02 - January 30, 2018 County Council Agenda Pkg.Q
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ORDERS OF THE DAY
FOR TUESDAY, JANUARY 30, 2018 - 9:00 A.M.
ORDER
1 st Meeting Called to Order
2nd Adoption of Minutes — December 12 & 14, 2017; January 9, 2018
3rd Disclosure of Pecuniary Interest and the General Nature Thereof
4th Presenting Petitions, Presentations and Delegations
PRESENTATION:
9:00 a.m. Retirement Recognition: Mary Jenken — 40 years
DELEGATIONS:
9:10 a.m. Tom Jeffery — Four Counties Health Services (FCHS) Foundation
Chair, Steph Ouellet, FCHS/MHA VP Strategic Partnerships, with
PowerPoint presentation titled "Four Counties Health Services
Foundation Presentation to County of Elgin". (attached)
9:25 a.m. Ron Ross, Representative Wallacetown Fair Board, with PowerPoint
presentation titled "Wallacetown Agricultural Society and Elgin County
Pavilion Project Grant Proposal". (attached)
9:40 a.m. Heather Derks and Meagan Ruddock, Vice Presidents, Sparta Home
& School Association with PowerPoint presentation titled "Request for
Support from Sparta Parent Committee regarding TVDSB's 2017 FI
AAR" and correspondence. (attached)
5th Motion to Move Into "Committee Of The Whole Council"
6th
7th
MR
9th
10th
11th
12th
13th
14th
NOTICE:
Reports of Council, Outside Boards and Staff
Council Correspondence
1) Items for Consideration
2) Items for Information (Consent Agenda)
OTHER BUSINESS
1) Statements/Inquiries by Members
2) Notice of Motion
3) Matters of Urgency
Closed Meeting Items — (see separate agenda)
Recess
Motion to Rise and Report
Motion to Adopt Recommendations from the Committee Of The Whole
Consideration of By -Laws
ADJOURNMENT
LUNCH WILL BE PROVIDED
Deputy Warden for January
Deputy Warden for February
February 13, 2018
February 25 -28, 2018
March 13, 2018
Councillor Bernie Wiehle
Councillor Jim Jenkins
County Council Meeting
OGRA — Royal York, Toronto
County Council Meeting
Accessible formats available upon request.
DRAFT COUNTY COUNCIL MINUTES
Tuesday, December 12, 2017
Accessible formats available upon request.
The Elgin County Council met this day at the Administration Building, 450 Sunset Drive,
St. Thomas at 7:00 p.m., with all members present except Councillor Currie (regrets).
The Chief Administrative Officer welcomed all in attendance to the Annual Warden's Election,
introduced members of Council, and called the meeting to order.
ELECTION OF WARDEN
The Chief Administrative Officer asked that members of Council wishing to run for the Office of
Warden to please stand. Councillor Marr offered his candidacy for the position of Elgin County
Warden for 2018.
BALLOTING PROCEDURES
The Chief Administrative Officer explained that since the position for Warden remained
uncontested, the normal election procedures would be dispensed with, as prescribed by by-law,
and that a resolution appointing Councillor Marr to the position of Warden would be in order.
Moved by Councillor Jones
Seconded by Councillor McWilliam
THAT David Marr be appointed as Warden for Elgin County Council for the Year 2018.
- Carried Unanimously.
RESULTS
The Chief Administrative Officer announced that the Warden of Elgin County for 2018 is, Mayor
Marr of the Municipality of Central Elgin.
Warden Marr took the Declaration of Office, administered by the Chief Administrative Officer.
The Warden left the room, was gowned and re-entered the Council Chambers, where he was
officially presented with the Chain of Office, the Lord Elgin Watch, and the Gavel of Office, by
Past Warden Grant Jones. Warden Marr delivered his Inaugural Address to Council, thanked
his family and friends for their support, and outlined the items of interest and importance for
consideration in 2018.
OTHER BUSINESS
Warden Marr invited all those in attendance to the Warden's Reception, following recess, to be
held in the County Administration Building lower level.
Moved by Councillor Ens
Seconded by Councillor Wiehle
THAT we do now recess at 7:15 p.m. until Thursday, December 14, 2017 at 9:00 a.m.
- Carried.
DRAFT COUNTY COUNCIL MINUTES
Thursday, December 14, 2017
The Elgin County Council met this day at the Administration Building at 9:00 a.m. with all
members present.
Warden Marr in the Chair.
ADOPTION OF MINUTES
Moved by Councillor Jones
Seconded by Councillor Jenkins
THAT the minutes of the meeting held on November 28, 2017 be adopted.
- Carried.
2
County Council 2 December 12 & 14, 2017
DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF —
None.
DELEGATIONS
STEGH Presentation to Elgin County Council
Paul Jenkins, Executive Director, St. Thomas Elgin General Hospital Foundation; and Cathy
Crane, Chair, St. Thomas Elgin General Hospital Board Governors with a PowerPoint
presentation updating Council on fundraising progress to -date, the Great Expansion opening
dates, and the unveiling of a new barn quilt display. The presentation also included a summary
of the Board of Governors' 2017 activities, and ER and ICU statistics.
Moved by Councillor Mennill
Seconded by Councillor Ens
THAT the presentation titled "STEGH Presentation to Elgin County Council" from the Executive
Director of the St. Thomas Elgin General Hospital Foundation; and the Chair of the St. Thomas
Elgin General Hospital Board of Governors, dated December 14, 2017, be received and filed.
- Carried.
St. Thomas -Elgin Public Art Centre Annual Report 2017
Laura Woermke, Executive Director, St. Thomas -Elgin Public Art Centre with a presentation
summarizing the organization's 2017 exhibitions, educational programming and community
partnerships. Councillor Currie congratulated the Art Centre on its successes and thanked Ms.
Woermke for her hard work.
Moved by Councillor Jones
Seconded by Councillor Jenkins
THAT the presentation titled "Annual Report 2017" from the Executive Director, St. Thomas -
Elgin Public Art Centre, be received and filed.
- Carried.
Moved by Councillor Mennill
Seconded by Councillor Martyn
THAT we do now move into Committee Of The Whole Council.
- Carried.
REPORTS
Draft 2018 Committee Appointments — Warden Marr
Warden Marr presented his recommendations for appointments to Boards, Committees and
Associations for 2018.
Moved by Councillor Mennill
Seconded by Councillor Wiehle
THAT the appointments to Outside Boards and Committees for 2018 be confirmed as follows:
Dispute Resolution — 3 appointees Councillor Ens
Councillor Jenkins
Councillor Wiehle
Elgin County Museum — 1 appointee Councillor Martyn
Elgin St. Thomas Public Health — 3 appointees Warden Marr
Councillor Currie
Councillor Wiehle
3
County Council 3 December 12 & 14, 2017
Health Recruitment Partnership — 1 appointee
Human Resources Committee
Joint Elgin/Central Elgin Accessibility Advisory
Committee — 1 appointee
POA Court Facility - 4 appointees
Rural Initiatives — 3 appointees
Social/Entertainment — 2 appointees
St. Thomas -Elgin Public Art Centre — 1 appointee
Terrace Lodge Building — 4 appointees
Waste Management/Liaison
Water Advisory Committee — 1 appointee
Councillor McWilliam
Councillor Jones
Councillor McWilliam
Councillor Mennill
Councillor Martyn
Warden Marr
Councillor Ens
Councillor Jones
Councillor Mennill
Councillor Ens
Councillor Jenkins
Councillor McWilliam
Councillor Jones
Councillor McWilliam
Councillor Currie
Warden Marr
Councillor Currie
Councillor Jenkins
Councillor Mennill
Committee of the Whole Council
Councillor Jenkins
- Carried Unanimously.
Elgin County Museum 2017 Annual Report — Councillor Marten
Mike Baker, Manager of Museum and Archives presented the report updating Council on the
activities of the Elgin County Museum in 2017. This included exhibitions, outreach, programs,
social media presence and outlook for 2018.
Moved by Councillor Jones
Seconded by Councillor Jenkins
THAT the report titled "Elgin County Museum 2017 Annual Report" from Councillor Martyn,
dated December 14, 2017, be received and filed.
- Carried.
2017 Report to Elgin County Council (Town Crier Dave Phillips Record of 2017 Events
Attended) — Town Crier Dave Phillips
Council reviewed the 2017 activities of Town Crier Dave Phillips.
Moved by Councillor Ens
Seconded by Councillor McWilliam
THAT the report titled "2017 Report to Elgin County Council (Town Crier Dave Phillips Record
of 2017 Events Attended)" from the Town Crier, be received and filed.
- Carried.
Elgincentives 2017 Year End Review — Economic Development Coordinator
The coordinator presented the report updating Council on funding allocated through the
Elgincentives Community Improvement Plan in 2017.
12
County Council 4 December 12 & 14, 2017
Moved by Councillor Martyn
Seconded by Councillor Ens
THAT the report titled "Elgincentives 2017 Year End Review" from the Economic Development
Coordinator, dated November 28, 2017, be received and filed.
- Carried.
Bike Share Program — General Manager of Economic Development
The general manager presented the report recommending that Council approve a pilot project
for a bike share program to be located in Port Stanley.
Moved by Councillor Martyn
Seconded by Councillor Jones
THAT a two-year bike share program be developed as described in the November 27, 2017,
report titled "Bike Share Program", conditional on the participation by the Municipality of Central
Elgin; and,
THAT the RFP be brought back to Council for final approval before implementation; and,
THAT upon confirmation of the Municipality of Central Elgin's partnership, up to $20,000 for
the first year (2018) of the bike share pilot program be funded from the 2017 operating budget
surplus; and,
THAT staff report back to County Council with a review of the first year of operations to
determine the appropriate budgeted amount for year two (2019) of the pilot program.
- Carried.
Approval for Official Plan Amendment No. 21, 14 Snow St., Vienna, BA-OPA21-17, Adrian
Boeder — Manager of Planning
The manager presented the report providing County Council with the information required in
order to consider granting approval to the above noted Official Plan Amendment.
Moved by Councillor Jones
Seconded by Councillor Wiehle
THAT the Council of the Corporation of the County of Elgin gives approval to Official Plan
Amendment No. 21 to the Municipality of Bayham Official Plan, File No. BA-OPA21-17; and,
THAT staff be directed to provide notice of this decision in accordance with the Planning Act.
- Carried.
Approval for Official Plan Amendment No. 22, 27 Erieus St., Port Burwell, BA-OPA22-17,
David & Patricia Mudge — Manager of Planning
The manager presented the report providing County Council with information required in order
to consider granting approval to the above noted Official Plan Amendment.
Moved by Councillor Ens
Seconded by Councillor Mennill
THAT the Council of the Corporation of the County of Elgin gives approval to Official Plan
Amendment No. 22 to the Municipality of Bayham Official Plan, File No. BA-OPA22-17; and,
THAT staff be directed to provide notice of this decision in accordance with the Planning Act.
- Carried.
Council recessed at 10:22 a.m. and reconvened at 10:30 a.m.
5
County Council
5 December 12 & 14, 2017
Schedule of Council Meetings for 2018 — Marketing & Communications Coordinator
The coordinator presented the report recommending that Council adopt a schedule of Council
meetings for 2018. Council decided to move the January 23, 2018 meeting to January 30, 2018
to accommodate attendance at ROMA.
Moved by Councillor Jones
Seconded by Councillor Mennill
THAT the proposed Schedule of Council Meetings for 2018, as amended, be adopted.
- Carried.
Options for the Position of Deputy Warden — Chief Administrative Officer
The Chief Administrative Officer presented the report outlining possible options for the
implementation of a Deputy Warden role.
Moved by Councillor McWilliam
Seconded by Councillor Mennill
THAT staff move forward with Deputy Warden Option 2 that would have both the Warden and
the Deputy Warden elected at the inaugural event with the Deputy Warden then moving into the
position of Warden in the following year.
- Defeated.
Moved by Councillor Jenkins
Seconded by Councillor Martyn
THAT both a Warden and Deputy Warden be elected every year.
- Defeated.
Moved by Councillor Mennill
Seconded by Councillor Jones
THAT the Chief Administrative Officer be directed to prepare a report with additional alternative
options for the position of Deputy Warden.
- Carried.
Closed Meeting Item
Moved by Councillor Jones
Seconded by Councillor Mennill
THAT we do now proceed into closed meeting session in accordance with the Municipal Act to
discuss matters under Municipal Act Section 239.2;
(b) personal matters about an identifiable individual, including municipal or local board
employees — Integrity Commissioner, Closed Meeting Investigator and Ombudsman
Moved by Councillor Jenkins
Seconded by Councillor Mennill
THAT we do now rise and report.
- Carried.
Moved by Councillor Mennill
Seconded by Councillor Jenkins
THAT staff proceed as directed and the confidential report regarding the Integrity Commissioner
/Closed Meeting Investigator/Ombudsman be received and filed.
- Carried.
9
County Council
6 December 12 & 14, 2017
Integrity Commissioner, Closed Meeting Investigator, and Ombudsman Position — Chief
Administrative Officer
The Chief Administrative Officer presented the report recommending that Council appoint
Independent Resolutions Inc. as Integrity Commissioner, Closed Meeting Investigator and
Ombudsman for a three-year term ending December 31, 2020.
Moved by Councillor Mennill
Seconded by Councillor Ens
THAT the firm of Independent Resolutions Inc., represented by Mark McDonald be approved
by County Council as the Integrity Commissioner, Closed Meeting Investigator and
Ombudsman, effective January 1, 2018; and,
THAT a letter be sent to Aird Berlis notifying the firm of the selection decision request that
Aird Berlis act as the alternate Integrity Commissioner, Closed Meeting Investigator and
Ombudsman, effective January 1, 2018; and,
THAT the Chief Administrative Officer and Warden be authorized to execute the contract
with Independent Resolutions Inc. once reviewed by County Solicitor; and,
THAT the necessary By-laws be prepared; and,
THAT the Chief Administrative Officer be directed to formally notify lower -tier municipalities
of the County's agreement with Independent Resolutions Inc. and to invite them to also
utilize these services.
- Carried.
Elgin County Heritage Centre Hours of Operation and Admission — Director of
Community and Cultural Services
The director presented the report recommending that Council approve extended hours of
operation for the new Elgin County Heritage Centre. Staff is recommending that evening and
Saturday hours be introduced in the new facility on a year-round basis and that admission be
free of charge with donations encouraged.
Moved by Councillor Martyn
Seconded by Councillor Ens
THAT the Elgin County Heritage Centre be open to the public free of charge with donations
encouraged on Tuesdays, Wednesdays and Thursdays from 11:00 am to 7:00 pm and Fridays
and Saturdays from 10:00 am to 4:00 pm subject to statutory holiday considerations; and,
THAT a review of the recommendations in the report titled "Elgin County Heritage Centre
Hours of Operation and Admission" from the Director of Community and Cultural Services dated
November 23, 2017 be received by County Council before the end of February 2019; and,
THAT staff investigate the cost implications of being open on statutory holiday Mondays.
- Carried.
Completion of County Website Upgrades — Director of Community and Cultural Services
The director presented the report informing Council that upgrades to the County's website are
now complete. Curtis vanKasteren, developer of the website, provided a short demonstration.
Moved by Councillor Jenkins
Seconded by Councillor Jones
THAT the report titled "Completion of County Website Upgrades" from the Director of Community
and Cultural Services dated, November 24, 2017 be received and filed.
- Carried.
7
County Council
7 December 12 & 14, 2017
Sunset Road — No Parking By -Law Amendment — Acting Director of Engineering Services
The director presented the report seeking Council's approval to amend the No Parking By -Law
in order to restrict parking along a portion of Sunset Drive.
Moved by Councillor Mennill
Seconded by Councillor Jenkins
THAT the report titled "Sunset Road — No Parking By -Law Amendment", from the Acting Director
of Engineering Services be deferred.
- Carried.
County Road Maintenance Agreement — Acting Director of Engineering Services
The director presented the report seeking Council's approval to circulate an updated Road
Maintenance agreement to Elgin's municipal partners for execution.
Moved by Councillor Mennill
Seconded by Councillor Jenkins
THAT the redrafted County Road Maintenance Agreement be approved; and,
THAT the agreements be circulated to each municipality for their approval and execution.
- Carried.
Homes — Nursing (Sections N — Z) Policy Manual Review and Revisions — Director of
Homes and Seniors Services
The director presented the report recommending that Council approve policy manual revisions
to Nursing Sections N - Z.
Moved by Councillor Jones
Seconded by Councillor Martyn
THAT Council approve the County of Elgin Homes and Seniors Services Policy Manual review
and revisions for Nursing Sections N - Z effective December 14, 2017.
- Carried.
Homes — Mobile Optometry Services — Director of Homes and Seniors Services
The director presented the report recommending Council approve a contract for the provision
of mobile optometry services to residents in the homes as an enhanced service which will benefit
residents from an accessibility and visual health perspective.
Moved by Councillor Ens
Seconded by Councillor Wiehle
THAT the contract for mobile optometry service be awarded to Multi -Gen Health Care for a three
year term with the option to extend for two additional one year terms; and,
THAT the Warden and Chief Administrative Officer be authorized to sign the contract.
- Carried.
October 2017 Budget Performance — Director of Financial Services
The director presented the report outlining the budget comparison for October 2017 with a
performance for the month of $121,000 favourable.
0
County Council 8 December 12 & 14, 2017
Moved by Councillor Jenkins
Seconded by Councillor Jones
THAT the report titled "October 2017 Budget Performance" from the Director of Financial
Services, dated November 27, 2017 be received and filed.
- Carried.
Borrowing By -Law - Director of Financial Services
The director presented the report seeking Council's approval to prepare a by-law allowing the
Warden and Treasurer to borrow up to $15 million for cash flow and emergency purposes.
Moved by Councillor Mennill
Seconded by Councillor Jenkins
THAT up to $15 million of borrowing in 2018 be authorized through the necessary by-law.
- Carried.
POA Court Facilities - Director of Financial Services
The POA Supervisor, Director of Financial Services, and the Ventin Group Ltd. presented the
report outlining the preliminary drawings and cost estimates for a new POA facility.
Moved by Councillor Jones
Seconded by Councillor Mennill
THAT $481,000 be added to the Provincial Offences Act (POA) Facilities project for Council
deliberation as part of the 2018 Capital Budget process; and,
THAT the Warden and Chief Administrative Officer be authorized to sign an amended contract
with +VG Architects (The Ventin Group Ltd.) as the prime architect for the Provincial Offences
Act (POA) Facilities project for design, engineering, tendering and contract administration services
at a total fee of 7.7% of total project costs or an upset limit of $244,000, plus HST; and,
THAT a Request for Pre -Qualification be issued for Construction Contractors for the Provincial
Offences Act (POA) Facilities.
- Carried.
CORRESPONDENCE
Items for Information
1. Kelly Gillis, Interim Co -Chief Executive Officer, South West LHIN advising of:
a) Elgin Manor 2018 Short Stay Bed(s) Approval effective Jan. 1, 2018 - Dec. 31, 2018
b) Bobier Villa 2018 Short Stay Bed(s) Approval effective Jan. 1, 2018 - Dec. 31, 2018
c) Terrace Lodge 2018 Short Stay Bed(s) Approval effective Jan. 1, 2018 - Dec. 31, 2018
2. Dan Mathieson, Chair, MPAC Board of Directors advising of approval of the 2018 budget
and municipal levy.
Moved by Councillor Jenkins
Seconded by Councillor Mennill
THAT Correspondence Items #1 & 2 be received and filed.
OTHER BUSINESS
Statements/Inquiries by Members - None.
Notice of Motion - None.
9
- Carried.
County Council
Matters of Urgency — None.
Closed Meeting Items (continued)
Moved by Councillor Ens
Seconded by Councillor Mennill
9 December 12 & 14, 2017
THAT we do now proceed into closed meeting session in accordance with the Municipal Act to
discuss matters under Municipal Act Section 239.2;
(d) labour relations or employee negotiations — Intergovernmental Partnership Agreement
(b) personal matters about an identifiable individual, including municipal or local board employees
— Organizational Update
- Carried.
Moved by Councillor Jones
Seconded by Councillor McWilliam
THAT we do now rise and report.
- Carried.
Moved by Councillor Martyn
Seconded by Councillor Ens
THAT the confidential report from Councillor Wiehle regarding an Intergovernmental Partnership
Agreement be received and filed.
- Carried.
Moved by Councillor Mennill
Seconded by Councillor Jones
THAT the confidential organizational updated be received and filed and that staff proceed as
directed.
- Carried.
Motion to Adopt Recommendations of the Committee of the Whole
Moved by Councillor McWilliam
Seconded by Councillor Jenkins
THAT we do now adopt recommendations of the Committee Of The Whole.
- Carried.
BY-LAWS
Moved by Councillor Jones
Seconded by Councillor Wiehle
THAT By -Law No. 17-41 "Being a By -Law to Authorize the Warden and the Treasurer to Borrow
up to the Sum of Fifteen Million Dollars" be read a first, second and third time and finally passed.
- Carried.
Moved by Councillor Mennill
Seconded by Councillor Jenkins
THAT By -Law No. 17-42 "Being By -Law to Appoint Independent Resolutions Inc. as the Integrity
Commissioner, Closed Meeting Investigator and Ombudsman for the County of Elgin Pursuant
to Sections 8, 9, 10, 11, 223.3, 223.13 and 239.2 of the Municipal Act, 2001, s.o. 2001, c.25, as
amended" be read a first, second and third time and finally passed.
- Carried.
10
County Council 10 December 12 & 14, 2017
Moved by Councillor Martyn
Seconded by Councillor Jenkins
THAT By -Law No. 17-43 "Being a By -Law to Confirm Proceedings of the Municipal Council of the
Corporation of the County of Elgin at the December 12 and 14, 2017 Meetings" be read a first,
second and third time and finally passed.
- Carried.
ADJOURNMENT
Moved by Councillor McWilliam
Seconded by Councillor Wiehle
THAT we do now adjourn at 1:25 p.m. and meet again on January 9, 2018 at the County
Administration Building Council Chambers at 9:00 a.m.
- Carried.
LONG SERVICE AWARDS
Following adjournment, council recognized the following recipients with Long Service Awards, as
presented by Warden Marr and Councillor Jones during a luncheon celebration;
ELGIN MANOR
Carolyn Howey
35 years
Michele Harris
25 years
Michael Dunn
15 years
Judy Finnigan
15 years
April Orr
15 years
TERRACE LODGE
Mary Jenken
40 years
Marjorie Ford
20 years
Marion Niessen
15 years
COMMUNITY & CULTURAL SERVICES
Emily Finch
30 years
Deanna Hindley
30 years
Susan Morrell
30 years
Rhonda Brindley
15 years
Gina Dewaele
15 years
Doug MacAulay
15 years
FINANCIAL SERVICES
Lisa Czupryna
15 years
Jennifer Ford
15 years
HUMAN RESOURCES
Heather Rosevear
15 years
Tanya Tilton -Reid
15 years
Julie Gonyou,
Chief Administrative Officer.
11
Dave Marr,
Warden.
DRAFT COUNTY COUNCIL MINUTES
Special Meeting
Tuesday, January 9, 2018
Accessible formats available upon request.
The Elgin County Council met this day at the Administration Building at 9:00 a.m. All members
present except Councillor McWilliam (vacation).
Warden Marr in the Chair.
DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF —
None.
Moved by Councillor Mennill
Seconded by Councillor Jenkins
THAT we do now move into Committee Of The Whole Council.
- Carried.
REPORTS
2018 Fiscal Outlook PowerPoint — Chief Administrative Officer and Director of Financial
Services
The Chief Administrative Officer and Director of Financial Services presented a PowerPoint on
the fiscal outlook for 2018 in advance of budget preparation. The presentation included
highlights and efficiencies for 2017, upcoming cost pressures, and big ticket items for 2018. Cost
pressures include continued reductions in the Ontario Municipal Partnership Fund (OMPF),
increasing demands from the LHIN, and changes to labour standards under Bill 148. Big ticket
items for 2018 include the re -development of Terrace Lodge, a new POA Court facility, the
SWIFT Broadband project, and the costs associated with the uploading of Wonderland Road.
Moved by Councillor Mennill
Seconded by Councillor Jones
THAT the PowerPoint titled "2018 Fiscal Outlook" from the Chief Administrative Officer and the
Director of Financial Services dated January 9, 2018 be received and filed.
- Carried.
Council recessed at 10:09 a.m. and reconvened at 10:21 a.m.
CORRESPONDENCE
Item for Information
1) Oliver Jerschow, Director, Municipal Finance Policy Branch, Ministry of Municipal Affairs
with the County of Elgin's 2017 Annual Repayment Limit and contact list for Municipal
Service Offices.
Moved by Councillor Jones
Seconded by Councillor Jenkins
THAT Correspondence Item #1 be received and filed.
OTHER BUSINESS
Statements/Inquiries by Members — None.
Notice of Motion — None.
Matters of Urgency — None.
12
- Carried.
County Council 2 January 9, 2018
Closed Meeting Items
Moved by Councillor Martyn
Seconded by Councillor Ens
THAT we do now proceed into closed meeting session in accordance with the Municipal Act
to discuss matters under Municipal Act Section 239.2;
(b) personal matters about an identifiable individual, including municipal or local board
employees — Assistant Prosecutor / County Solicitor
(b) personal matters about an identifiable individual, including municipal or local board
employees — Compensation
(b) personal matters about an identifiable individual, including municipal or local board
employees — Organizational Update (VERBAL)
(c) a proposed or pending acquisition or disposition of land by the municipality of local board —
County Property Interest
- Carried.
Moved by Councillor Jones
Seconded by Councillor Jenkins
THAT we do now rise and report.
- Carried.
Moved by Councillor Martyn
Seconded by Councillor Wiehle
THAT staff proceed as directed regarding the Assistant Prosecutor/County Solicitor.
- Carried.
Moved by Councillor Mennill
Seconded by Councillor Ens
THAT staff proceed as directed regarding compensation.
- Carried.
Moved by Councillor Wiehle
Seconded by CouncillorJenkins
THAT the confidential verbal organizational update from the Chief Administrative Officer be
received and filed.
- Carried.
Moved by Councillor Jones
Seconded by Councillor Ens
THAT staff proceed as directed regarding County Property Interest.
- Carried.
Motion to Adopt Recommendations of the Committee of the Whole
Moved by Councillor Mennill
Seconded by Councillor Jenkins
THAT we do now adopt recommendations of the Committee Of The Whole.
- Carried.
13
County Council
BY-LAWS
Moved by Councillor Mennill
Seconded by Councillor Jones
January 9, 2018
THAT By -Law No. 18-01 "Being By -Law to Rescind By -Law 16-32 to Re -Appoint JGM
Consulting as the Closed Meeting Investigator, By -Law 16-33 to Re -Appoint JGM Consulting
as the Integrity Commissioner and any By -Law Inconsistent with By -Law 17-42" be read a first,
second and third time and finally passed.
- Carried.
Moved by Councillor Jenkins
Seconded by Councillor Martyn
THAT By -Law No. 18-02 "Being a By -Law to Confirm Proceedings of the Municipal Council of
the Corporation of the County of Elgin at the January 9, 2018 Meeting" be read a first, second
and third time and finally passed.
- Carried.
ADJOURNMENT
Moved by Councillor Wiehle
Seconded by Councillor Mennill
THAT we do now adjourn at 12:03 p.m. and meet again on January 30, 2018 at the County
Administration Building Council Chambers at 9:00 a.m.
Julie Gonyou,
Chief Administrative Officer.
14
- Carried.
Dave Marr,
Warden.
Four Counties Health Services Foundation
Four Counties Health Services
Presentation to
County of El im
Januar�y 30,, 2018
15
Agenda
• Welcome and Foundation Update
—Tom Jeffery, Board Chair, FCHS Foundation
—Martha Wortner, Admin Assistant, FCHS Foundation
• Hospital update
— Steph Ouellet, MHA VP of Strategic Partnerships
16
History of FCHS Foundation
• Established in 1987
• Mission:
— To develop relationships that support FCHS
• Context:
— Governments do not fund hospital capital equipment
• Membership:
— 9 volunteer and 4 appointed board members
• Results:
— Over $7M in contributions to FCHS since inception.
17
FOUR COUNTIES HEALTH SERVICES
AN OVERVIEW
About Our Hospital
• Four Counties Health Services (PCNs) is part of the
Middlesex Hospital Alliance, along with Strathroy
Middlesex General Hospital.
• FCHS is a primary care facility providing:
— inpatient care
— emergency care
— diagnostic services
— rehabilitation
• Serving approximately 23,000 residents, FCHS is located in
the village of Newbury at the intersection of Lambton,
Kent, Middlesex and Elgin Counties.
19
Middlesex Hospital Alliance
Catchment Area
LU
Hospital Statistics
(fiscal year 16/17)
• 94.31% occupancy (12 bed inpatient unit)
• 10,043 ER visits
• 2,698 Specialist visits
— Cardiologist
— Dermatologist
— Etc.
• 8,847 Physiotherapy visits
• 3,785 X -Ray &Ultrasound
21
FCHS Hospital Admissions By County
Municipality #
West Elgin 68
Dutton/Dunwich 4
Other 2 IM
Total 74
2016-2017 (N=358)
Elgin County,
20.7
22
FCHS Emergency Visits By County
Municipality #
West Elgin 1635
Dutton/Dunwich 235
St. Thomas
33
Southwol d
19
Central Elgin
18
Aylmer
5
Total
1945
2016-2017 (N=10,034)
Elgin County,
19.4%
23 9
Municipality
West Elgin
Dutton/Dunwich
Southwold
St. Thomas
Central Elgin
Total
FCHS Ambulatory Visits By County
2016-2017 (N=2,651)
0.3%
Elgin County,
21.9%
24 10
Primary Care: Physician
Recruitment
• Dr. Colin McCabe
— Moved in April 2017
— Family Practice + ED/Inpatient
— Co -located with Dr. Sharma
25 11
Primary Care — Nurse Practitioners
• Derek Truong and Terri Quayle
• Areas of focus/support:
— Hospital inpatients
— Respiratory/COPD clinic
—Mental Health counseling
—Memory Clinic
26 12
Mental Health & Wellness
— Memory Clinic
— ASLM Memory Cafe
— "Care — 2" caregiver
support group
27
Ambulatory Clinic — New
Programs
• 2nd cardiology clinic —
Dr. McPherson
• Women's Health clinic
— Dr. Chandra
• Flex clinic (wound and
ostomy care)
• Orthopaedics (consults
and follow-up)
• Endoscopy
28 14
FCHS Endoscopy System
Current State
• Current scope system beyond end of life.
• Program on hiatus after physician
retirement.
• Of the 146 scopes performed in 16/17, 16
(11%) were for County of Elgin residents.
Future State
• Hospital Leadership supports resumption of
program.
• Opportunity to increase the # of procedures
and keep the care "closer to home" for a
greater # of residents.
• New physician to resume service in Spring
2018.
Financial Commitment
• Cost to purchase approximately $450,000.
• FCHS Foundation agreed to fund raise for the
items.
29
MMIMM, ME
��WIR�'ibw
FCHS Foundation Request
• Ministry of Health and Long -Term Care does
not fund hospital capital equipment.
• Hospitals rely on Foundations to fundraise for
such equipment.
• Of the 146 scopes performed in 16/17, 16
(11%) were for Elgin County Residents.
• Respectfully ask for your support in the
amount of $60,000.00 to help us purchase a
new scope system at FCHS.
30 16
Thank you!
31
15%
loo, Supporting and providing, facilities to encourage
(2-ctivitiels intended to enrich rural tifiq;n-.7
a
Organizing and holding agricultural exhibitions a
awarding premiums and exhibiting displays of farr
products, equipment displays and, agricultural,
33
19MAi
19R,
wu.atmil cIhu iumuWhere
Fht Mai/'// ( Lop
l,asin
0o, Sometim�e in the 1860s
e
Canadianmilitia was
reorganized to meet the
threat ., Fenian Raids,. A
colmpany wascentered at
a
llacetown, where a drill,
shed was built and fir; ad"",
ground esitablished on the
farm of John Lesille Pearce.
19YA
Aftlrioug[ithere
w Stll n SPS n fl -,ii "et
and tevel area. 1 -'ie owner of
the land and'the cotimmander
of t -iii l
facihUie..s. In 1869, after tl'ie
passed, tl-ie five -acre I.,Aot
was putrliasedfr Fadi
Pearce.
1914
19M
CA If
Ell
CA
1 . umm..
r Pi'-uilidel0l !
Picnic,Atll',ea, Soccer",
Events
El
m. Safety ar'l
Rentai, u
El 15!
Comrnwl-,l ty
CAR
C[:
0
Solution
S.a'Itl'.',emeip'vt
c)-f
a
Septic System
P Plumbing and fixtures
oo, Concrete
CE:
What
the ect ml�ui uuuu�
40 x 40 foot ,pale barn structure with a 28 x 40 foot ol,
parlor
Women's Washroom size 18 x 12 feet
lo. Roof is ` pitch with 16 inch overhang
lol, Exterior wall is 8 feet high
ooGalvaturne Steel on ceiling, of open pavilion and perimi,
walls of was,hroom
olWomen's Washroom to contain change table, 2 sinks
toilets,
Washroomlo. Men's
and
[Le;
,WALL
P R 01 F" 0 S E D f` RONJ EL.EVATION
Nq m Pq I
11 AT K 1�1 Is Fos
6711C
51
:6%
ProJect Timetable
Excavation rid site Sprung 2018 weather p� rmuittin
preparation 2 weeks
Erect Pavilion, Septic 4 — 6 weeks
System and Rough in
Plum�bing and
Electrical
Concrete Floor, Interior 3 — 4 weeks
and Exterior Walls, Completion Date Juni
Fixtures and Final
Assemblies
53
�15i
� f
KIIIIIIIIM�
rLab�our
;200.00 " 52,00ti..J►. �
Material
2016'54.77- 211063. 1 5
Concrete
6,900.04
Plumbing, Septic and
141444.44
Site Prep
Engineering and
31744.44
Upgrades
Total Cost
$891454.77- 931 443.15
�15i
BUdget
Notes
OP. Quotes not e HST
""lighted amountslowest0, Upgrades will i'nctude,-,
Olo. Fast, flush ;
based
Building Inspector's recommendations,
1010,
00020r " SM rigid foam board ($752) for
perimeter of concrete floor and instaltati(
($600)
:6
Personriel
Key
Pop. f large
;`lw,+,_' I', I►,;
as many hands ,a
ke light work.
hours will be nec�essary to finish
�.7.
Dedication
\
`\.nce-\ S r�vZ�
6/
Elliftsill Sift
Endarsernents
Tracy TrudeLl, President of the Wallacetolwn Agricuttuir�
Society
OloDian McKilloip, Ward 2 Coiuncittor Dutton Dunwich,
Member of Cod Volunteer with the
Wallaceitown Agriculturat Society over 20 years
lo- Cameron McWilliam - Mayor, Dutton Dunwich
�67%1
Thank, YOU
El.gin,
Progressive a
MIM
Wallacetown Agricultural Society
Financial Statements
(Unaudited)
Year Ended December 31, 2017
Wallacetown Agricultural Society
Table of Contents
December 31, 2016
(Unaudited)
Review Engagement Report
Financial Statements
Statement of Financial Position
Statement of Changes in Net Assets
Statement of Operations
Statement of Cash Flows
Notes to the Financial Statements
61
W
2
3
4
5
Review Engagement Report
To the Members of Wallacetown Agricultural Society
I have reviewed the statement of financial position of Wallacetown Agricultural Society
as at December 31, 2017 and the statements of changes in net assets, operations and
cash flows for the year then ended. My review was made in accordance with
Canadian generally accepted standards for review engagements and, accordingly,
consisted primarily of inquiry, analytical procedures and discussion related to
information supplied to me by the Society.
A review does not constitute an audit and consequently, I do not express an audit
opinion on these financial statements.
Based on my review, nothing has come to my attention that causes me to believe that
these financial statements are not, in all material respects, in accordance with
Canadian accounting standards for private enterprises.
Melissa Wardell
Dutton, ON
January 22, 2018
W
Wallacetown Agricultural Society
Statement of Financial Position
31 -Dec -17
Unaudited
2017 2016
Assets
Current Assets
Cash $ 15,769.32 $ 6,621.00
Accounts Receivable $ - $ 420.00
Total Assets $ 15,769.32 $ 7,041.00
Liabilities
Current Liabilities
Line Of Credit (Note 2) $ - $ 29,250.00
Net Assets
$
15,769.32
$
(22,209.00)
Total Liabilities & Net Assets
$
15,769.32
$
7,041.00
On behalf of the Board
Director
63
Wallacetown Agricultural Society
Statement of Changes In Net Assets
31 -Dec -17
Unaudited
2017
Net Assets, Beginning of year
$
(22,209.00) $
Net Profit (Loss)
$
37,978.32 $
Net Assets, end of year
2016
(14,575.00)
(7,634.00)
$ 15,769.32 $ (22,209.00)
Wallacetown Agricultural Society
Statement of Operations
31 -Dec -17
Unaudited
Revenues
Fair
Donations
Bingo
Fundraising
Rental
Grants
Total Revenues
Expenses
Other Fair Expenses
Fair Expenses
Repairs & Maintenance - grounds & equipment
Repairs & Maintenance - buildings
Insurance
Office Expenses and utilities
Honorarium
Conferences and education
Fundraising Expenses
Interest & Bank Charges
Total Expenses
Net Profit (Loss)
65
2017 2016
$
87,550.50
$
48,998.00
$
4,450.00
$
21,764.00
$
21,525.47
$
16,786.00
$
19,872.23
$
16,503.00
$
10,550.00
$
13,620.00
$
24,319.05
$
13,312.00
$
168,267.25
$
130,983.00
$
555.01
$
60,710.00
$
91,670.87
$
20,596.00
$
9,682.74
$
15,753.00
$
3,500.00
$
14,973.00
$
9,234.67
$
9,218.00
$
4,009.72
$
5,086.00
$
5,600.00
$
4,400.00
$
2,559.23
$
3,916.00
$
2,264.57
$
2,652.00
$
1,212.12
$
1,313.00
$
130,288.93
$
138,617.00
$
37,978.32
$
(7,634.00)
Wallacetown Agricultural Society
Statement of Cash Flows
31 -Dec -17
Unaudited
Cash Provided by (Used In)
Operating Activities
Net Profit (Loss)
Difference In Accounts Receivable
Total Cash Provided by Operating Activities
Financing Activity
Line of Credit
Net Increase (Decrease) In Cash
Cash, beginning of year
Cash, end of year
Cash consists of:
Cash
Other Information
Interest Paid
2017
$
37,978.32
$
(7,634.00)
$
420.00
$
(420.00)
$
38,398.32
$
(8,054.00)
$
(29,250.00)
$
13,000.00
$
9,148.32
$
4,946.00
$
6,621.00
$
1,675.00
$
819.00
$
755.00
$
15,769.32
$
6,621.00
$
15,769.32
$
6,621.00
$
819.00
$
755.00
Wallacetown Agricultural Society
Notes to the Financial Statements
December 31, 2017
(Unaudited)
Nature of Operations
Wallacetown Agricultural Society is a district organization that encourages, promotes
improvements in, and advances the standards of agriculture, domestic industry and
rural life by drawing together both rural and urban citizens for their mutual benefit. The
society is organized under the authority of the Agricultural and Horticultural
Organizations Act of the Province of Ontario and is a registered charity under the
Income Tax Act.
Accounting policies
The Society applies the Canadian accounting standards for not-for-profit
organizations.
a) Revenue Recognition
Revenue on significant contracts, which provide for progress billings and
payments as part of the contract, are recognized on the percentage of
completion method. Deferred revenue, in current liabilities, represents billings
rendered in excess of revenue earned.
Bingo revenue is recognized as services are provided and monies are
received.
Fair and fundraising revenues are recognized as revenue as monies are
received and when events occur.
Donations are recognized as revenue when received from donors.
Rental revenues are recognized as invoiced and space provided.
Grants are recognized as revenue when received.
b) Contributed Services
Directors, committee members and owners volunteer their time to assist in the
corporation's activities. While these services benefit the corporation
considerably, a reasonable estimate of their amount and fair value cannot
be made and, accordingly, these contributed services are not recognized in
the financial statements
67
c) Accounting estimates
The preparation of financial statements in accordance with Canadian
accounting standards for private enterprises requires management to make
estimates and assumptions that affect the reported amount of assets and
liabilities, disclosure of contingent assets and liabilities at the date of the
financial statements and the reported amount of revenues and expenses
during the reported period. Actual results could differ from these estimates.
d) Property and equipment
The Society expenses its property and equipment. During the current year,
capital expenditures totaled $3500 (2016 - $13,682) which were included in
repairs and maintenance (buildings).
e) Capital Management
Wallacetown Agricultural Society's objective in managing its net assets is to
remain a sustainable operation while fulfilling its overall mandate of
encouraging, promoting improvements in, and advancing the standards of
agriculture, domestic industry and rural life by drawing together both rural
and urban citizens for their mutual benefit. It achieves its objective by
strong day-to-day management of its cash flows, and by regularly
monitoring revenues and expenditures against its operating and capital
budgets. When necessary, the Society takes appropriate action to reduce
or curtail programs when actual revenues do not meet its budget and
alternate sources of revenue cannot be found.
2. Line of Credit
A line of credit has been authorized by the bank to a maximum of $50,000 and
bears interest at the bank's prime lending rate plus 2.4`x. A general security
covering all assets of the Society has been pledged as security.
3. Deferred revenue
Deferred revenue consists of unexpected restricted contributions for specific
projects, which will be recognized as revenue in the year the projects are
completed, and all related costs incurred.
4. Financial instruments
a) Fair value
The fair value of current financial assets and current financial liabilities
approximates their carrying value due to their short-term maturity dates. The
fair value of long-term financial liabilities approximates their carrying value
based on the presumption that the Society is a going concern and thus
expects to fully repay the outstanding amounts.
b) Currency risk
Currency risk is the risk that the fair value or future cash flows of a financial
instrument will fluctuate because of changes in foreign exchange rates. The
Society has no foreign currency transactions and therefore is not exposed to
currency risk.
c) Market risk
Market risk is the risk that the value of a financial instrument will fluctuate as a
result of changes in market prices, whether the factors are specific to the
instrument or all instruments traded in the market. The Society is exposed to
interest rate risk as its Line of Credit bears and interest rate that fluctuates in
relation to the prime lending rate of the Society's bank.
d) Credit risk
Credit risk is the risk that one party to a financial instrument will cause a
financial loss for the other party by failing to discharge an obligation. The
Society's main credit risks relate to its cash and accounts receivable.
Credit risk associated with cash is minimized by ensuring these financial assets
are placed with financial institutions with high credit ratings.
With respect to accounts receivable, the Society grants credit to its
customers in the normal course of operations.
The Society has no accounts receivable in 2017 (2016-$420) exposure level is
low and unchanged from the prior year.
e) Cash flow risk
Cash flow risk is the risk that future cash flows with a monetary financial
instrument will fluctuate in amount, such as a debt instrument held with a
floating interest rate. The Society has no monetary financial instruments that
are expected to fluctuate in amount and therefor is not exposed to cash flow
risk.
f) Interest rate risk
Interest rate risk is the risk that the fair value or future cash flows of a financial
instrument will fluctuate because of changes in market interest rates. The
Society is exposed to this risk mainly in respect of its bank credit facilitites.
The Society has minimal interest rate exposure on its bank credit facilities,
which are variable based on the bank's prime rates. Interest expense
incurred on the credit facilities is $819 (2016 $755) exposure level is low and
unchanged from the prior year.
5. Appraisal and Assessment
The real property owned by the Society was appraised at $160,000 on August
201", 1999 by a qualified appraiser.
The Municipal Property Assessment Corporation of Ontario assessed the property
owned by the Wallacetown Agricultural Society at $1,225,000 and the property
was classified as Exempt (according to the Society's Property Assessment Notice
for 2017).
6. OMAFRA Grant Information
Livestock $ 8,210.00
Field Crop $ 1,399.00
Food and Cultural Expression $ 4,319.00
Youth $ 2,195.00
Judge's Costs for Above Competitions $ 1,491.00
Total Gate Reciept Revenues $32,787.00
Improvement # 1 - Repair and Paint 2 Roofs $ 3,500.00
70
Wallacetown Agricultural Society
24 Argyle Street, P.O. Box 1
Wallacetown, ON
NOL 2MO
January 22, 2018
Mel's Accounting & Tax Service Inc
190 Currie Rd
Dutton, ON
NOL 1 JO
Dear Madam:
We are providing this letter regarding your review of the financial statements of
Wallacetown Agricultural Society for the years ended December 31, 2017 and 2016,
which we acknowledge you performed in accordance with Canadian generally
accepted standards for review engagements.
We acknowledge that we are responsible for the fair presentation of the financial
statements in accordance with Canadian accounting standards for not-for-profit
organizations, and for the design and implementation of internal control to prevent and
detect fraud and error.
We understand that your review procedures consisted primarily of inquiry, analytical
procedures and discussion, which are not designed to identify, nor can they necessarily
be expected to disclose fraud, shortages, errors or other irregularities should any exist.
Certain representations in this letter are described as limited to matters that are
material. An item is considered material, regardless of it monetary value, if it is probable
that its omission from or misstatement in the financial statements would influence the
decision of the reasonable person relying on the financial statements.
We confirm that:
Financial Statements
The financial statements referred to above present fairly, in all material respects, the
financial position of the Society as at December 31, 2017 and 2016, and the results of its
operations and its cash flows for the years then ended in accordance with Canadian
accounting standards for not-for-profit organizations.
Completeness of Information
• We have responded fully to all inquiries made to us and have made available to
you all financial records and related data and all minutes of meetings of
members, directors and committees of directors.
• There are no material transactions that have not been properly recorded in the
accounting records underlying the financial statements.
71
We are unaware of any know or probable instances of non-compliance with the
requirements of regulatory or governmental authorities, including their financial
reporting requirements.
• We are unaware of any violations or possible violations of laws or regulations the
effects of which should be considered for disclosure in the financial statements
of as the basis of recording a contingent loss.
• We have identified to you all known related parties and related party
transactions, including guarantees, non -monetary transactions and transactions
for no consideration.
Recognition, Measurement and Disclosure
• We believe that the significate assumptions used in arriving at the fair values of
financial instruments as measured and disclosed in the financial statements are
reasonable and appropriate in the circumstances.
• We have no plans or intentions that may materially affect the carrying value or
classification of assets and liabilities reflected in the financial statements.
• All related party transactions have been appropriately measured and disclosed
in the financial statements.
• The nature of all material measurement uncertainties has been appropriately
disclosed in the financial statements, including all estimates where it is
reasonably possible that the estimate will change in the near term and the effect
of the change could be material to the financial statements.
• We have informed you of all outstanding and possible claims, whether or not
they have been discussed with legal counsel.
• All liabilities and contingencies, including those associated with guarantees,
whether written or oral, have been disclosed to you and are appropriately
reflected in the financial statements.
• The Society has satisfactory title to all assets, and there are no liens or
encumbrances on the Society's assets.
• We have disclosed to you, and the Society has complied with, all aspects of
contractual agreements that could have a material effect on the financial
statements in the event of non-compliance, including all covenants, conditions
or other requirements of all outstanding debt.
• There have been no events subsequent to the balance sheet date up to the
date hereof that would require recognition or disclosure in the financial
statements.
• We have reviewed, approved and recorded all of the following:
o Account codes you determined or changed;
o Transactions you classified; and
o Accounting records you prepared or changed.
Regards,
Wallacetown Agricultural Society
Shirley Mullin - Treasurer
72
Mel's Accounting & Tax Service Inc
190 Currie Rd. Dutton, ON NOL 1 JO
Phone 519-762-3070: Fax 519-762-2579
January 22, 2018
Wallacetown Agricultural Society
24 Argyle St P.O. Box 1
Wallacetown, ON
NOL 2M0
Dear Shirley:
The purpose of this letter is to outline the terms of my engagement to the review of the
financial statements of Wallacetown Agricultural Society for the year ended December
31, 2017.
My Responsibilities
I will conduct the review, consisting primarily of inquiry, analytical procedures and
discussion, of Wallacetown Agricultural Society's financial statements in accordance
with Canadian generally accepted standards for review engagements.
I will communicate in writing to those charged with governance/oversight responsibility
for the financial reporting process any relationships between me and Wallacetown
Agricultural Society (including its related entities) that, in my professional judgment, may
reasonably be thought to bear on my independence.
Objective, Scope and Limitations
This review engagement does not constitute an audit, and therefore does not provide
assurance that I will become aware of any or all significant matters that might be
identified in an audit. For example, it does not contemplate a study and evaluation of
internal control, test of accounting records and of responses to inquiries by obtaining
audit evidence through inspection, observation or confirmation, or other procedures
ordinarily performed during an audit.
Accordingly, this review is not intended to, and will not, result in the expression of an
audit opinion or the fulfilling of any statutory or other audit requirement. In addition,
each page of the financial statements will be conspicuously marked "unaudited".
This engagement cannot be relied upon to prevent or detect fraud and error and other
irregularities. The control over and responsibility for the prevention and detection of
fraud and error remain solely with management.
Form of Report
Unless unanticipated difficulties are encountered, my report will be substantially in the
following form:
73
Review Engagement Report
To the Members of Wallacetown Agricultural Society
I have reviewed the statement of financial position of Wallacetown Agricultural Society
as at December 31, 2017 and the statements of changes in net assets, operations and
cash flows for the year then ended. My review was made in accordance with
Canadian generally accepted standards for review engagements and, accordingly,
consisted primarily of inquiry, analytical procedures and discussion related to
information supplied to me by the Society.
A review does not constitute an audit and consequently, I do not express an audit
opinion on these financial statements.
Based on my review, nothing has come to my attention that causes me to believe that
these financial statements are not, in all material respects, in accordance with
Canadian accounting standards for private enterprises.
Melissa Wardell
Dutton, ON
December 31, 2017
Use and Distribution of my Report
My review engagement report on the financial statements has been issued solely for
the use of Wallacetown Agricultural Society and those to whom our report is specifically
addressed by me. I make no representations of any kind to any third party in respect of
these financial statements and I accept no responsibility for their use by any third party.
I ask that my name be used only with my consent and that any information to which I
have attached a communication be issued with that communication unless otherwise
agreed to by me.
Use of Information
It is acknowledged that I will have access to all personal information in your custody
that I require to complete my engagement. My services are provided on the basis that:
a) You represent to me that management has obtained any required consents for
collection, use and disclosure to me of personal information required under
applicable privacy legislation; and
b) I will hold all personal information in compliance with my Privacy Statement.
Management's Responsibilities
My review will be conducted on the basis that management and, where appropriate,
those charged with governance/oversight acknowledge and understand that they
have responsibility for:
74
a) The preparation and fair presentation of the financial statements in accordance
with the Canadian accounting standards for not-for-profit organizations;
b) Such internal control as management determines is necessary for the
preventions and detection of fraud and error; and
c) Providing me with:
1) Complete financial records and related data;
2) Copies of all minutes of meetings of members, directors and committees of
directors;
3) Information relating to any known or probable instances of non-compliance
with legislative or regulatory requirements, including financial reporting
requirements;
4) Information relating to any illegal or possibly illegal acts, and all facts related
thereto;
5) Information regarding all related parties and related party transactions;
6) An assessment of the reasonableness of significant assumptions underlying
fair value measurements and disclosures in the financial statements;
7) Any plans or intentions that may affect the carrying value or classification of
assets or liabilities;
8) Information relating to measurement and disclosure of transactions with
related parties
9) An assessment of all areas of measurement uncertainty know to
management that are required to be disclosed in accordance with
MEASUREMENT UNCERTAINTY, Section 1508 of the CICA Handbook -
Accounting;
10) Information relating to claims and possible claims, whether or not they have
been discussed with Wallacetown Agricultural Society's legal counsel;
1 1) Information relating to other liabilities and contingent gains or losses,
including those associated with guarantees, whether written or oral, under
which Wallacetown Agricultural Society is contingently liable;
12) Information on whether Wallacetown Agricultural Society has satisfactory title
to assets, liens or encumbrances on assets exist, and assets are pledged as
collateral;
13) Information relating to compliance with aspects of contractual agreements
that may affect the financial statement; and
14) Information concerning subsequent events.
At conclusion of my review, I will require certain written representations from you and,
where appropriate, those charged with governance about the financial statements an
related matters.
Reproduction of Review Engagement Report
If reproduction or publication of my review engagement report (or reference to my
report) is planned in an annual report or other document, including electronic filings or
posting of the report on a website, a copy of the entire document should be submitted
to me in sufficient time for my review before the publication or posting process begins.
Management is responsible for the accurate reproduction of the financial statements,
the review engagement report and other related information contained in an annual
report other public document (electronic or paper-based). This includes any
75
incorporation by reference to either full or summarized financial statements that I have
reviewed.
I am not required to read the information contained in your website, or to consider the
consistency of other information in the electronic site with the original document.
Working Papers
The working papers, files, other materials, reports and work created, developed or
performed by me during the course of the engagement are the property of my firm,
constitute confidential information and will be retained by me in accordance with my
firm's policies and procedures.
Fees
My professional fees will be based on my regular billing rates plus direct out-of-pocket
expenses and applicable taxes and are due when rendered. Fees for any additional
services will be established separately.
This engagement letter includes, the relevant terms that will govern the engagement
for which it has been prepared. The terms of this letter supersede any prior oral or
written representations or commitments by or between the parties. Any material
changes or additions to the terms set forth in this letter will only become effective if
evidenced by a written amendment to this letter, signed by all of the parties.
If you have any questions about the contents of this letter, please raise them with me. If
the services outlined are in accordance with your requirements and if the above terms
are acceptable to you, please sign the copy of this letter in the space provided and
return it to me.
I appreciate the opportunity of continuing to be of service to your Society
Regards,
Melissa Wardell
Acknowledged and agreed on behalf of Wallacetown Agricultural Society by:
Shirley Mullin, Treasurer
Date: January 22, 2018
76
Fri 'MR � tMaT �m m
Total Fl 735 72,4 713 6i951 680 673 668 670 67,9
IN M 19
mm�Mll �16�1 it it Ml MF
KII'MIREMIA OVA r; �e 1.0
TITLE OF REPOIRT: ELGIN C'01UNTY FRENCH II' MERS10N ATTENDANCE AREA REVIEW (2017)
PRESENTED IBY: Jim, McKenzie, Superintendent, Facillity, Services, &,Capital Nanning
of StudentAchiiii evemenit
P(RESIEIN�TEID IFOR: m Approval El Information El Advice
Recom men dation (s): That,the Board authicirize Si,enio,r,,Adimini�s,tr,a"tioin t,,o conduct ain Attendance Area Review,
for th e IIElementary Fre nichii I mi�mers i on Pro gra m serving t h e, County of Eigin.
Purpose: On 2,017 May 23,, through the Efemenitary, PupilAccommicidation, Review, - 01, the IRoard
approved:
That on A ttendonicie Area Review be conduicted" durin g the 20117- IS schoot year,, for
the creation of ig French, Im,imin Public School located at SPigirta Public Sch,ocil,
effect,ive 2018'July 101.
Ini accordance wjththe 'TVVSB Attendance Area Review Procedure (4015c), this report
in,cludes, timeIlia es for the prop osedAttendance Area lReview,airy appended plarininig
report w'hiohi conitainisseveralll attendance area,optionis including 5�e,nijor,Adminiis,t,r"at'ilon""'S,
preferred option, and timelines, "for" inniplemenitationii.
The popularity of the eiementary French [mmersion (FI) program in Elgin Cownity, has
in,creasied sit eadfly since Pierre Elliott Trudeau F1 PSopened as a singlle-track F4 schioGI lin
2 ° �,G In 2014-15,thie sichool had an enrolmenit, of 778, an OTcapacity of 1530, and a
utilization oft,47%. There were, 7 p,ortables and a6-unift portapak, locateld on site. As,,
status quo was not', an, option, and there were no closed schools to convert to F1 use,an
interini accomimiodation so1utiloin was,, requireld., This, pressure eventUally necessitated
the Eigin County French I mmersii o%jttend a nice Area IRRview (20,151), to create an interim
Sparta Catchment 242
Port Stanley Catchment 100
Holding Zone 110
Total 452 317
CostilSavings: m
Timeh ne: I As noted in the report.
Communications: A letter willi be sent hoirne to, the parents and guardi�ans aflirlench Illmimlersioir students iregairding the &oard
ded soin a n d Wfll I indicate n ext stepis liiun the process.,.
The attendance areas mifll be updated,, as per the IBoard decisiuns, on the Bc,ard's welasite in Find a Scho,ol,,
for the 2018-19 scho&l year.
Append ices: A- Ill lliritiall Attendance Area Review Report ( 2017',September 26 -Revised 210170,ctober 20)
B. TVDSB Attendance Area Review Procedure (4015c)
. Poirt StainIey Public Schocil Attend&nce Area IRevielw Committee Final Report
Di. Piier're Eflicitt Tirudleau PIII IP11664c Eichci,ol Attendance Area, Review Committee IFinial r'epc�rt
Form Revised: ltn, u a ry 202B
par Cam.mrttet
J a rpu a ry 23, 210 11
dear Tb a m e Va III Illit y Sch ia,c4l Board 7 ru stees:
The, :"lfta Parent thIst of',datImpresented to "O'Clu, by pecur stIrff Bz Flwt of
the 20,17 FL IR, ha,:oee,r,,, callied, l4wts cite the rb, III W,Cwwrus w eicamp[es:�
2-Thim-, $1,nitiM SeAmr,
Ad myrin �:traft io, n '-R'e Fill, rt
sra,,,ph timr, Fort PS
a a th S ni'llis III w d F rerfzft,
7'rmck,stuidurIz litsm
S,zarta,'Part Stan1ley Brid
the H6A,uinEl Zanta: i
aiz, tlh e Vie
zt,ff, do, micit have "the
�51C'Cur'mtl! prD.Jecticims-
Port Stanley P5
Current Enso, kr� ilerit, apid UpaOly
2. "Th lie!! th me se',p m rate, o Fid I F117tZ R!Pted Taw'• c�o n zide rata. n, ft r IF rerk ch, 'rin in er'slirio n Satu cte In t
Acrio m,,rn ordatim in z tinamil tThree. zjlepa ra tt It re -a mitin t Arra ,ct i cm: Each,' Berm tes,dectime
trMir"'IIIII ljjj a '] j,'" Wilism,
, 7 2,z 71 :3 f)"'195 GI20 C,,73 U G 7T EP7 9
FatM R
hey, R ��� LM2111 2�6
191 14,41 19,9K, ign 1.11,6
111(10 � F� 73 6, 1:L2 109 O.M�— 61,7�3 6,05""1 66,16 ve"',
0
i, FII 740 ?25 Ms 701 604 671 613 -6?6 68,1111
s. Tt III '�, IIr'lClli quVe s biioirr, the opening moi 'diclimms"the review tlktm n7Srldez tlhwalV't'u:
"'II�IIN.4 oVyIIP � IINIIF IIMA:lrmON
'rhe PoWtv of the eJm-!1n11M,t57f FIreno I mmelm bn Pq IP°mjmm ililmri prig, on coLmty I az [nicreallsed Steadily
sihice AnneIlEW,t 1�udeauF1 IIPS Opened, aza F?1 humII N'in 20CS."
Q A"t thea Eeard to ems' alfr 201S'„ Trym l"• • ROM coot an er'rllamr to, the III Stal
XepTart. lhegM;h nour'the,remimmi, eride d'uza se 311°S"artm F'Lb"IicScInclVIIIaz I111,miIrierzIcliIIITri MerrulITYf�MellOn+u:111I1
III Flrel uch uoh Even thilowsh till o,"!!'! s't'y d'Agnt: IIbeiiing mill th, re
uz;zerNtNlmu elayton thPe New IIP-IImmrDrat SchilaciIIspots A are irvcllulded, Irro G°1he graph
tftiau,Zh thud are elllremll atterojilin!'
!L Even 'Y kh the asmrmus addt'. on, 31,1 the Lir lelrh �,� 1��"t'�Jlbdiie�'t��thll� emph M,rIIIIII 1demnt.Woos hth a
utIIllfz,mfiliCmry az thr party Sch�ociE SuIIIIal II: utilized IIn the gw,
S. Wake that an rmllnimicd° 'WirNI nNJi der IIDIIf Pyorta,IIIc:' IIIIII be n e Nederl at FRicirt st®Vrillay "GMw KI'iin IlrPllay be asIh ttI ®V
133 IC=a' palclllty, amend that Fri a iictm I. IImiersicir, "1tuiiid�ent."; frimm a: far arril' az:Niimir l,� , St 71,3,1 IIIII9Y'Iia: ar O1j L,,A/ M
r sP P P -Ion ISO rN 'Yti+M111 III III tV 4` TIL Vdm 9=i�� e � t 1��� „� 4eril''C ei,, t h� le ,'talk"h'�� r e m� rt 's In Pr'�i'i"Y:�i tuV I��� �� III IIPJ�ePr�+ p° co,ICS 5't liar S��rr�m"P� IIPYV � le �1 III rlarl � 111 a rlarl �e'l r� h 11 r"� .
t.Mr chms n Fe -s pru 'ploz td in the Irewkiliew: 64
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accu:rabr iru1umrT7II5tbrr �b Will thu- rb� C�mu UP! tab1 uMw^II1111 ,3e in fair, ark juzit orur_�,
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ham,eh reb_u: umllemdelb IIim 1,00 -IS FI AAR Pe„grew arb report, use uraM an rpu o rtarry a olzutmre of
E 5rtl PLllbllul: TZN340II,, I'11D'roe till"t;staf ritpo rt, wth rrcir:,,, and deter me, dec s ulor, clin tom' 't41m�
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rsrrrib a CVC"JeML MAXIAN erre SMC comijVLWII ircimMchzituderits Acord fa,', iNIIIIIirs of IC irri,i raiclh IC rAP,M,),JIrljty Car, it
S�Iweimn ht:9Y-1,5llSay uumitlhe detmClvion:'Itrat aD9llrublhfefl,":Lfto,urchinllbrein.
71he trartaIr",L,a t nt",,t rtbIIII't�47111 47 mCr4c„7rlr„^1rW'iunIIM 'urw hIII h t;o' date Y? is rcit osculmed�.
IIFllocir roll PiP'izidiiGnt, Svartm Rorie arvd Sichcfcr, Aszcf,&56'11or4
I, MCS b hl r C ���1F . 'fid llr� P<'r e,� III drrt, , Spa Sr ;Fray IImi, r� ��� . 111:11i Amilaviatkin
,M ra,IIPN �Y�tdo ck�,Vii,:o PYres'IIIb�hTIPt, 1Hoarta imlimir- �roC� HCl ol0�y ���s4l�lll�tll Cera
Aar ka IIIN,eIJSit, Parl®rt SPI&taIIPulblailr ";&,Va,ll:J',
Abron IIi Parent, Zabr", i Pu lbt,:S:huocd,
'a a,oeIrlle E„fieiralt 11, Partmit„ 1or i a Pu bHIliIC: Srhocill
Eliz StevirraPlated? , Z,vartdSr ?L1bN,1: ,SVCI'r 1IDC(
1I3r11c:3 F1,:tu,,, Paraeru$,,, Sparta PLotllllc ScMi43�ialll
Ea2rrlYta � o, 5 r i I c,� e raa ,,, IIParr,tnt„ Ioikrteu PubYHulE Srtur 3,11 gs
wrr11 mviiL"IcAIIIIw,
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d �mh? woGw'd� Imr.ru� �, i�: h, -,;hit vu'r4f„111
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�rr° :rNrmV'w W 1111ir hc mid %"wa
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Az S„cclludki g, the PIIr?a,Stip.Stm,f°,.„PI"raImrtitt'�'rra bra; ro Cast mir SaSrrwrrszberve1i"1z t0i'fOL IIIc Illlrri11pill ="'mriICthe
ham,eh reb_u: umllemdelb IIim 1,00 -IS FI AAR Pe„grew arb report, use uraM an rpu o rtarry a olzutmre of
E 5rtl PLllbllul: TZN340II,, I'11D'roe till"t;staf ritpo rt, wth rrcir:,,, and deter me, dec s ulor, clin tom' 't41m�
aN=(icafte Irerct amt, 111 3, K� 5 CrY��r bs it W7 �N b� C'bMaelr P C I ,ru 471'11 lIIElIII r, c4',IIt�u,nit” a VIII a rel" ;u
rsrrrib a CVC"JeML MAXIAN erre SMC comijVLWII ircimMchzituderits Acord fa,', iNIIIIIirs of IC irri,i raiclh IC rAP,M,),JIrljty Car, it
S�Iweimn ht:9Y-1,5llSay uumitlhe detmClvion:'Itrat aD9llrublhfefl,":Lfto,urchinllbrein.
71he trartaIr",L,a t nt",,t rtbIIII't�47111 47 mCr4c„7rlr„^1rW'iunIIM 'urw hIII h t;o' date Y? is rcit osculmed�.
IIFllocir roll PiP'izidiiGnt, Svartm Rorie arvd Sichcfcr, Aszcf,&56'11or4
I, MCS b hl r C ���1F . 'fid llr� P<'r e,� III drrt, , Spa Sr ;Fray IImi, r� ��� . 111:11i Amilaviatkin
,M ra,IIPN �Y�tdo ck�,Vii,:o PYres'IIIb�hTIPt, 1Hoarta imlimir- �roC� HCl ol0�y ���s4l�lll�tll Cera
Aar ka IIIN,eIJSit, Parl®rt SPI&taIIPulblailr ";&,Va,ll:J',
Abron IIi Parent, Zabr", i Pu lbt,:S:huocd,
'a a,oeIrlle E„fieiralt 11, Partmit„ 1or i a Pu bHIliIC: Srhocill
Eliz StevirraPlated? , Z,vartdSr ?L1bN,1: ,SVCI'r 1IDC(
1I3r11c:3 F1,:tu,,, Paraeru$,,, Sparta PLotllllc ScMi43�ialll
Ea2rrlYta � o, 5 r i I c,� e raa ,,, IIParr,tnt„ Ioikrteu PubYHulE Srtur 3,11 gs
Sparta Parent Committee
January 25, 2018
The Sparta Parent Committee questions the accuracy of data presented by school board staff
informing the decision to close Sparta and reopen it as French Immersion. We cite the following
as examples:
From the 2017 FI AAR
1. The Rationale for conducting the review states that:
The popularity of the ellementary French IirnmruersJon (Fi) program in Ogmn County, has
uncreased'steadily since Pierre 011iott'Trudealua IN PS opened as a singie-Brack FII school lin
20 . In 2014-15l, the scho,M had an enrollment of 778, an OTG capacity of530, and a
uOlzatlion of 147%, Thieirel were 7 Portables and a -unit portapak Iocated on site, As
status quo was not an option, anrN there were no closed sctlook to convert to FII cus,ea an
interim accornmodation solluutlon'was r1equured. This pressure eventuaillys necessitated
time Elgin Couinty, French Nrnmmmersion Attendance Area Review (0'tg) to create an interim
Yet, if we look at the numbers provided, which we have had to total ourselves, we see
that the overall interest in the French Immersion program in Elgin County peaked in
2014 and then began a steady and protracted decline.
Enrolment Projections and Utilization Breakdown - Elgin County French Immersion
Total FI 735 724 719 695 686 673 668 670 679
Nevi' Ell 1 2201 2161 2081 1951 1991 1941 1,9.1 197 1'�k%
PET 1 5151 5061 5011 4951 4741 475 472 469 47R
Total FI 735 722 709 690 673 669 664 666 676
Total Fl 740 728 718 701 684 677 673 676 681
This calls into question the legitimacy of the approval given by the Trustees to proceed
with the review based on a steady increase in French Immersion. We have to wonder, if
M
the accurate assessment of a rapid forecasted decline had been presented, would
Trustees have still determined to proceed with the review?
2. We still do not have accurate information about the situation in store for our children at
Port Stanley. The Initial Staff Report in the 2017 A AAR gives the following graph for Port
Stanley PS which erroneously includes English Track students from Sparta, Port Stanley
and the Holding Zone and the French 7/8's. Based on the EPAR01 figures, we estimate
the actual numbers to be as high as 452 kids, or 142.5% of the OTG of 317 composed of
242 from Sparta, 100 from Port Stanley and 110 from the Holding Zone.
Plort Stanley PS
Current Enrolment and Capacity
400
ME
C�3pCdty Extended French rnrner:lon French inrnemk.�n Engllzh Track Errolrren� H lztorical Ccrnrnunity
3. It does not appear that either the New Southeast St. Thomas public school nor the
capital expansion project at Port Stanley have been funded by the Ministry. Yet, the only
other enrolment graph that we've been given as to how our kids will actually be
accommodated if this move takes place depicts the situation with both of those capital
projects occurring. Neither of these two graphs provides the true enrolment picture.
4. At the Board Meeting on January 23 2018, Trustee Tisdale pointed out an error in the Final
Staff Report. The graph for the new usage of Sparta as French Immersion erroneously
incorporates students from two London French Schools. Even though this move is contingent
on the New Belmont School opening, those students are included in the graph:
Proposed Enrolment and capacity for the New Flrelrnch Illlrrnimarersi
in Sparta - SK -7 IFI for '2018-19 and SK -8 FSI for 21019-20 and beyond
350
250
200
150
100
50 ......................... .......................... ......�
IY WTM11�1 eMNy 61.
mu SpM Upa ay iill, Hlnstor�cail cottmm^ruinrty im IFrench li mmemon oui Extended Firerrch Ilrrimerson uuuuu len,gllish Traci EnroNrrwe�rmt
0
5. With the possibility of 452 students being enrolled at Port Stanley, we have a real safety
concern regarding bussing.
ED
YM1V'CRNLL WMAI'N �'n ..�
PORT SII`ANLEYRUB ICSS>Kk l,,.
^ 11
77 �...�.
�w awum '
r
� 9dEW
r f G r�war 1 rro
�lJll yl�l fJlil ll'iiJi 1 f%� "��/ w
Keeping in mind that the open space in the foreground in this image is the entrance to the
parking lot, where are almost double the number of buses supposed to go? Will they be loaded
on the road? In addition to our safety concerns, might this not also cause a nuisance to traffic
flow?
6. Under the heading of Cost/Savings, the staff reports No Applicable costs or savings of
implementing the changes proposed in the review:
a
Yet, at the Jan 23, 2018 board meeting, Trustee Todd asked what the Capital Plans were for
Sparta as FI and was told a number of plans were in place for this summer including Roofing,
Paving, and Lighting. Costs for these projects were given in the materials from last year, when
they were cited as a factor against our children remaining accommodated at Sparta Public
School. 2015.1 11fnOt3F13,"A l- Paagie 9 (A 116
APS Bµ9
Rocifing Costs $582r4OO.1DO
Paiving Costs, $399.09DO.,00,
LiEhtiiin Coasts - 26,500.0
Sparta Total — $1,0081804100
0
Addition at NP NPS $1,5100,0100.00
Combined Tatil $2,510010100.00
91
Therefore, we very strongly question the assertion that there will be no applicable costs
associated with implementing this review.
The status of the proposed renovation at Port Stanley remains unclear at this time. We
estimate that between this and the repairs at Sparta, the cost of implementing this move could
be as high as $2.5 million dollars, not including the installation of Portables to add the
necessary capacity at Port Stanley Public School to house the English track children at 142.5%
above capacity.
Instances of unequal treatment for our children:
-no accurate enrolment data depicting their -8 total enrolment options with empirical
actual 2018-19 accommodation analysis provided for each between the two
reviews
-Renewal needs costs at Sparta cited as a -Renewal needs costs at Sparta cited as N/A
factor in their continued accommodation in consideration of their accommodation
there there
-deemed not to have sustainable enrolment -deemed to have sustainable enrolment
despite having sufficient enrolment to despite significant decline occurring within
support a school since 1820 the first ten years of the FI program
-$335,248 in renewal needs costs over the -more than a million dollars in capital
past 11 years cited as a factor against their improvements scheduled to occur in the first
continued utilization of the Sparta building year of utilization of the Sparta building
-long history of sustainable and stable -false claim of FI numbers increasing steadily
enrolment disregarded put forward to trustees
- recommended for closure at 79% utilization J -recommended to open at 72% utilization
Additionally, the school board has repeatedly ignored direct written correspondence from
named community organizations Malahide Township Council, the Municipality of Central Elgin
Council, and Elgin County Council despite specifying as part of the process that meaningful
input from these parties will be considered. We are here again to ask you to support our
request that the trustees stay the closure of Sparta Public School and defer the decision on how
to accommodate French and English students from the Southern Region of Elgin County until a
'y,
new, just, and accurate review can be conducted in which families from each impacted school
community can be given equal say in the decisions that jointly effect our children.
The data must reflect the reality of our community which to date has not occurred.
Sincerely,
The Sparta Parent Committee:
Alison Fleming, President, Sparta Home and School Association
Heather Derks, Vice President, Sparta Home and School Association
Meagan Ruddock, Vice President, Sparta Home and School Association
Arika Everatt-Meuse, Parent, Sparta Public School
Aaron Everatt, Parent, Sparta Public School
Valerie Everatt, Parent, Sparta Public School
Liz Stevens, Parent, Sparta Public School
Greg Fish, Parent, Sparta Public School
Sarita Vandenaalt, Parent, Sparta Public School
93
Appendix A
mom
2 15-16 Spada IPS S I P - Page 9 of 16
APPENDIX IB -9
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)IRT S"T"'AM.11EY" PUBLIC SCHOOL,
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Date of Meeting: 2017 September 26
Item : 14a,
� alit rx
M
mittee
El Aalrninistrali'vr Council r Program and Srhool ServIces Advisory Committee
REPORTTO,I
!PoItcy Wor iIn ,Cornr"rrlttee C 1 I I a.raa trar rrd Prwiroarlti,eaa Aartwwlaorryr cwurr cil
0 Board
IN PUBLIC 11 hl -CAMERA
JITL5 OF REPORT:
ELGIN COUNTY I-RENCH IMMERSION ION AT'TENDAN AREA REWEW J2011)
Jim nzkr , S rp� rrnlrro�ndr nt, � irrlity " t a vrCr s falartal Fla nnlrft
ion atc l�nria rrr..r digin ..�?'fStudent
...... SuperInte
PRESgNTED FOR..
Ap rov l Ll Inforltlatiorr LJ Advice
Reoonorrt e n a, titin{ ).
. , .. -- ....
That the Board authorize Senior AdnarnisRtraation to conduct ,in Attendance Area Review
dor the EIeItlerft,arV French Irurnorsion Prragrarn sea,ving tfie County raf Elgin.
15 ripose:
On2 17 Mar ' 2 through
�'h a the Elementary Kind Akxc,rrrjr-")dation HSV j(,.,W t, the Bot jl'r9
a3pKarraved'.
I -hat an Attendance Area Review bo carr duct d'durrnrg the 2017-3 c'h a'rrdycor f-br°
the, creohn of o Fremch Irrrinyersi'on PubficSs:hor lloc:rrted ot SParta Public School,
r&ctivo 2018 July 01.
in ac.cardarice rrwufli the Tti DSD Attendance Area Review Procedure (401.5c), this report
lnciude,,a tier ehne% for the prop os.rxd Altenda,nce Area Review, an r"appLnded planning
report which contans several attendance area optionsrrcllua ing Senior Administration's
preferred r7pr`ilon, and firnefinv_q for implenientaartion.
----------------............... __
�rrtorat,
........v�i. ItlibLM_,-K _ ._ �I`rl.__D., _.._, _„ ., ...._...,....._.._,,... _.... .. _,
�,- If�E�RIWI,�TNt+I
The pcapr,rlarity of the elernentaryFre rich Inarner:w'iorr (1`II1prcfgraarn un Elgki COU nty has
Increased steadiIV since Pierre Elliott 1"rud ew FI IFS rclar awed a$ a : niglo-trtack FI Sch001 in
2rD09, In 201A-15, the srhool had an enrolment: ref 7I" , an 0:TG capacity of 5 0,, and ,aa
utllizaaLion of 147%. I"haare were 7 por tablies and a 6 -unit porta pale located on site. As
status grata was not an opticrra, wand there were no closed schools to convert to FI use, an
interim arcornl°a od'ation solutiaarr was reclulrrrd. This pressure eventually ner:rassrtaated
the Elgin County French? Irnmersi:on Attendance Arch Review (20,155 to freate an lnter° m
ac.conanaradation plan for French Inwrersion.
The FI. Attc:ndarnrre Area Reviewer (AAR) cunsrs ed of 50arool Committee representaatrves
froi°n Pierre Elliott Trucleau FI FS and Fort Stanley PS ,Six different acccanamorlaatirorr
options 'w were presented to, and rev4,.wedi by, the School AAR Committees and shared
with each SclaCruli crara"i-raaunity: The .S,chu,ol AAR CurnmitLees sularnrtted repor°'ts. k y 2015
Iwlaovember 12, provi, ll ng input oil the: r In referred option, The Senior A rlmlrrastroNve
ReCwr endd:rrt,l n f6r tho figin (.oral~nry Fa"ed?rh ii7'rP7 erSPion AVen'dance, Area Re vir W report.
was presented to the Board on 2015 twiraarember 24.. The Scl°uo..ul AAR Committees an]
the Ipiblic had the opportunity to give input to the Board regarding Senior
a' adrninistr.astion''s report on 2015 13ecerralaer IS.
After careful crrnsadleratlon of all Information presented by 5enior Aarn'i6 tration,
feeadbac;k frorn the School" AAR or�tmi't°tee y and school Cora~art�uuralties hwolved rte thae
We build each student's tomorrow, every day
M
Dyin, County French )rnmerskn Attendance Area Review, and public Input, the Board
approv(,.:ad the foHuwiRp, inotions (2026,Jantjary, 12j:
rhat the gade structure at Jars rre rNiou Trvdeou French imrnerskm PabficSchoo)
beco)),)e,ser iii.irki,ndeq)orten to grade b French Mversion, ef
,fe ctive 2016 ) iAyr 01,
That the Pierre EXott, T'demi French knajersmn PijblkSrhoo! aflendovwtl- ore(7 be
approved, asperOgore 0.1, e,rfecYve2016Jw1y 01,
1h at Poi, Staf?)e,y Pubfic Schoof become ar? Mtrrirrvdtiottrock schoal offering both
Junior kin de(qurten to gra de 8 fn Erighsh and yrudc!s 7 to 8 fn Frencii Irrunersion
and xtended ere nch in?mer'�Oon, (�,ftctive X016 jo;Y 01
That On" Port 54w-rky pubfhc &,11001 FrerjC11),Jrrrraauers'araraUI)fj rqLr?nf.h
frnn,wrsOn ativrjciancearea be, approved, as per Fiqive 0'2, effertive, 203 t' Jus y 01.
Durhig the 2016-17 school year, the I'VDSB ronductod the ElovlonUry Pupil
Accommodation Review - 01 (SPAR x:1':1.) involving 10 Ellgin County schools, Following the
EPAR process, the Board approved the dosure of $otjth Dorthester, Springfield, and
We stimiinster Contral, Public Schools, and declared them surplus to Board use.
In oddition to dirucling AcIrnlinMriAjoin to condkid ail Atte fficlanuo Ar eiA kjeVj("VV, flr'j,f_
Board approved the c[osure of New SairUrn and Sparta PUt)RC Schwas as r nolish track
schools, but did not declare them surplus to Board use. Relc,,vailLto this French
Inirnersion AttendarIce Area Review, the Board irises rjpprOVred:
'rhat the grade~ 7 and 8,rrench I,wrarrierrsxeara and Extended French h7unersion
progronrl 1.10
d1ron? Pat,tStrjWey PubUrSchool, to, ertherSparta PubUr
Schooi or Pierre fjf&)t1dr Trudeau F'rench knmerskin Pubfic School, efft-cOver 2018
)i4fy 01, ns per rhederiyion of I.Ae t3oardfodowing a F'rench fmirwrsfon Attendonce
Are() Rovdew
This Attendance Area Revie%l wiill locus on options for new SK 8 alrWrOZInce oreo: for
both Pierre Elliott'll-rucloau 11 PS and a rww FI elementary, qchooffrar the French
Irnmersion prny
,rirn and the location of Lhi! Exicridod Fronch Iraaiaae rsGeara progroin :stunt,'
of these.,,xhools. Feedback from UILI 1:1 SC11001 COMMUritieS wiH also be gathereei
regarding, their preferred location for the new, F] elerriontary school,
XSEM ILMOUNIN till ONW-141401114 6111111
In connection with the most recently organized Annual Conuninity Pkinn4,ig and Facility
Col*orafin,n Meptirig held, pursuaril: to TV'DSBs Cornsnunity Planning and Facility
Colkaboration Oppcirtunitlrxs Procedure X4015b), 'TVDSB hams not receNed any
Comm unicati Oil regarding the propaspcf H Attendance Area Review from luste=rd
C01MI11,11nity OTGN111,19AUDM,
I he Annual Community Plarining and Facility Colliaboi,ation Meeting for the crounty of
Elgrin, vwm held on 7017 June 15, ijr t).30am- I 130�rjinr Im the Board Room c IVDSH,
Education Centre located at 1250 Dundas St.,, in I ondon. The prerseriRr'5 package f'rorn
the 2017 Comm unity Pla nin irig and Facility Cc1l aborzti on rn eet np, whidli includes the
metinR agenda, llciwerllciint presentation, and nleeltirip roirioWs, can be frond on the
TVDSB Planning Services website.
We build each student's tomorrow, every day
97
"Rvvis�Nl: 'fid ,27So.,wt0rMb,er27
Ml TINT114 01 rx F-ITNT05 MUM
In accord an cre with the A I tor dii ilA r(,,,,a Roview Prorexdu rc,�A UT 5c), tho, chart be -low
Milli key dates for Iniportant events related to the proposed Elgin CDIUnty French,
Review, wich
rr
2017 SP 26, Initial Attendance Are Revllew Report pre,,i to the Board
--- ..... . . . . . . ................ . . . .......... . ................ . ..... ................. . .. .... . ............................. . . . . ...... . ....................................... .................................. .. -- ...................................................... . ............................................................. . ..
2017 SEP ?7 Meeting vilth Principals of respective BAR Schools
2017 OCT 06 Atterdance Area Review CornmWee (AARC) is forrncd
. ....................... . . . ...... ..... . ..... . . . .. . ...... . . . . .......... . .. ................................. ..... .............
2017 OCI 24 AARC Meeting
2017 NOV 06 5(hool Lwi Meeting
---------- - - . . . . . . . ........................... . . . . .
) W 23 Final Attendance Area Rt�view Report presented to thp Baird
2018)A
-2018 Jird!-0ktPublic DelegatiJon Mertill
J
,2 02,9 F CD 07
I'.,.1.111,�,,�,�,�1.1�,�'ll",�,�,�,�1.11,11,111,111,111,11ll,�,�,�,�,�,�,�,�,�,�,�,�,�,�l., ` -- . . C� I, ; ............................................................ . . . . . . . . . . . . . . . . . . . . . . . . . . . .............................. . .... . ...................... . . ........................................................................... . .. . .................... . . . . ....... "I)�'�:'(ail$iorjl ardon
2018 FrB 27
— . . ... . . ............ . . ...... . ....................... . ..... - ------ - -------- -- ---------- ------
PROPOSED NPLEMENUTION TiMELINE
MEMO! ill
2018, JUIL Oil New alter,dancearill in eff(,ctforthe new French
--Irrimrion scliool to be located �:lt the Spiarto PS fa..c.....ifily
-------------- ---.............. ...............
. ....................
2018 5,EP 01 New French lirninorsilion school ope.rs
2020 SEP 01 Porsible relaratinn of the new Irrinch Irnmersimis-ill
en masse to the New Sarum PS facilltv ( ))pends on
feedback received from the Fl ClOnItYlUnity
identifying 1,firilr prt,+,,rn:,d kxotiojo for the new F11 qii
F"id the final derision of the Board)
C05,111sa Vill qS-. I N/A
Tirnelliniel- I A,s indicated la[)ove.
Coryllniumications,� rhe School AAAAIBClatirimittees' final report(s), containing School CommunlIty input, 'w'M be slobrnittedto the Planning Dep artinent viai eon ail by 2011/ Dec erriber 11.
The public will be invited to prov[de feedback on this report and the proll
charges to the Board crl'Trustees,throe gh the pubfic deflegation, process an 2018
Februiory 07,
A letter will be sent home to, French Ilrrrnersio n parents and F;tkrdents and powted on
t hin,,- Bo�,i rid ",s vo ill b s ite if o I I o w rag 0 @ 8K) a ir d dec 1 s ion ,
Append Ix AP lan ni rig Report -'Fibro Cou rl Fr en ch I inniersion Atten d a rice Arc, a
Review (2017)
di 207TAll 24
ill bil each stli tomorrow, every day
M
Ralation W Commilmomik
* Pullino slur eros first
* Macog ni wl 119, and allcotiraqInc �p III all Rs forms,
. g leadcushl
C) Ensoring srife . positive lemrnhipj mid workiqj
kBevised; 20175eprember27
Ll kdivoV aingaging our alludents, staff, frimillms ark' comi-mmities
El Bodng indu5im, rair, and cqullp4lo
R brinpiring 11mv idn"'u. and pain fling VrinvAinn.
We WHO each student's tomorrow, every day
m
REPORTS OF COUNCIL AND STAFF
January 30, 2018
Council Reports —(ATTACHED)
Warden David Marr — Elgin County Council Personal Support Worker Leadership Award
Councillor Bernie Wiehle — Public Health Merge Report (VERBAL)
Staff Reports —(ATTACHED)
Purchasing Coordinator — Heathcare Beds and Mattresses — Contract Award
Acting Director of Engineering Services — Ontario Municipal Commuter Cycling Program (OMCC)
- Transfer Payment Agreement (TPA)
Director of Community and Cultural Services — Elgin County Heritage Centre Opening and
Statutory Holidays
Director of Community and Cultural Services — 2017 Out -of -Province Travel
Director of Human Resources — Accessibility Plan — 2017 Status Report
Director of Human Resources — Accessibility Compliance Reporting for 2017
Director of Human Resources — Bill 148 - Forecasted 2018 Financial Impact
Director of Human Resources — Employee Benefits Renewal 2018
Chief Administrative Officer— Follow up to the Request to Name the Elgin -St. Thomas Ambulance
Headquarters in Memory of Charles (Chuck) Leverne Brubaker
(1937 —2017)
Chief Administrative Officer — Addressing Affordable Access to Transportation in Elgin County
Director of Financial Services — Terrace Lodge Rebuild
Director of Financial Services — 2018 Grant Requests
Director of Financial Services — Ten -Year Capital Plan
100
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1 wrae'h 4dWer 1M',r REPORT TO COUNTY COUNCIL
bFCr
FROM: David Marr, Warden
DATE: December 17, 2017
SUBJECT: Elgin County Council Personal Support Worker Leadership Award
INTRODUCTION:
Elgin County is proud of the long term care services we provide residents. We employ
many Personal Support Workers in Elgin County, including 72 full-time, 15 regular part-
time, 68 part-time and 1 casual PSW across the 3 homes.
In early 2017, Elgin County Council made a donation of an award of $500 to support a
one-time award to encourage and support a student in the Personal Support Worker
diploma program at the St. Thomas/Elgin Regional Campus of Fanshawe College. The
award was presented at the Fanshawe College Student Awards Ceremony held in St.
Thomas on April 27, 2017. The gift was presented at the Annual Student Award
Ceremony which was held in April of 2017. The donation was made in Warden Jones'
name.
The award was presented to a student who met the following criteria-
- Must be enrolled full-time in the Personal Support Worker diploma program at
Fanshawe College, St. Thomas/Elgin Campus;
- Must have achieved a cumulative GPA of at least 3.0;
- Must have demonstrated consistent growth in leadership throughout the program;
- Must be an Elgin County resident; and,
- Reflect the values of Fanshawe College and of Personal Support Workers.
BACKGROUND:
The Chief Administrative Officer met with Jeff Duncan, Regional Advancement and
Alumni Coordinator on December 15th to discuss a 5 -year annual commitment to this
award, totalling $2,500 over 5 years. The recognition name for the award would
change annually to honour and recognize the Elgin County Warden serving at that
time. Fanshawe College is also requesting County Council's support in the form of a
sponsorship of the annual ceremony to be held at the CASO Station in the amount of
$1,000.
At any time County Council can opt out of the 5 -year plan and can decide to no longer
support the award or to commit to a one-time contribution again.
101
RECOMMENDATIONS:
THAT the request for a $2,500 sponsorship over 5 years of the Fanshawe College
"Elgin County Council Warden's Personal Support Worker Leadership Award" be
hereby approved with funds drawn from the unspecified grant line of the 2018 Operating
Budget; and,
THAT a one-time $1,000 sponsorship of the annual ceremony to be held at the CASO
Station taking place in 2018 be hereby approved with funds drawn from the unspecified
grant line of the 2018 Operating Budget; and,
THAT the Chief Administrative Officer be directed to execute the attached draft
agreement.
All of which is Respectfully Submitted,
David Marr,
Warden
102
hol �
FANSHAWE
12/19/2017
GIFT AGREEMENT BETWEEN FANSHAWE COLLEGE and ELGIN COUNTY (the "Donor")
Fanshawe College acknowledges that Elgin County has made a donation to support an award to
encourage and support a student in the Personal Support Worker diploma program at the St.
Thomas/Elgin Regional Campus of Fanshawe College. This award will be presented annually at
the St. Thomas, Elgin Fanshawe College Student Awards Ceremony.
The "Elgin County Council Warden's- Personal Support Worker Leadership Award"
1. CRITERIA:
The award will be presented to a student who, at time of selection:
• Is a full-time student at Fanshawe College currently enrolled in the Personal Support
Worker diploma program at the St. Thomas/Elgin Campus;
• Has achieved a cumulative Grade Point Average of at least 3.0;
• Has demonstrated consistent growth and leadership throughout the program;
• Is an Elgin County resident;
• Reflects the values of Fanshawe College and commitment to the high standards of the
Personal Support Worker profession.
2. GIFT AND PAYMENT SCHEDULE:
• The total value of the gift will be $2,500. The payment to establish the award will be
received by Fanshawe College by ...........?.
3. VALUE AND TERM OF SCHOLARSHIP AGREEMENT:
3.1 An award of $500 will be presented annually for five (5) years beginning in the 2017-2018
academic year and ending in the 2021-2022 academic year.
4. SELECTION:
4.1 The award recipient(s) will be selected first by the appropriate Program Coordinator(s) and
academic Chair(s) using the criteria in Section 1, and then validated by a Student Awards
Coordinator at Fanshawe College.
4.2 Selection of the recipient(s) may involve a selection team as determined by the College
Council's official Award Selection Subcommittee. In the case of a selection team being
used, the team will consist of the Program Coordinator, another member from the
respective Faculty or School, and a member of the Award Selection Subcommittee.
4.3 Selection of the recipient(s) may be based on the evaluation of the criteria for the previous
academic terms or year. For example, if the award is being disbursed during the 2017
Winter academic term, the award recipient could be selected based on the evaluation of
criteria during the 2016 Fall term and the previous academic year.
Page 1 of 2
4.4 Should a tie exist where multiple students meet the above-mentioned qualitative criteria,
the recipient(s) will be determined based on the highest GPA.
4.5 If a recipient cannot be found using the above-mentioned criteria, then every effort will be
made to locate a recipient in keeping with the intent of the gift.
4.6 The award may not be disbursed in a given academic year if a suitable recipient cannot be
found. In this case, unless otherwise agreed upon, the term of the award will be extended
by one year for each year the award is not presented.
5. PRESENTATION:
5.1 The parties agree to have this award presented at the Annual Student Award Ceremony
held in the St. Thomas/Elgin community in the spring.
5.2 The Donors agree to provide a biography of which elements may be used for promotional
purposes and for speaking notes during the presentation, and distributed to students.
5.3 The Donors or representatives will be advised of the name of the recipient(s) and will be
invited to present the award at the Award Ceremony.
5.4 For recognition purposes, the Donors will be identified in the award ceremony program and
promotional material as "Warden ------------- --, and will be acknowledged during the
presentation.
Gift Agreement signed on this date at London, Ontario
Wendy Curtis Date
Acting Executive Director
Fanshawe College Foundation
Scott Mousseau, CPA, CMA Date
Manager Advancement Services
Fanshawe College
Julie Gonyou
CAO
Elgin County
Date
Cc. Susan Cluett, Dean, FORCE; Ross Fair, Chair, St. Thomas/Elgin Campus
Page 2 of 2
December 18, 2017
Elgin County
450 Sunset Dr.
St. Thomas
ON N5R 5V1
Attention: Ms. Julie Gon ou CAO
v F�.,k°�� a �I r' ,,�� �„�A T N
Dear Ms. Gonyou,
Thank you for taking the time to meet with me recently to discuss the partnership Fanshawe College enjoys with Elgin
County along with new opportunities we might explore to support higher education in the county.
Fanshawe is a comprehensive College and has served the region for 50 years. We provide flexible learning arrangements
and experiential education opportunities developed in response to local labour market needs and demands.
We are one of Ontario's largest colleges —with four campuses in London, St. Thomas, Simcoe and Woodstock along with
sites in Huron, Bruce and Perth Counties. Fanshawe serves close to half a million people in the region with a promise to
educate, engage, empower and excite. We offer more than 200 degree, diploma, certificate and apprenticeship
programs to 43,000 full and part time students each year. Our goal is to help people unlock their potential and achieve
success in a variety of disciplines including applied arts, business, health care, human services, hospitality and
technology.
Fanshawe plays an important role in providing re -skilling and upgrading opportunities for mature learners through the
design and delivery of custom training for federally and provincially sponsored trainees, community organizations,
sectoral training councils and private sector employers in the business, health, industrial and service sectors.
In 1970, Fanshawe established a permanent presence in Elgin County when it took over employment retraining
programs from the Board of Education. The first campus was on Ontario Road in St. Thomas and was relocated in 1997
to the Bill Martyn Parkway site that we share with St. Joseph's High School. An expansion was completed in 2000 to
provide much-needed space for academic programs and student activities. Renovations were made in 2014-15 to create
labs and teaching space for the newly launched renewable energies technician and advanced manufacturing programs.
The St. Thomas/Elgin Regional Campus is home to 350 full-time and 2,000 part-time students and offers a close-knit,
friendly environment with small class sizes of 20 to 40 students. The campus has a cafeteria, library, resource centre,
and offers employment counselling and other services to support student success. Program offerings range from health
and human service programs to state-of-the-art technical programs.
Welcoming full-time, part-time and dual -credit students in a number of diploma programs, certificates and community -
interest courses, Fanshawe is proud to be a contributor to the economic growth and sustainability of Elgin County.
The Fanshawe College Foundation takes pride in working closely with donors to provide a robust awards program that
recognizes student success and helps ease the financial burden of post -secondary educational costs.
In 2016-17 the Foundation provided the following:
561 bursaries at $537,933;
• 495 achievement scholarships at $325,054;
1001 Fanshawe College Blvd, London, ON N5Y 5R6
T 519.452.4430 X4360 I F 519.452.1051 1 jduncan@fanshawec.ca I www.fanshawec.ca
105
90 entrance awards totaling $111,350;
428 International awards for a value of $371,900, and;
79 other scholarships at $99,495.
The generosity of our donors allowed the Foundation to provide 18 scholarships totaling $14,000 and 3 bursaries valued
at $1,800 to St. Thomas, Elgin Campus students in 2017. Scholarship donors are invited to the annual spring awards
ceremony to meet students and present their awards personally. Donors are recognized with a listing in the program
and on the Fanshawe College website. Annual contributions of $500 or greater have the award named in their honour.
Elgin County Council created a one-time scholarship in 2017 for the Personal Support Worker program. It was named
the "Elgin County Council Warden's Award". There is a need for scholarships for PSW students so the addition of this
award is really important. Most students in the local PSW program live, work and raise their families in Elgin County.
We are very proud to be working in partnership with Elgin County on an ongoing basis. Elgin County has supported the
local campus and its students in many ways over the years including event and program sponsorship as well as awards.
A recent initiative has been the Fanshawe Farm Market project which has been really successful. Thank you!
I would like to invite the Elgin County Council to join our scholarship program and continue helping us support students
in Elgin County. I submit for your consideration the following proposal:
1. Elgin County Council Warden's Scholarship- Personal Support Worker Leadership Award- $2,500
• Elgin County Council to sponsor an annual "Warden's" scholarship award for five years (which is the average
term that donor's specify).
• The award would be for $500 for 5 annual awards, specific to a qualifying student in the PSW program.
• The recognition name for the award would change annually to honour and recognize the Elgin County Warden
serving at that time. For example in 2017- "Elgin County Warden Dave Marr Award"
2. St. Thomas Elgin Campus 2017-2018 Academic Awards Ceremony Title sponsorship -$1,000
• Title sponsorship supports the annual ceremony which is held at the CASO Station. College funds are limited for
such events but we believe it is important to bring students, business and community members together to
celebrate and recognize achievement. It brings profile to higher education in Elgin County and underscores the
strength of the relationship the College has within the community.
I really appreciate having this opportunity to present a proposal for both our scholarship program and awards
celebration. I am happy to discuss this proposal further and modify it if you wish as we would like to create a program
with award criteria that supports the Council's goals. Ross Fair, the Elgin Campus Chair and I would be glad to meet
with staff and Council members at any time. We could also arrange a Campus tour to see the programs first hand and
meet faculty and students. We are very proud of Fanshawe College's 48 years of service in Elgin County and look
forward to working with you to continue to improve educational and employment opportunities for Elgin County
residents.
Thank you for your support and consideration of this proposal.
Yours truly,
Jeff Duncan
Regional Advancement and Alumni Coordinator
Fanshawe College Foundation
1001 Fanshawe College Blvd, London, ON N5Y 5R6
T 519.452.4430 X4360 I F 519.452.1051 1 jduncan@fanshawec.ca I www.fanshawec.ca
106
r
Fanshawe College St. Thomas/Elgin Campus
The St. Thomas/Elgin Campus works with the City of St. Thomas, Elgin County, local business
and industry to establish new program opportunities for the purpose of ensuring the availability
of a skilled workforce and encouraging our young people to pursue their post -secondary
education in St. Thomas and choose to live and work in Elgin County.
Fanshawe College is in the business of helping students learn to use state-of-the-art equipment
in a learning environment that mirrors the most up-to-date workplaces in the country; faculty
members are highly qualified educators whose real world experience enables them to deliver
both comprehensive instruction and hands-on learning in a significant way.
Personal Support Worker (PSW) program
A career as a Personal Support Worker takes heart, compassion and a dedication to
helping those most in need. It also takes a highly specialized set of dynamic technical
and interpersonal skills. This is a two level program leading to an Ontario College
Certificate. It is a program within the Fanshawe College School of Nursing.
The course delivers a strong foundation in the fundamentals of personal support.
Students learn about health and wellness, the human body and how it functions, along
with examining mental health issues and life transition theories.
In addition to classroom instruction, students complete placements in long-term care
facilities such as Elgin manor and Terrace Lodge, where they receive valuable
experience providing care to clients. This means that they will begin their career with a
highly developed set of experiences to draw on as they enter the workforce. This
program also utilizes simulation learning.
Upon graduation, students will be ready to work with stable clients, with clearly identified
needs, helping to make them comfortable and keep them safe. They will have the ability
to provide personal care for clients in retirement homes, long-term care facilities,
hospitals and in the home.
Quick facts
The St. Thomas/Elgin Regional Campus is defined by its remarkable students and staff. Our
students care: about their campus, their programs and their futures. Staff care enough to know
students by name and together, they make for a unique campus experience. From health and
human service programs to state-of-the-art technical programs, the St.Thomas/Elgin Regional
Campus delivers.
Home to 350 full-time and 2,000 part-time students, the St. Thomas/Elgin Regional Campus
offers a close-knit, friendly environment with small class sizes between 20 to 40 students. The
campus has a full service cafeteria, library, resource centre and a variety of services available to
support student success.
M
r
• More than 11,000 Fanshawe College graduates live and work in St. Thomas
and Elgin County. 175,000 plus College alumni worldwide, 70%+ live and work in SW Ontario
• Fanshawe offers a broad range of co-operative education programs, working
directly with industry partners to provide students with real-life, on -the job learning opportunities.
• Fanshawe College provides excellent services for students with physical
and/or learning needs.
Fanshawe College Career and Employment Service
Offices in St. Thomas and Aylmer
Employer services
• attract and recruit employees with the skills you need
• arrange staffing interviews and job fairs
• refer clients pre-screened to meet your requirements
• assess candidate abilities/skills with our Job Trial option
• access potential wage subsidy assistance
• learn about tax credits and grants available to employers who offer apprenticeships
Best of all ... Our employer services are FREE!
M
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1 wrae'h 4dWer 1M',r REPORT TO COUNTY COUNCIL
bFCr
FROM: Michele Harris, Administrator
Mike Hoogstra, Purchasing Coordinator
DATE: January 5, 2018
SUBJECT: Healthcare Beds and Mattresses — Contract Award
INTRODUCTION:
A capital project was created for the replacement of beds and mattresses at the County's
three long term care homes over a three year period. This report details the steps taken
with a recommendation to award a new three (3) year contract.
DISCUSSION:
A Request for Proposal for Healthcare Beds and Mattresses for Elgin County Homes was
issued and closed on October 26, 2017. A total of eight (8) proposals were received. An
evaluation committee consisting of the Manager of Resident Care for Bobier Villa, the
Director of Homes and Senior Services and the Administrator of Bobier Villa and Elgin
Manor was created to review the proposals.
The committee members individually scored each proposal based on the following criteria
that were listed in the RFP:
➢ Firm's history and understanding of scope of services;
➢ Bed / Mattress Specifications and Warranty;
➢ Quality control process;
➢ References;
➢ Value Added Services; and,
➢ Product Pricing / Pricing Terms.
The committee met as a group with the Purchasing Coordinator on November 9, 2017 to
complete the scoring. From the initial scoring results, a shortlist of three (3) Proponents
was developed. The three Proponents were invited to meet with the committee and
provide a demonstration of their products on December 7, 2017.
After the demonstrations were completed, the evaluation committee scored each
demonstration based on the following criteria which was listed in the RFP:
➢ Overall Presentation / Demonstration
➢ Response to Questions
The scores from the initial stage and demonstration stage were combined and a preferred
Proponent was identified. Staff is recommending that Specialty Furniture, the highest
scoring firm be selected.
109
Specialty Furniture will be providing the Joerns EasyCare RIL Healthcare Bed and the
Joerns PrevaMat Mattress. A total of (79) beds will be purchased for $173,000 against
the total budget of $370,000. The remaining budget will be used for future bed
purchases in September 2018.
CONCLUSION:
Specialty Furniture offers a quality healthcare bed and mattress at a very competitive
price. An additional (49) beds for Bobier Villa and Elgin Manor will be purchased in 2019
pending budget approval. Replacement of the remaining beds at Terrace Lodge will occur
with the redevelopment project. Specialty Furniture will hold the current prices for the
entire three year term.
RECOMMENDATIONS:
THAT Specialty Furniture be selected as the supplier of Healthcare Beds and Mattresses
for Bobier Villa, Elgin Manor and Terrace Lodge for a three year term commencing
January 30, 2018 through to January 30, 2021; and,
THAT the Warden and Chief Administrative Officer be authorized to sign the contract.
All of which is Respectfully Submitted,
Michele Harris
Administrator
Mike Hoogstra
Purchasing Coordinator
110
Approved for Submission,
Julie Gonyou
Chief Administrative Officer
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1 wrae'h 4dWer 1M',r REPORT TO COUNTY COUNCIL
bFCr
FROM: Peter Dutchak, Acting Director of Engineering Services
DATE: January 8, 2018
SUBJECT: Ontario Municipal Commuter Cycling Program (OMCC) —
Transfer Payment Agreement (TPA)
INTRODUCTION:
The County of Elgin was successful with its application to the Ontario Municipal
Commuter Cycling Program (OMCC). A by-law must be prepared committing the
County to the Transfer Payment Agreement's terms before funding is received.
DISCUSSION:
The OMCC program funds new cycling infrastructure specifically for commuter
cyclists. Projects must be contained within a Council approved Cycling Plan and
must be completed before December 30, 2020. Funding is provided to participating
municipalities using an allocation formula determined by the program. Approved
projects are funded up to 80% of the eligible capital costs.
The program defines commuter cycling as, "daily or frequent cycling to and from
workplaces, schools, businesses and major retail locations that support motor vehicle
trip and GHG reductions". A proposed project must be identified within a Council
approved Cycling Plan and be approved by the Ministry of Transportation before it is
constructed. The program will also fund the cost of developing a Council approved plan
that incorporates commuter cycling projects.
Council had previously directed staff to apply for an update to the current Cycle Master
Plan (CMP) since commuter routes as defined in the program were not included within
the existing plan. However, upon submission, OMCC program staff encouraged the
County to also submit a project that best met the program criteria.
Pioneer Line (County Road #2) between Rodney and West Lorne is scheduled to be
rehabilitated in 2018. This road connects two villages with numerous businesses, a
public school and a secondary school which satisfies the program's commuter criteria.
Although not included in the CMP, Queens Line, one concession north is identified as a
cycling route to connect the villages. Discussions with local staff also confirmed that
Pioneer Line would be a more suitable choice for a cycling route since the road is paved
and more directly connects these built up areas.
Therefore, paved shoulders as defined cycling lanes on Pioneer Line between Furnival
Road and the Village of West Lorne was submitted to the OMCC program for approval
and was subsequently accepted. As a result, the County will receive $322,533.85 in
funding to cover 80% of the project costs. The County's CMP will also be updated as
previously planned. Unused funds can be carried over and must be spent before the
end of 2020. 111
CONCLUSION:
The County of Elgin has received confirmation of funding for the installation of commuter
cycling lanes along Pioneer Line (County Road #2) between Furnival Road and the
Village of West Lorne as part of the OMCC program. This project will expand the already
scheduled rehabilitation of Pioneer Line during 2018.
A number of obligations are included in the Transfer Payment Agreement, including a
by-law confirming the County's authority to enter into the agreement, commitment for the
County's 20% share of the project costs, promotion of the completed project (including
permanent signage), specific insurance requirements and future cycling count data
collection and submission.
The County's Cycle Master Plan will also be updated as previously planned with the
intention of updated completed projects and identifying potential future OMCC qualifying
projects.
RECOMMENDATIONS:
THAT the Warden and Chief Administrative Officer be authorized and directed to enter
into the Transfer Payment Agreement to receive $322,533.85 from the Ontario Municipal
Commuter Cycling Program (OMCC); and;
THAT the appropriate by-law be prepared.
All of which is Respectfully Submitted Approved for Submission
Peter Dutchak Julie Gonyou
Acting Director of Engineering Services Chief Administrative Officer
112
',jREPORT TO COUNTY COUNCIL
FROM: Brian Masschaele, Director of Community and Cultural Services
DATE: January 24, 2018
SUBJECT: Elgin County Heritage Centre Opening and Statutory Holidays
INTRODUCTION:
This report informs Council that the Elgin County Heritage Centre is now open to the
public and also recommends a plan to open on certain statutory holidays in 2018 and
beyond in fulfilment of Council's direction on this matter.
DISCUSSION:
Staff are pleased to inform Council that the Elgin County Heritage Centre opened to the
public on Wednesday, January 24th, 2018 and is now operating according to the hours
and procedures previously approved by Council. On the first day of opening, the Centre
successfully hosted an elementary school group, the first of several planned school
visits that are now taking place in the facility.
At the December 14, 2017 meeting, Council directed staff "to investigate the cost
implications of being open on statutory holiday Mondays". Staff have now reviewed this
matter and are recommending that the Elgin County Heritage Centre be open to the
public on the following statutory holidays in 2018:
• Family Day— Monday, February 19, 2018
• Victoria Day — Monday, May 21, 2018
• Canada Day weekend — Monday, July 2, 2018
• Civic Holiday — August 6, 2018
Staff have had success with public programming on Family Day in the past and are
therefore recommending that this continue through scheduling of existing staff and
volunteers. The three other proposed days in the summer will be staffed by summer
students and existing staff. Wage costs associated with operating on these days will be
accommodated within the museum's existing operating budget, meaning there are no
additional cost implications.
In future, staff are recommending that Council provide flexibility to determine which
statutory holidays the facility will be open to the public on an annual basis within the
confines of the museum's annual operating budget, with a particular emphasis on
facilitating days that fall within summer months.
113
CONCLUSION:
Council can expect a grand opening celebration for the Elgin County Heritage Centre to
take place in spring 2018 involving the Warden, County Councillors, the Minister of
Canadian Heritage (and/or representatives), the Member of Parliament for Elgin -
Middlesex -London and the members of the Elgin County Museum Advisory Committee.
Further information about this event will be provided in the coming weeks.
RECOMMENDATION:
THAT the Elgin County Heritage Centre be open on statutory holidays subject to the
recommendations in the report titled "Elgin County Heritage Centre Opening and
Statutory Holidays" from the Director of Community and Cultural Services dated
January 24, 2018.
All of which is Respectfully Submitted
Brian Masschaele
Director of Community and Cultural Services
114
Approved for Submission
Julie Gonyou
Chief Administrative Officer
w, rmllllyij J
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1 wrae'h 4dWer 1M',r REPORT TO COUNTY COUNCIL
bFCr
FROM: Brian Masschaele, Director of Community and Cultural Services
DATE: January 10, 2018
SUBJECT: 2017 Out -of -Province Travel
INTRODUCTION:
County Council has given authority for staff and members of Council to attend meetings
and conventions outside of Ontario subject to certain conditions; particularly that such
travel receive prior approval of the CAO and that it is reported annually to Council. This
report fulfils this reporting requirement.
DISCUSSION / CONCLUSION:
The following out -of -province meetings and conventions were attended by staff in 2017:
Motorcycle Super Show, January 2017, Cleveland. Attended by General
Manager, Economic Development. (Expenses partially subsidized by Southwest
Ontario Tourism Corporation as part of the Cruise the Coast motorcycle tourism
program.)
RECOMMENDATION:
THAT the report titled "2017 Out -of -Province Travel' from the Director of Community
and Cultural Services dated January 10, 2018 be received and filed.
All of which is Respectfully Submitted
Brian Masschaele
Director of Community and Cultural Services
115
Approved for Submission
Julie Gonyou
Chief Administrative Officer
w, rmllllyij J
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1 wrae'h 4dWer 1M',r REPORT TO COUNTY COUNCIL
bFCr
FROM: Jennifer Cowan, Accessibility Coordinator
Rob Bryce, Director of Human Resources
DATE: January 5, 2018
SUBJECT: Accessibility Plan — 2017 Status Report
INTRODUCTION:
The County of Elgin is required to prepare an annual status report on the progress of
measures taken to implement the strategies outlined in the multi-year accessibility plan.
DISCUSSION:
The County's second multi-year accessibility plan was adopted by County Council in
2015 and this report will outline the measures taken to ensure compliance with the
Integrated Accessibility Standards Regulation (O. Reg 191/11).
Highlights of the status report include:
• Created Procedures to give staff direction on the County's Accessibility Policy
• Trained staff on "2016 Legislative Updates"
• Assisted partner municipalities with their consultation requirements (playgrounds,
rest areas on sidewalks)
• Secured $9,044 in funding from the Enabling Accessibility Fund for sidewalk
improvements at Bobier Villa
• Submit compliance report to Accessibility Directorate of Ontario in 2017
CONCLUSION:
As outlined in the attached status report, the County will continue to remove barriers to
people with disabilities. These efforts will be communicated to County Council through
the development of a multi-year accessibility plan, and annual status reports.
RECOMMENDATION:
THAT the report titled "Accessibility Plan — 2017 Annual Status Report" dated January
5, 2018 be received and filed.
All of which is Respectfully Submitted
Jennifer Cowan
Accessibility Coordinator
Rob Bryce
Director of Human Resources 116
Approved for Submission
Julie Gonyou
Chief Administrative Officer
Prof�poenslv(,,,., by Nature
Annual Accessibility Status
Report
A SUMMARY OF ELGIN COUNTY'S ACCOMPLISHMENTS TOWARDS INCLUSION IN 2016-2017
117
Objectives and Purpose
This is the County of Elgin's Annual Accessibility Report Status update. In 2013, Elgin County
released its first Multi -Year Accessibility Plan, in accordance with the Accessibility for Ontarians
with Disabilities Act (AODA) and the Integrated Accessibility Standards Regulation (Ontario
Regulation 191/11). The plan outlined the County's strategy to prevent and remove barriers to
accessibility, which included how to meet phased -in requirements under the AODA.
In 2015, the County released its second Multi -Year Accessibility Plan, which will take the
County's accessibility efforts into 2020.
This Status Report includes the accessibility initiatives that were completed in 2016 and 2017 to
implement the strategy outlined in the County's Multi -Year Accessibility Plan.
The purpose of this Status Report is to make the public aware of Elgin County's progress with
accessibility implementation and to prevent and remove barriers and meet requirements under
the AODA.
Compliance Reporting
Elgin County filed its third Accessibility Compliance Report in 2017 with the Accessibility
Directorate of Ontario under the Ministry of Economic Development, Employment and
Infrastructure.
Elgin County's Commitment Statement
Elgin County's statement of commitment establishes the vision and goals for the County to
meet the legislated accessibility requirements. The County's statement of commitment is
publicly available on the County website.
The County of Elgin is committed to eliminating barriers and improving accessibility for
people with disabilities in a manner that respects dignity, independence, integration and
equal opportunity.
The County of Elgin recognizes the diverse needs of all our residents and customers and
will respond by striving to provide goods, services and facilities that are accessible to all.
The County of Elgin is committed to being responsive to the needs of all its residents
and employees. In order to meet the needs of people with disabilities the County will:
• Ensure policies address dignity, independence, integration and provide for equal
opportunity for people with disabilities.
• Allow people with disabilities to use their own personal devices to obtain, use or
benefit from the services offered by the County.
118
• Accommodate the accessibility needs of people with disabilities to ensure they
can obtain, use or benefit from the County's goods, services, programs and
facilities.
• Communicate with people with disabilities in a manner that takes into account
the person's disability.
The County will promote accessibility by ensuring that compliance is met for all regulations
made under the Accessibility for Ontarians with Disabilities Act, 2005. Timelines for compliance
vary. In order to ensure that timelines are met, the County will establish, implement and
maintain a multi-year accessibility plan. The plan will outline the County's strategy to prevent
and remove barriers to people with disabilities.
Continuous Achievements in Accessibility
• The County focuses on removing barriers which may exist in our buildings and
facilities, while ensuring that new buildings, leases, and renovations do not
create any new barriers.
• Elgin County adopted an Accessibility Policy which outlines what the County will
do to comply with the Regulations and what our customer and employees can
expect.
• Elgin County/Central Elgin Joint Accessibility Advisory Committee continues to
meet and review accessibility initiatives.
• The County continues to comply with the requirements of Integrated
Accessibility Standards Regulation including continuing to train staff, volunteers
and third parties who interact on behalf of the County on an ongoing basis.
• The Joint Accessibility Advisory Committee is consulted on matters of
accessibility for municipal site plans and legislated areas under the AODA.
• All library branches continue to provide accessible materials and communication
supports upon request. In addition the library has several accessible materials
and resources available including but not limited to: large print books, audio
books, CELA Library loan access , electronic materials with zoom features, hand-
held magnifiers as well as ZoomText with large print keyboards in every library
branch.
• Notifying the public of accommodations for applicants with disabilities in its
recruitment process.
• Continue to review customer feedback and take appropriate action.
119
Highlights of 2016 and 2017
• Updated the County's Accessibility Policy (HR Policy 2.130)
• Created Procedures to give staff direction on the County's Accessibility Policy
o Accessibility Feedback Procedure
o Accessibility Training Procedure
o Assistive Device Procedure
o Request for Accessible Formats and Communication Supports Procedure
o Service Animals in the Workplace Procedure
o Support Persons Procedure
o Temporary Service Disruption Procedure
o Garaventa Lift Procedure
• Trained staff on "2016 Legislative Updates"
• Assisted partner municipalities with their consultation requirements under the
Integrated Accessibility Standards Regulation
o Accessible Playground Consultation
o Rest Areas on Sidewalk Consultation
• Updated the Joint Accessibility Advisory Committee Terms of Reference
• Secured $9,044 in funding from the Enabling Accessibility Fund for sidewalk
improvements at Bobier Villa
• Submit compliance report to Accessibility Directorate of Ontario in 2017
3
120
Availability of the Plan and Status Report
The Multi -Year Accessibility Plan and Annual Accessibility Status Reports can be accessed
through Elgin County's website: _http://www.elincounty.ca/main-menu/county-
council/accessibility
Contact Information
For more information contact — Elgin County's Accessibility Coordinator:
Phone 519-631-1460 ext. 167
Fax 519-633-7785
Email jcowan@elgin.ca
Mail Accessibility Coordinator
County of Elgin, Human Resources Dept.
450 Sunset Drive,
St. Thomas, ON N5R 5X7
Accessible formats and communication supports available upon request.
IB
121
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1 wrae'h 4dWer 1M',r REPORT TO COUNTY COUNCIL
bFCr
FROM: Jennifer Cowan, Accessibility Coordinator
Rob Bryce, Director of Human Resources
DATE: January 5, 2018
SUBJECT: Accessibility Compliance Reporting for 2017
INTRODUCTION:
The Accessibility for Ontarians with Disabilities Act (AODA) requires organizations to file
reports on accessibility standards that apply to them. The following report outlines what
the County of Elgin has done to be in compliance with legislative requirements.
DISCUSSION:
The following is a list of questions that the Province asked of the County, and all were
verified with a "yes" response.
1. Does your organization notify its employees and the public about the availability
of accommodations during the recruitment process?
2. Does your organization provide employees with updated information about its
policies to support employees with disabilities?
3. When requested, does your organization provide employees with disabilities
information in an accessible format or with communication supports?
4. Does your organization prepare individualized workplace emergency response
information for employees with disabilities?
5. Since January 1, 2016, has your organization constructed new or redeveloped
existing exterior paths of travel that you intend to maintain?
6. Where applicable do your newly constructed or redeveloped exterior paths of
travel meet the technical and general requirements as outlined in s. 80(31) of
the IASR?
7. Does your organization's public space have accessible elements in place as
required under the Design of Public Spaces Standard of the IASR?
8. Does your organization's multi-year accessibility plan include procedures for
preventative and emergency maintenance of the accessible elements in public
spaces, and for dealing with temporary disruptions when accessible elements
are not in working order as outlined in s. 80(44) of the IASR?
9. Other than the requirements cited in the above questions, is your organization
complying with all other requirements under the IASR?
122
The attached document provides further details on how the County is meeting the
requirements. Reporting is required by two individuals in the organization — one to
answer the questions and one to verify that the information is accurate. Even though
the County is filing a report to verify compliance, the Accessibility Directorate of Ontario
may audit the County at any time to verify the information that has been provided is
true.
CONCLUSION:
The County of Elgin is in compliance with the accessibility requirements for 2017.
RECOMMENDATION:
THAT the report titled "Accessibility Compliance Reporting for 2017" dated January 5,
2018 be received and filed.
All of which is Respectfully Submitted
Jennifer Cowan
Accessibility Coordinator
Rob Bryce
Director of Human Resources
123
Approved for Submission
Julie Gonyou
Chief Administrative Officer
Elgin County 2017 Accessibility Compliance Report
The following information is being provided to demonstrate how the County of Elgin is
complying with the Integrated Accessibility Standards Regulation. The County of Elgin will
answer "yes" to all the questions on the 2017 compliance report, based on the information
provided below.
1. Does your organization notify its employees and the public about the availability of
accommodations during the recruitment process?
The County of Elgin has the following statement on all job advertisements:
"The County of Elgin is an equal opportunity employer. Accommodations are available for all
parts of the recruitment process. Applicants need to make their needs known in advance."
In addition, the Human Resources Department notifies candidates during the recruitment
process that they can request accommodations.
2. Does your organization provide employees with updated information about its
policies to support employees with disabilities?
All staff receive training when they begin their employment with the County of Elgin which
includes training around the County's Accommodation Policy (Policy # 2.80.2) and how
employees with disabilities can request accommodations. The County provided this training to
all staff in accordance with the Integrated Accessibility Standards Regulation and as new
employees come on board.
When policies change, the County notifies all staff of the changes.
3. When requested, does your organization provide employees with disabilities
information in an accessible format or with communication supports?
The County of Elgin provides information in an accessible format or with communication
supports to employees, upon request. The process for obtaining an accessible format or
communication support is outlined in the County's Accommodations Policy.
4. Does your organization prepare individualized workplace emergency response
information for employees with disabilities?
The County of Elgin provides individualized workplace emergency response information for
employees with disabilities. This process is outlined in Policy # 2.130.1. Employees are to
contact the Human Resources Department in order to develop a workplace emergency
response plan.
S. Since January 1, 2016, has your organization constructed new or redeveloped existing
exterior paths of travel that you intend to maintain?
124
Yes — the County recently constructed new exterior paths of travel at Bobier Villa.
a) Where applicable do your newly constructed or redeveloped exterior paths of travel
meet the technical and general requirements as outlined in s. 80(31) of the IASR?
The County of Elgin has met the technical and general requirements as outlined in s. 80(31) of
the IASR.
6. Does your organization's public spaces have accessible elements in place as required
under the Design of Public Spaces Standard of the IASR?
Yes — the County of Elgin has accessible elements as outlined under the Design of Public Spaces
Standard of the IASR.
a) Does your organization's multi-year accessibility plan include procedures for
preventative and emergency maintenance of the accessible elements in public spaces,
and for dealing with temporary disruptions when accessible elements are not in
working order as outlined in s. 80(44) of the IASR?
The current multi-year accessibility plan does not include procedures for preventative and
emergency maintenance as the plan was created in 2015. However, the procedures required
have been developed and approved by County Council on June 13, 2017. These procedures will
be part of the multi-year accessibility plan update in 2020, and will be included as part of the
Annual Status Report.
7. Other than the requirements cited in the above questions, is your organization
complying with all other requirements under the IASR?
The County of Elgin is in compliance with all other regulations under the IASR.
125
i"j1w 1u
REPORT TO COUNTY COUNCIL
FROM: Rob Bryce, Director of Human Resources
Jim Bundschuh, Director of Financial Services
DATE: January 9, 2018
SUBJECT: Bill 148 — Forecasted 2018 Financial Impact
INTRODUCTION:
The Bill makes substantial amendments to the Employment Standards Act, 2000, the
Labour Relations Act, 1995, and the Occupational Health and Safety Act, RSO 1990.
On November 22, 2017, the Bill passed its Third Reading. The Bill received Royal
Assent on November 27, 2017. Some of the amendments to the legislation became
effective upon Royal Assent, while many of the changes will come into effect on
prescribed dates in 2018 and beyond.
The financial impact has been assessed where feasible and there are many areas of
the Bill that cannot be accurately assessed at this time as to their future impacts on the
County.
The current analysis is limited to the 2018 impacts of the change in part time statutory
holiday pay calculations, minimum wage increases, addition of 2 extra paid emergency
personal leave days, Pregnancy Leave Top Ups and Domestic or Sexual Violence
Leaves.
DISCUSSION:
The financial implications are significant for the County of Elgin as a result of the
province passing Bill 148. Overall, it is estimated that the County could be facing a
2018 increase of $300,000 in costs, calculated as follows:
2018
Category Incremental
Cost
Minimum Wage $13,577
Public Holiday Pay $60,012
Personal Emergency Leave $183,281
Pregnancy Leave (Top Up) $39,297
Domestic or Sexual Violence $7,500
Pay
$303,668
126
CONCLUSION:
Bill 148 did not enjoy support from employer groups across the province. Input from a
number of advocacy groups representing municipal interests was ignored by the
Province in its effort to push Bill 148 through the legislature into law. The financial
implications identified in this report are preliminary as regulations for the legislation have
not been communicated.
RECOMMENDATION:
THAT the report titled "Bill 148 — Forecasted 2018 Financial Impact" dated January 9,
2018, be received and filed.
All of which is Respectfully Submitted
Rob Bryce
Director of Human Resources
Jim Bundschuh
Director of Financial Services
127
Approved for Submission
Julie Gonyou
Chief Administrative Officer
',JREPORT TO COUNTY COUNCIL
FROM: Rob Bryce, Director of Human Resources
DATE: January 17, 2018
SUBJECT: Employee Benefits Renewal 2018
INTRODUCTION:
The County of Elgin's group benefit program is underwritten by Manulife Financial and
is subject to renewal on March 1, 2018. As a result of a marketing exercise conducted
in conjunction with last year's renewal, premium rates for Long Term Disability and Life
Insurances remain on rate guarantee until 2019 and 2020, respectively, whereas health
and dental benefits are subject to renewal.
While the 2018 renewal rates are not as attractive as those at last year's renewal,
County staff recommends renewal of this year's employee benefits program with our
carrier, Manulife Financial.
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 (LTD): 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. Rates for these benefits remain
unchanged from last year.
Extended Health Care (EHC) 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. Contributing to the 2018 renewal
action are market discounts that were applied at the 2017 renewal as a result of the
marketing exercise. Discounts were 9.4% on Dental and 8.2% on EHC.
Dental care represents about a quarter of our benefit spend. Mitigating the impact of last
year's market discount is a decrease in dental claims experience. As a result, the
County's benefits consultants, Mosey and Mosey, were able to negotiate no change to
the dental rates for 2018 renewal.
128
Extended Health Care being the highest cost benefit has various cost drivers,
representing about half of our annual premium cost. Typically, increased paramedical
utilization and the impact of specialty drugs will contribute to escalating costs. This year
we experienced an increase in claims, an increase in the pooling charge, and the impact
of last years marketing exercise.
The pooling charge referred to above is a stop -loss type of insurance 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 introduction of new and more
expensive drugs it is not uncommon to find very large drug claim amounts charged to the
plan.
Mitigating the renewal increase is the introduction of the OHIP + plan, effective January
1, 2018. OHIP's new drug program will cover the cost of medications based on the same
drugs eligible under the Ontario Drug Benefit (ODB) formulary. While some drugs will
now be paid for under the provincial plan, other drugs will not be eligible under the ODB
and as a result will remain an expense under the County program. To account for the
anticipated reduction in claims, Manulife examined the past drug experience. Ultimately,
a reduction of 3.5% was calculated and applied in this renewal action.
In a September 2017 report, HR staff had shared with County Council that based on the
first 9 months experience in the policy period, a renewal increase of 10.3% was
projected. Following negotiations with the insurance carrier and based on the factors
described above, renewal costs with Manulife Financial reflect an upward adjustment in
overall premiums of 8.1 % for the County of Elgin's plan. This represents an additional
annual cost over current rates of $92,000.
CONCLUSION:
This report has detailed this year's cost increase is exclusively driven by Extended Health
Care costs. The drug landscape is evolving rapidly and Employers across the province
continue to grapple with increasing costs and pool charges. Staff will work with our
benefits advisor to consider appropriate strategies for managing costs into the long term
and within the confines of collective bargaining with our unionized partners.
The County of Elgin's annual renewal report details all applicable expense factors and
provides an analysis of our claims experience. The 2018 Report will be completed by
mid-February at which point it will be available to Council for review.
RECOMMENDATION:
THAT County Council approve the negotiated renewal rate adjustments with Manulife
Financial for the County of Elgin, effective March 1, 2018.
All of which is Respectfully Submitted Approved for Submission
Rob Bryce Julie Gonyou
Director of Human Resources Chief Administrative Officer
129
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1 wrae'h 4dWer 1M',r REPORT TO COUNTY COUNCIL
bFCr
FROM: Julie Gonyou, Chief Administrative Officer
DATE: January 4, 2018
SUBJECT: Follow up to the Request to Name the Elgin -St. Thomas Ambulance
Headquarters in Memory of Charles (Chuck) Leverne Brubaker (1937 -
2017)
INTRODUCTION:
In November 2017, County Council received a delegation from Dave Rock requesting
that County Council consider naming the Elgin -St. Thomas Ambulance Headquarters
building located at 125 Edward Street, St. Thomas after Charles (Chuck) Leverne
Brubaker.
Mr. Rock's presentation detailed the life of Mr. Brubaker, who passed away on April 24,
2017. According to the report provided by Mr. Rock, Mr. Brubaker began his ambulance
career in St. Thomas while working as an orderly in a Kitchener/Waterloo Hospital. He
started his own private ambulance service under the name of "Golden Acres Ambulance
Services" and built his own ambulances. As an original founding member of the Ontario
Ambulance Operators Association he wrote the Ontario Hospital Services Commission
inquiring about Standards when there were none in the industry. As the first Director of
Ambulance Services Branch for the Ontario Hospital Services Commission, Mr. Brubaker
assisted in creating an Ambulance System for Ontario. Mr. Rock summed up his
presentation by requesting that County Council recognize Mr. Brubaker's contributions to
the profession of paramedicine in Ontario by naming the Elgin -St. Thomas Ambulance
Headquarters building after him. It was clear from the presentation that Mr. Brubaker
was an outstanding individual who made a significant contribution to paramedic services
in Ontario.
The purpose of this report is to discuss next steps associated with this request and
provide County Council with options and recommendations related to this dedication.
BACKGROUND:
It seems rather common nowadays to have public buildings named after individuals and
corporations. For commercial entities, the purpose is clear — namely, it serves to raise
the profile of the organization. This motivation is generally acceptable. The appropriate
naming of our public facilities and the assignment of property addresses is very important
in ensuring that properties can be located quickly and efficiently by emergency and
delivery services as well as the general public. It's important to keep in mind that building
names should provide clear location or direction cues to the public and not cause
confusion with other developments.
130
It is not out of line to consider recognizing, on an exceptional basis, significant
contributions that organizations or individuals have made to public life and the well-
being of the people of Elgin County.
ANALYSIS:
Elgin County does not have a policy that covers the naming of public facilities. County
Council approved a Library Policy in 2004 entitled "Renaming Branch Libraries in Elgin
County", which is as follows:
1. In all cases both County Council and the local Municipality shall approve the
name change. If there is no agreement, the library name will not be changed.
2. County Council shall not incur any costs associated with the name change
unless the County initiates the change.
3. Library name changes for any library within Elgin County shall only be
considered once every twenty (20) years.
4. The Municipality or geographic location in which the library is located shall be
included in the suggested name change.
CITY OF ST. THOMAS:
As you're aware, the Elgin -St. Thomas Ambulance Headquarters building is located on
Edward Street in St. Thomas. The City of St. Thomas does not have a policy related to
naming facilities and requests are handled on a case-by-case basis. Examples of
recognition in the City vary from donations (i.e. Dorothy Palmer Children's Library),
organization (i.e. Lions Park) and named to recognize individuals (i.e. Colin C. McGregor
Building or Emslie Field).
DISCUSSION AND NEXT STEPS:
There are clearly a number of careful considerations that must be applied in regard to
this request. The fact that the facility is not in our community, the impact of this request
on our other facilities, the need to treat this request in the context of a broader policy and
not as a singular item are all worthy of careful thought along with a number of additional
potential issues.
However, before advancing this issue further, I think it is important that Council provide
direction in regard to whether they are interested in the naming of municipal facilities
across the entire service spectrum. We have a number of facilities and if we move in this
direction, Council will be undoubtedly be approached with requests for additional naming
opportunities for citizens that are also deserving of recognition.
With this in mind, Council should give consideration to this direction and in the event that
Council wishes to proceed along this path, I would propose the development of a
common policy and criteria for this process across all facilities. Having established
criteria would help provide a fair, consistent and efficient process with respect to naming,
renaming or dedication of Municipal Assets including facilities. It would also ensure a
clear, efficient and timely naming process while ensuring the application of key criteria to
determine the validity of a commemorative name.
131
RECOMMENDATIONS:
THAT the Chief Administrative Officer be directed to draft a Municipal Naming Policy for
County Council's review and approval; and,
THAT the Chief Administrative Officer be directed to continue to explore options related
to naming the Elgin -St. Thomas Ambulance Headquarters in memory of Charles
(Chuck) Leverne Brubaker (1937-2017) for review and approval by County Council.
All of which is Respectfully Submitted
Julie Gonyou
Chief Administrative Officer
132
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1 wrae'h 4dWer 1M',r REPORT TO COUNTY COUNCIL
bFCr
FROM: Julie Gonyou, Chief Administrative Officer
DATE: January 4, 2018
SUBJECT: Addressing Affordable Access to Transportation in Elgin County
INTRODUCTION:
This fall, I began exploring the challenges associated with rural and small urban transit.
The focus of my effort was to explore for my own benefit the types of solutions that have
emerged across North America that could be utilized to address the transit needs of our
citizens. I understand from this research that any solution for Elgin County will have to
be creative, innovative and sustainable.
It is easy to see that transportation options in our community are limited yet the need for
transportation is increasingly important when we consider the effects of poverty,
precarious work, low levels of education and an aging population. In June 2017, the
Elgin St. Thomas Health Unit completed a report titled "Addressing Affordable Access to
Transportation in Elgin St. Thomas". This report positions transportation as a key
community priority, detailing how having access to affordable transportation is essential
to having a job, going to school, accessing health care and social service appointment,
participating in social and recreational activities and being connected to the community.
Transport Canada has produced a summary of best practices for small communities
interested in developing sustainable transit options. This report encourages
communities to develop a plan to bring together community members and identify
collective goals, resources, challenges and opportunities — giving equal weight to the
economic, social and environmental benefits of implementing transit services.
It is clear from my research that through feasibility studies, municipalities are able to
weigh expenses against the benefits and costs to individuals, families, neighbourhoods,
businesses and the local ecosystem. Additionally, pilot studies are key components of
transit studies as the focus is on a small number of priorities to ensure success and gain
momentum for additional action.
BACKGROUND:
Several counties are undertaking or have recently undertaken feasibility studies. Brant
County's feasibility study is currently underway and will be completed within the year.
have also reviewed Haldimand Norfolk's feasibility study and Huron/Perth's study on
EasyRide — a rural community model that has had a lot of long term sustainable success.
Throughout my review, I communicated with the Ministry of Transportation (MTO) in an
effort to convince them to offer funding to support the exploration of "micro -transit"
solutions. I requested that funding be made available for feasibility studies and to support
133
inter -regional pilot projects to explore solutions for Elgin County and our neighbours. I
discussed the importance of undertaking a feasibility study and the possibility for joint pilot
projects to reduce costs and increase impact.
DISCUSSION:
Recently, Ministry responded to this need and funding has been made available for what
they have described as a "specialized transit system". This initiative is called the
"Community Transportation Grant Program". This program is perfect for what I have in
mind as the new program has set aside $30M for a 5 -year program. The maximum
individual grant is $1.5M for intercommunity projects.
It appears that there is demand for inter -community service within counties/regions and
inter -regionally. There is broad support for creating transit connections in Southwestern
Ontario. Additionally, there is MTO interest in developing and delivering long distance
intercommunity transportation services.
The application guidelines state that "The new Community Transportation Grant Program
is an opportunity for municipalities to develop new transportation service or improve
existing service to Ontario communities that are not served or are underserved by regular
transit and intercommunity bus service. The program emphasizes improving mobility
options for the whole community and those who experience transportation barriers,
including older adults, people with disabilities, youth, and persons living on low income.
The program emphasizes partnerships, coordination, and a collaborative approach to
service delivery.
CONCLUSION:
This is precisely that type of grant program that our community needs to support a
feasibility study and pilot project in our community.
RECOMMENDATIONS:
THAT the Chief Administrative Officer prepare a grant application for the Community
Transportation Grant Program; and,
THAT the Chief Administrative Officer present the application to County Council during
the March County Council meeting; and,
THAT the Chief Administrative Officer be directed to solicit interest from our neighbouring
counties in participating in the feasibility study and pilot project.
All of which is Respectfully Submitted
Julie Gonyou
Chief Administrative Officer
134
n! afvfejj;�'
flgin REPORT TO COUNTY COUNCIL
1 w rae'h 4d Wer 1M',r bFCr
FROM: Jim Bundschuh, Director of Financial Services
Peter Dutchak, Acting Director of Engineering Services
DATE: January 11, 2018
SUBJECT: Terrace Lodge Rebuild
INTRODUCTION:
The decision to rebuild Terrace Lodge was approved by Council on September 11,
2014 and project cost of $29.7 million was approved at the Capital Budget meeting on
January 27, 2015. Through community consultation, the decision was made to build a
new Terrace Lodge Long Term Care facility rather than renovate the existing facility.
Clearly both County Council and the local community are enthusiastic and anticipatory
for the completion of this project. To ensure that this project has effective oversight the
Building Committee meets regularly after most meetings of Council.
Since that time, staff have been working with the Ministry, the architects and local
municipalities to develop the project within the constraints of the available space
adjacent to the current building. The earliest possible completion of construction will
now be 2020 and therefore an adjustment for inflation and building code changes and
other project challenges will be required to the original estimates. The 2018 Capital
Budget, scheduled to be approved at the February 13th Council meeting should include
a placeholder for these impacts on the Terrace Lodge rebuild project.
As was discussed in the 2018 Budget Special Council Meeting on January 9, 2018, the
final costs of this project are speculative; it would make sense that the placeholder
added to the project be funded temporarily out of reserves for a one-year period rather
than implementing an incremental 2018 tax increase.
Revised estimates will be presented to Council in the coming months after a detailed
review of the project has been completed. Once the Building Committee and Council
reaches a determination of the best path forward for the project, the final estimates will
then be included in the 2019 budget with the 2019 tax increase being reflective of the
revised costs versus the original 2015 estimates.
DISCUSSION:
This project has faced a number of unanticipated challenges. Additionally, Ministry
approvals, space constraints and site servicing have in combination resulted in delays in
project timing. Space constraints, as the current building dominates the centre of the
site, have resulted in difficulties in achieving a satisfying design. The current building
further complicates matters, in that its potential repurposing will drive increased
demands on the water and sanitary capacity of our local municipal partners that are not
containable within their current capacities. The 2015 cost estimates did not include
costs for compensating our municipal partners for service capacity. An alternative to
incurring incremental site service costs woy9be to demolish the existing building once
it is vacated. Which alternative is preferable will need detailed analysis and review with
the Building Committee and Council before a decision can be made.
Front-line staff involvement has been minimal, but their involvement in this review will
be a critical component to ensuring that the ongoing operation in the new facility is
successful. This review may well uncover some shortcomings in the existing plan and
lay -out, which result in additional fees.
The time required for a complete review may well push the occupancy date from 2020
to 2021; however, the focus on the quality of the project justifies the delay. Revising the
cost estimates from 2015 to 2021 pricing will require that both the effects of inflation and
building code changes be included.
Inflation, building code changes, site servicing/demolition costs, project management
fees and costs associated with design improvements resulting from staff input could
result in up to $5 million in additional costs to the original 2015 preliminary cost
estimates. Given that over half of the increase is inflation related, the increase in real
terms will be less than 10%.
An additional report will be prepared to review the best alternatives moving forward,
considering the site limitations, repurposing or demolishing of the old building and
ensuring a design that will allow for efficient ongoing operations. It will include a
detailed costing of the alternatives to allow Council to make an informed decision.
CONCLUSION:
Adding up to $5 million to the Terrace Lodge rebuild project funded from reserves will
not result in an incremental tax increase in 2018. The commencement of construction
will temporarily be placed on hold to allow a detailed review of the project, so that
Council is not placing a financial risk on ratepayers. Upon completion of the detailed
review that will include options as to how to proceed, Council will be able to make a fully
informed decision, taking into account the 2019 tax implications of the chosen option.
RECOMMENDATIONS:
THAT the 2018 Capital Budget include a $5 million incremental provision for the
construction of a new Terrace Lodge facility funded from the Mill Rate Stabilization
Reserve; and,
THAT a detailed review of existing construction plans of the new Terrace Lodge be
completed during the first half of 2018, providing Council with options for consideration.
All of which is Respectfully Submitted
Jim Bundschuh
Director of Financial Services
Peter Dutchak
Acting Director of Engineering Services 136
Approved for Submission
Julie Gonyou
Chief Administrative Officer
w, rmllllyij J
flgin
1 wrae'h 4dWer 1M',r REPORT TO COUNTY COUNCIL
bFCr
FROM: Jim Bundschuh, Director of Financial Services
DATE: January 10, 2018
SUBJECT: 2018 Grant Requests
INTRODUCTION:
On November 14, 2017, the following motion was passed:
"THAT Council approve the revised Grant Policy as outlined in the report titled "Updated
Grant Policy" dated October 30, 2017 to take effect with the 2019 Grant submissions.
The 2018 grant requests will still be administered under the current policy (Attachment 1)
in order to give organizations time to adjust to the new policy (Attachment 11).
The 2018 grant request totals $78,013 or an increase of $10,485 over last year's approved
funding (Attachment III). The increase is a result of a special one-time request by
Wallacetown Agricultural Society.
In addition to the regular grants, the County has previously committed to annual grants
of $250,000 to the St. Thomas Elgin General Hospital (STEGH) and $5,000 for IPM
Legacy Scholarships.
DISCUSSION:
Through 2017 the county has granted $2,250,000 (line 26) to the St. Thomas Elgin
General Hospital. For 2018 and the subsequent four years, the County has plans to
donate $250,000 annually for a total grant to the hospital of $3.5 million. The total grant
was funded by $1.0 million planned in reserves and a levy increase which took effect in
2013. In 2023, the levy will be reduced by 0.7% as funding will be complete.
The county committed to $50,000 for an IPM Legacy Scholarship. The funds were to be
used over ten years to grant two $2,500 scholarships annually. 2018 will be the
seventh year of the ten year program (line 25).
Wallacetown Agricultural Society (line 2) is requesting funding of $20,000 for
construction of a pavilion compared to their normal request of $4,500 to assist with
operating costs. The cost of the pavilion is estimated at approximately $90,000.
Tillsonburg & District Multi -Service Centre (line 6) is requesting an increase of $92
based on County usage. Ontario 911 Advisory Board (line 14) and The Arts & Cookery
Bank (line 17) no longer are requesting funding resulting in savings of $5,100.
Fanshawe College has requested that a $2,500 be granted over five years for a
Personal Support Worker Leadership Award and a $1,000 sponsorship grant for their
annual ceremony. The $1500 total for this lr"uest for 2018 has been offset by reducing
the non-specific line item (line 9 and 19) in the grant budget. In future years, this
request will be considered against all other grant requests, and funding will be allocated
based on relative merits of each request.
CONCLUSION:
The overall requests for 2018 are approximately $10,000 over last year's requests.
The increase is the result of a special request from Wallacetown Agricultural Society of
$20,000 for construction of a pavilion compared to their normal request of $4500 to
assist with operating costs.
RECOMMENDATION:
THAT the 2018 grants be approved in principal as directed by Council and finally
considered in conjunction with the 2018 operating budget.
All of which is Respectfully Submitted Approved for Submission
Jim Bundschuh Julie Gonyou
Director of Financial Services Chief Administrative Officer
138
CURRENT GRANT POLICY
a) Grants to local Agricultural Societies will be paid out in the amount of $1,500 for each day
of the fair/exhibition, as adjusted from time to time.
b) Hospital Capital Grants as determined by Council.
c) January 2nd of each year will be the cut-off date for receiving grant requests.
d) If required, County Council will hear grant delegations at its regular meeting in February.
e) Each grant request must include a brief description of the organization; must clearly state
the amount requested; and must indicate the planned use of the grant, if approved by
Council.
f) The Warden in consultation with the Director of Financial Services, will decide which
delegations to invite to the February meeting.
g) Grants shall be paid following Council approval.
The guidelines will be reviewed periodically.
139
Attachment II
PROPOSED GRANT POLICY
Purpose
In accordance with Section 107 of the Municipal Act, Elgin County Council may provide
grants to non-profit organizations and groups who operate within, and/or provide
services to, Elgin County for any purpose that Council considers in the interest of the
municipality. These services include but are not limited to the areas of recreation, arts
and culture, environmental and other activities that support purposes beneficial to the
community.
Overview
Elgin County recognizes the need to assist non-profit organizations in taking on new
initiatives and assisting organizations in carrying out their responsibilities. The County
believes that organizations should become sustainable as soon as possible after they
begin operations and should remain sustainable if the community provides the level of
funding required for their operation. In other words, the County will not be supporting on
an ongoing basis, any organization that does not have a sufficient amount of support,
financial or otherwise, from the community.
Annual Grant Funding
Council shall establish annually, a monetary guideline of $3.00 (2017 dollars indexed for
inflation) per household per year for all annual regular grant requests.
Guidelines:
Qualification of Applicants
1. Cannot be a commercial or industrial organization. (Municipal Act, Section 106)
2. Must be a not-for-profit organization
3. Must benefit the community.
4. Cannot be agencies whose mandate is the responsibility of other levels of government where
funding has been withdrawn.
5. Are not eligible if in arrears to the County.
6. Are not eligible if they provide grants to others.
7. Cannot be currently receiving any additional funding from Elgin County.
Evaluation of Applications
Each grant review Committee member will complete an evaluation and give each application a score. In
the likely event that request for grants exceed funds available, this score will be used to determine the
amount of dollars for each applicant. This means applicants may not receive their full request but rather
a portion of their request. The following evaluation criteria will be used to evaluate the various
applications:
140
1. Preference to organizations that provide programs events or services to a large number of children,
youth, seniors, or volunteers.
2. Applicants must prove they have established diversified sources of revenue
3. Applicants may need to provide a comprehensive business plan to justify their application.
4. Applicants will be required to provide evidence of financial need.
5. Applicants shall demonstrate any and all economic spin-off benefits to the community.
Process
1. All applicants must submit their grant request no later than December 31" of the prior year of the
funding request.
2. All applications will be initially reviewed by the committee responsible for grant review. If a
pecuniary interest should exist in regards to an Application, that member of the Committee must
declare a conflict and withdraw participation in the discussion.
3. The grant review Committee will review each application and make recommendations to Council the
evaluation criteria established in this Policy.
4. 90% of grant entitlements will be paid out as soon as possible after Council budget approval, where
applicable.
5. Grant recipients must provide written confirmation to the County, no later than December 31st of
each calendar year, regarding how and where the grant funds were expended. This written
confirmation may be included with the organization's following year grant request if appropriate.
Failure to do so may eliminate the organization from future grant funding consideration. Final 10%
of Grant entitlement will be paid upon receipt of final report.
Applications
A grant application letter addressed to the grant review Committee, along with
attachments, must clearly and concisely include the following:
• Legal name of organization, along with address and contact information
• Revenue Canada Charity status and provincial non-profit incorporation status
• Mandate of the organization
• Planned use for the grant
• Amount of grant request
• Other sources of funding
• Forecasted economic and social impact of the initiative (project or event for which the grant
request is being made)
• Future plans to become self-sustaining
• Latest available financial statements
141
Evaluation Matrix
* commensurate with the amount of grant being requested
** minimum of 50 points required to be eligible for grant funding
142
COUNTY OF ELGIN
GRANTS
Grants
1) Shedden Agricultural Society
2) Wallacetown Agricultural Society
3) Rodney-Aldborough Agricultural Society
4) Aylmer & East Elgin Agricultural Society
5) Elain 4-H Association
6) Tillsonburg & District Multi -Service Centre
7) Quad County Support Services
8) Seniors Picnic
9) Non-specific
10) Town Crier
11) Second Stage Housing
12) Eat 2 Learn
13) Elgin County Plowmen's Association
14) Ontario 911 Advisory Board
15) Tourism Signage Grants
17) The Arts & Cookery Bank
18) St. Thomas Elgin Public Arts Centre
19) War Memorial Site Committee
20) Fanshawe College PSW Award/Sponsorship
24) Total Regular Grants
25) IPM Legacy Scholarship
26) St. Thomas Elgin General Hospital
28) Total Grants
2017
2018
4,500
4,500
4,500
20,000
4,500
4,500
7,500
7,500
2,000
2,000
4,672
4,764
2,000
2,000
2,500
2,500
2,500
3,500
2,000
2,000
8,182
8,182
5,000
5,000
200
200
100
7,357
7,350
5,000
2,517
2,517
2,500
1,500
67,528
78,013
5,000
5,000
250,000
250,000
322,528
333,013
Attachment III
2018 (H)/L
2017
(15,500)
(92)
(1,000)
100
7
5,000
2,500
(1,500)
(10,485)
(10,485)
\\ecfileserver\data\Departments\Common\Finance\Budget Development\2018 Proposed Budget\Corporate\Corporate
Activities\Corporate Activities Grants 1/24/18 4:46 PM
143
December 18, 2017
F07"','. ,+
F"
County of Elgin
Becky Higgs
Administrative Assistant
Financial Services
450 Sunset Drive
ST. THOMAS Ont
N5R 5V1
SHEDDEN, Ontario
NOL 2EO
Dear Becky
The Directors of the Shedden Agricultural Society
are requesting a grant of $4500 for the 2018 fair.
This grant money will be used to pay prize
money.
We appreciate the financial support from the
County of Elgin.
Yours truly
j� $ .✓ �,� _ '"� di. L
�' h/ir1,ley , nghur,
�� Secretary
34547 Third Line
SOUTHWOLD Ont
NOL 2GO
144
G.D. SMITH
Financial Services
R.R. #1, 5102 East Road
Port Stanley, ON JV5L 1.11
Telephone: 519-782-4023
Fax: 519-782-3786
SHEDDEN AGRICULTURAL SOCIETY
AS AT DECK-AMER _.
145
In accordance with the terms of our engagement, we have
prepared the accompanying financial statements of THE
SHEDDEN AGRICULTURAL SOCIETY for the period ended December
31st, 2016 from the books, records and other information
supplied to us by THE SHEDDEN AGRICULTURAL SOCIETY.
These statements have been prepared solely for use by
management and not for the use of any other persons. We
have not performed an audit and consequently do not express
any opinion in respect of such statements.
PORT $TANLEY, ONTARIO G. D. SMITH
January 16, 2017 FINANCIAZ SERVXCES
146
SHEDDEN >. SOCXETY
., D
FOR THE
raI
Province of Ontario 3000
Gather Grants 7500
10500
antis g1
10624
cher
Quilt Shod & Dinner
3083
Fair Gate
7053
Concessions
1431
Rosy Rhubarb
771
Tractor Pull
5872
G.I.C. Cashed
30000
Interest on G.I.C.
501
4951
Total Recelpts
70635
GD IT
FinanclalSorvlces.
147
SHEDDEN AGRICULTURAL SOCIETY
UNAUDITED - DISBURSEMENTS
FOR THE YgAR, ENRED QE!qgMBW31S7,-Z0j.6
NNW 1771WTV"
Cattle
Horses
Crops
Home Crafts
Organized Groups — Youth Fair
Tractor Pull & Car Show
Educational Animal Display
AssoggigUM �ees
Licenses
Qt—her
Security
Judges
Sound & Announcers
Tent & Equipment Rental & Sanitation
Rides, Ribbons, Trophies
Maintenance, Office
Food & Supplies
Insurance, Accounting & Salaries
Advertising
Demolition Derby
Capital Purchases ® Sig ns/Gates/Equ i pment
G.I.C.'s Purchased
um
9W
207
Nif
0
30000
52362
66369
A.'XIMP1,41-6) t:
611�r VA
Assets
Cash on Deposit
Cattle Barn
Investment
Signs/Racks
Bleachers
Fryer
Liah:111 Miles ALCMg:itall
Liabilities
52dety's Cquilly
Total Assets minus Total Liabilities
149
6256
47438
60910
6067
6200
1016
12790
0
Opening Balance: January 1st
Add: Deposits
Less: Withdrawals
Closing Balance: December 31st
Balance Per Bank Statement December 31st
Less: OOS Cheques
Add: QJS Deposit
Opening Balance C.i.C.'s: January 11�t
Add: Purchases
Accumulated Interest
Less: C.1.C.'s Cashed
Closing Balance C.i.C.'s: December 31st
150
AN f
6256.00
6256.00
60874.69f
30000,00'
536.57
30501.05
60910.21
Box 130
Rodney, Ontario NOL 201
Becky Higgs
Administrative Assistant
County of Elgin
Financial Services
450 Sunset Drive
St. ML,#�w�ps. 44,0,ricF-11511 5
71271MI =01YI!
Our purpose is to promote an awareness of agriculture within our community,
encouraging young people to become involved in our agriculture community, and to
enrich the rural life in West Elgin. We accomplish this though our main event the
Rodney Fair. In addition, we also host an annual Farmer's Night and are planning
our f
rr_%t:_outdonr.qhnw.
0,
farmers in our community. I have attached our 2016 Annual Financial Statement, as
our year-end is December 3 1. Please contact the undersigned if you have any
questiI ns or require additional information.
WE=
Ronald Buchanan,
Rodney Aldborough Agriculture Society Secretary - Treasurer
(519) 200-3014
rbcbuchananf iclould.colm
151
RODNEY ALDBOROUGH AGRICULTURAL SOCIETY
FINANCIAL STATEMENTS
For the year ended December 31, 2016
(Unaudited)
152
SILVER LAKE ACCOUNTING
BUSINESS AND TAX CONSULTANTS
21961 HIGHWAY #7
MABERLY, ON
KOH 260
Tel. 519.872.8334
Fax. 877.247.0465
REVIEW ENGAGEMENT REPORT
To the Directors of the
Rodney Aldborough Agricultural Society
I have reviewed the balance sheet of the Rodney Aldborough Agricultural Society as at December 31, 2016 and the
statement of operations and changes in net assets for the year then ended. These financial statements have been
prepared in accordance with Canadian accounting standards for not-for-profit organizations. My review was made
in accordance with Canadian generally accepted standards for review engagements and accordingly consisted
primarily of enquiry, analytical procedures and discussion related to information supplied to me by the organization.
A review does not constitute an audit and consequently I do not express an audit opinion on these financial
statements.
Based on my review, nothing has come to my attention that causes me to believe that these financial statements are
not, in all material respects, in accordance with Canadian accounting standards for not-for-profit organizations.
Andrew Heyblom
Professional Business and Accounting Consultant
Maberly, Ontario
January 19, 2017
153
RODNEY ALDBOROUGH AGRICULTURAL SOCIETY
BALANCE SHEET (Unaudited)
As at December 31, 2016
2016
ASSETS
Current
Bank $ 4,751
Investment 0
Prepaid expenses 1,397
$ 6,148
LIABILITIES AND NET ASSETS
Liabilities S 0
Reserves
Net Assets - unrestricted 6,148
$ 6,148
The accompanying summary of significant accounting
policies form an integral part of these financial statements.
154
2015
$ 4,295
11,980
2,213
$ 18,488
0
18,488
$ 18,488
RODNEY ALDBOROUGH AGRICULTURAL SOCIETY
STATEMENT OF OPERATIONS AND CHANGES IN NET ASSETS (Unaudited)
For the year ended December 31, 2016
2016 2015
Receipts
400
9,420
Grants received
$ 10,000 $
7,500
Gate receipts
12,626
14,410
Other fair revenues
7,799
9,381
Donations
10,758
10,434
Advertising income
5,373
6,037
Fund raising
2,011
1,767
Investment income
496
994
Other income
1,802
1,399
Disbursements
Bad debts
Tractor Pull
Entertainment
Other fair expenses
Fair prizes
Exhibits, demonstrations
Other fair expenses - Ambassador
Donations
Administration, postage and courier
Advertising and promotion
Travel expenses
Insurance
Conferences, education and annual meeting
Honorariums
Registration fees, dues and licences
Miscellaneous
Receipts over (under) disbursements for the year
Net assets, beginning of year
Net assets, end of year
50,865 tP76 51,922
548
400
9,420
11,935
12,682
5,760
11,809
9,036
12,125
8,353
2,163
1,260
1,270
2,032
200
260
1,099
826
1,864
2,100
591
1,660
3,934
4,008
105
125
5,050
5,000
305
776
40
256
63,20511 aSZo 53,787
-12,340 -1,865
18,488 20,353
$ 6,148 $ 18,488
The accompanying summary of significant accounting
policies form an integral part of these financial statements.
155
RODNEY ALDBOROUGH AGRICULTURAL SOCIETY
Statement of Cash Flows (Unaudited)
For the year ended December 31, 2016
2016 2015
Cash resources provided by (used in)
Operating activities
Receipts over (under) disbursements for the year
S -12,340 $
-1,865
Items not involving cash
Change in accounts receivable
0
0
Change in prepaid expenses
816
89
Investing activities
(Increase) / decrease in value of investment
11,980
-894
Increase(decrease)in cash
456
-2,670
Cash, beginning of year
4,295
6,965
Cash, end of year
$ 4,751 $
4,295
The accompanying summary of significant accounting
policies form an integral part of these financial statements.
156
RODNEY ALDBOROUGH AGRICULTURAL SOCIETY
Summary of Significant Accounting Policies
(Unaudited)
For the year ended December 31, 2016
Nature and Purpose of Organization
The primary purpose of The Rodney Aldborough Agricultural Society is to host an annual
fall fair at the fairgrounds located in Rodney, Ontario.
The organization is an unincorporated non-profit organization and is exempt from income
taxes.
Investment
The organization currently carries no investments.
Revenue Recognition
Grants related to current expenditures are reflected in the accounts as revenue in the current
year.
Fundraising and donation revenue is recorded as income when funds are received.
Volunteers contribute time to assist the organization in organizing and hosting the fall fair.
Because of the difficulty in determining their fair value, contributed services are not
recognized in the financial statements.
Investment income is recognized as earned.
Capital Assets
Capital assets belonging to the organization are not reported on the financial statements.
They are expensed in the year of purchase.
Use of Estimates
The preparation of the organization's financial statements in accordance with Canadian
accounting standards for not-for-profit organizations requires management to make estimates
and assumptions that affect the reported amounts of assets, liabilities, revenues and expenses
during the reporting periods. Actual results could differ from estimates used in these
financial statements.
157
RODNEY ALDBOROUGH AGRICULTURAL SOCIETY
BREAKDOWN OF PRIZES EXPENSES - FOR AGRICULTURAL EXHIBITION GRANT
For the year ended December 31, 2016
A. CLASS EXPENDITURES
Comped tive Class - Prize Monev Paid out for the following comeetitions:
Livestock
Class 1 Sheep $ 0.00
Class 2 Cattle 3,760.00
Class 3 Miniature Horse 808.00 $ 4,568.00
Crop
Class 6
Grain & Seed
770.00
Class 11
Flowers
458.00 1,228.00
Farm Fresh
Junior Fair
620.00
Class 7
Roots & Vegetables
493.00
Class 8
Fall Fruits
116.00 609.00
Homecraft and Cultural Expression
$ 12,290.00
Class 4
Scarecrow Competition
150.00
Class 9
Culinary Arts
925.00
Class 10
Creative Crafts
867.00
Class 12
Art
277.00
Class 14
Photography
206.00 2,425.00
Youth Competitions
Class 13
Farm Display
60.00
Class 15
Youth Poster Competition
0.00
Class 17
Junior Fair
620.00
Class 18
Ambassador
1,270.00 1,950.00
Judges costs
1,510.00
Total Competitive Class Expenditures
$ 12,290.00
Non -Competitive Class - Educational exhibitions or demonstrations
Livestock
Middlesex agility club, TJ Stables, Little Rays Reptiles
TOTAL OF A. Competitive and non-competitive expenditures
158
$ 2,163.00
$ 14,453.00
RODNEY ALDBOROUGH AGRICULTURAL SOCIETY
BREAKDOWN OF PRIZES EXPENSES - FOR AGRICULTURAL EXHIBITION GRANT
For the year ended December 31, 2016
A. CLASS EXPENDITURES
Comgjtitive Class - Prize -Money paid out for the following competitions:
Livestock
Class l Sheep $ 0.00
Class 2 Cattle 3,760.00
Class 3 Miniature Horse 808.00 $ 4,568.00
Cron
CALCULATION OF AGRICULTURAL EXHIBITION GRANT
1/3 of Total Eligible Expenditures from line G to a maximum of $3,000
Grant Requested 3,000.00
159
Class 6 Grain & Seed
770.00
Class 11 Flowers
458.00
1,228.00
Fane Fresh
Class 7 Roots & Vegetables
493.00
Class 8 Fall Fruits
116.00
609.00
Homecraft and Cultural Expression
Class 4 Scarecrow Competition
150.00
Class 9 Culinary Arts
925.00
Class 10 Creative Crafts
867.00
Class 12 Art
277.00
Class 14 Photography
206.00
2,425.00
Youth Competitions
Class 13 Farm Display
60.00
Class 15 Youth Poster Competition
0.00
Class 17 Junior Fair
620.00
Class 18 Ambassador
1,270.00
1,950.00
Judi
1,510.00
Total Competitive Class Expenditures
$
12,290.00
Non -Competitive Class - Educational exhibitions or demonstrations
Livestock
Middlesex agility club, TJ Stables, Little Rays Reptiles
$
2,163.00
TOTAL OF A. Competitive and non-competitive expenditures
$
14,453.00
B.
AMATEUR TALENT
$
0.00
C.
FARMSTEAD IMPROVEMENT COMPETITIONS
$
0.00
D.
TOTAL OF B & C (not exceeding $1,000)
$
0.00
E.
ENTER 1/2 OF A
$
7,226.50
F.
Enter the amount on line D or E whichever is less
$
0.00
G.
TOTAL ELIGIBLE EXPENDITURES (A plus F)
$
14,453.00
CALCULATION OF AGRICULTURAL EXHIBITION GRANT
1/3 of Total Eligible Expenditures from line G to a maximum of $3,000
Grant Requested 3,000.00
159
f� Ontario
AUDIT CERTIFICATE
(TO BE USED IF NO AUDIT REPORT IS SUPPLIED BY OUTSIDE AUDITORS)
Society financial records must be audited for the protection of both the treasurer and the Society.
One of the following must be submitted:
• a completed Audit Certificate with two signatures that are not executive officers
or board members of the Society or related to one another or the treasurer.
OR
• an Audit Report (not a Compilation, also known as, Notice to Reader) that
has been completed by a professional firm (CA, CIVIA,(CPA, CGA)). Please
send a copy of the Audit Report and retain the original for your files. This
usually has only one signature.
Note that Compilations, also known as Notice to Readers, will no longer be acceptable as
formats for reviews. If your financial statements are in this format, please also supply the
Audit Certificate as described above.
We certify that the statements of receipts & disbursements and assets & liabilities of the
Rodney Aldborough Agricultural Society, for the fiscal year ended December 31, 2015,
are correct, and that our examination of the books and records of the Society included tests to
ensure:
1. all cash receipts were correctly recorded;
2. all recorded vouchers were accurate and authentic;
3. all investment and similar assets which were reported actually exist.
Date: January 19, 2017
Auditor /Financial Review r - A drew Heybiom
Signature
Phone (519) 872-8334
Date: January 19, 2017
Auditor / Financial Reviewer — Doug Clarke
Signature
Phone (613) 702-0467
Any officer, director or auditor of an organization who makes a false statement in any report or
information required under the Agricultural and Horticultural Organizations Act is guilty of an
offence and on conviction is liable to a fine of not more than $2000. R.S.O. 1990, c. A.9, s. 16
Ministry of Agricultural, Food and Rural Affairs
160
Secretary/Manager's Office P.O. Box 192
Phone: 519-773-3445 Aylmer, ON
Fax: 519-773-3492 N5H 2R9
Website: avimerfair.ca email: avlimerfairboard@amtelecom.net
The 172... Aylmer Fair - August 9 to 12... 2018
County of Elgin,
450 Sunset Drive,
St. Thomas, ON,
N519 5V1.
Dear Council:
On behalf of the Aylmer and East Elgin Agricultural Society, I would like to thank the County of Elgin
for their support of the Aylmer Fair over the years, In 2018 we continue to work hard to up -date the
Aylmer & East Elgin Agricultural Society. Thanks to our dedicated volunteers and new ideas we are once
again excited about the upcoming year. The Aylmer & East Elgin Agricultural Society is pleased to
announce 4 events for 2018,.
In April we will be hosting the annual Aylmer & East Elgin Home, Garden & Rec Show. This 3 day
event showcases local businesses of all sorts. We continue to host this event at the East Elgin
Community Complex. This event has become one of our greatest successes over the past few years.It is
now a must attend event for local homeowners, not only in Aylmer but also in St Thomas and surrounding
areas.
In July the Aylmer Fair Board hosted our 2nd annual Truck & Tractor Pull with food vendors, a beer tent
and camping for all the pullers. This is an event that our community has requested and we were finally
able to provide it for them. This is once again be an event our community will look forward to participating
in and to be a spectator of.
For Hallowe'en, we continue to put on a Haunted House. This past year was our 9th year, and we
now attract nearly 1000 people over the weekends. We continue to receive a lot of compliments and
encouragement from those that attended to continue this event. This year, we will continue to host the
Haunted House every weekend in October.
We will also hold the 172nd Annual Aylmer Fair — an incredibly long tradition of celebrating and
promoting the history and heritage of agriculture in this area. The Fair benefits the agricultural community
by encouraging improvements in production and marketing, but it also benefits the urban community by
increasing their understanding of the importance of agriculture in their lives. The Aylmer Fair also
increases the tourism dollars being spent in our area.
The members of the Aylmer and East Elgin Agricultural Society work very hard to produce these
events but we need your help. We would appreciate it if Council would consider the financial needs of the
Aylmer Fair when you are preparing your budget. We believe that the Aylmer & East Elgin Agricultural
Society is especially important to the County of Elgin, and that these events will bring significant tourism
dollars into town.
161
(2)
Your financial support will be used to ensure corn m unity entertainment that will make the events of
2018 successful for the Aylmer & East Elgin Agricultural Society and be enjoyed by the Aylmer & East
Elgin and surrounding areas.
Thank you for your generosity & consideration.
2016/2017 Financial Statements to follow as our statement comes out in January.
SEE YOU AT THE FAIR!
Sincerely,
Elaine Earhart
Secretary/Manager
Aylmer Fair.
162
AYLMER & EAST ELGIN
AGRICULTURAL SOCIETY
Financial Statements
October 31, 2017
(Unaudited - See Notice To Reader)
163
AYLMER & EAST ELGIN AGRICULTURAL SOCIETY
Index to Financial Statements
October 31, 2017
(Unaudited - See Notice To Reader)
Page
NOTICE TO READER 1
FINANCIAL STATEMENTS
Statement of Financial Position 2
Statement of Changes in Net Assets 3
Statement of Receipts and Disbursements 4 - 5
Notes to Financial Statements 6
Special Projects' Net Receipts - Restricted Funds (Schedule 1) 7
Special Projects' Net Receipts - Unrestricted Funds (Schedule 2) 8
164
TRILLIUM LLP
CHARTERED PROFESSIONAL
ACCOUNTANTS
SANDY KIRKWOOD•PEARCE
CPA, CGA
Partner, Licensed Public Accountant
email: sandy@eprtdllium.ca
Tel: 519 453.1400
CHRISTOPHER BUTTON, CPA, CGA
Partner, Licensed Public Accountant
email: chds@eprtdlllum.ca
Tel: 519 -773-5348
Tel: 1-888-873-5348
JOANNE HAAGSMA, CPA, CMA
Partner
email: joanne@epdrillium.ca
Tel:519-288-2880
JODIE ARTHURS, CPA, CGA
Partner, Licensed Public Accountant
email: jodle@epdrillium.ca
Tel: 519 -453.1400
SCOTT SNELGROVE, CPA, CA
Tax Associate
email: scoff@epddllium.ca
Tel; 519 -453.1400
LONDON
540 Clarke Road, Unit 18
London, ON N5V 2C7
DORCHESTER
4174 Catherine Street
Dorchester, ON NOL 1GO
AYLMER
174 Sydenham Street E
Aylmer, ON N5H 1L7
An Independent Canadian Member
of AGN International
NOTICE TO READER
On the basis of information provided by management, we have compiled the statement of financial
position of Aylmer & East Elgin Agricultural Society as at October 31, 2017 and the statements of
receipts and disbursements and changes in net assets for the year then ended.
We have not performed an audit or a review engagement in respect of these financial statements
and, accordingly, we express no assurance thereon.
Readers are cautioned that these statements may not be appropriate for their purposes.
Aylmer, Ontario
December 11, 2017
165
EPR TRIGUUM UP
Chartered Professional Accountants
Licensed Public Accountants
AYLMER & EAST ELGIN AGRICULTURAL SOCIETY
Statement of Financial Position
As at October 31, 2017
(Unaudited - See Notice To Reader)
ASSETS
CURRENT
Cash (Note 1)
Accounts receivable
Harmonized sales tax recoverable
Prepaid expenses
PROPERTY, PLANT AND EQUIPMENT (Note 2)
LIABILITIES AND NET ASSETS
CURRENT
Accounts payable
Harmonized sales tax payable
Employee deductions payable
Deferred contributions
LONG TERM DEBT (Note 3)
NET ASSETS
ON BEHALF OF THE BOARD
-c+•-�. Officer
` Officer
2017 2016
$ 42,753 $
19,962
12,434
20,198
-
1,428
4,889
3,896
60,076
45,484
96,672
98,744
12,000
_156748 $ -
144,228
$ 569 $
12,627
465
-
601
1,270
2,912
-
4,547
13,897
10,060
12,000
14,607
25,897
142,141 118,331
$ 156,748 $ 144,228
166
See accompanying notes to the unaudited financial statements 2
AYLMER & EAST ELGIN AGRICULTURAL SOCIETY
Statement of Changes in Net Assets
For the Year Ended October 31, 2017
(Unaudited - See Notice To Reader)
Unrestricted Restricted
Fund Fund 2017 2016
NET ASSETS - BEGINNING OF YEAR $ 107,718 $ 10,613 $ 118,331 $ 148,878
EXCESS OF RECEIPTS OVER
DISBURSEMENTS 27,052 (3,242) 23,810 (30,547}
NET ASSETS - END OF YEAR $ 134,770 $ 7,371 $ 142,141 $ 118,331
167
See accompanying notes to the unaudited financial statements 3
AYLMER & EAST ELGIN AGRICULTURAL SOCIETY
Statement of Receipts and Disbursements
For the Year Ended October 31, 2017
(Unaudited - See Notice To Reader)
(continues)
168
See accompanying notes to the unaudited financial statements
2017
2016
FAIR RECEIPTS
Admissions
$ 32,659
$ 22,346
Advertising allowance
1,000
1,000
Concessions
15,666
16,766
Donations
8,681
14,918
Grants
30,880
17,335
Insurance proceeds
7,350
-
Security & garbage allowance
1,000
1,000
97,236
73,365
DIRECT FAIR DISBURSEMENTS
Advertising and promotion
3,952
6,233
Convention expense
345
531
Electricity
580
746
Employee benefits
1,825
2,361
Equipment rentals
7,173
4,275
Gates
2,116
185
Grandstand entertainment
25,101
30,092 .
Hospitality refreshments
243
1,163
Judges
550
270
Labour
12,329
13,884
Maintenance and supplies
8,785
19,067
Memberships
611
631
Other entertainment
4,486
11,543
Printing and stationary
4,347
5,233
Prize money
5,608
6,335
Ribbons and rosettes
1,193
260
Security and first aid services
930
854
Signs
20
1,490
80,194
105,153
FAIR NET RECEIPTS
17,042
(31,788)
Special Projects' Net Receipts - Restricted Funds (Schedule 1)
12,121
7,450
Special Projects' Net Receipts - Unrestricted Funds (Schedule 2)
34,413
42,403
46,534
49,853
TOTAL NET RECEIPTS
63,576
18,065
OTHER RECEIPTS
Interest income
38
40
Memberships
939
730
Rental income
17,829
14,351
Silent auction
923
-
19,729
15,121
(continues)
168
See accompanying notes to the unaudited financial statements
AYLMER & EAST ELGIN AGRICULTURAL SOCIETY
Statement of Receipts and Disbursements (continued)
For the Year Ended October 31, 2017
(Unaudited - See Notice To Reader)
2017 2016
OTHER DISBURSEMENTS
Accounting fees
2,173
4,125
Amortization
12,061
10,353
Bank charges
1,243
998
Donations
485
1,585
Electricity
6,113
5,504
Insurance
12,881
10,046
Interest on long term deYt _-__..._
3,561
Management salary
16,600
17,300
Office
5,639
6,062
Telephone
1,169
946
Website costs
940
3,253
TOTAL OTHER DISBURSEMENTS
59,495
63,733
EXCESS (DEFICIENCY) OF RECEIPTS OVER OTHER
DISBURSEMENTS
$ 23,810 $
(30,547)
169
See accompanying notes to the unaudited financial statements
AYLMER & EAST ELGIN AGRICULTURAL SOCIETY
Notes to Financial Statements
Year Ended October 31, 2017
1. CASH
2017 2016
Cash $ 36,675 $ 13,922
Term deposits 6,078 6,040
$ 42,753 $ 19,962
2. PROPERTY, PLANT AND EQUIPMENT
3. LONGTERM DEBT
2017 2016
Term loan bearing interest at 3% per annum, repayable in
monthly blended payments of $355.. The loan matures on
April 7, 2020 and is secured by equipment. $ 10,060 $ 12,000
170
6
2017
2016
Accumulated
Net book
Net book
Cost
amortization
value
value
Land
$ 7,755
$ -
$ 7,755
$ 7,755
Buildings
463,111
423,491
39,620
46,914
Motor vehicles
400
400
-
-
Computer equipment
5,757
5,757
-
-
Other machinery and equipment
15,711
2,956
12,755
4,132
Furniture and fixtures
101,030
90,453
10,577
11,299
Leasehold improvements
94,941
68,976
25,965
28,644
$ 688,705
$ 592,033
$ 96,672
$ 98,744
3. LONGTERM DEBT
2017 2016
Term loan bearing interest at 3% per annum, repayable in
monthly blended payments of $355.. The loan matures on
April 7, 2020 and is secured by equipment. $ 10,060 $ 12,000
170
6
AYLMER & EAST ELGIN AGRICULTURAL SOCIETY
Special Projects' Net Receipts - Restricted Funds (Schedule 9)
Year Ended October 31, 2017
(Unaudited - See Notice To Reader)
Bingo
Receipts
Direct expenses
Net receipts
Junior baord of Directors
Receipts
Direct expenses
Net receipts
Net receipts - Restricted Funds
2017 2016
$ 16,493 $ , 11,201
(1,770) (3,927)
14,723 7,274
4,002 2,176
(6,604) (2,000)
(2,602) 176
$ 12,121 $ 7,450
171
See accompanying notes to the unaudited financial statements
AYLMER & EAST ELGIN AGRICULTURAL SOCIETY
Special Projects' Net Receipts - Unrestricted Funds (Schedule 2)
Year Ended October 31, 2017
(Unaudited - See Notice To Reader)
2017 2016
Home & Garden Show
Receipts $ 38,734 $ 41,535
Direct expenses (26,335) (28,583)
Net receipts 12,399 12,952
Truck & Tractor pull and Silent auction
Receipts
Direct expenses
Net receipts
Fair Books
Receipts
Direct expenses
Net receipts
Haunted House
Receipts
Net receipts
Net receipts - Unrestricted Funds
82,688
91,306
(61,814)
(67,400)
20,874
23,906
4,243
4,725
(3,103)
(1,195)
1,140
3,530
2015
- 2,015
$ 34,413 $ 42,403
172
See accompanying notes to the unaudited financial statements 8
44219 Sparta Line
St. Thomas, ON N5113 3S8
October 26, 2017
Becky Higgs
Administrative Assistant
County of Elgin
450 Sunset Drive
St. Thomas, ON N5R 5V1
U 11 A, AH
A N A D A
di -Il ()Jn,arac)
The Elgin County 4-H Association would like to thank the Elgin County Council for their past
financial support of our organization. The Elgin 4-H Association is requesting Elgin County
Council to consider our organization again for a grant in 2018 while you work on next year's
budget.
Your continuing support allows the 4-H program to run in Elgin County. We are a non-profit
organization, run entirely by volunteers. We represent Elgin County in many out of the County
events such as Go For The Gold competition, toy club show in Woodstock, judging competition
in Stratford and Madison, beef and dairy shows including the Royal Winter Fair each year.
Ontario 4-H membership fee is $85 per member. Our County Association subsidizes each
member, (approximately 100) $15 to help cover their annual membership fee and the grant from
the County of Elgin is used to help subsidize those fees. The Association also incurs expenses
to provide volunteer training day, annual meeting dinner, members' awards night and financial
assistance to members participating at regional events. Our quarterly newsletter is now emailed
out to help cut expenses.
We have GICs amounting to $20,000 at this time, but those funds are depleting as we have had
to use them to cover our Organization's operating expenses.
Our latest financial report is attached.
Today's 4-H members are tomorrow's leaders who "learn to do by doing".
Sincerely,
Henry Helder
Elgin County 4-H
President
hh:rag
173
Elgin 4-H Association
Income Statement 01/01/2017 to 10/24/2017
REVENUE
Revenue
0.00
Membership Fees
6,370.00
Receipted Memorial Donations
892.00
Donations - Sponsorship
1,198.00
Donations - County Grant
2,000.00
Total Donations
4,090.00
Battery recycling
792.72
Miscellaneous Income
45.00
Total Income
11,297.72
Other Revenue
0.00
Interest GIC
312.55
Total Other Revenue
312.55
TOTAL REVENUE 11,610.27
EXPENSE
Expense
expense total 0.00
Payroll Expenses
Total Payroll Expense
0.00
General Expenses
Awards and Recognition
989.93
County Annual Meeting
289.29
County/Regional Activities
477.98
Registration Fees
1,125.75
Courier & Postage
48.04
Membership Fees
7,820.00
Interest & Bank Charges
20.00
Newsletter Expense
0.00
office supplies
113.00
Subtotal Miscellaneous Expense
113.00
Total General Expenses
10,883.99
TOTAL EXPENSE 10,883.99
NET INCOME
Printed On: 10/24/2017
174
Page 1
Elgin 4-H Association
Balance Sheet As at 10/24/2017
ASSET
Current Assets
Bank of Montreal Account
2,364.53
Total Cash
2,364.53
GIC Due June 2018
15,262.57
GIC Due June 2018
5,050.00
Total Investments
20,312.57
Total Current Assets
22,677.10
TOTAL ASSET
22,677.10
EQUITY
Owners Equity
Retained Earnings - Previous Year 21,950.82
Current Earnings 726.28
Total Owners Equity 22,677.10
TOTAL EQUITY 22,677.10
LIABILITIES AND EQUITY 22,677.10
Printed On: 10/24/2017
175
Page 1
MULTI -SERVICE _ ' II ...�F F �1
December 8, 2017
Elgin County Council
450 Sunset Drive
St. Thomas ON N5R 5V1
Dear Council Members/Staff:
The Multi -Service Centre would like to thank you for your support last year. Your
generous contribution of $4,672.00 helped us to provide important services that
improve the lives of those in our community. Please see the attached information
to learn more about how your contribution impacted the community, or visit our
website ( tsevicece te.co ) to click on the videos and hear from our
clients about what these services mean to them.
As the MSC approaches its 40th year of service to the community, we continue to
rely on our community partners to help us improve the lives of the most
vulnerable. Many of our services are not fully funded and we could not achieve
our service goals without your support. Based on our calculations, in order for us
to reach our program goals, we need to raise $59, 548.00 this year. The Elgin
County proportion of that amount, linked to the proportion of clients assisted from
Elgin last year would be $4,764.00. Your support would be appreciated.
While we work tirelessly to raise additional dollars through fundraisers, draws,
and annual donor campaigns, we fall short, and depend on support from our
municipal partners.
Your dollars will go toward activities like volunteer support (recruitment, training,
orientation, on-going supervision), the purchase of materials and technology (for
literacy tutors and students, for workshop participants or for items in our seniors
related programs), and service provision such as transportation and meals for
needy individuals.
We would be happy to make a presentation to Council and appreciate the
opportunity to explain our needs and answer your questions. Municipal support
continues to assist us in diversifying and leveraging our funding base. The
historical support the MSC has received from Elgin County is greatly appreciated.
IMiissiioin
A community organization committed to partnerships, innovation and excellence.
viisiioirn
Embracing Personal Independence # Celebrating a Caring Community
176
In closing, we hope that Council members will continue to consider MSC
community programs in upcoming budget deliberations.
Sincerely,
Geoff Reekie
Executive Director & CEO
200 Broadway, Suite 206
Tillsonburg ON N4G 5A7
519.842.9008, ext. 274
Maureen Vandenberghe
Employment Services/Livingston
Centre Manager
96 Tillson Ave., Tillsonburg ON N4G3A1
519.842.9008, ext. 270
C: Fran Bell, Chairperson, Board of Directors
Val Foerster, Board of Directors, Chair/Fundraising Committee
177
,1' �� i ui.:W 1P:°Q JC U•lly III
..'y�yi "..y..
.
..............................................................................................................?..
GOOD REDDEN &pg.;.......�..A
G111110111. in cunII1.
Chartered Professional Accountants
INDEPENDENT AUDITORS' REPORT
To the Members of the Board of:
TILLSONBURG & DISTRICT MULTI -SERVICE CENTRE
We have audited the accompanying financial statements of Tillsonburg & District Multi -Service Centre, which are comprised of the
statement of financial position as at March 31, 2017 and the statements of operations, fund balances 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 financial statements in accordance with Canadian Accounting
Standards for Not -for -Profit Organizations, 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.
Auditor's Responsibility
Our responsibility is to express an opinion on these financial statements based on our audit. We conducted our audit in accordance with
Canadian Generally Accepted Auditing Standards. Those standards require that we comply with ethical requirements and plan and perform
the audit to obtain reasonable assurance about whether the financial statements are free from material misstatement.
An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in the financial statements. The
procedures selected depend on the auditor's judgment, including the assessment of the risks of material misstatement of the 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 financial statements.
We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our audit opinion.
Basis for Qualified Opinion
In common with many not-for-profit organizations, Tillsonburg & District Multi -Service Centre derives some of its revenue in cash through
donations and fundraising, the completeness of which is not susceptible to satisfactory audit verification. Accordingly, our verification of
this revenue was limited to the amounts recorded in the records of Tillsonburg & District Multi -Service Centre and we were not able to
determine whether any adjustments might be necessary to revenue and net assets.
Opinion
In our opinion, except for the possible effects of the matter described in the Basis for Qualified Opinion paragraph, the financial statements
present fairly, in all material respects, the financial position of Tillsonburg & District Multi -Service Centre as at March 31, 2017, and the
results of its operations and its cash flows for the year then ended in accordance with Canadian Accounting Standards for Not -for -Profit
Organizations.
CHARTERED PROFESSIONAL ACCOUNTANTS
Licensed Public Accountants
Tillsonburg, Ontario
May 29, 2017
Integrating Accounting, Advisory & Wealth Management Services 4.�'joodcat'1xoIinri
84 Colborne Street North, Simcoe, OIV IV3Y 3V1 38 Brock Street East, Tillsonburg, OIV IV4G 1Z5
510.426.5160 II 510.426.5174 519.842.4246 II 519.842.6656
Our Reports and Certificates are zssazerl gra the understanding that ss they are reproduced in their entirety, araV summaries thereof,
excerpts theme,from, or re fer ^noes thereto, shell be submitted to us./br aper ova
TILLSONBURG & DISTRICT MULTI -SERVICE CENTRE
STATEMENT OF FINANCIAL POSITION
As at March 31, 2017
(With comparative figures as at March 31, 2016)
Approved by:
Operating
Capital
Reserve
Total
Total
Fund
Fund
Fund
2017
2016
ASSETS
$
$
$
$
$
Cash
626,153
91,025
342,912
1,060,090
815,910
Accounts receivable
77,033
-
-
77,033
100,550
Prepaid expenses and deposits
5,377
-
-
5,377
122
Total current assets
708,563
91,025
342,912
1,142,500
916,582
Long-term investments and receivables (note 3)
93,915
311,000
690,260
1,095,175
1,087,546
Equipment (note 5)
-
10,295
-
10,295
12,703
Total Assets
802,478
412,320
1,033,172
2,247,970
2,016,831
LIABILITIES AND FUND BALANCES
Accounts payable and accrued liabilities (note 4)
624,265
-
-
624,265
420,497
Deferred revenue (note 8)
62,297
-
-
62,297
49,021
Total current liabilities
686,562
-
-
686,562
469,518
Fund Balances
Invested in property and equipment
-
10,294
-
10,294
12,703
Invested in long-term investments
-
311,000
690,259
1,001,259
966,000
Internally restricted
-
91,026
342,913
433,939
443,775
Unrestricted
115,916
-
-
115,916
124,835
Total fund balances
115,916
412,320
1,033,172
1,561,408
1,547,313
Total Liabilities and Fund Balances
802,478
412,320
1,033,172
2,247,970
2,016,831
Approved by:
TILLSONBURG & DISTRICT MULTI -SERVICE CENTRE
STATEMENT OF OPERATIONS AND CHANGES IN FUND BALANCES
March 31, 2017
(With comparative figures for the year ended March 31, 2016)
REVENUE
Provincial funding
Federal funding
Local government grants
Donations and fundraising
Client fees
Program income
Allocated administration
Interest and miscellaneous income
Total revenue
Operating
Capital
Reserve
Mar. 31
Mar. 31
Fund
Fund
Fund
2017
2016
27,553
29,793
146,892 - -
146,892
133,828
3,634,643 - -
3,634,643
3,339,415
3,560 - -
3,560
2,983
69,657 - -
69,657
69,142
27,553 - -
27,553
29,793
146,892 - -
146,892
133,828
66,210 - -
66,210
66,868
536,088 34,872 -
570,960
594,792
9,585 558 9,853
19,996
16,643
4,494,188 35,430 9,853
-3- „
180
4,539,471 4,253,464
TILLSONBURG & DISTRICT MULTI -SERVICE CENTRE
STATEMENT OF OPERATIONS AND CHANGES IN FUND BALANCES
March 31, 2017
(With comparative figures for the year ended March 31, 2016)
Operating
Capital
Reserve
Mar. 31
Mar. 31
Fund
Fund
Fund
2017
2016
2,488,374
2,468,043
Travel
37,266
-
EXPENDITURES
Wages and benefits
2,488,374
-
-
2,488,374
2,468,043
Travel
37,266
-
-
37,266
39,629
Program expenses
1,017,293
-
-
1,017,293
907,338
Office and administration
409,074
-
-
409,074
359,401
Allocated administration
570,960
-
-
570,960
594,792
Amortization of property and equipment
-
2,409
-
2,409
2,409
Total expenditures
4,522,967
2,409
-
4,525,376
4,371,612
Excess (deficiency) of revenue over
expenditures before interfund transfers
(28,779)
33,021
9,853
14,095
(118,148)
Interfund Transfers, Net
19,860
(19,860)
-
-
-
Excess (deficiency) of revenue over
expenditures for the year
(8,919)
13,161
9,853
14,095
(118,148)
Fund Balance, Beginning of Year
124,835
399,159
1,023,319
1,547,313
1,665,461
Fund Balance, End of Year
115,916
412,320
1,033,172
1,561,408
1,547,313
-4- „
181 �'
TILLSONBURG & DISTRICT MULTI -SERVICE CENTRE
STATEMENT OF OPERATIONS - OPERATING FUND
March 31, 2017
(With comparative figures for the year ended March 31, 2016)
Total revenue
1,759,718
2,110,781
623,689
Mar. 31
Mar. 31
EXPENDITURES
Schedule 1
Schedule 2
Schedule 3
2017
2016
Wages and benefits
1,196,021
853,400
438,953
2,488,374
2,468,043
REVENUE
33,143
4,123
-
37,266
39,629
Provincial funding
1,598,798
2,010,011
25,834
3,634,643
3,339,415
Federal funding
-
-
3,560
3,560
2,983
Local government grants
-
69,657
-
69,657
69,142
Donations and fundraising
924
30,601
(3,972)
27,553
29,793
Client fees
146,892
-
-
146,892
133,828
Program income
13,094
500
52,616
66,210
66,868
Allocated administration
-
-
536,088
536,088
559,920
Rental income
10
-
-
10
-
Interest and miscellaneous income
-
12
9,563
9,575
6,527
Total revenue
1,759,718
2,110,781
623,689
4,494,188
4,208,476
EXPENDITURES
Wages and benefits
1,196,021
853,400
438,953
2,488,374
2,468,043
Travel
33,143
4,123
-
37,266
39,629
Program expenses
94,201
752,060
171,032
1,017,293
896,823
Office and administration
233,585
144,450
31,039
409,074
359,401
Allocated administration
214,212
356,748
-
570,960
594,792
Total expenditures
1,771,162
2,110,781
641,024
4,522,967
4,358,688
Excess (deficiency) of revenue over
expenditures for the year
(11,444)
-
(17,335)
(28,779)
(150,212)
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182
TILLSONBURG & DISTRICT MULTI -SERVICE CENTRE
SCHEDULE 1
STATEMENT OF OPERATIONS - COMMUNITY SUPPORT SERVICES
March 31, 2017
(With comparative figures for the year ended March 31, 2016)
Total revenue
South West
Exercise
Mar. 31
Mar. 31
EXPENDITURES
LHIN
Program
2017
2016
Wages and benefits
1,103,093
92,928
1,196,021
1,252,650
REVENUE
33,143
-
33,143
32,486
Provincial funding
1,527,314
71,484
1,598,798
1,551,677
Donations and fundraising
924
-
924
18,985
Client fees
146,892
-
146,892
133,828
Program income
3,094
10,000
13,094
22,203
Interest and miscellaneous income
10
10
-
Total revenue
1,678,234
81,484
1,759,718
1,726,693
EXPENDITURES
Wages and benefits
1,103,093
92,928
1,196,021
1,252,650
Travel
33,143
-
33,143
32,486
Program expenses
94,201
-
94,201
117,475
Office and administration
233,585
-
233,585
164,829
Allocated administration
214,212
-
214,212
246,336
Total expenditures
1,678,234
92,928
1,771,162
1,813,776
Excess (deficiency) of revenue over
expenditures for the year
-
(11,444)
(11,444)
(87,083)
-6- „
183'
TILLSONBURG & DISTRICT MULTI -SERVICE CENTRE
SCHEDULE 2
STATEMENT OF OPERATIONS - MAESD FUNDED PROGRAMS
March 31, 2017
(With comparative figures for the year ended March 31, 2016)
-7- „
184'
Literacy Basic
Employment
YJC/
CAN/ON
Mar. 31
Mar. 31
Youth Job Linty
Skills
Services
YJCS
Job Grant
2017
2016
REVENUE
Provincial funding
45,750
113,864
1,189,731
427,558
233,108
2,010,011
1,761,904
Local government grants
-
19,657
50,000
-
-
69,657
69,142
Donations and fundraising
-
19,936
10,665
-
-
30,601
13,302
Program income
-
500
-
-
500
3,803
Interest and miscellaneous income
-
-
12
-
-
12
12
Total revenue
45,750
153,957
1,250,408
427,558
233,108
2,110,781
1,848,163
EXPENDITURES
Wages and benefits
27,512
103,182
587,091
114,582
21,033
853,400
747,329
Travel
-
507
3,616
-
-
4,123
2,160
Program expenses
6,100
6,748
278,413
257,963
202,836
752,060
633,699
Office and administration
1,938
15,848
117,112
9,313
239
144,450
153,878
Allocated administration
10,200
27,672
264,176
45,700
9,000
356,748
348,456
Total expenditures
45,750
153,957
1,250,408
427,558
233,108
2,110,781
1,885,522
Excess (deficiency) of revenue over
expenditures for the year
-
-
-
-
-
-
(37,359)
-7- „
184'
TILLSONBURG & DISTRICT MULTI -SERVICE CENTRE
SCHEDULE 3
STATEMENT OF OPERATIONS - ADMINISTRATION
March 31, 2017
(With comparative figures for the year ended March 31, 2016)
-8- „
185'
Mar. 31
Mar. 31
2017
2016
REVENUE
Provincial funding
25,834
25,834
Federal funding
3,560
2,983
Donations and fundraising
(3,972)
(2,494)
Program income
52,616
40,862
Allocated administration
536,088
559,920
Interest and miscellaneous income
9,563
6,515
Total revenue
623,689
633,620
EXPENDITURES
Wages and benefits
438,953
468,064
Travel
-
4,983
Program expenses
171,032
145,649
Office and administration
31,039
40,694
Total expenditures
641,024
659,390
Excess (deficiency) of revenue over
expenditures for the year
(17,335)
(25,770)
-8- „
185'
TILLSONBURG & DISTRICT MULTI -SERVICE CENTRE
STATEMENT OF CASH FLOWS
March 31, 2017
(With comparative figures for the year ended March 31, 2016)
2017 2016
Cash Flows from Operating Activities
Excess of revenue over expenses for the year 14,095 (118,149)
Amortization 2,409 2,409
16,504 (115,740)
Changes in non-cash working capital accounts
Decrease (increase) in accounts receivable
23,518
(24,900)
Decrease (increase) in prepaid expenses and deposits
(5,255)
225
Increase (decrease) in accounts payable and accruals
203,765
(179,098)
Increase(decrease)in deferred revenue
13,276
(1,108)
Cash flows from (applied to) operating activities 251,808 (320,621)
Cash Flows from Investing Activities
Increase in long-term investments and receivables (7,628) (42,042)
Increase (Decrease) in Cash During the Year
Cash at Beginning of Year
Cash at End of Year
-9-
186
244,180 (362,663)
815,910 1,178,573
1,060,090 815,910
TILLSONBURG & DISTRICT MULTI -SERVICE CENTRE
NOTES TO THE FINANCIAL STATEMENTS
March 31, 2017
1. NATURE OF OPERATIONS
The Tillsonburg & District Multi -Service Centre (the "Centre") was incorporated without share capital in 1977
under the Income Tax Act of Canada as a registered charity. The Centre is exempt from tax under section 149 of
the Income Tax Act.
The purpose of the Centre is:
(i) To provide and render employment, home support and adult basic literacy services to a primarily adult
resident population;
(ii) To establish and operate a centre for the organization and dissemination of social services throughout
the Town of Tillsonburg and its surrounding district;
(iii) To co-operate and co-ordinate with all other social service agencies; and
(iv) To receive, acquire and hold gifts, donations, legacies and devises.
2. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
The Centre follows Canadian Accounting Standards for Not -for -Profit Organizations; significant aspects of the
accounting policies adopted are as follows:
(a) Fund Accounting
In order to ensure observance of limitations and restrictions placed on the use of the resources available to
the Tillsonburg & District Multi -Service Centre ("Centre"), the accounts are maintained in accordance with
the principles of "fund accounting". Under these principles, resources for various purposes are classified for
accounting and reporting purposes into funds that are in accordance with activities or objectives specified.
Separate accounts are maintained for each fund.
(i) Operating Fund
The Operating Fund of the Centre records amounts used for the day to day operations of the Centre and also
records the assets, liabilities and net surplus carried forward relating to ongoing operations.
(ii) Capital Fund
The Capital Fund reports assets, liabilities, revenue and expenditures related to the Centre's property and
equipment.
(iii) Reserve Fund
Money in the reserve funds have been set aside for future expenditures for building maintenance, other
capital additions and contingencies and is to be used as authorized by the Board. Interest generated by the
reserve fund is maintained in the account.
-10-
187
TILLSONBURG & DISTRICT MULTI -SERVICE CENTRE
NOTES TO THE FINANCIAL STATEMENTS
March 31, 2017
2. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (continued)
(b) Revenue Recognition
The Centre follows the restricted fund method of accounting for contributions.
Restricted contributions are recognized as revenue of the fund to which they relate in the year in which they
are received. Restricted contributions for which there is no corresponding restricted fund, are recognized in
the Operating Fund using the deferral method, whereby the contributions are deferred and brought into
income when the applicable expenses are incurred.
Unrestricted contributions are recognized as revenue of the Operating Fund in the year in which they are
received or become receivable if the amount to be received can be reasonably estimated and collection is
reasonably assured.
Investment income earned on resources of the Capital Fund and Reserve Fund is recognized as revenue of
those funds. Unrestricted investment income is recognized as revenue of the Operating Fund.
Program income and client fees are recognized as revenue in the Operating Fund when the service is
performed and the legal obligation to pay is created.
(c) Contributed Services
Volunteers contribute time each year to assist the Centre in carrying out its service delivery activities.
Because of the difficulty in determining the fair value contributed services are not recognized in the financial
statements.
(d) Government Assistance
Government grants and funding is recorded when there is reasonable assurance that the Centre has
complied with and will continue to comply with all necessary conditions to obtain the grants and funding.
Funding related to current expenditures is recognized in the current period determination of net income.
Funding related to expenses of future periods is deferred and amortized into income as related expenses are
incurred, or in accordance with the restricted fund method where a corresponding restricted fund is
presented.
(e) Income Taxes
As a registered charity, the Centre is exempt from Part I tax under paragraph 149(1)(f) of the Income Tax Act
(Canada).
(f) Allocated Administration
The Centre incurs administration costs that relate to the whole organization. These costs include human
resource costs for the executive director, business manager, accounting clerks, receptionists, as well as costs
for office supplies, equipment rental and staff development. These costs are allocated to the various
programs and departments using Ministry funding levels as an indicator of program activity, or when
identifiable, specific activities and resource consumption of the individual programs.
TILLSONBURG & DISTRICT MULTI -SERVICE CENTRE
NOTES TO THE FINANCIAL STATEMENTS
March 31, 2017
2. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (continued)
(g) Property and Equipment
Property and equipment is recorded at cost and contributed capital assets are recorded at their fair market
value at the date of contribution. Capital assets funded through government programs or agencies are
recorded at cost and the corresponding revenue is deferred and amortized on the same basis as the asset.
The property and equipment are amortized straight-line using the following rates:
Furniture
20 years
The Centre regularly reviews capital assets to eliminate obsolete items. Amortization is calculated at half the
normal annual rate in the year of acquisition; no amortization is recorded in the year of disposal.
(h) Financial Instruments
Financial instruments are recorded at fair value when acquired or issued. In subsequent periods, financial
assets with actively traded markets are reported at fair value, with any unrealized gains and losses reported
in income. All other financial instruments are reported at amortized cost, and tested for impairment at each
reporting date. Transaction costs on the acquisition, sale or issue of financial instruments are expensed when
incurred.
Financial instruments are comprised of accounts receivable, short and long-term investments and
receivables, accounts payable and accrued liabilities. All financial instruments in these financial statements
are subsequently carried at amortized cost.
(i) Jointly Controlled Enterprises
The Centre has elected to account for all such interests using the cost method. This applies to the partnership
interest in Tillsonburg Community Services Initiatives (TCSI).
(j) Measurement Uncertainty
The preparation of financial statements in conformity with Canadian Accounting Standards for Not -for -Profit
Organizations requires management to make estimates and assumption that affect the reported amount of
assets and liabilities, disclosure of contingent assets and liabilities at the date of the financial statements and
the reported amounts of revenues and expenses during the period. Such estimates are periodically reviewed
and any adjustments necessary are reported in earnings in the period in which they become known. Actual
results could differ from these estimates. The primary estimates made by management in these financial
statements relate to the useful lives of capital assets and accrued liabilities.
-12-
189
TILLSONBURG & DISTRICT MULTI -SERVICE CENTRE
NOTES TO THE FINANCIAL STATEMENTS
March 31, 2017
3. LONG-TERM INVESTMENTS AND RECEIVABLES
2017 2016
Partnership Interest- related party
The Board approved an initial investment in Tillsonburg Community
Services Initiatives in partnership with Community Living
Tillsonburg. The investment is recorded at its original cost in
accordance with the cost method for jointly controlled enterprises. 311,000 311,000
Loan Receivable - related party
The Board approved long-term financing to a related company,
Stonebridge Community Services (SCS). The loan was advanced to
fund start up costs. The loan bears cumulative interest at 1%
payable annually in December. There are no set terms of
repayment and no payments have been received in the last twelve
month operating period. 655,000 655,000
Advance Receivable - related party
The Board approved a short-term advance to a related company,
Stonebridge Community Services (SCS). The amounts have been
advanced to fund operating needs and working capital
requirements. The loan bears cumulative interest at 1% payable
annually in December. There are no set terms of repayment and no
payments have been received in the last twelve month operating
period. 93,915 93,915
Interest Receivable on SCS outstanding balances 35,260 27,631
1,095,175 1,087,546
4. GOVERNMENT REMITTANCES
Included in accounts payable and accrued liabilities are amounts for government remittances payable totaling
$43,881 (2016 - $46,515).
5. EQUIPMENT
Accumulated
Cost Amortization 2017 2016
Furniture 48,176 37,881 10,295 12,703
-13-
190
TILLSONBURG & DISTRICT MULTI -SERVICE CENTRE
NOTES TO THE FINANCIAL STATEMENTS
March 31, 2017
6. LEASE COMMITMENT
The Centre leases its premises located at 96 Tillson Avenue from Tillsonburg Community Services Initiatives. The
initial lease period ran for 15 years and expired July 31, 2013. The Centre exercised its option to extend the lease
five years, ending July 31, 2018. See note 7 - Related Party Transactions.
7. RELATED PARTY TRANSACTIONS
During the year the Centre paid rent for office space and storage of $59,680 (2016 - $54,944) to and received
administration fees of $12,000 (2016 - $12,000) from an organization in which they have a partnership interest,
Tillsonburg Community Services Initiatives (TCSI). The Centre, together with Community Living Tillsonburg
formed a partnership known as Tillsonburg Community Services Initiatives. This partnership is a non-profit
corporation established for the purpose of contracting, owning, operating, leasing and managing a building to
support community agencies. The initiative represents a jointly controlled enterprise for the Centre. These
transactions are in the normal course of operations and were measured at the exchange amount, being the
amount of consideration established and agreed to by the related parties.
During the year, the Centre made payments to Stonebridge Community Services (SCS)of $83,280 (2016 - $83,280)
for rent, $28,484 (2016 - $52,925) for clinical support and $92,927 (2016 - $92,129) for exercise and falls
prevention classes. The Centre charged SCS revenue of $12,000 (2016 - $12,000) in administration fees, and
$6,907 (2016 -$4,135) for Home Support Services. SCS is a non-profit corporation related by common board
control. The purpose of SCS is to assist aged, ill or disabled persons by providing such services as housekeeping,
meal preparation, nursing and shopping assistance. The organization also assists needy persons who are
unemployed and low skilled by providing an employment training centre, counselling and education
programs.These transactions were in the normal course of operations and were measured at the exchange
amount, being the amount of consideration established and agreed to by the related parties.
The Centre periodically lends funds to SCS which are considered to be long term in nature with no set repayment
terms. The year end loan balance to SCS was $748,915 (2016 - $748,915), of which $93,915 (2016 - $93,915) has
been classified as an operating advance with the remaining portion considered a long-term loan financing. All
amounts are classified as long-term on these financial statements as there is no expectation of repayment within
the next operating period.
Interest accrues on these amounts annually at a rate of 1% per annum and is cumulative. Interest accrued and
receivable from SCS at year end is $35,258 (2016 - $27,631) and is included in long-term investments and
receivables; the amount is not expected to be collected within the next operating period.
Other related parties include management and governance for the Centre as they have the authority and
responsibility for planning, directing and controlling the activities. All transactions with management are in the
normal course of operations and are limited to salary and wages. There have been no transactions with directors
and officers during the period. No other amounts are outstanding from or due to related parties.
TILLSONBURG & DISTRICT MULTI -SERVICE CENTRE
NOTES TO THE FINANCIAL STATEMENTS
March 31, 2017
8. DEFERRED REVENUE AND SURPLUS FUNDS
Some of the programs which are offered by the Centre are funded on a different year end reporting basis than the
Centre. The deferred revenue represents the funds which have been received by the Centre, and which relate to
expenditures to be incurred subsequent to March 31, but for which no specific restricted fund has been
established. These funds will be matched against expenditures during a subsequent period. Any remaining
surplus in the government funded programs has been included in accounts payable and will either be returned to
the funding agency in the subsequent year, or used in a manner as prescribed by the funding agency and
amortized into income on that basis.
9. FINANCIAL INSTRUMENTS
The Centre is exposed to various risks through its financial instruments and has a comprehensive risk
management framework to monitor, evaluate and manage these risks. The following analysis provides
information about the Centre's risk exposure and concentration as of March 31, 2017:
(a) Credit Risk
Credit risk arises from the potential that a counter party will fail to perform its obligations. The Centre
extends credit to its clients in the normal course of its operations. It carries out, on a continuing basis, credit
checks on its clients and maintains provisions for bad debts. The Centre has a significant number of clients
which minimizes the concentration of credit risk, and the most significant receivables are from the
government.
(b) Interest Rate Risk
Interest rate risk reflects the sensitivity of the Centre's financial condition to movements in interest rates.
The company receives interest on its investments based on the bank prime rate. These interest rates are
representative of current market rates for investments with similar terms, conditions and maturities. The
Centre does not carry any interest bearing debt.
10. ECONOMIC DEPENDENCE
The organization receives the majority of its revenue through various government ministries and its ability to
continue viable operations is dependent upon continued funding from the governments. The funding is based on
approved expenditure levels for each program as set out by agreements between the Ministry and the
organization. Any excess of revenue over expenditures subsidized by the Ministry can either be requested by the
Ministry to be returned or offset against future years' funding.
11. COMPARATIVE FIGURES
Certain of the prior year's balances have been reclassified to conform with the current year's presentation.
-15-
192
Quad County Support Services
i Mailing Address: P. O. Box 65, Wardsville, Ontario, NOL 2NO Telephone 519-693-4812
Fax 519-693-7055
December 13, 2017
Warden David Marr
County of Elgin
430 Sunset Drive
St. Thomas, Ontario
N5R 5V1
Dear Warden Marr and Council Members:
I am writing to ask that you consider my request for a grant of $2,000.00 on behalf of
Quad County Support Services.
Quad County Support Services is a non-profit charitable organization that provides
services to adults who have a developmental disability. We have been in operation since
1963 and support some of the most vulnerable people.
We receive funding from the Ministry of community and Social Services but not all of
this funding covers the commitments we have in the West Elgin area. A few years ago
our Ministry announced the closure of all sheltered workshops. This has resulted in the
closure of our workshop and a renewed commitment to community development and
assisting individuals to secure employment opportunities in their communities. As a
result of this closure we have lost revenue and the individuals have lost the modest
income that they received. This has also resulted in a reduced ability to pay for costs
associated with community activities. We will be directing the funds of this grant to
offset these costs.
In addition, agencies such as ours are facing some substantial financial pressures in the
new year with the changes to the Employment Standards Act. The Fair Workplaces,
Better Jobs Act, 2017 will increase our staffing costs significantly and we will have to
implement measures to address this while trying not to reduce services. Agencies have
had no base funding for 10 years and our Ministry has been clear that they will not be
assisting us now.
ADMINISTRATION OFFICES
RESOURCE CENTER
COMMUNITY EMPLOYMENT OPTIONS
RESIDENTIAL SERVICES
195 Wellington St.
205 Talbot Street
191 Queen Street
203 Main St,
Wardsville, Ontario
Wardsville, Ontario
Wardsville, Ontario
Glencoe, Ontario
NOL 2NO
NOL 2NO
NOL 2NO
NOL 1 MO
(519) 693-4812
(519) 693-4478
(519) 693-4929
(519) 287-2306
(519) 693-7055 (Fax)
(519) 287-5905 (fax)
193
Page 2, QCSS grant application
We have been very fortunate in past years to be a grateful recipient of a grant from the
County of Elgin and we hope that you will consider us once again.
Enclosed is a copy of the 2016/2017 Audited Financial Statements. If you require any
additional information, please feel free to contact me at 519-693-4812. Thank you for
your time and consideration of our request.
Sincerely,
t,f � c
CMYLinda Long
Executive Director
ADMINISTRATION OFFICES
RESOURCE CENTER
COMMUNITY EMPLOYMENT OPTIONS
RESIDENTIAL SERVICES
195 Wellington St.
205 Talbot Street
191 Queen Street
203 Main St.
Wardsville, Ontario
Wardsville, Ontario
Wardsville, Ontario
Glencoe, Ontario
NOL 2NO
NOL 2NO
NOL 2NO
NOL 1M0
(519) 693-4812
(519) 693-4478
(519) 693-4929
(519) 287-2306
(519) 693-7055 (Fax)
(519) 287-5905 (fax)
194
QUAD COUNTY SUPPORT SERVICES
FINANCIAL STATEMENTS
MARCH 31, 2017
IWei
QUAD COUNTY SUPPORT SERVICES
MARCH 31, 2017
CONTENTS
Page
INDEPENDENT AUDITORS' REPORT
FINANCIAL STATEMENTS
Statement of Financial Position
1
Statement of Operations
2
Statement of Changes in Net Assets
3
Statement of Cash Flows
4
Notes to the Financial Statements
5-9
Schedules of Allocated Administration Expenses
10
Schedules of Operations
Organization
11
DS Employment Supports
12
DS Supported Independent Living
13
DS Host Family Residences
14
DS Community Participation Services and Supports
15
Community Employment Choices
16
Youth Job Connection
17
Youth Job Connection - Summer
18
Youth Job Link
19
Canada -Ontario Job Grant
20
Other Funded Programs
21
INDEPENDENT AUDITORS' REPORT
To the Members of
Quad County Support Services
We have audited the accompanying financial statements of Quad County Support Services, which comprise
the statement of financial position as at March 31, 2017, and the statements of operations, changes in net
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 financial statements in
accordance with Canadian accounting standards for not-for-profit organizations 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 financial statements based on our audit. We conducted
our audit in accordance with Canadian generally accepted auditing standards. Those standards require that we
comply with ethical requirements and plan and perform the audit to obtain reasonable assurance about
whether the financial statements are free from material misstatement.
An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in the
financial statements. The procedures selected depend on the auditors' judgment, including the assessment of
the risks of material misstatement of the 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 financial statements.
We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our
qualified audit opinion.
Basis for Qualified Opinion
In common with many organizations, the Quad County Support Services, derives part of its income from
donations and fundraising activities, which by their nature are not susceptible to complete audit verification.
Accordingly, our verification of revenue from these sources was limited to an examination of the amounts
recorded in the records. We were not able to determine whether any adjustments might be necessary to these
revenues, excess of revenue over expenditures and cash flows from operations for the years ended March 31,
2017 and March 31, 2016, current assets as at March 31, 2017 and March 31, 2016, and net assets as at April 1
and March 31 for both 2016 and 2015.
IL6Z1
Bailey
K earney
F erguson6
C H A a T E R E D
ACCOUNTANTS
PARTNERS
STEPHEN J. OUTRIDGE, CPA, CA
KEVIN M. SABOURIN, CPA, CA
INDEPENDENT AUDITORS' REPORT JAMES D. KEARNEY, CPA, CA (RET.)
To the Members of
Quad County Support Services
We have audited the accompanying financial statements of Quad County Support Services, which comprise
the statement of financial position as at March 31, 2017, and the statements of operations, changes in net
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 financial statements in
accordance with Canadian accounting standards for not-for-profit organizations 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 financial statements based on our audit. We conducted
our audit in accordance with Canadian generally accepted auditing standards. Those standards require that we
comply with ethical requirements and plan and perform the audit to obtain reasonable assurance about
whether the financial statements are free from material misstatement.
An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in the
financial statements. The procedures selected depend on the auditors' judgment, including the assessment of
the risks of material misstatement of the 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 financial statements.
We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our
qualified audit opinion.
Basis for Qualified Opinion
In common with many organizations, the Quad County Support Services, derives part of its income from
donations and fundraising activities, which by their nature are not susceptible to complete audit verification.
Accordingly, our verification of revenue from these sources was limited to an examination of the amounts
recorded in the records. We were not able to determine whether any adjustments might be necessary to these
revenues, excess of revenue over expenditures and cash flows from operations for the years ended March 31,
2017 and March 31, 2016, current assets as at March 31, 2017 and March 31, 2016, and net assets as at March
31, 2017 and 2016 and April 1, 2016 and 2015.
s
■
708 WELLINGTON STREET - P.O. BOX 248 - WALLACEBURG - ONTARIO - NBA 4115
PHONE: 519-627-1448 - FAX: 519-627-0557 - EMAIL: bkfllp®kent.net - WEBSITE: www.bkf.ca
Qualified Opinion
In our opinion, except for the adjustment, if any, had the revenue in the preceding paragraph been susceptible
to complete audit verification, the financial statements present fairly, in all material respects, the financial
position of Quad County Support Services as at March 31, 2017 and of its financial performance and its cash
flows for the year then ended in accordance with Canadian accounting standards for not-for-profit
organizations.
,4
Wallaceburg, Ontario Chartered Professional Accountants
June 2I, 2017 Licensed Public Accountants
QUAD COUNTY SUPPORT SERVICES
(Incorporated without share capital under the Laws of Ontario)
STATEMENT OF FINANCIAL POSITION
LIABILITIES AND NET ASSETS
Investment in
Canital Assets Unrestricted 2017 2016
CURRENT
AS AT MARCH 31, 2017
ASSETS
Accounts payable and accrued liabilities $
$ 206,611
$ 206,611
Investment in
Payable to the Ministry
25,092
25,092
Capital Assets
Unrestricted
2017
2016
CURRENT
3,869
231,703
Cash and bank
$
$ 705,516
$ 705,516
$ 681,358
Investments (Note 2)
199,522
181,958
181,958
181,938
Accounts receivable
-
18,272
18,272
14,743
HST receivable
-
16,629
16,629
9,894
Prepaid expenses
144,599
3,124
3,124
3,112
753,654
-
925,499
925,499
891,045
MORTGAGE RECEIVABLE
-
17,136
17,136
17,136
CAPITALASSETS (Note 3)
551,183
-
551,183
344,121
DUE FROM RELATED COMPANY (Note 9)
42,722
42,722
34,522
$ 551,183
$ 985,357
$ 1,536,540
$ 1,286,824
LIABILITIES AND NET ASSETS
Investment in
Canital Assets Unrestricted 2017 2016
CURRENT
Accounts payable and accrued liabilities $
$ 206,611
$ 206,611
$ 177,488
Payable to the Ministry
25,092
25,092
25,654
Current portion of long-term debt
3,869
3,869
3,869
231,703
235,572
203,142
DEFERRED CAPITAL CONTRIBUTIONS (Note 4)
216,026
-
216,026
199,522
LONG-TERM DEBT (Note 5)
128,323
-
128,323
-
NET ASSETS
Investment in capital assets (Note 6)
202,965
-
202,965
144,599
Unrestricted
753,654
753,654
739,561
202,965
753,654
956,619
884,160
$
551,183
$ 985,357
$ 1,536,540
$ 1,286,824
APPROVED ON BEHALF OF THE BOARD
� DIRECTOR
DIRECTOR
The accompanying notes are an integral part ofthese financial statements.
-1-
QUAD COUNTY SUPPORT SERVICES
STATEMENT OF OPERATIONS
FOR THE YEAR ENDED MARCH 31, 2017
49,496 3,192,128 3,241,624 2,812,599
EXPENSES
Investment in
Capital Assets Unrestricted
2017
2016
REVENUE
52,038
DS Employment Supports
-
Organization
$ $ 158,157 $
158,157 $
124,375
DS Employment Supports
375,759
375,759
385,709
DS Supported Independent Living
738,184
738,184
717,063
DS Host Family Residences
302,935
302,935
188,154
DS Community Participation Services and Supports
279,888
279,888
317,560
Employment Service
828,716
828,716
801,586
Youth Job Connection
198,568
198,568
100,904
Youth Job Connection - Summer
17,784
17,784
-
Youth Job Link
6,932
6,932
-
Canada -Ontario Job Grant
247,432
247,432
122,019
Other funded programs
37,773
37,773
-
Amortization of deferred capital contributions
49,496
49,496
55,229
49,496 3,192,128 3,241,624 2,812,599
EXPENSES
Organization
57,684
57,684
52,038
DS Employment Supports
-
375,858
375,858
386,378
DS Supported Independent Living
-
746,091
746,091
736,944
DS Host Family Residences
-
301,472
301,472
189,617
DS Community Participation Services and Supports
-
280,110
280,110
318,401
Employment Service
-
829,527
829,527
801,586
Youth Job Connection
-
198,717
198,717
100,904
Youth Job Connection - Summer
-
17,784
17,784
-
Youth Job Link
-
6,932
6,932
-
Canada -Ontario Job Grant
-
246,967
246,967
122,484
Other funded programs
-
37,773
37,773
-
Interest on long-term debt
1,497
-
1,497
-
Amortization
68,753
68,753
73,293
70,250
3,098,915
3,169,165
2,781,645
EXCESS OF REVENUE OVER EXPENSES
(EXPENSES OVER REVENUE)
$ (20,754)
$ 93,213
$ 72,459
$ 30,954
The accompanying notes are an integral part ofthese financial statements.
-2-
I WQ
NET ASSETS, beginning of the year
Excess of revenue over expenses
(expenses over revenue)
QUAD COUNTY SUPPORT SERVICES
STATEMENT OF CHANGES IN NET ASSETS
FOR THE YEAR ENDED MARCH 31, 2017
Investment in Unrestricted Total
Capital Assets Fund 2017 2016
$ 144,599 $ 739,561 $ 884,160 $ 853,206
(20,754) 93,213 72,459 30,954
Interfund transfers (Note 6) 79,120 (79,120)
NET ASSETS, end ofthe year $ 202,965 $ 753,654 $ 956,619 $ 884,160
The accompanying notes are an integral part of these financial statements.
-3-
QUAD COUNTY SUPPORT SERVICES
STATEMENT OF CASH FLOWS
FOR THE YEAR ENDED MARCH 31, 2017
2017 2016
OPERATING ACTIVITIES
Excess of revenue over expenses
$ 72,459
$ 30,954
Items not requiring cash
Amortization
68,753
73,293
Amortization of deferred capital contributions
(49,496)
(55,229)
Net change in non-cash working capital balances
91,716
49,018
Accounts receivable
HST receivable
Prepaid expenses
(3,529)
(6,735)
(12)
14,090
(50)
3,706
Due from related company
Accounts payable and accrued liabilities
Payable to the Ministry
(8,200)
29,124
(562)
14,250
18,466
19,167
Cash provided by operating activities
101,802
118,647
INVESTING ACTIVITIES
Additions to capital assets
Land
Buildings
Leasehold improvements
(30,000)
(179,061)
(66,754)
Cash used in investing activities
(275,815)
FINANCING ACTIVITIES
Proceeds from long-term debt
133,185
Repayment of long-term debt
Deferred capital contributions
(994)
66,000
Cash provided by financing activities
198,191
INCREASE IN CASH AND CASH EQUIVALENTS
24,178
118,647
CASH AND CASH EQUIVALENTS, beginning of the year
863,296
744,649
CASH AND CASH EQUIVALENTS, end of the year
$ 887,474
$ 863,296
REPRESENTED BY
Cash and bank
Investments
$ 705,516
181,958
$ 681,358
181,938
$ 887,474
$ 863,296
The accompanying notes are an integral part of these financial statements.
-4-
I MR]
QUAD COUNTY SUPPORT SERVICES
NOTES TO THE FINANCIAL STATEMENTS
MARCH 31, 2017
GENERAL
The organization is incorporated without share capital under the Laws of Ontario and its principal activities
include the provision of developmental, vocational and residential services for the physically and mentally
challenged.
I. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
BASIS OF PRESENTATION
These financial statements have been prepared in accordance with the Canadian accounting standards for not-
for-profit organizations in Part III of the CPA Canada Handbook and include the following significant
accounting policies:
(a) FUND ACCOUNTING
The organization follows the fund basis of accounting. The financial statements separately disclose the
following funds maintained by the organization:
The unrestricted fund reflects activities associated with the organization's day-to-day operations.
The investment in capital assets reflects the activities associated primarily with the organization's capital
requirements.
(b) CASH AND CASH EQUIVALENTS
The organization's policy is to present bank balances under cash and cash equivalents, including
investments which can be promptly liquidated.
(c) REVENUE RECOGNITION
The organization is funded primarily by the Province of Ontario in accordance with budget arrangements
established by the Ministry of Community and Social Services. Operating subsidies are recorded as
revenue in the period to which they relate. Subsidies approved but not received at the end of an
accounting period are accrued. Where a portion of a subsidy relates to a future period, it is deferred and
recognized in that subsequent period.
Investment income includes interest income and is recorded on the accrual basis
(d) FINANCIAL INSTRUMENTS
The organization recognizes and measures financial assets and financial liabilities on the statement of
financial position when they become a party to the contractual provisions of a financial instrument. All
financial instruments are measured at fair value on initial recognition.
The financial assets subsequently measured at amortized cost include cash and bank, investments,
accounts receivable, mortgage receivable and due from related company.
The financial liabilities measured at amortized cost include accounts payable and accrued liabilities,
payable to the Ministry, and long-term debt.
-5-
QUAD COUNTY SUPPORT SERVICES
NOTES TO THE FINANCIAL STATEMENTS
MARCH 31, 2017
1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (continued)
(e) CAPITAL ASSETS
Capital assets are charged as expenses in the program in the year of acquisition. Amortization of capital
assets is provided for in these financial statements using the straight-line method at the following annual
rates:
Buildings
2.5%
Equipment
20%
Automotive
20%
Leasehold improvements
10%
Paving
6.7%
(f) DEFERRED CAPITAL CONTRIBUTIONS
Deferred capital donations and capital grants are amortized on the diminishing balance basis over the
estimated useful life of the corresponding capital assets.
(g) ALLOCATION OF EXPENSES
The organization is involved in the provision of developmental, vocational and residential services for
the physically and mentally challenged. The costs of each program include the costs of personal
premises and other expenses that are directly related to providing the programs.
The organization also incurs a number of general support expenses that are common to the administration
ofthe organization and each of its programs.
The organization allocates certain of its general support expenses by identifying the appropriate basis of
allocating each component expense and applies that basis consistently each year. Amounts allocated are
provided in the schedule of Allocated Administration Expenses.
(h) USE OF ESTIMATES
The preparation of financial statements in accordance with Canadian generally accepted accounting
principles requires management to make estimates and assumptions that affect the reported amounts of
assets and liabilities at the statement of financial position date, as well as revenue and expenses for the
year. The organization regularly assesses these estimates and, while actual results may differ,
management believes that the estimates are reasonable.
Accounts specifically affected by estimates in these financial statements include the valuation of
accounts receivable and the estimated useful life of capital assets.
2. INVESTMENTS
The investments consist of guaranteed investment certificates earning interest at varying rates from 1.05%
to 2.71% and maturing at varying dates through December, 2020. At year end the market value of the
investments approximated the carrying value.
-6-
K1111
QUAD COUNTY SUPPORT SERVICES
NOTES TO THE FINANCIAL STATEMENTS
MARCH 31, 2017
3. CAPITAL ASSETS
2017
2016
Balance, beginning of the year
$ 199,522
$ 254,751
Capital contributions received
Accumulated
Net
Net
(49,496)
Cost
Amortization
2017
2016
Land
$ 78,960
$ -
$ 78,960
$ 48,960
Buildings
603,068
331,002
272,066
106,819
Equipment
374,862
374,862
-
4,484
Automotive
204,646
203,806
840
10,154
Leasehold improvements
438,244
238,927
199,317
173,704
Paving
3,000
3,000
$ 1,702,780
$ 1,151,597
$ 551,183
$ 344,121
4. DEFERRED CAPITAL CONTRIBUTIONS
Deferred capital contributions related to capital assets represent the unamortized amount of donations and
grants received for the purchase of capital assets. The amortization of deferred capital contributions is
recorded in the statement of operations.
5. LONG-TERMDEBT
Long-term debt is comprised of the following:
2017 2016
2.65% Mortgage repayable in monthly instalments of $604 including interest,
maturing November, 2021 (secured by real property with a carrying
valueof$204,583) $ 132,192 $ -
Less: Amounts due within one year 3,869
$ 128,323 $
The scheduled repayments on long-term debt during the next five years are estimated to be as follows:
2018 $ 3,869
2019 3,971
2020 4,075
2021 4,182
2022 4,292
$ 20,389
-7-
2017
2016
Balance, beginning of the year
$ 199,522
$ 254,751
Capital contributions received
66,000
-
Less: amounts amortized to revenue
(49,496)
(55,229)
Balance, end oftheyear
$ 216,026
$ 199,522
5. LONG-TERMDEBT
Long-term debt is comprised of the following:
2017 2016
2.65% Mortgage repayable in monthly instalments of $604 including interest,
maturing November, 2021 (secured by real property with a carrying
valueof$204,583) $ 132,192 $ -
Less: Amounts due within one year 3,869
$ 128,323 $
The scheduled repayments on long-term debt during the next five years are estimated to be as follows:
2018 $ 3,869
2019 3,971
2020 4,075
2021 4,182
2022 4,292
$ 20,389
-7-
QUAD COUNTY SUPPORT SERVICES
NOTES TO THE FINANCIAL STATEMENTS
MARCH 31, 2017
6. INVESTMENT IN CAPITAL ASSETS
(a) Investment in capital assets is calculated as follows:
7. CFSA SERVICES APPROVAL WITH MINISTRY OF COMMUNITY AND SOCIAL SERVICES
Quad County Support Services has a Service Contract/CFSA approval with the Ministry of Community
and Social Services. A reconciliation report summarizes, by detail code, all revenue and expenses and
identifies any resulting surplus or deficit that relates to the Service Contract/CFSA Approval.
A review ofthis report shows the following services to be in a deficit position as at March 31, 2017:
DS Employment Supports $ (99)
DS Supported Independent Living $ (11,330)
DS Community Participation Services and Supports $ (222)
S. PUBLIC SALARY DISCLOSURE
In the year ended March 31, 2017, there were no employees that received a salary of $100,000 or more as
defined in the Public Sector Salary Disclosure Act, 1997.
-8-
N111
QUAD COUNTY SUPPORT SERVICES
NOTES TO THE FINANCIAL STATEMENTS
MARCH 31, 2017
9. RELATED PARTY TRANSACTIONS
In a previous year, the organization had entered into an agreement with a related company whereby the
related company has borrowed funds to secure a property rented to handicapped persons. The mortgage is
receivable interest only. Interest in the amount of $2,056 (2016 - $2,056) is included in organization
revenue in the statement of operations. In addition, the organization has an amount receivable from this
company related to advances of working capital and uncollected interest. The resulting receivable of
$42,722 (2016 - $34,522) is non-interest bearing and has no specified terms of repayment and is shown on
the statement of financial position as due from related company. Transactions between related parties have
been recorded at their exchange amounts.
10. ECONOMIC DEPENDENCE/GOVERNMENT ASSISTANCE
The organization receives a substantial amount of its revenue from the Ontario Ministry of Community and
Social Services and the Ministry of Advances Education and Skills Development and is financially
dependent on the Province for funding.
11. FINANCIAL INSTRUMENT RISK MANAGEMENT
The organization is exposed to various risks through its financial instruments, without being exposed to
concentrations of risk. The following analysis presents the organization's exposures to significant risk as
at March 31, 2017:
CREDIT RISK
Credit risk is the risk of financial loss to the organization if a debtor fails to discharge an obligation.
The organization is exposed to credit risk with respect to accounts receivable. The organization assesses,
on a continuous basis, accounts receivable on the basis of amounts it is virtually certain to receive.
There has been no change to this risk exposure from the prior year
12. COMMITMENTS AND CONTINGENCIES
The organization has entered into a lease agreement for the premises from which it operates one of its
Programs. The annual minimum lease obligation expiring in 2018 is $21,630.
13. COMPARATIVE FIGURES
Certain of the comparative figures have been reclassified to conform with the method of financial
statement presentation adopted for the current year.
-9-
2017
2016
Capital assets
$
551,183
$
344,121
Amounts financed by:
Deferred capital contributions
(216,026)
(199,522)
Long-term debt
(132 192)
$
202,965
$
144,599
(b) Change in net assets invested in capital assets is calculated as follows:
2017
2016
Excess of expenses over revenue:
Amortization of deferred capital contributions
$
49,496
$
55,229
Amortization of capital assets
(68,753)
(73,293)
Interest on long-term debt
(I 497)
$
(20,754)
$
(18,064)
Interfund transfer to investment in capital assets:
Purchase of capital assets
$
275,815
$
Amount funded by:
Deferred capital contributions
(66,000)
Proceeds from long-term debt
(133,185)
Payments made on long-term debt
2 490
$
79,120
$
7. CFSA SERVICES APPROVAL WITH MINISTRY OF COMMUNITY AND SOCIAL SERVICES
Quad County Support Services has a Service Contract/CFSA approval with the Ministry of Community
and Social Services. A reconciliation report summarizes, by detail code, all revenue and expenses and
identifies any resulting surplus or deficit that relates to the Service Contract/CFSA Approval.
A review ofthis report shows the following services to be in a deficit position as at March 31, 2017:
DS Employment Supports $ (99)
DS Supported Independent Living $ (11,330)
DS Community Participation Services and Supports $ (222)
S. PUBLIC SALARY DISCLOSURE
In the year ended March 31, 2017, there were no employees that received a salary of $100,000 or more as
defined in the Public Sector Salary Disclosure Act, 1997.
-8-
N111
QUAD COUNTY SUPPORT SERVICES
NOTES TO THE FINANCIAL STATEMENTS
MARCH 31, 2017
9. RELATED PARTY TRANSACTIONS
In a previous year, the organization had entered into an agreement with a related company whereby the
related company has borrowed funds to secure a property rented to handicapped persons. The mortgage is
receivable interest only. Interest in the amount of $2,056 (2016 - $2,056) is included in organization
revenue in the statement of operations. In addition, the organization has an amount receivable from this
company related to advances of working capital and uncollected interest. The resulting receivable of
$42,722 (2016 - $34,522) is non-interest bearing and has no specified terms of repayment and is shown on
the statement of financial position as due from related company. Transactions between related parties have
been recorded at their exchange amounts.
10. ECONOMIC DEPENDENCE/GOVERNMENT ASSISTANCE
The organization receives a substantial amount of its revenue from the Ontario Ministry of Community and
Social Services and the Ministry of Advances Education and Skills Development and is financially
dependent on the Province for funding.
11. FINANCIAL INSTRUMENT RISK MANAGEMENT
The organization is exposed to various risks through its financial instruments, without being exposed to
concentrations of risk. The following analysis presents the organization's exposures to significant risk as
at March 31, 2017:
CREDIT RISK
Credit risk is the risk of financial loss to the organization if a debtor fails to discharge an obligation.
The organization is exposed to credit risk with respect to accounts receivable. The organization assesses,
on a continuous basis, accounts receivable on the basis of amounts it is virtually certain to receive.
There has been no change to this risk exposure from the prior year
12. COMMITMENTS AND CONTINGENCIES
The organization has entered into a lease agreement for the premises from which it operates one of its
Programs. The annual minimum lease obligation expiring in 2018 is $21,630.
13. COMPARATIVE FIGURES
Certain of the comparative figures have been reclassified to conform with the method of financial
statement presentation adopted for the current year.
-9-
The accompanying notes are an integral part ofthese financial statements.
-10-
KIN
The accompanying notes are an integral part of these financial statements.
-11-
QUAD COUNTY SUPPORT SERVICES
QUAD COUNTY SUPPORT SERVICES
SCHEDULE OF ALLOCATED ADMINISTRATION EXPENSES
SCHEDULE OF OPERATIONS - ORGANIZATION
FOR THE YEAR ENDED MARCH 31, 2017
FOR THE YEAR ENDED MARCH 31, 2017
2017 2016
EXPENSES
2017 2016
Salaries and employee benefits
$ 109,545 $ 104,292
REVENUE
Staff travel and training
6,613 8,493
Municipal a
grants
$ 4,660 $ 3,660
Purchased services
Office
13,814 16,942
Ip
Interest
D
Donations
6,866 6,946
Utilities and taxes
9,048 2,882
Memberships
5,748 826
Insurance
4,341 3,499
Rental ising
310 370
Repairs and maintenance
1,758 1,769
Fundraising
5,225
Communication
7,049 4,807
Other
6,142 11,839
Other
6,279 6,047
Government sponsored projects
129,206 97,770
1,075 1,225
2,964
$ 153,522 $ 149,956
158,157 124,375
ALLOCATION
EXPENSES
Organization
$ 1,517 $ 3015
Allocated administration
Administration
1,517 3,015
DS Employment Supports
,
35,898 35,898
Telephone
50,105 43,934
DS Supported Independent Living
64,175 64,175
Rental house
224 470
DS Host Family Residences
25,002 19,234
Minor capital
569 -
DS Community Participation Services and Supports 26,930 27,634
5 269 4,619
$ 153,522 $ 149,956
57,684 52,038
EXCESS OF REVENUE OVER EXPENSES
$ 100,473 $ 72,337
The accompanying notes are an integral part ofthese financial statements.
-10-
KIN
The accompanying notes are an integral part of these financial statements.
-11-
QUAD COUNTY SUPPORT SERVICES
SCHEDULE OF OPERATIONS - DS EMPLOYMENT SUPPORTS
FOR THE YEAR ENDED MARCH 31, 2017
2017 2016
REVENUE
Provincial subsidy $ 358,979 $ 358,979
Sales 30 2,510
Contract labour 1,500 4,320
Funding adjustment related to prior year 15,250 19,900
375,759 385,709
EXPENSES
2017
2016
Salaries and employee benefits
240,058
240,433
Trainee wages
47,097
53,134
Purchased services
293
476
Supplies
3,334
4,514
Utilities and taxes
7,341
6,545
Stafftravel and training
2,253
2,329
Repairs and maintenance
2,702
1,782
Insurance
5,656
6,852
Advertising and promotion
30
1I8
Vehicle operation
29,102
31,685
Communication
2,094
2,612
Allocated administration
35,898
35,898
Insurance
375 858
386 378
EXCESS OF EXPENSES OVER REVENUE
$ (99)
$ (669)
The accompanying notes are an integral part of these financial statements.
-12-
KIN
QUAD COUNTY SUPPORT SERVICES
SCHEDULE OF OPERATIONS - DS SUPPORTED INDEPENDENT LIVING
FOR THE YEAR ENDED MARCH 31, 2017
The accompanying notes are an integral part of these financial statements.
-13-
2017
2016
REVENUE
Provincial subsidy
$ 730,168
$ 641,753
Funding adjustment related to prior year
3,423
-
Other funding
4,593
75,310
738,184
717,063
EXPENSES
Salaries and employee benefits
660,815
654,280
Staff travel and training
1,548
2,497
Purchased services
702
823
Supplies
2,475
729
Rent
5,400
5,400
Repairs and maintenance
681
161
Insurance
2,700
1,600
Vehicle operation
5,894
4,893
Communication
1,701
2,386
Allocated administration
64,175
64,175
746,091
736,944
EXCESS OF EXPENSES OVER REVENUE
$ (7,907)
$ (19,881)
The accompanying notes are an integral part of these financial statements.
-13-
QUAD COUNTY SUPPORT SERVICES
SCHEDULE OF OPERATIONS - DS HOST FAMILY RESIDENCES
FOR THE YEAR ENDED MARCH 31, 2017
2017 2016
REVENUE
Provincial subsidy $ 301,472 $ 188,154
Funding adjustment related to prior year 1,463 -
302,935 188,154
EXPENSES
Salaries and employee benefits
123,031
72,307
Staff travel and training
7,675
2,764
Purchased services
123,113
72,494
Supplies
21,334
17,311
Repairs and maintenance
238
4,573
Insurance
1,569
878
Other
(490)
56
Allocated administration
25,002
19,234
Vehicle operation
301,472
189,617
EXCESS OF REVENUE OVER EXPENSES
50
95
(EXPENSES OVE R REVE NUE)
$ 1,463 $
(1,463)
The accompanying notes are an integral part of these financial statements.
-14-
KIMAI
QUAD COUNTY SUPPORT SERVICES
1.
SCHEDULE OF OPERATIONS - DS COMMUNITY PARTICIPATION SERVICES AND SUPPORTS
FOR THE YEAR ENDED MARCH 31, 2017
2017 2016
REVENUE
Provincial subsidy $ 276,350 $ 286,350
Other 3,538 3L210
279,888 317,560
EXPENSES
Salaries and employee benefits
230,401
240,014
Staff travel and training
1,331
6,038
Purchased services
3,081
4,151
Supplies
5,121
5,008
Utilities and taxes
5,424
6,052
Rent
270
705
Repairs and maintenance
1,773
22,968
Insurance
3,105
3,600
Vehicle operation
1,436
350
Personal needs
50
95
Communication
1,188
1,786
Allocated administration
26,930
27,634
280,110
318,401
EXCESS OF EXPENSES OVER REVENUE
$ (222)
$ (841)
The accompanying notes are an integral part of these financial statements.
-15-
QUAD COUNTY SUPPORT SERVICES
SCHEDULE OF OPERATIONS - COMMUNITY EMPLOYMENT CHOICES
FOR THE YEAR ENDED MARCH 31, 2017
REVENUE
MAESD recoveries $ 829,527 $ 801,586
Funding adjustment related to prior year (811)
828,716 801,586
EXPENSES
Operating 680,585 683,772
Employment and training 148 942 117,814
829,527 801,586
EXCESS OF REVENUE OVER EXPENSES
-(EXPENSES OVER REVENUE) $ (811) $
The accompanying notes are an integral part of these financial statements.
-16-
K1191
QUAD COUNTY SUPPORT SERVICES
SCHEDULE OF OPERATIONS - YOUTH JOB CONNECTION
FOR THE YEAR ENDED MARCH 31, 2017
2017 2016
REVENUE
MAESD recoveries $ 198,717 $ 100,904
Funding adjustment related to prior year (149)
198,568 100,904
EXPENSES
Operating 144,877 75,748
Employment and training 25,514 7,738
Stipend 28 326 17 418
198,717 100,904
EXCESS OF REVENUE OVER EXPENSES
(E XPENSES OVER REVENUE) $ (149) $
The accompanying notes are an integral part of these financial statements,
-17-
QUAD COUNTY SUPPORT SERVICES'
SCHEDULE OF OPERATIONS - YOUTH JOB CONNECTION - SUMMER
REVENUE
MAESD recoveries
EXPENSES
Operating
Employment and training
EXCESS OF REVENUE O VER EXPENSES
(EXPENSES OVER REVENUE)
FOR THE YEAR ENDED MARCH 31, 2017
2017 2016
QUAD COUNTY SUPPORT SERVICES
SCHEDULE OF OPERATIONS - YOUTH JOB LINK
FOR THE YEAR ENDED MARCH 31, 2017
2017 2016
REVENUE
$ 17,784 S MAESD recoveries S 6,932 S
EXPENSES
14,770 Operating 6 932
539 EXCESS OF REVENUE OVER EXPENSES
2,475 (EXPENSES OVER REVENUE)
17.784 $ S
The accompanying notes are an integral part of these financial statements.
-18-
K111.
The accompanying notes are an integral part ofthese financial statements.
-19-
QUAD COUNTY SUPPORT SERVICES
SCHEDULE OF OPERATIONS - CANADA -ONTARIO SOB GRANT
FOR THE YEAR ENDED MARCH 31, 2017
REVENUE
2017 2016
REVENUE
MAESD recoveries
Funding adjustment related to prior year
$ 246,967
$ 122,019
Other funding
465
17 349
247,432
122,019
EXPENSES
Salaries and employee benefits
Operating
Travel
18,314
Employment and training
31,094
19,784
16,579
215 873
102,700
246,967
122,484
EXCESS OF REVENUE OVER EXPENSES
(E XPENSES OVER REVENUE)
$ 465
$ 465)
The accompanying notes are an integral part of these financial statements.
-20-
WIN
QUAD COUNTY SUPPORT SERVICES
SCHEDULE OF OPERATIONS- OTHER FUNDED PROGRAMS
FOR THE YEAR ENDED MARCH 31, 2017
EXCESS OF REVENUE OVER EXPENSES
(EXPENSES OVER REVENUE) $ $
The accompanying notes are an integral part of these financial statements.
_21_
2017 2016
REVENUE
Program funding
Other funding
$ 20,424 $ -
17 349
37,773
EXPENSES
Salaries and employee benefits
Travel
18,314
Purchased services
. 880
16,579
EXCESS OF REVENUE OVER EXPENSES
(EXPENSES OVER REVENUE) $ $
The accompanying notes are an integral part of these financial statements.
_21_
Seniors Picnic In the Park - 2018
November 2017
Becky Higgs
County of Elgin, Administration Building
450 Sunset Drive
St. Thomas, ON N5R 5V1
Dear Becky:
I would like to extend my sincere appreciation for the generous financial contribution that
the County of Elgin has provided to the Seniors Picnic in the Park over the past several
years.
Due to the overwhelming success of the Seniors Picnic in the Park each year, the
Planning Committee has agreed that we would be very pleased to offer the event again
next year. As such, we are asking for your support in the amount of $2500 to run a 2018
event. This money will go towards the cost of entertainment, park rentals, advertising the
event, insurance, etc.
Attached you will find a copy of our 2017 budget. Please contact our treasurer Gord
Campbell at 519-631-1365 if you have any questions.
Yours very truly,
Jack McNiven
Chairperson
Seniors Picnic in the Park
O:
/0�c
-5, AGO (7—f.0� `� 2- C
1111
Zoe
',
eo
r
209
St. Thomas - Elgin
i
15 Oc cling FIm4=4_-,
St. Yhgoma s, Ontari4o.
NSR Z 86
iaB"IC51`ie: 519-637-2288
�., Fax: 519-637-22113
Toll Free: 1-877-396-2288
www.secondstagehousing.net
Email: secondstage.stessh(g?rogers.corn
November 6, 2017
The County of Elgin
Financial Services
150 Sunset Drive
St.Thomas, ON N5R 5V 1
Attention: Mr. Jim Bundschuh
Dear Mr. Bundschuh,
St. Thomas — Elgin Second Stage Housing is a non-profit, charitable (#13701 0674
RR0001) agency, located in St. Thomas, Ontario that provides transitional housing and
supports to women, with our without children, leaving an abusive relationship. Our
affordable, well-maintained twelve apartment complex, offers a safe environment in which
women may access a variety of supports to help them make long term plans for independent
living. Information, support and practical resources are available to women regardless of
age, colour, religion, education, economic status or ability, who have identified a
commitment to move beyond the abuse. The transitional support that women receive while
residing at Second Stage is intended to empower and enable them to live independently in
our community, free from abuse.
Twenty -Six women lived at St. Thomas -Elgin Second Stage Housing between April 2016
and March 2017, with an average length of stay of nine months for an occupancy rate of
99%. During this time women received approximately 1058 individual counselling hours
and approximately 72 group support hours. The annual cost of our Women's Program is
$110,891. Women pay monthly rent geared to their income for their modestly furnished
apartment; they do not pay for the counselling and support services they receive while
residing at Second Stage Housing. The average annual cost per woman for the Women's
Program is $4,091.
The Women's Program at St. Thomas -Elgin Second Stage Housing helps women to identify
choices and resources available to them, to develop safety plans and coping strategies, to
build social networks, to enhance self-esteem, to understand the issues of power and
control, and to develop realistic plans for their future. The program consists of the
following five related components: support group, individual counselling, advocacy,
referrals, and parenting, each explained in the enclosed program outline.
210
The Provincial Ministry of Community and Social Services provides $47,634 for our
Women's Counselling Program; all other revenues for our Women's Program must be
independently raised.
We are seeking a grant of $8,182 from The County of Elgin to help two women through our
Women's Program.
If you require any additional information, please contact us at 519-637-2288 or
mkeefer.stessh@rogers.com
Enclosed you will find:
Program Outline
Latest Financial Statements
Thank you for your consideration; we look forward to your favourable reply.
Sincerely,
Mickie Keefer Melissa McLeod
Executive Director Fund Development Coordinator
211
WOMEN'S PROGRAM OUTLINE
SUPPORT GROUP
Women's Support Group is facilitated on a weekly basis. This part of our program forms one of
the most essential elements of the support provided at Second Stage Housing. The group brings
the women together to gain control over their lives and to make the necessary and informed
decisions which will increase their safety and that of their children. The groups are psycho -
educationally focused and the information / education is intended to help the women to reach
their personal goals. The nature of the group allows each person the right to confidentiality
while providing her with the needed information. The 24 groups are designed to be presented
over a six month period and are repeated twice yearly. The program is designed to educate
women at a safe and moderate pace and information is given consistently and the topics now
smoothly from one to the next. Additional groups covering topics such as Budgeting, Women's
Health and Wellness, Sexual Health, Addictions, Christmas and Family Traditions, Relaxation
Techniques and Personal Safety are also offered on an ongoing basis.
GOALS OF GROUP:
To provide emotional and practical support to abused women allowing the opportunity to discuss
topics in a safe environment, to reduce isolation, and to gain support from others who have been
in similar situations.
To educate women about power and control, about the impacts of abuse, about gender specific
issues related to abuse, about healthy relationships, about resources available to them and about
working together collectively.
To promote change both at a personal and societal level through encouraging women to establish
realistic plans for their future, to develop safety plans, to identify and affirm their
accomplishments and to develop positive problem solving and coping techniques. Opportunities
are provided for women to engage in activities in the community to work to end violence against
women.
INDIVIDUAL COUNSELLING
During the week following group, women meet with the Women's Counsellor on an individual
basis and have the opportunity to explore the information given during group while relating it to
themselves and to their own personal situation. The one to one sessions also provide a safe place
for women to gain support around specific issues that they might be currently facing. Support is
offered regarding such matters as legal procedures, past and present experiences with abuse,
personal finances, education and training opportunities, entering the workforce, life skills, social
skills, and general emotional well being. The individual counselling is on a short term basis.
212
PARENTING SUPPORTS
All parents experience doubts or have questions regarding their skills at raising and caring
properly for their children. The parenting component of the our program provides a
comprehensive model for parenting that is a good guide for mothers who are leaving an abusive
relationship and who have children who have witnessed or experienced abuse. As women gain
information through this aspect of the program they are not only helping and nurturing their
children, but learning about themselves, what was lacking in their childhoods, and how to avoid
repeating the mistakes of their own parents. The program assists women to learn how to
implement discipline and structure, to set limits, to show love, to develop new parenting skills
and to improve self-esteem.
ADVOCACY
The social changes which have enabled more women than ever before to leave batterers are the
result of efforts by advocates working on behalf of battered women, individually and
collectively. Advocates accompany, support and guide women through the numerous social
institutions they must negotiate in order to leave and / or protect themselves from further abuse.
Through this individual advocacy activity, the institutional obstacles faced by battered women in
the religious, welfare, medical, mental health, educational (if she has children), and civil and
criminal justice systems are exposed and will lead to greater safety for victims and greater
accountability for batterers.
REFERRALS
Recognizing a woman's need to gain independence and to make healthy choices regarding her
future, she is given referrals to other agencies and services in the community. These referrals
may include transportation resources, housing, medical services, mental health services, legal
services, addiction programs, Child Protection/ Family Services, programs for abusive men,
shelter and transitional services, financial support services, legal aid, schools, training and
educational opportunities. Whenever possible, a woman is given information about various
choices she might have to allow her to make informed decisions regarding her future.
FOLLOW - UP
Follow - up is provided to women moving on from the program on request. Often, after leaving
the program, women will continue to meet with the counsellor for a brief period. This allows the
women an opportunity to discuss issues that arise in their new living situations. Safety is the
most common reason for women to contact a counsellor after leaving the program. Women may
also contact the counsellors for periods up to two years after leaving the program with regard to
general issues of abuse that may arise.
COMMUNITY EDUCATION
The service network must address the issue of violence at both the individual and the systemic
level in order to create a non-violent community. Ending violence is everyone's responsibility.
Governments, business, voluntary groups, institutions and service providers must be involved in
public education and activities which contribute to change. Violence against women is not a
private family matter but is a criminal offence which demands that perpetrators, not their victims,
be held responsible for the violence. Community Education is a priority for our agency and this
is done through speaking engagements, through newsletters, through promotional activities such
as mall displays, and through the availability of written resources.
213
ST.THOMAS-ELGIN SECOND s,rA(;E
TRANSrrIONAL RESIDENCE
FINANCIAL, STATEMENTS
FOR THE YEAR ENDED MARCH 31,2017
214
Kee, Perry
8DeVrieze
11"m IM41111
ma
ST.TFIOMAS-ELGIN SECOND STAGE
TRANSI TION AI., RESIDENCE
FINANCIAL STATEMENTS
FOR THE YEAR ENDED MARCH 31,,2,017
CONT'll"NTS
Page
AUDITORS'RUTORT 1 - 2
f"I'NANCIAL., S"I'ATEMEN'T'S
Statement ofTinancial Position
Staternent ol'Changes ln Net Assets 4,
Statement ol'Operations
Statement of Cash 1"lows
SChedUIC, (.')f Administration and (keupancy Expenditures
Notes to the 1,inancial Statements 8 - i i
215
Kee, Pprry
& DeVvieze
Iplilill
+ 4011
,a
U1111111111HIII 7
Kee, �Perry
& DeVrieze
CHARTERED PROFESSIONAI ACCOUNTANTS
Rage I
INDEPENDEN'FAUDITORS' R EPORT
'Ifo the Board of Directoi-s of St. 'rhomas-Elgin Second to 'Fransitional Residence:
We have audited the acca.,)mpatiying finailcial statertmits cd' St. Thonlas-Eligin Second Stage
Transitional Residence, which coinprise 1he statement of fitimicial positim as at March 31, 2017 amid
the statemeiiis of operatims mid changes iiia sect assets artcl statenient of cash flows, for the year theta
efided, and a SUITITTIal"y 01'Sigiflficant accouming policies arid other explatiatory ill l'bl-I'llatioll.
Alanagetnent's Responsihiliyjor thefin(inc�i(ilS"latt,,tiietits
Managenlent is responsible for the preimratioii ai,id fair [weseritatioli of these 1-mmicial statenmlts in
accordance with ge�iemliy accepled accomithig standards R)r mt-for-j)rofit organizations, and for such
internal comrol as managcinent delermines is necessary to enable the preparatioti oft-maticiai statements
that are free from material misstaletnei,rt, Nviiether dUe to firaud or error,
Aiii,liti)r.v'Re,spotisil)ilip,
Our responsibility is to express all Opinim oii these I'mmicial statenients based o our audit, We
conducted our audit in accordance with ( , I ailadimi generally accepted auditiilg standards. Fhose
staticlards require that we cornply with ethical requireftlelits atid plan and I)erform the auditto obtaiii
reasonable assurance abOLIt Whether the fmancial staternews, are free ofin aterial rnisslatemem.
Ail audit iiivolves perfonniiig procedures to obtain aUdit evidence about the ari'mUrItS aad, disclosures iii
the finmicial statemeras. ']'he procedures selected depeild m the auditors' "paid user. including the
C assess
-I'lletit Of the risks (ifrnaterial nlisstaterneiit of the Financial stateinems, whether due to ftaud or
error. hi inaking those risk assessments, the audifors consider Mtertial comm -nal relevallt to file
Orgariization's I)reparation and fair liresetitatim of` the f1mancial statements in order to desigii audit
procedures that are apj)ropriate iii the circurnstances, but not for the purpose of expressing all op prion viii
file effectiveness' of the Orgariizaliou's imermai control. Aar aLICHI I]SO hlCkides evaluating the
appropriateiiess of accotuttim, p0fiCieS Used arid the reasonabletiess accomitirig estituates made by
mmagernent, as well as evaluating the overall presentatioii ofthe financial stateilients.
We believe that the audit cvidewe we have obtairied is sufficiem aml appropriate to I)rovide a basis for
our qualified audit oj)inior).
Basisjor Qiiaqfled Opinion
In comalon with rainy mt-fbr-j)rofit organizatious,the Organizatiori derives reverme from cash donaticmis
and fmidraising activities, the completetiess of which is not susceptible ofsatisfactory Midi'[ VCI-ilkati011-
Accordingly, our verificatim ofthese revenues was limited to the arnounts recc,)rded iii the records of'the
Orpmrflzation mid we were rux able to detenniiie whether atly ad.justments might; be necessary to reveilue,
eXCe'SS Of IVVLAILIC OVC1- CXIMidin,tres, assets and riot assets.
o Banie F�I§,aod, St, Thomas ON C',anad,:,] NTC" M ",iq 631 (q,(io I fzix iriq 6312M'i
Page 2
INDEPENDENT AUDITORYREPOR]"', cojitimied
In addition to the above paragraph, Note I describes the Organization's policy wilh respect to capital
assets, and amortization. 'Fhe note in that capital assets are char gul to operations in the period in
which they are acquired, N,vith the exception of, 'land and buildirig that is financed through Forgivable debt:
by Canada Mortgage and Housing C,orporation ( ' CMIJC). Canadian generally aepa
ccted CCOUnn
tig
principles require that capital assets be recorded at cost vvIlLn acqcirc d and amortized over their
,,flmated useful lives, ln this respect, the financial statements are not in accordance with Canadian
accounting standards for not-for-profit organizations.
Qualified 017iWom
III OUr opinion, except for the ef'feels of the matters described in the Basis for Qualified Opinion,
paragraph, these financial statenenls Present 114irly, in all material respects, the financial position of the
Organization as at March 31, 2(,)17 and its financial performance and its cash flows in accordarice with
Canadian accounting standards for not-for-profit organizations.
Net, P -"O, C1
CHARTERED PROFESSIONAL ACCOUNTANTS
LICENSED PUBLI[C ACCOUNTANTS
St. Thomas, Ontario
July 27, 20l 7
217
Kee, Pen-V
8, DeMieze
OPIUM 0
S'['.'FIIOM,AS-EL,(,.[N SECOND sTAGE
TRANSITIONAL TES 111:1
STATEMENT OF FINANCIAL POSITION AS AT MARCH 31, 2017
CURREWASSErs,
Cash
Marketable SCCUI-itiCS
Accounts receiwible
Due froni (Dperating I-Und
Prepaid expenses
CAPITAL ASSETS
Cost
L.ess: accumulated amortization
ASSE]."'
C'LJRRf,.'N'l' L] A 1311
Operating
C"apital
Fund
Reserve Fund
38,330
-
13,229
24,867
3,995
fa, 5
2,941
58,495
301,982
March 31,
2017
Total
38,330
38,096
3,995
2,941
am
Page 3
March 3 1,
2016
Total
411,626
3,6,117
4,0102
2,844
84,589
1,146.410 1,146,410 1,146,410
46A 1 0 1,146,410 1,146,410
58,495 30,982 83,362 84,589
L I A, 13 1 L 1, T I I L" S A N D N E "1" A S S E T S
Accounts payable and accrued habilifies 7,624.
Due to C'apiW RCSCt'VC f"Und 6,11; 5
13,739
NET ASSETS (Page 4) 44,756
'10"I'A L L.,1. B I L., I HL!"SAND NETASSE"I"S 58,495
APPROVED BY 'I"HE BOARD�
Director
218
30,98,2
30,98,2
7,6,24
7,624
75,73,8
83,362
9,022
9,022
75,56 7
84,589
Kee , Pmy
8, Devrieze
VUIQ
S'F.,'1'140MAS- ELGIN SECOND STA( -,,E
TRANSITIONAL RESIDENCE
STATEMENTOF CHANGES IN NE]"'ASSETS,
FOR TIJE YEAR ENDED, MARCI-I 31, 2017
NETASSETS - 13EGINNING 0l'"Yf.,'.,lAR
Net excess (deficiency) of revenue over
expenditures for the year
NFTASSET'S - END OFYE."AR
Operming
Capita� Reserve
2017
2016
F'und:
Fund
Total
4,01al
$
$
S
$
46,453
29.,1 14
75,567
82,427
(3.97), 1,868 171
44,756 301,982 75,738
219
75,567
Page 4
Page 5
ST. THOMAS -ELGIN SECOND STAGE
TRANSITIONAL RESIDENCE
STATEMENT OF OPERATIONS
FOR THE YEAR ENDED MARCH 31, 2017
Operafing CapitalReseme 2017 2016
Fund Fund Total Total
$ $ Is $
REVENUE
Residents'rent
82,143
82,143
80,599
City of St. Thomas - rent supplement
21,
� 21,6
21,450
United Way funding
36,000
36,000
3,6,000
Ministry of Community and Social
Services (MCSS) funding (Note 2)
117,391
117,391
1 l6,3 1
Donations
28,049
28,049
39,664
Fundraising income
37,582
37,582
26,505
Surnmer career placement grant
4,232
- 4,232
4,011
1-aUndry
1,151
- 1,1,51
890
328,148
- 32 1,148
.1 .0
EXPENDIT'URES
_325,5
Administration (Page 7)
291,174
- 291,174
287,216
Occupancy (Page 7)
29,725
29,,725
38,165
Fundraising
9,648
9,648
4,910
Perforniance management system
900
9100
1,000
331,447
331,447
_331,291
EXCESS (DEFICIENCY) OF REVENUE
OVER EXPENDITURES Bff"ORETHE
UNDERNOTED
(3,299)
- (3,299,)
(5,781)
INVEs"rMENT INCOME
Interest and dividends
981
729 1,710
2,016
Unrealized gain (loss) on investments
860
1,139 1,,999
(3,095)
1,841
1,868 3,709
(1,079)
MCSS 2014 FUNDING ADRJSTMENT
(239)
- (239)
NEI " EXCESS (DEFICIENCY) OF
REVENUE OVER EXPENDITURES
FORTFIE YEAR (1,697) 1,868 171 (6,860)
Ke , Perry
& DeVf ieze
s�pp
III
220
ST. THOMAS -ELGIN SE(,',OND STAGE
TRANSITIONAL RESIDENCE,
STATEMENT OF CASH FL,0WS
FOR THE' YE"AR ENDEDMARCH 1,21117
CASH PROVIDEA), BY (L)SED IN
INVES'I"IM"i ACTIVITIES
Proceeds on skite ofinvestn'ients
OperWing
CapitaIR.eserve
2017
2016
Fund
Fund
Total
Total
20 20
$
$
(,3,296)
$
CASH PROVIDED BY (USED IN)
(,'AS,l I - BEGINNIN(i 0F Yl,"AR
41,626
41,626
42,628
OPERATIONS
38,330
,330
411,t'26
Net excess (deficiency) of revenue
over expenditures
i, 1,69a 7)
1,868
1.71,
(6,860)
Non-cashi items
Loss on sale ofinvesunents
-
745
Unrealized gain on i n vest rilen ts
(86t 0)
(1,139)
(1,99'9),
2y,350
(2,557)
72�9
(1,828),
(3,765)
(.'hanges in non-cash working capital items
Accounts receivable
7
-
7
2,386
Interfund balances
749
(7,49)
Prepaid expenses
(9'7)
(97)'
103
Accounts payaNe and
accrued liabilities
(1,3918)
-
(1,398)
102
(3,2 )
(20)
(3,3 16)
(97 1'
CASH PROVIDEA), BY (L)SED IN
INVES'I"IM"i ACTIVITIES
Proceeds on skite ofinvestn'ients
20 20
(Inerease) decrease in hive tea (net)
(2 8)
20 20
(28)
NET IN( IREASE IN (.�'ASJ,J
(,3,296)
(3,296)
1,002)
(,'AS,l I - BEGINNIN(i 0F Yl,"AR
41,626
41,626
42,628
CASH - END 01-` YEAR
38,330
,330
411,t'26
Kee, Perry
81, DeVrie7v
IIIVuiuiuuiiuu
221 uoii
m
S'Ll"110MAS-ELGIN SECOND STAGE
TRANSITIONAL RESIDENCE
SCHEDULE OF ADMINISTRATION AND OCCUPANCY EXPENDITUIU.S
FORTHE YEAR ENDED MARCH 1, 201.'7
OCCUPANCY
Utilities
Operating
Capital Reserve 2017
2W6
BUilding Improvements
1"und
F'Und "rotai
Total
Grounds upkeep
$
$
l 1,076
ADMINISTRATION
4,455
4,455
4,1169
Salaries
23 1,791
- 231,791
222,971
Eniployee benefits
35,805
- 35,805,
30,764
Professional services
7,287
- 7,287
6,768
Community relations
5,992
- 5,992
5,572
Travel
393
- 393
465
communication,
4,528
- 4,528
4,904
Coniputer supplies and umintenance
47
- 247
1,442
Bad debts
-
1,862
Supplies
782
- 782
3,6 l 7
Insurance
1,341
- 1,341
1,622
Interest and bank charges
24495
- 2,495
1,815
tall training
193
- 193
771
Office
320
- 320,
4,643
29 l 74
- 291,174
.. .. ..... .
787,21 6
OCCUPANCY
Utilities
18,750
18,7511
16,809
BUilding Improvements
-
-
4,188
Grounds upkeep
5,459
5,459
l 1,076
Insurance
4,455
4,455
4,1169
Maintenance SLIJ)PfiCS
1,061
1,061
1,923
29.725
29,725,
38, 005
222
Kpq?, Perry
& DeMlue
Umm
S'll". THOMAS -ELGIN SECOND STA( -',E
TRANSITIONAL RESIDENCE
Nam TO THE F'INANCIAL STATEMENTS
FORTHE YEAR ENDED MARCH 31,2017
NATURE AND PURPOSF, OFTHE ORGANIZATION
St, 'Fhornas-Elgin Second Stage Transitional Residence is incorporated under the laws of the Province of,
Ontario as as not-for-prolit organization without share capital. It is a registered charity ander the Canadian
Income Tax Act and is exenipt from inconle tax, Its obJectives, are (ki provide transitional housing and
SUPPOrt SCI'ViCCS for women, With Or WidlIOUt deperident children, who are Neaving an abLiSiNIC 1-Clati011Shil).
Support is offered through individual and gf-01.113 counselfing. advocacy and referrals and is intended to
assist the wornen and children in working towards ending, the violence in flicir lives,
The Organization operates mider the maniac St.'Thomas,-Elgin Second, Stage Housing,
1. SIGNIFICANT ACCOUNTING' POLICIES
These Financial statenlents have been prepared in accordance with Canadian accounting, standards for not-
fior-profit org,-inizadons and are, in nianagernent's opinion, properly prepared Nvithin reasonable limits of
materiality, statutory requirenicrits and the ffirmework ofthe accomiling policies sumniarized below:
as Fund Accounting
To enstrre tile observance oflinikations and restrictions placed on the arse of resources. available to tile
Organization, its accoLints are maintained Lising the principles ol"' fmid accounting, d�ach I'Lind, records,
the activities and changes in 11i:e I-CSOUrces available to the Organization for specific f.kJectives. For
financial reporting purposes these funds are classdfied as follovvs-.
Unrestricted Operating Fund
The Operating Fmid records the revenue and expenditt,ire dor the ongoing operation of the
Organization.
Restricted Capital Reserve Fund
The Capital 1i;cserve Fund records resources internally restricted by' tile Board of - Directors to be used
only for the significant repair or replacement of the capital assets, ofthe Organization. The funds are
not avaiiable (or an
i y other purpose vvithow the c,\press approval offlic Board ol'Directors.
b) Measurement Uncertainty
The preparati<-.)n offinasiciai statenierits in accordance with Canadian accounting standards for not-for-
profit organizations reqtdres nianagenierit to niake estiniates and assumptions that affect the reported
arnOUTIt c4'assets and lial-,)ilities, the disclosure ofContingent assets and liabilities at [lie baiance slicet
elate and the reported a[TIOU111 ofrLverme and expenditUres (dewing the year. Actual results meaty differ
from these estimates.
223
Em
ST.THOMAS-ELGIN SECOND STAGE
'rRANSrrjONAL RESIDENCE"
NOTESTOTHE FINANCIAL STATEMENTS
FORTHE YEAR ENDED MARCH 1, 21117
L SIGNIFICANT ACCOUNTING POLICIES (Continued)
c) Cashand cashequivalents
The Organization's policy is to, disclose bank balances, under cash kind cash equivalents. includim, terrn
deposits with as maturity period ofthree mondis, or less from the date ofacquisition.
d) Financial Insiruments
Measurement of financial instruments
The Organization initially measures its I'mancial assets and financial liabilities at fair valuead ' justed by,
in the case ofa financial instrunwrit that wvill not be measured subseq[Jcntly at f7ah'WflUC,, the aniount (.,)f
transaction costs directly attribUtable to the instrunient. AnIOLUAS CILIC to 1111CI from reliated parlics are
nwaAlred at glee exchange amount, being the arnount agreed upon bly the relmed partics.
The Orgaiiiiation subsequently measures its financial assets and liabilities at are cost, except fi)r
investment in equity insillinlielltS that are (ILloted in an active niarkel. which, are measured at flair value,
Changes in fair value are recc)gnized in net inconw.
"Frans',,action costs associated with financial instruments subsequernly IlWaSUred at aniortized cost are
recorded as adjusti-nents w the initial I'air value recognized,
Financial assets nwasured at anilortized cost include cash and accounts receivable.
Financial liabilities rneasured at ainortized cost include accounts pay'aWc and accrUed liabilities,.
"I'lie organization's financial 'ISSOS 11M.1SUred at fair value inchide marketable securities.
Impairment
Financial assets ineasured at aniortized cost are tested f(.)r impairnient where there are indicators of
possible inipairinent. When a significant adverse change lUlS OCCUrredil during the period in the
expected t4ning or amount of future cash flo%vs fron'i the firiancial asset or group of assets, as kviritc-
down is recognized in net income. When events occurring after the: impairment colifiril'i that as reversal
is necessary, t1lic reversal is recognized in reel excess (deficiency) of revenues over expenditures up to
the ainount ofthe plre'Viously recognized impairment.
e) Revenue Recognition
Residents' rent us recognized as revenue at the first ol' every month or the first day of residence.
Subsidies, governn'ient lunding, interest and other revenues are recognized as revenue NN'lien earned.
1"undraising receipts are recognized as revenue when received.
(ioverrurlent grants ftv the acquisition ofcapiufl assets, aurw deducted froin the cost ofthe related capital
assets.
Donations in kind are recorded in, the accMinthirecords wheii a fair monetary value can be ascertaincd Kee, Pei ry
and the (Mriation is considered significant, 8, DeVrieze
224
Page 10
ST.TIJONIAS-ELGIN SECOND STAGE
TRANSITIONAL RESWENCE
NorES TO,r1-IE FINANCIAL STATEMENTS
FOR,rHE YEAR NI I) MARCH fro 017
SI(xNIFICANTACCOUNTING POLICIES(Coriti it tied)
f) Capital Assets and Amortization
Capital assets Marc charged to operations in the period in which they are acquired excelm land and
building Imanced through the forgivable mortgage by Canada Mortgage and I lousing Corporation
(CMFIC) which were, capitalized and amortized as described below:
Amortization ol1and and building was calculated on as straight-line basis over. 15 years consistent with
the amortization of the mortgage.
SirnilarlY, , assets, acquired under the CMFIC Shelter. Lnhancmen
met prograrn were capitalized and
'
aortized consistent \,vith the ternis, of" for of the lowis.
2. MIN ISTRYOF COMMUNITY AND SOCIAL SERVICES
During the year the Organization received l'unding from the MilliStI-)Of COMITILfflity and Social
Services for the followirlg:
2017 2016
S $
Counselling service 47,034 47,034
Via" capacity building 51,000 4,000
'Transitional housing and support program 63, 7 63,257
VAW perforrnance roman agerrient fratrieNvork 2,100, 2,100
117,391 116,391
3. FINANCIAL INSTRUMENTS
Transactions in tuianciall instrunients niay result in an entity assuming or anotherparty one
or more of the financial risks described below. The significant I'mancial risks to which the Organization is
exposed are credit risk and liqUidity risk,
ME=
The Organization does have credit risk in accourils receivable of $3,995 (2006, - $4,0012). Credit risk is the
risk that one party to as transaction will lail to discharge air obhgation alld CaUSe the other party to ineura
financial loss. The Organization rediuces its eXj_)0SUre to crecht risk by performing credit valuations on a
regular basis; grarifing credit upon a review ofthe credit history ofthe applicant and creating an allowance
for ])ad debts when applicable, The Organization maintains strict credit policies and limits on as creditor's
accounts receivable. Approximately 39 5%) ('20,11:6 - 74%) ofthe Orgamzatiorils accounts receivable is, I IST
recoverable fi-oin the federal government, As such the Organization's exposure to credit risk frorn accounts
receivable is minimal. In the opinion ofmariagement the credit risk exPOSUrC to the (-)rganization is
and is, riot unaterial. ua": D,Mieze
225
Page I I
ST. "HiOMAS-ELGIN SECOND STAGE
TRANSITIONAL RESIDENCE
NOTESTO TFIE FINANOA L STATEM ENTS
FORTH E YEAR ENDED MARCH 31,2017
MvjmaNffUmImItIjUIwNvfiZMM=
(b) Liquidity Hsk
Liquidily, risk is the risk that the Organization cannot repay iits obligations when they beconie due to its
creditors, Organization does have liquidity risk in the accourits payable and accrued liabilitiesof
$7,624 (2016 - $9,( 22), The Oq
ganizAtion reduces i�ts exposure to liquidity risk by ensuring that it
dOCLMIefItS when authorized payments beconic due. In the opinion of management the liquiclity risk
exposure tc) the Orgariization is low and is, not niaterial,
Kee, Perry
& DpWeze
226
Elgin School Nutrition Network
204 First Avenue - Box 22009 * St. Thomas, Ontario N5R 4P0 * 519-207-1040
November 27, 2017
County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5V1
Dear Warden Jones and County Council:
This year marks the 15th year of operation for EAT 2 LEARN and we are proud to have had the County
of Elgin as a strong community partner throughout this time. Our mission, to ensure children and youth
in Elgin -St. Thomas attend school well-nourished and ready to learn, has not changed. With nutrition
programs in 36 area schools and one community hub, we know that students are accessing healthy food
choices to better prepare them for the school day. Providing fruits, vegetables, cereal and milk to nearly
10,000 students a day, with almost half residing in Elgin County, comes at a cost so, once again, we are
asking for your support with a grant request of $5,000.
Children need food to feed their bodies and fuel their minds. The reality is that 31% of elementary and
62% of secondary students do not eat breakfast daily. Study after study shows that children who eat a
morning meal have better concentration skills, improved problem solving abilities and attend school more
regularly - all key factors to academic success. With your support, children and youth in Elgin County
schools will be able to access nutritious foods in a welcoming environment that will support their learning
potential.
The commitment you have shown to our programs proves that you care about the well-being and future of
our youth. We are hoping that you will consider this request knowing that your support will continue to
make a significant difference in the futures of thousands of children and youth in our area.
Should you need any additional information regarding this request please feel free to contact me.
Sincerely,
� t
FFA6X., ._
'\ Charlotte McDonald
Community Coordinator
2 �.
ECNP / EAT 2 LEARN
Income Statement 01/07/2016 to 3010 6/2 01 7
REVENUE
Sales Revenue
Ministry Revenue - Salary Dollars
$ 39,465.00
Ministry -Administration Dollars
$ 4,385.00
Fundralsing - Schools
$110,382.28
Fundraising - Program
$ 9,666.50
Net Sales
$163,898.78
TOTAL REVENUE $163,898.78
EXPENSE
Expenses
Office & Postage
$ 18.70
Adv &Promo
$ 533.12
Meetings&Events
$ 1,140.65
Volunteers
$ 2,451.22
Resources
$ 147.32
School Expenses
$ 96.41
Professional Development
$ 153.00
School Disbursements
$116,926.60
Total Fundraising Expenses
$ 121,467.02
Payroll Expenses
Wages & Salaries
$ 28,403.10
EI Expense
$ 694.17
CPP Expense
$ 1,276.02
WSIB Expense
$ 319.74
Milage
$ 1,853.50
Total Payroll Expense
$ 32,546.53
Ministry . Administration Dollars
Office & Postage
$
243.83
Insurance
$
1,117.80
Interest & Bank Charges
$
-00
Miscellaneous Expenses
$
1,000.00
Telephone
$
175.90
Meetings & Travel
$
394.89
Total General & Admin. Expenses
$
2,932.42
TOTAL EXPENSE $156,945.97
NET INCOME (Palmer Estate, Emergency Funds, Administration) $ 6,952.81
Generated On: 2 011 012 01 7
228
Dave Cryderman, Secretary -Treasurer
Elgin County Plowmen's Association
114 Dufferin Street
Aylmer ON N5H 382
December 18, 2017
Becky Higgs
Administrative Assistant
Financial Services
Elgin County
450 Sunset Drive
St. Thomas, ON N5R 5V1
Dear Becky:
On behalf of the Elgin County Ploughmen's Association, we wish to thank you for the
grant of $200.00 which you provided for our 2017 Plowing Match.
We are again requesting a grant of $200 from Elgin County to assist us to carry on with
the Elgin County Plowing Match, which will be held on September 8th, 2018 at a farm in
Elgin County yet to be determined by our Executive.
As an affiliate of the Ontario Plowmen's Association, the Elgin County Plowmen's
Association's mandate is to showcase agriculture and country living in Elgin County. We
do this through the plowing competition and displays at our annual Elgin County
Plowing Match. At this event we provide education, information and entertainment to the
spectators who attend from Elgin County and surrounding counties. We also encourage
future plowers by providing financial assistance to the Elgin County 4-H Plowing Club.
We are pleased to advise that our Elgin County Queen of the Funow for 2018 is Emily
Unger. She lives on a farm in Malahide Township and will represent our association at
numerous functions, and we know she will be an excellent ambassador for Elgin
County.
Enclosed please find a summary of our income and expenses for the year 2017.
We hope that we can once more count on your support.
Yours sincerely,
ptl'
Dave Cryderman
Secretary/Treasurer
Elgin County Plowmen's Association, 519-773-8531
229
ELGIN COUNTY PLOWMEN'S ASSOCIATION
YEAR END FINANCIAL REPORT 2017
INCOME
150.00
190.00
GRANTS 2015
?016
2017
Malahide Twp $ 500.00
$ 500.00
$ 500.00
Central Elgin 150.00
100.00
5000
West Elgin -
-
200.00
Dutton-Dunwich -
-
-
Southwold Twp 100.00
100.00
200.00
County of Elgin 200.00
200.00
200.00
Munic, of Bayham -
-
-
OPA Junior Plowing 80.00
150.00
90.00
TOTAL GRANTS $1030.00 $1050.00 $1240.00
Memberships
150.00
190.00
190.00
O.P.A. Practice Day
50.00
-
-
Plowere Entry
430.00
330.00
340.00
Banquet Tickets
492.00
657.00
675.00
Gate Donations
839.00
332.95
588.05
8M0
660.00
640.00
748.00
Harold Walker
30.00
30.00
30.00
OATPA Toilets
219.09
200.01
200.00
Ubro Interest
83.40
83.68
74.46
4-H club return
80.00
-
-
Total $3033.49 $7463.64 $2845.51
easiness Donations $303Q.00 $2950.00 $3330.00
Exhibitor Fees $840.00 $ 790.00 620.00
Taal Income $7933.49 $7253.64 $80315.51
Assets as of October 3.1$; 2017
1)
4-H plow
$3300.00
2)
4-H plow
$1950.00
3)
4-H plow
$1500.00
4)
Top Link
$200.00
5)
Plow points $240.00
6)
Skimmers
$145.00
230
EVENSO
zS
2016
2017
IUbr* Ser: FeeAheques
$22.00
$135.54
$ 1,350
Anseirs Trophies
318.32
301.76
327.47
Md%M Signs
242.95
197.75
-
Ploughmens- L
160.00
6000
152.00
Stamps/envelopes
117.49
96.06
156.85
Corn. Registrotion
22600
339.00
22600
Spk*es/Tim Horkm
72AO
46.15
90.00
Harold Walder Prizes
30.00
3000
2000
Jimmi ions
436.18
400.02
400.00
4H Plowing Club
.260.00
-
-
SecuritY / name tags
144.00
].35.26
Silent Auction Cony
35.00
41.7
-
Banquet
127500
"25.00
1125.00
Prize Money Pk mng
2136.00
IW 00
1766.00
Invoices (Frank Deeley)
28.25
Tents (Aaron VAlkms
565.00
565.00
565-00
PWA*W Judges
327.00
325.00
315.00
Staking Day Lunch
167.00
149.65
195.43
People Mover
-
150.00
Iso 00
St. Jahn Ambulance
200.00
200.00
-
Sec/Treas Honorarium
35000
.A
pp
V3DON28";
LOS-0-0
film YADO EMOM - --
200.00
MWS AhuM [Harold!SOAO
Totai
$7073.94
$642669
$ 76
Queen of the furrow
Sashes / Tiara - $193.68 -
Corwrition Expense 246.39 242.93 S242.93
Brochure - 77M 77.97
Anita 1000.00
Anita / Jodie t>inner Nov. 9F', 2016 44.50
Total $ 614.1$ $2MAO
Adva tbhgg and Prortew Ww
Aylmer Express, bookmarks,
Prize list etc $532.95 $442.96 $ 460.68
WAome Chronicle 395.50 11.30 -
Thank you Ad. 136.68 13668
Easy 101.3 271.20
Tots) $928.46 $598M $ 866.56
Grow Total F.pneses $854M $ )532.21 $11669,72
231
4ST PW out $ 3W 06
w, rmllllyij J
flgin
1 wrae'h 4dWer 1M',r REPORT TO COUNTY COUNCIL
bFCr
FROM: Jim Bundschuh, Director of Financial Services
DATE: January 5, 2018
SUBJECT: Ten -Year Capital Plan
INTRODUCTION:
The ten-year capital plan for 2018 (Attachment 1) provides key infrastructure
improvements for the County of more than $150 million over the ten-year term as
compared to the $140 million for the 2016 ten-year plan. The increased budget will fund
further purchases of ambulances, thereby reducing the age of the fleet to industry
norms. Inflationary increases have resulted in higher costs for both Terrace Lodge and
the courthouse, which were previously cost estimated a few years prior. Funding
shortfalls in 2017 for the upload of Wonderland Road will partially be addressed by the
use 2017 capital surplus and the recently announced Ontario Community Infrastructure
Fund (OCIF) increase. The overall roads budget continues to be indexed for inflation to
ensure our roads are maintained to provide the lowest life -cycle costs.
As a result of higher than anticipated assessment growth, together with the use of
reserves (to be replenish with future capital surpluses), the plan is containable within
previous council's targeted levy increase.
DISCUSSION:
The closed project report (Attachment 11) shows a complete listing of projects that were
open in 2017 and identifies those projects that will be closed with the 2017 year-end.
Projects that are completed and proposed to be closed will provide just over $1.0 million
in surplus to their approved funding levels and will be used to address the prior funding
shortfall for the Wonderland Road upload. In addition, OCIF has been extended into
2020 providing an incremental $880,000 toward the funding shortfall.
The ten-year capital plan continues to address the funding shortfalls that occurred in
infrastructure spending across the country in the 1990s. Ultimately such an
infrastructure funding shortfall results in costly rehabilitations in the long-term. Council's
plan is focused on timely investments of more than $150 million in existing infrastructure
to ensure the lowest possible lifecycle costs.
Terrace Lodge is the oldest of the county's three long-term care facilities. To address
the aging infrastructure and to address the evolving nature of long-term care, Council
decided to rebuild the facility. The original project, costed out four years ago, included
$29.7 million for capital investment for the new facility. Construction will not begin until
2019, resulting in the need for an adjustment of five years of inflation. In addition,
building code changes and servicing considerations have resulted in further cost
increases. A placeholder of $4 million has been included in 2019 of this ten-year plan
and this estimate will be finalized during the course of this year.
232
Similarly, the courthouse construction projects are now five years old. Revised cost
estimates include just under $0.5 million in cost added related to inflation. The
incremental costs for both Terrace Lodge and the courthouse are proposed to be
funded temporally out of reserves to avoid a tax implication. Ultimately these reserves
need to be replenished with future capital surpluses.
Highlights of the attached capital plan include:
Project
Investment
($millions)
Timing
Terrace Lodge Rebuild
34.7
2019-20
Elgin Manor/Bobier Villa ongoing capital
investment
8.2
Over 10 years
New Court facilities
3.5
2018-19
Wonderland Road
4.5
2017-19
Vienna Construction
2.7
2018
Sparta Construction
1.5
2019
Road 48
1.7
2019
Road 22 Rehabilitation
1.1
2019
Road 25 Rehabilitation
1.9
2020
Sparta Line Rehabilitation
1.8
2020
King George Lift Bridge
2.1
2020
Rodney Reconstruction (103 and 104)
2.5
2021
Ron McNeil Line Rehabilitation
1.4
2021
Ambulance vehicles and equipment
4.6
Over 10 years
Library Book Purchases
3.6
Over 10 years
CONCLUSION:
The ten-year capital plan ensures that the county's infrastructure remains in good
working order, thereby reducing lifecycle costs and avoiding costly future investments.
Such investments include major roads projects, a rebuild of Terrace Lodge and a new
courthouse. The plan includes almost $12 million on average annually in roads
infrastructure. The total capital spend for roads and other projects is in excess of $150
million over the ten years. As a result of higher than anticipated assessment growth,
together with the use of reserves (to be replenish with future capital surpluses), the
2018 plan, with its incremental $10 million of investment, is containable within previous
council's targeted levy increase.
RECOMMENDATION:
THAT the 2018 capital budget be approved in principal and finally considered in
conjunction with the 2018 operating budget.
All of which is Respectfully Submitted Approved for Submission
Jim Bundschuh Julie Gonyou
Director of Financial Services Chief Administrative Officer
233
Col 1 Col Col
Capital Projects
0) Corporate
1) Agriculture
2) Administrative Building
3) Eng'r & Land Div.
Homes
4a i Elgin Manor Dietary
4a ii Elgin Manor Nursing & Personal Care
4a iii Elgin Manor Housekeeping
4a iv Elgin Manor Laundry
4a v Elgin Manor Building & Property
4a vi Elgin Manor General & Admin
4a) Elgin Manor
4b i Terrace Lodge Nursing & Personal Care
4b ii Terrace Lodge Building & Property
4b) Terrace Lodge
4c i Bobier Villa Dietary
4c ii Bobier Villa Nursing & Personal Care
4c iii Bobier Villa Housekeeping
4c iv Bobier Villa Building & Property
4c v Bobier Villa General & Admin
4c) Bobier
4) Homes
Museums & Archives
Museum
Archives
5) Museum & Archives
6) Library Services
7) Information Technology
Ambulance & Emergency Measures
Ambulance Services
Emergency Measures
8) Ambul. & Emergency Meas.
9) Econ.Dev'I, Tourism & Plan.
10) Elgin County
COUNTY OF ELGIN
Summary
Proposed Capital 10 Year Plan
2018
2019
2020
2021
2022
2018-2022 Total
2023-2027 Total
2018-2027 Average
25,000
10,000
20,000
20,000
20,000
95,000
120,000
21,500
-
-
-
-
35,000
35,000
35,000
7,000
3,621,000
630,000
2,090,000
1,590,000
1,055,000
8,986,000
1,220,000
1,020,600
10,372,041
11,695,000
11,600,000
11,440,000
11,465,000
56,572,041
62,602,558
11,917,460
25,000
15,000
15,000
20,000
20,000
95,000
100,000
19,500
99,160
129,580
15,000
15,000
20,000
278,740
260,420
53,916
5,000
-
-
-
-
5,000
5,000
1,000
28,000
-
-
-
-
28,000
-
2,800
297,000
150,000
95,000
452,000
452,000
1,446,000
1,935,000
338,100
19)
60,000
60,000
300,000
420,000
125,000
54,500
454,160
354,580
185,000
787,000
492,000
2,272,740
2,425,420
469,816
84,580
-
-
-
-
84,580
60,000
14,458
16,000
5,000,000
(586,458)
(361,315)
361,313
5,016,000
501,600
100,580
5,000,000
234
5,100,580
60,000
516,058
-
50,000
-
-
-
50,000
-
5,000
69,468
97,234
50,000
10,000
10,000
236,702
128,558
36,526
5,000
-
-
-
-
5,000
-
500
264,500
163,500
185,000
165,000
290,000
1,068,000
2,057,000
312,500
15,000
1 1,500
338,968
310,734
235,000
175,000
300,000
1,359,702
2,200,558
356,026
893,708
5,665,314
420,000
962,000
792,000
8,733,022
4,685,978
1,341,900
30,000
-
-
-
-
30,000
-
3,000
10,000
-
-
-
-
10,000
-
1,000
40,000
-
-
-
-
40,000
-
4,000
356,495
324,631
338,332
344,979
351,759
1,716,196
1,910,329
362,653
191,800
256,340
247,094
265,543
210,208
1,170,985
1,382,391
255,338
310,000
729,300
367,200
344,500
486,000
2,237,000
2,314,350
455,135
310,000
729,300
367,200
344,500
486,000
2,237,000
2,314,350
455,135
8,500
-
-
-
8,500
17,000
12,000
2,900
15,818,544
19,310,585
15,082,626
14,967,022
14,423,467
79,602,245
74,282,605
15,388,485
11)
Prior Year's Business Plan Spend
13,457,924
18,528,700
12,334,426
13,670,022
13,697,009
71,688,081
71,619,980
14,330,806
12)
Added Incremental OCIF Base Funding
882,786
882,786
88,279
13)
Cycle Lane Funding
322,543
322,543
32,254
14)
Capital Surplus funding Wonderland Road
-
1,095,000
109,500
15)
Increased Ambulance Investment
70,000
358,820
127,200
104,500
146,000
806,520
444,350
125,087
16)
Reserves funding for T/L&POA
481,000
5,000,000
5,481,000
548,100
17)
Central Elgin Funded IT Equipment
60,000
60,000
120,000
120,000
24,000
18)
Capital to Operating
(36,000)
(6,000)
(6,000)
(6,000)
(6,000)
(60,000)
(30,000)
(9,000)
19)
-
1,394,588
139,459
New Plan (Higher)/Lower than
20)
Prior Adjusted Plan
(1,523,077)
4,630,935
(1,684,214)
(1,198,500)
(586,458)
(361,315)
361,313
(0)
234
\\ecfileserver\Data\Departments\Common\Finance\Budget
Development12018 Proposed Budget\Financial Services\SummarySummaryCapital Budget
Attachment I
1/24/18 12:59 PM
COUNTY OF ELGIN
Attachment II
Closed Projects and Use of Surplus
As of December 31, 2017
Closed Projects
Carry -Forward Projects
Carry
Surplus on
Forward
Open/
Actual Capital
Remaining
Closed
Carryforward Budget
Project #
Description
Close
Cum Budget
Spend
Budget
Closed Costs
Projects
costs NIP) Reserve
Corporate
28001704
Ambulance Bldg R & M
Close
15,000
25,036
(10,036)
25,036
(10,036)
Total Corporate
15,000
25,036
(10,036)
25,036
(10,036)
Information Technology
27901604
In Magic Software Customization - Museum
Close
10,000
7,836
2,164
7,836
2,164
57801701
Hardware Replacement - IT
Close
87,300
94,381
(7,081)
94,381
(7,081)
57801702
MDS RAI Funding
Close
15,000
14,129
871
14,129
871
57801703
Photocopiers
Close
15,000
14,537
463
14,537
463
57801704
Other Licences
Close
70,000
67,211
2,789
67,211
2,789
- -
57801709
PBX Phone system
Open
75,000
21,799
53,201
-
-
21,799 53,201
57801710
Website Development
Open
17,510
240
17,270
-
-
240 17,270
Total Information Technology
289,810
220,132
69,677
198,093
(793)
22,039 70,471
Engineering Services
60901602
Road 38 Engineering
Close
50,000
26,763
23,237
26,763
23,237
- -
60901703
Road 9 (Stalker Line) Slope Repair
Close
25,000
20,369
4,631
20,369
4,631
60901705
Chatham Street Road Settlement Repair (from Surplus;
Close
100,000
123,856
(23,856)
123,856
(23,856)
60901706
John Wise Line and Fairview Road Intersection Beacor
Close
60,000
25,593
34,407
25,593
34,407
60901716
Portable Weigh Scales
Close
16,000
16,109
(109)
16,109
(109)
62001407
Dexter Line Relocation
Close
5,199,268
5,325,229
(125,961)
5,325,229
(125,961)
62001702
Road 6 Rehabilitation (Blacks Rd. to 103)
Close
745,000
650,669
94,331
650,669
94,331
62001703
Road 37 Rehabilitation - Helder Rd to 47 (FDR/R1)
Close
750,000
609,136
140,864
609,136
140,864
62001704
Road 46 Rehabilitation (Hwy 3 to Pressey Line)
Close
950,000
846,807
103,193
846,807
103,193
62101701
Land Purchase
Close
10,000
12,769
(2,769)
12,769
(2,769)
62201502
Road 23 Resurfacing (Sunset to Joseph) + Bike Lanes
Close
310,000
316,187
(6,187)
316,187
(6,187)
62201701
Aylmer Resurfacing (Road 73 and 53)
Close
900,000
883,014
16,986
883,014
16,986
62201704
Road 76 Resurfacing (WL to Thames River)
Close
915,000
857,888
57,112
857,888
57,112
62501701
Road 8 Micro Surfacing (Hwy 401 to Aberdeen and Du
Close
115,000
84,287
30,713
84,287
30,713
62501702
Road 9 Surface Treatment (Rd 76 to Rd 5)
Close
90,000
56,930
33,070
56,930
33,070
62501703
Road 51 Microsurfacing (2 Lifts)
Close
75,000
59,834
15,166
59,834
15,166
62501704
Road 32 Microsurfacing
Close
210,000
184,716
25,284
184,716
25,284
62601701
County Road Intersection Sign Replacements - West H
Close
325,000
159,315
165,685
159,315
165,685
62901402
Bradley Creek Culvert Replacement - Engineering plus
Close
675,000
801,165
(126,165)
801,165
(126,165)
62901501
Brooks Bridge Engineering
Close
40,000
48,345
(8,345)
48,345
(8,345)
62901601
Philmore Bridge Deck Replacement + engineering
Close
700,000
583,974
116,026
583,974
116,026
62901701
Brooks Bridge Replacement
Close
406,000
323,101
82,899
323,101
82,899
- -
60901506
Miller Road Rehabilitation
Open
2,607,642
2,324,840
282,802
-
-
2,324,840 282,802
60901701
Wonderland Road
Open
450,000
143,374
306,626
143,374 306,626
60901702
Sparta Reconstruction
Open
75,000
-
75,000
- 75,000
60901704
Vienna Reconstruction
Open
75,000
-
75,000
- 75,000
62001701
Road 38 Drainage Rehabilitation (Richmond to Sandytc
Open
1,225,000
968,946
256,054
968,946 256,054
62201603
Road 19 Resurfacing (Section 19010)
Open
350,000
247,193
102,807
247,193 102,807
\\ecfileserver\Data\Departments\Common\Finance\Budget Development\2017 Proposed Budget\Financial Services\ClosedProjectsClosedReport 1/24/1810:12 AM
235
COUNTY OF ELGIN
Closed Projects and Use of Surplus
As of December 31, 2017
Total Terrace Lodge - Dietary
Attachment II
75,953
Open/
Project #
Description
Close
62201702
Road 20 and 21 Resurfacing (Port
Stanley) Open
62201703
Road 34 Resurfacing
Open
62201705
Road 8 Resurfacing (Aberdeen to Duff) Open
62201801
Graham Road Cycling Lanes
Open
62601702
County Road Intersection Sign Replacements
- West H Open
62901702
Culvert Rehabilitaitons
Open
Cum Budget
Spend
Total Engineering Services
Library Services
costs (WIP)
Reserve
58101504
Shedden inc. Accessability
Close
58101701
Book Purchases - Library
Close
58101709
Library Capacity fund
Close
58101710
Port Burwell Shelving
Close
58101402
Aylmer Furnishings
Open
58101711
Library Digital Services
Open
170,000
112,255
Total Library Services
Administrative Building
773
26601303
Washroom Renovations
Close
26601510
Roof repairs
Close
26601514
Misc Capital projects
Close
26601607
Building Automation System Upgrades
- Admin Close
26601407
Building Improve/Space Needs (Museum, POA, ED & F Open
26601512
Exterior Building Capital Repairs/Parking
Open
26601707
Asbestos removal
Open
26601708
Window Replacement
Open
-
-
Total Administrative Building
Pioneer Museum
68,217
-
27901607
Museum Can150 Build
Open
27901608
Museum Furnishings - From Library Aylmer $$ Open
1,051,000
Total Pioneer Museum
Ambulance
1,051,000
28001502
ERV
Close
28001701
Ambulance
Close
50,000
25,000
Total Ambulance
Economic
Development
-
26851609
Pt Stanley Tourism Kiosk
Open
69,781
1,213,111
Total Economic Development
Elgin Manor
- Dietary
1,194,217
41011750
Kitchen Equipment Replacement
- EM Close
-
-
Total Elgin Manor - Dietary
Terrace Lodge - Dietary
100,000
41021651
Kitchen Equipment
Close
Total Terrace Lodge - Dietary
Attachment II
85,000
75,953
9,047
Closed Projects
Carry -Forward Projects
269,758
266,476
3,282
Carry
3,282
Surplus on
13,408
Forward
13,408
Actual Capital
Remaining
Closed
Carryforward
Budget
Cum Budget
Spend
Budget
Closed Costs Projects
costs (WIP)
Reserve
330,000
95,500
330,000
-
330,000
225,000
-
225,000
-
-
225,000
290,000
487,629
290,000
125,007
362,622
290,000
170,000
112,255
170,000
8,227
773
170,000
25,000
-
25,000
15,000
-
25,000
225,000
238,998
(13,998)
- -
238,998
(13,998)
18,713,910
15,939,404
2,774,506
12,016,054 650,214
3,923,350
2,124,292
85,000
75,953
9,047
75,953
9,047
269,758
266,476
3,282
266,476
3,282
13,831
13,408
423
13,408
423
6,785
6,785
0
6,785
0
-
95,500
-
95,500
-
-
95,500
16,755
-
16,755
-
-
16,755
487,629
362,622
125,007
362,622
12,752
112,255
9,000
8,227
773
8,227
773
-
15,000
-
15,000
-
15,000
17,892
15,335
2,557
15,335
2,557
15,000
14,435
565
14,435
565
-
-
100,000
31,783
68,217
-
-
31,783
68,217
1,051,000
-
1,051,000
-
1,051,000
50,000
50,000
50,000
25,000
-
25,000
-
-
-
25,000
1,282,892
69,781
1,213,111
37,997
18,895
31,783
1,194,217
1,089,200
937,680
151,520
-
-
937,680
151,520
100,000
9,209
90,792
9,209
90,792
1,189,200
946,888
242,312
-
946,888
242,312
77,000
80,611
(3,611)
80,611
(3,611)
-
-
404,000
405,846
(1,846)
405,846
(1,846)
481,000
486,457
(5,457)
486,457
(5,457)
-
-
14,000
511
13,489
-
511
13,489
14,000
511
13,489
-
-
511
13,489
20,000
18,559
1,441
18,559
1,441
-
-
20,000
18,559
1,441
18,559
1,441
5,000
3,210
1,790
3,210
1,790
5,000
3,210
1,790
3,210
1,790
\\ecfileserver\Data\Departments\Common\Finance\Budget Development\2017 Proposed Budget\Financial Services\ClosedProjectsClosedReport 1/24/1810:12 AM
236
COUNTY OF ELGIN
Closed Projects and Use of Surplus
As of December 31, 2017
Attachment II
Open/
Project #
Description
Close
Bobier Villa - Dietary
41031750
Kitchen Equipment - BV
Open
Carry
Total Bobier Villa - Dietary
Elgin Manor - Nursing & Personal Care
42011750
Lifts - EM
Open
42011751
Bed Replacements - EM
Open
Total Elgin Manor
- Nursing & Personal Care
Bobier Villa - Nursing & Personal Care
Cum Budget
42031750
Lifts - BV
Open
42031751
Bed Replacement - BV
Open
50,000
Total Bobier Villa - Nursing & Personal Care
Elgin Manor - Laundry
44011301
New Washer
Close
50,000
2,727
Total Elgin Manor - Laundry
Elgin Manor - Building & Property
45011550
Landscaping - EM
Close
45011554
HVAC - EM
Close
45011651
Humidifier
Close
45011652
Security/Resident Safety - EM
Close
45011653
Secure Uni Fencing
Close
45011654
Boiler Replacement
Close
45011655
Nurse Call out of surplus
Close
45011751
Plumbing Upgrades - EM
Close
45011752
Door & Wall Protection
Close
45011753
Servery Doors - EM
Close
45011754
Pumps & Equipment (STP)
Close
45011755
Washroom Upgrades - EM
Close
45011756
Security/Resident Safety - EM
Close
45011757
Window Repair - EM
Close
45011758
Heating Repairs - EM
Close
45011750
Building Automation - EM
Open
45011759
Repairs to RmB 116 - EM
Open
20,000
Total Elgin
Manor - Building & Property
Terrace Lodge - Building & Property
20,000
45021651
TL Security Camera
Close
45021750
TL Elevator Repairs
Close
45021208
New Building Construction
Open
45021451
Capital Maintenance in -lieu of Reno Open
40,000
Total Terrace Lodge - Building & Property
Bobier Villa - Building & Property
45031457
Roof Repairs
Close
45031554
Floor Replacement - Resident Rooms Close
Attachment II
10,000 - 10,000 - 10,000
57,944 40,658 17,286 40,658 17,286
\\ecfileserver\Data\Departments\Common\Finance\Budget Development\2017 Proposed Budget\Financial Services\ClosedProjectsClosedReport
237
1/24/1810:12 AM
Closed Projects
Carry -Forward Projects
Carry
Surplus on
Forward
Actual Capital
Remaining
Closed
Carryforward
Budget
Cum Budget
Spend
Budget
Closed Costs
Projects
costs (WIP)
Reserve
50,000
2,727
47,273
2,727
47,273
50,000
2,727
47,273
2,727
47,273
10,000
1,071
8,929
1,071
8,929
110,000
-
110,000
-
110,000
120,000
1,071
118,929
1,071
118,929
10,000
-
10,000
-
10,000
65,000
65,000
65,000
75,000
75,000
-
75,000
20,000
20,000
20,000
-
20,000
-
20,000
-
20,000
15,000
6,614
8,386
6,614
8,386
40,000
-
40,000
-
40,000
30,000
31,438
(1,438)
31,438
(1,438)
10,000
-
10,000
-
10,000
10,000
-
10,000
-
10,000
52,000
20,436
31,564
20,436
31,564
292,000
263,591
28,409
263,591
28,409
15,000
-
15,000
-
15,000
20,000
9,146
10,854
9,146
10,854
10,000
2,544
7,456
2,544
7,456
25,000
3,543
21,457
3,543
21,457
50,000
31,964
18,036
31,964
18,036
20,000
19,895
105
19,895
105
10,000
6,238
3,762
6,238
3,762
20,000
7,179
12,821
7,179
12,821
-
10,000
-
10,000
-
-
-
10,000
10,000
5,530
4,470
-
-
5,530
4,470
639,000
408,117
230,883
402,587
216,413
5,530
14,470
30,000
24,869
5,131
24,869
5,131
-
-
10,000
11,261
(1,261)
11,261
(1,261)
-
-
23,915,000
203,838
23,711,162
-
203,838
23,711,162
5,766,000
242,786
5,523,214
-
-
242,786
5,523,214
29,721,000
482,755
29,238,246
36,130
3,870
446,625
29,234,375
10,000 - 10,000 - 10,000
57,944 40,658 17,286 40,658 17,286
\\ecfileserver\Data\Departments\Common\Finance\Budget Development\2017 Proposed Budget\Financial Services\ClosedProjectsClosedReport
237
1/24/1810:12 AM
COUNTY OF ELGIN
Closed Projects and Use of Surplus
As of December 31, 2017
Elgin Manor - General & Admin
46011651 Exterior Upgrades Open
Total Elgin Manor - General & Admin
Bobier Villa - General & Admin
46031650 Landscaping - BV donations Close
Total Bobier Villa - General & Admin
Attachment II
Open/
Project #
Description
Close
45031650
Hot Water Boilers/Tanks
Close
45031652
Air Handling Unit Replacement
Close
45031654
Ceiling Insulation out of surplus
Close
45031750
Door & Wall Protection
Close
45031752
Misc
Close
45031753
Security/Resident Safety - BV
Close
45031754
Building Automation - BV
Close
45031755
Sidewalks - BV
Close
45031751
Electrical Improvements
Open
10,000
Total Bobier Villa - Building &
Property
Elgin Manor - General & Admin
46011651 Exterior Upgrades Open
Total Elgin Manor - General & Admin
Bobier Villa - General & Admin
46031650 Landscaping - BV donations Close
Total Bobier Villa - General & Admin
Attachment II
Total Elgin County 53,491,385 19,147,668 34,343,716 13,765,866 1,072,912 5,381,802 33,270,804
\\ecfileserver\Data\Departments\Common\Finance\Budget Development\2017 Proposed Budget\Financial Services\ClosedProjectsClosedReport 1/24/1810:12 AM
238
Closed Projects
Carry -Forward Projects
Carry
Surplus on
Forward
Actual Capital
Remaining
Closed
Carryforward
Budget
Cum Budget
Spend
Budget
Closed Costs
Projects
costs (WIP)
Reserve
10,000
1,399
8,601
1,399
8,601
70,000
-
70,000
-
70,000
60,000
40,294
19,706
40,294
19,706
10,000
-
10,000
-
10,000
10,000
5,353
4,647
5,353
4,647
25,000
11,688
13,312
11,688
13,312
35,000
26,679
8,321
26,679
8,321
20,000
23,650
(3,650)
23,650
(3,650)
-
-
10,000
1,278
8,722
-
-
1,278
8,722
317,944
151,000
166,944
149,722
158,222
1,278
8,722
15,000
-
15,000
-
-
-
15,000
15,000
-
15,000
-
-
15,000
35,000
29,399
5,601
29,399
5,601
-
35,000
29,399
5,601
29,399
5,601
Total Elgin County 53,491,385 19,147,668 34,343,716 13,765,866 1,072,912 5,381,802 33,270,804
\\ecfileserver\Data\Departments\Common\Finance\Budget Development\2017 Proposed Budget\Financial Services\ClosedProjectsClosedReport 1/24/1810:12 AM
238
COUNTY OF ELGIN
Corporate Activities
Proposed Budget
Col 1 Col t Col 5 Col 11 Col 21 Col 66 Col 72 Col 78 Col 84 Col 91 Col 97 Col 103 Col 109
Prior Budget 2018 2019 2020 2021 2022 2018 - 2022 Total 2023 - 2027 Total 2018 - 2027 Total Cumulative
Capital Projects
28001804 Ambulance Bldg R & M O 25,000 10,000 20,000 20,000 20,000 95,000 120,000 215,000 215,000
Total Capital Projects - 26,000 10,000 20,000 20,000 20,000 96,000 120,000 216,000 216,000
239
\\ecfileserver\Data\Departments\Common\Finance\Budget Development\2018 Proposed Budget\Corporate\Corporate ActivitiesCorporate ActivitiesProject Budget 1/08/18 10:23 AM
Col 1 Col 2
Contract Description
Capital Projects
Vehicle KCCA
Total Capital Projects
240
\\ecfileserver\data\Departments\Common\Finance\Budget Development\2018 Proposed Budget\Administrative Services\AgricultureAgricultureProject Budget 1/08/18 12:14 PM
COUNTY OF ELGIN
Agriculture
Proposed Budget
Col Col 11 Col 21
Col 66 Col 72 Col 78
Col 84
Col 91 Col 97
Col 103
2018
2019 2020 2021
2022
2018 - 2022 Total 2023 - 2027 Total
2018 - 2027 Total
Cumulative
(O)Pen
Future Prior Year
C losed Budget cost Cost
Cost Cost Cost
Cost
Cost Cost
Cost
Cum Cost
F
35,000
35,000 35000
70,000
70,000
- -
- - -
35,000
35,000 35,000
70,000
70,000
240
\\ecfileserver\data\Departments\Common\Finance\Budget Development\2018 Proposed Budget\Administrative Services\AgricultureAgricultureProject Budget 1/08/18 12:14 PM
Col 1
Col 2
Contract Description
Capital Projects
Roof repairs
26601512 Exterior Building Capital Repairs/Parking
26601407 POA Court Facility
26601808 Building Automation System Upgrades - Admin
26601807 Carpeting - Admin Building
Accessibility/Major Capital Maintenance
Interior Renovations
26601707 Asbestos removal
26601708 Window Replacement
Total Capital Projects
F - 50,000 50,000 50,000 50,000 200,000
250,000
450,000
COUNTY OF ELGIN
O 50,000 50,000 65,000 25,000 25,000 25,000 190,000
135,000
325,000
375,000
O 25,000 25,000 25,000
500,000
525,000
550,000
1,267,892 3,621,000 630,000 2,090,000 1,590,000 1,055,000 8,986,000
Administration Building
10,206,000
11,432,000
Proposed Budget
Col
Col 11
Col 21
Col 66 Col 72
Col 78
Col 84
Col 91
Col 97
Col 103
Col 109
Prior Budget
2018
2019 2020
2021
2022
2018 - 2022 Total
2023 - 2027 Total
2018 - 2027 Total
Cumulative
(O)Pen
Future
L
Prior Year
Hosed
Budget cost
Cost
Cost Cost
Cost
Cost
Cost
Cost
Cost
Cum Cost
F
-
185,000
185,000
185,000
O
1,051,000
-
-
1,051,000
O
100,000
3,481,000
3,481,000
3,481,000
3,581,000
O
-
15,000
15,000 15,000
15,000
15,000
75,000
150,000
225,000
225,000
O
50,000
50,000
50,000
50,000
500,000 2,000,000
1,500,000
965,000
4,965,000
4,965,000
4,965,000
F - 50,000 50,000 50,000 50,000 200,000
250,000
450,000
450,000
O 50,000 50,000 65,000 25,000 25,000 25,000 190,000
135,000
325,000
375,000
O 25,000 25,000 25,000
500,000
525,000
550,000
1,267,892 3,621,000 630,000 2,090,000 1,590,000 1,055,000 8,986,000
1,220,000
10,206,000
11,432,000
241
\\ecfileserver\data\Departments\Common\Finance\Budget Development\2018 Proposed Budget\Engineering ReportsWdministration BuildingAdministration BuildingProject Budget
1/08/18 10:52 AM
COUNTY OF ELGIN
Engineering Services
Proposed Budget
Col 1 Col t Col 5
Col 11 Col 21 Col 66 Col 72 Col 78 Col 84 Col 91 Col 97 Col 103 Col 109
Prior Budget 2018 2019 2020 2021 2022 2018 - 2022 Total 2023 - 2027 Total 2018 - 2027 Total Cumulative
(O)Pen
Future
Prior Year
Contract Description (C )losed
Budget cost Cost Cost Cost Cost Cost Cost Cost Cost Cum Cost
\\ecfileserver\Data\Departments\Common\Finance\Budget Development\2018 Proposed Budget\Engineering Reports\Engineering ServicesEngineering ServicesProject Budget 1/24/18 10:09 AM
Capital Projects
60901506
Miller Road Rehabilitation
O
2,607,642
0
0
0
0
0
-
0
-
2,607,642
62001407
Dexter Line Relocation
C
5,199,268
0
0
0
0
0
-
0
-
-
62201502
Road 23 Resurfacing (Sunset to Joseph) + Bike Lanes (1
C
310,000
0
0
0
0
0
-
0
-
-
62901402
Bradley Creek Culvert Replacement - Engineering plus Jc
C
675,000
0
0
0
0
0
-
0
-
-
62901501
Brooks Bridge Engineering
C
40,000
0
0
0
0
0
-
0
-
-
62901601
Philmore Bridge Deck Replacement + engineering
C
700,000
0
0
0
0
0
-
0
-
-
60901602
Road 38 Engineering
C
50,000
0
0
0
0
0
-
0
-
-
62201603
Road 19 Resurfacing (Section 19010)
O
350,000
0
0
0
0
0
-
0
-
350,000
62001706
Federal Gas Tax Funding
O
-
0
0
0
0
0
-
0
-
-
62001507
OCIF 2015-2019
O
-
0
0
0
0
0
-
0
-
-
60901701
Wonderland Road Municipal Drains and Road Repairs (fr
O
450,000
0
0
0
0
0
-
0
-
450,000
60901702
Wonderland Road Engineering Services
O
75,000
0
0
0
0
0
-
0
-
75,000
60901704
Sparta and Vienna Reconstruction Engineering
O
75,000
0
0
0
0
0
-
0
-
75,000
62001701
Road 38 Drainage Rehabilitation (Richmond to Sandytow
O
1,225,000
0
0
0
0
0
-
0
-
1,225,000
62201702
Road 20 and 21 Resurfacing (Port Stanley)
O
330,000
0
0
0
0
0
-
0
-
330,000
62201703
Road 34 Resurfacing
O
225,000
0
0
0
0
0
-
0
-
225,000
62201705
Road 8 Resurfacing (Aberdeen to Duff)
O
290,000
0
0
0
0
0
-
0
-
290,000
62901702
Culvert Rehabilitaitons
O
225,000
0
0
0
0
0
-
0
-
225,000
62101801
Land Purchase
O
-
10000
10000
10000
10000
10000
50,000
50000
100,000
100,000
62601702
County Road Intersection Sign Replacements -West Half
O
25,000
0
0
0
0
0
-
0
-
25,000
62001801
Road 38 Rehabilitation (Richmond to Sandytown Road)
O
-
850000
0
0
0
0
850,000
0
850,000
850,000
62001802
Road 2 Rehabilitation (103 to West Lorne WPL)
O
-
1375000
0
0
0
0
1,375,000
0
1,375,000
1,375,000
62001803
Road 48 Rehabilitation (Wonderland Road to 25)
O
-
600000
0
0
0
0
600,000
0
600,000
600,000
62001804
Road 30 Rehabilitation (Rd 52 to Webber Bourne)
O
-
1430000
0
0
0
0
1,430,000
0
1,430,000
1,430,000
62001805
Vienna Reconstruction (Plank Road)
O
-
2700000
0
0
0
0
2,700,000
0
2,700,000
2,700,000
62201801
Road 76 Resurfacing (Rd 3 to Marsh Line) + Paved Shou
O
170,000
460000
0
0
0
0
460,000
0
460,000
630,000
62201802
Road 46 Resurfacing (Knotts Mill Br. To Hwy 3)
O
-
335000
0
0
0
0
335,000
0
335,000
335,000
62501801
Road 18 Surface Treatment (Lawrence to 20)
O
-
105000
0
0
0
0
105,000
0
105,000
105,000
62501802
Road 55 Surface Treatment (Rd 45 to Lakeshore Line)
O
-
215000
0
0
0
0
215,000
0
215,000
215,000
62501803
Road 104 Microsurfacing (McPherson to Rodney WPL)
O
-
250000
0
0
0
0
250,000
0
250,000
250,000
62501804
Road 35 Microsurfacing (Rd 45 to Hwy 3)
O
-
185000
0
0
0
0
185,000
0
185,000
185,000
62501805
Road 9 Microsurfacing (Rd 5 to Rd 8) + repairs
O
-
325000
0
0
0
0
325,000
0
325,000
325,000
62901801
Kimble Bridge Replacement - Engineering
O
-
85000
0
0
0
0
85,000
0
85,000
85,000
62901802
Culvert Rehabilitaitons
O
-
375000
0
0
0
0
375,000
0
375,000
375,000
62901803
King George Lift Bridge Repairs
O
-
75000
0
0
0
0
75,000
0
75,000
75,000
62901804
Multiple Bridge Repair Tender
O
-
425000
0
0
0
0
425,000
0
425,000
425,000
60901801
Port Burwell Road Drainage Survey
O
-
75000
0
0
0
0
75,000
0
75,000
75,000
60901802
Road 9 and 48 Drainage Survey
O
-
75000
0
0
0
0
75,000
0
75,000
75,000
60901803
Elm Street Intersection Improvements
O
-
25000
0
0
0
0
25,000
0
25,000
25,000
60901804
Cycle Master Plan Update
O
-
10000
0
0
0
0
10,000
0
10,000
10,000
60901805
Bicycle Lanes (Pioneer Line Hwy 2)
O
-
387041
0
0
0
0
387,041
0
387,041
387,041
2019-01
Sparta Reconstruction
F
-
0
1500000
0
0
0
1,500,000
0
1,500,000
1,500,000
2019-02
Wonderland Road Reconstruction (not built until 2019)
F
-
0
3300000
700000
0
0
4,000,000
0
4,000,000
4,000,000
2019-03
Road 38 Rehabilitation (Stratfordville EPL to Rd 55)
F
-
0
900000
0
0
0
900,000
0
900,000
900,000
2019-04
Road 48 FDR/R1 (Rd 74 to 73) + entrances
F
-
0
1650000
0
0
0
1,650,000
0
1,650,000
1,650,000
2019-05
Road 22 Rehabilitaiton (Rd 27 to Southdale Line)
F
-
0
1060000
0
0
0
1,060,000
0
1,060,000
1,060,000
2019-06
Road 49 Rehabilitation (FDR/R1)
F
-
0
530000
0
0
0
530,000
0
530,000
530,000
2019-07
Road 39 Resurfacing
F
-
0
200000
0
0
0
200,000
0
200,000
200,000
2019-08
Road 6 Resurfacing (Rd 7 to Blacks Rd)
F
-
0
400000
0
0
0
400,000
0
400,000
400,000
2019-09
Road 19, 50 and 42 Resurfacing - Port Burwell
F
-
0
460000
0
0
0
460,000
0
460,000
460,000
2019-10
Road 9 Microsurfacing (Rd 5 to Rd 14)
F
-
0
370000
0
0
0
370,000
0
370,000
370,000
2019-11
Road 9 Surface Treatment (Rd 103 to Rd 76)
F
-
0
195000
0
0
0
195,000
0
195,000
195,000
2019-12
Road 40 Microsurfacing (Glencolin to Springfield SPL)
F
-
0
125000
0
0
0
125,000
0
125,000
125,000
2019-13
Road 43 Microsurfacing (John Wise Line to Richmond)
F
-
0
220000
0
0
0
220,000
0
220,000
220,000
2019-14
Kimble Bridge Replacement
F
-
0
700000
0
0
0
700,000
0
700,000
700,000
2019-15
Asset Management Plan
F
-
0
75000
0
0
0
75,000
0
75,000
75,000
2020-01
Road 25 Rehabilitation - all
F
-
0
0
1850000
0
0
1,850,000
0
1,850,000
1,850,000
2020-02
Road 45 Rehabilitation (3 to 16)
F
-
0
0
850000
0
0
850,000
0
850,000
850,000
2020-03
Road 27 Rehabilitation - Union to Sparta
F
-
0
0
1750000
0
0
1,750,000
0
1,750,000
1,750,000
2020-04
Road 4 Rehabilitation (Hwy3/4 to City limits)+turn lane at
F
-
0
0
600000
0
0
600,000
0
600,000
600,000
2020-05
Road 48 FDR/R1 (Road 30 to Rd 74) + entrances
F
-
0
242
2
1400000
0
0
1,400,000
0
1,400,000
1,400,000
\\ecfileserver\Data\Departments\Common\Finance\Budget Development\2018 Proposed Budget\Engineering Reports\Engineering ServicesEngineering ServicesProject Budget 1/24/18 10:09 AM
Col 1
Col 2
Col 5 Col 11
Prior Budget
COUNTY OF ELGIN
Engineering Services
Proposed Budget
Col 21 Col 66 Col 72 Col 78 Col 84 Col 91 Col 97 Col 103
2018 2019 2020 2021 2022 2018 - 2022 Total 2023 - 2027 Total 2018 - 2027 Total
Col 109
Cumulative
\\ecfileserver\Data\Departments\Common\Finance\Budget Development\2018 Proposed Budget\Engineering Reports\Engineering ServicesEngineering ServicesProject Budget 1/24/18 10:09 AM
(O)Pen
Future Prior Year
Contract
Description
(C )losed Budget cost
Cost
Cost
Cost
Cost
Cost
Cost
Cost
Cost
Cum Cost
2020-06
Road 44 Rehabilitation (Rd 46 to Hwy #3)
F -
0
0
225000
0
0
225,000
0
225,000
225,000
2020-07
Road 8 Resurfacing (Rd 16 to Rd 3)
F -
0
0
150000
0
0
150,000
0
150,000
150,000
2020-08
Road 42 Microsurfacing (Glen Erie Line 19 - 55)
F -
0
0
290000
0
0
290,000
0
290,000
290,000
2020-09
Road 36 Microsurfacing (Sparta to Hwy 3)
F -
0
0
400000
0
0
400,000
0
400,000
400,000
2020-10
Road 52 Microsurfacing (30 to 74)
F -
0
0
375000
0
0
375,000
0
375,000
375,000
2020-11
King George Lift Bridge Rehabilitation
F -
0
0
2100000
0
0
2,100,000
0
2,100,000
2,100,000
2020-12
Bothwell Bridge Rehabilitation- $1 M - (Middlesex / CK / E
F -
0
0
350000
0
0
350,000
0
350,000
350,000
2020-13
King Bridge Replacement Engineering - Road 52
F -
0
0
75000
0
0
75,000
0
75,000
75,000
2020-14
Culvert Rehabilitaitons
F -
0
0
375000
0
0
375,000
0
375,000
375,000
2020-15
Rodney Reconstruction Engineering
F -
0
0
100000
0
0
100,000
0
100,000
100,000
2021-01
Rodney Reconstruction (103 and 104)
F -
0
0
0
2400000
0
2,400,000
0
2,400,000
2,400,000
2021-02
Road 16 Rehabilitation (Fingal to 45)
F -
0
0
0
1300000
0
1,300,000
0
1,300,000
1,300,000
2021-03
Road 40 Rehabilitation (Rd 45 to Hwy 3)
F -
0
0
0
1250000
0
1,250,000
0
1,250,000
1,250,000
2021-04
Road 45 (Rd 16 to Rd 4) Rehabilitation
F -
0
0
0
1350000
0
1,350,000
0
1,350,000
1,350,000
2021-05
Road 48 FDR/ R1 (25 to 30)
F -
0
0
0
980000
0
980,000
0
980,000
980,000
2021-06
Road 54 Rehabilitation (50% Oxford)
F -
0
0
0
350000
0
350,000
0
350,000
350,000
2021-07
Road 24 (Rd 23 to Yarmouth Centre Road) Resurfacing
F -
0
0
0
975000
0
975,000
0
975,000
975,000
2021-08
Road 56 Resurfacing (28 to 36)
F -
0
0
0
600000
0
600,000
0
600,000
600,000
2021-09
Road 16 Microsurfacing (8 to Fingal)
F -
0
0
0
650000
0
650,000
0
650,000
650,000
2021-10
Road 8 Microsurfacing (16 to Pearce Park)
F -
0
0
0
200000
0
200,000
0
200,000
200,000
2021-11
Road 37 (Avon to Oxford) Microsurfacing
F -
0
0
0
75000
0
75,000
0
75,000
75,000
2021-12
King Bridge Replacement
F -
0
0
0
1100000
0
1,100,000
0
1,100,000
1,100,000
2021-13
Fingal Reconstruction Engineering
F -
0
0
0
100000
0
100,000
0
100,000
100,000
2021-14
St. George Street Reconstruction - Engineering
F -
0
0
0
100000
0
100,000
0
100,000
100,000
2022-01
Fingal Reconstruction (16 and 20)
F -
0
0
0
0
2230000
2,230,000
0
2,230,000
2,230,000
2022-02
Road 52 Rehabilitation (74 to 73)
F -
0
0
0
0
1750000
1,750,000
0
1,750,000
1,750,000
2022-03
Road 73 Rehabilitation (Aylmer to Avon Drive) + Callahar
F -
0
0
0
0
3400000
3,400,000
0
3,400,000
3,400,000
2022-04
Road 11 Rehabilitation
F -
0
0
0
0
400000
400,000
0
400,000
400,000
2022-05
Road 24 Rehabilitation (Yarmouth Centre to Quaker Roac
F -
0
0
0
0
800000
800,000
0
800,000
800,000
2022-06
Road 31 Rehabilitation
F -
0
0
0
0
300000
300,000
0
300,000
300,000
2022-07
Road 7 Resurfacing (50% with C/K)
F -
0
0
0
0
300000
300,000
0
300,000
300,000
2022-08
Road 20 (Shedden) Resurfacing
F -
0
0
0
0
125000
125,000
0
125,000
125,000
2022-09
Road 20 Resurfacing (Rd 21 to Thomas Road)
F -
0
0
0
0
325000
325,000
0
325,000
325,000
2022-10
Road 28 (Rd 45 to Rd 56) Resurfacing
F -
0
0
0
0
350000
350,000
0
350,000
350,000
2022-11
Road 5 Microsurfacing (+ MR1 over Hwy 401)
F -
0
0
0
0
500000
500,000
0
500,000
500,000
2022-12
Road 42 Microsurfacing (73 to 43) + MR2 at Silvercreek
F -
0
0
0
0
650000
650,000
0
650,000
650,000
2022-13
Culvert Rehabilitaitons
F -
0
0
0
0
250000
250,000
0
250,000
250,000
2022-14
Iona Road and Bridge Engineering
F -
0
0
0
0
75000
75,000
0
75,000
75,000
2023-2027-01
Iona Bridge Replacement and Road Realignment
F -
0
0
0
0
0
-
4500000
4,500,000
4,500,000
2023-2027-02
Road 2 Rehabilitation - (West Lorne to Rd 5)
F -
0
0
0
0
0
-
525000
525,000
525,000
2023-2027-03
Road 2 Reconstruction - (West Lorne)
F -
0
0
0
0
0
-
2000000
2,000,000
2,000,000
2023-2027-04
Road 2 Rehabilitation - (Rd 5 to Rd 8)
F -
0
0
0
0
0
-
1500000
1,500,000
1,500,000
2023-2027-05
Road 4 Resurfacing (St. Thomas to Carlow Road)
F -
0
0
0
0
0
-
2600000
2,600,000
2,600,000
2023-2027-06
Road 8 Resurfacing - Dutton
F -
0
0
0
0
0
-
400000
400,000
400,000
2023-2027-07
Road 8 Rehabilitation (Celtic to Duff) + (Aberdeen to 401)
F -
0
0
0
0
0
-
600000
600,000
600,000
2023-2027-08
Road 11 Rehabilitation
F -
0
0
0
0
0
-
400000
400,000
400,000
2023-2027-09
Road 13 Reconstruction (Dutton)
F -
0
0
0
0
0
-
800000
800,000
800,000
2023-2027-10
Road 14 (Rd 16 to Rd 3) Rehabilitation
F -
0
0
0
0
0
-
800000
800,000
800,000
2023-2027-11
Road 14 (Rd 3 to Thames River) Rehabilitation
F -
0
0
0
0
0
-
2000000
2,000,000
2,000,000
2023-2027-12
Road 16 Rehabilitation (45 to City)
F -
0
0
0
0
0
-
800000
800,000
800,000
2023-2027-13
Road 18 (Rd 20 to Rd 119) Microsurfacing
F -
0
0
0
0
0
-
100000
100,000
100,000
2023-2027-14
Road 19 Resurfacing (Straffordville and Eden)
F -
0
0
0
0
0
-
460000
460,000
460,000
2023-2027-15
Road 20 Rehabilitaiton (Shedden to 401)
F -
0
0
0
0
0
-
975000
975,000
975,000
2023-2027-16
Road 20 (Thomas Rd to Fingal) Rehabilitation
F -
0
0
0
0
0
-
1400000
1,400,000
1,400,000
2023-2027-17
Road 22 Rehabilitation (Rd 24 to Rd 27)
F -
0
0
0
0
0
-
700000
700,000
700,000
2023-2027-18
Road 24 Rehabilitation (East Road to 1 km east)
F -
0
0
0
0
0
-
200000
200,000
200,000
2023-2027-19
Road 26 (Rd 25 to RR Tracks) Reconstruction
F -
0
0
0
0
0
-
1500000
1,500,000
1,500,000
2023-2027-20
Road 27 Micro Surfacing - Meeks Bridge to Townline
F -
0
0
0
0
0
-
70000
70,000
70,000
2023-2027-21
Road 32 Rehabilitation
F -
0
0
0
0
0
-
1200000
1,200,000
1,200,000
2023-2027-22
Road 35 Resurfacing (Hwy 3 to Rd 52)
F -
0
0
0
0
0
-
450000
450,000
450,000
2023-2027-23
Road 36 (Rd 24 to Sparta) Microsurfacing
F -
0
0
0
0
0
-
105000
105,000
105,000
2023-2027-24
Road 38 and 43 Reconstruction (Richmond)
F -
0
3
243
0
0
0
-
1500000
1,500,000
1,500,000
\\ecfileserver\Data\Departments\Common\Finance\Budget Development\2018 Proposed Budget\Engineering Reports\Engineering ServicesEngineering ServicesProject Budget 1/24/18 10:09 AM
Col 1
Col 2
Col 5 Col 11
Prior Budget
COUNTY OF ELGIN
Engineering Services
Proposed Budget
Col 21 Col 66 Col 72 Col 78 Col 84 Col 91 Col 97 Col 103
2018 2019 2020 2021 2022 2018 - 2022 Total 2023 - 2027 Total 2018 - 2027 Total
Col 109
Cumulative
(O)Pen
Future Prior Year
Contract Description (C )losed Budget cost Cost Cost Cost Cost Cost Cost Cost Cost Cum Cost
2023-2027-25
Road 38 Rehabilitation (Hwy 3 to Richmond)
F
- 0
0
0
0
0 -
400000
400,000
400,000
2023-2027-26
Road 38 Reconstruction (Straffordville)
F
- 0
0
0
0
0 -
2250000
2,250,000
2,250,000
2023-2027-27
Road 40 Rehabilitation (42 to 45)
F
- 0
0
0
0
0 -
850000
850,000
850,000
2023-2027-28
Road 41 Resurfacing (MR1 plus drainage)
F
- 0
0
0
0
0 -
700000
700,000
700,000
2023-2027-29
Road 42 Microsurfacing (43 to Port Burwell)
F
- 0
0
0
0
0 -
150000
150,000
150,000
2023-2027-30
Road 43 Microsurfacing (42 to 45)
F
- 0
0
0
0
0 -
150000
150,000
150,000
2023-2027-31
Road 44 Rehabilitation (46 to Hwy 3)
F
- 0
0
0
0
0 -
300000
300,000
300,000
2023-2027-32
Road 44 Resurfacing (Hwy 3 to 19)
F
- 0
0
0
0
0 -
700000
700,000
700,000
2023-2027-33
Road 45 (Rd 35 to Rd 73) Rehabilitation
F
- 0
0
0
0
0 -
872000
872,000
872,000
2023-2027-34
Road 45 (Rd 40 to Rd 43) Rehabilitation
F
- 0
0
0
0
0 -
1300000
1,300,000
1,300,000
2023-2027-35
Road 45 (Rd 19 to 55) Resurfacing
F
- 0
0
0
0
0 -
1300000
1,300,000
1,300,000
2023-2027-36
Road 47 Rehabilitation (48 to 37)
F
- 0
0
0
0
0 -
1200000
1,200,000
1,200,000
2023-2027-37
Road 47 Resurfacing (Rd 48 to Rd 52)
F
- 0
0
0
0
0 -
360000
360,000
360,000
2023-2027-38
Road 48 Resurfacing (Rd 73 to Rd 47)
F
- 0
0
0
0
0 -
620000
620,000
620,000
2023-2027-39
Road 48 Rehabilitation (Rd 47 to Rd 54)
F
- 0
0
0
0
0 -
800000
800,000
800,000
2023-2027-40
Road 51 Rehabilitation (4 to Whites Station)
F
- 0
0
0
0
0 -
200000
200,000
200,000
2023-2027-41
Road 52 and 40 Rehabilitation (Springfield + to Rd 47)
F
- 0
0
0
0
0 -
3500000
3,500,000
3,500,000
2023-2027-42
Road 52 Resurfacing (Rd 47 to Rd 54)
F
- 0
0
0
0
0 -
650000
650,000
650,000
2023-2027-43
Road 52 Resurfacing (Rd 73 to Springfield)
F
- 0
0
0
0
0 -
700000
700,000
700,000
2023-2027-44
Road 52 Rehabilitation (Highway #3 to 30)
F
- 0
0
0
0
0 -
1600000
1,600,000
1,600,000
2023-2027-45
Road 57 Resurfacing (MR1)
F
- 0
0
0
0
0 -
100000
100,000
100,000
2023-2027-46
Road 73 Resurfacing MR1 (Port Bruce including Road 24
F
- 0
0
0
0
0 -
600000
600,000
600,000
2023-2027-47
Road 74 Resurfacing
F
- 0
0
0
0
0 -
1500000
1,500,000
1,500,000
2023-2027-48
Road 74 Resurfacing (Belmont)
F
- 0
0
0
0
0 -
600000
600,000
600,000
2023-2027-49
Highbury Ave. Slope Rehabilitation
F
- 0
0
0
0
0 -
500000
500,000
500,000
2023-2027-50
Sparta Line Bridge Minor Rehab.
F
- 0
0
0
0
0 -
400000
400,000
400,000
2023-2027-51
Calton Bridge Structural Painting
F
- 0
0
0
0
0 -
700000
700,000
700,000
2023-2027-52
Eden Bridge Structural Painting
F
- 0
0
0
0
0 -
700000
700,000
700,000
2023-2027-53
Fulton Bridge Repairs
F
- 0
0
0
0
0 -
75000
75,000
75,000
2023-2027-54
Meeks Bridge Repairs
F
- 0
0
0
0
0 -
500000
500,000
500,000
2023-2027-55
St. George Street Rehabilitation (50% with City)
F
- 0
0
0
0
0 -
500000
500,000
500,000
2023-2027-56
Gillets Bridge Repairs
F
- 0
0
0
0
0 -
100000
100,000
100,000
2023-2027-57
Garton Bridge Repairs
F
- 0
0
0
0
0 -
500000
500,000
500,000
2023-2027-58
Belmont West Bridge Replacement
F
- 0
0
0
0
0 -
1300000
1,300,000
1,300,000
2023-2027-59
Callaghan Deck Rehabilitation
F
- 0
0
0
0
0 -
250000
250,000
250,000
2023-2027-60
Players Bridge Deck Rehabilitation
F
- 0
0
0
0
0 -
400000
400,000
400,000
2023-2027-61
Walkers Deck Repairs
F
- 0
0
0
0
0 -
50000
50,000
50,000
2023-2027-62
Dodds Creek Bridge Repairs
F
- 0
0
0
0
0 -
50000
50,000
50,000
2023-2027-63
Port Burwell Deck Rehab.
F
- 0
0
0
0
0 -
400000
400,000
400,000
2023-2027-64
Middlemiss Bridge Patch, Waterproof and pave (1/2 Midd
F
- 0
0
0
0
0 -
200000
200,000
200,000
2023-2027-65
Mapleton Bridge Replacement
F
- 0
0
0
0
0 -
2000000
2,000,000
2,000,000
2023-2027-66
Glen Erie West Bridge Removal and Culvert Installation
F
- 0
0
0
0
0 -
1000000
1,000,000
1,000,000
2023-2027-67
Salt Creek Culvert Repairs (bottom panel and extend)
F
- 0
0
0
0
0 -
500000
500,000
500,000
2023-2027-68
Beecroft Culvert Replacement
F
- 0
0
0
0
0 -
500000
500,000
500,000
2023-2027-69
Newell Culvert Extension
F
- 0
0
0
0
0 -
100000
100,000
100,000
2023-2027-70
Culvert Rehabilitaitons
F
- 0
0
0
0
0 -
1500000
1,500,000
1,500,000
2023-2027-71
Road Slope Repairs
F
- 0
0
0
0
0 -
1000000
1,000,000
1,000,000
2023-2027-72
Traffic Signal Replacements
F
- 0
0
0
0
0 -
1000000
1,000,000
1,000,000
2023-2027-73
Road Sign Replacements (East Half)
F
- 0
0
0
0
0 -
500000
500,000
500,000
2023-2027-74
Road Sign Replacements (West Half)
F
- 0
0
0
0
0 -
500000
500,000
500,000
9000-00
Future Capital Needs
F
- -
-
-
0
- -
340,558
340,558
340,558
P
-
0
0
0
0 -
0
-
-
Total Capital Projects
6,047,642 10,372,041
11,695,000
11,600,000
11,440,000
11,465,000 56,572,041
62,602,558
119,174,599
125,222,241
M15!
\\ecfileserver\Data\Departments\Common\Finance\Budget Development\2018 Proposed Budget\Engineering Reports\Engineering ServicesEngineering ServicesProject Budget 1/24/18 10:09 AM
Contract Description
Capital Projects
41011850 Kitchen Equipment Replacement - EM
Kitchen Equipment Replacement - EM
Total Capital Projects
Prior Budget 2018
(0)pen
Future Prior Year
(C Hosed Budget cost Cost
COUNTY OF ELGIN
Elgin Manor Dietary
Proposed Budget
2019 2020 2021 2022 2018 - 2022 Total 2023 - 2027 Total 2018 - 2027 Total Cumulative
Cost Cost Cost Cost Cost Cost Cost Cum Cost
O 25,000 25,000 25,000 25,000
F 15,000 15,000 20,000 20,000 70,000 100,000 170,000 170,000
25,000 15,000 15,000 20,000 20,000 95,000 100,000 195,000 195,000
245
\\ECFI LES ERVE R\Data\Departments\Common\Finance\Budget Development\2018 Proposed Budget\Homes Reports\Elgin Manor\Elgin Manor DietaryElgin Manor DietaryProject Budget 1/23/18 9:35 AM
Col 1
Col 2
Contract Description
Capital Projects
42011750 Lifts & Scales- EM
42011751 Bed Replacements - EM
Misc NPC - EM
Lifts & Scales - EM
Total Capital Projects
246
\\ECFILESERVER\Data\Departments\Common\Finance\Budget Development\2018 Proposed Budget\Homes Reports\Elgin Manor\Elgin Manor NursingElgin Manor NursingProject Budget
1/23/18 9:36 AM
COUNTY OF ELGIN
Elgin Manor Nursing
Proposed Budget
Col
Col 11
Col 21 Col 66 Col 72
Col 78
Col 84
Col 91
Col 97
Col 103
Prior Budget
2018 2019 2020
2021
2022
2018 - 2022 Total
2023 - 2027 Total 2018 - 2027 Total
Cumulative
(O)Den
Future
L
Hosed
Prior Year Budget cost
Cost Cost Cost
Cost
Cost
Cost
Cost
Cost
Cum Cost
O
10,000
60,000
60,000
60,000
70,000
O
110,000
39,160 74,580
113,740
113,740
223,740
F
-
40,000
40,000
160,420
200,420
200,420
F
-
15,000 15,000
15,000
20,000
65,000
100,000
165,000
165,000
120,000
99,160 129,580 15,000
15,000
20,000
278,740
260,420
539,160
659,160
246
\\ECFILESERVER\Data\Departments\Common\Finance\Budget Development\2018 Proposed Budget\Homes Reports\Elgin Manor\Elgin Manor NursingElgin Manor NursingProject Budget
1/23/18 9:36 AM
Contract Description
Capital Projects
43011850 Housekeeping Equipment - EM
Total Capital Projects
COUNTY OF ELGIN
Elgin Manor Housekeeping
Proposed Budget
Prior Budget 2018 2019 2020 2021 2022 2018 - 2022 Total 2023 - 2027 Total 2018 - 2027 Total
(O)Pen
Future Prior Year
C losed Budget cost Cost Cost Cost Cost Cost Cost Cost Cost
O 5,000
5,000 5000 10,000
5,000 - - - - 5,000 5,000 10,000
\\ECFI LES ERVER\Data\Departm ents\Com mon\Finance\Budget Development\2018 Proposed Bud et\Homes Reports\Elgin Manor\Elgin Manor Housekeeping Elgin Manor Housekeeping Project
Budget 247 1/08/18 11:08 AM
COUNTY OF ELGIN
Elgin Manor Housekeeping
Proposed Budget
Cumulative
Contract Description Cum Cost
Capital Projects
43011850 Housekeeping Equipment - EM 10,000
Total Capital Projects 10,000
\\ECFI LES ERVER\Data\Departm ents\Com mon\Finance\Budget Development\2018 Proposed Bud et\Homes Reports\Elgin Manor\Elgin Manor Housekeeping Elgin Manor Housekeeping Project
Budget 248 1/08/18 11:08 AM
249
\\ECFILESERVER\Data\Departments\Common\Finance\Budget Development\2018 Proposed Budget\Homes Reports\Elgin Manor\Elgin Manor LaundryElgin Manor LaundryProject Budget 1/08/18 11:10 AM
COUNTY OF ELGIN
Elgin Manor Laundry
Proposed Budget
1
2 5
11
21 66 72
78 84 91
97 103
Prior Budget
2018 2019 2020
2021 2022 2018 - 2022 Total
2023 - 2027 Total 2018 - 2027 Total Cumulative
(O)Pen
Future
Prior Year
Contract Description
C losed
Budget cost
Cost Cost Cost
Cost Cost Cost
Cost Cost Cum Cost
Capital Projects
44011850 Laundry Equipment - EM
O
28,000
28,000
28,000 28,000
Total Capital Projects
-
28,000 - -
- - 28,000
- 28,000 28,000
249
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Col 1 Col 2
Contract Description
Caaital Proiects
45011550 Landscaping - EM
45011554 HVAC - EM
45011651 Humidifier
45011652 Security/Resident Safety - EM
45011653 Secure Uni Fencing
45011654 Boiler Replacement
45011655 Nurse Call out of surplus
45011750 Building Automation - EM
45011759 Repairs to RmB 116 - EM
45011850 Boiler Replacement - EM
45011851 Pumps & Equipment (STP)
45011852 Landscaping - EM
45011853 Washroom Upgrades - EM
45011854 Misc Bldg - EM
45011855 Security/Resident Safety - EM
45011856 Building Signage - EM
45011857 Resident Room Lighting - EM
45011858 Nurse Call out of surplus
45011859 Door & Wall Protection
45011860 Misc Bldg - EM
Pumps & Equipment (STP)
Parking Lot Resurfacing - EM
HVAC - EM
Building Envelope Repairs - EM
Misc Bldg - EM
Total Capital Projects
P
COUNTY OF ELGIN
Elgin Manor Building
Proposed Budget
Col
Col 11 Col 21
Col 66 Col 72 Col 78 Col 84 Col 91 Col 97 Col 103
Prior Budget 2018
2019 2020 2021 2022 2018 - 2022 Total 2023 - 2027 Total 2018 - 2027 Total Cumulative
(O)Den
Future
Prior Year
C 40,000
C Hosed
Budget cost Cost
Cost Cost Cost Cost Cost Cost Cost Cum Cost
P
C 15,000
C 40,000
C 30,000
C
C
C 52,000
C 292,000
-
O 10,000
10,000
O 10,000
-
-
10,000
O -
32,000
32,000
32,000
32,000
O
25,000
25,000
25,000
25,000
O
15,000
15,000
15,000
15,000
O
65,000
65,000
65,000
65,000
O
12,000
12,000
12,000
12,000
O
10,000
10,000
10,000
30,000
30,000
30,000
O
30,000
30,000
30,000
30,000
O
60,000
60,000
60,000
60,000
O
28,000
28,000
28,000
28,000
O
10,000
10,000
10,000
10,000
O
10,000
10,000
10,000
10,000
F
25,000
25,000
25,000
25,000
100,000
100,000
200,000
200,000
F
75,000
75,000
75,000
75,000
F
20,000
20,000
40,000
40,000
40,000
F
20,000
20,000
20,000
20,000
F -
40,000
427,000
427,000
894,000
1,835,000
2,729,000
2,729,000
20,000
297,000
150,000
95,000
452,000
452,000
1,446,000
1,935,000
3,381,000
3,401,000
250
\\ECFILESERVER\Data\Departments\Common\Finance\Budget Development\2018 Proposed Budget\Homes Reports\Elgin Manor\Elgin Manor BuildingElgin Manor BuildingProject Budget 1/23/18 9:38 AM
COUNTY OF ELGIN
Elgin Manor Admin
Proposed Budget
1
2 5
11
21 66
72
78
84 91
97
103
Prior Budget
2018 2019
2020
2021
2022 2018 - 2022 Total
2023 - 2027 Total
2018 - 2027 Total
Cumulative
(0)Pen
Future
Prior Year
Contract Description
C losed
Budget cost
Cost Cost
Cost
Cost
Cost Cost
Cost
Cost
Cum Cost
Capital Projects
46011651 Exterior Upgrades
O
15,000
15,000
46011850 Compliance Premium - EM
O
-
-
-
-
Building Equipment Upgrades
F
-
60,000
60,000
300,000
420,000
125,000
545,000
545,000
Total Capital Projects
15,000
- 60,000
60,000
300,000
- 420,000
125,000
545,000
560,000
251
\\ECFI LES ERVE R\Data\Departments\Common\Finance\Budget Development\2018 Proposed Budget\Homes Reports\Elgin Manor\Elgin Manor AdminElgin Manor AdminProject Budget 1/08/18 11:13 AM
Col 1
Col 2
Contract Description
Capital Projects
42021850 Lifts & Scales - TL
42021851 Bed Replacement - TL
Misc NPC - TL
Total Capital Projects
P
COUNTY OF ELGIN
10,000
O - 74,580 74,580 74,580
Terrace Lodge Nursing
F - 60,000 60,000
60,000
Proposed Budget
Col
Col 11
Col 21 Col 66 Col 72 Col 78 Col 84 Col 91 Col 97 Col 103
Prior Budget
2018 2019 2020 2021 2022 2018 - 2022 Total 2023 - 2027 Total 2018 - 2027 Total Cumulative
(O)Pen
Future
(C )losed
Prior Year Budget cost
Cost Cost Cost Cost Cost Cost Cost Cost Cum Cost
P
O 10,000 10,000 10,000
10,000
O - 74,580 74,580 74,580
74,580
F - 60,000 60,000
60,000
84,580 84,580 60,000 144,580
144,580
252
\\ECFILESERVER\Data\Departments\Common\Finance\Budget Development\2018 Proposed Budget\Homes Reports\Terrace Lodge\Terrace Lodge NursingTerrace Lodge NursingProject Budget
1/23/18 9:39 AM
Col 1
Col 2
Contract Description
Caaital Proiects
45021208 New Building Construction
45021451 New Building Cash Allowances, Fees & Furnishings
45021850 Cameras - TL
45021851 Misc Bldg - TL
Total Capital Projects
COUNTY OF ELGIN
Terrace Lodge Building
Proposed Budget
Col Col 11 Col 21 Col 66 Col 72 Col 78 Col 84 Col 91 Col 97 Col 103
Prior Budget 2018 2019 2020 2021 2022 2018 - 2022 Total 2023 - 2027 Total 2018 - 2027 Total Cumulative
(O)Den
Future Prior Year
tC Budget cost Cost Cost Cost Cost Cost Cost Cost Cost Cum Cost
O 23,915,000 -
-
23,915,000
O 5,766,000 5,000,000 5,000,000
5,000,000
10,766,000
O - 10,000 10,000
10,000
10,000
O - 6,000 6,000
6,000
6,000
29,681,000 16,000 5,000,000 5,016,000
5,016,000
34,697,000
253
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1/24/18 12:55 PM
COUNTY OF ELGIN
Bobier Dietary
Proposed Budget
Col Col Cols
Col 11 Col 21
Col 66 Col 72 Col 78
Col 84 Col 91
Col 97 Col 103
Prior Budget 2018
2019 2020 2021
2022 2018 - 2022 Total
2023 - 2027 Total 2018 - 2027 Total
Cumulative
(0)Pen
Future
L
Prior Year
Contract Description losed
Budget cost Cost
Cost Cost Cost
Cost Cost
Cost Cost
Cum Cost
Capital Projects
41031750 Kitchen Equipment - BV O
50,000
-
-
50,000
Kitchen Equipment - BV F
-
50000
50,000
50,000
50,000
Total Capital Projects
50,000 -
50,000 - -
- 50,000
- 50,000
100,000
254
\\ECFI LES ERVE R\Data\Departments\Common\Finance\Budget Development\2018 Proposed Budget\Homes Reports\Bobier Villa\Bobier DietaryBobier DietaryProject Budget 1/08/18 10:57 AM
COUNTY OF ELGIN
Bobier Nursing
Proposed Budget
Col Col
Col
Col 11
Col 21
Col 66
Col 72
Col 78
Col 84
Col 91
Col 97
Col 103
Prior Budget
2018
2019
2020
2021
2022
2018 - 2022 Total 2023 - 2027 Total
2018 - 2027 Total
Cumulative
Capital Projects
P
42031750 Lifts & Scales - BV
O
10,000
35,000
35,000
35,000
10,000
10,000
125,000
35,000
160,000
170,000
42031751 Bed Replacement - BV
O
65,000
29,468
47,234
76,702
76,702
141,702
42031852 Nurse Call Phones - BV
O
-
5,000
5,000
5,000
5,000
Misc NPC - BV
F
-
15,000
15,000
30,000
93,558
123,558
123,558
Total Capital Projects
75,000
69,468
97,234
50,000
10,000
10,000
236,702
128,668
365,260
440,260
255
\\ECFILESERVER\Data\Departments\Common\Finance\Budget Development\2018 Proposed Budget\Homes Reports\Bobier Villa\Bobier NursingBobier NursingProject Budget 1/23/18 9:41 AM
256
\\ECFI LES ERVE R\Data\Departments\Common\Finance\Budget Development\2018 Proposed Budget\Homes Reports\Bobier Villa\Bobier HousekeepingBobier Housekeeping Project Budget 1/08/18 11:34 AM
COUNTY OF ELGIN
Bobier Housekeeping
Proposed Budget
Col Col Cols Col 11
Col 21
Col 66 Col 72 Col 78
Col 84 Col 91 Col 97
Col 103
2018
2019 2020 2021
2022 2018 - 2022 Tota 2023 - 2027 Total 2018 - 2027 Total
(0)Pen
Future Prior Year
Contract Description C losed Budget cost
Cost
Cost Cost Cost
Cost Cost Cost
Cost
Cum Cost
Capital Projects
43031851 Housekeeping Equipment - E O
5000
5,000
5,000
5,000
Total Capital Projects -
5,000
- - -
- 5,000 -
5,000
5,000
256
\\ECFI LES ERVE R\Data\Departments\Common\Finance\Budget Development\2018 Proposed Budget\Homes Reports\Bobier Villa\Bobier HousekeepingBobier Housekeeping Project Budget 1/08/18 11:34 AM
COUNTY OF ELGIN
Bobier Building
Proposed Budget
Col Col
Cols
Col 11
Col 21
Col 66
Col 72
Col 78
Col 84
Col 91
Col 97
Col 103
Prior Budget
2018
2019
2020
2021
2022
2018 - 2022 Total
2023 - 2027 Total
2018 - 2027 Total
Cumulative
(O)Pen
Future
Prior Year
Contract Description
Closed
Budget cost
Cost
Cost
Cost
Cost
Cost
Cost
Cost
Cost
Cum Cost
Capital Projects
P
45031457 Roof Repairs
C
10,000
45031554 Floor Replacement - Resident
C
57,944
45031650 Hot Water Boilers/Tanks
C
10,000
45031652 Air Handling Unit Replacemen
C
70,000
45031654 Ceiling Insulation out of surplu!
C
60,000
45031750 Door & Wall Protection
C
10,000
-
45031751 Electrical Improvements
O
10,000
-
-
10,000
45031850 Door & Wall Protection
O
-
10,000
10,000
10,000
30,000
30,000
30,000
45031851 Building Automation - BV
O
35,000
70,000
105,000
105,000
105,000
45031852 Building Envelope Repairs - B`
O
35,000
35,000
35,000
35,000
45031853 Spa/Tub Room
O
27,000
28,000
30,000
85,000
85,000
85,000
45031854 Security/Resident Safety - BV
O
27,500
27,500
27,500
27,500
45031855 Building Signage - BV
O
30,000
30,000
30,000
30,000
45031856 Floor Replacement - Resident
O
20,000
20,000
20,000
20,000
45031857 HVAC Replacements - BV
O
70,000
70,000
70,000
70,000
45031858 Misc Bldg - BV
O
10,000
10,000
10,000
10,000
Misc
F
27,500
10,000
50,000
200,000
287,500
2,057,000
2,344,500
2,344,500
Exterior Caulking - BV
F
30,000
30,000
30,000
30,000
Building Automation - BV
F
40,000
40,000
40,000
40,000
Parking Lot Repair - BV
F
75,000
75,000
150,000
150,000
150,000
HVAC Replacements - BV
F
90,000
90,000
90,000
90,000
Spa/Tub Room
F
-
28,000
30,000
58,000
58,000
58,000
Total Capital Projects
10,000
264,500
163,500
185,000
165,000
290,000
1,068,000
2,057,000
3,125,000
3,135,000
257
\\E CFI LES ERVER\Data\Departments\Common\Finance\Budget Development\2018 Proposed Budget\Homes Reports\Bobier Villa\Bobier BuildingBobier BuildingProject Budget 1/23/18 9:42 AM
COUNTY OF ELGIN
Bobier Admin
Proposed Budget
Col Col
Cols
Col 11 Col 21 Col 66
Col 72 Col 78 Col 84 Col 91 Col 97
Col 103
Prior Budget 2018 2019
2020 2021 2022 2018 - 2022 Tota 2023 - 2027 Total 2018 - 2027 Total
Cumulative
(0)Pen
Future
LC—
Prior Year
Contract Description
Pr1
Budget cost Cost Cost
Cost Cost Cost Cost Cost
Cost
Cum Cost
Capital Projects
Misc Admin - BV
F
15,000
15,000
15,000
Total Capital Projects
- - -
- - - - 15,000
15,000
15,000
258
\\ECFI LES ERVE R\Data\Departments\Common\Finance\Budget Development\2018 Proposed Budget\Homes Reports\Bobier Villa\Bobier AdminBobier AdminProject Budget 1/08/18 11:03 AM
Caoital Proiects
27901607 Museum Rebuild Can150Build
27901608 Museum Furnishings - From Library Aylr
27801804 Museum Shelving Required
Total Capital Projects
COUNTY OF ELGIN
Museum
Proposed Budget
5 11 21 66 72 78 84 91 97 103
Prior Budget 2018 2019 2020 2021 2022 !018 -2022 Tota2023 -2027 Total 2018 - 2027 Total Cumulative
O 1,089,200
O 100,000
O - 30,000
30,000
1,089,200
- 100,000
30,000 30,000
1,189,200 30,000 - - - - 30,000 - 30,000 1,219,200
259
\\ecfileserver\data\Departments\Common\Finance\Budget Development\2018 Proposed Budget\Cultural Services\MuseumMuseumProject Budget 1/08/18 10:35 AM
COUNTY OF ELGIN
Archives
Proposed Budget
1 2 5 11
21 66
72 78 84 91
97 103
2018 2019
2020 2021 2022 2018 - 2022 Total
2023 - 2027 Total 2018 - 2027 Total
(0)Pen
Future Prior Year
Contract Description C losed Budget cost
Cost Cost
Cost Cost Cost Cost
Cost Cost
Cum Cost
Capital Projects
29401802 Shelving Project O
10000
10,000
10,000
10,000
Total Capital Projects -
10,000 -
- - - 10,000
- 10,000
10,000
\\ecfileserver\data\Departments\Common\Finance\Budget Development\2018 Proposed Budget\Cultur2liarvices\ArchivesArchivesProject Budget 1/08/18 11:36 AM
COUNTY OF ELGIN
Library Services
Proposed Budget
1 2 5 11 21 66 72 78 84 91 97 103 109
2,018 2,019 2,020 2,021 2,022 2018 - 2022 Total 2023 - 2027 Total 2018 - 2027 Total
Prior Budget 2018 2019 2020 2021 2022 2018 - 2022 Total 2023 - 2027 Total 2018 - 2027 Total Cumulative
Caaital Proiects
58101402
Aylmer Furnishings
O
95,500
95,500
58101711
Library Digital Services
O
16,755
-
-
16,755
58101803
Accessibility Renos -
O
- 35,000
35,000
35,000
35,000
58101801
Book Purchases - Library
O
276,495 289,631 303,332 309,979 316,759
1,496,196
1,690,329
3,186,525
3,186,525
Further Accessbility Renos
F
35,000 35,000 35,000 35,000
140,000
175,000
315,000
315,000
58101804
Library Van Replacement
O
- 45,000
45,000
45,000
90,000
90,000
Total Capital Projects
112,255 356,495 324,631 338,332 344,979 351,759
1,716,196
1,910,329
3,626,525
3,738,780
261
\\ecfileserver\data\Departments\Common\Finance\Budget Development\2018 Proposed Budget\Cultural Services\Library ServicesLibrary ServicesProject Budget 1/08/18 10:33 AM
COUNTY OF ELGIN
Information Technology
Proposed Budget
Col
Col
Cols
Col 11
Col 21
Col 66
Col 72
Col 78
Col 84
Col 91
Col 97
Col 103
Prior Budget
2018
2019
2020
2021
2022
2018 - 2022 Total 2023 - 2027 Tota!018 - 2027 Tota
Cumulative
Capital Projects
57801709
PBX Phone system
O
75,000
75,000
57801710
Website Development
O
17,510
-
-
-
-
17,510
57801804
Other Licenses
O
-
72,000
46,173
118,173
101,957
220,130
220,130
57801801
Hardware Replacement- IT
O
89,800
92,300
94,800
97,300
99,800
474,000
550,936
1,024,936
1,024,936
Server Replacement
F
60,000
60,000
60,000
120,000
120,000
Storage Replacement
F
60,000
60,000
60,000
120,000
120,000
57801802
MDS RAI Funding
O
15,000
15,300
15,606
15,918
16,236
78,061
89,632
167,693
167,693
57801803
Photocopiers
O
15,000
15,300
15,606
15,918
16,236
78,061
89,632
167,693
167,693
Other Licences - Future budget
F
-
73,440
74,909
76,407
77,935
302,691
430,233
732,924
732,924
Total Capital Projects
92,510
191,800
256,340
247,094
265,543
210,208
1,170,985
1,382,391
2,553,376
2,645,886
262
\\ECFI LES ERVE R\Data\Departments\Common\Finance\Budget Development\2018 Proposed Budget\Information Tech nology\Information Tech nologylnformation Tech nologyProject Budget 1/08/18 10:24 AM
COUNTY OF ELGIN
Ambulance
Proposed Budget
Col Col Col
Col 11
Col 21
Col 66
Col 72
Col 78
Col 84
Col 91
Col 97
Col 103
Prior Budget
2018
2019
2020
2021
2022
2018 - 2022 Total
2023 - 2027 Total
2018 - 2027 Total
Cumulative
(O)Pen
Future
L
Prior Year
Contract Description losed
Budget cost
Cost
Cost
Cost
Cost
Cost
Cost
Cost
Cost
Cum Cost
Capital Projects
28001801 Ambulance O
310,000
310,000
310,000
310,000
Defibrulator Planning F
408,000
408,000
482,850
890,850
890,850
ERV Replacement Planning F
129,600
129,600
133,200
262,800
262,800
Ambulance Replacement Pla F
321,300
367,200
344,500
356,400
1,389,400
1,698,300
3,087,700
3,087,700
Total Capital Projects
-
310,000
729,300
367,200
344,500
486,000
2,237,000
2,314,350
4,551,350
4,551,350
263
\\ecfileserver\data\Departments\Common\Finance\Budget Development\2018 Proposed Budget\Engineering Reports\AmbulanceAmbulanceProject Budget 1/08/18 10:55 AM
Capital Projects
26851811 Tourism Van
26851609 Pt Stanley Tourism Kiosk
Total Capital Projects
COUNTY OF ELGIN
Economic Development
Proposed Budget
11 21 66 72 78 84 91 97 103
Prior Budget 2018 2019 2020 2021 2022 2018 - 2022 Total 2023 - 2027 Total 2018 - 2027 Total Cumulative
O - 8,500
O 14,000
8,500 17,000 12,000 29,000 29,000
- - 14,000
14,000 8,500 - - - 8,500 17,000 12,000 29,000 43,000
264
\\ecfileserver\data\Departments\Common\Finance\Budget Development\2018 Proposed Budget\Economic Dev and Tourism\Economic DevelopmentEconomic DevelopmentProject Budgetl/08/18 9:54 AM
1. Kim Smalo, General Manager, /Secretary-TroySUrer, Catfish Creek Conservation Authority
requesting Cor. ncilconsider renewing the Mer-norandurn of Understanding to provide legal
services fou" a fU rt h e ir 2 year te rm.
Z, Federation of Canadian Municipalifies (FFM) seeking renewal of Elgin County's 2018-
2019 FCM annual membership with, a,r optional Legal Defense Fund charge,.
I Lynn Dollin, AMO Pro intent with infori,-niation, regarding the 2018 rend-wal of Agin County's
AMO membership and Elgin County's Municipal Employer Penson Centre, Ont�ario
(MEPCO)'s 2r6I8 Employee Municipal Contribution,
265
Jar u �a ry 11, 2018
CAT FISH CREEK CON SERVATIONAUTHORITY
8079 Syniiigwater Roicl, R.R 5, AyInier, Ontario N'51 I ZR4
Rhonv; 519-773-9037 a Fax- 519-765-1489
13-rna&! a www.catfishcreek ,ca
cutulty of Elgin
Adiniiiistrative Servkos
450, Siniset Drve
St, Thomas, Ontario
N5R, SVI
Attention: Julie Gonyou, Chief Administrative Officer
Dear Ms, Gonyou:
fie® Merr-mraildvni of Understandhiff- Leilal Services
I'he current Memorandurn of UndersLan(ling vvj(h (AIL Coullty OfElgill to provide leg"I''I sell rices
to th,e catli""ll (11areck C onservation Authorky (CCC,) expinert on r,.)ecemi,.)(,r 3 1, ", 2 () 17,
ri, e CG CA would like u.) requ us L tha t Co ki lity Co Lcoci I consider ren owing the a fo rem(",titioned,
Ag,remnent R) r a two (2,) ypa r term com mmicing January 1, 2018, and ending on 1) ecellIbel, � 1,
2019, Allowing the (.'.'CCA toaccess the legralservices of the Courity Solidtor since 2016, is
g rv'4dy a p pr e ci a t e d.
I F yo u, have a ny q u es ti o n s or, re� qw i re, ad d i t io as a I i ni.-6 rin a t1i on reg ard i n g (,) u r re (I u e s t, pleas e, d o
not Imsitate to contact the ulidersigned at Your convell . Lellce,
Sincerely,
Kin't smale,
General Mariager
Ks/srn
Mission Stalemord., "Ib cornmunkagomianappneni G*
pams
in andl exob,agkvlhavpwru for the i wVersfied"
266
24, rue Clarence Street
Ottawa, Oritarib K1N 5P3
T. 613-241-5221
F, 613 241,7440
Mcf)onaA Mark
County, of Elgin
45D S un s et Drive
St, Thomas, Ontario N5R 5VI!
Callada
Membership tim"A"ce
21018-20119
Facture d'adhe'sion
INVOICE/rACTUPLE: 1NV-08110-Y7V31°3
DATE: 1.1/21/2017'
ACCOUNT/COMPTE: 17588
DUE DATE/DATE LIM17': 04101/2016
qlTy'QTF
, _ RATF)rTAq)(
TA"X
g TOTAL
-- - - ------------------ . ........ ....... .. . . . . . . .......... . . ........ . ............................. ............. .. . ...
Base fpe par Y<.,)tir- populalibri) Tam base sdon 1 pmxlow $46,80 $406.BO
V(AM'
Per capita dtnis calculated J)el- YOUr P01yWationlFr-ais 50'a 9 $0.1483 $96,15,28 $8,390.51
WtiSafiOl MCL116S SelOrl vatre populaticri
OPTIONAL Letpil Diaronse Fund,10PTIONNIEL Funds !;10,0,6 00230 $1,49.d�1
de d6krise jurldlq ue
SUBT OTAL[SOUS-TOTAL;
HS'T/TVH: $ 1, 16 1, 7 91
TOTAL: $10,09861
PAID AMOUNTIMONTANT PAYE': $0.00
BALANCE DUUMONTANT DO: 10,,098.61
RA E NT
. ..j...PA
1F.M[E-N
ev cheq"e By Electronic Funds Transfer/
payable, t:u the Federation of Caiwdian Municipalities Par transfert dectronique de fonds
Royal Bank of Canada (RBQ
Var CII&Jue 9U Sparks St, Ottawa, ON KIP 5'T'7
�i Vordre, de' ', F6d&ation canadienne des I'varsit ck',..,, transit: 000,06
municipalit6s
S
24, air's '11()
c (je CarrjjpjTgr.k: IA06063
air'slr
Gaarmo t,reet Acoj[Ant Nwribcr'/Ntjm�
CUowa, OnUirio KIN 51:x3
Yforn,ca
Ref NG. / NG. de reif&ence 17588
267
�1 E I 'S MAK1E
I QIA�Iy
TOGETHER.
Canada's local governments are making history. Fogether
we've won unprecedented federal investments in local
priorities. And we continue to show that empowered
municipal leaders are true nation builders. Now we need
to tale the next stela and you can loe a loart of it.
rhe Federation of Canadian Municipalities empowers
local governments to louild stronger communities and a
stronger Canada. Our influence carnes from our
members. FCIA members represent 91 Icer cent of
Canadians. chat's what gives us the strength to shape the
national agenda, and get results for communities like
yours. Fogether, we truly are a national voice.
We now face a pivotal moment. Federal decisions being
made today have the lootential to transform our cities
and communities. It's a once in a generation ololoortunity.
Fo seize it, we'll need our strong and united voice at the
table. So let's continue to work together to louild a more
prosperous, livable and sustainable Canada.
JOIN ii:::cm "'rlimy,
1:::::CIA [Dresident
How does being
an
municipality?benefit your
II II IIS III,,,,,,UE]MCIE
You'll get to loring local priorities and solutions
to the Pli«::9t1oPlial agenda, while shia::joinig the
direction of Canada's da::9's local government voice,
M%A
You'll get access to exclusive tools, kilos and
analysis from IF:::CIM's loolicyr experts and
caloacity building loror«: rns that can hello
you fulfill your mandate.
NETWORK
You'll get to connect with thousands nd of other
municipalities in Canada and internationally
........... to share knowledge that can hello strengthen
Your commu.anityr.
Irk IIS; III,,,,,,ONG.
You'll hello make history as empowered local
governments co once together under a single,
united voice to shajoe Canada's future.
municipalities. 11 ast year alone, these totalled imore thain $3 161HIFIFIloin. [Direct transfers to
1pi
„
municipalities have inewdly UrIpIed since 2005 a direct result of F:::Cl',,I's advocacy.
248
AI�Weksodabuud
Municipalities Nikariu
rim
December 19, 2017
.0, ffice, of the Presideryt
I want to thank membership for its support durinig 2017, It was a very busy year vi
many riew consultations at the province and major pieces of legislation tabled and
passed. Some, are still working their way through the legislative process with the
expectation 'that tliTey will be complete before the House rises for its winter break.
AMO will not be havin
,g much of a break. Each piece of legislation rneans some e forrTi of
implementation activity to prepare for, such as the changes to, the accountability and
transparency procedures for councils and the land use planning system. We are
updating our education and training materials and delivery. In fact,, We start our Bill 68
training in January,
Thii5 letter is our call for you to renew your mernbership in AMO for X01 & Why? 'To
quote a coHeague, the municipal sector could not have pulled itseir togievier, in a
tirnelyf ash ion, to do the deep policy a nalysis related to the workplaces legisl!ati an (Bill
148). AMO did that heavy lifting; and corked hard for amendments. Those changes
mean a cost avoidance in the tens of rnfllions of dollars for municipal governments
across the province. Consider what your own cost, avoidance was for that Ileigislatioiri
against your AMO membership fee - a clear rate of return on your investment.
We know, there is a growing, sense of concern, with 'the staite, of rn,unicipal fiscal llealth.
That is why we undertook significant research, analysis and outreach as part of our
2017 activity. That is why your Association is actively talking a,bOUt ""focal Share".
Your Board, i representatIves f rorn rural, northern, urban and tipper tier rniunl1cipal
governments, took the th-ne to evaluate and take a bold direction, it seems absurd
thatthe order of government that is providing the majority of day-to-day services to
People is only receiving 9 cents of every hot.Zehold tax d0lar. There, 15 no easy
solution when it comes to taxation, yet we know that doing not.Nng is not going to
work 10, years down the road, Relliance on low property tax rates is not working in
many places now. It rneans asking the tough questions and working at a strategy. As
they say - Rome was not built in a day. Strength is clearly in the number of'shared
voice$,
It is why we will be covering the proviinclal election, meeting with tile leaders and
analyzing the platforms, As a member, you will get a toolkit to help advance mun!'clipal
interests and get tirnely in formation on lhow the policy platforms could affect you.
Keeping you informed is also an important benefit ofAMOi membership. Help us help
you by renew! ng your 2018 AM 0 m em bersh lip.
Uriv,3%ily An, SLAO SRI WVA14 a o110, 0 11� C Tor 4 JR 97 1 9 F'� 513 "1 u I I Fre e. c ""I'l t 2 1 i ("�i
Tr itirlr), 0R P 5 "1 r, ($ w n (I @,).* v "L a 1,1L c Fax 41.C. 101.(';"r91 h3 °17.425„r 5 7
270
2
I also want to ask for your financial supp art for the MunicJp a 1l Frnp1loyer Pension
Centre of Ontario, It is a corporation. of AMIO, and hold's the sponsor role,
representing municipal government employers in OMERS, MEPCO represents 4,10 of
the almost 1000 employers within that pensJon plan. Itwas created in 2006, because
without it, individual rnunllcipa% governy-ne nts WOUld have virtually, no, say in the
pension plan — its design, benefits and contribution rates. Pension business is, notfor
the faint at heart, It can have huge irnpactson your bottom line. DMERS i's undertaking
a great Beall policy wark that will land on MEPCO's, desk in, 2018. Your financial support
of MEPCO means that it can bring well-prepared, employer, based perspectives to tine
table, Please renew, your membership, in ll' EPCO - to be part that family of common
interests.
The invoices for both AMO and MEPCO membership have been forwarded under
separate cover to, Your accounting department. I hope that you agree that the work
we do is valuable, and that we can count on your membership in 2018, Check out the
websites "for more details on our 2018 strategic efforts.
Speaking with that common voice, improves the Hstening skills of those at ueen's
Park, Parliament Hill and every DMIERS. On hehalf of the AMC Board, Llriank you for
Your financial support. Season's Greetings!
Yours sincerely,
Lynn DoWn
AMO President,
Pat Va n 1 n i
AMC, Executive Director
PS:
'Want to earn an interest rateof 1.665% on municipal deposits?
Want to do LED lighting, in your recreation facillity to reduce Your energy bill?
Want a better way to do your, municiipal road condition assessment?
Check out how AMO's Locall authority Serv[ces, can help you make money, save rnoney
anal extend your capacity, Connect with LAS at 416,971, 99.56 or tollfree
1,877,42G.6527. Check out details on its website at wwwla5,-an-,
ga
2DO UrlvunAy Ave Suitc K,l INVAV T1111011 f"I'll kl A 113) ! 71l (18 5 r) fifll From ift Rntnrn
T o ro j -i P o. 0 N, P 5H 3 (.': 6 u III j 0) v 11, w , U I I , (,;") Fix d16, 9TL6191 � 177, � 2 13', B 5 2 7
271
AMOAssudaWn o4 MEPCO
Municipalifies Ontanio
Decem, ber 13, 2017
Accounts Payable
County ofElgin
450 Sunset Drive,
St. Thomas, ON
N511 SVI
Please find enclosed two invoices for yoUr MUnicipal government's 2018
membership in AMO and in MEFCO (the entity that S,UP,PO'rtS, MUnlicipal employer
MERE representatives).
We have combined the issuance of ths.e- invoices to reduce our costs and to
hopefully help VOU. Information aboLVh-� fee calculation appears on each invoice.
A letter tD your council has been sent regarding the work of these, corporations in
2018,
Thanking you in advance for your munidpall goverriment's, continuedi support of'
AMO and MEPCO.
IM=
Afshin Majidi
Director, Finance and Operations Centre
,
zrmo ur] I vrn'w"A'V'N%�F" 5131w B01 WWW.411 XMIJ V, (A I r � 1 9? 1 , ")jZ(j TO Fcco, W OW"J0,10
M.541 A -1h ra d11G.971.6191 B 77,4 2 6,6 527
272
AM*
4 111111 $pop$
Ac,,rounts Payable
a 1711 :4 1111 :1 :4 IRA
Invoice No.: MEMOV15815
Haill, COUnty of ffivelce Date: Jantiary 1, 2018
450 Sunsel, Privo
Due Datw Januar� 31, 2018
St. Thomas, ON N6R 5VI
Your munlelpallty's fee is bagel on total of 210506 hooseholds as reported by FOPAC, The Board of
Uhector s approved a2,751/o increase in membership Wilcfi province -wide raises about $54,0100.
Mass chrect I n q virl 0,S tq:
A Ala Su rujde,D at 41 71 -1)656 E x L 344
200 Volvemity Avenue,, Sulto,801, Totollbb, ON 1461A X6
Tel:416-971-9866 Tall Frm 1»87742&6627 Fac416-971-6191
273
71" ;l '7 . . . ..... ...
-7 77777
77,77777
7777
nVoice
2100 University Avenue
S,wIte, $01
T,oranto ON M 5H X6
(41 6) 971-985,6 Ext, 344
Bit i "ro: r1sin, County of
Accounts PayaWe
450 Sunset DOYC,
5t, 1 h rn w GN ME 5V1
Page 'I M
Invoice MC004,125
Date 01/0V2018
HST Number; B2963 6414 RT0001
AMC, ala MEPCO, represents those munkrPal
govemirnen ts Mio are OMEPS ernploy'prs. MrPCO's fee
rernairis at $5.,25 per emj,,jkYyee. The employee count
(QlrJRllhtY) is sourced from OMERS.
..... . .. . . ........ . ......
274
subtctaq $1,03. 00
HST - Federal Porflon $76.65
HST - ProvIncial Portion $122.64
Tota I, WST $199.29
Total Invoice, 1,732.29
Payment Received $0,00
Total Due $1,737.29
I 1 "II
I
-I'll 11 I'll -I'll, 11A 11 0 a w.
,
fl,",1111101L
M
I. SWIFT with announcernent titled "Canada's largest, publicly funded, regional broadband
project preparesfor construction".
2. Hon. Jeff Leal, Minister of Agriculture, Food and Rural Affairs with a save the date
invitation for the 2018,Rural SU1111-nit on Thursday, February 15, 2018 at the Newcastle
Village Community Town Hall,
3. South West LI IN with Health System Renewal Update.
4, Hon—Allan Doheny', Assistant Deputy, Minister, Provincial, Local Finance Division, Ministry
of Finance advising Municipal Treasurers of a number of important decisions for the 20118
taxation year in regards to property tax policy and education property tax rates.
5, Lowell Flunking, Director, of Crown Operations,West Region, Ministry of theAttorney
General announcingthe passing, of the Strm,agerl Fairer Ontario Act (Budget Measures)
20,17 and IPOA Amendments.
6, Ontario Plowmen's. Association extending invitation to attend a Community Information
Meeting re,� hosting the, International Mowing Match and Rural Expo.
7. Melanie Knapp, Corporate, Administrative & Accessibility Clerk, City of St. ThornIas, with
resolution appointing Mayor Jackson to the Green Lane Community Trust Fund for 2018.
8,, Statistics Canada, with CongUrner Price Index for the provinces and for Whitehorse,
Yellowknife and lqaluit.
275
GICIEUIA'S larg0t, pUbfidy Cundccl, rcgional bro,adband pro.j.,ecil, prepores for consirciefion
Canada`cIargest, publicl An0eJ, raqk)n a! broad ba nd
prcioU pre .ams for construdion—
soluvimevern a 1integrateci s rare 9 Tectiriotogy
$here . Tweet I Foward
Canau-'a's, largest, pu�blicly fund -led -1, regional
broan'banid *-%r 'ect prepares, f'or construction
-V oj
Today, S outhWes te rn Integrated (Fibre Tech n�o I og y (SWIl lFT) takes a major Ieap fo rwa and
with'the launch of its first in a series Of Upcoming Request for Proposals (RFP). The RFP
outlines a complete list of delliverobles, and requirements for the design, construction,
operation and maintenance of an ultra-Ngh speed, open access, fibre optic backb,orle
network for Soluthwestern Ontario, Caileclon and the Niagara Region,
In May 2017, SWIFT issued Request for PreqUalification (RFPQ) whereby twenty-eight
(28)'Telecom Servlice Providers (TSPS) WBM prequalifiled and became efigibte, as poter)fial
proponents, to participate In the SWIFT RFP processes. The final list of prequalified TSPS
was released, in July 2017. "I'oday's RFP was issued to all 28 preqI00,1ified TSPS by ryleans
of Burrfire, a SOCUrO elet&OrlliC tendering portal. TSP's who successfully demonstrate their
a
c blIfty to meet the rninimurn technical and finanoW capacity requirements will be eligible to
continue participating ln,the RFP PFCCeSS, and wN be expected to respond with competitive.
Proposals prior to the R FP closing fime� SWI F r anticipates selecting the Preferred
Proponent(s) in the spring of 20,1 8, with construction of the network commencing rnid
2018. In order to participate In the RFP, Interested respondents must have been
preq t,,ia lifled through the R FPO process. ProvIders, who did net p2rtiGi pate or were
unsuccessful iirr the (RFP Q process, yet Ihrave an interest In contributing to the RFP
Page I I of
276
... 1/4/2018
Canadn's, hargost, jxiblicly, funded, regiorml broadhatid piqject preptti-es Frit constt°uclj(,,)a
submission art, erTUOUraged to partner with one of the prequalified -fs to participate
further in this RFP process.
• Dell Canada
• 8H -telecom Corp,
- Glupwater Regional Kletwofks Inc
Brant MuNcipal Enterprises, Inc.
Brooke Telecom Co-clperative Ltd.
Druce Teleconn
GI K Open Fibre, Inc.,
Cog000 Connexion Inc.
• DistribUte'l CornrnUnications Limited
Eastl1ink
ExeGulink Telecom Inc.
Fengate Capital Management, Ltd.
Frontline 360 Inc.
GB TEL Incorporated
HCE Telecom
Hydra One Telecom Inc.
Lakeland Energy Ltd
• Macquarie Capital Dieveloprnent
Canada Limited
• Nexicorn Inc.
• N'1agara Regional Broadband
Network Limited
• Forth Frontenac Telephone
Company, Rgin Corp.
• Rogers Communications Canada
I ne.
• Silo, Wireless !Inc-
• Tera to Networks Inc,
• The North Fronten,ac Telephone
Company, Corp.
vian,et lno
Xplornet CorTimunicabons, Irw,
7ayo Group LLG
"This is a very exciting time for SWIFT,` said Gerry Mar hall, Board Chair at SWIFT, '"fie
,are ryoving irao, the next phase of our project and moving one stop ctoso, r toward realizing
our goal of buddrng broadbandfor evei yfarm, home and bLlsiness in Sou,jthvvestern
Ontario, Galedon and the Magara Region,"
"All of Ontario's cornnitinifles rN.-Ldre oqual access to the technologibal advances that
broadband enables," said Geoff I-logan, Chief Executive Officer at SWIFT. "Cre-afing a fully
Integrated, fibre optic broadband network is the key to growing our communities and
unlo0ing Ontario's eoonornic potent,Jal,
About the SWIFT Initiati've
SWIF1 Is a not-for-profit, collective broadband initiative that iS fUnding the construction of
an affordable, open -access, ultra high speed fibre-opft, regional broadband network, for
everyone in Southwestenrl Ontario, Caledon andthe Niagara Region, To overcorne our
regiion's longstanding broadband infrastructLire gaps, SWIFT has developed a long-term
plan to, help i-nore than 3,5 m1lion Ontadans to connect and keep pace in a changing digital'
world, S"SIFT rriefiber ship isopen to Ony COIIIMLMn ty or organization in, southwestern
J)age 2 of l3
277
hup ;Pnlai I QJ') i, d band-prqj 114120 18
Ca,n,-ida's lart""'"est, [xiblidy -5,11"I'ded" rqgional broadband j'.irqjed preParcs forconstructi(,,)rt
Ontario that needs connectivity to any of its locations, Mernbers benefit rom SWIFT's
sigrifficant ipreeurrernent expertise, itlClUdirg aggregated dernand, regotiated rates, and
sup port irl preparing RFPs for broadband services, As di bUyiIIrCLIP, SOFT also
enSUres, groater competition beNvoon telocolv service providers vAlch will lead to better
services at tower prices in member commuritles,
Help SVVVJ' build "broadband for everyone"' by completing an Internet usage survey:
WydW.$Wiftirmietw,(jr#�,,n Li.(
LsLrk�. �,y
-L
For more Information about SWIFT, please contact:
Media Relations RlP Process Enquiries
Tarnmy McQueen Michelle Maurice
CommuniGations, Manager Procurement Professional
bi etwork,ca
03M8zMM72=
Do you want to keep receiving notilees abOLA our procurement process or
bidding opportunities? Or would you rather only, receive general news and
updates? Click the red button above to update Your subscription settings to
rnake sure you only receive, the information yot i need aM want,
Connect with SWIFT and folliow along as we b0d #hroadbandforeveryone, Use
the links below to visit our website and fin,d us on Facebok and Twitter.
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278
11412.0118
Ministry of Agriculture,
Food and Rural Atli im
Office of th.e Minister
77 Grenville Street, 1 i1u'1 Ficor
Toronto, Ontario WA 1 D3
FeE 416-326-3074
Fax; 416,326-3083
December 18, 2017
Dear Sir/Madarni.,,
Wnls-t6re de I'Ag0culture, de
I'Alirrentation A des Affairos murales
Bure&,j du min istrm,
77, rue Grenville, 11°' 6lage
Toronto (Ontar!D) I14 7A 1133
fol, : C6 326-,,5,074
T616c, : 416,326-3043
Please save thedate for the 2018 Rural Sommitl
Date', Thursday, February 15, 2018,
Time, Registration and Breakfast: 8 a,m,
summfts 91 a,rn,
Receptiow 41p. „
Locatioin; Newcastle Village Commurity Town Hall
Address, 20 lain a Avenue West
Newcastle, Ontario
L113 1H7
Theme: Building a tr,onger Rural Ontaric,
I look forward to welcoming rural leaders from across the province to discuss how we
can 'w together, to bUflid a stronger, rural Ontario. A, vibrant and dyn,arnic rural Ontario
is key to growing our province's economy. The summit will featUre engaging speakers
as well as the presentallon of thefirst ever Rural Ontario Leaders, Awards,.
An off icial invitatio n w1il I follow in aid2018.
Jeff Leal
Minister of Agriculture, Food and Rural'i Affairs
MinWer f?osponsiWo f0jr, Sn,1811 Bjj8jjjF4,SS
C. Thhigr, GFGW [I 0fdarb
'A Wine torte, boos PtodWIN
Mi6stry lleadquartars:; I Stone Road, West, Guelph, Oritario NIG 4Y2
Bureau principal du rrdnist&e:� I Storee RoadWest, Guelph (Ontario) NIG 4Y2
279
Date; December 20, 20,17
'T'o. So uth, West LH IN Health Service Provider C Ms)Execufive Direclors/Admi n istrators and System
Partners
F ro m: Kelly Gillis, Interim GD -Chief' ExecuUVe Officer, South Wes,t LHIN
Donna Ladouceur, CD -Chief Executive Officer, South West LHIN
Re: South West LHIN Health Systern, Renewal Update
As we approachthe year-end, we, wanted to take th1s opportunity to provide you with ail update on some,
Ivey advancements inade within the South West LKIN duiring the last number of moniths, As most of you
are aware, 2017 has been a. busy and challenging year for the South West U -01N, 'be are pleased to
share with YOU that the integration of horrie and community care (with) arid the ILHIN has created a new
,and stronger integrated organization that is positioned to, work with you as a partner in the delivery of
core and to improve our health care, system for the benefit of the patients and families that we collectively
serve. As part of our foundafional work as, a new organizatiQu, we have coroo togetherwithin the
organization and with health systern partners to Identify our new mission, vision and values that will guide
UIS in the important work that we do.
We are, comm4ted to working with our communities todeliver qtjality care and transforni Our heatth care
systern, to achieve a healthier tonnorrow for everyone. ASA we work with you to fulfill our mandate, arid
achieve our visilon, we will] dernonstrate the followlng values:
ValU0,s and Value Statements:
* Respect::
We will treat evervore vuivi diginity and kindness, valuing, everyone's opinion
and perspective.
* Integrity:
We will be fair, rorisisterit,and transparent in all that we do and will follow
through an our commitments.
* Compassion:
We will be empathetic and recognize that our decisiions irnpact people.
* Courage°
We will arnp]4 the patient's 'voice, challenge the status cloo, and make, the
hard decisions.
* Innovation'
'We will be creative and embrace new ideas to respond to the changing needs
Of Our COMMUnifles.
During the last number of months, we have been busy establishing new structures that will help us
advance the directions of Patents First and establiish integrated care communities within each of our SUb-
region areas. At this tinne, we wish to thank oil of our patient, family and caregiver partners as well as
health service provider leaders and other stakeholders that are participating at these important tables.
Strengthening the patient voice in all of our efforts is a clear Objective of the Patients First agendb, Our
Patient and Family Advisory Committee held RS r1a H gUrall meetingg in October, 2017 and our five sub-
i�.501ntario
lo—cal Heallh We9tatW_
Useau local d'I n0gration
des services ,de sari t&
KM
South WO LON HMO) Syglem Reneval Updale
FP�A,00 2
region integratlon tables are now meeting regullarly, and have been busy identifying irft[al areas of focus,
for their improvement efforts, We also are developing our"South West Primary Care Alliance through the
creation of five Primary Gare tables working in alligrinient Mtn the SUb-region, integration tables to engage
primary, car's and support the development of a strong and connected primary care sector, We are very
pleased with the strong leadership demonstrated by our new integrated clinical leadership team as they
work tirelessly, to connect the clinical perspective more strongly into the work of the I HK
hi addition to our continued efforts to improve our local health care systerri,we are focused onthe
rnportan't role we play an the delivery of home arid, community care within theoonlaxt of an integrated
systern. WU e recognize that a critical element of our Patients First niandate is to, evolve Our Care
Coordination model with a focus on better integration, wIlth Primary Care. To date we have identified and
started thework that needs to be done to evolve our model, This work Mil leverage a patient co -design
approach and wifl be undertaken in phases over the corning year, As we move this initiative forward, we
will be engaging pNn)ary care and other systema partners to ensure that we design a model that will
ensure the best possible experience and outcornes,for the, patients and familles,we serve, Like many
JRNs across Ontari), we are also, working with, partners, to respond to the shortage of Personal Support
Workers and we are working hard to anSUre that patients within the South West LHIN continue to receive
'the, servioes that they need innth& homes and local communities. We are initiating both short term
Pictions, and, developing long term strategies to improve, capacity to ensure the ongoing i deflvery of patient
care.
We would like to take this opportunity to thank each of your for the irnpartant role that you play, in the
delivery of care and services to the population that we colleQtively serve, We value your leadership and
commitment to ensuring individuals and families in our LH IN' can obtWr the care they need, when and
where they need it. We would also, like to take this opportunity to thank and acknowledge our own staff
for their passion, le-oder'ship and support to achieving high quality care and improving the health of the
people we serve,
While a lot has been accomplished over the last year, we reoognize that we have:louch more to do
coIlectively and within our own organization to ensure that individuals and families are able to receive
high quality, susta4table 41tegirated care within our I HIN. We look forward to uuntinuing to wurk with all of
you as the calendar roans forward into 20M As we look In tl,-ie Now Year and the opportunities in front of
us, wewould Re to, ask you to out a hold In your calendars for February 7, 2018, 9:30arn to 10!30anrl as,
we are corrvnitled to holding a Patients First wobinor, on that date to p(avide you with a, more detailed
update on some of our key strategies and initiatives. In the meantime,, we'wish you all a very happy
holiday season and all the best in 2018.
IN
281
kfirdiNh.y Offlnlllwr
Nyinuhl' -I mull
F,owtruc DM4w
10" Hour
777 Hay Slit/ "4
Townto ON MSO 2(,79
TO (416x) 327-02,64
I U (410) 11325-1614
December 22, 2017
min kt6v do, Fhlrm�(-.W
1; i,nf400 des pvyin6aiio-
OrmnAlyaks ell rpt leire 40 rlrxmm�
I W dchgp.
777,, 1 oo Wy
1"orritilo (Onhuin) MUI 228
U1. . 4 t) 1,27 0264
RrdlU, C6,325-7544
tark.
Dear, Municipal Treasurer I Clerk -Treasurer,
I am writing to advise you of a, number of important decisions for the 2018 taxation year related
to Municipal flexibility in: setting property tax policy and education property, tax rates,
please note that a I I of these decisions will be reflected in, the Online Property Tax Anal ys is
(OPT, ) system to support municipal property tax analysis and policy implementation,
The Province will notify rrunjcipalities when regulations implementing the prop" tax policy
decisions are in place,
Business Vacancy Rebate and Reduction Programs
As announced in the 2016 Budget, the governi-nen't is providing municipalities with the flexibility
to refine their business vacancy programs to better reflect local circumstances and respond to
concerns regarding the appropriateniess, of the lowertax level provided through these
programs, and the, Unintended implications this may have for local economies. The regulation
implementing changes to the vacancy prograrns requested by municip,afities in 2017 has been
enacted and is avaH:able on the Government of Ontario's e -laws website at
www,ontarjo.callavy's.
Nlunicipalities will continue to have broad flexibility to modify their business vacancy rebate arid
reduction programa. The new deadlines to siubmita notification to the Minister for changes
effective for 2016 are March 1, 201 and August 1, 2018.
The government also announced through the, 2017 Ontario EcoraorWc OutlooP and Friscal
Review that it will be reviewing approaches related to the education property tax portion of
these programs in, consultation with mUnicipaFfies and the business community, The objective
will be to align, the Province's approach, with that of muni cipali ties, while ensuring there, is
greater consistency across the province,
Multi-Residentlal Property, Tax Review
The 2016 Eco nwnic Oullook and F&W Review announced that the Province was undertaking
a review of the property taxation of multi -residential properties in response to concerns about
the significantly higiher property tax burden on multi -residential apartment buildings and its
potential implications for housing affordability in the rental market.
282
Over the past year, the Province has been 'work! ng in consultation with M Unicipalities as well
as other affected stakehcid ers, including tenants and apartment building owners, to examine
issues related to, the tax inequity between rnulti-residentiatl and other residential properties.
As a, reSLIlt of the review, the government is maintaining the freeze on the muNcipal property
tax burden for existing mWi-residential properties in communities where these taxes are high.
This means, in IMUNcipalities where the multi-residentiall tax ratio is greater than 2.0, a full levy
restriction will be implemented and reassessment related shifts onto the multi -residential class
will be prevented.
I � N
The 20116Eco nomir, Ouflookand FiscaiRovilOw also, annOUnced that starting, in 2018
municipalities will have the option to reduce the tax rate on qualifying value-added activities
that occur on farms as part of the fanning business, Optionall new subclasses of the industrial
and commercial classes wM be created to allow, the municipal tax rate to be reduced by 75%
for the first $50,0010 of assessment related to qualifying activities,
in order to ensure consistency across the Province, the edUCatiOrl property tax rate will be a
reduction of 75% of the btssirress education tax (BE ET) target rate and wiEl apply to all qualifying
properties. This reflects the Province's comirritment,to, providing sustainable property tax
treatment to farmers who engage in small-scale processing or retail activities as a direct
extension of their farming business.
Regulations to establish the new subclasses and authorize the setting of municipal and
education tax rates will be available in early 2018, at which bme the ML1,11iCip,al Property
Assessment Corporation (MPA) will begin to identify eligible properties and issue amended
assessment notices for affected properties.
Property Ta x T reatm e nt of Va c ant Res ide ntla l Band
As part of Ontario's Fair Housing Plan, the government committed to reviewing the property
tax treatment of vacant residential land that has been approved for new housing, The purpose
of the review was to consider providing municipalities with addlfional tools to encourage the
development of these lands. This review responded to, concerns expressed to the Province
that vacant residential lend was being held for speculative purposes,
As part of the review, the Province has consulted with a number of munrcipalifies, Based on
the feedback received, the Province will be providing Municipalities with -the flexibility to levy a
higher property tax rate on vacant land approved for residentiall development, Municipalities
that are interested in this option should notify the Minister of Finance of their desire to utilize
this fleAbility, together wlthdeta0s of:
• their proposed approach;
• a council resolution; and
* a plan for consulting with the residential development sector.
283
For the 2018 tax year, munic! pal ifies should submit their notification in writing to the Minister of
Finance by March 1, 2018,
Municipal Property Tax Flexibility
Property, Tax Rate, QaJgWabon,Adiustment
In response to municipal requests, a technical adjustment to the provincially prescribed
national property tax rate calculation was announced in the 2,016 Ontzr)fio Budget and
recommitted to in the 2017 Ontario Bvtcqet. This adjustment enSLIreS that when calculating,
noUonal tax rates, municipalities and the Prownce are able to address any unintended effects
due to specific in -year property assessment changes, such as assessment appeal losses.
Municipalities continue to have the option to, adjust, the year-end assessment used in the
no'Uonal property tax rate calculation to offset changes resultinig from certain in -year
reassessment related changes, includling'.
• Assessment Review Board decisions;
• Request for Reconsiderat!'Dn%,
• Post Roll Amended Notices; and
s Special AdvisDri Notices,
Applying the technical adjustment is an annual municipal decision, and requires a council
resolution.
Adoption of the adjustment is implemented by selecting the adjustment through the OPTA
system. Mun ici palifies that do not use OPTA are required to send i'nfoirm ati o n i nciud i ng their
calculations supporting their adjustment to the Ministry via email to
int'a.t)ro,oertvtax0onitar,io,ca,,
To ensure the o,ngoing 'integrity of education property tax revenues, the property tax rate
calculation adjustment is, also applied to education property tax rates,
Tax Ratio Flexibill_t
M i
unicipallfies will continue to be provided with tax ratio flexibility to avoid most tax shifts that
may occur between property classes as a result of phased -in reassessment impacts,, For the
2018,tax year, Municipalities thattaX multi -residential properfies at more than double the rate
of residential properties will continue to have tax ratio flexibillity, but will not, be able, to increase
the multi -re si dential tax ratio, 'These municipalities w! 11 still be able to choose Whether to, use
tax flexibility !n response to reassessment -rebated' tax shifts among otter property classes,
Modified Ley4Eg§IdAio
Municipalities with property classes, subject to the levy restriction wHI continue to have the
flexibility to apply a municipal tax increase to those classes of up to 6O per cent of any increase
applied to the residential class. For instance, a municipality levying a 2 per, cent increase in
resWentlal taxes could raise taxes, on any restricted class by Lip to 1 per cent. As noted above,
ME
a full levy restriction will apply to multi -reshclentia I properties with a tax ratio greater than 2.0, in
201&
Education Property Tax Rates
.To, assist municipalities with their budget planning, draft education property tax rates for 2018
are attached, The Province -wide residentiall education property tax rate and the target and
ceilling business, education tax (BET) rates are surnmarized in the following table, The Provnce
will notify municipalities when these rates have been set M regulation„
If you have any questions related,to these decisions, please contact Chris BrOUghton, Director
of the Property Tax Policy Branch at Qhris,.,QrOUghton@ontarjo.,ca or,416-314-3801 .
We look forward to continuing to work in partnership with municipalities to ensure stability for
Ontario's property tax system,, while providing flexibility for municipalities in addressing their
local cirIOUrnstanices.
Sincerely,
Origin al ".rarer by
Allan Dolheny
Assistant Deputy Unister
Provincial Local finance Division
285
2017 Rates
2018 Rates,
Residential0,179%
--------------
...... .......
..
- OA70%
81EJ r Target
..
1.14%
--- --- — -------- - --------
1 M%
Commercial BET Ceiling
1.39%
1.34%
I ndustrial lBET Ceiling
1,39%
1,34%
If you have any questions related,to these decisions, please contact Chris BrOUghton, Director
of the Property Tax Policy Branch at Qhris,.,QrOUghton@ontarjo.,ca or,416-314-3801 .
We look forward to continuing to work in partnership with municipalities to ensure stability for
Ontario's property tax system,, while providing flexibility for municipalities in addressing their
local cirIOUrnstanices.
Sincerely,
Origin al ".rarer by
Allan Dolheny
Assistant Deputy Unister
Provincial Local finance Division
285
Mit"IsAry of tho, Attoynoy Qenural
Directot, Of CroWn OpoTatians
tVvuut Rogjor�
Lavr Vivlsbn
160, DufferhAwmije
So lte )(12
London ON NOMiNG
Tol,� 619MAQ4010i
Fox! 51MAA-2687
htnuai,'Y 22, 2018
Julio (inyon
Chiuf Administrative 0Ffice
County of L%ht
g"m)Aac wtrm-tl
Mliiist6rrtdtuP,roctirourgliu-i6raI
DIN v Cleat des s emkxIs dog pro nurrom do W
Courotme (R#glon,APt; uest)
Mision (Ju, didk-riroine.i
'150. Avenue Dufwr�q
lxll;�-1 I "Mr,
LoWun ON MAMA
5,101660 2400
519M61-2887
N0 o:J, akm PPIA111,11111110 et ( Bu dget Lft Emu res), 2 017 a n (1110 A A men d tat i i ts
In rollow up to(11V NflnWry communication dmad 16, 201,7 tchtwx:l to dw inlroductkm of'Bill 177, '1 arn
plmised to l0, you kuo,w Ifiat I'Wire?)- Owario Ace (ilud;cwt , Momurm),2011 7 mens pmed by the
lxgi s I at 1 ve Assetnlly of 0n to r 1 o o ii 1),.cenibw- 14, x,017
T16% jug'i'shiflull elmtjlus Viv AlLoracy Gulturul 141 Cm fift agreelverits with municJpalfties to Irmistler responsibil.hy
"Or ccdafil prosecutions cu saintly pimsectited by the Minisn-y's Criitdnal Law Division umck)r Part m of1he
Prvidydrd QffencerAcr,
T' XAA)PiWi C)CIfie IYPCS, Of,DfjIamm 41at %, ll Lic wansfibrrad includa, btl'I are Iml hmilod 1o, cei'taiij jjjgjej- 11,1e:
• Hiyhwuy Traffic Act (e.g. d rjvelifle license suspended),
• Corrl)pl,�'1501"yAito�'170bile,� M.5uronce Act (ei„, drive no Insurance),
• llfljt'Ortkence Act �e,g, sc-d I a k',,o kh without a license, solh ng Hquor to 4in intoxicated person), and
the
0j,7tario Soch")lyfor tho of cruoap � o Ani)'rycds Act (e.p,. breach of imJnuil care,
Standard S) ®
"The mijl W ry wi 11, coniilrrre I o pmsc c u tGr certain I)art III PC A, cases, i i r n 'tj d i nj,, I hi pml in wh idi a cr i in i na rdvarpe isr
also jaid, ehamat af"fender vogdstry Alul re'view of 011, a cdSC4-Casc Immis.
It i S antici nited that the I ra I'm ru of re �pous. i bi � i ty'W WI1l ()CL; Lfil 0 Vot'r I t W(', p 0�6 Ott b0gjjjrjjoV
"I Witil 111C,
that have dentonmulod m"Idiluss, and Capicily to assumD thk 4iiporlmv: ruporsibi hy,
To dkougs this, trandC], and Intal pin-nningy in a[ reprementflfive froln tfic Ministry wilt Ix Contilciii1g, tlui
faullicipal plvgraxil irpresonfidyo firt yum- area witkin, the nee flvoo wr^mks,
lryuu tluvvutly quo"40onsr ru'lute'd ki th'is pmjcd, pjmsl, cvltaut:
I'Douglas W'a1kkA:, Crown Am)inuy Elgyin
T0 519-631-1506
IIlktllkyou Pir Your Continued SLIJIj)(111 and uxtoparalioJI in tllis
West, Region
Km
VrOU DESERVE THE SPOTLI Ga, Wo"'
The International Plowing Match and Rural Expo offers the Unique OppOrtUnity for Your
Community and County to be in the spoillight. By hosting this event, Your Community
could bring approximately 85,000 people (on average) lo experience the sights, sounds
and business unique to your area.
The Internatiorial Plowing Match and
rural GDMMLjnities. In fact, over $ 25
from visitors and event operations,
-Rural Expo is a very positive economic driver for
minion''""* ran: be generated for economic, impact
We extend a special invitation to you to, attend a, Corninunity Information Meeting to learn
more about hosting the internati.onall Plov&ig Match and Rural Expo
11,
9
Friday, February, 2V at 7:00 p.m.
Drangleville Fairgrourids Birch Roarn
2470,90 Side Road 5,
Mono, ON L 6K5
Saturday, February 24"',2018 at 1:00, 1p.m.
Giemink Sportsplex —Wascast Room
887' Adair Boulevard
Strathroy, ON N7G 318
We welconne plowing enthusiast, cornmunlity arnbassadars and all those interested in
advancing AgriCU]t.t.j re , Rural Liviing and Your Corrirnunity, Cerne arid. br[ng a friend!
In case of inclement weather, please calf our office of: check p1.oMngmatch.o,rg for updates.
""'Source: TRDW, Ontario Minisroy of Tourism, Culture, and Sport
Ontario Plowmen's Association
188 NiGklin Road * GUD'Pl"' ON o N1 H,, 7L5
519-767-29128 OR 1 80& 661-7569
events@plovvingmatch.org
287
c ".
ST T H
O
/M/
TICI�11:1 RAILWAY CITY'
"I
JaIlUary 25, 2018
(Ireen Lane Cornmunity Truist Fund
AIM: Ntiolicle 1.,��nt, 'I"("imship Of'soutlu'vold
Via E"Anail, WILIOUR
Mehifle Knapp,Corporace Admin & Accesslbfflcy Oerr
1. 0 1 II)l 63 1. 1680 N4 125 f, (5 19) 63 11)
5,1'1 I 'aNg P"(Y Hu% SC, PoH
St, (homi"I's, 01)1,dlic, M
I - ( iiv 'pent
lac_ G
� ircen Lanic Conim rust Fund "Oni i
"PP
" k
Dear lvlsLant.
I'llomc bc, advised (hat tho Counoil ofillo Corporation of Ific (""ity ofStAlwmas passed flie
fbIlowing iesolution,()tl,Ja,iitia-y22""� ,,2018:
I'' f I I A'FCouncil uppoiril''m I ayor'lackson to Ille Clprverl, I alic culTUTILL1.1ilyTrust Fund for 2018,."
Should', you have any qlCstions, please core act iny.wll" rat the infortnatiori, above.
Siflocirly,
,/'M, U�VA 145&qf
Me.11anic1 .wipl'i
Corporate Administrative & Accessibility Clerk
de K.Thompson, County (A"Elgin, Vin, Errinik
KM
Statistics Statistlique
,a
Canad Canada,
Horne 4, The Daily
Table 2
Consumer Price Index. for the provinces
and for WhitehorseYe I ellowknif and lqalu':t
seasonally adj;usted
Back to nuiln article GLV (I W
........... _1_1
Select column's
Relative
October
Novernber
importance
Novoroho,
October
November
to
2016 to
2015
2017
20,17
November
November
1
. . ...................... .. . . ................................... . .. . . -J
..... . . . . . ...........................................................................................
........................................ . .. . ..
20,17
. ......
2017
GA
(2002;;100)
(2002=100)
(2002=100)
% chainge
change
Canada
1010-00 2
128.,
130.9
131.3
0.3
2.1
Newfoundland
1.39,
134.10
136.1
1361
OA
2A
and Labrador
Prince Edward
0.33
1131.8
1315
1347
0�9
22
Island
Nova Scotia
2.3,8
1130.9
132,8
11331
0,3
1.
New
1,85
123.0,
131.4
132.4
0.8
2,.7
Brunswick
QUebec
20,913
125,6,
127.2
127.7
0.4
1.7
Ontario
39.3�4
130.2,
132.3
1321
0.3
1.9
Man rtaba
3,04
127,91
131.4
132,01
0,5
3.2
Saskatchewan
3.018
131,7
135.4
136.61
0.9
3.7
Alberta,
'13.07
135.0
137.6
138.4
0,61
2,5
British
14.4 9
122.7
126,6
125,9
U
2,6
COlUmbia
Whitehorse
0,08
12 m'1
127,3
129,0
1!1 "3
2.3
Mg
Relative October November
importance NoVoIrnber October Novo w. b e r I'D 2016 to
4 2016 2017 20117 November Novernber
2017 2017
Yellowknife 0.07 132,,6 133A 124,E 0.7 IA
lqaluit Dec. 0.03 124.0 126,5 126.0 -0A 1.6
20012=100,)
Source(s): NS tables 326-0020 and 326-0031.
Date niodffie&
2017-12-21
290
COUNTY OF ELGIN
By -Law No. 18-03
"BEING A BY-LAW TO AUTHORIZE THE WARDEN AND CHIEF ADMINISTRATIVE
OFFICER TO ENTER INTO A TRANSFER PAYMENT AGREEMENT WITH THE
ONTARIO MINISTRY OF TRANSPORTATION, UNDER THE
ONTARIO MUNICIPAL COMMUTER CYCLING (OMCC) PROGRAM TO INSTALL
COMMUTER CYCLING LANES ALONG PIONEER LINE"
WHEREAS Section 5(3) of the Municipal Act, S.O. 2001, Chapter 25 as amended
grants municipal power to exercise its capacity, rights, powers and privileges by by-law;
and,
WHEREAS Section 8(1) of said Act confers broad authority to municipalities to
govern its affairs as it considers appropriate; and,
WHEREAS Section 9 of said Act confers upon a Municipality the rights, powers and
privileges of a natural person for the purpose of exercising its authority under this or any
other Act: and,
WHEREAS the Ontario Ministry of Transportation, through its Ontario Municipal
Commuter Cycling (OMCC) program, has granted Elgin County $322,533.85 as its 80
percent contribution towards the installation of commuter cycling lanes along Pioneer Line
(County Road #2) between Furnival Road and the Village of West Lorne; and,
WHEREAS Elgin County Council deems it advisable to contribute the remaining 20
percent of costs for the specific purposes mentioned herein; and,
WHEREAS Elgin County Council deems it expedient to enter into a written
agreement with the Ontario Ministry of Transportation in the form of the content attached
as Schedule "A" hereto:
NOW THEREFORE BE IT RESOLVED THAT the Municipal Council of the Corporation of
the County of Elgin enacts as follows -
1 .
ollows:
1. THAT the Warden and Chief Administrative Officer be authorized and directed to
enter into a Transfer Payment Agreement, attached as Schedule "A" hereto, with Her
Majesty The Queen in Right of Ontario as represented by the Minister of Transportation to
accept funding for specific initiatives; and,
2. THAT this by-law shall become effective once executed by both parties.
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 30TH DAY OF
JANUARY 2018.
Julie Gonyou,
Chief Administrative Officer.
291
David Marr,
Warden.
County of Elgin By -Law 18-03 Schedule "A
ONTARIO MUNICIPAL COMMUTER CYCLING (OMCC) PROGRAM
TRANSFER PAYMENT AGREEMENT
THIS TRANSFER PAYMENT AGREEMENT for the Ontario Municipal Commuter
Cycling (OMCC) Program (the "Agreement"), made in quadruplicate, is effective as of
the Effective Date (both "Agreement" and "Effective Date" as defined in section A1.2
(Definitions)).
BETWEEN:
Her Majesty the Queen in right of Ontario
as represented by the Minister of Transportation for the Province of
Ontario
-and -
The County of Elgin
BACKGROUND
(the "Province")
(the "Recipient")
The Province and the Recipient (the "Parties") recognize that investment in commuter
cycling infrastructure is a key component in Ontario's Climate Change Action Plan.
The Recipient has applied to the Province for funds to assist the Recipient in completing
the Projects on the Eligible Projects List ("Projects" and "Eligible Projects List" as
defined in section A1.2 (Definitions)) and further described in Schedule "C" (Eligible
Projects List and Timelines).
The Projects support the provincial goals of implementing new or expanded commuter
cycling infrastructure to support commuter and frequent cycling.
The Province has agreed, subject to the terms and conditions set out in the Agreement,
to financially contribute to the completion of the Projects.
The Agreement sets out the terms and conditions upon which the Province has agreed
to provide the Recipient with funding towards the Eligible Costs of each Eligible Project
("Eligible Costs" and "Eligible Project" as defined in section A1.2 (Definitions)), up to
Elgin County and Ontario OMCC Program TPA Page 1 of 67
292
the maximum set out in the Agreement, and the Recipient has agreed to fund a
minimum of 20% of the Eligible Costs of each Eligible Project.
CONSIDERATION
In consideration of the mutual covenants and agreements contained in the Agreement
and for other good and valuable consideration, the receipt and sufficiency of which are
expressly acknowledged, the Province and the Recipient agree as follows:
1.0 ENTIRE AGREEMENT
1.1 Entire Agreement. The Agreement, including:
Schedule "A" - General Terms and Conditions
Schedule "B" - Recipient Information
Schedule "C" - Eligible Projects List and Timelines
Sub -schedule "C.1" - Eligible Projects List
Schedule "D" - Description of Annual Allocations
Sub -schedule "D.1" - Table of Annual Allocations
Sub -schedule "D.2" - Form of Annual Declaration of OMCC Participation
Schedule "E" - Eligible and Ineligible Costs
Schedule "F" - Reporting and Evaluation
Schedule "G" - Communications Protocol
Schedule "H" - Disposal of and Revenues from Assets
Schedule "I" - Aboriginal Consultation Protocol
Schedule "J" - Certificates and Declarations
Sub -schedule "J.1" - Ontario Municipal Commuter Cycling (OMCC) Program
Form of Annual Funding Certificate
Sub -schedule "J.2" - Ontario Municipal Commuter Cycling (OMCC) Program
Form of Annual Eligible Projects Declaration
Sub -schedule "J.3" - Ontario Municipal Commuter Cycling (OMCC) Program
Form of Solemn Declaration of Substantial Completion,
and
any amending agreement entered into as provided for in section 4.1
(Amendments),
constitutes the entire agreement between the Parties with respect to the subject matter
contained in the Agreement and supersedes all prior oral or written representations and
agreements.
2.0 CONFLICT OR INCONSISTENCY
2.1 Conflict or Inconsistency. In the event of a conflict or inconsistency between
any of the requirements of:
Elgin County and Ontario OMCC Program TPA Page 2 of 67
293
(a) the main body of the Agreement and any of the requirements of a
schedule or a sub -schedule, the main body of the Agreement will prevail;
(b) Schedule "A" (General Terms and Conditions) and any of the
requirements of another schedule or a sub -schedule, Schedule "A"
(General Terms and Conditions) will prevail; or
(c) a schedule and any of the requirements of a sub -schedule, the schedule
will prevail.
3.0 COUNTERPARTS
3.1 Counterparts. The Agreement may be executed in any number of counterparts,
each of which will be deemed an original, but all of which together will constitute
one and the same instrument.
4.0 AMENDING THE AGREEMENT
4.1 Amendments. The Agreement may only be amended by a written agreement.
4.2 Execution of Amending Agreements. An amending agreement under section
4.1 (Amendments) must be executed by the respective representatives of the
Parties listed in the signature page below.
4.3 Execution of Amending Agreements - Exceptions. Despite section 4.2
(Execution of Amending Agreements), an amending agreement under section 4.1
(Amendments) for amendments pursuant to sections C3.2 (Amending Agreement
for Changes to the Eligible Projects List), D2.2 (Amending Agreement for
Changes to Annual Allocations) or F7.2 (Amending Agreement for Changes to
the Reporting) may be executed by the respective authorized representatives of
the Parties listed in Schedule "B" (Recipient Information).
5.0 ACKNOWLEDGEMENT
5.1 Acknowledgement. The Recipient acknowledges that:
(a) by receiving Funds (as defined in section A1.2 (Definitions)) it may
become subject to legislation applicable to organizations that receive
funding from the Government of Ontario, including the Broader Public
Sector Accountability Act, 2010 (Ontario), the Public Sector Salary
Disclosure Act, 1996 (Ontario), and the Auditor General Act (Ontario);
Elgin County and Ontario OMCC Program TPA
294
Page 3 of 67
(b) Her Majesty the Queen in right of Ontario has issued expenses,
perquisites, and procurement directives and guidelines pursuant to the
Broader Public Sector Accountability Act, 2010 (Ontario);
(c) the Funds are:
(i) to assist the Recipient to carry out the Projects and not to provide
goods or services to the Province;
(ii) funding for the purposes of the Public Sector Salary Disclosure Act,
1996 (Ontario);
(d) the Province is not responsible for carrying out the Projects; and
(e) the Province is bound by the Freedom of Information and Protection of
Privacy Act (Ontario) and that any information provided to the Province in
connection with the Projects or otherwise in connection with the
Agreement may be subject to disclosure in accordance with that Act.
- SIGNATURE PAGE FOLLOWS -
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The Parties have executed the Agreement on the dates set out below.
HER MAJESTY THE QUEEN IN RIGHT OF
ONTARIO as represented by the Minister of
Transportation for the Province of Ontario
Date Name: Jamie Austin
Date
Title: Director, Transportation Policy Branch
The County of Elgin
Name: Ms. Julie Gonyou
Title: Chief Administrative Officer
I have authority to bind the Recipient.
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SCHEDULE "A"
GENERAL TERMS AND CONDITIONS
A1.0 INTERPRETATION AND DEFINITIONS
A1.1 Interpretation. For the purposes of interpretation:
(a) words in the singular include the plural and vice -versa;
(b) words in one gender include all genders;
(c) the background and the headings do not form part of the Agreement; they
are for reference only and will not affect the interpretation of the
Agreement;
(d) any reference to dollars or currency will be in Canadian dollars and
currency; and
(e) all accounting terms not otherwise defined in the Agreement have their
ordinary meanings.
A1.2 Definitions. In the Agreement, the following terms will have the following
meanings:
"Aboriginal Community" has the meaning ascribed to it in section 11.1
(Definitions).
"Agreement" means this Transfer Payment Agreement for the Ontario Municipal
Commuter Cycling (OMCC) Program entered into between the Province and the
Recipient, all of the schedules and sub -schedules listed in section 1.1 (Entire
Agreement), and any amending agreement entered into pursuant to section 4.1
(Amendments).
"Annual Allocation" means an annual allocation set out in Sub -schedule "D.1"
(Table of Annual Allocations).
"Annual Declaration of OMCC Participation" means an annual declaration of
OMCC participation, in the form set out in Sub -schedule "D.2" (Form of Annual
Declaration of OMCC Participation).
"Annual Eligible Projects Declaration" means an annual Eligible Projects
declaration, in the form set out in Sub -schedule "J.2" (Ontario Municipal
Commuter Cycling (OMCC) Program Form of Annual Eligible Projects
Declaration).
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"Annual Financial Reports" means the Annual Financial Reports described in
Article F1.0 (Annual Financial Reports).
"Annual Funding Certificate" means an Annual Funding Certificate, in the form
set out in Sub -schedule "J.1" (Ontario Municipal Commuter Cycling (OMCC)
Program Form of Annual Funding Certificate).
"Annual Implementation Reports" means the Annual Implementation Reports
described in section F2.1 (Annual Implementation Reports).
"Asset" means any real or personal property or immovable or movable asset
acquired, constructed, repaired, rehabilitated, renovated or improved, in whole or
in part, with the Funds.
"Authorities" means any government authority, agency, body or department,
whether federal, provincial or municipal, having or claiming jurisdiction over the
Agreement or any Eligible Project, or both.
"Business Day" means any working day, Monday to Friday inclusive, excluding
statutory and other holidays, namely: New Year's Day; Family Day; Good Friday;
Easter Monday; Victoria Day; Canada Day; Civic Holiday; Labour Day;
Thanksgiving Day; Remembrance Day; Christmas Day; Boxing Day and any
other day on which the Province has elected to be closed for business.
"Cap and Trade Program" means Ontario's Cap and Trade Program.
"Contract" means a contract between the Recipient and a Third Party whereby
the Third Party agrees to supply goods or services, or both, for an Eligible Project
in return for financial consideration.
"Effective Date" means the date of signature by the last signing party to the
Agreement.
"Eligible Costs" means the costs that are eligible for funding under the
Agreement and that are described in Article E2.0 (Eligible Costs).
"Eligible Project" means a commuter cycling project that is listed on the Eligible
Projects List.
"Eligible Projects List" means the list of Eligible Projects in Sub -schedule "C.1"
(Eligible Projects List).
"Environmental Laws" means all applicable federal, provincial or municipal
laws, regulations, by-laws, orders, rules, policies or guidelines respecting the
protection of the natural environment, public or occupational health or safety, and
the manufacture, importation, handling, transportation, storage, disposal and
Elgin County and Ontario OMCC Program TPA
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treatment of environmental contaminants and include, without limitation, the
Environmental Protection Act (Ontario), Environmental Assessment Act
(Ontario), Ontario Water Resources Act (Ontario), Canadian Environmental
Protection Act, 1999 (Canada), Canadian Environmental Assessment Act, 2012
(Canada), Fisheries Act (Canada) and Navigation Protection Act (Canada).
"ERS" means the Ontario Enterprise Registration System.
"Event of Default" has the meaning ascribed to it in section A13.1 (Events of
Default).
"Expiry Date" means March 31, 2021.
"Final Report" means the Final Report described in Article F3.0 (Final Report).
"Funding Year" means:
(a) in the case of the first Funding Year, the period commencing on the
Effective Date and ending on the following March 31; and
(b) in the case of Funding Years subsequent to the first Funding Year, the
period commencing on April 1 following the end of the previous
Funding Year and ending on the following March 31.
"Funds" means the money the Province provides to the Recipient pursuant to
the Agreement.
"Generally Accepted Auditing Standards" means Canadian Generally
Accepted Auditing Standards as adopted by the Canadian Institute of Chartered
Accountants applicable as of the date on which such record is kept or required to
be kept in accordance with such standards.
"GHG" means greenhouse gas.
"Government of Ontario" includes any ministry, agency or Crown corporation
of the Government of Ontario.
"Indemnified Parties" means Her Majesty the Queen in right of Ontario, Her
ministers, agents, appointees and employees.
"Ineligible Costs" means the costs that are ineligible for funding under the
Agreement, and that are described in Article E3.0 (Ineligible Costs).
"Notice" means any communication given or required to be given pursuant to
the Agreement.
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"Notice Period" means the period of time within which the Recipient is required
to remedy an Event of Default pursuant to paragraph A13.3(b), and includes any
such period or periods of time by which the Province extends that time in
accordance with section A13.4 (Recipient Not Remedying).
"OMCC" means Ontario Municipal Commuter Cycling.
"OMCC Program" means the Ontario Municipal Commuter Cycling Program.
"Parties" means the Province and the Recipient.
"Partner" means any entity, other than a Third Party, participating in and
contributing to the Project, other than financially only, as described in the
Recipient's application submitted to the Province or, with the written consent of
the Province, as subsequently permitted to participate or contribute to the
Project.
"Partner Agreement" means a legally binding agreement between the Recipient
and a Partner.
"Party" means either the Province or the Recipient.
"Projects" means, collectively, the Eligible Projects.
"Projects End Date" means, in respect of the Projects, December 30, 2020.
"Reports" means the reports described in Schedule "F" (Reporting and
Evaluation).
"Requirements of Law" means all applicable requirements, laws, statutes,
codes, acts, ordinances, approvals, orders, decrees, injunctions, by-laws, rules,
regulations, official plans, permits, licences, authorizations, directions, and
agreements with all Authorities, and includes the Environmental Laws.
"Solemn Declaration of Substantial Completion" means the Solemn
Declaration of Substantial Completion, in the form set out in Sub -schedule "J.3"
(Ontario Municipal Commuter Cycling (OMCC) Program Form of Solemn
Declaration of Substantial Completion).
"Substantial Completion" means substantially performed, as described in and
will be determined in accordance with, subsection 2(1) of the Construction Lien
Act (Ontario) for each Eligible Project, and for the purposes of the Projects,
means the substantial completion of the last Eligible Project on or before
December 30, 2020.
"Substantial Completion Date" means the substantial completion date
indicated on the Solemn Declaration of Substantial Completion.
Elgin County and Ontario OMCC Program TPA Page 9 of 67
300
"Term" means the period of time described in section A3.1 (Term).
"Third Party" means any legal entity, other than a Party, who supplies goods or
services, or both, to the Recipient for any of the Eligible Projects.
"Timelines" means the date set out in section C2.1 (Timelines).
"Usage Data Report" means the Usage Data Report described in Article F4.0
(Usage Data Report).
A2.0 REPRESENTATIONS, WARRANTIES, AND COVENANTS
A2.1 General. The Recipient represents, warrants, and covenants that:
(a) it is, and will continue to be, a validly existing legal entity with full power to
fulfill its obligations under the Agreement;
(b) it has, and will continue to have, the experience and expertise necessary
to carry out the Projects;
(c) it is in compliance with, and will continue to comply with, all Requirements
of Law related to any aspect of an Eligible Project, the Funds, or both;
(d) unless otherwise provided for in the Agreement, any information the
Recipient provided to the Province in support of its request for funds
including, without limitation, information relating to any eligibility
requirements and Eligible Project, and the Timelines was true and
complete at the time the Recipient provided it and will continue to be true
and complete;
(e) it is registered with the ERS and the information it provided for the ERS
was true and complete at the time it provided it and will continue to be true
and complete;
(f) it is not in default of any term, condition or obligation under any transfer
payment or loan agreement with Her Majesty the Queen in right of Ontario
or one of Her agencies; and
(g) its past performance with respect to any project under a transfer payment
agreement with Her Majesty the Queen in right of Ontario or one of Her
agencies was considered satisfactory by that party.
A2.2 Execution of Agreement. The Recipient represents and warrants that it has:
(a) the full power and authority to enter into the Agreement; and
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(b) taken all necessary actions to authorize the execution of the Agreement.
A2.3 Governance. The Recipient represents, warrants and covenants that it has, and
will maintain in writing, and will follow:
(a) a code of conduct and ethical responsibilities for all persons at all levels of
the Recipient's organization;
(b) procedures to enable the Recipient's ongoing effective functioning;
(c) decision-making mechanisms for the Recipient;
(d) procedures to enable the Recipient to manage Funds prudently and
effectively;
(e) procedures to enable the Recipient to complete each Eligible Project
successfully;
(f) procedures to enable the Recipient to identify risks to the completion of
each Eligible Project, and strategies to address the identified risks to meet
the Projects End Date, all in a timely manner;
(g) procedures to enable the preparation and submission of all Reports
required pursuant to Article A7.0 (Reporting, Accounting, and Review);
and
(h) procedures to enable the Recipient to address such other matters as the
Recipient considers necessary to carry out its obligations under the
Agreement.
A2.4 Supporting Proof. Upon request of the Province and within the timelines set out
in the request, the Recipient will provide the Province with proof of the matters
referred to in this Article A2.0 (Representations, Warranties and Covenants).
A3.0 TERM OF THE AGREEMENT AND EXTENSION
A3.1 Term. The term of the Agreement will commence on the Effective Date and will
expire on the Expiry Date unless terminated earlier pursuant to Article A11.0
(Termination on Notice), Article Al2.0 (Termination Where No Appropriation or
Funds under the Cap and Trade Program) or Article A13.0 (Events of Default,
Corrective Action, and Termination for Default).
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A4.0 FUNDS AND CARRYING OUT THE PROJECT
A4.1 Funds Provided. The Province will, in respect of the Projects:
(a) provide Funds to the Recipient up to the aggregate of each Annual
Allocation for the Recipient to use towards the Eligible Costs of any
Eligible Project;
(b) deposit the Funds into an account designated by the Recipient provided
that the account:
(i) resides at a Canadian financial institution; and
(ii) is in the name of the Recipient.
A4.2 Limitation on Payment of Funds. Despite section A4.1 (Funds Provided):
(a) the Province is not obligated to provide any Funds to the Recipient until
the Recipient complies with the conditions precedent set out in paragraphs
A32.1 (a) and (b);
(b) the Province may adjust the amount of Funds it provides to the Recipient
in any Funding Year based upon any of the following:
(i) the Province's assessment of the information the Recipient provides
to the Province pursuant to section A7.1 (Preparation and
Submission);
(ii) the number of recipients, other than the Recipient, participating in the
OMCC Program; or
(c) if, pursuant to the Financial Administration Act (Ontario) or the Cap and
Trade Program, the Province does not receive the necessary
appropriation from the Ontario Legislature or the necessary funds for
payment under the Agreement, the Province is not obligated to make any
such payment, and, as a consequence, the Province may:
(i) reduce the amount of Funds and change the Projects; or
(ii) terminate the Agreement pursuant to section Al2.1 (Termination
Where No Appropriation or Funds under the Cap and Trade Program).
A4.3 Carry Out the Eligible Projects. The Recipient will, in respect of the Projects
and each Eligible Project:
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(a) determine which Eligible Projects, from the Eligible Projects List, the
Recipient will carry out;
(b) carry out each Eligible Project in accordance with the Agreement; and
(c) complete each Eligible Project the Recipient has chosen to carry out
pursuant to paragraph A4.3(a) by the Projects End Date.
A4.4 Use of Funds and Carry out the Projects. The Recipient will, in respect of
each Eligible Project, do all of the following:
(a) use the Funds only for the purpose of carrying out the Eligible Project;
(b) spend the Funds only in accordance with the Agreement, including the
Annual Allocations;
(c) not use the Funds to cover any cost that has or will be funded or
reimbursed by one or more of any third party, ministry, agency, or
organization of the Government of Ontario; and
(d) contribute a minimum amount of 20% towards the total Eligible Costs of
each Eligible Project, irrespective of any contribution received from any
third party source, including any Partner.
A4.5 Interest Bearing Account. If the Province provides Funds to the Recipient
before the Recipient's immediate need for the Funds, the Recipient will place the
Funds in an interest bearing account in the name of the Recipient at a Canadian
financial institution.
A4.6 Interest. If the Recipient earns any interest on the Funds:
(a) the Recipient may use the interest earned toward the Eligible Costs of any
Eligible Project but cannot reduce the 20% minimum amount towards
Eligible Costs for each Eligible Project;
(b) the Recipient will annually declare the amount of interest earned and
describe its use in the Annual Funding Certificate; and
(c) the Province may demand from the Recipient the payment of an amount
equal to any interest:
(i) remaining in the possession or under the control of the Recipient by
the Projects End Date; or
(ii) the Recipient failed to use in accordance with the terms and
conditions of the Agreement.
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A4.7 Rebates, Credits and Refunds. The Province, in calculating Funds, will deduct
from any Annual Allocation any costs (including taxes) for which the Recipient
has received, will receive, or is eligible to receive, a rebate, credit or refund.
A4.8 Recipient's Acknowledgement of Responsibility for Projects. The Recipient
will assume full responsibility for each Eligible Project including, without
limitation:
(a) complete, diligent and timely implementation in accordance with the terms
and conditions of the Agreement;
(b) the entire costs of the Eligible Project including, without limitation,
overruns if any;
(c) subsequent operation, maintenance, repair, rehabilitation, demolition or
reconstruction, as required and as per appropriate standards, and any
related costs for the full lifecycle of the Eligible Project; and
(d) undertaking, or causing to be undertaken, any engineering and
construction work in accordance with industry standards.
A4.9 Disclosure of Other Financial Assistance and Adjustments. The Recipient
agrees:
(a) to inform the Province promptly of any financial assistance received, other
than from the Province pursuant to the Agreement, for any Eligible Project;
and
(b) if the Recipient receives or is owed financial assistance from the
Government of Ontario, other than from the Province pursuant to the
Agreement, in respect of the Eligible Costs of an Eligible Project, the
Province may reduce the Funds or demand the repayment of Funds in an
amount up to the financial assistance received or owed.
A4.10 Inability to Complete Eligible Projects. If, at any time during the Term, the
Recipient determines that it may not be possible for it to complete an Eligible
Project on or before December 30, 2020 for any reason including, without
limitation, lack of funding available for the Eligible Project (the "Issue"), the
Recipient will immediately notify the Province of that determination and provide
the Province with a summary of the measures that the Recipient proposes to
remedy the Issue. If the Province is not satisfied that the measures proposed will
be adequate to remedy the Issue, then the Province may initiate any one or more
of the actions provided for in section A13.2 (Consequences of Events of Default
and Corrective Action).
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A5.0 RECIPIENT'S ACQUISITION OF GOODS OR SERVICES, RELATED
CONTRACTS AND DISPOSAL OF ASSETS
A5.1 Acquisition. If the Recipient acquires goods, services, or both with the Funds, it
will:
(a) do so through a process that promotes the best value for money; and
(b) comply to the extent applicable with the Broader Public Sector
Accountability Act, 2010 (Ontario), including any procurement directive
issued thereunder, to the extent applicable.
A5.2 Disposal. The Recipient will not, without the Province's prior written consent,
sell, lease or otherwise dispose of any Asset other than in accordance with the
terms and conditions set out in Schedule "H" (Disposal of and Revenues from
Assets).
A5.3 Contract Provisions. The Recipient will ensure that all Contracts are consistent
with, and incorporate, the applicable terms and conditions of the Agreement.
More specifically, but without limiting the generality of the foregoing, the
Recipient agrees to include provisions in all Contracts to:
(a) ensure that proper and accurate accounts and records are maintained for
at least 7 years after the expiry or early termination of the Agreement;
(b) ensure compliance with all applicable Requirements of Law including,
without limitation, labour and human rights legislation; and
(c) secure the respective rights of the Province, any authorized representative
and any independent auditor identified by the Province in paragraph
A7.3(b), and the Auditor General in section A7.6 (Auditor General).
A6.0 CONFLICT OF INTEREST
A6.1 No Conflict of Interest. The Recipient will carry out each Eligible Project and
use the Funds without an actual, potential or perceived conflict of interest.
A6.2 Conflict of Interest Includes. For the purposes of this Article A6.0 (Conflict of
Interest), a conflict of interest includes any circumstances where, in respect of
each Eligible Project:
(a) the Recipient; or
(b) any person who has the capacity to influence the Recipient's decisions,
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has outside commitments, relationships or financial interests that could, or could
be seen to, interfere with the Recipient's objective, unbiased and impartial
judgment relating to the Eligible Project, the use of the Funds, or both.
A6.3 Disclosure to Province. The Recipient will:
(a) disclose to the Province, without delay, any situation that a reasonable
person would interpret as an actual, potential or perceived conflict of
interest; and
(b) comply with any terms and conditions that the Province may prescribe as
a result of the disclosure.
A7.0 REPORTING, ACCOUNTING, AND REVIEW
A7.1 Preparation and Submission. The Recipient will:
(a) submit to the Province at the address referred to in section A17.1 (Notice
in Writing and Addresses), all Reports in accordance with the timelines
and content requirements as provided for in Schedule "F" (Reporting and
Evaluation), or in a form as specified by the Province from time to time;
(b) submit to the Province at the address referred to in section A17.1 (Notice
in Writing and Addresses), any other reports as may be requested by the
Province in accordance with the timelines and content requirements
specified by the Province;
(c) ensure that all Reports and other reports are completed to the satisfaction
of the Province; and
(d) ensure that all Reports and other reports are signed on behalf of the
Recipient by the Recipient's chief administrative officer or, as set out
otherwise in the Agreement or with the consent of the Province, another
authorized signing officer.
A7.2 Record Maintenance and Audit.
(a) The Recipient will, in respect of each Eligible Project, keep and maintain:
(i) all financial records including, without limitation, invoices relating to the
Funds or otherwise the Eligible Project in a manner consistent with
generally accepted accounting principles; and
(ii) all non-financial documents and records relating to the Funds or
otherwise to the Eligible Project, including without limitation, all
Contracts and Partner Agreements.
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(b) Unless otherwise specifically set out in the Agreement, the Recipient will
request and manage the undertaking of all audits for each Eligible Project
by accredited external independent auditors and the delivery of
corresponding audit reports, at its own expense, in accordance with
Generally Accepted Auditing Standards and in the timeframe set out in the
Agreement.
A7.3 Inspection and Data Collection .
(a) The Province, any authorized representative, or any independent auditor
identified by the Province may, at the Province's expense and at any time,
during normal business hours, enter upon the Recipient's premises to
review the progress of any Eligible Project and the Recipient's allocation
and expenditure of the Funds and, for these purposes, the Province, any
authorized representative, or any independent auditor identified by the
Province may take one or more of the following actions:
(i) inspect and copy the records and documents referred to in section
A7.2 (Record Maintenance and Audit);
(ii) remove any copies made pursuant to paragraph A7.3(a) from the
Recipient's premises; and
(iii) conduct an audit or investigation of the Recipient in respect of the
expenditure of the Funds, any Eligible Project, or both.
(b) The Recipient will ensure all Contracts and Partner Agreements include
the right of the Province, any authorized representative, any independent
auditors identified by the Province, or the Auditor General to carry out the
inspection and audits contemplated pursuant to the Agreement and will
coordinate the access of the Province with any Third Party and Partner for
the purpose of such inspections and audits.
(c) The Province, any authorized representative, or any independent auditor
identified by the Province may, at the Province's expense and at any time,
during normal business hours, may direct the Recipient to undertake an
intercept survey of cyclists for a completed Eligible Project.
(i) Where the Province exercises this right, the Recipient's must
distribute a copy of intercept survey documentation to individuals
cycling on completed Eligible Project.
(ii) The Province will be responsible for providing all required intercept
survey documentation to the Recipient and for collecting any
information obtained through this survey.
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(iii) The Recipient will be required to distribute the intercept survey
documentation on the specified day from 07:00 and 10:00; from
12:00 and 14:00, which will be at least 12 months but no more than
24 months after Substantial Completion of an Eligible Project.
(d) The Province, any authorized representative, or any independent auditor
identified by the Province may, at the Province's expense and at any time,
during normal business hours, may undertake an intercept survey of
cyclists using any completed Eligible Project.
A7.4 Disclosure. To assist in respect of the rights provided for in section A7.3
(Inspection), the Recipient will disclose any information requested by the
Province, any authorized representative, or any independent auditor identified by
the Province, and will do so in the form requested by the Province, any
authorized representative or any independent auditor identified by the Province,
as the case may be.
A7.5 No Control of Records. No provision of the Agreement will be construed so as
to give the Province any control whatsoever over the Recipient's records.
A7.6 Auditor General. The Province's rights under this Article A7.0 (Reporting,
Accounting, and Review) are in addition to any rights provided to the Auditor
General pursuant to section 9.1 of the Auditor General Act (Ontario).
A7.7 Calculations. The Recipient will make all calculations and prepare all financial
data to be submitted in accordance with the generally accepted accounting
principles in effect in Canada. These will include, without limitation, those
principles and standards approved or recommended from time to time by the
Canadian Institute of Chartered Accountants or the Public Sector Accounting
Board, as applicable, or any successor institute, applied on a consistent basis.
A8.0 COMMUNICATIONS REQUIREMENTS
A8.1 Acknowledgement of Support. Unless otherwise directed by the Province, the
Recipient will acknowledge the support of the Province as set out in Schedule
"G" (Communications Protocol).
A8.2 Publication. The Recipient will indicate, in any of its Projects -related
publications, whether written, oral, or visual, that the views expressed in the
publication are the views of the Recipient and do not necessarily reflect those of
the Province.
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A9.0 INDEMNITY
A9.1 Indemnification. The Recipient will indemnify and hold harmless the
Indemnified Parties from and against any and all liability, loss, costs, damages
and expenses (including legal, expert and consultant fees), causes of action,
actions, claims, demands, lawsuits or other proceedings, by whomever made,
sustained, incurred, brought or prosecuted, in any way arising out of or in
connection with any Eligible Project or otherwise in connection with the
Agreement, unless solely caused by the negligence or wilful misconduct of the
Indemnified Parties.
A10.0 INSURANCE
A10.1 Recipient's Insurance. The Recipient represents, warrants and covenants that
it has, and will maintain, at its own cost and expense, with insurers having a
secure A.M. Best rating of B+ or greater, or the equivalent, all the necessary and
appropriate insurance that a prudent person carrying out a project similar to the
Projects would maintain, including commercial general liability insurance on an
occurrence basis for third party bodily injury, personal injury and property
damage, to an inclusive limit of not less than $2,000,000.00 per occurrence. The
insurance policy will include the following:
(a) the Indemnified Parties as additional insureds with respect to liability
arising in the course of performance of the Recipient's obligations under,
or otherwise in connection with, the Agreement;
(b) a cross -liability clause;
(c) contractual liability coverage; and
(d) a 30 -day written notice of cancellation.
A10.2 Proof of Insurance. The Recipient will:
(a) provide the Province, prior to Funds being provided in each Funding Year,
either:
(i) certificates of insurance that confirm the insurance coverage as
provided for in section A10.1 (Recipient's Insurance); or
(ii) other proof that confirms the insurance coverage as provided for in
section A10.1 (Recipient's Insurance); and
(b) upon the request of the Province, the Recipient will make available to the
Province a copy of each insurance policy.
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A11.0 TERMINATION ON NOTICE
A11.1 Termination on Notice. The Province may terminate the Agreement at any time
without liability, penalty or costs upon giving at least 30 days' Notice to the
Recipient.
A11.2 Consequences of Termination on Notice by the Province. If the Province
terminates the Agreement pursuant to section A11.1 (Termination on Notice), the
Province may take one or more of the following actions:
(a) cancel all further instalments of Funds;
(b) demand from the Recipient the payment of any Funds remaining in the
possession or under the control of the Recipient; and
(c) determine the reasonable costs for the Recipient to wind down the Project,
and do either or both of the following:
(i) permit the Recipient to offset such costs against the amount owing
pursuant to paragraph Al 1.2(b); and
(ii) subject to paragraph A4.1(a), provide Funds to the Recipient to cover
such costs.
Al2.0 TERMINATION WHERE NO APPROPRIATION OR FUNDS UNDER THE CAP
AND TRADE PROGRAM
Al2.1 Termination Where No Appropriation or Funds under the Cap and Trade
Program. If, as provided for in paragraph A4.2(c), the Province does not receive
the necessary appropriation from the Ontario Legislature or funds under the Cap
and Trade Program for any payment the Province is to make pursuant to the
Agreement, the Province may terminate the Agreement immediately without
liability, penalty or costs by giving Notice to the Recipient.
Al2.2 Consequences of Termination Where No Appropriation or Funds under the
Cap and Trade Program. If the Province terminates the Agreement pursuant to
section Al2.1 (Termination Where No Appropriation or Funds under the Cap and
Trade Program), the Province may take one or more of the following actions:
(a) cancel further instalments of Funds;
(b) demand the payment of any Funds remaining in the possession or under
the control of the Recipient; and
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(c) determine the reasonable costs for the Recipient to wind down the Project
and permit the Recipient to offset such costs against the amount owing
pursuant to paragraph Al2.2(b).
Al2.3 No Additional Funds. If pursuant to paragraph Al 2.2(c), the Province
determines that the costs to wind down the Projects exceed the Funds remaining
in the possession or under the control of the Recipient, the Province will not
provide additional Funds to the Recipient.
A13.0 EVENTS OF DEFAULT, CORRECTIVE ACTION, AND TERMINATION FOR
DEFAULT
A13.1 Events of Default. Each of the following events will constitute an Event of
Default:
(a) in the opinion of the Province, the Recipient breaches any representation,
warranty, covenant or other material term of the Agreement including,
without limitation, failing to do any of the following in accordance with the
terms and conditions of the Agreement:
(i) carry out any Eligible Project;
(ii) use or spend Funds; or
(iii) provide, in accordance with section A7.1 (Preparation and
Submission), Reports or such other reports as may have been
requested pursuant to paragraph A7.1 (b).
(b) the Recipient's operations, its financial condition, or its organizational
structure, changes such that it no longer meets one or more of the
eligibility requirements of the OMCC Program;
(c) the Recipient makes an assignment, proposal, compromise, or
arrangement for the benefit of creditors, or a creditor makes an application
for an order adjudging the Recipient bankrupt, or applies for the
appointment of a receiver;
(d) the Recipient ceases to operate; or
(e) the Recipient fails to require a Partner or a Third Party to remedy an event
such as an Event of Default listed above and the failure is not remedied
within, at the latest and if any, the Notice Period given to the Recipient
pursuant to section 13.4 (Recipient Not Remedying).
A13.2 Consequences of Events of Default and Corrective Action. If an Event of
Default occurs, the Province may, at any time, take one or more of the following
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actions:
(a) initiate any action the Province considers necessary in order to facilitate
the successful continuation or completion of any Eligible Project;
(b) provide the Recipient with an opportunity to remedy the Event of Default;
(c) suspend the payment of Funds for such period as the Province determines
appropriate;
(d) reduce the amount of the Funds;
(e) cancel further instalments of Funds;
(f) demand from the Recipient the payment of any Funds remaining in the
possession or under the control of the Recipient;
(g) demand from the Recipient the payment of an amount equal to any Funds
the Recipient used and interest earned, but did not use in accordance with
the Agreement;
(h) demand from the Recipient the payment of an amount equal to any Funds
the Province provided to the Recipient; and
(i) terminate the Agreement at any time, including immediately, without
liability, penalty or costs to the Province upon giving Notice to the
Recipient.
A13.3 Opportunity to Remedy. If, in accordance with paragraph Al 3.2(b), the
Province provides the Recipient with an opportunity to remedy the Event of
Default, the Province will provide Notice to the Recipient of:
(a) the particulars of the Event of Default; and
(b) the Notice Period.
A13.4 Recipient Not Remedying. If the Province provided the Recipient with an
opportunity to remedy the Event of Default pursuant to paragraph A13.2(b), and:
(a) the Recipient does not remedy the Event of Default within the Notice
Period;
(b) it becomes apparent to the Province that the Recipient cannot completely
remedy the Event of Default within the Notice Period; or
(c) the Recipient is not proceeding to remedy the Event of Default in a way
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that is satisfactory to the Province,
the Province may extend the Notice Period, or initiate any one or more of the
actions provided for in paragraphs Al 3.2(a), (c), (d), (e), (f), (g), (h) and (i).
A13.5 When Termination Effective. Termination under this Article A13.0 (Events of
Default, Corrective Action, and Termination for Default) will take effect as
provided for in the Notice.
A14.0 FUNDS AT THE END OF A FUNDING YEAR
A14.1 Funds at the End of a Funding Year. Without limiting any rights of the Province
under Article A13.0 (Events of Default, Corrective Action, and Termination for
Default) and subject to Article D2.0 (Changes to Annual Allocations), if the
Recipient has not spent all of the Funds allocated for a Funding Year as provided
for in the Annual Allocation for that year, the Province will allow the Recipient to
keep the Funds in the account specified under paragraph A4.1 (b) and use the
Funds in any subsequent Funding Year, up to the Projects End Date, for any
Eligible Project in accordance with the Agreement.
A15.0 FUNDS UPON PROJECTS END DATE
A15.1 Funds Upon Projects End Date. The Recipient will, upon the Projects End
Date, pay to the Province any Funds and interest earned on the Funds remaining
in its possession or under its control.
A15.2 Return of Funds for Incomplete Eligible Project. The Recipient will, if Funds
have been used towards an Eligible Project and the Recipient has not completed
the Eligible Project by the Projects End Date, pay to the Province an amount
equal to any Funds the Recipient used for that Eligible Project.
A16.0 DEBT DUE AND PAYMENT
A16.1 Payment of Overpayment. If at any time the Province provides Funds in excess
of the amount to which the Recipient is entitled under the Agreement, the
Province may:
(a) deduct an amount equal to the excess Funds, included interest earned,
from any further instalments of Funds; or
(b) demand that the Recipient pay an amount equal to the excess Funds to
the Province.
A16.2 Debt Due. If, pursuant to the Agreement:
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(a) the Province demands from the Recipient the payment of any Funds or an
amount equal to any Funds; or
(b) the Recipient owes any Funds or an amount equal to any Funds to the
Province, whether or not the Province has demanded their payment, such
Funds or other amount will be deemed to be a debt due and owing to the
Province by the Recipient, and the Recipient will pay the amount to the
Province immediately, unless the Province directs otherwise.
Al 6.3 Interest Rate. The Province may charge the Recipient interest on any money
owing by the Recipient at the then current interest rate charged by the Province
of Ontario on accounts receivable.
Al 6.4 Payment of Money to Province. The Recipient will pay any money owing to the
Province by cheque payable to the "Ontario Minister of Finance" and delivered to
the Province as provided for in Schedule "B" (Recipient Information).
Al 6.5 Fails to Pay. Without limiting the application of section 43 of the Financial
Administration Act (Ontario), if the Recipient fails to pay any amount owing under
the Agreement, Her Majesty the Queen in right of Ontario may deduct any unpaid
amount from any money payable to the Recipient by Her Majesty the Queen in
right of Ontario.
A17.0 NOTICE
Al 7.1 Notice in Writing and Addresses. Notice will be in writing and will be delivered
by email, postage -prepaid mail, personal delivery or fax, and will be addressed to
the Province and the Recipient respectively as provided for in Schedule "B"
(Recipient Information), or as either Party later designates to the other by Notice.
Al 7.2 Notice Given. Notice will be deemed to have been given:
(a) in the case of postage -prepaid mail, five Business Days after the Notice is
mailed; or
(b) in the case of email, personal delivery or fax, one Business Day after the
Notice is delivered.
Al 7.3 Postal Disruption. Despite paragraph Al 7.2(a), in the event of a postal
disruption:
(a) Notice by postage -prepaid mail will not be deemed to be given; and
(b) the Party giving Notice will provide Notice by email, personal delivery or by
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fax.
A18.0 CONSENT BY PROVINCE AND COMPLIANCE BY RECIPIENT
A18.1 Consent. When the Province provides its consent pursuant to the Agreement, it
may impose any terms and conditions on such consent and the Recipient will
comply with such terms and conditions.
A19.0 SEVERABILITY OF PROVISIONS
A19.1 Invalidity or Unenforceability of Any Provision. The invalidity or
unenforceability of any provision of the Agreement will not affect the validity or
enforceability of any other provision of the Agreement. Any invalid or
unenforceable provision will be deemed to be severed.
A20.0 WAIVER
A20.1 Waiver Request. Either Party may, in accordance with the Notice provision in
Article A17.0 (Notice) ask the other Party to waive an obligation under the
Agreement.
A20.2 Waiver Applies. Any waiver a Party grants in response to a request made
pursuant to section A20.1 (Waiver Request) will:
(a) be valid only if the Party granting the waiver provides it in writing; and
(b) apply only to the specific obligation referred to in the waiver.
A21.0 INDEPENDENT PARTIES
A21.1 Parties Independent. The Recipient is not an agent, joint venturer, partner or
employee of the Province, and the Recipient will not represent itself in any way
that might be taken by a reasonable person to suggest that it is, or take any
actions that could establish or imply such a relationship.
A22.0 ASSIGNMENT OF AGREEMENT OR FUNDS
A22.1 No Assignment. The Recipient will not, without the prior written consent of the
Province, assign any of its rights or obligations under the Agreement.
A22.2 Agreement Binding. All rights and obligations contained in the Agreement will
extend to and be binding on the Parties' respective heirs, executors,
administrators, successors and permitted assigns.
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A23.0 GOVERNING LAW
A23.1 Governing Law. The Agreement and the rights, obligations and relations of the
Parties will be governed by and construed in accordance with the laws of the
Province of Ontario and the applicable federal laws of Canada. Any actions or
proceedings arising in connection with the Agreement will be conducted in the
courts of Ontario, which will have exclusive jurisdiction over such proceedings.
A24.0 FURTHER ASSURANCES
A24.1 Agreement into Effect. The Recipient will provide such further assurances as
the Province may request from time to time with respect to any matter to which
the Agreement pertains, and will otherwise do or cause to be done all acts or
things necessary to implement and carry into effect the terms and conditions of
the Agreement to their full extent.
A25.0 JOINT AND SEVERAL LIABILITY
A25.1 Joint and Several Liability. Where the Recipient is comprised of more than one
entity, all such entities will be jointly and severally liable to the Province for the
fulfillment of the obligations of the Recipient under the Agreement.
A26.0 RIGHTS AND REMEDIES CUMULATIVE
A26.1 Rights and Remedies Cumulative. The rights and remedies of the Province
under the Agreement are cumulative and are in addition to, and not in
substitution for, any of its rights and remedies provided by law or in equity.
A27.0 FAILURE TO COMPLY WITH OTHER AGREEMENTS
A27.1 Other Agreements. If the Recipient:
(a) has failed to comply with any term, condition or obligation under any other
agreement with Her Majesty the Queen in right of Ontario or one of Her
agencies (a "Failure");
(b) has been provided with notice of such Failure in accordance with the
requirements of such other agreement;
(c) has, if applicable, failed to rectify such Failure in accordance with the
requirements of such other agreement; and
(d) such Failure is continuing, the Province may suspend the payment of
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Funds for such period as the Province determines appropriate.
A28.0 SURVIVAL
A28.1 Survival. The following Articles, sections and paragraphs, and all applicable
cross-referenced Articles, sections, paragraphs, Schedules, and Sub -schedules,
will continue in full force and effect for a period of 7 years from the date of expiry
or termination of the Agreement: Articles 1.0 (Entire Agreement), 3.0
(Counterparts), and A1.0 (Interpretation and Definitions) and any other applicable
definitions, paragraphs A2.1 (a) and A4.2(c), sections A4.6 (Interest), A4.8
(Recipient's Acknowledgement of Responsibility for Projects), A5.2 (Disposal),
A7.1 (Preparation and Submission) (to the extent that the Recipient has not
provided the Reports to the satisfaction of the Province), A7.2 (Record
Maintenance and Audit), A7.3 (Inspection), A7.4 (Disclosure), A7.5 (No Control
of Records), A7.6 (Auditor General), and A7.7 (Calculations), Articles A8.0
(Communications Requirements), and 9.0 (Indemnity), sections A11.2
(Consequences of Termination on Notice by the Province), Al2.2
(Consequences of Termination Where No Appropriation or Funds Under the Cap
Trade Program), Al2.3 (No Additional Funds), and A13.1 (Events of Default),
paragraphs Al 3.2(d), (e), (f), (g) and (h), Articles A15.0 (Funds Upon Projects
End Date), A16.0 (Debt Due and Payment), A17.0 (Notice), and A19.0
(Severability of Provisions), section A22.2 (Agreement Binding), Articles A23.0
(Governing Law), A25.0 (Joint and Several Liability), A26.0 (Rights and
Remedies Cumulative), and A27.0 (Failure to Comply with Other Agreements),
this Article A28.0 (Survival), and Articles 29.0 (Aboriginal Consultation), A30.0
(Partners), and Article A31.0 (Agreements for Use of Land).
A29.0 ABORIGINAL CONSULTATION
A29.1 Aboriginal Consultation Protocol. The Parties agree to be bound by the terms
of the Aboriginal Consultation Protocol set out in Schedule "I" (Aboriginal
Consultation Protocol).
A29.2 Funding Conditional upon Meeting Aboriginal Consultation Obligations.
The Recipient agrees that the funding under the Agreement is conditional upon
the Province being satisfied that its obligations with respect to the legal duty to
consult and, if applicable, accommodate Aboriginal Communities have been met.
A30.0 PARTNERS
A30.1 Recipient Representation re. Partner Agreements. If the Recipient has one or
more Partners for any Eligible Project, the Recipient:
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(a) warrants that it is entitled to represent each of its Partners, and represents
that each Partner has committed itself to undertake all steps necessary to
support the Recipient in fulfilling its obligations as specified in the
Agreement; and
(b) agrees to bind each of its Partners to the applicable terms and conditions
of the Agreement including, without limitation, those listed in section
A5.3 (Contract Provisions) through a Partner Agreement.
A30.2 Copy of Partner Agreement. The Recipient agrees to make accessible to the
Province at all times and, upon the Province's request, provide the Province with
a copy of any Partner Agreement.
A30.3 Responsibilities of Recipient. Despite having one or more Partners for any
Eligible Project and entering into a Partner Agreement with each of its Partners,
the Recipient assumes the sole responsibility towards the Province for the
implementation, management and coordination of the entire Eligible Project and
the fulfilment of all obligations arising from the Agreement. Accordingly, the
Recipient agrees that it bears the financial and legal responsibility for the entire
Eligible Project and for each of its Partners. The Recipient will be held liable, in
the same way as for its own conduct, if obligations as laid out in the Agreement
or in applicable Requirements of Laws are not fulfilled by any of its Partners.
A30.4 Liability. Without limiting the requirements of the indemnity and insurance
obligations under the Agreement, the Recipient agrees to ensure that each
Partner agrees that the Province will not, under any circumstances or for any
reason whatsoever, be held liable for damage or injury sustained by the staff or
property of the Partner while any of the Eligible Project is being carried out. The
Province can therefore not accept any claim for compensation or increases in
payment in connection with such damage or injury.
A30.5 Public Disclosure. The Recipient will ensure that each Partner agrees to the
Province publicly disclosing, in communications concerning any Eligible Project,
any of the Recipient's Partner's name and address, and the purpose and amount
of funds, if any, provided to the Partners.
A31.0 AGREEMENTS FOR USE OF LAND
A31.1 Agreements with Land Owners or Lessees. If the Recipient does not own the
land on which an Eligible Project is located, either in whole or in part, the
Recipient agrees to enter into a legally binding agreement with each of the land
owners or lessees that sets out the terms and conditions under which the land
owner or lessee, as applicable, agrees to allow the Recipient to use the land for
the Project until, at a minimum, 5 years from the Eligible Project start date.
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A31.2 Agreements with Lessees. If an agreement described in paragraph (a) is with a
lessee, the agreement shall include representations and warranties that the
lessee has the right, pursuant to its agreement with the lessor, or has obtained
the necessary consent from the lessor to allow the Recipient to use the land for
the Project until, at a minimum, 5 years from the Eligible Project start date.
A32.0 CONDITIONS PRECEDENT
A32.1 List of Conditions Precedent. The Province's funding under the Agreement is
conditional upon each of the following conditions precedent being met to the
Province's satisfaction:
(a) on or before the Effective Date and annually thereafter, the Recipient
providing the Province with, in form and substance satisfactory to the
Province:
(i) a copy of the annual enabling by-law(s) and, if applicable, any council
resolution(s) confirming that the council approves each Eligible Project
and the Agreement including, without limitation, the Recipient's
contribution under the Agreement, and confirming the authorized
representatives of the Recipient for the Agreement;
(ii) if the authorized representatives under paragraph (i) are not the head
of council and clerk of the municipality, or it is unclear, in the
Province's opinion, from the by-law(s) and, if applicable, council
resolution(s) that the council has approved each Eligible Project and
the Agreement, or both, a legal opinion from the Recipient's legal
counsel confirming such authorized representatives and any approval;
(iii) the certificate(s) of insurance or other proof as the Province may
request pursuant to section A10.2 (Proof of Insurance); and
(iv) an Annual Declaration of OMCC Participation; and
(b) prior to any Funds being provided to the Recipient:
(i) the necessary information, pursuant to section A4.5 (Interest Bearing
Account), to facilitate an electronic funds transfer to an interest
bearing account in the name of the Recipient at a Canadian financial
institution; and
(ii) written confirmation of the street address at which Projects documents
are kept at both the premises of the Recipient and each of the
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Partners; and
(c) prior to the Recipient using any Funds for an Eligible Project:
(i) written confirmation that the Recipient has entered into a Partner
Agreement with each of its Partners, if any, for the Eligible Project;
(ii) if the Recipient does not own the land on which an Eligible Project is
located, written confirmation that the Recipient has entered into a
legally binding agreement as described in Article A31.0 (Agreements
for Use of Land); and
(iii) to the extent that any environmental assessment or any other
approval is required for an Eligible Project for which Funds were
received, a warranty that the assessment has been completed and the
approval has been obtained.
For greater certainty, if the Province provides any Funds to the Recipient prior to
any of the conditions set out in this Article A32.0 (Conditions Precedent) having
been met, and has not otherwise waived compliance with such condition as set
out in Article A20.0 (Waiver), the Province may initiate any one or more of the
actions provided for in section A13.2 (Consequences of Events of Default and
Corrective Action).
- END OF GENERAL TERMS AND CONDITIONS -
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SCHEDULE "B"
RECIPIENT INFORMATION
Contact information
Position:
Manager, Division Services and Program
for the purposes of
Management Office
Notice to the
Province
Address:
Division Services and Program
Management Office
Ontario Municipal Commuter Cycling
(OMCC) Program
Ontario Ministry of Transportation
777 Bay Street, 30th Floor
Toronto ON M7A 2J8
Phone:
1-844-671-7438
Fax:
416-585-7204
Email:
cyclina ontario.ca
Contact information
Position:
Mr. Peter Dutchak
for the purposes of
Deputy Director of Engineering
Notice to the
Recipient
Address:
450 Sunset Drive,
St. Thomas, ON
N5R 5V1
Phone:
(519) 631-1460 x124
Fax:
n/a
Email:
pdutchak el�in.ca
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Authorized
Representative of
Position:
Manager, Division Services and Program
the Province for the
Management Office
purpose of sections
C3.2 (Amending
Address:
Division Services and Program
Agreement for
Management Office
Changes to the
Ontario Municipal Commuter Cycling
Eligible Projects
(OMCC) Program
List), D2.2
Ontario Ministry of Transportation
(Amending
777 Bay Street, 30th Floor
Agreement for
Toronto ON M7A 2J8
Changes to Annual
Allocations) and F7.2
Phone:
1-844-671-7438
(Amending
Agreement for
Fax:
416-585-7204
Changes to the
Reporting)
Email: cyclina ontario.ca
Authorized
Representative of
Position:
Mr. Peter Dutchak
the Recipient for the
Deputy Director of Engineering
purpose of sections
C3.2 (Amending
Address:
450 Sunset Drive,
Agreement for
St. Thomas, ON
Changes to the
N5R 5V1
Eligible Projects
List), D2.2
Phone:
(519) 631-1460 x124
(Amending
Agreement for
Fax:
n/a
Changes to Annual
Allocations) and F7.2
Email:
pdutchak elgin.ca
(Amending
Agreement for
Changes to the
Reporting)
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Senior Financial
Officer of the
Recipient
Position: Mr. Jim Bundschuh
Director of Financial Services
Address: 450 Sunset Drive, St. Thomas, ON
N5R 5V1
Phone: (519) 631-1460 x164
Fax: n/a
Email: Jbundschuhelgin.ca
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SCHEDULE "C"
ELIGIBLE PROJECTS LIST AND TIMELINES
C1.0 ELIGIBLE PROJECTS LIST
C1.1 Eligible Project Eligibility Requirements. To be eligible for funding under the
OMCC Program and to be considered for approval as an Eligible Project by the
Province for the Eligible Projects List, a project must, in addition to being listed in
section C1.2 (Eligible Cycling Infrastructure Project Types), meet all of the
following requirements:
(a) be primarily for and increase commuter cycling, as opposed to being
primarily for recreational or touring, and reduce vehicle trips;
(b) reduce GHGs;
(c) connect to significant trip origins and destinations, in the opinion of the
Province, with commuter cycling infrastructure;
(d) have its cycling infrastructure designed in accordance with the guidelines
in the Ontario Traffic Manual - Book 18 - Cycling Facilities;
(e) if the Recipient has a population of 15,000 individuals or greater, be
identified on a municipal council approved i) cycling plan, or ii) active
transportation plan;
(f) be a standalone infrastructure project or an identifiable commuter cycling
component of a larger infrastructure project; and
(g) if the project impacts provincial or federal transportation infrastructure, it
must have received all necessary prior approvals from the provincial or
federal government prior to its implementation.
C1.2 Eligible Cycling Infrastructure Project Types. The following types of
commuter cycling infrastructure projects, if they meet the eligibility requirements
set out under section C1.1 (Eligible Project Eligibility Requirements), may be
approved by the Province for the Eligible Projects List:
• Shared roadway with signed bicycle route;
• Signed bicycle route with paved shoulder;
• Conventional bicycle lane;
• Contraflow bicycle lane;
• Separated bicycle lane (with painted buffer or physical barrier);
• Raised cycle track;
• Bicycle priority street;
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• Construction/modification of bridges, tunnels and access ramps for
cycling;
• Bike specific signage, signalling and pavement markings;
• Automated bike counters;
• Bicycle -only facility;
• Intersection modification;
• Bike racks or other bike storage;
• Off-road multi -use paths; and
• Any other project the Province may, at its sole discretion, approve.
C1.3 Projects on the Eligible Projects List. Subject to a project meeting the
requirements set out in section C1.1 (Eligible Project Eligibility Requirements)
and any applicable terms and conditions of the Agreement, and being one of the
types listed under section C1.2 (Eligible Cycling Infrastructure Project Types), a
project listed in Sub -schedule "C.1" (Eligible Projects List) is considered an
Eligible Project.
The Recipient is responsible for submitting Eligible Projects that meet any
applicable terms and conditions of the Agreement. The Ministry, may, at its sole
discretion, approve any or all projects submitted by the Recipient for the Eligible
Projects List.
C2.0 TIMELINES
C2.1 Timelines. The Recipient will complete any Eligible Project it chooses to
implement no later than December 30, 2020.
C3.0 CHANGES TO THE ELIGIBLE PROJECTS
C3.1 Changes to the Eligible Projects List. Subject to Section C3.2 (Amending
Agreement for Changes to the Eligible Projects List) and unless the Province
agrees otherwise, the Recipient can request changes to the Eligible Projects List:
(a) in the case of the first Funding Year, by February 1, 2018; and
(b) in the case of Funding Years subsequent to the first Funding Year, by May
1 and October 1.
C3.2 Amending Agreement for Changes to the Eligible Projects List. Any change
made to the Eligible Projects List, pursuant to section C3.1 (Changes to the
Eligible Projects List), must be documented through a written agreement
executed as set out in section 4.3 (Execution of Amending Agreements -
Exceptions).
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SUB -SCHEDULE "C.1"
ELIGIBLE PROJECTS LIST
Ontario Municipal Commuter Cycling (OMCC) Program
2017 Application - COUNTY OF ELGIN
Potential Eligible Project List
ELIGIBLE
ELIGIBLE PROJECT
POTENTIAL
POTENTIAL
POTENTIAL
COMMUTER OR FREQUENT CYCLING
PROJECT TITLE
ELIGIBLE PROJECT DESCRIPTION
LOCATION
START
END DATE
COMMUTER
BENEFITS
DATE
RIDERSHIP
Bike Plan
Update Cycling Plan
Nov -17
Aug -18
Better Cycling Networks
Signed Bicycle Route with Paved Shoulders -This road is scheduled to be
Graham Road (County
resurfaced in 2018 and is identified as a short term need to receive paved
Road #76); Between
shoulders within the Council approved Cycling Master Plan. The Village of
West Lorne and Eagle
Graham Road
West Lorne is home to the only Secondary School and during summer
- 4.2km from
no facility
Better Cycling Networks - Encourage
Cycling Lanes
months, many students are employed at local businesses (farms) located
42.595561, -
Jun -18
Aug -18
currently exists
cycling to and from
in or near Eagle, on Talbot Line, 4.2km due south. Paved shoulders along
81.596305 to
Graham Road will encourage these employees to cycle to work and to
42.567935, -
school.
81.562620
Signed Bicycle Route with Paved Shoulder -This road is scheduled to be
rehabilitated in 2018 and connects the Villages of Rodney and West Lorne
Pioneer Line (County
(6.5km). Each village has a population of approx. 2,000 residents and has
Road #2); Between
numerous businesses, a public school, secondary school and surrounded
Rodney and West
Better Cycling Networks - Encourage
Pioneer Line
by farming businesses. Connecting these communities with cycling lanes
Lorne - 6.5 km from
no facility
Jun -18
Sep -18
cycling to and from workplaces and
Cycling Lanes
will encourage cycling trips to and from school and work. The current
42.559239, -
currently exists
schools
Cycling Master Plan identifies this community connection by Queens Line,
81.671524 to
one concession north of Pioneer Line, however, the proposed revised Plan
42.598150, -
will identify Pioneer Line as a more appropriate choice for cycling lanes as
81.614719
it is a County Road, paved and more directly connects these villages.
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SCHEDULE "D"
DESCRIPTION OF ANNUAL ALLOCATIONS
D1.0 ANNUAL ALLOCATIONS
D1.1 Annual Declaration of OMCC Participation. The Recipient will provide to the
Province, on or before the Effective Date and annually thereafter, regardless of
whether or not the Recipient chooses to participate in the OMCC Program in any
Funding Year, an Annual Declaration of OMCC Participation in the form set out in
Sub -schedule "D.2" (Form of Annual Declaration of OMCC Participation).
D1.2 Province's Review and Approval of Annual Declaration of OMCC
Participation. Upon receipt, the Province will review the Annual Declaration of
OMCC Participation, together with any other declarations, reports or documents
received from the Recipient pursuant to the Agreement, and may take one of the
following actions: 1) approve it; 2) request for it to be modified and resubmitted
for approval; or 3) refuse to approve it. Upon approval, at the Province's sole
discretion, Sub -schedule "D.1" (Table of Annual Allocations) will be amended and
the Table of Annual Allocations deleted and replaced with a new table to capture
any required changes.
D1.3 Annual Allocation Maximum Amount. The Annual Allocation in any Funding
Year will be up to the amount set out in the updated Table of Annual Allocations,
pursuant to section D1.2 (Province's Review and Approval of Annual Declaration
of OMCC Participation), for that Funding Year.
D2.0 CHANGES TO ANNUAL ALLOCATIONS
D2.1 Changes to Annual Allocations. Subject to section D2.2 (Amending
Agreement for Changes to Annual Allocations), the Parties agree that changes
including, without limitation, the deletion and replacement of the Table of Annual
Allocations in Sub -schedule "D.1" (Table of Annual Allocations) on a yearly basis
pursuant to section D1.2 (Province's Review and Approval of Annual Declaration
of OMCC Participation) will be made to the Annual Allocations.
D2.2 Amending Agreement for Changes to Annual Allocations. Any change made
to the Annual Allocations, pursuant to section D2.1 (Changes to Annual
Allocations), must be documented through a written agreement executed as set
out in section 4.3 (Execution of Amending Agreements - Exceptions).
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SUB -SCHEDULE "D.1"
TABLE OF ANNUAL ALLOCATIONS
FUNDING YEAR
PARTICIPATION
ANNUAL RECIPIENT OTHER FINANCIAL
IN THE OMCC
ALLOCATION FOR CONTRIBUTION CONTRIBUTION
PROGRAM FOR
THE PROJECTS
THE FUNDING
YEAR (YES/NO)
2017-2018
Yes
$ 322,533.85
2018-2019
2019-2020
2020-2021
TOTAL
$ 322,533.85
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SUB -SCHEDULE "D.2"
FORM OF ANNUAL DECLARATION OF OMCC PARTICIPATION
ANNUAL DECLARATION OF OMCC PARTICIPATION
TO: Transportation Policy Branch
Ontario Ministry of Transportation
777 Bay Street, 30th Floor
Toronto, ON M7A 2J8
Telephone: 1-844-671-7438
Facsimile: (416) 585-7204
E-mail: cycling@ontario.ca
FROM: Name/Title: [Enter the name and title of the authorized
representative of the Recipient.]
Address: [Enter the address of the authorized
representative of the Recipient.]
Telephone: [Enter the telephone number of the authorized
representative of the Recipient.]
Facsimile: [Enter the facsimile number of the authorized
representative of the Recipient.]
Email: [Enter the email address of the authorized
representative of the Recipient.]
RE: Ontario Municipal Commuter Cycling Program ("OMCC Program") - Annual
Declaration of OMCC Participation
In the matter of the Ontario Municipal Commuter Cycling (OMCC) Program Transfer
Payment Agreement entered into between Her Majesty the Queen in right of Ontario,
represented by the Minister of Transportation for the Province of Ontario, and the [Enter
the legal name of the municipality.] (the "Recipient"), on
(the "Agreement").
[Enter the name and title of the authorized
representative of the Recipient listed in Schedule "B" (Recipient Information).],
having made such inquiries as I have deemed necessary for this declaration, hereby
certify that to the best of my knowledge, information and belief:
The Recipient will participate in the OMCC Program for the [Enter the Funding
Year.] and requests funding for each of the projects listed in this declaration.
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2. The Recipient has a population, as indicated in the applicable box at the end of each
of the following statements:
a) of 15,000 individuals or greater.
❑ yes ❑ no
b) less than 15,000 individuals.
❑ yes ❑ no
3. The Recipient, as indicated in the applicable box at the end of each of the following
statements:
a) has a municipal council approved cycling plan, a copy of which can be accessed
at [Enter the link.] or is attached to this declaration, or both, and all the projects
listed in this declaration for consideration for OMCC funding are supported by
this plan.
❑ yes ❑ no
b) if the Recipient's answer under a) above is no, will develop a cycling plan. Once
the municipal council has approved the plan, the Recipient will submit a copy of it
to the Province. The Recipient will then also provide to the Province a list of
projects supported by the plan for the Province's consideration for OMCC
funding.
❑ yes ❑ no
4. If the Recipient has a population of 15,000 individuals or greater, the Recipient has
not and will not use OMCC Funds for any project until the municipal council has
approved the cycling plan under which the project is supported, and the Province
has approved and added the project on the Eligible Projects List.
5. The Recipient is submitting the following projects for the Province's consideration
for OMCC funding for the [Enter the Funding Year.]:
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PROJECT PROJECT POTENTIAL POTENTIAL
TITLE LOCATION START COMPLETION
AND DATE DATE
LENGTH
CURRENT
ESTIMATED
WEEKDAY
RIDERSHIP
IN PROJECT
AREA
POTENTIAL
COMMUTER
RIDERSHIP
OF
COMPLETED
PROJECT
COMMUTER
OR
FREQUENT
CYCLING
BENEFITS
MAJOR
ORIGIN/
DESTINA-
TION
POTENTIAL
VEHICLE
TRIP
REDUCTION
Declared at
20
(Signatures)
Name-
ame:
Title-
Title:
(city), in the Province of Ontario, this day of
Elgin
Elgin County and Ontario OMCC Program TPA
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Witness Name:
Title:
Page 41 of 67
SCHEDULE "E"
ELIGIBLE AND INELIGIBLE COSTS
E1.0 DEFINITION
E1.1 Definition. For the purposes of this Schedule "E" (Eligible and Ineligible Costs):
"Eligible Costs Date of Effect" means:
(a) the Effective Date; or
(b) in the case of the 2017-18 Funding Year for Eligible Projects included in
applications submitted by September 8, 2017, May 30, 2017.
E2.0 ELIGIBLE COSTS
E2.1 Eligible Costs Date of Effect. Eligible Costs can begin to accrue as of the
Eligible Costs Date of Effect.
E2.2 Scope of Eligible Costs. Eligible Costs are the direct capital costs which are, in
the Province's opinion, properly and reasonably incurred and paid by the
Recipient for the design and construction of an Eligible Project. Eligible Costs
include, unless the Province otherwise provides in writing, only the following
capital costs that are directly attributable to the commuter cycling component of
the Eligible Project:
(a) municipal council approved initial cycling plan and any update to the initial
plan, up to a maximum of 80% of the total Funds to be provided under the
Agreement towards the Eligible Costs of the Projects;
(b) municipal council approved active transportation plan, up to a maximum of
80% of the total Funds to be provided under the Agreement towards the
Eligible Costs of the Projects;
(c) design and engineering;
(d) materials to construct an Eligible Project;
(e) labour to construct an Eligible Project; and
(f) costs not listed in paragraphs E2.2 (a), (b), (c), (d) and (e) that the
Province considers necessary for the successful implementation of an
Eligible Project and which have received the prior written approval of the
Province.
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E3.0 INELIGIBLE COSTS
E3.1 Scope of Ineligible Costs. Unless a cost is considered an Eligible Cost
pursuant to Article E2.0 (Eligible Costs), all other costs will be considered an
Ineligible Cost. Without limitation, indirect costs listed in section E3.2 (Indirect
Costs), the costs that are over and above the OMCC Program scope listed in
section E3.3 (Costs Above Projects Scope), and the following costs will be
considered, at the sole discretion of the Province, Ineligible Costs:
(a) planning costs;
(b) data collection.
(c) tourism cycling infrastructure;
(d) recreation cycling infrastructure;
(e) low frequency cycling infrastructure;
(f) multi -use infrastructure, unless it is primarily for commuter cycling and not
primarily for other cycling, active transportation or other modes of
transportation;
(g) planning;
(h) property acquisition, property costs, ancillary property acquisition costs
and any interest in land;
(i) administration/overhead by the Recipient, municipal staff and municipal
project management;
(j) legal;
(k) maintenance or minor capital improvements to existing commuter cycling
infrastructure;
(1) landscaping;
(m) maintenance work;
(n) roadway works (if constructed at the same time as the Eligible Project,
only the Eligible Project's Eligible Costs will be funded);
(o) operational costs;
(p) data collection required for the Usage Data Report;
(q) communications events, including educational or promotional signage;
(r) roadway lighting not specifically for commuter cycling infrastructure;
(s) end of route or in -route support facilities, including but not limited to
showers, change rooms, benches for resting;
(t) data collection (other than capital costs associated with purchasing
automatic bicycle counters) costs;
(u) Recipient's regular business costs;
(v) environmental assessment and other approval costs;
(w) storage costs for projects which extend for more than one year;
(x) financing charges;
(y) pedestrian -only or motor vehicle infrastructure;
(z) GIS mapping;
(aa) in-kind contributions, including labour and materials;
(bb) work initiated prior to May 30, 2017;
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(cc) non -commuter cycling infrastructure or other works located on or adjacent
to the Eligible Project that is part of an Eligible Project;
(dd) addition/modification of roadways, intersections or turning lanes for motor
vehicles and that are not part of an Eligible Project;
(ee) infrastructure additions/modifications that do not increase commuter
cycling (e.g., decorative lighting and paving); and
(ff) any other costs which are not specifically listed as Eligible Costs in section
E2.2 (Scope of Eligible Costs) and which, in the opinion of the Province,
are considered to be ineligible.
E3.2 Indirect Costs. Without limitation, the following indirect costs are Ineligible
Costs and are not eligible for funding under the OMCC Program:
(a) applying for provincial funding;
(b) OMCC Program evaluation and audit, unless otherwise explicitly set out in
the Agreement;
(c) office space in a facility, including a maintenance and storage facility;
(d) obtaining necessary approvals, licenses or permits where the Recipient is
the entity providing the approval, license or permit;
(e) costs associated with planning studies and project planning, other than
those specified in the Eligible Projects List, including the Recipient's
Official Plan and Transportation Master Plan;
(f) salaries and other employment benefits of any employees, overhead costs
as well as other direct or indirect operating or administrative costs of the
Recipient, and more specifically these costs as related to planning,
engineering, architecture, supervision, management and other services
provided by the Recipient's permanent staff and funded under the
Recipient's operating budget;
(g) any activities that are part of the regular operation and maintenance of
municipal assets, including operation and maintenance costs related to
the Projects;
(h) carrying costs incurred on the funding share of any funding partner;
(i) municipal staff travel;
(j) litigation costs, including any litigation costs, incurred by the Recipient in
proceedings against the Province or the Recipient;
(k) costs not expressly approved by the Province; and
(1) refundable portion of the Harmonized Sales Tax (HST) or other taxes and
fees.
E3.3. Costs Above Projects Scope. The Province will not fund expenditures related
to activities undertaken as part of the Projects that are over and above the scope
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of the Projects on the Eligible Projects List. These costs include, but are not
limited to:
(a) upgrading municipal services and utilities;
(b) relocating municipal services and utilities unless specifically required for
the Eligible Project;
(c) upgrades to materials beyond pre-existing municipal standards; and
(d) costs for Eligible Projects not completed by December 30, 2020.
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SCHEDULE "F"
REPORTING AND EVALUATION
F1.0 ANNUAL FINANCIAL REPORTS
F1.1 Annual Financial Reports. Unless the Province otherwise specifies in writing to
the Recipient, the Recipient will submit to the Province an Annual Financial
Report, in the form provided in section F5.3 (Form of Annual Financial Reports),
on or before January 28 of each Funding Year. The Annual Financial Report will:
(a) be certified by the senior financial officer of the Recipient listed in Schedule
"B" (Recipient Information), and identify any actual or potential financial
issues in carrying out any of Eligible Projects, and corresponding mitigating
strategies;
(b) account for all Eligible Costs incurred for each Eligible Project completed or
in the process of being completed, and include appropriate confirmation
that the Recipient has provided its 20% share of Eligible Costs for each
Eligible Project;
(c) declare any interest earned on the Funds and the use of that interest for
the implementation of any Eligible Project; and
(d) include, if required pursuant to section 13.1 (Requirements for Aboriginal
Consultation Record), an Aboriginal Consultation Record and any update
to it.
F2.0 ANNUAL IMPLEMENTATION REPORTS
F2.1 Annual Implementation Reports. Unless the Province specifies otherwise in
writing to the Recipient, the Recipient will submit to the Province an Annual
Implementation Report, in the form provided in section F5.2 (Form of Annual
Implementation Reports and Final Report) certified by the senior financial officer
of the Recipient identified in Schedule "B" (Recipient Information) and a
professional engineer, identifying any actual or potential project, its current status
and implementation issues in carrying out any Eligible Project and corresponding
mitigating strategies, on or before January 28 in each Funding Year.
F2.2 Annual Eligible Projects Declaration. The Recipient will submit, together with
each Annual Implementation Report, an Annual Eligible Projects Declaration in
accordance with Article J3.0 (Annual Eligible Projects Declaration).
F3.0 FINAL REPORT
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F3.1 Final Report. Unless the Province otherwise specifies in writing to the
Recipient, the Recipient will submit to the Province a Final Report, in the form
provided in section F5.2 (Form of Annual Implementation Reports and Final
Report), on or before February 28, 2021.
F3.2 Aboriginal Consultation Reporting. The Final Report will also include, if
required pursuant to section 13.1 (Requirements for Aboriginal Consultation
Record), an Aboriginal Consultation Record, as defined in section 11.1
(Definitions), and any update to it.
F4.0 USAGE DATA REPORTING
F4.1 Completion of post -project Evaluation.
(a) Unless the Province otherwise agrees, at its sole discretion and in writing,
the Recipient agrees to conduct a post -project evaluation of each Eligible
Project for the first 24 months after each Eligible Project is opened for
use.
(b) The purpose of the post -project evaluations in paragraph (a) is to assist
the Province in assessing the increase in commuter cycling resulting from
each Eligible Project and the resultant GHG benefits.
F4.2 Usage Data Reports.
(a) An Eligible Projects Usage Data Report will be submitted after each
Eligible Project within 30 days of completing the required counts.
(b) The Recipient will submit to the Province a Final Usage Data Report that
summarizes all Eligible Projects Usage Data Reports no later than 60
days after March 31, 2023. Despite the above, if all of the data collection
requirements in the Agreement have been met, the Recipient can submit
the Final Usage Data Report earlier.
(c) The Recipient will, in accordance with section F4.3 (Required Counts for
an Eligible Projects Usage Data Report) and for the purpose of the Usage
Data Reports, count the number of cyclists using the infrastructure built for
each Eligible Project.
(d) For each collection period, the Recipient will specify the day of the week,
date and time of day the count was conducted, as well as the weather
conditions at the time of the count.
(e) The Recipient must submit two Eligible Projects Usage Data Report for
each Eligible Project, one for first 12 months of operation and one for the
Elgin County and Ontario OMCC Program TPA Page 47 of 67
338
second 12 months of operation.
(f) If the Recipient already has an established counting program, the
Recipient can use it and submit extra data.
F4.3 Required Counts for an Eligible Projects Usage Data Report. The Recipient
will collect the data for an Eligible Projects Usage Data Report using the following
counting methods:
Automated Counters (Permanent and Portable)
(a) If automated counters are installed for any Eligible Project, the Recipient
will collect data for that Eligible Project using the automated counters.
(b) The Recipient will collect data, under (a) above, on a 24-hour daily
continuous basis for the timeframes specified in F4.4 (Data Collection
Timeframe).
Manual Counts
If manual counts are carried out for a completed Eligible Project, the Recipient
agrees to complete 3 counts in the same month for the timeframes specified in
F4.4 (Data Collection Timeframe) as follows:
(a) one count on a Tuesday, Wednesday or Thursday between 07:00 and
10:00;
(b) a second count on the Tuesday, Wednesday or Thursday used for
paragraph F4.3(a) for any two consecutive hours between 15:00 and
19:00; and
(c) a third count on the Saturday preceding or following the counts in
paragraphs F4.3(a) and (b) between 12:00 and 14:00.
F4.4 Data Collection Timeframe. The Recipient will collect data for the Usage Data
Report after Substantial Completion of each Eligible Project. The Recipient will
submit an Eligible Projects Usage Data Report for that Eligible Project to the
Province..
Automated Counters (Permanent and Portable)
(a) Recipients with automated counters will collect data for 24 consecutive
months after an Eligible Project is opened for use, and aggregate those
data as directed by the Province.
(b) Recipients with permanent automated counters on the site of an Eligible
Elgin County and Ontario OMCC Program TPA Page 48 of 67
339
Project will collect data continuously for the first 24 months.
(c) Recipients with portable automated counters, whether purchased with
Funds or not, will collect data continuously 24 hours per day for seven
consecutive days, twice in the first 12 months of operation at least five
months apart, and twice in the second 12 months of operation at least
five months apart..
Manual Counts
(a) The Recipient will collect data as follows:
(i) If the Recipient's population is less than 15,000 individuals, the
Recipient will collect data in September and May or July of each
year for 24 months.
(ii) If the Recipient's population is 15,000 individuals or greater, the
Recipient will collect data once per season (4 times per year) for
24 months.
F4.5 Costs. The Recipient will be responsible for its own costs in relation to the
data collection, and the preparation and submission of the Usage Data Report.
F5.0 ADMINISTRATIVE PROCEDURE AND FORM
F5.1 Administrative Procedures. The Recipient will, when submitting Reports, follow
the administrative procedures specified by the Province.
F5.2 Form of Annual Implementation Reports and Final Report. The Annual
Implementation Reports and Final Report will be in a form satisfactory to the
Province and will include all of the following:
(a) a detailed description and status of work for each Eligible Project, whether
under development or completed, for which Funds will be or have been
used, including photographs;
(b) projected completed date of each Eligible Project under construction or for
which Funds are projected to be used to complete the Eligible Project by
December 30, 2020;
(c) how the communications requirements set out in Schedule "G"
(Communications Protocol) have been implemented or applied in the
Funding Year;
(d) copies of certificates of Substantial Completion for each Eligible Project;
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(e) a warrant for each Eligible Project that any required approval including,
without limitation, land approval has been obtained and complied with;
(f) details of how the objectives of the Province have been met;
(g) if required pursuant to section 13.1 (Requirements for Aboriginal
Consultation Record), an Aboriginal Consultation Record, as defined in
section 11.1 (Definitions), and any update to it; and
(h) any other information respecting the Projects the Province may, at its sole
discretion, request.
F5.3 Form of Annual Financial Report. The Annual Financial Report will be in a form
satisfactory to the Province and will include all of the following:
(a) the Funds spent on each Eligible Project;
(b) Eligible Costs of each Eligible Project;
(c) funding provided by the Recipient and received from third party sources
for each Eligible Project;
(d) the amount of Funds in the interest bearing account at the beginning and
end of each Funding Year;
(e) the interest earned on the Funds and the use of the interest for the Eligible
Costs of Eligible Projects;
(f) Funds remaining in the interest bearing account by December 30, 2020;
and
(g) details on how the Province's interests, with respect to climate change by
reducing vehicle trips and GHGs through increased commuter cycling,
have been met.
F6.0 PUBLIC DOCUMENTS
F6.1 Public Documents. The Recipient acknowledges and agrees that the Reports
and any other report will be public documents.
F7.0 CHANGES TO REPORTING
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F7.1 Changes to the Reporting. Subject to section F7.2 (Amending Agreement for
Changes to the Reporting), the Parties agree that changes, as determined by the
Province at its sole discretion, may be made to the reporting.
F7.2 Amending Agreement for Changes to the Reporting. Any change made to
the reporting, pursuant to section F7.1 (Changes to the Reporting), must be
documented through a written agreement executed as set out in section 4.3
(Execution of Amending Agreements - Exceptions).
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SCHEDULE"G"
COMMUNICATIONS PROTOCOL
G1.0 PURPOSE
G1.1 Purpose. This Schedule "G" (Communications Protocol) describes the
Recipient's responsibilities and financial obligations involved in communications
activities and products to recognize the contributions of the Government of
Ontario and the Recipient.
G2.0 GENERAL PRINCIPLES
G2.1 Promotion. The Recipient must promote each Eligible Project when opened for
use by cyclists through communications activities and products as being funded
by the province through Climate Action Plan funding. The Recipient must also
promote that each Eligible Project's purpose is to support GHG reduction by
supporting increase commuter cycling.
G2.2 Joint Communications. The Recipient agrees to obtain the Province approval
for all communications products and to undertake joint communications activities
and collaborate on products to ensure open, effective, and proactive
communications.
G2.3 Recognition and Prominence. Unless the Province specifies otherwise, the
financial contribution of the Province will receive equal recognition and
prominence in any Eligible Project related communications, including when
logos, symbols, flags, and other types of identification are incorporated into
events signs.
G2.4 Announcements and Ceremonies. All announcements and ceremonies will be
organized jointly with equal participation from the Recipient and the Province.
G2.5 Electronic Media. All communications through electronic media such as web
sites or management information systems are subject to the terms and conditions
of this Schedule "G" (Communications Protocol).
G2.6 Communications Protocol and Other Requirements. All events and signage
will follow the communications protocols set out in this Schedule "G"
(Communications Protocol) and any other requirements that may be specified by
the Province from time to time.
G.2.7 Approval of Province. All communications must reference the Government of
Ontario and must be submitted a minimum of 15 days in advance and approved
by the Province prior to release.
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G3.0 PROJECT COMMUNICATIONS
G3.1 General. All written communications concerning the Agreement and any Eligible
Project will be prepared in a manner that supports the communications objectives
and branding of each Party to the Agreement.
G3.2 Provincial Funding Statement. All public information material made by the
Recipient concerning the Agreement and any Eligible Projects will clearly indicate
that the Eligible Project is partially funded by the Government of Ontario.
G3.3 Project Promotion.
(a) The Recipient is responsible for the promotion and its activities and
objectives within their jurisdiction. The Recipient will provide for each
Eligible Project, as appropriate, project communications such as: a project
web site, print, audiovisual and other communications about the Eligible
Project as it proceeds. The Recipient will inform the Province of any such
promotional communication a minimum of 15 days before it takes place.
The Recipient will also ensure appropriate recognition of the Province's
contribution in annual reports, speeches or other opportunities, as
appropriate.
(b) The Recipient is solely responsible for operational communications
including calls for tender, construction, design, property, emergency and
public safety notices.
(c) The Recipient will share information promptly with the Province on
significant emerging media and stakeholder issues concerning the
Agreement and any Eligible Project. The Province will advise the
Recipient, where appropriate, about media inquiries.
(d) The Recipient and the Province reserve the right to refer to the Funding
provided in their own separate, and non-OMCC Program specific
communications. Each commits to acknowledging the other's involvement
in the OMCC Program.
(e) The Recipient will provide, whenever possible, professional quality audio-
visual material about each Eligible Project to the Province to support wider
communications about the provincial funding.
G4.0 COMMUNICATING WITH THE PUBLIC
G4.1 General.
(a) The Recipient will provide Notice to and consult with the Province, a
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minimum of 15 days in advance, about all proposed news releases, new
media communications activities, or public announcements relating to any
Eligible Project. This is to provide the Province with sufficient notice of key
communications and, if the Province so desires, the time that is necessary
to determine a course of action, line up principals and prepare joint
material. Notwithstanding the advance Notice requirement, the Province
will not unreasonably withhold its consent if the Recipient must issue a
news release or public announcement in less than 15 days due to
unforeseeable circumstances, including matters of public safety or the
need for emergency response.
(b) The Recipient will advise the Province regularly of upcoming public events
or community relations activities relating to the Agreement. The Recipient
commits to acknowledging the Province's involvement.
(c) The Province will monitor the Recipient's performance with respect to the
communications provisions of the Agreement and order appropriate
remedies, as it sees fit, where deficiencies are found.
(d) In the event of an election call that affects a riding that a completed
Eligible Project is located in, whether federal, provincial or municipal, no
public announcements will be permitted. For clarification, this does not
include announcements and communications made under paragraph
G3.3(b).
G4.2 Signing of the Agreement. The Recipient and the Province may issue a joint
news release when the Agreement is signed. The Recipient and the Province
agree to hold, where appropriate, an official ceremony on this occasion.
G4.3 Public Information Kits. The Recipient and the Province may develop joint
information kits, brochures, public reports, new media products, and web site
material to inform the public about the OMCC Program and any Eligible Project.
Such material will be prepared in a manner consistent with this Schedule "G"
(Communications Protocol) and any core messages developed by the Recipient
or the Province. The choice of colour will be neutral in nature and not identified
with any political party.
G4.4 News Releases. The Recipient and the Province will issue joint news releases at
relevant times in the life of each Eligible Project. In all such news releases, the
Recipient and the Province will receive equal prominence and all will mutually
agree on the use of quotes from the designated representatives of the Province
or the Recipient in the news releases.
G4.5 News, Conferences, Public Announcements, Official Events or Ceremonies.
(a) The Recipient and the Province agree to hold news conferences at the
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request of the other. The designated representative of each of the
Recipient and the Province will be provided the opportunity to participate
in such news conferences.
(b) No public announcement relating to any Eligible Project, with the
exception of those Notices described in paragraph G3.3(b), will be made
by the Recipient without the prior consent of the Province.
(c) The Recipient and the Province will cooperate in the organization of
announcements or ceremonies. Messages and public statements for such
events should be mutually agreed upon. The Province may recommend
special events and ceremonies be held where and when appropriate.
G4.6 Signage.
(a) Prior to initiating construction and after the signing of the Agreement, the
Recipient agrees to produce and erect temporary signage acknowledging
the Province's contribution to each Eligible Project. The signage will be at
least equivalent in size and prominence to the Recipient's and other
contributors' signage. The signage will remain in place until 90 days after
construction is completed.
(b) The Recipient will provide and install, upon completion of each Eligible
Project, where feasible, a plaque, permanent sign or other suitable
identifier bearing an appropriate inscription. The design, wording and
specifications of such permanent signs will respect the general provisions
of the Agreement for two years after the completion of the Eligible Project.
(c) Except for signage acknowledging any Eligible Project funding, traffic
control, safety devices, contractor signage, retail signage or normal
construction related signage, no additional signage will be erected at each
site by the Recipient.
G4.7 Communications Events. Subject to the terms of the Agreement, the Recipient
or the Province may, at its own costs and upon 90 days Notice to the other Party
prior to the event, carry out project -related communications events, including
educational and promotional signage.
G4.8 Joint Communications Events. If the Parties agree to carry out a joint
communications event, the costs of such event will be shared equally between
the Province and the Recipient.
G4.9 Monitoring and Compliance. The Province will monitor the Recipient's
compliance with this Schedule "G" (Communications Protocol), and may, at its
discretion, advise the Recipient of issues and required adjustments.
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SCHEDULE "H"
DISPOSAL OF AND REVENUES FROM ASSETS
H1.0 DEFINITION
H1.1 Definition. For the purposes of this Schedule "H" (Disposal of and Revenues
from Assets):
"Local Government" means a single -tier, lower -tier or upper -tier municipality
established by or under an Ontario provincial statute, and also includes a
municipal service corporation established by such a single -tier, lower -tier or
upper -tier municipality.
H2.0 DISPOSAL OF ASSETS
H2.1 Payment If Early Disposal. The Recipient undertakes to notify the Province in
writing, 180 days in advance, if at any time on or before December 30, 2031, the
Recipient proposes to sell, lease, encumber or use any Asset in a manner other
than described in the Agreement, or otherwise dispose of, directly or indirectly,
any Asset other than to the Province, a Local Government or a Crown agent of
the Province. Upon disposal of the Asset, the Recipient hereby undertakes to pay
an amount equal to the percentage of Funds received from the Province for the
Asset, forthwith on demand, as set out in the table below:
DISPOSAL PERIOD
PERCENTAGE
OF FUNDS
(IN CURRENT DOLLARS)
On or before December 30, 2022
100%
After December 30, 2022 and on or
75%
before December 30, 2025
After December 30, 2025 and on or
50%
before December 30, 2029
After December 30, 2029 and on or
25%
before December 30, 2031
After December 30, 2031
0%
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SCHEDULE "I"
ABORIGINAL CONSULTATION PROTOCOL
11.0 DEFINITIONS
11.1 Definitions. For the purposes of this Schedule "I" (Aboriginal Consultation
Protocol):
"Aboriginal Consultation Plan" means the Aboriginal Consultation Plan
described in section 12.1 (Development of Plan).
"Aboriginal Consultation Record" means a document that records and
describes, as the Province may require, the consultation activities carried out
during the Project and the results of that consultation.
"Aboriginal Community" includes First Nation, Metis and Inuit communities or
peoples of Canada.
12.0 ABORIGINAL CONSULTATION PLAN
12.1 Development of Plan. The Province, based on the scope and nature of the
Project, may require the Recipient to, in consultation with the Province, develop
and comply with an Aboriginal consultation plan ("Aboriginal Consultation
Plan").
12.2 Procedural Aspects of Consultation. If consultation with Aboriginal
Communities is required, the Province may:
(a) delegate certain procedural aspects of the consultation to the Recipient;
and
(b) provide the Recipient with an initial list of the communities the Recipient
may consult.
12.3 Provision of Plan to Province. If, pursuant to section 12.1 (Development of
Plan), the Province provides Notice to the Recipient that an Aboriginal
Consultation Plan is required, the Recipient will, within the timelines provided in
the Notice, provide the Province with a copy of the Aboriginal Consultation Plan.
12.4 Changes to Plan. The Province, in the Province's sole discretion and from time
to time, may require the Recipient to make changes to the Aboriginal
Consultation Plan.
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13.0 ABORIGINAL CONSULTATION RECORD
13.1 Requirements for Aboriginal Consultation Record. If consultation with
Aboriginal Communities is required, the Recipient will maintain an Aboriginal
Consultation Record and provide such record to the Province, and any update to
it, as part of its reporting to the Province pursuant to paragraph Fl. 1(d),
subsection F3.2 (Aboriginal Consultation Reporting) and paragraph F5.2(g).
14.0 RESPONSIBILITIES OF THE RECIPIENT
14.1 Notification to and Direction from the Province. The Recipient will
immediately notify the Province:
(a) of contact by any Aboriginal Communities regarding the Project; or
(b) if any Aboriginal archaeological resources are discovered in the course of
the Project,
and, in either case, the Province may direct the Recipient to take such actions as
the Province may require. The Recipient will comply with the Province's direction.
14.2 Direction from the Province and Contracts. The Recipient will provide in any
Contract and Partner Agreement for the Recipient's right and ability to respond to
direction from the Province as the Province may provide in accordance with
section 14.1 (Notification to and Direction from the Province).
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SCHEDULE "J"
CERTIFICATES AND DECLARATIONS
J1.0 PROCEDURES
J1.1 Procedures. The Recipient agrees that this Schedule "J" (Certificates and
Declarations) will apply to the Projects.
J2.0 ANNUAL FUNDING CERTIFICATES
J2.1 Timing and Documents. The Recipient will submit Annual Funding Certificates
to the Province, in the form provided in Sub -schedule "J.1" (Ontario Municipal
Commuter Cycling (OMCC) Program Form of Annual Funding Certificate), signed
by the senior financial of the Recipient identified in Schedule "B" (Recipient
Information) and completed to the Province's satisfaction, attesting, amongst
other matters, that all Funds have been spent on Eligible Projects and Eligible
Costs.
J2.2 Timing of Annual Funding Certificate. The Recipient will submit an Annual
Funding Certificate to the Province, together with the Annual Financial Report, in
each Funding Year.
J3.0 ANNUAL ELIGIBLE PROJECTS DECLARATION
J3.1 Timing and Documents. The Recipient will submit an Annual Eligible Projects
Declaration to the Province, in the form provided in Sub -schedule "J.2" (Ontario
Municipal Commuter Cycling (OMCC) Program Form of Annual Eligible Projects
Declaration), signed by an approved Recipient representative and completed to
the satisfaction of the Province.
J3.2 Timing of Annual Eligible Projects Declaration. The Recipient will submit the
Annual Eligible Projects Declaration as a component of the Annual
Implementation Report to the Province.
J4.0 SOLEMN DECLARATION OF SUBSTANTIAL COMPLETION
J4.1 Timing and Documents. The Recipient will submit to the Province, in the form
provided in Sub -schedule "J.3" (Ontario Municipal Commuter Cycling (OMCC)
Program Form of Solemn Declaration of Substantial Completion), a Solemn
Declaration of Substantial Completion for each Eligible Project. The Recipient will
include all of the documentation required in the Solemn Declaration of
Substantial Completion and fully complete and execute the declaration.
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J4.2 Submission of Declarations of Substantial Completion. The Recipient will
submit the declaration(s) in each Funding Year as attachment(s) to the Annual
Implementation Reports.
J5.0 FINAL ADJUSTMENTS
J5.1 Final Adjustments. After the Recipient has submitted its Final Report and
before the Expiry Date, the Parties will jointly carry out a final reconciliation of all
Funds in respect of the Project and make any adjustments required in the
circumstances.
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SUB -SCHEDULE "J.1"
ONTARIO MUNICIPAL COMMUTER CYCLING (OMCC) PROGRAM
FORM OF ANNUAL FUNDING CERTIFICATE
ANNUAL FUNDING CERTIFICATE
TO: Transportation Policy Branch
Ontario Ministry of Transportation
777 Bay Street, 30th Floor
Toronto, ON M7A 2J8
Telephone: 1-844-671-7438
Facsimile: (416) 585-7204
E-mail: cycling@ontario.ca
FROM: Name/Title: [Enter the name and title of the Senior Financial
Officer of the Recipient.]
Address: [Enter the address of the Senior Financial
Officer of the Recipient.]
Telephone: [Enter the telephone number of the Senior
Financial Officer of the Recipient.]
Facsimile: [Enter the facsimile number of the Senior
Financial Officer of the Recipient.]
Email: [Enter the email address of the Senior Financial
Officer of the Recipient.]
ON BEHALF OF: [Enter the Recipient's name.]
RE: Ontario Municipal Commuter Cycling (OMCC) Program -
Annual Funding Certificate
In the matter of the Ontario Municipal Commuter Cycling (OMCC) Program Transfer
Payment Agreement entered into between Her Majesty the Queen in right of Ontario,
represented by the Minister of Transportation for the Province of Ontario, and the [Enter
the legal name of the municipality.] (the "Recipient"), on
(the "Agreement").
I, [Enter the name and title of the senior financial officer
of the Recipient listed in Schedule "B" (Recipient Information).], an authorized
representative of the Recipient, having made such inquiries as I have deemed
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necessary for this certificate, hereby certify that to the best of my knowledge,
information and belief for Funding Year [Enter the Funding Year.]:
On and as of the date set out below:
1. Funds have only been expended on Eligible Projects listed on the Eligible Projects
List, as described in Sub -schedule "C.1" (Eligible Projects List) of the Agreement,
and the Eligible Projects funded this Funding Year are as listed in Appendix A
(Eligible Projects for Funding Year) to this certificate.
2. Funds were solely used towards the Eligible Costs of implementing the Eligible
Projects listed in Appendix A (Eligible Projects for Funding Year) to this certificate.
3. The Eligible Projects listed in Appendix A (Eligible Projects for Funding Year) to this
certificate will be completed by December 30, 2020.
4. The work undertaken for Eligible Projects conforms with the requirements set out in
paragraph A4.8(d) of Schedule "A" (General Terms and Conditions) of the
Agreement to comply with industry standards.
5. Any Funds the Recipient received before the Recipient's immediate need were place
in an interest bearing account in accordance with section A4.5 (Interest Bearing
Account) of the Agreement, and any interest earned on the Funds is noted in
Appendix A (Eligible Projects Funding Year) to this certificate and was used only as
noted in the appendix.
Declared at (city), in the Province of Ontario, this day of
20
(Signatures)
Name-
ame:
Title-
Title:
Elgin
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Witness Name:
Title:
Page 62 of 67
APPENDIX A
ELIGIBLE PROJECTS FOR FUNDING YEAR [Note: Enter the Funding Year.]
FUNDING
YEAR
ELIGIBLE
PROJECT
ELIGIBLE
PROJECT
START
DATE
ELIGIBLE
PROJECT
END
DATE
ELIGIBLE COSTS
RECIPIENT
FUNDS
EXPENDED
FUNDING FROM
OTHER SOURCES
USED
TOTAL ELIGIBLE
PROJECT COSTS
$ % of
Funds
$ % of
Total
Eligible
Project
Costs
$ % of
Total
Eligible
Project
Costs
Total
INTEREST ON FUNDS
(a) The interest earned on the Funds for the Funding Year to which this Annual Funding Certificate relates is [$x
dollars].
(b) The interest earned on the Funds since the Effective Date of the Agreement is [$x dollars].
(c) The interest used towards the Eligible Costs of Eligible Projects in the Funding Year to which this Annual Funding
Certificate relates is [$x dollars].
(d) The interest used for the Eligible Costs of Eligible Projects since the Effective Date of the Agreement is [$x
dollars].
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Y&M,I
SUB -SCHEDULE "J.2"
ONTARIO MUNICIPAL COMMUTER CYCLING (OMCC) PROGRAM
FORM OF ANNUAL ELIGIBLE PROJECTS DECLARATION
ANNUAL ELIGIBLE PROJECTS DECLARATION
TO: Transportation Policy Branch
Ontario Ministry of Transportation
777 Bay Street, 30th Floor
Toronto, ON M7A 2J8
Telephone: 1-844-671-7438
Facsimile: (416) 585-7204
E-mail: cycling@ontario.ca
FROM: Name/Title: [Enter the name and title of the authorized
representative of the Recipient.]
Address: [Enter the address of the authorized
representative of the Recipient.]
Telephone: [Enter the telephone number of the authorized
representative of the Recipient.]
Facsimile: [Enter the facsimile number of the authorized
representative of the Recipient.]
Email: [Enter the email address of the authorized
representative of the Recipient.]
Email: [Enter the email address of the authorized
representative of the Recipient.]
RE: Ontario Municipal Commuter Cycling Program - Annual Eligible Projects
Declaration
In the matter of the Ontario Municipal Commuter Cycling (OMCC) Program Transfer
Payment Agreement entered into between Her Majesty the Queen in right of Ontario,
represented by the Minister of Transportation for the Province of Ontario, and the [Enter
the legal name of the municipality.] (the "Recipient"), on _
(the "Agreement").
I, [Enter the name and title of the authorized
representative of the Recipient listed in Schedule "B" (Recipient Information).],
having made such inquiries as I have deemed necessary for this declaration, hereby
certify that to the best of my knowledge, information and belief:
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1. On and as of the date set out below:
a. all representations and warranties contained in Article A2.0 (Representations,
Warranties, and Covenants) of Schedule "A" (General Terms and Conditions) to
the Agreement are true and correct;
b. the Recipient is in compliance with all the terms and conditions of the Agreement
and no event of default, as described in the Agreement, has occurred and is
continuing;
c. and prior to the Recipient having used any of the Funds for an Eligible Project,
the Recipient has complied with all of the requirements set out in paragraphs
A32.1(c)(i), (ii) and (iii).
d. the Recipient has attached a valid certificate of insurance for the current Funding
Year;
e. the Recipient has attached the municipal council approved enabling by-law for
the current Funding Year;
f. the Recipient has met the 20% funding requirements for each Eligible Project
implemented with Funds;
g. the Recipient has complied with all provisions of the Construction Lien Act
(Ontario) and is not aware of any claims for liens under that Act.
2. Funds were solely used towards the Eligible Costs of implementing the Eligible
Projects listed on the Eligible Projects List
Declared at
20
(Signatures)
Name:
Title:
(city), in the Province of Ontario, this day of
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Witness Name:
Title:
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SUB -SCHEDULE "J.3"
ONTARIO MUNICIPAL COMMUTER CYCLING (OMCC) PROGRAM
FORM OF SOLEMN DECLARATION OF SUBSTANTIAL COMPLETION
SOLEMN DECLARATION OF SUBSTANTIAL COMPLETION
TO: Transportation Policy Branch
Ontario Ministry of Transportation
777 Bay Street, 30th Floor
Toronto, ON M7A 2J8
Telephone: 1-844-671-7438
Facsimile: (416) 585-7204
E-mail: cycling@ontario.ca
FROM: Name/Title: [Enter the name and title of the professional
engineer.]
Address: [Enter the address of the professional engineer.]
Accreditation: [Enter the accreditation number of the
professional engineer.]
Telephone: [Enter the telephone number of the professional
engineer.]
Facsimile: [Enter the facsimile number of the professional
engineer.]
Email: [Enter the email address of the professional
engineer.]
RE: Ontario Municipal Commuter Cycling Program - Solemn Declaration of
Substantial Completion
In the matter of the Ontario Municipal Commuter Cycling (OMCC) Program Transfer
Payment Agreement entered into between Her Majesty the Queen in right of Ontario,
represented by the Minister of Transportation for the Province of Ontario, and the [Enter
the legal name of the municipality.] (the "Recipient"), on
(the "Agreement").
I, [Enter the name and title of the professional engineer.],
a professional engineer duly licensed in the Province of Ontario, having made such
inquiries as I have deemed necessary for this certificate, hereby certify that to the best
of my knowledge, information and belief:
On and as of the date set out below:
1. 1 am the
Elgin County and Ontario OMCC Program TPA
[Enter the title, department, or
357
Page 66 of 67
organization.], and as such have knowledge of the matters set forth in this
declaration.
2. The projects listed below in this declaration are listed in Sub -schedule "C.1"
(Eligible Projects List) to the Agreement as Eligible Projects. These Eligible
Projects have reached Substantial Completion, as defined in the Agreement, as
follows:
ELIGIBLE
ELIGIBLE PROJECT
ELIGIBLE
SUBSTANTIAL
PROJECT NAME
DESCRIPTION
PROJECT
COMPLETION DATE
LOCATION
FOR THE ELIGIBLE
PROJECT
3. The value of the Eligible Costs for substantially completed work on each Eligible
Project listed in section 2 above is as noted below:
ELIGIBLE
PROJECT NAME
ELIGIBLE COSTS FOR THE
ELIGIBLE PROJECT
RECIPIENT'S CONTRIBUTION
TOWARDS THE ELIGIBLE COSTS
OF THE ELIGIBLE PROJECT
4. The work for all Eligible Projects described in this declaration:
a. was supervised and inspected by qualified staff;
b. conforms with the plans, specifications and other documentation for the work;
c. conforms with the Environmental Laws (as defined in the Agreement), and
appropriate mitigation measures have been implemented; and
d. conforms with the requirements set out in paragraph A4.8(d) of Schedule "A"
(General Terms and Conditions) of the Agreement to comply with industry
standards.
Declared at
20
(Signatures)
Name
Title:
(city), in the Province of Ontario, this day of
Witness Name-
ame:
Title-
Title:
Elgin
Elgin County and Ontario OMCC Program TPA Page 67 of 67
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COUNTY OF ELGIN
By -Law No. 18-04
"BEING A BY-LAW TO AUTHORIZE THE EXECUTION OF A COLLECTIVE
AGREEMENT BETWEEN THE CORPORATION OF THE COUNTY OF ELGIN AND
CANADIAN UNION OF PUBLIC EMPLOYEES WITH RESPECT TO THE
CORPORATION'S COUNTY LIBRARY EMPLOYEES"
WHEREAS the Canadian Union of Public Employees, Local 841, is the sole and
exclusive collective bargaining agent for all its employees save and except Branch Library
Supervisors and persons above the rank of Branch Library Supervisor, Administrative
Assistant, Director of Community and Cultural Services, or designate, students, pages and
temporary employees; and
WHEREAS negotiations have taken place over a period of time, between the County
and the Union towards amending the collective bargaining relations and providing an orderly
procedure for the disposition of grievances and defining working conditions and terms of
employment for all employees who are represented by the Union, in the form of a Collective
Agreement; and
WHEREAS agreement has now been reached by both parties on the said procedures,
conditions and terms of employment to be included in an agreement to cover the period
January 1, 2018 to December 31, 2020.
NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin
enacts as follows -
1 .
ollows:
1. THAT the Warden and the Chief Administrative Officer be and are hereby authorized
to sign the Collective Agreement between the County of Elgin and the Canadian Union of
Public Employees, setting forth collective bargaining relations, disposition of grievances and
to define working conditions and terms of employment for the library employees.
2. THAT this By -Law shall become effective January 1, 2018.
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 30TH DAY OF
JANUARY 2018.
Julie Gonyou,
Chief Administrative Officer.
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David Marr,
Warden.
CLOSED MEETING AGENDA
January 30, 2018
Staff Reports:
1) County Solicitor —Municipal Act Section 239.2 (a) the security of the property
of the municipality or local board — Theft of County Property Update
2) Director of Human Resources —Municipal Act Section 239.2 (d) labour relations
or employee negotiations — CUPE Settlement
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