May 27, 2008 Agenda
ORDERS OF THE DA Y
FOR TUESDA Y. MA Y 27. 2008 - 9:00 A.M
PAGE # ORDER
1st Meeting Called to Order
2nd Adoption of Minutes - for the meeting of May 13, 2008
3rd Disclosure of Pecuniary Interest and the General Nature Thereof
4th Presenting Petitions, Presentations and Delegations
5th Motion to Move Into "Committee Of The Whole Council"
2-60 6th Reports of Council, Outside Boards and Staff
7th Council Correspondence - see attached
61-65 1) Items for Consideration
66-85 2) Items for Information (Consent Agenda)
8th OTHER BUSINESS
1) Statements/Inquiries by Members
2) Notice of Motion
3) Matters of Urgency
9th In-Camera Items
10th Recess
11th Motion to Rise and Report
12th Motion to Adopt Recommendations from the Committee Of The Whole
86-91 13th Consideration of By-Laws
14th ADJOURNMENT
LUNCH WILL BE PROVIDED
NOTICE:
June 10, 2008
June 24, 2008
9:00 A.M. - County Council Meeting
9:00 A.M. - County Council Meeting
REPORTS OF COUNCIL AND STAFF
MAY 27.2008
Staff Reports - (ATTACHED)
3 Human Resources Co-ordinator - Safe Use and Care of Scaffolds Policy
6 Director of Engineer Services, Human Resources Co-ordinator - Asbestos
Management Update
8 Director of Engineering Services - Through Highway By-Law
9 Manager of Road Infrastructure - Lyons Line and Imperial Road Intersection
Improvement
11 Manager of Road Infrastructure - Request for Tourism Signage - Municipality of
Bayham
17 Manager of Road Infrastructure - Teranet - Ontario Parcel Fabric Mapping
20 Purchasing Co-Ordinator, Manager of Administrative Services - Tree Commissioner!
Weed Inspector Leased Vehicle
23 Purchasing Co-Ordinator - Procurement Policy
43 Purchasing Co-Ordinator, Director of Engineering Services - Monitoring of Fire Alarm
Panels
47 Director of Financial Services - Budget Comparison - March 31, 2008
51 Director of Financial Services - Annual Budgeting - Capital
53 Director of Financial Services - Assistance to Municipalities - Assessment Appeals
55 Manager of Cultural Services - Council Pictures Project - Status Report
57 Director of Cultural Services, Curator of Elgin County Museum - Museum Hours of
Operation
59 Director of Seniors Services - Bobier Villa - Bobier Villa's Annual Compliance Review
Ambulance & Emergency Management Coordinator - Aylmer Agreement for Services for
Terrace Lodge Ambulance Base (to be faxed out on Friday)
2
REPORT TO COUNTY COUNCIL
FROM:
Tanya Tilton-Reid, Human Resources Co-ordinator
DATE:
April 30, 2008
SUBJECT:
Safe Use and Care of Scaffolds Policy
CORPORATE GOAL/S) REFERENCED:
. To be recognized as a desired employer
. To recognize and seize opportunities for improvement
. to ensure fiscal responsibility and accountability
INTRODUCTION:
The County of Elgin's Engineering Department has recently acquired scaffold
structures to be used in the Elgin County Homes for Senior's as required. A
policy regarding the safe use of scaffold structures was therefore prepared.
DISCUSSION:
The attached policy will ensure the use of scaffolds by all County of Elgin
employees will meet and/or exceed all legislated requirements of the
Occupational Health and Safety Act.
CONCLUSION:
The Safe Use and Care of Scaffolds policy, as attached, will help ensure and
enforce the consistent and safe use of scaffolds by all County of Elgin
employees.
RECOMMENDATION:
THAT Management review and approve the attached policy be forwarded to
Council for approval for inclusion in the Human Resources Policy Manual.
Respectfully Submitted
Approved for Submission
~.-P
Tanya Tilton-Reid
Human Resources Coordinator
Mark G. Me 0
Chief Administrative Officer
County of Elgin
Human Resources Policy Manual
Section: 8
Subject: Safe Use and Care of
Scaffolds DRAFT
Code - A
Page 1 of
Policy Number:
Date Approved:
Date Last Revision:
PURPOSE:
To provide a procedure that meets and/or exceeds the requirements of the
Occupational Health & Safety Act in ensuring the consistent positive
protection of all County employees when using scaffolds.
Only a competent person shall supervise the erection, alteration and dismantling of a
scaffold. A competent person for the purposes of this policy will refer to a person that has
received and documented that he/she has completed the training program for scaffold use
through the Manager of Corporate Facilities or his/her designate.
Scaffold structures greater than eighteen (18) feet in height will not be constructed or used
by County of Elgin employees.
All scaffolding used at County of Elgin Facilities will comply with the following requirements
from the Occupational Health and Safety Act:
- Every scaffold shall be capable of supporting,
(a) 2 times the maximum load to which it is likely to be subjected without exceeding
the allowable unit stresses for the particular materials used; and
(b) Four times the maximum load to which it is likely to be subjected, without
overturning
(c) No scaffold shall be loaded in excess of the maximum load it could reasonably be
expected to support and not in excess of the maximum load set out in clauses
(a)and (b)
- Every scaffold shall,
(a) Be constructed of suitable structural material
(b) Have horizontal members that are adequately secured to prevent lateral
movement and that do not have splices between the points of support
(c) Have footings, sills or supports that are sounds, rigid and capable of supporting at
least 2 times the maximum load to whish the scaffold is likely to be subjected
without settlement or deformation that may affect the stability of the scaffold
(d) Where it consists of a structural system of tubular metal frames, have connecting
devices between components that provide positive engagement in compression
and tension
(e) Have all fittings, gear, base plates and wheels installed according to the
manufacturer's instructions
(f) Have safety catches on all hooks
(g) Be adequately secured at vertical intervals not exceeding 3 times the least lateral
dimension of the scaffold, measured at the base, to prevent lateral movement
County of Elgin
Human Resources Policy Manual
Section: 8
Subject: Safe Use and Care of
Scaffolds DRAFT
Code - A
Page 1 of
Policy Number:
Date Approved:
Date Last Revision:
(h) Where lumber is used in its construction, be constructed only of Construction
Grade Spruce or Number 1 Grade Spruce and
(i) Have all uprights braced diagonally in the horizontal and vertical planes to prevent
lateral movement
- A scaffold mounted on castors or wheels shall,
(a) Have a height which does not exceed 3 times the least lateral dimension of the
scaffold,
i. Measured at the base, or
ii. Measured between the outriggers
(b) Be equipped with a suitable braking device on each castor or wheel; and
(c) Have the brakes applies when,
i. Any worker is on the scaffold or the working platform of the scaffold, or
ii. The scaffold is unattended
- The working platform of a scaffold shall,
(a) Be designed, constructed and maintained to support all loads to which it may be
subjected without exceeding the allowable unit stresses for the materials used,
and in any event shall support not less than 2.4 kilo-newtons per square metre;
(b) Be at least 46 centimetres in width;
(c) Be provided, at each open side and at the ends of the platform with guardrails that
comply with section 37 (of the OHSA Reg 67/93)
(d) If the platform consists of sawn lumber planks, have planks of Number 1 Grade
spruce that,
i. Bear a legible grade identification stamp or bear a permanent grade
identification mark
ii. Are at least 48 millimetres in thickness by 250 millimetres in width with a
span not exceeding 2.1 metres
iii. Overhang their supports by not less than 150 millimetres and are not
more than 300 millimetres and
iv. Are cleated or otherwise secured again slipping, and
v. If the platform required consists of plans manufactured of laminated wood,
metal or a combination of materials, consist of planks tested in
accordance with good engineering practice to demonstrate structural
equivalence to the sawn lumber planks specified in clause (d)
REPORT TO COUNTY COUNCIL
FROM:
Clayton Watters - Director, Engineering Services
Tanya Tilton-Reid, Human Resources Co-ordinator
DATE:
May 6, 2008
SUBJECT:
Asbestos Management Update
CORPORATE GOAL'S) REFERENCED:
. To be recognized as a desired employer
. To recognize and seize opportunities for improvement
. To ensure fiscal responsibility and accountability
INTRODUCTION:
The Ministry of Labour's improvements to the Occupational Health and Safety
Act, Regulation 278/05 - Designated Substance - Asbestos on Construction
Projects and in Buildings and Repair Operations required the County of Elgin to
test the County Administrative Building, the Municipal Garage and Terrace Lodge
for asbestos-containing materials. Upon identification of asbestos-containing
materials at all locations the County was required to compile a comprehensive
program addressing the ongoing maintenance and management of the asbestos-
containing materials.
DISCUSSION:
In response to Regulation 278/05 the Engineering Services department obtained
the services of Stantec Consulting Ltd. to prepare an Asbestos Management
Program (AMP) for the County Administrative Building, the County Municipal
Garage and Terrace Lodge. The AMP is a tool to assist in the control of activities
that may disturb asbestos-containing materials at these buildings. The program
includes:
. Outline of regulatory requirements;
. Initiatives for on-going re-assessment and management of asbestos;
. Procedures for response to an asbestos release or discovery of asbestos
or suspected asbestos;
. Procedures for normal maintenance or activities that may be near
asbestos containing materials;
. Work practices for asbestos removal;
. Roles and responsibilities;
. Outline of training requirements; and
. Record keeping and periodic review
Stantec Consulting Ltd. will provide the training to all required staff as identified
by the Manager of Corporate Facilities. The training is scheduled for May 14,
2008.
The Engineering Services report to Council in October 2007 received approval
for the County to send a letter requesting proof of compliance with the legislation
from its' various landlords. To date the County has received replies in regards to
the Springfield library, the John Kenneth Galbraith Reference Library - Dutton,
the Shedden Library and the Port Stanley Library. The County is anxiously
awaiting the results for the following libraries: Aylmer, Bayham, Belmont, Port
Burwell, Vienna, Rodney and West Lome.
The County of Elgin is hosting a training session for co-chairs of the health and
safety committees. The lower tiers are welcome to attend this session.
Conversely, the lower tiers can acquire training directly from Stantec Consulting
at a cost of $1 ,000 per day.
CONCLUSION:
The County of Elgin continues to take every precaution reasonable to ensure the
ongoing safety and health of all of it's' employees. The Human Resources
Department in conjunction with the Engineering Services Department will
continue to monitor and encourage the full cooperation of all Municipalities in
complying with the legislation on a timely basis.
RECOMMENDATION:
THAT this update be provided to County Council to be received and filed.
Respectfully Submitted
Approved for Submission
:ffi-Old ~
Chief Administrative Officer
~r
Tanya Tilton-Reid
Human Resources Coordinator
0&u0W.
Clayton Watters
Director, Engineering Services
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REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Director of Engineering Services
DATE: May 13, 2008
SUBJECT: Through Highway By-Law
CORPORATE GOALS
To build and maintain an efficient, affordable, effective and safe transportation network that
accommodates the diverse needs of our communities and is able to support economic
development and sustainable growth.
INTRODUCTION
In 2002 the Through Highway By-Law was prepared which allows the County to establish stop
signs or yield right-of-way signs as per the Highway Traffic Act. A new stop condition has been
installed on Miller Road (County Road #15) and this by-law must be amended.
DISCUSSION! CONCLUSION
The by-law designating through highways (By-Law 02-21) should be repealed and the
necessary by-law be prepared to include the new stop condition on Miller Road in Dutton.
The through highways by-law allows the road authority to erect stop signs or yield right-of-way
signs at any intersection road along that stretch. The alternate method to legally establish a
stop sign would be via a stop sign by-law, which would have to define each stop situation.
RECOMMENDATION
THAT By-Law No. 02-21 and any by-law inconsistent with this one designating through
highways is repealed; and also,
That the necessary by-law be prepared.
Respectfully Submitted
Approved
. sion
OOW~~
Clayton D. Watters
Director of Engineering Services
Mark G.
Chief Administrative Officer
REPORT TO COUNTY COUNCIL
FROM: Peter Dutchak, Manager of Road Infrastructure
DATE: May 9,2008
SUBJECT: Lyons Line and Imperial Road Intersection Improvement
CORPORATE GOALS:
To build and maintain an efficient, affordable, effective and safe transportation network
that accommodates the diverse needs of our communities and is able to support
economic development and sustainable growth.
To recognize and seize opportunities for improvement.
INTRODUCTION:
The County has received a request from the Township of Malahide to investigate and
improve the sight lines at the intersection of Imperial Road and Lyons Line.
This report will recommend a method of improving the safety of the intersection.
DISCUSSION I CONCLUSION:
The County has received a request from Malahide to improve sight lines at the south
west corner of the intersection in Lyons. Vehicles parking at the business located at
this corner can obstruct sight lines for eastbound traffic stopped at Lyons Line.
Staff has reviewed this location and believe that sight lines and safety would be
improved if parking was restricted by the installation of a curb island at the south west
corner on road property.
Roadwork projects are planned to be completed on Lyons Line in this vicinity during
2008 and it would be pOSSible to include this work within that project. The installation
of curb island is estimated to cost $10,000.
RECOMMENDATION:
THAT intersection sight line improvements be completed at the south west corner of
Imperial Road and Lyons Line, and;
THAT these works form part of the Lyons Line Resurfacing project included in the 2008
Capital Budget.
Respectfully Submitted
~
Approved for Submission
( ~~-bv5
Peter Dutchak
Manager, Road Infrastructure
Services
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REPORT TO COUNTY COUNCIL
FROM: Peter Dutchak, Manager of Road Infrastructure
DATE: May 13, 2008
SUBJECT: Request for Tourism Signage - Municipality of Bayham
CORPORATE GOALS:
To build and maintain an efficient, affordable, effective and safe transportation network
that accommodates the diverse needs of our communities and is able to support
economic development and sustainable growth.
INTRODUCTION:
The County has received a request from the Municipality of Bayham's Tourism and
Marketing Committee to install 14 tourist destination signs and directional arrows on
County roads in Bayham.
DISCUSSION I CONCLUSION:
The Municipality of Bayham has requested to install a number of tourism signs on
County roads to direct visitors to beaches, museums and their wind farm "Interpretive
Centre" (see attached letter). The municipality has already manufactured these signs.
The County has an existing policy adopted by resolution in 2005 not to allow any
private signs on road property except for signs requested through Tourism Services.
The goal is to reduce sign pollution and to provide drivers with priority roadway
information. Tourism signage is provided in a consistent manner and approved by
Tourism services. Any individual or group may install signage on private property,
immediately adjacent to the road property limits so long as it does not conflict with
sight lines. This policy has been working well since implemented.
The Municipality of Bayham has contacted Tourism Services requesting the signs be
approved and installed. Although Tourism Services supports Bayham's desire to install
the signs, they do not meet the current tourism sign criteria (i.e. size, shape, colour),
and therefore they are not approved.
The County's policy information has been relayed to the Municipality of Bayham and it
has been suggested that the signs could be erected on private or municipal property in
the vicinity of County roads and likely have a similar effect.
RECOMMENDATION:
THAT the Bayham Tourism and Marketing Committee be informed of the County policy.
Respectfully Submitted
Approved for Submission
Peter Dutchak
Manager, Road Infrastructure
fi;w^ m~ ..
Clayton Watters
Director, E .
ices
./
Mark .
Chief Administrative Officer
Municipality of
Bayham
P.O. Box 160,9344 Plank Road,
Straffordv1lle, Ontario NO] lYO
Tel:(519)866-5521 . Fax:(519)866-3884
emall: bayham@bayham.on.ca
May 2, 2008
Peter Dutchak, CET
Manager efRaad Infrastmcture
County of Elgin
450 SUnset Drive
St.,Thomas, ON
N5R 5Vl
Dear Mr. Dutchak,
Re: Placement of Tourism Sitmft2e - County Roads
Thank you for your information to Kyle Kruger regarding County of Elgin policies for the
placement of signage on County roads. Please accept this as an application from the Tourism
and Marketing Committee of the Municipality of Bayham to County Councll for approval to
place a number oflourlsm destination signs on County roads within the Municipality of Bay ham.
As background, the Tourism and Marketing Committee is a standing committee reporting to
Bayham Council. This conunlttee is comprised of local business owners/operators from across
the municipality along with Council representatives, and is charged with initiating tourism
promotion and community marketing for the area.
In 2006, the Commiltee retained Lord Cullural Resources to provide a Marketing Strategy and
Promotional lnitiallve. That report, completed in 2007, identified signage for local attractions 8S
a major issue to be addressed, TWs is also observed by local business representatives as an area
to improve. Therefore, the Committee has identified improved tourism signage as one of its
priority projects. As an additional note, signage regarding the Wind Interpretive Centre is seen as
a safety priority, as numerous veWcles continue to slow/park along Nova Scotia Line and Olen
Erie Line to observe the wInd towers. Direction to a safe location to do so wilt hopefully assist
with tills Issue.
RECEIVED HAY 0 72008
To that end, the Committee has obtained a number of destination/directional signs for several
local attractions. Proofs of the signs are attached (the colour is blue with white lettering). It is
acknowledged that this colour scheme but does not match the colour scheme for Elgin tourism
slgnage, however it is as recommended in the Lord report.
Also attached Is a list of the proposed locations, which are on County roads as these are the major
entrances Bayham.
It would he most appreciated If County Council would consider this request. We do apologize
for not fITst checking with the County to ensure that our signs would meet with aU existing
criteria, However, our focus was on the growjng interest that We have experienced in the Wind
Towers over the past year, and the large vohlme of curiosity seekers that it has promoted. Our
concern was to the safety of these visitors who were unaware of the Intetpretive Centre and who
were stopping in the middle or shoulders of Nova Scotia Line, posing a serious hazard to
themselves and other vehicle traffic in the area. It was never our intent to disregard the
regulations set out for highway signage and I apologize for this indiscretion. However, we made
an assumption that the Lords report, when presented, would have taken the regulations into
account and that we could simply follow them as recommended.
Thank you for your co-operation and ifYOll have any questions, please do not hesitate to contact
me.
Yours tmly
Ian Almond
Chainnan
Bayham TourIsm and Marketing Committee
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Requested Sign Locations
DestinatIon SI..,
Nova Scotia Line at Richmond Road
. one 4' x 8' for Marine Museum and Lighthouse
. one 41 K 8' for Interpretive Centre and Beach
Plank Road at Calton Line
. one 4' x 8' for Marine MuseumILighthouse and Interpretive Centre
. one 4' x 8' for Edison Museum and Beach
Glen Erie Line at BayhamlNorfolk Boundary
. one 4' x 8' for Interpretive Centre and Beach
. one 41 x 8' for Marine Museum and Lighthouse
Directional Arrows
At Plank Road and Robinson
. one 2' x 4' for Marine Museum and Lighthouse
. one 2' x 4 I for Interpretive Centre
At Robinson Street and Bridge
. one 2' x 4' for Marine Museum and Lighthouse
. one 2' x 4' for Beach
. one 2' x 4' for Edison Museum
At Plank Road and Glen Erie
. one 2' x 4' for Marine Museum and Lighthouse
. one 21 x 4' for Interpretive Centre and Beach
. one 21 x 4' for Edison Museum
REPORT TO COUNTY COUNCIL
FROM: Peter Dutchak, Manager of Road Infrastructure
DATE: May 16, 2008
SUBJECT: Teranet - Ontario Parcel Fabric Mapping
CORPORATE GOALS:
To build and maintain an efficient, affordable, effective and safe transportation network
that accommodates the diverse needs of our communities and is able to support economic
development and sustainable growth.
To recognize and seize opportunities for improvement.
INTRODUCTION
In 2006, County Council passed a resolution to request the Central Elgin Planning Board to
enter into an agreement to host Teranet property data on their web based mapping
application (C-Map) for the benefit of all municipalities in Elgin.
Since that time, an agreement has been created by the County solicitor and formally
accepted by the City of St. Thomas.
DISCUSSION:
The lower tier administrators expressed interest in obtaining electronic property information
within their municipalities. Among other things, the Ontario Parcel data has applications in
property assessment and taxation, land registration, land use planning, land management
and business planning.
Individual municipalities would need to pay between $2,000 - $2,500 annually to obtain this
data. The County of Elgin, being the upper tier municipality, can obtain this data for use
across the entire County for $2,900 annually, and every lower tier municipality could be
licensed to the data at no additional cost. It is therefore, most cost effective for the County
to obtain the parcel data from Teranet and share this information with our lower tier
partners.
DISCUSSION (continued):
In order to make this electronic data available to all parties, the County has created a
formal agreement with the Central Elgin Planning Board to host this data in their web based
C-Map mapping application. A few Elgin municipalities already use C-Map to host their
aerial photographs.
In 2007, all Elgin municipalities also obtained aerial photography of their communities.
This data will also be made available on the C-Map application for all to view and use.
Now that a formal agreement has been created and approved, the following steps must be
completed to finalize the project.
1. The County signs the formal data hosting agreement with the City of St. Thomas and
proVides an annual service fee of $500.
2. The County has a photo-mosaic created, compiling all aerial photography across Elgin
County so that it may be accessed through C-Map. The City's consultant (First Base
Solutions) can provide this service to the County for $1,750 as a one-time fee.
3. The County would obtain the parcel fabric information from Teranet. The data is
obtained through a Licensing agreement with Teranet/MPAC and a 5-year contract, at
$2,900 annually to proVide the data and quarterly updates.
4. Each lower tier municipality would then enter into licensing agreements with
Teranet/MPAC so that they could obtain and use the data for municipal business.
Conservation Authorities may also be licensed to the data if they so wished to be.
5. The County would then enter into a Service Provider Agreement with the Central Elgin
Planning Board. As the service provider, Central Elgin Planning would receive the data
and updates on the County's behalf, store the data and make the data available to all
stakeholders through their existing C-map application on the internet.
The role of the Central Elgin Planning office would be to receive the data sets directly from
Teranet, house this data and make it available within their current web-based mapping
application, C-map. The planning office will not be responsible for correcting the data or to
provide any other added value services. If any municipality wishes to have additional
functionality with the data in which Central Elgin planning could assist, that municipality
would have to negotiate that additional service with Central Elgin planning directly.
All parties agree that the parcel fabric is not 100% accurate. Some manipulation and
editing of the data is required if it is expected to be 100% accurate and if it is used for
municipal business. The inaccuracies are apparent and evident once aerial photography is
overlaid upon the parcels. For general information and illustrative purposes, the data is
sufficient. Municipalities may correct the data themseives. Conversely, the Central Elgin
planning office may be willing to correct the data for a municipality, however, as stated
previously, this would be an additional value added service and would have to be directly
negotiated with the planning office.
CONCLUSION:
A formal agreement has been created and accepted by the City of st. Thomas to host
Teranet property data and aerial photography across Elgin County for all municipalities to
use.
The costs include: an annual service fee of $500 to the City of St. Thomas[ an annual
licence fee of $2[900 for the property data and a one-time fee of $1[750 to create a photo-
mosaic so that aerial photography can be accessed through C-Map. All of these costs will
be bourne by the County of Elgin and be allocated from the Information Technologies
Budget.
RECOMMENDATION:
THAT the Warden and CAO be authorized and directed to enter into the agreement with
the City of St. Thomas to host digital property data and aerial photography and make it
accessible through the Internet on the C-Map web server at an annual service fee of $500[
and;
THAT the County of Elgin enter into a licence agreement with Teranet Enterprises to obtain
digital Ontario parcel data for a 5 year term at an annual cost of $2[900[ and;
THAT the County of Elgin request the City of st. Thomas to direct their consultant to create
an aerial photograph mosaic at a cost of $1[750[ and;
THAT these costs be allocated from the Information Technologies Department budget.
RESPECTFULL Y SUBMITTED
APPROVED FOR SUBMISSION
~
Peter Dutchak
Manager of Road Infrastructure
@JN~
Clayton Watters
Director of Engineering
Mark Mc d
Chief Administrative Officer
REPORT TO COUNTY COUNCIL
FROM:
Sonia Beavers, Purchasing Co-Ordinator
Sandra Heffren, Manager, Administrative Services
DATE:
May 27, 2008
SUBJECT: Tree CommissionerlWeed Inspector - Vehicle
CORPORATE GOALS REFERENCED:
To ensure fiscal responsibility and accountability.
INTRODUCTION:
The County of Elgin leases a pick up truck for the Tree Commissioner and Weed Inspector
as per the existing contract agreement with the Kettle Creek Conservation Authority. The
lease ends August 25, 2008.
DISCUSSION:
The current leased vehicle is a 2005 Ford F-150 that has almost 52,000 km and has
served the Tree Commissioner well. A similar vehicle should replace the existing truck.
Quotations were circulated to all Elgin County new vehicle dealers. The results of the
quotation are as follows:
Dealer Option # 1 Option # 2
Monthly Lease (inclusive of Purchase Price
taxes) (36 month term) (inclusive of taxes)
St. Thomas Ford Lincoln Sales $14,905.08 $ 17,622.35
Dempsey Chrysler $16,784.28 $ 22,148.00
Fordham GM No Bid No Bid
Elgin Chrysler Ltd No Bid No Bid
Hutchison Motors No Bid No Bid
Miller Ford No Bid No Bid
Disbrowe Pontiac Buick No Bid No Bid
Co-Trac No Bid No Bid
St. Thomas Ford Lincoln Sales submitted the lowest price for a Monthly Lease Option and
the lowest price for a Purchase Option for a 2008 Ford F150. St. Thomas Ford Lincoln
Sales and Dempsey Chrysler submitted a pricing option of paying for the lease in a one-
time up front payment thereby saving financing charges. St. Thomas Ford Lincoln Sales
submitted the lowest pricing option with paying for the lease in a one time up front payment
at their quoted price of $ 14,726.73 (inclusive of taxes).
The County has the option of: 1) purchasing the leased vehicle coming off lease,
2) leasing a new vehicle over a three-year term, 3) leasing a new vehicle and paying the
three-year lease up front, 4) purchasing a new vehicle.
Option 1 (purchasina the leased vehicle)
The lease end purchase option price is $10,775.70 plus taxes. There are also
governmental fees and related charges such as safety certification, license transfer fees,
emissions testing which may total approximately $500.00, plus possible repair costs that
may be determined during the required safety and emissions check.
Option 2 (Ieasina a new vehicle over a three-vear term) and Option 3 (Ieasina a new
vehicle and pavina the three-vear lease up-front)
The pricing difference between Option (2) and (3) from St. Thomas Ford Lincoln Sales is:
Net Leased Vehicle Amount $ 14,905.08 (includes taxes)
One time payment $ 14,726.73 (includes taxes)
Actual Savings of $ 178.35
Total savings (includes savings on fees) $ 199.40 or approximately 1.0% compared
to the 36 monthly payments
The County currently earns approximately 2.35 % on cash deposits. St. Thomas Ford
Lincoln Sales financing cost of the three-year monthly payment lease is quoted as 0.59%,
and St. Thomas Ford Lincoln Sales financing cost for paying the three-year lease up front
is 1.0%.
The current vehicle (2005 F150) was leased with an upfront payment of $14,847.65
(inclusive of taxes).
Option 4 (purchasina a new vehicle)
The purchase price for a 2008 Ford F-150 is $17,622.35 (inclusive of taxes). In the past,
the County has not considered purchasing a vehicle for a number of reasons:
. Reduced repair and maintenance costs with having a vehicle no more than three
years old,
. Benefit of a new vehicle in three years,
. Excellent leasing prices reflecting the low interest rates available over the last
number of years and the competition amongst the car manufacturers,
. Unknown whether or not a vehicle will be required at the end of the three year term.
However, the purchase price offered by St. Thomas Ford Lincoln Sales is favourable.
There are several reasons why the County should consider purchasing the 2008 Ford
F150:
. The Tree and Weed Inspector does not have high mileage on his vehicle, therefore
repair costs will be low due to low mileage,
. There will be equity after three years,
. Condition of the vehicle will be reviewed after 5 years to determine whether or not to
replace it.
CONCLUSION:
The existing lease on the pick up truck for the Tree Commissioner will expire on August
25, 2008 and another vehicle is required. Quotations were circulated as per the County's
Procurement Policy and sent to all new vehicle dealers in Elgin County. Staff recommend
that the County purchase the vehicle for the reasons listed above. The total budget for
Capital-Vehicle Replacement is $18,154.00.
RECOMMENDATION:
THAT, one 2008 F150XL be purchased for the Weed and Tree Commissioner from St.
Thomas Ford Lincoln Sales for the submitted price of $17,622.35 inclusive of all taxes,
with funds allocated from the Capital - Vehicle Replacement fund.
Respectfully Submitted
~Cl'N.,",_ ~O' , ~
Sonia Beavers
Purchasing Co-Ordinator
Mark G. ~ald
r.I,ief Administralive-O Icer
A HE EN,
DEP CLERK.
C~~
LiQa Veger .
Director, Financial Services
REPORT TO COUNTY COUNCIL
FROM: Sonia Beavers, Purchasing Co-Ordinator
DATE: April 30, 2008
SUBJECT: Procurement Policy
Coroorate Goals Referenced:
To ensure fiscal responsibility and accountability.
To recognize and seize opportunities for improvement.
Introduction
The County of Elgin Procurement Policy has been in place since 2005. Staff have had the
opportunity to work with the policy to evaluate the effectiveness and integrity of the
process.
Discussion
The County's existing procurement policy and methods have proven to be effective.
Its construction has been specifically tailored to create a transparent, accountable and
competitive process that is open, honest, fair and impartial. Having had the opportunity to
work with the policy, staff would like to suggest some revisions and additions.
Attached is a copy of the current Procurement Policy outlining revisions and additions. To
remain transparent you will see some additions, particularly in Appendix C.
Conclusion
The County of Elgin Procurement Policy was developed in 2005. The revisions to the
policy is structured to create efficiencies while promoting and maintaining the integrity of
the procurement process. The Policy protects Council, vendors and staff involved in the
process by providing clear direction and accountabilities.
Recommendation
THAT the Procurement Policy be amended.
Respectfully Submitted,
Approved for Submi sian,
~ ~~LL cy
onJa Beavers
Purchasing Co-Ordinator
Mark . d
Chief Administrative Officer
;:J/
\... ~
-0/; ." ~
t?(\-v(A~, . ~
Linda Veger
Director, Financial Services
County of Elgin
Financial Services ~ Purchasing
Policy # 2005-01
Approval Date: March 22, 2005
Revision Date: October 25, 2005
SCHEDULE "A"
By-Law No. 05-10
CORPORATION OF THE COUNTY OF ELGIN
PROCUREMENT POLICY
1.0 OBJECTIVE
1.1 This policy outlines the processes to be followed in order to obtain the best value when purchasing
goods, or contracting services for the County of Elgin. The guiding principle is that procurement
decisions will be made using a competitive process that is open, honest, fair and impartial.
I 1.2 The Procurement 0 Poli~y_~i~ P[OJ1IOJ~ ~r}d_l}1~Lntaln_ t!1!? InJ~9.ri!y' QfJh~Q~r9!~slqg~JQ~~~ ~Qc;! _ _ _ _ _ - --{ Deleted: Purchasing
protect Council, vendors and staff involved in the process by providing clear direction and
accountabilities. The procedures described in this Polley shall be followed to make a contract award
or to make a recommendation of a contract to County Council.
1.3 The Council of the Corporation of the County of Elgin recognizes its responsibility for reviewing and
updating the existing Purchasing Policy to ensure compliance with respect to The Municipal Act,
2001, Part VI, Section 271, as amended.
2.0 PURCHASING RESPONSIBILlTIESfAUTHORITY
2.1 County Council has ultimate authority for all expenditures. Council delegates this authority by the
authorization of budgets or by specific resolution. Payment for any item that has not been authorized
by Council through budget appropriation or specific resolution will not be permitted, This purchasing
policy provides guidelines outlining how spending authority is to be used. Levels of contract
approval authority are also summarized in Appendix "N,
2.2 The Director of the Department shall be responsible for approval of accounts within the approved
budget for their department Including any amendments to the budget as approved by Council.
I 2,3 Prior to Council's approval of the 9!rr.e_n! ~l::!<!g_e! ~ p_ep~r!f!l~'!t_rl!tD'jt.!~ui D2I!lla12e~~tlf!fL_ _ _ _ _ _ _ _ _ - -{ Deleted: C
expenditures up to 40% of the previous year's Budget. Directors will have the authority to solicit bids
prior to the approval of CounciL
2.4 Resolutions approving budget amendments, capital expenditures or special appropriations shall
contain purpose of expenditure, cost estimates or expenditure limitation, and the fund in which an
appropriation has been provided.
2.5 The Director may appoint a Purchasing Designate to exercise any or all responsibilities assigned in
this policy.
2,6 During the public procurement process, inwhouse bids will not be considered,
2.7 The Director of Financial Services may review departmental purchases on an ongoing basis to
review the effectiveness and integrity of the process and policy adherence. This Policy will be
reviewed and revised on a periodic basis. It is anticipated that reviews will be conducted every five
years or more frequently as required,
2.8 Goods and Services that are not subject to this By-Law are listed in "Appendix B",
County of Elgin
Financial Services - Purchasing
Policy # 2005-01
Approval Date: March 22, 2005
Revision Date: October 25, 2005
2.9 For bids valued at $50,000.00 or less, the Director may award a contract provided that
Financial Services is in receipt of a Quotation Request Form, the product or service is contained
within the approved budget and the requirements of the Procurement Policy are met.
Guidelines/Goals to assist Director's or their designate who choose to exercise this authority are
included in "Appendix E",
2.10 Despite any other provision of this Policy, the following contracts are subject to County Council
approval;
i. any contract requiring approval from the Ontario Municipal Board,
ii. any contract prescribed by Statute to be made by Council,
Hi. where the cost amount proposed for acceptance is 10% greater than the County Council
approved budget for that expenditure or where the expenditure would result in insufficient
remaining funds in the project budget to complete the project as budgeted,
iv. where the net revenue amount proposed for acceptance is lower than the County Council
approved budget;
v. where a substantive objection emanating from the bid solicitation has been filed with a
Director;
vi. where a major irregularity precludes the award of a tender to the supplier submitting the
lowest bid.
3.0 METHODS OF PROCUREMENT
3.1 CO-OPERATIVE PURCHASING
3.1 (1) The County shall participate with other government agencies or public authorities in Co-Operative
Purchasing where it is in the best interest of the County to do so.
3.1 (2) The decision to participate in specific Co-Operative Purchasing agreements will be made by the
Purchasing Co-Ordinator.
3,1(3) The policies of the government agencies or public authorities calling the co-operative tender are to
be the accepted policy for that particular tender.
3.2 THE ONTARIANS WITH DISABILITIES ACT CODA 2001\
3.2 In deciding to purchase goods or services through the procurement process for the use of
itself, its employees or the public, County Council, to the extent possible, shall have regard to the
accessibility for persons with disabilities to the goods or services. 2001,c32,s.13.
3.3 ENVIRONMENTAL CONSIDERATIONS
3.3 (1) In order to contribute to waste reduction and to increase the development and awareness of
environmentally sound purchasing, acquisitions of goods and services, specifications will provide for
expanded use of durable products, reusable products and products(including those used in services)
that contain the minimum level of post consumer waste and/or maximum level of recyclable content
without significantly affecting the intended use of the product or service.
3.4 LOWER TIER PARTNERSHIPS - MISCELLANEOUS CAPITAL PROJECTS _ _ _ _ _ _ _ _n n_ n _ n_ - -1 Deleled:l!
3.4(1) The County of Elgin may acquire goods or services for road maintenance projects without the
solicitation of bids from the lower tier municipalities within Elgin County, as an extension of the
existing Road Maintenance Agreements, and when it is deemed in the best interest of the
Corporation.
2
County of Elgin
Financial Services - Purchasing
Policy # 200S-01
Approval Date: March 22, 200S
Revision Date: October 2S, 200S
3.S SMALL ORDER PURCHASES IUD to $5.000.00\
3.5(1) The Director and/or designate shall be authorized to make Small Order Purchases of goods and
services up to an amount of $5,000.00 from such vendor and upon such terms and conditions as the
Director deems appropriate.
3.6 REQUEST FOR QUOTATION
3.6(1) Informal or Formal Request for Quotation procedures shall be used where:
i. the Item is greater than $5,000.00 but not greater than $100,000.00;
ii. the requirement can be fully defined; and,
iii. best value for the County can be achieved by an award selection made on the basis of the
lowest bid that meets specifications.
3.7 INFORMAL QUOTATION (Greater than $5.000.00 but not areater than $SO.OOO.OO\
3.7(1) The Director or designate in consultation with the Director of Financial Services or designate shall be
authorized to make purchases of goods and services for estimated expenditures exceeding
$5,000.00 and less than $50,000.00 from such vendor. Bid documents do not have to be sealed.
Specifications (as applicable) can be issued and quotes can be received bye-mail and/or fax
transmission at the using department location. At least 3 bids must be obtained whenever possible.
3.7(2) When the preferred Quotation exceeds the approved budget appropriation by more than 10%, the
Director shall submit a report to Council for direction.
3.7(3) The County reserves the right to accept or reject any submission.
3.8 FORMAL QUOTATION (Greater than $50.000.00 but not areater than $100.000.00\
3.8(1)_ The Director or designate and the Director of Finance or designate shall be authorized to make
Formal Quotation Purchases for goods and services for estimated expenditures exceeding
$50,000.00 and less than $100,000.00. Bid forms to be provided to Bidders in written format and
must close in a formal sealed process. Bids must be submitted to Financial Services at a specified
location. At least three (3) bids must be obtained whenever possible. Alt bids will close on a
specified weekday at a specified time. Bids must have a submission label detailing project name
and number.
3.8(2) The Director shall be responsible to review the quote submission and verify that all specifications of
the quote are met and that the total submitted price does not exceed the approved budget allocation
for the project.
3.8(3) When the preferred Quotation exceeds the approved budget for a specific project, the Director shail
submit a report to Council for direction.
3.8(4) The County reserves the right to accept or reject any submission.
3.9 REQUEST FOR TENDER (GREATER THAN $100.000.00\
3.9(1) The Director or designate and the Director of Finance or designate shall be authorized to solicit
tenders for goods and services for estimated expenditures exceeding $100,000.00 if the item is
specifically included within the approved budget. County Council shall award all Tenders.
3.9(2) Request for Tender procedures shail be used where:
3
County of Elgin
Financial Services ~ Purchasing
Polley # 2005-01
Approvai Date: March 22, 2005
Revision Date: October 25, 2005
I. the item is greater than $100,000.00;
n. the requirement can be fully defined; and,
Hi. best value for the County can be achieved by an award selection made on the basis of the
lowest bid that meets specifications.
3.9(3) Tender forms are to be provided to Bidders in written format and must close in a formal sealed
process. Tenders must be submitted to Financial Services at a specified location. At least three (3)
tenders must be obtained whenever possible. All tenders will close on a specified weekday at a
specified time. Bids must have a submission label detailing project name and number.
3.9(4) The Director shall be responsible to review the tender submission and verify that all specifications of
the tender are met and that the total submitted price does not exceed the approved budget allocation
for the project.
3.9(5) The Financial Services Department shall be responsible for arranging for the public opening of the
Tender Bids at the time and date specified by the tender call. There shall be in attendance at that
time a minimum of:
i. The Director of Financial Services or designate
ii. The Director of the issuing department or designate
3.9(6) The Financial Services Department shall forward to the issuing Department a summary of the bids
subject to review by the Director.
3.9(7) The County reserves the right to accept or reject any submission.
3.10 REQUESTS FOR PROPOSALS
3.10(1) The Request for Proposal procedure shall be used in place of a Tender or Quotation when:
i. The requirement is best described in a general performance specification;
ii, Innovative solutions are sought;
Iii. Estimated expenditures not exceeding $50,000.00, the evaluation criteria and process shall
be approved by the Director prior to issuance of the Request for Proposal;
iv. Expenditure exceeding $50,000.00, the evaluation criteria and process shall be approved
by Council resolution prior to the issuance of the Request for Proposal;
v. To achieve best value, the award selection will be made on an evaluated point per item or
other method involving a combination of mandatory and desirable requirements;
vi. The Request for Proposal method of purchase is a competitive method of purchase that may
or may not include Vendor pre-qualification;
vii. A Request for Information or Request for Expression of Interest may be Issued in advance of
a proposal to assist in the development of a more definitive set of terms and conditions,
scope of work/service and the selection of qualified Vendors;
viii. Where the requirement is not straightforward or an excessive workload would be required to
evaluate proposals, either due to their complexity, length, number of any combination
thereof, a procedure may be used that would include a pre-qualification phase;
ix. The Financial Services Department shall maintain a list of suggested evaluation criteria for
assistance in formulating an evaluation scheme using a Request for Proposal. This may
Include factors such as qualifications and experience strategy, approach, methodology,
scheduling and past performance, facilities equipment, and pricing;
x. Directors shall provide the Financial Services Department with a request in writing containing
the budget authorization, terms of reference and evaluation criteria to be applied in
assessing the proposals submitted;
xi. A Selection Committee, composed of a minimum of one representative from the Department
and the Director of Financial Services or designate shaH review all proposalS against the
established criteria, reach consensus on the final rating results, and ensure that the final
rating results, with supporting documents, are kept in the procurement file.
4
County of Elgin
Financial Services ~ Purchasing
Policy # 2005-01
Approval Date: March 22, 2005
Revision Date: October 25, 2005
xii. During the proposal process all communication with bidders shall be through the Financial
Services Department.
xiii. Financial Services Department shall forward to the Director an evaluation summary of the
procurement, as well as the Committee's recommendation for award of contract to the
supplier meeting all mandatory requirements and providing best value as stipulated in the
Request for Proposal. Where the lowest bid is not accepted, the Director of the Department
is responsible for documenting the determination of best value, in a confidential report to the
Management Team prior to award of contract;
xiv. Reporting will not include summaries of bids, as this information will remain confidential.
Any disclosure of information shall be made by the appropriate officer in accordance with the
provisions of the Municipal Freedom of Information and Protection of Privacy Act, R.S.O.)
1990, Section 10;
xv. Unsuccessful proponents may, upon request, attend a debriefing session
as required with the Director of Financial Services or designate as well as the Director to
review their bid submission. Discussions relating to any bid submissions other than that of
the proponent present will be strictly prohibited;
xvi. The County reserves the right to accept or reject any submissions.
3.11 BLANKET CONTRACT PURCHASES
3.11 (1)A Bianket Order may be used where:
i. one or more departments repetitively order the same goods or services and the actual
demand is not known in advance;
H. a need is anticipated for a range of goods and services for a specific purpose, but the actual
demand is not known at the outset, and delivery is to be made when a requirement arises.
Hi. The Purchasing Co~Ordinator shall establish and maintain Blanket Order Contracts that
define source and price where available with selected suppliers for all frequently used goods
or services;
iv. Blanket Orders may be issued as the result of a bid process such as Request for Quotation,
Request for Tender, Request for Proposal and from Co-operative Purchasing consortium.
v. To establish prices and select sources, the Director in consultation with the Purchasing Co.
Ordinator shall employ the provisions contained in this Policy for the acquisition of goods,
services and construction;
vi. More than one supplier may be selected where it is in the best interest of the County and the
bid solicitation allows for more than one;
vii. Where purchasing action is initiated by a department for frequently used goodS or services, it
is to be made with the supplier or suppliers listed in the Blanket Order Contract;
viiI. In a Request for Blanket Order, the expected quantity of the specified goods or services to
be purchased over the time period of the agreement will be as accurate an estimate as
practical and be based, to the extent possible, on previous usage adjusted for any known
factors that may change said usage.
ix. Blanket Orders shall be issued for a specific time period with all ordering departments
responsible for maintaining purchases within budget allocations.
3.12 SINGLE/SOLE SOURCING
3.12(1) i.
In circumstances where there may be more than one source of supply In the
open market, but only one of these is recommended for consideration on the grounds that it
is more cost effective or beneficial to the County and where the expenditure will exceed
$25,000.00, approval must be obtained from the Senior Management Team and County
Council prior to negotiations with the single source. The Director or designate shall be
responsible for submitting a report detailing the rationale supporting the use of the single
source.
ii.
If the Director requires goods, services or equipment deemed to be available from only one
source of supply, and where the expenditure will exceed $25,000.00, the Director shall
5
County of Elgin
Financial Services - Purchasing
Policy # 2005-01
Approval Date: March 22, 2005
Revision Date: October 25, 2005
initiate a report to County Council requesting that the tendering procedure be waived and
that the Director in consultation with the Director of Financial Services or the Chief
Administrative Officer be authorized to negotiate with the sole source supplier.
3.13 PROCUREMENT IN EMERGENCIES
3.13(1) An "Emergency"inciudes:
i. an imminent or actual danger to the life, health or safety of an official or an employee while
acting on the County's behaif;
Ii. an imminent or actual danger of injury to or destruction of real or personal property
belonging to the County;
Hi. an unexpected interruption of an essential public service;
iv. an emergency as defined by the Emergency Plans Act, R.S.O. 1990, Chapter E.9 and the
emergency plan formulated thereunder by the County;
v. a spill of a pollutant as contemplated by Part X of the Environmental Protection Act, R.S,Q,
1990, Chapter E.19 and,
vi. mandate of a non-compliance order.
3.13 (2) This method of purchasing may be used when the circumstances warrant immediate action or when
health and safety or the public interest are in jeopardy, and where this method of purchasing would
result in an over.expenditure or a non-budgeted expenditure of $2,500.00 or more. The Director
must consult with the Warden or designate for approval prior to making an emergency purchase and
must be reported to Council at the next scheduled meeting,
3.14 DIRECT NEGOTIATION
3.141) Unless otherwise provided in accordance with the Purchasing By-Law and this Policy, goods and
services may be purchased using the Direct Negotiation method only if one or more of the following
conditions apply;
i. the required goods and services are reasonably available from only one source (also known
as single source), by reason of the scarcity of supply in the market or the existence of
exclusive rights held by any supplier or the need for compatibility with goods and services
previously acquired and there are no reasonable alternatives or substitutes;
ii. The required goods and services will be additional to similar goods and services being
supplied under an existing contract (Le. contract extension or renewal);
iii. An attempt to purchase the required goods and services has been made in good faith using
a method other than Direct Negotiation within this policy which has failed to identify a
successful supplier and it is not reasonable or desirable that a further attempt to purchase
the goods and services be made using a method other than Direct Negotiation;
iv. The goods and services are required as a result of an emergency, which would not
reasonably permit the use of a method other than Direct Negotiation;
v. The required goods and services are to be supplied by a particular vendor or supplier having
special knowledge, skills, expertise or experience,
3.14(2) Any expenditure exceeding $50,000.00 for a one-time purchase or over an annual basis must be
reported to Council.
3.15 LEASING
3,15 (1) The Council of the County of Elgin may enter into a leasing agreement in accordance with the
Municipal Act, 2001, O.Reg.46/94,O.Reg. 266/02.
3,15 (2) In certain circumstances, it may be economically advisable for the County to enter into a Financing
Lease to acquire the right to use capital property and equipment rather than an outright purchase.
6
County of Elgin
Financial SeIVices - Purchasing
Policy # 2005-01
Approval Dale: March 22, 2005
Revision Date: October 25, 2005
3.15(3) Leasing is approved as an acceptable means to acquire municipal capital facilities when one or more
of the following conditions (goals) are met:
i. The municipal capital facility cannot be purchased;
ii. The lease arrangement provide financially attractive interest rates over the entire life of the
lease;
iiL The risk of obsolescence on the leased asset rests with the lessor;
iv. The leased asset has a high purchase value and is not required on an ongoing basis;
v. Short term revenues versus capital needs;
3.15(4) A by-law is required for all lease agreements with the exception of leases made in emergency
situations. These leases will be reported to Council at the first available opportunity. A bylaw is not
required for leases that are short term In nature of 120 days or less,
3.15 (5) Once each fiscal year the Director of Financial Services shall provide a report to Council outlining all
current leasing arrangements.
4.0 DISPUTE RESOLUTION
4.1 Disputes shall be resolved as follows:
i. Meeting between the bidder, the Director of the Department and the Purchasing
CowOrdinator,
ii. If (I) does not lead to a resolution, the decision can be appealed to the Director of Financial
Services and the Chief Administrative Officer,
5.0 EXCEPTIONS
5.(1) A Department may request exemption from any or all the purchasing methods outlined in this policy
by submission of a report requesting the same to County Council. Such one time exemption may be
granted by resolution.
6.0 GUARANTEES OF CONTRACT EXECUTION AND PERFORMANCE
6.(1) For all tenders valued at over $100,000, the following guarantees, bonds, certificates and insurance
must form part of the contract unless other securities are deemed appropriate as determined by the
Director.
1) Bid Bond or Bid Deposil (Certified Cheque)
2) Insurance
3) Certificate of Clearance from Ihe Workplace Safety and Insurance Board (WSIB)
4) Performance Bond valued at 100% of the amount of the Tender bid.
5) Labour and Materials Bond valued at 100% of the amount of the Tender bid.
6.(2) In addition to these requirements, the Director shall select additional appropriate means to
guarantee executlon and performance of the contract. Means may include one or more of, but are
not limited to, financial bonds, letters of credit, agreement to bond or other forms of security deposits,
provisions for liquidated damages, progress payments and holdbacks. Only those able to bind the
Corporation are authorized to execute the agreements/contracts.
7
County of Elgin
Financial Services - Purchasing
Poiicy # 2005-01
Approval Date: March 22, 2005
Revision Date: Oclober 25, 2005
6.3 Contracts valued at less than $100,000 may include guarantees at the discretion of the Director.
6.4 The Bid Bond or Bid Deposit amount shall be as specified in the following table:
Total Tender Amount Bid Deposit
Required
$100,000.01 to $250,000.00 $10,000.00
$250,000.01 to $500,000.00 $20,000.00
$500,000.01 to $1,000,000.00 $40,000.00
$1,000,000.01 to $2,000,000.00 $75,000.00
$2,000,000.01 and Over $150,000.00
Financial Services is authorized to cash and deposit any bid deposit cheques in the County's possession
which are forfeited as a result of non-compliance with the terms, conditions and/or specifications of a sealed
bid.
7.0 INSURANCE
7.1 (1) The standard insurance minimums are as follows:
$2 million - commercial general liability policy
$2 million - for each occurrence for bodily injury and property damage
$2 million - automobile liability policy
$2 million - homeowners(e.g. for rental of facilities)
$5 million - commercial generalliabiflty and automobile liability policies - for contracts exceeding
$100,000.00
$5 million - for each occurrence for bodily injury and property damage for contracts exceeding
$100,000.00
$1 million - professional errors and omissions liability
Builders Risk - the amount of the project cost
7.1 (2) Bid documents must clearly indicate insurance requirements to be provided by the successful
bidders insurance company.
7.2 Prior to commencement of work and where deemed appropriate, evidence of Insurance Coverage
satisfactory to the Director, must be obtained ensuring Indemnification of the County of Elgin from
any and all claims, demands, losses, costs or damages resulting from the performance of a
supplier's obligations under the contract.
7.3 (1) The successful bidder must furnish the County at hislher cost a ~certified copt of a liability insurance
policy covering publiC liability and property damage for no less than the minimum amounts stated in
7.1 (1) to the satisfaction of the County and in force for the entire contract period. The policy must
contain:
i. a "Cross Uabllitt clause or endorsement;
ii. an endorsement certifying that The Corporation of the County of Elgin and the successful
bidder are included as an additional named insured;
iii. an endorsement to the effect that the policy or policies will not be altered, cancelled or
allowed to lapse without thirty days prior written notice to Elgin County.
8
County of Elgin
Financial Services - Purchasing
Policy # 2005-01
Approval Date: March 22, 2005
Revision Date: October 25, 2005
7.3 (2) Contractor's Liability Insurance Policy shall not contain any exclusions of liability for damage, etc. to
property, building or land arising from;
i. the removal or weakening of support of any property, building or land whether such support
be natural or otherwise;
ii. the use of explosives for blasting;
iii. the vibration from pile driving or caisson work, provided that the minimum coverage for any
such loss or damage shall be $5,000,000.00.
8.0 EXCLUSION OF BIDDERS
8.1 EXCLUSION OF BIDDERS IN LITIGATION
8.1(1) The County may, in its absolute discretion, reject a Tender or Proposal submitted by the bidder if the
bidder, or any officer or director of the bidder is or has been engaged, either directly or indirectly
through another corporation, in a legal action against the County, its elected or appointed officers
and employees in relation to:
i. any other contract or services; or
ii. any matter arising from the County's exercise of its powers, duties, or functions.
8.1 (2) In determining whether or not to reject a quotation, tender or proposal under this clause, the County
will consider whether the litigation is likely to affect the bidder's ability to work with the County, its
consultants and representatives, and whether the County's experience with the bidder indicates that
the County is likely to incur increased staff and legal costs in the administration of the contract if it Is
awarded to the bidder.
8.2 EXCLUSION OF BIDDERS DUE TO POOR PERFORMANCE
8.2(1) The Director shall document evidence and advise Financial Services in writing where the
performance of a supplier has been unsatisfactory in terms of failure to meet contract specifications,
terms and conditions or for Health and Safety violations. The Financial Services Department shall
centralize the information for future reference.
'8.2- - - The -l5irector-o(Flnan-cTal-Se-rVices mav~ In-co-nsuttatTon- with the- County -solicitor. al place - - - --
the supplier on a two vear probation to closelv monitor future work or b) put Ihe supplier on
Deleted: 8.2(2) The Dlreclorof
Financial Services may, In
consullaUon with the County Solicitor,
prohibit an unsatisfactory supplier
notice that all future bids may result in non award of a contract for a maximum of three from bkldlng on future contraclsfora
RE~6F GCf615S - - - - - - - - - - - -- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -',,-: - i ~::e::u;tothreeyears.
"i Formatted: Font: 11 pt
9.0
9.(1)
The Director or designate shall,
i. arrange for prompt inspection of goods on receipt to confirm conformance with the terms of
the contract, and
inform the Purchasing Co-Ordinator immediately of any discrepancies.
ii.
10.0 REPORTING TO SENIOR MANAGEMENT TEAM AND COUNTY COUNCIL
10.(1) The Director of Financial Services or designate shall submit to the Senior Management Team and
County Council an information report (semi-annually) containing the details relevant to the exercise
of delegated authority for all contracts awarded that exceed $5,000.00 including amendments and
renewals. The Director of Financial Services shall certify in the report that the awards are in
compliance with the Purchasing Policy.
9
12.1(1) Advertising for Quotations, Tenders or Proposals estimated to exceed $50,000.00
excluding taxes and freight mav1b_e_pJ~~p jl! ~1119~1 iI~'!Y~~a2~~s_ h_aYLn.9_8JDiDLfl!uJrl ~iI~!aJiQI! Qt _ _ _ - --{ Deleted: shan
4000 at the discretion of the DirectOl;_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ - - i Deleled:.
12.1 (2) In compliance wilh trade laws, purchases In excess of $50,000.00 shall also be posted on the
County web sile and the Ontario Public Buvers Association (OPBAl web site to ensure
access to all vendors across Canada. Bid documents of a lesser amount mav also be
posted on the Countv and OPBA websites'L __ __ __ __ __ __ _ _ __ _ _ _ __ _ _ _ _ __ __ __ _ __ _ --
County of Elgin
Financial Services - Purchasing
Policy # 2005-01
Approval Date: March 22, 2005
Revision Date: October 25, 2005
11.0 ACCESS TO INFORMATION
11.(1) The disclosure of information received relevant to the issue of bid solicitations or the award of
contracts emanating from bid solicitations shall be made by the appropriate officers In accordance
with the provisions ofthe Municipal Freedom of Information and Privacy Act., R.S.O. 1990, as
amended.
11.(2) All records and information pertaining to tenders, proposals and other sealed bids, which reveal a
trade secret or scientific, technical, commercial, financial or other labour relations information,
supplied in confidence implicitly or explicitly, shall remain confidential if the disclosure could
reasonably be expected to:
i. prejudice significantly the competitive position or interfere significantly with the contractual or
other negotiations of a person, group of persons, or organizations;
ii. result In similar information no longer being supplied to the County where it is in the public
interest that similar information continue to be so supplied;
iii. result In undue loss or gain to any person, group, committee or financial institution or
agency; or
iv. result in information whose disclosure could reasonably be expected to be injurious to the
financial interests of the County.
12.0 ADVERTISING
12.2
Contracts estimated to exceed $100,000 in value may also be advertised in the London Free Press~_
,
13.0 RETENTION OF DOCUMENTATION
13.1 (1) All background information, information submitted by vendors, and any other relevant information
involved in obtaining prices for goods and services shall be retained for the entire budget year and
six (6) years in records retention.
13.1 (2) All background information, information submitted by successful vendor, resulting in a contract or
agreement shall be retained for a minimum of twenty (20) years in record retention.
10
Deleted: to ensure access to all
vendors across Canada. BId
documents of a klsser amount may
also be posted on the County web
site.
Deleted: and/or a trade paper at the
discretion of the Director.
County 01 Elgin
Financial Services - Purchasing
Policy # 200S.01
Approvai Date: March 22, 200S
Revision Date: October 2S, 200S
APPENDIX A
LEVELS OF CONTRACT APPROVAL AUTHORITY
Note: Sales taxes, excise taxes, goods and service taxes and duties shall be excluded in determining the
price of a contract for the supply of goods or services for the purpose of the relationship of the price to the
pre-authorized expenditure limit.
In the case of multi-year supply and/or service contracts, the pre-authorized expenditure limit shall refer to
the estimated annual expenditure under the contract.
IN~t!i$ic< Sotire.>,
$S,OOO or No formal quotes required. Purchases made No report to
less Director. Iromthe Council required.
competitive
market Dlace.
Greater Informal Quotations (3 quotes 3 written quotes No Report to
than $S,OOO required - written) or Direct Director. to be obtained. Council required
but less negotiation as a result of Single if within 10% of
than or Sole Source. the approved
$SO,OOO budoet allocation.
C reater Formal Quotations (3 written Director and Director Advertls,l'l ~~caL_ ~,,_~eJl!>rtj~ _ __
t an quotes required) of Financial Services paper.1:QQ~u_n!y_ __ Council required
$ 0,000 but web site and IfWlthln -a-pproved-
1 ss than Ontario Public budget.
$ 00,000 Buvers website.
reater ReQuest for Tender Advertis,_o,,_ _ _ _ _
t an County Council Countv web,eLt~,__ 1<:OPQa [0= c;QU:n:crr =
$ 00,000 iocai paper,and
Ontario Public
Buvers web site.
Less than ReQuest for Prooosal Director and Director Advertise on No Report to
'1'"00 In place of a Tender or of Financial Services. County web,slte"_ Council required
Quotation when goods and The evaluation criteria ,a_d.Y~r.!i~~ Ln JQ~l~ TfWitT'lfn -a-pprovea
services cannot be specifically and process shall be paper. and budget allocafion~-
stipulated or when alternative approved by the Ontario Pubilc
methods are being sought to Director prior to Buvers web site.
perform certain functions or issuance of the -------------
services. Reouest lor ProDosal.
Greater ReQuest for Prooosal County Council Advertise on Report to Council.
r The evaluation criteria and Countv web,eLt~,_ _ ------------ -
$ 0,000 process shall be approved by local paper and
Council resolution prior to the Ontario Public
issuance of the Request for Buvers website_ ------------
Proposal. When the preferred
proposal i) Exceeds the
approved budget appropriation
and/or ill exceeds $SO,OOO.OO,
the Director shall submit a report
to Council for direction.
11
- -.-{ Deleted: ed
- --I Deleted: and
-. -. i Deleted: on
_ - ~ Deleted: .
- - Deleted: ed
- - i Deleted:
_ - Deleted: may advertise In regional
andlor trade paper.
- -.-{ Deleted:
-:. --I Deleted: may
Deleted: andfor regional, andlor
trade
- - -{ Deleted: .
- - i Deleted:
Deleted: and regional, andlortrade
paper
County of Elgin
Financial Services - Purchasing
Polley # 2005-01
Approval Date: March 22, 2005
Revision Date: October 25, 2005
APPENDIX B
GOODS AND SERVICES NOT SUBJECT TO THIS POLICY
1. Petty Cash Items
2. Training and Education including:
i. Conferences
n. Courses
m. Conventions
iv. Magazines
v. Memberships
vi. Periodicals
vii. Seminars
viii. Staff Development
ix. Staff Workshops
x. Staff Relations
3. Refundable Employee Expenses including:
i. Cash Advances
ii. Meal Allowances
iii. Travel Expenses
iv, Accommodation
4. Employer's General Expenses including:
i. Payroll Deduction Remittances
ii. Medicals
iii. Insurance Premiums
iv. Tax Remittances
5. Licenses, certificates.
6. Ongoing maintenance for existing computer hardware and software.
7. Professional and skilled services provided to individuals as part of approved programs within the
Corporation including but not limited to medical services, counseling services.
8. Consulting Services (up to $100,000) where a previously retained firm has provided similar services
or has an intimate knowledge of the project and it would be beneficial to have that same firm provide
new or extended services.
9. Other Professional and Special Services up to $100,000 including:
L Additional non~recurring Accounting and Auditing Services
ii. Legal Services
iii. Banking Services where covered by agreements
iv. Public Debenture Sales
v. Group Benefits
vi. Realty Services regarding the Lease, Acquisition, Demolition, Sale of Land and Appraisal of
Land.
12
County of Elgin
Financial Services - Purchasing
Policy # 2005-01
Approval Date: March 22, 2005
Revision Date: October 25, 2005
APPENDIX "C"
IRREGULARITIES CONTAINED IN BIDS
:',!,!' rv. ::'!:'!:: '!'!''!'!ii,!ii '!ii '!''! GYYii
Late Bids Automatic rejection, not read publicly and returned
unooened to the bidder.
Unsealed Envelooes Automatic Rejection.
.1
.1
Incomplete, illegible or obscure bids or bids which May be rejected as informal.
contain additions not called fOf, erasures,
alterations, errors or irregularities of any kind.
Bids not comnleted in Ink. Automatic Reiectlon.
Documents, in which all necessary Addenda have Automatic Rejection.
not been acknowledaed.
Failure to attend mandatory site visit. Automatic Rejection.
Bids received on documents other than those Automatic Rejection,
orovided bv the Countv of Elgin.
Fpilure to insert the Tenderer's business name inT__ ~~~~~~QF~~9lio~~~~__________________~~
spaces provided in the Form of Tender.
Failure to include signature of the person Automatic Rejection.
authorized to bind the Tenderer in the space
provided in the Form of Tender.
Conditions placed by the Tenderer on the Total Automatic Rejection
Contracl Price.
Bids Containing Minor Mathematical Errors a) If the amount tendered for a unit price item does
not agree with the extension of the estimated
quantity and the tendered unit price, or if the
extension has not been made, the unit price shall
govern and the total price shall be corrected
accordingly.
b) If both the unit price and the total price are left
blank, then both shall be considered as zero.
c) 11 the unit price is left blank but a total price is
shown for the item, the unit price shall be
established by dividing the total price by the
estimated quantity.
d) If the total price is left blank for a lump sum item, it
shall be considered zero.
e) If the Tender contains an error in addition and/or
subtraction and/or transcription in the aooroved
tender documentation format reauested n.e. not
the additional suooortina documentation suoolied)'
the error shall be corrected and the corrected total
contract price shall govern.
D Tenders containing prices which appear to be so
unbalanced as to likely affect the interest of the
County adversely may be rejected.
_ _ - Deleted: Insufficient Financial
-', Security (No Bid Deposit or
...." " Insufficient Bid Deposit)
" ,
\ " i Deleted: Automatic Rejection.
, ,
\ Deleted: Failure to Insert the name
\ of the Bonding Company In the space
\ provided In the Form of Tender.
t Deleted: Automatic ReJection.
_ _ _ _ - -{ Deleted: one of the two
't _ _ _ _ _ _ _ ____ _ ___ _ ___~~ _ _ _ _ _ _______ _ ___ - --{ Deleted: 11
13
County of Elgin
Financial Services - Purchasing
Poiicy # 2005-01
Approvai Date: March 22, 2005
Revision Date: October 25, 2005
APPENDIX "C"
IRREGULARiTIES CONTAINED IN BIDS
d Securit
a Insufficient Financiai Securi no bid
d osit or insufficient bid de os it
b Failure to insert name of bond in com an
c Si nature of bidder andlor bond in
c m an missin when bid bond re uested
reement to rovide Performance Securit is
n t rovided or is not in the form s ecified.
rt bids ail items not bid
ithdrawal of Bids
T e Bids
Automatic Reiection
Automatic Reiection
Automatic Reiection.
Automatic Reiection.
Automatic Reiection uniess ailowed for in the
re uest.
Withdrawal of bids received after the c10sinq time
wiil not be ailowed.
The desiqnated official mav use one of the
foilowinq methods of dealinq with tie bids. based
upon the specific situation:
* use a coin toss to select a recommended bid.
* request the tie bidders to submit new bids.
* ne otiate with the tied bidders to break the tie.
14
County of Elgin
Financial Services - Purchasing
Policy # 2005-01
Approval Date: March 22, 2005
Revision Date: October 25, 2005
APPENDIX "0"
DEFINITIONS
In this policy, unless a contrary intention appears:
~Agreemenf means a formal written legal agreement or contract for the supply of goods,
services, equipment or construction;
~Blanket Order" shaH mean the agreement wherein a vendor will sell certain items to the County
for an agreed period of time with established terms and conditions;
~Bid" shall mean a submission from a prospective vendor in response to a request for the
purchase of goods or services issued by the County;
~Bid Deposit" shall mean a financial guarantee to ensure the successful bidder will enter into an
agreement;
"Contract" means any formal or deliberate written agreement for the purchase of goods,
services, equipment or construction;
UContract Record~ is a document which outlines the terms and conditions of the agreement;
UCouncW shall mean the Municipal Council of the Corporation of the County of Elgin;
UDeclaration Respecting Workers' Compensation Act, R.S.O. 1990/Corporatlon Tax Act"
"Certificate of Clearance" means a declaration that a bidder has paid all assessments or
compensation payable and has otherwise complied with all requirements of the Workplace
Safety and Insurance Board and that the bidder has paid all taxes and/or penalties imposed
on it pursuant to the Corporation Tax Act, R.S.O. 1990;
UDirector" refers to a head of a department operating within the County of Elgin being
responsible for: Administrative Services, Library Services, Financial Services, Engineering
Services, Information Technology, Terrace Lodge, Elgin Manor, Bobier Villa, Human
Resources;
UEmergency" means an occurrence resulting from an unforeseen action or consequence of an
unforeseen event, {trigger event)which must be remedied on a time sensitive basis to avoid
a material financial risk, serious delays, injury, further damage or to restore or maintain
services;
"Executed Agreemene means a form of agreement, either incorporated in the bid documents or
prepared by the County, to be executed by the successful bidder and the County;
"Goods and Services" includes supplles, materials and equipment of every kind required to be
used to carry out the operations of a department;
Uln-House Bids" also known as UManaged Bids" shall mean that during the Public Procurement
Process, an agency within the Corporation of the County of Elgin is not permitted to submit a
bid.
"Insurance Documents" shall mean certified documents issued by an insurance company
licensed to operate by the Government of Canada or the Province of Ontario certifying that
the bidder is insured in accordance with the County's insurance requirements as contained
in the bid documents;
15
County of Elgin
Financial Services - Purchasing
Policy # 2005-01
Approval Date: March 22, 2005
Revision Date: October 25, 2005
~Irregularities Contained in Bids" is defined in Appendix C and include the appropriate
response to those irregularities;
"Labour and Material Bond" means a bond issued by a surety company on the County of Elgin
standard Form of Bond to ensure that the contractor will pay his or her suppliers and thereby
protects the Corporation against items which might be granted to a supplier should the
contractor not make proper payments;
~Letter of Agreement to Bond" means a Jetter or other form issued by a bonding agency
licensed to operate by the Government of Canada or the Province of Ontario advising that, if
the bidder is successful the bonding agency will issue the required bonds;
"Lowest Acceptable Bid" means the lowest price submitted which meets the requirements and
specifications as set out in the bid request, minor deviations excepted;
"Normal Operating Expenditure" means expenditure of an operational recurring nature and
does not include one~time special or Capital expenditure;
"Performance Bond" means a bond issued by a surety company on the County of Elgin standard
Form of Bond executed in connection with a contract and which secures the performance
and fulfillment of the undertakings, covenants, terms, conditions and agreements contained
in the contracts;
"Procure" "Prqcurement" "Purchase" means to acquire by purchase, rental, lease or trade;
"Professional Service Supplier" means a supplier of services requiring professional skills for a
defined service requirement including,
i. Architects, auditors, engineers, designers, management and financial consultants;
ii. Firms or individuals having specialized competence in environmental, planning or
other disciplines;
iii. Information TechnOlogy
"Purchasing Designate or Delegate" means a person authorized by the Director to execute the
purchase of goods and services;
"Quotation Summary Form" means a written request in an approved format and duly authorize
to obtain goods and services;
"Quotation" means a request for prices on specific goods andlor services from selected vendors
which are submitted verbally, in writing or transmitted by facsimile as specified in the
Request for Quotation;
"Request for Expression of Interese is a focused market research tool used to determine
vendor interest in a proposed procurement. It may be issued simultaneously with a Request
for Qualifications when the proposed procurement is well defined and the purchaser has
clear expectations for the procurement;
"Request for Information" is used prior to issuing a tender call as a general market research tool
to determine what products and services are available, scope out business requirements,
andlor estimate project costs;
"Request for Proposal" means a process where a need is identified, but the method by which it
will be achieved is unknown at the outset. This process allows vendors to propose solutions
or methods to arrive at the desired result;
"Sealed Bid" means a formal sealed response received as a part of a quotation, tender or
proposal;
16
County of Elgin
Financial Services - Purchasing
Poiicy # 2005-01
Approval Date: March 22, 2005
Revision Date: October 25, 2005
"Single Source" means there Is more than one source in the open market but only for reasons of
function or service one vendor is recommended for consideration of the particular goods
and/or services;
"Sole Source" means there is only one source of supply of particular goods and services;
"Supplier" means any individual or organizalion providing goods or services to the County of
Elgin including but not limited to contractors, consultants, vendors, service organizations,
etc.;
"Tender" means a sealed bid which contains an offer in writing to execute some specified
services, or to supply certain specified goods, at a certain price, in response to a publicly
advertised request for bids;
"Value Analysis" typically refers to a life cycle costing approach to valuing a given alternative,
which calculates the long-term expected impacts of implementing the particular option.
17
County of Elgin
Financial Services - Purchasing
Policy # 2005-01
Approvai Date: March 22, 2005
Revision Date: October 25, 2005
APPENDIX "E"
Guidelines for the Execution of Purchases
These guidelines are provided to assist the Director and/or designate should they choose to exercise
their authority to purchase goods or services. Guidelines are organized by objective as foHows:
Obiective 1: Coroorate Efficlencv
Purchases under this authority must be for unique Departmental requirements, and therefore not
duplicated in other Departments, such that Corporate purchasing power or standardization Is not a
factor in costing. Requirements cannot be split in order to qualify for this process.
Oblective 2: ComDetltive Process
A competitive process is undertaken whereby a minimum of 3 bids is obtained, and the lowest
compliant bid is awarded the contract. Care must be taken as to how bids are sought, bidder lists
are maintained and how competition is encouraged. Although a minimum of 3 bids Is required, an
open process without a minimum number of bids will be more competitive, and is encouraged.
Obiective 3: Ooen Process
Departmental needs are communicated to bidders, who are able to bid on goods or services they are
qualified to provide. There should be no limitation of bids to an established listing.
Objective 4: TransDarent Process
The process is undertaken based on clear definitlon of the product or service requirement, and a
clear outline of the review and criteria to be undertaken. The decision to choose the low bidder will
be based solely on the requirements as documented, the bidder document, and the application of
the review criteria. The same decision should be arrived at each time given the same set of facts,
which will facllltate the dispute resolution process.
Obiective 5: Fair Process
The process will be fair, such that no action is undertaken by the County staff to allow any given
bidder an unfair advantage. This does not however, require County action to ensure that eXisting
conditions are changed to ensure that any conversion costs from an incumbent to another supplier
are ignored in an evaluation - it is in the best interest of the County to ensure that such ~leveling of
the playing field~ is not required.
Objective 6: Insurance and Risk Manaaement
A Liability Insurance Form and WSIB Certificates of Clearance may be submitted as deemed
appropriate at the commencement of the project and periodically as the work is completed. The
Director may choose to request Performance and labour and Material Bonds for informal quotations
if it is believed to serve the County's best interest.
Obiective 7: Authorization for Pavment
Quotation Summary Form must be completed, ensuring that the appropriate account has sufficient
funds to pay for the contract.
Oblective 8: Reoortina of Items Conducted under Deleaated Authorltv
The Director of Finance shall produce a report of all purchases in excess of $5,000 carried out under
this authority, in a semi-annual reporting of contracts to Council.
Obiective 9: Standardization
In order to assist in cross training, enable multlple bidders to understand the process requirements
and ensure that legal and insurance risks are controlled, standard formats will be used for Requests
for Quotations, These forms will be updated by Financial Services as appropriate.
18
REPORT TO COUNTY COUNCIL
FROM: Sonia Beavers, Purchasing Co-Ordinator
Clayton Watters, Director, Engineering Services
DATE: May 15, 2008
SUBJECT: Monitoring of Fire Alarm Panels
Coroorate Goals Referenced:
To ensure fiscal responsibility and accountability.
Introduction:
The service agreements for monitoring the fire alarm panels will be expiring on June 30,
2008. ADT Security Systems provides the monitoring and maintenance of the fire alarm
panels at Terrace Lodge, Bobier Villa and Elgin Manor and Chubb Security Systems
monitors and maintains the fire alarm panels at the County Administration Building and
the Waste Water Treatment Plant. Intrusion Alarms for Archives, Museum and POA are
monitored by RMB Communications.
Discussion:
The agreements for monitoring the fire alarm panels were renewed with ADT Security
Services and Chubb Security Systems on July 1, 2005 with the understanding that staff
would report to Council with a recommendation on whether or not it is in the best interest
of the County to issue a Request for Quotation for Security Service.
ADT Security Systems and Chubb Security Systems were asked to provide a quote for
monitoring the fire alarm panels for a five year term commencing July 1, 2008 to June 30,
2013. A site visit was conducted at each location.
Result of Site Visit
1) ADT and Chubb brought to our attention that there has been a change in the
building code. The fire panels in each of the five locations will require parts and
labour to meet the new building code standard. There are extra costs associated
with implementing the upgrades. The upgrades are one time costs which are as
follows:
1
Costs for Uoarades
Facility Total Cost for Upgrades Company Providing
(exclusive of taxes) Monitoring and
Maintenance
Terrace Lodge $ 449.34 ADT Security Systems
(includes installation of DVACS
Line and DVACS Module/Card
Bobier Villa $ 366.25 ADT Security Svstems
Elqin Manor $ 366.25 ADT Security Svstems
Administration $ 393.04 Chubb Security Systems
Building
Waste Water $ 1,274.46 Chubb Security Systems
Treatment Plant (install high security pod and
connectto DV AC)
2) In addition, security companies are required to provide a yearly inspection and an
Underwriters' Laboratories of Canada (ULC) certificate. It is understood during the
annual inspection the Fire Inspector will be, a) checking the fire panels to ensure
the fire panels meet the new building code standards, b) that an annual
inspection by a qualified security company has been completed; c) ULC certificate is
issued and posted. The fees listed below are associated with the required yearlv
inspection and for providing a ULC certificate:
Facility
Annual Service
Charge
exclusive oftaxes)
$ 607.00
$ 272.00
$ 272.00
$ 308.85
$ 308.85
Company Providing
Monitoring and
Maintenance
ADT Securi S stems
ADT Securi S stems
ADT Securi S stems
Chubb Security
S stems
Chubb Security
S stems
Terrace Lod e
Bobier Villa
Elgin Manor
Administration Building
Waste Water Treatment Plant
3) ADT Security Systems and Chubb Security Systems prOVided a quote for
monitoring and maintaining the fire alarm panels for a five year term
commencing July 1, 2008 to June 30, 2013. The quote is listed below:
2
Facility Annual Rate to Annual Rate effective
June 30, 2008 July 1, 2008
(exclusive of taxes) (exclusive of taxes)
Terrace Lodge $ 600.00 $ 1,207.00
Bobier Villa $1,324.00 $ 1,596.00
Elgin Manor $ 600.00 $ 872.25
Administration Buildinq $ 576.00 $ 884.85
Waste Water Treatment Plant $ 576.00 $ 884.85
After the first year, the rate quoted may be subject to an annual escalating increase based
on the Canadian Consumer Price Index.
The annual fees from ADT Security Systems and Chubb Security Systems are calculated
and based on the amount of equipment leased at each location. The more equipment the
higher the annual costs of additional services such as dvacs line. When there are few or no
other customers in remote areas using dvacs lines (Bobier Villa and Terrace Lodge) then
the cost to provide service of dvacs escalates. A dvacs line is an additional dedicated
telephone line from the County owned location to ADT & Chubb Security Services. There is
a continuous signal transmitted through this line from the County location to the security
company and from the security company to the County location which confirms that the
telephone line is in good working order and therefore able to transmit an emergency
signal.
Conclusion:
The agreement for monitoring and maintaining the fire alarm panels with ADT Security
Services and Chubb Security Services expires in June 30, 2008. Staff were asked to
report to Council on whether or not it was in the best interest of the County to issue a
Request for Quotation for Security Services.
The fire panel systems are proprietary. If the County chooses to tender this service and if
the service is awarded to a company other than the current contractors, ADT and Chubb
will remove the existing equipment and the new company will need to install their
equipment.
The quote provided by ADT and Chubb seems to be fair and meets the needs of the
County. The annual fee commencing July 1, 2008 will include monitoring, maintenance,
annual inspection of fire alarm panels and the issuance of the ULC certificate for each
facility. The annual cost for this service for each facility is as follows:
Terrace Lodge $1,207.00, Bobier Villa $1,596.00, Elgin Manor $ 872.00, Administration
Building $ 884.85, Waste Water Treatment Plant $ 884.85. These totals are exclusive of
taxes.
ADT and Chubb has been providing security service to the County since 1998 and past
performance has been favourable. Consistency is also a factor that needs to be
3
considered. Therefore, the recommendation would be to continue our partnership with
ADT and Chubb Security Services for the provision of monitoring and maintaining the fire
alarm panels for the various County owned operations.
Recommendation:
THAT, the Warden and CAO be authorized and directed to sign the agreement with ADT
Security Services for monitoring and maintaining the fire alarm panels from July 1, 2008 to
June 30, 2013 for Elgin Manor, Terrace Lodge and Bobier Villa, and
THAT, the Warden and CAO be authorized and directed to sign the agreement with Chubb
Security Services for monitoring and maintaining the fire alarm panels from July 1, 2008
to June 30, 2013 for the County Administration Building and the Waste Water Treatment
Plant, and also
THAT, as long as the Procurement Policy is followed, Council authorizes staff to continue
the partnership with ADT Security Services and Chubb Security Services for monitoring
and maintaining the fire alarm panels on an ongoing basis.
Respectfully Submitted
Approved for Submission
fj~md' )
Chief Administrative Officer
~
~'E' ~~l"...-:J
S ma Beavers
Purchasing Co-Ordinator
C~J~J~
Un a Veger
Director, Financial Services
urw"'~.
Clayton Watters
Director, Engineering Services
4
REPORT TO COUNTY COUNCIL
FROM:
Linda B. Veger, Director of Financial Services
DATE:
April 18, 2008
SUBJECT:
Budget Comparison - March 31, 2008
Corporate Goal Referenced:
To ensure fiscal responsibility and accountability.
Introduction:
Attached is the budget comparison to March 31, 2008 for the County operating
departments.
Discussion:
The departmental totals are reasonable for the third month of the year. It is still early to see
any trends.
Corporate Expenditures - the insurance premium is already paid increasing the percent of
budget up to 46.74% to March 31.
Engineering - maintenance payments are made early in the year to assist the
municipalities with snow clearing thereby increasing that budget to 33.79% to March 31.
Overall the three Homes are in a positive position. The increases in revenues will start
flowing in April.
Recommendation:
THAT the report titled Budget Comparison - March 31, 2008 and dated April 18, 2008 be
received and filed.
Respectfully Submitted
Approv
ubmission
'~~A-~~
Linda B. Veger
Director of Financial Services
Mark G.
Chief Administrative Officer
COUNTY OF ELGIN
Departmental Budget
Comparisons
For The 3 Periods Ending March 31, 2008
Total YTD YTD Variance %OF
Budget Budget Actual 0 Budget
Warden & Council
Wages 197,980 49,495 45,968 3,527
Benefits 38,900 9,725 1,839 7,886
Operations 74,275 32,594 39,752 (7,158)
Total 311,155 91,814 87,559 4,255 28.14%
Administrative Services
Wages 286,923 66,853 65,243 1,610
Benefits 70,519 16,431 17,728 (1,297)
Operations 16,300 4,075 6,832 (2,757)
Total 373,742 87,359 89,803 (2,444 ) 24.03%
Financial Services
Wages 336,733 78,459 78,118 341
Benefits 79,754 18,583 20,459 (1,876)
Operations 17,332 4,333 4,659 (326)
Total 433,819 101,374 103,236 (1,862) 23.80%
Human Resources
Wages 338,486 78,867 72,020 6,847
Benefits 82,445 19,244 13,234 6,010
Operations 17,800 4,450 2,550 1,900
Total 438,731 102,561 87,804 14,757 20.01%
Administration Building
Wages 202,630 47,213 41,437 5,776
Benefits 48,848 11,382 10,707 675
Operations 123,280 30,820 14,164 16,656
Total 374,758 89,414 66,307 23,108 17.69%
Corporate Expenditures
Insurance 259,000 221,900 221,990 (90)
Telephone 35,000 8,750 8,768 (18)
Legal & Professional 162,000 40,500 22,634 17,866
Retiree Benefits 18,000 4,500 4,121 379
Other Expenditures 90,675 22,669 6,430 16,239
Total 564,675 298,319 263,943 34,376 46.74%
Engineering
Wages 274,910 64,054 59,755 4,299
Benefits 62,633 14,593 16,247 (1,653)
Operations 68,800 17,200 15,898 1,302
Maintenance 2,645,542 988,953 939,290 49,663
Total 3,051,885 1,084,801 1,031,190 53,610 33.79%
Agriculture
Fees Revenue 0 0 0 0
Operations 34,500 8,625 0 8,625
Total 34,500 8,625 0 8,625 0.00%
Elgin Manor
Revenues (4,793,451) (1,198,363) (1,188,283) (10,080)
Wages 4,385,801 1,021,892 1,004,935 16,957
Benefits 1,185,466 276,213 285,254 (9,041)
Operations 1,009,930 252,483 100,639 151,844
Total 1,787,746 352,225 202,545 149,680 11.33%
Terrace Lodge
Revenues (5,396,941 ) (1,349,235) (1,333,919) (15,316)
Wages 4,582,460 1,067,713 1,117,412 (49,699)
Benefits 1,121,433 261,294 309,996 (48,702)
Operations 1,136,675 284,169 164,323 119,846
Total 1,443,627 263,941 257,812 6,129 17.86%
Bobier Villa
Revenues (3,025,137) (756,284) (755,038) (1,246)
Wages 3,103,499 723,115 747,506 (24,391)
Benefits 722,396 168,318 186,056 (17,738)
Operations 749,653 187,413 99,084 88,330
Total 1,550,411 322,562 277,608 44,955 17.91%
Museum
Wages 102,025 23,840 27,111 (3,271)
Benefits 24,836 5,787 6,142 (355)
Operations 25,300 6,325 (4,536) 10,862
Total 152,161 35,952 28,716 7,235 18.87%
Library
Wages 1,209,766 281,875 289,998 (8,123)
Benefits 318,300 74,164 72,837 1,327
Collections 245,000 61,250 80,080 (18,830)
Operations 246,247 61,562 24,898 36,664
Total 2,019,313 478,851 467,813 11,038 23.17%
Archives
Wages 97,316 22,675 29,539 (6,864)
Benefits 24,602 5,732 6,811 (1,079)
Operations 51,800 12,950 346 12,604
Total 173,718 41,357 36,696 4,661 21.12%
Land Division
Wages 56,464 13,421 12,082 1,339
Benefits 10,260 2,401 2,726 (325)
Operations (63,000) (15,750) (13,996) (1,754)
Total 3,724 72 812 (740) 21.80%
Emergency Measures
Wages 5,460 1,272 1,272 0
Benefits 1,420 331 331 0
Operations 9,000 2,250 1,394 856
Total 15,880 3,853 2,997 856 18.87%
Information Technologies
Wages 209,365 48,782 48,513 270
Benefits 53,938 12,568 13,148 (581)
Operations 317,700 79,425 62,438 16,987
Total 581,003 140,775 124,099 16,676 21.36%
Provincial Offences
Grant (78,590) (19,648) (28,747) 9,100
Fines Revenues (850,000) (212,500) (249,676) 37,176
Shared Revenues - Municipal 494,799 0 0 0
Wages 159,687 37,207 35,927 1,281
Benefits 38,632 9,001 9,544 (542)
Operations 213,175 53,294 16,644 36,649
Total (22,297) (132,645) (216,309) 83,664 970.13%
Ambulance Services
Province of Ontario (3,551,002) (887,750) (896,627) 8,877
City of Sl. Thomas (1,433,802) (358,451 ) (319,993) (38,458)
Contractor Payments 6,940,053 1,735,013 1,642,608 92,405
Wages 70,592 16,448 16,617 (169)
Benefits 17,549 4,089 4,483 (394)
Operations 35,300 8,825 1,527 7,298
Total 2,078,690 518,174 448,615 69,559 21.58%
Collections
Revenue (461,175) (115,294) (64,854) (50,440)
Shared Revenues - Municipai 262,652 65,663 2 65,661
Wages 0 0 0 0
Benefits 0 0 0 0
Operations 180,475 45,119 2,824 42,295
Total (18,048) (4,512) (62,028) 57,516 343.69%
Tourism
Grants (82,791 ) (20,698) (6,106) (14,591)
Wages 60,281 14,045 12,921 1,124
Benefits 13,680 3,187 1,228 1,959
Operations 119,395 29,849 27,372 2,477
Total 110,565 26,384 35,415 (9,031) 32.03%
Economic Development
Grants (20,000) (5,000) 0 (5,000)
Wages 82,519 19,227 18,023 1,204
Benefits 20,524 4,782 5,873 (1,091)
Operations 174,300 43,575 (12,647) 56,222
Total 257,343 62,584 11,249 51,335 4.37%
REPORT TO COUNTY COUNCIL
FROM:
Linda B. Veger, Director of Financial Services
DATE:
April 18, 2008
SUBJECT:
Annual Budgeting - Capital
CORPORATE GOAL(S) REFERENCED:
To ensure fiscal responsibility and accountability.
INTRODUCTION:
As has been highlighted by the Engineering Department, capital needs far
outpace the annual increase in funds and staff recommends the increases
required to address the growing shortfall in the "infrastructure" deficit. Inevitably
projects are deferred to the detriment of assets requiring improvements. Given
the sheer magnitude of the funding requirements staff are challenged to provide
Council with a proposed capital budget that meets the needs of the Corporation
yet stays within a reasonable increase over the previous year
DISCUSSION:
Earlier in 2008, a report was presented outlining the capital projects that were
finalized leaving a surplus of $243,940. There are also funds remaining from the
West Lome Library fire insurance claim in the amount of $233,171 as well as a
small operations surplus of $53,710. In total, these amount to $530,821. In past
years a report would be presented suggesting a one-time project for those
surplus funds. Staff proposes a new approach to utilizing capital surplus funds as
follows:
When preparing the capital budgets, each department would be allowed up
to a 5% increase over the previous year, i.e. the Homes may be allowed
$346,500 in 2009 - a 5% increase over 2008. If there was a project in any
department that was deemed necessary and would not fit into the up to 5%
increase, those funds could be allocated from the surplus account.
As an example, Bobier Villa will require repairs to roofing in a future year at
an estimated cost of $300,000. Those funds could be drawn from the surplus
account thereby allowing the Villa to continue with other scheduled projects
that would not be affected by this large, one-time cost.
The surplus account would continue to accrue from year to year and the
balance may increase.
This will streamline the budgeting process for both staff and Council. Each
department will know the allocation well in advance and can plan accordingly.
Staff will fine tune the process to ensure it is fair to all departments.
CONCLUSION:
Staff is proposing a new process for preparing the capital budget for presentation
to Council. This process does not address the shortfall in funding roads needs.
However, it should streamline the budgeting process for all departments since
the estimated allocation for the next year can be calculated as soon as the
current year's budget is approved. The surplus account can be utilized to cover
one-time projects that cannot be accommodated within the allocation for each
department.
A capital needs study has been commissioned that will address the shortfall in
roads. Until a decision has been made by Council on the recommendations of
the capital needs study, staff recommend that the capital budget be increased
annually by a minimum of 5%.
RECOMMENDATION:
THAT each year any surplus realized from the closing of capital projects be set
aside to be utilized to fund future, one-time capital projects; and,
THAT the capital budget be increased annually by 5%.
Respectfully Submitted
Approved
~~~pV
Linda B. Veger (/
Director of Financial Services
Mark .
Chief Administrative Officer
REPORT TO COUNTY COUNCIL
FROM:
Linda B. Veger, Director of Financial Services
DATE:
April 29, 2008
SUBJECT:
Assistance to Municipalities - Assessment Appeals
CORPORATE GOAL(S) REFERENCED:
To ensure fiscal responsibility and accountability.
INTRODUCTION:
In June 2007 and again in January 2008 the Township of Southwold approached
the County for financial support relating to an assessment appeal on a large
industrial property. Council agreed and instructed staff to prepare a guideline
relating to future requests of this nature.
DISCUSSION:
At the lower tier, assessment within the municipality determines the share of
taxes each property class generates within the municipality. That assessment
determines the starting point of the tax calculation, the residential tax rate.
At the county level, assessment from each lower tier is totalled to determine the
residential rate for the entire county. A large assessment in one municipality
increases the county total thereby generating more tax dollars in one class to the
benefit of other classes in all the lower tier municipalities. If a property with a
large assessment has a successful appeal and the assessment is lowered
considerably or the class changed, the consequences will be felt by all tax
payers.
There are few properties that could have a significant effect across the county.
Those properties are in the commercial, industrial, and large industrial classes. A
decline of $15 million of assessment in the large industrial class would shift
approximately $250,000 in county taxes to other classes.
The following guidelines are suggested to assist in determining whether or not
the county should financially assist with assessment appeals:
. Assistance for consulting fees relating to assessment appeals on
properties in the commercial, industrial, and large industrial classes will be
considered.
· Assistance will be considered on properties having total annual taxes,
before capping, of a minimum of $100,000. Total taxes include county,
lower tier, and school board.
. Maximum financial assistance per municipality - 50% of the consulting
fees up to a maximum of $5,000 per property.
CONCLUSION:
A number of large properties in the county are appealing their assessments. The
lower tier municipalities are attempting to protect their assessment base by
utilizing firms that specialize in defending those appeals. The municipalities are
now approaching the county for financial assistance. Council may wish to utilize
the above guidelines in determining whether or not to provide financiai
assistance.
RECOMMENDATION:
THAT the guidelines as set out in the report titled Assistance to Municipalities -
Assessment Appeals from the Director of Financial Services and dated April 29,
2008 be approved; and,
THAT the effective date of these guidelines be January 1, 2008.
Respectfully Submitted
~'S"bml"IO~_~
Mark G~altJ
Chief Administrative Officer
$c4c~~/<--/
Linda B. Veger
Director of Financial Services
REPORT TO COUNTY COUNCIL
FROM:
Brian Masschaele, Manager of Cultural Services
Clayton Watters, Director of Engineering Services
DATE:
May 13, 2008
SUBJECT:
Council Pictures Project - status report
CORPORATE GOAL'S) REFERENCED:
To ensure fiscal responsibility and accountability;
To promote cultural services.
INTRODUCTION:
Council authorized a new display system for County Council photographs in
September 2007. This report informs Council that the pictures have been
produced and are awaiting installation. This report also outlines options for
hanging these pictures in light of the presence of asbestos in the walls adjacent
to Council Chambers.
DISCUSSION:
The re-framing of County Council pictures is now complete and the pictures are
ready to be re-hung in the hallway adjacent to the Council Chamber. The total
cost of the project was approximately $11 ,500. Staff have informed Engineering
Services that a total of 137 framed pictures and textual panels need to be re-
hung according to a plan that would see them run along the walls on both sides
of the hallway adjacent to the Council Chamber while at the same time ensuring
that all existing plaques on these walls remain in a prominent location.
Engineering Services staff have since been informed that the plaster in these
walls contain traces of asbestos which cannot be disturbed without an abatement
or removal process as a result of Ontario regulation 278/05 passed in November
2007. If the walls are to be drilled, one option is to have a certified company
hang the pictures during off-hours with equipment that will remove any exposure
to contaminants created while this drilling is taking place, the cost for which is
estimated to be $24,000. Another option is to remove the plaster in the hallway
altogether and replace with drywall, the cost for which is estimated to be $42,000
plus the costs of drywall. The latter option will also cause serious disruptions in
the building and result in a considerable delay.
Staff have experimented with a third option that is equally, if not more effective
that will result in major cost savings. Artist's grade velcro can be placed on the
walls and back of the photos to secure the pictures, meaning that no drilling will
be required, thereby eliminating the need for an abatement process. The costs
for an adequate supply of velcro is estimated to be $300 which means this
project will be well within the $15,000 approved back for this project in
September 2007.
For Council's information, staff have completed an experiment on this option and
have found the pictures to be very secure. In fact, the velcro makes it less likely
that the pictures can be removed or moved by the public than simply hanging
them, an important consideration when court is in session given the traffic in the
hallway.
CONCLUSION:
This report recommends that County Council pictures be hung in the hallways
adjacent to Council Chambers using velcro given that this is a much more cost-
effective and secure solution in light of confirmation that these walls do contain
traces of asbestos.
RECOMMENDATION:
THAT staff proceed with hanging County Council photographs in the hallways
adjacent to Council Chambers using artist's grade velcro strips.
4i~
Brian Masschaele
Manager of Cultural Services
Approved f
Mark G. c
Chief Administrative Officer
fOr< ~
Clayton W tiers
Director of Engineering Services
REPORT TO COUNTY COUNCIL
FROM:
Cathy Bishop, Director of Cultural Services
Mike Baker, Curator, Elgin County Museum
DATE:
May 13, 2008
SUBJECT:
Museum Hours of Operation
CORPORATE GOAL/S) REFERENCED:
To promote cultural services
To forge community partnerships
INTRODUCTION:
Since opening, the Elgin County Museum has maintained public hours every day
between Tuesday and Saturday from 10 to 4 pm and until 7 pm on Thursdays.
After nearly 18 months of operation less than 10 visitors have come to the
museum during the extended Thursday hours of 4 to 7 pm, less than one person
per month. Weekly visitation now averages 20 people for the entire week. This
report proposes that Thursday evening hours be cancelled and that other options
be explored to increase visitation, including Sunday hours during July and
August.
DISCUSSION:
The museum intends to develop closer links with prospective user groups
including youth groups who may wish to visit during other operating hours.
Rather than allocate one specific time for visits - the original purpose of
establishing Thursday evening hours - bookings will be made for times requested
by the groups whenever it is most convenient for the group and staff within
existing hours. Over the past 6 months, three requests for tours have been
accommodated with a total visitation of over 50. It is expected that by allowing
groups to book tours, visitation will actually improve while still keeping total
exhibit room hours at 30 per week in non-summer months, only a slight reduction
from the current number of 33 hours.
The museum is also proposing to open Sundays during July and August on a trial
basis this year in order to compensate for the slight reduction of exhibit room
hours throughout the rest of year. Many of the other museums in Elgin County
are open Sundays during the summer and record reasonable numbers of visitors
on that day. By opening on Sundays for two months during the summer, the
museum will be able to take advantage of an existing market as well as
contributing to the range of attractions available to visitors to the County. In 2008,
the hours will be staffed by the curator who will compile, through questionnaires
and live interaction, a profile of the typical Sunday visitor. Promotional pieces
planned for the summer will be amended to include the additional hours.
Regardless of the event or time of year, Council can be assured that there will be
appropriate staff coverage at no additional cost which will be scheduled well in
advance in order to create a balanced work schedule.
For council's information this plan has been reviewed and endorsed by the Elgin
County Museum Advisory Committee.
CONCLUSION:
Because visitors have not availed themselves of the extended Thursday hours,
other means by which increased visitation can be achieved have been
developed. Discontinuing the extended hours in favour of developing links with
potential user groups to better understand and serve their needs along with
opening Sundays on a trial basis during July and August of this year is proposed.
This plan ensures that the museum is open to the public at almost the same
number of hours as it is currently while positioning those hours in a much more
strategic way to increase visitorship and create opportunities for programming
and tours.
RECOMMENDATION:
THAT the Elgin County Museum's public hours be amended to the following
schedule:
September to June: Tuesday to Saturday, 10:00 am - 4-00 pm;
July and August: Tuesday to Sunday, 10:00 - 4:00 pm.
Respectfully Submitted
Approved fo
'ssion
Cu,~~
Cathy Bish6p
Director of Cultural Services
Mark G. McDonald
Chief Administrative Officer
~
Mike Baker
Curator, Elgin County Museum
REPORT TO COUNTY COUNCIL
FROM:
Pat Vandevenne
Director of Seniors Services, Bobier Villa
DATE:
May 14, 2008
SUBJECT:
Bobier Villa's Annual Compliance Review
CORPORATE GOAL(Sl REFERENCED:
1. To nurture and support dignified long-term care
2. To be recognized as a desired employer
3. To promote Elgin as "The Place to Live"
4. To forge community partnerships
5. To provide innovative and collaborative quality service
INTRODUCTION:
Each year, all Long Term Care Homes throughout the province participate in an
Annual Compliance Review. Bobier Villa participated in the annual review from
April 15 to April 17, 2008.
DISCUSSION:
Carol Alexander, Compliance Advisor from the Minist~ of Health and Long Term
Care, arrived unannounced at Bobier Villa on April15t ,2008. Through the next
three days, she reviewed the entire operation of the Bobier Villa, using the Long
Term Care Standards as her measurement tool.
CONCLUSION:
Carol Alexander completed her review of Bobier Villa on April 17, 2008. As all
staff have a keen interest in the results of the review, Carol did provide an exit
meeting. Over twenty-five staff were in attendance. She reported to the team
that no unmet standards were found.
RECOMMENDATION:
THAT the Warden and Council send a letter to the staff of Bobier Villa
congratulating them for their efforts on behalf of the residents and County to
ensure that Bobier Villa met all the compliance standards; and,
THAT the report "Bobier Villa's Compliance Review" dated May 14, 2008
presented by the Director of Seniors Services BN be received and filed.
Respectfully Submitted
Approved for Submission
!2- Lt/Y),,^, '< "GroL<J
Pat Vandevenne
Director of Seniors Services, Bobier Villa
Ma onald
Chief Adminls
CORRESPONDENCE - Mav 27.2008
Items for Consideration
1. Dianne Wilson, Co-Secretary, Joint Elgin/Central Elgin Accessibility Advisory
Committee, supporting the resolution of the City of Port Colborne seeking provincial
assistance for the financial burden imposed by O.Reg. 429/07 (Accessibility Standards
for Customer Service). (ATTACHED)
2. Norma Schnekenburger, Chair, West Elgin Citizens' Group for Rural Education,
regarding their concerns that the Thames Valley District School Board is unfairly
targeting rural schools for closure. (ATTACHED)
_ ._. ;-<""O;:~"i.'i. f.'."<"-"~W'-'-1l..
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JOINT ELGIN/CENTRAL ELGIN
ACCESSIBILITY ADVISORY COMMITTEE
MIW - 7 2008
May 6th, 2008
Sylvia Hofhuis
Warden
County of Elgin
450 Sunset Drive
Sl. Thomas, ON
N5R 5V1
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Dear Warden Hofhuis:
Re: Provincial Funding to Offset Municipal Costs Relating to Compliance with O.Reg. 429/07
Please be advised that the Joint Elgin/Central Elgin Accessibility Advisory Committee (JAAC)
discussed the attached correspondence from the City of Port Colborne respecting OReg. 429/07
(Accessibility Standards for Customer Service) at their recent meeting dated Wednesday, April
30th, 2008,
The Committee supported the position of the City of Port Colborne and agreed that there is a need
for financial assistance from the provincial level so that the financial burden imposed by OReg
429/07 is fairly shared by all the residents of Ontario.
The following resolution was passed by the Committee members:
THAT: The Joint Elgin/Central Elgin Accessibility Advisory Committee support the correspondence
received from The City of Port Colborne seeking Provincial Funding to Offset Municipal Costs
Relating to Compliance with OReg 429/07;
AND FURTHER THAT: A copy of this resolution be circulated to the respective Councils for the
County of Elgin and the Municipality of Central Elgin for their consideration and support.
CARRIED,
Yours truly,
~:J~~
Dianne Wilson
Co-Secretary
Joint Elgin/Central Elgin Accessibility Advisory Committee
c.c. S, Hofhuis, Mayor, The Municipality of Central Elgin
C, Aicken, Co-Secretary, Joint Elgin/Central Elgin Accessibility Advisory Committee (JAAC)
Attach.
~
.. .cRl::..
PORT COLBOI\NE
CITY OF PORT COLBORNE
66 CHARLOTTE STREET
PORT COLBORNE, ON L3K 3C8
March 2711',2008.
Municipalities of Ontario
Dear Councils:
City of Port Colborne Resolution Re Provincial Funding to
Offset Municipal Costs Relating to Compliance with O.Reg. 429/07
At its meeting of March 25th, 2008, the Council of the Corporation of the City of Port Colbome
resolved as follows:
WHEREAS Ontario Regulation 429/07 under the Accessibility for Ontarians with Disabilities
Act, 2005 establishes accessibility standards for customer services which apply to every
designated public sector organization, including municipalities, and others that provide goods or
services to members of the public or other third parties;
AND WHEREAS designated public sector organizations, including municipalities, must comply
with the accessibility standards established by O.Reg. 429/07 by January 1, 2010;
AND WHEREAS, in order to comply with O.Reg. 429/07, public sector organizations,
including municipalities must by January 1, 2010 establish policies, practices and procedures
governing the provision of their goods or services to persons with disabilities in a manner that
respects the dignity and independence of persons with disabilities; enables persons with
disabilities to obtain use or benefit from the goods or services; and gives persons with disabilities
equal oppOliunity to obtain, use and benefit from the goods or services;
AND WHEREAS, in order to comply with O.Reg. 429/07, public sector organizations,
including municipalities, must by Janumy I, 20 I 0 prepare document(s) describing such policies,
practices and procedures and make available a copy of any such document( s) free of charge;
AND WHEREAS, in order to comply with O.Reg. 429/07, public sector organizations,
including municipalities, must by January 1, 2010 prepare document(s) that set out the steps to be
taken in connection with the tempormy disruption of the provision of goods and services to
persons with disabilities and the giving of notice in connection with such disruption of service;
AND WHEREAS, in order to comply with O.Reg. 429/07, evelY provider of goods or services,
including municipalities, must ensure that every person who deals with members of the public or
pmiicipates in developing the provider=s policies, practices and procedures receives training
about the provision of its goods or services to persons with disabilities and maintain records of
such training and provide such training on an ongoing basis;
AND WHEREAS the Council of the City OfPOli Colbome supports the objectives of Ontario
Regulation 429/07 and believes that persons with disabilities have a right to equal oppoliunity to
attain the same level of performance or to enjoy the same level of benefits and privileges
experienced by persons without disabilities;
...2
-2-
AND WHEREAS the Council of the City of Port Colborne believes that the requirement that the
provisions ofO.Reg. 429/07 be implemented at the municipal rather than provincial level
imposes an inequitable per capita financial burden on small municipalities and other public
sector organizations;
NOW THEREFORE BE IT RESOLVED THAT:
1) The Council of the Corporation of the City of Port Colborne call upon the Association of
Municipalities of Ontario to petition for and work with the Province of Ontario on the
development and provision of a proper and fair provincial funding mechanism to assist
municipalities and other provincially funded public sector organizations in complying with
the provisions of O.Reg. 429/07 so that the financial burden imposed by the Regulation is
fairly shared by all the residents of Ontario;
2) That all municipalities in Ontario be requested to support this resolution and to advise
A.M.O. and their relevant provincial representatives accordingly;
3) That P. Kormos, M.P.P. be so advised.
The above noted resolution is being circulated to all municipalities in Ontario and your
favourable consideration of Council's request for SUppOlt would be greatly appreciated.
Janet Beckett
City Clerk.
City ofPort Colbome
DISCLAIMER
This material is provided under contract as a paid service by the originating organization and does not necessarily renect the view or
positions of the Association of Municipalities of Ontario (AMO), its subsidiary companIes, officers, directors or agents.
Telephone: (905) 835-2900
Email: ianbeckett01citv.portcolborne.on.ca
Fax: (905) 834-5746
West Elgin
Citizens' Group for Rural Education
April 16, 2008
Jim McIntyre, Chair
Rural Initiatives Committee
County of Elgin
450 Sunset Drive
St. llhomas, O~
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Dear Mr. McIntyre,
The Citizens' Group for Rural Education is concerned that the administration
of TVDSB & the board itself are unfaidy targeting rural schools for closure.
An analysis of their statistics of October 2007-08 substantiates that the
vacancy rate is much more an urban problem than a rural one. This analysis
shows the following:
1. empty spaces: London 7301.86; counties 4306.18;
2. occupancy rate: London 85.47%; counties 93.39%.
In addition, recent studies show that by 2018-19 the decline in London will
be more than double that of the counties.
We are all well aware ofthe catastrophic effects ofthe closure ofa school in
a rural community. We hope that Elgin County Council can support us in
some tangible way to prevent this.
We appreciated the time you devoted to this issue at the meeting of April 4,
2008.
Sincerely,
~
~Olma Schnekenburger, Chair
225521lalbot Line
R. R. # 3, Rodney, O~
~OL 2CO
Sustaining COllllllllllities through Comnullli(l'-bIlSed, RUI'I/I Schools
CORRESPONDENCE - May 27, 2008
Items for Information (Consent AClenda)
1. Raven & Shaw, Chartered Accountants, with the Auditors' Report for the Elgin St.
Thomas Health Unit Financial Statements Year Ended December 31,2007.
(ATTACHED)
2. Peter Van Loan, Leader of the Government in the House of Commons and Minister
for Democratic Reform, acknowledging Council's support of the Niagara Region's
resolution concerning Bill C-22, fair representation in the House of Commons.
(ATTACHED)
3. Steve Peters, M.P.P., Elgin-Middlesex-London, with copy of correspondence to the
Hon. Donna Cansfield, Minister of Natural Resources, concerning a Sparta resident's
ongoing concern about erosion along the north shore of Lake Erie. (ATTACHED)
4. Pat Shantz, Administrative Assistant, Office of the Mayor/CAO, City of Stratford, with
an invitation to Civic Night on June 26, 2008, for the Stratford Festival performance of
"Cabaret". (ATTACHED)
ELGIN ST. THOMAS HEALTH UNIT
Financial Statements
Year Ended December 31, 2007
and Auditors' Report to the Board of Health,
Members of Council, Inhabitants and Ratepayers ofthe
participating municipalities of the County of Elgin and the
City of St. Thomas
RAVEN&SHAWLLP
Chartered Accountants
204-460 Wellington Street
St. Thomas, ON N5R 6H9
Telephone: (519) 631-8250
Telephone: (519) 637-3500
Facsimile: (519) 631-8919
AUDITORS' REPORT
To the Board of Health, Members of Council,
Inhabitants and Ratepayers of the participating
municipalities of the County of Elgin and
the City of St. Thomas:
We have audited the statement of financial position of the Elgin St. Thomas Health Unit as at
December 31, 2007 and the statements of financial activities and cash flows for the year then ended.
These financial statements are the responsibility of the Health Unit's management. Our
responsibility is to express an opinion on these financial statements based on our audit.
We conducted our audit in accordance with Canadian generally accepted auditing standards. Those
standards require that we plan and perform an audit to obtain reasonable assurance whether the
financial statements are free of material misstatement. An audit includes examining, on a test basis,
evidence supporting the amounts and disclosures in the financial statements. An audit also includes
assessing the accounting principles used and significant estimates made by management, as well as
evaluating the overall financial statement presentation.
In our opinion, these financial statements present fairly, in all material respects, the financial position
of the Elgin St. Thomas Health Unit as at December 31,2007 and the results of its operations and
cash flows for the year then ended in accordance with the accounting principles disclosed in note I
to the financial statements.
k~1/
Chartered Accountants
Licensed Public Accountants
March 6, 2008
- I -
ELGIN ST. THOMAS HEALTH UNIT
STATEMENT OF FINANCIAL POSITION
DECEMBER 31. 2007
2007 2006
FINANCIAL ASSETS
Cash $1,365,519 $1,428,814
Accounts receivable 142,760 33,589
Other assets 15.539 15.130
$1.523.818 $1.477.533
LIABILITIES
Accounts payable and accmed liabilities
Due to Province of Ontario
$ 551,540
598.307
$ 587,025
454.704
1.149.847
1.041.729
FUND BALANCES
Reserve - contingencies
Surplus
255,316
118.655
232,168
203.636
373.971 435.804
$1.523.818 $1.477.533
Approved by the ~oard: 0
:=:-() (/'
.. . . . .~.~~Member
~I
............ ...................................... Member
The accompanying notes are an integral part of these financial statements.
-2-
ELGIN ST. THOMAS HEALTH UNIT
STATEMENT OF FINANCIAL ACTIVITIES
YEAR ENDED DECEMBER 31. 2007
2007 2006
REVENUES
Operating grants
Municipal
County of Elgin $ 754,879 $1,054,453
City of St. Thomas 524.579 732.756
1,279,458 1,787,209
Province of Ontario (Note 2) 4.963.071 4.666.081
Total operating grants 6.242.529 6.453 .290
Other
Rentals 60,525 59,180
Interest 46,921 41,177
Other fees and recoveries 38,853 32,971
West Nile Virus - municipal contributions 21,859 21,053
Clinics 15.320 13.282
Total other revenues 183.478 167.663
TOTAL REVENUES 6,426,007 6,620,953
EXPENDITURES-SCHEDULE 6.307.352 6.417.317
NET REVENUES FOR THE YEAR 118,655 203,636
SURPLUS, BEGINNING OF YEAR 203,636 169,915
TRANSFERS OF SURPLUS (Note 4) (203.636) (169.915)
SURPLUS, END OF YEAR $ 118.655 $ 203.636
The accompanying notes are an integral part of these financial statements.
- 3 -
ELGIN ST. THOMAS HEALTH UNIT
STATEMENT OF CASH FLOWS
YEAR ENDED DECEMBER 31. 2007
2007 2006
OPERATING ACTIVITIES
Excess of revenues over expenditures $ 118,655 $ 203,636
Change in non-cash operating assets and liabilities:
Accounts receivable (109,171 ) 25,300
Other assets (409) (720)
Accounts payable and accrued liabilities (35,485) (83,564)
Due to Province of Ontario 143.603 328.826
Cash provided by operating activities 117,193 473,478
FINANCING ACTIVITIES
Funding returned to municipalities (180.488) (197.499)
(DECREASE) INCREASE IN CASH POSITION (63,295) 275,979
CASH POSITION, BEGINNING OF YEAR 1.428.814 1.152.835
CASH POSITION, END OF YEAR $1.365.519 $1.428.814
The accompanying notes are an integral part ofthese financial statements.
- 4-
ELGIN ST. THOMAS HEALTH UNIT
NOTES TO THE FINANCIAL STATEMENTS
DECEMBER 31. 2007
1. ACCOUNTING POLICIES
The financial statements of Elgin St. Thomas Health Unit are the representations of
management prepared in accordance with local government accounting standards established by
the Public Sector Accounting Board of the Canadian Institute of Chartered Accountants. The
following are the Health Unit's significant accounting policies:
Basis of Accounting
Revenues are reported on the accrual basis of accounting and are recognized as they are earned
and measurable.
Expenditures are reported on the accrual basis of accounting except for the treatment of accrued
vacation pay and compensating time. Vacation pay and compensating time are recorded when
paid, in accordance with the Ontario Ministry accountability guidelines. Other expenditures are
recognized as they are incurred and measurable as a result of the receipt of goods and creation
of a legal obligation to pay.
Capital Assets
The historical cost and accumulated amortization of capital assets are not reported in these
financial statements in accordance with the Ontario Ministry funding guidelines. Amounts
expended to purchase such assets are included in expenditures on the statement of financial
activities.
2. PROVINCE OF ONTARIO
2007 2006
Mandatory program and one-time allocations $3,520,423 $2,964,448
Other program funding:
Healthy Babies Healthy Children 739,533 740,690
Smoke Free Ontario 336,175 421,900
Infection Control 175,807 176,725
West Nile Virus 65,579 39,097
Healthy at Heart 58,212 71,175
Influenza immunization 29,540 30,660
TB outbreak 20,913
Meningitis 8,618 12,447
HPV 4,751
Early Childhood Development 3.520 208.939
$4.963.071 $4.666.081
- 5 -
ELGIN ST. THOMAS HEALTH UNIT
. NOTES TO THE FINANCIAL STATEMENTS
DECEMBER 31. 2007
3. POST EMPLOYMENT BENEFITS
The Health Unit makes contributions to the Ontario Municipal Employees Retirement Fund
(OMERS), which is a multi-employer plan, on behalf of its employees. The plan is a
contributory defined benefit plan which specifies the amount ofthe retirement benefit to be
received by the employees based on the length of service and rates of pay. The amount
contributed to OMERS for 2007 was $250,382 (2006 - $248,056).
4. TRANSFERS OF SURPLUS
2007 2006
Surplus returned to municipalities
County of Elgin
City of St. Thomas
$106,488 $ 91,066
74.000 63.283
180,488 154,349
23.148 15.566
$203.636 $169.915
Transfer to reserve for contingencies
The Board of Health approved the creation of a reserve for contingencies to meet unforeseen
program or corporate expenditures. The balance of the reserve is not to exceed 5% of the total
annual budget.
5. ACCRUED VACATION PAY AND COMPENSATING TIME
Employee vacation pay and compensating time, earned during the year but not taken as at
December 31,2007, amounts to $38,664. No provision has been made for this liability in the
financial statements.
6. LEASE COMMITMENT
Elgin St. Thomas Health Unit leases office space under a lease agreement with the County of
Elgin. The minimum annual rental under this agreement for the year 2008 is $513,469.
-6-
ELGIN ST. THOMAS HEALTH UNIT
NOTES TO THE FINANCIAL STATEMENTS
DECEMBER 31. 2007
7. CASH FLOW FROM THE PROVINCE OF ONTARIO MINISTRIES OF HEALTH
AND LONG-TERM CARE, HEALTH PROMOTION AND CHILDREN AND YOUTH
SERVICES
Elgin St. Thomas Health Unit receives funding from the Province of Ontario Ministries of
Health and Long-Term Care, Health Promotion and Children and Youth Services to carry out
mandatory and related health programs and services. Cash flow received from those Ministries
for the year ended December 31, 2007 is as follows:
Ontario Ministrv of
Health and Health Children and
Long-Term Care Promotion Youth Services
Mandatory $2,015,144 $1,805,301 $
Healthy Babies Healthy Children 740,298
Smoke Free Ontario 366,361
Infection Control 188,840
Early Childhood Development 125,000
West Nile Virus 72,807
Healthy at Heart 58,212
Influenza immunization 29,540
TB Outbreak 24,000
Meningitis 8,618
HPV 4.751
$2.343.700 $2.229.874 $865.298
8. FINANCIAL INSTRUMENTS
Management estimates that the fair values of all financial assets and liabilities as recorded in
the statement of financial position approximate their carrying amounts due to the short-term
maturities of these instruments.
9. PUBLIC SECTOR SALARY DISCLOSURE ACT 1996
The Public Sector Salary Disclosure Act, 1996 (the "Act") requires the disclosure of the salaries
and benefits of employees in the public sector who are paid a salary of$100,000 or more in a
year. The Elgin St. Thomas Health Unit complies with the Act by providing the information to
the Ontario Ministry of Municipal Affairs and Housing for disclosure on the public website at
www.fin.gov.on.ca
- 7 -
ELGIN ST. THOMAS HEALTH UNIT
SCHEDULE OF EXPENDITURES
YEAR ENDED DECEMBER 31. 2007
2007 2006
Salaries and wages
Nursing $1,042,980 $ 988,530
Management 764,646 703,692
Inspection and environment 382,202 402,569
Nutrition and health promotion 337,820 353,393
Clerical and support 308,947 272,174
Maintenance and security 39.953 38,616
2.876.548 2,758.974
Fringe benefits
Group pension 250,382 248,056
Medical insurance 173,523 157,826
Canada pension plan 132,874 132,013
Employer health tax 72,022 72,329
Employment insurance 63,941 68,822
Long term disability 67,007 62,928
Dental plan 54,748 54,651
Workplace safety insurance 32,426 31,003
Group life insurance 19,041 18,109
Part-time benefits 9,819 14,750
Supplementary unemployment benefits 12,222 11,041
Vision and other 10,864 8,612
Employee assistance program 3,440 3,440
Benefits to other programs (204.742) (222,024)
697.567 661.556
Fees and honoraria
Dental fees - CINOT program 139,906 115,845
Labour relations' 39,906 56,454
Audit and legal 23,235 45,769
Dental consultant 24,909 25,664
Medical 12,058 11,486
Board 9,707 6.475
249,721 261.693
Travel 45.138 41.962
- 8-
ELGIN ST. THOMAS HEALTH UNIT
SCHEDULE OF EXPENDITURES
YEAR ENDED DECEMBER 31. 2007
Equipment
Program materials and supplies
Rent and utility services
Building rent
Maintenance and supplies
Utilities
Property taxes and insurance
Administrative
Public awareness and promotion
Professional development
Printing and supplies
Insurance
Telephone
Fees and subscriptions
Staffrecruument
Postage
Equipment maintenance and rental
Bank charges
Courier
Total mandatory program expenditures
Other program expenditures
Healthy Babies Healthy Children
Early Childhood Development
Smoke Free Ontario
Infection Control
West Nile Virus
Healthy at Heart
TB Outbreak
TOTAL EXPENDITURES
- 9 -
2007 2006
$ 53.388 $ 56.394
126.783
122.872
507,821 498,119
56,717 69,336
50,683 45,922
19.058 19.026
634.279 632.403
24,025 26,577
31,388 33,774
38,462 32,798
27,396 27,443
28,985 26,828
14,563 14,564
10,803 9,843
7,526 8,192
7,562 7,430
6,787 7,593
2.133 1.857
199.630 196.899
4.883.054 4.732.753
739,533 740,800
5,670 212,473
336,725 423,045
175,807 176,725
87,438 60,150
58,212 71,371
20.913
1.424.298 1.684.564
$6.307.352 $6.417.317
Leader of the Government
in the House of Commons and
Minister for Democratic Reform
Leader du gouvernement
a la Chambre des communes et
ministre de la reforme'X!{jrjjO:Cr,1ll1qjifg Ij'{, p ;e~ ~,'~
~;"g fr':~j ~nr.: lL:1~ II "\V' tK:.:;" ~L:>>
Ottawa. Canada K1A DA6
I;jAY - 5 200B
t1GE~
f;:~nVleES
Mrs. Sandra J. Heffi'en
Manager of Administrative Services
County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5VI
MAY 05 2008
Dear Mrs. Heffi'en:
Thank you for your letter, which was forwarded to me on behalf of the Prime
Minister's Office, advising that the Council of the Corporation of the County
of Elgin resolved to endorse the resolution of the Regional Municipality of
Niagara conceming the Democratic Representation Bill. I would like to address
the premises outlined in the resolution for your consideration, which I have also
conveyed to the Regional Clerk of the Regional Municipality of Niagara.
First, as noted in the first recital, it is tme that fair and equitable representation in
the House of Commons was a founding principle of Confederation. The principle
enshrined in the Constitution Act, 1867 is that of the "proportionate representation
of the provinces." However, as interpreted by the courts and implemented in
practice throughout the history of the House of Commons, this principle is not to
be equated with pure representation by population. It requires a fair and equitable
approach to representation that includes protection for provinces with smaller or
relatively declining populations. Indeed, a depatiure from such a balanced
approach would require a complex constitutional amendment under our
Constitution (i.e., it would require the agreement of at least seven provinces
representing 50% ofthe population). Bill C-22 continues to strike a balance by
adding seats for faster-growing provinces, such as Ontario, while protecting the
seat counts of provinces with relatively declining populations so as to ensure all
provinces are fairly represented in the House.
Contrary to the second and third recitals of the resolution, seats will not be added
in an inequitable manner under Bill C-22 nor will the representation of Ontarians
be reduced. In fact, our bill addresses the increasing under-representation of
...12
C dB"'.
ana a
-2-
Ontario under the current law by improving the representation of Ontarians in the
House of Commons. Under Bill C-22, Ontario will receive more than twice as .
many new seats than it otherwise would in the next readjustment of seats in the
House of Commons. Under the existing law, Ontario is forecast to receive only
four additional seats in the next redistribution. Under Bill C-22, that would rise to
10 new seats in the next redistribution.
As a corollary, by vhiue of the additional seats provided under the bill, following
the next readjustment of seats, the average constituency population of an Ontario
MP will be reduced by more than 6,000 constituents (from 121,588 under the
CUlTent formula to 115,299 under the fomi.ula proposed in Bill C-22), facilitating
the ability ofMPs to reach out to their constituents and enhancing the
representation of Ontarians in the House of Commons.
The Niagara resolution also recognizes that there are constitutionally protected
seat guarantees for smaller and slower-growing provinces. However, the purpose
of these seat guarantees must be clearly understood. These seat "floors" are not
meant only to provide a minimum number of seats below which a province may
not fall, but also to ensure all provinces can have an effective voice in the House
of Commons considering its share of seats in relation to the total number of House
seats. This is the essence of the principle of proportionate representation that is
enshrined in our Constitution and reflected in Bill C-22.
In summary, the formula proposed in Bill C-22 will provide fair representation for
all provinces in the House of Commons and significantly improve the position of
Ontario compared to the existing fonnula.
For a strong democracy and a strong federation like Canada, the composition of
the national legislature must ensure the effective representation of all of the
provinces even though they differ significantly in terms of size, geography,
history, and population growth. This has been the historical approach to
representation in the House of Commons since Confederation. Bill C-22 was
introduced in the spirit of that tradition. In short, the Democratic Representation
Bill represents a balanced approach and yet also ensures that Ontario continues to
have a velY strong voice in the House of Commons, commensurate with its size
and population growth.
As Minister for Democratic Reform, I appreciate receiving your views as the
Govemment moves forward on its commitments for reforming Canada's
...13
- 3 -
parliamentary and electoral institutions. Uhank you for your interest in this velY
impOliant bill.
Yours sincerely,
Peter Van Loan
c.c. Ms Pam Gilroy, Regional Clerk
Regional Municipality of Niagara
The Honourable Dalton McGuinty
Premier of Ontario
~
,,,,.,.
Ontario
Steve Peters, M.P.P.
Elgin - Nliddlescx - London
...ftL:"- ",,~.;... ~rt.,," ,,~-:~ ".:-, .,',,-~, ,~._>
,,,.,)) 'I~'~ r' -'~* ",.,,,-.~ 'I' "; "\"~" .<".-ct
~";\i k~, ~~l2;J f~;~~ t~ \f (:t~:: rc,f.i
May 2, 2008
/ViA Y .., 6 2008
Honourable Donna Cansfield
Minister of Natural Resomces
Whitney Block, 6th Floor, Room 6630
99 Wellesley Street West
Toronto, ON M7A lW3
iV.,:qntl'A
~,;,t i.,\..,'d,;.~
c- >'; t rF-!I"" ','-":,~ ", '-'\1 -,,, t~~H'Ylll~,\{:,T~
i~~{J\-i:;!Ft!,t1Ihf1~}\fg-~. ~~~:~h~ I./!;::;}
Honomable Loyola Hearn
Minister of Fisheries and Oceans
Parliament Buildings, Wellington Street
Ottawa, ON KIA OA6
Dear Ministers:
Please find enclosed a letter and a copy of a Globe and Mail story from Mr. John
Luttmer, a Sparta area resident who has ongoing concerns about erosion along the nOlth
shore of Lake Erie.
As you both may be aware, lake shore erosion is a pressing issue in my riding as many
constituents who own land along the lakeshore have lost much of their propeliies to the
lake over the years. Some landowners have lost half or more of their properties over the
past two or three decades and municipal roads near the lakeshore have had to be moved at
great expense to municipalities and their ratepayers. In fact, another road is proposed to
be moved in the east part of my riding due to lakeshore erosion.
Ministers, I would also appreciate your reviewing this matter and responding directly to
Mr. Luttmer. As always, thank you in advance for your time and consideration.
Sincerely,
~~
Steve Peters, M.P.P.
Elgin-Middlesex-London
Cc: Mr. John Luttmer, RRI, Spatia, Ontario, NOL 2HO
Mr. Joe Preston, M.P. Elgin-Middlesex-London
Mr. Mark McDonald, CEO, County of Elgin
Co f'16v 7'&> : Cl.I9Y,ov (J}i/'rT"MJ
!ft-/lJ<.I.J'" -r,.I
;tS rYL
(.>':>/07 I1'ffi
542 Talbot Street, St. Thomas, ON N5P lOf
T _ (519) 631-0666 Toll free - 1-800-265-7638 F - (519) 631-9478 TTY - (519) 631-9904 E - speters.mpp.co@libcral.ola.org
,\'ww.stCycpctcrs.com
-....-'{y
March 26, 2008
IR, I&: iG If: flt'hi: if': -
__'>d .. V !.';';J'~,JJ
MAR ? II 2008
.._~ -..,~ -.,..
=-=...---
Mr Steve Peters, MPP
Elgin.Middlesex .London
542 Talbot St.
St. Thomas, ON N5P 1C4
Tel: 519.631.0666
Fax: 519-631.9478
Subject: Shoreline Erosion and Road Closure
Dear Mr. Peters,
As we have discussed on several occasions in the past this road closing provides a
timely opportunity now to implement the erosion control pilot project of which you have
spoken of so often.
I believe Elgin County can be placed on the environmental, tourism and eco-systems
maps once the erosion is brought under control. Here, finally, we can show the
constituents of the county and beyond that it's not only about public spending and how to
increase it every year but of public saving of tax dollars. (public savings in not relocating
the road at a cost of tens of millions and private savings in the prevention of loss of
property. In addition, the present tax base for the area would be preserved and enhanced
and the possibilities for increased tourism greatly improved).
As always your keen interest and input is extremely important to this assessment
process and is appreciated.
Respectfully Yours,
r~~'
John Luttmer
RR#1
Sparta, ON NOL 2HO
Tel: 519.775-2201
COpy
PUBLIC PARTICIPATION PROGRAM. COMMENTS
Elgin County Road 24 (Dexter. Line) ,Reloclltion Project
Municipal Class , Environmental Assessment (Phase 1) ., County of EI!'Iln
PUJ:lUC IN~UT AND COMMENTS ARE INVITED for incorporation Into, the planning and
design of thiS project. Please contact the undersigned at SpOOt Associates If you require
additional information.
Comments will be received for this part of the project until FRIDAY, MARCH 28, 2008.
John R. SpOOt. P. Eng.. Project Engineer
SPRIET ASSOCIATES LONDON LIMITED
155 York Street, I.ondon, Ontario N6A 1A8
PHONE:
FAX:
E-Mail:
519-6724100
519-433-9351
mail@spriet.on.ca
Name:
Address:
John Luttmor
47359 Dexter line RR#1
Phone:
E-mail:
Date:
Sparta, ON
519-775-2201
Postal Code: ' NOL 2HO
n/a
March 26, 2008
Comments: PROlECT THE SHORE - SAVE THE ROAD
The closing and/or rerouting of Dexter Line in the vicinity of the village of Port
Bruce, due to the road's close proximity to the Lake Erie shoreline and the associated
ongoing erosion problems, is, in my view, the opportune time to initiate a shoreline
protection pilot project. Sanctioned by all three levels of government this project
should be as simple as erecting a lateral wave breaker wall consisting of loose rock
and other suitable materials sufficient enough to stop wave action from reaching the
bluff and creating a beach area as a result. The pilot area in question would include
the shoreline from Port Bruce to Barnum's Gully. Once a beach is established, the
expertise gained at this shoreline protection project could be extended (marketed) to
other shoreline areas throughout the province and beyond. The province of Quebec is
seriously looking at its erosion problems on the St Lawrence Seaway and the
, Am~ricans,are doing the satlle., Now it's our turn to fix this problem once and for all.
J.Luttmer ,.. . . -,-.. ..
Cc: Mr. Steve Peters, MPP, Elgin-Middlesex-London
Mr. Joe Preston, MP, Elgin-Middlesex-London
PLEASE PRINT !II Your comments will be Included In Class EA documentation.
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City of Stratford - Clerk
519-273-5041
p.1
CITY OF STRA TFORD
Office of the Mayor and
Chief Administrative Officer
1 Weliington Street, P. O. Box 818
Stratford, Ontario N5A 6W1
519-271-0250
Fax
Sheet
From:
Mayor's Office
City of Stratford
Date:
May 14th, 2008
Number of Pages
Including Fax Sheet: 2
Re:
Invitation to City of Stratford
Civic Night - "Cabaret"
June 26th, 2007
Please see the attached invitation to attend our Civic Night on June 26'\ 2008,
featuring the Stratford Festival performance of "Cabaret".
Kindly pass this invitation along to all staff and municipal officials.
Thank you.
Pat Shantz
Administrative Assistant
Office of the Mayor/CAO
519-271-0250, ext. 236
THIS MESSAGE IS ONLY INTENDED FOR THE USE OF THE INDIVIDUAL OR ENTITY TO WHICH IT
IS ADDRESSED AND MAY BE PRIVILEGED. This message may contain information that is
confidential and exempt from disclosure under the Municipal Freedom of Information and
Protection of Privacy Act. If you are not the intended recipient or their authorized agent, you may
not forward or copy or disclose this information and you must delete or destroy tall copies of this
message and attachments received. If you received this communication in error, please notify
me immediatelv.
Rece ived Time May. 15. 2008 1 :46PM No. 0386
15 May 08 12:45p
City of Stratford - Clerk
519-273-5041
p.2
Stratford City Council
in co-operation with the
Stratford Festival of Canada
is pleased to invite af{ municipal staff and officials to join us for
Civic Night
Thursday, June 26th, 2008
"Cabaret"
Avon Theatre
99 Downie Street, Stratford
Performance: 8:00 p.m.
Reception to follow - Chalmers Lounge
Once again, the Stratford Festival is providing a generous ticket discount and is
offering A+, A and B seating with tickets starting at $55.82.
If you would like to attend Civic Night, please reserve your tickets directly with the
Festival by contacting the Box Office at 1-800-567-1600. Please advise the
representative that you are calling to purchase tickets under the City of
Stratford's Civic Night. Your ticket request will be processed and mailed directly
to you or heid at the Box Office to be picked up within 30 days of the
performance.
Additional information on the production and cast is available through the
Stratford Festival of Canada website at www.stratfordfestival.ca.
If you should have any questions or require additional information, please do not
hesitate to contact Pat Shantz at 519-271-0250, ex!. 236.
We look forward to seeing you on June 26th!
Sincerely,
Dan Mathieson, Mayor
Rece ived Time May. 15. 2008 1 :46PM No, 0386
Administrative Services Department
Administration Building
450 Sunset Drive, SI. Thomas, Ontano, N5R 5V1
Phone: (519) 631-1460 Ex!. 156
Fax: (519) 633-7661
County of Elgin
www.elgin-county.on.ca
Fax
Fax:
Phone:
Re:
Warden Hofhuis and
County Councillors
Call Group #3
From:
Mark G. McDonald
mmcdonald@elgln-county.on.ca
May 23, 2008
8 including cover sheet
To:
Additional Items for Council Agenda of
May 27,2008
Date:
Pages:
cc:
Comments:
Staff Report: (attached)
1) Ambulance & Emergency Management Coordinator, Aylmer Agreement for Services for Terrace Lodge
Ambulance Base
Correspondence:
Items for Information (Consent AClendal- (attached)
1) Peggy Sattler, Chairperson, Thames Valley District School Board, acknowledging Council's support of the
Municipality of Central Elgin's request to the Director of Education - TVDSB, to establish an Accommodation
Review Committee (ARC) to complete a study of the Westminster Central School and South Dorchester Public
School.
THE INFORMATION IN THIS FACSIMILE IS FOR THE NAMED RECIPIENT ONLY. IT MAY CONTAIN INFORMATION THAT IS PRMLEGED,
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.
REPORT TO COUNTY COUNCIL
FROM: Larysa Andrusiak,
Ambulance & Emergency Management Coordinator
DATE: May 22,2008
SUBJECT: Aylmer Agreement for Services for Terrace Lodge Ambulance Base
CORPORATE GOAL/S) REFERENCED:
1. To ensure fiscal responsibility and accountability
2. To forge community partnerships
3. To provide innovative and collaborative quality service
4. To recognize and seize opportunities for improvement
INTRODUCTION:
This report is a request to Council for approval in principle for the Warden and
Chief Administrative Officer to sign an Agreement between the County of Elgin,
Township of Malahide and the Town of Aylmer for connection to, and provision
of, potable water, sewage and storm water services to the County owned Terrace
Lodge Ambulance Base which is to be constructed shortly.
DISCUSSION I CONCLUSION:
The County received a draft of the above Agreement from the Town of Aylmer.
County staff have reviewed the Agreement and aside from some minor editorial
changes, staff find the Agreement reasonable.
The Agreement calls for a one time lump sum payment to the Town of $10,000 in
consideration of the Town permitting the connection of the Ambulance Base to
Town services. In addition, the County or its contractor shall pay all water,
sanitary sewer service, consumption and any other charges applicable to all of
the Town's water and sewer customers.
The draft Agreement is attached for Council's review.
RECOMMENDATION:
That the Warden and Chief Administrative Officer be authorized to sign an
Agreement between the Corporation of the County of Elgin, the Township of
Malahide and the Town of Aylmer to authorize the connection to, and provision
of, potable water, sewage and storm water services to the County owned Terrace
Lodge Ambulance Base.
That the $10,000 lump sum payment be taken from the Ambulance Base
Construction budget.
Respectfully Submitted
d~,- alC~~
Larysa Andrusiak, Ambulance
& Emergency Mgt. Coordinator
Approved for Submission
&,""J
Chief Administrative Officer
--
~
1111'
A~
Proud H<=ritage. Bright Future.
By-law XX-08
A BYMLaw to authorize the signing of
an agreement with the Corporation
of the County of Elgin and the
Township of Malahide for the
provision of water, sewage, and
storm water services to the
Ambulance Service Depot.
THE COUNCIL OF THE CORPORATION OF THE TOWN OF AYLMER HEREBY ENACTS AS
FOLLOWS:
1.) That the Mayor and Clerk be authorized to sign an Agreement between The Corporation
of the County of Elgin, The Corporation of the Township of Malahide and The
Corporation of the Town of Aylmer to authorize the connection to, and provision of,
certain potable water, sewage and storm water services to the County owned and
operated Ambulance Service Depot located on Talbot Street East in the Township of
Malahlde,
2.) That the said Agreement is attached hereto and forms a part of this By-Law as Exhibit
oN,
3.) That this By-Law shall come into force and take effect upon the date of its final passing.
READ A First and Second time this xxth day of May, 2008.
MAYOR
CLERK
READ A Third time and finally passed this xxth day of May, 2008.
MAYOR
CLERK
Schedule "A" to By-Law No. xx-OB
This Agreement made In quadruplicate this xxth day of May, A.D. 200B.
BETWEEN:
THE CORPORATION OF THE TOWN OF AYLMER
Herein referred to as "The Town"
and-
THE CORPORATION OF THE COUNTY OF ELGIN
Herein referred to as "The COUNTY"
and-
THE CORPORATION OF THE TOWNSHIP OF MALAHIDE
Herein referred to as "The TOWNSHIP"
Whereas the Town owns certain potable water, sewage and storm water works (the
~Town ServicesD) and the County wishes to access the Town Services for its ambulance facility
being constructed on land adjacent to Terrace Lodge located within the Township of Malahide in
the County of Elgin and legally described as (the "Property";);
AND WHEREAS the County, being the owner and operator of the said Ambulance
Service Depot located on the Property is prepared to compensate the Town for the same on the
terms set out herein;
AND WHEREAS The Township, being the Municipality where the Property is located, is
also a party to this Agreement;
NOW THEREFORE WITNESSED THAT in consideration of the Town proceeding to
supply Town Services to the Property for the benefit of the County, the parties hereto agree as
follows:
1. In consideration of the Town permitting the County to connect into the Town Services for
the Property, the County shall pay the Town a onetime lump sum in the amount of TEN
THOUSAND DOLLARS ($10,000.00) plus any taxes, if applicable. For clarity, the Town
shall permit the County to connect into the Town Services solely for the Property and
there shall be no extension of the Town Services beyond the Property or for any other
building or structure located on the Property other than the buildings approved for the
Town Services under this Agreement.
2. All works and costs arising from the Property's connection to the Town Services shall be
at the expense of the County. If the County retains the Town to complete some of the
work required or contemplated under this Agreement, the County shall also pay to the
Town an administration fee often (10%) per cent of the value of the completed work.
3. All plans for servicing, connection details, drawings, engineering plans and other similar
materials shall be reviewed and approved in writing by the Town's Engineer or hislher
designate prior to the commencement of any such works. All works completed to
connect the Town Services to the Property shall be designed for and constructed in
accordance with the Town's design standards. All connection points for the Town
Services shall be of a design and location acceptable to the Town.
4. The County shall provide a Professional Engineer's Certificate certifying that the Town
Services have been installed in accordance with the plans and specifications approved
by the Town.
2
5. The County shall be required to provide to the Town a storm water management plan for
review and written approval of the Town prior to the supply of any of the Town Services
contemplated under this Agreement.
6. Without in any way limiting the work required to install the Town Services at the
Property, the potable water servicing works shall include the installation of a water meter
and related infrastructure and appurtences, which shall be installed at the expense of the
County.
7. With respect to the Town Services delivered to the Property, the County shall pay all
water, sanitary sewer service, consumption and any other charges applicable to all of
the Town's water and sewer customers. The parties acknowledge that such charges are
currently set out in the Town's Water/Sewer Rates Schedule By-Law 38~04 and the said
By-Law may be amended from time to time.
8. The County has reviewed and shall adhere to at all times to the conditions and
requirements as per the Town's Sewage/Waste Discharge By-Law 36.06 or as
amended.
9. The Town or its contractor shall provide for the water meter reading service required for
invoicing the water and sanitary service and consumption and the County shall fully co-
operate with the Town or its contractor to facilitate all required meter readings.
10. The County shall not construct any additional buildings or expand any existing buildings
on the Property without the prior written consent of the Town. The parties acknowledge
that any such request to expand the existing buildings or add additional buildings to the
Property shall result in a full review of the terms, covenants and provisions of this
Agreement.
11. The Town shall have the right, at all times, to inspect and examine the Town Services
and the connection points for the Town Services at the Property. The Town shall be
entitled to enter the premises located at the Property for the purpose of inspecting any
component of the system which is part of the infrastructure for the Town Services.
12. If any payments by the County to the Town for the Town Services are unpaid, the Town
shall have the right but not the obligation to suspend the Town Services to the Property
in accordance with the Town's policies that apply at that time. If the County fails to
comply with any other term, covenant or provision of this Agreement which does not
relate to payment, the Town shall have the right to provide written notice to the County of
such breach and such notice shall be effective forthwith upon receipt by the County. In
the event that the County does not bring itself into compliance with the terms, covenants
and provisions of this Agreement within thirty (30) days of receiving such notice, the
Town shall have the right to suspend delivery of the Town Services to the Property until
such time as the County brings itself into compliance with the terms of this Agreement.
In the event that the County does not bring itself into compliance with the terms,
covenants and provisions of this Agreement within ninety (90) days of receiving such
notice, the Town shall have the right to terminate this Agreement forthwith by delivering
written notice of termination to the County.
13. Unless this Agreement is terminated in accordance with Section 12, this Agreement shall
terminate on the earlier of:
(a) the date the County is no longer the registered and beneficial owner of the
Property;
(b) the date the Property is no longer used as one of the County's ambulance
garages; or
(c) the date the buildings currently located on the Property are either demolished or
replaced with other facilities.
14. The County shall not transfer or assign its rights under this Agreement without the prior
written consent of the Town, which consent may be unreasonably withheld.
15. The parties acknowledge that the decision to enter into this Agreement was made by the
Town due to its relationship with the County. The parties acknowledge that the decision
to enter into this Agreement by the Town does not in any way imply or prOVide any
indication of the Town's intention, consent or willingness to enter into any other
arrangement to provide Town Services outside of the Town's boundaries to any other
third parties or other properties, whether on the terms set out in this Agreement or on
other terms.
3
16. The parties acknowledge and agree this Agreement shall be binding upon the parties
hereto and their successors and permitted assigns;
17. The parties hereby agree to take such actions and execute such documents as may be
required to register this Agreement on title to the Property. Registration of this
Agreement shall be completed at the expense of the County.
18. The parties hereby agree that they shall and will, on the request of the other party,
make, do, execute or cause to be made, done or executed all such further and other
deeds, acts, things and assurances to ensure the full implementation of this Agreement
and to satisfy the intention of the parties as set out in this Agreement.
19. The parties confirm that it is their intention that the Town shall not incur any costs
relating to this Agreement or the subject matter hereof. If any such expenses are
incurred by the Town, the County shall reimburse the Town for all such expenses.
20. The Township hereby consents to the terms, covenants and provisions of this
Agreement. Further, provided that the Township's expenses are paid by the County and
without limiting the Township's discretion where it is the approval authority for any
application relating to this Agreement, the Township agrees to take such actions,
process such applications and execute such documents as may be required to facilitate
the work and actions contemplated herein.
21. The County hereby agrees to indemnify and save harmless the Town from any third
party claims, demands, losses, liabilities, costs, including reasonable [egal fees and
disbursements, damages and any other expenses whatsoever that the Town may incur,
sustain or be put to as a result of the Town's decision to enter into this Agreement, save
and except any matters that arise as a result of the Town's negligence or misconduct.
IN WITNESS WHEREOF the Corporations have hereunto affixed their Corporate Seals
duly attested by the hands of their proper signing officers and duly approved by resolution or by-
Jaw pursuant to the provisions of the Municipal Act (Ontario), as amended, and amendments
thereto.
THE CORPORATION OF THE TOWN OF AYLMER
MAYOR
CLERK
We have authority to bind the Corporation.
THE CORPORATION OF THE COUNTY OF ELGIN
WARDEN
CLERK
We have authority to bind the Corporation.
THE CORPORATION OF THE TOWNSHIP OF MALAHIDE
MAYOR
CLERK
We have authority to bind the Corporation.
IM6259.1
4
Bill Tucker, Director of Educ~tion and Secretary
/
,:"
2008 May 15
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Mrs. Sandra J. Heffren
Manager of Administrative Services
County of Elgin
450 Sunset Drive
. St. Thomas, Ontario
N5R 5V1
MAY" ,> .
t: 0,U08
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Dear Mrs. Heffren:
RE: ACCOMMODATION REVIEW COMMITTEE FOR WESTMINSTER CENTRAL
AND SOUTH DORCHESTER PUB.L1C SCHOOLS
This acknowledges receipt of your letter dated 2008 April 23 in which you support the
Municipality of Central Elgin's request to establish an Accommodation Review Committee to
cOmplete a study of the Westminster. Central and South Dorchester Public Schools.
Please be assured that this support and the advice of the Elgin Capital Planning Advisory
Committee will indeed be taken into consideration when establishing the Thames Valley District
School Board's priorities for Accommodation Review Committees in.its next Accommodation of
Pupils Report to the Board.
The next Accommodation of Pupils Report is scheduled to be presented to the Board of
Trustees in November 2008.
SinnelY, .. I -. A-~
kffi ~
PEGGY SATTLER
Chairperson
PS/sp
Thames Valley District School Board Office of the Chairperson
1250 Dundas Street, P.O. Box 5888, london,Onlorio N6A 511 Tel: 519-452-2000 Exl. 20219 Fox: 519-452-2396 websile: www.lvdsb.on.ca
A~. Le4'U0t9 ~~