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April 28, 1998 Agenda
ORDERS OF THE DA Y FOR TUESDA Y. APRIL 28TH. 1998 at 9:00 A.M. PAGE # MORNING SESSION 1 st Meeting Called to Order 2nd Adoption of Minutes - meeting held on April 14th, 1998 3rd Disclosure of Pecuniary Interest and the General Nature Thereof 4th Presenting Petitions, Presentations and Delegations 5th Motion to Move Into "Committee Of The Whole Council" 1 6th Reports of Council and Staff Reports of Councillors Reports of Staff 2 7th 1998 County Composite Budget (bring binder with you to the meeting) 3 8th Council Correspondence - see attached i) Items for Consideration ii) Items for Information (Consent Agenda) 4 9th In-Camera Items - see separate agenda 10th Motion to Rise and Report 11th Motion to Adopt Recommendations from the Committee Of The Whole 12th OTHER BUSINESS 1) Statementsllnquiries by Members 2) Notice of Motion 3) Matters of Urgency 5 13th Consideration of By-Laws 14th ADJOURNMENT II LUNCH WILL BE PROVIDED II REPORTS OF COUNCIL AND STAFF 1998 MEETING APRIL 28TH STAFF REPORTS Engineering Services - Temporary Closing of County Road #103 Maintenance of Two Traction Elevators at Manager, C,D. Watters, Manager, Engineering Services the Administration Building C.D. Watters, 1 2. Maintenance Person Administration Engineering Services - C.D, Watters, Manager, Building 3. Library Services, Statistical Report for the Months of February and C, Bishop, Manager, March 1998 4. Operations Report - Tree H. Geurts, Kettle Creek Conservation Authority, CommissionerlWeed Inspector. 5. Summary of County Settlements Personnel Administrator, Underhi H.J 6. 1998 March Occupancy Report for Homes for Seniors Boyes, Director, F.J 7 Replacement - Elgin Manor Homes for Seniors, Equipment Boyes, Director, F,J 8 Seniors, Supportive Housing Program Homes for Boyes, Director, F.J 9. Request for Quad County Support Services Homes for Seniors, Grant Boyes, Director, F,J 10. Seniors, Terrace Lodge Therapeutic Garden Cases and Integration of Homes for Social Services, Transfer of Family Benefit Director, Director, Boyes I RE. Bel Staff F.J 11 12. M.G. McDonald. Administrator/Clerk, Restructuring Funds M,G. McDonald, Administrator/Clerk, Renewal of Agreement with Kettle Creek Conservation Authority for Weed InspectorlTree Commissioner Services 13. 14, Plan and Contingency Response Plan County of Elgin Draft Master M.G. McDonald, Administrator/Clerk, Waste Management K. Dunn, Emergency Measures Co-Ordinator, 15 16. ß' :fl··'/.: 1 :'1 A._Al. ;"'*'1 REPORT TO COUNTY COUNCIL FROM: CLAYTON WATTERS, MANAGER ENGINEERING SERVICES 1998 SUBJECT: TEMPORARY CLOSING OF COUNTY ROAD #103 17, APRIL DATE: (County Road Introduction The Municipality of West Elgin is seeking permission to close Furnival Road #103) for the Tiny Tots Co-Operative Nursery School Annual Trikeathon Discussionl Conclusion The Municipality of West Elgin agrees to be responsible for al equipment required to maintain a safe detour route. The Municipality of West Elgin agrees to hold the County of Elgin harmless during closure. The Mun The Mun and labour The County of Elgin policy Temporary Closing of County Roads requires: materials, · road insurance. Elgin provide appropriate level of liability Elgin has in the past held this event. icipality of West icipality of West · · · Recommendation That a by-law be passed to temporarily close Furnival Road (County Road #103) from Victoria Street to Moriah Street in the geographical location of the Village of Rodney to be closed from 8:00 a,m. to 1 :30 p.m., Saturday, May 30,1998 for the Tiny Tots Co-Operative Nursery Schoo Annual Trikeathon. APPROVED FOR SUBMISSION MARK MCDONALD COUNTY ADMINISTRATOR/CLERK 2 /kab RE~ CLAYTON D. WATTERS, MANAGER ENGINEERING SERVICES LLY SUBMITTED REPORT TO COUNTY COUNCIL FROM: CLAYTON WATTERS, MANAGER ENGINEERING SERVICES 1998 SUBJECT: MAINTENANCE OF TWO TRACTION ELEVATORS AT THE ADMINISTRATION BUILDING 15 APRIL DATE 1998 traction elevators expires May 31 two Introduction The five year contract for the maintenance of Discussionl Conclusion The County followed the purchasing policy and received bids from five companies. The elevator companies were requested to furnish preventative maintenance for the two elevators on a routine monthly basis as required under Section 12 of the CSA and also any other Provincial or Federal regulations. They shall also comply with directions issued by the Consumer and Commercial Relations Elevating Devices Branch. the five year period the contract within The contract specifies that anyone wishing to terminate must give 90 days written notice of such termination commence Recommendation That we accept the lowest quotation from Skyline Elevators Incorporated for a five year period at their quoted price of $328.00 per month for a yearly price of $3,936.00; And that the Warden and Administrator/Clerk be authorized to sign the contract June 1,1998 and expire on May 31,2003. wi APPROVED FOR SUBMISSION MARK MCDONALD COUNTY ADMINISTRATOR/CLERK 3 /kab RESl Ar~-tiÆl~BMITTED CLAYTON D, WATTERS, MANAGER ENGINEERING SERVICES CORPORATION OF THE COUNTY OF ELGIN 1998 TENDER for TWO TRACTION/PASSENGER ELEVATORS Note: G.S.T. Extra MAINTENANCE 1998 COMPANY QUOTED PRICE QUOTED PRICE (Per Month) (Per Year) Skyline Elevators Inc. $328,00 $3,936,00 Schindler Elevator Corporation $350.00 $4,200.00 Montgomery Kone Elevator $368.00 $4,416,00 Dover Elevators $380.00 $4,560.00 Otis Canada Incorporated $770.00 $9,240.00 ( March 31, REPORT TO COUNTY COUNCIL FROM: CLAYTON WATTERS, MANAGER ENGINEERING SERVICES 1998 SUBJECT: MAINTENANCE PERSON ADMINISTRATION BUILDING MARCH 23 DATE cuff) for the same injury rotator (torn Introduction Our Maintenance Person sustained two reported accidents (October 14 and October 16, 1997). Discussion IConclusion The Maintenance Person has since been through physiotherapy with no improvements. After reexamination by an Orthopedic Surgeon the torn rotator cuff will be operated on in late April 1998, the above and our have spoken with the Building Services Supervisor regarding recommendation is as follows: the garbage and any maintenance to open the doors, remove The homes will supply a person items as requested. The Maintenance Person The County has a policy on Modified Work - Temporary Light Duties will report to work as soon as possible with the Doctors approval. Recommendation That the Elgin County Homes for Seniors be authorized to provide a maintenance person to fi the temporary vacancy following the surgery of the Administration Building Maintenance Person /kab APPROVED FOR SUBMISSION RESPE;~L Y SUBMITTED MARK MCDONALD COUNTY ADMINISTRATOR/CLERK 5 CLAYTON D. WATTERS, MANAGER ENGINEERING SERVICES REPORT TO COUNTY COUNCIL FROM: CLAYTON WATTERS, MANAGER ENGINEERING SERVICES 1998-06) 1998 SUBJECT: PLOWING IN DRAIN TILES (CONTRACT NO APRIL 22 DATE Plowing In Drain Tiles on County Roads #8, #20, #35, #46 tendered for Introduction Engineering Services #76 and #104. Discussionl Conclusion the purchasing policy and received bids from two companies The County followed Recommendation That we accept the low tender from Van Bree Drainage & Bulldozing Limited for Plowing in Drain Tiles at their tendered price of $62,064.16 (GST included); And that the Warden and Administrator/Clerk be authorized to sign the contract. /kab APPROVED FOR SUBMISSION MARK MCDONALD COUNTY ADMINISTRATOR/CLERK RESPECTFULL Y SUBMITTED f/l CLAYTON D. WATTERS, MANAGER ENGINEERING SERVICES THE CORPORATION OF THE COUNTY OF ELGIN CONTRACT NO. 1998-06 PLOWING IN DRAIN TILES 1998 COMPANY TENDERED PRICE Van Bree Drainage & Bulldozing Limited $62,064.16 G. W. Clarke Drainage Limited $64,892,29 22 Apri REPORT TO COUNTY COUNCIL FROM CLAYTON WATTERS, MANAGER ENGINEERING SERVICES DATE: APRIL 22, 1998 SUBJECT: HOT MIX ASPHALT PAVING (CONTRACT NO. 1998-05) [HIGHWAY TRANSFERS] Introduction Engineering Services tendered for Hot Mix Asphalt Paving on County Roads #4, #73 and #76 Discussionl Conclusion The County followed the purchasing policy and received bids from three companies. Recommendation That we accept the low tender from Walmsley Bros, Limited for Hot Mix Asphalt Paving at their tendered price of $1 ,926,904,15 (GST included); And that the Warden and Administrator/Clerk be authorized to sign the contract. /kab RES¡r;~ SUBMITTED APPROVED FOR SUBMISSION ~ CLAYTON D. WATTERS, MANAGER MARK MCDONALD ENGINEERING SERVICES COUNTY ADMINISTRATOR/CLERK THE CORPORATION OF THE COUNTY OF ELGIN CONTRACT NO. 1998-05 HOT MIX ASPHALT PAVING 1998 COMPANY TENDERED PRICE Walmsley Bros. Limited $1,926,904.15 TCG Materials Limited $2,098,020.16 Towland (London) 1970 Limited $2,218,281.37 22 Apri REPORT TO COUNTY COUNCIL FROM: CLAYTON WATTERS, MANAGER ENGINEERING SERVICES 1998-03) 1998 SUBJECT: COLD IN-PLACE ASPHALT RECYCLING (CONTRACT NO [HIGHWAY TRANSFERS] APRIL 22 DATE Recycling on County Road #73 and Cold In-Place Asphalt tendered for Introduction Engineering Services County Road #76 three companies Discussionl Conclusion the purchasing policy and received bids from The County followed Recommendation n-Place Cold That we accept the low tender from Hard Rock Paving Company Limited fo Asphalt Recycling at their tendered price of $811 ,620.68 (GST included); And that the Warden and Administrator/Clerk be authorized to sign the contract. r APPROVED FOR SUBMISSION MARK MCDONALD COUNTY ADMINISTRATOR/CLERK /kab R~CTFULL Y SUBMITTED {¥M CLAYTON D. 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WEED INSPECTOR 21 : 10 APR-17-S>8 FRI MARCHI APRIL -1998 Tree Commissioner >I< Presentations to Council regarding two violations of the Trees Act and carried out follow up correspondence with involved landowners and County Solicitor. of Violation of the By-law. One complaint was involve removal of undersized trees but were used for >I< Responded to two complaints erroneous, the otber situation did personal use only, 12 active Notice ofIntents with the County >I< Attended two day conference on implications of changes to management of the Federal Fisheries Act regarding harvest of forests in Southern Ontario >I< Inspected within thc to new municipalities Destroy Weeds protocol Weed Inspector >I< Distribution of Notice to County. through use control options of Purple Loosestrife 10 to Council >I< Investigated and reported of Beetles. Council ReJJorUoCount Personnel Administrator Harley Underh FROM: 1998 Summary of County Settlements 6 Apri DATE: SUBJECT: in its attempt to members, began settlements to share NTRODUCTION/BACKGROUND In May of 1996, the Ontario Human Resources Association improve labour relations communications amongst their requesting brief but specific details of Collective Agreement with the group DISCUSSION In the past, the Personnel Department has summarized this information to include County Settlements and provided same to the Corporate Services Committee for their information CONCLUSION these details for your review. time be submitting from time to wi RECOMMENDATIONS 1 1 Receive and file the attached Municipality Type of Unit Contract Period Increases/Decreases Contact Middlesex County Outside July 1/97 - June 30/2000 1% - July 2/97,1% - Jan. 1/98, Doug Speliigue, 2% - Jan. 1/99, 3% - Jan 1/2000 Human Resources Officer Some benefit containment Oxford County Social Services Apr. 1/97 to Mar. 31/99 1.25% - Apr. 1/97, 1.25% - Apr. 1/96 Janice Kubiak, Personal Officer Board of Health Jan. 1/97 to Dec. 31/98 1.25% ~ Jan. 1/97, 1.25% - Jan. 1/98, mileage frozen -1998 UPDATE #1 Contact Mac Redmond, Personnel Director Increases/Decreases Settlement resolved pay equity complaint - RN - $47,051.55 PHN - $48,841.65 Contract Period Mar. 31/99 Apr. 1/98 Type of Unit Health Uni ONA Municipality Lambion County Doug Spettigue, Human Resources Officer some benefit 2% - Jan. 1/98 containment Jan. 1/98 Non-Union Middlesex County 1998 Revised: March Current agreement rolled over for 2 years 12 1/97 to Dec. 31/98 Jan. Homes fite: VACHONLL\OMHRA\agresum8.xls ONA REPORT TO ELGIN COUNTY COUNCIL Homes for Senior Citizens Department FROM: April 15, 1998 Occupancy Report for March 1998 - Report #1 DATE: SUBJECT: round: Introductio indicated occupancy levels as follows: -87% -90% -94% The previous month's report Elgin Manor - 2,325 days Terrace Lodge - 2,613 days Bobier Villa - 1,592 days Discussion: During March, admissions to Elgin Manor and Terrace Lodge were suspended due to the flu outbreak. The Long Term Care Area Office have been advised of this situation in order that the particular time frames may be r~moved from the calculations determining whether we meet the 97% target. Conclusion: March 1998 is submitted: -90% -95% -99% The report on occupancy for Elgin Manor - 2,387 days Terrace Lodge - 2,885 days Bobier Villa -1,723 days Recommendation: THAT the occupancy report be received and filed. Respectfully submitted: Mark McDonald County Administrator/Clerk Approved for submission: REPORT TO ELGIN COUNTY COUNCil Homes for Senior Citizens Deparhnent FROM: April 15, 1998 DATE: Equipment Replacement - Elgin Manor - Report #2 SUBJECT: round: Elgin Manor Laundry operates seven days a week providing personal laundry service, as well as sheets/towels for the residents of the Home. There are two commercial dryers and washers in the laundry. The laundry has been equipped with an air conditioning unit (30 years old) and recently quit working. Introductio Discussion: The Building Services Supervisor assessed the situation and through discussions with the local firm normally providing repair service to the air conditioning units, it was determined the equipment requires the replacement of the condensing unit, including fans and compressor. Conclusion: The laundry department requires an air conditioner due to the intense heat generated by the commercial dryers and washers. The Building Services Supervisor requested three firms to provide written quotations on the replacement of the equipment, and they are: Rite Temp Refrigeration - $5,850.00 plus G.S.T. Soan Mechanical Ltd. - $7,000.00 plus G.S.T. Carmichael Engineering - $5,900.00 plus G.S.T. Recommendation: THAT the quote submitted by Rite Temp Refrigeration in the amount of $5,850.00 plus G.S.T. be accepted for the replacement of the air conditioning unit at Elgin Manor. J1uIU I Director/ Ad¿;inistrator Respectfully submitted: F. J. Boyes, Mark McDonald, County Administrator/Clerk Approved for submission: REPORT TO ELGIN COUNTY COUNCil Homes for Senior Citizens Department FROM: April 15, 1998 DATE: Supportive Housing Program - Report #3 SUBJECT: round: When the Bobier Villa was contemplated for the site adjacent to Caledonia Gardens, there was discussion that the Bobier Villa staff would be able to provide services to the residents of the apartment units. We have, since opening the Villa provided programs such as Day Program, Diners' Club and Hairdressing services. The Ministry of Health has promoted the program known as "Supportive Housing" and this program is different from those services currently provided. Last year, the West Elgin Community Health Centre submitted a proposal to the Long Term Care Area Office to be the provider of Supportive Housing. The specifications within the guidelines indicate that "the provider of the program" could not be the same as the "deliverer of services". Introductio Discussion: The services that the Bobier Villa currently provides to the apartment dwellers are: Diners Club, Hairdressing Services, Day Program, and Activities. The Supportive Housing program provides such services as: Attendant Care, Assistance with Activities of Daily Living, and Assistance to and from services/ programs at Bobier Villa. The W.E.e.H.e. are receiving proposals from various firms for Attendant care, etc. It has been discussed that the attendant would be on site for approximately 12 hours providing services in the apartments for those clients who would be on the program. I have had discussion with Bonnie Rowe, who is the Supportive Housing Co-Ordinator for W.E.e.H.e. with a view of what services Bobier Villa may be able to provide to those clients on the program. We see the Bobier Villa staff being able to provide an "on CaIY' service for emergencies during the hours of 2000 to 0800; and that the R.P.N. on duty would respond to emergency call through the pager that would be left by the Attendant from the apartments. There would be full documentation provided by the W.E.e.H.e. Co- ordinator on each of the clients within the program; and their expectation would be that our staff would assess the emergency situation and act accordingly, i.e. contact family, corttaÇt ,fue ambulance, etc. The Bobier Villa would assume any liability for the actions of thesfl;ïtf acting in this capacity, however, the Director of Nursing felt with the docum~~ation pr¡,vided, the staff would be able to act in their capacities. For the provisií'ttl òfthi!¡ "on Call" service, there would be a fee provided to the Bobier Villa from the ~upppr ;ive Housing program; and such fee would be credited to the nursing salaries budget t() offset expenditures. 15 REPORT TO ElGIN COUNTY COUNCil "continued" Supportive Housing Program - Report #3 - SUBJECT: Conclusion: The participation in the Supportive Housing program at Caledonia Gardens makes good sense. Our philosophy for community support programs has always been one of offering seniors choiçes available to maintain their independence. This program will allow those seniors that opportunity within their own apartments, yet remain part of the community at large. Recommendation: THAT the Director/Administrator be authorized to engage in the participation of the Supportive Housing program at Caledonia Gardens, and that the proposal for services to be provided by Bobier Villa be approved, subject to concurrence of Frank Cowan Insurance Company. ~ Director/Administrator Respectfully submitted: F. J. Boyes, Mark McDonald County Administrator/Clerk 16 Approved for submission: REPORT TO ELGIN COUNTY COUNCil Homes for Senior Citizens Department FROM: April 15, 1998 Grant Request from Quad County Support Services Report #4 DATE: SUBJECT: During the budget session, further information was requested with respect to two grant requests. One was the Tillsonburg Multi-Service Centre and the other request that was awaiting further information was from the Quad County Support Services located in Wardsville. Introductio Discussion: This organization has requested Council to consider a grant of $2,000.00. The grant would be used to offset operational programs currently provided in West Elgin. For example, there are ten (10) clients in West Elgin utilizing the services. In Dutton, there is a Community Support Centre that is shared with the St. Thomas branch of Community Living. The store-front operations provides the clients an opportunity to participate in community activities. The grant would be used towards the shortfall in the operational expenditures. Conclusion: The clients would benefit from the grant directed to the operational expenditures, there is a tr.emendous effort put forward to enrich their lives through the resource centre. The inclusion of the $2,000.00 grant in the budget would be a positive approach if Council so chooses. as Recommendation: For County Council consideration. Respectfully submitted: Mark McDonald, County Administrator/Clerk Approved for submission: REPORT TO ElGIN COUNTY COUNCil Homes for Senior Citizens Department FROM: April 15, 1998 DATE: Report #5 Terrace Lodge Therapeutic Garden SUBJECT: ound: For the past three years, the staff and residents of Terrace Lodge have been working towards the development of a Therapeutic Garden for the north wing, through fundraising endeavors such as bingos, raffles, etc. In 1996, we had a landscape designer complete the plans for the garden and diligently worked on the fundraising. The Homes Committee of 1996 approved the plans to develop this garden, and we called for proposals for the work to be completed. . Introductio Discussion: There were a total of six firms submitting proposals on the whole project and two firms submitting proposals for specific parts of the project only. The lowest bidder has been contacted with a view to modify the garden plan (specifically the concrete walkways) to be in the budget range. The contractor (Mr. Jim Thompson) has made several suggestions such as utilizing other stones for the retaining walls and purchasing the benches and arbors, etc. ourselves to reduce costs. Conclusion: We anticipate that the work on the therapeutic garden will commence in the early part of May, and should be complete within a month. This project has been funded through donations such as memorial donations, staff operating bingos, and the staff social committee operating raffles and other fundraising activities. The garden will be a welcome addition for the residents of lower north who require a secure environment to enjoy the outdoors. Recommendation: :J Jvl; Director! Admimstrator For County Council information. Respectfully submitted: F. J. Boyes, Mark McDonald, County A.dministratorjOerk Approved for submission: Council Renort to Coun Director of Social Services R. E. Bell From: 14 April 1998 Transfer of Family Benefits Cases and Integration of Staff Date Subject; Introduction/Background On I January 1998, the Ministry of Community and Social Services stopped taking new application for all classes of Family Benefits except unemployable cases. They are maintaining their current cases but these will be transferred to the municipal level by 31 December 1998. I have attended four meetings recently regarding this transition. Discussion/Conclusion It has become apparent that the transition described above will only take place after consolidation under a single delivery agent has been achieved. As the County will no longer be involved in Social Services administration by then, no further action would appear to be necessary. information only. s Recommendation is for Council' This report R. E. Bell, 19 ,~~r Approved for Submission Council Reøort To Count L.B. Veger, Treasurer and M.G. McDonald, County Administrator/Clerk From: 1998 9th, Apri Date: Restructuring Funds Subject: Introduction: As you know, the Ministry of Municipal Affairs and Housing has announced the extent of the funding allocations under the Municipal Restructuring Fund Program, According to the terms of the fund, municipalities were eligible to receive a maximum of 75% of eligible costs, with the understanding that the total allocation of the fund could not be exceeded. Discussion: The County's total request was for $672,868.00 and if approved at the 75% maximum would result in a grant of $504,651.00, As you may also be aware, only one municipality in Elgin has received the full 75% refund (West Elgin), The range offunding assistance was 52%-75% of the total request. The Ministry did not produce an explanation as to how the funding allocation was arrived at and no one knows for certain if all of the County's request was eligible. All we know is that some capital items, such as rolling stock, were not eligible and funding allocations were reduced in an arbitrary manner in view of the limited funds available. the the It is important to note one significant difference in the County's application versus lower-tier, Our application was to recover costs already spent, while the majority of lower-tier funds have not been expended, A meeting of local Administrators was held recently to discuss how best to determine the amount of the County's refund from the fund. It is suggested, since we do not know if all of the County's application was approved (although we did not apply for anything that has since been ruled ineligible) and lower-tier municipalities received between 52%-75% of the grant, that the County invoice the lower-tier for 60% funding or a total of $403,720.00. This means the lower-tier municipalities will retain an extra $100,000,00 in the aggregate and the County will receive $100,000.00 less than expected from the fund. The downside to this is, municipalities such as Southwold and Aylmer who contributed through the levy to the cost already expended on restructuring, will share in the $403,720,00 allocation instead of $504,000.00. For audit and record keeping purposes, we have agreed (subject to your approval) to send one invoice, in the full amount,· to each of the five municipalities that applied for 20 2 funds on behalf of the County and provide a grant back to them for their portion of the 15% refund from the County. We further suggest that these County invoices be directed to the lower-tier later this year to assist their cash flow. Conclusion: Due to the arbitrary nature of the allocations, staff believe the course of action outlined above is a fair and equitable approach to reconciling this matter. Recommendation THAT the County of Elgin invoice the lower-tier municipalities for the full amount of the eligible restructuring costs (75% of full costs or $504,000.00) and provide a grant back to the five lower-tier municipalities who made the application in the amount equal to 15% of the full costs or approximately $100,000.00 in the aggregate; and, the County of Elgin Issue ities' cash flows municipa That, in consideration of the lower-tier the invoices on October 31, 1998. £ L.B. Veger, Treasurer, of which is respectfully submitted AI <) 1 2 M,G. McDonald, County Administrator/Clerk, Reøort to Count' Council FROM: Mark G. McDonald, County Administrator/Clerk DA TE: April 20th, 1998 SUBJECT: WASTE MANAGEMENT MASTER PLAN AND CONTINGENCY BackQroundllntroduction: For several years now, the County and the City have been working in tandem to develop a long-term waste management plan for area municipalities. In fact, the Environmental Hearing Board, in its ruling on the interim expansion of Green Lane, directed that a Master Plan be initiated. The "Plan", which examines options for disposal, waste diversion strategies, service levels and standards, among other items, has been studied but has not yet been compiled into one single document. It is proposed that all components of the "Plan" now be drawn together in a comprehensive document and be adopted by County and City Councils. Discussion: Mr. Janes and Mr. McKay estimate that the total cost to complete the document will not exceed $10,000.00 ($9,000.00 for Mr. Janes' services and $1000.00 for legal advice). The County's share of the costs would be $6,000,00 or 60% and there are funds available in the Waste Management Reserve Account to cover this expenditure. It is further estimated that the finished product will take four to six weeks to complete. Rationale: Although the codification of the Master Plan into a single paper is not mandatory, Ministry of the Environment staff recommend that we seriously consider finishing the document. The "Plan" will be needed as part of municipal evidence at any Environmental Assessment Hearing which may be required and would also prove instrumental to support and justify any emergency expansion of the site, should the Certificate of Approval not be implemented by the February 28th, 1999 deadline. Furthermore, finalizing the work undertaken to date, may prove instructive in explaining the actions of both Councils taken so far and over the length of the potential 20 year contract. Continaencv Plan: At the time of writing, the status of the final Certificate of Approval for Green Lane and the requirement for a Hearing are unknown. Green Lane's application rests before the Minister, awaiting his or Cabinet's disposition. It is possible that a comprehensive or a "scoped" Hearing may be ordered. Even if the requirement of a Hearing is waived, time is growing short, since certain works would be required to comply with the conditions of the 23 to ensure that to them, in case 2 Certificate of Approval A contingency should be prepared now municipalities have alternate disposal and collection services available timing becomes an issue. As a result, the Waste Management Technical Committee recommends reviewing and identifying options and an action plan for March 1 st, 1999. Such options would include further discussions with Green Lane and potential support for an emergency certificate for the expansion of the existing site. These alternatives would be reported on over the next four to six weeks. Ministry staff have indicated that there is nothing further that municipalities can do to expedite the process. However, the Warden and the Mayor may wish to write the Minister to remind him of our timing concerns and the importance of an early decision. (See previous letters attached.) Conclusion: Considering the available information, staff believe the preparation of a final document entitled "Waste Manaaement Master Plan" and the development of a Contingency Plan for waste management services, are prudent courses of action for the County municipalities and the City of St. Thomas. the with Plan Recommendation: THAT staff be authorized to finalize the Waste Management Master assistance of S. Janes and W. McKay at an upset limit of $10,000,00; and, That with the assistance of W. McKay and S. Janes, staff prepare a Contingency Plan, outlining all options available for disposal of municipal waste following the expiry of the current contract, in the event that Green Lane's Certificate of Approval is not issued and implemented in a timely manner. 24 Respectfully submitted ----... Mark G. McDonald, County Administration/Clerk, 450 SUNSET DRIVE ST. THOMAS, ONTARIO N5R SV1 PHONE (519) 631-1460 FAX (519) 633-7661 OFFICE OF THE WARDEN 1997 December 15 The Honourable Norman W. Sterling Minister of the Environment and Energy 12th Floor 135 St Clair Avenue, TORONTO, Ontario M4V 1 P5 West Mr. Minister: Dear 1997 to you from MOE EA File No PR-GL-02 I have had the benefit of reading a copy of the letter of December 12th, Mayor Steven Peters in connection with this file. Re: a hearing. As noted by the Mayor, the co-operative effort between the County, the City and Green Lane has provided an effective three stream waste collection system for a number of municipalities in this County and it will be available to each local municipality if Green Lane receives approval for its environmental assessment and the other approvals. support his request for approval without in my view, a hearing The County will support Green Lane at the hearing if necessary but, is neither necessary or desirable this the Mayor to discuss to Toronto with trave am prepared to If it would be helpfu matter with you truly, Yours very Warden Harry Mezenberg 25 S. Peters klKrt.flNÚrf Mayor cc he 002 I4J J.. '-Ä,7:-"J ASSOC AND P.o, Box 520 . CIIY H.II 51. Thomas, Onterio NSP 3V7 Telephone (519) 631-1680 Fax (519) 633- 9019 GUNN 1 519 631 1468 FAX 16:28 12/12/97 .> --- ~.;,}'.,~ '';¡'ì'' '~1.",. _.\~1;,.., ~~~fi···-L·i1r4·r¡:t·" "-<J,It"".. .." OFFICE OF THE MAYOR 997 12 Dccember Corporàtion of the City of St. Thom~s The Honourable Norman W. Sterling, Minister of the Environment, 12th Floor, 135 St. Clair Avenue West, Toronto, Onlurio M4V lP5 L-02 Dear Mr, Minister to in the near future on whether or send it to a hearing, is our understanding that you will be making a decision the Green Lane Environmental Assessment application It approve ror close to 50 years., the City has had a relationsbip with Green Lane, and has recently entered into a long tcrm agreement for the continuation of that service. St, Thomas has been a recognized leader in waste reduction through our very successful three stream system provided by Green Lane which includes centralized composting and materials recovery resulting in almost fifty (50) percent reductiorl, This service is nOw being made available to the County municipalities, The continuation of our systems and those within Elgin Coul1ty are dependent upon the ultimate approval of the Green Lane Envil'onl11ental Assessment together with the approvals for the long term expansion of the landfill site, In the past, the City has supported Green Lane before the Environmental Assessment Board alld we are prepared to do likewise in this installce if deemed necessalY, We have reviewed the support documentation provided by Green Lane for this sLlbmission and are satisfied that any outstanding issues or concerns raised can be adequately addrcssed within the terms and conditions 26 light of the .---- - derived from any hearing justified in ...."*"'" of a Certiticate of Approval. Are the benefits expense and time involved for an parties? vv. ..L <.1.1.... ,,,,,- .1,u.,,"o " If it would be helpful, I would be prepared 10 meet with you, along with the Warden of Elgin County, to clarify the municipal position or to add further to our opinion that a publ)c hearing should be waived or at minimum, the issues narrowed or focussed. Yours truly, ~~~-~ Peters, Stephen J Mayor 27 Warden H. Mezenberg, Elgin County cc Elgin County Co unci To: Karen Dunn, Emergency Measures Co-ordinator From: April 17, 1998 County of Elgin Draft Emergency Response Plan Date: Re: Introduction Emergency Response Plan for the County of Elgin Attached is a copy of the draft Discussion As you are aware, this draft document is the culmination of several months' of research, meetings and discussion. The Emergency Measures Committee, which consists of elected officials, emergency response personnel, and staff has worked diligently to meet deadlines and to prepare a comprehensive document. We are now in a position to circulate the plan to others for comment. In particular, staff are seeking approval to circulate the draft plan to the lower tier municipalities. Recommendation THAT the attached draft Emergency Response Plan for the County of Elgin be approved for circulation to the lower tier municipalities for their comments and input. Emergel'leY"Measures Co-ordinator 28 - Submission Approved for REPORT TO COUNTY COUNCIL Sandra Heffren, Deputy Clerk FROM: Apri/15, 1998 SUBJECT: Renewal of Agreement with Kettle Creek Conservation Authority for Tree Commissioner/Weed Inspector Services DA TE: Backaround: County Council has a yearly agreement with Kettle Creek Conservation Authority for the provision of Tree Commissioner and Weed Inspector services, The County also supplies the Authority with a vehicle, which we maintain and licence, and KCCA insures and provides fuel. Our current agreement expires on April 30, 1998. Discussion: This agreement has worked quite well. Staff at Kettle Creek have performed all functions involved with weed inspection and tree commission activities, make monthly reports to Council, and consult with County administration when required. When County Council decided to outsource the service in 1994, our costs decreased from $48,245 when it was provided by County staff, to $30,750. The agreement decreased through negotiations in 1996 to $24,500 and has remained constant over the past two years. Considerations At last Council meeting, April 14, the Agricultural budget in the amount of $25,500 was approved for consideration in the County Composite Budget. This included $24,500 for the service, $100 for licensing, and an additional $900 for maintenance of the vehicle, as we no longer have County staff that can perform this task. (Note: The Manager of Engineering Services, has estimated the County cost for the Roads Department to maintain this vehicle in the past at approximately $1,000 per year) Budaet Recommendation THAT the agreement with Kettle Creek Conservation Authority for the provision of Tree Commissioner and Weed Inspector services be renewed, in the amount of $24,500.00, for the term May 1, 1998 to April 30, 1999; and further THAT the Kettle Creek Conservation Authority administer repairs and maintenance of the County vehicle, in consultation with County staff, and forward the invoices to the County for payment. S. J. Heffren Deputy Clerk pproved for Submission M. G. McDonald County Administrator/Clerk 22 1998 COUNCIL CORRESPONDENCE - APRIL 28. Items for Consideration George Street 1 Hennessey, Bowsher, Gibson & Carrie re: the 1986 Cowan Park-St. agreement ( brought forward from April 14th Council Meeting). (ATTACHED) 2. Mr. Herb Brown, President St. Thomas-Elgin Tourist Association on behalf of the Board of Directors, requesting the appointment of two members of the public to the Tourist Association Board. (ATTACHED) 3 Mr. Roy Stewart, Chairman, Canada Indivisible, with a Unity Resolution expressing the wish of some municipalities who want to remain part of Canada regardless of any future referenda in the Province of Quebec. (ATTACHED) re: 4. Ms. Paula M, Dill, Assistant Deputy Minister, Ministry of Municipal Affairs & Housing Delegation of Subdivision Approval Authority to the County. (ATTACHED) 29 & Carrie qi6son Notaries Public Ðowshelj n (ennesseYJ. Solicitors, :.J1J Barnsters, LL.B. LL.B. James R. Carrie. B.A. Stephen H. Gibson, B.A. LL.B. Gibson, B.A. B.C.L. Bowsher LL.B. Deborah-Anne (Hennessey) B.A. B.A. Murray J. Hennessey. K. Stewart -_. ,,- IDII r¡)j{f:;'F.~rì\Y:rlt07>®l ~/,(!'(\.~~c<~~J V ~ \ï¡, ~"'~~,.. I) . 25 1998 COUNTY OF ELGIN Cl.f:RK'S DfFiCE MAR 150-36 1998 File No March 24th, The Corporation of the County of Elgin 450 Sunset Drive St. Thomas, Ontario N5R 5V1 Mark McDonald, Administrator Mr. Attention: Sir: Dear e Street This is an old chestnut. Back in the early part of 1986, the County reached an agreement with the City whereby the County would acquire a portion of "Cowan Park" for the purpose of realignment of St. George Street. Geor, St. Cowan Park RE: Given the circumstances under which the City held title to the park, it was determined that the prudent procedure to follow was to have the County expropriate the parcel and in that way extinguish the interest of the "Cowan Estate", if any, in the parcel in question. The procedure as provided for in the Expropriation Act was followed, but unfortunateiy was not concluded. Annexation discussions were then being conducted between the City and the Township and the area in question was in issue, The County determined that it ought not to expend any monies on St. George Street if there was a possibility that the road would soon be under City jurisdiction and accordingly the project was abandoned. The City on several occasions has requested that we take the required steps to remove the County's interest acquired by virtue of the expropriation procedure, The City is not seekin9 any compensation for its efforts but have requested that the County contribute $400,00 towards its legal costs. the Facsimile 519-633-9374 I believe it is time for the County to finish this matter and accordingly I have taken to draft and enclose a quit claim transfer from the County to the City of the parcel. . Telephone 519-633-3310 . Ontario N5P 3V6 30 Box 548, St, Thomas. P,O liberty 08 Centre Street, 2 I would strongly recommend that the quit claim be executed where indicated and returned to me together with a cheque payable to the City in the amount of $400.00; an amount which is most reasonable. Yours very truly, HENNESSEY, Per: 31' MJH:mg encl. --- ~. \1ï;'(¡;;'r,,~rIP~V¡l:t'·?~· ;,1.,1 i' "..,', s 11 il' ! t i l"l'J .......#' ~"""'~ ">ii .¡¡ It C}l,,',ø'.O ~ APR 2(4 1998 ST. THOMAS-ELGIN TOURIST ASSOCIATION 450 SUNSET DR. ST. THOMAS, ONTARIO N5R 5V1 TELEPHONE 519-63 1-8188 COUNTY OF ELGIN Gl.mK'S Qf!'If.E! --,-- <. Mr. M, McDonald Clerk - Administrator County of Elgin 450 BUl1set Dr. 8t. Thomas, Ont. N5R2Vl Dear: Mark: The County of Elgin is allowed three representatives on the 8t. Thomas-Elgin Tourist Association as appointees. As a result of restructuring, County Council has been reduced to nine members which has resulted in the County reducing the representation to our Board to one member of County Council. We fully understand the need for the County to adjust. We are requesting that the County appoint two members of the public to our Board for this term. The first person is Irene Puddester of Blueberry Hills Farms in Rodney and the second individual would be a representative of the Rodney Chamber of Commerce, The appointment would be to December 31,1998. We appreciate your consideration of this matter. Yours erb Brown President 8t. Thomas-Elgin Tourist Association On behalf of the Board of Directors 32 ~~@C~QVŒ\ID Mar 30/98 1998 COUNTY OF ELGIN ClER\('S OfFICE \1 APR Canada INDIVISIBLE c.P.! Box 46008 Pointe-Claire Québec H9R 5R4 "a (514) 691-1320 .!;!. (514) 691-0210 As you may be aware, some 44 municipal councils in Quebec, at very considerable risk, have rejected the separatist option and have declared by resolution the wish that their municipalities remain in Canada, The Councils which have passed such resolutions are in great need of your help. The wording of the Quebec resolutions has varied, slightly. But the general idea is clear. These communities are saying that regardless of any future referenda in the Province of Quebec, these communities would wish to remain in Canada, Please find in the enclosures with this letter a draft resolution supporting the actions of these Councils. We request that you pass this or a similar strong supporting resolution. Such a resolution would be tremendously supportive of these Quebec Councils and their citizens (French, English, and other) who want, desperately, to remain in Canada. Already, .17 Ontario towns have passed strong unity resolutions, We would like to take this opportunity to inform you that we are plånning a 'Canada Indivisible - Grass roots Bound' road trip across the country this spring and summer. An important part of our agenda will be thank you visits to communities that have passed strong unity resolutions. We would hope to include your community in our tour. Thank you for your help for a Canada in French and English is available literature Our indivisible Please mail a copy of your resolution to Prime Minister Jean Chrétien, House of Commons, Centre Block, Room 309 - S, Ottawa, ON, KIA OA6. Please send a copy of your resolution to Canada Indivisible. ~) ~~ç.¡J\--" Roy Stewart, Chairman CANADA INDIVISIBLE Sincerely ry \ '- 33 Suggested Unity Resolution Canada Indivisible, Who we are Attachments - Dated WHEREAS: Whereas the electors of a great many of the Quebec communities have voted by substantial majorities to reject Quebec separation, both in 1980 and 1985 (and also in the Federal election of June 22/97); Whereas, since the Quebec referendum of Oct 30/95, the councillors and mayors of 40 Quebec municipalities have passed resolutions stating that they would wish to remain in Canada regardless of the outcome of any future referendum in Quebec; Whereas a first responsibility of governments is to protect its citizens; Whereas the citizens of have a strong sense of respect for the residents of Quebec and are deeply committed to support their French and English brothers and sisters in the Province of Quebec; Whereas any separation of a part of Canada would have very serious consequence for all Canadians; Whereas the indivisibility ofthis nation has been called into question; Whereas Canada is the democracy and any change to the borders of Canada would necessitate Constitutional Amendment that was supported by all Canadians; Whereas the municipal and provincial governments are democratic institutions but they are not Unity Resolution of the City of democracies; Whereas the question of national unity needs to be settled, swiftly and decisively, for Canadians and all the world BE IT RESOLVED: Ensure that the territories of those communities in the Province of Quebec that wish to remain in remain in Canada, and this without regard to the result of any future referendum in the Province Canada shal of Quebec. Remind the Government of Quebec and the people of Quebec that referenda are not legally binding, therefore all Canadians must participate in any negotiation to change the seizure of power by any province, responsibility to protect in any process to change the that Canada is the democracy and boundaries of Canada, Enable the Government of Canada to deal territory or other jurisdiction in Canada, Remind CaIJadians that the Government of Cana{1a has a person and property, Confirm, in the Parliament of Canada, that this nation is indivisible. Confirm, in the Parliament of Canada, that all Canadians will participate boundaries of Canada. !md moral with any unlawful Jega Canadians. Support continued efforts to create better understanding amongst al Jean Minister of Canada, M, 34 And that, The City Clerk will distribute copies of this resolution to the Prime Chrétien, and Canada Indivisible. of2 I Page Dec 7/97 we do CANADA INDIVISmLE Who we are, Our objective and What Our Objective Our objective is solely Canadian unity and therefore we have been particularly active in the debates over the separation of Quebec, .."¡¡'~ Canada Indivisible is a non-profit organisation formed under the laws of Canada, Its headquarters are on the island of Montreal. We have some 800 members throughout Canada's provinces, the majority of whom are located in the Montreal area. Our membership comprises both French and English speaking people. Our name, Canada Indivisible, is completely bilingual W!,owe We receive no corporate or government grants. All members and executive are volunteers and receive no compensation. All members pay their own expenses related to any work they do for our organisation and this includes the use of one member's private aeroplane. we do We started with our members being regular visitors to shopping malls and other public places exto!1ing the virtues of Canadian unity, soliciting support, selling memberships at $10 each ($5 for seniors and students) and round white badges emblazoned with a red maple leaf and the inscription, CANADA INDIVISffiLE for the sum of$l apiece, What Canadian schools on select In 1996, we began an ongoing national essay contest in a few Canada and Canadian unity. At the St Andrews - by - the - Sea Premiers' Conference, we submitted papers on national unity to the 10 Premiers of Canada. We followed up with a submission to the Calgary Unity Conference, During the past 2 years, we have also sent numerous other topical position papers to the political leaders of Canada. We began a program of organising our members and other volunteers to ask their Members of Parliament to support our petition which asks the Government of Canada to confirm that "Canada is Indivisible" and that "the boundaries of Canada, its provinces, territories and territorial waters may be modified only by (a) a rree vote of all Canadian citizens as guaranteed by the Canadian Charter of Rights and Freedoms, or (b) through the 35 Page 2 of2 Amending Formula as stipulated in the Canadian Constitution". These petitions have been signed by Canadians across the land and have been read in the House of Commons some 40 times. The Government of Canada subsequently asked the Supreme Court to rule on basically this same matter. The Court is now proceeding. A number of the citizenry and their municipal councillors in Quebec began questioning how they could express their views politically concerning separation. This began the movement of one municipal council after another of passing resolutions stating their rejection of separation and their wish to remain in Canada. Several unity groups supported the citizens in their communities, Canada Indivisible played a support role in the case of some of these communities. Because of our computerised listing of members and petitioners in each community, we were able quickly to mobilise residents to att~nd CO'1Ucil meetings rdat"d to the resolutions. In sum, over 40 Quebec municipalities have already passed resolutions clearly stating their wish to remain in Canada. These resolutions have caused extreme embarrassment and dealt a serious blow to the separatists. The councillors who have voted for these resolutions have been branded as 'partitionists' by the separatist forces. Two councillors of the Ville Lasalle Council have had graffiti painted on their houses in the form of swastikas and the words death to the partitionists. A scuffle deveJoped when a group of separatists tried to prevent citizens trom proposing a similar resolution to the City of Verdun Council. The separatists were led by Raymond Villeneuve, a convicted terrorist of the FLQ days. A few days ago, a bomb was placed outside the home of a Verdun unity activist. Obviously, the matter is serious. The Councillors in these Quebec municipalities are in the line of fire, These municipal councils and those people in Quebec, who desperately want to remain in Canada, must have the support of the municipal councils outside of Quebec through passage of the Canada Indivisible support resolution. Our present program is to get as much support as possible from outside Quebec to bolster these Quebec residents who wish to remain in Canada. This support we are seeking is in the form of the support resolution included with this information package, Your action is solicited for a united Canada. It is important to send a clear message to the separatist forces that they cannot speak for, or force, those who do not share the separatist viewpoint. There are people in Quebec, many of whom are aftaid to sþeak, who desperately need and deserve support and encouragement from Canadians outside the province. 36 # o ®Ontari Division des opératlons munlclpales 777, rue Bay, 14- étage Toronto ON M5G 2E5 Tel: (416) 585-6600 Fax: (416) 585·6467 Municipal Operations Division 777 Bay Street, 14th floor Toronto ON M5G 2E5 Tel: (416) 5a5~6600 Fax: (416) 585-6467 Ires municipales et du Logement Ministère des Affa Ministry of Municipal Affairs & Housing Mr. Mark G. McDonald Administrator/Clerk County of Elgin 450 Sunset Drive St Thomas, ON N5R 5V1 ~~©J:awŒ~ APR 20 1998 9 Apri 1WI} tUII.IIf',fflfaliltl iCJliEB',t($IIDr!Rft)E Mr. McDonald Dear to the Coun As promised by the Minister at the time of the recent release of the Delegation/ Exemption Implementation Strategy, this letter addresses its effect on the County of Elgin. It also follows up on the March 10th discussion that Ron Kennedy and Barbara Konyi, Managers in the Provincial Planning Services Branch (PPSB) had with County Council on this issue. oval Authori Re: Deleaatiøn of Subdivision A The strategy includes an implementation schedule, identified in three phases, which allows for a progressive delegation of planning approval authority to municipalities and planning boards which do not presently have the authority, followed by the subsequent exemption of official plan amendments from Provincial approval. Official plans will continue to require the approval of the Ministry of Municipal Affairs and Housing (MMAH). The strategy provides that the Minister of Municipal Affairs and Housing will delegate subdivision approval authority to counties and planning boards during Phase 2 (January to June 1998). The Province encourages and supports the role of counties and planning boards in delivering area wide planning services, including planning approval responsibility. I understand that this issue is under active consideration by the County and encourage you to continue to discuss it with PPSB staff. With regard to the County of Elgin, section 51 of the Planning Act states that the Minister is the approval authority for subdivision and condominium approvals. The Plannina Act also enables the Minister to delegate this approval authority to the County. 37 2 Please be advised that since the County of Elgin does not have an official plan, in order to delegate this planning approval authority the Ministry requires a Council resolution to this effect in accordance with section 4 of the PlanninQácl . As PPSB staff explained to Council, once subdivision approval authority has been delegated, the County would not have the power to sub-delegate the authority to the lower tiers without the Minister's approval. Only in unusual circumstances would the Ministry consider direct delegation of subdivision approval authority to a lower tier. This may be in situations where there is an established planning capability in a lower tier municipality and where there is clearly no potential for planning at the county level. Finally, PPSB staff is prepared to provide advice and support to the County as it considers the implications of county planning. In the event that subdivision approval authority is delegated to the County, provincial staff will ensure that existing data and training are delivered to enable the County to provide this service through Municipal Plan Review. As this training and provision of information is an integral part of carrying out planning approval authority, it is impörtant that this occur prior to the delegation of approval authority. I trust this information explains how the Delegation/Exemption Implementation Strategy affects the County of Elgin. We are confident that the Province and the County working co-operatively together will ensure the new process improves our planning system. Should you have any questions about this letter, please contact Ron Kennedy, Manager, at (416) 585- 6095 in the Provincial Planning Services Branch. Sincerely, ~ Paula M. Di ~ Assistant Deputy Minister Town of Aylmer Wendell Graves, Administrator-Deputy Clerk c: "Municipality of West Elgin Joanne Groch, Administrator-Treasurer Municipality of DuttonlDunwich Ken Loveland, Administrator-Clerk-Treasurer 38 Township of Southwold R. Alex Pow, Clerk-Administrator 3 Township of Malahide Randy R. Millard, Clerk-Admistrator Municipality of Central Elgin Ken G. Sloan, Clerk-Administrator ( 39 Municipality of Bayham Lynn S. Buchner, Administrator-Deputy Clerk 1998 COUNCIL CORRESPONDENCE - MARCH 24. Consent Aaenda . . 1 Mr, D. Hearse, Regional Clerk, Regional Municipality of York, with information concerning the famine in North Korea. (ATTACHED) Items for Information 2. Mr. Don Dean CRS, Chief Administrative Officer, Association of Ontario Road Supervisors, re: Spring A.O.R.S. Newsletter. (Copies Available Upon Request) 3. Ms, Erika MacKenzie, Appointments Adviser, Ministry of Municipal Affairs and Housing, re: Nomination Process for Municipal Membership on Elgin and St. Thomas Housing Authority Board. (ATTACHED) re: Land Ambulance Provision and 4, The Ontario Ambulance Operators' Association Inc. Governance. (ATTACHED) 5. The Honourable Robert W. Runciman, Ministry of the Solicitor General and Correctional Services, re: acknowledging Council's resolution supporting an amendment to the Emergency Plans Act, 1983, to allow a county to declare an emergency. (ATTACHED) 7. Mr. Doug Galt, MPP, Parliamentary Assistant - Environment, Ministry of Environment and Energy, re: closure date for the Green Lane Landfill (ATTACHED) 40 re: Auto Tariff Campaign Sample Resolution' 6. (905) 895-1231 (705) 437-1617 (905) 773-3004 (905) 731-0201 (905) 895-3031 TEL: ToR. LiNE: FAX: OFFICE OF THE REGIONAL CLERK CORPORATE AND LEGAL SERVICES DEPARTMENT 17250 YONGE STREET, Box 147 NEWMARKET, ONTARIO L3Y 621 --. .. ~~~EU\{JŒ® APR March 30, 1998 1998 COUNTY OF ELGIN CLERK'S OffiCE ß Clerk Municipa To its meeting held on March 12, 1998, was that has claimed the lives of a reported The Council of The Regional Municipality of York at provided with a presentation in regard to the famine six million people in North Korea As a result of the information provided to Council by the organization known as Canadians for North Korean Famine Relief, our municipality will be participating through the Office of the Chief Administrative Officer in various fundraising and relief activities in 1998, On behalf of Regional Council, I would respectfully request that you bring this immense human tragedy to the attention of your Council in order to enhance public awareness and support for the initiatives of the Canadians for North Korean Famine Relief. The contact information for the organization is as follows Canadians for North Korean Famine Relief 416 Ruth Avenue Willowdale, ON M2M 2J2 e Clerk Encl DH/lmb t 4 OF YORK Visit us at our web site on the internet: http://www.region.york.on.ca TY MUNICIPAL THE REGIONAL Municipality of York at its of The Regional Minute No. 92 adopted by the Council meeting on March 12, 1998. Mr, Tony Wong, Regional Councillor, Town of Markham, made a presentation to Council in regard to the famine situation in North Korea and submitted for the record information in regard to an organization known as the Canadians for North Korean Famine Relief, Mr, Wong also submitted an article from the February 26, 1998 Toronto Star newspaper that reported that as many as six million people (mostly children and elderly) may have died as a result of the famine. Diane Humeniuk, Regional Councillor, Town of N ewmarket, also addressed Council submitting additional information in regard to the famine under cover ofletter dated March 12, 1998. 92 Regional Councillor Wong seconded by Regional Councillor Humeniuk moved that The Regional Municipality of York support the Canadian initiative known as Canadians for North Korean Famine Relief and; thereby, actively participate through the Office of the Chief Administrative Officer in various fundraising and relief activities in 1998 and to recognize the month of April 1998 as North Korea Relief Month with this resolution being circulated to all municipalities in Ontario, which was carried. Council further directed that consideration of a $5,000,00 grant to the Canadians for North Korean Famine Relief be referred to the 1998 Budget deliberations, 42 ASSOCIATION Of ONTARIO ROAD SUPERVISORS SERVING ROAD SUPERINTENDENTS, SUPERVISORS, MANAGERS AND FOREMEN IN ONTARIO ------. ~[t~ŒavŒ® &OUNTY Of ElGIN tLEliK'S OffiCE APR 1 5 1998 ~ Ot1V)~ !:r'"P O~ -b> Wa.Krl ",.,;,J _ I ~",\<- ~"Ja C,u_,;l CarP'..(r·'" IV\Q\.\ V'~ .I \ y~re t?f'i! C./ß"'5'.,J;ßJ'....~ )-, <z-"' '"' fdt""rt- 1P~¡6' aoO,¡,,6I ì t ~ APRIL 1998 Dear Sir/Madam: Enclosed ar~ssociation of distribute to~r Counci Would you please Ontario Road Supervisors newsletters Thank you. If additional newsletters are required, please feel free to photocopy. Yours truly, f9b2- Administrative Officer Don Dean CRS Chief NOM 2PO 9) 461-1343 Ontario Fax: (5 P,O. Box 129, Thorndale, Telephone: (519) 461-1271 Encls. 1998 TRADE SHOW REGISTRATION FORM JUNE 3 & 4 - NAPANEE, ONTARIO Sponsored By: District 8 Road Superintendents Association MAIL TO: Loyalist Township 263 Main St. Box 70 Odessa, Ontario KOH 2HO Attn: J. Guest Phone 613-386-7351 Fax: 613-386-3833 -------------------------------------------------------------------- MUNICIP. I COMP.: ADDRESS: PHONE: TYPE: SUPPLIER GROUP NAME: GROUP CONTACT NAME IPHONE: FAX: MEMBERIOTHER ARE YOU WITH A GROUP # OF SUPPLIER REGISTRANTS: NAMES # OF GROUP REGISTRANTS: TITLE SUPPLIERS - NO CHARGE II PREREGISTRATION $3.00 II AT THE GATE $5.00 Please remit registration with form - Cheque Payable to Dist. 8 Road Superintendents PLEASE COPY THIS SHEET FOR ADDITIONAL NAMES AND TITLES IF NEEDED District 8 Road Superintendents Association 1998 MUNICIPAL TRADE SHOW CASINO NIGHT Tickets $3.00 ea Sponsored by Napanee District Lions Club 3 June 1998 From Spm to 1am In The Arena at the Napanee Fair Grounds Tickets available from Trade Show Committee Members SAFETY OUIZ - Young & Part Time Workers 1. Young workers, especially those new to a particular job, need to be aware of risks they face on the job. True 0 False 0 2. Young workers should not be afraid to ask their employers questions about health and safety. True 0 False 0 3.. They do not need to know emergency procedures True 0 False 0 4" They need to receive training on how to use, handle, store and transport any chemicals and equipment. True 0 Fa Ise 0 5.. They do not need to know where the material safety data sheets are stored True 0 False 0 6 They do not need safety clothing and equipment because they are young and may be working only for the summer. True 0 False 0 7.. They don't have the right to refuse to work if they think the work or equipment is not safe True 0 False 0 8.. Orientation training will reduce the risk of accidents and injuries in the workplace, True 0 False 0 9" Orientation training reduces the risk of prosecution for safety infractions. True 0 False 0 1o" Participants in an orientation program does not include part time, students or seasonal staff. True 0 False 0 " Ol '16 '1 '8 'oiL '"9 'oI'S J.v 'oIË 'l'Z J.·l Guelph '98 Road School May 4 - 6, 1998 A.O.R.S. Trade Show June 3 & 4, 1998 - Napanee A.9.R.S. Board of Directors' Meeting June 26, 1998 in Barrie A.O.R.S. Safety Truck Roadeo April 30, 1998 at Westminster Patrol Yard The Ontario Vegetation Management Association has two One Day Courses on new trends, materials and equipment for managing vegetation. April 14, 1998 - Guelph. Ontario Guelph Turfglass Institute April 15, 1998 - Ridgetown, Ontario Ridgetown College of Agricu[tural Technology For Further Information call Finlay S. Buchanan at: (905) 704-2980 Young workers need to know Participants in an orientation program include aJl "new employees," a broad label that covers part-time and seasonal staff, students, recent full-time hires and apprentices Beware the temptation to skip or postpone orientation. This can take three forms: "The employees will only be here for a short time, " "They don't care; besides they learned this stuff on their last job," and "There's no time,," Keep in mind that new hires are the most vulnerable to accidents and injuries" To maximize the value of your orientation program, make sure it features these three phases: 1 Introducing the actual work activity. This should include: explaining the job; showing how to do it by illustration and demonstration; asking questions to ensure the information is understood, covering the operation one step at a time; reinforcing key points, such as related hazards; and repeating the explanation and demonstration. 2, Having newcomers demonstrate what they've learned, This allows them to practice in a supervised setting and spotlights gaps in their understanding" Correcting errors and praising a job done safely and effectively will reinforce training and build confidence. 3 Following up periodically once newcomers begin their jobs, Check frequently at first, watching out for incorrect procedures and unsafe activities" Reinforce positive activities and once satisfied they are doing the job properly supervise as you would anyone Selective Mowing For Highway Rights-Of-Way Mowing is an effective tool for the management of grass, weed and undesirable brush growth, While this operation is best performed over a large area, the work zone may be selectively managed (spot mowing). Mowing should only be done in areas where vegetation is creating a problem" GeneraJly, grass, weeds and brush growing in the centre median and adjacent to the shoulder are more likely to require control than vegetation between the back-slope of the ditch and the fence-line Where possible, desirable vegetation should be identified and preserved to assist with and reduce the overall costs of vegetation management activities CUlTlNG HEIGHT: Cutting height can significantly affect the way in whjch a ground cover performs. By cutting low (2.5-5cm/1-2 inches) too much top growth is removed and the general vigour of the plant is reduced. Root mass decreases and the overall competitiveness of the plant is reduced" This makes the plant less able to withstand drought, diseases, insects and weed infestations. Additionally, physical damage from the mower can kill the crown of the plant (where new growth is generated)" When grass is cut: short (5 cm/2 inches) or Jess, the result is increased maintenance and costs to combat new problems, such as weed infestations Therefore, mowing should commence when grass reaches 40~SO cm/16-20 inches and cut to a height of 20 cm!8 inches. This will keep the 4 ANNOUNCEMENTS ~. SERVING ROAD SUPERINTENDENTS, SUPERVISORS, MANAGERS AND FOREMEN IN ONTARIO ~'," Art PerrierjoinsDoug Bergmán Enterprises Ine Art was employed by the Ministry of Transportation for the past 32 years and as of April 1, 1998 has embarked on his new career. Art will still attend many Road (' SuP/?rvisor'smeetings inNs new capacity. , . Blair Barnhardt joins Hard Rock team. David R. Sem[ey, president of Hard Rock Paving Co. Ltd. is pleased to announce that Blair Barnhardt, CET has joined Hard Rock's team as Recycling & Stabilizing Engineer. Blair lias 20 years of heavy construction experi,ence,' anci ,"isa"Civi!, '.Engineering graduate of Mohawk College. Gerald Kuss joins London Machinery Ine Larry McGill, president of London Machinery Ine is pleased to announce that Gerald Kuss, CEl has joined London Machinery Ine as Sa!es ',Representative for,' east~r~Ontario. Gerald was the Road Superintendent for the township of Blanford-Blenheim for eleven years and was also employed by.the city of Waterloo and county of Wellington.- Gerald is a gradùate of Fanshawe College in Civil Engineering. . Christopher Baird, former Manager of Public Works for the township of Cumberland has taken the position of .~;r~~I~~. of Public Works with the township SPRING 1998 A. .R. NEWSLETTER VOLUME 11 NO.1 The President's Message grass healthy and competitive while avoiding an unsightly "cut hay" appearance, The result is ( cost-effective but requires a modification in -- attitude toward the visual appearance of highway right-of-way vegetation Cutting height is only one component of an effective mowing program" other points to consider include: · identification and promotion of desirable and competitive vegetation · mow at the appropriate time of year. · utilize natural regeneration techniques to reduce mowing frequency and costs · use mowing in a mowing integrated approach to vegetation management. If these mowing guidelines are followed, vegetation managers wil! notice more effective results of mowing at an economical price. For-more information, contact Finlay Buchanan of the Roadside Vegetation Management Section at (905) 704-2980 Lyle Morris, President EI Nino may have brought us a very easy winter; but the ever changing political climate made us work very hard to remain positive. The OGRA Conference highlighted the many changes brought about by the Provincial Government, and AORS hosted a workshop "Forming Effective Work Teams". We can all understand that it was teamwork that brought us through some changes ourselves; a new name "ASSOCIATION OF ONTARIO ROAD SUPERVISORS" was accepted by our membership as a step in the right direction. Our annual meeting also brought with it our new executive; Lloyd Nelson of Peterborough County Road Superintendents Association was elected to Second Vice President and Ewen MacDona[d of Eastern Ontario Road Superintendents Association moved up to First Vice President Many thanks to our Past President, Bryan Clarke of Durham Region Public Works Association for all his hard work and leadership Also, I would like to thank a[1 those who sold advertisements in the Spotlight and a special thanks to all those tireless volunteers who helped make last year's trade show in Seaforth a great success. This year's Trade Show in Napanee will demonstrate the super hospitality of District Eight I hope to see you a[1 there Yours truly, Lyle Morris, CRS-S Essex County Road Superintendents Association ( JOIN US AT THE 1998 MUNICIPAL TRADE SHOW NAPANEE ARENA & FAIRGROUNDS NAPANEE, ONTARIO, CANADA PROGRAM HIGHLIGHTS · Construction Equipment. Fire Fighting Equipment· Construction Companies · Park & Recreation. Equipment & Supplies · Sewer Equipment & Materials. Highway Safety Equipment & Material· Recycling Equipment· Water System Equipment & Material· Maintenance Equipment · Consulting Engineers Cornwall. Prescott· Kingston NAPANEE@ . Peterborough . Belleville 5yr:cuse EVENTS: JUNE 2. 1998: GOLF & COUNTRY CLUB 9:30 am . Putting Contest 10:00 am . Ross McKenzie Memorial Golf Tournament For Exhibitors & Municipal Staff 6:00 pm . Suppliers' Social 7:00 pm . Awards' & Suppliers' Banquet JUNE 3. 1998 TRADE SHOW OPENS AT 9:00 AM TO 4:00 PM - DRAW EACH DAY AT 4:00 PM 11 :00 am . Opening Ceremonies 4:00 - 8:00 pm . Entertainment JUNE 4, 1998 TRADE SHOW OPENS AT 9:00 AM TO 4:00 PM - DRAW EACH DAY AT 4:00 PM 1997 President, Me Bryan Clarke accepts a cheque from Harold "Hoot" Gibbings from the Huron County Road Superintendents Association from their successful 1997 Trade Show in Seaforth "Hoot" with sadness replaced his Huron County Trade Show Hat and joyfully and supportively exchanged it with the District 8 Trade Show, Napanee 1998 Hat President's Message Trade Show 1998 ". Certified Road Supervisors Program Spotlight Committee Ice Storm '98 ". Winners for Buyer's Guide Ad Space Contest 1 1 2 2 2 2 Highlights of A.Q,R"S" Directors Meeting 3 SAFETY QUIZ . 4 Coming Events .. 4 Young workers need to know.. . 4 Selective Mowing For Highway Right-Of-Way 4 Announcements ............4 Certified Road Supervisor's ~ Program Q t:i:J Highlights of A.O.R.S. Director's Meeting Sunday, February 22,1998 at the Royal York Hotel in the Manitoba Room Bryan Clarke, President, called the meeting to order and welcomed everyone, c) Trade Show '98 - Glen Ferguson and Jim Guest gave a brief update of the upwming Trade Show It was moved by Glen Ferguson and sewnded by Gemge CPrnwel1 "to accept the report as presented". Carried. d) Finance - i) Don Dean, CAO, presented the auditor's report fm the year ended November 30, 1997. It was moved by Don Dean and sewnded by Kevin Hill "to accept the auditor's report". Carried. ii) Don Dean also presented the budget for 1998.. It was moved by Don Dean and sewnded by Gordon Austin "to accept the 1998 report". Carried iii) It was moved by Lloyd Nelson and seconded by Kevin Levi "to appoint BDO Dunwoody. Strathroy. as the auditor for 1998". Carried. This rewmmendation will be taken to the Annual meeting PC Tuesday, February 24, 1998 e) Spotlight - It was moved by Don Dean and semnded by Hamid Gibbings "to accept the report as presented", Carried f) Education - Don Dean gave a brief report on the newsletter Jaime Francisco spoke on the Safety Truck Roadeo and Bryan Clarke gave some additional information on the Certification pmgram. g) Benefits - It was moved by Allan Ray and semnded by Leon Quaiff "to cancel the benefits". Carried. b) Agenda Items Reauirina Action bv Directors - i) It was moved by Hamid Gibbings and semnded by Lloyd Nelson "that Bryan Clarke be reappointed as a member of the Certification Board for a further two year term". Carried ii) Bryan Clarke annwnced the 2000 Trade Show will be held in North Bay hosted by the Almaguin and Nipissing Road Associations.. It was moved by Bryan Clarke and semnded by Kalvin Young "that the Trade Show rotate between the four zones as outlined". Carried iii) Ron Smith and Irwin Plested spoke to the recommendation submitted by the Spotlight Committee regarding the name change. It was moved by John Ferguson and sewnded by Larry Heipel "to open the name change issue for discussion". Carried It was moved by Harold Gibbings and sewnded by Ron Ford "that a vote be taken to decide whether to consider the Spotlight Committee's suggestion for a name change". Motion Defeated. The original name suggestion of "Association of Ontario Road Supervisors" will be taken to the general membership at the Annual meeting on Tuesday, February 24, 1998. c) Plans for June Meetina - Ewen MacDonald reported the June meeting will be held on Friday, June 26th in 8arrie. Details will be available later d) Location of Fall Meetina - Ewen MacDonald reported that the Fall meeting may be held in Morrisburg. Plans are not yet finalized e) Constitution - Don Dean highlighted the changes made to the constitution which will be presented to the general membership at the Annual meeting fm appmva!. f) Additional Items - There were no additional items. í \.. r '-~ 1. Roll Call - A roll call was taken of the local associations of which 28 were represented" Four new directors introduced themselves Total certified to date - Breakdown - C.R.S. - 289 C.R.S.I. - 295 C.R's,S, 151 - Deferred 8 2. Minutes - The minutes of the Fall meeting (October 2 & 3, 1997) of the 80ard of Directors were read by Don Dean" [t was moved by Lloyd Nelson and seconded by Mario Meloche "to approve the minutes as read". Carried. SIGNS 3. Business Arisina From the Minutes - No business from minutes, The following deadlines shall be adopted by those that are signing Ontario's roadways. SPOTLIGHT COMMITTEE 4" Corresoondence- i) Letter from Niagara Road Superintendents Association re Hosting of AORS Trade Show - It was moved by Mario Meloche and seconded by Marvin Halladay "to refer this request to the Trade Show Committee". Carried ii) Letter from Land Improvement Contractors of Ontario re Exemption from half load limits - It was moved by Donald Allen and seconded by Allan Ray "that drainage contractors should comply with the half load limits unless approval is obtained from the local road authority". Carried. Front Row (Left to Rioht1: George Cornwell, Bryan Clarke - President 1997, Shirley Dufton - AORS, Don Dean - AORS, Ron Smith - Township of Norwich, Paul Kay - Polland 8ros.. Ltd. REGULATORY SIGNS: Level I (hi-intensity) sheeting will be mandatory beginning January 1, 2000 Ra-1 series Ra- 2 series Rb-40 series Rb-21 series Rb-24 Rb-19 STOP signs YIELD signs Lane designation One way arrow Two way traffic Do not enter Back Row (Left to Rioht1: Gary Crandall- Township of North Dorchester, Dick Verbeek - Keyline Advertising & Design Ine, Irwin Plested - London Machinery Ine, Eric Farrell, Harold "Hoot" Gibbings - Town of Clinton, Ewen MacDonald - Township of Charlottenburgh, Grant Thomson - Township of Perth South, Ira Kellar - Township of Faraday ICE STORM 1998 WARNING SIGNS: Level I (hi-intensity) sheeting will be mandatory beginning January 1, 2000. Wa-8 series Wa-9 series Wa-17 series Wa-32 Ramp Wa-33 UR CONGRATULATIONS ON A JOB WELL DONE during the recent ice storm experienced by eastern Ontario" It is a testament to the road workers in the province that during the storm, in most cases wherever possible, the roads were kept open. This was not an easy task considering the conditions. The significance of this feat is considerable when it is realized that in the state of emergency the transportation system was open allowing for the utilities, military and other emergency services to be delivered to the public Thanks also to all those in the road industry who offered their support and equipment to the road supervisors of eastern Ontario, especially those municipalities outside the affected area that were twinned with municipalities of eastern Ontario Your efforts were very much appreciated and we, in eastern Ontario, collectively thank you c c Checkerboards Chevrons Double arrows Speed Do not enter Committee Reoorts a) Membershio - It was moved by Don Dean and seconded by Lloyd Nelson "to accept the membership report as presented". Carried b) Booth & Promotions - It was moved by Barry Gilray, Chairman of 800th & Promotions Committee and seconded by Larry Heipel "to accept the report as presented". Carried New Business a) Recommendations for Second Vice President - It was moved by Gordon Austin and seconded by Ira Kellar "to nominate Lloyd Nelson as second vice president". It was moved by Leon Quaiff and seconded by Royal Lafleur "to close nominations". Carried. Lloyd Nelson accepted the nomination, TEMPORARY CONDITIONS SIGNS: Level I (hi-intensity) sheeting has been mandatory since January 1, 1995. Tc-3 series Lane closure Tc-4 series Lane closure Tc-7 Detour-Turn off Tc-18 Chevron Tc-43 Yield to oncoming traff.ic Tc-46 Road closed Tc-52 Construction marker Tc-53 NB Barricades Tc-54 Flexible drum Make sure contractors working on your roads are u$ing High Intensity Signs. Trip Two: To Toronto, includes accommoda- tions for two nights and tickets to either a hockey game, baseball game or the theatre for two. - Winner: Harold "Hoot" Gibbings. RœdSupennœndent,C~ron A special thanks goes to our two top sellers, Grant Thomson and Bryan Clarke. The Spotlight Committee would like to thank everyone that participated in selling ads and making the 1998 Spotlight Buyer's Guide a success Winners of Selling Advertising Space for 1998 Spotlight Municipal Buyer's Guide c c Dennis Regier (left) 1 st Vice President of Huron County Road Superintendent's Association presents a donation of $200 to Audrey and Steve Skinner for the Sick Children's Hospital of Western Ontario, London. The money was raised from the suppliers Golf Day Putting Contest at the 1997 Trade Show in Seaforth. Trip Three: To Niagara Falls, includes accom- modations for two nights and $100 cash for Casino Niagara or your choice" - Winner Steve Piche, ROiJd Superintendent. Township of Tilbury East 8ryan Clarke, President of AORS received an Honourary Life Membership from Past President, Paul Beevor at the membership meeting on February 24, 1998 Trip One: To Florida, includes flight, accom- modations and car rental, for two for a week, ~ Winner.' Paul Kay, Pollard Highway Products 3 2 ® Ontario Ministère des Affaires municipales et du Logement Ministry of Municipal Affairs and Housing Services aux organismes at a la Direction 777, rue Bay, 2' étage Toronto (ON) M5G 2E5 (416) 585"6436 Téléc. (416) 585-6322 Agency and Branch Services 777 Bay Street, 2nd Floor Toronto, ON M5G 2E5 (416) 585-6436 Fax (416) 585-6322 ~Œ©ŒQ~Œ® APR 14 1998 Administrator/Clerk 1998 Mr. Mark McDonald County of Elgin 450 Sunset Drive St. Thomas ON N5R 5V1 2 Apri COUNTY OF ELGIN CLERK'S OFFICE ~ancLS_t. Membersh Re: Nomination Process for MuniciDa Thomas Housina Authoritv Board Mr. McDonald Dear n my letter to you dated February 19 outlining the nomination process for municipal appointments on Local Housing Authority (LHA) boards, it was indicated that municipal non-profit board members and staff who are directly responsible or work for a municipal non-profit corporation will not be eligible for appointment on the LHA boards. At the time of writing that letter, there was a concern that members of MNP boards and staff should not be considered for appointment on LHA boards in order to avoid potential conflict of interest. In response to concerns raised by some municipalities, this issue was reviewed It has been determined that cross-appointments would not necessarily create a direct conflict of interest as long as members of MNP and the LHAs that are part of a co-ordinated access program and share waiting lists, declare a conflict of interest and refrain from involvement in discussions that affect them personally. In view of the above, the Minister has decided that members on boards of Municipal Non-Profit organizations will be eligible for appointment on Local Housing boards. However, staff who are directly responsible or work for a MNP corporation will not be eligible for appointment on the LHA boards, the above me if you have any questions on Please do not hesitate to contact Sincerely, 11v\.~ :K~0 Æ Erika MacKenzie Appointments Adviser ~3 c.c. Local Housing Authority Chair and Manager THE ()JVTAlU() A,UBlfLAA'CE ()PIJ1lAT()Il,S" A,S'S()CIATI()l\' life. P. O. Box 129, Rodney, Ontario NOL 2CO Tel: (519) 785-0318 Fax: (519) 785-2002 E.mail oaoa@mco.net II () ___0'_' ~(¡:;~_.;;. ~ Œæ III~ AU Municipal Councils in Ontario Jim Price, Executive Director 1, 1998 Ambulance Provision and Governance TO: FROM: DATE: RE: \998 COUNTY GF ELGIN ClE!Q\lQ.I]J;L 6 APR April Land The Ontario Ambulance Operators' Association was chartered in 1964 and currently represents the vast majority of land ambulance operations in the Province. Its representatives are involved with provincial and municipal representatives as well as other stakeholders in the process of facilitating the transfer of the responsibility for funding and governance ofland ambulance service from the province to upper-tier municipalities. BACKGROUND is also an emergency service. Ambulance services operate without boundaries or consideration of jurisdiction. The closest available ambulance is always dispatched to an emergency call regardless of home location or jurisdiction. Ambulances are able to cross municipal, provincial and international boundaries to respond to requests for assistance. is a health care service that Land ambulance All ambulance services are part of existing provincial and federal joint response and contingency planning efforts for mass casualty incidents, hospital evacuations, health facility relocations, exotic infectious disease transport management, hazardous/nuclear incident patient transport management, airport incident response events, tiered response programs with police, fire, coast guard, First Nations, parks services and armed forces, and ambulance service to military facilities, services and staff. PosmON It is the position of the OAOA that all municipal councils should become aware of the pending changes to this vital service in order that they may make informed representation to their upper tier counterparts. The enclosed three-page document entitled, "Transition Issues for Ambulance Service in the Province of Ontario" is provided for your information and consideration. It would be very much appreciated if the information were to be copied and provided to each member of your council and support staff. The provision of ambulance service is a sophisticated and life-saving endeavour. Let us proceed together to ensure that the resulting model represents the most efficient and effective service possible for the public we all serve. , ~4 in the Province of Ontario Transition Issues for Ambulance Service March 1998 The Ontario Ambulance Operators' Association (OAOA) otTers this paper to Mnnicipalities and others to assist in nnderstanding the changing face of Ambulance Service in Ontario, the unresolved issues as we move from a provincial to a municipal responsibility and the template which, if followed, will ensure a seamless transition with fairness for all Preamble. Effective January 1, 1998, the responsibility for funding the provision of ambulance service in Ontario was shifted from the province to municipalities. By legislation, existing providers will continue to provide service during the two year protection period which expires on December 31, 1999, It is expected that, during this period, municipalities will reach a decision on how they plan to provide ambulance service in the year 2000 and beyond, They have three options 1. to formalize an arrangement with the incumbent provider; to open a competitive bid process under a request for proposal; to assume the direct provision of service, · · · During the public meetings following the introduction of this new legislation, incumbent providers, individually and through their provincial association (OAOA), presented the provincial Standing Committee on Local Government with three consistent issues. Each issue involves a significant financial component should the incumbent provider be displaced. It appears that this cost may also have been transferred to municipalities, For reference, they are: the responsibility for existing long the anticipated severance claims the business issue of expropriation without compensation, eases term · · · Developed with the assistance of members of the Ontario Ambulance Operators Association, this paper seeks to encourage municipal leaders to recognize the considerable contributions of the incumbent providers while establishing a template for the future. The reassigning ofthe responsibility for ambulance service from the province to municipalities was not done to improve its local management but rather to bring the industry under the control of the level of government which it most affects. We encourage municipal leaders to consider these changes slowly and with appropriate deliberation. We believe that the provision of efficient, effective, quality ambulance service requires a proper plan and a strategic partnership between the municipality and the provider. First Step: Emergency Medical Service (EMS) System Evaluation. A crucial first step is an analysis of the current performance of the existing system. Public policy must be clearly established before the process of contracting with an ambulance service provider begins. Any recommendations for change of providers or system structure must be based on thorough analysis. The Crucial 2. 45 ASSOCIATION INCORPORATED THE ONTARIO AMBULANCE OPERATORS' assist in deterrnirúng the objectives of the will consideration of the existing local environment procurement. These factors include: Second, How critical are they? Are there quality of service or fiscal issues? · is the status of the current provider or providers? What · is the status of the local political environment? its service delivery as system design changes have to improve What Has the local provider been allowed been proposed or implemented? · · Tlúrd, the provincial and municipal governments should take a step-by-step approach to evaluating transition procurement options as follows: I. Fine-tune the existing system by involving the incumbent ambulance provider in proposed changes to the current system design, financing mechanism or operating standards, or license with the existing provider fi future competition to retain market rights (via market comparisons* or open competitive bid process). 2. Extend the contract with a stipulation for 3. Where consolidation is desirable in high volume areas having more than one local provider, conduct a closed bid process (where only existing providers are eligible) with a stipulation for future competition (via market comparisons* or open competitive bid process) . 4. Institute an open, competitive bid process as a last resort, especially in a transition period when major regulatory, financial and organizational changes are being implemented. The public is very sensitized to changes in quality and quantity of health care components. Public scrutiny is inevitable. is not advisable to go to bid when existing ambulance services meet all four of the following criteria: It The incumbent provider's actual current performance meets the existing system standard of care. Any service deficiencies are brought to the attention of and corrected by the incumbent provider within a reasonable time frame, or, are due to factors outside the control of the incumbent provider. · · The incumbent ambulance service is operating cost-effectively when measured against the performance of current ambulance services of similar size and demograplúcs based on a comprehensive market comparison. · Local officials, patients, the public .and the health care community are informed and educated about the local EMS system; their feedback on the local ambulance provider's performance is solicited; and their service expectations are being met. · market comparison process consists THE ONTARIO AMBULANCE OPERATORS' ASSOCIATION INCORPORATED 46 comprehensive analysis, of a very * The outside the control of the Incumbent Provider? Policy makers must honestly assess if past policies and the resulting system design itself has created desire to change the system, Has the incumbent provider been denied the opportunity to service the community well, despite its efforts, because of a flawed system design? Have past system design features prevented the incumbent provider from developing the track record and experience that the RFP now requires from potential bidders? If so, essential fairness dictates that the incumbent provider be allowed a chance to prove itself, and to prepare for competition. The incumbent provider deserves the opportunity to achieve the new performance objectives and to operate under an interim contract. the Reduction Is Service Improvement or Cost 3. If, in fact, the system design has impeded the progress and development of the incumbent provider, it is pro-competitive to award an interim contract (i.e, for a 36-month period) to the local company. The interim contract should be in similar style, scope and standard to any long-term contract that would later to the system evaluation and often quite valuable, be open to competition, Opportunity for Input: Incumbent providers will want to contribute redesign, Their input provides balance, a critical overview, and is Open Competition: Open bid competition could be employed after a complete exploration ofthe EMS system has been accomplished and other options explored, No Hidden Subsidies: In making a determination of the opportunity to get higher quality and/or lower cost, all competitors must be assured that hidden subsidies are not allowed for public providers that are not made available to private competitors. Legal Considerations: Local and provincial governments can protect against legal challenges by ensuring that the entire process is conducted in accordance with local, provincial and federal laws. specific issues will be complex and unique be made more acceptable to all involved if the Conclusion. Although the objective of ambulance service may be universal to each municipalities' situation. The transition will 4. 47 ASSOCIATION INCORPORATED treatment of incumbent providers is fair and open. THE ONTARIO AMBULANCE OPERATORS -~(~ŒgWŒ® APR 1 'I' NÆ """"'''"''''~ Ontario Ministère du Solliciteur général et des Services correctionnels Ministry of the Solicitor General and Correctional Services the Bureau du ministre 25 rue Grosvenor 11'étage Toronto ON M7A 1Y6 Téléphone: (416) 326-5075 Télécopieur: (416) 326-5085 Office of Mjniste 25 Grosvenor St 11th Floor Toronto ON M7A 1Y6 Telephone: (416) 326-5075 Facsimile: (416) 326·5085 1998 COUNTY OF ElGIN Clti\I\'S 1)f<1!:£ ~-"'."""......-_, 1998 APR 0 9 Mrs, Sandra J, Deputy Clerk County of Elgin 450 Sunset Drive S1. Thomas ON N5R 5Vl Heffren Heffren: Thank you for your letter dated February 27, 1998 in which you indicated that the County of Elgin supports an amendment to the Emergency Plans Act, 1983, to allow a county to declare an emergency. Our government is reviewing the Act, and one amendment being considered is to recognize the role of the' county' in emergency preparedness and response. Dear Mrs Your interest in this matter is appreciated. The county level of government is an important partner in emergency preparedness and response. \~G~~ Sincerely, \ MPP General and of Correctional Robert W. Runciman, Leeds-Grenville Solicitor Minister Services MPP Mr. Peter North, Elgin cc SAMPLE RESOLUTION AUTO TARIFF CAMPAIGN /" the auto industry, largely due to the Auto Pact, is critical to the economic health of Canada and its communities. This important industiy has been described as the engine of-the Canadian economy; and WHEREAS trade policy has always been central to Canadian auto policy. Auto provides 150,000 direct jobs (assembly and components) and some 175.000 spin-off jobs (steel. plastics, glass, rubber, etc.); and WHEREAS the federal government is contemplating an end to the Auto Pact by eliminating tariffs on all vehicles and components coming from overseas; and WHEREAS Overseas auto companies havé demonstrated a marked ley lower commitment to investment and jobs than Big Three companies; and WHEREAS the elimination of tariffs faCing -non auto-pact companies would inevitably lead to significant job losses in the many communities in Canada that depend on the auto industry, either directly or indirectly through related activities such as parts. production and spinoff economic-activity; and WHEREAS THEREFORE BE IT RESOLVED that the federal government reverse their recent decision on auto parts and cease any action. legislative or otherwise, that would lead to the elimination of auto tariffs on vehicle assembly. In addition, the federal govemment must fully commit to protect the principles of the auto pact; and BE IT FURTHER RESOLVED that this city council go on record with federal and provincial govemments in supporting the immediate withdrawal of any intention to implement such tariff removal and ensure the protection of the Auto Pact. 48 RC/bmkopeiu343 ltj ,"'", Ontario ~Œ~avŒ® APR 20 1993 COUNTY OF ELGIN CLEM'S (Jff!CE 60813 ~ Ministry 01 Minlstère de Environment ('Environnement and Energy et de 'Énergie Parliamentary Assistant Adjoint parlementaire to the Minister au Ministre 135 St. Clair Avenue West 135, avenue St. Clair ouest 12th Floor 126 étage Toronto ON M4V 1 P5 Toronto ON M4V 1 P5 April 16, 1998 Mr. Roy Main City Administrator City of St. Thomas Box 520 545 Talbot Street St. Thomas, Ontario N5P 3V7 ('..-" C.:J ~....~" ......--....1 (~i) Œ~ Dear Mr Main I am writing to follow up on our recent meeting at the Association of Municipalities of Ontario, Rural Section Conference, on Monday, February 9, 1998 at the Royal York Hotel in Toronto. Thank you for the opportunity to meet and discuss various issues of interest to your City. I wish to point out that these issues have been brought to the attention of the Minister. As you requested, I have confirmed with staff from the Ministry of the Environment that the current closure date for the Greenlane Landfill is February 7, 1999. I also wish to remind you that the Minister of the Environment expects to be able to make announcements about funding in April of this year. YourstrulY~ ~MPP Parliamentary Assistan Environment cc: Mr. Bruce Smith MPP-Middlesex Mr. Mark McDonald Administrator Elgin County 49 f) 07Eì1GA(10195) 100% Recycled Chlorine Free. Made in Canada