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November 22, 2011 Agenda Package
El/ ginCounty ORDERS OF THE DA Y FOR TUESDAY, NOVEMBER 22, 2011- 10:00 A.M. ORDER 1st Meeting Called to Order 2nd Adoption of Minutes — November 8, 2011 3rd Disclosure of Pecuniary Interest and the General Nature Thereof 4th Presenting Petitions, Presentations and Delegations PRESENTATION: 10:00 a.m. Retirement Recognition: Pam Page DELEGATIONS: 11:15 a.m. Tom Marks, Hospital Board of Governors Representative — Year End Presentation (attached) 11:30 a.m. Jeff Lawrence, Tree Commissioner/Weed Inspector — Annual Report (attached) 11:45 a.m. Graham Warwick , Chair, Land Division Committee — 2011 Land Division Committee Report (attached) 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 Agenda 10th Recess 11th Motion to Rise and Report 12th Motion to Adopt Recommendations from the Committee Of The Whole 13th Consideration of By -Laws 14th ADJOURNMENT NOTICE: LUNCH WILL BE PROVIDED November 26, 2011 December 13, 2011 December 15, 2011 Elgin County Christmas Party, St. Anne's Centre Warden's Election 7:00 p.m. (Official Attire) RECEPTION TO FOLLOW County Council (THURSDAY) COUNTY COUNCIL Tuesday, November 8, 2011 The Elgin County Council met this day at the Administration Building at 10:00 a.m. with all members present. Warden Mennill in the Chair. STUDENT EDUCATION DAY Council Members and County staff introduced the students that were guests for the day: Warden Mennill's guest was Kyle Tanner of East Elgin Secondary School (EESS); Councillor Walters' guest was Jillian Ferguson of St. Joseph's High School (SJHS); Councillor Couckuyt's guests were Derek Gartshore and Lindsay Lamoure (EESS); Councillor Jenkins' guest was Evan Jenkins (EESS); Councillor Ens' guests were Kaila Armstrong and Jake King (EESS); Councillor Wiehle's guest was Kat Jackson, West Elgin Secondary School (WESS); Councillor McWilliam's guest was Malcolm McWilliam (WESS); Councillor Marr's guest was Alexandra Ziegler, Central Elgin Collegiate Institute (CECI); Councillor Mclntyre's guest was Tyler Thiesson (Parkside). Brian Masschaele's guests were Erin Unger (EESS) and Joseph O'Gorman (SJHS); and, Kevin Englehart's guests were Delaney Leitch and Sarah Englehart (WESS). The students observed the proceedings and then began their program, as organized by the Director of Community and Cultural Services and the Manager of Archives. ADOPTION OF MINUTES Moved by Councillor McIntyre Seconded by Councillor Marr THAT the minutes of the meeting held on October 25, 2011 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF — None. Moved by Councillor Walters Seconded by Councillor Couckuyt THAT we do now move into the Committee Of The Whole Council. - Carried. REPORTS Terrace Lodge Donation - Director of Homes and Seniors Services The Chief Administrative Officer presented the report on a $20,000 donation to Terrace Lodge, earmarked for the purchase of beds. It was suggested a letter of appreciation be sent to the family by the Warden, if appropriate. Moved by Councillor Ens Seconded by Councillor McIntyre THAT the report titled "Terrace Lodge Donation" dated October 28, 2011 be received and filed. - Carried. County Council 2 November 8. 2011 Joint Elgin /Central Elgin Accessibility Advisory Committee Appointment — Committee Co- Secretary The Director of Engineering Services presented the recommendation. Moved by Councillor Jenkins Seconded by Councillor Marr THAT County Council approve the appointment of Arnold Row to serve on the Joint Elgin/ Central Elgin Accessibility Advisory Committee effective immediately for a four -year term. - Carried. Terrace Lodge Roof Replacement — Director of Engineering Services The director presented the report on the awarding of a tender for roof replacement work. Moved by Councillor Wiehle Seconded by Councillor Couckuyt THAT Rooftops Sheet and Metal Corporation be selected for the Terrace Lodge roof replacement tender, Contract No. 4502 -11 -02 (A) at a total price of $130,260.29, exclusive of HST: and, THAT County Council approves to re- allocate $40,000 from the Terrace Lodge loading dock driveway project No. 4502 -11 -35 to the Capital Project roof replacement, Terrace Lodge, Contract No. 4502 -11 -02 (A): 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 contracts. - Carried. Quarterly Information Report: Contract Awards, July 1, 2011 - September 30, 2011 — Purchasing Coordinator The Director of Financial Services presented the quarterly report. Moved by Councillor Marr Seconded by Councillor McWilliam THAT the report titled "Quarterly Information Report: Contract Awards, July 1, 2011 - September 30, 2011" dated October 24, 2011 be received and filed. - Carried. Tweedsmuir History Digitization Protect Funding — Manager of Archives The manager presented the report on funding from the Elgin County Chapter of the Ontario Genealogical Society. Moved by Councillor McIntyre Seconded by Councillor Jenkins THAT the Elgin County Archives be authorized to accept $6,000 from the Elgin County Chapter of the Ontario Genealogical Society for the purpose of funding a project to digitize and publish online a series of Elgin County Women's Institutes Tweedsmuir History books: and, THAT the funds be deposited into a project account for this purpose: and, THAT the Warden on behalf of Council issue a letter of appreciation to the president of the Elgin County Chapter of the Ontario Genealogical Society. - Carried. County Council 3 November 8. 2011 Minister's Award for Library Innovation — Director of Community and Cultural Services The director presented the report, announcing that Elgin County Library is a finalist for the Minister of Tourism and Culture award. Moved by Councillor Marr Seconded by Councillor Couckuyt THAT the report titled "Minister's Award for Library Innovation" dated October 21, 2011 be received and filed. - Carried. CORRESPONDENCE Items for Consideration 1. Denise B. Holmes, CAO /Clerk- Treasurer, The Township of Melancthon, requesting the Provincial Government install a cap on the number of industrial wind turbines that can be constructed within the boundaries of any one Municipality. The following recommendation was adopted in regard to Correspondence Item #1: Moved by Councillor Marr Seconded by Councillor Wiehle THAT Correspondence Item #1 be received and filed. - Carried. Moved by Councillor Walters Seconded by Councillor Wiehle THAT the Warden, on behalf of Elgin County Council, write a letter to the Ontario Minister of Energy informing the minister of Council's interest in participating in any proposed review of the Green Energy Act and that Council would welcome the opportunity for direct input into this review. - Carried. CORRESPONDENCE Items for Information (Consent Agenda) 1. Council invitation to join a roundtable discussion on Local Immigration to be held on November 8 or 18, 2011. 2. Council invitation to one -day "Doing Business with the Government" seminar to be held on November 23, 2011. 3. William G. Sandison with copy of correspondence sent to Hon. Deborah Matthews, Minister of Health and Long -Term Care concerning the St. Thomas Elgin General Hospital and the Public Interest. 4. Nancie Irving, Clerk, Town of Aylmer supporting Council's resolution requesting the Provincial Government to carry out a traffic assessment study for a portion of the Highway 3 corridor. 5 Ann Baldwin, Regional Director, West Region, Ministry of Transportation acknowledging both Council's and the Township of Malahide's resolution regarding a traffic assessment study for the Highway 3 corridor from Highway 4 to Hacienda Road. County Council 4 November 8, 2011 The following recommendation was adopted in regard to Correspondence Items #1 - 5: Moved by Councillor Walters Seconded by Councillor Jenkins THAT Correspondence Items #1 -5 be received and filed. - Carried. OTHER BUSINESS Statements /Inquiries by Members The Warden recently attended the OPP Western Region Awards Ceremony where persons, associated with the County, were honoured for their contributions including staff member Kevin Englehart, Bayham Roads Superintendent Gerry Lemay and former staff member, Meredith Goodwin. He thanked them for their efforts. Items for Consideration — None. Notice of Motion — None. Matters of Urgency — None. Closed Meeting Item Moved by Councillor Wiehle Seconded by Councillor McIntyre THAT we do now proceed into closed meeting session in accordance with the Municipal Act Section 240.2 (b) personal matters about an identifiable individual, including municipal or local board employees — Chief Administrative Officer (CAO). - Carried. The Chief Administrative Officer and all others, with the exception of Council and the Director of Human Resources, left the Council Chambers at 10:40 a.m. The director presented the review information and exited council. Council undertook the annual performance evaluation of the Chief Administrative Officer. The Chief Administrative Officer, staff and the public, returned to Council Chambers at 11:25 a.m. The Chief Administrative Officer was informed the review had been undertaken, the details of which would be discussed directly with the Warden. Motion to Rise and Report Moved by Councillor Marr Seconded by Councillor Walters THAT we do now rise without reporting. - Carried. REPORT Capital Funding and Facility Plan for Elgin County Museum — Director of Community and Cultural Services The director presented the report, outlining potential future needs of the various county departments and services. The students, participating in a council exercise of reviewing this report, will be asked to comment on the report with the information, if possible, to be circulated to council in the future. County Council 5 November 8, 2011 Moved by Councillor Jenkins Seconded by Councillor McIntyre THAT the allocation of $100,000 for facility needs of the Elgin County Museum be referred to the 2012 budget deliberations; and, THAT a detailed assessment of all future facility needs for County operations be brought forward for Council's consideration in 2012. - Carried. DELEGATION Jeff Yurek, the newly elected Member of Provincial Parliament for Elgin- Middlesex- London, introduced himself to council. He was welcomed by the Warden. PRESENTATION The Warden congratulated Bernie Bakker and Jason Rick of the Emergency Medical Services for the recognition they received recently at the Association of Municipal Emergency Medical Services of Ontario where they were presented with The Governor General Exemplary Service Medal. Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor McIntyre Seconded by Councillor Walters THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. BY-LAW Moved by Councillor McWilliam Seconded by Councillor Wiehle THAT By -Law No. 11 -26 "Being a By -Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the November 8, 2011 Meeting" be read a first, second and third time and finally passed. - Carried. ADJOURNMENT Moved by Councillor Walters Seconded by Councillor McIntyre THAT we do now adjourn at 11:50 a.m. and meet again on November 22, 2011 at the County Administration Building Council Chambers at 9:00 a.m. Mark G. McDonald, Chief Administrative Officer. - Carried. Dave Mennill, Warden. November 16th, 2011 Dear Warden and Councillors, I am pleased to give my year- end report of activities from STEGH. The attached handouts include details on the long awaited hospital redevelopment. Also attached is my attendance report (much better than my school attendance). Despite the negative press regarding certain items, I remain convinced our hospital is among the best, well run and an essential part of Elgin County's future. With 900 well paid jobs plus the great, caring people connected to the hospital we must help this redevelopment go forward. I am here to answer any questions. Thank you, To m 7 Tom Marks 0 0 c C6 c 0 Q 0) c 0 0 0 M0 W 0 0 cn 0 1 0 L 0 c rp0 V 5 W Cl) 0 E 0 H r-1--; v J Dec > 0 z Oct Z Z Sep > > > Aug July June Z May > > Q Z Z )mmitteE Mar > > Feb Z Z Jan Z 2011 Board of Governors Board Ownership Linkage Board Audit Committee 8 El;rC ou„ty P.ro„icss�r^ d, h7wic REPORT TO COUNTY COUNCIL FROM: Jeff Lawrence Tree Commissioner /Weed Inspector DATE: November 10, 2011 SUBJECT: Year End Report for 2011 INTRODUCTION: The following is a summary of activity related to the Elgin Woodlands Conservation By -Law for the period of November 1, 2010 and October 31st, 2011 and weed inspection activity for the 2011 season. DISCUSSION: Logging Activity /Applications to Harvest: A total of 89 applications to harvest were submitted from November 1, 2010 to October 31, 2011. This number is up from 73 in 2010. Applications were filed by Municipality as follows: West Elgin 15, Dutton /Dunwich 13, Southwold 8, Central Elgin 20, Malahide 18, and Bayham 15. Despite the increase in harvest applications, total volume harvested remained relatively consistent with the previous year at 1.65 million board feet. The total area involved in these harvests was 2600 acres. Applications for Woodland Clearings: There were three applications received to clear woodlands within the County in 2011. One application in Dutton /Dunwich for 0.21 ha (0.5 acres) was approved on condition of conformity with the Elgin County's "No Net Loss" policy. The remaining two applications are currently in the public consultation component of the process. Violations: There were three situations where landowners cleared treed hedgerows or removed trees along the edge of existing woodlands without formally applying for a Woodlands Clearing Exemption permit. These landowners have been, or are being approached with regard to signing a legal "Reforestation Agreement" as an alternative to pursuing charges. Weed Complaints and Orders: For 2011, Giant Hogweed was added to the "Noxious Weeds" list. The media attention surrounding this weed resulted in over 25 calls from the public regarding sightings. Most sightings have proven to be negative. 9 This year three orders were written for the destruction of weeds, including one for the destruction of Giant Hogweed. Giant Hogweed Site in West Elgin • Meetings and Workshops Attended: The Tree By -Law Enforcement Officers annual two day workshop which was hosted by Haliburton County this year. Topics of discussion included "Forensic Evidence Gathering ", "Conservation Land Tax Incentive Program" and By -Law Permits and Endangered Species Act ". The Weed Inspector's annual meeting in Guelph. One of the topics of discussion included experiments with various herbicides to control Giant Hogweed. The Elgin- Middlesex Woodlot Owners Association annual meeting and the Western Fair Farm Show to promote the Woodlands Conservation By -Law. Conducted: The "Measuring Up" activity as the Tree Commissioner at the Carolinian Forest Festival. 10 Promotional Campaign: Recent successful prosecution of violations of the Elgin County Woodlands Conservation By -Law appears to have raised awareness of the requirements of the by -law within the logging community. Despite this increased awareness of the by -law, the office of the Tree Commissioner continues to investigate complaints regarding unauthorized tree clearing activities. With the current value of agricultural lands and many crops in general, the trend of clearing fencerows /hedgerows and the edges of woodlands to increase farmable land is expected to continue. In an effort to continue meeting the goal of maintaining existing woodland coverage in the County and potentially reduce future legal costs associated with prosecuting violations of the by -law it is recommended that the County undertake a promotional campaign specifically targeting rural landowners and farmers within the County. This campaign would promote the Woodlands Conservation By -Law; and the Exemption process available to landowners to ensure the legal clearing of land. Preliminary thoughts with regard to the promotional campaign would be to create a typical three leaf fold -out brochure and mini - posters for distribution at libraries and Municipal and Conservation Authority offices. Additional information and forestry related links would be included on the County and Kettle Creek Conservation Authority (KCCA) websites. As well, a promotional insert would be created for mail -outs, with the hope that local farming groups such as the Elgin Federation of Agriculture and Elgin Soil and Crops would include it in their regular mail -outs. Staff of the KCCA, in consultation with County staff, would be responsible for development of promotional materials. All efforts would be directed toward designing these promotional materials such that printing could be completed in- house on an as- needed basis in order to keep costs down. Training: Municipal Law Enforcement Foundations training is available through the Municipal Law Enforcement Officers' Association during the week of October 22- 26, 2012 for a cost of $1356.00 (taxes included). The training addresses "Rules and Admissibility of Evidence ", "the Justice System ", "Note Taking ", "Legal Terms ", "Report Writing ", "Understanding Bylaws & Statutes ", "Part I and III of the Provincial Offences Act ", "Officer Safety" and "Crown Briefs ", etc. In order to work through violations and prosecutions under the Elgin Woodlands Conservation By -Law, it is recommended the County cover the costs of this training. The training would improve the ability to investigate potential violations of the by -law, collect evidence, take notes and assist the County Prosecutor. 11 CONCLUSION /RECOMMENDATIONS: THAT County Council approve the initiation of an Elgin County Woodlands Conservation By -Law Promotional Campaign in the estimated amount of $1,500 for 2011 -12; and, THAT County Council approve the attendance of the County's Tree Commissioner /Weed Inspector at the Municipal Law Enforcement Officers' Association training October 22 -26, 2012 in the amount of $1,356; and, THAT the report titled "Elgin Woodlands Conservation By -Law Year End Report for 2011" dated November 10, 2011, be referred to budget for consideration. All of which is Respectfully Submitted Approved for Submission Jeff Lawrence Mark G. McDonald Tree Commissioner /Weed Inspector Chief Administrative Officer 12 November 2, 2011 The Warden and Members Elgin County Council 450 Sunset Drive St. Thomas, Ontario N5R 5V1 Attached is a report of the number of severance's dealt with by the Land Division Committee for the period November 1, 2010 to October 31, 2011. Trusting this is satisfactory. Yours truly, Graham Warwick, Chairman Land Division Committee /sg Att. County of Elgin Engineering Services 450 Sunset Drive St. Thomas, On N5R 5V1 Phone: 519- 631 -1460 www.elgin -cou nty.on.ca LAND DIVISION COMMITTEE REPORT November 22, 2011 To the Warden and Members of the Elgin County Council The Land Division Committee reports as follows: LAND SEVERANCES NOVEMBER 1, 2010 TO OCTOBER 31, 2011 Municipality Granted Conditionally Not Granted Existing Lot New Lot Surplus Dwelling Easement/ Right of Way / Lease Deferred or Tabled 2010 2011 2010 2011 2010 2011 2010 2011 2010 2011 2010 2011 2010 2011 AYLMER 4 6 4 6 2 BAYHAM 12 32 1 2 6 10 23 3 10 21 CENTRAL ELGIN 17 20 10 10 7 10 2 4 DUTTON /DUNWICH 8 9 1 1 4 5 2 2 3 1 MALAHIDE 19 28 4 4 10 14 5 10 2 5 SOUTHWOLD 8 14 1 5 7 3 7 4 2 WEST ELGIN 13 15 1 1 5 8 5 6 2 2 4 TOTAL (2010 -82) 81 1 23 44 12 2 21 TOTAL (2011 -126) 124 2 32 70 22 0 38 Number of Hearings - Full Da ys 8 Half Ds ys 1 ALL of which is respectfully submitted. Graham Warwick Chairman. 14 REPORTS OF COUNCIL AND STAFF November 22, 2011 Staff Reports — (ATTACHED) Administrative Services Coordinator — Schedule of Council Meetings for 2012 Director of Human Resources — Computer Purchase Program Director of Human Resources — Salary Review Timing (Non -Union Staff Only) Director of Community and Cultural Services — Aylmer Library Facility Review Committee Recommendations Director of Financial Services — Budget Comparison — October 2011 15 ElgIn(_ {lull[ ;( Piogresi.^ by Wwrc REPORT TO COUNTY COUNCIL FROM: Susan McConnell, Administrative Services Coordinator DATE: November 8, 2011 SUBJECT: Schedule of Council Meetings for 2012 INTRODUCTION: Council needs to set a meeting schedule for the year 2012. BACKGROUND: Traditionally, council meets the second and fourth Tuesday of each month. Attached for council's consideration are suggested meeting dates of Elgin County Council for 2012. Council can change meeting dates at any time, with advance notice. CONCLUSION: A meeting schedule is required for 2012. RECOMMENDATION: THAT the report titled "Schedule of Council Meetings for 2012," dated November 8, 2011 be adopted. All of which is Respectfully Submitted Approved for Submission Susan McConnell Mark G. McDonald Administrative Services Coordinator Chief Administrative Officer 16 SCHEDULE OF COUNTY COUNCIL MEETINGS FOR 2012 MEETING DATE TIME January 24 9:00 a.m. - 10 year plan & capital budget February 21 9:00 a.m. March 13 March 27 April 10 April 24 May 8 May 22 June 12 June 26 July 10 July 24 August 14 August 28 September 11 September 25 9:00 a.m. 9:00 a.m. 9:00 a.m. 9:00 a.m. 9:00 a.m. 9:00 a.m. 9:00 a.m. 9:00 a.m. 9:00 a.m. 9:00 a.m. - operating budget - one meeting due to ROMA /OGRA February 26 -29, 2012 in Toronto 9:00 a.m. - meetings may not be required in August 9:00 a.m. (AMO Conference August 19 -22, 2012 in Ottawa) 9:00 a.m. 9:00 a.m. October 23 9:00 a.m. November 13 November 27 December 11 December 13 9:00 a.m. 9:00 a.m. 7:00 p.m. 9:00 a.m. - AMO Counties Regions and Single Tiers (CRST) Conference held in November, actual date will be known in February 2012 - Warden's Election - Regular Council Meeting Council Meetings are normally held every 2nd and 4th Tuesday of the month and are subject to change. 17 ntry- REPORT TO COUNTY COUNCIL FROM: Rob Bryce Director, Human Resources DATE: November 9, 2011 SUBJECT: Computer Purchase Program INTRODUCTION: Approximately one year ago, County Council approved a revised Computer Purchase Plan program for all County employees. The program effectively provides employees purchasing computers with an interest free loan for up to one (1) year and in return, the County received benefit of the development of computer skills transferable to the workplace. While the amount of benefit received by the County is debatable, the work involved in administering the program was negligible and as such, the program was ultimately approved by County Council to continue in its revised format. Circumstances have now changed whereby the work involved will outweigh the benefits of the program, and as such, staff is recommending the Computer Purchase Plan program be cancelled, effective immediately. DISCUSSION: In a recent workplace financial audit, it was determined that the County of Elgin must charge interest as prescribed yearly by Canada Revenue Agency as a minimum amount on loans given to employees, such as the computer purchases. If the employee does not pay the interest, the interest portion becomes a taxable benefit and is subject to Employer Health Tax (EHT). If the employee does pay the interest, there is no charge to the County of Elgin for the EHT but must be handled as interest income received by the County. Currently, there are twenty -nine (29) employees participating in the program. Each employee would generate nominal interest (currently prescribed by revenue Canada at 1.0 %) or similarly attract very little Employer Health Tax on this taxable benefit. Given the requirements of Canada Revenue Agency, administration of the Computer Purchase Plan program is a burdensome exercise that is no longer cost effective when we consider the increased workload involved. 18 CONCLUSION: Given the administratively burdensome requirements of Canada Revenue Agency and the diminishing value the program is offering employees, it is believed the program should not continue. RECOMMENDATION: That the current Computer Purchase Plan program be cancelled effective immediately; That the Human Resources Policy Number 10.150 pertaining to said program be deleted; That approved applicants currently reimbursing the County be allowed to continue to do so; and That the County of Elgin pay the Employer Health Tax associated with this taxable benefit for the balance of the repayment period (which is a maximum of twelve months) for each of affected employees. All of which is Respectfully Submitted Approved for Submission Rob Bryce Mark G. McDonald Director, Human Resources Chief Administrative Officer 19 E 1g in `ssi kr REPORT TO COUNTY COUNCIL .Fl OIL SSI' UJ iGlfUitl FROM: Rob Bryce Director of Human Resources DATE: November 9, 2011 SUBJECT: Salary Review Timing (Non -Union Staff Only) INTRODUCTION: In January 2011, County Council approved changes to Human Resources Policy 4.70 to move non -union salary review dates to a calendar year basis whereby non -union employees shall have salary review dates consistent with an annual corporate performance review cycle (January through December). At the same time, County Council also approved a performance measurement step called an "Interim Review" whereby non -union employees are provided performance feedback mid -year. The purpose of these two changes was to elevate the importance of the performance review process, strengthen alignment with Council /corporate goal setting; and to improve communication among process stakeholders. In its report, Human Resources staff correctly noted the need for change for HR Policy 4.70. Unfortunately, a minor revision to HR Policy 4.80 was overlooked at that time. The purpose of this report is to seek Council's approval to make a minor change in policy 4.80 to better support and align this policy with the previously- approved amendments. The subject changes are attached for information. DISCUSSION / CONCLUSION: It is important that any organization maximize the effectiveness of staff and ensure that performance evaluation tools and processes that measure such effectiveness are delivering their intended value. Adjusting the performance review cycle and creating opportunities for greater communication among stakeholders will help leverage organizational capability which is particularly helpful during challenging times when everyone's best efforts and outcomes are required. These additional minor amendments will provide even greater clarity and eliminate any potential for misunderstanding. 20 RECOMMENDATION: THAT County Council approve the report entitled "Salary Review Timing (Non - Union Staff Only)" dated November 9, 2011 and the corresponding policy change be adopted (Policy 4.80). All of which is Respectfully Submitted Approved for Submission Rob Bryce Mark G. McDonald Director of Human Resources Chief Administrative Officer 21 County of Elgin Section: 4 Human Resources Policy Manual Subject: Performance Appraisal For All Staff Policy Number: 4.80 Code - A Date Approved: March 26/96 Page 1 of 4 Date Last Revision: Dec 1/11 PROCEDURES 1. GENERAL 1.1 (a) The Chief Administrative Officer - shall be evaluated by the whole of Council. (b) All other Positions - shall be evaluated by the immediate supervisor of the employee. 1.2 All employees shall be provided with a copy of the appraisal plan and made aware of the procedures and objectives of the plan as it relates to work performance. 1.3 All managers and supervisors shall be provided with orientation sessions to explain the system to develop objective and consistent application throughout all departments. 2. PROBATIONARY PERIOD 2.1 Prior to the completion of the probationary period, the employee and the supervisor shall complete the Probationary Performance Evaluation Form. 2.2 Evaluations during the probationary period shall not result in any compensation changes. 2.3 The employee shall be provided with a copy of his /her Probationary Performance Evaluation Form. 3. ANNUAL EVALUATION 3.1 Date of Annual Appraisal The manager /supervisor shall review the employee's current job description annually. Approximately one month prior to conducting the annual performance appraisal the cmploycc's anniversary date in his /her currcnt position, the employee shall be notified of the upcoming performance appraisal interview and asked to review the goals and objectives previously determined. All employees will receive an annual performance appraisal on either their anniversary date (if not at lob rate, or above) or at the final year -end review period, typically held in December (if at job rate, or above). 22 County of Elgin Section: 4 Human Resources Policy Manual Subject: Performance Appraisal For All Staff Policy Number: 4.80 Code - A Date Approved: March 26/96 Page 2 of 4 Date Last Revision: Dec 1/11 3.2 Tips for Conducting the Appraisal Interview Use an up -to -date job description; Evaluate yourself before your employee; Prepare and plan for the appraisal interview; • Put the employee at ease in the interview; • Evaluate performance, not personality; • Be candid and specific; • Set goals and objectives; Put mutually- decided objectives in writing. 3.3 Interview (Supervisor /Employee) The appraisal interview shall be conducted between the employee and the supervisor to discuss the performance of the employee in detail including: (a) duties, responsibilities and requirements of the position; reflect all changes in the Job Description; (b) expected performance levels to carry out the duties of the position and performance in relation to these; (c) identification of positive aspects of the employee's performance; (d) methods and means of improving identified areas of performance; (e) establishment of short -term (one year) goals and objectives; (f) identification of long -term goals (career goals) of the employee. 23 County of Elgin Section: 4 Human Resources Policy Manual Subject: Performance Appraisal For All Staff Policy Number: 4.80 Code - A Date Approved: March 26/96 Page 3 of 4 Date Last Revision: Dec 1/11 3.4 Appraisal Signatures The completed form shall be signed by both the employee and the supervisor, and no modifications to the forms shall be made without knowledge and discussion by both parties. 3.5 Copies of Reports i) The employee shall be provided with a copy of her /his signed Annual Performance Appraisal Form. ii)The appraiser shall receive a copy of the signed Annual Performance Appraisal Form and shall give the original copy to the Human Resources Department after review of the form by the employee's Department Head. iii) The appraiser shall retain a copy of the suggested training outline and submit a copy to the Human Resources Department. All Performance Appraisal Forms shall remain confidential. 3.6 Appeal Any employee who feels that their overall rating does not represent a fair or objective performance appraisal may refer the matter, in writing, to the supervisor performing the appraisal. The supervisor will attach the dissenting comments to the appraisal and may make adjustments to the appraisal if deemed necessary. If the employee is not satisfied with the results from the discussions with their supervisor, the employee may appeal, in writing, to the Department Head to review the issue. The Department Head will attach the comments to the appraisal and may make adjustments to the appraisal if deemed necessary. If the employee is not satisfied with the results from the discussions with the Department Head, the employee may appeal, in writing, to the CAO. The CAO will attach the comments 24 County of Elgin Section: 4 Human Resources Policy Manual Subject: Performance Appraisal For All Staff Policy Number: 4.80 Code - A Date Approved: March 26/96 Page 4 of 4 Date Last Revision: Dec 1/11 to the appraisal and may make adjustments to the appraisal if deemed necessary. The CAO is the final step in the appeal process. 3.7 Recording and Filing of Performance Appraisal Forms The original appraisal forms are to be received by the Human Resources Department from all departments and placed in the employees file. 4. EVALUATING PERFORMANCE 4.1 The manager /supervisor shall evaluate the employee's performance within each factor and provide comments with examples that support the rating for each factor. 4.2 Review each factor definition and relate it back to the employee. If the employee is not responsible for an area identified as a factor or the factor does not apply to his /her job duties, then the factor is not evaluated and becomes not applicable. The evaluation is based on past performance only. 4.3 The health and safety factor applies not only to the manager /supervisor, but also to any employee. 4.4 The attendance factor is not rated and all information can be obtained from the attendance record that can be requested from the Human Resources Department. 25 Elgin • REPORT TO COUNTY COUNCIL FROM: Brian Masschaele, Director of Community and Cultural Services DATE: November 8t", 2011 SUBJECT: Aylmer Library Facility Review Committee Recommendations INTRODUCTION: This report informs County Council of the recommendations in the final report of the Aylmer Library Facility Review Committee presented to Aylmer Town Council on November 7th, 2011 DISCUSSION: Attached for Council's information is Aylmer Library Facility Review Committee's Final Report which was presented to Aylmer Town Council on November 711", 2011. The Director of Community and Cultural Services and Supervisor of the Aylmer Library both served on this committee. The following are highlights for Council's information: • The library should encompass a minimum of 8,000 square feet of assignable space according to County library guidelines for large branches. However, these same guidelines speak to the need for at least 10,000 square feet of assignable space given the population served and upcoming accessibility requirements. The library currently comprises 3,081 square feet. • The committee prefers an expansion to the current downtown location, i.e. Aylmer Old Town Hall. In response to this report, Aylmer Town Council passed the following recommendations: "That the following actions be taken with respect to the Final Report submitted by the Library Facility Review Committee (LFRC): (a) the Final Report be received; (b) the Final Report be referred to the Town Administration to review the process and timelines required, and to submit a report to the Council meeting to be held on December 5, 2011; and further, (c) the Recommendations in the Final Report will be considered by Council following Council's receipt of the Report from Town Administration." 26 CONCLUSION: Council is reminded that the "Library Branch Construction Policy" adopted in January 2011 will require the Town of Aylmer to adopt the "Elgin County Library Municipal Library Lease" before the proposed expanded space can be occupied by the library. This will mean that the current 40 -year lease on the building that extends to 2022 and pays to the Town of Aylmer an annual lump sum (currently $31,000) plus 42 per cent of capital costs will be replaced with a new lease that will pay to the Town $12 per square foot annually indexed to inflation but without provisions for capital costs. As a result, leasing costs in the library's operating budget may need to increase in future years by $100,000 or more in order to incorporate the expansion. However, this will be partially mitigated by eliminating future capital contributions to the building. Staff will continue to monitor the possible budget impact of this project and next steps in the process and will report back to Council as developments unfold. RECOMMENDATION: THAT the report "Aylmer Library Facility Review Committee Recommendations" dated November 8th 2011 be received and filed as information. All of which is Respectfully Submitted Approved for Submission Brian Masschaele Mark G. McDonald Director of Community and Cultural Services Chief Administrative Officer 27 November 7, 2011 Library Facility Review Committee Final Report to the Town of Aylmer Mandate: To explore the requirements, logistics and identify options for the Aylmer branch of the Elgin County Public Library. Date Approved by Council: January 24, 2011 By Resolution #35 -11 Date Amended by Council: May 9, 2011 By Resolution #195 -11 Preamble The Library Facility Review Committee's first meeting was on April 5, 2011 for the purpose of selecting an executive and reviewing the mandate provided by Council. Including the meeting taking place on October 4, the committee has met seven times (April 5, May 3 and 31, July 7, August 2, September 6, and October 4) going into closed session three times in order to deal with property matters. An interim report was delivered to Council on August 8, 2011. The Library Facility Review Committee believes it has completed its responsibilities as determined by its mandate. The committee has prepared this report to the Council for the Town of Aylmer as required. Report back to Council on the above and make recommendations for next steps. Preamble Throughout its deliberations and in the crafting of these recommendations the Library Facility Review Committee has had "regard for the Elgin County Library needs, the heritage preservation of the existing building, central and accessible location in the community". The committee wishes to submit four recommendations to Aylmer Council; the main points of which are summarized in the following statement: In order to meet the needs of Aylmer residents and those of the broader Elgin County community the Council for the Town of Aylmer should proceed with the development of plans and all other related activities for the construction of an expanded library based around the current Old Town Hall. This expanded library would have a minimum of 8,000 square feet of assignable library space and this expansion would be to the west and/or the north. 28 Mandate Items and Recommendations A. Identify the specific spatial needs in terms of programs, accessibility, employees, equipment storage, materials storage and health and safety requirements. Preamble The County of Elgin Aylmer Branch located in the Aylmer Old Town Hall (OTH) has 3,081 square feet of assignable library space. The OTH provides for non - assignable space (e.g. washrooms, storage, mechanical, IT) in conjunction with the theatre on the second floor. Brian Masschaele, Director of Community & Cultural Services, County of Elgin presented to the Town of Aylmer Council a report on the Aylmer Library dated April 11, 2011. The report was based on an internal 2011 County staff report titled `Aylmer Library Space Requirements', Ontario's Public Libraries Act, and the Administrators of Rural and Urban Public Libraries of Ontario's ( ARUPLO) Guidelines for Rural / Urban Public Library Systems 2005. It should be noted that the Guidelines for Rural / Urban Public Library Systems 2005 have been under review for some time and ARUPLO should be releasing a new version in the near future. The committee was told that the new version of the guidelines will state the space libraries will need in order to meet Ontario's accessibility legislation. Lower book shelves, more space to allow who wheel chair access between the shelves, etc. will translate into increases in assignable library space. The County staff report `Aylmer Library Space Requirements' using the 2005 guidelines suggests that a `Large Rural Branch' like Aylmer with a `Catchment Area ` of 13,000 residents should be between 7,000 square feet to 21,000 square feet in size. Another approach taken would use a o.6 square feet per resident which would be 7,800 square feet of assignable library space. The report also looked at the 2005 ARUPLO Spatial Allocation of Resources and Usages for collections, circulation desk, information desk, seating, children's area, teen area, catalogue computers, Internet workstations, study carrels, staff and service, staff offices, library assistant's work area, support staff work area and staff work room. Based on these calculations Aylmer needs 10,445 square feet of assignable library space. When this approach is used there would be a further need of 2,000 square feet (25% net to gross) for non - assignable space (e.g. storage, mechanical, IT). In looking at these numbers for the square feet of space needed for the Aylmer library branch, the County of Elgin states on page 3 in of its April 11, 2011 report that: "According to these ( ARUPLO) guidelines, the recommended size for the population served by the Aylmer branch (ca. 13,000) is a minimum of 8,000 square feet and I ( Masschaele) would suggest to you (Aylmer Council) that at least 10,000 square feet can be justified. Again we are currently at 3,081. Keep in mind that this figure (either the 8,000 or 10,000 square feet) is for library sz@ce only and not mechanical rooms and so on." (The 25% non - assignable or infrastructure space e.g. washrooms and mechanical rooms — heating, plumbing and electrical.) The report further states: In the current library, according to our guidelines, we do not have sufficient space for public access computers, children's programming, work area for staff and storage. The lack of proper work areas and storage are major issues at the moment which we need to resolve. In fact, we have resorted to storing books in the bathroom. With every metric we use, a new or expanded library can be justified." Pp 3&4 "Furthermore, while the Aylmer Library is formally a branch in our (Elgin County) system, in our eyes it is more than that. In addition to being by far our busiest location, accounting for over thirty percent of our circulation and serving roughly a quarter of Elgin's population, we (Elgin County) have deemed it a reference library which means we devote the services of a reference librarian. Along with that go certain expectations with regard to the resources we make available to the public and the space we need to provide the service. This is one of the reasons we foresee the need for a facility in the range of io,000 square feet (of library space). "... Aylmer does not have the appropriate space to be a reference library at the moment." P. 4 As a result of this information provided by the County of Elgin and the research by, discussion and experience of the Library Facility Review Committee, the committee recommends that: 1. In order to meet the needs of Aylmer residents and those of the broader Elgin County community the Council for the Town of Aylmer proceed with the development of plans and all other related activities for the construction of either a new or expanded library. The Committee then recommends that: 2. A new or expanded library have a minimum of 8,000 square feet of assignable library space. B. Identify and outline options to achieve the identified needs. Preamble There are a number of options available to the Town (and the County) on ways to meet the identified needs of a new or expanded Aylmer library: • Secure the assistance of the Administrators of Rural -Urban Public Libraries of Ontario with respect to planning, fund raising, and all other aspects of a project of this nature. • Contact other communities in Southwestern Ontario who have undertaken similar projects in order to learn from their experiences. 30 • Work in partnership with all the municipalities in the eastern part of Elgin County whose residents are being served by the Aylmer Library — Bayham, Malahide and Central Elgin. • Seek out and explore possible partnership opportunities with the Aylmer Museum, the arts community and other organizations and agencies that could share space in a new or expanded Aylmer library. • Seek out public (provincial and federal) and private funding opportunities. • Consult broadly with current and future users of a new or expanded Aylmer library through surveys, open houses, meetings with community organizations and service clubs. • Retain the services of experienced architectural and engineering firms to act as consultants in the development of a project proposal for a new or expanded Aylmer library. As outlined in its interim report to Council in August, the Library Facility Review Committee examined a number of factors when looking at location options for a new or expanded Aylmer Library. These factors were considered when determining the general location of where in town the library should be situated. These were also used when it came to looking at site specific features of both public and private properties where the building could be located. (At no time did the committee approach any property owners for information rather it handled its assessments using general knowledge.) After looking at property locations throughout the town principally those public ones like the East Elgin Community Complex, it was determined that a central location such as the current one in the OTH would best serve the users as well as the Aylmer community at large. There were five locations — public and private — in the 'core' or downtown area of Aylmer that the committee then looked at. A rather significant factor in the consideration of these locations was the stated preference by the County of Elgin to enter into a rental agreement with the Town rather than a third party. Particular attention was paid to what has been called the `Town Square Block' — the block of land bounded by Talbot Street West, John Street South, Sydenham Street West and Centre Street which contains the Aylmer Town Hall, the OTH, Palmer Park, a municipal parking lot and privately owned buildings containing a mix of businesses and residential units. Some seven different configurations were looked at involving either additions to the OTH or a whole new library building. Consideration was given to the size of the `foot print' of either an addition to the OTH and that of a new building and the impact that this footprint would have on current land uses. Locations to the south and west of the OTH would have different impacts on parklands, parking and access to one or more of the privately owned buildings. Consideration was also given to the Provincial Heritage Designation for the exterior of the OTH. 31 The Committee recommends that: 3. The "Town Square Block" (bounded by Talbot Street West, John Street South, Sydenham Street West and Centre Street) be considered as the preferred location. 4. That construction includes an expansion of the current Old Town Hall either to the West and /or the North. C. Evaluate the options in terms of capital cost, maintenance cost and fulfillment of needs. Preamble At this point in time it is difficult for the Library Facility Review Committee to provide much in the way of information with respect to capital and maintenance costs and the fulfillment of needs. Cost factors associated with location, whether or not the town is dealing with a new building or an addition to an existing one such as the OTH, the size of the footprint, surrounding land uses, architectural and engineering costs, etc. are beyond the expertise of the committee. With respect to construction costs the County of Elgin put forward the figure of $200 per square foot. Town staff agreed with this $200 per square foot construction cost as does a member of the committee who is familiar with the building by the Thames Valley District School Board. This means that the construction of a 10,000 square foot library would cost in the range of $2 million. Maintenance costs by the Town would be managed in part by a new standard lease agreement with County of Elgin where the County would pay an annual fee of $12 per square foot indexed to the rate of inflation. In is the consensus of the Committee that: Based on information from the county and town planner, a construction fee of $20o/square foot is used as the benchmark in determining the possible cost of construction. In conclusion, the Library Facility Review Committee thanks Aylmer Council for the opportunity To explore the requirements, logistics and identify options for the Aylmer Branch of the Elgin Public Library. Bill Murch Chair 32 REPORT TO COUNTY COUNCIL FROM: Jim Bundschuh - Director of Financial Services DATE: November 15th, 2011 SUBJECT: Budget Comparison — October 2011 INTRODUCTION: Attached is the budget comparison through October 2011 for the County showing total favourable performance to budget for the month of $45,000 bringing year -to- date performance $468,000 favourable. DISCUSSION /CONCLUSION: Highlights of the budget performance for the month as shown on Attachment are as follows: Line 18 — Homes: October performance of $57,000. Ministry's new funding levels for 2011, as previously discussed, will be resulting in favourable revenue performance to budget each month for the rest of the year. In October this drove favourable performance of $27,000, with the remaining savings coming from operating costs being better than budget. RECOMMENDATION: THAT the report titled "Budget Comparison — October 2011" dated November 15th, 2011 be received and filed. Respectfully Submitted Approved for Submission Jim Bundschuh Mark G. McDonald Director of Financial Services Chief Administrative Officer 33 co c E O 0 c E O 0 L0 c E 0 0 L() c E O 0 c E O 0 C) c E O U H Z 0 2 N c E 0 0 CD m D m V c E O 0 N M Z a) ,n Jo V w J W rn = tn c 45 N 0 , Q. o H o a Z U O CO u. H W Z 0 Z W a W RECEIPTS H W Z 0 Z W a w K RECEIPTS Description O O N O O O O M O 00 co 00 00 co N LO och i- 0 0 0 N CO M) I- N M N I� N M O O O 00 0 � M (O Lf) N ' 0 00 • N O N • (fl O M 00 Ln O ;;.1.- co NI- 0 ▪ O 00 O N O 00 co co 1) Tr CO (D M 0 (D CO N •• 0 0 0 0 O Crc O O O O co 0o N O O) O I� cD O Ln N--• N 0 0 0 0 I- Lf) M 0 0 0 0 0 0 0 (O O 00 O N (13- N O Co Lf) Co N I- O Lf) M 0 I- 0 0 i CO Tr N (D M CORPORATE ACTIVITIES INTEREST CHARGES & INCOME SOCIAL SERVICES - ST. THOMAS HEALTH UNIT U 1- z OC (9 RENTAL INCOME PROPERTY ASSESSMENT ONTARIO MUNICIPAL PARTNERSHIP FUND PROJECT COSTS Total Corporate �INI col -4-ILoI col l,-1 col o)I (DI O In CO In Lf) O CO Ln M M Lf) O O (O Lf) (O M M Lf) 0 O N- 0 0 0 et 00 Nr Lf) O I� 0 00 00 M 00 00 O N • • I� lf) CO- (O CO- M O N M I- N N co co CO In M In I� N I� 0 M I� Lf) O Lf) N• - 0 CO N M M N CO In M In N N I- M 0 L.0 co N. Lf) M O Lf) I- — 6) 0 CO N M M Lf) O O O O Lf) 0 O M i Ln 0 O Lf) Lf) M N M M 0 • O • CO- M N O M M L.0 N (O N N LO 00 O I,- LO LO N NI- M M CO Lf) Nr- N • 00- 0 CO • N N N Lf) M I- c oo O 0 c O - 00 N ▪ O c.-t- r! or) 0 O N 0 (O O N- O O O - I,- M CO 0 (0 CO M O N lf) 0 - 0 co CO O N M CO Lf) M L() Co 0 N O 0 co CO N N (O o o i ti (D Tr- Tr (D N Tr ti O (D N M 1) ti O N (D 0 N 0) 0 (O roo- 0 O 0 N O 0 - N c\i• ....0 N O C' NI- 0) I- M 0 • _ NO NI- N CO ti () O N (O 6) (O ▪ CO 0 N- N- - (O In Co M (O 0 M • O (O N M Nr M 0 N 0 0 N CO 0 0 CO - (O In O (O (O 0 M • O N M M NI- 0 0 0 0 (O O 00 N O Lf) M CO M NI- (O M 0 O • 0 • M N M • 0 N O N (O 0 0 CO O M) O N • (O O CO N 0 N L.0 LO N • (.0 Co • (O M Lf) 0 00 N (O N 0 (O 00 M O I� N (O N i 0 0 0 co - cO M N LO- 00 O M M O CO N - CO CO (O N N M N N CO (O CO N M In Ln O (O M I� O 0 0 0 N- N • (.O 0 0 N O L.0 (O 00 N N I- i M LO Tr- Tr M DEPARTMENTAL ACTIVITIES WARDEN AND COUNCIL U W OC Go U W W w U U : O Gr) GO LL J W F Q OC Z Z < Q Z Ii= Q ADMINISTRATION BUILDING CORPORATE EXPENDITURES ENGINEERING SERVICES INFORMATION TECHNOLOGIES U2 W U > D Ji! u- W > 0 v) o 0 J Z W < 0 0 0 U _ Z 0 > J D Z O -Jm0 a00<w Total Departmental • ,I I (,2I',I°,2I°'ININININNIN (O"II ti M Tr- Tr N 0 N CO 00 0 CO c) 0 1— S: \insight data \ELGIN FINANCIAL \Summary2011 15/11/2011 CORRESPONDENCE — November 22 2011 Items for Consideration - (Attached) 1. Emil Kolb, Regional Chair and Chief Executive Officer, The Regional Municipality of Peel, requesting the Provincial Government adopt the measures proposed by "Physicians and Paramedic Urging Lifesaviing Education " to increase bystander CPR. 2. Paul Mills, Mayor, Township of Mulmur, urging the Provincial Government adopt a standardized compliance checklist of requirement to ensure that alternate energy projects are being installed in an appropriate manner and in accordance with required approvals. 35 Office of the Chair October 27, 2D11 Resolution No, 2011 -953 The Honourable Deb Kilatthews Minister of Health and Long-Term Care 10th Fool-, Hepburn Block 80 Grosvenor Street Toronto, Ontario M7A 2C4 Dear Minister Matthews: Subject: Bystander Cardiopulmonary Resuscitation 1 am writing to advise that Peel Regional Council approved the following resolution at its meeting held on September 22, 2011: "Whereas, the Region of Peel has demonstrated its commitment to working with and supporting community partners to respond to the health needs of Peel residents; And whereas, the Region of Peel has been asked to support Physicians and Paramedic Urging Lifesaving Education' in their efforts to make Ontario a leader in bystander cardiopulmonary resuscitation (CPR); Therefore be it resolved, that the Regional Chair write to the Minister of Education, the Ministry of Health and Long -Term Care, and to the Minister of Finance on behalf of Regional Council, to request that their ministries adopt the measures proposed by "Physicians and Paramedics Urging Lifesaving Education" to increase bystander CPR; And further, that a copy of the report of the Commissioner of Health Services dated August 10, 2011, titled "Bystander Cardiopulmonary Resuscitation" and its corresponding resolution be sent to designated delivery agents for land ambulance in Ontario and to the Association of Municipalities of Ontario for their information and support On behalf of Regional Council, 1 request that you give consideration to the above resolution. I look forward to your reply. Please quote the Region of Peel's reference number in your reply. Sincerely, j a # Emil Kolb Regional Chair and Chief Executive Officer EK:tr The Regional (Municipality of Peel 10 P& Centre Dr, Brampton, ON L6T489 905- 791 -7800 Fax 905 -791 -2557 Website: peefregion,ce 3. Resolution No. 2011 -g53 Bev Wood, Clerk/Manager of Council Servis, Norfolk County EMS Diane Cane, County Clerk, Northumberland County Emergency Medical Services Leslie Donnelly, Deputy City Clerk, Ottawa Paramedic Service Brenda Tabor, County Clerk, Oxford Public Health and Emergency Services Sharon Montgomery- Greenwood, Director of Emergency Services, Parry Sound Peter Dundas, Chief and Director, Peel Regional Paramedic Service Kerri Ann O'Rourke, County Clerk, Perth County EMS Sally Saunders, Clerk, Peterborough County /City EMS Stephane P. Parisien, CAC and Clerk, EMS - United Counties of Prescott- Russell Dan McCormick, Health Services Manager, Rainy River EMS Jim Hutton, Chief Administrative Officer /Clerk, County of Renfrew EMS Malcolrn White, City Clerk, Sault Ste. Marie Fire Service - EMS Division Brenda Clark, Clerk, County of Simcoe Paramedic Services Tim P. Beadman, Chief of Emergency Services, Greater Sudbury EMS Norm Gale, Chief of EMS, Superior North EMS Mike Trodd, EMS Chief, District of Timiskaming EMS Paul Raftis, Chief, Toronto Emergency Medical Services John Prnc, Director Emergency Medical Services, Region of Waterloo Denis Kelly, Regional Clerk, Corporate Services Department York Region Pat Vanini Executive Director, Association of Municipalities of Ontario (AMC) 37 IP Region cf Peel Iiiettki m tat iitti REPORT Meeting Date: September 15, 2011 Emergency and Protective Services Committee DATE: August 10, 2011 REPORT TITLE: BYSTANDER CARDIOPULMONARY RESUSCITATION FROM: Janette Smith, Commissioner of Health Services RECOMMENDATION Whereas, the Region of Peel has demonstrated its commitment to working with and supporting community partners to respond to the health needs of Peel residents; And whereas, the Region has been asked to support "Physicians and Paramedic Urging Lifesaving Education" in their efforts to make Ontario a leader in bystander cardiopulmonary resuscitation (CPR); Therefore be it resolved, that the Regional Chair write to the Ministers of Education, Health and Long -Term Care, and Finance, on behalf of Regional Council, to request that their Ministries adopt the measures proposed by "Physicians and Paramedics Urging Lifesaving Education" to increase bystander CPR; And further, that a copy of the report of the Commissioner of Health Services dated August 10, 2011, titled "Bystander Cardiopulmonary Resuscitation" and its corresponding resolution be sent to designated delivery agents for land ambulance in Ontario and to the Association of Municipalities of Ontario for their information and support. REPORT HIGHLIGHTS • The Canadian Association of Emergency Physicians believes Canadians should be trained in CPR and regardless of training should be be to respond, and that all ambulance dispatch centres should provide dispatch assisted pre - arrival CPR instructions in all cases of cardiac arrest. • The Association made recommendations on haw to increase CPR education through high school curriculum, through tax incentives and through a national carnpaign to increase bystander CPR. • Region of Peel programs work both to improve the rate of survival for out of hospital heart attack victims and to reduce rate of heart disease that can lead to heart attacks. I • The Region of Peel has been asked to lend further advocacy support so that Ontario can continue to take the lead for bystander CPR. V•01-0O2 11f93 38 C -3- August 10, 2011 BYSTANDER CARDIOPULMONARY RESUSCITATION • Cardiovascular disease is the leading cause of death in North America; • Most heart attacks (60 per cent) occur outside of the hospital setting. 85 per cent of these heart attacks happen at home. Approximately hall of these heart attacks are witnessed by a bystander; • For half of ail heart attack victims, the cardiac arrest is the first sign of cardiovascular disease; and • Overall survival to hospital discharge far cut of hospital cardiac arrest victims is improved where CPR is attempted. The Canadian Association of Emergency Physicians calls for strong inducements and a systematic approach to ensure that more people in the community are prepared and are ready to perform this life saving skill, b) Provincial Advocacy to Increase Bystander CPR The Canadian Association of Emergency Physicians made recommendations on haw to increase CPR education through high school curriculum, through tax incentives and through a national campaign to advance the cause of bystander CPR These recommendations have been adopted by a provincial coalition of emergency physicians and paramedics called "Physicians and Paramedics Urging Lifesaving Education ". This coalition's goal is to have Ontario take the lead on bystander CPR through the following policy initiatives: • That the Ministry of Education require all Grade 12 students to complete a Heart and Stroke Foundation Heartsaver Basic CPR course or equivalent to receive their Ontario Secondary School Diploma; and • That the Ministry of Finance implement individual tax rebates to individuals who complete a CPR course and a corporate tax rebate for businesses that train employees in CPR. With respect to CPR training being mandatory for high school graduation, the Ministry of Education has indicated that making CPR training a mandatory requirement tor graduation is not being considered, However, this Ministry plans to strengthen the curriculum on this issue through new teacher tools that emphasize the values of CPR training. The Ontario Children's Activity Tax Credit assists parents with the cost of enrolling children in physical and other eligible activities, including CPR courses. Provisions in the Good Samaritan Act, 2001 provide legal protection for persons providing first aid assistance to a person in an emergency. c) Region of Peel Efforts Region of Peel programs in Public Health and Paramedic Services work both to improve the rate of survival for out of hospital heart attack victims and to reduce rate of heart disease that can lead to heart attacks. Given the evidence that greater bystander CPR saves lives, Peel Regional Paramedic Services is committed to efforts to increase CPR in those minutes before an ambulance arrives. Since 2009, Peel Paramedics has put bystander CPR at the forefront of its public education program. Some notable initiatives include: 39 V-01 -002 i1(01 II II CORPORATION OF77�E 1 t tozur 121p of U zr. 758D75 2nd line E., Terra Nova 11.11.2, Lisle. Ontario • strut tnno TELEPHONE: 705-4 G6 -3341 • FAX 705.456.2922 Hon. Chiistopher Bentley Minister of Energy 4m Floor, Hearst Block 900 By Street TORONTO, ON M7A 2E1 Dear Mr. Bentley: November. 9, 2011 Subject: Approval Process for Alternative Enerav Projects The Township of Murmur has experienced a number of situations where alternative energy installations, primarily smaller projects carried out under the MicroFit program, have not been carried out with required approvals and/or at locations which are appropriate. We note that the Ontario Power Authority (OPA) and your Ministry have recently launched a review of the FIT and MicroFit programs, and we would urge you to take our concerns, as expressed below, into consideration as part of that review_ We believe that, at the very least, a protocol should be developed requiring input and comments from the local municipality on all such projects, In those situations where approvals such as building permits or Niagara Escarpment Commission development permits are required, we believe that the Ministry and /or the OPA must ensure that such approvals have been obtained and the conditions of approval have been satisfied. The municipal Council of the Township of Mulmur, at its November 1, 2011 meeting, has passed the fol[owing resolution. Moved by Hayes, Seconded by Hawkins: THAT WHEREAS the Province has taken away from rnunieipallties both commenting and approval authority for "green energy" projects; AND WHEREAS the Township of Mulmur has recently had constructed, within a municipal road allowance, an unauthorized solar array; 40 AND WHEREAS some such facilities are being constructed without required building permits and/or other required approvals, such as Niagara Escarpment Development Permits; AND WHEREAS such situations are examples of what cart, and does all to regularly occur when appropriate checks and balances are not in place (which is clearly the £use when consultation with, and the approval of the local municipality is not required); NOW THEREFORE BE IT RESOLVED THAT the Province of Ontario be urged either to adopt a standardized compliance checklist of requirements to ensure that such facilities are being installed in an appropriate manner, and to he more diligent their revicwlnppraval of such projects, or amend the requirements so that 1111 such fncilities are subject to a municipal consultation/approval process or, RI the very least, a protocol for ensuring that such facilities are installed appropriately and in accordance with required approvals. AND THAT staff he directed to circulate this resolution to other rural municipalities as directed by Council, with a request for support. CARRIED By way of a copy oi'this letter to other rural and small urban municipalities across Ontario, the Township of ivitilinur is requesting their input and support. Yours very truly Paul Mills, Mayor Premier Dalton lei cGu inty Ontario Paver Authority Sylvia. Jones,lvMPP Association of Municipalities of Ontario Niagara Escarpment Commission Ontario MMJ.unioipalities 41 CORRESPONDENCE — November 2, 2011 Items for Information (Consent Agenda) (Attached) 1, Dan Mathieson, Chair, MPAC Board of Directors, Municipal Property Assessment Corporation informing Council of 2012 province -wide Property Assessment Notice mailing, 2. Premier Dalton McGuinty replying to Council's concern regarding the establishment of a multi -year rural and small urban economic development fund. 3. Cathy Fox, Communications and Public Relations Specialist, St. Thomas Elgin General Hospital with a media release titled "STEGH Hosts Community Information Sessions. Learn about the Approved Redevelopment Project'. 4, Invitation to the "Home for the Holidays Luncheon" at the St. Thomas Golf and Country Club on December 20, 2011 hosted by the Health Recruitment Partnership. 42 M U N I C I P A L PROPERTY A 5 E E B E M E N T CORPORATION October 31, 2011 To: AO Heads of Council Ontario lVlunicipalities From: Dan Mathieson Chair, MPAC Board of Directors Subject: 2011 Property Assessment Notice Mailing On November 2, 2011, the Municipal Property Assessment Corporation (MPAC) will begin delivering nearly one million Property Assessment Notices to property taxpayers across the province. VVhile the next province -wide Assessment Update will take place in 2012, changes to properties continue to occur. New homes and additions are built, owners renovate, structures are removed or demolished and properties change use. MPAC is legislatively responsible for updating this information even in a year when a province -wide Assessment Update is not taking place. Some of the reasons for receiving a Property Assessment Notice this fall include: • a change to property ownership or legal description; • a change to the property's assessment resulting from a Request for Reconsideration (RfR) or Assessment Review Board decision; • a property value increase or decrease reflecting a change to the property, for example, a new structure, addition, or removal or demolition of an old structure; or, • change in the classification or tax liability of a property. Each Notice shows the assessed value and classification of a property based on the legislated valuation date of January 1, 200B, which is in place for the 200g-2012 property tax years. Although each Notice also indicates a number of ways to contact MPAC, you may also receive enquiries. The enclosed information kit will help you and your staff respond. Office (If the Chair cro Municipal Property Assessment Corporation 1340 Pickering Parkway, Saite 101, Pickering, Ontario L 1 V 0C4 T: 519 271.0250 Ed 236 F: 905.531.0044 www.mpac.za 43 All Heads of Council October 31, 2011 Page 2 of 2 This kit includes; • a sample Property Assessment Notice; • a copy of the Information Insert included with every Notice, • Important Information About Your Property Assessment brochure; and, ▪ a fact sheet about MPAC. The key dates for the 2011 Notice mailing are: November 2 -16, 2011 November 30, 2011 December 13, 2011 April 2, 2012 Property Assessment Notice Delivery Period Amended Property Assessment Notice Delivery Assessment Roll delivered to municipalities Deadline for filing a Request for Reconsideration or Appeal Enquiries about Property assessment Notices and assessment in general, may be directed to MPAC:s website at www.mcac.ca or to our Customer Contact Centre at 1 866 296 -MPAC (6722) or 1 877 B89 -6722 (TTY). Property taxpayers may also visit their local MPAC office to meet with us face -to -face. The hours and address for the local office are included on every Notice mailed. As part of our commitment to deliver property assessment excellence, provide outstanding service and to earn your trust everyday, we are pleased to provide support to help you answer questions and address the concerns of property taxpayers in your community. If you have any questions, please do not hesitate to contact Arthur Anderson, Director, Municipal Relations at 906 83T6993 or at 1 877 6356722, extension 6993. Yours truly, law( gdet Dan Mathieson Chair, MPAC Board of Directors Enclosure Copy MPAC Board of Directors Carl lsenburg, President and Chief Administrative Officer, MPAC Executive Management Croup Arthur Anderson Office of the Chair L o Municipal Property Assessment Corporation 1340 Pickering Parkway, Suite 101, Pickering, Ontario LEV 0C4 T. 519.271.0250 oxt 236 F: 905.831.0040 www,ntpac.ca 44 The Premier of Ontario Legislative 9uildin9 Queen's Park Toranla, Ontario M7A 111 November 4, 2011 Le Premier ministre do ('Ontario Edifice de l'Asseir blite J�gislative Queen's Park Toronto (Ontario) Iu17A 1A1 Mr. Dave Mennill Warden County of Elgin - Office of the Warden Administrative Services 450 Sunset Drive St. Thomas, Ontario N5R 5V1 Dear Warden Mennill: 1(0V d ntario RECEIVED N''d 1 2011 *��l�GUUN i ;'POi»L�l�u�9r C ADMIN SIRA}I4�E SERVCE Thank you for your letter of October 26, informing me of council's resolution regarding the establishment of a multi -year rural and small urban economic development fund_ I appreciate your keeping me apprised of council's position. As this issue falls under his responsibility, I have sent a copy of your correspondence to my colleague the Honourable Dwight Duncan, Minister of Finance. I trust the minister will also take council's views into consideration. Thank you again for the information. I we:come council's input on this or any other issue of provincial concern. Please accept my best wishes. Yours truly, Dalton McGuinty Premier c: The Honourable Dwight buncan 45 • rt)St.Thomas Elgin General Hospital Media Release November 10, 2011 STEGH Hosts Community Information Sessions Learn about the Approved Redevelopment Project St, Thomas, ON — The St Thomas Elgin General Hospital Board of Governors is hosting a series of sessions to provide the community with an opportunity to learn more about the approved redevelopment project and recent accomplishments at the Hospital; and to provide an opportunity to ask questions and speak with Board members and Hospital staff. The approved redevelopment project includes a new 15 -bed acute mental health inpatient unit, and related outpatient mental health programs and services; a new emergency department; now surgical suite; new central supply department ambulatory care department relocated to existing space in the Complex Continuing Care area; and improvements to the Hospital's main entrance and circulation through the Hospital campus. The project was approved on August 24, 2011. Detailed planning is underway, construction is expected to begin in 2014, and project completion anticipated in 2016. Session Details: Monday November 14 @ 7pm Timken Community Centre 2 Third Ave, St. Thomas Tuesday November 22 © 7pm Old Town Hall Community Theatre 38 John Street S., Aylmer Thursday November 24 @7pm West Elg €n Community Health Centre 153 Main Street, West Lorne For more information visit www.stegh.an ca or contact Cathy Fox, Communications and Public Relations Specialist at 519- 631 -2030 Ext, 2191 or email cfox�ugstegh.on.ca -30- For more information contact; Cathy Fox, Communications and Public Relations Specialist St. Thomas Elgin General Hospital 519 - 631 -2030 Ext. 2191, cfox @stegh.on.ca vwlm.stegh.an_ca 46 Nfedical Stxdexts and,7Ltcdicdl aeridentr franc the City of St. 'rkwmar ad Ike- Caxxty f Egan �Ceu�t� ae-crwYitte-24,1- Tani-Kersltii) Cordiaqy in-vifrifjau taJaix mr tht- JJo/Ercit.,evx at t�i.e St. ZILaNur uy,.d Cauntry Chid an 7�ecc�ac6cr ZOtk, 20H eat �2:30 ax, tke- ecntoox, We- wxttafxtYaAccaursc&ar ascelc5-et to )6.ow jiax 2 S -cam 7 1-6 barb Fret , 1--( th, ,Recnittr d6 74urrrayS ,r. cow. 11 CLOSED MEETING AGENDA November 22, 2011 Staff Reports: (ATTACHED) 1) Court Services Supervisor - Municipal Act, Section 240.2 (b) personal matters about an identifiable individual, including municipal or local board employees — Confidential POA Law Enforcement Matter 2) Director of Human Resources - Municipal Act, Section 240.2 (b) personal matters about an identifiable individual, including municipal or local board employees — Labour Relations Matters 3) Chief Administrative Officer — Municipal Act, Section 240.2 (a) the security of the property of the municipality or local board — 99 Edward Street. (Restricted Circulation: Members of Board of Health Excluded)