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07 - April 24, 2012 County Council Agenda Package ORDERS OF THE DAY FOR TUESDAY, APRIL 24, 2012 – 9:00 A.M. ORDER 1st Meeting Called to Order 2nd Adoption of Minutes – April 10, 2012 3rd Disclosure of Pecuniary Interest and the General Nature Thereof 4thPresenting Petitions, Presentations and Delegations DELEGATIONS: 9:00 a.m. Erica Arnett, Health Promoter, Elgin St. Thomas Public Health & Nicole Ooms, Doug Tarry Ltd. “Our Local Active Transportation PowerPoint Presentation titled Initiative – A Project of the Healthy Communities Partnership” (attached) 9:15 a.m. Debra Mountenay, Chair, Elgin Middlesex Oxford Workforce Planning and Development Board “St. Thomas-Elgin Labour Force PowerPoint Presentation titled Development Strategy 2012” (attached) Elgin & St. Thomas Labour Force Development Strategy Update 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) OTHER BUSINESS 8th 1) Statements/Inquiries by Members 2) Notice of Motion 3) Matters of Urgency see separate addendum 9th Closed Meeting Items – 10th Recess 11th Motion to Rise and Report 12th Motion to Adopt Recommendations from the Committee Of The Whole 13th Consideration of By-Laws 14th ADJOURNMENT LUNCH WILL BE PROVIDED NOTICE: Deputy Warden for April – Jack Couckuyt Deputy Warden for May – Cameron McWilliam May 8, 2012 9:00 a.m. – County Council Meeting 1:00 p.m. – Code of Conduct Session 1 DRAFT COUNTY COUNCIL MINUTES Tuesday, April 10, 2012 The Elgin County Council met this day at the Administration Building at 9:02 a.m. with all members present. (Regrets: Councillor Mennill, on vacation). Warden Walters in the Chair. ADOPTION OF MINUTES Moved by Councillor Marr Seconded by Councillor Wiehle THAT the minutes of the meeting held on March 27, 2012 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF – Warden Walters and Councillor Marr declared, at the appropriate time, a conflict of interest with regard to the Closed Meeting report concerning the Central Elgin lease as it might prejudice their position as Councillors on the Municipality of Central Elgin Council. At the appropriate time, they vacated the Council Chambers and refrained from discussing and voting on the item. Moved by Councillor McWilliam Seconded by Councillor Jenkins THAT we do now move into Committee Of The Whole Council. - Carried. REPORTS St. Thomas Elgin General Hospital Redevelopment Project – Councillor McIntyre Councillor McIntyre presented the report, updating council on the recent meeting of the special joint city-county committee on hospital redevelopment. Moved by Councillor McIntyre Seconded by Councillor Marr WHEREAS the redevelopment of the St. Thomas Elgin General Hospital (STEGH) is vitally important to the Elgin-St. Thomas community; and, WHEREAS the revitalization project is now being “re-scoped” as part of the provincial government’s austerity measures contained in its budget package released on March 27, 2012; and, WHEREAS the details of the provincial commitment and the new “scope” of the project remain unknown at this time; and, WHEREAS municipal budgets must be approved in the very near future; NOW THEREFORE BE IT RESOLVED THAT the councils of the City of St. Thomas and the County of Elgin do hereby officially declare their support for the redevelopment of the STEGH as originally proposed and provincially approved; and further, THAT both Councils commit to providing a contribution to the redevelopment campaign during future budget deliberations and after the project parameters are finally determined; and, THAT this resolution of support be sent to the Ministers of Health and Finance and the Premier of Ontario with copies to M.P.P.’s Jeff Yurek and Chris Bentley and the STEGH foundation. - Carried. 2 Moved by Councillor Jenkins Seconded by Councillor Ens THAT the letter from the Minister of Health and Long-Term Care dated April 2, 2012, regarding St. Thomas Elgin General Hospital redevelopment project be received and filed. - Carried. Elgin County Archives: Recent Acquisitions and Activities – Manager of Archives The manager presented the report and a PowerPoint on activities in the Archives. Moved by Councillor Jenkins Seconded by Councillor McIntyre THAT the report titled “Elgin County Archives: Recent Acquisitions and Activities” dated March 21, 2012 be received and filed. - Carried. Farm to School Web Partnership – Business Development Coordinator The coordinator presented the report regarding a partnership with the Elgin St. Thomas Public Health for developing a website. Moved by Councillor Wiehle Seconded by Councillor Couckuyt THAT staff be authorized to accept a contribution of $5,000 from Elgin St. Thomas Public Health in support of the Farm to School portal; and, THAT Council directs the Chief Administrative Officer to sign the letter of agreement with the Elgin St. Thomas Public Health pertaining to the Farm to School portal. - Carried. Funding for Library Radio Program – Director of Community and Cultural Services The director presented the report outlining a recent donation from the Mennonite Community Services for the library’s radio program. Moved by Councillor Couckuyt Seconded by Councillor Marr THAT Elgin County Library be authorized to accept a contribution of $10,000 from Mennonite Community Services, Aylmer, to support expenses for the library’s “Check It In, Check It Out” radio program into 2013; and, THAT the Warden issue a letter of appreciation to Mennonite Community Services. - Carried. Ambulance Base Building Committee Reactivation – Director of Engineering Services The director presented the report, recommending reactivation of the Ambulance Base Building Committee. Moved by Councillor Marr Seconded by Councillor McWilliam THAT Council approve the reactivation of the Ambulance Base Building Committee comprised of Councillors Ens, McWilliam and McIntyre, and supported by the Manager of Corporate Facilities, the Director of Engineering Services, and Thames EMS; and, THAT Council delegate the decision-making authority to the committee to build the Dutton Base within budget; and, 3 THAT the committee report periodically to Elgin County Council. - Carried. Emergency Services Response Time Performance Plan – Director of Engineering Services The director presented the annual performance plan. Moved by Councillor Wiehle Seconded by Councillor McWilliam THAT the Response Time Performance Plan for Elgin-St. Thomas be adopted and forwarded to the Ministry of Health and Long-Term Care. - Carried. Ambulance Year-End Report: 2011 – Director of Engineering Services The director presented the annual report. Randy Denning, President, Thames EMS, was also in attendance and provided a response to a question about ambulance station usage. Moved by Councillor Marr Seconded by Councillor McWilliam THAT the report titled “Ambulance Year-End Report: 2011 dated March 5, 2012 be forwarded to the City of St. Thomas for their records; and, THAT this same report be received and filed. - Carried. Council recessed at 10:00 a.m. for 15 minutes. Emergency Medical Services: Bayham – Director of Engineering Services The director presented the report. Mr. Denning also responded to a question regarding the Oxford EMS. Moved by Councillor Ens Seconded by Councillor Marr THAT staff be directed to investigate ways and means and associated costs of improving the ambulance response times for the Municipality of Bayham bringing them closer to the provincial standard of 14-15 minutes’ response time and report back to Council with available options; and, THAT the report titled “Emergency Medical Services: Bayham” dated March 5, 2012 be received and filed. - Carried. Signage Removal and Installation – Deputy Director of Engineering Services The Director of Engineering Services presented the report, recommending a selection from bids for sign service. Moved by Councillor Wiehle Seconded by Councillor McIntyre THAT Sparta Tree (1640313 Ont. Inc.) be selected for the signage removal and installation, Contract No. 6200-12-10 (A) at a total price of $117,625 exclusive of the 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. - Carried. 4 2012 Composite Budget – Director of Financial Services The director presented the 2012 budget. Moved by Councillor Marr Seconded by Councillor Wiehle THAT the 2012 proposed budget, which includes the Operating Budget, the Capital Budget and Grants, be approved; and, THAT the 2012 Tax Rates and Ratios be approved; and, THAT the necessary by-law be prepared. - Carried. CORRESPONDENCE Items for Consideration 1. John Yakabuski, MPP, Renfrew-Nipissing-Pembroke seeking support of his Private Member’s Bill titled “Gasoline Tax Fairness for All Act, 2011”. 2. Bill Tucker, Director of Education, Thames Valley District School Board providing contact information if the need arises for a meeting with himself or the Capital Planning Coordinating Committee to discuss any issues or concerns. The following recommendation was adopted in regard to Correspondence Item #2: Moved by Councillor Marr Seconded by Councillor Jenkins THAT staff be directed to set up a meeting with the Capital Planning Coordinating Committee of the Thames Valley District School Board to discuss issues and items of concern in June 2012. - Carried. The following recommendation was adopted in regard to Correspondence Item #1: Moved by Councillor Couckuyt Seconded by Councillor Ens THAT Elgin County Council supports the Private Member’s Bill titled “Gasoline Tax Fairness For All Act, 2011.” - Carried. Items for Information (Consent Agenda) 1. Hazel McCallion, Mayor, City of Mississauga requesting AMO officials meet with City of Mississauga staff to discuss the need to have Hydro One reconsider its moratorium on the location of telecommunication antennas on existing hydro infrastructures. 2. Deb Matthews, Minister of Health and Long-Term Care confirming the Ministry’s support of the implementation of the Nursing Graduate Guarantee initiative. 3. Dan Cowin, Executive Director, Municipal Finance Officers’ Association of Ontario (MFOA) providing a 2012 Provincial Budget Update dated March 27, 2012. 4. Lloyd Perrin, Director, Physical Services, Municipality of Central Elgin, with notice of East Side Development Area – Sanitary Servicing Class Environmental Assessment Project Completion review. 5 5. Jeff Yurek, MPP, Elgin-Middlesex-London requesting a stakeholders meeting to discuss the current budget‘s mandate to “rescope” the St. Thomas Elgin General Hospital Redevelopment project. 6. Bob Hammersley, President & CEO, St. Thomas & District Chamber of Commerce with Media Release requesting Ontario Government to reconsider delaying or reducing plans for the redevelopment of the St. Thomas Elgin General Hospital. 7. Tim Beckett, OAFC President, Ontario Association of Fire Chiefs announcing OAFC Municipal Politicians Seminar, The Essentials of Firefighting and Firefighting 101 to be thth held on May 6 & 7, 2012. 8. Greg Henderson, Water Compliance Coordinator, Elgin Area Water Supply System, with copy of: 1) Elgin Area Primary Water Supply System 2011 Compliance Report information 2) Elgin-Middlesex Pumping Station 2011 Compliance Report information 9. Allison Stuart, Assistant Deputy Minister and Chief, Ministry of Community Safety and Correctional Services congratulating County for completing the mandatory emergency management program elements. 10. Jim Price, Executive Director, Association of Municipal Emergency Medical Services of Ontario with News Release announcing Emergency Medical Services Week 2012. 11. Aileen Murray, Manager of Economic Development, County of Middlesex inviting municipal councils and staff to a workshop hosted by Middlesex County on Resident Attraction and th Retention to be held May 20, 2012. 12. Grace McGartland, Chair, The Arts & Cookery Bank thanking Council for the honour of being named the Elgin County’s 2011 Ambassador. Moved by Councillor McIntyre Seconded by Councillor Jenkins THAT Correspondence Items #1 – 12 be received and filed. - Carried. OTHER BUSINESS Statements/Inquiries by Members Councillor McIntyre requested that the Director of Engineering Services provide an update on the Lake Road with a historical perspective for the benefit of council. The director is currently reviewing the environmental report and will bring the report forward to council. Councillor Wiehle raised the issue of the provincial budget removing the slot gambling component in the horse racing industry. He indicated this removal will have an impact on the horse industry in west Elgin. The Chief Administrative Officer indicated that the Western Wardens Caucus is to review the issue and he will report back. Notice of Motion – None. Matters of Urgency – None. Closed Meeting Items Moved by Councillor Marr Seconded by Councillor Couckuyt 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 – Brad Bedford Lease and Central Elgin Lease. - Carried. 6 The Director of Engineering Services presented the report on the lease renewal for Brad Bedford. Warden Walters and Councillor Marr vacated the Council Chambers at 11:06 a.m. Deputy Warden Couckuyt in the Chair. The Director of Engineering Services presented the report on the lease renewal for the Municipality of Central Elgin. Motion to Rise and Report Moved by Councillor Ens Seconded by Councillor Jenkins THAT we do now rise and report. - Carried. Moved by Councillor McIntyre Seconded by Councillor Ens THAT the Warden and Chief Administrative Officer be directed and authorized to sign a lease with the Municipality of Central Elgin for Suite 47 and Suite 173 at the County of Elgin Administrative Building for a 10-year term commencing on January 1, 2012 and terminating on December 31, 2021; and, THAT the lease rates be increased annually by the October Consumer Price Index for Ontario; and, THAT the lease rates for 2012 are: Suite 47 storage lower level $8.47/sq ft per year (1,871 sq. ft.) for an annual payment of $15,847.37; Suite 47 office space lower level $12.32/sq. ft. for an annual payment of $42,491.68; Suite 173 level one $15.41/sq. ft. (5,449 sq. ft.) for an annual payment of $83,969.09. - Carried. Warden Walters and Councillor Marr returned to the Council Chambers at 11:12 a.m. The Deputy Warden vacated the Chair. The Warden took the Chair. Moved by Councillor Couckuyt Seconded by Councillor Jenkins THAT the Warden and Chief Administrative Officer be directed and authorized to sign a lease with Brad Bedford for Rooms 237, 238 and 239 at the County of Elgin Administration Building for a one-year term, commencing on May 1, 2012 and terminating on April 30, 2013; and, THAT the lease rate for year one is $7,400 (annual payment) for the 500 square feet. - Carried. Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor McIntyre Seconded by Councillor Couckuyt THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. 7 County Council 7 April 10, 2012 BY-LAWS Moved by Councillor Marr Seconded by Councillor McWilliam THAT By-Law No. 12-09 “Being a By-Law to Provide for the Adoption of the 2012 Budget of the Corporation of the County of Elgin and to Establish the 2012 Tax Ratios, and to Establish the 2012 Tax Rates for the County Constituent Municipalities” be read a first, second and third time and finally passed. - Carried. Moved by Councillor Wiehle Seconded by Councillor Jenkins THAT By-Law No. 12-10 “Being a By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the April 10, 2012 Meeting” be read a first, second and third time and finally passed. - Carried. ADJOURNMENT Moved by Councillor McIntyre Seconded by Councillor Wiehle THAT we do now adjourn at 11:18 a.m. and meet again on April 24, 2012 at the County Administration Building Council Chambers at 9:00 a.m. - Carried. Mark G. McDonald, Bill Walters, Chief Administrative Officer. Warden. 8 31 The implementation of the Elgin & St. Thomas Labour Force Develo County of Elgin Economic Development and Tourism Kate Burns Elgin Business Resource Centre Marilyn Crewe Elgin Middlesex Oxford Workforce Planning and Development Board Debra Mountenay Elgin St. Thomas Public Health Janet Baker Employment Services Elgin Cynthia Moniz Fanshawe College Michael Amato Libro Financial Group, St. Thomas Jesse Terpstra Ontario Ministry of Agriculture Food and Rural Affairs Vicki Luke Ontario Ministry of Training, Colleges and Universities Catherine Upfold St. Thomas and District Chamber of Commerce Bob Hammersley St. Thomas Economic Development Corporation Sean Dyke St. Thomas-Elgin Ontario Works Department Barbara Arbuckle YWCA St. Thomas-Elgin Shelley Harris 2012 Elgin St Thomas Labour Force Strategy 2 32 I ntroduction The Elgin Workforce Development Committee came together to addre To collectively create a policy framework and a community infras improvements in both quality and quantity of the labour supply p To ensure that Elgin-St. Thomas has the workforce it needs to ac development goals The focus of the workforce strategy is on the targeted sectors i plans for the City of St. Thomas and the County of Elgin. Target St. Thomas Green collar economy New food economy Entrepreneurship & business diversification Advanced manufacturing Automotive Elgin Energy and environment Agriculture and agribusiness Manufacturing Creative economy Tourism 2012 Elgin St Thomas Labour Force Strategy 3 33 Setting a Course Elgin St. Thomas Labour Force Development Strategy The original strategy was released in February 2010 as a result and input received from local and regional stakeholders. The st broad issues which continue to impact our community: Population growth is slowing Educational attainment is below provincial levels Labour force development is a regional issue Small business growth is key to economic recovery as shown in Ta Structural shifts in manufacturing will continue Population Growth Elgin County and St. Thomas Population Population Census Sub-Division 2006 2011 Change Aylmer 7,069 7,151 82 Bayham 6,727 6,989 262 Central Elgin 12,723 12,743 20 Dutton/Dunwich 3,821 3,876 55 Malahide 8,828 9,146 318 Southwold 4,724 4,494 -230 St. Thomas 36,110 37,905 1795 West Elgin 5,349 5,157 -192 Elgin County only 49,241 49,556 315 Elgin County & St. Thomas 85,351 87,461 2110 Source: Statistics Canada 2011 Census 2012 Elgin St Thomas Labour Force Strategy 4 34 Between 2006 and 2011 population growth within St. Thomas and El Thomas and in the east end of the County. Malahide and Bayham l population losses were seen in both West Elgin and Southwold. Thomas, there was a significant increase in population. As shown to lose people in the 18-24 (young worker) age range, but gained 2012 Elgin St Thomas Labour Force Strategy 5 35 Job Seekers St. Thomas and Elgin County had a spike in people seeking assist and has now returned to below the 2008 numbers. There are still to enter the workforce in the local area. Profile of unemployed seeking employment services in Elgin County - 2008-2011 2008 2009 2010 2011 TOTAL TOTAL TOTAL TOTAL 2,196 3,361 1,261 1,177 # OF CLIENTS SEEKING COUNSELLING SERVICES EACH YEAR # OF CLIENTS SEEKING RESOURCE & INFORMATION SERVICES 38,306 45,008 37,628 37,090 EACH YEAR EDUCATION OF CLIENTS 2008 2009 2010 2011 TOTAL TOTAL TOTAL TOTAL 66% 62% 66% 57% Grade 12 and under 34% 38% 34% 43% over Grade 12 LENGTH OF TIME UNEMPLOYED 2008 2009 2010 2011 TOTAL TOTAL TOTAL TOTAL 49% 49% 45% 57% under 6 months 51% 51% 55% 43% 6 months and over Source: Employment Services Elgin 2012 Elgin St Thomas Labour Force Strategy 6 36 The reality of the job losses in the local area is shown in the Works in Elgin-St. Thomas. Ontario Works Caseload (Elgin-St. Thomas) Source: St. Thomas Elgin Ontario Works Source: St. Thomas Elgin Ontario Works 2012 Elgin St Thomas Labour Force Strategy 7 37 Notes: The average annual active caseloads increased by 43% between 200 The average annual active caseloads decreased by 1% from 2010 to Employers During this same time period, the number of small employers in E grow. Future employment opportunities are expected to be driven Number of Employers by Employee Size Range December 2008 to June 2011 Elgin and St. Thomas Number of Number of Ontario Employee Absolute Percent Employers Employers Percent Size Range Change Change (%) Change (%) 2008 2011 0 2,823 3,000 177 6.27 0.14 1 - 4 1,135 1,236 101 8.90 5.22 5 - 9 476 506 30 6.30 -1.87 10 - 19 276 262 -14 -5.07 -1.31 20-49 176 174 -2 -1.14 -1.06 50-99 65 57 -8 -12.31 -5.31 100-199 20 16 -4 -20.00 -7.22 200-499 9 10 1 11.11 -14.34 500+ 7 6 -1 -14.29 -12.18 Total 4,987 5,267 280 5.61 0.86 4987 5267 Source: Statistics Canada, Canadian Business Patterns Table 1 shows the change in the number of businesses in Elgin Co 2011. Entrepreneurs and small businesses with fewer than 10 empl and St. Thomas. Elgin Business Resource Centre notes dominant sectors for small Industry, Agriculture and Manufacturing. 2012 Elgin St Thomas Labour Force Strategy 8 38 Elgin-St. Thomas Labour Force Strategy Achievements of the Elgin-St. Thomas Labour Force Strategy since Key Priority 1 /©;·; š¦¦š©·Ò“z·z;­ ·š ©;·z“ šÒ© äšÒ·wr ··©-· ­‰zŒŒ;7 ޚ©‰;© ¦©·z-z¦·zš“ šE ғ7;©©;¦©;­;“·;7 m©šÒ¦­ Held skilled trades information night led by Employment Services Elgin Developed St. Thomas Elgin Local Immigration Strategy led by YWCA St. Thomas-Elgin Agencies worked with local action centres Participated in the research for the Economic Impact Study on Ta Closure commissioned by the Township of Southwold and the County Key Priority 2 L“-©;­; ;7Ò-·zš“Œ ··z“’;“· ·w©šÒmw ŒzE;Œš“m Œ;©“z“m Link online work-ready assessment toolkits for workers through E Pilot outreach to peer worker volunteers for action centres Literacy Link South Central provided the resource for peer worker volunteers Map local educational opportunities led by the Elgin Council for Adult Education Training and Employment * Key Priority 3 t©šÝz7; ­Ò¦¦š©· ·š ;“·©;¦©;“;Ò©­ “7 ­’ŒŒ ,Ò­z“;­­ š¦;©·zš“­ Global Experience @ Work workshops for employers Develop business incubator Innovation Centre for Entrepreneurs (ICE) Youth Entrepreneurship Partnership launched Success stories of local businesses showcased through Elgin Busi and the St. Thomas & District Chamber of Commerce Free Enterpris Key Priority 4 aãz’zé; Œ,šÒ© ’©‰;· ,ä -©;·z“m  -šŒŒ,š©·zÝ; ;“Ýz©š“’;“· , mšÝ;©“’;“·r “7 ;7Ò-·zš“ Develop detailed understanding of growing industries from economic development strategies updates Collaborating with Elgin Middlesex Oxford Economic Region agenci employer survey of workforce issues *members of the Elgin Council for Adult Education Training and E North, Elgin St. Thomas Public Health, Elgin Middlesex Oxford Wo Board, Employment Services Elgin, Fanshawe College, Literacy Lin Community Services Aylmer, Ontario Ministry of Training, College Ontario Works Department, St. Thomas Public Library, Thames Valley education), YWCA St. Thomas-Elgin 2012 Elgin St Thomas Labour Force Strategy 9 39 Elgin-St. Thomas Key Priorities 2012 Key Priorities Strategies Actions 2012 1.Create opportunities to retain Improve communication Organize occupation and/or our youth, attract skilled about local career industry focused work fairs workers, and increase the opportunities Develop student to business participation of under- connections represented groups. Increase high school/post- Led by: Employment Services secondary co-op placements Elgin Deliver interactive career presentations in schools Exchange job ideas through social networking sites Host post-secondary business plan competition Maintain and attract the Launch of St. Thomas Elgin younger workforce, families, Local Immigration Strategy women, First Nations, and March 2012 new Canadians Revision/update of labour profile on agency websites Advocate for increased funding and support to career development programs geared to diverse groups Enhance social and employment resources that support diverse groups St. Thomas & District Chamber Provide support for Global Experience @ Work of Commerce ›DŒš,Œ employers on working with workshop series 9ã¦;©z;“-; ¸ ‘š©‰œ foreign-trained professionals Assist employers to recruit diverse groups 2.Increase educational Connecting learners to Success stories series attainment through lifelong services Community Links 2 learning Capitalize on literacy and Led by: Elgin Council for Adult employment cooperation Education, Training and Information for new EI Employment recipients Showcase business compensation programs based on continued learning and customer service Market local scholarship opportunities 2012 Elgin St Thomas Labour Force Strategy 10 40 3.Provide support to Expand entrepreneurial and Develop and promote entrepreneurs and small small business operations workshops and courses aimed business operations at businesses Led by: Elgin Business Showcase success stories Resource Centre through awards and websites Promote business incubator Expand business service availability across the County 4.Maximize labour market by Promote more effective Create 12-month series of creating a collaborative partnerships around news articles environment between business, workforce Strengthen connections government, health and between business, health and education training institutions Led by: Elgin Workforce Identify and promote existing Development Committee business conference opportunities Increase understanding of Conduct questions on labour force needs for skilled workers force needs and future skills needed Prioritize training needs of business Connect with existing business leadership groups Create inventory on the availability of skilled workers Explore concept of a local unemployed labour force database 2012 Elgin St Thomas Labour Force Strategy 11 41 REPORTS OF COUNCIL AND STAFF April 24, 2012 Staff Reports – (ATTACHED) Manager of Planning – Statutory Public Meeting for the Elgin County Official Plan Administrative Services Coordinator – Horse Racing Industry Update – Proposed Provincial 2012 Budget Deputy Director of Engineering Services – Award of Tenders - Engineering Deputy Director of Engineering Services – Speed Zone Amendment – Pioneer Line Director of Engineering Services – Ambulance and Emergency Response Vehicle Laptop Computer Replacement Director of Engineering Services – Purchase of Ambulance Director of Engineering Services – Electronic Patient Call Report Director of Engineering Services – Acute Stroke By-Pass and Medical Redirect – Memorandum of Understanding Director of Engineering Services – Oil and Gas Lease – Lot 26 and 27 Concession 4, Township of Yarmouth Director of Community and Cultural Services – Library Guidelines Performance Director of Community and Cultural Services – Elimination of Federal Funding for Community Access Program Director of Homes and Seniors Services – Psychiatric Admissions to Long Term Care (W5 video clip to be reviewed) 42 REPORT TO COUNTY COUNCIL FROM: Steve Evans Manager of Planning DATE: April 11, 2012 SUBJECT: Statutory Public Meeting for the Elgin County Official Plan INTRODUCTION: Following three Public Open Houses last July, County Council endorsed the completion of Stage 1 of the Elgin County Official Plan Program and gave direction to Meridian Planning Consultants to proceed to Stage 2 with the preparation of a draft Official Plan document. A preliminary Draft was prepared in November 2011 and was reviewed by the Steering Committee, Technical Committee and the Public Focus Group on December 19, 2011. Following this initial review a Draft, Elgin County Official Plan was released on January 25, 2012 and widely circulated for comment. DISCUSSION: Since the January 25, 2012 release of the Draft Official Plan, Meridian Planning Consultants and the Manager of Planning have attended local municipal Council meetings to provide an overview of the Official Plan and to answer any questions and receive feedback. These meetings fulfilled the consultation mandate as set out in the work plan where all local municipal Councils would be visited twice to allow for the sharing of ideas and the building of consensus. In addition to the meetings that were scheduled with local municipal Councils, the Manager of Planning met with the Elgin Federation of Agriculture, Joe Preston MP, Jeff Yurek MPP, staff from several local municipalities, Elgin St. Thomas Health Unit and the City of St. Thomas Management Team. Meridian Planning Consultants will review all of the comments by the end of April and schedule final meetings with the Steering Committee, Technical Committee and Public Focus Group to review the comments and make recommendations. Following these meetings, the Consultants will prepare a recommendations report which will be submitted to County Council along with a Final Official Plan for Council’s consideration. Before County Council is able to adopt the Elgin County Official Plan by by-law, it must hold at least one public meeting for the purpose of giving the public an opportunity to make representations in respect of the current proposed plan. Ideally the public meeting should be held in the evening to provide an opportunity for as many people to attend as possible. 43 RECOMMENDATION: Due to the importance of this public meeting and the statutory requirement for such meeting to be held by County Council, it is recommended that County Council schedule a statutory public meeting for the Elgin County Official Plan on June 12, 2012 at 7:00 p.m. in the County Council Chambers. All of which is Respectfully Submitted Approved for Submission Steve Evans Mark G. McDonald Manager of Planning Chief Administrative Officer 44 REPORT TO COUNTY COUNCIL FROM: Susan McConnell, Administrative Services Coordinator DATE: April 17, 2012 SUBJECT: Horse Racing Industry Update – Proposed Provincial 2012 Budget INTRODUCTION: In the proposed 2012 Ontario budget, the government made reference to the ‘Slots at Racetracks Program,’ a revenue sharing agreement between the Ontario Horse Racing Industry and the Ontario Lottery and Gaming Corporation. The government suggested it would be reviewing the program and considering reducing the amount of income from the program to the race track industry - currently 20 percent of revenue; while also considering the placement of slot machines at other entertainment venues in the province. There have been strong objections to the proposal from the horse racing industry and leaders of rural communities where many horse breeding and training businesses are located. BACKGROUND: Some municipal leaders, including those serving on Elgin County Council, have expressed concern about the financial impact the reduction would have on the horse industry. These concerns were also expressed at an April 13, 2012 meeting of the Western Ontario Wardens Caucus where members were advised that the Rural Ontario Municipal Association (ROMA) had struck a working group, based in Wellington County, to respond to the issue. At the meeting, the following resolution was endorsed by caucus: “That ROMA supports the goals of the County of Wellington Working Group on race tracks and equestrian issues, to develop options for discussions with the province.” ROMA policy advisor Monica Turner confirmed ROMA’s strong support of the working group. She reported ROMA and the working group are now awaiting the decision on the proposed provincial budget, anticipated to be debated on April 24, 2012, in the Ontario Legislature, before further steps are taken. CONCLUSION: Elgin County will continue to monitor the issue and report back to council with any further information as it becomes available, pending the results of the provincial budget. 45 RECOMMENDATION: THAT the report titled “Ontario Horse Racing Industry Update” dated April 17, 2012, be received and filed. All of which is Respectfully Submitted Approved for Submission Susan McConnell Mark G. McDonald Administrative Services Coordinator Chief Administrative Officer 46 47 48 49 50 REPORT TO COUNTY COUNCIL FROM: Peter Dutchak, Deputy Director of Engineering Services Sonia Beavers, Purchasing Coordinator DATE: April 11, 2012 SUBJECT: Award of Tenders - Engineering INTRODUCTION: As part of the approved 2012 Capital Budget, tenders were advertised and issued as per the County's Procurement Policy. Submissions were received until Wednesday, April 11, 2012 for the following road projects, a) Granular “A” Shouldering, Contract No. 6250-12B, b) Hot Mix Asphalt, Contract No. 6220-12, c) Microsurfacing Type 3, Contract No. 6250-12, d) Asphalt Crack Sealing, Contract No. 6290-12-01, e) Culvert Sliplining, Contract No. 6290-11-01. DISCUSSION: A) Granular “A” Shouldering, Contract No. 6250-12B Four companies submitted bids for Granular “A” Shouldering Tender. Bids were received as follows: COMPANY TENDER BID (exclusive of H.S.T.) McCann Paving Inc. $157,033.50 Permanent Paving Limited $163,169.00 D&D Trucking & Construction Services $174,825.00 Coco Paving Inc. $196,256.50 McCann Paving Inc. submitted the lowest bid for the Granular “A” Shouldering at a total price of $157,033.50 exclusive of H.S.T., which includes the supply of labour, equipment and materials to place Granular “A” on various roads throughout the County of Elgin. The lowest submitted bid is within budget estimates. B) Hot Mix Asphalt, Contact No. 6220-12 Three companies submitted bids for the Hot Mix Asphalt Tender. Bids were received as follows: 51 COMPANYTENDER BID (exclusive of H.S.T.) Coco Paving Inc. $2,156,995.99 Walmsley Bros. Limited $2,218,930.00 Dufferin Construction Company $2,591,775.00 Coco Paving Inc. submitted the lowest bid for Hot Mix Asphalt at a total price of $2,156,995.99, inclusive of a $50,000 contingency allowance, exclusive of H.S.T. The bid includes the supply of labour, equipment and materials to place Hot Mix Asphalt pavement on various Elgin County roads. The lowest submitted bid is within budget estimates. C) Microsurfacing Type 3, Contract No. 6250-12 Two companies submitted bids for Microsurfacing Type 3 Tender. Bids were received as follows: COMPANY TENDER BID (exclusive of H.S.T.) Duncor Enterprises Inc. $584,530.00 MSO Construction Limited $618,550.00 Duncor Enterprises Inc. submitted the lowest bid for the Microsurfacing Type 3 at a total price of $584,530.00, inclusive of a $25,000 contingency allowance and exclusive of H.S.T. The bid includes the supply of labour, equipment and materials to place Microsurfacing Type 3 on various Elgin County roads. The lowest submitted bid is within budget estimates. D) Asphalt Crack Sealing, Contract No. 6290-12-01 Three companies submitted bids for the Asphalt Crack Sealing Tender. Bids were received as follows: COMPANY TENDER BID (exclusive of H.S.T.) Niagara Crack Sealing$123,900.00 J. Di Iorio Construction Limited $126,000.00 R&N Maintenance $135,100.00 Niagara Crack Sealing submitted the lowest bid for the Asphalt Crack Sealing at a total price of $123,900.00, exclusive of H.S.T. The bid includes the supply of labour, equipment and materials to place Asphalt Crack Sealing on various Elgin County roads. The lowest submitted bid is within budget estimates. 52 E) Culvert Sliplining, Contact No. 6290-11-01 Five companies submitted bids for the Culvert Sliplining Tender. The submitted bids are as follows: COMPANYTENDER BID (exclusive of H.S.T.) Birnam Excavating Limited $194,229.08 Gary D. Robinson Contracting Limited $194,750.00 J&L Henderson Limited $223,205.67 Sewer Technologies Inc. $241,512.00 Clearwater Structure Inc. $357,000.00 Birnam Excavating Limited submitted the lowest bid for the Culvert Sliplining Tender at a total price of $194,229.08, exclusive of H.S.T., to complete work on Graham Road (also known as County Road # 76) between the Village of West Lorne north to the Thames River, in the Municipality of West Elgin. The project includes 13 pipe liners which are within a 10km section of road. The lowest submitted bid is within budget estimates. As per the County of Elgin’s Purchasing Policy, if change orders are required for any of the above listed projects and the cost increases above the tender amount approved by Council by less than 10%, and the amount is within the overall budgeted project amount, work will proceed upon authorization by the Director. However, if the cost increases above the tender amount approved by Council by more than 10%, the Director will prepare a further report to Council outlining the expenditures. RECOMMENDATION THAT McCann Paving Inc. be selected for the Granular A Shouldering Tender, Contract No.6250-12B at a total price of $157,033.50 exclusive of H.S.T. and; THAT Coco Paving Inc. be selected for the Hot Mix Asphalt Tender, Contact No. 6220-12 at a total price of $2,156,995.99, inclusive of a $50,000 contingency allowance and exclusive of H.S.T. and; THAT Duncor Enterprises Inc. be selected for the Microsurfacing Type 3 Tender, Contract No. 6250-12 at a total price of $584,530.00, inclusive of a $25,000 contingency allowance and exclusive of H.S.T. and; THAT Niagara Crack Sealing be selected for the Asphalt Crack Sealing Tender, Contract No. 6290-12-01 at a total price of $123,900.00 exclusive of H.S.T. and; THAT Birnam Excavating Limited be selected for the Culvert Sliplining Tender, Contract No. 6290-11-01 at a total price of $194,229.08, exclusive of H.S.T. and; 53 THAT if the cost increases above the tender amount approved by Council by more than 10%, 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. All of which is Respectfully Submitted Approved for Submission Peter Dutchak Mark G. McDonald Deputy Director of Engineering Services Chief Administrative Officer Sonia Beavers Purchasing Coordinator Clayton Watters Director of Engineering Services 54 REPORT TO COUNTY COUNCIL FROM: Peter Dutchak Deputy Director of Engineering Services DATE: April 2, 2012 SUBJECT: Speed Zone Amendment – Pioneer Line INTRODUCTION: The County of Elgin has received a request to reduce the speed limit on Pioneer Line (County Road #2) from 80km/h to 60km/h between Miller Road and Currie Road. Staff has reviewed the area and recommends to install a reduced speed zone in this area. DISCUSSION / CONCLUSION: The County received a letter dated March 13, 2012, from the property manager at Caledonia Gardens stating that the Board of Tenants request a posted speed reduction of 60km/h, on Pioneer Line between Currie Road and Miller Road for their safety. A resolution was also passed on March 28, 2012 by the Municipality of Dutton/Dunwich requesting the same. A traffic study was completed and determined that there are approximately 1,100 vehicles per day that use this section of road.The 85 percentile speed was found to be 89 km/h. The County of Elgin uses the Highway Traffic Act’s definition of a “built up” area to define reduced speed zone areas. This practice provides a consistent approach to establish reduce speed zone areas. One area at Caledonia Gardens is dense enough to formally classify it as a “built up” area. Therefore, a reduced speed zone of 60 km/h is recommended to be installed on Pioneer Line between Miller Road and Currie Road. RECOMMENDATION: THAT the existing speed zone by-law be amended to include a 60km/h reduced speed zone on Pioneer Line (County Road #2) from the west property line of Currie Road westerly 870 metres, and; THAT the OPP be notified of the establishment of this reduced speed zone. All of which is Respectfully Submitted, Approved for Submission, Peter Dutchak Mark G. McDonald Deputy Director of Engineering Services Chief Administrative Officer Clayton Watters Director of Engineering Services 55 REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Director of Engineering Services DATE: April 5, 2012 SUBJECT: Ambulance and Emergency Response Vehicle Laptop Computer Replacement INTRODUCTION: Each ambulance and emergency response vehicle has a laptop computer that receives vital information from emergency sources for the treatment of patients that are requiring emergency medical attention. In the approved 2012 budget an allocation was identified for the purchase of an electronic Patient Call Report software (ePCR). The ePCR requires replacing the present six year- old laptops. This report seeks council approval to re-allocate monies from the 2012 Capital program. DISCUSSION: Laptop replacements were approved in the 2010 capital budget for the ambulances and emergency response vehicles. Staff has delayed the purchase of the ePCR since the laptops were functioning appropriately. With the purchase being postponed, the monies approved in the 2010 capital budget were declared surplus. As such, monies are required in 2012 to purchase 12 laptops to operate the new ePCR system. Staff is recommending that the monies, $65,000, be re-allocated from the Emergency Medical Services capital program, Ambulances 2800-12-01, and other Engineering Services budgets through efficiencies to fund the purchase of 12 laptop computers. CONCLUSION: An ePCR system will be purchased in the spring of 2012 and new laptops are required to operate the system. Staff had anticipated purchasing the new laptops in 2010 but due to the continued effective performance of the computers the money was declared surplus in 2011. 56 RECOMMENDATION: THAT project 2800-12-01 Ambulance Purchase, and other Engineering Services projects through efficiencies fund the purchase of 12 laptops for $65,000 and a new project be identified for the purchase of 12 computers for emergency medical services purposes. All of which is Respectfully Submitted Approved for Submission Clayton Watters Mark G. McDonald Director of Engineering Services Chief Administrative Officer 57 REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Director of Engineering Services Sonia Beavers, Purchasing Coordinator DATE: April 2, 2012 SUBJECT: Purchase of Ambulance INTRODUCTION The County of Elgin has a current ambulance fleet of ten (10) ambulances and two (2) emergency response vehicles (ERU). This report will concentrate on the ambulance fleet and not the emergency response vehicles. DISCUSSION Prior to provincial downloading of ambulance services in 2001 to the upper tier municipalities, all ambulances operated in the County were owned by the Ministry of Health and Long Term Care (MOHLTC). Since the downloading, the ownership of the ambulances has been transferred to the County. The County replaces two (2) ambulances per year over a five year period to maintain a five (5 ) year rotation. Prior to the year 2004, the MOHLTC supplied ambulances through its Judson Street operation. The Ministry would source out the approved model and provide the Counties/Municipalities with a fully certified ambulance at a bulk purchase price. This practice was discontinued in 2004 due to a change in the service delivery model by the Ministry. Since that time, Municipalities have had to source out their own ambulances from MOHLTC certified vendors and enter into negotiations on price and service. All ambulances purchased for use in the EMS department must be certified compliant with the current Ontario Provincial Land Ambulance and Emergency Response Vehicle Standard (Version 4.1, July 15, 2010). Crestline Coach Limited is a current and compliant Vendor of Record (VOR) with the Ontario Ministry of Health and Long-Term Care Emergency Health Services Branch. There are three (3) manufacturers of ambulances in Canada that meet the Ontario standards for ambulance conversions. They are Crestline Coach Limited, Demers Ambulances Incorporated and Tri-Star Ambulances. Tri-Star Ambulances chose not to submit pricing. Therefore there are two (2) manufacturers of ambulances that are recognized as a Vendor of Record with the Ontario Ministry of Health and Long-Term Care Emergency Health Services Branch. 58 Crestline Coach Limited supplies a quality vehicle, robust electrical and lighting system, paint quality, part availability and customer services. The patient care component is laid out for ease of access to patient care equipment and medical supplies. The Elgin County EMS (Ambulance) capital budget is $240,000 for the purchase of two (2) ambulances for the 2012 year. Crestline Coach Limited has offered a $17,000 trade in allowance for the following vehicles; a) 2006 Chevrolet Express Gasoline with 191,345 kilometers and 5209 hours (as of April 1, 2012) b) 2006 Chevrolet Express Gasoline with 221,617 kilometers and 6606 hours (as of April 1, 2012) CONCLUSION In the approved 2012 capital budget an allowance was made to replace two ambulance vehicles. The ambulance vehicles quoted that best meets the needs for the County of Elgin is from Crestline Coach Limited. Crestline Coach Limited is a current and compliant Vendor of Record (VOR) with the Ontario Ministry of Health and Long-Term Care Emergency Health Services Branch RECOMMENDATION THAT the Warden and Chief Administrative Officer be authorized and directed to purchase two ambulance vehicles from Crestline Coach Limited at their quoted price of $223,464, inclusive of trade in allowance and exclusive of taxes, which has been approved in the 2012 Capital Budget and; THAT the County accept the trade in allowance of $17,000 offered by Crestline Coach Limited for the; a) 2006 Chevrolet Express with 191,345 kilometers and 5209 hours, b) 2006 Chevrolet Express with 221,617 kilometers and 6606 hours, recorded as of April 1, 2012 All of which is Respectfully Submitted; Approved for Submission; Clayton Watters Mark G. McDonald Director of Engineering Services Chief Administrative Officer Sonia Beavers Purchasing Coordinator 59 REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Director of Engineering Services Sonia Beavers, Purchasing Coordinator DATE: April 2, 2012 SUBJECT: Electronic Patient Call Report INTRODUCTION Currently the EMS industry is primarily based on a handwritten, paper system with third person data entry. This process has proven to be unsatisfactory from reliability, validity and usability perspectives. To address this concern, the approved 2012 Capital Budget includes the purchase of an Electronic Patient Call Report (ePCR) software. DISCUSSION There are currently three vendors that sell ePCR Software. Two companies were short listed. Staff had the opportunity to meet with the two vendors to assess and evaluate the software for functionality and ease of use. Interdev Technologies iMEDIC suite of application meets the needs of the Elgin County EMS. Staff are seeking Council’s approval to single source this purchase. The Procurement Policy states; 3.12 (1) Single Sourcing, “In circumstances where there may be more than one source of supply in the open market, but only one of these are recommended for consideration on the grounds that it is more cost effective or beneficial to the County and where the expenditure will exceed $25,000 approval must be obtained from the Senior Management Team and County Council prior to negotiations with the single source.” Some of the reasons why staff are suggesting a single source purchase is; a) standardization of product equals consistency for end users, b) Product and vendor performance, c) the provider interface is intuitive and familiar to the current EMS charting forms, d) the cost of the software is within the budget allocation. For these reasons staff is asking Council’s approval to single source the purchase of cPCR Software to Interdev Technologies. 60 RECOMMENDATION THAT, the Single Source purchase of the cPCR Software to Interdev Technologies be approved provided the cost is within budget estimate. All of which is Respectfully Submitted; Approved for Submission; Clayton Watters Mark G. McDonald Director of Engineering Services Chief Administrative Officer Sonia Beavers Purchasing Coordinator 61 REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Director of Engineering Services DATE: April 5, 2012 SUBJECT: Acute Stroke By-Pass and Medical Redirect – Memorandum of Understanding INTRODUCTION: The London Health Sciences Centre, University Hospital, the Southwest Base Hospital, the Central Ambulance Communication Centre, and Thames EMS have agreed to initiate a bypass protocol for eligible patients experiencing a ST Segment Elevation Myocardial Infarction (STEMI). STEMI is a type of heart attack, which is determined by an electrocardiogram (ECG) test. A myocardial infarction (heart attack) occurs when a coronary artery suddenly becomes at least partially blocked by a blood clot, causing at least some of the heart muscle being supplied by that artery to become infarcted (that is, to die). This bypass protocol will utilize the 12 lead defibrillator electrocardiogram interpretation already in place for the paramedics based within Elgin County and the City of St. Thomas. A Memorandum of Understanding (MOU), see attachment, for the acute stroke by-pass and medical re-direct is required, so that patients with stroke thrombolysis will be able to access appropriate, co-ordinated and timely services. Thrombolysis is a clot of blood formed within a blood vessel. This report is requesting approval for the Director of Engineering Services to sign the MOU so that residents in Elgin County and the City of St. Thomas can have the necessary treatment at the Regional Stroke Centre. DISCUSSION: An MOU is required for emergency medical services with the London Health Sciences Centre to treat patients with stroke thrombolysis at the University Hospital site. The MOU has been reviewed by all parties within the region and all parties are in agreement with the MOU. Historically, Elgin County and City of St. Thomas patients were taken to the closest hospital emergency department. The physician in the emergency department would 62 access the patient’s condition and if the STEMI was diagnosed, the physician would then phone University Hospital to see if they would take the patient for treatment. If University Hospital accepted the patient, the patient would then be transferred, by ambulance, to the emergency hospital where they would wait for further examination by an emergency department doctor before treatment. Under the new process, the paramedics will interpret the electrocardiogram directly from the defibrillator attached to the patient and if the paramedics diagnose a STEMI, the paramedics would call the resident cardiologist at University Hospital describing the situation. If the resident cardiologist concurs with the diagnosis the paramedics would directly proceed to the University Hospital catheterization lab, bypassing local hospitals and the University Hospital Emergency department. While the patient is being transported, the cardiologist would assemble the team to be ready when the patient arrives. Reducing the time between the onset of symptoms and treatment for a STEMI can have significant benefits to patients. Muscle damage to the heart will be reduced and these patients will leave the hospital earlier and in better health. Depending on the location of the patient, it is expected that this STEMI bypass will reduce onset of symptoms to treatment times by 30 to 60 minutes. That time saving should have significant benefits to those eligible patients. CONCLUSION: Staff is recommending that the MOU be signed by the County of Elgin so that patients within our jurisdictional area will see benefits in patient outcomes while the hospital sector will see reduced costs, a win - win for all involved. RECOMMENDATION: THAT the Director of Engineering Services be authorized and directed to sign a Memorandum of Understanding, for the Acute Stroke Bypass and Medical Redirect for Southwest Ontario Regional Stroke Centre. All of which is Respectfully Submitted Approved for Submission Clayton Watters Mark G. McDonald Director of Engineering Services Chief Administrative Officer 63 64 65 66 67 68 69 70 71 72 73 74 75 REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Director of Engineering Services DATE: April 5, 2012 SUBJECT: Oil and Gas Lease – Lots 26 and 27, Concession 4, Township of Yarmouth INTRODUCTION: The County of Elgin has received a request to lease parts of Lots 26 and 27 in Concession 4 in the former Township of Yarmouth, now known as the Municipality of Central Elgin to Elexco Limited. The property is commonly referred to as Snake Pit, an old gravel pit, northeast of Sparta. The purpose of the lease is for oil and gas exploration. DISCUSSION: Elexco Limited is interested in leasing part of lots 26 and 27, Concession 4, in Yarmouth Township for oil and gas exploration. The lease rate is $5 per acre per year for a term of 10 years. Also, should oil and or gas reserves be found underneath the lands, royalties would be paid at the rate of 12.5 % shared proportionally with any other lands in the spacing unit. The lease was forwarded to the solicitor for the County of Elgin for comments. Mr. Gibson expressed reservations against the merits and benefits of oil and gas leases in general and in particular in regards to County lands. Generally the lease is written to the advantage of the oil and gas company and also tends to create a limitation of use against use rather than a benefit to the landowner. For the rights to use the property, the County would be compensated approximately $750 per year for the nearly 150 acres of property. CONCLUSION: Due to the limited compensation and the opinion of legal counsel, a lease is not being recommended accepting at this time. RECOMMENDATION: THAT the report titled “Oil and Gas Lease – Lots 26 and 27, Concession 4, Township of Yarmouth” dated April 5, 2012 regarding a request by Elexco Limited to lease property 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 76 REPORT TO COUNTY COUNCIL FROM: Brian Masschaele, Director of Community and Cultural Services th DATE: April 5, 2012 SUBJECT: Library Guidelines Performance INTRODUCTION: th At the March 13, 2012 meeting, staff presented to Council Guidelines for Rural/Urban Public Library Systems (2nd Edition) produced by the Administrators of Rural and Urban Public Libraries of Ontario (ARUPLO), the organization representing most County library systems in Ontario. This report informs Council of Elgin County Library’s performance relative to these guidelines as requested by members of Council. DISCUSSION: The aforementioned document establishes five guidelines against which library performance can be measured: Facilities, Hours of Operation, Staffing, Collections and Technology. Below is an analysis of the library’s cumulative performance for all ten branches relative to these guidelines and attached to this report is an analysis of each branch’s individual performance. It should be noted that the library’s total population served for guideline purposes is 42,775 even though the County’s total population according to the 2011 census is 49,556. The discrepancy between these two numbers is based on the fact that a proportion of County residents live in close proximity to a library service provided by another municipality, including St. Thomas Public Library. As a result, these residents are not included in the County’s figures. Facilities Guideline total: 44,500 square feet Elgin County Library total: 26,258 square feet Elgin County Library is operating at 59 per cent of the current ARUPLO guideline. Dutton is the only branch that meets the guideline. Hours of Operation Guideline total: 280 hours Elgin County Library total: 300.5 hours Elgin County Library is operating at 107 per cent of the current ARUPLO guideline. While Port Burwell is the only branch that does not meet the guideline, it is associated with Bayham Library in terms of staffing and hours of operation. Taken together, these two branches meet the guideline. 77 Staffing Guideline total: 19.4 FTE Elgin County Library total: 19.2 FTE Elgin County Library is operating at 99 per cent of the current ARUPLO guideline. Five branches meet the guideline and five branches do not. Collections Guideline total: 158,400 items Elgin County Library total: 175,927 items Elgin County Library is operating at 111 per cent of the current ARUPLO guideline. Six branches meet the guideline and four branches do not. Technology Guideline total: 46 public access computers Elgin County Library total: 46 public access computers Elgin County Library is operating at 100 per cent of the current ARUPLO guideline. All branches meet components pertaining to Internet connectivity and access to an Integrated Library System (catalogue). Seven branches meet the guideline for number of public access computers and three branches do not. General Discussion In summary, the library’s performance against the guidelines can be considered solid with the exception of facilities. However, one could argue that the real measure of performance comes in comparing these results to the results for ARUPLO’s sixteen other systems; i.e. where does Elgin County rank relative to peer systems? Such benchmarking data has yet to be compiled but discussions are at least taking place to do this on a regular basis, perhaps annually. The results of this peer benchmarking review could cause an adjustment to guidelines in the next revision, especially if all systems are exceeding or falling below a particular category. For instance, Elgin County Library’s 59 per cent performance in the facilities category may not seem as drastic if all systems are struggling to meet this guideline. This could mean that the guideline itself needs adjustment. At the same time, meeting or exceeding a guideline may not seem as impressive if peer systems are doing better and may not necessarily mean that the level of service provided is excessive. Another issue relates to quantitative versus qualitative considerations. For instance, Elgin County Library’s performance of 111 per cent for collection size is strong from a quantitative perspective but a more important consideration is the quality of that collection which the guidelines do not address. 78 CONCLUSION: As the annual statistics report to County Council clearly demonstrates, usage of the library’s ten branches remains high and patrons are generally satisfied with the level of service being provided. In the final analysis, usage and quality of service should ultimately drive service levels even if these levels exceed guidelines. Nevertheless, this exercise has proven very useful in terms of assessing relative service levels at the ten branches and where future improvements can be made. RECOMMENDATION: th THAT the report titled “Library Guidelines Performance” dated April 5, 2012 be received and filed. All of which is Respectfully Submitted Approved for Submission Brian Masschaele Mark G. McDonald Director of Community and Cultural Services Chief Administrative Officer 79 ARUPLO: GUIDELINES FOR RURAL/URBAN PUBLIC LIBRARY SYSTEMS : BRANCH DEFINITIONS AYLMERLARGE (Branches serving from 10,000 – 35,000 population) Population : 13,000 BRANCHREQUIREMENTS EXISTINGMEETS REQUIREMENTS FACILITIES: No (13,000 Sq ft) (3,081 Sq ft) AYLMER OPEN HOURS: AYLMER ( 35 - 60 hours per week) (48 hours)Yes STAFF: AYLMER ( 5 FTEs) 4.7 FTEsNo COLLECTIONS No (39,000) ( 32,144 ) AYLMER (3 per capita) TECHNOLOGY 1.Internet Access YesNo AYLMER 2.Minimum of 3 PA 7 workstations Yes workstations + 1 workstation per 1300 population (should have 11 PA Workstations) ILS 3. 80 ARUPLO: GUIDELINES FOR RURAL/URBAN PUBLIC LIBRARY SYSTEMS : BRANCH DEFINITIONS BAYHAMMEDIUM (Branches serving from 5,000 – 10,000 population) Population : 5,425 BRANCHREQUIREMENTS EXISTINGMEETS REQUIREMENTS FACILITIES: (minimum 5,000 Sq ft) (4,000 Sq ft)No BAYHAM OPEN HOURS: ( 25-35 hours per week) (40 hours) Yes BAYHAM STAFF: BAYHAM( 2.5 FTEs) ( 2.40 FTEs) No COLLECTIONS No (19,000) ( 18,304) BAYHAM(3.5 per capita) TECHNOLOGY 1. Internet access Yes 2.Minimum of 3 PA 5 workstations No BAYHAM workstations + 1 workstation per 1300 Yes population (should have 6 PA workstations) 3. ILS 81 ARUPLO: GUIDELINES FOR RURAL/URBAN PUBLIC LIBRARY SYSTEMS : BRANCH DEFINITIONS BELMONT Small (Branches serving from 1,000 – 5,000 population) Population : 4,000 BRANCH REQUIREMENTS EXISTINGMEETS REQUIREMENTS FACILITIES: (minimum 4,000 Sq ft) (2,602 Sq ft)No BELMONT OPEN HOURS: ( 25-35 hours per week) (30.5 hours) Yes BELMONT STAFF: BELMONT ( 1.5 FTEs) ( 1.26 FTEs) No COLLECTIONS Yes (16,000) ( 16,620 ) BELMONT (4 per capita) TECHNOLOGY1. Internet access Yes No 2.Minimum of 3 PA 3 workstations BELMONT workstations + 1 Yes workstation per 1300 population (should have 4 PA workstations) 3. ILS 82 ARUPLO: GUIDELINES FOR RURAL/URBAN PUBLIC LIBRARY SYSTEMS : BRANCH DEFINITIONS DUTTON Medium (Branches serving from 5,000 – 10,000 population) Population : 5,000 BRANCHREQUIREMENTS EXISTINGMEETS REQUIREMENTS FACILITIES: (minimum 5,000 Sq ft) (5,000 Sq ft)Yes DUTTON OPEN HOURS: ( 25-35 hours per week) (42.5 hours) Yes DUTTON STAFF: ( 2.5 FTEs) ( 3.79 FTEs) Yes DUTTON COLLECTIONS Yes (20,000) ( 32,808 ) DUTTON (4 per capita) 1. Internet access Yes Yes TECHNOLOGY 2.Minimum of 3 PA 7 workstations workstations + 1 DUTTON workstation per 1300 Yes population (should have 5 PA Workstations) 3. ILS 83 ARUPLO: GUIDELINES FOR RURAL/URBAN PUBLIC LIBRARY SYSTEMS : BRANCH DEFINITIONS PORT BURWELL Small (Branches serving from 1,000 – 5,000 population) Population : 1,300 BRANCHREQUIREMENTS EXISTINGMEETS REQUIREMENTS FACILITIES: (minimum 2,500 Sq ft) (800 Sq ft)No PORT BURWELL OPEN HOURS: ( 20-25 hours per week) (15 hours) No PORT BURWELL STAFF: ( 0.9 FTEs) ( 0.54 FTEs) No PORT BURWELL COLLECTIONS No (Minimum 7,500) ( 6,081) PORT BURWELL 1. Internet access Yes Yes TECHNOLOGY2.Minimum of 3 PA 3 workstations workstations + 1 PORT BURWELL workstation per 1300 Yes population (should have 3 PA workstations) 3. ILS 84 ARUPLO: GUIDELINES FOR RURAL/URBAN PUBLIC LIBRARY SYSTEMS : BRANCH DEFINITIONS PORT STANLEY MEDIUM (Branches serving from 5,000 – 10,000 population) Population : 5,000 BRANCHREQUIREMENTS EXISTINGMEETS REQUIREMENTS FACILITIES: (minimum 5,000 Sq ft) (4,640 Sq ft)No PORT STANLEY OPEN HOURS: ( 25-35 hours per week) (39.5 hours) Yes PORT STANLEY STAFF: ( 2.50 FTEs) ( 2.50 FTEs) Yes PORT STANLEY COLLECTIONS Yes (20,000) ( 30,260) PORT STANLEY (4 per capita) 1. Internet access Yes Yes TECHNOLOGY2.Minimum of 3 PA 5 workstations workstations + 1 PORT STANLEYworkstation per 1300 Yes population (should have 5 PA workstations) 3. ILS 85 ARUPLO: GUIDELINES FOR RURAL/URBAN PUBLIC LIBRARY SYSTEMS : BRANCH DEFINITIONS RODNEYSmall Branches serving from 1,000 –5,000 population) Population : 2,850 BRANCHREQUIREMENTS EXISTINGMEETS REQUIREMENTS FACILITIES: (minimum 2,500 Sq ft) (1,428 Sq ft)No RODNEY OPEN HOURS: ( 20-25 hours per week) (21 hours) Yes RODNEY STAFF: ( 1.25 FTEs) ( 1.20 FTEs) Yes (within RODNEY acceptable range) COLLECTIONS Yes (11,400) (11,467) RODNEY (4 per capita) 1. Internet access YesYes 2.Minimum of 3 PA 4 workstations TECHNOLOGY workstations + 1 workstation per 1300 Yes RODNEY population (should have 3 PA workstations) 3. ILS 86 ARUPLO: GUIDELINES FOR RURAL/URBAN PUBLIC LIBRARY SYSTEMS : BRANCH DEFINITIONS SHEDDEN Small (Branches serving from 1,000 – 5,000 population) Population : 2,000 BRANCHREQUIREMENTS EXISTINGMEETS REQUIREMENTS FACILITIES: (minimum 2,500 Sq ft) (1,064 Sq ft) No SHEDDEN OPEN HOURS: ( 20-25 hours per week) (20 hours) Yes SHEDDEN STAFF: ( 1.0 FTEs) (0.66 FTEs)No SHEDDEN COLLECTIONS No (8,000) (7,526) SHEDDEN (4 per capita) 1. Internet access Yes Yes 2.Minimum of 3PA 3 workstations TECHNOLOGYworkstations + 1 workstation per 1300 Yes SHEDDEN population (should have 3 PA workstations) 3. ILS 87 ARUPLO: GUIDELINES FOR RURAL/URBAN PUBLIC LIBRARY SYSTEMS : BRANCH DEFINITIONS SPRINGFIELD Small (Branches serving from 1,000 – 5,000 population) Population : 1,700 BRANCHREQUIREMENTS EXISTINGMEETS REQUIREMENTS FACILITIES: (minimum 2,500 Sq ft) (1,850 Sq ft)No SPRINGFIELD OPEN HOURS: ( 20-25 hours per week) (23 hours) Yes SPRINGFIELD Yes STAFF: (1.0 FTEs) ( 0.9 FTEs)(Within acceptable SPRINGFIELD range) COLLECTIONS Yes (Minimum 7,500 ) (10,181) SPRINGFIELD 1. Internet access Yes Yes 2.Minimum of 3 PA 4 workstations TECHNOLOGYworkstations + 1 workstation per 1300 Yes SPRINGFIELDpopulation (should have 3 PA workstations) 3. ILS 88 ARUPLO: GUIDELINES FOR RURAL/URBAN PUBLIC LIBRARY SYSTEMS : BRANCH DEFINITIONS WEST LORNE Small (Branches serving from 1,000 – 5,000 population) Population : 2,500 BRANCHREQUIREMENTS EXISTINGMEETS REQUIREMENTS FACILITIES: (minimum 2,500 Sq ft) (1,793 Sq ft) No WEST LORNE OPEN HOURS: ( 20-25 hours per week) (21 hours)Yes WEST LORNE STAFF: ( 1.25 FTEs) ( 1.25 FTEs)Yes WEST LORNE COLLECTIONS Yes (10,000) (10,536 ) WEST LORNE (4 per capita) 1. Internet access Yes Yes 2. Minimum of 3 PA 5 workstations TECHNOLOGY workstations + 1 workstation per 1300 population (should Yes WEST LORNE have 3 PA workstations) 3. ILS 89 REPORT TO COUNTY COUNCIL FROM: Brian Masschaele, Director of Community and Cultural Services th DATE: April 11, 2012 SUBJECT: Elimination of Federal Funding for Community Access Program INTRODUCTION: Staff have been notified that federal funding for the sustainability component of the Community Access Program (CAP) administered by the Elgin County Library has been st eliminated effective March 31, 2012. This report informs Council about the extent of the funding cut and recommends that Council urge the Minister of Industry to fully restore this funding. DISCUSSION: The attached correspondence confirms that federal funding for the sustainability st component of CAP has been eliminated effective March 31, 2012. The Elgin County Library receives approximately $22,000 per year from the federal government to assist with hardware, software and training costs to maintain the County’s eight CAP sites. Recently, these funds have been used to expand much needed bandwidth in the libraries and also employ a coordinator to mentor youth workers at the eight sites. Sustainability funding remains very relevant to rural communities and is a critical component of the overall CAP program. As the annual presentations to County Council attest, the value of CAP not only extends to patrons of the library but also economic development, tourism and provision of vital government services such as Service Canada. Staff is requesting Council’s endorsement to lobby the Minister of Industry, Federation of Canadian Municipalities and local Member of Parliament to restore this funding, similar to the leading national role Council took on this matter in 2010 (see attached). Initial communications indicate that the CAP Youth Initiative component of federal funding is not affected by this decision, although this is not completely confirmed. The Library receives approximately $43,000 annually under this component of the program to hire 8 youth workers across the County. CONCLUSION: For Council’s information, the public registered over 30,000 on-line sessions at the library’s ten branches in 2011. Each one of these sessions benefitted in some way from CAP sustainability funding. This shows the on-going demand for access to hardware and high speed connectivity among County residents. The need for CAP sustainability funding in rural and remote communities across Canada has not diminished since the program’s inception in 1994 despite Industry Canada’s claim that the program has outlived its usefulness. 90 RECOMMENDATION: THAT the Warden on behalf of County Council issue a letter to the Federal Minister of Industry to restore sustainability funding to the Community Access Program effective immediately and with a commitment to longer-term, sustainable funding, citing the program’s on-going relevancy and critical importance to rural Canadians; AND THAT the Warden write a letter to MP Joe Preston and the Federation of Canadian Municipalities to also lobby the Minister to re-instate funding. All of which is Respectfully Submitted Approved for Submission Brian Masschaele Mark G. McDonald Director of Community and Cultural Services Chief Administrative Officer 91 92 93 94 95 96 97 98 The Hon. Christian Paradis Minister of Industry, Industry Canada C.D. Howe Building 235 Queen Street Ottawa, OntarioK1A 0H5 Open Letter to Industry Canada April 11, 2012 Dear Minister, I am writing on behalf of the Ontario Library Association in response to the recent decision to terminate the Community Access Program (CAP). The Ontario Library Association includes more than 5,000 members who work in all library sectors and whom are committed to excellence in library services. In the past year, in Ontario alone, 1,078 CAP sites of which 563 are public library and school sites provided internet access, training, and support to more than 2.4 million people. The key objectives met by the CAP program have wholly supported the priorities of the federal government and Canadians in the areas of equitable Internet access, building digital literacy, access to government information, and supporting economic development as outlined below: Equitable Internet Access : A review of OECD statistics shows that Canada does not place in the top 15 for broadband access, high speed, and affordability. Public libraries and other community agencies are the only broadband point for more than 25% of Canadians who primarily live in rural or remote areas or are unable to afford computer access. The federal government needs to support programs that ensure 100% of Canadians are connected. In 2010/11, more than 2.4 million Ontarians visited a CAP site and more than 56,000 received specific training. Please note that 54% of CAP sites were in rural or remote areas of the province. Building digital literacy We applaud the decision to continue the CAP Youth Initiative funding. This program not only provides critical work experience for young people, it is a key opportunity for many Canadians to learn how to use the Internet and to access information. One of the objectives of the CAP program was to provide enhanced accessibility for people with disabilities through the provision of hardware and software for computer access. Without the CAP site support it will become more challenging for the CAP Youth Initiative to thrive. 99 Access to Government Information : Access to federal government information and services has been provided by public libraries largely due to CAP and we urge the federal government to continue to remain a partner in this dissemination of information and to support this access point, particularly for those in rural and/or remote areas. Supporting Economic Development Currently, Canada lags in e-commerce development for online consumption particularly for small and medium sized businesses. A key goal of CAP sites is to engage and encourage local business development. This past year in Ontario more than 34,000 small businesses, farmers, and non- profits used CAP sites. If there is no opportunity to reconsider the termination of the CAP program, then the Ontario Library Association would welcome the opportunity to develop another partnership program that supports the above priorities for the federal government and all Canadians. Best Regards, Karen McGrath, President Cc. Prime Minister Stephen Harper 100 REPORT TO COUNTY COUNCIL FROM: Rhonda Duffy, Director of Homes and Seniors Services Mark G. McDonald, Chief Administrative Officer DATE: April 17, 2012 SUBJECT: Psychiatric Admissions to Long Term Care INTRODUCTION: As psychiatric hospitals close across Ontario there is an increasing demand for and pressure on long term care facilities to accept/admit discharged psychiatric patients. There are many challenges associated with these new admissions and the appropriate- ness of placement within long term care is a concern. This report highlights this growing issue. DISCUSSION: According to a recent study by the Canadian Institute for Health Information, “45% of residents in long term care in Canada exhibit one or more behavioural symptoms, which include verbal or physical abuse, social inappropriateness and resistance to care and wandering.” That is, people with cognitive impairment due to mental health problems, addictions or other neurological conditions often exhibit responsive or challenging behaviours such as aggression, physical resistance and agitation. While managing dementia related behaviours is not new to long term care, there are different challenges in providing care for individuals with psychiatric diagnoses. Simply put, psychiatric care is specialized care - that is why psychiatric hospitals were developed in the first place. Long term care facilities are not psychiatric care centres. Municipal staff at Elgin’s facilities are not trained or experienced in the type of care formerly provided by psychiatric centres. Yet, as psychiatric facilities close, long term care is seen as an option for placement. The Ontario Association of Non-Profit Homes and Services for Seniors (OANHSS) responded to a recent televised episode on W5 titled “Seniors Moments” in support of long term care homes across the province. Key points in OANHSS’s response related to the need for thorough assessments which properly identify behaviours before anyone enters a facility; adequate funding to improve staff skill sets and higher staffing ratios to address the health requirements of residents with psychiatric needs; increased psycho geriatric support; specialized units for aggressive behaviours and alternative settings to accommodate people who cannot be cared for in long term care. Recognizing these challenges the Ministry of Health and Long Term Care initiated the Behavioural Support System Project (BSO) in January 2010. A working group was established to develop a principle-based framework for care that would help mitigate the strain and improve outcomes for persons with challenging behaviours. Phase One of this program is near completion and principles have been developed but much more remains to be done. 101 In the meantime, as the acuity of the long term care resident continues to evolve and become more challenging, the amount of applications for admission from patients of psychiatric facilities increases along with it. Staff are diligent and careful not to accept residents that they are unable to care for appropriately but sometimes behaviours are not disclosed at the time of admission. Staff have taken the unusual step of visiting potential residents prior to admission to ensure that the Home can provide the appropriate level of care upon admission. However, when the psychiatric disorder is later revealed, it is too late and the resident must be accepted even though the Home is not equipped to provide the correct level of care to that individual. CONCLUSION: Everyone has the right to access care, however, it needs to be the most appropriate care, based on the resident’s needs and the facility’s ability to deliver the required services. More and more, long term care facilities are being suggested as an option for patients from former psychiatric programs. This is putting a strain on resources and more importantly an unnecessary level of stress on the resident who requires the specialized care the Homes are unable to provide. RECOMMENDATION: THAT the Minister of Health and Long Term Care be strongly encouraged to examine the appropriateness of placing former psychiatric patients in long term care facilities as a means of discharging patients from psychiatric hospitals scheduled to close in Ontario; and, THAT, should the Minister insist on the placement of psychiatric patients in Long Term Care Homes, that the Ontario Association of Non-Profit Homes and Services for Seniors be requested to advocate for greater resources to enable these facilities to be properly resourced in order to meet the care requirements of their residents; and, THAT, until such time that this issue is addressed by the Minister of Health, the Homes Administration be authorized and directed to protect resident rights and employee safety (Bill 168) by denying admission from potential residents with conditions that the Homes is unable to care for in a safe and appropriate manner. All of which is Respectfully Submitted; Approved for Submission; Rhonda L. Duffy Mark G. McDonald Director of Homes and Seniors Services Chief Administrative Officer 102 CORRESPONDENCE – April 24, 2012 Items for Information (Consent Agenda) - (Attached) nd 1. Heather Jackson, Mayor, City of St. Thomas thanking Council for support of the 2 Annual Mayor’s Charity Hockey Game and donation for United Way. 2. Bruce Babcock, Chair, Board of Governors, St. Thomas Elgin General Hospital expressing disappointment for Provincial Government’s budget decision to rescope the STEGH Capital Redevelopment Project. 3. Maria Konefal, Assistant to the City Clerk, City of St. Thomas with a resolution to the Premier of Ontario regarding the St. Thomas Elgin General Hospital Redevelopment Project. 4. Hon. Bob Chiarelli, Minister of Transportation noting Ontario’s 2012 Budget Infrastructure highlights. 5. Steve Knipe, President, STEGH Foundation Board of Directors, St. Thomas Elgin General Hospital, with an explanation and background information regarding the capital campaign. (Circulated to council separately on Friday, April 20, 2012.) 103 104 105 106 107 108 109 110 111 112 113 114 115 CLOSED MEETING AGENDA April 24, 2012 Staff Reports: 1) Director of Financial Services - Municipal Act, Section 240.2 (a) the security of the property of the municipality or local board – Ford Property Assessment 2) Director of Financial Services – Municipal Act, Section 240.2 (c) a proposed or pending acquisition or disposition of land by the municipality or local board – Update on Potential Sale of 99 Edward Street 116