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January 25, 2000 Agenda ORDERS OF THE DA Y FOR THURSDA Y. JANUARY 25. 2000 AT 9:00 A.M. PAGE # ORDER 1 st Meeting Called to Order 2nd Adoption of Minutes - meeting held on January 11, 2000 3rd Disclosure of Pecuniary Interest and the General Nature Thereof 4th Presenting Petitions, Presentations and Delegations PRESENTATIONS AND DELEGATIONS 9:00 A.M. Retirement Recognition for William Shackleton, Margaret Mulhern, D. Wayne Fishleigh, Ella Kyle and Erika Lang 9:30 A.M. Bryce Sibbick, Frank Cowan Company Ltd., County Insurance Renewal - report faxed out separately 10:15 A.M. Donna Lunn, Elgin Telecommunication Study (ATTACHED) 1-2 5th 3-29 6th 7th 30-48 49-75 8th Motion to Move Into "Committee Of The Whole Council" Reports of Council and Staff Council Correspondence - see attached i) Items for Consideration ii) Items for Information (Consent Agenda) OTHER BUSINESS 1) Statements/Inquiries by Members 2) Notice of Motion 3) Matters of Urgency 9th In-Camera Items - see separate agenda 10th Motion to Rise and Report 11 th Motion to Adopt Recommendations from the Committee Of The Whole 76 12th Consideration of By-Laws 13th ADJOURNMENT LUNCH WILL BE PROVIDED I DATES TO REMEMBER February 20-23, 2000 ROMAlOGRA Combined Conference - Royal York Hotel ELGIN TELECOMMUNICATIONS STUDY A community based approach of increasing awareness ofInformation Technology (IT) and to improve and expand telecommunications. ~ A 6 month study funded by HRDC, managed by ECDC and conducted in Middlesex and Elgin WHY? ~ "New technology and a new understanding of how economies grow and how wealth and new jobs are created mean cities and regions will have to take a much greater responsibility for their future" David Crane, a specialist in municipal economies ~ with amalgamations regions are larger and more difficult to service ~ OMAFRA has vacated rural Ontario and all information will be available on-line ~ By 2003 federal government delivery of services and programs will be performed on-line ~ The academics say "communities will quickly become marganilized without equitable access and fluency in information technology" BENEFITS ~ Economic development ~ Large businesses needing capabilities or they locate elsewhere (Lanark) ~ Small businesses utilizing the applications ("10 secs to Tokyo", eharvest.com) ~ E-commerce is the largest and fastest industry ~ Cost-efficient to share inftastructure by leveraging dollars (peel Public Sector Network) ~ Social development ~ Helps agencies deliver efficient services ~ Increase access to information in rural areas (virtual support groups) ~ Rural doctors access to information and specialists (Chatham-Kent Health Alliance) HOW? ~ Local Steering Committee to provide vision and direction ~ Existing inventory of information technology infrastructure ~ Community consultations - surveys and community forums to ascertain community capacity and needs assessments ~ Geographically ~ Sectorally ~ Final report to include a business plan of how to move forward to develop an integrated community-based network , , 1 --=-~--- FUNDING POSSmlLITIES "To make Canada the most connected nation in the world by the year 2000: Throne Speech 1997 >- Industry Canada - CAP (Community Access Partnership) >- DSIP - Data Improvement Services Program ($1 1.5 million) >- Provincial - TAP (Technical Assistance Program) >- HRDC >- Volnet.org >- Local networks >- Agriculture & Agri-Food Canada - rural partnership initiative >- Private businessa nd public sector budget allocations >- Ministry of Energy, Science and Technology - SMART Communities PURPOSE FOR COUNTY COUNCIL PRESENTATION >- Inform county officials and municipalities of growth ofIT and its impact of proceeding or not >- To solicit support ftom municipalities (each Mayor and/or representatives to attend community forums and provide guidance to local process) >- To request aperson(s) to represent County concerns on Steering Committee "ÄCCESS IS KEY - WITHOUT IT THE DIVIDE BETWEEN THE ADVANTAGED AND THE DISADVANTAGED WILL GROW" - Wèndy Newman, Blue Panel Member for SMART Communities Donna Lunn Community Facilitator Elgin Telecommunications Study 2 REPORTS OF COUNCIL AND STAFF JANUARY 25f". 2000 STAFF REPORTS 1. H. Geurts, Elgin County Tree Commissioner - Update of Application for Minor Exception, Brad Beharell, Lot 10. Conc. II, Southwold (ATTACHED) 2. M. Fleck, Director of Homes and Senior Services - Tours of Continuum of Care Centres (ATTACHED) 3. M. Fleck, Director of Homes and Senior Services - 1999/2000 Community Support Services Budget Approval (ATTACHED) 4. L. Veger, Director of Financial Services - Millennium Babies (ATTACHED) 5. L. Veger, Director of Financial Services - Emergency Operations Centre (ATTACHED) 6. M. McDonald, Chief Administrative Officer - Schedule of Council Meetings for 2000 (ATTACHED) 7. H. Underhill, Director of Human Resources - Departmental Reports (ATTACHED) 8. C. Bishop, Manager of Library Services - Archives Activity Report (ATTACHED) 9. C. Watters, Manager of Engineering Services - New or Leased County Vehicle (ATTACHED) 10. C. Watters, Manager of Engineering Services - 2000 St. Thomas Municipal Air Show (ATTACHED) 11. C. Watters, Manager of Engineering Services - Assistance to the Township of Malahide (ATTACHED) iE;~;L19:30 A.M. - Comprehensive Insurance Program -2000 (ATTACHED) 3 --.....-,-.....::.-11::::111::::1 I HU 13:44 KETTLE CREEK CONS~AUTH~ P.03........Ø3 REPORT TO COUNTY COUNCIL From: Hugh Geurts - Elgin County Tree Commissioner Date: January 12,2000 Subject: Update of Application for Minor Exception Brad BehareU. Lot 10. Cone. II. Southwold Introduction: Mr. Beharrell has reccived notification from the Tree Commissioner's office that his application for clearing 1.3 acres of woodlot has been approved, pursuant to the County's "No Net Loss PoJicy". Mr. Beharrcll has informed me that it his opinion that the no net loss policy should not be applied to drainage outlct situations and has dccided to clear the trees under the "Own Personal Use" clause of the Forcstry Act. Discussion: Section J I, Article 4(c) of the revised Forcstry Act states that a County By- Law may not interfere with a individual's right to remove trees for their own persODal LIse. Thus an individu.aI who wishes to make use of all trees cleared, regardless of size, may clear a bush. This "loophole" in the act is rarely utili7.oo due to the difficulty in making use of small saplings of 1 to 3 inch Ì!1 diameter. However it is Mr. BehalTell's intcntion to utilize every'~tem in the bush for pcrsonal firewood consumption with the argument that small stcmmed material will be utjjjzed for kindling. I have informed Mr. Beharrell that it is the County's intention to ensure that all stems must be uscd for Ürewood and will insist on inspecting fLlelwood piles such that no material is wasted. Mr. Beham:ll is aware of the County's position and is confidcnt that he is compliant with the "Personal Use" exemption. Conclusion: It is the position of the Tree Commissioner that Mr. BeharrclI is within his right to clear under the pcrsonal use clause. It is the intent of the tree commissioner to frequently inspect the clearing to insure that all material is utilized and no material is wasted. Recommendation: ¡Cor infon-nation only. Hugh Geurts Tree Commissioner ~/) Approved For Submission M.G. Mcdonald. CountyAdministrator/Clerk 4 ~_F_UfL~~~ UO;~~ :JJ.':1b:J':1'1-':j;jb THEDE WARD SYSTEMS PAGE 01 TO: Elgin County Council Re: Tile outlet repair and erosion control refusal I was disappointed to hear that the outlet repairs to stop the erosion from the water boiling out of the tile plugged with tree roots and cutting the gUlly farther in the field was denied unless the No Net Loss Policy is applied. The replanting of the trees has the effect of adding about 30% to 100% to the cost of the repair, which increases the cost of the repair to the point where a private repair is no longer feasible which leaves my remaining Choice of a municipal drain. This option is likely to be a rather expensive option to the County of Elgin as -2000 feet of collected but uncontrolled water from third line, a county road, which is responsible for a portion of the damage. In an effort to provide a cost-effective repair for the County of Elgin and a quicker repair for myself than a municipal drain I propose the council either pays for the trees to be replanted or reconsider applying the No Net Loss policy to the repair. Also, typically the trees would not be replaced with a municipal drain. One last point is that Hugh Geurts has mentioned in the past that once land has been cleared the trees act no longer applies. if this is true. then as there is evidence of tile in most of the areas to be repaired which means the land was cleared at one time to install the tile so the trees act should not apply. wel~ Brad Beharrell 5 REPORT TO ELGIN COUNTY COUNCIL Homes Report #2 for January 25, 2000 From: Marilyn Fleck, Director of Homes and Senior Citizens Subject: Tours of Continuum of Care Centres Date: January 12, 2000 Introduction/Backaround: The Visioning Afternoon on January 11, 2000 produced lively and thought provoking discussion; and as well providing opportunities to think of the future development that might be considered for the Elgin Manor site. Discussion/Conclusion: Councillors and staff voiced ideas and values that were important, and as well indicated concerns that should not be ignored. Attached to this report is a summary of the discussion items of that afternoon. Recommendation: THAT the Director of Homes and Seniors Services be authorized to organize tours of Continuum of Care Centres for Council, Management and Homes Supervisors (dates to be confirmed for March 2000). Respectfully submitted: Approved for submission: ~æj}J//~ Marilyn D. leck Director of Homes and Seniors Services --MD 7 Mark G. McDonald Chief Administrative Officer Report to Elgin County Council Re: Visioning Day held January 11,2000 If the.-wOYldw~a-þ~þ~ Whac-wouldtJz,¡ÿ/iáurØ/E~Manor sen£or,y' H~Uþþorc- Service-ve.yeloþmenrlook-~? Site Specific Continuums of Housing and Care - Overview by Jim Henry, Conceptual Planner for Seniors and Specialized Housing. How many times do you want to move after you're 65? People in Canada over 65 move 3.5 times. The majority of the group present at this meeting only wanted to move once. It is very important that we consider developments from the customer's point of view and not to lose sight of what people want. There are three key issues for consideration: Quality of Life Financial - linkage of services Taking advantage of planning opportunities There are two markets that are targeted: - Those who have to move (i.e. the Long Term Care Group) - Those who want to move ( the Lifestyles Group) We, in our planning initiatives need to respond to the needs of these groups. Reference point for this discussion is the "Continuums of Housing and SUDDort Services". This diagram indicates the Long Term Care Facility provides 25% of the population needs. The other pieces of the triangle are Rest Home, Supported Living Suites, Multi-Purpose Centre or Community Centre, Supportive Housing and Independent Housing. To look at continuums in our project, adjacent to Elgin Manor redevelopment, consideration should be given to thinking about change. To Encourage Change - One must be prepared to give something away, and it should be offered up front. One should identify things to give away that may cost you nothing but be of value to others. To maintain the viability of long term care facilities, the provision of services in a continuum of care is a positive move to facilitate change in how we do business. People will contribute to community when they are economically advantaged. C:\WINDOWS\TEMP\ReportJan11.doc 1of4 7 Report to Elgin County Council Re: ViSioning Day held January 11, 2000 The participants were divided into small groups for discussion on the following: > Examples of community planning initiatives > Think about older people that they know, those who are just retiring, people who are in the range of 70 to 85+ years and seniors who are alone. > Think about the visioning statement "If the world was a perfect place" and talk about your values and what is important to you. The following ideas were summarized in the large group feedback: Issues Opportunities Linkage to different care needs Identify known opportunities (i.e. build on the Bobier Villa mode ) Services (personal, i.e. massage therapy, social i.e. recreation) Marketing strategies to compel people to look for housing here. Shortage of Physicians Rental office space (e.g. Doctors, Walk. In Clinic, other health practitioners) Existing building Partnership for development, look to the private developers Partnership for other services that may be offered through the hospital, bank, etc. Future development for a continuum, drawing on the expectations of the clientele (e.g. golf course) C:\WINDOWS\TEMP\ReporUan11.doc 20f4 8 Report to Elgin County Council Re: Visioning Day held January 11, 2000 The following ideas were expressed as important issues to the participants: · The dining room - ensure more of a restaurant type, provide choice and flexibility. · Pool and exercise equipment (fitness club) - this would be a marketing strategy as fitness is a part of the lifestyle. · Main Street "Elgin" - to include a coffee shop, bar, etc. · Public transportation · Condominiums to be a part of the long term plan · The whole retirement community, and be cognisant of income availability. · Plan for the future to meet the needs - develop a master plan · Partnership with the City, e.g. Ambulance substation · "Privacv" the individuals. · Other entertainment forms for the complex, not just crafts, bingo, cards. · The use of the old Elgin Manor as well for a senior's facility. What drives what? · Hobbies - we want to be able to continue with woodworking, crafts. · The rebuild of Elgin Manor for those who need and require care. The old building becoming apartments would ensure those a $afe environment where they can be maintained and service is accessible when they want it. · If we are planning for something like Bobier, then financing is an issue. · The rebuild is important but we must do something with the old building. · "No seDaration" of couples Connectivity between the old and new building is important but first, the new building. · More flexibility for social and recreation activities. · Transportation. Increased leisure activities and perhaps golf carts for mobility around the complex. · The new complex is first, the existing building is intermediary (step 2) and step 3 is a condo complex. All of this is tied to long range planning. We are catering to the baby boomers, and their lifestyles. It is not hard to see a whole community. · Get rid of the "House of Industry" and old baggage. · This is a different concept and is profit driven. The clientele are retiring earlier. A question of whether the old building lends itself to being redeveloped - we must look at the feasibility of this. · The development of a continuum must be staged out - know what the vision is and what is the big picture. · Include a Tim Horton's C:\WINDOWS\TEMP\ReportJan11.doc 30f4 9 Report to Elgin County Council Re: Visioning Day held January I I, 2000 · For planning purposes, we must look at the effective use of the land and how the buildings are laid out. · It is very important to be cognisant of land use of our neighbours. · What about a day care centre for employee's children? · Look at the partnerships that can be development, who can help you? Where to we go from here? As part of the day's discussion, Mr. Henry talked about other complexes in southwestern Ontario that might be of interest to this group on a bus tour. There are two communities in Stratford and two others in KitchenerlCambridge that could be visited. The full day tours would include discussion with the Administration of the centre for the financial process, and as well would include a walk through of the structures. Lunch would be arranged at a restaurant near Stratford. Individuals that should be included for the tour are: Warden County Councillors Management Team Homes Supervisory staff Are there others that should be included? The approximate timing of the bus tours would be March 15 to 31, 2000. C:\WINDOWS\TEMP\ReportJan11.doc 40f4 10 REPORT TO COUNTY COUNCIL FROM: Marilyn Fleck, Director of Homes for Senior Citizens John David Huether, Acting Deputy Treasurer DATE: January 13, 2000 SUBJECT: 199!¡/2000 Community Support Services Budget Approval Discussion: The Ministry of Health requires signatures by two authorized signing officers on copies of the 1999/2000 Community Support Budget-Schedule 1. Upon return, the Ministry authorizing signature and dates will be completed in order to fully execute these schedules. An original copy will be returned and kept on file in the Financial Services Department. Recommendation: That the Warden and C.A.O. be authorized to sign the 1999/2000 Community Support Budget-Schedule 1 for the Ministry of Health. Respectfully Submitted /ì&~¿rkd Marilyn Fleck, Director of Homes for Senior Citizens -=:Iõ _ ~ John David Huether (Acting) Deputy Treasurer Approved for Submission ~ ~ Mar onald, CAO REPORT TO COUNTY COUNCIL FROM: Linda Veger DATE: January 14, 2000 SUBJECT: Millennium Babies Introduction: At the previous County Council Session staff were instructed to research various approaches to honouring the first baby boy and baby girl born in 2000 within the County of Elgin. Discussion: It was suggested that a gift into a type of fund that would assist these children with higher education would be appropriate. A Registered Education Savings Plan, RESP, is currently available with certain stipulations: . the deposit must be made by the parents or grandparents · the investment would receive a 20% grant from the Government of Canada ($200 on a $1,000 deposit) . the parents would have control of the RESP · if the funds are withdrawn for any other purpose, the income earned by the fund is taxable at the regular tax rate of the parent plus 20% (incentive not to withdraw the funds) The County could invest in a GIC or mutual fund in the name of the child "In Trust". However, these investments would actually belong to the County and be administered by the County until the child was ready to advance to college or university. The investment would then be cashed in and the accumulated value transferred to the child. Steve Gibson advises that it is possible to set up a Trust for the child. The Trust would be governed under the Trustee Act. A possible method as follows: . forward the gift to the parents along with an agreement setting out the parameters, i.e. for education purposes, not available to the child until age 18, suitable investments, reporting obligations to the County · parents are governed by the Trustee Act . County could go through a financial planner however there would be fees involved This option creates an ongoing relationship between the Trustee and the County for the next eighteen years. The administration costs could be considerable over the next eighteen years. Council may wish to consider the fact that not all children are able to advance to some form of higher education and may indeed require special tutoring. An example may be a child with dyslexia who has great difficulty reading. This child may struggle with school and, through no fault of their own, may not be able to advance past high school. Also, some parents choose to self school their children. The gift may appear to discriminate if it can only be directed to higher education. 18/01/00 millbaby 12 The consensus of Management, after considering the intent of this gift to celebrate the new millennium, is an outright gift to each child. Recommendation: THAT the Council of the Corporation of the County of Elgin, in recognition of the magnitude of the year 2000, present a gift of $1,000 each to the first baby girl and baby boy born within the County of Elgin and whose parents are residents of the County. Respectfully submitted. ~~~~ Linda B. Veger Director of Financial Services i1fj CAO - 18/01/00 millbaby 13 REPORT TO COUNTY COUNCIL FROM: Linda Veger DATE: January 14, 2000 SUBJECT: Emergency Operations Centre Introduction: At County Council Session September 14, 1999 a report was approved that included the purchase of Emergency Operations Centre Equipment as detailed by the Emergency Measures Co-ordinator. The estimated cost totaled approximately $5,000 for items such as telephones, installation, and fax machine. Discussion: This equipment was included in the 1999 budget but has not been purchased as yet. These are one time purchases and it is suggested that the budgeted amount for these . items be transferred into a reserve for purchase in 2000. Recommendation: THATthe $5,000 budgeted in 1999 for Emergency Operations Centre Equipment not yet expended be transferred into a reserve. Respectfully submitted. Approved for submission. Mi.~Qld' CAO ~~~A/ Linda B. Veger Director of Financial Services 18/01/00 eocequip 1 4 REPORT TO COUNTY COUNCIL FROM: The Management Team DATE: January 18th, 2000 SUBJECT: SCHEDULE OF COUNCIL MEETINGS FOR 2000 Attached for your consideration are suggested meeting dates for County Council this year. Meeting dates can be changed by Council at any time with advanced notice. Recommendation: THAT the attached schedule of meeting dates for County Council be approved. Respectfully submitted, -idJ Mark G. McDonald, Chief Administrative Officer. ------- 1 5 SCHEDULE OF COUNTY COUNCIL MEETINGS FOR THE YEAR 2000 DATE OF MEETING TIME January 11th January 25th February 8th February 15th February 29th 9:00 a.m. 9:00 a.m. No Meeting 9:00 a.m. March 14th March 28th March 30th 9:00 a.m. 9:00 a.m. 9:00 a.m. April 11th April 25th May 9th May 23rd 9:00 a.m. 9:00 a.m. 9:00 a.m. 9:00 a.m. June 13th June 27th 9:00 a.m. 9:00 a.m. July 11th July 25th 9:00 a.m. 9:00 a.m. August 8th August 22nd 9:00 a.m. 9:00 a.m. September 12th September 26th October 10th October 24th 9:00 a.m. 9:00 a.m. No Meeting 9:00 a.m. November 14th November 28th No Meeting 9:00 a.m. December 12th December 14th 7:00 p.m. 9:00 a.m. Regular Meeting ROMAlOGRA Feb 20.21.22 & 23 DRAFT BUDGET mailed to Council Council review of budget Budget approved by Council Budget meeting if required - If Required - If Required AMO Conference Aua. 13.14.15 &16 ACRO Conference - Oct. 1st to 4th. 2000 Municipal Election Day Warden's Election Regular Council Meeting Council Meetinas will be held every 2nd and 4th Tuesday of the month and are subject to change. 1 6 Report to County Council FROM: Paul Vandenberg DATE: January 11, 2000 SUBJECT: Departmenta/ Reports INTRODUCTION/BACKGROUND We have identified the need for reports to be created for the Homes for Seniors, Financial Services and Human Resources departments to obtain meaningful information from the data contained in our various software packages. Crystal Report Writer is the program that can be utilised to create the reports in the HRIS, Accpac and Campana programs. The County does not currently employ staff who are trained in developing Crystal reports. DISCUSSION Due to the time constraints to develop some of these reports, this project should be outsourced. The two options for outsourcing this project are: 1. Hire a consulting firm at approx. $75.00 per hour. (see Attachment 1) 2. Hire a part-time contract student/person at a rate of $12.00 - $15.00 per hour. (see Attachment 1) HR Strategy Systems, the firm that sold Crystal Reports to us, indicated that we should be able to hire a student with the knowledge required to have our reports created at a fraction of the cost of using a consulting firm. A neighboring municipality hired a student to develop all the Crystal Reports for their amalgamation project and was very pleased with the outcome. The approximate time to develop an average report is 5 hours, depending on the data and the format required. We are waiting for responses from all the departments as to the number of reports required for the County. An estimate of 30-40 reports would require an upset dollar limit of $3,500.00. The contract employee should be utilised at the end of the project to train one member from each of the above departments. This allows us to maintain the newly developed reports and create new reports as the needs arise in the future. The estimated cost for this training is $500.00. The money for this project should be drawn from the automation budget, as the reports will benefit all supervisors and managers. 17 CONCLUSION The County does not have staff with the expertise to develop our reports. The most cost-effective and efficient alternative method to create the reports the County requires is through the use of a part-time contract student/person. RECOMMENDATIONS THAT we hire a part-time contract student/person to develop the reports required for the County of Elgin, who will also train our staff to maintain these reports. The estimated cost to complete both tasks is $4000.00. The Staff will investigate the possibility of acquiring a grant program to offset the costs. ~( s , P;éul Vandenberg Assistant to the Director of Human Resources Harley Underhill Director of Human Resources -1£0 Approved for submission by Mark McDonald --.... 18 Attachment 1 Consultants: Company Report Writina Fee Trainina Fee Low end Productivity Point Int'l $ 75.00 I hour $110.00 I hour $ 75.00 I hour High End APOS Systems $ 800.00 I day NOTE: Consultants charge for drive time to and from the work place. II Part-Time Contract Student/Person: Univeristy of Westem Ontario I Fanshawe College Position: Part-time Contract Programmer Length oftime: 2-6 weeks (depending on hours worked per week) Working Hours: We are flexible on the time of day and hours worked to fit around class schedules. Remuneration: $12.00 - $15.00 per hour Requirements: . Proficiency with Seagate's Crystal Report Writer program is essential . Working knowledge of the following database programs would be an asset, but not required: Company Name Ceridian Kronos HR System Strategies Software Prism TKC Info:HR Software Type payroll time and attendance Human Resources lIS based on Microsoft Access accounting AccPac AccPac 19 REPORT TO: MembeŒofCountyCouncil FROM: Special Projects Officer - Archives DATE: January 5, 2000 SUBJECT: ARCHIVES ACTIVITY REPORT INTRODUCTIONillACKGROUND Over the years the Elgin County Library collected more than 1300 boxes of paper records, and an uncounted number of assessment rolls, ledgers, and other record books as they attempted to preserve the documentary heritage of the County. County Council has directed me to inventory this material and IDåke recommendations for its use. INVENTORY The following groups of records have been inventoried and it is suggested that if an archives is established the records be put on deposit with the archives. I. Ontario Ministry of Agriculture and Food - Elgin County Office - 28 boxes 2. Anderson Department Store Records - I 15 boxes 3. Elgin County Records - 130 boxes and 63 large record books 4. Dunwich Township Records - 1 box and 194 assessment and collector's rolls 5. Dutton Village Records - 9 boxes and 122 assessment and collector's rolls 6. J.G. Haywood Records - 3 I boxes 7. T.H. Hockin Store Records, Dutton - 11 boxes, 67 large record books 8. South Dorchester Township Records - 5 boxes 9. Order of the Eastern Star, St. Thomas - 3 boxes 10. St. Thomas Municipal Records - 14 boxes and 20 large record books 11. Malahide Township Records - 20 boxes 20 Archives Page 2 12. Government Publications - Elgin County Library had a large collection of government publications, which were mainly reports by and about the City of London. These were deemed irrelevant to Elgin County history and, on November 19, 1999, we shipped them to the London and Middlesex Historical Society. Anything to do with Elgin and the surrounding counties was retained. Shipped - 81 boxes. 36 boxes were retained to be deposited with a County/City archives. 13. Financial Post Newspaper (doesn't relate to Elgin County) - On November 8, 1999, we shipped 78 bound volumes of the Financial Post newspaper to Southam Inc. in Toronto. They hired a van in Toronto to come and get them. We received a nice thank you letter ITom Blair Mackenzie, Vice President, General Counsel, and Secretary. DATABASE To date, 1 have looked at and inventoried 484 boxes of documents and 466 record books. That is about one third ofthe total to be inventoried. This information is contained in a searchable Microsoft Access database. Each record in the database describes one file folder and its contents, or one record book. Since a file folder can have many different things in it, I have tried to provide with each record a list ofthe subjects found in the file folder. As 1 have been compiling the inventory 1 have been taking notes on the physical condition of the records and putting these into the database. That way, future caretakers will have a place to start when they take custody of the records. Every effort has been made to keep the database standardized, each table has the same fields, and the fields are all the same size. 1 enclose an explanation of the fields used in the database, and two sample printouts. The inventory is proceeding at a reasonable pace. Barring unforeseen difficulties, it should be finished by late spring or early summer. TRANSFER OF RECORDS During the course of the inventory 1 discovered a few original copies of bylaws and transferred them to Administrative Services. While inventorying the County papers and the J.G. Haywood papers, 1 discovered a number of records relating to drainage and to the buildings owned by the County at the present time. These have been transferred to Engineering Services. 21 Archives Page 3 PRESENTATION A brief presentation to County Council will be given to illustrate the contents of the document collection and some of the problems associated with it. CONCLUSION It is becoming more and more evident that Elgin County Library has a rich document collection, which illustrates the heritage of the County. It is necessary to consider ways in which to make the contents of this collection available to the people of Elgin. RECOMMENDATION: For Council's information. ~--/~ Frank Clarke Special Projects Officer - Archives c.~~~ Manager of Library Services Approved for submission: ~ ~ Chief Administrative Officer 22 County of Elgin Records Held by the Elgin County library SERIES ITLE ¡Correspondence and Documents Filed By The Elgin County Clerl< ACCESSION DATE ACCESSION NUMBER Friday, July 02, 1999 99-2 !SOURCE BOX IFILE 87 11 LOCATION HEADING .. . SCOPE ¡UBJECT SUBJECT2 ~TUS den1ial FNDITION - ftagiJe - microfihn DESCRIPTION "egister Book, House oflndustry, County of Elgin, 1876 -1897 includes the following one page list: "List of Children for Whom homes have been secured by the 1nspector of the County !of Elgin House oflndustry and Refuge" list dates iÌOm 1887 to 1893 Thursday, January 06, 2000 Page 1647 of 2324 23 County of Elgin Records Held by the Elgin County Library SERIES !TITLE Correspondence and Docnments Filed By The Elgin County Clerk ACCESSION DATE ACCESSION NUMBER Friday, July 02, 1999 199-2 SOURCE BOX FILE 44 12 LOCATION HEADING SCOPE ¡UBJECT SUBJECT2 ¡STATUS ~::TION DESCRIPTION Correspondence and Documents ConcemiDg the FolloWÍDg Subjects: Elgin-St. Thomas Health Unit Files 1945 correspondence and other records contains the original agreement to establish the Elgin-St. Thomas Health Unit, June 29, 1945 Thursday, .January 06, 2000 Page 1035 of 2324 24 Fields Used in the Elgin County Library Archives Database SERIES - A record group is the records of an organization such as the County of Elgin. Records created by the Treasurer of the County would be a separate series within the record group. TITLE - This is the title on the file folder being described. ACCESSION DATE - This is the date the records were taken over by the Elgin County Library. ACCESSION NUMBER - A number assigned to the group of records to distinguish it rrom other groups. For example, the County papers are 99-2, while the J.G. Haywood papers are 99-9. SOURCE - The person Qr institution rrom whence the records came. BOX - The box number where a particular file or record is stored. FILE - The file number ".ithin the box. LOCATION - To indicate the location on the 4th Floor of a large book or ledger which cannot he stored in a box. HEADING - Part of the County of Elgin records management system. SCOPE - Part of the County of Elgin records management system. SUBJECT - Every file in the document collection contains information on sometimes dozens of subjects. For example, information on the building of the original courthouse could be contained in 20 files in 5 different boxes. The only way to bring together material like this is to subject catalogue it. STATUS - Records can be either confidential or open to researchers. This will indicate to staff whether patrons can be allowed access to these records. CONDmON - This is to indicate the physical condition of the records. \Vhoever takes over the document collection can then do a search on this field and find out which materials need immediate attention. DESCRIPTION - This is a large memo field. Instead oflimiting yourself to subject headings, the idea here is to put in as complete a description as possible, in natural language, of the information found in the file folder. This field is completely searchable by the Microsoft Access program. 25 REPORT TO COUNTY COUNCIL FROM: PETER DUTCHAK ENGINEERING SERVICES DATE: JANUARY 13, 2000 SUBJECT: NEW OR LEASED COUNTY VEHICLE Introduction Currently the County owns a 1995 Ford Tauras used by the Engineering Services Department. Approximately $4,000.00 was spent to maintain and repair this vehicle in 1999. After 195,000 construction kilometers this vehicle should be replaced before more repairs are needed. Discussionl Conclusion The current mid-size sedan has proven to have limitations for the uses required from it. The type of vehicle that would be most effective for the uses required by the Engineering Services Department would be a mid-size or full-size extended cab pick-up truck. With this type of vehicle would be able to transport items such as signs, posts, survey equipment, etc. This type of vehicle could also carry 4 passengers if necessary and has a more suitable ground clearance for traveling across construction sites. Recommendation THAT the Engineering Services be authorized to obtain quotations for Council's approval for a new pick"up truck and use the existing County vehicle as a trade-in with the balance of the purchase and/or lease to be taken from the Roads Reserve Account. RESPECTFULL Y SUBMITTED {/(fuJ -Wrf CLAYTON D. WATTERS, MANAGER ENGINEERING SERVICES APPROVED FOR SUBMISSION ~U) MARK MCDONALD CHIEF ADMINISTRATIVE OFFICER 26 REPORT TO COUNTY COUNCIL FROM: CLAYTON WATTERS, MANAGER ENGINEERING SERVICES DATE: DECEMBER 14,1999 SUBJECT: 2000 ST. THOMAS MUNICIPAL AIR SHOW Introduction Walsh Air Show Productions Incorporated has contacted the City of St. Thomas regarding the use of the St. Thomas Airport for an air show to be held June 3 and 4 in 2000. Discussion A meeting was held at the County Administration Building with the City of St. Thomas, Municipality of Central Elgin, Ontario Provincial Police and the County of Elgin to review details of the 1999 Air Show. The meeting was to identify any issues, which needed to be addressed prior to the 2000 Air Show. There were no complaints from the neighbouring property owners and only one complaint regarding dust on the shoulders of the roads. The security at the site was provided by four Ontario Provincial Police off duty officers and a security company. With the air show moving ahead of the London event and being the second year at the St. Thomas airport it is anticipated that there will be increased crowds. The shoulders of a rural County road are not designed to handle parked vehicles or pedestrian traffic. There are no sidewalks, curb and gutter, pedestrian crossing signals to control this traffic and the posted speed is 80 kilometers per hour. The County does not want vehicles parked on the shoulder of the roadway, which leaves two options. One option would be to install permanent signage and the other option would be to install temporary signage. The signs would indicate "no parking", "no standing" and "no stopping". Temporary signs will be the responsibility of the air show promoter. The permanent signs would be the responsibility of the County with some assistance from the promoter. The cost for 40 permanent signs to be placed on the shoulder of the County roadway would be $12,000.00. Conclusion In order to protect the public the by-law should be amended to allow the erection of "No Parking", "No Standing" and "No Stopping" on County Road #36 from County Road #56 to Highway #3 and also on County Road #56 from County RoM #36 to Yarmouth Centre Road. .....2 27 REPORT TO COUNTY COUNCIL FROM: CLAYTON WATTERS, MANAGER ENGINEERING SERVICES DATE: DECEMBER 14,1999 SUBJECT: 2000 ST. THOMAS MUNICIPAL AIR SHOW Page 2. Recommendation That if the City of St. Thomas agrees, by resolution, to permit Walsh Air Show Productions to co-ordinate the 2000 St. Thomas Municipal Air Show, and liability insurance and other County concerns are satisfied, then the County of Elgin shall amend the Parking By-Law to restrict "no parking, "no standing" and "no stopping" on the following County roads: County Road #36 from Highway #3 to County Road #56 and County Road #56 from County Road #36 to Yarmouth Centre Road provided that all costs for permanent signs are borne by the organizer and/or City of St. Thomas. RESPECT FULL Y SUBMITTED APPROVED F.OR SUBMISSION ~f/) MARK MCDONALD CHIEF ADMINISTRATIVE OFFICER CLAYT N D. WATTERS, MANAGER ENGINEERING SERVICES 28 REPORT TO COUNTY COUNCIL FROM: CLAYTON WATTERS, MANAGER ENGINEERING SERVICES DATE: DECEMBER 15,1999 SUBJECT: ASSISTANCE TO THE TOWNSHIP OF MALAHIDE Introduction The Township of Malahide is planning to make improvements to the culvert at Putnam Road and Century Line. Discussion At the intersection of Putnam Road and Century Line there is a 4 foot X 6 foot concrete culvert and the Township of Malahide is making improvements to the culvert and ditch system downstream of this culvert. The Township has asked for the assistance of the County of Elgin Engineering Services Department in determining the size for the new culvert and the size of the ditch downstream in order for the Township to purchase land to accommodate the ditch. The Engineering Services staff can complete the requested work in approximately 1- person days. The Engineering staff would provide surveying, researching watershed area and minor engineering. Conclusion Due to the advance notice the Engineering Services staff can schedule the above work into their work plan and this co-operation is always beneficial to both parties. Recommendation That the Engineering Services staff be directed to assist the Township of Malahide in determining the size for the new culvert at Putnam Road and Century Line and the size of the ditch downstream in order for the Township to purchase land to accommodate the ditch. R~SPECTFULL Y SUBMITTED APPROVED FOR SUBMISSION ûrNJ Æilf~ CLAYTON D. WATTERS, MANAGER ENGINEERING SERVICES -M/) MARK MCDONALD CHIEF ADMINISTRATIVE OFFICER 29 REPORTTOCOUNTYCOUNC~ FROM: Mark G. McDonald, Chief Administrative Officer. DA TE: January 2151,2000 SUBJECT: COMPREHENSIVE INSURANCE PROGRAM- 2000 Introduction: Attached are the highlights of the County's comprehensive insurance renewal for 2000. The Management Team has reviewed the coverage for accuracy and need. Council has two main options: 1) to renew for one year at $117,305 or 2) to utilize Cowan's fate stabilization plan and renew for a 3 year term with a 5% reduction in the 2000 premiums. Council may also wish to adjust deductible programs to reduce premiums as outlined on the last page of the proposal. Discussion: The 1999 premium was $110,223 plus taxes. The 2000 premium is $117,305 plus taxes. The difference is due mainly to insuring ambulances and to re-inspecting building values. Mr. Sibbick can explain this in more detail at the meeting. Since the County recently tested the market place through a competitive bid for the 1999 rE'mewal and since we received a sizeable reduction in premiums, it may be appropriate to sign on for a three year rate stabilization plan. There will be a 5% reduction in the premiums each year, after adjustments are made for changes in coverage and based on our experience ratings. Conclusion: The comprehensive insurance coverage program provided by Frank Cowan Company Limited, should be renewed commencing on January 29th, 2000 for a three-year term, in order to qualify for a 5% annual reduction in premiums. Recommendation: That the County of Elgin's comprehensive insurance program be renewed with Frank Cowan Company Limited for a three-year term with the 2000 premium being set at $117,305 less a 5% reduction plus applicable taxes. ALL of which is respectfully submitted, ~ Mafk G. McDonald, Chief Administrative Officer. 01/201'00 15:42 NO. 293 ¡;¡07 HIGHLIGHTS OF COVERAGE CLASS OF INSURANCE SUMMARY OF COVERAGES LIMITS/AMOUNTS ~ . .. . Municipal Liability Primary LImit $ 15,000,000. Third PartY cWms Deducdble $ 2,500. Sewer Backup Deducdble $ 2,500. Errors and Omissions Primary limIt $ 15,000,000. $ 20,000,000. Any One Claim Deductible $ 2,500. Non-Owned Automobile Primary Limit $ 15,000,000. Follow Form Excess liability Excess of Primary $ 5,000,000. environmental LIabIlIty limit of liability $ 2,000,000. Aggregate $ 4,000,000. Self-Insured Retention $ 5,000. Comprehensive Crime Commercial Blanket Bond $ 1,000,000. Money and SecurlrJes - Blanket any Location $ 100,000. Excess on SecurltJes $ 100,000. Counterfeit Paper and $ Included Depositors' Forgery $ Included Audit Expense (Sub-Limit $ 100,000.) $ Included Councillors' Accident Accidental Death & Dismemberment $ 100,000. Weekly Income - Total Disability $ 500. Weekly Income - Partial Dlsabmty $ 250. Municipal Conflict Reimbursement of Legal Fees of Interest and Expenses $ 100,000. Legal Expense Reimbursement of Legal Fees $ 100,000. Annual Aggregate $ 250,000. -1· 01/20/00 15:40 NO. 293 ~ COWAN'" Public Entity Canada's Insurance & Risk Specialists Comprehensive Insurance Program 2000 Prepared by: Mr. Bryce Sibbick, Account Manager, Frank Cowan Company Limited, Princeton, Ontario This is a condensed report of your insurance coverage offered as a complete insurance program. Any changes are to be agreed to a~ part of the review process. Nothing herein alters ths terms. conditions and exclusions contained In the printed Insumnca contract REF:21575.RMR/kh January 20. 2000 1 800 265 4000 TI 5194584331 FI 5194584366 ¡;¡02 z ~ ~ ~ U ~ ~ Z o ..... ~ ~ ~ U 0l/20/00 16: 19 NO. 294 ¡;¡01 HIGHLIGHTS OF COVERAGE CLASS OF INSURANCE SUMMARY OF COVERAGES LIMITSI AMOUNTS ~ ~:~ Property Insurancel Data Processing Insurance Total Sum Insured Deductible $ 42,329,871. $ 500./5,000. Boiler and MachInery Limit per Accident· Comprehensive Deductible $ 25,000,000. $ 5,000. Owned Automobile Primary limit All Perils Deducdble $ 10,000,000. $ 2,500. $ 20,000,000. Ally One ClaIm Excess Automobile Excess of Primary Limit $ 10,000,000. NOTE: RIsk Management Services (Property Inspections, Liability Hazard Reviews and loss Control Seminars as required) are induded In the total premium shown below. 2000 - 2001 ANNUAL PREMIUM $ 117.305. PLUS APPLICABLE TAXES ·2· 01/20/00 16:19 NO. 294 [;)02 OPTIONAL COVERAGE AVAILABLE SELf-INSURANCE - DEDUCTIBLE PROGRAMS For comparison purposes we are setting out opdonal deductible programs that the Insured may wish to consider. CLASSIFICATION PRESENT DEDUCTIBLE OPTIONAL DEDUCTIBLE CREDITS AVAILABLE Automobile Fleet $ 2,500. $ 5,000. $ 537. Errors and OmissIons $ 2,500. $ 5,000. $ 600. Municipal liabilitY $ 2,500. $ 5,000. $ 7,286. -3· I COUNCIL CORRESPONDENCE - JANUARY 25. 2000 Items for Consideration 1. Township of Colbome, with a resolution petitioning the Province to enact legislation to protect and provide for responsible control of manure spills. (ATTACHED) 2. Steve Peters, M.P.P., Elgin-Middlesex-London, with correspondence regarding the closure of the Examination Centre in St. Thomas and the lack of Driver's Examination Centres throughout the County. (ATTACHED) 3. K. G. Sloan, AdministratorlClerk, Municipality of Central Elgin, re: the sale of the former Port Stanley Village Hall. (ATTACHED) 4. G. Murray, G.P. Murray Research Limited, re: offering a bi-weekly subscription to "Inside Queen's Park" an analysis of Ontario politics and government. (ATTACHED) 5. Barbra Anne Runstedler Vaspori, Risk ManagemenUBusiness Planning, Frank Cowan Company Limited, with correspondence conceming the proposed Trans Canada Trail. (ATTACHED) - NOTE: Deferred From Previous Meeting. 6. Kyle Kruger, Administrator, Municipality of Bayham, request for the assistance of the County Human Resources Department for the negotiation of a Collective Agreement. (ATTACHED) 1~ St. Thomas-Elgin Tourist Association - requesting that Council appoint'two persons to the Tourism Board for the Year 2000. (ATTACHED) 30 Bl/B7/BB 23:24:44 EST; ASSOCIATION OF?-) JAN-07-00 FRI 04:05 PM AMO 1 519 633 7661 CLERK-Elyin Co Paye BB2 FAX NO, 416 971 6191 p, 01 TOWNSHIP OF COLBORNE (MRS.) JUDY A. KAY A.M.C.T CLERK-TREASURER R.R.5, GODERICH, ONTARIO N7 A 3Y2 519-524-4669 - Office 519-524-2561 - Garage 519-524-1951 - Facsimile #750/99 MOVED; B. Vanstone SECONDED: D. Fines That, in light of the numerous and increasing number of manure spills, the Council of the Township of Colbome hereby petitions the Government to take action and bring into effect an enforcement act similar but not Jimited to that of the Petroleum Handling Act according to which authority is provided that in addition to the Owner being held responsible, such person(s) and/or companies acting in the capacity of Handler, Custom Operator, Contractors, etc. would be held responsible and liable for any such actions and that any/all spills would require to be reported and dealt with immediately as to prohibit the pollution of beaches, wells and/or any other forms of waterways and further that the Government allocate sufficient funding to ensure that the cLTective enforcement of any such legislation is carried out and further that this resolution be circulated to all municipalities in Ontario for support. DISPOSITION: Motion Carried 31 This matcrinl is proYided under contrae! as a paid senice by the originating organization, and does nol necessarily reflect Ih. yiews or positions of the Association of Municipalities of Ontario (AMO), its subsidiary companies, officers1 directors or agents. -".-.. Room 331 Main Legislative Building Queen's Park Toronto, Ontario M7A 1A4 YÆ ~ Ontario Constituency Office: 542 Talbot Street SI. Thomas, Ontario N5P 1 C4 STEVE PETERS, M.P.P. ELGIN - MIDDLESEX - LONDON Tel: (519) 631-0666 Fax: (519) 631-9478 Toll Free: 1-800-265-7638 '--' ",,:.. January 13, 2000 ,IAN 14 2000 Cp·, ,I.'. The County of Elgin 450 Sunset Drive St. Thomas, ON, N5R 5V1 Our office has written several letters to the Honorable David Turnbull, Minister of Transportation regarding the lack of a Driver's Examination Centre in the St. Thomas-Elgin area, and requesting that the St. Thomas Centre be reopened. Please find enclosed the response from the Minister to this correspondence. I find the response to be unsatisfactory and remain opposed to the closure of the Centre. Rest assured that I will continue in my efforts to lobby the government to restore much needed services that have been pulled out of the St. Thomas/Elgin County region. Yours Sincerely SL~L Steve Peters, M.P.P. Elgin-Middlesex-London SJP:eh:encls. 32 Ministry of Transportation Office of the Minister Ferguson Block, 3rd Floor 77 Wellesley 51. West Toronto. Ontario M7A 128 (416) 327-9200 MinÎstère des Transports Bureau du ministre Édifice Ferguson, 3e êtage 77, rue Wellesley ouest Toronto (Ontario) M7A 128 (416) 327-9200 ¡:~~l [t$.] 'rcu" Ontario December 22, 1999 Mr. R. Millard C.A.O./Clerk Township ofMalå.hide 87 John Street South Aylmer, Ontario N5H 2C3 Dear Mr. Millard: Thank you for your letter requesting that the St. Thomas Driver Examination Centre be re- established. The decision to close the St. Thomas Driver Examination Centre was made following a review of the efficiency of all driver examination centres. In order for a driver examùîation centre to· be established, the community must be located more than 50 km ITom the nearest centre and have a population density of more than 50,000 people. As St. Thomas does not fit these standards, the driver examination centre was closed. However, the 281 private issuers located throughout the province provide a wide range of additional services. In the fall of 1998, the Ministry introduced 17 new transactions at these locations that include many driver licensing services that were previously only available through driver examination centres and travel points. These service improvements allow residents to access these transactions through the private issuer in their community on a daily basis, rather than relying on travel point services. This ministry has also introduced new delivery channels such as self-service kiosks and interactive voice response for road test bookings, to improve access to ministry products and services, and enhance service quality. As a result, service standards have been maintained even +J........ugh +1-.... "I"'Iu-m1......... .....¡:' ...:r""';T¡e~ p.......-::i......;"a.'!~"· .....o.....trþ~ h~~ 1......0..... T"e..-t'.T....O,J Io.I..lV... - .I. 1..i..I...... ............:....~..........I. ......... -..L.i..... ... ~ALoö.i..I..I..i...L.I. ..U.L.I. ""......1..\: ."".... L.L~ u............i..L... \.I.u.~....u. Thank you for bringing your concerns to my attention. Sincerely, QRIGINA.L. SIGNED BY MINISTER DEC 24 1999 , , !n~vid TlIrnhull Minister c.c. Mr. Steve Peters. MPP, Elgin-Middlesex-London 33 Made from recovered materials Fait de matériaux récupérés 'The Corporation of the Municipa£it!f of Centra[ 'ECgin 450 Sunset Drive, 1 st Floor. St. Thomas, Ontario N5R 5V1 Ph.519·631·4860 Fax 519'631·4036 January 13, 2000. Ms. Cathy Bishop, Library Manager, County of Elgin, 450 Sunset Road, St. Thomas, Ontario. N5R5V1 Dear Cathy: Re: Sale offormer Port Stanley Village Hall to Port Stanlev Festival Theatre Please be advised that on December 22, 1999, the former Port Stanley Village Hall was sold to the Port Stanley Festival Theatre. The current lease Agreement with the County of Elgin for the Port Stanley Library has been transferred with the property. All payments under the terms ofthis Agreement should be forwarded to the following: Port Stanley Festival Theatre, Box 21, Port Stanley, Ontario. N5L lC7 If you have any questions regarding operation of the building, 1 suggest that you call Mrs. Carolyn Cameron, President, Port Stanley Festival Theatre, at (519) 762-2004, fax (519) 762- 3994. Yours trulYV. . /) i " .-x: ))~~~ K. G. Sloan . Administrator/Clerk p.c. Mark McDonald Carolyn Cameron T 34 G.P. MURRAY RESEARCH LIMITED ~,G'«_:~:: ~~~,-> Government relations and information services January 13, 2000 JAN 1'<' f'\~o!'\ t'.t~t,\~ ' œ" ....0' r;','~J ;::: ~\N \J,.sPl';-;-", , Mark G. McDonald Administrator/Clerk The County of Elgin 450 Sunset Dr. St. Thomas, ON N5R 5VI Dear Mr. McDonald: Inside Queen's Park offers a penetrating bi-weekly analysis of Ontario politics and government, to which a number of municipal officials already subscribe. You may have seen that an article on municipal restructuring from our Dec. 15 issue was reprinted in the AMCrO Express. Rod Phillips, Chief of Staffto Toronto Mayor Mel Lastman, says: "Now more than ever, local governments need to understand where Queen's Park is coming from. Inside Queen's Park helps put our office in the picture." Here's what some prominent provincial figures say about IQP: · Premier Mike Harris, June 16, 1999 - "So how many of my Cabinet did IQP predict?" · Robert Fisher, host of Global TV's Focus Ontario - "Graham Murray edits the wide1y- read Inside Queen's Park." · Murray Elston, former Liberal minister - "I read IQP as soon as it hits my desk." · Steve Paikin, moderator of TV Ontario's Fourth Reading- "A terrific resource of information for our staff." · Hilary Short, Ontario Hospital Association - "An excellent mixture of factual, insider political intelligence and informed punditry." · Bill Davis, Ontario and Toronto Automobile Dealers' Association - "Informative, crackling with wit. Don't visit Queen's Park without checking IQP first." IQP offers unique insight into what goes on at the centre of the provincial government. (A senior provincial cabinet minister recently told us: "Your sources have good information.") IQP breaks some important news before it is covered by the provincial media, strives to analyze the occasionally bizarre happenings in and around Queen's Park, and packages it all in lively and occasionally amusing prose. IQP lists important Order in Council appointments, seldom reported elsewhere, and also carries a full-page interview with a notable figure. Subscribers receive twenty-two issues per year at a price of $295 per annum, plus tax. To receive IQP, simply fill out the enclosed subscription order form and mail or fax it back to us. Yours sincerely, ~ Graham Murray Encl., . P.S. Many municipal governments also subscribe to our highly regarded Ontario Government Information Binder©. Call us at (416) 921-6887 to obtain a copy for review, at no charge. 35 () 2 Gloucester Street, Suite 204, Toronto, Ontario M4Y 1 L5 Tel: (416) 921-6887 Fax: (416) 921-6306 E-mail: gpmri@gpmurray-research.com ~2 G.P. MURRAY RESEARCH LIMITED Government relations and information services NAME: TITLE: ORGANIZATION: ADDRESS: TEL/FAX: SUBJECT: Inside Queen's Park Please add my name to the subscription list for Inside Queen's Park at $315.65 (inclusive of GST $20.65). D A cheque is enclosed for $ D Please send me an invoice. I currently subscribe to IQP and would like to renew my subscription. D A cheque is enclosed for $ D Please send me an invoice. Please make cheques payable to G.P. Murray Research Limited GST # R120897855 G.P. Murray Research Limited 36 . . . 2 GloucéSterStreet, Suite 204, Toronto, ON M4Y1L5 Tel: (416) 921-6887 Fax: (416) 921-6306 E-mail: gpmrl@gpmurray-research.com Website: www.gpÌnU1Tay-research.com . ........... ,........ "'''''_ ......'...v """" ...v·...., ......., ".11"" ............~I't .......... ,"'...''t.....I-.IUI't ""......... ......,V "'...,V\,.I rH~c:. C FRANK COWAN COMPANY LIMITED November 16, 1999 Insurance Managers For Public Entities 4 COWAN STREET EAST PRINCETON·ONTARIO NOJ lVO Ms. Sandra Heffren, Deputy Clerk Corporation of the County of Elgin Administration Building, 450 Sunset Dr. St. Thomas, Ontario NSR SVI Re: ProDoled TranI CAnada Trail Dear Ms. Heffren: . This letter is further to your fax of October 28th to Mr. Bryce Sibbick of our office in which you attached a copy of Clayton Watters' report, along with a oopy of Paula Neice's letter regarding the proposed Trans Canada Trail. Mr. Sibbick has asked me to review this con:espondence and provide you with our comments. After reading Mr. Clayton Watters' report, we were pleased with the issues and concerns that he raised in this regard. From a liability and risk management perspective, we recommend that Council address each of these important issues prior to finalizing any agreement with the Ontario Traìls Council. We have seen the Memorandum of Understanding that the Ontario Trails Council is proposing be signed. We would suggest that a fonnal agreement be entered into when the details of the proposed trail have been finalized. Prior to agreement, the municipality should consider the anticipated or proposed use of the trails within their community and decide on the accepted r=eational uses. In some areas, certain uses may create dangers or hazards that may be detrimental to the municipality's liability position. It is also important to anticipate that multi-use ttails may pose liability on behalf of the municipality where such uses are not safely compatible. The formal agreement should include a hold harmless/indemnity clause in favour of the County and the Ontario Trail's Council's Liability Insurance should include the County as an additional insured. In summary, we encourage the County to carefully review all aspects of the proposed trail system that will be established within municipally owned premises. If we can be of any further assistance to you in this regard, please do not hesitate to call our office. 41 Telephdne (519) 458-4331 Facsimile (519) 458-4366 , .......- ....... ............ .............. ....-- .......-'-, .._-, ,~.".., ..............'IL" ......... . '~"''''''''''''''''I'' v........ '"""'V '"""'VV r-H~I:. ~ Ms. S. HeflÌ'en Pae:e2 Yours sincerely, Frank Cowan Company Limited ~OJ\.~ ~\\.SL ÙOÀ~o-ù. Barbra Anne RunstedIer Vaspori B.Comm.. F.I.LC., C.R.M. Risk ManagementIBusiness Planning c.c. Bryce Sibbick Account Manager 42 REPORT TO COUNTY COUNCIL FROM: CLAYTON WATTERS, MANAGER ENGINEERING SERVICES DATE: September 30,1999 SUBJECT: PROPOSED TRANS CANADA TRAIL ON ELGIN COUNTY ROADS Introduction On August 26, 1999, the Engineering Services Department attended our first Trans Canada Trail Committee Meeting at the City of St. Thomas. From information received at that meeting it was understood that all Municipalities in Elgin County were "on board" and Council's have supported a trail system throughout the County. It was also discovered that some M'unicipalities have proposed trail routes located on Elgin County Roads. The Engineering Services Department has many concerns with promoting the use of Elgin County Road Right-of-ways as a trail route for the proposes of: walking, cycling, cross-country skiing, horseback riding and snowmobiling. Discussion! Conclusion Realistically, this trail will most likely not generate volumes of trail traffic and most of these designated trail uses already occur on the shoulders of Elgin County Roads, although, now the County is promoting the use of their road shoulders for these activities. By encouraging these activities on the Road shoulders the County has obligated itself to design and maintain a safe trail system and will be found liable if anything should occur. The purpose of this report is to raise some questions and to exercise due diligence toward public safety both on the roadway and the proposed trail routes. Some concems the Engineering Services Department have are as follows: 1. How will the trail operate during road and bridge construction on those routes? 2. Who will be responsible for identifying a potential safety concem on the trail? 3. Who will be responsible to correct those conditions and in what time frame? 4. Who will be designated as the "Trail Manager"? 5. Who will develop a systematic program of inspection? 6. Who will be responsible for these routine inspections? 7. Will an increased level of service be required on the shoulders of those roads in which the routes will run and if so should the County incorporate that into their maintenance By-Law? 8. Currently the County does not own any property designated for the purposes of these activities (sidewalks, parks, etc.) so will additional liability coverage be required? 9. Is the County acting irresponsibly by promoting the use of its road's shoulders as horseback and walking trails with the knowledge that a "clear zone" is not present to the driving lanes of traffic? If the County installed a sidewalk or riding trail this separation distance offset would be present. 10. What are the costs associated with the trail system and who is responsible for paying them? 43 FROM: CLAYTON WATTERS, MANAGER ENGINEERING SERVICES DATE: September 30,1999 SUBJECT: PROPOSED TRANS CANADA TRAIL ON ELGIN COUNTY ROADS Proposed trail routes located on Elgin County Roads must be registered by the County of Elgin and endorsed by County Council. We have asked all Municipalities to submit their Resolutions to the Engineering Services Department once trail routes have been finalized. As of September 30, 1999, only the Municipality of West Elgin has submitted their Council's Resolution and they have proposed two portions of County Road #3, Talbot Line, as portions of their trail route. All Elgin County Roads have been designed and are being maintained to accommodate vehicular traffic only. From the liability issues raised alone it is this department's recommendation that no portion of the proposed Trans Canada Trail be located on and Elgin County Road Allowance. Recommendation That no portion of the proposed Trans Canada Trail be located on an Elgin County Road allowance unless that portion is only to cross an Elgin County Road. . RESPECTFULL Y SUBMITTED JìW~ ~/~ CLAYTON D. WATTERS, MANAGER ENGINEERING SERVICES APPROVED FOR SUBMISSION -d?(f) MARK MCDONALD CHIEF ADMINISTRATIVE OFFICER 44 >J>..rk'~-..".. ." -L..¡, ,.. ~"l"þ' ,.,II<:.~~'~ ~~"Y-tt~ :~ ~~ . <!'~ l'k.ANSC~;;' I I O,tober 18. 1999 [ I I Pe-¡er Dutchak, CET Enþeering Technologist Engineering Services County of Elgin 45q Sunset Drive St. ¡rhomas, ON N5*- 5V¡ Fax! (519) 631-4297 I I i , J Dear Peter: 1 amlwriting in response to your letter to Marie Turvey, Chair of the Elgin County Trans Cam(da Trail Committee dated September 29,1999 and to reiterate some of the questions that tou raised at out meeting on Thursday October 14. The '¡official" opening for the Trans Canada TraH wiI! take place in the Nations Capital on September 9. 1999. This is the date that the Relay 2000 wilJ have crossed Canada and the ~ters from the three oceans wiI! be poured into a fountain. This is a symbolic act and tl1e process of the Relay has beer¡ designed to heighten awareness of a national dream to h..~," a trail cross this county with communities celebrating across Canada. The trail will n¡Ot be completed by that date. Some sections wiI! be designed, built and opened. ManYiothers will 3tiJ! be on the drawing board. Some communities are planning on using ~e day that the Relay passes through their community to officially open a stretch oftheitraiI. Other communities wilJ be using the same period to raise awareness and funds to build the trail. The entire range may be available in Elgin County depending on the pahicular circumstances of each segment. I It is nf.t presumed that the Elgin County Trans Canada Trail segment will all be opeued and available for Use on September 9. 2000. In some communities, the road superirttendents have been asked to review the route, determine ongoing maintenance costs arid build this into their annual workplans. Others are looking at long term develo,ment/upgrading in paraJlel with road improvement schedules. I i ! I I I 1 I r , 45 1 I t I I : , ThelTrans Canada Trail Foundation supports thetive core uses of - hiking. cycling, cross country skiing. snowmobiling and equestrian. Each municipality, in the case of Elgin County, will decide wbich of the five uses they will be supporting. My hope is that the~ will decide this based on issues oftraffic volume, safety, development and mlii/,¡enance cost and the enjoyment offùture users. I would guess that in the case of mlU1Ìcipalities choosing to route the trail along road shoulders, that cycling and depending on local circumstances, equestrian and snowmobiling will be the preferred uses. I Th~ Trans Canada Trail Foundation does not have a prescribed trail standard for trail de~lopment. For example, in Northern Ontario, some registered sections ofthe trail are lite~ally foot paths cut in through the bush, while in downtown Burlington, the trail is paved with city lighting as it crosses the waterfront within the City. On~ option that should be considered for sections of the route in Elgin County would be to ~evelop trail in parallel with the roadway, not along the shoulder but within the road allGwance. This could be accomplished by scraping a four meter strip, laying down a. bed of ~avel, grading and packing. This could be a multi-year project where in-kind contributions, donations and the volunteer work of trail groups could produce a great trail forllimited funds. The options in trail development are limitless and the ingenuity of coinmunities and trail users in finding ways" to beg, borrow and steal" to get their trails buht is impressive. ! , I Offer the following as a more direct response to your questions. ! 1. ¡ Trails are closed during construction , I I . 2. [ The Roads Superintendents should be consulted in the design of trails on the . shoulders of roads and within road allowances. Trails users can assist in the review i for other hazards, The Conservation Authorities in Ontario have a great deal of I experience in trail development and your local authorities are an excellent source of I information. , 3.¡ This will net:d to be determined on a section by section basis. There are as many models to do this as there are trail groups. 4.. See answer to #3 above. I ! 5; If we are speaking about trails within road rights of way, the Roads Superintendent 1 can simply add this to his list. This is the practice across Ontario in these situations. i 6; See answer to # 5 above. I 7! The By-Law may need to be reviewed for specific route sections if conditions are known to develop pot ho]es. These sections may need to be !,Tfaded more frequently. 2 46 - You might want to set up a couple of "pilot study areas" bet on:: you amend the by-law in order to see if the situation warrants the change. S! A generic reply cannot be provided. Each community must review its liability ¡ coverage. In general terms, trail development does not require an increase in ! coverage. i I 9.: See my note above on the choice oftraiI uses and the use of road allowances. Signage and safety are very important. Drivers and trail users need to know what other uSes they should be expecting. I I , I Trails art: a community asset and 1 want to makt: sure that Elgin County proceeds with aCcuratt: information. Tht: potential enjoyment of trails by residents and travelers is latgely dependent on the design and preplanning that goes into them. The landscape and th~ heritage of Elgin County has a lot to offer and a well designed trail system can help to showcase this. I hope that in our meeting and with this note that I have adequately covered your copcerns. Please call if you require any other intormation. Y:SJ;(:I~~ ~ Pahla Neice Regional Trails Coordinator 47:Combermere W~terIoo, ONT N~ 5B2 Tel: (519) 885-0356 Fa:t: ( 519) 885-5263 En1ail: ona@kw.ills.net i cc Chair, Marie Turvey, Elgin County Trans Canada Trails Committee ; ; ! [ ¡ , - 47 3 01/18/qo TUB 12:13 FAX 519 866 3884 MUNICIPALITY OF BAYHAM ~~~ ELGIN COlmTY i4J 001 MUNICIPALITY OF BAYHAM P.O. Box 160' . Straffcirdville, Ontario NOpyO telephon~ (519) 866-5521 . fax (519) 866-3884 January 18, 2000 F8)( No. (519) 633-7661 . Mr. Mark McDonald C.A.O. ' County of Elgin 450 Sunset Dr. st. Thomas, Omaño N5R 5V1 . Dear Mr. McDonald: RÈ: Request for. Assistance - N~ : åtiation of. Collective Äareement The Municipality of Bayham is in receipt of an Application to Certify fram the Canadian Union of Public Employ~es, and will shortly be in a position of bargaining our first Collective Agreement The Countý has been kind enough in the past tó provide Human' Resources assistance to' area Municipalities, including Bayham. Pending Council approval, I would like to request your consideration, to again provide such assistance for these upcoming negotiations. . Please note that this- request has 'not been formally approved by Bayham Councii, but will be considered at itS upcoming meeting Thursday January 20th; 2000. It is. being forwarded at this time in order to. meet with the County Council meeting schedule. Confirmation of Council approval will be fóiwárded pñbr to the next County Council meeting. Your consideration otthis request would be mostappraciated. 4ß MUNICIPALITY OF BAYHAM ~~~ ELGIN COlmTY i4I 002 01/21/00 FRI 12:15 FAX 519 866 3884 t:j.!{hì , Ii ð I ." Municipality of Bayham Resolution of Council Moved By: Seconded By: January 20, 2000 - 3 Î "THAT the County of Elgin be requested to provide Human Resources assistance for collective agreement negotiations with the Canadian Union of Public Employees (CUPE) and the Municipality of Bayham." CARRIED .::f!hr. / L /7Z.7::t DEFEATED MA OR MAYOR JAN-21-88 18:18 PM COMFORT INN ST. THOMAS 15196338294 P.81 St. Thomas - Elgin Tourist Association Warden Duncan McPhail and Members of County Council Two further peraons have to be appointed by County Council for the year :1000. The member of Council - Mayor Perry Clutterbuck - has already been elected. I'd like to name you three interested persons. Brent Spilak. Publisher of the 51. Thomas Times Journal Ron Lackey. Ministry of Agriculture, Food and Rural Affairs Irene Puddester, Blueberry Farmer I kindly ask you to make your decision in the upcoming Council meeting I so the Tourist Board can meet on February 8th. January 20, 2000 JAN-21-88 18:11 PM COMFORT INN ST~THOMAS 15196338294 P.Ell Mlnlstl')lof AQrlcullure, Food and "ural Affairs Min¡~tére de l'Agricunure, de i'Alimentatlon el des Atf8lr~ rurales . ® Ontario 667 Exet.r Road London, Ontario NeE 1L3 Tel: (519) 673-4070 ,·800·265·4750 Fox: (5'9) 873-4062 Date: January! 8,1000 WiJJy The St Thomas.Elgin Tourist Association To: From: Ron Lackey Agriculture and Rural Representative Subject: BackgroW1d re Boardmember: This is some background information that you may like to know in were to become a board member. I presently work with the Ontario Ministry of Agriculture and Food as the Agriculture and Rural Representative covering Middlesex and Elgin County. I have worked with the Ministry for 15 years, I have also lived most of my life in Elgin County and my residential address is 30487 Fingal Line.R,R2 WaI1acetown NOL 2MO. I have some experience with AgriTourism and hopefully would be an a.sset to your Association. Plea.se let me know if you would Jike further information and let me know the date, time and location of your next meeting. , @ Ont~no. therele no ta~te ¡iko hDme Un bon goO! de chez nOUB \I§ ~ - - - - - ... - . .. . - . . . ~ ~ - . . -. . . "" ~ - . - ~ - ~ - .. . ~ . - - ... - - - - ~ - - - 4 .. .. ~ - - - - . . .. .. .. 4 .. .. _ _ _ _ ~ . .. .. .. .. .. .. .. . .. . _ ~ _ .. _ .. ,. .. .. .. .. .. .. .. .. .. .. .. 4 _ JAN-21-aø 18:18 PM COMFORT INN ST. THOMAS 15196338294 P.82 It Thomas nmes-Joumal IS 1'11"0," Sl. st. Tho...., Ontal!/) SSR m Phcaø, SlSoI!7H970 B>.~,!126 FAX: S¡Q.1!81-56, . .mai1: b.Pitllk~b~l!t.cc~ Thursday, January 20, 2000 Carl· Wilhelm Bienefeld President St. Thomas-Elgin Tourist ASsociation Dear Mr. B1enefeld, As per our meeting today please accept this letter as my formal request for a position on the board of the St. Thomas- Elgin To1U"!$t Association. As a member in ¡ood standing, a business person In St. Thomas aM a resident of St. Thomas. I believe I could be of service in assisting yoU and your flne association in achievÙlg its tourism goals. Thank YOU for your consideration in tjÜs matter ahd should you require any furt.her infOrD:l21tion frOIn me or should YOU desire a resume of my credentials please do not hesitate to ask. PtJ! USHER , COUNCIL CORRESPONDENCE - JANUARY 11. 2000 Items for Information - (Consent AuendaJ 1. Steve Peters, M.P.P., Elgin-Middlesex-London, with correspondence re: 1) the resolution of the Western Ontario Wardens' Association concerning the Ontario Housing Corporation insurance 2) Council's resolution concerning the education tax rates. (ATTACHED) 2. Brenda McCurdy, Senior Director of Operations, Jewal International Inc., thanking former Warden Van Brenk for the County pins to give out at their seminar. (ATTACHED) 3. James M. Flaherty, Attorney General and Minister Responsible for Native Affairs, with an update on the status of the Provincial Offences Act (POA) transfer. (ATTACHED) 4. FCM Members' Advisory - CRTC Initiating Rights-of-Way Proceeding. (ATTACHED) 5. Lynda Millard, Clerk, Municipality of Bayham, with resolutions 1) in support of County Council's resolution regarding a Collective Pricing Arrangement with Communication Service Providers; and 2) in support of Council's resolution outlining the County's concerns with the closing of the OMAFRA offices. (ATTACHED) 6. Ontario News Release Communique, re "Government Moves to Establish Fairness in the Property Tax Treatment to Vacant Business Properties". (ATTACHED) 7. Premier Michael D. Harris, responding to Council's concerns with Bill 25 and the provision which allows a petition of 75 citizens to seek a municipal restructuring commission. (ATTACHED) 8. P.J. Leack, City Clerk, City of St. Thomas, with the City's nomination of Ms. Lorraine Vallee-Moczulski to the Elgin County Pioneer Museum Board for a three year period. 9. Honourable Elizabeth Witmer, Minister of Health, with the Order under the Ambulance Act formally designating the County as delivery agent for the County of Elgin and City of St. Thomas. (ATTACHED) 10. Honourable Ernie Hardeman, Minister of Agriculture, Food and Rural Affairs, concerning the protection of drainage ditches for agriculture and the Fisheries Act. (ATTACHED) 49 RECEiVED DEÜ 6 19~ COUNTV"O¡: ELGIN' ÂDr¡ÆN~STRAT~VE SER\J!CES Steve Gilchrist, MPP Minister of Municipal Affairs and Housing ; ih Floor, 777 Bay Street Toronto, Ontario M5G 2E5 Wednesday, September 22, 1999 Dear Minister; I am writing to bring to your attention a resolution by the Western Ontario Warders at the meeting on July 30, 1999. The resolution requests you to provide written assurance to each Consolidated Municipal Service Delivery Manager and District Social Services Administration Board that extraordinary losses over $50,000 in building stock will not be treated as a cost to the CMSMIDSSAB. Please enclose a copy of your responses to the municipalities of Elgin, Middlesex, London and St. Thomas to me. Thank you, Steve Peters, MPP EI....:.... 1\..·I,..I·...u.....~ov I t"'\nnon 811 '-IVI UYI~.,;¡¡__^-~WI 1-.... . I CC: County of Elgin County of Middlesex City of London City of St. Thomas SP/as 50 Minis!ry of Municipal Affairs and Housing Office of the Minister Ministère des Affalres mUnlclpaies et du Logement NOV 2 5 1999 rij -'¡1CmI' Onté.'\rio Bureau du ministre 777 Bay Street Toronto ON M5G 2E5 Tel (416) 585-7000 777 rue Bay Toronto ON M5G 2E5 Tél (416) 585-7000 November 19, 1999 11 Mr. Steve Peters, MPP E1gin- Middlesex-London 542 Talbot Street st. Thomas ON N5P ! ':::t1 Dear Mr~teTdtA,U/ Thank you for your letter of Sept em beT 22,1999, addressed to J.S. (Steve) Gilchrist, informing us of the Western Ontario Wardens' resolution with respect to Ontario Housing Corporation insurance. " On August 19,1999, Ms. Lynn MacDonald, Assistant Deputy Minister, Housing Operations Division, sent a letter to all ChiefAcJministrative Officers of the Consolidated Municipal Service Managers (CMSMs) in Ontario, informing them that as an interim approach the Ministry of Municipal Affairs and Housing has asked each Local Housing Authority (LHA) to cover their fire and wind damage losses from any operating budget surpluses. The Ministry's analysis of this issue indicates that most LHAs should be able to successfully manage within that envelope. In addition, as budgets are established on a calendar basis and are well known to both the Ontario Housing Corporation (OHC) and the CMSMs, all parties should be able to plan accordingly. As part of the interim plan, any loss that cannot be absorbed through LHA surpluses would be paid by OHC and not charged back to the CMSMs. This will ensure that CMSMs are not exposed to major, unforeseen expenditures. OHC sees this approach as an interim measure that will provide the necessary assurances to the CMSMs while other long term insurance options are examined in preparation for the transfer of public housing administration to the municipalities. OHC staff are currently reviewing long-term property insurance options for the approval of the OHC Board to be implemented in preparation for the devolution of social housing. /2 51 -- ",,-,-.,.., -2- Mr. Steve PeteTs. MPP It should be noted that the implementation of the interim approach will require a regulation change, under the provisions of the Social Housing Funding Act and, as such, is subject to the necessary approvals being obtained. I ~st that this infonnation is of assistance and, again, thank you for bringing the Western Ontario WaTdens' resolution to our attention. . 52 - .-."""':'~~-'.C- ,-. ";~'! Room 331 Main Legislative Building Queen's Park Toronto, Ontario M7A 1A4 ~ ~ Ontario Constituency Office: 542 Talbot Street . St. Thomas. Ontario N5P 1 C4 STEVE PETERS, M.P.P. ELGIN - MIDDLESEX - LONDON Tel: (519) 631-0666 Fax: (519) 631-9478 Toll Free: 1-800-265-7638 """" ;-;so "1" f7r2": 'D:\ R.'···'"\'·: Ej"';;':'¡f~:r '-'.~ .... - \".-'~ \ 1 \\1.,' t:i:2} f'J_ . ",.,< .~"\ 7" "\' ,-, ~ ",1. 0'~'µ - ~ January 4, 2000 JAN 6 2000 Mr. Duncan McPhail County of Elgin 450 Sunset Drive St. Thomas, ON, N5R 5V1 ..1 ~~. Dear Mr/JlcPhall: Thank you for contacting our office with regards to the resolution passed by Council at its July 27th meeting, regarding education tax rates. "'n'n¡:o:,~\M CO".!,,,," ." bb\;1!~ w""' - es ,~" '''''''7RA11'JE SER\lIC¡;; f~Ü:{Jtt;'\l;~' ~ ~' . Please find attached our letter to the Minister of Finance, Ernie Eves and his response to us regarding the above inquiry. Should your have any future concerns of a Provincial nature that we could assist you with, please do not hesitate to contact us. Yours Sincerely SL Steve Peters, M.P.P. Elgin-Middlesex-London SJP:eh:encl. -~ ê:, -~ Ministry of Finance Office of the Minister Frost Building South 7 Queen's Park Cres Toronto ON M7A 1Y7 Tei (416) 325-0400 Fax (416) 325-0374 Ministère des Finances Bureau du ministre Édifice Frost sud 7 Queen's Park Cres Toronto ON M7A 1Y7 Téi (416) 325-0400 T éiéc (416) 325-0374 DEC 0 9 1999 November 30, 1999 Mr. Steve Peters, MPP E1gin-Middlesex-London 542 Talbot Street St. Thomas ON N5P 1C4 Dear Mr. Peters: Thank you for your letter and resolution from the Township of Terrace Bay requesting a standard education tax rate for commercial properties. I have enclosed a copy of my response to Mayor King about the issues raised in your letter for your information. I appreciate ycu= bringing Council's concerns to my personal attention. Yours sincerely, ¿---- - - rnie Eves, Q.C. Minister of Finance - _. -~,,:) -, '-:âC -:> - Encl. - -~ 54 ", ;& SENT BY:FINANCE CORR. UNIT ;12-16-99 :10:54AM 416 325 7262:# 2 i I -+ ~--:--_._---._- ~ - . November 2, 1999 Mr. Mike King Mayor The Corporation of the Township of Terrace Bay 12 Simcoe Plaza P.O. Box 40 Terrace Bay ON POT 2WO Dear Mayor King: Thank you for your resolution forwarded to me by Premier Michael Harris requesting a standard education tax rate for commercial properties. In order to bring education tax rates under control and to put an end to a decade of spiraling education tax increases, the provincial government has taken over responsibility for setting education property tax rates on both residential and business properties. Although I agree in principle with a uniform province-wide business education tax rate, the government was not prepared to implement a uniform rate that would have resulted in significant shifts from municipalities with above-average education rates to muniCipalities with below-average education rates. The impact of such shifts would have led to the virtual elimination of many businesses and jobs across the province. The government chose instead, as set out in the 1998 Ontario Budget, to reduce commercial and industrial education tax rates by more than $500 million over eight years in municipalities where these tax rates exceed the provincial average rate. .. .2 -~ 55 - --¡--- --- -~ . -.---- --- 12-16-99 1e:S3 TO:STEVE PETERS MPP ~, - --'---FR-òM: -32Se.ï21 .-.;, -~~ I pe2 " SENT BY:FINANCE CORR. UNIT _ , -'~__'__~_~__ _.'_"_'_'~"'__h~ - :12-16-99 ;10:54AM : 416 325 7262:# 3 I , I ... ---------,-._------ .._--.. -_.~~.- -, ------- Mr. Mike King Page .2 These taxes have been cut by $64 million in 1998, and will be cut by $128 million in 1999, with the rest of the cut being phased in over the remainder of the eight-year plan. I appreciate having Council's views brought to my personal attention. Yours sincerely, ORIGINAL SIGNED BY Ernie Eves, Q.C. Minister of Finance c.c. The Honourable Michael D. Harris ~ ---- ----.---- ---:--,_...,.._~------ .~---.- --.-- - -,.' .'--- TO:STEVE PETERS MPP 12-16-99 HI:54 56 ----..,..-. ---'",7"'-"' FROM: 325 ¡;J ¡;J21 I [ P¡;J3 ¡'j . . ,'\ 'T. ,~,.-~. , ;.. I, _j' "\..-\ L..:JL.J...-A\..iv \ ~ ~ V . .,~- r,l (.J.i J\.j '--" ) ." ---- ~ ..? ) '_ i^-.J~V C 'N\{'\I I ,¡ . I.· '1 . )" ~/O., ;" ( , ,'. \ - !YL-&~ i ~ .', " Hon. Ernie Eves Minister of Finance ih Floor, Frost Building South 7 Queen's Park Crescent Toronto, Ontario M7A 1Y7 Wednesday, Sep~ember 22, 1999 Dear Minister Eves; Please find enclosed a copy of a resolution passed by the Council of the Corporation of the County of Elgin regarding postponing the commercial and industrial portions from the July 31st School Board remittances to help defray the revenue deficit of the municipalities. ) I am certain you will provide a timely response on this matter. Yours truly, Steve Peters, MPP Elgin-Middlesex-London CC: County of Elgin ) ~~ 57 (Mrs.) SANDRA J. HEFFREN DEPUTY COUNTY CLERK 3Ul ) 8 . / 450 SUNSET DRIVE ST. THOMAS, ONTARIO N5R 5V1 PHONE (519) 631-1460 FAX (519) 633-7661 MARK G. McDONALD CHIEF ADMINISTRATIVE OFFICER JuJy27,1999 ONT~O A PROVINCE FOR ALL AGES ,,«Qt -~- International Year of Older Persons Honourable Ernie Eves Minister of Finance 7th F!oor, Frost Building S. TORONTO, Ontario M7 A 1 Y7 Dear Minister: Subject: School Board Remittances The Council of the Corporation of the County of Elgin, at its July 27th, 1999 meeting, adopted the following resolution: "WHEREAS the Province of Ontario, through Bill 79, imposed 10-5-5 Capping Legislation on the Municipalities of Ontario; and, WHEREAS Municipalities are required to compare 1998 assessments to adjusted 1997 assessment!:;, r!;!ferred to as the Frozen Assessment Roll, in order to determine capping percentages and to finalize the 1998 property tax billings; and, WHEREAS the Ontario Property Assessment Corporation has not yet updated the majority of change,' to its t<;;"'c"sment mils; and, WHEREAS Municipal staff will not request the final Frozen Assessment Roll listing until the majority of changes are recorded in order to minimize the chance of error; and, WHEREAS Municipalities require the final figures to calculate and issue local tax notices; and, WHEREAS the inability of Municipalities to issue final tax notices has already resulted in a significant revenue shortfall; and, ---_-"__.j 2 A - -~ ? > s 58 ~ · Minister of Finance -2- July 27, 1999 WHEREAS Municipalities have not collected the school portion of 1999 property taxes on the capped classes; and, WHEREAS Municipalities have been legislated to repay the two school tax remittances made on their behalf by the Province; - NOW THEREFORE BE IT RESOLVED THAT the Minister of Finance be petitioned to allow Municipalities to defer the commercial and industrial portion from the July 31st, 1999 School Board remittances being paid to the Minister of Finance to help defray the revenue deficit to Municipalities; and, THAT copies of the resolution be fOr'Narded to the Western Warden's Association, all local M.P.P.s, the Premier of Ontario, the Minister of Municipal Affairs and Housing, AMO, and all lower-tier municipalities in Elgin County for endorsement. - Carried Unanimously. (Signed) Warden Rien VanBrenk" We look forward to your timely response to this urgent matter. Yours truly, ~2J1!f: DeQlJty Clerk~ SJH:mp c.c. - Western Warden's Association - Local M.P.P.s - Premier of Ontario - Minister of Municipal Affairs and Housing -AMO - Elgin County Lower-Tier Municipalities ~~ 59 Mo ision 80 Norwich Av& Bo W. Ontario N4S 3T8 ç., ... , ...: Phone: (519) 1t;71-2 :.... *A519) 421-1161 emálU~:",al@exe91ílin(com ~<"sZt:~:::,~;~:"~;¡;/ December 28, 1999 Warden Rien Van Brenk 430 Sunset Dr. St. Thomas, Ontario Dear Warden Van Brenk: On behalf ofthe Elgin Safety Team, "Don't Fall In The Fall", 1 would like to thank you for the County pins. The unclaimed pins accompany this letter. Our event was a huge success-three times over (West Elgin - 50 people; Aylmer - 45 people; St. Thomas - 90 people). Our sessions were full; comments were positive; programs were informative and contained humour. The response from the Community was tremendous! Plans are in the process for next year's topics in the geographic area. Most of the partici- pants, on the questiounaire, indicated they "would come again". Session were filled before advertising was done. Thank you again for you kind support. Sincerely, b~ 1nt~ Brenda McCurdy Senior Director of Operations Encls. 'If you can't come to us, we'll come to you' 60 Attorney General and MInIster Responsible for Native Affairs The Hon. James M. Flaherty ~--- "S»> > ,» D \,,;,', .'w ~\..-~~ Ontano Procureur général et Minlstre delégué aux affalres autochtones L'hon. James M. Flaherty REC Ministry of the Attorney General 11th Floor 720 Bay Street Toronto ON MSG 2K1 Telephone: (416) 326-4000 Facsimile: (416) 326-4016 Ministère du Procureur général 11' étage 720, rue Bay Toronto ON MSG 2K1 Téléphone: (416) 326-4000 Télécopieur: (416) 326-4016 ij~" 4. 2OOi1 "'~" t'O' In""{ fir-: ¡:! GIN \J l ~\\ ~ ; v. "",,,,,, ~"',--,." ~.~ '7' ~7't')\H~Cð ror;'Rr;tî'Ht;.T~ P:: § ~'d':" ~'^S:f~ :;~~;.,."~ t"'~U:\Ì~~:\,t~:"",J"'t "~.... Our Reference #: M99-07182 December 24, 1999 Dear Heads of Council: 1 am pleased to be able to provide you with an update to my August 31, 1999 letter on the status of the Provincial Offences Act (POA) transfer. This government is committed to strengthening local justice. The Streamlining of Administration of Provincial Offences Act moves justice issues that have a local impact to the control and accountability of local authorities. The transfer of responsibilities under the POA to municipalities is progressing well. Currently, there are over 110 municipalities participating in the PO A transfer, as part of a total of 13 municipal PO A operations. These municipal operations are up and running, delivering POA services and collecting PO A-related fine revenue for their communities. 1 am particularly pleased to tell you that all of the POA demonstration sites are now in operation and available to assist other municipalities preparing for the transfer. Transfers were completed to the City of Barrie, the municipal partner in the Barrie court service area (August 30) and the Orillia court service area (September 27) and to the District of Musk ok a, for the Bracebridge court service area on October 25. 1 would like to extend my appreciation to our seven demonstration sites for their hard work and dedication in carrying out their role of mentors. These sites are the City of North Bay, the Town of Caledon, the City ofBrampton, the City ofMississauga, the Regional Municipality of York, the City of Barrie and the District Municipality ofMuskoka. The ministry continues to benefit trom the ongoing advice provided by our demonstration sites. As you know, the ministry continues to receive submissions from municipalities interested in assuming responsibilities for POA functions. Ministry staff are working with a number of sites and transfers are currently scheduled from now until March 2000. Other transfers were recently completed to the County of Lennox and Addington for the Napanee court service area (November 1), to the Town of Parry Sound for the Parry Sound court service area (November 15), to the Town of Espanola for the Espanola court service area (November 22), and to the County of Lamb ton for the Sarniå court service area (November 29). ...2 61 -2- 1 am very pleased to announce that following the review of submissions made to the Ministry in rnid- September, pre-implementation preparations are now underway at another four sites, representing 24 municipalities. They are: · City of Burlington, Town ofOåkville, Town of Halton Hills and Town of Milton, representing the Oå.kville, Milton and Burlington court service areas; · Municipality of Chatham-Kent, representing the Chatham court service area; · City of Guelph, representing the Guelph court service area; and, · United Counties of Prescott and Russell, representing the L' Orignal court service area. This means that in close to one-half of the province's court service areas, municipalities are either carrying out POA functions or are preparing for the transfer. I would like to encourage other municipalities to make their submissions at any time. The ministry's next quarterly review date is March 17, 2000. If you require any information about the submission process or other aspects of the transfer, please contact Ms. Christine Hughes, Submission Coordinator, at (416) 326-0684 or Inez Diamond-Gleeson, Municipal Liaison Coordinator, at (416) 326-4551. Sincerely, M· James M. Flaherty Attorney General Minister Responsible for N¡ttive Affairs c: CAOs/Clerks Ms. Christine Hughes, Project Policy Coordinator, POA Transfer Project Ms. Inez Diamond-Gleeson, Municipal Liaison Coordinator, POA Transfer Project 62 ,~ _~__"'E~ ~!~I!:L:~ --:.."":;>....~=-. MEMBERS' ADVISORY CRTC Initiating Rights-of-Way Proceeding Participants must register before January 7, 1999 (Ottawa, January 4,2000) The Canadian Radiotelevision and Telecommunications Commission (CRTC) recently initiated a pUblic proceeding to examine telecommunications companies' access to municipal rights-of-way. Although the proceeding will focus on issues in Vancouver, the principles developed will set important precedents for municipal governments. Vancouver and FCM both hold that telecommunications companies installing networks on public land must abide by municipal requirements and compensate municipal governments for the use of that land. In early 1999, a telecommunications provider, Ledcor, installed fiber optic cable on Vancouver property without approval of, or compensation to, the City. Ledcor alleged that Vancouver's terms and conditions were too onerous. Because the principles involved are so important, many large telecommunications providers are parties to the public proceeding. Municipal governments need not participate as FCM will file a submission on members' behalf. FCM's submission represents the united position of FCM's Telecom Subcommittee, comprising expert staff from Vancouver, Surrey, New Westminster, Edmonton, the Alberta Association of Municipal Districts and Counties, Calgary, Winnipeg, Toronto, Ottawa, Ottawa- Carleton, Quebec City, and Halifax. It is important to present a strong, united position to the CRTC. Members wishing to file independent submissions should inform FCM immediately and register with the CRTC by January 7. Submissions must be made by January 28. By filing submissions members become parties to the proceeding and must be prepared to allocate staff resources for the subsequent intensive interrogatory [question] process. Members who wish only to monitor the proceeding can register an email address with the CRTC by January 7 to receive electronic copies of all documentation. Documents will also be posted on the CRTC website. FCM will encourage the CRTC to establish a clear and fair protocol for access to municipal property by telecom companies. This protocol will facilitate the negotiation of reasonable settlements conforming to the five FCM rights-of-way principles. These principles are: .../2 63 ~~..- ~'i'iš1iiiIl... "'.""_.'," ___ "--::,-g~,.._ -2- 1. In pursuance of bona fide municipal purposes, municipal governments must have the ability to manage the occupancy and uses of rights-of-way, including the establishment of the number, type and location of telecommunications and broadcasting facilities, while taking into account applicable technical constraints. 2. Municipal governments must recover all costs associated with occupancy and use of rights- of-way by telecommunications service providers and broadcasting undertakings. 3. Municipal governments must not be responsible for the costs of relocating telecommunications and broadcasting facilities if relocation is required for bona fide municipal purposes. 4. Municipal governments must not be liable for losses associated with the disruption of telecommunications or broadcasting services or with damage to the property of telecommunications service providers or broadcasting undertakings as a result of usual municipal activities or the activities of other parties. 5. Recognizing that rights-of-way have value, municipal governments must receive full compensation for the occupancy and use of municipal rights-of-way by telecommunications service providers and broadcasting undertakings. All municipal councils should endorse these five principles and contribute to the FCM Municipal Rights-of-Way Defence Fund, established in 1997. The telecoms have deep pockets and will go to great lengths to protect their traditional freedom of action. Only collectively can the municipal world advance its interests. Fortunately, many municipal governments have already contributed, but resources are running low. We implore councils which have not yet forwarded the critical three (3) cents per capita to do so right away. For more information on the issues or FCM's position, please contact Jena Cameron, Policy Analyst, at (613) 241-5221, ext. 299 or email address:jcameron@fcm.ca. 64 I, I i I I I I 1 I I I I I ...~,..." uu ~ nu L~;~~ rAA ðl~ ð66 3884 MUNICIPALITY OF BAYHAM IãJOOl ,- MUNICIPALITY OF BAYHAM p.o. Box 160 Straffordville, Ontario NOJ 1YO telephone (519) 866-5521 . fax (519) 866-3884 Ms. Teresa Mansfield 9-1-1 Manager Bell Canada 136 Bayfield Street, Floor 3 Banie, ON L4M 3B I January' 7,2000 Dear Ms. Manfield: Re: Collective Pricin Arran ements with Comm nicati n Service Providers Please be advised that Council of the Municipality of Bay ham at its regular meeting held January 6, 2000, considered correspondence ÍÌ'om the County of Elgin and passed the fOJlowing resolution: "THAT the correspondence dated December 20, 1999 from the County of Elgin requesting support ofa Resolution passed December 16111 regarding a Collective Pricing Arrangement with Bell Can¡¡da be received; AND THAT the Council of the Municipality of Bayham suPpOrt the Resolution requesting Bell Canada to consider a special rate for teJephone lines installed in Municipal Emergency Operation COntrol Centres; AND THAT Amtelecom Inc. also be requested to consider a special rate for these purposes." . I trust serious consideration to this matter is given. A copy of the County of Elgin Resolution is also attached. If you have any questions, please feel &ee to give me a call. Enc. File: A16 C2000-{)2 Yours truJ.y . X d '\ --. ¡)/. ~ J.r1- â..r~ \!.e::..:.~~.ç>'\ .y ., "'.... ._~, Mrs. Lynda MiIJard Clerk 65 U",UUUU "1(,,1 14:10 FAX 5~866 ~~_ _ MUNICIPALITY OF BAYHAM ---- ~001 '. ~ MUNICIPALITY OF BAYHAM , p.o. Box 160 Straffordville, Ontario NO} 1YO telephone (519) 866-5521 . fax (519) 866-3884 January 7, 2000 Honourable Emie Hardeman Ministry of Agriculture, Food and Rural Affairs Queen's Park Toronto, ON M5S IB3 Dear Minister Hardeman: Please be advised that Council of the Municipality of Bay ham at its regular meeting held January 6, 2000, passed the following resolution' "T:HA T the Council of the Municipality of Bayham support the Resolution ofthe County of Elgin dated December 16, 1999 in regard to the closing of Ontario Ministry of Agriculture, Food and Rural Affairs (OMAFRA) offices," For ease of reference, a copy of the County of Elgin Resolution is attached. As you are aware, the Municipality of Bay ham is located at the east and south end of Elgin County, and access to OMAFRA offices has already been difficult. Additional closures will further increase difficulty associated in accessing these services by our rural farm population. 1 trust further consideration opposing these closures will be undertaken. If you have any questions, please feel ftee to give me a call. Ene. File: AI6 C2000-o I Yours tru!.t. . <-/ 4 \- -. , flr7 fì C?"\ rp'" e¿..;."· . ~ \ ....f:".<-'--. '),,~./ Mrs. Lynda Millard Clerk 66 UU UIIUU .' FRI 14: 1~ FAX 519 866 3884 MUNICIPALITY OF BAYHAM "" 002 PlõC-22-1'::f':¡:I 11·54 COUNTY OF lõLGIN 1 ::>1:1 o.JJ 'tobl 1-'."'4/64"" ß I.,....!L, r December 20, 1999 A-/~ MARK Go Md!ONAI.J) CHIEF ADMINISTRATIVE OFFICER (Mts.) SANDRA J. HEFFREN DEPUTY COUNTY CLERK 460 SUNSET DRIVE ST. THOMAS, ONTARIO N5R SV1 PHONE (519) IS3M48D FAX (519) 635-7661 Honourable Ernie Hardeman Ministry of AgriaJlture, Food and Rural Affairs Queen's Park TORONTO, Ontario MSS 183 ONT}ÆJO A PROVINCE FOR AlL AGES ~ ~ International Year of Older Persons Dear Minister Hardeman: The Council of the Corporation of the County of Elgin, at its December 16th, 1999 meeting, adopted the following resolution: "THAT the Corporation of the County of Elgin express its concern with the impact any closure of OMAFRA offices will have on the local economy, by forcing people onto unemployment rolls and placing more hardship on farmers having to travel further distances to receive assìstance from an agricultural resource centre. - Carried. (signed) Warden Duncan McPhail" As you no doubt are aware, Elgin has a large rural interest and the assistElnce from OMAFRA offices is necessary to our farm population. We ask that you review these proposed closures from the local farmers' perspective and reconsider this devastatIng announcement. Yours truly, °8·+ Sandra J. Heffren, Deputy Clerk. c.c. - Mr. Steve Peters, M.P.P. - Ontario Federation of AgrIculture - Elgin Lower-Tier Municipalities 67 uuuuuu rlU l4:11 FAX 519 866 3884 12/21/99 23:18:58 EST: ASSOCIATIOn OF?-) DEC-21-99 rUE 05:31 PM AMO MUNICIPALITY OF BAYIIAM 519 866 3881 CLERK-B.~h4ft Mun FAX NO. 416 971 8191 @003 Page 862 P. 01 D~c.21 '99 12~S? TL\IP OF GREY 'l'a. 5196676231 I P. :3.1 3 I , , .; CORPORATION OF THE TOWNSHIP OF GREY BNIt J. Lllt,." B.A., A.AI.C.T. CJSl'Jc..1YtruMhr R.R. ~3 BRIJSSELS OIttARIO NOG 180 TEU;PHONE (519) 887-6268 FACSIMILE (519) 887.Q31 RM...!. PInNI', Ii,M.C1. "-1WZY Cbi:-thlllwrr To: December 21, 1999 AU municipalities in the Provmcc of Ontario Subject, Closing ofOMAFRA field offices The Council o!the COlpOlalÍon of the Township of Grey, at !hcin"gular meeting held 011 Decemher 20th, 1999, adopted the folJowing resoluLion and requcsts your endorsement of the resoIu!ion "WH..REAs recenl announcements by the On1!1rio Miaistcr of Agricultute, Food .lId Rural Affairs have announced the closure of35 OM AFM 'gncullunù field offices and propos.. to replace the field offices with 13 resourco ccntr... sev." "co-Jocolions" and six northcrn sites. AND WHEREAS the agrieulluraJ industry is prmntJy operating io on. en eflow commodi!y prices and increasing pUblic sCruÛ'1Y :wJ demllllds. the net result .rwhi.h i, an i.n....o¡;ing y ¡t",ssM envirorunOlll lor our Onta,;o F.1111ers. AND WBEREAS the impacl of the agricullural industtyon the Provincial economy ¡. sign;,fican! as evidenced by the fact lIIat 1996 fann gate ..Ies in Ontario a"'ounled to 7. 8 biHiQn. AN~ WRF.RIi:4S th. olo.ing ofOMAFJ1A office< and COI,ee,""e .bout the aoec";bi jly of 'gr1cuItural information and servi.es raise. qu.stiol1ll about tho Province's commill11ent !o m~inlain a significant pr..enc. in the Ontario agricu1turalsec:tor. I NO\YTHEREFOlŒ l:!Ie Council of the COIpora!ÎOJ\ of the Township of Grey h.:reby petit;ons tJ1c Minister of Agriculture, Food and Rural Affairs to canoel the rcorgllJ1i;l tlÏon ofilS, field offices 2Qd thAt the Mini.try should immcdi.teJy commence a consultation process with agricultural organizations and interested stakeholders to ascertam the needs al]d requirements of our Ontario F:nmm. AND FURTHER BE IT RESOLVED tbst C( piesofthis resolutiDII be oiroulated to municipalities in the Provfnce ofOnla,;o fortheir consideralion and cnd01!etnent and th:1t copics of their cndor&oment be forwarded to Ihc Prcmior ofOnla,;o, the Ministcr of Agriculture, Food and Rural Affairs ol1d their Jocal M .P,». Carried." On behalf of Grey Township Council, your favourable consideration of the above r~soh.1tion would be appreeialltd. If you have any qucsticrll.!l concerning the resoJution; please contAct oUr offico. Brad Knight. Clerk Tbi~ mAr.cri"t i~ pJ"",,,lded bndcr C'6"tracotns' 11 þ~id BcmCCll::y the on¡¡:illUttinr; or'Puizalicn::II. aad doi:.~ nDI Itll;;<;;"r..."C'arily rcl'te,:t (be vit.w¡;Qr plbitìøn¡;¡ Dfthe ^IISOc:iatiQn orl\1~miclpll(j\it8 orOølar'lo (AMO)~ It.\: sq~JAt'YeøM IIIbJe.s.ofIicen. dircch)r';'ura2cDU. 68 In Case of Transmission Difficulties, Please Call 416-863-2101 Please Deliver To: County of Elgin News Release Communiqué ® Ontario Ministry of Finance QUBan's Park Toronto ON M7A 1V7 Mlnl&tère des Flnånces Queen's Park Toronto ON M7A 1Y7 FOR IMMEDIATE RELEASE: January 12,2000 GOVERNMENT MOVES TO ESTABLISH FAIRNESS IN THE PROPERTY TAX TREATMENT OF VACANT BUSINESS PROPERTIES TORONTO - The Government plans to introduce legislation to amend eXisting provisions for the property tax treatment of vacant business properties, Ernie Eves, Minister of Finance, announced today. As a result of consultations held by Mr. Toni Skaríca, M.P.P., Parliamentary Assistant to the Minister of Finance, the government plans to introduce legislative amendments in2000 that would result in the fair and equitable property tax treatment of vacant business properties. ''These amendments, if approved, would mean that businesses pay the full commercial property tax rate only when their premises are fully occupied," said Mr. Eves. ·We continue to listen, and to be responsive, to the concerns of small businesses in Ontario: he added. Effective in the 2001 tax year, the government intends to introduce a real-time approach to the taxation of vacant business properties whereby property owners would receive tax reductions based on the actual period of time that a property or a portion of a property is vacant during a tax year. For the 2000 tax year, the government has extended the deadline for submitting applications for inclusion in the vacant unit and excess land sub-class from November 1, 1999 to February 29, 2000. These recommendations are the result of extensive consultations held by Mr. Skarica in September and October of last year. Over 85 submissions from business owners and municipalities were received during this consultative process. - 30· For further information: Christian Bode Communications Branch (416) 325-0328 69 The Premier of Ontario Le Premier ministre de I'Ontario ltÆ ~.....r Ontario Legislative Building Queen's Park Toronto, Ontario M7A1A1 HôteJ du gouvernement Queen's Park Toronto (Ontario) M7A1A1 January 4, 2000 ,-.-,~ = 7:;:' I' ,-- Q) t~':~_= t~ ,_ ;'T--= 'r"" \"-",.,,,- >ti<;""-=;;.c~ JAN 11 2000 Rien VanBrenk Warden County of Elgin Administration Building 450 Sunset Drive St. Thomas, Ontario N5R 5Vl "'OU'!,""i " nr.: r:1 ~!N v "tJ; '<.-/, ",--..,.,,'-2. Dear Rien VanBrenk: Thank you for your letter about Bill 25, the Fewer Municipal Politicians Act, which received Royal Assent on December 22. Our government continues to support the goals of local government reform: fewer municipal politicians, lower taxes, improved services, less bureaucracy, clear lines of responsibility and better accountability at the local level. These are goals which Ontario taxpayers have been asking for, and which they deserve. Bill 25 addresses these goals and is intended to bring cost savings and improved efficiencies to taxpayers in four Ontario regions as well as in the City of Toronto. I've noted your specific concerns with regard to the provision in the Act which allows a petition of 75 citizens to seek a municipal restructuring commission. I have taken the liberty of sending a copy of your letter to the Minister of Municipal Affairs and Housing, the Honourable Tony Clement. The minister, or a member of his staff, will respond to you on behalf of the government. Again, thank you for writing. Sincerely, Michael D. Harris, MPP c: The Honourable Tony Clement 70 @ Peter J. Leack, M.P.A. City Clerk -':"'G If :r>- ~ ,,;;7, /.. ¿~~~~ ~-ì .-;,~.:;:-,< _}->~ , 'r~,''''0,','''''( ^1 t~!~,··i'/ ".', ~ " " ,.if" --'II~ -::: \\ " ,..LJ.itÞ --¡);;;~"--"¿;;;¢' .:~~ì0-- '-" --~~1. '-, ~-~~~::;--<-, ~ ,;)) Office ofthe Clerk P. O. Box 520, City Hall St. Thomas, Ontario N5P 3V7 Telephone: (519) 631-1680 Ext.IOO Fax: (519) 633-9019 """',4 """'IE'" ""',"',",',,' ~u:) ",=,W --~ n'~~ ,~ Corporation ofthe City of St. Thomas JAN !:1 ~QO~ "1'\1 i~''''yi 1'1!': ::'~ i\1"¡ \of"'!!;.,-" I: t ,,' -, ,C;c'-_d't~ January 7th, 2000 Mr. Mark G. McDonald, Administrator/Clerk County of Elgin 450 Sunset Drive St. Thomas, Ontario N5R 5Vl Re: Appointment to the Elgin County Pioneer Museum Dear Mr. McDonald: Please be advised that the Council of the Corporation of the City of St. Thomas has nominated the following to the Elgin County Pioneer Museum for a three (3) year period: Ms. Lorraine Vallee-Moczulski 57 Walnut Street, St. Thomas, N5R 2Y7 631-1525 If you have any questions, please advise. P. J. Leack City Clerk /mlv pc: Ms. Deborah Herkimer, Curator, Elgin County Pioneer Museum Ms. Lorraine Vallee-Moczulski Ministry of Heafth Ministère de la Santé "~ ~~ . OntariO Office of t~eMinister 10th:FlöörJH~þb~rn Biock BO.Gràsven6r~Street~ Toront6 ONM7A2C4 Tel (416) 327,4:jOO Fax (416)326:1571 BÜreau_dú ministrë rQ: etags;éd.ifice _ Hepburn 80. rue _ Grosvenor::' Toronto ON, M7A204 T él (41,6) 327:4300, . Téléc (416) 326,1571 JAN ''-5 2000 JAf.¡],2 2tioo . COUNTY DF ELGIN AÐM!r~¡SrRAT¡VE SER\~CtS MI'. ReinVan Brenk Warden The Gbullty,ofElgin 450 SUl"'lsétDrive St.Thomas., Qntario , N5R 5V1 Dear Warden Van Brenk: As you are aware, in June 1998, lapproved'theCoLlntY of Elgin as the delivery agentforland ambulance services for thedesignatedare¡:] comprising the County of Elgiqandthe Qity of St. Thomas, I am no"" pleased to provide you with the Order under the Amþulance Act formally dt3signating tile County as delivery .agent for the designated area, Acopy oUhis Order will also beprovidèdtoevery' mUhicipality in the area. I wish yöuwell in your preparation to assume full responsibility forJand ambulance . services. Sincerely, The Ministry ofHe~thhascþanged its naIile:£o_the ivJ:Inisti"ý ofB;e'atthand Lorig~Tepi1 Car~;:To avoid extra ccìsts,:)ve are using our e~¡3ting It:~rh_eadpaper beforè printin~asupply with the new n~e, ' L~rriinistère 'de_.la SanWa changéde rioni: 1I1Ì~istère de la:Santé e~_desSáìns de H~ngue: durée~ Apn d'évìterdes coMs sllþplémenmires,- nousutllisonsle stock de papie~ ~n-têteen.réserve_~vant d'imprim~rune p~visjonportantle nòuyeaunom: - - 71 167M}. (95/04) . _ c _ ~ .. . ,. . -, 100% uobJeãchèd post-:-c?nst!mer ~t6cktFait entjèrement d~- {ibres /~cyclªes n9,~~b!anchi~s @ cc. Mark G. McDonald, CAO, County of Elgin N. Roy Main, Administrator, City of St. Thomas Jeff Lozon, DM John King, ADM Mary Kardos Burton, Executive Director Roger Anderson, AMO Co-Chair Dan Newman, MOHL TC Co-Chair Brian Coburn, PA, MMAH Janet Mason, ADM, MMAH Celia Denov, (A) ADM, Social & Community Health Services Implementation Project Graham Brand, EHSB 72 Ministry of Health and Long-Term Care Ministère de la Santé et des Soins de longue durée ® Ontario AMBULANCE ACT ORDER OF THE MINISTER MADE UNDER THE AMBULANCE ACT, R. S. O. 1990, Chap. A.19, as amended ORDER WHEREAS subsection 6.7(1) of the Ambulance Act, R.S.O. 1990, Chap. A.19, as amended (the "Act") authorizes the Minister to designate, by order, a delivery agent for any geographic area of the Province described in the order; AND WHEREAS subsection 6.7(3) of the Act authorizes the Minister to designate an upper-tier municipality or a local municipality as a delivery agent for the designated area; NOW THEREFORE, pursuant to subsections 6.7(1) and (3) of the Act, the Minister orders as follows: The County of Elgin is the delivery agent for the designated area comprised of the County of Elgin and the City of St. Thomas. DATED AT TORONTO, this {.ff,day of January, 2000. 73 7198-93 (99/05)'" 7530-4601 Minister of Agriculture, Food and Rural Affairs ~ Ontario Ministre de l'Agriculture, de I'Alimentation et des Affaires rurales Queen's Park, Ontario M55 183 ~"'"'~ ~' ";r- t?"-' V'" .""'<.t"_')3\,1 f'_·~ Îìi! , (¿' L= JAN 0 7 2000 Mr. Victor Power President Federation of Northern Ontario Municipalities 81 St. Brendan Street Sudbury, Ontario P3E 1K~X~ Dear~wer: The Honourable Michael D. Harris, Premier of Ontario, has asked me to respond to your letter dated November 21, 1999 concerning the protection of drainage ditches for agriculture. JAN 13 2000 COUNTY OF ;:;U:1!N The Ontario Ministry of Agriculture, Food and Rural Mfairs (OMAFRA) recognizes that good drainage is essential for sustaining a viable and competitive agricultural industry in Ontario. We have encouraged the practice of agricultural drainage by making loans available to farmers through the Tile Loan Program and by providing grants under the Drainage Act toward assessments on agricultural land for municipal drains, However, the importance of drainage to agriculture does not make it exempt from other legislation. The Fisheries Act has existed for many years and currently applies to inland waters, including municipal drains. It is a federal statute, and therefore, your resolution to have legislation enacted to exempt agricultural land from all costs of the Fisheries Act will have to be directed to the federal government. As long as the Fisheries Act applies to municipal drains, OMAFRA will share your concern that the use and maintenance of drains be allowed to continue in a timely and cost-effective manner. To that end, staff from this ministry have worked with the Department of Fisheries and Oceans to ensure that the applic¡¡tion of the Fisheries Act to the maintenance of municipal drains is done in a reasonable and consistent marmer. With the input from OMAFRA and other stakeholders, the Department of Fisheries and Oceans has developed a "Class Authorization" for municipal drain maintenance projects. The class authorization process will allow a large majority of proposed drain maintenance projects to occur with little or no disruption, provided a predetermined set of conditions is met. .../2 74 -2- For the past three years, the class authorization process has been implemented successfully as a pilot project in municipalities in Huron and Perth Counties. With the expansion of the use of this process, we are confident that similar success can be achieved in the rest of the provmce. Thank you for writing to me on this matter. Ernie Hardeman Minister c.c. The Right Honourable Jean Chretien, Prime Minister of Canada The Honourable David Anderson, Minister of Fisheries and Oceans The Honourable Lyle Vanclief, Minister of Agriculture and Agri-Food Canada The Honourable Tim Hudak, Minister of Northern Development and Mines Conservation Ontario Association of Municipalities of Ontario Township of Michipicoten County of Elgin 75 COUNTY OF ELGIN By-Law No. 00-02 "BEING A BY-LAW TO CONFIRM AND APPOINT JOHN DAVID HUETHER AS DEPUTY TREASURER FOR THE COUNTY OF ELGIN AND TO REPEAL BY-LAW NO. 99-25" WHEREAS pursuant to Section 77(2) of the Municipal Act, being Chapter M.45, R.S.O. 1990, as amended, the Council may appoint a Deputy Treasurer; and WHEREAS effective July 5, 1999 the Council of the Corporation of the County of Elgin did appoint John David Huether as Acting Deputy Treasurer; and WHEREAS John David Huether has successfully completed and fulfilled a six month probationary period. NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin enacts as follows: 1. THAT John David Huether be and is hereby appointed Deputy Treasurer of the County of Elgin. 2. THAT By-Law No. 99-25 be and the same is hereby repealed. 3. THAT this By-Law become effective upon passing. READ a first and second time this 251h day of January 2000. READ a third time and finally passed this 251h day of January 2000. M.G. McDonald, Chief Administrative Officer. D.J. McPhail, Warden. '76 í ~ \ ---~-~-- ~ I. ( ( ( ( The Elgin Group Contract Policing Proposal Prepared by: Ontario Provincial Police Municipal Policing Section 25 January 2000 ( ( ( Table of Contents uuu.. u Executive Summary...................................................... 3 Chart of Services ...........................................................8 2000 OPP Cost Schedule ...............................................9 Costing Summary ...............................................10 & 11 2 /' , Executive Summary Preface Caveat: Although the term "County" has been used throughout this document, it is understood that the term was adopted by many stakeholders for ease of reference due to the "evolving" nature of municipalities participating in this group contract. The term "County" should be properly referred to as "The Elgin Group". It is clearly understood that reference to the term "County" refers to the entire County of Elgin excludin£ Aylmer. The Ontario Provincial Police (OPP) has 90 years experience in providing effective community-based policing and protection throughout Ontario. The OPP has also provided municipal policing services under contract for over 50 years to over 70 communities across Ontario. The County of Elgin requested a costing for OPP municipal policing. This proposal is based on the level of policing services desired, and includes an in-depth analysis of the workload generated in the municipality during the past two years. This allows the OPP to compare local occurrences and incidents with provincial averages to accurately determine the number of officers required to provide adequate and effective policing. Based on this information, the County of Elgin requires both pro-active and re-active policing, 24 hours a day, seven days a week. The Elgin OPP Detachment will remain as the Administration/Operations Center. Dutton detachment will continue to be an Operational Center as will Tillsonburg. The resources identified will continue to be deployed to the County from these facilities and neighbouring detachments. As per the instructions of the County, the following two tables reflect the resources that wouid form the basis of a contract with the Elgin Group. The first table depicts Option One - Status Quo. The second table depicts Option Two - Enhanced Service. The benefits of each of these options are discussed in the text that immediately follows the tables. 3 ( Option One - Status Quo ( Staff Sergeant Sergeants Provincial Constables Detective Constables Community Services Court Officers 0.65 2.61 23.24 4 0.65 0.65 Option Two - Enhanced Service Option One provides adequate and effective policing utilizing the integrated policing concept. In Option Two, key enhancements that were desired by the Elgin Group -- the addition of four front- line constable positions. These constables will provide greater police visibility and will allow the formation of a special ad-hoc policing team that will deal with such important problems as: break and enters, drug interdiction, youth violence, organized crime rings, and other specific tasks as deemed important by the Elgin Group Police Services Board. 4 One of these front-line positions will be dedicated to the so-called "Bob MacGuinnis" position which had such phenomenal success in the past with policing groups dedicated to the youth of the communities both in and out of the schools. The OPP and the County view this type of dedicated position as indispensable. Finally, one FTE (full-time equivalent) position will be used to enforce by-laws as agreed upon by the Elgin Group and the OPP. These enhancements will allow the Elgin Group Police Services Board to continue to meet the expectations that the municipalities have come to know and will provide the level of enhanced policing excellence that the municipalities in the Elgin Group deserve. Both Options reflect the integrated policing concept, incorporating a policing services contract for the County of Elgin with OPP highway patrol services and provincial responsibilities under one administration. It is long-standing OPP policy and practice to be accountable to the communities we serve. The Staff Sergeant/Detachment Commander or designate, responsible for the administration of the Municipal contract, would report to the Elgin Group Police Services Board. The Staff Sergeant/Detachment Commander would oversee all aspects of the integrated detachment. The Regional Operations Sergeant who is located at the Western Region Communications Centre will also be available to assist on a 24-hour basis. The cost of by-law enforcement is included in the total estimated cost for policing for the County of Elgin. However, it is understood that this total estimated cost does not include extra policing enforcement that is procured during seasonal peak periods by a few municipalities. In these areas, it is suggested that the purchase of extra, as-needed policing continue as it has prior to the consideration of this proposal. In order to provide a location for the police and public to interact, and to facilitate the delivery of policing services in a community, the OPP encourages the continuation of Community Policing Offices (CPOs). It is recommended that the current Community Policing Offices be maintained. There will be seven Community Policing Offices located in Rodney, West Lorne, Shedden, Port Stanley, Belmont, Springfield, and Port Burwell. These offices are used as satellite stations and may have full computer equipment to enable patrol officers to remain in their communities/zones for electronic reporting, CPIC access, OMPPAC functions, meeting community members, providing policing information, etc. This proposal contains the recommendation that the administration/operations centre be located at the Elgin detachment near St. Thomas, or at another suitable location as determined by the Elgin Group in consultation with the Ontario Provincial Police. The Staff Sergeant/Detachment Commander, and three clerical staff members would be located at this office. In addition, there will be four Sergeant Team Leaders at the administrative/operations center. Dutton detachment should remain as an operational center. In addition to the administrative/operational centre(s), officers report for duty at an operational centre located at Tillsonburg in order to provide more effective policing to Bayham and Malahide Townships. This operational centre has clerical staff that will allow the public access. The contract costs include all services available to the County of Elgin. For example, expenses relating to contract negotiations, arbitration, grievances, civil litigation, tendering/purchasing, information technology, fleet and telecommunications are included in the overall costing formula. These services often require considerable internal and external expertise and, the high costs associated to such services are no longer of concern to municipalities that contract for OPP service. The salary costs outlined in this proposal are based on the first class pay level of each rank. These costs are adjusted annually to reflect actual costs for those officers not at the maximum levels in their 5 salary grid. Overtime is estimated at the provincial average of 7% and this, too, will be reconciled to actual usage at year-end. All existing community service programs and community policing committees will be maintained. When a municipality chooses to receive police service from the OPP under contract, the OPP will ensure that the required resource levels are met. The shared infrastructure of the OPP broadens local access to resources, expertise, solutions, training and management without duplicating services. In this case, the County of Elgin will continue to benefit as additional staff are readily available from within the Elgin OPP Detachment as well as neighbouring detachments and regions, should the need arise. The Elgin Group will be required to establish a Police Services Board, as mandated by the Police Services Act and will have control over the priorities and objectives of the policing service within the community. The Commissioner is committed to ensuring that the Detachment Commander of the Elgin OPP Detachment responds appropriately to the Elgin Group Board's advice and priorities in a manner consistent with the Board's identified concerns, expectations and needs. it is long-standing OPP policy and practice to be accountable to the communities we serve. The Commander of the Elgin OPP Detachment, or designee, will report to the Police Services Board on a regular basis, as per the direction of the Board. With over 70 contracts currently in place and future contracts pending, there is great emphasis placed on OPP accountability to Police Services Boards. Future growth and/or increased workload in the County of Elgin may necessitate additions to the proposed complement during the term of the contract. Any required increase in complement would be negotiated between the Elgin Group and the OPP, prior to any changes to the contract. Advantage& to the Elgin Group: · assurance of the adequacy of the police service; · dedication to resolving community issues through local involvement and community policing committees; · service at a defined cost; · availability of additional staffing support from neighbouring detachments, regional headquarters and general headquarters; · seamless access to a comprehensive infrastructure and specialized services (refer to Municipal Policing Framework for description of support and services available); and · control of the policing priorities and objectives through the Elgin Group Police Services Board. The OPP is required to provide provincial level emergency response that can be mobilized in times of emergency, disaster or specialized investigative need. The OPP meets such emergent needs, on an on-call, as-needed basis, by deploying small numbers of officers from multiple locations and assignments, both municipal and provincial. In so doing, the OPP ensures that appropriate levels of service remain in place. Municipalities are compensated for the contract resources mobilized in cases where there is a provincial obligation to respond. If the Elgin Group chooses to accept an OPP contract for its policing service, the Elgin OPP Detachment will assign resources, focusing on meeting the Group's unique policing needs. 6 The estimated cost of these policing models, based on the 2000 salary schedule for OPP officers, is: Option One............................................................ $ 2,994,285.00 Option Two............................................................ $ 3,348,390.00 'Salary, overtime, contractual payouts and telephone costs are reconciled at year-end to reflect actuals. A breakdown of the costs has been included, as well as the 2000 salary and cost schedule. NOTE: Not included in this proposal are: · The cost of maintaining the Police Services Board · The costs associated to establishing and maintaining Community Policing Office(&) · Any applicable revenues accruing to the municipality as a result of police activity · Any applicable funds available through Ministry of Finance initiatives, (e.g. Community Reinvestment Fund, Special Circumstances Fund) A complete description of services provided by the OPP, civilian governance issues, framework etc. is included in the supporting documentation entitled ·OPP Municipal Policing Framework·. The services described are included in the overall OPP costing formula. 7 ( Services offered by your OPP Service to The County of Elgin ( 8 2000 Contract Charqes For Municipal Police Costinq The following categories are taken into consideration when preparing the costing proposal: Particulars Uniformed staff Salaries*:t 2000 Estimates Inspector- $82,151 Staff Sergeant - $72,043 Sergeant - $63,600 Constable - $56,283 Part-time - $45,029 Civilian Salaries" OAG 8 - $36,014 Caretaker 2 - $33,833 Overtime Hours" 7% of uniformed staff salaries Shift Premium $323.00 per uniformed member SelVice Badge Allowance $290.00 per uniformed member Contractual Payouts (Vacation & Stats)" $1,789.00 per uniformed member Benefits 22.5 % civilian staff 23.5 % uniformed staff (10% for part-time) GHO Municipal Support $523.00 per uniformed member (Training Recrufiing, HR, SelVicing) Prisoner Guards/Expenses $573.00 per uniformed member Vehicle Usage $5,268.00 per uniformed member Telephone" $1.011.00 per uniformed member CPIC Lines $17..00 per uniformed member Office Supplies $145.00 per uniformed member Accommodation $115.00 per uniformed member Uniforms & Equipment $603.00 per uniformed member Fumiture & Equipment provided by OPP or municipality Janitorial Supplies $74.00 per uniformed member Communication/Information Technology Salar¡ & Benefits - Operators Electricity for Towers Mobile Radio Maintenance Office Automation including OMPPAC $1.100.00 per uniformed member 84.00 per uniformed member 163.00 per uniformed member 1,068.00 per uniformed member RHO Municipal Support 2.23 %of Salaries, Benefits and Other D.O.E. . Municipalities are billed for actual costs at year-end. :t Salaries and benertts for uniformed members subject to re-negotiation in 2000. 9 O.P.P. COSTING SUMMARY Estimated Policing Costs for the period January 1, 2000 to December 31, 2000 The Elgin Group - Option One (Status Quo) Salaries and Benefits FTE- $ Unifonn Members Inspector ....................... Staff Sergeant. . . . . . . . . . . . . . .. ... Sergeant. . . . . . . . . . . . . . . . . . . . . . . . Constables ... . . . . . . . . . . . . . . . . . . . Total Uniform Salaries Overtime (Provincial Average) ............................ Contractual Payout (Vacation & Statutory Holidays) ............ Shift & Badge Premiums . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Benefits (23.5% of Salaries) .............................. Total Uniforms Salaries & Benefits Civilian Members 0.65 2.61 28.54 46,828 165,996 1,606,317 FTE- 1.96 $ 70,587 OAG8......................... . OAG6......................... . Caretaker 2 . . . . . . . . . . . . . . . . . . . . . . Caretaker 1 . . . . . . . . . . . . . . . . . . . . . . Total Civilian Salaries Benefits (22.5% of Salaries) ............................. Total Civilians Salaries & Benefits 1.30 41,378 1,819,141 127,340 56,890 19,283 427,498 2,450,152 111,965 25,192 137,157 ;~ll.elltl.lill1ifJ.llllqDll}[!{J!j~lfjlli~tffÊrf!¡itififJ[ill~)li~Îl~i[rlllli.ififi~iÎlÎI11i11~] Other Direct Operatina Expenses Operational support. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Prisoner Guards I Expenses. . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . Vehicle Usage ......................................... Telephone ............................................ Office Supplies . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . Accommodation ........................................ Uniform & Equipment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Furniture & Equipment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Janitorial Supplies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Communication Support ....... . . . . . . . . . . . . . . . .. ........ Mobile Radio Equipment ............... . . . . . . . . . . . . . . . . . . . Office Automation I OMPPAC . . . . . . ... . . . . . . . . . . . . . . . . . . . . . Total Other Direct Operating Expenses RHQ Municipal Support 16,631 18,221 167,522 32,690 4,611 3,657 19,175 2,353 37.651 5,183 33.962 341,659 65.316 jjjjjjj;j¡¡¡¡¡\¡¡¡¡¡¡¡;;I!I;¡;;lllw!¡ltllillllllll¡¡I¡1.II¡mlll;;¡¡JI¡IIIIIIIII;I¡¡;111¡~¡¡¡iªe¡i¥;[¡¡ * FTE = Full Time Equivalent 10 O.P.P. COSTING SUMMARY Estimated Policing Costs for the period January 1, 2000 to December 31,2000 The Elgin Group - Option Two (Enhanced Service) Salaries and Benefits FTE* $ Uniform Members Inspector ....................... Staff Sergeant. . . . . . . . . . . . . . . . . . . . Sergeant. . . . . . . . . . . . . . . . . . . . . . . . Constables . . . . . . . . . . . . . . . . . . . . . . Total Uniform Salaries Overtime (Provincial Average) ............................ Contractual Payout (Vacation & Statutory Holidays) ............ Shift & Badge Premiums ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . Benefits (23.5% of Salaries) .............................. Total Uniforms Salaries & Benefits Civilian Member& 0.65 2.61 32.54 46,828 165,996 1,831,449 FTE- 1.96 $ 70,587 OAG8......................... . OAG6...... .... ......... .... ... Caretaker 2 . . . . . . . . . . . . . . . . . . . . . . Caretaker 1 . . . . . . . . . . . . . . . . . . . . . . Total Civilian Salaries Benefits (22.5% of Salaries) ............................. Total Civilians Salaries & Benefits 1.30 41,378 2,044,273 143,099 64,046 21,735 480,404 2,753,558 111,965 25,192 137,157 1IIItllfllî.tlll¡lìlll~¡1111ì~llî~lllllliti"1f:iti;¡ilill1[[illl111~t~t1Bi.1111111 Other Direct Operatina Expenses Operational Support. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Prisoner Guards I Expenses. . . . . . . . . . . . . . . . . . . , . " . . . . . . . . . Vehicle Usage ......................................... Telephone ........................................... Office Supplies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. ........ Accommodation ....................................... Uniform & Equipment ....... . . . . . . . . . . . . . . . . . . . . . . . . . . . . Furniture & Equipment ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Janitorial Supplies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Communication Support .... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Mobile Radio Equipment .... . . . . . . . . . . . . . . . . . . . . . . . . . . . . Office Automation I OMPPAC . . . . . . . . . . . . . . . . . . .' ........ Total Other Direct Operating Expenses RHQ Municipal Support 18,723 20,513 188,594 36,802 5,191 4,117 21,587 2,649 42,387 5,835 38.234 384,635 73,040 .,;"""""'''',;.,..'',',mmm''',m'''''''.m.'@'''Hì!((:J""'''''¡¡':¡WiSS..."v··'''''''ji;¡¡;Æe':·:"K'in·O;·:''''iWAli¡lS'··:·..'Wi.·O...·"..S·····,.,'.:"""'''':m:''';'''.'H%,mS·':m:;¡;:)£t'ð:)('i>"""'; _..............................,..,..,..,.,w,',......':::I::: . ::I:~' :::1:::I;tVIM:=J:,: J:o;i<tx:::" ~U:!( ..~.. ::'I:r~···........."d,.............- .w·:\:i..~Ø·i)~;~¡;r:'·· @ttIÆirI@M1HtnMnftMMtntlj~;;d:d~~Ú;~~lÚ;:~:~~;:;dh:::::Ú~}~~b:~Ú:i;~~d~jh~::::::;~;;::::::~:~i::::::h:~:~;::~~L;;i:;;;;~:::;:di;:jH~H@l~¡~~:H:MMiliF'~·:..··~t:;.::,,~v:~v,~~...:..~f.....;~...;:,~...:M . FTE = Full Time Equivalent 11 O.P.P. Contacts Please forward any questions or concerns to 5/Sgt. J. Stephens, Detachment Commander of Elgin OPP Detachment or Sg1. C. Williamson or S/Sg1. Don McInnes of the OPP Municipal Policing Section. 5/5g1. J. Stephens Sg1. C. Williamson S/5g1. D. Mcinnes (519) 631-2920 (519) 652-4154 (519) 652-4154 Detailed descriptions of all OPP support and specialized services that are available have been included under separate cover in the document entitled "OPP Municipal Policing Framework". t2 ~ r I I , ( , ( ( "'. '~ O.PP. ( ( -,- '"-...... ¡ , , , , , r ( ( opp Municipal Policing Framework Supplement to OPP Proposal Prepared by: Ontario Provincial Police Municipal Policing Section This document is provided as a supplement to the costing proposal for OPP policing of your municipality. It contains: · Framework For Local Policing · Civilian Governance Information · Role of Police Services Board · OPP Municipal Policing · ProfIle Of OPP Specialized Services · General Contract Provisions · Sample Contract · Customizing Policing Services · Differential Response Procedures For further information or additional copies of this supplement please contact: Municipal Policing Section First Nations & Municipal Policing Bureau 777 Memorial Avenue, Third Floor Orillia ON L3V 7V3. Telephone: 705-329-6200 Facsimile: 705-329-6217 Ontario Provincial Potice Municipal Policing Section January 13, 2000 Table of Contents .u...... Framework for Local Policing Detachment Commander................................ ....................... 1 Customized Policing Services ........................................... ...... 1 OPP Infrastructure Advantages ...................................... .........2 Civilian Governance Is there a difference? Municipal Police Service v. OPP .................. 5 Role of Police Services Board - OPP Policing............................... 6 Police Services Act, 1997 Excerpts ..........................................6 opp Municipal Policing Patrol Provision ...... ........................................................... 7 Front Line Services................... ........................................... 7 Absences - Impact on Officer Availability .................................. 8 Janitorial Services ............................................................... 8 Supervision ....................................................................... 8 Clerical Support...................... .... ........................................ 8 Communications ................................................................. 9 Criminal Investigation............. ........................................... .10 Court Case Management...................................................... 10 Community Services........................................................... 11 Crime Stoppers ... ............... ........ ..... ..... ................ ........ ... ..11 Transport ........................................................................ 12 Office Automation ........... ........... ........ ..... .................... ..... .12 Differential Response...... ...... ....................... .................. ......13 Community Policing ........................................................... 13 Community Policing Offices (CPO's) .......................................14 Training .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 14 Auxiliary Policing ..............................................................15 Technical Identification ....................................................... 15 Canine Unit ....... ....... ..... ..... ...... ........... .... ........... ..... ........15 Traffic Management ........................................................... 16 By-law Enforcement ............. ... ................ ..... ............... ..... ..16 R.I.D.E... .................. ........ ..................... ......................... 16 Employee Counseling Services............................................... 16 ProÏIle of OPP Specialized Services Emergency Services............................................................ 18 Criminal Investigation.............. ............................................19 Investigative Support ............. .............................................20 Ontario Provinciat Police Municipal Poticing Section January 13. 2000 r General Contract Provisions Commissioner - Ontario Provincial Police.................................. 22 Municipality UndertaIdngs .... ..... ........... .......... ......................22 Mutual UndertaIdngs ..,.......,.... .................. .........................22 Additional Contract Provisions................................... ............23 Officer Safety. .................... ............ ,............... ..................23 Performance Management ....................... ,......... .............. .....23 Revenues ........................... ,.. ........ .... .......... .................,...23 Dispute Resolution.......,......... .................... ........................23 Sample Contract..... ....... ..... .................... ......... ..... ..... .... ... 25 Customizing Policing Services..... ........ ...... ......... ..... ..............30 Differential Response Procedures ..........................................32 Ontario Provincial Police Municipal Policing Section ii January 13, 2000 Framework for Local Policing Detachment Commander Managing the policing function in co-operation with a Police Services Board (PSB) is not new to the Ontario Provincial Police. We have been operating effectively with over 70 Boards in relation to the policing contracts we currently maintain. The detachment commander of a contract municipality becomes the "chief of police" locally and is responsible for working with and reporting regularly to the PSB. The PSB has regular knowledge of the workload requirements, personnel issues, etc. through ongoing liaison with the detachment commander (please see 'Role of Police Services Board' excerpts from Police Services Act, 1997, page 6). Customized Policing Services The OPP has adopted a policing model, which emphasizes that each OPP contract location will deliver its services based on the individual needs of the community. The policing structure, developed in consultation with the contract location (the community), includes the creation of community police zones and police and community partnerships, working within a team environment. These partnerships include accountability for the effective and efficient use of resources to resolve locally identified social order issues and concerns. To support these partnerships and maintain accountability to each community, the OPP has identified new enabling technology to: · securely document planning activities (and their evaluated results) that are available to local civilian governance bodies (i.e. Police Services Board ); · "warehouse" best practices for the sharing of these by all OPP policed communities; and · electronically conduct and report on annual surveys to determine community satisfaction with local policing services, rates of victimization and community awareness of policing initiatives. The OPP demonstrates its commitment to customer satisfaction by basing its structure on an individual community profile, working within community partnerships and through measured results. Ontario Provincial Police Mmúcipal Policing Section January 13, 2000 I ( ( é , ( OPP Infrastructure Advantages For many years, the OPP has provided numerous infrastructure support services to assist in the particular policing or personnel needs of your municipality and will continue to do so in a contract ( environment. ( The cost of these services is included in the overall OPP costing fonnula. FQJt Examp!(}~ EXPENSES Reblled tt)i · contract negotiations, arbitration and grievances; · costs and resources for civil litigation; · tendering/purchasing function; · research, development and implementation of information technology; · fleet and special vehicle services; and · research development and implementation of telecommunications. These services often require considerable internal and external expertise along with high costs, but are inclusive to an OPP contract environment. An effective public and internal complaints system already exists within the OPP. All Human Resource needs are met for uniform and civilian staff, for example: uniform recruitment, staff development, performance management, payroll and benefits administration, management of absences, administration of Workplace Safety and Insurance Board absences and long term disability claims and access to French language services. Programs are in place to provide staff with the most current information on Workplace Harassment and Prevention Policies and Freedom of Information requirements. OPP policies are available to staff electronically, thereby providing current information on policies and procedures to ensure that our policing commitment continues to meet the needs and expectations of the communities we serve and complies with legislation. I , Victim Assistance programs are extensively embraced by the OPP and are coordinated with the assistance of the OPP Community Policing Develòpment Centre (CPDC), which is responsible as the centre for community policing excellence to the OPP and its communities. The CPDC provides support service to our local detachments and their communities, and is responsible to address victim issues by assisting with development of appropriate responses to victims of crime, in particular victims of spousal assault, sexual assault, child and elder abuse, abuse of the disabled, missing and abducted children. , , Ontario Provincial Police Municipal Policing Section January 13, 2000 2 é l é ( ( The service delivery model within the OPP involves a team approach. OPP victim services are provided through a Victim Assistance Service Team that includes a local police officer and/or resource member, a regional AbuselVictim Assistance Coordinator and a provincial coordinator located at the CPDC at OPP General Headquarters (GHQ) in OrilIia. Victim assistance training is a requirement for opp members. ( ( ( Victim assistance initiatives undertaken by the OPP to address the "prevention of victimization", include: ( · The expansion of the Victim Crisis and Referral Service (VCARS) program; · The development of the "Help Is Just A Page Away" victim assistance program; · Senior crime prevention programs; · The Safe School Network; · Participation in the development of Victim Information Services through local community information centres; · The development of a provincial victim services directory, by community; · Police training - "police response to older adult abuse"; and · The development of symposiums relating to community policing and crime prevention initiatives. opp Supply Section provides uniforms and equipment to the OPP, OPP Auxiliary, First Nations police services, Correctional Services Division and Ministry of Natural Resources. The OPP believes the public has a right to be informed of our activities and that the media provide a timely method through which to communicate these activities. Media Relations Bureau at General Headquarters provides expert staff to deal with media liaison at major occurrences. They also assist OPP officers with media inquiries and writing local news releases. The Bureau staff also monitor media coverage of the OPP in print, radio and television. Participative Management is a concept that is practiced at detachment level through Team Planning. The objective of Team Planning is to involve detachment officers and community members in identifying problems or potential problems and other issues. Following discussions, plans to address the problems or potential problems are developed by the group. It is the desire of OPP management to provide an environment in which individual officers may realize a sense of personal involvement in achievement of detachment objectives. The Team Planning program is designed to permit the principals of "Community Policing" to be practiced at the front line level. The involvement of members of the community in this planning process is not intended to duplicate or diminish the role of the Police Services Board or other working partnerships, but rather to enhance them. Ontario Provinciäl Potice Municipal Poticing Section January 13. 2000 3 ( Telecommunications needs are met through trained technical and operational support staff who are available to respond to a major incident or disaster recovery . " ( Telecommunications Section comprises mobile radio, microwave radio, telephone systems, power system and civil engineering. Technical staff, responsible for the provincial systems operations, form a coordinated pool of in-house expertise. Other roles and responsibilities include: Emergency Operations Centre communication functions, Mobile Command Unit, disaster recovery equipment, portable towers, telephone switches, etc. Ontario Provincial Police Municipal Policing Section January 13, 2000 4 ( This chart shows a comparison of the legislated control a Police Services Board has over·an Ontario Provincial Police municipal contract police service and a municipal police service. 1. Objectives and priorities for delivery of police services within the municipality. 2. Policy for the effective management of the police force. 3. Selection of the detachment commander/chief of police. 4. Evaluation of the detacrunent commander/chief of police. IrIJJlli~1t.II Im~lI<I¡IIi~;';;·.>....... iiillllti.ii ··w .:.:::::,:::::,::~:;::;::...;;:~;;;:;:,:;;::,::,:;:::,::::::': :.:.,.:.;.:.;.;.:.:.:.:.:.:.:.:.,.:<.:-;.:.:.>:.:.:.,.:.:.:.'. w .... .::::::::::,:::::,:,~.;.:.:.:.:.:.:.¡:.:.::::::::,:::;,:,: _::;:;;:;;::::::':::::~:::::::~~>:':::::::::.:::,::::.:..., ....... :.:.:.:.:.,.:.;.:.:.:.::::::::::::::::::::,,::,.:,:::,::,.:,: :.,.:.,.:.:.:.,.:~.,.:.,.:.:....... .............~.......~....~..~....··.;.··.ffl@....~.·.Œ..·.·.·..PSA.;.~~lt..........;k..·.;~....I!!!!!œ..: .....:.:.,.:.,.,,:>:':,.:.:.............. ....................... ............ ...........................................................·.·.·.·.·.....·.·.·.·.·.·.·.·.·......·.·.w.·.·.·.·.·.·.·..· ........................? 1'1.."'.'111111 IIfl*¥m'f§¥!i;::; .................-.........:...:.,.:.,.:.:.,.:.:.:.:.,.:.:.;.:.,:,::,':::::,:,,:.,.:.:............ Determined after consultation with the chief of police - 3I(1)(b) PSA Establish policies for the effective management of the police force - 31(IXc) PSA, usually in consultation -with the chief of police Recruit and appoint the chief of police and deputies - 31(IXd) PSA Direct & monitor the perfonnance of the chief of police- 31(1)(e) PSA 5. Maintenance of a complaints system: m¡¡¡¡¡¡¡¡¡¡¡;1i:i~m¡¡m¡m¡Lii :š~¡¡¡¡Mij¡¡¡~Wi~4¡¡;¡¡mjt¥¡¡M¡;Ul - 6. Appoint the members of the force: :.....:.:.:_:_:_:_:_:_:_:.:.;_:.:.:.:.;.;.:.:.:.;.:.:.:.:.:.:.:.,_:.,_:.:.:.:.:.:.:.:.:.;.;.:.:.;.:.:.,.:.:_:.:·:·:·:-:·:-:·:,::z·:·:·:·:·:·:·:· :::;:::::;:::;:::::;:;:::;::';::::::':':':::::::::'::;:;:::;,::::;:;:;:;:::::;:::::::::,:::::::::::::::;:;:::::::;:;:;:;:;:;:'::'::;:;'::;:;::'::: :.:.:.:.:.:.:.:.,.:.:-:.:-:-:-:.:.:.;.:.:.;.:.:.;.:.:::.:.:.;.:.,.:.,.:.:-;.:-:.:-:.;.:.:.:.:.:.:.:.:.;.:.:.:':.":':.:.;.":.:-:.:'.-;.:-:.:.:.:. ::.:.:.:.:':.:.:.:-:.:.:.:.:"-:':':.:.:':.:.:::.:-:...:-:.:.,.:.,.:.:-,-:.:.:.:.,.:.:.:.:.:.:.:.:.:.:.:.,.:.;.:.:-,.:-:.:.,-:.:::::::.:.,.:.:.:., ..:.:.:.:.,.:.:.:.:-:.:.:.:-:-:.'-:.;.;.:.:.-...:.,.:.:.:.:.:.:-:.:.,.:.:-:-:.:-:.:.:.:.:.:.:.:.:.:.,.,.:.,.:.:.,.:.:.,.:.:-:.,-.....::.:.:-:.-... ........................-...-.................................,......-.-. ---.--...........-.---.----.....-..........------..-.............. - Establish guidelines for dealing with complaints under Part V - 31(1Xi) PSA Review the chief of polices administration of the complaint system and receive regular reports - 3I(1)G) PSA Board appoints members upon the recommendation of the chief of police" The force must advertise, test and screen candidates using the criteria of 43(1) PSA 7. Indemnification of members for legal costs: 8. Monitor secondary activities of the police force members: á¡ì1@ffi!~if@!~~¡¡·~~~¡'¡¡, i111Ii¡I~ÎÎIIII I¡\j!!g~(?)¡'¡¡{~.j~tIIIit ... -----.-................--..... - ............. --------...... The Board sets guidelines and funds legal costs under an agreement with the local police association, in compliance with 50(2)&(31 PSA The chief of pol ice is required to provide regular reports on disclosures & decisions made on secondary activities - 31(I)(g) PSA Ontario Provincial Police Municipat Policing Section January 13, 2000 5 Role of Police Services Board - OPP Policing It has always been OPP policy and practice to be accountable to the communities we serve. The Police Services Act makes it a legislated requirement. The detachment commander and the Police Services Board (PSB) in OPP contract locations must work together to effectively manage the police service. The Act requires that the objectives and priorities for the delivery of the police service be set by the PSB in consultation with the detachment commander. The Police Services Act, 1997, Section 10 states: (1) The Solicitor General may enter into an agreement with the council of a municipality or jointly with the councils of two or more municipalities for the provision of police services for the municipality or municipalities by the Ontario Provincial Police. (2) In order for a municipality to enter into an agreement under this section, the municipality must have a board. 9) If one or more municipalities enters into an agreement under this section, the board or joint board shall advise the Ontario Provincial Police detachment commander assigned to the municipality or municipalities, or his or her designate, with respect to police services in the municipality or municipalities and shall, a) participate in the selection of the detachment commander of the detachment assigned to the municipality or municipalities; b) generally determine objectives and priorities for police services, after consultation with the detachment commander or his or her designate; c) establish, after consultation with the detachment commander or his or her designate, any local policies with respect to police services (but the board or joint board shall not establish provincial policies of the Ontario Provincial Police with respect to police services); d) monitor the performance of the detachment commander; e) receive regular reports from the detachment commander or his or her designate on disclosures and decisions made under section 49 (secondary activities); f) review the detachment commander's administration of the complaints system under Part V and receive regular reports from the detachment commander or his or her designate on his or her administration of the complaints system. The Commissioner of the OPP will ensure that the Detachment Commander responds appropriately to the Board's advice and priorities in a manner consistent with the Board's identified concerns, expectations and needs. Ontario Provincial Police Municipal Policing Section January 13, 2000 6 ( ~~ , ( ( ( (~ , ( ( ( ( , ( ( ( ( ( ( ( ( ( , \ ( \ i , , , \ opp Municipal Policing Patrol Provision The OPP will provide all preventive and investigative services required addressing the policing needs of your municipality. Patrols will be maintained on both pro-active and re-active bases. The models provided in the proposal document are based on service provision 24 hours per day. Preventive Patrols (Crime & Traffic Management) will be directed towards problem areas identified through community consultation, Police Services Board direction and workload experience and will also focus on the policing needs for special events occurring in the area. Dedicated hours in urban areas of the municipality will be as directed by the Police Services Board in consultation with the detachment commander. The option(s) provide for assigned patrol zones for the area in order to adequately cover the municipality. Officers will be deployed from the Administration Centre or an Operational Centre nearest to your municipality. Additional on-duty officers can be made available from other zones in the detachment area, if required. Appropriate coverage will be achieved through expanded patrol zones, if necessary. Administration Centre - houses the Detachment Commander, supervisors, uniform and civilian support staff as well as front line officers. All administrative services are carried out from this location. Operational Centre - houses front line officers and team leader/supervisors in a strategically located office within the area of responsibility. Some have lock up facilities. Normally, there is no administrative support staff at this location. Front Line Services The uniform complement will be utilized to providé policing service 24 hours per day, seven days per week, subject to a shift schedule approved by the detachment commander and the Police Services Board. If on-duty members are unavailable (e.g., investigations, court attendance) emergent calls for service will be responded to by on-duty resources from other zones. If members from other zones are unavailable to respond to priority calls for service, off-duty members will respond on a call-back basis and any overtime hours incurred will be charged to the contract. Shift scheduling, court scheduling, and supervision will aim to reduce overtime accumulation. The PSB will be advised on a regular basis of the overtime and patrol status, through the detachment commander. Ontario Provincial Police Mnnicipal Policing Section J annary 13, 2000 7 (- Impact of Absences on Officer Availability Police service provided to a municipality is affected by absences due to illness and various leave provisions. The basic work-week of each member of the detachment is 40 hours; however, a variety of factors reduce the actual number of hours each member is available to respond to calls for service or to provide patrol. Factors, which influence this, include: · Sick Leave (Short-term and Long-term); · Annual Leave; · Maternity / Adoption/Parental Leave; · Workplace Safety and Insurance Board (formerly WCB) absences; · Lunch periods; and · 11 Statutory Holidays. Note: The workload analysis has taken these factors into consideration when determining the uniformed staff"mg requirements for the municipality. Janitorial Services Janitorial services are provided for Administration and Operational Centres, unless otherwise indicated. These services are shared among all municipalities policed by the officers from this Administration Centre. Janitorial services have been privatized. Cost savings will be passed onto the Municipality . Supervision Twenty-four hour supervision will be provided under the direction of the OPP detachment commander. The on-duty sergeant team leaders or the telecommunications sergeant at the centralized Telecommunications Unit will provide assistance and guidance (the Telecommunications Unit provides supervision by a sergeant 24 hours per day, seven days per week). Clerical Support Administration responsibilities are provided by full-time clerical positions at the Detachment/ Administration Centre. Services perfonmed include general office administration, clerical support and reception duties. Ontario Provincial Police Municipal Policing Section January 13, 2000 8 / ( Communications Dispatching services are provided through one of the OPP Communications Centres that have enhanced 911 and c.P.I.C. network participation capabilities. Communications Centre staff perform incident taking and dispatching responsibilities utilizing the OPP telecommunications system. The OPP telecommunications system is a hybrid trunked-cellular network delivered province-wide through 170 strategically located remote tower sites. Communications Centres are deployed across the Province and may be contacted via a single toll-free, direct dialed access number, 1-888-310-1122 (*OPP for cellular phones), 24 hours per day, seven days per week. A telephone, linked directly to the nearest Communications Centre, is located outside each detachment to further assist the public in accessing OPP services. All Communications Centres have: · battery and generator standby power; · the OMPPAC system for incident capture and reporting; · appropriate maps and other supports available to them; · telephone service for the hearing impaired; · tower to tower connectivity with other OPP ComCentres through microwave linking system; · uniformed officers to answer questions of law, provide general supervision; and · recording of all radio and telephone conversations. ComCentre personnel can visually ascertain the general location of officers, their status (e.g., "available", "enroute", "at scene"), or their patrol responsibility. Officers on portable radios, operating on UHF frequencies, can use in-car repeaters, operating on VHF frequencies, to access ComCentres. Officers can select from either an automatic or a manual mode of operation. On the automatic side, officers can operate in "normal," "tactical," or "telephone" mode. Nine groups of channels with several frequencies per group are utilized provincially with the radio automatically selecting the right tower and frequencies. An emergency priority feature is accessible either through the vehicle or a portable radio. In tactical situations, involved officers can be placed in a "T AC" mode, which is independent of the normal communications traffic. In the "telephone" mode, officers can dial directly from a vehicle, similar to a cellular telephone, or Can have a telephone call patched through Ontario ProvinCîãt Police January 13, 2000 Municipal Policing Section 9 to them. On the manual radio side, officers can select from either a simplex mode, or the Provincial Common channel. Specialized integrated telecommunications systems for community policing, Tactics and Rescue Units, Canine Teams, Search and Rescue, helicopter and fixed wing units, and Criminal Investigation Bureau are also in place, which have their own operational frequencies. These units also have the ability to communicate directly with each other and the ComCentre. Disaster recovery equipment is strategically located to enable the complete replacement of any remote tower site, the switching of calls for service and dispatching functions to an adjacent ComCentre, or the operationalizing of a mobile command unit, or an emergency operations centre. Ongoing operating, maintenance and replacement costs for the mobile radio equipment are described in the Communication Support and Mobile Radio Equipment categories in the cost summaries, included in the proposal document. Criminal Investigation Crime Units form part of each OPP detachment that functions as an Administration Centre. Given the very nature of criminal investigation and its requirement for commitment and continuity, dedicated members are responsible for criminal investigations within a detachment policing area. Criminal occurrences that meet the applicable benchmark, will be investigated or co-ordinated by this unit. These officers will liaise with other criminal investigators within the Region, other OPP Bureaux, and other agencies as required, consistent with the OPP Crime Management Plan. Criminal Intelligence Service Ontario (CISO) participation is provided through current OPP initiatives. ~ Court officers (constables and/or sergeants) are responsible for Court Case Management within an OPP detachment area. They are responsible for coordinating the court attendance of officers, ensuring the accuracy of court briefs, the service of summonses, the execution of warrants, and records management. Court Case Management Ontario Provincial Police Municipal Policing Secùon -January 13, 2000 10 Community Services Community Services officers, usually located at an Administration Centre, are responsible for all community service and crime prevention programs within a detachment area. All existing elementary school programs will be maintained and programs added as required through consultation with the respective Police Services Board. Programs to be offered, in consultation with the Police Services Board, will include: · V.I.P. (Values, Influences and Peers); · School Bus Safety; · Bus Patroller; · Crossing Guards training; · Neighborhood Watch; · Block Parents; · Crime Prevention Seminars; · Youth Symposiums and other community programs as identified by need; · Community outreach programs (e.g. :-suicide prevention, race relations/sensitivity, elder safety); and · Media Liaison Media relations duties will be provided by the Community Services Officer normally located at the Administration Centre. Additional support can be provided by Regional and General Headquarters Media Relations personnel who are available to be onsite at major incidents to deal with media issues. This function is included in the policing costs. Crime Stoppers - MEMBER - ONTARIO ASSOCIATION OF CRIME STOPPERS The OPP fully supports the Crime Stoppers program provincially through a provincial coordinator at the Community Policing Development Centre at General Headquarters and at local levels through Regional coordinators. Of the 38 Ontario Crime Stoppers Programs, the OPP provide 21 full time Coordinators and 3 part time, representing the largest police service commitment in the world. Our Provincial Crime Stoppers Coordinator holds one of three police positions on the newly formed Canadian Crime Stoppers Steering Committee, which is currently developing a protocol for an autonomous Canadian Crime Stoppers entity. Ontario Provincial Police Municipat Policing Section January 13, 2000 11 Transport '" , The OPP will ensure sufficient vehicles are provided to meet the contract requirements. The municipality will be invoiced for the transportation supplied by the OPP, based on a "per officer" cost as outlined under vehicle usage in the cost summaries, included in the proposal document. Office Automation The OPP is committed to utilizing the most current technology at all OPP locations to enhance the service it provides to the public. This includes OMPPAC (a computerized records management system). This computer system is an operational and investigative tool that is available to both provincial and municipal police services. OMPPAC fees are captured in annualized lease and operational figures. The current OPP standard computer workstation is configured with the Ontario Municipal and Provincial Police Automated Co-operative (OMPPAC) application for computerized records management. Also, an electronic version of Police Orders, and an electronic Quartermaster ordering form system is installed in addition to the Microsoft Office Professional Suite of software, which includes MS Word, Excel, OutlooklExchange, Access, Powerpoint, and Internet Explorer. Front line officers have access to the Police Legal Access System (PLAS) through the OPP Intranet System. PLAS provides access to information on legislation and case law relating to the processing of criminal, federal, provincial and municipal charges. The OPP Intranet System also provides automated access to administrative services such as the Community Policing Development Centre. Ontario Provincial Police Municipal Poticing Section January 13, 2000 12 ( · · \ · \,- · · · \. \. Differential. Response Differential Response was developed to provide for more efficient and effective direction of available resources towards occurrences of priority or importance. When operated according to established guidelines, increased availability of human resources can be realized. This produces more activity in other detachment functions of greater priority, with higher visible results. Factors such as local public acceptance, detachment size and workload distribution may influence the practicability of this approach. This procedure will be discussed between the detachment commander and the Police Services Board prior to implementation (procedures are outlined on page 33). Community Policing Community policing is the fundamental principle under which all OPP services are delivered. To accomplish this, police personnel will seek to involve the community in the identification and resolution of crime, traffic, and social order problems. All active Community Policing Committees throughout the municipality will continue to exist in the OPP Community Policing model. While the Police Services Board will have the responsibility to set local policing goals and objectives in consultation with the detachment commander, the Community Policing Committees will assist in identifying day to day policing concerns within their respective areas. Other Community Policing initiatives include: assisting with the development of community policing committees; consulting with community policing committees to address increased visibility, utilizing foot and directed patrols; developing victim assistance programs to ensure stakeholders and related agencies are kept informed through regular communication, regarding incident progress and/or court dates; liaising with elected officials and attend council meetings; liaising with volunteer organizations; and preparing administrative and statistical reports as required. The development of Community Policing Committees, involving all facets of the community, will be the focal point of this strategy. Ontario Provincial Police Municipal Poticing Section January 13, 2000 13 r I ~ Community Policing Offices (CPOs) ( ( It is recommended that any current Community Policing Offices be retained. Additional offices may be created, after consultation between the detachment commander and Police Services Board. The costs of establishing and maintaining any Community Policing Offices will be the responsibility of the municipality. ( ( , I ( ( I The OPP encourages the use of CPOs to facilitate the delivery of policing services. These facilities provide accommodation within the community where officers can meet citizens, conduct interviews and complete reports, while maintaining a visible presence in the municipality. ( ( Training i. The OPP provides training to its members at I, provincial and federal training facilities, the Provincial Police Academy and through Regional In-Service Training Units. ( The In-Service Training Unit obligations are ( usually addressed between September and May of each year, ensuring training requirements do not negatively impact upon resource levels during the summer months. , \ ( ( ( ( \. C ( ( Mandatory Training includes: · Use of Force · CPR and First Aid and · Firearms Requalification ( The Provincial Police Academy evaluates, researches, designs and delivers OPP leaming programs to employees, develops and revises training standards and ensures the provision of all mandatory arid specialized training for members. As a partner in the development of a learning organization, the Academy is the central link to the internal and external educational environment. \ I, (, ( , Orientation training is provided for OPP recruits. Specialized courses are offered for a variety of subjects including, team-building, training officer, criminal investigation, highway drug interdiction, traffic investigation and enforcement. Training for Auxiliary members is carried out within the various regIOns. 14 \. Ontario Provincial Police- Municipat Policing Section \ January 13, 2000 ,- I Technical Identification Services Auxiliary Policing Program The OPP Auxiliary Program, which is a provincial responsibility, has units strategically located across the Province of Ontario. These committed volunteers assist with community oriented functions such as parades, crime prevention initiatives and accompanying officers on regular patrol. They will continue to be available to promote community-oriented functions. The Technical Identification Units located at the nearest OPP Regional Headquarters provide specialized technical identification services. These units provide a full range of forensic identification services. Range of services includes fingerprint and footwear detection and identification, detection and identification of tool marks and tire impressions and physical matches. Other services include the examination of deceased persons for fingerprints, fibres, hairs, and other trace evidence, and computer image enhancement of evidence. A mobile laser is also available to expedite the investigative response. In addition to the specialized identitìcation services available through the regional identification units, some regular duty officers at detachments are trained as "Scenes of Crime Officers" (SOCO) and are available to respond to provide basic identification services at crime scenes. Canine Unit The OPP Canine Unit was formed in 1965. Today 17 teams, each consisting of handler and dog, are stationed at strategic locations across the province and provide canine support for search and rescue operations, tracking wanted persons, detecting narcotics, explosives and physical evidence. The teams are also involved in community service work, fund raising events and public demonstrations. Canine teams undergo 16 weeks of intensive training at the Provincial Police Academy Canine Training Centre. The teams are on call 24 hours per day for assignments anywhere in Ontario. Ontario Provincial Police Municipal Policing Section January 13, 2000 15 ( " , Traffic Management Program Officers are deployed to areas that require particular attention to traffic issues. These areas are selected on the basis of traffic volume, collision frequency and complaints, and are monitored as required. Technical Traffic Collision Investigators (officers trained in motor vehicle collision investigation and reconstruction) are available as required. Dangerous Goods Officers are deployed throughout the province to respond and assist with investigations involving fuel spills, chemical leaks or improper transportation of dangerous goods. Each unit member is By-Law Enforcement designated as a federal inspector for the purpose of enforcing the Transportation of Dangerous Goods Act. The Regional Traffic Unit augments the officers dedicated to the Traffic Management Program. This contract will include enforcement of those bylaws as agreed upon from time to time by the Police Services Board and the OPP, at no additional cost to the municipalities. However, it is not the intention that the OPP become the lead agency in relation to bylaw enforcement, but rather to supplement the existing or future bylaw officer complement. If, however, the municipality requests the OPP assume the lead responsibility, an appropriate cost related to any required enhancement to resources would be the responsibility of the municipality, over and above the cost estimate related to this proposal. R.l.D.E. The Reduced Impaired Driving Everywhere (R.I.D.E.) program will be managed by local detachment members as time and resources permit, and will be operated as a year-round initiative. The Regional R.1.D.E. Unit will be used to augment local detachment initiatives. All OPP contract municipalities are eligible for R.I.D.E. grants. Employee Counseling Services Trauma, Peer, and Critical Incident Counseling are available to all OPP employees. In 1998, an Employee Assistance Program, (EAP) was implemented to provide employees with a wide range of assistance services across the Province. The EAP is a voluntary, confidential counseling and information service for employees and their families for assistance with the following issues: Ontario Provinciat Police Municipal Policing Section January 13, 2000 16 ( ( i · family and marital relationships · stress and anxiety · alcoholism and drug dependency · personal and emotional difficulties · grief and bereavement issues · child and adolescent concerns · legal and financial information · child care and eldercare information ( ( í í Ontario Provincial Potice Municipal Policing Section January 13, 2000 17 ( ( PROFILE OF OPP SPECIALIZED SERVICES Preamble Trained detachment members will peifonn detachment functions, including specialized services such as technical collision investigation and criminal investigation, whenever possible. If detachment members are not available, other trained members from the OPP will peifonn these functions. Provincial and emergency investigation services are provided by the OPP and nonnally will be peifonned by specially trained members from the local OPP Detachment, Regional Headquarlers, a neighbouring region, the closest OPP detachment or General Headquarlers. Emergency Services · Tactics and Rescue Unit - To control, contain and defuse serious occurrences, e.g. barricaded/hostage situations, or to escort dangerous or violent prisoners. · Emergency Response Team - Responsibilities include containment, courtroom security for dangerous or violent prisoners, search and rescue, crowd management, and other specialized functions. This service will be available to the community when required. · Incident Commander - A senior, trained member will act as Incident Commander at major occurrences to ensure the proper and timely direction of resources. · Negotiators - Members trained as negotiators for hostage/barricaded person occurrences will be provided as required. · Helicopter Services - to assist in search and rescue initiatives; provide visual and electronic surveillance, transportation of police colleagues in and out of remote areas, drug detection and eradication, aerial photography, support and assistance to specialized police units. · Explosives Disposal Units - 8 units across Ontario respond to recovery or disposal of commercial explosives; investigations involving explosives; bombings or attempted bombings; assist in recovery of military ordnance. Ontario Provincial Police Municipal Policing Section January 13, 2000 18 Criminal Investigation Members trained in all aspects of criminal investigation will address the needs of the community. When necessary, regional support services, such as the regional crime unit, will be called upon to assist. In addition, members of the Criminal Investigation Bureau at General Headquarters shall be made available when required. The Bureau's mandate is to provide leadership in investigative excellence, crime prevention and detection and public awareness. Each section of the Bureau provides particular expertise which collectively offers the citizens of the Province of Ontario the most effective investigative resources and technology in North America. The Bureau includes: · Major Cases - specialized investigative services relating to homicide, suspicious death, inquests, extradition, and major projects for the OPP, ministries, agencies, boards and commissions, and municipal services. · Anti-Rackets Section - investigates/case manages enterprise crime, including frauds and municipal and judicial corruption involving secret commissions. · Drug Enforcement Section - investigates drug importation and trafficking, which is, almost without exception, multi-jurisdictional. The OPP is the lead agency in virtually every major drug investigation outside the greater Toronto area. The section initiates the majority of proceeds of crime investigations in Ontario. · Provincial Weapons Enforcement Unit - investigates importation and trafficking of illicit firearms/explosives. The OPP is the lead and often sole agency in every tìrearms investigation outside the greater Toronto area. · illegal Gaming Section - investigates illegal gaming across Ontario and is dedicated to the service of the Ontario Racing Commission by investigating offences committed in relation to racing. · Pornography Section - investigates the importation and trafficking in child pornography and is the sole provider of this service in Ontario. · Auto Theft Section - provides expert identification of vehicles and their component parts, which is a major contribution to vehicle recoveries, and investigates large scale, organized thefts of motor vehicles and construction equipment, the bulk of which are intended for export to the United States and abroad. The Provincial Auto Theft Team (P.A. T. T.) is the lead agency in Ontario. Ontario Provincial Police Municipal Policing Section Jannary 13, 2000 t9 ( Investigative Support Investigation Support Bureau is responsible for the delivery of a variety of highly technical operational policing functions in support of the OPP and external police agencies throughout Ontario. The Bureau utilizes the services of both uniform and civilian personnel. Forensic Identification and the Photographic Laboratory are staffed entirely by civilian employees, many of whom are recognized experts in their respective fields. The Bureau provides services that aid most criminal investigations by supplying corroborating physical evidence, in the form of fingerprints, statements, photographs, or wiretap interceptions. The acquisition of this type of evidence falls within strict legislation and/or case law. The various Sections in this Bureau include: · Behavioural Sciences Section - investigative support of a psychological and behavioural nature, specifically Criminal Investigative Analysis, Threat Assessment, Polygraph Science and Violent Crime Linkage Analysis. · Surveillance Section - physical, photographic and video surveillance. · Electronic Interception Section - interception of private communication under judicial authorization, counter surveillance, security surveys and electronic sweep services for provincial government agencies. · Security Section - personal securiry for senior government officials and visiting dignitaries. · Intelligence Section - to anticipate, prevent and monitor the unlawful activities of major organized crime groups or persons by investigation, collection, evaluation, collation, analysis, reporting and dissemination of criminal intelligence information. Members participate in joint police investigations to diminish the presence and influence of organized and/or sophisticated crime by conducting tactical investigations for the purpose of gathering evidence for prosecution. The Section is also responsible for Witness Protection, Hate Crimes investigation and intelligence gathering in support of Ontario casinos. · Technical Identification Services Section - coordination of all OPP technical identification services and liaison with national and intemationallaw enforcement agencies. This section includes the force composite artist. · Forensic Identification Services Section - includes fingerprint and footwear detection and identification, detection and identitication of toolmarks and tire impressions and physical matches. Other services include the examination of deceased persons for fingerprints, fibers, hairs, and other trace evidence, and computer image enhancement of evidence. A mobile laser was recently acquired to expedite the investigative response. Ontario Provincial Police Municipal Policing Section January t3, 2000 20 ( ( ( ( · Photographic Laboraiory Services Section - full range of photographic services to support criminal investigation. . ( ( · Straiegic Intelligence Section - assessment of information and forecasting of criminal events; tactical or reactive response to a crime which has already occurred. Section coordinates Joint Forces Operations i. Ontario Provincial Police MUIÚcipal Policing Section January 13, 2000 21 - GENERAL CONTRACT PROVISIONS The Commissioner of the Ontario Provincial Police, will undertake to: _ annually provide the municipality with a schedule of estimated costs for the subsequent calendar year; - provide the municipality with monthly billing; - certify the actual cost of policing at the end of the calendar year; · provide the Police Services Board with monthly and cumulative yearly totals for dedicated police hours, overtime and any other related information; · adjust from time to time any estimates set out in the schedule(s) as mentioned and advise the municipality of any such adjustments, for example salaries, benefits, transport costs; · assign the agreed upon number of uniformed and civilian staff to police the municipality; _ direct and maintain administrative and operational control of the assigned members; - oversee the conduct and discipline of OPP members; · supply all uniforms, equipment and vehicles to be used by the OPP in policing the municipality; _ provide direct liaison with the municipality to address their policing needs and other items of mutual concern; and - enforce those municipal by-laws that are mutually agreed upon. The Municipality will undertake to: _ pay the Province of Ontario for the policing services provided in accordance with the contractual agreement by way of monthly installments on the dates specified in the contractual agreement. Mutual Undertakings The Municipality and Province of Ontario will undertake to: _ provide each other with financial and other information to assist in the proper maintenance of any contractual agreement. Ontario Provincial Potice Municipal Policing Sectio.Il January 13, 2000 22 ( ( ( , ( ( ( , " ( ( ( ( Additional Contract Provisions . Representatives of the OPP and the municipality will meet to discuss matters of mutual concern; . The Agreement will be for a five-year period, and each party will notify the other, one year prior to the conclusion of the agreement of its intent with respect to the negotiation of the renewal agreement. ( Patrols and Officer Safety The OPP considers officer safety paramount and policy dictates that two-member patrol cars will be utilized from 10:00 p.m. to 6:00 a.m. on Friday and Saturday nights and where practicable on l all other nights during those hours. The potential for injury or death of an officer when investigating or responding to occurrences involving violence (e.g. domestic disputes, assaults) necessitates such policies. This policy is also applied at the discretion of the Detachment Commander to utilize one or two-member patrols at other designated times or incident types. Many officers, however, frequently choose to patrol alone. \. \. \. , \ l \ Performance Management Supervisory personnel will complete annual written evaluations on all employees. A Performance Management Program provides a mechanism for regular communication to facilitate employee career development, improvement of work deficiencies, feedback on positive performance to ensure that employees are maintaining a high standard of work performance. Revenues Revenues accruing to the municipality as a result of policing activity, such as provincial offences, parking fines and provincial grants have NOT been considered in the proposal. All normal revenues received by a municipality will continue to apply under an OPP municipal policing contract. Credits or funds available through Ministry of Finance initiatives that may be applicable are not included in the proposal. Dispute Resolution Mechanism The contract will include a dispute resolution mechanism. Should a dispute arise, the detachment commander or his/her designate agrees to meet with the Board at the earliest opportunity to discuss the dispute. If the dispute remains unresolved at the detachment level, the Regional Commander or his/her designate shall meet with the Board, at the earliest opportunity. If the Ontario Provincial Police Mnnicipal Poticing Section January 13,2000 23 " , / , dispute remains unresolved at the Regional level, the Commissioner or in the Commissioner's absence, a Deputy Commissioner, agrees to meet with the Board at the earliest opportunity. N.B. The provisions outlined above are general in nature. Specific terms of the contract will be developed with the municipality. Ontario Provincial Police Municipal Policing Section January 13, 2000 24 ( í ( / i ( Sample OPP Municipal Policing Contract / , This Agreement made in_ originally executed copies, this _day of ,20o_. AGREEMENT FOR THE PROVISION OF POLICE SERVICES UNDER SECTION 10 OF THE POLICE SERVICES ACT, R.S.O. 1990, c. P.1S, as am. ( BETWEEN: THE SOLICITOR GENERAL OF ONTARIO ("Ontariall) \ OF THE FIRST PART AND: THE CORPORATION OF THE OF xx:xx (the "Municipality") OF THE SECOND PART RECITALS: (a) Under s. 4(1) of the Police Services Act, R.S.O. 1990, c. P.15, as am. (the "Act"), the Municipality is required to provide adequate and effective potice services in accordance with its needs; (b) Under s. 5 of the Act, the Municipality's responsibility for providing police services may be discharged by entering into an Agreement with Ontario under s. to of the Act; (c) The Municipality has expressed its intent to provide police services, in pursuance of its responsibitities under s. 5 of the Act, by means of this Agreement. as evidenced by resolution number , dated (a copy of which is attached as Schedule "A"); (d) This Agreement reflects the intent of the parties to provide a tevel of police services for the Municipality as set out in Option _ of the "Proposal for Policing Services," dated [date], 199_ (attached as Schedule "B"); (e) This Agreement reflects the intent of the parties that the proportion of the total cost of maintaining the detachment of the Ontario Provincial Police (the "O.P.P. ") paid by the Municipality is directly attributable to the cost of providing police services in and for the Municipality; NOW THEREFORE, in consideration of the premises and covenants herein, the parties agree as fonows: I. The parties warrant that the recitals are true. Definitions 2 In this Agreement: (a) "Annual Budget" means a budgetary estimate of the Municipality's annual police costs, showing the budgetary estimate for each component and the service levets and equipment and alt other matters prepared by Ontario, the O.P.P. or the Commissioner and submitted to the Board for approval by the Municipality under this Agreement. Ontario Provincial Police Municipal Policing Section Janumy 13, 2000 25 ( ( ( (b) "Annual Financial Statement" means a financial statement which presents the Municipality's annual police costs incurred, in accordance with generally accepted accounting principles, subject to this Agreement, prepared by Ontario, the O.P.P. or the Commissioner and submitted to the Board for approval by the Municipality under this Agreement. ( (c) "Board" means the Municipality's Potice Services Board. ( (d) "Commissioner" means the Commissioner of the O.P.P. (e) "Detachment Commander" means the O.P.P. officer in charge of Detachment. ( \ (f) "Memorandum of Understanding" means the cottective agreement negotiated from time-to time between the Crown and the Outario Provincial Potice Association, pertaining to compensation, benefits, and working conditions of the unifonned members of the O.P.P., up to and including the rank of sergeant-major. General Provisions " I. 3. Ontario shalt provide adequate and effective police services in accordance with the needs of the Municipality in compliance with the terms and conditions of the Agreement. The Municipality shall pay Ontario for the police services provided under this Agreement in accordance with this Agreement. 4 The Commissioner shall ensure that the Detachment Commander responds appropriatety to the Board's objectives and priorities determined under s. 1O(9)(b) of the Act 5. For the purposes ofs. 10(6) of the Act, the Municipality shall be deemed the municipality in respect of which the O.P.P. are assigned to provide police services under this Agreement which shalt include the enforcement of mutualty agreed upon by-laws. The parties shalt annualty review this part of the Agreement with a view to revising or updating the list of by-laws reqniring O.P.P. enforcement. Municipal Building Code violations overseen by the Municipality's Building Code inspector and those by-laws related to animal control will not fonn part of this Agreement. 6. The Commissioner shall cause the Detachment Commander or his or her designate to report to the Board at mutuatty agreed upon intervals regarding the provision of police services in and for the Municipality. Service Levels 7 Ontario shall cause the Commissioner to assign police officers and other persons to duties relating to the police services in and for the Municipality so as to meet the service tevel requirements set out in Schedule "C" attached to and forming part of this Agreement. 8. The O.P.P., as legislated by the Police Services Act, must be capable of providing provincial tevel response that can be mobilized for emergencies, disaster or specialized needs. The O.P.P. may meet this requirement by deploying resources that normalty would be assigned to the Municipality. The Detachment Commander shalt ensure that in the event resources are deptoyed to a situation requiring a provincial level response, appropriate resources remain availabte to the Municipality to provide adequate and effective policing. The use of contráct resources in cases where there is a provincial obligation to respond witt be reconciled in the Municipality's Annual Financial Statement. 9. The parties shalt yearly review the service levets as are found in Schedule "B" and shalt make the appropriate adjustments to the Annual Budget. 10 Ontario shall deliver to the Board at mutualty agreed upon intervals a statement concerning statistical information as required by the Board regarding police services provided under this Agreement. Ontario shalt ensure that appropriate records are kept to support and veriJY the statement provided. Ontario Provincial Police Municipal Policing Section January 13, 2000 26 ( Equipment and Facilities ( 1 L Ontario shall suppty or cause to be supplied at Ontario's cost all vehictes and equipment reasonably necessary and appropriate for the use of the O.P.P. in providing police services under this Agreement. Appropriate amounts in respect of the depreciation of the capital cost of such vehicles and equipment, if any, may be included in the Annual Budget. / , ( 12. The parties wit! enter into negotiations concerning the provision and payment of appropriate buitdings and rental agreements. ( Cost of Police Services ( , 13. On or before December t in each year, Ontario shall prepare and deliver to the Municipality for its review and approval, the Annual Budget for the fot!owing year (Schedule "D"), together with sufficient documentation and information reasonabty necessary to exptain and support the service tevets, the adequacy of equipment and facilities and alt other matters affecting the Annual Budget. Untess and until the Annual Budget for any year is approved by the Muuicipality, the Annual Budget for that year shalt be deemed to be the Annual Budget for the previous year, increased onty by inflation detennined in accordance with the change in the Ontario consumer price index for the tatest 12 month period at time of monthly invoice, provided that any known increases in wage rates or benefit levels pursuant to a cot!ective agreement shall be used for those labour costs rather thall inflation. The Municipality and Ontario shall negotiate in good faith to resotve any differences which may arise concerning the approval of the Annual Budget, with a view to resolving any differences, no later than May 31 in the year to which it relates. ( ,. , ( 14. The Municipality shall make monthly installment payments to Ontario on the tast day of each month in each year, each one being one twelfth of the Annual Budget for that year subject to adjustment in accordance with the Annual Financial Statement as set out below. If any installment is made in respect of a calendar year before the approval of the Annual Budget for that year, fot!owing the approval of the Annual Budget, at the time of the payment of the next instaltment for that year, an adjustment shall be made so as to bring all installments in confonnity with the Annual Budget. t 5. On or before March 31 in each year fot!owing a year to which this Agreement applies, Ontario shalt deliver to the Municipality for its approval an Annual Financial Statement for the preceding calendar year. Ontario shall keep alt records, statements of account, invoices and any other such documents necessary to support the Annual Financial Statement, and all such records shalt be kept for a period of six years. Ontario shat! pennit the Municipality. upon notice to Ontario. to examine at! such records and books of account and conduct a review of the Annual Financial Statement t6. Should the Municipality fail to notify Ontario of its approvat of the Annuat Financial Statement within 90 days following its delivery, it shall be deemed to be approved. Should the Municipality deliver to Ontario a request to review the Annual Financiat Statement within 90 days following its delivery to them. it shalt onty be approved or amended and approved in accordance with paragraph 17.. t 7. Where the Municipality has delivered to Ontario a request to review the Annual Financial Statement, the Municipality shat! carry it out expeditiously, and Ontario shall cooperate to pennit such a review to be carried out. If the parties are unable to agree on the Annual Financial Statement, either party may submit the matter to the dispute resolution mechanism contained in paragraph 20. 18. Upon the approval, deemed approvat or adjudicated approval of the Annual Financial Statement, as prO\ided in this Agreement, an adjustment shall be made in the amounts paid by the Municipality by installment so that the total amount paid is equal to the amount as shown on the appro\"ed Annual Financial Statement Any amounts payable by one party to the other as a resutt of such adjustment shall be paid within 30 days fot!owing the approval, deemed approval or adjudicated approval of the Annual Financial Statement Any amounts which have become due and owing by one party or the other according to the adjustment shalt bear interest at the rate set by the Minister of Finance of Ontario, rrom time to time for the purpose of repayment of taxes, rrom 30 days following the date of invoice by one party to the other. 19. Despite anything in this Agreement. the total amount of money paid by the Municipality for police senices in respect of any calendar year shalt not exceed the Annual Budget for that year, whether approved or not, and the Annual Ontario Provincial Police Municipal Poticing Section January 13, 2000 27 ( Financial Statement shalt be amended to rednce or etiminate any such excess shown therein, with the exception of costs and expenses incnrred as a result of the following: (a) an emergency where the emergency area includes the whote or any part of the Municipality and an emergency has been declared under the Emergency Plans Act, R.S.O. 1990, c. E.9, and alt contributions to defray any costs incurred in that connection from any provincial or federal government sources which may be reasonabty expected have been accounted for, (b) increases with respect to wages, benefits or other emptoyment matters, ( c) property and plant, equipment and fuet, (d) compliance with any laws, by-laws, regulations or provincial standards which become applicabte to this Agreement or the provision of police services following the approval of the Annual Budget for that year, and (e) any other matters which require the provision of municipal police services in the Municipality and which were beyond the controt of Ontario or the O.P.P., and which were unforeseeable at the time of the approval of the Annual Budget, and, in the event the Municipality decides to reduce the number of employees emptoyed by the Municipality in connection with this Agreement, the Municipality shall bear all costs and expenses incnrred as a result of any such reduction. Dispute Resolution Mechauism 20. In the event a dispute arises between the parties regarding the interpretation, application, administration or alleged viotation of this Agreement, the Detachment Commander, or representative, agrees to meet ,vith the Board at the earliest available opportunity to discuss the dispute. If the dispute remains unresolved at the Detachment tevel, the Regional Commander, or representative, agrees to meet with the Board at the eartiest avaitabte opportunity. If the dispute remains unresolved at the Regional level, the Commissioner (or a Deputy Commissioner, in the absence of the Commissioner) agrees to meet with the Board at the eartiest available opportunity. Notice 21.. Any notice, statement, invoice or account to be delivered or given by any of the betow listed groups to any other of them shall be delivered to alt other groups in writing and sent by mait addressed to those groups at their respective address as listed below. or sent by fax transmission to the fax number listed below. Any notice, statement, invoice or account sent by mail shall be deemed to be received on the third day following the date of mailing unless shown to the contrary and if sent by fax shall be deemed to be received on the date of transmission. Any group may change its address and fax number by giving notice provided herein: (t) to Ontario addressed to: The Solicitor General, 25 Grosvenor Street, Itth Floor, Toronto. Ontario, M7A tY6, FAX number (416) 326-5085. (2) to the Commissioner addressed to: The Commissioner, Ontario Provinciat Potice, 777 Memorial Avenue. Orillia. Ontario, L3V 7V3, to the attention of the Bureau Commander, First Nations and Municipal Policing Bureau, FAX number (705) 329-6217. (3) to the Municipality addressed to: XXXX. FAX number XXXX (4) to the Board addressed to: XXXX, FAX number XXXX Ontario Provincial Poliee Municipal Policing Section January 13,2000 28 Commencement and Termination of Aueement 22. This Agreement comes into force on the 1st day of 200_. , 199_, and shall conclude on the_ day of 23. At the time the Municipality accepts the O.P.P.'s Proposal for Police Services (attached as SchedlÙe "B"), Ontario wilt: ( a) offer employment to all serving police officers of the XXXX Police Service hotding the ranks of first --class constabte, second--ctass constable, third--class constabte or fourth-class constable at their present rank; (b) offer employment to alt other serving police officers of the XXXX Police Service as first-class constables with the opportunity for them to attain higher ranks; (c) recognize all service and seniority accumulated in accordance with O.P.P requirements with the XXXX Police Service for all purposes except pension and severance pay; and (d) eurott in the Public Service Pension Plan and alt eligibte benefit plans, alt persons accepting emptoyment with the O.P.P. 24 Either party to this Agreement may tenninate this Agreement upon one year written notice of tennination to the other party, in which case this Agreement shall tenninate one year fottowing the delivery of such notice. SholÙd a notice to tenninate be given, the Municipality shall continue to be obligated to pay for the cost of providing police services under this contract to and including the date of such tennination and Ontario shalt continue to be responsible to provide the services outlined in this Agreement. 25.. SholÙd the Municipality's designated reSponsibility to provide policing under the Act be changed, either by statute or government interpretation, the Municipality maintains its right upon being so informed to give written notice of its intention to tenninate this Agreement forthwith. Entire A!!reement 26 This Agreement and the schedules attached constitute the entire Agreement between the parties, and there are no representations. warranties, coltateral agreements or conditions affecting this Agreement or the relationship of the parties or supported hereby other than as expressed herein in writing. Any amendment to this Agreement must be in writing. duly executed by the parties. IN WITNESS WHEREOF, the Municipality has affixed its Corporate Seal attested by the signature of its duly authorized signing officers and the Solicitor General has personalty signed this Agreement to be effective as of the date set out herein. FOR ONTARIO The Solicitor General of Ontario FOR THE MUNICIPALITY Mayor, Reeve, etc. (as appropriate) Chief Administrative Officer, or Clerk (as appropriate) Ontario Provincial Police Municipal Policing Section January 13, 2000 29 Customizing Policing Services Customizing Policing Services ., 123" .....It s as easy as , , ._ Community policing is the way that the OPP customizes its services to meet the needs of each community. Community policing is customized policing! The service delivery approach offered by the OPP is very different from other police services. The OPP method of service delivery targets results and is not program or initiative driven. The OPP tå.kes into full account both traditional and contemporary methods of police service delivery, including police/community partnerships, distinct and consistent problem solving techniques and comprehensive evaluations of services delivered to strengthen local contro.l and accountability. We have published a How Do We Do It? community policing manual that describes three easy stages to customized/community policing. The OPP model of community policing has attracted attention provincially, nationally and internationally and we are currently implementing it in the hundreds of municipalities we police. During Stage 1, the OPP would conduct profiling of the community taking into account changing demographics, occurrence information and community resources so we can develop local partnerships in order to resolve our issues. Community Policing zones are identified as distinct communities within the municipality and a policing structure is developed based on the profiling information. These structures, consisting of a policing team and their community partners, are dedicated to identify and resolve the issues important to the residents. Stage 2, involves the assurance that police resources will be dedicated to respond to those important calls that require immediate response and the development of plans to reduce victimization. These plans are implemented by the policing teams and their community partners. The plans incorporate strategies (maybe special programs or initiatives) that target results. The difference with this method is that programs are initiated as part of a plan that targets resolution of locally identified issues. This means any programs or initiatives implemented will have local ownership and consequently "staying power"! The OPP have also developed a means to document these local plans. The OPP CP Net is a secure Internet platform where plans for a particular municipality would be en.tered and would provide access by plan participants, police managers and local civilian governance bodies. In short this system allows us the opportunity of seeing what the issues are within our communities and what is being done about them.i Ontario Provincial Police Municipal Policing Section January 13, 2000 30 (' ( Stage 3 is the OPP's customized report card. It directly speaks to local control and accountability to our community partners and civilian governance authorities. In this stage both reactive and proactive initiatives are evaluated to determine if their "anticipated results" were realized and local resources were effectively and efficiently used. ( Statistical measurements are only one piece of this evaluation exercise because they are only an accurate reflection of "reported" incidents. The OPP report card is inclusive of the number of successful community plans and their related strategies to reduce victimization, as well as the types of successful community partnerships. ( The OPP has developed a "Policing For Results", community satisfaction survey. This is an annual telephone survey conducted by community volunteers that reports on community satisfaction of services, perceptions of safety, local special initiatives and actual rates of reported and unreported victimization. These results are shared with the community and civilian governance authorities. It is a report card like no other previously neither contemplated nor offered. This report card utilizes traditional statistics, the documentation of community plans and reliable survey results to establish value for every dollar spent on policing. ( ( , I I , Ontario Provincial Potice Municipal Policing Section January 13, 2000 31 Differential Response Procedures PRIORITY ONE - Immediate Mobile Response · One or two officer units · One or more units Incidents requiring a Priority 1 response would include but are not limited to any call in which there IS: · physical harm requiring medical response to the scene · the potential for physical harm · a crime in progress · a weapon involved · a suspect still at the scene · a violent person at the scene · evidence requiring preservation and collection · person(s) trapped in an automobile (accident scene) · exploding agents, harmful chemicals · dangerous situations (e.g. hydro lines) · hazardous road conditions Priority one - Immediate Mobile Response Any call that requires an immediate mobile police response due to the serious nature of the incident and potential for harm to anyone. PRIORITY TWO - Scheduled Mobile Response/ Office Report In Calls that can be handled by a scheduled response. Police may be required at the scene, but there is no injury or danger to life. The collection of evidence or other aspects of the investigation will not be jeopardized. · suspect has left the scene · no need to protect the scene · no immediate danger at scene · no witness to be interviewed at the scene · complainants can be easily located or can attend the detachment at non peak periods · motor vehicle accidents not involving injuries, no obvious violations of the law and no hazards to public · any where a telephone response would normally be done, however the caller insists on a police presence Ontariö Provincial Potice Municipal Policing Section January t3, 2000 32 Priority Two - Scheduled Mobile Response/Office Report In Any Type of complaint where a reasonable wait for a police officer to respond will not compound the complaint or compromise the investigative procedure. PRIORITY THREE - Telephone Call Handling Any type of "cold" call for which a telephone report could be done, an incident where a mobile police response would not be advantageous. · no danger to life · no evidence to be gathered at scene · no potential for injury · low potential for solvability · no need to protect the scene · no witnesses · requests that are being made for insurance reporting purposes only The following is a list of incident types that fall under a priority three response. The list is not meant to be restrictive. It is merely a guideline. An individual decision must be made on each occurrence based on common sense, training and experience. Incident Types · Theft of vehicles · Theft under $5000.00 · Mischief under $5000.00 · Lost/found property · Suspicious circumstances/vehicles · Obscene/harassing telephone calls · Traffic complaints · Abandoned vehicles if no hazard · Police information · General inquiries · External referrals · Trespass complaints/person(s) left scene · And/or incident occurred in an undetermined time frame (i.e. low solvability) Ontario Provincial Police Municipal Policing Section January 13, 2000 33 ~." Priority Three - Telephone Call Handling Any type of "cold" call for which a telephone report could be done, an incident where a mobile police response would not be advantageous. Note: If danger to life or property exists it is not a priority three response. Over-Ride ( Over-ride is a response mode which dictates that a mobile unit attend where one would normally not be dispatched. In an effort to maintain community satisfaction, the over-ride response could be used to address a citizen's demand to see a Police Officer or to reflect the spirit of Problem Oriented Community Policing. Hours of Operation Hours of Operation should be determined at Regional level using available workload indicators. Delivery There are two distinct models for delivery of the Differential Response Program, the Region based and the Detachment based models. Model 1 - Region Based The Region based model assigns personnel directly to a centralized Differential Response Unit (DRU) attached to the Regional Operations Centre. All priority three calls are then forwarded directly to this unit for investigation. This model assures adherence to the program and provides appropriate levels of supervision. Model 2 - Detachment Based The Detachment based model assigns personnel on an adhoc basis to differential response duties and may be delivered from any detachment in the Region. The Operations Centre processes the initial contact with the caller, creates the incident, then forwards the information to the member assigned to differential response duties. The DRU members then re-contact the complainant and investigate the incident. Model 3 - Blended A third alternative, which may evolve given difficulties with staffing Differential Response Units, is a combination of the above two methods of program delivery. While a core Team assigned to differential response duties will operate out the Operations Centre, deployed DRU personnel at detachment will augment iL Ontario Provincial Police Municipal Policing Section January 13, 2000 34