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June 26, 2007 Agenda ORDERS OF THE DA Y FOR TUESDA Y. JUNE 26. 2007 - 9:00 A.M. PAGE # ORDER 1st Meeting Called to Order 2nd Adoption of Minutes - for the meeting of June 12, 2007 3rd Disclosure of Pecuniary Interest and the General Nature Thereof 4th Presenting Petitions, Presentations and Delegations PRESENTATIONS: 9:00 a.m. - Debra Bagshaw and Joanne Bagshaw, Relish Elgin, requesting permission to use the name "Elgin" on their lifestyle publication. 2-5 9:15 a.m. - Anne Kenny, Elgin Community Futures Development Corporation, with a final report on the Community Transition Program "Rural Economic Development In Action". (15 minute video to be shown) (Attachment) Motion to Move Into "Committee Of The Whole Council" Reports of Council, Outside Boards and Staff Council Correspondence - see attached 1) Items for Consideration 2) Items for Information (Consent Agenda) OTHER BUSINESS 1) Statementsllnquiries by Members 2) Notice of Motion 3) Matters of Urgency 9th In-Camera Items (see separate agenda) 10th Recess 11 th Motion to Rise and Report 12th Motion to Adopt Recommendations from the Committee Of The Whole 13th Consideration of By-Laws 14th ADJOURNMENT 5th 6-62 6th 7th 63-75 76-84 8th THE NEXT COUNCIL MEETING WILL BE HELD AT TERRACE LODGE ON JULY 24TH AT 9:00 A.M. - CASUAL ATTIRE PERMITTED LUNCH WILL BE PROVIDED communit tr iti PROGRAM BRANT · ELGIN e NORFOLK 4& OXfORD Rural Economic Deyelopment in Action FUNDING BY SECTOR 1 ) Sustainable, Diversified Economy Projects Crop Diversification 26 Food Processing 9 Manufacturing 10 Business Expansion 8 Agri-tourism 5 Tourism 6 Sub Total 64 2) Human Capacity for Change Skilled Trades & Industrial Training 1 Counselling & Skills Development 1 Sub Total 2 3) Community Capacity for Growth Municipal Economic Development Initiatives 7 Amount $3,742,818.50 $1,824,347 $3,459,602 $1,040,426 $868,495 $1,189,350 $12,125,038.50 $800,000 $ 235,226 $1,035,226 $1,004,911 Total Approved Funding 73 $14,165,175.50 OUTPUTS AND OUTCOMES . Community Capacity for Growth Human Capacity for Change . Agri Tourism II Tourism . Crop Diversification II Business Expansion . Food Processing Manufacturing Full Time Jobs Created.............................................................. ..633 Part-Time Jobs Created...............................................................1 05 Seasonal Jobs Created.............................................................1 ,320 Total Number of Jobs Created ..................................................2,058 Total Investment in the Region ........ .............. ....... ........$189,393,818 Total CTP Investment................................................... ..$15,000,000 * Ratio of Total Investment to CTP Grant: 12:1 * For each $1 the CTP Program provided in grant, the applicant spent $12 11 Projeds Funded to date - $14,165,115 AGRHfOURISM PROJECTS ~ ........,....'...... BUSINESS EXPANSION PROJECTS CROP DIVERSIFICATION PROJECTS FOOD PROCESSING PROJECTS "7 " . . . .. . - ~...... ," "-......."..... .,. -.... MANUFACTURING PROJECTS TOURISM PROJECTS MUNICIPAL PROJECTS TRAINING PROJECTS " Toyotetsu - Recruitment & Training .................$800,000 2 Training Projects ................................$1,035,226 TH E PARTN ERS - "'" A.. ELGIN ~, ,~ Co . F D de' .-:. s. mmunuy utures e'f opment orporatlon ~ Norfolk ~ District ;~ Business ..., '11'2Io. Development .II: ~ Corporation A Community Futures Development Corporation OACFDC ASADCO .I~ OXFORD .=.. SMALL BUSINESS ~ . SUPPORT CENTRE r' ,.~ INC. A Community Futures Development Corporation Enterprise Brant A. o/b Brant Community Futures Development Corporation $' '''l... ~. 11 II! communltytransltlon PROGRAM REPORTS OF COUNCIL AND STAFF JUNE 26. 2007 Council Reports - (A TT ACHED) 7 Councillor Hofhuis - with a request for funding from a student member of Global Vision/Junior Team Canada, who along with his teammates would be undertaking an economic mission to Vietnam, Malaysia and Singapore in the summer. Staff Reports - (ATTACHED) 13 Manager of Economic Development - 2010 International Plowing Match and Rural Exposition (Note: Duncan McPhail and members from the Elgin County Plowmen's Association will be available to answer questions) 47 Manager of Cultural Services, Museum Curator - Museum Internship Agreement 49 Manager of Cultural Services - Alma College Digitization Project Funding 51 Manager of Road Infrastructure - Sunset Road Rehabilitation - Project Update 54 Director of Information Technology - Ontario Municipal Rural Broadband Partnership Program 57 Chief Administrative Officer - Green Lane Landfill and Negotiations with the City of Toronto 6 June 15, 2007 Elgin County 450 Sunset Drive, St Thomas, Ont. N5R 5V1 GLOBAL VISION www.qlobalvision.ca Dear Mr. McDonald I would like to take this opportunity to introduce myself and garner your financial support. My name is Tucker Vend rig and I have recently been chosen from over 800 applicants across Canada to be a member of Global Vision I Junior Team Canada. I will join 29 teammates on an economic mission to Vietnam, Malaysia and Singapore this summer. What is Global Vision I Junior Team Canada? Global Vision is the national organization which operates the Junior Team Canada program, providing youth with the skills, experience and knowledge to be today's leaders. This year, 30 of Canada's youth have been selected to represent their regions as Youth Ambassadors on an International Mission to Vietnam, Malaysia and Singapore in August 2007. What's the Mission all about? During the Mission, Junior Team Canada will focus on trade and development opportunities. The team will be meeting with industry, government, community and youth leaders to identify business opportunities for Canadian companies. The role of each ambassador is to represent their community, company partners and country. After the mission, Junior Team Canada ambassadors will return back to Canada to share their new found knowledge and expertise with their peers and the community at large. Who am I? I am a lifelong resident of Elgin County. I currently attend Parkside Collegiate and am looking forward to a career in the business community after post-secondary education. I work part-time for Real Canadian Superstore and have spent the last four summers priming tobacco. I. am an enthusiastic member of the Parks ide rowing team. I am hard-working, easy-going and eager to represent my community. Where is the money going? The Junior Team Canada Mission costs over $9,000 per person. Each team member is required to raise $4500 from their community before August 1, 2007. The mission consists of a 4 day national youth caucus in Ottawa where I will receive cultural training, attend receptions with foreign ambassadors and promote Elgin County as well as 16 days abroad where I will meet with business, industry and government leaders. What are the benefits of supporting Junior Team Canada? ./ Gain valuable market intelligence overseas ./ Receive global exposure and key contacts for local companies ./ Have access to Canada's top young talented entrepreneurs ./ Provide a youth from your area with valuable work and community based experiences ./ Learn first hand about Canada's involvement in International Development ./ Promote Elgin County I St Thomas overseas Enclosed you will find a brochure that provides a little more information on me and some of the industries I am looking to target, a standard partnership package and my business card. Your feedback is welcome. I appreciate your consideration of this request and look forward to your support! Si~~ f/~ Tucker Vendrig 5 Lynhurst Ave., St Thomas, Ontario 519-633-1778 "B6 A L6AD6R TODAY! Global Vision/..Junior Team Canada Economic & Development Mission to Vietnam, Malaysia and Singapore What is Junior Team Canada? Global Vision, is the national charitable organization which operates the Junior Team Canada Program, providing youth with the skills, experience and knowledge they need to be today's leaders. This year, 28 of Canada's talented youth have been selected to represent their regions as Youth Ambassadors on an International Mission to Vietnam, Malaysia and Singapore in August 2007. During the mission, Junior Team Canada will focus on trade and development opportunities. The team will be meeting with industry, government, community and youth leaders to identify business opportunities for Canadian companies. In addition the delegates will visit Canadian based development projects to provide support for sustainable development efforts during our time abroad The role of each Ambassador is to represent their community, company partners, and country while gaining valuable market intelligence and furthering their understanding of global issues. After the mission, Junior Team Canada Ambassadors will return back to Canada to share their new found knowledge and expertise with their peers and the community at large. Junior Team Canada, has led missions to over 17 countries, including: Argentina, Austria, Chile, Brazil, China, England, Germany, France, Japan, Korea, Malaysia, Mexico, Singapore, the Philippines, Thailand, Taiwan and the United States of America. Since 1991, Global Vision has been recognized for their work in providing global education and leadership training to youth around the globe. Mr. Terry Clifford, President and Founder, was honoured with the Order of Canada for his dedication to helping youth become active global citizens. Global Vision/Junior Team Canada Partnerships As a partner with other Canadian corporations and individuals, you can sponsor a member of the Junior Team Canada International Mission to Vietnam, Malaysia and Singapore. TIlls partnership will provide our young leaders with the opportunity to get first hand international work experience while showcasing your company/organization during this mission. Each team member is responsible for raising $4,500.00 which represents half the costs of the actual mission. Global Vision matches the rest of the funds through their national and provincial partnerships. Benefits of Sponsoring Junior Team Canada ./ Gain valuable market intelligence overseas ./ Receive global exposure and key contacts for your company ./ Have access to Canada's top young talented entrepreneurs - our future movers and shakers ./ Help provide a youth from your area valuable work and community based experiences. ./ Learn first hand about Canada's involvement in International Development ./ Obtain publicity for your organization in Canada and abroad ./ Enhance your company and organizations profile Return on Your Investment The amount of time and effort that a Junior Team Canada delegate will spend representing your company/organization's interests will be based upon the amount of the donation. Here are some of the benefits your company/organization will enjoy: 1. Bronze Level From 0 to $500 ./ Your company/organization's name will appear in the · Resource Guide, which will be distributed throughout the Mission · Final Junior Team Canada Mission Report ./ You will receive a tax receipt 2. Silver Level From $500 to $1500 ./ Your company/organization's name will appear in the · Resource Guide, which will be distributed throughout the .Mission · Final Junior Team Canada .Mission Report ./ Receive a general market/project profile report ./ You will receive a tax receipt 3. Gold Level From $1500 to $2500 ./ Your company/organization's name will appear in the · Resource Guide, which will be distributed throughout the .Mission · Final Junior Team Canada .Mission Report ./ Receive a general market/project profile report ./ Identified opportunities for your company/organization ./ You will receive a tax receipt 4. Platinum Level From $2500 and up ./ Your company/organization's name will appear in the · Resource Guide, which will be distributed throughout the .Mission · Final Junior Team Canada .Mission Report · National Press Conference on Parliament Hill ./ Logo and link on our website ./ Receive a tailored market/project profile report ./ Identified opportunities for your company/organization ./ Compiled list of key contacts ./ Opportunity to participate in our Networking Luncheons during the Global Leaders Centre's and National Youth Caucus ./ You will receive a tax receipt For more information, please visit www.gvconnects.com or call us toll-free at 1-888-829-2838 Q -. .- ctS "C ... "0 cu -c ctS ..., c: ..., C ctS .- ~ t: () E 0 E E ,- en ... .- ctS 0 CD > ~ u ~ co ... E CJ .c .2 ~ 0 c: .. - -- :::s C) ..., .JIll.......... Z....~ ~~.~ -L- rj)< >~ ~ -l~t -<(~"" COrL 00 ,"",.. .=JZ r ",,:j '-'~"-. 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E ~5t5c~ ....(/)Q):2ooCOo.tUtU~E ~ .!!! S ::J 0> 0 Q) ~ (/) 5. E .~ tU EQ)e~E-E-So.Ci) tU $ Q)~tU;> _.....otU.... E.....Q)-O'O'~....E 't-! ....>>Q)oo....tU (/)~ ... .Q .... 0 C") 0 Ci) Q) .!!! Q) ...-Q)Q)....3= ~E cEQ)~IO~Q)O= ffi Q)tU.E 3= 0 E.....co ~S; ~......9~ iU'~ 2~ Q)> Cl ~ .2 E E >>"0 E ~ tU.5~mggE't-! tU Q) ~3=""'::JO('l) ~g::JQi e .E =ii c.; to .g ~ cO g,:5 t tU 0. tU Q) E (/) 'Q) (/) ..... tU ~ 3= oj .!!! (/) 1-0) z Q) w c :2:~ !:: Q) :2: a; :2: E 8.g C tU (/)~ ~ 0 '5 ~ C" c ~ "0 0 ...~ :!::I'GI'G J: .~ "0 Q) "0 ::J 0- >>0 g!E.9>. .9! I-m "E m "Q) 0 .0....3="0 0Q):; m '2 c 0 ~ ::J 0 3= .....-,..... ~ .s .a- ~$"O_ tUQ)CQO) ::l(/)~(/) C" ~ >> Q) ~E-. SC"O c tU C ... W ~ttUNI- tU 8. a; .t: !:: Q) E "0 tUE :2: 1/1 .- tU :2: ~~ffi~o I-tUO(/)O REPORT TO COUNTY COUNCIL FROM: Alan Smith, Manager, Economic Development DATE: June 12, 2007 SUBJECT 2010 International Plowing Match and Rural Exposition Corporate Goals: . To promote Elgin as "The Place to Live" . To forge community partnerships . To provide innovative and collaborative quality service Introduction: The International Plowing Match and Rural Exposition (IPM) is a premier international agricultural event, held annually in a different county or region in Ontario and attracts more than 160 competitors, and approximately 600-700 exhibitors. The event attracts 80,000 to 100,000 visitors from the region, and from across Ontario, Quebec and the U.S. Since 1913, the Ontario Plowmen's Association (OPA) in co-operation with over 50 county plowmens associations in Ontario has sponsored the IPM. When considering hosting an IPM, a local plowmen's association, with input from local groups, forms a local organizing or executive committee. The OPA and the 10callPM organizing committee governs the IPM event. As parent host of the IPM, OPA assumes ultimate liability for the event. The Elgin County Plowmens Association (ECPA) approached County Council seeking support to assist them with securing their bid to host the 2010 IPM. Before such support can be fully considered a number of questions or concerns required clarification. Resolutions were passed during the March 27th, 2007, County Council meeting including the following: . "That the request by the Ontario Plowmen's Association for the County of Elgin to contribute $100,000.00 for the hosting of the International Plowing Match and Rural Expo be referred to the County of Elgin Economic Development Advisory Committee with a recommendation that considers, but is not limited to, the implications discussed in the March 2ih, 2007, Council report submitted by the Manager of Economic Development. " . "That $33,000.00 of the requested $100,000.00 be allocated during the 2007 budget deliberations with the understanding if the request to hold the International Plowing Match & Rural Expo is denied by County Council, the allocated funds will be redirected as per recommendation by the County's Chief Administrative Officer." 1 This report addresses those concerns and implications of support raised in the March 2yth, 2007, County Council report. A recommendation that sets boundaries or limits to the County's involvement in the 2010 International Plowing Match and Rural Exposition is given for County Council's consideration. Discussion: In order for County Council to fully attend to the Elgin County Plowmens Association request for the County of Elgin's support for their bid for the 2010 International Plowing Match and Rural Exposition, the March 2yth, 2007, Council report raised concerns that must first be addressed. Namely the need to: clarify the role of the County in relation to the OPA and the locallPM organizing committee; determine the level of County commitment; determine potential costs and benefits of hosting the event; clarify the general expectations of the County from the OPA and ECPA. The OPA is the parent host of the International Plowing Match and Rural Exposition. Each year the OPA partners with a local plowing association to organize and host the IPM. Application from a local plowing association to host the event includes a commitment from a county or regional municipality indicating support to host the IPM. This commitment by a county takes the form of providing "seed" money to be used to support advanced activities and provide assistance to the locallPM executive committee in preparation of the event. The ECPA is requesting $100,000.00 to assist them in securing the 2010 IPM. This requested amount is common to previous IPM events. This support usually takes the form of a repayable loan or line of credit. It must be stressed that if the County does not grant this loan, the local associations bid will cease. Therefore, making these funds available to the locallPM organizing committee is a critical and a mandatory role of the County - if County Council desires securing the 2010 IPM. This is a loan and the OPA assumes ultimate liability. However, at the end of the IPM, Council does have the discretion of forgiving the loan thus possibly increasing the Community Legacy Fund (this Fund will be discussed later in the report). In 2006, the host, the County of Peterborough developed a cost sharing relationship with the City of Peterborough on certain segments of the IPM, one being the initial loan. The County of Peterborough forgave their portion of the loan, while the City required their locallPM committee to adhere to the original terms and conditions of the loan. The latter seems to be a common approach by most host communities. However, it must be stressed that it is difficult to compare the actions of one host community over another as each IPM and the fiscal situations of participating municipalities may differ. As discussed, in order for a government like a county to host the IPM it must first make available $100,000.00 to the locallPM organizing committee. Technically speaking this is the only mandatory role of a host county or regional government. However, this limited involvement is unrealistic, as there are strong expectations that a county participate in one of the "major components" of the IPM - the county or regional exhibit. As described in the "County or Regional Exhibit Guidelines", the purpose of the exhibit is "T 0 develop and manage an exhibit that will showcase the uniqueness of the host county and promote the county's attributes." In other words this is the opportunity for the host county or region to showcase those qualities and characterises of the communities, 2 people, industry, and organizations that comprise the region. The exhibit is a reflection of the host county. An IPM event can expect attendance to range between 80,000 to 100,000 people. Consequently, a county exhibit is an excellent opportunity to promote economic development, including business attraction and retention, and tourism opportunities to residents and visitors alike. It should be stressed that the host county is responsible for the entire cost of financing the exhibit. The level of detail or cost is dependent upon the desires of that particular host county or region. However, given a county or regional exhibit is a great source of community pride, previous host counties have spent considerable resources, both financial and human, in developing an exhibit that promotes the host area including business and tourism opportunities. In order to appreciate the magnitude or complexity of this undertaking some examples of previous county or regional exhibits are discussed. Appendix One contains a Perth County exhibit report that provides a final review of their exhibit experiences. Perth County Council committed $100,000.00 (not including staff time) towards the development of the County Exhibit. However, In-Kind contributions, like reduced costs for tent rental for example, resulted in $38,000.00 being unspent. However, the main showpiece or exhibit attraction, the waterfall and cave were an In-Kind contribution worth $107,000.00 from a local masonry company. Perth County administration is the first to admit the high level of In-Kind contributions they received may not be common to other IPM events. An exhibit report for Grey County is also provided in Appendix One. The County of Peterborough also made a considerable investment in their regional exhibit. The total cost of the exhibit was approximately $312,000.00. Of this amount approximately $200,000.00 was from County reserves. The remaining revenue stream was generated as a result from partnerships with local municipalities, the City of Peterborough, and obtaining dollars from government programs. However, a large majority of the advertising and promotional materials and organization of tourism related activities were generated by the Greater Peterborough Area Economic Development Corporation. The Corporation spent approximately $30,000.00 on promotional materials and other monies allocated to developing and co-ordinating tourism related events pertaining to the regional exhibit. Not included in any of these figures is the considerable staff time that was dedicated to the Peterborough Regional Exhibit. It should be noted that the County hired a Special Projects Intern that assisted with administrative support and co-ordination of regional exhibit events. Partial funding for this position was obtained through an employment program administered by the local Community Futures Development Corporation. What these examples illustrate is that the type of exhibit and financial commitment is solely dependent upon the objectives of the host county. All county exhibits are different. There are similarities; however, the level of detail or commitment to these similarities varies from community to community. In 2001 Middlesex County allocated $100,000 to their exhibit. In 2003, the County of Lanark made a budget commitment of $150,000. In 2007 the Leeds & Grenville County exhibit is expected to cost $189,000.00. Thirty-nine thousand of this amount will be recovered by the development of partnerships. In 2008 Bruce County has allocated $100,000 to cover the costs of their county exhibit. However, they are not seeking any 3 assistance from their local townships/municipalities to assist with cost recovery. The costs may vary, the funding structures may be different, but what is common throughout the history of the IPM is that undertaking a county or regional exhibit is an expectation that a host county should be committed to undertaking. If that commitment is not present with resources, financial and human, then agreeing to host the IPM should be reconsidered. Beyond the loan, and the commitment to undertaking of a county or regional exhibit, further involvement and commitment by a county to host the IPM varies from community to community. Several months after being awarded the bid for an IPM, an agreement (contract) between the OPA and the locallPM organizing committee is formed. The format of the contract is currently being reworked however a portion of the draft is contained in Appendix Two 'Responsibilities for Organization ofthe IPM."This provides County Council with a general appreciation of some of the responsibilities of the OPA and that of the locallPM organizing committee. Although the OPA and the locallPM organizing committee is ultimately responsible for the majority of activities, this does not preclude them from approaching the host county and the local area municipalities for assistance - usually in the form of "In-Kind" contributions. Common requests of this type include contributions towards: policing; waste, water, and sewage; fire and ambulance. According to the OPA, in the last three years costs for these services have been approximately $40,000.00, $60,000.00, and $15,000.00. Sometimes these costs are shared between the county and area municipalities - sometimes they are not. Peterborough County for example made In-Kind contributions to the 2006 IPM of approximately $80,000, which included assistance with Public Works (snow fence and signage installation, materials and equipment), Planning/GIS Mapping, Emergency Services, Environmental Services, and Financial Services. Alternatively, senior staff from Bruce County, which will host the IPM in 2008, are quite adamant that their county's involvement will not include any In-Kind contributions. A common request made by the locallPM organizing committee is that of infrastructure upgrades to accommodate the selected site. This expectation of agreement usually falls within the host lower tier municipality or township. Road upgrades, building of a service road and loading docks, culverts for parking, building inspections, and snow fencing the site are just some of the infrastructure commitments that a host township for example would most likely be approached as part of their In-Kind contribution. Costs are dependent on the location of the site and the associated work required having the site ready for the IPM. Some townships/municipalities try to budget these infrastructure upgrades within normal business or municipal operations. It should be stressed that if the host lower tier government refuses to co-operate in providing some of the necessary work that is required to accommodate the event, hosting the IPM becomes increasingly difficult. The host municipality may approach the county and other area municipalities for assistance. Again, the degree of cooperation among governments will vary. However, it is important to note that in order to have a successfullPM all area municipalities should consider contributing. It is not uncommon for area municipalities for example to assist with haulage fees and dumping costs. Municipalities within Grey County for instance each offered a day of garbage pick-up and snow fence set-up. As the above discussion indicates the costs (financial and staffing) for a county (and area municipalities) hosting an IPM can be significant. However, level of involvement varies 4 from community to community. This does raise the question, given the high demands placed on local resources, what are the benefits of hosting the IPM? Based on previous financial records this annual event traditionally generates a surplus every year under normal weather conditions. From this surplus a Community Legacy Fund is created. This Fund is administered by the 10callPM organizing committee to be put towards community initiatives within the host county. Service clubs, hospitals, museums, and other organizations have financially benefited from a county hosting an IPM. Over the past four years, this fund has ranged from $200,000.00 to $465,000.00. The only recent IPM that was not considered a "success" was the 2001 Ottawa-Carleton event. Mismanagement, over budgeting, rain, and the events of "September 11 th, 2001" are just some of the happenings that resulted in a financially disappointing IPM. An IPM also has the potential of positively impacting the overall economy of the host county. Although the economic impact numbers of previous IPM's are difficult to verify, the "2003 Festivals and Events Ontario Economic Impact Survey" does provide insight for the 2003 IPM hosted by Lanark County. This study indicates that Lanark County IPM attracted 76,300 attendees of which 41,700 were visitors to the county. With the average visitor spending $152 per person determined that $6,332,000 in new spending occurred in the region as a direct result of the event. This expenditure resulted in an economic impact of $3,579,000. The study also measured some of the non-economic benefits of the event. For example, 68% of non-locals at the IPM indicated that the event "very much enhanced" their image of the region". Among all respondents, 100% would recommend the IPM to their out-of-town friends or relatives and 55% planned to attend again next year. 46% of local respondents indicated that in the past, they had brought out-of-town guests to accompany them at the IPM. Increased business activity within the tourism and agricultural sectors can be expected when hosting an IPM. The combination of a plowing competition, sales and demonstrations of farm machinery and entertainment of a "country fair" can bring business opportunities to the region. However, an IPM also provides the host county and area municipalities/townships with the opportunity to promote other important types of businesses and unique attributes of their region. As the above-mentioned study indicates there are nonfinancial benefits to hosting an IPM. Besides the economic and tourism benefits, hosting an IPM also provides an excellent opportunity for the urban community and youth to become more familiar with the many aspects of the agriculture industry and way-of-life. In other words, there is a strong educational component to the IPM. Hosting an IPM can also increase pride in ones community while promoting and forming new and lasting partnerships - among businesses, among individuals, and among governments. During the June 4th, 2007, meeting of the County of Elgin Economic Development and Tourism Advisory Committee (CEEDTAC) the potential costs and potential benefits of Elgin County hosting the 2010 IPM were reviewed. Committee members also considered the level of commitment that could be expected from County resources including staff- particularly the demands placed on the Economic Development office. The resulting CEEDT AC resolutions are contained in Appendix Three. 5 The Manager of Economic Development agrees with CEEDT AC that support be given to the Elgin's Plowmens Association to host the 2010 IPM. As the resolutions in Appendix Three allude to, this support should be a qualified one - not open-ended. In other words a focussed approach to the County of Elgin's involvement is recommended. A repayable loan of $100,000.00 must be issued (as indicated in the March 2th County Council report $33,000.00 has been allocated in the 2007 budget as a contribution to this loan). Further County resources (financial and human) should be limited to supporting those activities of the IPM that provide the County with opportunities to enhance economic development and promote tourism: (1) Development of a county or regional exhibit, and (2) actions to ensure Elgin County is in the position to take advantage of the business and tourism opportunities generated by hosting the IPM. In order to accomplish these two responsibilities requires a commitment in terms of County funds and staff time. As this report has highlighted the cost of developing a county exhibit can vary depending upon the objectives of the host county. Setting an upset-limit of $250,000 as suggested by CEEDT AC is not an unrealistic figure given the details of the exhibit have not yet been defined. Staff of the Economic Development office will explore partnership opportunities that may reduce the financial outlay by the County. There will also be demands placed on County staff (for example, involvement with the Exhibit Committee, on-site activities, and specific departmental requests). However, the Economic Development office will experience the majority of staffing demands. Thus, in order to assist with the co-ordination, administration, communications and marketing efforts pertaining to the County Exhibit, an Economic Development or Special Projects Intern should be hired. This would be a contract position not to exceed 24 months in duration. The Economic Development Manager will explore employment programs and other sources of revenue to assist with the hiring of this individual. However, it is recommended that an upset-limit of $65,000.00 be made available initially to fund this position. As 2010 approaches, demands will be increasingly placed on the operating budget of the Economic Development office. It is imperative that the County is positioned to take advantage of tourism and other business opportunities related to hosting the IPM. These requirements will be identified and submitted by the Manager of Economic Development during the normal budgetary process. Of course County Council does have the option of extending the involvement of the County beyond those activities associated with Economic Development and Tourism. County Council could provide some In-Kind contributions of the sort described earlier in this report. This "open-door" policy, however, may lead the County to a position of involvement that is far-reaching and expensive in terms of resources. It is important to note that representatives of the Elgin County Plowmens Association stated during the June 4th, 2007, CEEDTAC meeting that they are looking for minimal involvement from the County. If County Council has the intention of providing In-Kind contributions at some future date, that consideration be given to Land Ambulance Services as the Co-ordinator for this service may be required to provide assistance with the development of an Emergency Services Plan for the IPM. 6 It must be stressed that although the County can lend support to the Elgin County Plowmens Association in securing the 2010 IPM, the municipality or township in which the preferred site is to be located must be fully supportive and agree to provide the necessary resources. If that township or municipality is not supportive of hosting the IPM, and there are no more suitable sites, then the support offered by the County Council to securing the 2010 IPM will be void. A preferred site identified by the ECPA will be provided to the OPA for their consideration by mid July. If all goes according to plan, an announcement of Elgin County hosting the 2010 IPM will be made during Elgin's Plowing Match in September 2007. Conclusion: The main interest for hosting the IPM is to support agriculture, and rural economic development including tourism within the host county. However the degree and type of support from a county varies to each IPM. The County of Elgin has been asked to support the Elgin County Plowmens Association in their bid for the 2010 IPM. Hosting the IPM would provide Elgin County with an opportunity to capitalize on the potential economic benefits and the nonfinancial community enhancement opportunities associated with hosting the 2010 IPM. Hosting the event requires the County providing a repayable loan of $100,000.00 to the 10callPM organizing committee. Beyond this initial commitment, Economic Development staff with support from CEEDT AC is recommending that the County of Elgin's involvement be limited to the development of a county or regional exhibit; and, taking the appropriate actions to position the County to take advantage of business and tourism opportunities. Also, given the County's involvement with Land Ambulance, the Co-ordinators time will most likely be required to assist with the development of an Emergency Services Plan. Beginning in 1940 and with the most recent IPM being held in 1985, the County of Elgin has a long and proud history of hostin~ the IPM. Hosting the 2010 event would continue this tradition which would mark the 50 anniversary of the Queen of the Furrow competition that was first introduced at the 1960 IPM held at Thomas Hume & Sons and neighbouring farms located in Springfield. A successfullPM is extremely dependent on a committed and dedicated local plowmens association and 10callPM organizing committee. So far, there is every indication that this is the case for the 2010 IPM if hosted by the County of Elgin. Mother Nature also plays an integral part of having a successfullPM - however this aspect is beyond the County's control! 7 Recommendation: 1. That County Council support the Elgin County Plowmens Association's bid submission for the 2010 International Plowing Match and Rural Exposition to be held in Elgin County as described in the June 1ih, 2007, County Council report titled "2010 International Plowing Match and Rural Exposition" as submitted by the Manager of Economic Development; and 2. That $67,000.00 be allocated from the 2008 budget to be added to the current reserve of $33,000.00 to provide the International Plowing Match Local Organizing Committee with a repayable line of credit totalling $100,000.00; and 3. That the County of Elgin agrees to contribute to the development of a County or Regional Exhibit at an upset-limit, excluding staff time, of $250,000.00 from a reserve account to be identified by the Director of Finance as described in the June 1ih, 2007, County Council titled "2010 International Plowing Match and Rural Exposition" as submitted by the Manager of Economic Development; and 4. That staffing levels of the Economic Development office be increased by hiring an Economic Development or Special Projects Intern on a contractual basis at an upset- limit of $65,000.00 from a reserve account to be identified by the Director of Finance as described in June 1ih, 2007, County Council report titled "2010 International Plowing Match and Rural Exposition" as submitted by the Manager of Economic Development; and 5. That the operating budget of the Economic Development office be raised as activity increases to accommodate the 2010 International Plowing Match and Rural Exposition as described in June 12th, 2007, titled "2010 International Plowing Match and Rural Exposition" as submitted by the Manager of Economic Development; and 6. That cost recovery options for the County or Regional Exhibit and Economic Development activities be explored by the Manager of Economic Development and the County Exhibit Committee by forming partnerships with the lower tier municipalities, the City of St. Thomas, and other stakeholders. Respectfully Submitted AlanS . Manager of Economic Development Mark G. , Chief Administrative Officer. 8 Appendix One Exhibit Reports: Perth County & Grey County PERTH COUNTY EXHIBIT REPORT COUNTY EXHIBIT COMMITTEE Contacts: Brian Coghlin, Chair Don Pearson,Vice Chair (replaced by Allan othwell) info@foundationsires.com arothwell@countyofperth.on.ca W (519) 291-9916 H (519) 356-2430 W (519) 271-0531 x 233 H (519) 291-9898 Cheryl Coghlin, Entertainment Chair Doug Aitchison, IPM Executive Representative info@foundationsires.com H (519) 291-3139 W (519) 291-9916 H (519) 356-2430 Other Committee Members: Julie Behrns, Bonnie Berlett, John Berlett, Kathy Bieman, Ria Colquhoun, Bill French (replaced by Gordon Young) Dave Hanly, Ed Hollinger, Ron McKay, Dave Proudlove, Chris Rickett, Katherine Todd, and Gerald Wallis. Purpose and Objective: To showcase the good things about Perth County - including the people, the agricultural community, and the community organizations that make this County a great place to live, work and play. We wanted the County Exhibit to be a gathering place, where people could come, relax and enjoy themselves. Resources: Perth County Council committed $100,000 towards the development of the County Exhibit. While exact figures are not available at this time, the County Exhibit will be well within this budget. Colonial Brick and Stone and Elroy Wagler Masonry created a spectacular display that drew people to the County Exhibit with natural stone brought in from their quarry on Manitoulin Island. This wonderful showcase, which included a 12 ft. high waterfall and a cave, was the background for lots of photos and many memories. It took Colonial Brick and Stone approx. 2 weeks to create the display from 18 truck loads of stone which weighed approx. 40 tons each! All of the Committee members as well as some co-workers, family and friends assisted in the set up, and the take down of the exhibit. We used a lot of wood chips on our exhibit, save the landscaped display, but including the inside of the tents. These wood chips made for easy walking and could "soak up" some of the dampness and rain (which we only had late Thursday afternoon and evening). Just note that the woodchips must be watered each night for fire safety and dust control purposes. We allocated the red and green parking passes to the volunteers and exhibitors that required them (Le. red passes are used to get inside tented city, green passes outside, but close). The parked cars to the rear of the County Exhibit tents provided a barrier to ensure that the general public would not enter the service area. Site Selection, Tents and Layout The IPM Executive gave the County Exhibit Committee first choice of the location for the Exhibit in Tented City. After considering several items, including the location of the various entrances, as well as the topography of the site, the Committee chose to locate on top of a knoll in the southeast corner, overlooking the rest of tented city. Gate 2 (from the RV Park) and Gates 3 and 4 (from the Green Sticker Parking and General Parking Areas) were located in close proximity to the Exhibit. The County Exhibit was the first thing and the last thing that many visitors saw at IPM 2005, and we wanted to give a good lasting impression! Thanks to the work of Ron Robinson (Tented City) we had a 205 ft. x 240 ft. site, which was just perfect. The County Exhibit Committee worked closely with Andrew Ussher and Ron from Advanced Tents an (great guys!) regarding the type and size of tents as well as the "L" shaped layout of the County Exhibit surrounding the beautiful waterfall and ponds built by Colonial Brick and Stone. In the end, we were pleased with our tents (a 60 ft. x 120 ft. tension top tent for the Community and Municipal Organizations, a 60 ft. x 100 ft. tension top tent for the Agriculture and Rural Organizations tent, and a 66 ft. x 66 ft. c1earspan tent for the Entertainment) and their layout. We were given the use of an RV for the "Warden's Hospitality Area" and one of our Committee Members (the owner of the RV) actually stayed in the RV all night to provide extra security. We were also given the use of an office trailer which we used for an office (with telephone and internet access) and a secure storage area (Le. locked after hours). We also had two "porta potties" for the use of the Committee, staff, and volunteers in our compound behind the tents. Our beautiful decorations were co-ordinated between all three of our tents by some of the local municipal staff (Pat Berfelz and Bonnie Berlett, among others) and featured lighting, grape vine trees, straw bales, pumpkins, corn stalks, broom corn, and sunflowers. lPM200s~coumyTerdL4yout - =' /~~"l < ~k f ~ ;. ,-. ~-"J -'.-, ~_. ~ ,~.. f ~~ - ...."""~'....."""'..:- """"'~ ,",,~ .'40 Key Dates: Inaugural meeting of the County Exhibit Committee met monthly thereafter to discuss budget, layout, theme and exhibitors etc. Week of September 5th site preparation underway (i.e. waterfall, landscaping etc.) after staking of tents. Week of September 12th all tents erected on site - staked out all of the exhibitor booths and other work. September 18th and 19th exhibitors set up displays September 24th 4:31 pm onwards - exhibitors take down displays (finished on September 25th) and we breathed a huge sigh of relief and had broad smiles on our faces! Municipal Exhibit SubCommittee: Tanya Bettridge, Ria Colquhoun (chair), Bruce Grant, Dave Hanly (vice chair), Muriel King, Cathy Rehberg, Kriss Snell, and Pat Taylor. The "Stars of Perth" was the theme of the municipal governments display. The local municipalities pooled their staff and financial efforts in order to tell the municipal story and showcase the people, places and things that have made, or now make the County proud. Volunteer staff from all municipalities came to welcome visitors to the Community and Municipal Organizations tent, and provide information about the communities of Perth County, as well as to serve fresh popcorn. This was a wonderful exhibit and the smell of fresh popcorn was certainly a draw, as were the individual "Stars" who came to talk with the visitors. Our Community and Municipal Organizations tent also had 25 different non-profit groups and organizations which were provided space free of charge (i.e. the groups were responsible for their own displays and volunteers). One of these groups "ECO Perth" was a coalition of 13 different environmental groups who worked together to present their environmental message. Agriculture SubCommittee: Maynard Bell, John Berlett, Brian Coghlin (chair) We wanted to showcase agriculture in the County Exhibit since Perth County is Agriculture. We had dairy and beef cows, and sheep on display and had specific times for sheep shearing demos. The Education Committee posted the County Exhibit as a educational point of interest and directed school groups to our Exhibit. In addition, the Perth Federation of Agriculture co-ordinated some of the commodity groups to showcase the agriculture as well, and other rural community organizations where highlighted as well. The Rural Beautification display was also located in this part of the County Exhibit, as well as 14 other rural and community organizations. Entertainment: Our goal was to showcase Perth County entertainers. We had singers, dancers, choirs, actors and karate demonstrations. In all, we had over 350 entertainers, representing 35 different groups from across the County. We provided each entertainer with a pass and presented them with a participant ribbon, but did not pay any of our entertainers. The local Toastmasters Club provided the Master of Ceremonies. The entertainers drew lots of crowds - and our tent was often full to overflowing! We worked with the Lifestyles and Main Stages to share entertainers throughout the week in order to reduce the number of passes required. In addition, this co-operation helped to fill in for a couple of cancellations, and allowed us backups - just in case! The stage was 20 ft. x 48 ft. and 18 in. high (VABS Stages) was large enough to accommodate the 65 member high school choir. The stage was located along the side of the tent (this was not our first choice but the topography of the site dictated this) and it worked really well for us in the end. We rented 200 chairs from a the Kinsmen Club, and a blue curtain backdrop, and skirting through the OPA. Two office trailers, which were located beside the entertainment tent were rented and used to provide change rooms for the entertainers. Our sound was booked through SL V Solutions - a technician was at the stage prior to, during and after the performances - which started at 9 am with stretching and finished by 4 pm. We used 4 microphones (on stands), as well as a digital piano, front of house and 4 speakers, stage monitors and CD/cassette player. Our technician contacted our entertainers prior to the match to ensure that their needs were met. Just a note - you need LOTS of lighting for the stage. We had a "Gator" which we could transport our entertainers inside of tented city, but required vans to get the entertainers back to the Horse Area where the entertainer's vehicles were located. Areas of Concern: 1. We had a number of calls from companies who were interested in exhibitor information. The website should be clear that general enquires should go to the OPA office in Guelph. 2. The exhibitors must be encouraged to have their booths manned during the entire time the Match is open. In fact the exhibitors should be onsite at least 20 min. prior to the gates opening. 3. There were times when we had difficulty getting our "Gator" in and out of the tented city gates to go to the Entertainment Marshalling Area, and to pick up ice etc. 4. Make sure that all of your exhibitors are well informed regarding the expectations that you have of them (Le. themes, size of display area, height of displays, lighting etc.) Recommendations: 1. Allow lots of time for non-profit organizations to respond to your request for interest in exhibiting. Have a couple of meetings to introduce your exhibitors to introduce them to the concept of the IPM and give them an orientation of your County Exhibit; 2. Make sure you have LOTS of places for people to sit and relax and enjoy your exhibit (including picnic tables if possible), especially in the entertainment tent; 3. Encourage local groups and individuals and organizations to sign up for entertainment. Have lots of variety (singers, dancers, actors, karate etc.) as this is a great way to showcase your County; 4. Have knowledgable volunteers available to answer municipal/County questions. And make sure everyone has a map of the tented city - everyone wants to know where to go and how to get there; 5. Make sure you have lots of bottled water for your exhibitors and volunteers; 6. Provide a rest area (including washrooms) and refreshments for your exhibitors and volunteers; 7. Always keep your exhibit clean and tidy (Le. assign volunteers for this job) and ensure that you have enough garbage AND recycling cans; 8. Do not allow your Exhibitors to sell products or fund raise, it gives the wrong impression; and 9. Use your radios and make sure you have your own channel (or at least be listed on the channel you are sharing). Grey County Exhibit Report COUNTY EXHIBIT Contacts: Committee Co-Chairs Exhif?itors Tent Sub C;ommittee Chair Adveriising . Sub Committee Chair Volilllteers , Sub C~mmittee Chair County Site Development/ Construction Sub Committee Co-Chairs - Marui Talbot & Norm Gamble 595 9th Ave East Owen Sound ON, N4K 3E3 (519)376-2205 mtalbot@greycounty.on.ca Marlene Davis mdavis@greycountY.on.ca Amanda Warwick awanvick@greycounty.on.ca Paula Luce pluce@greycounty.on.ca Ernie CoateslPaul'Hutchinson ecoates@greycounty.on.ca Entertainment Sub Committee Co~Chairs Jason Palmer /Ryan Thompson jpalmer@greycounty.on.ca rthompson@greycounty.on.ca County Tent Displays Sub Committee Co-Chairs Jan McDonaldlDavid Hughes jmcdonald@greycoUnty.on.ca dhughes@greycounty.on.ca Administrative Assistant Barb Heerschap /Treas,urer bheerscliap@greycounty.on.ca . Also inCluded on the Committee _ Were four County Councillors. Committee Purpose & ,Objective In keeping with the overall Mission Statement for the Grey County !PM and "The Future of TIadition" theme, direction was taken to ensure the County Tent Display was one fu be remembered while showcasing "T.\1e County of Grey - Beautiful... Naturally!", our nine member municipau.ties, Grey County non-profit organizations and a wealth ofIocal talent TimeUnes After the awarding of the !PM to Grey County, the inaugufaI meeting of the County Exhibit Conunittee was held in June 2003 - approximately 15 months prior to the Match. Initial items for discussions were budget, duties of Committee members, exhibit design (changed many times) e~c. Meetings continued on a monthly basis up to June 2004 when the Committee met every two weeks which then was increased to weekly meetings in August 2004. Of particular significance was the Site visit by the entire Committee on September 2nd; 2004 (2 !4 weeks before . the Match), where the Site Development/Construction Sub-Committee, spray painted the County's display site showing the entrances, outside limits of the tents, interior layouts etc. prior to the tents being erected. Gave the Committee members a better visual understanding on the groUnd where things would be. Jther key dates for the sub committees were: Week of September 13th, some Site preparation underway ~ith respect to pond building and limited landscaping September 14th-15th, three tents erected of} County Site September 16th-19th, County staff and o$er volunteers prepared Site, did landscaping including shovelling and raking mulch, preparing road surface display in one tent, marking display booths, planting flowers and trees etc S~ptember 19th-21st exlii~itors brought in .and set up displays 23 IPM 2004- ."..~~; 25 IPM 2004 I 1 I I I I T I J I I L I I I J I I I I County Showcase Group Contact Info Committee/Team Leaders: Richard Kidd & Cynthia Moyle, Address: Lanark County Administration Building Box 37, Sunset Blvd. Perth, ON K7H 3E2 Telephone: (613) 267 - 4200 ext. 102 Fax: (613) 267 - 2964 E-mail: cmoyle@county.lanark.on.ca Timelines Date Team Formed: October 2, 2001 Significant Planning Dates: May 1,2003 - Unveiling of the Lanark County Showcase. September 1,2003 - Tents erected. September 4, 2003 - Display areas inside the tent marked September 5, 2003 - Exhibitors started to assemble their displays September 18, 2003 - Exhibitors tear down their displays November 19,2003 - Lanark County Showcase Appreciation Evening Summary of Resources Personnel Core Team Planning/Promotion May - September Co-Chairs: Warden Richard Kidd & Cynthia Moyle, Director of Administrative Services Building & Landscape Design: Councillor Gary Doyle Tourism & Culture: Councillor Susan Freeman Heritage Exhibit: Councillor Brian Costello Site Management: Councillor Aubrey Churchill Cash requirements $150,000 specific to the Lanark County Showcase over the three (3) years. In-Kind requirements The Local Public Works Departments, Building Inspectors and Fire Departments provided on-going support to the Co-Chairs. 43 Division of Responsibilities The first responsibility of each of the Team Leaders was to recruit members to their team and develop a work plan for their area of responsibility. Team Leaders were encouraged to work with local organizations and interested individuals to help showcase the unique characteristics of the County. Team Leaders would verbally report on a regular basis to the Co-Chairs. As well, each group listed in the credits would directly report to the Co-Chairs. Each group worked independently of one another. One of the key responsibilities of the Co-Chairs was to stay in touch with each of the groups and pull all of the groups and individuals together to make the showcase a success. Achievements The volunteer organizations and individuals enjoyed the opportunity to educate, promote and display their projects and in some case their own personal collectio!1s. Recommendations Work with the Ontario Works, Community Placement to assist in setting up and tear down of the various displays. Work with the Entertainment Committee to assist in the coordination of local entertainers. Promote the Youth in the Community by either talent show or contest on the County stage. Rent the tents from the same supplier that is supplying the tents to Tented City. Co-ordinate with the Landscape Committee in designing the landscape oEthe showcase. Recognize volunteers and municipal staff who participated in making the showcase a success. The County made an additional commitment to provide security for the showcase above that provided by tented city. It is very important to have an on-site manager at the showcase, especially, during step up of the displays. Have a plan as to how to deal with last minute groups who are looking for space at the IPM. Working Details Alternatives Considered The initial layout of tented city was changed which impacted the layout of the County Showcase. In the initial design of the tented city, the County Showcase was located at one ofthe main entrances on a large self 44 contained lot. However, the final design of the tented city had the main street running through the County Showcase. Initial Plan The County was very fortunate to have a prime location for their exhibit at the main entrance. Our initial design called for three (3) tents. These tents would be positioned in a "U" shaped pattern to form a central court yard in the middle. Tent # I would be for the "Municipal Showcase" which would feature displays by the Local Municipalities including the Separated Town as well as the County. Tent # 2 would be the "Entertairunent Showcase" featuring many of the local entertainers. Tent # 2 would be at the back of the "U' shape. Tent # 3 would feature Business and Industry. The courtyard would be used to draw visitors into the exhibits through attractive landscaping. Final Plan In the final plan of tented city, a main street intersected the County Showcase. The final detailed plan for the exhibit consisted of four (4) tents (municipal services, heritage, outdoors/agriculture and entertainment) with the heritage tent on one side of the street and the municipal services, outdoors/agriculture and entertairunent tents on the other side of the street. The municipal services tent promoted the services offered in the county, the towns and townships. This included governance, information technology, economic development, tourism, emergency services, public works, long-term care, health services, and municipal drainage and community services. The outdoors section drew on the expertise of area snowmobile clubs, trappers and others to highlight the beauty of the County as well as our many recreational opportunities in the area. It also displayed aspects of special programs with the County, such as the wild turkey release program. The County's agriculture industry was also featured. Local talent was the highlight of the entertainment tent. On the weekend, the County's youth was a main feature. The large heritage tent featured local museums, artisans, woodworking, First Nations, maple syrup producers, heritage trades, genealogical society, early education in Lanark County; The One Room School House 45 Experience, woolen industry, the story of the basketball, the great ice stonn of '98, to name a few. Resource Requirements Material Required PlanninglPromotion Phase / May - Sept. 2003 Dimensions Tent # 1 Dimensions Tent # 2 Dimensions Tent # 3 Dimensions Tent # 4 60 X 160 60 X 70 40 X 45 60 X 70 (Historical) (Outdoors/Agriculture) (Entertainment) (Municipal) . Volunteer Resources Required Approximately 70 volunteers. Budget (Cash and In-Kind) Historical Exhibits Each of the partners in the Lanark County Historical Exhibit'received a $450 grant from the County of Lanark to assist with their display. Fund-Raising Activities Each local municipality including the Separated Town made a financial contribution of$1,500 to assist with the cost of the Lanark County Showcase. As part of their sponsorship each municipality received two (2) County Team Golf Shirts (valued at $30.00 each) and tw.o (2) maple trees (valued at $103.00 each) to be planted at either their municipal building or park. The maple trees were considered as a lasting legacy to each of the municipalities for their assistance with the County Showcase during the event. Credits All Local Municipalities & Separated Town within the County of Lanark Lanark County Council & Staff Lanark County Tourism Association Entertainment Committee of Rural Expo 2003 Landscape Committee of Rural Expo 2003 Tented City Committee of Rural Expo 2003 Lanark Communications Network Valley Heartland Community Futures Development Corporation Lanark-North Leeds Enterprise Centre Lanark County Woodworking Club Lanark County Genealogical Society 46 Lanark County Maple Syrup Producers Algonquin College Heritage Program . Lanark County Museum Association Lanark County Ambulance Services United Way of Lanark County Leeds, Grenville & Lanark District Health Unit Lanark County Cattleman's Association Dave Arbour Ontario Federation of Snowmobile Clubs Lanark County Seed Growers Association Children's Aid Society of the County of Lanark and the Town of Smiths Falls Perth & District Collegiate Institute Pembroke Armory Museum Mississippi Valley Conservation Authority Tony and Linda Hendricks, Big Ben Park Committee Henry E. Collie Doug & Pat Schoular Drainage Superintendents Association, Chapter VI Universal Accessibility Committee Beckwith Public School 47 Matched opened September "22nd Dismantling and tear down of displays corrurienced September 26th at 5:00 PM and was completed on September 27th "" ""ummary of Resources It was decided fairly early in the process that the County would commit $120,000 towards the County Tent Exhibit. We kn"ew that this 'would not be sufficient for the type of production we wished to put on and therefore approached a number of local suppliers for in-kind services (free labour) or materials at cost. We had to ensure that we -did not approach the same suppliers as were being utilized by the overalllPM Executive Committee or the other !PM Committees. . Staff resources consisted of the individuals mentioned above, leading up to the Match as well as staff in the County's sign shop. However a large contingent of volunteers (County staff, County Councillors. family and friends) all came forward as the start date of the IPM approached to offer additional help. Once the IPM was up and running the need for volunteers was. not as great within the display area as it was for" the set up and tear down of the displays. . AchievementS and Successes There is no doubt, that the County of Grey Exhibit at the 2004 IPM was an excellent showcase for the County, its member municipalities and the non profit groups who participateq. The bar has been set very high for the next hosts! . . The County Exhibit Committee involved a group of highly motivated and energetic individuals. who in some cases were "hand. picked" rather than volunteered to ensure the job would be done we)) and in a professional manner. After all, it was the County's corporate image that was at risk.o' The com+nitment was made by the County. and therefore it was recognized by County Councillors and County Departments that. these staff would pe busy with the IPM and that sonie of their other duties as County Employees would have to wait. . . The strong leadership role provided by. the Co-Chairs, provided good direction. inspiration and generally good support for the wor~ bejDg done by the various sub-cominittees. The need' to demand and push was sometimes needed as the Committee started to 'run out of gas': Because the Committee had been working together for sometime. there developed strong kinship, and although you may not have 'been involved with the entertainment sub-committee through the organization stage, you might be a greeter for the entertainers or foun~ yourself stacking chairs at the end of the day to help -clean up. The coffee and refres1u:Qents were alway~ available in the staff trailer located on the Exhibit Site and the end of the day Committee meeting (everyday of the Match) over "the good. the bad and the ugly" events of the day helped set the tone for the following day. "" The Entertainers. the Local Municipalities and the non-profit Exhibitors were pleased' with the tent layout, space provided, landscaping. security and ov~rall arrangements for set up and take down. Information packages provided to the Exhibitors and Entertainers in advance of the Match, gave "them directions and set up time, a parking pass, general information on the Match, et~. and this was welll'eceived The Exhlbitor space was . provided at "no charge" to the groups if they met our list of criteria. the main one being non-profit. the second being no commercial sales allowed. Exhibitor space' was clearly marked out in each tent and a number assigned with a.small flag, so Exhibitors could fwd their space; . Every Committee member had a cell phone and list of contact numbers so those on Site could be reached at any " time should a problem arise. There was also a posted sign-out board in the staff trailer so if you were looking for a fellow Committee member you could check the board to see if they were off the County Site but somewhere within the IPM grounds. . As there were no prod~ct sales or fund raising allowed by the Exhibitors the pedestrian movement through the _ .isplays. was fairly smooth. There were some free draws and giveaways but this did not seem to impede traffic flow. FINAL REPORT 24 ,.../t~ Appendix Two Responsibilities for Organizing the IPM 7. Responsibilities for Org:anization of the IPM The responsibilities outlined herein are identified as to which elements are co-coordinated by OP A and those by the local committee. All IPM expenditures extending from these responsibilities outlined will be paid from IPM revenue. The IPM guidelines provided by OP A may provide greater detail for various responsibilities outlined in this agreement. . Insurance OP A will arrange for auto liability and property insurance for the IPM event, as follows: 1. Liability insurance (3rd party bodily injury and property damage due to negligence) extending to include as additional named insured, the local committee, volunteers and landowners under lease agreement extending to cover the IPM and related activities; 2. Property insurance coverage for OP A owned IPM equipment, non-owned equipment on loan or lease from others (tractors, wagons, gator-type utility vehicles, golf carts, loaders, fork lifts, communication equipment); 3. Property insurance coverage on Local Committee souvenirs and quilts on display for which the IPM is responsible; 4. Automobile insurance on vehicles provided by the Corporate Automotive Corporate Partner (Daimler- Chrysler); 5. Directors and Officers Liability for local committee executive members as outlined herein; 6. Crime coverage (of gate receipts) during IPM; 7. Commercial Blanket Bond extended to local committee treasurer; 8. Non-owned automobile coverage; 9. Limited Pollution Liability for IPM event; 10. Volunteer Accident coverage, extended to individuals working without remuneration. Local commiUee will arrange (through a local Co-operators Insurance Agent) insurance coverage required for: 1. Automobiles secured by the local committee outside of those provided by Corporate Automotive Partner; 2. Property insurance on office equipment and furnishings as set up by the local committee. 3. Promotional activities and fund-raising events involving the sale of alcohol. The local committee agrees to provide all information (i.e. souvenir inventory, quilt inventory, listing of all equipment on loan or lease and details of same) as required by the insurance underwriter to secure proper coverage. Insurance for activities, automobiles arranged by the local committee that are in addition to the above will be secured by the local committee through a local Co-operators Insurance Agency. In the event of a claim relating to the IPM event, in discussion with OP A, legal costs and the value of any applicable deductible amounts will be paid from IPM revenue. . Land Acquisition and Use Coordination Local committee will secure all lands on which the IPM will be held and prepare layout of various areas. Allocation and layout of land uses are subject to OP A approval. By March 31 sl in the year of the event. Local committee to arrange for the signing of land license agreements and options to license agreements with landowners. Agreements used will be as supplied and approved by OP A. Payments to landowners will be based on the following land rental rates. Land Rental Rates per acre OPA to pay all Option to lease lands $ 3.00 Local Committee to pay the Following rates less $3.00 Lease option paid by OP A Within 30 days of the event. Sod used for Tented City Sod used for Parking Sod used for Plowing Stubble used for Parking Stubble used for Plowing Sod or Stubble for demonstrations Sod for Tractor Park Sod for Trailer Park $ 125.00 $ 40.00 $ 40.00 $ 40.00 $ 40.00 $ 40.00 $ 40.00 $ 80.00 No additional use (optioned land) No additional rent OP A will issue cheque payments for Options to license agreements as a prepaid expense. Local committee Where deemed appropriate, the local committee will make application to register any land license agreements or options to license against the title to the lands. Local committee will arrange for the installation and removal of culverts, fences and gates needed to access the lands. Local committee to liaise with County and municipality for assistance with these projects. . Land Restoration Local committee will co-ordinate for the cleanup of materials and debris (ie. Nail picking) from the IPM lands and the repair or replacement of fences, damage to drainage tiles and any deep tillage necessary to reclaim the lands. Damage to drainage tiles resulting from activity related to the IPM, discovered within a two-year period following the IPM Anniversary, will be repaired by OPA. And IPM 200_ out of the contingent fund. . Fees, Licenses and Inspections Local committee will arrange for any licenses required for inspection as required by local building officials, fire officials, municipal bylaws, health departments, potable water testing, liquor licenses planning fees and EMS Local committee will obtain any necessary permits required by zoning bylaws necessary to host the event. Local committee will provide OP A the contact for the local health department for guidelines and inspection of food concessions. OP A will arrange for inspection of the electrical installations co-coordinated by OP A OP A will co-ordinate requirements between local health departments and food concessions. OPA will co-ordinate applications with the Ontario Ministry of Labour, if required. OPA will arrange a broker for Canada customs. . Safetv and Emerf!encv Services Local committee will arrange for police, first aid, ambulance, and hospital and fire protection services. Local committee will instruct all volunteers on the IPM Health and Safety Policy. OP A will communicate with exhibitors regarding the IPM Health and Safety Policy. Workers on the IPM site fall under the scope of the Ontario Occupational Health and Safety Act . Security Local committee will arrange for security as required in tented city, trailer park, tractor park and horse stables. Security is required at minimum from the two days prior to the opening of the IPM through to the two days following the close of the IPM. . Licensed Vehicles OP A will arrange for the delivery and pickup of trucks and vans used by OP A and Local Committee as provided through the Corporate Automotive Partnership (Daimler-Chrysler). The local committee may not approach other automotive suppliers for Corporate Partnership without first receiving consent to do so from the Corporate Automotive Partner and OP A All operators who are given care and control of vehicles must hold a valid drivers license, and as a driver, have their own automobile insurance in force. Damage incurred to vehicles arising out of misuse or careless operation for which there is no valid insurance will be paid from IPM revenues. Unlicensed Vehicles & Motorized Equipment Local committee will arrange for use of tractors, wagons, loaders, backhoes, fork lifts, unlicensed utility vehicles and golf carts as required by the local committee and OP A staff needed for the time before, during or following the IPM. All operators who are given care and control of these vehicles must have attained the age of 16 years and have a valid driver's license or have reached the age of eighteen. They must be instructed in and follow safety and operation procedures as outlined in the Highway Traffic Act or Off- Roads Vehicle Act. . Fuel Supplier OP A and Local Committee will work in conjunction to negotiate for on site fuel tanks and a supplier for wagon shuttles, IPM service and utility vehicles and equipment needed in the set up and operation of the IPM. . IPM Equipment Shipping containers and their contents (signs, water lines, leaching pits, ticket booths etc), hydro poles and electrical equipment used in Tented City are owned by OP A. Trucking, crane service, delivery, placement and subsequent removal of shipping containers and equipment to and from the IPM site will be co-coordinated between OP A and the local committee. A rental fee of $15,000 will be paid to OP A from IPM revenue for the use, maintenance and future replacement of Capital Equipment Stored in our Containers and owned by OP A Cost to repair or replace any equipment will be paid from IPM revenues. Any equipment purchased by the local committee will become part of the IPM show for use at future IPM events. Additional equipment that is not retained for future IPM events will be sold and those proceeds will become part of lPM revenues. . Stakes Local committee will be responsible for the preparation, cleaning, painting and acquiring additional stakes required at the IPM needed in Tented City, Plow fields, trailer park, parking fields, antique area and tractor park. . Hvdro Distribution - Tented Citv. Antique Displav & Tractor Park OP A will be responsible for the layout, installation and inspection of the electrical distribution system throughout tented city, antique display and Tractor Park. All electrical installations needed by OP A, local committee and exhibitors must be contracted through the OP A site supervisor. . Hvdro Distribution - Trailer Park OP A will assist local committee in the co-ordination of electrical equipment rental, layout, inspection, and installation in trailer park. . Lavout Tented Citv OPA will co-ordinate the staking of the tented city. Tented City will be based on the standard six-street structure. OP A with consultation from the local committee will arrange placement of sponsors, exhibitors and attractions. . Service Area - Tented Citv Local committee will arrange for a minimum of 2 trailers or other portable structures in the service area for exhibitor services and an OP AlIPM staff office. Local committee will construct a loading ramp and dock, as well as provide operators for forklift services to exhibitors and tractors for towing exhibitors, if required. OP A, with the assistance of the local committee, will staff the service entrance and the collection of admission and passes from exhibitors at service entrance. . Exhibitor Applications and Correspondence OP A will produce, mail out, receive and approve or reject all exhibitor applications. Rates to be charged for exhibit space will be determined by OP A The nature of exhibitors will be in keeping with the overall objectives of the IPM event Exhibitor packages will include request forms for services provided by the local committee, participation in parades and education programs planned by the local committee. A database of potential local exhibitors should be prepared by local IPM and forwarded to OP A. . Exhibitor Services OP A will co-ordinate exhibitor and vehicle passes and electrical services to exhibitors. Local committee will provide and make for sale on site to exhibitors wood shavings, baled hay and straw, potted flowers, post hole digging, ice, installation of holding tanks, etc. Local committee will also arrange for daily removal of manure from livestock area. . Tented Citv Maintenance & Grass Cutting Local committee will arrange to have all lots within tented city cut prior to exhibitor move in. (Grass on service roads, streets and avenues is not to be cut.) Local committee will be responsible to keep the streets and service roads in tented city maintained. . Signage Local committee will arrange for signage for traffic, tented city street signs, sponsorship boards, etc., as required by IPM guidelines. . Tent Services OP A will arrange for the official tent supplier for the IPM. Tents used by OP A and local committee must be secured through the official tent supplier. OP A will arrange for the commercial court tents (indoor exhibits), IPM headquarters and the tri county tent. OP A in conjunction with the Local committee will arrange for tents used for family living, antiques, souvenirs, and if required; a media tent, special events, VIP and the county exhibit. Local committee will arrange for the installation and removal of landscaping and flooring as required in the Family living, antique, IPM Headquarters including tri-county tents. · Disvlav Services OPA will co-ordinate the supplier of tables, chairs, curtains and other show furnishings. . Portable Toilet Facilities OP A will arrange for placement and service of portable toilets, hand wash stations and baby feeding stations as required in tented city, parking lots, plow fields, tractor park and horse stable. Local Committee will arrange portable facilities in trailer park. . Communication Equivment Local committee will arrange for portable radios required by the local committee and OP A staff, for staking and set up prior to the IPM, during the IPM and for tear down. Local committee will arrange the installation of a public address system throughout the IPM site, using speakers owned by OPA. . Televhone Service Local committee will co-ordinate (with consultation from OP A) the telephone service within tented city to supply pay phones, automated banking machines. OP A will coordinate exhibitors, emergency services and the redirection of OP A phone lines to the service area. . Water Local committee wills co-ordinate with consultation from OP A the installation of water supply in within tented city, trailer park, Tractor Park, horse stables and any required subsequent testing. Local committee will arrange for any additional pipe and fittings as required to service the site. . Garba1!e & Sanitation Services Local committee will arrange the placement of garbage containers and of pick up and disposal of garbage prior to, during and following the IPM. . Gates and Tickets Rates for admission are as follows: Advance Tickets Adults Children 6 to 15 years School Tours Children 5 years and under $ ,00 $_,00 $ ,00 $ _,00 per student or chaperone Free OP A will co-ordinate the production of general admission tickets and miscellaneous passes provided for the gate. OP A will provide local committee with daily passes and vehicle passes as required. OP A will co-ordinate the production of the complimentary tented city map and official IPM programs provided at the information booths OP A will produce advance tickets for sale prior to the event Local Committee will be responsible for the installation and removal of ticket booths, information booths, gates and fences around tented city, the staffmg of ticket booths and collection of admission at the gates. OP A and local committee will confIrm daily reconciliation of gate receipts. Local committee will arrange for daily deposits in accordance with IPM guidelines. . Parking Transvortation and Traffic Local committee wills co-ordinate the staking and entrances of parking fIelds, working in conjunction with the sponsor, providing parking fIeld stakes and signage. Local committee is responsible for transportation to and from parking fIelds. Local committee may arrange handicapped shuttle and other people movers throughout the site. Local committee (in conjunction with OP A) will co-ordinate with local law enforcement agency and local MTO offices for the installation of highway signage and traffic control. OP A will arrange for helicopter site seeing tours. . Accommodations and Trailer Park Local committee will provide a listing of all local accommodations (for inclusion in exhibitor packages and use at promotional events). Local committee wills co-ordinate the trailer park, including booking the sale and placement of trailer park space. . Plowing Comvetition OP A will arrange entry cards, score sheets, prize lists, and verify eligibility for entry and co- ordinate the competition for horse and tractor plowing. OP A will determine entry fees and prizes and arrange for trophies and other awards. OP A will co-ordinate junior plowing competitions. OP A will co-ordinate judges as required for all competitions (IPM expense). OP A will co- ordinate stewards required for all competitions (OPA expense). Local Committee And OP A will work in conjunction to stake plow lands for all plowing classes. Local committee will co-ordinate VIP and Queen of the Furrow competitions. Local committee will arrange the preparation and delivery of lunches to competitors and judges, a plowmen's barbeque and the awards presentation (i.e. Celebration of Excellence). (Plowing Competitor entry fee includes daily lunches during our competition, a barbeque (if any) and 4 admissions tickets with no refunds. . Tractor Park & Horse Stables Local committee will be responsible for the operation, maintenance and security of tractor park and horse stables. . Queen of the Furrow Comvetition Local committee wills co-ordinate (with consultation from OP A) the annual Queen of the Furrow activities during the IPM event. Local committee will co-ordinate the Queen of the Furrow banquet at the IPM and arrange for queens' accommodations during the IPM. OP A will oversee the Queen of the Furrow activities for OP A Convention, with the assistance from the local committee of the current event year of the IPM. OP A will name two of the three judges required in the competition. OP A will assess all filles for no shows. . Miscellaneous Features & Exhibits Special features and exhibits co-coordinated by the local committee anywhere at the IPM will be subject to the same rules and regulations prescribed for all exhibitors. Commercial exhibitors or vendors may be considered for any special feature; however these will be brought in by exhibitor application to the OP A, and subject to the same rules and regulations. This includes service groups, not-for-profit associations, government ministries, or similar charitable organizations brought into the IPM by the local committee. Local committee wills co-ordinate a main stage, bleachers and a shelter (ie. VIP tent) where VIP's and dignitaries may assemble prior to being presented on stage. Local committee to co-ordinate opening and closing day ceremonies, including the invitations to dignitaries and the organization of any parades. Local committee wills co-ordinate any antique display, family living, special events and demonstrations, an education program, lounge and the sale of souvenirs. Display sizes will be subject to OP A Approval and placement will be co-coordinated through OPA. a) Antique Exhibit - intended to showcase private collections of antique farm machinery and other rural business native to, or traditionally used in the area where the lPM is held. Exhibits should be from the local county. b) Family Living - intended to feature those artisans and crafters from the surrounding area of the county where the lPM is held. c) Special Events & Entertainment - intended to feature attractions and artists from within or originally from the county or region where the lPM is hosted. d) Lounge - The sale of alcoholic beverages at the lPM will be limited to one location. e) Property Beautification Competition - participation from residents of the county or region from which the lPM is hosted is encouraged to leave a legacy following the lPM. 8 Corporate Partnerships Local committee will work in conjunction with OP A to secure Corporate Partners. Only Corporate Partnerships that contribute directly to offset lPM expenditures that are essential to host the lPM should be secured. Corporate Partnership values will be based on the net value of the contribution towards the benefit of lPM event (as opposed to the value determined by the sponsor.) Sponsor benefits shall be in accordance with guidelines so as to minimize conflict with existing or other potential sponsors. Sponsorship of Local Committee events should not have a negative impact on totallPM revenue. Local committee will acknowledge the terms of agreements currently in place (either written or implied) with repeat or ongoing sponsors, including any first rights of refusal from past sponsors of specific industries or service providers. Conduct with sponsors should be such to encourage their continued participation with future lPM events. Annual Corporate Partnerships secured by OPA are listed in Schedule "E". Annual sponsors to the OP A convention are not considered lPM sponsorship, nor part of lPM revenues. 9 - Promotion OP A Marketing co-coordinator will, with the local Advisory Committee, prepare and execute an effective promotional campaign. All promotional activities are subject to OP A approval prior to initiating. Local committee will provide OP A schedules of all planned print, radio and television promotion, including names of publications or broadcasts, and their dates and times of publication or broadcast. Promotions for future IPM events cannot interfere with the IPM of the current year; creating confusion among the public as to the location of the Current IPM. All promotional activities will be in accordance with IPM guidelines with the inclusion of, when required, the official IPM name, IPM logo and sponsorship recognition as committed to in any sponsorship agreement. Local committees may co-ordinate and manage a souvenir program. Local committee will arrange, with the approval from OP A, for the design and production of an official IPM poster and brochure in accordance with IPM poster guidelines. Local committee may arrange for print advertising in appropriate publications within a 100 kIn radius of the IPM. OP A will arrange advertising in provincial publications, out of province, and areas beyond the 100 kIn radius of the IPM. OPA will arrange for participation at annual farm shows in Toronto, London and Ottawa. OP A will make available a pop-up portable display for use by local committees OPA will co-ordinate promotion with 4-H, FSA, OFA, CEEDA, OWFEA, OAS, Festival and Events Ontario, and other provincial agricultural and event related associations. OP A will maintain a permanent website where the IPM must be promoted. Appendix Three CEEDT AC Resolutions CEEDTAC Moved by Deb Mountenay Seconded by Jim Bundschuh 1. That the County of Elgin provides a repayable loan of $100,000.00 to the Elgin Plowmens Association to host the 2010 International Plowing Match and Rural Exposition; and 2. That the County of Elgin agrees to the development of a County Exhibit at an upset cost, excluding staff time, of $250,000.00; and 3. That the staffing levels and operating budget of the Economic Development office be raised as activity increases to accommodate the 2010 International Plowing Match and Rural Exposition; and 4. That cost recovery options for the County Exhibit and Economic Development activities be explored by the Manager of Economic Development in conjunction with the County Exhibit Committee by forming partnerships with the lower tier municipalities, the City of St. Thomas, and other stakeholders. - Carried. REPORT TO COUNTY COUNCIL FROM: Brian Masschaele, Manager of Cultural Services Mike Baker, Curator DATE: 25 May 2007 SUBJECT: Museum Internship Agreement CORPORATE GOALeS) REFERENCED: To promote cultural services; To forge community partnerships. INTRODUCTION: The Elgin County Museum is approved fora 25 week internship, with fifty per cent of the wage provided by Heritage Canada. This report recommends that the funding be accepted and that internship proceed. DISCUSSION: The Elgin County Museum is approved for an internship under the "Young Canada Works at Building Careers in Heritage" program of Heritage Canada in association with the Canadian Museum Association. The application enables the museum to hire an aspiring museum professional for a period of 25 weeks. Heritage Canada will provide $8000 towards the wage, with an equal amount to be provided by the County. For Council's information, the position of Curator was vacant for a period of 53 days in 2007, leaving a potential surplus in the museum's operating budget for the year. Staff have therefore used this opportunity to leverage furtherfunqs under this program. This surplus will more than cover the County's contribution towards the project. No additional funds are therefore required to proceed. The intern's duties will include further development of the "Museums of Elgin County" database in conjunction with County museum partners as well as the development of virtual exhibits. Council can take pride in the fact that these funds are highly competitive nationally and the quality of the facility, staff and softWare were. cited as the major reasons for the application's success. Staffare recommending that the Warden and CAO be authorized to sign the contribution agreement with Heritage Canada and that the Department of Human Resources then proceed with recruiting under the terms of the agreement. Staff are proposing to begin the internship in late summer or fall 2007 in order to ensure completion by March 31St, 2008. Staff furthermore recommend that a letter of appreciation be sent to the Minister of Canadian Heritage with a copy to Elgin-Middlesex-London MP Joe Preston to acknowledge the Government of Canada's contribution towards this project. CONCLUSION: The Elgin County Museum is approved for an intern under Heritage Canada's "Young Canada Works" program. Staff recommend that the contribution agreement be authorized and that the internship proceed according to the terms and conditions of the agreement. RECOMMENDATION: THAT the Warden and CAO be authorized to enter into a funding agreement with the Canadian Museum Association and Heritage Canada under the "Young Canada Works at Building Careers in Heritage" program in the amount of approximately. $8000; AND THAT the Department of Human Resources proceed with recruiting for the position of museum intern under the terms and conditions of the contribution; AND THAT a letter of appreciation be sent to the Minister of Canadian Heritage with a copy to MP Joe Preston to acknowledge the Governmentof Canada's contribution towards the project. . Respectfully Submitted Brian Masschaele Managerof Cultura Services Mark G. Chief Administrative Officer C;~~ Mike Baker Cl.J rator REPORT TO COUNTY COUNCIL FROM: Brian Masschaele, Manager of Cultural Services DATE: 7 June 2007 SUBJECT: Alma College Digitization Project Funding CORPORATE GOAL(S) REFERENCED: To promote cultural services; To promote community partnerships. INTRODUCTION: The Elgin Gounty Archives has received a financial contribution in the amount of $9523 from Library and Archives Canada to digitize photographs contained in the Alma College collection. This report outlines the nature ofthe project and recommends that the funding be accepted. DISCUSSION: The Elgin County Archives has been successful in an application to the. CarlClc:iifHl Culture On-Line Program under Heritage Canada and Library and Archives. .. Canada to digitize approxim(:itely 2500 photographs in the Alma College collection. These photographs are in high demand given the on-going interest in the college's history and the tenuous future of the building. This project will entail digitization and item level description to facilitate easier retrieval and on-line access. The contribution of $9523 must be matched given that this is a cost-shared program. The Alma College Alumnae Association has generously agreed.to contribute $6000 towards this project. The archives was also able to secure a number of in-kind contributions through staff time, web development and equipment to off-set remaining costs. No additional funds are therefore required to proceed with this project. These funds will enable the archives tohire a project archivist for a period of approximately 120 days to undertake this work. If approved, the work must be completed by March 31st 2008 under the terms of the contribution. CONCLUSION: The Elgin County Archives has been successful in an application to Library and Archives Canada to digitize Alma College photographs. The Alma College Alumnae have agreed to make an additional $6000 donation towards this project. This report recommends that the contribution of $9523 be accepted and that the project proceed. RECOMMENDATION: THATthe Warden and CAO be authorized to enter into a funding agreement in the amount of $9523 under the Canadian Culture On-Line Program through Library and Archives Canada for the purposes of digitizing Alma College photographs; AND THAT the Department of Human Resources proceed with recruiting for the position of project archivist under the terms of the contribution; AND THAT letters of appreciation be sent to the Minister of Canadian Heritage, MP Joe Preston and the Alma College Alumnae Association to acknowledge financial support of this project. Respectfully Submitted ~Q Manager of Cultural Services Approved for ion REPORT TO COUNTY COUNCIL FROM: Peter Dutchak, Manager of Road Infrastructure DATE: June 13, 2007 SUBJECT: Sunset Road Rehabilitation - Project Update Corporate Goals To ensure fiscal responsibility and accountability, To build and maintain an efficient, affordable, effective and safe transportation network that accommodates the diverse needs of the communities and is able to support economic development and sustainable growth. Introduction The Sunset Road Rehabilitation Project is on schedule and near completion. This report shall update Council with the project's progress and costs. Discussion: In 2004, Council directed staff to apply for funding to rehabilitate Sunset Road through the COMRIF Intake One initiative. In 2005, the County was successful in securing over $4.66 Million in funding for this 11 kilometer project. Also that year, engineering services were retained and the project was surveyed and designed. In 2006 this project was tendered, awarded and began with a completion date of October 2007. Over the past year most of the project's components have been completed which include: . Municipality of Central Elgin watermain installation (Port Stanley) . Charlotte Street Municipal Drain construction . City of St. Thomas waterline installation (Southdale intersection) . Curb and Gutter, Ditching, culverts, storm sewers, Municipal Drains . Traffic Signals (Southdale) and Intersection illuminations . Closure of Stone Church Road and Rehabilitation of Roberts Line . Turning Lanes . Concrete Road Base Repairs . Granular Shoulders . Cold In Place Asphalt Recycling with Expanded Asphalt Material . Hot Mix Resurfacing . Driveways and Restoration Only the completion of the asphalt resurfacing, signage, final restoration and minor items remain. The waterline components of the project and the Charlotte Street Municipal Drain were funded by the municipalities responsible for this infrastructure. As with all complex projects involving many parties, unique challenges presented themselves during the execution of the works and solutions were derived to accommodate the needs of most. Staff fielded scores of inquiries, concerns and suggestions and made themselves available for all who wished to meet and discuss project details. Although all road users and adjacent residents did not necessarily agree with the County's decisions, most concerns were able to be accommodated. Many benefits will be realized when the project is complete. Commuters, commerce and tourism should all be positively impacted by improvements to Sunset Road. Paved shoulders will reduce maintenance activities and be utilized by pedestrians and cyclists. During the execution of County projects, it is common to give reclaimed road materials to the local municipality for their use. Approximately 20,000 tonne of granular fill and 7,000 tonne of recycled asphalt product has been stockpiled at White's Station for the Municipality of Central Elgin's use. This material is valued at approximately $80,000. Although the project's progress and benefits are favorable, staff anticipates a budget shortfall, mainly as a result of 2 factors. The surface restoration components of the project assume only 6 weeks of the total project timetable and exhaust 500/0 of the total project costs. The Asphalt Cement within the Cold In Place Recycling process and within the Hot Mix Asphalt is a costly component. As usual, the project tender included an asphalt escalation clause. In general, this clause creates a fair playing field for bidders who are protected by any commodity price increases in the cost of Asphalt Cement. Between 2004 and 2007, the cost of Asphalt Cement has risen from $270 to $509 per tonne. Now that the commodity price of Asphalt Cement at the time of paving is known, staff anticipates an increase of $275,000 to the project cost. In addition, after the project was awarded by COMRIF and after surveying, the closure of Stone Church Road and the resurfacing of Roberts Line was added to the project scope. Due to the existing skew angle of the Stone Church approach onto Sunset Road and the close proximity of the intersection of Roberts Line, Council directed staff to close Stone Church and direct traffic to the Roberts Line intersection. The total cost of this component of the project was $200,000. Therefore, although more than $3 million of costs will still be expended on the project, staff anticipates a budget shortfall of $475,000 or 6% to the total project cost of approximately $7,800,000. These figures are estimates only and once final costs are known, staff will report to Council. Staff suggests that the Resurfacing of Lyons Line within the 2007 Capital Budget be deferred until 2008 and that these funds be utilized to offset the anticipated Sunset Road Rehabilitation Project shortfall. Conclusion: The Sunset Road Rehabilitation Project is on schedule and near completion. The finished project will realize new drainage, waterlines, road surface and paved shoulders over its 11 kilometer length. Staff is anticipating a cost overrun that is attributed to two main factors. The commodity price of Asphalt Cement along with the closure of Stone Church Road and resurfacing of Roberts Line has added $475,000 to the project cost. In order not to exceed the allocated 2007 Capital Budget, staff suggests to defer the Lyons Line resurfacing project until 2008 and use these funds to offset the shortfall. RECOMMENDATION: THAT the Lyons Line Resurfacing project within the 2007 Capital Budget be deferred and these funds be utilized to offset the anticipated shortfall in the Sunset Road Rehabilitation Project budget; and, THAT staff report to Council with total project costs upon project completion. RE~ED APPROVED FOR SUBMISSION (}(Mjt< ~tJ . Peter Dutchak Manager of Road Infrastructure Clayton Watters Director 0 neering Mark Mc Chief Administrative Officer REPORT TO COUNTY COUNCIL FROM: AI Reitsma Director of Information Technology DATE: June 26, 2007 SUBJECT: Ontario Municipal Rural Broadband Partnership Program CORPORATE GOALlSl REFERENCED: 1. To promote Elgin as "The Place to Live" 2. To forge community partnerships 3. To recognize and seize opportunities for improvement INTRODUCTION: On June 7,2007 staff received an announcement from the provincial government regarding the Ontario Municipal Rural Broadband Program. The program, included as part of the March 2007 provincial budget, is a one-year $1 OM initiative designed to reduce broadband infrastructure gaps in underserved rural regions throughout southern Ontario. DISCUSSION: In 2005 a county wide high speed network was completed through a partnership between the provincial government, municipal governments and Amtelecom Communications. The resulting network was a significant improvement over the existing patchwork network that provided high-speed internet access to only a few businesses and residents. The current network does not however provide high speed internet access to all businesses and residents within the county. Geographic anomalies preclude the Amtelecom wireless network from reaching all locations. The newly announced program will target communities that are ready to proceed with broadband implementations. Furthermore it is targeting municipalities who demonstrate that they are working with community stakeholders and other partners to develop and implement a plan from a regional level perspective that is designed to reduce broadband gaps. The program allows municipalities to apply for funding for up to one third (1/3) of eligible approved project costs to a maximum of $1 million. Municipalities, communities, telecommunication providers, and other private partners must contribute the balance of the project costs (two thirds or 2/3). Applications will be assessed according to evaluation criteria for Rural Connections... The Ontario Municipal Rural Broadband Partnership Program, which include: 1. Readiness: The experience and the capacity of the applicant to successfully develop and implement a broadband infrastructure project by the end of March 2008. Amtelecom has included in it's 2007 capital budget improvements to it's network in order to be able to improve it's coverage of the county. These projects should be completed by the required date. 2. Commitment: The ability of a regional partnership to bring together the region's stakeholders and commit the required funds. Through our previous successful partnership the municipal governments along with Elgin Community Futures Development Corporation and Amtelecom have created a county wide high speed network. Amtelecom 2007 capital budget includes the required commitment to funding. The RFP for the project will stipulate that two thirds of the funding for the project must be provided by the telecommunications company that is awarded the bid. 3. Current Availability of Broadband and Connectivity Gaps: The degree of connectivity currently available in the community, as well as the anticipated requirements and uses. 4. Expected Benefits: The size of the territory, population, businesses and public sector organizations that will be covered by the project. Applications for funding must be received prior by July 13, 2007 and must include a certified copy of the municipal council resolution specifying this proposal as the single and only broadband priority. The resolution must also include a commitment to fund the project in the amount identified within the proposal, should the proposal be successful. Staff will be attending a program general information session on June 20, 2007. CONCLUSION: The Ontario provincial Ministry of Agriculture, Food and Rural Affairs announced the Rural Connections... The Ontario Municipal Rural Broadband Partnership Program. The county is well positioned to take advantage of the program thereby providing improved broadband access to under serviced areas within the county. The program will provide one-third of the funding for the improvements up to a maximum of one million dollars with private partners providing the remaining funding. The remaining two thirds funding will come from the telecommunications company that is awarded the RFP for the project. RECOMMENDATION: THAT staff complete the application for funding through the Rural Connections... The Ontario Municipal Rural Broadband Partnership Program. THAT the proposal be the single and only broadband priority for the County of Elgin. THAT the County of Elgin confirms that funds are available for this project. Respectfully Submitted {J~ AI Reitsma Director of Information Technology Approved for ission REPORT TO COUNTY COUNCIL FROM: Mark G. McDonald, Chief Administrative Officer. DATE: June 15,2007 SUBJECT: Green Lane Landfill and Negotiations with the City of Toronto Corporate Goals: . To forge community partnerships . To provide innovative and collaborative quality service . To recognize and seize opportunities for improvement I ntrod uction: The attached correspondence from Mr. D. Leitch, C.A.O., represents a request for a centrally negotiated disposal agreement with a common tipping fee for area municipalities excluding the Township of Southwold. The host municipality has already negotiated arrangements and services. Many years ago, the County coordinated a similar request by developing a template agreement and menu of services on behalf of the municipalities and including the City. The purpose of this report is to recommend that the County coordinate the process and utilize the experience of an expert in the field, Hugh Thomas Consulting Limited. The City's Director of Engineering Services has indicated an interest in participating in the exercise and therefore this request should be considered. Discussion: From purely an efficiency standpoint, the request to have one coordinated effort in negotiating a common disposal agreement and tipping fee for waste management services with the City of Toronto has significant merit. To that end, Hugh Thomas Consulting Limited has provided the attached quotation with an upset limit of $15,000 plus GST. This firm has successfully negotiated arrangements for the host municipality, the Township of Southwold, and is abundantly familiar with all aspects of the service. Recently, the County held a waste management reserve account of approximately $24,000 and rolled those funds into the Millrate Stabilization Reserve. Therefore, funds already exist and may be accessed for this purpose. It is proposed that the City of St. Thomas share in this cost using the traditional 60/40 funding formula. -2- Conclusion: The County has been requested to negotiate a disposal agreement with a common tipping fee, on behalf of area municipalities. A centrally negotiated approach with a common purpose has merit. The County, from a previously established waste management account, has funds available for this purpose. Recommendation: THAT the County of Elgin enter into negotiations with the City of Toronto on behalf of participating municipalities for the development of a disposal agreement at Green Lane Landfill including a common tipping fee; and, THAT Hugh Thomas Consulting Limited be retained to advise the negotiation process according to the quotation for services dated June 11th, 2007; and, THAT the funds for said consulting service be allocated from the Millrate Stabilization Reserve; and, THAT the City of St. Thomas be invited to participate with all relevant costs being allocated according to the traditional 60/40 County/City funding formula. ALL of which is respectfully submitted, Mark G. nald, Chief Administratlv crhe Corporation of the Municipafity of Centra[ ~fgin 450 Sunset Drive, 1 st Floor, St. Thomas, Ontario N5R 5V1 Ph.519-631-4860 Fax 519-631-4036 HAND DELIVERED .) June 4, 2007 Mark G. McDonald Chief Administrative Officer County of Elgin 4S0 Sunset Drive St. Thomas, Ontario NSR SVl Dear Mr. McDonald: Re: Green Lane Landfill Negotiations with the City of Toronto I am writing to advise that Central Elgin Council passed the following resolution at its meeting of May 28, 2007: THAT the Council of The Corporation of the Municipality of Central Elgin authorize staff to write to the County of Elgin requesting that the County enter into negotiations with the City of Toronto, on behalf of the lower-tier Elgin municipalities, for a disposal agreement at Green Lane Landfill, including a common tipping fee; AND THAT the County investigate the retention of Hugh Thomas to carry out these negotiations based on his involvement with previous negotiations; AND FURTHER THAT representation from the lower-tier municipalities be involved in the negotiations to ensure that negotiations address lower-tier waste management responsibilities as per Confidential Report CAO 30.07, prepared by Donald N. Leitch, Chief Administrative Officer. The Municipality of Central Elgin currently does not have arrangements with the City of Toronto or a third party to utilize the Green Lane Landfill. However, the City of Toronto through Steve Whitter, Director of Processing, Disposal and Transfer, Waste Management has indicated that the City of Toronto is agreeable to negotiating a disposal agreement with Central Elgin. However, Central Elgin believes that long-term access to the Green Lane Landfill is a matter of concern to all lower-tier municipalities. For instance, when Central Elgin staff raised the matter at a meeting of County chief administrative officers and treasurers earlier this year, a number of other chief administrative officers for lower-tier municipalities informally expressed an interest .../2 2 in recommending to their councils being a party to Central Elgin's negotiations so that their respective municipality would have some certainty about the availability of longer-term access to the Green Lane Landfill, with a set tipping fee, when their current arrangements for disposal expire. Following Hugh Thomas' presentation to the County and a number oflower-tier municipalities regarding the arrangements that the Township of Southwold worked out with the City of Toronto, Central Elgin staff approached Mr. Thomas to determine if he would have an interest in acting on behalf of Central Elgin or a group of interested lower-tier municipalities in negotiations with the City of Toronto. Mr. Thomas indicated he was available to assist Central Elgin or a group. Central Elgin Council is requesting the County of Elgin to assume the lead role in negotiations with the City of Toronto because Central Elgin believes that the County, as the upper-tier host municipality, may be in a stronger negotiating position than a single lower-tier municipality or a group oflower-tier municipalities. For example, the County, as the upper-tier host municipality, is circulated on applications for amendments to the landfill's certificate of approval. As well, the County negotiates with the landfill owner respecting the use of County roads to access the landfill. Although Central Elgin is prepared to enter into formal negotiations with the City of Toronto, either alone or with a group oflower-tier municipalities, Central Elgin Council is requesting the County to take the lead on behalf of the lower-tier municipalities, with lower-tier involvement in the negotiations since landfill service is currently within the lower-tier sphere of jurisdiction. Thank you for your consideration of Council's request. Kindly advise if there is any additional information that the County requires. .-c( onald N. Leitch, Chief Administrative Officer. C: Mayor Sylvia Hofhuis Deputy Mayor Tom Marks Uoyd J. Perrin, Director of Physical Services. HUGH THOMAS CONSULTING LTD. Provincial & Municipal Expertise Monday, June 15, 2007 Mark McDonald CAO Elgin County 450 Sunset Drive St.Thomas ON N5R 5Vl Re: Consultint! Services for Waste Disposal Net!otiations Dear Mark: Thank you for the invitation to submit a proposal to negotiate a common waste disposal price for five municipalities in Elgin County and the City of St.Thomas. As you are aware, the current certificate held by the City of Toronto for the Southwold site requires reserved capacity for the municipalities in Elgin County. The certificate, however, does not stipulate a disposal rate and this is left open to negotiation with the City of Toronto. As the County has some involvement with the site insofar as the use of county roads, Toronto may be more amenable to dealing with the County as opposed to individual municipalities. I would propose that the negotiations be separated into two phases as follows; Phase 1: . Hold a joint meeting with the area CAOs to establish a database of current disposal costs, length of agreement and any special conditions. . Develop a negotiating strategy . Hold an initial meeting with the City of Toronto representatives to determine their willingness to consider a uniform County disposal rate. . If Toronto is negative to any further discussion, the consulting services would end.!. Phase 2 . If Toronto is willing to discuss a uniform contract for all County municipalities, 5 days may be involved in negotiations. . An allowance of 3 days should be made to assist in the preparation of a standard disposal agreement. Cost: Consulting services are billed at $1200 per day with expenses billed at cost. . The upset limit for phase 1 is $5,000 . The upset limit for phase 2 is $10,000 If there are unforeseen circumstances that occur in either Phase 1 or Phase 2, approval by the County would be required for any additional cost in excess of the above noted amounts. If you have any questions or require clarification, please do not hesitate to contact me. Yours truly Hugh Thomas P .Eng. President Hugh Thomas Consulting Ltd. 9281 Colbome St, R R. #4 Chatham ON .. ......................................................................... . Bus. 519-352-1928 Res. 519-352-5561 Fax 519-352-9515 N7M 5J4 Email: hughthomas@sympatico.ca CORRESPONDENCE - JUNE 26. 2007 Items for Consideration 1. Town of East Gwillimbury, with a resolution regarding its by-law to Regulate Salvage Yards to mandate the removal of Mercury Switches under the Clean Air Foundation's Switch-Out Program and requesting the Ontario Auto Recyclers Association to retain a trained inspector who would assist with by-law enforcement and provide testimony in support of any charges. (ATTACHED) 2. Municipality of Brockton, with a resolution calling on Hydro One to hold public meetings, provide legal fund representation for those affected areas, and compensate municipalities for lost assessment, due to the construction of the Bruce-Milton power corridor. (ATTACHED) 3. Janet Beckett, City Clerk, City of Port Colborne, with a resolution calling for Health Canada to undertake a review of salvia divinorum and its derivatives to determine the risks associated with the potential use of this substance. (ATTACHED) 4. Association of Municipalities of Ontario with: Information and Nominations Forms for the 2007-2008 AMO Board of Directors; call for submissions and entry form for the Peter J. Marshall 2007 Municipal Innovation Awards; and 108th Annual Conference Registration Form. (ATTACHED) Towno! .. East Gwtlhmbury C 2007-210DLS COUNCIL MOVED BY "Councillor Johnston" DATE: May 22. 2007 SECONDED BY "Councillor Morton" WHEREAS the Town of East Gwillimbury is committed to leadership in environmental responsibility; AND WHEREAS the Town of East Gwillimbury recently amended the By-law to Regulate Salvage Yards, to mandate the removal of Mercury Switches under the Clean Air Foundation's Switch-Out Program; AND WHEREAS for this initiative to reach full potential, OARA (Ontario Auto Recyclers Association) should provide a trained inspector to assist with by-law enforcement and provide expert testimony in support of any charges under the by-law; AND WHEREAS OARA requested a presentation on the topic at their Annual General Meeting, and subsequently their members have requested additional information regarding the East Gwillimbury By-law, and assistance with rolling out similar By-laws in their respective municipalities; BE IT THEREFORE RESOLVED THAT the Town of East Gwillimbury request the Association of Municipalities of Ontario (AMO) circulate this resolution, and a web link to a copy of the Town's amended By-law to Regulate Salvage Yards, to AMO member municipalities; THAT OARA be provided with a copy of the amended By-law to Regulate Salvage Yards for circulation to their membership; THAT OARA be requested to retain an inspector who would be fully trained, be prepared to assist with by-law enforcement, and be prepared to provide expert testimony in support of any charges under the Salvage Yard By-law with respect to the removal of Mercury Switches. CARRIED DEFEATED TIED (LOST) ~ D D "James R. Young. Mayor" James R. Young, Mayor For further information. please contact: Councillor Marlene Johnston Town of East Gwillimbury 19000 Leslie Street Sharon, Ontario LOG 1 VO Tel: (905) 478-4282 Fax: (905) 478-2808 E-mail: miohnston@eastgwillimbury.ca The Corporation of the Municipality of Brockton 100 Scott St" P,O, Box 68, Walkerton, ON NOG 2VO Ph: (519)881-2223 Fax: (519)881-2991 Email: info@brockton.ca NO. 07-11- 235 MOVED BY: Roland Anstett SESSION May 28. 2007 SECONDED BY: Chris Peabody Whereas the construction of the Bruce-Milton power corridor will result in the demolition and destruction of numerous properties in Brockton; and Whereas the Council of Brockton is concerned about the apparent lack of due process in the Environmental Assessment; Be it resolved that the Council of the Municipality of Brockton call on Hydro One to: · Hold public meetings in the affected areas . Fund legal representation for those adversely affected · Compensate municipalities for lost assessment · Distribute this motion to AMO. MEMBER OF COUNCIL YEA NAY ANSTETI, Roland BAGNATO, Charlie GIERUSZAK, Dan INGLIS, David MANCELL, Tim PEABODY, Christopher REIDL, Charles TOTALS CARRIED Charlie Bagnato DEFEATED POR T COLBORNE CITY OF PORT COLBORNE 66 CHARLOTTE STREET PORT COLBORNE, ON L3K 3C8 May 31'\ 2007. Dear Councils: City of Port Colborne Resolution Re Salvia Divinorum At its meeting of May 141\ 2007, the Council of the Corporation of the City of Port Colbome resolved as follows: "WHEREAS Salvia Divinorum is a perennial herb native to Mexico that is legally available for purchase in Canada by all persons, including minors, at corner stores, pharmacies and through the internet; AND WHEREAS the active constituent salvinorin A is the most potent hallucinogen known, causing the onset of hallucinogenic activity within five to ten minutes of being chewed and within 30 seconds of being inhaled; AND WHEREAS the effects of salvia divino rum include psychic effects such as the perceptions of bright lights, vivid colours and shapes, as well as body movements and body or object distortions, other effects including dysphoria, uncontrolled laughter, a sense of loss of body, overlapping realities and hallucinations and adverse physical effects such as incoordination, dizziness and slurred speech; AND WHEREAS Salvia divino rum and/or salvinorin A have been placed under regulatory controls in Australia, Belgium, Denmark, Estonia, Finland, Italy, Spain and Sweden and in the States of Louisiana, Delaware, Missouri, Tennessee and Oklahoma; AND WHEREAS the federal department Health Canada, headed by the Minister of Health, is responsible for helping Canadians maintain and improve their health and also for developing legislation and regulations, policies and operations that support the control of illicit drugs and other substances; AND WHEREAS the Council of the Corporation of the City of Port Colborne believes that the availability of salvia divino rum and the risks associated with its use, particularly by adolescents and young adults, threatens the health of Canadians and out-weighs any benefits the substance offers; NOW THEREFORE BE IT RESOLVED THA T the Council of the Corporation of the City of Port Colborne petitions the Minister of Health to immediately call for Health Canada to undertake a review of salvia divinorum and its derivatives to determine the risks associated with the use of this substance and its widespread availability and with a view to taking the same proactive stance on the regulation of this substance for the health and safety of Canadians as other nations have for their citizens; AND FURTHER THAT a copy of this resolution be circulated to J. Maloney, M.P. and to AMO for circulation to all municipalities in Ontario for their consideration and endorsement." Y our favourable consideration of Council's request for support would be greatly appreciated. If you are interested in viewing the staff report respecting Salvia Divinorum, please contact the undersigned directly. Janet Beckett City Clerk. Telephone: (905) 835-2900 Email: ianbeckett(aj.citv.portcolborne.on.ca Fax: (905) 834-5746 REQUEST FOR NOMINATIONS 2007 - 2008 AMO Board of Directors Association of Munidpalities of Ontario April 23, 2007 To: From: Head and Members of Council Jim Wilson, Secretary-Treasurer, AMO Kathy Zammit, Chief Returning Officer, AMO Please be advised that in accordance with the Association's governing by-law, the Secretary-Treasurer is requesting nominations to the 2007 - 2008 AMO Board of Directors. Attached please find: . A summary of the offices for each caucus for which elections will be held at the 2007 Annual Meeting; . An estimate of the annual time commitment required to serve on the AMO Board of Directors and for those who will then serve on the AMO Executive Committee; and · Nomination Form The names of all qualified individuals who are duly nominated will appear on the ballot for election to the Board. Please forward a completed Nomination Form to the Association of Municipalities of Ontario via fax at (416) 971-6191 or mail to the attention of Pat Vanini, Executive Director. Qualified Nominees must obtain a Council resolution of support which also specifies the Caucus for which the individual is nominated. A completed Nomination Form and supporting material must be received no later than 4:00 p.m. Thursday, June 21, 2007. Nominations will not be accepted beyond that date. All candidates will be contacted to confirm receipt of their nominations and at that time will receive further information on the election process. If you have any questions regarding this information, please contact Pat Vanini, Executive Director at (416) 971-9856, ext. 316, e-mail pvanini@amo.on.ca or Lorna Ruder, Executive Assistant, ext. 341, or lruder@amo.on.ca. ANNUAL TIME COMMITMENT AMO Board of Directors and Executive Committee Assqciatiol1 of Municipalities qf Onhlrio The following is an estimate of time individuals can normally expect to devote for service on the AMO Board of Directors and Executive Committee (Le. Chair of each Caucus). Executive Meetings 10 days Memorandum of Understanding Meetings (Executive Committee) 1 0 days Board Meetings 7 days AMO Conference 3 days Other Commitments (task forces, other meetings) up to 6 days depending on interest Board Meetings: Board meetings are normally held on the fourth Friday in September, November, January, March and June and on the Saturday and sometimes the Sunday prior to the AMO Annual Conference in August. The June meeting is normally held in the President's home municipality. In addition to the six Board meetings, Board members may also serve on AMO Task Forces. Executive Meetings: Executive meetings are held on the Thursday before a scheduled Board meeting and on the fourth Friday of the month when there is no Board meeting. Memorandum of Understanding (MOU) meetings are specifically scheduled and are generally monthly. Association of Municipalities of Ontario SUMMARY OF OFFICES AMO Board of Directors 2007 - 2008 Elections will be held for the 2007 - 2008 AMO Board of Directors consistent with the AMO By-law NO.1: The President and the Secretary-Treasurer shall each serve a two-year term, therefore there is no election for those positions until 2008. . 6 County Caucus Directors. To be Elected: Three elected officials and one municipal employee to be elected by caucus constituency at the conference. Appointed: Chairs of the Eastern and Western Ontario Wardens Caucuses. . 7 Large Urban Caucus Directors. To be Elected: Five elected officials and one municipal employee to be elected by caucus constituency at the conference. Appointed: Chair of the Large Urban Mayors' Caucus of Ontario. . 6 Northern Caucus Directors. To be Elected: Three elected officials and one municipal employee to be elected by caucus constituency at the conference: two from the Northeast and two from the Northwest. Appointed: Chairs of the Federation of Northeastern Ontario Municipalities and the Northern Ontario Municipal Association. . 7 Regional and Single Tier Caucus Directors. To be elected: Six elected officials to be elected by caucus constituency at the conference. Appointed: Chair of the Mayors and Regional Chairs of Ontario's Single Tier Cities and Regions. . 6 Rural Caucus Directors. To be elected: Four elected officials and one municipal employee to be elected by caucus constituency at the conference. Appointed: Chair of the Rural Ontario Municipal Association. . 6 Small Urban Caucus Directors. Four elected officials and one municipal employee to be elected by caucus constituency at the conference. Appointed: Chair of Ontario Small Urban Municipalities. Each of the above caucus members shall serve a one-year term. NOMINATION FORM 2007 - 2008 AMO Board of Directors Association of Municipalities of Ontario . It is the responsibility of the person nominated to file a complete and accurate Nomination Form. Send completed forms to: . Nominations will be accepted no later than 4:00 PM June 21,2007. Pat Vanini, Executive Director Association of Municipalities of Ontario, 200 University Avenue, Suite 801, Toronto, ON M5H 3C6 FAX to: 416-971-6191 . Resolution of support from nominee's municipality ~ be attached, and must specify the Caucus. Nominee's Name as it is to appear on the ballot Nominated for the Office of Director for Check One Only Nominee's Municipality County Caucus 0 Is Nominee's Municipality currently a paid member of AMO? D Yes D No Large Urban Caucus 0 Nominee's Municipal Title Northern Caucus 0 Nominee's Preferred Contact Information Address Regional & Single Tier Caucus D Town/City I Postal Code Rural Caucus D Bus/Cell Phone Res Phone Fax Small Urban Caucus D Email D Council Resolution confirming Caucus and Council support for the nomination is attached. CONSENT OF NOMINEE AND STATEMENT OF QUALIFICATION I the Nominee mentioned in this Nomination Form do hereby consent to such nomination and declare that I am qualified to be elected and to hold the office for which I am nominated. Dated: Signature: Siqnature of Nominee CERTIFICATE OF CHIEF RETURNING OFFICER Date Nomination Form Received at AMO offices: I, the Chief Returning Officer, appointed by the Association of Municipalities of Ontario, to officiate over these elections, do hereby certify that I have examined the Nomination form of the aforementioned Nominee filed with me and am satisfied that such Nominee is qualified to be nominated to the office indicated above. Dated: Signature: Chief Returninq Officer NOTICE Call for Submissions + Peter J. Marshall + 2007 MUNICIPAL INNOVATION AWARDS COMPETITION Purpose The Peter J. Marshall Municipal Innovation Award honours recognizes those municipal governments demonstrating excellence in the use of innovative approaches to improve capital and/or operating efficiency and to generate effectiveness through alternative service delivery initiatives and partnerships. The Award's objective is to showcase instances where Ontario municipalities have implemented and can point to tangible outcomes from new, more cost effective ways of providing public services and facilities. Awarding and profiling innovation advances creativity and strong municipal government. Annual Awards Up to a maximum of three Plaque Awards will be awarded each year to municipal governments for their innovative achievements. Certificates of Municipal Innovative Awards Merit may be awarded to other entrants receiving honourable mention. Plaque winners will have the right to use the designation on all stationery and publications How to Enter Complete the Entry Form which is available from AMO's website www.amo.on.ca.Click on the AMO Annual Conference icon. The 2006 Certificate of Merit Winners Lambton County "Southwestern Ontario Orthophotography Project (SWOOP)" City of Peterborough "Sports and Wellness Centre" Region of York "VIVA Rapid Transit System" Entry Deadline - Entries must be received at AlVlO offices on or before - Friday, June 29, 2007 The 2006 P.J. Marshall Awards will be presented at the Annual AMO Conference at the Westin Harbour Hotel/Congress Centre in Ottawa, August 19 - 22,2007 AMO Contact: Lorna Ruder (416) 971-9856, ext. 341 or E-mail: Iruder@amo.on.ca First Notice: May 10,2007 1 -+ Peter J. Marshall 2007 MUNICIPAL INNOVATION AWARDS -+ Eligibility The award is open to all Ontario municipal governments. Eligible projects could include partnership and alternative service delivery initiatives related to municipal capital projects and maintenance programs for such services as water and wastewater systems, transit, waste disposal, roads, technology solutions, community service facilities and municipal management innovations and other significant operating or service initiatives. Innovative projects involving partnerships and alternative service delivery will be considered eligible for the award where the entrant can demonstrate measurable outcomes for the municipal qovernment. its taxpayers. and citizens. Award Selection Criteria Entries will be judged according to the following general criteria: . The project's innovative features. . Demonstration of: tangible outcomes, measured, improved efficiency and effectiveness of public service delivery, effective use of non-traditional sources of revenues or financing. . Ability to transfer the innovative features and provide 'lessons learned' from the project as information for others. Award Selection and Award Selection Committee An Awards Selection Committee will be appointed each year based on names suggested by the award program sponsors. Further Information For further information please contact Lorna Ruder at: Association of Municipalities of Ontario 200 University Avenue, Suite 801 Toronto, ON M5H 3C6 (416) 971-9856 Phone (416) 971-6191 Fax Iruder<<v.amo.on.ca Award Sponsors Include: . Association of Municipalities of Ontario Ministry of Municipal Affairs and Housing Association of Municipal Managers, Clerks & Treasurers of Ontario Canadian Council for Public Private Partnerships Municipal Finance Officers' Association Ontario Municipal Administrators' Association ... AMCTO ,.. A..ooatJonof . .. Munkipal Manager.;, 1111 ~~:ri:Trea.~ ~nF.g:~g~.~~Wf.Ji Bi~~~~l~ IVllU.'NMSRIJ'S JlQ'llUQlJItil'.AAI"1i~$ MFOA . . . . . @ Ontario MlI"lCll'AL nN..Ntf( ()ff'rCfR8' .-\~~:K:hTf()~ OF i.'!\iTARII) 2 Peter J. Marshall + 2007 MUNICIPAL INNOVATION AWARDS + Entry Requirements 1. Complete and sign the Entry Form. Where a municipal government wishes to enter more than one project, a separate Entry Form must be completed for each project. There is no entry fee. Entries must not exceed six (6) pages including the Entry Form. If there are more than six paqes. the application will be returned. 2. Send six hard copies and one electronic copy: (Microsoft Word format) to: The Association of Municipalities of Ontario 200 University Avenue, Suite 801 Toronto, ON M5H 3C6 Att: Peter J. Marshall Municipal Innovation Award Email: Iruder@amo.on.ca 3. Complete your submission and attach to the Entry Form. Your submission should include: . A description of the project or undertaking . The organization(s) involved. . The challenges that were faced and how they were overcome (what others can learn). . How the project or undertaking was initiated. . How the project or undertaking relates to the general criteria award selection (innovation, tangible benefits, measured improved efficiency and effectiveness and use of innovative financing and transferability). Conditions of Participation 1. Only one entry may be made for each project or undertaking. 2. Eligible projects must have been predominately completed prior to the competition deadline. 3. The application must be submitted by an authorized official of the municipality involved and the applicant declaration signed by the head of municipal administration for the municipality. 4. The municipal applicant must signify that the project or undertaking complies with all legislation and regulatory approvals. The administrators of the award reserve the right to revoke an award, or reject an entry where in its opinion such conditions are not satisfied. 5. Award winners are expected to share information about their project or undertaking with other organizations in Ontario. 6. The decision of the administrators of the Award shall be final. 7. Entries will not be returned. 8. All materials contained in the submission will be treated as public information. It is the responsibility of applicants to ensure that information does not breach confidentiality provisions of agreements pertaining to the project or undertaking. 3 Peter J. Marshall + 2007 MUNICIPAL INNOVATION AWARDS + ENTRY FORM Please attach your five-page submission to this Entry Form. Forward six (6) hard copies, plus one electronic copy (either Microsoft Word or WordPerfect format) to The Association of Municipalities of Ontario, 200 University Avenue, Suite 801, Toronto, Ontario M5H 3C5. A separate entry form must be completed for each project. Name of Applicant Municipality: Name(s) of Participating Organization: Contact Information (Authorized Municipal Official) Please provide a contact name should clarification of the project be required. Contact Name Title Telephone Email Applicant Declaration (To be completed by the Head of Administration for the municipality) I acknowledge that I have read, understood, and complied with, the terms and conditions of participation in the Peter J. Marshall Municipal Innovation Award, and certify that the information provided is true and complete, to the best of my knowledge. I authorize the posting of this entry material on the Internet via stakeholders' websites or any other public release of, or reference to, the material by the stakeholders. Name Title Date Summary of Project Telephone: 416-971-6856 - Fax 416-971-6191 -Toll Free 1-877-426-6527 - Website www.amo.on.ca Entry Deadline - Entries must be received at AMO offices on or before - Friday, June 29, 2007 4 A Postcard I Carte Posta Ie from Ontark"f$ Mtt}1icip~tfities .J-es J:f.emic.ip~t:lite~ Jeo COntado 1 oath Annual Conference August 19 - 22, 2007 @ the Westin Ottawa Hotel & Ottawa Congress Centre 11 Colonel By Drive, Ottawa, Ontario, KiN 9H4 CONFERENCE REGISTRATION FORM (please type or print) Name Municipality Mailing Address Telephone E-mail Title Fax PI d Payment MUST accompany registrations. FAX Credit Card Payments to 416-971-9372 bl ease in icate registration choice eow: AMO MEMBERS Fee does not include GST i:arlyBird Regular On Site X Before After Aug 19-22 April 25 April 25 Full Reaistration 560.00 610.00 660.00 Full Rea - No Banauet 500.00 550.00 . 610.00 1 Day - Monday 300.00 340.00 375.00 1 Day - Tuesday 300.00 340.00 375.00 1f2 Day - Wednesday 155.00 165.00 165.00 Companion* 250.00 270.00 270.00 Extra Banauet Tickets 110.00 Federal/Provincial Governments GST exempt Early Bird Regular On Site X Before After Aug 19-22 April 25 April 25 Full Reaistration 600.00 650.00 700.00 Full Reg - No Banauet 525.00 575.00 630.00 1 Day - Monday 320.00 360.00 380.00 1 Day - Tuesday 320.00 360.00 380.00 1f2 Day - Wednesday 175.00 185.00 185.00 Companion * 260.00 280.00 280.00 Extra Banquet Tickets 110.00 Non-Members Fee does not include GST Early Bird Regular On Site X Before After Aug 19-22 April 25 April 25 . Full Registration 700.00 750.00 800.00 Full Reg - No Banauet 600.00 675.00 750.00 1 Day - Monday 350.00 400.00 400.00 1 Day - Tuesday 350.00 400.00 400.00 1f2 Day - Wednesday 195.00 205.00 205.00 Companion * 270.00 280.00 280.00 Extra Banquet Tickets 110.00 Summary of Charges: Registration Fee $ *Companion's Fee $ Extra Banquet $ GST (6%) $ TOTAL $ Payment Method: o Cheque 0 MasterCard 0 Visa Card Number: Expiration Date: m y Cardholder's Name (exactly as on card): Signature: Please make cheques payable to: Association of Municipalities of Ontario 393 University Avenue, Suite 1701, Toronto, ON, M5G 1 E6 Refund Policy: Cancellation MUST be made in writing before August 1, 2007. An administration charge of $74.20 ($70.00 plus $4.20 GST) will apply Registration Inquiries: Anita Surujdeo . asurujdeo@amo.on.ca 1-877-426-6527.416-971-9856 ext. 344 Fax: 416-971-9372 Please note any special dietary requirements here: GST Registration# R106732944 * For companion registration please complete Companion Selection Form. Companion's program does not include a banquet ticket. CAUCUS VOTING INSTRUCTIONS: Each delegate who is an elected municipal official from an AMO member municipality is eligible to vote but MUST declare a Caucus when they submit this conference registration form. July 27, 2007 is the last date for changing Caucus for either the Monday Caucus Candidate Lunch or the Tuesday Board of Directors election. After July 27, changes to a declared Caucus are not permitted. Please indicate below which caucus you wish to participate in: o County 0 Large Urban 0 Northern o Regional/Single Tier 0 Rural 0 Small Urban AMO collects, uses and discloses the information requested to promote the interests of the municipal sector. It may also be shared with selected third parties to generate operating revenues for AMO. Under the Federal Personal Information Protection and Electronic Documents Act (PIPEDA) some of the information may constitute personal information. By filling out this form you agree that all personal information provided by you on the form may be collected, used and disclosed by AMO for all purposes described above. CORRESPONDENCE - JUNE 26. 2007 Items for Information (Consent Aaenda) 1. AMO Member Communication, "Province Announces $20M Municipal Eco-Challenge Fund". (ATTACHED) 2. Connie Burns, Manager, Regulatory Initiatives, Union Gas, advising that Union Gas has filed an application with the Ontario Energy Board to approve a multi-year incentive rate mechanism to determine rates for the regulated distribution, transmission and storage of natural gas. (ATTACHED) 3. Mr. Jim Burns, Chair, Western Ontario Wardens' Caucus, endorsing the County's resolution to The Honourable Dalton McGuinty regarding removing from the records the threat of reduction of the OMPF allocation. (ATTACHED) 4. Federation of Canadian Municipalities, Members' Advisory, "Federation of Canadian Municipalities Chooses New President, Table Officers". (ATTACHED) 200 University Ave, Suite 801 Toronto, ON M5H 3C6 Tel.: (416) 971-98561 Fax: (416) 971-6191 E-mail: amo@amo.on.ca Association of Municipalities of Ontario MEMBER COMMUNICATION ALERT NO: 07/034 To the attention of the Clerk and Council June 13, 2007 FOR MORE INFORMATION CONTACT: Craig Reid, AMO Senior Policy Advisor (416) 971-9856 ext 334 Province Announces $20M Municipal Eco-Challenge Fund Issue: Today in Peterborough, Ontario Premier, the Honourable Dalton McGuinty, announced $20M in grants to help municipalities to undertake greenhouse gas reduction projects. Background: The Premier announced today that the Province will provide $20M over three years to help municipal governments undertake projects that will reduce greenhouse gas (GHG) emissions. The grants will also be accompanied by $200M in low interest loans through Infrastructure Ontario. Funding will be available to municipal governments to undertake projects that improve energy efficiency in building stocks that can cut down on energy usage. Eligible projects might include such things as upgrades to heating, cooling and lighting systems as well as insulation in walls, roofs and windows. The Premier noted that details of the program such as funding allocations and mechanisms will be developed and implemented through consultation with AMO and other stakeholders. AMO will keep members up-to-date on developments. Action: Members are encouraged to read the news release and to look for further AMO communications on the program. This information is available in the Policy Issues section of the AMO website at www.amo.on.ca. 1-1 Association of Municipalities of Ontario Ullongas A Spectra Energy Company May 31, 2007 VIA COURIER TO: ALL Clerks of Municipalities Union Gas has filed an application with the Ontario Energy Board for an order ofthe Board approving a multi-year incentive rate mechanism to determine rates for the regulated distribution, transmission and storage of natural gas, effective January 1, 2008. Enclosed is a copy of the application, as well as a copy of the Notice of Application issued by the Ontario Energy Board on May 25, 2007 under Docket No. EB-2007-0606. Connie Bums Manager, Regulatory Initiatives Encl. P.O. Box 2001, 50 Keil Drive North, Chatham, ON, N7M 5Ml 1^lww.uniongas.com Union Gas Limited EB-2007-0606 ONTARIO ENERGY BOARD IN THE MATTER OF the Ontario Energy Board Act, 1998, S.O. 1998, c.15 (ScheduIeB) AND IN THE MATTER OF an Application by Union Gas Limited for an order or orders approving an incentive rate mechanism to detennine rates for the distribution and transmission and storage of gas effective January 1,2008 APPLICATION 1. Union Gas Limited ("Union'') is a business corporation incorporated under the laws of the province of Ontario, with its head office in the Municipality of Chatham-Kent. 2. Union conducts both an integrated natural gas utility business that combines the operations of distributing, transmitting and storing natural gas, and a non-utility storage business. 3. Union hereby applies to the Ontario Energy Board ("DEB''), pursuant to section 36 of the Ontario Energy Board Act, 1998 (the "Act") for an order approving a multi-year incentive rate ("IR") mechanism to determine rates for the regulated distribution, transmission and storage of gas effective January 1, 2008. Union seeks an IR mechanism, based on the parameters established in the Report of the Ontario Energy Board Natural Gas Forum, Natural GaS Regulation in Ontario: A Renewed Policy Framework dated March 30, 2005: (a) which applies to the base rates approved by the OEB commencing January 1, 2007 in EB-2005-0520, as adjusted to reflect the use of the 20 year trend weather normalization methodology for 100% of the general service forecast underpinning those rates; (b) in which the annual rate escalation is limited by a price cap index ("PCI''), where PCl growth is driven by: (i) a macroeconomic inflation factor; and - Page 2 - (ii) a productivity factor which reflects the trend in declining use of Union's general service customers; (c) which exists for a 5 year term ending December 31, 2012; (d) which has no provision for earnings sharing; ( e) which continues to pass-through routine gas commodity and other costs; (f) which allows for non-routine cost adjustments for matters outside of the utility's control; and (g) which maintains the existing level of service to customers. 4. Union also applies for an order terminating, effective January 1,2008, certain deferral accounts, following final disposition of any 2007 balances therein, as follows: ~ Transportation and Exchange Services (No. 179-69) ~ Other S&T Services (No. 179-73) ~ Other Direct Purchase Services (No. 179-74) 5. Union also applies for approval, under Section 2.0 of the Undertakings given by Union to the Lieutenant Governor in Council, to continue to sell gas to consumers. 6. Union requests that the OEB issue an order to enable the rates established as a result of this application to become effective January 1, 2008, regardless of the timing of the release of the OEB's Decision with Reasons approving these rates. 7. Union also applies to the OEB for such interim orders approving interim rates and accounting orders as may from time to time appear appropriate or necessary. 8. Union further applies to the OEB for all necessary orders and directions to provide for pre-hearing and hearing procedures for the determination of this application. 9. This application will be supported by written and oral evidence. The written evidence will be pre-filed and may be amended from time to time as circumstances may require. - Page 3 - 10. The persons affected by this application are the customers resident or located in the municipalities, police villages and Indian reserves served by Union, together with those to whom Union sells gas, or on whose behalf Union transmits or stores gas. It is impractical to set out in this application the names and addresses of such persons because they are too numerous. 11. The address of service for Union is: Union Gas Limited P.O. Box 2001 50 Keil Drive North Chatham, ON N7M 5Ml Attention: Mike Packer Director, Regulatory Affairs 519.436.4538 519.436.4641 mpacker@uniongas.com Telephone: Fax: Email: - and - Torys LLP Suite 3000, P.O. Box 270 79 Wellington St. W. Toronto-Dominion Centre Toronto, ON M5K 1N2 Attention: Michael A. Penny Telephone: 416.865.7526 Fax: 416.865.7380 Email: mpenny@torys.com DATED: May 11, 2007 UNION GAS LIMITED Torys LLP Suite 3000, P.O. Box 270 79 Wellington 81. W. Toronto-Dominion Centre Toronto, ON M5K IN2 Attention: Michael A. Penny Telephone: 416.865.7526 Fax: 416.865.7380 June 4, 2007 Mrs. S. j. Heffren The County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 Dear Mrs. Heffren: Please be advised that at the Western Ontario Wardens' Caucus meeting on April 13, 2007, the following motion was passed regarding the letter dated January 29, 2007 (attached) from the County of Elgin to Dalton McGuinty: That the letter sent to Dalton McGuinty, Premier of Ontario regarding OMPF be endorsed by the Western Ontario Wardens' Caucus. Yours truly, jitn~ Chair JB/sc c.c. The Honourable Dalton McGuinty Attachment MARK G. McDONALD CHIEF ADMINISTRATIVE OFFICER (Mrs.) SANDRA J. HEFFREN MANAGER OF ADMINISTRATIVE SERVICES RU'H C.C. SU.SO-..Yl . 450 SUNSET DRIVE ST. THOMAS. ONTARIO N5R 5V1 PHONE 519-631-1460 FAX 519-633-7661 www.elgin-county.on.ca January 29, 2007 Inc. 1852 RECEIVED FEB 9 2007 DEN The Honourable Dalton McGuinty Premier of Ontario Main Legislative Building, Room 281 TORONTO, Ontario, M7A 1A4 Dear Mr. Premier: The Council of the Corporation of the County of Elgin, at its meeting held on January 23, 2007, adopted the fOllowing recommendation: "THAT the "Additional Assistance" included in the 7 Ontario Municipal Partnership Fund (OMPF) in the amount of $500,000 be set side in the Reserve for OMPF Replacement; and, THAT the Ontario Government be stro couraged to remove the liability from the records; and, THAT a copy of this resolution be forwarded to Mr. Steve Middlesex-London, Western Wardens Association, Premier of On Minister of Ontario. - Carried. (signed) Warden Lynn Acre" Mr. Premier, the threat of reducing our OMPF allocation contin 0 appear on material from your government. While we are thankful that funding levels have no n reduced the last two years, we note that a possible reduction remains on the books. We wou appreciate knowing if your government plans to exercise said reductionS;' if not, then please remove the potential liability from your records. We look forward to your response. Yours truly, 0.G.~ ~P1.__ , S.J. are~(J!f;,-~ Manager of Administrative Services. cc Steve Peters, M.P.P., Elgin-Middlesex-London Western Wardens Association Honourable Greg Sorbara, Minister of Finance Linda Veger, Director of Financial Services FCM 613.241.7440 6/13/2007 10:59 PAGE 001/001 Fax Server FCM FeJeratwn.of Canadian Mlll1icip;llit~ ~tio.ncanad!enn.e des lIluniclpalif1s June 13, 2007 Please Distribute to All Members of Council MEMBERS' ADVISORY FEDERATION OF CANADIAN MUNICIPALITIES (FCM) CHOOSES NEW PRESIDENT, TABLE OFFICERS Winnipeg Councillor Gord Steeves was acclaimed President of the Federation of Canadian Municipalities (FCM) on June 3, 2007, by municipal government delegates attending FCM's 70th Annual Conference in Calgary, Alta. Councillor Steeves is joined by First Vice-President, Mayor Jean Perrault of Sherbrooke, Quebec; Second Vice-President, Mayor Basil Stewart of Summerside P.E.I.; Third Vice-President, Director Hans Cunningham of the Regional District of Central Kootenay, B.C.; and Councillor Berry Vrbanovic of Kitchener, Ont., as Vice-President at Large. An updated list of the National Board of Directors is on the FCM website under About Us. The Federation of Canadian Municipalities (FCM) has been the national voice of municipal government since 1901. Forfurther information: Maurice Gingues, (613) 907-6395. IN-CAMERA AGENDA JUNE 26, 2007 Staff Reports: (ATTACHED) 1) Chief Administrative Officer - Negotiating a Property Matter (verbal) 2) Chief Administrative Officer - A discussion for the purpose of educating/training members (verbal) Administrative Services Department Administration Building 450 Sunset Drive, St. Thomas, Ontario, N5R 5V1 Phone: (519) 631-1460 Ext. 156 Fax: (519) 633-7661 County of Elgin www.elgin-county.on.ca Fax To: Warden Acre and County Councillors From: Mark G. McDonald mmcdonald@elgin-county.on.ca June 22, 2007 6 including cover sheet Fax: Date: Pages: CC: Phone: Re: Additional Items for Council Agenda of June 26, 2007 (Attached) Comments: Delegation - 9:00 a.m. - relish'E'iJinl - additional background information Reports 1. Director of Financial Services - Medquest Program Correspondence -Item for Information: 1. Fiona Nisbet, President, St. Thomas-Elgin Tourist Association, Premier Ranked Tourist Destination Framework Project Update June 2007. THE INFORMATION IN THIS FACSIMILE IS FOR THE NAMED RECIPIENT ONLY. IT MAY CONTAIN INFORMATION THAT IS PRIVILEGED, CONFIDENTIAL AND EXEMPT FROM DISCLOSURE UNDER APPLICABLE LAW. IF THE READER OF THIS MESSAGE IS NOT THE INTENDED RECIPIENT, OR RESPONSIBLE FOR DELIVERING THE MESSAGE TO THE INTENDED RECIPIENT, ANY DISSEMINATION, DISTRIBUTION OR COPYING OF THIS COMMUNICATION IS STRICTLY PROHIBITED. IF YOU HAVE RECEIVED THIS COMMUNICATION IN ERROR, OR THERE ARE PROBLEMS IN TRANSMISSION, PLEASE NOTIFY US BY TELEPHONE. relish Culture. Home. Recreation. 9 WARREN CR., ST. THOMAS, ON, N5P 3Z1 · 519.633.1992 · CONTACT@RELISHELGIN.CA Allan Reitsma Director ofInformation Technology Elgin County Administration 450 Sunset Drive St. Thomas, Ontario N5R 5V1 June 18,2007 Dear Mr. Reitsma, We recendy delivered a flyer for each of the mayors to the County Administration Office. The purpose of this information was to let them know about the launch of Relish Elgin web magazine. Subsequendy, we have learned from you that permission to use the name "Elgin" is required by the county articles of permission. Please accept this letter as our request for this permission. Relish Elgin's purpose is to promote Elgin County businesses, organizations, events and people whose activities fall within "lifestyles" categories (Food & Dining, Arts & Recreation, Home & Garden). Our main activities are publication of a web magazine and quarterly print mini-magazine, both called Relish Elgin. We will also offer related customized, promotional services. We would be delighted to present a brief overview of Relish Elgin at the June 26 council meeting at 9AM, as discussed with Donna Butcher. Your offer to provide us with a projector to demonstrate the website is appreciated-that would be great! We look forward to meeting with you and the Elgin Council members. Sincerely, CO~ ~~~ Joanne Bagshaw & Debra Bagshaw RELISH ELGIN IS A DIVISION OF RELISH MARKETING & PROMOTIONS INC. REPORT TO COUNTY COUNCIL FROM: Linda B. Veger, Director of Financial Services DATE: June 22, 2007 SUBJECT: Medquest Program CORPORATE GOAL(S) REFERENCED: To ensure fiscal responsibility and accountability. INTRODUCTION/DISCUSSION: The 2007 approved budget included a grant of $5,000 for the 2007 Medquest project. This grant is matched by the City of St. Thomas and the County of Oxford. Unfortunately, the 2007 program has been cancelled. As indicated in the attached letter, the Medquest Committee is recommending that the dollars set aside for this year's project be redirected to the purchase of two mannequins such as the one purchased in 2006. One mannequin would go to the County of Oxford and the second to the City of St. Thomas. Both would be utilized for training purposes. CONCLUSION: The Medquest Committee is recommending that the 2007 grant monies be utilized to purchase two mannequins. RECOMMENDATION: As determined by Council. ~~ Linda B. Veger . Director of Financial Services Respectfully Submitted June 22, 2007 Ms Linda Veger Treasurer County of Elgin 450 Sunset Drive StThomas ON N5R 5V1 Dear Ms Veger As the 2007 Medquest program has been officially postponed for this current budget year. I am formally requesting that the County of Elgin consider using a portion of that allocation in the budget for the Medquest 2007 camp to purchase two additional mannequins. Last years purchase of the mannequin was completed and that mannequin is in the hands of the Thames EMS for training purposes and available for use by registered organizations at their request. The additional two would be for the County of Oxford Community Coordinator for education and medical services and the City of StThomas for Police, Fire and similar services as above. The allocation would be divided equally between the three funding partners, who are County of Elgin, County of Oxford and the City of StThomas. Similar requests have been made of the City of StThomas and the County of Oxford Councils. A cost is being prepared from the new catalogue and will be presented as a separate document with model number included. Thank you for your attention to this important matter in long range planning for insuring that our City and County youth have every opportunity to access knowledge in pursuit of a possible career in medicine as a health professional. Look forward to a positive response on this beneficial joint project. Sincerely Bob Habkirk 519-773-3034 bhabkirk@amtelecom.net St. Thomas - Elgin Tourist Association PREMIER RANKED TOURIST DESTINATION FRAMEWORK PROJECT UPDATE June 2007 The Premier Ranked Tourist Destinations Framework is a study being undertaken in St. Thomas I Elgin, HaJdimand and Norfolk counties. It will be used as a strategic, integrated planning tool to assess our place/status in the tourism marketplace. It will aIso give us directhms for the future, with the understanding of our development) infrastructure, training and investment needs. The project's results will be a guide to optimizing assets and identifying strategic targets for improved performance in the tourism marketplace, while it helps the whole area develop to its fuUest potential. Governments, businesses, and institutions throughout the world now recognize tourism as an important economic stimulus. With over $1,143,000,000 spent in tourism in southwestern Ontario every year, development of this resource is integral to the improvement of our quality of life, the growth of a strong economic base and a promising future for EJgin County I St. Thomas residents. The Premier Ranked Tourism Destination project began in October 2006, with the Elgin County I St. Thomas launch on November 29. Immediately after our launch, core surveys involving general tourism questions and detailed, category specific surveys were sent to over 400 stakeholders throughout Elgin County. In our project- partner counties of Norfolk and HaIdimand, similar undertakings occurred. After the immediate surge of returned surveys, the rate slowed, but with diligent follow-up reminder emails and phone calls, we have achieved a terrific return rate of 60%. As with any tourism areal the seasonal nature of the industry has often made contact difficult. The next stage in this project began with meetings with our Steering Committee and focus groups, who are made up of tourism visionaries directly involved in tourism businesses and from a wide geographic spectrum. Initial analysis involved not only statistics, but the intuitive and innate understanding of the parameters of tourism, to detennine what Elgin County / S1. Thomas' tourism demand generators are, and to begin work on the initial detailing process of the Matrix. We have now completed the Tourism R.esource/Opportunity Matri)(, Transportation Resources Checklist, and the Demand Generator Workshops. Continued expert research and analysis of the criteria and measures oftbe Product, Pertonnance and Futurity of all three Counties will inform the completion of the Workbook, and introduce the Consultant to the dynamics and strategies ofEIgin, Haldimand and Norfolk counties. A Request for Proposals is in the process of being sent out for tender to Consulting firms in Southern Ontario that have previously undertaken this project in other areas, with a projected Consultant timeIine beginning at the end of June, and ending with the completion of the Final Report by September 14,2007. Ongoing analysis, workshops~ and meetings with staff, committees and focus groups will inform the determination of our present and future strengths, weakntlsses and challenges. : : P.O. BOl: 22042, 545 Talbot Street, St. Thomas. Ontario N5R6Al Telephone; 519 6318188 Fax: 519631-3836 Web site: '''\1',,' .el~intourist.!.~om EIlliliI: sightsee(~Jelgi...tol.lrjst.com Z:0 39\Jd 055EELL519 00:1Z: L00Z:/51/90 Premier Ranked Tourist Destination Framework Project - Update June 2007 Page 2 The Final Report will include a summary of the fmdings of the evaluation p-rocess, a detailed list of results, a comprehensive inventory of the opportunities for investment and reinvestment in tourism product in the community and recommendations for action based on results of the study. There will be 300 Final Reports and 250 Executive Reports produced for each County, as well as 300 of the Three-County Umbrella reports. A PDF file of each report will also be supplied. It is anticipated that the project will be completed by October 19th, 2007, with a wrap-up tinal report to the St. Thomas - Elgin Tourist Association Board of Directors and then Councils for Elgin County and the City of 81. Thomas. This process has been completed in nine communities and is currently underway in 13 other regions. Of the communities that have finished the process, they all have found it has had impact On every aspect of planning, investment in the community, marketing, community relations, and environmental sustainability. The success of development within the area depends on the findings, the actions and the implementation plans afterward. For the most positive strategic implications for the future of Elgin County / St. Thomas, it is important to keep community leaders, tourism officials, industry stakeholders, planners, economic development staf~ and Councils informed and involved so there is more uptake on initiatives to move forward. Once implementation tactics are prioritized, then funding and partnership opportunities will solidity and Elgin County / 81. Thomas will embrace a renewed and Optimistic future. Sincerely. fb~~~, ~\-~ St. Thomas - Elgin Tourist Association E0 3Si"1d 066EELL619 00:1l L00l/61/90 Administrative Services Department Administration Building 450 Sunset Drive, St. Thomas, Ontario, N5R 5V1 Phone: (519) 631-1460 Ext. 156 Fax: (519) 633-7661 County of Elgin www.elgin-county.on.ca Fax To: Warden Acre and County Councillors From: Mark G. McDonald mmcdonald@elgin-county.on.ca June 22, 2007 2 including cover sheet Fax: Phone: Re: Addendum for Council Agenda of June 26, 2007 (Attached) Date: Pages: CC: Comments: Correspondence - Item for Consideration: 1. Township of Malahide requesting the County to undertake a review of Whitaker Road north from the intersection with County Road 52 to consider a reduction in the speed limit and also to consider relocation of certain signage. THE INFORMATION IN THIS FACSIMILE IS FOR THE NAMED RECIPIENT ONLY. IT MAY CONTAIN INFORMATION THAT IS PRIVILEGED, CONFIDENTIAL AND EXEMPT FROM DISCLOSURE UNDER APPLICABLE LAW. IF THE READER OF THIS MESSAGE IS NOT THE INTENDED RECIPIENT, OR RESPONSIBLE FOR DELIVERING THE MESSAGE TO THE INTENDED RECIPIENT, ANY DISSEMINATION, DISTRIBUTION OR COPYING OF THIS COMMUNICATION IS STRICTLY PROHIBITED. IF YOU HAVE RECEIVED THIS COMMUNICATION IN ERROR, OR THERE ARE PROBLEMS IN TRANSMISSION, PLEASE NOTIFY US BY TELEPHONE. OS/22/2007 10:45 7735334 TI/JP MALAHIDE PAGE 01 A pr~ud tradition, a br;ghtfuture. ..0( /" , :, ~'i~!:~: rn ~"'a...' '~" 'llI' II' .~~, 87 John Street South, Aylmer, Ontoric N5H 2C3 Telephone: 519-773.5344 Fax; 519.773-5334 . www.townghip.molon ide.on .<::0 theTOWNSHIPoj MALANIDII June 22, 2007 By Fax: 519-631-4297 County of Elgin, 450 Sunset Drive, St. Thomas, Ontario. N5R 5Vl Attention: Mr. Clayton Watters Dear Sir: RE: Speed Limit - Sign LOlcation. North on Whita.ker RO:ld. Malahide Township Council respectfully requests that the County of Elgin undertake a review of Whitaker Road north from the intersection with County Road 52 to consider a reduced speed limit and to relocate the speed Hmit sign to recognize new growth. The Township would also like to relocate the sign designating the Village at the same time. It may be appropriate to consider aU sign relocations so one would not adversely affect the other. Your attention to the above would be appreciated as soon as possible. Yours very truly, TOWNSHIP OF MALAHIDE R. Copy - Council _____ - Mark McDonald L-- H:\diantl'~ files\Randy - 2007\elgin county w Spfd requcstjune 22.doc RANDALL R. MILLA,RD C.A.O';Clerk .. SlISAN E. WILSON Treosurer