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03 - February 9, 2016 County Council Agenda Packagel n o "i ORDERS OF THE DAY FOR TUESDAY, FEBRUARY 9, 2016 - 9:00 A.M. ORDER 1st Meeting Called to Order 2nd Adoption of Minutes — January 26, 2016 3rd Disclosure of Pecuniary Interest and the General Nature Thereof 4th Presenting Petitions, Presentations and Delegations DELEGATION: 9:00 a.m. Mayor Heather Jackson, City of St. Thomas, Healthy Kids Community Challenge - Community Leaders Cabinet (CLC) Terms of Reference (attached) 5th Motion to Move Into "Committee Of The Whole Council" 6th Reports of Council, Outside Boards and Staff 7th Council Correspondence 1) Items for Information (Consent Agenda) 9th 10th 11 th 12th 13th 14th 15th OTHER BUSINESS 1) Statements/Inquiries by Members 2) Notice of Motion 3) Matters of Urgency Closed Meeting Items — (see separate agenda) Recess 2016 Grant Requests — Report from Director of Financial Services (attached) Ten -Year Capital Plan — Report from Director of Financial Services (attached) Motion to Rise and Report Motion to Adopt Recommendations from the Committee Of The Whole Consideration of By -Laws ADJOURNMENT LUNCH WILL NOT BE PROVIDED NOTICE: February 21 — 24, 2016 ROMA/OGRA Combined Conference Fairmont Royal York Hotel — Toronto Deputy Warden for February Deputy Warden for March March 8, 2016 1 Councillor Paul Ens Councillor Cameron McWilliam County Council Meeting DRAFT COUNTY COUNCIL MINUTES Tuesday, January 26, 2016 The Elgin County Council met this day at the Administration Building at 9:00 a.m. with all members present. Warden Wiehle in the Chair. ADOPTION OF MINUTES Moved by Councillor Mennill Seconded by Councillor Currie THAT the minutes of the meetings held on December 8 & 10, 2015 and January 12, 2016 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF — None. DELEGATIONS Alzheimer Awareness Ms. Stacy Wraight, Public Education Coordinator, Alzheimer Society with a report about Alzheimer's Awareness Month, the mission of the Alzheimer Society in Elgin — St. Thomas, and the development of a dementia friendly community. Moved by Councillor Marr Seconded by Councillor Ens THAT the presentation titled "Alzheimer Awareness" from the Public Education Coordinator, Alzheimer Society, dated January 26, 2015 be received and filed. - Carried. Bavham Deolovment Review and Recommendation Pauline Meunier, General Manager, Medavie EMS Elgin Ontario presented a report updating Council on progress being made to meet targeted response times in the Municipality of Bayham and is recommending several action items to further improve these times. Moved by Councillor Ens Seconded by Councillor Martyn THAT, in an effort to improve ambulance response times in the Municipality of Bayham and to bring them closer to the Elgin County standard response time of 17 minutes and 30 seconds, the following actions are recommended: 1) Commencing on or before July 1, 2016, staffing of the Emergency Response Unit be increased to 12 hours per day, five days per week (Monday to Friday); and, 2) That weekend staffing during peak periods (June to August) be introduced with 12 hour shifts; and, 3) That the Land Ambulance budget be adjusted accordingly, estimated at approximately $65,000 annually; and, 4) That this matter be reviewed 12 months following the implementation of the new hours - Carried. County Council 2 January 26, 2016 Elain Business Resource Centre Satellite Offices: Contract Renewal Mr. Kevin Jackson, General Manager of the Elgin Business Resource Centre presented a verbal report updating Council on the successes and activities of the Elgin Business Resource Centre satellite offices in Aylmer and Dutton in 2015, and is requesting that Council renew the funding contract for an additional three years. Moved by Councillor Currie Seconded by Councillor Mennill THAT the verbal presentation titled "Elgin Business Resource Centre Satellite Offices: Contract Renewal" from the General Manager of the Elgin Business Resource Centre, dated January 26, 2016 be received and filed. - Carried. Moved by Councillor Mennill Seconded by Councillor Wolfe THAT we do now move into Committee Of The Whole Council. - Carried. N :11 :IQ :4 V Elgin Business Resource Centre Satellite Offices: Contract Renewal — General Manager of Economic Development The general manager presented the report recommending that Council renew the funding contract with the Elgin Business Resource Centre to provide business counselling services out of satellite offices in Aylmer and Dutton for an additional three years and with an inflationary adjustment. Moved by Councillor McWilliam Seconded by Councillor Currie THAT the March 25, 2013, funding agreement between the County of Elgin and the Elgin Business Resource Centre be renewed for another three years at a $5,000 increase each year as described in the January 11, 2016 report. - Carried. Interest Free Loan Request for Belmont Library and Lease Revision — Director of Community and Cultural Services The director presented the report recommending that Council consider a request from the Municipality of Central Elgin for a $100,000 interest-free loan from the County to support renovation costs to the Belmont Library. Moved by Councillor Jones Seconded by Councillor Ens THAT the County of Elgin enter into an agreement for a $100,000 interest-free loan re- payable to the Municipality of Central Elgin within ten years in support of renovation costs for Belmont Library according to the terms of the "Library Branch Construction Policy" and subject to review by the County Solicitor; and, THAT the County Solicitor be authorized to amend the lease between the County of Elgin and the Municipality of Central Elgin to incorporate 3,199 square feet of assignable space for library use in the premises known as Belmont Library for the period February 1, 2016 to December 31, 2022. - Carried. County Council 3 January 26, 2016 Change of Standing Representation on Elgin County Museum Advisory Committee — Director of Community and Cultural Services The director presented the report recommending that Council replace a representative from the IODE with a representative from the agricultural community on the Elgin County Museum Advisory Committee. Moved by Councillor Marr Seconded by Councillor McWilliam THAT By -Law No. 05-44, as amended, "Being a By -Law to Provide for the Operation of the Elgin County Museum" be repealed and all amendments thereto in favour of consolidating said amendment in a comprehensive by-law which also modifies the standing representation on the Elgin County Museum Advisory Committee from one appointee on behalf of Elgin - St Thomas chapters of IODE to one appointee on behalf of the agricultural community in Elgin County. - Carried. 2015 Out -Of -Province Travel — Director of Communitv and Cultural Services The director presented the report summarizing out -of -province travel of staff and Councillors in 2015. There were no out -of -province meetings or conventions in 2015 Moved by Councillor Currie Seconded by Councillor Mennill THAT the report titled "2015 Out -of -Province Travel" from the Director of Community and Cultural Services, dated January 14, 2016 be received and filed. - Carried. Honorarium for Council Citizen Appointee to Green Lane Public Liaison Committee (PLC) — Chief Administrative Officer The Chief Administrative Officer presented the report recommending that Council approve an honorarium for the Green Lane Landfill Public Liaison Committee Appointee. Moved by Councillor Wolfe Seconded by Councillor Marr THAT the County's appointee to the Green Lane Landfill Public Liaison Committee be granted a yearly honorarium, commencing in 2015, of $250 and said honorarium be allocated from the Engineering Services budget. - Carried. Traffic Control Signals Servicing Agreement — Deputy Director of Engineering Services The Director of Engineering Services presented the report recommending that Council enter into an agreement with Guild Electric Limited to service all electrical control devices from 2016 to 2018. Moved by Councillor Marr Seconded by Councillor Currie THAT the County of Elgin enter into an agreement with Guild Electric Limited to service all electrical traffic control devices for the period of January 1, 2016 to December 31, 2018; and, THAT the Warden and Chief Administrative Officer be authorized to sign the contract - Carried. County Council 4 January 26, 2016 CORRESPONDENCE Items for Consideration 1. 2016 Deputy Warden Rotation Schedule for review. 2. John Bolognone, City Clerk, The Corporation of the City of Kingston requesting endorsement of resolution to encourage the provincial and federal governments to work together to consider, investigate and develop a Basic Income Guarantee for all Canadians. The following recommendation was adopted in regard to Correspondence Item #1: Moved by Councillor Mennill Seconded by Councillor Ens THAT Elgin County Council approve the Deputy Warden Schedule for 2016. - Carried. The following recommendation was adopted in regard to Correspondence Item #2: Moved by Councillor Marr Seconded by Councillor Currie THAT Correspondence Item #2 be received and filed. - Carried. Items for Information (Consent Agenda) 1. St. Thomas Elgin General Hospital Foundation Staff & Board of Directors thanking Council for support and generosity. 2. Barbara Finlay, Acting Ombudsman, Ombudsman Ontario with information relating to the Ontario Ombudsman's 2015 Annual Report. 3. April Schulze, Ombudsman, ADR Chambers Banking Ombuds Office advising of available Ombudsman Services, particularly dispute resolution. 4. Jon Hindley, Corporate Administrative and Accessibility Clerk, City of St. Thomas advising of Mayor Heather Jackson's 2016 appointment to the Green Lane Trust Fund. 5. Ken Loveland, CAO/Clerk, Township of Southwold with resolution approving the County Treasurer taking the lead role in managing the consulting firms during the property tax assessment appeal process. 6. Responses to Elgin County's concerns regarding Glanworth Road Overpass: a) Dianne Wilson, Deputy Clerk, Municipality of Central Elgin with resolution of support. b) Hon. Jeff Leal, Minister of Agriculture, Food and Rural Affairs with response. 7. Joel Locklin, Manager, Program Operations, Ministry of Agriculture, Food and Rural Affairs stating that the Second Intake of the Building Canada Fund — Small Communities Fund County's project proposal was not selected to move forward to the application phase. 8. Irwin Glasberg, Assistant Deputy Attorney General, Ministry of the Attorney General announcing that through the public consultation the ministry has decided to improve the existing system for resolving Provincial Offences Act charges. 9. Bill Bilton, Councillor, Township of Dawn-Euphemia & ROMA Zone 1 Representative encouraging attendance at the 2016 ROMA/OGRA Combined Conference. 10. Shelley Fleming, Library Supervisor, Press release advising of a $9000.00 donation from Mrs. Mary Long to Dutton Library County Council January 26, 2016 The following recommendation was adopted in regard to Correspondence Item #7: Moved by Councillor McWilliam Seconded by Councillor Marr THAT The Corporation of the County of Elgin send a letter to MPP Jeff Yurek voicing concerns about the funding criteria used to arrive at Building Canada Fund — Small Communities Fund approvals. - Carried. Moved by Councillor Jones Seconded by Councillor Martyn THAT Correspondence Items #1 — 10, less 7, be received and filed. - Carried. OTHER BUSINESS Statements/Inquiries by Members — None. Notice of Motion — None. Matters of Urgency — None. Closed Meeting Item Moved by Councillor Martyn Seconded by Councillor Currie THAT we do now proceed into closed meeting session in accordance with the Municipal Act to discuss matters under Municipal Act Section 239.2; (a) the security of the property of the municipality or local board — Alzheimer Society Lease. - Carried. Moved by Councillor Mennill Seconded by Councillor Wolfe THAT we do now rise and report. - Carried. Moved by Councillor Currie Seconded by Councillor Wolfe THAT the Warden and Chief Administrative Officer be authorized and directed to sign a two year lease agreement with the Alzheimer Society of Elgin -St. Thomas for Rooms #229, 232, 237-1, and 344; and, THAT the lease start on May 1, 2016 for a lease rate of $15.55 per square foot for year one, ($18,026.50 annual payment), plus the HST, and $15.90 per square foot ($18,491.70 annual payment), plus the HST for year two; and the lease rate for Room #344 remain constant at $300.00 annual payment. - Carried. Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor Jones Seconded by Councillor Currie THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. County Council 6 January 26, 2016 BY-LAWS Moved by Councillor Ens Seconded by Councillor Marr THAT By -Law No. 16-02 "Being a By -Law to Authorize the Warden and the Treasurer to Borrow up to the Sum of Fifteen Million Dollars" be read a first, second and third time and finally passed. - Carried. Moved by Councillor Martyn Seconded by Councillor Currie THAT By -Law No. 16-03 "Being a By -Law to Provide for the Operation of the Elgin County Museum and to Repeal By -Laws 05-44, 09-40, and 11-13" be read a first, second and third time and finally passed. - Carried. Moved by Councillor Wolfe Seconded by Councillor Jones THAT By -Law No. 16-04 "Being a By -Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the January 26, 2016 Meeting" be read a first, second and third time and finally passed. - Carried. ADJOURNMENT Moved by Councillor McWilliam Seconded by Councillor Martyn THAT we do now adjourn at 10:23 a.m. and meet again on February 9, 2016 at the County Administration Building Council Chambers at 9:00 a.m. - Carried. Mark G. McDonald, Bernie Wiehle Chief Administrative Officer. Warden. The Elgin St Thomas Community has been selected to receive up to $525,000 over the next three years as part of the Healthy Kids Community Challenge. This new program is a key part of Ontario's Healthy Kids Strategy. The purpose of the funding is to develop a cross -sectoral strategy to promote children's health focusing on: a healthy start, healthy food, and healthy active communities. This is an opportunity to leverage this funding and other community assets to build healthy communities, not only for children and youth but for everyone, by community champions working collaboratively for change. Similar models are being used in other communities like Chatham -Kent where a Community Leaders Cabinet was established in 2012. A better quality of life for everyone in Elgin St Thomas. Working together to build a community where improved quality of life is planned, developed and championed. Guiding Principles ® Individuals are only as healthy as the community they live in (social determinants of health) ® All residents have the right to the healthiest life possible (health equity) ® Quality of life is dependent on strong leadership in the government, business and social/voluntary sectors of the community (cross sector collaboration) ® No person or group working in isolation can solve complex problems (collective impact) ® Involving individuals, groups and communities as part of the solution is critical (community engagement) ® Elgin St Thomas is an amazing community with many wonderful assets (asset —based) The Cabinet provides a forum where Community Leaders work collectively to improve the quality of life in Elgin St Thomas through strong cross -sectoral leadership that includes recognition of mutual interests, strong alliances, shared objectives and community engagement. The Cabinet members agree to embrace the guiding principles within the activities of the Cabinet and within their own spheres of influence. i iealt and well.bean Economic vitality L ari ing an educa io 5Ostainobility androvuth Cil 0 Proposed expectations for Members of the Cabinet Guidance, Vision, and Oversight * Develop and nourish partnerships to fulfill the Vision, Mission and strategies of the Cabinet. * Identify priorities for promoting and influencing healthy public policies. Provides stewardship to working groups and staff supports to ensure coordination and efficiency. ® Track progress of work using agreed-upon indicators at CLC and working group levels. Leadership ® Consider how your individual organization or those in your network can align with the priorities of the Cabinet. ® Serve as a vocal champion of the collective impact effort in the community. ® Communicate common messages by representing the Cabinet and speaking on behalf of the collective. ® Raise the profile of the importance of resident's quality of life by engaging the community to understand that the health of the community is everyone's responsibility. Process ® Participate in-person in regularly scheduled meetings at least quarterly. Initially meetings will be more frequent. ® Review pre -read materials prior to meetings and come prepared for engaged discussion, active listening, and respectful dialogue ® Commit to 2 year-long membership in the Cabinet Support System for the Community Leaders Cabinet No group working in isolation can solve complex problems. We achieve more together. The Community Leaders Cabinet will be supported by the Manager of Strategic Initiatives from Elgin St Thomas Public Health. In addition there are several multi- sectoral community groups that will be asked to work with the Cabinet. Forex; mpl� Manager of Strategic Initiatives Physical Activity Healthy Communities Partnership and Active Elgin would be work groups. Expected Strategies .-i,f Health ® The Community Leaders Cabinet includes voices from all relevant sectors. ® The community is engaged and helping to shape the common agenda ® Partners are using quality data on a set of meaningful common indicators to measure and direct action ® The work of the Community Leaders Cabinet is positioning the community to 111access additional funding ®, ,,j The Community Leaden Ca ine ' vill estabiis otrtrtngn goaC ani supporta goaf fhroug mutuatiy r%einf rc�rr activie� 9 Decision Making /: / _. _ •s- •' ' :. i-. .•_ Q r a _• m re e •n o.. Cabinet have one vote. The majority plus one of those in attendance constitutes a decision. The Chair is responsible for deciding when Lhe discussion needs to move to a vote because consensus is not possible. 10 REPORTS OF COUNCIL AND STAFF February 9, 2016 Staff Reports —(ATTACHED) Director of Homes and Seniors Services — Victoria Order of Nurses — Meals on Wheels Contract Director of Homes and Seniors Services — Ministry of Labour Site Visit Director of Homes and Seniors Services — Homes Long -Term Care Home Service Accountability Agreement (L -SAA) — Schedule E Deputy Director of Engineering Services — Electrical Infrastructure Locate Services Contract Director of Human Resources — County of Elgin 2016 Mileage Rate Director of Human Resources — Human Resources Policy 5.60 Amendments Director of Human Resources — Employee Benefits Renewal 2016 County Solicitor— Memorandum of Understanding (MOU) for Legal Services County Solicitor — Approval of Replacement Substitute Prosecutors Agreement Marketing and Communications Coordinator— Economic Development 2015 Year In Review Purchasing Coordinator — Quarterly Information Report — Contract Awards October 1, 2015 to December 31, 2015 11 yiu�wnnU111�� IAgin! REPORT TO COUNTY COUNCIL FROM: Rhonda Duffy, Director of Homes and Seniors Services DATE: January 22, 2016 SUBJECT: Victoria Order of Nurses -Meals on Wheels Contract INTRODUCTION: The Elgin County Homes, in partnership with Victorian Order of Nurses (VON) through Terrace Lodge and Elgin Manor, provide meals on wheels to seniors in Central and East Elgin communities. DISCUSSION: The Homes have aimed to keep the Meals on Wheels (MOW) program affordable to individuals in the community without negatively impacting the Home's budgets. The fee for meals is currently $6.50 as provided by the Homes and continues to provide for full cost recovery of the program. Lately, some recipients have requested double portions which can be provided at an additional cost of $3.25 per meal. CONCLUSION: Providing nutritional meal service to community residents continues to be a valuable and needed service. In discussion with VON the homes staff is recommending no increase for the 2016-2017 contract year. RECOMMENDATIONS: THAT the current price of Victoria Order of Nurses - Meals on Wheels remain $6.50 for regular portions and an upcharge of $3.25 for double portions for the 2016-2017 contract year; and, THAT Council authorize staff to sign the 2016/2017 Meals on Wheels contract with the Victorian Order of Nurses. All of which is Respectfully Submitted Approved for Submission Rhonda Duffy Mark G. McDonald Director of Homes and Seniors Services Chief Administrative Officer 12 yiu�wnnU111�� IAgin! REPORT TO COUNTY COUNCIL FROM: Rhonda Duffy, Director of Homes and Seniors Services DATE: January 22, 2016 SUBJECT: Ministry of Labour Site Visit INTRODUCTION: In December 2015, an Occupational Health and Safety Inspector with the Ministry of Labour conducted field visits to each County Home. The following is a recap of the site visits. DISCUSSION: The Occupational Health and Safety Inspector conducted a site visit to each County Home late December 2016. Many of the items identified are housekeeping issues, i.e., policy review. Overall the reports were a positive reflection of staff's efforts across the Homes. There were 4 orders issued at Terrace Lodge and observations noted for Elgin Manor and Bobier Villa. The details are as follows: 1. Sharps Management policy out of date— Three policies were provided which were revised/reviewed in 2015. The Infection Control Policy - # 4.3 has been retitled to include sharps to assist staff in easily accessing the document for reference. Required compliance date February 26, 2016, completed by: December 23, 2015. 2. Outbreak Management policy requires review and revision. The Outbreak Management policy, with the Infection Control manual will be reviewed and revised by February 26, 2016 as per required compliance date. 3. Written notification of employee illness during outbreak. This item has been completed. Compliance date: December 24, 2016. 4. Fit -testing for N95 Respirators - All homes must be 100% completed by March 31, 2016. CONCLUSION: The Management and staff take health and safety matters very seriously. Managers conduct routine safety walks, conduct follow-up on safety issues brought forward and work toward ensuring staff are educated in policies and procedures. A future report will be forthcoming highlighting opportunities to implement additional proactive measures to ensure the on-going promotion and protection of County workers. 13 RECOMMENDATION: THAT the report titled "Ministry of Labour -Homes Site Visit' dated January 22, 2016 be received and filed. All of which is Respectfully Submitted Approved for Submission Rhonda Duffy Mark G. McDonald Director of Homes and Seniors Services Chief Administrative Officer 14 Prlti�ti�tiry Labour Safe Workof , .3v Opera -tions Occupational Field Visit Report division Health and Safety Page 1 of 2 OHS Case ID: 02817JWTQ761 Field Visit no: 02817JWTQ762 Visit Date: 2015 -DEC -21 Field Visit Type: INITIAL Workplace Identification. BOBIER VILLA Notice ID: 1 BODIER LANE, DUTTON , ON, CANADA NOL 1 J© Telephone: JHSC Status: Work Force #: (519) 762-2417 Active 89 Persons Contacted: TRANG PHAM MANAGER MEMBER, JOHN KERSTEN WORKER MEMBER Visit Purpose: REPORT FOR OCCUPATIONAL ILLNESS Visit Location: 1 BOBIER LANE, DUTTON - NURSING UNITS Visit Summary: NO ORDERS Detailed Narrative: This is a Long Term Care Home with 57 beds OUTBREAK MANAGEMENT: Outbreak measures and procedures are in place, A Respiratory Outbreak was declared in August 2014. Public Health number 2231-2014-034.8 Workers were affected and a staff line listing was completed. An Influenza A outbreak occurred in January 2015. Public Health number 2231-2015-010, 6 Workers were affected and a staff line listing was completed. These workers were not reported to Ministry of Labour (MOL) See next section, Occupational Illness. Workplace parties understand on a go forward basis the obligation to report. Completed %: -)CCUPATIONAL ILLNESS: ,-\s defined in the OHSA an occupational illness is a condition that results from exposure in a workplace to a physical, chemical or biological agent to the extent that the health of the worker is impaired. Due to a range of workplace risk factors, the potential likelihood for worker exposures during an outbreak is a potential. The employer is reminded that occupational illness must be reported to the Ministry of Labour as per the reporting requirements of section 52 of the OFISA. This includes written notices provided to the MOL, JHSC, Health & Safety Representative and trade union within 4 (four) days of employer being advised of illness, Information as prescribed under the Regulations.for Health Care and Residential Facilities section 5(5) must also be included. Reviewed the sections in detail with workplace parties, INSPECTION OF NURSING UNITS: Isolation Precautions: Reviewed residents rooms that were posted for contact precautions, PPE caddies were full and workers were able to describe the precautions to use when entering a room with contact precautions, Recipient Inspector Data Worker Representative TERESA BOWEN �- OCCUPATIONAL HEALTH & SAFETY INSPECTOR Name tai PROVINCIAL OFFENCES OFFICER Name_�� d �� 217 York Street, 51h Floor" �i London, ON N6A 5P9 Ti11e _, M.4 r �6�ffi iz ,re ,Tel: (519) 646-3271 Title Al.,Jaz Fax: (519) 672-0261,Y/ . e Situr Si Signature /n��' - Signature f /,,f Signature g _--_— '�—.- g —0'4-- -- , ou are required under thepccupatlonal Health and Safety Act to post a copy of this report Ina Glonsplcuous place at the workplace androv ea copy to the health and safety representative or the joint health and safety committee If any, Failure to comply with an order, decision or requirement of an Inspector Is an a under Section 66 of the Occupational Health and Safety Act, You have the right to appeal any order or decision within 30 days of the date of the order Issued and to request suspension of the order or decision by illing your appeal and request In wrliing on the appropriate forms with the Ontario Labour Relations Board, 505 University Ave„ 2nd floor, Toronto, Ontario M5G 2P1. You may also contact the Board by phone at (4161326-7500 or 1-877-339-3335 (toll free), mail or by website at htip://www,olrb.gov,on,co/engllslVhomepage,him for more Information. 15 Minisiry of Labour Safe At Work C. t � � Operations Occupational Field Visit Report Division Health and Safety Page 2 of 2 OHS Case ID: 02817JWTQ761 Field Visit no: 02817JVVTQ762 Visit Date: 2015 -DEC -21 Field Visit Type: INITIAL Workplace Identification: BOBIER VILLA Notice ID: 1 8o81ER LAME, DUTTON, ON, CANADA NOL 1JO COMMENTS: A discussion was had regarding food and drink with workplace parties Consumption of food or drink in contaminated or potentially contaminated areas poses a risk for cross contamination of infectious agents, No food or drink should be consumed or kept in areas where infectious materials, hazardous chemicals or hazardous drugs are used, handled or stored. Recipient Inspector Data Worker Representative TERESA BOWEN OCCUPATIONAL HEALTH & SAFETY INSPECTOR Name PROVINCIAL OFFENCES OFFICER Name 217 York Street, 51h Floor Title London, ON N6A 5P9 -- - - Tel: (519) 646-3271 Title F®x: (514) 672. 68 Signature Signature Signature ou are required under the Occupational Health and Safety Act to post a copy of this report in a conspicuous place at the workplace and pr v e a copy to the health and safety representative or the Joint health and safety committee It any. Failure to comply with an order, decision or requirement of an Inspector Is an offence under Section 66 of the Occupational Health and Safety Act. You have the right to appeal any order or decision within 30 days of the date of the order Issued and to request suspension of the order or decision by filing your appeal and request In writing on the appropriate forms with the Ontario Labour Relations Board, 505 University Ave., 2nd Floor, Toronto, Ontario M5G 2P 1. You may also contact the Board by phone of (416) 326-7500 or 6877-3393335 (toll free), mall or by website at http://www.olrb,gov.on.ca/english/homepage.htm for more Information. 16 Ministry of Labour Sate t Work Labour Operations Occupational Division Health and Safety auntar'10 Field Visit Report Page 1 of 2 OHS Case ID: 02817JWVN763 Field Visit no: 02817JWVN764 Visit Date: 2015 -DEC -22 Field Visit Type: INITIAL Workplace Identification: ELGIN MANOR HOME FOR SENIORS Notice ID: 39262 FINGAL ROAD, ST THOMAS, ON, CANADA NSP 3S5 FINGAL RD RR1 Telephone: JHSC Status: Work Force #: Completed %: (519) 631-0620 Active 140 Persons Contacted: ASHLEY TEMPLE MANAGER MEMBER,NICOLE BOGART WORKER MEMBER,MICHELE HARRIS ADMINISTRATOR Visit Purpose: OCCUPATIONAL ILLNESS REPORTING Visit Location: 39262 FINGAL ROAD, ST THOMAS- NURSING UNIT Visit Summary: NO ORDERS Detailed Narrative: This is a Long Term Care Home with 90 beds. JHSC meets monthly. Monthly Inspections are conducted. OUTBREAK MANAGEMENT: Outbreak measures and procedures are in place. 1.An Enteric outbreak was declared in January 2014. Public Health number 2231-2014-002. 1 Worker affected and a staff line listing was completed. 2. A Respiratory ( Influenza A) outbreak declared in January 2015. Public Health number 2231-2015-005. 6 Workers were affected and a staff line listing was completed. 3. An Enteric outbreak (Norovirus) declared February 2015. Public Health number 2231-2015-011. 11 Workers were affected and a staff line listing was completed. 4. A Respiratory outbreak declared in April 2015. Public Health number 2231-2015-018. 1 Worker affected and a staff line listing was completed. 5. A Respiratory ( Rhinovirus) outbreak declared in October 2015. Public Health number 2231-2015-042. 3 Workers were affected and a staff line listing was completed Occupationbal Illness for the line listing staff in the 5 outbreaks in 2014/2015 were not reported to the Ministry of Labour (MOL) See next section, Occupational Illness. Workplace parties understand on a go forward basis the obligation to report. OCCUPATIONAL ILLNESS: As defined in the OHSA an occupational illness is a condition that results from exposure in a workplace to a physical, chemical or biological agent to the extent that the health of the worker is impaired. Due to a range of workplace risk factors, the potential likelihood for worker exposures during an outbreak is a potential. The employer is reminded that occupational illness must be reported to the Ministry of Labour as per the Recipient Name r (^ i` 1 Inspector Data TERESA BOWEN OCCUPATIONAL HEALTH & SAFETY INSPECTOR PROVINCIAL OFFENCES OFFICER 217 York Street, 5th Floor � �: London, ON N6A 5P9 Title Title { /°�. (;� ��_A i) (' Tel: (519) 646-3271 Fax: IS oA wQ (-15J1S� OA4 Fax: (519) 612 2" Worker Representative Name �1(0\f Y�)GC Signature You are required under the Occupational Health and Safety Act to post a copy of this re6u--� conspicuous place at the workplace and provlde a ZZpy to the health ani sa ty representative or the Joint health and safety committee If any. Failure to comply with an order, decision or requirement of an inspector is an offence under Section 66 of the Occupational Health and Safety Act. You have the right to appeal any order or decision within 30 days of the date of the order issued and to request suspension of the order or decision by filing your appeal and request in writing on the appropriate forms with the Ontario Labour Relations Board, 505 University Ave., 2nd Floor, Toronto, Ontario M5G 2P1. You may also contact the Board by phone at (416) 326-7500 or 1-877-339-3335 (toll free), mail or by website at Ipr/www.olrb.gov.on,ca/english/homepage.htm for more information. Ministry of Safe At Work Labour Operations Occupational Field visit Report Division Health and Safety Page 2 of 2 OHS Case ID: 02817JWVN763 Field Visit no: 02817JWVN764 Visit Date: 2015 -DEC -22 Field Visit Type: INITIAL Workplace Identification: ELGIN MANOR HOME FOR SENIORS Notice ID: 39262 FINGAL ROAD, ST THOMAS, ON, CANADA NSP 3S5 FINGAL RD RR1 reporting requirements of section 52 of the OHSA. This includes written notices provided to the MOL, JHSC, Health & Safety Representative and trade union within 4 (four) days of employer being advised of illness. Information as prescribed under the Regulations for Health Care and Residential Facilities section 5(5) must also be included. Reviewed the sections in detail with workplace parties. INSPECTION OF NURSING UNITS: Isolation Precautions: Reviewed residents rooms that were posted for contact precautions. PPE caddies were full and a worker was able to describe the precautions to use when entering a room with contact precautions. N95 Respirator fit testing is in process and 75 % completed. COMMENTS: A discussion was had regarding food and drink with workplace parties Consumption of food or drink in contaminated or potentially contaminated areas poses a risk for cross contamination of infectious agents. No food or drink should be consumed or kept in areas where infectious materials, hazardous chemicals or hazardous drugs are used, handled or stored.No food or drink noted on inspection. Recipient Inspector Data Worker Representative TERESA BOWEN OCCUPATIONAL HEALTH & SAFETY INSPECTOR Name Name PROVINCIAL OFFENCES OFFICER 217 York Street, 5th Floor Title London, ON N6A 5P9 Title Tel: (519) 646-327 f Fax: (5 19) 6 - Signature `-L{ Signature Signature You are required under the Occupational Health and Safety Act to post a copy of this report in a conspicuous place at the workplace and provide a c o tie health and safety representative or the joint health and safety committee If any. Failure to comply with an order, decision or requirement of an inspector is an offence under Section 66 of the Occupational Health and Safety Act. You have the right to appeal any order or decision within 30 days of the date of the order issued and to request suspension of the order or decision by filing your appeal and request In writing on the appropriate forms with the Ontario Labour Relations Board, 505 University Ave., 2nd Floor, Toronto, Ontario M5G 2P1. You may also contact the Board by phone at (416) 3267500 or 1-877-339-3335 (toll free), mail or by website at lt8://www.olrb.gov.on.ca/english/homepage.htm for more information. Ministry of Sate At WainLabour Operations Occupational Division Health and Safety •Ontario Field Visit Report Page 1 of 4 OHS Case ID: 02817JWQP754 Field Visit no: 02817JWQP755 Visit Date: 2015 -DEC -18 Field Visit Type: INITIAL Workplace Identification: TERRACE LODGE HOME FOR SENIOR CITIZENS Notice ID: 475 TALBOT STREET EAST, AYLMER, ON, CANADA N5H 3A5 Telephone: JHSC Status: Work Force #: Completed %: (519) 773-9205 Active 140 Persons Contacted: MARION NIESSEN MANAGER OF RESIDENT CARE, LOREE VAN DEMAELE WORKER MEMBER ANNE MARIE ATKINSON MANAGER Visit Purpose: INFECTION CONTROL Visit Location: 475 TALBOT STREET EAST, AYLMER- OFFICE/SOUTH UNIT Visit Summary: ORDERS TO EMPLOYER Detailed Narrative: This is a Long Term Care Home with 100 beds. JHSC meets monthly Monthly Inspections are conducted WRITTEN MEASURES AND PROCEDURES It is reported that some policies are under revision and are in front of the Council for sign off. Policies have revision dates any where from 2004,2007,2009 ,2014 and 2015, The workplace contacts were reminded that M&P for the health & safety of workers must be reviewed at least annually chd be revised in light of current knowledge and practice, Development and revision of M&P must be done in consultation with the JHSC, Sharps Management Policy dated 2007 (order issued), Outbreak Management dated 2004. There are policies within the program which are dated 2004.(order Issued), OCCUPATIONAL ILLNESS: The employer had 5 workers affected by a Parainffuenza outbreak on November 2 2015. This was not reported to the MOL. The employer is not aware that occupational illness must be reported to the MOL as per the reporting requirements of section 52 of the Occupational Health and Safety Act. Information as prescribed under the Regulations for Health Care and Residential Facilities section 5(5) must also be included (order issued). Reviewed in detail the requirements of the Act and O Regulation 67/93. .As defined in the OHSA an occupational illness is a condition that results from exposure in a workplace to a physical, chemical or biological agent to the extent that the health of the worker is impaired. Due to a range Recipient Inspector Data TERESA BOWEN NameR 9/ptiJ OCCUPATIONAL HEALTH & SAFETY INSPECTOR PROVINCIAL OFFENCES OFFICER 217 York Street, 5th Floor e r �CLondon, Te(519)) 6 66 27) ,sem Title 7Gi r1G 2✓ r� 1! ' Fax: (5 19) 672.5;4— Worker Representative Nam/" - Title You are required unddrihe Occupational Health and Safe Act to post a co of thl5 m d InbAns leuous lace at the work 1pca and provide a co is the health and safe � . diU p h' P PY i� &' P p P pr PY ty representative or the i t heollh and safety committee It any, Failure to complywlth an order, eclslon or requirement of an Inspector is on offence under Section 66 of the occupational Health and Safety Act. You have the fight to appeal any order or decision wiihin30 days of the date of the orderissudd and to request suspenslon of the order or decision by filing your appeal and request in writing on the appropriate forms Mth the Ontario Labour Relatlons Board 505 University Ave., 2nd Floor, Toronto, Ontario WG M. You may also contact the Board by phone at (416) 326-7500 or 1-877.3393335 (loll free), mail arby websile at hitp;//www,ofrbgov.on.co/engltsh/homepage.hfm for more Information, 19 Ministry of Labour Safe At Work Operations Occupational Division Health and Safety �Ontario Field Visit Report Page 2 of 4 OHS Case ID: 02817JWQP754 Field Visit no: 02817JWQP755 Visit Date: 2015 -DEC -18 F€eld Visit Type: INITIAL Workplace Identification. TERRACE LODGE HOME FOR SENIOR CITIZENS Notice ID: 475 TALBOT STREET EAST, AYLMER, ON, CANADA N51-1 3A5 of workplace risk factors, the potential likelihood for worker exposures during an outbreak is high. It should be noted that the employer does maintan a line listing of workers who have called in sick with the some symptoms exhibited during an outbreak. RESPIRATOR FIT TESTING The fit testing has been an ongoing item Oh the JHSC minutes since March 11/2015. There are 140 workers and it is reported that approximately 79 workers have been fit tested (order issued) A respiratory protection program is in place, Fit testing is conducted by internal staff. Workers who are required to wear N95 respirators or higher must be properly fitted, The employer must take every precaution to protect workers who are required to wear N95 respirators from the hazard posed by improperly fitted respirators, The employer should use the Canadian Standards Association Selection, Use and Care of Respirators, CSA 294.4-1 i as a guideline for their program, SOUTH UNIT There pre PPE caddies in place filled and with the appropriate PPE. Residents rooms are posted for precautions, RECEIVED DOCUMENTS: Outbreak management sheet Outbreak status report sheet for November 2/2015 Line listing for staff Public Health Control Measures Sheet Outbreak # 2231-2015-043 Name Title Recipient Inspector Data Worker Representative A,t.lj TERESA BOWEN OCCUPATIONAL HEALTH & SAFETY INSPECTOR PROVINCIAL OFFENCES OFFICER 217 York Street, 5th Floor London, ON N6A 5P9 Tel: (519) 646-327 Fax: (519) 672-9117 Signature Name 7. "' Title � � �2 k0E- U You are required under the occupational Health and Solely Act to post a copy of this report conspicuous place at the workplace and provide a cop to the health and safely representative or the Joint health and safety committee if any. Failure to comply with an order, decision or requirement of an inspector is an offence under Secifon 66 of the Occupational Health and Safety Act. You have the right to appeal any order ordeclston within 30 days of the date of the order Issued and to request suspension of the order or decision by filing your appeal and request In writing on the appropriate forms with the Ontario Labour Relations Board 505 University Ave., 2nd Floor, Toronto, Ontario M5G 21' 1. You may also contact the Board by phone of (416) 326.7500 or t -877-33`F- 335 (toll free), mall or by website of hltp://www.oirb.gov.on.co/engihh/homepage him for more Informatiorr. 20 Ministry of Labour Safe- At Work Operations Occupational Division Health and Safety OHS Case 1D: 02817JWQP7S4 Field Visit no: 02817JWQP755 Visit Date: 2015 -DEC -i8 Field Visit Type: INITIAL TERRACE LODGE HOME FOR SENIOR CITIZENS Notice ID: 475 TALBOT STREET EAST, AYLMER, ON, CANADA N5H 3A5 l.J To: - Org/Ind Role CORPORATION OF THE COUNTY OF ELGIN Primary Employer Mailing Address: 450 SUNSET DR, ST. THOMAS, ON, CA NSR 5V1 � [(/�� (FIs b .. B to i Field 'visit Report Y.ou � �•.:, . a yr d f � �•�o : ``.. t...:.,....... q a. >n wtth.fh'e:.arder s �'re' No Type ActReg Year Sec, Sub Clause Code Sec. ;the`.ciates.Ii ` ea+.ki 0 Text of Order/Requirement Page 3 of 4 Comply by Date 1 Time OHSA 1990 Pursuant to O Regulation 67/93 at least once a 2016 -FEB -26 02817JWQR757 67 1993 9 2 year the measures and procedures for the health and safety of workers shall be reviewed and revised In the light of current knowledge and practice.The policy for Sharps Management was dated 2007. 2 Time OHSA 1990 Pursuant to O Regulation 67/93 at least once a 2016 -FEB -26 02817JWQR768 67 1.993 9 2 year the measures and procedures for the health and safety of workers shall be reviewed and revised in the light of current knowledge and practice.The policy for Outbreak Management was dated 2004 as well as the embedded polices within the program. 3 Time OHSA 1990 Pursuant to O Regulation 67/93the written notice 2015 -DEC -24 02817JWQR759 67 1993 5 5 required under subsection 52(2) of the act, if an employer is advised that a worker has an occupational illness or that a claim in respect of an occupational illness has been filed with the Workplace Safety and Insurance Board, shall include, (a) the name and address of the employer, (b) the nature of the occupational Illness and the circumstances which gave rise to Recipient Inspector Data Worker Representative TERESA BOWEN Name OCCUPATIONAL HEALTH & SAFETY INSPECTOR /J Name PROVINCIAL OFFENCES OFFICER 217 York Street, 5f Floor Title London, ON N6A 5P9 Cf Tet; (519) 64,¢-3271 � Title Fox: (5 19) b7?,.026 Signature /-k A) Signature Signa re/ You are required under the Occupational Health and Safety Act to post a copy of this report In a G s icuous place ai the workplace and provide a copy to the health and safety representative or the joint health and safety committee If any. Failure to comply w th an order, decision orregvirement of an Inspector is an offenge under Section 66 of the Occupational Health and Safely Act, You have the right to appeal any order or decision within $0 days of the date of the order Issued and to pest suspension of the order or dedslon by filing your appeal and request in writing on the appropriate forms with the Onfado Labour Relations Board; 505 University Ave„ 2nd Floor, To an o, Ontario M5G 2PI, You may also contact the Board by phone at (416) 326 7500 or 3877-339,93% (foil free), mail or by websile at http://www.olib.gov.onca/engllsF�/homepage.hir ; formore )nformalton. ) 21 4 Ministry of Labour Safe At Work Operations Occupational Division Health and Safety Ontario Meld Visit Report Page 4 of 4 OHS Case ID: 02817JWQP754 Field Visit no: 02817JWQP755 Visit Date: 2015 -DEC -18 Field Visit Type-, INITIAL Workplace Identification, TERRACE LODGE HOME FOR SENIOR CITIZENS Notice ID: 475 TALBOT STREET EAST, AYLMER, ON, CANADA N51-1 3A5 Orders O Re uireme ./ To: hrri/incl Rnic CORPORATION OF THE COUNTY OF ELGIN Mailing Address: 450 SUNSET DR, ST. THOMAS, ON, CA N5R 5VII You.�rre requlred:to: camply yAth `the orcier(s):1re No Type ActReg Year Sec. Sub Clause Code Sec, Primary Employer Text of Order/Requirement Comply by Date such illness; (c) a description of the cause or the suspected cause of the occupational illness; (d) the period when the worker was affected; (e) the name and address of the worker who is suffering from the occupational illness; (f) the name and address of the physician, if any, who is attending to or attended to the worker for the Illness; and (g) the steps taken to prevent further illness,The employer did not report an Respiratory outbreak which affected 5 workers. Outbreak was delcared on November 2/2015, 4 Time OHSA 1990 Pursuant to O Regulation 67/93 Personal protective 2016 -MAR -31 02817JWQR760 67 1993 10 2 equipment that is to be provided, worn or used shall, (a) be properly used and maintained; (b) be a proper fit; This refers to the N95 Respirators which workers may be required to wear. At the time of the inspection 79/140 workers had been re -fit tested, Recipient Inspector Data Worker Representative TERESA BOWEN P Name OCCUPATIONAL HEALTH & SAFETY INSPECTOR Name PROVINCIAL OFFENCES OFFICER �t 247 York Street, 5th Floor Title London, ON N6A 5P9 Title i) Tei: (519) 696-3271 jF" Fax: (519) 673.-0238? Signature /t)W Signature You are required underihe occupational Health and Safety Act to post a copy of this report p spt uaus place at the workp ace and provide q copy to the health and safety representative orthejointheallhand safely committee Itany. Failure tocomplywithanor ,decision or requirement of an Inspector ban offence under Section 66 of the Occupational Health and Safety Act. You have the right to appeal any order or decision within 30 days of the date of the order Issued and to requestsuspenslon of the order or decision by filing your appeal and request in writing on the appropriale forms vAth the Ontario Labour Relations Board, 505 University Ave., 2nd floor, Toronto, Ontario M5G 2P1. You may also contact the Board by phone at 1416) 326-7500 or 1-877 339-3335 holt free), mall or by website at http://www.olrb.gov.oric(ilenglisWhomepage.htm for more Information. 22 �iw��rrmJJlJ)G� ._ gii REPORT TO COUNTY COUNCIL FROM: Rhonda L. Duffy, Director of Homes and Seniors Services DATE: January 25, 2016 SUBJECT: Homes -Long -Term Care Home Service Accountability Agreement (L -SAA) — Schedule E INTRODUCTION: The South West Local Health Integration Network (SWLHIN) Service Accountability Agreement Schedule E — Form of Compliance Declaration is an annual reporting requirement. DISCUSSION: The Long -Term Care Home Service Accountability Agreement (L -SAA) includes a schedule of reporting requirements for specific reports related to performance, occupancy, staffing, funding, compliance, etc. Schedule E, "Form of Compliance Declaration" relates to a declaration that the Health Service Provider has fulfilled its obligations under the L -SAA during the applicable period. With the exception of Terrace Lodge which has experienced some occupancy challenges in 2015 related to outbreak and application processing, the 3 homes have overall met the LHIN requirements for the reporting period of January 1, 2015 — December 31, 2015. CONCLUSION; To the best of staff's knowledge, the (3) three County of Elgin Homes have satisfied the requirements of Schedule E — Form of Compliance Declaration and recommend that this form be signed for all (3) three homes with the exception of aforementioned occupancies decrease for Terrace Lodge. RECOMMENDATION: THAT Council authorize staff to sign the Long -Term Care Home Service Accountability Agreement — Schedule E" for the Homes for January 1, 2015— December 31, 2015. All of which is Respectfully Submitted Approved for Submission Rhonda L. Duffy Mark G. McDonald Director of Homes and Seniors Services Chief Administrative Officer 23 Schedule E — Form of Compliance Declaration DECLARATION OF COMPLIANCE Issued pursuant to the Long Term Care Service Accountability Agreement To: The Board of Directors of the South West Local Health Integration Network (the "LHIN"). Attn: Board Chair. From: The Board of Directors (the "Board") of the The Corporation of the County'df Elc Bbbier Villa (the "HSP") For: Bbbier Villa (the "Home") Date: January 25.',2016 Re: January 1, 2015 — December 31, 2015 (the "Applicable Period") The Board has authorized me, by resolution dated FebrUary,9, 2016, to declare to you as follows: After making inquiries of the Michele Harris, Administrator and other appropriate officers of the HSP and subject to any exceptions identified on Appendix 1 to this Declaration of Compliance, to the best of the Board's knowledge and belief, the HSP has fulfilled, its obligations under the long- term care service accountability agreement (the "Agreement") in effect during the Applicable Period. Without limiting the generality of the foregoing, the HSP confirms that (i) it has complied with the provisions of the Local Health System Integration Act, 2006 and with any compensation restraint legislation which applies to the HSP; and (ii) every Report submitted by the HSP is accurate in all respects and in full compliance with the terms of the Agreement; Unless otherwise defined in this declaration, capitalized terms have the same meaning as set out in the Agreement between the LHIN and the HSP effective April 1, 2013. Rhonda Duffy Director of Home's and Seniors Services Schedule E — Form of Compliance Declaration Cont'd. Appendix 1 - Exceptions [Please identify each obligation under the L -SAA that the HSP did not meet during the Applicable Period, together with an explanation as to why the obligation was not met and an estimated date by which the HSP expects to be in compliance. [insert here] 2 Schedule E — Form of Compliance Declaration DECLARATION OF COMPLIANCE Issued pursuant to the Long Term Care Service Accountability Agreement To: The Board of Directors of the South West Local Health Integration Network (the "LHIN"). Attn: Board Chair. From: The Board of Directors (the "Board") of the The Corporation of the County'df Elc Elgin Manor (the "HSP") For: Elgin Manor (the "Home") Date: January 25.',2016 Re: January 1, 2015 — December 31, 2015 (the "Applicable Period") The Board has authorized me, by resolution dated February,9, 2016, to declare to you as follows: After making inquiries of the Michele Harris, Administrator and other appropriate officers of the HSP and subject to any exceptions identified on Appendix 1 to this Declaration of Compliance, to the best of the Board's knowledge and belief, the HSP has fulfilled, its obligations under the long- term care service accountability agreement (the "Agreement") in effect during the Applicable Period. Without limiting the generality of the foregoing, the HSP confirms that (i) it has complied with the provisions of the Local Health System Integration Act, 2006 and with any compensation restraint legislation which applies to the HSP; and (ii) every Report submitted by the HSP is accurate in all respects and in full compliance with the terms of the Agreement; Unless otherwise defined in this declaration, capitalized terms have the same meaning as set out in the Agreement between the LHIN and the HSP effective April 1, 2013. Rhonda Duffy Director of Home's and Seniors Services Schedule E — Form of Compliance Declaration Cont'd. Appendix 1 - Exceptions [Please identify each obligation under the L -SAA that the HSP did not meet during the Applicable Period, together with an explanation as to why the obligation was not met and an estimated date by which the HSP expects to be in compliance. [insert here] 2 Schedule E — Form of Compliance Declaration DECLARATION OF COMPLIANCE Issued pursuant to the Long Term Care Service Accountability Agreement To: The Board of Directors of the South West Local Health Integration Network (the "LHIN"). Attn: Board Chair. From: The Board of Directors (the "Board") of the The Corporation of the County'df Elc Terrace Lodge (the "HSP") For: Terrace Lodge (the "Home") Date: January 25.',2016 Re: January 1, 2015 — December 31, 2015 (the "Applicable Period") The Board has authorized me, by resolution dated February,9, 2016, to declare to you as follows After making inquiries of the Rhonda Duffy, Director of Homes and SeniorsServices, and other appropriate officers of the HSP and subject to any exceptions identified on Appendix 1 to this Declaration of Compliance, to the best of the Board's knowledge and belief, the HSP has fulfilled, its obligations under the long-term care service accountability agreement (the "Agreement") in effect during the Applicable Period. Without limiting the generality of the foregoing, the HSP confirms that (i) it has complied with the provisions of the Local Health System Integration Act, 2006 and with any compensation restraint legislation which applies to the HSP; and (ii) every Report submitted by the HSP is accurate in all respects and in full compliance with the terms of the Agreement; Unless otherwise defined in this declaration, capitalized terms have the same meaning as set out in the Agreement between the LHIN and the HSP effective April 1, 2013. Mark G: Mc©onald CAO Schedule E — Form of Compliance Declaration Cont'd. Appendix 1 - Exceptions [Please identify each obligation under the L -SAA that the HSP did not meet during the Applicable Period, together with an explanation as to why the obligation was not met and an estimated date by which the HSP expects to be in compliance. [insert here] 2 yiu�wnnU111�� IAgin! REPORT TO COUNTY COUNCIL FROM: Peter Dutchak, Deputy Director of Engineering Services DATE: January 21, 2016 SUBJECT: Electrical Infrastructure Locate Services Contract INTRODUCTION: An agreement has been prepared between the County of Elgin and G -Tel Engineering to provide locate services on the County's behalf. DISCUSSION: In 2012, Ontario passed Bill 8, The Ontario Underground Infrastructure Notification System Act. This legislation mandated municipalities to become members of the Ontario One Call system and to provide locate services for infrastructure they own. In the County of Elgin's case, this only applies to electrical infrastructure owned by the County, namely traffic signals, intersection beacons and luminaires. The Act imposes strict response times and specific administration procedures. Normally, upon receipt of a locate request, staff has up to three (3) days to review the request and respond accordingly. In emergency locate request situations, staff must be available to respond immediately on any day or time. Since 2013, the County has received approximately 400 requests annually, predominantly during the construction season. Unfortunately, this is the same busy time period for County engineering staff and response time mandates imposed by the Act have negatively impacted other County work responsibilities. This is especially the case when staff are unavailable and on holidays. G -Tel Engineering has prepared a locate services contract for the County of Elgin to meet the County's obligations under Bill 8. Contracting locate request administration to G -Tel Engineering will allow staff to prioritize County work operations at a minimal cost. The vast majority of the 400 annual requests do not require a physical field locate and can be "cleared" and administered remotely at a nominal $5 fee per locate request. Locate requests that require a physical field locate are charged a flat fee between $40 and $91 depending on the number of utilities located and time of day. Physical locates have always been completed by third party contractors for the County of Elgin. Therefore the increased cost for administering locate requests for the County is approximately $2,000 annually and can be accommodated within the existing Electrical Servicing Contract budget. The locate services contract with G -Tel Engineering is attached for Council's information. The contract provides a 3 year term with fees increased 2% annually. 30 CONCLUSION: Ontario municipalities are mandated to provide underground utility locates upon notification from Ontario One Call. The County of Elgin receives approximately 400 locate requests annually predominantly during the busy construction season. Satisfying these obligations has negatively impacted staff resources towards completing County projects. G -Tel Engineering has prepared a contract to provide complete locate services for the County of Elgin. The total annual cost is estimated at $2,000 and can be accommodated within the existing Electrical Services Contract budget. RECOMMENDATION: THAT the Warden and Chief Administrative Officer be authorized and directed to enter into a contract with G -Tel Engineering to provide underground utility locate services. All of which is Respectfully Submitted Approved for Submission Peter Dutchak Mark G. McDonald Deputy Director of Engineering Services Chief Administrative Officer 31 A Contractual Agreement between Corporation of the County of Elgin (""Elgin County") and G -Tel Engineering Ltd. (""LOCATE SERVICE PROVIDER [LSP]") for the Provision of Underground Utility Locate Services 1. SCOPE 1.1. Work. The LSP shall perform the Locate Services and shall supply labourers and materials as directed by the specific scope of the contract and/or as received by The LSP from time to time. 1.2. Underground Locate Services. The LSP shall provide ELGIN COUNTY with a service to locate and identify on request, their underground plant facilities as well as office look up, office clearance of locate requests for underground plant facilities, and field clearance of locate requests (collectively, the "Services" or the "Work'). The process for performing office look up and clearance of locate requests for Elgin County underground plant is attached as Schedule "A" to this Agreement. 1.3. Scope of Work. The extent and scope of the locate services provided to ELGIN COUNTY shall be identified in this Agreement and may be limited to the provision of a specific locate service or services as detailed in the Schedule "B" or may be limited to those services identified by ELGIN COUNTY to be provided in a specific territory of ELGIN COUNTY's total service area. ELGIN COUNTY may from time to time revise or otherwise change the services and/or the area assigned to The LSP, given reasonable notice to allow The LSP to adapt to the changes. 1.4. Additional Services. The LSP may at the request of ELGIN COUNTY provide additional complementary locate services beyond the physical locating of underground utility plant that include but is not limited to the following: 1] Pre -engineering and/or Subsurface Engineering (SUE) services, 2] Private locate services, and 3] dispatch/administration of locates completed by ELGIN COUNTY's resources. In all instances specific rates for any of the aforementioned services shall apply and shall be identified in Schedule "B" that is included as part of this contractual Agreement. Should these services be requested after the initial contract is duly signed and executed, an addendum to Schedule "B", submitted by The LSP and approved by ELGIN COUNTY shall be included as an addendum to this agreement. 2. DURATION 2.1. Initial Term. This Agreement shall commence on March 1, 2016 and terminate on February 28, 2019. 2.2. Extension of the Term. ELGIN COUNTY at its sole discretion may prior to the expiration of the existing Agreement request that The LSP consider a minimum of a TWELVE [12] month extension of the Agreement and The LSP reserves the right to review and revise its pricing submitted for the original term and present any adjustments to ELGIN COUNTY for its review, acceptance and written approval prior to the execution of the extension. 2.3. Completion of Work. Notwithstanding the expiry or termination of this Agreement for any reason, any Work which was the subject of a Work Order received by The LSP prior G -Tel Locate Service Contract 1150 Frances St. — FL 2, London, Ontario N5W 5N5 Voice: (519) 439-0763, Fax: (519) 439-0769, Toll -Free: 1-866-692-0208 Website: Aw. m tel.ca to such expiry or termination, and which has not been completed prior to such expiry or termination shall, at ELGIN COUNTY's option, be completed by The LSP in accordance with the terms and conditions of this Agreement and the Work Order, which shall remain in full effect until the Work has been completed to ELGIN COUNTY's satisfaction. 3. LOCATE SERVICE PROVIDER [LSP]'S SERVICES and OBLIGATIONS 3.1. Performance of Work. All Work is to be completed in a proper, safe, efficient and workmanlike manner and the site of the Work is to be left in a safe and neat condition to the whole satisfaction of ELGIN COUNTY's Authorized Representative and any ELGIN COUNTY quality inspector. 3.2. Performance of Service by The LSP. The LSP shall perform the Service within the geographical area assigned to it by ELGIN COUNTY subject to the following: [i] ELGIN COUNTY from time to time may engage alternate Service providers or opt to undertake the work itself when such performance is deemed to be within ELGIN COUNTY's best interests; [ii] No portion of this Agreement shall be interpreted as imposing any minimum volume purchase commitment of ELGIN COUNTY; [iii] this Agreement does not obligate ELGIN COUNTY to award any or all Services associated with this Agreement to The LSP and services may be added or deleted at the sole discretion of ELGIN COUNTY; and [iv] the volume of the Service may diminish or be eliminated prior to the expiration date of the Agreement without any liability on the part of ELGIN COUNTY, including but not limited to any claim by The LSP for loss of anticipated profits. 3.3. Locate Service Providers Obligations Prior to Performina the Service. The LSP covenants that prior to carrying out any activities associated with the Service it shall carefully examine this Agreement and fully acquaint itself with the geographic territory assignment and all other conditions pertaining to the Work and shall complete the Service in accordance with the provisions of the Agreement and assume full and complete responsibility for any such conditions pertaining to the Service, the Work and location of the Service and all risks in connection therewith. In addition The LSP represents that it has authority to do business in the location in which the Service is to be performed and that it is fully qualified to do the Service in accordance with this Agreement. Plant Records. ELGIN COUNTY agrees to provide, or cause to be provided, The LSP with any Plant Records and may provide The LSP with any Locate tools particularized in the Manual to assist The LSP with the performance of the Service. The LSP acknowledges that ELGIN COUNTY may establish from time to time Technical Requirements for the performance of the Service, including but not limited to the accessing of the Plant Records and the use of the Locate Tools. Notwithstanding any provision to the contrary in this Agreement The LSP acknowledges and agrees that the Plant Records and Locate Tools, if applicable, are provide 'As Is' and ELGIN COUNTY makes no representation or warranty of any kind or nature either expressed or implied, regarding the Plant Records and/or Locate Tools, including but not limited to their accuracy, fitness for any purpose, applicability, operation, functioning, inter -operability, completeness, availability or non -infringement. ELGIN COUNTY hereby disclaims and The LSP hereby waives any obligation, liability, right, claim or demand in either contract or tort arising either directly or indirectly from The LSP's use of the Plant Records or the Locate Tools. The LSP further acknowledges and agrees that the provision of the Plant Records or the Locate Tools by ELGIN COUNTY G -Tel Locate Service Contract 2 1150 Frances St. — FL 2, London, Ontario N5W 5N5 Voice: (519) 439-0763, Fax: (519) 439-0769, Toll -Free: 1-866-692-0208 Website: Aw. m tel.ca does not in any way either limit or amend The LSP's requirement to complete the Service in accordance with the terms and conditions of this Agreement. Further, for purposes of clarification, the requirement to complete the Service in accordance with the terms and conditions of the Agreement is in no way conditional or dependent upon the provision of the Plant Records or the Locate Tools. In the event that The LSP becomes aware of any error, omission or discrepancy in the Plant Records, The LSP shall promptly advise ELGIN COUNTY, or if directed by ELGIN COUNTY in writing a third party service provider directed by ELGIN COUNTY, of any such error or omission or discrepancy and adhere to ELGIN COUNTY's record updating process as detailed in their manual and The LSP shall be reimbursed as per Schedule "B" for the supply of map correction information. 3.4. Administrative responsibilities. Administrative responsibilities of The LSP include but are not limited to, receipt of requests, logging requests, retaining on file all completed requests and forwarding to ELGIN COUNTY within TWENTY-FOUR [24] hours copies of all completed locate forms if requested. All information requested in the locate form must be completed. All completed locate forms including locate sketches, must be saved electronically and made available to ELGIN COUNTY to view, retrieve and print at any time via electronic means that are acceptable to ELGIN COUNTY. A sample copy of the approved locate form to be used for ELGIN COUNTY's locate services is attached as Schedule "C" to this Agreement. 3.5. Plant Markinas. The LSP shall abide by Ontario Regional Common Ground Alliance (ORCGA) best practices with respect to painting or otherwise marking the location of ELGIN COUNTY's underground plant facilities. The paint and flags shall meet with ELGIN COUNTY's requirements and shall be spaced appropriately as per best practice to provide a visible running line of the plant and the identification of any changes in direction. Should the party requesting the locate require a remark of the located area in part or in total, a supplemental request shall be made through Ontario One Call [OOC] for a new locate. 3.6. Locate Sketching. The LSP shall provide a neat and legible sketch of ELGIN COUNTY's underground plant that has been located. The LSP acknowledges its efforts to migrate from hand drawing to digital drawing in an effort to provide enhanced clarity and legibility to the excavator. The drawing shall include symbology consistent with ORCGA best practices and industry standards for ELGIN COUNTY's utility network. The drawing shall include tie in measurements to identify the physical location of the plant. 3.7. Locate Completion. The LSP shall complete a standard locate within FIVE [5] business days of its receipt from Ontario One Call [OOC]. ELGIN COUNTY acknowledges that given the dynamic nature of the locate workload that The LSP shall endeavour to complete all locate requests within the allotted time frame but shall maintain a minimum of 95% completion compliance which meets or exceed Ontario Energy Board (OEB) and/or other industry objectives that target a 90% completion objective. The LSP shall provide that additional consideration shall be given to standard locates that have been flagged as a priority, but The LSP shall provide its best effort to complete the locate by the date requested and shall not be obliged to complete it in less than the FIVE [5] day interval. If The LSP is engaged to provide emergency locates then premium rates shall be applied for those completed during normal business hours ("normal business hours" defined as 7:30 — 16:30, Monday to Friday) as per the Schedule "B". The LSP shall respond to the emergency locate within TWO [2] hours G -Tel Locate Service Contract 1150 Frances St. — FL 2, London, Ontario N5W 5N5 Voice: (519) 439-0763, Fax: (519) 439-0769, Toll -Free: 1-866-692-0208 Website: Aw. m tel.ca and complete the locate as expediently as possible thereafter or once the area is rendered safe by recognized emergency responders — fire, safety and/or hydro utilities who may be addressing downed power lines. 3.8. Locate Dissemination. The LSP shall utilize one of the following means of disseminating or otherwise delivering the completed locate to the requestor and preference shall be given to the means of communication identified by the requestor on their locate request submission to Ontario One Call [OOC] which includes - hand delivery, left on premises, fax or email. 3.9. Locate Accuracv. The electromagnetic locate technology utilized by The LSP is compliant with industry standards and the signal generated can be affected by the influence of either known or unknown underground objects. While The LSP shall make every effort to provide the most accurate locate possible, the standard ORCGA tolerance zone of ONE [1] metre on each side of the paint or flag shall be allowed and excavators must exercise caution — that may require hand digging or other such methods of non- invasive excavation as deemed acceptable by ELGIN COUNTY, when excavating in the tolerance zone. The LSP shall not be held liable for any plant damage when it occurs within one metre of the paint or flag. 3.9.1. No Publication. Except as specifically set out in the Services, Locate Service Provider [LSP] shall not publish, distribute, or market any Mapping Data and/or Enhanced Data without the prior written consent of ELGIN COUNTY. 3.9.2. No Transfer. Locate Service Provider [LSP] shall not sell, assign, gift or otherwise transfer the Mapping Data and/or Enhanced Data without the prior written consent of ELGIN COUNTY. 3.9.3. No Disclosure. Locate Service Provider [LSP] shall not under any circumstances, whether directly, indirectly, or in any manner whatsoever, provide access to or otherwise disclose the Mapping Data or Enhanced Data to any other entity, whether commercial or otherwise, without the express prior written consent of ELGIN COUNTY. 4. ELGIN COUNTY'S SERVICES AND OBLIGATIONS 4.1 Digital Mapping_ ELGIN COUNTY shall provide, or cause to be provided, The LSP with digital copies of its underground plant network that includes but is not limited to a mapping of the utility network primary and secondary underground services, termination and/or test points that facilitate the locate process and updates that are provisioned in a reasonable time frame determined by ELGIN COUNTY that shall reflect any and all changes to the mapping due to expansion, augmentation, change or removal of the plant. 4.2 ELGIN COUNTY Identification. Should ELGIN COUNTY require that The LSP and its employees, subcontractors or agents are identifiable to the Public as contractors to ELGIN COUNTY, then ELGIN COUNTY at its expense shall provide signage, IDs or other means of identification at its discretion. 4.3 Plant Damage Investigation. Should ELGIN COUNTY's underground plant be damaged by excavation or should an incident occur that could have resulted in a plant damage and the damage and/or the incident or near miss brought into question the accuracy of G -Tel Locate Service Contract 4 1150 Frances St. — FL 2, London, Ontario N5W 5N5 Voice: (519) 439-0763, Fax: (519) 439-0769, Toll -Free: 1-866-692-0208 Website: Aw. m tel.ca The LSP's locate service, ELGIN COUNTY shall notify The LSP as expediently as possible such that The LSP may conduct an investigation into the root cause of the damage, address potential liability and utilize any information learned to educate its employees to enhance its commitment to damage prevention and the protection of ELGIN COUNTY's plant. 4.4 Ontario One Call Membership rOOC]. ELGIN COUNTY hereby agrees that it is or it will become a member of Ontario One Call [OOC] in order to optimize the efficiency of locate requests from the requesting party, to Ontario One Call [OOC] and to The LSP through the locate work order management application software that is utilized by both Ontario One Call [OOC] and The LSP. 4.5 Locate Disclaimer and Notifications. ELGIN COUNTY shall provide The LSP with any disclaimers or notifications that it requires to safeguard its underground plant that may include but is not limited to the identification of the locate period of validity — usually THIRTY [30] days, any requirement for 3rd party involvement — where the nature of the plant or the excavation may pose an increased risk that warrants that ELGIN COUNTY or its agents monitor the physical excavation activity. 5. PRICES 5.1. Prices. ELGIN COUNTY agrees to pay The LSP the unit prices listed in Schedule "B" (the "Prices') as applicable, or as otherwise agreed to in writing between the Parties, for the Work contained in each Work Order. The Prices shall be firm for the Term. 5.2. All In Pricina. The Prices include, unless specifically agreed otherwise, all expenses, charges and costs, including accommodation, meals, travelling time, transportation, rentals, statutory contributions and employee benefits, which may be incurred by The LSP in providing the Work. 5.3. Currency. All amounts referred to in this Agreement are in Canadian dollars and will be payable in Canadian dollars. 6. TAXES 6.1. Remittance of Taxes. The LSP shall be solely liable for and shall pay at its own expense when due all taxes and duties whatsoever imposed by reason of the performance of the Work, except for sales taxes (including provincial sales taxes and Harmonized Sales Taxes ("HST') imposed by the federal government and any similar tax imposed by any province or territory of Canada) required by law to be collected by The LSP from ELGIN COUNTY. In the event ELGIN COUNTY pays any commodity taxes including sales, retail, use, goods and services, harmonized, value added or similar taxes and/or customs or duty fees and it is subsequently determined that such taxes are not applicable or are subject to a reduction, exemption or increase, The LSP shall, unless advised otherwise by ELGIN COUNTY, remit any repayment to ELGIN COUNTY and cooperate with ELGIN COUNTY to claim such repayment or reduction. This cooperation shall include the obligations to complete or assist ELGIN COUNTY in completing any request for repayment, reduction or exemption and to supply ELGIN COUNTY with all the necessary documentation to support such a request. 6.2. Compliance. The LSP must state on each invoice The LSP's HST registration number and identify whether the goods and services are taxable, exempt, zero-rated or not G -Tel Locate Service Contract 1150 Frances St. — FL 2, London, Ontario N5W 5N5 Voice: (519) 439-0763, Fax: (519) 439-0769, Toll -Free: 1-866-692-0208 Website: Aw. m tel.ca applicable for the purposes of HST. The LSP shall comply with all registration, reporting and other regulatory requirements in respect of all taxes and duties including sales taxes and HST. 7. INVOICING 7.1. Invoicina. The LSP shall prepare invoices in accordance with ELGIN COUNTY's requirements, upon completion of the Work described in each Work Order or as directed by a ELGIN COUNTY Authorized Representative. Invoices shall be sent to the following addresses, as such address may be changed or amended from time to time: County of Elgin, 450 Sunset Drive, St. Thomas, ON N5R 5V1 The LSP may be required to transmit invoices under this Agreement by Electronic Data Interchange (E.D.I.), and in such event, appropriate arrangements shall be made between ELGIN COUNTY and The LSP. The exchange of information shall use the following standard: invoices accepted in pdf format via email to engineering@elgin.ca 7.2. Timin . The LSP shall submit the final COUNTY no later than THIRTY [30] contemplated by the Work Order. 8. TERMS OF PAYMENT invoice in respect of a Work Order to ELGIN days following the completion of the Work 8.1. Terms. ELGIN COUNTY agrees to pay each correct and undisputed invoice issued in accordance with this Agreement within THIRTY [30] days of approval thereof. ELGIN COUNTY shall have a period of THIRTY (30) days following its receipt of an invoice within which to approve or dispute such invoice. If ELGIN COUNTY has not advised The LSP in writing within such THIRTY [30] day period of its approval or dispute of such invoice, it shall be deemed to have approved it. ELGIN COUNTY may set off against the amount of any invoice, any amount owing to ELGIN COUNTY by The LSP. Final payment for Work pursuant to any Work Order will not be due and owing until all Work is completed and finally accepted by ELGIN COUNTY. 8.2. Liens. The LSP shall immediately discharge or vacate at its own cost any lien preserved or perfected or regarding which notice has been given by any person supplying any portion of the Work to or through The LSP. If The LSP fails, neglects or refuses to vacate or discharge any such liens, ELGIN COUNTY may do so at The LSP's cost. 9. QUALITY OF WORK GUARANTEE 9.1. Ouality of Work. The LSP warrants the quality and adequacy of the Work and shall ensure that the Work is in full compliance with the Work Order, all Change Orders, all Plans and Specifications, and all terms and conditions of this Agreement, will be free from defects in workmanship and materials, and will meet or exceed the Performance Standards set out in G -Tel's QMS section 5.2.1 G -TEL QUALITY OBJECTIVES — UTILITY LOCATES found at Schedule D. The LSP shall, at ELGIN COUNTY's request and at no expense to ELGIN COUNTY, correct forthwith any performance failures in the work as otherwise identified in this agreement. For apparatus, material and accessories not manufactured by The LSP but supplied by The LSP as part of the Work, The LSP shall obtain and assign to ELGIN COUNTY such warranties or guarantees as are available from the G -Tel Locate Service Contract 1150 Frances St. — FL 2, London, Ontario N5W 5N5 Voice: (519) 439-0763, Fax: (519) 439-0769, Toll -Free: 1-866-692-0208 Website: 4Tw. m tel.ca manufacturer. These shall extend over the longest possible period which shall not be less than THREE [3] years after payment of the final invoice or termination of the Work. 9.2. Unsatisfactory Work. If any Services, equipment, workmanship or materials furnished by The LSP, or any aspect of performance of the Work, is unsatisfactory, ELGIN COUNTY may in its sole discretion by notice: 9.2.1. Require The LSP to promptly remedy the defects; 9.2.2. Suspend or terminate all or any part of the Work effective upon the giving of the notice; or 9.2.3. Do both of the foregoing. 9.2.4. Costs to remedy such defects and any additional costs resulting there from shall be for The LSP's account. Deadlines prescribed by ELGIN COUNTY for completion of such corrections to the Work may not be extended without ELGIN COUNTY's consent. 9.3. Survival. The LSP's warranty under this Section 9 shall remain in full force and effect, notwithstanding the expiry or termination of this Agreement. 10. REPRESENTATIONS, WARRANTIES AND COVENANTS 10.1. Representations, Warranties and Covenants. The LSP represents, warrants and covenants to ELGIN COUNTY as follows and acknowledges that ELGIN COUNTY is relying on such representations, warranties and covenants in entering into this Agreement: 10.1.1. The LSP shall perform, or cause to be performed (including through appropriate supervision and inspection) the Work and otherwise fulfill its obligations hereunder honestly and in good faith, exercising reasonable, care and diligence, in accordance with recognized professional and industry standards, in a timely manner and in accordance with the terms and conditions of this Agreement, the Work Order, all Change Orders, and all documents referred to herein or therein or delivered herewith or therewith including all Plans and Specifications; 10.1.2. The LSP shall possess the knowledge, and experience necessary for the provision and completion of the Work in accordance with the requirements of this Agreement; 10.1.3. Each employee furnished by The LSP hereunder shall be competent and qualified to perform the Services as required hereunder; 10.1.4. The LSP has secured and is in good standing with respect to, all permits, licenses and regulatory approvals applicable to or necessary for the provision of the Work; 10.1.5. The LSP and its employees and agents shall comply with all rules and regulations established by ELGIN COUNTY regarding the conduct of its own G -Tel Locate Service Contract 1150 Frances St. — FL 2, London, Ontario N5W 5N5 Voice: (519) 439-0763, Fax: (519) 439-0769, Toll -Free: 1-866-692-0208 Website: Aw. m tel.ca employees and non -employees as communicated to The LSP, including environmental, health and safety and security rules; 10.1.6. The LSP and its employees shall comply with all applicable laws, statutes, ordinances, by-laws and regulations (collectively "legislation') of governmental agencies, including federal, provincial, municipal and local governing bodies, having jurisdiction over the Work or any part thereof, including environmental legislation, tax legislation, health and safety legislation and employment legislation; 10.1.7. No legislation or agreement with third parties prohibits The LSP from complying with this Agreement or imposes any restriction on The LSP's ability to provide the Work to ELGIN COUNTY; 10.1.8. The LSP has the necessary corporate power, authority and capacity to perform its obligations under this Agreement, and the Locate Service Provider [LSP]'s entry into this Agreement has been duly authorized by all necessary corporate action on behalf of The LSP; and 10.1.9. This Agreement has been duly executed and delivered by the Locate Service Provider [LSP] and is a valid and binding obligation of the Locate Service Provider [LSP] enforceable against it in accordance with its terms, subject, as to enforcement, to bankruptcy, insolvency and other laws affecting creditors' rights generally. 10.1.10. Breach. The failure of any of the representations, warranties and covenants of The LSP contained in this Agreement to be accurate at any time during the Term shall constitute a material breach of this Agreement, and, in addition to all rights and remedies available to ELGIN COUNTY under this Agreement and at law, ELGIN COUNTY shall have the right to terminate this Agreement. 10.2. Sub Locate Service Providers rSLSPI. The foregoing representations, warranties and covenants shall apply to all Sub Locate Service Providers [SLSP] utilized by Locate Service Provider [LSP] mutatis mutandis, and The LSP shall be responsible to ensure that at all times during the Term, all such representations, warranties and covenants are true in respect of all Sub Locate Service Providers [SLSP] utilized by The LSP pursuant to the terms of this Agreement. 11. CARE OF WORK AND PROPERTY 11.1. Care of Work and Property. The LSP shall at all times until acceptance of the Work, at its own expense and to the complete exoneration of ELGIN COUNTY, protect the Work, and all facilities, apparatus and material (including real and personal property) belonging to ELGIN COUNTY, or in the case of the Geographical Information System Base Layer its owner, or the Locate Service Provider [LSP] which may from time to time be in its care, under its control or otherwise used by it and shall be responsible for any loss or damage thereto or caused thereby, including damage to buildings and other structures in its course of the performance of the Work, and shall use such facilities, apparatus and material solely for the purposes of fulfilling its obligations hereunder. G -Tel Locate Service Contract 1150 Frances St. — FL 2, London, Ontario N5W 5N5 Voice: (519) 439-0763, Fax: (519) 439-0769, Toll -Free: 1-866-692-0208 Website: Aw. m tel.ca 12. ENVIRONMENT AND HAZARDOUS SUBSTANCES 12.1. Business Environmental Policv. The LSP represents and warrants to ELGIN COUNTY that it has a written business policy which addresses environmental protection and preservation issues, and the management and disposal of waste products. The LSP further represents and warrants that this written policy: 12.1.1. Was in effect prior to the signing of this Agreement and is followed by all personnel under The LSP's control; 12.1.2. States that applicable governmental laws and regulations (federal, provincial, municipal) respecting the environment will be observed; and 12.1.3. Is available to ELGIN COUNTY upon request at any time during the Term. 12.2 Environmental Policy. The LSP covenants that in performing any and all Work, all personnel under The LSP's control (including all employees, agents and Sub Locate Service Providers [SLSP]) shall follow and comply with all Environmental Legislation, the Environmental Policy and all additional rules, regulations, policies, practices and standards of ELGIN COUNTY. 13. HEALTH AND SAFETY 13.1. Compliance. The LSP covenants and agrees that the Locate Service Provider [LSP], its employees, agents and Sub Locate Service Providers [SLSP], shall be responsible for and shall: 13.1.1. Comply with all applicable health, safety, alcohol and drug legislation, applicable federal and provincial Labour Codes and all applicable regulations promulgated there under, 13.1.2. Follow all ELGIN COUNTY work procedures pertaining to health and safety matters; and 13.1.3. Without limiting the foregoing, generally perform the Services in a diligent manner in respect of health and safety matters. 13.2. Training. The LSP shall cause all of its employees, agents and Sub Locate Service Providers [SLSP] to be fully and adequately trained in all health and safety aspects of the Work. The LSP shall comply with, and shall cause its Sub Locate Service Providers [SLSP] to comply with, all applicable training requirements including in respect of annual updating and training. The LSP covenants and agrees to promptly make available to ELGIN COUNTY, upon ELGIN COUNTY's request, from time to time, documentation and records verifying compliance with this obligation to train. 13.3. Accidents/Incidents. The LSP covenants and agrees to promptly advise ELGIN COUNTY of all accidents or incidents involving The LSP's employees, agents and Sub Locate Service Providers [SLSP] in the performance of the Services resulting in injury to one or more individuals or material property damage. The LSP also agrees to promptly make available to ELGIN COUNTY its and its Sub Locate Service Providers' [SLSP] worker's compensation and occupational health and safety records, upon G -Tel Locate Service Contract 1150 Frances St. — FL 2, London, Ontario N5W 5N5 Voice: (519) 439-0763, Fax: (519) 439-0769, Toll -Free: 1-866-692-0208 Website: Sw. m tel.ca ELGIN COUNTY's request from time to time as part of ELGIN COUNTY's audit process. 13.4. Traffic Safety/Work Area Protection. The LSP shall be in full compliance with Ministry of Transportation's Ontario Traffic Manual — Book for temporary work conditions that govern locate work activities. 13.5. Confined Space Entry. The LSP shall not enter confined spaces maintained by ELGIN COUNTY as part of this contractual Agreement. Should a requirement arise for confined space entry, ELGIN COUNTY shall provide that service or engage others competent to do so including the attachment of locate equipment for the expressed purpose of completing the locate. 13.6. Hazardous Substances. The LSP shall identify to ELGIN COUNTY the substances contained in the equipment used by the Locate Service Provider [LSP] which are required to be identified under federal, provincial or municipal laws or regulations for the purpose of use, transportation, storage or disposal of hazardous or toxic substances. All products supplied by The LSP as part of the Work: 13.6.1. shall comply with all applicable Workplace Hazardous Material Information System ('WHMIS') regulations, 13.6.2. shall have the required material information sheet available in English 13.6.3. shall have appropriate WHMIS labels. 13.7. The LSP covenants and agrees to ensure that The LSP, its employees and Sub Locate Service Providers [SLSP] comply with all applicable WHMIS regulations. 14. EMPLOYEES AND SUBLOCATE SERVICE PROVIDERS [SLSP] 14.1. Suitable Employees. Upon ELGIN COUNTY's request, The LSP shall promptly replace any employee or agent (including employees of Sub Locate Service Providers [SLSP] or agents) whom ELGIN COUNTY deems not satisfactory with another person of suitable ability and qualifications and who is acceptable to ELGIN COUNTY. Oral notice shall be sufficient for the exercise of this right. 14.2. No ELGIN COUNTY Benefits. The LSP, its employees, agents and Sub Locate Service Providers [SLSP], shall not be entitled to any benefits to which ELGIN COUNTY's employees may be entitled, including health insurance, disability benefits, retirement and pension plans, death benefits, savings and other plans. 14.3 Use of Sub Locate Service Providers rSLSPI. The LSP shall submit a list of Sub Locate Service Providers [SLSP] for approval by ELGIN COUNTY. The LSP may from time to time submit additional Sub Locate Service Providers [SLSP] for approval by ELGIN COUNTY. 14.4 Employees of The LSP and any SLSP shall at all times remain the employees of those entities and will not at any time become or be constituted as employees of the Elgin County. G -Tel Locate Service Contract 10 1150 Frances St. — FL 2, London, Ontario N5W 5N5 Voice: (519) 439-0763, Fax: (519) 439-0769, Toll -Free: 1-866-692-0208 Website: C6. m tel.ca 15. RECORDS 15.1. Books and Records. The LSP shall keep and shall cause its Sub Locate Service Providers [SLSP] to keep, all books and records pertaining to this Agreement, including, without limitation, activity logs, time sheets, books of account, vouchers, cheques, certificates, licenses, personnel training and qualification records, and other similar documentation (the "Service Records') in accordance (where applicable) with generally accepted accounting principles, and shall preserve each Service Record for a period which is the lesser of THREE [3] years after the expiration or termination of this Agreement and SIX [6] years from the date of the creation of the Service Record, provided that The LSP and all Sub Locate Service Providers [SLSP] must comply with all applicable tax legislation respecting retention of records. 16. MEASUREMENT REPORTS 16.1 Measurements Reports. In addition to any specific reporting requirements set out elsewhere in this Agreement, The LSP shall prepare and submit to ELGIN COUNTY, a monthly summary indicating the total amount of contract locate activity completed. This information is to be transmitted to ELGIN COUNTY at such times and in such format as may be requested by ELGIN COUNTY from time to time. The LSP shall prepare and submit to ELGIN COUNTY, at ELGIN COUNTY's expense, such other measurement reports regarding the performance of the Agreement as may be reasonably requested by ELGIN COUNTY from time to time. ELGIN COUNTY shall have access to all records of The LSP whatsoever relating to such monthly summary for purposes of verifying the information therein contained, and shall be entitled at its option to conduct an audit of the measurement reports pursuant to Section 21. 17. COMPLIANCE WITH EMPLOYMENT LEGISLATION 17.1. Emplovment Legislation. The LSP, as employer, shall pay all contributions required under the Canada Pension Plan, applicable workers' compensation legislation, income tax laws, the Employment Insurance Act (Canada) and any other contributions required under federal, provincial or municipal legislation. ELGIN COUNTY shall be entitled to terminate this Agreement at any time if The LSP or its Sub Locate Service Providers [SLSP] are not in good standing with the applicable workers' compensation legislation. ELGIN COUNTY may furthermore withhold any amount owed to The LSP until The LSP or its Sub Locate Service Providers [SLSP] as the case may be have paid the contributions in full. The LSP shall provide upon request proof that it is in good standing with the applicable workers' compensation legislation and in compliance with all provisions of the aforementioned plan and legislation. 18. CONFIDENTIALITY AND PUBLICITY 18.1. Use/Safeauardina Confidential Information. Both Elgin County and The LSP, either as receiving party or disclosing party, both agree that they shall not use a disclosing party's Confidential Information for any purpose other than to exercise or perform its rights or obligations under this Agreement. Receiving Party shall not copy or otherwise reproduce disclosing Party's Confidential Information, or disclose, disseminate or otherwise communicate, in whole or in part, disclosing Party's Confidential Information to any third party, without the prior written consent of disclosing Party. Receiving Party further agrees that it shall safeguard disclosing G -Tel Locate Service Contract 11 1150 Frances St. — FL 2, London, Ontario N5W 5N5 Voice: (519) 439-0763, Fax: (519) 439-0769, Toll -Free: 1-866-692-0208 Website: gw. m tel.ca Party's Confidential Information from disclosure and, at a minimum, use efforts commensurate with those receiving Party employs for protecting the confidentiality of its own Confidential Information which it does not desire to disclose or disseminate, but in no event less than reasonable care, and shall ensure its employees, agents and Sub Locate Service Providers [SLSP] (as applicable) comply with the foregoing including executing an agreement of confidentiality containing the foregoing if required. Upon termination of this Agreement, Receiving Party shall return all disclosing Party's Confidential Information and copies thereof susceptible of being so returned to disclosing Party or shall destroy such Confidential Information and copies, as reasonably directed by disclosing Party, and furnish proof of their destruction. 18.2. Restrictions on Use of ELGIN COUNTY Corporate Name. The LSP may not use in its publicity or marketing literature ELGIN COUNTY's corporate name, its clients' names, the fact that it has signed this Agreement with ELGIN COUNTY, or information which may reasonably be seen to infer that The LSP has entered into an agreement with or has a relationship with ELGIN COUNTY or its clients, without first obtaining ELGIN COUNTY's written approval. 18.3 Remedies. Both Elgin County and The LSP, whether as Receiving Party or Disclosing Party, agree that the disclosing Party may be irreparably injured by a breach of this Agreement and that disclosing Party may be entitled to seek equitable relief, including a restraining order, injunctive relief, specific performance and any other relief that may be available from any court to prevent breaches of this Agreement and to enforce specifically the terms and provisions hereof in any action instituted in any court having subject matter jurisdiction, in addition to any other remedy to which disclosing Party may be entitled at law or in equity in the event of any breach of the provisions hereof. Such remedies shall not be deemed to be the exclusive remedies for a breach of this Agreement but shall be in addition to all other remedies available at law or in equity. 19. PROPRIETARY RIGHTS 19.1. Ownership. Except as otherwise specifically provided in this Agreement, or as otherwise agreed by the Parties, any data, records, symbols, inventions, reports, methods, processes, know-how, show -how and other intellectual property that have been prepared, created, written or recorded in association with the Work by: 19.1.1. The LSP, 19.1.2. ELGIN COUNTY, together with any Intellectual Property Rights therein, shall be owned by ELGIN COUNTY. The LSP hereby assigns to ELGIN COUNTY all rights, title and interest it may have from time to time in the Work Products. During the Term, The LSP shall have a non-exclusive, non -transferable license to use the Work Products for the sole purpose of providing and completing the Work. 19.2. Further Assurances. The LSP shall procure all consents, waivers and assignments and other matters that are required from employees, Sub Locate Service Providers [SLSP] and agents in order to enable it to fully vest title to the Work Products and all Intellectual Property Rights therein in ELGIN COUNTY or its designate. The LSP shall from time to time execute and deliver and shall cause its employees, Sub Locate Service Providers [SLSP] and agents to execute all such further documents and G -Tel Locate Service Contract 12 1150 Frances St. — FL 2, London, Ontario N5W 5N5 Voice: (519) 439-0763, Fax: (519) 439-0769, Toll -Free: 1-866-692-0208 Website: Aw. m tel.ca instruments (including instruments of conveyance and waivers of moral rights) and do all such other acts and things as ELGIN COUNTY may reasonably require to meet the requirements of this Section 19. 19.3. Indemnity. The LSP shall indemnify ELGIN COUNTY against all claims and demands of every nature relating to any infringement of copyright, trade -mark, or other Intellectual Property Rights of any person. 20. ETHICS 20.1. Ethics. The LSP agrees that it shall maintain good business ethics and confidentiality with respect to the operations of ELGIN COUNTY in the course of the Work. In particular and without limiting the foregoing, The LSP agrees that: 20.1.1. It will act solely as Locate Service Provider [LSP] to ELGIN COUNTY and will not deal directly with the clients referred to it by ELGIN COUNTY; 20.1.2. It will not use specific ELGIN COUNTY information in order to make bids for any Work which is or may be subject to a bid by ELGIN COUNTY. However, The LSP is not otherwise prevented from providing prices or responses to tenders for other companies in relation to any project within the Territory whether ELGIN COUNTY has prepared a bid thereon or not; and 20.1.3. It will treat pricing information received from ELGIN COUNTY or other locate service providers with confidentiality. 21. QUALITY ASSURANCE 21.1. Demonstrate Compliance. The LSP shall maintain and provide upon reasonable request the appropriate documentation demonstrating compliance with this Agreement. 21.2. Inspection. ELGIN COUNTY or persons authorized by it may, at any time during a Business Day, inspect or otherwise check the Work provided or being provided as well as the sites at which it is provided. 21.3. Acceptance. Any defects in material or workmanship that may be discovered before or after acceptance of the Work performed under this Agreement shall be immediately corrected by The LSP without any cost or expense to ELGIN COUNTY. Acceptance of the Work by ELGIN COUNTY shall not affect ELGIN COUNTY's right to complete a later inspection and shall not affect the obligation of The LSP to rectify the defects which may be discovered following payment of the final invoice. 21.4. OA Audit by the LSP. The LSP shall undertake at its own cost a reasonable random sampling of the locate service and complete quality audits of the work in an effort to ensure compliance with ELGIN COUNTY quality expectations and to drive continuous improvement of The LSP's locate services to ELGIN COUNTY. 22. SECURITY AND HEALTH & SAFETY INSPECTION AND INVESTIGATION 22.1. Review. Employees of ELGIN COUNTY's audit, security and health and safety groups or their representatives shall have access to The LSP, its employees, agents and Sub Locate Service Providers [SLSP], as well as to The LSP's facilities and G -Tel Locate Service Contract 13 1150 Frances St. — FL 2, London, Ontario N5W 5N5 Voice: (519) 439-0763, Fax: (519) 439-0769, Toll -Free: 1-866-692-0208 Website: Mw. m tel.ca those of its agents and Sub Locate Service Providers [SLSP], for the purpose of reviewing safety and security measures, documentation, worker's compensation and occupational health and safety records and other records or information concerning ELGIN COUNTY property in the possession or control of the Locate Service Provider [LSP] and its employees, agents and Sub Locate Service Providers [SLSP], in order to perform audits, security and safety reviews that ELGIN COUNTY deems necessary to ensure that the terms and conditions of this Agreement are adhered to, and to determine whether and the extent to which there has been any loss or damage to assets. 22.2. Investigation. Employees of the audit, security and health and safety groups may investigate any action, situation or issue, real or suspected, that ELGIN COUNTY reasonably deems to endanger its property or goods, without giving The LSP or its employees prior notice. 22.3. Deficiencies. If deficiencies in The LSP's safety or security practices are identified by ELGIN COUNTY, the Locate Service Provider [LSP] shall promptly implement at its own cost such reasonable additional or revised safety and security practices as ELGIN COUNTY may specify in a written request to The LSP. 22.4. Costs. All costs of conducting the foregoing audits, safety and security inspections shall be borne by ELGIN COUNTY. 22.5. No Waiver. Neither the rights of inspection and investigation granted to ELGIN COUNTY nor the performance of such inspection and investigation relieves The LSP from its duties, obligations, covenants and commitments under this Agreement. 23. LIABILITY AND INDEMNIFICATION 23.1. Reauired Indemnity, The Locate Service Provider [LSP]: 23.1.1. Is liable to ELGIN COUNTY and its clients for all losses, costs, damages and expenses that ELGIN COUNTY may suffer, sustain, pay or incur; and 23.1.2. Shall indemnify and save ELGIN COUNTY and its clients completely harmless from and against all actions, proceedings, claims and demands by whomsoever made, brought or prosecuted including, but not limited to, actions, proceedings, claims, and demands for inaccurate locates resulting from any defect or negligence in the Work, injuries, death, losses, debts, costs, damages and expenses which may be brought against or suffered by ELGIN COUNTY or its clients or which any of them may sustain, pay or incur as a result of one or more breaches of this Agreement or as a result of the negligence or willful misconduct of The LSP, its Sub Locate Service Providers [SLSP] and their respective employees, agents, representatives, and contractors in connection with the performance, purported performance or non-performance of this Agreement. 23.2. The LSP is liable for and shall indemnify and save ELGIN COUNTY completely harmless against all actions, proceedings, claims, and demands from any loss of or damage to equipment, materials, supplies and structures supplied or procured by The LSP and intended to be used in the Work, until the Work is accepted by ELGIN COUNTY. G -Tel Locate Service Contract 14 1150 Frances St. — FL 2, London, Ontario N5W 5N5 Voice: (519) 439-0763, Fax: (519) 439-0769, Toll -Free: 1-866-692-0208 Website: gw. m tel.ca 23.3. The LSP is liable for and shall indemnify and save ELGIN COUNTY completely harmless against all actions, proceedings, claims, and demands from any loss of or damage to The LSP's or its Sub Locate Service Providers [SLSP] or their employees' property and rented items. 23.4. Neither Party is liable for any indirect or consequential damages including loss of profits or loss of anticipated profits sustained by the other Party in the performance, purported performance, or non-performance of this Agreement. 23.5. Any protection afforded The LSP or ELGIN COUNTY or its clients under this Section applies to the benefit of their respective employees, officers, directors, agents, Sub Locate Service Providers [SLSP] and Affiliates. 24. INSURANCE 24.1. Required Insurance. The LSP shall, at all times during the initial Term of this Agreement or any extensions thereof, subscribe to the following insurance policies from reliable insurance companies acceptable to ELGIN COUNTY and shall maintain such policies in effect: 24.1.1. Automobile liability insurance covering owned or leased motor vehicles used in connection with the work with limits of not less than FIVE million dollars ($5,000,000) for injury, death, or property damage including consequential loss resulting from any one occurrence; 24.1.2. Comprehensive general liability insurance with limits of not less than FIVE million dollars ($5,000,000) for injury, death, or property damage including consequential loss resulting from any one occurrence. Coverage shall provide for products liability and completed operations liability, non -owned automobile liability, blanket contractual liability, employer's liability and broad form property damage and shall include cross -liability and severability of interests clauses; 24.1.3. An errors and omissions liability insurance policy with coverage of at least two million dollars ($2,000,000) covering losses or damages resulting in respect of the Work provided hereunder, regardless of whether this Work was approved or accepted by an ELGIN COUNTY Authorized Representative. All insurance policies shall include a waiver of subrogation rights against ELGIN COUNTY and be primary with regard to other similar or complementary insurance. Any deductible or self-insured retention provision in such insurance policies shall be of a level acceptable to ELGIN COUNTY. The comprehensive general liability insurance policy shall name ELGIN COUNTY and its clients as additional insureds. 24.2. Notice. All the aforementioned policies shall stipulate that they may not be cancelled or become invalid for any reason whatsoever, or changed, unless the insurer provides ELGIN COUNTY with THIRTY [30] days' prior written notice. 24.3. Evidence. The LSP shall provide ELGIN COUNTY, upon the signature of this Agreement and at any time at ELGIN COUNTY's request during the Term, evidence of the above insurance coverage in the form of a certificate of insurance or a certified copy of the relevant insurance policy. Each such policy will be endorsed to require the insurer to provide ELGIN COUNTY with THIRTY [30] days' notice of any G -Tel Locate Service Contract 15 1150 Frances St. — FL 2, London, Ontario N5W 5N5 Voice: (519) 439-0763, Fax: (519) 439-0769, Toll -Free: 1-866-692-0208 Website: Aw. m tel.ca cancellation or material changes to any of the policies. The LSP will not permit any such insurance policy to lapse. If The LSP cancels such insurance policy, it will provide THIRTY [30] days' notice to ELGIN COUNTY prior to cancelling such insurance policy and will promptly replace such insurance policy in accordance with this Section, without lapse in coverage. 24.4. ELGIN COUNTY Right to Insure. If The LSP fails to subscribe to the insurance policies specified in this section or fails to maintain said policies in effect, in addition to any other rights and remedies available, ELGIN COUNTY may subscribe to such insurance policies itself, provide The LSP with proof of subscription, and either require The LSP to repay ELGIN COUNTY the cost of subscription or allow ELGIN COUNTY to deduct said cost from the amounts ELGIN COUNTY owes The LSP. 25. RIGHT TO TERMINATE AGREEMENT 25.1. For Convenience, ELGIN COUNTY may terminate this Agreement, upon THIRTY [30] days written notice to Locate Service Provider [LSP] without reason or cause. 25.2. Insolvency. Either Party may terminate this Agreement, upon prior written notice to the other Party, if such other Party is subject to proceedings in bankruptcy or insolvency, voluntarily or involuntarily, if a receiver is appointed with or without The LSP's consent, if the other Party assigns its property to its creditors or performs any other act of bankruptcy, or if the other Party becomes insolvent or cannot pay its debts when they are due. 25.3. Breach. In addition to any other rights and remedies available to it, ELGIN COUNTY may terminate this Agreement in the event of material breach by The LSP of its obligations hereunder, including representations, warranties and covenants, provided that such breach is not cured within TEN [10] Business Days of notification by ELGIN COUNTY of such breach. 25.4. Completion of Work. In the event of a termination pursuant to Section 25.3, ELGIN COUNTY may complete the Work contracted hereunder or have it completed on its behalf, and The LSP shall reimburse ELGIN COUNTY, upon request, for ELGIN COUNTY's costs in completing the Work. If there is any amount owing from ELGIN COUNTY to The LSP, ELGIN COUNTY may deduct said charges from any amount owed to The LSP. 26. DISPUTE RESOLUTION 26.1. Escalation Procedure. If the Parties are unable to settle a dispute arising from this Agreement, then notice shall be provided to the respective ELGIN COUNTY and Locate Service Provider [LSP] Authorized Representatives. In the event that such ELGIN COUNTY and Locate Service Provider [LSP] Authorized Representatives cannot resolve the dispute within FIVE [5] Business Days, then such dispute shall be escalated to the immediate supervisors of ELGIN COUNTY Authorized Representative and Locate Service Provider [LSP] Authorized Representative, who shall have an additional TWENTY [20] Business Days to resolve such dispute. In the event that the dispute remains unresolved, then either Party may request arbitration, in accordance with the laws of Ontario then in effect. The decision of the arbitrator, which may include an award of costs in the matter, shall be final and binding upon the Parties. G -Tel Locate Service Contract 16 1150 Frances St. — FL 2, London, Ontario N5W 5N5 Voice: (519) 439-0763, Fax: (519) 439-0769, Toll -Free: 1-866-692-0208 Website: CTw. m tel.ca 26.2. Continued Performance. Subject to the provisions of this Agreement and other than the specific subject matter of the dispute, the Parties shall continue the performance of their obligations during the resolution of any dispute or disagreement, including during any period of arbitration, unless and until this Agreement is terminated or expires in accordance with its terms and conditions. 26.3. Iniunctive Relief. Notwithstanding the provisions of this Section 26, each Party shall retain the right and nothing shall prevent either Party from seeking immediate injunctive relief if, in its business judgement, such relief is necessary to protect its interests prior to utilizing or completing the dispute resolution processes described in Section 26.1, including without limitation in respect of a claim by a Party based on a breach of the confidentiality obligations herein. 26.4. Exclusions. Notwithstanding the provisions of this Section 26, disputes involving the following matters shall be excluded from the dispute resolution processes set out in Section 26.1: 26.4.1. Renewal under Section 3.2; 26.4.2. Any law suits involving third parties; and 26.4.3. Intellectual Property Rights, whether initiated by third parties or by a Party. 27. ASSIGNMENT 27.1. Assignment. This Agreement shall not be assigned by either Party in whole or in part, without the other Party's prior written consent. Assignment in accordance with the foregoing shall not relieve The LSP of its obligations hereunder. Notwithstanding the foregoing, ELGIN COUNTY may, without prior notice, assign this Agreement to any of its Affiliates. 28. FORCE MAJEURE 28.1. Force Majeure. No Party to this Agreement shall be liable to the other Party for any failure or delay in fulfilling an obligation hereunder, if said failure or delay is attributable to circumstances beyond its control, including any fire, labour dispute or government measure ("Force Majeure'). The Parties agree that the deadline for fulfilling the obligation in question shall be extended for a period of time equal to that of the continuance of the Force Majeure. The LSP shall use all commercially reasonable efforts to minimize the effect of the Force Majeure on its performance under this Agreement. Notwithstanding the continuance of an event of Force Majeure, The LSP may not delay performance of any Work under any circumstances by more than SEVEN [7] days , otherwise ELGIN COUNTY may terminate this Agreement or any Work in whole or in part and obtain the same services from a third party, at its discretion. 29. GOVERNING LAW 29.1 Governina Law. This Agreement shall be governed by and construed in accordance with the laws of the Province of Ontario and the laws of Canada applicable therein. The Parties hereby irrevocably attorn to the exclusive jurisdiction of the courts of the Province of Ontario for any legal proceedings arising out of this Agreement or the performance of the obligations hereunder. G -Tel Locate Service Contract 17 1150 Frances St. — FL 2, London, Ontario N5W 5N5 Voice: (519) 439-0763, Fax: (519) 439-0769, Toll -Free: 1-866-692-0208 Website: Aw. m tel.ca [Remainder of page intentionally blank. Signature page follows.] G -Tel Locate Service Contract 18 1150 Frances St. — FL 2, London, Ontario N5W 5N5 Voice: (519) 439-0763, Fax: (519) 439-0769, Toll -Free: 1-866-692-0208 Website: Aw. m tel.ca IN WITNESS WHEREOF the parties hereto have duly executed this Agreement as of the day and year first above written. "G -Tel Engineering Signature Name: Title: I have authority to bind the Corporation." "CORPORATION OF THE COUNTY OF ELGIN Signature Name: Mark McDonald Title: Chief Administrative Officer Signature Name: Bernie Wiehle Title: Warden We have authority to bind the Corporation." G -Tel Locate Service Contract 19 1150 Frances St. — FL 2, London, Ontario N5W 5N5 Voice: (519) 439-0763, Fax: (519) 439-0769, Toll -Free: 1-866-692-0208 Website: �Qw. m tel.ca SCHEDULE "A" — OFFICE LOOK UP AND CLEARANCE OF LOCATE REQUESTS Elain County Hydro Locates — Office Clear Locate Requests for sites within the Elgin County Trial Area will be directly transmitted by Ontario One Call to G -Tel. 1] G -Tel will investigate each Locate Request to determine if the description of the location is understandable. If not, G -Tel will contact the requester to obtain an acceptable description of the work site and requested locate. 2] G -Tel will investigate each Locate Request to identify any Request that is outside of the Elgin County Trial Area. Such Requests will be transmitted to the requester if outside Elgin County boundaries 3] Each Locate Request that has passed items 1 & 2, will be Looked Up by G -Tel using the Elgin County maps to determine if the requested work site is clear of Elgin County underground plant. See separate process flow for Elgin County office clears. If the Request is determined to be clear of Elgin County underground plant: 4] G -Tel will notify the requester that the Locate Request is clear of Elgin County owned underground plant. A statement describing that this clearance only applies to Elgin County owned plant should be made to the customer. G -Tel will maintain records of the cleared locate for future reference and provide Ontario One Call with necessary feedback of locate completion as required by One Call. G -Tel Locate Service Contract 20 1150 Frances St. — FL 2, London, Ontario N5W 51\15 Voice: (519) 439-0763, Fax: (519) 439-0769, Toll -Free: 1-866-692-0208 Website: �Iw. m tel.ca SCHEDULE "B" - PRICES FOR THE SERVICES Corporation of the County of Elgin 450 Sunset Dr St. Thomas, ON N5R 5V1 Proposed Schedule of Rates 1150 Frances St Flr 2 London, ON, N5W 5N5 Harmonized Sales Tax (# 134620129RT) Note : Pricing is per segment and 1 Segment = 1 City block centre line to centre line or 300m in the rurals G -Tel Locate Service Contract 21 1150 Frances St. - FL 2, London, Ontario N5W 51\15 Voice: (519) 439-0763, Fax: (519) 439-0769, Toll -Free: 1-866-692-0208 Website: �Zw. m tel.ca Requests Na. Utilities Year 1 Year 2 with 2 Increase Year 3 with 2 /s Increase, Standard and Priority Requests 1 $39.25 $40.04 $40.84 2 $36.25 $36.98 $37.71 3 $34.00 $34.68 $35.37 4 $32.75 $33.41 $34.07 Emergency Locates No, utilities Rate During Business Hours (7:00 - 19:00) 1 $49.00 $49.98 $50.98 2 $44.30 $45.19 $46.09 3 1 $41.25 $42.08 $42.92 4 1 $40.25 $41.06 $41.88 After Business Hours (19:00 - 7:00) 1 $91.20 $93.02 $94.88 2 $85.25 $86.96 $88.69 3 $81.15 $82.77 $84.43 4 $78.75 $80.33 $81.93 Other Requests Rate Locate Hourly Rate - Special Projects $60.00 $61.20 $62.42 Look Up - Unit Price per request 1 1 $1.75 1 $1.79 1 $1.82 Office Clear - per cleared request 1 1 $3.25 1 $3.32 1 $3.38 Harmonized Sales Tax (# 134620129RT) Note : Pricing is per segment and 1 Segment = 1 City block centre line to centre line or 300m in the rurals G -Tel Locate Service Contract 21 1150 Frances St. - FL 2, London, Ontario N5W 51\15 Voice: (519) 439-0763, Fax: (519) 439-0769, Toll -Free: 1-866-692-0208 Website: �Zw. m tel.ca SCHEDULE "C" — Locate Form Example Pmgv 0 Atniffary Locallil Sheeil Pho", 50 439 CIO li -, 066 691, 1112114 1 E R al,� R66,643 '920H rjLoil 11,,Aru [1]r rii uneMldio,N 0- 01,11,nu, rjbl_l X qhl, 011 'ho, CJI YVq,kYl,'. EJ ffminoonlow9f� I OCA4 LI I AREA: I Xt."AVAI (IN SI I A L L N'01W() It k 04 I'S I, lYr 'I H I,", LOC'AlA,'D Ali L.A 1611'HOU f 03T , M W', .Asl owx�,F_ .. . ........................................................................................................................................................................................................ 11,6 0, N I llI Lh* 14A W Uirb GL Ill ft" lu bme.kie fl,w - wil F 7H cbktle 0.0111 FIu*111 To %fidA, P.d.,uw EA r4wWw"y 4M- potjmml M ro"ernwet.bw r R bova.iv - ir a,VA, l6r.l !anew. Mg a 4j Yo jOr lbib fo al&N Mill I Cim URI •tir-Mt* —(Ma— OR. (Ma—OR. vMlw TflIf.O."Il M Swill 14, W.M g."da"y 61 Vd.ct-t. M] WA. W. - 'Km.,_, Ww" 4", WM, M"Ahl, j(D wft16wwMAlAM I HRAOW*ll 10 Tira"llTll� 511l 11 I4M IN 11 VP I'M( 1-1 1, I K)l$� Y 1k, I li,* AS � IB M9 SU R r, D HOP I UPS 11'%I 1,y "R010 r 11F I� II �J) 0/0, K pMJ 10 A%,d)II N tAkl,M, I M 11,11- 1NI)f R I f I h I 111 ',' I I ",'I A D�kMM fl' I 111 PA K 1, ) 0 1 j% If IiC I I f V V l I Ali i I F DAMAGE IJN"rA4(J44 UNCI I'll AsfCll)'N'k ACII 1'01 L VA ( 11 J I'll il [,R F01;4TE I A VIEPI If % A14 IP, S A N 1) AITST BF VER IFITI) TIN 11 AND I�ll CI R VACUUM F XCA VA"N I ON F] I n-C,%TFn, A RE,' 11 AS RFF Vd I FRED NS PER: M, h is llw-n, N id A "'ll" ill Ii I Iw juri. il 1d Iv sfi,vPlv T 11'. A, 0 d, ilk "M I., xied I, 4t' -w -m , ,, N " ", un al — junoff'" `Ilk IR lM.rSYr prl*,Igely ll a,erflue� trf,ra halonliil lwelfi Ierylee Pprc,p�rli owha. A cup) fifIthbA iniflar) Lol if S fito ililull aw 1,11 bilau y Ugll r Sbect musl 4v on Ali, and hil lhill haod s of lbr P"all upt, raku ir during wark op ern Sitffuld sketch nad marldings not eMadde, a, nes Illwalre inust be obbined. hi� Uh un j Wrio 1W�§ G - Te I G -Tel Locate Service Contract 22 1150 Frances St. — FL 2, London, Ontario N5W 51\15 Voice: (519) 439-0763, Fax: (519) 439-0769, Toll -Free: 1-866-692-0208 Website: gw.gtel.ca Schedule D - G -TEL QUALITY OBJECTIVES 5, _' QUALITY 0,13JE1_`T1_%,7ES - CU(STONJER FOCUS (3 -Tel i� comi.,cuilte4l to achleve atid nimillikiln ccinturtud, Twmrtrds quallry,. Tbi'� re q1X)j-nl kill] ty will 1)c- aaonlj'ww'Ilkdied by est,,ibhshli! c1car Qwhty These geols P. aga'd CA"j'aq6V'e5 will 01.1'��' dcsigled tc'w lg-llprovc OTRK fes'44og i;l The Qualiry %%"ill be cst,,ibfishtcl and iai�v�vcd As 1"'�art ofIlle, Q"'uodfly,Symeln Re6iov. The Lk,!Anngel� 'Ail'i cas:ulrc tIra Quality Q'k�jccti)-cs ahpa mid arc �onsiitcwl with G"W"s Q-Crallwrpqrate 5, -1 1, G -TSL OLTAI ITT Y OBJEC TIVES L71 -ILITY D)CATES <j-'rcl's 101 Utdiry Locarcs QuAlly ()b_jcCti'%'CS ALCI, I � I:"Iatnt ige,w pr 100() urility, locatctncna ,�o"ll, m 0,0", 2. Qikah�y Audit Goliformance 981�'� 3, Ernarpltc')" Resparase, Good, = 1001,6 :. ctictamed Da usCiod2Y"fl,, 6. I'l�til-l-o3w Ac,ckii,;,Rcyp,(Scgiiiiir4,-,,itiol:k) Qc�'fl rvw 1000"o G -Tel Locate Service Contract 23 1150 Frances St. — FL 2, London, Ontario N5W 5N5 Voice: (519) 439-0763, Fax: (519) 439-0769, Toll -Free: 1-866-692-0208 Website: Kmtel.ca �iw��rrmJJlJ)G� ._ gii REPORT TO COUNTY COUNCIL FROM: Rob Bryce, Director of Human Resources DATE: January 21, 2016 SUBJECT: County of Elgin 2016 Mileage Rate INTRODUCTION: In accordance with Human Resources Policy 10.50, employees who do not have a County -supplied vehicle will be paid a mileage rate for use of their own vehicle on County business. For the last six years, the current rate has remained unchanged at 49.5 cents per kilometre and is market -competitive. DISCUSSION: Until 2006, staff reviewed the mileage rate annually and recommended any changes to County Council for approval. Effective 2006, Council directed staff to implement the same kilometric rate established by the Treasury Board of Canada Secretariat on an annual basis. The January 1, 2016 Treasury Board rate for travel in Ontario is 54 cents per kilometre. The 2016 Canada Revenue Agency rates are 54.0 cents per kilometre for the first 5,000 kilometres driven and 48.0 cents per kilometre driven thereafter. A review of mileage rate reimbursements provided by other municipal employers suggests the County's current rate of 49.5 cents per kilometre is competitive. A survey of 22 area municipalities resulted in a large range of responses showing reimbursement rates of 44 to 55 cents per kilometre. The average rate was 49.7 cents per kilometre and the median response (half the municipalities providing greater reimbursement and half providing less) was 49.0 cents per kilometre. CONCLUSION: The County's mileage rate is competitive and should remain unchanged for 2016. RECOMMENDATION: THAT County Council direct staff to freeze the mileage rate for 2016 at the current level of 49.5 cents per kilometre. All of which is Respectfully Submitted Approved for Submission Rob Bryce Mark G. McDonald Director of Human Resources Chief Administrative Officer 55 �iw��rrmJJlJ)G� ._ gii REPORT TO COUNTY COUNCIL FROM: Rob Bryce, Director of Human Resources DATE: January 20, 2016 SUBJECT: Human Resources Policy 5.60 Amendments INTRODUCTION: Human Resources update policies from time to time to reflect current administrative or legislative requirements. This report provides a proposed update to Human Resources Policy 5.60 (Short Term Disability). DISCUSSION: Human Resources (HR) Policy 5.60 deals with the provision of short term disability benefits and is applicable to all non union full time employees. This policy was last updated in 2007. Since that time, there have been changes to the administration of the policy, including re -sourcing the administration of the program. Legislative changes pertaining to maternity and/or parental leave also necessitate updates to the policy. Benefit levels paid to employees and duration of coverage remains unchanged. CONCLUSION: The recommended changes to HR Policy 5.60 will ensure that the policy reflects current administrative procedures and legislative requirements. RECOMMENDATIONS: THAT County Council approve the report titled "Human Resources Policy 5.60 Amendments" dated January 20, 2016; and, THAT County Council approve and adopt the attached corresponding policy changes (Human Resources Policy Number 5.60), as soon as practicable. All of which is Respectfully Submitted Approved for Submission Rob Bryce Mark G. McDonald Director of Human Resources Chief Administrative Officer 56 County of Elgin Human Resources Policy Manual Code - NU/FT Page 1 of 4 SHORT-TERM DISABILITY Section: 5 Subject: Short-term Disability Policy Number: 5.60 Date Approved: Sept. 11/91 Date Last Revision: OG i 1610"' A. Each non-union employee, upon completion of three months continuous service with the County, shall be eligible for the R@W short-term disability benefit. Employees that begin their service with the County of Elgin, as contract employees, will be eligible for short-term benefits when they attain regular employment, subject to section 1.20 (d) ii. B. Benefits as outlined below (C.) will commence on the first day of disability due to a non -occupational accident or sickness and will be payable at current rates for up to 75 days in any calendar year. C Length of Service (At December 31st) Insured Days 66 2/3 of Full Salary Salary 3 months but less than 1 year 5 70 1 year but less than 2 years 10 65 2 years but less than 3 years 15 60 3 years but less than 4 years 20 55 4 years but less than 5 years 25 50 5 years but less than 6 years 30 45 6 years but less than 7 years 35 40 7 years but less than 8 years 45 30 8 years but less than 9 years 55 20 9 years but less than 10 years 65 10 Over 10 years 75 0 Where an employee completes his/her three (3) months of continuous service and is unable to be credited with insured days as indicated in the table, full or 66 2/3 insured days shall be calculated on a prorated basis for the current year by taking the number of days from the completion of the probation period to December 31 st of that year over 365 and multiplied by 5 and 70 respectively. Credits will be in multiples of one-quarter days. i.e.. Employee starts March 15 and completes probation period June 14. Calculation - June 15 to December 31 = 200 days 57 County of Elgin Human Resources Policy Manual Code - NU/FT Page 2 of 4 C. 200 x 5 = 2.73 or 2 3/4 days at full pay 365 Section: 5 Subject: Short -Term Disability Policy Number: 5.60 Date Approved: Sept. 11/91 Date Last Revision: GG i 1610"' 200 x 70 = 38.36 or 38 1/4 days at 66 2/3's pay 365 D. ulp....uupui days ~gill' uuteicna1:!Gaply be Pei RStat9d at J aR uary 4 st of uuGpu year, ....Ibased ....9R uu Ieiggth ef serve:Ge at 1 ua tae rr e, SII a �� uui;:.. �iC ua�:wu at t ue Bi rue ei:...wee k4ig.,, E. a) These days may not be used to top up Workplace Safety and Insurance Board benefits. �II�}� .... a ru�llup�uu��u el'1�u 0imuu��i.1�uuii� 1e�� eu��i��u ��..W�u�w;u1a�uu� ��u�1i11ue�uuu�� e�uu u1 ip��aem the.IlpayrRuu :t qui 66 2/3 F. An employee absent on a Statutory Holiday while on Short Term Disability, will have that day imgggldgd paid as shoii term diuullJilt:` ..................................... G. Any days to the credit of the employee contain no cash value, on termination of employment, by reason of retirement or otherwise. H. (a) After an employee has had three (3) periods of sick leave of three (3) days or less within a calendar year, the Employer may refuse to pay for the fourth or subsequent period of sick leave, notwithstanding that the employee has accumulated sick leave to his/her credit. It is understood that this provision is an endeavour to eliminate abuses of sick leave and is in addition to any other disciplinary action which the Employer may deem fit to invoke. (b) In order to protect the privacy of all employees and provide a fair and consistent method of managing all claims, where sick leave absence has or will be in excess of three consecutive days the following will apply: 1. The supervisor shall notify the Human Resources G9941qateemof any absence in excess of three (3) consecutive scheduled shifts. 2. Tn;@ Human Resources994:!'Rat9im...-shall provide the forms to the employee to be completed and 69114t....4i9G# 9 419 41iim ....p al!4y P1441 69buGt@d by the 4:19 @rupl9 y@9 GaR llg9t...9 14R...01 erruu prki m te they e 4bu.@RG :1 #IiH:d.. party dau4bi44y rRaRag9r Rt Il;er9Vkl9r FRay uuR018 C91:ruu 4P9G#y to hi?�� 14:11ppqyei? Gil: to hi? dim a:t MRg llui a t:tilenei. l fl:n ei:e W County of Elgin Human Resources Policy Manual Code - NU/FT Page 3 of 4 Section: 5 Subject: Short -Term Disability Policy Number: 5.60 Date Approved: Sept. 11/91 Date Last Revision: QGt, 1610"' w4[; II Iumaiiq I::GS9UeG9 „ 3. p ;@ II IYrn iii 9914!Rat9e sI:: a4 uqe4f #u9;� H!4 p ai# irimrR..e 018 a�bG@RG@ 4. pnp.@ #;iH:d pai#y PueR.. II pp�nmn II�eso juices shall work closely with the employee,, and attending physician aR 0;9 eicnpl'eyeim to have a successful return to work. 5. Employees shall be responsible for providing all medically required documentation directly to ;9 O*d....Ilp ity 464;a�4:ty rH iii 09rHouqi 6. The employee is responsible for obtaining the required documentation at his/her own expense. The employee shall be reimbursed for all reasonable costs of obtaining medical documentation forms required by the County's third party disability management provider, if the absence is supported through adjudication and by original receipts. If the claim is not supported, then the employee is not eligible to claim reimbursement. An employee who is absent from employment due to pregnancy related at R@Ss gg�� Dp�l cation�s....or childbirth is not eligible for &! k L9,4V@ Il ay pg,r!]. JSM,-iI,i, y 'Nt. during: (a) the period commencing ten (10) weeks prior to the calendar week of the expected date of delivery and ending with the sixth (6th) week after the calendar week at which the actual delivery takes place or; (b) any maternity 2L ps i ental leave of absence mutually agreed to by you and the Employer or; (c) any period of time for which you are eligible to receive maternity 2 ....1122 gD!2.l benefits as provided by the Employment Insurance Act. 59 County of Elgin Section: 5 Human Resources Policy Manual Subject: Short -Term Disability Code - NU/FT Page 4 of 4 Policy Number: 5.60 Date Approved: Sept. 11/91 Date Last Revision: QGt, 11616"' J. Short-term disability benefits :;n'Gh 1149614 t914@ .11paki 11piie m to age 66 4111 G9R:tr:iRY9 URt4 4:19 er::Rp�1eyee has d @ wd4�Nve a it iu41 of a:t �east 4488R (4 6) W846 9:f b�@R@:PiS ei! Inw"k^s ex4ays4: Formatted: Heading 6,Left, Indent: w" k^GGUd':R4w"kte 44ld SI Gk 4"7, 94 LU°Rt4 419.@.d"RP19` 99 �S Illg9,.Qk"1C 9d"...46w"k^I 4ed X11 ihe.. d"Rp4 gygq Left: 0 cm, First line: 0 cm, Hyphenate, Tab stops: Not at -2.54 4^ V4 U14'U�° 41" U;U14 U4°dl" i X11 n h4U1 p'� nd 41 d l X11 'n„ 114 i� n 41I�4�1 d 4U':,, n 4m "' 66 �1'' cm + -1.27 cm + 0.95 cm + 2.03 cm etl res + 3.3 cm + 10.67 cm + 12.95 cm Special Circumstance: Example An employee has returned to work following a lengthy illness. All seventy-five (75) sick days were exhausted. Perhaps the employee was even on long term disability. In the unlikely event that this employee becomes ill again: a) If the medical documentation indicates that the illness is a recurrence of the original condition, every effort will be made with the long-term disability insurance carrier to have the long-term disability claim re-established. b) If the medical documentation clearly indicates that the reason for the absence is totally unrelated to the condition that previously caused the employee to be absent, the employee will have the short term disability plan restarted: i.e. 75 days, but @ 66 2/3 of salary. erarfo0'(0JJyJ6 ;r� REPORT TO COUNTY COUNCIL FROM: Rob Bryce, Director of Human Resources DATE: February 1, 2016 SUBJECT: Employee Benefits Renewal 2016 INTRODUCTION: The annual renewal report for the County of Elgin and member municipalities from Mosey and Mosey, Benefits Consultants was received on February 1, 2016. The report summarizes the consultant's analysis of the group benefits renewal action required by Manulife Financial, effective March 1, 2016. As part of the 2016 benefits renewal, Human Resources staff worked with Mosey and Mosey to ensure that benefit coverage and associated underwriting costs continue to remain competitive. County staff is satisfied with the renewal as negotiated by Mosey and Mosey with Manulife Financial and recommends renewal of this year's employee benefits program with them. DISCUSSION: Mosey & Mosey has a large block of business with Manulife Financial and a sound business relationship with the insurer. As a result of this partnership, the consultant is able to negotiate better overall renewal costs for the County of Elgin and participating municipalities. For rating purposes, the County of Elgin and member municipalities consortium plan have been regarded as one large group in order to attain the best rates, allowing participating lower -tier members the benefit of increased purchasing power that is available through pooled insurance. Membership currently includes Central Elgin, Bayham, Malahide, Dutton/Dunwich, Aylmer and Southwold. The Extended Health Care and Dental Care benefits are underwritten on a fully experience -rated basis. Rates are established based on the financial results generated by the paid premium and paid claims experience for the County of Elgin and member municipalities consortium plan. For Council's information, the table below summarizes the recent history of Manulife Financial renewal rate action, by benefit line: 61 The negotiated renewal costs with Manulife Financial will result in an upward adjustment in overall premiums — an increase of 6.4% for the County of Elgin's plan representing an additional annual cost over current rates of $71,988 including provincial sales tax. CONCLUSION: Human Resources staff recommends acceptance of the renewal rate adjustments with Manulife Financial effective March 1, 2016. RECOMMENDATION: THAT County Council approve the negotiated renewal rate adjustments with Manulife Financial for the County of Elgin, effective March 1, 2016. All of which is Respectfully Submitted Approved for Submission Rob Bryce Mark G. McDonald Director of Human Resources Chief Administrative Officer W 2012 2013 2014 2015 2016 Benefit Renewal Renewal Renewal Renewal Renewal Life (25.0)% No Change 9.0% 11.0% 8.0% AD&D No Change No Change No Change No Change No Change LTD No Change No Change 15.5% 7.0% 7.0% EHC (2.2)% 9.0% No Change No Change 5.0% Dental 7.1% (4.1)% (1.8%) 6.0% 9.0% +ODA Fee +ODA Fee +ODA Fee +ODA Fee + ODA Fee Guide Guide Guide Guide Guide I ncrease I ncrease I ncrease I ncrease I ncrease Overall (1.9)% 4.0% 2.4% 3.1% 6.4% The negotiated renewal costs with Manulife Financial will result in an upward adjustment in overall premiums — an increase of 6.4% for the County of Elgin's plan representing an additional annual cost over current rates of $71,988 including provincial sales tax. CONCLUSION: Human Resources staff recommends acceptance of the renewal rate adjustments with Manulife Financial effective March 1, 2016. RECOMMENDATION: THAT County Council approve the negotiated renewal rate adjustments with Manulife Financial for the County of Elgin, effective March 1, 2016. All of which is Respectfully Submitted Approved for Submission Rob Bryce Mark G. McDonald Director of Human Resources Chief Administrative Officer W yiu�wnnU111�� IAgin! REPORT TO COUNTY COUNCIL FROM: Stephen H. Gibson, County Solicitor DATE: January 25, 2016 SUBJECT: Memorandum of Understanding (MOU) for Legal Services INTRODUCTION: In keeping with Council's direction, attached for consideration is a draft Memorandum of Understanding for Legal Services to be provided by the County Solicitor to select clients. The purpose of the MOU is to outline the terms and conditions of the legal services being offered to specified local municipal partners. DISCUSSION: In an effort to clarify roles, responsibilities and fees associated with providing certain legal services to select clients a MOU has been drafted. The attached document will serve as the basis for any solicitor -client interaction going forward. CONCLUSION: It is imperative that parties to any agreement have a fundamental understanding of the terms and conditions of said agreement. The MOU, as attached, seeks to bring clarity to the services offered and the conditions under which advice is provided. RECOMMENDATIONS: THAT the attached Memorandum of Understanding (MOU) for Legal Services be approved; and, THAT the County Solicitor be authorized and directed to execute said document with select clients as directed by the Chief Administrative Officer. All of which is Respectfully Submitted Approved for Submission Stephen H. Gibson Mark G. McDonald County Solicitor Chief Administrative Officer 63 This Memorandum of Understanding is made effective January 1, 2016. BETWEEN: Corporation of the County of Elgin (hereinafter 'Elgin') AND: (hereinafter 'Client') Whereas: (a) Elgin has hired and employs a County Solicitor; (b) Elgin is prepared to allow the County Solicitor to provide legal services to the Client on specified terms and conditions; (c) The Client is prepared and wishes to utilize the legal services provided by the County Solicitor on a non-exclusive, as required basis on the terms and conditions specified by Elgin; (d) Elgin and the Client desire to reduce the terms of the legal services arrangement described above to writing. The Parties as identified above therefore acknowledge and agree as follows: 1. There shall be no specific term for the afore -noted arrangement, although, as set forth below, the rate to be charged by Elgin for legal services shall be reviewed as of January 1 of each calendar year hereafter. 2. The Client Is at liberty to contact the County Solicitor to seek retainer in respect of any specific matter or matters, provided that the County Solicitor, in consultation with Elgin, shall be at liberty to agree to or decline such request by the Client for any reason deemed relevant, including but not limited to qualification to provide the requested legal services and, furthermore, the actual or potential conflict with the interests of Elgin. 3. If the County Solicitor, through Elgin, is retained to provide services to the Client, the County Solicitor shall open a separate file for each matter and thereafter provide services in respect of that matter. In that regard, the County Solicitor shall accurately and fairly record professional time committed to that file on a daily basis. 4. If it becomes necessary to incur an expense in respect of a retained matter, the County Solicitor shall be at liberty to do so on behalf of but without specific authorization from the Client; provided that, if the expense is estimated to exceed $1,000.00, the County Solicitor shall seek authorization from the Client. 5. On or before the 101h day of each month of any retainer for provision of legal services to the Client, Elgin shall issue an invoice to the Client for all professional fees, disbursements, and, if applicable, taxes provided, incurred, or accruing during the previous calendar month, provided that the Client shall receive only one (1) invoice for all such monthly fees, disbursements, and taxes and which invoice shall identify the matter to which such fee and disbursement is to be attributed. 6. The Client shall pay any monthly invoices rendered by Elgin for legal services, including fees, disbursements, and taxes, within 30 days of receipt. 7. If, following a legal services retainer by the Client, it is determined that the County Solicitor is no longer qualified to provide the legal services required by the Client or that the retained matter is then in actual or potential conflict with the interests of Elgin, then the County Solicitor shall be at liberty to forthwith terminate the retainer by the Client for that matter without recourse by the Client; provided that the County Solicitor, for Elgin, shall render and the Client shall pay a final invoice for services rendered and disbursements incurred to the date of termination of retainer in accordance with section 5 above. If a legal services retainer is terminated as set forth above, the County Solicitor shall be at liberty to subsequently represent the interests of Elgin in respect of that matter, subject at all times to his obligations and duties as a member of the Law Society of Upper Canada. 8. Elgin shall at all times ensure that the County Solicitor is a member of the Law Society of Upper Canada, duly licensed and insured so as to allow the practice of law in the Province of Ontario. 9. The County Solicitor agrees to provide all professional services in a fair and proper manner, in accordance with all duties and obligations as a member of the Law Society of Upper Canada, and in accordance with personal skill and experience 10. For calendar year 2016, the rate for professional services provided by the County Solicitor shall be $130.00 per hour, exclusive of disbursements and taxes; provided that such hourly rate shall be reviewed and adjusted, in the unfettered discretion of Elgin, as of January 1 of each subsequent calendar year and further provided that the Client shall at all times have the right and discretion to terminate the services of the County Solicitor for reason of the said increase in hourly rate; but further provided that the County Solicitor shall be at liberty to retain possession of the matter file until all invoices rendered by Elgin for such matter have been paid in full. Did at St. Thomas, Ontario this day of 12016. Corporation of the County of Elgin Per: Name: Position: I have authority to bind Elgin County (Client Name) Per: Name: Position: I have authority to bind the Client 65 yiu�wnnU111�� IAgin! REPORT TO COUNTY COUNCIL FROM: Stephen H Gibson County Solicitor DATE: January 25, 2016 SUBJECT: Approval of Replacement Substitute Prosecutors Agreement INTRODUCTION: This Report seeks approval of a revised Substitute Prosecutors Agreement for the balance of and in substantially the same terms as the existing Prosecutorial Services Contract. DISCUSSION: Since commencement of administration of the Provincial Offences Court by Elgin County in or about 2002, prosecution services for Parts I and II charges have been arranged through Stephen Gibson and the law firm with which he was then associated. Prosecution Services, including the availability of substitute prosecutors, was arranged by Mr. Gibson, including payment of those substitute prosecutors by his firm and chargeback of those expenses to Elgin County as disbursements on Mr. Gibson's own monthly invoice. The most recent Prosecutorial Services Contract was signed in 2014 and provided a term of three (3) years ending March 1, 2017. The parties to that most recent contract included McKenzie Lawyers LLP, Mr. Gibson, and all individual substitute prosecutors. With Mr. Gibson's appointment as in-house County Solicitor, it has become necessary to terminate the existing Prosecutorial Services Contract and enter into a new Substitute Prosecutors Agreement, under which the prosecutors, with the exception of Mr. Gibson, will contract directly with Elgin County. Under this new arrangement, the substitute prosecutors will deliver invoices to Elgin County and be paid directly by Elgin County. Against the above background, the previous Prosecutorial Services Contract was terminated effective December 31, 2015. It is proposed that the same substitute prosecutors who were parties to the previous Prosecutorial Services Contract will enter into a new Substitute Prosecutors Agreement with Elgin County for the balance of the Term of the previous contract, including the availability of up to three (3) consecutive annual renewal periods. The hourly rates for the substitute prosecutorial services under the new Agreement shall remain the same.as had been set forth in the previous Contract. CONCLUSION: The proposed Substitute Prosecutors Agreement is the successor contract to the now terminated Prosecutorial Services Contract, incorporating the same substantive terms, including hourly rates and renewal rights, for the balance of the Term of the previous contract. The proposed Substitute Prosecutors Agreement is, in essence, a housekeeping matter to account for the appointment of an in-house County Solicitor. It is noted that the County Solicitor will continue to act as lead prosecutor and supervise prosecution of all Part I and II charges. RECOMMENDATIONS: THAT County Council approve a Substitute Prosecutors Agreement for Parts I and II charges in Provincial Offences Court for the balance of the Term, plus renewals, of the previous Prosecutorial Services Contract; and, THAT County Council authorize the execution of the Substitute Prosecutors Agreement, as drafted by the County Solicitor. All of which is Respectfully Submitted Approved for Submission Stephen H. Gibson Mark G. McDonald County Solicitor Chief Administrative Officer 67 yiu�wnnU111�� IAgin! REPORT TO COUNTY COUNCIL FROM: Katherine Thompson, Marketing and Communications Coordinator Alan Smith, General Manager Economic Development DATE: January 21, 2016 SUBJECT: Economic Development 2015 Year In Review INTRODUCTION: The Elgin County Economic Development Year In Review is an annual report that provides a comprehensive outline of the Economic Development department's activities over the past year including studies and strategies, partnerships, events, programs, awards, and success stories. DISCUSSION: The report (Appendix A) includes updates regarding the County's Investment Attraction, Business Development, Marketing, and Tourism initiatives. Investment Attraction highlights the promotion of Elgin's employment lands and vacant facilities and includes information on the Dutton Business Park, realtor outreach, membership in the Ontario Food Cluster, and investment attraction tradeshows. The Business Development portion of the report summarizes the launch of the Elgincentives Community Improvement Plan, local workshops and events held throughout 2015, and outlines the activities of the Elgin Business Resource Centre satellite offices in Aylmer and Dutton. Marketing touches on the various advertising and promotional activities undertaken by Economic Development in order to promote Elgin's superior quality of place to potential investors, residents, and visitors. These activities include social media accounts, websites, and other advertising initiatives. The final section of the report outlines the department's tourism promotional activities over the past year, providing updates regarding promotional programs including the Savour Elgin Culinary Trail and the Elgin Arts Trail. The Economic Development Year In Review is sent electronically to a distribution list of approximately 4,500 recipients including local business owners, partner municipality staff and Councillors, and leads and contacts from tradeshows and conferences. In 2014, the report became an entirely digital document in order to be cost effective and environmentally friendly. CONCLUSION: The 2015 Year In Review communicates to local stakeholders, in a succinct way, the activities of the Economic Development department over the past twelve months. RECOMMENDATION: THAT the report titled "2015 Economic Development Year In Review" from the Marketing and Communications Coordinator, dated January 21, 2016 be received and filed. All of which is Respectfully Submitted Katherine Thompson Marketing and Communications Coordinator Alan Smith General Manager of Economic Development Approved for Submission Mark G. McDonald Chief Administrative Officer ew em Lj - Yea. c', o n o m kc-, eve,oi-ome 40-, �2 W D,- 70 =- • To provide opportunities for economic development that foster competitiveness and a positive and attractive business environment. • To cultivate creativity and talent in our rural communities to ensure continued economic growth. • To capitalize on our distinctive local characteristics including local cultural heritage and historical traditions to create appealing and unique places where people want to live, work, and play. 72 0 ioi�lLl D Inquiries u TON PARK 74 000p\goo\\000��\o��c��\ .\ 9 Ki a o ti Community Improvement Program • 43 Inquiries • 10 applications received and approved • $80,134 in approved grants for 2015 • $246,367 total value of projects (grant amount equals 32.5% of total project costs) 76 I a, LIP _a e a 11, 1 _ - _ Targeted Businesses Assisted Per Year by Year 5 Agribusiness 2-3 4 Downtown/ 5 4 Main street Businesses New Business Start- 1-2 2 UPS Accommodation 1 1 Establishments Creative Economy 1-2 1 Businesses 77 "The Elgincentives financial incentive program as provided to Broderick's Ice Cream Parlour in Port Stanley, will greatly assist our efforts to beautify our building and thereby enhance the overall appearance of Bridge Street, a main thoroughfare in and out of the village. It will also help to offset the costs related to improvements in energy efficiency with new windows and doors. Broderick's wishes to express our sincere appreciation to Elgin County for making this possible." — F. Heintz l'gin Place_Based cultural Tourism and How You Can Unlock Its Potential r 1 j— `rhe •sorrshop forced us to rake a new icon arhow wepor*ayourserve toth-world Everyone anerding Me evert! toard new pride in whar makes Thew commni :j• uric�e andleft with an . enrhusi: rrto showcase rhetr co3 .'iiunntlles to nisi, ors. `. 79 W, W o 0.M W.. Agin County Conference Series presents: ACCESSING FOREIGN 1 Tuesday, Movember 24, 2015, gam- pm . eat.£a . St. Thomas Golf & Country Club, 4232.5 Sparta Line, Union . Cost, $15 Elgin County businesses are producing world-class goods, but how do you get those products onto the world market? Learn successful o strategies for navigating intemotional regulations from government 0, representatives and global business experts. Hear from local producers who are already exporting Elgin products all over the world! Register, Visit http://elginexports.eventbrite.ca or call (519) 631-1460 x 168 MIM For more information on speakers and. topics '. visitw*rah€ae,o ti r SPEAKERS M Keynote: hlatasha Apollonova, Associate VP - Policy, Toronto Board of Trade _ Philip Tun, General Counsel 6 Director, Global Business Services, CME 1. Western Union Business Solutions Government Representatives- f1MAFRA Fs ED ME— Current Elgin County Exhorters Businesses Started 17 Jobs Created 20 Total Inquiries 2352 Total Events Hosted 25 Be your own -.. t 80 com p a n Y ELGIN R ..F CE T - Total Inquiries 447 358 Businesses Started 17 7 Jobs Created 26.6 15 Jobs Maintained 32 63.7 Loan Inquiries 72 68 Events/Outreach 55 94 Activities 000", R 0IRV- EEl 2-1 `* 11 �_ � - ' %` Rw'-'% 1; El - --- RGIN '. i��o ffl_ i Up- Visits New Visitors Scarch „ak— f1-1-1— �n Business E.v, ^ac en ar,t .ny I , —�n EI;j; r, t t, t c3r, cn,,c. -`-.c a3 E..Fofe`_. '1S' _.,:. I?S v ,Cv cm, orice Take a t-j-oi Cos _.G..al l el E> 7 -�'lS, a.:i,i - _.u._ ancc 7790 79.97% Returning Visitors 20.03% Visits 34,089 New Visitors Returning Visitors F -IR r c M U IG U_ - Elgin County Visitor's Guide Distribution 401000 Copies Tourism Members 140 Businesses Visitors to Tourism Kiosks and Mobile Cruiser 7100 Experience Elgin Summer Contest Entries 1900 .8 91 2 � � 1 6 t '111 / as 0 CIP is currently accepting applicadons. 0 Business R a n d Expansion F — u p 0 Launch of New TVideo 0 Redesigned TWebsite 0 Alternative AStrategy 92 Progressive - Nature M Li IV WILL MIN\\ \\\ \k BSA A IF lLm IF IF 16m, 16m o He --o and We -come to the 1_ Year in Review. Alan Smith General Manager=- _ n N For more information about Elgin Countys business community- high quality of life- or our Drograms and initiatives Dlease contact 519-631-1460 x 168 or visit x Economic Deve oDment Staff rx-ate BU -ns Ga--ag-her Jess ca N-tt es!)- liatnenne T nompson Justin Dwas -na sey D.-ncan 'Our5sm Ser ces ,_on rri na :rlncan, d -gin -c -a jess-ca DeBac- Ke,e 2010 -Y -AR INVESTMENT ATTRACTION Dutton -ands Project Rea -to- 'eh cc)Cv�� 111-U ION s; ESS, PARK AM Canad-an -f`- eho-oy Show in Sep,__ m . - os _ _...me Co nOM DeveI=. r \ \ ou d ��\\ _ \\ Of On � \. -DCO -nv-eo -de Ontaft oodcaste- aWWW-onre 2015 YEAR REV Em u ............ liqll lli��l liq �Wmcemm ive-s %moo-_ - - Imorove_ _ _ Wes- ��n ----- `£ fNW K nt 100 2010- Y m:AR N Rm ':-.W G -e- -e_ ---_ .j v a_ _ D _ a-�--V wnprmernemPro 3 - lr,G_ ,- Con__.s _ __ _ _urea - in_v _� . v ..� uv n Ae - l Wlan Fl rl c _ :-_ __rl __. N _ _ _ _- _ _s_ u _ appearance _ _ -._ _ _.�-rance enhance the customer expe-ear res- anal -enrnng rear en, r enc.-_ --ee-- --- �-- ___ karant as a itell owe am y -_ Loca r-= s-oos and Elgin County Conference Series Local Business Shows Bridges to Better Business 103 10 2015 YEARN Rm EW AmbassadorProgram mer on on rhe prm�rarn Please -� can �6 e a Sma-- -nes - rprise Centie __- _ _� S_.v s _��_ _ � _ _n __u. _ _ _ _u_ _- ___ � ...:_ . aner Cos- SBEC STATS FOR JANUARY TO DECEMBER 2015 sse Starter Company Success Stories 2015 YEARN REVSW -- - -nem Resource centre _BRC) --e--_-Te Offices AYLMER OFFICE Satellite Office Success Stories Water Belmontlgency, recen 'v ser. ces n me area anal neer-ler-I a 'ora-- on --o- no -se ._no _ss . __ - �v _ _ . DUTTON OFFICE a._ �_ _a -0 Ma .-_d Z5 6---- es 66 en s 0 rear, vlow iWei 010 ELGIN BUSMESS RLSOILIRC-E. 11■a 8a snare c.-ul- anrl Do en a" nrler heir Del- anrl sales na.e more Man rin Nerl 11■a 2015 YEARN REVEW 13 arm in No.ember was anno-m-erl on 5 2015 YEARN REVEW 13 - er r-se� On -nem s Man-Compe- - �- _ _ owner v ._, _ _ wonv 14 2010 - Y --.AR N Rm ' .-W WIN U- r—IR E LG Ala tc MARKETING Socla- Media 91 '» .«« _ m,s m z�« s ,v a � J ., =�,x �:>: ,� .,yaw,,.a Lm mU--is %nma,c: rn Most Accessed Content According to Google Analytics Data is[@] 2010- ` -_ - '7 N.iewsietter WWW-Dlogre- sr--U-,e-com newsmtte—s. gn Elgin County Living '8 2010--A- Awards ill � . �, .� .' b TOURISM -- g -n County -our-m at a G-ance -- K-OSKS "Whe- -- - ' Camila- MCI e-ee ---n Summer Contest Ports of -- Boat, Fishing, and Outdoor Show Lake Erie Living Magazine Cruise the Coast Port Stanley West Breakwater Opens _er .�__ _. _ o _S__ _ _s.-_ __=w ___. 5s once a,�ain open --he -he BreaKwater was ly-e our - MEIII Waterfront Trail u _.._ __ � comm __s __ nn -ed Ov sl -re --hes mer a. _ _ v _ _ _o LaKe _ Lake S _ .r an- ro__n- _F _ ___.- Cycle Master Plan AS Par, 3 ri o Pon 2015 YEAR REV Em 21 Savour - Y _ _ Co _ _ _ _ __ __=_s Savour Elgin Passport London Wine & Food Show b 22) 2015 YEAR REV C7 A/ avou- A.Jgin r3 �iz t -J LC L �LL_L� Ontario's Southwest City Fare Event Mav 2201S__onary ub-- Toronto Gourmet Wine & Food Show ��__ _. ofso I)reF. anal UID arrnerS rorn.. arross Toronto Gourmet Wine & Food Show --r-n After -- Artastic Elgin EM Elgin Arts Trail Advertising The National Women's Show 116 2015 YEAR REV Em 23 -40-0 Sunset Dr., Ste homas, O- -1 _ 0-19-631-1- 60 ext.168 _com _ _ est _ atm c MIN yiu�wnnU111�� IAgin! REPORT TO COUNTY COUNCIL FROM: Mike Hoogstra, Purchasing Coordinator DATE: January 25, 2016 SUBJECT: Quarterly Information Report -Contract Awards October 1, 2015 to December 31, 2015 INTRODUCTION: As per the County of Elgin's Procurement Policy, 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 October to December 2015. DISCUSSION: 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 report titled "Quarterly Information Report - Contract Awards, October 1, 2015 to December 31, 2015" dated January 25, 2016 be received and filed. All of which is Respectfully Submitted Mike Hoogstra Purchasing Coordinator Jim Bundschuh Director of Financial Services 118 Approved for Submission Mark G. McDonald Chief Administrative Officer APPENDIX A Purchases/Projects greater than $15,000 October 1, 2015 to December 31, 2015 Department Budget Project Supplier / Amount Allocation Contractor (HST excluded) Homes & Capital Garland Steam Craft Double Pan Russell Food $21,831 Senior Steamer for Elgin Manor Equipment Services Homes & Capital Rhapsody Whirlpool Tub and Arjohuntleigh $40,825 Senior Alenti Scale for Terrace Lodge Services IT Services Operating Laserfiche Software and Product Thinkdox Inc. $24,137 Support Services IT Services Capital Cisco Switches and Routers Next Dimension $40,065 Engineering Capital Replace Boiler at Elgin Manor Climate Control $19,446 Services Engineering Operating Replace Fire Alarm Control Panel Chubb Edwards $16,939 Services at Bobier Villa Engineering Operating HVAC Maintenance and Repair HCD Services $43,130 Services Services Contract per year Engineering Operating Generator Services Contract Albert's Generator $19,350 Services Note: This was an EMOP Services per year* Purchasing Cooperative contract called by the County of Elgin on behalf of five Agencies. * This number represents the total contract amount for the five participating EMOP Agencies. The County's portion of the contract is approximately $6,000/year 119 CORRESPONDENCE — February 9, 2016 Items for Information (Consent Agenda) — (Attached) Petrusia Hontar, St. Thomas -Elgin Local Immigration Partnership with invitation to Moving Forward 2016 Event on February 24, 2016. 2. Alexia Touralias, Director, Canada 150 Community Infrastructure Program, Federal Economic Development Agency for Southern Ontario advising that our application to the Canada 150 Community Infrastructure Program (CIP 150) has been denied 3. Mathew Waite, Financial Analyst (Payroll) with memo regarding 2015 T4 information. 120 From: Petrusia Hontar [phontar.stelip@gmail.com] Sent: Friday, January 29, 2016 11:02 AM Subject: Moving Forward Event 2015! It's that time of year again! St. Thomas -Elgin Local Immigration Partnership is excited to invite all community members to celebrate the past year's achievements with the Moving Forward Event. February 24th from 5-7 pm St. Thomas Seniors Centre, 225 Chestnut Street The evening will begin with a traditional smudging ceremony and continue with I performances from local cultural groups. There will be activities from the children including a story time hosted by the St. Thomas Library. Please see the poster below. 121 Moving Forward 2016 Join the community in celebrating our local cultural diversity! Afree event for local residents, business owners, and service providers. 01 OF Wttl Mw T, MRV?B)'=t,, Displays and Information from: Local Immigration Partnerst. * Cultural Diversity Committee 11g Rotary Student Exchange Program r. Unite for Refugees Community Services `N't YWCA Settlement Services 1XI, 31, " /'diq?m I JA W �� ,� ani rine § 20111 1119m; - We/ "dish , 5/011- , BY an R" 4A A Federal Economic Development Agence fdderale de developpement Agency for Southern Ontario economique pour le Sud de 1'Ontario Business, Innovation and Community Innovation, commerciale et Development d6veloppement communautaire Mr. Brian Masschaele Director of Community and Cultural Services County of Elgin 450 Sunset Drive St. Thomas, ONN5R5V1 Re: CIP 150 Project Applications (listed on the enclosed table) Dear Mr. Brian Masschaele I would like to thank you for your applications to the Canada 150 Community Infrastructure Program (CIP 150). Through the CIP 150 intake process, the Federal Economic Development Agency for Southern Ontario (FedDev Ontario) received a high volume of submissions from across southern Ontario. Difficult decisions had to be made and FedDev Ontario was unable to accommodate all applicants. FedDev Ontario has assessed applications based on the program guidelines. Funds have now been. fully allocated and I regret to inform you that we are unable to accommodate your requests at this time. However, we will keep your applications and contact information on file. For further information, please visit ixtt J/ w .fccic8 �c rt tick gwc,.ca/CJP150,. Thank you for your interest in the Canada 150 Community Infrastructure Program, Yours sincerely, / I -1f::n-:-=:--.=-�--l��-�-1-�.�-.--,--,�l..'--<.-��n� Alexia Touralias Director, Canada 150 Community Infrastructure Program Federal Economic Development Agency for Southern Ontario 123 CIP 1.50 Applications Project # Project Title 807876 Expansion of County Archives Storage 807871 Renovation of County Museum Storage 124 MEMO To: All Employees From: Mathew Waite, Payroll Date: February 3, 2016 Re: T4s 2015 T4s are currently being mailed at this time. You may notice your T4 full -year earnings appear to be higher than what you might have expected. Don't worry, it's not an error. As a result of Elgin County experiencing a pay period leap year in 2015, you could expect to see higher gross income on your 2015 T4. These pay period leap years are years with an extra payroll period. In 2016, your gross earnings will probably be less than your earnings in 2015 (excluding consideration of any negotiated collective agreement wage increases or economic adjustments). That's because your 2016 earnings will not include this additional pay period. Employers such as the County of Elgin with bi-weekly pay periods have 26 bi-weekly periods in a year totalling to 364 days and not 365 days. The extra days add up and eventually there is an additional bi-weekly pay period. A pay period leap year occurs roughly every 11 years. All employers that pay employees on a weekly or bi-weekly basis have this leap year. But not every employer has the leap year on the some year. The County of Elgin's most recent year was 2015. The Canada Revenue Agency is aware of this occurrence with many Employers and has established the proper procedures for Employers to account for it. Rest assured, base wages and taxes are not affected in any way. The County pro -rates the basic credits and statutory deductions based off 27 pay periods for 2015. If you have any questions please direct them to the Financial Services Department. 125 yiu�wnnU111�� IAgin! REPORT TO COUNTY COUNCIL FROM: Jim Bundschuh, Director of Financial Services DATE: January 22, 2016 SUBJECT: 2016 Grant Requests INTRODUCTION: Attached is the 2016 request for grants requesting $334,111 (line 27) in grants, including new requests from Safe Communities and the Great Lakes International Air Show. DISCUSSION: Through 2015 the county has granted $2,000,000 (line 26) to the St. Thomas Elgin General Hospital. For 2016 and the subsequent five years, the County has plans to donate $250,000 annually for a total grant to the hospital of $3.5 million. The total grant was funded by $1.0 million planned in reserves and a levy increase which took effect in 2013. In 2023, the levy will be reduced by 0.7% as funding will be complete. The county committed to $50,000 for an IPM Legacy Scholarship. The funds were to be used over ten years to grant two $2,500 scholarships annually. 2016 will be the fifth year of the ten year program (line 25). The Arts & Cookery Bank (line 17) is requesting a $2,500 increase to their grant. Minor changes are requested for two of the long-standing grant recipients: Tillsonburg & District Multi -Service Centre (line 6 — decrease of $847, and Second Stage Housing (line 11 — decrease of $98). The not-for-profit subsidy for their new tourism signs adding $1,200 to the Tourism Signage Grant (line 15) for eight new signs for Solitude Nature Reserve, Township of Southwold, Sparta Church Museum and Sparta Community Society. In 2015 a one-time request of $3,500 was provided for the Fire Safety House. Although a letter was received from the organization this year, no request for funds were made. Also, no money will be set aside in 2016 for the City Charity Hockey Game. Two new requests have been submitted in 2016. Safe Communities (line 29) is requesting $5,000 and the Great Lakes International Airshow (line 30) is requesting $7,500. When deciding on how to proceed with new grant funding, Council should consider the precedents it might set and whether or not the request fits into County's mandate and jurisdiction. Other organizations that provide similar services would likely approach the County in subsequent years for similar funding. Although the amounts of the two new individual requests may be considered minor, the cumulative effect of the potential grant requests these might inspire should be considered at this time. 126 CONCLUSION: The individual line items should be considered for approval with special consideration being given to the implications of the new grant requests. If all grants are approved as requested, the grant budget would increase by $11,000. RECOMMENDATION: THAT the 2016 grants be approved in principal as directed by Council and finally considered in conjunction with the 2016 operating budget. All of which is Respectfully Submitted Approved for Submission Jim Bundschuh Mark G. McDonald Director of Financial Services Chief Administrative Officer 127 COUNTY OF ELGIN GRANTS Grants 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) Non-specific 10) Town Crier 11) Second Stage Housing 12) Eat 2 Learn 13) Elgin County Plowmen's Association 14) Ontario 911 Advisory Board 15) Tourism Signage Grants 16) City Charity Hockey Game 17) The Arts & Cookery Bank 18) St. Thomas Elgin Public Arts Centre 19) Elgin County Railway Museum 20) Fire Safety House 21) Safe Communities St. Thomas -Elgin 23) Great Lakes Internation Airshow 24) Total Regular Grants 25) IPM Legacy Scholarship 26) St. Thomas Elgin General Hospital 27) Total Grants 2015 2016 4,500 4,500 4,500 4,500 4,500 4,500 7,500 7,500 2,000 2,000 4,909 4,062 2,000 2,000 2,500 2,500 5,000 5,000 2,000 2,000 8,280 8,182 5,000 5,000 200 200 100 100 5,850 7,050 1,000 2,500 5,000 2,517 2,517 3,500 5,000 7,500 68,356 79,111 5,000 5,000 250,000 250,000 323,356 334,111 Attachment 2016 (H)/L 2015 847 98 (1,200) 1,000 (2,500) 3,500 (5,000) (7,500) (10,755) (10,755) J:\Common\Finance\Budget Development\2016 Proposed Budget\Corporate\Corporate Activiti es\Co rpo rate Activities Grants 01/02/2016 3:13 PM 128 yiu�wnnU111�� IAgin! REPORT TO COUNTY COUNCIL FROM: Jim Bundschuh, Director of Financial Services DATE: January 22, 2016 SUBJECT: Ten -Year Capital Plan INTRODUCTION: The ten-year capital plan for 2016 (Attachment 1) provides key infrastructure improvements for the County of more than $150 million over the ten-year term. This plan is containable within previous council's targeted levy increase of 4%. The 2015 capital surplus allows for needed additions to the capital plan as well as establishing funding for future capital needs to allow the County to take advantage of potential infrastructure grants if the opportunity arises. Alternatively, the surplus or a portion thereof could be applied to lowering the tax rate. DISCUSSION: The closed project report (Attachment 11) shows a complete listing of projects that were open in 2015 and identifies those projects that will be closed with the 2015 year-end. Projects that are completed and proposed to be closed will provide $1.2 million in surplus to their approved funding levels. The surplus equates to approximately 10% of the budgeted costs and is larger due to favourable pricing on road construction projects resulting from lower oil prices. It is hoped that favourable pricing will continue into the future, but if the federal and provincial governments increase infrastructure spending as promised, supply/demand pressures may push future costs upwards. Potential uses for the $1.2 million 2015 capital surplus are shown at the bottom of Attachment 11. Staff is requesting that $0.9 million of the closed project surplus be used to supplement the 2016 ten-year capital plan which will leave $0.3 million. This $0.3 million of remaining capital surplus could provide a 0.1 % offset to the levy increase if Council so chooses or could be maintained for future capital needs in light of potential infrastructure grants and the associated matching contributions. The ten-year capital plan continues to address the funding shortfalls that occurred in infrastructure spending across the country in the 1990s. Ultimately such an infrastructure funding shortfall results in costly rehabilitations in the long-term. Council's plan is focused on timely investments of more than $150 million in existing infrastructure to ensure the lowest possible lifecycle costs. Terrace Lodge is the oldest of the county's three long-term care facilities. To address the aging infrastructure and to address the evolving nature of long-term care, Council decided to rebuild the facility. The plan includes $29.7 million for capital investment in the new facility with only about a third of the cost being covered by provincial funding. Once Ministry approval has been granted, the construction process will begin. It is hoped to have substantial completion by the end of 2017. 129 Costs for construction of new court facilities are included in the capital plan. If however, a favourable lease agreement can be reached with the province at the Wellington St. Courthouse, the capital budget can be redirected toward lease costs. Highlights of the attached capital plan include: Project Investment ($millions) Timing Dexter Line 5.7 2016-17 Road 103 Rehabilitation (Rodney to Thames River) CIREAM/R1 2.2 2016-17 Miller Road Reconstruction 1.5 2016-17 Road 38 Rehabilitation (Richmond to Sandytown Road) 3.2 2017-18 Road 46 Rehabilitation (Hwy 3 to Pressey Line) 1.0 2017-18 Vienna Reconstruction 2.4 2018 Road 30 Rehabilitation - all 1.7 2019 King George Lift Bridge Structural Rehab. 2.0 2020 Iona Bridge Replacement and Road Realignment 4.5 Last 5 years Rodney Reconstruction (103 and 104) 3.0 Last 5 years Road 4 Resurfacing (St. Thomas to Carlow Road) 2.6 Last 5 years Terrace Lodge Rebuild 29.7 2016-18 Elgin Manor/Bobier Villa ongoing capital investment 7.9 Over 10 years Ambulance vehicles and equipment 2.9 Over 10 years Library Book Purchases 3.3 Over 10 years New Court facilities (if required) 4.2 TBD CONCLUSION: The ten-year capital plan ensures that the county's infrastructure remains in good working order, thereby reducing lifecycle costs and avoiding costly future investments. Such investments include major roads projects and a rebuild of Terrace Lodge. The plan includes over $10 million on average annually in roads infrastructure. The total capital spent for Terrace Lodge, roads and other projects is over $150 million over the ten years. Council direction is being sought on how to apply the 2015 Capital Surplus. 130 RECOMMENDATION: THAT the 2016 capital budget be approved in principal and finally considered in conjunction with the 2016 operating budget with the overall goal of an increase to the levy of 4.0% or less. All of which is Respectfully Submitted Approved for Submission Jim Bundschuh Mark G. McDonald Director of Financial Services Chief Administrative Officer 131 Col 1 Col 2 Col 3 Capital Projects 1) Corporate 1) Agriculture 2) Administrative Building 3) Eng'r & Land Div. Homes 4a i Elgin Manor Dietary 4a ii Elgin Manor Nursing & Personal Care 18a vi Elgin Manor Housekeeping 18a ii Elgin Manor Laundry 4a iii Elgin Manor Building & Property 4a iv Elgin Manor General & Admin 4a) Elgin Manor 18b iii Terrace Lodge Dietary 4b i Terrace Lodge Nursing & Personal Care 18b v Terrace Lodge Housekeeping 4b ii Terrace Lodge Building & Property 4b) Terrace Lodge 18c i Bobier Villa Dietary 4c ii Bobier Villa Nursing & Personal Care 18c v Bobier Villa Housekeeping 4c iii Bobier Villa Building & Property 18c viii Bobier Villa General & Admin 4c) Bobier 4) Homes 5) Museum & Archives 6) Library Services 7) Information Technology 8) Ambul. & Emergency Meas. 9) Econ.Dev'I, Tourism & Plan. 10) Elgin County 11) Prior Year's Business Plan Spend 12) Use of Prior Year's Closed Project Surplus Use of Donations 13) Inflation/Timing Adjustment New Plan (Higher)/Lower than COUNTY OF ELGIN Summary Proposed Capital 10 Year Plan C;nl 4 C.nl .i C.nI Fi C.nl 7 C.nl 8 C;nI Q C.nl in C.nl 11 Attachment I 2016 2017 2018 2019 2020 2016-2020 Total 2021-2025 Total 2016-2025 Average 15,000 15,000 15,000 20,000 20,000 85,000 120,000 20,500 - - - 35,000 - 35,000 35,000 7,000 320,000 1,905,000 6,182,000 90,000 90,000 8,587,000 1,220,000 980,700 8,660,000 8,787,000 9,820,000 10,415,000 11,023,000 48,705,000 58,840,000 10,754,500 10,000 20,000 20,000 20,000 20,000 90,000 100,000 19,000 44,914 10,000 210,000 15,000 15,000 294,914 50,000 34,491 10,000 - - - - 10,000 - 1,000 15,000 - - - - 15,000 - 1,500 438,000 132,000 182,000 135,000 135,000 1,022,000 2,500,000 352,200 15,000 50,000 60,000 60,000 185,000 300,000 48,500 532,914 162,000 462,000 230,000 230,000 1,616,914 2,950,000 456,691 5,000 - - - - 5,000 - 500 96,000 10,000 12,000 12,000 130,000 60,000 19,000 10,000 - - - 10,000 - 1,000 21,188,000 - - - 21,188,000 - 2,118,800 21,299,000 10,000 12,000 12,000 21,333,000 60,000 2,139,300 - - 100,000 - - 100,000 - 10,000 20,000 10,000 100,000 50,000 50,000 230,000 50,000 28,000 10,000 - - - - 10,000 - 1,000 215,000 85,000 120,000 195,000 125,000 740,000 2,250,000 299,000 50,000 50,000 5,000 295,000 95,000 320,000 245,000 175,000 1,130,000 2,300,000 343,000 22,126,914 267,000 782,000 487,000 417,000 24,079,914 5,310,000 2,938,991 315,541 372,758 340,495 353,631 367,332 1,749,758 1,984,061 373,382 192,300 187,300 191,800 196,340 200,921 968,661 1,109,164 207,782 270,000 250,000 255,000 260,000 265,000 1,300,000 1,570,000 287,000 14,000 8,500 - - - 22,500 20,500 4,300 31,913,755 11,792,558 17,586,295 11,856,971 12,383,253 85,532,833 70,208,725 15,574,156 37,319,841 11,832,558 11,540,295 11,813,835 12,820,618 85,327,147 68,622,918 15,395,007 1,212,267 1,212,267 121,227 65,000 65,000 6,500 514,089 51,409 14) Prior Adjusted Plan 6,683,353 40,000 (6,046,000) 132 J:\Common\Finance\Budget Development\2016 Proposed Budget\Financial Services\SummarySummaryCapital Budget (43,136) 437,365 1,071,582 (1,071,718) 03/02/2016 1:46 PM Col 1 Col 2 Contract Description Capital Projects 28001604 Ambulance Bldg R & M Total Capital Projects COUNTY OF ELGIN Corporate Activities Proposed Budget Col 21 Col 66 Col 72 Col 78 Col 84 Col 91 Col 97 Col 103 2016 2017 2018 2019 2020 2016 - 2020 Total 2021 - 2025 Total 2016 - 2025 Total Cost Cost Cost Cost Cost Cost Cost Cost 15,000 15,000 15,000 20,000 20,000 85,000 120,000 205,000 15,000 15,000 15,000 20,000 20,000 85,000 120,000 205,000 J:\Common\Finance\Budget Development\2016 Proposed Bud get\Corporate \Corporate ActivitiesColpra orate Activities Project Budget 02/02/2016 4:47 PM Coll Col Col 21 Col 66 Col 72 COUNTY OF ELGIN Agriculture.xls Proposed Budget Col 78 Col 84 Col 91 Col 97 Col 103 2016 2017 2018 2019 2020 2016 - 2020 Total 2021 - 2025 Total 2016 - 2025 Total Contract Description Cost Cost Cost Cost Cost Cost Cost Cost Capital Projects 29601402 Vehicle KCCA 35,000 35,000 35000 70,000 Total Capital Projec - - - 35,000 - 35,000 35,000 70,000 134 J:\Common\Finance\Budget Development\2016 Proposed Budget\Ad min istrative Services\Agriculture.xlsAgriculture.xlsProject Budget 02/02/2016 2:55 PM COUNTY OF ELGIN Administration Building Proposed Budget Col Col Col 21 Col 66 Col 72 Col 78 Col 84 Col 91 Col 97 Col 103 135 J:\Common\Finance\Budget Development\2016 Proposed Budget\Engineering Reports\Administration BuildingAdministration BuildingProject Budget 04/02/2016 8:34 AM 2016 2017 2018 2019 2020 2016 - 2020 Total 2021 - 2025 Total 2016 - 2025 Total Contract Description Cost Cost Cost Cost Cost Cost Cost Cost Capital Projects 26601406 Museum Storage (5,000) (5,000) (5,000) 27901603 Museum Lighting 5,000 5,000 5,000 26601510 Roof repairs - 185,000 185,000 26601512 Exterior Building Capital Repairs/Parking - - 26601514 Miscellaneous capital projects 305,000 305,000 305,000 26601303 Washroom Renovations - - 26601407 Accessibility/Space Needs (Museum/POA) 1,815,000 6,052,000 7,867,000 7,867,000 26601607 Building Automation System Upgrades - Admin 15,000 15,000 15,000 15,000 15,000 75,000 150,000 225,000 Interior Renovations 50,000 50,000 50,000 50,000 200,000 250,000 450,000 Asbestos removal 25,000 65,000 25,000 25,000 140,000 135,000 275,000 Window Replacement - 500,000 500,000 Total Capital Projects 320,000 1,905,000 6,182,000 90,000 90,000 8,587,000 1,220,000 9,807,000 135 J:\Common\Finance\Budget Development\2016 Proposed Budget\Engineering Reports\Administration BuildingAdministration BuildingProject Budget 04/02/2016 8:34 AM COUNTY OF ELGIN Engineering Services Proposed Budget Col 1 Col t Col 21 Col 66 Col 72 Col 78 Col 84 Col 91 Col 97 Col 103 2016 2017 2018 2019 2020 2016 - 2020 Total 2021 - 2025 Total 2016 - 2025 Total Contract Description Cost Cost Cost Cost Cost Cost Cost Cost Capital Projects 60901504 Intersection Control Beacon - 52 and 31 0 0 0 0 0 - 0 - 60901505 Sunset Road and John Wise Line Traffic Signal Replacer 0 0 0 0 0 - 0 - 60901506 Miller Road Engineering 1500000 0 0 0 0 1,500,000 0 1,500,000 62001508 Centennial Ave Rehabilitation 0 0 0 0 0 - 0 - 62001407 Dexter Line Relocation 500000 0 0 0 0 500,000 0 500,000 62201502 Road 23 Resurfacing (Sunset to Joseph) + Bike Lanes (1 0 0 0 0 0 - 0 - 62901402 Bradley Creek Culvert Replacement - Engineering plus J( 0 0 0 0 0 - 0 - 62901501 Brooks Bridge Engineering 0 0 0 0 0 - 0 - 60901409 Old Mill Line Extension/Vienna Bridge 275,000 0 0 0 0 275,000 0 275,000 62001606 Federal Gas Tax Funding 0 0 0 0 0 - 0 - 62001507 OCIF 2015-2017 0 0 0 0 0 - 0 - 62101601 Land Purchase 10000 10000 10000 10000 10000 50,000 50000 100,000 62001601 Road 45 Rehabilitation (Rd 36 to Rd 35) 735000 0 0 0 0 735,000 0 735,000 62001602 Road 103 Rehabilitation (Rodney to Thames River) CIRE 2250000 0 0 0 0 2,250,000 0 2,250,000 62201601 Road 19 Resurfacing (GEL to Vienna + Straffordville to E 985000 0 0 0 0 985,000 0 985,000 62501601 Road 18 Microsurfacing (119 to Green Lane) 70000 0 0 0 0 70,000 0 70,000 62501602 Road 20 Micro Surfacing (Shedden to rd 18) 150000 0 0 0 0 150,000 0 150,000 62501603 Road 119 Micro Surfacing (Rd 3 to Rd 18) 190000 0 0 0 0 190,000 0 190,000 62501604 Road 13 Micro Surfacing 280000 0 0 0 0 280,000 0 280,000 62901601 Philmore Bridge Deck Replacement+ engineering 700000 0 0 0 0 700,000 0 700,000 62901602 Lewis Bridge Replacement+ engineering 325000 0 0 0 0 325,000 0 325,000 60901601 Guiderail Installations 100000 0 0 0 0 100,000 0 100,000 62901604 Culvert Rehabilitaitons (103, 45, 37, 46, 38) 250000 0 0 0 0 250,000 0 250,000 60901602 Road 38 Engineering 50000 0 0 0 0 50,000 0 50,000 62201602 Railroad Crossing Improvements 65000 0 0 0 0 65,000 0 65,000 62601601 County Road Intersection Sign Replacements - East Half 225000 0 0 0 0 225,000 0 225,000 2017-01 Road 38 Drainage Rehabilitation (Richmond to Sandytow 0 1100000 0 0 0 1,100,000 0 1,100,000 2017-02 Road 6 Rehabilitation (Blacks Rd. to 103) 0 750000 0 0 0 750,000 0 750,000 2017-03 Road 37 Rehabilitation - Helder Rd to 47 (FDR/R1) 0 700000 0 0 0 700,000 0 700,000 2017-04 Road 46 Rehabilitation (Hwy 3 to Pressey Line) 0 1000000 0 0 0 1,000,000 0 1,000,000 2017-05 Road 21 Resurfacing 0 80000 0 0 0 80,000 0 80,000 2017-06 Road 73 (Aylmer) 0 550000 0 0 0 550,000 0 550,000 2017-07 Road 53 Resurfacing (Hwy 3 to John Street) 0 230000 0 0 0 230,000 0 230,000 2017-08 Road 20 Resurfacing (Port Stanley) 0 280000 0 0 0 280,000 0 280,000 2017-09 Road 34 Resurfacing 0 130000 0 0 0 130,000 0 130,000 2017-10 Road 39 Resurfacing 0 150000 0 0 0 150,000 0 150,000 2017-11 Road 13 Resurfacing (Dutton) 0 125000 0 0 0 125,000 0 125,000 2017-12 Road 76 Resurfacing (Hwy 401 to Thames River) 0 875000 0 0 0 875,000 0 875,000 2017-13 Road 8 Micro Surfacing (Hwy 401 to Celtic) 0 165000 0 0 0 165,000 0 165,000 2017-14 Road 9 Microsurfacing (Rd 76 to Rd 5) 0 100000 0 0 0 100,000 0 100,000 2017-15 Road 20 Microsurfacing (rd 18 to southdel dr) 0 90000 0 0 0 90,000 0 90,000 2017-16 Road 51 Microsurfacing (SST all) 0 62000 0 0 0 62,000 0 62,000 2017-17 Road 55 Microsurfaing 0 250000 0 0 0 250,000 0 250,000 2017-18 Road 32 Microsurfacing 0 215000 0 0 0 215,000 0 215,000 2017-19 Newell Culvert Extension 0 85000 0 0 0 85,000 0 85,000 2017-20 Brooks Bridge Replacement 0 600000 0 0 0 600,000 0 600,000 2017-21 Culvert Rehabilitaitons 0 200000 0 0 0 200,000 0 200,000 2017-22 County Road Intersection Sign Replacements - West Hal 0 350000 0 0 0 350,000 0 350,000 2017-23 Sparta and Vienna Reconstruction Engineering 0 100000 0 0 0 100,000 0 100,000 2018-01 Iona Bridge Replacement and Road Realignment - EA 0 90000 0 0 0 90,000 0 90,000 2018-02 Road 38 Rehabilitation (Richmond to Sandytown Road) 0 0 2210000 0 0 2,210,000 0 2,210,000 2018-03 Road 2 Rehabilitation (103 to West Lorne) 0 0 1350000 0 0 1,350,000 0 1,350,000 2018-04 Road 48 FDR/R1 (Wonderland Road to 600m east of 25) 0 0 800000 0 0 800,000 0 800,000 2018-05 Vienna Reconstruction 0 0 2400000 0 0 2,400,000 0 2,400,000 2018-06 Road 76 Resurfacing (Rd 3 to West Lorne) 0 0 575000 0 0 575,000 0 575,000 2018-07 Road 104 Resurfacing (McPherson to Rodney) 0 0 700000 0 0 700,000 0 700,000 2018-08 Road 18 Microsurfacing (Lawrence to 20) 0 0 80000 0 0 80,000 0 80,000 2018-09 Road 48 Microsurfacing plus farm culverts (Rd 25 to Rd 7 0 0 1145000 0 0 1,145,000 0 1,145,000 2018-10 Kimble Bridge Replacement - Engineering 0 0 50000 0 0 50,000 0 50,000 2019-01 Sparta Reconstruction (Rd 27 and 36) 0 0 0 1500000 0 1,500,000 0 1,500,000 2019-02 Road 38 Rehabilitation (Stratfordville to Rd 55) 0 0 0 1200000 0 1,200,000 0 1,200,000 2019-03 Road 30 Rehabilitation - all 0 0 0 1X00 0 1,700,000 0 1,700,000 2019-04 Road 45 Rehabilitation (3 to 16) + remove RR knoll 0 0 0 00 0 975,000 0 975,000 J:\Common\Finance\Budget Development\2016 Proposed Budget\Engineering Reports\Engineering ServicesEngineering ServicesProject Budget 03/02/2016 11:15 AM COUNTY OF ELGIN Engineering Services Proposed Budget Col 1 Col t Col 21 Col 66 Col 72 Col 78 Col 84 Col 91 Col 97 Col 103 2016 2017 2018 2019 2020 2016 - 2020 Total 2021 - 2025 Total 2016 - 2025 Total Contract Description Cost Cost Cost Cost Cost Cost Cost Cost 2019-05 Road 49 (all) PDST 0 0 0 560000 0 560,000 0 560,000 2019-06 Road 6 Resurfacing (Rd 7 to Blacks Rd) 0 0 0 400000 0 400,000 0 400,000 2019-07 Road 8 Resurfacing (Rd 16 to Rd 3) 0 0 0 120000 0 120,000 0 120,000 2019-08 Road 46 Resurfacing (Knotts Mill Br. To Hwy 3) 0 0 0 320000 0 320,000 0 320,000 2019-09 Road 19, 50 and 42 Resurfacing - Port Burwell 0 0 0 460000 0 460,000 0 460,000 2019-10 Road 9 Microsurfacing (Rd 5 to Rd 14) +farm entrances 0 0 0 575000 0 575,000 0 575,000 2019-11 Road 35 Microsurfacing (Rd 45 to Hwy 3) 0 0 0 185000 0 185,000 0 185,000 2019-12 Road 40 Microsurfacing (Rd 40 to Springfield) 0 0 0 110000 0 110,000 0 110,000 2019-13 Road 119 Micro Surfacing (Rd 3 to Rd 17) 0 0 0 200000 0 200,000 0 200,000 2019-14 Kimble Bridge Replacement 0 0 0 1100000 0 1,100,000 0 1,100,000 2019-15 Culvert Rehabilitaitons 0 0 0 500000 0 500,000 0 500,000 2020-01 Road 25 Rehabilitation - all 0 0 0 0 1645000 1,645,000 0 1,645,000 2020-02 Road 27 Rehabilitation - Union to Sparta 0 0 0 0 1750000 1,750,000 0 1,750,000 2020-03 Road 54 Rehabilitation 0 0 0 0 550000 550,000 0 550,000 2020-04 Road 4 Rehabilitation (Hwy3/4 to City limits) 0 0 0 0 600000 600,000 0 600,000 2020-05 Road 16 Rehabilitation (Fingal to City) 0 0 0 0 1900000 1,900,000 0 1,900,000 2020-06 Road 22 Rehabilitaiton (Rd 27 to City Limits) 0 0 0 0 1295000 1,295,000 0 1,295,000 2020-07 Road 36 Microsurfacing (Sparta to Hwy 3) 0 0 0 0 315000 315,000 0 315,000 2020-08 Road 43 Microsurfacing (John Wise Line to Richmond) 0 0 0 0 175000 175,000 0 175,000 2020-09 Road 44 Micro Surfacing (Rd 46 to Hwy #3) 0 0 0 0 40000 40,000 0 40,000 2020-10 Road 52 Microsurfacing (30 to 74) 0 0 0 0 250000 250,000 0 250,000 2020-11 King George Lift Bridge Structural Rehab. 0 0 0 0 2000000 2,000,000 0 2,000,000 2021-2024-01 Iona Bridge Replacement and Road Realignment 0 0 0 0 0 - 4500000 4,500,000 2021-2024-02 Rodney Reconstruction (103 and 104) 0 0 0 0 0 - 3000000 3,000,000 2021-2024-03 Fingal Reconstruction (16 and 20) 0 0 0 0 0 - 2250000 2,250,000 2021-2024-04 Road 2 Resurfacing - (West Lorne) 0 0 0 0 0 - 450000 450,000 2021-2024-05 Road 2 Rehabilitation - (Coyne to Rd 5) 0 0 0 0 0 - 800000 800,000 2021-2024-06 Road 4 Resurfacing (St. Thomas to Carlow Road) 0 0 0 0 0 - 2600000 2,600,000 2021-2024-07 Road 5 Microsurfacing 0 0 0 0 0 - 400000 400,000 2021-2024-08 Road 7 Resurfacing 0 0 0 0 0 - 500000 500,000 2021-2024-09 Road 8 Resurfacing 0 0 0 0 0 - 400000 400,000 2021-2024-10 Road 8 Microsurfacing (16 to Pearce Park) 0 0 0 0 0 - 200000 200,000 2021-2024-11 Road 9 Microsurfacing (Rd 103 to Rd 76) 0 0 0 0 0 - 600000 600,000 2021-2024-12 Road 11 PDST 0 0 0 0 0 - 400000 400,000 2021-2024-13 Road 14 (Rd 16 to Rd 3) Microsurfacing 0 0 0 0 0 - 150000 150,000 2021-2024-14 Road 14 (Rd 3 to Thames River) Microsrufacing 0 0 0 0 0 - 300000 300,000 2021-2024-15 Road 16 Microsurfacing (8 to Fingal) 0 0 0 0 0 - 750000 750,000 2021-2024-16 Road 17 Micro Surfacing (1/2 Middlesex Centre) - no sho 0 0 0 0 0 - 30000 30,000 2021-2024-17 Road 18 (Rd 20 to Rd 119) Microsurfacing 0 0 0 0 0 - 100000 100,000 2021-2024-18 Road 19 Resurfacing (Straffordville and Eden) 0 0 0 0 0 - 460000 460,000 2021-2024-19 Road 20 Microsrufacing (Rd 21 to Thomas Road) 0 0 0 0 0 - 110000 110,000 2021-2024-20 Road 20 Rehabilitaiton (Shedden to 401) 0 0 0 0 0 - 975000 975,000 2021-2024-21 Road 20 (Thomas Rd to Fingal) Rehabilitation 0 0 0 0 0 - 1400000 1,400,000 2021-2024-22 Road 24 Rehabilitation (Yarmouth Centre to Quaker Roa, 0 0 0 0 0 - 760000 760,000 2021-2024-23 Road 24 (Rd 23 to Yarmouth Centre Road) Resurfacing 0 0 0 0 0 - 700000 700,000 2021-2024-24 Road 26 (Rd 25 to RR Tracks) Reconstruction 0 0 0 0 0 - 1500000 1,500,000 2021-2024-25 Road 27 Micro Surfacing - Meeks Bridge to Townline 0 0 0 0 0 - 70000 70,000 2021-2024-26 Road 28 (Rd 45 to Rd 56) Resurfacing 0 0 0 0 0 - 350000 350,000 2021-2024-27 Road 31 Micro Surfacing - 2 Lifts 0 0 0 0 0 - 75000 75,000 2021-2024-28 Road 35 Resurfacing (Hwy 3 to Rd 52) 0 0 0 0 0 - 450000 450,000 2021-2024-29 Richmond Reconstruction (38 and 43) 0 0 0 0 0 - 1200000 1,200,000 2021-2024-30 Road 36 (Rd 24 to Sparta) Microsurfacing 0 0 0 0 0 - 105000 105,000 2021-2024-31 Road 37 (Avon to Oxford) Microsurfacing 0 0 0 0 0 - 100000 100,000 2021-2024-32 Road 38 Rehabilitation (Hwy 3 to Richmond) 0 0 0 0 0 - 400000 400,000 2021-2024-33 Road 38 Reconstruction (Straffordville) 0 0 0 0 0 - 2250000 2,250,000 2021-2024-34 Road 40 Rehabilitation (Rd 45 to Hwy 3) 0 0 0 0 0 - 1400000 1,400,000 2021-2024-35 Road 40 Microsurfacing (42 to 45) 0 0 0 0 0 - 140000 140,000 2021-2024-36 Road 42 Microsurfacing (73 to 43) 0 0 0 0 0 - 400000 400,000 2021-2024-37 Road 42 Microsurfacing (Glen Erie Line 19 - 55) 0 0 0 0 0 - 280000 280,000 2021-2024-38 Road 43 Microsurfacing (42 to 45) 0 0 0 0 0 - 150000 150,000 2021-2024-39 Road 45 (Rd 16 to Rd 4) Rehabilitation 0 0 0 0 0 - 1350000 1,350,000 2021-2024-40 Road 45 (Rd 35 to Rd 73) Rehabilitation 0 0 0 0 0 - 872000 872,000 2021-2024-41 Road 45 (Rd 40 to Rd 43) Rehabilitation 0 0 0 0 0 - 1300000 1,300,000 2021-2024-42 Road 45 Micro Surfacing (Rd 16 to Rd 4) 0 0 0 137 0 0 - 1400000 1,400,000 2021-2024-43 Road 47 Rehabilitation (48 to 37) 0 0 0 0 0 - 1200000 1,200,000 J:\Common\Finance\Budget Development\2016 Proposed Budget\Engineering Reports\Engineering ServicesEngineering ServicesProject Budget 03/02/2016 11:15 AM Col 1 Col 2 Contract Description 2021-2024-44 Road 47 Resurfacing (Rd 48 to Rd 52) 2021-2024-45 Road 48 Resurfacing (Rd 73 to Rd 47) 2021-2024-46 Road 48 Rehabilitation (Rd 47 to Rd 54) 2021-2024-47 Road 51 Rehabilitation (4 to Whites Station) 2021-2024-48 Road 52 and 40 Rehabilitation (Springfield + to Rd 47) 2021-2024-49 Road 52 Resurfacing (Rd 47 to Rd 54) 2021-2024-50 Road 52 Resurfacing (Rd 73 to Springfield) 2021-2024-51 Road 52 Rehabilitation (74 to 73) 2021-2024-52 Road 52 Rehabilitation (Highway #3 to 30) 2021-2024-53 Road 56 Resurfacing (28 to 36) 2021-2024-54 Road 57 Resurfacing (MR1) 2021-2024-55 Road 73 Rehabilitation (Aylmer to Avon Drive) 2021-2024-56 Road 73 Resurfacing MR1 (Port Bruce including Road 24 2021-2024-57 Stalker Line (Rd 9) Slope Repair 2021-2024-58 Highbury Ave. Slope Rehabilitation 2021-2024-59 Bothwell Bridge - $960,000 - 2012 (Middlesex — Elgin) 2021-2024-60 Sparta Line Bridge Minor Rehab. 2021-2024-61 King Bridge Replacement 2021-2024-62 Calton Bridge Structural Painting 2021-2024-63 Eden Bridge Structural Painting 2021-2024-64 Fulton Bridge Repairs 2021-2024-65 Meeks Bridge Repairs 2021-2024-66 Gillets Bridge Repairs 2021-2024-67 Beecroft Culvert Replacement 2021-2024-68 Salt Creek Culvert Repairs 2021-2024-69 Garton Bridge Repairs 2021-2024-70 Eden Bridge Structural Painting 2021-2024-71 Port Burwell Deck Rehab. 2021-2024-72 Traffic Signal Replacements 2021-2024-73 Road Sign Replacements (East Half) 2021-2024-74 Road Sign Replacements (West Half) 2016-2025 Future Capital Needs Total Capital Projects 138 J:\Common\Finance\Budget Development\2016 Proposed Budget\Engineering Reports\Engineering ServicesEngineering ServicesProject Budget 03/02/2016 11:15 AM COUNTY OF ELGIN Engineering Services Proposed Budget Col 21 Col 66 Col 72 Col 78 Col 84 Col 91 Col 97 Col 103 2016 2017 2018 2019 2020 2016 - 2020 Total 2021 - 2025 Total 2016 - 2025 Total Cost Cost Cost Cost Cost Cost Cost Cost 0 0 0 0 0 - 360000 360,000 0 0 0 0 0 - 620000 620,000 0 0 0 0 0 - 800000 800,000 0 0 0 0 0 - 200000 200,000 0 0 0 0 0 - 1600000 1,600,000 0 0 0 0 0 - 330000 330,000 0 0 0 0 0 - 350000 350,000 0 0 0 0 0 - 1750000 1,750,000 0 0 0 0 0 - 750000 750,000 0 0 0 0 0 - 516000 516,000 0 0 0 0 0 - 100000 100,000 0 0 0 0 0 - 3500000 3,500,000 0 0 0 0 0 - 440000 440,000 0 0 0 0 0 - 200000 200,000 0 0 0 0 0 - 200000 200,000 0 0 0 0 0 - 350000 350,000 0 0 0 0 0 - 400000 400,000 0 0 0 0 0 - 1100000 1,100, 000 0 0 0 0 0 - 700000 700,000 0 0 0 0 0 - 700000 700,000 0 0 0 0 0 - 100000 100,000 0 0 0 0 0 - 500000 500,000 0 0 0 0 0 - 100000 100,000 0 0 0 0 0 - 200000 200,000 0 0 0 0 0 - 250000 250,000 0 0 0 0 0 - 600000 600,000 0 0 0 0 0 - 1000000 1,000,000 0 0 0 0 0 - 750000 750,000 0 0 0 0 0 - 1000000 1,000,000 0 0 0 0 0 - 500000 500,000 0 0 0 0 0 - 500000 500,000 0 500000 500000 500000 493000 1,993,000 1497000 3,490,000 8,660,000 8,787,000 9,820,000 10,415,000 11,023,000 48,705,000 58,840,000 107,545,000 138 J:\Common\Finance\Budget Development\2016 Proposed Budget\Engineering Reports\Engineering ServicesEngineering ServicesProject Budget 03/02/2016 11:15 AM COUNTY OF ELGIN Elgin Manor Dietary Proposed Budget 2016 2017 2018 2019 2020 2016 - 2020 Total 2021 - 2025 Total 2016 - 2025 Total Contract Description Cost Cost Capital Projects 41011650 Kitchen Equipment RF 10,000 20,000 Cost Cost Cost Cost 20,000 20,000 20,000 90,000 Cost Cost Total Capital Pro 10,000 20,000 20,000 20,000 20,000 90,000 100,000 190,000 J:\Common\Finance\Budget Development\2016 Proposed Budget\Homes Reports\Elgin Manor\\ Igin Manor DietaryElgin Manor DietaryProject Budget 03/02/2016 11:46 AM COUNTY OF ELGIN Elgin Manor Nursing Proposed Budget Col Col Col 21 Col 66 Col 72 Col 78 Col 84 Col 91 Col 97 Col 103 2016 2017 2018 2019 2020 2016 - 2020 Total 2021 - 2025 Total 2016 - 2025 Total Contract Description Cost Cost Cost Cost Cost Cost Cost Cost Capital Projects 42011650 Lifts 44,914 10,000 60,000 15,000 15,000 144,914 50,000 194,914 M isc 80,000 80,000 80,000 Tub Replacements 70,000 70,000 70,000 Total Capital Projects 44,914 10,000 210,000 15,000 15,000 294,914 50,000 344,914 140 J:\Common\Finance\Budget Development\2016 Proposed Budget\Homes Reports\Elgin Manor\Elgin Manor NursingElgin Manor NursingProject Budget 25/01/2016 3:53 PM COUNTY OF ELGIN Elgin Manor Housekeeping Proposed Budget 2016 2017 2018 2019 2020 ?016 - 2020 Tota 2021 - 2025 Total>.016 - 2025 Tota Contract Description Cost Cost Capital Proiects 43011650 Floor Machine - EM 10,000 Cost Cost Cost Cost Cost 10,000 Cost 10,000 Total Capital Prc 10,000 - - - - 10,000 - 10,000 J:\Common\Finance\Budget Development\2016 Proposed Budget\Homes Reports\Elbi0Manor\Elgin Manor HousekeepingElgin Manor HousekeepingProjUK1162W 4:17 PM COUNTY OF ELGIN Elgin Manor Laundry Proposed Budget 1 2 21 66 72 78 84 91 97 103 2016 2017 2018 2019 2020 !016 - 2020 Tota 2021 - 2025 TotaR016 - 2025 Tota Contract Description Cost Cost Cost Cost Cost Cost Cost Cost Capital Projects 44011301 New Washer 15,000 15,000 15,000 Total Capital Projec 15,000 - - - - 15,000 - 15,000 J:\Common\Finance\Budget Development\2016 Proposed Budget\Homes Reports\Elgin Manor\Elgin Manor LaundryElgin Manor LaundryProject Budget 02/02/2016 4:18 PM 143 J:\Common\Finance\Budget Development\2016 Proposed Budget\Homes Reports\Elgin Manor\Elgin Manor BuildingElgin Manor BuildingProject Budget 02/02/2016 4:04 PM COUNTY OF ELGIN Elgin Manor Building Proposed Budget Col Col Col 21 Col 66 Col 72 Col 78 Col 84 Col 91 Col 97 Col 103 2016 2017 2018 2019 2020 2016 - 2020 Total 2021 - 2025 Total 2016 - 2025 Total Contract Description Cost Cost Cost Cost Cost Cost Cost Cost Capital Projects 45011550 Landscaping - EM 15,000 15,000 15,000 45011551 Building Automation - EM 10,000 10,000 10,000 10,000 40,000 40,000 45011552 Pumps & Equipment (STP) 10,000 10,000 80,000 80,000 180,000 180,000 Parking Lot Resurfacing - EM 75,000 75,000 75,000 45011554 HVAC - EM 20,000 20,000 20,000 20,000 80,000 80,000 45011555 Security/Resident Safety - EM 20,000 20,000 20,000 45011557 Washroom Upgrades - EM 66,000 66,000 66,000 Plumbing Upgrades 20,000 20,000 20,000 45011558 IT EM Server Room Enhancements $200k - - 45011559 Boiler Replacement 27,000 27,000 54,000 54,000 Misc - EM 25,000 25,000 25,000 25,000 100,000 2,500,000 2,600,000 45011651 Humidifier 30,000 30,000 30,000 45011652 Security/Resident Safety - EM 10,000 10,000 10,000 45011653 Secure Uni Fencing 10,000 10,000 10,000 45011654 Boiler Replacement 52,000 52,000 52,000 45011655 Nurse Call out of surplus 250,000 250,000 250,000 45011656 Building Automation - EM 10,000 10,000 10,000 45011657 Pumps & Equipment (STP) 10,000 10,000 10,000 Total Capital Projects 438,000 132,000 182,000 135,000 135,000 1,022,000 2,500,000 3,522,000 143 J:\Common\Finance\Budget Development\2016 Proposed Budget\Homes Reports\Elgin Manor\Elgin Manor BuildingElgin Manor BuildingProject Budget 02/02/2016 4:04 PM COUNTY OF ELGIN Elgin Manor Admin Proposed Budget 1 2 21 66 72 78 84 91 97 103 2016 2017 2018 2019 2020 2016 - 2020 Total 2021 - 2025 Total 2016 - 2025 Total Contract Description Cost Cost Cost Cost Cost Cost Cost Cost Capital Projects Building Equipment Upgrades 50,000 60,000 60,000 170,000 300,000 470,000 46011650 Compliance Premium - EM - - 46011651 Exterior Upgrades 15,000 15,000 15,000 Total Capital Projects 15,000 - 50,000 60,000 60,000 185,000 300,000 485,000 144 J:\Common\Finance\Budget Development\2016 Proposed Budget\Homes Reports\Elgin Manor\Elgin Manor AdminElgin Manor AdminProject Budget 02/02/2016 3:51 PM J:\Common\Finance\Budget Development\2016 Proposed Budget\Homes Reports\Terrace Lodge\Terrace Lodge DietaryTerrace Lodge DietaryProject Budget 02/02/2016 4:20 PM COUNTY OF ELGIN Terrace Lodge Dietary Proposed Budget Col Col Col 21 Col 66 Col 72 Col 78 Col 84 Col 91 Col 97 2016 2017 2018 2019 2020 2016 - 2020 Tota 2021 - 2025 Total Contract Description Cost Cost Cost Cost Cost Cost Cost Capital Projects 41021651 Kitchen Equipment 5,000 5,000 Total Capital Projec 5,000 - - - - 5,000 - J:\Common\Finance\Budget Development\2016 Proposed Budget\Homes Reports\Terrace Lodge\Terrace Lodge DietaryTerrace Lodge DietaryProject Budget 02/02/2016 4:20 PM COUNTY OF ELGIN Terrace Lodge Nursing Proposed Budget Col Col Col 21 Col 66 Col 72 Col 78 Col 84 Col 91 Col 97 Col 103 2016 2017 2018 2019 2020 2016 - 2020 Total 2021 - 2025 Total 2016 - 2025 Total Contract Description Cost I Cost Cost Cost Cost Cost Cost Cost Capital Projects 42021550 Lifts 10,000 12,000 12,000 34,000 60,000 94,000 42021650 Lifts 96,000 96,000 96,000 Total Capital Projec 96,000 10,000 - 12,000 12,000 130,000 60,000 190,000 146 J:\Common\Finance\Budget Development\2016 Proposed Budget\Homes Reports\Terrace Lodge\Terrace Lodge NursingTerrace Lodge NursingProject Budget 02/02/2016 4:54 PM COUNTY OF ELGIN Terrace Lodge Housekeeping Proposed Budget Col Col Col 21 Col 66 Col 72 Col 78 Col 84 Col 91 Col 97 Col 103 2,016 2,017 2,018 2,019 2,020 2016 - 2020 Tot 2021 - 2025 Total 2016 - 2025 Tota 2016 2017 2018 2019 2020 2016 - 2020 Tota 2021 - 2025 Total 2016 - 2025 Total Contract Description Cost Cost Cost Cost Cost Cost Cost Cost Capital Projects 43021651 Housekeeping Equipment 10000 10,000 10,000 Total Capital Projects 10,000 - - - - 10,000 - 10,000 147 J:\Common\Finance\Budget Development\2016 Proposed Budget\Homes Reports\Terrace Lodge\Terrace Lodge HousekeepingTerrace Lodge Housekeeping Project Budget 02/02/2016 4:22 PM COUNTY OF ELGIN Terrace Lodge Building Proposed Budget Col Col Col 21 Col 66 Col 72 Col 78 Col 84 Col 91 Col 97 Col 103 2016 2017 2018 2019 2020 2016 - 2020 Total 2021 - 2025 Total 2016 - 2025 Total Contract Description Cost Cost Cost Cost Cost Cost Cost Cost Caaital Proiects 45021208 New Building Construction 16,415,000 16,415,000 16,415,000 45021451 New Building Cash Allowar 4,766,000 4,766,000 4,766,000 45021650 Generator Exhaust Insulatii 7,000 7,000 7,000 Total Capital Project! 21,188,000 - - - - 21,188,000 - 21,188,000 148 J:\Common\Finance\Budget Development\2016 Proposed Budget\Homes Reports\Terrace Lodge\Terrace Lodge BuildingTerrace Lodge BuildingProject Budget 02/02/2016 4:24 PM COUNTY OF ELGIN Bobier Dietary Proposed Budget Col Col Col 21 Col 66 Col 72 Col 78 Col 84 Col 91 Col 97 Col 103 2016 2017 2018 2019 2020 2016 - 2020 Total 2021 - 2025 Total 2016 - 2025 Total Contract Description Cost Cost Capital Projects 41031550 Kitchen Equipment Cost Cost Cost Cost Cost Cost 100,000 100,000 100,000 Total Capital Projec - - 100,000 - - 100,000 - 100,000 149 J:\Common\Finance\Budget Development\2016 Proposed Budget\Homes Reports\Bobier Villa\Bobier DietaryBobier DietaryProject Budget 02/02/2016 4:26 PM 150 J:\Common\Finance\Budget Development\2016 Proposed Budget\Homes Reports\Bobier Villa\Bobier NursingBobier Nursing Project Budget 02/02/2016 4:01 PM COUNTY OF ELGIN Bobier Nursing Proposed Budget Coll Col Col 21 Col 66 Col 72 Col 78 Col 84 Col 91 Col 97 Col 103 2016 2017 2018 2019 2020 2016 - 2020 Total 2021 - 2025 Total 2016 - 2025 Total Contract Description Cost Cost Cost Cost Cost Cost Cost Cost Capital Projects 42031550 Lifts - EM 20,000 10,000 70,000 35,000 35,000 170,000 50,000 220,000 Misc 30,000 15,000 15,000 60,000 60,000 Total Capital Projec 20,000 10,000 100,000 50,000 50,000 230,000 50,000 280,000 150 J:\Common\Finance\Budget Development\2016 Proposed Budget\Homes Reports\Bobier Villa\Bobier NursingBobier Nursing Project Budget 02/02/2016 4:01 PM COUNTY OF ELGIN Bobier Housekeeping Proposed Budget Col Col Col 21 Col 66 Col 72 Col 78 Col 84 Col 91 Col 97 Col 103 2016 2017 2018 2019 2020 2016 - 2020 Tota 2021 - 2025 Total 2016 - 2025 Total Contract Description Cost Cost Cost Cost Cost Cost Cost Cost Capital Projects 43031651 Housekeeping Equipment 10,000 10,000 10,000 Total Capital Projects 10,000 - - - - 10,000 - 10,000 151 J:\Common\Finance\Budget Development\2016 Proposed Budget\Homes Reports\Bobier Villa\Bobier Housekeeping Bobier Housekeeping Project Budget 02/02/2016 4:28 PM COUNTY OF ELGIN Bobier Building Proposed Budget Col Col Col 21 Col 66 Col 72 Col 78 Col 84 Col 91 Col 97 Col 103 2016 2017 2018 2019 2020 2016 - 2020 Total 2021 - 2025 Total 2016 - 2025 Total Contract Description Cost Cost Cost Cost Cost Cost Cost Cost Caaital Proiects 45031356 Generator Replacement 45031457 Roof Repairs HVAC Replacement 70,000 70,000 140,000 140,000 Door & Wall Protection 10,000 10,000 10,000 10,000 40,000 40,000 45031550 Parking Lot Repair - BV 75,000 75,000 150,000 150,000 45031551 Building Automation - BV 25,000 35,000 60,000 60,000 45031553 Over Bed Lights - BV - - 45031554 Floor Replacement - Resident 15,000 15,000 15,000 45031650 Hot Water Boilers/Tanks 10,000 10,000 10,000 Electrical Improvements 10,000 10,000 10,000 45031652 Air Handling Unit Replacement 70,000 70,000 70,000 45031653 Misc 30,000 30,000 40,000 40,000 40,000 180,000 2,250,000 2,430,000 45031654 Ceiling Insulation out of surplu 60,000 60,000 60,000 45031655 Security/Resident Safety - EM 5,000 5,000 5,000 Total Capital Projects 215,000 85,000 120,000 195,000 125,000 740,000 2,250,000 2,990,000 152 J:\Common\Finance\Budget Development\2016 Proposed Budget\Homes Reports\Bobier Villa\Bobier BuildingBobier BuildingProject Budget 02/02/2016 4:03 PM 153 J:\Common\Finance\Budget Development\2016 Proposed Budget\Homes Reports\Bobier Villa\Bobier AdminBobier AdminProject Budget 02/02/2016 4:32 PM COUNTY OF ELGIN Bobier Admin Proposed Budget Col 1 Col t Col 5 Col 20 Col 21 Col 22 Col 25 Col 27 Col 28 Col 29 Col 30 Col 45 Col 61 2016 (O)Pen (A)ctual or Out of)/ F uture Net Project Cumulative Fixed Into Net Funding Current Year Current Year Contract Description Closed (Revenue) Cost Budget Project Budget Reserve Name Amount Reserve Request Revenue Cost Capital Projects 46031650 Exterior Upgrade - BV donation. O 50,000 50,000 50,000 Reserves Donations A (50,000) 50,000 Total Capital Projects 50,000 50,000 50,000 - (50,000) 50,000 153 J:\Common\Finance\Budget Development\2016 Proposed Budget\Homes Reports\Bobier Villa\Bobier AdminBobier AdminProject Budget 02/02/2016 4:32 PM COUNTY OF ELGIN Library Services.xls Proposed Budget 1 2 21 66 72 78 84 91 97 103 2016 2017 2018 2019 2020 2016 - 2020 Total 2021 - 2025 Total 2016 - 2025 Total Contract Description Capital Proiects 58101402 Aylmer Furnishings 58101403 Accessability Reno - Belmont 58101504 Shedden inc. Accessability 58101505 Library Capacity Fund 58101601 Book Purchases - Library 58101602 Accessibility Renos - Belmont 58101603 Accessibility Renos - Straffordville Further Accessbility Renos Library Van Replacement Total Capital Projects Cost Cost Cost Cost Cost Cost Cost Cost 20,000 20,000 20,000 280,541 292,758 305,495 318,631 332,332 1,529,758 1,764,061 3,293,818 15,000 15,000 15,000 35,000 35,000 35,000 35,000 140,000 175,000 315,000 45,000 45,000 45,000 90,000 315,541 372,758 340,495 353,631 367,332 1,749,758 1,984,061 3,733,818 154 J:\Common\Finance\Budget Development\2016 Proposed Budget\Cultural Services\Library Services.xlsLibrary Services.xlsProject Budget 18/01/2016 3:32 PM COUNTY OF ELGIN Information Technology Proposed Budget Col Col Col 21 Col 66 Col 72 Col 78 Col 84 Col 91 Col 97 Col 103 2016 2017 2018 2019 2020 2016 - 2020 Tota12021 - 2025 Totz2016 - 2025 Tota Contract Description Cost Cost Cost Cost Cost Cost Cost Cost Caoital Proiects 57801406 Palmer Estate Equipment - - 57801601 Hardware Replacement - IT 84,800 87,300 89,800 92,300 94,800 449,000 523,334 972,334 57801602 MDS RAI Funding 15,000 15,000 15,000 15,300 15,606 75,906 86,151 162,057 57801603 Photocopiers 15,000 15,000 15,000 15,300 15,606 75,906 86,151 162,057 57801604 Other Licences 67,500 70,000 72,000 73,440 74,909 357,849 413,527 771,376 27901604 In Magic Software Customization - Museum 10,000 - - 10,000 - 10,000 Total Capital Projects 192,300 187,300 191,800 196,340 200,921 968,661 1,109,164 2,077,825 155 J:\Common\Finance\Budget Development\2016 Proposed Budget\Information Tech nology\Information Technologylnformation TechnologyProject Budget 02/02/2016 4:34 PM COUNTY OF ELGIN Ambulance.xls Proposed Budget Col Colt Col 21 Col 66 Col 72 Col 78 Col 84 Col 91 Col 97 Col 103 J:\Common\Finance\Budget Development\2016 Proposed Budget\Engineering Reports\Ambulancee.xlsAmbulance.xlsProject Budget 22/01/2016 2:30 PM 2016 2017 2018 2019 2020 2016 - 2020 Total 2021 - 2025 Total 2016 - 2025 Total Contract Description Cost Cost Cost Cost Cost Cost Cost Cost Capital Projects 28001501 Laptops 28001502 ERV 28001503 Ambulance - - - 28001601 Ambulance 160,000 250,000 255,000 260,000 265,000 1,190,000 1,190,000 2,380,000 28001603 ERV 80,000 80,000 80,000 160,000 Defibrulator Purchases - 270,000 270,000 28001602 Stretcher Replacement 30,000 30,000 30,000 60,000 Total Capital Projects 270,000 250,000 255,000 260,000 265,000 1,300,000 1,570,000 2,870,000 J:\Common\Finance\Budget Development\2016 Proposed Budget\Engineering Reports\Ambulancee.xlsAmbulance.xlsProject Budget 22/01/2016 2:30 PM J:\Common\Finance\Budget Development\2016 Proposed Budget\Economic Dev and To157 uriism\Economic Development.xlsEconomic Deve lopme nt.xls Project Budgq2/02/2016 4:52 PM COUNTY OF ELGIN Economic Development.xls Proposed Budget 1 2 21 66 72 78 84 91 97 103 2016 2017 2018 2019 2020 2016 - 2020 Total 2021 - 2025 Total 2016 - 2025 Total Contract Description Cost Cost Cost Cost Cost Cost Cost Cost Capital Projects Tourism Van 8,500 8,500 20,500 29,000 26851609 Pt Stanley Tourism Kiosk 14,000 14,000 14,000 Total Capital Projects 14,000 8,500 - - - 22,500 20,500 43,000 J:\Common\Finance\Budget Development\2016 Proposed Budget\Economic Dev and To157 uriism\Economic Development.xlsEconomic Deve lopme nt.xls Project Budgq2/02/2016 4:52 PM COUNTY OF ELGIN Attachment 11 Closed Projects As of December 31, 2015 Closed Projects Carry -Forward Pro ects Carry Surplus on Forward Actual Capital Remainina Closed Carryforward Budaet Project # Description Open/ Close Cum Budget Spend Budget Closed Costs Projects costs (WIP) Reserve Corporate 28001204 Ambulance Base - Landscaping Duttc Close 74,000 26,599 47,401 26,599 47,401 Total Corporate 74,000 26,599 47,401 26,599 47,401 Information Technology 57801501 Hardware Replacement - IT Close 122,300 108,845 13,455 108,845 13,455 57801502 MDS RAI Funding Close 15,000 - 15,000 - 15,000 57801503 Photocopiers Close 15,000 14,084 916 14,084 916 57801504 Other Licences Close 15,000 14,177 823 14,177 823 - - 57801406 Palmer Estate Equipment Open 40,000 15,560 24,440 - - 15,560 24,440 Total Information Technology 207,300 152,666 54,634 137,106 30,194 15,560 24,440 Engineering Services 60901501 Duff Line Slope Stabilization (Middlerr Close 250,000 146,327 103,673 146,327 103,673 - - 60901502 Calton Line Slope Stabilization Project Close 400,000 359,915 40,085 359,915 40,085 60901503 Sunset Bicycle Lanes Close 50,000 39,410 10,590 39,410 10,590 60901507 New Engineering Vehicle Close 45,000 26,859 18,141 26,859 18,141 60901517 Bridge Street and Colbourne Traffic S Close 26,179 26,178 1 26,178 1 62001305 Centennial Drive Rehabilitation Close 1,250,069 1,250,069 0 1,250,069 0 62001401 Road 44 Rehabilitation (Hwy 3 to Rd 1 Close 1,402,972 1,400,859 2,113 1,400,859 2,113 62001501 Road 45 Rehabilitation - Players Hill C Close 650,000 503,077 146,923 503,077 146,923 62001502 Road 45 Rehabilitation (Rd 28 to Rd -1 Close 1,125,000 984,456 140,544 984,456 140,544 62001503 Road 20 Rehabilitaiton (Fingal to She( Close 675,000 648,124 26,876 648,124 26,876 62001504 Road 43 Rehabilitation (Vienna Line tc Close 500,000 434,704 65,296 434,704 65,296 62001505 Road 5 FDR/DST (Carrot Line to Thai Close 335,000 329,256 5,744 329,256 5,744 62101501 Land Purchase Close 10,000 1,197 8,803 1,197 8,803 62201501 Road 73 Resurfacing (Aylmer to Port Close 1,500,000 1,531,728 (31,728) 1,531,728 (31,728) 62201503 Road 37 Resurfacing (74 to east Beln Close 90,000 65,883 24,117 65,883 24,117 62201504 Road 19 Resurfacing (Vienna to Straf Close 480,000 570,952 (90,952) 570,952 (90,952) 62501501 Road 22 Microsurfacing (Road 27 to ', Close 115,000 104,348 10,652 104,348 10,652 62501502 Road 36 Microsurfacing (Rd 24 to Spy Close 105,000 88,102 16,898 88,102 16,898 62501503 Road 52 Microsurfacing (73 to Spring Close 110,000 118,600 (8,600) 118,600 (8,600) 62501504 Road 103 Micro Surfacing (Lake to R( Close 70,000 61,002 8,998 61,002 8,998 62501505 Road 18 SST (Rd 14 to RR tracks) - r Close 85,000 66,338 18,662 66,338 18,662 62501506 Road 27 FiberMAT (Meeks Br. To T/L Close 80,000 69,198 10,802 69,198 10,802 62601401 Road Sign Replacements - West Elgii Close 332,522 275,749 56,773 275,749 56,773 62901401 Middlemiss Bridge Rehab (1/2 Middle Close 112,272 12,272 100,000 12,272 100,000 62901503 Culvert Slip Linings Close 300,000 238,747 61,253 238,747 61,253 62901504 Beecroft Culvert Close 195,082 60,631 134,450 60,631 134,450 62901505 Willeys Bridge - 50000 Close 50,000 136,973 (86,973) 136,973 (86,973) - - 60901409 Old Mill Line Extension/Vienna Bridge Open 540,000 117,473 422,527 - 117,473 422,527 60901504 Intersection Control Beacon - 52 and : Open 40,000 8,700 31,300 8,700 31,300 J:\Common\Finance\Budget Development\2015 Proposed Budget\Financial Services\ClosedProjectsClosed Report 03/02/20168:49 AM 158 COUNTY OF ELGIN Attachment 11 Closed Projects As of December 31, 2015 Closed Projects Carry -Forward Pro ects J:\Common\Finance\Budget Development\2015 Proposed Budget\Financial Services\ClosedProjectsClosed Report 03/02/20168:49 AM 159 Carry Surplus on Forward Actual Capital Remaining Closed Carryforward Budget Project # Description Open/ Close Cum Budget Spend Budget Closed Costs Projects costs (WIP) Reserve 60901505 Sunset Road and John Wise Line Tra Open 175,000 48,318 126,682 48,318 126,682 60901506 Miller Road Engineering Open 50,000 61,820 (11,820) 61,820 (11,820) 62001407 Dexter Line Relocation Open 5,200,000 763,792 4,436,208 763,792 4,436,208 62001508 Centennial Ave Rehabilitation Open 359,931 - 359,931 - 359,931 62201502 Road 23 Resurfacing (Sunset to Jose Open 310,000 - 310,000 - 310,000 62901402 Bradley Creek Culvert Replacement - Open 675,000 66,045 608,955 66,045 608,955 62901501 Brooks Bridge Engineering Open 50,000 16,976 33,024 - - 16,976 33,024 Total Engineering Services 17,744,028 10,634,081 7,109,946 9,550,958 793,139 1,083,123 6,316,808 Library Services 58101406 Trillium Grant Close 12,000 11,316 684 11,316 684 - - 58101501 Book Purchases - Library Close 298,908 294,154 4,754 294,154 4,754 58101503 Accessibility Readers Close 15,500 9,405 6,095 9,405 6,095 - 58101402 Aylmer Furnishings Open 200,000 - 200,000 - - - 200,000 58101403 Accessability Reno - Belmont Open 45,000 16,370 28,630 16,370 28,630 58101504 Shedden inc. Accessability Open 50,000 - 50,000 - 50,000 58101505 Library Capacity Fund Open 30,382 15,969 14,413 - - 15,969 14,413 Total Library Services 651,790 347,214 304,576 314,875 11,533 32,338 293,044 Administrative Building 26601203 Sanitary Sewer Close 100,000 96,652 3,348 96,652 3,348 - - 26601304 Building Automation System Upgrade: Close 30,000 9,112 20,888 9,112 20,888 26601307 Miscellaneous capital projects Close 63,224 58,547 4,677 58,547 4,677 26601513 IT ADMIN Server Room Enhancemen Close 60,000 36,844 23,156 36,844 23,156 - - 26601303 Washroom Renovations Open 80,000 8,227 71,773 - - 8,227 71,773 26601406 Museum Storage Open 150,000 824 149,176 824 149,176 26601407 Building Improve/Space Needs (Muse Open 100,000 31,783 68,217 31,783 68,217 26601510 Roof repairs Open 15,000 - 15,000 - 15,000 26601512 Exterior Building Capital Repairs Open 495,000 495,000 495,000 26601514 Miscellaneous capital projects Open 377,552 - 377,552 - - - 377,552 Total Administrative Building 1,470,776 241,990 1,228,786 201,155 52,069 40,835 1,176,717 Agriculture 29601402 Vehicle KCCA Open 30,000 - 30,000 - - - 30,000 Total Agriculture 30,000 30,000 30,000 Ambulance 28001501 Laptops Open 32,500 32,500 32,500 28001502 ERV Open 77,000 77,000 77,000 28001503 Ambulance Open 120,000 120,000 120,000 Total Ambulance 229,500 229,500 - 229,500 Elgin Manor - Dietary 41011550 Ice Maker - EM Close 6,000 6,000 6,000 - 41011551 Steamer - EM Close 25,000 25,000 25,000 Total Elgin Manor - Dietary 31,000 31,000 31,000 J:\Common\Finance\Budget Development\2015 Proposed Budget\Financial Services\ClosedProjectsClosed Report 03/02/20168:49 AM 159 COUNTY OF ELGIN Attachment 11 Closed Projects As of December 31, 2015 Closed Projects Carry -Forward Pro ects J:\Common\Finance\Budget Development\2015 Proposed Budget\Financial Services\ClosedProjectsClosed Report 03/02/20168:49 AM 160 Carry Surplus on Forward Actual Capital Remainina Closed Carryforward Budaet Project # Description Open/ Close Cum Budget Spend Budget Closed Costs Projects costs (WIP) Reserve Terrace Lodge - Dietary 41021102 Replace Kitchen Flooring Close 20,000 1,221 18,779 1,221 18,779 41021505 New Refrigerator Close 4,000 3,852 148 3,852 148 Total Terrace Lodge - Dietary 24,000 5,073 18,927 5,073 18,927 - - Bobier Villa - Dietary 41031550 Kitchen Equipment Open 26,086 18,591 7,495 - - 18,591 7,495 Total Bobier Villa - Dietary 26,086 18,591 7,495 - - 18,591 7,495 Elgin Manor - Nursing & Personal Care 42011450 Tub Replacements Close 31,899 28,834 3,065 28,834 3,065 - - 42011550 Lifts Close 57,000 22,086 34,914 22,086 34,914 Total Elgin Manor - Nursing & Personal Care 88,899 50,920 37,979 50,920 37,979 Terrace Lodge - Nursing & Personal Care 42021450 Tub Replacements Close 70,000 70,157 (157) 70,157 (157) 42021550 Lifts Close 50,000 - 50,000 - 50,000 42021551 Equipment (ADP Stroke) Close 13,141 13,415 (274) 13,415 (274) Total Terrace Lodge - Nursing & Personal Care 133,141 83,572 49,569 83,572 49,569 - Bobier Villa - Nursing & Personal Care 42031550 Lifts - EM Open 45,000 - 45,000 - - 45,000 Total Bobier Villa - Nursing & Personal Care 45,000 45,000 - 45,000 Elgin Manor - Housekeeping 43011550 Floor Machine - EM Close 9,000 9,000 9,000 - Total Elgin Manor - Housekeeping 9,000 9,000 9,000 - Elgin Manor - Laundry 44011301 New Washer Open 5,000 5,000 - 5,000 Total Elgin Manor - Laundry 5,000 - 5,000 - 5,000 Elgin Manor - Building & Property 45011452 TSSA - EM Close 30,000 33,191 (3,191) 33,191 (3,191) - 45011551 Building Automation - EM Close 10,000 6,233 3,768 6,233 3,768 45011552 Pumps & Equipment (STP) Close 10,000 985 9,015 985 9,015 45011553 Misc - EM Close 10,000 11,204 (1,204) 11,204 (1,204) 45011555 Security/Resident Safety - EM Close 10,000 9,228 772 9,228 772 45011556 Courtyard Automatic Door Openers - I Close 5,000 3,031 1,969 3,031 1,969 45011559 Boiler Replacement Close 25,234 20,215 5,019 20,215 5,019 - - 45011550 Landscaping - EM Open 15,000 6,614 8,386 - - 6,614 8,386 45011554 HVAC - EM Open 20,000 - 20,000 - 20,000 45011557 Washroom Upgrades - EM Open 10,000 366 9,634 366 9,634 45011558 IT EM Server Room Enhancements $ Open 200,000 27,118 172,882 - - 27,118 172,882 Total Elgin Manor - Building & Property 345,234 118,185 227,049 84,087 16,147 34,098 210,902 Terrace Lodge - Building & Property 45021452 Washroom Upgrades Close 240,000 186,618 53,382 186,618 53,382 - - 45021457 LTC Act Land Improvements - TL Close 15,000 12,618 2,382 12,618 2,382 J:\Common\Finance\Budget Development\2015 Proposed Budget\Financial Services\ClosedProjectsClosed Report 03/02/20168:49 AM 160 COUNTY OF ELGIN Closed Projects As of December 31, 2015 Project # Description Open/ Close 45021458 TSSA - TL Close 45021550 Smoke Doors - TL Close 45021551 Building Automation - TL Close 45021208 New Building Open 45021451 Capital Maintenance in -lieu of Reno Open Closed Total Terrace Lodge - Building & Property Bobier Villa - Building & Property Spend 45031455 Misc Close 45031460 TSSA - BV Close 45031550 Parking Lot Repair - BV Close 45031552 Security/Resident Safety - EM Close 45031356 Generator Replacement - BV Open 45031457 Roof Repairs Open 45031551 Building Automation - BV Open 45031553 Over Bed Lights - BV Open 45031554 Floor Replacement - Resident Rooms Open 7,500,000 Total Bobier Villa - Building & Property Attachment II Closed Projects I Carry -Forward Pro ects Total Elgin County 30,538,698 12,525,943 18,012,755 10,775,036 1,212,267 1,750,907 16,800,488 Proposed Allocation to 2016 Capital Budget 45011655 Nurse Call out of surplus 250,000 Carry Washroom Upgrades - EM 45,000 45021650 Generator Exhaust Insulation Surplus on 45031654 Forward 60,000 Actual Capital Remaining 50,000 Closed Carryforward Budget Cum Budget Spend Budget Closed Costs Projects costs (WIP) Reserve 60,000 56,004 3,996 56,004 3,996 27901604 In Magic Software Customization - Museum 51,000 - 51,000 - 51,000 Hardware Replacement - IT - USD Impact 100,000 15,000 5,936 9,064 5,936 9,064 - - 7,500,000 180,043 7,319,957 - - 180,043 7,319,957 1,000,000 18,553 981,447 - - 18,553 981,447 8,881,000 459,771 8,421,229 261,176 119,824 198,596 8,301,404 30,000 29,444 556 29,444 556 - - 10,000 13,121 (3,121) 13,121 (3,121) 10,000 10,176 (176) 10,176 (176) 5,000 6,775 (1,775) 6,775 (1,775) - - 400,000 290,340 109,660 - 290,340 109,660 10,000 - 10,000 - 10,000 30,000 16,830 13,170 16,830 13,170 25,000 6,935 18,065 6,935 18,065 22,944 13,661 9,283 - 13,661 9,283 542,944 387,281 155,663 59,516 (4,516) 327,765 160,179 Total Elgin County 30,538,698 12,525,943 18,012,755 10,775,036 1,212,267 1,750,907 16,800,488 Total Surplus Utilization Request 1,212,267 J:\Common\Finance\Budget Development\2015 Proposed Budget\Financial Services\ClosedProjectsClosed Report 03/02/20168:49 AM 161 Proposed Allocation to 2016 Capital Budget 45011655 Nurse Call out of surplus 250,000 45011557 Washroom Upgrades - EM 45,000 45021650 Generator Exhaust Insulation 7,000 45031654 Ceiling Insulation out of surplus 60,000 42021650 Lifts 50,000 42011650 Lifts 34,914 42031550 Lifts - EM 45,000 28001602 Stretcher Replacement 30,000 28001604 Ambulance Bldg R & M 205,000 26851609 Pt Stanley Tourism Kiosk 14,000 27901604 In Magic Software Customization - Museum 10,000 45011651 Humidifier EM 30,000 57801601 Hardware Replacement - IT - USD Impact 100,000 Future Capital Needs 331,353 Total Surplus Utilization Request 1,212,267 J:\Common\Finance\Budget Development\2015 Proposed Budget\Financial Services\ClosedProjectsClosed Report 03/02/20168:49 AM 161 COUNTY OF ELGIN Closed Projects As of December 31, 2015 Actual Capital Remaining Project # Description Open/ Close Cum Budget Spend Budget Remaining Surplus J:\Common\Finance\Budget Development\2015 Proposed Budget\Financial Services\ClosedProjectsClosed Report i"M Attachment II Closed Projects I Carry -Forward Pro ects Carry Surplus on Forward Closed Carryforward Budget Closed Costs Projects costs (WIP) Reserve 0 [�R1NYaf ��5 [:il C �1G1 di CLOSED MEETING AGENDA February 9, 2016 Staff Reports: 1) Director of Engineering Services — Municipal Act, Section 239.2 (a) the security of the property of the municipality or local board — Marianne Barrie — Lease Extension 2) Director of Engineering Services — Municipal Act, Section 239.2 (a) the security of the property of the municipality or local board — Municipality of Central Elgin — Short Term Lease Extension of Suite #305 163