June 28, 2011 Agenda PackageEl/ ginCounty
ORDER
ORDERS OF THE DAY
FOR TUESDAY, JUNE 28TH — 9 :00 A.M.
AT TERRACE LODGE
1st Meeting Called to Order
2nd Adoption of Minutes — May 31, 2011
3rd Disclosure of Pecuniary Interest and the General Nature Thereof
4th Presenting Petitions, Presentations and Delegations
PRESENTATION:
9:00 a.m. Kim and Wendy Flintoft, Rush Creek Wines — Premier's Award for
Agri -Food Innovation Excellence
DELEGATIONS:
9:15 a.m. Alfredo Marroquin, Project Coordinator, St. Thomas -Elgin Local
Immigration Partnership - PowerPoint Presentation. (Attached)
11:30 a.m. Paul Collins, President and CEO, St. Thomas Elgin General
Hospital and Tom Marks, County Representative, presenting
Hospital Board Report. (Attached)
11:45 a.m. Ron Liersch, General Manager, Thames EMS — PowerPoint
Presentation. (Attached)
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)
10:00 a.m. — 10:30 a.m. TOUR OF TERRACE LODGE
8th OTHER BUSINESS
1) Statements /Inquiries by Members
2) Notice of Motion
3) Matters of Urgency
9th Overview of Human Resources Department — PowerPoint Presentation
10th Recess
11th Closed Meeting Items
12th Motion to Rise and Report
13th Motion to Adopt Recommendations from the Committee Of The Whole
14th Consideration of By -Laws
15th ADJOURNMENT
NOTICE:
LUNCH WILL BE PROVIDED
July 12, 2011 No Meeting Required
July 26, 2011 County Council
August 21 -24, 2011 Association of Municipalities of Ontario Conference
1
DRAFT COUNTY COUNCIL
Tuesday, May 31, 2011
The Elgin County Council met this day at Bobier Villa, Municipality of Dutton /Dunwich, at
9:10 a.m. with all members present.
Warden Mennill in the Chair.
ADOPTION OF MINUTES
Moved by Councillor McIntyre
Seconded by Councillor Walters
THAT the minutes of the meeting held April 26, 2011 be adopted.
- Carried.
DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF —
None.
DELEGATIONS
Erica Arnett, Health Promoter, Elgin St. Thomas Public Health and Nicole Jensen, Doug
Tarry Ltd., attended and gave a PowerPoint presentation titled "Healthy Communities: It
Takes a Partnership ".
Moved by Councillor Marr
Seconded by Councillor Ens
THAT the PowerPoint presentation titled "Healthy Communities: It Takes a Partnership" be
received and filed.
- Carried.
Maureen Beatty, Janice Hensel and Tammie RyaII, from the Ministry of Municipal Affairs
and Housing attended to present a profile of Municipal Affairs and Housing.
Moved by Councillor McWilliam
Seconded by Councillor Jenkins
THAT the presentation by Janice Hensel of the Ministry of Municipal Affairs and Housing
be received and filed.
- Carried.
Moved by Councillor McIntyre
Seconded by Councillor Walters
THAT we do now move into Committee Of The Whole Council.
- Carried.
REPORTS
Point Click Care Access — Manager of Information Technology
The manager presented a recommendation to allow access to the electronic health care
system to medical directors outside of the County's computer network system.
Moved by Councillor Walters
Seconded by Councillor Marr
THAT the policy that restricts access to Point Click Care to computers on the County's
network be modified to include access via Citrix: and,
2
THAT this be restricted to medical directors only.
- Carried.
Library /Ontario Works Partnership for On -Line Applications — Director of Community
and Cultural Services
The director outlined a partnership between the county's libraries and Ontario Works for
clients to process on -line applications in the libraries.
Moved by Councillor McWilliam
Seconded by Councillor Couckuyt
THAT the report titled "Library /Ontario Works Partnership for On -Line Applications" dated
May 17, 2011 be received and filed.
- Carried.
IPM Volunteer Funds for Museum and Library — Director of Community and Cultural
Services
The director reported on the receipt of donations from the International Plowing Match (IPM)
Legacy Committee.
Moved by Councillor Walters
Seconded by Councillor McIntyre
THAT the report titled "IPM Volunteer Funds for Museum and Library" dated May 20, 2011
be received and filed.
- Carried.
Alma College History Protect — Director of Community and Cultural Services
The director presented the report, outlining publication of a book titled "All the Girls Have
Gone — Alma College, the Latter Years."
Moved by Councillor Marr
Seconded by Councillor Jenkins
THAT the publication of "All the Girls Have Gone — Alma College, the Latter Years" be sold
at a price of $30 inclusive of taxes with proceeds distributed to the Elgin County Archives
and the Alma International College Alumnae Association.
- Carried.
2010 County Road Maintenance Summary — Deputy Director of Engineering
Services
Moved by Councillor Ens
Seconded by Councillor Couckuyt
THAT the report titled "2010 County Road Maintenance Summary" dated April 19, 2011 be
deferred until the June 14, 2011 meeting.
- Carried.
Council recessed at 9:59 a.m. and reconvened at 10:14 a.m.
Fuel Surcharge Request — Director of Engineering Services
The director presented the report.
Moved by Councillor Marr
Seconded by Councillor Jenkins
THAT the report titled "Fuel Surcharge Request" dated May 3, 2011 be deferred to the
July 26, 2011 meeting: and,
3
THAT the report be circulated to partner municipalities for their consideration: and,
THAT if any recommendations are forthcoming, they be made in the form of a council
resolution to county council.
- Carried.
New Road Maintenance Agreement — Deputy Director of Engineering Services
The deputy director presented the report, outlining some of the new components to the
agreement.
Moved by Councillor Walters
Seconded by Councillor McIntyre
THAT the report titled "A New Road Maintenance Agreement" dated May 18, 2011 be
deferred to the July 26, 2011 meeting: and,
THAT the report be circulated to partner municipalities for their consideration: and,
THAT if any recommendations are forthcoming, they be made in the form of a council
resolution to county council.
- Carried.
Road Side Erosions — Plank Road and Calton Line - Director of Engineering
Services
The director presented an update on Plank Road and Calton Line. He noted staff are
monitoring a number of areas experiencing road side erosions.
Moved by Councillor Wiehle
Seconded by Councillor McIntyre
THAT the report titled "Road Side Erosions" dated May 2, 2011 be received and filed: and,
THAT $200,000 be transferred from the Talbot Line Phase III to the Plank Road
Rehabilitation: and,
THAT $50,000 be transferred from the Talbot Line Phase III to the Calton Line Rehabilitation.
- Carried.
Encroachment Agreement — Wellington Street, Port Burwell — Deputy Director of
Engineering Services
The deputy director outlined a request for an encroachment to facilitate an accessibility
ramp to the Port Burwell Post Office.
Moved by Councillor Walters
Seconded by Councillor McIntyre
THAT the Warden and Chief Administrative Officer be directed and authorized to enter into
an encroachment agreement to facilitate an accessibility ramp with the landowners of the
Port Burwell Canada Post office, operating at 27 Wellington Street, Port Burwell.
- Carried.
Award of Tenders — Deputy Director of Engineering Services
The deputy director presented a report on tenders awarded for engineering projects.
Moved by Councillor Ens
Seconded by Councillor McWilliam
THAT D &D Trucking and Construction be selected for the Granular A Shouldering Tender,
Contract No. 6250 -11B at a total price of $173,095.50 exclusive of HST: and,
4
THAT Norjohn Contracting and Paving be selected for the Fiberglass Reinforced Chip
Seal Tender, Contract No. 6250 -11A at a total price of $186,460 exclusive of HST: and,
THAT Coco Paving Inc. be selected for the Hot Mix Asphalt Tender, Contract No. 6220 -11
at a total price of $1,837,425.87 exclusive of HST: and,
THAT MSO Construction Limited be selected for the Microsurfacing Type 3 Tender,
Contract No. 6250 -11 at a total price of $550,800 exclusive of HST: and,
THAT the Warden and Chief Administrative Officer be authorized to sign the contracts.
- Carried.
Registered Nurses' Association of Ontario's Long -Term Care Best Practices Initiative
— Director of Homes and Seniors Services
The director outlined a partnership between the county and the LHIN to host one of 14
long -term care coordinators across the province, at Elgin Manor.
Moved by Councillor Marr
Seconded by Councillor Couckuyt
THAT Council authorize staff to sign a one -year agreement with the Registered Nurses'
Association of Ontario to be a host site for a best practice coordinator: and,
THAT the report titled "Registered Nurses' Association of Ontario's Long -Term Care Best
Practices Initiative" dated May 12, 2011 be received and filed.
- Carried.
Pharmaceutical Services: Terrace Lodge and Bobier Villa — Director of Homes and
Seniors Services
The director presented recommendations for pharmaceutical services.
Moved by Councillor Jenkins
Seconded by Councillor Marr
THAT MediSystem Pharmacy be selected for the provision of services at Bobier Villa for a
five -year term commencing July 11, 2011; and,
THAT Medical Pharmacies be selected for the provision of services at Terrace Lodge for a
five -year term commencing July 11, 2011: and,
THAT the current contracts with Highland Pharmacy and Hills Pharmacy be extended to
July 11, 2011; and,
THAT the Warden and Chief Administrative Officer be authorized to sign the contracts.
- Carried.
Ontario Telemedicine Network: Behavioural Support System Protect — Director of
Homes and Seniors Services
The director presented recommendations on a new project to be undertaken at the homes
for delivery of telemedicine services through videoconferencing, webcasting and tele-
diagnostic instruments.
Moved by Councillor McIntyre
Seconded by Councillor Couckuyt
THAT staff be directed to enter into an agreement for a three -year membership with
Ontario Telemedicine Network (OTN) for Bobier Villa and Terrace Lodge: and,
5
THAT staff be directed to sign a network order with E- Health to initiate the installation of
the OTN equipment: and,
THAT the report titled "Ontario Telemedicine Network: Behavioural Support System
Project" dated May 12, 2011 be received and filed.
- Carried.
Port Stanley Harbour Visioning Committee — Chief Administrative Officer
The Chief Administrative Officer outlined the recommendation in the report to appoint a
representative to the visioning committee, as requested by the Municipality of Central
Elgin.
Moved by Councillor Couckuyt
Seconded by Councillor Jenkins
THAT the General Manager of Economic Development for the County of Elgin be
nominated to represent the county on the Port Stanley Harbour Visioning Committee: and,
THAT the Director of Community and Cultural Services act as an alternative representative
with attendance as required: and,
THAT this recommendation be forwarded to the Municipality of Central Elgin for their
consideration.
- Carried.
South West Economic Alliance Appointments — Chief Administrative Officer
The report, deferred from the April 26, 2011 council meeting, was brought back for
council's consideration.
Moved by Councillor McIntyre
Seconded by Councillor Walters
THAT the Warden, Councillor McWilliam, and Alan Smith be appointed as Elgin County
voting representatives for South West Economic Alliance (SWEA): and,
THAT the General Manager of Economic Development be appointed to SWEA's Advisory
Council.
- Carried.
Group Retirement Savings Plan — Director of Financial Services
The report recommended shifting payment from the County to financial institutions.
Moved by Councillor Marr
Seconded by Councillor Ens
THAT the Group Retirement Savings Plan deductions program be discontinued, effective
July 1, 2011: and,
THAT policy 4.60 of the Human Resources Policy Manual be updated to reflect this
change: and,
THAT the sole employee utilizing this program be notified personally by their respective
manager.
- Carried.
Budget Comparison: April 2011 Year -to -Date — Director of Financial Services
The director presented the report showing favourable performance in engineering /land
division and economic development/tourism.
6
Moved by Councillor McWilliam
Seconded by Councillor Wiehle
THAT the report titled "Budget Comparison: April 2011 Year -to- Date" dated May 16, 2011
be received and filed.
- Carried.
CORRESPONDENCE
Items for Consideration
1. Lori Milos- Ivanski, Cultural Manager Backus -Page House Museum, submitting Elgin
County tourism directional signage grant application.
2. Robert MacLean, Clerk- Treasurer, Town of Thessalon, with a resolution requesting
support for the Government of Ontario to reconsider the provisions of the Green
Energy and Green Economy Act, 2009 and the installation of ground mounted solar
systems.
3. The Corporation of the United Townships of Head, Clara & Maria, with a resolution
seeking support for the Government of Ontario to amend the Municipal Elections Act.
The following recommendation was adopted in regard to Correspondence Item #1:
Moved by Councillor McWilliam
Seconded by Councillor McIntyre
THAT the Corporation of the County of Elgin approves the directional signage grant
application for the Backus -Page House Museum.
- Carried.
The following recommendation was adopted in regard to Correspondence Item #2:
Moved by Councillor Wiehle
Seconded by Councillor Walters
THAT the Corporation of the County of Elgin supports the resolution from the Town of
Thessalon requesting the provincial government to reconsider the provisions of the Green
Energy and Green Economy Act, 2009 and the installation of ground mounted solar
systems.
- Carried.
The following recommendation was adopted in regard to Correspondence Item #3:
Moved by Councillor Marr
Seconded by Councillor Jenkins
THAT Correspondence Item #3 be received and filed.
- Carried.
CORRESPONDENCE
Items for Information (Consent Agenda)
1. Pat Shantz, Administrative Assistant, Office of the Mayor, City of Stratford with an
invitation to municipal officials and staff to attend Civic Night on June 22, 2011
featuring "Jesus Christ Superstar ", at the Avon Theatre in Stratford.
2. Hon. Rick Bartolucci, Minister of Municipal affairs and Housing, thanking SCOR
Economic Development Corporation for suggestions for potential changes to the
Provincial Policy Statement.
7
3. Dan Mathieson, Chair, Municipal Property Assessment Corporation Board of Directors,
with an update on MPAC's Delivery of Assessment Products and Services.
4. Craig Ashbaugh, Chair, Lake Erie Region Source Protection Committee, with a notice
outlining Source Protection Plan Preparation for Drinking Water Source Protection in
the Lake Erie Source Protection Region.
5. Hon. Bob Chiarelli, Minister of Infrastructure, encouraging the Municipality of Bayham
to consider the Infrastructure Ontario Loan Program as potential funding regarding
Project Ojibwa.
6. Barbara Wilson, CMO, County Clerk, County of Huron, advising of error in their
resolution to OGRA regarding the testing of all stop signs and regulatory signs.
7. Premier Dalton McGuinty, thanking Council for supporting the City of Mississauga's
resolution that a portion of the H.S.T. revenue charged on gasoline and diesel sales be
directed to a new funding mechanism for transportation infrastructure.
8. Grant appreciation correspondence from:
1) Jane Shepherd, Receptionist /Secretary, Multi- Service Centre.
2) William Shurish, Executive Director, Quad County Support Services.
3) Ruth Hyatt, Executive Director, Board of Directors of St. Thomas -Elgin Second
Stage Housing.
Moved by Councillor Walters
Seconded by Councillor McWilliam
THAT Correspondence Items #1 - 8 be received and filed.
- Carried.
OTHER BUSINESS
Statements /Inquiries by Members
Councillor McIntyre expressed concern about the proposed development expansion of the
401 overpasses in London at Wonderland Road and the Veterans Memorial Parkway by
the City of London.
Councillor Walters updated council on the undertaking of a memorandum of understanding
for operation of a ferry between Cleveland and Port Stanley by the Municipality of Central
Elgin and the Cleveland Port Authority.
Councillor McIntyre updated council on the recognition night for Steve Peters, MPP, Elgin -
Middlesex- London on June 17, 2011. Tickets are available through the Elgin -St. Thomas
General Hospital Foundation.
Warden Mennill expressed his pleasure that tickets to the annual Warden's Charity Golf
Tournament for United Way were sold out.
Councillor Jenkins asked for an update on Dexter Line. The county's engineering staff is
meeting with the Port Burwell Water Board this week to discuss Dexter Line.
Notice of Motion — None.
Matters of Urgency — None.
Closed Meeting Items
Moved by Councillor Marr
Seconded by Councillor Wiehle
THAT we do now proceed into closed meeting session in accordance with the Municipal
Act to discuss matters under Section 240.2 (e), two items: litigation or potential litigation,
including matters before administrative tribunals, affecting the municipality or local board -
8
Tree By -Law Prosecution & Elgin ats HIRA - Settlement Reached: and, Section 240.2 (b)
personal matters about an identifiable individual, including municipal or local board
employees - Personnel /Human Resources Update.
- Carried.
The Chief Administrative Officer presented a report on Tree By -Law Prosecution.
The Chief Administrative Officer presented a report on Elgin ats HIRA settlement.
The Director of Homes and Seniors Services presented a verbal report regarding
personnel matters involving identifiable individuals at Terrace Lodge.
Motion to Rise and Report
Moved by Councillor Walters
Seconded by Councillor McIntyre
THAT we do now rise and report.
- Carried.
Moved by Councillor Ens
Seconded by Councillor Jenkins
THAT the Warden and Chief Administrative Officer be authorized and directed to agree to
dispute resolution contained in the confidential report dated May 24, 2011 for Woodlands
Conservation By -Law infractions in the Dutton /Dunwich area.
- Carried.
Moved by Councillor Walters
Seconded by Councillor Marr
THAT the confidential document regarding Elgin ats HIRA be received and filed.
- Carried.
Motion to Adopt Recommendations of the Committee of the Whole
Moved by Councillor McWilliam
Seconded by Councillor Walters
THAT we do now adopt recommendations of the Committee Of The Whole.
- Carried.
BY-LAWS
Moved by Councillor Wiehle
Seconded by Councillor McIntyre
THAT By -Law No. 11 -13 "Being a By -Law to Provide for the Operation of the Elgin County
Museum" be read a first, second and third time and finally passed.
- Carried.
Moved by Councillor Jenkins
Seconded by Councillor Couckuyt
THAT By -Law No. 11 -14 "Being a By -Law to Confirm Proceedings of the Municipal Council
of the Corporation of the County of Elgin at the May 31, 2011 Meeting" be read a first,
second and third time and finally passed.
- Carried.
9
County Council 9 May 31, 2011
ADJOURNMENT
Moved by Councillor McIntyre
Seconded by Councillor Marr
THAT we do now adjourn at 12:00 p.m. and meet again on June 14, 2011 at the
Administration Building Council Chambers at 9:00 a.m.
Mark G. McDonald,
Chief Administrative Officer.
10
- Carried.
Dave Mennill,
Warden.
4*
■T. • ELGIN
Local 1n.1yraiIon Partnar•hlp
»oae�f o.ly`�r ra..a.r.�b
Alfredo Marroquin,
M.Ed. Counselling Psychology
St Thomas-Elgin Local Immigration Partnership,
Project Coordinator
June 28, 2011
•
s. ■
Building Welcoming Communities: A Two -Way Stre
Based on the principles of acceptance and respect, a
welcoming community should:
LJ Openly receive newcomers and create an inclusive environment;
❑ Strive to understand the needs of newcomers and provide access to a full range
of services and programs; and
❑ Ensure newcomers are able to participate fully in all aspects of community life
and Canadian society.
❑ Newcomers, in turn, should endeavour to act on opportunities for participation;
strive to contribute to community life within the context of Canadian laws and
customs; and help others in the community
(The Immigration and Refugee Protection Act -IRPA, 2001)
Characteristics of a Welcoming Communit
1. Employment opportunities
2. Fostering of Social Capital
z. Affordable and Suitable Housing
a. Positive Attitudes towards immigrants, cultural diversity and the
presence of newcomers in the community
s. Presence of Newcomer- Serving Agencies
s. Links between Main Actors toward welcoming communities
]. Municipal Features and Services Sensitive to the presence and needs
of newcomers
11
Characteristics of a Welcoming Community
8. Educational Opportunities
9. Accessible and Suitable Health Care
10. Available and accessible Public Transit
11. Presence of Diverse Religious Organizations
12. Social Engagement Opportunities
13. Political Participation Opportunities
14. Positive Relationships with the Police and the Justice System
15. Safety
16. Opportunities for Use of Public Space and Recreation Facilities
17. Favourable Media Coverage and Representation
.1140(Welcoming Communities Initiative, 2010)
Welcoming Community
A welcoming community attracts and retains
newcomers by:
❑ Identifying and removing barriers
❑ Promoting a sense of belonging
❑ Meeting diverse individual needs
❑ Offering services that promote successful
integration
Successful Integration
Defined as
"the ability to contribute, free of barriers, to every
dimension of Canadian life — economic, social,
cultural and political "(CIC Integration Branch,
2001)
12
Overall Objectives
of Local Immigration Partnerships
it1pport better co-
tlination In the
arming and delivery
oirecesacross
multiple sectors
Strengthen local
Integration capacity
lofoster labour
market access,
social inclusion. and
sustainable
welcoming
o iies
Proridea framework
to facilitate
collaboration and
develop and
implement lement
c
My -base
strategic plans
Achieve improved
outcomes as
indicated by
increased economic.
social political. and
e Nc participation by;
newcomers
Tr■=lysruaatk (Burr, Kathleen, 2011)
The St. Thomas -Elgin Local Immigration
Partnership
The St. Thomas -Elgin Local Immigration Partnership
(ST -ELIP) is a collaborative community initiative to
facilitate the development and implementation of
sustainable solutions for the successful integration of
newcomers to St. Thomas and to the County of Elgin
Activities
❑ Develop and provide the coordination and framework to facilitate the
integration and settlement of newcomers to St. Thomas and the County
of Elgin
❑ Build community relationships
❑ Gather research and information to identify and strengthen the local
capacity to provide newcomer services
❑ Improve the economic, social, and civic participation for all newcomers
❑ Provide awareness and education of the value newcomers bring to St.
Thomas and Elgin County
❑ Encourage and engage the community and human service providers in
the settlement process
13
Deliverables
❑ Establish a Project Advisory Committee
❑ Establish the St. Thomas -Elgin Immigrant
Partnership Council
❑ Develop a 3 -year Settlement Strategy and Annual
Action Plans -Draft
❑ Approved 3 -year Settlement Strategy and Annual
Action Plans
ilt
The Council
❑ Mike Amato, Fanshawe College
❑ Bob Hammersley, St. Thomas and District Chamber of Commerce
❑ Cindy Moniz, Employment Services Elgin
❑ Debra Mountenay, Elgin, Middlesex, Oxford Workforce Planning and
Development Board
❑ Adriana Balderas, Lawyer from Mexico, civically engaged citizen in St. Thomas
❑ Jeff Kohler, City of St. Thomas Alderman
❑ Kate Burns, Elgin County Economic Development
U Marilyn Crewe, Elgin Business Resource Centre
U Sean Dyke, St. Thomas Economic Development
❑ Shelley Harris, YWCA
flies ;mil.!_
Phase 1 — Research & Environmental Scan
Community Data Collection
❑ Immigrants
❑ Service Providers
❑ Businesses
❑ Employer's Questionnaire
❑ Interviews with Other Interested Parties
Environmental Scan
O Demographics
O Economics
O Services Provided
O Social Inclusion etc
14
Phase 1 — Service Needs
Community Input
Forum
Presentation of Research and Environmental Scan
Creation of Planning Tables
Planning Table Phase 1 Sessions
Service Needs Review— Template to identify:
o Service Strengths
o Service Gaps or Areas for Improvement
o Existing Collaborations or Collaboration Models
Consultation Session with Reference Group
0 Discuss draft Service Needs Reviews
Alfredo Man-oquin, M.Ed.
Counselling Psychology
St. Thomas -Elgin Local Immigration
Partnership, Project Coordinator
a.m arroau in.vwca (Sam a i l.cona
15
• Budget: STEGH achieved a small financial surplus once again at the end of 2010/11 (Mar 31,
2011). The hospital has now achieved a small surplus for 5 consecutive years.
• ER Renovations: A newly renovated emergency triage and waiting area was officially opened up
in the fall of 2010. Mrs. Sybil Hagerman, wife to Dr. Stanley Hagerman (deceased) a respected,
long time physician in our community did the honours at the official opening. Although the
majority of the emergency department remains un- renovated, the changes to the reception
area offer greater comfort, safety, privacy and infection control for patients and families.
• Redefining Our Future: The hospitals $106 million redevelopment plan called "Redefining Our
Future" still awaits government approval. The community share of this project is estimated at
$12.5 million with significant support anticipated from major donors including the St. Thomas
City Council and the Elgin County Council. The project will preserve a community hospital based
mental health program in our community as well as accommodate a new emergency
department and surgical suites. This redevelopment will signal a new era for the life of the St.
Thomas Elgin General Hospital in our community.
• Continuous Improvement: Throughout 2010/11 STEGH was one of 30 Ontario hospitals engaged
in project to improve emergency room performance as well as the flow of patients from the
emergency room into a hospital bed. The improvement approach used for this project is called
lean. Lean was originally developed in the manufacturing sector but has become increasingly
used in hospitals across the globe to improve quality, safety, access and costs. A number of
important changes to patient care and other processes were tested and many continue to be
implemented by the team at STEGH . As a result of their work, STEGH has received additional
`pay for results' funding and plans to invest further in lean implementation addressing other
processes across the hospital that support the patients journey through their hospital
experience.
• Physician Rrecruitment: The hospital continues its work to recruit specialist physicians. A new
obsetrician /gynaecolgist is joining the team shortly and STEGH is anticipating further
announcements iregarding physican recruitment n the summer.
• Employee Opinion Survey: STEGH completed its sixth annual employee opinion survey in
November 2010. The survey is very detailed and the results are shared broadly to identify where
improvements can be made. Senior management is responsible to ensure that identified
improvements are addressed , from those that impact one or two departments to those that
impact everyone across the hospital. Survey response rates are excellent at 75% of staff and the
overall `commitment' score, a roll up of all measures, was 4.02 out 5. (In 2010, the province
passed legislation requiring all Ontario hospitals to conduct these surveys at least every two
years. )
16
• STEGH Brand and Patient Values: STEGH has launched a new identity or brand that it is sharing
with the community. Consultation with the community and hospital staff resulted in themes
about the hospital that centered around caring, compassion and community. The new hospital
logo reflects these themes. In addition, the hospital Board of Governors sought input across the
community (and in an on -line survey) from residents about what they valued personally when
they came in contact with the hospital. Specifically, how did they expect to treated? The result
is a declaration of patient values and responsibilities that was launched with the new logo. Both
help to reflect the hospitals vision to deliver an excellent patient care experience.
• Quality Improvement Plan: In 2010 the province passed legislation requiring all hospitals to
publish an annual quality improvement plan (QIP). The STEGH Board embraced this idea and on
March 31, 2011 published on the STEGH website their QIP for 2011/12. It was also delivered to
the south west Local Health Integration Network (LHIN) and the Ontario Health Quality Council
as required by the legislation. The plan includes four measured improvement priorities focused
on hand hygiene, patient falls, emergency room to hospital admission wait times and patient
satisfaction. A small component of executive compensation is tied to performance on these
measures.
• CEO Objectives 2011/12: The STEGH Board of Governors approved the CEO's objectives for the
year. They include continued lean implementation which incorporates implementation of a
patient centered care model; addressing the QIP as described above; preparing for the national
accreditation process in the spring of 2012; and continuing to pursue the capital redevelopment
plan (Redefining Our Future).
17
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18
COLLECTIVE AGREEMENT UPDATE
Financial Highlights
• Renewed Collective Agreement with CAW Loca1 302 and Thames EMS
Inc. commencing April 1, 2011 to March 31, 2014
• Year 1
• Wage increase of 2% bringing the top rate $ 34.08
• Other financial adjustments:
• a) increased boot allowance of $ 10.00 from $145.00 to
$ 155.00
• b) increased Paramedical cap from $200.00 to $ 250.00
18
COLLECTIVE AGREEMENT UPDATE
Financial Highlights
• Year 2 - Wage increase of 1.5% bringing the top rate to $ 34.59
• Other financial adjustments:
• a) increased boot allowance of $ 10.00 to $ 165.00
• b) increased Paramedical cap from to $ 275.00
• c) Statutory Holidays banked lieu time increased from 8 hours to
12 hours per stat holiday reflecting the 12 hour shifts worked.
• d) Introduction of a completely revamped Sick time plan
consistent with the Ambulance industry in Ontario which includes 96
hours (or 8 Shifts) per year of paid absence inclusive of 3 personal
days and an insured short term disability plan paying 75% of regular
income. This brings financial stability for the long tern as the old
plan inherited from the Hospital in 2004 provided essentially
unlimited 100% income. This was a significant win for the employer
as two previous attempts failed during negotiations.
COLLECTIVE AGREEMENT UPDATE
Financial Highlights
• Year 3 - Wage increase of 2% bringing the top rate to
$ 35.28
• Other financial adjustments:
• a) increased boot allowance of $ 10.00 to $
175.00
• b) increased Paramedical cap from $275.00 to
$ 300.00
Wage Settlement Comparisons
2011
• Elgin St.Thomas 2011 - $ 33.08
• Chatham - Kent 2011 - $ 35.01
• Grey County 2011 - $ 33.99
• Oxford County 2011 - $ 33.35
• Perth County 2011 - $ 33.31
• Huron County 2011 - $ 33.72
• Middlesex County 2010 - $ 33.69
• Waterloo Region 2011 - $ 31.17
• Guelph 2011 - $ 33.15
19
Wage Settlement Comparisons
2012
• Elgin St.Thomas 2012 - $ 34.59
• Huron County 2012 - $ 35.41
• Perth County 2012 - $ 35.17
• Waterloo Region 2012 - $ 34.85
2013
• Elgin St.Thomas 2013 - $ 35.28
• Huron County 2013 - $ 36.47
• Rainy River 2013 - $ 35.31
• Fort Frances 2013 - $ 35.16
PARAMEDIC SKILLS UPDATE
Presently the Paramedics are in the midst of an upgrade in their skills level in Elgin County.
AUTONOMOUS Intravenous
➢
Training is in progress at Module II which beganJune 23rd. This will increase fluids for
those in need and allows the use of Dextrose for Hypoglycemia, enables use of Nitro for
Heart Patients without previous History of usage, Bolus to increase volume s ie. Low Blood
Pressure etc.
➢ This will save precious time in the ER and inevitably improve patient outcomes.
➢
This skill should enable Paramedics in Elgin to participate in the PCI STEMS bypass protocol
when completed
These added skills will bring the Elgin Paramedics to the highest level available for Primary
Care Paramedics in Ontario.
➢ 42 enrolledin Module I and 27 passed. 56% percent pass. Others are now rewriting to be
part of Moduel II. The Southwest Regional Base Hospital is pleased with the pass rate and
we are hopefl that the remaining 15 will achieve a pass as well.
➢ Cost is minimal outside of Training Costs which of course has been budgeted The ongoing
cos. are very small for the use and maintenance of these skills.
➢
This is a voluntary, participation training program in which once certif d will be required to
apply the skill, however for those that are not certif d there will be no affect at this time. All
fuare hires will be required to be certified.
Middlesex Update
• An RFP was issued on June 2, 2011 by the County of
Middlesex for the delivery of Land Ambulance Service
delivery.
• Thames EMS have been the provider of land ambulance for
the County of Middlesex since April 2000 and will continue
until next April 2012.
• After careful deliberation Thames EMS made the difficult
decision and is not putting forth a response to the RFP
issued.
• Thames EMS is firmly committed to the County of Elgin
and will continue to deliver a quality service to it's citizens in
years to come.
20
REPORTS OF COUNCIL AND STAFF
June 28, 2011
Staff Reports — (ATTACHED)
Business Development Coordinator — St. Thomas Elgin Local Immigration Partnership
Manager of Planning — Update on Elgin County Official Plan Project
Director of Financial Services — Status of Docket Web Servers
Director of Financial Services — Quarterly Information Report — Contract Awards
January 1, 2011 — March 31, 2011
Director of Financial Services — Budget Comparison — May 2011
Director of Financial Services — Final Budget Comparison — 2010 Full Year
Director of Community and Cultural Services — Culture Days 2011 — Author Visit
Director of Community and Cultural Services — Rodney Library Renovations
Director of Community and Cultural Services — Springfield Library 2010 Summer Reading Club
Award
Director of Human Resources — Revised Hiring Policies
Director of Engineering Services — Phillmore Bridge (VERBAL)
21
1L Igm
no-.'•bii� lfN :A,m
REPORT TO COUNTY COUNCIL
FROM: Kate Burns, Business Development Coordinator
DATE: June 16th 2011
SUBJECT: St. Thomas Elgin Local Immigration Partnership
INTRODUCTION:
The St. Thomas Elgin Local Immigration Partnership (ST -ELIP) is a collaborative
community initiative which is being designed to strengthen the rale of the local
and regional communities in serving and integrating immigrants in the County of
Elgin.
The concept for the Local immigration Partnerships, which are being developed
in many communities in Ontario, was developed as a joint initiative of Citizenship
and Immigration Canada and the Ministry of Citizenship and Immigration and
was further refined in consultation with the Association of lvtunicipalities of
Ontario, The ST- FLIP is solely funded by Citizenship and Immigration Canada,
DISCUSSION:
The Economic Development Department currently has a representative on the
St. Thomas Elgin Local Immigration Partnership Council, The Business
Development Coordinator sits on the council that is the strategic planning body
composed of representatives from community organizations that participate in
planning and coordination to enhance the delivery of integration services to all
immigrants.
Other organizations represented an the Council include;
City of St. Thomas
Elgin Middlesex Oxford Workforce Planning and Development Board
Employment Services Elgin
Elgin Business Resource Centre
Fanshawe College St. Thomas- Elgin
St. Thomas Economic Development Corporation
St. Thomas & District Chamber of Commerce
St. Thomas -Elgin YWCA
In cooperation with the Council. ST-ELIP staff have specific activities they have
been tasked with completing in the region. Activities include, developing and
providing the coordination and framework to facilitate the integration and
22
settlement of newcomers to St. Thomas and the County of Elgin. This means
making St Thomas and Elgin a "Welcoming Community," where newcomers
have employment opportunities, housing, community resources, education, and
social engagement.
In addition to building welaorning communities, ST -FLIP works to build
community relationships, gather research and information to identify and
strengthen the local capacity to provide nawcomer services, provide awareness
and education of the value of newcomers to the region, and encourage and
engage the community and human service providers in the settlement process.
To date the St. Thomas Elgin Local Immigration Partnership has successfully
achieved two of their four deliverables which include; establishing a Project
Advisory Committee and establishing the St. Thomas Elgin Immigrant
Partnership Council. The remaining two deliverables are; developing a three
year settlement strategy and annual action plan and having the said plan and
actions approved.
CONCLUSION:
ST -ELIP staff are currently organizing community roundtables within the City of
St. Thomas and throughout the County. These roundtables in conjunction with
surveys will provide an environmental scan of the region on demographics,
economics, services provided and opinions on services for newcomers to the
region.
RECQIVMMENDATION:
THAT Elgin County Council receive as information the report dated June 16:h,
2011 titled St. Thomas Elgin Local Immigration Partnership.
All of which is Respectfully Submitted Approved for Submission
Kate Burns Mark G. McDonald
Business Development Coordinator Chief Administrative Officer
Alan Smith
General Manager of Economic Development
23
REPORT TO COUNTY COUNCIL
FROM: Steve Evans
Manager of Planning
DATE: June 15, 2011
SUBJECT: Update on Elgin County Official Plan Project
INTRODUCTION:
This report will provide Council with an update on the Elgin County Official Plan Project.
Meridian Planning Consultants provided the County with a project time line which is
proceeding on schedule. The Consultants are at the stage now where they are ready to
prepare the first draft of the Elgin County Official Plan.
DISCUSSION:
The Manager of Planning and the Consultants met with all local councils during
February and March to present an overview of the Official Plan program for recently
elected Councillors and to provide an opportunity for some initial feedback. A second
meeting with local councils will be scheduled in the fall to discuss the draft Official Plan
and receive input on the draft policies.
Over the last few months the Consultants have prepared six background research
papers as foundation material for the Official Plan. The titles of the six reports are:
• Agriculture,
• Cultural Heritage and Urban and Rural Design
• Economic Development and Tourism
• Transportation, Servicing and Waste Management
• Population, Employment and Housing
• Natural Heritage, Hazards, Water and Aggregate /Petroleum Resources
These reports have been circulated to the Steering Committee, Technical Committee
and the Public Focus Group and it is anticipated that these reports could be posted on
the County's web site following meetings with the Steering Committee, Technical
Committee and Public and Public Focus Group on June 28th.
In addition to the background research reports, the consultants will prepare a Directions
Report that will identify the important land use planning issues facing Elgin County.
The process of preparing the Elgin County Official Plan over the next several months
will include the setting of goals and objectives which the County can strive for over the
long term.
24
Providing this information to the public is the next step in our comprehensive
consultation program. Open houses are proposed to be scheduled at various locations
and dates in the month of July. The open houses will provide the public with information
about the official plan and an opportunity to ask questions, provide input and listen to
presentations.
The dates and times for the open houses would be as follows:
July 13, 2011 July 20, 2011 July 27, 2011
West Central East
3:00 - 5:00 p.m. and 6:30 - 8:00 p.m. (brief presentation at 7:00)
Locations TBD
Notices for these Open Houses will be circulated widely including Elgin County Library
Branches, Municipal Offices, Community Centres as well as the Elgin County web site.
RECOMMENDATION:
THAT the report titled "Update on Elgin County Official Plan Project" dated June 15,
2011 be received and filed.
All of which is Respectfully Submitted Approved for Submission
Steve Evans Mark G. McDonald
Manager of Planning Chief Administrative Officer
25
REPORT TO COUNTY COUNCIL
FROM: Al Reitsma
Manager of Information Technology
DATE: June 20, 2011
SUBJECT: Status of Docket Web Servers
INTRODUCTION:
The County of Elgin currently maintains two servers used to operate several
Docket based web sites. In early 2014 Microsoft will discontinue its support of
the operating systems used on these servers. This report provides options and
recommendations for how to deal with the end of life of the operating systems on
the Docket servers.
DISCUSSION:
At the Tuesday June 24, 2008 meeting of Elgin County council the following
recommendations were passed:
THAT the County of Elgin discontinue using Docket for web site content
management and
THAT the County of Elgin continue operating the Elgin -St. Thomas
Connects Portal; and further
THAT the County of Elgin continue supporting the Docket platform until
the end of 2009.
On June 25, 2008 a letter was issued to organizations that had web sites on the
Docket server informing them of council's decision. The letter reiterated the fact
that "County of Elgin staff will continue to support Docket until at least the end of
2009."
Although there was no official commitment to keep the Docket servers
operational past 2009, they have been kept operational at the requests of several
municipalities and non - profit organizations. It is important to note that although
County staff is able to maintain the servers operating system it is unable to
perform more than very basic maintenance to the Docket system itself. All
support of the Docket system by the developer has ceased.
26
In April of 2014 Microsoft will discontinue its support of the operating system
(OS) currently in use on the Docket server, Microsoft Windows Server 2003.
After that time Microsoft will no longer be issuing security patches. Without these
security patches, any organization with servers using the Windows Server 2003
OS becomes vulnerable to security intrusions. Based on the number and
frequency of security patches currently being developed for the Windows Server
2003 OS the security risk is considered to be high. Therefore, the County of
Elgin will upgrade all of its servers before the April 2014 date.
Microsoft does not provide an upgrade path to move from Server 2003 to Server
2008 therefore servers must be built from scratch and applications reinstalled.
This is not possible with the Docket servers because the County does not have
the ability to reinstall Docket. The option to leave the Docket servers in place
after April 2014 is not acceptable due to the high security risk. Therefore, the
servers must be decommissioned by April 2014.
There are currently three web sites using the Docket system:
• The Township of Southwold,
• The Municipality of West Elgin and
• The Fantasy of Lights.
Both the Township of Southwold and the Municipality of West Elgin are in the
process of migrating their sites off of the Docket platform and expect to be
completed well before 2014.
These are the options available to The Fantasy of Lights site:
1. Relocate the web site to a County of Elgin web server.
2. Relocate the web site to an Internet Service Provider (ISP).
Both options require the web sites to be redeveloped since Docket sites cannot
be exported.
Option 1 can be achieve in one of two ways; by using file transfer protocol (FTP)
to transfer the site to County of Elgin servers or by using Adobe Contribute via
Citrix to build and maintain the site. This option requires some time from County
Information Technology staff for support and training.
Option 2 requires no County staff time or support.
27
CONCLUSION:
The servers used to operate the Docket system will be decommissioned by April
2014. Web sites currently using these servers will need to be created on another
server. Owners of these web sites have the option of creating web sites on
County of Elgin web servers or relocating them to another ISP.
RECOMMENDATION:
THAT the owners of web sites currently located on the Docket system be
informed that the system will be decommissioned April 2014.
All of which is Respectfully Submitted Approved for Submission
Al Reitsma Mark G. McDonald
Manager of Information Technology Chief Administrative Officer
Jim Bundschuh
Diriector of Financial Services
28
REPORT TO COUNTY COUNCIL
FROM:
DATE:
SUBJECT:
Sonia Beavers
Purchasing Coordinator
May 30, 2011
Quarterly Information Report - Contract Awards
January 1, 2011 — March 31, 2011
INTRODUCTION:
As per the County of Elgin's Procurement Policy 10.1; " an information report
containing the details relevant to the exercise of delegated authority for all
contracts awarded that exceed $10,000 including amendments and renewals is
to be prepared and reported to Council on a quarterly basis ".
In addition, the County of Elgin's Procurement Policy 3.14 states;
"Any expenditure exceeding $50,000 for a one time purchase or over an annual
basis must be reported to Council ".
DISCUSSION /CONCLUSION:
The Council of the Corporation of the County of Elgin delegated authority to the
Directors to award contracts as follows;
Value
Report Status
Greater than $10,000
but less than $50,000
No report to Council required if within 10% of the
approved budget allocation
Greater than $50,000
but less than
$100,000
No report to Council required if within approved budget
However, Council also approved that a quarterly information report would be
brought forward containing details of the award of contracts including
amendments and renewals. The detailed report of the award of contracts is
attached as Appendix A.
RECOMMENDATION:
THAT the Quarterly Information Report - Contract Awards, January 1, 2011 to
March 31, 2011 be received and filed.
29
All of which is Respectfully Submitted; Approved for Submission by;
Sonia Beavers Mark G. McDonald
Purchasing Coordinator Chief Administrative Officer
Jim Bundschuh
Director of Financial Services
30
APPENDIX A
Purchases /Projects greater than $10,000
January 1, 2011 to March 31, 2011
Department
Budget
Allocation
Project
Award
Bid Price
excludes taxes
Terrace Lodge
Operational
Service agreement for
preventative maintenance
of mechanical lifts
Arjo Canada
$15,982
Elgin Manor
Operational
Service agreement for
preventative maintenance
of mechanical lifts
Arjo Canada
$14,251
Bobier Villa
Operational
Service agreement for
preventative maintenance
of mechanical lifts
Arjo Canada
$12,470
Engineering
Operational
Emergency response call
centre for county and
lower tier municipalities
Northern
Communications
$38.411
Engineering
Capital
Shelving for basement
county building
Brodart
$24,044
Community and
Cultural Services
Capital
Publishing package for
libraries
Ebsco
$11,702
31
REPORT TO COUNTY COUNCIL
FROM: Jim Bundschuh - Director of Financial Services
DATE: June 14th, 2011
SUBJECT: Budget Comparison — May 2011
INTRODUCTION:
Attached is the budget comparison through May 2011 for the County showing
total favourable performance to budget for the month of $46,000 bringing year -to-
date performance $191,000 favourable.
DISCUSSION /CONCLUSION:
Highlights of the budget performance for the month as shown on Attachment
are as follows:
Line 16 — Corporate Expenditures: $20,000 favourable performance including
$10,000 favourable performance from self- hedging the utility rates.
Line 18 — Homes: The Ministry has still not announced the new funding levels for
2011. Once this is announced, any increase in rates will be made retroactive
back to April. In the absence of any increases the Homes revenue was $15,000
below budgeted levels resulting in over -all negative performance for the Homes
for the month of $8,000.
RECOMMENDATION:
THAT the report titled "Budget Comparison — May 2011" dated June 14th, 2011
be received and filed.
Respectfully Submitted Approved for Submission
Jim Bundschuh Mark G. McDonald
Director of Financial Services Chief Administrative Officer
32
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REPORT TO COUNTY COUNCIL
FROM: Jim Bundschuh - Director of Financial Services
DATE: June 20th, 2011
SUBJECT: Final Budget Comparison —2010 Full Year
INTRODUCTION:
The report titled "Preliminary Budget Comparison — 2010 Full Year" dated
February 22nd, 2011 showed total Net Income of $2,667,000. After bookings for
subsequent invoices were made, the final Net Income for 2010 is $2,392,000 or
$275,000 lower than reported in the preliminary report resulting in favourable
performance to budget of $841,000.
DISCUSSION /CONCLUSION:
The Budget Comparison is shown in Attachment I. The significant changes from
the preliminary numbers are:
Line 3 — Social Services: Costs for the 4th quarter were $153,000 higher than
budgeted, although YTD performance remains favourable to budget by $64,000.
Line 4 — Health Unit: As a result of the County's share of the Health Unit's 2010
surplus of $42,000 (Attachment II), net performance is a favourable $21,000.
Line 6 — Rental Income: Correction for Health Unit rent over - payment of
$12,000.
Line 9 — Project Costs: The 2010 estimate for Future Liabilities for Worker's
Compensation is $29,000 favourable compared to the prior year estimate.
Line 17 — Engineering Services: The change in accounting treatment of the
Karen Street Pumping Station from capital (County owned asset) to operating
(Central Elgin owned asset) requires that the 2010 expenditures for this project of
$125,000 be expensed.
Line 18 — Homes: Accruals for Ministry of Health partially offset by Vacation
Carry -over accrual resulting in $17,000 favourable improvement.
Line 24 — Ambulance: Two ambulances not previously included in move to
Tangible Capital Assets with 2010 amortization of $57,000
34
RECOMMENDATION:
THAT the report titled "Final Budget Comparison —2010 Full Year" dated June
14th, 2011 be received and filed.
Respectfully Submitted Approved for Submission
Jim Bundschuh Mark G. McDonald
Director of Financial Services Chief Administrative Officer
35
Attachment I
COUNTY OF ELGIN
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S: \insight data \ELGIN REPORTS \BalanceSheet1012j 14/06/2011
REPORT TO COUNTY COUNCIL
FROM: Sandi Loponen, Library Coordinator
DATE: May 26th, 2011
SUBJECT: Culture Days 2011 — Author Visit
INTRODUCTION:
Culture Days (www.culturedays.ca) is a collaborative pan- Canadian volunteer
movement to raise the awareness, accessibility, participation and engagement of
all Canadians in the arts and cultural life of their communities. The first annual
Culture Days event was held in September 2010 in over 700 Canadian cities and
towns and, by all accounts, was a great success.
The 2011 Culture Days weekend will take place September 30th to October 2nd,
2011. To mark the occasion, Elgin County Library has invited Giller award -
winning author Bonnie Burnard to read from her works Suddenly and A Good
House and participate in a facilitated book club at the Aylmer Old Town Hall
Theatre on Friday, September 30th, 2011 from 7:30 p.m. — 9:30 p.m.
DISCUSSION:
This event is occurring during the year of the library's 75th anniversary. As
previously reported to Council, the library has received $4,000 in generous
donations from community foundations to help fund our 75th anniversary
celebrations. The library plans to recognize Green Lane Community Trust, the
Spriet Family Foundation and the Don and Hazel Williams Foundation in
promotional efforts for this author visit and will use a portion of these donations to
support the costs of this event, which will be free to attend.
The library also wishes to inform Council of the following plans for this event:
• 170 tickets will be made available to book lovers throughout the County to
ensure capacity of the Old Town Hall Theatre is not exceeded.
• After Bonnie Burnard's reading, the audience will be encouraged to participate
in the largest book club ever held in Elgin County and will be able to ask the
author general questions about her writing process.
• SmithBooks of Elgin Mall will be on -hand to sell copies of the author's works for
signing.
• The event will conclude with a wine & cheese reception. The library has
received a copy of the Town of Aylmer's Municipal Alcohol Policy (MAP) and
will ensure that all legal requirements are met and necessary permits are
obtained. Under conditions of the MAP policy, the library is required to
purchase liability insurance in the minimum amount of one million dollars
naming the Town of Aylmer as co- insured.
37
CONCLUSION:
It has been several years since Elgin County Library has hosted an author event
geared to adult readers. Bonnie Burnard's visit will mark the largest book club
gathering in the County's history, the first time a Giller -award winning author has
visited the County and the County's first official entry as a participant in Culture
Days, serving as yet another great example of Council's ongoing support of
cultural life in the community.
Members of Council and staff interested in participating in this event are invited
to notify the Library Coordinator as soon as possible as space is limited.
RECOMMENDATION:
THAT staff be authorized to enter into an insurance agreement with the Town of
Aylmer for an author reading at the Old Town Hall Theatre on September 30th
2011 as outlined in the Town of Aylmer's Municipal Alcohol Policy; and,
THAT the report "Culture Days 2011 — Author Visit" dated May 26th, 2011 be
received and filed as information.
All of which is Respectfully Submitted Approved for Submission
Sandi Loponen Mark G. McDonald
Library Coordinator Chief Administrative Officer
Brian Masschaele
Director of Community and
Cultural Services
38
REPORT TO COUNTY COUNCIL
FROM: Brian Masschaele, Director of Community and Cultural Services
DATE: June 9th, 2011
SUBJECT: Rodney Library Renovations
INTRODUCTION:
Council approved $35,000 in the 2011 capital budget for accessibility upgrades
to the Rodney branch of the Elgin County Library as part of an ongoing program
to upgrade the library's 10 branches. The Municipality of West Elgin is also
facilitating upgrades to the building as part of this project. This report informs
Council of the extent of renovations taking place.
DISCUSSION:
Accessibility and facility improvements to the Rodney branch of the Elgin County
Library are taking place during the last two weeks of June 2011. Improvements
being made by the library include the following:
• Replacement of shelving to a maximum height of 60 inches and re-
configuration to improve sightlines;
• Relocation of the circulation desk adjacent to the front - entrance of the
building;
• Relocation of the children's area to the front of the building in proximity to
the circulation desk;
• Relocation of public access computers to the back of the building;
• Creation of a sitting area adjacent to the periodicals collection;
• Installation of a networked colour copier /scanner /fax for use by staff and
the public.
At the same time, and as outlined in the attached letter, the Municipality of West
Elgin is working in partnership with the Library to undertake the following
renovations:
• Interior painting;
• New carpet /tile /linoleum;
• Modification to the existing fire exit for wheelchair accessibility;
• Electrical modifications to facilitate the relocation of the circulation desk
and public access computers.
39
CONCLUSION:
The Rodney Library is closed to the public effective June 16, 2011 and will re-
open on June 28, 2011 so that the summer reading club for children can proceed
as scheduled. Public notices to this effect have gone out to local newspapers
and in the community.
RECOMMENDATION:
THAT the report "Rodney Library Renovations" dated June 9th, 2011 be received
and filed as information.
All of which is Respectfully Submitted
Brian Masschaele
Director of Community and
Cultural Services
40
Approved for Submission
Mark G. McDonald
Chief Administrative Officer
May 16, 2011
County of Elgin
Community and Cultural Services
450 Sunset Drive
St. Thomas, ON
N5R 5V1
Attn: Brian Masschaele
Dear Sir:
RE: RODNEY LIBRARY
uttiripalitg of I 1 fi.est Z i
Council of the Municipality of West Elgin at its budget meeting held on April 21, 2011
considered your request for renovations to the Rodney Library. Council agreed to your
request and directed that quotations be issued for presentation to Council at their meeting
on May 12, 2011.
Only one quotation was received but after discussion Council agreed to accept the
quotation from Joe Machado for the works except for the sidewalk (Part IV of the
quotation). The sidewalk will form part of the Road Department tender for sidewalk
improvements for the Village of Rodney. Timing for the sidewalk is unknown at this time.
For your information the following schedule was specified in the quotation document:
Part I — painting — to commence on or after June 20th and complete on or before June 27th
Part II — carpet /tile /linoleum — after the painting is finished and to complete on or before
June 27th
Part III — new door and automatic door opener — to complete work on or before June 20th
Should you have any questions please contact the undersigned directly.
Yours truly,
Norma I. Bryant, HonBA, AMCT
Clerk
cc. Shelley Fleming
22413 Hoskins Line, Box 490, Rodney, Ontario N0L43C0 Tel: (519) 785 -0560 Fax: (519) 785 -0644
REPORT TO COUNTY COUNCIL
FROM: Brian Masschaele
Director of Community and Cultural Services
DATE: May 10, 2011
SUBJECT: Springfield Library 2010 Summer Reading Club Award
INTRODUCTION:
The Elgin County Library system has established a tradition of excellence with its
annual TD Summer Reading Club. This report informs Council that this tradition
continues with news that the Springfield Library has again been acknowledged
for the quality of its Summer Reading Club program.
DISCUSSION:
Staff are pleased to inform Council that the Springfield Library has won second
prize from Library and Archives Canada for the quality of its 2010 TD Summer
Reading Club (SRC). This is a significant achievement given that several
hundred libraries across Canada participate in the program. The award comes
with a $2,000 prize which will be used for the benefit of the branch.
This marks the fourth year in a row that the Springfield Library has been
recognized for the quality of its program. In 2007, the branch won first place and
received honourable mentions in both 2008 and 2009. In 2009, West Lorne and
Rodney branches won second place. The Elgin County Library is the only
system in Canada to have received such recognition in the first four years of the
awards program in what is a highly competitive process on a national stage.
Branch staff at Springfield, and indeed all of the County's branches, should take
great pride in the quality of SRC programs which are having a positive impact on
youth across the County. The library's success with the SRC is a true team
effort, beginning with a committee of Children's Programmers and branch staff
who order the necessary supplies in accordance with the annual theme, branch
supervisors who make sure the necessary resources are in place and branch
staff who handle registrations and deliver the program.
CONCLUSION:
Plans are now underway for the 2011 program under the theme "Splash ". Staff
will be having a "rubber duckie" race along Catfish Creek in Aylmer for all
children who complete the program. This is an early sign that the program may
again be headed for award winning results.
42
RECOMMENDATION:
THAT a $2,000 prize for the Springfield branch of the Elgin County Library from
Library and Archives Canada for the 2010 TD Summer Reading Club be used to
support activities in the branch; and,
THAT the Warden issue a letter of congratulations to the appropriate library staff.
All of which is Respectfully Submitted
Brian Masschaele
Director of Community and
Cultural Services
43
Approved for Submission
Mark G. McDonald
Chief Administrative Officer
REPORT TO COUNTY COUNCIL
FROM: Rob Bryce
Director, Human Resources
DATE: June 16, 2011
SUBJECT: Revised Hiring Policies
INTRODUCTION:
This purpose of this report is to seek County Council's approval of the attached
revisions to Human Resources policies related to the recruitment and selection of
staff and non -union probationary periods.
DISCUSSION:
As part of an ongoing review of Human Resources policies, it was noted that
some of the subject policies have not been amended for 4 -6 years and require
minor changes to reflect current practise, to provide additional clarity, and to
ensure compliance with all applicable provincial and federal law. Additionally,
some changes are being proposed in an effort to streamline and enhance
operational efficiency, consistent with Council's strategic vision.
CONCLUSION:
The attached policy revisions are recommended in an effort to update and clarify
current practise and to streamline and enhance operational efficiency. All policies
remain fully compliant with law.
RECOMMENDATION:
THAT County Council approve the report entitled "Revised Hiring Policies ", dated
June 1, 2011, and the recommendations contained therein.
All of which is Respectfully Submitted Approved for Submission
Rob Bryce Mark G. McDonald
Director, Human Resources Chief Administrative Officer
44
County of Elgin
Human Resources Policy Manual
Code - A
Page 1 of 3
Section: 3
Subject: Hiring Procedure
Policy Number: 3.10
Date Approved: Oct. 1/87
Date Last Revision: July 1/11
FULL TIME EMPLOYEES
(a) Increases and decreases to the Full -time Complement
Authorization for the creation of all new Full -time positions and /or the increase or decrease
of the regular Full -time staff complements shall be completed as follows:
i) The Department Head will prepare a report with recommendations to the Senior
Management Team.
ii) The Senior Management Team will review the request, accept and recommend it to
County Council or deny and return it to the Department Head.
iii) County council will approve or deny the request.
(b) Replacing Full -time Positions
Authorization to fill vacancies for existing regular Full -time positions, which will not increase the
staff complement, or temporary positions which will not cause the department to go over
budget, shall be completed as follows:
As required the affected Department Head shall meet with the Chief Administrative
Officer and Director of Human Resources to justify the nccd obtain approval before
recruitment begins.
45
County of Elgin
Human Resources Policy Manual
Code - A
Page 2 of 3
Section: 3
Subject: Hiring Procedure
Policy Number: 3.10
Date Approved: Oct. 1/87
Date Last Revision: July 1/11
+F+} Once approved the Department Head or designate shall complete the appropriate forms
and forward them to the Director of Human Resources and the CAO for signature and
posting in accordance with policy 3.20.
PART TIME EMPLOYEES
(a) Increases to the Part -time Hours:
i) The Department Head will prepare a report with recommendations to the Senior
Management Team.
ii) The Senior Management Team will review the request, accept and recommend it to
County Council or deny and return it to the Department Head.
iii) County council will approve or deny the request.
(b) Increases to the Part -time Complement:
Authorization for the creation of all new part -time positions and /or the increase or decrease of the
regular part -time staff complements shall be completed as follows:
i) The Department Head, Chief Administrative Officer and Director of Human Resources
will review and approve all new part -time positions and /or the increase or decrease of
the regular part -time staff compliments. It is the responsibility of the department head to
ensure that the approved hours for part -time are not exceeded.
46
County of Elgin
Human Resources Policy Manual
Code - A
Page 3 of 3
Section: 3
Subject: Hiring Procedure
Policy Number: 3.10
Date Approved: Oct. 1/87
Date Last Revision: July 1/11
(c) The Director of Human Resources, Chief Administrative Officer and Council, shall advertise
for, interview and select staff to fill the position of Department Head.
(d) The Director of Human Resources, Chief Administrative Officer, Warden and /or designate
and affected Department Head with Council approval shall advertise for, interview and
select staff to fill the position of Deputy or Second in Command.
(e) The Department Head in conjunction with the Director of Human Resources shall have the
authority to hire all other staff with proper approval, and shall personally carry out necessary
recruiting /selection procedures, unless delegated to an appropriate individual within the
Department.
The County of Elgin's objective is always to hire the most qualified applicant. The selection process
will be based on qualifications, competence, skill, training and the ability to perform the work, and
where applicable; seniority.
The County of Elgin is an equal opportunity employer and carries out hiring based—on—Ran-
discrimination of in accordance with all applicable laws, including the Ontario Human Rights
Code. The
47
County of Elgin Section: 3
Human Resources Policy Manual Subject: Posting, Advertising
and Reporting
Policy Number: 3.20
Code - A Date Approved: Oct. 1/87
Date Last Revision: July 1/11
Page 1 of 1
(a) Vacancies for all positions shall be advertised by the Human Resources Department.
Vacancies for non -union positions shall be advertised internally in all departments, for at
least (5) working days e e _ _ - _ _ _ . - - _ _ _ _ -. External advertising may take
place, concurrent with the internal process, at the hiring Director's discretion.
Vacancies for all union and association vacancies will be advertised per their respective
collective agreements.
Rcsourccs Dcpartmcnt shall commcncc rccruiting per Human Rcsourccs Policy 3.10.
(c) The Human Resources Department will provide copies of the successful applicant(s) for
posting on bulletin boards and notification of the appropriate Human Rcsourcc& personnel.
(d) Vacancies that occur in the different bargaining units of the County that are not filled
through the job posting procedure as stated in the collective agreements shall be then
advertised by the Human Resources Department in all departments in conjunction with or
where possible prior to being advertised outside.
The County of Elgin is an equal opportunity employer and carries out hiring based—en—Pan-
discrimination of in accordance with all applicable laws, including the Ontario Human Rights
Code.
48
County of Elgin Section: 3
Human Resources Policy Manual Subject: Employment of
Relatives
Policy Number: 3.30
Code - A Date Approved: Oct. 1/87
Page 1 of 1 Date Last Revision: July 1/11
Members of an employee's immediate family may not be employed in the same department
where their relative will directly supervise / manage them. Immediate family members are those
relatives defined in Section 9, Policy No. 9.80 (c).
Members of County Council:
Recognizing that County Council directly supervises one staff member, that being the Chief
Administrative Officer, but may be involved in the hiring of other staff from time to time,
members of a Councillor's or the Warden's immediate family may not be hired by the Warden or
Councillor or employed where they will be directly supervised or managed by the Warden or
Council.
The County of Elgin is an equal opportunity employer and carries out hiring based on non
discrimination of in accordance with all applicable laws, including the Ontario Human Rights
Code.
49
County of Elgin Section: 3
Human Rcsourccs Policy Manual Subjcct: Required Medical
Examinations
Code - A
Page 1 of 1
Policy Number: 3.40
Date Approved: Oct. 1/87
Date Last Revision: July 1/11
All choscn applicants for positions shall havc a prc placcmcnt mcdical at the County's cxpcnsc,
MI MI
ee
50
County of Elgin Section: 3
Human Resources Policy Manual Subject: Relocation
Expenses
Policy Number: 3.50
Code - A Date Approved: Oct. 1/87
Page 1 of 1 Date Last Revision: July 1/11
Moving and other relocation expenses in connection with assuming a position with the County
will not be paid unless specifically authorized by the Exccutivc Committcc Chief
Administrative Officer, and approved by Council.
The County of Elgin is an equal opportunity employer and carries out hiring baser! on non-
discrimination of in accordance with all applicable laws, including the Ontario Human Rights
Code.
51
County of Elgin
Human Resources Policy Manual
Code — NU
Page 1 of 4
Section: 3
Subject: Probationary Period
Policy Number: 3.60
Date Approved: Oct. 1/87
Date Last Revision: July 1/11
(a) CHIEF ADMINISTRATIVE OFFICER, DEPARTMENT HEADS, MANAGERS AND
THOSE IN OTHER SUPERVISORY POSITIONS:
i) The first one hundred and twcnty (120) days workcd, including paid holidays,
twelve (12) calendar months for the Chief Administrative Officer (CAO),
Department Heads, Assistants /Deputies, Managers and those in
Supervisory positions shall be a probationary period. Probationary
performance reviews shall be conducted by
- A
the completed sixth (6th)
month and twelfth (12th) month of active service.
ii) For the Chicf Administrativc Officcr (CAO) CAO the performance review will
be conducted by County Council. Upon satisfactory complction of thc
probationary period, County Council will rccommcnd and confirm permancnt
Department Heads the performance review will be conducted by the Chief
Administrative Officer. Upon satisfactory complction of thc probationary
For Managers and those in other Supervisor Positions, the performance
review will be conducted by the Department Head. Upon satisfactory
employee by letter.
52
County of Elgin
Human Resources Policy Manual
Code — NU
Page 2 of 4
Section: 3
Subject: Probationary Period
Policy Number: 3.60
Date Approved: Oct. 1/87
Date Last Revision: July 1/11
iii) If not satisfactory, based on just cause and in accordance with the Human
Resources Policy 11.10 (b), where applicable, the employee may be
terminated before the end of the probationary period or be granted an
extension
requiring further performance
review(s)., as in (a) ii) abovc, prior to thc twcnticth (20th) day, forticth (i10) day
(b) ALL OTHER EMPLOYEES
in accordance with policy 12.10 (b).
i) The first sixty (60) days workcd, including paid holidays six (6) calendar
months shall be the probationary period for all other employees. A
Probationary performance reviews shall be conducted by the Department
Head by thc twcnticth (20th) day, forticth day ( 'lOth) and cnd of thc
probationary period. the completed third (3rd) month and sixth (6th)
month of active service.
ii) If satisfactory, the Department Head will confirm the individual's employment
by letter and a copy forwarded to the Human Resources Department for the
employees file.
53
County of Elgin Section: 3
Human Resources Policy Manual Subject: Probationary
Period
Policy Number: 3.60
Code — NU Date Approved: Oct. 1/87
Page 3 of 4 Date Last Revision: July 1/11
iii) If not satisfactory, based on just cause, the Department Head in conjunction with the
Director of Human Resources may terminate the employee or authorize a further
extension
_'
requiring a further performance review
would be thc samc as in (b) i) abovc in accordance with policy 12.10 (b).
(c) PROBATIONARY PERIOD PERFORMANCE REVIEW - INTERNAL TRANSFERS
Employees transferred to other Departments will havc thc first sixty (60) days
review
receive a performance
. six (6) calendar months
following transfer. Following Department Heads are under no obligation to offer
reinstatement in the previous department to employees who do not succeed in their
new position.
(d) CONTRACT EMPLOYEES
Contract employees who are offered regular full -time employment in their existing
position:
i) and have completed the probation period, outlined in section 3.60 (a) or (b),
will not be subject to a new probationary period; or
ii) And are within the probation period will be required to continue the probation
period outlined in section 3.60 (a) or (b).
54
County of Elgin Section: 3
Human Resources Policy Manual Subject: Probationary
Period
Policy Number: 3.60
Code — NU Date Approved: Oct. 1/87
Page 4 of 4 Date Last Revision: July 1/11
The County of Elgin is an equal opportunity employer and carries out hiring baser! on non-
discrimination of in accordance with all applicable laws, including the Ontario Human Rights
Code.
55
CORRESPONDENCE —.Juno 28, 2011
Items for Consideration - (Attached)
1. Wayne Orr, Chief Administrative Officer, Township of South Frontenac with a
resolution requesting support that the Province introduce legislation limiting
manufacturing and packaging to products that can be recycled_
Jane 14, 21J11
TOWNSHIP OF SOUTH FRO TEi 1 C
P(2 lox I. 00
4432 George , r're -ei
Svdeni rm, ON
Tel (6I3) 3 76-302 7
1-S O0-55Q-5862
Pea (6f3) 376 -6657
byWW, /owns hf {p..y( Irl� /ic rrtcr�ar: rr.c`rr
The Right Honourable Dalton McGuinty
Premier of Ontario
Queens Park
Room 281, Legislative Building
Toronto ON
M7A 1AM
Dear Premier:
Re: Limiting manufacturing and packaging to products that can be recycled.
I wish to advise that the Council of the Township of South Frontenac at their
meeting on June 7th passed the following resolution_
"Whereas the Provence has the authority to introduce measures to control the
sale of products in Ontario, and whereas the Province has set waste diversion
rates for municipalities, therefore the Township of South Frontenac requests that
the Province introduce legislation that limits the sale of goods sold in Ontario to
those which are completely recyclable or cornpcstable and packaged in materials
that are completely recyclable or cornpostable.
Furthermore that this resolution be circulated to other municipalities for their
support. Carried."
The Township of South Frontenac and the Province have set aggressive
diversion rates from landfill. Success will only be achieved by reducing the
amount of product and packaging that is produced that is not completely
recyclable.
Yours sin
Wa
Ch ' -f Administrative Officer.
VVO : am
c.c. Honourable John Wilkinson, Minister of the Environment
Randy Hillier, MPP — Lanark - Frontenac - Lennox & Addington
Association of Municipalities of Ontario
Ontario Municipalities
57
CORRESPONDENCE — June 28, 2011
Items for Information jConsent Agenda) - (Attached)
1. OMERS update — Impacts of Key 2011 OMERS Specified Plan Change Proposals and
Status Update,
2. Canada Post with a letter regarding the review of Rural Mailboxes to ensure that they
meet established safety criteria.
3. Ministry of Municipal Affairs and Housing notifying AIM 2011 Conference Delegates of
Ontario Ministers' conference meeting dates.
4. Karl Grueneis, Senior Environmental Planner, AECOM with a letter regarding the Elgin
Water Treatment Plant Residuals Management Facility Municipal Class Environmental
Assessment: Notice of Study Completion.
5. J.W. Tierney, Executive Director, Ontario Goad Roads Association with a status report
regarding the Minimum Maintenance Standards Litigation.
b. Heather Adams, Administrator & Economic Development Officer, Town of Aylmer, with
a letter thanking the County of Elgin for the opportunity to participate an the SCOR
Administrative Committee.
7. Dennis Travale, Chair, Board of Directors, SCOR, with a report on activities from
SCOR Economic Development Corporation.
58
MI_IRCO
Municipal Employer Psnsion Centre ofOrtaria
OMERS UPDATE: June 8, 2011.
Impacts of Key 2011 OMERS Specified Plan Change Proposals and Status Update
O f the seven proposals put forward by individual plan sponsor representatives this year, several are
proposals never tabled before and are generating new analysis for MEPCO. These include: SPC #03 -11
fa) [Retirement Compensation Agreement (RCA) Contribution Threshold]; SPC#06 -11 (c) [Supplemental
PLAN for NRA 60- Contribution Rates and Rebound Costs]; anti SPC x'07 -11 ',Primary Plan /RCA --
Contribution Rate Methodology],
P roposal 1103-11(a) is based an the premise that it is more tax - effective /cost- effective for contributions
to be invested in the Primary Plan (PP) than the RCA (Retirement Compensation Arrangement).
Currently 50% of the RCA contributions flow into a non - interest bearing RCA Account with the Canada
Revenue Agency (CRA) (by law), and the remaining 50% of the contributions are invested in an RCA Trust
Account. The proposal would "seed" the Primary Plan with RCA contributions, initially, and then draw
down on these contributions to pay the benefits_ To do so means changing how future contributions are
allocated between the PP and the RCA. The RCA funding objective would be to operate the RCA on an
ongoing basis to ensure that there is always a depletion period of about ten year being maintained. As
such, the RCA would never be fully funded and its Tong term viability would depend on contributions
from a robust, active membership. The proposal also calls for a 1 per cent increase in contribution rates
beyond the Allocation Threshold, presumably to deal with RCA tax inefficiency (ITA limits) and the RCA
funding deficit.
Highlight of Analysis.- This approach from an investment earnings perspective has some merit for
consideration, hut the challenge is guaranteeing withdrawal in the future. To ensure this, the approach
will require an operational framework with no impediments to the SC redirecting and withdrawing
contributions between the PP and the RCA, in the future_ In terms cf the 1% increase in contributions,
MEPCO has concerns with it.
S tatus. Proposal has not been voted an as yet.
Proposal #06-1.2 (o) attempts to reduce the Supplemental Plan (SP} rates based on new, lower actuarial
assumptions about costs, even though there is no experience with the supplemental plans for NRA 60.
(These were imposed upon OMERs in Bill 2006, which devolved DIVERS from provincial sponsorship.)
The changes were drawn from the actuarial basis for valuing the PP. There is no mention of the truing -
up process should the SP get populated; however, from NIEPCO's perspective contribution rates would
need to be reset in the first actuarial valuation report filed after an SP is populated. It is the SP's costs
that form the basis upon which unions and employers would ever bargain over the inclusion of the SP in
a local labour agreement,
200 Unive,sity Avenue, Suite 841, Toronto, ON„ M5H 3C6, Canada
59
Municipal Employer Psnsion Centre ofOrtaria
OMERS UPDATE: June 8, 2011.
Impacts of Key 2011 OMERS Specified Plan Change Proposals and Status Update
O f the seven proposals put forward by individual plan sponsor representatives this year, several are
proposals never tabled before and are generating new analysis for MEPCO. These include: SPC #03 -11
fa) [Retirement Compensation Agreement (RCA) Contribution Threshold]; SPC#06 -11 (c) [Supplemental
PLAN for NRA 60- Contribution Rates and Rebound Costs]; anti SPC x'07 -11 ',Primary Plan /RCA --
Contribution Rate Methodology],
P roposal 1103-11(a) is based an the premise that it is more tax - effective /cost- effective for contributions
to be invested in the Primary Plan (PP) than the RCA (Retirement Compensation Arrangement).
Currently 50% of the RCA contributions flow into a non - interest bearing RCA Account with the Canada
Revenue Agency (CRA) (by law), and the remaining 50% of the contributions are invested in an RCA Trust
Account. The proposal would "seed" the Primary Plan with RCA contributions, initially, and then draw
down on these contributions to pay the benefits_ To do so means changing how future contributions are
allocated between the PP and the RCA. The RCA funding objective would be to operate the RCA on an
ongoing basis to ensure that there is always a depletion period of about ten year being maintained. As
such, the RCA would never be fully funded and its Tong term viability would depend on contributions
from a robust, active membership. The proposal also calls for a 1 per cent increase in contribution rates
beyond the Allocation Threshold, presumably to deal with RCA tax inefficiency (ITA limits) and the RCA
funding deficit.
Highlight of Analysis.- This approach from an investment earnings perspective has some merit for
consideration, hut the challenge is guaranteeing withdrawal in the future. To ensure this, the approach
will require an operational framework with no impediments to the SC redirecting and withdrawing
contributions between the PP and the RCA, in the future_ In terms cf the 1% increase in contributions,
MEPCO has concerns with it.
S tatus. Proposal has not been voted an as yet.
Proposal #06-1.2 (o) attempts to reduce the Supplemental Plan (SP} rates based on new, lower actuarial
assumptions about costs, even though there is no experience with the supplemental plans for NRA 60.
(These were imposed upon OMERs in Bill 2006, which devolved DIVERS from provincial sponsorship.)
The changes were drawn from the actuarial basis for valuing the PP. There is no mention of the truing -
up process should the SP get populated; however, from NIEPCO's perspective contribution rates would
need to be reset in the first actuarial valuation report filed after an SP is populated. It is the SP's costs
that form the basis upon which unions and employers would ever bargain over the inclusion of the SP in
a local labour agreement,
200 Unive,sity Avenue, Suite 841, Toronto, ON„ M5H 3C6, Canada
59
MAPCO
Municipal Ern player Pension Centre of Ontario
Hrghfights of Ariolys +s: Lowering the contribution requirements at this time, without plan experiences
based on enrollment is not the typica! approach and may not be the most prudent. Even lowering the
contribution requirements without plan experience makes 5Ps still relatively expensive, and
participation in the SP will increase overall pension costs for participating employers.
StctWs of Proposal: The proposal was voted on at the SC's recent meeting and will proceed to mediation
— arbitration. MEPCO will track this process.
Proposal #07-11 would adjust the blending of contribution rates between NRA 60 and NRA 65 benefits
and would change the proportion of 2012 and 2013 contribution rates borne by NRA 60 members. Fire
and police employee position is that the current methodology does not reflect the pooled risk across all
groups in the plan. This proposal is generating same dialogue on the employee side of the SC Board
which has NRA 50 and NRA 65 employee representatives. We will see if there is any movement on the
employee side,
Highlights of the Analysis: The proposal lowers NRA 60 contribution rates, rather than simply using the
approach for 2011, i.e. increasing all rates by 1%, NRA contribution rates for all other OMERS members
would see some level of increase.
Status of Proposal. Under consideration by the SC.
The Police Association of Ontario proposal {SP( # C4 -11) to extend NRA 60 benefits to police civilians
was dealt with and failed to carry on the vote.
We will keep MEPCO membership informed of the progress an the outstanding proposals as the
discussions/negotiations proceed at the SC, It is also expected that the separate Statement of Plan
Design Objectives and Strategy (SPDOS) for the RCA to be developed by June, 2012 will benefit from the
discussion afthe RCA SPCs.
Detailed information an theOMERS Specified Plan Change Process and the 2011 Specified Plan Change
proposals and their status is available at:
http:f/ ltinrw. omerssc .comfindex.cfm ?oapePathuPlan DesiRn Charigesf2011 Plan Changes/2011 Specif
ied Plan Changes &id =31523
The Municipal Employers Pension Centre of Ontario (MEPCO)
MEPCO is a not -for -profit corporation, created by AN*, to ensure that its employer representatives an the ()VIERS
Sponsors Corporation and Administrative Corporation are informed welleesourced and supported by leading pension
expertise. MEPCO can raise and manage funds, hire experts who will provide appropriate research and inforrnation,
and share insights w,th others as needed.
200 University Avenue, Suite 301, Toronto, ON,, M5H 3C6, Canada
60
Municipal Ern player Pension Centre of Ontario
Hrghfights of Ariolys +s: Lowering the contribution requirements at this time, without plan experiences
based on enrollment is not the typica! approach and may not be the most prudent. Even lowering the
contribution requirements without plan experience makes 5Ps still relatively expensive, and
participation in the SP will increase overall pension costs for participating employers.
StctWs of Proposal: The proposal was voted on at the SC's recent meeting and will proceed to mediation
— arbitration. MEPCO will track this process.
Proposal #07-11 would adjust the blending of contribution rates between NRA 60 and NRA 65 benefits
and would change the proportion of 2012 and 2013 contribution rates borne by NRA 60 members. Fire
and police employee position is that the current methodology does not reflect the pooled risk across all
groups in the plan. This proposal is generating same dialogue on the employee side of the SC Board
which has NRA 50 and NRA 65 employee representatives. We will see if there is any movement on the
employee side,
Highlights of the Analysis: The proposal lowers NRA 60 contribution rates, rather than simply using the
approach for 2011, i.e. increasing all rates by 1%, NRA contribution rates for all other OMERS members
would see some level of increase.
Status of Proposal. Under consideration by the SC.
The Police Association of Ontario proposal {SP( # C4 -11) to extend NRA 60 benefits to police civilians
was dealt with and failed to carry on the vote.
We will keep MEPCO membership informed of the progress an the outstanding proposals as the
discussions/negotiations proceed at the SC, It is also expected that the separate Statement of Plan
Design Objectives and Strategy (SPDOS) for the RCA to be developed by June, 2012 will benefit from the
discussion afthe RCA SPCs.
Detailed information an theOMERS Specified Plan Change Process and the 2011 Specified Plan Change
proposals and their status is available at:
http:f/ ltinrw. omerssc .comfindex.cfm ?oapePathuPlan DesiRn Charigesf2011 Plan Changes/2011 Specif
ied Plan Changes &id =31523
The Municipal Employers Pension Centre of Ontario (MEPCO)
MEPCO is a not -for -profit corporation, created by AN*, to ensure that its employer representatives an the ()VIERS
Sponsors Corporation and Administrative Corporation are informed welleesourced and supported by leading pension
expertise. MEPCO can raise and manage funds, hire experts who will provide appropriate research and inforrnation,
and share insights w,th others as needed.
200 University Avenue, Suite 301, Toronto, ON,, M5H 3C6, Canada
60
CANAnA PUSTES
POST CA'JaOA
From anywhere. ,. l}e parrs irt...
to anyone fusqu 'a vous
Dear Customer,
. 2t 1
ELGIN
ADINNi . v.: Its SERV'10ES
As part of an ongoing safety program, Canada Post
will be revleeoing your Rural Mailbox (RMIS) to ensure
that it meets established safety criteria. During this
review, your mail delivery will continue without
interruption.
Once the review is complete, a Canada Post
representative will contact you in person if any
changes are required to your mail delivery. If no
changes are required, you will be informed by letter.
There are a number of communities where traffic
safety issues have been Identifies. Concerns raised
vary and include legal restrictions, such as no stopping
zones, the type of road, traffic volume and speed, sight
lines for safe stopping distances and the ability of our
delivery vehicles to merge safely back into traffic.
We will he working with your community leaders to
implement solutions, where required, that will reduce
any safety risk to both our employees and our
customers.
Enclosed is a brochure that outlines the safety
concerns related to rural mail delivery. Should you
require further information, please do not hesitate to
contact our Rural Mail Safety Review Customer
Service line at 1- 866 -501 -1669 or visit us at
'vww.cenadapost.calru ralmail.
At Canada Post, the safety of our employees and our
customers is a priority.
Sincerely,
Rural Mail ,Safety
CAta49A POST
955 ti[UtiaLR Awt:
1..41104rf or 1,25'r JA3
Madame, Monsieur,
POSIES CANADA
955 .410 HIEHRL/RY
LONDON ok MY 16:
Dane le cadre d'un programme de securite continue,
Pastes Canada evaluera votre Mite aux iettres rurale afin
de s'assurer qu'elle soft conforms aux driteres de securite
etabiis. Au sours de set exercise, nous nontinuernns la
livraison de votre courtier comme rhabitude.
Lcrsque ('evaluation sera terrninee, un representant de
Postes Canada ccrnmuniquere avec vous en personne si
des changerrtents s'averent necessaires a la livraison de
votre courrier. Si aucun chengereent ne s'impose, vous en
serez informe par le biais dune iettre
D'autres communautes cannaissent des problernes
semblables de securite routiere. Les preoccupations varient
de restrictions Iegales (ex_ - zone mil Ins arrhts sort
interdits), au type de route, au volume et a la vitesse de la
circulation routiere, aux lignes de visibilite our les arrets
securiiaires ainsi qu'a la capacite des vehicules de
reintegrer la circulation sans risque.
Nous travaillerons en etroite collabaraticn avec les
responeebles de vctre municipalite pourmettre en oeuvre,
le cas echeant, des solutions en vue de require les risques
de securite tent pour nos employes gtae pour nos clients.
Nous avons Indus une brochure qui decrit les
preoccupations en matiere de securite. Si vous avez besofn
de renseignements supplementaires, veuillez communiquer
aver netre Ilene du Service a la clientele sur (`evaluation de
la securite de la iivraison en milieu rural au 1 866-501-1669
ou cansuitez nntre site Web a
www.toostescanada.ca eourrierruraI.
A Pastes Canada, le securite de nos ernplcyes et de nos
clients est une priorite.
Veuillez agrter, Madame, Monsieur, ('expression de rnes
sentiments les meilleurs.
securite cie la livraison rurale
www,canadapost. ‹a wtn+w.postescanada.ca
61
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Ministry of
Municipal Affoire
and Housing
Ministere des
Affeires rnunicipaies
et du Logement
X Ontario
NOTICE TO AMO 2011
CONFERENCE DELEGATES
THE DELEGATION REQUEST FORM HAS BEEN POSTED
ONLINE AT http :llvvwriv.mah.gov.on.oal or www.amo.on.oa
The Ontario ministers' meetings with municipal delegates will be
held from Sunday, August 21 to Tuesday, August 23, 2011 at the
Hilton Hotel in London.
If your municipality wishes to meet with a minister or parliamentary
assistant, we ask that you submit your delegation request form as
soon as possible, due to summer vacation scheduling, statutory
holidays, etc., to avoid missing the July 18 submission
deadline.
Please complete an online request form or fax your request to the
contact below. To request a delegation meeting with a Minister,
please include all the issues that you wish to discuss with that
Minister on a single form. If you are requesting delegation meetings
with more than one Minister, each meeting request should be made
on a separate form.
Municipalities will be contacted by the respective ministries about
their requests and, if applicable, the meeting time and location,
approximately one week before the conference.
Thank you.
Contact:
Suzan Krepostman
Ministry of Municipal Affairs and Housing
Telephone: 41 6- 585 -6280
S uzan. krepostma n@ontorio.ca
63
A_COM
May 18, 2011
Mark McDonald
CAC
County of Elgin
Engineering Service$
450 Sunset Drive
St. Thomas, ON N5R 5V1
bEcom
3- 9C Hannoor Dike
SI. Calnarirres, ON, Cana.+a L2W OAI
www,aeco mown
9.05 682 0212 to
Bo5 682 4496 Fex
RECEIVED
MAY V 1 201,1
CrOUtTYk L �
igNAMISTRATIvE SEPVICP
Project No: 61}119761
Regarding: Elgin Water Treatment Plant Residuals Management Facility
Municipal Class Environmental Assessment: Notice of Study Completion
Dear Mr. McDonald:
13ackground
On behalf of the Elgin Area Primary Water Supply System, AECDM has completed a Municipal Class
Environmental Assessment (Class EA) for the Elgin Water Treatment Plant (WTPj Residuals Management
Facility (RMFL. The Elgin WTP RMF is part of the Huron, Elgin, L❑ndi}n Project (HFLP) Clean Water initiative, a
regional infrastructure project which will supply safe, clean drinking water to over 5O0,Oii0 residents in
Southwestern Ontario for generations to come.
The total eligiible Gast of t 1e HELP Clean Water initiative Linder the Building Canada Fund is $15C Milfian. The
Government of Canada and On iiio arc each contributing up to $50 Mill!an, with the remaining costs being the
responsibility of the C;ty of London, the Lake Huron Primary Water Supply System and the Elgin Area Primary
Water Supply System.
Preferred Solution
The preferred solution involves constructing the IMF an the E:gin WTP property within existing VVTP fenced
limits, north of the unnamed wa#a'courae. A Project File Report has been prepared lo document the planning
process followed, Including conclusions and recommendations.
Filing of Project Fire
By this notice, the Project File is being placed on public record fora 30 carendar day review period starting on
May 23, 2011 and ending on Jurte 23, 2011. For Further information, including Project File review locations,
please see the attached Notice of Study Completion.
This letter was sent to adjacent properly owners and review agencies, if you have any questionslcamments at
this time or would like additional Information on the project, please do not hesitate to contact me at j9O5) 346µ
3732 ar via amain at karl.gruaneis ❑Caecom.00m.
Sincerely,
AECOM Canada Ltd_
Karl Gruenels, ft A.
Senior Environmental Planner
]Carl. oruaLnei s aaecom. wrin
cc, !Plum lima. City of London
John Armistead, AEGO JI
64
Elgin Arca
NOTICE OF STUDY COMPLETION
Elgin Water Treatment Plant Residuals Management Facility
141unicipa! Class Environmental Assessment
The Study
The Elgin Area Primary Water Supply System (EAPWSS), through their
consultant AECOlvl. has completed a Munic pal Class Environmental
Assessment (Class EA) study for the construction of a Residuals
Management Facility (RMF) at the Elgin Water Treatment Plant (WTP)
located at 43655 Dexter Line, Central Elgin, Ontario, approximately two
kilometres east of the community of Port Stanley (sea map),
At present, process wastewater generated from the treatment of ruw Lake
Erie water at the Elgin WTP is discharged back into Lake Erie as part of
The WTF's normal 4perstion, The new RiIF wil eignificantly inmprove hew
residuals are managed and improve ATP process water quality being
sent to Lake Erie,
The Residuals Management Facility project is part of the HELP Clean
Water initiative, a regional Infrastructure project which will supply safe,
clean drinking water to over 500,000 residents as wall as various
businesses In Southwestern Ontario for generations lo come.
The total eligible cost of the HELP Clean Water initiative under the
Building Canada Fund is $150 million. The Governments of Canada and
Ontario are each contributing up to $50 million, with remaining costs the
responsibility of the City of Landon, the Lake Huron Primary 4Vater Supply
System and the Elgin Area Primary Water Supply System.
The Process
The study was conducted in accordance with the requirements for a Schedule B project as described in the Municipal Engineers
Association, Municipal Class Environmental Assessment document (October 2000 ns amended in 2007). The Municipal Class FA
applies to public sector agencies that are undertaking common water, wastewater and road infrastructure projects. The Class EA
process includes public and review agency Consultation, an evaluation of alternatives, an assessment of the impacts of the
proposed Improvements, and Identification of measures to mitigate any adverse impacts.
Project File
A Project File for the Elgin Water Treatment Plant Residuals Management Facility Class EA, which doeurnents the Class EA
planning and decision- making process has been prepared. By this notice, the Projeel File is being placed on public record for a 3t7-
calendar day review period starting on flay 23, 2011 and ending on June 23, 2011. Copies of the Project File can be found at
I1L1f d1www. watsrsuppIY. iondon .cafElginRusiducMornl.html,
Hard copies of the Froje.t File can also be fiend at the following locations during normal business hours (6:30urn to 4:30 pm):
DEXTER u•F
ExISraao ELG!N
WAFER TFIEA`hMENT
PLANT
• PROPOSFD 9ESOUAL
�'• MANAGEL `NT FACILITY
r11
yl
STUDY AREA
MDT T WALE
Municipality of Central Etgln
(Elgin County Administration
Building }, Administrative
Services
450 Sunset Drive
St. Thomas, ON M5R 5V1
Elgin Area Primary Water
Supply System
235 North Centre Read,
Suite 200
London, Ontario td5X 4E7
Elgin Water Treatment Plant
43665 Dexter Line, RR 1
Union, Ontario NOL 2M0
(Offices are on the 2" Floor)
Comments
If you have any questionstcomments or require further information, please contact either the Elgin Area Primary Weter Supply
System er AECOM at the addresses above, During the 30-clay review period, anyone who has outstanding concerns with the
project that cannot be resolved in discussion with the EAPWSS may request that the Minister of the Environment make an order for
the project to comply with Part I I of the Envirrartmerllaf Assessment Act (referred to as a Part I I Order), which addresses individual
environmental assessments. Requests must be submitted to the Minister of the Environment at the following address by June 23,
2011;
• Mr. John Wilkinson, Minister of the Environment, Ministry of the Environment -77 Wellesley Street West, 11'" Floor,
Ferguson Block Toronto Ontario, M7A 2T5
A copy of the Part II Order request must else be sent to:
• Mr. Brian Lima, P.Eng, Capital Protects Manager, take Huron & Elgin Area Primary Water Supply Systems do City of
London Regional Water Supply Division. Tel: 515.930.3505. Fax: 519.474.0451. Email: blimaalondan.ce: aid
• Mr. John D. Armistead, P.Eng, Senior Project Manager, AECOM, Cill Plaza 250 York Street, Suite 410, London Ontario
N6A BK2, Tel: 519- 963 -5880, Fex: 519-317-0072, Email: john.armistead aecom.com
Comments and information regarding this project are being collected in accordance with the Arfvnicipai Freedom of rrrfarmarion acrd
Protection at Privacy Act for the purpose of meeting environmental assessment requirements,
This notice was first published in print on May 21, 2011_
65
TO: Ontario Municipalities
FROM: J. W. Tiernay, Executive Director
Ontario Good Roads Association
DATE: May 26, 2011
RE: Minimum Maintenance Standards Litigation —Status Report
Bac kg rou nd
Last year all heads of Council received a letter advising that a legal challenge had been
filed to have the Minimum Maintenance Standards (MMS) declared null and void The
letter requested municipalities consider contributing to a Litigation Fund to fight the
application. I am pleased to report that many municipalities have contributed to the fund
and we are proceeding with our opposition to this application, If your municipality is still
considering the request please let me know at your earliest convenience as to whether
funds will be forthcoming.
This memo is intended to keep all municipalities informed as to the progress to date on
this important matter,
Discussion
OGRA has retained J. Murray Davison, Q.O. of the law firm, Paterson, MacDougall, LLP
as our legal counsel to represent your interests. Mr. Davison is very knowledgeable in
the area of Minimum Maintenance Standards having volunteered his time and expertise
in the development of the initial standards and the 5 year review that was recently
undertaken.
Our counsel filed an application with the courts to grant OGRA intervenor status. The
opposing counsel did not object to this application and the court issued an order adding
OGRA as intervenor on October 6, 2010.
A MMS Litigation steering committee made up of representatives from the Ontario Good
Roads Association; the Ontario Municipal Insurance Exchange (OMEX); the Regional
Municipality of York; the Province of Ontario; the Waterloo Region Municipalities
Insurance Pool and Frank Gowan Company Limited met on May 25, 2011 and received
an update from our legal team.
The plaintiff's Counsel has filed a motion for the production of all documents associated
with the creation of the original Minimum Maintenance Standards,
66
Our litigation team is supporting two motions filed by the Crown. The first being to limit
the scope of the hearing to the standards that were in effect at the time of the accident
that precipitated this action. The second motion is to transfer the hearing from the
Superior Court to the Divisional Court. In the Superior Court only one judge presides,
while at Divisional Court three judges preside. Our legal team feels that this move
would be advantageous to our position.
AV the above referenced motions are currently scheduled to be heard on June 13.2611.
A further update will be issued subsequent to that hearing.
VVe previously advised that the Ontario Trial Lawyers Association was going to seek
intervenor status. They have not done so to -date however we anticipate that they will
do so later.
At this time there is a possibility that the application will be heard in the fall of this year,
however the prevailing opinion suggests that it might not be heard until spring of 2012.
Further updates will be issued as the matter progresses.
JWTT
67
mer
11
. Ontario, Canada
Proud heritage. Bright Future.
The Corporation of the Town of Aylmer
46 Talbot Street, West, Aylmer, Ontario h15H 117
Office 519- 773 -3164 Fax: 519- 765 -1445
www aylmer.ca
May 16, 2011
Mr. Mark IvlcDonald
Chief Administrative Officer
County of Elgin.
450 Sunset Drive
St. Thomas, Ontario
N5R 5V 1
Dear Mark:
RECE1VED
MAY 2 0 2611
COUNTY OF ELGIN
,AdINISTAA3tVE SWAM
As you know,1 am retiring as Administrator and Economic Development Officer with
the Town of Aylmer effective May 20, 2011. For the past several years I have had the
privilege of representing the County of Elgin on the Administrative Committee of the
South Central Ontario Region (SCOR) Economic Development Corporation.
When each of the five partner Counties was asked to appoint two staff who work in
economic development for the County or its lower tier municipalities, I was very pleased
to be appointed by Elgin County Council to work with Alan Smith to represent the Elgin
on the Administrative Committee, now known as the Resource Advisory Committee. 1
have enjoyed the opportunity to work with other regional staff and the SCOR Board of
Directors to promote and develop our area through this initiative.
Thank you very much for the opportunity to participate, I know that the next appointee
will enjoy continuing the work of this organization and I wish them and the County all
the best for the future_
Sincerely
4cifeedL
M. Heather Adams
Administrator &
Economic Development Officer
cc: General Ivianager, SCOR
Mayor f. Couckuyt
68
June 15, 2011
Warden Dave Mennill
87 John Street South
Aylmer, ON
NSH 2C3
Dear Warden Mennill:
RE. Re oil an A tiv9ties from SCO canamic Devele ment Car oration
On behalf of the Board of Directors of the SCOR EDC, I am pleased to provide you with an
update on our most recent activities and Successes, and ask that you distribute this document
to ail elected officials and Chief Administrative Officers.
SCOR has hired a new General Manger, Arthur Lawson, formerly of OMAFRA, Mr. Lawson
began his official duties on June 1, 2011, As the former SCOR representative from OMAFRA
Art has been involved with SCOR and its projects and initiatives for some time and is very fa-
miliar with our organization. We look forward to his considerable insights and leadership skills
to take SCOR into the next phase of its operations.
SCOR office staff continues to build relationships and are being sought out by organizations,
businesses and individuals within the five counties for assistance and support on a number cf
activities and projects.
On May 27, 2011 SCOR launched its SCOR Business Portal website, This website is the first
of its kind in Canada serving entrepreneurs and businesses with information specific to the
SCOR region. This site is a one -stop shop for those seeking support in either starting or
expanding a business within SCOR. The launch was well attended by representatives from all
areas of SCOR as well as the media.
SCOR is also wrapping op he Priority it 1 Maintaining the Competitive Edge project with final
recornrnendations expected from the project committee by the end of June.
Progress is also being made on projects in which SCOR has partnered with other organiza-
tions including OFVGA, the Local Training Boards and Ag- Canada
We are also developing relationships with Southwest Tourism Development Corporation
(RTO1) as well as the Western Wardens.
SCOR has signed an MOLL with St1VEA furthering regional cooperation. Working together will
enhance the abilities of each organization to reach its goals to the bsnefit of Southwestern
South Central Ontario Region Economic Development Corporation (SCOR)
4 Elm Street, Tillsonburg, ON N4G 0C4, P: 519- 842 -6333 F: 519 -842 -7123 E: gm ai scorregion.corn
69
Ontario. Through mutual advocacy and joint action SCOR and SWEA are cooperating on a
number of commonly identified issues including infrastructure planning and sustained research
planning for the region.
The Beard will be meeting at the end of June for a Strategy Review Session and will be inviting
stakeholders and partners to provide input at this time. The purpose of the Strategy Review
Session will be to determine the next wave of actions as well as to evaluate actions
undertaken to date.
SCOR would like to take this opportunity to thank you for your continued support and
commitment. Our mutual cooperation and dedication is vital in achieving our goals of eco-
nomic diversity and growth in the region.
Please do not hesitate to contact me should you have any questions or if you wish to have a
detailed presentation made to your Council.
Yours truly,
Dennis Travale, Chair
Board of Directors
South Central Ontario Region (SCOR) Economic Development Corporation
c.c,
Mark McDonald
Clerk
Elgin County
South Central Ontario Region Ec nornic Development Corporation (SCOR)
4 Elm Street, Tillsanburg, ON Ml4G 0C4, P: 519 - 842.6333 F: 519 - 842 -7123 E gmg.scorregion.ccrn
70
HR Assistant
Joanna DeBackere
Progressive by Nature
4.1
Human Resources
Overview
E� 1ginC� unit}
IProgressive by Nature
HUMAN RESOURchs omiANIZATION CHART
HR Manager
Tanya Tilton -Reid
HR Assistant
Heather Rosevear
enefits Coordinato
Dorothy Schaap
1
Progressive by Nature
HUMAN RESOURCES 2011 DEPARTMENT BUDGET
Wages
Benefits
Corporate 1,
Other Costs
Total
$ 311,000
73,000
15,000
14.000
$ 413,000
71
1
Progressive by Nature
ONSIBIUTIES OF THE HUMAN RESOURCES DEPARTMENT
➢ Overall responsibility for matters Impacting our EMPLOYEES - Including
developing, recommending, and administering Human Resources, Labour
Relations, Pension and Benefits, and Health and Safety polides and
guidelines.
➢ Human Resources activities Include::
➢ All Recruitment, Selection, and Odentatlon gnaw hires
➢ Job Evaluation matters, Including ciassMcation of positions and
maintenance of standardized Job descriptions
➢ Development and administration of Performance Evaluation system
➢ Provide advice and counsel to management and staff on Human
Resources polides to ensure consistent application In accordance with
Intent of Employer
➢
Provide advice and counsel to management and staff on Human
Resources legal requirements to ensure all policies, procedures,
guidelines, and activities comply with federal and provincial law f._
F:It;in
of SHE HUMAN RESOURCES DEPARTMENT
➢ Human Resources activities include:
➢ Ensure employee records - Including vacation entitlement and
scheduling, attendance, sick leave, leaves of absences - are properly
maintained and kept confidential
➢ Act In an advisory capadty to CAO, Management Team, and Council In
matters related to Human Resources
➢ Advise employees on all matters relating to salary, benefits, pension as
well as provide counselling services relating to Human Resources
➢ Co -ordinate Employee Assistance Program
➢
Provide assistance to lower-tier munidpaikies
➢ Labour Relations activities Include:
➢ Take County-lead In collective agreement negotiations, mediation,
arbitration, and managing grievance workload
EI
Progressive by Nature
RESPONSIBILITIES OF THE HUMAN RESOURCES DEPARTMENT
➢ Labour Relations activities Include:
➢ Ensure terms and conditions of collective agreements are
administered as Intended by providing extensive consultatWe services
➢
Provide advice and counsel In management of grievance procedure
➢
Maintain positive relations with Union Committee members, Business
Agents, Regional and /or National Union Representatives
➢ Pension and Benefits activities Include:
➢ Enroll employees, calculating service, liaising with OMERS staff
➢
Maintain PT employee qualifying Its
➢ Remit monthly OMERS payments
f�:l' Allr
72
2
Progressive by Nature
OF THE HUMAN RESOURCES DEPARTMENT
➢ Pension and Benefits activities Include:
➢ Produce annual Reporting of Contributions for OMERS audit
(Form 119)
➢Administer County Benefit programs by enrolling employees and
explaining coverage
➢ Review and remit monthly payment to benefits carrier
➢Assist employees on a variety of matters relating to benefit
eligibility and coverage
➢ Review, recommend to County Council, and Implement rate and
coverage changes relating to Benefits and Health and Wellness
f�:l� Cllr
Progressive by Nature
OF THE HUMAN RESOURCES DEPARTMENT
➢ Health and Safety
➢ Maintain County's Health and Safety pollades and procedures
➢ Co-ordinate the County's Joint Health and Safety Committee
➢ Manage all occupational and non -occupational claims to limit the
County's liability
➢ Develop and Coordinate Implementation of all transitional or modified
work programs to return injured or III workers to the workplace, as
appropriate
➢ Manage all WSW, STD and LTD claims within the County
➢ Develop, co -ordinate and /or conduct orientation and training relating
to occupational health and safety legislation, first aid, safety policies
and procedures and other applicable legislation (WHMIS,
Acddent/Inaddent investigations, Workplace Inspections)
Erg,,
Progressive by Nature
ONTARIO MUNICIPAL Er 2S RETIREMENT SYSTEM (OMERS)
➢ OMERS Is one of Canada's largest pension plans -$53 Billion In net assets
(12% rate of return In 2010)
➢ 2009 and 2010 combined retum of 59.9 Billion
➢ 400,000 members Including 920 member municipalities , school boards,
libraries, police and fire departments, other local agencies
➢ Defined Benefit Plan - funded by contributions of member: and employers
and Investment earnings
➢ 2010 County of Elgin contributions - $877,100
➢ County of Elgin - 294 OMERS members (Ind. 214 FT)
73
Progressive by Nature
➢ Mosey and Mosey selected as County's benefits consultant In 2006 and
they negotiate business with carder on behalf of County
➢ Benefits provided by ManuIIfe Financial
➢ March renewal annually
➢ 2011 renewal - 4 % increase or $42,300
➢ Going to market In 2012
➢ County pays $1,056,900 annually for employee benefits
➢ Average cost of family coverage Is $440 per month
➢ Average cost of single coverage is $235 per month
EIr C
I Progressive by Nature
LEGAL COMPLIANCE
Human Resources activities at the County of Elgin must
comply with provincial and federal statutes, regulations,
policy directives, laws and guidelines.
This includes compliance with:
>Employment Standards Act
>Workplace Safety Insurance Act
>Ontario Human Rights Code
>Ontario Health and Safety Act
E L lgmr:ovoi
➢ Re- organized Human Resources Depur Lmenl
➢ Insourced non-occupational claims management
➢ Achieved satisfactory settlements with SEIU and ONA without arbitration and
interruption of service delivery and within mandate
➢ Successful compliance review with human rights (disability /accommodation)
➢ Bill 168 compliance (Violence in Workplace - OSHA)
➢ Successful United Way partnership
➢ Significant grievance workload reduction
74
4
Progressive by Nature
IginCaunt$
Progressive by Nature
AGE
SERVICE
SEIU
ONA
CUPE
Non Union
60 -plus
16
9
25 -plus
29
1
4
6
10
20 -25
17
4
8
10
15
15 -20
21
0
1
4
Under29
10 -15
42
3
3
6
5 -9
100
6
7
18
31
Less than 5
113
17
5
35
322
31
28
79 Alk
IginCaunt$
Progressive by Nature
AGE
SEIU
ONA
CUPE
Non Union
60 -plus
16
9
7
5
50 -59
79
10
10
25
40 -49
91
7
6
15
30 -39
77
4
4
17
Under29
59
1
1
17
322
31
28
79
Progressive by Nature
GENDER
SEIU
ONA
CUPE
Non Union
MALE
28
1
1
20
FEMALE
294
30
27
59
MALE
(avg age)
42
34
62
43
FEMALE
(avg age)
42
53
51
41
F/ to nCojj
75
5
1 gress by Nature
_laws
120 -
100
80
60
40
20 -
0
2009
2010
2011
• Non -union
• Terrace Lodge
❑ Elgin Manor
❑
Bober Villa
• Libraries
• Total
Progressive by Nature
uR - Internal /Ex.............
160
120
100
80
60
40
20
0
—
— —
—
—
• Non -union
• Terrace Lodge
0 Elgin Manor
0 Bobier Villa
• Libraries
■Total
—
• Non -union
■Terrace Lodge
0 Elgin Manor
0 Bobier Villa
■Libraries
■Total
40
20 �=
—L
71
■
2009 2010 2011
r
2009 2010 2011
EI
Mr. � — s
1 gress by Nature
_laws
120 -
100
80
60
40
20 -
0
2009
2010
2011
• Non -union
• Terrace Lodge
❑ Elgin Manor
❑
Bober Villa
• Libraries
• Total
Progressive by Nature
uR - Internal /Ex.............
160
140
120
100
80
60
— —
—
• Non -union
• Terrace Lodge
0 Elgin Manor
0 Bobier Villa
• Libraries
■Total
40
20 �=
]
2009 2010 2011
EIg . ,.
76
6
Progressive by Nature
ances - Ontario Nurses Association (ONA)
2009
2010 2011
• Terrace Lodge
• Elgin Manor
O Bobier Vlla
0 Total
Progressive by Nature
RR - Grievances - Service Employees International Union (SEIU)
6
1
14
12
10
4
2
_ —
• Terrace Lodge
• Elgin Manor
0 Bobier Vlla
❑Total
2009 2010 2011
�5
Elpil
F Progressive by Nature
uo - c.;- rances - Cu„u..,u„ ......,n of Public Employees (CUPE)
1.2 -
0.8 -
0.6 -
0.4 -
0.2 -
0
2009 2010 2011
• Libraries
77
7
Progressive by Nature
Taken Seriously!
Cost - Potential for Penalties under MOL
Individual - up to $25,000 and 2
years imprisonment
Corporation - up to $500,000
Elgarn..��:ii,.
Progressive by Nature
> Health and Safety
>Accessible Customer Service
WHMIS
>Workplace Violence and Harassment
>Attendance Management System
>INFO HR Software
>Bullying in the Workplace
> Performance Management
hlguv
Progressive by Nature
>First Aid / CPR
>Supervisory Skills - Levels 1 -6
>Coaching Skills for Supervisors
>Safety Essentials for Supervisors
>OMERS /Retirement Information
>Disability Management
>JHSC Refreshers
>Specialized Equipment Refreshers
ElganC•a:u��
78
8
Progressive by Nature
➢ As of November 1, 2010 the County of Elgin manages
all absences (non - occupational and occupational) in-
house
> Savings of $3000 per month for the County
➢ Improved working relationship with staff and Unions
➢ Attendance Management System review in fall 2010 by
legal
> Supportable, consistent yet flexibility built in
➢ Meets Human Rights and Accommodation legal
requirements
ElgmCuunry
I Progressive by Nature
)ationat Absence Claims
Non - Occupational Claims Managed:
2008 - 80 claims
2009 - 113 claims
2010 - 111 claims
2011 (as at June 1) 55 claims
On trend for 2011 - 132 claims
Estimated average length to manage each claim to close -
6 weeks
ElginC�rous1
Occirnatinnai In'i,I
Progressive by Nature
- No Lost Time or Media' Ai,I
— Staff are encouraged to report all accidents, incidents
and near misses regardless if lost time and /or medical
aid is required
— Each Accident /Incident form received is investigated by
the Department Manager
— A full report including the completed investigation is
forwarded to Human Resources for review and /or
follow -up as required
— All occurrences are reported to the applicable JHSC for
review and input
— Trends regarding types of incidents, locations of
incidents and number of shifts worked prior to incident
are reviewed
ElginC••i�us�
79
9
24: - Progressive by Nature
,pational Incidents - No Lost Time or Medical Aid
2009 - 97 incidents reported
2010 - 98 incidents reported
2011 (as of June 14, 2011) - 42 incidents
reported
EI/ gir
Progressive by Nature
cy & Insurance Board (WSIB)
➢ County is a Schedule 2 Employer
➢ No premiums or surcharges - no NEER ratings, no SIEF
➢ Pay actual claim costs plus the WSIB administrative fee (% of costs
paid out -2011 provisional rate 22.20 %)
➢ County maintains Excess Indemnity Insurance and Occupational
Accident Insurance to help cover costs of large claims
➢ Big Push by WSIB on Accommodation and Workplace Reintegration
ElganC•a:n��
Progressive by Nature
(excludes: cost of ongoing claims prior to separating the
Firm numbers, doctor's fees and WSIB admin fees)
2069
Bobier Villa - $3.843
Elgin Manor- $51,387
Terrace Lodge - $5, 106
2
20191 (lanIl - Marl)
Bobier Villa - $7.190 Bobier Villa - $1.052
Elgin Manor- $49,167 Elgin Manor- $6,320
Terrace Lodge - $22,906 Terrace Lodge - $5878
Elgani • •i:
80
10
Progressive by Nature
- Moving Forward
➢ WSIB Return to Work legislation has recently changed
➢ Large push to ensure injured workers are found
employment with the pre- injury Employer
➢ Expected that LMR costs will decrease HOWEVER much
greater expectation to "find" work in any part of the
organization - will create new processes for hiring -
priority to injured workers before external hiring
proceeds
ElgmCuuuty
Progressive by Nature
D Manage increasing benefit costs (occupational and non - occupational) and
develop options for employee health and wellness
D Examine and implement funding arrangements for specialty insurances
(excess indemnity)
D Resolve pay equity administration issues with union partners (CUPE and
ONA)
D Conduct Organizational Health Review - Analysis of departmental skill
baseline and address gaps, including succession planning
D Ongoing HR policy review
D Work with management to standardize practices and processes between
each of the County's three LTC facilities.
D CUPE Bargaining Q4 2011
ElgmCuumy
81
11
CLOSED MEETING AGENDA
June 28, 2011
Staff Reports: (NOT ATTACHED)
1) Director of Human Resources - Municipal Act, Section 240.2 (d) labour relations or
employee negotiations - Collective Bargaining — Ontario Nurses' Association
82