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September 27, 2011 Agenda Package
El/ ginCounty ORDERS OF THE DA Y FOR TUESDAY, SEPTEMBER 27, 2011- 9:00 A.M. ORDER 1st Meeting Called to Order 2nd Adoption of Minutes — September 13, 2011 3rd Disclosure of Pecuniary Interest and the General Nature Thereof 4th Presenting Petitions, Presentations and Delegations DELEGATIONS: 9:00 a.m. Paul Shaffer, Executive Director, Elgin — St. Thomas United Way Annual United Way kickoff. 9:10 a.m. Kimberly Ears, Business Development Officer, South Central Ontario Region Economic Development Corporation SCOR PowerPoint presentation (attached) 9:20 a.m. Jenny Phillips, Chair, Joint Elgin /Central Elgin Accessibility Cte. Joint Elgin /Central Elgin 2009 -2011 Annual Municipal Accessibility Plan (attached) PRESENTATIONS: 11:30 a.m. Steve Peters, M.P.P., Elgin- Middlesex- London 11:35 a.m. International Plowing Match Executive Committee 5th Motion to Move Into "Committee Of The Whole Council" 6th Reports of Council, Outside Boards and Staff 7th Council Correspondence 1) Items for Consideration 2) Items for Information (Consent Agenda) 8th OTHER BUSINESS 1) Statements /Inquiries by Members 2) Notice of Motion 3) Matters of Urgency 9th Closed Meeting Items — see separate Addendum 10th Recess 11th Motion to Rise and Report 12th Motion to Adopt Recommendations from the Committee Of The Whole 13th Consideration of By -Laws 14th ADJOURNMENT NOTICE: LUNCH WILL BE PROVIDED Sept. 29, 2011 Sept. 29 & 30, 2011 Oct. 16 -18, 2011 Oct. 25, 2011 Nov. 4, 2011 Nov. 8, 2011 Elgin Arts Trail Launch 4:30 — 7:00 p.m., St. Thomas -Elgin Public Art Centre Elgin County Tour of Roads & Libraries (departing from Administration Building @ 8:30 a.m.) Counties, Region and Single Tier Municipalities & District Social Services Administration Boards 2011 Conference County Council Meeting Warden's Banquet, Malahide Community Place Students Day DRAFT COUNTY COUNCIL Tuesday, September 13, 2011 The Elgin County Council met this day at the Administration Building at 9:00 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 on July 26, 2011 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF — None. Moved by Councillor Jenkins Seconded by Councillor Marr THAT we do now move into the Committee Of The Whole Council. - Carried. REPORTS Elgin Arts Trail Progress Report — Tourism Development Coordinator The coordinator presented a PowerPoint report outlining details and launch of the new arts trail. Moved by Councillor Marr Seconded by Councillor Wiehle THAT the report titled "Elgin Arts Trail Progress Report" dated August 30, 2011 be received and filed. - Carried. Elgin Business Resource Centre 25th Anniversary Sponsorship Opportunity — Business Development Coordinator The Business Development Coordinator presented the report regarding sponsorship of the Centre's anniversary. Moved by Councillor Wiehle Seconded by Councillor Couckuyt THAT Elgin County Council and Economic Development purchase a platinum sponsorship for the Elgin Business Resource Centre's 25th anniversary celebration and allocate $1,000 from Council's budget to supplement Economic Development's contribution of $1,000. - Carried. Tourism Signage Grant: Farmtown Canada — General Manager of Economic Development The Marketing and Communications Coordinator presented the report on the application by Farmtown Canada for tourism signage. 2 Moved by Councillor McIntyre Seconded by Councillor McWilliam THAT Elgin County Council approve the grant for tourism directional signage - up to five signs - for Farmtown Canada. - Carried. Tourism Signage: Revised Policy — General Manager of Economic Development The General Manager of Economic Development outlined the changes in the tourism signage policy. Moved by Councillor Wiehle Seconded by Councillor Ens THAT the revised Elgin County Tourism Signage Policy be endorsed by County Council. - Carried. Summary of Comments from the Open Houses and Update on the Elgin County Official Plan Process — Manager of Planning The Chief Administrative Officer presented the report, updating council on the process of the Official Plan. Moved by Councillor Marr Seconded by Councillor McIntyre THAT the report titled "Summary of Comments from the Open Houses and Update on the Elgin County Official Plan Process" dated September 6, 2011 be received and filed. - Carried. Update to Highway 3 By -Pass — Manager of Planning The Chief Administrative Officer presented the report regarding a traffic study of the Highway 3 by -pass. Moved by Councillor Walters Seconded by Councillor Couckuyt THAT Elgin County Council endorse the proposal put forward by the affected municipalities and that a formal request be made of the Ontario Minister of Transportation to carry out a traffic assessment study on the portion of Highway 3 extending from Highway 4 in the west to Hacienda Road in the east as soon as possible: and, THAT such a request be made as a resolution of Council and that all affected municipalities be copied and requested to pass similar resolutions which can be submitted jointly to the Minister of Transportation for Ontario. - Carried. Elgin County Council Student Day — Manager of Archives The Director of Community and Cultural Services presented the report, asking council to consider participating in Student Day. Moved by Councillor McIntyre Seconded by Councillor Couckuyt THAT Council host a Student Day session on November 8, 2011. - Carried. 3 Library Building Capacity Grant — Director of Community & Cultural Services The director presented the report, noting the provincial grant was in the amount of $9,188. Moved by Councillor Jenkins Seconded by Councillor McWilliam THAT Elgin County Library be authorized to expend $9,188 in one -time funds from the Ontario Ministry of Tourism and Culture by the end of February 2012 for library building capacity: and, THAT the Warden, on behalf of Council, issue a letter of appreciation to the Minister of Culture and Tourism. - Carried. 2011/2012 Nursing Strategy: Late Career Initiative — Director of Homes & Seniors Services The director presented the report outlining the amounts of funding for the three county homes. Moved by Councillor McIntyre Seconded by Councillor Marr THAT the report titled 2011/2012 Nursing Strategy: Late Career Initiative" dated September 6, 2011 be received and filed. - Carried. Award of Tenders: Exterior Improvements - King George Lift Bridge; Bridge Expansion Joints and Miscellaneous Culvert Repairs — Deputy Director of Engineering Services The Director of Engineering Services presented the report, outlining tender results for projects. Moved by Councillor Walters Seconded by Councillor McIntyre THAT Klassen Construction be selected for exterior improvements — King George Lift Bridge tender, Contract No. 6210 -10 -10 at a total price of $83,938.37 exclusive of HST: and, THAT Gary D. Robinson Contracting Limited be selected for the Bridge Expansion Joints and Miscellaneous Culvert Repairs tender, Contract No. 6290 -10 at the total price of $375,000, inclusive of a contingency allowance in the amount of $35,000 and exclusive of HST: and, THAT if the cost increases above the tender amount approved by Council by more than 10 percent, the Director will prepare a further report to Council outlining the expenditures: and, THAT the Warden and Chief Administrative Officer be authorized to sign the contracts. - Carried. Calton Line Slope Rehabilitation— Deputy Director of Engineering Services. The Director of Engineering Services presented the report outlining the rehabilitation project and tender. It was noted that Graham Road will be closed from September 26, 2011 until November 11, 2011. Moved by Councillor Wiehle Seconded by Councillor Ens THAT Birnam Excavating Limited be selected for the Calton Line Slope Rehabilitation, Contract No. 6200 -11 -05 at a total price of $350,811.43, inclusive of a $25,000 contingency allowance, exclusive of HST: and, 4 THAT staff be directed to allocate the funds for this project from efficiencies in other capital projects with the remaining allocated from the 2012 Belmont Road Resurfacing project: and, THAT if the cost increases above the tender amount approved by Council by more than 10 percent, the director will prepare a further report to Council outlining the expenditures: and, THAT the Warden and Chief Administrative Officer be authorized to sign the contract. - Carried. Road Shoulder Rehabilitation and Sub Drain: Furnival Road — Deputy Director of Engineerinq The Director of Engineering Services presented the report and the tenders. Moved by Councillor Wiehle Seconded by Councillor Jenkins THAT Birnam Excavating Limited be selected for the road shoulder rehabilitation and subdrain (Furnival Road) tender, Contract No. 6200 -11 -03 at a total price of $838,004.11, inclusive of a $40,000 contingency allowance, exclusive of HST: and, THAT if the cost increases above the tender amount approved by Council by more than 10 per cent, the Director will prepare a further report to Council outlining the expenditures: and, THAT the Warden and Chief Administrative Officer be authorized to sign the contract. - Carried. County Roads and Library Branches Bus Tour - September 29 -30, 2011 — Deputy Director of Engineering The Director of Engineering Services presented the schedule for the bus tour for council. Moved by Councillor Marr Seconded by Councillor McIntyre THAT the report titled "County Roads and Library Branches Bus Tour: September 29 -30, 2011" dated August 24, 2011 be received and filed. - Carried. National Tree Day: September 21, 2011 — Director of Engineering Services The director presented the report, outlining a 10 -year tree replanting program at the county's administration building. Moved by Councillor McIntyre Seconded by Councillor Walters THAT the County of Elgin support National Tree Day and plant a Carolinian tree at the county's administration building: and, THAT the Warden forward a letter to the Kettle Creek Conservation Authority thanking them for their support to a worthy cause. - Carried. Heat, Ventilation, Air Conditioning Replacement at Terrace Lodge — Director of Engineering Services The director presented the report on the tender submitted for the project. 5 Moved by Councillor Couckuyt Seconded by Councillor McWilliam THAT Climate Control be selected for the heat, ventilation, air conditioning (HVAC) replacement tender, Contract No. 4502 -11 -21 at a total price of $40,950, exclusive of HST: and, THAT council approves to reallocate $25,000 from Terrace Lodge efficiencies capital budget, Project: Enabling Accessibility, Contract 4502 -11 -30 to the HVAC replacement project, Contract No. 4502- 11 -21: and, THAT if the cost increases above the tender amount approved by Council by more than 10 per cent, the director will prepare a further report to Council outlining the expenditures. - Carried. Council recessed at 10:00 a.m. and reconvened at 10:25 a.m. Installation of Ceramic Tile Flooring: Bobier Villa — Director of Engineering Services The director presented the report on the tender submitted for the flooring project. Moved by Councillor McWilliam Seconded by Councillor Jenkins THAT Bernardo Group Limited be selected for the installation of ceramic tile flooring at Bobier Villa, Contract No. 5930 -10 -04 at a total price of $89,765.80, exclusive of HST: and, THAT Council approves to reallocate $22,000 from Terrace Lodge efficiencies capital budget, Project: Enabling Accessibility, Contract No. 4502 -11 -30 to the capital project of installing ceramic tile flooring, Contract No. 5930- 10 -04: and, THAT if the cost increases above the tender amount approved by Council by more than 10 per cent, the director will prepare a further report to Council outlining the expenditures. - Carried. Quick Connect Solutions - Court Services Supervisor The Director of Financial Services presented the report, outlining the benefits of using the automated calling system. Moved by Councillor Ens Seconded by Councillor Walters THAT the Warden and Chief Administrative Officer be authorized and directed to sign the Quick Connect Solutions non - disclosure agreement: and, THAT management be authorized to approve the use of the Quick Connect Solutions system as a method of contacting residents and clients. - Carried. Quarterly Information Report: Contract Awards, April 1, 2011 - June 30, 2011 — Purchasing Coordinator The Director of Financial Services presented the report, outlining purchases made from April to June, 2011. Moved by Councillor McIntyre Seconded by Councillor McWilliam THAT the report titled "Quarterly Information Report: Contract Awards, April 1, 2011 - June 30, 2011" dated August 24, 2011 be received and filed. - Carried. 6 Budget Comparison: July 2011 — Director of Financial Services The director presented the report, showing a favourable performance. Moved by Councillor Marr Seconded by Councillor Couckuyt THAT the report titled "Budget Comparison: July 2011" dated August 23, 2011 be received and filed. - Carried. CORRESPONDENCE Items for Consideration None. Items for Information (Consent Agenda) 1. Hon. John Wilkinson, Minister of the Environment, acknowledging Council's support for the Town of South Frontenac's product and packaging resolution. 2. Hon. Dalton McGuinty, Premier of Ontario, acknowledging council's concern regarding ambulance fees. 3. Ron Eddy, Mayor, County of Brant, with information regarding investment in South - Central Ontario (The Sand Plain). 4. M. Dianne Caryn, CAO /Clerk, the Town of Petrolia, with a resolution to support the Town of Goderich by donating $100.00 to assist with replacing trees that were lost in the recent tornado. 5. Dennis Travale, SCOR Chair with information regarding their decision to move forward in partnership with the Rural Secretariat of Agriculture and Agri -Food Canada. 6. Information regarding the Counties, Region and, Single Tier Municipalities & District Social Services Administration Boards 2011 Conference, October 16 -18, 2011. 7. Information regarding the 2011 Ontario West Municipal Conference, November 25, 2011. The following recommendation was adopted in regard to Correspondence Item #4: Moved by Councillor Jenkins Seconded by Councillor Marr THAT Elgin County Council donate $100 to the Goderich Disaster Relief Fund to help the community rebuild. - Carried. Moved by Councillor Walters Seconded by Councillor Ens THAT Correspondence Items #1 - 3, and #5 - 7 be received and filed. - Carried. OTHER BUSINESS Statements /Inquiries by Members Councillor Walters commented on the resurfacing of county roads and the state of catch basin gutters that provide a challenge to farmers moving equipment. Staff were directed to come back to council with a report. 7 Councillor McWilliam reported on the success of the Elgin County Plowing Match. Councillor Marr reported that Central Elgin was awarded a Peter L. Marshall Certificate of Merit at the recent Association of Municipalities of Ontario conference. The Director of Community and Culture Services thanked council for their support of the recent library summer reading program. Warden Mennill reported on the special event held for the Kangaroo regiment on the weekend of September 10, 2011. Notice of Motion — None. Matters of Urgencv — None. Closed Meeting Items Moved by Councillor Marr Seconded by Councillor McIntyre THAT we do now proceed into closed meeting session in accordance with the Municipal Act Section 240. 2 (a) the security of the property of the municipality or local board — Keystone Village Project (former Elgin Manor site); 240.2 (d) labour relations or employee negotiations — Pay Equity Commission — Notice of Decision; 240.2 (a) the security of the property of the municipality or local board — Clinical Associates Lease; 240.2 and (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board — Judgment from Court of Appeal Elgin v. Elku. - Carried. The Chief Administrative Officer presented a report on the Keystone Village Project. The Director of Human Resources presented a report on the Pay Equity Commission — Notice of Decision. The Director of Engineering Services presented a report on the Clinical Associates Lease. The Chief Administrative Officer presented the correspondence regarding Elgin v. Elku — a tree by -law violation. Motion to Rise and Report Moved by Councillor Marr Seconded by Councillor McIntyre THAT we do now rise and report. - Carried. Moved by Councillor Walters Seconded by Councillor Jenkins THAT Elgin County Council inform Inpartnr Incorporated of its decision to waive section 8.0 of the agreement and decline the option to buy back the completed project (Keystone Village). - Carried. Moved by Councillor Ens Seconded by Councillor McWilliam THAT the confidential report regarding pay equity commission be received and filed. - Carried. 8 Moved by Councillor McIntyre Seconded by Councillor Walters THAT the Warden and Chief Administrative Officer be authorized to sign a one year lease with Clinical Associates Lease. - Carried. Moved by Councillor Ens Seconded by Councillor Marr THAT the confidential correspondence regarding Elgin v. Elku (tree by -law violation) be received and filed. - Carried. Council recessed at 11:10 a.m. and reconvened at 11:30 a.m. DELEGATION Lauren Millier of Millier Dickinson Blais Inc., and Anya Codack of Yfactor, presented a Power Point on the Economic Development Strategy and Action Plan. Moved by Councillor McIntyre Seconded by Councillor Marr THAT the PowerPoint presentation titled "Economic Development Strategy and Action Plan 2011 - 2014" be received and filed. - Carried. REPORTS (con't) Economic Development Strategy and Action Plan 2011 -2014 — General Manager of Economic Development The general manager presented the recommendations from the plan. Moved by Councillor McIntyre Seconded by Councillor Marr THAT County Council endorse the Economic Development Strategy and Action Plan: and, THAT the recommendations made that have financial and /or resource implications for the County be considered through County Council's budgetary process. - Carried. Sole Sourcing: Business Retention & Expansion and Employment Land Strategy — General Manager of Economic Development The general manager presented the report, recommending hiring of consultants to carry out two projects outlined in the economic development plan and strategy. Moved by Councillor Wiehle Seconded by Councillor Couckuyt THAT the consulting firm Millier Dickinson Blais Inc., be retained to complete a Business Retention and Expansion Program and phase one of the Employment Land Strategy: and, THAT funds from the 2012 Economic Development budget be allocated to complete phase two of the Employment Land Strategy by Millier Dickinson Blais Inc. - Carried. 9 County Council 9 September 13, 2011 Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor McWilliam Seconded by Councillor McIntyre THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. BY -LAWS Moved by Councillor Jenkins Seconded by Councillor Walters THAT By -Law No. 11 -21 "Being a By -Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the September 13, 2011 Meeting" be read a first, second and third time and finally passed. - Carried. ADJOURNMENT Moved by Councillor Wiehle Seconded by Councillor McIntyre THAT we do now adjourn at 12:10 p.m. and meet again on September 27, 2011 at the County Administration Building Council Chambers at 9:00 a.m. Mark G. McDonald, Chief Administrative Officer. 10 - Carried. Dave Mennill, Warden. SCOR PRESENTATION TO ELGIN COUNTY COUNCIL Why We Are Here Today 1.Update on our progress 2.Request for your continued financial support WHO WE ARE Regional ACTION ORIENTED EDC Comprised of 5 counties of : BRANT ELGIN MIDDLESEX NORFOLK OXFORD 11 The Path Forward — Strategic Plan Our Vision: In 2020, SCOR has a sustainable, prosperous and diverse economy, driven by innovation. Our bountiful land, enterprising people and dynamic communities are the foundation for our success. WHAT WE DO Share regional information Provide regional planning & coordination Implement regional economic development strategies Identify regional funding sources Create regional partnerships & alliances Act as a regional catalyst for investment Sand Plains CDF Key role in establishing, steering and promoting Sand Plains repayable contributions funding resulting in: $8.6 million of loans invested that levered another $22.3 million in business owner funds Increased sales / economic activity by over $34.2 million per year 502 jobs influenced — includes 202 new, full time jobs 12 Accomplishments • SCOR Business Portal (daily inquiries received and passed on to Ec Dev or county departments) • OFVGA Accessing the Marketplace • Competitive Edge Project multiple regional recommendations that we have applied to FedDev for funding • Continued work with support of Provincial and Federal Government • Strategic Alliances with WOWC & SWEA uoi4.1 JOBS IMPACTED [31r Funds Attracted to the Region through SCOR • Ag- Canada $50,000 • FedDev — Competitive Edge: Phase Two $1.8M • FedDev- Strategic Planning Recommendations multi year funding 13 Loan Amount: $250,000 Catfish Creek Hatchery Expansion Catfish Creek Tropical Fish Hatchery Inc Agribusiness and Agri-Food Project Summary: Established in 1997, Catfish Creek Tropical Fish Hatchery Inc breeds and raises tropical fish for wholesale to pet stores primarily in the Greater Toronto Area. This project will build a 4,500 sgft energy efficient facility in St. Thomas to expand production by 230%. The new space will allow the company to reintroduce species of fish that Catfish Creek has bred and sold in the past, but have discontinued due to lack of space. Regional Economic Impacts 8 Benefits: The business sells their products within the Greater Toronto Area. One new job will be created. Market Impact Assessment: The business has a small percentage of the total available market, however, It has shown through past sales that it can compete against the larger foreign producers through the combination of high quality fish, same day delivery and competitive pricing. WHY DO WE NEED INCREASED CONTRIBUTIONS? • Our request is for $25,000 for 2012 -13 and ongoing political support • Increased support from partners shows commitment to upper levels of government & other funders • We have greater influence, activity & projects throughout the region that require base funding • WiII be able to focus on projects and priorities rather than chasing funding dollars to operate • We now have staff and an office location to better serve the region KEEP THE MOMENTUM GOING! We have accomplished a great deal since in October 2010 but in order to reap the full benefit of this partnership and continue to create economic diversity and stability in our entire region we need to keep the momentum going! 14 Thank You! Any Questions? 15 ElginCounty Progressive by Nature JOINT ELGIN /CENTRAL ELGIN 2009 -2011 ANNUAL MUNICIPAL ACCESSIBILITY PLAN Adopted by County Council — Adopted by Central Elgin Council — INDEX JOINT ELGIN /CENTRAL ELGIN MUNICIPAL ACCESSIBILITY PLAN (MAC) SECTION PAGE NO. Executive Summary Mission Statement Aim Objectives Municipal Highlights, Population and Organizational Structure County of Elgin Municipality of Central Elgin Establishment of Accessibility Working Group 1 1 2 2 2 2 3 Co- Ordinators 3 Members of JAAC 3 County of Elgin/Municipality of Central Elgin Commitment to Accessibility Planning 4 Achievements from October 2008 - September 2009 4 Barrier Identification Methodologies 6 Barriers Identified and Status of Elimination 6 -7 Mandatory Accessibility Standards 13 Focus for 2011 13 Review and Monitoring Process 13 Communication of the Plan 13 Recommendations 14 Signature Page 14 Appendix "A" — County of Elgin 2010 Summary of Barriers Addressed 15 Appendix "B" — Municipality of Central Elgin 2010 Summary of Barriers Addressed 16 Appendix "C" — Joint County of Elgin and Municipality of Central Elgin 2010 Initiatives 16 Appendix "D" — Photographs of Accessible Locations 17 17 JOINT ELGIN /CENTRAL ELGIN ANNUAL MUNICIPAL ACCESSIBILITY PLAN 2009 -2011 EXECUTIVE SUMMARY The purpose of the Ontarians with Disabilities Act, 2001 (ODA) is to improve opportunities for persons with disabilities and to provide for their involvement in the identification, removal and prevention of barriers to their full participation in life. To this end, the ODA mandates that each municipality with a population of over 10,000 forms a committee to identify accessibility barriers with membership composed of a majority of persons with disabilities and to prepare and publish annual accessibility plans. An Accessibility for Ontarians with Disabilities Act, 2005 (AODA) became effective June 13, 2005. In addition to requirements of the ODA, an Accessibility Standards Advisory Council advises the Province on the process for the development of accessibility standards and the progress made by Standards Development Committees in developing proposed accessibility standards. Legislation includes that Ontario is to be barrier -free by the year 2025. Until repealed, the ODA remains in effect as well. This is the annual plan prepared by the Elgin /Central Elgin Joint Accessibility Advisory Committee (JAAC). The report describes: (1) the measures /achievements of the County of Elgin and the Municipality of Central Elgin (Elgin /Central Elgin) over the past year, and (2) the measures committed to be taken during the current year (2010- 2011), to identify, remove and prevent barriers to persons with disabilities who use the facilities and services of Elgin /Central Elgin, including employees, volunteers, visitors, and other members of the community. This year, Elgin /Central Elgin committed itself to the continual improvement of access to municipally -owned or leased premises, facilities and services for employees, volunteers, and visitors with disabilities; the participation of persons with disabilities in the development and review of its annual accessibility plan; and the provision of quality services to all members with disabilities within its jurisdictional community. The accessibility working group, in its first annual plan, identified 70 barriers to persons with disabilities. The most significant findings were that Elgin /Central Elgin facilities are not fully wheelchair /mobility /vision /hearing accessible. Over the next several years, budgets need to include funds to eliminate these barriers. For 2011, the JAAC recommends removing as many barriers as possible in Central Elgin and in the County of Elgin, or as legislated by Provincial standards. MISSION STATEMENT The JAAC adopted the following as its Mission Statement: "To identify, remove and prevent barriers to persons with disabilities who use the facilities and services of the County of Elgin and the Municipality of Central Elgin, including employees, volunteers, visitors, and all members of our Community." 18 AIM This report describes: (1) the measures that Elgin /Central Elgin have taken in the past, and (2) the recommendations from the JAAC for measures to be undertaken by Elgin /Central Elgin during the year 2010 -2011, to identify, remove and prevent barriers to persons with disabilities who use the facilities and services of Elgin /Central Elgin, including employees, volunteers, visitors, and other members of the community. OBJECTIVES This Plan: 1. Recommends the process by which Elgin /Central Elgin can identify, remove and prevent barriers to persons with disabilities. 2. Reviews earlier efforts to remove and prevent barriers to persons with disabilities. 3. Lists the facilities, policies, programs, practices, and services that JAAC recommends Elgin /Central Elgin to review in the coming year to identify barriers to persons with disabilities. 4. Describes the measures Elgin /Central Elgin should undertake in the coming year to identify, remove and prevent barriers to persons with disabilities. 5. Describes how Elgin /Central Elgin would make this accessibility plan available to the public. MUNICIPAL HIGHLIGHTS, POPULATION AND ORGANIZATIONAL STRUCTURE COUNTY OF ELGIN The County of Elgin is situated along the north shore of Lake Erie and encompasses more than 187,966 Ha. with a population of 44,482 citizens 2008 figures from MPAC. The County is an "upper tier" municipality, which includes seven constituent "lower- tier" municipalities within the County structure, and one separated City. Each of these has their own separate system of governance. Corporate headquarters is located at the County Administration Building, 450 Sunset Drive, St. Thomas, partway between the City of St. Thomas and Port Stanley. Areas of jurisdiction under the County corporate structure include responsibility for: County Council directives, by -laws, policies and procedures; protection of County assets and expenditures; design and construction of the County Road System; administration of Ontario Court of Justice and Provincial Offences operation; County Libraries (11 branches plus 1 main office); Museum; Archives; operation of three Long -Term Care Homes; emergency services (emergency response, 9 -1 -1, land ambulance, co- ordination of policing contract for 6 municipalities); a regional approach to Economic Development and Tourism Services; Ontario Works /Social Services (administered through City of St. Thomas); protection of County forest cover; and severing of land. MUNICIPALITY OF CENTRAL ELGIN The Municipality of Central Elgin is a progressive, dynamic urban and rural municipality, located on the shores of Lake Erie in the heart of southwestern Ontario connected by 370 kms. of municipal roads. The Municipality of Central Elgin encompasses 325 square kms, in area and has a population of approximately 12,500 citizens. 19 The Municipality of Central Elgin is a "lower tier" municipality with its own separate system of governance within the County of Elgin structure. The Administration Office for the Municipality of Central Elgin is located at 450 Sunset Drive, North Wing, St. Thomas. Areas of jurisdiction under the Municipality of Central Elgin structure include: Council by -laws, policies and procedures; protection of Central Elgin assets and expenditures; Strategic Planning; Building Inspection; By -law Enforcement; Zoning /Committee of Adjustment; Municipal Roads System; Sanitary Sewer; Storm Sewers and Municipal Drains; Potable Water; Parks and Recreation; and Solid Waste. THE ACCESSIBILITY WORKING GROUP Establishment of the Joint Accessibility Advisory Committee In accordance with the ODA legislation, the Councils for the County of Elgin and the Municipality of Central Elgin formed an optional joint accessibility advisory committee in 2002, known as the Elgin /Central Elgin Joint Accessibility Advisory Committee (JAAC). The Committee is comprised of five persons representing all geographic areas of the County of Elgin with the majority of membership being persons with disabilities. The responsibilities of the JAAC are as follows: • Identify barriers to persons with disabilities in all facilities, regulations, policies, programs, practices and services offered by Elgin /Central Elgin. • List facilities, regulations, policies, programs, practices and services that cause or may cause barriers to persons with disabilities. • Identify barriers that are to be removed or prevented in the coming year. • Describe and recommend how these barriers should be removed or prevented in the coming year. • Prepare an annual report on these activities, for approval by the Councils of the County of Elgin and the Municipality of Central Elgin, and make the plan available to the public. • Review building plans and make comments /recommendations on accessibility issues. Co- ordinators The Deputy Clerk position for the Municipality of Central Elgin and the Building Sciences Technologist position for the County of Elgin were appointed by the respective Councils as the Co- Coordinators of the JAAC to provide administrative support and assistance. Members of the JAAC Elgin /Central Elgin appointed the following members to the JAAC Working Group Member Municipality /Agency Department Telephone /E -mail Ms. Jenny Phillips Chair JAAC 519 762 -2862 jennyphillips @golden.net Ms. Lynn Demont Vice -Chair JAAC 519 - 782 -3059 Ldemont308@gmail.com 20 Deputy Mayor David Marr Member — represents County of Elgin and Central Elgin JAAC 519 - 782 -3836 grvalley @rogers.com Ms. Joyce Greer Member JAAC 519 - 773 -8073 jjhg@amtelecom.net Vacant position Member JAAC Ms. Dianne Wilson Municipality of Central Elgin Administration 519 631 -4860 dwilson ©centralelgin.org Mr. Cole Aicken County of Elgin Engineering Services 519 631 -1460 x 4 caicken©elgin- county.on.ca ELGIN /CENTRAL ELGIN COMMITMENT TO ACCESSIBILITY PLANNING The Councils for the County of Elgin and the Municipality of Central Elgin adopted its first Accessibility Plan on September 23, 2003, and has adopted Annual Accessibility Plans each year thereafter, to identify and eliminate accessibility barriers to disabled persons. Elgin /Central Elgin is committed to: • The continual improvement of access to Elgin /Central Elgin premises, facilities, and • services for employees, volunteers, visitors, and other members of the community. • participation of persons with disabilities in the development and review of its annual accessibility plans. • provision of quality services to all employees, volunteers, visitors, and other members of the community. The Councils of Elgin /Central Elgin authorized the JAAC to prepare annual accessibility plans that will enable Elgin /Central Elgin to meet these commitments. ACHIEVEMENTS TO DATE • The JAAC prepared the annual Joint Elgin /Central Elgin Municipal Accessibility Plan which was adopted by Council • Awareness and resolution of accessibility barriers has been promoted throughout the various departmental staff with the importance of addressing these barriers emphasized. Departments are budgeting towards elimination of barriers over the next several years. • The JAAC reviewed site plans for Elgin /Central Elgin and made recommendations to improve accessibility to the new or renovated facilities. These recommendations were incorporated into the plans for renovations to the Administration Building for constructing the new barrier -free accessibility ramp; Administration Building for renovations to the Alzheimer's Office; Elgin Manor new sidewalks; Terrace Lodge new Servery and Port Stanley Area new elevator. 21 ELGIN • Administration Building - Existing south wheelchair ramp was removed and replaced with a new vestibule/ loading dock c/w a vertical lift; new 3' -0" wide entry door c/w lever hardware and power door operator; 5' -0" turning circle on both levels. • Administration Building — New power door operator was installed on the main entry door leading into Administrative Services. • Administration Building — New power door operator was installed on the main entry door leading into Human Resources. • Administration Building — Mailroom was relocated — new 3' -0" wide door was installed c/w lever hardware; 34" counter top installed c/w a roll under area; shelves installed no higher then 5' -0" off the ground; 5' -0" turning circle. • Administration Building — Renovated vacant area for new tenant (SCM) — new 3' -0" wide doors were installed c/w lever hardware; 5' -0" turning circles in all rooms. • Administration Building — Renovated Alzheimer's Offices — new 3' -0" wide doors were installed c/w lever hardware; 3' -0" wide hallways; 5' -0" turning circles in all rooms. • Elgin Manor — Interlock Brick Removal — existing interlocking bricks were removed and replaced with concrete to accommodate wheeled equipment (scooters, wheelchairs, walkers, etc) Added small concrete pads along existing sidewalks for rest areas. • Elgin Manor — Family Room Renovation — moved room closer to the front of the building for better accessibility; new 3' -0" wide entry door installed c/w lever hardware; barrier -free washroom c/w 5' -0" turning circle. • Elgin Manor — O.G. Lounge — new 6' -0" wide double entrance doors were installed c/w lever hardware; 5' -0" turning circles. • Terrace lodge — Servery Renovation — new 2' -10 "height lower counter installed c/w roll under area; new 3' -6" door opening. • Terrace lodge — Drop -in Centre Renovation — new 6' -0" wide double entrance doors installed c/w lever hardware; new 3' -6" hallway entry door installed c/w lever hardware; new 3' -0" door installed c/w lever hardware leading into Adult Day Tub Room. • Aylmer Ambulance Base — New building was designed to be totally barrier -free. • Accessible Customer Service Standard (O.Reg. 429/07) — Accessible Customer Service Policy's, Practices and Procedures were approved by County Council April 16, 2009. Our Accessibility Training has started and we have trained 66 employees to date. The Homes staff /volunteers are being done in August and September and Council /Management in November. All staff and volunteers will be trained by December 31, 2009. New hires after October 1, 2009 will receive ACS training during their scheduled H &S /ACS orientation so that will be ongoing. Health & Safety materials or orientation packages is now available in large font. All other HR materials or documents can be made available upon request. 22 CENTRAL ELGIN • Accessible Customer Service Standard (O.Reg. 429/07) — Accessible Customer Service Policy's, Practices and Procedures were approved by County Council April 16, 2009. Our Accessibility Training has been completed to date. New hires after October 1, 2009 will receive ACS training during their scheduled H &S /ACS orientation so that will be ongoing. Health & Safety materials or orientation packages is now available in large font. All other HR materials or documents can be made available upon request. • County Roads — Sidewalks and Curb Cuts — 3834.95m2 (2.56 km) of sidewalks where completed which includes 19 curb cuts. Central Elgin is now at an estimated 90% completion. • New Elevator at Port Stanley Arena was incorporated into overall arena improvements which took place in 2010 • Proposed accessible improvements as part of Belmont Fire Hall addition BARRIER IDENTIFICATION METHODOLOGIES The Working Group used the following barrier identification methodologies: Methodology Description Status Promotion and awareness of accessibility barriers and JAAC activities The JAAC will be sending letters to the local Chambers of Commerce and BIAS to generate interest in the committee. Ongoing Staff reviewed accessibility barriers in all facilities Staff inspected owned premises and identified accessibility barriers. Ongoing Plans Review The JAAC reviews renovation /construction plans to ensure accessibility barriers are addressed prior to construction Plans reviewed were renovations to the Port Stanley Arena; Fire Alarm Upgrade, Administration Building; KCCA ramp improvements, proposed Belmont Fire Hall addition Five -Year review of all County owned buildings Staff inspected owned premises and identified accessibility barriers. Ongoing 23 BARRIERS IDENTIFIED The JAAC identified 70 barriers in 2003. The Councils of Elgin and Central Elgin adopted the recommendations of the JAAC to begin eliminating these barriers. As well, when new or renewal Leases are discussed, (e.g. Libraries and vehicles) consideration would be given to eliminate accessibility barriers as previously identified. The Barriers were prioritized into categories as follows: #1 — High Importance — measures to be undertaken to address the barrier as soon as possible #2 — Medium Importance — measures to be undertaken to address the barrier within the next five years #3 — Low Importance — measures to be undertaken to address the barrier when renovations occur. The following list contains the barriers completed during 2010 and those remaining: INFORMATION /COMMUNICATION /POLICY BARRIERS CATEGORY BARRIER AND RESOLUTION STATUS ELGIN STATUS CENTRAL ELGIN 1 Signage throughout all buildings to be in Braille or routed letters no higher than 4 feet (1.22 m) from the floor, and in a standardized location. Acquisition of signage was delayed pending possible criteria lettering etc. from the new AODA Built Environment standard. Acquisition of signage was delayed pending possible criteria lettering etc. from the new AODA Built Environment standard. 1 Elevator floor buttons and selection panel to include Braille and be positioned no higher than 4 feet (1.22 m) from the floor. Emergency telephone to be positioned no higher than 4 feet (1.22 m) from the floor. Temporary Braille signage installed in Admin. Bldg. and Terrace Lodge. Redesign of these elevators and other buildings ongoing New elevator at the Port Stanley Arena was installed as per Building Code. 1 Create website version for persons with visual loss. Resources may be available through web browsers Resources may be available through web browsers 1 Re -mark suitably sized accessible parking spaces and install signage worded to include the fine amount Ongoing — Admin. Building(Complete) 2 Voice or buzzer indicators at traffic lights to be installed in built -up, urban areas where pedestrians may cross the street To be investigated Ongoing — Beach Areas and Arena (Completed) 1 Voice or chime enunciators for floor positions to be installed in elevators Ongoing — funding pending Not needed at this time. 24 INFORMATION /COMMUNICATION /POLICY BARRIERS (cont'd. CATEGORY BARRIER AND RESOLUTION STATUS ELGIN STATUS CENTRAL ELGIN 1 Hiring and interviewing policies to include accommodation procedures for persons with disabilities Completed Completed 2 Human Resources and Health & Safety reading material, policies, warnings, notices, to be in multi- formats. Completed - Alternate formats will be made available as per new Accessibility Standard for Customer Service Policy. Completed - Alternate formats will be made available as per new Accessibility Standard for Customer Service Policy. 2 Fire pull station and extinguishers to be lowered to no higher than 4 feet (1.22 m) from floor Completed Under discussion 2 PC's for public use to be compatible for Braille translation software. Purchase screen readers (e.g. Job Access With Screen Reading). Purchase Braille software and keyboard (e.g. Dragon Dictate) that a person uses to dictate information and it writes it down. Install Braille embosser and soundtrack on narrative Libraries installed Zoom Text Magnifier /Reader program to assist patrons with vision loss. Neo Speech voice recognition is being investigated. Windows XP has accessibility options for users If needed. 2 Investigate computers to communicate with persons with hearing /vision loss JAAC concluded front counter staff could handle situations appropriately JAAC concluded front counter staff could handle situations appropriately PHYSICAL /ARCHITECTURAL BARRIERS CATEGORY BARRIER AND RESOLUTION STATUS ELGIN STATUS CENTRAL ELGIN General 1 When new /renewal Leases are discussed, consideration to be given to barriers identified throughout Plan Ongoing Ongoing 1 All interior exit doors require panic bars Ongoing Ongoing 1 Investigate book drop off zones for libraries Ongoing n/a 1 Lower shelving in libraries or ask for staff assistance in interim Springfield completed in 2010 n/a 25 PHYSICAL /ARCHITECTURAL BARRIERS (cont'd. CATEGORY BARRIER AND RESOLUTION STATUS ELGIN STATUS CENTRAL ELGIN General 1 Portion of bars /rods in coat closets and hooks in lockers to be lowered or purchase hook & rod devices that hang from existing rods to lower level Ongoing Ongoing 1 Vertical difference in elevation not to exceed 12mm (sidewalks) Completed Ongoing 1 Disabled parking space(s) to be identified, signed and promoted for buildings, shopping, beach areas Ongoing Ongoing 2 Install power operators on exterior main entrance doors; Power door operator control button to be located 3 -4 feet (.91 -1.22 m) from doorway to allow for opening Ongoing Ongoing 2 All access ramps and washrooms to have minimum turnaround radius of 5 feet (1.52 m) Ongoing Ongoing 2 All access ramps to be minimum unobstructed width of 3 feet (.91 m) inside railings Ongoing Ongoing 2 All door widths to be minimum of 3 feet (.91 m) Ongoing Ongoing 2 All turn -type knobs to be replaced with lever style Ongoing Ongoing 2 Lower section of concession counters n/a Ongoing 2 Paths to be constructed to provide access to playgrounds /sports fields n/a Ongoing; Little Creek Park to have new asphalt paths installed this year. 2 Playground equipment to be barrier free or add on barrier free section n/a Ongoing; Glover Park is now accessible. 3 Mailroom in Administration Building to be rebuilt. Mailroom in Central Elgin to be redesigned. Completed Ongoing 3 Installation of non -glare /indirect lighting in offices and work stations Completed to date, but ongoing. Completed to date, but ongoing. 26 PHYSICAL /ARCHITECTURAL BARRIERS (cont'd. CATEGORY BARRIER AND RESOLUTION STATUS ELGIN STATUS CENTRAL ELGIN General 3 Workstations to be adjustable Completed - Sit /stand workstation purchased. Completed to date, but ongoing. 3 Curb cuts and sidewalk ramps to be included in new construction and others to be retrofitted Ongoing, completed during new construction. 90% of existing curbs & sidewalks have been retrofitted. Others done during new construction 3 Water coolers to be barrier free Completed Completed 3 Lifts and /or elevators to other floors or basements to be installed if necessary Ongoing Ongoing 3 All thresholds to be level with flooring or entrances Ongoing Ongoing 3 All light switches to be lowered to no higher than 4 feet (1.22 m) from the floor or motion sensor to be added where applicable. Under discussion Under discussion 3 Should an employee with physical limitations require the use of a leased vehicle to perform duties, an accessible vehicle will be leased Policy adopted, Completed Policy adopted, Completed Kitchens 2 Lower section of counter, provide accessible sink and cupboard area, and sufficient space for wheelchair access in kitchens available for public or employee use Ongoing Ongoing; Port Stanley Arena 3 Microwaves to be at an accessible height and placement or purchase moveable carts Ongoing Ongoing 27 PHYSICAL /ARCHITECTURAL BARRIERS (cont'd. CATEGORY BARRIER AND RESOLUTION STATUS ELGIN STATUS CENTRAL ELGIN Office Ergonomics 1 Office furniture to be repositioned to allow clear 3' (.91m) access Ongoing Ongoing 2 Equipment stands (fax, printer, etc.) to be at accessible height or be adjustable Completed Completed 2 Reception desks to have lower section or be adjustable Ongoing Completed 2 Mailing machines to be at accessible height or adjustable Completed Completed 3 Replacement desks to be adjustable and with rounded corners Completed Upon new purchase. 3 Photocopiers to have controls at accessible height upon replacement upon replacement 3 Filing cabinets to be no higher than 4 drawers or purchase revolving side file cabinets Completed Ongoing 3 Lower shelving and informational material Ongoing Ongoing 3 Lower control buttons for garage doors and wash bay Ongoing Ongoing Washrooms 2 Provide barrier free washroom facilities as per the Ontario Building Code Not necessary to renovate office washrooms if accessible washrooms are available in close proximity. Ongoing Not necessary to renovate office washrooms if accessible washrooms are available in close proximity. Ongoing 3 Showers require a bench, well- anchored grab bars, and handheld showerheads. All controls to be within easy reach n/a Ongoing (Arenas) 28 TECHNOLOGICAL BARRIERS CATEGORY BARRIER AND RESOLUTION STATUS ELGIN STATUS CENTRAL ELGIN 2 Purchase headsets for computer access for persons with vision loss Completed If required, included in new Customer Service Policy. 3 Outfit telephones with volume control /flashing light and large keypad Admin. Bldg. telephones have volume control and flashing light. Large keypad phones can be purchased as required. Other areas ongoing Upon new purchase 3 Install rotational lighting on fire alarm systems Admin Bldg. Completed. Others areas ongoing. Ongoing 3 Relocate or lower heat thermostats no higher than 4 feet (1.22 m) from the floor Ongoing (upon renovations) Ongoing MANDATORY ACCESSIBILITY STANDARDS The Ontario Government is issuing five sets of standards under the Accessibility for Ontarians with Disabilities Act, 2005 (the "AODA ") to achieve the vision of a barrier -free Ontario by 2025. The first set is the Accessibility Standards for Customer Service, Ontario Regulation 429/07 ( "OR 429/07 "). These are now the law and municipalities must have policies, practices and procedures in place by January 1, 2010. County Council adopted the Accessibility Standard for Customer Service (ASCS) April 28, 2009 and the Municipality of Central Elgin adopted the ASCS on September 14, 2009. These policies were drafted in accordance with the Accessibility Standards for Customer Service (Ontario Regulation 429/07) and addresses the following: (a) The provision of goods and services to persons with disabilities; (b) The use of support persons by persons with disabilities; (c) Customer feedback regarding the provision of goods and services to persons with disabilities; (d) Notice of temporary disruptions in services and facilities; (e) The use of service animals by persons with disabilities; (f) Notice of availability and format of documents; (g) Training; and (h) The use of assistive devices by persons with disabilities. This policy applies to all persons who deal with members of the public or other third parties on behalf of the County of Elgin or Central Elgin, whether the person does so as an employee, member of Council, agent, volunteer, student on placement, or otherwise and all persons who participate in developing the County's policies, practices and procedures governing the provision of goods and services to members of the public or other third parties. 29 All employees will have received the required Accessibility Customer Service training by the end of 2009. FOCUS FOR 2011 - 2012 By -Laws, Policies, Practices, Services to be reviewed The JAAC will review various by -laws, policies, practices, and services to determine their effect on persons with disabilities as follows • Disabled parking spaces in core business areas. A survey has been returned by local municipalities detailing the number and location of municipal parking spaces for persons with disabilities in their respective municipality. • Promotion and public awareness. • Recommends that all barrier -free parking spots be re- marked to suite front and rear loading mobility devices; and that the fine amount be placed on all the barrier -free signage. • Recommends that Management review their facilities and identify new barriers to add to next years annual accessibility plan. REVIEW AND MONITORING PROCESS The JAAC will meet regularly to review progress and staff would be reminded, through personal contacts or by e -mail, about their roles in implementing the Plan. The Chair /Vice -Chair will request to attend a meeting(s) with Senior Management Teams to review the progress of accessibility barrier elimination. COMMUNICATION OF THE PLAN Copies of the plan are to be available at the County of Elgin Administrative Services front counter, Municipality of Central Elgin front counter, County Libraries, local municipal offices, and on the County of Elgin and on the Municipality of Central Elgin websites. On request, the report can be made available on computer disk, or in large print. The domain name of AccessElgin.ca has been secured and the website will be developed over the next few years. The website, once in operation, would house JAAC Minutes, annual Accessibility Plans, accessibility information and links to sites of interest to visitors. The site would also act as a public forum for input into accessibility issues. RECOMMENDATIONS THAT the Elgin /Central Elgin Joint Accessibility Advisory Committee recommends to the Council for the County of Elgin and to the Council for the Municipality of Central Elgin that the following barriers to persons with disabilities be addressed during 2012: 1. All barriers identified by departmental staff for elimination in 2012, which are detailed on Pages 8 -13 of the Plan, are to be scheduled for completion during 2012, or as legislated by Provincial Standards, within budgetary limitations; and further, 30 THAT Elgin and Central Elgin staff work toward development and implementation of processes and policies to comply with the new Mandatory Accessibility Standards. Respectfully Submitted Jenny Phillips, Chair Lynn Demont, Vice Chair 31 APPENDIX "A" COUNTY OF ELGIN ACHIEVEMENTS FROM OCTOBER 2009 TO OCTOBER 2010 TOWARDS ELIMINATION OF ACCESSIBILITY BARRIERS Department /Building Barrier Addressed Administration Building - Exterior Ramps Barrier -free Accessibility Ramp Upgrade — existing south wheelchair ramp was removed and replaced with a new vestibule/ loading dock c/w a vertical lift; new 3' -0" wide entry door c/w lever hardware and power door operator; 5' -0" turning circle on both levels. - Fire Alarm System New fire alarm system was installed; fire pull stations were all lowered to 34" off the floor; fire bells were replaced with new horn /strobes. - Training Room New 3' -0" wide entry door was installed c/w lever hardware and hold open device. Long Term Care Homes - Bobier Villa - Elgin Manor Hair Salon — half walls were removed to make it more wheelchairs accessible. Garden Room — new 3' -0" wide entry door was installed c/w lever hardware. Physiotherapy Room — old shelve until was converted into a barrier -free desk. - Terrace Lodge Barrier -free Washroom Renovation — The Men's and Women's Washroom by the Pool Area in the Basement were reconstructed for accessibility. (1) barrier -free toilet /stall in each; no doors for easy entry; 5' -0" turning radius; barrier -free vanity c/w hands -free faucet and accessories. Garaventa Accessibility Stair -Trac Lift was purchased; used to transfer residents in wheelchairs up/ down the stairs while maintenance was being performed on the elevator. 32 Elgin County Libraries New accessible location for Springfield Library within Malahide Community Place. Enhancements over previous location include lower shelving, an accessible bathroom and a wider turn radius behind the circulation desk. Accessibility upgrades to Rodney Library planned for 2011. Ambulance Stations New accessible sliding doors at front entrance; new accessible raised viewing area of ice surface; new elevator to Building Code. White Station Garage Oct/10 APPENDIX "B" MUNICIPALITY OF CENTRAL ELGIN ACHIEVEMENTS FROM OCTOBER 2009 TO OCTOBER 2010 TOWARDS ELIMINATION OF ACCESSIBILITY BARRIERS Department /Building Barrier Addressed Port Stanley Arena & Community Centre New accessible sliding doors at front entrance; new accessible raised viewing area of ice surface; new elevator to Building Code. Oct/10 APPENDIX "C" COUNTY OF ELGIN AND MUNICIPALITY OF CENTRAL ELGIN 2010 JOINT INITIATIVES Department /Building Barrier Addressed Oct/10 33 APPENDIX "0" PHOTOGRAPHS OF ACCESSIBLE LOCATIONS Accessible raised viewing area, Port Stanley Arena & Community Centre New barrier -free parking, Port Stanley Arena & Community Centre 34 18 PHOTOGRAPHS OF ACCESSIBLE LOCATIONS (Cont'd) New Accessible Vertical Lift, County of Elgin, Administration Building New Barrier -free Accessible Rear Entry County of Elgin, Administration Building 35 REPORTS OF COUNCIL AND STAFF September 27, 2011 Council Reports — (ATTACHED) Councillor McIntyre and Councillor McWilliam — Annual Warden's Banquet Staff Reports — (ATTACHED) Curator of Elgin County Museum — Sand Plains Funding for Museum Barn Quilt Project Purchasing Coordinator — General Insurance and Risk Management Services Program Director of Financial Services — 2011 Audited Consolidated Financial Statements and Financial Information Return (FIR) Director of Financial Services — Budget Comparison — August 2011 Director of Financial Services — 2010 Performance Measures Director of Homes & Seniors Services — Request and Concern Policy — Revision Director of Homes & Seniors Services — New & Revised Policies & Procedures — Admin 2.1- Resident's Bill of Rights, Admin 2.11- Resident Abuse & Admin 2.3 -Staff Reporting and Whistle Blower Protection Director of Homes & Seniors Services — Administration 1.25 -Pet Visitation Policy — New and Pet Visitation Pamphlet Director of Engineering Services — Kalita- Pfeifer and Talbot Line Municipal Drains Director of Engineering Services — Farming Equipment and County Roads Director of Engineering Services — Bridge Weight Restrictions Administrative Services Coordinator — International Plowing Match Legacy Agricultural Scholarship Program (to be considered following the delegation) 36 REPORT TO COUNTY COUNCIL FROM: Councillor Jim McIntyre Councillor Cameron McWilliam DATE: September 12, 2011 SUBJECT: Annual Warden's Banquet INTRODUCTION: It is the policy of council to arrange annual recognition to honour the outgoing warden for their year of service with the social /entertainment committee planning the program. DISCUSSION: The date for the Warden's banquet is Friday, November 4, 2011 at Malahide Community Place, Springfield, with the social hour beginning at 5:30 p.m. followed by dinner and program, starting at 6:30 p.m. The Social /Entertainment Committee has assigned a number of duties to councillors for the event: Chairpersons /Co- emcees - Councillors McIntyre and McWilliam; Grace - Councillor Jenkins; Toasts for the Queen and Canada - Councillor Ens; Thank You to Caterers - Councillor Couckuyt. Introductions, Head Table - Councillor Walters; County Council - Warden Mennill; Past Wardens - Councillor Marr; Moment of Silence for Past Wardens - Councillor Marr; Visiting Wardens and Clerks - Councillor Wiehle. Remarks to Warden: Councillor McIntyre. Presentation of gift to Warden Mennill and Judy Mennill: Past Warden Bonnie Vowel and Dave Vowel. As is previous years, the MP, MPP and Mayor of St. Thomas will be invited to bring greetings. Entertainment will conclude the evening. Dress for the Warden's banquet is the official county council uniform. RECOMMENDATION: THAT the report titled "Annual Warden's Banquet" dated September 12, 2011 be received and filed. All of which is Respectfully Submitted Approved for Submission Councillor Jim McIntyre Mark G. McDonald Councillor Cameron McWilliam 37 Chief Administrative Officer MATES - UPDATED September 20, 2011 ESTIMATED � OI U $823.00 1 CI m O 0 o 00`0 o ° o va- 0 m 1- Tracy Grant; James Todd; Bill Hall November 4 2011 1 bottle each of red and white wine on tables Dinner and dessert. (estimate does not include paid ticket attendees) (1I 18 N 46 N 18 CO N N N N N CO CO N O N M 194 (N 20 N 00 CO CO 284 CO Cr) 2011 WARDEN'S BANQUET - ESTI! & Council Warden's Immediate Family & Guests Past Wardens George Leverton Past Councillors (immediate past term) County Officials & Seconds Retirees from current year Homes' Medical Directors County Auditor County Solicitor Acting Medical Officer of Health Elgin -St. Thomas Health Unit CAO Mayor of St. Thomas d d 2 2 County Trustees - Board of Education Counties - Wardens & Clerks Piper Town Crier Minister Entertainer Lt. Col. J.L. Hampson, Elgin Regiment Land Division Committee SUB -TOTAL Councillors' Guests County Staff 0 Roger Moyer & Maureen Beatty Elgin Group Police Services Board Thames EMS Conservation Authorities Museum Committee Andy & John Spriet TOTAL NUMBER POSSIBLE Malahide Community Place Hall will operate Wine on tables (200 people) Malahide Community Place ($18 each) Invitees - Complimentary (includes spouse or guest) Invitees - Complimentary (single tickets) I Paid Tickets 'Hall Rental Bar tn as a) Z I Decorating O O 6 EA O O O u EA O O O c) EA $20.00 1 O O O Lf) EA 0 0 M N co EA- 0 0 O 0 ti ta- Warden's Gift (anything over $500 is paid by the Warden) Gifts for visiting dignitaries TOTAL BUDGET FOR WARDEN'S BANQUET I ie & Judy Mennill Warden Da ct N d C as > Gifts for Visiting Wardens & Spouses The Jammin in the Cabin Band PROGRAMME Jim McIntyre & Cameron McWilliam Jim Jenkins Paul Ens Jack Couckuyt Bill Walters Dave Mennill Dave Marr Dave Marr Bernie Wehle Joe Preston TBD Mayor Heather Jackson - Chapman Jim McIntyre Past - Warden Bonnie & Dave Vowel to The Jammin in the Cabin Band Box at door for tickets Programmes & Tickets I g Entertainment Guest Book 'Warden's Gift I 1Chairpersons Grace Toast to the Queen and Canada DINNER 1Thank you to Caterers - Intermission INTRODUCTIONS N ca I� a a) County Council Past Wardens Moment of Silence to honour Past Wardens Visiting Wardens and Clerks GREETINGS FROM 00 a: as E O ..= RECOGNITION OF WARDEN Remarks to Warden Presentation of Gift I ENTERTAINMENT I I ADJOURNMENT Tickets E1g�r�� MTn- REPORT TO COUNTY COUNCIL FROM: Mike Baker, Curator, Elgin County Museum DATE: September 12, 2011 SUBJECT: Sand Plains Funding for Museum Barn Quilt Project INTRODUCTION: This report provides information regarding the role of the Elgin County Museum in creating a Barn Quilt trail in the County of Elgin funded by a recent grant awarded to the Elgin, Oxford, Norfolk Museum Association by the Sand Plains Community Development Fund. DISCUSSION: The Elgin, Oxford, Norfolk Association of Museums, a non - profit association which includes the Elgin County Museum, was recently awarded a grant of $178,000 to establish a barn quilt trail through the five counties of the Sand Plains region (Elgin, Oxford, Norfolk, Middlesex and Brant). A barn quilt is a quilt block painted on an eight foot square wooden frame and hung on the side of a barn or farm building or set on free standing posts next to an historic site or structure. The patterns used in the block often reflect traditional quilt blocks or are inspired by the history of the host farm and the surrounding community. The application was inspired by the popularity of barn quilts in the US where many counties have sponsored barn quilt trails as a way to encourage tourism and provide commercial opportunities to businesses along the trail. In Ontario trails have been established at Wardsville (http: / /www.lfpress.com/ news/ london /2010/05/25/14085731.html #/) and Temiskaming for the 2009 IPM. The intent of the project is to bring a new tourist product to the region that complements the museums' programs and thereby increase attendance. Economic Development staff supported the application and the committee is being assisted by the County's Tourism Assistant who is providing expertise in promoting the trail. The Elgin County Museum has taken on the organizing of the local committee. A number of museum and heritage organization representatives from across the county have been meeting since March and have selected a number of potential 40 barns for the county's trail. The objective of the trail is to link suitable barns distributed equally across the county. Barn owners will be approached in the next several weeks with a request to allow the committee to install a quilt panel on their barn or outbuilding. The grant will fund 20 quilt panels and it is hoped that an additional 10 will be funded through in -kind donations or sponsorship. The map guide to the trail will include other features such as bike trails, farm markets and other heritage sites and attractions. Substantial amounts for promotion and for utilizing web -based tools for accessing the quilt stories are included in the grant. Stories relating to each quilt block, the farm and nearby attractions are accessed through smart phone technology and the barn quilt web site. The addition of a new attraction in the form of a barn quilt trail linked to trails in the surrounding counties will draw additional visitors to our area. The museums in the county will continue to support the project after the Sand Plains project finishes in March, 2012. CONCLUSION: This report outlines plans for the creation of a barn quilt trail across Elgin County in 2011 lead by the Elgin County Museum funded with a grant by the Sand Plains Community Development Fund. RECOMMENDATION: That the report "Sand Plains Funding for Museum Barn Quilt Project" dated September 12th, 2011 be received and filed as information. All of which is Respectfully Submitted Brian Masschaele Director of Community and Cultural Services Mike Baker Curator 41 Approved for Submission Mark G. McDonald Chief Administrative Officer REPORT TO COUNTY COUNCIL FROM: Sonia Beavers, Purchasing Coordinator DATE: September 12, 2011 SUBJECT: General Insurance and Risk Management Services Program INTRODUCTION: The contract with Frank Cowan Company Limited for the General Insurance and Risk Management Services Program expires on November 14, 2011. A proposal was issued and submissions were received until June 7, 2011. The RFP was advertised. Staff also invited four companies to submit a proposal. The contract is for a one year term commencing November 15, 2011 to November 14, 2012. Based on satisfactory performance, cost and service, subsequent renewals up to a 5 year term may be granted. DISCUSSION /CONCLUSION: Four companies submitted a Proposal for the Provision of General Insurance and Risk Management Services Program. The four companies were Frank Cowan Insurance Company Limited, B. F. Lorenzetti & Associates (Ontario) Inc., Jardine, Lloyd Thompson Canada Inc. , and Ontario Municipal Insurance Exchange. An independent consultant service was retained, Armour Riley Inc. (Risk Management Consultants), to audit the submissions, particularly the complex policy wordings terms and conditions. One word or phrase in the policy wordings can make the difference in whether a claim is honoured or not or whether the coverage would be the same as what we have currently. A committee was struck to review the recommendation provided by Armour Riley Inc. which included; Director of Financial Services, Chief Administrative Officer and the Purchasing Coordinator. The full assessment will be supplied confidentially under separate cover. Each submission was evaluated using the following criteria; a) cost, b) company profile, c) comprehensive approach to County requirements, d) proposal clarity /presentation, e) qualification /experience, f) references /past performance and g) compliance with proposal. (Evaluation form is attached as Appendix A). Frank Cowan Company Limited received the highest overall score based on various criteria identified in Appendix A, however, Frank Cowan Company 42 Limited's annual premium will be 10% higher (approximately $20,000 difference) than the annual premium from B. F. Lorenzetti & Associates (Ontario) Inc. It should be noted that the 2011 -2012 quote submitted by Frank Cowan Company Limited is 6% less (approximately $15,000 difference) than the current fee. Frank Cowan Insurance Company Limited has been the General Insurance and Risk Management Services Program provider for the County for many years. There have been some serious claims in the past few years and Frank Cowan Company Limited has been professional, supportive and compliant. Staff are confident that the Corporation of the County of Elgin's needs are being met by Frank Cowan Insurance Company Limited. In view of Armour Riley Inc's report, staff support Armour Riley Inc's opinion that the Proposal submitted by the Frank Cowan Company Limited meets the County's criteria as outlined in the proposal and provides the County with a comprehensive insurance program, a property appraisal service along with a sound risk management program. RECOMMENDATION: THAT, in support of Armour Riley Inc's recommendation, Frank Cowan Insurance Company Ltd. be selected for the Provision of General Insurance and Risk Management Services Program for the 2011 -2012 proposed annual premium of $249,812 plus taxes commencing November 15, 2011 until November 14, 2012 with an option to renew for up to and including an additional four year term, and; THAT the Warden and Chief Administrative Officer be authorized to sign the contract. All of which is Respectfully Submitted; Approved for Submission; Sonia Beavers Mark G. McDonald Purchasing Coordinator Chief Administrative Officer Jim Bundschuh Director, Financial Services 43 APPENDIX A SPECIAL TERMS AND CONDITIONS AND FORM OF PROPOSAL A B C D Criterion Maximum Points Weight Factor Independent Review Points x Wgt. = Score 1. Cost - Fees — cost effectiveness of proposal based on fees quoted and any other costs including Risk Management Plan - Ability to propose alternative methods, cost saving initiatives - Any financial terms and conditions identified by the Respondent 1 6 2 7 3 4 8 5 9 10 15 Comments: 2. Company Profile - Staff and support for those individuals. - The firm's relevant experiences 1 6 2 7 3 8 4 9 5 10 5 Comments: 3. Comprehensive Approach to County Requirements - Bidder's statement of understanding of the project 1 6 2 7 3 8 4 9 5 10 10 Comments: 4. Proposal Clarity /Presentation - Ability to concisely present offer - Demonstrated capacity for superior service & innovation. - Additional services 1 6 2 7 3 8 4 9 5 10 10 Comments: 5. Qualification /Experience - Familiarity with working on behalf of a Municipality (a higher weighted score will be given to those with proven municipal experience) - The project team /staff's experience - Risk Management Plan 1 6 2 7 3 4 8 5 9 10 20 Comments: 6. References /Past Performance - Information obtained through the references provided in the submission 1 6 2 7 3 8 4 9 5 10 10 Comments: 7. Reporting - interviews - compliance with the Proposal submission requirements - Quality of the proposal and its responsiveness to, and compliance with, the Corporation's requirements and expectations 1 6 2 7 3 8 4 9 5 10 30 Totals 100 /1000 The responsive offer representing the best value as determined by the highest total score will be recommended to County Council for award. 44 REPORT TO COUNTY COUNCIL FROM: Jim Bundschuh - Director of Financial Services DATE: September 12th, 2011 SUBJECT: 2011 Audited Consolidated Financial Statements and Financial Information Return (FIR) INTRODUCTION: Raven & Shaw LLP Chartered Accountants prepares an audited financial statement each year for the prior year. These audited Consolidated Financial Statements shown in Attachment I show that the County's accumulated surplus grew from $188.7 million in 2009 to $191.1 million in 2010, an improvement of $2.4 million. DISCUSSION /CONCLUSION: The report titled "Final Budget Comparison — 2010 Full Year" dated June 20th, 2011 showed total Net Income of $2,392,000 for the operations run directly by the County. The audited Consolidated Financial Statements by Raven & Shaw show an annual surplus (net income) of $2,425,000 or $33,000 better than the June 20th report explained by: • Inclusion of the County's share of Public Health's operation into the Consolidated Statement worth $22,000. • Costs that was expensed but should have been capitalized (added to the County's Tangible Capital Asset (TCA) register) resulted in the remaining $11,000 variance. The County's accumulated surplus is predominately held in the County's Tangible Capital Assets (TCA) worth $184.4 million as found in Note 4 of the Financial Statements. The remainder of the accumulated surplus is explained by monies set -aside for the completion of capital projects worth $3.0 million, Reserves of $8.1 million partially offset by internal borrowing against these reserves to self- finance capital projects of $4.6 million, and the County's share of Public Health's accumulated surplus worth $0.2 million. Further details behind the audited Consolidated Financial Statements are found in the Financial Information Return (FIR). The FIR will be submitted to the Ministry of Finance, and both the audited statements and the FIR will be posted on the County's website to provide transparency to the County's residents. 45 RECOMMENDATION: THAT the report titled "2011 Audited Consolidated Financial Statements and Financial Information Return (FIR)" dated September 12th, 2011 be received and filed. Respectfully Submitted Approved for Submission Jim Bundschuh Mark G. McDonald Director of Financial Services Chief Administrative Officer 46 CORPORATION OF THE COUNTY OF ELGIN Consolidated Financial Statements Year Ended December 31, 2010 and Independent Auditor's Report to the Members of Council, Inhabitants and Ratepayers CORPORATION OF THE COUNTY OF ELGIN INDEX OF THE CONSOLIDATED FINANCIAL STATEMENTS DECEMBER 3L 2010 Page Independent Auditor's Report 1 Consolidated Statement of Financial Position 2 Consolidated Statement of Operations 3 Consolidated Statement of Change in Net Financial Assets 4 Consolidated Statement of Cash Flows 5 Notes to the Consolidated Financial Statements 6 -11 Consolidated Schedule of Tangible Capital Assets 12 Consolidated Schedule of Segment Disclosure 13 48 RAVEN& SHAW..E• Chartered Accountants 204 -460 Wellington Street St. Thomas, ON N5R 6H9 Telephone: (519) 631 -8250 Telephone: (519) 637 -3500 Facsimile: (519) 631 -8919 INDEPENDENT AUDITOR'S REPORT To the Members of Council, Inhabitants and Ratepayers of the Corporation of the County of Elgin: We have audited the accompanying consolidated financial statements of the Corporation of the County of Elgin, which comprise the consolidated statement of financial position as at Dccember 31, 2010 and the consolidated statement of operations, consolidated statement of change in net financial assets, and consolidated statement of cash flows for the year then ended, and a summary of significant accounting policies and other explanatory information. Management's Responsibility for the Financial Statements Management is responsible for the preparation and fair presentation of these financial statements in accordance with Canadian generally accepted accounting standards and for such internal control as management determines is necessary to enable the preparation of financial statements that are free from material misstatement, whether duc to fraud or error. Auditor's Responsibility Our responsibility is to express an opinion on these financial statements based on our audit. We conducted our audit in accordance with Canadian generally accepted auditing standards. Those standards require that we comply with ethical requirements and plan and perform the audit to obtain reasonable assurance about whether the financial statements are free from material misstatement. An audit involves performing procedures to obtain audit evidence about the atnounts and disclosures in the financial statements. The procedures selected depend on the auditor's judgment, including the assessment of the risks of material misstatement of the financial statements, whether due to fraud or error. In making those risk assessments, the auditor considers internal control relevant to the entity's preparation and fair presentation of the financial statements in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the entity's internal control. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of accounting estimates made by management, as well as evaluating the overall presentation of the financial statements. We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our audit opinion. Opinion In our opinion, the consolidated financial statements present fairly, in all material respects, the financial position of the Corporation of the County of Elgin as at December 31, 2010, and its financial performance and its cash flows for the year then ended in accordance with Canadian generally accepted accounting principles prescribed by the Public Sector Accounting Board of the Canadian Institute of Chartered Accountants. 64- Chartered Accountants Licensed Public Accountants July 8, 2011 St. Thomas, Ontario -49- CORPORATION OF THE COUNTY OF ELGIN CONSOLIDATED STATEMENT OF FINANCIAL POSITION DECEMBER 31.2010 FINANCIAL ASSETS Cash Investments Accounts receivable Other assets LIABILITIES Accounts payable and accrued liabilities Post employment benefits (Note 2) NET FINANCIAL ASSETS NON - FINANCIAL ASSETS Tangible capital assets (Note 3) Prepaid expenses ACCUMULATED SURPLUS (Note 4) 2010 2009 $ 7,783,471 $ 3,844,313 4,361,632 5,354,756 1,566,865 1,754,233 125,993 92,000 13.837,961 5,648,953 1,876.836 7,525,789 6.312,172 11.045,302 6,420,783 1.903.189 8.323.972 2.721.330 184,391,974 1 382,572 85,505,820 434,177 184,774.546 185,939,997 $191,086,718 $188.661,327 The accompanying notes are an integral part of these financial statements. - 2 - 50 CORPORATION OF THE COUNTY OF ELGIN CONSOLIDATED STATEMENT OF OPERATIONS YEAR ENDED DECEMBER 31, 2010 REVENUES Requisition of local municipalities User charges Transfer payments Investment income Other contributions Total revenues EXPENSES General government Property assessment and support Emergency measures Provincial offences Transportation services Public health services Ambulance services Social and family services Assistance to aged persons Social housing Libraries Cultural services Planning and development Economic development Agriculture and reforestation Total expenses ANNUAL SURPLUS BEFORE AMORTIZATION AMORTIZATION ANNUAL SURPLUS ACCUMULATED SURPLUS, BEGINNING OF YEAR (Note 4) ACCUMULATED SURPLUS, END OF YEAR Budget 2010 Actual 2010 $ 24,214,714 6,609,745 28,165,835 77,697 1,701,945 60369,936 4,749,333 688,092 29,780 1,419,939 3,937,458 3,494,773 7,667,537 2,528,917 18,363,907 1,740,779 2,332,211 437,097 368,768 1,359,504 59.309 $ 24,502,031 6,444,309 27,177,550 38,167 2,426,294 60.588,351 4,034,189 688,091 20,238 1,953,618 3,846,037 3,475,503 7,670,360 2,404,871 19,217,603 1,800,734 2,226,192 423,004 238,935 1,190,723 59,385 49,177,404 49,249,483 11,592,532 9.048,900 2,543,632 11,338,868 8,913,477 2,425,391 188.661,327 188,661.327 $191.204.959 $191.086.718 The accompanying notes are an integral part of these financial statements. Actual 2009 $ 23,327,199 6,783,293 26,925,689 69,401 1.542.419 58 648 001 3,591,450 678,012 13,596 1,347,832 3,166,155 3,5 19,857 7,455,415 2,790,868 19,004,422 1,467,021 2,061,846 426,950 81,718 703,419 57.748 46.366,309 12,281,692 8.488,347 3,793,345 184,861,982 $188,661.327 CORPORATION OF THE COUNTY OF ELGIN CONSOLIDATED STATEMENT OF CHANGE IN NET FINANCIAL ASSETS YEAR ENDED DECEMBER 3L 2010 Annual surplus Adjustments for: Acquisition of tangible capital assets Amortization of tangible capital assets Change in prepaid expenses CHANGE IN NET FINANCIAL ASSETS NET FINANCIAL ASSETS, BEGINNING OF YEAR NET FINANCIAL ASSETS, END OF YEAR 2010 $ 2,425,391 (7,799,631) 8,913,477 51.605 3,590,842 2,721,330 2009 $ 3,793,345 (15,547,715) 8,488,347 (73,860) (3,339,883) 6,061,213 $ 6312372 $ 2,721.330 The accompanying notes are an integral part of these financial statements. CORPORATION OF THE COUNTY OF ELGIN CONSOLIDATED STATEMENT OF CASH FLOWS YEAR ENDED DECEMBER 31, 2010 OPERATING ACTIVITIES Annual surplus Items not involving cash: Amortization Net change in non -cash assets and liabilities Cash provided by operating activities CAPITAL ACTIVITIES Acquisition of tangible capital assets Cash (used in) capital activities INVESTING ACTIVITIES Net decrease (increase) in investments Cash provided by (used in) investing activities NET CASH INFLOW (OUTFLOW) CASH POSITION, BEGINNING OF YEAR CASH POSITION, END OF YEAR 2010 $ 2,425,391 8,913,477, 11,338,868 (593,203) 10,745,665 (7,799,631) (7,799,631) 993,124 993,124 3,939,158 2009 $ 3,793,345 8.488,347 12,281,692 1,571,827 13,853.519 (15,547,715) (15,547,715) (5,354,756) (5,354,756) (7,048,952) 3,844,313 10.893.265 $ 7,783,471 $ 3,844,313 The accompanying notes are an integral part of these financial statements. 53 CORPORATION OF THE COUNTY OF ELGIN NOTES TO THE CONSOLIDATED FINANCIAL STATEMENTS DECEMBER 31, 2010 The County of Elgin is an upper -tier municipality, comprised of seven local municipalities, in the Province of Ontario. It conducts its operations guided by the provisions of provincial statutes such as the Municipal Act, Municipal Affairs Act, and related legislation. 1. SIGNIFICANT ACCOUNTING POLICIES The consolidated financial statements of the Corporation of the County of Elgin are the representation of management, prepared in accordance with Canadian generally accepted accounting principles for local governments, as recommended by the Public Sector Accounting Board of the Canadian Institute of Chartered Accountants. Significant aspects of the accounting policies adopted by the County are as follows: a) Reporting entity These consolidated financial statements reflect the assets, liabilities, revenues and expenses of the County of Elgin and include all organizations and local boards that are accountable to the County for the administration of their financial affairs and resources and are owned or controlled by the County. i) Consolidated entities There are no organizations or local boards that are consolidated in these financial statements. ii) Proportionate consolidation The Elgin St. Thomas Public Health has been consolidated on a proportionate basis, based upon the percentage of grant money provided by the County of Elgin in comparison to the City of St. Thomas. iii) Trust funds Trust funds administered by the County, for the homes for senior citizen residents amounting to $22,865 (2009 - $28,988) have not been included in the Consolidated Statement of Financial Position nor have their operations been included in the Consolidated Statement of Operations. b) Basis of accounting i) Accrual accounting Revenues and expenses are reported on the accrual basis of accounting. Revenues are recognized as they are earned and measurable. Expenses are recognized as they are incurred and measurable as a result of receipt of goods or services and the creation of a legal obligation to pay. ii) Investments Investments consisting of guaranteed investment certificates and money market funds are carried at cost. Investment income is recognized when received or receivable. iii) Non - financial assets Non - financial assets are not available to discharge existing liabilities and are held for use in provision of services. They have useful lives extending beyond the current year and are not intended for sale in the ordinary course of operations. CORPORATION OF THE COUNTY OF ELGIN NOTES TO THE CONSOLIDATED FINANCIAL STATEMENTS DECEMBER 31. 2010 1. SIGNIFICANT ACCOUNTING POLICIES (Cont'd) iv) Tangible capital assets Tangible capital assets are recorded at cost which includes all amounts that are directly attributable to acquisition, construction, development or betterment of an asset. The cost, less residual value, of the tangible capital asset is amortized on a straight -line basis over the estimated useful life as follows: Useful Life - Years Land improvements 20 Buildings 20 -40 Furniture, fixtures and equipment 8 -16 Computer hardware and software 2 -4 Vehicles 4 Transportation infrastructure 40 -80 Bridges 20 -60 Library books 8 Amortization begins the first month of the year following the year the asset is placed in service and to the year of disposal. Assets under construction are not amortized until the asset is available for productive use. Works of art, artifacts, cultural or historic assets are not recorded as assets in the financial statements. v) Budget figures Budget figures presented in these consolidated financial statements are based upon the 2010 operating and capital budgets approved by Council. The capital budget is based on a project oriented basis, the cost of which may be carried out over one or more years. vi) Use of estimates The preparation of financial statements in conformity with generally accepted accounting principles requires management to make estimates and assumptions that affect the reported amounts of assets and liabilities and disclosure of contingent assets and liabilities at the date of the financial statements and the reported amounts of revenue and expenditures during the period. Actual results could differ from those estimates. c) Government transfers Government transfers are recognized in the period in which events giving rise to the transfers occur, providing the transfers are authorized, eligibility criteria are met, and reasonable estimates of the amounts can be made. CORPORATION OF THE COUNTY OF ELGIN NOTES TO THE CONSOLIDATED FINANCIAL STATEMENTS DECEMBER 31, 2010 1. SIGNIFICANT ACCOUNTING POLICIES (Cont'd) d) Pension agreements The County of Elgin makes contributions to the Ontario Municipal Employees Retirement System (OMERS), which is a multi - employer plan, on behalf of members of its staff. The plan is a defined benefit plan, which specifies the amount of the retirement benefit to be received by the employees based on the length of service and rates of pay. Contributions were made in 2010 calendar year at rates ranging from 6.5% to 9.5% depending on the member's designated retirement age and level of earnings. The amount contributed to OMERS in 2010 on behalf of current services was $878,796 (2009 - $829,363) and is included as an expense in the Consolidated Statement of Operations. e) Financial instruments The County of Elgin's financial instruments consist of cash, investments, accounts receivable, other assets, and accounts payable and accrued liabilities. Unless otherwise noted, it is management's opinion that the County is not exposed to significant interest, currency, or credit risks arising from these financial instruments. 2. EMPLOYEE BENEFITS PAYABLE Employee future benefits are liabilities of the County to its employees for benefits earned but not taken as at December 31, 2010. Details are as follows: Vacation credits Workplace Safety and Insurance premiums - Schedule 2 Employer 2010 2009 $ 554,955 1.321.881 $1.876.836 $ 552,100 I ,351,089 $1.903,189 The provision of certain employee vacation plans allow for the accumulation of vacation credits for use in future periods. The approximate value of these credits at December 31, 2010 is $554,955 (2009 - $552,100). As a Schedule 2 Employer, the County provides certain benefits to employees qualifying for Workplace Safety and Insurance payments. The Workplace Safety and Insurance Board has evaluated the liability estimates for future benefit costs at December 31, 2010 as $1,321,881 (2009 - $1,351,089). 86 CORPORATION OF THE COUNTY OF ELGIN NOTES TO THE CONSOLIDATED FINANCIAL STATEMENTS DECEMBER 31, 2010 3. TANGIBLE CAPITAL ASSETS The net book value of the tangible capital assets is comprised of the following: 2010 Land Land improvements Buildings Furniture, fixtures and equipment Computer hardware and software Vehicles Books Bridges Road systems Assets in service Assets under construction $ 17,936,754 1,332,686 22,378,823 1,757,318 382,333 471,366 1,673,296 20,215,538 116,253,173 182,401,287 1.990.687 2009 $ 17,918,310 1,425,589 21,307,510 1,910,107 256,212 246,408 1,845,726 19,411,168 112.815,584 177,136,614 8.369,206 $184391,974 $185.505.820 For additional information, see the Consolidated Schedule of Tangible Capital Assets. 4. ACCUMULATED SURPLUS Accumulated surplus consists of individual fund surplus (deficit) and reserves as follows: Surplus: Net investment in tangible capital assets Committed for completion of assets under construction Self- financed capital projects Other Share of surplus in Elgin St. Thomas Public Health Total surplus Reserves set aside by Council: Working capital Contingencies Insurance purposes Roadway purposes Homes for senior citizens Libraries and cultural services Ambulance and health services Other municipal services Total reserves Total accumulated surplus 2010 $184,391,974 2,958,254 (4,598,457) 182,751,771 191.067 182.942,838 500,000 4,181,413 66,432 782,436 1,602,410 278,544 689,877 42.768 8.143,880 $191,086,718 2009 $185,505,820 3,197,797 (7.813.046) 180,890,571 (167,643) 189 932 180,912,860 500,000 3,597,384 623,221 582,436 1,379,834 531,669 490,954 42,969 7.748.467 $188,661.327 CORPORATION OF THE COUNTY OF ELGIN NOTES TO THE CONSOLIDATED FINANCIAL STATEMENTS DECEMBER 31, 2010 5. RESTATEMENT OF PRIOR YEAR'S ACCUMULATED SURPLUS, BEGINNING OF YEAR During the preparation of the consolidated financial statements for the year ended December 31, 2010, the County determined that an incorrect valuation of certain tangible capital assets and classification of specific accounts had been made as at December 31, 2008. The correction of this error has been applied retroactively and the 2009 prior period accumulated surplus, beginning of the year balance has been restated as follows: Accumulated surplus Balance as previously reported Correction of net book value of tangible capital assets Other reclassification of account balances 2009 $184,699,359 170,596 (1,973) Accumulated surplus, as restated $184,867,982 6. CONTINGENCY From time to time, the County of Elgin is subject to claims and other lawsuits that arise in the ordinary course of business. These claims may be covered by the County's insurance up to a maximum amount per occurrence. In the opinion of management, any litigation, if successful, would not have a material impact on the financial position of the County of Elgin. 7. PUBLIC SECTOR SALARY DISCLOSURE The Public Sector Salary Disclosure Ace, 1996 (the "Act ") requires the disclosure of the salaries and benefits of employees in the public sector who are paid a salary of $100,000 or more in a year. The County of Elgin complies with the Act by providing the information to the Ontario Ministry of Municipal Affairs and Housing for disclosure on the public website at www.fin.gov.on.ca. CORPORATION OF THE COUNTY OF ELGIN NOTES TO THE CONSOLIDATED FINANCIAL STATEMENTS DECEMBER 31, 2010 8. SEGMENTED INFORMATION The County of Elgin provides a diverse range of services to its citizens. The Consolidated Schedule of Segment Disclosure has grouped various services into segments to provide a further breakdown of the revenues and expenses attributed to each segment. For each reported segment, revenues and expenses represent both amounts that are directly attributable to the segment and amounts that are allocated on a reasonable basis. The services included in each segment are as follows: General government General government is comprised of County council, corporate management and program support. Transportation services Transportation services are comprised of roadways, bridges, and winter control. Health Services Health services are comprised of the County's proportional share of the operation of the Elgin St. Thomas Public Health and other public health transfers. Social and family services Social and family services consist of the County share of services that sustains and supports individuals, families and community. Library and cultural services Library and cultural services are comprised of library, archives, Pioneer Museum and other cultural services. Planning and development Planning and development is comprised of planning and zoning, economic development, tourism, and agricultural and reforestation. 9. COMPARATIVE AMOUNTS Comparative amounts have been reclassified from statements previously presented to conform to the presentation of the 2010 consolidated financial statements. CORPORATION OF THE COUNTY OF ELGIN CONSOLIDATED SCHEDULE OF TANGIBLE CAPITAL ASSETS DECEMBER 31, 2010 CT • N eo O N Construction • — V M N • \0 V \O O: c/1 N s N Inn O M 6R 614 � 305,726,949 312,751,160 00 \0 O q' O' N r- 0o N M N 00 roo go- — 00 • N 120,221,129 128.359.186 $185,505,820 $184,391,974 00 %O O q' O' 69 00 V Os - M 00 00 as N- "O 00 In 0 M 0 M 0 M O\ N — cn O� 00 M en 'O N O In O mr tr .O O M' • N Ifl 'r O. 0000 ''. M v M — �▪ . 614 69 en M V N n O N V N N 1` M O 0 O ec0 ate) 0000 � M en 0 O %O ▪ M O Li) 0. - N O M OM O' ▪ O • N a) U '3 I-- .0 N — M M N I t p' In N n N tu ()] 69 i-. N M — V OT M tQ Q\ is 00 100n O tel 0 C_ od — 'r V 0 N �O I^ �O 00 O O N — O m en M 69 00 VO N N 'O q' N 0 ed I^ n 'O M O' $136.468,711 $22,378,823 $2,61 1,017 N '0 00 00 In 'O Os N 'O M Balance, end of year 614 Net book value - municipal assets $17,936,754 CORPORATION OF THE COUNTY OF ELGIN CONSOLIDATED SCHEDULE OF SEGMENT DISCLOSURE DECEMBER 31, 2010 e C O b O'. 0 b 00 VO r- 0 I` 0 b 0 V1 VD c}' V1 N — �t b .0 O" M 'r1 — M M O, — et ct Q, M tf N 00 1' 00 V1 r1 O m N N r- m 0 00 O' 'r'1 0 — 'O — 'r1 N O ■::T O` ND N N 0 M— 4 00 00 NN N 'O N N V1 WI g 4) — r- �1 ' N ON' OS C Q' N O VD O N .— N C —y 69 a p w y 4) O rA L 0 •C 4) Ambulance d C 4) Government M 00 V) O N M N ' O — N VD V1 ON O O' 00 $ 115,696 $ 2.425 391 n set kr, oo • t` O` o 00 0 ON ON N t- Q` 'O V1 M M .O so: 00 N ' r 00 ON N ON M V1 M 'n r- O, O 'r1 N .O 'r'1 ON '.o n M 000.N • N 69 M — M 69 M O 00 S M VD 00 O V1 N 00 V1 00 69 $ 6,130,994 $2,452,398 Vi O 0 ' O VI ' Lel O N M N M 00 M 20.288.252 O tel O N O N O N M O vN 0 N 'ri ' 0o M 'ri M — N 00 — M 00 4,1 M '.p 00 tz O M N ON — 00 N O 00 N 00 M Q` �O I` 0 M �' I` 00 — ON N ON ' ON ' 00 N CT — ' '.D Ono — in M V1 O 0 M N 1 1 1 69 O O N O N 00 — O 'r 1 'r1 O 00 �O ' ON eNI N N 00 O N Is` O+ V1 O Is- O VD 00 Q. 00 O M .tt 'r1 O+ M .O N V1 V1 N O 00 M en 00 t n 'n — 6A Other contributions Total revenues ON O O r- O O 'O 00 — O� 00 N N 00 V1 V1 O'.r M N Amortization O V1 V1 r 69 $ 1,134 $ 125,644 00 VO N V1 00 'O VD n 00 — h 6A r M s 00 0000 M O ~ 6R O'. N O' NO M 'n en VD ON 69 �O N 00 'n d' 0 O 0 V1 669 Total expenses Annual surplus (deficit) REPORT TO COUNTY COUNCIL FROM: Jim Bundschuh - Director of Financial Services DATE: Sept 13th, 2011 SUBJECT: Budget Comparison — August 2011 INTRODUCTION: Attached is the budget comparison through August 2011 for the County showing total favourable performance to budget for the month of $45,000 bringing year -to- date performance $639,000 favourable. DISCUSSION /CONCLUSION: Highlights of the budget performance for the month as shown on Attachment are as follows: Line 18 — Homes: Favourable performance for August of $32,000. As discussed in the July YTD report, the Ministry announced the new funding levels for 2011, resulting in favourable revenue performance to budget. RECOMMENDATION: THAT the report titled "Budget Comparison 13th, 2011 be received and filed. Respectfully Submitted Jim Bundschuh — August 2011" dated September Approved for Submission Mark G. McDonald Director of Financial Services Chief Administrative Officer 62 coc E O 0 c E O 0 CO c E 0 0 L() c E O 0 c E O 0 c E U H Z 0 2 N c E 0 0 c E O 0 H W Z 0 Z W a W RECEIPTS Ea DCO a M 03 H W Z 0 Z W w RECEIPTS Description N 0 0 O O (O O O N O 00 N- O M O O r O co N- CO O Lf) v O O r- ' LLO (0 N N N N O O CO N O lf) N N O N M O L() ( 0 0 - 0 ) c 0 0 0 0 CO N N N. N •ch CD N 6) M o N N N M 00 i N ti M go_ M CO M tD (D CO N O O O Lf) O co CO (D N O O a) O O O O Lo ( O O I� O) O O O CO CO N O 0) O O O CO M M N O O O 0 N CNI M ti N O M co 7 CO ti (D O 19 CORPORATE ACTIVITIES INTEREST CHARGES & INCOME SOCIAL SERVICES - ST. THOMAS HEALTH UNIT U 1- z CC (9 RENTAL INCOME PROPERTY ASSESSMENT ONTARIO MUNICIPAL PARTNERSHIP FUND PROJECT COSTS Total Corporate �INIMI�ILoI col l-lcol 0)1 OI CO N CO N CO CO I. O N N N U) (0 O O ti CO M CO CO O M) O O 0) CO O N N I. O N O N CO O N '- M CO CO- M CO- 00 CO N N0 O O N N lf) M CO N (11 M N- C) 6) CO lf) O N N M N N CO N O N- N N (0 M M N (f) M N 0) O 6) CO (f) () N N M N O O O O I- Lf) N CO 0) O O M M O) O N CO M) I� 0) CO- M N0 O O CO M CO I. N N CO N M � O M I■ CO 0) 0) NT 00 M CO M) M M N N M � � O CO CO O CO O O N I� CO N co O N- 00 M I� I� ^ 6) O O M N N co C) c N CO M N N. M CO O M N CO- CO- CO- M CO M N M O N N Lf) 0 N ti (D M N (D O CO cD N 0 O O (D 7 N 0) - O O O N N `- CO M CO CO O I- CV 0 M I� N CO I- O O O I. M O ,-01N`-'01 M M O M O O O O CO lf) O O O O (O N O M) N M N O O O O N- lf) I- U) CO lf) O O (f) O (O N O N0 N0 M O O O O N0 00 NT CO- M O (f) M CO O N O •ch O N M 0) O O I- co- co- 00 00 N. N O M N N Ih O O CO CO CO O u) CO O I- co- O rn O M M M O O M I� (f) 00 N O O O CO (0 1 CO N (f) N 0) O N CO 0 00 M NM O i l- M O O CO lf) M O N 00 CO I. O O N N N- CO CO O CO 00 N CO M 00 LS ) N CO- N N I� i 1) N O co ti co M ti DEPARTMENTAL ACTIVITIES WARDEN AND COUNCIL (40 W 0 www U U > CC : O W' J W Q Z Z < Q 2 Z Ii= Q ADMINISTRATION BUILDING CORPORATE EXPENDITURES ENGINEERING SERVICES U W U_ > oC W U oC (40 Oww u) U > oC W O v) LL w w� 2U� Ohm 2 2 J INFORMATION TECHNOLOGIES U2 W U > D Ji!up Ii w > O U) oe J Z W < O U U U _ Z w 0 > J D Z O -Jm0 ao<w Total Departmental .,I,-II (,2I',I°,2I°'ININININININI (0\11 ti CO O M (D M 0 CO (D N 1) M N O 0 N N M ti (D 0 N N (D O N (D 0 (D O N M r 0 1- S: \insight data \ELGIN FINANCIAL \Summary2011 20/09/2011 REPORT TO COUNCIL FROM: Jim Bundschuh - Director of Financial Services DATE: September 1st, 2011 SUBJECT: 2010 Performance Measures INTRODUCTION /DISCUSSION: The County is required to report Performance Measures (MPMP) to the Province. The following are the highlights comparing 2008, 2009 and 2010. An adequate road is a road where surface distress is minimal and no maintenance or rehabilitation action is required. 2008 2009 2010 Adequacy of Roads % of paved lane kilometres rated adequate 70.7% 72.3% 73.9% An adequate road is a road where surface distress is minimal and no maintenance or rehabilitation action is required. A bridge or culvert is rated in good to very good condition if distress to the primary components is minimal, requiring only maintenance. Primary components are the main load carrying components of the structure, including the deck, beams, girders, abutments, foundations. This is the County's first year reporting this metric. 2010 Adequacy of Bridges & Culverts % of bridges and culverts where the condition is rated as good to very good. 83.5% A bridge or culvert is rated in good to very good condition if distress to the primary components is minimal, requiring only maintenance. Primary components are the main load carrying components of the structure, including the deck, beams, girders, abutments, foundations. This is the County's first year reporting this metric. Paved roads are defined as roads with asphalt surface, concrete surface, composite pavement, portland cement or surface treatment. Maintenance includes frost heave /base /utility cut repair, cold mix patching, hot mix patching, shoulder maintenance, surface maintenance, surface sweeping, and surface flushing. Surface maintenance activities include crack sealing, spray patching, and slurry seal. Also included in these costs are Bridge Maintenance and Winter Control costs. The Total cost measure was revised in 2010 as directed by the Province; hence there is no comparable data for prior years. Total costs mean 64 2010 Maintenance Costs Per paved lane kilometre $2,780 Paved roads are defined as roads with asphalt surface, concrete surface, composite pavement, portland cement or surface treatment. Maintenance includes frost heave /base /utility cut repair, cold mix patching, hot mix patching, shoulder maintenance, surface maintenance, surface sweeping, and surface flushing. Surface maintenance activities include crack sealing, spray patching, and slurry seal. Also included in these costs are Bridge Maintenance and Winter Control costs. The Total cost measure was revised in 2010 as directed by the Province; hence there is no comparable data for prior years. Total costs mean 64 operating costs as defined in MPMP, plus amortization and interest on long -term debt, less revenue received from other municipalities for tangible capital assets. The County of Elgin contracts with its seven member municipalities to provide roads maintenance based on a set per kilometre dollar amount. General 2008 2008 2009 2010 Government $44.79 $48.27 Operating costs for library services per use $2.99 $3.15 General Government - % of total operating costs for governance and corporate management. 6.4% 4.5% 4.4% General government administration includes departments primarily involved in general administration, financial management, and human resources. These costs have been reduced over this time period, through actions such as the downsizing of the management structure, resulting in a reduced percentage. Library Services 2008 2009 2010 Operating costs for library services per person $51.14 $44.79 $48.27 Operating costs for library services per use $2.99 $3.15 $1.53 Library uses per person 17.12 14.20 31.56 Electronic library uses as a percentage of total library uses 31.0% 19.8% 65.4% Non - electronic library uses as a percentage of total library uses 69.0% 80.2% 34.6% The decrease in operating costs per person from 2008 to 2009 and 2010 is due to update population data. It is important to note the number of library uses has climbed significant, driven by electronic library uses. The 2010 Municipal Performance Measures will be available on the County website for the public to review. RECOMMENDATION: THAT the 2010 Municipal Performance Measures as outlined in the September 1st, 2011 report titled 2010 Performance Measures be received and filed. Respectfully Submitted Jim Bundschuh Director of Financial Services 65 Approved for Submission Mark G. McDonald Chief Administrative Officer n try- REPORT TO COUNTY COUNCIL FROM: Rhonda L. Duffy Director Homes & Senior Services DATE: September 12, 2011 SUBJECT: Request and Concern Policy - Revision INTRODUCTION: With the implementation of the Long Term Care Act 2007, many of the homes policies request review, revision and in some instances adoption of new and deletion of old. DISCUSSION /CONCLUSION: Every licensee of a long -term care home shall ensure that the written procedures required under section 21 of the Act incorporate the requirements set out in section 101. Several specifics within section 101 of the Act require a clear method of communication, recording, follow -up and quality improvement monitoring. Due to these requirements, the policy and corresponding forms have been revised. RECOMMENDATION: THAT the policy titled "Requests and Concerns" and corresponding form revisions be approved as written and; THAT the report titled "Requests and Concerns Policy — Revision" dated September 13, 2011 be received and filed. Respectfully Submitted Approved for Submission Rhonda L. Duffy Mark G. McDonald Director Homes & Senior Services Chief Administrative Officer 66 Elgin County FFG�1QLihCli/ MICOr0 HOMES AND SENIOR SERVICES DRAFT - REVISED POLICY & PROCEDURE NUMBER: 2.3 DEPARTMENT: Administration SUBJECT: Requests and Concerns APPROVAL DATE: April 2004 REVISION DATE: March 2011 Page 1 of 2 PURPOSE: To provide an effective process to receive and address requests /concerns ensuring a prompt response, follow -up and accountability. PROCEDURE: Resident/Personal Representative and Staff Awareness: 1. On admission a resident/personal representative will be informed as to the formal requests /concern process. 2. A copy of the request/concern policy is kept in the Public Information binder. Copies of the procedure are available upon the request. 3. Staff shall receive instruction on the process for a request/concern brought forward by a resident/personal representative /visitor, upon hire and annually thereafter. Informal Requests /Concerns: 1. Requests /concerns should be taken to the Registered Staff on Duty and /or Department Manager for immediate response and resolution. Should the resolution be unsatisfactory, residents /personal representatives are asked to move to the next step in the Complaint/Request Resolution Process (Form Adm #2.3b) Staff Responsibility and Accountability: 1. Should staff receive a request/concern that cannot be immediately resolved, the information should be documented on the "Request Response Form" (Form Adm #2.3a) and forwarded to the respective Department Manager. 2. The request/concern shall be responded to within 10 days of receipt to include a possible plan of action. 3. All actions shall be documented including dates, follow -up, final resolution and date of feedback provided to resident/personal representative /visitor. Pending County Council Approval 67 �� E�gmCounty FFG�1QLihCli/ MICOr0 HOMES AND SENIOR SERVICES DRAFT - REVISED POLICY & PROCEDURE NUMBER: 2.3 DEPARTMENT: Administration SUBJECT: Requests and Concerns APPROVAL DATE: April 2004 REVISION DATE: March 2011 Page 2 of 2 4. The documented record of requests /concerns is reviewed and analyzed for trends at least quarterly; (a) the results of the review and analysis are taken into account in determining what improvements are required in the home; and incorporated in to the annual Quality Improvement Plan (QIP) (b) a written record is kept of each review and of the improvements made in response. (c) Subsections (2) and (3) of section 101 of the Act do not apply with respect to verbal complaints that the home is able to resolve within 24 hours of the request/concern being received. Resident/Personal Representative/Visitor: 1. Residents/Personal Representatives /Visitors are encouraged to follow the Request /Concern Procedure. 2. All formal written requests /concerns received from the resident/personal representative /visitor concerning the care of a resident or the operation of the long -term care home shall be immediately forwarded to the Director at the Ministry of Health & Long -Term Care to:. Ministry of Health and Long -Term Care's toll -free Long -Term Care ACTION Line at 1- 866 - 434 -0144 OR Send a written letter, by mail, to the responsible Director at the Ministry of Long -Term Care at the following address: Director, Performance Improvement and Compliance Branch Ministry of Health and Long -Term Care 55 St. Clair Avenue West, 8th Floor, Suite 800 Totonto, ON M4V 2Y7 Pending County Council Approval 68 747 P'Oi.0 SiitC 41 i'411iC REQUEST AND CONCERN PROCEDURE Our goal is to provide optimum care at all times to every resident. We want to know how we are doing and appreciate your feedback. If you have a request or concern, please do not hesitate to come to us. This chart is only a guide of who you might go to first in order to have your request /concerns answered. Resident or Family has a request or concern Inform the Registered Nurse on duty. If concern is not resolved to your satisfaction please continue to the next step. Manager of Resident Care Manager of Support Services Manager of Program & Therapy Services Administrator Director Homes & Senior Services County Chief Administrative Office Elgin County Council Warden Ministry of Health (Toronto) Long -Term Care Division (416) 327 -8952 Long -Term Care ACTION Line 1- 866 - 434 -0144 Form Adm #2.3b 69 n try- REPORT TO COUNTY COUNCIL FROM: Rhonda L. Duffy Director Homes & Senior Services DATE: September 13, 2011 SUBJECT: New & Revised Policies & Procedures —Admin 2.1- Residents' Bill of Rights, Admin 2.11- Resident Abuse & Admin 2.3 -Staff Reporting and Whistle Blower Protection INTRODUCTION: The Long Term Care Homes Act, 2007 has added requirements which must be incorporated into new and existing policies. DISCUSSION /CONCLUCSION: The County of Elgin has held the safety and well -being of its long term care homes residents in highest regard. Existing policies require further clarification in regards to reporting requirements, investigation requirements and Whistle Blower Protection. The revisions and new polices, Residents' Bill of Rights, Resident Abuse and Whistle Blower Protection, meet requirements under the Long Term Care Homes Act, 2007. All staff receives annual training on these policies to ensure a full understanding of individual and Home obligations. RECOMMENDATION: THAT the policy revisions, Admin 2.1- Residents' Bill of Rights and Admin 2.11 - Resident Abuse be approved as amended and, THAT the new policy Admin 2.3- Whistle Blower Protection be approved as written and, THAT the report titled, "New & Revised Policies & Procedures — Admin 2.1- Residents' Bill of Rights, Admin 2.11- Resident Abuse & Admin 2.3- Whistle Blower Protection" be received and filed. Respectfully Submitted Approved for Submission Rhonda L. Duffy Mark G. McDonald Director Homes & Senior Services Chief Administrative Officer 70 �� E�ginCounty HOMES AND SENIOR SERVICES POLICY & PROCEDURE NUMBER: 2.1 DEPARTMENT: Administration APPROVAL DATE: Nov. 9, 1988 DRAFT - REVISED SUBJECT: Residents' Bill of Rights REVISION DATE: June 2010 Page 1 of 4 PURPOSE: To recognize each resident as an individual and incorporate his /her wishes into the plan of care. To assist residents to make informed choices about his /her care in the long term care facility. To maximize residents' independence this enhances self - esteem. Fundamental Principle: The fundamental principle to be applied in the interpretation of the Long Term Care Home Act, 2007 and anything required or permitted under this Act is that a long -term care home is primarily the home of its residents and is to be operated so that it is a place where they may live with dignity and in security, safety and comfort and have their physical, psychological, social, spiritual and cultural needs adequately met. 2007, c. 8, s. 1. PROCEDURE: The Residents' Bill of Rights and Fundamental Principle in English and French shall be posted in a minimum size font of 16 and prominently displayed within the home. Each resident/personal representative will receive a copy of the Residents' Bill of Rights on admission. The Residents' Bill of Rights will be reviewed with the resident on a regular basis. All employees will be knowledgeable of and support Residents' Rights. The Residents' Bill of Rights which shall be fully respected and promoted include, but are not limited to the following rights contained in the Long Terns Care Home Act, 2007: 1. Every resident has the right to be treated with courtesy and respect and in a way that fully recognizes the resident's dignity and individuality and to be free from mental and physical abuse. 2. Every resident has the right to be properly sheltered, fed, clothed, groomed and cared for in a manner consistent with his or her needs. 3. Every resident has the right to be told who is responsible for and who is providing the resident's direct care. 4. Every resident has the right to be afforded privacy in treatment and in caring for his or her personal needs. Pending County Council Approval 71 �� E�gmCounty FFG�1QLihCli/ MICOr0 HOMES AND SENIOR SERVICES POLICY & PROCEDURE NUMBER: 2.1 DEPARTMENT: Administration APPROVAL DATE: Nov. 9, 1988 DRAFT - REVISED SUBJECT: Residents' Bill of Rights REVISION DATE: June 2010 Page 2 of 4 5. Every resident has the right to keep in his or her room and display personal possessions, pictures and furnishings in keeping with safety requirements and other residents' rights. 6. Every resident has the right, i. to be informed of his or her medical condition, treatment and proposed course of treatment ii. to give or refuse consent to treatment, including medication, in accordance with the law and to be informed of the consequences of giving or refusing consent, to have the opportunity to participate fully in making any decision and obtaining an independent medical opinion concerning any aspect of his or her care, including any decision concerning his or her admission, discharge or transfer to or from a home, and iii. To have his or her medical records kept confidential in accordance with the law. 7. Every resident has the right to receive reactivation and assistance towards independence consistent with his or her requirements. 8. Every resident who is being considered for restraints has the right to be fully informed about the procedures and the consequences of receiving or refusing them. 9. Every resident has the right to communicate in confidence, to receive visitors of his or her choice and to consult in private with any person without interference. 10. Every resident whose death is likely to be imminent has the right to have members of the resident's family present twenty -four hours per day. 11. Every resident has the right to designate a person to receive information concerning any transfer or emergency hospitalization of the resident and where a person is so designated to have that person so informed forthwith. 12. Every resident has the right to exercise the rights of a citizen and to raise concerns or recommend changes in policies and services on behalf of himself or herself or others tot he residents' council, home staff, government officials or any other person inside or outside the home, without fear of restraint, interference, coercion, discrimination or reprisal. Pending County Council Approval 72 �� E�gmCounty FFG�1QLihCli/ MICOr0 HOMES AND SENIOR SERVICES POLICY & PROCEDURE NUMBER: 2.1 DEPARTMENT: Administration APPROVAL DATE: Nov. 9, 1988 DRAFT - REVISED SUBJECT: Residents' Bill of Rights REVISION DATE: June 2010 Page 3 of 4 13. Every resident has the right to form friendships, to enjoy relationships and to participate in the residents' council. 14. Every resident has the right to meet privately with his or her spouse in a room that assures privacy and where both spouses are residents in the same home, they have a right to share a room according to their wishes, if an appropriate room is available. 15. Every resident has a right to pursue social, cultural, religious and other interests, to develop his or her potential and to be given reasonable provisions by the home to accommodate these pursuits. 16. Every resident has the right to b informed in writing of any law, rule or policy affecting the operation of the home and of the procedures for initiating complaints. 17. Every resident has the right to manage his or her own financial affairs where the residents is able to do so, and where the resident's financial affairs are managed by the home, to receive a quarterly accounting of any transactions undertaken on his or her behalf and to be assured that the resident's property is managed solely on the resident's behalf. 18. Every resident has the right to live in a safe and clean environment. 19. Every resident has the right to be given access to protected areas outside the home in order to enjoy outdoor activity, unless the physical setting makes this impossible. 20. Every resident has the right to participate in the Resident's Council. 21. Every resident has the right to meet privately with his or her spouse or another person in a room that assures privacy. 22. Every resident has the right to share a room with another resident according to their mutual wishes, if appropriate accommodation is available. 23. Every resident has the right to pursue social, cultural, religious, spiritual and other interests, to develop his or her potential and to be given reasonable assistance by the licensee to pursue these interests and to develop his or her potential. Pending County Council Approval 73 �� E�ginCounty HOMES AND SENIOR SERVICES POLICY & PROCEDURE NUMBER: 2.1 DEPARTMENT: Administration APPROVAL DATE: Nov. 9, 1988 DRAFT - REVISED SUBJECT: Residents' Bill of Rights REVISION DATE: June 2010 Page 4 of 4 24. Every resident has the right to be informed in writing of any law, rule or policy affecting services provided to the resident and of the procedures for initiating complaints. 25. Every resident has the right to manage his or her own financial affairs unless the resident lacks the legal capacity to do so. 26. Every resident has the right to be given access to protected outdoor areas in order to enjoy outdoor activity unless the physical setting makes this impossible. 27. Every resident has the right to have any friend, family member, or other person of importance to the resident attend any meeting with the licensee or the staff of the home 2007,c.8,s.3 (1). Pending County Council Approval 74 Elgin ▪ County FFG�1QLihCli/ N10010 HOMES AND SENIOR SERVICES POLICY & PROCEDURE NUMBER: 2.11 DEPARTMENT: Administration APPROVAL DATE: May 14,1986 DRAFT - REVISED SUBJECT: Resident Abuse REVISION DATE: March 2011 Page 1 of 4 PURPOSE: 1. To ensure compliance with Sections 19 and 20 of the Long Term Care Homes Act, 2007. 2. Residents shall be treated with respect and dignity at all times by staff as per The Residents Bill of Rights. 3. To provide guidelines to be followed in the investigation of alleged or suspected resident abuse. 4. To ensure the effective communication and understanding of the Homes policy of Zero Tolerance toward any form of abuse. 5. To provide a consistent process for the reporting and investigation of all alleged or suspected incidents ensuring appropriate action is taken 6. To inform all staff of his /her rights during an investigation of alleged or suspect resident abuse including disciplinary and dismissal guidelines. 7. To ensure Residents/Personal Representatives and Visitor are aware of the Homes' abuse policy including reporting requirements. 8. To ensure individuals reporting abuse are protected as outlined in the Whistle Blower Protection Act. PROCEDURE: 1. Definition of Abuse Abuse is the unwarranted and /or inappropriate use of physical force, physical neglect, psychological abuse, psychological neglect, financial exploitation, sexual involvement, and failure to report any of the aforementioned causes. Examples: a) Physical Force • Hitting, kicking, striking, slapping, shoving, pinching, beating • Unauthorized or unnecessary use of physical restraints • Physical horseplay • Unnecessary roughness b) Psychological • Threats • Teasing, snaking fun of resident Pending County Council Approval 75 �� E�gm nty FFG�1QLihCli/ N10010 HOMES AND SENIOR SERVICES POLICY & PROCEDURE NUMBER: 2.11 DEPARTMENT: Administration APPROVAL DATE: May 14,1986 DRAFT - REVISED SUBJECT: Resident Abuse REVISION DATE: March 2011 Page 2 of 4 • Refusing to provide care unless Resident conforms to caregiver requests • Verbal harassment • Unnecessary isolation of individual • Sign language • Mimicking c) Neglect (Denying Care) • Failure to give proper nourishment • Failure to allow or encourage residents to participate in activities of Daily Living (ADL) • Failure to change incontinent residents • Failure to attend to grooming needs, combing hair, cleaning teeth, ill fitting or torn clothing • Over prescribing of drugs or alcohol • Denying Residents' Rights d) Sexual • Touching and fondling • Sexual involvement • Rape e) Financial Abuse • Stealing of resident's money or belongings by staff, family members or others. f) Other • Failure to report any above • Failure to report incidents • Damaging resident's belongings • Repeated minor abuses leads to major abuse. 2. a) In any case of alleged or suspected abuse the employee witnessing or having knowledge of an incident shall verbally report the abuse immediately to her /his direct supervisor or delegate. Verbal reports shall be put in writing as soon as possible after the matter has been brought forward. Failure to report may result in discipline and or termination /removal. When appropriate, reporting to the College of Nurses will occur. Pending County Council Approval 76 Elgin Caunty FFG�1QLihCli/ N10010 HOMES AND SENIOR SERVICES POLICY & PROCEDURE NUMBER: 2.11 DEPARTMENT: Administration APPROVAL DATE: May 14,1986 DRAFT - REVISED SUBJECT: Resident Abuse REVISION DATE: March 2011 Page 3 of 4 b) A member of management will suspend the suspected employee /s with pay, pending the outcome of this investigation. c) The Manager of Resident Care shall contact the residents' personal representative to apprise of the alleged /suspected abuse investigation. d) The Director of Senior Services /Administrator /or designate will investigate the allegations immediately in collaboration with the Director of Human Resources. e) A third party will be contacted to investigate the allegations as deemed necessary by Director of Senior Services and /or Director of Human Resources. f) The Ministry of Health & Long Term Care shall be notified as per Mandatory Reporting Guidelines as outlined under the Long Term Care Homes Act, 2007. g) Police will be notified as soon as possible when warranted through investigation. 3. All incidents of abuse or suspected abuse will be documented fully by any person having direct knowledge of the incident (nurse, family member, resident if able, housekeeping, dietary etc.) 4. All objective documentation shall contain the following information: a) what happened (be exact) b) when did it happen c) who was involved including witnesses d) where did it happen e) why did it happen (if known) 5. If following an investigation it is found that abuse has taken place, progressive discipline up to and including termination shall follow. 6. Employee's rights will consist of: a) The employer making employees aware of abuse policy. b) The employee has the right to be advised of all allegations and be given an opportunity to explain her /his actions. c) The employee has the right to be represented by her /his bargaining unit. d) The employee has the right to appeal disciplinary action through the grievance procedure. Pending County Council Approval 77 E lgn▪ i aunty PIDDeSiii r Dy f4GON HOMES AND SENIOR SERVICES POLICY & PROCEDURE NUMBER: 2.11 DEPARTMENT: Administration APPROVAL DATE: May 14,1986 DRAFT - REVISED SUBJECT: Resident Abuse REVISION DATE: March 2011 Page 4 of 4 e) Management employees may only appeal dismissal through the Ontario Ombudsman and the Human Rights Commission. 7. The general accepted principle is that a police investigation is separate and independent of internal administrative procedures and decisions on discipline. PREVENTION OF ABUSE: 1. Residents /Personal Representatives will be informed of his /her rights and what constitutes abuse during the admission process and at resident /family council meetings. Awareness of what constitutes abuse and the resident's rights will promote early intervention in a situation before it results in abuse. 2. Staff education on Resident's Rights and the types of abuse will heighten awareness on what constitutes abuse. This combined with education on fostering a caring environment of respect and awareness of acceptable employee practices will aid in prevention. 3. Additional education for Staff and Volunteers will include Whistle Blower Protection Administration Policy 2.30. 4. Strict human resources practices will also act as a deterrent to resident abuse by staff. RESOURCES AVAILABLE TO ASSIST RESIDENT/ PERSON RESPONSIBLE FOR ABUSE: • Social worker • Veterans Affairs RESOURCES FOR STAFF: • Employee Assistance Program • Through Private Services for a social worker. Pending County Council Approval 78 17E n HOMES AND SENIOR SERVICES POLICY & PROCEDURE NUMBER: 2.30 DEPARTMENT: Administration APPROVAL DATE: DRAFT -NEW SUBJECT: Staff Reporting & Whistle Blower Protection DATE: March 2011 Page 1 of 6 PURPOSE: This policy is part of the Home's ongoing efforts to identify and respond to any conduct that may pose a risk of harm to residents or staff, or to the operation of the Home. This policy reflects the strong whistle- blowing protections in the Long -Term Care Homes Act, 2007 (the "LTCHA "), and reporting under this policy will assist the Home in meeting the requirements of the LTCHA in this and other areas. 1. This policy is intended to encourage Elgin County Homes Staff, Volunteers and others to report suspected or actual occurrence(s) of illegal, unethical or inappropriate events (behaviours or practices) without retribution; 2. To ensure that there is no retaliation against those who make reports in good faith under this policy; 3. To ensure compliance with reporting and whistle- blowing provisions of the LTCHA. 4. The County of Elgin Human Resources Policy 2.90 "Code of Conduct" provides employees with a guide to acceptable professional conduct of which may allies. PROCEDURE: 1. Section 26 of the LTCHA, 2007 forbids retaliation or threats of retaliation against a person for disclosing anything to an inspector or the Ministry of Health and Long -Term Care Director, or for giving evidence in a proceeding under the LTCHA or during a coroner's inquest. Under section 26, staff members, officers, and directors cannot discourage these disclosures. 2. Staff Reporting Any staff member who is aware of or suspects any of the following must report it as soon as possible in accordance with the reporting procedures in this policy: a. Improper or incompetent treatment or care of a resident; or unlawful conduct that affects or may affect a resident b. Abuse of a resident by anyone, or neglect of a resident by a staff member or board member of the Home. This includes misuse or misappropriation of resident property c. Verbal complaints concerning resident care or operation of the Home d. Breach of the Home's policies, standards, procedures or by -laws, or breaches of legislation or government policy that applies to the Home, including the LTCHA and its regulations Pending County Council Approval 79 17E HOMES AND SENIOR SERVICES POLICY & PROCEDURE NUMBER: 2.30 DEPARTMENT: Administration APPROVAL DATE: DRAFT -NEW SUBJECT: Staff Reporting & Whistle Blower Protection DATE: March 2011 Page 2 of 6 e. Any retaliation against a person for making a report under this policy, or for disclosing anything to an inspector or the MOHLTC Director, or for giving evidence in a proceeding under the LTCHA or in a coroner's inquest. Staff Reporting and Mandatory/Immediate Reporting under the LTCHA Staff should be aware that section 24(1) of the LTCHA requires certain persons to make immediate reports to the MOHLTC Director where there is a reasonable suspicion that certain conduct or events occurred or may occur. (Section 24(1) is set out in the Appendix to this policy and for clarification about who must report see section 105 of the LTCHA regulation, which is included in the Appendix). Staff should immediately report through this policy any conduct or events that may lead to a mandatory /immediate report under section 24(1). Staff should also understand that it is an offence under the LTCHA to discourage or suppress a section 24(1) report. No Retaliation or Discouragement of Reports The Home will protect staff members and board members from harassment, coercion, penalty or discipline in the context of the following: a. Reports in good faith under this policy, and b. Disclosure of anything to an inspector or the MOHLTC Director, or giving evidence in a proceeding under the LTCHA or during a coroner's inquest. The Home will protect a resident (and his or her family members, personal representative, and persons of importance) against any threats or discrimination in connection with the resident's disclosure of anything to an inspector or the MOHLTC Director, or his or her giving evidence in a proceeding under the LTCHA or during a coroner's inquest. Staff members and board members must not do anything to discourage any of the following: a. Reports under this policy, b. Mandatory /immediate reports under the LTCHA, and c. Disclosures to an inspector or the MOHLTC Director, or the giving of evidence in a proceeding under the LTCHA or during a coroner's inquest. Pending County Council Approval 80 17E HOMES AND SENIOR SERVICES POLICY & PROCEDURE NUMBER: 2.30 DEPARTMENT: Administration APPROVAL DATE: DRAFT -NEW SUBJECT: Staff Reporting & Whistle Blower Protection DATE: March 2011 Page 3 of 6 d. A staff member or board member who retaliates, threatens a resident, or discourages a report in breach of this policy may be subject to disciplinary action, which may include termination or removal. Reporting in Good Faith In making a report under this policy, a person must not act maliciously or in bad faith. A person who makes a report maliciously or in bad faith may be subject to disciplinary action, which may include termination or removal. A. Reporting The Home will process and respond to reports of resident abuse and neglect through its Policy to Promote Zero Tolerance of Abuse and Neglect. Any and all situations of alleged and /or suspected Abuse and Neglect must be reported according the Home's Abuse Policy Admin 2.11. .A Whistleblower who is a staff member or volunteer who makes a report that is not done in good faith is subject to discipline, including termination of employment or volunteer status and /or other legal means to protect the residents and the reputation of the County of Elgin. Should this pertain to a visitor to the home, the Director /Administrator has the authority to supervise and /or restrict entrance to the home. 1. All complaints must be submitted in writing as soon as possible after the complaint is brought forward. 2. Crimes against person or property, such as assault, rape, burglary, etc., should immediately be reported to local law enforcement personnel. 3. Supervisors, managers and /or Administrator who receive the reports must promptly act to investigate and /or resolve the issue. If a staff member complains that an employer or person acting on behalf of the employer violates this policy, then that issue can be filled with the County of Elgin Homes Committee and /or under the regulations of The Labour Relations Act, 1995. 4. If the complaint is of a nature other than concerns or Abuse and Neglect, the Requests /Concern Policy will be followed. 5. All reports under this policy should be to a staff member's immediate supervisor or manager. Where an immediate supervisor is implicated, or where a staff member is uncomfortable reporting to their supervisor, the report should go to the next level of leadership or a member of senior management/CAO. 6. The CAO should report to the Warden, where appropriate. Pending County Council Approval 81 17E n HOMES AND SENIOR SERVICES POLICY & PROCEDURE NUMBER: 2.30 DEPARTMENT: Administration APPROVAL DATE: DRAFT -NEW SUBJECT: Staff Reporting & Whistle Blower Protection DATE: March 2011 Page 4 of 6 7. Reports concerning management staff members should be to the Director /CAO; or if the report implicates the Administrator/Director or CAO, to the Warden. 8. Reports concerning conduct of professional staff or service providers (physicians and medical students, dentists, nurses in the extended class, Manager of Resident Care, supervisors) should be to the Administrator/Director or CAO. 9. A staff member or board member who experiences any form of retaliation before or after submitting a report should immediately inform their supervisor or a member of the management team /CAO; or the Warden. B. Investigation 1) The person receiving the report will review, and if warranted, investigate and resolve the subject matter of the report. Where necessary, that person will advise or involve members of senior management, i.e., Director of Human Resources, CAO. 2) Responsibility for investigation and resolution may be referred to senior management team or CAO. The County of Elgin expects staff members to cooperate during any investigation. 3) If feasible and appropriate, the Director of Senior Services will inform the individual who made the report about the results of an investigation and the steps taken to address the conduct in question. The Whistleblower shall receive a report within ten business days of the initial report, regarding the investigation, disposition or resolution of the issue. 4) If the investigation of a report, that was done in good faith and investigated by internal personnel, is not the Whistleblower's satisfaction, then he /she has the right to report the event to the appropriate legal or investigative agency. 5) The identity of the Whistleblower shall remain confidential to those persons directly involved in applying this policy, unless the issue requires investigation by law enforcement, in which case members of the organization are subject to subpoena. C. Confidentiality 1. The Home will accept reports under this policy on a confidential basis. The Home's normal procedure will be to keep all reports confidential to the extent possible, subject to the need to conduct an effective investigation or to take action to comply with the LTCHA or other law. Pending County Council Approval 82 17E n HOMES AND SENIOR SERVICES POLICY & PROCEDURE NUMBER: 2.30 DEPARTMENT: Administration APPROVAL DATE: DRAFT -NEW SUBJECT: Staff Reporting & Whistle Blower Protection DATE: March 2011 Page 5 of 6 The home will not tolerate any attempt by a person or group to identify a person who submits a report in good faith on a confidential basis. 2. The identity of the reporting individual shall remain confidential to those persons directly involved in applying this policy, unless the issue requires investigation by law enforcement, in which case members of the organization are subject to subpoena. D. Staff Orientation and Training 1. Staff members will receive orientation and annual re- training on the reporting obligations under the LTCHA, the home's internal procedures for reporting, and the whistle- blowing protections in the LTCHA. 2. The reporting individual should promptly report the suspected or actual event to the supervisor. At no time will anyone do anything that discourages a person from forwarding suspected or actual occurrences of concern. And furthermore, no person shall encourage a person to fail to report any such concern. 3. If the reporting individual would be uncomfortable or otherwise reluctant to report to the Supervisor, then the reporting individual could report the event to the next highest or another level of management, including the Administrator. 4. The reporting individual shall report the event verbally and in writing with his /her identity. 5. The reporting individual shall receive no retaliation or retribution for a report that was provided in good faith — that was not done primarily with malice to damage another or the organization. If a complaint is made in good faith and without malice to a Ministry Inspector, Administrator or supervisor in the Home, regardless of the outcome of the investigation, they will not be subject to any form of discipline, intimidation, coercion, or harassment. 6. In addition, a resident shall not be discharged from a long -term care home, threatened with discharge, or in any way subjected to discriminatory treatment because of any reported concern, even if the resident or another person linked to a resident acted maliciously or in bad faith, and no family member of a resident, substitute decision maker of a resident or person of importance to resident shall be threatened with the possibility of any of those actions being done to the resident. Pending County Council Approval 83 17E n HOMES AND SENIOR SERVICES POLICY & PROCEDURE NUMBER: 2.30 DEPARTMENT: Administration APPROVAL DATE: DRAFT -NEW SUBJECT: Staff Reporting & Whistle Blower Protection DATE: March 2011 Page 6 of 6 E. Reprisal This policy prohibits reprisals against employees who have made good faith complaints or provided information regarding a complaint or incident workplace harassment. Employees who engage in reprisals or threats of reprisals may be disciplined up to and including dismissal from employment. Reprisal includes: o Any act of retaliation that occurs because a person has complained of or provided information about an incident. o Intentionally pressuring a person to ignore or not report an incident o Intentionally pressuring a person to lie to provide less than full cooperation with an investigation of a complaint or incident. Pending County Council Approval 84 VON Wallacetown Agriculture Society Wallacetown United Church Wallacetown W.I. West Elgin Geneological & Historical Society West Elgin Nature Club West Lorne Fire Department West Lorne Horticultural Society West Lorne Kiwanis West Lorne Knights West Lorne Optimist Westminster Delaware Historical Society Woodstock Museum Yarmouth Glen WI 297.66 2010.43 252.25 2058.36 232.07 40.36 837.47 90.81 181.62 60.54 6260.85 898.01 121.08 532.25 250,204.25 DRAFT-NEW HOMES AND SENIOR SERVICES POLICY & PROCEDURE NUMBER: 1.25 DEPARTMENT Administration SUBJECT: Pet Visitation : APPROVAL DATE: September 2011 REVISION DATE:___________ Page 1 of 7 PURPOSE: To enable residents within the County of Elgi n Homes access to the company of and ability to interact with a variety of animals while remaining safe from harm. POLICY: The County of Elgin homes acknow ledges that the benefits of pet visitors in a long Term Care setting outweigh the risk of zoonotic transmission. It recognizes the importance and value a pet contributes to the well-being and mental health of its owner or those who interact with pets. Pet Therapy has been shown in th e literature to reduce loneliness and improve health in many different patient se ttings (Health Agency Canada 2004). Animals can be a source of infection transm issible to humans through parasites, fungus or bacteria. Infections such as MRSA seen in humans may be transmitted to an animal, which can then transmit the infection to other humans. The County of Elgin Homes need to be aware of any residents or staff who experience allergies to animal dander or hair, and th e level of risk that animals present. The County of Elgin Homes Director/Administrat or or delegate has the authority to set additional conditions to those set out in this policy (such as, number of pets permitted in home areas / in facility at any one time, length of time of visit, location of visits, type of approved animals etc.) for facility pets and visiting animals. The County of Elgin Homes will ensure that all animal handlers have been informed of the County of Elgin Homes Pet Visitation Polic y through access to and/or formal training (Volunteer and Pet Therapy Vo lunteers) a comprehensive County of Elgin Homes Pet Visitation Handbook. PROCEDURE: Animal Visitation Guidelines Visitor/Family Sponsored – Pet Therapy - Vol unteer Sponsored Pet Visits – In House Pets 1. Pets and their owners who visit the home on a volunteer basis with the intention of providing Pet Therapy and/or in tend to visit more than one resident with their pet must Pending County Council Approval 86 DRAFT-NEW HOMES AND SENIOR SERVICES POLICY & PROCEDURE NUMBER: 1.25 DEPARTMENT Administration SUBJECT: Pet Visitation : APPROVAL DATE: September 2011 REVISION DATE:___________ Page 2 of 7 complete the formal volunteer applicati on process through the volunteer services department, applications are obtained and a pplications are processed by the Manager of Programs and Therapy Services. This includes but is not limited to a criminal record check, interview, reference check, volunteer waiver, volunteer appl ication form and two step TB test. 2. It is required that all indi viduals entering the home with a dog or cat must hold a current certificate of vaccination for rabies, has ha d worming procedures and documentation to support regular veterinary care by a licensed veterinarian a minimum of one time per year, and that the animal is in good health. The responsible party must assure that they are able to produce this documentation at any tim e within the duration of their visit within the home. Exemption of rabies vaccine-sensitive anim als may be granted on a case by case basis and only in areas where the risk of exposur e to rabies is considered very low. Serologic testing for rabies antibody concentr ation should not be used as a substitute for vaccination. 3. Prior to entering the County of Elgin Homes with a pet, handlers must ensure the following: All pets visiting the home must be groome d and free from excess hair, debris, and malodour through a regular grooming and bathing routine. Inspection of the pet’s nails to ensure th ey are smooth and free from sharp edges. The pets carrying case is clean and in good repair. Ensure animal leashes, harnesses and colla rs are clean and free from debris and odour. The animal has not received or ingested raw or dehydrated foods, chews or treats of an animal origin within the past 90 days. Visually inspect their pet for fleas, ticks and other pests. Use only a non retractable leash that is no more than 1.3 – 2 metres or less in length. Collars should not be choke chains or pronged collars. 4. The County of Elgin Homes will not be liable fo r any injury to (including loss of life) or damage suffered by the pet. The owner of th e pet shall be responsible and indemnify the County of Elgin Homes against any and all injury or damage to property or person Pending County Council Approval 87 DRAFT-NEW HOMES AND SENIOR SERVICES POLICY & PROCEDURE NUMBER: 1.25 DEPARTMENT Administration SUBJECT: Pet Visitation : APPROVAL DATE: September 2011 REVISION DATE:___________ Page 3 of 7 including all claims in respect thereof, caused by the pet while on County of Elgin property. 5. To ensure the safety of residents and anim al the County of Elgin Homes does not permit animals to enter the home starting from the onset of and until at least one week beyond the resolution of: Vomiting or diarrhea. Urinary or fecal incontinence of unknow n or suspected infectious origin. Episodes of coughing, sneezing of unknown or suspected infectious origin. Treatment with non topical antimicrobi als or with any immunosuppressive medication. Open sores or wounds. Infections. Orthopaedic conditions w ith could result in disc omfort to the animal. 6. All pets must be accompanied by a responsible individual, at all tim es while visiting in the County of Elgin Homes. Where feasible , pets should be brought to the County of Elgin Homes in a carrying cage. 7. Any aggressive behaviour such as scratching, biting or growling will not be tolerated and animals exhibiting such behaviour will be re quired to leave the premises immediately. 8. When on County of Elgin Homes property and visiting with th eir pet all animal handlers will ensure the following: The animal does not visit with a resident while they are eating or drinking and do not permit a resident to eat or drink while interacting with the animal. The animal does not lick or bump up against medical devices. Before entering an elevator with an animal, ask other passengers for permission, and do not enter if any passenger as ks that the animal not ente r or if a passenger appears to be apprehensive around the animal. A staff member or animal ha ndler will wear gloves to pick up any animal excreta (urine, vomit, or feces), and dispose of the material according to the County of Elgin Homes bio waste management policy. The i ndividual will report the incident to the health care staff so that the ar ea can be properly disinfected. Pending County Council Approval 88 DRAFT-NEW HOMES AND SENIOR SERVICES POLICY & PROCEDURE NUMBER: 1.25 DEPARTMENT Administration SUBJECT: Pet Visitation : APPROVAL DATE: September 2011 REVISION DATE:___________ Page 4 of 7 The handler directing the anim al assisted visit encourages the prevention of residents or individuals from touching the animal in specific body sites (e.g. mouth, nose, perianal region) or handling the animal in a manner that might increase the likelihood of frightening or harming the animal or th e animal harming the resident accidentally. Animal handlers who will be providing pet visitation for a non family member (Pet Therapy, volunteer sponsored pet visitation or in house pet visitation) will carry an alcohol based hand rub with them, and they will encourage individuals to use the product prior to and after handling the animal. Individual family sponsored pet handlers will utilize alcohol ha nd rub that is available in the home areas or residents room. 9. The County of Elgin Homes will allow an animal to visit only with residents, visitors and staff who clearly express an interest, or w ith residents on whose behalf an agent has expressed an interest. Verbal permission is to be obtained from a ny other resident in shared room in advance of a pet visitation. The decision to allow a family pet to visit a resident home area is to be made in cons ultation with the Manager of Resident Care and/or designate and / or the most responsible Physician for the resident this is to ensure that any allergic cond itions or phobias can be identified in the resident’s medical record and resident plan of care. The Recreation st aff will ensure the creation and maintenance of a “resident animal preference” list to ensure residents receive the appropriate and desired interaction with in house and visiting pets or are able to avoid such contact if they wish to do so. 10. Residents/staff with known allergies will be protected from the pet by having the pet and owner visit in an appropriate designated area of the home. 11. Animals are restricted from a ll dining and food preparation areas with the exception of Certified Service Animals which may be perm itted in these areas under the guidance and approval of the Manager of S upport Services in keeping with the regulations as outlined in the AODA (Accessibility for Onta rians with Disabilities Act). 12. The person accompanying the pet is responsible for controlling the pet’s behaviours and meeting the pet’s needs (food water and outdoor breaks) at all times and for clean up and disposal of any soilage on the property. 13. The home reserves the right to withdraw the privileges of pet visitation at any time, should the Pet Visitation policy be violated or for unacceptable behaviour as defined by the County of Elgin Homes. Pending County Council Approval 89 DRAFT-NEW HOMES AND SENIOR SERVICES POLICY & PROCEDURE NUMBER: 1.25 DEPARTMENT Administration SUBJECT: Pet Visitation : APPROVAL DATE: September 2011 REVISION DATE:___________ Page 5 of 7 14. If at any time an injury is incurred either di rectly or indirectly related to a pet visit the Registered Nursing staff must be informed immediately. The Regi stered Nursing staff will ensure prompt medical attention and inte rventions are initiated where required and necessary documentation is completed. 15. Residents, visitors and health care worker s who handle the animal during the visitation must wash their hands immediat ely prior to and following cont act with the pet using hand sanitizer and/or soap if visi bly soiled. All animal handlers must carry an alcohol based hand rub product with them wh ile visiting within the home. In House Pets 1. Residents are not permitted pe rsonal pets in their room. 2. All in house animals must be approved by the Director of Senior Services and/or home specific Medical Director / Physician. 3. All in house pets must hold current vaccination for Rabies as well receive active consultation with a licensed veterinarian and adhere to all recommended vaccinations and receive routine screening for potentially zoono tic microorganisms. In house pets (dogs or cats) must receive a health check a minimum of annually by a licensed veterinarian. 4. If an in house pet is unwell or shows sign of infection or disease all resident / pet interaction must cease and the pet must be kept in a secure area of the home and scheduled to receive prompt medical atte ntion. Further actio n will be taken in consultation with the Director of Senior Serv ices, designate and / or Medical Director / Physician. 5. All in house pets must be kept in a clea n, sanitary condition with water and food and amenities as required for optimum health. 6. In house pets will not be fed raw or dehydrated food or treats of animal origin. Residents, staff and visitors are not permitted to feed in house pets items that are not approved for the optimum health and welfare of the pet. 7. Regular grooming and nail care must be performe d to ensure the pet is clean and free of excess hair, pests and debris. Pending County Council Approval 90 DRAFT-NEW HOMES AND SENIOR SERVICES POLICY & PROCEDURE NUMBER: 1.25 DEPARTMENT Administration SUBJECT: Pet Visitation : APPROVAL DATE: September 2011 REVISION DATE:___________ Page 6 of 7 8. Signage must be posted to direct resident/visitor animal inter actions to ensure the safety of both the pet as well as the public at larg e. This must includ e availability of hand sanitizer and prompts for hand washing prior to and after handling a pet. 9. Cages, exercise areas, litter boxes, food and wa ter dishes must be washed and sanitized regularly and be housed in a secure location. 10. In house pets are deemed as suitable based on species age and origin. In house pets best suited for Long Term Care are domestic compan ion animals that are household pets. The County of Elgin Homes will exclude animal sp ecies that are deemed as higher risk of causing human illness or injur y, including but not limited to: Reptiles and amphibians (frogs, lizards, turtles) Nonhuman primates Hamsters, gerbils, mice and rats Any recently domesticated animal species such as hedgehogs. All in house pets will have a trial period at which time their suitability will be considered and revoked if necessary. All in house domestic pets must pass a temperament evaluation prior to placement in a County of Elgin Home. 11. Responsibility for all aspect s of care of an in house pe t will be discussed by the multidisciplinary team prior to acquis ition of a County of Elgin Homes pet. 12. The Resident and Family Councils will be co nsulted for feedback related to the ongoing care and acquisition of an in house pet. Service Animals 1. Must hold and display current valid certification as a Service Animal. 2. Are permitted in food service and preparation areas under certain circumstances in accordance with the AODA and with approval from the Manager of Support Services. 3. Service Animals must be clean, in good hea lth and have the appr opriate vaccinations , 4. Display appropriate behaviour at all times. Pending County Council Approval 91 DRAFT-NEW HOMES AND SENIOR SERVICES POLICY & PROCEDURE NUMBER: 1.25 DEPARTMENT Administration SUBJECT: Pet Visitation : APPROVAL DATE: September 2011 REVISION DATE:___________ Page 7 of 7 DEFINITIONS: Pet Visitation – Visitor / Family Member Sponsored : A pet visiting from the community through a family member or visitor. Pet Visitation - Volunteer Sponsored: Formal volunteer visiting with a pet as part of an organized volunteer pe t visitation program. Pet Therapy – Volunteer Sponsored: A formal program speciali zed in the provision of animal interaction facilitated by specially trai ned Therapy animals and their handler / owner. Service Animals: Animals specially trained and certi fied to accompany individuals to increase independence and accessibility to programs and services. In House Pets: Animals which reside within the County of Elgin Homes. Zoonosis: Also called zoonotic disease, refers to diseases/infections naturally transmissible to humans from vertebrate animals either wild or domestic. Pending County Council Approval 92 REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Director of Engineering Services DATE: September 12, 2011 SUBJECT: Kalita-Pfeifer and Ta lbot Line Municipal Drains INTRODUCTION: The Engineering Services Department is re sponsible for representing the County’s needs and interests for all aspects of Municipal Dr ainage Works throughout El gin. Elgin County Roads contribute water to thousands of dr ains and each year dozens are being built, improved or repaired for which the County is assessed. Historically the County has spent approximately $130,000.00 on Municipal Drains annually. The Drain Act provides a pr ocedure or mechanism whereb y landowners can overcome the obstacles and obtain solutions to their drainage problems. Th is is especially useful for the determination of asse ssment and responsibility. The process is generally defin ed as follows. If a landowner has an area that needs to be drained, the landowner makes a petition or request to t he municipality. The municipality determines if the petition is valid and then appoints an engineer to undertake a Drainage Report of the affected area. Once the report is complete the affected landowners meet to discuss the report at the consideration meeti ng. The consideration meeting determines if the affected landowners are sa tisfied that the report does provide adequate drainage for their properties. The second me eting, Court of Revision, determines if the assessments have been apportioned correctly. If all parties are satisfied the drain is constructed. If a landowner is not satisfied, then the landowner can app eal the assessment. Once the appeal is submitted to the muni cipality, the municipality t hen forwards the appeal to the Drainage Tribunal. The Drainage Tribunal then conducts a hearing for all the affected parties. Once all the information is pres ented, the Tribunal then carefully and systematically reviews all the information and prov ides a written report to the municipality and affected landowners. DISCUSSION: Talbot Line in West Elgin was reconstr ucted in 2007 and 2008. The improvements included drainage replacemen ts and road surface rehabi litation. Approximately $5,000,000 was spent on Talbot Line in West Elgin. When major improvements are completed to County roads, all drainage outlets are investigated to ensure they are legal outlet s and are designed to have sufficient capacity for all users of the drain. 95 Kalita-Pfeifer Drain The Kalita-Pfeifer Drain did not have suffi cient capacity for the watershed users and the drain utilized private tiles without a legal status. It was therefore determined that improvements were required an d a new municipal drain woul d benefit not only the County road allowance but also the landowners in Lots 13 and 14 in Concessions 12 and 13. During the road construction four catch basins and two road drainage pipe crossings were installed on road property for the new drain. The cost fo r this portion of the project was approximately $45,000. Since the County did not have a legal outlet, staff petitioned for a drain as per the Drainage Act. West Elgin accepted the petit ion, appointed a drai nage engineer and held a consideration meeting. An individual appealed their assessment and the Court of Revision (2 meetings) reduced the assessment from the appealing ratepayer and placed these costs onto the County. Si nce the project is a zero su m game, reducing the value on one property requires an increase in asse ssment on others in the watershed. The Court of Revision altere d the engineer’s assessment and increased the County’s assessment by $2,203. Staff belie ves that the increase was ne ither fair nor proportionate and contradicts the assessment made by the drainage engineer. The total watershed is 41.60 Ha with the County’ s portion being only 2.16 Ha or 5% of the total land area. The work is estimated at $42,100 with the County’s original assessment being $26,508 or 63% of the total cost. This is in addition to the $45,000 already spent on installing drain infrastructure on the road property during construction. The Court of Revision, arbitrarily r educed an appellant’s assessment by $2,203 and added it to the County’s assessment. Talbot Line Drain The second drain, Talbot Line Drain, also di d not have capacity, nor legal status and the private tiles used were not appropriate. It was therefore determined that improvements were required. A new municipal drain woul d benefit not only the County road allowance but also the landowners in Lots 16 and 17 in Concessions 12 and 13. During the road construction two catch basin s and one road drainage infrastructure crossing were installed at a cost of approximately $25,000. Since the County did not have a legal outlet staff petitioned for a drain as per the Drainage Act. West Elgin accepted the petit ion, appointed a drai nage engineer and held a consideration meeting. An individual appealed their assessment and the Court of Revision (2 meetings) reduced the assessed value from the ratepayer and placed those additional costs onto the C ounty’s assessment. Reducing t he value on one property requires an increase in costs for others on t he drain. The decision of the Court of Revision increased the assessment to the County of Elgin by $3 ,000. Staff believes that the increase was neither fair nor proportionate. 96 The total watershed area of the Talbot Line drain is 35.78 Ha with the County’s portion being only 4.4 Ha or 12% of the total land ar ea. The work is estimated at $76,900 with the County’s original assessment bei ng $49,313 or 64%. This is in addition to the $25,000 already spent on installing drai n infrastructure on the road property during construction. The Court of Revision, arbitrarily r educed an appellant’s assessment by $3,000 and added it to the County’s assessment. The decision to reduce the assessed value of one landowner and increase the County portion was neither fair nor proportionat e and contradicts made by the appointed drainage engineer. Staff is seeking County Council’s endorsement to appeal the Court of Revision decision so that all ratepayers’ of Elgin County are treated fairly. CONCLUSION: The County of Elgin followed we ll established procedures to se ek a legal outlet for the drainage of road surface water at two locations in West Elgin. The existing drains had existed for many decades and serviced many landowners including Talbot Line. Upon reconstruction of the road, the County w anted to ensure adequat e and legal outlets existed for the roadway and petitioned for these drains to become muni cipal drains. An appeal was made by landowners and the Court of Revision arbitrarily reduced their assessed value and increased the assessed value onto the County of Elgin. The change in costs for the County does not represent a large dollar amount when compared to the investment made to Talbot Line in West Elgin. However, staff believes that the municipality’s appoint ed drainage engineer used experience and past practice to assess benefit to all lands within the drai n’s watershed area, and t hat this calculated assessment was altered arbitrar ily and inequitably by the Court of Revision for these two drains. Staff wants to ensure that a precedent is not established for all future municipal drains where the County of Elgin is assessed. Staff is therefore requesting that County C ouncil direct staff to appeal the Drainage Tribunal to reverse the Court of Revision’s decision. RECOMMENDATION: THAT staff be directed to appeal to the Dr ainage Tribunal to maintain the engineer’s original assessment for the Kalita-Pfei fer Drain and the Talbot Line Drain. All of which is Respectfully Submitted, Approved for Submission, Clayton Watters Mark G. McDonald Director of Engineering Services Chief Administrative Officer 97 EPORT TO COUNTY COUNCIL R FROM: Clayton Watters, Director of Engineering Services DATE: September 15, 2011 SUBJECT: Farming Equipment and County Roads Introduction At the County Council meeting of September 13, 2011, staff was directed to look into striking an ad hoc committee to review safety concerns regarding moving farm equipment around catch basins. This report will identify potent ial obstacles for farming equi pment on County roads and the current practice of how they are being systematically improved. Discussion The County of Elgin has ap proximately 590 kilometres of roads that have been reconstructed from 1960 to 2010. During the reconstruction the r oad was designed using the standards of that era. Wider lane and shoulder widths have been constructed and lane width designs have increased over the year s and range between 3.35m to 3.75m with 2.5m to 3m shoulders. When reconstructed, many of these roads were no t constructed with “full- width” granular materials (granul ar bedding extending to ditch), and were rather constructed as a “bathtub” design (granular bedding under driving surface and clay shoulders). This method was less expensive and used fewer natur al resources; however, there are some limitations. The County of Elgin also has a nother 110 kilometres of lower volume, local and collector roads that were gravel and have been hard surfaced with surfac e treatment. These roads have not been reconstructed and c onsist of a total platform width of approximately 8m and look very similar in appearance as compared to local township roads. These lower volume roads typically have narrow shoulders, load re strictions, and geometric deficiencies (curves and hills). Their deficiencies trigger a capital need; however , their low volume and the significant investment required makes their reconstruction a lower priority. Asphalt Swales As county roads were reconstructed in t he 1960s to 1980s, hills (road “sags”) had asphalt swales installed at t he edge of the lanes to collect road runoff and to outlet the water into drainage systems in the ditch. This design reduced maintenance acti vities and eliminated washouts. Swales must periodically outlet in to the ditch with the use of asphalt chutes across the shoulders. While an effective drai nage design, the chutes can be an obstacle 98 for farm equipment that is too large to use t he roadway and must use the road shoulder to drive upon. In the past couple of decades, farm equipment has become larger and larger. Although roadway design lane widths have increased over t he years to 3.75m (12. 3 feet), they still cannot easily accommodate larger farm equipment. Eliminating Paved Swales To address the potential conflict that over-s ized farm equipment has with paved swales and chutes, the County has been eliminating these systems as reconstruction of the roadway occurs. Once the pavement structure and drainage systems reach the end of their life cycle, the roadway is reconstructed, and prev ious “bathtub” designs have been eliminated in favour of “full width granular” designs. Appendix B (attached), lists the roads that have been reconstr ucted and swales that have been eliminated over the past decade. In order to eliminate the paved swales, and “ bathtub” design, a number of activities must occur. Typically a road will have the drainage systems removed (or grouted), clay shoulders excavated and backfilled with gra nulars (600mm depth minimum), shoulders are paved and erosion protection includi ng rock is installed in the di tches. Guiderail is also often removed and replaced during this time. Appendix A (attached), lists 27 lo cations where paved swales exist on County roads. Their lengths total approximately 23 kilometers. It is estimated that it co sts approximately $300 per linear meter to remove a paved swale dr ainage design and construct a full width granular, paved shoulder design. Therefore, the cost to remo ve paved swales from Elgin County roads is estimated at approximately $7,000,000. As previously stated, paved swales are being remov ed systematically as road reconstruction occurs. For exam ple, two more sections of paved swales will be removed from County roads as planned in the 2012 C apital Budget, on Furnival Road and on Culloden Road. Staff also reviewed the collis ion reports from over the last six years and none involved swales. Conclusion Staff has reviewed the staff di rection “look into striking an ad hoc committee to review safety concerns regarding moving farm equi pment around catch basins” and staff have: identified the problem; located th e areas; reviewed collision reports and found no collisions related to swales; reviewed options and prefe rred options; and estimated costs for preferred options. The schedule to remove road sw ales is included in the 10 y ear Capital Plan presented to and approved by Council annually. 99 Staff believe the need for an ad hoc committee is not required, since staff have identified the problem and have been upgrading the sw ales for approximately 20 years. Recommendation THAT the report titled: Farming Equipment a nd County Roads” dated September 15, 2011 be received and filed. All of which is Respectfully Submitted, Approved for Submission, Clayton Watters Mark G. McDonald Director of Engineering Services Chief Administrative Officer 100 Appendix A County Roads Road with Paved Swales Road Name Road # Location Paved Swale Length (meters) Currie Road 8 Thamesview Line 410 Iona Road 14 Iona Bridge 420 Fingal Line 16 Port Talbot Culvert 900 Plank Road 19 New England 500 Black Bridge 900 Vienna north hill 915 Vienna south hill 330 Port Burwell north 315 Union Road 20 Turville Hill 1,720 North of Turville Hill 780 Dexter Line 24 Wier Culvert 870 Port Bruce 900 Sparta Line 27 Golf Course culvert 660 Dalewood Road 31 South of Ron McNeil Line 400 North of City limits 440 Heritage Line 38 Richmond Culvert 1,075 Mitchell Road 1,830 Nova Scotia Line 42 Silver Creek Culvert 1,340 Stalter Gully 170 Eden Line 44 Eden Bridge 825 John Wise Line 45 Players Bridge 1,245 Shaw culvert 2,110 Culloden Road 46 Knotts Mill Bridge 740 Ron McNeil Line 52 Dalewood Road 345 Kettle Creek culverts 1,235 Imperial Road 73 Port Bruce 1,100 Furnival Road 103 Aldborough School 740 Total 23,215 101 Appendix B County Roads were paved swales have been eliminated Road Name Road # Location Talbot Line 3 East of New Glasgow Clachan Road 7 Bothwell Bridge Belmont Line 74 New Sarum Bridge Springwater Road 35 Orwell Bridge 35 Kingsmill Bridge Elm Line 56 Tansley Culvert 102 REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Director of Engineering Services DATE: September 22, 2011 SUBJECT: Bridge Weight Restrictions INTRODUCTION: All municipalities are required to re-evaluate the condition of weight restricted structures every two (2) years as per the Ontario Highway Bridge Design Code. DISCUSSION: The County of Elgin has seven (7) structures that have weight restrictions. There are two on County Roads: Meeks Bridge and King George Lift Bridge (See Schedule No. 1) . The remaining five bridges are on local roads: Fleming Creek, Fulton, Gillets, Jamestown and Vienna (See Schedule No. 2) . Spriet Associates London Limited was retained to analyze and review the weight restrictions on the seven structures. The present load rating as described in Schedule 1 and 2 continue to meet the requirements of CSA S6.00 in the Bridge Design Code, and therefore changes are required to bridge weight limits for the Jamestown Bridge. CONCLUSION: The County of Elgin bridge weight by-law is required to be updated bi-annually as per the Ontario Bridge Code. Seven county bridges: Fleming Creek, Fulton, Gillets, Jamestown, Meeks, King George IV and Vienna can retain the current limit posting with no remedial action. RECOMMENDATION: That no vehicle or any class thereof, whether empty or loaded shall be operated over any bridge designated on Schedules No. 1 and No. 2 forming part of this by-law with a weight in excess of the weight limited prescribed in the schedule for such bridge and that this by-law become effective until October 20, 2013; and That this by-law become effective once the weight postings have been posted; and That By-Law No. 09-28 and By-Law No. 09-35 be repealed. Respectfully Submitted Approved for Submission Clayton Watters Mark G. McDonald Director, Engineering Services Chief Administrative Officer 103 SCHEDULE NO. 1 By-Law No. 11-22 BRIDGES ON COUNTY ROADS No. Bridge Road Name of Location Weight Year of Type of No. No. Bridge Limit in Construction Floor (MTO) Tonnes Finish 1. 5-133 27 Meeks Lot 16, Range 1 8 1900 Concrete North of Union Road, Township Of Southwold 2. 5-136 4 King Reg. Plan 117, former Level 1 – 13 1938 Steel George IV Village of Port Stanley, Level 2 – 18 Lift Bridge now Municipality of Level 3 – 23 Central Elgin, East Side of Kettle Creek, Lot 5, West Side of Kettle Creek, Lots 5 and 6. This weight limit is based on the detailed evaluations and recommendations of Spriet Associates as per their report dated September 12, 2011. 104 SCHEDULE NO. 2 By-Law No. 11-22 BRIDGES ON LOCAL ROADS No. Bridge Name of Location Weight Year of Type of No. Bridge Limit in Construction Floor (MTO) Tonnes Finish 1. 5-110 Fleming Lot A, Con. Gore, Level 1 - 13 1940 Concrete Creek Municipality of West Level 2 - 24 Elgin Level 3 - 36 2. 5-60 Fulton Lots 3 and 4, Range I, Level 1 - 12 1912 Concrete West of River Road, Level 2 - 18 Township of Southwold Level 3 - 23 3. 5-139 Gillets Lot 27, Con. IV Level 1 - 25 1930 Concrete Municipality of Level 2 - 32 Central Elgin Level 3 - 34 4. 5-138 Jamestown Lot 28, Con. II Level 1 - 7 1909 Wood Municipality of Level 2 - 12 Central Elgin Level 3 - 17 5. 5-158 Vienna Lot 14, Con. III Level 1 - 10 1925 Concrete Municipality of Level 2 - 15 Bayham Level 3 – 24 This weight limit is based on the detailed evaluations and recommendations of Spriet Associates as per their report dated September 12, 2011. 105 REPORT TO COUNTY COUNCIL FROM: Susan McConnell, Administ rative Services Coordinator Jim Bundschuh, Director of Financial Services DATE: September 20, 2011 SUBJECT: International Plowing Match Legacy Agricultural Scholarship Program INTRODUCTION: Elgin County Council and member s of the executive committee of the Elgin-St. Thomas International Plowing Match (IPM) entered into a partnership to support the committee’s hosting of the IPM, near St. Thomas, September 21-25, 2010. The committee’s chairperson will present their fi nal report to Council as a delegation on September 27, 2011 and, as part of concluding all of its activities, is requesting that Council consider undertaking a financial commitment for a scholarship pr ogram, as part of the IPM 2010 legacy in the community. BACKGROUND: The County in 2007 made a financial commitment to the IPM as well as a commitment for staffing needed to participate in the event. In June 26, 2007, the County dispersed $67,000 to the IPM Executive Co mmittee from an approved repayable line of credit in the amount of $100,000. In Apr il 2009, the County dispers ed $25,000 from an approved $80,000 forgivable loan with the loan to be repai d to the County based on profits received following the conclusion of the 2010 IPM. CONCLUSION: The executive committee of the IPM is r equesting that Elgin County Council commit a total of $50,000 over ten years to fund a Legacy Scholarship for one female and one male, each year, from the Count y of Elgin, in the amount of $2,500/year/scholarship; and administrate the program on behalf of the committee. The IPM Executive Committee is paying $9 2,000 back to the County and is requesting $50,000 of that be directed to the scholarship program. The County’s 10-year financial plan did not in clude a provision for such a grant, however, $5,000 per year is a manageable amount if council so desires to set up the scholarship program. RECOMMENDATION: THAT Elgin County Council approve the reques t by the Elgin-St. Thomas Executive Committee of the Internati onal Plowing Match, 2010, to fund a scholarship over a 10-year period, effective 2012, as a legac y to the community fr om the IPM; and, 106 THAT the County apply $50,000 of the IPM loan repayment amount totalling $92,000 to the scholarship program; and, THAT staff be directed to develop criter ia for Council’s consideration to award scholarships to one female and one male ea ch year in the amount of $2,500 per scholarship who are to attend college or university studying in agriculturally-related programs; and, THAT the County administrate the program , on behalf of the IPM Executive Committee; and, THAT the 10-year financial plan be adjus ted to reflect this grant; and, THAT the report titled “International Plo wing Match Legacy Agricultural Scholarship Program” dated September 20, 2011 be received and filed. All of which is Respectfully Submitted Approved for Submission Susan McConnell Mark G. McDonald Administrative Services Coordinator Chief Administrative Officer 107 108 109 110 111 112 113 114 115 116 117 118 119 120 121 122 123 124 125 126 127 128 129 130 131 132 133 134 COUNTY OF ELGIN By-Law No. 11-22 “BEING A BY-LAW TO RESTRICT THE WEIGHT OF VEHICLES PASSING OVER BRIDGES AND TO REPEA L BY-LAWS NO. 09-28 & 09-35” WHEREAS Section 123 (2) of the Highway Traffic Act, being Chapter H.8, R.S.O. 1990, as amended, provides that the Munici pal Corporation or other authority having jurisdiction over a bridge may by by-law limit the gross weight of any vehicle or any class thereof passing over such bridge, and the requi rements of Subsection 1 with respect to the posting up of notice apply thereto; and WHEREAS it is deemed expedient to limit the weight of vehicles passing over certain bridges in the County of Elgin. NOW THEREFORE the Municipal Council of t he Corporation of th e County of Elgin enacts as follows: 1. That no vehicle or any class thereof, whether empty or loaded, shall be operated over any bridge designated in the Schedules No. 1 and No. 2, forming part of this By-Law, with a weight in excess of the weight limit prescribed in the Schedule for such bridge. 2. That any person violating any of the provisions of this By-Law shall be subject to the penalty provided in Section 125 of the Highway Traffic Act. 3. That this By-Law shall become effective once a notice of the weight permitted, legibly printed, has been posted up in a conspi cuous place at either end of each bridge designated in the attached Schedules. 4. That this By-Law shall be effe ctive upon passing and until October 20, 2013. 5. That By-Laws No. 09-28 & 09-35 be and are hereby repealed. TH READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 27 DAY OF SEPTEMBER 2011. Mark G. McDonald, Dave Mennill, Chief Administ rative Officer. Warden. 135 SCHEDULE NO. 1 By-Law No. 11-22 BRIDGES ON COUNTY ROADS No. Bridge Road Name of Location Weight Year of Type of No. No. Bridge Limit in Construction Floor (MTO) Tonnes Finish 1. 5-133 27 Meeks Lot 16, Range 1, 8 1900 Concrete North of Union Road, Township of Southwold 2. 5-136 4 King Reg. Plan 117, Level 1 – 13 1938 Steel George former Village of Port Level 2 – 18 IV Lift Stanley, now Level 3 – 23 Bridge Municipality of Central Elgin, East Side of Kettle Creek, Lot 5, West Side of Kettle Creek, Lots 5 and 6. This weight limit is based on the detailed evaluati ons and recommendations of Spriet Associates as per their report dated September 12, 2011. 136 SCHEDULE NO. 2 By-Law No. 11-22 BRIDGES ON LOCAL ROADS No. Bridge Name of Location Weight Year of Type of No. Bridge Limit in Construction Floor (MTO) Tonnes Finish 1. 5-110 Fleming Lot A, Con. Gore, Level 1-13 1940 Concrete Creek Municipality of West Level 2-24 Elgin Level 3-36 2. 5-60 Fulton Lot 3 and 4, Range Level 1-12 1912 Concrete I, West of River Level 2-18 Road, Township of Level 3-23 Southwold 3. 5-139 Gillets Lot 27, Con. IV, Level 1-25 1930 Concrete Municipality of Level 2-32 Central Elgin Level 3-34 4. 5-138 Jamestown Lot 28, Con. II, Level 1-7 1909 Wood Municipality of Level 2-12 Central Elgin Level 3-17 5. 5-158 Vienna Lot 14, Con. III, Level 1-10 1925 Concrete Municipality of Level 2-15 Bayham Level 3-24 This weight limit is based on the detailed evaluati ons and recommendations of Spriet Associates as per their report dated September 12, 2011. 137 CLOSED MEETING AGENDA September 27, 2011 Delegation (10:45 a.m.) : Chair of St. Thomas Elgin General Hospital - Municipal Act, Section 240.2 (b) personal matters about an identifiable individual, including municipal or local board employees – Hospital Redevelopment and the C.E.O. Contract. Staff Report: (NOT ATTACHED) 1) Director of Community and Cultural Services - Municipal Act, Section 240.2 (d) labour relations or employee negotiations – Library Service Duri ng Holiday Season. Correspondence: (NOT ATTACHED) 1) Attachment to Purchasing Coordina tor’s General Insurance and Risk Management Services Program Report – Municipal Act, Section 240.2 (e) litigation or potential litigation, including matt ers before administrati ve tribunals, affecting the municipality or local board – Insurance Opinion re: Insurance Proposals. 2) Steve Gibson, Solicitor - Municipal Act, Section 240.2 (e) liti gation or potent ial litigation, including matters before admini strative tribunals, affecting the municipality or local board – R. (Elgin) v. Brown (Steve/Joanne)