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November 10, 2009 Agenda
PAGE 1 -120 121 142 143 150 151 152 -162 ORDERS OF THE DAY FOR TUESDAY, NOVEMBER 10, 2009 9 :00 A.M. Nov. Outside Board Reporting Schedule: ORDER 1st Meeting Called to Order 2nd Adoption of Minutes October 20, 2009 3rd Disclosure of Pecuniary Interest and the General Nature Thereof 4th Presenting Petitions, Presentations and Delegations 5th Motion to Move Into "Committee Of The Whole Council" 6th Reports of Council, Outside Boards and Staff 7th Council Correspondence see attached 1) Items for Consideration 2) Items for Information (Consent Agenda) 8th OTHER BUSINESS 1) Statements /Inquiries 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 -Laws 14th ADJOURNMENT LUNCH WILL BE PROVIDED Land Division Town Crier Accessible Customer Service Training for County Councillors, Directors, Deputy Directors and Managers TUESDAY, NOVEMBER 10, 2009 from 1:00 p.m. 2:30 p.m. County Council Meeting TUESDAY, NOVEMBER 24, 2009 9:00 a.m. Elgin County Council Education Day See Correspondence Item No. 5 TUESDAY, NOVEMBER 24, 2009 County of Elgin Christmas Party SATURDAY, NOVEMBER 28, 2009 REPORTS OF COUNCIL AND STAFF November 10, 2009 Council Reports (ATTACHED) 2 Councillor Habkirk Elgin County Museum 2009 Annual Report Staff Reports (ATTACHED) 7 Deputy Director of Engineering Road Infrastructure Capital Plan 18 Director of Engineering Services Sunset Road No Parking 20 Engineering Technologist/Emergency Management Coordinator, Manager of Support Services E/M Pandemic Plan 102 Director of Senior Services T /L, BN, E/M Long Term Care Homes Act 2007 Draft Regulation Phase 2 105 Deputy Director of Community and Cultural Services Software Licence and Services Agreement 115 Manager of Archives Municipal Records Transfers and Online Publication Program 117 Director of Financial Services Use of Capital Surplus 120 Director of Financial Services Launch of the New County of Elgin Website E1grnCount, Px+ „rcssim Ll (+H.rc FROM: Councillor Bob Habkirk DATE: October 27th, 2009 SUBJECT: Elgin County Museum 2009 Annual Report INTRODUCTION: The report below is submitted as County Council's representative on the Elgin County Museum Advisory Committee DISCUSSION: REPORT TO COUNTY COUNCIL The committee met four times between January and September of 2008 in fulfilment of the terms of Elgin County By -law No. 05 -44. The following are issues and reports brought forward to the committee during this period: Staffing A student joined the staff during the summer under a Young Canada Works grant. She was involved in collections research and database work and produced an exhibition related to the wartime use of the St. Thomas psychiatric hospital for Doors Open. Two new volunteers joined the museum during the summer both with experience in communications. They were instrumental in assisting with the new web site and with promotion for the quilt exhibition. The museum's active volunteers now total 19. Exhibitions and Programmes Marion Tews Burns Quilts January 25 February 28, 2009 A collection of four quilts dedicated to the memory of Robbie Burns, created in the 1990s by St. Thomas native Marion (Hamilton) Tews opened on Burns Day. The exhibition also featured a clock once owned by Burns' great friend Gavin Hamilton. The day's highlights included readings from Burns poems and a talk by Burns scholar and St. Thomas resident Dr. Ian Hunter. Approximately 100 people attended the opening. Canada at Play March 10 May 2 This travelling exhibition from the Royal Ontario Museum was opened on March 14 with a Family Fun Day. Several families enjoyed a range of period games. The exhibition was heavily augmented by pieces from the permanent collection. Life and Leisure on Lake Erie May 31 September 1 The opening of Life and Leisure on Lake Erie featured the unveiling of the museum's restored oil painting of Port Stanley. The exhibition was based on a large number of loans mainly from the Port Burwell Marine Museum with additional material from the St. Thomas -Elgin Public Art Centre, the Port Dover Marine Museum and private collectors. The artifacts were enhanced by contributions from three regional artists including Jan Row and artist -in- residence Kirt ley Jarvis. One of the highlights of the show was a 5 foot high scale model of a snow rigged barque created by London sculptor Joseph Hubbard. About 50 people attended the opening which featured a reading by Mike Wilson, the fisherman poet of Port Stanley and a presentation by author Ron Brown. Parts of the exhibition were re- installed at the Marine Museum in Port Burwell in time for their Doors Open event. Signature Quilts: Community Patterns September 20 February 28, 2010 The exhibition is based on the 15 signature quilts in the permanent collection augmented by nine on loan from individuals in the community. The signature quilt was a key fund raising tool in the 19 and 20 centuries. Supporters of churches and other community organizations paid for their names to be embroidered onto a quilt which was then sold to the highest bidder. During the month of June, six signature quilts from the permanent collection were installed in branch libraries in various parts of the County. Each had originated from the community in which the branch was located. Accompanying each quilt was a beautifully fabricated book, produced by Kirt ley Jarvis, in which each name had been transcribed, with a space for visitors who recognized names to write a note about the person such as their occupation or place of residence. Quilts from three partner museums (Marine Museum in Port Burwell, Aylmer Museum and the Backus -Page House) were exhibited in those locations and then moved to the county museum for the exhibition in September. Kirtley Jarvis: Dotted Line September 20 February 28, 2010 Artist -in- residence Kirt ley Jarvis has been working with the collection and with staff and volunteers for nearly a year. She has contributed to each of the exhibitions mounted over the past year and has produced a body of new work which directly references pieces from the permanent collection and the people and events they represent. Her work has generated considerable interest from people who would not otherwise be visitors to the museum. Other Exhibitions: Elgin Manor An exhibition was installed at Elgin Manor in May for Nursing Week followed by a selection of personal grooming artifacts. Pearce Reunion The museum provided a group of artifacts to the Backus -Page House for the Pearce, Backus, Storey, Patterson reunion which took place July 10 -12 drawn from donations received from descendants of the Pearce and Backus families. Programmes: Brian Prince A total of 42 people attended a talk on February 25 by Brian Prince on his new book A Shadow on the Household. It was co- sponsored with the Elgin Historical Society. Duncombe Days Early in 2008, the museum was approached to support an application to the London Heritage Council for funding to support the writing of a play based on the escape of Charles Duncombe from Upper Canada following the Rebellion of 1837. The museum joined the planning team's search for venues. Sparta United Church was chosen and the museum agreed to sponsor the production in partnership with the Sparta District Historical Society. On June 6th, a near sell- out crowd of about 120 enjoyed a country dinner in the basement of the United Church and then moved upstairs for the play. The performance, subsidized by the County of Elgin through the museum, netted a significant amount for the Historical Society. The museum joined St. Thomas Doors Open held October 17 and 18. An exhibition on the Technical Training School was mounted and tours of the storage area and the council chambers were offered. Seven volunteers assisted. The building received a total of 155 visitors. Elgin's History Through a Photographer's Lens, Vol. II This book, based mainly on photographs from the Elgin County Archives, will provide a photographic overview of each municipality in the County and the City of St. Thomas. Scanning of the original photographs has begun along with caption writing. A map for each municipality is being prepared and letters of introduction have been obtained from office holders. Educational Outreach The Museum Assistant visited residents in the County's long -term care facilities several times with artifacts related to various themes and also made a visit to the Christ Church Summer Camp Programme. Backus Page Education Day The curator again participated in Education Day where he demonstrated a series of common settler era hand tools. The programme was presented to 10 grade six classes totalling 161 students. Museum Partners Database The curator assisted staff and volunteers at several partner museums including Museums Bayham and the Elgin County Railway Museum with the use of the county -wide database. A large number of records have been added since the beginning of the year and the public is now able to search the database from the County's new website. Elgin County Railway Museum During the passed two years the curator has provided technical advice and guidance to the Elgin County Railway Museum as a member of their strategic planning committee. The final report is due in November. Stork Club Museum and Big Band Hall of Fame The museum was asked for review and comment during the Hall's strategic planning process led by Cynthia O'Neill from High Altitude Thinking. The final report recommended maintaining a partnership with the museum and the Port Stanley branch of the library system. The curator also reviewed the centre's layout and recommended several changes. One of the interpretive sails from the Lake Erie exhibition was installed in the centre's front window in the fall. IPM Several Museum Partners meetings have been held in connection with planning for the Antique and Historical Tent at the International Plowing Match. Visitor Statistics and Donations A total of 1326 individuals and groups have visited the museum up to the end of October. Visitor numbers are down overall however when the passengers from last year's stops by the Port Stanley Terminal Rail are not counted, regular visits are up by over 100. The museum has received $925.00 in admission donations to date and the gift shop has grossed $1958.00. 46 organizations or individuals have donated over 400 artifacts to date. CONCLUSION: This report outlines the activities of the Elgin County Museum Advisory Committee for the period January 1 2009 to October 23rd, 2009. RECOMMENDATION: THAT this report be received and filed as information. All of which is Respectfully Submitted, ouncillor Bob I- labkirk ElginCounty Pn0'reYA26/ Nature REPORT TO COUNTY COUNCIL FROM: Peter Dutchak, Deputy Director of Engineering Services DATE: October 30, 2009 SUBJECT: Road Infrastructure Capital Plan INTRODUCTION The County of Elgin retained the services of AECOM to prepare a capital needs study for the County's road infrastructure. The report was completed following approved methods, however, the visual inspection process used is limited and does not include all infrastructure needs and other Council priorities. Council therefore directed staff to prepare a long term capital plan based on AECOM's identified needs as well as incorporating all other road infrastructure priorities. DISCUSSION AECOM presented the "2008 Capital Needs Study" to Council at their March 10 session of County Council. The study provides a high level overview of the overall condition of the road system and identifies the condition of the infrastructure on that particular day based upon a visual driving inspection and following the parameters of the MTO Inventory Manual for Municipal Roads (1991) and the Municipal Bridge Appraisal Manual. From those findings a high level capital program and budget was prepared. At their March 24 session, County Council directed staff to prepare a 10 year capital plan to incorporate local knowledge and other Council priorities in conjunction with AECOM's "2008 Capital Needs Study TOTAL ROAD INFRASTRUCTURE NEEDS The "2008 Capital Needs Study" inventoried and rated the County's 700km road network. This activity concluded that the County of Elgin has $103 million worth of roadway capital needs to be completed in the next 10 years. The report also acknowledged that the "Inventory Manual Methodology does not represent the capital needs of a municipality in their entirety". The study does not take into account many important projects that are imperative to the transportation network. Some of these missing components include: Growth related needs (4- laning of major arterial roads, intersection channelization or signalization) Road slope failures Road re- alignments relocations Safety systems (guide rail) Drainage infrastructure (Road crossing culverts, driveway culverts) Environmental Assessments These excluded components form part of every year's capital program and must be included in the capital plan. For example, the County of Elgin has invested over $1.6 million over the past 5 years on road slope rehabilitation projects (Furnival Road, Belmont Road, Plank Road, Glen Erie Line, John Wise Line). Also, traffic patterns and growth have warranted improvements at 2 intersections proposed to be completed in the next couple of years at a cost of $800,000 (channelization of Highbury Avenue at Ferguson Line and Signalization of John Street at Beach Street). The 2008 Capital Needs Study does not include these types of projects moving forward and collectively staff has estimated their total value to be $40 million. AECOM's study also inventoried and assessed the County's 139 structures (bridges and culverts with a span of greater than 3m). That program concluded that there are $11 million worth of structure needs in the next 10 years. Culverts with a span of less than 3m are not included in the study. Therefore, the County's total 10 year capital road needs is estimated at $154 million. TIME OF NEED PRESERVATION OF EXISTING ASSETS The identified $154 million worth of required road projects is tied to a "Time of Need The study breaks down the projects in a "Now "1 to 5 year" and "6 to 10 year" time frame. Proposed work activities and their timing directly influences project costs and the total needs value. In other words, if required rehabilitation, resurfacing or preventative maintenance projects are not completed when the work is required, the asset will continue to deteriorate and much costlier reconstruction methods will have to employed. It is not fiscally possible for the County of Elgin to invest $154 million over the next 10 years on road infrastructure. Therefore, the preservation of assets in good condition will form the capital plan methodology moving forward. Roads in good condition will continue to receive small investments to ensure they remain in good condition as long as possible. Conversely, roads in relatively poor condition will be allowed to systematically deteriorate since they will require full reconstruction whether or not the work is done now or in the future. Practically, the capital plan will prioritize Microsurfacing, crack sealing and hot mix resurfacing while limiting new construction and reconstruction projects. This preventative maintenance approach remains the best asset investment value and can be illustrated in the following example. To reconstruct lkm of urban roadway costs approximately $1 million. That new lkm of road will have a lifecycle of 35 years, or 35 lifecycle years credited toward the entire system (1km x 35 years). Alternatively, a one million dollar investment could also place microsurfacing over 50km of road that would extend the life of those 50km of road by 5 years, or 250 lifecycle years (50km x 5 years). Therefore, the entire road system's condition as a whole is more positively impacted with placing the microsurfacing. Theoretically, the County should be adding 700 lifecycle years to our 700km network annually to maintain the system's current condition. Preventative maintenance activities such as microsurfacing are not the only solution. Applications such as microsurfacing must be completed on assets in good condition to be of value and cannot be completed indefinitely. Also, urban road reconstruction is inevitable and cannot be deferred indefinitely. Therefore a careful balance must exist. BUDGET CONSIDERATIONS The 2009 capital budget for road infrastructure is $4,884,000 ($4.3 million in 2003). The capital budget also funds other annual road related expenditures such as Municipal Drains, consulting services, land purchase and co- operative maintenance projects, therefore, the actual annual allocation towards road improvements is approximately $4.1 million. AECOM's "2008 Capital Needs Study" has concluded that, "The existing budget is inadequate to maintain the existing network condition over the 20 year analysis period." And also that, "The average condition will drop approximately 25% in that time period with the current annual investment. The study concluded that an annual budget of $14,850,400 is required to maintain the condition of the county road system over a 20 year period. A capital budget increase of $10 million is not affordable by the County of Elgin and especially not during these economic times along with other County priorities and funding uncertainties. AECOM's report also recommended a mid -range annual budget of $9.46 million as a balance between a more easily achieved budget level and less negative impact to the road system. The recommended "mid- range" budget is also fiscally unachievable adding more than $5 million annually to the capital budget. Considering the above information and weighing all other financial factors for the County of Elgin, staff recommends a much lower capital budget increase than recommended by the consultant's report. In order to absorb construction inflation and provide some increase moving forward, staff recommends that the road's capital budget be increased by 5% annually beginning in 2011 (approximately $244,000 in 2011). A 0% increase is recommended for 2010 because of other financial uncertainties the County is facing. This reduced investment in County transportation assets will result in a deterioration of the condition of the road system and therefore a revised 'Roads Needs Study' should be completed within 5 years time to assess conditions and plan for the future. FEDERAL GAS TAX In addition to the $4.1 million the County currently invests in road infrastructure improvements annually, the County also receives $1.5 million annually in Federal Gas Tax (confirmed until 2013) to be spend on roads. While the addition of the Federal Gas Tax increases the amount invested towards roads annually, it does not positively influence AECOM's recommended budget moving forward since the study did not account for $40 million in road needs as previously discussed. The additional $40 million in road needs proportionally offsets the $1.5 million budget increase. In other words, if the study included all road needs it would increase the recommended budget requirements proportionally. In addition, while hopeful, the Federal Gas Tax has only been confirmed for the next 4 years. BRIDGING THE FUNDING GAP In order to maintain the condition of the County's road network with limited financial resources, staff will continue to use to utilize new innovations in technology and best practices. Some examples of operations that will continue to occur include: Microsurfacing while not improving the structural capacity of a roadway, microsurfacing holds the existing condition of a roadway for 4 to 7 years and improves safety by providing a new wearing surface, protecting the sub -base from water, increasing skid resistance and increasing the observance of pavement markings. Many County roads are structurally sound and these are ideal candidates for microsurfacing. Culvert Linings the County of Elgin has slip lined existing road culverts for decades. New methods and materials enhance this efficient and cost effective method to rehabilitate deteriorating culverts. Road Recycling When hot mix resurfacing is no longer an option to rehabilitate ageing roads, methods to recycle and reuse the existing asphalt are being used. These "in- place environmentally friendly operations are cost effective and are being improved every year. In -house Contract Inspection and Administration Staff will continue to monitor, inspect and administer typical construction projects 'In- house While some risk is assumed and in some cases contractors are being trusted to perform some operations, the cost savings far outweighs these risks. Contract administration typically costs 10% of the contract value. It is estimated that in 2009 alone, over $1 million was saved by staff administering over $14 million in road construction projects. Applying for Senior Government Funding The County of Elgin has been very successful in securing approximately $23 million in Federal and Provincial funding since 2005. Staff will continue to actively pursue available funding programmes. 5 YEAR CAPITAL PLAN Council had originally directed staff to prepare a 10 year road capital plan. While this is possible, it is staff's experience that existing conditions, growth demands, financial environment and County priorities change considerably during that time period. Any proposed projects set 10 years from today will likely be changed in some substantial fashion to use more current methods or technologies or be cancelled all together in light of other more pressing priorities that may surface closer to that time. Therefore, staff has prepared a 5 year capital plan identifying 110 projects to be completed during that time. Even with this shorter planning term, staff will have to "tweak" each year's capital plan as issues rise, growth demands require changes to be implemented and to accommodate Council priorities. All estimated project costs are in 2009 dollars, and therefore, annual capital plan adjustments will also increase project estimate accuracy. Staff is proposing that during the first year of a new Council term, that Council will commit to a 4 year capital plan during their term. This would be advantageous for staff to be able to plan accordingly and for Council to be able to know what projects will be completed during their term. This process will also ensure that the current Council is not making planning and financial decisions for future Councils. CONCLUSION AECOM has completed the "2008 Capital Needs Study" and presented it to Council. Council directed staff to develop a capital plan to incorporate all identified infrastructure needs including needs not contemplated under the methodology of the current study. The total value of the County of Elgin's 10 year road capital needs is $154 million. AECOM has recommended an annual budget increase of $10 million (to $14,820,400) to maintain the condition of the current network during the 20 year study period. It was also concluded that the existing capital allocation if not increased would reduce the condition of county roads by 25% in 20 year's time. Substantial capital spending increases cannot be absorbed by the County of Elgin, and therefore, a methodology of preventative maintenance is proposed towards asset investments. The proposed capital plan assumes a 5% annual capital budget increase (beginning in 2011). Understanding that this is substantially less than recommended by the consultant, this is a more realistic budget for the County at this time, however, the condition of the road infrastructure will continue to deteriorate. Another needs study should be completed in not more than 5 year's time to re- assess the condition of the road infrastructure and make recommendations moving forward. RECOMMENDATION THAT this report be received and filed, and; THAT the 2010 Capital Plan be deferred to the 2010 budget deliberations, and; THAT as a guide, staff be directed to apply a 5% annual increase to the Road Infrastructure Capital Budget beginning in 2011 for consideration by Council, and; THAT a 4 -year capital plan be presented to each new term of County Council for adoption, and; THAT an updated "Road Needs Study" be completed within 5 years. Respectfully Submitted Peter Dutchak Deputy Director of Engineering Services Clayton Wafters Director of Engineering Services Approved for Submission Mark Chief Administrative Officer PROJECT km Municipality Estimated Cost MICROSURFACING (or surface treatment) Road 9 Micro Surfacing (5 to 8) 7.2 Dutton/Dunwich 145,000 Road 9 Micro Surfacing (76 to 5) 3.6 West Elgin 75,000 Road 9 Micro Surfacing (8 to 14) 9 Dutton /Dunwich 180,000 Road 16 Micro Surfacing (Fingal to St. Thomas) 10 Southwold 200,000 Road 20 Micro Surfacing (18 to Southdel Drive) 3 Southwold 60,000 Road 40 Micro Surfacing (Rd 45 to Highway 3) 6.1 Malahide 125,000 Road 45 Micro Surfacing (Rd 3 to Rd 16) 4.1 Southwold 85,000 Road 51 Micro Surfacing (Road 4 to townline) 1.5 Central Elgin 30,000 Road 73 Micro Surfacing (Aylmer to Avon Drive) 2 Lifts 6 Malahide 240,000 Road 74 Micro Surfacing (Belmont) 2.7 Central Elgin 54,000 STRUCTURES and DRAINAGE WORKS Culvert Replacement Engineering (Roads 76, 74, 73, 19, 103) Various 100,000 Wardsville Bridge $1,000,000 2009 (Middlesex Elgin) West Elgin 500,000 Misc. Culvert Linings (failing culverts) Various 250,000 Warren Street Bridge Expansion Joints Central Elgin 80,000 Belmont Road Bridge Expansion Joints Central Elgirt 80,000 Elm Street Culvert -1.8m concrete, 3m cover Aylmer 150,000 King George Lift Bridge Electrical Repairs Central Elgin 50,000 RECONSTRUCTION OR RESURFACING John Street at Beech Street Signalization Aylmer 350,000 Road 3 Rehabilitation (Phase 3) incl guide rail (Iona to Shedden) 17 Southwold 1,700,000 Road 18 PDST (Lawrence to Rd 20) 3.2 Southwold 125,000 Road 45 Rehabilitation (ISF $2.06M total) 5.6 Bayham 687,000 Road 2 (Ridge St. to Rd 76, plus intersection) 0.2 West Elgin 50,000 Road 27 (townline to east limits of Union) 1.8 Central Elgin 175,000 ANNUAL INVESTMENTS Slope Slides 50,000 RR Crossing Repairs (4, 25, 26) 30,000 Lakeshore Erosion 50,000 Road Crack Sealing and Asphalt Patches 50,000 SWOOP2010 10,000 East Road 60,000 Municipal Drains 203,000 Land Purchase 50,000 Shoulder Gravel 100,000 Cooperative Capital Projects 100,000 Bridge Replacement Reserve 200,000 Road Sign Replacements 25,000 Misc. Consulting 35,000 TOTAL Projects 6,454,000 Gas Tax 1,570,000 5% annual increase beginning in 2011 Capital Budget 4,884,000 TOTAL Budget 6,454,000 Diff 2010 PROJECT km Municipality Estimated Cost MICROSURFACING (or surface treatment) Road 2 Micro Surfacing (Ecker Drain to Rd 8) 2.2 DuttoNDunwiCh 45,000 Road 9 Micro Surfacing (103 to 76) 8 gin 160,000 Road 14 Micro Surfacing (Road 16 to 3) 4 DuttoNDunwich 80,000 Road 17 Micro Surfacing 1.4 Southwold 15,000 Road 19 Micro Surfacing (Port Burwell) r Ba ham 25,000 Road 20 Micro Surfacing (Fingal to Shedden) 3.4 Southwold 70,000 Road 20 Micro Surfacing (401 to Rd 18) r Southwold 10,000 Road 39 Micro Surfacing 1.3 Bayham 25,000 Road 42 Micro Surfacing (Port Burwell) r Bayham 20,000 Road 42 Micro Surfacing (Rd 40 to Rd 43) 6,2 Malahide 125,000 Road 42 Micro Surfacing (Rd 43 to Rd 19) 5.8 Bayham 115,000 Road 42 Micro Surfacing (Rd 73 to Rd 40) 4.1 Malahide 85,000 Road 44 Micro Surfacing (Rd 46 to Hwy #3) 1.2 Bayham 25,000 Road 45 Micro Surfacing (Rd 16 to Rd 4) 6.7 Southwold 135,000 Road 50 Micro Surfacing r Bayham 15,000 Road 52 Micro Surfacing (Springfield to Rd 47) 1 Malahide 20,000 Road 103 Micro Surfacing (Road 2 to 401) plus patches 3.9 West El. in 125,000 STRUCTURES and DRAINAGE WORKS Imperial Road Crossing Culvert Replacements /Repairs (South of Aylmer) 7.2 Malahide 500,000 Beecroft Culvert floor Malahide 200,000 RECONSTRUCTION OR RESURFACING Highbury Ave Ferguson Line Intersection Channelization Central Elgin 400,000 Road 3 Rehabilitation (Phase 3) incl guide rail (Shedden to Talbotville) 17 Southwold 900,000 Road 26 Reconstruction 0.3 Central Elgin 400,000 Road 36 Reconstruction (Sparta) 0.4 Central Elgin 400,000 Road 103 Rehabilitation (Rd 3 to Rd 2) 5.5 West Elgin 1,700,000 Road 8 (Celtic Line to Thames River) 2.5 Dutton Dunwich 250,000 ANNUAL INVESTMENTS Road Crack Sealing and Asphalt Patches 203,200 Municipal Drains 150,000 Land Purchase 50,000 Shoulder Gravel 100,000 Cooperative Capital Projects 100,000 Bridge Replacement Reserve 200,000 Road Sign Replacements 25,000 Misc. Consulting 25,000 TOTAL Projects 6,698,200 Gas Tax 1,570,000 5% annual increase beginning in 2011 Capital Budget 5,128,200 TOTAL Budget 6,698,200 Diff 2011 PROJECT km Municipality Estimated Cost MICROSURFACING (or surface treatment) Road 5 Micro Surfacing (2 to Hwy 401) 1 Dutton /Dunwich 20,000 Road 5 Micro Surfacing (Hwy 401 to Thames River) 10k drainage 9.5 West Elgin 200,000 Road 8 Micro Surfacing (Hwy 401 to Celtic) 5.5 Dutton /Dunwich 110,000 Road 8 Micro Surfacing (Wallactown to Dutton) 3.7 Dutton /Dunwich 75,000 Road 18 Micro Surfacing (Rd 20 south to Rd 119) 3.6 Southwold 75,000 Road 25 Micro Surfacing (all) 2 Lifts 5.9 Southwold 235,000 Road 27 Micro Surfacing (end of curb Union to Sparta) 8.4 Central Elgin 170,000 Road 30 Micro Surfacing (all) 2 Lifts 5.75 Central Elgin 230,000 Road 42 Micro Surfacing (Glen Erie Line) 7 Bayham 140,000 Road 45 Micro Surfacing (Rd 4 to Rd 28) 3.6 Central Elgin 75,000 Road 74 Road Crossing Culvert Replacements Repairs 11.5 Central Elgin 1,000,000 STRUCTURES and DRAINAGE WORKS Simpsons Bridge $960,000 2012 (Middlesex Elgin) West Elgin 480,000 Mapleton Bridge Deck Rehabilitation Central Elgin 400,000 RECONSTRUCTION OR RESURFACING Road 18 Resurfacing (2 Lifts) 5.4 Southwold 1,200,000 Road 46 Reconstruction (Rd 38 to Knott's Mill Br.) 1 Bayham 350,000 Road 103 Rehabilitation (Rd 3 to Rd 2) 5.5 West Elgin 800,000 Road 52 (Rd 25 to Rd 30) 5 Central Elgin 500,000 Road 52 (Hwy 3 to Rd 25) 1.7 Southwold 200,000 ANNUAL INVESTMENTS Municipal Drains 194,610 Land Purchase 50,000 Shoulder Gravel 100,000 Cooperative Capital Projects 100,000 Bridge Replacement Reserve 200,000 Road Sign Replacements 25,000 Misc. Consulting 25,000 TOTAL Projects 6,954,610 Gas Tax 1,570,000 5% annual increase beginning in 2011 Capital Budget 5,384,610 TOTAL Budget 6,954,610 Diff 2012 PROJECT km Municipality Estimated Cost MICROSURFACING (or surface treatment) Road 2 Micro Surfacing (103 to WL) 6.4 West Elgin 130,000 Road 20 Micro Surfacing (Fingal to Thomas Rd) 7.1 Southwold 145,000 Road 24 Micro Surfacing (Yarmouth Centre to Rd 36) 3.8 Central Elgin 75,000 Road 31 Micro Surfacing 1.5 Central Elgin 35,000 Road 38 Micro Surfacing (Rd 19 to Rd 55) 5.6 Bayham 115,000 Road 38 Micro Surfacing (Hwy 3 to Sandytown Road) 7.9 Bayham 160,000 Road 40 Micro Surfacing (Rd 42 to Road 45) 4.1 Malahide 85,000 Road 45 Micro Surfacing (Rd 35 to Rd 73) 4.2 Malahide 85,000 Road 45 Micro Surfacing (Rd 73 to Rd 40) 4.1 Malahide 85,000 Road 52 Micro Surfacing (Rd 74 to Rd 73) 8.1 Central Elgin 165,000 STRUCTURES and DRAINAGE WORKS Graham Road Crossing Culvert Replacements /Repairs 12.2 West Elgin 850,000 King George Lift Bridge Structural Rehab. Central Elgin 800,000 RECONSTRUCTION OR RESURFACING Road 19 Reconstruction (north of Port Burwell) 0.8 Bayham 200,000 Road 2 (RR tracks to Dunborough Road) 2.6 West Elgin 285,000 Road 23 (Sunset to East Road) curb and drainage 2.3 Central Elgin 500,000 Road 27 and 36 (Sparta) 0.9 Central Elgin 300,000 Road 43 (Vienna Line to Rd 45) 2 Malahide 200,000 Road 73 (Aylmer) 2.7 Aylmer 550,000 Road 76 West Lorne 2 West Elgin 400,000 Road 103 (401 to Thames River) 10 West Elgin 1,100,000 ANNUAL INVESTMENTS Road Crack Sealing and Asphalt Patches 250,000 Municipal Drains 208,841 Land Purchase 50,000 Shoulder Gravel 100,000 Cooperative Capital Projects 100,000 Bridge Replacement Reserve 200,000 Road Sign Replacements 25,000 Misc. Consulting 25,000 TOTAL Projects 7,223,841 Gas Tax 1,570,000 5% annual increase beginning in 2011 Capital Budget 5,653,841 TOTAL Budget 7,223,841 Diff 0 2013 PROJECT km Municipality Estimated Cost MICROSURFACING (or surface treatment) Road 6 Micro Surfacing (Blacks Road to Rd 103) 3.6 West Elgin 75,000 Road 14 Micro Surfacing (Road 3 to Thames River) 8.7 Dutton /Dunwich 175,000 Road 34 Micro Surfacing (Rd 74 to London) 2.5 Central Elgin 50,000 Road 43 Micro Surfacing (Road 42 to Vienna Line) 2 Bayham 40,000 Road 43 Micro Surfacing (Calton to John Wise Line) 1.6 Bayham 35,000 Road 46 Micro Surfacing (Hwy 3 to Pressey Line) 4.7 Bayham 95,000 Road 48 Micro Surfacing (Wonderland Road to 600m east of 25) 3.3 Southwold 65,000 Road 53 Micro Surfacing (Elm St. Bridge to John Street) 1.1 Aylmer 40,000 Road 54 Micro Surfacing (all) 2.8 Malahide 56,000 Road 103 Micro Surfacing (Lake to Road 3) 2 West Elgin 40,000 STRUCTURES and DRAINAGE WORKS Plank Road Road Crossing Culvert Replacements /Repairs 17 Bayham 1,200,000 Duff Line (Largie) Bridge Replacement Dutton Dunwich 500,000 RECONSTRUCTION OR RESURFACING Road 49 (all) PDST 2.8 Malahide 150,000 Road 4 (St. Thomas to RR tracks) 0.6 Southwold 60,000 Road 44 Rehabilitation (Hwy 3 to Rd 19) 5.8 Bayham 675,000 Road 73 Resurfacing (Aylmer to Port Bruce) 6.2 Malahide 620,000 Road 74 Resurfacing 11.6 Central Elgin 1,160,000 ANNUAL INVESTMENTS Asphalt Crack Sealing and Patches 200,000 Municipal Drains 200,533 Land Purchase 50,000 Shoulder Gravel 100,000 Cooperative Capital Projects 100,000 Bridge Replacement Reserve 200,000 Road Sign Replacements 25,000 Misc. Consulting 25,000 TOTAL Projects 5,936,533 Micro Total 631,000 Resurfacing 2,515,000 Construction 150,000 Structures /Drain. 1,700,000 Gas Tax 5% annual increase beginning in 2011 Capital Budget 5,936,533 TOTAL Budget 5,936,533 Diff 2014 E1ginC Owl ty P,ogressba by Nature INTRODUCTION: DISCUSSION: REPORT TO COUNTY COUNCIL FROM: Clayton Wafters, Director of Engineering Services DATE: October 21, 2009 SUBJECT: Sunset Road No Parking Recently there has been a change at the St. Joseph Regional Health facility on Sunset Road relating to employee parking. Since inception parking was at no cost to its employees. Hospital employees are now required to pay an annual fee. Due to that decision some employees are parking on Sunset Road which has and will cause difficulties for the road authority, the County of Elgin. Measures are now required to cease this practice of parking on the road allowance for long periods of time. The St. Joseph Regional Health facility on Sunset Road in Central Elgin has since its inception permitted staff to park on their property free of charge. Recently that policy has changed and now staff is required to pay a fee to use the parking infrastructure. Due to the decision to pay for parking some staff are now parking on the shoulder of Sunset Road in Central Elgin. This is and will cause difficulties for the operations as well will spark legal difficulties if an accident were to occur. The shoulder of any road has many purposes, such as: safety; structural; and operational efficiencies. If a vehicle, for whatever reason, leaves the paved portion of the driving lane, that vehicle will need the shoulder to stabilize itself, and time to orient itself back to traffic and to manoeuvre back onto the road in a safe manner. Secondly, for vehicles using the driving lane the dead weight of the vehicles and road base need to be supported. The road shoulder dissipates the energies in an efficient manner. And thirdly when inclement weather occurs, such as snow, the operational staff needs a location to store the snow. If vehicles are located in that shoulder area, the staff will need to drive around vehicles putting them the other vehicles on the road and the parked vehicle at risk from damage either to persons or property. Parking of vehicles on Sunset Road adjacent to SJRH needs to be eliminated and therefore the parking bylaw will require an amendment. The general parking restrictions that apply to this situation are: no parking for more than 5 hours and no parking between 3 and 5 am. Staff are recommending that the bylaw be amended to restrict parking from 50 meters north of John Wise Line for a distance of 850 meters on both sides of the road. CONCLUSION: Due to a change in St. Joseph Regional Mental Health Facility parking policy, the County of Elgin will require restricting parking on Sunset Road in Central Elgin. Staff are recommending that the parking be restricted from 50 meters north of John Wise Line for a distance of 850 meters. Installing restrictive signs for parking will permit the safe and efficient use of the road shoulders which are an important component of the road infrastructure. Central Elgin by -law enforcement officers are currently monitoring parked vehicles on Sunset Road in this location and are issuing courtesy warning citations. RECOMMENDATION: That By -Law No. 03 -05 be amended; and, That Part 'B' include the following statement: County Road 4 (Sunset Road) 50 meters north of the north property limit northerly 850 meters on the east side of the road; County Road 4 (Sunset Road) 50 meters north of the north property limit northerly 850 meters on the west side of the road; and also, That the Municipality of Central Elgin be notified of these changes. Respectfully Submitted Approved f Clayton Watters Director, Engineering Services miS Mark G. McDonald Chief Administrative Officer E1ginCounty Progroubo by Nature DATE: November 10, 2009 SUBJECT: Pandemic Plan INTRODUCTION: DISCUSSION: REPORT TO COUNCIL FROM: Meredith Goodwin, Engineering Technologist/ Emergency Management Coordinator Sue Krueger, Manager of Support Services at Elgin Manor Over the past few months the Homes and the Emergency Management Coordinator have been working together to develop a Business Continuity Plan. With the recent H1N1 outbreak and with the influx of Pandemic information staff decided to put focus into preparing two Pandemic Plans one for the administration building and one for the Homes, living documents that in the next year can be developed into Business Continuity Plans with an all hazards approach. The Pandemic Plans for the Long Term Care facilities and the administration building are attached for Council consideration. The purpose of the plans is to tabulate all County services and define which ones are essential to maintain critical services in an Emergency /Pandemic. Staff have reviewed all the services the County delivers and ranked them in order of Must Do "A High Priority "B Medium Priority "C and Low Priority "D This ranking gives a clear understanding of the services that are essential and the services that can be discontinued for a short period of time or throughout the entire emergency. While many of the critical services at the administration building can be completed at home the Long Term Care facilities require staff come into work. During an emergency, staff that currently complete non essential tasks may be redeployed to assist with essential services such as laundry at the Long Term Care Facilities. Unions have been informed, and staff are working towards a Redeployment Plan that can be added to the Pandemic Plan in the future. The Critical Services listed in both plans are the most essential part of the plan and will aid in developing the Pandemic Plans into Business Continuity Plans over the next year. Now that the essential services are defined regardless of the emergency, the templates can be used to focus on those critical services being completed to maintain continuity. CONCLUSION: The Pandemic Plans will allow the County of Elgin to be better prepared in the event of a Pandemic. The Emergency Management Coordinator will continue to work with the Homes over the next year to develop the Pandemic Plan into an All Hazards Business Continuity Plan. RECOMMENDATION: THAT, Council approve the attached Pandemic Plans, as presented. THAT, Staff will continue to develop the Pandemic Plan into a All Hazards Business Continuity Plan to be presented within the next year. Respectfull,, Submitted L� Meredith Goodwin Engineering Technologist/ Emergency Management Coordinator Approved bmissis Mark G. i Bona Chief Administrative Officer Elgin County Pandemic Plan Version V1.0 Created by Meredith Goodwin, Emergency Management Coordinator Date Created [Insert Date/Month/Year (date V1.0 was approved)] Version Number V1.0 Revised by Approved By County Council Date Approved [Insert Date/Month/Year (date sign -off on current version given)] Versio No n Approved Summary of Changes Revised By Approved Pandemic Plan;;History`, p andemic °TIan Distribution Plan Distributed Administrative Services —Chief Administrative O Human Recourses- Director of Huirian Recourses Cultural Services- Director of Commute Cult iral, Services' Financial Services- Director of Financial Services Information Technolog erviees Direc Engineerrnl or, of Enginee'r'ing Services Datebistributed [Insert Date /Month /Year] Elgin County Pandemic Plan Version V1.0 The County of Elgin Pandemic Plan 2 WHO World Health Organization OHPIP Ontario Health Plan for Influenza Pandemic EOC Emergency Operations Centre CEMC Community Emergency Management Coordinator Elgin County Pandemic Plan Version V1.0 The County of Elgin Pandemic Plan LE CONTENT Page 1. Definition of a Pandemic 4 2. Goals of Pandemic Planning 4 3. Planning Assumptions 4. Steps to Pandemic Plan 5. Pandemic Respose 6. Structure and Functions 7. Essential Staffing Plan 8. Security 9. Staff work Restrictions during a Pandd 10. Personal Protective Equipment and Handwashing 8 4 5 6 6 8 8 9 A Elgin; County Administrative 'Budding Services 10 B n ElgiCounty Administrative Building Critical Services 20 :::;:k to Access our Desktop via Citrix- POA 27 Co to County of Elgin Email, Citrix and your Voicemail from fleilift 30 LIST OF ACRONY 3 1. Definition of Pandemic The World Health Organization (WHO) defines influenza pandemic as a global epidemic of influenza and it occurs when a new influenza virus (i.e. an influenza virus subtype that is not circulating widely in human beings) emerges and starts spreading in a similar way to normal influenza through coughing and sneezing. Because the virus is new, the human immune system will have little or no pre- existing immunity. People who contract pandemic influenza are thus likely to experience more serious disease than that caused by normal influenza. The words pandemic and epidemic are easily confuse To clarify, epidemic refers to a contagious, infectious orviral illness that spreads to many people in one geographic region that' occurs in `excess of the numbers of cases that would usually be expected. A pandemic refers to a contagious, infectious or viral illness that` spreads, and may include millions of people in many;areas across the globe Elgin County Pandemic Plan Version V1.0 The County of Elgin Pandemic Plan 2. Goals of Pandemic Planning: 1. To Maintain Critical Services during an. Emergency /Pandemic. 2. To Protect Employees 3. To Support Health Authorities 4. To Minimize NetiFin ial Impac 3. PlanningAssumptiofst 1. A pandemic, will affect the entire czmrrlunity. The County Administration Building will not be able to relyon the same level of support from staff, suppliers, or ommunity 'soryices. e Pandemic 'Plah must I e coordinated with other organizations in the ci)frmunity and betonsisteilt with the Ontario Health Plan for Influenza Pandemic (OHPIP} 3. The number of staff who provide services could be reduced as much as one third due to per naj`.iliness; family commitments. 4. Usual source of supplies could be disrupted or unavailable. 5. Existing care protocol may need to be changed or adapted. 6. The County must provide communication to staff. 7. Ontario Health Safety mandates a duty to provide reasonable precautions to protect workers. 4 4. Steps to Pandemic Plan: 1. If there is a risk of a Pandemic in the County of Elgin the Emergency Control Group should meet to be informed of the situation (please refer to the Emergency Response Plan). If the pandemic escalates the Emergency Control Group should direct /implement the pandemic plan. Each Emergency Control Group position has an alternate. This team will be responsible for staff training in conjunction with the Public Health Unit and will be guided by the Ministry of Health and the World Health Organization (WHO). In a Pandemic the Emergency Control Group will utilize communication technologies that don't require a face to face meeting. 5. Pandemic Response: 2. Only essential services and staff will be required.. „Ctitital services are identified within this plan. All critical services identified that'canj!ie at home shall be. (Critical Services see Appendix B) 3. Implement the surveillance system to itor pandemic -like illbess for staff that are required to come into the officeto complete critical sevices,that cannot be completed at home. Elgin County Pandemic Plan Version V1.0 The County of Elgin Pandemic Plan 1. If the Pandemic is in the Cohn i. Conduct a Emergency:'Control Groupmeeting immediately ii. Activate the pandemic pianttis be activated by the CoUnnty CAO when and if:,the following occur: e•Cougty receives: notification "that a pandemic emergency has een deciared by the Province, e County becomesaware that any municipal emergency plan as een ctIyated due to a pandemic, which will likely impact a bility of the<COunty to deliver core services in our oft munity; vocal cases or an outbreak of influenza impacts the ability of the C, punty to'maintain core services; d) Tki: declaration of an pandemic emergency becomes probable. Hi. Alla tiblic accesses will be locked and staff/ tenants shall be monitored through the electronic access system. -ssess essentials stores /supplies of equipment necessary for andemic. If staffs from non essential services are redeployed to the Long Term Care Facilities necessary equipment will be provided. v. Department Directors to notify department staff vi. At conclusion Investigate and review outbreak vii. Maintain Critical Services- see "Appendix 8" 5 6. Structure and Functions The Flow chart below shows the Structure of the County of Elgin. The Homes and Senior Services have their own Pandemic Plan specific to Long Term Care. PLASM ENGINEERING SERVICES Nti DIYISI FINANCIAL SERVICES PANAY RESOURCES PAYROLL ANO &NrfrTS 1£N.TH Alp SAFETY RECRUITMENT ANO SELECTION endices R REIATI ECONOMIC DEVELOPMENT AND TOURISM BRANCH LIBRARIES 7. Essential Staffing Plan- ACCOWITS RECEIVABLE ACCOUNTS PAYABLE PURCI i COUNTY CO Included in the Priorit Task Templates ate?th for each dept. which state the number of essential` staff required to,complete essential duties as well as a number of avalable sfat for deployment. The majority:.of the critical services can and will be completed from home. Workfirom HO ecoveryTeai Procedures If the prima site is affected, Director to instruct staff to resume operations from home 2. Diector/IT suppo staff' to ensure that staff has access to required dependencies at home 3. Director /IT supportstaff to maintain contact with staff 4. Resume'`operafloi)s Specific Additional Tasks County Warden (Head of Councill Provide leadership and act as the primary community spokesperson Take part in the Emergency Control Group Elgin County Pandemic Plan Version V1.0 The County of Elgin Pandemic Plan TOMES AND SENIORS SERVICES ELGIN TERRACE LODGE 6 County Chief Administrate Officer Provide leadership and direction to ensure necessary work is completed Ensure communication with community, council, staff and Emergency Operations Control Group members Implement the County of Elgin Emergency Response Plan when necessary Emergency Management Coordinator Consult with Public Heath Unit regarding pandemic Ensure communication with County and lower tier munjcIpal CEMC's Ensure communication with Emergency Control Groupaiid Council Human Resources Maintain a list of employees not working pandemic' Maintain a list with employee skill sets,; When required, match employees witti:required skill sets to vacant: positions elseware in the County and transfer'as:;needed, Monitor employee needs and implement ariy arrangements that will assist in reducing absenteeism, especially for esteitial services. Finance Department Set up a financial. tracking system for expert e directly related to a pandemic and provide directiofto,other departments Review critical,suppliesand suppliers with departments and ensure alternate suppliers have been identified if regylred Information Tecl iiolo The County of Elgin Pandemic Plan nsure the technology and personnel are available to meet the increase emands and' juirerrients ,for remote access to facilitate working from home 'Ensure communications from the Emergency Operation Control Group get to tleitntended target audience in a timely manner. Ensureany Pandemmic information /direction for staff will be posted on the Web Site 7.1 Non Essential Services During a Pandemic not all County services will be in operation and some departments will be temporarily shut down in order to decrease the risk of transmission. Only tasks listed in the priority tasks template should be completed until the risk of transmission decreases and services can resume. The following services will cease once the Pandemic Plan is activated: Elgin County Pandemic Plan Version V1.0 7 7.2 Control Support Measures for Sta Each department will be responsibletomaintain their own critical: services. It will be important for the majority of thework.to be from home'in a pandemic to decrease the risk of exposer& See Appendix D for directions to connect to the County of Elgin email and c'itrlxfrom home. It will be encouraged during''a pandemic to send e:'mails versus using the phones. Once the County has declared` a pandenjie emergency;the phone messages will be changed to ale t to send,an eme i; versus leaving a message. Please see AppendixA for;directions to retrieve: phone message. Issues with email /cirtix bedirection through email to "ithelp Administrative Services -Tree/ Weed commissioner, Planning, and Requests for information from the public for County records, Council/ Committee meetings Engineering Services- Severance Applications, New Construction Contracts, Cleaning Contract Financial Services- Non Critical Financial Reporting Human Resources- Training and Administration Community and Cultural Services- Economic Development and Tourism, Branch Libraries, Archives, and the County Museum Homes and Senior Services- Please see the County Homes Pandemic Plan 1 Under the direction of a department director employeestlat are employed in a services rated as non critical might be deployed to assist with a service rated as critical, listed in either Appendix B or in the Long term,Care Facilities Pandemic Plan. The County of Elgin Pandemic Nan If critical service cannot b completeel from home, employees will be monitored using the current electronic access system, upon approval of department Recess to the buliding will be restricted to employees /tenants with electronic accessto building All other exits /entrances will be locked down. 9.0 Staff Work ;Restrictions during a Pandemic The Public Health Unit will determine the length of time an ill worker will be excluded from the workplace based on the epidemiology of the pandemic strain. Human Resources will review, in conjunction with the Public Health, any issues that arise regarding compliance with work exclusions. 10. Personal Protective Equipment and Handwashing Handwashing is the most important measure in preventing the spread of influenza. Proper handwashing techniques need to be reviewed with staff, Elgin County Pandemic Plan Version V1.0 8 volunteers, and visitors when they report to the screening station. Signage depicting proper handwashing techniques should be posted at all sinks, bulletin boards and resident /staff bathrooms. Waterless alcohol- based hand sanitizer should be readily available for use if hands are not visibly soiled. If hand are soiled handwashing with soap and water must be completed prior to using alcohol -based hand sanitizer. 11. Communications 1. All communications (media, community, staff) directed the County Media Coordinator, appointed by the Emergency ControlGroup (see County of Elgin Emergency Response Plan). In a Pandemic mediaianquiries should be deferred to the local Public Health Unit. 2. Media and News Release inquiries will to the Warden /CAO as per policy. It is recommended that media:' inquiries specific to the Pademic be deferred to the local Public Health Unit:::: 3. Key contacts- local Public Health Unit Ministry of Health- will be in direct contact with the County CAOi;or. designate. The Public Health Unit will compunpate with the;:County through electronic Outbreak Alerts and newsletters;:. 4. Upon receipt a P andemic Alert fr.:om the Medical` Officer of Health, Emergency Control Group sh immediately,meet at the Emergency Operations Centre(wit6i.0 the first 2 i ;hours). 5: The Pandemic iriferrriation ta.sh red aid the Pandemic Plan is initiated. e Emergen;;cy shall meet regularly and more frequently as the evel of Pandem h:,changes pr new information is received. All meeting are ..documented. Eiriergency Control Group meetings can utilize communication technologies thatddn't require a face to face meeting. 7. Phone`anc emaj► greetings will be changed to alert public of Pandemic status. 8. Pandemic iriMM ation /direction for staff will be posted on the Web Site. Department heads shall share info with their staff as directed by the EOC. 9. Web site will have links to WHO; Public Health; Ministry of Health. Elgin County Pandemic Plan Version V1.0 The County of Elgin Pandemic Plan 9 14 11 M0 *Medium Priority "C" *High Priority np" *Must Do "A" Activities/Tasks Council Meetings Management Meetings Tree Commissioner Phone System Reception Correspondence Freedom of Information- Requests for information from the public for County records Planning function Outside Board Reporting Warden Functions (Only for EOC tasks) Manager Currently Responsible OVD Ova OVD OVD OvJJ OVD OVD OVD OVD Department Administrative Services Administrative Services Administrative Services Administrative Services Administrative Services Administrative Services sawuas an!Tenslulwpv Administrative Services Administrative Services to L 0. a K C -v 0 L 0 co Cn tn '42 m 1 0 0 cn 7 0 L a N C N Ol 4) s cn to cu c c n c tn _c E W N ..0 a-+ C 0 O r a `o E a` 3 jE E O 0 High Priority "B" Do not defer if possible or bring back as soon as possible a AlPoud M01 *Medium Priority "C" *High Priority .1v11 oa isn Activities/Tasks CAO Functions (Only for EOC Tasks) cmergency uperauons Lenore Libraries (38 employees), Museum (2 employees), Archives (2 employees), Economic Development &Tourism (4 employees) Payroll Benefit Payments Omers Payments Recruitment Health and Safety Labour Relations Manager Currently Responsible OvJ OvJ Director of Community Cultural Services Director of Human Resources Director of Human Resources Director of Human Resources Director of Human Resources Director of Human Resources Director of Human Resources Department Administrative Services Administrative Services Cultural Services Human Resources Human Resources Human Resources Human Resources Human Resources Human Resources 1I N ri *Low Priority il *Medium Priority "C" usu Aluoud 461H .1v1l oa gsnW Activities/Tasks Front Counter Services can be deferred to out of town location by way of posted notice, may want to shut down an additional day once office re -opens to catch Phone Services can be deferred to out of town location by way of voice message, may want to may want to shut down an additional day once office re- opens to catch up and after hacklnn cleared additional time will be aive Trial Scheduling- can be resumed after emergency and after backlog cleared Various Daily Duties -Rico Reports, Docket prep, filing, invoices etc.- can be resumed after emergency and after backlog cleared Procurement of Labour, Materials and Equiment Monitoring and implementing of Purchasing Practices in and Emergency Vendor Data Base and Altemate vendor Data Base Insurance and Risk Management Manager Currently Responsible POA Supervisor POA Supervisor POA Supervisor POA Supervisor POA Supervisor Director of Finance Director of Finance Director of Finance Director of Finance Department saou040 leloulnoid Provincial Offences Provincial Offences Provincial Offences Provincial Offences Purchasing Purchasing Purchasing Purchasing M rl *Low Priority *Medium Priority "C" 9.. k pond 4 *Must Do "A" Activities/Tasks Laison between staff and vendors Prepares and Presents Report to Management and Council Source and Evaluate Market Trends Issue Tenders, etc. Contact collections agent to advise of pandemic. Utilizes the AccPac accounting system. Set up of emergency General Leger's and protocols for emergency spending. Ensure Safe storage of cash. Ensures finacial information is maintained for archival purposes. Provides back up for accounts payable and accounts recievable. Analyzes general ledger accounts. Prepares and Provides limited backup to POA clerk positions. Manager Currently Responsible Director of Finance Director of Finance Director of Finance Director of Finance Director of Finance Director of Finance Director of Finance Director of Finance Director of Finance Director of Finance Director of Finance quauaiedaa Purchasing 6ulsegaind Purchasing Purchasing aoueuj aoueuj aoueud aoueuld Finance Finance aaueuJ *Low Priority *Medium Priority "C" Ail A}uoud 4 oa 4snW Activities/Tasks Balance Capital expenses to general ledger Report to departments on progress of jobs. Prepare and present reporting to Council on the status of jobs and those to be closed at year end Calculate remittance of POA revenues to municipalities and City of St.Thomas Quartlerly, issues payment to other courts according to payments received on their behalf. Assists the Collections agent and Liase with POA to increase effieciencies wthing the collections area. Provides relief for Adult Day program Assists with year end audit Maintains the donation database. Manager Currently Responsible Director of Finance Director of Finance Director of Finance Director of Finance Director of Finance Director of Finance Director of Finance Director of Finance Department Finance Finance Finance Finance Finance Finance aoueuj aoueuid CO Hall Ajuoud Mod *Medium Priority "C" *High Priority "B" liVll oa 'SOW Activities/Tasks Reporting to Statistics Canada Scanning and OCRing of documents as required for Critical Documents such as Utility payments and other vendors as required Posting Invoices, Payments of invoices that will affect essential services such as utilities /food /nursing needs for the Homes Vendor Followup and Statement reconciliation Issuance of Cheques and EFT, Critical payments are neressary to he maintained for essential Approval of Invoices to pay Scheduled Work Orders (fire alarm equipment inspections, lift inspections, water temp. inspection, etc) Called -in Work Orders Maintains the heating, cooling and hot water systems Manager Currently Responsible Director of Finance Director of Finance Director of Finance Director of Finance Director of Finance Director of Finance Manager of Corporate Facilities Manager of Corporate Facilities Manager of Corporate Facilities Department Finance Finance aoueuid Finance Finance Finance Engineering Engineering Engineering N *Low Priority *Medium Priority "C" 11811 {4 4 d.. 03 ksnW Activities/Tasks Maintains lighting in and around building Removes garbage, boxes, etc. This task could be completed by any staff member if required. Repairs, cleans and maintains facility equipment. This task could be completed by a contracted contractor. Call -ins for emergency repairs When asked will assists and contact contractors Maintains grounds keeping (ice and snow removal) Road Occupancy Permits Moving Permits Construction Contract Inspection Administration Manager Currentl yl Responsible Manager of Corporate Facilities Manager of Corporate Facilities Manager of Corporate Facilities Manager of Corporate Facilities Manager of Corporate Facilities Manager of Corporate Facilities Deputy Director o Engineering Services Deputy Director of Engineering Services Deputy Director of Engineering Services Department Engineering Engineering Engineering Engineering Engineering Engineering Engineering Engineering Engineering co *Low Priority TT *Medium Priority "C" *High Priority !T IIt/II o a Isnki Activities/Tasks Public Concerns Requests Account Payables Severence Applications Ambulance Contract Administration Emergency Planning EOC Operations Manager Currently Responsible Deputy Director of Engineering Services Deputy Director of Engineering Services Director of Engineering Services Director of Engineering Services Director of Engineering Services Director of Engineering Services Department Engineering Engineering Engineering Engineering Engineering Engineering m Can Activity/Task be completed from home? Yes" or No saA sad, o N Yes (with provided IT access) Yes (with provided IT access) Yes (with provided IT access) Depending on the Issue ON ON Type of Staff ovD OvD Otf3 Payroll Coordinator Payroll Coordinator Payroll Coordinator Director/ HR Coordinator Director of HR Supervisor and Clerk Minimum of Staff Required T I T i T T T T N *High Priority oa TSnW* Activities/Tasks Warden Functions(Only for EOC tasks) CAO Functions(Only for EOC tasks) Emergency Operations Centre Payroll Benefit Payments Omers Payments Health and Safety Labour Relations Scheduled Court Matters- anything on a docket must be spoken to on the record, recording will be required EMERG kit to be accessed Manager Currently Responsible OvD OvD OVD Director of Human Resources Director of Human Resources Director of Human Director of Human Resources Resources POA Supervisor Department Administrative Services Administrative Services Administrative Services Human Resources Human Resources Human Resources Human Resources Human Resources Provincial Offences GJ m k 'O O Can Activity/Task be completed from home? Yes" or No"? •�K. •y will deliver there otherwise drop box at front of bldg can be used or alternate location if ON Yes- if mail can be accessed it can be opened and organized from at Yes (with provided Yes (with provided IT access) Yes (with provided IT access) 11 access, requires a procedude and apropriate approval forms Type of Staff N U a V) Supervisor or Clerk L O L a N 0 0. Purchasing or Director of Finance Purchasing or Director of Finance Minimum of Staff Required i i .--4 11811 /4uoud OH *Must Do Activities/Tasks Ticket Filing- altemate arrangements can be made but notification will need to be provided to meet timelines, tickets need to be catalogued into date rec'd order Access to dockets /charges on Court days- Office access is required to obtain the court docket and informations to be heard Payment Processing /Collections payment processing- can be deferred to out of town locations by posted notice, anything from the mail will need priority upon resuming service Updating Court Dockets- will require priority upon resuming service to aid in inquires and docket preparation Data Entry Procurement of Labour, Materials and Equiment Monitoring and implementng of Purchasing Practices in and Emergency Manager Currently Responsible POA Supervisor POA Supervisor POA Supervisor POA Supervisor POA Supervisor Director of Finance Director of Finance Department Provincial Offences Provincial Offences Provincial Offences Provincial Offences Provincial Offences bulsetpJnd Purchasing N Can Activity/Task be completed from home? Yes" or Nn Yes (with provided IT access) AND alrenate vendor data base is prepared and available Yes (with provided Yes (with provided sa,11 Yes (with provided IT access) Yes (with provided IT access) Yes (with provided IT access) Yes (with provided IT access) Type of Staff o cn TA w i- r U U 1_ a Purchasing or Director of Finance Purchasing Financial Anaylst 1siAeuy lepueuy Financial Anaylst Financial Anaylst Financial Anaylst Minimum of Staff Required 1 1 T 1 1 1 1 *High Priority 00 lsnN Activities/Tasks Vendor Data Base Insurance and Risk Mangement Laison between staff and vendors Contact collections agent to advise of pandemic. Utilizes the AccPac accounting system. Set up of emergency General Leger's and protocols for emergency snendinc. Ensure Safe storage of cash. Ensures finacial information is maintained for archival purposes. Provides back up for accounts payable and accounts recievable. Manager Currently Responsible Director of Finance Director of Finance Director of Finance Director of Finance Director of Finance Director of Finance Director of Finance Director of Finance Department Purchasing Purchasing Purchasing aaueuid Finance aaueulg Finance eaueuy N Can Acdvity/Task be completed from home? Yes" or No Yes (with provided IT access) Yes (with provided oN sak Yes (with provided IT access Yes (with provided IT access Computer work yes Picking up cheques dropping deposit in lock box no Type of Staff Financial Anaylst Financial Anaylst Financial Anaylst Financial Anaylst, Director of Finance, Clerk '11 •.o- Financial Anaylst Financial Anaylst 0 y o N L CD CO CO v C ii: a 5 C LL Minimum of Staff Required T T T M T 1 M 1.9U A.1uoud 4 oa asnW Activities/Tasks Analyzes general ledger accounts. Prepares and posts journal entries and required. Provides limited backup to POA clerk positions. banking Someone can come in to pick up cheques, can access AccPac from Home to do deposit drop in bank lock box Invoicing for Homes Journal Entries Monthly Budget Comparisons updates on Emergency Spending Bank Transfers currently have to be done manually and need 2 signatures. Needed to balance trust, transfer resident comfort trust for example. Manager Currently Responsible Director of Finance Director of Finance Director of Finance Director of Finance Director of Finance Director of Finance Director of Finance Department Finance aoueulg 8DU2UI. ao aoueuid Finance Finance M N Can Activity/Task be completed from home? Yes" or Nn Yes (with ON Yes (with provided IT access No for manual cheques, Yes to EFT release of payments sa Type of Staff Financial Anaylst Financial Anaylst auoAuv Anyone in Financial Services 0 V b L L 0 a) fa (lam w N LL Director of Finance or first named Designate Minimum of Staff Required ri '-I ri ri Z 11911 kuJoud 4 oa ksnN Activities/Tasks GST PST Retums information can be obtained through AccPac at Home. May need to enter office to retrieve forms. (Fines if not done by deadline) Emergency Petty Cash can cut cheque to be cashed at bank Scanning and OCRing of documents as required for Critical Documents such as Utility payments and other vendors as required Posting Invoices, Payments of invoices that will affect essential services such as utilities /food /nursing needs for the Homes Approval of Invoices to pay Manager Currently Responsible Director of Finance Director of Finance Director of Finance Director of Finance Director of Finance Director of Finance }uawiaedad aoueuu Finance Finance Finance aoueuid Finance N Can Activity/Task be completed from home? Yes" or Nn sax oN o N oN o N O N sax 1 Type of Staff Maintenance Maintenance Maintenance Maintenance Maintenance Maintenance Engineering Services uirector or Engineering Services Minimum of Staff Required I i ti I I I I kIuoud 4 II\ oa;snN s)jsejJsagiApay Called -in Work Orders. Complete top priority tales. Maintains the heating, cooling and hot water systems. Make sure mechanical Call -ins for emergency repairs. Make emernenry renairs on Mechanical of Scheduled Work Orders (fire alarm equipment inspections, lift inspections, water temp. inspection, etc) Weekly, monthly, quartlerly and annual inspections of the facility and Maintains lighting in and around building. Changing light bulbs and ballasts. Maintains grounds keeping (ice and snow removal). Depends on the time of year, snow removal is a must in the winter mnnths Road Occupancy Permits Moving Permits Manager Currently Responsible Manager of Corporate Facilities Manager of Corporate Facilities Manager of Corporate Fadlities Manager of Corporate Facilities Manager of Corporate Facilities Manager of Corporate Fadlities Deputy Director of Engineering Services Engineering Services Department 6upaeul6ug Engineering Engineering Engineering Engineering Engineering Engineering Engineering N Can Activity/Task be completed from home? Yes" or Now sad, sad, s ad, o Type of Staff Deputy Director of Engineering Services or Engineering u... Engineering Services Emergency management Coordinator Emergency management Coordinator Minimum of Staff Required T T i *High Priority od 4snw Activities/Tasks W nSL WLUUfI WI u(LL in specuw i Administration Account Payables Emergency Planning EOC Operations Manager Currently Responsible Deputy Director of Engineering Services Deputy Director of Engineering Services Director of Engineering Services Director of Engineering Services Department Engineering 6uuaaul6u3 6uuaaul6u3 Engineering Appendix C: How to Access Your Desktop via Citrix POA This document assumes that you are using a computer outside the County of Elgin network (Le. from home) and that the computer has Internet access. It also assumes that the computer to be connected to is turned on with no one logged into the computer and that the computer is connected to the network. 1. Start your favourite Internet browser (i.e. Microsoft Internet Explorer, Mozilla Firefox). 2. In the address bar of the browser enter: citrix.elgin county.on.ca and press the Enter key. (note: do not include "http:\ before the address). 3. Log into Citrix. (note: if you have not previously logged into Citrix using the computer you are on you will need to first install the Citrix client. For instructions see the section below: How to Install the Citrix Client). 4. One of your available icons should be RDP. 5. Click on the RDP icon. This will launch the Remote Desktop Connection window. 6. Enter the name of the computer you wish to connect to (i.e. for Leesa Shanley the computer name is: CTYPOAMGR -XP, for Dawn Brock: CTYPOALEFT -XP, for Joe Bettencourt: CTYPOAMIDDLE -XP 7. Click the Connect button. 8. If the connection is successful a window will open and you will be able to log into the computer using your network username and password. How to Install the Citrix Client 1. If you need to install the Citrix Client the Citrix log in window will display the following message in the bottom right hand corner of the log in screen: "You do not have the Citrix Presentation Server Client installed on your system. After Installation, you must restart your browser. Download the Citrix Presentation Server Client for 32 -bit Windows 2. Click on the Download the Citrix Presentation Server Client for 32- bit Windows link. 27 3. Click the Run button in the File Download pop -up. 4. Click the Run button if a Security warning appears. 5. Click OK on the Select Language pop -up. 6. The Setup screen will appear. 7. Click Next on the Welcome screen. 8. Click the I accept the license agreement radio button. 9. Click the Next button. 10.On the Select Client screen deselect the Program Neighbourhood Agent and Program Neighbourhood by clicking on the down arrow to the left of each client and selecting Entire feature will be unavailable. When you have disabled the install of those two clients the screen should look like this: Citrix Presentation Server rent.S to Select Client Select the client or clients you went to install. Feature destination ets This cent will not be installed In addition to the disk space required by all clients, this client requires 01(8 on your hard drive. Citrix Presentation Server Client rr1 Web Client Program Neighborhood Agent Feature Description: For users who access published applicah From the classic, feature Program us Nei e ghborhood user interface. For advanced rs. 28 11.CIick the Next button. 12. Click the Next button on the Select Program Folder screen. 13. Click the Next button on the Client Name screen. 14. Click the Next button on the Use Local Name and Password screen. 15. Click the Next button on the Ready to Install screen. 16. When the installation is complete click the Finish button. 17.Stop and restart the Internet browser. 29 Appendix D: Connecting to County of Elgin Email, Citrix, and your Voicemail from Home County of Elgin Email 1. Turn on computer, connect to Internet and open web browser. 2. In the address bar type (https: /mail.elgin- county.on.ca /exchange). 3. You should see the Outlook Web Access login screen. Enter your username and password in the appropriate boxes. 4. Click the Log On button. Citrix 1. Turn on computer, connect to Internet and open web browser. 2. In the address bar type (http:/ /citrix.elgin countv.on.ca). 3. If you see an Exclamation mark on the screen you may need to install the Citrix web client. To do so: a. Click on the link "Download the Citrix Presentation Server client fo r32 -bit Windows" b. Click the Run button. c. A new window should appear, click the Run button. d. Click OK e. Click Next f. Select the radio button beside "I accept the license agreement" and click Next. g. Click the down arrow beside "Program Neighborhood Agent" and select "Entire feature will be unavailable" h. Click the down arrow beside "Program Neighborhood" and select "Entire feature will be unavailable i. Click Next. j. Click Next. k. Click Next. I. Click Next. The application should now install. m. Click Finish. n. Close your web browser, reopen it and go to step 2. 4. Enter your username and password in the appropriate boxes. 5. Click the Log In button. 6. Click the application you wish to run. Voicemail 1. Call the County Administration line 519 631 -1460 2. Dial Extension "300" 3. You will receive a voice prompt, at that time dial your personal extension and enter your password 30 Appendix E: Assessment Checklist What is the nature of disruption? What is the impact on the facility? What is the impact on staff? What is the impact on service delivery? Has there been a damage assessment? What is the expected duration of the disruption? Has the reason for disruption and the estimated time of disruption been reported to management? 31 Created by Sue Krueger, Manager Support Services Elgin Manor Date Created [Insert Date/Month/Year (date V1.0 was approved)] Version Number V1.0 Revised by Approved By County Council Date Approved [Insert Date/Month/Year (date sign-off on current version given)] Elgin Progressive by Nature PANDEMIC PLAN HOMES and SENI ditti RVICES Version No. Date Approved Summary of Changes Revised By Approved By lan Pandemic istory Plan Distributed To Administrative Services Chief Administrative'0 Human Recourses- Director of Human Recourses Terrace Lodge- Director of Senior Services Terrace Lodge- Manai Terrace Lodge- Manager of Support Servitps:., Elgin Manor.- :;pirector bf Elgin iManor- Maria t Care $upport`Services Elgin M anor- Manager `o Bobier Villa D ector of :Senior Services Bobier Villa- Manage f Resident Care Bobier Villa- Manager of Support Services Datepistributed [Insert' Date /Month/Year] 2 TABLE OF CONTENT 1. Part One- Preface 5 1.2 Goals of Pandemic Planning 5 1.3 Planning Assumptions 6 1.4 Steps to Pandemic Plan 6 1.5 Pandemic Response 7 1.1 Definition of a Pandemic 2. Part Two Staffing Inventory 3. Part Three 2.1 Current Staffing 8 3.1 Communications 9 3.2 OMT=Chair- or Designate 10 3.3 Essential Staffing`Plan 10 3.4 Tr1a9e Plan 11 11 Ppl esand Equipment Page .ontrol Si'Support Measures for Staff; Volunteers 12 Fooa Servies: Nutrition 12 sekeeping /Laundry: Environmental Cleaning 13 3.9 Nursing 13 3.10 Maintenance 14 3.11 Security 14 3.12 Morgue 14 3.13 Education: Pre Pandemic 14 3.14 Staff- Work Restrictions during a Pandemic 15 3 EMG Emerg'e'ncy ;'.control Group Emergericy'Operations Centre EOC ERP Emergency Response Plan I IT Information and Information Technology MOH Medical Officer of Health WHO World Health Organization LTC Long Term Care OMT Outbreak Management Team 3.15 Immunization and Antiviral 15 3.16 Personal Protective Equipment and Handwashing 16 3.17 Masks 3.18 Eye Protection 17 3.19 Gloves 3.20 Gowning I Departments 16 17 18 LIST OF APPENDICE A Assessment of Residents Essential CareNeeds B Sample Letter for Resident's Families C Notification of Appropriate Individuals D Supplies and Equipment E Letters of Commitment Templates 23 F Menu Regu G Menu Regular H Connecting to County of Elgii t small and Citrix from Home 27 19 20 21 22 25 26 28 T.OF ACRONY 4 1.1 Definition of Pandemic The World Health Organization (WHO) defines influenza pandemic as a global epidemic of influenza and it occurs when a new influenza virus (i.e. an influenza virus subtype that is not circulating widely in human beings) emerges and starts spreading in a similar way to normal influenza through coughing and sneezing. Because the virus is new, the human immune system will have little or no pre- existing immunity. People who contract pandemic influenza are thus likely to experience more serious disease than that caused by normal influenza. 1.2 Goals of Pandemic Planning: PANDEMIC PLAN PART ONE: Preface The words pandemic and epidemic are OA /confused. To clarify, epidemic refers to a contagious; infectious or viral illnessthat spreads to many people in one geographic region''that occurs in excess of the numbers of cases that would:usually be expected. A pandemic refers to a contagious, `inifectious or vtral. illness that spreads, and may include millions of people in many areas;across the globe. 1. To. minimzeserous through appropriate a emen o minimize disruptjon of care and services. To MaintaiitOritical'Services during an Emergency /Pandemic. o Protect Employees'' 5. To Support Health Authorities 6. ToMinimize Financial Impacts 5 1.3 Planning Assumptions: 1. A pandemic will affect the entire health care system and community. LTC will not be able to rely on the same level of support from their suppliers, other health care systems or community services. 2. The pandemic plan must be coordinated with other organizations in the community and be consistent with the Ontario Health Plan for Influenza Pandemic (OHPIP) 3. The number of health care worker available to provide services could be reduced as much as one third due to personal illness; family commitments. 4. Usual sources of supplies could be disrupted or u.ravailable. 5. To meet resident and Home's needs, staff may: need to be reassigned or reallocated. 6. Existing care protocol may need to be charged or adapted. 7. LTC must provide communication to staff;' residents aridfamilies. 8. Ontario Health Safety mandates, a duty to provide reasonable precautions to protect workers. 1.4 Steps to Pandemic Plan: 1. Establish an outbreak`irianag teait(QMT). The team will include a Chair, Coordinator, Media: Spokesperson, Infection Control Professional, Co Chair of.H &S committee'and Secretary as per Horrme's_Infecfiocontrol PQlrty' team will direct /implement the paridiymic plan. Each position will require an alternate. This team will be responsible for staff training in conjunction with the Public Health it and wIB be guided bythe Ministry of Health and WHO ssess residert.,care needs'(Appendix A.) Identify essential and non essential services and staff. Prioritize; residents:; and staff for antiviral /vaccine. Implementthe surveillance program influenza -like illness. I.e. line ing *2cases of acute respiratory tract illness within 48hours in one js' suspect of an outbreak) 6. Notification of Unions that, under the direction of a Department Manager, employees that are employed in a service rated non- essential might be deployed to assist with a service rated as critical. 6 1.5 Pandemic Response: 1. If the Pandemic is in the Community: i. Activate the pandemic plan H. Activate the surveillance system as per policy iii. Assess essentials stores /supplies of chemicals; protective equipment (masks /gowns, gloves; hand sanitizer). 2. If the Pandemic is IN the Home: 1. Notify the Medical Officer of Health 2. Implement infection prevention control policies and procedures. 3. Notify appropriate individuals;( Appendix B) 4. Conduct a OMT meetingimmeiiately 5. Monitor outbreak surveillance' program 6. Implement control measures and<support for residents, staff:ajd `visitors /families:::::;;::; 7. Distribute antiviral /vaccine 8. At conclusion In vestiga`te and review outbreak 7 Position`. Full Time Part Time Casual RN 4 0 4 RPN 5 4 1 PSW 19 18 Housekeeping 3 4 Dietary 4 6 Maintenance 1 Recreation 2 2 Admin /Management 1 3 2.1 Staffing Inventory PART TWO Current Staffing Elgin Manor Full Time Position RN RPN PSW Housekeeping Dietary Maintenance Recreation Admin /Management 5 7 26 5 6 1 2 5 Part Time 5 9 {'incl.hairdressinq) Casual 3 1 Position RN RPN PSW Housekeeping: Dietary Maintenance Recce h Ad Admiri/Minageiiiefit Full T'i71s`s 9 2 Pa ime 7 10 4 Casual 1 7 Bobier Home 8 3.1 Communications PART THREE Pandemic Plan 1. Communications (community, staff, families, residents) will be directed through the Director of Home or designate (Media Spokesperson, OMT). The CAO of the County of Elgin County Media Coordinator stationed at the EOC will have direct communication with the Director of Home /designate. 2. Media and News Release inquiries will be deferred to the Warden /CAO as per policy. It is recommended that media inee'iriesspecific to the Pandemic be deferred to the local Public leaith Units;: Information that is Home specific can be addressed by the of Home adherence to the Privacy Act. 3. Key contacts- local Public Health Unit Minigty of Health- will'>be in direct contact with the CAO and Director ofHome or designate. The Public Health Unit will continue to communicate with the LTC Homes and community partners throughelectronic Outbreak Alerts and newsletters. 4. Upon receipt ofa Pandemic Ale' :NM the Medical Officer of Health, the OMT, Director and Dept; Managersimmediately meet (within the first 24 hours). Notifeotionof app ropriate individuals is completed. Appendix B) elnic information is shared and the Pandemic Plan is initiated. informatiohand screening station is set up at the main entrance to the Uilding. If Pandemic is in the community, the station is "manned" throughout busitless hours; if the Pandemic is in the Home the station is °manned 24 hours. The OMT Chair is responsible to ensure the station is "manned'`appropriately. A bulletin board with press releases; Outbreak Alerts, newsletters will be maintained at this location. 7. The OMT and staff meet regularly and more frequently as the level of Pandemic changes or new information is received. All meeting are documented by the Secretary, OMT. 8. A Pandemic Information Letter will be sent to all resident families. The letter will provide information as to the possibility of family members caring for their family member at home. (Appendix A assessment and letter) 9 9. Phone and email greetings will be changed to alert public of Pandemic status. 10. Pandemic information /direction for staff will be posted on the Web Site. Staff will be responsible to sign on from their homes for staff deployment. Fan out lists will be used to provide staff with information. 11. County of Elgin web site will have links to WHO; Public Health; Ministry of Health. 3.2 OMT Chair or Designate Given that the estimated attack rate will be 35 °Iaarid the resulting increased absenteeism, regular staffing pattern s ?ill need to be revised. The Priority Tasks Templates will assist with the deployment of staff. The OMT Chair /designate will ensure the;; nformatiori`andscreening station is manned and that job priorltyjdeployment of staff:; to essential positions is completed. ALL non essential and essential staffwill report for work for deployment. On arrival to the Home ell employees, trained volunteers and trained visitors will repot tosthe screening station. Job priority/deployment ofstaff will b essential positions and duties as described ob the Priority TaskTemplates. 3.3 Essential Staffing Plan Key positions will ride' d<to be secure d`'for the safe care of the residents and the op of th Home. `Ije1uded in the Priority Task Templates are charts' harts f each de pt .which state number of essential staff requlrredto complete essential duties as well as a number of available staff ployment. ue to increased absenteeism, to fill each essential position staff with the ;sential skills from other Homes /County Depts. may need to be deployed. Essen "t"rel >Servicesare: OMT Committee members Director Charge RN (a minimum of 1 x 24 hours /day) RPN MRC /MSS Nursing staff PSW Dietary staff Housekeeping staff Maintenance I IT MDS RAI Coordinator 10 Non Essential Services are: Clerical Therapy Hairdressing Recreation Ward Clerk Volunteers/ Auxiliary 3.4 Triage Plan Transfers to hospitals are likely to be restricted during a Pandemic. The Homes will need to work with local hospitals to develop protocols and criteria for transferring residents. The Homes Infection Control Policies and Procedures for outbreak will be implemented unless otherwise directed byPubiiic ":Health /WHO. The Home will need to ensure they havea'stock pile High Intensity Need products Dressings Oxygen masks; gowns gloves The Homes' policy for co-horting<I1 ;residents will:adhered to as per Infection Control unless directed otlervise Public Health /WHO. In Homes where :1i tits are private regular' outbreak policy will be implemented::;: 3.5 Supplies .and Equ.upnient (g ppendiX' "C.) uring a Pandemic traditional supply chains may be disrupted. Regular ommunicatioriwith suppliers and sharing of their Pandemic Plans is essential. Quantlties of supplies needed during an outbreak will be established. The >MOHLTC recommends that at least 4 weeks of all necessa`rysupplies be maintained. It is recommended that quantities for personal`ear`esupplies be based on 25 staff encounters per resident per day X 31 days'a month. During the preparedness phase each department should meet with their suppliers about their plans during a Pandemic. A secondary local supplier for each supplier should be established. Letters of commitment from present suppliers need to be received and retained by each department. (Appendix D) 11 3.6 Control Support Measures for Staff; Volunteers Each Home will be responsible for the deployment of staff within their own Home. If more assistance is required County staff from other departments will be deployed. Administrative and non patient care staff will be surveyed prior to outbreak as part of a contingency plan, to assess any essential skills which may be required during the outbreak (i.e. a librarian who is also a PSW). A list of staff with transferable skills will be important during a Pandemic and recorded on the Staff Data Base. Supporting Staff with: accommodation due to transportatiorissues; staff availability issues- staff may be required to stayinthe workplace for prolonged periods. There will be designate staff areas: 3.7 Food Services: Nutrition Elgin Manor: CommunitySp Family Room':IM purpose room. Terrace Lodge Day Program; The k shop. Bobier Villa Multi Purpose;:; Room; Family Room. Housekeeping dept will secure supplies such as linens; mattresses, toiletries to accommodate: staff needs. Staff laundry can be done on site in the'laOhdry dept: meals 1 t :be provided by the Home if /when staff o stay past; their scheduled shift. staff t at other, facilities follow Homes' Infection ntrol P:oficy until direction is given by Public Health /WHO. restriction of visitors as per Homes' policy may be revised duringthe Pandemic in order to meet the needs of the resident and /orPublic Health /WHO direction. i.e. If the family member is ooahealth (anti viral) and can assist with the ADLs of their :one they could be deployed into the Home. Pandemic Menus developed by supplier (Sysco) will be implemented. (Appendix E). These menus assume that hydro and water is available. In a situation where hydro and water have been affected, menus developed for Y2K will be implemented. (Appendix F). The Priority Task Templates will outline what dietary tasks are essential and the number of staff required completing the essential tasks. 12 3.8 Housekeeping /Laundry: Environmental Cleaning 3.9 Nursing In a Pandemic the same infection control and cleaning procedures will be used as in an influenza outbreak unless otherwise specified by the Local Public Health Unit. Reducing the spread of the Pandemic is dependent on good environmental cleaning and sanitizing practices. The Priority Tasks must be completed in order to reduce /eliminate the spread of the disease. Where possible housekeeping staff will be increased in order to ensure all components of an effective cleaning process are completed i.e. twice daily cleaning of affected rooms A log sheet will be developed to record personal.effects of deceased in the event family are unable to retrieve them due:: to' Pandemic. An area in the basement will be designated to store these item The Priority Task template will be iriipKht Cited to ensure adequate staff are available to meets theneeds of the residents. For each Resident Home area a minimum nutnber:.of staff will WilEiK at all times, with additional support needed on the bight shift from,current level. As per Ministry Standard a priority Wit be to'ensure a ftlifiimum of one Registered RN on site 2,4hour07days /week Registered Practical Nurses will assume responsibility; for ather /HO`i e areas where the Charge RN has not been deployed. Staffing compl meets for <PSW's wlll be maintained as close to normal patterns as,possible ;In Home areas affected by the Pandemic increased staff will be deployed to ensure adequate care for ill residents. epractice of`cohortirig nursing staff to Home areas as per infection coritrol<policy willbe implemented as long as physically possible. Deployment ofstaff from other departments with the essential skill sets (i.e. RN /RPNPSW,HCA) will be initiated. Protocol /arrangements for special services and life sustaining treatments i.e. dialysis /chemotherapy will be established with community partners. Infection Control Policies will be implemented as per protocol and revised as needed in response to direction from the Local Public Health Unit and WHO. 13 3.10 Maintenance A minimum of one maintenance person to ensure supplies are received and delivered to appropriate areas in a timely fashion. Maintenance will be responsible to do all receiving in order to limit access of suppliers to the building. Maintenance will be required to maintain and repair equipment that might otherwise have an outside contract company. 3.11 Security 3.12 Morgue For example: Access to the building will be restricted to the entrance. All other exits /entrances will be locked down. Local Funeral Homes will need to:: 'Miner with the Homes'forthe safe care and removal of the decease d> In the event that local morgues /Funeral Homes cannot accommodate the deceased, a temporary morgue can be set up in >the; Elgin Manor: garbage room;;_::;; Terrace Lodge: Adult Day Program Bobier Villa: Jai gentstorager O Signage will >be appropriately posted to prevent unauthorized personnel from enteriih ar d tq :respect the deceased. Air conditioners will be installed where necessary to:keeprooms at appropriate temperature. R a refrigerated truck;will be leased /rented /loaned from a present pplier 0.e. Sys.:co) orto.cal truck company (Sterling) 3.13 Education Plan' re Pandemic In order'toprovide continuity of care in a staff shortage crisis, "cross training" staf f with appropriate skill sets will be required. Feeding residents Basic Housekeeping Skills Laundry Food service dishes, clearing tables, serving tables Portering residents 14 Due to the Homes union contracts /agreements, staff may not work in these capacities or replace staff unless a letter of understanding for emergency situations is drafted and accepted. Notify the Unions that staff rated as non essential may be deployed to assist with a service rated as critical provided they are given appropriate training. Staff will be advised to carry a Preparedness Kit with them in the event they are required to complete extended shifts at the Home. (i.e. toiletries, change of uniform, sleeping bag, pillow) 3.14 Staff Work Restrictions during a Pandemic The County/Homes exclusion policy will beadherecl to during a Pandemic. The Public Health Unit will determine thIength of an ill worker will be excluded from the workplace based on the epidemiology of the pandemic strain. The Home will work with the Public Health unit to determe:if staff can return to work prior to being fully recover if the availabil of staff does not provide safe, adequate care for tlere If this becomes necessary, these staff will: :be restricted'to "non- direct care or to residents with symptoms of ILI with`.ippropriate use`of:,personal protective equipment. The OMT will review, in conjunction with the Public Health, any issues that arise regarding compliance with work exclusions. 3.15 Immunization and, er Pandemic Influenza Management in LTC Homes: ec. 2005 During a Pandet lc, the Ministry of Emergency Operations Center will be resp`.onsble for the; distribution of antiviral and vaccine across the province Public' Units will be responsible for the coordinating the distribution of antiviral and vaccines among LTC at the local level. LTC will continue to maintain on site supplies of antiviral for use during the influenza season. During a Pandemic the Home must have the capacity to safely store antiviral and monitor distribution. Homes will continue to obtain annual informed consents from the residents or their POA for care. At each resident's annual multidisciplinary care conference, information about pandemic planning and possible additions to routine influenza consent will be reviewed /attained. 15 3.16 Personal Protective Equipment and Handwashing 3.17 Ma As per the Guide to Pandemic Influenza Management in LTC Homes: Dec. 2005 As per Home's Policies: Infection Control Manual Access to personal protective equipment (PPE) required for droplet and contact precautions will continue to be available to staff and to follow regular practices. Ordering of supplies will continue to be through the Home's and will be stored on site at each Home.. PPE availability throughout a pandemic are.sXpeetedto reach critical levels therefore some experts suggest that masks will only be appropriate for providing direct care to infected individuals. Handwashing is the most important measure in preventingthe spread of influenza. Proper handwashing`techniques need to be reviewed with staff, volunteers, and visitors when they;report to the screening station. Signage depicting proper; handwashing techniques should be posted at all sinks bulletin boards and resident /staff bathrooms. Resident hand'hygiene is essential ,:at all times. Waterless alcohol- based hartdsanitlzershould "readily available for use if hands are not soiled .If hand, are sq(Ied handwashing with soap and water becompleted priortousing alcohol -based hand sanitizer. per the Guide to Pandemic Influenza Management in LTC Homes: `'Dec, 2005 As per Home's Policies: Infection Control Manual Mask a good quality surgical mask /N95 as directed by Public Health /WHO. Staff must wear a mask covering the nose and mouth when providing care within one meter of a resident with influenza. For the care of a resident with influenza, put a surgical mask on the resident if tolerated, whenever the resident is not in his /her room i.e. transferring to hospital) Mask should be changed if they become wet or contaminated by secretions. 16 Staff wearing masks must remove their masks before caring for another resident and when leaving the resident designated space. Le. room. Masks should be changed according to manufacturers' recommendations. Hands should be washed after removing mask. 3.18 Eye Protection As per the Guide to Pandemic Influenza Management in LTC Homes:. Dec. 2005 As per Home's Policies: Infection Control Manual Eye protection includes safety glasses, go•01es and face shields, It does not include personal glasses. Eye protection should be worn wt e`n`providing direct care 'Wit hin one meter of a resident with influenza: Safety glasses, goggles and face shield should be carefully removed to prevent contamination. If reused eye protection must be cIahed and s anitized according to manufacturers.recofrimendatiori with.a min ii um of a disinfectant. To preventself contai ination, sta (.,should avoid touching their eyes during care ofa With infla`diza. occur after removing eye protection. 3.19'Gioves Asperthe Guid Pandemic Influenza Management in LTC Homes: Dec. 2005 As per Hoe'sPolicies: Infection Control Manual Staff and volunteer should wear gloves when they are likely to have contact with bodily fluids or contaminated surfaces. Gloves are an additional protective measure but not a substitute for proper handwashing. Gloves should be put on prior to entering and removed prior to leaving a residents room. 17 Gloves should fit the wearer to prevent cross contamination through contact. Gloves should be changed between dirty and cleaner procedures on the same resident. Hands should be washed immediately after removing gloves. When a gown is worn, the gloves must cover the cuff of the gown sleeves. 3.20 Gowning As per the Guide to Pandemic Influenza MqpVelOnt in LTC Homes: Dec. 2005 As per Home's Policies: Infection Contrdt Manual Long sleeve gowns should be worn during procedures and'Otient care where clothing might be contaminatedL Gowns should be removed before leaving residents room. 18 Appendix A Assessment of Residents Essential Care Needs A process needs to be established to assess each residents care needs in the context of a Pandemic. Suggest using a "colour code" system similar to hydration risk. Resident Care Needs Each residents' care needs will be assessed in the context4? Pandemic. Each resident will be identified into one of the following four categories 1. Those who can be discharged to family menlbgelS-: event of an outbreak. 2. Those who must continue to be careclfgr:::In the LTC Home 3. Those who will likely require acut$.cfe during a Pandemic will need actioXplaps each residents care plan ThoseTesiclei information identified at high risk of complications multidisciplinary care conference. This okatialif need to be recorded on n This process will need to be reviewed 4i:di:)icapu their charts residents quarterly inc l u ded fieir charts in the event of a Pandemic 19 Dear Family/Friends, Appendix B Sample Letter to be Sent to Families We thank you fdr,:our continued support We will continue to work together to provide an exceptional level of care to your loved-one. 20 Medical Director /Physicians Manager of Resident Care Director CAO Warden Manager Support Services OMT Members Pharmacist Corporate Facilities Officer Appendix C Notification of Appropriate Individuals 21 Appendix D Supplies and Equipment Category Hand Hygiene PPE Temperature BP Supplies Disinfectants Paper Respiratory Care Disposable Briefs Body Bags Government Stock Vaccinatidh High Intens Needs Item Liquid Soap Alcohol Hand Rinse Paper Towels Surgical Masks N95 Masks Washable /reusable yellow gowns Disposable Gowns Non -latex Gloves Safety Glasses Thermometers Probe Covers Stethoscopes Blood Pressure Cuffs Disinfectant Wipes Computer Wipes Surface Cleaner and Disinfectant Garbage Bags Kleenex 02 Incontinence Pads /Bi`'iefs. Medication upplies- rukkng a (eohol /c9u9h >s suppressant/Tylenol /toothpaste SyringeSl:% Alcohol Swabs Aijtivirals Needle's Par Level Inventory Order 22 SAMPLE LETTER OF INTENT FOR EMERGENCY SUPPLIES FROM PROVIDER TO FACILITY TO: (Facility) Phone: Address: Contact person: FROM: (Provider Name) LETTER OF INTENT In the event of a community disaster, (food :vendor's name) will attempt to provide bottled water, food, and other necessities'to your facility. This shipment will depend upon road conditions, availability of vehicles, products and supplies. Hospitals, short and long term care nursing`facifities, correctional facilities and /or public service utility entities may receive priority support at their direction. This letter of inteitwill be valid for one' year from date of issue, however, if the partnership between,(food v endor's name) and should be terminated fog' any reason, this agreement will also terminate at that Appendix E ACCEPTED BY:ACCEIPTED BY: Food Vendor Date Facility Representative Date Adapted from information provided by Sysco Corporation, Mississippi. Used with permission. Dietary Disaster Plan 26 ©2006 Becky Dorner Associates, Inc. (800) 342 -0285 23 SAMPLE DISASTER CONTINGENCY AGREEMENT FROM THE PROVIDER TO THE FACILITY Dear (Customer /Business Name): This agreement will document (food vendor's name) commitment to your facility, as a loyal customer, to service your account. Should we be unable to service your account, we will do our best to make arrangements with another food vendor to deliver food, water and supplies, until we are.capable of resuming normal operations. Your facility agrees to pay a normal and reasonable rendered. In case of emergency or natural disaster t1 the norrral operation of the foodservice department of your facili we will make every attempt to satisfy the needs of your facility by delivering foad'iliwateT supplies as than as local authorities allow for safe travel t o the affecteddtea. (This may not be your normal delivery day). As much advance notice as possible should be „provided by the facility so the facilitys needs can be met. This includes specipc req for amounts and types of food, water, paper, products, and ot(er designated by your facility. The facility should supply us With a list of:potential emergency food supply needs in advance so We;can prepare: for potential emergency. m We recognize our comitmen to service y ou with food, water, and non -food requirements If we are u nable to service your facility because of a disaster, we will arrp'nae'for >i }tljer ve or subsidiaries to provide distribution services to your_facilityas soOr a s local' authorities allow travel into the affected area. We will” ake terms aril conditions of this statement and agreement known to all /any partners who might have to respond and make such information, as contact namesaitd plloe numbers, available to assure that the necessary goods and services wffl ne reasonably available at any time. Sincerely, (Name /Title) ACCEPTED BY: ACCEPTED BY: Support Agency Date Facility Representative Date or: all goods and services Adapted from information provided by Sysco Corporation, Mississippi. Used with permission. Dietary Disaster Plan 27 24 DAY 1 DAY 2 DAY 3 Choice of Juices Choice or Cold Cereal or Hot Cereal with Milk Choice of Muffin Toast or Bread served with Margarine Jelly Choice of Scrambled Eggs or Cheese Choice of Juices Choice or Cold Cereal or Hot Cereal with Milk Choice of Scone, Toast or Bread with Margarine Jelly Choice of Omelet or Cheese Choice of Juices Choice or Cold Cereal or Hot Cereal with Milk Choice of Waffles Syrup, Toast or Bread with Margarine Jelly Choice of Yogurt or Cheese Vegetable Beef Soup Crackers Ham Sandwich or Baked Fish Rice Sliced Beets Vanilla Pudding or Pineapple Tidbit Chicken Noodle Soup Crackers Corned Beef Sandwich or Macaroni Cheese ::s Mixed Vegetables Butterscotclj;Pvdding'pr Fruit Cocktail Creamy Broccoli Soup Crackers Chicken Salad Sandwich or Quiche Bean Medley Salad Rice Pudding or Peaches Turkey Roast, Gravy or Shepherds Pie Mashed Potatoes >s:. California Mixed <V.e etables or Corn' Dinner roll and Margarine:;. Tropical Fruit Salad or Lemon Cake Beef:Stew or ti ed Chicken #Mashed Potatoes'' Greep Beans or Carrots Dinner roll and Margarine Pears or Strawberry Shortcake Lasagna or Roast Pork Mashed Potatoes Peas or Squash Dinner Rolls Margarine Apricots or Chocolate Brownie Appendix F Regular Menu •Offer coffee, tea, milk, juice and water at all meals and snacks SYSCO cannot guarantee that inventory will be available on all items listed for this menu 25 DAY 1 Juice Assort Cold Cereal Milk Cheese Whiz or Peanut Butter Bread* or Rice Cakes Jelly DAY 1 Juice Water Tuna Salad Sandwich or Peanut Butter Sandwich Six Bean Salad Mandarin Oranges DAY Milk Water Beans in Tomato Sauce Sliced Beet Salad Bread Fruit Cocktail Cookie DAY 2 F? A S T DAY 2 DAY 2 Juice Assort Cold Cereal Milk Cheese Whiz or Peanut Butte Bread* or Rice Cakes Jelly Juice Wet Chili r :Green Pea i,thIt lian Dressing ropical Fruit :;Milk Water Ravioli Chick Pea Salad Bread Pears Cookie R E_ K F A S U N c H R E- K= F A S` u N: c H Appendix G Shelf Stable Menu *Bread is frozen however can be kept for 7 days shelf stable after being thawed ■SYSCO cannot guarantee that inventory will be available on all items listed for this menu DAY 3 Juice Assort Cold Cereal Milk Cheese Whiz or Peanut Butter Bread* or Rice Cakes Jelly DAY 3 Juice Water Salmon Sandwich or Peanut Butter Sandwich Green Bean Salad Peaches DAY 3 Milk Water Refried Beans with Salsa Nachos Kernel Corn Bread Pineapple Vanilla Wafer 26 County of Elgin Email Citrix Appendix H Connecting to Citrix from Home 1. Turn on computer, connect to Internet and open web browser. 2. In the address bar type (https: /mail.elgin- county.on.ca /exchange). 3. You should see the Outlook Web Access login screen. Enter your username and password in the appropriate boxes. 4. Click the Log On button. 1. Turn on computer, connect to Internet acid open: eb browser. 2. In the address bar type (http: /citrix elgin- countv.o ca) 3. If you see an Exclamation mark;o >the screen you may: need to install the Citrix web client. To do so:. a. Click on the link "Download e`Citrix Presentation Sen client fo r32 -bit Windows" b. Click the Run button c. A new window shoald „appear, click tteRun button. d. Click OK e. Click Ne f. Select the radio. button beside "T accept'the license agreement" and click'Next. g. Click down'arrow beside "Program Neighborhood Agent” and select "Entire feature,will be.:unavailable" Click the down arrow" beside''Program Neighborhood" and select Eritire:feature:will be unavailable i. Click Next. Click Next Click NeXt<:>. "lick NextThe application should now install. m. 'Click. Finish: n. Close web browser, reopen it and goto step 2. 4. Enter yotr"' username and password in the appropriate boxes. 5. Click the Log In button. 6. Click the application you wish to run. 27 Table 1: Dietary Low Priority "D" Services that can be discontinued during entire emergency. Can be brought back when the Emer.en is over Vif paper service being im lemented Medium Priority "C" Services that can be discontinued for a short period of time (i.e. 4 weeks) High Priority "B" Do not defer if possible or bring it back as soon as possible V In an outbreak situation with reduced staff disposable dishes may be used. Must Do "A" Critical activities cannot be deferred or delegated. Services that must be maintained throughout staffing shortages (legislated) V if regular services being used. Activities /Tasks Prepare and serve meals, nourishments and supplements to the residents Prepare and serve meals to the clients at Day Programs Prepare meals for MOW clients Prepare snacks for resident social functions Set dining room for meal service and clear after meals Clean and sanitize resident dishes Clean and sanitize pots and pans :dishes used in meal prep Clean and sanitize Kitchen equipment /areas /surfaces Provide tray service for residents isolated to rooms Clean and sanitize dishmachine Receive and store goods Zvi Manager of Support Services (MSS) SSW SSW SSW SSW SSW SSW SSW SSW cA o IN o s c IA 44 Ct a l rts O co to O 1- C C ra a 00 N dae ;aid z algel Can Activity /Task be completed from Home? "Yes" or oN o N o N oN o N ON o N Type of Staff 1 Cook 3 Dietary Aides Same staff as above can do this task to Dietary Aide preferred but can train others to perform the task Dietary Aide preferred but can train others to perform the task Dietary Aide preferred but can train others to perform the task Dietary Aide preferred but can train others to perform the task Dietary Aide preferred but can train others to perform the task Dietary Aide preferred but can train others to perform the task LA Minimum Number of Staff Required 7 Same staff as above can do this task to EN .-4 .--I N 1 if using regular service 1 on delivery days t L 412 0 co N N C 0 m V N: 0 d M 00 N O L N a N In an outbreak situation with reduced staff disposable dishes may be used. en Must Do "A" Critical services cannot be deferred or delegated. Services that must be maintained throughout r Activities /Tasks Prepare and serve meals, nourishments and supplements to the residents Set dining room for meal service and clear after meals Clean and sanitize resident dishes Clean and sanitize pots and pans :dishes used in meal prep Clean and sanitize Kitchen equ i pment /areas su rfac es Provide tray service for residents isolated to rooms Clean and sanitize dishmachine Receive and store goods a, 1- T y O f C C 49 a C I C in S V te SSW SSW th E SSW SSW SSW 9914 SSW CV N Table 1: Housekeeping Low Priority "D" Services that can be discontinued during entire emergency. Can be brought back when the Emer is over Medium Priority "C" Services that can be discontinued for a short period of time (i.e. 4 weeks) High Priority B" Do not defer if possible or bring it back as soon as possible Must Do "A" Critical activities cannot be deferred or delegated. Services that must be maintained throughout staffing shortages (legislated) Activities /Tasks Cleaning of individual resident rooms (see below for breakdown of tasks.) Dry dusting washing of resident room floor Dusting of resident furniture Cleaning and sanitizing of bathroom /spas Cleaning and sanitizing of hand contact surfaces i.e. bedside tables /door knobs /bedrails /toilet flushers /light switches /telephones /ca I1 bells /remotes Cleaning of mirrors, windows and other glass surfaces Emptying of garbage cans Restocking of paper towels, toilet paper, soap, etc. Stripping /waxing of floors. Floor polishing C) 01 1 2 u C Manager of Support Services (MSS) cz co em CU tii in ai 0 Cr) Planning Tool: Priority Tasks Template Low Priority "D" Services that can be discontinued during entire emergency. Can be brought back when the Emergency is over '7 if areas locked off to staff /visitors /res idents Medium Priority "C" Services that can be discontinued for a short period of time (i.e. 4 weeks) ✓This area can be locked out to residents and staff until there are sufficient workers to clean. This priority would change if it is decided to use this area as a command centre. Staff working in the area responsible for keeping area clean i.e, removal of garbage, wipe down of surfaces as required. High Priority T 13" Do not defer if possible or bring it back as soon as possible Must Do "A" Critical activities cannot be deferred or delegated. Services that must be maintained throughout staffing shortages (legislated) V Want to avoid cross contamination '✓if areas are being used Activities /Tasks Cleaning of core resident home areas i.e. nursing station, lounges, activity space Cleaning of general public areas Cleaning and sanitizing of hand contact surfaces i.e. hand rails, door knobs, telephones, etc. in corridors and main entry Cleaning and sanitizing of washrooms /change rooms office/visitor/staff Cleaning of common areas such as auditorium, chapel ,tuck shop, hair dressing Cleaning of offices Cleaning of Staff lounge and change rooms N i T Ca ra O1 C O S U C O SSW SSW rl M Low Priority "D" Services that can be discontinued during entire emergency. Can be brought back when the Emergency is over Medium Priority "C" Services that can be discontinued for a short period of time (i.e. 4 weeks) High Priority Do not defer if possible or bring it back as soon as possible Must Do "A" Critical activities cannot be deferred or delegated. Services that must be maintained throughout staffing shortages (legislated) s)sey /sai4uupy Cleaning of basement Cleaning of receiving area Floor maintenance such as waxing, buffing etc. Collection of garbage from all areas Purchasing of Supplies v 1- T y 01 O O fa a, Z u ce SSW SSW N Cr) M M Can Activity /Task be completed from Home? "Yes" or o N o N ON oN O N va Type of Staff Housekeeping Aide preferred but others can be trained in proper practices if required Housekeeping Aide preferred but others can be trained in proper practices if required Housekeeping Aide preferred but others can be trained in proper practices if required Housekeeping Aide preferred but others can be trained in proper practices if required Housekeeping Aide preferred but others can be trained in proper .ractices if r- •uired in Minimum Number of Staff Required 1 staff per Home Area to keep risk of cross contamination to a minimum Assign 1 staff per Home Area to keep risk of cross contamination to a minimum Assign 1 staff per Home Area to keep risk of cross contamination to a minimum Assign 1 staff per Home Area to keep risk of cross contamination to a minimum Assign 1 staff per Home Area to keep risk of cross contamination to a minimum Table 2 Housekeeping High Priority Do not defer if possible or bring it back as soon as possible Dry dusting washing of resident room floor Dusting of resident furniture Must Do "A" Critical services cannot be deferred or delegated. Services that must be maintained throughout staffing shortages (legislated) Cleaning and sanitizing of bathroom /spas Cleaning and sanitizing of hand contact surfaces i.e. door knob /bedrails /toilet flusher /light switch /telephones /c all bells /remotes Emptying of garbage cans NI Activities /Tasks Cleaning of individual resident rooms (see below for breakdown of tasks.) '.-I N a' Q 1 C 0 a S U IX SSW SSW SSW 2 VI SSW M M Can Activity /Task be completed from Home? "Yes" or oN oN oN oN oN oN Type of Staff Housekeeping Aide preferred but others can be trained in proper practices if required Housekeeping Aide preferred but others can be trained in proper practices if required Housekeeping Aide preferred but others can be trained in proper practices if required Housekeeping Aide preferred but others can be trained in proper practices if required Housekeeping Aide preferred but others can be trained in proper practices if required Housekeeping Aide preferred but others can be trained in proper .ractices if required Minimum Number of Staff Required Keep TISK or cross contamination to a minimum Keep TSK Or cross contamination to a minimum ti ti High Priority Do not defer if possible or bring it back as soon as possible Cleaning of receiving area Must Do "A" Critical services cannot be deferred or delegated. Services that must be maintained throughout staffing shortages (legislated) Restocking of paper towels, toilet paper, soap, etc. Cleaning of core resident home areas i.e. nursing station, lounges, activity s. ace Cleaning and sanitizing of hand contact surfaces i.e. hand rails, door knobs, telephones, etc. in corridors and main entry Cleaning and sanitizing of washrooms /change rooms office/visitor/staff Cleaning of Staff lounge and change room Activities /Tasks Cleaning of general public areas N 1_ cn c c S Ue SSW 2 VI SSW SSW Can Activity /Task be completed from Home? "Yes" or No o N Type of Staff Housekeeping Aide preferred but others can be trained in proper .ractices if re. uired Minimum Number of Staff Required High Priority Do not defer if possible or bring it back as soon as possible Must Do "A" Critical services cannot be deferred or delegated. Services that must be maintained throughout staffing shortages le. islated Collection of garbage from wings Activities /Tasks Collection of garbage from wings w L O C C Z u d SSW L 0 CO O o_ Y C -o N a) ..1 C 4.) 0 t C U N ..O i n o 7 O "0 L CU CO c O 1 J-) C 7 r4 9 v 0 3+a c rn +2 o_ 0 cn o Q V) co 7 N O L v 0 0 O c t O U v) .0 4 7 N 17 0 3 0 c o s 0 4F_ m E '0 0 c o :a 0 vv) tp m 0 0 N N U N O U m +�7 o t o 0 U E N N L vi •C N CI 0 O N L N (6 0 N N v o 0 O 7 O Z N n M Table 1: Laundry Low Priority "D" Services that can be discontinued during entire emergency. Can be brought hark when the Medium Priority "C" Services that can be discontinued for a short period of time High Priority "B" Do not defer if possible or bring it back as soon as possible 1/ as long as returned within 72hrs Must Do "A" Critical activities cannot be deferred or delegated. Services that must be maintained throughout staffing shortages (legislated) V Depending on the ability of the current supplier to be able to meet demand of linens, these items may need to be done in house. Activities /Tasks Laundry of resident's personal clothing Outsourced Laundry (bedding, towels etc) Labeling of resident clothing Ironing and mending of resident clothing Delivery of personal clothing Delivery of clean laundry to home areas Clean and Sanitize laundry room CO cu C L fv aa) ce SSW SSW SSW SSW SSW SSW SSW 0 M Planning Tool: Priority Tasks Template Laundry Services Table 2 Laundry Can Activity /Task be completed from Home? "Yes" or "No" ON ON ON ON ON Type of Staff Laundry/housekeeping aide would be ideal, but others can be trained to complete this task Laundry/housekeeping aide would be ideal, but others can be trained to complete this task Laundry/housekeeping aide would be ideal, but others can be trained to complete this task Laundry/housekeeping aide would be ideal, but others can be trained to complete this task Laundry/housekeeping aide would be ideal, but others can be trained to complete this task n Minimum Number of Staff Required 1 additional staff if laundry needs to be done in house. 2 (1 laundry and 1 housekeeper) r High Priority n Do not defer if possible or bring it back as soon as possible ✓as long as within 72hrs CA Must Do "A" Critical services cannot be deferred or delegated. Services that must be maintained throughout staffing shortages legislated Outsourced Laundry (bedding, towels etc) Activities /Tasks Laundry of resident's personal clothing Outsourced Laundry (bedding, towels etc) Delivery of personal clothing Delivery of dean laundry(linen) to home areas Clean and Sanitize laundry room EUce SSW SSW SSW SSW SSW 0 M CJ N cL d c o E Y N O .0 O E .f o o g c E w p O o E a_o Z (n S1 c Ih 0) O E ra CD 2 0) N O CD E Z 0 v A a icc v co 1 +-4 0 c iJ a v 0 +-4 J 1t .0 E tu Z o ITO w a) c E 0 0) LT LT 2 O .O E a G 0 a h 0 +-4 U 0 V' _v 1 0 N v Cr) 0 v T 0 .-4 0 N t a O 0 co N t rn M 4-■ 0 (0 c 0) C ET c 4-J :c 8 '03 .0 2 .0 a.) .S 01 0 P b w (0 4 -4 .12 E 8 4.• t _c (1) t 6 .0 01 01 Z n C1 31 L 7 2 E 4S 2 if) o 0 0 2 cu 0 to 1_ 4 o es c c E E ea I; B.7 E> w 0 2 0 2 n0 Low Priority "D" Services that can be discontinued during entire emergency. Can be brought back when the Emer•en is over Medium Priority "C" Services that can be discontinued for a short period of time ...,...i -r.. (Le 4 weeksl High Priority "B' 7 Do not defer if possibleor bring it back as soon as s possible Must Do "A" Critical activities cannot be deferred or delegated. Services that must be maintained throughout staffing shortages (legislated) s)fsel /sal ;IAlpn Liaison with sales reps families affiliate organizations 6 L Gl i+ a1 C C I- a m E V iopaaia al M W 01 co CO S iV w N Ch N n .m 0 4= O CAI U) w S- 4J n P. a w c u 113 0 lJ X s- al c C 5 0 w cn c C G n t c u. O N E O G H w a 'w aau,+d C h w m .I o C O Z l w 0) c ro C G Y a w o i w a N 'i U w m to C rg a E 0 v C O Z w r CQ G Y a w v w a a w E 10 'U cu 'O L w C o v G 0 CO 20)2 0 a T O 01 cn cu C 2§§ 2!7 5 0 X X ea r 0 E t ■e CO E 0 X §0 \E ftl ƒ 0. X CU k X 2 G N ••"•i Lfl •:t rn in ru (2) Z' -92 rn E E E to o 6 X 0 c e) U 0) Z o_ ce ce re re Z o_ ce C cf. L. 2 Z o_ ce 2 Z o_ ce c s E 1 2 tan b I CI f a 5 C .9 $0 6 6 k o oS) MU E v e a I§ kk k k k I z g 2 c ro E 7 k 2 .0 0 Cw C E 2 13 2 t� 2 >0) =2 cu A ƒ 2 2 0 k 2 .0 .0 M 2 0< ta a m C 22 a CI- I 2 E 0 \d 2 0 cn t 2k E t 0 E 2 cc =2 2 g cu 0 I al it 2 }(e■ 02 [2■Ga f E cti 0 tO 1- 5 ce t--I 1-4 tr) 0 0 rn co it) !.0 (tl a) c a) .0 o E 4a a 0) 7, m E 7 4 O t 0 Lo E Z. id tu Z v) tr) 0. 1/40 1-1 ce 2 Cn _c 4-, 2 0 t cn 0 0.1 0. I a ce 0) ce 1-1 ce 2 k 2o=3 0 t E a a�2 2 2 t o 2\±) 5 2 2 2 0 0. 5 3 2 LO J 2 N rl w m a 0 E w o a m E w a o t 0 0 a o E a is' Z a C 2 .-1 co El.ginCoun t P, :ressi, t''t#x r REPORT TO COUNTY COUNCIL FROM: Pat Vandevenne Director of Senior Services Bobier Villa and Elgin Manor Rhonda Roberts Director of Senior Services Bobier Villa and Terrace Lodge DATE: October 29, 2009 SUBJECT: Long Term Care Homes Act 2007 —Draft Regulation Phase 2 INTRODUCTION: The Long -Term Care Homes Act received Royal Assent in 2007 and new regulations which will enable the Act to be proclaimed have been developed by the Ministry of Health and Long Term Care (MOHLTC). DISCUSSION /CONCLUSION: With the upcoming implementation of the second phase of new /revised regulations, the MOHLTC invited LTC home operators to provide comments /feedback. Staff has prepared and forwarded comments to the Minister's attention and is attached for Council's information. RECOMMENDATION: THAT, the report titled Long Term Care Homes Act 2007 Draft Regulation Phase 2 be received and filed. Respectfully Submitted at Vandevenne Director of Senior Services Bobier Villa and Elgin Manor Rhonda L. Roberts Director of Senior Services Bobier Villa and Terrace Lodge u.missio Appro Mark McDona Chief Administrative Officer Elgin Count Progressive by Nature Dear Ministry of Health and Long -Term Care, The County of Elgin, wishes to submit to you our responses to this public consultation. Our Homes are Bobier Villa, Dutton; Elgin Manor, St. Thomas and Terrace Lodge, Aylmer. In response for Part 2 of the proposed initial draft regulation under the Long -Term Care Homes Act, 2007 is as followed. Section 78 on Page 17. Misuse of funding... speaks to the mandatory reporting by Directors. We wish to see a mandatory process of re- routing pension to the home. Page 79. Social Work services. We completely agree with the need, but are extra dollars forthcoming into the Program Envelop? Page 130. "The written personnel records of current staff members are to be kept at the home Currently in our 3 county homes, the Human Resources Department is off site in an administration building. All current employee files are kept at HR. Page 120. "All staff who provides direct care to residents receives training in the following areas list 7- at least annually" This again is very costly and will there be dollars added to the Nursing and Personal Care Envelop to assist with this mammoth training program. Section 49 on Page 12. Food and beverages that are appropriate for a resident's diet would be accessible to staff and available to residents on a 24 hour basis. The provision for another snack/meal would have to be reflected in the food cost as it is implied that it could be a meal. Section 50 on Page 84 The licensee shall maintain, and keep for at least one year, a record of ...In the past we were required to keep temperature sheets on foods as well as equipment. Is this no longer required? Section 51 on Page 85 No resident who requires assistance with eating or drinking is served a meal until someone is available to provide the assistance required by the resident. This removes the 5 minutes from previous guidelines and is a welcome change. Section 52 on page 86 the dietitian would be at the home for a minimum of 30 minutes per month. This is very costly and also may be difficult to recruit RD within the province with shortage. We recommend that more dollars will be needed to achieve this increase and careful consideration of the role of the Nutritional Manager for their skills and ability in assessing residents with low to moderate risk. Section 54 on page 87 Every licensee of a long term care home shall ensure that there is one cook present in the home on a daily basis. We support the use of designated Cook. Many homes may use a qualified FSW to relieve into production during vacation/sick time relief etc. With requiring a red seal chef, homes may not have had the opportunity to secure a red seal chef and attempts may have been made to secure one and a reasonable time of transition may be required. Section 56 on page 89 January 2007 we received MOHLTC direction to employ FSW and this implies that it is not required until after the Act (six months later) Section 114 on page 27 The words safe handling should also be inserted Thank you for the opportunity to give input into this 2 phase of the LTC regulations. Respectfully Submitted, Rhonda Roberts Director of Homes and Senior Services Terrace Lodge and Bobier Villa Pat Vandevenne Director of Homes and Senior Services Elgin Manor ElguiC.ounty Fro.4srlu ti tbKum FROM: DATE: November 1 2009 SUBJECT: Software Licence and Services Agreement INTRODUCTION: Following the recommendations as approved by County Council on September 15 2009 please find the Software Licence and Services Agreement pertaining to the Tourism Website attached. DISCUSSION: In the report dated August 31, 2009 titled "Tourism Website Redevelopment" County Council supported the resolution, "THAT the County Solicitor be authorized to develop a contract renewable on an annual basis with Yfactor Inc. addressing provisions such as cancellation clauses, ownership of information and migration costs." Attached to this report is the Software Licence and Service agreement between Elgin County and Yfactor. CONCLUSION: This agreement will allow staff to ensure that the County's interests are protected as the site evolves, with the eventual goal of having the County directly maintain and operate the site using open source software. RECOMMENDATION: REPORT TO COUNTY COUNCIL Alan Smith, Deputy Director of Community and Cultural Services Kate Burns, Marketing and Communications Coordinator THAT the Warden and the Chief Administrative Officer be authorized to sign an agreement with Yfactor Inc. relating to the Software Licence and Services Agreement for the tourism website. Respectfully Submitted Alan Smith Deputy Director, Com Itu.al Services r Nc Brian Masschaele Director, Community and Cultural Services Kate Burns, Marketing and Communications Coordinator Approved for Submission Mark G. McDonald ity and Chief Administrative Officer Between: 1. Licence "Yfactor and Elgin County, a corporation duly incorporated and subsisting under the laws of Ontario (the "Client 1 factor THIS SOFTWARE LICENCE AND SERVICES AGREEMENT made the 27 day of October, 2009. Yfactor Inc., a corporation duly incorporated and subsisting under the laws of the Province of Ontario WHEREAS Yfactor is in the business of website development, software development and other related business services; WHEREAS Yfactor is the owner or licensor of, and is entitled to license to others, the Licensed Software and Documentation, as defined below; and WHEREAS the parties wish to enter into this agreement "Agreement whereby the Client has agreed to license the use of the Licensed Software and purchase various services in relation to the implementation and support of the Licensed Software and Yfactor has agreed to license such use and provide such services pursuant to the terms of this Agreement; NOW THEREFORE, for the mutual consideration set forth herein and other good and valuable consideration, the receipt and adequacy of which is hereby acknowledged, Yfactor and the Client, intending to be legally bound, hereby agree as follows: (a) Subject to the terms and conditions of this Agreement, Yfactor hereby grants to the Client a personal, non exclusive, non transferable licence "Licence to use the software programs and documentation identified in and in accordance with the terms and conditions set out in Schedule A "Licensed Software For certainty, the Schedules shall form an integral part of this Agreement. (b) The Licence is granted upon the specific terms and restrictions contained in this Agreement, and, without limiting the generality of the foregoing, such Licence does not grant to the Client the right to sell, modify, copy transfer, assign, publish, sub license, or lease the Licence to any other entity, without the prior written approval of Yfactor; (c) The Licensed Software, including all of the copyright, trademarks, trade names, patents and other intellectual property rights attaching thereto "Intellectual Property Rights shall remain the exclusive property of Yfactor, and the Client covenants and agrees not to act to impair the Intellectual Property Rights of Yfactor in the Licensed Software. 2. Services 2.1 Retainer The Client hereby retains Yfactor upon the terms and conditions set out in this Agreement to perform the services (the "Services set out in Schedule A attached hereto. 2.2 Performance of Services (a) In consideration of payment by the Client of the fees set out under Section 3.1, Yfactor shall perform the Services. (b) The Client shall deliver to Yfactor sufficient information, including data, materials, images, text and other required content, in a readily accessible and standardized digital format (the 'Information to enable Yfactor to perform the Services. (c) Yfactor may in its sole discretion subcontract the performance of the Services, in whole or in part, to third party subcontractors designated by Yfactor. 2.3 Additional Services Any revisions, additions, or alterations to the services provided by Yfactor, which are not expressly included within the scope of the Services (the "Additional Services shall be requested by the Client in accordance with a Form of Approval for Additional Services as set out in Schedule C. Yfactor shall bill separately for such Additional Services as per Schedule B. 3. Payment of Fees 3.1 Fees _factor (a) In consideration for the Services provided by Yfactor, the Client will pay Yfactor fees as specified in the Fee Schedule attached hereto as Schedule B. (b) Failure by the Client to make timely payments, except as a result of Yfactor's material breach under this Agreement, shall constitute default by the Client, and justify suspension of the performance of Services by Yfactor and termination of this Agreement as provided under Section 8 below. 3.2 Taxes The Client shall pay all applicable provincial and federal sales taxes to Yfactor in addition to any fees under Section 3.1. 4. Ownership Rights 4.1 Copyright Subject to Section 4.2, the Client shall exclusively own the copyright, including the right to reproduce and prepare derivative works, in the Deliverables that are created and delivered by the Supplier specifically and exclusively for the Client pursuant to this Agreement, and shall be deemed the sole author of all such works. In furtherance of this provision, the Supplier agrees to take reasonable steps to assign to the Client the copyright in any copyrightable works contained in such Deliverables. 2 4.2 Licensed Software Licensed Software is and shall at all times remain the property of Yfactor and no right, title or ownership interest of any kind shall pass to the Client except in accordance with this Agreement. Any and all moral rights in the Licensed Software are hereby reserved exclusively to and for the benefit of Yfactor and nothing in this Agreement shall be construed or interpreted as a waiver by Yfactor of its moral rights in the Licensed Software. 4.3 Pre Existing Works (a) To the extent that any third party software or other copyrighted material "Pre- Existing Works are integrated as part of a Deliverable, or where the Supplier is required to purchase licenses for such Pre Existing Works in the provision of the Services under this Agreement: i. The Client shall be responsible for payment of any and all license fees for such Pre Existing Works; and H. The Supplier shall transfer its then existing license rights in the Pre Existing Works, to the extent permitted by the terms of such license, to the Client upon final payment. Such transfer will only cover the initial license period for such Pre Existing Works, and following such transfer, the Client shall be solely responsible for any payments due at the time or in the future, including on -going license fees, renewal fees and maintenance fees. (b) Under certain circumstances, the Supplier may utilize development technologies that may require specific server software to be installed or present on the hosting server. Any rights to ownership or license to this software are not covered by this agreement. 4.4 Reservation of Rights. Notwithstanding Sections 4.1, 4.2 and 4.3 or any other provision of this Agreement, the Client shall obtain no right, title or interest in or to any Deliverable unless and until the Client pays all applicable fees in accordance with Section 3.1. The Supplier hereby reserves for itself all rights in and to the Supplier's Code and Data not expressly licensed to the Client herein. 5. Yfactors' Warranties 5.1 Warranties Yfactor warrants that: Ofactor (a) Yfactor is the owner of the Licensed Software and has the right to license it to the Client. (b) The Licensed Software shall substantially conform with the descriptions under Schedule A and shall be free from defects in workmanship for a period of 45 days after delivery when used with properly configured hardware and software systems; (c) In the event the Licensed Software does not conform to the above warranty, Yfactor will use its best efforts to repair such defect within 5 business days of notification. Should the cause of the defect be some reason other than Yfactor's workmanship, Yfactor will provide service to remedy the defect, and will bill for this service at Yfactor's standard rates as set out in Schedule B; and (d) Yfactor shall have no liability to remedy a breach of warranty where such breach arises as a result of any of the following circumstances: 3 (i) factor the improper use, operation or neglect of the Licensed Software or the modification or merger of the Licensed Software with unapproved applications or systems; (ii) the failure by the Client to implement recommendations in respect of or solutions to faults previously advised by Yfactor or the use of the Licensed Software on any equipment not recommended by Yfactor; (iii) any repair, adjustment, alteration or modification of the Licensed Software by any person other than the Client; or (iv) the use of the Licensed Software for a purpose for which it was not designed. 5.2 Limitation of Warranty EXCEPT FOR THE LIMITED WARRANTY OF PERFORMANCE SET FORTH IN SECTION 5.1, YFACTOR MAKES NO OTHER WARRANTIES HEREUNDER, AND YFACTOR EXPRESSLY DISCLAIMS ALL OTHER WARRANTIES, EXPRESS, STATUTORY OR IMPLIED, INCLUDING, WITHOUT LIMITING THE GENERALITY OF THE FOREGOING, ALL WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. YFACTOR DOES NOT WARRANT THE ACCURACY OR COMPLETENESS OF THE DELIVERABLES, OR THAT THE DELIVERABLES WILL BE FREE FROM ERROR. 6. Client's Warranties The Client represents, warrants and covenants to Yfactor that: (a) The Client owns and has the right to all the Information provided to Yfactor under this Agreement, including the rights to publish the Information on the Internet and to authorize Yfactor to use the same in accordance with this Agreement; and (b) The use by Yfactor of the Information in accordance with this Agreement will not violate the rights of any third party and will not give rise to any claim of such violation. 7. Confidentiality (a) The parties hereby recognize and acknowledge that in the course of performance of this Agreement, they may receive or otherwise acquire certain confidential or proprietary information including, but not limited to, trade secrets, inventions, art, drawings, schematics, files, file data, documentation, diagrams, specifications, know how, processes, formulas, flow charts, product criteria, marketing techniques and materials, marketing and development plans, pricing data, price lists, business plans, financial information, methods of operation, product plans, and information relating to identities of customers, suppliers, licensors, distributors and joint ventures (hereinafter collectively referred to as "Confidential Information (b) Excluded from the Confidential Information is data or knowledge which is or becomes, without violation of this Agreement by the Client or Yfactor, generally known and public domain. (c) Each party agrees that, except as directed by the other party, it will keep all Confidential Information in strictest confidence, both during the term of this Agreement and subsequent to termination of this Agreement, and will not during the term of this Agreement or thereafter disclose or divulge to any person, firm or corporation, or use directly or indirectly, for its own benefit or the benefit of others, any Confidential Information. Except as directed by the other party, a party to this Agreement will not permit any person other than its authorized representatives or subcontractors to examine and /or make copies of any documents, papers and other material comprising Confidential Information, and upon termination of this Agreement, will 4 turn over to the other party all such documents, papers and other material in its possession or under its control. Each party acknowledges that the unauthorized disclosure of any Confidential Information will give rise to irreparable injury to the other party, inadequately compensable in damages. Accordingly, the other party may seek and obtain injunctive relief against the breach or threatened breach of the foregoing undertakings, in addition to any other legal remedies which may be available. (d) Each party shall at all times comply with all laws, statutes, rules and regulations of each jurisdiction that relate to the collection, protection, use or disclosure of personal information concerning an employee, customer, proposed customer, or any other natural person. 8. Termination factor (a) This Agreement commences on the date first stated above and shall terminate only upon completion of full performance by both Yfactor and the Client of their respective obligations hereunder, or upon earlier termination as provided in this Section. (b) If either party defaults in the performance of any of its material obligations or conditions hereunder and such default is not cured within 15 days after written notice from the other party specifying the nature of the default, the non defaulting party may terminate this Agreement by written notice of termination "Termination Notice and this Agreement shall terminate on the 30th day following the giving of the Termination Notice. (c) If this Agreement is terminated by Yfactor pursuant to a default by the Client, Yfactor shall retain all fees paid to Yfactor up to the date of termination, as well as any other fees due under Section 3.1. (d) Client may terminate all or part of this contract at any time with 60 days written notice. In the event of the termination of web services, Client may retain the use of the licensed software under the software licensing agreement. In the event of software license termination, Yfactor will provide assistance in the transition of content and data by exporting content and data to a mutually acceptable platform, such as Microsoft Access, Excel or Word within 10 business days of the date of termination. (e) In the event that Yfactor should discontinue servicing of the licensed product pursuant to a sale, merger, reorganization or insolvency one copy of source code and related documentation for the licensed product will be made available to Client by way of mutually agreeable escrow agent with 10 business days of the date of service discontinuation. 9. Force Majeure Any failure by Yfactor to perform any obligation arising under or in connection with this Agreement shall be excused, if such failure shall have been caused by any act or circumstance beyond the reasonable control of Yfactor, including, but without limiting the generality of the foregoing, any Act of God, fire, flood, explosion, lightning, windstorm, earthquake, failure of machinery or equipment, shortage of materials, discontinuation of power supply, court order or governmental interference, civil commotion, riot, war, strike, labor disturbances or transportation difficulties. 10. Limitation of Liability NOTWITHSTANDING ANY OTHER PROVISION OF THIS AGREEMENT, YFACTOR SHALL NOT BE LIABLE UNDER THIS AGREEMENT OR OTHERWISE FOR ANY FORM OF INDIRECT, CONSEQUENTIAL, SPECIAL, EXEMPLARY, INCIDENTAL OR PUNITIVE 5 DAMAGES, EVEN IF YFACTOR HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. IN ANY EVENT, YFACTOR'S LIABILITY FOR ANY REASON AND UPON ANY CAUSE OF ACTION SHALL BE LIMITED TO THE FEES RECEIVED BY YFACTOR FROM THE CLIENT UNDER THIS AGREEMENT. THIS LIMITATION APPLIES TO ALL CAUSES OF ACTION IN THE AGGREGATE, WITHOUT LIMITATION, BREACH OF CONTRACT, BREACH OF WARRANTY, NEGLIGENCE, STRICT LIABILITY, MISREPRESENTATION, AND ANY OTHER TORT. 11. Governing Laws This Agreement and the rights, obligations and relations of the parties shall be governed by and construed in accordance with the laws of the Province of Ontario and the federal laws of Canada applicable therein, and the Courts of Ontario shall have exclusive jurisdiction to entertain any action in connection with this Agreement. 12. Notice Any notice required or permitted hereunder shall be validly and effectively given if delivered personally to the other party or sent by overnight mail to the address provided below or by facsimile or e-mail. Notices delivered personally or by facsimile or e-mail in accordance with this Section shall be considered received on the date of delivery and notices sent via overnight mail will be deemed to have been received one day after placement with a standard overnight service: If to Client: If to Supplier: Elgin County 13. Entire Agreement This Agreement and its Schedules constitute the entire agreement between the parties with respect to the subject matter hereof and supersede all prior negotiations and agreements either oral or in writing. This Agreement can only be modified in writing, signed by authorized representatives of both parties. 14. Assignment The Client shall not, without the prior written consent of Yfactor, assign any or all of its rights, duties or obligations under this Agreement. This Agreement confers no rights, benefits or claims upon any person or entity not a party hereto. 15. Severability If any provision of this Agreement is held to be invalid or unenforceable for any reason, the remaining provisions will continue in full force without being impaired or invalidated in any way. The waiver by either party of a breach of any provision of this Agreement will not operate or be interpreted as a waiver of any other or subsequent breach. 6 Yfactor Inc. Anya Codack 202 -133 Richmond Street East Toronto, ON M5H 2L3 factor [INSERT CLIENT NAME] Yfactor Inc. Name: Anya Codack Signature Signature Authorized Signing Officer Authorized Signing Officer 7 ..factor IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be duly executed as of the date first above written. Website Interface Design (Look and Feel) $4,800.00 Navigation /Architecture Design $2,700.00 iCMS System Set up $3,700.00 Database Design and Scope $4,900.00 Interactive Polls (Set up 30) $1,000.00 Content Quality Rewrite $3,700.00 Photography for 3 primary attractions $2,900.00 Tourism Directory Data Update and Details $4,500.00 Photo Gallery Programming $5,400.00 Directory Level 1 $15,900.00 Training Part 1 $490.00 $49,990.00 Event Calendar Programming Level 1 2 $7,800.00 Itinerary Maker Level 1 2 $10,700.00 Business Directory Level 2 $5,900.00 Content and Data Migration $4,900.00 Training Part 2 $490.00 December 2009 $29,790.00 Description Invoice Date Fee Deposit (1/3) September 2009 26,593.33 Interim (1/3) November 2009 26,593.33 Balance (1/3) December 2009 26,593.34 Service Plan Monthly starting Jan 2010 $415.00 /month Schedule A Licensed Software and Services Tourism Website Part 1 Tourism Website Part 2 Total Part 1 2 $79,780.00 Post Set up Service Plan Includes hosting, license fees and administrative technical support (does not include end user /tourism operator technical support) $415.00 /month Service fees will be applicable effective January 1, 2010. Schedule B Fee Schedule 8 ...factor ElginCounty Porressin. G., Nn.m REPORT TO COUNTY COUNCIL FROM: Stephen Francom Manager of Archives DATE: November 10, 2009 SUBJECT: Municipal records transfers and online publication program INTRODUCTION: The Elgin County Archives has completed a six -year project to transfer and integrate in its collections the records of all current and former County of Elgin constituent municipalities up to the amalgamation effective January 1, 1998. The Archives is now launching the second phase of this project, a multi -year effort to transfer, integrate, and microfilm post amalgamation lower tier municipal records, and to selectively digitize and publish online both pre- and post amalgamation lower -tier municipal records. DISCUSSION: In March 2009, the Elgin County Archives successfully completed the appraisal, inventorying, selection for retention and physical transfer of the records of the former municipalities composing the Municipality of Central Elgin the Township of Yarmouth and the Villages of Port Stanley and Belmont. This concluded a project begun in early 2003 to transfer and integrate in its collections the records of all current and former County of Elgin constituent municipalities up to the amalgamation effective January 1, 1998. The amount of material integrated into the archives' permanent holdings to date is 240 linear metres or the equivalent of approximately 800 bankers boxes of records. In September 2009 the Archives launched the second phase of this project, a multi -year effort to transfer, integrate, microfilm and selectively publish online post amalgamation lower tier municipal records, and to selectively digitize and publish online both pre- and post amalgamation lower -tier municipal records, beginning with the records of the Municipality of West Elgin. Archives staff will be working closely with officials of the various constituent municipalities to inventory, select and physically transfer records to the Archives subject to conditions specified in existing transfer agreements previously ratified by all lower tier municipalities. Once records have been transferred to Archives' control, staff will work to integrate the records to its collections in appropriate archival storage media and climate controlled environment, will complete corresponding descriptive records in its online database for public access, and will arrange for all records to be microfilmed. Selected records will be digitized and made publicly available online in searchable format through the County's Laserfiche electronic document management system which is currently in use providing searchable public access to selected upper tier records including County Council minutes and County by -laws. Archives staff wish to express their appreciation for the ongoing support, co- operation and active assistance they have received from lower -tier municipal officials throughout this process. The Archives has received numerous compliments from these same officials concerning the efficiency with which Archives staff respond to requests for access to transferred records. CONCLUSION: The Archives' municipal records transfer and microfilming program continues to ensure the security and physical integrity of records crucial to the continuity of business conducted by the County's constituent municipalities. The expansion of the Archives' municipal records online publication program to include the records of lower tier municipalities will enhance public access to these records, increase the transparency and accountability with which the County and its municipalities conduct public business, and reduce the County's exposure to costly information requests filed under the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) by actively disseminating records subject to MFIPPA's provisions. RECOMMENDATION: THAT this report be received and filed as information. All of which is Respectfully Submitted App e rian Masschaele Director of Community and Cultural Services Chief Administrative Officer ElginL in Ft oe eiSire b' 751tur REPORT TO COUNCIL FROM: Jim Bundschuh Director of Financial Services DATE: November 10 2009 SUBJECT: Use of Capital Surplus INTRODUCTION: Closed Capital Projects from 2007 through 2008 had surpluses of $568,173 which has not yet been allocated to new uses. DISCUSSION /CONCLUSION: The attached list of proposed projects is containable within the amount of the surplus and addresses capital needs within the County ranging from security improvements to bridge repairs. RECOMMENDATION: THAT the attached list of Capital Projects titled Reallocation of 2007 -2008 Capital Surplus November 10 2009 be approved with funding coming from the 2007 and 2008 surpluses. Respectfully Submitted Approved for S Bundschuh Mark G. McDonald ctor of Financial Services Chief Administrative Officer Reallocation of 2007 -2008 Capital Surplus November 10th, 2009 2007 Capital Surplus 2008 Capital Surplus List of Requests: Warren Street Bridge Repair Unplanned repair of Wet Bridge Joint Completed April 2009 Richmond Road Culvert Collapse/Washout Unplanned replacement of Road Crossing Culvert Completed April 6/09 Municipality of Bayham Existing Capital project account alrady allocated to other projects Lift Bridge Roof Repairs Both Tower roofs are leaking and repairs are required Duct Cleaning One Home per year Bobier Villa 471,911 97,262 569,173 (15,000.00) (10,000.00) (15,000.00) (15,000.00) Security Audits and Improvements at all three Homes Elgin Manor (10,000.00) T/L (20,000.00) Bobier Villa (20,000.00) Audio Visual Equipment Elgin Manor (7,000.00) T/L (7,000.00) Bobier Villa (7,000.00) Trap Seal Replacement EM (10,000.00) Laundry Room Safety Improvement at Elgin Manor (40,000.00) Infection Control Bed Replacement (10) TL (35,000.00) Pool Sprinkler TL (45,000.00) Landscaping TL (25,000.00) Elevator Repairs (Capital Repair costs only) TL (70,000.00) Note: Any operating costs associated w/ disruption of service is to be contained within the operating budget. Furniture Replacement TL (20,000.00) Exterior Lighting Admin (45,000.00) Renovations to 1st Floor Council Chambers Admin (40,000.00) Painting and Carpet Replacement Main Library Admin (15,000.00) Accessibility Library Branches (40,000.00) Basement Lounge Admin (40,000.00) Paint/Carpet/Chairs /Tables /Audio Visual /Blinds Installation of Sump Pit Alarms EM (5,000.00) Logo Items to be purchased (5,000.00) Branding of Library Van (3,000.00) Surplus unallocated 5,172.82 Elgin flinty fr0��p55Ir: bt (!:tarp FROM: Jim Bundschuh Director of Financial Services DATE: November 10th, 2009 SUBJECT: Launch of the New County of Elgin Website INTRODUCTION: The current County website is designed in Docket, a proprietary platform that has not kept pace with developments in web design. It is becoming increasingly difficult to maintain and update. All departments in the County have been actively participating in creating a new website with a look and feel consistent with that of the award winning Economic Development site. DISCUSSION /CONCLUSION: REPORT TO COUNTY COUNCIL The new "Progressive by Nature" website for the County is truly that. The benefits from the investment in the Economic Development Website have been multiplied by using that award winning design throughout the County site. The website is certainly one that will showcase the new Elgin brand and attitude to our residents, to potential future residents and potential future businesses. The former site, designed on the Docket platform, has been turned off. The City of St. Thomas and some other community organizations remain on this platform, but the County will no longer be able to provide technical support after the end of this year and letters to this effect will be sent to remind them of this fact. Staff involved in creating the new website has put in countless hours and enthusiasm into its creation. In doing so, not only has the look and feel of the site improved, but the amount of useful content has increased significantly. This greatly improves the County's ability to communicate the depth and quality of the County's services to its residents. In order to publicize the "Progressive by Nature" changes to the County website, a press release should be issued to officially launch this important development. RECOMMENDATION: THAT the County Council officially launch the new Website with a press release to local media; and, THAT a letter be sent to the remaining users of the Docket platform reminding them that Docket support from the County will cease at the end of this year. Respectfully Submitted Approved for bmissi Jirnsundschuh, ector of Financial Services Chief Administrative icer CORRESPONDENCE November 10, 2009 Items for Consideration (ATTACHED) 1. Sabrina Stanlake, RPP for Jeff Matthew, P. Eng. Project Manager, Dillon Consulting, requesting review and comments of the Rehabilitation of Four Bridges over Highway 401, GWP 141 -99 -00 presentation which was held on October 21 and 22, 2009 at the Public Information Centre for this project. October 29, 2009 Elgin County County of Elgin Administration Building 450 Sunset Drive St. Thomas, ON N5R 5V1 Attention: Mr. Graham Warwick: Warden Dear Mr. Warwick: Thank you for your input and we look forward to your comments. Yours sincerely, DILLON CONSULTING LIMITED Sabrina Stanlake, RPP for Jeff Matthews, P.Eng. Project Manager SNS:amb Encls. cc: Brian Goudeseune, MTO Bob Felker, MTO Our File: 09 -2128 2 X999 COUNTY OE ELGIN ADMINISTR4TIUS SERVICES Ministry of Transportation, Ontario Rehabilitation of Four Bridges over Highway 401, GWP 141 -99 -00 Detailed Design and Class Environmental Assessment Enclosed, for your review and comments, are the displays presented at the October 21 and 22, 2009 Public Information Centre for this project. Also enclosed is a comment form requesting input by November 13, 2009. DILLCWN CONSULTING 130 Duttcrin Avenue London, Ontario Canada N6A 5R2 Mail: Box 426 London, Ontario Canada N6A 4W7 Telephone (519)438 -6192 Fax (519) 672 -8209 Dillon Consulting Limited Comments: MINISTRY OF TRANSPORTATION Rehabilitation of Four Bridges Over Highway 401 Class Environmental Assessment and Detailed Design Public Information Centre Record of Comments October 21 and 22, 2009 Please complete and place in the comment box or retum by November 13, 2009 to: Sabrina Stanlake, Planner Dillon Consulting Limited 130 Dufferin Avenue, Suite 1400 London, Ontario, N6A 5R2 Tel: (519) 438 -1288 Ext. 1235 Fax: (519) 672 -8209 Email: sstanlake @dillon.ca Information will be collected in accordance with the Freedom of Information and Protection of Privacy Act. With the exception of personal information, all comments will become part of the public record. Name: Address and Postal Code: Telephone/e -mail: Ontario Project No. 09 -2128 0 O o -11E. 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L O 4 E 0 0 o (o O co LLa E .c as U C as c o co LP 6-1 L' E O E 0 t co c V c O 0 U 2 N 0 0 0 U �O O c -O 0 Q 0 c X o O c EY L O tf 0 ro 0 co a ea R 2 0 10 m m 0 0) C N U. N N cd o N g) o 0 V a c ti 0 =0 0 a m c c E 0a o m a ti 0 m r r m c Ga CORRESPONDENCE November 10, 2009 Items for Information (Consent Agenda) (ATTACHED) 1. Thank you card from the family of Adrian Hofhuis. 2. Hon. Margarett R. Best, Minister of Health Promotion, and Hon. Leona Donbrowsky, Minister of Agriculture, Food and Rural Affairs acknowledging Council's resolution in support of legislation requiring menu board labelling in Ontario. 3. Hon. Leona Dombrowsky, Minister of Agriculture, Food and Rural Affairs acknowledging their government's commitment to review the Dexter Line Lakeshore erosion funding request. 4. Association of Municipalities of Ontario Member Communication ALERT with information on proposed Municipal Election Changes. 5. Agenda for Elgin County Council Education Day on November 24, 2009. 97aArkjr, ofwtzcef'e k j ir S✓LCGUYf P Oflf` SO/TOM' 0 16 6 40 1 r 4 jea cOf ecia e Dear CD kn6\ arc\ Skaa of V 1 2 \e- Conk Counki.s oC Tel n 1 ekC\ Fa 3c e ea\Alc. U c \outs on 9 of ov a F R&S60,-"• w ry {hou�h�s eNk co; toou( \O pf c\d -\h�S *ire. From *'e HS V\S 15 cane Ministry of Health Promotion Office of the Minister 777 Bay Street, 18 Floor Toronto ON M7A 1S5 Tel.: 416 326 -8500 Fax: 416 326 -8520 TTY: 416 212 -5723 TTY Toll Free: 1 866 263 -1410 www.mhp.gov.on.ca OCT 2 2 2009 Mr. Mark G. McDonald Chief Administrative Officer County of Elgin 450 Sunset Drive St. Thomas ON N5R 5V1 Dear Mr. McDonald: Ministers de la Promotion de la sante Bureau de la ministre 777, rue Bay, 18 stage Toronto ON M7A 1S5 Tel. 416 326 -8500 Telec.: 416 326 -8520 ATS 416 212 -5723 ATS sans frais 1 866 263 -1410 www.mhp.gov.on.ca r is. i n E \®P Ontario MHP3034MC- 2009 -1295 OCT 9 2 -0193 iC9W4 p Elea( tDMINISTi l0 Thank you for your letter regarding the County of Elgin's resolution in support of legislation requiring menu board labelling in Ontario. We appreciate the work of the Ontario Medical Association in promoting the health of children and adults by raising awareness of the importance of healthy eating and physical activity. The Ontario government is committed to preventing childhood obesity through healthy eating and physical activity. We are already undertaking a number of activities to reduce obesity in the province, including: the Healthy Food for Healthy Schools Act, 2008, which eliminates unhealthy trans fat from food and beverages sold in schools and ensures that healthy choices are available for our students; the Northern Fruit and Vegetable Program which provides Ontario grown fruits and vegetables twice a week to over 12,000 elementary school children in 60 schools in the Porcupine and Algoma Regions; the EatRight Ontario service which provides Ontarians free access to current and evidence -based nutrition, and healthy eating information and advice from Registered Dietitians. EatRight Ontario can be accessed through the toll -free telephone service, or through the on -line "E -mail a Dietitian" feature; and the Healthy Schools Recognition program which encourages schools to promote better health for students by providing them with healthier choices. In the first two years of the program, more than 1,700 schools pledged to undertake over 4,600 healthy activities. .../2 -2- As part of this government's Poverty Reduction Strategy, the Ministry of Health Promotion has also committed $10 million annually towards an After School initiative. This initiative will address multiple risk factors, including obesity, to improve health and wellness. It will provide many children and youth in Ontario with access to safe, active and healthy after- school activities that promote cultural diversity in a variety of community settings. Through these programs our government is creating a strong foundation for healthier families and is demonstrating our commitment to a healthy Ontario. We would strongly encourage the restaurant industry to share as much information as possible with customers so that they can make the healthy choices that play such an important role in their well- being. Earlier this year, I wrote to my federal counterpart, the Honourable Leona Aglukkaq, Minister of Health, to propose a number of other strategic healthy eating initiatives that could be best achieved at the federal level in order to effect important changes in Ontario and across the country. We are confident that working in collaboration with the federal government will enable us to make important inroads in the battle against obesity. We recognize there is always more that can be done to address obesity and the ministry will continue to work with our partners to determine what further steps can be taken so that all Ontarians have access to better information about their food choices. Thank you again for taking the time to bring this important matter to my attention. Sincerely, argarett R. Best Minister c: Hon. Leona Dombrowsky, Minister of Agriculture, Food and Rural Affairs Mr. Steve Peters, MPP, Elgin- Middlesex- London Ministry of Agriculture, Food and Rural Affairs Office of the Minister 77 Grenville Street, 1 1th Floor Toronto, Ontario M7A1 B3 Tel: (416) 326 -3074 Fax: (416) 326 -3083 OCT 2 7 2009 Mr. Mark G. McDonald Chief Administrative Officer County of Elgin 450 Sunset Drive St. Thomas, Ontario N5R5V1 Dear Mr. McDonald: Thank you for your letter of September 17, 2009, and for sharing the county's resolution in support of the Ontario Medical Association's call for nutritional labelling at restaurants and school cafeterias. I appreciate that you took the time to write to me. Our government created the Ministry of Health Promotion to help Ontarians lead healthier lives by delivering programs that promote both healthy choices and lifestyles. My ministry supports healthy eating initiatives by facilitating linkages with growers, food manufacturers and processors, and related organizations. I note that your letter was also addressed to my Cabinet colleague the Honourable Margarett R. Best, Minister of Health Promotion. I trust that Minister Best will give consideration to your resolution. Again, thank you for writing. Sincerely, Ministere de ('Agriculture, de ('Alimentation et des Affaires rurales Bureau de la ministre 77, rue Grenville, 11 a €tage Toronto (Ontario) M7A 183 Tel.: (416) 326 -3074 Talk.: (416) 326 -3083 Ontario RECEIVED OC u M9 COUNTY OF ELGIN ADMINISTRATIVE SERVICES Leona Dombrowsky Minister of Agriculture, Food and Rural Affairs The Honourable Margarett R. Best Ministry Headquarters: 1 Stone Road West, Guelph, Ontario N1G 4Y2 Bureau principal du ministere:. 1 Stone Road West, Guelph (Ontario) N1G 4Y2 Pick Ontario Freshness Cueillez la fraicheur de ['Ontario Ministry of Agriculture, Ministere de ('Agriculture, Food and Rural Affairs Office of the Minister 77 Grenville Street, 11'" Floor Toronto, Ontario M7A163 Tel: (416) 326 -3074 Fax: (416) 326 -3083 OCT 2 7 2009 His Worship John Wilson Mayor Township of Malahide 87 John Street South Aylmer, Ontario N5H 2C3 Dear Mayor Wilson: de ('Alimentation et des Affaires rurales Bureau de la ministre 77, rue Grenville, 11 Otago Toronto (Ontario) M7A 1B3 TOI.: (416) 326 -3074 Taloa.: (416) 326 -3083 RECEIVED OCT 3 0 2009 COUNTY OF ELGIN ADMINISTRATIVE SERVICES Mr. Steve Peters, MPP for Elgin— Middlesex— London, has shared your September 8, 2009, letter with me for my consideration. I understand that the impact of Lakeshore erosion on Dexter Line is an important issue for the township and appreciate the opportunity to review your request for funding. The Honourable Jim Watson, Minister of Municipal Affairs and Housing, wrote to Warden Graham Warwick about this matter on October 6, 2009. I note that Minister Watson sent you a copy of his letter, which indicates our government's commitment to look into this request further and respond to Warden Warwick. Thank you for contacting the Ontario government about this important issue. Sincerely, Leona Dombrowsky Minister of Agriculture, Food and Rural Affairs c: The Honourable Jim Watson Mr. Steve Peters, MPP, Elgin— Middlesex— London Mr. Graham Warwick, Warden, County of Elgin Ministry Headquarters: 1 Stone Road West, Guelph, Ontario N1G 4Y2 Pick Ontario Freshness Bureau principal du ministate: 1 Stone Road West, Guelph (Ontario) N1G 4Y2 Cueillez la fraicheur de ('Ontario Association of Alunicipalilics of Ontario MEMBER COMMUNICATION To the attention of the Clerk and Council October 27, 2009 Quick Summary: 200 University Ave, Suite 801 Toronto, ON M5H 3C6 Tel.: (416) 971 -9856 I Fax: (416) 971 -6191 E -mail: amo @amo.on.ca ALERT N 09/074 FOR MORE INFORMATION CONTACT: Matthew Wilson, AMO Senior Policy Advisor (416) 971 -9856 ext. 323 Good Government Bill Proposes Municipal Election Changes Issue: Today the Honourable Chris Bentley, Attorney General introduced a bill which would amend the Municipal Elections Act, 1996. After each municipal election, the provincial government reviews the Act which governs the conduct of elections to determine any changes to improve the administration of elections. The government has completed its review and proposes a number of changes to existing election practices. Proposed changes include: Date Change The legislation would move the election date forward to the fourth Monday of October. The next municipal election would be held on October 25, 2010. Campaign Financing Campaign surpluses in future elections would go to the municipality. Existing surpluses could be used by candidates for the election of 2010 only. Fundraising limits would be increased from 70 cents per elector to 85 cents. The bill would establish new contribution limits of $5,000 per contributor in each jurisdiction in addition to the existing limit of $750 per candidate. The proposal provides for more detailed reporting requirements of election expenses for all campaigns. In addition, municipal clerks would make all financial filings available in electronic format. Compliance Audits and Financial Accountability Responsibility for Compliance Audits would be shifted from Councils to an arms length Compliance Committees of 3 -7 citizens appointed by all Councils. This would replace the current system in which Council's may appoint or delegate such duties. Accessibility The proposed changes would have regard for the needs of disabled voters and candidates. Voters List The change would permit municipalities and MPAC to use additional sources of personal information to improve the accuracy of the voters list. For more information regarding these and other proposals contained in the Good Government Bill, please visit the Ministry of Municipal Affairs and Housing's website. AMO's detailed review of the bill will continue. This information is available in the Policy Issues section of the AMO website at www.amo.on.ca. W Association of ,i 1.1 Municipalities of Ontario Elgin County Council Education Day November 24, 2009 Agenda 30/10/2009 The purpose of Education Day is to give area youth insight into the history and proceedings of Elgin County Council. It is intended both as a learning experience and to inspire youth to become more engaged in their community through the municipal government process. Each member of County Council and Senior Management can sponsor one individual to participate in the day. 1. 9:00 a.m. to 9:10 a.m.: Welcome from Warden Graham Warwick, introductions and orientation in Council Chambers. 2. 9:10 a.m. to 10:30 a.m.: Tour of the Elgin County Archives and Elgin County Museum. Completion of a quiz on Elgin County Council and debate of a report being considered by Council. 3. 10:30 a.m. to 12:00 p.m.: Observation of proceedings in Council Chamber and review of report outcome. 4. 12:00 1:00 p.m.: Lunch with County Council. County of Elgin 450 Sunset Drive St. Thomas, Ontario N5R 5V1 Canada Phone: 519 631 -1460 ww w. e I g i n -c o u n ty. o n. c a gJ y Pro ,ro v e ature Staff Reports: ATTACHED CLOSED MEETING AGENDA November 10, 2009 1) Director of Engineering Services Municipal Act, Section 240.2 (a) the security of the property of the municipality or local board Administration Building Lease Rates 2) Director of Engineering Services Municipal Act, Section 240.2 (a) the security of the property of the muninicipality or local board TOPIGS Canada Incorporated Lease Negotiation 3) Director of Engineering Services Municipal Act, Section 240.2 (a) the security of the property of the muninicipality or local board Administration Building Proposed New Tenant 4) Director of Human Resources Municipal Act, Section 240.2 (d) labour relations or employee negotiations Negotiation Mandate 2010 5) Director of Human Resources Municipal Act, Section 240.2 (b) personal matters about an identifiable individual, including municipal or local board employees Warden, Council and Non -Union Increase 2010 6) Chief Administrative Officer Municipal Act, Section 240.2 (b) personal matters about an identifiable individual, including municipal or local board employees Administrator Coverage Requirements at the Long Term Care Facilities (Limited Circulation) 7) Chief Administrative Officer Municipal Act, Section 240.2 (b) personal matters about an identifiable individual, including municipal or local board employees Economic Development and Tourism Raising the Profile (Limited Circulation) 8) Chief Administrative Officer Municipal Act, Section 240.2 (b) personal matters about an identifiable individual, including municipal or local board employees Retirement of the Human Resources Director and the Reorganization of the Human Resources Department (Limited Circulation) Other Business: 9) Municipal Act, Section 240.2 (b) personal matters about an identifiable individual, including municipal or local board employees; Annual Performance Evaluation of Chief Administrative Officer (under separate cover) COUNTY OF ELGIN By -Law No. 09 -31 "BEING A BY- LAW TO REAPPOINT JGM CONSULTING AS THE INVESTIGATOR PURSUANT TO SECTIONS 8, 9, 10 AND 239.1 OF THE MUNICIPAL ACT, 2001, S.O. 2001, C.25, AS AMENDED AND TO AMEND BY -LAW NO. 08-30" WHEREAS effective January 1, 2008, pursuant to Section 239.1 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, a person may request an investigation of whether a municipality or local board has complied with Section 239 of the Municipal Act, 2001 as amended, or a procedural by -law under subsection 238 (2) in respect of a meeting or part of a meeting that was closed to the public; and WHEREAS by By -Law No. 07 -38 Council did appoint JGM Consulting as the Investigator to investigate all requests on behalf of the Municipality and its Local Boards for a one year term commencing January 1, 2008; and WHEREAS Council deemed it advisable to reappoint JGM Consulting as the Investigator for an additional one year term commencing January 1, 2009 under certain terms and conditions through amending By -Law No. 08 -30; and WHEREAS Council has deemed it advisable to reappoint JGM Consulting as the Investigator for a further two years according to the same terms and conditions as agreed to in amending By -Law No. 08 -30; and NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin hereby enacts as follows: 1. THAT JGM Consulting is hereby reappointed as the independent Investigator to investigate in accordance with the legislation all requests for an investigation of the Council and committees of the Municipality and the local boards and their committees of the Municipality for an additional two -year term commencing January 1, 2010. 2. THAT Schedule "B as amended by By -Law No. 08 -30 and further amended by By -Law No. 09 -31 be approved. 3. THAT this By -Law shall come into force and take effect on January 1, 2010. READ A FIRST, SECOND AND fHIRaTIME AND FINALLY PASSED THIS 10 T" DAY OF `NOVEMBER 2009: Mark G. McDonald, Graham Warwick, Chief Administrative Officer. Warden. 3 SCHEDULE "A" By -Law No. 07 -38 COMPLAINT FORM MUNICIPAL INVESTIGATION IN ACCORDANCE WITH Section 239 of the Municipal Act 2001 (As Amended) A FEE OF $25.00 MUST ACCOMPANY THIS FORM PRIOR TO BEING PROCESSED. PLEASE FORWARD COMPLETED FORMS TO: John Maddox JGM CONSULTING #42 99 Edgevalley Road London, Ontario N5Y 5N1 COMPLAINANT 'S NAME ADDRESS TELEPHONE HOME WORK E-MAIL 4 COMPLAINT FORM FOR MUNICIPAL INVESTIGATION Section 239 Municipal Act 2001 (As Amended) CAN YOUR IDENTITY BE REVEALED DURING THE INVESTIGATION? YES NO PERSONAL INFORMATION IS COLLECTED UNDER THE AUTHORITY OF SECTION 239 OF THE MUNICIPAL ACT 2001 (AS AMENDED) AND WILL DE USED BY THE MUNICIPAL INVESTIGATORTO CARRY OUT AN INVESTIGATION UNDER THE ACT. NAME OF MUNICIPALITY DATE OF CLOSED MEETING MUNICIPAL CONTACT NAME TELEPHONE BACKGROUND This should provide as much information as is required to explain the nature and background of the particular occurrence. (i.e.) Timing; Municipal Contact; Municipal Explanation. ACTION I Activities that the complainant has undertaken to resolve the matter. SUMMARY COMMENTS Date of signature 5 Signature of Complainant THIS AGREEMENT made as of the day of 2007. BETWEEN: CORPORATION OF THE (Hereinafter referred to as the "Municipality") AND: WHEREAS: 6 SCHEDULE "B" By -Law No. 09 -31 AGREEMENT FOR MUNICIPAL INVESTIGATOR NOW THEREFORE the parties agree as follows: OF THE FIRST PART JGM CONSULTING (Hereinafter referred to as the "Independent Contractor OF THE SECOND PART (A) Section 239.2 of the Municipal Act, 2001, S.O. 2001, c.25 (the "Act when proclaimed in force, authorizes municipalities to appoint an investigator to investigate in an independent manner any complaint as to whether the Municipality has complied with the Act or a Municipal procedural by -law in respect of a meeting or part of a meeting that was closed to the public and to report on the investigation; (B) In appointing an investigator and in assigning powers and duties to him, a municipality is to have regard to, among other things: i) the investigators independence and impartiality; ii) confidentiality with respect to the investigator's activities; iii) the credibility of the investigator's investigative process; (C) The Municipality is satisfied that the Independent Contractor has the skills and ability to meet the foregoing criteria. 1. Services The Municipality hereby retains and appoints the Independent Contractor as an Investigator for the purposes of Section 239.2(1) of the Act and the Independent Contractor agrees to provide such services for and at the request of the Municipality and accepts such appointment. The Independent Contractor confirms that services under this agreement will be carried out by John G. Maddox except as otherwise delegated by John G. Maddox. 2. Duties The duties of the Independent Contractor shall be: i) to conduct investigations from time to time as requested by the Municipality upon receipt of a complaint "Complaint in respect of meetings or part of meetings that are closed to the public to determine compliance with the Act or the Municipal procedural by -law and to report on the results of such investigations;. ii) in conducting such investigations, to have regard to the importance of the matters listed above in recital (B); iii) to proceed without undue delay and with due diligence to investigate a Complaint; iv) to conduct each investigation in private; v) to hear or obtain information from such persons as the Independent Contractor thinks fit and to make such inquiries as he thinks fit; vi) to provide an opportunity to the Municipality or any person that may be adversely affected by a proposed report of the Independent Contractor, the opportunity to make representations respecting such report or recommendation; 7 vii) to preserve confidentiality and secrecy with respect to all matters that come to his knowledge in the course of performing duties hereunder, save and except disclosure of such matters as in the Independent Contractor's opinion ought to be disclosed in order to establish grounds for his conclusions and recommendations; viii) after making an investigation, to render his opinion as to whether or not the meeting or part of the meeting that was the subject matter of the investigation appears to have been closed to the public contrary to the Act or Municipal procedural by -law and, in either case, the Investigator shall report his opinion and the reasons for it to the Municipality and shall make such recommendations as he thinks fit. In performing such duties, the Independent Contractor shall have the powers set out in Subsection 223.13(6) and Sections 223.14 to 223.18 of the Act, copies of which are attached hereto as Appendix "A 3. Joint Retainer The Independent Contractor acknowledges that the Independent Contractor is appointed as an Investigator for each of the participating member municipalities within the County of Elgin "Included Municipalities as shown on Appendix "B" to this Agreement, together with payment of the Additional Fee defined below. Each Included Municipality shall enter into separate agreements with the Independent Contractor. 4. Fees a) Annual Retainer The Municipality shall pay to the Independent Contractor on or before the commencement date ONE THOUSAND DOLLARS ($1,000.00) plus applicable taxes. In order to add the Included Municipalities to the duties of the Independent Contractor, an additional fee of THREE HUNDRED ($300.00) for each Included Municipality shall be paid by the County of Elgin. b) Hourly Rate In addition, the Independent Contractor shall be paid a fee of ONE HUNDRED DOLLARS ($100.00) per hour plus applicable taxes during such time the Independent Contractor is performing his duties hereunder. The Independent Contractor agrees such rate shall be charged only for such time that the Independent Contractor is actively investigating a Complaint and preparing and presenting his report with respect thereto. The Independent Contractor shall not charge for travel time. The Independent Contractor is entitled to be reimbursed for other reasonable receipted expenses related to his duties, including food and hotel costs, car rental, kilometre rate at the respective municipal rate or railway tickets. c) Responsibility for Payment The Independent Contractor further covenants and agrees that his hourly fee and related expenses hereunder shall be paid by the Municipality against whom the Complaint is made and which initiated the investigation. The Municipality agrees to be responsible for such fees and expenses and, notwithstanding the joint retainer, the Independent Contractor shall not hold the other Included Municipalities responsible for such payment obligation. The Independent Contractor shall invoice the applicable Municipality upon completion of his report. 5. Term The term of this Agreement "Term is for a fixed two (2) year term commencing the effective date of the execution of this Agreement and ending on the first anniversary date thereof unless renewed and /or extended by agreement of all parties. The Independent Contractor or the Municipality shall give at least thirty (30) days written notice prior to the end of the Term of its intent not to renew this Agreement if such renewal were to be available. 6. Taxes All amounts payable to the Independent Contractor shall be paid without deduction. The Independent Contractor shall be responsible for any contributions imposed or required under employment insurance, health tax, social insurance, income tax law, Worker's Compensation (if elected to enrol), pension with respect to any amounts paid to the Independent Contractor. The Municipality assumes no obligation or liability as between the parties to this Agreement to deduct or remit any statutory or government remittances. 8 7. Independent Contractor The Independent Contractor is a contractor independent of the Municipality. Nothing herein shall be interpreted to create a relationship of employer /employee, partnership, franchise, agency or joint venture or other like arrangement. 8. Delegation In the event more than one Complaint is made at any one time requiring more than one investigation, the Independent Contractor may determine that it is necessary to delegate some or all of his powers and duties, then he may do so in writing to any person other than a member of council, provided that the person to whom such delegation is made agrees in writing to be governed by the same duties of secrecy as the Independent Contractor and to abide by the terms and conditions of this Agreement. Such person shall always be under the supervision and direction of the Independent Contractor. Such delegation shall not be to a member of council or staff of any Municipality and shall not result in any additional costs or fees to the Municipality. Invoices shall be rendered by the Independent Contractor and payment made to the Independent Contractor and the Independent Contractor shall otherwise be responsible for the fees and disbursements of any of his delegates. 9. Binding This Agreement shall inure to the benefit of and bind the parties and their respective heirs, successors and permitted assigns. 10. Indemnification The Municipality agrees to indemnify and save harmless the Independent Contractor, its agents and assigns, from and against any and all liabilities, losses, suits, claims, demands, damages, expenses, costs (including all legal costs), fines and actions of any kind or nature whatsoever arising out of or in connection with the Independent Contractor's provision of services and carrying out of its duties including, but not limited to, any alleged breach of this agreement, any procedural defect or other breach of relevant statutory provisions. 11. Entire Agreement This Agreement contains the entire agreement between the parties and supersedes all previous negotiations, understandings and agreements, verbal or written with respect to any matters referred to in this agreement. IN WITNESS HEREOF, each of the parties hereto have set its hand and seal as of this day of 2007. SIGNED, SEALED AND DELIVERED THE CORPORATION OF THE COUNTY OF ELGIN Warden Chief Administrative Officer The Independent Contractor hereby accepts and agrees to the terms and conditions herein contained. JGM CONSULTING Witness John G. Maddox for JGM Consulting 9 APPENDIX "A" By -Law No. 07 -38 In performing Investigator duties, the Independent Contractor shall have the powers set out in Subsection 223.13(6) and Sections 223.14 to 223.18 of the Act, as follows: Ombudsman Powers paramount 223.13(6) The powers conferred on the Ombudsman under this Part may be exercised despite any provision in any Act to the effect that any such decision, recommendation, act or omission is final, or that no appeal lies in respect of them, or that no proceeding or decision of the person or organization whose decision, recommendation, act or omission it is shall be challenged, reviewed, quashed or called in question. Investigation 223.14 (1) Every investigation by the Ombudsman shall be conducted in private. Opportunity to make representations (2) The Ombudsman may hear or obtain information from such persons as he or she thinks fit, and may make such inquiries as he or she thinks fit and it is not necessary for the Ombudsman to hold any hearing and no person is entitled as of right to be heard by the Ombudsman, but if at any time during the course of an investigation it appears to the Ombudsman that there may be sufficient grounds for him or her to make any report or recommendation that may adversely affect the municipality, a local board, a municipally controlled corporation or any other person, the Ombudsman shall give him, her or it an opportunity to make representations respecting the adverse report or recommendation, either personally or by counsel. Application of Ombudsman Act (3) Section 19 of the Ombudsman Act applies to the exercise of powers and the performance of duties by the Ombudsman under this Part. Same (4) For the purposes of subsection (3), references in section 19 of the Ombudsman Act to "any governmental organization "the Freedom of Information and Protection of Privacy Ace' and "the Public Service of Ontario Act, 2006" are deemed to be references to "the municipality, a local board or a municipally controlled corporation "the Municipal Freedom of Information and Protection of Privacy Ace' and "this Act respectively. Duty of confidentiality 223.15 (1) Subject to subsection (2), the Ombudsman and every person acting under the instructions of the Ombudsman shall preserve secrecy with respect to all matters that come to his or her knowledge in the course of his or her duties under this Part. Disclosure (2) The Ombudsman may disclose in any report made by him or her under this Part such matters as in the Ombudsman's opinion ought to be disclosed in order to establish grounds for his or her conclusions and recommendations. Section prevails (3) This section prevails over the Municipal Freedom of Information and Protection of Privacy Act. No review, etc. 223.16 No proceeding of the Ombudsman under this Part shall be held bad for want of form, and, except on the ground of lack of jurisdiction, no proceeding or decision of the Ombudsman is liable to be challenged, reviewed, quashed or called in question in any court. 10 Testimony 223.17 (1) The Ombudsman and any person acting under the instructions of the Ombudsman shall not be called to give evidence in any court, or in any proceedings of a judicial nature, in respect of anything coming to his or her knowledge in the exercise of his or her functions under this Part. Same (2) Anything said or any information supplied or any document or thing produced by any person in the course of any investigation by or proceedings before the Ombudsman under this Part is privileged in the same manner as if the inquiry or proceedings were proceedings in a court. Effect on other rights, etc. 223.18 The rights, remedies, powers, duties and procedures established under sections 223.13 to 223.17 are in addition to the provisions of any other Act or rule of law under which any remedy or right of appeal or objection is provided for any person, or any procedure is provided for the inquiry into or investigation of any matter, and nothing in this Part limits or affects any such remedy or right of appeal or objection or procedure. 11 APPENDIX "B" By -Law No. 07 -38 INCLUDED MUNICIPALITIES The Included Municipalities under this Agreement shall be: The Corporation of the Municipality of Bayham The Corporation of the Municipality of Central Elgin The Corporation of the Municipality of Dutton /Dunwich The Corporation of the Municipality of West Elgin The Corporation of the Town of Aylmer The Corporation of the Township of Malahide The Corporation of the Township of Southwold COUNTY OF ELGIN By -Law No. 09 -32 "A BY -LAW TO AMEND BY -LAW NO. 07 -33 TO ALLOW FOR CANCELLATION OF RESIDENTIAL TAX INCREASES FOR LOW INCOME SENIORS AND LOW INCOME PERSONS WITH DISABILITIES" WHEREAS Section 319 of the Municipal Act, 2001, S.O. 2001, c.25, provides that for the purpose of relieving financial hardship, the council of a municipality, may pass a by -law providing for deferrals or cancellation of, or other relief in respect of, all or part of a tax increase on property in the residential /farm property class for owners who are, or whose spouses are: a) low income seniors as defined in the by -law, or b) low income persons with disabilities as defined in the by -law; and, WHEREAS the Corporation of the County of Elgin did pass By -Law No. 07 -33 allowing for cancellation of residential tax increases for low income seniors and low income persons with disabilities; and, WHEREAS the Corporation of the County of Elgin has deemed it advisable to amend the submission date for applications of tax relief for low income seniors and low income persons with disabilities. NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin enacts as follows: 1. THAT section 10 of By -Law No. 07 -33 be amended as follows: All applications for tax relief must be in writing on a form prescribed by the Corporation for this purpose, and must be submitted to the municipality on or before the last day of November for which the application applies. Applications must include documentation in support thereof to establish that the applicant is an eligible person, and that the property with respect to which the application is made is eligible property. 2. THAT By -Law No. 07 -33 be and is hereby amended. 3. THAT this by -law shall come into force and take effect on its passing hereof. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 10 DAY OF NOVEMBER 2009. Mark G. McDonald, Graham Warwick, Chief Administrative Officer. Warden.