11 - September 26, 2017 County Council Agenda Pkg.l n o "i
ORDERS OF THE DAY
FOR TUESDAY, SEPTEMBER 26, 2017- 9:00 A.M.
ORDER
1st Meeting Called to Order
2nd Adoption of Minutes — September 12, 2017
3rd Disclosure of Pecuniary Interest and the General Nature Thereof
4th Presenting Petitions, Presentations and Delegations
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 Item
10th Recess
11th Motion to Rise and Report
12th Motion to Adopt Recommendations from the Committee Of The Whole
13th Consideration of By -Law
14th ADJOURNMENT
LUNCH WILL NOT BE PROVIDED
NOTICE:
Deputy Warden for September
Deputy Warden for October
October 17, 2017
November 14, 2017
November 24, 2017
Councillor Jenkins
Councillor Mennill
County Council Meeting
County Council Meeting
Warden's Dinner — Shedden Keystone Complex
Accessible formats available upon request.
DRAFT COUNTY COUNCIL MINUTES
Tuesday, September 12, 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 Martyn
Seconded by Councillor Mennill
THAT the minutes of the meeting held on July 11, 2017 be adopted.
- Carried.
DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF
None.
DELEGATION
Social Services 2016 Year in Review
Elizabeth Sebestyen, Acting Director, St. Thomas -Elgin Social Services with a PowerPoint
presentation (Addendum) and report updating Council on the department's activities in 2016
including the name change from Ontario Works to St. Thomas -Elgin Social Services. The
report included a summary of children's services, affordable housing, and Ontario Works.
Moved by Councillor Marr
Seconded by Councillor Ens
THAT the report titled "Social Services 2016 Year in Review", from the Acting Director, St.
Thomas -Elgin Social Services be received and filed.
- Carried.
Moved by Councillor Jenkins
Seconded by Councillor Wiehle
THAT we do now move into Committee Of The Whole Council.
- Carried.
REPORTS
Clearing Exemption Application for Plan 117, Part Lots 5-7, Range 1 South of Lake Road,
Municipality of Central Elgin — Tree Comm issionerMeed Inspector
The tree commissioner presented the report recommending that Council approve a proposed
Exemption for Woodlands Clearing on a property located on George Street in Port Stanley.
Moved by Councillor Mennill
Seconded by Councillor Marr
THAT County Council approve the Council Exemption for Woodlands Clearing conditional on
the applicant contributing an amount of $3.00 per seedling to a local tree planting agency. The
number of seedlings in the replanting agreement as per the "No Net Loss" Policy is 650.
- Carried.
County Council
September 12, 2017
50th Anniversary of Fanshawe College of Applied Arts and Technology — Director of
Community and Cultural Services
The director presented the report recommending that Council acknowledge Fanshawe College's
50th Anniversary and its significant contribution to the community. Ross Fair, Regional Chair of
the St. Thomas Elgin Campus was in attendance to receive congratulations from County Council
on this milestone achievement.
Moved by Councillor Marr
Seconded by Councillor Jenkins
THAT the Warden on behalf of Elgin County Council hereby congratulate the Board of
Governors and President of Fanshawe College of Applied Arts and Technology on the College's
50th anniversary and its importance to the economy of Elgin County.
- Carried.
Elgin County Library — New Services for 2017 — Library Coordinator
The coordinator presented the report outlining several new services that the Elgin County Library
will be launching in 2017. Some of these services include additions to the online magazine
collection, access to digital media content, a new app designed to streamline access to library
content, makerspace items, and e-commerce options for paying library fines.
Moved by Councillor Martyn
Seconded by Councillor Jenkins
THAT the report titled "Elgin County Library — New Services for 2017", from the Library
Coordinator, dated August 21, 2017 be received and filed.
- Carried.
Collection Development Policv Update — Library Coordinator
The coordinator presented the report recommending that Council approve an update to the
Collection Development Policy for the Elgin County Library. This policy provides a framework
for staff to review materials for both purchase and removal from the Library's collection.
Moved by Councillor Marr
Seconded by Councillor Wiehle
THAT the Elgin County Library's Collection Development Policy be hereby approved
- Carried.
2017/2018 Events Calendar — Elain Countv United Wav and Special Events Committee
The committee chair presented the report updating Council on the internal fundraising activities
and other social events planned by the Elgin County United Way and Special Events Committee
for 2017/2018.
Moved by Councillor Mennill
Seconded by Councillor Marr
THAT Council support the Elgin County United Way and Special Events Committee's 2017/
2018 planned activities as presented in the report titled "2017/2018 Events Calendar".
- Carried.
Ministry of Health Funding Increase for 2017 — Senior Financial Analyst
The Director of Financial Services presented the report informing Council of the total 2017
increases for base level of care funding from the Ministry of Health and Long -Term Care.
County Council
Moved by Councillor Jenkins
Seconded by Councillor Wiehle
September 12, 2017
THAT the report titled "Ministry of Health Funding Increase for 2017", from the Senior Financial
Analyst, dated July 19, 2017 be received and filed.
- Carried.
Julv 2017 Budaet Performance — Director of Financial Services
The director presented the budget comparison for the County of Elgin for July 2017 with a
favourable performance of $15,000 for the month.
Moved by Councillor Mennill
Seconded by Councillor Marr
THAT the report titled "July 2017 Budget Performance", from the Director of Financial Services,
dated August 22, 2017 be received and filed.
- Carried.
Provincial Offences Act (POA) Facilities and Prosecution — Provincial Offences
Administration Supervisor
The supervisor and the County Solicitor presented the report recommending that staff be
directed to develop a job description and associated cost estimate for a new position of
Assistant Prosecutor for consideration by Council to meet the demands placed on POA as a
result of the provincial transfer of Part III Offences. The report also sought approval for staff to
proceed with architectural services to refine the POA facility needs and prepare construction
drawings and cost estimates to be considered by Council.
Moved by Councillor Marr
Seconded by Councillor Mennill
THAT staff be directed to develop a job description and associated cost estimate for a new
position of Assistant Prosecutor/County Solicitor for consideration by Council; and,
THAT staff be directed to proceed with architectural services to refine the POA facility needs
(one court room and POA/legal offices) and prepare construction drawings and cost estimates
for council's consideration.
- Carried.
Approval of Substitute Prosecutors — Memorandum of Understandina — County Solicitor
The solicitor presented the report recommending that Council approve the execution of a new
substitute prosecutor's memorandum of agreement.
Moved by Councillor Martyn
Seconded by Councillor Marr
THAT County Council approve negotiation and preparation of a Substitute Prosecutors
Memorandum of Agreement for prosecution services in Provincial Offences Court for an initial
three (3) year term, followed by up to three (3) successive one (1) year renewal terms; and,
THAT County Council authorize the execution of such Substitute Prosecutors Memorandum of
Agreement as drafted by the County Solicitor and the necessary by-law be prepared.
- Carried.
Final Approval Plan of Subdivision, Ashbrook Country Estates — Phase 3, Part Lot 13,
Concession 11, Geographic Township of South Dorchester, Township of Malahide
County of Elgin, File No. 34T-88006 — Manager of Planning
The manager presented the report informing Council that final approval was given for a plan of
subdivision in the Township of Malahide on July 11, 2017. The subject lands are located in the
hamlet of Lyons.
County Council
Moved by Councillor Mennill
Seconded by Councillor Jenkins
September 12, 2017
THAT the report titled "Final Approval for a Plan of Subdivision, Ashbrook Country Estates Phase
3", from the Manager of Planning, dated August 29, 2017 be received and filed.
- Carried.
Approval for Official Plan Amendment No. 5, Part of Lot 3 Concession 2, 5144 East Road,
Village of Port Stanley, Municipality of Central Elgin, File No. CE-OPA5-17, Owner:
1739667 Ontario Ltd., c/o David Russell — Manager of Planning
The manager presented Council with the information required in order to consider granting
approval to the above noted Official Plan Amendment. The lands subject to this application for
Official Plan Amendment are located in Port Stanley.
Moved by Councillor Marr
Seconded by Councillor Martyn
THAT the Council of the Corporation of the County of Elgin gives approval to Official Plan
Amendment No. 5 to the Municipality of Central Elgin Official Plan, File No. CE-OPA5-17; and,
THAT staff be directed to provide notice of this decision in accordance with the Planning Act
- Carried.
Rural Economic Development Funding — Marketing and Communications Coordinator
The coordinator presented the report informing Council that the County of Elgin will receive
$15,850 from the Ontario Ministry of Agriculture Food and Rural Affairs' Rural Economic
Development (RED) program. These funds have been designated for a video marketing
campaign to promote Elgin's existing tourism content.
Moved by Councillor Jenkins
Seconded by Councillor Mennill
THAT the Warden and Chief Administrative Officer be authorized to sign a contribution
agreement with the Ontario Ministry of Agriculture, Food and Rural Affairs for Rural Economic
Development Funding in the amount of $15,850; and,
THAT the necessary by-law be prepared; and,
THAT the Warden send a letter of appreciation to the Minister of Agriculture, Food and Rural
Affa i rs.
- Carried.
Southwestern Integrated Fibre Technology (SWIFT) Capital Agreement — Chief
Administrative Officer
The Chief Administrative Officer presented the report updating Council on changes to the
Southwestern Integrated Fibre Technology (SWIFT) Capital Agreement and recommending the
execution of this newly amended agreement.
Moved by Councillor Mennill
Seconded by Councillor Wiehle
THAT the Corporation of the County of Elgin approve the execution of the Municipal Capital
Funding Agreement with Southwestern Integrated Fibre Technology Inc. dated March 10th,
2017, noting Elgin's portion of the initial costs of Phase 1 of the Network project is $527,793;
and,
THAT By -Law 17-13 and authorizing recommendation from the April 11th, 2017 council
meeting regarding an earlier Capital Funding Agreement be hereby rescinded; and,
County Council 5 September 12, 2017
THAT the necessary by-law be prepared to execute this new agreement.
- Carried.
Purchase of Ambulance and Computers —Acting Director of Engineering Services
The acting director presented the report recommending that Council approve the purchase of
one replacement ambulance and 16 laptop computers, and that these expenses be paid from
the anticipated surplus from the Brooks Bridge Replacement Project.
Moved by Councillor Ens
Seconded by Councillor Martyn
THAT approximately $154,000 be allocated from the anticipated surplus from the Brooks Bridge
Replacement Project (# 6290-17-01) to the Ambulance Capital Replacement account (# 2800-
17-01) to fund the purchase of one ambulance vehicle and 16 laptop computers for the current
rolling stock.
- Carried.
No Parking By -Law Amendment Miller Road — Acting Director of Engineering Services
The acting director presented the report recommending Council approve an amendment to the
existing No -Parking By -Law to prohibit parking on Miller Road (County Road 15) as requested
by the Municipality of Dutton Dunwich.
Moved by Councillor McWilliam
Seconded by Councillor Marr
THAT the existing No Parking By -Law be amended to include Miller Road (County Road #15),
between Currie Road and Pioneer Line; and,
THAT the Municipality of Dutton Dunwich be requested to install the revised signage; and,
THAT the Ontario Provincial Police be notified of this revised no parking zone.
- Carried.
Countv Road 55 — Boundary Aareement — Actina Director of Enaineerina Services
The acting director presented the report recommending that Council authorize a new boundary
agreement with Norfolk County for the operational and capital responsibilities associated with
County Road 55.
Moved by Councillor Ens
Seconded by Councillor McWilliam
THAT the Warden and Chief Administrative Officer be directed and authorized to sign the
agreement once approved by the County Solicitor.
- Carried.
Transfer of Wonderland Road to the County of Elgin — Acting Director of Engineering
Services
The acting director presented the report informing Council that the necessary by-laws for the
transfer of Wonderland Road to the County of Elgin have been prepared and seeking approval
to sign the transfer documents in order to officially register the transfers with the Land Registry
Office.
Moved by Councillor Martyn
Seconded by Councillor McWilliam
THAT the Warden and the Chief Administrative Officer be authorized to sign the necessary
documents to register the transfers of Wonderland Road to the County of Elgin and Mill Road,
Southdel Drive, and Magdala Road to the Township of Southwold; and,
County Council
THAT the necessary by-laws be approved.
- Carried.
September 12, 2017
Wonderland Road Reconstruction Update — Actina Director of Enaineerina Services
The acting director presented the report updating Council on the progress of a design for the
reconstruction of Wonderland Road.
Moved by Councillor McWilliam
Seconded by Councillor Wiehle
THAT the report titled "Wonderland Road Reconstruction Update" from the Acting Director of
Engineering Services dated August 9, 2017, be received and filed; and,
THAT the Warden issue a letter to the Minister of Transportation requesting the reconsideration
of funding requirements associated with the reconstruction of Wonderland Road and requesting
a meeting with the Minister of Transportation.
- Carried.
Human Resources Policv 4.70 Update — Director of Human Resources
The director presented the report recommending that Council approve updates to Human
Resources Policy 4.70.
Moved by Councillor Mennill
Seconded by Councillor Ens
THAT County Council approve the report titled "Human Resources Policy 4.70 Update", from the
Director of Human Resources, dated August 31, 2017; and,
THAT County Council approve and adopt the attached corresponding policy changes (Human
Resources Policy 4.70), as soon as practicable.
- Carried.
DELEGATION (continued)
Concerns Regarding Clearinq Exemption Application for Plan 117, Part Lots 5-7, Range 1
South of Lake Road, Municipality of Central Elgin — Lorraine Reid
Council considered a letter from Lorraine Reid a resident of Central Elgin with concerns regarding
a proposed Exemption for Woodlands Clearing in Port Stanley. Ms. Reid was not in attendance at
Council.
Moved by Councillor Mennill
Seconded by Councillor Ens
THAT correspondence from Lorraine Reid regarding concerns related to Clearing Exemption
Application for Plan 117, Part Lots 5-7, Range 1 South of Lake Road, Municipality of Central Elgin
be received and filed.
- Carried.
CORRESPONDENCE
Item for Consideration
1. Ontario Fair Workplaces; Better Jobs Act 2017:
a) Lynn Fawn, Deputy Clerk, Peterborough County seeking Council's support requesting
that the Ontario government withdraw the proposed changes to the Act until such time that a
comprehensive economic impact analysis is conducted.
b) AMO Email titled "AMO Submission on Bill 148 — Fair Workplaces, Better Jobs Act, 2017".
County Council
September 12, 2017
The following recommendation was adopted in regard to Correspondence Item #1 a):
Moved by Councillor Marr
Seconded by Councillor Mennill
THAT the Corporation of the County of Elgin support the resolution from Peterborough County
requesting that the Ontario government withdraw the proposed changes to the Fair Workplaces,
Better Jobs Act, 2017 until such a time that comprehensive economic impact analysis is
conducted.
- Carried.
The following recommendation was adopted in regard to Correspondence Item #1 b):
Moved by Councillor Marr
Seconded by Councillor Wiehle
THAT Correspondence Item #1 b) be received and filed.
- Carried.
Items for Information (Consent Agenda)
Responses to Elgin County Council's concerns regarding the Trudeau Liberals' removal of
the tax-exempt portion of remuneration paid to local officials from their 2017 Federal Deficit
Budget:
a) Federal Department of Finance Correspondence Unit
b) B. Funes, Executive Correspondence Officer, Office of the Prime Minister
c) Elliot Hughes, Senior Policy Advisor, The Office of the Hon. Bill Morneau, Minister of
Finance
2. Kathleen Vukovics, Environmental Coordinator, HATCH with Notice of a Public Meeting on
September 13, 2017 from 6:00 — 9:00 p.m. at the Shedden Keystone Complex re: Eleven
Renewable Solar Energy Projects proposed in Elgin County.
3. The Southwestern Integrated Fibre Technology (SWIFT) Network email announcing the list
of pre -qualified service providers to participate in the next stage of the procurement process
for the SWIFT Network Project.
4. Terry Young, Vice President, Conservation and Corporate Relations, Independent Electricity
System Operator (IESO) with information on the future direction of the electricity sector.
5. Elementary Pupil Accommodation Review:
a) Matt Reid, Chair of Thames Valley District School Board thanking Warden Grant Jones
for sharing Council's views.
b) Matt Reid, Chair responding to Township of Malahide's correspondence re: Closure of
Springfield Public School.
c) Karen Martin, Clerk, Township of Zorra with resolution supporting Elgin County Council's
resolution for Thames Valley District School Board to revisit closure of rural schools.
d) Matt Reid, Chair responding to Township of Zorra's correspondence re: closure of rural
schools.
e) Dianne Wilson, Deputy Clerk, Municipality of Central Elgin with resolution urging Thames
Valley District School Board to revisit closure of Sparta, Springfield and New Sarum Schools.
6. Stantec Consulting Ltd. with Notice of a Second Public Meeting and Notice of Draft Renewable
Energy Approval Documents Release by Strong Breeze Wind Power Partnership.
7. John Maddox, JGM Consulting, advising Council of intention to not provide Closed Meeting
Investigator and Integrity Commissioner services beyond December 31st, 2017.
8. Irvin Glasberg, Deputy Attorney General, Ministry of the Attorney General with an update on
the Ministry of the Attorney General's Provincial Offences Act (POA) modernization efforts.
9. Allan Jones, Chairman, National Wall of Remembrance Association (NWORA) with information
on their plan to build a memorial in Kingston, Ontario.
County Council 8 September 12, 2017
10. AMO Communications with information on how to download a copy of the "AMO 2016 Annual
Report".
11. Drina Silva, Communications Coordinator, Thames Valley Family Health Team with copy of
their 2017 Community Report.
12. Thank you cards from Warden Grant Jones and family for the plant/flowers and kindness
shown during the loss of the Warden's father and mother.
13. Elgin County Library Press Release titled "Library Pleased to Announce New Branch
Supervisors".
14. "Doors Open East Elgin" Flyer announcing locations for this event on September 16, 2017
from 10:00 a.m. to 4:00 p.m.
15. "Age Friendly Community Workshop" Flyer announcing workshop at Elgin St. Thomas Public
Health on Thursday, September 21, 2017 from 1:00 p.m. to 4:00 p.m.
16. Elgin Historical Society announcing presentation of "Erland Lee Award" to Mike Baker,
Curator and Manger Elgin County Museum & Archives on Wednesday, September 27, 2017
at 7:30 p.m. at the Elgin County Administration Building.
Moved by Councillor Wiehle
Seconded by Councillor Mennill
THAT Correspondence Items #1 — 16 be received and filed.
- Carried.
OTHER BUSINESS
Statements/Inquiries by Members
Councillor Marr announced his intention to run as Warden for 2018.
Notice of Motion — None.
Matters of Urgency — None.
Closed Meeting Items
Moved by Councillor Wiehle
Seconded by Councillor Jenkins
THAT we do now proceed into closed meeting session in accordance with the Municipal Act to
discuss matters under Municipal Act Section 239.2;
(a) the security of the property of the municipality or local board — Theft of County Property.
(b) personal matters about an identifiable individual, including municipal or local board employees
— Engineering Succession Planning (Follow up).
- Carried.
Moved by Councillor Martyn
Seconded by Councillor Marr
THAT we do now rise and report.
- Carried.
Moved by Councillor Ens
Seconded by Councillor Mennill
THAT the confidential report from the County Solicitor be received and filed and the Solicitor be
directed to proceed with further action.
- Carried.
County Council
Moved by Councillor Marr
Seconded by Councillor Martyn
September 12, 2017
THAT the confidential report from the Director of Human Resources be received and filed and the
Director proceed with further action.
- Carried.
Motion to Adopt Recommendations of the Committee of the Whole
Moved by Councillor Martyn
Seconded by Councillor Marr
THAT we do now adopt recommendations of the Committee Of The Whole
- Carried.
Moved by Councillor Marr
Seconded by Councillor McWilliam
THAT By -Law No. 17-26 "Being a By -Law to Authorize a Municipal Capital Agreement between
the Corporation of the County of Elgin and the Southwestern Integrated Fibre Technology
Network and to Rescind By -Law 17-13" be read a first, second and third time and finally passed.
- Carried.
Moved by Councillor Mennill
Seconded by Councillor Wiehle
THAT By -Law No. 17-27 "Being a By -Law to Authorize the Transfer of Certain Road Allowances
from the Township of Southwold and the Addition of said Road Allowances, being County Road
29 (Wonderland Road),to the County Highway System and to Amend By -Law 10-10 as
previously amended" be read a first, second and third time and finally passed.
- Carried.
Moved by Councillor Martyn
Seconded by Councillor Marr
THAT By -Law No. 17-28 "Being a By -Law to Authorize the Removal of Certain Road Allowances,
being County Road 20 (Magdala Road), from the County Highway System and to Transfer said
Road Allowances to the Township of Southwold and to Amend By -Law 10-10 as previously
amended" be read a first, second and third time and finally passed.
- Carried.
Moved by Councillor Jenkins
Seconded by Councillor Mennill
THAT By -Law No. 17-29 "Being a By -Law to Authorize the Removal of Certain Road Allowances,
being County Road 119 (Mill Road), from the County Highway System and to Transfer said Road
Allowances to the Township of Southwold and to Amend By -Law 10-10 as previously amended"
be read a first, second and third time and finally passed.
- Carried.
Moved by Councillor Marr
Seconded by Councillor Ens
THAT By -Law No. 17-30 "Being a By -Law to Authorize the Removal of Part of the Road
Allowance between Township of Delaware and Township of Southwold, being County Road 17
(Southdel Drive) from the County Highway System and to Transfer said Road Allowance to the
Township of Southwold and to Amend By -Law 10-10 as previously amended" be read a first,
second and third time and finally passed.
- Carried.
10
County Council 10 September 12, 2017
Moved by Councillor Martyn
Seconded by Councillor Jenkins
THAT By -Law No. 17-31 "Being a By -Law to Authorize the Warden and Chief Administrative
Officer to Enter into a Funding Agreement with the Ontario Ministry of Agriculture Food and Rural
Affairs, Under the Rural Economic Development (Red) Program to Implement Elgin County
Tourism Promotional Video Marketing and Outreach" be read a first, second and third time and
finally passed.
- Carried.
Moved by Councillor Mennill
Seconded by Councillor Marr
THAT By -Law No. 17-32 "Being a By -Law to Authorize Elgin County to Execute a Memorandum
of Agreement with Jack Huber and Amy Dale to Provide Substitute Prosecutorial Services" be
read a first, second and third time and finally passed.
- Carried.
Moved by Councillor McWilliam
Seconded by Councillor Martyn
THAT By -Law No. 17-33 "Being A By -Law To Designate Through Highways" be read a first,
second and third time and finally passed.
- Carried.
Moved by Councillor Ens
Seconded by Councillor Marr
THAT By -Law No. 17-34 "Being a By -Law to Amend the Schedule to By -Law No. EG1 (16-11)
being a By -Law for the Regulation of Traffic" be read a first, second and third time and finally
passed.
- Carried.
Moved by Councillor Marr
Seconded by Councillor Jenkins
THAT By -Law No. 17-35 "Being a By -Law to Confirm Proceedings of the Municipal Council of
the Corporation of the County of Elgin at the September 12, 2017 Meeting" be read a first,
second and third time and finally passed.
- Carried.
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Moved by Councillor McWilliam
Seconded by Councillor Wiehle
THAT we do now adjourn at 12:00 p.m. and meet again on September 26, 2017 at the County
Administration Building Council Chambers at 9:00 a.m.
- Carried.
Julie Gonyou, Grant Jones,
Chief Administrative Officer. Warden.
11
REPORTS OF COUNCIL AND STAFF
September 26, 2017
Staff Reports —(ATTACHED)
Director of Homes and Seniors Services — Homes — Nursing (Section A — M) Policy Manual
Review and Revisions
Director of Homes and Seniors Services — Homes — Enhanced Behavioural Supports Ontario
(BSO) —Additional Base Funding
Director of Community and Cultural Services — Naming of New Museum Facility and Project
Update
Director of Community and Cultural Services — Improving Library Digital Services Fund Grant\
Acting Director of Engineering Services — Municipal Disaster Response Agreement Renewal —
Canadian Red Cross
Purchasing Coordinator — Quarterly Information Report — Contract Awards, April 1, 2017 to
June 30, 2017
Director of Financial Services — 2016 Audited Consolidated Financial Statements
Director of Financial Services — Vacancy/Excess Land Reduction/Rebate
Director of Human Resources — Service Recognition Awards
Director of Human Resources — 2018 Manulife Benefits Renewal Forecast
12
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REPORT TO COUNTY COUNCIL
FROM: Rhonda L. Duffy, Director of Homes and Seniors Services
DATE: September 12, 2017
SUBJECT: Homes — Nursing (Section A — M) Policy Manual Review and Revisions
INTRODUCTION:
Departmental policy and procedure manuals ensure consistency and quality in the
services provided by Elgin County Homes and Seniors Services. As per the Long -Term
Care Homes Act (LTCHA), 2007, policies and procedures are to be reviewed annually.
This ensures inclusion of Best Practice and legislative guidelines and aligns with the
LTCHA and Regulations.
DISCUSSION/CONCLUSION:
The Homes Policy Manual for Nursing (Section A — M) has been reviewed and revised.
The revised manual includes revisions to the following policies and procedures:
• Ambulance Services — update of non -emergency transport services
• Bed Rails — update to align with "Minimizing Restraining of Residents" policy
• Catheter Care — Daily — update to align with Best Practices
• CPR - Plan of Treatment Algorithm — algorithm revision 2017
• Death of a Resident — Appendix A revision
• Falls — Appendix D — Post Fall Screen for Resident Environmental Factors —
formatting
• Foot care services — update of services
• Glucometers — update to align with Best Practices
• Medication — Destruction of Narcotic and Controlled Drugs — updated to align
with current pharmacy provider policy and Best Practices
• Metric Equivalents — deleted
The Managers of Resident Care of each of the Homes has reviewed and approved the
revisions which align with the LTCHA, 2007 and Regulations, improve resident and staff
safety and service delivery.
The noted policy revisions may be reviewed through the County Website
http://www.elpincounty.ca/seniors-services/our-team/em ployee®portal-0.
RECOMMENDATION:
THAT Council approve the County of Elgin Homes and Seniors Services Nursing (Section
A — M) Policy Manual review and revisions for 2017.
All of which is Respectfully Submitted Approved for Submission
Rhonda L. Duffy Julie Gonyou
Director of Homes and Seniors Services Chief Administrative Officer
13
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REPORT TO COUNTY COUNCIL
FROM: Rhonda L. Duffy, Director of Homes and Seniors Services
DATE: September 12, 2017
SUBJECT: Homes— Enhanced Behavioural Supports Ontario (BSO) -Additional Base
Funding
INTRODUCTION:
The Southwest Local Health Integration Network (SWLHIN) has provided Long -Term Care
Homes with additional base funding in support of the Behavioural Supports Ontario (BSO)
initiative.
DISCUSSION:
The SWLHIN has expanded the focus of all BSO services which will aid in improving long-
term cares' ability to provide interventions for older adults who exhibit challenging and complex
behaviours as well as behaviours due to cognitive impairments. The additional base funding is
now able to be used for non-medical roles such as Occupational Therapists, Recreational
Therapists and other health related professionals.
This social model of care is aimed at complimenting the traditional medical model and
enhancing therapies and interventions for challenging and complex behaviours. Staff has
been advocating for the expansion of the use of BSO funding as the industry's resources for
utilization of Personal Support Workers for hands on interventions has become more limiting.
The additional annual base funding amount for each long-term care home within the SWLHIN
is $9,047.
CONCLUSION:
The enhancements which are being provided through the SWLHIN help to augment the existing
level of care which long-term care homes currently provides.
RECOMMENDATIONS:
THAT the Warden on behalf of Council accept the increase in the base funding for Behavioural
Supports from the Southwest Local Health Integration Network; and,
THAT the Warden on behalf of Council send a letter to the Southwest Local Health Integration
Network in appreciation of the additional funding.
All of which is Respectfully Submitted Approved for Submission
Rhonda L. Duffy Julie Gonyou
Director of Homes and Seniors Services 14 Chief Administrative Officer
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;rt REPORT TO COUNTY COUNCIL
FROM: Brian Masschaele, Director of Community and Cultural Services
DATE: September 8, 2017
SUBJECT: Naming of New Museum Facility and Project Update
INTRODUCTION:
Construction of a new facility to house exhibit and programming functions of the Elgin
County Museum is well underway. This report updates Council on the project timeline
and recommends a name for the new facility.
DISCUSSION:
Construction of a new 3,164 square foot exhibit and programming facility for the Elgin
County Museum adjacent to the Elgin County Administration Building is well underway.
Total approved cost for this project is $1,046,100, with $485,000 being contributed by
the federal government's Canada Cultural Spaces Fund. An additional $100,000 has
been approved in the Museum's capital budget for furnishings and equipment. To date,
the project is projected to stay within budget. In terms of construction timeline, the
project is approximately six weeks behind what was initially projected, with completion
now scheduled for mid-December 2017. The first exhibit in the new building is
scheduled for mid-January 2018. While the timeline for installation is admittedly tight,
staff are confident that sufficient time exists to make the building operational for public
opening. Further publicity on the first exhibit will follow in the coming weeks. Further
operational details, such as hours of operation and admission procedures, will be the
subject of a future report to Council before the end of 2017.
At this time, it is prudent to formalize the name of the new facility so that staff may
proceed with provision of signage and any registrations that must be made relative to
the building's address (460 Sunset Drive). The project has been tentatively called the
"Elgin County Heritage Centre" for grant and project management purposes. Staff are
recommending that this now become the formal name of the new facility. Staff feel it
important that the new building have a name associated with the function of a museum
without calling the building itself a museum given that other aspects of the operation,
such as collection storage and processing, are not encompassed in the new facility.
These functions will remain on the 4t" floor of the Elgin County Administration Building.
Therefore, the new building is only part of the Museum's total operations.
CONCLUSION:
Attached to this report is a recent elevation showing what the building will look like upon
completion. When completed, the new facility will provide a highly visible and more
accessible location for Museum exhibits and programming, and will serve as a gateway
centre for tourism information and promotion of County services.
15
RECOMMENDATION:
THAT the facility being constructed at 460 Sunset Drive to house exhibit and
programming functions of the Elgin County Museum be hereby known as the Elgin
County Heritage Centre.
All of which is Respectfully Submitted
Brian Masschaele
Director of Community and Cultural Services
16
Approved for Submission
Julie Gonyou
Chief Administrative Officer
REVISIONS
NOTES'.
(
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KEY PLAN:
CLIENT:
-IT' OF ELGII
PROJECT:
e JA UN
erarfo0'(0JJyJ6
;r� REPORT TO COUNTY COUNCIL
FROM: Brian Masschaele, Director of Community and Cultural Services
DATE: September 8, 2017
SUBJECT: Improving Library Digital Services Fund Grant
INTRODUCTION:
Staff were recently informed that the Elgin County Library will receive a provincial grant
of $16,755 through the Improving Library Digital Services Fund. This report recommends
that the funding be accepted and outlines eligible expenses.
DISCUSSION:
The Ontario Ministry of Tourism, Culture and Sport recently notified staff that the Elgin
County Library will receive a grant of $16,755 through a new program called the
Improving Library Digital Services Fund. The fund was announced in the 2017 Ontario
budget. Eligible expenses under this fund are geared towards helping people stay
connected through increasing access to technology, digital services and training
opportunities at public libraries and can include the following investments:
• Hardware/software to support technology lending programs.
• Technology-based training for staff or patrons to support digital participation and
inclusion.
• Website development and content creation.
• Promotion, advertising, marketing and training on new technologies.
Funds are to be expended by March 31, 2018 and there is no matching requirement.
Funding renewal beyond 2017-18 has not yet been announced. Staff are currently
exploring priority investments under the terms of the fund, with upgrades to hardware a
priority in this regard.
CONCLUSION:
Staff are particularly encouraged that this particular fund has established a specific funding
envelope for rural, remote and First Nation public libraries. This is an encouraging sign
that advocacy efforts on the critical importance of rural libraries in providing reliable
connectivity and much-needed services to rural residents are finally bearing fruit.
However, these efforts must continue given the recent elimination of programs such as the
federal Community Access Program which used to provide stable funding for technology
upgrades in rural libraries. Staff recommend that the Warden on behalf of Council issue a
letter of appreciation to the Minister of Tourism, Culture and Sport to acknowledge these
funds.
im
RECOMMENDATIONS:
THAT the Warden and Chief Administrative Officer be authorized to enter into a funding
agreement in the amount of $16,755 with the Province of Ontario under the Improving
Library Digital Service Fund; and,
THAT a project be established in the 2017 and/or 2018 budgets of the Elgin County
Library according to the terms of the contribution agreement; and,
THAT the Warden on behalf of Council issue a letter of appreciation to the Ontario
Minister of Tourism, Culture and Sport and the Member of Provincial Parliament for
Elgin -Middlesex -London.
All of which is Respectfully Submitted
Brian Masschaele
Director of Community and Cultural Services
19
Approved for Submission
Julie Gonyou
Chief Administrative Officer
yiu�wnnU111�� �
IAgin! REPORT TO COUNTY COUNCIL
FROM: Peter Dutchak, Acting Director of Engineering Services
DATE: September 10, 2017
SUBJECT: Municipal Disaster Response Agreement Renewal — Canadian Red Cross
INTRODUCTION:
In 2012, the County of Elgin, in partnership with the City of St. Thomas entered into an
agreement with the Canadian Red Cross to provide disaster relief services as required.
The agreement has been reviewed by the Red Cross, City staff and County staff and
some improvements have been incorporated into a new agreement. This report seeks
approval to enter into a revised agreement with the City of St. Thomas and the Canadian
Red Cross Society for the provision of disaster relief services.
DISCUSSION:
The St. Thomas -Elgin Social Services Department is responsible for the provision of
disaster relief services within the County of Elgin, including Elgin's partner municipalities.
To ensure adequate services are available during a declared emergency an agreement
was entered into with the Canadian Red Cross Society in 2012 to provide disaster relief
services. The agreement has expired and is now being renewed. The existing
agreement has been reviewed by staff from the City of St. Thomas, the County of Elgin
and the Canadian Red Cross Society.
The review produced the following revisions:
• The Red Cross will provide two informational training sessions annually for staff.
• A three year agreement term has been identified.
• Contact information was updated.
• The schedule of services has been clarified.
• Major and Minor incidents have been defined.
• Total fees have been reduced from $25,000 to $22,500 over the 3 year term.
The annual fee paid to the Red Cross is essentially a stand-by or retainer fee to ensure
trained volunteers are available, providing the ongoing training of local staff to manage
shelters and the ongoing inspection and designation of shelter facilities (as requested by
the local municipality). The County of Elgin provides the annual fee for these services on
behalf of Elgin's municipal partners who are responsible for local emergency shelters.
20
Annual fees are shared with the Province and City of St. Thomas as follows:
Total Annual Fee
$ 7,500
Less Provincial share (50%)
($3,750)
subtotal
$ 3,750
Less City of St. Thomas contribution
($ 2,662.50)
(71 % based upon 2016 Ontario Works cost sharing)
County of Elgin's annual cost
$ 1,087.50
CONCLUSION:
In 2012, the City of St. Thomas and the County of Elgin had partnered with the Canadian
Red Cross Society to provide disaster relief services if requested in the event of an
emergency. An extensive review of the existing agreement has been conducted and a
revised agreement has been prepared to improve upon the pervious agreement.
The new agreement has been attached for County Council's information and has been
reviewed by the County Solicitor.
RECOMMENDATIONS:
THAT the County of Elgin enter into the attached agreement with the City of St. Thomas
and the Canadian Red Cross Society for the provision of Disaster Relief Services; and,
THAT the Warden and Chief Administrative Officer are authorized and directed to enter
into this agreement; and,
THAT the annual fees be allocated from the Emergency Measures budget.
All of which is Respectfully Submitted Approved for Submission
Peter Dutchak Julie Gonyou
Acting Director of Engineering Services Chief Administrative Officer
21
AGREEMENT FOR DISASTER RELIEF SERVICES
(The "Agreement")
Dated this day of , 2017.
BETWEEN:
The Corporation of the City of St. Thomas, a corporation incorporated under
the laws of Canada having its municipal office located at 545 Talbot Street, St.
Thomas, Ontario, N5P 3V7,
(Hereinafter referred to as "St. Thomas" or the "Entity")
-And-
Corporation of the County of Elgin, a corporation incorporated under the laws
of Canada having its regional office located at 450 Sunset Drive, St. Thomas,
Ontario, N5R 5V1.
(Hereinafter referred to as `Elgin" or the "Entity")
OF THE FIRST PART;
-And-
THE CANADIAN RED CROSS SOCIETY, a not-for-profit corporation and
registered Charity incorporated under the laws of Canada having its National
Office registered 170 Metcalfe St, Ottawa Ontario K2P 2P2;
(Hereinafter referred to as the "CROS")
OF THE SECOND PART.
WHEREAS the Entity, as a combination of St. Thomas and Elgin, is responsible for safeguarding
and protecting the health, safety and security of its citizens and for basic financial assistance for
the purpose of providing basic needs, shelter and disaster relief to its citizens in accordance with
provincial legislation;
AND WHEREAS the Entity wishes to put into place procedures and practices to address
disasters within the Entity;
Agreement for Disaster Relief Services
22
AND WHEREAS the CRCS is recognized officially as an auxiliary to the public authorities in
providing protection and assistance to Incident Affected People, and has the resources and
mandate to assist in the provision of disaster relief;
AND WHEREAS the Entity wishes to enter into an agreement with the CRCS for the provision of
disaster relief services in accordance with this Agreement and Schedule "A" (the "Services");
NOW THEREFORE, IN CONSIDERATION of the premises and of the mutual covenants herein,
the Entity and the CRCS (the "Parties") or individually (the "Party") hereto covenant and agree as
follows:
Definitions.
1.1 For the purposes of this Agreement, the following terms and phrases shall have the
following meanings:
a) "Approved" means acceptable to the authority having jurisdiction.
b) "Authorized Representatives" means an individual who has the legal
authorization to act on behalf of the Party.
C) "Business Day" shall mean a day on which the Entity's and the CRCS' offices
are open for operations and excludes Saturday, Sunday and any other day which
is a statutory or legal holiday in Canada.
d) "Calendar Days" shall mean all days in a month, including weekends and
holidays.
e) "Entity", means a combination of St. Thomas and Elgin and, subject to the
specific terms hereof, the rights, entitlements, and obligations as a Party hereto
shall be enjoyed, borne, and/or exercised by St. Thomas and Elgin, as the case
may be, as separate and distinct municipal corporations.
f) "Incident" means an urgent and critical situation, or an impending situation, of a
temporary nature caused by an accident, an intentional act, the forces of nature
or otherwise that constitutes a danger to the life, health, safety or property of the
citizens of the Entity and includes:
(i) "Major Incident" means an event caused by a natural phenomenon, a
technological failure or an accident, whether or not resulting from human
intervention, that causes serious harm to more than 25 people or
substantial damage to more than 10 dwelling units and requires unusual
action on the part of the affected community, or a Response to a Minor
Incident that has exceeded 72 hours;
(ii) "Minor Incident" means an exceptional event of a similar nature to a
Major Incident, but which only affects the safety of a maximum of 25
people or 10 dwelling units whichever is greater, with a Response
duration of no more than 72 hours;
g) "Disaster Management" means ongoing efforts by the Entity to prevent,
mitigate, prepare for, respond to, and recover from, an Incident.
h) "Duty Officer" means a person designated by the CRCS as a point of contact for
Notification of an Incident in accordance with Schedule "D" of this Agreement.
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23
"Eligible Expenses" means those expenses incurred in the provision of Services
of a type for which the CRCS is entitled to be reimbursed by the Entity.
j) "Emergency Response" or "Incident Response" or "Response" means those
activities, tasks, programs, and systems designed to address the immediate and
short-term effects of the Incident.
k) "Emergency Shelter" means a centre identified by the Entity for the temporary
lodging of affected persons of the Incident.
"Emergency Sites" means any facility utilized to provide services to Incident -
affected People, such as an Emergency Shelter and/ or Reception Centre.
M) "Force Majeure" means a set of circumstances within the context of a response
to an Incident that significantly hinder the ability of the CRCS to deliver services
despite reasonable business efforts to fulfill the terms of the Agreement. These
situations may include those where the CRCS is unable to access necessary
materials or resources to provide certain or all of the Services described in
Schedule "B" of this Agreement.
n) "Geographic Area" means the combined geographic area included within the
territorial limits of the Entity, including the Corporation of the City of St. Thomas
and the Corporation of the County of Elgin.
o) "Incident -Affected People" or "Incident -Affected Person" means any person
who may be evacuated or required to evacuate from a location on an emergency
basis as a preventive measure or as a result of an event that jeopardizes their
physical integrity. Individuals required to comply with quarantine measures also
qualify as Incident -Affected People.
P) "Notify", "Notified" or "Notification" means a process of informing the CRCS of
the existence and circumstances of an Incident as set out in Schedule "D" of this
Agreement.
q) "Preparedness" means those activities, tasks, programs and systems developed
and implemented prior to an Incident that are used to support the prevention of,
mitigation of, response to, and recovery from an Incident.
r) "Reception Centre" means a centre identified by the Entity for the registration of
affected persons during an Incident or identified as an information centre.
S) "Services" or "Disaster Services" means forms of Incident -related assistance to
Incident -Affected People as specified in Section 2.1 and pursuant to Schedule "A"
of this Agreement.
t) "Specialized Needs" means the outstanding needs of an Incident -Affected
Person that will require connection and referrals to services not directly provided
by the Red Cross. These may include, but are not limited to, health concerns,
prescription medication needs, assistive devices, translation services, and
pet/support animal services.
U) "Vulnerable Person" means an individual who are unable to access Services or
to make their own arrangements during an Incident due to existing barriers or
barriers that may arise as a result of an Incident. Barriers may be based on
communication, medical, independent living, supervision, and transportation
needs.
V) "CRCS Personnel' means staff and volunteers who are affiliated with the
Canadian Red Cross Society
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24
2. Services.
2.1 The Services to the Geographic Area as set out in Schedule "A", which shall include
Preparedness Services, shall be provided by the CRCS for consideration of the fees as
set out in Schedule "C" of this Agreement. The Entity will call on the services of the
CRCS in the event of:
X Major Incident
2.2 The CRCS shall provide the Services set out in Schedule "A" upon receipt of the Entity's
Notification of an Incident pursuant to Section 7 of this Agreement. However, nothing in
this Agreement restricts the entitlement of the CRCS to provide additional services at its
own expense, in the absence of Notification of an Incident by the Entity, and to raise
funds independently for these additional services. In addition, the CRCS and the Entity
may negotiate payment to the CRCS for additional services (outside the Services set out
in Schedule "A") at the time of an Incident or at any time thereafter. The provision of
additional services by the CRCS for the Entity shall be mutually agreed by the parties in a
separate written agreement.
3. Term.
3.1 The Parties agree that the right to request Services under this Agreement shall
commence on the date of the last signature of the Parties to the Agreement and shall
terminate three (3) calendar years after the date of last signature of the Parties (the
"Term"), unless terminated earlier in accordance with Section 21 (Termination). If the
Parties wish to extend this Agreement, such extension shall be made in writing and
agreed to by both Parties.
4. Contribution.
4.1 Preparedness Services - In order that the CRCS may discharge its responsibilities under
this Agreement, the Entity agrees to make an annual contribution to the CRCS in the
amount of $7,500 CDN for each year that the Agreement is in effect. The annual
contribution shall be paid within thirty (30) Calendar Days of the date on which the
Agreement is signed and thereafter on the anniversary date of the date on which the
Agreement comes into force, for the duration of the Agreement.
4.2 In addition to the annual contribution described above, the Entity shall reimburse the
CRCS for expenses incurred in the provision of assistance as defined in Section 2.1 and
in accordance with Schedule "A" of this Agreement.
4.3 For the purposes of this section and as between the said municipal corporations, the
annual contribution and expense reimbursement payment as referred to above shall
be subject to any funding agreement or arrangement as between St. Thomas and Elgin
and/or, if applicable, monetary subsidy available from the Province of Ontario.
4.4 For the further purposes of this section, the Parties agree that administration of the
within Agreement, including but not limited to delivery of invoices and payment of annual
contribution and/or expense reimbursement, shall be effected, in the first instance,
through St. Thomas.
5. Designation of Service Locations
5.1 The Entity shall designate locations as potential facilities to be used by the CRCS in a
provision of Services and shall provide the CRCS with a list of designated facilities.
6. Licenses.
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25
6.1 The Entity shall ensure that the local municipal authorities where the Incident occurs
promptly obtain any required licenses, approvals or permits required to operate the
location(s) where Services are provided.
7. Notification of an Incident.
7.1 In the event of an Incident or impending Incident where CRCS assistance is sought, or is
reasonably expected to be sought within a short period, the Entity shall immediately
contact the CRCS for the provision of the Services in accordance with Schedule "D":
Notification Protocol.
8. CRCS Personnel.
8.1 When carrying out Services under this Agreement, the CRCS shall provide the necessary
personnel for the delivery of the Services, with the understanding that the workforce is
comprised principally of volunteers, and the recognition that availability may be reduced
in exceptional circumstances despite the reasonable efforts of the CRCS. After the
Notification, the Entity shall remain responsible for providing the required staff to operate
the Reception Centres and for providing the Services until the CRCS takes over
operation of the Services as set out in Schedule "A". If the CRCS is no longer providing
the Services, the responsibility for the Reception Centres and the provision of the
required Services designated under law shall revert back to the Entity.
8.2 The CRCS shall ensure that all of its personnel and equipment at a site where Services
are being provided are clearly identified with the CRCS Logo.
9. Records Management.
9.1 The CRCS shall establish, maintain, and retain records of all Incident -Affected People
who are registered during a Major Disaster. The records shall include the following
information, as it is provided:
a) names of all family members;
b) primary residence address;
C) forwarding address and contact phone number for Persons Affected by the
Incident when they leave Emergency sites; and
d) specialized needs relevant to the provision of Services.
Upon the conclusion of the Services, the CRCS shall deliver a record of all Incident -
Affected People served to the Entity with the exception of the files of Incident -Affected
People who have requested their personal information not be shared with the Entity
pursuant to Section 11.4 of this Agreement.
9.2 The CRCS warrants that it will not infringe upon or violate any intellectual property rights,
including, but not limited to, any patent, copyright, trade secret or any other right of any
third party, and will not be libelous or slanderous or otherwise unlawful.
9.3 The CRCS agrees that copyright in and all information and material of any kind
whatsoever acquired or prepared by the Entity for the CRCS pursuant to this Agreement,
shall, both during and following the term of the Agreement, be the sole property of the
Entity. CRCS will own exclusively all property or materials which the CRCS produces in
performance of the Services, and all copyright and other industrial and intellectual
property rights in such property and materials. For greater clarity, CRCS retains the
copyright and exclusive right of use for its own service provision methods, document
Page 5 08/31/2017
26
templates, disaster management training techniques, and all materials related to these
functions.
10. Supply Management.
10.1 The CRCS shall be responsible to stock and maintain supplies as required to fulfill
obligations as required to provide Services pursuant to this Agreement.
11. Information about an Identifiable Individual.
11.1 The CRCS and the Entity shall act in accordance with all applicable privacy laws. To the
extent the Parties have differing obligations under applicable privacy legislation; the
Parties shall take reasonable steps to facilitate the other Party's compliance with
applicable law.
11.2 The CRCS will treat as confidential and will not, without the prior permission of the Entity,
publish release or disclose, or permit to be published, released or disclosed, either before
or after the expiration, information supplied to, obtained by, or which comes to the
knowledge of the CRCS as a result of the Agreement except insofar as such publication,
release or disclosure is necessary to enable the CRCS to fulfill its obligations under the
Agreement.
11.3 Restricted Files - The CRCS will permit an Incident -Affected Person to have their client
file marked as a "restricted file". The CRCS will treat as confidential and will not, without
the prior permission of the Entity, publish, release or disclose, or permit to be published,
released or disclosed, either before or after the expiration or Termination of this
Agreement, information supplied to, obtained by, or which comes to the knowledge of the
CRCS as a result of the Agreement except insofar as such publication, release or
disclosure is necessary to enable the CRCS to fulfill its obligations under the Agreement.
11.4 Non -Disclosed Files - Upon request by an Incident -Affected Person, the CRCS shall
avoid disclosure of the personal information of a specified Incident -Affected Person and
or members of his or her household to the Entity. In such a case, the CRCS will inform
the Entity of Services provided only in anonymized or aggregated form. The Entity may
request further non -identifying information as needed in order to facilitate for
reimbursement in accordance with Schedule "C" of this Agreement.
11.5 Notwithstanding paragraph 11.3, the Entity acknowledges that the information which is
entered on CRCS client files is given to the CRCS in confidence, and shall be available
or shared with the Entity for the purposes of Incident response only. The Entity further
acknowledges that certain registrants may request that the information they provide the
CRCS be restricted in its distribution for personal reasons. Upon being advised by the
CRCS, this higher level of confidentiality must also be respected by the Entity.
11.6 The CRCS shall give Incident -Affected People verbal or written notification when
information about an identifiable individual is collected and/or recorded during a response
to an Incident. The notice will inform the individual about the reason for collecting the
information; how the information will be used; and who will have access to it.
12. Confidentialitv.
12.1 Confidentiality and Security of Material and Information - The CRCS agrees to ensure
that the CRCS, its partners, directors, officers, employees, agents, sub -contractors and
volunteers shall, both during or following the term of this Agreement, maintain the
confidentiality and security of all material and information which is the property of the
Entity and CRCS agrees that the CRCS, its partners, directors, employees, agents, sub-
contractors and volunteers shall not directly or indirectly disclose or use, either during or
following the term of this Agreement, except where required by law, any material or
information belonging to the Entity pursuant to this Agreement, without first obtaining the
written consent of the Entity for such disclosure or use.
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12.2 Confidential Information. "Confidential Information" means any information or material
that relates to each party's business and affairs including CRCS donor lists and any
information relating to the suspension or termination of this Agreement, and that: (i) is
clearly marked "confidential" or "proprietary" if provided in written or visual form, (ii) is
preceded by a statement that such information is confidential or proprietary, if provided in
oral form, or (iii) given the circumstances surrounding disclosure, should in good faith be
treated as confidential or proprietary exclusions.
12.3 Confidential Information shall not include any information that: (i) is in the public domain
at the time of its communication; (ii) is independently developed by each party (iii)
entered the public domain through no fault of the receiving party subsequent to
communication with the other party; (iv) is in possession of the receiving party free of any
obligation of confidence at the time it was communicated to the receiving party; or (v) is
communicated to the receiving party by a third party under no legal obligation to maintain
the confidentiality of the information. Additionally, each party may disclose such
Confidential Information to the extent required by legal process; provided that, prior to
making any such disclosure, each party shall notify the other party of same and that each
party shall have the right to participate with the other party in determining the amount and
type of Confidential Information, if any, which must be disclosed in order to comply with
any such legal process.
13. Privacy Policy.
13.1 The Parties acknowledge and agree that any personal information that is provided to a
Party for the purpose of creating records or otherwise is provided to that Party in
confidence and is protected by each Party's privacy policies and applicable privacy
legislation with which each Party agrees to comply.
14. Alternative Accommodation.
14.1 In the event the CRCS provides lodging Services in an Incident, the CRCS shall have the
option to, with the approval of the Entity, direct an Incident -Affected Person to alternative
accommodation if, in the opinion of the CRCS, the Incident -Affected Person requires
special care and is unable to be adequately housed in a Reception Centre.
15. Indemnification.
15.1 Each Party shall, during the Term and after the termination of this Agreement, indemnify
and save harmless the other from any loss, damage, claim, cost, expense or liability
whatsoever that the other may incur, suffer or be required to pay pursuant to any claim,
demand, action, suit, litigation, charge, complaint, prosecution or other proceeding that
may be made or asserted against or affect the party indemnified by reason of a wrongful
or negligent act or omission on the part of the indemnifying Party, its employees,
servants, agents, subcontractors or volunteers in the performance, or rendering of
Services.
16. Insurance.
16.1 The Entity, as St. Thomas and Elgin and through their own insurer, shall, at its sole cost
and expense, take out and keep in force throughout the Term of this Agreement
commercial general liability insurance covering all acts and omissions of its employees
and volunteers in respect of loss by or injury to third parties, including CRCS staff and
volunteers, arising from those acts or omissions in the course of this Agreement, both
coverage's to a limit of at least Ten Million Dollars ($10,000,000.00) per Incident, or such
lesser amount as is approved by the Society. The policy will include CRCS as an
Additional Insured and will contain a Cross Liability and Severability of interest clause.
Page 7 08/31/2017
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Certificates of insurance will be delivered promptly to the CRCS, on request, throughout
the Term of this Agreement.
16.2 Each policy of insurance must be endorsed to provide thirty (30) days notice to CRCS in
the event of cancellation by the insurer. Additionally the Entity must provide the CRCS
with thirty (30) days written notice of its intention to cancel or not renew the policy.
16.3 The CRCS shall, at its sole cost and expense, take out and keep in force throughout the
Term of this Agreement commercial general liability insurance covering all acts and
omissions of its employee and volunteers in respect of loss by or injury to third parties,
including Entity staff and volunteers, arising from those acts or omissions in the course of
this Agreement, to a limit of at least Ten Million Dollars ($10,000,000.00) per Incident, or
such lesser amount as is approved by the Entity. The policy will include the Entity as an
Additional Insured and will contain a Cross Liability and Severability of interest clause
Certificates of insurance will be delivered promptly to the Entity from time to time, on
request, throughout the Term of this Agreement.
16.4 Each policy of insurance must be endorsed to provide thirty (30) days notice to the Entity
in the event of cancellation by the insurer. Additionally the CRCS must provide the Entity
with thirty (30) days written notice of its intention to cancel or not renew the policy.
17. Fundamental Principles.
17.1 The Parties shall carry out the terms of this Agreement in accordance with the
Fundamental Principles of the International Red Cross and Red Crescent Movement, as
attached in Schedule "B".
18. Reporting.
18.1 The CRCS shall provide to the Entity, including the City of St. Thomas Director of Social
Services, the City of St. Thomas CEMC, and the County of Elgin CEMC, the following
reporting on Services provided to Incident -Affected People:
a) An annual report on preparedness activities undertaken by the CRCS provided
within 30 days of each annual anniversary date of the start of the Agreement's
Term.
b) A summary report on Services provided in connection with each Incident within a
reasonable time after conclusion of provision of Services for that Incident but at a
minimum within three (3) months after the conclusion of Service provision.
19. No Assumption of Partnership.
19.1 Nothing in this Agreement gives rise to a partnership or joint venture between the Entity
and the CRCS or to an employment relationship between the Entity and the employees
or volunteers of the CRCS in the provision of Services.
20. Amendment of Agreement.
20.1 None of the terms, conditions or provisions of this Agreement shall be held to have been
changed, waived, varied, modified or altered by any act or statement of either Party, their
respective agents, servants or employees unless done so in writing signed by both Parties.
21. Termination.
21.1 Either party may terminate the Agreement for any reason and at any time upon providing
sixty (60) days written notice.
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21.2 Notwithstanding any other provision in the Agreement, the Entity reserves the right to
terminate the Agreement immediately upon written notice to the CRCS if:
21.2.1 the CRCS is adjudged bankrupt or makes a general assignment for the
benefit of its creditors;
21.2.2 a receiver is appointed on account of the CRCS's insolvency.
21.3 Termination of Agreement - With Notice — This Agreement may be terminated by either
Party by giving sixty (60) days' notice in writing to the other Party after an attempt has
been made to engage the other Party in Dispute Resolution pursuant to Section 26
below. If this Agreement is so terminated, the Entity will have no further obligation to
CRCS except to pay CRCS such fees and expenses as described in Section 4
(Contribution) and Schedule "C" of this Agreement. For clarification, termination of this
Agreement shall not relieve either party of any ongoing obligation incurred in accordance
with this Agreement prior to its termination.
21.4 Effect of Termination - Rights of the Entity — The Entity will not, by virtue of any of the
above instances of termination, waive any rights or remedies it may have in the
Agreement or otherwise at law. The Entity shall only be responsible for the payment for
Services which are funded by the Entity and which have been completed up to and
including the effective date of any such termination with the exception of annual
Contribution costs up to and including the year of Termination, as described in Section 4
(Contribution) and Schedule "C" of this Agreement.
21.5 Termination - Duties of CRCS - Upon termination, the CRCS shall, at a minimum, in
addition to other provisions in this Agreement, disclose to the Entity the current state of
the Service at the date of termination and provide to the Entity a report of, and all
information requested by the Entity pertaining to the Service.
22. Withdrawal of Services.
22.1 The CRCS may provide immediate notice at any time during an Incident advising that it
shall withdraw or reduce its services in the event conditions are such that the CRCS is
unable to provide Services without compromising the health or safety of its employees
and/or volunteers.
23. Legal Notice.
23.1 Any notice, instrument or document to be given, served or delivered must be in writing
and sent to the other Party at the address indicated below, or to such other address as
may be designated by notice provided by either Party to the other as indicated below:
For the CRCS:
Vice President, Ontario
5700 Cancross Court, Mississauga, L5R 3E9
For the Entity:
Director of Social Services
545 Talbot Street, P.O Box 520, St. Thomas, Ontario, N5P 3V7
and
Director of Engineering Services
450 Sunset Drive, St. Thomas, Ontario N5R 5V1
Page 9 08/31/2017
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Any notice, instrument or document to be given by either Party to the other shall, in the
absence of proof to the contrary, be deemed conclusively to have been received by the
addressee (i) if delivered personally on a Business Day, then on the day of delivery; (ii) if
sent by prepaid registered post, then on the second day following the registration thereof;
(iii) if sent by ordinary mail, then on the third business day following the date on which it
was mailed; or (iv) if sent by facsimile, upon confirmation of successful transmission of
the notice.
24. Force Maieure.
24.1 In the event of a Force Majeure, the Parties shall consult with one another on the
appropriate action to be taken, which may include temporary suspension of certain
provisions of this Agreement for the duration of the Force Majeure situation or termination
of this Agreement. Suspension of any provision of this Agreement shall be reviewed on a
periodic basis but at least once every three (3) months. If the force majeure condition
continues for more than sixty (60) days, either Party may terminate this Agreement upon
written notice to the other Party.
25. Dispute Resolution.
25.1 The Parties shall make every reasonable effort to settle any dispute that arises as a
result of any claim or controversy evolving from this agreement by negotiation. Any
dispute, disagreement or issue of any kind arising out of this Agreement, that cannot be
resolved through negotiations within thirty (30) Calendar Days of a written request for
negotiations delivered by either Party to the other Party's representative as designated in
Section 23 (the "Legal Notice"), shall be resolved through mediation.
25.2 Such mediation shall be facilitated by a neutral third party that is to be determined by
both Parties. In the case the Parties cannot determine a neutral third party, if the
mediation is unsuccessful, or if the mediation is not concluded within sixty (60) Calendar
Days of the date of notification, an arbitrator shall be appointed by the Canadian
Chamber of Commerce.
25.3 The place of arbitration shall be the Municipality of the City of St. Thomas, Ontario. The
arbitrator's decision shall be final and conclusive of the matter, and shall not be
appealable or subject to judicial review.
26. Entire Aareement
26.1 This Agreement constitutes the entire agreement and understanding between the Parties
with regard to the Services and no amendment, modification or waiver of any of the terms
or conditions herein shall be valid unless in writing and signed by an authorized
representative of CRCS and the Entity. For greater certainty, the Parties acknowledge
that this Agreement does not affect any existing or future agreement that has been or
may be put in place to deal with large scale emergencies which may occur within the
Entity.
27. Applicable Law
27.1 This Agreement shall be interpreted in accordance with and governed by the laws in
force in the City of St. Thomas, Ontario. Any proceedings relating to the subject matter of
this Agreement shall be brought in the courts of the City of St. Thomas, Ontario.
28. Survival
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28.1 Except as otherwise provided in this Agreement, Articles 9.3,11,12,15, 23, 25, 27, 33, 35,
and 36 shall survive the termination of this Agreement
29. Counterparts.
29.1 This Agreement may be executed in one or more counterparts, each of which shall be
deemed to be an original, but all of which together shall constitute one and the same
instrument. The Parties to this Agreement may rely on a facsimile copy of this
Agreement, when executed, as conclusive evidence of a valid and binding agreement
between them.
30. Schedules.
This Agreement includes all of the Schedules annexed to it, the terms and conditions of
which are expressly incorporated by reference herein and form a part of this Agreement.
They are as follows:
- Schedule "A"- Services
- Schedule "B"- Fundamental Principles
- Schedule "C"- Preparedness Funding & Reimbursement of Expenses
- Schedule "D"— Notification Protocol
31. Non -Waiver.
31.1 No waiver by any Party of any breach by the other Party of any of its covenants,
obligations and agreements hereunder shall be a waiver of any subsequent breach of the
same or any other covenant, obligation or agreement, nor shall any forbearance in
seeking a remedy for any breach be a waiver of any rights and remedies with respect to
such or any subsequent breach.
32. Contractual Commitments with Third Parties.
32.1 The CRCS shall have the right to subcontract with local suppliers as deemed necessary
in the sole opinion of the CRCS to fulfill its obligations to provide Services to Incident -
Affected People. The CRCS retains sole responsibility for the actions of any and all
subcontractors it uses in the fulfillment of the terms of this Agreement.
32.2 Every subcontract entered into by the CRCS shall adopt all of the terms and conditions of
this Agreement as far as applicable to the subcontractor's services.
33. Enurement and Assignment.
33.1 This Agreement shall be binding upon and ensure to the benefit of the Parties, their
respective successors and permitted assigns. Neither Party may assign, subcontract or
in any way transfer or delegate any of its rights or obligations hereunder except with the
prior written consent of the other Party hereto. Any assignment carried out without such
consent is null and void.
34. Headings.
34.1 All headings in this Agreement are inserted for convenience of reference only and are not
to be considered in the construction or interpretation of any provisions of this Agreement.
35. Severability.
35.1 If any provision of this Agreement is, or becomes, illegal, invalid or unenforceable in any
jurisdiction, the illegality, invalidity or unenforceability of that provision will not affect:
Page 11 08/31/2017
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A. the legality, validity or enforceability of the remaining provisions of this Agreement; or
B. the legality, validity or enforceability of that provision in any other jurisdiction.
36. Use of the CRCS Logo.
36.1 The Entity may not use the CRCS Logo or name without the review and written approval
of the CRCS prior to publication or use.
36.2 Use of the CRCS Logo and name after written approval may only be used in relation to
the Services. The Entity is not permitted to use the CRCS Logo as a means of
endorsement by the CRCS of the Entity or as a co -branding initiative.
36.3 The Emblem. The Red Cross Emblem consists of a red cross on a white background and
is universally recognized as a symbol of protection and neutrality. Conversely the CRCS
Logo is the Red Cross Emblem plus the phrase "Canadian Red Cross/ Croix Rouge
canadienne" as set out in the CRCS Graphic Standards. Use of the Red Cross Emblem
alone is strictly prohibited.
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IN THE PRESENCE OF WITNESSES, the Authorized Representatives have signed this
agreement on behalf of the Parties
THE CANADIAN RED CROSS SOCIETY
Tanya Elliot
Vice President, Ontario
Date of Signature
THE CORPORATION OF THE CITY OF ST. THOMAS
Heather Jackson
Mayor
Date of Signature
Maria Konefal Date of Signature
City Clerk
CORPORATION OF THE COUNTY OF ELGIN
Date of Signature
Grant Jones
Warden
Julie Gonyou
CAO
Date of Signature
Page 13
34
09/31/2017
SCHEDULE "A" — SERVICES
PREPAREDNESS SERVICES
Public Education
The CRCS will provide preparedness workshops to residents of the Entity, with the locations of
those workshops to be determined jointly by CRCS and the Entity.
Joint Planning
The CRCS will provide planning support and collaboration associated with, but not limited to,
acquisition and pre -positioning of supplies, shelter surveys, development of plans and
procedures, operational structure and response as they relate to the provision of CRCS Services.
Exercises
The CRCS will participate in exercises with the Entity (as deemed appropriate by the Entity) and
provide the Entity with the option to deploy staff to CRCS exercises.
Education and Training for Disaster Management Personnel
The CRCS will maintain a local cadre of trained, exercised and ready -to -respond CRCS
personnel, sufficient to fulfill the terms of this Agreement, and undertake continuing education
including drills and training. The CRCS will provide two informational sessions to the Entity
annually for the duration of this agreement.
Maintenance of Pre -Positioned Stockpiles
The CRCS will maintain a local stockpile of materials deemed necessary to provide immediate
service in the event of a Minor Incident, Stockpiled items may include vouchers, gift cards,
hygiene kits, cots, blankets, water and/or other items as deemed necessary.
RESPONSE SERVICES
Shelter &/or Reception Centre Management Services
The CRCS will set up and operate the Standard Services of a Reception Centre, a safe and
temporary facility where incident -affected persons are received and provide with a variety of
emergency social services. The aforementioned Standard Services that will be provided by the
CRCS are: clothing, lodging, food, family reunification services and inquiry, reception and
information and personal services.
Family Reunification Services
The CRCS will contribute to the alleviation of the anxiety and fear of affected persons experience
when family members are separated because of a Major Disaster.
This service involves collecting specific and accurate information from affected peoples
(registration) and responding to requests for information about their family members' health and
how to contact them.
Client Registration is also helpful in supporting the delivery of other types of assistance and direct
aid services.
The CRCS may manage or organize the Registration and Inquiry service (through CRCS
registration cards or by software approved and supplied by the Entity) in three ways:
In person, with CRCS personnel assisting the client(s) with completing the
Registration cards.; or
Self-service and through direct contact with CRCS personnel, providing the client(s)
with access to a telephone, electronic mail or the CRCS registration database;
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Self-service and remotely, by telephone, electronic mail or CRCS registration
database.
A Central Registration and Inquiry Bureau (CRIB) will be offered in Major Incidents as deemed
necessary, upon mutual agreement with the Entity, which can be utilized to centralize
registrations and inquires as well as to provide call -centre support.
Emergency Lodging Services
The CRCS will provide Incident -Affected Persons with a temporary, safe shelter, to preserve their
dignity and support them during an evacuation.
The CRCS may deliver or organize this service in three ways:
■ Commercial lodgings in a hotel or motel; or
Cot set-up and assignment in a Reception Centre
Placement in an Entity -approved shelter.
Reception and Information Services
The CRCS will receive Incident -Affected People at locations where they can receive services
and/or to inform them about the available services offered by the CRCS or other organizations.
In a Major Incident this service may be organized in two ways:
• In a Reception Centre or any other location where services or information are available
for Incident -Affected Persons; or
• By setting up an Evacuation Centre that provides reception and information as well as
emergency lodging services for affected persons.
Emergency Food Services
The CRCS will provide emergency feeding services for Incident -Affected People.
The CRCS may deliver or organize this service in four ways:
■ Activation of not-for-profit resources or other third party resources or corporate
partnerships;
■ By referring Incident -Affected People to commercial establishments such as restaurants
and public cafeterias or by obtaining the assistance of a caterer;
■ In a Major Incident, a cafeteria managed by the CRCS (in which case the CRCS will
assign food handling responsibility to qualified professionals); or
■ Administer food vouchering/pre-paid gift/debit cards.
The CRCS is careful to ensure to the best of its ability based on the circumstances that food
meets the nutrition needs of at -risk groups, in particular infants, children, pregnant and breast-
feeding women, the elderly, individuals who need special diets and emergency workers. Food
should also respect the culture of the population affected and take into account the stress that
some foods may cause.
Personal Services
The CRCS will provide for the initial reception of Incident -Affected People arriving at Reception
Centres or other Entity -approved locations; inform them of immediate emergency help available;
offer temporary care for unattended children and dependent elderly; assist with the temporary
care of residents from special care facilities; and offer emotional care and comfort.
The CRCS may also facilitate access to medical care or provide for personal needs such as
renewing a prescription for essential medications, replacing or repairing eyeglasses, prosthetics,
hearing aids or mobility assistance equipment, where no other financial resources are available.
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Emergency Clothing
The CRCS will provide clothing to preserve affected peoples' dignity and ensure that they are
dressed appropriately for the weather.
The CRCS delivers this service in one of two ways:
■ Provide new clothing with the assistance of clothing suppliers; or
■ Administer vouchering or pre -paid gift/debit cards for clothing.
Door to Door Wellness Checks
In liaison with the Entity, the CRCS will make contact with vulnerable persons and determine
vulnerable populations affected by the Incident as per mutual agreement between the Parties
after Notification. A wide -area assessment may be done in one of two ways:
■ Outreach teams to perform door-to-door wellness checks and/or client needs
assessments; and/or
■ Phone -based wellness checks and outreach.
Volunteer Management
This Service provides the recruitment, orientation, training, and placement of unaffiliated
volunteers to be utilized by the CRCS during a Major Incident as surge capacity personnel. This
Service will be provided upon mutual agreement between the Parties only.
Coordination of Volunteer Sectors
Local volunteer organizations can participate in the provision of direct assistance to beneficiaries
in accordance with their specific mission. Coordination of Volunteer Sectors aims to coordinate
the local offers of services from different community groups to ensure collaboration, efficiency and
best use of resources. Methods of Service delivery may include (as deemed appropriate by the
CRCS):
1. Inventory of Resources: Establishing a list of local community groups and their specific service
offers;
2. Coordination mechanism: Establishing coordination mechanisms such as meetings or
conference call.
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SCHEDULE "B" — FUNDAMENTAL PRINCIPLES
Humanity
The international Red Cross and Red Crescent Movement, borne of a desire to bring assistance
without discrimination to the wounded on the battlefield, endeavours, in its international and
national capacity, to prevent and alleviate human suffering wherever it may be found. Its purpose
is to protect life and health and to ensure respect for the human being. It promotes mutual
understanding, friendship, cooperation and lasting peace amongst all peoples.
Impartiality
It makes no discrimination as to nationality, race, religious beliefs, class or political opinions. It
endeavours to relieve the suffering of individuals, being guided solely by their needs, and to give
priority to the most urgent cases of distress.
Neutrality
In order to continue to enjoy the confidence of all, the Movement may not take sides in hostilities
or engage at any time in controversies of a political, racial, religious or ideological nature.
Independence
The Movement is independent. The National Societies, while auxiliaries in the humanitarian
services of their governments and subject to the laws of their respective countries, must always
maintain their autonomy so that they may be able at all times to act in accordance with the
principles of the Movement.
Voluntary Service
It is a volunteer relief movement not prompted in any manner by desire for gain.
Unity
There can be only one Red Cross or one Red Crescent Society in any one country. It must be
open to all. It must carry on its humanitarian work throughout its territory.
Universality
The International Red Cross and Red Crescent Movement, in which all Societies have equal
status and share equal responsibilities and duties in helping each other, is worldwide.
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SCHEDULE "C" — CONTRIBUTION
I• W.111*1*1IATA141:K
In order that the CRCS may make the necessary arrangements to enable it to discharge its
responsibilities under this Agreement, the Entity agrees to make an annual contribution to the
CRCS for the length of the Agreement, as follows.-
*
ollows:• 2017: $7,500
• 2018: $7,500
• 2019: $7,500
The annual contribution shall be paid within thirty (30) days following the date on which the
Agreement is signed and thereafter on the anniversary date of the date on which the Agreement
is signed, for the duration of the Agreement.
In order for the CRCS to be able to assist Incident -Affected People appropriately, it may organize
a fundraising campaign if its resources are insufficient to meet the needs of Incident -Affected
People. The fundraising campaign will be conducted and the funds raised will be used in
accordance with the standards of the CRCS.
RESPONSE SERVICES
As the provision of Minor Incident assistance is managed directly by the CRCS as part of
its own humanitarian mandate and on its own initiative, expenses incurred for the
provision of assistance in the case of Minor Incidents shall be assumed by the CRCS.
This schedule identifies the costs to be covered by the Entity in the event of a Major Incident or a
request for an extension of emergency aid in the event of a Minor Incident. These provisions also
apply where the CRCS is placed on placed on alert by the Entity.
All expense claims shall be supported by detailed invoices together with proof of payment. CRCS
will provide detailed invoices within ninety (90) days from the day major response formally ends
and CRCS is stood down by the Entity. Payment will be due within two months of receipt of an
invoice.
Expenses Relating to Human Resources
These are expenses relating to travel expenses, living expenses, the cost of housing volunteers
and permanent or contract employees and overtime worked by permanent employees, and the
remuneration paid to contract personnel hired to provide the Services. The rates paid for overtime
or contract work will relate directly to the Services and will be agreed to by the Entity.
The current per -diem rates for CRCS personnel are as follows:
Meals: Breakfast: $12.50
Meals: Lunch: $12.00
Meals: Dinner: $33.60
Incidentals: $8.65
The current CRCS rate for personal vehicle use is $0.37 per km.
Administration costs are actual costs incurred as a result of a response, such as office supplies.
The only CRCS staff costs to be claimed will be for any staff who may be hired specifically for an
emergency response or who are seconded from other areas to assist in an emergency response
Page 18 08/31/2017
39
or to backfill staff positions and have been authorized by the Ministry. Administrative costs will not
exceed 12% of total invoice.
Loan of Permanent Personnel
If it is agreed, at the request of the Entity or pursuant to discussions with the CRCS, that the
mandate calls for the loan of a CRCS employee to be assigned full-time to providing Disaster
Services, the CRCS will charge the salary of that member of personnel at the scales in effect plus
25% to cover the CRCS personnel's benefits. Overtime and holidays worked will also be charged.
Expenses Relating to Material Resources
These expenses include the purchase of material for providing Services, replacing material
belonging to the CRCS that is lost or damaged, rental of various material and charges for the use
of cellular telephones and pagers, photocopiers, facsimiles, mobile radios, computer equipment,
rental vehicles and gasoline, storage fees and other expenses.
They also include expenses relating to insurance for rental equipment and vehicles and the
deductible in the event of loss or damage, usage fees (per kilometre) for vehicles belonging to the
CRCS, long distance charges relating to the emergency services and temporary equipment
installation charges (telephone line, computer, facsimile, etc.).
Expenses Relating to Evaluation
In the event of a Major Incident that requires the activation of a provincial or National CRCS
Disaster Response Team, the CRCS is required to commission an evaluation in order to maintain
accountability. 5% of the total cost of the response, or $10,000, whichever is greater, will be
provided to facilitate an evaluation, including direct beneficiary evaluation, and a summary of the
results of the evaluation will be shared with the Entity.
Expenses for Direct Assistance to Incident Affected People
The CRCS will charge for the expenses of direct assistance to Incident -Affected People (shelter,
food, clothing, and general services) under its standards for relief assistance. The current version
of these standards is included below:
National Disaster Assistance Guidelines — September 2009
Service
Relief Assistance
Guidelines For Providing
Relief Assistance
Emergency
Groceries Daily Weekly
Grocery vouchers are given
Feeding
First person in a household $20 $80
only when the family has
Each additional person $10 $30
cooking facilities. If unsure, see
Infant formula $10
your supervisor. Vouchers do
Restaurant meals $35
not cover food deliveries or tips.
The order of preference for
emergency food services is: 1)
grocery vouchers 2) mass
feeding for clients,a 3)
restaurant meals.
Emergency
Adult $120
Pricing is based on establishing
Clothing
Child (under 12 years) $100
agreements with stores to
If a winter coat and boots are required,
provide one full set of
increase the above amounts to:
outerwear clothing for each
Page 19 08/31/2017
40
Page 20 08/31/2017
41
Adult $200
Child $170
Laundry supplies $25 per household
person, two sets of underwear
and socks and one set of
footwear. CRCS distributes only
new clothing. CRCS can refer
clients to community resources
for additional clothing, (e.g.,
Salvation Army or St. Vincent
de Paul).
Dry cleaning costs up to the
limit of the clothing allowance
may be claimed in lieu of
purchasing new clothes.
Includes detergent, bleach and
cleaning agents
Personal
Adult $10
Personal hygiene kits are
Services &
Child (under 12 years) $5
distributed whenever possible;
Health Care
Baby products $35
vouchers may be given if these
Adult incontinent aids $35
kits are not available. Baby
products or adult incontinent
aids should be provided one
time only; additional requests
require supervisory approval.
CRCS may distribute in-kind
donations of toys and
recreational equipment.
CRCS will facilitate access to
medical care. Based on the
needs assessment, CRCS may
pay for one refill of essential
medications and replacements
or repair of eyeglasses,
dentures, prosthetics and
hearing aids when no other
financial support is available.
Supervisory approval is
required for this assistance.
Emergency
Homes of family or friends
Least expensive (but safe) type
Lodging
Blanket, bed linen & pillow $25/person
of accommodation should be
maximum
selected.
Group or congregate shelter facilities
The order of preference for
Blanket and cot
Towels & washcloth $15 per person
emergency lodging services is:
1) clients' own home 2) staying
maximum
Hotel/Motel
with family or friends 3)
Up to $125 per night for each family of
congregate shelters 4) hotels,
four.
motels or campgrounds (i.e.,
commercial establishments). In
hotels an additional room may
be provided if a family cannot
be accommodated in one room.
Blankets are distributed when
required; vouchers may be
given if donated blankets are
not available.
Page 20 08/31/2017
41
Personal insurance should be
used as the primary form of
support for Disaster -affected
People. The CRCS should seek
to be reimbursed by insurance
companies for services covered
by insurance.
Page 21 08/31/2017
42
SCHEDULE "D"
Notification Protocol
General
The Entity, or their designate, shall request assistance from the CRCS as per the
protocol described herein to determine what services will be delivered, the terms and
conditions for organizing the services and the duration of the services.
The information to be provided by the Entity at the time of notification includes:
• Nature and location of Disaster
• Time Disaster occurred
• Number of people affected (if available)
• Current or possible evacuation
• Emergency Services on -scene
• Any identified threats or hazards to the affected population and/or CRCS
personnel
• Activation level of municipal EOC/emergency response plan (Major Disasters
only)
• Services requested, including locations of Reception Centres where Services
will be delivered (Major Disasters only)
• Time frame for response
• Any special instructions, limitations, etc.
• Location of affected vulnerable persons/populations, such as Long -Term
Care facilities, hospitals, etc.
• Entity liaison officer names and contact information
Contact Information
The CRCS Disaster Management representatives are available 24 -hours a day, 7 -days a
week, 365 days a year. In the event of an emergency, the following personnel should be
contacted.
For the CRCS:
Provincial Duty Officer
#416.209.0432
O N D utyOffi ce r@ red cross. ca
Page 22 08/31/2017
43
�iw��rrmJJlJ)G� ._
gii
REPORT TO COUNTY COUNCIL
FROM: Mike Hoogstra, Purchasing Coordinator
DATE: September 6, 2017
SUBJECT: Quarterly Information Report -Contract Awards
April 1, 2017 to June 30, 2017
INTRODUCTION:
As per the County of Elgin's Procurement Policy, an information report containing the
details relevant to the exercise of delegated authority for all contracts awarded that
exceed $15,000 including amendments and renewals is to be prepared and reported to
Council. This report covers the period from April 1, 2017 to June 30, 2017.
DISCUSSION:
The Council of the Corporation of the County of Elgin delegated authority to the Directors
to award contracts as follows:
Value
Report Status
Greater than $15,000
No report to Council required if within 10% of the
but less than $50,000
approved budget allocation
Greater than $50,000
No report to Council required if within approved
but less than $100,000
budget
Council also approved that an information report would be brought forward containing
details of the award of contracts including amendments and renewals. The detailed
report of the award of contracts is attached as Appendix A.
RECOMMENDATION:
THAT the report titled "Quarterly Information Report - Contract Awards, April 1, 2017 to
June 30, 2017" dated September 6, 2017 be received and filed.
All of which is Respectfully Submitted
Mike Hoogstra
Purchasing Coordinator
Jim Bundschuh
Director of Financial Services
Approved for Submission
Julie Gonyou
Chief Administrative Officer
APPENDIX A
Purchases/Projects greater than $15,000
April 1, 2017 to June 30, 2017
Department
Budget
Project
Supplier /
Amount
Allocation
Contractor
(HST excluded)
Information
Capital
Storage Area Network
Dell Canada
$33,190
Technology
Information
Operating
Point Click Care Software
Point Click Care
$26,854
Technology
Maintenance Agreement for 3
Technology
Homes
Engineering
Capital
New Sidewalks at Bobier Villa
DPA Contracting
$23,888
Engineering
Capital
Portable Wheel Load Scale for
Traffic
$15,830
OPP Enforcement
Technology 2000
Engineering
Capital
Pressure Treated Posts for
Dutton Building
$30,716
County Road Intersection Signs
Products
Engineering
Capital
Intersection Control Beacon
Ron Field & Son
$15,829
Installation — John Wise Line and
Electrical
Fairview Road
Homes and
Operating
Equipment Maintenance Contract
Arjohuntleigh
$39,295
Senior
for Nursing Equipment
Canada
Services
(Bobier Villa, Elgin Manor &
Terrace Lodge)
45
�iw��rrmJJlJ)G� ._
gii
REPORT TO COUNTY COUNCIL
FROM: Jim Bundschuh, Director of Financial Services
DATE: September 11, 2017
SUBJECT: 2016 Audited Consolidated Financial Statements
INTRODUCTION:
The 2016 annual report was presented on July 11, 2017 providing Council and the
public a broad perspective of the state of the County. One of the intents of the annual
report is to make the information from the audited financial statements easy to
understand through the use of charts and explanations.
DISCUSSION:
The attached audited consolidated financial statements are consistent with the financial
results contained within the annual report. The auditor has completed the review of
these statements. Their independent auditors' report, included as part of the financial
statements, indicates that the statements fairly present the financial position of the
County.
RECOMMENDATION:
THAT the 2016 Audited Consolidated Financial Statements be approved for publication.
All of which is Respectfully Submitted Approved for Submission
Jim Bundschuh Julie Gonyou
Director of Financial Services Chief Administrative Officer
CORPORATION OF THE COUNTY OF ELGIN
Consolidated Financial Statements
December 31, 2016
47
CORPORATION OF THE COUNTY OF ELGIN
Consolidated Financial Statements
For the Year Ended December 31, 2016
Table of Contents
Independent Auditors' Report
Consolidated Statement of Financial Position
Consolidated Statement of Operations and Accumulated Surplus
Consolidated Statement of Change in Net Financial Assets
Consolidated Statement of Cash Flows
Notes to the Consolidated Financial Statements
Consolidated Schedule of Segment Disclosure
PAGE
1
2
3
4
5
6-18
19-20
19 1 GRAHAM SCOTTENNSLLP
CHARTERED PROFESSIONAL ACCOUNTANTS
P. 519-633-0700 - F 519-633-7009 P. 519-773-9265 - F 519-773-9683
450 Sunset Drive, St. Thomas, ON N5R 5V1 25 John Street South, Aylmer, ON N5H 2C1
www.grahamscottenns.com
INDEPENDENT AUDITORS' REPORT
To the Members of Council, Inhabitants and Ratepayers of
Corporation of the County of Elgin:
We have audited the accompanying consolidated financial statements of the Corporation of the County of Elgin, which comprise
the consolidated statement of financial position as at December 31, 2016, and the consolidated statements of operations and
accumulated surplus, change in net financial assets, and cash flows for the year then ended, and a summary of significant
accounting policies and other explanatory information.
Management's Responsibility for the Financial Statements
Management is responsible for the preparation and fair presentation of these consolidated financial statements in accordance with
Canadian accounting standards for public sector entities and for such internal control as management determines is necessary to
enable the preparation of financial statements that are free from material misstatement, whether due to fraud or error.
Auditors' Responsibility
Our responsibility is to express an opinion on these con%reasa
nancial statements based on our audit. We conducted our audit
in accordance with Canadian generally accepted audards. Those standards require that we comply with ethical
requirements and plan and perform the audit to obtain assurance whether the financial statements are free of material
misstatement.%C
An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in the consolidated financial
statements. The procedures selected depend on the auditor's judgment, including the assessment of the risks of material
misstatement of the consolidated financial statements, whether due to fraud or error. In making those risk assessments, the auditor
considers internal control relevant to the entity's preparation and fair presentation of the financial statements in order to design
audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of
the entity's internal control. An audit also includes evaluating the appropriateness of accounting policies used and the
reasonableness of accounting estimates made by management, as well as evaluating the overall presentation of the consolidated
financial statements.
We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our audit opinion.
Opinion
In our opinion, the consolidated financial statements present fairly, in all material respects, the consolidated statement of financial
position of the Corporation of the County of Elgin as at December 31, 2016, and the consolidated statements of operations and
accumulated surplus, change in net financial assets, and cash flows for the year then ended in accordance with Canadian accounting
standards for public sector entities.
St. Thomas, Ontario / ;� scoa 4604d, - ;V
September 26, 2017 CHARTERED PROFESSIONAL ACCOUNTANTS
Licensed Public Accountants
-1-
CORPORATION OF THE COUNTY OF ELGIN
Consolidated Statement of Financial Position
As at December 31, 2016
FINANCIAL ASSETS
Cash
Investments (Note 2)
Accounts receivable
Loans receivable (Note 4)
Total financial assets
FINANCIAL LIABILITIES
Accounts payable and accrued liabilities
Employee post-retirement benefit liabilities (Note 3)
Long-term debt (Note 6)
Total financial liabilities
NET FINANCIAL ASSETS
NON-FINANCIAL ASSETS
Tangible capital assets (Note 5)
Prepaid expenses
Total non-financial assets
ACCUMULATED SURPLUS (NOTE 7)
2016 2015
19,521,217 19,733,701
3,017,433 2,041,646
2,678,843 2,711,245
100,000 -
25,317,493 24,486,592
6,100,157
1,289,699
4,796,253
12,186,109
13,131,384
6,363,920
1,549,478
4.904.550
12.817.948
11,668.644
185,006,878 181,578,125
455,574 437.633
185,462,452
198,593,836
182.015.758
193.684.402
The accompanying notes are an integral part of these consolidated financial statements.
-2-
50
CORPORATION OF THE COUNTY OF ELGIN
Consolidated Statement of Operations and Accumulated Surplus
For the Year Ended December 31, 2016
REVENUES
Requisition of local municipalities
Transfer payments
Federal
Provincial
Municipal
User charges
Investment income
Other contributions
Total revenues
EXPENSES
General government
Property assessment and support
Emergency measures
Provincial offences
Transportation services
Public health services
Ambulance services
Social and family services
Assistance to aged persons
Social housing
Libraries (Note 10)
Cultural services
Planning and development
Economic development
Agriculture and reforestation
Total expenses (Note 12[a])
ANNUAL SURPLUS
ACCUMULATED SURPLUS, BEGINNING
OF YEAR
ACCUMULATED SURPLUS, END
OF YEAR (NOTE 7)
Budget Actual Actual
(Note 11) 2016 2015
32,408,555 32,581,070 31,130,153
1,722,167
1,676,438
1,510,902
25,562,278
24,541,475
23,299,068
2,660,222
2,571,348
2,566,308
6,235,642
6,341,924
6,095,300
100,000
167,825
174,120
2,972,528
2,736,627
4,341,368
71,661,392
70,616,707
69.117219
6,275,045
5,543,267
4,836,382
726,008
729,470
726,009
33,654
30,677
29,480
1,920,028
1,519,280
1,765,674
12,686,002
12,411,771
13,070,040
5,480,121
5,685,422
5,638,305
9,899,665
9,595,271
9,514,039
1,445,400
1,123,570
1,091,189
22,952,605
22,819,842
22,300,311
1,325,445
1,685,632
1,696,131
21722,744
2,642,998
2,692,213
724,087
552,317
475,268
341,724
243,271
245,253
1,080,887
1,048,794
1,030,782
80,611
75,691
71,263
67.694.026
65,707,273
65.182.339
3,967,366
4,909,434
3,934,880
193.684.402
193,684,402
189.749.522
197,651,768 198,593,836 193,684,402
The accompanying notes are an integral part of these consolidated financial statements.
-3-
51
CORPORATION OF THE COUNTY OF ELGIN
Consolidated Statement of Change in Net Financial Assets
For the Year Ended December 31, 2016
ANNUAL SURPLUS
Acquisition of tangible capital assets
Amortization of tangible capital assets
(Increase) in prepaid expenses
Write-down of tangible capital assets
INCREASE IN NET FINANCIAL ASSETS
Budget
Actual
Actual
2016
2015
3,967,366
4,909,434
3,934,880
(11,971,572)
(13,831,839)
(9,122,311)
10,235,809
10,274,337
10,190,444
-
(17,942)
(3,656)
-
128,750
783,208
2,231,603 1,462,740 5,782,565
NET FINANCIAL ASSETS, BEGINNING OF YEAR 11,668.644 11,668,644 5.886.079
NET FINANCIAL ASSETS, END OF YEAR
13.900.247 13,131,384 11.668.644
The accompanying notes are an integral part of these consolidated financial statements.
-4-
52
CORPORATION OF THE COUNTY OF ELGIN
Consolidated Statement of Cash Flows
For the Year Ended December 31, 2016
OPERATING ACTIVITIES
Annual surplus
Items not involving cash:
Amortization of tangible capital assets
Change in employee post-retirement benefit liabilities
Write-down of tangible capital assets
Change in non-cash assets and liabilities related
to operations (Note 12 [b])
INVESTING ACTIVITIES
Net (increase) decrease in investments
CAPITAL ACTIVITIES
Acquisition of tangible capital assets
FINANCING ACTIVITIES
Repayment of long-term debt
NET (DECREASE) INCREASE IN CASH
CASH, BEGINNING OF YEAR
CASH, END OF YEAR
SUPPLEMENTARY INFORMATION:
Cash paid for interest on term loan
Cash received for interest on investments
2016
4,909,434
10,274,337
(259,779)
128,750
15,052,742
2015
ammme
10,190,444
(159,010)
783,208
14,749,522
(349,303) 1,753,345
14,703,439 16, 502, 867
(975,787) 5.580,937
(13,831,839) (9,122,311)
(108,297) (104.895)
(212,484) 12,856,598
19,733,701 6.877.103
19,521,217 19.733.701
170,740 159.595
167,825 174,120
The accompanying notes are an integral part of these consolidated financial statements.
-5-
53
CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2016
Corporation of the County of Elgin (the "County") is an upper -tier municipality, comprised of seven
local municipalities, in the Province of Ontario. It conducts its operations guided by the provisions of
provincial statutes such as the Municipal Act, Municipal Affairs Act and related legislation.
SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
The consolidated financial statements of the County are prepared by management in accordance with
Canadian generally accepted accounting principles for local governments as recommended by the Public
Sector Accounting Board of the Canadian Institute of Chartered Accountants. Significant aspects of the
accounting policies adopted by the County are as follows:
Reporting Entity
The consolidated financial statements reflect the assets, liabilities, revenues, expenses of the reporting
entity. The reporting entity is comprised of all organizations, committees and local boards accountable
for the administration of their financial affairs and resources to the County and which are owned or
controlled by the County. All inter -fund assets, liabilities, revenues and expenses have been eliminated.
Consolidated Entities
There are no organizations or local boar 16a are consolidated in these financial statements.
Proportionate Consolidation Q�jrj
The Elgin St. Thomas Public Health has been consolidated on a proportionate basis, based upon the
percentage of grant money provided by the County in comparison to the City of St. Thomas.
Trust Funds
Trust funds administered by the County have not been included in the consolidated statement of
Financial Position nor have their operations been included in the Consolidated Statement of
Operations. At December 31, 2016 the County held $26,139 (2015 - $29,899) in trust funds.
Basis of Accounting
The consolidated financial statements are prepared using the accrual basis of accounting. The accrual
basis of accounting records revenue as it is earned and measurable. Expenses are recognized as they are
incurred and measurable as a result of receipt of goods or services and the creation of a legal obligation
to pay.
52
54
CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2016
1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED)
Investments
Investments, consisting of money market funds and guaranteed investment certificates, are recorded at
the lower of cost plus accrued interest and fair market value. Investment income earned on available
funds is reported as revenue in the period earned.
Non -Financial Assets
Non-financial assets are not available to discharge existing liabilities and are held for use in the
provision of services. They have useful lives extending beyond the current year and are not intended for
sale in the ordinary course of operations. The change in non-financial assets during the year, together
with the excess of revenues over expenses, provides the Change in Net Financial Assets for the year.
i) Tangible capital assets
Tangible capital assets are recorded at cost ich includes all amounts that are directly attributable to
acquisition, construction, development or ett ment of the asset. The cost, less residual value, of the
tangible capital assets are amortized on a strai;Aline basis over their estimated useful lives as follows:
Land improvements 20 years
Buildings C 20 -40 years
Furniture, fixtures and equipment 8 - 16 years
Computer hardware and software 2 -4 years
Vehicles 4 years
Transportation infrastructure 7 - 80 years
Bridges 20 - 60 years
Library books 8 years
Amortization begins the first month of the year following the year the asset is placed in service and to
the year of disposal. Assets under construction are not amortized until the asset is available for
productive use, at which time they are capitalized
ii) Contributions of tangible capital assets
Tangible capital assets received as contributions are recorded at their fair value at the date of receipt and
that fair value is also recorded as revenue.
iv) Works of art and cultural and historic assets
Works of art and cultural and historic assets are not recorded as assets in these consolidated financial
statements.
-7-
55
CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2016
1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED)
Deferred Revenue
The County receives funds for specific purposes which are externally restricted by legislation, regulation
or agreement. These restricted funds are not available for general municipal purposes and are recognized
as revenue in the fiscal year the funds are used for the specified purpose.
Government Transfers
Government transfers are recognized in the financial statements as revenues in the period in which
events giving rise to the transfer occur, providing the transfers are authorized, any eligibility criteria
have been met, and reasonable estimates of the amounts can be determined. Any amount received but
restricted is recorded as deferred revenue in accordance with Section 3100 of the Public Sector
Accounting Handbook and recognized as revenue in the period in which the resources are used for the
purpose specified.
In addition the County periodically re senior government capital funding in the form of
infrastructure grants and receives ongoing fu i from both senior levels of government as a result of
an allocation of the gas tax funds. Kxj
Employee Benefit Plans `�C
The County provides a pension plan for its employees through the Ontario Municipal Employees
Retirement System (OMERS). OMERS is a multi-employer pension plan which operates as the Ontario
Municipal Employees Retirement Fund. The fund is a contributory defined benefit pension plan. As this
is a multi-employer plan, no liability is recorded on the County's books. The employer's contribution to a
multi-employer, defined benefit plan are expensed as the obligations arise.
For those self-insured benefit obligations that arise from specific events that occur from time to time,
such as obligations for workers' compensation and life insurance and health care benefits for those on
disability leave, the cost is recognized immediately in the period the events occur. Any actuarial gains
or losses that are related to these benefits are recognized immediately in the period they arise.
The County is an employer included under Schedule II of the Workplace Safety and Insurance Act, it
self -ensures the entire risk of its own WSIB claims and is individually liable for reimbursing the WSIB
for all costs relating to its workers' WSIB claims. The cost of the claims are expensed as incidents
occur, while the liability for future benefit costs is determined by WSIB.
56
CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2016
1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED)
Tax Revenues
In 2016 the County received $32,581,070 (2015 - $31,130,153) in property tax revenues. The authority
to levy and collect property taxes is established under the Municipal Act 2001, the Assessment Act, the
Education Act, and other legislation.
The amount of the total annual property tax levy is determined each year through Council's approval of
the annual budget. Tax rates are set annually by Council for each class or type of property, in accordance
with legislation and Council -approved policies, in order to raise the revenue required to meet operating
budget requirements.
Taxation revenues are recorded at the time billings are issued. Additional property tax revenue can be
added throughout the year, related to new properties that become occupied, or that become subject to
property tax, after the return of the annual assessment roll used for billing purposes. The County may
receive supplementary assessment rolls over the course of the year from MPAC that identify new or
omitted assessments. Property taxes for the pplementary/omitted amounts are then billed according
to the approved tax rate for the property cla
Taxation revenues in any year may also be red a result of reductions in assessment value rising
from assessment and/or tax appeals. Each year, a �unt is identified to cover the estimated amount of
revenue loss attributable to assessment appeals, tax appeals or other deficiencies in tax revenue (e.g.
uncollectible amounts, write-offs, etc.).
Use of Estimates
The preparation of financial statements requires management to make estimates and assumptions that
affect the reported amounts of assets and liabilities, and disclosure of contingent assets and liabilities at
the date of the financial statements, and the reported amounts of revenues and expenses during the
period. Significant estimates include assumptions used in estimating provisions for accrued liabilities,
and in performing actuarial valuations of employee future benefits. Actual results could differ from
these estimates.
Recent Accounting Pronouncements
PSAB released a standard related to Financial Instruments (PS 3450). The standard applies to all local
governments for fiscal years beginning on or after April 1, 2019. The standard applies to all types of
financial instruments. The new standard requires that equity and derivative instruments be measured at
fair value, with changes in value being recorded in the statement of remeasurement gains/losses. The
standard gives the option of cost/amortized cost vs. fair value of remaining instruments, which is elected
upon by the government organization. The County has not yet determined what, if any, financial
reporting implications may arise from this standard.
N
57
CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2016
2. INVESTMENTS
The investments consist of guaranteed investment certificates with maturity dates extending to March
2017 money market funds, recorded at cost plus accrued interest. Interest rates ranged from 0.70% to
2.01% during the year. The cost plus accrued interest approximates the fair market value of these
investments due to the liquidity and nature of these investments.
Guaranteed investment certificates
3. POST EMPLOYMENT BENEFITS
Vacation credits
Workplace Safety and Insurance premiums - Schedule II Employer
2016 2015
3,017,433 2,041,646
3,017,433 2,041,646
2016 2015
568,542 582,985
721,157 966.493
1,289,699 L549.478
The provision of certain employee vacation plans allow for the accumulation of vacation credits for use
in future periods. The value of these credits at December 31, 2016 is $568,542 (2015 - $582,985).
The County is a Schedule H employer under the Workplace and Safety and Insurance Act. As a
Schedule H employer the County assumes liability for any award made under the Act. The Workplace
and Safety and Insurance Board has evaluated the liability estimates for future benefit costs at December
31, 2016 as $721,157 (2015 - $966,493).
4. LOAN RECEIVABLE
During the year $100,000 was loaned to the Municipality of Central Elgin for the development of the
Belmont Library. The loan is non-interest bearing and is to be repaid over 10 years.
-10-
m
CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2016
5. TANGIBLE CAPITAL ASSETS
December 31, 2016
Cost
Opening
Additions
Disposals
Ending
Computer equipment
846,175
167,843
(332,583)
681,435
Roadways
220,496,796
4,431,155
(4,568,082)
220,359,869
Bridges
34,998,548
1,185,307
-
36,183,855
Library - books and equipment
2,191,458
384,450
(237,286)
2,338,622
Land
17,982,531
5,222
-
17,987,753
Land improvements
2,807,784
103,611
-
2,911,395
Buildings
37,830,234
824,230
(63,884)
38,590,580
Furniture, fixtures, and equipment
5,659,060
661,753
(5,953)
6,314,860
Vehicles
1,606,441
423,834
(228,766)
1,801,509
324,419,027
8,187,405
(5,436,554)
327,169,878
Work In Progress
1,750,907
5,644,434
-
7,395,341
Total Cost
326,169,934
13,831,839
(5,436,554)
334,565,219
Accumulated Amortization
Opening
Amortization
Disposal
Ending
Computer equipment
8,301
184,062
(332,583)
269,780
Roadways
06, 1,471
7,005,863
(4,503,217)
109,104,117
Bridges
1 1721
938,306
-
17,963,027
Library - books and equipment
79
269,596
(237,286)
945,189
Land
-
-
-
Land improvements
1,454'
122,082
-
1,576,593
Buildings
14,376,81
1,037,134
-
15,413,985
Furniture, fixtures and equipment
2,623,626
512,343
(5,953)
3,130,016
Vehicles
1,179,449
204,951
(228,766)
1,155,634
144,591,809
10,274,337
(5,307,805)
149,558,341
Work In Progress
-
-
-
Total Accumulated Amortization
144,591,809
10,274,337
(5,307,805)
149,558,341
Net Book Value
Opening
Ending
Computer equipment
427,874
411,655
Roadways
113,895,325
111,255,752
Bridges
17,973,827
18,220,828
Library - books and equipment
1,278,579
1,393,433
Land
17,982,531
17,987,753
Land Improvements
1,353,273
1,334,802
Buildings
23,453,383
23,176,595
Furniture, fixtures and equipment
3,035,434
3,184,844
Vehicles
426,992
645,875
179,827,218
177,611,537
Work In Progress
1,750,907
7,395,341
Total Net Book Value
181,578,125
185,006,878
-11-
59
CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2016
5. TANGIBLE CAPITAL ASSETS (CONTINUED)
December 31, 2015
Cost
Computer equipment
Roadways
Bridges
Library - books and equipment
Land
Land improvements
Buildings
Furniture, fixtures, and equipment
Vehicles
Work In Progress
Total Cost
Accumulated Amortization
Computer equipment
Roadways
Bridges
Library - books and equipment
Land
Land improvements
Buildings
Furniture, fixtures and equipment
Vehicles
Work In Progress
Total Accumulated Amortization
Net Book Value
Computer equipment
Roadways
Bridges
Library - books and equipment
Land
Land Improvements
Buildings
Furniture, fixtures and equipment
Vehicles
Work In Progress
Total Net Book Value
Opening
Additions
Disposals
Ending
741,004
137,106
(31,935)
846,175
218,206,288
9,234,880
(6,944,372)
220,496,796
35,164,463
12,272
(178,187)
34,998,548
2,454,408
314,739
(577,689)
2,191,458
17,981,334
1,197
-
17,982,531
2,938,698
135,329
(266,243)
2,807,784
37,349,290
480,944
-
37,830,234
5,092,832
637,297
(71,069)
5,659,060
1,609,350
26,859
(29,768)
1,606,441
321,537,667
10,980,623
(8,099,263)
324,419,027
3,609,219
-
(1,858,312)
1,750,907
325,146,886
10,980,623
(9,957,575) $
326,169,934
Opening
Amortization
Disposal
Ending
272,969
177,267
(31,935)
418,301
105 875,840
6,906,720
(6,181,089)
106,601,471
8,632
974,276
(178,187)
17,024,721
1 88,556
300,745
(566,422)
912,879
1`6 8
115,316
(266,243)
1,454,511
13,3 4
997,374
-
14,376,851
2,221, 0
464,437
(62,411)
2,623,626
954,9
254,309
(29,768)
1,179,449
141,717,420
10,190,444
(7,316,055)
144,591,809
141,717,420
10,190,444
(7,316,055)
144,591,809
Opening
Ending
468,035
112,330,448
18,935,831
1,275,852
17,981,334
1,333,260
23,969,813
2,871,232
654.442
179,820,247
3,609,219
183,429,466
During the year there were write-downs of tangible capital assets of $128,750 (2015 - $783,208).
The County does not capitalize interest costs associated with the acquisition or construction of a tangible capital asset.
-12-
427,874
113,895,325
17,973,827
1,278,579
17,982,531
1,353,273
23,453,383
3,035,434
426.992
179,827,218
1,750,907
181,578,125
CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2016
6. LONG-TERM DEBT
The long-term debt represents the County's proportionate share of the Elgin St. Thomas Public Health's
debt to finance construction of a new office building completed in 2014. The organization was advanced
$9 million in 32 day banker acceptance notes at the CDOR rate of 1.22% plus a stamping fee of 0.40%.
At the same time, the organization entered into an interest rate swap contract to fix the interest rate on
the long-term financing at 2.85% for a 30 year period. As a result of these transactions, the organization
has fixed their rate on this debt obligation at 2.85% plus the stamping fee (3.25% for 2015 and 2016).
The stamping fee is reviewed every 15 years to determine if the risk assessment of the organization has
changed. The County's proportionate share of interest expense on the term loan was $170,740 (2015 -
$159,595).
7. ACCUMULATED SURPLUS
The accumulated surplus consists of the following balances:
SURPLUS
Tangible capital assets
Share of surplus in Elgin St. Thomas Public Hea h
Reserves
AMOUNTS TO BE RECOVERED
Committed for completion of assets under construction
Long-term debt
Self -financed capital projects
ACCUMULATED SURPLUS
RESERVES
Reserves set aside for specific purposes by Council:
Contingencies
Homes for senior citizens
Libraries and cultural services
Other municipal services
Total reserves
-13-
61
2016 2015
185,006,878 181,578,258
485,823 480,709
10,493,928 6.423.469
195,986,629 188,482,436
35,249,076 16,800,488
(4,796,253) (4,904,550)
(27,845,616) (6.693.972)
198,593,836
10,000,706
377,911
71,381
43,930
193.684.402
5,749,441
422,419
207,241
44.368
10,493,928 6,423,469
CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2016
8. PENSION AGREEMENTS
The County makes contributions to the Ontario Municipal Employees Retirement Fund (OMERS),
which is a multi-employer plan, on behalf of its staff. The plan is a defined benefit plan which specifies
the amount of the retirement benefit to be received by the employees based on the length of service and
rates of pay. The OMERS Administration Corporation, representing plan members and employers, is
responsible for overseeing the management of the pension plan, including investment of the assets and
the administration of the benefits. Each year, an independent actuary determines the funding status of
OMERS Primary Pension Plan (the Plan) by comparing the actuarial value of invested assets to the
estimated present value of all pension benefits the members have earned to date. The most recent
actuarial valuation of the Plan was conducted December 31, 2016, and the results of this valuation
disclosed actuarial liabilities of $87 billion in respect of benefits accrued for service with actuarial assets
at that date of $81.3 billion leaving an actuarial deficit of $5.7 billion.
Because OMERS is a multi-employer pension plan, any pension surpluses or deficits are a joint
responsibility of the Ontario municipal organizations and their employees. As a result, the County does
not recognize any share of the OMERS pe surplus or deficit. The amount contributed to OMERS
for 2016 was $1,428,049 (2015 - $1,466,3 or current service. OMERS contribution rates for 2016
and 2015, depending on income level and retit dates, ranged from 9.0% to 15.8%.
Ar
9. CONTINGENT LIABILITIES
As at December 31, 2016 certain legal actions are pending against the County. The final outcome of the
outstanding claims cannot be determined at this time. However, management believes that ultimate
disposition of these matters will not materially exceed the amounts recorded in these consolidated
financial statements.
Estimated costs to settle claims are based on available information and projections of estimated future
expenses developed based on the County's historical experience. Claims are reported as an operating
expense in the year of the loss, where the costs are deemed to be likely and can be reasonable
determined. Claim provisions are reported as a liability in the consolidated statement of financial
position.
-14-
W
CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2016
10. LIBRARY OPERATIONS
The County Council, operating as a Committee of Council, oversees operations of the Elgin County
library system. A summary of revenues and expenses of the library system operations is as follows:
Budget Actual Actual
2016 2016 2015
Revenues
Province of Ontario
116,739
116,739
116,739
Province of Ontario - project
63,092
32,809
38,059
Fines
35,996
37,012
23,387
Book sales, donations, and other project revenue
16.000
32,476
27.776
Total revenues
231,827 219,036 205.961
Expenses
Salaries and benefits
1,885,083
1,840,866
1,822,371
Lease space
,�, 376,969
375,210
357,148
Electronic resources and periodicals
Qi 51,468
48,017
50,838
Programs
11,996
19,925
13,602
Telephone, fax
20,004
19,575
19,538
Photocopy, office supplies
25,898
15,704
25,302
Project costs
14,329
15,303
49,009
Other
18,237
12,394
13,981
Travel, mileage
12,500
9,676
10,895
Staff development
16,496
6,799
6,174
Furniture and fixtures
6,996
2,272
3,681
Loss on disposal
-
-
11,267
Expenses before amortization
2,439,976
2,365,741
2,383,806
Amortization
280,046
277,257
308,407
Total expenses
Net operating costs
-15-
63
2,720,022 2,642,998 2,692,213
2,488,195 2,423,962 2,486,252
CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2016
11. BUDGET FIGURES
County Council completes separate budget reviews for its operating and capital budgets each year. The
approved operating budget for 2016 is reflected on the Consolidated Statement of Operations. Budgets
established for capital investment in tangible capital assets are on a project -oriented basis, the costs of
which may be carried out over one or more years and, therefore, may not be comparable with current
year's actual expenditure amounts.
12. SUPPLEMENTARY INFORMATION:
65,707,273 65.182.339
[b] Change in non-cash assets and liabilities related to operations:
Increase in other assets (100,000) -
Increase (decrease) in accounts receivable 32,402 (808,959)
(Increase) in prepaid expenses (17,942) (3,656)
(Decrease) increase in accounts payable and accrued liabilities (263,763) 2.565.960
(349,303) L753.345
-16-
2016
2015
[a] Current fund expenditures by object:
Salaries, wages and employee benefits
26,717,959
25,956,255
Materials and services
6,679,861
6,365,087
Contracted services
17,060,199
16,827,977
Rents and financial expenses
476,778
1,176,453
Interest on long term debt
170,742
159,595
Amortization Qi
10,274,337
10,190,443
Transfer to others Ar
4,327,397
4,506,529
65,707,273 65.182.339
[b] Change in non-cash assets and liabilities related to operations:
Increase in other assets (100,000) -
Increase (decrease) in accounts receivable 32,402 (808,959)
(Increase) in prepaid expenses (17,942) (3,656)
(Decrease) increase in accounts payable and accrued liabilities (263,763) 2.565.960
(349,303) L753.345
-16-
CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2016
13. SEGMENTED INFORMATION
The County is a diversified municipal government institution that provides a wide range of services to
its citizens, including contract police services, fire, roads, community services, water and sewer. For
management reporting purposes the County's operations and activities are organized and reported by
Fund. Funds were created for the purpose of recording specific activities to attain certain objectives in
accordance with special regulations, restrictions or limitations.
The County services are provided by departments and their activities are reported in these funds.
Certain departments that have been separately disclosed in the segmented information, along with the
services they provided, are as follows:
General Government
General government is comprised of County council, administration, treasury, human resources and
information technology, providing services to Council and the other departments.
Provincial Offences 116
Provincial offences consists of the operatiori�o e County's Court offices, including trials and
proceedings and receiving payment for fines resx^ from charges laid by various police forces and
officials operating within the County. Distribution to area municipalities are also reflected.
Transportation Services
The County Engineer's office oversees the maintenance and capital works operations of roads and
bridges throughout the County in accordance with minimum maintenance standards.
Ambulance Services
The County provides land ambulance services to residents from five stations located throughout the
County.
Health Services
Health services are comprised of the County's proportional share of the operation of the Elgin St.
Thomas Public Health and other public health transfers.
-17-
65
CORPORATION OF THE COUNTY OF ELGIN
Notes to the Consolidated Financial Statements
For the Year Ended December 31, 2016
13. SEGMENTED INFORMATION (CONTINUED)
Homes for Seniors
The County operates three long-term care facilities with a total of 247 beds, and two Adult Day
programs for senior citizens. It operates under provincial legislation and oversight of the Ministry of
Health and Long -Term Care.
Social and Family Services
Social and family services consist of the County share of services that provides employment and income
assistance, social housing and child care assistance to eligible participants. The social and family
services program for the County is administered by the City of St. Thomas.
Library and Cultural Services
Library and cultural services are comprised e operations of the County library and archives system,
Museum and other cultural services and tra
Planning and Development Q�
Planning and development services include the preparation and administration of the County's Official
Plan, economic development, tourism and agricultural and reforestation services within the County.
For each reported segment, revenues and expenses represent both amounts that are directly attributable
to the segment and amounts that are allocated on a reasonable basis. Therefore, certain allocation
methodologies are employed in the preparation of segmented financial information. The General
Revenue Fund reports on County services that are funded primarily by taxation such as property and
business tax revenues. Taxation and payments -in -lieu of taxes are apportioned to General Revenue
Fund services based on the Fund's net surplus. Certain government transfers, transfer from other funds,
and other revenues have been apportioned based on a percentage of budgeted expenses.
The accounting policies used in these segments are consistent with those followed in the preparation of
the consolidated financial statements as disclosed in Note 1. For additional information see the Schedule
of Segment Disclosure.
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IAgin! REPORT TO COUNTY COUNCIL
FROM: Jim Bundschuh, Director of Financial Services
Alan Smith, General Manager of Economic Development
DATE: September 8, 2017
SUBJECT: Vacancy/Excess Land Reduction/Rebate
INTRODUCTION:
On December 21, 2016 the province announced changes to tax policy which included
greater flexibility starting in 2017. This includes greater flexibility in setting the vacancy/
excess land reduction rate on commercial and industrial properties. The local treasurers
agree that vacancy/excess land ratios should be unchanged for 2017, but are processing
changes for future years. Delaying ratio changes until next year but announcing those
changes in 2017 will give proper notice to businesses of changes to their taxes.
DISCUSSION:
Properties that are left vacant/excess land for extended periods of time undermine their
communities as the properties become derelict and the rural downtowns become less
appealing to consumers. The current policy of providing a reduction/rebate for being
vacant/excess land rewards properties that are negatively affecting their business
neighbours. Currently the county share of the vacancy/excess land reduction is
approximately $80,000 and municipal partners would have an approximate equal value.
Starting in 2018, the local treasurers are recommending that the vacancy/excess land
program be eliminated. The county's Community Improvement Plan (CIP) program
could be provided ongoing annual funding of $80,000 as a result of the increased taxes
received by the elimination of the vacancy/excess land program. The CIP scoring
matrix could be modified to prioritize vacant/excess land buildings. Investments in
upgrading vacant/excess land buildings will likely have the greatest impact for every CIP
dollar spent. Upgraded vacant/excess land buildings are ultimately more likely to
become occupied. By reducing the number of vacant/excess land buildings, all
businesses should benefit as the communities become more appealing to consumers.
A separate report will be brought forward later this year to discuss changes to the CIP
scoring matrix based on the experience gained during its first year in operation. The
proposed changes to the scoring will include a vacancy/excess land component.
Once the CIP changes are finalized, the Economic Development department will conduct
information sessions for owners of vacant business properties. These sessions will have
two objectives:
• to inform that $80,000 annually for the CIP program will be funded through the
elimination of the vacancy rebate; and,
• to educate about how the CIP program grants can be used to upgrade vacant
facilities.
Counties that decide to modify the program must notify the Minister of their intent to
utilize this flexibility and provide details of the proposed changes along with a council
resolution. Changes to the rebate and reduction programs will be implemented through
regulation for each municipality.
RECOMMENDATIONS:
THAT the vacancy/excess land rebate program be eliminated starting with the 2018
taxation year; and,
THAT the tax ratio on vacant/excess land commercial and industrial properties be set to
the same ratio as the occupied classes starting with the 2018 taxation year; and,
THAT Council notify the province of the elimination of the vacancy/excess land rebate/
reduction programs starting with the 2018 taxation year; and,
THAT copies of the resolutions from the Vacancy/Excess Land Reduction/Rebate report
dated September 8, 2017 be forwarded to local municipalities; and,
THAT the local municipalities be requested to send out a notification letter with the next
tax bill notifying vacant/excess land property owners of the elimination of the rebate/
reduction program; and,
THAT information/education seminars be conducted to inform local businesses of the
availability of Community Improvement Plan (CIP) grant funding to upgrade vacant
facilities funded by the elimination of the vacancy rebate; and,
THAT $80,000 be added to the Community Improvement Plan (CIP) budget for
consideration in the 2018 budget deliberation.
All of which is Respectfully Submitted
Jim Bundschuh
Director of Financial Services
Approved for Submission
Julie Gonyou
Chief Administrative Officer
Alan Smith
General Manager of Economic Development
70
"0
nta ri
Ministry of Finance
VACANT UNIT REBATE AND VACANT/EXCESS LAND SUBCLASSES
January 2017
Since 1998, the Vacant Unit Rebate and Vacant/Excess Land Subclasses have provided tax
rebates and reductions to property owners who have vacancies in commercial and industrial
buildings or land.
Vacant Unit Rebates: The Vacant Unit Rebate provides a tax rebate to property owners
who have vacancies in commercial and industrial buildings. This application -based
program is administered by municipalities. The current rebate is 30% of the property tax
for vacant commercial space and 35% for vacant industrial space.
• Vacant and Excess Land Property Tax Subclass: Commercial and industrial properties or
portions of these properties in the Vacant and Excess Land Property Tax Subclasses are
taxed at a fixed percentage rate below the tax rate of the broad class. These properties
are discounted at 30% to 35% of the full Commercial and/or Industrial rate.
Currently, upper- and single -tier municipalities may choose to apply the same percentage of
relief (between 30% - 35%) to both the commercial and industrial property classes.
NEW MUNICIPAL FLEXIBILITY FOR 2017 AND FUTURE YEARS
The Province has reviewed the Vacant Unit Rebate and the Vacant/Excess Land Subclasses in
consultation with municipal and business stakeholders.
In response to municipal and other stakeholders' requests, the Province is now moving forward
with providing municipalities broad flexibility for 2017 and future years. This change,
announced in November 2016, is intended to allow municipalities to tailor the vacant rebate
and reduction programs to reflect community needs and circumstances, while considering the
interests of local businesses.
In order to provide the most flexibility for municipalities, changes to the rebate and reduction
programs will be implemented through regulation. Upper- and single -tier municipalities that
have decided to change the programs can notify the Minister of their intent to utilize this
flexibility and provide details of the proposed changes along with a council resolution.
To support implementation of changes to the vacant rebate and reduction programs,
municipalities should review the attached checklist prior to submitting a request for changes to
the Minister.
71
IMPLEMENTATION
Municipalities wishing to utilize the flexibility available to them must submit details of proposed
changes to the Minister along with a council resolution by one of the following dates to ensure
amendments are included in a regulation as soon as possible.
• March 1, 2017
• April 1, 2017
• July 1, 2017
Municipalities will be notified when the regulation implementing the requested changes has
been enacted.
Note that in two-tiered municipalities, any program changes to be implemented will be an
upper -tier municipal decision, consistent with the flexibility currently available to upper -tier
municipalities, to determine the rebate and reduction percentage between 30% and 35%.
The Province has an interest in continuing to ensure tax competitiveness and consistency for
taxpayers and as such, the Minister will consider proposed program changes within this
context.
FURTHER INFORMATION
For general information about the vacant rebate and reduction programs, please contact the
Ministry of Finance at info.propertytaxontario.ca.
72
"0
nta ri
Ministry of Finance
VACANCY REBATE AND REDUCTION PROGRAM CHANGES
CHECKLIST
January 2017
BUSINESS COMMUNITY ENGAGEMENT
✓ Have you engaged the local business community?
✓ Can you provide details on how and when you have engaged the local business
community?
✓ Have you considered the potential impacts the proposed changes may have on local
businesses?
✓ Have you communicated potential impacts of proposed changes to the business
community?
✓ Has Council been made aware of the potential impacts on the business community?
PROGRAM DETAILS
✓ Have you outlined details of program changes in your submission?
✓ For municipalities in a two-tiered system, have you discussed proposed changes with
lower -tier municipalities?
✓ Have you considered how you will implement or administer any potential changes to
the vacancy programs?
✓ Have you considered these changes as part of a multi-year strategy?
✓ Has Council passed a resolution indicating approval of these changes?
FURTHER INFORMATION
If you have any questions about implementation of changes to the vacant rebate and reduction
programs, please contact the Ministry of Finance at info. propertytax ontario.ca.
73
e r/r�o('wnDD�JJJ�j��
;r� REPORT TO COUNTY COUNCIL
FROM: Rob Bryce, Director of Human Resources
DATE: September 11, 2017
SUBJECT: Service Recognition Awards
INTRODUCTION:
Since 1987, County employees have been given awards in recognition of achieving
service milestones. Full-time employees having achieved between five (5) and forty (40)
years of service - in five year increments - are formally recognized and receive a gift card
currently valued between $50 and $400.
In 2014, changes were made to the program that removed part-time staff eligibility from
the program. After more than two years, it is recognised that such a move has had
unintended consequences for valued part-time employees. Formal recognition of service
milestones for part-time staff represents an important reward system that should be re-
introduced. Such reward systems are an important component of being an Employer of
Choice and broadly contribute to employee satisfaction strategies.
The purpose of this report is to seek Council's approval of changes to this policy that will
correct the present deficiencies. A revised policy is attached.
DISCUSSION:
In 2014 changes were made to the program to exclude part-time staff, reduce award
levels, and introduce a letter of recognition from the Warden for eligible full-time staff.
Practices of awarding a service lapel pin, a framed recognition certificate, and a
Christmas Luncheon remained unchanged for full-time staff.
Since that time, Human Resources staff has received numerous comments criticising
the exclusion of part-time employees. In fact, push back from employees has been
particularly acute within the Service Employee's International Union (SEIU) and has been
raised during recent negotiations. Part-time staff remains concerned about the impact on
morale.
A survey of municipalities suggests that Elgin County's recognition program was less
than competitive with other best practices of public employers.
A review of the impact of the 2014 program changes revealed that a total of seventy-one
(71) active and five (5) retired employees were not recognized in 2014 through 2016.
Human Resources staffs propose to correct this at a nominal cost of approximately
$4000, which is contained with the 2017 corporate budget.
74
With Council's approval and starting in December 2017, part-time staff would once
again be eligible to receive awards for achieving service milestones. Such award would
be valued at half of that set out for full-time employees. Additionally eligible part-time
staff would receive a letter of recognition from the Warden, a service lapel pin, a framed
recognition certificate.
Presentations will continue to take place at the December council meeting and
Christmas lunch and would now include eligible part-time employees. Invitations to
these events will be limited to those with fifteen (15) years of service and above.
Presentations of five (5) and (10) year awards will be made by Department heads at
their work location.
CONCLUSION:
The recommended changes to Human Resources Policy Number 10.130 will address
identified issues while ensuring that service milestones continue to be celebrated.
RECOMMENDATIONS:
THAT County Council approve the report titled "Service Recognition Awards" dated
September 11, 2017 and the corresponding policy changes be adopted (Human
Resources Policy Number 10.130) and made retroactive to October 1, 2014; and,
THAT Human Resources staff take necessary steps to provide eligible 2014-2016 part-
time employees and eligible retirees with a letter of recognition from the Warden, an
award, a lapel pin and a recognition certificate.
All of which is Respectfully Submitted Approved for Submission
Rob Bryce Julie Gonyou
Director of Human Resources Chief Administrative Officer
75
d�.J. gm.,Progressive, by Nahire
Subject: Service Recognition
Policy Number: 10.130
Date Approved: October 1, 1987
Date Last Revision: October 1, 2017
Code: FT/PT
Section: 10
County of Elgin
Human Resources Policy Manual
In recognition of employees' contributions to the success of the County of Elgin, service milestones
of employees will be recognized in five year increments, starting with five years of #-14-time
services.
Eligible full-time employees will be given awards as set out below on the completion of the
following years of services:
YEARS OF SERVICE
5 years
10 years
15 years
20 years
25 years
30 years
35 years
40 years
VALUE OF AWARD
$ 50
$100
$150
$200
$250
$300
$350
$400
Eligible part-time employees will be given awards, at half the value set out for full-time
employees, on completion of the same service milestones noted above. (For example, at 5
years of service, a part-time employee will be given an award valued at $25; at 10 years of
service, the award will be valued at $50, etc.)
Awards will be given in the form of gift card. As such service milestones are achieved; eligible full-
time and part-time employees will receive a letter of recognition from the Warden, a lapel pin and
a recognition certificate.
All expenses associated with these awards will be chargeable to the Corporate Expenses account.
76
d�.J. gm.,Progressive, by Nahire
County of Elgin
Human Resources Policy Manual
Starting at the 10 year service milestone, eligible full-time non-union employees may elect one (1)
day off with pay in lieu of an award. Starting at the 25 year service milestone, eligible full-time
non-union employees may elect two (2) days off with pay in lieu of an award. Such time off shall
be taken within twelve (12) months of reaching the milestone date and not negatively impact
departmental operations.
Part-time employees becoming full-time employees during the calendar year in which a milestone
is reached will be treated as full-time for award purposes. Similarly, employees transferring from
full-time to part-time status will be iReligible to and OR 2 subsequeRt eligible to
receive a part-time award in that same milestone year.
Special Presentations:
Special presentations for employees may be arranged by Directors at their discretion.
Presentations for (19) eR (15) fifteen years of service and above will be made once a year at the
December Council Session. These staff members will be invited to the Council meeting and
Christmas lunch.
Department Heads will present the five (5) and ten (10) year service awards to their eligible
employees at their work location once a year at the end of November.
77
erarfo0'(0JJyJ6
;r� REPORT TO COUNTY COUNCIL
FROM: Rob Bryce, Director of Human Resources
DATE: September 12, 2017
SUBJECT: 2018 Manulife Benefits Renewal Forecast
INTRODUCTION:
The County of Elgin's group benefit program is underwritten by Manulife Financial and
is subject to renewal on March 1, 2018. Council may recall that staff marketed the
program ahead of the 2017 renewal to ensure the most competitive costs. While
significant savings were realized in 2017, more realistic 2018 renewal rates are being
projected that are not as favourable as those enjoyed last year. The purpose of this
report is to inform Council of the 2018 projected rates.
DISCUSSION:
The County is part of a larger benefits consortium, which includes most County partner
municipalities representing a total of approximately $2.3 million in annual premiums.
Annual premiums for the County of Elgin are approximately $1.2 million with the
extended health and dental representing approximately three-quarters of total cost.
The group benefit program for the County of Elgin is broken down into two main
components, based on the underwriting arrangements that apply to each, as follows:
Life Insurance and Long Term Disability: These are underwritten on a partially pooled,
partially experience rated basis. The rating of these benefits takes into consideration
the overall performance of the insurer's pool, changes in employee demographics and
the claims experience for the overall consortium. All participating partner municipalities
are combined for rating purposes. As a result of 2017 marketing, life insurance rates
are guaranteed until 2020; Long Term Disability rates until 2019.
Extended Health Care and Dental: These are underwritten on a fully experience -rated
basis. Rates are established based on the financial results generated by the paid
premium and paid claims experience for the year. It is projected that Extended Health
Care rates will increase 23% and dental rates will decrease by 5%.
Extended Health Care being the highest cost benefit has various cost drivers. Overall,
utilization has increased by 5% over the past nine months. Typically, increased
paramedical utilization and the impact of specialty drugs will contribute to escalating
costs.
Such costs are also driven by the increasing cost of "stop -loss" insurance. This is a
pooling arrangement designed to pay for drug claims typically associated with
catastrophic illness or injury in excess of $15,000 per year per person. With the
W
introduction of new and more expensive drugs it is not uncommon to find very large
drug claim amounts charged to the plan. As a result of such "stop -loss" costs, Manulife
continues to upwardly adjust its stop -loss insurance premiums to 14.92% (from 7.133%
in 2013).
Based on the first nine months of claims experience, it is anticipated the County of Elgin
will see an overall increase of 10.3% with Manulife for 2018. Actual costs will be shared
with Council when known the first quarter of 2018.
It is clear that actions are necessary to manage the challenge of increased benefit costs.
Such efforts to mitigate cost will be presented to Council in coming weeks.
CONCLUSION:
Extended Health Care costs continue to rise as utilization increases and more expensive
drugs are introduced in the market. Going to market to reduce costs was an effort to
reduce exposure to increased costs. This was effective short term. Longer term actions
are necessary to tackle ongoing financial challenges.
RECOMMENDATION:
THAT the report titled "2018 Manulife Benefits Renewal Forecast" dated September 12,
2017, be received and filed.
All of which is Respectfully Submitted Approved for Submission
Rob Bryce Julie Gonyou
Director of Human Resources Chief Administrative Officer
79
CLOSED MEETING AGENDA
September 26, 2017
Staff Reports:
1) General Manager of Economic Development —Municipal Act Section 239.2 (a)
the security of the property of the municipality or local board — Non -Disclosure
Agreement.
M