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01 - January 8, 2019 County Council Agenda Package 1 COUNTY COUNCIL MINUTES Tuesday, December 11, 2018 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. The Chief Administrative Officer presided as Chair of the meeting. TheChiefAdministrative OfficerwelcomedallinattendancetoElginCountyInauguralMeeting/Annual Election.TheChiefAdministrativeOfficerannounced that Procedural By-law 18-38, the Deputy Warden position is held by the most immediate past Warden on Council. The 2019Deputy Warden is Grant Jones. The Chief Administrative Officer called the meeting to order. The Chief Administrative Officer introduced members of Council and all Council Members repeated the Declaration ofOffice simultaneously and signed the declaration. ELECTION OF WARDEN The Chief Administrative Officer asked that members of Council wishing to run for the Office of Warden to stand. Councillors McPhail and Mennill offered their candidacy for the position of Elgin County Warden for 2019. Each candidate was then given an opportunity to address Council. BALLOTING PROCEDURES Ballots were cast and counted by the Chief Administrative Officer in the presence of Mr. Rob Foster from Graham Scott Enns who had been appointed as a scrutineer. RESULTS The Chief Administrative Officer announced that the Warden of Elgin County for 2019 is Duncan McPhail, Mayor of West Elgin. Moved by Councillor Marks Seconded by Councillor Purcell THAT Councillor McPhail be elected as Warden for 2019. - Carried. Warden McPhail 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 Dave Marr. Warden McPhaildelivered his Inaugural Address to Council, thanked his family and friends for their support, and outlined the items of interest and importance for consideration in 2019. Moved by Councillor Martyn Seconded by Councillor Mennill THAT the ballots used for the election of the 2019 Warden be destroyed. - Carried. OTHER BUSINESS Warden McPhail invited all those in attendance to the Reception, following recess, to be held in the County Administration Building lower level. 2 County Council 2 December 11 & 13, 2018 Moved by Councillor Purcell Seconded by Councillor Marks THAT wedonow recessat 7:33 p.m. until Thursday, December 13, 2018 at 9:00 a.m. - Carried. COUNTY COUNCIL MINUTES Thursday, December 13, 2018 The Elgin County Council met this dayat the Administration Building at 9:00 a.m. with all members present. Warden McPhail in the Chair. ADOPTION OF MINUTES Moved by Councillor Jones Seconded by Councillor Mennill THAT the minutes of the meeting held on November 27, 2018 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF None DELEGATIONS Presentations on Terrace Lodge Redevelopment Study The Chief Administrative Officer and Director of Homes and Senior Services provided information to Council in regard to the Terrace Lodge Redevelopment project chronology, the history of decision making and introduced VG+ Architects (Ventin Group) who are completing a study which compares and contrasts a renovation/addition to the option of a new-build. Moved by Councillor Mennill Seconded by Councilor Martyn That the joint presentation delivered by Administration and Ventin Group in regard to the Terrace Lodge Redevelopment, dated December 13, 2018, be received and filed; and, THAT the Chief Administrative Officer be directed to send copies of the presentation to Aylmer and Malahide Councils; and, THAT questions and feedback be incorporated into the presentation scheduled for January 8, 2019; and, THAT staff be directed to include presentation and reportsin the minutes; and, THAT the Chief Administrative Officer be directed to schedule a Terrace Lodge Building Committee meeting as soon as possible. - Carried. County Council recessed at 10:03 a.m. and reconvened at 10:08 a.m. Presentation on Provincial Offences Act (POA) Facilities Ventin Group provided a presentation to Council on the progress being made at the construction site of the new Provincial Offences Act Facilities. 3 County Council 3 December 11 & 13, 2018 Moved by Councillor French Seconded by Councillor Marks That the verbal presentation from Ventin Group regarding the POA facility, dated December 13, 2018, be received and filed. - Carried. ATTACHMENT(presentation) REPORTS Draft 2019 Committee Appointments Warden McPhail Warden McPhail presented his recommendations for appointments to Boards, Committees and Associations for 2019. Moved by Councillor Marks Seconded by Councillor Jones THAT the appointments to Outside Boards and Committees for 2019 be confirmed as follows: DRAFT 2019 COMMITTEE APPOINTMENTS Dispute ResolutionWarden Renamed:City-County Relations (3) Councillor French Councillor Ketchabaw Elgin County Museum (1)Councillor Martyn Southwestern Public Health (2)Councillor Jones Councillor Marks Health Recruitment Partnership (1)Councillor Jones Human Resources Committee (as needed) (3)Warden Councillor Mennill Councillor Ketchabaw Joint Elgin/Central Elgin Accessibility AdvisoryCouncillor Marks Committee (1) POA Court Facility (3)Warden Councillor Jones Councillor Mennill Councillor Purcell *new* Policy Review Councillor Giguère Councillor French Councillor Purcell Rural Initiatives (3)Councillor Ketchabaw Councillor Martyn Councillor Giguère St. Thomas-Elgin Public Art Centre (1)Councillor Giguère Terrace Lodge Building Committee (4)Warden Councillor Mennill Councillor French Councillor Marks Councillor Purcell Waste Management/LiaisonCommittee of the Whole Council Water Advisory Committee (1)Councillor French Western Ontario Wardens CaucusWarden/Deputy Warden Community Leaders CabinetWarden/Deputy Warden Laserfiche Consulting / Support Services Purchasing Coordinator The Purchasing Coordinator provided a report that details the Request for Proposal (RFP) for Laserfiche Consulting and Support Services. The existing five (5) year contract has expired and a new three year contract with a two year option is proposed. Based on the measuring criteria, Thinkdox was the highest scoring bid. 4 County Council 4 December 11 & 13, 2018 Moved by Councillor Jones Seconded by Councillor Ketchabaw THAT Thinkdox Inc.be selected for Laserfiche Consulting and Support Services for a three year term commencing January 1, 2019through to December 31, 2021; and, THAT the County at its discretion extend the contract for an additional two (2) years, upon mutual agreement between both parties; and, THAT the Warden and Chief Administrative Officer be authorized to sign the contract. - Carried. Traffic Signal Maintenance Agreement Contract Extension Director Of Engineering Services The Director of Engineering Services provided details of the partnership between Elgin County and Middlesex County for contracted services providing the maintenance and inspection of traffic signals, intersection beacons and luminaries. The Director recommends that a three (3) year extension with Guild Electric Ltd. at a pricing increase of approximately 1.5% per annum. Moved by Councillor Mennill Seconded by Councillor Giguère THAT the County of Elgin enter into an agreement with Guild Electric Limited to service all electrical traffic control devices for the period of January 1, 2019 to December 31, 2021; and; THAT the Warden and Chief Administrative Officer be authorized to sign the contract. - Carried. Homes Long-Term Care Service Accountability Agreement (L-SAA) 2019-2022 Director of Homes and Senior Services The Director of Homes and Senior Services reported to Council that it is a requirement of the Local Health System Integration Act, 2006 (LHSIA) that Local Health Integration Networks (LHINs) enter into a service accountability agreement (SAA) with each Health Service Provider (HSP) that it funds. The 2019-2022 L-SAA agreement will focus on reducing cost across the health care system while ensuring quality care is accessible to all. Moved by Councillor Jones Seconded by Councillor Martyn THAT Council approves the Long-Term Accountability Planning Submission (LAPS) for 2019- 2022 with the Southwest LHIN for Bobier Villa, Elgin Manor and Terrace Lodge; and, HomesLong-Term Care Service Accountability Agreement (L-SAA) 2019-from the Director of Homes and Services, dated December 3, 2018, be received and filed. - Carried. Elgin County Library- Recent Projects, Programs, Partnerships and Activities May to October 2018 Manager of Library Programming and Community Development The Manger of Library Programming and Community Development presented Council with an overview and update of projects, programs, partnerships, and activities that have occurred from May to October 2018. Moved by Councillor Mennill Seconded by Councillor Purcell THAT - Recent Projects, Programs, Partnerships and Activities May to October 20 and Community Development,dated November 16th, 2018, be received and filed. - Carried. 5 County Council 5 December 11 & 13, 2018 Elgin County Museum 2018 Annual Report The Manager of Museum and Archives presented the 2018 annual report of the Elgin County Museum. Reports and issues over the last year were highlighted. Moved by Councillor Mennill Seconded by Councillor Jones nager of Museum and Archives, dated December 13, 2018, be received and filed. - Carried. County Council recessed at 11:01 a.m. and reconvened at 11:07 a.m. Elgincentives 2018 Year End Review Economic Development Coordinator and General Manager of Economic Development The Economic Development Coordinator and the General Manager of Economic Development presented a year-end review of the Elgincentives program highlighting its achievements over the past year and since its inception in 2015. Moved by Councillor French Seconded by Councillor Martyn Coordinator and the General Manager of Economic Development, dated November 27, 2018, be received and filed. - Carried. Approval for Official Plan Amendment No.5 Manager of Planning The report from the Manager of Planning provided County Council with information required in order to consider granting approval to the noted Official Plan Amendment. Moved by Councillor Purcell Seconded by Councillor Jones THAT the Council of the Corporation of the County of Elgin approve the Official Plan Amendment No. 5 to the Township of Southwold Official Plan. File No. SO-OPA5-18; and, THAT staff be directed to provide notice of this decision in accordance with the Planning Act. - Carried. Proposed Draft Plan of Subdivision Farhi Talbotville Subdivision Manager of Planning The report from the Manager of Planning provided County Council with information required in order to consider granting draft plan approval to the Farhi Talbotville Subdivision. Moved by Councillor Purcell Seconded by Councillor Mennill THAT the Council of the Corporation of the County of Elgin grants draft plan approval to Farhi Holdings Corp. - Talbotville Subdivision Draft Plan of Subdivision in the Township of Southwold (Talbotville) File No. 34T-SO1802; and, THAT staff be directed to provide notice of this decision subject to the conditions for final approval in accordance with the Planning Act. - Carried. 6 County Council 6 December 11 & 13, 2018 Schedule of Council Meetings for 2019 Chief Administrative Officer The Chief Administrative Officer presented a proposed schedule for Council Meetings in 2019 for Council to approve. Moved by Councillor Marks Seconded by Councillor Ketchabaw Officer, dated December 1, 2018 be adopted; and, th THAT if a single meeting is required in July and August, the preferred dates be July 9 and August 13, 2019; and, THAT notice of the annual schedule of regular meetings and any special meetings outside of the annual schedule of regular meetings of Council shall be available from the Municipal Office -Law 18-38. - Carried. Organizational Developments in Response to Local Municipal Needs County Fire Training Officer/Community Emergency Management Coordinator Position Chief Administrative Officer The Chief Administrative Officer presented Council with a report and discussion regarding the practical need for a County Fire Training Officer/Community Emergency Management Coordinator position. Discussion included the proposed job guidelines and the cost to fill the position. Moved by Councillor Mennill Seconded by Councillor Martyn THAT the position of Fire Trainer/Community Emergency Management Coordinator be approved by County Council; and, THAT related personnel costs of approximately $95,000 be included in the 2019 budget deliberations; and, THAT County Council provide direction to staff regarding the preferred funding model for the position on a go-forward basis, commencing in 2020. - Carried. Elgin County School Board Proposal Chief Administrative Officer The Chief Administrative Officer presented a copy of the presentation material from the delegation that Ms. Derks presented to County Council at the November 27, 2018 meeting and to seek the support of current Council for this initiative including direction to arrange a meeting with MPP Yurek. Moved by Councillor Martyn Seconded by Councillor Purcell THAT the Chief Administrative Officer be directed to request a meeting with MPP Yurek and Warden McPhail to discuss initiatives related to Elgin County schools that will better protect and support local interests. - Carried. PRESENTATIONS Years of Service Employee Recognition Warden McPhail Council and staff joined together in the basement to recognize employees for milestone years of service. 7 County Council 7 December 11 & 13, 2018 Moved by Councillor French Seconded by Councillor Marks THAT we do now recess at 12:00 p.m. for lunch and to present employees with certificates for their milestone years of service to Elgin County. - Carried. Council reconvened from the presentation at 1:10 p.m. CORRESPONDENCE Items for Information (Consent Agenda) 1.Publicity 2. Ministry of Municipal Affairs and Housing re: Planning Act Concerns 3. Moved by Councillor Purcell Seconded by Councillor Martyn THAT Correspondence Items #1-3 be received and filed. - Carried. OTHER BUSINESS Statements/Inquiries by Members None Notice of Motion None Matters of Urgency None Closed Meeting Items Moved by Councillor Marks Seconded by Councillor Jones THAT wedonow proceed into closed meeting session in accordance with the Municipal Act to discuss matters under Municipal Act Section 239.2; In-Camera Item #1 (b) personal matters about an identifiable individual, including municipal or local board employees; (d) labour relations or employee negotiations ONA Arbitration Update In-Camera Item #2 (b) personal matters about an identifiable individual, including municipal or local board employees; (d) labour relations or employee negotiations ONA Labour Relations Matters -Carried. Moved by CouncillorKetchabaw Seconded by CouncilorFrench THAT we do now rise and report. -Carried. In-Camera Item #1 Moved by Councillor Mennill Seconded by CouncillorJones THAT staff proceed as directed. -Carried. 8 County Council 8 December 11 & 13, 2018 In-Camera Item #2 Moved by CouncillorFrench Seconded by CouncillorGiguère THAT the report from the Director of Human Resources be received. -Carried. Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor Marks Seconded by CouncillorKetchabaw THAT we do now adopt recommendations of the Committee Of The Whole. -Carried. BY-LAWS Moved by Councillor Jones Seconded by Councillor Martyn THAT By-Law No. 18-41-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the December 11 & 13, 2018 second and third time and finally passed. - Carried. ADJOURNMENT Moved by Councillor Marks Seconded by CouncillorJones THAT we do now adjourn at 1:31 pm. -Carried. __________________________________ ______________________________ Julie Gonyou, DuncanMcPhail, Chief Administrative Officer Warden 9 10 Ћ 11 LƓŅƩğƭƷƩǒĭƷǒƩĻ Ќ 12 IǒƒğƓ /ğƦźƷğƌ Ѝ 13 {ĻĭƷƚƩ 5ĻǝĻƌƚƦƒĻƓƷ Ў 14 Џ 15 А 16 Б 17 ǤƚǒƷǒ͵ĬĻΉƓЉВaLǝ5CЏv ŷƷƷƦƭʹΉΉ В 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 ELGIN HEALTHCARE TERRACE LODGE REDEVELOPMENT 2 36 CURRENT STATE DESIGN APPROACHES PHASING CONSIDERATIONS CAPITAL COST PROJECTIONS SUMMARY OF FINDINGS FEEDBACK & NEXT STEPS 1.2.3.4.5.6. TABLE OF CONTENTS 3 37 MOHLTC LTC Design Standards In 2018, Council increased the budget for the project to $35 million to account for inflation and the challenges facing the project. However, there was little to no appetite to demolish the existing building as the building itself is in good condition and is well-built. Council's initial feedback to the December 13, 2018 Ventin Building Alternatives presentation was a preference for the renovate/addition option versus the new build option Today's presentation seeks to confirm that preference and seek further feedback from Council The next step, if Council chooses the renovate/addition option, is for staff to issue a Request for Proposal (RFP) for the completion of the design CURRENT STATE 4 38 100 in total demolish the existing facility of 66,500 sf and restore the site. NEW BUILDING OPTION: The 2015 report authored by MMMC Architects explored the option of creating an entirely new long term care facility for 100 beds on this site. Phase 1 beds each 85,111 sf new construction total area Phase 2 DESIGN APPROACHES 5 6,250 sf 39 build a new addition to connect the two existing residential wings on both floors move 50 residents into the new addition and renovate the north existing residential renovate the south existing ground floor residential wing to provide 13 units - 6,250 sf renovate the south second floor residential wing to provide 13 units Phase 1 Phase 2 wing to provide 13 units on each floor total 26 beds - 6,250 sf x 2 = 12,500 areaPhase 3 Phase 4 Phase 5 - Renovations at central wing On completion the addition will accommodate a total of 48 residents and the renovated existing wings will accommodate a total of 52 residents. ADDITION & RENOVATION OPTION: The main idea is to connect the two existing residential wings with a 2 storey addition. residents. The secure wing for 25 residents will be located on the north wing of the ground floor. DESIGN APPROACHES N 6 NEW 2 STOREY 48 BEDS ADDITION Addition and Renovation Option 26 BEDS RENOVATED 40 EXISTING 2 STOREY 26 BEDS RENOVATED EXISTING 2 STOREY WING EXISTING COMMON RENOVATED SCHEMATIC DIAGRAM N (IE. 7 FOOD SERVICES SHARED/GROUP FACILITIES STAFF + STAFF AMMENITIES RESIDENT AMMENITIES BATH RM, OUTDOOR) RESIDENT ROOMS + VISITORS COLOUR LEGEND 41 SCHEMATIC FLOOR PLAN N (IE. 8 FOOD SERVICES SHARED/GROUP FACILITIES STAFF + STAFF AMMENITIES RESIDENT AMMENITIES BATH RM, OUTDOOR) RESIDENT ROOMS + VISITORS COLOUR LEGEND 42 SCHEMATIC FLOOR PLAN 9 5 PHASES (48 MONTHS) -COMBUSTIBLE CONSTRUCTION (EX. AND ADDITION) ADDITION & RENOVATION SCHEME USES ENTIRE EXISTING BUILDING, BEST SUSTAINABLE DESIGNLOWER CAPITAL COSTNONLONGER CONSTRUCTION PERIOD STAFF HAVE INFORMED RENOVATION/ ADDITION2 STOREY OPERATIONAL ISSUESWOULD REQUIRE TEMPORARY DOUBLE OCCUPANCY OF SOME ROOMS DURING RENOVATION PHASES 43 ONE SINGLE MOVE NEW BUILDING OPTION REQUIRES DEMOLITION OF EXISTING BUILDINGHIGHER CAPITAL COSTCOMBUSTIBLE CONSTRUCTIONSINGLE PHASE CONSTRUCTION (36 MONTHS)STAFF HAVE IDENTIFIED DEFICIENCIES SINGLE STOREYMINIMAL RESIDENT DISRUPTION COMPARISON OF APPROACHES N 10 44 ROOM SIZE COMPARISON 11 45 3 months 3 months 3 months 1 ½ months 23 months 36 months 4 months 3 months 3 months 1 ½ months 12 months 48 months (per MMMC Report) Schematic Design Severance and SPA Design Development Construction Documents 5 months Tender & Award Construction Period TOTAL Demolition Schematic Design Design Development Construction Documents + SPA 5 months Tender & Award New addition Renovation - 6 months x 4 phases 24 months TOTAL Schedules below are subject to receiving timely ministry approval NEW BUILDING OPTIONADDITION & RENOVATION OPTION PROJECT SCHEDULE 12 46 renovate south residential wing - ground floor renovate south residential wing - upper floor build new facility & move 100 residents in build new addition and move 50 residents in demolish existing building renovate north residential wing - both floors renovate the existing shared wing Phase One Phase Two 36 MONTHS to full occupancy Phase One Phase Two Phase Three Phase Four Phase Five 48 MONTHS to full occupancy NEW BUILD OPTION ADDITION & RENOVATION OPTION PHASING CONSIDERATIONS 13 47 cash allowances to Furniture, Fixture & Equipment to be comparative with the Addition & Renovation Option. Construction Cost has been adjusted from the 2015 MMMc Report to allow for inflation and reallocation of certain *Refer to Notes on Pages 14 and 15 CAPITAL COSTS PROJECTION 14 48 Notes 15 (MOHLTC allowance Renovation An Total Construction of % for the Addition & 3% 10 at 8%) and of allowance for Specialty Consultants; and, 5) An 49 % for renovation projects); 2) Project Management Fees 12 % and Total Construction (MOHLTC Guideline); 4) 10 of -date. to 0.1% at between of Total Construction for the New Building (below the MOHLTC Guideline of 7% at New Building Actual Design Costs- Reserve determined as 4% of Annual Operating Budget x 25 years. : $15,000/Bed plus a $1 million allowance to replace the kitchen equipment. : An Allowance based on 3% of Total Construction Cost. The Estimate/Provision has been reduced by $210,000 as all beds and mattresses are currently being replaced. -Date Renovation Study Projected Costs. Reserve determined as 2% of Annual Operating Budget x 20 years (starting in Year 5). : MMMc Estimate of $15,000/Bed plus the following allowances: 1) $1 million related to new kitchen equipment; and, 2) $750,000 for new laundry equipment. : An Allowance based on 1.5% of Total Construction Cost. Soft Costs ; 3) Cost Consultant/Quantity Surveyor Fees accordance with the MOHLTC Guideline the following: 1) Design Fees (in -Contract Contingency -recoverable HST Legal Fees and Municipal Planning Costs. Ancillaries/IncludesOptionGuideline)for Furniture, Fixtures & EquipmentNew BuildingAddition & RenovationFor both Options: Moving Cost Allowance An allowance to provide for moving expenses and the cost of additional staff to move the residents. PostNew BuildingAddition & Renovation Design Costs ToNew Building: Addition & Renovation: Non Capital Reserve RequirementNew Building:Addition & Renovation: (4)(5)(6)(7)(8)(9)(10) Notes CAPITAL COSTS PROJECTION 16 50 Notes Annual Operating Cost Analysis 17 51 Study shows that an expansion and renovation of the existing facility is feasible and will result in a high quality Class A Long-Term Care Facility. The Capital Cost estimated for the Addition & Renovation Option is approximately $10.2 million lower than the New Build Option for construction and $6.9 million lower over a 25-year period. The differential impact to the annual Operating Budget is minimal; estimated annual costs for the Addition & Renovation Option are slightly higher by $128,000. SUMMARY OF FINDINGS AND CONCLUSIONS 18 52 Renovating the existing building has the added benefit regarding sustainability and the environment. A renovated building has considerably more of the overall cost derived from labour costs compared to a new building which has a much higher percentage of cost from new materials. Further, avoiding demolition of an existing well-built facility is considered a highly sustainable outcome. In spite of the disruption inherent with phased renovations, Resident quality of life and satisfaction will be much higher with the Addition and Renovation Option; more generously sized resident rooms, enhanced group activity rooms, retention of the existing pool, and, the addition of an overnight-stay room for family members. 19 53 Feedback from Council on this presentation Council decision will be finally approved as part of the 2019 County Operating and Capital Budget approval process at the Feb 12 Council Meeting FEEDBACK & NEXT STEPS 54 2019 2019 FISCAL OUTLOOK January 8, 55 Opened new Heritage Centre to enable better display of exhibits Construction of new Provincial Offences (POA) building underway Provided a temporary bridge for the residents of Port Bruce while a permanent bridge replacement solution is developed Provincial government detailed review of all transfer payments could result in negative financial consequences for municipalities 1.2.3.4. 2018 HIGHLIGHTS 56 Over $3.6 million in efficiencies found in last nine budget cycles The 2010 Municipal Position of $191 million was allowed to drop to a low of $188 by 2012 (through the use of reserve). Moderated tax increases have allowed the Municipal Position to recover somewhat to a 2018 budgeted level of $208 million, a loss in real terms of $16 million ADVANCED PLANNING PAYS OFF 57 K O 2018 is anticipating surpluses in both operating and capital Provincial government reversals on Bill 148 provides $0.1 million improvement to the budget Added rental space in Admin Building provides $50,000 in additional income Federal Gas Tax funding down by $0.1 million Ontario Municipal Partnership Fund (OMPF) previously planned to decline by $0.2 million, actual change TBD Service demands increasing O L T Good news: Cost pressures for 2019 U O 58 -time adding $30,000 to the budget Fire trainer duties to be added to Emergency Measures Coordinator position to create a full-time position would add $80,000 to the budget Demands on the County Solicitor is resulting in a need for additional clerical assistance, increasing the clerk position to fullPlanner position to change from part-time to full-time adding $30,000 to the budget Upgrading Terrace Lodge will add $370,000 annually to costs, partially offset by renovation design efficiency of $3 million versus previously budgeted construction costs Social Services cost pressures add another $40,000 Museum capital needs add further $40,000/year Service Demands 59 million Further funds will need to be added in 2020 after completion of the engineering studies for a total of up to $7 POA court house facility planned completion August 2019 Terrace Lodge re-development of $29-39 million Port Bruce Bridge (temporary and replacement) $5 million King George Lift Bridge $2.3 million Sparta Reconstruction $1.75 million Lyons Line Rehabilitation $1.6 million Fairview Road Rehabilitation $1.1 million Heritage Line Rehabilitation $1.0 million THE BIG TICKET ITEMS FOR 2019 60 Hospital Donation of $0.25 million brings total to $2.75 million with $0.75 million still to be granted through 2022Over $0.5 million contributed to SWIFT broadband project to date, returns on this investment still pending Community Improvement Plan (CIP) receives $80,000 annual ongoing funding in addition to the original $1.0 million one-time funding THE BIG TICKET ITEMS FOR 2019 (continued) N A L P M R E resulting in a T - G N O L 8 1 0 2 E 61 H T R a $4.6 million improvement in O F T N I O P G N I T -2020 previously planned for approximately 4% R A But the increases will be less than the rate of inflation, and therefore represents a reduction in Municipal Position in real terms T S 2018 budgeted for Municipal Position used to invest in the new Courthouse and Terrace Lodge construction 2019increases on average property (2.5% increase on average household) 2021 onward anticipated average household increase at the rate of inflation Positive net income planned in each year steady increase in Municipal Position E H T increase the 62 S N O I T A R E D I Partially offset service increases Partially offset prior year Capital Reserve reductions stemming from building construction cost increases and bridge collapse S N Anticipated 2019 operating and capital surpluses can be used for special purposes such as: Port Bruce Bridge replacement costs will be funded temporarily from reserves while working with province to procure funding. Assessment Growth was 1.4% and will be used to capital budget by $690,000 for growth related capital needs.Efficiency improvements are becoming more difficult to achieve after nine years of $0.4 million annual improvements. O C 63 The actual increase in CMI may vary slightly positively or negatively from this target $3.6 million achieved in efficiencies in the last nine years ($0.4 million per year) Previous plan had one further year of efficiency improvements at this rate before changing to a steady-state efficiency target of $0.2 million annually Further reducing hours in 2019 at the Homes to achieve this target is considered unwise. Management is shifting focus to improving Case Mix Index (CMI) thereby increasing provincial revenue. The study currently underway is anticipated to improve CMI sufficiently to achieve the overall efficiency target, but due to the delayed response in provincial funding the improvement will stretch into 2020/21 EFFICIENCY IMPROVEMENT WILL BE ACHIEVED! 64 S T L U S E Figures are still preliminary and subject to change R E The improvement from the repeal of Bill 148 is offset by the reduction in Federal Gas Tax Service increases are adding 0.9% to the previously planned tax increase of 2.5% on the average household Operating surplus, supplemental taxes and Admin Building rental increases are providing a 0.4% offset Incremental tax revenue from growth will be used to fund a $690,000 increase in the capital budget for growth related capital needs The anticipated tax increase on the average household will be 3.0% or $45 The increase on an average property across all classes will be 4.4% H T accountable - 65 third tax exemption for non - one The federal government has eliminated the 1947 enacted allowance paid to municipal officers effective January 2019At the July 24, 2018 Council meeting Council approved a gross-up in the 2019 pay to offset the negative impact and 0.1% to the tax increase revisiting this decision OTHER CONSIDERATIONS: 1/3 COUNCILLOR TAX EXEMPTION N O I T A M A G L A M A H T L A E H C I L B 66 U P The amalgamation of Public Health with Oxford County in 2018 has resulted in a funding philosophy difference that needs to be resolved Elgin/St. Thomas has always funded the provincially mandated 25% share of costs Oxford historically funded closer to 30% of costs If the new board were to allow costs to climb, resulting in a 30% cost share for the municipalities in 2019, the impact on Elgin would be $150,000 or 0.4% Does Elgin Council support a cost increase or is the desire to have the Health Unit find merger efficiencies to keep municipal funding at 25%? OTHER CONSIDERATIONS: - to - 67 burden to the farm class from other property classes. This on the economic advantage farm businesses have gained the last eight years relative to other classes such as the Previous Council endorsed the report that concluded: A reduction of the farm tax ratio to 0.23 from 0.25 would increase residential taxes by a further 1% This topic will be discussed further on January 22 with the Elgin Federation of Agriculture (EFA) delegation OTHER CONSIDERATIONS: FARM TAX RATIO 68 1/3 Tax Exemption Elimination Offset (0.1%) Public Health (0.4%) Farm Tax Ratio could be used to shift tax burden between classes - to be discussed on Jan. 22 (1.0% increase on residential) Provincial budget tightening could have negative impact Outcome of discussions with province regarding Port Bruce Bridge funding unknown The anticipated tax increase on the average household is expect to be approximately 3.0% or $45 Items for Council consideration could result in a higher increase Council Direction is Required d n a l a v o r p g p n i a t l e a e n i f m l i o : t c : g t t 69 g n n i c e n u t i e g t o t j e d e e C b e u g e u y M B d s r M l u i a g s l i c u B n n r i c n l o t b i n u a t a t e u o r i a F o e r C p t C e p a 2 a b CO i 2 1 l s 2 t 99 e y r n y 1 1 d r e a l 00 l a u 22 m r A u t could grow to 4.5% ($67) or higher increase b : n s e e a u t j JF o d Na The anticipated tax increase on the average household of 3.0% ($45) What direction does Council wish to provide? Next Steps: Council Direction is Required (continued) 70 71 72 73 74 75 76 77 78 79 REPORT TO COUNTY COUNCIL FROM: Brian Lima, Director of Engineering Services DATE: December 18, 2018 SUBJECT:Highway 3 Transportation Needs Assessment Study – Status Update INTRODUCTION: In 2011 the County of Elgin along with the City of St. Thomas, the Town of Aylmer, the Townships of Malahide and Southwold and the Municipality of Central Elgin petitioned the Ministry of Transportation to carry out a traffic assessment study along a portion of Highway 3 to release lands for potential development within the affected municipalities. Council approved that the County and Ministry of Transportation Ontario (MTO) enter into partnership to hire a consultant to update a previous study regarding Highway 3 between St. Thomas and Aylmer. Both parties hadagreed to fund the project 50/50. The purpose of the Study is to assess Highway 3 within the Study Area between Highway 4 andSpringfieldRoad and determine the immediate (10year), short-term (20 year) and long-term term (30 year) operational and capacityneeds; the levels of reserve capacity beyond the 30-yr horizon; and determineopportunities that address those needs. This Study will help the MTO decide whetheror not the current Highway 3 by- pass designations that are east and west of St. Thomasshould be retained or revoked (in full or in part) and under what conditions. This report provides status summary, detailspotential options based on recent discussions between County Administration and MTO staff. BACKGROUND: In late 2014 the County in partnership with the MTO issued aRequest for Qualifications to consulting engineering firms prior to proceeding to a Request for Proposal.A total of six firms made submissions and the Evaluation Committee consisting of County and MTO staff pre-qualifiedthree firms toproceed to the RFP stage. The Request for Proposal for the Highway 3 Transportation Needs Assessment Studywas issued on March 10, 2015 and closed on March 27, 2015. The firm that achieved the highest overall score as evaluated and selected by the Committee and awarded the study by County Council at its meeting on April 28, 2015 was MMM Group Ltd., now operating as WSP,at a total priceof $239,000, plus HST shared jointly with the MTO. The projectteam which has consistedof MTO and CountyEngineering Services staff commenced the studyin June 2015 and had anticipated completion inMay 2016. 80 DISCUSSION: Since commencement of the study, the Consultant’sfirst task involved identifyingand meetingwith external stakeholdersincludingbut not limited to the City of St. Thomas, Municipality of Central Elgin, Township of Malahide,Township of Southwold and Town of Aylmer to review key issues and concerns.Please refer to Appendix A which details the study area and key issues. In orderto assess the impact on the functionality and service levels of Highway 3 with future developments within the study area, need for a travel model was identified and developed. In an effort to first assess the existing Highway 3 traffic conditions, theConsultant prepared demand models which will ultimately be utilized to forecastthe immediate (10 year), short-term (20 year) and long-term term (30 year)planning horizonswith alternative land use scenarios. Such demand models had includedthenvarious inputs but not limited to historical traffic growth, existing traffic conditions (ie. volumes, intersection capacity, collision data, signal warrants, trip patterns, etc.),land use, and population and employment forecasts. Based on 2015 trafficconditionpreliminary modelling results, the following recommendations have been proposed: A dedicated westbound left-turn lane is recommended for the Highway 3 and County Road 40/Springfield Road intersection. This intersection may also be warranted for traffic signals; Considering the relatively high collision rate and undesirable geometry at the intersection of Highway 3 and Hacienda Road, there is potential need for intersection improvements; and, The Highway 3 and John Street intersection is currently operating at a poor level of service, preliminary due to the adjacent on-street parking provisions. Next Steps Building upon the 2015traffic conditions, the Consultant has also prepared preliminary travel demand models for all of the horizon years; however such models may need to be updated with revised municipal population and employment forecasts, and/or recently changed MTO growth rates. Further, on the basis of traffic projections, the Consultant had begun preparing alternatives to address short,medium, and long-term traffic requirements. Once such alternatives have been assessed, the Consultant will then make high-level recommendations for each planning horizon as to what should be considered by MTO and the County moving forward including but not limited to the following: 1.Do nothing and maintain the by-pass designation for the future; 2.Implement short-term intersection improvements; 3.Construct the full by-pass; 4.Construct portions of the by-pass; 81 5.Revokethe by-pass designation and implement prescriptive Highway 3 access control language; or, 6.Transfer the by-pass designation for the future to the County of Elgin. Following recent Study discussion with MTO planning and engineering staff, County Engineering Services staff were advised that theMTO is prepared to consider removing the by-pass designation in its entirety between St. Thomas and Aylmer and implement prescriptive Highway 3 access control languagein advance of the study being finalized. MTO staff have also reaffirmed their funding commitment to complete the study and noted potential value in completing the study for future record. Through additional brief discussions with several member municipal partners, there exists a desire to suspend the Study and formally request the MTO to revoke the by- pass designationin its entirety. Such outcome if grant by the Minister of Transportation would no longer sterilize those lands affected by the designation, allowing municipal partners to realize potential future development opportunities.However, based on WSP’spreliminary assessment, it’s quite likely retaining, at a minimum, the future bypass designation around Aylmermay be recommendedbecause traffic through downtown Aylmer currently performs at an inadequate level of service, and will likelybe exasperated over time. There are also limited opportunities to increase capacity through downtown Aylmer without incurring social, environmental, natural, and/or heritage impacts. CONCLUSION: The County of Elgin and Ministry of Transportation had initiated the Highway 3 Transportation Needs Assessment Study from St. Thomas to Aylmerin 2015, to assess the current and future transportation conditions of Highway 3.Resulting from County administration personnel changes in recent years, theStudy is nowanticipated to be completed in six to eight months. Alternatively, County Council couldelect to suspend completion of the Study and formally request the MTO to revoke the by-pass designation in part or whole on lands that had been previously identifiedfor a future Highway#3 bypass. RECOMMENDATION: THAT the report titled “Highway 3 Transportation Needs Assessment Study from St. Thomas to Aylmer – Status Update” from the Director of Engineering Servicesdated December 18, 2018 be received and filed. All of which is Respectfully SubmittedApproved for Submission Brian LimaJulie Gonyou Director of EngineeringServices Chief Administrative Officer 82 83 Study Area and Key Issues Highway 3 Transportation Needs Assessment Study – Appendix A 84 85 86 Highway Traffic Act Highway Traffic Act 87 88 89 90 91 92 93 94 95 96 Highway Traffic Act Highway Traffic Act Highway Traffic Act 97 98 99 100 101 City of Toronto Act, 2006 102 103 o o 104 o o o o o 105 DRAFT NEW HOMES AND SENIORS SERVICES POLICY & PROCEDURE NUMBER: DEPARTMENTNursing SUBJECT: APPROVAL DATE: January 2019 REVISION DATE: REVIEW DATE: Page 1of 7 PURPOSE: TermDefinition 106 DRAFT NEW HOMES AND SENIORS SERVICES POLICY & PROCEDURE NUMBER: DEPARTMENTNursing SUBJECT: APPROVAL DATE: January 2019 REVISION DATE: REVIEW DATE: Page 2of 7 Cannabis Act **For the purposes of this policy, and to support resident safety, residents wishing to produce cannabis for their own medical purposes must designate someone to produce it for them off site. Obtaining Medical Cannabis through a Licensed Producer: Cannabis Act > > > >signed and dated 107 DRAFT NEW HOMES AND SENIORS SERVICES POLICY & PROCEDURE NUMBER: DEPARTMENTNursing SUBJECT: APPROVAL DATE: January 2019 REVISION DATE: REVIEW DATE: Page 3of 7 > > 108 DRAFT NEW HOMES AND SENIORS SERVICES POLICY & PROCEDURE NUMBER: DEPARTMENTNursing SUBJECT: APPROVAL DATE: January 2019 REVISION DATE: REVIEW DATE: Page 4of 7 > (It is recommended to contact the licensed producer for further information regarding application requirements.) > > > > **Upon request/authorization for resident use, the facility will notify SmartMeds pharmacy as to who will assist with the registration process (i.e. resident/SDM/prescriber or Home/Pharmacy). Cannabis Act (Canada) 109 DRAFT NEW HOMES AND SENIORS SERVICES POLICY & PROCEDURE NUMBER: DEPARTMENTNursing SUBJECT: APPROVAL DATE: January 2019 REVISION DATE: REVIEW DATE: Page 5of 7 PROCEDURE: **Note: For the purposes of this policy, County of Elgin Homes have determined that cannabis oils extracts and capsules are the only form of medical cannabis that may be administered by nurses. > o o 110 DRAFT NEW HOMES AND SENIORS SERVICES POLICY & PROCEDURE NUMBER: DEPARTMENTNursing SUBJECT: APPROVAL DATE: January 2019 REVISION DATE: REVIEW DATE: Page 6of 7 Re-Ordering Supply Safe and Secure Disposal References 111 DRAFT NEW HOMES AND SENIORS SERVICES POLICY & PROCEDURE NUMBER: DEPARTMENTNursing SUBJECT: APPROVAL DATE: January 2019 REVISION DATE: REVIEW DATE: Page 7of 7 112 DRAFT NEW HOMES AND SENIORS SERVICES POLICY & PROCEDURE NUMBER: DEPARTMENTNursing SUBJECT: APPROVAL DATE: January 2019 REVISION DATE: REVIEW DATE: Page 1of 5 PURPOSE: > > > Cannabis Act. > >Cannabis Act Policy Statement 1.Receiving (Acquisition) of Cannabis 113 DRAFT NEW HOMES AND SENIORS SERVICES POLICY & PROCEDURE NUMBER: DEPARTMENTNursing SUBJECT: APPROVAL DATE: January 2019 REVISION DATE: REVIEW DATE: Page 2of 5 2.Possession of Cannabis 3.Growing (Cultivation) of Cannabis 4.Use (Consumption) of Cannabis Indoors Outdoors 114 DRAFT NEW HOMES AND SENIORS SERVICES POLICY & PROCEDURE NUMBER: DEPARTMENTNursing SUBJECT: APPROVAL DATE: January 2019 REVISION DATE: REVIEW DATE: Page 3of 5 115 DRAFT NEW HOMES AND SENIORS SERVICES POLICY & PROCEDURE NUMBER: DEPARTMENTNursing SUBJECT: APPROVAL DATE: January 2019 REVISION DATE: REVIEW DATE: Page 4of 5 5.Administration, Secure Storage, and Disposal of Cannabis > > > > > > > 116 DRAFT NEW HOMES AND SENIORS SERVICES POLICY & PROCEDURE NUMBER: DEPARTMENTNursing SUBJECT: APPROVAL DATE: January 2019 REVISION DATE: REVIEW DATE: Page 5of 5 117 118 119 120 121 122 123 124 125 126 From:Christy Hunking Date: December 7, 2018 at 11:19:40 AM EST To: Christy Hunking Subject: Agri-Net 2019 - SAVE THE DATE - Limited registration available As in previous years, the London Chamber of Commerce, along with neighbouring Chambers including our own, will feature an agriculture event called Agri-Net. th The event will take place at the London Convention Centre on Wednesday, February 13, 2019 and will host 70 to 100 exhibitors. There is a limit to the number of exhibitors per business sector. Agri-Net is looking to offer a wide-range of exhibitors in terms of their agricultural contribution to our economy. These would include (but would not be limited to) small to medium sized food processors, grain seed agri-business, livestock agri-businesses (dairy, hogs, chickens etc.), fruits and vegetable growers, crop businesses, farm equipment sellers, farming chemicals, farm financing, farm accounting, farm insurance, agricultural training and education as well as storage and logistics and the various commodities and marketing boards. Booths are priced at $175.00 +HST (members and non-members) and will include a covered table. Each exhibitor will receive 10 complimentary passes at a value of $10 each. In total that’s a $100.00 value for the price of a $175.00 booth. If you’re interested in participating in the 2019 Agri-Net, register online here: http://www.londonchamber.com/events/details/2019-agri-net-1079 Please let them know which Chamber you are connected with when you register. Any questions, let me know. Thanks, |Christy Hunking |Member Services Rep |St. Thomas & District Chamber of Commerce |300 South Edgeware Road, St. Thomas |519.631.1981 x. 526 |www.stthomaschamber.on.ca 127 December 19, 2018 County of Elgin Attn: Julie Gonyou, CAO Via Email: cao@elgin.ca Re: 2019 Appointments – City-County Relations Committee Dear Ms. Gonyou, th Please be advised that at the December 17, 2018 meeting, Council of the Corporation of the City of St. Thomas appointed the following persons to the City-County Relations Committee: MAYOR JOE PRESTON 9 Cardinal Crt., N5P 0C5 519-631-1680, ext. 4131 e-mail: mayor@stthomas.ca COUNCILLOR LORI BALDWIN-SANDS 12 Northwood Place, N5P 2J4 519-207-2247 e-mail: lbaldwin-sands@stthomas.ca COUNCILLOR STEVE PETERS41 St. Catharine Street, N5P 2V7 519-631-1717 e-mail: speters@stthomas.ca If you have any questions please feel free to contact myself at the information above. Sincerely, Melanie Knapp Corporate Administrative & Accessibility Clerk C/c Mayor Preston, Councillor Baldwin-Sands, Councillor Peters Jenna Fentie, Administrative Services, County of Elgin 128 December 19, 2018 Ms. Julie Gonyou Chief Administrative Officer, County of Elgin Via Email: cao@elgin.ca Re: Health Recruitment Partnership - Confirmation of Appointment Dear Ms. Gonyou, Please be advised that at the December 17, 2018 meeting, Council of the Corporation of the City of St. Thomas has confirmed the appointment of Councillor Grant Jones to the Health Recruitment Partnership. Please feel free to contact myself if you have any questions. Sincerely, Melanie Knapp Corporate Administrative and Accessibility Clerk c/cW. Graves, City Manager wgraves@stthomas.ca J. Fentie, Administrative Services jfentie@elgin.ca J. Hindley, Secretary, Health Recruitment Partnership jhindley@stthomas.ca 129 130 131 132 133 134 135 136 137 Name: Richard Hoffman, TVDSB Public Affairs Coordinator Email: r.hoffman@tvdsb.ca Message: We would like to share with your council and administration the following media release issued Nov. 20, 2018. Please forward to any interested individuals or member municipalities. Best regards, R. Hoffman. School and child care projects delayed in government review process Several important capital projects across Thames Valley have been delayed while the Ontario government continues its review of education priorities and funding across the province. The projects include a new school in Southeast London, school additions and renovations at Masonville Public School, Kettle Creek Public School and Tweedsmuir Public School, as well as new child care and EarlyON child and family centres in London, Belmont, St. Thomas, Rodney, Dorchester, Woodstock and Ingersoll. While the projects are at different stages of progress, all of them are delayed by the Ministry of Education’s ongoing review process. TVDSB staff are in regular contact with the Ministry, which has not indicated when the reviews will be completed. “The provincial government has said that it is conducting a thorough review of public education funding in Ontario,” said Laura Elliott, Director of Education. “The government is also in the midst of a comprehensive public consultation process into education reform.” “In the meantime, parents and staff need to know that the original timetable for completion of these projects may be delayed,” added Director Elliott. While these previously approved projects are delayed, TVDSB and other school boards have also not been able to apply for urgent, new construction needs resulting from the provincial review of education priorities and funding. TVDSB and other school boards have not had the opportunity to submit their capital priorities to the Ministry since 2017. As a result, two proposed new schools and child care centres – in southeast St. Thomas and Belmont – will not open as the Board had hoped in September 2020. Until the new schools in Belmont and St. Thomas are approved and built, the following schools will not close as expected in June 2020: New Sarum Public School, South Dorchester Public School, Springfield Public School and Westminster Central Public School. In addition to school projects, child care centres and EarlyON Child and Family Centres at Aldborough Public School, River Heights Public School, Algonquin Public School and Harrisfield Public School will not open as anticipated in September 2019. Parents and guardians of children affected by the delays will receive letters from their schools today. More information will be posted on school websites or at www.tvdsb.ca/planningas it becomes available. 138 Board of Director Election Notice APPLICATIONS NOW BEING ACCEPTED Applications Due January 31, 2019 Download Director Application Policy Here Dear Warden McPhail & Council, The SWIFT Annual General Meeting (AGM) will be held on March 21, 2019. At the AGM the 2019 Board of Directors will be confirmed. Due to the recent municipal election SWIFT has eight (8) WOWC and two (2) Contributing member class openings on its board. As a member of the Western Ontario Warden's Caucus and a WOWC member of SWIFT, you or one of the members of Elgin County council may wish to apply to serve a two or three-year term on the SWIFT Board of Directors. Roles and Responsibilities: The primary role of the SWIFT Board of Directors is to govern and foster the development of SWIFT to ensure long term organizational stability by providing strategic direction and oversight for the 139 corporation. The board plays a key role in helping build #broadbandforeveryonein Southwest Ontario, Caledon and Niagara. As well, all applicants must demonstrate a commitment to dedicate the time required to attend Board meetings, participate on committees when required and attend annual events such as the Annual Strategic Planning session and AGM. To Apply: Anyone interested in applying for a WOWC class seat on SWIFT's board is required to review the SWIFTDirector Application Policyfor additional details about the role. Individuals that qualify and wish to applymust complete and submit theonline Director Applicationno later than 4:00 PM on January 31, 2019. Important Timelines: DateSchedule Dec 15/18 -Jan 31/19Accepting applications Jan 31/19Application deadline no later than 4:00 PM Feb 11/19Recommendations sent to WOWCNominations Committee Mar 8 (tentative)WOWC appointment of SWIFT Directors Mar 21/19SWIFT AGM & Board Orientation Mar 22/19SWIFT Board Meeting Should anyone have questions please direct them to myself or SWIFT Executive Assistant, Deb Fawcett. We thank you for your support and membership in SWIFT. Sincerely, Geoff Hogan 140 SWIFT CEO Download Director Application Policy Here Apply Here 141 142 143 144 145 146 147 148 149 150 151 152 153 154 155 156 157 158 159 160 161 162 163 164 165 166 167 168 CLOSED MEETING AGENDA January 8, 2019 Staff Reports: 1) Director of Engineering Services Municipal Act Section 239.2 (k) a position, plan, procedure, criteria, or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board Graham, Scott, Enns Consolidated Lease Agreement 2) General Manager of Economic Development Municipal Act Section 239.2 (k) a position, plan, procedure, criteria, or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board EBRC Satellite Office Contract 3) County Solicitor Municipal Act Section 239.2 (k)a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board Surrender of Premises ARC Financial 4) County Solicitor Municipal Act Section 239.2 (e)litigation or potential litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board; (f) advice that is subject to solicitor-client privilege, including communications necessary for that purpose Litigation Report (verbal) 169