08 - Revised June 10, 2014 County Council Agenda Pkg.
1st Meeting Called to Order
2nd Adoption of Minutes May 27, 2014
3rd Disclosure of Pecuniary Interest and the General Nature Thereof
4th Presenting Petitions, Presentations and Delegations
DELEGATION:
9:00 a.m.
Greg Poste, Managing Architect, MMMC Architects with PowerPoint
(attached)
5th MC
6th Reports of Council, Outside Boards and Staff
7th Council Correspondence
1) Items for Consideration
2) Items for Information (Consent Agenda)
OTHER BUSINESS
8th
1) Statements/Inquiries by Members
2) Notice of Motion
3) Matters of Urgency
9th Closed Meeting Item (none)
10th Recess
11th Motion to Rise and Report
12th Motion to Adopt Recommendations from the Committee Of The Whole
13th Consideration of By-Laws
14th ADJOURNMENT
LUNCH WILL NOT BE PROVIDED
Deputy Warden for June Councillor Couckuyt
NOTICE:
Deputy Warden for July Councillor McWilliam
June 18, 2014 W
Country Club 9:00 a.m.
June 24, 2014 County Council Meeting 9:00 a.m.
November 7, 2014
1
DRAFT COUNTY COUNCIL MINUTES
Tuesday, May 27, 2014
The Elgin County Council met this day at the Administration Building at 9:00 a.m. with all
members present except Councillor Walters (regrets).
Warden Marr in the Chair.
ADOPTION OF MINUTES
Moved by Councillor Mennill
Seconded by Councillor McWilliam
THAT the minutes of the meetings held on April 22 and May 13, 2014 be adopted.
- Carried.
DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF
None.
PRESENTATION
Retirement Recognition: Linda Irvine
The Warden presented Linda Irvine with a retirement certificate for 30 years of exemplary
service as a dietary aide at Elgin Manor. hard work and professionalism
will be missed by staff and residents alike.
DELEGATIONS
Luc Begin, Dillon Consulting Ltd. with a PowerPoint presentation egic
Plan for Asset Management
He outlined the Elgin County Asset Management Plan. The plan evaluates the current state
of Elgin County assets, identifies their value, and determines the cost to keep these assets at
current levels of service.
Moved by Councillor Jones
Seconded by Councillor Jenkins
THAT the presentation
Elgin from Dillon Consulting Ltd. be received and filed.
- Carried.
Elizabeth Sebestyen, Acting Director, St. Thomas - Elgin Ontario Works presented a report
2014 Ontario W
Moved by Councillor Wiehle
Seconded by Councillor Ens
THAT the report 2014 Ontario W
Thomas - Elgin Ontario Works be received and filed.
- Carried.
Fons Vandenbroek, President & Donna Lunn, Vice President, Elgin Federation of Agriculture
to discuss changes to the Land Division process.
The vice president explained the Federation of Agriculture involvement with the Elgin
County Land Division Committee and indicated their support for
Committee to oversee land division requests from all townships and municipalities.
2
County Council 2 May 27, 2014
Moved by Councillor Mennill
Seconded by Councillor Jenkins
THAT the discussion with the Elgin Federation of Agriculture on changes to the Land Division
process be received and filed.
- Carried.
Moved by Councillor Ens
Seconded by Councillor Couckuyt
THAT we do now move into Committee Of The Whole Council.
- Carried.
REPORTS
Land Division Committee Responses from Elgin Municipalities Chief Administrative
Officer
The Chief Administrative Officer presented the report on the responses from Elgin County
Municipalities regarding their opinions on the make-up and operation of the Elgin County
Land Division Committee.
Moved by Councillor Mennill
Seconded by Councillor Jenkins
THAT the discussion be deferred until the June 10, 2014 Council meeting so options may be
reviewed and all Councillors are present for the discussion.
- Carried.
Council recessed at 10:04 a.m. and reconvened at 10:25 a.m.
Asset Management Plan Deputy Director of Engineering Services
The deputy director further explained the County of Elgin County Asset Management Plan.
This plan is available for review on the Elgin County website and printed copies are available
in Engineering Services.
Moved by Councillor Couckuyt
Seconded by Councillor Jones
THAT the County of Elgin Asset Management Plan be adopted.
- Carried.
Award of Quotation Chatham Street (CR#39) Slope Drainage Deputy Director of
Engineering Services
The deputy director presented the report outlining the tender award recommendation for
Chatham Street Slope Drainage project.
Moved by Councillor Jenkins
Seconded by Councillor Ens
THAT Birnam Excavating Ltd. be selected for the Chatham Street (CR#39) Slope
Drainage, Contract No. 6090-14-01 at a total price of $85,643.37, inclusive of a $2,500
contingency allowance and exclusive of H.S.T; and,
THAT additional funding required in the amount of $32,151.37 be re-allocated from the
anticipated surplus from the Eden Line Rehabilitation Project, Contract No. 6200-14-01 to
Contract No. 6090-14-01; and,
THAT the Warden and Chief Administrative Officer be authorized to sign the contracts.
- Carried.
3
County Council 3 May 27, 2014
Award of Tender Administration Building Parking Lot Storm and Sanitary Sewer
Replacement Deputy Director of Engineering Services
The deputy director presented the report outlining the tender award recommendation for the
Administration Building Parking Lot Storm and Sanitary Sewer Replacement.
Moved by Councillor Jones
Seconded by Councillor Ens
THAT Greenfield Contracting be selected for the Administration Building Parking Lot
Storm and Sanitary Sewer Replacement Tender, Contract No. 2660-13-06 at a total price
of $192,520.00, inclusive of a $15,000 contingency allowance and exclusive of H.S.T.; and,
THAT the Warden and Chief Administrative Officer be authorized to sign the contract.
- Carried.
Restricted Acts after Nomination Day (September 12, 2014) - Lame Duck Chief
Administrative Officer
The Chief Administrative Officer outlined Section 275 of the Municipal Act, as amended, that
provides Council with directions for the period after Nomination Day (September 12, 2014) as
it relates to the municipal election. Depending on the nominations filed, the sitting council
may face restrictions during this period, as outlined in the by-law.
Moved by Councillor Wiehle
Seconded by Councillor Jenkins
THAT the necessary by-law be prepared delegating authority to municipal officials in the
Act, as
amended.
- Carried.
2014 Provincial Policy Statement Manager of Planning
The manager explained the new Provincial Policy Statement. Highlights include: a
distinction between rural areas and rural land, removal of the five lot rule in areas where
there are not sufficient sewage services and a new definition for secondary uses, now called
on-farm diversified uses.
Moved by Councillor Ens
Seconded by Councillor Couckuyt
Statement dated May 13, 2014 from the
Manager of Planning be received and filed.
- Carried.
Approval for Official Plan Amendment No. 3, Part of Lot 14, Concession 9, 9823
Yarmouth Centre Road, Municipality of Central Elgin, File No.: CE-OPA3-14Owner:
Stephen Michael Pineo Manager of Planning
The manager presented the report providing Council with the information required to consider
granting approval for Official Plan Amendment No. 3, Part of Lot 14, Concession 9, 9823
Yarmouth Centre Road, Municipality of Central Elgin, File No.: CE-OPA3-14 Owner:
Stephen Michael Pineo.
Moved by Councillor Jenkins
Seconded by Councillor Jones
THAT the Council of the Corporation of the County of Elgin gives approval to Official Plan
Amendment No. 3 to the Municipality of Central Elgin Official Plan, File No. CE-OPA3-14
(Stephen Michael Pineo, 9823 Yarmouth Centre Rd.); and,
4
County Council 4 May 27, 2014
THAT staff be directed to provide notice of this decision in accordance with the Planning Act.
- Carried.
Approval for Official Plan Amendment No. 12, West Part Lot 5, Registered Plan 164,
37 Water Street, Town of Aylmer, Ministry File No.: 34-OP-12000-012, Owner: Rob and
Rose Ann Kuiper Manager of Planning
The manager presented the report providing Council with the information required to consider
granting approval for Official Plan Amendment No. 12 West Part Lot 5, Registered Plan 164,
37 Water Street, Town of Aylmer, Ministry File No.: 34-OP-12000-012, Owner: Rob and
Rose Ann Kuiper.
Moved by Councillor Couckuyt
Seconded by Councillor Wiehle
THAT the Council of the Corporation of the County of Elgin gives approval to Official Plan
Amendment No. 12 to the Town of Aylmer Official Plan, File No. 34-OP-12000-12 (Rob and
Rose Ann Kuiper, 37 Water St.); and,
THAT staff be directed to provide notice of this decision in accordance with the Planning Act.
- Carried.
Approval for Official Plan Amendment No. 13, Lots 9, 10, 21 and 22, Registered Plan
164, 344 Talbot St East, 249 and 253 Sydenham Street, Town of Aylmer, File No.: AY-
OPA13-14, Owner: Aylmer Full Gospel Church Manager of Planning
The manager presented the report providing Council with the information required to
consider granting approval for Official Plan Amendment No. 13, Lots 9, 10, 21 and 22,
Registered Plan 164, 344 Talbot St East, 249 and 253 Sydenham Street, Town of Aylmer,
File No.: AY-OPA13-14, Owner: Aylmer Full Gospel Church.
Moved by Councillor McWilliam
Seconded by Councillor Jones
THAT the Council of the Corporation of the County of Elgin gives approval to Official Plan
Amendment No. 13 to the Town of Aylmer Official Plan, File No. AY-OPA13-14 (Aylmer Full
Gospel Church, 344 Talbot St. East); and,
THAT staff be directed to provide notice of this decision in accordance with the Planning Act.
- Carried.
Accessibility Coordinator Training Services Accessibility Coordinator
The coordinator presented the report informing Council of training activities provided by Elgin
County to Bruce County, the City of Cambridge and the City of London. The County is
reimbursed for time and expenses incurred.
Moved by Councillor Ens
Seconded by Councillor Jenkins
from the Accessibility
Coordinator be received and filed.
- Carried.
Accessibility Plan Annual Status Report Accessibility Coordinator
The coordinator presented the annual status report on the progress of measures taken to
implement the strategies outlined in the multi-year accessibility plan.
5
County Council 5 May 27, 2014
Moved by Councillor Jenkins
Seconded by Councillor Couckuyt
from the Accessibility
Coordinator be received and filed.
- Carried.
Southwest Local Health Integration Network/Adult Day Program Re-Design New Fee
Structure Director of Homes and Seniors Services.
The Chief Administrative Officer, in the absence of the director, presented a report outlining
the new fee structure for the Adult Day Program that has been established by the Southwest
Local Health Integration Network.
Moved by Councillor Jones
Seconded by Councillor McWilliam
ation Network/Adult Day Program re-
from the Director of Homes and Senior Services dated May 27,
2014 be received and filed.
- Carried.
Laserfiche Run Smarter Award Director of Community and Cultural Services
The director presented the report informing Council that the County of Elgin was the recipient
software.
Moved by Councillor Ens
Seconded by Councillor Wiehle
from the Director of Community
and Cultural Services dated May 5, 2014 be received and filed.
- Carried.
Renovations to the John Kenneth Galbraith Reference Library Director of
Community and Cultural Services
The director explained that the County is about to embark upon renovations to the John
Kenneth Galbraith Reference Library in partnership with the Municipality of Dutton/Dunwich.
The director praised the Municipality of Dutton/Dunwich for their maintenance of the facility.
Moved by Councillor McWilliam
Seconded by Councillor Ens
the John Kenneth Galbraith Reference Library,
from the Director of Community and Cultural Services dated May 5, 2014 be received and
filed.
- Carried.
Completion of Renovations to Port Stanley Library Director of Community and
Cultural Services
The director presented the report informing Council that renovations to the Port Stanley
Library have been completed. A grand re-opening celebration will be held on June 24, 2014
at 2:00 p.m.
6
County Council 6 May 27, 2014
Moved by Councillor Jenkins
Seconded by Councillor Jones
Custom Cabinets and the Board of Directors of the Port Stanley Festival Theatre to
acknowledge their respective contributions to renovations of the Port Stanley Library; and,
from the Director
of Community and Cultural Services dated May 5, 2014 be received and filed.
- Carried.
Capping and Clawback Director of Financial Services
The director presented the report recommending that the Current Value Assessment
threshold for clawed-back (decreasing) properties be set at $250.
Moved by Councillor Jones
Seconded by Councillor Wiehle
THAT County tax policy set the annualized tax limit increase at 10%; the prior years current
value assessment (CVA) tax limit increase at 5%; the CVA threshold for protected
(increasing) properties at $250; the CVA threshold for clawed-back(decreasing) properties
at $250; exclude properties that were at CVA tax in the previous year from the capping and
claw-back calculation in the current year; and exclude properties that would move from being
capped in the previous year to be clawed back in the current year or from being clawed back
in the previous year to be capped in the current year as a result of the changes to the CVA
tax; and,
THAT the necessary by-laws be adopted once all municipalities have set their tax rates.
- Carried.
April YTD Budget Performance Director of Financial Services
The director presented the budget comparison through April 2014 for the County with a
favourable performance of $123 thousand.
Moved by Councillor Jenkins
Seconded by Councillor McWilliam
from the Director of Financial
Services dated May 20, 2014 be received and filed.
- Carried.
CORRESPONDENCE
Items for Consideration
1. J.W. Tiernay, Executive Director, Ontario Good Roads Association (OGRA) informing
litigation fund and requesting Council
2. Pat Vanini, Executive Director, Association of Municipalities Ontario (AMO) requesting
consent from Ontario municipalities in order for AMO to send commercial electronic
messages (CEMs) which will comply with the recently passed Canadian Anti-Spam
Legislation (CASL).
3. Mayor Ron Eddy, County of Brant, with a resolution regarding review of the Emergency
Detour Routes for the 400-Series Highways.
7
County Council 7 May 27, 2014
The following recommendation was adopted in regard to Correspondence Item #1:
Moved by Councillor Wiehle
Seconded by Councillor Ens
THAT the Corporation of the County of Elgin requests a refund of 50.1% of the $4,497.50
This will amount to $2,253.25.
- Carried.
The following recommendation was adopted in regard to Correspondence Item #2:
Moved by Councillor Jones
Seconded by Councillor Couckuyt
THAT the Corporation of the County of Elgin gives consent to AMO to continue sending
email correspondence.
- Carried.
The following recommendation was adopted in regard to Correspondence Item #3:
Moved by Councillor McWilliam
Seconded by Councillor Wiehle
THAT the Corporation of the County of Elgin supports the resolution from the County of
Brant with the addition that all roads in the municipalities affected by these detours be
subject to additional compensation.
- Carried.
Items for Information (Consent Agenda)
1. Mayor Dan Mathieson, City of Stratford with invitation to Civic Night at the Festival
Theatre on June 25, 2014.
2. Hon. Bob Chiarelli, Minister of Energy with an update on the Provincial
initiatives re: local energy planning.
3. Mayor Heather Jackson, City of St. Thomas thanking Council for support of 4th Annual
4. Anne Ashfield, Interim Manager, The Caring Cupboard Food Bank of St. Thomas
thanking Council for the monetary and
Charity Hockey Game.
5.
Expansion project.
6. Julie Simpson, Fund Development Coordinator, VON Middlesex-Elgin inviting Council
and
Park in Mt. Brydges on June 22, 2014.
7. AMO Communications requesting nominations for the 2014 - 2016 AMO Board of
Directors.
8. newsletter.
9.
a) Energy rates
b) Funding for small town Ontario schools.
8
County Council 8 May 27, 2014
Moved by Councillor Jenkins
Seconded by Councillor Couckuyt
THAT correspondence items 1 9 be received and filed.
- Carried.
OTHER BUSINESS
Statements/Inquiries by Members
The second installment of the three-part series on
council terms was published in the latest edition of Municipal World. Staff is collecting articles
and additional information to send to Council.
Notice of Motion
None.
Matters of Urgency
None.
Closed Meeting Item
Moved by Councillor Wiehle
Seconded by Councillor Jones
THAT we do now proceed into closed meeting session in accordance with the Municipal Act
to discuss matters under Section 240.2 (e) litigation or potential litigation, including matters
before administrative tribunals, affecting the municipality or local board Summary of
Convictions Woodland Conservation By-Law.
- Carried.
The Elgin County prosecutor presented a summary of convictions Woodland Conservation
By-Law.
Moved by Councillor Jones
Seconded by Councillor Wiehle
THAT we do now rise and report.
- Carried.
Moved by Councillor Jenkins
Seconded by Councillor Ens
Conservation By-Law from the County Solicitor be received and filed.
- Carried.
Motion to Adopt Recommendations of the Committee of the Whole
Moved by Councillor Couckuyt
Seconded by Councillor Ens
THAT we do now adopt recommendations of the Committee Of The Whole.
- Carried.
BY-LAWS
Moved by Councillor Ens
Seconded by Councillor Wiehle
THAT By-Law No. 14- 12 " Being a By-Law to Delegate Authority to Municipal Officials to Act
in the Event that the CActions Become Restricted Under Section 275 of the Municipal
be read a first, second and third time and finally passed.
- Carried.
9
County Council 9 May 27, 2014
Moved by Councillor Jones
Seconded by Councillor Jenkins
THAT By-Law No. 14-13 -Law to Confirm Proceedings of the Municipal Council of
the Corporation of the County of Elgin at the May 27, 2014
and third time and finally passed.
- Carried.
ADJOURNMENT
Moved by Councillor McWilliam
Seconded by Councillor Ens
THAT we do now adjourn at 12:10 p.m. and meet again on June 10, 2014 at the County
Administration Building Council Chambers at 9:00 a.m.
- Carried.
Mark McDonald, David Marr,
Chief Administrative Officer. Warden.
10
REPORTS OF COUNCIL AND STAFF
June 10, 2014
Staff Reports (ATTACHED)
Director of Engineering Services Terrace Lodge - Renovation
Chief Administrative Officer Term Limits of Council (deferred from April 22, 2014)
Chief Administrative Officer Land Division Committee Responses from Elgin
Municipalities (deferred from May 27, 2014)
Director of Engineering Services Highway #3 Transportation Needs Assessment Study
Purchasing Coordinator Quarterly Information Report Contract Awards
January 1, 2014 to March 31, 2014
Director of Financial Services Central Elgin Municipal Non-Profit Housing Corporation
Tax Reduction
Director of Financial Services Federal Gas Tax
21
REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Director of Engineering Services
Rhonda Duffy, Director of Homes and Seniors Services
DATE: May 20, 2014
SUBJECT: Terrace Lodge Renovation
INTRODUCTION:
In the winter of 2014 County Council approved MMMC Architects (MMMC) to provide
architectural services for a renovation to Terrace Lodge.
The schematic design and construction documents phase of the project is scheduled to
be completed in 2014 and the renovation to Terrace Lodge be completed in 2015. The
approved project budget is $4.5 million and is contained within the 10-year capital plan.
This report updates County Council on the progress to date and requests approval of
the schematic design plan.
DISCUSSION:
In 2013 County Council approved a renovation of Terrace Lodge. The renovation will
ensure the building remains sound while upgrading the common areas to improve the
quality of life for residents.
A Request for Proposal was initiated in late 2013 and in early 2014 County Council
approved the services of MMMC to complete the architectural services for the
renovations.
During the schematic design process MMMC and County staff have been meeting
regularly. This phase of the project involves developing schematic drawings which can
be refined and built upon and establishes important relationships between the other
components of the project scope. The objective of this stage of the development is to
provide a clearly Also included is
an updated budget and schedule.
The Terrace Lodge project involves the following: relocate nurses stations; build a lower
north dining room; add a second elevator; renovate a main floor washroom area;
renovate/relocate tuck shop; renovate/relocate hair salon; addition to kitchen to
change/increase storage, walk in cooler/freezer/dry storage;staff washroom and office
modifications; replace all windows in the bedroom wings; add receiving area; enclose all
decks/balconies in resident rooms with four new bedrooms to facilitate dining expansion
and anticipated construction sequencing; replace nurse call system telephone system;
add heating/cooling to resident rooms; replace and relocate existing electrical substation
and power supply.
22
The approved budget for this project is $4.5 million. Below is the current project
estimate:
Architectural Services $359,200
Construction $3,846,100
Furniture Fixture and Equipment $100,000
Miscellaneous $40,700
Construction Contingency $154,000
Sub Total $4,500,000
Budget $4,500,000
(Over) / Under Budget $0
Council should be made aware that this floor plan involves better and more efficient use
of existing space, thus providing a greater usable area of approximately 3,800 sq ft,
without adding to the building's foot print. In turn, the addition will add approximately
5,500 sq ft of new physical space to the building's foot print.
This new useable space and addition to the building's overall square footage will
increase operating costs by approximately $90,000 per year (eg. maintenance/energy
consumption/housekeeping/repairs. This amount will be accommodated in the ten year
business plan commencing in 2015.
The County has established a building committee for this project, which includes the
Warden, Mayor of Aylmer and Mayor of Malahide. Staff is suggesting that the initial
meeting occur in June so that the project schedule can be maintained.
MMMC will make a presentation of the schematic design at the June 10, 2014 County
Council meeting so that Council can review the information and approve the floor plans.
CONCLUSION:
MMMC has been retained by the County of Elgin to complete the design for the Terrace
Lodge Renovation. The renovation includes more than fourteen separate projects
within the Home. The major items include a new dining room addition to lower north, a
second elevator and the enclosure of all decks / balconies to name a few.
These upgrades will maintain the classification of the facility and will ensure that the
existing structure remains sound. These renovations will improve the common areas
and the quality of life for the residents.
RECOMMENDATION:
May 20, 2014 from the
Director of Engineering Services and the Director of Homes and Seniors Services be
received and filed; and,
23
THAT the Terrace Lodge Renovation Building Committee be activated for the Terrace
Lodge Renovation; and also,
THAT County Council approve the schematic drawings.
All of which is Respectfully Submitted Approved for Submission
Clayton Watters Mark G. McDonald
Director of Engineering Services Chief Administrative Officer
Rhonda Duffy
Director of Homes and Seniors Services
24
REPORT TO COUNTY COUNCIL
INTRODUCTION:
DISCUSSION:
CONCLUSION:
RECOMMENDATION:
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
41
42
43
44
45
46
47
48
49
50
51
52
53
54
55
56
57
58
REPORT TO COUNTY COUNCIL
INTRODUCTION:
DISCUSSION:
CONCLUSION:
RECOMMENDATION:
59
60
61
62
63
64
65
66
67
68
69
70
71
REPORT TO COUNTY COUNCIL
INTRODUCTION:
DISCUSSION:
CONCLUSION:
72
RECOMMENDATION:
73
74
75
REPORT TO COUNTY COUNCIL
FROM: Mike Hoogstra, Purchasing Coordinator
DATE: May 23, 2014
SUBJECT: Quarterly Information Report - Contract Awards
January 1, 2014 to March 31, 2014
INTRODUCTION:
As per the County of Elgin's Procurement Policy section 10.1, an information report
containing the details relevant to the exercise of delegated authority for all contracts
awarded that exceed $15,000 including amendments and renewals is to be prepared
and reported to Council. This report covers the period from January to March 2014.
DISCUSSION/CONCLUSION:
The Council of the Corporation of the County of Elgin delegated authority to the Directors
to award contracts as follows:
Value Report Status
Greater than $15,000 No report to Council required if within 10% of the
but less than $50,000 approved budget allocation
Greater than $50,000 No report to Council required if within approved
but less than $100,000 budget
Council also approved that an information report would be brought forward containing
details of the award of contracts including amendments and renewals. The detailed report
of the award of contracts is attached as Appendix A.
RECOMMENDATION:
THAT the Quarterly Information Report - Contract Awards, January 1, 2014
to March 31, 2014May 23, 2014 be received and filed.
All of which is Respectfully Submitted Approved for Submission
Mike Hoogstra Mark G. McDonald
Purchasing Coordinator Chief Administrative Officer
Jim Bundschuh
Director of Financial Services
76
APPENDIX A
Purchases/Projects greater than $15,000
January 1, 2014 to March 31, 2014
DepartmentBudget ProjectSupplier/VendorBid Price
Allocation(HST extra)
Homes & Senior Operating Yearly Service Agreement Arjohuntleigh $17,350.70
Services (Terrace Lodge)
Homes & Senior Operating Yearly Service Agreement Arjohuntleigh $15,334.10
Services (Elgin Manor)
Homes & Senior Capital Rhapsody Whirlpool Tub Arjohuntleigh $31,278.79
Services (Elgin Manor)
Engineering Operating 911 Primary Public Safety Northern $43,925.39
Answering - Communications
Contract Renewal /
Extension
Engineering Capital Engineering Design for Delcan $26,700.00
Traffic Signals (Colborne
and Bridge Port Stanley)
Engineering Capital Supply of Pressure Treated Springfield Tim-$36,158.70
Posts BR Mart
Engineering Capital Supply of Regulatory and Owl Lite $44,141.54
Warning Roadway Signs
Economic Operating 2014 Elgin County Visitor Sportswood $18,469.85
Development Guides Printing
and Tourism
Information Capital Hardware Replacement Insight Canada $27,347.84
Technology
77
REPORT TO COUNTY COUNCIL
FROM: Jim Bundschuh Director of Financial Services
DATE: April 16, 2014
SUBJECT: Central Elgin Municipal Non-Profit Housing Corporation Tax Reduction
INTRODUCTION:
The Municipality of Central Elgin has requested that the County of Elgin apply the
residential ratio of one (1) to a property that would otherwise carry the multi-residential
ratio of 2.3458. The multi-residential properties pay almost two and one-half times the
tax rate of residential.
DISCUSSION:
Section 110(6) of the Municipal Act allows for this reduction once a corporation under
this program has entered into an agreement with the designated Consolidated Municipal
Service Manager, the City of St. Thomas.
Central Elgin has passed by-law 1739 allowing for the reduction in tax ratio for the Bel
Park affordable housing project and has requested that the County also reduce the ratio
on this property.
Using 2014 County tax rates, the revised tax ratio represents a savings to the Central
Elgin Municipal Non-Profit Housing Corporation project of $7,587 in County taxes. This
reduction in their taxes would then be borne by other taxpayers across the County.
CONCLUSION:
Council has shown its support for affordable housing projects in the past in Aylmer,
Dutton and Central Elgin. The reduction of the tax ratio on this property will assist in
keeping rents reasonable by reducing the annual operations expenditures.
78
RECOMMENDATION:
THAT Council approve a tax ratio of one (1) for the Bel Park project (203 Union Street in
Belmont, Municipality of Central Elgin); and,
THAT this tax ratio shall apply to taxation as of the effective date of the first
supplementary or omitted assessment notice on the property; and,
THAT a by-law be prepared; and,
THAT the Municipality of Central Elgin be requested to keep the County of Elgin
apprised as to the status of the assessment on this property.
All of which is Respectfully Submitted Approved for Submission
Jim Bundschuh Mark G. McDonald
Director of Financial Services Chief Administrative Officer
79
REPORT TO COUNTY COUNCIL
FROM: Jim Bundschuh Director of Financial Services
DATE: May 30, 2014
SUBJECT: Federal Gas Tax
INTRODUCTION:
In 2013 the County received $1,510,468 in Federal Gas Tax funding. In 2014, the
funding distribution between provinces and municipalities was modified to factor in
relative population growth. This resulted in a $75,554 reduction down to $1,434,914 in
announcement from AMO will provide a further $40,355 in funding, thereby reducing the
year-over-year loss down to $35,199.
DISCUSSION:
AMO delivers the federal Gas Tax Fund to 443 Ontario municipalities. A small portion of
the Fund is set aside to fulfil their role as Fund Administrator and cover their costs.
Through efficient and innovate delivery model, their costs are less than
expected. As a result, AMO is distributing the unused administrative funds back to
municipalities to invest in infrastructure.
Payments are being made on a per capita basis using populations from the 2006
Census and funds are subject to the terms and conditions of the federal Gas Tax Fund.
As a result, the County of Elgin will receive $40,355 in surplus administrative funds in
2014. These funds are in addition to the regular Federal Gas Tax Fund payment and
will provide favourable performance to budget.
RECOMMENDATION:
THAT 2014 be received and filed.
All of which is Respectfully Submitted Approved for Submission
Jim Bundschuh Mark G. McDonald
Director of Financial Services Chief Administrative Officer
80
CORRESPONDENCE June 10, 2014
Items for Consideration (Attached)
1.
permission to recover penalty costs from customers
obligations of its contract to Union Gas Ltd. from:
a) Nancie J. Irving, Clerk, Town of Aylmer
b) M. Casavecchia-Somers, Chief Administrative Officer/Clerk, Township of Malahide
(circulated at meeting).
2. John Bolognone, City Clerk, City of Kingston with a resolution regarding the prohibition
of all Corporate and Union donations in Toronto Municipal Elections.
81
82
83
84
85
86
87
88
1. Port Stanley Library with an invitation to their Grand Re-opening on Tuesday, June 24,
2014 at 2:00 p.m.
2. Linda Long, Executive Director, Quad County Support Services thanking Council for
grant.
3. Michael Giroux, President, Canadian Wood Council with information resources about a
new wood mid-rise building construction option.
89
91
92
93
94
95
96
97
98
99
100
101
102
103
104
105
106
COUNTY OF ELGIN
By-Law No. 14-14
-LAW TO AMEND BY-LAW NO. 10-08 BEING A BY-LAW TO AUTHORIZE
THE COUNTY OF ELGIN TO ENTER INTO AN AGREEMENT WITH
THE ASSOCIATION OF MUNICIPALITIES OF ONTARIO
RESPECTING THE TRANSFER OF FEDERAL GAS TAX REVENUES
WHEREAS Section 11(2) of the Municipal Act, 2001, as amended, provides broad
authority to the upper-tier municipality to pass by-laws for the financial management of the
municipality; and,
WHEREAS the Corporation of the County of Elgin did, by By-Law No. 10-08, enter
into an agreement with the Association of Municipalities of Ontario (AM0) in connection
with a Municipal Funding Agreement for the Transfer of Federal Gas Tax Revenues; and,
WHEREAS Canada, Ontario and Ontario municipalities, represented by AMO, have
amended the Canada-Ontario-AMO-
Gas Tax Fund allocations to 2024; and,
WHEREAS the Corporation of the County of Elgin deems it expedient to enter into
an amending agreement with the Association of Municipalities of Ontario to continue the
transfer of federal gas tax revenues.
NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin
enacts as follows:
1. THAT the Warden and the Chief Administrative Officer are hereby authorized to
sign an amending agreement, under certain terms and conditions, between the County of
Elgin and the Association of Municipalities of Ontario, respecting a Municipal Funding
Agreement for the Transfer of Federal Gas Tax Revenues.
2. THAT the said amending agreement be
part of this by-law upon execution by all parties.
3. THAT By-Law No. 10-08 be and is hereby amended.
TH
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 10DAY OF
JUNE 2014.
Mark G. McDonald, David Marr,
Chief Administrative Officer. Warden.
107
108
109
110
111
112
113
114
115
ServiceFee residents Fee residents Fee residents
are charged for are charged for are charged for
serviceserviceservice
April 1, 2012April 1, 2013April 1, 2014
tototo
March 31, 2013March 31, 2014March 31, 2015
Includes HSTIncludes HSTIncludes HST
Shampoo and Set$18.50$19.00$19.50
Shampoo, Cut and Set$30.75$31.50$32.25
LadiesHaircut only$12.25$12.75$13.25
$10.25$10.50$10.75
Shampoo, Perm and Set$48.75$50.00$51.25
Shampoo, Perm, Cut and Set$60.50$62.00$63.50
Shampoo, Colour and Set$32.75$33.75$34.75
Shampoo, Colour, Cut and Set$41.00$42.00$43.00
$11.75$12.25$12.75
LadiesCut and Dry$13.25$13.75$14.25
Bang Trim$ 3.00$ 3.00$ 3.00
Shampoo only$ 3.00$ 3.00 $ 3.00
Comb Out & Curling Iron$12.25$12.50$12.75
116
Plans of Subdivision: $4,000.00
- (deposit for appeal) $2,000.00 (returnable if no appeal)
Extension to draft plan approval $ 500.00
Plans of Condominium $4,000.00
- (deposit for appeal) $2,000.00 (returnable if no appeal)
- (no deposit for exemption)
County Official Plan Amendment $4,000.00
Local Official Plan Amendment $1,000.00 (municipally - initiated OPA exempt)
Part lot control exemption $ 500.00
117
COUNTY OF ELGIN
By-Law No. 14-16
-LAW TO ADOPT OPTIONAL TOOLS FOR THE PURPOSES OF
ADMINISTERING LIMITS FOR THE COMMERCIAL, INDUSTRIAL AND
MULTI-RESIDENTIAL PROPERTY CLASSES
WHEREAS the County of Elgin ), in accordance
,
with Section 329.1 of the Municipal Act, 2001S.0. 2001, c.25, as amended (hereinafter
), may modify the provisions and limits as set out in Section 329 of the Act,
with respect to the calculation of taxes for municipal and school purposes payable in
respect of property in the commercial, industrial and multi-residential property class; and
WHEREAS the Municipality must similarly modify the provisions and limits as set
out in Section 332 of the Act and
WHEREAS this by-law shall only apply to properties in any of the Commercial,
Industrial and Multi-Residential property classes to which Part IX of the Act applies; and
WHEREAS for the purposes of this by-law the commercial classes shall be
considered a single property class and the industrial classes shall be deemed to be a
single property class; and
WHEREAS CVA that
would be levied for the taxation year, but for the application of Part IX of The Act; and
purposes that shall be levied for the taxation year as a result of the application of Part IX of
The Act
; and
WHEREAS the Council may pass a by-law to apply any one or any combination of
the following options:
a) Set the annualized tax limit increase to a maximum of 10%; and/or
b) Set an upper limit on annual increases at the greater of the amount
;
and/or
c) Establish a capping adjustment threshold of up to $250 for increasing
properties, decreasing properties or both, whereby no capping/claw-back
adjustments less than the threshold amount would be applied; and/or
d) Exclude properties that were at CVA tax in the previous year from the
capping and claw-back calculation in the current year; and/or
e) Exclude properties that would move from being capped in the previous year
to be clawed back in the current year or from being clawed back in the
previous year to be capped in the current year as a result of the changes to
the CVA tax.
WHEREAS a by-law passed to adopt the provisions of Subsection 329.1
paragraphs 1 and 2 of the Act, provides that such provisions shall also apply to Section
332 of the Act and
WHEREAS the Council has reviewed the provisions of Section 329.1 of the Act and
hereby deems it necessary and appropriate to adopt optional tools for the purpose of
administering limits for the Commercial, Industrial and Multi-Residential property classes.
NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin
hereby enacts as follows:
1. THAT paragraphs 1, 2, and 3, of Subsection 329.1(1) of the Act shall apply to the
Commercial, Industrial and Multi-Residential property classes for 2014.
118
2
2. THAT:
a) In determining the amount of taxes for municipal and school purposes for the
year under Subsection 329(1) and the am
Subsection 332(5), the greater of the amounts determined under paragraphs i)
and ii) as set out below shall apply in determining the amount to be added
under paragraph 2 of Subsection 329(1), and the increasing amount under
paragraph 2 of Subsection 332(5),
i) The percentage set out in Subsection 329(1) paragraph 2 and in
Subsection 332(5) paragraph 2 shall be ten per cent (10%), and
ii) The amount of the CVA taxes for the previous year multiplied by five per
cent (5%).
b)The amount of the taxes for municipal and school purposes for a property for a
taxation year shall be the amount of the uncapped taxes for the property for the
year if the amount of the uncapped taxes exceeds the amount of the taxes for
municipal and school purposes for the property for the taxation year as
determined under section 329, as modified under section 329.1 of The Act and
this By-law, by two-hundred and fifty dollars ($250.00) or less.
c) The amount of the taxes for municipal and school purposes for a property for a
taxation year shall be the amount of the uncapped taxes for the property for the
year if the amount of the taxes for municipal and school purposes for the
property for the taxation year as determined under section 330, as modified
under section 329.1 of The Act and this By-law exceed the uncapped taxes, by
two-hundred and fifty dollars ($250.00) or less.
d) Exclude properties that were at CVA tax in the previous year from the capping
and claw-back calculation in the current year;
e) Exclude properties that would move from being capped in the previous year to
be clawed back in the current year or from being clawed back in the previous
year to be capped in the current year as a result of the changes to the CVA tax.
3. THAT this By-Law shall come into force and take effect upon its passing
TH
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 10DAY OF
JUNE 2014.
Mark G. McDonald, David Marr,
Chief Administrative Officer. Warden.
119
COUNTY OF ELGIN
By-Law No. 14-17
-LAW TO ESTABLISH REVENUE NEUTRAL CLAWBACK
PERCENTAGES FOR CERTAIN PROPERTY CLASSES
WHEREAS Section 330(1) OF THE Municipal Act, S.O. 2001, c.25 states that the
Council of a municipality other than a lower-tier municipality, may pass a by-law to
establish a percentage by which tax decreases are limited for a taxation year in respect of
properties in any property class subject to Part IX of the said Act in order to recover all or
part of the revenues foregone as a result of the application of Section 329 of the said Act
to other properties in the property class; and
WHEREAS for the purposes of this by-law, the commercial classes shall be
considered a single property class and the industrial classes shall be deemed to be a
single property class; and
WHEREAS limits to tax decreases for any class may only be established in order to
recover all or part of the foregone revenue in respect of the same property class.
NOW THEREFORE, the Municipal Council of the Corporation of the County of Elgin
enacts as follows:
1. THAT for the taxation year 2014, the percentage determined under Section 330(1)
of the Municipal Act, S.O. 2001 are as follows:
Multi-residential Commercial Industrial
Decrease Clawback 0.0000% 57.1865% 79.6758%
Decrease Retained 100.0000% 42.8135% 20.3242%
2. THAT in accordance with the provisions of the Section 330(1) of the Municipal Act,
S.O. 2001 the County is deemed to be the banker and no lower tier member municipality
shall have a surplus or a shortfall as a result of the application of this By-Law, and further,
if the County experiences a shortfall or excess as a result of the application of the banking
function under this By-Law, any such shortfall/excess shall belong to the County.
3. THAT the intra-municipal adjustment due to the application of this by-law, with the
County acting as the banker, shall be paid by the member municipalities on December
th
15, 2014.
th
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 10DAY OF
JUNE 2014.
Mark G. McDonald, David Marr,
Chief Administrative Officer. Warden.
120
COUNTY OF ELGIN
By-Law No. 14-18
"BEING A BY-LAW TO AUTHORIZE TAX EXEMPTION IN RESPECT OF A
MUNICIPAL CAPITAL FACILITY PURSUANT TO SECTION 110 OF THE
MUNICIPAL ACT"
WHEREAS the Corporation of the City of St. Thomas is designated as the
Consolidated Municipal Service Manager for the CMHC-Ontario New Affordable Housing
Program; and
WHEREAS the City of St. Thomas has enacted Municipal Housing Facilities By-law
No. 80-2005; and
WHEREAS the City of St. Thomas has entered into an agreement with Bel Park for
the provision of affordable housing; and
WHEREAS the Bel Park is the registered property owner of 203 Union Street,
Belmont, Ontario; and
WHEREAS Section 110(9) of the Municipal Act, 2001, S.O. 2001, c.25, as amended,
provides that if a municipality designated as service manager under the Social Housing
Reform Act, 2000, has entered into an agreement under Section 110 with respect to housing
capital facilities, any other municipality that has not entered into an agreement under Section
110 with respect to capital facilities and contains all or part of the land on which the capital
facilities are or will be located may exercise the power under Section 110(6) with respect to
the land and the capital facilities; and
WHEREAS Section 110(6) permits a municipality to exempt from taxation for municipal
and school purposes for capital facilities where an agreement to provide municipal capital
facilities has been entered into, subject to the notice provisions, limitations and requirements
set out in the Municipal Act; and
WHEREAS the Municipality of Central Elgin has requested the County of Elgin to apply
the tax ratio of 1 to the Bel Park project.
NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin
enacts as follows:
1. THAT the tax ratio of 1 shall apply to the Bel Park project, 203 Union Street, Belmont,
Ontario.
2. THAT this tax ratio shall apply to taxation raised for municipal purposes as of the
effective date of the first supplementary or omitted assessment notice on the property as
issued by the Municipal Property Assessment Corporation pursuant to the Assessment Act
and shall apply as long as the Facility Agreement is in good standing and not in default.
3. THAT the Warden and the Chief Administrative Officer, or alternate, are authorized
and directed to execute all documents necessary in that behalf and to affix thereto the seal
of the Corporation of the County of Elgin.
TH
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 10 DAY OF
JUNE 2014.
Mark G. McDonald, David Marr,
Chief Administrative Officer. Warden.
121
ADDENDUM
FOR TUESDAY, JUNE 10, 2014 9:00 A.M.
1. Additional report from Director of Engineering Services titled Edison Drive Bridge
Old Mill Line Extension (attached)
122
REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Director of Engineering Services
DATE: June 6, 2014
SUBJECT: Edison Drive Bridge Old Mill Line Extension
INTRODUCTION:
The 107 year old bridge on Edison Drive in Vienna is owned by the County of Elgin and
restricts access for large vehicles to properties it serves on the other side of the Big Otter
Creek. The Warden and senior county staff have met with representatives from the
Municipality of Bayham to agree upon a solution to the satisfaction of all parties.
This report shall request support for the resolution passed by the Municipality of Bayham
has also requested that the County act as their constructor to build their new road which is
owned by Bayham.
DISCUSSION:
A report presented to County Council at the April 22, 2014 meeting to consider options for
the Edison Drive Bridge was deferred by Council until the Warden and County staff could
meet with representatives from Bayham. A meeting was held on May 14, 2014 where
options were contemplated and a solution was decided upon.
Generally, the most cost effective long term solution to provide access to properties on the
north side of the Big Otter Creek is to extend Old Mill Line approximately 500 metres
westerly. This road would not restrict emergency vehicles or farm machinery and would
permit the county to remove the aging Edison Drive Bridge; removing this liability from the
road was constructed. Old Mill Line will remain the under
the jurisdiction of the Municipality of Bayham.
The estimated cost to extend Old Mill Line to the north side of the Edison Drive Bridge is
approximately $500,000 and can be accommodated in the 2014 Capital Budget by re-
allocating funds originally intended for the resurfacing of Plank Road ($540,000). The
deferred Plank Road resurfacing will be included in the 2015 Capital Budget.
The Municipality of Bayham has also requested that the County act as their constructor
and build the road extension. In order to implement this project, a Municipal
Class EA must be completed. It is anticipated that this planning process could be
completed in 2014 if it were immediately initiated. Following completion of the EA, Legal
Surveying and Engineering Services for the road design could be procured over the winter
months. It would also be advantageous to clear and grub the old road corridor before
March 2015. The road construction could begin as soon as June 2015 and be completed
by September 2015.
A separate EA process for the removal of the Edison Drive Bridge could be initiated by the
County at any time after the new road was constructed.
123
CONCLUSION:
The aging Edison Drive Bridge in Vienna does restrict access to properties on the north
side of the Big Otter Creek.
County Council directed the Warden and staff to meet with representatives from the
Municipality to devise a solution that would satisfy all parties. It was agreed that the
lowest cost, long term solution would be to extend Old Mill Line to serve these properties.
The Municipality of Bayham has requested that the County of Elgin implement this solution
on its behalf using funds originally allocated for resurfacing of Plank Road in 2014. This
deferred resurfacing project would then be included in the 2015 Capital Budget.
RECOMMENDATION:
THAT the County of Elgin supports the attached resolution from the Municipality of
Bayham to extend Old Mill Line as a solution to address access restrictions caused by the
Edison Drive Bridge; and,
THAT $540,000 allocated in the 2014 Capital Budget for Plank Road Resurfacing (6220-
14-04) be re-allocated for the Old Mill Line Extension Project; and,
THAT staff be directed and authorized to construct the Old Mill Line extension on behalf
of, and as requested by, the Municipality of Bayham.
All of which is Respectfully Submitted, Approved for Submission,
Clayton Watters Mark G. McDonald
Director of Engineering Services Chief Administrative Officer
124
125
126