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April 28, 2009 Agenda
eyov ORDERS OF THE DAY ' z FOR TUESDAY APRIL 28. 2009 - 9:00 AA H H ~'1'TARtO PAGE# ORDER 1st Meeting Called to Order 2nd Adoption of Minutes - April 14, 2009 3rd Disclosure of Pecuniary Interest and the General Nature Thereof 4th Presenting Petitions, Presentations and Delegations DELEGATION: 9:00 a.m. Laverne Kirkness, Kirkness Consulting Inc. and Frank Berry, F.R. Berry & Associates - Road Master Plan (see report on page 5) 2 9:45 a.m. Duncan McPhail, Chairman of the 2010 IPM, Administrative Coordinator Position (attachment) 5th Motion to Move Into "Committee Of The Whole Council" 3-92 6th Reports of Council, Outside Boards and Staff 7th Council Correspondence - see attached 93-95 1) Items for Consideration 96-102 2) Items for Information (Consent Agenda) 8th OTHER BUSINESS 1) Statementsllnquiries by Members 2) Notice of Motion 3) Matters of Urgency 9th Closed Meeting Items (see separate agenda) 10th Recess 11th Motion to Rise and Report 12th Motion to Adopt Recommendations from the Committee Of The Whole 13th Consideration of By-Laves 14th ADJOURNMENT LUNCH WILL BE PROVIDED NOTICE: May 12, 2009 9:00 a.m. Elgin County Council May 26, 2009 9:00 a.m. Elgin County Council April 20, 2009 Dear Warden Warwick and Members of Elgin County Council: Subiect• 2010 International Plouahing Match (IPM) As you are aware, planning for the 2010 International Ploughing Match (IPM) is well under way. A number of important committees have been established, supported by numerous volunteers from all of our communities. However, there is still much to do. Now that tasks and responsibilities have been assigned to community members the hard work begins in earnest. All of the various committees require coordination and administrative assistance to ensure that nothing gets missed and that progress is being made in a timely manner. This cannot be accomplished without the aid of an administrative coordinator. The successful organization of this event requires a "go-to" person who can pull the various elements together, filter requests and respond to emerging needs and inquiries. We expect that the position will commence as soon as possible and be required for duration, including wrapping up final reports following the conclusion of the event. This will require your help as the IPM Executive has a limited ability to attract/raise funds for this essential supporting assistance. Accordingly, we respectfully request that Elgin County Council grant the IPM Executive Committee a forgivable loan of $80,000, to be repaid from profits received from the 2010 matches, to enable it to hire an administrative coordinator. We thank you for considering our request Yours truly, 'fin V Duncan McPhail, , Chairman of the 2010 IPM. REPORTS OF COUNCIL AND STAFF APRIL 28, 2009 Council Reports - (ATTACHED) 4 Warden -Appreciation Luncheon Staff Reports - (ATTACHED) 5 Director of Engineering Services -Road Master Plan 38 Director of Engineering Services -Jamestown Bridge (deferred from Feb/09 meeting) Director of Engineering Services -Building Canada Fund Intake 2 and Infrastructure Stimulus Fund (to be included on Friday Fax) 42 Building Sciences Technologist, Human Resources Assistant -Accessibility Standards for Customer Services, Ontario Regulation 429/07 55 Deputy Director of Engineering Services -Request to Reduce Speed Limit - Springwater Road 59 Deputy Director of Engineering Services -Request to Improve Plank Road -Vienna Hill 62 Deputy Director of Community and Cultural Services, Economic Development and Tourism Assistant -Marketing Through Social Networking Websites 67 Manager of Archives -Alma College Exhibit at Legislative Assembly of Ontario 70 Director of Community and Cultural Services -Library Grant from Ministry of Culture 72 Director of Community and Cultural Services - "Growing With Books" Trillium Application 74 Tourism Development and Marketing Coordinator -Tourism Kiosks 76 Tourism Development and Marketing Coordinator -Regional Tourism Model for Ontario 79 Manager of Programs and Therapy Services, Directors of Senior Services T/L, ElM,BN - County of Elgin Long Term Care Homes Volunteer Program Manual 82 Human Resources Coordinator -Changes to Policy 9.80.1 -Bereavement Acknowledgement 85 Purchasing Coordinator-Tender Reporting Practice 90 Chief Administrative Officer -Expropriation for Highway Re-alignment at DuttonlDunwich 3 fr_-~:- E1~riiCcnirity REPORT TO COUNTY COUNCIL Fina~sssL: ei r~ro FROM: Graham Warwick, Warden. DATE: April 21, 2009 SUBJECT: Appreciation Luncheon INTRODUCTION/DISCUSSION: Elgin's local M.P., Joe Preston and M.P.P. Steve Peters have been tireless advocates for their riding. Certainly Elgin County has benefitted from the myriad of infrastructure and other grant programs being offered both Provincially and Federally. In 2009 alone, Elgin County will receive approximately $6 million in infrastructure investment from the two senior levels of government to help improve our capital needs. In addition, with Intake 2 of the Build Canada Fund and the recently announced Infrastructure Stimulus Fund, more opportunities for funding assistance are in the offing. Successful applications under these programs, requires support and advocacy. Elgin is truly fortunate to have two strong representatives working on its behalf. Elgin's track record on approvals speaks for itself with literally millions of infrastructure dollars being applied to much needed local priorities. CONCLUSION: Given our close working relationship with Mr. Preston and Mr. Peters and in the spirit of good fellowship, perhaps recognizing these two gentlemen in a tangible way is in order. As such, Council is being asked to support an appreciation luncheon involving our two members, to be held at their convenience at the County building in the not too distant future. This would involve Elgin County Council and Senior Management. RECOMMENDATION: THAT Elgin County Council host an appreciation luncheon for Mr. Joe Preston and Mr. Steve Peters in recognition of their many efforts advanced on behalf of Elgin County. Respectfully s~ubmitte~d, ~~ . G~Z N'w"`~ Graham Warwick, Warden. ,~'~ ~- r;lgm~'tz.abd~j PronreSShD by Nature REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Director of Engineering Services DATE: April 14, 2009 SUBJECT: Road Master Plan INTRODUCTION In 2007 County Council recognized the need and approved monies for the completion of a Road Master Plan for the County of Elgin. Staff assembled the services of a transportation engineer, land use planner and the solicitor for the County of Elgin to prepare a document that would be reviewed and approved by County Council. Also, included was the hosting of three public meetings and open houses to be held in: western, central and eastern Elgin County. In 2006 a landowner appealed a severance application to the Ontario Municipal Board (OMB). A major discussion during the appeal was the need for the County to Elgin to increase the right of way on certain roads in the absence of a written plan. Both sides gave evidence in regards to the case and the OMB decision was the County did not have a documented plan on land acquisition, therefore the appeal was successful. This was the catalyst for an Elgin County Road Master Plan, and in part the plan will state the desired right-of-way on different road classifications to avoid similar appeals in the future. The Road Master Plan provides a basic framework for the long range planning of the County road system. These policies largely reflect current practices of the County Engineering Services. Polices will serve to establish the function of the County roads and protect the right of ways for future improvements. The policies recognize the close relationship between land use planning and transportation. The policies are now complete and approval of County Council is required. DISCUSSION The basic goal of the plan is to establish a formal mechanism, adopted by the County, within which planning decisions can be made with respect to road improvements, land access and land development. A transportation engineer, a land use planner and county staff hosted three public information meetings. The draft policy was sent to our lower tier partners for comments. The draft report was amended by the consultants and reviewed by the solicitor for the County. The final draft was then referred back to the lower tier municipalities for their information. The final draft Road Master Plan requires approval by County Council. CONCLUSION The Road Master Plan process is completed and now an approval is required by the County. The Road Master Plan provides a basic framework for the long range planning of the County road system. These polices will serve to establish the function of the County roads and protect the right of ways for future improvements. The policies recognize the close relationship between land use planning and transportation. Input was received by the general public and also by the municipalities, the report was then amended to incorporate changes that would clarify and strengthen the document. The process has been methodical in its process to ensure that the document can withstand the challenges through the court of The Ontario Municipal Board. The consultants have conferred with the planners of the lower tier municipalities so that our policy can be inserted into their new official /staff plans. The insertion of portions of our Road Master Plan into our lower tier partner's official plans will reinforce our document. RECOMMENDATION That the policy ~~County of Elgin Road Plan and Policies" dated July 2008 be approved. Res~~p''elIctfully Submitted ~W~~ Clayton D. Wafters Director of Engineering Services Appr d-for~abmissie Mark G. Mc Chief Administrative Officer I ~ F.R. Berry & Associates Kirkness Consulting Inc. February 2009 COUNTY OF ELGIN ROADS PLAN AND POLICIES "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." (County of Elgin Corporate Goal) The County Road network provides for the movement of people and goods into, out of and throughout the County amongst the various lower tier local municipalities. The following policies provide a basic framework for the long range planning of the County Road network. These policies will serve to establish the function of the County Roads and protect rights-of--way for fufure improvements. The policies recognize the close relationship between land use planning and transportation planning and recognize that these responsibilities are primarily carried out by the lower fier local governments of the County. 1.0 Goals 1.1 To provide a safe, convenient and efficient County Road system for the movement of goods and people throughout the County. 1.2 To provide a County Road system that is complementary to and coordinated with Ontario Provincial Highways and Municipal Local Roads and provides connections between the two road systems. 1.3 To recognize the strong relationship of transportation planning and land use planning such that appropriate levels of service shall be provided to employment centres, commercial nodes and residential communities of the County that are so designated in local Office Plans as part of their respective growth management policies and practices. 1.4 To provide a County Road system that is recognized as an integral part of the overall transportation system in the County, and as such, must be coordinated with other jurisdictions and modes of transportation. 1.5 To establish a program of continuing improvements to the County Road system coordinated with otherjurisdictions. 1.6 To complement the character and role of individual municipalities throughout the County in accordance with their respective Official Plans. -z- 1.7 To be consistent with the 2005 Provincial Policy Statement and specifically section 1.6.5 on Transportation Systems and 1.6.6 on Transportation and Infrastructure Corridors. 2.0 Objectives 2.1 To develop a hierarchical functional classification of roads that enables a priority of improvements to be established. 2.2 To review road corridors in consultation with the Province of Ontario and local municipalities to determine if a change in classification is necessary. 2.3 To continue an ongoing Road Network Improvement Program, currently implemented as the five year Roads Capital Plan. 2.4 To encourage and work with local municipalities in ensuring safe, convenient and visually attractive pedestrian facilities through settlement areas. 2.5 To address potential cross-border traffic issues with adjacent and relevant government jurisdictions. 2.6 To establish minimum geometric design and functional standards for each class of County Roads. 2.7 To facilitate bicycle route development. 3.0 Policies 3.1 Functional Classification of Roads The classification system of County Roads shall comprise five classes of roads as follows - Major Arterial Roads - Minor Arterial Roads - Collector Roads - Local Roads - Suburban Links -3- The basic determinants of each class are as follows: Major Arterial - Annual Average Daily Traffic more than 8000 vehicles Connect major urban centres and Provincial roads Subject to significant growth pressures Potential for widening to four lanes within ten years Minor Arterial - Annual Average Daily Traffic 2 000 to 8 000 vehicles Connect smaller urban centres (15 identified) Continuation of major arterials Connect to Provincial roads Highway 401 Emergency Detour Route Collector - Annual Average Daily Traffic less than 2 000 vehicles Connect hamlets and activity centres (eg. Provincial Parks) Provide linkages to the arterial road system Local - Annual Average Daily Traffic less than 1 OOOvehicles Total length less than 2 kilometres. Potential for transfer to local municipalities Suburban Link - Adjacent to or within urban centres Relatively short length Relatively high traffic volumes Alternate or bypass route Table 3.1 sets out the definitions and characteristics of each classification including function, characteristics, speed and interconnections. Schedule A contains a listing of County Road sections by classification. Schedule B contains mapping identifying County Road sections by classification 3.2 Access to Adjacent Lands 3.2.1 Any new development related to an application pursuant to the Planning Act which is adjacent to or requires access to a County Road will require approval from the Director of Engineering Services. Any other new access, or change of an existing access, to a County Road will require the approval of the Director of Engineering Services through the current Road occupancy application process. -4- 3.2.2 For major arterial classifications of roads, private driveway access shall be strongly discouraged and strictly controlled. The impact of frequent accesses on such roads is detrimental to the safe operation of through movements of traffic. 3.2.3 For minor arterial classifications of roads, the number of access points shall be minimized through techniques such as mutual driveways, common and shared driveways and service roads. 3.2.4 For local roads, collectors and suburban links, more opportunity for individual access will be considered. 3.2.5 Large space uses such as agriculture and industry are encouraged because they generally do not require several access points. Residential and commercial land uses are discouraged because of their frequent access point needs. Joint access, limited turns access, window street design and consolidation of accesses shall be some of the ways that the number of accesses is controlled. 3.2.6 Access to individual properties within settlement areas as established in local Official Plans shall be in accordance with Municipal standards. 3.3 Land Development When reviewing proposals and applications made pursuant to the Planning Act, the Director of Engineering Services will have regard to this Road Plan and Policies and, without expressly limiting the extent of such review, he or she will consider the following issues as part of such review. 3.3.1 Whether there should be a traffic impact study carried out by a qualified traffic engineer/planner to determine the problems and concerns expected from the proposed development and how the problems can be resolved. The cost of such studies and mitigating solutions shall be borne by the development proponent; -5- 3.3.2 Whether there should be a road widening taking from the lands that are the subject of development, and if so, the road widening amount shall be in accordance with the right-of- way requirements of Table 3.1 and conveyed at no cost to the County. Where the right-of- way is less than these standards the dedication of a widening may be a condition of approval; 3.3.3 In most cases, road widening shall be taken equally from both sides of the road as measured from the centreline of the right-of-way; 3.3.4 Where topographic features or other cultural features necessitate a larger widening on one side of the road, no more than 50 percent of the required widening shall be required to be dedicated. Additional widening will be acquired through negotiations with appropriate compensation. 3.3.5 Where the need for the road widening is not imminent, permission may be granted for the private interim use of the widening parcel. 3.3.6 Widenings shall be taken when development applications pursuant to the Planning Act permit. 3.4 Road Setbacks 3.4.1 Minimum setbacks shall apply where a building or structure is to be placed on a lot adjacent to County Road: a) for major arterial roads the setback shall be 32 metres from the centre-line of the right-of-way. b) for minor arterial roads the setback shall be 26 metres from the centre-line of the right-of-way. c) for collector roads the setback shall be 24 metres from the centre- line of the right- of-way. d) for local roads the setback shall be 22 metres from the centre-line of the right-of- way. e) for suburban link roads the setback shall be 32 metres from the centre-line of the right-of-way. -5- 3.4.2 The setback of buildings and structures within settlement areas as established in local Official Plans shall be in accordance with the local Zoning By-Laws. 3.5 Road System Improvements 3.5.1 The County shall maintain a continuous program (capital plan) of improvements to major intersections and to bridges and rail crossings. As conditions warrant, improvements such as jog eliminations, installation of traffic signals, lane channelization, road widening, and daylight triangles shall be made. 3.5.2 The County may require a development proponent to contribute to ensuring the safety and efficiency of the County Road system where significant volumes of traffic are expected to be generated and improvements, such as additional turning lanes, are needed. 3.6 Truck Routes Truck Routes may be established by the County through the passing of bylaws and will utilize Provincial Highways, arterial roads, non-residential collector roads and suburban links, thereby avoiding residential neighbourhoods and areas. 3.7 Pedestrians 3.7.1 The County will continue its practice of working with local municipalities which fund the construction and maintenance of sidewalks. 3.7.2 The County shall encourage local municipalities to provide safe and convenient pedestrian facilities by: a) co-ordinating the installation of sidewalks on both sides of County Roads within settlement areas identified in local Official Plans; b) working with local municipalities to ensure that sidewalks are sufficiently set back from the roadway, are well drained and are of barrier free design; a- c) participating in multiuse trail development such as the "Canada Trails" Program. 3.8 Bicycles The County recognizes and promotes bicycling as a viable alternative to other modes of transportation, because it promotes a healthy lifestyle, by: a) participating in bicycle master plan development by local municipalities; b) including where possible in the County Road system, improvements to accommodate bicycle mode facilities. 3.9 Policy Review These policies shall be reviewed and revised as necessary at intervals of not more than five years. 3.10 Incorporation in Municipal Official Plans It is County Council's intent that local municipalities recognize these policies by acknowledging them in their Official Plans by means of a statement confirming that local transportation policies are consistent with County policies. 0 C ~ r ~ C ~ C6 C ~~ ~ ~ ~ N ~ oL' ~gj q a (~ ~ ~~. di~ ~~ ~ ~ N N G~ ~1 ~N [~ ~~aa _ $~ a~.a~ ~ Yin o m ti ~ ~ ~ ~ ~ mayy~(2 p° yyyy~~(( pp w c°~ }_p~ ~ .'C+ y2 S YS O ~ ~ t N C ~ v (q 222555 f253 F ~ O p a ~ ~ ~ ~ /ti J ~ a ~ a s •b 11i F ~ c m FYSi 8 a a No r ~ i] ~ 5'1 E Q ~ ~ O M N V V a~ ~ CC ry~~~, ~ p~~ V 6~E~ ~ N a .~ ~ N in a d r '^ Yq O ~ _ gg C ~ E .{p0 33 > E ~ ~ ~~~ y p b O Q ~ 'C a pp o a ~ c '~ S Pi ~ ~ ~'~ .. ~ c ~i ~ E ~ 4 ~ N Jpo~ p~~ I. ~ ~ ~ 8.a a ~ p ~Yi{ y ~ O C ro ~Ad 3 aQ ~. Q.'~O 7~~t TAN O g ld ~ ~ ~ F- b ~ ~ ~ p N 'G ma "o ~ ~ ~ ~ o E v E c'~ O E ~ O ` a ~ ~ ~ ~ $ M N .CI $ ° N v O ~ L ~~Q~ ~ ~~ a SCHEDULE A COUNTY ROAD SECTIONS BY CLASSIFICATION Major Arterials 4 C(ty Umfts Hwy 3/4 8 100 2.24. 4 Road 27 City Iimifs 6 850 - 10 900 5.69 25 City Ilmits County limits 8 200 -12 900 5,80 30 Road 62 County Ilmfts 13 600 =14 400 6.75 52 Road 25 Road 30 2 800 - 4 400 4.95 73 Aylmer S, limits Aylmer N. limits 8 800 -13 760 Z.68 Minor Arterials Road No. From To AADT l.en th km 3 County Ilmits Hwy 314 1 800 - 4 200 60.55 4 Road 20 Road 27 5 100 - 6 350 5.62 8 Road 3 Hwy 401 2 260 - 2 860 5.54 14 Road 3 Hwy 401 1 150 - 1 250 6,29 15 Road 20 City limits 2100 - 2 850 10.16 19 Pt. t3urv/ell County limps 2 000 - 3 550 19.07 20 Road 4 Hwy 401 1 000 - 1 550 20.78 22 Road 24 Road 45 1 000 - 3 700 5.71 36 Hwy 3 Rpad 18 1 8b0 - 2 200 8.71 40 Road 46 east Hwy 3 2 050 - 2 400 5,77 45 Road 4 Road 40 1 900 - 2 900 21.24 46 Road 40 County limits 1 350 -1 850 18,41 b2 Hwy 3 Road 26 1 850 1.73 52 Road 30 Road 40 3 200 - 4 400 18.15 73 Road 24 Aylmer S, limits 1 050 - 2150 7.26 73 Aylmer N. IImRs County limits 6 750 - 5 500 5.94 74 County Ilmits Hwy 3 2 750 - 8 260 14.09 7B Road 3 County limits 1 5tT0 - 3 t3Q0 18.03 103 Road 3 County limits 1 200 - 3-300 19.73 Collectors Road No. rrom ~ ~ ^^~ 2 Road 103 Road 8 1 600 - 1 800 18.28 5 Road 2 County limits 400 - 550 11.23 6 Road 7 Road 103 700 8.58 7 Kent Road 21 County limits 750' 4.74 8 Provincial Park Road 3 550 - 1 100 5.23 t3 Hwy 401 County limits B50 - 1 050 9.42 8 Road 103 Road 14 200 - 300 27,99 13 Road 8 Road 14 800 - 800 8,87 14 Road 18 Road 3 600 - 700 4.04 14 Hwy 401 County Ilmits 7 300 - 1 400 3.38 75 Road 8 Road 2 1 200 1.20 16 Road 8 Road 20 760 - 1 300 28.0 18 Road 14 Hwy 4 250 - 1450 18.52 20 Hwy 401 County limits 250 - 600 3.31 24 Road 23 Road 73 850 - 1 250 16.48 27 Road 4 Road 36 900 - 1 800 9.36 32 Road 73 Road 52 1 150 - 1 850 5.80 34 County limits Road 74 1 700 2.48 35 Road 45 Road 52 1 100 - 1 800 8.11 Collectors (continue Road No. From d) To AAbT Len th km 36 Road 24 hfwy 3 800 - 1 900 12.41 37 Road 74 County limits 800 - 11100 15.87 38 Road 19 County Ilmits 1 300 - 1 600 5.06 39 Provincial Park Road 42 700 1,32 40 Road 42 Road 45 east 550 - 850 4.09 40 Nwy 3 Road 62 1 100 - 1 200 7.97 42 Road 73 Road 19 1 200 -1 800 16.09 42 Road 19 Road 65 400 7.85 43 Road 42 Road 38 460 - 800 10.68 44 Road 48 Road 19 .600. - 850 7.01 46 Road 3 Road 4 800 - 1 300 10.83 46 Road 38 County limits 700 - 1 650 8,62 47 Road 52 Road 37 850 - 1 500 8.35 48 Wonderland Rd. Road 54 400 - 1 650 29.42 62 Road 40 County limits 900 4.35 64 Road 62 F2oad 48 1 150 - 1 500 2.82 56 Road 42 Road 38 450 - 850 14.62 66 Road 28 Road 36 1 500 - 2 900 4.33 103 Lake Eris Road 3 900 1.97 104 County limits Road 103 450 - 1 000 8.81 118 Road 3 Road 16 850 4.40 Local Ro ads Road No. From To AADT L n th km 11 Hwy4 Wonderland Rd. 200 2.00 17 Road 119 Middlesex Rd. 15 800 1.37 19 Wellington St. Pt. Burwell 0.83 27 Road 20 Road 4 _ 400 -1 000 3,58 41 Road 19 Union St 750 0.66 49 Road 52 Road q8 450. 2,78 50 Road 42 Road 19 1 000 0.56 51 Township Line Road 4 600. 1.60 73 Lovl Street Road 24 - D.92 119 Road 78 Road 17 600 .1.45 142 Road 19 Road 50 300 0.51 Suburban Links Road No. From To AADT Len th km 21 Road 20 Road 4 2 200 0.40 22 .Road 45 Road 57 4 850 1.80 23 Road 4 Road 4 T 800 - 2 60D 2,34 2@ St. George St. Brldge Road 25 3 050 1,36 2@ Road 45 tiwY 3 2 450. - 6 400 4.78 31 City Ifmits Road 62 1 900 1.54 63 HWy 3 Road 73 2 800 - 4 400 .1.37 &@ City Ifmits Road 28 5 300 0.59 57 Road 4 Clty Limit 2 000 1,02 .SCHEDULE B .MAPPING c W O ~' 0 U i r W v U ~~~~ ~~ c i;ki i 1- t i 1lli i II t~ ~ ~~ 91~i1~E~41~1 a u a 6~~? ~ ~~ $; ~~~~`' z •. _~ 4 O y~ m^^,, ~~ O yh w z~ N2 tttiti b c 3 0 ~I L 'G ` t O ~G rG 2 LEOENO TH6COUIgTYOPELOIN MajorNledal FF7 ~~-7 Cp~o~lk~~da Subu`tien L4ac 430 SUNSET ORNf, ST.iNOlfAS, q1J T ~+"1 MirorMedal ~yw~ NSR 3V1 '(318)83!-1460 Schedule B7- Town of Aylmer 0 b {m 0 AYLMER OP.VtF¢1artWM8 Collects Subuiban Link Local hedule B8-Municipality of Bayham _---,-- 8 . ~. „r, ,,~ }'i' r.:~„ ,. ~, tIl= !\ " 3 ! I I I ~ ~ ~ P ~ ~~~ 1 ~ ~ ~! f ~ ~^~ " ~• l ~ N bN ~ . t 1 ~ s ~, ! 10 ~ a ~ i ~ 6 ~{.~,~~ 1 „~ ~ ti i ! r ~ t ~ I c N i _ . .. } '~~ 1 ~ ~~ " ~ ~ AS , . ~ "~ < <'r t1' ~ . ~ ~y =! 1 . 19 ~,~ ~ ~ R7 9UR~ LEGENa THSCOUNTYOPELGIN MaJorNterki l'~-.,'9 CoCeda Subuib2h Wik 950 SUNSE(ORPIf, ST.17t0dL1S, ON N5R 6V7 (579)BJf-1460 .. ~ ;~`="r3 MlnofAttchal Loeai. i ~ ie F.R. Berry & Associates Kirkness Consulting Inc. May, 2008 COUNTY OF ELGIN ROADS PLAN AND POLICIES STUDY REPORT 1. INTRODUCTION AND BACKGROUND On the recommendation of the Director of Engineering Services, the County of Elgin approved the preparation of a Plan and Policies for the County road system in April, 2007. The need for such a document was identified as a result of the realization that the County lacked any policy framework to guide the development of the County road system, including road improvements and land acquisition. The Director of Engineering Services retained F.R. Berry & Associates and Kirkness Consulting Inc., Urban and Regional Planners, to develop the Plan and Policies. A document entitled Scope of Work was prepared and submitted on April 16, 2007. This document outlined the work to be undertaken to prepare the Plan and Policies. Two major components were identified: - classification and standards - policies This report describes the work undertaken to meet the objectives of the study. 2. EXISTING CONDITIONS The County of Elgin road system includes over 690km of roads with annual average daily traffic volumes (AADT) ranging from less than 500 to over 12 000 vehicles. These roads are not classified under any system. Budgeting for road improvements is carried out on the basis of ad hoc prioritization. Land acquisitions for future road widenings have been obtained in the past as a condition of severance or development approval. . -2- In Elgin County, Official Plans are the responsibility of the lower tier municipalities. The County road system is identified in the transportation schedules for each Official Plan. However, individual municipalities assume no responsibility for any changes to the County road system. 3. CLASSIFICATION A review of the County's Road Inventory identified a wide range of road functions and average daily traffic volumes. On the basis of this review, five road classifications are proposed. 3.1 Major Arterials Typically, roads and streets, other than freeways and expressways, are classified in three general categories - arterials, collectors and local roads. The primary function of rural .arterial roads is to carry high volumes of traffic over relatively long distances between urban centres. In Elgin County, a number of roads carry much higher traffic volumes than other roads. Traffic volumes on these roads are generally increasing at a faster rate and thus the need for widening and upgrading is more urgent. Six road sections were identified as falling into this category. To distinguish these roads from other arterial roads, these sections have been identified as major arterials. The major arterials identified in this study, with one exception, all have existing daily traffic volumes over 8 000 vehicles, with three sections having average daily traffic volumes over 12 000 vehicles. The exception is County Road 52, Ron McNeil Line, between Wellington Road and Highbury Avenue. This road section was included because of adjacent land development pressures and the expectation that traffic volumes on this road will increase rapidly in the next five to ten years. Each of the major arterial road sections should be protected to permit widening to a basic four Zane section when traffic demand increases beyond the capacity of the existing two lane section. This, in turn, will require acquisition of land to widen the right of way. -3- Typically, these major arterials carry significant volumes of truck traffic. The geometric design of these roads, therefore, and the pavement and bridge design should reflect these heavier loads. 3.2 Minor Arterials County roads generally carrying more than 2 000 vehicles per day and connecting urban centres in the County were identified as minor arterials. In addition, this category includes connections to the provincial highway system and officially designated Emergency Detour Routes. These routes are intended to carry traffic diverted from Highway 401 in the event of a road closure due to weather or an accident. Arterial roads should provide reasonable access to all areas of the County besides urban centres. Thus the minor arterial network was extended in places to ensure that no part of the County was more than eight kilometres from an arterial road or provincial highway. Minor arterial roads are not likely to require more than the existing two lane cross-section within the next 20 years. However, localized widening, for example at major intersections to provide for turning lanes, may be required. 3.3 Collectors The primary purpose of collector roads is to provide convenient access to the arterial road system. As such, collector roads serve a dual function, providing land access as well as traffic mobility. Collector roads generally carry less than 2 000 vehicles per day. Truck volumes are generally not significant. Collector roads provide access to smaller hamlets as well as activity areas such as provincial parks and conservation areas. The spacing of collector roads is such that no destination in the County is more than four kilometres from a collector or an arterial road. -4- 3.4 Local Roads A number of existing County roads are less than two kilometres in length and carry less than 1 000 vehicles per day. These roads serve a very localized function and have land access as their primary function. They are all within or adjacent to urban areas and are essentially extensions of the local street network. Consideration should be given to transferring jurisdiction over local roads from the County to the local municipality. 3.5 Suburban Links A number of County roads within or adjacent to urban areas carry quite large volumes of traffic over relatively short lengths. As such they fit neither the arterial road nor the local street definitions. A specific category has therefore been identified for these roads. Since the traffic volumes for these roads are comparable to arterials, they should have the same consideration as arterials for the purposes of design and right-of-way requirements. While none are likely to require widening to four lanes within a twenty year period, the provision of turning lanes and signalization at major intersections may require localized widening. 4. PLANNING POLICIES A set of policies have been prepared which address the relationship between transportation, planning and land development issues. The development of these policies derived, in part, from a review of similar policies in other jurisdictions and, in part, from a review of municipal Official Plans in Elgin County, some of which were undergoing review at the time of this study. The policies identify the Goals and Objectives of a County Roads Plan. The basic goal is to establish a formal mechanism, adopted by the County, within which planning decisions can be made with respect to road improvements, land access and land development. -5- Adoption of the policies will ensure that applications for the development of land adjacent to a County road will be treated fairly and consistently with respect to such things as the location and number of driveways, land dedication and building setbacks. The policies will also serve to guide a program of improvements such as road widening and intersection upgrades. The classification of the road system will allow budget priorities to be established to obtain maximum benefits. Guidelines for land taking to accommodate widening are established. The document contains policies for the treatment of pedestrian and bicycle facilities. Although not a significant component of the County transportation system at present, pedestrian and bicycle facilities should be recognized as contributors to the health and well- being of County residents. 5. DESIGN STANDARDS The County currently uses the provincial Ministry of Transportation Geometric Design Guide to determine design standards for County roads. The proposed classification system is consistent with these standards. Design standards for arterial roads and suburban link roads should recognize the importance of these roads in the movement of heavy trucks. Following County Council's adoption of the Roads Plan and Policies, it is recommended that further work be undertaken to compile a list of all design standards and guidelines currently in use by County staff. This list could be incorporated as a schedule to the Roads Plan and Policies document. °ti ~1ginC'ottst}~ Prgjssshe[>NaN.z REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Director of Engineering Services DATE: January 29, 2009 SUBJECT: Jamestown Bridge 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 7amestown Bridge has been closed to traffic since November 17, 2008. In Ontario a structure must be inspected every two years. The 2008 inspection revealed that some floor beams were deformed and as such the bridge was recommended to be closed by the consultant employed by the County to inspect all structures. Shortly thereafter County Council was informed of that staff decision through a report to Council. Staff was then to prepare a report outlining the options for the bridge. This report will discuss the options for the Jamestown Bridge. DISCUSSION In the fall of 2008, AECOM a consulting engineering firm, evaluated the structure and recommended that the bridge be closed immediately and on the same day, November 17, the bridge was closed to traffic. Jamestown Bridge is located in Central Elgin on Martyn Line and is referred to as a townline structure. A townline structure was defined as a bridge that separated two municipalities. Those municipalities were the former Township of Yarmouth and the former Township of Malahide. Jamestown Bridge is a single span through truss steel bridge built in 1909, designed to the old HS-20 or a maximum weight of 20 imperial tons. The overall structure is 34 meters long and 4.0 meters wide. The restrictions for height, which is posted, are 4.4 meters at the centre and 4.1 meters at the edge due to the truss design or knee brace. The weight restrictions are 2 tonnes, which is posted and verified every two years by a professional engineer experienced in such decisions. It was changed in 2003 from 5 tonnes to the present 2 tonnes. The Average Annual Daily Traffic, AADT, in 2007 on the bridge was 50, the County of Elgin's average is approximately 2000 AADT, which is significantly higher than the Jamestown Bridge. The road entering and exiting the bridge from the south has been closed to winter traffic for many years due to the road alignment at the bridge. Before Jamestown Bridge was reduced to a 2 tonne load limit, in 2003, a report was presented to County Council on its options. From that discussion County Council directed staff to research the costs and benefits of rehabilitating the structure. Due to the urgency, repairs had been made to a few stringers and one filoor beam as a cost effective measure to keep the bridge open to the 2 tonne limit. There are several options for the bridge: do nothing; remove structure with no replacement; replace all beams, floor stringers and the wood deck; remove structure and replace with a modular bridge and finally replace with a new structure in new location. The first option: the do nothing approach will eventually lead to the removal of the structure due to liability issues. The second option: removing the structure and with no replacement, firstly requires the completion of an Environmental Assessment and then the removal estimated cost $125,000 (completing the environmental assessment is $25,000 and removal of the structure is $100,000). The third option of replacing all the floor beams, floor stringers and installing a new wood deck is estimated at $125,000. This would enable an increase in the load limit to between 5 and 10 tonnes. The fourth option: removing the structure and replacing with a modular bridge is estimated at $300,000 and would permit highway traffic loadings on the single lane structure. And finally the fifth option is to replace the bridge with a new structure in a new location, which is estimated between $3,000,000 and $5,000,000. As stated above Jamestown Bridge is a townline bridge that does not benefit the County road system. The County structure is on a local road and serves a local purpose. As such the priority of this infrastructure is not in the County of Elgin 5 year capital program. Because the bridge serves a local purpose, and the cost to permanently remove the bridge is the same as completing some repairs, an opportunity exists for Council to repair the structure and then remove it from the County's jurisdiction and allow the local municipality to control this asset. This way, the County funds the same amount ($125,000) as if it were to permanently remove the structure and the municipality enjoys the local service the bridge provides them. This option only makes sense if the local municipality values the bridge as a local service and it would be prudent to consult them before the ownership was changed. Staff is recommending that in the 2009 Capital program monies be allocated to the completion of an environmental assessment for the removal of the bridge with no replacement. Staff is also recommending that Spriet Associates be retained to complete the Environmental Assessment, due to their similar work on the Robbins Bridge. Spriet Associates has estimated the work at $25,000. CONCLUSION Jamestown Bridge was closed to traffic in November 2008. The volume of traffic that used the bridge was approximately 1% of the County's average AADT, the structure has weight, height and width restrictions and the structure is on a local road. Lastly, money for capital projects are less than one third of what is required to operate the County road system. Therefore, due to the scarcity of capital monies for projects on the County road system staff is recommending that the structure be removed and not replaced as the most cost effective, long term solution. In order for this project to be completed, an Environmental Assessment should be initiated for the bridge removal in 2009. An option does exist to make repairs to the structure and remove the asset from the County's jurisdiction and provide it to the local municipality. This solution would have the same cost and end result for the County while the local municipality could continue to provide a local service. This option should only be entertained if the local municipality values the service this bridge provides to the local area and the municipality should be consulted prior to the County making any jurisdictional changes. RECOMMENDATION That an Environmental Assessment be completed in 2009; and also, That Jamestown Bridge be closed permanently to traffic, with its removal in 2010; and also, That Spriet Assocaites be retained to complete the Environmental Assessment at their estimated price of $25,000 and be allocated from the 2009 Capital Budget. Respectfully Submitted ~~ Clayton D. Wafters Director of Engineering Services Approved for Submission Mark G. McDona Chief Administrative Officer Mark McDonald Chief Administrative Officer County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 R~ ~ E ~ ~ Xd. H AP(t 1 ~ 2009 C4UN i Y dF ~~GIN ADNIINI~T~ATIV~ ~~~~6GI~S Dear Mr. McDonald: Re: Jamestown Bridge Please be advised that Council discussed the above noted matter at their meeting dated Tuesday, April 14~h, 2009 and the following resolution was passed: THAT: The Council of the Corporation of the Municipality of Central Elgin request the County of Elgin to repair and re-open the Jamestown Bridge; AND FURTHER THAT: Council advise the County that the Municipality of Central Elgin is not prepared to assume ownership of the Bridge. CARRIED. If you have any questions with respect to this information, please do not hesitate to contact me at the municipal office. Yours truly, Dianne Wilson Deputy Clerk c.c. C. Watters, Manager of Engineering Services, County of Elgin '~l~Tirl Ll ll L~' F„~,~,,;,:~,,,,~,,, REPORT TO COUNTY COUNCIL FROM: Cole Aicken Building Sciences Technologist Heather Rosevear Human Resources Assistant DATE: April 16, 2009 SUBJECT: Accessibility Standards for Customer Services, Ontario Regulation 429/07 INTRODUCTION: The Accessibility Standards for Customer Services (Ontario Regulation 429/07) came into effect on January 1, 2008. As a public sector organization designated in the standard the County of Elgin must comply by January 1, 2010. The regulation outlines actions that the County must do in order to ensure the County is providing accessible customer service to people with disabilities. The County must document all of its policies, practices and procedures for providing accessible customer service and must notify its customers that the documents required under the standard are available upon request. The format of the documentation must take into account the needs of that customer. Failure to comply and offences to the regulation will result in fines of up to $50,000 for persons or organizations for each day or part-day that an offence occurs or continues. Greater fines for corporations: up to $100,000 per day. This report outlines implementation strategies to ensure that the County of Elgin is in compliance with the new legislation. DISCUSSION: Esfablishina of Policies, Practices and Procedures The County of Elgin is required to establish policies, practices and procedures on providing goods and services to people with disabilities. Policies must be set on allowing people to use assistive devices when accessing goods and services and should be consistent with the core principles of independence, dignity, integration and equality of opportunity. The policy (Appendix 1) will be made available to the public through printed pamphlet and through the County of Elgin website. Other formats, such as large print, will be made available upon request. Trainin The regulations stipulate training for those people that interact with the public, or who are involved in developing policies, practices and procedures. The required training must include information on how to communicate and interact with people with disabilities, how to interact with people who have an assistive device, service animal or support person and what to do if a person has difficulty accessing our services. A Consultant has been trained and will facilitate the training for the County and interested local municipalities to ensure the County comply with the legislative requirements by the January 1, 2010 deadline. The County has trained in-house trainers to ensure the County will comply with on-going training requirements. Feedback Process A feedback mechanism is required for people with disabilities. The feedback mechanism must allow people with disabilities to make complaints or suggestions on accessible customer service practices, and must provide information on the action that is to be taken on the feedback. A feedback mechanism has been outlined in the pamphlet on accessible customer service. In addition, the feedback process will be prompted to the public through the County of Elgin website. Feedback will be directed to the Department head, Accessibility Coordinator and where appropriate, forwarded to the Joint Accessibility Advisory Committee (JAAC). Notification Notification must be provided of disruption of service for any location, technology or method that a person with a disability must use in order for our goods and services to be accessible to them. Whether the disruption in service is expected or unforeseen, notice must be provided as soon as possible. Notice of such disruptions can be made using the website, signs and other relevant methods. The public must also be notified of the documents and policy required under the customer service standard. The required documents will be available in writing and on the County of Elgin website. CONCLUSION: To meet the requirements of the Accessibility Standards for Customer Service (Ontario Regulation 429/07) the County must implement a policy (Appendix 1), provide training, have a feedback and notice to the public procedure in place before January 1, 2010. RECOMMENDATION: THAT the policy (Appendix 1), procedures and practices suggested in this report be approved. THAT County Council and Management attend the 3 hour Accessible Customer Services training session on Nov 10, 2009 from 1:OOpm - 4:OOpm. Respectfully Submitted Cole Aicken Building Sciences Technologist A roe for Submissio Mark G®MeDenal Chief Administrative Officer Respectfully Submitted d' ,~~~ Heather Rosevear Human Resources Assistant County of Elgin Human Resources Policy Manual DRAFT Code - A Page 1 of 10 Section: 2 Subject: Accessibility Standards For Customer Service Policy Number: 2.130 (NEW) Date Approved: Date Last Revision: POLICY STATEMENT The County of Elgin is committed to providing exceptional and accessible service for its customers. Goods and services will be provided in a manner that respects the dignity and independence to all customers. The provision of services to persons with disabilities will be integrated wherever possible. Persons with disabilities will be given an opportunity equal to that given to others, to obtain, use or benefit from the goods and services provided by and on behalf of the County of Elgin. PURPOSE The Accessibility for Ontarians with Disabilities Act, 2005 (the "AODA") is a Provincial Act with the purpose of developing, implementing and enforcing accessibility standards in order to achieve accessibility for persons with disabilities with respect to goods, services, facilities, accommodation, employment, buildings, structures and premises. Under the AODA, Ontario Regulation 429/07 entitled "Accessibility Standards for Customer Service" came into force on January 1, 2008. That Regulation establishes accessibility standards specific to customer service for public sector organizations and other persons or organizations that provide goods and services to members of the public or other third parties. This policy is drafted in accordance with the Accessibility Standards for Customer Service (Ontario Regulation 429/07) and addresses the following: (a) The provision of goods and services to persons with disabilities; (b) The use of support persons by persons with disabilities; (c) Customer feedback regarding the provision of goods and services to persons with disabilities; (d) Notice of temporary disruptions in services and facilities; (e) The use of service animals by persons with disabilities; (f) Notice of availability and format of documents; (g) Training; and County of Elgin Human Resources Policy Manual DRAFT Code -A Page 2 of 10 Section: 2 Subject: Accessibility Standards For Customer Service Policy Number: 2.130 (NEW) Date Approved: Date Last Revision: (h) The use of assistive devices by persons with disabilities. This policy applies to all persons who deal with members of the public or other third parties on behalf of the County of Elgin, whether the person does so as an employee, member of Council, agent, volunteer, student on placement, or otherwise and all persons who participate in developing the County's policies, practices and procedures governing the provision of goods and services to members of the public or other third parties. IMPLEMENTATION Support Persons Support person means, in relation to a person with a disability, another person who accompanies him or her in order to help with communication, mobility, personal care or medical needs or with access to goods or services. The County of Elgin will allow people with disabilities the opportunity to be accompanied by a support person in all County owned and operated public facilities. The County reserves the right to request the person with a disability be accompanied by a support person, in the event that it is considered necessary to protect the health and safety of the person with a disability or others on the premises. The County of Elgin will waive admission fees for support persons who accompany a person with a disability, into facilities where admission is charged. (a) Member of public should notify a staff member the presence of the support person. (b) Admission fees will be waived for the support person. County of Elgin Human Resources Policy Manual DRAFT Code - A Page 3 of 10 Section: 2 Subject: Accessibility Standards For Customer Service Policy Number: 2.130 (NEW) Date Approved: Date Last Revision: (c) If there is confidential information to be disclosed, consent must be received from the person with the disability. Feedback Process The County of Elgin is committed to providing high quality good and services to all members of the public it serves. Feedback from the public is welcome as it may identify areas that require change and encourage continuous service improvements. The County accepts feedback from the public through the following methods: (a) County of Elgin Website (b) In Person (c) Telephone (b) Written complaints! suggestions To submit a complaint: Should a member of the public wish to make a complaint regarding the service they have received: (a) The member of the public with the complaint or concern should have a discussion with the staff person at the County of Elgin who is involved in the situation. (b) Should the discussion not resolve the complaint or the member of the public is uncomfortable discussing the issue with the staff person, the member of the public should fill out a complaint form. A staff person can assist the member of the public with the complaint form in a manner that takes into consideration their disability. (c) The information to be provided by the member of the public should include their personal contact information, the date, a description of the complaint, and what the member of the public requests to resolve the complaint. This information should be documented on the complaint form. County of Elgin Human Resources Policy Manual DRAFT Code - A Page 4 of 10 Section: 2 Subject: Accessibility Standards For Customer Service Policy Number: 2.130 (NEW) Date Approved: Date Last Revision: (d) The complaint should be fowarded to the Accessibility Coordinator, the manager responsible for the department and the department head. (e) The department head will attempt to resolve the complaint in a timely manner, with the assistance of the Accessibility Coordinator. (f) The member of the public will be contacted once a resolution has been reached. To submit a suggestion: Should a member of the public wish to provide the County of Elgin with a suggestion on how to improve our service: (a) Member of the public will inform staff member of suggestion. (b) Staff member will assist member of the public in filling out the complaint form, should they require assistance. (c) The suggestion should be forwarded to the Accessibility Coordinator, the manager responsible for the department and the department head. (d) Member of the public will be notified in a timely manner of how the County of Elgin will proceed with their suggestion. (e) Staff response should include: an explanation of how we will implement the suggestion, a response indicating further investigation or an explanation why we are unable to implement the suggestion. All complaints and suggestions should be recorded on a complaint/ suggestion form, and where applicable forwarded to the Joint Accessibility Advisory Committee (JAAC). Complaint/ suggestion forms will be available on the County Website and in each individual department. Service Disruption County of Elgin Human Resources Policy Manual DRAFT Code - A Page 5 of 10 Section: 2 Subject: Accessibility Standards For Customer Service Policy Number: 2.130 (NEW) Date Approved: Date Last Revision: The County of Elgin is aware that the operation of its services and facilities is important to the public. However; temporary disruptions in the County's services and facilities may occur due to reasons that may or not be within the County's control or knowledge. The Department Head of the affected "disruption" will ensure that the notice is provided to the public and any staff that needs to be informed. Advanced notice will be provided where possible directed to the public in a variety of forms. These forms include: (a) Posted signage in affected areas (b) County of Elgin Website (c) Direct Mail/ Weekly Newspaper Advertisement The notice must include the following information: (a) The reason for disruption in service (b) Anticipated duration (c) Description of alternate facilities or services, if available (d) Contact Information If the County of Elgin website should experience a temporary service disruption, advanced notice where possible, keeping with the conditions of the service disruption section of this policy, shall be provided on the website. Service Animals For the purpose of this policy, a `service animal' is defined as either: (i) A "guide dog," as defined in section 1 of the Blind Persons Rights' Acf; or County of Elgin Human Resources Policy Manual DRAFT Code - A Page 6 of 10 Section: 2 Subject: Accessibility Standards For Customer Service Policy Number: 2.130 (NEW) Date Approved: Date Last Revision: A "service animal" for a person with a disability. For the purpose of this policy, an animal is a service animal for a person with a disability, (a) if it is readily apparent that the animal is used by the person for the reasons relating to his or her disability; or (b) if the person provides a letter from a physician or nurse confirming that the person requires the animal for reasons relating to the disability. The County of Elgin will allow the person and the animal onto all County of Elgin owned and operated public facilities, and will ensure that the person is permitted to keep the animal with him or her unless the animal is otherwise excluded by law. *areas that are open to the public The care and control of a service animal is the responsibility of the owner andlor support person. If a service animal is excluded by law from the premises, the provider of goods or services shall ensure that other measures are available to enable the person with a disability to obtain, use or benefit from the provider's goods or services. Format of Documents Should the County of Elgin be required to give a copy of a document to a person with a disability, the County of Elgin shall give the person the document, or the information contained in the document, in a format that takes into account the person's disability. Material printed in-house and publications produced on behalf of the County of Elgin should contain a note indicating, "alternate formats are available upon request" and include relevant contact information. County of Elgin Human Resources Policy Manual DRAFT Code - A Page 7 of 10 Section: 2 Subject: Accessibility Standards For Customer Service Policy Number: 2.130 (NEW) Date Approved: Date Last Revision: The County of Elgin and the person with a disability will try to agree upon the format to be used for the document or information, subject to feasibility requirements of this policy. Alternative formats that should be considered by the County of Elgin and the person with the disability will include, but are not limited to: (i) Print Requests: Requests for alternative formats should be honoured in the most practical manner depending on the media chosen, the size and complexity of the document, the quality and source of the documents, the feasibility of the request (including the cost) and the number of documents to be converted. It should be noted that when request for one of these formats is received and deemed feasible, staff should make every attempt to respond to the request in the most practical manner and to the satisfaction of the requestor. If it is determined that the format requested is not feasible, then other alternative methods of providing the information should be explored that will still meet the needs of the requestor (e.g. Audio CD or explaining the information verbally etc.). (a) Staff members receives request from member of the public for alternative format. (b) Employee fills out alternative format request form. (c) Forwards request onto the responsible Department head (d) The responsible Department head and Accessibility Coordinator will determine feasibility, if feasible. (e) Proceeds with alternative format request. (f) If not feasible; contact individual with feasible solution. (ii) ASL Interpreter Request: (a) Employee receives request from public for ASL Interpreter. (b) Employee fills out alternative format request form. (c) Forwards request onto the responsible manager. County of Elgin Human Resources Policy Manual DRAFT Code - A Page 8 of 10 Section: 2 Subject: Accessibility Standards For Customer Service Policy Number: 2.130 (NEW) Date Approved: Date Last Revision: (d) The responsible department contacts Canadian Hearing Society to make request. (e) Once Canadian Hearing Society confirms attendance of ASL Interpreter, the responsible department contacts individual. (f) If ASL Interpreter is not available, individual will be contacted with an alternative solution. Feasibility will be determined based upon cost in relation to size of document and time associated with processing document requests. The time frame attached to the conversion process varies depending on the media chosen, the size, complexity, quality of source documents and number of documents to be converted. Documents shall be returned in a timely manner depending on the factors previously noted. Conversion shall be processed in-house wherever possible. When a member of the public requests a piece of County documentation in a multiple format, the department of origin shall be responsible for the cost of the conversion, materials and distribution, not the public requester. In-house printing, where possible, should adhere to the CNIB's Clear Print Standards. Training The County of Elgin shall ensure that the following persons receive training about the provision of its goods or services to persons with disabilities: (a) Every person who deals with members of the public or other third parties on behalf of the County, whether the person does so as an employee, agent, volunteer or otherwise. (b) Every person who participates in developing the County's policies, practices and procedures governing the provision of goods or services to members of the public or other third parties. County of Elgin Human Resources Policy Manual DRAFT Code - A Page 9 of 10 Section: 2 Subject: Accessibility Standards For Customer Service Policy Number: 2.130 (NEW) Date Approved: Date Last Revision: The training will include a review of the purposes of the Act and the requirements of this policy and instruction about the following matters: (a) How to interact and communicate with persons with various types of disability, as outline in this policy and procedures. (b) How to interact with persons with disabilities who use an assistive device or require the assistance of a guide dog or other service animal or the assistance of a support person, as outlined in this policy and procedures. (c) How to use equipment or devices available on the provider's premises or otherwise provided by the provider that may help with the provision of goods or services to a person with a disability. (d) What to do if a person with a particular type of disability is having difficulty accessing the provider's goods or services. The County of Elgin will log and retain records which will record the details of the training provided, as well as the name of the person, location, and date the training was completed. The County of Elgin will customize the training going forward, based on the actual experiences and usage of the persons with disability in County of Elgin owned or operated facilities. The County of Elgin will incorporate the training into the Health & Safety Orientation for new hires. Presentation materials will also be made available so that they can be used during staff meetings and workshops as required. Assistive Devices The County of Elgin will allow persons with disabilities to use their own personal assistive devices to obtain, use or benefit from the services offered by the County of Elgin. County of Elgin Human Resources Policy Manual DRAFT Code - A Page 10 of 10 Section: 2 Subject: Accessibility Standards For Customer Service Policy Number: 2.130 (NEW) Date Approved: Date Last Revision: Should a person with a disability be unable to access the County's services through the use of their own personal assistive device, the County of Elgin will ensure the following measures: (a) Determine if service is inaccessible, based upon individual requirements. (b) Assess service delivery and potential service options to meet the needs of the individual. (c) Notify person with disability of alternative service and how they can access the service, temporarily or on a permanent basis. Elgm~'ti~~~gi}, P`°~e551YebyNat°`° REPORT TO COUNTY COUNCIL FROM: Peter Dutchak, Deputy Director of Engineering Services DATE: April 8, 2009 SUBJECT: Request to Reduce Speed Limit -Springwater Road INTRODUCTION The County of Elgin has received a request from the Municipality of Central Elgin to install a reduced speed zone on Springwater Road adjacent to the Springwater Conservation Area. DISCUSSION /CONCLUSION A request has been received from the Council of the Municipality of Central Elgin (attached) to "lower the speed limit of County Road 35 (Springwater Road), adjacent to Springwater Conservation Area, to 60km/h because of the large number of pedestrians and school children walking between both halves of the Conservation Areas." The County of Elgin installs reduced speed zones in areas that are warranted under the Highway Traffic Act. The area in question does not satisfy the definition of a "built up area" and therefore does not automatically qualify for a speed reduction. In 1972, the County of Elgin constructed a walkway and pedestrian underpass underneath Springwater Road so that pedestrians are able to cross underneath the roadway in a protected fashion to access the Conservation Area on both sides. It is for these reasons that staff does not support a reduced speed zone at the requested location. However, it remains Council's prerogative to reduce the speed limit on any County road as they see fit. RECOMMENDATION THAT the Municipality of Central Elgin be informed that the requested section of Springwater Road does not warrant a reduced speed zone as defined under the Highway Traffic Act; and, THAT the users of the Springwater Conservation Area are encouraged to use the existing pedestrian underpass to cross Springwater Road. All of which is Respectfully Submitted, Peter utchak Deputy Director of Engineering Services ~~~~ Clayton Watters Director of Engineering Services Chief Officer The Corporation of the Municipality of Central Elgin .~w,~o~.,n~,x,,.~„~ h~su, P.519b31.4860 F:519b31A036 .March t0~', 2009 Clayton Wafters Director of Engineering Services County of Elgfn 450 Sunset Drive St Thomas, ON NSR 5V7 Dear Mc Walters: Re: Speed Llmit County Roatl 35 - Springwater Road . Please ba advised that Council discussed the above noted matter at their~meebng dated Monday, March 9~, 2000 and the following resolution was passed: THAT: The Counci oithe Munkipality of Centre[ Elgin request the County of Elgin to lower the speed limit oT County Road 35 (Springwater Road), adJacent to Springwater Conservat(on Area, to 5o tanll, because of the large number of pedestrians and school children walking between both halves of fha Conservation Area. CARRIED. _ If you have any questlons with respect to this information, please do not hesitate to contact me at the munkapai office.. Yours troy, ~~ Dianne Wilson Deputy Clerk c.c. 1. Perrin, Director of Physical Services RECEhfED MAR 1 026U9 c~d~~~av~wonc-F«mazs RESOLUTION •&& 765. NCmerdo, dfwk{vaf WarldJnC. Name ot~2i6on RadutlOnNMIEd - { _ 1 ~'al,.n`kv eT FLLS~~I((T77in ~4\0 ~'s`.ty khc. s~,~e-a. ~~r~:~' o-F, ~.-n/~'y ~oo.d43S Ca1~l AQ4iAT~{~YFq 1~+R' od~A~.Cn~ ~ SA/s~M~A~~..`Jn52~yA'h0.1 AAA 1 / Elgin~~~j~~~~1.~, ProgressNO 6y NaNro REPORT TO COUNTY COUNCIL FROM: Peter Dutchak, Deputy Director of Engineering Services DATE: April 8, 2009 SUBJECT: Request to Improve Plank Road -Vienna Hill INTRODUCTION The County of Elgin has received a request from the Municipality of Bayham to improve Plank Road at the north limits of Vienna for pedestrians. DISCUSSION A request has been received from the Council of the Municipality of Bayham (attached) to "consider pedestrian enhancement on the shoulders of the Vienna hill on Plank Road as soon as possible." The County of Elgin does not construct pedestrian facilities on County roads, including sidewalks. However, proposed reconstruction activities on the Vienna hill in question would include paved road shoulders for improved drainage, safety and a reduction in future maintenance demands. These paved road shoulders could also be used by pedestrians and serve a similar purpose as sidewalks would. Staff has been directed by Council to prepare a infrastructure projects until the year 2019. l Vienna is an identified capital need and forrr infrastructure needs. Staff will be preparing a projects to be completed until 2020. Once this the plan will be shared with all municipalities improvements in their communities. 10 year capital plan to identify County road he reconstruction of Plank Road through part of the County's $200 million list of 10 year capital plan this fall to identify all plan is prepared and approved by Council, .o that they will be aware of planned road CONCLUSION The County has received a request from the Municipality of Bayham to construct "pedestrian enhancement" facilities on the shoulders of Plank Road at the north end of Vienna. Paved road shoulders will form part of the construction project planned for Vienna in the future. Staff has been directed to prepare a 10 year capital plan for road projects and once that plan is approved by Council it will be shared with all of our lower tier partners. Staff plans to share this information in a response to the Municipality of Bayham. THAT this report be received and filed. All of which is Respectfully Submitted, Pet r Dutc ak Deputy Director of Engineering Services ~U~ Clayton Watters Director of Engineering Services Mark G~Idfi Chief Admi g,AYHA1Lr Municipality of Bayham OpPoy~nt~ IeXo~ P.O. Box 160, 9344 Plank Road, Straffordvllle, Ontario NOJ lY0 Tel: (519) 86G5521 lax: (519) 8663SB4 em~il:bayham®bayham.on.p Mazch 30, 2009 County of Elgin 450 Sunset Drive St. Thomas, ON NSR SVI Attention: Clayton Wafters Dear Mr. Wafters, Re: Pedestrian Saferi -Plank Road Vienna Bayham Council has received concern from the public regarding pedestrian safety along Plank Road in Vienna (the northerly "Vienna Hill") and generally shares that concern. Council understands that your oftlces have had some discussion with our Manager of Public }Vorks and have been advised that the County has long range plans to provide for paved shoulders in this.. area for issues such as drainage. It appears there is insufficient loom for the safe placement of sidewalks. After discussions regarding the matter, Council adopted the following resolution at its March 26, 2009 meeting: "That Staff' Memorandum P$'2009-01 regarding Resolution of Council 106 be received .4nd That the County of Elgin be requested to consider pedestrfan enhancement on the shoulders ofthe Venna hill on Plank Road as soon as possible." Councll is seeking additional consideration of the matter, and encourages the County to move forward with any improvements to this area that may assist in pedestrian safety, and with the general condifion of Plank Road in Vienna Thuds you for any information and assistance you can provide. A~`C~TifE© APR 3 7QU~ ,- `~lg~il~~t"-t~`ty' REPORT TO COUNTY COUNCIL P:O'rCSZn: V/ l4uW FROM: Alan Smith, Deputy Director of Community and Cultural Services Kate Burns, Economic Development and Tourism Assistant DATE: April 16~h, 2009 SUBJECT: Marketing Through Social Networking Websites INTRODUCTION: Web 2.0 sites such as Facebook and Twitter have now become essential marketing and communications tools that are used by municipalities and companies around the world. These sites connect the public, stakeholders and business contacts and they provide an opportunity to market to millions of people world-wide. Furthermore, they allow for direct and instant feedback on the quality of programs, services and information thereby engaging the public in marketing activities. As identified in the County of Elgin Marketing and Branding Strategy 2008-2011, the County can take advantage of developing Web 2.0 tools, including numerous social networking sites, to sell the County's new brand, promote initiatives that the Economic Development Department is undertaking and to promote tourism in Elgin. DISCUSSION: YFactor, the County of Elgin's marketing consultant, recently brought forward a proposal to design four (4) pages for the following networking sites; Facebook, Twitter, Linked In and You Tube. YFactor quoted on the design of these four pages at $5,240. Staff are of the opinion that these sites could be developed internally to the same calibre and without the services of the consultant and at no additional fee. The department will have an assigned administrator who will monitor the postings on each site by the public and ensure that there are no inappropriate posts similar to the procedure in place for the Elgin County Library. If such an issue arises, then those posts will be easily removed from the page in accordance with the County's "Acceptable Use Policy for Computer Equipment, Software, Internet Access and Internet E-mail" Policy. The following is an overview of each networking tool: Facebook Facebook has well over 70 million active users who use Facebook not only to connect with friends, but to make travel plans, to influence buying decisions and to find out about different areas of interest. Currently, Elgin County Libraries have a Facebook page with 35 fans for Larry the Library Card with daily news feeds, book clubs and discussions. Economic Development and Tourism propose to use this site as a marketing tool to promote the County's "progressive by nature" spirit. The page will be modelled similar to Prince Edward County's page, offering a photo section, news feeds, video (if available), County statistics, housing and building prices and more. This site will compliment the ProgressiveByNature.com website and will work in tandem to get up-to-date information out to the public. Fans of the site will be engaged using; - Wall discussions -department staff will choose one topic for a set timeframe to initiate conversations among fans - Photos -the current gallery of Elgin County photos will be added to the Facebook page and individuals will be encouraged to upload photos that they have taken while in Elgin - Events -through the events section of the site staff will be able to keep people up to date with meetings, information sessions and other events related to Economic Development that are happening in Elgin - Links -Staff will be able to provide links to all of the other websites associated with Elgin including the lower tier municipalities - Notes -the notes section will allow the department to provide information on current initiatives and allow fans to provide feedback on those projects - RSS Feeds -these feeds will allow for instant updates when changes are made to any selected website within the County framework - Multiple pages -Staff will be able to incorporate the Larry the Library card page and also direct fans to other County Facebook pages as they are developed. Economic development marketing tactics and Facebook appear to be moving forward hand in hand. Currently there are 38 Economic Development pages from departments in North America and Europe and over 500 results when searching economic development throughout the entire site. Twitter Twitter is a relatively new social networking tool. It is gaining in popularity daily, with more than 7 million users and a 900 percent growth in the past year. It is currently the 3`d most popular social networking site on the Internet after Facebook and MySpace. Twitter is a very simple tool that asks the question, "What are you doing?" The user then has 140 words to answer that question. Answers can contain words, links to other sites or links to other users. Many notable people and places are on Twitter such as the City of Guelph, the University of Western Ontario and the Minister of Citizenship and Immigration. All of these groups are using Twitter because it "allows them to say something in their words before the media gets a hold of it," says Steve Dotto, host of TV's Dotto Tech. "that's why it's become big with both celebrities and business leaders." The County's Economic Development and Tourism Services Department will be able to utilize Twitter on a suggested, weekly basis, updating the status of public projects, tourist events; government funding that would be beneficial to local business, and national, provincial and local economic news. Twitter will allow the department to provide quick updates to any number of followers. Linked In Linked In is an international network of experienced professionals from around the world, representing 170 industries and 200 countries. A member can be found, introduced and collaborate with qualified professionals. Linked In has over 36 million members in over 200 countries and territories around the world. A new member must create a profile that summarizes professional expertise and accomplishments. After the profile is developed, connections are made by inviting trusted contacts to join Linked In and connect to you. The new member's profile is then linked to their connections and their respective connections, developing a large network of professionals to consult with. Through the Linked In network a member can; - Manage information that's publicly available - Find and be introduced to potential clients, service providers - Create and collaborate on projects, gather data, share files and solve problems - Be found for business opportunities and find potential partners - Gain new insights from discussion with likeminded professionals in private group settings Linked In is a tool that works well for gaining contacts in any industry and using those contacts to gain useful information. Other municipalities that are members on Linked In include; City of Toronto, City of Brampton, and Prince Edward County. Linked In will serve well for the County's Economic Development and Tourism Services in gaining valuable contacts locally, nationally and internationally in our key sectors. . You Tube YouTube is a video sharing website where users can upload, view and share video clips. Unregistered users can watch the videos, while registered users are permitted to upload an unlimited number of videos. Accounts of registered users are called "channels". Currently, Prince Edward County has their own page or'channel' where all of their own videos are stored. Videos range in type from business testimonials to tourism promotion and historical re-enactments. A large portion of these videos were commissioned by Prince Edward County's Economic Development office, some are submissions from local businesses and others from private individuals. When searching Elgin County, approximately ten (10) videos appear, eight are from the Elgin County Libraries, one about Dutton and one from Elgin Connects. At present the Elgin County Economic Development and Tourism Department does not have any commission videos prepared but a You Tube page may be developed when such material becomes available. CONCLUSION: True to the motto "Progressive by Nature, and in accordance with the County of Elgin Marketing and Branding Strategy 2008-2011, staff recommend that the County fully embrace new technologies to gain valuable information, contacts and business leads. Facebook, Twitter and Linked In all are social networking tools with their own unique advantages and given the volume of commercial and marketing activity now occurring on-line, it would most advantageous to have Elgin County pages on each of these sites. By being a part of these sites the Economic Development department will ensure connection to a global audience. RECOMMENDATION: THAT staff be authorised to create a Facebook page, Twitter profile, Linked In profile and other social networking sites as appropriate for the Economic Development Department in order to market programs and services under the condition that the sites are monitored on a daily basis for appropriate content in accordance with the County's "Acceptable Use Policy for Computer Equipment, Software, Internet Access and Internet E-mail." All of which is Respectfully Submitted oved for Submission ``--~. K to urns ~ -- Mark onald Economic Development nd Chief Adminis ra ivy Tourism Assista. Alan Sm' Deputy Director, Community and ultural Services Brian Masschaele Director, Community and Cultural Services E1gulCau~~ty REPORT TO COUNTY COUNCIL P~aer¢ssim b~fixmu FROM: Stephen Francom Manager of Archives DATE: April 8, 2009 SUBJECT: Alma College exhibit at Legislative Assembly of Ontario INTRODUCTION: The Elgin County Archives recently installed an exhibit documenting the history of Alma College at the Legislative Assembly of Ontario as part of its Community Exhibits Program. DISCUSSION: The Elgin County Archives recently installed an exhibit documenting the history of Alma College at the Legislative Assembly of Ontario, Queen's Park, Toronto. The exhibit, presented as part of the Legislative Assembly's Community Exhibits Program, will be on display until September 2009. The exhibit features photographs and documents from the Archives' collection, student uniforms from the Elgin County Museum collection, and a 1936 composite class photograph made available through the generosity of the Archives' long-term community partner, the Alma College International Alumnae Association. Staff are particularly pleased to facilitate this exhibition during MPP Steve Peters' tenure as Speaker of the Legislative Assembly. Mr. Peters once acted as a volunteer archivist for Alma College and he is a keen supporter of the Community Exhibits Program. CONCLUSION: The Community Exhibits Program provides a wonderful opportunity for regional archives and museums to showcase their work and resources to a national and international audience. The Elgin County Archives is pleased to use this opportunity to mark the history of an institution of such vital importance in the history of Elgin County. RECOMMENDATION: THAT this report be received and filed as information. All of which is Respectfully Submitted `. , ...r u -~^--~tP`~"~---- Stephe Francom Mark cl Manager of Archives Chief Admin rian Masschaele Director of Community and Cultural Services Id ElgmCaunty: Proir~ssbrP/fUtum REPORT TO COUNTY COUNCIL FROM: Brian Masschaele Director of Community and Cultural Services DATE: April 6th, 2009 SUBJECT: Library Grant from Ministry of Culture INTRODUCTION: The Ontario Ministry of Culture recently announced a $15 million investment in public libraries in Ontario. This report informs Council that the Elgin County Library is due to receive $36,528 in additional, one-time funding out of this investment. DISCUSSION: In January 2009, the Ontario Ministry of Culture announced the details of a $15 Million investment in Ontario public libraries under three broad categories: Bridging the digital divide through investments that will improve services and access by supporting the implementation of new technology, in particular for small, rural and remote public libraries; Enhancing access to community collections through investment in library collection development in strategic areas, such as French language, multicultural, health and literacy, and digitization; Strengthening public library professionals' capacity to meet and keep pace with the library service and digital information needs of their communities. Over $7 million of these funds have been allocated towards individual credits for public library systems to assist in meeting the aforementioned goals. The Elgin County Library's credit totals $36,528 with funds to be expended by December 31, 2010. This is one-time funding only. More recent information confirms that the delivery agent for the funds will be the Southern Ontario Library Service (SOLS) and the library will submit invoices to SOLS for audit and reimbursement according to the funding guidelines. Staff have formed a small committee to recommend purchases under the program. Projects under consideration include outreach to the low-German Mennonite community, installation of promotional graphics on the library's van, gaming equipment and furnishings suited to children and teens. Staff will report back to Council once final decisions have been made. CONCLUSION: The Provincial Government's investment in public libraries is well timed and is greatly appreciated. The focus on rural libraries is to be particularly lauded. Staff recommend that the Warden issue a letter of appreciation to the Minister of Culture and MPP Steve Peters. RECOMMENDATION: THAT the Elgin County Library accept $36,528 in credits from the Ministry of Culture through the Southern Ontario Library Service for use by December 31, 2009 to support projects within the library; AND THAT the Warden issue a letter of appreciation to the Minister of Culture and MPP Steve Peters to acknowledge this funding. All of which is Respectfully Submitted Armed for Brian Masschaele Mark G':I Director of Community and Chief Admin Cultural Services ElI;ulCcni'~ty REPORT TO COUNTY COUNCIL P%2x4: bl N:atu FROM: Brian Masschaele Director of Community and Cultural Services DATE: April 8, 2009 SUBJECT: "Growing With Books" Trillium Application INTRODUCTION: Staff are in the process of applying for a grant from the Ontario Trillium Foundation to fund the next phase of the Elgin County Library's "Growing With Books" project. This report seeks Council's support for this application. DISCUSSION: In 2003, the Elgin County Library launched the "Growing With Books" project in partnership with the Ontario Early Years Centre, numerous service clubs and the Elgin St. Thomas Public Health Unit. Mothers of newborn children in the County are provided with a bookbag, library card and storybook during their initial consultation with a Health Unit nurse. This project has been a huge success, so much so that staff wish to continue it for the foreseeable future. Current supplies will be exhausted by 2010. Staff have approached the Ontario Trillium Foundation about the possibility of funding an extension to the project and the initial response has been favourable. The Foundation has nevertheless advised that a motion of support be obtained from County Council in order to strengthen the application. Staff are hoping to make a grant submission by July 1, 2009. The request will likely be in the range of $75,000 to $100,000 over a five year period. If approved, the County's contributions will largely be in kind through staff time. CONCLUSION: If approved, the grant will assist in the production of 5000 more bags which will allow the project to continue for at least five more years. RECOMMENDATION: THAT Elgin County Council hereby endorses an application to the Ontario Trillium Foundation to support the Elgin County Library's "Growing With Books Project"; AND THAT the Warden issue a letter of support to the Foundation acknowledging this support as well as the success and importance of the project. All of which is Respectfully Submitted Brian Masschaele Director of Community and Cultural Services A ed for Submissio Mark G. c ena~_ _ Chief Administrative Officer EIEmC_ounty REPORT TO COUNTY COUNCIL &O~nssL: G/f4NUm FROM: Karen Cummings Tourism Development and Marketing Coordinator DATE: April 8, 2009 SUBJECT: Tourism Kiosks INTRODUCTION: Elgin County and St. Thomas's Tourism Kiosks are the eyes and ears to the areas target markets. They promote Elgin and St. Thomas's tourism product and, in many cases, are a visitor's first impression of what Elgin County and St. Thomas's authentic culture is. Last year the County operated tourism kiosks in three locations including the caboose in St. Thomas, the Lighthouse in Port Burwell and last year, at Mackie's On the Beach in Port Stanley. This year Tourism Services will operate 4 kiosks, with the addition of Lakeview Gardens in West Elgin. In Port Stanley, the location of the kiosk will change to the Port Stanley Library. DISCUSSION: Elgin's tourism kiosks, manned by four Tourism Students, will perform four (4) main tasks; - Promote Elgin County and St. Thomas's Tourism and Cultural product. - Give information on Elgin County, St. Thomas, Elgin Tourism Services Members and all of Elgin's attractions. - Collect market data via an online visitor survey. - Distribute brochures and marketing materials throughout the County and the City In addition to these four main tasks, the students will also work on various tourism projects and rotate into the Elgin Tourism Services office performing reception functions. To accomplish these tasks, each tourism kiosk will be outfitted with a computer, telephone, Internet access, desk, signage and brochure racks. The days and hours of operation of each kiosk are planned as follows: Port Burwell Tuesday through Thursdays (Note: Municipality of Bayham staffs on other days) 10:00 a.m. to 5:30 p.m. St. Thomas Caboose: Tuesday through Sundays 10:00 a.m. to 5:30 p.m. Port Stanley Library: Thurs. 10 am - 5:30 Friday 1 pm - 5 pm Sat. 10 am - 5:30 pm Sun. 1 pm - 4 pm Tue. 10 am - 5:30 pm (tbc per schedule) Lakeview Gardens: Friday through Sunday 10:00 a.m. to 5:30 p.m. CONCLUSION: By expanding to four tourism kiosks Elgin County will be better equipped to service tourists in the west end of the County. Also, by creating an online visitor survey, it will be easier for students to engage visitors and collect data. Computer access at each kiosk will enable students to work on assigned projects, thus increasing their sense of accomplishment, while encouraging participation in Elgin Tourism Services department functions. Giving all students a day in the office will equalize and add value to each job description, making Elgin County a more desired employer. RECOMMENDATION: THAT this report be received and filed as information. All of which is Respecttully Submitted Ka n Cummi gs ~~~~~~~~ To rism Devel ment and Marketing Coordinator c`. ~ '~ C ~~~~ .._.._. Brian Masschaele Director, Comm pity a d Cultural Services Alan Smith Mark G. Id Chief Administrative Deputy Director, Community and Cultural Services Eltm~.ounty~ REPORT TO COUNTY COUNCIL P~omssirtb~(6fNm FROM: Karen Cummings Tourism Development and Marketing Coordinator DATE: April 9, 2009 SUBJECT: Regional Tourism Model for Ontario INTRODUCTION: In February 2009 a report entitled "Discovering Ontario" resulting from Chair Greg Sorbara's Competitiveness Study was released. This report sets an ambitious goal of establishing Ontario as one of the world's preferred places to visit, aiming to double tourism receipts by 2020. To accomplish that goal the report establishes four strategies, supported by 20 recommendations. Some of those recommendations have the potential of affecting Elgin County and the City of St. Thomas' Tourism strategies. DISCUSSION: The four strategies listed in the report are: 1) Work Together: Change how government and industry work together to develop and foster economic growth. 2) Set Standards for Success: Set new standards for success to become more internationally competitive. 3) Invest Wisely: Maximize the impact of private and public tourism investments on new and revitalized product across Ontario. 4) Reach Out: Reach out to consumers before they get here and once they arrive so that we can welcome more tourists to Ontario destinations and experiences. Among the 20 recommendations which may affect Elgin County/St. Thomas Tourism Strategies are: - Establish Regions - Regularize Destination Marketing Fees - Redesign Marketing Role Establish Regions: The report recommends Ontario Tourism establish regions, and suggested the division of the province into 11. The regional model would bring together stakeholders within a region to oversee the development of new products, and to identify and define unique experiences offered by the region. In partnership with the province, the Destination Management and Marketing Organizations (such as Elgin Tourism Services) would market the region to potential visitors from across Ontario, Canada and the World. The report suggests Elgin County and the City of St. Thomas fall into a region called the "Great Lakes Festival Region", roughly including Norfolk, Middlesex, and London and going northward to Lake Huron. Currently, Elgin County and the City of St. Thomas already participates in Ontario's South Coast, which is comprised of Elgin, Norfolk and Haldimand counties. Ontario's South Coast was established partly to take advantage of similar tourism product in one area, but also as a way to access funding due to the requirement of "partnerships" on all grant applications. Focus group discussions on regional boundaries will begin shortly, with a meeting in this area proposed for the first week of May, 2009. As Ontario's South Coast is already a working "region" based on similar product, members of Ontario South Coast are suggesting the geographic area comprised of the Counties of Windsor/Essex, Chatham-Kent, Elgin, Norfolk and Haldimand may be a more suitable provincial region, based on the similar key attraction of "waterfront activities". A meeting with representatives of all counties mentioned above has been tentatively scheduled for April 30, 2009 to discuss the potential of advocating this region as a collective at the focus group meetings. Regularize Destination Marketing Fees: Destination Marketing Fees are currently in place in many destination management organizations whereby an additional tax is levied on all hotel accommodations within the region. Those funds are used by the DMO to assist in marketing and administration of tourism and marketing services. The report recommended a destination management fee be established throughout the province, with proceeds funding the new Provincial regional model offices. Since the report's release, the new Ontario Government budget has established the new Harmonized Sales Tax, effectively replacing an RST rate of 5% with a new HST of 8%. A letter from the Minister of Tourism states the difference of 3% (approximately $40 million) will be returned back to the Regional offices, once established, for marketing. Re-Design Marketing Role: The report makes the recommendation: "Recast Ontario's approach to tourism marketing so that one agency becomes the provincial marketing lead for promoting the provincial tourism brand in partnership with the new tourism regions." To better reflect the diverse distinct identities throughout the Province, the report suggests each new region market a brand that is aligned with the provincial brand, yet tailored to their unique tourism products. CONCLUSION: As the focus groups designed to establish the new regions will begin in the next few weeks, and the new provincial budget also includes expenditures directly related to the Discovering Ontario report, it seems safe to assume the establishment of the regions is inevitable, yet how soon the regions will be defined and enacted is unknown. The affects of these changes, although still relatively unknown, could potentially be considerable. For instance, if the region invests in a great marketing campaign, Elgin County and St. Thomas may want to consider taking advantage of that expenditure by aligning the County campaigns. If the regional brand is widely recognized, the County and City may want to consider that in signage and campaign marketing expenditure decisions. As funding is already only allocated on a regional level, it is likely all tourism grants will be distributed regionally, as opposed to individual Counties. Although there are still far more questions then answers; being forewarned is potentially being forearmed. RECOMMENDATION: That this report be received and filed as information. All of which is Respectfully Submitted Ka en Cum in s Ta, rism De opment and Marketing Coordinator for Submission Mark GSM onald Chief Administrative Officer Brian Masschaele Director, Community and Cultural Services (~ ~ ,'fi/ Alan Smith Deputy Director, Community and Cultural Services E =ini_'olu-`ty REPORT TO COUNTY COUNCIL PmaissL: PP flHam FROM: Tanya Noble Manager of Programs and Therapy Services Rhonda Roberts Director of Senior Services -Terrace Lodge Pat Vandevenne Director of Senior Services - Bobier Villa and Terrace Lodge DATE: April 16, 2009 SUBJECT: County of Elgin Long Term Care Homes Volunteer Program Manual INTRODUCTION: As the County of Elgin (LTC) Homes Volunteer Program has expanded a new (LTC) Homes Volunteer Handbook has been developed. The handbook will further serve to support new and existing volunteers in their various volunteer capacities as well as serve as a recruitment tool for new volunteers. DISCUSSION: The Volunteer Handbook serves as a necessary guide, outlining roles and responsibilities related to volunteer positions. The Volunteer Handbook will ensure all volunteers receive a thorough orientation to the County of Elgin (LTC) Homes. The Volunteer Program has a base of over three hundred participants. Volunteers assist through the Homes Auxiliary, Tuck Shop, Registered Volunteer positions as well as Cooperative Education placements. The County of Elgin Long Term Care (LTC) Homes recognizes National Volunteer Appreciation Week, April 19th to 25~', 2009. The County of Elgin Homes Volunteer Program serves to enrich the lives of both the residents within the County of Elgin Homes as well as provide meaningful volunteer opportunities for organizations and individuals residing within the many communities of the County of Elgin From 2007 to present the County of Elgin (LTC) Homes has participated in nineteen Cooperative Education Placements from ten different Educational Institutions including five local High Schools. Through the County of Elgin (LTC) Homes Volunteer Program and County of Elgin (LTC) Homes Auxiliary over fifty local community based organizations are represented and continue to offer their time, energy and expertise to benefit the residents at the County of Elgin (LTC) Homes. The County of Elgin (LTC) Homes partnerships have included "Careers - A Journey Through Technology", a partnership with Elgin Middlesex Oxford Local Training Board, West Elgin Senior Public School, Dunwich-Dutton Public School, St. Mary's Catholic Elementary School, Bobier Villa and Elgin Manor. A new evolving partnership with Mitchell Hepburn Public School aimed at student character development through community engagement has enhanced the lives of both students and residents alike. The County of Elgin (LTC) Homes, as a member of Volunteer Elgin since 2007, partners with local participating agencies to collectively appreciate Volunteers on an annual basis. This drop in style event is held at the Canada Southern Railway Station and is scheduled for May 1, 2009 from 3:30pm - 6:30pm. Through this partnership a donation is made on behalf of Volunteer Elgin to support the Woodlot Enhancement Project. In 2007, over eighty-five County of Elgin (LTC) Homes volunteers attended this event with a guest with a total representation of over 120 participants representing the County of Elgin (LTC) Homes. To further support volunteer participation at the County of Elgin (LTC) Homes, home specific events of appreciation occur on an annual basis. CONCLUSION: The development of new Volunteer Handbook as well as new and exciting volunteer roles within the County of Elgin (LTC) Homes will further serve to increase volunteer participation and forge new community partnerships while strengthening and supporting long standing volunteer engagement. The County of Elgin (LTC) Homes will continue to support educational placements and learning opportunities which develop and forge community partnerships while enhancing the lives of residents within the County of Elgin (LTC) Homes as well as residents within the County of Elgin. THAT, Council approves the new County of Elgin Long Term Care Homes Volunteer Handbook and, THAT, this report be received and filed. Respectfully Submitted proved for Submission Mark G. I c a Chief Administrative Officer Tanya Noble Manager of Pro~rams and Therapy Services i Rhonda Roberts Director Iof Senior Services-TL ~.r--rJ~ ~d>, ,u." ,~.,L PatVandevenne Director of Senior Services - BV & EM County of Elgin Homes Community Partnering Agencies Shenanigan's Wallacetown Women's Institute Fingal Baptist Ladies Glana Rebekah Lodge Springfield Baptist Ladies Union United Church Women Share and Care United Church Women New Sarum Ladies Aid Vienna Lioness Shedden Women's Institute Golden Acres Eastern Star Middlemarch Women's Institute Knox Presbyterian Fingal Sparta United Church Women Frome United Church Women Straffordville Lioness Kingsmill Mapleton Women's Institute Eastern Star Association for Community Living Ladies Aid of the Lutheran Church Dr. Tempany Mission Circle ABC Aylmer Lioness Talbotville United Church Women Payne's Mills Women's Institute Kensington Club Iona Willing Workers Mitchell Hepburn Elementary School Ontario Employment Services Knox St. Andrew's Church Dutton Baptist Tyrconnel Girls St. Mary's Catholic Church Women Cowal Women's Institute Dutton Lion's Club Duff Ladies Aid March of Dimes Fanshawe College St. Joseph's Catholic High School East Elgin Secondary School Richmond Ladies ABC Women's Institute Calton's Womens Institute Yarmouth Glen Women's Institute Yarmouth Centre Women's Institute St. James Presbyterian Church Iona Station Baptist Dutton Cooperative Daycare Parkside Collegiate Institute Art Prog Anglican Church Ladies St. Helen's Catholic Church Women Wallacetown United Church Women West Lorne Women's Institute Crinan Women's Institute St. John's Women's Institute West Lorne Women's Institute Dutton Dunwich Public School Southwold Elementary School Medix School Arthur Voaden Secondary School West Elgin Secondary School ~~~ El~m~ounty P,o:;,,,~,.~,,4Y~„ REPORT TO COUNTY COUNCIL FROM: Tanya Tilton-Reid -Human Resources Coordinator DATE: April 20, 2009 SUBJECT: Changes to Policy 9.80.1 -Bereavement Acknowledgment INTRODUCTION: Recent reviews of the Human Resources Policy 9.80.1 demonstrated a need to update the scope of the policy. Based on feedback from current recipient families it appears that the present policy is too far reaching and actually causing some confusion. The recommendation in this report is designed to improve the current policy and make it more effective. DISCUSSION: Through discussions at Management Team it was determined a review of policy 9.80.1 -Bereavement Acknowledgement was needed since its last revision in late 2006. The current policy, because of its extensive application, has actually resulted in confusion by some recipients who do not make the connection to the County. That is, from a practical perspective, after its trial use, the bereavement acknowledgement is too wide ranging and tends to lose its effectiveness when applied this extensively. CONCLUSION: Through the recommended changes to Policy 9.80.1 it is hoped the acknowledgement of County staff during difficult life experiences will be more effective and better understood in application. RECOMMENDATION: THAT the changes to Policy 9.80.1 as attached be approved for implementation. All of which is Respectfully Submitted Tanya Tilton-Reid Human Resources Coordinator Approved for Mark G. M~~rra1'c~ Chief Administrative County of Elgin Human Resources Policy Manual Code - A Page 1 of 2 Section: 9 Subject: Bereavement Acknowledgement Policy Number: 9.80.1 Date Approved: Oct. 1/87 Date Last Revision: Nov 14/06 It is customary for the Employer to make a financial donation or to pay for a flower arrangement in the event of a death of a person associated with the County of Elgin. Procedure: Acknowledgement of bereavement will be made for all people as covered by the County Human Resources bereavement policy (refer to attached schedule). Dependent on the wishes of the family, as indicated through newspaper announcements, a flower arrangement or donation totalling $x.99-$100.00 will be made from the County of Elgin Council and its' staff. It will be the responsibility of the department of the involved individual to make arrangements for the delivery and payment of the item. All acknowledgements will be charged to a Corporate account. If the County employs more than one employee in the same family, the acknowledgement should be co-ordinated, so that only one item is contributed from the County of Elgin. County of Elgin Human Resources Policy Manual Code - A Page 2 of 2 Section: 9 Subject: Bereavement Acknowledgement Policy Number: 9.80.1 Date Approved: Oct. 1/87 Date Last Revision: Nov 14/06 The following schedule applies: Association to County Donation/Flowers Amount Employee Donation/Flowers $700-$100.00 Employee's Spouse or Child /Step-Child Donation/Flowers $75:00-$100.00 Employee's Parent or Step-Parent Donation/Flowers $7-590 $100.00 Employee's Sibling or Step-Sibling Donation/Flowers $750$100.00 Employee's Grandchild DonationlFlowers $75:00-$100.00 Employee's Grandparent Donation/Flowers $789-$100.00 c.,,nln.,nn~~ r_rn~+ r_r.,...ln~rn.,+ EIt3~8We•KS $7-5:-99 r_.M..In..nn1~ A..n+ nr l lnnln $~75,0e Fm..lnvnnf ~. Al:n r ~In nhm.• $75.;Ag Cw. nl n.,nn~~ C+nn D.. rnn+ )='rr...l n..nn~~ cn~+nr r1,:lA nn.,~+:n.~z o.. lclol'J`r~ $75:99 C.r. nl n..nd~ Cn~+nr D~rn..+ C... nl n.mn~n C:~+nr nr Drn+Mnr :n_Imu C... nl n..nd~ IIM+Mnr r Co+Mn r_:n J..... ~9 c.,,nln..nn~~ r_r.,n,~nnrn.,+~_:., ~..,.. $.7~,.ge ~.;, ' °'s r'r..wt Gr..::'' .,.^tc ... !w.. Ar°'yc°.. ..lia'. $759 EIt;mCaui~t}' REPORT TO COUNTY COUNCIE Pro4vistm ti/l4tWru FROM: Sonia Beavers, Purchasing Coordinator DATE: April 28, 2009 SUBJECT: Tender Reporting Practice INTRODUCTION: The Procurement 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 transparent. DISCUSSION: At the beginning of each year the process is to provide an estimated budget for projects over $10,000. The project is tendered which includes a contingency. A Report to Council is prepared with a recommendation to award the contract to the lowest compliant bidder. Council approves the expenditure. The budget allocation is not revised to reflect Council's approved expenditure. During the project the contractor and/or staff may encounter unforeseen issues and therefore change orders are required which may in turn increase the cost of the project. When the project is completed, as long as the total amount of the project does not exceed the original estimated budget allocation no further information is shared with the public or Council. To ensure the County is being open, honest, fair and transparent, staff recommends implementing the following process. At the beginning of each year an estimate budget is set for capital projects. When a project is tendered a Report to Council is prepared with a recommendation to award the contract to the lowest compliant bidder. At that time the remaining unused budgeted portion will be defined as required for further tenders or declared surplus. In cases of surplus, Financial Services will de-supplement the project and place surplus funds into capital surplus reserve. If change orders are required and the cost increases above the tender amount approved by Council by less than 10%, and the amount is within the overall budgeted project amount, work can proceed upon authorization by the Director. However, if the cost increases above the tender amount approved by Council by more than 10%, prior to implementing the change orders the Director will prepare a further report to Council to approve the additional expenditures. If the project is underway and the change orders warrant immediate action as identified in section 3.13(2) of the Procurement Policy, "Procurement to Avoid Negative ~~ Cost Impacts to the County ,the Levels of Contract Authority will approve the expenditure and an information report will be presented to Council at the next scheduled meeting. For example Currently: Estimated budget allocation is $500,000. Miscellaneous expenditures of $20,000 have already been incurred. The project is tendered and Council awards the tender at $400,000 leaving $80,000 uncommitted for this project. During the project change orders may be necessary to the first tender increasing its cost. Further tenders pending expect to cost $45,000. No further report is prepared because the total amount of the project is still within the original estimated budget allocation of $500,000. Enhanced Reporting Practice: Estimated budget allocation is $500,000. Miscellaneous expenditures of $20,000 have already been incurred. The project is tendered and Council awards the tender at $400,000 leaving $80,000 uncommitted to this project of which $40,000 is requested as provision and the remaining $40,000 is deemed surplus. Financial Services will de-supplement the project by allocating $40,000 in Capital Surplus Reserve until year end. During the project change orders are necessary increasing the cost of the project by $45,000 above the tender amount approved by Council. Prior to implementing the change orders the Director will prepare a further report to Council to approve the additional expenditures of $45,000. However, if the project is underway and the change orders warrant immediate action as identified in section 3.13(2) of the Procurement Policy, "Procurement to Avoid Negative Cost Impacts to the County", the Warden or designate will approve the procurement and an information report would follow to Council. The $5,000 funding shortfall for the change orders is provided out of Capital Surplus Reserve. In addition, to be compliant with the Public Sector Board Standards for Tangible Capital Assets, large multi-year projects should be divided down into their various phases as they are to be tendered. Once each phase is completed and put into service the project will be closed. For clarification purposes, staff recommends implementing the new item 3.13(2) "Procurement to Avoid Negative Cost Impacts to the County" shown in Appendix A and revising the "Levels of Contract Approval Authority' outlined in the Procurement Policy shown in Appendix B of this report. CONCLUSION The County of Elgin is obligated by law to ensure the Procurement Process is open, honest, fair and transparent. By implementing the enhanced reporting practice the public and Council are made aware of the final costs of the project, thus solidifying transparency. RECOMMENDATION THAT, starting in 2009, staff are directed to implement the Enhanced Reporting Practice outlined in the report, and THAT, the Procurement Policy section 3.13 be revised to include "Procurement to Avoid Negative Cost Impacts to the .County" and the revisions to "Levels of Contract Approval Authority" be implemented, and THAT, starting in 2009 large multi-year projects will be divided into various phases so that each completed phase may be monitored for cost effectiveness and closed when completed. All of which is Respectfully Submitted onia Beavers Purchasing Coordinator G,-- v~ im Bundschuh Director of Financial Services Ap or ubmissio Mark G. Mc rn~al Chief Administrative Officer APPENDIX A 3.13 PROCUREMENT FOR SPECIAL SITUATIONS 3._1.3..(1) Procurement in Emergencies An "Emergency" includes: i. an imminent or actual danger to the life, health or safety of an official or an employee while acting on the County's behalf; ii. an imminent or actual danger of injury to or destruction of real or personal property belonging to the County; iii. 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.O. 1990, Chapter E. 19 and, vi. mandate of anon-compliance order. 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. 3.13(2) Procurement to Avoid Negative Cost Impacts to the County "Avoiding Negative Cost Impacts to the County" includes: Avoiding delays in a project caused by unforeseen circumstances, if such delays cause further negative cost implications 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 anon-budgeted expenditure. The Director or designate must consult with the Director of Financial Services and seek approval from the Warden or designate prior to making an emergency purchase and must report to Council at the next scheduled meeting. APPENDIX B 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 andtor service contracts, the pre-authorized expenditure limit shall refer to the estimated annual expenditure under the contract. 1/al'`ue~, ;:,~~:` : ~.ProcuremenY.Rro`cess ~. ~:- ~~ ;°A ~ rovedrAutNorit ~ `~ . SdUrce~of Brd. _ ';Re brt:StatGSa-; $10,000 or No formal quotes required. Purchases made No report to less Director. from the Council required. competitive market lace. Greater Informal Quotations (3 quotes 3 written quotes No Report to than required -written) or Direct Director and Director to be obtained. Council required $10,000 negotiation as a result of Single of Financial Services if within 10% of but less or Sole Source. the approved than budget allocation. $50,000 Greater Formal Quotations (3 written Director and Director Advertise in Local No Report to than quotes required) of Financial Services paper, County Council required $50,000 web site and if within approved but less Ontario Public budget. than Buyers website. $100,000 Greater Request for Tender County Council Advertise on than (Warden or designate County website, Report to Council. $100,000 in an emergency or to local paper, and avoid negative cost Ontario Public im act to the Count Bu ers website. Less than Request for Proposal Director and Director Advertise on No Report to $50,000 In place of a Tender or Financial Services. County web site, Council required Quotation when goods and The evaluation criteria advertise in local if within approved services cannot be specifically and process shall be paper and Ontario budget allocation. stipulated or when alternative approved by the public Buyers methods are being sought to Director prior to ~,vebsite. perform certain functions or services. issuance of the Request for Proposal. Greater Request for Proposal County Council Advertise on Report to Council. than The evaluation criteria and (Warden or designate County website, $50,000 process shall be approved by in an emergency or to local paper and Council resolution prior to the avoid negative cost Ontario Public issuance of the Request for impacf to the County) Buyers website. Proposal. When the preferred proposal i) Exceeds the approved budget appropriation and/or ii) exceeds $50,000.00, the Director shall submit a report to Council for direction. -~° E1~mCount}' REPORT TO COUNTY COUNCIL AiNiu54.=bt(wum FROM: Mark G. McDonald, Chief Administrative Officer. DATE: April 21, 2009 SUBJECT: Expropriation for Highway Re-alignment at Dutton/Dunwich INTRODUCTION: At its February 17th, 2009 meeting, Council authorized the expropriation of lands along Talbot Line to accommodate rehabilitation efforts. Further to that direction, it is now appropriate to authorize the execution of specific documents related to said expropriation. DISCUSSION: As part of the expropriation process a Council resolution is required authorizing the advertising of the Notice of Expropriation as well as the execution of the Application to Expropriate. Notice of Intent to Expropriate requires publication on three successive weeks in a newspaper having local circulation. As previously directed, the County Solicitor is managing this process including the necessary advertisements. CONCLUSION: Council is required to pass a resolution allowing for the appropriate Notices and Application to Expropriate to be filed and or published as necessary. RECOMMENDATION: THAT the Warden and Chief Administrative Officer be authorized and directed to execute the required documents and notices as attached regarding the expropriation of certain defined lands alon~Talbot Line as previously described in the report presented to Council on February 17 , 2009. ALL of whi 's-respectfulfy-~ bmitted, Mark G. I c Chief Administrative Officer. Expropriations Act (Ontario) TO: The Corporation of the County of Elgin 450 Sunset Drive St. Thomas, Ontario NSR SVI IN THE MATTER OF the proposed expropriation of land by the Corporation of the County of Elgin being Part of Lot "B", in Concession 7 in the Municipality of Dutton/Dunwich (Geographic Township of Dunwich) and County of Elgin, for the purpose of highway re-alignment and improvement. APPLICATION IS HEREBY MADE for approval to expropriate the lands described as follows: Part of Lot "B", Concession 7, Municipality ofDutton/Dunwich (geographic Township of Dunwich), County of Elgin, designated as Part 1 according to Reference Plan 11 R-9054 (Elgin). A copy of Reference Plan 11R-9054 (Elgin) as referred to above is attached. Dated at St. Thomas, Ontario, this day of April, 2009. The Corporation of the County of Elgin Per: Graham Warwick, Warden Per: Mark McDonald, CAO We have authority to bind the Corporation of the County of Elgin Expropriations Act (Ontario) IN THE MATTER OF the proposed expropriation of land by the Corporation of the County of Elgin being Part of Lot "B", in Concession 7 in the Municipality of Dutton/Dunwich (Geographic Township of Dunevich) and County of Elgin, for the purpose of highway re-alignment and improvement. NOTICE IS HEREBY GIVEN that Application has been made for approval to expropriate the lands described as follows: Part of Lot "B", Concession 7, Municipality of Dutton/Dunwich (geographic Township of Dunwich), County of Elgin, designated as Part 1 according to Reference Plan 11R-9054 (Elgin). Any owner of lands in respect of which Notice is given who desires an inquiry into whether the taking of such land or interest is fair, sound, and reasonably necessary in the achievement of the objectives of the expropriating authority, shall so notify the approving authority in writing, a) in the case of a registered owner, served personally or by registered mail within thirty days after the registered owner is served with the Notice, or, when the registered owner is served by publication, within thirty days after the first publication of the Notice; b) in the case of an owner who is not a registered owner, within thirty days after the first publication of the Notice. The approving authority is: The Corporation of the County of Elgin 450 Sunset Drive St. Thomas, Ontario N5R SVl The Corporation of the County of Elgin Per: Mark McDonald, CAO This Notice first published on the day of April, 2009. CORRESPONDENCE -April 28, 2009 Items for Consideration Cynthia St. John, Executive Director, Elgin St. Thomas Public Health, announcing the 2009 West Nile Virus Budget. (ATTACHED) April 2, 2009 Mr. Mark McDonald Chief Administrative Officer County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 Dear Mark, RE: West Nile Virus Budget - 2009 - I~~ APB ~ ~ zoos ~~UN~V ®~ ~L~iN ARMlRIS~RATiV~ ~~RVI~E~ I am writing to advise you that the 2009 West Nile virus budget was approved by the Board of Health on April 1, 2009. As with previous years, this budget was not included in the mandatory program budget for the 2009 year due to the timing of the release of information from the Ministry of Health and Long Term Care. Elgin St. Thomas Public Health will be engaged in West Nile virus activities again this year that include public education, surveillance, and other preparatory work that amount to $51,924. overall. This includes a 25% reduction as outlined by the Ministry of Health and Long Term Care based upon its new risk categorization. The reduction areas include frequency and type of surveillance activities, staffing, resources, and support. The breakdown of funding is noted below: Ministry of Health and Long Term Care (75%) $38,943.00 City of St. Thomas (41% of 25%) 5,322.21 County of Elgin (59% of 25%) 7,658.79 Total $51,924.00 The 2008 audited financial statements for Public Health have recently been approved. The 2008 surplus owing to the County is $874.69 and therefore the balance owed by the County of Elgin is $6,784.10. '~ , ...2 Elgin St Thomas Public Health ~ ~ ~~ ~j 0~ 99 Edward Street St.Thomas ON NSP lY8 ~ Toll Free i-800-922-0096 Te1:519-631-9900 Fax:519-633-0468 Voicemail:S19-631-3159 www.el g i nh ea It h.o n.ca Page 2 Please forward the amount noted above at your earliest convenience. If you have any questions regarding the above information, please contact the Program Director, Laura McLachlin at 519-631-3159, ext. 223. Sincerely, ~~~~~~ Cynthia St. John Executive Director c. Laura McLachlin, Director, Health Protection Department Mary Ens, Supervisor, Accounting CORRESPONDENCE -April 28, 2009 Items for Information (Consent Agenda) Kyle Kruger, Administrator, Municipality of Bayham, acknowledging Council's concerns regarding Health and Safety legislation issues. (ATTACHED) 2. Warden Graham Warwick, with copy of correspondence sent to Joe Preston, M.P. and Steve Peters, M.P.P., Elgin Middlesex London, concerning the lakeshore erosion on Dexter Line. (ATTACHED) 3. Thank you card from the Jim Carter and Family for the floral tribute to his Mother. 4. Sandra Datars Bere, Director, Ontario Works and Social Housing, St. Thomas - Elgin Ontario Works, with information regarding the RFP issued for new affordable housing projects. (RFP document available for viewing in Administrative Services) Municipality of April 3, 2009 Mr. Graham Warwick Warden County of Elgin 450 Sunset Drrve St. Thomas, ON NSR SVl Dear Mr. Warwick, P.O. Box 160, 9344 Plank Road, SCraffordville, Ontario NOJ lY0 Tcl: (519) 866-5521 Fax: (519) 866-3884 email bayhamQba}~ham.ou.ca -~., .,~ ~ ,,,~, ,a Af'R ®~ Z009 Cour~TV o~ ~~GI~ ACt~INISTRATIVE SERVICES Re• Health and Safety Standards Thank you for your letter of March 30, 2009 and attached staff report regarding health and safety standards/inspections. As with the County, Municipality of BayhaCn Council and staff are cognizant of health and safety requirements, and appreciate the benefits of such. Communication between the parties regarding County inspections is an important component of the health and safety program, and it is acknowledged that improvements would be of benefit. To that end, Bayham will review its internal procedures and ensure there is timely responselfeedback to the County regarding Inspection reports. Initial review by staff indicate a couple suggestions that may be of assistance. Firstly, the most recent inspection reports from the County do not include any columns for comment or date of any repairs undertaken. The addition of such would ease the preparation of response and record keeping. Second, it has been indicated that at times items noted in reports are minor maintenance items, and not necessarily a health and safety concern. Perhaps a column indicating these categories would be helpfiil as well. Lastly, I would note that at times, minor assistance from library staff may be appropriate in resolving small items as they arise. It is recognized that caution needs to be exercized in regard to staff duties and liability, however participation by staff in facilities that are occupied solely by library staff may help resolve minor issues of health and safety and/or liability quickly and effectively. Again, some improved communication from Bayham as these arise may assist. Thank you again for your letter, and we look forward to improving on this matter. Y O. p.c. Mayor Lynn Acre o y/ov~o J C.t~Pr~J i~ %~i/v/~ Office of the Warden April 8, 2009 Mr. Joe Preston, M.P. Elgin-Middlesex-London 24 First Ave., Unit 2 ST. THOMAS, Ontario N5R 4M5 Mr. Steve Peters, M.P.P. Elg in-Midd lesex-London 542 Talbot Street ST. THOMAS, Ontario N5P 1C4 Dear Mssrs. Preston and Peters: Subject Lakeshore Erosion on Dexter Line Attached for your consideration is a summary of the alternatives currently being explored under the Environmental Assessment process for the Dexter Line relocation project. You will note that project cost estimates are included as well as projected costs to remove the former provincial, now local, municipally-owned waterline which is located on the county road allowance. We would like to draw your attention to alternative 2, retaining the existing County road and waterline by constructing full shoreline protection (3.5km). High level estimates for this alternative range from $32 million to $51 million. Obviously, the scale and magnitude of this project surpasses the County's ability to pay. Yet, it would provide a permanent solution and protect the waterline in perpetuity. Moreover, this solution would better serve the residents of Port Bruce and surrounding area by continuing to provide a safe, second access route to a community prone to flooding. Gentlemen, with infrastructure dollars in the offing, the pressing need to put local people back to work and the opportunity to create a "made in Elgin" pilot project for the betterment of other communities with similar shoreline challenges, we believe the time is right to move this project forward. In the interest of advancing this initiative quickly we stand ready to meet with you on-site to better understand the project together. Please let us know when you are available for a site meeting and we will accommodate your schedules. ....2 County of Elgin Administeative Seevlces 450 Sunset Drive St. Thomas, On N5R 5V1 Phone: 51&631-1460 www.elgin-county.on.ca Mr. Joe Preston & Mr. Steve Peters - 2 - April 8, 2009 Thank you in advance for supporting our request for government funding for County Road 24 shoreline erosion challenges. Yours truly, Graham Warwick, Warden. Attachment cc: Councillor John R. Wilson Councillor Sylvia Hofhuis Councillor Tom Marks Mark McDonald, CAO, County of Elgin Clayton Watters, Director of Engineering Services Peter Dutchak, Deputy Director of Engineering Services Summary forGovernmenfRepresentatives -Apri12009 Subject: Availability of Projecf Funding Elgin County Road 24 Relocation Projecf, County of Elgin Elgin County Road 24 (Dexter Line) extends west from Port Bruce along the Lake Erie shoreline, connecting the Port Bruce community to Port Stanley and St. Thomas. Sections of the County Road that are near Lake Erie are subject to shoreline erosion and will have to be closed before the erosion begins to undermine the road allowance. A Class Environmental Assessment is being undertaken by the County of Elgin to determine the best long-term, cost-effective solution to the erosion problem. The preferred solution should also be one that provides an access road to the Port Bruce community from the west and does not cross Catfish Creek (which is subject to periodic flooding). Following project studies, and consultation with the community, two alternative solutions have been identified for more detailed consideration: Alt. 1. Relocate County Road 24 along a new alignment and construct a shoreline groyne Alt. 2. Retain existing County Road 24 alignment and construct full shoreline protection Alfernative 7 -Relocate County Road 24, Construcf Shoreline Groyne Historically, the solution to Lake Erie shoreline erosion has been to Construcf a new road further inland. County Road 24 was last relocated in 1963. The Alternative 1 solution continues this road relocation approach. Figure 1 illustrates a preliminary road realignment, plus a proposed shoreline groyne that is needed just west of Port Bruce, where the existing road is close to Catfish Creek and cannot be relocated. Anew shoreline access road will also have to be constructed for groyne construction and maintenance. The estimated cost for Alternative 1 is about $ 9,000,000. Alternative 2 -Retain Exisfing County Road 24, Construct shoreline Protection The second alternative is to retain the existing County Road 24 alignment by constructing full shoreline protection for approximately 3.5 km, as shown in Figure 2. Alternative 2 has received very strong community support, since this alternative is considered the most long-term permanent solution, and would retain the existing scenic waterfront road alignment. Estimated costs for Alternative 2 range from $32,000,000 to $51,000,000., depending on the fype of shoreline protection utilized. Project Financial Assisfance Needed A preferred alternative has not yet been selected. The County of Elgin does not have the capability to fund either Alternative 1 or 2, and will need senior government assistance. If financial assistance is not available, then the eventual closure of County Road 24 west of Port Bruce will be required. The difficulty with road closure is that the only road access to Port Bruce would then be County Road 73, which crosses Catfish Creek and is subjecf to potential flooding and emergency access concerns. In conclusion, please advise if government funding would be available to address County Road 24 shoreline erosion problems. Dexter Line EA Activity Costs Relocate Road north for 3.5 km length and construct Groyne and access road to maintain Groyne. Waterline relocate to new alignment (3.5km) - $1,000,000 New Road Alignment Construction - $2,000,000 (including: Engineering, archeological assessment, access to existing properties) Groyne - $1,500,000 Access Road to Groyne - $4,000,000 Total $8,500,000 2. Close Road and provide access to existing properties. Relocate waterline to another existing road allowance. Waterline relocate to new road (assuming 8km) - $5,000,000" (alignment dependent) (plus other existing utilities - i.e. gas, hydro) Close road, remove road, construct "turn arounds" - $500,000X" (including: providing access to properties) Total $5,500,000 Anew waterline alignment has not been determined. This estimate has therefore not considered additional costs due to terrain, easements, environmental assessment, etc. Costs for this item could therefore escalate dramatically. XX This represents Elgin County's total cost if the solution is to close the road ~ ~~ ST. THOMAS THE CORPORATION OF THE CITY OF ST. THOMAS RFP N0. 09-020 CITY OF ST. THOMAS COUNTY OF ELGIN BUILDING AFFORDABLE RENTAL AND SUPPORTIVE HOUSING IN ST. THOMAS AND ELGIN COUNTY CLOSING DATE: 2:00:00 P.M., LOCAL TIME, TUESDAY, MAY 5, 2009 THIS DOCUMENT MAY BE DOWNLOADED FROM THE CITY OF ST. THOMAS WEBSITE at http://www.citv.st-thomas.on.ca under "Tenders and RFPs". PROPOSALS MUST BE RECEIVED BY THE PURCHASING DEPARTMENT IN A SEALED OPAQUE ENVELOPE OR PACKAGE CLEARLY MARKED WITH THE NAME AND ADDRESS OF THE PROPONENT, TITLE OF RFP AND RFP NUMBER. COMPLETED PROPOSALS CAN BE MAILED OR HAND DELIVERED TO THE CORPORATION OF THE CITY OF ST. THOMAS, ATTENTION: PURCHASING DEPARTMENT - FIRST FLOOR (Treasury Counter), 545 TALBOT SREET, ST. THOMAS, ON N5P 3V7. PROPONENTS ARE SOLELY RESPONSIBLE FOR ENSURING PROPOSALS ARE RECEIVED BY THE PURCHASING DEPARTMENT PRIOR TO THE CLOSING DATE AND TIME. FAILURE TO SUBMIT THE PROPOSAL AS REQUESTED WILL RESULT IN DISQUALIFICATION. CLOSED MEETING AGENDA April 28, 2009 Staff Reports: 1) Director of Senior Services -Terrace Lodge -Municipal Act, Section 240.2 (b) personal matters about an identifiable individual -Hair Salon Redeployment. fax cover DATE: 24/04!2009 Send to: Warden Warwick and Elgin County Councillors Attention: Office Location: Fax Number: Call Group #'s From: Mark G. McDonald, Chief Administrative Officer mmcdonald@elg in-county.on.ca Office Location: Administrative Services Phone Number: Ext. 161 Number of Pages, Including Cover: ^ URGENT ^ REPLYASAP ^ PLEASE COMMENT ^ PLEASE REVIEW ^ FOR YOUR INFORMATION COMMENTS: Additional Items for Council Agenda of April 28, 2009 Confidential Closed Meeting Report: (verbal) 1) Director of Community and Cultural Services -Municipal Act, Section 240.2(b) personal matters about an identifiable individual -Human Resources Matter Reports of Staff: (attached) Director of Engineering Services -Infrastructure Stimulus Fund and Building Canada Fund -Communities Component By-Laws: (attached) By-Law No. 09-16 - Being a By-Law to Authorize an Application for Expropriation of Lands in the Municipality of Dutton/Dunwich in the County of Elgin for Highway Intersection Re-alignment and Improvement THE INFORMATION IN TffiS FACSIMILE IS FOR THE NAMED RECIPIENT ONLY. IT MAY CONTAIN AIFORMATION THAT IS PRIVII,EGED, CONFIDENTIAL AND EXEMPT FROM DISCLOSURE UNDER APPLICABLE LAW. IF THE READER OF TFIIS MESSAGE IS NOT THE INTENDED RECIPIENT, OR RESPONSIBLE FOR DELIVERING THE MESSAGE TO THE INTENDED RECIPIENT, ANY DISSEMINATION, DISTRIBUTION OR COPYING OF TIIIS COMMUMCATION IS STRICILY PROHIBITED. IF YOU HAVE RECEIVED THIS COMMUNICATION IN ERROR, OR THERE ARE ANY PROBLEMS IN TRANSMISSION, PLEASE NOTIFY US BY TELEPHONE County of Elgin 450 Sunset Drive St. Thomas, Ontario N5R 5V1 Canada Phone: 519-631-1460 Fax: 519-633-7661 w+vw.elgin-cou nty.on.ca .~. ~ `:rv. E1gmCounty Progresshe by Na FUre REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Director of Engineering Services DATE: April 15, 2009 SUBJECT: Infrastructure Stimulus Fund and Building Canada Fund -Communities Component The Federal and Provincial Governments have initiated two programs to get shovels in the ground for infrastructure ready projects over the next two years. The project costs will be shared equally between the federal, provincial and local levels of governments. The two programs are the Infrastructure Stimulus Fund and the Building Canada Fund Communities Component. This report is recommending County projects that will meet the needs of the County of Elgin and the requirements of these programs. DISCUSSION The first program, the Infrastructure Stimulus Fund, ISF, is intended for the rehabilitation of existing assets. The funds for ISF are equally shared between each level of government, therefore the County will contribute 1/3 of the total amount. The County of Elgin must demonstrate that: the submitted projects would not have been constructed over the next two years; 50% of the project be completed by March 31, 2010; the project is construction ready; the project has merit and each project will be evaluated on those merits; the municipality has the financial capability to fund its 1/3 share; that the project be endorsed, by resolution of Council, by the municipality and municipalities can make up to three submissions to this program. The three projects, or submissions, that staff are recommending for the ISF program are: the rehabilitation of Furnival Road between Talbot Line and Pioneer Line; the rehabilitation of Calton Line between Plank Road and Elgin County Road 55 and the rehabilitation of Southminster Bourne from Highway 401 to Southdel Drive. -1- The first project is Furnival Road, which is located between Talbot Line and Pioneer Line, in the Municipality of West Elgin. This is an arterial roadway, with an AADT of 1950 that connects Talbot Line to Highway 401. The former Provincial Highway was originally built in the 1920's that has a 20 foot concrete base with successive layers of hot mix asphalt.-The road is part of the Emergency Detour Route and serves as a tourist route to the marina in Port Glasgow. This project is an identified capital need. The project consists of: a complete removal of the clay shoulders from edge of existing concrete surface to the ditch; reinstating with 600 mm depth of granular A and B; placing a single 100 mm lift of HL8 and then repairing all the thrust blocks. Additional in 2010 the road will be recycled (CIREAM) and then a new 50 mm HL4 riding surface. The project is estimated at $3,760,000, with the County share of $1,253,333. The second project is Calton Line, which is located between Plank Road and Elgin County Road 55, in the Municipality of Bayham. Calton Line is an arterial road with an AADT of 1750 that is a main commercial corridor across the eastern part of Elgin County. This project is an identified capital project. The project consists of: recycling the surface (CIREAM) and then placing a new 50 mm base asphalt riding surface. The lanes will be widened and shoulders will be paved in one valley to reduce maintenance costs. The project is estimated at $2,060,000, with the County share of $686,667. The third project is Southminister Bourne, located between Highway 4 and Southdel Drive, in the Township of Southwold. Southminister Bourne is a collector road that is used predominately for the regional landfill, owned by the City of Toronto. The AADT is 1000 with the majority of the traffic being commercial vehicles. This project consists of: recycling the surface (CIREAM) and then placing a new 50 mm base course in 2009. Additionally, in 2010 the road will receive another 50 mm surface course. The project is estimated at $3,790,000, with the County of Elgin share of $1,263,333. The second program, the Building Canada Fund Communities Component, BCF, will permit only one project for submission. The proposed project is to complete structural repairs and painting for a steel bridge. The work involves abrasive cleaning of the structure, some minor structural repairs and structural coating of the Wardsville Bridge on Furnival Road at the Thames River. The estimated cost for this project is $900,000. Since this structure is jointly owned by the County of Elgin and the County of Middlesex, the County of Middlesex will fund 50% of Elgin's $300,000 municipal contribution. Therefore, Elgin's share for the bridge is $150,000, -2- For County Councils information, the County of Middlesex is applying for structural repairs, abrasive cleaning and structural repairs for the Simpson's Bridge on Graham Road at the Thames River. The estimated cost for this project is $1,160,000. Since this structure is jointly owned by the County of Elgin and the County of Middlesex, the County of Elgin will fund 50% of their $386,666. Elgin's share of the costs for Simpson Bridge will be $193,333. Therefore, the total County of Elgin share for both bridge projects will be $343,333. At the March 24, 2009 County Council meeting, the Director of Financial Services proposed that a capital fund be created for the County portion of new shared financial infrastructure programs and that the funds be self financed from the County of Elgin short term investments. If the four projects are accepted then the County of Elgin share would be $3,546,667. But those funds would be leveraged into $11,670,000 worth of capital projects on the County of Elgin road system. CONCLUSION The federal and provincial governments should be commended for supporting funding to the County of Elgin road infrastructure. The two programs are vital for growth within Elgin County and investing in Elgin promotes employment in our local economy. Staff has chosen projects that can meet the needs of the County of Elgin, while also meeting the programs requirements. The three projects submitted for the Infrastructure Stimulus Fund, can at least be 50% completed before March 31, 2010, which meets the requirements. The projects are: Furnival Road in the Municipality of West Elgin, Southminister Bourne in the Township of Southwold and Calton Line in the Municipality of Bayham. These projects rehabilitate the road surface for two arterial roads and one road to a regional landfill, which are important links within the County of Elgin. Staff has also chosen one project for the Building Canada Fund -Communities Component, abrasive cleaning and structural painting of the Wardsville Bridge on Furnival Road at the Thames River. Also, the County of Middlesex will make an application for abrasive cleaning and structural painting for the Simpson's Bridge and the County of Elgin will contribute 50% of the County of Middlesex County's costs. -3- RECOMMENDATION That the County of Elgin submit the following projects for the Infrastructure Stimulus Fund: Furnival Road rehabilitation; Southminister Bourne rehabilitation and Calton Line rehabilitation; and also, That the County of Elgin submit the Wardsville Bridge, as the County of Elgin's number one priority, for abrasive sandblasting, structural repairs and structural coating as its Building Canada Fund -Community Component Intake 2; and also, That the County of Elgin contribute 50% of the County of Middlesex municipal share for abrasive cleaning, structural repairs and structural coating for the Simpson's Bridge under the Build Canada Fund -Community Component Intake 2 program; and also, That, as approved at the March 24, 2009 County Council meeting, the funds for these projects will be self financed from the County of Elgin short term investments; and also, That a letter be forwarded to Mr. Steve Peters, MPP and Mr. Joe Presston MP thanking them for their support. RESPECTIVLY SUBMITTED APPROV SUBll~tl ON ~~~~~~. . Clayton D. Watters a cDonald Director of Engineering Services Chief Administrative Officer -4-