09 - June 12, 2012 County Council Agenda Package with additional items
ORDERS OF THE DAY
FOR TUESDAY, June 12, 2012 – 9:00 A.M.
ORDER
1st Meeting Called to Order
2nd Adoption of Minutes – May 8, 2012
3rd Disclosure of Pecuniary Interest and the General Nature Thereof
4thPresenting Petitions, Presentations and Delegations
DELEGATIONS:
9:00 a.m.
Dan Dale, First Yarmouth (Plains) Baptist Church, Board of Trustees,
member re: Parking Issue at Plains Church
11:15 a.m.
Jeff Lawrence, Tree Commissioner/Weed Inspector with report on
Woodlands Conservation By-Law Promotional Campaign. (attached see
reports index)
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 - none
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 June – Dave Marr
Deputy Warden for July – Dave Mennill
th
June 13, 2012 4 Annual Warden’s Charity Golf Tournament
1:30 p.m.
June 26, 2012 County Council Meeting
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DRAFT
COUNTY COUNCIL MINUTES
Tuesday, May 8, 2012
The Elgin County Council met this day at the Administration Building at 9:00 a.m. with all
members present.
Warden Walters in the Chair.
ADOPTION OF MINUTES
Moved by Councillor Mennill
Seconded by Councillor McIntyre
THAT the minutes of the meeting held on April 24, 2012 be adopted.
- Carried.
DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF
–
None.
DELEGATIONS
John Martyn and Ron Casier presented a report on Roadside Spraying; the report had been
presented previously to Central Elgin Council. Ken Laing also attended and presented a
walked-in report regarding roadside spraying with estaprop. A letter about pesticide use from
Joel Keenleyside, and, an April 10, 2012 media release from the Environmental Protection
Agency were circulated at the meeting.
Moved by Councillor Wiehle
Seconded by Councillor Jenkins
THAT the attached presentations titled “Roadside Spraying” dated April 30, 2012 and “Spraying
with Estaprop” dated May 8, 2012, Mr. Keenleyside’s letter, and the Environmental Protection
Agency media release be received and filed.
- Carried.
Moved by Councillor Marr
Seconded by Councillor Ens
THAT we do now move into Committee Of The Whole Council.
- Carried.
REPORTS
Vegetation Control and Roadside Maintenance – Deputy Director of Engineering Services
The deputy director presented the report outlining current vegetation maintenance practices,
applied under guidelines set by Health Canada.
Moved by Councillor Mennill
Seconded by Councillor McWilliam
THAT Elgin County Council encourages local municipalities to be environmentally conscious
when maintaining roadside areas by utilizing a carefully developed environmental plan before
maintenance is performed.
- Carried.
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County Council 2 May 8, 2012
Municipal Drainage Tribunal Decisions: Municipality of West Elgin – Deputy Director of
Engineering Services
The deputy director presented the conclusion of the recent appeals on two Court of Revision
decisions regarding drains on Talbot Line, noting that the Tribunal had agreed with the county’s
appeal.
Moved by Councillor Marr
Seconded by Councillor McIntyre
THAT the report titled “Municipal Drainage Tribunal Decisions: Municipality of West Elgin” dated
May 1, 2012 be received and filed.
- Carried.
Quarterly Information Report: Contract Awards, January 1, 2012 to March 31, 2012 –
Purchasing Coordinator
The purchasing coordinator presented the list of contracts awarded for this time period which
did not exceed $10,000.
Moved by Councillor Jenkins
Seconded by Councillor Ens
THAT the “Quarterly Information Report: Contract Awards, January 1, 2012 to March 31, 2012”
dated April 24, 2012 be received and filed.
- Carried.
Budget Comparison: March 2012 YTD – Director of Financial Services
The director presented the report noting favourable financial performances in the administration
building, corporate expenditures, homes for seniors services and economic development/
tourism and planning.
Moved by Councillor Marr
Seconded by Councillor McIntyre
THAT the report titled “Budget Comparisons, March 2012 YTD” dated April 23, 2012 be
received and filed.
- Carried.
2011-2012 Adult Day Program Capital Purchase Request – Director of Homes and Seniors
Services
The Director of Financial Services presented the report, recommending purchase of a new bath
tub for residents and a baby grand piano for musical therapy programs, both for Bobier Villa.
Moved by Councillor McWilliam
Seconded by Councillor Mennill
THAT the capital purchase request for a new bath tub and a piano at Bobier Villa be approved;
and,
THAT $24,844 of the operating budget be transferred to the capital budget.
- Carried.
Dutton Library: Revised Hours of Operation – Director of Community & Cultural Services
The director presented the report on the revised hours of operation.
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County Council 3 May 8, 2012
Moved by Councillor McWilliam
Seconded by Councillor Wiehle
THAT the hours of operation for the John Kenneth Galbraith Reference Library, Dutton, be
revised and approved effective July 3, 2012 as detailed in the attached report.
- Carried.
Bayham Library Renovations – Director of Community and Cultural Services
The director presented the report outlining that a $50,000 grant approved to the Municipality of
Bayham will be applied to accessibility upgrades at the library. Councillor Marr requested that
the report be passed along to the Joint Elgin County/Central Elgin Accessibility Committee.
Moved by Councillor Ens
Seconded by Councillor Jenkins
THAT the Warden on behalf of Elgin County Council issue a letter of congratulations to Bayham
Municipal Council for a successful grant application of $50,000 to the federal government’s
Enabling Accessibility Fund in order to facilitate accessibility upgrades at the Bayham branch of
the Elgin County Library; and,
THAT the report titled “Bayham Library Renovations” dated April 19, 2012 be received and filed.
- Carried.
Council recessed at 10:00 a.m. and reconvened at 10:15 a.m.
PRESENTATION
Barbara Arbuckle, Director of Ontario Works and Social Housing, presented a report on the
Transition Study Impact of Full Day Kindergarten to council. Council congratulated the director
on a recent CBC radio interview that highlighted the level of cooperation amongst local agencies
regarding the delivery of social services.
Moved by Councillor Couckuyt
Seconded by Councillor Jenkins
THAT the report titled “Transition Study Impact of Full Day Kindergarten” dated April 4, 2012 be
received and filed.
- Carried.
CORRESPONDENCE
Items for Consideration
1. Brenda Tabor, Clerk, Oxford County, with a resolution seeking support for a moratorium on
any future landfill construction or approval until a full review of alternatives can be completed.
2. Tanya Lamb, Clerk, Township of Wainfleet, seeking support by adopting a by-law which
prescribes minimum setback distances for Industrial Wind Turbine construction and that any
such construction shall also provide indemnification for loss of property value or adverse
health effect.
The following recommendation was adopted in regard to Correspondence Item #1:
Moved by Councillor McWilliam
Seconded by Councillor Marr
THAT Correspondence Item #1 be received and filed.
- Carried.
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County Council 4 May 8, 2012
The following recommendation was adopted in regard to Correspondence Item #2:
Moved by Councillor Mennill
Seconded by Councillor Jenkins
THAT Correspondence Item #2 be received and filed.
- Carried.
Items for Information (Consent Agenda)
1. Linda Long, Executive Director, Quad County Support Services, thanking Council for
2012 grant.
2. Erwin Hawel, Board Chair, Tillsonburg District Memorial Hospital, informing Council
of revision of their corporate by-law with regard to appointed municipal representatives now
being eligible for officer appointments.
3. Dan Mathieson, Chair, MPAC Board of Directors, Municipal Property Assessment Corporation
with information on MPAC’s 2011 Annual Report and Financial Statements.
4. Invitation to Tourism Member Networking Event to be held on Wednesday, May 16, 2012 at
the CASO Station, St. Thomas.
5. Invitation to Elgin Alliance to End Violence Conference to be held on Thursday, June 14, 2012.
6. Invitation to World Elder Abuse Awareness Day on Friday, June 15, 2012 at Elgin Manor.
7. Paul Shaffer, Executive Director, United Way Elgin-St. Thomas, recognizing the County of
Elgin for its contribution to the 2011 United Way Fundraising Campaign.
It was noted that Correspondence Item #5 had been withdrawn by the Elgin Alliance to End
Violence as the invitation was misdirected to the wrong invitees.
Moved by Councillor McIntyre
Seconded by Councillor Ens
THAT Correspondence Items #1 - 7 be received and filed.
- Carried.
OTHER BUSINESS
Statements/Inquiries by Members
Warden Walters reported that the list circulated to partner municipalities from the county’s
engineering department regarding current roads projects was appreciated and he requested
that similar reports continue to be circulated in the future. The Deputy Director of Engineering
Services provided an additional verbal update on current road projects, responding to inquiries
from various councillors.
Notice of Motion
– None.
Matters of Urgency
– None.
Council recessed at 10:38 a.m. and reconvened at 11:15 a.m.
PRESENTATION
Barbara Humphrey of BGH Professional Corporation gave a presentation on the Code of
Conduct for municipal councils.
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County Council 5 May 8, 2012
Revised Code of Conduct – Chief Administrative Officer
The Chief Administrative Officer presented the report which updated council on revisions to the
Code as well as related appendices on Workplace Harassment, Civil Workplace Interactions
and Violence in the Workplace.
Moved by Councillor McIntyre
Seconded by Councillor Wiehle
THAT the revised Code of Conduct (Policy 2.100) and appended policies on Workplace
Harassment and Discrimination (Policy 2.80), Commitment to a Civil Workplace Environment
and Interactions (Policy 2.80.1) and Violence in the Workplace (Policy 2.110) be approved; and,
THAT staff be directed to prepare a report on the appointment of an Integrity Commissioner for
consideration by Council.
- Carried.
Motion to Adopt Recommendations of the Committee of the Whole
Moved by Councillor Marr
Seconded by Councillor Jenkins
THAT we do now adopt recommendations of the Committee Of The Whole.
- Carried.
BY-LAWS
Moved by Councillor McWilliam
Seconded by Councillor Mennill
THAT By-Law No. 12-12 “Being a By-Law to Amend By-Law No. 05-35 to Authorize Speed
Limits” (Pioneer Line) be read a first, second and third time and finally passed.
- Carried.
Moved by Councillor Jenkins
Seconded by Councillor Marr
THAT By-Law No. 12-13 “Being a By-Law to Confirm Proceedings of the Municipal Council of
the Corporation of the County of Elgin at the May 8, 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 12:02 p.m. and meet again on May 22, 2012 at the County
Administration Building Council Chambers at 9:00 a.m.
- Carried.
Jim Bundschuh, Bill Walters,
Deputy Clerk. Warden.
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REPORTS OF COUNCIL AND STAFF
June 12, 2012
Staff Reports – (ATTACHED)
Deputy Director of Engineering Services – No Parking By-Law Amendment – Sparta Line
(First Baptist Church/Plains Church)
Deputy Director of Engineering Services – No Spraying Policy
Manager of Planning – Request for Additional Funds – Elgin County Official Plan Project
Manager of Archives – Elimination of Federal Funding for National Archival Development
Program
Director of Community and Cultural Services – Renaming of Bayham Library to Straffordville
Library
Director of Community and Cultural Services – Historical Publications – Price Reductions
Director of Homes & Seniors Services – Linen Laundry Services, Elgin County Homes
Director of Homes & Seniors Services – Complementary and Alternative Medicine (CAM)
Therapies Policy
Director of Financial Services – Budget Comparison – April 2012
Tree Commissioner/Weed Inspector – Woodlands Conservation By-Law Promotional
Campaign
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REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Director of Engineering Services
DATE: June 1, 2012
SUBJECT: No Parking By-Law Amendment – Sparta Line
(First Baptist Church / Plains Church)
INTRODUCTION:
The County of Elgin has received a concern regarding sight line restrictions and unsafe
conditions at the intersection of Sparta Line (County Road #27) and Fairview Road
(County Road #22). Staff has reviewed the area and recommends the installation of no
parking signs west of the intersection to eliminate the hazard.
DISCUSSION:
The County received a concern regarding a sight line obstruction on Sparta Line, west
of Fairview Road.
Staff investigates all concerns regarding safety. If claims are unsubstantiated, no action
is taken. Through experience it is always best to review the area when the actual
conditions are present, in this particular case reviewing the location on a Sunday
morning. Staff visually confirmed the obstructed sight lines on site and made
appropriate and professional judgement.
The area was reviewed, staff confirmed a sight line obstruction was causing a safety
concern and installed no parking signs. Similar situations have occurred at other
County road intersections and similar action has been taken to successfully improve
sight lines.
Staff also contemplated other solutions to eliminate the hazard, such as reducing the
speed limit. A speed limit reduction would shorten the length of no parking required
from 185 meters to 135 meters, however, the speed reduction is not technically
warranted. Unwarranted speed zone reductions tend not to be observed by drivers and
therefore are ineffective.
After no parking signs were erected, the property owners at the location requested a
meeting to discuss the parking restrictions along the road and then submitted a letter
listing their concerns (letter attached).
One item from the landowner’s correspondence refers to the County’s parking By-Law,
that appears to exempt churches from parking restrictions. Upon review, the solicitor
has confirmed that the County can prohibit no parking in the area in front of the church.
A church may seek exemption from general parking restrictions, but not from an
identified no parking area by By-Law. Although a church may seek an exemption from
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general parking restrictions, the exemption must be formalized in an exempting By-Law
and, in addition, exempting signs need to be erected. No such exemption exists in this
location.
The solicitor has confirmed that the County has the authority to enact parking
restrictions, and this authority is in legislation. Furthermore, the County may be
exposed to potential liability if it took no action to eliminate a noted hazard.
CONCLUSION:
Staff reviewed the area and found a potentially unsafe condition exists when vehicles
park along the road shoulder on Sparta Line west of Fairview Road.Staff is therefore
recommending that parking be eliminated on Sparta Line from Fairview Road westerly
185 meters, following the guidelines of the Ontario Geometric Designs Manual.
RECOMMENDATION:
THAT the existing No Parking By-Law be amended to include the section on Sparta
Line from the west property limit of Fairview Road westerly 185 meters; and,
THAT the OPP be notified of the establishment of this no parking zone.
All of which is Respectfully Submitted Approved for Submission
Clayton Watters Mark G. McDonald
Director of Engineering Services Chief Administrative Officer
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REPORT TO COUNTY COUNCIL
FROM: Peter Dutchak
Deputy Director of Engineering Services
DATE: June 1, 2012
SUBJECT: No Spraying Policy
INTRODUCTION:
This report shall establish a formal restrictive herbicide spraying policy for county road
vegetation control and provide guidance to our municipal partners who maintain the county
roads.
DISCUSSION / CONCLUSION:
Vegetation management along road corridors is an important and essential maintenance
activity to enhance public safety, protect valuable transportation assets and adhere to
provincial statutes.
The County of Elgin provides guidance to our partner municipalities who maintain the
county roads through our maintenance agreement. A Maintenance Best Practices
appendix to the agreement provides guidance to municipalities on how to complete specific
maintenance tasks. A newly revised maintenance agreement has been developed with
assistance from the municipalities over the past year and will be presented to Council in a
future report.
A formal “No Spray Policy” is now included in the revised agreement and Maintenance Best
Practices appendix to clearly instruct municipalities. While the County does not permit
herbicide application in general, there are specific circumstances that warrant its use.
These exemptions are clearly outlined in the attached policy.
RECOMMENDATION:
THAT the Maintenance Best Practice, No Spray Policy, attached to this report be adopted
and be included in the revised Maintenance Agreement with municipalities.
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
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MAINTENANCE BEST PRACTICES
MBP 305 __ NO SPRAY POLICY
ADDITIONAL RESOURCES
Maintenance Manual – Environmental Protection
Maintenance Manual – Occupational Health and Safety Hazards
NO SPRAY POLICY
The "blanket" spraying of herbicides to proactively destroy unwanted vegetation is not
permitted by the County of Elgin. Spraying herbicides strictly for cosmetic purposes is also
not permitted.
Road side spraying is not permitted unless, in the opinion of the Road Supervisor, one or
more of the following criteria presents itself:
EXCEPTIONS:
Inaccessible areas
1)- some road properties cannot be accessed by mechanical
equipment or workers due to unsafe working conditions. For example, this would include
steep slopes and farm entranceways where safety is a concern.
Public safety concerns
2)- road properties that contain overgrown and evasive species
as well as noxious weeds that have the potential to create unsafe conditions along the
roadway. Sight line obstructions at intersections and around fixed hazards close to the
travelled portion of the road must be addressed.
Noxious weeds
3)- densely populated areas of evasive species and noxious weeds (as
identified by the Weed Control Act) shall be removed in a manner that prohibits their return
or spread to an adjacent area.
Previous Mechanical Removal Attempts Were Unsuccessful
4)- when previous
attempts of removing unwanted vegetation have not been successful, these previous
attempts shall be documented.
If and when herbicides are used, they must be applied in strict accordance with Provincial
regulations and manufacturer's directions. This includes and is not limited to public notices,
climate restrictions and avoiding environmentally sensitive areas. The County of Elgin's
Salt Management Plan identifies sensitive areas adjacent to county roads and should be
used as a minimum baseline guide identifying sensitive areas not to use herbicides.
Herbicides shall be selected to target specific unwanted species and be approved for use
by Health Canada.
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REPORT TO COUNTY COUNCIL
FROM: Steve Evans, Manager of Planning
DATE: May 31, 2012
SUBJECT: Request for Additional Funds - Elgin County Official Plan Project
INTRODUCTION:
This report will provide County Council with information about a request from Meridian
Planning Consultants Inc. to increase the Elgin County Official Plan Project Budget.
BACKGROUND:
On May 10, 2012 the Manager of Planning received a request from Meridian Planning
Consultants Inc. requesting the County to give consideration to increasing the budget by
$15,000 to complete additional work. (See attached letter)
Extensive comments from the Provincial Ministries have resulted in additional meetings
and two additional drafts of the Official Plan document which was not anticipated as part
of the original work program. However, it is anticipated that the planning budget will be
able to absorb this increase through efficiencies, thereby having no negative effect on
the approved allocation.
CONCLUSION:
The Manager of Planning has been working closely with the Consultants and with the
Provincial Ministries to resolve outstanding matters prior to scheduling a statutory public
th
meeting on July 24, 2012. It is the opinion of the Manager of Planning that additional
work and time spent prior to Council’s adoption will benefit the approval process and
may expedite final approval of the Elgin County Official Plan by the Assistant Deputy
Minister of the Ministry of Municipal Affairs and Housing.
RECOMMENDATION:
THAT the request by Meridian Planning Consultants Inc. for an additional expenditure of
up to $15,000 be approved and funded through efficiencies in the approved budget for
planning with the understanding that these funds will not be released to Meridian until
after County Council adopts the official plan by-law and is submitted to the province for
approval.
All of which is Respectfully Submitted Approved for Submission
Steve Evans Mark G. McDonald
Manager of Planning Chief Administrative Officer
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May 10, 2012
Mr. Steve Evans
County of Elgin
450 Sunset Drive
St. Thomas, ON
N5R 5V1
Dear Steve:
Re: Elgin Official Plan Budget
Our File No. 6008
I am writing to follow up on our discussions on May 8, 2012 rega
Plan budget. Following our meeting with the Ministry of Municip
Housing, it now appears as if there will be a need to prepare tw
the Official Plan and to meet with the Ministry on more than one occasion.
Two drafts are required because the first will be necessary to o
and feedback and the second will be a reflection of those commen
feedback and it will be the second draft that gets presented to the public and
County Council at the formal public meeting under the Planning A
conceivable that changes to that draft after the public meeting
required.
With respect to meetings, while it is hoped that we would only need one meeting
with the Ministry, based on my experience we may need two or thr
with the Ministries and various agencies obviously in a coordina
discuss the various comments and changes being requested. All of the above
was not anticipated as part of our Work Program and as you know,
the end of April 2012, reached our budget. This means that the
held on May 8, 2012 for example were at no charge to the County.
While we are certainly committed to completing one additional draft and
attending the public meeting as per our original proposal at no
County, preparing multiple drafts of the Official Plan, attendin
with the Ministry and spending the time going back and forth with the Ministry on
changes to the Official Plan, at least at the scale now being co
Unit #6, 8888 Keele Street, Vaughan, Ontario L4K 2N2 ¥ Tel: 905-532-9651 ¥ Website: www.meridianplan.ca
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2
never factored into our budget and Work Program. In addition, t
initially assumed that the project would be completed by December 2011 and of
course, anytime a project extends beyond its expected end date,
spent and budgets often become exhausted before the project is c
On the basis of all of the above, it is requested that the Countn
to increasing our budget by $15,000.00 to allow us to complete t
drafts, attend additional meetings and carry out all of the nego
secure the preparation and eventual adoption of an Official Plan
be satisfactory to the County. Given the scale of the Provincial comment
the Work Program that is required to now deal with those comment
that our request to increase the budget will be considered favou
If you have any questions, please give me a call.
Yours truly,
MERIDIAN PLANNING CONSULTANTS INC.
Nick McDonald, MCIP, RPP
Partner
NM/jm
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REPORT TO COUNTY COUNCIL
FROM: Stephen Francom, Manager of Archives
DATE: May 22, 2012
SUBJECT: Elimination of Federal Funding for National Archival Development
Program
INTRODUCTION:
Staff have been notified that federal funding for the National Archival
Development Program (NADP) has been eliminated effective April 30, 2012. This
report informs Council about the effects of the funding cut and recommends that
Council urge the Minister of Canadian Heritage to fully restore this funding.
DISCUSSION:
The attached correspondence confirms that federal funding for the National
Archival Development Program has been eliminated effective April 30, 2012 and
outlines the effects of the loss of this $1.7 million annual subsidy on Canadian
archival organizations and institutions.
Since its establishment in 2002, the Elgin County Archives has benefited directly
from numerous programs and services made possible by the NADP:
The Archives’ Disaster Preparedness Manual, a key policy document
outlining procedures for preventing and, when necessary, alleviating
environmental threats to the integrity of its collections, was created and
has been maintained in consultation with the Archives Association of
Ontario’s (AAO) Preservation Consultant. The Preservation Consultant’s
services, provided by the AAO using NADP funding, have now been
suspended indefinitely, compromising the Archives’ capacity to maintain
up-to-date disaster preparedness procedures and threatening the
existence of the Archival Emergency Response Network (co-ordinated by
the Preservation Consultant), a network of professional archivists and
conservators from across Ontario dedicated to providing assistance to
member institutions coping with an emergency such as a flood or fire.
Two key Elgin County Archives collections, the Alma College fonds and
the Anderson Department Store fonds, were originally processed and
made accessible to researchers through the Archives’ online public
access database as a result of projects directly funded by the NADP. The
loss of the NADP has thus removed a key source of project funding which
the Elgin County Archives could potentially draw on to process and
provide public access to unprocessed collections of major significance.
Archeion, the Ontario component of ARCHIVESCANADA.ca, the national
database of Canadian archival record descriptions (wholly supported by
AAO using NADP funding), to which the Elgin County Archives is a major
contributor and on which the Archives relies as a key resource for
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providing public access to its collections, is now threatened with
elimination, and the services of the Archeion Coordinator have been
suspended indefinitely, meaning that for the foreseeable future no new
records will be uploaded to Archeion.
Elgin County Archives staff have profited on numerous occasions from
professional development courses and professional networking
opportunities provided through programs and conferences offered by the
Archives Association of Ontario and subsidized by the NADP. The
elimination of such opportunities as a result of the loss of NADP funding
will severely limit the ability of Archives’ staff to keep current on such key
professional issues as Freedom of Information and Protection of Privacy
legislation, conservation and preservation management best practices,
and soliciting and receiving donations under the Canadian Cultural
Property Export and Import Act.
As outlined in the attached summary, the Elgin County Archives has
received $87,800 in direct federal government funding via the Canadian
Council of Archives and the Department of Canadian Heritage since 2002
and has used this funding to complete a variety of key projects. Many of
these projects have had an ancillary benefit in providing career-specific
summer employment for local students. Additionally, the Archives has
benefitted from the equivalent of several thousand dollars of in-kind
funding from the Canadian Council of Archives for services provided
through the Archives Association of Ontario Preservation Consultant and
Archives Advisor programs.
CONCLUSION:
The Elgin County Archives, together with all small and medium size archival
institutions across Canada, relies on programs and services subsidized by NADP
to effectively dispose key elements of its operational mandate, including records
acquisition, processing and providing public access to collections, preservation
management and staff professional development.
RECOMMENDATION:
THAT the Warden on behalf of Council issue a letter to the Federal Minister of
Canadian Heritage to restore funding to the National Archival Development
Program effective immediately and with a commitment to long-term sustainable
funding, citing the program’s critical importance to small and medium size
archival institutions across Canada; AND
THAT the Warden on behalf of Council issue a letter to Elgin-Middlesex-London
MP Joe Preston to also lobby the Minister to re-instate funding for the National
Archival Development Program.
All of which is Respectfully Submitted Approved for Submission
Stephen Francom Mark G. McDonald
Manager of Archives Chief Administrative Officer
Brian Masschaele
Director of Community and Cultural Services
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Elgin County Archives – Direct Federal Government Funding Received Via
Canadian Council of Archives/ Department of Canadian Heritage
National Archival Development Program. Project Officer. Website Development. 2002.
$8,100.
National Archival Development Program. Project Archivist. Alma College funds. 2003.
$5,700.
National Archival Development Program. Project Officer. 2004. Preservation
Management. $8,200.
National Archival Development Program. Project Archivist. Anderson Department Store
funds. 2005. $4,900.
Young Canada Works in Heritage Institutions. Archivist Assistant – Summer Student.
2005. $4,100.
Archival Community Digitization Program. Project Archivist. Tweedsmuir History Books
digitization project. 2006. $9,100.
Young Canada Works in Heritage Institutions. Archivist Assistant – Summer Student.
2006. $4,100.
Archival Community Digitization Program. Project Archivist. Alma College photographs
digitization project. 2007. $9,500.
Young Canada Works in Heritage Institutions. Archivist Assistant – Summer Student.
2007. $3,300.
National Archival Development Program. Project Officer. Scott Studio negatives
remediation project. 2008. $2,800.
Young Canada Works in Heritage Institutions. Archivist Assistant – Summer Student.
2008. $3,900.
Archival Community Digitization Program. Project Archivist. First World War records
digitization project. 2008-2009. $9,500.
Young Canada Works in Heritage Institutions. Archivist Assistant – Summer Student.
2009. $3,600.
Young Canada Works in Heritage Institutions. Archivist Assistant – Summer Student.
2010. $3,300.
Young Canada Works in Heritage Institutions. Archivist Assistant – Summer Student.
2011. $3,700.
Young Canada Works in Heritage Institutions. Archivist Assistant – Summer Student.
2012. $4,000.
Total: $87,800
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REPORT TO COUNTY COUNCIL
FROM: Brian Masschaele, Director of Community and Cultural Services
DATE: May 7, 2012
SUBJECT: Renaming of Bayham Library to Straffordville Library
INTRODUCTION:
This report recommends that Bayham Library be renamed Straffordville Library,
with full implementation taking place by the end of 2012 as part of renovations to
the branch.
DISCUSSION:
Attached to this report is correspondence sent to Bayham Council regarding the
proposed name change which outlines the rationale behind this request and an
approved motion from the municipality in support. The change is largely being
made due to the importance of having a place name in the library’s title for on-
line searching purposes and also to provide consistency with the library’s nine
other locations, all of which have their town or village name as part of their formal
title.
Timing on this matter is appropriate given upcoming renovations to the branch
which will include signage improvements, particularly roadside signage. Upon
Council’s approval, staff recommend that the change be made immediately on
the library’s website and in-house print materials such as newsletters, with full
implementation by the end of 2012 for all signage, promotional materials (such
as bookmarks) and directory listings. Costs for this change will be relatively
minor and will be drawn from the library’s existing operating budget.
CONCLUSION:
Staff are confident that this change will be well received by patrons, most of
whom already refer to the branch as Straffordville Library.
RECOMMENDATION:
THAT Bayham Library be renamed Straffordville Library effective immediately
with full implementation on exterior signage, directory listings and promotional
materials by the end of 2012.
All of which is Respectfully Submitted Approved for Submission
Brian Masschaele Mark G. McDonald
Director of Community and Cultural Services Chief Administrative Officer
27
28
29
REPORT TO COUNTY COUNCIL
FROM: Brian Masschaele
Director of Community and Cultural Services
DATE: May 22, 2012
SUBJECT: Historical Publications – Price Reductions
INTRODUCTION:
The Department of Community and Cultural Services launched A Harvest of
Memories: Elgin’s History Through a Photographer’s Lens Volume II in 2010 as
part of events to acknowledge the County’s hosting of the International Plowing
Match. Unfortunately, sales of this publication have been lower than anticipated,
with less than 300 books sold out of an inventory of 2,000. This report proposes
that the retail price be reduced substantially, and also recommends that staff be
given discretion to negotiate wholesale pricing should the opportunity arise. It
furthermore recommends substantial price reductions for two other publications
produced by the Elgin County Library since 2000, namely The Scott-Sefton
Collection: Elgin History Through a Photographer’s Lens, Volume I (2001) and
Tremaine’s Atlas of the County of Elgin, 1864 (2002).
DISCUSSION:
Sales of A Harvest of Memories: Elgin’s History Through a Photographer’s Lens
Volume II (2010) have not met expectations, with less than 300 books sold to
date. This lack of sales is in keeping with trends generally for printed local
history materials given that much of the market has recently shifted towards on-
line publication where content can be accessed for free or at minimal cost. The
era of the Elgin County Library producing printed local history materials may be
over, short of limited projects catering to a specific audience such as the recent
book on Alma College. Feedback indicates that the current price of $40 for
Harvest of Memories is now too high and that a drastic reduction is in order to
encourage sales. As a result, staff recommend that the price be reduced to $15
each.
The Library also has remaining inventory of The Scott-Sefton Collection: Elgin’s
History Through a Photographer’s Lens, Volume I (2001) and Tremaine’s Atlas of
the County of Elgin, 1864 (2002). Both of these publications sold very well
initially and were successful projects but recent sales have declined dramatically.
Prices on these publications were reduced in 2010 but a further, substantial
reduction is now in order to eliminate existing inventory in order to free up much
needed storage in the building. As a result, staff propose that the Scott Studio
book now be sold for $10 each and the Tremaine Atlas be sold for $20 each.
30
In addition to these price reductions, staff is also requesting authorization to
establish wholesale pricing to retail book sellers. The wholesale price will be
determined on a case-by-case basis depending on the volumes involved but staff
will make every effort to ensure that the wholesale price is at or close to the
prices established in this report given the excellent value they already represent.
CONCLUSION:
It is not anticipated that these price reductions will compromise the ability to meet
overall revenue targets associated with the Harvest of Memories project given
that a large inventory of books remains to be sold. Should Council so approve,
staff will advertise these price reductions on the County website and with local
media.
RECOMMENDATION:
THATA Harvest of Memories: Elgin’s History Through a Photographer’s Lens,
Volume II (2010) be sold for a price of $15 each inclusive of all taxes; AND
THATThe Scott-Sefton Collection: Elgin History Through a Photographer’s
Lens, Volume I (2001) be reduced to $10 each inclusive of all taxes for hard
cover and soft cover editions; AND
THATTremaine’s Atlas of the County of Elgin, 1864 (2002) be reduced to $20
each inclusive of all taxes; AND
THAT staff be authorized to establish wholesale pricing for any of the
aforementioned publications on a case-by-case basis.
All of which is Respectfully Submitted Approved for Submission
Brian Masschaele Mark G. McDonald
Director of Community and Chief Administrative Officer
Cultural Services
31
REPORT TO COUNTY COUNCIL
FROM: Rhonda Duffy, Director of Homes and Senior Services
Sonia Beavers, Purchasing Coordinator
DATE: April 30, 2012
SUBJECT: Linen Laundry Services, Elgin County Homes
INTRODUCTION:
The contract with Brite Healthcare Laundries for the Linen Laundry Service in the
Homes expires on May 31, 2012. Brite Healthcare Laundries has extended the
current contract pricing through to June 1, 2012. The Request for Proposal was
advertised as per the County's Procurement Policy and submissions were
received until Wednesday, April 11, 2012.
DISCUSSION:
The County of Elgin received one response for the Provision of Linen Laundry
Services for the Home. The submission received was from the current
incumbent Brite Healthcare Laundries.
The proposal was evaluated using the following criteria; a) understanding of
requirements and clarity of response, b) demonstrated ability to provide the
required service, c) total cost of service, d) inventory reconciliation and
replacement process, e) proven record in successfully providing similar devices
in a long term care environment, f) references, g) environmental initiatives and
other innovations.
Brite Healthcare Laundries has been providing Linen Laundry Services since
2007. Brite Healthcare Laundries has provided excellent service and a safe, high
quality linen supply to the County Homes.
While the costing of linen services is dependent upon many variables, including
volumes, usage and weights, an estimate comparison purposes of the proposed
pricing is outlined below. Volumes for this estimate are based on actual usage in
the Homes for the period of January 1, 2011 to December 31, 2011 based on
proposed pricing and current pricing.
The pricing submitted results in a 3% increase from the previous contract.
Conversely, the vendor provided an early payment incentive, 2% discount net 10
days which will keep the overall increase to 1% which is less than the inflation
rate and within budget.
32
LINENSERVICES
Estimated Annual Contract Costs
Linen
ProviderBobier Villa Elgin Manor Terrace Lodge TOTAL
Proposed
pricing$63,586.18$96,595.28$123,745.02 $283,926.48
Current
Pricing$61,619.13$93,607.80$119,917.85 $275,144.78
Difference$ 1,967.05 $ 2,987.48 $ 3,827.17 $ 8,781.70
CONCLUSION:
Brite Healthcare Laundries has been the Linen Laundry Service provider for the
County Homes for many years. Brite Healthcare Laundries provides excellent
quality service, the linens supplied are good quality, and Brite Healthcare
Laundries staff are always professional, supportive and compliant. County staff
are confident that Brite Healthcare Laundries is meeting the needs of the Homes
and therefore are recommending the contract be awarded to Brite Healthcare
Laundries for a two year term, effective June 1, 2012 with an option to extend the
contract for three additional years upon approval of both parties.
RECOMMENDATION:
THAT Brite Healthcare Laundries be selected for the provision of Linen Laundry
Services for the Long Term Care Homes effective June 1, 2012 to May 30, 2014;
and,
THAT staff be authorized to extend the contract with Brite Healthcare Laundries
for a further three year term effective June 1, 2014 to May 30, 2017upon
successful delivery of service; and,
THAT the Warden and Chief Administrative Officer be authorized to sign the
contract.
All of which is Respectfully Submitted; Approved for Submission;
Rhonda L. Duffy Mark G. McDonald
Director of Homes and Senior Services Chief Administrative Officer
Sonia Beavers
Purchasing Coordinator
33
REPORT TO COUNTY COUNCIL
FROM: Rhonda Duffy, Director of Homes & Seniors Services
Michele Harris, Administrator of Bobier Villa & Elgin Manor
Mark G. McDonald, Chief Administrative Officer
DATE: June 5, 2012
SUBJECT: Complementary and Alternative Medicine (CAM) Therapies Policy
INTRODUCTION:
According to a Health Canada report, Canadian sales of natural health products were
estimated to amount to about $4.3 billion in 2004 (Health Canada, 2004b). A 2006
survey on the use of complementary and alternative medicine reported that more than
one-half of Canadians had used at least one alternative therapy in the year prior to the
survey (Esmail, 2007).
In keeping with this growing trend an increasing amount of requests from residents of
Elgin County’s long term care facilities and substitute decision-makers are utilizing these
types of treatments on a daily basis. CAM therapy policies are relatively new to the long
term care sector and a search of the available literature from municipal services proved
challenging. Fortunately the County has been guided by the advice of a local advocate
with direct experience in this topic at one of Elgin’s facilities. The attached draft policy
represents considerable input and discussion, based on first-hand observation. Further
it has been reviewed by the County’s Medical Directors, Homes’ staff, health care
practitioners and the County Solicitor.
To ensure that the policy is complete, it is recommended that the draft policy document
be approved in principle and circulated for public comment, prior to final adoption.
DISCUSSION:
On more than one occasion, the County has been asked to consider developing
processes to respond to resident requests for CAM. Over the past several months
significant research and dialogue with a variety of practitioners has occurred with a view
to considering a wide array of input. It is clear that a policy to define a process for
residents who wish to self-administer alternative/herbal remedies and to guide Registered
Staff (and others) in the expanding use of natural health products is required.
Given that this type of policy is relatively new to long term care and represents Elgin’s
first comprehensive framework document, staff recommends that the policy be
circulated as a draft for public input prior to formal adoption and implementation.
34
CONCLUSION:
Complementary and alternative therapies are growing in demand and usage throughout
Canada. Long term care homes must, by necessity, be prepared for this demand with
modern policies and processes that recognize the rights of residents in this regard. The
policy, in turn, must reflect the obligations of professional staff who are guided by their
respective colleges.
RECOMMENDATION:
THAT the attached draft document titled “Complementary and Alternative Therapies
Policy for Elgin County’s Long Term Care Homes” dated June 12, 2012 be approved in
principle and circulated for public input; and,
THAT following the public review period, staff bring back the policy for final consideration
by County Council.
All of which is Respectfully Submitted Approved for Submission
Rhonda Duffy Mark G. McDonald
Director of Homes & Seniors Services Chief Administrative Officer
Michele Harris
Administrator of Bobier Villa & Elgin Manor
35
COMPLEMENTARY AND
ALTERNATIVE
THERAPIES
POLICY
for
ELGIN COUNTY
LONG TERM CARE HOMES
JUNE 12, 2012
36
DRAFT
HOMES AND SENIOR SERVICES
POLICY & PROCEDURE NUMBER:
DEPARTMENT: Administration SUBJECT:Complementary and Alternative Therapies;
Complementary and Alternative Medicines-
Natural Health Products
APPROVAL DATEREVISION DATE:
:
_____________________
_____________________________________________________________________Page 1 of 19
TABLE OF CONTENTS
PAGE
COMPLEMENTARY AND ALTERNATIVE THERAPIES
General - Policy, Purpose, Preamble, 3
A. Procedure 3, 4
B. Principles Guiding the Use of Complementary/
Alternative Therapies 5
C. Guidelines for the Use of Complementary/Alternative Therapy
Section 1: Practicing Regulated Professionals 6, 7
Section 2: External Care Provider; Resident/SDM Responsibility 7, 8
Section 3: The Alternative/Complementary Therapy Provider
Responsibility 8
Section 4: Consent and Capacity 9
Section 5: Documentation 9
Section 6: Education 9
Section 7: Solicitation, Promotion and Advertising 10
Section 8: Conflict of Interest 10
Section 9: Management of Potential Conflict 11
Appendix “A”
Protocol 12
FORMS
Form 1:Authorization/Consent for Complementary and Alternative
Therapy by External Care Provider 13 - 15
Form 2: Complementary/Alternative Therapy Consultation/
Treatment Report External Care Provider 16 - 18
Form 3: External Care Provider Requirement 19
37
DRAFT
HOMES AND SENIOR SERVICES
POLICY & PROCEDURE NUMBER:
DEPARTMENT: Administration SUBJECT:Complementary and Alternative Therapies;
Complementary and Alternative Medicines-
Natural Health Products
APPROVAL DATEREVISION DATE:
:
_____________________
_____________________________________________________________________Page 2 of 19
TABLE OF CONTENTS
(continued)
NOTE:
These guidelines were adapted from information in the St. JosephÓs Health Care
(London) Complementary/Alternative Therapy Guidelines and Complementary/
Alternative Medicines (CAM) and Natural Health Products (NHP) Guidelines and from
City of Toronto HomeÓs Alternative Medicine Policy. These guidelines have been
approved by Elgin County Council.
Definitions:
Throughout this document:
Resident* Î includes residents, and substitute decision makers/personal representative/
Power of Attorney for Health Care
Physician and other health care team members** Î includes physicians, nurses and allied
Health members
SDM Î substitute decision maker
PAC Î Professional Advisory Committee
38
DRAFT
HOMES AND SENIOR SERVICES
POLICY & PROCEDURE NUMBER:
DEPARTMENT: Administration SUBJECT:Complementary and Alternative Therapies;
Complementary and Alternative Medicines-
Natural Health Products
APPROVAL DATEREVISION DATE:
:
_____________________
_____________________________________________________________________Page 3 of 19
COMPLEMENTARY AND ALTERNATIVE THERAPIES
POLICY:
The Home shall develop and maintain processes to respond to resident requests for
alternative medicine/herbal remedies.
PURPOSE:
1. To define a process for residents who wish to self-administer alternative
medicine/herbal remedies.
2. To provide guidelines for Registered Staff regarding alternative medicine/herbal
remedies.
PREAMBLE:
Under the ResidentÓs Bill of Rights, residents have the right to give or refuse consent to
treatment, including medication. Residents also have a right to be informed of the
consequences of treatment. Attending physicians may be unfamiliar with alternative
medicines/herbal remedies and its consequences of treatment. Interaction of these
alternative medicines/herbal remedies may be unknown to the attending physician.
A. PROCEDURE:
1. Resident/SDM reviews residentÓs wish to take alternative medicine/herbal
remedies with the Care Team.
2. Verify with attending physician and clinical pharmacist if alternative medicine/
herbal remedy is appropriate treatment for resident as informed by evidenceand
science and knowledge of drug interactions and adverse drug effe
3. The resident/SDM may consult as appropriate with other healthcare practitioners.
Best efforts will be made by the resident/SDM to consult with CAM providers to
assist in acquiring this knowledge before CAM decisions are made.
39
DRAFT
HOMES AND SENIOR SERVICES
POLICY & PROCEDURE NUMBER:
DEPARTMENT: Administration SUBJECT:Complementary and Alternative Therapies;
Complementary and Alternative Medicines-
Natural Health Products
APPROVAL DATEREVISION DATE:
:
_____________________
_____________________________________________________________________Page 4 of 19
4. The attending physician may decide not to order the alternative medicine/herbal
remedy and possesses the full and unfettered discretion to do so. Furthermore,
the attending physician may determine that the commencement of the alternative
medicine/herbal remedy necessitates revision of the existing treatment plan for the
resident and he or she maintains the full and unfettered discretion to do so after
confirmation that such alternative medicine/herbal remedy has commenced.
5. In the absence of an attending physicianÓs order, nursing staff will not administer.
6. If the resident chooses to take alternative medicine/herbal remedies without an
attending physicianÓs order, the resident and the Power of Attorney for Personal
Care and Power of Attorney for Finance, must sign the attached waiver that they
have decided to pursue remedies/treatment whose benefit cannot bedetermined
by the attending physician and may interact negatively with medications ordered
by the attending physician.
7. If the resident chooses to take alternative medicines/herbal remedies without an
attending physicianÓs order and the requisite waiver is properly signed, then the
decision to do so, including communication of that decision to t
physician, shall be duly and appropriately noted within the residentÓs records.
Without limiting the generality of the foregoing, the master pro
respect of the resident shall be noted that the resident receives an alternative
medicine/herbal remedy without order from an attending physician.
8. If the resident is deemed legally incompetent to make health ca
determined by an authorized capacity assessor and SDM wishes to
a waiver, indicate clearly that the SDM will not store alternative medication/herbal
remedy in the facility and SDM will supply and administer on a visit-by-visit basis.
9. Waiver is to be filed in the miscellaneous section of the residentÓs health care
record.
10. Protocol, Appendix ÒAÓ to be followed if resident/SDM chooses to take
alternative/herbal remedies without an attending physicianÓs ord
40
DRAFT
HOMES AND SENIOR SERVICES
POLICY & PROCEDURE NUMBER:
DEPARTMENT: Administration SUBJECT:Complementary and Alternative Therapies;
Complementary and Alternative Medicines-
Natural Health Products
APPROVAL DATEREVISION DATE:
:
_____________________
____________________________________________________________________Page 5 of 19
B. PRINCIPLES GUIDING THE USE OF COMPLEMENTARY/ALTERNATIVE
THERAPIES AT THE COUNTY OF ELGIN HOMES
1. The HomeÓs attending physicians and other health care team members**
recognize the rights of the resident/SDM* regarding the use of complementary/
alternative therapy and will endeavour to be open to discussion regarding its use.
2. Attending physicians and other health care team members** may inquire as to
the residentÓs/SDMÓs* use of or the potential/intended use of complementary/
alternative therapies.
3. The resident/SDM* has a responsibility to inform the HomeÓs attending
physicians and other health care team members** about the use or intended use
of a complementary/alternative therapy particularly at initial intake meeting.
4. The use of complementary/alternative therapy may be utilized as a substitute for
conventional therapies if that is the resident/SDMÓs choice.
5. The HomeÓs attending physician and other health care members** may,
but are not obligated to, inform the resident/SDM* of his or her understanding of
the science and evidence of any benefits, risks and/or side effe
she may be aware regarding the use of a complementary/ alternative therapy.
Similarly, the HomeÓs attending physician may, but is not obligated to, advise the
resident/SDM* of his or her decision recommending against the use of the
proposed complementary/alternative therapy but shall advise the resident/SDM*
of his or her decision not to authorize any such therapy by physicianÓs order.
This information, in conjunction with any information provided by the residentÓs
CAM providers, shall be taken into account by the resident/SDM* prior to any
decision to proceed to take the proposed complementary/ alternative therapy.
6. Any risks to the HomeÓs attending physicians, other health care team members**
and other residents* shall be identified and managed.
7. The HomeÓs attending physicians and other health care team members** may
decline involvement with complementary/alternative therapy if they perceive it
may expose the resident* to undue risk or if it is inconsistent with their College
guidelines.
41
DRAFT
HOMES AND SENIOR SERVICES
POLICY & PROCEDURE NUMBER:
DEPARTMENT: Administration SUBJECT:Complementary and Alternative Therapies;
Complementary and Alternative Medicines-
Natural Health Products
APPROVAL DATEREVISION DATE:
:
_____________________
_____________________________________________________________________Page 6 of 19
C GUIDELINES FOR THE USE OF COMPLEMENTARY/ALTERNATIVE THERAPY
.
AT ELGIN COUNTY HOMES
Section 1:Practicing Regulated Professionals
These guidelines are applicable to the HomeÓs attending physicians and other health
care team members of the Home providing complementary/alternative therapy.
Additionally, individuals who practice under the Regulated Health Professions Act
(RHPA, 1991) or Drugless Practitioners Act who may provide complementary/
alternative therapies through the use of these guidelines include but may not be limited
to:
Audiology & Speech Pathology
Chiropody (Podiatry)
Dental Hygiene
Dental Technologist
Denturism
Denturist
Dietetics
Massage Therapy
Medical Laboratory Technologist
Medical Radiology Technologist
Medicine
Naturopathic Medicine
Nursing
Occupational Therapist
Optometrist
Pharmacist
Physiotherapist
Psychologist
Respiratory Technologist
Social Workers
42
DRAFT
HOMES AND SENIOR SERVICES
POLICY & PROCEDURE NUMBER:
DEPARTMENT: Administration SUBJECT:Complementary and Alternative Therapies;
Complementary and Alternative Medicines-
Natural Health Products
APPROVAL DATEREVISION DATE:
:
_____________________
_____________________________________________________________________Page 7 of 19
1. Health care professionals can demonstrate that they have successfully completed
an acceptableprogram as defined through his/her respective College Standards
training in a specific therapy.
2. Therapies provided are deemed to be part of the scope of professional competence
for that health care professional or provider.
3. The therapy is requested by the resident/SDM*, OR is offered by the provider
and accepted by the resident/SDM*. (Section 3 Consent)
4. No additional personal compensation can be accepted by the Home for the
provision of the service to a resident* of the Home or following discharge (except
for medical staff where it is an uninsured service).
5. The resident/SDM* is responsible for any charges related to the complementary/
alternative therapy.
6. The therapy provided is identified and documented as part of the Plan of Care;
attending physician and other health care team members** are fully aware of this
plan.
7. Specific protocols/processes within the residentÓs* Plan of Care are followed.
8. The therapy does not incorporate the use of unregulated and/or controlled
substances except as permitted by law.
9. Agreements regarding supply/equipment maintenance and storage and use of
space are reached between the provider and the health care team members**.
Equipment in question requires approval by Maintenance prior to use according
to HomesÓ policy.
Section 2:External Care Provider Practicing Complementary/Alternative Therapy;
The Resident/SDM* Responsibility
1. Identifies a therapy provider, initiates the contact and contracts with the therapy
provider of their choice.
2. Assesses the appropriateness of the training and credentials of the provider
chosen.
43
DRAFT
HOMES AND SENIOR SERVICES
POLICY & PROCEDURE NUMBER:
DEPARTMENT: Administration SUBJECT:Complementary and Alternative Therapies;
Complementary and Alternative Medicines-
Natural Health Products
APPROVAL DATEREVISION DATE:
:
_____________________
_____________________________________________________________________Page 8 of 19
3. Provides direct and full remuneration to the identified provider for treatment time
and supplies.
4. Evaluates the effectiveness of the therapy.
5. Terminates the relationship with the provider.
Section 3:The Alternative/Complementary Therapy Provider Responsibility
1. Provides proof of competency in the specific therapy (i.e. completion of relevant
training and/or written examinations), and of sufficient liability insurance to the
Home*.
2. Identifies him/herself to the HomeÓs Manager of Resident Care/Registered Staff
designate and notifies the attending physician and health care team members**
before the planned treatment/appointment.
3. As with all medical/doctor ordersdocuments the informed consent, all aspects of
the therapy and outcome of the therapy on a ÐComplementary/Alternative Therapy
Consultation Treatment Report - External Care ProviderÑ document and places it in
the health record immediately following therapy treatment.
4. Informs the resident/SDM* of any known conflict with conventional therapy and
documents that known conflict on the health record.
5. Provides therapy that does not incorporate the use of regulated and/or controlled
substances except as permitted by law.
6. Treats/intervenes only with the resident* with whom they have contracted for
service.
7. Supplies, maintains (safety and cleaning) and stores equipment associated with
the therapy.
8. Complies with the HomeÓs policies including infection control practices.
9. Provides evidence of training in relation to proper personal protective equipment
(PPE) use.
44
DRAFT
HOMES AND SENIOR SERVICES
POLICY & PROCEDURE NUMBER:
DEPARTMENT: Administration SUBJECT:Complementary and Alternative Therapies;
Complementary and Alternative Medicines-
Natural Health Products
APPROVAL DATEREVISION DATE:
:
_____________________
_____________________________________________________________________Page 9 of 19
Section 4:Consent and Capacity
1. Informed consent is obtained directly from the resident/SDM by
providing the complementary/alternative therapy and is documented by the
provider in the residentÓs record.
2. Where resident capacity is in question and the SDM is acting on
behalf, evidence of a legal capacity assessment must be provided prior to any
alternative complementary therapies being initiated.
Section 5:Documentation
1. The HomeÓs attending physicians and other health care team members**
providing complementary/alternative therapy will document the informed consent,
aspects of the therapy and the outcomes of therapy in the reside
2. External Care Providers providing complementary/alternative therapy will
document the informed consent, aspects of the therapy and the outcomes of
therapy on the ÐComplementary/Alternative Therapy Consultation Treatment
Report - External Care ProviderÑ document. This document will be placed in the
residentÓs record.
Section 6:Education
Education for residents/SDM* and the HomeÓs attending physicians and other health
care team members** regarding complementary/alternative therapies is encouraged.
Training sessions, seminars, workshops and/or demonstrations that take place within
the Home must be clearly identified with ÐUse of the HomeÓs faci
the endorsement of the HomeÓs for this or any other complementary/alternative
therapies.Ñ Learners and participants who are the HomeÓs attending physicians or other
health care team members** are encouraged to discuss their interests in the use of
complementary/alternative therapies with the attending physicians and other health care
team members**.
45
DRAFT
HOMES AND SENIOR SERVICES
POLICY & PROCEDURE NUMBER:
DEPARTMENT: Administration SUBJECT:Complementary and Alternative Therapies;
Complementary and Alternative Medicines-
Natural Health Products
APPROVAL DATEREVISION DATE:
:
_____________________
____________________________________________________________________Page 10 of 19
Section 7:Solicitation, Promotion, and Advertising
Solicitation, promotion or advertising of complementary/alternative therapies are
under the following conditions
supported :
NOT
1. Solicitation and promotional activities are to be placed in resident care areas or
care areas accessed by residents*.
2. There is no direct nor indirect solicitation (i.e. handing ou
promotional pamphlets) to residents*.
3. No conflict of interest is present. (Section 7: Conflict of Interest)
4. All promotional materials and activities clearly identify that the complementary/
alternative therapies are Ðnot necessarily endorsed by the HomeÓsÑ.
5. Potential residents are responsible for discussing his/her interests in or use of the
**.
therapies with the attending physician and other health care team members
Section 8:Conflict of Interest
**
A conflict of interest occurs if an attending physician, other health care team member
or volunteer uses his/her position or relationship with any resident* to solicit services or
materials for personal financial gain or uses the HomeÓs equipment, services, space or
materials for marketing of complementary/alternative therapies and products. If a
conflict of interest occurs the person will attend a multidisciplinary meeting to discuss
the conflict.
Individuals who practice under the RHPA (1991) are expected to refer to their
professional CollegeÓs conflict of interest guidelines.
46
DRAFT
HOMES AND SENIOR SERVICES
POLICY & PROCEDURE NUMBER:
DEPARTMENT: Administration SUBJECT:Complementary and Alternative Therapies;
Complementary and Alternative Medicines-
Natural Health Products
APPROVAL DATEREVISION DATE:
:
_____________________
___________________________________________________________________Page 11 of 19
Section 9:Management of Potential Conflict
**
No attending physician or other health care team member (practicing under the
RHPA) will be placed in a position of compromise with respect to their profession.
It is anticipated that most conflicts regarding care can be resolved through respectful,
*
and open dialogue and collaboration among residents/SDMÓs, attending physicians,
**
other health care team members and the therapy provider.
ÐWithout limiting the generality of the foregoing, it is acknowledged that at no time shall
the HomeÓs attending physician be required to execute documentation respecting a
complementary/alternative therapy which he or she has not authorized by order,
including but not limited to documentation supporting any claim by the resident to
insurance coverage reimbursement or tax deduction in respect of such therapy.Ñ
47
DRAFT
HOMES AND SENIOR SERVICES
POLICY & PROCEDURE NUMBER:
DEPARTMENT: Administration SUBJECT:Complementary and Alternative Therapies;
Complementary and Alternative Medicines-
Natural Health Products
APPROVAL DATEREVISION DATE:
:
_____________________
____________________________________________________________________Page 12 of 19
PROTOCOL
APPENDIX “A”
If alternative therapy is chosen then the therapist provides proof of (Form 3):
Liability insurance
Proof of registration with a regulated health college or other accrediting body as
applicable.
A THERAPIST FAILING TO PROVIDE REQUIRED INFORMATION SHALL BE
DENIED ACCESS TO THE HOME.
1. Consent obtained by therapist from resident/SDM. ResidentÓs competency assessed
by attending physician and or registered staff.
2. Attending physician and registered staff must be made aware of and in writingthe
complementary/alternative therapy, consultation/treatment report
initiation of therapy. Treatment report reviewed by attending physician a minimum of
quarterly or when there is a change in resident status (i.e. INR). Multidisciplinary
team meeting may be required with resident/SDM, to review the treatment report.
3. Treatment plan shall be written in the residentÓs care plan.
4. Management of potential conflict - No attending physician or other health care team
**
member (practicing under the RHPA) will be placed in a position of compromise
with respect to their profession. It is anticipated that most conflicts regarding care
can be resolved through respectful, and open dialogue and collaboration among
***
residents/SDMs, physicians, other health care team members and the therapy
provider.
48
DRAFT
FORM 1
HOMES AND SENIOR SERVICES
POLICY & PROCEDURE NUMBER:
DEPARTMENT: Administration SUBJECT: Complementary andAlternative Therapy
by ExternalProvider –
AUTHORIZATION/CONSENT FORM
APPROVAL DATE: ___________________ REVISION: _______________________
Page 13 of 19
___________________________________________________________________________________________________________________________________________________________________________________________
Bobier Villa, Dutton Elgin Manor, St. Thomas Terrace Lodge, Aylmer
Authorization/Consent for Complementary and Alternative Therapy
by External Care Provider
Part A – Resident/Patient
I, the undersigned ________________________ (hereinafter referred to as the “undersigned”),
Resident/Patient
either personally or by his/her Attorney for Personal Care/Personal Representative, hereby
authorizes ________________________to administer the following alternative therapy/therapies
Care Provider
and treatment (hereinafter referred to as “treatment”) upon him/her at_____________________:
Home/Facility
1._____________________________________________________
2._____________________________________________________
3._____________________________________________________
4._____________________________________________________
The undersigned acknowledges that the risks and benefits of the above treatment have been fully
explained to me and/or my Attorney for Personal Care/Personal Representative by
______________________, and that the said risks and benefits are understood.
Care Provider
The undersigned acknowledges that he/she has had an opportunity to question ______________
Care Provider
as to such risks and benefits and that the said questions have been answered satisfactorily.
The undersigned acknowledges that ______________________, the provider of the treatment
Care Provider
identified above, is not an employee of the County of Elgin and holds no care privileges at
________________________.
Home/ Facility
49
DRAFT
FORM 1
HOMES AND SENIOR SERVICES
POLICY & PROCEDURE NUMBER:
DEPARTMENT: Administration SUBJECT: Complementary andAlternative Therapy
by ExternalProvider –
AUTHORIZATION/CONSENT FORM
APPROVAL DATE: ___________________ REVISION: _______________________
Page 14 of 19
___________________________________________________________________________________________________________________________________________________________________________________________
The undersigned acknowledges that neither the County of Elgin nor its Medical Director or
Directors nor any other agent, servant, consultant, or employee thereof has provided him/her
with any information, advice, or representation in respect of the treatment identified above or as
to the care provider named above or as to the risks and benefits of such treatment or the care
provided by such care provider and that he/she does not rely upon any such person or body in
reaching his/her decision to receive the treatment identified above.
The undersigned hereby releases and forever discharges the County of Elgin, including but not
limited to its Warden, Councillors, administration, Medical Directors, employees, servants,
consultants, and agents and further including their respective heirs, administrators, successors,
and assigns, as the case may be, from any and all manner of actions, causes of action, debts,
dues, accounts, and demands, including any and all liability associated therewith, howsoever
arising, as arising from or relating to the administration of the treatment identified above.
The undersigned and, where applicable, his/her Attorney for personal care, both personally and
individually or in combination, accept full financial responsibility for the payment of all fees,
expenses, and costs charged by ________________________for the treatment identified above.
Provider
The undersigned acknowledges and agrees that the within document may be presented to
___________________as evidence of informed consent to receive the treatment identified above
Provider
and further agrees that, as a pre-condition to administration of such treatment _______________
Provider
must execute Part B of this document to evidence his/her agreement to identify and save
harmless the County of Elgin and related persons from all actions, causes of action, claims,
demands as arising from or related to the administration of the treatment contemplated herein.
The undersigned acknowledges having read and understood this document and, furthermore,
acknowledges that this document is signed voluntarily.
Date: ___________ _________________________ _____________________________
Witness Resident’s Signature
___________________________ _____________________________
Witness Attorney’s Signature, POA
50
DRAFT
FORM 1
HOMES AND SENIOR SERVICES
POLICY & PROCEDURE NUMBER:
DEPARTMENT: Administration SUBJECT: Complementary andAlternative Therapy
by ExternalProvider –
AUTHORIZATION/CONSENT FORM
APPROVAL DATE: ___________________ REVISION: _______________________
Page 15 of 19
___________________________________________________________________________________________________________________________________________________________________________________________
Part B – Provider
The undersigned ________________________hereby agrees to indemnify and save harmless the
Provider
County of Elgin, including but not limited to its Warden, Councillors, administration, Medical
Directors, employees, servants, consultants, and agents and further including their respective
heirs, administrators, successors and assigns, as the case may be, from any and all manners of
action, causes of action, debts, dues, accounts and demands, including any and all liability
associated therewith, howsoever arising, including all monetary damages, interests, and costs
both on a party and party basis and as between a solicitor and his/her own client, as arising from
or related to the administration of the treatment identified above to _______________________.
Resident
Date: _____________ ________________________ ________________________
Witness Provider Signature
51
DRAFT
FORM 2
HOMES AND SENIOR SERVICES
POLICY & PROCEDURE NUMBER:
DEPARTMENT: Administration SUBJECT: Complementary andAlternative
Therapy - External Care Provider
TREATMENT REPORT
_____________________________________________________________Page 16 of 19
Bobier Villa, Dutton Elgin Manor, St. Thomas Terrace Lodge, Aylmer
Complementary /Alternative Therapy Consultation/Treatment Report External Care
Provider
To be completed by the therapist at the time of consultation/treatment.
Therapist:
Treatment/Therapy Recommended/to be Provided:
1. ________________________________________________________________
2. ________________________________________________________________
3. ________________________________________________________________
4. ________________________________________________________________
Address:
Telephone:
Office: _________________________ Emergency/Cell: _______________________
Expected Outcome:
52
DRAFT
FORM 2
HOMES AND SENIOR SERVICES
POLICY & PROCEDURE NUMBER:
DEPARTMENT: Administration SUBJECT: Complementary andAlternative
Therapy - External Care Provider
TREATMENT REPORT
_____________________________________________________________Page 17 of 19
Plan of Treatment/Therapy Provided, Dates/Progress:
Timeframe, Number of Treatments
Expected, Results:
Relevant information for physicians and other health care team members.
Consent has been obtained from: __________________________ ______________
Resident / S.D.M. Date
53
DRAFT
FORM 2
HOMES AND SENIOR SERVICES
POLICY & PROCEDURE NUMBER:
DEPARTMENT: Administration SUBJECT: Complementary andAlternative
Therapy - External Care Provider
TREATMENT REPORT
_____________________________________________________________Page 18 of 19
Resident’s Name ___________________________ D.O.B. ________________________
Signature: Date: _________________________
(Therapist)
ORIGINAL TO RESIDENT’S CHART/COPY TO THERAPIST.
Reviewed by attending physician.
Signature: Date: __________________________
COPY IN MAR BOOK
54
DRAFT
FORM 3
HOMES AND SENIOR SERVICES
POLICY & PROCEDURE NUMBER:
DEPARTMENT: Administration SUBJECT: Complementary andAlternative
Therapy - External Care Provider
REQUIREMENTS
Page 19 of 19
External Care Provider Requirements
Provide to the resident/SDM and the Home
:
written proof of liability insurance of at least $5,000,000
proof of registration with regulated health College or other accrediting
body as applicable (provide copy)
proof of current Workers Safety Insurance Board standing
Ensure documentation of resident’s/SDM* consent and report of
treatment/therapy are complete and placed on the resident’s record using
the prescribed forms
Provide all necessary equipment and supplies for the treatment
Do not directly nor indirectly solicit residents*
Meet all Certified Safety Association (CSA) guidelines with regards to
electrical equipment as evaluated by Maintenance prior to use
Follow(As provided by the County)
:
The Infection Control procedures of the COUNTY OF ELGIN HOME(S)
WHMIS procedures and the Occupational Health and Safety Act
Confidentiality policies of the Homes and sign a confidentiality agreement
Provide evidence of Personal Protective Equipment (PPE) training
Copies of policies and procedures are located in the Home’s Administration
Office
I have read and understand these requirements
______________________________ ____________________________
Care Provider Signature Date
______________________________ ____________________________
Manager of Resident Care/Designate Date
55
REPORT TO COUNTY COUNCIL
FROM: Jim Bundschuh - Director of Financial Services
DATE: May 29, 2012
SUBJECT: Budget Comparison – April 2012
INTRODUCTION:
Attached is the budget comparison for April 2012 for the County showing total
performance to budget for the month of $44 thousand.
DISCUSSION/CONCLUSION:
Highlights of the budget performance as shown on Attachment I are as follows:
Line 17 – Engineering Services: Favourable revenue performance for Engineering and
Land Division resulting in $9 thousand favourable performance.
Line 18 – Homes for Senior Services: Net favourable performance of $37 thousand.
Favourable performance in benefits and operations costs was partially offset by $23
thousand of unfavourable revenue performance. Typically new rates take effect April 1.
The province has just announced that rates for 2012 will not take effect until July 1.
There will be a 0% increase in two of the envelopes, Nursing and Program Support, in
comparison to the 3% that has historically been received. These changes will result in
$234 thousand negative performance to budget over the full year. A detailed report on
provincial funding will be forthcoming.
Line 20 – Library Services: $11 thousand unfavourable performance resulting from
lower than anticipated revenue and operations costs higher than budgeted. It should be
noted that their YTD spend is only 27% of their full year budget, and it is anticipated that
costs will be on track with budget by year end.
Line 25 – Economic Development/Tourism/Planning: $10 thousand favourable
performance resulting predominately from favourable performance in Tourism revenue.
RECOMMENDATION:
THAT the report titled “Budget Comparison – April 2012” dated May 29, 2012 be
received and filed.
Respectfully Submitted Approved for Submission
Jim Bundschuh Mark G. McDonald
Director of Financial Services Chief Administrative Officer
56
REPORT TO COUNTY COUNCIL
FROM: Jeff Lawrence
Tree Commissioner/Weed Inspector
DATE: May 8, 2012
SUBJECT: Woodlands Conservation By-law Promotional Campaign
INTRODUCTION:
The following is a summary of activities undertaken since November 2011 promoting
the Elgin County Woodlands Conservation By-law.
DISCUSSION:
Prior to receiving final budget approval, efforts were directed toward cost effective
advertising. An article promoting the “Call Before You Cut” message was forwarded to
all partner municipalities, requesting that the article be distributed along with municipal
mail-outs or in municipal publications; and placed on municipal web-sites. The article
was also circulated in the local news publications and to local farming organizations. A
copy of this article has been attached to this report.
At the same time as the article distribution, an interview was given to the Aylmer
Express for the annual Farm Edition. A phone interview for the local St. Thomas radio
station (MyFM 94.1) was also given.
Presentations promoting the “Call Before You Cut” message were given at the March
thth
14 Trees Ontario Landowner Workshop and the April 14 Annual Meeting of the Elgin-
Middlesex Woodlot Owner’s Association.
Now that the promotional budget for the by-law has been approved, printed advertising
material will be created and distributed. Two mini-posters have been created and
printed and are being distributed to bulletin boards at many area business and gathering
places such as libraries, farm stores and community centres, etc. The two mini-posters
are attached to this report as well.
Later this summer, advertising efforts will be spent creating and printing a tri-fold
information brochure promoting the Woodlands Conservation By-law for distribution in
municipal and Conservation Authority offices and libraries. It is expected that the bulk
of the approved advertising budget will be utilized to have this tri-fold brochure printed
professionally.
CONCLUSION / RECOMMENDATION:
THAT the report titled "Woodlands Conservation By-Law Promotional Campaign" dated
May 8, 2012 be received and filed.
All of which is Respectfully Submitted Approved for Submission
Jeff Lawrence Mark G. McDonald
Tree Commissioner/Weed Inspector Chief Administrative Officer
58
Woodland clearing in Elgin County
Rules set out how to achieve your goal
By Jeff Lawrence
Elgin County Tree Commissioner
The current value of agricultural land and elevated crop prices has many farmers
considering methods of increasing their workable acreage or improving crop
volume from their existing land base.
The solution for many landowners is to clear treed fence rows, remove years of
woodland encroachment in their fields, or clear woodlands entirely.
With all of these viable options, Elgin County farmers and landowners need to
consult the County’s ‘Woodland Conservation By-law #05-03’ before undertaking
a timber harvest, any tree cutting or woodland clearing.
As tree commissioner, I am appointed by Elgin County Council to enact the
Woodlands Conservation By-law. The intent of this by-law is to preserve and
improve woodland resources and coverage in the county, while recognizing the
predominately agricultural nature of the area.
I am available to answer any by-law-related questions, provide information and
guidance through any processes under this by-law. There is no charge for advice
or consultation. The by-law includes a Council Exemption Application process
that permits landowners to clear woodlands or portions of woodlands. However,
any tree cutting or woodland clearing without prior planning or consultation could
result in legal action.
Prior to starting any tree cutting or clearing works of any size, it is in the
landowner’s best interest to contact my office to discuss the project and any
potential requirements of the by-law. This by-law is legislation under the
Municipal Act and, as such, applications submitted for land clearing are required
to undertake a process for approval.
The current forest cover of Elgin County is around 15 per cent, studies suggest a
healthy ecosystem requires 30 per cent. The Woodland Conservation By-law is
just one of the tools that the County of Elgin is using to work with landowners to
preserve and improve our natural heritage.
For more information, please contact: Kettle Creek Conservation Authority (519-
631-1270 ext. 231) or visit: www.kettlecreekconseration.on.ca
59
Call before
you cut
Consult Elgin County’s
Woodlands Conservation By-Law #05-03
before undertaking a timber harvest
or clearing trees.
For more information:
Elgin County Tree Commissioner
519-631-1270 ext. 231
www.kettlecreekconservation.on.ca
60
Help protect
ElginÔs Woodlands
Consult Elgin County’s
Woodlands Conservation By-Law #05-03
before undertaking a timber harvest
or clearing trees.
For more information:
Elgin County Tree Commissioner
519-631-1270 ext. 231
www.kettlecreekconservation.on.ca
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COUNTY OF ELGIN
By-Law No. 12-14
“TO AMEND THE SCHEDULE TO BY-LAW NO. EG1 (01-40), AS AMENDED, BEING
A BY-LAW FOR THE REGULATION OF TRAFFIC”
WHEREAS pursuant to Section 210, of the Municipal Act, being Chapter M.45,
R.S.O. 1990, as amended, the Council of the Corporation of the County of Elgin did pass
By-Law No. EG1 (01-40) for the regulation of traffic; and
WHEREAS now pursuant to Section 11(2) of the Municipal Act, 2001, S.O. 2001, c.
25, an upper-tier municipality may pass by-laws respecting matters within the spheres of
jurisdiction described in the Table to this section; and
WHEREAS said Table authorizes an upper-tier municipality to pass by-laws
regulating parking and traffic on highways; and
WHEREAS By-Law EG1 (01-40) has been previously amended through By-Laws 03-
05, 03-40 and 05-19; and
WHEREAS it was deemed necessary and appropriate to further amend Schedule “A”
Part B to By-Law No. EG1 (01-40) to restrict parking for safety reasons near the First
Baptist Church/Plains Church on Sparta Line;
NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin
enacts as follows:
1. THAT Schedule “A” Part “B” of By-Law No. EG1 (01-40) be and is hereby further
amended by including the following:
10.6.County Road #27 (Sparta Line) from the westerly limit of Fairview Road westerly
for a distance of 185m.
2. THAT this By-Law shall come into force and take effect upon erection of appropriate
signage indicating said No Parking Zones.
TH
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 12 DAY OF
JUNE 2012.
Jim Bundschuh, Bill Walters,
Deputy Clerk. Warden.
105
CLOSED MEETING AGENDA
June 12, 2012
Staff Reports:
1) Director of Financial Services –Municipal Act, Section 240.2 (a) the securityof the
property of the municipality or local board – 99 Edward Street.
2) Deputy Director of Engineering Services –Municipal Act, Section 240.2 (a) the security
of the property of the municipality or local board – Marianne Barrie Lease.