09 - July 11, 2017 County Council Agenda Pkg.l n o "i
ORDERS OF THE DAY
FOR TUESDAY, JULY 11, 2017- 9:00 A.M.
ORDER
1st Meeting Called to Order
2nd Adoption of Minutes — June 13, 2017 and June 27, 2017
3rd Disclosure of Pecuniary Interest and the General Nature Thereof
4th Presenting Petitions, Presentations and Delegations
DELEGATION:
9:00 a.m. Heather Derks, Kate Hurst, Meagan Ruddock, Jessica Goodwill,
Greg Fentie presenting their concerns re: Ministry of Education's
recent announcement to overhaul the existing Pupil Accommodation
Review Guidelines. (attached)
PRESENTATION:
11:30 a.m. International Plowing Match Legacy Agricultural Scholarship recipients.
5th Motion to Move Into "Committee Of The Whole Council"
6th Reports of Council, Outside Boards and Staff
7th Council Correspondence
1) Items for Consideration
2) Items for Information (Consent Agenda)
8th OTHER BUSINESS
1) Statements/Inquiries by Members
2) Notice of Motion
3) Matters of Urgency
9th Closed Meeting Items
10th Recess
11th Motion to Rise and Report
12th Motion to Adopt Recommendations from the Committee Of The Whole
13th Consideration of By -Laws
14th ADJOURNMENT
Lunch Will Be Provided & Casual Dress Permitted
NOTICE:
Deputy Warden for July
Deputy Warden for August
August 13-16, 2017
September 12, 2017
November 24, 2017
Councillor Jenkins
Councillor Marr
AMO Annual Conference — Ottawa
County Council Meeting
Warden's Dinner — Shedden Keystone Complex
Accessible formats available upon request.
1
DRAFT COUNTY COUNCIL MINUTES
Tuesday, June 13, 2017
Accessible formats available upon request.
The Elgin County Council met this day at the Administration Building at 9:00 a.m. with all
members present.
Warden Jones in the Chair.
ADOPTION OF MINUTES
Moved by Councillor Currie
Seconded by Councillor Mennill
THAT the minutes of the meeting held on May 9, 2017 be adopted.
- Carried.
DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF —
None.
DELEGATIONS
VON Middlesex -Elgin Current Services
Julie Simpson, Fund Development Coordinator, VON Middlesex -Elgin with a PowerPoint
presentation outlining current services that VON provides and inviting Councillors to participate
in the Great Community Run, Walk n' Roll in Mount Brydges on June 25.
Moved by Councillor Marr
Seconded by Councillor Martyn
THAT the presentation titled "VON Middlesex -Elgin Current Services" from the Fund
Development Coordinator, VON Middlesex -Elgin be received and filed.
- Carried.
Medavie EMS Elgin Ontario 2016 Annual Report and Long -Term Ambulance Service
Planning, Operating and Capital 2018 to 2027
Pauline Meunier, General Manager/Chief, Medavie EMS Elgin Ontario with a PowerPoint
presentation outlining its 2016 Annual Report as well as a PowerPoint on Long -Term Service
Planning which included a review of the existing long-term capital plan and potential external
systems pressures.
Moved by Councillor Jenkins
Seconded by Councillor Ens
THAT the reports titled "Medavie EMS Elgin Ontario 2016 Annual Report" and "Long -Term
Ambulance Service Planning, Operating and Capital 2018 to 2027" from the General Manager/
Chief of Medavie EMS Elgin Ontario, be received and filed.
- Carried.
Moved by Councillor Mennill
Seconded by Councillor Wiehle
THAT we do now move into Committee Of The Whole Council.
- Carried.
County Council 2 June 13, 2017
REPORTS
Lona -Term Ambulance Service Plannina — Senior Financial Analvst
The analyst presented the report reviewing the existing long-term capital plan for ambulance
services.
Moved by Councillor Marr
Seconded by Councillor Martyn
THAT the changes outlined in the PowerPoint presentation and report titled "Long -Term
Ambulance Service Planning" dated June 1, 2017 be included in the 2018 budget deliberations;
and,
THAT the use of surplus capital from the 2017 capital budget include the purchase of one
ambulance vehicle and computers in the 2018 capital budget; and,
THAT the report titled "Long -Term Ambulance Service Planning" from the Senior Financial
Analyst, dated June 1, 2017 be forwarded to the City of St. Thomas for their information.
- Carried.
Enaineerina Services for Vienna and Sparta — Deputy Director of Enaineerina Services
The deputy director presented the report recommending that Council select Spriet Associates to
provide engineering services for Plank Road and Sparta Line/Quaker Road.
Moved by Councillor Currie
Seconded by Councillor Jenkins
THAT Spriet Associates be selected to provide Engineering Services for Vienna (Plank Road)
and Sparta (Sparta Line/Quaker Road), Contract #60901702/04, at a total price of $356,225.00
plus HST; and,
THAT the Warden and Chief Administrative Officer be authorized to sign the contract
- Carried.
Quarterly Information Report — Contract Awards January 1, 2017 to March 31, 2017 —
Purchasing Coordinator
The coordinator presented the report outlining the contract awards over $15,000 between
January 1, 2017 and March 31, 2017 as per Elgin's Procurement Policy.
Moved by Councillor Mennill
Seconded by Councillor Currie
THAT the report titled "Quarterly Information Report - Contract Awards, January 1, 2017 to
March 31, 2017" from the Purchasing Coordinator, dated May 12, 2017 be received and filed.
- Carried.
Phone Svstem Replacement — Manaaer of Information Technolo
The manager presented the report recommending that Council authorize the replacement of the
County of Elgin phone system by Kelcom Voice and Data Solutions.
Moved by Councillor Currie
Seconded by Councillor Martyn
THAT Kelcom Voice & Data Solutions be selected for the County portion of the phone system
replacement project at a cost of $53,653, plus taxes; and,
County Council
June 13, 2017
THAT a contingency fund in the amount of $10,000 be set aside to address any unforeseen
circumstances during the deployment of the new system; and,
THAT the Warden and Chief Administrative Officer be authorized to sign the contract.
- Carried.
Ministry of Health Fundina Increase for Raw Food 2017 — Senior Financial Analvst
The analyst presented the report informing Council that the Province of Ontario will be increasing
the Raw Food per diem from $8.33 to $9.00 on July 1, 2017. This increase will help Elgin to
continue to provide quality meals for residents at its long-term care homes.
Moved by Councillor Marr
Seconded by Councillor Jenkins
THAT the report titled "Ministry of Health Funding Increase for Raw Food 2017" from the Senior
Financial Analyst, dated May 11, 2017 be received and filed.
- Carried.
Annual Program Therapy Policy and Procedure Review and Revision — Manager of
Program and Therapy Services
The Director of Homes and Seniors Services presented the report recommending that Council
approve revisions to the Program and Therapy Policy and Procedure Manual.
Moved by Councillor Mennill
Seconded by Councillor Currie
THAT Council approve the County of Elgin Homes and Seniors Services review and revisions to
the Program and Therapy Policy and Procedure Manual as presented; and,
THAT the report titled "Annual Program and Therapy Policy and Procedure Review and Revision"
from the Manager of Program and Therapy Services, dated May 20, 2017, be received and filed.
- Carried.
Council recessed at 9:54 a.m. and reconvened at 10:06 a.m.
Accessibility Lift Procedure —Accessibility Coordinator
The coordinator presented the report recommending that Council approve a procedure for staff to
follow when operating the Administration Building Accessibility Lift.
Moved by Councillor Marr
Seconded by Councillor Ens
THAT the document titled "Accessibility Lift Procedure" be approved by County Council.
- Carried.
Accessible Maintenance Procedures — Accessibility Coordinator
The coordinator presented the report recommending that Council approve the Accessible
Maintenance Procedures document as required by The Integrated Accessibility Standards
Regulation (O. Reg 191/11).
Moved by Councillor Currie
Seconded by Councillor Wiehle
THAT the document titled "Accessible Maintenance Procedures" be approved
- Carried.
County Council
June 13, 2017
Final Approval Plan of Subdivision Jacklin Farm Phase 2, Central Elgin File No. 34T-
CE1401 — Manager of Planning
The manager presented the report informing Council that final approval has been granted to the
Plan of Subdivision Jacklin Farm Phase 2 located in Central Elgin.
Moved by Councillor Marr
Seconded by Councillor Currie
THAT the report titled "Final Approval for a Plan of Subdivision, Jacklin Farm Phase 2" from the
Manager of Planning, dated June 1, 2017 be received and filed.
- Carried.
Final Approval Plan of Subdivision Talbotville Ridge, Southwold Township File No. 34T-
SO1501 — Manager of Planning
The manager presented the report informing Council that final approval has been granted to the
Plan of Subdivision Talbotville Ridge located in Southwold Township.
Moved by Councillor McWilliam
Seconded by Councillor Mennill
THAT the report titled "Final Approval for a Plan of Subdivision, Talbotville Ridge" from the
Manager of Planning, dated June 1, 2017 be received and filed.
- Carried.
Final Approval Plan of Subdivision Little Creek Phase 4, Central Elgin File No. 34T-CE1601
— Manager of Planning
The manager presented the report informing Council that final approval has been granted to the
Plan of Subdivision Little Creek Phase 4 located in Central Elgin.
Moved by Councillor Marr
Seconded by Councillor Jenkins
THAT the report titled "Final Approval for a Plan of Subdivision, Little Creek Phase 4" from the
Manager of Planning, dated June 1, 2017 be received and filed.
- Carried.
Part -Time Library Supervisor to Full -Time — Director of Community and Cultural Services
The director presented the report recommending that Council approve the elevation of the last
part-time supervisor position in the Elgin County Library system to full-time to better reflect the
full scope of responsibility for the position and to promote consistency in the library's supervisory
complement.
Moved by Councillor Mennill
Seconded by Councillor Currie
THAT the part-time position of Library Supervisor for Springfield and Belmont branches of the
Elgin County Library be increased to full-time status effective as soon as September 1, 2017;
and,
THAT the associated annual wage increase be incorporated into 2018 budget deliberations.
- Carried.
April 2017 Budget Performance — Director of Financial Services
The director presented the report outlining the April 2017 budget performance with $147,000
favourable.
County Council
Moved by Councillor Jenkins
Seconded by Councillor Martyn
June 13, 2017
THAT the report titled "April 2017 Budget Performance" from the Director of Financial Services,
dated May 26, 2017 be received and filed.
- Carried.
Impact of Fair Housinq Plan on Multi -Residential Properties — Director of Financial
Services
The director presented the report recommending that Council adopt By -Law 17-17 to amend
By -Law 17-10 adopting a ratio of 1.0 for new multi -residential class as recommended by County
treasurers.
Moved by Councillor Currie
Seconded by Councillor Marr
THAT By -Law 17-17 be passed to Amend By -Law 17-10 being a by-law to provide for the
adoption of the 2017 Budget and to establish the 2017 tax ratios and rates.
- Carried.
Items for Consideration
1. Monica L. Hawkins, Clerk, Municipality of East Ferris, seeking support for their resolution
regarding the Trudeau Liberals removal of the tax-exempt portion of remuneration paid to
local officials from their 2017 Federal Deficit Budget.
2. Frank Fernandez, Stop The Great Lakes Nuclear Dump, encouraging County Council to
sign open letter to Minister McKenna, Ministry of Environment & Climate Change opposing
Ontario Power Generation's (OPG) plan to construct a nuclear waste repository on the shore
of Lake Huron in Kincardine, Ontario.
3. M. Casavecchia-Somers, CAO/Clerk, Township of Malahide, with resolution seeking
inclusion of sidewalk maintenance into proposed County Road Maintenance Agreement.
4. Clark Somerville, Federation of Canadian Municipalities (FCM) President, requesting the
County of Elgin consider making a donation to the Canadian Red Cross to support flood -
affected communities who have experienced spring flooding.
5. Hon. Bill Mauro, Minister of Municipal Affairs, announcing introduction of the proposed
Building Better Communities and Conserving Watershed Act, 2017 in the legislature and
providing information on how to comment on the proposed bill.
6. The United Counties of Leeds and Grenville, seeking support for their resolution that the
Ministry of Transportation of Ontario look at measures to reduce speed and enforce these
speed reductions on 400 series highways when severe storm conditions exist.
The following recommendation was adopted in regard to Correspondence Item #1:
Moved by Councillor Mennill
Seconded by Councillor Jenkins
THAT the Corporation of the County of Elgin support the resolution from the Municipality of East
Ferris regarding the Trudeau Liberals' removal of the tax-exempt portion of remuneration paid to
local officials from their 2017 Federal Deficit Budget.
- Carried.
County Council 6 June 13, 2017
The following recommendation was adopted in regard to Correspondence Item #2:
Moved by Councillor Martyn
Seconded by Councillor Ens
THAT the Corporation of the County of Elgin support the open letter from Stop The Great Lakes
Nuclear Dump to Canada's Minister of Environment and Climate Change opposing Ontario
Power Generation's proposed Deep Geologic Repository.
- Carried.
The following recommendation was adopted in regard to Correspondence Item #3:
Moved by Councillor Mennill
Seconded by Councillor Jenkins
THAT Correspondence Item #3 be received and filed.
- Carried.
The following recommendation was adopted in regard to Correspondence Item #4:
Moved by Councillor Currie
Seconded by Councillor Mennill
THAT Correspondence Item #4 be received and filed.
- Carried.
The following recommendation was adopted in regard to Correspondence Item #5:
Moved by Councillor Mennill
Seconded by Councillor Marr
THAT Correspondence Item #5 be received and filed.
- Carried.
The following recommendation was adopted in regard to Correspondence Item #6:
Moved by Councillor Mennill
Seconded by Councillor Martyn
THAT Correspondence Item #6 be received and filed.
- Carried.
Items for Information (Consent Agenda)
1. Hilary Anderson, VP Corporate Services and CFO, South West Community Care Access
Centre, with integration information on the Minister of Health and Long -Term Care's transfer
order of all assets, liabilities, rights, obligations and employees of South West Community
Care Access Centre (CCAC) to the South West Local Health Integration Network (LH IN)
effective May 24th, 2017.
2. Bill Murch, Aylmer Library Expansion Supporters, informing County Council of results of the
Aylmer Library petition to locate the new Aylmer Library in the downtown core area.
3. Nancie Irving, CMO, Town of Aylmer, with resolutions from the May 15, 2017 Aylmer Council
meeting related to the proposed Aylmer Library.
4. Hon. Bill Mauro, Minister of Municipal Affairs, informing County Council that their ministry will
not be moving forward with the proposals requiring regular inspections and pumping out of
septic tanks.
County Council 7 June 13, 2017
5. SWIFT New Release titled "SWIFT launches procurement process with two stage request for
pre -qualification (RFPQ).
6. AMO Communications titled "AMO Policy Update — Province Announces Emergency Services
Changes Including Dispatch and Fire -Medic Pilots".
7. Transportation in Elgin County Information Chart for Private and Volunteer Based
Transportation.
8. South West Local Health Integration Network (LHIN) seeking candidates to serve on the South
West Local Health Integration Network Board of Directors. Deadline to apply June 20, 2017.
Moved by Councillor Currie
Seconded by Councillor McWilliam
THAT Correspondence Items #1 — 8 be received and filed.
- Carried.
OTHER BUSINESS
Statements/Inquiries by Members
Councillor Marr asked the Director of Engineering Services to look into limited parking signs at
Bridge Street and Colborne Street in Port Stanley.
Councillor Marr reminded Council that there would be a dedication for Hofhuis Park on June 24
in Port Stanley. Sylvia Hofhuis had a lengthy political career in Central Elgin and was a past
Elgin County Warden. Doctor John Hofhuis served many years as County Coroner.
Councillor McWilliam let Council know that the Dunwich Scotch, a play based on a book by local
author and economist John Kenneth Galbraith, would be performed at the Wallacetown
Fairgrounds on June 16 and 17. Councillor McWilliam will be playing a role in the performance.
Councillor Wiehle congratulated Southwold Township and County of Elgin staff on the opening
of the new Southwold Township Library, Shedden. The new facility is a wonderful addition to the
Elgin County Library system.
The Warden thanked Council colleagues and staff for coming out to celebrate the Southwold
Township Library, Shedden opening on June 9, 2017.
The Director of Homes and Seniors Services informed Council that an RFP had been issued for
Salon Services at Bobier Villa. There was only one respondent and the price suggested was
much higher than anticipated; therefore, the RFP has been reissued.
The Director of Homes and Seniors Services also informed Council that the County has received
final preliminary plan approval for the redevelopment of Terrace Lodge which gives the architects
the approval to move forward with the next steps of the process.
Notice of Motion — None.
Matters of Urgency — None.
Closed Meeting Items
Moved by Councillor Currie
Seconded by Councillor Mennill
THAT we do now proceed into closed meeting session in accordance with the Municipal Act to
discuss matters under Municipal Act Section 239.2;
(b) personal matters about an identifiable individual, including municipal or local board employees —
CAO/Clerk Recruitment Update.
(a) the security of the property of the municipality or local board — Ontario Clean Water Agency —
Lease Agreement.
- Carried.
County Council
Moved by Councillor Marr
Seconded by Councillor Currie
THAT we do now rise and report.
- Carried.
Moved by Councillor Marr
Seconded by Councillor Martyn
June 13, 2017
THAT the Warden and Chief Administrative Officer be authorized and directed to sign a lease
agreement with the Ontario Clean Water Agency for Suite #305 and #370; and,
THAT the lease for Suite #305 commence on August 1, 2017 at a lease rate of $16.05 per
square foot for three months, ($3,410.63 three month payment), plus the HST, and $16.35 per
square foot ($13,897.50 annual payment), plus the HST, for year two. The new lease will be for
Suites #305 and #370 at a lease rate of $16.70 per square foot ($36,406.00 annual payment),
plus the HST, for year three, $17.05 per square foot ($37,169.00 annual payment), plus the HST,
for year four, and $17.45 per square foot ($38,041.00 annual payment), plus the HST, for year
five; and,
THAT the lease for both suites will expire on October 31, 2021; and,
THAT the suite will require capital improvements with approximate costs of $7,000.
- Carried.
A confidential update on recruitment for the CAO/Clerk position was presented by the Director of
Human Resources.
Motion to Adopt Recommendations of the Committee of the Whole
Moved by Councillor Ens
Seconded by Councillor Jenkins
THAT we do now adopt recommendations of the Committee Of The Whole.
- Carried.
BY-LAWS
Moved by Councillor Currie
Seconded by Councillor Wiehle
THAT By -Law No. 17-17 "Being a By -Law to Amend By -Law 17-10 Being a By -Law to Provide for
the Adoption of the 2017 Budget of the Corporation of the County of Elgin and to Establish the
2017 Tax Ratios, and to Establish the 2017 Tax Rates for the County Constituent Municipalities"
be read a first, second and third time and finally passed.
- Carried.
Moved by Councillor Mennill
Seconded by Councillor Jenkins
THAT By -Law No. 17-18 "Being a By -Law to Authorize the Warden and Chief Administrative
Officer/Clerk to Sign the Standard Elgin County Library Municipal Lease which includes a
Repayable Loan involving Southwold Township Library, Shedden" be read a first, second and
third time and finally passed.
- Carried.
County Council
Moved by Councillor Currie
Seconded by Councillor Marr
June 13, 2017
THAT By -Law No. 17-19 "Being a By -Law to Confirm Proceedings of the Municipal Council of
the Corporation of the County of Elgin at the June 13, 2017 Meeting" be read a first, second and
third time and finally passed.
- Carried.
ADJOURNMENT
Moved by Councillor McWilliam
Seconded by Councillor Mennill
THAT we do now adjourn at 10:59 a.m. and meet again on July 11, 2017 at the County
Administration Building Council Chambers at 9:00 a.m.
- Carried.
Mark McDonald, Grant Jones,
Chief Administrative Officer. Warden.
10
DRAFT COUNTY COUNCIL MINUTES
Special In -Camera Meeting on Chief Administrative Officer/Recruitment
Tuesday, June 27, 2017
Accessible formats available up request.
The Elgin County Council met this day at the Administration Building at 9:00 a.m. All
members present with Warden Jones in the Chair.
DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF
None.
Moved by Councillor Mennill
Seconded by Councillor Currie
THAT we do now move into Committee Of The Whole Council and proceed into closed
meeting session in accordance with the Municipal Act to discuss matters under Municipal Act
Section 239.2 (b) personal matters about an identifiable individual, including municipal or local
board employees — Chief Administrative Officer/Clerk Recruitment.
- Carried.
The Chief Administrative Officer/Clerk left the meeting.
The Director of Human Resources provided guidance to Council as the candidates were
interviewed.
Council recessed at 12:00 p.m. and reconvened at 12:45 p.m.
The Chief Administrative Officer/Clerk returned to the chambers.
Moved by Councillor Marr
Seconded by Councillor Currie
THAT we do now rise and report.
- Carried.
Staff Direction
The Director of Human Resources was authorized to follow the next steps in the recruitment
process as directed by Council.
Motion to Adopt Recommendations of the Committee of the Whole
Moved by Councillor Mennill
Seconded by Councillor Wiehle
THAT we do now adopt recommendations of the Committee Of The Whole.
- Carried.
BY-LAW
Moved by Councillor Marr
Seconded by Councillor Martyn
THAT By -Law No. 17-20 "Being a By -Law to Confirm Proceedings of the Municipal Council
of the Corporation of the County of Elgin at the June 27, 2017 Meeting" be read a first, second
and third time and finally passed.
- Carried.
11
County Council
ADJOURNMENT
Moved by Councillor Wiehle
Seconded by Councillor Currie
June 27, 2017
THAT we do now adjourn at 1:55 p.m. and meet again on July 11, 2017 at the County
Administration Building Council Chambers at 9:00 a.m.
- Carried.
Mark McDonald, Grant Jones,
Chief Administrative Officer. Warden.
12
Good rnorning!
Though the school PAR committee's were disbanded in May, a handful of us have
clonfinued working on our future, options and wee were pleasantly surprised whell the,
Minister of Education announced on June 28th that there is [low a moratorium on future
PARs until they are able to over hauY the funding formula and Pupil Accommodation
Review GUI'dellnes. The MOE now recognizes that these giuldelines are flawed and
Linfairand she also acknowledged that there is value in rural edllratiUl.
Sparta, Now SarUM and Springfield would like to collaboratively request time at the July
11th meeting to ask for your endorsement ini support of a retroactive mor atOdUnIon
PAR decisions that were made in the 2016/2017 school year. It is our opinion that if the
PAR guidelines and funding formula are, too flawed moving forward to make decisions,
then they were too flawed just over a month ago when'the decision was made to close
cur 3 schools.. case Could still be made, for a new Belrncnt school as there may be
health and safely issues at South Dorchester and Westminster schools that would
exclude those, 2 schools from the moratorium and see their closures moveforward and
a case made to build a smaller new Belmont school, We would arppreciate the
opportunity to talk more about this with Council,
Thank you
ZMEMME=
13
Ontario
,NEWS,
Ministry of Education
Province Strengthening Educt�ion in Rural and Northern Ontario,
Plan to trril.)rove Qualityand Delivery of Rt)rai Educatiot? for Studei7ts
Ju ne 28, 2 017 1145 A, M -
Ontario is taking steps to strengthen the quality and delivery of education in rural and Northern
oommunitles, to provide students with the best possible start in life and build a foundation for
their future success.,
Mitzie Hunter, Minister of EdUCation, joined by Grant Crack, Granville
Anderson and LOU Rinaldi were at Cherriong Public School in Bridgenorth today to make the
announcement.
Based on feedback heard during in-person rural education engagements, rand frog on -One
survey respondents this spring!, Ontario's new plan, will support rural and Northern students and
cornirnunities through a series of -steps,including;
• Overhauling the process that school board's use to review, schools. for potentiall closure.,
While the process is Under review, school boards wiii not Ibegin arly new reviews, with,
the exception of thuse reviews which wu ulld Support joint -use projiects betmen school
hoards o r far s I u d ent safety.
• Providing a. now Rural and Northern Education Fund for this September to further
enhance students' learning experience in rural schools, with better progranirning such as
French inirriersion, arts education and guidance counselling,
• Providing increased funding for co-operation between school boards including planning
and IbUilding j0iint-LlSe schools.
• Continuing investments in broadband speed, speciai educaficin supports and experiential
learning oppoilunities for rural and Northern students.
Strerigtlhenng education for students in rural and Northern communities is part of, our plan to
create jobs:,, grow our economy and help people in their everyday lives.
" Our government is committed to strengthening ramal and Northern education, We are
increasing our investment in rural and Northern stude,rits to help, ensure that they have high-
quafity education services and programs that weet, their reeds.""
- Mitzile Huinter
Minister of Education
14
" The feedback provided through nurAl education engagernents and online survey respondents
gave us, valuable insight on how to hnprove the ;pupil accomrncdabaro review process and better
support Ontario students Eving in rural and Northern communities."
- Granville Anderson
Parliamentary Assistant to the Min ister sof Education @TA MPP for Durham
QUICK FACTS
An additional $20 rnM.Ion is being invested to Support school board)s in addressing local
needs in ruraland Northern cornmuMies, starting in September 2101T,
The province's, commitment to fully review In and Updating the PLIPI'l a,ccornmodefion
process will allow for further community consultation regarding school closure decisions
Further supports for schools boards to share space with each ether and with cornmLility
partners will also be, made available to help ensure a sustainable pre,senGe within a
community.
The mnistry hosted rural education engagements in 10 rural and Northern communities
across the province to seek input from parents, students, COMMUnities, municipalities
and school boards on how to strengthen education in rural and Northern Ontado,
More, than 1100 participants attended the stakeholder and public sessions, and
completed the online survey,
111 #1VA S 211 TTI M 0
• Plan to Strengthen Rural and Northern Education
• Read the 6scusajqn_R2M
•Our vision for education in Ontario
M.-- —
Capital Investments - 1=rcving Ontario's Schools
Rcfiard Francella Minister's Oftoe
Rl,diard, Fr a nceiia@unfario.oa
Heather grvyln Goirnmkinications Branch
416-32�-2454
15
Available Online
Disponible en FraRqA!§
Letter from the Ontario Alliance Against School Closures
For Immediate Release:
NAT
LIN *1016111110 am 1PIM911110 :151LO I C4 ILI I "M
Owen Sound - 6/29/17 - The Ministry of Education has announced plans to overhaul
the Pupil Accommodaticn Review GuideNne and to halt all school Closure, reviews until a
new replacement document is written. This announcement is, in part, a response to the
Ministry of'Education, fact-finding tour that visited ten COMMUnifies lin the province to
receive, feedback from local community members on issues affecting rural education.
the Ontario Alliance Against School closUres, has stated that, it is a glood sign that the
province is starting to listen to the concernis of rural Ontario, Putting school cloisure
reviews on hold until the guideline is rewritten is, a positive step, however,, in addition,
decisions made under a flawed document should not stand.
According to a Ministry of Education announcement, "school boards will not have to
reconsider past decisions". OAASC spokesperson SlUsan MacKenzie says that such a
statement means that schools closed without a fair and democratic process in place will
not receive a just declsion, " Our rural communRiies have made it clear to Minister
Hunter and her parliamentary assistants on their fact-finding tour, that we, need our local
schools. Today's announcement does not reflect that very clear and urgent need. We
are asking the Ministry to recognize that, if the document is too flawed to use as a
decision -raping guideline in the corning, year, then the school closure decisions that
were, made using this document as a guide were also flawed."'
The. Ministry announcement outlined a need for rural, cornmu unifies to find ways, to use
schools more fully. It Ihas announced new money for joint -use school lnibatNes
between boards and for COMMUnity hub opportunities in school space. These
opportunities are not greafly, available in small rural communities, according to
MacKenzie, She, says what is lacking is a revised rural funding model that reoognizes
the unique needs of rural Ontario. "We need to save our schools and our communities
and to do that base top -up funding for rural and northern schools must be restored.
These current funding announcements will not help us keep our schools. They are, big
city solutions to srr-call town: problems and they don't work." She states that there, is no
mention, of single school communities and ihow we need to ensure that no, Community is
left without a school. "There is no mention of bus ride limits, only that were money will
be spent on student transportation which translates into more and longer bus rides."
MacKerizie worries that until these more permanent fixes are made rural schools will
constantly be in jeopardy. "This announcement is a short term fix; it seems that, the
Ministry is just buying time to get through the Inext election but is not offering the
educational security .that our rural folhs need."
16
FOR IMIVEDIAI-E RELFASE
J Lys ne 29, 2017
Th( follc)wii�g k.,; a Staterr wr?t 0(:)rn A4PP,,,J(?ff Y0rek oi'� tf'?e Lbo,ral
I-C,?Cont' to f.3tit a rnor"".�to;'10(r) or� 0_jtorr'� or')t'd
r(:-,vk''w is cornplete.,
71,ie Wnister of Ed(,,.icat. or i ,is adr-rit''.eci, tf'),atry her governrnem L',s,exi'stlrq.,�
a ccl,ornrrodation revie"Aj f,')ro,'I,esc3 i.,,,z flawed weeks afterthelbames Valtey [.')�strict
Schoot. Hoard (I'VI)SF3) made the cledsion to 6.ose 3 schools Iri (..,,DL.Jnty.
"Whi[e' 0r jr, col'Tirixinity boks forward to the new sc[-'ioo[ in Betrnor-it and accepts,
the cl,osures Of SOLAII IDOI'Chester and Westrnfr)ster, I rjrge the'TVL)SB to revisit
their, de�cislon to close Sp,afta, Sprinplfieldl and New Sar'UM. The (dOSUres of these 3
QTc ho(As shautd r)ot j:,o fw war (I uritit the gover nr"rient corrects ,the funding mf, rrrnAa
for rural, schools and a new accommodabon review process is in Place.
I
"It is urirorll"r,mat'
,e Lhal'', Lfie Mlini,Ster of Edixallori agnor'(,'��d the vok;es of pzirenU, arid
the jmpact of comrTIU111 ties wli'i[e all owirig, this flawed process to proceed
I will work to crisure tha''Ll'J"ic review arinaurtced b
y th e, M i n i st(,',- r- w 11. i n c, Lt,� d e "t h e
r e i n s t e,,At e ment of funding for- rUral schools and that impacts, to communities ar(_-�
c(.'-)nsidereb durinp tI ieaccor. irnod,-,.Itior7 r(.wiemi proc-,ess.
"This is V h e rightb'iirig to dofor' our chAdren, ClUr pareiits and ur' ccrn,,r-nI.jnity'yap
30 -
CON 1"ACIT. Whitney M(MR1.1arn I P: 226-441-8-6741 : wl'JIJ ey, rn c w � L [ fa p c. o ta, () rg
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@ Co pyri ght 2,417 J aff Yurek M PID I E I,gi n -114 id' d k��,,sex La, n d o n I All. Ngf,,ht"s ved
zm�
Wistry of Eduration
22nd Floor MOWW Block
900 13,ay Street
Toronto, ON M7A 10
8tteutior. llc,rrcraratCe hrtltie l luaratarllrletur of rlurcatiruru
Dear Mintster Hunter.
Loire Elliott, Dirador of (dvation and en,'
I arn writing to share 4Withy'ou the complex concerns identified by Thames Valley District School' Board
Trustees over the capital and. ongoing funding for schoois in our communities, partioularly In rural areas.
Let rne, begin by acknowledging otir sincere appreciationfor the generous financial support Thames 'Valley has
received born Ithe Ontario government, I'[11s, ijas allowed us to build 1-n,,;Iny newqchocls and additions that are
lhe source of great pride arnong out students, parents, statfmembers and community,
We are also, " eenly aware of the, problem of dedining onrolment and share your C091GeTns over the subSeLlCnt
inefficiencies created by thousands of empty pupil places, — parliculaw-ly while facilities age and becorne cosily
to maintain, lWough carefW planning and an extrawd'Inary amount of public consultation, Tharnes Valley has
closed 4.1 schouls since 200!6. During t" at time, 67 new schools have, been built orsIgnj�fj;c
i a!n,tly renovated.
After hav,ing cor ducted a large viumber of pupil accornrfloUiao revIews, Trustees, have reached the
concluslon'that, while comr-nUnities, deeply value their schools, the current funding formula puts small !xhaols,
ate disadvantage. ThIs is particularly true in rural areas where cons,ofidations may result In longer travel tIrTies
for, students.
In some cases, the funding formula requires boards to consider c'josling, smaller schools that are operating at or
over capacity and in raaoonably good repair — leading the p6bllo to ponder whether we are `fixing: a prob lern
that does not exist" As elected Trustees,, we'lind ourselves unable to lolfill the wishes of our conf%tLIOnts under
the current capital funding process.
We'reSpeCjfUIly reqUeSt that You realign the funding process and pokes for school cons0dation.
Thank you for considering. this request.
k
Sincerely, tl
Matt, Reid
Chair of the Bnard
c.c,,: Laura Elliott, Direct.crof Education, ThaniersVatleY District S&,001 Board
,Onitario 5clil,00ll Roard Chaim
Thames Valley District 811001 Board Office of the Chairperson
1250 Doodz'Skel, PD. Box 5888, Lund"ori, Onlaria 19!6A 511,11 TO.- 519-452-200 W, 20219 Fox: 519-452-7396 woWlo: www.14h,co
REPORTS OF COUNCIL AND STAFF
July 11, 2017
Council Reports — (ATTACHED)
Warden Grant Jones — International Plowing Match (IPM) Legacy Agricultural Scholarship -
2017 Winners
Councillors David Marr and Jim Jenkins — Annual Warden's Dinner
Staff Reports —(ATTACHED)
Manager of Museum and Archives — Elgin County Archives — Recent Acquisitions, Projects
And Activities — June 2016 to June 2017
Director of Community and Cultural Services — STEAM Centre "Mission 150" Sponsorship
Manager of Planning — Final Approval for a Plan of Subdivision, Craigholme Estates Ltd.
(Stage 2), Central Elgin, File No. 34T-01002
Manager of Planning —Approval for Official Plan Amendment No. 19, Bayham, File No.
BA-OPA19-17, Owner: Edgar Floyd Matthews
Manager of Planning —Approval for Official Plan Amendment No. 20, Bayham, File No.
BA-OPA20-17, Owner: Municipality of Bayham
Manager of Planning — Draft Approval for a Vacant Land Plan of Condominium, West Elgin,
File No. 34CD-WE1401, Owner: Lighthouse Waterfronts Inc.
Chief Administrative Officer — Extension to the Waste Disposal Agreement
Chief Administrative Officer— Highlights of Bill 68, Modernizing Ontario's Municipal Legislation
Act, 2017 PowerPoint
Director of Homes and Seniors Services — Homes — Multi -Sector Service Accountability
Agreement — Schedule G — Form of Compliance
Declaration
Director of Homes and Seniors Services — Homes — Annual Laundry and Housekeeping Policy
And Procedure Review -2017
Director of Homes and Seniors Services — Hair Care Services at Bobier Villa — Contract Award
Director of Engineering Services — Ride Across County of Elgin in Support of United Way
(RACE)
Deputy Director of Engineering Services — Ontario Municipal Commuter Cycling Program
(OMCC)
Deputy Director of Engineering Services — Engineering Services for Wonderland Road
Deputy Director of Engineering Services — Council Chambers Presentation Equipment
Modernization
Director of Financial Services — Capping and Clawback
Director of Financial Services — May 2017 Budget Performance
Director of Financial Services — 2016 Annual Report
19
erarfo0'(0JJyJ6
;r� REPORT TO COUNTY COUNCIL
FROM: Warden Grant Jones
Mr. Duncan McPhail, 2010 IPM Committee Chair
Brian Masschaele, Director of Community and Cultural Services
DATE: June 29, 2017
SUBJECT: International Plowing Match (IPM) Legacy Agricultural Scholarship - 2017
Winners
INTRODUCTION:
In 2011, County Council approved the allocation of $50,000 to be distributed over ten
years for the creation of the "International Plowing Match Legacy Fund Scholarship".
This report informs Council of the 2017 recipients which marks the sixth year of the
program.
DISCUSSION/CONCLUSION:
The IPM Legacy Agricultural Scholarship Committee, consisting of the Warden,
Chairman of the 2010 IPM Executive Committee and Director of Community and
Cultural Services, recently adjudicated 2017 scholarship applications and are pleased
to announce that the following individuals are this year's winners:
Female: Ms. Yasmine Farhan, City of St. Thomas - $2,500
Male: Mr. Bradley van Kasteren, Township of Malahide - $2,500
The adjudication committee is extremely pleased to recognize these deserving winners
for their volunteer service, academic achievement, involvement in agriculture and plans
for the future. Ms. Farhan is pursuing her PhD in Plant Agriculture from the University of
Guelph. Her essay focused on the development of durable strategies to mitigate damage
to corn caused by the western bean cutworm through host plant resistance and crop
protection tools. Farm sites in Elgin County have been used for her fieldwork. Mr. van
Kasteren is entering the Master of Science program in electrical and computer
engineering at the University of Waterloo. His essay focused on how nanotechnology
and electrical & computer engineering can be utilized to monitor environmental changes
and also to more effectively deliver crop controls such as fertilizer in an environmentally -
friendly manner. It also focused on how nanotechnology can be applied to agri-business
applications such as turning agri-waste into energy.
The 2017 winners will serve as excellent ambassadors on behalf of the County as they
pursue their respective research in agriculture. The adjudication committee would also
like to acknowledge the excellent supporting work of the Marketing & Communications
Coordinator in collating and distributing applications according to the terms of the
scholarship criteria.
20
RECOMMENDATION:
THAT the Warden, County Council and 2010 IPM Executive Committee hereby
acknowledge and congratulate Ms. Yasmine Farhan of the City of St. Thomas ($2,500)
and Mr. Bradley van Kasteren of the Township of Malahide ($2,500) as the 2017 winners
of the International Plowing Match Legacy Agricultural Scholarship.
All of which is Respectfully Submitted
Grant Jones
Warden
Duncan McPhail
2010 IPM Committee Chair
Approved for Submission
Mark G. McDonald
Chief Administrative Officer
Brian Masschaele
Director of Community and Cultural Services
21
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REPORT TO COUNTY COUNCIL
FROM: Councillors David Marr and Jim Jenkins
DATE: June 23, 2017
SUBJECT: Annual Warden's Dinner
INTRODUCTION:
It is the policy of Council to arrange annual recognition to honour the outgoing warden
for his/her year of service with the Social/Entertainment Committee planning the program.
The gathering includes County Council, Senior Staff, Past Wardens and Spouses, the
local M.P., M.P.P., the Mayor of St. Thomas, the County Solicitor, the County Auditor,
and the Warden's list of invitees (family, friends etc.).
DISCUSSION:
The date for the Warden's Dinner has been set for Friday, November 24, 2017 at the
Keystone Complex in Shedden, with the social hour beginning at 5:30 p.m. followed by
dinner and program at 6:30 p.m.
The Social/Entertainment Committee has assigned a number of duties to Councillors for
the event-
Chairpersons/Co-emcees — Councillors Marr and Jenkins; Grace — Councillor Martyn;
Recognition of Past Wardens and Spouses — Councillor McWilliam; Moment of Silence
for Past Wardens — Councillor Currie; Remarks to Warden - Councillors Marr and
Jenkins; Presentation of gift to Warden Grant Jones - Past Warden Bernie Wiehle.
Dress for the Warden's banquet is the official County Council uniform.
RECOMMENDATION:
THAT the report titled "Annual Warden's Dinner 2017" from Councillors Marr and Jenkins,
dated June 23, 2017 be received and filed.
All of which is Respectfully Submitted Approved for Submission
Councillor David Marr Mark G. McDonald
Councillor Jim Jenkins Chief Administrative Officer
22
PROGRAM
Welcome and Introduction of Warden, County Council, and Special Guests —
Chairpersons/Co-emcees — Councillors David Marr and Jim Jenkins
Grace — Councillor Martyn
DINNER
Recognition of Past Wardens and Spouses in Attendance — Councillor McWilliam
Moment of Silence to Honour Past Wardens — Councillor Currie
Warden's Presentation. Remarks: Councillors David Marr & Jim Jenkins
Gift: Past Warden Bernie Wiehle to
Warden Grant Jones
Warden's Remarks — Warden Grant Jones
23
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REPORT TO COUNTY COUNCIL
FROM: Mike Baker, Manager of Museum and Archives
Gina Coady, Assistant Archivist
DATE: June 23, 2017
SUBJECT: Elgin County Archives — Recent Acquisitions, Projects and Activities
June 2016 to June 2017
INTRODUCTION:
The Elgin County Archives is pleased to present an overview of recent acquisitions,
projects and activities for Council's information.
DISCUSSION/CONCLUSION:
This report provides information on recent acquisitions and projects of the Elgin County
Archives, and work ongoing and recently completed by the Archives' staff, summer
student employees, and contract employees.
Acquisitions
- McLachlin Hall, Alma College cornerstone and time capsule, 1888.
- Municipality of Central Elgin council minutes and by-laws, 1998-2015.
- Historical records, photographs and objects from the estate of Ken Verrell, principally
documenting Elgin County and City of St. Thomas railway history, 1870s -present.
- Thames Valley District School Board Attendance Registers for Elgin County schools,
1890s -1930s.
- Municipal World: complete set of microfiche for the issues from 1891 to 1997.
Projects
The Elgin County Archives has worked with community organizations and municipal and
provincial government partners on a variety of significant projects that are either
completed, ongoing or projected as follows-
- Assisting the Department of National Defence and the Canadian Armed Forces by
supplying images and information for use in a video tribute to Wallacetown native, Dutton
resident and Second World War soldier Pte Kenneth Donald Duncanson, A88028 on the
occasion of the re -interment of his remains at the Adegem Canadian War Cemetery,
Belgium, September 14, 2016.
- Assisting the Southwold Township History Committee by providing images and
information for use in a series of history tour brochures focusing on Southwold Township
communities, including Fingal, Shedden and Talbotville.
-Assisted the 31 CER (`The Elgins') Regimental Association, St. Thomas Downtown
Development Board and the St. Thomas Elgin Public Art Centre in their initiatives to
commemorate the 100th anniversary in June, 2016 of the deployment of the 91St Battalion,
C.E.F. during the First World War.
- Completed digitization and online publication of approximately 250 Elgin County school
attendance registers from the Thames Valley District School Board.
24
- Completed digitization and online publication of all pre -amalgamation Council Minutes
and By-laws for all former municipalities in the current -day Municipality of Bayham,
Township of Malahide, Municipality of Central Elgin, and Municipality of West Elgin.
Digitization and online publication of the pre -amalgamation records for the rest of the
municipalities is ongoing, as well as the digitization and online publication of post -
amalgamation records.
- Contributed to an interactive exhibit planned for installation at the Canadian Museum
of History, Gatineau, in July 2017, as part of celebrations marking the 150th anniversary
of Canadian Confederation. The exhibit will focus on the Township of Southwold as an
exemplar of the pioneer settlement experience in Upper Canada, 1790s to ca. 1850.
- Due to a generous donation of $5,000 from the Elgin County Branch of the Ontario
Genealogical Society, the Archives is undertaking a project to digitize and publish online
under license selected Township Survey Plans from the Archives of Ontario. This is a
collection of outstanding regional and provincial significance comprising 33 original
maps created between the 1790s and 1850s principally documenting the allocation of
land to settlers in those areas of Upper Canada now located within Elgin County and
throughout south western Ontario.
Social Media
The Archives continues to expand its online social media presence as a means of
increasing awareness of its resources and services and communicating with patrons
and stakeholders.
- The Archives recently surpassed 5 million views on its Flickr photo sharing site;
- The Archives regularly publicizes significant events and initiatives via its main
and special Twitter feeds;
- The Archives Facebook page has maintained a substantial following;
- The Archives recently participated in the International Archives Day campaign on
Twitter, an initiative promoted by the International Council on Archives. Staff
highlighted significant items and collections housed at the Archives, and provided
some behind -the -scenes images to raise awareness about the function and
importance of archival practice.
- The Archives recently set-up a Hootsuite account, a free online software that will
facilitate the management of all of social media accounts from one platform.
RECOMMENDATIONS:
THAT the report titled "Elgin County Archives — Recent Acquisitions, Projects and Activities"
dated June 23, 2017 be received and filed; and,
THAT the Warden issue a letter of appreciation to the Elgin County Branch of the Ontario
Genealogical Society in recognition of a $5,000 donation to the Elgin County Archives to
assist with digitization projects..
All of which is Respectfully Submitted
Mike Baker
Manager of Museum and Archives
Gina Coady
Assistant Archivist
25
Approved for Submission
Mark G. McDonald
Chief Administrative Officer
Township Survey Plans from the Archives of Ontario
These are hand-written Thomas Talbot maps- There is clear evidence of the "rubbing
out" of settlers' names. Also, the Elgin County Branch of the Ontario Genealogical
Society will be listing the names for searching by genealogists.
Map of Malahide Township, ca. 1810 (RG 1-470-0-0-141)
This map is the earliest Elgin County map from the 2017 Archives of Ontario loan. The
map is mostly blank, shows a considerable number of lots reserved for Crown and
clergy. There is also a notation at the top, reading, "Mr. Wilmot will survey this Boundary
Line," suggesting that perhaps the surveying process was still underway at the time of
the map's creation. The map also shows the attention to geographic detail that was
necessary when composing them: every creek and swamp is displayed on the map,
giving a clear and precise geographical look at Malahide during this time period.
26
Map of Southwold Township, ca. 1816 (RG 1-470-0-0-236)
This 1816 map of Southwold is largely blank except for a series of settler names written
in a small section in the middle, along Back Street (now Talbot Line), apparently written
in a mix of pencil and inks, the latter of which are clearer. A small note, dated to August
of 1816, speaks of Talbot Road and the geographic boundaries of Southwold, although
fraying at the edges of the map make parts of this message difficult to decipher. Mahlon
Burwell's name is prominently inscribed on a lot on the left side of the map.
27
Map of Aldborough Township, 1844 (RG 1-470-0-0-331)
A working copy of an 1844 map of Aldborough Township. Although a few settler names
are marked on the map, the majority of lots are marked with grey and red ink markings
to denote Church and Crown lands, respectively. A number of lots are marked T.T.
(Thomas Talbot). There is a lengthy note at the bottom explaining which lots are
designated by the letters `A' and `B'; at lower left is a note with the names of the
surveyors that helped make the map possible.
"Note: This Map is compiled from the Surveys of Mr. Parren Lawe, Mr. Hambly, Mr.
Burwell, & Mr. Carroll, and from Patents from the Crown to The Honorable Thomas
Talbot." A signature on the lower right reads, "Deputy Surveyor's Office, Port Talbot 4th
September, AD 1844," accompanied by the signature of a "Mr. Burwell, Deputy
Surveyor".
W
Ken Verrell Collection
This significant collection documents the impact railway had on Elgin County, with an
emphasis on the Michigan Central Railroad Company and the London and Port Stanley
Railway. The collection has national importance and is invaluable to railway researchers
and to the local historic record. It is a large collection with several thousand items,
including correspondence, lease agreements, maps, plans and drawings, mostly from
the office of the MCRR Canadian Division Engineer located in St. Thomas. Together,
these documents provide insight into the day-to-day interactions between local
businesses, residents and the railway companies that were present in the county
throughout its history. Additionally, these records increase our understanding of the
county's economic development over time and document changes in the county's built
environment as a result of the development of railway in the area. The collection also
includes an extensive assortment of railway ephemera and photographic prints of
locomotive engines that illustrate the evolution of railway technology from early steam
engines to electrified and high-speed rail.
A London and Port Stanley Railway passenger train, including locomotive L1, at the L &
PS Port Stanley beach terminal in July 1915. This was one of the first L & PS trains to
operate following the electrification of the L & PS system.
29
Michigan Central Railroad Plan of Dutton Property, 1923
McLachlin Hall, Alma College, cornerstone and time capsule
Alma College McLachlin Hall Cornerstone Laying programme, 1888. Also in the McLachlin Hall
cornerstone was the first Prospectus for Alma College, 1879, which states that Alma College
has not yet been built.
30
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REPORT TO COUNTY COUNCIL
FROM: Brian Masschaele, Director of Community and Cultural Services
DATE: June 29, 2017
SUBJECT: STEAM Centre "Mission 150" Sponsorship
INTRODUCTION:
The STEAM Centre based in St. Thomas is seeking sponsorship support for its "Mission
150" day taking place on September 30, 2017. This report recommends that County
Council sponsor the event in the amount of $1,000.
DISCUSSION / CONCLUSION:
The STEAM Centre based in St. Thomas exists to empower all learners and makers in
Southwestern Ontario to create the future through play, ingenuity and exploration using
STEAM learning tools. On September 30, 2017, the Centre is hosting a "Mission 150"
event that will involve over 125 students from Elgin County and St. Thomas involving
sites throughout the County and City. Further information about this event is attached
to this report.
Organizers are seeking community sponsorships for this event. As Council is aware,
the Elgin County Library works collaboratively with the centre to promote programming
in science, technology, engineering, arts and math to County youth. Staff feel it
appropriate that County Council sponsor this event given the number of students
involved and the fact that some sites will be located in the County. In this regard, staff
recommend that the County be the "Exclusive Transportation Sponsor" or "Exclusive
Mission Site Sponsor" in the amount of $1,000 on a one-time basis.
RECOMMENDATION:
THAT a $1,000 sponsorship of the STEAM Centre's "Mission 150" event taking place
on September 30, 2017 be hereby approved with funds drawn from the unspecified
grant line of the 2017 Operating Budget.
All of which is Respectfully Submitted
Brian Masschaele
Director of Community and Cultural Services
31
Approved for Submission
Mark G. McDonald
Chief Administrative Officer
This project is funded in part by
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This one -day event will see teams of students diving deep into fun challenges that
require creativity and collaboration
it tapping into science, technology, engineering,
art, and math (STEAM) skills. And, just for fun, 15 brave teachers will be able to enter the
Mission as well!
On September 301h, join us for an unforgettable day! With Mission sites scattered
throughout the community and over 125 students, teachers and volunteers participating,
Mission 150 is set to turn St. Thomas and Elgin County into a STEAM learning
playground with a new adventure around every corner!
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On September 30th, 60 students in grades 8
and 9 and 15 teachers from Southwestern
Ontario will test themselves to complete
strategically designed and located
challenges of varying sizes and scales
throughout St. Thomas and Elgin County.
With the support of over 50 volunteers,
teams of Adventurers will complete five
large challenges and fifteen small
challenges, collecting points at each site to
take home the top STEAM Mission 150
honours!
At the end of the route, participants arrive
back to the Mission 150 Head Quarters to
complete the day at the STEAM Mission
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Saturday, September 30th, 2017
8,00am - 7pm
Headquarters - STEAM Education Centre
(50 Wellington Street, St. Thomas)
Five secret Mission sites scattered
throughout St. Thomas and Elgin County
S -T -E -A -M is a critical way to understand
and examine the world, and provides
opportunities for learners of all ages to
explore subjects by working on authentic,
real world projects that create room for
innovative thinking, collaboration and
— All funds raised will support the future of
STEAM Education Centres programming,
— St. Thomas' Makerspace and the
Communitv Members and Students who
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A range of sponsorship levels and benefits are described on the following pages.
We look forward to working with you to customize a partnership package specific
to your needs and company.
Exclusive Presenting Sponsor
$2500 (1 AvalbUe)
Exclusive Apparel Sponsor
$1500 (1 AvalbUe)
Exclusive Transportation Sponsor
$1000 (1 AvalbUe)
Exclusive Mission Site Sponsor
$1000 (5 AvalbUe)
Food Sponsor
$750 (3 AvalbUe)*
Volunteer Sponsor
$500 (2 AvalbUe)*
Exclusive Video Teaser Sponsor Official Mission Sponsor
$750 (1 AvalbUe) $350 (Limited Avalbbifty)
Official Supply Partner
(Limited Avalbbifty)
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•Exclusive Presenting Partner
•Name presence tied into STEAM Mission 150 logo lockup optional
•Joint media release with photo opportunity
•Use of Mission 150 logo for own promotional use related to event
•Hyperlinked logo inclusion on Mission 150 webpage
•Logo or name recognition on all Participant, Volunteer, STEAM Staff and Board
Apparel
Opportunity for recognition on all transportation vehicles
•
Recognition as the Exclusive Presenting Partner on ALL event communication,
•Billboards, Radio, digital, point-of-purchase and print
•STEAM Centre and Mission 150 social media channels
•Event day collateral including program books, partner signage, awards,
sponsor banners etc.
•Opportunity to customize HQ at both opening and closing times
•Opportunity to deliver welcome remarks at HQ either opening or closing ceremony
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• Exclusive Sponsor of one (1) of five Mission Sites
• Joint media release with photo opportunity
• Use of Mission 150 logo for own promotional use related to event
• Hyperlinked logo inclusion on Mission 150 event webpage
• Logo or name recognition on communications including.
•Event day collateral including program books, partner signage,
sponsor banners etc.
Opportunity to customize or support activation at your Mission site and
at Head Quarters
Volunteer opportunities for staff members
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•Opportunity to contribute materials to Mission 150 challenges
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Joint media release with photo opportunity
Use of Mission 150 logo for own promotional use related to event
•Hyperlinked logo inclusion on Mission 150 event webpage
•Exclusive Logo Recognition where food is served -
•Breakfast station, Head Quarters
•Lunch, Delivered to each Mission Site (5)
•Dinner, Head Quarters
•Logo or name recognition on communications including -
Radio, digital, point-of-purchase and print
•STEAM Centre and Mission 150 social media channels
•Event day collateral including program books, partner signage, sponsor banners
etc.
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Shared Logo recognition on all Volunteer apparel
Shared Logo recognition on signage at Volunteer stations located at each
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Opportunity to contribute snacks and other supplies for
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Exclusive recognition on three (3) Mission 150 Teaser Videos to approximately
125 students, teachers and volunteers participating, and countless community
members through all STEAM Centre social media channels leading up to
Mission 150 event day
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yiu�wnnU111�� �
IAgin! REPORT TO COUNTY COUNCIL
FROM: Steve Evans, Manager of Planning
DATE: June 13, 2017
SUBJECT: Final Approval for a Plan of Subdivision
Craigholme Estates Ltd. (Stage 2)
Part Lot Blocks 172, 173, 179 and 180, Plan 33M-292
Municipality of Central Elgin
(Formerly the Village of Belmont)
County of Elgin
File No. 34T-01002
INTRODUCTION:
This report is to advise County Council that final approval was given for a plan of
subdivision in the Village of Belmont on June 13, 2017. (see attached map)
DISCUSSION:
This plan of subdivision constitutes the second phase of a 38 lot draft plan of subdivision
for single detached dwellings. The application was submitted to the Ministry of Municipal
Affairs and Housing in 2001 and draft plan approval was given by the OMB on March 9,
2004. The owner received final approval for phase 1 in 2015 and is now seeking final
approval for phase 2 comprising 18 building lots.
The subject lands are located in the Village of Belmont and will be developed on full
municipal services. The County has received clearance letters from the Municipality of
Central Elgin, the Ministry of Culture and the Kettle Creek Conservation Authority. These
letters indicate that all conditions of draft approval have been satisfied.
In accordance with By -Law No. 13-28 "A By -Law to Delegate Certain Authorities... " the
Manager of Planning has been given the authority to approve final plans of subdivision
once all of the conditions of draft plan approval have been met and clearance letters have
been received.
CONCLUSION:
This report is to advise that final approval of this plan of subdivision was granted and the
plans were signed by the Manager of Planning on June 13, 2017 and forwarded to the
Middlesex Land Registry office for registration. The Municipality of Central Elgin and the
developer have been notified.
RECOMMENDATION:
THAT the report titled "Final Approval for a Plan of Subdivision (Craigholme Estates Ltd.
Stage 2)" from the Manager of Planning dated June 13, 2017 be received and filed.
All of which is Respectfully Submitted
Steve Evans
Manager of Planning
Approved for Submission
Mark G. McDonald
48 Chief Administrative Officer
0 30 60 120 180 240 1-1 157.66
Meters ,
Legend
- Proposed Subdivision
Property Lines
Subdivision Plan Review
Subdivision
+ Projection: NAD 83 UTM Zone 17. Date: June 15, 2017
C ra i(�� J h 0 l m e Estates J U b(� i U i `S i o n DISCLAIMER: This drawing is neither a legally recorded
map nor a survey and is not intended to be used as one.
yiu�wnnU111�� �
IAgin! REPORT TO COUNTY COUNCIL
FROM: Steve Evans, Manager of Planning
DATE: June 26, 2017
SUBJECT: Approval for Official Plan Amendment No. 19
34 Victoria and 49 Wellington Street,
Village of Port Burwell
Municipality of Bayham
File No.: BA-OPA19-17
Owner: Edgar Floyd Matthews
INTRODUCTION:
This report will provide County Council with information required in order to consider
granting approval to the above noted Official Plan Amendment.
The Municipality of Bayham submitted Official Plan Amendment No. 19 to the County of
Elgin on May 29, 2017 for approval. In accordance with Section 17 of the Planning Act the
"Approval Authority" is required to make a decision in which it may approve, modify or
refuse to approve an official plan amendment. If the "Approval Authority" fails to make a
decision within 180 days after the amendment is received any person or public body may
appeal to the Ontario Municipal Board. (see attachment)
DISCUSSION:
The lands that are the subject of this application for Official Plan Amendment approval are
located at 34 Victoria and 49 Wellington Street, Port Burwell, Municipality of Bayham. The
purpose of the Official Plan Amendment is to re -designate lands comprising 0.2 hectares
(0.5 acres) from "Commercial" to "Residential" to recognize an existing residence at 49
Wellington Street and to allow for new residential development on property located at 34
Victoria Street.
The Elgin County Official Plan designates Port Burwell as a Tier 1 settlement area where
full municipal services are available. The County Official Plan policies direct growth to Tier
1 settlement areas and supports redevelopment within these areas.
The Municipality of Bayham held a public meeting to consider this Official Plan Amendment
on May 4, 2017. There were no members of the public present and no oral or written
submissions were received by the Municipal Council.
The Municipality of Bayham received a planning report from its consultant IBI Group dated
April 26, 2017 and a staff report dated May 18, 2017. Both reports supported the proposed
Official Plan Amendment. As a result Bayham's Municipal Council adopted Official Plan
Amendment No. 19 by By -Law 2017-045 on May 18, 2017 and submitted the Amendment
to the County of Elgin for approval.
Based on the site-specific nature of this Official Plan Amendment and its location within a
fully serviced settlement area, it was determined that circulation of this amendment to
50
agencies and/or ministries was not required. The Amendment will recognize an existing
residential use and allow for future residential development on adjacent lands located at
34 Victoria Street. Such uses are considered to be compatible with other land uses in the
vicinity.
CONCLUSION:
The Council of the Municipality of Bayham supports this Amendment and adopted it by
By -Law 2017-045 on May 18, 2017.
The Manager of Planning has reviewed File No. BA-OPA19-17, along with the background
material that was submitted by the Municipality of Bayham. Based on the above the
Manager of Planning is satisfied that this Official Plan Amendment is consistent with the
Provincial Policy Statement and conforms to both the County of Elgin and Municipality of
Bayham Official Plans.
RECOMMENDATIONS:
THAT the Council of the Corporation of the County of Elgin gives approval to Official Plan
Amendment No.19 to the Municipality of Bayham Official Plan, File No. BA-OPA19-17;
and,
THAT staff be directed to provide notice of this decision in accordance with the Planning
Act.
All of which is Respectfully Submitted Approved for Submission
Steve Evans Mark G. McDonald
Manager of Planning Chief Administrative Officer
51
THE Council of the Corporation of the Municipality of Bayham, in accordance with the provisions of
the PLANNING ACT, hereby enacts as follows:
THAT Amendment No. 19 to the Official Plan of the Municipality of Bayham consisting of the
attached map schedule is hereby adopted.
2) THAT the Clerk is hereby authorized and directed to make application to the County of Elgin
for approval of the aforementioned Amendment No. 19 to the Official Plan of the Municipality
of Bayham.
3) THAT no part of this By-law shall come into force and take effect until approved by Elgin
County.
MAYOR
CERTIFIED that the above is a true copy of By-law No. 2017-045 as enacted and passed by the
Council of the Corporation of the Municipality of Bayham.
CLEK
1, MARGARET UNDERHILL, DETUTY C1/r'1,),K
Ofdw Corlioration of the Muiiicil)i1ity of linyii�jm,
cellify 1hat flic forgoing, is cer(ifiecl tru,,,. ccpy
Dated fl� is —LIL" day
52
OFFICIAL PLAN
OF THE MUNICIPALITY OF BAYHAM
AMENDMENT NO. 19
1. PURPOSE
The purpose of the official plan amendment is to change the land use designation for
2,013m2 (0.5 acres) of land from "Commercial" to "Residential" in the Official Plan of the
Municipality of Bayham, which would facilitate a change in zoning on the same lands from
Local Commercial (C2) Zone to a Village Residential (R1) Zone. The amendment is intended
to recognize the existing residential use of the lands and to provide for residential
development on the lands at 34 Victoria Street.
2. LOCATION
The area affected by this amendment is two rectangular parcels of land located on the north
side of Wellington Street, between Victoria Street and Elizabeth Street in the Village of Port
Burwell and known municipally as 34 Victoria Street and 49 Wellington Street.
3. BASIS OF THE AMENDMENT
The application is deemed to be in accordance with the Provincial Policy Statement 2014
and the Official Plan of the County of Elgin. For a complete analysis of this criteria including
why the proposed application is recommended for approval see the memorandum dated
April 26, 2017 titled "Edgar Floyd Matthews - Application for Official Plan and Zoning By-
law Amendment - 34 Victoria Street and 49 Wellington Street, Port Burwell, by IBI Group.
4. DETAILS OF THE AMENDMENT
a) Schedule "D" Port Burwell: Land Use and Constraints of the Official Plan of the Municipality
of Bayham is hereby amended by changing from "Commercial" to "Residential" those lands
outlined and marked as changed to "Residential" on the attached Schedule "D", which shall
constitute part of this amendment.
b) The lands subject to this Amendment and designated "Residential" maybe used, developed
and zoned in accordance with the "Residential" designation policies of Section 4.2.2 of the
Official Plan, as amended.
53
OFFICIAL PIAN
OF THE
MUNICIPALITY of BAYHAM
SCHEDULE `D`
PORT RURW LL:
4 LAPID USE
and CONSTRAINTS
'�F T
N-Land. u_s e
--I Residential
Y Mutt Unit Residential
` Harbour Residential Commercial
--�- �*st»rF'3u � f '–,— "r''_ £,mu a Commercial
•� - Institutional
Ma Industnal
Open$paee
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Base F a e C u r e s
County Roads
— Local Roads
SUBJECT LANDS CHANCED
c FROM "COMMERCIAL" TO
"RESIDENTIAL"
SPECIFIC POLICY
t AREA NO.
� � Lake Erie
O
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r
0 125 230 a@Q
Metres
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of the Municipailty of Bayham and must
y
May 2017 be f.ad In catJwlC[lan Alh the -atan W.L.
(•'iil
yiu�wnnU111�� �
IAgin! REPORT TO COUNTY COUNCIL
FROM: Steve Evans, Manager of Planning
DATE: June 26, 2017
SUBJECT: Approval for Official Plan Amendment No. 20
20 Pitt Street,
Village of Port Burwell
Municipality of Bayham
File No.: BA-OPA20-17
Owner: Municipality of Bayham
INTRODUCTION:
This report will provide County Council with information required in order to consider
granting approval to the above noted Official Plan Amendment.
The Municipality of Bayham submitted Official Plan Amendment No. 20 to the County of
Elgin on June 8, 2017 for approval. In accordance with Section 17 of the Planning Act the
"Approval Authority" is required to make a decision in which it may approve, modify or
refuse to approve an official plan amendment. If the "Approval Authority" fails to make a
decision within 180 days after the amendment is received any person or public body may
appeal to the Ontario Municipal Board. (see attachment)
DISCUSSION:
The lands that are the subject of this application for Official Plan Amendment approval are
located at 20 Pitt Street, Port Burwell, Municipality of Bayham. The purpose of the Official
Plan Amendment is to re -designate lands comprising 0.06 hectares (0.15 acres) from
"Residential" to "Institutional" to recognize the existing institutional use of the lands and to
provide for the parcel to merge with the adjacent parcel, together currently known as the
Port Burwell Marine Museum.
The Elgin County Official Plan designates Port Burwell as a Tier 1 settlement area where
full municipal services are available. The County Official Plan policies direct growth to Tier
1 settlement areas and supports development within these areas.
The Municipality of Bayham held a public meeting to consider this Official Plan Amendment
on May 18, 2017. There were no members of the public present and no oral or written
submissions were received by the Municipal Council.
The Municipality of Bayham received a planning report from its consultant IBI Group dated
May 8, 2017 and a staff report dated June 1, 2017. Both reports support the proposed
Official Plan Amendment. As a result Bayham's Municipal Council adopted Official Plan
Amendment No. 20 by By -Law 2017-054 on June 1, 2017 and submitted the Amendment to
the County of Elgin for approval.
Based on the site-specific nature of this Official Plan Amendment and its location within a
fully serviced settlement area, it was determined that circulation of this amendment to
55
agencies and/or ministries was not required. The Amendment will recognize an existing
Institutional (Marine Museum) use and allow for the installation of an historic wheelhouse
artefact on the subject lands.
CONCLUSION:
The Council of the Municipality of Bayham supports this Amendment and adopted it by
By-law 2017-054 on June 1, 2017.
The Manager of Planning has reviewed File No.BA-OPA20-17, along with the background
material that was submitted by the Municipality of Bayham. Based on the above the
Manager of Planning is satisfied that this Official Plan Amendment is consistent with the
Provincial Policy Statement and conforms to both the County of Elgin and Municipality of
Bayham Official Plans.
RECOMMENDATIONS:
THAT the Council of the Corporation of the County of Elgin gives approval to Official Plan
Amendment No. 20 to the Municipality of Bayham Official Plan, File No. BA-OPA20-17;
and,
THAT staff be directed to provide notice of this decision in accordance with the Planning
Act.
All of which is Respectfully Submitted Approved for Submission
Steve Evans Mark G. McDonald
Manager of Planning Chief Administrative Officer
56
AMENDMENT NUMBER 20
TO THE OFFICIAL PLAN
OF THE
MUNICIPALITY OF BAYHAM
SUBJECT: Municipality of Bayham
20 Pitt Street, Port Burwell
The following text and map schedule
constitute Amendment Number 20 to the
Official Plan of the Municipality of
Bayham
57
OFFICIAL PLAN
OF THE
MUNICIPALITY OF BAYHAM
THE attached text and map schedule constituting Amendment No. 20 to the Official Plan of the
Municipality of Bayham was prepared upon the recommendation of the Council of the Municipality of
Bayham after evaluation of public input pursuant to the provisions of the PLANNING ACT.
THIS Amendment was adopted by the Council of the Corporation of the Municipality of Bayham by
By-law No. 2017-054, in accordance with Section 17 of the PLANNING ACT, on the 13' day of June
2017.
r
MAYOR
CLERK
58
THE Council of the Corporation of the Municipality of Bayham, in accordance with the provisions of
the PLANNING ACT, hereby enacts as follows:
1) THAT Amendment No. 20 to the Official Plan of the Municipality of Bayham consisting of the
attached map schedule is hereby adopted.
2) THAT the Clerk is hereby authorized and directed to make application to the County of Elgin
for approval of the aforementioned Amendment No. 20 to the Official Plan of the Municipality
of Bayham.
3) THAT no part of this By-law shall come into force and take effect until approved by Elgin
County.
ENACTED AND PASSED this 15' day of June 2017.
O
CERTIFIED that the above is a true copy of By-law No. 2017-054 as enacted and passed by the
Council of the Corporation of the Municipality of Bayham.
DEPUTY CLERK
59
OFFICIAL PLAN
OF THE MUNICIPALITY OF BAYHAM
AMENDMENT NO. 20
1. PURPOSE
The purpose of the official plan amendment is to change the land use designation for 596 m2
(0.1 acres) of land from "Residential" to "Institutional" in the Official Plan of the Municipality
of Bayham, which would facilitate a change in zoning on the same lands from the Village
Residential (R1) Zone to a Special Institutional (1-4) Zone. The amendment is intended to
recognize the existing institutional use of the lands and to provide for the parcel to merge
with the adjacent parcel, together currently known as the Port Burwell Marine Museum.
2. LOCATION
The area affected by this amendment is a rectangular parcel of land located on the south
side of Pitt Street, east of Robinson Street in the Village of Port Burwell and known
municipally as 20 Pitt Street.
3. BASIS OF THE AMENDMENT
The application is deemed to be in accordance with the Provincial Policy Statement 2014
and the Official Plan of the County of Elgin. For a complete analysis of this criteria including
why the proposed application is recommended for approval see the memorandum dated
May 8, 2017 titled "Municipality ofBayham - Application for Official Plan and Zoning By-law
Amendment - 18-20 Pitt Street, Port Burwell, by IBI Group.
4. DETAILS OF THE AMENDMENT
a) Schedule "D" Port Burwell: Land Use and Constraints of the Official Plan of the Municipality
of Bayham is hereby amended by changing from "Residential" to "Institutional" those lands
outlined and marked as changed to "Institutional" on the attached Schedule "D", which shall
constitute part of this amendment.
b) The lands subject to this Amendment and designated "Institutional" maybe used, developed
and zoned in accordance with the "Institutional" designation policies of Section 4.5.7 of the
Official Plan, as amended.
60
61
OFFICIAL PLAN
OFTHE
MUNICIPALITY of BAYHAM
SCHEDULED'
PORT BURWELL:
LAND USE
and CONSTRAINTS
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61
yiu�wnnU111�
IAgin! REPORT TO COUNTY COUNCIL
FROM: Steve Evans, Manager of Planning
DATE: July 4, 2017
SUBJECT: Draft Approval for a Vacant Land Plan of Condominium
Part Lot 5, Concession 14
Municipality of West Elgin
File No.: 34CD-WE1401
Owner: Lighthouse Waterfronts Inc.
INTRODUCTION:
This report will provide County Council with information required in order to consider
granting draft plan approval to the above noted plan of condominium.
In accordance with Section 51 of the Planning Act the "Approval Authority" may give or
refuse to give approval to a draft plan of subdivision/condominium.
DISCUSSION:
The lands that are the subject of this application for draft plan approval are located on Lot
5, Concession 14 in the Municipality of West Elgin. (see attached plan) The owner is
requesting approval of a "Vacant Land Plan of Condominium" on which is proposed nine
(9) detached residential dwellings.
The lands are located on lakefront property to the west of Port Glasgow and will be
accessed from Gray Line which is an open municipal road. Surrounding land uses include
agricultural lands to the west and north, Lake Erie to the south and a proposed, large
residential/ commercial development (Seaside) to the east. The lands are designated
"Lakeshore Area" with "Woodlands "and "Hazardous Lands" overlays. Residential uses
are permitted along with agriculture as a secondary use.
This application was accepted as "complete" on January 21, 2015 by the County of Elgin.
A statutory public meeting was held by the municipality on November 26, 2015 and no
objections were raised by members of the public. A number of comments were received
from various Ministries requesting compliance with standard conditions and policies;
however there were no objections submitted. The Lower Thames Valley Conservation
Authority (LTVCA) had concerns about establishing new development along the lakeshore
which is prone to erosion. As a result the proponents engaged Shoreplan Engineering to
carry out a Natural Hazards Assessment and their findings indicated that development can
occur outside the shoreline hazard. The Owners approached the LTVCA Executive
Committee for permission to build in this area. The committee's motion reads as follows:
"Moved that the Hearings and Personnel Committee accepts in principle the delineation of
the critically regulated area as presented by Shoreplan and requests the applicant to
resubmit the application based on a new lot plan layout which incorporates this line plus
the 15 metre setback, as well as an appropriate setback from the ravine at the easterly
end of the proposed development."
62
Please note: The original application for draft plan approval requested eight (8)
residential units; however that application was revised on October 26, 2016. The
Municipality of West Elgin held a second public meeting on January 26, 2017 as a result
of the revised plan. There were no objections raised by the public or from any Ministries
or Agencies following the second public meeting.
The Municipality of West Elgin passed a resolution recommending approval of the draft
plan of condominium and provided a list of conditions for final plan approval. The
conditions are included with those attached to this report for County Council's review.
The proposed condominium development will be serviced with municipal piped water and
the owner will be required to install individual on-site tertiary sewage treatment systems on
each unit in accordance with the Ontario Building Code 2012.
The plan is consistent with the Provincial Policy Statement, complies with the County and
West Elgin Official Plans and the lands will be zoned appropriately in the West Elgin
Zoning By -Law.
CONCLUSION:
The Manager of Planning has reviewed File No. 34CD-WE1401 and has prepared
conditions for draft approval which are attached for Council's review. These conditions
have been reviewed by the Municipality of West Elgin and by the owner and no changes
have been requested.
Based on the above the Manager of Planning is satisfied with the draft plan of condominium
and the conditions as attached. If County Council approves this draft plan of condominium,
the owner will be responsible for fulfilling the conditions as attached, within three (3) years
of the decision by County Council before final approval can be given.
RECOMMENDATIONS:
THAT the Council of the Corporation of the County of Elgin grants draft plan approval to
Lighthouse Waterfronts Inc. Draft Plan of Condominium in the Municipality of West Elgin
File No. 34CD-WE1401; and,
THAT staff be directed to provide notice of this decision subject to the conditions for final
approval in accordance with the Planning Act.
All of which is Respectfully Submitted Approved for Submission
Steve Evans Mark G. McDonald
Manager of Planning Chief Administrative Officer
63
Applicant:
Lighthouse Waterfronts Inc.
Date of Decision:
,2017
File No.:
34CD-WE1401
Date of Notice:
,2017
Municipality:
West Elgin
Last Date of Appeal:
,2017
Subject Lands:
Part Lot 5, Concession 14
Lapsing Date:
,2020
Geographic Township of Aldborough
Municipality of West Elgin
NOTICE OF DECISION
On Application for Approval of Draft Plan of Condominium
Section 51 of the Plannina Act
Approval of Draft Plan of Condominium in respect of the subject lands noted above was given by
the County of Elgin on . A copy of the conditions for final plan approval is attached.
When and How to File an Appeal
Notice to appeal the decision to the Ontario
Municipal Board must be filed with the County
of Elgin no later than 20 days from the date of
this notice as shown above as the last date of
appeal.
The notice of appeal should be sent to the
attention of the Manager of Planning, at the
address shown below and it must,
(1) set out the reasons for the appeal, and
(2) be accompanied by the fee prescribed
under the Ontario Municipal Board Act in
the amount of $300.00, payable by certified
cheque to the Minister of Finance, Province
of Ontario.
Who Can File an Appeal
Only individuals, corporations or public bodies
may appeal the decision in respect of a
proposed plan of subdivision / condominium to
the Ontario Municipal Board. An appeal may
not be filed by an unincorporated association or
group. However, a notice of appeal may be
filed in the name of an individual who is a
member of the association or group.
Right of Applicant or Public Body to Appeal
Conditions
The applicant or any public body may, at any
time before the final plan of subdivision /
condominium is approved, appeal any of the
conditions imposed by the County of Elgin by
filing with the Manager of Planning a notice of
appeal.
How to receive Notice of Changed
Conditions
The conditions of an approval of draft plan of
subdivision / condominium may be changed at
any time before the final approval is given.
You will be entitled to receive notice of any
changes to the conditions of approval of draft
plan of subdivision / condominium if you have
either,
(1) made a written request to be notified of the
decision, or
(2) made a written request to be notified of
changes to the conditions of approval of the
draft plan of subdivision / condominium.
Other Related Applications:
Zoning By -Law Amendment_
Getting Additional Information
Additional Information about the application is
available for public inspection during regular
office hours at the County of Elgin at the
address noted below.
Mailing address for Filing a Notice of
Appeal
County of Elgin
450 Sunset Drive, 3d Floor
St. Thomas, ON N5R 5V1
Attention: Manager of Planning
Telephone: (519) 631-1460
Fax: (519) 633-7661
Email: sevans@elgin.ca
Applicant:
Lighthouse Waterfronts Inc.
Date of Decision:
,2017
File No.:
34CD-WE1401
Date of Notice:
,2017
Municipality:
West Elgin
Last Date of Appeal:
,2017
Subject Lands:
Part Lot 5, Concession 14
Lapsing Date:
,2020
Geographic Township of Aldborough
Municipality of West Elgin
The conditions to final plan of approval for registration of this Condominium as provided by the
County of Elgin are as follows:
No. Conditions
That this approval shall apply to the draft plan of condominium, prepared by MTE/OLS Ltd.
and certified by Trevor D.A. McNeil OLS, dated August 10, 2016, showing a total of 9 units
for residential detached dwellings and common element areas containing a private, paved
roadway, open space, conservation land and beach. The Plan is located within the
Municipality of West Elgin and comprises Part of Lot 5, Concession 14, Geographic
Township of Aldborough, Municipality of West Elgin, County of Elgin.
2. That the owner enters into a condominium agreement, pursuant to the authority of Section
51 (26) of the Planning Act R.S.O 1990, as amended, with the Municipality of West Elgin
(Municipality) wherein the owner agrees to satisfy all the requirements, financial and
otherwise, of the Municipality respecting the conditions of approval set out herein, and the
laying out and development of the site, the installation of facilities and services including
roads, on-site sewage collection systems, water distribution system, utilities, storm water
management facilities and landscaping required for the development of the lands within the
Plan.
3. That the agreement between the owner and the municipality be registered against the lands
to which it applies once the declaration and description has been registered.
4. That the condominium declaration include the following provisions as approved by the
Chief Administrative Officer of the Municipality of West Elgin:
i) That all common element roadways must be maintained in a snow free condition
void of any obstructions 12 months of the year.
ii) That a private contractor will pick up and dispose of garbage refuse and recyclable
materials from the development.
iii) That the owner is required to install individual Class 4 on-site sanitary sewage
treatment systems utilizing a "whitewater" tertiary treatment system and shallow
buried trench disposal bed in accordance with the Ontario Building Code 2012.
iv) That no building or other improvement be constructed or erected within or any
grading or other interference be made to any area that has not been identified as
stable top of bank by Golder and Associates in their report dated August 29, 2011
and addendum correspondence dated July 5, 2016 and the setback therefrom
identified by Shoreplan Engineering Limited in their report dated June 16, 2014.
v) That a post construction monitoring program is required by a qualified ecological
consultant to protect and enhance Natural Heritage resources in accordance with the
EIS completed by Biologic in December, 2014 with July, 2015 addendum.
vi) That access shall be prohibited to all common areas containing steep slopes and
protected vegetation, ensuring conservation.
65
Applicant:
Lighthouse Waterfronts Inc.
Date of Decision:
,2017
File No.:
34CD-WE1401
Date of Notice:
,2017
Municipality:
West Elgin
Last Date of Appeal:
,2017
Subject Lands:
Part Lot 5, Concession 14
Lapsing Date:
,2020
Geographic Township of Aldborough
Municipality of West Elgin
5. That the street shall be named and new homes addressed to the satisfaction of the
Municipality.
6. That the owner shall provide easements as maybe required for utility, servicing, or drainage
purposes in a form satisfactory to the Municipality or utility.
7. That the owner convey up to 5% of the land included in the plan to the municipality for park
or other public recreation purposes. Alternatively, the Municipality may require cash -in -lieu of
all or a portion of the conveyance.
8. That the Agreement between the Owner and Municipality shall contain provisions requiring:
a) All development and onsite services must be erected in accordance with and
respecting the "Erosion Hazard" line as identified by the Shoreplan report dated June 16,
2014 plus 15 metres landwards as agreed to in principle by the Hearings and Personnel
Committee of the Lower Thames Valley Conservation Authority, September 3, 2014.
a) The development shall be serviced with a piped municipal water supply at the
developer's expense.
b) That the Owner obtain an Environmental Compliance Approval from the Ministry of
the Environment and Climate Change for storm water management prior to any
development requiring a building permit. The condominium agreement between the
Owner and the Municipality shall contain provisions regarding the development,
implementation, installation and maintenance of the storm water management facilities.
C) Any unplugged oil or gas wells discovered during the development process must be
plugged in accordance with the Oil, Gas and Salt Resources Act.
d) On-site archaeological monitoring must be provided at the developer's expense
during any physical excavation of the subject lands in accordance with the
recommendations of the Archaeological Assessment Stages 1-2 and 3 (AdHj-60)
prepared by Detritus Consulting Ltd., July 2015.
9. That prior to final approval, the Approval Authority is to be advised by the Municipality that
this proposed draft plan of condominium conforms to the Zoning By -Law as amended and
the approved site plan.
10. That prior to final approval the Municipality shall confirm that there is uncommitted reserve
water treatment capacity to service the development.
11. That the Owner is required to prepare an erosion and sediment control plan to the
satisfaction of the Municipality and the Lower Thames Valley Conservation Authority priorto
commencement of any development including grading and /or site alteration works upon the
subject lands.
12. That the Owner shall be responsible for implementing and maintaining sediment and erosion
controls on the subject lands until such time as the subject lands are fully developed.
Applicant:
Lighthouse Waterfronts Inc.
Date of Decision:
,2017
File No.:
34CD-WE1401
Date of Notice:
,2017
Municipality:
West Elgin
Last Date of Appeal:
,2017
Subject Lands:
Part Lot 5, Concession 14
Lapsing Date:
,2020
Geographic Township of Aldborough
Municipality of West Elgin
13. Prior to final approval and the registration of the declaration and description the owner shall
ensure that the declaration being submitted for registration contains a statement mentioning
the conditions of this draft approval. A copy of the draft declaration shall be provided to the
Municipality for review prior to clearance of the final plan by the Municipality.
14. That the condominium agreement between the owner and the Municipality contain
provisions requiring the owner to implement the recommended mitigation measures of
identified impacts as set out in Section 7 of the "Environmental Impact Study' prepared by
Biologic Inc. dated December 2014.
15. That the owner is advised to contact Bell Canada, prior to commencing any work within the
Plan, to confirm that sufficient wire line communication/telecommunication infrastructure is
currently available within the proposed development to provide communication/
telecommunication service to the proposed development. In the event that such
infrastructure is not available, the developer may be required to pay for the connection to
and/or extension of the existing communication/telecommunication infrastructure. If the
developer elects not to pay for such connection to and/or extension of the existing
communication/telecommunication infrastructure, the developer shall be required to
demonstrate to the municipality that sufficient alternative communication/telecommunication
facilities are available within the proposed development to enable, at a minimum, the
effective delivery of communication/telecommunication services for emergency management
services (i.e., 911 Emergency Services).
16. That prior to final approval the Owner shall ensure that the requirements of Canada Post as
set out below are satisfied.
a) The owner shall:
i include in all offers of purchase and sale, a statement that advises the
prospective purchaser that mail will be delivered via a community mail box;
note the locations of the community mail box within the development; and
iii notify affected homeowners of any established easements granted to
Canada Post to permit access to the community mail box.
b) The owner further agrees to:
i consult with Canada Post to determine suitable permanent locations for the
community mail box, which locations shall be indicated by the developer on
the appropriate servicing plans.
prior to offering any units for sale, display a map on a wall of the sales office
in a place readily accessible to potential homeowners that indicates the
location of the community mail box within the development, as approved by
Canada Post.
iii provide a suitable and safe temporary site for a community mail box until
curbs, sidewalks and final grading are completed at the permanent
community mail box location
iv provide Canada Post with the excavation date for the first foundation/first
phase as well as the datqo�levelopment work is scheduled to begin;
Applicant:
Lighthouse Waterfronts Inc.
Date of Decision:
,2017
File No.:
34CD-WE1401
Date of Notice:
,2017
Municipality:
West Elgin
Last Date of Appeal:
,2017
Subject Lands:
Part Lot 5, Concession 14
Lapsing Date:
,2020
Geographic Township of Aldborough
Municipality of West Elgin
v provide the expected installation date for the community mail box pad; and
vi provide the following for the community mail box and to include these
requirements on the appropriate servicing plans:
Any required walkway across the boulevard, per municipal standards;
Any required curb depressions for wheelchair access, with an
opening of at least two metres (consult with Canada Post for
detailed specifications); and
A community mailbox concrete base pad per Canada Post
specifications
17. That the Agreement between the Owner and the Municipality shall include a clause that the
Owner agrees to inform all Purchasers of residential units by including a condition in all
Purchase Agreements stating that the construction of additional public school
accommodation is dependent upon funding approval from the Ontario Ministry of Education,
therefore the subject community may be designated as a "Holding Zone" by the Thames
Valley District School Board and pupils may be assigned to existing schools as deemed
necessary by the Board.
18. That prior to final approval, arrangements shall be made to the satisfaction of the
Municipality for the relocation of any utilities that may be required as a result of the
development of the subject lands, such relocation shall be undertaken at the expense of the
Owner.
19. That prior to final approval, the County of Elgin is to be advised in writing by the Municipality
how conditions 1 through 15, 17, and 18 have been satisfied.
20. That prior to final approval the County of Elgin is to be advised in writing by Canada Post
how condition 16 has been satisfied.
ki[Q 111 *a 1101 Q:U 2 &1»:191%1I
1. It is the applicant's responsibility to fulfill the conditions of draft approval.
2. It is suggested that the applicant be aware of:
a) subsection 144 (1) of The Land Titles Act, which requires all new plans be registered
in a land titles system;
b) subsection 144 (2) - allows certain exceptions.
3. Inauguration, or extension of a piped water supply, a communal sewage system or a storm
water management system, is subject to the approval of the Ministry of Environment under
Section 52 and Section 53 of the Ontario Water Resources Act.
4. The Ministry of Environment must be advised immediately should waste materials or
other contaminants be discovered during the development of this plan of condominium.
68
Applicant:
Lighthouse Waterfronts Inc.
Date of Decision:
,2017
File No.:
34CD-WE1401
Date of Notice:
,2017
Municipality:
West Elgin
Last Date of Appeal:
,2017
Subject Lands:
Part Lot 5, Concession 14
Lapsing Date:
,2020
Geographic Township of Aldborough
Municipality of West Elgin
5. It is the applicant's responsibility to obtain the necessary permits from the Lower Thames
Valley Conservation Authority (LTVCA) in accordance with Ontario Regulation 152/06 made
pursuant to Section 28 of the Conservation Authorities Act. Permits shall be obtained prior
to any development and/or alterations upon proposed units 1 to 9 inclusive. In addition the
applicant is responsible for implementing, maintaining and notifying (LTVCA) in writing, of all
sediment and erosion controls and maintenance, on the subject lands.
6. A copy of the condominium agreement and the declaration must be provided to the County
of Elgin (Manager of Planning) prior to final plan approval.
7. If the agency's condition concerns a condition in the condominium agreement, a copy of the
agreement should be sent to them. This will expedite clearance of the final plan.
8. Clearance is required from the following:
Scott Gawley, CAO Clerk
Municipality of West; Elgin
22413 Hoskins Line
P.O. Box 490,
Rodney ON NOL 2C0
Delivery Services Officer
Delivery Planning
Canada Post Corporation
955 Highbury Ave.
London, ON N5Y 1A3
9. All measurements on condominium final plans must be presented in metric units.
10. The final plan must be submitted digitally in AutoCAD (DWG) and Portable Document
Format (PDF) with the appropriate citation from the Planning Act used. The AutoCAD
(DWG) file must be consistent with the following standards:
Georeferenced to the NAD83 UTM Zone 17N coordinate system.
All classes of features must be separated into different layers.
Each layer should be given a descriptive name so that the class of feature it contains
is recognizable.
11. The final plan approved by the County of Elgin must include the following paragraph on all
copies (3 mylars and 4 paper) for signature purposes:
"Approval Authority Certificate
Parts & approved and Part exempted under
Section 9 of the Condominium Act and Section 51 of the Planning Act, on this
day of , 20_
Manager of Planning" 69
Applicant:
Lighthouse Waterfronts Inc.
Date of Decision:
,2017
File No.:
34CD-WE1401
Date of Notice:
,2017
Municipality:
West Elgin
Last Date of Appeal:
,2017
Subject Lands:
Part Lot 5, Concession 14
Lapsing Date:
,2020
Geographic Township of Aldborough
Municipality of West Elgin
12. The approval of this draft plan of condominium File No. 34CD-WE1401 will lapse on
pursuant to subsection 51 (32) of the Planning act, as amended. It
is the responsibility of the owner to request an extension of the draft approval if one is
needed. A request for extension should be made at least 60 days before the approval lapses
since no extension can be given after the lapsing date. The request should include the
reasons why an extension is needed and a resolution in support of the extension from the
council of the Municipality.
13. The final plan approved by the County of Elgin must be registered within 30 days or the
County may withdraw its approval under Subsection 51(59) of the Planning Act.
70
0 105 210 420 630 840 1-4000
Meters
Legend
Proposed Condominium (Overlay)
Property Lines
Condominium Plan Review
Projection: NAD 83 UTM Zone 17. Date: July 6, 2017
M U n i C i p a l i } ly -pf V /� V e `S } l Elgin DISCLAIMER: This drawing is neither a legally recorded
map nor a survey and is not intended to be used as one.
yiu�wnnU111�� �
IAgin! REPORT TO COUNTY COUNCIL
FROM: Mark G. McDonald, Chief Administrative Officer
DATE: June 9, 2017
SUBJECT: Extension to the Waste Disposal Agreement
INTRODUCTION:
In June of 2009 Elgin, on behalf of local municipal partners, (except the host municipality
of the Township of Southwold) negotiated a 10 year agreement for the disposal of waste
with the City of Toronto (Green Lane Landfill). With the original agreement due to expire
in 2019, an extension agreement (attached) has been negotiated and reviewed by local
administrators. The purpose of this report is to seek council's authorization to sign the
extension and to prepare the necessary by-law.
DISCUSSION:
The purpose of this agreement is to provide municipalities with an option to utilize the
"Green Lane" site for solid, non -hazardous waste at a guaranteed tipping fee. Capacity
will be made available and municipalities may "opt -in" if and when waste disposal is
required. Signing the agreement does NOT mean that municipalities must utilize the
site - it merely provides an option or template for use at a predetermined price should a
municipality decide to avail itself of this service.
The extension agreement is to last until 2029 but can be terminated with two years'
notice should sufficient volume not be available on the site. It should be emphasized
that municipalities and the City will be tracking capacity and should know well in advance
of two years if capacity is diminishing faster than anticipated.
A number of housekeeping amendments have been made to clarify responsibilities and
common practices currently being implemented.
CONCLUSION:
This "back stop", "opt -in" extension to the current waste disposal agreement is being
presented for Council's approval. The agreement offers a choice for municipalities
regarding the disposal of solid non -hazardous waste.
RECOMMENDATIONS:
THAT the Warden and Chief Administrative Officer be authorized and directed to sign
the Waste Disposal Extension Agreement with the City of Toronto and participating local
municipalities; and,
THAT the necessary by-law be prepared.
All of which is Respectfully Submitted
Mark G. McDonald
Chief Administrative Officer 72
Highlights of Bill 68
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74
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gii
REPORT TO COUNTY COUNCIL
FROM: Rhonda L. Duffy, Director of Homes and Seniors Services
DATE: June 26, 2017
SUBJECT: Homes — Multi -Sector Service Accountability Agreement —Schedule G -
Form of Compliance Declaration
INTRODUCTION:
The Corporation of the County of Elgin has a current Multi -Sector Service Accountability
Agreement (M -SAA) in place with the South West Local Health Integration Network
(SWLHIN). The SWLHIN requires the submission of a signed annual Declaration of
Compliance — Schedule G.
DISCUSSION/CONCLUSION:
The Local Health System Integration Act, 2006 requires that the SWLHIN and Health
Service Providers (HSP) enter into a service accountability agreement referred to as the
M -SAA. The service accountability agreement supports a collaborative relationship
between the SWLHIN and the HSP.
The M -SAA process requires submission of an annual Declaration of Compliance -
Schedule G. To the best of staffs' knowledge the St. Thomas -Elgin Adult Day Program
has complied with the requirements of the M -SAA.
RECOMMENDATION:
THAT staff be directed to sign the 2016 — 2017 Multi -Sector Service Accountability
Agreement Declaration of Compliance — Schedule G.
All of which is Respectfully Submitted Approved for Submission
Rhonda L. Duffy Mark G. McDonald
Director of Homes and Seniors Services Chief Administrative Officer
W
erarfo0'(0JJyJ6
;r� REPORT TO COUNTY COUNCIL
FROM: Rhonda L. Duffy, Director of Homes & Seniors Services
DATE: June 26, 2017
SUBJECT: Homes — Annual Laundry and Housekeeping Policy and Procedure
Review — 2017
INTRODUCTION:
The three Homes Managers of Support Services have worked collaboratively and are
pleased to present Council with updated Housekeeping and Laundry Policies.
DISCUSSION:
The Housekeeping and Laundry Policies have been reviewed and revised for 2017 to
ensure requirement have been incorporated according to the Long Term Care Act, 2007,
Regulations and best practice guidelines.
Updates to several policies include:
• Policy 2.5 - Wet Floor mopping
• Policy 4.19 - Personal Belonging Inventory
• Section 4 - Personal Belongings Inventory Form
• Policy 6.5 - WHIMS
• Policy 7.3 - Tub Room Cleaning
• Policy 7.9 - Clostridium Difficile (c -diff — best product usage)
CONCLUSION:
The County of Elgin Homes staff continues to strive to ensure that policies and procedures
remain current with practice and regulatory requirements and are included in annual
revisions.
RECOMMENDATION:
THAT County Council reviews and approves the Housekeeping and Laundry policies for
the County of Elgin Homes and Seniors Services dated May 2017.
All of which is Respectfully Submitted
Rhonda L. Duffy
Director of Homes & Seniors Services
m
Approved for Submission
Mark G. McDonald
Chief Administrative Officer
yiu�wnnU111�� �
IAgin! REPORT TO COUNTY COUNCIL
FROM: Rhonda Duffy, Director of Homes and Seniors Services
Mike Hoogstra, Purchasing Coordinator
DATE: June 29, 2017
SUBJECT: Hair Care Services at Bobier Villa —Contract Award
INTRODUCTION:
The contract for Hair Care Services at Bobier Villa expired on June 15, 2017. The County
was informed by the incumbent provider that they did not wish to renew the contract.
DISCUSSION:
The County issued a Request for Proposal (RFP) in April and the RFP closed in May.
Unfortunately only one proposal was received and the County was unable to come to
agreement with the Proponent. A second RFP was issued on June 9 and the RFP closed
on June 27. Three proposals were received by the closing deadline.
Staff reviewed the three proposals based on experience/qualifications, understanding of the
requirements, references/past performance and pricing. After combining the evaluation
scores, the committee selected Nancy Voros as the highest scoring service provider. The
hair care salon will be operated for a minimum of 12 hours per week over 2 days, similar to
the previous provider. The hair care services will necessitate a small increase to residents
in the second year of the contract that has not occurred since 2014. The rates for Terrace
Lodge and Elgin Manor will mirror that of pricing at Bobier for the second year. The current
and proposed rates are listed on Appendix A.
CONCLUSION:
Securing hair salon services for Bobier Villa has been a challenge over the years due to the
availability of services within the area. Staff is pleased that a reputable local provider has bid
on the contract for Bobier Villa providing a quality service at a competitive price.
RECOMMENDATIONS:
THAT Nancy Voros be selected to provide Hair Care Services at Bobier Villa for a two year
term, at the proposed fee structure, with the option to renew for up to three additional one
year terms; and,
THAT the Warden and Chief Administrative Officer be authorized to sign the contract.
All of which is Respectfully Submitted
Rhonda Duffy
Director of Homes and Seniors Services
Mike Hoogstra
Purchasing Coordinator 84
Approved for Submission
Mark G. McDonald
Chief Administrative Officer
APPENDIX A
Hair Care Pricing
Service
Current
Proposed
Year 1
Proposed
Year 2
Wash / Set
$19.50
$19.50
$19.50
Wash / Cut / Set
$32.25
$32.25
$33.00
Wash / Perm / Set
$51.25
$51.25
$52.50
Wash / Perm / Cut / Set
$63.50
$63.50
$65.00
Wash / Colour / Set
$34.75
$34.75
$36.00
Wash / Colour / Cut / Set
$43.00
$43.00
$45.00
Cut & Set
$29.25
$29.25
$30.00
Ladies Cut / Dry / Style
$14.50
$14.50
$15.00
Cut only - Women
$13.50
$13.50
$14.00
Cut only - Men
$11.75
$11.75
$12.50
Men's Cut / Dry / Style
$12.75
$12.75
$14.00
Set only (no shampoo)
$16.50
$16.50
$18.00
Bang Trim
$3.00
$3.00
$3.00
Beard Trim
$6.00
$6.00
$6.00
Comb out & curling iron
$12.75
$12.75
$13.00
* HST included
m
yiu�wnnU111�� �
IAgin! REPORT TO COUNTY COUNCIL
FROM: Jennifer Ford , Senior Financial Analyst
Clayton Watters, Director of Engineering Services
DATE: June 27, 2017
SUBJECT: Ride Across County of Elgin in Support of United Way (RACE)
INTRODUCTION:
This report seeks approval from Council to support a new event as a collaborative effort
with Railway City Cycling Club in the form of a bicycle Ride Across the County of Elgin
(RACE) in support of United Way.
DISCUSSION:
For the past two years, the County's Director of Engineering has embarked on fundraising
rides across the County to raise money for United Way. In an effort to increase the
ridership and offer a new and exciting opportunity for bike riders to enjoy the countryside
of Elgin County, the local cycling group was contacted to see if they had any interest and
the expertise to host such an event. The Railway City Cycling Club shared that had not
yet found the anchor event to inspire them but had a keen interest and desire to run some
type of special club touring event in the County. After internal discussions, it was decided
that moving forward with this event as a fundraiser for United Way would fit well with their
club's vision and values.
A gathering area will be required as a start and end point for the race and the County
Administration Building was suggested. The venue offers a large parking lot with easy
access to both Sunset Road and John Wise Line, and within the County. The building
also offers washroom facilities for cyclists. The garage could be used to accommodate
the registration area with close proximity to garbage facilities and available hydro if
necessary. It is suggested that the building be made available at no cost for use by the
club to support their fundraising efforts during this event.
As the inaugural year and to ensure participant safety, the ride will be listed as an inter
club event through the Ontario Cycling Association (OCA) and open to members only of
the Railway City Cycling Club (RCC) , London Centennial Wheelers (LCW), London City
Cycling (LCC) and Silver Spokes Cycling Club (SSCC) in Tillsonburg. Interested
participants may register through the Cycle Component Network (CNN) service that
links the clubs.
It should be noted that this event is not part of the fundraising activities of the internal
ECUWSEC group but rather as a collaborative effort between Railway City Cycling, United
Way and the County of Elgin. The United Way will offer its support by way of donation
receipts for donations over $20, will promote the event on their website and through social
media, and will offer their services to provide assistance with creation of an automated
signup form as needed. The United Way will attend to offer greetings and thank the riders
for their support. Since the event will be run through the RCC Club, it will be covered by
the OCA insurance.
The event will take place on Sunday, September 24, 2017 to provide opportunity for bikers
to participate in the Ride as a weekend event. As an added incentive for participants to
fundraise, it is suggested that the County of Elgin, sponsor a friendly Yellow Jersey
competition. The Yellow Jersey will be awarded as a thank you to the person who raises
the most money for United Way in recognition of their fundraising efforts. The Warden
would also attend the event to bring greetings to the bikers and to award the Yellow Jersey
in the morning.
CONCLUSION:
The Ride Across County of Elgin (RACE) is shaping up to be a signature event for 2017.
It is evident that this type of a RIDE for our County aligns well with the expectations of all
partners involved and provides an opportunity to further showcase the beauty of our area.
Staff seek Council's approval to support what is hoped to be an annual cycling event.
Staff suggest that the Warden sponsor a Yellow Jersey contest to encourage the
fundraising aspect of the RACE. Staff also suggest that the Administration building is well
suited as the event sight and that its use outside of regular office hours be approved to
allow access to such items as washrooms, garbage facilities, the parking lot, the garage,
and limited use of hydro.
RECOMMENDATIONS:
THAT Council endorse the use of the County Administration Building by the Railway City
Cycling Club for the Ride Across County of Elgin (RACE) in support of United Way; and
THAT the Warden sponsor a Yellow Jersey competition to further encourage participants
to fundraise for United Way.
All of which is Respectfully Submitted
Jennifer Ford
Senior Financial Analyst
Clayton Watters,
Director of Engineering Services
AN
Approved for Submission
Mark G. McDonald
Chief Administrative Officer
yiu�wnnU111�� �
IAgin! REPORT TO COUNTY COUNCIL
FROM: Peter Dutchak, Deputy Director of Engineering Services
DATE: June 29, 2017
SUBJECT: Ontario Municipal Commuter Cycling Program (OMCC)
INTRODUCTION:
The Province of Ontario has launched the Ontario Municipal Commuter Cycling Program
(OMCC) to advance commuter cycling improvements. Municipalities must declare their
interest in participating in the program annually and this year's deadline is August 18t"
2017. This report recommends that Council declare their interest to participate in the
program.
DISCUSSION/CONCLUSION:
The OMCC program funds new cycling infrastructure specifically for commuter cyclists.
Projects must be contained within a Council approved Cycling Plan and must be
completed before December 30, 2020. Funding is provided to participating municipalities
using an allocation formula based upon a combination of commuter cyclists and
population. The exact amount of potential funding available for the County is unknown
but is assumed to be approximately $50,000 annually for each year of the four year
program. Approved projects are funded up to 80% of the eligible capital costs.
The program defines commuter cycling as, "daily or frequent cycling to and from
workplaces, schools, businesses and major retail locations that support motor vehicle
trip reductions". A proposed project must be identified within a Council approved
Cycling Plan and be approved by the Ministry of Transportation before it is constructed.
The program will also fund the cost of developing a Council approved plan that
incorporates commuter cycling projects. Currently, no routes exist in the current Cycle
Master Plan that satisfy the program requirements. Therefore, staff recommends that
the first project presented to the Province for OMCC funding be the revision of the
current Cycling Master Plan to incorporate commuter cycling routes on County roads.
A revision of the Cycle Master Plan would update the plan to include all the developed
routes that have been installed on County roads since the original plan had been
prepared in 2014 (i.e. Sunset Road, Imperial Road, East Road, Dexter Line). The
update would also identify commuter cycling routes that satisfies the requirements of
the OMCC program so that available funding can be utilized. Wonderland Road has
recently become a County Road and may be a suitable commuter route that satisfies
the program requirements to have paved shoulders installed as cycle lanes as part of
the construction planned in 2019. A Cycle Master Plan update would also incorporate
Wonderland Road and identify other potential commuter cycling routes that may satisfy
the OMCC program. Staff also proposes to engage the same firm that developed the
existing Cycle Master Plan to revise and update this document.
RECOMMENDATIONS:
THAT County Council declare participation in the Ontario Municipal Commuter Cycling
Program (OMCC); and,
THAT the first project proposed to the Province under the OMCC Program be an update
of the current Cycling Master Plan as it relates to County roads.
All of which is Respectfully Submitted Approved for Submission
Peter Dutchak Mark G. McDonald
Deputy Director of Engineering Services Chief Administrative Officer
Ministry of Tourism,
Culture and Sport
Minister
9th Floor, Hearst Block
900 Bay Street
Toronto, ON M7A 2E1
June 15, 2017
Ministry of
Transportation
Minister
3rd Floor, Ferguson Block
77 Wellesley St W. Ontario
Toronto, ON M7A 1Z8
Dear partners and stakeholders,
We are pleased to announce the launch of the Ontario Municipal Commuter Cycling
Program (OMCC) on May 29, 2017. OMCC is a four year, cost -shared, direct funding
program for infrastructure projects, with the goal to support and develop commuter
cycling. OMCC is a key component of Ontario's Climate Change Action Plan, through
which, Ontario is committing to increase funding to advance commuter cycling
improvements. On behalf of the Ontario government, we are pleased to invite you to
participate in the program.
The purpose of OMCC is to provide direct, dedicated and annual funding to Ontario
municipalities to support the implementation of commuter cycling infrastructure. As
OMCC is supported by proceeds from Ontario's cap and trade program, use of OMCC
funding is directed to capital investments in creating or enhancing commuter cycling
infrastructure. The goal is to encourage people to get out of their cars and onto bikes
for their daily commute or other frequent trips. This investment will also support
Ontario's Cycling Tourism Plan by providing funding to commuter cycling infrastructure
at major destinations and tourist sites.
Every municipality in Ontario, large and small, will be eligible to apply for OMCC funding
in any or all of its four years. Participating municipalities will be required to declare their
interest and identify their eligible projects on an annual basis. The funding for any given
participating municipality will be based upon the number of participating municipalities,
and is anticipated to vary from year to year.
Municipalities interested in participating in OMCC for the 2017 Fiscal Year have until
August 18, 2017 to submit a Participation Declaration. OMCC funding for the 2017
Fiscal Year will be announced by September 25, 2017.
You can learn more about OMCC on the Ontario cycling web hub at
http://www._ rg ants.gov.on.ca/GrantsPortaI/en/OntarioGrants/GrantOpportunities/PRDRO
17150 . Application and program information is located at Grants Ontario at
GrantsOntarioCS(a.Ontario.ca. You can also learn more by contacting the Ministry of
Transportation about the program by phone: 416-325-6691 or 1-855-216-3090 or by
email: cyclingCcDontario.ca.
a
Further information about Ontario's Climate Change Action Plan can be accessed at
https://www.ontario.ca/page/climate-change-action-plan.
Sincerely,
?_-- f"Wb�
Steven Del Duca Eleanor McMahon
Minister of Transportation Minister of Tourism, Sport and Culture
C. John Lieou, Assistant Deputy Minister, Ministry of Transportation
C. Jamie Austin , Director, Transportation Policy Branch, Ministry of Transportation
C. Steve Harlow, Assistant Deputy Minister, Sport, Recreation and Community
Programs Branch, Ministry of Tourism, Culture and Sport
�1
erarfo0'(0JJyJ6
;r� REPORT TO COUNTY COUNCIL
FROM: Peter Dutchak, Deputy Director of Engineering Services
Mike Hoogstra, Purchasing Coordinator
DATE: June 20, 2017
SUBJECT: Engineering Services for Wonderland Road
INTRODUCTION:
This report provides details on the Request for Proposal (RFP) for Engineering Services
for the reconstruction of Wonderland Road in Southwold Township and seeks Council's
approval to award the contract.
DISCUSSION:
The approved Capital Plan includes the reconstruction of Wonderland Road from Ron
McNeil Line to the City of London limits in 2019. In order to prepare for this work, an RFP
was issued for Engineering Services.
The RFP for Engineering Services was issued on April 6, 2017 and closed on April 27,
2017. Nineteen (19) firms downloaded the RFP document from Biddingo. The five (5)
firms noted below submitted a proposal for this project.
- AGM Engineering
- GM Blue Plan Engineering
- MTE Consultants
- Spriet Associates
- Stantec Consulting
A two envelope system was used for this RFP; the Engineering firms were required to
submit their price for the project in a separate sealed envelope. The firms were first
scored on the following criteria:
i) Demonstrated understanding of Work Program / Approach and Methodology
ii) Responsiveness to the RFP, completeness of submission
iii) Completeness and experience of proposed team
iv) Knowledge of similar projects
v) Time / availability to work on our project and meet proposed schedule
vi) References
The Evaluation Committee reviewed each proposal independently and the scores were
combined. Firms achieving a minimum score of 45 out of 60 had their pricing envelopes
opened. One of the five firms did not achieve the minimum score of 45. The Purchasing
Coordinator opened the four price envelopes and factored the cost into the overall score.
M
The firm that achieved the highest overall score is Spriet Associates. The total cost for
Engineering Services is $229,770.00 plus HST. This amount includes the costs for
complete design services, full time construction inspection and contract administration
services. The proposal submitted by Spriet Associates was the highest scoring proposal
and also offered the lowest overall cost.
CONCLUSION:
In order to prepare for planned road reconstruction projects, an RFP for Engineering
Services was solicited for the reconstruction of Wonderland Road in 2019.
The RFP was individually scored and then averaged before the pricing envelopes were
opened. The submitted prices formed 40% of the overall score. Spriet Associates
achieved the highest overall score and also submitted the lowest cost. The price is within
the budget allocation for the project.
RECOMMENDATIONS:
THAT Spriet Associates be selected to provide Engineering Services for Wonderland
Road, Contract #60901701 at a total price of $229,770.00 plus HST; and,
THAT the Warden and Chief Administrative Officer be authorized to sign the contracts.
All of which is Respectfully Submitted
Peter Dutchak
Deputy Director of Engineering Services
Mike Hoogstra
Purchasing Coordinator
Clayton Watters
Director of Engineering Services
93
Approved for Submission
Mark G. McDonald
Chief Administrative Officer
yiu�wnnU111�� �
IAgin! REPORT TO COUNTY COUNCIL
FROM: Peter Dutchak, Deputy Director of Engineering Services
DATE: June 14, 2017
SUBJECT: Council Chambers Presentation Equipment Modernization
INTRODUCTION:
Staff has been directed by County Council to report with options to "modernize" the
Council Chamber's audio / visual presentation equipment. This report discusses two
options proposed by staff.
DISCUSSION/CONCLUSION:
The Council Chambers at the Administration Building is used regularly by County Council,
the Municipality of Central Elgin's Council, plus other community groups and for special
meetings. Presentations are delivered using a standard laptop, projector and screen. The
main disadvantage of the current system is the location of the projector and screen and
how it conflicts with the public galleries. The operation of the projector by the presenter's
remote control also has its challenges due to the position the podium must be in, not to
obstruct the screen.
At least two options exist to improve the existing system and operation.
Option #1
Replace the projector and screen with a large (86") flat panel monitor for a total
estimated cost of $12,000. This solution would improve the operation of presentations
and eliminate the projection glare towards the front public gallery. The presenter would
broadcast their presentation from a laptop or tablet on the podium. This solution would
not provide presentation viewing for the public seated in the front gallery and the
presentation podium must still be positioned to the side so the screen is not blocked for
Council. The existing County and Central Elgin, coat of arms display would also have to
be relocated with this option. An illustrated rendition of this option is attached as the
first image to this report.
Option #2
Install a 3 monitor, overhead display cluster. This solution would see a ceiling mounted
cluster containing 3 — 60" flat panel screens, located in front of the staff desks and above
the existing planter boxes. One screen is directed towards Council, one screen directed
towards the north gallery and one screen directed towards the south gallery. The front
gallery would be able to view the screens on a slight angle depending on their position.
The presenter would broadcast their presentation from a laptop or tablet on the podium.
The advantages of this solution would be that the presentation podium could be centred
and most locations within the chambers could view a screen from their position. This
solution is estimated to cost $10,000 for ally4quipment and installation
Two illustrated renditions of this option are attached to this report, showing the view
from the CAO's position and from the south public gallery.
Option #2 provides many advantages over option #1 and therefore staff recommends
implementing option #2 with funds allocated from the projected capital budget surplus.
RECOMMENDATIONS:
THAT a three monitor display cluster be installed in Council Chambers as detailed in this
report; and,
THAT the estimated cost of $10,000 be allocated from the Misc. Capital Projects account
(26601514).
All of which is Respectfully Submitted Approved for Submission
Peter Dutchak Mark G. McDonald
Deputy Director of Engineering Services Chief Administrative Officer
95
�iw��rrmJJlJ)G� ._
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REPORT TO COUNTY COUNCIL
FROM: Jim Bundschuh, Director of Financial Services
DATE: June 21, 2017
SUBJECT: Capping and Clawback
INTRODUCTION:
Each year Council has the opportunity to review its current tax policy.
DISCUSSION:
When CVA assessment was introduced in 1998, the goal was to have fair taxation in
which properties of equal value would pay equal taxes. This new system created an
outcry amongst property owners that had previously enjoyed relatively lower taxes in
comparison to their neighbours. Despite the fact that this new system was ultimately
fairer than the prior system, the significant increase in taxes for some properties caused
by the transition was a concern. As a result, the province introduced a capping/
clawback program to soften the blow. Under the capping program, properties owners
that previously were paying taxes lower than their property's CVA taxes had their tax
increases capped to a manageable increase. Since the capping/clawback program is
revenue neutral, those properties that had been paying taxes below their CVA tax level
bear the cost of the capping program through clawbacks. These properties are enjoying
reductions in their taxes, but not to the full extent due to this clawback feature of the
program. The workload of the program becomes less each year. In fact for 2017 there
remain only 16 commercial and 2 industrial properties in the program.
The tax tools that the county has previously implemented, remain the same tools
available to the county for 2017. The local treasurers recommend that these optional
tools be utilized to their full extent. These tools include excluding properties from the
program if they crossed over from capped to clawed back, or vice versa. Once a
property is at CVA tax, they will stay at CVA tax. The county also selected the option
that would exclude properties from the capping program if the amount of the cap was
below $500. Also selected was the option that would exclude properties from a
clawback if the amount of the clawback was below $500. Previously the maximum for
the Prior Year CVA Tax Limit was set to 10%. Elgin County exited the multi -residential
capping program in 2016.
CONCLUSION:
The local treasurers were polled regarding the capping options and all agree upon the
following options:
a) Set the annualized tax limit increase to a maximum of 10%; and
b) Set an upper limit on annual increases at the greater of the amount
calculated under a) and up to 10% of the previous year's annualized
CVA tax; and
99
c) Establish a capping adjustment threshold of up to $500 for increasing
properties, decreasing properties or both, whereby no capping/clawback
adjustments less than the threshold amount would be applied; and
d) Exclude properties that were at CVA tax in the previous year from
the capping and clawback calculation in the current year; and
e) Exclude properties that would move from being capped in the previous
year to be clawed back in the current year or from being clawed back in
the previous year to be capped in the current year as a result of the
changes to the CVA tax.
RECOMMENDATION:
THAT County tax policy set the annualized tax limit increase at 10%; the prior years
current value assessment (CVA) tax limit increase at 10%; the CVA threshold for protected
(increasing) properties at $500; the CVA threshold for clawed back (decreasing) properties
at $500; exclude properties that were at CVA tax in the previous year from the capping and
clawback calculation in the current year; and exclude properties that would move from being
capped in the previous year to be clawed back in the current year or from being clawed
back in the previous year to be capped in the current year as a result of the changes to the
CVA tax; and,
THAT the necessary by-laws be adopted.
All of which is Respectfully Submitted Approved for Submission
Jim Bundschuh Mark G. McDonald
Director of Financial Services Chief Administrative Officer
100
yiu�wnnU111�� �
IAgin! REPORT TO COUNTY COUNCIL
FROM: Jim Bundschuh, Director of Financial Services
DATE: June 26, 2017
SUBJECT: May 2017 Budget Performance
INTRODUCTION:
Attached is the April budget comparison for the County with performance the month of
$24,000 with year-to-date (YTD) performance of $209,000.
DISCUSSION:
The performance for the month of May was comprised of only minor variations to
budget for all line items, representing less than 1 % of costs.
RECOMMENDATION:
THAT the report titled "May 2017 Budget Performance" dated June 26, 2017 be received
and filed.
All of which is Respectfully Submitted Approved for Submission
Jim Bundschuh Mark G. McDonald
Director of Financial Services Chief Administrative Officer
101
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
County of Elgin
FULL YEAR
YTD
Current Month
Budget
Budget Actual Perform.
Budget Actual Perform.
Budget Comparison
As of May 31, 2017
Net
Net Net Net
% Of
Budget
Net Net
Net
TAXES
(33,434,548)
5,355 5,356
(1)
0%
- - -
INTEREST CHARGES & INCOME
(100,000)
(42,299) (43,457)
1,158
43%
(8,333) (10,199) 1,865
SOCIAL SERVICES - ST. THOMAS
2,441,629
813,876 855,604
(41,728)
35%
203,469 213,901 (10,432)
HEALTH UNIT
893,464
372,277 305,567
66,709
34%
74,455 74,455 -
GRANTS
322,528
313,421 313,421
-
97%
- - -
RENTAL INCOME
(112,017)
(104,132) (104,132)
-
93%
(20,826) (20,826) -
PROPERTY ASSESSMENT
747,785
373,893 373,892
0
50%
- - -
ONTARIO MUNICIPAL PARTNERSHIP FU
(870,200)
(434,800) (435,100)
300
50%
(217,400) (217,550) 150
PROJECTS
892,000
99,038 99,037
1
11%
4,903 4,903 -
-
- -(0),0%
- - -
Total Corporate
(29,219,359)
1,396,628 1,370,189
26,440
-5%
36,268 44,684 (8,417)
WARDEN AND COUNCIL
380,769
159,547 138,403
21,144
36%
39,673 32,481
7,192
ADMINISTRATIVE SERVICES
571,700
210,496 213,624
(3,128)
37%
46,017 45,982
35
FINANCIAL SERVICES
613,425
242,671 240,303
2,368
39%
50,429 50,306
122
HUMAN RESOURCES
560,660
212,722 207,244
5,478
37%
43,900 43,575
325
ADMINISTRATION BUILDING
532,286
191,897 184,147
7,750
35%
24,737 24,508
229
CORPORATE SERVICES
667,096
466,015 455,910
10,105
68%
8,351 7,503
848
ENGINEERING SERVICES
10,264,791
1,382,010 1,351,628
30,382
13%
294,077 289,222
4,855
HOMES FOR SENIORS SERVICES
5,171,321
820,420 755,586
64,835
15%
201,049 185,072
15,977
MUSEUM/ARCHIVES
(69,128)
(140,975) (146,854)
5,879
212%
(178,687) (179,557)
870
LIBRARY SERVICES
2,599,945
897,106 890,946
6,160
34%
164,756 165,098
341
INFORMATION TECHNOLOGIES
986,797
312,842 303,447
9,395
31%
79,187 79,092
95
PROVINCIAL OFFENSES
(80,029)
(245,040) (241,346)
(3,694)
302%
70,220 70,220
-
COLLECTIONS - POA
(17,168)
(1,979) (643)
(1,337)
4%
81,828 81,828
-
AMBULANCE & EMERGENCY SERVICES
2,845,400
1,308,457 1,299,983
8,474
46%
253,084 254,564
(1,480)
ECONOMIC DEVELOPMENT & TOURISM
1,133,956
285,497 266,839
18,657
24%
93,322 89,555
3,767
Total Departmental
26,161,820
6,101,685 5,919,216
182,469
23%
1,271,942 1,239,449
32,494
Total
(3,057,539)
7,498,313 7,289,405 208,909 -238%
1,308,210 1,284,133 24,077
H:\17ManagementReports\Summary Report May
i[oya
26/06/2017 8:45 AM
�iw��rrmJJlJ)G� ._
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REPORT TO COUNTY COUNCIL
FROM: Jim Bundschuh, Director of Financial Services
DATE: June 21, 2017
SUBJECT: 2016 Annual Report
INTRODUCTION:
The attached draft 2016 Annual Report is a document that allows Council to
communicate the state of the Corporation to the residents of Elgin County. It speaks
to the achievements, the financial results and performance measures for 2016.
DISCUSSION:
The Financial Information Return (FIR) is provincially mandated reporting documents
in a standardized format required to be reported to the province and published for the
public. The intent of the Annual Report is to make the information from the FIR easy
to understand using charts and explanations. The Annual Report and FIR are to be
published on the County's website for access by the public.
The audited consolidated financial statements are expected to be completed by the
auditor by September and will be presented to Council at that time
RECOMMENDATION:
THAT the 2016 Annual Report, Financial Information Return (FIR) be approved for
publication.
All of which is Respectfully Submitted Approved for Submission
Jim Bundschuh Mark G. McDonald
Director of Financial Services Chief Administrative Officer
103
2016 ANNUAL REPORT
for the year ended December 31, 2016
2 ANNUAL REPORT'
II aII,IIe o ism C oii t eiirts
Tableof Contents.............................................................................................................................3
Message from the Warden (2016)..................................................................................................4
2016 Awards and Achievements.....................................................................................................6
2016 Budget.....................................................................................................................................8
2016 Financial Results...................................................................................................................10
Revenuesand Costs...............................................................................................................10
MunicipalPosition.................................................................................................................14
Municipal Performance Measures Program (MPMP)...................................................................17
f1v1 3
IIlvl e s s a � � e ism it o ii° n°. � t e W a it d e (2 () I 6
On behalf of Elgin County Council and staff, we are pleased to provide you with the
Annual Report for the year ending in December 31, 2016.
Situated in the heart of Southwestern Ontario, along 120 km of Lake Erie's north shore,
The County of Elgin is comprised of seven partner municipalities and spans an area of
186,000 hectares. A diversified economy of innovative agri-businesses, small and
medium-sized manufacturing operations, and hard-working entrepreneurial firms make
Elgin County a great place to do business. Elgin's vibrant communities, friendly people,
and pristine natural landscapes make it the perfect place to call home.
The County of Elgin serves 50,000 residents providing a broad range of services that
include maintenance of County roads and bridges, three long-term care homes, ten
library branches, an extensive archival collection, economic development services,
tourism promotion and a museum that preserves Elgin's rich cultural heritage.
In 2015 Elgin County Council developed a new vision that will guide it to the end of its
four-year term. Priorities include financial sustainability, investment in infrastructure,
maintenance of assets, promotion of Elgin's businesses, and health recruitment.
I am proud to say that 2016 has been a productive year for Elgin County. Together,
Council and staff have been able to accomplish a great deal.
Council oversaw the completion of several significant infrastructure projects that have
been planned for several years with the reconstruction of both Dexter Line and Miller
Road coming to fruition. The County assumed responsibility for Wonderland Road from
the Township of Southwold which the County will begin repairs on in 2017.
Council demonstrated its support of the small business community through the continued
commitment to the Elgincentives Community Improvement Plan, a program that has
grown substantially throughout 2016.
Libraries remain hubs of education and community development and Council's
commitment to the Elgin County Library system remained strong in 2016. Attendance at
library programming and events grew as new technologies and initiatives were introduced
at all ten branches. Renovations to the Belmont branch were completed and ground was
broken on a new library branch in Southwold Township.
Elgin continues to provide the highest level of care for residents at our three long-term
care homes. In 2016, Elgin received approval from the Province to redevelop Terrace
Lodge, a project that can now move forward into its next phase.
We recognized the importance of honouring and preserving our rich history in 2016
through Museum and Archives projects that commemorated significant milestones for
the Elgin Regiment. Additionally Council made the commitment to construct a new Elgin
4 6'1v11'v1 JA1 R1 I'OR'.
County Heritage Centre that will house the Elgin County Museum's future exhibits in a
more visible and accessible manner.
Looking forward to 2017, Council will continue to implement its vision for the next two
years of the Council term and will support initiatives that continue to make Elgin County
the best place to live, work, and play.
Bernie Wiehle
2016 Elgin County Warden
2, ( 6 ,AA \A"Ai a II" d s a II it d A cII II e v Vi,,,µ" e II it 1
In 2016 Council and staff maintained a commitment to excellence, continuous
improvement, and forward -thinking initiatives. The County invested in crucial
infrastructure projects, supported local business growth, and committed to programs that
will improve the quality of life for current and future residents. The details of these
achievements are as follows:
After many years of careful planning, Elgin County was able to realize the completion of
several significant infrastructure projects. The Ontario Community Infrastructure Fund
(OCIF) provided Elgin County with $2 million for the Dexter Line realignment project, and
$1.35 million for the Miller Road project, both of which were completed in 2016. In 2016,
Council approved the assumption of Wonderland Road from the Township of Southwold
and in return Magdala Road, Mill Road, and Southdel Road were transferred to
Southwold.
Accessibility renovations that were started in 2015 for the Belmont Library were
completed in 2016, with a grand opening celebration taking place in July. The result is a
much more accessible facility that now has an elevator serving both floors and an
expansion to the children's programming area resulting in approximately 700 square feet
of more space, bringing the total facility size to 3,200 square feet.
The Township of Southwold approved a new facility for the Shedden Library as an
addition to the Keystone Complex. Construction began in October 2016 for completion in
spring 2017 under its new name, Southwold Township Library, Shedden. The project will
triple the size of the previous location to approximately 3,600 square feet in a much more
accessible facility.
Elgin County Council approved the construction of the Elgin County Heritage Centre in late
2016. The new facility will serve as the Elgin County Museum's exhibit and programming
facility, providing a much more visible and accessible location than the current location on
the 4th floor of the Elgin County Administration Building. The approximately $1 million
project is made possible by a funding partnership between Elgin County Council and the
federal government's Canada Cultural Spaces Program which will contribute $485,000
towards the project. The facility is expected to open in late 2017.
Museum and Archives staff provided extensive support to recognize the Centennial of the
Elgin Regiment's deployment for the First World War and the 150th anniversary of the
regiment's founding. This included displays at an anniversary weekend which took place
in late June. Elgin County Council is proud of the historic and on-going partnership with
'The Elgins' which is the last surviving county regiment in Canada still bearing the name of
the county in which it is situated.
The Elgincentives county -wide community improvement plan flourished in 2016. The
response from the local business community was overwhelmingly positive. At the close of
2016, the County had provided 50 different projects with a total of $350,000 in funding.
Combined with the contributions from property owners, this has resulted in projects
valuing over $1M in business improvement projects that include facade improvements,
energy efficiency retrofits, property improvements, signage, and building development
grants.
In May, the County launched a new tourism promotional video showcasing its natural
beauty and promoting leisure activities to potential tourists. By the end of 2016 this video
had been viewed 347,783 times online.
In 2016, a full-time in-house County Solicitor was hired. Legal services were made
available to Elgin's municipal partners, conservation authorities, and the City of St.
Thomas. This resulted in the savings of approximately $100,000.
Careful planning allowed the County to find over $2.8 Million in efficiencies over the last
seven year budget cycle and staff will continue to find $400,000 a year in efficiencies for
the next three years to bring the total to $4 Million.
f1v1 7
"1 6 II :)� a J� d g et
Council focused on achieving an affordable tax increase in 2016, while maintaining and
expanding on previous service enhancements. These service enhancements included $30
million of expenditures to rebuild Terrace Lodge, and investing into the County's economic
growth through the $1 million Community Improvement Plan (CIP) and the $0.5 million SWIFT
broadband project. In addition, the County relocated a portion of Dexter Line to protect this
access road from erosion. New service improvements for 2016 included added ambulance
shift coverage in the east end to improve response times, financing the Health Recruitment
initiative and funding the Clean Water initiative.
Council's strategic vision has been to maintain service levels while achieving an affordable
tax increase. Council's commitment to service is evident through the funding Council has
provided to programs and projects valued by the County's residents. These programs and
projects span the gambit from health care to economic development to infrastructure to the
environment. The funding highlights are as follows:
1. $30 million rebuild of Terrace Lodge and capital maintenance projects for Elgin
Manor and Bobier Villa of $8.0 million over the next ten years.
2. $2.0 million granted to the St. Thomas Elgin General Hospital through 2016 with a
further $1.5 million in contributions planned for a total of $3.5 million.
3. $1 million in CIP funding to improve streetscapes and improve the economic
outlook for the County's businesses.
4. Two satellite offices for the Elgin Business Resource Centre (EBRC) saw funding
increases to allow the EBRC to continue to assist the County's budding
entrepreneurs and help create local jobs.
5. $0.5 in funding to attract government and private sector support for high speed
internet (SWIFT).
6. An increase of Emergency Medical Services (EMS) hours to improve response
times in the east end of the County with costs totalling $250,000 annually.
7. The county roads received $9.2 million in 2016 capital budget funding, with a
further $99 million for the next nine years focused on timely investments in
existing infrastructure to ensure the lowest possible lifecycle costs. The 2016
capital plan includes rehabilitation of Miller Road, relocation of Dexter Line,
rehabilitation of Furnival Road, and resurfacing of Plank Road.
8. Purchase of $3.3 million of books for libraries over the next ten years as well as a
$0.1 million annual lease increase for new Aylmer and Shedden libraries.
9. $40,000 grant to the Clean Water Initiative.
10. $75,000 in added funding for Health Recruitment to attract new doctors and nurse
practitioners to the region.
Through the ten-year plan, Council focused on ensuring the long-term financial stability of
the County. If timely investments are not made to infrastructure, replacement costs will be
substantially greater in the future. Although the use of reserves can allow for a short-term
loss in municipal position (comparable to owner's equity at a personal level), an ongoing
reduction in municipal position through insufficient taxation and neglected infrastructure
will ultimately materialize as costly asset replacements and even higher tax increases. The
$1.8 million OCIF grant for Miller Road compliments the $150 million infrastructure
investment the County already planned to spend over the next ten years and further
strengths the County's municipal position.
f1v1 9
2 6 �i a �i c ii a e s a� II t s
The consolidated financial statements have been prepared in accordance with generally
accepted accounting principles for local governments as recommended by the Public
Sector Accounting Board (PSAB) of the Canadian Institute of Chartered Accountants. The
statements and related information are the responsibility of management and include the
County's share of the financial activities of the Elgin -St. Thomas Board of Health. The
Municipal Act, 2001 requires that the County appoint an independent auditor to express
an opinion as to whether the financial statements present fairly the County's financial
position and operating results. As part of the annual audit, the auditors will deliver a
written report providing their opinion on the results of the financial statement audit.
Revenues and Cbsts
The consolidated statement of operations reports annual revenue and expenses for 2016
on a comparative basis to the prior year and the budget. The net of revenue and
expenses is the change in economic resources available to the County and thereby results
in a change in the accumulated surplus.
Requisitions of
Local Muncipalities
$31.1
45
Sources of Revenue (Millions)
User Charges Other Contributions
$6.30 $2.90
9/ 4%
i ranster Payments
$28.80
41%
In 2016, the County received revenue of $70.6 million and incurred expenses of $65.7
million for a net gain of $4.9 million. The vast majority of revenue is derived from
property tax revenue and transfer payments from the provincial and federal
governments.
2012 was the first year that transfer payments were less than tax revenue, and now
stands at 45% of revenue being derived from taxes and only 41% from transfer payments.
10 1v11v1UAL ISI I'DR'F
Annual OMPF (Ontario Municipal Partnership Fund) payments have been reduced
resulting in a cumulative loss of $4 million in OMPF transfer payments placing an
increased burden on Elgin County rate payers.
Amortization
10.3
16%
Other
2.2
21%
Spending by Cost Element (millions)
External Transfers Tax Write-
. o nffc/Rentc/Other
tsriages
8.1
79%
Ambu-
lance
$9.2 Other
39% $10.1
44%
Benefits
i.0
%
Ither
8.7
33%Homes
1f1J�fffff�'
18
Of the total expenditures of $65.7 million, wages and benefits account for 40% of those
expenditures, with two-thirds of these expenses occurring at the long-term care homes.
Contracted services and materials combined account for a further 35% of cost with over
half attributed to ambulance and roads -bridges. Sixteen percent of expenses are a result
of amortization with this sector being dominated by roads -bridges with 79% of the
amortization cost. External transfers are predominately to the City of St. Thomas for
providing Social Services. In addition, Provincial Offences fines collected net of expenses
flow through as transfers to the local municipalities.
The 2016 budget planned for net income of $4.0 million, however due to tight financial
controls and other factors, Elgin achieved $0.9 million of performance resulting in actual
net income of $4.9 million. Significant performance to budget is as follows:
DU[v1'1"Y(D F LcifI", 1 11
Budget Performance (millions)
Social
Services/Public
Health Taxes
$0.2 $0.2
22%
WSIB
0.5
56%
Tax performance is due to Payment -In -Lieu (PIL), Supplemental and Write -Offs, which
provided favourable performance of less than 1%. Social services and public health,
services funded by the County, had reduced charges, predominately due to cancellation
of Public Health one-time business cases. WSIB cost can vary significantly from one year
to the next, with a single settlement costing $0.3 million.
The negative project performance is partially due to the remaining portion of Miller Road
OCIF project funding that will now be received in 2017. In addition, favourable pricing on
the Dexter Line project has resulted in a reduction in the OCIF project funding. The
reduced OCIF revenue is partially offset by the added funding received for Terrace Lodge.
In addition, negative project performance of $0.5 million was fully offset by favourable
miscellaneous performance.
12 A 1v11\1UA1..ISI I'0R'F
Net Spending by Service Category (millions)
Transportation
Services
8.2
Property
Related C
$1.2
4%
31%
Homes and Senior
Services
4.7
17%
Planning & Government ruDiic n
Development 2.9 Servi
1.2 10% 1.1
4% 4%
earn
ces
2.7
10%
Social Services
2.8
10%
Library & Cultural
Services
2.9
10%
Net spending represents that County's total expenditures less funding from external
sources. In other words, it represents the amount County rate payers are contributing to
through the levy. Transportation is the single largest net cost to Elgin County with 31% of
net expenditures. Soft services which include Homes & Senior Services, Social Services,
Library, Ambulance and Public Health services combined account for over half of the
County's net expenditures.
Expenditures of 4% each are the result of planning and property tax related costs,
whereas general government accounts for 10% of the County's net spending. It is
important to note that general government includes the costs of information technology,
finance and human resources departments required to support the above mentioned
services being provided to Elgin's residents. It also includes a $0.25 million grant to the
hospital redevelopment as part of $3.5 million ten-year commitment. The Property tax
related costs are comprised of Municipal Property Assessment Corporation (MPAC) costs
and tax write-offs. MPAC is a not-for-profit corporation whose main responsibility is to
provide its customers - property owners, tenants, municipalities, government, and
business stakeholders - with consistent and accurate property assessments. Every
municipality in Ontario is assessed its share of the cost of operating this corporation.
('DU['4]"Y0 ciff''°4i 13
Municipal
Position
The consolidated statement of financial position reports the County's financial and non-
financial assets, liabilities and accumulated surplus as of December 31St, 2016 on a
comparative basis. Financial assets are those assets on hand, which could provide
resources to discharge liabilities to finance future operations. The difference between
financial assets and liabilities, or net financial assets, is an indicator of Elgin County's
ability to finance future activities and to meet its liabilities and commitments. Non-
financial assets represent economic resources that will be employed by the County to
deliver programs and provide services in the future. The sum of financial assets and non-
financial assets represents the accumulated surplus, or municipal equity/position of the
County.
Roads & Bridges
129.5
64%
Municipal Position (millions)
Land &
Buildings Improvements
Equipment,
Furnishings &
vehicles
yar.a �,•,
7%
4.2
2%
Assets under
Construction
7.4
4%
Books
1.4
1%
By the end of 2016 the County municipal position was $198.6 million. Elgin County's
municipal position is composed of both financial and non-financial assets. The financial
assets of $13.1 million, up $1.4 million from the prior year, comprise 7% of the County's
equity. A portion of these financial assets play a key role in allowing the County of Elgin
to meet its financial obligations during the three-month period between receipts of
property tax revenue. The remainder represents the self-funded capital required to
rebuild Terrace Lodge.
14 A 1\1 1\1 J 1,, I S I I'0 R]"
The non-financial assets represent the infrastructure of the County. The County's equity
in non-financial assets is predominately comprised of roads and bridges (64% - down from
68% in the prior year related to timing of projects coming into service), assets under
construction (4% - up from 1% in prior year buildings (12%) and land and land
improvements (10%), which includes land for roads as well as building. Sustaining this
infrastructure is critical to the long-term success of the County. This is achieved through
Council's commitment to making timely investments into the capital maintenance of the
assets. For example, Council has committed $30 million to rebuild Terrace Lodge and has
increased annual investments into roads and bridges from $7 million to $11 million over
the ten-year period ending 2020.
The Plan to Support Current Service Levels table shows how the annual investment in
infrastructure compares to required investment based on lifecycle years and costing. The
required investment based on this methodology is $16 million. The ten-year financial
plan includes an average investment of $15.6 million; a shortfall of $0.4 million. With the
large investment being made into Terrace Lodge, this ten-year period is seeing a larger
than normal investment in building which, in future ten-year plans, will see a migration of
funding toward the core infrastructure (roads and bridges). This will ultimately reduce
the current level of core infrastructure deficit. Even taking this into account, the small
deficit of $0.4 million will remain, but this should be mitigated using investment strategies
such as micro -surfacing, in-place recycling and engineering efficiencies such as
coordinating project to take advantage of repurposing road materials.
The $16.1 million annual requirement does not include expansions items such as
uploaded assets (e.g. Wonderland Road), enhanced assets (e.g. Avon Road), growth
related expansion (e.g. signalization) or enhanced services (e.g. bike lanes). In the past
Council has used capital surplus to fund such initiatives. This practice can continue,
provided Council continues to prioritize capital surplus to these needs, the rate of
expansionary needs does not increase and higher rates of inflation do not erode levels of
capital surplus from what has previously been experienced. If any of these factors
change, then incremental tax increases above what was previously planned would be
necessary to avoid negatively impacting the service levels provided by Elgin's
infrastructure.
('r";U['4]"Y (D l l ( i"° 1 15
Plan to Support Current Service Levels
Average Annual Costs
Replacement Costs
Asset Type
Units
Unit Cost
Require
ment
Ten-
Year
Plan
Over/
(Short)
Unit Cost
Total
($mil)
($mil)
($mil)
($mil)
Linear Assets (km)
Road Surface - Rural
550
$ 11,111
$ 6.1
$ 300,000
$ 165.0
Road Surface - Urban
50
32,955
1.6
1,200,000
60.0
Road Surface Treatment
100
16,875
1.7
200,000
20.0
Road Base - Rural
650
379,080
246.4
Road Base - Urban
50
7,582
0.4
3791080
19.0
Bridges and Culverts (each)
Typical Bridge
59
26,800
1.6
2,0001000
118.0
Large Culvert
79
5,000
0.4
5001000
39.5
Major Maintenance (slope failure)
0.5
Total Core Infrastructure
$ 12.3
$ 10.8
$ (1.5)
$ 667.9
Non -Linear Assets
Buildings (sq.ft.)
313,674
$ 9
2.8
3.8
1.1
$ 300
94.1
Equipment
1.0
1.0
-
0.0
Land (Book Value)
18.0
Total Non -Linear
$ 3.8
$ 4.8
$ 1.1
$ 112.1
Total Asset Value
$ 16.1
$ 15.6
$ (0.4)
$ 779.9
Less Rural Road Base and Land
264.4
Total Replacement Costs
$ 515.6
16 A 1v11\1lJAL ISI I'DRT'
IIlvl a� Ilvl e as u, ,j� it es III) it o g r a r'n° IIS SII III x IL II III x
MPMP is a performance measurement and reporting system that promotes local
government transparency and accountability. It also provides municipalities with useful
data to make informed municipal service level decisions while optimizing available
resources. The County inspects road conditions every 2 years and has a consultant
complete bridge inspections every 2 years. In both cases, the work was completed in
2014 and will be done again in 2017. The following are the highlights comparing 2016,
2014/5 and 2012/3.
A road is adequate when surface distress is minimal and no maintenance or rehabilitation
action is required. A bridge or culvert is rated in good to very good condition if distress to
the primary components is minimal, requiring only maintenance. Primary components are
the main load carrying components of the structure, including the deck, beams, girders,
abutments, foundations. The past deterioration of the road and bridge system that
occurred for approximately two decades starting around the 1990s is being addressed by
Council through the long-term planning that sees the annual capital spending on the road
system increasing from $4.9 million in 2010 to $11.9 million by 2024.
Paved roads are defined as roads with asphalt surface, concrete surface, composite
pavement, portland cement or surface treatment. Maintenance includes frost
heave/base/utility cut repair, cold mix patching, hot mix patching, shoulder maintenance,
surface maintenance, surface sweeping and surface flushing. Surface maintenance
activities include crack sealing, spray patching and slurry seal. Also included in these costs
are bridge maintenance and winter control costs, but amortization is excluded. The
County of Elgin contracts with its seven member municipalities to provide road
maintenance based on a set per kilometre dollar amount.
General government administration includes departments primarily involved in general
administration, financial management and human resources. The costs provide
governance, corporate management and support to the operational departments.
Excluded from these costs are amortization, MPAC and tax write-offs.
('DU['4]"Y (D l L( f", 1 17
2012/3
2014/5
2016
Adequacy of Roads
% of paved lane kilometres rated
56.3%
60.1%
58.3%
adequate
Adequacy of Bridges &
% of bridges and culverts where the
Culverts
condition is rated as good to very
83.5%
83.5%
83.5%
good.
Maintenance Costs
Per paved lane kilometre
$3,034
$3,042
$3,115
General Government
General Government - % of costs
for governance, corporate
3.9%
3.9%
$4.4%
management and program support.
A road is adequate when surface distress is minimal and no maintenance or rehabilitation
action is required. A bridge or culvert is rated in good to very good condition if distress to
the primary components is minimal, requiring only maintenance. Primary components are
the main load carrying components of the structure, including the deck, beams, girders,
abutments, foundations. The past deterioration of the road and bridge system that
occurred for approximately two decades starting around the 1990s is being addressed by
Council through the long-term planning that sees the annual capital spending on the road
system increasing from $4.9 million in 2010 to $11.9 million by 2024.
Paved roads are defined as roads with asphalt surface, concrete surface, composite
pavement, portland cement or surface treatment. Maintenance includes frost
heave/base/utility cut repair, cold mix patching, hot mix patching, shoulder maintenance,
surface maintenance, surface sweeping and surface flushing. Surface maintenance
activities include crack sealing, spray patching and slurry seal. Also included in these costs
are bridge maintenance and winter control costs, but amortization is excluded. The
County of Elgin contracts with its seven member municipalities to provide road
maintenance based on a set per kilometre dollar amount.
General government administration includes departments primarily involved in general
administration, financial management and human resources. The costs provide
governance, corporate management and support to the operational departments.
Excluded from these costs are amortization, MPAC and tax write-offs.
('DU['4]"Y (D l L( f", 1 17
For your online source of information regarding:
• Consolidated Financial Statements
• Financial Information Return (FIR)
• Municipal Performance Measures Program (MPMP)
• Council Remuneration
• Salaries over $100,000
Fm r° ginmr° i6 gi r°c fir°c ies.php
Please visit: i� wr�wr�wr�mci„
Proj.Srx,msive by Nature
450 Sunset Drive
St. Thomas, Ontario, N5R 5V1
Tel: (519) 631-1460
Web: elgincounty.ca
18 A1,41,4lJAL R1 1'OR'1..
CORRESPONDENCE — July 11, 2017
Item for Consideration — (Attached)
Kevin Powers, Director, Public Affairs, Ontario Power Generation (OPG) Nuclear
seeking support for the creation of a Deep Geologic Repository (DGR).
122
From: POWERS Kevin-STAKEREL <1-,evin.powers@opg com>
Date: June 14, 2017 at 1:19:52 PM EDT
To: "'mmcdonaldgel ig_n.ca"' <mmcdonald a,el ig n.ca>
Subject: Ensuring a Safe, Permanent Solution to Manage Nuclear Waste
Mark McDonald, CAO
County of Elgin
St. Thomas, ON
June 14, 2017
Dear Marl-, McDonald,
For 40 years, nuclear generation has provided about half of Ontario's electricity. This
reliable and affordable power comes with the critical responsibility of safely storing the
waste produced. Over the past 13 years, Ontario Power Generation (OPG) has studied
and consulted on the creation of a Deep Geologic Repository (DGR), a safe, permanent
solution for Ontario's low- and intermediate -level nuclear waste.
This letter outlines our plans for the long-term management of Ontario's nuclear waste.
We are working with provincial and federal regulators to develop a solution that ensures
the safety of all communities.
Our long-term disposal strategy ensures the environment will be protected. We encourage
you, your municipality and the residents you serve to visit these resources about OPG's
DGR:
Input from Scientists
Site Characteristics Naturally Isolate and Contain the Waste
Protecting Lal -,e Huron
Currently, low- and intermediate -level waste is stored in warehouses and in -ground
containers at the Bruce nuclear site. Although we could continue to securely store the
waste like this, we have a responsibility to future generations to find a long-term solution.
That's why, with the support of the Municipality of Kincardine and technical experts, we
have proposed the creation of a DGR. Years of research have provided scientific
evidence indicating this site is ideally suited for isolating the waste.
We would like the opportunity to answer questions you may have about the DGR and
discuss what it will mean for your municipality and its residents.
If you are interested in speaking with me or a subject matter expert, I will be happy
to arrange an individual briefing.
I look forward to hearing from you.
Best regards,
Kevin Powers
Director, Public Affairs, OPG Nuclear
Phone: (416) 592-8470
Email: Kevin.powers a,op .ccoom
123
1M=MM=1WlIA#�M4"M M*=LM=
1, Jennifer Rynaert:, Ad m inistrator/Deputy Clerk, Town of Aylmer with resolution from the
JUne 12, 2017 Aylmer Council rn,eetinq related to the, County Road Maintenance
Agreement,
2, Kathleen Vukovics,, EnvironMental Coordinator, IHATCH with information on -the Maven
(11) Solar Projects proposed in Elgin County,
3. Cathy Crane, Chair, Board of Governors, with St. Thomas Elgin General Hospital Board
of Governors Highlights dated June 2017,
4. Linda Long, Executive Director, Quad unty Support Services thanking Council for grant
of $2,000.
5. Elgin County Press Release titled "High Speed Fibre int ernet now at John Kenneth
Galbraith Reference Library in Dutton".
124
To: "Don Leitch WY—L t tj(c ata t1gJ,11,.o-1- 1I Agilitsu";',
g) j)Lej(CI
�-s 'Iw ey"ei
UIIWiCh.OIIX41" <(;a nd LVI]WiCh.01 �:C
�,)duttcnd '0
. ..... . .... ..... . . .. . . .....
wul ".MidwC Casu'veechia-Somers"
3 t
p
1 '1111 S'll, way
. . . . . . . . ..... . ............................... A . . ....... It , . ......
)ja
. . . .. ..........
R(A Ta etei- Dutchak"
Subject- County Road Maintenance Agreement
Resolution ftointhe Coi,vuJI, ruieefing held, on Jul,lu 12, 2017:
('17he mlated correspondence and staff report is atlached)
Rosol'otion, No, 254--1.7
- ------- ------ - -- --- -- ---------------
Moved 1,)y Cmi ric'J"I lot Wt)(inold and secorided by Councillor Oshcti:
Tbat the following action be taken with respect fta the Report ADMIN 30-17 from
the Cuunty Road Mainten.ance Agreentent:
(gi) That tbe Report be received for itiformatiow,
(b)That Council direvts Staff to proveed with the C!,oitnty, Road Maintewiflec
Agreeti,unt nqoliations; anti, further,
(C) "I'lial Counvil directs Staff to circulate at copy of Report Di fl to Eigin
("oull.ty Staff au
'd to the Elgin Count' lower tier niunicipalitiCs.
The n,iofloo hs
Regards,
Jennifu Reyna erl
Adt,,i:ii;I'll'iti'at(,)n,,/]-),cp,ti'(,y Clerk
Town (WAYJmvr
46 Talbot Sti,ect'West
Aytme:r, ON N'511 IP
519-773-3164
125
Report Title:
Submitted for:
Report AUthor:
Recommendation,
Aylmer, ON NSH 1J7
HOW=
Report ADMIIN 30-17 ® County Road Maintenance
Agreement
June 12, 20117
Jennifer Reynaert, Administrator/Deputy Clerk
That Report ADMIN 30-17 entitled' County Road Maintenance Agreement;
(a� Be received for information;
(b) Council directs staff to proceed with County Road Maintenance
Agreement negotiations; and fUrther,
(c) Council direct S staffto circulate a copy of Report ADMIN 30-17 to staff
at the County of Elgin and Elgin County lower tier murilcipalifies.
Background and Analysjs:
The COUnty of' Elgin and the lower tier, municipalities have regularly negotiated
collectively for the rolutine maintenance of Elgin County roads and bridges., The
rown has entered into Road Maintenance Agreements with the County related to
County owned roads and bridges located within the Town of Aylmer., By'-I-aw 13-
13 authorized the execution of a Road Maintenance Agreement w 4 the County
of Elgin (attached) This agreerrent expires on Decernber 31, 2.01 °.,
The Municipal Act 2001, permits a municipality to enter into agreements for the
jolbt mana,gemient and operation of, among other things,, a road system, Further
related to, this by Order, on May 115, 1997, made by Allan Leach, Minister of
Muni6pal Affairs and Housing outhned, the responsibility for among other things,
the maintenance of the County road system was transferred from the County to
the lower tier municipalities.
In February 2017, thaTown was circulated correspondence from the County of
Elgin (attached). The County, identified the current agreement is, due to expire on
December 31, 2017, County staff indicated they would meet Wtharea Road
Super0sors, to review, the existing agreement w,ith a goal of extending the terms
and making rninor irnprovements, where necessary, Elgin County staff and all
lower tier municipal road, authority staff are CUrrently in the process of reviewing
the existing agreement. Historically, changes and revisions to niew draft
agreements would be discussed at this stage in the process.
126
Correspondence has been received from the Township of (Mala hide requesting
lower tier consideration and support for sidewalk, maintenance, I lie resolution
further indicates no objection tc including roadside vegetation control and bicycle
lane rna4itenance, subject to those being fully funded by the County (attached
Township resolution and report).
The Municipal Act, 2001, S.0, 2001,, c,25 contains specific direction related' to
sidewallks (see, inserted below), which WOUld require considerations, Should
sidew,alik maintenance be considered:
U 1) 1,° 'i e r - t ! (,,� r c, i,,J, e -o) 1) 1 k 5i
55 (1.) An upper -tier malnicipality k riot responsit.do, for tho coxistruiction at"id
maintenailce of sidewalks ori. its highways arld Lhe lower -der rmunicipality iri which
LIme hik!hwaYs are located is resF011sible tbr the construtine ard maintenant,e of the
sidewalks alid has jurisdialon over that part: of t1le, highway, Unless the
numicIpalities agree ot]ierwise. 2001., c, 25, & 55 (1
(2) A lower -der uiun(Apallty that is responsiHe for the constructitmand
rrviintenance thesidewalks on upper -tier highways is liable tor any inJ,In,.Y or
damage axisbig from, the con struicti Oil c)r l,A-(.',senc(,. ofthe sidewalk to ttiesarne
extent and subject Lothe, sarile lirnitations tc�), which a rnuriicipality is liable under
section 44 in respeft of a sidewalk on its own highway. 2001, c. 25, s 55 (2,),
i rr, rr i°o,�oei,nerits c"n,) upper -tier highways
(3 ) A, lowe�r-dc�r municIpality may,, with, of the upper -tier
rIILIIrljUjpa"li.Ly, cunArUct a sidewak or other improvement or service on an upper-fier
higl,may rrracl tho toer-tier r1luliMpalfty iso liable for any inittry, or dama�,Tc,, ai-Ilsing,
ft-onl the constri"I(lion or Presence of the sidc. alk, Improvenaent or, service. 2001,
c, 25,.,;. 5r) (3).
Staff supports inClUding roadside vegetation control maintenance, bicycle, lane
rna4itenance and sidewalk maintenance in the discussiors already underway,
with the County, The collective discussions analyzing the merit of changes and
revisions have been beneficial overalls in the past and staff is recommending this,
approach continues
Respectfully Submitted,
Jennifer Reynaert
Administrator
127
/I-] po,�znC (c) L1 11 1z
REPORT TO COUNTY COUNCIL
FROM: Peter Dutchak , De p uty Dir ctor of Eng,l reed ng Services
DATE; February 15, 20117
SLJBJECT-. County Road Maintenance Agreement
INTRQDV
-!ZT
The current County Road Maintenance Agreement, expires on December 3151, 2017,and
therefore a revised agreement must be prepared and executed.
DISCUSSION I CONCLUSION:
Elgin's local municipalities have been maintaWng the County Road system since 1997
under forma] agreernentg. The agreement was substanfiWly revised in 2013 after many
years of experience. The new agreement has been very successful by defining
responsibilities, allowing flexibility to, municipalities to determine how services are
delivered a,nd providing sufficient funding to maintain the, County road system. The
current agreement expires at the end of 2017 and therefore a revised agreement must
be created and executed to extend the term and make minor improvements,
Staff plans on meeting with the area Road Supervisors and the County Solicitor during
the coming months to review the existing agreement with a goal of extending the term
and making only minor improvements where necessary. Once a draft agreement is
prepared, staftwill report back, to Council and seek approval to circa late'the draft
agreement to our rnuirilcipal partners for their cornments,
RE MI ENP6_TI—O_N,9 ;
THAT the report titled, "County Road Maintenance Agrssment'' be received and filed.
All of which is Respectfully Submitted, Approved 'f'or, Submission
Peter Dutchak, Mark,„ McDonald
Oeputy Director of Engineering Servibes Chiief Administrative Officer
128
B7 John Sired Soulh
Ailmer ON NSH '2C3
Ponw 19-77, ,,5 344
For 519'J7&533
Wowrnalabldexq A proudoadition, a briglrtfuture.
MUM
M ayor and Members DI Cound I
Elgin County Lower TJer MunidpalWes
Town of Aylmer
Municipality of Saham
Municipality of Central Elgin
Munlclpal4, of Dutton/Donw[oh
Municipality of West Elgin
Township of South,wold
RE: EtdinCourilty Road Maintenance Agreemen,
At Its, regular meeting held on May 4, 2017, the Council of The Corporation of the Township of
Malahlde passed the following Resolution:
THAT Report No. PS -17-19 entitled "Elgin County Road Maintenance Agreement
Upda to" b a received,
AND THAT the Township Staff be, directed to advise the County of Elgin that the
Township of M'alahido h` es, no objections to an increased level of service for
roadside vegetation control being Included in the proposed County Road
Maintenance Agreement, subject to It, being fully funded hy-the County,
AND THAT th,o 'rownship Staff be directed to advise the, County of Elgin that the
Township ofMalahide has no objections to incotporating bike lane mointenance
into file proposed County Road Maintenance Aqreament;, subject to it being fully
hinded by theCo un ty;
AND THAT the Township Staff be directed to negotiate the inclusion of sidowalk
maintenance into the proposed County Road' Maintenance Agreement for all
sidewalks located within County road' allowances;
AND THAT a copy of Report No, PS -174 and its recommendations be forwarded
to the o0herlowor tier municipahlies in the Countyof Elgin to seek their support for
the induslon of'sidewalk, maintenance in the proposed Country Road Maintenance
Agroement
'We enclose, herewith a Copy of Staff'Repert No. PS -17-19 ontitted "Elgin County Road
Maintenance Agreement Update"'. WP ask that yots qiVe considerallon to the informatlon
129
May 8, 2017
Page 2
oontained In the report and request your support fbr the incIwion of sidowWlk maintenance In
'the propo!sedl County Road Maintenence Agreefmnt,
Please do not hes ate to contact, either myself or Director of Physical SerOces Rob Johnson if
you require any further information ,
Yours very truly,
TOWNSHIP OF MALA.H11DE
llv(lk C WIA�flacll- lolzz)
M. CASAVE-CCHIA-SOMERS, 0,P.k, C,M,O., CIA M III
Ch'mf Admnlstrative Officer/Cliark
Copy - Rob, J o h nso n, Director of Physl ca I Services
130
REPORTAO.: PS -1 7-10
DATE: March 27, 2017
ATTACHMENT:
SURJECT; Elgin County Road MaintenanceAgreement Update,
Agreement.,
As the Covncll Is aware, the County of Elgin and the Township of Mal'ohide regularly
enter into Road Maintenance Agreements for the routine main'tenance of Eig]n County
roads and bridges that are located within Mal chid Township. In the past, all of the
lower tier muWaipalifles have negotiated collecfive�y with the Courty to obtain a
standard agreement,
131
The latest agreement came into effect an January 1, 2013 and was for a five year term,
ending December, 31, 20,17,, As such, the County Staff have approached Malahide
Township Staff and Staff thorn all of the other lower, tier municipalities to, begin the
process of negoUating another agreement.
The current agreement was a significant departure from the previous agreements. The
most significant changes ivmre to this specific terms of agreement, The goal of all
parties during the last negotiation wasto better clarity the terrinsand conditions in order
to remove some of the generality, and ambiguity from the contract. The current
agreement better defined -the soope of services, and the respective roles and
responsiblitties. The Townshlp Staff feel that the parties have benefited from the clarity
provided in the current agreement.
CommenWiAmallivsls:
'The Initial discussion has lead the Toiwn sh.lp Staff to belleve that all parfles are generally
satlisfield With the provisions of the current agreement and that only chainges, to the Scope
of Se rivices are required. Eve n with pending re gu I ato ry ch a n ges, 1two u Id 'appea r t hat the
parties are satisfied that the provisions will adequately address current and future
maintenance requirements,
With respect to the changes to the Scope of Services, there are several modifications
being proposed that the Township Staff v4sh to, bring to the Gouncil's attention, 'The
proposed changes ares fence line -to -fence line roadside vegetation, conlW (County
proposal), the recognition that sWewalkS on, Elgin County mad` allowances are an Elgin
County responsibility (Malahi:de proposal), and that Wks lane maintenance costs his
included (County & Malahilde, proposal). These, proposals are discussed In, greater detail
below.
Firstly', Malahlide Staff wish to recognize that the newly constructed bike lanes are a
virelcome addition to MalaNde road network; and the County should be recognized forthis
initiative end encouraged to continue with the reCcInmiendations, of the Elgin. St. Thomas
Cycling Master Plan,
To their credit, the County of Ei# Staff frothe inception of this bike lanes have
recognized that, along with increased capital costs, the bike lanes will Rely have
additional maintenance costs and monitoring responsibilities, The Oaunty, thus far, has,
paldr those maintenance items that can be deftifively related to the maintenance of
the bike lanes. During the development of the bike lanes, the County Staff and the,
Town,shIp Staff agreed to undertake regular maintenance and to monitor the ongoing
costs so as to deve[opi a funding model that could be Included in the new agreement. It
would appear that this, Is being addressed. The Township Staff have, no objection to
incorporating bike lane maintenance into the new agreement; subject to it being fully
funded by the County.
132
Fence Line -to -Fence line, Ve-qMMOgin Control
The County of Llgllr Staff propose the Inclusion of full width roadside mowing and
brushing, friorn roadside shoulder to properly line on all the County roads an a three year
cycle. This would equate to completing one-thIrd (11 3) Of all County reads each year.
The Township Staff have no Objection to this proposal; subject to, the County of Elgin fully
funding the program.
The Towns hilp currently contracts, out roads1de grass cutting and vegetation control. In
an effort to sacure better prIGing and to provide some stablRy to the program, the
Township has tradltionaliy tendered for a 3 year period. The roadside grass cutting
contract is currently out for tender. The tender documents have been prJorto release to
include provisional Items to address this Increase In level of servce.
It is anticipated that there will be Increased costs during the period where the program is
being, established'. This is d'ue to the type of vegetatlon likely to be encountered during
the first 3 years of the program, The Township Staff anticipate that a oambination of
mowing and brushing activities will be required. It is anticipated, that that once the
program is established, the ongoing cost to deliver the program wlll stabilize,
Currently, sidewalks, are not addressed in the agreement,, The Township Staff would like
to see the obligation for sidewalks that are on: County, Roads, become a County
responsUlity. Currently, the County does not undertake any capital or maintenance
obilgations, for sidewalIks,
Under the current arrangement, if a lower tier municipality receives a request for
sidewalks on a County road, the County's poslflon Is that the obligation to Install and
maintain the sidewalklis at the lower tier municipality's expense. The TcwnshIp Staff feels
that the obligallon to provide sidewalks on Elgin County roads should rest with the County.
Must jurisdictions recognize, that the road allowance Is no longer exclusive for motor
vehicles and that thelir scope of responsibilities Inciudes; the provisiofl of Infrastructure for,
pedestrians, and cycilsis. The Township Staff feels that this obligation to provlde this
service has, been imposed onto the Ibwer tier municipalities. In manY cases:, It is an
onerous and costly task two provide this infrastfucturs. In IMalauhlde, sidewalks on County
roads have been constructed to a higher standard than would be seen on a local road.
From the Staffs perspective, it would appear that the most demand for sidewalks is on
Elgin County roads, This was especlally evident during the development of the
SprIngfielid Sidewalk Master Plan, Where, in most cases, residents.1pedesirians were
satisfied to share the local roads, with cars and blcYcles, they, were not WINIng to do so
when they. reached the County roads, The County road typically sees higher traffic
volumes with Increased truck traffic. The need' for sidewalk to provide adequate
separation is of greater Importance, Pedestrian safety on County roads was a major
element of the Sidewalk Master Plan, Given the County's position of not providing
sidewalks, It Ieft the Township with little cholce but to develop Infrastructure on County
property. It I's likely that this trend will Increase.
133
MalaWde Staff propose the inclusion of sidewalk maintenance with I n the County of Elgin
road allowances as a part of the agreement, With provinclall'y legislated accessibility
requirements and the, Increasing Interest In 'the Elgin -St. Thomas Health Unit's Actrve
Ekqin Initiative, the Township Staff feels that the County should take the lead on all
pedestrian'taullifies wiftri their roadl allowances,
-summaric
As the Council Is aware, the Town3hip of Malahide/County of Elgin Road Maintenance
Agreement ends Uecember 31, 2017 and, as such, negotiations for a new agreement
have commenced.
Both the County and the Township Staffw, ish to see changes to the $caper of Services.
Specifically, the Coursty wishes to see the Inclusion of fence line -to -fence line roadside
vegetation control„ the Township Staff wish'to see County recognItion that sidawaiks on
County road allowances are a County respori.stbility, and both this County and Township
Staffwishto see bike lane maintenance Include In the Scope of Service,
The Township ftff have no objectlons to, an increased level of sevvice for raadside
vegetation control; subject to it being fully funded by the County'. The Township Staff have
no objection to incorporating bike lane maintenance; subjeclito It being fullyfunded by the
County, The Township, Staff wishes to see the County recoginize, that Sidewalks on
County road's are a County responsibillity,
As Malahide typlcWly negotiates Jointly with the other lower tier municipalities, the Staff
are reoommending that the Cltruncal endorse the: recommendations contained witfilin thils
Report and' that wch an endoirsament along wilh the Staff Report be forwarded 'to, the
other Elgin Cuu nty lower tier municipalities for their consideration.
..................
The anticipated changes to the County Road Maintenance Agreement,will not Impact
the current Township of Malahide Budget.
MITM-r=
The Culfivating Malahide Integrated Community Sustainability Plan (A SP) Is based
upon four pillars of sustalnablftyOur Land,, Our Economy, Our Community,, and Our
Government, One of the goals gnat support the "Embody Financial Efficiency throughout
Decision -Making" Strategic Pillar Is ensuring that the cost of maintainirig MU'rildpal
Infrastructure Is equitably borne by current and future ratepayers,
yppu
py��d by:
Robert JohTison,
Uffector of Physlicall
''Service, s
134
Suile 800, 4342 Que Street
Niagara Falls, ,Onlado, Canada I W
Te"t + 1 (W5) 374 5200 vAv&.,).,,Akh.corn
June 14, 2017
Mark McDonald, CAOIClerk
Elgin County
450 Sunset Drive
St. Thoma8, ON N5R 5V'I
Subject: MNO Solar FIT 4 LP - Eleven (11) Solar Pf eject Proposed In Elgin County
German Solar Corporation (GSC) on behalf of MN O Solar FIT 4 LP (hereinafter referred to as the
"Proponent") is proposing to, construct, instal I and operate eleven (1 1) 5500 kilowatt (01 , solar
photovoltaic (PV) ren evmbt le energy solar facilities wfthin the rownsfilp of Southwold, COUnly of Igin.
The proposed projerA,s have been awarded Independent Electricity Systern Operator (IESO) contracts
under the Feed -in Tariff FIT) Pro rare, These Projects require Renewable Energy Approvals (RE s) to
be issued in accordance with the provisions of the Gnario EnWronmentaf Protertion Act Part V,O.1 and
Ontario Regulation (0. Reg.) 6WOO. Hatch Ltd, (Hatch) has been retWnedto assist in fi,iffilling the
reqvirernents of the FLEA pmcess,
The Proponent h a s pre pare ct In e draft R EA reports for the proposed Projects as requ Ired by 8 rection 18p),
of OIg� 35WW Per the recluliremerits of 0, Reg. 369,11U, these draft reports are, being issued for your
review 90 days ki advarice of the final public, meeting., We have attached cop fes of the draft repor(s as
wO as the, updated Municipal Consultation Forms for you to cornplete and return following your review of
the dmirrients. It would be rnuch appreciated if yoLx were able to revlew and provide any comments, and
the completed Mtinioiipal Cori sultatic, n Forms, within the next 90 days.,
A Notice of Public Meeting wln I be issued to the public 60 days in advance ofthe lin all publit meeting, and
these reports will be issi,ied for a 60 -day public rewew period aA the same tirne. This NutiueWRI be issued
to yourself as well.
Rev, 0
C t I Keth M17 A I fiWiK refibew'dr d4' Y'011t Wnfirj h7, it 5p� e11,1 GI IN q (I IWJf III r,1[ r^F 4S Cq,pn I q
135
1-4 A TC H
Marla McDon,Wd, CAO/Clark
[" 19 1 n C ou ng^
June 9, 2017
I'f you have any questions or w"Id like to d�5,cmss any w3pe,(A of the Projects, please do not hesitate to
contact the undersignee at 905-374-0701 ext. 5343 or Kathteenyuk
Kind Regards,
141)lejj�'
Ka'Neen Vukovics, Environmentall Coordi'natol,
MAV- gf
Attachments
Update,d Pu unk-,ipal Comuttabon Form
The Draft RRA Reports (are fisted belmv arid) are attar-,hed for eadi of the hollowing Projects:
First Une SoWr Project
Second Line Sotar Projeat
Lnwrenw Road Solar Project,
Counly Road #18 8o[ar Project
Fourlh Line Solar Project
COUnly Read #20 Solar ProjeGI
Closed Road Affmance Solar Project
Stafford Line Solar Froject
Oneida Road Soar Project
C ou MY Roa d 119 S alar Projle Ct
John Wm,9 1 -he Sol'ar ProjecL
Draft SEA f?epQlf,5r Enclosed for oEacf7 Project
Orah Frqje(.,f Description Report
Drall CwWroubon FINN, Reparl
Draff Desic
gn arid Operations Aw r, Rep orl
DrAft M�j�r Jjoj)()It
Drall W,,r,,Ae(AssossmeW ReivrI
,Draft Nahwai Notiforp Assessment Roport
Nof,5� AsseM smem Peport
Ra pud
Rev. 0
Naga 2!
0 Hvwh 2AM ? A� rJUN9 rwAro'd. will r*% WMNIU� In, 11m, mr rV ViN Oxmient rr h u'rWris
136
STEGH Board of Governors Highlights
Board Meeting Minutes and our Annual Report are posted on our website.
'41PRIMM
The Board of Governors welcomed Frances, Eflatt, Brian Orr, Pete vandeffiesten, and Pete Willianis to
the Board of Governors at our ,annual General Meeting On June 14, 2017,
The Board of'G o verno rsa pp roved the 20,17-2018 Quality Improvement Plan (w). 'rhe two metrics
that rernain tin&anged In the 2017-2,018 include Time to Physlidan Initial Assessment and DIscharge
Suair'naries to, he completed" within 4,8 hours. New r-netrics fCCUS on safety, patient experience, quality,
people and financial stewardship, aligning with the Board Scorecard,
■ Redevelopment Project is continuing on schedule and on budget. Subtantlaf coryiplefion: is expected in
November with services and patients moved in January 2018'® Our Operational Readiness Steering
Committee, continues to actively ongage leaders in the four areas, involved (Surgical Services,
Erriergoncy, Mental Healtti and Medical Devices Reprccessinq) and support, services, (11', Mairtenance.,
to erstire a sr'nooth transition occurs for staff and patients.
16 STFGH is playing an integral role in the South West Stroke Project. This project is realigning stroke
care in the South West Local Health Integration Network to ensure people who have a stroke or"Tl A,
{transient ischemic: attack or rniial-stroke) receive the best possible stroke care, and achieve the best
possible outcomes. STECH Is one of seven designoted stroke units in the region, which offers acute,
and rehabilitative stroke care, and a secondary stroke preventon clinic.
The Board of, Governors continues to support our journey of contInuous improvement using Lean
Methodology.,
This past fiscal year saw, the departure of Paul Collins, President and CEO, and the arrival of our new
CEO, Du, Nancy Whitmore. Paul's Contributions to STEGH, to he@31-irare, and to Our community are
well known and well respected. To honmAr his legacly, STECH launched the Paul Collins Loan
Leadership Award this past spring, The Paul Collins Lean Leadership Award recognizes the work of an
individual or Learn who has made, significant cont6butions, to Lean Process Irriprovenient by valuing the
knowledge of Lean; and usingi skills and ability to cr-e@t(,, 4inovative arid practical applicaton that
dmprcve patient care. This award serves to recognize excellence and extraordinary effort in application
of Lean methodology and draws attention to the important role individuals play In continuous
h'nprovernent at Te ti. Paul Collins was the successful recipient of this award and willl be invited to
present this award on 21'1 annual basis.
Sincerely,
Cathy Crane, Chair-,, Board of Governors
137
9 Ot.Thomas Ellgki
Gencne--fl HospitW
An
June 19, 2017
Quad County Supporf Services
Mailing Addrasr. P. C. Box 65, Wardsville, Walla, N01 2NO
Warden Jotles
County Ackvinis-Wation Building
450 Smixt Drivc
St, `lhol-ans, ON
N5V I
Dear Warden, Janes sand Council membors,
W,Olhrle
I ax
Or, lwhalf of the individuals wesupport, the Board offlitectors atid iriyself,] would like to thank you for your most,
gerkermis grant. of $2000 to Qmid Counly Support Ser vice,&
This grant will be ttsed to enhance the suppml,s folindividuals that access our day supports, Recently the Ministry
ol"ComintrAy mid Social Services has announced that al]Sheltered,'W017kshops in Ontario tnust be closed by
SpuLiary 201 , Quad, County cewsed the OPCt'ard0l"I of'i,15 sheltered works,hop 'ill September 2015 in anticipation of
this order., One fal.10LIt cul this closure has bcen that individwils n,o longer rcuuiw th,Q (rad11j1vru4 stipend thattlwy
have been, receiving. "I'llis has had additional impacts ren. their ODS111 which has res,tflled in onv of the most
vulnerable popukttion of individwals, who airealy live b, elow tlie,liovei-ty 1hie being, stib,Jected to ftirther redtictions
ii'l inconie, During this dITIC OUr day WrViCCS IVIVC lacca undergoink as tronsilion L(,) providilig more: inclu_,;iuse
stippo
fts in the comimillity tOSMIN realjobs, anum mv atw vuh,u,jtc�:r positiun�, nie itiaivitivais we
p,,,�iyirig mini I
Support have nitich 10 ofibi-the cou'Imullitie"; that they live ill and ourppal is to &"ist each in.dividuatto Mind their
place in the cormlitmity, In, addition, we recantly secured arl Employmetrt armee Modernization Grant Boni the
Ministry of Cornimmuni ty and Social Services to I -till a Summer 1program WhiCtl WMILSSiSt US to link with youth fLorn
the toQal high sch wis, Again the focus is on w.curing real summerjobs aild assisting thcm to acciLiirc skills t4at
wil,l be needed V's they transition out of high gclmol. This will Aso hell) LIS to establish a partnership with the
WESS WORKS program whidi will bo starting in Septembep 2017 at the closed W] SES school in West Lorne,
Once again I vac n[d like to thank you ror your grant,, Quad County is currently in the pmmess of doing a stxaWgic
plan to be completed in October and Hook formird to s1varing, this with you in the Futum
Sinocrety,
J'Alld'a Long
Executive'Director
RECEIVED
9 k
U11
Jet �'O,
1� � L i 4, u �
COUNTY OFELGIN
ADMINISTRATIVE SEINGES
AOAASFAICI`d orr'Xll S
Clfll mm (Jill ly FAIPLOVI)f OPI(AIE
R[.',3pDEN FIAL S11A GES
195
205T"Aol Smo(
MQuev� 5troel
2013 Wr St.
Wvdsv"de,
CAA6
N(t1 NJ
11401 2N111
K01 2NO
N01 W113
11X191 6IZU-11819
519) rw-du','�
('.1q) 693
138
PIN
.. . .....
.... .. . . .. . . . . .. /
FOR IMMEDIATE RELEASU
High Speed FA)PT faternot i1mv at.4'flm Keimeth (314ilbraith Reference Libraq ill Dutton
Lldgin Counly,fune 26"', 20,17
l"fie John Kanneffi Galbra4h, Ref'61-encc I-Albrary ill Dutton is nowhorne to soine (A"the fastest Interi'tet speed,s in Etgin
COLUA,Y d(IC to as remIt Upgrade to Fibre Intorn,eL Patrons that frequent Llic library um now ac"Ss the Internet ni,ore
quM,,ly and efficlently vas Wi-['-"i On theirPer's('miall devic�m or at (111col"AIC frec "Wce-'s public. ooniptiter stations. T[ie
l"Xim-m branch has five PC cornputer stations, and one I -Mac staflon as well mobile devices that carr be LISed fol.
connecfint.,t on-kne that are available I or Free to the conummity. The upgrade to fibre Irlet-net means that a Corlisislel"It,
: O Megabytes per hour spcod fbr downloading and Uploading ii,i,atcrhds will he rxplacing thc 0.5 megabyte Upload
spQAs, and 6 MugabyW doNvIlk"ad specls (1fday", past,
ITI rural urQus' NV11'em Qo ns, i"'IQ [It hitcmet aoec�,s con 5011 lac r',i QhallQngQ., flv'n. library i.N,,, wi inipol"W'111 uccQss point Im,
I-CSe,arch j, 0-111jjj, of)e gathering, mony p�rtron5 ( ,,o �th(-, library to coonod with services and
j�d mccNi, arid inf(,)i I
agcu'60N on-line, to search forjobs mi(l create resumes, work on pro.jects, L,,'tke on-line murses, and amch rnore, f1eing
able to i'd1br Consistelit and flast browsing gpee& is an harp ortant lmrt ofthe "'OrVices the Elgin County Lilm-ary of'fers'
"Ahliough we havu bCLn Of5cring pubHc, access WI-Fi and Internet scrvices, in Dullon fOr soine time, patrons will see
a significaTli inn-provement in thei.r oxpen . ience. We WdLOI1W corn,inunity nwinburs, enlruPT0,11CIFS, 1,111d Sttide]'ItS tO S1011
by and stay as while. "I"he lihnary is i'iw on[y at place Ix) check oul books. Ws at vibraitt J"Ihloe to Write Your Ilext great
novel, flad a ttew Job, scaa,rch for assure aq, and visit with Ii-Ner"ds" says Elgin Courily Warden (Ir"Int R�Illes. I)LAIMI
Minwich Mayol� Cameron McWham comments "I am really pleased that our resNeiits now have accessto fast and
reliable Intet-net service at the library, This i,s a great step forwar(I In triaking fibre connectivily avaflabte to
businesses mid hot.tscholds in our municipality"
V'isit, (he John Kenneth Galbraith Referenci� [,Abrary in 1"Xitton Olk JUJY and August to U"Y mit tbe tww Fibre futerneL
Lo us, kiiow ycru thought's and enter fb'r a Qhaluxtu win ofsevcrul prizes,
["or mom inft)rnlation oontact�
Sandra Poczobut, Manager off'rogromaling and Conin]Ullit,y DCV'LI()prIICTIt
I I h 19-6 3 1 -140 J x l 5 1 E I,- ai ai 1, � sp o c but�
— , �d�P e n . ark
IE
Count V 4) F E114 I I �
4,50 SLI11181A I)IM'
St. Tiv.)rnes, Ontarb
M)K W1, Canada
Phonry A�,O
��: il Y,-, 519-6334661.
Wo , 0 0.n - UM 111 r'Yk fl. C El
By -Law No. 17-21
"BEING A BY-LAW TO AUTHORIZE THE WARDEN AND THE
CHIEF ADMINISTRATIVE OFFICER TO SIGN AN EXTENSION AGREEMENT
WITH THE CITY OF TORONTO RELATING TO WASTE DISPOSAL
WITH A COMMON TIPPING FEE FOR PARTICIPATING MUNICIPALITIES"
WHEREAS pursuant to Section 75 (1) of the Municipal Act, 2001, S.O. 2001, c.25, as
amended "an upper -tier municipality may designate any of its waste management services
or facilities for the management of waste or any class of waste of any of its lower -tier
municipalities for which it has the power to provide the service or facility."
WHEREAS in 2009 the County of Elgin did authorize the preparation of a solid,
nonhazardous waste disposal agreement for waste disposal capacity for its eligible Lower -
Tier Municipal Partners at the Green Lane Landfill Site; and
WHEREAS as said agreement is due to expire in 2019; and
WHEREAS each Municipality may choose to execute the Agreement in order to use
the Green Lane Landfill Site or may choose not to enter into the Agreement; and
WHEREAS the Agreement shall not commence in respect of a Municipality until such
time as any existing agreement for waste disposal contractual services respecting that
Municipality within the County of Elgin has concluded or is terminated; and,
WHEREAS an extension agreement under certain terms and conditions has been
reached by the County of Elgin and the City of Toronto.
NOW THEREFORE the Warden and the Chief Administrative Officer are hereby
authorized to sign the extension agreement between the County of Elgin and the City of
Toronto, under certain terms and conditions, for waste disposal with a common tipping fee
for participating municipalities.
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 11TH DAY OF
JULY 2017.
Mark G. McDonald, Grant Jones,
Chief Administrative Officer. Warden.
140
By -Law No. 17-22
"BEING A BY-LAW TO ESTABLISH REVENUE NEUTRAL CLAWBACK
PERCENTAGES FOR CERTAIN PROPERTY CLASSES"
WHEREAS Section 330(1) of the Municipal Act, S.O. 2001, c.25 states that the
Council of a municipality other than a lower -tier municipality, may pass a by-law to establish
a percentage by which tax decreases are limited for a taxation year in respect of properties
in any property class subject to Part IX of the said Act in order to recover all or part of the
revenues foregone as a result of the application of Section 329 of the said Act to other
properties in the property class; and
WHEREAS for the purposes of this by-law, the commercial classes shall be
considered a single property class and the industrial classes shall be deemed to be a single
property class; and
WHEREAS limits to tax decreases for any class may only be established in order to
recover all or part of the foregone revenue in respect of the same property class.
NOW THEREFORE, the Municipal Council of the Corporation of the County of Elgin
enacts as follows:
1. THAT for the taxation year 2017, the percentage determined under Section 330(1)
of the Municipal Act, S.O. 2001 are as follows:
Commercial N Industrial
Decrease Clawback 59.2899% 6.90379%
Decrease Retained 40.7101% 93.09639%
2. THAT in accordance with the provisions of the Section 330(1) of the Municipal Act,
S.O. 2001 the County is deemed to be the banker and no lower tier member municipality
shall have a surplus or a shortfall as a result of the application of this By -Law, and further,
if the County experiences a shortfall or excess as a result of the application of the banking
function under this By -Law, any such shortfall/excess shall belong to the County.
3. THAT the intra -municipal adjustment due to the application of this by-law, with the
County acting as the banker, shall be paid by the member municipalities on December 15tH
2017.
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 11th DAY OF
JULY 2017.
Mark G. McDonald, Grant Jones,
Chief Administrative Officer. Warden.
141
COUNTY OF ELGIN
By -Law No. 17-23
"BEING A BY-LAW TO ADOPT OPTIONAL TOOLS FOR THE PURPOSES OF
ADMINISTERING LIMITS FOR THE COMMERCIAL, INDUSTRIAL AND
MULTI -RESIDENTIAL PROPERTY CLASSES"
WHEREAS the County of Elgin (hereinafter called the "Municipality"), in accordance
with Section 329.1 of the Municipal Act, 2001, S.O. 2001, c.25, as amended (hereinafter
called the "Act"), may modify the provisions and limits as set out in Section 329 of the Act,
with respect to the calculation of taxes for municipal and school purposes payable in
respect of property in the commercial, industrial and multi -residential property class; and
WHEREAS the Municipality must similarly modify the provisions and limits as set
out in Section 332 of the Act with respect to the "tenant cap" calculations; and
WHEREAS this by-law shall only apply to properties in any of the Commercial,
Industrial and Multi -Residential property classes to which Part IX of the Act applies; and
WHEREAS for the purposes of this by-law the commercial classes shall be
considered a single property class and the industrial classes shall be deemed to be a
single property class; and
WHEREAS "CVA taxes" means, the taxes for municipal and school purposes that
would be levied for the taxation year, but for the application of Part IX of The Act; and
AND WHEREAS "capped taxes" means, the taxes for municipal and school purposes
that shall be levied for the taxation year as a result of the application of Part IX of The Act;
and
WHEREAS the Council may pass a by-law to apply any one or any combination of
the following options:
a) Set the annualized tax limit increase to a maximum of 10%; and/or
b) Set an upper limit on annual increases at the greater of the amount
calculated under a) and up to 10% of the previous year's annualized
CVA tax; and/or
c) Establish a capping adjustment threshold of up to $500 for increasing
properties, decreasing properties or both, whereby no capping/clawback
adjustments less than the threshold amount would be applied; and/or
d) Exclude properties that were at CVA tax in the previous year from the
capping and clawback calculation in the current year; and/or
e) Exclude properties that would move from being capped in the previous
year to be clawed back in the current year or from being clawed back
in the previous year to be capped in the current year as a result of the
changes to the CVA tax.
WHEREAS a by-law passed to adopt the provisions of Subsection 329.1 paragraphs
1 and 2 of the Act, provides that such provisions shall also apply to Section 332 of the Act
with respect to the "tenant cap" calculations; and
WHEREAS the Council has reviewed the provisions of Section 329.1 of the Act and
hereby deems it necessary and appropriate to adopt optional tools for the purpose of
administering limits for the Commercial, Industrial and Multi -Residential property classes.
NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin
hereby enacts as follows:
1. THAT paragraphs 1, 2, and 3, of Subsection 329.1(1) of the Act shall apply to the
Commercial, Industrial and Multi -Residential property classes for 2017.
142
1WM
2. THAT:
a) In determining the amount of taxes for municipal and school purposes for the
year under Subsection 329(1) and the amount of the tenant's cap under
Subsection 332(5), the greater of the amounts determined under paragraphs
i) and ii) as set out below shall apply in determining the amount to be added
under paragraph 2 of Subsection 329(1), and the increasing amount under
paragraph 2 of Subsection 332(5),
i) The percentage set out in Subsection 329(1) paragraph 2 and in
Subsection 332(5) paragraph 2 shall be ten per cent (10%), and
ii) The amount of the CVA taxes for the previous year multiplied by
ten per cent (10%).
b) The amount of the taxes for municipal and school purposes for a property for a
taxation year shall be the amount of the uncapped taxes for the property for the
year if the amount of the uncapped taxes exceeds the amount of the taxes for
municipal and school purposes for the property for the taxation year as
determined under section 329, as modified under section 329.1 of The Act and
this By-law, by five -hundred dollars ($500.00) or less.
c) The amount of the taxes for municipal and school purposes for a property for a
taxation year shall be the amount of the uncapped taxes for the property for the
year if the amount of the taxes for municipal and school purposes for the
property for the taxation year as determined under section 330, as modified
under section 329.1 of The Act and this By-law exceed the uncapped taxes, by
five -hundred ($500.00) or less.
d) Exclude properties that were at CVA tax in the previous year from the capping
and clawback calculation in the current year;
e) Exclude properties that would move from being capped in the previous year to
be clawed back in the current year or from being clawed back in the previous
year to be capped in the current year as a result of the changes to the CVA tax;
THAT this By -Law shall come into force and take effect upon its passing.
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 11th DAY OF
JULY 2017.
Mark G. McDonald, Grant Jones,
Chief Administrative Officer. Warden.
143
COUNTY OF ELGIN
By -Law No. 17-24
"BEING A BY-LAW TO APPOINT JULIE GONYOU AS
CHIEF ADMINISTRATIVE OFFICER/CLERK AND TO DEFINE THE DUTIES THEREOF"
WHEREAS pursuant to Section 228 (1) of the Municipal Act, R.S.O. 2001, as amended, a
municipality shall appoint a Clerk responsible for statutory and other duties as are assigned;
and,
WHEREAS pursuant to Section 229, of said Act, a municipality may appoint a Chief
Administrative Officer who shall be responsible for exercising general control and
management of the affairs of the municipality and for performing such other duties as are
assigned;
NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin
(hereinafter referred to as "the Corporation") enacts as follows:
1. THAT Julie Gonyou be and is hereby appointed Chief Administrative Officer/Clerk
of the Corporation effective on September 5th, 2017.
2. THAT the Chief Administrative Officer/Clerk shall be responsible only to the Council
of the Corporation, perform such duties as are lawfully prescribed and generally
manage the business affairs of the Corporation in a diligent, competent and lawful
manner through Department Heads and others reporting to her and subject always
to the policies and directions of Council.
3. THAT the Chief Administrative Officer/Clerk shall co-ordinate, lead and direct the
Department Heads in the efficient administration of the Corporation in a diligent,
competent and lawful manner through Department Heads and others reporting to her
and subject always to the policies and directions of Council.
4. THAT the Chief Administrative Officer/Clerk shall delegate appropriate duties and
responsibilities to Department Heads within the approved organizational structure.
5. In keeping with By -Law 09-29, being a by-law to delegate to certain persons on
behalf of the corporation the authority to hire employees, enter into contracts of
employment and terminate the employment of employees the Chief Administrative
Officer/Clerk shall have the following authority:
a) to hire employees on behalf of the corporation;
b) to enter into contracts of employment with employees on behalf of the
corporation;
c) to terminate the employment of employees in accordance with the contractual
entitlements of the employees.
6. THAT the Chief Administrative Officer/Clerk shall attend all meetings of County
Council and may attend its standing or ad-hoc committees except when excused
from doing so by the Warden by reason of sickness, vacation or attendance
elsewhere on Corporation business, with the right to speak, but not to vote thereat.
7. THAT the Chief Administrative Officer/Clerk shall meet regularly with and co-ordinate
the activities of the Department Heads of the Corporation through a management
committee for the purpose of developing policy recommendations, determining staff
development needs and coordinating administrative activities.
8. THAT the Chief Administrative Officer/Clerk shall ensure that information and reports
requested by Committee/Council or which could be of assistance to Committee/
Council are obtained or prepared and submitted for consideration.
9. THAT the Chief Administrative Officer/Clerk shall refer sensitive or serious issues to
Committee/Council and recommend responses or solutions.
144
10. THAT the Chief Administrative Officer/Clerk shall, in accordance with County Policy,
conduct annual performance evaluations of Department Heads
11. THAT the Chief Administrative Officer/Clerk shall develop and implement, in
conjunction with the Department Heads, long-term plans and objectives within the
County, including recommending changes to the organizational structure to improve
effectiveness and/ or efficiency.
12. THAT the Chief Administrative Officer/Clerk shall consult with Council, Department
Heads, Local Boards and Committees to assist in determining effective programs and
ensuring efficient operation within approved budgets and in compliance with applicable
legislation.
13. THAT the Chief Administrative Officer/Clerk shall assist in the exercise of general
financial control of all departments, in conjunction with the Director, Financial Services/
Treasurer.
14. Despite anything herein contained, this by-law shall not be deemed to empower the
Chief Administrative Officer/Clerk, in any way whatsoever, to exercise or encroach
upon the powers of Council.
15. THAT the Chief Administrative Officer/Clerk shall perform all of the powers and duties
of the position as prescribed by the Statutes of Ontario and as may be from time to
time prescribed by the Council.
16. THAT the incumbent will be subject to a twelve (12) month probationary period as per
County policy.
17. THAT at least once per year, the Chief Administrative Officer/Clerk shall meet with the
Warden or his/her designate for the purpose of a performance appraisal.
18. THAT a complete job description shall be attached to this by-law as Schedule "A".
19. THAT this by-law shall not be repealed except by by-law, passed by a vote of 60% of
all members of Council, at a meeting duly called, in accordance with the procedural
by-law.
20. THAT this by-law shall not come into force and take effect until September 5th, 2017.
21. THAT any by-law contrary to this one shall be repealed.
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 11th DAY OF
JULY 2017.
Mark G. McDonald, Grant Jones,
Chief Administrative Officer Warden
145
By -Law 17-24 Schedule "A"
a�2YOFFtc Title: Chief Administrative Officer/Clerk
-A
Status. Full-time
�NTnRo
" Department: Administrative Services
Reports To: County Council
SUMMARY OF POSITION:
Acts as Secretary of and provides administrative services to County Council and specified Council Committees, prepares budgets
for own Department, maintains liaison with a wide variety of parties concerned with the operation of County government and co-
ordinates relations between Council and staff on matters affecting the County as a whole.
WORK PERFORMED:
1. Manages the Administrative Services Department, including Planning, Legal Services, Tree Commissioner/Weed Inspector,
Police Services (Board Only), Economic Development and Tourism.
2. Co-ordinates, leads and directs the Department Heads in the efficient administration of the municipality, in accordance with the
policies and plans approved and established by County Council.
3. Provides support and assistance where required to other Officers of the Corporation in the discharge of their statutory duties.
4. Consults with Council, Department Heads, Local Boards and Committees to assist in determining effective programs and
ensuring efficient operation within approved budgets and in compliance with applicable legislation.
5. Ensures that information and reports, requested by Committee/Council or which could be of assistance to Committee/Council, are
obtained or prepared and submitted to the Committee/Council.
6. Refers sensitive or serious issues to Committee/Council and to recommend responses or solutions.
7. Involved in the recruitment, selection, and discipline (including termination) of all Department Heads, with such process being
conducted in conjunction with the Director of Human Resources and in accordance with Council policy.
8. Conduct performance evaluations of Department Heads in accordance with County policy.
9. Develops and implements, in conjunction with the Department Heads, long-term plans and objectives within the County; including
recommending changes to the organizational structure to improve effectiveness and/or efficiency.
10. Exercises all of the powers and duties of the position of Chief Administrative Officer and Clerk, as prescribed by the Statutes of
Ontario, and as may be from time to time prescribed by the Council.
11. Plans, directs, organizes and controls the on-going operation of the Administrative Services Department in accordance with the
Statutory Duties laid out in the Municipal Act, other relevant Acts, and as assigned by Council.
12. Custodian of all records and accounts of the Corporation required for public inspection, certifying copies when required by
external agencies and giving evidence in Court when subpoenaed as Officer of the Corporation.
13. Advises and counsels Council, its Committees, and special purpose bodies, on the jurisdictional and legal authority for Corporate
actions during meetings of Council and Committees as well as in other actions required by law, keeping abreast of constant
change in statute and regulation and advising how this legislation would impact on possible Council action.
14. Acts as Council's parliamentarian recommending changes and improvements to the Rules of Order and counsels Council on
appropriate procedure for orderly conduct of business.
15. Acts as Council's protocol officer assisting in the planning of receptions, banquets, openings, counselling Warden on ceremonial
duties, and attends Civic functions.
16. Directly reports to the Warden and Council.
17. Acts as liaison between the Council and the Management Team.
18. Acts as Secretary of all Council Committees as directed by Council by: Preparing and circulating agendas, ensuring all relevant
items are included and attaching all necessary documentation; Attending committee meetings, recording decisions, writing and
circulating minutes, producing and distributing correspondence and reporting results from meetings and following-up to ensure
committee decisions have been carried -out; Advising committee members on matters within their jurisdiction and informing them
of relevant items concerning other committees and the County as a whole.
19. Acts as Secretary of Council as above and as Chairman for annual election of Warden.
20. Prepares all by-laws and other legal documents for presentation to Council and where necessary consults with County Solicitor.
21. Ensures that all by-laws requiring approval from other agencies or levels of Government are presented to the appropriate party for
approval.
22. Co-ordinates new and proposed legislation to the Department Heads and committees and follows -up on the same.
23. Acts as central reference source for inquiries from the public regarding County operations, providing prompt and accurate
responses and referring technical items to the appropriate department; Co-ordinates flow of information and instructions between
Council and departments, interprets Council's wishes and informs Department Heads of County -wide policies and directives
affecting their operations; Assists in developing policies and procedures affecting operation of entire County and co-ordinates their
submission to, and discussion by Council with Department Heads.
146
24. Provides information to, and answers questions from elected officials, staff of local municipalities, business and community
representatives and the public on operations of County government; Maintains continuing liaison with personnel of provincial
government departments and agencies, utilities, professionals, consultants, local groups and others interested in County
government.
25. Prepares and submits budget for Administrative Services Department and Council expenses and administers department within
budget, reports periodically to Council on operation vs. budget.
26. Maintains departmental budget involving independent decisions about expenditures and priorities pertaining to Administrative
Services.
27. Researches grant possibilities, and communicate the same to Council and/or the appropriate committee. Forwards grant
applications to the appropriate Ministry or agency on behalf of the County Department.
28. Processes applications to the Ontario Municipal Board for financial or other purposes.
29. Supervises all Departmental Staff: Interviews, screens and selects all staff within County policy guidelines; Reviews the
performance of staff, takes corrective action where needed and recommends salary and status changes; Deals with disciplinary
matters in the Department and, if necessary, terminates within County policy guidelines.
30. Directs Tree Commissioner/Weed Inspector/By-law Enforcement Officer, County Planner, County Solicitor and General Manager
of Economic Development.
31. Acts as Secretary/Administrator to Elgin Group Police Services Board.
32. Responsible for the day-to-day administration of the Municipal Freedom of Information and Protection of Privacy Act for the
County, and/or delegates same.
33. Responsible for developing, with the assistance of the Department Heads, and delivering an orientation program to new members
of Council following regular municipal elections.
34. Assuming ownership responsibility and maintenance as required by the legislation, for property and buildings owned by the
County.
35. Contributes effort and ideas supporting the County of Elgin's Mission Statement, goals, and strategic vision.
36. Assembles data and prepares periodic special reports, manuals and correspondence.
37. Severe costs are associated with any errors made in this position (i.e. incorrect budget projections, incorrect automation
plans, not projecting technological changes, violation of Labour Relations Act, etc.)
38. Works with the Department Heads in the development of policies, standards and procedures for the Human Resources
Policy Manual.
39. Reviews existing Administrative Services systems and recommends/implements productivity enhancement tools and
software for approval.
40. Maintains a high degree of confidentiality in performing daily job tasks and relations with other parties.
41. Complies with appropriate legal regulations regarding Administrative Services.
42. Complies with the County's Code of Ethics.
43. Must be imaginative and possess thorough decision making skills to meet often non -routine needs of the department in an
efficient and economical manner.
44. Incumbent uses research (i.e. reference manuals), analytical and reasoning skills to handle multiple tasks.
45. Incumbent must possess excellent conflict management and leadership skills to work within a unionized environment.
46. Interpersonal skills are essential to deal with a wide variety of contacts.
47. Maintains effective communication with volunteers, the general public, suppliers, etc. Failure to maintain contact with these
parties could result in a breakdown in communication.
48. Takes, as time permits, high profile appointments with municipal organizations such as OMAA, AMO, etc.
QUALIFICATIONS:
1. A University graduate degree or equivalent in Business/Municipal Administration and/or relevant education, experience, and
training.
2. A.M.C.T. Designation is an asset.
3. Experience working directly with Council and involvement with staff supervision.
4. Strong and demonstrated interpersonal, analytical and communication skills.
5. At least 10 years of senior municipal experience preferred.
6. A valid driver's license and a dependable vehicle are required.
Prepared By:
Approved By:
Date: I Effective Date: Jan, 2017
Date: I JD Code: AS -001
Employer Signature: Date:
147
CLOSED MEETING AGENDA
July 11, 2017
Staff Reports:
1) Chief Administrative Officer/ County Solicitor —Municipal Act Section 239.2 (a)
the security of the property of the municipality or local board — Theft/Conversion
of County Property
2) Director of Human Resources —Municipal Act Section 239.2 (b) personal
matters about an identifiable individual, including municipal or local board
employees — Update on Succession Planning in the Engineering Services
Department (VERBAL)