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February 13, 2001 Agenda 2001 AT 9:00 A.M. ORDERS OF THE DA Y FOR TUESDAY, FEBRUARY 13TH / / Dorothy Wilson and Constable Paul Marrinan Safety Village (see separate enclosure) Susan McConnell, KCCA re: Communities In Bloom (ATTACHED) Chuck Knapp, Consultant, Places to Retire Inc. (ATTACHED) Gar Knutson, M.P. and Steve Peters, M.P.P., Elgin-Middlesex- London Staff Sergeant Ryan Cox, Children's ORDEB. 1 st Meeting Called to Order 2nd Adoption of Minutes - meeting held on January 23, 2001 3rd Disclosure of Pecuniary Interest and the General Nature Thereof 4th Presenting Petitions, Presentations and Delegations DELEGATION 15A.M - 9:30 A.M. 10:15 A.M 1 :00 P.M 9 PAGE # 1 2-6 O.P.P Law Enforcement Committee Of The Whole Council" Outside Boards and Staff on Convention Expenses (ATTACHED) of Remuneration and Expenses of Council (ATTACHED) of Remuneration and Expenses of Outside Boards (ATTACHED) Issues 1 :30 P.M Motion to Move Into Reports of Council, Treasurer's Statement Treasurer's Statement Treasurer's Statement 5th 6th 6-1-58 59-60 61 62 see attached Council Correspondence Items for Consideration Items for Information (Consent ) i) 7th 63-70 71-114 Agenda) the Committee Of The Whole OTHER BUSINESS 1) Statementsllnquiries by Members "\ Notice of Motion Matters of Urgency -Camera Items - see separate agenda ~cess otion to Rise and Report otion to Adopt Recommendations )nsideration of By-Laws JJOURNMENT 8th "'"I 3) 9th 10th 11th 12th from 13th 14th 115-120 LUNCH WILL BE PROVIDED ROMAlOGRA Combined Conferences, Royal York, Toronto Feb. 25-28 Chi\drenls Safety Vmage of London Area 30, 200 I January County of Elgm County Office 450 Sunset Drive St. Thomas, Ontario N5R 5VI Members, We are writing to you on behalf of the Children's Safety Village of London Area, to inquire if Elgin County would make a donation to the Village. Donors will be listed on our "Wall of Recognition" inside the front doors. We have also enclosed a map indicating our present "sitc' sponsors Dear Council We cannot emphasize enough, the importance of the Village in reducing the number of injuries sustained each month in London alone. According to Police and Health Care figures, the following statistics reflect the magnitude of the problem: 600 children are injured each month in London, 95% of these injuries are preventable In Canada, a child dies every 8 hours , from a) b) c) an accident-related injury. These statistics are unacceptable and bring into focus the need for the Children's Safety Village. The Children's Safety Village is a unique opportunity to gain a long-term recognition including hand outs, for your council's commitment to building a safer future for our children. , , ---- --.... -- , ., , .' I Or!!:anization's Risto The Children's Safety Village has been on the drawing board for several years, however it is only in the past year that giant strides have been made to secure the proper funding for the project. However, to raise 1.2 million dollars requires support from the corporate corrununity. Recently, Human Resources Development Canada has agreed to contribute $ 149,000.00. In December 1999, Investors Group donated $ 100,000.00 for the Police classroom and on May 26th Ford Motor Company of Canada Limited donated $ 80,000.00 for the Fire Safety Classroom. We have also received donations of$ 50,000.00 from 2 anonymous donors ~'o\) ~!ò\-<¡; r:§,,' r'è.1-" S\'òì 'ò'ò\- . <¡;()()\ o",e I:: .'0 ß916A 05'36 ~ Ç,'<:' .,'i;.SS"· "",\\~ <Q :-0'0"'"0 . . '¡\'ö .\..()\\(}()\\,O\\\'è.\\() ,"~\)'ò'ò <ò()i- «<;>. Chi\drents Safety Vmage of London Area Objectives: To reduce the number of accidents related to injuries, to children in Grades one, two and four. This can be done by education and hands-on training in the Safety Village. Students from the Thames Valley District School Board, London District Catholic School Board and Private Schools will be invited to attend the Village. Annually, 15,000 students will attend from elementary schools in London, St. Thomas, Tillsonburg and Woodstock, as well as Middlesex, Elgin and Oxford Counties. This training, which will be part of their school safety curriculum, will be completed by a member ftom the London Police Service and the London Fire Service along with many volunteers and will include personal, road, bicycle, home, fire, and internet safety. However, once the village is built, training could be expanded to include farm, playground, street and water safety. we continue to raise the Any donation will be graciously accepted, as remaining necessary funds. nested Re Amount 89764 0538 RROOI (receipts are issued.) We are a non-profit organization with a charitable tax status. istration Number: Chari Wholesale Ford Motor Company of Canada Limited Federation ,,'"0 :-0'" '(). '¡\'ö O\\\'i\\\ ~(}()\\, \..()" Other Fuudinl!: Requests Volunteers and representatives of both the Police and Fire Departments have been meeting with Corporate leaders, to receive sponsorship for the Safety Village. The total cost to construct the Village is 1.2 million dollars and to-date we have raised approximately $ 1.1 million. Presently, the following groups have realized how important the Village is and have purchased sites: Air Ontario Area Paramedics Services Best Western Lamplighter Inn Canada Trust I TD Bank Co-operators Insurance Home Depot Canada Hydro One Kellogg Canada Inc. London Central Lions Club London Hydro Optimist Clubs of London Pharma Plus Drugmarts 3M Canada Westmount Shopping Centre Z Group London Life McDonald's Restaurants Canada Ontario Public School Teachers Sifton Properties Limited Tim Hortons Area Fire Departments Area Police Services Budget Car & Truck Rentals Canadian Pacific Railway Co Costco . ,"~\)'ò'ò <ò()i- «<;>. Investors Group Laidlaw Transit S\'òì 'ò'ò\,SI ()()\ o",e I:: .'0 69164 05'36 <¡;~ Ç,'<:' .,'i;.SS ,- ' (1;;0"'\\~ Chi\dren's Safety Vmage of London Area not received funding Alimonies raised costs. Additional Fundin The Children's Safety Village of London Area has from the United Way. As a result, our funding must come from donations. are going directly to the Village, as presently there is no Administrative personnel The Children's Safety Village will feature approximately 30 small buildings, streets with functioning traffic lights, traffic signs, an operational railway crossing, miniature battery operated vehicles, bicycles and other real life community features such as a hydro transformer station, payphone, etc. The village will also have an Administration Building with two one each for the Police and Fire Departments, as well as a "Safety Home" to instruct classrooms, various topics on personal and home safety. The Children's Safety Village is a community project dedicated to building a safer future for our children. On August 16,2000, the Village held it's "Ground Breaking" ceremony. This site is situated on four acres ofland, leased for 20 years, from the Upper Thames River Conservation Authority. Construction has begun and I have included a copy ofa couple of photographs, showing the present status. It is anticipated that the Village be open in March, 200 I! feel free to contact us at the numbers shown below. If you have any other inquires, Y~:s truly, ~, ) \J OJJ-~' \~"'--'-'-r-<-~ Paul Marrinan Dorothy Wilson Marketing Director Children's Safety Village 777 Nadine Avenue Constable # 30126 Co-ordinator - Children's Safety Village London Police Service 60 I Dundas Street London, Ontario N6C 4R7 London, Ontario N6B IXI :-0'0"'"0 , . '¡\'ö AO~ O\\\,,\\() \..0\\" '" 686-6236 Res. (519) (519) 661-5982 (519) 661-2450 Bus Fax ,"~s\) S\'òì 'ò'ò\,S'ò'òO· 'f,,1- 'ò'ò\()\ o",e I:: \-10 ß9164 05'36 <¡;I?' Ç,'<:' <;"",'i;.SS . <1)0 ,"~\)'ò'ò <ò()i- «<;>. .. :NDIC,ATE5 HIe. DOOR rlNDIGATES HIe. ~ fA DOOR OPERATOR '~ V , <> ~ ~w-J III~III i:::;;;il;;:;:;/ == I I I I 1 1 1 =\:::::11=1=== OFFICE o:m ornCE om UTlUTY RN, 11071 I I I I ~"<~~Ii'CII¡ ===b;;Jlf'I'm'I~ ld I I fJ I ==Q;¡¡; '=' 3/4 tr RAT1:D Ac.GE5'5 HATCH INTO c.ElLlN6 "'''''' f>'ì55l\~ID ÇONG. El.OCK """""TO """"reoK FIREStO? ref' 314lrRATW ~ AGCÆ5S HArGH INTOC.E!L1H6 "'JtGE 4' x 6' RECESSED R...OOR oSRlllE c::::::::J STORAGE ~ STORAGE [IM] 0"," , NULTI-PUR~ AREA , om I I L_~ 6'Ll6HTI'<E!GHT C-QMG. fX..oc.K ~ ~; o ~ ~ ~ ~ , a ~a ~ a a fjKFAST BEDRooN IIïID Children's Safety Village Donation Levels Sponsors will be recognized through signage and/or decals, plaques on our "Wall of Fame" as well, in print advertising and brochures. Aside from cash sponsorship, the Children's Safety Village will also recognize donations of materials (asphalt, brick, concrete, lumber, etc.) and services (carpenters, painters, plumbers, roofers, etc.) DQNA TIONLEVELS $ 85,000 $ 75,000 $ 65,000 Safety House Garage Lobby Sponsor Major to $ 50.000 or Cash or services equa Diamond more maintenance of one Design, construct and miniature building " or Cash or services equal to $ 30,000 or on, site Platinum more - $ 25,000 $ 15,000 Double Single Building for Foundation Pad 10,000 or to $ Cash or Gold more to $ 5,000 or services equa Cash or Silver more $4,999 to $ 500 services equa services equa Cash or Bronze to $ 499 Cash or services up age Patron I Vi "IT TAKES A COMMUNITY TO BUILD A VILLAGE CHILDREN'S SAFETY IS EVERYONE'S BUSINESS ne 370 Queens Avenue. London. On~ario N6B 1X6. Tet 15191663-0888. Fax (5191 663-5259 I i teets i areh November 10,.2000 e of London Area The following is a-breakdown of costs of different areas of the Administration Building for Fund Raising: Children's Safe Vestibule 101.' $20,000 The Vestibule is approximately 10' x 12' with fully glazed walls and doors. Both sets of doors are equipped with electrical power assisted door openers for easy ban'ier free accessibility. I Outdoor Canopy: $15,000 There is a 14' x 14' covered entrance canopy inftont of the Vestibule for added shelter in inclement weather. 2. Lobby 102: $65,000 The Lobby is approximately 12' x20' and is situated to provide easy access from the Vesiibule to the coat area, public washrooms, the ûfTIces and the donor walls in the MulÜ-PurposeArea. The walls will be of painted. block with a ceramic tile floor for ease· of maintenance. 3 that Coatroom $10,000 The coat room is large enOl!gh to accommodate 100 coats and is situated such it provides fora transition and screening between the public areas and the washrooms. 4. Administration 103, 104, 105: $40,000 The Administration area consists of two offices, 11' x 19' each, and a Work Area of approximately 9' x14 There will be a 9' counter and cupboards in the Work Area. 5 Multi-Purpose Area, 112: $175,000 The Multi-Purpose Area is approximately 1700 squareféet with a high 12' ceiling. There is a 30' window'overlooking the entire Safety Village - its rnU'l.1ature buad;:tig and r-oaclways. Th~s roo1'1~ ~1l easily accommodate two classes of children in inclement weather, and can be used asa multi-functional 6 gathering. area. nc Outdoor Canopy Area: $15,000 The plan also provides for a 400 square foot outdoor area nexUo the large window of the Multi-Purpose Area for an additional sheltered area for children ftom which they can observe the village. architects 7 Garage 108, 11 Œ· $ 75,000 TIle garage is 41' x 18' in size and will s'tore the electric carts. There will be battery chargers mounted on the walls to charge up to 30 carts', There is also an II' x 12' foot maintenance room to repairthe calis. 8 Safe!y House 113, 114, 115, 116: $85,000 The Safety House consists of a Kitchen, Bathroom, Bedroom, and Stairs- approximately 900 square feet. The rooms are large enough to accommodate a class of thirty pupils. Rooms will be equipped with all household appliances to demonstmte safety aspects. There will be smoke simulating equipment to enhance fire safety demonstrations. 9 106: $80,000 in area and will accorrunodate thirty pupils. Police Department Classroom This classroom is 620 sq. ft. 10. Fire Department Classroom 117: $80,000 This classroom is 620 sq . ft. in area and wil II 2 accommodate thirty pupils. the costs of Contingency, Fees, Washrooms, Utility Room and St(,Jrage Room 'are factored into the above components. $66Q,000 TOTAL = Note: age of London Area Contr butions to Date *********************************** dren's Safety ViII I Ch Investors Group - $100,000 Ford Motor Company of Canada $80.000 50.000 Anonymous Donor X 2 Ontario Public Schoo! Teachers Federation Optimists Clubs of London The London Free Press (In Ki nd) 3M Canada Z Group 29.000 Canadian Pacific Railway Co. London Chamber of Commerce / Corporate Challenge Canada Trust I TD Bank City of London Laidlaw Transit McDonald's Pharma Plus Drugmarts M 15 000 Arcangelo Rea Family Foundation Best Western Lamplighter Inn Budget Car & Truck Rentals CAA Mid-Western Ontario Club Children's Aid Society of London Area Civitan Club of London & Middlesex Co-operators Copp's Buildal1 Costeo Wholesale Diamond Aircraft Esam Group General Motors Diesel Division Home Depot Canada Hydro One Kellogg's Lafarge Canada Inc. London Central Lions Club Landan Fire Firefighters Assac. Londan Hydra London Life London Paramedics Services London Police Assoc. London Palice Services Baard SHton Properties Limited The NEW PL (In Kind Tim Hortons Western Fair AssocIation Westmount Shopping Centre 4.999 Allstate Foundation of Canada Bank of Montreal Fountain of Hope Big V Drug Stores BX 93 (In Kind) C. A.W. Local 1520 Canada Trust Employees' Fund Cumming Cockburn Limited Damar Securities I SRC Demolay - Fred Kingmill Chapter Edwards Company EOA Golf Tournament Excellent Signs and Displays FM 96 (In Kind) I,O.D.E, Kiwanis Club of Fanshawe Kiwanis Club of Middlesex London & Area Council of Women, ~In memory of Ruth Jarmain" London District Catholic Schoo! Board Rotary Club of South London People's Jewellers Police Retirees of Ontario Presstran Industries Royal Bank Charitable Foundation Royal Canadian Mounted Police Shriners' of London St. Thomas Police Service Sterling Trucks Upper Thames River Conservation Authority Versaterm ZEROX (In Kind) lie Firefighters Assoc. Byron Legion Cami Automotive Canadian Alarm & Security Assoc. CFPL 98 (In Kind) CJBK 1290 (In Kind) CKSL 1410 (In Kind) Cuddy International CUPE Local 4222 DaimlerChrysler Fanshawe College Paramedic Students Farncomb & Associates Form & Bui Id Jock Shields Driving School Labatt's $500 - $999 Avon Cosmetics Brownsvi LTC ECCO Fund McCormicks Kiwants Club of North London Kiwanis Club of Thames Valley OPSEU Local 102 Q 97.5 FM (In Kind) Sam Bennett Manufacturing Inc. Springfield Lions Club St. Marguerite d'Youville School Strathroy Firefighters Assoc. Thames Valley District School Board Union Gas Voyageur Transportation SerVices Western Day Care Centre Uc to $499 Ailsa Craig & District Firefighters Assoc. AdHngton, Mary AON Reed Stenhouse Arnold, Margaret Baine, Barbara Bamboo Holdings Barnswallow Company Beachville Firefighters Assoc. Bondar, M. J. Broadwater Education Centre Calvary United Church Campbell, Michelle CFHK FM 103,1 (In K;nd) Cherwaty, W. China A. CKSL 1410 (In Kind) Cottell L. Corrigan T. CrOlg, Robert and Daisy Delaware Firefighters Assoc. Dorchester Donnybrook Legion Dorchester Lioness Club Assoc. Dutton - Dunwich Firefighters ECUA Cultural Assoc. EMCO Empress Church Falshaw, Mary F.D. Roosevelt Public School Staff Femia, Mr. & Mrs. A. Froats, Wm. Garrison, Steve Gilleno, Kathleen Glencoe Firefighters Assoc. Grant, D. Greene, G. Han, Vi ctor Hodge, F. Holy Trinity Church Ilderton Firefighters Assoc. Innerkip Firefighters Assoc. Katana Café Kay, Shirley Kew, Terry Riverside Kiwanis Club London Women's Teachers Federation Lorne Ave. Public School LTC Operators Luther,M. Mahoney, Mary Manuel, John Martin Building Maintenance McDonald, Phyllis New Horizons Newbury Firefighters Assoc. NCO's Mess, London North Dorchester Firefighters Assoc. O. P. P. Veterans Assoc., Chapter 2 Ontario Secondary School Teachers Federation Oxford Community Police Assoc. Poole, Barb Port Burwell Firefighters Assoc. Price, Garry Allen Quinney, M. E. Rogers Cable Speedy Transport St. Joseph's Church St. Luke's Anglican Church St. Pat's Women's League Staffordville Firefighters Assoc. Strathroy Firefighters Assoc. Strathroy Police Assoc. Temple Lodge Trafalgar Home & School Assoc. Victoria Hospital X-ray Fund Walker, Darlene Walzak, Phyllis Ward, Fred Wortley Road Home & School Yarmouth Firefighters Assoc. Ziraldo, Carlo and Debbie t> ,. January 30, 2001 SITE PLAN ërr'~ ·........h....... o¡,¡,;¿,,"¡¿,¡," Curwning Cockburn LImited 17'[1'1 t'c1lSll[ting Engin~el3 and Pbnnem ~ OU............<od,T_....T_........ ---..----....... _I"n....._ ."""""""''''' ..,,~ 5-1 ~--... 1& 2314 CHItDREN'S SAFm' VILLAGE OFtcllOmiAAVi CORPOAATlON OF THE CITY OF LONDON -~ - ~It"""""" -.- - ""f~""'" ___ 1IUO.DOC....lk _"A~'" I!t<:m<l: nus... m W....., 11.~) .,..,......fOtADllfOf'WIo!D.<lIOI<Na< "'IS'... ....... ¡""...1lJ "',="7_0 ""'_,"" (1110...11.1 ""'''''._ J",..... !:oo...'1J ~ ..!tAR!;/< ,........tf.",_..) Þ_r...,.,.,..;;IO......__ ~...... -..... DE~IGN DATA ,,~¡þ ...;~ ~ V ~~tr?---{ «~<ç."->~ SlTE;SEHCHMMI'" Sl'1K["I/(Sot!!HWESTFACE CFHct;E'ttGGUSTlREE C~OÐEnC ElEVATION .. 270.6BOm ~"""'=<~'" :~~~r.:::j1 :;~~~_<J ...seo.oa.c;o"",...t--1J .~..'<'" ......~. KEY MAP , SUBJECT/ LANDS "-- " ).i<~ .' " " ..¡l'.p ...,.,."" =~. .;rJ" ,,""" , y -~"\ \ - \ , , , , , , , ~, '.. \ \. _......:u... .v~\-\~ ..."'""" (........"") __" __ ",Þ' /::::::::~:::~~::~==:==://~/~..~" --~",-- ",,~;ffi' ~.. ¿>' .-r"" .' .,~ FLOOR PLAN OE.TAlL ~\h/~ ~~"\!,~¡w, -r~ /"4¡'r~">õ- .. January 24, 2001 Railway Crossing . Canndian Pacific Railway Co. School Bus Pad . Laidlaw Transit Outdoor Canopy Area - Sifton Properties Limited Opûmists Clubs of London # 30 Budget Car & Truck Rental # 29 Canada T(ust # 28 Tim Ho(tons # 27 Best Westem Lamplighter Inn # 26 Co-ope(ato(s Instu:ance # 25 I<ellogg Canada Inc. # 24 Westmount Shopping Centre # 23 Ontario Public School Teachers Federation # # 2 # 3 # 4 # 5 #11 # 12 # 15 # 16 # 17 # 18 # 19 # 20 # 21 # 22 London Hydro London Life London Central Lions Club Area Paramedic Services Area Police Services Area Fire Depa(trnents Costco Wholesale The Home Depot Canada Hydro One Air Ontario 3M Canada McDonald's Pluuma Plus D(ugrnarts Z Gwup Police Classroom - Investors GtOUp Fi(e Classtoom - Fo(d Motor Company of Canada Garage/Storage - Safety House - :x"--\ ,~. ~'1~" """ ""-.... -'~~. CHILDREN'S SAFETY VILLAGE PURCHASED SITES >" Froml Kettle Creek C.A 519 631 5026 po,çre 1 of 1 01/12/01 12.10 'PeOple, plants ancj pride' ~\ _Jul"''''. tJ_~_........_ .(1..1,..1..., ........N""_ st. Thomas Communities In Bloom Honourary chairperson: Mayor Peter Ostojlc Chairperson: Bob Allen Friday, January 13,2001 Elgin County Warden Duncan McPhail Members, Elgin COlmty COUIICil C/o Mr. Mark McDonald. Clerk Yi.. fax: 633-7661 Page I of !. Dear Warden McPhail ;md Councillor.;: The St 1l10mns COlwnunitics In Bloom (Cm) commjtt~ f'¢sp<:ctfuUy r<que&ts an opportunity to make a brierpr:esentation 10 council on Tuesday, Febrwuy 13 regardiLlg thc beLlefits to participating in the CIB program. Last year, 51. Thomas CIB competed in this civic pride contest against six oOler like-sized cities in Onta.io. winning four oul offom btooms in a point sys1em of 1,000. We have been invited and a!.>r¢ed. to participate in 0", national competition this year, competing against 17 like-sized cities in Canada. This project involves alt aspects of Ihe oommwùty and members or Ole St. TIIOlnas committee have round it 10 be graLifyi ng. I win be representing chairpcrron Bob Allen and 1 look fo!'Ward to this opportl1nity ro talk to council about Communities In Bloom. If you could confinn my presentation, I would appreciate it. Your.; truly, \.._,.._ ~VJa/L,L L" :JJc,1.f.-A) Susan McConnell cm member St. Thoma.s Communities In Bloom, National Competition 2001 c/o St. Thomas City Hall, Downtown Development Board office, P.O. Box 520 St. Thomas, Ontano, N5P 3V7. Telephone: (519) 633-5248 ' . 1 . Placesto~~ 2001 Charles L. Knapp Places to Retire Magazine C/o 29 Lynhurst Park Drive St. Thomas, Ontario N5P 2E5 January 31 Warden McPhail and Members of Elgin County Counci Dear Warden McPhai I apologise to the members of Council for taking this direct approach to County Council instead of working through the normal Committee structure. However, it is an issue of timing that has compelled me to do so and there is no attempt to bypass either staff or the Committee. I have spoken to staff and was advised that this would be the only option. represent Places to Retire and Exotic places to Retire magazines. These publications target baby boomers and promote communities and facilities within those communities that offer places to retire and services for the active retiree. Many consider this to be part of a municipality's Economic Development initiative but most often dollars are budgeted only for attraction of industrial or commercial business and not for the purpose of attracting people. It may require interested councils to consider a special allocation separate from the economic development budget in order to participate. I have provided copies of the Summer 2000 edition of Places to Retire to illustrate who the "competition" is and to show the quality of the publication itself. A presentation will be made to the Town of Aylmer on February 1st to determine if that municipality is interested to promote itself jointly with some of its related businesses. I recall that Aylmer partnered with the City of St. Thomas and other County municipalities in the development of a joint economic development promotional brochure several years ago and see merit to that also being considered here. I hope that you will agree. Perhaps this initiative should have more universal interest for the County members than did the industrial site selection promotion. Each of the loca communities has residential opportunities to promote but not all have the same realistic chance to attract industry. You may now be asking yourself - why would we advertise to attract people who are looking to retire? First we need to remember the focus of this magazine - young retirees. Young retirees: Are financially secure with investment portfolios 2 ~ . 54 Elgin Street, Suite 6 Sudbury, Ontario P3E 3N2 telephone 705.670.8099 toll free 1.877.523.8406 facsimile 705.670.9097 tal/free 1.877-523.8495 web site www.placestoretire.com Buy homes, recreational vehicles, electronic products, plus leisure and health related products Increase tourism through their own travel as well as stimulating visitor traffic Are relatively young, healthy and mobile, and will contribute to the economy for many years Are well connected to many industries and are respected good will ambassadors Create new wealth, start new businesses and act as mentors and investors in the local business community Support recreational facilities such as golf courses and marinas, and Volunteer and donate time and money to community development organizations, foundations, service groups and hospitals · · · · · · · The cost of a full page ad in the Spring edition is $5,700.00; however, if we were able to secure a page from the County, a page from Aylmer, a half page ($3,200.00) each from two of the other member municipalities, and a page or two from the private sector (a combination of sizes equalling those full pages) I can offer an immediate reduction of 10% for each participant from the prices quoted. There are also prices for ads down to 1/12 of a page plus a classified section and a directory. In addition, we would prepare at no cost to the participants an additional 4 or 5 pages of editorial about Elgin County and its member municipalities. Thus, for the purchase of 40r 5 pages you would receive an 8-10 page spread in this quality national magazine that currently has a circulation in excess of 100,000. That number is growing with each new edition. The total includes newsstand sales of close to 10,000 and direct mailing in the GTA area of close to 50,000. Timing is of the essence. Due to the municipal elections it was not possible to ask for decisions prior to 2001 but the deadline for copy is March 2nd, 2001. I welcome any questions that you may have and hope that you see the merit of participation on behalf of the member municipalities. I will contact golf courses. bed and breakfast owners, and developers, and so on under your direction to secure the private participation should you wish to proceed. Some of those private interests are already clients and some others have been approached this time. I will visit the city of St. Thomas also to solicit participation. 2 before counci to the opportunity of a brief delegation visit 3 Yours Truly tk4 ~ Chuck Knapp Consultant look forward · R I at a on nformati I Rates and 2001) ,I ve January Ii (effec Ads Full page 5.100, 213 page 4,500, 112 page 3,200. 1/3 page 2,500. 1/6 page 1.1/0. 11/2 950 Prices shown ore In CDf\.1 S for" space for ful! colour oCivertisilìÇ,1 ¡)I"i!V r~Ë.'í;eClt Ci(ivertls8rs will be given n 10'?{~ ciiscount. Ploces to Retire in COlìClcio will provide professional ç,lCüphic clesign serVices 10 creole your odvertis8men!" for on additional fee. No cancellations will be occepied ofter 1(18 SpClC8 r"~S8rvCltion Clr.;SinD clore. Covers c.rnci gotefolcls may not be cancellecl 01 CJny time. Additionally, Guaranteed preferred position is subject to a 10% premIum. Inserts, gatefolds. bind-Ins, etc. are quoted separately on request, 7,565, 7,320. 7.900, COVzXS. Inside Iron Inside bact< Back COlour I Advertising Rates - Fu only, b&w) (text ng In Directory Section Listí Boxed ng Deluxe Directory List 495 will receive a ~i;.~;. 1 /24 page Repeat advertisers discount 0% only) Up to 50 words 95 Additional words 4, (each) (e~mail and web site addresses count as three words each), (text '~~YClassifieds 0% discount. will be given a Repeat advertisers Mechanical Requirements: Camera ready artwork. Advertisers must supplV negative film, emulsion <.iawn nght rea<.iing. /50 ipl, pius colour keys or c.itgllol coiour proofs. SubmisSIon of electronic flies will be accepted In Macintosh platform only and only In the following formats: PageMaker 6,5. Illustrator aD.PhotoShop 50. press-ready high resolution Adobe Acrobat POF, AI/Images must be converted to CMYK. AI/ photographic Images must be TIFF's with the original scan resolution of 300 dpl, All graphics and photographic images and 011 fonts used in the preparation of the advertisement, plus a final colour proof must accOmpany the electronic fife. Files must be submitted on 100Mb MAC Zip disk or CO. A surcharge. to be assessed and determined by the production depar/ment. will apply if electronic files require manipulation in order to comply with the above specifications, o J¡;j 9 V;, 5\1, 9 Y2 45/8 23/16 231/6 2 '4 V4 4 5/8 OJ¡.; 9 V;, 10 J¡;j 9 Y2 5\1, 45/8 73/8 o J¡;j J¡;j J¡;j 8 5/8 7\1, 4314 2'(., 2 53/8 4J¡;j 8 518 7\1, 4J¡;j 3718 2\1, 4J¡.; 2\1, 7 5 7 15 bleed non-bleed bleed nan-bleed bleed non-bleed bleed non-bleed bleed non-bleed island bleed non-bleed square vertico' horizontal spread Halt spread 1/12 page Directory listing Halt page page 2/3 page /3 page /6 page Ful Fu boxed 4 V2 54 Elgin Street, Suite 6. Sudbury, Ontario P3E 3N2 CANADA Phone: (705) 670-8099 or Toli-Free (North America) 1-877-523-8406 Fox: (705) 670-9097 or Toll-Free (North America) 1-877-523-8406 Web: h~tp:(/www.placestoretìre.com E-mail: info@placestoretire.com o size IS 8 318 X trim w x h, Finished Dimensions shown In inches, I aR SIr) \'k.\ <~,I¿J , ut Plac to Retire Inc. marketing This publication is and retirement destinations ronment Places to Retire in Canada is an important component of the Places environment, reaching a significant demographic, the "Boomers dedicated exclusively to new retirees seeking lifestyle options Exclusive readership env to Retire in Canada features content that profiles semi-retirement options as well as pertinent and A fUll-colour, annual magazine, Places retirement success stories, adventure nformative community data segment categories retired market For example, in Canada, fully one third of the population approaching retirement, Boomers, ages 46 to 55, account for the largest share of spending on most of goods and services. More than 70% of boomers shopping for retirement places are not yet Boomers are creating a new and vibrant mid-life marketplace the market n s The exploding boomer retirement ./ ./ ./ ./ Why advertise to the young retiree market segment? nvestment portfolios vehicles, electronic products financially secure with buy homes, recreationa Young retirees » are » related services » increase tourism through their own travel as well as stimulating visitor traffic » are relatively young, healthy and mobile. and will contribute to the economy for and leisure dnd health many 5 years » are well connected to many industries and are respected goodwill ambassadors; » create new wealth, start new businesses and act as mentors and investors in the loca business community; » support recreational facilities such as golf courses and marinas; and » volunteer and donate time and money to community development organizations 54 Elgin Street. Suite 6, Sudbury. Ontario P3E 3N2 CANADA Phone (705) 670-8099 or Toll-Free (North America) 1-877-523-8406 Fox: (705) 670-9097 or Toll-Free (North America) 1-877-523-8406 Web: http://www.plocestoretire.com E-mail: info@placestoretire.com , R . ut Place PTR Complete Media Package display ad, your Along with your fUll colour includes }- complimentary reader card service }- complimentary listing on the Places to Retire in Canada web site with a link to your own site; }- half page or greater advertisers receive a complimentary banner ad on the web site, as well as the opportunity to have brochure distribution at consumer shows attended by Places to Retire in Canada Inc,; }- placement on the Canada map on the web site; }- referrals to immigration specialists, developers, communities and other strategic partners interested in the retiring Boomer market; }- an indexed listing within the Places to Retire in Canada publication }- access to many different promotional opportunities Highly effective distribution, Places to Retire in Canada will be distributed to newsstands in Canada. In addition, Places to Retire in Canada is distributed to select census tracts (high income, high Boomer demographics) in Canada's largest urban areas, Places to Retire in Canada is distributed at national and international consumer shows that target the actively retired, and also to over 100 professional associations, labour unions, top corporations and retirement planning organizations 6 , 54 Elgin Street. Suite 6, Sudbury, Ontario P3E 3N2 CANADA Phone: (705) 670-8099 or Toll-Free (North America) 1-877-523-8406 Fax: (705) 670-9097 or Toll-Free (North America) 1-877-523-8406 Web: http:(/www.placestoretire.com E-mail: info@placestoretire.com REPORTS OF COUNCIL AND STAFF 2001 FEBRUARY 13TH Staff Reports Exception Lot 4, Conc. Minor Elgin County Tree Commissioner - Application for 5, South of A, DuttonlDunwich (ATTACHED) Paae # 7 H. Underhill, Director of Human Resources - Appeal to the Workplace S and Insurance Board to Transfer Homes for the Aged to Schedule Two fl Schedule One (Heath Lambert Benefits Consulting) (ATTACHED) Mr. Don Timmins will attend - Please refer to the blue covered report from Heath Benefit Consultin Inc. enclosed separatel afety rom 14 H. Underhill, Director of Human Resources - WSIB-Schedule 2 and Accidental Death and Disablement (AD&D) Insurance Underwritten By With Chubb Insurance Company of Canada (ATTACHED) 16 H. Underhill, Director of Human Resources - January 1, 2001 Renewal-Excess Indemnity for the County of Elgin Coverage by the American Re-Insurance Company (Policy #WCXS-ON 2000-0003) (ATTACHED) 18 Criminal Reference H. Underhill, Director of Human Resources - Pre-Employment Checks (ATTACHED) 20 Human Resources - Alternative Work Arrangement H. Underhill, Director of (ATTACHED) 25 Software (ATTACHED) L. Veger, Director of Financial Services - Write-Offs and Supplementals (ATTACHED) Director of Financial Services - Capital Budget L. Veger, 32 33 L. Veger, Director of Financial Services - County Roads Maintenance Payments (ATTACHED) 35 Plan and IT Audit Computer L. Veger, Director of Financial Services - Three-Year (ATTACHED) 39 Amending By-Law 01-05 C. Watters, Manager of Engineering Services - Proposed To The Road Consolidating By-Law 99-17 (ATTACHED) / & 45 2 S. Heffren, Deputy Clerk- New Business Card Format (ATTACHED) K.. Dunn, Emergency Measures Co-Ordinator - Telecommunications Equipment for the Emergency Operations Centre (ATTACHED) C. Bishop, Manager of Library Services - Rare Scott-Sefton Collection of Photographs (ATTACHED) C. Bishop, Manager of Library Services - Space Needs Study/Library/Archives (ATTACHED) C. Bishop, Manager of Library Services - 2002 Sesquicentennial of the County of Elgin (150 Years Since Incorporation as a Village) (ATTACHED) M. Fleck, Director of Homes and Senior Services - Surplus Furniture-Terrace Lodge (ATTACHED) t-J. 46 49 51 54 56 58 REPORT TO ELGIN COUNTY COUNCIL From: Hugh Geurts - Elgin County Tree Commissioner Cone. 5, December 20, 2000 Subject: APPLICATION FOR MINOR EXCEPTION Lot 4, South of A, DUTTONIDUNWICH Date: Introduction: The Office of the Tree Commissioner has received a resubmission of an application from Mr. Egbert Verbrugge to clear 8-12 acres of bush from Lot 4, Conc.5 (South of A) Dutton Dunwich. This report is being resubmitted by request of Mr. Verbrugge as he feels that he has adequately satisfied the concerns of Mr. And Mrs. Stephen Hale regarding the potential for flooding. Discussion: The proposed clearing is a minimum of 8 acres of scrub/woodlot. The area consists primarily of scrub such as sumac, willow, and dogwood with pockets of ash, elm, birch and poplar intermixed. This area was workable land when it was abandoned ftom production in the 1950's or 1960's. Because much of the area is brush, it is exempt from the By-Law but there are pockets of trees comprising approximately four acres of the area that likely constitute woodlot under the Act. This application was originally approved at the Sept 26th County Council meeting under the understanding that all abutting landowners had been contacted and had no objection. Subsequently, the neighbour to the east, Steve and Joaune Hale, did voice an objection to the application and as a result Mr. Verbrugge withdrew his application. is their opinion and the Gilbert Mr. And Mrs. Hale voiced a concern that should the trees be cleared, it that additional surface runoff ftom rain will flow toward their property Drain and exasperate an ongoing flooding concern with their house. Mr. Verbrugge has responded to these concerns by retaining Spriet and Associates to produce comment on how the clearing may impact the Gilbert Drain. These letters are attached. no clearing and have The remaining neighbours have responded regarding the objections. LTVCA has responded with no objections. Conclusion: Despite the size of the clearing only about 4 acres applies to the Elgin By-Law. No significant plants or trees have been identified within the woodlot. The landowner has agreed to make a contribution to the LTVCA to ensure an equivalent acreage of forest is planted as per the County's No Net Loss Policy. Recommendation It is my opinion that the clearing will not impact the intent of the County By-Law nor will it have an affect on the forest resource on the County. The potential issues regarding drainage will be addressed as Council directs. 08/23/00 1!..42 Palla 1 of 3 5026 , otarêa 519 631 ...... \ f yes, please Indicate ¡!"Ie purpo&e to whiçn they ./Iers rernovtò<J ailP' mumate size (:;~..'_ ..,.~ ¿:::'~ t::;'~C i &ettle C~eek C.A I ç~ \ 'romt -. -.......---' - .....-~ --.-- ------- ~"- I .~-----..... ......-..-"""'" . Names, maU\ng addresses and phOne numbers of all owners of property which abutls the land of the owner of the treee. in respect to which this application is'mada as per $6ctiOi'l 9.2 of the act. (If insufficient space below please attach another sheet of paper) - 7 & ¡.iè"[¡¿' ¡..{(;t'iY1 eft -- Q ,.;:$ _ Q J.'Œ\v--:L~-l~..-S~\'j ~A"..-- :k.- ~~ OOY\---- - information deemed pertinent to this application, other 8. v: 0. (,It /1 At'.t<!<".é!",· -~-- ' ('leA' .~ no smaller than 2Q centimetres by Each application must be accompanied by à sketch, 35 centimetres, showing: 9 The parcel of land that is the subject ot thiS application, clearly indicating the area proposed to be cleared and the area or trees which will remain (a) 1118 owner's property and also on the abutting property collage, commercial. etc.) MRìteil1sPeG(I())'lWUl be .n¡ade,useperimeler of trees which will ramain if. this _ . _ 3L..__,n":MnrMmeott\¡¡uneanS, to dear\)' . residential agriclJ~lJr3\ buildings on use of ¡¡butting lands (e,g ^.~_m"!1 (b) (c) ^ 15142 09/23/00 .UiOI .t,fNSETIr;\RlVI'i ST. THO!l.1AS. ON'1\F\IQ NSRr.vt PHONE(5ØIIU\.14!j( fAX(~I8Icr..1,J·7r;n of 3 g f~oml K..i;i;le Cr....k C.A, 519 631 5026 , PAl1rt0.. uæoNA\.C' "01,,,,0 ~~"¡I/ "-.tArol'oc.'~'" ~MI;i.1 ~...~OJ'l. J.lit;I'rnt.r< IIWITtIS..k"Ç2.t~~ THE TREES ACT APPLICATION FOR MINOR EXCEOPTlON II We wish to apply for a minor exception from the provi~ions of Ihe Counly of Elgin By-Law No. which restricts and regulates thai destruction of traes. In order 10 be allowed to remove IrMs as outlined inlhis application. 1. NAME(S) OF OWNER(S): ~ßJJ.1ß(0G \J o,r,Iu'j) _ _~____ G~ ,'. MAILlNGAOORESS:.-I7 (ð. kA DE. CR:s:0 COu..¡(f ~ )~;.î7:· ....wE~£}\N ~ ONìA R\ C) ~1Jì postel Code 1(~ H q ~ phone No, { (Ô1:5 ') Î ~ 6 0 I.f Y. 3 f4~ ( 1;13) '7~ 6 ~,6 \ 2. LOCArION OF LAND: I1)Jb~ \..); ~ Municipality (Town. Village. lown~hÎp) --D..u.-±tD n LaINo. ~t_1l Concession No. E..~ S (') tJ ~ .".j A Lot No. .....---- Registered Plan No, J I R - l1..Q,. 5' 3. Reason for wishing to Rèffiove trees. C~,<1V +""e. .~föY Ç).v"jQV\Î (', CSl~h- -..(.tor ~c...Y.~_~" sa[~eߥY ) 'l \ h~gí) __ ~\,Ú±Q ~<I..Q,VtS.. __.._______ PElêCribespeciesoflreesandsi;¡;e of trees to be removeiJ, -- - ----- -..--.....-----..--.........-------.--.---.--------....--...- WAA _ _ + _ _ -1 1)ydo>'\Q.~ :t>TI~ _ _ _ __ \0 ])Ä~ I \1Qt~ ,-1- . . ./ I ~'('<>'6>~"\'1 êTI' ~'mJr J sr~)~ + N -7 '"})\(.1h¡7'} ,0:- ¥\()~ I'<Î O-v~ '" ( ~\ ~t \-\d.~ ~ S-6--\"",1 - --.....- \ î1ve........ QI".!L "(\0 ~...;lo\\.....,..s 0...... ~\<; \o-t . ...¡ "RYld¿g -?o ~w S<t. 6-- '1()So-\-\1,.'¡~ 1 I I I -..,. \()"111l \ ... _. .-! -,- " .. ~ ) .. -. . I ... u('«1..L ~ ~11 ~':t. ~ dt.'3Ir~d \ {' 1 \~, ~ t---d 1 -fO,VI M eJ. -a I .J ---- J'__ -~ S31't1.--t "\ I' , Golà.mY'''&s ~ ) \ \ - ---- ---- 'jVI,rlv..v e ~¿"d.,^Ó\.t s If.e..Q,..:;} v~.... .es-t- /' . (4 t:I. ';2. .po ,,~ i'..d 1 N~ ,.s\.it.-\-~ c-o""'p 'f.Q$ß.J \1"1 N~,..þV) ~<>~Y\ ðJ~~te. 'í~ -to 3~OW cJ. . ,~.-u>Þ. '\¡).blSl,.\/'( P" f~~"<U.·'-'J 3n.l 00-£0-d38 01 - W'" ¿£' -~7-~ "3 D 3~~n;'¡S:;'¡3" 1 4- CI(.o...v ~ b,,&; II\Gt . ..t-·-..·· __ --J _ - - ,1>'(>4 f)t'l;)r~vt'1 ~ A~f\ c..L1. \tL.\ Y q,\ 19¿8 9¡::¿ £19 "d £0 ( µ.£t. ~aW * ,sk.<li·ð.r _ _ _ _~a,.\",~.Q. ~J". ¡ ~ -..a - - ~ ._- I '" ~ Ih IIp If~ 1 /1'0 ~ Ar' \,.;, -1t 3~ 1.f m,IW. +õ lIt ~ I/§ IIcQ IÛ . ............ . 1Vds c.h~ bf' \I..s~ -t~ . Y'~'i\'f (I.' Y) ~ 1 c ~ ~ - - -- - - 1iŠ' -. \·k\mJ ell. \tv..1/A.Å &(>Ì"' :;;.) d- 0 '00 1 1 3~~n~a~3^·3 W~ 9£:0t 3nl. 00-Ç0-d3S A,,¡y'í I ) I I , I I I I I _t~ I ~ I I M~;r So '-ì WY\A, k1'\~w~ 'rY'b ~vt '1 i £....,- 00+ Ro,;/'fY).J .l:::- \'\cd:\.t~ tQ1'ow\'~ 1 ~ Mo:hw'' ~ Ó, Q.. V\f$>-1 ~ TI''tó·!ttrle$\ -Ñ~ .. !--1)1'('Q. 4.... \)+ \\()~ '- ---- t9L8 9<:L £t9 t>0'd vc:,r;.,Dr".UL:oL:o<::. ~ , l:::Jö;;:¡~ H u<. .ut::.L:-1~-1::;11:::J December 18,2000 FAX Hugh. Geurts To From: Egbert Verbrugge Re: Land Clearing Application On the following page you will find a letter trom Spdet Associates giving the results of some calculations that I commissioned them to do, Please note several key factors stated there as follows: "Worst Case Scenario" means multiple heavy rains, closely spaced that would cause the tile to run full for an extended period of time. 1) The 10 mm calculated rise in level at the outlet is for free fall outlet of the tile. This will be reduced because the tile outlet will be submerged by more than 1. metre during high flows in the drain. Furtllermore, this reduced rise wHl have an even smaller effect on the level in the upstream portion of the drain. 2) With the previous letter fi:om Spl'Íet and the current calculations from them, I now feel I have done due diligence to address the impact of my proposed land clearing, My position (after the considerable expense of hiring Spdet) is the same as it was in the beginning, There is no natural surface runoff course from the area in my land cleadng application to the Gilbert drain or the neighbour's property. The conjecture of my neighbour that my proposed land clearillg and subsequent tiling will cause and/or measurably worsen their flooding is unfound<òd, based 01) a site survey and subsc:que!lt study & calculations by Spriet Associates, professional drainage consultants. The Toot cause of the problem is as obvious as it has always been, which has existed for ¡:nore than 10 years ftom what I have been told. After heavy rain falls, the amOulIt of water coming out of the (Knowles) wetland area at the beginning of the Gilbert Drain occasionally causes the drain (in its current condition) to overflow its banks and the overflow makes it way to the area of the Hale's house, J am not aware of any remedial action that has been taken either by the cotUlcil or by the landowners involved. the next step œql1ired of me. be in touch with you by telephone to djscuss I will 2 1 Sincerely, DEC-l'::l-""IQ IUt:. 1;O;;:¡;:;;:.r,:. H t:.~VI:;.r;,.of'\i,'-''..:II'..:II1;:.. DEC-18-2000 1(;:00 SPRIEr ASSOCIATES 5194339351 P. Ø1/l:J1 December 15, 2000 Mr, Egb;¡¡rt Var'arugg., P.EI1g., Ph.D. 11 Glad. Cr.öt Court NEPêAN. Ontario K2H 91<5 Dear SIr: As: at_lilting Ap~ Our Job NQ In accordance with your request, we have caJoulated the increase In the volume of water flow¡n~ In the Gilbert Municipal Drain, as discussed In our letter dated Dé¢êmb~r 5, 2ooQ, due to the cleañng of 10,± leru of your property. "Ui'to thelaok of B surface outlet for the area In question, It was assumed Myra runoff will enter the ditch via II. 250mm (10') dfa. field tile. In the worst case soenaño, thl$ tile would be flowing flJjJ with a free fall outlet (unsubMl1rged) Ifld would deliver approxlMatély 20 lIs (O.02m'/s) to the ditch. Th. ditch at the tile outlet jocat!on wu dulgl'lod to approximately 1.2 matiit' bottomi 1 '.h: 1 aldülope.s, 1,4 meters deep and 0.05% Gracie, Tl'1e capacity whln flowing almost full would be 2.5m~/s. This smlllll increase In flow (less than 1 %) increases the depth of w<\ter by 10Mm,± (Jess than 'h"), As mentioned in our prevlou,lltt.r, thl& woulÇ be feduced due tQ the plPð.!l submerged outlet condition. Ah.o, th.. inoreMð In depth would be smaller than the e.bOVé on the upstream portion where flooding is a conoern. Should you have any further questions, pll!lDIII! contact th; undersigned. Yours truly. SþRlET ASSOCIATES LONDON LIMITED fIJ, f /J¿ tJiJ M. P. DeVQ$, P. Eng, MPD:r!¡Js 1 3 ASSð",'.I,,; A.M. SPAIET' A,J, DEVOS O.J, YOUNG J.R.SPRIET A.L.GIGlJN' K, MclLMUflAAY . M.P. t'lFVn.C; . ,I M I:PRIFT TOTAl. p.el Counci Report to Count' Joan McBurnie, Health and Safety Coordinator FROM transfer (Heath nsurance Board to from Schedule One 2001 Appeal to the Workplace Safety and Homes for the Aged to Schedule Two Lambert Benefits Consulting) 1, February DATE SUBJECT: NTRODUCTION/BACKGROUND In December, 1997, the County of Elgin, with Council's approval, made application to the Workplace Safety and Insurance Board to transfer all if its operations from Schedule One to Schedule Two. The application was approved for rate groups 845 - General Municipal/Regional Operations, 817-03, Museums and Archives and 817-02 - Library Services, effective November, 1998. - Homes for the Aged Heath Lambert Benefits Consulting, acting on behalf of the County of Elgin and several other Municipalities, appealed the Board's position on such a transfer. This appeal is currently with the Workplace Safety and Insurance Appeals Tribunal. transfer of Rate Group 851 the The Board denied DISCUSSION A new policy indicates that the Workplace Safety and Insurance Board will now permit the transfer of Rate Group 851, Homes for the Aged/Nursing Home Operations from Schedule One to Schedule Two prospectively. If the Provisional Special Assessment is made to the Workplace Safety and Insurance Board ten days before the end of a month, the transfer will be effective on the first day of the following month. The Provisional Special Assessment is one hundred and fifteen thousand, eight hundred and twenty six dollars and sixty-three cents ($115,826.63). If this amount is paid to the Board within ten days of February 28, the transfer would occur on March 1. 2001 CONCLUSION Based on information provided through the services of Heath Lambert Benefits Consulting, it is advisable to proceed with the transfer of Homes for the Aged from Schedule One to Schedule Two at once. At this time, it appears th.~~ retroactiyity is not permissible. By paying the Provisional Special Assessrnent now, this plan provides for savings beginning in 2001, while at the same time building modest reserves against fluctuations in claims experience. The record indicates that the County will benefit significantly by transferring to Schedule Two. 2 4 1 Homes for the Aged to Schedule Appeal to the Workplace Safety and Insurance Board to transfer Two from Schedule One (Heath Lambert Benefits Consulting) Page 2 February 1 2001 ncreases to This amount of $24, 000.00 There are potential cost savings beginning in 2001 $107,000.00 in 2002 and $117,000.00 in 2003. RECOMMENDATIONS That the Corporation of the County of Elgin, accept,-the opportunity, without prejudice or precedent, to transfer the Homes for the Aged from Schedule One to Schedule Two, and that it pay to the Workplace Safety and Insurance Board, the required Provisional Special Assessment, estimated at $115,826.63. the Workplace Safety and Insurance Board reserves previously set That this money be taken from aside. That Heath Lambert Benefits Consulting continue to pursue the possibility of retroactivity to 1998 for Rate Group 851, the date that rate groups 845,817-2, and 817-3 were transferred to Schedule Two. ~c-6 oan McBurnie Health and Safety Coordinator 5 1 Appro' Mark McDona Chief Administrative Officer REPORT TO COUNTY COUNCIL Louise M. Eastbury, January 31, 2001 WSIB - Schedule 2 and Accidental Death and Disablement (AD&D) Insurance underwritten by with Chubb Insurance Company of Canada FROM: DATE: SUBJECT: Coordinator PensionlBenefits INTRODUCTION/BACKGROUND The Occupational Accident iusurance, iusured by Chubb Insurauce Company of Canada Policy No, 64099823, requires renewal for the year 2001. This insurance is for the following Hazards: Accidental Loss of Life, Accideutal Loss of Use, Paralysis Benefits and Permanent Total and Partial Disability as a result of an accident, Persons Insured under this coverage are all full-time, permanent part-time and casual part-time employees of the County of Elgin, Based on the projection of220 FTE (full time equivalent) number of employees, the premium deposit for the coverage in effect from January 1,2001 to January 1,2002 is as follows: $ 250,000 @ $ 0,048 / $ 1,000 x 27 FTE 365 Days $ 324,00 $ 250,000 @ $ 0,019 / $ 1,000 x 28 FTE 365 Days $ 133,00 $ 250,000 @ $ 0,096 / $ 1,000 x 165 FTE 365 Days $ 3.960,00 Sub Total $ 4,417,00 Ontario Sales Tax $ 353.36 Total Amount Due $ 4,770.36 Last Year - 239 FTE $ 250,000 @ $ 0.048 / $ 1,000 x 34 FTE 365 Days $ 408,00 $ 250,000 @ $ 0.019 / $ 1,000 x 29 FTE 365 Days $ 138,00 $ 250,000 @ $ 0.096 / $ 1,000 x 176 FTE 365 Days $ 4,215,00 Sub Total $ 4,761.00 Ontario Sales Tax $ 333,27 Total Amount Due $ 5,094.27 The funds for the above coverage will be taken from the WSIB reserve, RECOMMENDATIONS THAT the above rates as presented in the attached renewal be adopted, 7. dcu,du bury, PeusionlBt Coordinator 1.£ ,/2b& , In Resources - H:\USERS\EASTBULMIREPORTS\67 AD&d01.doc 1 6 Benefits Consulting Experts conseils en avantages sociaux o Heath Lambert 305 - 191 The West Mall Toronto, ON M9C 5K8 Telephone: 416·620·0779 Toll Free: 1·877-HEATH-TO 1,877 ·432·8486 Fax: 416-620·9416 www.heath.ca Jan. 22, 200 t Invoice 101-101 ~~(Ç;~U\lf~/Q) JAN 2 9 zaa, COUNTY OF ELGIN PERSONNEL OFFICE tNVOICE The Corporation of the County of Elgin 450 Sunset Drive St. Thomas, Ontario N5R 5V Director of Human Resources H.J. Underhi Attention Insurance Company of Canada Chubb to January 2001 1 from January Premium Deposit Coverage in effect 324.00 33.00 $ $ Days Days Days 365 365 365 FTE FTE FTE 2002. 27 28 165 1 ,000 x ,000 x ,000 x $ $ $ I I I $ 0.048 $ 0.019 $ 0.096 @ @ @ $250,000 $250,000 $250,000 3,960.00 4,417,00 Sub Total 353.36 Ontario Retail Sales Tax (8%) Due Amount Total 4,770,36 $ The amount invoiced is a premium deposit only, based on the estimated number 0.£ full-time equivalent (FTE) employees for 2001. It will be adjusted to actual foHowing year-end. PLEASE MAKE CHEQUE PAY ABLE TO Heath Lambert Benefits Consulting Inc. 1203 - 99 Metcalfe St. Ottawa, ON KIP 6L7 THANK YOU VENDOR: ACCT NO: APPROVED BY: OTTAWA Heath lambert Benefits Consulting Inc.lExperts consells en avantages soclaux Inc. TORONTO 7 1 PEG N N W VANCOUVER REPORT TO COUNTY COUNCIL Louise M. Eastbury, PensionlBenetits Coordinator February 6, 2001 January 1,2001 Renewal- Excess Indemnity for the County of Elgin Coverage by the American Re-Insurance Company (Policy #WCXS-ON-2000-0003) FROM: DATE: SUBJECT: INTRODUCTIONIBACKGROUND The above insurance is as a result of the County transferring from a Worker's Compensation Schedule 1 coverage to a Schedule 2. This type of coverage is required to protect the County against very large Workplace Safety Insurance Board (WSIB) claims, Consulting has recently rates for continued coverage by American Re-Insurance Mr. Don Timmins, Managing Consultant for Health Benefits informed us that our 2001 renewal Company are follows: The premium deposit for the year 2000 was $10,559.16 based on $8,650,5000.00 of assessable earnings and rates of ,042% and ,138% (4,2¢ and 13,8¢ per $100). For the year 2001 the above rates have been increased to .044% and .149% respectively (4.4¢ and 14.9¢), based on the following estimates of assessable earnings @ $ 2,331,688. x 0,044% per $100.00 = $ 1,026.00 (rounded) and @ $ 6,423,599. x 0.149% per $100.00 = $ 9,571.00 (rounded) plus Ontario Sales Tax ($847,76) on a total Estimated Assessable Earnings of $8,755,287.00 (as per the attached invoice from American Re), the WSIB reserve, be taken from The funds for the above coverage will 2002. 1, through January 2001 at 12:01 a,m, 1 This policy takes effect January RECOMMENDATIONS the above rates as presented in the attached renewal be adopted. THAT aId, Chief Administrative Officer 8 1 F:\USERS\EASTBULM\REPORTS\66CompInsce200I.doc Benefits Consulting , o Heath Lambert 305 - 191 The West Mall Toronto, ON M9C 5K8 Experts conseils en avantages socíaux Telephone: 416·620·0779 Toll Free: 1·877·HEATH·TO 1·877·432·8486 Fax: 416·620·9416 www.heath.ea OI~~©~nw~!Q) JAN 2 9 2001 COUNTY OF ELGIN PERSONNEL OFFICE IN The Corporation ofthe County of Elgin 450 Sunset Drive St. Thomas, Ontario N5R 5VI Jan. 22, 2001 Invoice 101-53 Director of Human Resources H,J, Underhill Attention American Re-Insnrance Company 2002 I to January 2001 as quoted: Coverage in effect from January Premium Deposit, ,026.00 9,571.00 10,597,00 $ $ 0.044% 0.149% @ @ 2,331,688 6,423,599 $ $ Sub Total 847.76 11,444,76 $ Tax (8%) Ontario Retail Sales Due Total Amount and The amount invoiced is a premium deposit only, based on estimated assessable earnings for 2001 will be adjusted to actual following year-end. VENDOR: PLEASE MAKE CHEQUE PAYABLE TO Heath Lambert Benefits Consulting Inc, 1203 - 99 Metcalfe St, Ottawa, ON KIP 6L 7 THANK YOU ACCT NO: APPROVED BY: OTTAWA Heath Lambert Benefits Consulting Ine./Experts eonseils en avantages soeiaux ine, TORONTO 9 1 PEG N N W VANCOUVER Counci Report to Count Paul Vandenberg FROM January 26, 2001 Pre-Employment Crimmal Reference Checks DATE SUBJECT: NTRODUCTION/BACKGROUND The law allows employers to conduct criminal reference checks, as a condition of employment, for positions that deal with vulnerable people and when dealing with confidential court documents The regulations for hiring POA administration staff require criminal back ground checks as a part of the employment screening process In our homes for seniors, we have a duty to provide a safe environment for our residents. To ensure we hire the right candidates for our Homes we need to conduct criminal reference checks for all positions that provide direct care to our seniors This process will assist us to eliminate potentially high risk employees DISCUSSION Although a criminal reference check cannot, in itself, prevent abuse of vulnerable individuals, it can help identify candidates who have been convicted of these offences in the past. The policy will affect all new employees, volunteers and student placements who have direct contact with the residents at the Homes The policy will also cover the administrative staff for the POA court. CONCLUSION This policy should be viewed as a sound Human Resources Management practice in the selection process. It will provide Human Resources with the ability to properly screen candidates who are placed in a position of trust in the Homes and POA Court. RECOMMENDATIONS 012 Page 20 the attached policy, F:\USERS\VANDENPM\REPORTS\Criminal Checks\Criminal Check Report.doc Council adopts That ~_/I Pa Vandenberg Assistant to the Director of Human Resources ~ ~p ~ ¡fJ,¡~ Harley Underhill Director of Human Resources ~ 3 Imission by Mark McDonald Chief Administrative Officer F:IUSERSIVANDENPMIREPORTSICriminal Checks\Criminal Check Report.doc 21 Page 2 012 DRAFT COPY 5th CONFIDENTIAL POLICIES AND PROCEDURES BACKGROUND It is the responsibility ofthe Corporation to ensure that when selecting candidates for employment, or when utilizing volunteers or replacement students, that such persons are not a potential risk to the safety of persons under the Corporation's care or to the assets of the Corporation. Persons who have a record of offences may pose such a risk depending upon the job function for which they are being considered. APPLICATION This policy refers only to Criminal Code offences for which a pardon has not been granted and applies to all candidates applying for positions of employment in the Homes for Seniors and Provincial Offences Court administration. In the Homes, volunteers, including those individuals who are involved with a work experience placement or co-operative education placement, who provide direct service to residents will also be covered under this policy. Individuals who provide short term or one-time volunteer services (eg. Friendly Visiting, school visits) under the auspices and supervision of a volunteer organization, service club or educational institution do not require a criminal record check. It is understood that the supervising organization will ensure that their volunteers are appropriately screened. Further, students who participate in one-day or job shadowing visits do not require a criminal record check. A positive criminat record check does not necessarily preclude the candidate from employment. The nature of, and circumstances surrounding, the charges and convictions will be reviewed by the Human Resources Department, as they relate to the position for which the individual is being considered. A record of offences or criminal charges that are a potential risk to residents will render the candidate's application rejected. may also be considered unemployable for the A candidate subject to pending criminal charges position for which he/she is applying. an PROCEDURE Applicants will be informed during their interview for employment, volunteer work or educational/work experience placement, that a criminal record search is a factor for consideration for employment/placement and will be provided with the appropriate information to assist them. 1 Only applicants who are being seriously considered for employment should be requested to have a criminal record search completed. 2. of2 Page 22 IICTY]S _IISYSIUSERSIV ANDENPMlREPORTSICriminal CheckslCriminal Check Policy.doc Modified January 9, 2001 }-Ioman Resources Department DRAFT COPY S'h CONFIDENTIAL The candidate will obtain a form titled RELEASE AND DISCHARGE RELATING TO CONSENT TO DISCLOSURE OF CRIMINAL RECORD INFORMATION from the appropriate Police Department in the area that they live. 3 The candidate will present the completed form, provide two pieces of identification (one photo) and pay the appropriate fee to the Police Department. A search will be conducted to determine if the candidate has a criminal record or any outstanding charges. 4. The candidate will submit the completed Criminal Record Search, in a timely manor, to the Human Resources Department. 5 Human Resources will review the status ofthe candidate's potential for employment based on the outcome of the Criminal Record Check and other pre-employment requirements (i.e. employment reference checks, employment medical, etc.). 6 In the event of a positive Criminal Record Check, the candidate may be asked to provide in writing to the Human Resources Department, the particulars surrounding the charges/convictions listed. The candidate may then have the opportunity to meet Human Resources to discuss the results of the check. with into consideration: review the offence, taking will Human Resources is the nature of the offence; sentencing received; the length of time since the offence was committed; the relevance of the particular conviction to the position for which the candidate being considered; the risk posed to residents as a result of employing the candidate in the position. I 2. 3 4 5 Once a final decision has been made regarding employment, Human Resources will ensure that the confidentiality of any candidate's Criminal Record Search is maintained and secured in the Human Resources Department. 7 candidates who submit a Page 2 of2 2.3 The County of Elgin will reimburse the application fee for all reference check and are hired for the position. Check Policy.doc IICTY ]S_l \SYSIUSERSW ANDENPMlREPORTSICriminal CheckslCriminal Modified January 9, 2001 Human Resources Department 8 DRAFT COpy COUNTY OF ELGIN INFORMATION REGARDING CRIMINAL RECORD CHECKS The County of Elgin requires background checks, for Criminal Code offences for which a pardon has not been granted, for all individuals seeking employment, volunteer duties, or work experience/co-operative educational placement at the County's Homes for Seniors and for POA staff. A positive Criminal Record Check does not necessarily mean that a candidate will not be employed. The nature of, and circumstances surrounding, the charges and convictions will be reviewed as they relate to the position for which the individual is being considered. A candidate subject to pending criminal charges may also be considered unemployable for the position for which he/she is applying. PROCEDURE FOR OBTAINING A CRIMINAL RECORD CHECK Go to the appropriate Police Department, complete the RELEASE AND DISCHARGE RELATING TO CONSENT TO DISCLOSURE OF CRIMINAL RECORD INFORMATION form, provide two pieces of identification (i.e. Valid Ontario Drivers Licence, Birth Certificate, Pass Port, Social Insurance Number Card, Credit Card) 1 Cost $25 cash Receive Same day before 4:00 In 24 hours $25 cash $21.40 cash $20 cash for FP $25 MO $25 cash Same day Hours 8 to 4 MtoF 8 to 4 MtoF 9 to 5 MtoF 8 to 4 MtoF 8 to 4 MtoF I to 2 days 6 to 8 weeks Go to St. Thomas O.P.P Elgin Rd 45 631-2920 St. Thomas City Police 30 St. Catherines 631-1364 Aylmer City Police 20 Beech St E 773-3144 Commissionaires Office Finger Print Office 457 Richmond London O.P.P. 823 Exeter Rd If you live in Elgin County Thomas Aylmer London St. 438-4336 Out side of London 681-0300 Submit the information received by the completed RELEASE AND DISCHARGE RELATING TO CONSENT TO DISCLOSURE OF CRIMINAL RECORD INFORMATION form to Human Resources Department as soon as possible. 2 Retain and submit your receipt to the Human Resources Department for full reimbursement upon being hired for the position. 3 of Page 24 \\CTY _FS _1 \SYS\USERS\ V ANDENPM\REPORTS\CriminaJ Checks\criminal check procedure.do.c REPORT TO COUNTY COUNCIL Vandenberg Pau FROM 19, 2001 Alternative Work Arrangement January DATE SUBJECT NTRODUCTION/BACKGROUND In June of last year the Alternative Work Arrangement policy was adopted on a six-month trail basis. The trail period is now completed and we've had the time to work with the policy and compile staff feedback. DISCUSSION The staff was very appreciative with Council's support of flexible work hours. This policy allows employees to meet the needs of the corporation, while providing staff with the opportunity to arrange parts of their work schedule around their personal schedule. Currently 26 of the 38 non-union staff have taken advantage of the flexible working times. The department heads and supervisors report that the staff has responded well to this policy and that the staff is following the regulations set-up. The six-month trail highlighted the issue of senior level positions not fitting into the three-tiered AWA system fairly. Currently the department heads and 2n -in-commands are entitled to more flexibility than the rest of the non-union staff. The issue is, that, there are key positions in the County that are subject to the same flexibility as all non-union staff, yet their level of responsibility in the Corporation is much greater than most staff and in some cases greater than the 2nd-in-commands. To resolve this issue, we have added language to the policy that allows other employees to utilise the 2nd_in_ command plan at the discretion of each department head. CONCLUSION This has been a well-received and greatly appreciated benefit, which the staff would like to have extended beyond the trial period and confirmed into policy. The management team will review the policy on an annual basis to ensure the needs of the corporation are met. 012 Page 25 \\CTY JS_1ISYSIUSERSIVANDENPMIREPORTSIFLEXTIME\2nd Report to Council.doc Paul andenberg Human Resources Officer RECOMMENDATIONS Council approves the attached policy. That ßtt/ Harley Underhill Human Resources 1£ Ission by Mark McDonald Chief Administrative Officer Page 2 of 2 26 I\CTY _FS_1\SYSIUSERSIVANDENPMIREPORTSIFLEXTIME\2nd Report to Council.doc 1 Section County of Elgin Subject: Alternative Work Arrangements Human Resources Policy Manual Policy Number: Date Approved: Revision Date Last NU Purpose Code Page n recognition of the growing need of many employees to balance work, family and personal responsibilities, the County of Elgin endorses and supports the concept of alternative work arrangements (AWA's). These flexible work options offer a variation on the traditional five-day week of seven hours per day. AWA's are based on voluntary employee participation. The balance between employee needs and the needs of the organisation are often difficult. Maintaining service delivery standards and ensuring operational feasibility must always be considered and never compromised. ication This policy applies to all non-union employees for the County of Elgin. There are three plans outlined below, one for the Management Team, one for the 2nd In-Commands, and one for the Regular Non- Union group, which reflects the responsibility and expectations for these positions. A Benefits The proper use of flexible hours should result in mutual benefits to the County, employees and clients. Success of the arrangement will be measured by the extent to which it results in better service to clients/members of the public, and a healthier work climate. Supervisors and employees should take this goal into consideration before entering into an AWA agreement. 015 Page 27 IICTY JS_1ISYSIUSERSIVANDENPMIREPORTSIFLEXTIMEIFinal Policy January 2001.doc 2 there of, as the needs of n the Human three plans are outlined below: Management Team: True Flextime Determine their start and finish times. Additional time worked each day can be used to take one full day off per week, or part long as 70 hours are worked by the end of each pay-period. This plan is based on the honour system and the discretion of the manager to ensure the corporation are met. The Warden has the right to adjust the CAO's flextime. The CAO has the right to alter the Department Head's flex-time Time sheets will be submitted to their supervisor to track hours worked and kept Resources Department. Accumulated time off must be used in the current year that The 1. · · · · · · was earned 2nd In-Commands and others as designated by the department head* True Flex with Core Hours Determine their start and finish times. The core hours of 9:30 - 11 :30 and 1 :30 - 3:30 must be filled. Additional time worked each day can be used to take one full day off per pay-period, consultation with their manager, as long as 70 hours are worked by the end of each pay-period. Time sheets will be submitted to their supervisor to track hours worked and kept in the Human Resources Department. Accumulated time off must n it · 2 · · · · was earned *NOTE: At the discretion of the department head, employees may be permitted to utilise true flex with core hours, depending upon the requirements of the department and the needs of the corporation. it year that be used in the current · Regular Non-Union Employees: Staggered Work Hours Choose a work schedule from the list below. Additional time worked each day is accumulated to allow one day off every other pay-period This time must be taken within the current two pay-period cycle. The office supervisor has the right to change schedules, reduce the number of choices below, and reduce time-off to ensure the needs of the department and County are met. Road employees will be exempt during the construction season, which will be 3 · · · clearly defined · Note Employees have the option to work an additional (1) one hour each day, to a maximum of 7 hours accumulated during two pay-periods, to be eligible for one day off with pay. Page 2 of 5 28 IICTY JS_1ISYS\USERSIVANDENPMIREPORTSIFLEXTIMEIFinal Policy January 2001.doc 3 Procedure Application - Employees must complete an AWA Participation Agreement form, Schedule "A' (attached), including a proposed bi-weekly schedule. 1. implementation date Staff report to the Management Trial Period - A six-month trail period shall commence upon the input and concerns will be compiled by Human Resources in a Team at the end of this period. 2. Duration - All AWA agreements are for a defined period of time, subject to renewal no later than December 31st of each year, after evaluation by the employee, Supervisor and Department Head. 3. Scheduling - To facilitate department scheduling and maintain full coverage, each employee's AWA schedule must be constant, including pre-determined scheduled days off. The size of the department, vacation time, and the employee's role within the department will be considered when creating the AWA schedule. 4. Approval Process - Prior to approval, Supervisors must review proposals thoroughly, ensuring the efficiency of each work unit and considering operational and service requirements. Participation will be approved based on whether service requirements can be met, subject to modifications, where necessary 5. When a scheduling conflict occurs, each department will be responsible for developing a schedule that ensures fairness to all those participating and meets operational requirements Each AWA agreement must be modified to reflect these changes prior to approval. Prior to implementation, the AWA Participation Agreement must be signed by the employee, Supervisor and Department Head and reviewed by Human Resources to ensure compliance with this policy. will renewal to Renewal of Existing AWA Agreements All existing AWA agreements in each work unit terminate on December 31st of each year and will be reviewed collectively prior to ensure fairness for all those participating and to maintain full service. 6. must re-submit 1st, Employees wishing to continue their existing AWA agreements on January proposals no later than December 1 st of each year. year that to submit two schedules per AWA Changes - Employees have the opportunity would change the hours worked on the: 1s1 day of summer 1 sl day of winter 7. schedule should give their regular to Opting Out of Agreement - Employees reverting back 60 days notice to their supervisor. 8, Monitoring - Human Resources will be responsible for maintaining ongoing monitoring of the program, as well as providing general information and assistance to participating departments \\cTY ]S_1\SYS\USERS\VANDENPM\REPORTS\FLEXTIME\Final Policy January 2001 Page 3 of 5 29 .doc 9. 4 in suspension or Failure to Comply - Failure to comply with specified conditions may result discontinuance of the employee's AWA. 10, Suspension of AWA Any and/or all AWA's may be discontinued, altered or temporarily suspended by management for the following reasons: 11. operational/productivity/performance concerns vacation/statutory holiday periods staff training/conferences illnesses/bereavement leave or other absences emergency circumstances transfer/promotion to or from a new work unit/team a) b) c) d) e) f) AWA Reaulations Disclaimer-The AWA Plan is a privilege for all non-union employees subject to the supervisor's discretion for the staffing needs of their department. While every effort will be taken to accommodate the AWA Policy for employees, the needs of the corporation must be met. 1 Attendance Records - Employees must complete bi-weekly time reports accurately and adhere to the established work schedule. Time sheets should reflect actual hours worked and employees should not record any hours for scheduled time off. 2 Breaks and Lunch Periods - Breaks are a safety and service requirement. Participants shall not accumulate breaks towards hours worked. The lunch period shall not be reduced to less than thirty minutes 3 Personal Appointments - Whenever possible, personal appointments should be scheduled for the employee's regular time off. On occasions where this is not possible appointments requiring less than % day, time can be made up throughout that pay-period. Where more than % day is required, this time must be used as a vacation day or a LOA day. 4 be the employees participating in staggered work hours will hours of 7 per day and 35 per week, in accordance with Vacation - Vacation accrual for calculated based on the "normal" applicable vacation schedule 5 Employees taking earned vacation must record the actual number of hours used consistent with their AWA schedule. For example, an employee using vacation on a day when he/she was scheduled to work 7.5 hours, must deduct 7.5 hours from his/her vacation bank. 6 be wi Page4of5 Sick Leave - Sick leave accrual for employees participating in staggered work hours calculated based on the "normal" hours of 7 per day and 35 per week. 30 \\CTY _FS_1ISYSIUSERSIVANDENPMIREPORTSIFLEXTIMEIFinal Policy January 2001 ,doc 7 5 be paid statutory holidays wi Statutory Holidays - As statutory holidays are a non-earned credit, based on "normal" working hours of 7 per day. 8 For statutory holidays which fall on work days when an employee is scheduled to work more than 7 hours, the employee may adjust the remaining hours in the week or use accumulated vacation, overtime or floating holiday hours to make up the difference, subject to supervisory approval. If this is not possible, the employee may revert to his/her "regular" schedule for that cycle. II-time employees wil based on "normal' Bereavement Leave As bereavement leave is a non-earned credit, all fu be entitled to bereavement leave provisions, as per the applicable policy, working hours of 7 per day. 9. When bereavement leave is taken on a work day for which an employee is scheduled to work more than 7 hours, the employee may adjust the remaining hours in the week or use accumulated vacation, overtime or floating holiday hours to make up the difference, subject to supervisory approval. If this is not possible, the employee may revert to their "regular" schedule for that cycle. working hours of be based on "norma 10. Jury Duty/Court Attendance - Days off for Jury Duty wi 7 per day. When Jury Duty/Court Attendance is taken on a work day for which an employee is scheduled to work more than 7 hours, the employee may adjust the remaining hours in the week or use accumulated vacation, overtime or floating holiday hours to make up the difference, subject to supervisory approval If this is not possible, the employee may revert to their "regular" schedule for that cycle Overtime - If an employee is required to work the AWA scheduled day off, due to unforeseen circumstances, additional time off will be credited to the next pay-period. 11 be training courses and conferences wi 12. Training/Conferences - Employees attending outside paid based on the "normal" work hours of 7 per day. For outside training/conferences, which fall on a workday for which an employee is scheduled to work more than 7 hours, the employee may adjust the remaining hours in the week or use accumulated vacation, overtime or floating holiday hours to make up the difference, subject to supervisory approval. If this is not possible, the employee may revert to their "regular" schedule for that cycle. If the outside training/conference falls on a scheduled day off, the employee may take another day off in lieu within the same pay period which is mutually convenient to the employee and immediate supervisor. Page 5 of 5 1 3 \\CTY _FS_1ISYS\USERS\VANDENPM\REPORTSIFLEXTIME\Final Polley January 2001.doc REPORT TO COUNTY COUNCIL Director of Financial Services Linda B. Veger, FROM 2001 1 February DATE Software et- SUBJECT: ntroduction In 2000, Council approved a recommendation that in addition to operations budgets, staff prepare capital budget requests beginning with the 2001 proposed budget. Some minor changes are required to our methods of recording invoices to separate capital expenditures from operations expenditures. Discussion A job-costing module is available as an add-on to our accounting software. It allows the expansion of certain information that will separate operations and capital expenditures without affecting our generai ledger. This will allow staff to compare budget to actual without having to track information manually. The quote includes taxes The quoted price for this add-on is $4,980 including applicable installation, configuration, and training the job costing module be Recommendation THAT, as an add-on to our current accounting software purchased at the quoted price of $4,980.65; and, the Information Technoiogies Reserve account. to the purchase be expensed THAT Approved for submission Respectfully submitted MarK. Chief Administrative Officer 32 Linda B. Veger Director of Financial Services 02/06/01 capbudgetsoftware REPORT TO COUNTY COUNCIL Director of Financial Services Linda B. Veger, FROM 2001 January 31 DATE ementals Write-Offs and Su SUBJECT ntroduction The County has traditionally budgeted conservative amounts for both write-offs and supplementals based on previous years' experiences. The 2000 budget included a net income amount of $25,000 on these two lines. These tax adjustments come about through appeals, changes is use, changes to the property, and legislative changes. As these changes affect taxes paid, the lower-tier Municipalities share additional income or expense with the County and the School Boards. Discussion The introduction of the Fair Municipal Finance Act, including current value assessment (CVA), affected many taxpayers, some unfairly. To correct some of the problems created by CVA the Province introduced capping iegislation for the years 1998, 1999, and 2000 and have since legislated an ongoing cap of 5% per year until "fairness" has been achieved. Many taxpayers appealed their assessed values or their realty tax class. These appeals have now been processed and the County is experiencing more adjustments than in previous years. There have also been some rather sizeable shifts from the industrial class to commercial. $115,921 $353,825 $237,904 rocessed To date the Count Supplementals Write-offs Net Expense to Count reasons for this large net Treasurers, some As discussed with several of the lower-tier expense are: the adjustments cover the adjustments cover Most of these appeals have been settled In 2000 1998,1999, and 2000. Misclassification of commercial property as industrial three years. CV A on undeveloped lots reduced for the three years. Province broadened the definition of commercial property. The legislative change passed after the 2000 roll had been set. A number of industrial and large industrial properties switched from industrial to commercial with a significant dollar impact. however again · · · · Conclusion The Treasurers have advised there may be more large adjustments depending on the outcome of appeals. With input from lower-tier Treasurers, senior staff will closely review 33 02/06/01 woffsandsupps the dollar amount for supplementals and write-offs for the 2001 proposed budget for presentation to Council. Recommendation: For your information. Respectfully submitted. Approved for submission. ~ ;i&J- Linda B. Veger ~ Director of Financial Services Chief Administrative Officer 02/06/01 woffsandsupps 34 REPORT TO COUNTY COUNCIL Director of Financial Services Linda B. Veger, FROM February 5, 2001 DATE Roads Maintenance Pavments Count SUBJECT ntroduction The County makes payments to the Lower-Tier Municipalities to cover maintenance costs on County roads. These payments to the iower-tier follow the levy payment schedule - approximately 25% March 31, approximately 25% June 30, 25% each on September 30 and December 15. The Township of Malahide has asked the County to review the payment schedule - see attached copy. Discussion Expenditures for most of the departments within the County approximate 1/12 of their budget per month. However, Engineering expenses are cyclical with major cash requirements during the summer months. Also, Engineering represents approximately 49% of our net levy (2000). Winter control may be as much as 40% of the lower-tier's maintenance budgets with expenditures occurring November to March and a concentration of expense in December and January. This can create a cash-flow problem for the lower-tier. The Municipalities collect their first interim payment from taxpayers from late February to mid March. A change to the payment schedule may be in order, however any change may have a negative effect to the County's cash position. The County's annual budget anticipates the first levy payment at the end of March along with the cash requirements for Engineering and other projects. Financing costs are considered in the final budget request. schedule be maintenance payment the that requested The Township of Malahide has accelerated as follows 12.5% of allocation for a total of 50% 6.25% per month for the balance of 50% January, February, March, and Apri Remainder of the year Looking only at the road system, the lower-tier experience high costs in the winter months and the County in the summer months. Another option to the above, to keep financing costs to a minimum, may be to issue payments as follows: 12.5% per month for a total of 50% 25% each payment for a total of 50% 30 Apri January 31, February 28, March 31 September 30 and December 15 relieving the Lower-Tier the County and 35 This schedule follows the cycle of expenditures for both financing pressure at both levels. 02/06/01 roadsmaint Recommendation THAT the payment schedule to the Lower-Tier Municipalities for County roads maintenance change to 12.5% of the total allocation for each payment January 31, February 28, March 31 and April 30, and 25% of the total allocation for each payment September 30 and December 15 Approved for submission Respectfully submitted a Administrative Officer 36 Linda B. Veger Director of Financial Services 02/06/01 roadsmaint County of Elgin 2001 Roads Mainenance 2000 Maintenance 6,480 287,820 394,200 309,960 408,240 331,560 288,900 28-Feb 31-Mar 810 810 35,978 35,978 49,275 49,275 38,745 38,745 51,030 51,030 41 ,445 41 ,445 36,113 36,113 253,395 253,395 31-Jan 810 35,978 49,275 38,745 51,030 41 ,445 36,113 Aylmer Bayham Central Elgin Dutton/Dunwich Malahide Southwold West Elgin 160 2,027 wi 253,395 Payments based on 2000 until 2001 budget has been approved. Adjustment be made either with the March or April payment depending on approval Payments are 12.5% for each of January, February, March, and April. 25% for September and December. 3/15/01 rdsmaintpymts cÞ ¡{/ol ~ ~#/ 1;5/,";( ~ I "J~'Y(;:vþ. \(/. ~~fr VV C j/" J( ~r) [I 87 John Street South, Aylmer, Ontario N5H 2C3 Telephone: (519) 773-5344 Fax: (519) 773-5334 Email: malahide@township.malahide.on.ca www.township.malahide.on.ca Township of MALAHIDE 2001 5 JAN ~I'¡ 'l!i'\". 3.2001 County of Elgin, 450 Sunset Drive, St. Thomas, Ontario N5R SVI January Dear Sirs: County Road Maintenance Agreement. RE: 2000 THAT Malahide Township Council request the County's consideration to modifying Section 4 of the County Road Maintenance Agreement, Payment to the Township, as follows: (1) THAT the following monthly payment schedule be adopted: by the end January, February, March and April monthly payment of 12.5% each month of the total annual allocation. By the end of May, June, July, August, September, October, November and December a monthly payment of 6.25% each month of the total annual allocation. (2) THAT the cost of additional road maintenance/repair services be invoiced monthly to the County of Elgin and the County shall pay the said invoice forthwith. passed the following Resolution on December 21 Malahide Township Council Yours very truly, TOWNSHIP OF MALAHIDE a~ R. MILLARD, C.A.O./CLERK 37 3.wpd jan rdmainten C:\MyFiles\diana's files\Randy 2001 \elgin WILSON Treasurer treasurer@township.malahide.on.ca SUSAN E. Emai RANDALL R. C.A.o./Clerk Emai!: clerk@township.malahide.on.ca MILLARD 87 John Street South, Aylmer, Ontario N5H 2C3 Telephone: (519) 773-5344 Fax: (519) 773-5334 Email: malahide@township.malahide.on.ca www.township.malahide.on.ca Township of MALAHIDE 12,2001 January 2001 JAN 1 '7 ';i, County of Elgin 450 Sunset Drive St. Thomas, Ontario '~~~N ;f'<r L" N5R 5VI ~.~ '" ,.~ Dear Sirs: County Road Maintenance Agreement Malahide Township Council endorsed a resolution on December 21,2000 requesting County Council's consideration in modifying the Maintenance Agreement. The second part of this resolution reads as "THAT the cost of additional road maintenance/repair services be invoiced monthly to the County of Elgin and the County shall pay the said invoice forthwith." This portion of the resolution was poorly worded and requires clarification so that County Council can more cleatly understand Malahide's intent. RE When referring to "additional" services, Malahide's intent was to refer to supplementary work that exceeds the normal maintenance/repair services and work that was previously approved by the County Engineer. The intent was to cover situations when the Township was acting as a contractor on behàlf of the County for a specific and previously approved project or when the Township, as previously approved by the County, does extra work in order to comply with the minimum maintenance standards. We did not mean to imply that Malahide would take it upon ourselves to incurs expenses and charge the County of Elgin without previous authorization by the County Engineer to do such work. A more appropriate wording could read; THAT the cost of pre-authorized expenditures of supplementary road maintenance/repair services be invoiced monthly to the County of Elgin and, subject to the approval by the County Engineer, the County shall pay the said invoice forthwith, We apologize for the confusion. intent. avoid any misunderstandings as to the I trust this will I ), ~ 38 r Yours very truly, TOWNSHIP OF MALAHIDE ~¿/CC¿)J2T"- Susan Wilson Treasurer SUSAN E. WILSON Treasurer treasurer@township.malahide.o~.ca Emai RANDALL R. MILLARD C.A.o./Cbk Email: clerk@township.malahide.on.ca REPORT TO COUNTY COUNCIL Cathy Bishop, Manager of Library Services, Harley Underhill, Director of Human Resources, Linda Veger, Director of Financial Services and Mark G. McDonald, Chief Administrative Officer. FROM January 30, 2001 SUBJECT: THREE YEAR COMPUTER PLAN AND IT AUDIT DATE Introduction In November, Council directed staff to issue a request for proposals for an Information Technologies (IT) systems audit, including hardware, software and human resource needs. Considering that the County maintains more than 150 PC's, several peripherals and software applications, employs three positions (and one contract consultant) exclusively dedicated to automation, and is involved in a number of significant IT projects such as Connect Ontario, Records Management and Council Automation, it was time to conduct an overall review. Discussion A request for proposal was issued and five firms replied to the request. Each bid was analysed based on relevant experienc.e, familiarity with municipal operations, depth and breadth of the proposal, quality of bid and completeness and, of course, price. The proposals were short-listed based on the evaluation criteria and two firms were invited for interview. The bids ranged in price from as low as $8,000.00 to a high of approximately $36,000.00 with one bid being disqualified as incomplete. The two lowest bids were discounted as they ranked low in some categories of analysis. ( an in at their Following the interviews of the two most qualified firms, the firm of LGS affiliate of IBM) is being recommended. LGS has completed similar work least three other municipalities and reference checks have confirmed expertise. Based on the bid proposal, the work should be completed in two to three months with a full report to Council complete with recommendations and an action plan. 39 2 Conclusion The total cost of the proposal including expenses and GST is $33,725.00. Considering that the County maintains approximately $400,000 worth of equipment, utilizes over 30 telephone lines and employs three FTE's, the investment in this study to ensure we are utilizing best practices seems reasonable. In addition, the computer reserve account contains enough funds to cover these costs in 2001 without impacting the levy. phases and deliverables IS the project nformation, a copy of For Council's attached. Recommendation That LGS Group Incorporated be awarded the contract for the preparation of a Systems Audit and Three Computer Plan for the County of Elgin at a total cost not to exceed $33,725.00 including all expenses and GST; and Reserve Account. the Computer That the funds for the study be allocated from All of which is respectfully submitteq Catny Bis p Manager of Library Services Approved for submission bnald, Administrative Officer Marl Chief 40 & Three Year Computer Plan County of Elgin - Systems Audit 4. EXPLANATION OF PROJECT PHASES & DELlVERABLES Definition To ensure that your expectations are met, it is essential we agree up ftont on the project's scope, critical success factors and the way it will be managed. LGS describes identification of these factors and description of how they will be met in a document called a Project DefInition Statement (PDS). The PDS is used as the base document to plan and manage the project and it's deliverables and serves as a powerful communication tool during the progression of the project. - Project Phase 4,1 ThePDS contains Project objectives and team mandate Project scope and approach Major deliverables and their acceptance process Critical success factors Project risks/constraints and a risk plan Organization and staffmg including roles and responsibilities Processes (Change Management and Issue Resolution) Communication, reporting and quality assurance processes Detailed project plan, schedule and confIrmation of costs · · · · · · · · Team · Key items that will be addressed during preparation of the PDS include · The physical location and work environment that is required to support the Project · The technical tools and techniques that will be employed · How the LGS team will integrate and interact with the Town's team to ensure maximum co-operation and productivity The quality assurance standards that will be employed Preparation of a preliminary project plan to effectively monitor and manage pro gress within the project The requirement workshops schedule and participants · · · The process of creating the PDS includes holding a project initiation meeting. The LGS Senior Consultant and Analysts as well as the Project Steering and Working Committee, focus group and other representatives of the affected business areas, should attend the meeting. During this meeting, we confIrm our approach and deliverables, review the organization, identify the key stakeholders and clarify the involvement of the sponsor, the user groups, management and staff of the affected business units. This will identify our contacts and decide how this project will be internally communicated. In addition, we gather copies of existing relevant documentation. ~. LGS 1 4 Page 9 ---- ---- - - - -- --- = :-:. === =="= ~ = Couuty of Elgin - Systems Audit & Three Year Computer Plan Once complete, the PDS can also at this point be adapted by The County of Elgin and used for future and on-going project work. It will aid in your own processes and communications within your IT and business departments. I 4.2 Phase - Business & Technical Review/Requirements LOS will undertake a review of the Town's business and technical needs, identifying areas of opportunity and developing strategies that will make most effective and appropriate use of technology to achieve the stated goals. We should review existing pending IT projects and identify existing technical skills, tools and constraints currently in place. Each service review will also identify risks and constraints associated with possible technical initiatives. The opportunities will be prioritized according to business criteria developed with your stakeholders. and the the business requirements document There are really two deliverables in this Phase technical requirements document. 4,3 Business Requirements Document (BRD) The focus of this deliverable is to identify and document all of the relevant business requirements for the County of Elgin. In order for the fmal strategy to fully meet the needs of the business user and the enterprise, it is vital that all requirements are identified as completely as possible. Some of the information will already have been gathered ftom the previous phase. During this step, the requirements are formally identified in the Business Requirements Document. The BRD will clearly defme: · The end users of the systemsltechnologies · Business requirements to be satisfied by the strategy · The scope of the function required · User requirement interdependencies. the BRD include of scope, yet they do have items that · Process flows Hierarchical dependencies between requirements Lateral dependencies between requirements Interface requirements and dependencies Future release ideas - these may be items that are clearly out some future usage and you d~ not wish to forget about them. will be addressed during preparation of Key · · · · The BRD will embody all of the relevant business requirements to be satisfied with the fmal solution, This document provides a narrative and pictorial view of the requirements as well as identifying out of scope items. Through the application of the Use-case process, the ,,~ .~'C~ LGS 42 10 Page ---- ---- - - - -- --- - ---- - - _._-- =='= ": = County of Elgin - Systems Audit & Three Year Computer Plan for use during requirements can be easily transferred into a Functional Specificatiou document the execution of the strategy. TIlls is the most complex deliverable for this project. It is clear from the RFP that the cross section of business areas and responsible individuals is varied and quite extensive. We will be involved with team members from the six Departments in The County _ namely: Homes For Seniors, Library, Engineering, Human Resources, Administration and Finance. All of this adds up to a large number of requirements from a wide variety of areas. Our methods shine in this sort of environment. It is, however, important to remember that this will add to the time required to accurately compile the requirements. and Organizing the requirements ensures that all "real" requirements are captured: the project manager's expectations are documented, the technical requirements have been considered, the end users are getting what they are asking for. The documentation of the requirements is done with Use Cases. A Use Case is a narrative and diagrammatic description of how any system is to be used. It orgartizes the business requirements in clear and familiar terms so that both the project team and the end user can understand the interaction. A use-case diagram is used to show the static relationship among actors and use cases within a system. Actors are defmed as anything external to the system such as a kind of user or an external system that interacts with the system. One of the primary benefits to this approach is the ease in which use-cases translate from the business into a functional requirement. TIlls seamless transition ensures that the fmal solution does in fact support the business requirements 4.4 Technical Review & Requirements Document to confmn the technology inventory, to document the existing to validate the technical compatibility both with existing Înfiastructure The purpose of this deliverable is technical architecture and and future direction. document will clearly outline: Existing Înfiastructure layout resource utilization Current system IT inventory. TIlls · · · include: Key items that will be addressed during the preparation of the document · Areas of responsibility within the Town · Identification of key contacts with IT department · Future growth potential of the Town with respect to IT requirements · Stability of the IT Inftastructure. ~. LCEiS 43 11 Paae " ---- æ ;;: ~= ===':" = & Three Year Computer Plan County of Elgin - Systems Audit This process includes analysis of the documents, an assessment of current IT infrastructure and initiatives in progress, a review of major data structures and database orgartization and any architectural plans in existence and a study of activities and business policies or legal/security constraints affecting the business operations. AIl of this will ensure the project team sufficiently understands the Town's existing operations. This will be achieved through reviews of the procedural documentation, observation of the business activities, interviews and a confIrmation workshop with key stakeholders and staff. I KEY DELIVERABLES Software and Hardware Recommendations - Three-Year Plan Best Practices Recommendation for HR 5. Key Deliverables This plan will guide Elgin's business units in moving from the current situation to the target environment in a cost effective and manageable manner so it will read as a business document. While it is difficult to define exactly what this will contain until we are well into working with you, you should expect to see: I I 3 years u1Ì"~,, ,es, with focus on requirements A summary of key business objectives Overall approach and recommendations - a plan for the next An action plan for 1- 3 years identifying high-priority '-:'^"', technology related opportunities Time and cost factors where possible of alternatives Specific mapping of architectural decisions to busines: 1 :chnical Buy vs. build vs. reuse decisions A staffing / resourcing analysis and recommendation A process model for ongoing review of technology re lsiness requirements · · · · · · · · I I I to Team and the Management will be provided to A fmal presentation of these deliverables County Council I All reports will be provided electronically, using Microsoft Word, with 20 printed copies of the final document. (as requested) I I OUR STUDY TEAM LGS recognizes that assigning the right team with the right mix of skills and experience is perhaps the most critical project suc,;ess factor. The team must be adept at understanding both your user's needs and the architectural needs to develop a viable solution. The ideal team is comprised of individuals with appropriate business and technical backgrounds, excellent communication skills and significant management experience. ..,. Lc:iS 44 Page 12 6. ---- ---- - - --- --.- ----- - - - --- ---. - ---.- I REPORT TO COUNTY COUNCIL JUSTIN LAWRENCE, ENGINEERING SERVICES FROM JANUARY 29,2001 SUBJECT: PROPOSED AMENDING BY-LAW 01-05 TO THE ROAD CONSOLIDATING BY-LAW 99-17 DATE Introduction to give authority to the n three forms the road system and These by-laws generally exist and consolidating by-laws by-laws serve to identify county to operate and maintain this system establishing by-laws. amending by-laws road system County Amending by-laws serve to When the number Discussion/ Conclusion Establishing by-laws serve to designate a new system of roads update of amending difficult, it is by passing a road system schedule the establishing by-law with additions and deletions by-laws make an accurate description of the existing county desirable to consolidate the amendments and the origina Road system by creating an roads that require updating. will form Schedule 'A' of the passed a Road Consolidating By-Law for the Elgin County land transfers have taken place and road #54 has been ~< Elgin M of :mts the County ~I Attached are the 26 amended pla,,~ with a cover page. and a table of proposed By-Law 01-05 consolidating by-law. 999 Since then, many would be prudent to update County Counci On June 8, 1 road system assumed. It amending by-law. These plans along the Amending Administrative Officer be authorized to sign to the Elgin County Road System Recommendation THAT the Warden and the Chief By-Law, known as By-Law No. 01-05 APPROVED FOR SUBMISSION (i /1 ! MA NALD 4 5cHIEF ADMINISTRATIVE OFFICER RE5.PECTFULL Y SUBMITTED () ,-",/ é~.-¿:,-é..- JU TIN LAWRENCE, P.ENG ENGINEERING SERVICES REPORTTOCOUNTYCOUNC~ Sandra J. Heffren Deputy Clerk FROM: 2001 January 31, DA TE: SUBJECT: New Format for Corporate Business Cards which have a white Backoround: Councillors, as well as staff, are supplied with corporate business cards background with the County Crest and text printed in blue ink. Discussion: Staff have been investigating a new format for business cards that would include the County Crest printed in colour and match the style and format of our County letterhead. A price was requested from our current supplier of crested letterhead to produce business cards with an off- white background, imprinted with the coloured crest and text in black ink (see attached). To save costs the coloured crest business cards can be printed in large quantities, paid upfront, and held in stock until needed. The supplier would imprint the names as required, and if text or the County map were desired on the reverse side, a charge of $75 for any quantity would apply. By ordering the business cards from the current supplier we save on the logo set up charge ($50) and if purchased in bulk the County would save approximately $20 for each card lot ordered, over what we pay for the blue imprinted cards. There are 38 sets of business cards used by Council and staff throughout the Corporation. Conclusion: The change to the coloured crest on business cards would reflect the tradition associated with the County Crest and the change to black ink ties it into the printing on the County letterhead. Ordering the business cards in bulk (10,000) will save the County approximately $740 over what it would cost to produce the cards in the present format. Recommendation: THAT all corporate business cards be ordered in a standardized format on off-white business card stock with the County Crest in colour and text in black ink; and cards be replenished upon depletion of existing supplies; and THAT an initial supply of 10,000 be ordered from Impressions Printing at a cost of $973.46 plus taxes and imprinted with persons' names as required. Orders would b.e combined as much as possible to reduce costs. THAT business ApprO' M. G. McDonald 4 6Chief Administrative Officer 01/31/2001 13:02 FAX 5196338531 IMPRESSIONS I4J 01 . . Im~r~Sslons QUOTATION - rtnt,ng GST & PST EXTRA January 16, 2001 Estimate 14768-000 /' Requested By: J ~í)r Company Name: COUNTY OF ELGIN CLERK'S OFFICE 450 SUNSET DRIVE ST. THOMAS, ON N5R 5V1 Salesperson: DAN CARTER øú/...Þ Job BUSINESS CARDS PRINT PROCESS '1~I1MO~f2AY'b!A.f: -(l-fG Description: COLOUR ONE SIDE ON ~pe VIA NEUTRALS SMOOTH COVER Nt}l (?f5 ¡0 yø CflGS-î: NATURAL 0 ¡(tfÇ> ~ LEAVE la-UP ON 10 X 13 ]::Mt'I2I") ({f11 FOR FUTURE IMPRINTING Ai,-í () µ -« ~¡Lh 1 CARD SIZE 3 1/2 X 2 -- Additional IMPRINT BLACK INK 200 ADD $25.00 TO ANY QUANTITY FOR ~ Comments: THERMO ENGRAVING 1 NAME 35.00 2 NAMES 22,50/N ~ORTE~1 5 NAMES 13,OO/N EXTRA FOR MAP IMPRINT ON BACKS 10 NAMES 9.00/N $75,00 ANY QUANTITY Customer PURCHASE ORDER to Supply: Quantity: 5,000 7,500 10,000 Quote $: 817.44 892.57 973.46 Per 1000: 163.49 119.01 97.35 HEAD OFFICE HAMilTON OFFICE 31 Laing Boul evard 50 Adele Court St. Thomas, ON N5P 324 Hamilton, ON L9B 2P8 Ph, 519-633-1580 47 Ph. 905-389-2578 Fax 519-633-8531 Fax 905-389-2578 QUOTATIONS ARE SUSJECT TO CHANGE BASED ON PAPER MARKET PRICES AT TIME Of ORDER, ALL ORDERS ARE SUSI" ï 10 +1- 10% OVER/UNDER RUN AND WILL BE BILLED PRO RATA AT QUANTITY ORDERED, QUOTATIONS SUBJECT TO VIEWiNG MATERIAL WITH INfORMATION PROVIDED, COUNTY OF ELGIN 450 Sunset Drive St. Thomas, Ontario N5R 5V1 48 County Office (519) 631-1460 Residence (519) 785-2298 Fax (519) 633-7661 Duncan J. McPhai 2001 Warden Elgin County Counci Karen Dunn, Emergency Measures Co-ordinator & Ryan Cox, Commanding Staff Sergeant, Elgin County OPP To: From: 2001 Telecommunications Equipment for the Emergency Operations Centre January 31st Date: Re: Introduction Upon recommendation from County Council, on January 25th, 2001, representatives from Elgin County OPP, Chatham OPP Communications Centre, London Central Ambulance Communications Centre, St. Thomas Police, St. Thomas Fire, and Spectrum Communications met to discuss the prospective purchase of a base radio communications centre for the Elgin-St. Thomas Emergency Operations Centre. emergency our to respect with ntroduced Fresh and nnovative ideas were communications base radio system Discussion All representatives agreed that the proposed base radio communications package was a valuable and economically priced asset to our emergency operations centre. The ideas introduced at this meeting included: · The purchase of portable mag-mount antennas for each radio so that the radio system would be portable. This would mean that the radios can travel to a local municipal emergency operations centre and be used at that location in the event of a local emergency. · The purchase of hand-held sets for each radio to reduce the noise level in the communications room (like a telephone receiver that plugs into the radio). · The addition of two antennas on the roof. The first would be for the field radio so that it could be utilized in the communications room if it is not needed in the field. The second for the OPP so they have easy access to an antenna to plug in the radios they bring into the communications room. Normally, OPP have a tower they would set-up; however, if one is available there is a time factor involved for setting it up. There is also the possibility that a tower will not be available to Elgin and St. Thomas if the emergency extends beyond our jurisdiction. Throughout this meeting dual purposes of this communications system came to light. On a daily basis, as mentioned in the previous report, the Manager of Engineering Services will be able to use the radio designated to Public Works to contact Elgin and St. Thomas Works Departments. We have also been approached by the Central Ambulance Communications Centre with a request that the radio designated to the Ambulance could serve as a back up to their 49 could that the London system is inoperable, our system to dispatch Elgin and St. Thomas Ambulances system. n the unlikely event assist them as a secondary means The Central Elgin Fire Chief has also expressed an interest in "tapping into" the communications base. Radio communications from his office are not as effective as he would like them to be and he wishes to utilize the antennae to improve his communications capabilities. Tapping into the system with daily use will ensure the viability of all antennae. This could be done by rotating communications from antenna to antenna on a monthly basis, with the expectation that any deficiencies found in the system be reported to the County's Emergency Planner. The Public Works radio is on a specialized antenna so antenna rotations could not effectively be accomplished using this radio. The Cost: On January 30th, 2001, Spectrum Communications' employees visited the Administration Building to assess our needs and requirements for a radio communications base. After examination, our base system plus all enhancements from the original quote are available for approximately $30,000. County/City funding required is as follows: $30,000.00 $12.887.10 $17.112.90 Total Cost: Telecommunications Equipment JEPP funding: Remaining Cost: $6,845.16 $10.267.74 City Portion (40% of$17,112.90) County Portion (60% of $17,112.90) maintenance of the ($1,800.00 County and The annual cost for the license for the frequencies and telecommunications base will be approximately $3,000.00 per year $1,200.00 City). 50 of the amount funding In approved JEPP Recommendation THAT County Council utilize of the Government $12,887.10; AND THAT County Council approve funding in the 2001 budget, in the amount of $10,267.74 to purchase a base radio communications system for the Joint City/County Emergency Operations Center; subject to confirmation of the City of St. Thomas for its share of the project costs; AND THAT $3,000.00 be set aside In the annual budget for maintenance and licensing fees for the base, the cost of which to be shared by the City of St. Thomas and the County; radio communications In the base ize to uti AND THAT all municipal councils be entitled the event of a local emergency; AND THAT the Central Ambulance Communications Centre be permitted to utilize the base radio designated to Ambulance in the unlikely event that the London Central Ambulance Communications Centre is not operable; AND FURTHER THAT the Central Elgin Fire Chief be able to utilize the antennae on a daily basis subject to the understanding that the antenna will be disengaged from his system in an Elgin or St. Thomas emergency. which is respectfully submitted All of Emergency.Measures Co-ordinator Elgin County OPP Commanding Staff Sergeant flJ-¡ ELGIN PHOGRAPHIC HERITAGE SOCIETY C/O Elgin County Library 450 Sunset Drive Sf. Thomas, Ontario N5R 5Vl President Mr. Ken Verrel 16, 2001 Mrs.Cathy Bishop Manager of Library Services Elgin County Library 450 Sunset Drive St. Thomas, Ontario N5R 5V1 January Cathy As you are aware the volunteers of t~e Elgin Photographic Heritage Society have been working on indexing the glass and plastic negatives from the Scott-Sefton Collection that was donated to the Elgin County Library. Our ultimate goal has always been to make them available to the public. Dear We are very grateful that Elgin County Council and the library staff have always supported our endeavours and believes that it is very important to preserve this collection for the people of Elgin County. The Photographic Heritage Society feels that the time is right to give something tangible back to the people of Elgin County. After discussing our possibilities as a group, we felt that it would be well received by the community to publish a book on some of the rare photographs of the Scott-Sefton Collection. We have investigated the possible cost of producing 500 soft cover volumes and 500 hard cover volumes. Production costs should not exceed $30,000. The intention would be to have the book ready for sale in November of 2001 in time for Christmas. The Elgin Photographic Heritage Socièty would gratefully appreciate it if you could assist us in presenting a request to County Council. We are certain that we can pay the loan back to the County over a three-year period through the sale of the books. this matter and look forward to hearing from you We appreciate your consideration to soon. Respectfully Yours ~ 5 Mr. Ken Verrell, President Elgin Photographic Heritage Society County Counci Cathy Bishop, Manager of Library Services Members of REPORT TO: FROM 18,2001 Rare Scott-Sefton Collection of Photographs January DATE: SUBJECT INTRODUCTION/BACKGROUND Mr. Ken Verrell, president of The Elgin Photographic Heritage Society has sent a letter to the Manager of Library Services asking for their assistance in presenting a request to County Council for a possible loan to publish a book on some of the rare photographs from the Scott-Sefton collection. For those members of Council who may not be aware, staff would like to give you a brief history of the Elgin Photographic Heritage Society and the Scott-Sefton Collection. T.H. Scott came to St. Thomas in 1879 and founded a photographic studio. His son Murray Scott operated the studio from 1912 to 1955, when he retired and sold to Frank and Clifford Sefton. As the Sefton Family prepared to retire, they were unwilling to see their negative collection disappear into a garbage dump. Consequently, between 1983 and 1989 they donated the negatives and physical equipment found in the studio to the Elgin County Library who would preserve this resource for the people of the County. There are approximately 100,000 negatives in glass and plastic. In 1992, a group of concerned citizens met to form the Elgin Photographic Heritage Society. Their ultimate goal was to have all negatives indexed and made available to the public. DISCUSSION: The Elgin Photographic Heritage Society has investigated the possibility of publishing a book of rare pictures showing Elgin's past heritage. The Manager of Library Services would oversee the project and control all expenditures. Steve Peters, M.P.P. and Don Cosens has volunteered their time to assist with the captions on the pictures. Dean Paddon has volunteered to write a short history on the Scott-Sefton collection and how it came to be. Ken Verrell would provide a list of volunteers for recognition in the book. 52 Rare Scott-Sefton Collection of Pictures Page 2 CONCLUSION The Elgin Photographic Heritage Society would like to request that Elgin County Council financially support the Elgin Photographic Heritage Society in the production of the publication of a book of rare pictures from the Scott-Sefton collection of Elgin's past heritage. The Manager of Library Services would oversee the project and control all expenditures. RECOMMENDATION THAT County Council approve an interest free loan not to exceed $30,000 to the Elgin County Library on behalf of the Elgin Photographic Heritage Society for the production of a book of rare pictures from the Scott-Sefton collection of Elgin's past heritage and THAT, the County Council authorize the Manager of Library Services to proceed with the tender procedure for the production of the book on behalf of the Elgin Photographic Heritage Society and, THAT the Elgin Photographic Heritage Society pay back the interest free loan to the County over a three year period ending December, 2004 through the sale of the books and; budget. the 2001 the County set these funds aside In THAT Approved for Mark MCI Chief Administrative Officer 53 Respectfully Submitted hop of Library Services REPORT TO COUNTY COUNCIL Cathy Bishop, Manager of Library Service FROM: Archives I January 26, 2001 Space Needs Stud DATE SUBJECT: BACKGROUND It was suggested in a report to County Council in May, 2000 that if the City of St. Thomas were to vacate the offices across from Administrative Services the Library Department could possibly relocate to that space. It was also suggested that if the library were to move to Social Services vacated space, the Archives could be located in the lower level of the County Administration Building where Library Services currently is DISCUSSION Social Services has verbally indicated that construction has begun on their new office and that it will take approximately twelve weeks to complete. It is estimated that they wi possibly relocate mid April or the first of May. Another organization has also expressed an interest in the Library Services area. This would mean that the archives would need to relocate. It would be more efficient if the archives could relocate directly below the Library Services area in the present library storage area on the south end of the County Administration Building. East Side the majority of the Rental space would be available in the vacated Library Services area Closer interaction with Administrative Services Opportunity to share personnel resources (vacations, absences etc.) Opportunity to share resources (supplies, photocopiers fax machines etc.) County Services are beginning to move together on the south end of the building Library Collection and staff all in one area Better utilization of space (we now have less staff collection has moved out to the branch libraries) main office & Move to the Main Floor. South Win in Benefits of the Libra · · · · · · · t. Rental space would b~ available in the vacated Library Services area More efficient in terms of work flow More effi.cient in terms of communication between Archivist & Manager of Library Services being on the same end of the building Easy aCCeSS for public Easy access to loading dock 54 Services De, Below the Libra Benefits of the Archives Movin · · · · · Page 2 Space Needs Study CONCLUSION Staff do not have the expertise to develop a space needs study and to estimate the cost of renovations. The development of the archival space will be more in-depth and will have greater capital budgeting implications for this year. Senior staff would like to ask County Council's approval to recruit a firm to conduct a space needs study not to exceed $10,000 and report back to Council with the estimated costs. RECOMMENDATION THAT, the Manager of Library Services be authorized to recruit a firm to conduct a space needs study for the possible relocation of the Library Services Department to Social Services space and the library storage area in basement, south end of the County Administration building directly below the Social Services space for the possible development of an Archives and, THAT the space needs study not exceed $10,000 and, THAT staff report back to Council with the proposed floor plans and estimated construction costs for Council's consideration, THAT the amount be included in the year 2001 capital budget. Approved for Submission D Chief Administrative Officer 55 Respectfully Submitted Cathy Bi op Manager of Library Services Members of County Counci Cathy Bishop, Manager of Library Services January 20, 2001 2002 Sesquicentennial of the County of Elgin (150 years since incorporation as a village) REPORT TO FROM: DATE: SUBJECT: NTRODUCTION/BACKGROUND: In 1952, on the centennial of the formation of the county and city (100 years since incorporation as a village) was an extensive week-long celebration held in the month of August, with joint participation by the county and city. The 1952 Celebration was called, "The Elgin Centennial and St. Thomas Old Home Week." Planning for this event began two years previous to the 1952 event. In the year 2002 the County of EI~in will celebrate it's 150th anniversary and the City of St. Thomas will celebrate its 150 anniversary of their incorporation. The Elgin Historical Society is planning a celebration in 2003 for the Talbot Bicentenary DISCUSSION In this time of rapid change to all aspects of our society, it is very important that we, the County of Elgin celebrate our heritage. The Special Projects Officer-Archives and the Manager of Library Services have investigated the possibility of the County of Elgin publishing an atlas to show Elgin's history in maps, from the earliest times to the present. All of the preliminary research to produce the atlas could be done by the Special Projects Officer-Archives. The atlas could be comprised of the following: 96 pages in total 80 pages of maps (10 in colour) 10 pages of text 5 pages of text & photographs title page · · · · · It could include such things as a map of the known Native Canadian settlements; one or two of the maps drawn by the early French explorers and Jesuit missionaries; maps done by the early British surveyors of Upper Canada; the early township maps done in the 1790's and 1800's by men such as Mahlon Burwell; examples of the famous Talbot maps; and. the Tremaine map of Elgin County. The book could also include pictures of the first building in which Elgin County Council met; the first Courthouse; the second Courthouse; the present Administration Building; and, if possible, a picture of the first Elgin County Council and the present Council. Also planned is an administrative history of the County to show how the County's responsibilities have changed over the years. 56 2002 Sesquicentennial Page 2 Five hundred (500) hardcover atlases could be produced. County Council may wish to give a number of copies to various organizations and dignitaries to commemorate the 2002 Sesquicentennial of the County of Elgin. The remaining copies could be sold for a cost of $75.00 to help offset the cost of production with revenue going back to the County. CONCLUSION If County Council approves the production ofthe atlas; Steve Peters, M.P.P. and Ed Phelps (a historian) are willing to volunteer some of their time to assist with the project. A This atlas would commemorate Elgin County's heritage over the past 150 years. special "book dedication" day could be arranged for various organizations and dignitaries to accept their copies donated by the Members of County Council, 2001 RECOMMENDATION THAT County Council authorize the Manager of Library Services to proceed with the tender procedure for the production of an atlas to commemorate the 2002 Sesquicentennial of the County of Elgin for a cost not to exceed $45,000 and, THAT the atlases be sold at a cost of $75.00 each with all revenue to go back to the County of Elgin and, THAT the cost of the project be included in budget. the 2001 Submission Approved for Respectfully Submitted hop of Library Services Chief Administrative Officer 57 ~~ ¿;£ Frank Clarke Special Projects Officer/Archives REPORT TO ELGIN COUNTY COUNCIL 13,2001 Homes Report #1 for February Marilyn Fleck, Director of Homes and Seniors Services FROM Surplus Furniture - Terrace Lodge February 5, 2001 SUBJECT: DATE tables and chairs round Council authorized the advertisement for public bid for the dining room from Terrace Lodge. ntroductionlBack Discussion/Conclusion There was one bid received to purchase one lot of the furniture, to be six tables and 24 chairs for a total of $120.00. The bidder is Harley Underhill. items for the "public auction' the be included in The remaining furniture wi Recommendation THAT the Director of Homes and Seniors Services be authorized to accept the bid of $120.00 from Harley Underhill for the surplus dining room furniture. Approved for submission: Respectfully submitted: fJueV MarK' Q Chief Administrative Officer 58 '1 Marilyn D. Fle'd< Director of Homes and Seniors Services OF FINANCIAL SERVICES STATEMENT ON CONVENTION EXPEN~ES Q 22-Jan-01 to FIRST REPORT To the Warden and Members of the Elgin County Council, the following is an itemized statement of the conventions attended and expenses paid each Member of Elgin County Council, during the calendar year ending 31 DEC 00. TOTAL FOR ÇOUNCILLQR $ - $ - $ $ $ $ $ $ $ $ 5 ACRO 4 OANHSS 3 AMO 2 OSUM 1 ROMAlOGRA 2000 CONVENTIONS 2,072.75 5,504.28 1,032.00 2,083. 085.20 15 9.10 1,11 499.00 927.35 1,404.45 1,362.45 1,145.40 2,481.73 1,032.00 720.70 COUNCILLOR BOND, K. ClUTTERBUCK, P. HABKIRK, R. MCPHAil, D. J. ROCK, D. M. STEWART, M. H. vanKASTEREN, A. VAN BRENK, R. WALTERS, W WilSON, J. R 1 085.20 1 11,777,38 $ 1,119,10 $ 499,00 $ $ 3,694,25 1,145.40 $ 5,319.63 $ TOTALS figures Include G.S.T. AI ROMA/OGRA RURAL ONTARIO MUNICIPAL ASSOCIATION ONTARIO GOOD ROADS ASSOCIATION ONTARIO SMAll URBAN MUNICIPALITIES ASSOCIATION OF MUNICIPALITIES ONTARIO ASSOCIATION OF NON-PROFIT HOUSING FOR SENIORS AMO COUNTIES AND REGIONS OSUM AMO OANHSS ACRO MARK. DONALD CHIEF ADMINISTRATIVE OFFICER 59 respectfully submitted -v~c LINDA B. VEGE DIRECTOR OF FINANCIAL SERVICES All of which is IJ' C) I 2000 CONVENTION EXPENSES 1 1 2 2 3 3 4 4 5 ~ 6 6 TOTAL UNUSED FROM COUNCILLOR ROMAlOGRA ROMAlOGRA OSUM OSUM OMSSA OMSSA AMO AMO OANHSS OANHSS ACRO ACRO CONVENTIONS $1,500 MAXIMUM REGISTR- PER DIEM REGISTR- PER DIEM REGISTR- PER DIEM REGISTR- PER DIEM REGISTR- PER DIEM REGISTR- PER DIEM TO (PER DIEM ATION TRAVEL ATION TRAVEL ATION TRAVEL ATION TRAVEL ATION TRAVEL ATION TRAVEL DEC. 31199 & TRAVEL) BOND, K. $0.00 CLUTTERBUCK, P. $0.00 $1.500.00 HABKIRK, R. 225.00 920.40 347.75 579.60 $2,072.75 $0.00 MC PHAIL, O. J. 278.20 2,203.53 304.95 1,099.50 499.00 246.10 873.00 $5,504.28 ROCK, D. M. 1,032.00 $ 1,032.00 $468.00 STEWART. M. H. $0.00 $1,500.00 vanKASTEREN, A. 278.20 442.50 304.95 1,057.50 $2.083.15 $0.00 VANBRENK, R. $0.00 $1.500.00 WALTERS, W. $0.00 $1,500.00 WILSON, J. R. 278.20 807.00 $1,085.20 $693.00 TOTALS $834.60 $4,485.03 $225.00 $920.40 $0.00 $0.00 $957.65 $2,736.60 $499.00 $0.00 $246.10 $1173.00 $11,777.38 $7,161.00 13th Session. 2001 February To the Warden and Members of the Elgin County Counci The following is a statement of the remuneration, mileage and expenses paid to each Member of the Elgin County Council for the period of January 1,2000 to December 31,2000 Amount 32,419.82 7,327.44 7,715.34 7,070.04 7,070.04 7,232.04 6,479.69 5,603.12 1,472.93 883.76 7,446.24 0.00 0.00 90,720.46 I':J.a.m¡¡ MCPHAIL, D. J. HABKIRK, B. VANBRENK,R. ROCK, D. STEWART, M. H VAN KASTEREN, A. J CLUTERBUCK, W.P. WALTERS, B. BOND K. MCINTYRE J. WILSON, J. R. CREVITS D. FAULDS P. TOTAL 98-04, By-Law 98-05 and By-Law 98-08 By-Law ubmission 1 6 ALL which is respectfully submitted Services 13th Session. 2001 February 2000 To the Warden and Members of the Elgin County Counci The following is a statement of the remuneration, mileage and expenses paid to persons appointed to Outside Boards for the period January 1. 2000 to December 31 as authorized by the following By-Laws: 1,777.40 1,479.50 2,364.00 1,599.00 2,796.00 $10,015.90 FORD, A. K. LEBEDZ, T. MENNILL, D. SCHAFER, M. SILCOX, M. TOTAL 1999) 14, 1,280.40 772.64 1,381.80 129.60 62.00 3,626.44 TRAVEL 470.40 24.64 261.80 5.60 MEETINGS 810.00 748.00 1,120.00 124.00 62.00 2 2 2 2 o 10 9 15 o 1 MCPHAIL, D. J. WALTERS, B. WILSON, J. R. BOND, K. MCINTYRE, J. TOTAL $800.40 EXPENSES ALL which is respectfuiiy submitted ~~d Linda Veger ' Director of Financiai $14,442.74 Approved for submission HABKIRK, B. TOTAL MarK Chief Administrative Officer 62 Services 2001 13th CORRESPONDENCE - Februar Items for Consideration David Hartley, Road Superintendent, Township of Malahide, requesting the County Engineering Department's assistance with the re-inspection of their bridge and culvert appraisals. (ATTACHED) 1 Lloyd Perrin, Director of Physical Services, Municipality of Central Elgin, requesting the County Engineering Services Department complete the bi-annual inspection of bridges and culverts. (ATTACHED) 2 Marjory Morden, Town Clerk, Town of Caledon, with a resolution: 1) requesting the development of protocol for joint capital projects involving Boards and Trustees with Town staff and Council members; and 2) requesting more involvement of the Province by funding through the Ministry of Food and Rural Affairs concerning the Environmental Farm Plan. (ATTACHED) 3 Richard Allaire, City Clerk, City of Cornwall, with a resolution requesting the Minister of Health modify the Provincial Funding Formula to ensure equal funding to all Ontario residents for medical services. (ATTACHED) 4 Phyllis Ketchabaw, Clerk, Town of Aylmer, with copy of correspondence requesting the Province to review and reconsider legislation to allow school boards to establish an Education Development Charge. (ATTACHED) 5. Gerry Den Hartogh, Chairman, 2001 Spring Convention Committee, Royal Canadian Legion, requesting 325 County Pins for their "Community Goodwill Packages" to be given out at the convention. (ATTACHED) 63 6. 87 John Street South, Aylmer, Ontario N5H 2C3 Telephone: (519) 773-5344 Fax: (519) 773-5334 Email: malahide@township.malahide.on.ca www.township.malahide.on.ca Township of MALAHIDE FAXED 19,2001 January 2001 JAN 22 County of Elgin Clerk/C.A.O. 450 Sunset Drive St. Thomas, ON N5R 5VI Dear Sir; 18,2001 "THAT Malahide Township Council requests the County of Elgin Engineering Services to assist in the re-inspection of the Township of Malahide Bridge and Culvert appraisals. This will up- date the October 1998 report to current status." on January The following resolution was passed at a meeting of Council SUSAN E. WILSON Treasurer treasurer@township.malahîde.on.ca Email: 64 Thank you for your attention to this matter. Very truly yours, TOWNSHIP OF MALAHIDE 'I", )cj uJ:fL ~ J/ . L ..ý; ~ if)2 David Hartley, Road Superintendent C:\MyFiles\DA VE-LETTERS\Cty ofEIgin Jan 19-01.wpd RANDALL R. MILLARD C.A.o./Cbk Email: clerk@township.malahide.on.ca !Jv(unicipaaty of Centra[ 'ECgin Corporation of the The ·4036 Ph,519'631-4860 Fax519-63 SI. Thomas. Ontario N5R 5V1 Floor, st 450 Sunset Drive, JAN 25 2001 County of Elgin, 450 Sunset Drive, St. Thomas, On N5R 5VI Attention: Mr. C. Watters, P. Eng. Dear Sir: Municipal Bridge Inspections - Municipality of Ceutral Elgin Re: Elgin of the Municipality of Central the Counci 5,2001 Please be advised that at the regular meeting of January passed the following resolution: "THAT: Council receive Report PW-04-0 AND THAT the County of Elgin Engineering Services Department be requested to complete the bi-annual inspection of the bridges and culverts with a span greater than 3 meters, save and except the King George Lift Bridge, in the Municipality of Central Elgin." To clarify, it would be the Municipality of Central Elgin's position that the inspection of the King George Lift Bridge would be contracted out to Dillon Consulting Ltd., due to their intimate knowledge of the mechanical and electrical as well as the structural components on this bridge. We would ask that you confinn your interest in perfonning this service for the Municipality of Central Elgin as soon as possible, in that arrangements may be made in the event that you choose not to perfonn this service. please do not hesitate to contact the undersigned at 519-631-4860 x277. If you have any questions, \,(L~ Yours truly, Lloyd J. Perrin, Director of Physical Services. EO JAil! 2 2 ,2001 , 65 Bridges - Inspections County Roads - General File cc. Page 882 01 P Co 111 6191 CLERH-Elg 416 971 1 519 &33 7&&1 FAX NO. ASSOCIATION OF?-} AMO THU 04:49 PM EST 81/25/81 23:8&:44 JAN-25-0 ,fl· THf~ CORPORA1l0N of THE TOWN OF CAlEDON ~.".",-_._-- '---'-~- 905-584'2272 '800-303-2546 Telephone: Toll Free: - 1EO -"'---' ,----.-. -- ' -------' Box 1000, Caledon East, Ontario. LON 1 All Ontario Municipalities To adopted recommendation GC· ita.1 Projects. Caledon Council at its Genera.l Committee MGeting held January 15, 2001 03,2001 which reads as follows: EmlOcQI for Joint Ca RE public the expenditure of in more accountability taxpayers are demanding WHEREAS funds all public Institutions to spend wisely and plan for AND WHEREAS it is the responsibility of efficient Use of their facilities; AND WHEREAS from time to time the Town of Caledon, the Peel District School Board, or the Dufferin Peol Separate School Board undertake capital projects to build new facilities or expand eXisting facilities; AND WHEREAS use of school facllitil3s by the Town of Caledon may be mutually desirable, or the use of Town facilities by either school board may be mutually desirable; BE IT RESOLVED THAT the Peel District School Board and the Dufferin Peel Separate School Board be invited to explore the development of a protocol with the Town of Caledon for the proper oarly discussion of building or expansion plans between appropriate Board staff and Trustees, and appropriate Town staff and Council Members for the bene'lit of all parties to develop AND FURTHER THAT all municipalities and school boards be encouraged similar protocols for more efficient planning and use of public funds thei for municipalities and al to AMO fOnNarded resolution bo AND THAT a copy of this consld')r8tion and support. by your consideration and endorsement for meeting counci next Please present this resolution at your members of council, Marjory Morden, A.M.C.T Town Clerk, Town of Caledon 66 FIRE DEPT. FAX: 905-584-1477 . FAX: 905-584-4325 Page BIB 02 905-584-2272 1,800,303·2546 P CLERK-Elgin Co Telephone: Toll Free: 619 1EO 416 97 .~, Ontario. LON 1 519 ()33 7()()1 FAX NO AMO %! ,\Ø_ THF CORPOf¡ATION OFTHE. _____ TOWN OF CALEDON ' 13;;-;-1"000, èãïedon East, ASSOCIATIon OF?-) 04:49 PM EST B1/25/B1 23:B7:23 THU JAN-25-0 All Ontario MuniGipatilies To: adopted recommendation GC,04·2001 ðill.iCIJ\ll.lr~I.£'lndinq Exten..i91.! RE the 5,2001 are becoming increasingly essential to General Committee Meeting held January WHEREAS environmental awareness and protection future sustainability of world ecology: Caledon Council at Its which reads as follows the principals that recognize must incorporate AND WHEREAS sustainable food produotion Impact 01 production on the environment; AND WHEREAS the Environmental Farm Plan has been and continues to be an impressive example of a self evaluation process that addresses environmental protection at the primary production level; AND WHEREAS funding for this progrßm has been made available from the Government of Canada through Canadian Adaptation and Rural Development Fund of Agriculture and Agri Food Canada programming be exhausted at the end of the firs1 quarter of 2001 is not prepared to extend funding of i II AND WHEREAS the Government of Canada has Indicated this program; AND WHEREAS those funds wi nancial this initiativo with the Environmental Farm fully In Caledon endorse participate that the Town of must the Province of Ontario THEREFORE BE IT RESOLVED Plan as its own: AND WHEREAS support; AND THAT the Provincial Government through the Ministry of Food and Rural Affairs be lobbied to becomo more fully involved by providing funding AND THAT the Town of Caledon, through the appropriate medium. lobby the Canadian Adaptation and Rural Development Fund of Agrioulture and Agri Food Canada and the Federal Agricultur<D Minister to extend funding for the program; AND FURTHER THAT the Town of Caledon forward this resolution to municipalities province wide for endorsement and the purpose of iObbying the Federal Government to extend funding to this demonstrated suocesslul program members of meeting for consideration and endorsement by your PleBse proscnt this resolution at your next eounci cOlinci!. A.M.C.T. Marjory Morden Town Clerk, Town of Caledon. FIRE DEPT. FAX: 905-584-1477 67 . FAX; 905-584-4325 Page 882 p, 01/02 P.03/0~ CLERH-Elgin Co 6191 513 416 97 1 519 633 7661 FAX NO, ASSOCIATion OF?-) AMO C ITY HALL WED 04:50 PM 0:1:53 EST 81/31/8123:21:17 JAN-31-0 JAN-31-2001 932 2448 RESOLUTION of the Corporation of the City of Cornwall The Council No: 220101 Moved by Councillor: Naresh Bhargava Claude Poirier Seconded by Councillor: PR.OVINCIAL FUNDING FORMULA WHEREAS all Ontario residents are entitled for the same level of medical service without additional financial burden; and the community WHEREAS the restructuring of the hospitals in Cornwall is underway and soon will be facing to raise significant amount of dollars for the hospitals; and WHEREAS the province provides funding of between 50 and 75% of eligible costs to help defr<1Y tho costs. The balance of 25 to 50% of elìgible costs and 100% of the non eligible costs have to be raised/funded locally: and WHEREAS \tIO Provincial funding formula does not take into account of the population. per çapitGl im;ome and the tax base of the munIcipalities and this Imposes an additional financial burden on the residents and the taxpayers. request the Minister of Health to that the Counci NOW THEREFORE BE IT RESOLVED modify the funding formula so that It is fair to all Ontario residents. ¡¡. Similar costs are borne by all Ontario residents for hospital facilitiesfserviœs It takes into account the popUlation served by the hospitals, per capita income of the residents in the area and the tax base for the municipalities served. b. c. FURTHER BE IT RESOLVED that copies of this motion be sent to other municipalities in Ontario, AMO. local MPP and MP for their support. its regul(}.r me"ling of January 22, Certified to be a true copy of a re"Qlulion passed by Clry Council at 2001. I Daled at the City of Cornw.JI County of Stormont this 23'" day of January, r'-""-"~' "T'rlTel 0 rn~ 68 2001 =1 F 46 Talbot Street, West, Aylmer, Ontario N5H IJ7 Office: (519) 773-3164 Fax: (519) 765-1446 Clerk Phyllis Ketchabaw - Administrator . Graves Administration: Wendel February 2. 2001 2001 FEB 5 Honourable Janet Ecker, Minister of Education, 900 Bay Street, Mowat Block, 22nd Floor, TORONTO, Ontario M7 A 1 L2 EDUCATION DEVELOPMENT CHARGE Please be advised of the following resolution passed by Aylmer Town Council on January 22nd, 2001; relative to a new Education Development Charge be .f imposed by the London District Catholic School Board Re Honourable Madam "That Council hereby requests the Province of Ontario to review and reconsider legislation pursuant to Section 257,54 of the Education Act, R,S.O, 1990, c. E.2, as amended, empowering District School Boards with the ability to establish a Education Development Charge, based on the fact that such charges are applicable regardless of school support, and wherein, such broad application of the development charge is unfair when considered in relationship tö individual school support; and further, that a copy of this resolution be forwarded to AMO, the County of Elgin, MPP Steve Peters, Thames Valley District School Board and the London District Catholic School Board," Please give council's resolution your serious consideration 69 kú~ Y~s. truly, 1;Þ~.u., CI k P yllis Ketchabaw AMO véounty of Elgin MPP Steve Peters Thames Valley District School Board London District Catholic School Board c.c. ( ROYAL CANADIAN LEGION ONTARIO COMMAND DISTRICT "A" ZONE A-7 October 29,2000 75'" Anniversary 2001 Spring Convention APRIL 20-21-22, 2001 Canadian Legion will be celebrating their 75th Anniversary during the year 200 I Re: Legion's Madam/Sir: Dear The Royal local branches in Elgin County (Zone A-7) are hosting this Spring Convention at the Senior's in St Thomas, and with your assistance, we wish to make this a memorable occasion. The Centre We expect about 325 voting delegates - observers and their spouses to be in attendance this week- end of April 20-21-22. Seventy-five percent of the delegates will be arriving the Friday afternoon, even though the Convention doesn't start for most of the delegates until2pm on Saturday. This will create a shopping opportunity for most of them. It is customary to provide our delegates with a "Community Goodwill Package". We are here by asking for your assistance and co-operation to provide one of the best packages possible to help celebrate and mark the Legion's 75th Anniversary milestone. be greatly will "Community Goodwill Package' to provide for this Any item you may wish appreciated. Comrades Ann and John Munroe have been appointed co-ordinators for soliciting items for this Goodwill Package and we, the Legion members of St Thomas and surrounding area will be very greatful with your assistance to provide a Welcome package for our Legion visitors to St Thomas and the surrounding area. ,1 70 ., Den Hartogh, chairrna: 20&1 Spring Convention Committee 2001 13th CORRESPONDENCE - Februar A Items for Information - {Consent Members January (ATTACHED) (OPAC) Newsletter for AMCTO Express Newsletter, January 2001 Corporation Ontario Property Assessment 2001 (ATTACHED) 1 2 Hugh Geurts, Weed InspectorlTree Commissioner, Kettle Creek Conservation Authority, announcing his resignation from the Kettle Creek Conservation Authority. (ATTACHED) 3 Honourable Dan Newman, Minister of the Environment, concerning Council's support of the Township of Howick's resolution in regards to funding for inspections and testing of water treatment plants. (ATTACHED) 4. Land Alice Johnson, Volunteer Chair, PITCH-IN ONTARIO, Lend A Hand-Clean Our Project registration form and general information. (ATTACHED) (additional information available in the Administrative Services Department) 5 Fred Cane, Heritage Conservation Officer, Heritage and Libraries Branch, Ministry of Citizenship, Culture and Recreation, announcing the Ontario Heritage Properties Database. (ATTACHED) 6. the non-profit regarding Janice Soulliere, President, St. Thomas REACT Inc., organizations fundraiser. (ATTACHED) 7 Bryan D. Hall, General Manager/Secretary Treasurer, Kettle Creek Conservation Authority, acknowledging the working partnership between the County's staff and KCCA. (ATTACHED) 8 Eileen Floody, Campaign Co-ordinator, The Kidney Foundation of Canada, Southwestern Ontario Chapter, announcing the March 2001 fundraising campaign (ATTACHED) 9. Honourable Helen Johns, Minister of Citizenship, Culture and Recreation, with a nomination form and information regarding The Lincoln M. Alexander Award for Leadership in Eliminating Racism. (ATTACHED) 10 R.G. Morgan, Chair, Ontario Family Fishing Weekend Steering Committee, announcing the 2001 Ontario Family Fishing Weekend and asking the County to promote the event through any summer calendars or newsletters published by the County. (ATTACHED) 11 Honourable Norman W. Sterling, Minister of Correctional Services, concerning Council's support of OPSEU's resolution opposing private sector involvement in the delivery of correctional services in Ontario. (ATTACHED) , 7 , 12 2 Novina Wong, City Clerk, City of Toronto, advising that the City of Windsor's resolution regarding the transfer of waste materials using the 401 corridor to Michigan will be presented as a deputation item at the meeting of the Toronto City Works Committee on February 7, 2001. (ATTACHED) 13. Honourable Ernie Hardeman, Minister of Agriculture, Food and Rural Affairs, regarding Council's endorsement of the County of Prince Edward's resolution concerning ongoing services related to the review of nutrient management plans (ATTACHED) 14. Eugene M. Storozinski, Consulting ArborisUPrincipal, 7 Oaks Tree Care & Urban Forestry Consultant, offering professional services for maintaining healthy tree management. (ATTACHED) 15. 2. 2000 ssued August Order Elgin-St. Thomas Health Unit advising the boil water has been revoked (ATTACHED) 72 . 16 Sandra Heffren; Linda B. Veger Mark G. McDonald to Please circulate January 30,2001 AMcro EXPRESS. ... !:, ... . . CANDIDATE R~TURI'tDEADLINE The final date for the filing of campaign financial disclosure f0n11s by candidates in a regular municipal election is March 31 ,t in the year following the election. For a by-election, the filing date is 60 days after election day. For the 2000 municipal election the final filing date is extended to April 2, 2001, since March 31 St falls on a Saturday. In the original version ofthe election guide the final reporting date was January 31 sl but this was changed in Bill 62. On November 8, 2000, AMCTO sent a Ffu'í: EXPRESS advising all members of changes to the Elections Guide and recommending that the revised pages be downloaded. This is a reminder. The amended pages arc available at WV{\!\'._ammQ.com/elcc:tLindex.asp under "Amendments to tl1C AMCTO 2000 Municipal Elections Guide. INNOV8TIVE AND COSY-EFFECTIVE GARBAGi: MANAGEMENT STRAYEGIES CONFERENCE Innovative & Cost-Effective Garbage M ement Strategies Saving Yom Taxpayers Money, BuìldiI1g Community Harmony and Protecting Public Health ApriI19th_20'h, 2001, Toronto Congress Centre your commUl1ity Get the facts, learn about key municipal models and walle away with strategic plans to protect from the costs and da\1gers of improper garbage and waste management. o Obtain Strategic plans for both communications and business management in your garbage and wastc systems Learn the cutting edge changes in not be left behind Network with the people who will be transfonning garbage management in the months and years to come Zero in on the key municipal models so you can adapt these plans to YOl\! own corrununity or region Protect public health, save money and build community harmony by getting the best information on garbage and waste management. At the Innovative and Cost-Effective Garbage Management Strategies conference, 19th_20th April, 2001, municipalities, waste management experts and suppliers will come together to discuss key issues surrounding effective garbage management and share practical information fTom industry, NGO and public sector perspectivcs. For morc information or to register caH the Strategy Institute at 416-944-8833 or visit www.stratçgyinstitute.com to view the agenda. AMCTO members are eligible for a special the municipal registration rate. business or organization wi! $100.00 cliscount off so your mwricipaJity, waste management o o [J [J WHAT'S ON FIRST ~ASE The Canadian Association of Municipal Administrators (CAMA) and th.e Regional Local Government Leadership Institute presents "What's On First Base·- Priority Setting in Local Government" on February 22 - 24, 2001 in Halifax, Nova Scotia. For fuliher details contact CAMA at 613-725-9150, bye-mail at carn¡\(iùwillQwgroup.cq.m or at the CAMA wcbsite, www.ç.<tmaç_am.ca. NEW ZONE LDIRECTOR Zone 1 is pleased to annOlmce that Cathie 1. Best, CMO, Deputy Cleric, City of London is the new Zone 1 Director. A1\1CTO takes this opportunity to congratulate Cathie and welcome her back to the Board of Directors of AMCTO. . Page 1 of 1 73 January 2001 ER c Ci€! ASSESSMENT CHANGES í -t:h e "" ¡J::'Vi¡'1:B1f ·'¡2Í). .Q!~.' "" "', 'h,P'lot,ia"" .~ FEB made at anytime .'Iine of March 31 fo the 2001 , may be is a deao L Reconsideration i for during 2001 2001 fOI S SAT i a counter top display BS i w Property Assessment, holder and a poster. there filing an appea taxation year, As always, owners to discuss their their local a decision OPAC encourages assessment with OPAC office before they make Assessment Changes At the time the Property Assessment Notices were mailed, we compiled some general, Province·wide statistics which indicated the to appea nformatlon kits were also sent to daily and community newspapers. as well as to TV and radio stations. In each case, the media outlet was provided with the name of a senior OPAC staff member in the local office for information or interviews, Senior head office staff met of am pleased to announce to our members that the Ontario Property Assessment Corporation (OPAC) has successfully carried out the second province,wide reassessment. for al been updated 1996 to a The assessed values The values properties in Ontario have now from a valuation date of June 30. 1999 wi be used by our members when they calculate property taxes for 2001 and 2002 valuation date of June 30. with media and answered a number reassessment. questions about the a number of assessment changes since last reassessment. There were 4,091,218 properties. an increase of about 36,000 properties since the end of 1999. Vaughan and Markham had the largest growth rates. Assessed values totaled $883.9 billion, an New Property Assessment Notice Starting on November 14th, we mailed Property Assessment Notices to owners of more than four million properties. The Notices contained the new assessed values for their properties, As part of our ongoing program of enhancing customer services, we redesigned the Notice to make it user-friendly and easier n many municipalities, we extended our office hours and held information sessions to give property owners an opportunity to discuss their new assessment with an assessor. Members may have seen our reassessment advertising in one of their local or heard our radio ads on Increase of approximately $105 billion, with residential properties accounting for 78% of the increase. Toronto experienced the highest increase. closely followed by Vaughan and second province- Centre is only the up a Cal The toll-free newspapers, local stations, since this wide reassessment. we set to handle general enquiries. number is 1 866 296,OPAC(6722) December 31st, the centre's hours Finally. to understand. with an information insert to answer some of the questions commonly asked about property assessment. The Notice came Misslssauga, The average assessed value of all properties n Ontario increased from $191,900 to Monday to Friday. 7:00 a.m and Saturday, 9:00 a January 1 st, 200 8:15 a.m f anyone had any questions or needed more information about assessment, the Notice told them how to contact us by telephone, website, e-mail, fax or through regula $216,040. The assessed value of 625 m~or office buildings - those with over 100,000 square feet ncreased from $13 billion to $24 I. mai billion, Toronto had the biggest Increase at approximately 120%, followed by Ottawa at 65% and Mississauga at 45%, Major hotels saw their value increase from $3 billion to $4,5 billion. Large industrial properties had an overall 15% decline in value. with Northern Ontario experiencing a 25% drop, Multi-residential properties increased from $30.7 billion to $38.4 billion. Monday to Friday. n the What Comes Next Reassessment? The Unti were to 10:00 p.m, m. to 5:00 p.m. As of the centre's hours are to 5:00 p.m. the Heiping People Understand Reassessment before the Notices were we sent reassessment to mailed, Just reassessment came to a close with the Rolls on December feel their assessed value have two opportunities to have the value examined, either through OPAC's Request for Reconsideration (RFR) Assessment owners who delivery of the 19th. Property is incorrect nformatlon kits about the each municipality, MPP and MP constituency offices. and local Chambers of Commerce. The information helped staff in these organizations respond to questions about the reassessment. The kits included a sample process. or through an appeal to the Assessment Review Board. While a Request nformation 50 copies "Understanding Your Property Assessment Notice and insert. articles and fact sheets. of our new brochure 74 . (905) (905) to11-free Il:.. -="'A C ) ~1 "., , corporation to stay on top of legislative and regulatory changes, to interpret them and to find ways to positively influence the policy 'ocess n the best interests of and members. of the evaluation and the survey improvements in a The results will guide us in making number of areas. Waterfront values went up 10% overall to $33 billion, led by Lake of the Woods with a 35% increase and Muskoka with 25% Farm bi , making p, property owners ncreased to $33.5 with southwestern Ontario 22% overa lands municipal OPAC Appointments I am pleased to announce four changes to OPAC's executive management team. on, These changes are a part of the continuing development of OPAC as an independent. customer focused organizatìon. ncreasing 35%. These statistics may have changed somewhat with the final release of the assessment rolls. SpeCIal Advisor Announced Finally, as many of our members will have heard, the Honourable Ernie Eves, Minister Carl Isenburg has been appointed Vice-President, Relations. Ca have the primary responsibility for managing our relationship with you, our principal customers, as well as for providing services to the owners of more than four Customer This appointment highlights the importance of customer relations for the organization. wi OPAC OPAC's New Website In support of the reassessment, launched a new website It is packed with useful of Finance, has appointed a special advisor to review DPAC board structure and the - www.opac.on.ca. information and is interface between OPAC and the provincial Marcel Beaubien, will also nvite our m6mbers . ,,'.' I Comments and suggestions about thE ' te are most welcome, either to me or quite easy to navigate. to drop in for an electroni. ,,",t government. The advisor, MPP for Lambton-Kent-Middlesex, be examining the regulation which defines property classifications. Mr. Beaubien is currently the Chair of the government's Finance and Economic Affairs Committee, He has also served as Pari Carl has reviewed the results Satisfaction Survey and will be leading the change process through which we will be responding to your feedback. million properties. of the Customer Webmaster. Customer Satisfaction Survey In the September issue of OPAC News, I talked about our first Customer Satisfaction Survey. results have now been tabulated. Over ities the iamentary Assistant Food and Rural Larry Hummel has been appointed Vice- President. Property Values. Over the past few years, OPAC has been moving to a greater reliance on technology and statistical tools to to the Minister of Agriculture, Affairs from July 1995 unti Mr. Beaubien is to submit the Minister by March 31 Apri 1997 his report to 2001 accuracy and quality We are now engaged more cost -effective improve the timeliness, of the assessment rol timing of this review is appropriate. It's been almost three years since OPAC was created," he said "and we've just successfully concluded our first province-wide reassessment. It's a good time fo: n a newsrelease agreed that the Our Chairman, Emi I Kolb, issued on December 13th, in developing better and approaches to producing property values, Larry, as our chief valuation officer, will be survey. Your responses have improved our understanding of your expectations of us, which will enable us to improve our service delivery and range of products. Thank you to all who participated. The half responded to municipal of the responsible for implementing these new and accountable for the production processes of all propeFty values. Overall, the survey revealed a high level of satisfaction. You told us that staff were an objective review to make sure we're still meeting the expectations of municipalities and of the Province. Lucy Foster has been appointed Director, Executive Office. Over the past two years, Lucy's role has evolved to include for very polite and courteous; familiar with a municipality and its needs; responded promptly to questions; were effective in resolving problems; got things right the first time; generally had the authority to satisfy needs without assistance; and had a All of us at OPAC look forward to working with Mr. Beaubien on his review, and we will be giving him our wholehearted co-operation and assistance. Robert A. Richards President and Chief ialson with external ,"~ c., the members of the Board of Directors ,gement of the Board processes, and adration of the executive office. As a key m of the corporate management team ole in managing external relations ,come increasingly important as OPA( :ipates in the recently announced review 55. responsibility stakeholders, supp....,.. IV" reasonable knowledge of tax-related issues. You also indicated that you would like to see OPAC provide additional services or support to al ities; design specific services and individual municipalities; and be n our ability to meet your municipal products for more flexible AdminIStrative Office ext 6150 1-877 -635-6722, (905) 837-6150' richarbo@opac.on.ca specific needs. 75 , Shane Tyson has been appointed Director, Legislation and Policy Services, The role of Legislation and Policy Services has changed significantly since divestment As OPAC is no longer an internal part of the policy making process, it becomes even more critical for the Prior to the survey, OPAC management had conducted an evaluation of our business - field operations. It was critical, however, that we have customer input in this process, which has been provided through the survey, 'S well as through discussions between our office staff and their locai municipalitir Kettle Creek Conservation Authority 44015 Ferguson Line, R.R. 8, St. Thomas, Ontario N5P 3T3 Telephone: (519) 631-1270 Fax: 631-5026 email: kettleca@execulink.com "People in harmony with nature" JAM 29 2001 Of H"GI~1 SEIWlúES ¡y coml'! TO: Elgin County Council;Mark MacDonald; Sandy Heffren FROM: Hugh Geurts: Elgin County Tree Commissioner Date: January 29, 2001 " Effective February 09, 2001 I will be leaving the Kettle Creek Conservation Authority. I have accepted a position as a regional biologist with the Ministry of The Environment. As a result, I will no longer be able to complete the duties of Tree Commissioner/Weed Inspector for the County of Elgin. In my place, Mr. Don Ciparis will be filling in for me until the KCCA can have another individual in place. Don is very familiar with the duties and he has already been briefed on what needs to be done in the short term. I would like to thank the County, Mark and Sandy for their support over the past seven years. I will remember fondly my time serving the County. future endeavors. its and staff well in its Council, Sincerely, II:;:Pig-~ wish the County, I 76 Printed on Recycled Paper * Ministère' de 'Environnement Ministry ofthe EnvIronment "Min'istre 135, âv~nue 81. Ctairoues Búreau' 100 Toronto ON M4V,~ P5 www.ene;gov;on.ca Minister 135'81. Clair-Avenue West Suite 100 Toronto ON M4V 1 P5 www.ene:gov.on.ca 2001 '" .<''<''''..~ ...,j ·'>.'i··I"~ ~.v;;.,,(,µ~~ 1:?FRVIGEFPile Number 70639 JAM Z001 ! 2 ..IAN N5R 5Vl , .. Mrs. Sandra J. Heffren Dept¡ty Clerk County of Elgin . 450Su1Í.set Drive 'St. Thomas, .ontario 14,2000 in support ofaresòlution by the Township of funding for inspections and testing ,of Water treatmeÎÜ plants letter of De<;ember Mrs. .Beffren: Thankyoufor your Hówickwhich requests Dear As Minister, ofthe Environment, I appredatelearning your perspeç;tive on this måtter. It is, however, this ministry's position that mlinicipalitieshavealwaysbeen responsible for theèosts associated with þrovidingwater and sewage services to thèirresidents. Therequirements for testing and treatment are not new and have always been required under ministry policy., Now these requirements have the force of law. Suppliers of water þave the responsibility to supply c:1ean, potable water to the system users., It should þe noted that the owners of all waterworks, whether municipal ,or private, are responsible for the cost of the required testing .of the water. this Mùuidpalities l11ust,meet the requirements of the, Drinking Water Protection Regulatiqu, end, our government annoUÌ1ced tha.tthe provincè' will be helping Ontario communities to comply fully with the new standards by provic1ing $240milliön in support of health and safety infrastructure. Funding wi1¡ be available on a one:time.basis for contracting an independent professiönalengineer to prepare the Engineers' Report and to implement càpital upgrades as recommended." Funding will not be granted for routine opera.tions. To 1 recognize that there isa cost associated with the testing requirements. However, these are needed.to ensure the safety of our, c!rinkingwater., Citizens.in a small community should expect that their drinking waterisjúst as safe' as the drinking water in a larger city. The ministry is committed to working with waterworks owners to ensure the safety of drinking water supplies in Ontario .2 77 00% RecyclédChlorin'eFree. Made in Canada (07/99) 0761G I) Mrs. Sandra J. Heffren Page 2. Thank you, again, for bringing your concerns to my attention. Sincerely, /J Itfl h â~W\a1l¡ Dan Newman Minister c The Honourable Michael D. Harris Premier Mr. Steve Peters, MPP Elgin-Middlesex-London 78 .. C ~I"n\"~) & iI&IIiIi.Jf~ .)'1\ ~&~ ä,*. C &~IiI~ \ ( Þ~¡J~~ ,. 1J~~1fIIPY1 \~ ~w...~ri~ .w~ þ\"~~~ Voicemail: (604) 290-0498 Fax: (604) 535-4653 email: pitch-in@pitch-in.ca ''"" PITCH-IN ONTARIO clo National Office Box 45011, Ocean Park R.P.O. White Rock, B.C., V4A 9L 1 Web Site: www.PITCH-IN.ca ~,0 2001 JAM ¡:;¡~Ρ\i ,w~...t.' i~ ,?¡::"\I!"","€1 ..J ,d". 1 ~t,r.;fJ C\'ì\¡\\\ ". "--' ~ ~ Dear Mayor and Members of Council, 2000 PITCH-IN CANADA Weèk was an overwhelming success, involving more than 450,000 volunteers in 420 Ontario èomrilunities. We again invite your municipality, as well as schools, youth and service groups, the media and many others to join in for the 2001 campaign taking place May 7-13, 2001! (All these groups have also received information about the campaign from us) It's easy to participate it's free, there is no obligation. You can either appoint a local coordinator (a volunteer or municipal employee) to help volunteers in your community identify and spearhead local clean-up and beautification projects or you can support their voluntary efforts by offering assistance with, and access to free, waste disposal. Many Councils also recognize PITCH-IN volunteers - a gesture which is much appreciated by them! (see our catalogue for recognition pins, crests, hats etc...) What projects are often undertaken during PITCH-IN CANADA Week? A clean-up of schoolgrounds_and neighborhoods; a clean-up of greenspaces, parks, a ravine, trail, shoreline or waterways; hàl:iitat restoration; school or community composting or recycling projects; and community-wide beautification campaigns to instill community pride. PITCH- IN CANADA WEEK projects can take a few hours, a day, or be an on-going commitment. Participants can carry out their own project, or work with other groups. What wi ~ do? Thanks to BRITA Water Filter Systems and TO's Friends of the Environment Foundation, we provide free, imprinted, PITCH-IN CANADA WEEK garbage baas. recognize participants with a Certificate and provide other incentives (see enclosed information about incentives for Ontario's first Shoreline Clean Up). We also enclose (see reverse) a draft Proclamation to help you announce the 2001 campaign Get involved NOW! It's easy. Just complete the enclosed PROJECT REGISTRATION FORM - and mail to us ASAP and no later than March 31 2001. We'll do the rest! Be a winner of one of 300 campaign T-shirts. Complete the entry form on the back of this letter and include it with your Project Registration Form. Winners are drawn weekly startin mid-Februal so oet your forms into us ASAP to increase your chances of win nino! A'Liœ-J~ Volunteer Chair, PITCH-IN ONTARIO !ô : the free bags are sent out on a first-come. first-served basis. starting the first week of April to ensure delivery in time for May 7-13. 2001. We cannot guarantee supply and/or delivery by May 1,2001 for Registrations received after March 31, 2001. Bag quantities are allocated by us to ensure that all applicants meeting the deadline receive ba9s for their project. OVER.. 79 ':C, &....jil¡~ .),"J,I~I~ Ø'~'··K:-' (C, J I <,,~ '.. ~," - '!I!~ C-ð'L"' !-)^N~ Ji v' I, ',{.. ¡. -",.¡ ( , L_,\ '--" ..,,'~' ~I f"'i: I .'" '-.-- -~~. ~ / ~.." "' ~ '~\A:Ni~' '- in,r ",~ ,,~~ !~~ rn '\..'i-~·¡'N' ~.,,--: . '" , "'¡Ii /.i \ '--_~I'-; ì"'".11 '"" ,...v ..". .~. ~ ~ PROCLAMATION PITCH-IN CANADA Week May 7-13,2001 charitable organization is a non-profit WHEREAS PITCH-IN CANADA established in 1967 AND WHEREAS hundreds of thousands of Canadians show their civic pride each year, cleaning up local neighbourhoods ravines, waterways and illegal dump sites to Canadians that waste is everyone's CANADA promotes properly disposing of AND WHEREAS PITCH-IN reducing, re-using, recycling and responsibility; AND WHEREAS PITCH-IN CANADA involves volunteers in various action programs ranging from initiating waste reduction, recycling and composting programs to cleaning up and enhancing shorelines, streams urban and wilderness areas NOW THEREFORE, I, (name) , (Mayor, Reeve, Chair) of (Village, Town, City, District, County etc...) declare the week of May 7-13, 2001 as "PITCH-IN CANADA Week" in (name of community) and invite all citizens in our community to "Lend a Hand - Clean our Land!" Signature PLEASE CUT OUT COUPON ALONG EDGES ENTRY COUPON FOR FREE CAMPAIGN T-SHIRT Enter early and you have 300 chances to win one of 300 FREE T-Shirts. Draws take piace from February to March, 2001. Winners' names will be featured on ourwebsite at www.pitch-in.ca Position Name Group. .Prov Community Address ) Fax ) .Tel Postal Code. Emai 80 SEND PROJECT REGISTRATION, LETTER TO SPONSOR AND DRAW COUPON TO PITCH-IN CANADA National Office Box 45011, Ocean Park PO, WHITE ROCK, B.C.. V4A 9L 1 ·iW Friends of the _~ Environment ~_ Foundation Lend a Hand - Clean our Land! PROJECT REGISTRATION & APPLICATION FOR FREE CLEAN-UP BAGS IIIBRITA® WATER FILTER SYSTEMS 2001 PITCH-IN CANADA WEEK is Mav 7-13. 2001. To register your project, to obtain free garbage bags, a Special Certificate and to qualify to win one of 300 free "Lend a Hand - Clean our Land" T-Shirts, please complete (a) this form (b) the T-Shirt Draw Coupon which accompanied this Registration Form and (c) a copy of your letters sent to our sponsors, explaining your project and thanking our sponsors for their support. 10,000 value Participate in the Shoreline Clean Up! Complete this form AND participants will receive a coupon for a FREE Fill & Go TM water $9.99 - $11.99) or $10 OFF ANY other BRITA® system! Protect the planet's water resources form. (retai ~ - Programs, etc. 'Adopt' 'how to's' for clean-up campaigns, composting www.pitch-in.ca web site at Access our . Please note: Take all safety precautions when undertaking a clean-up project. If weather or other conditions prevent you from carrying out your project during PITCH-IN CANADA Week then do so when it is safe! Your free PITCH-IN CANADA Week bags will be sent to you in time for the May 7-13 campaign. PLEASE TYPE OR PRINT CLEARLY CONTACT PERSON/PITCH-IN COORDINATOR: 1. Phone Number Name (Mr/Mrs/Ms) eMai L-) Fax Number Position Name of Group YOUR ADDRESS WHERE FREE BAGS AND YOUR CERTIFICATE CAN BE DELIVERED BY CANADA POST: 2. VillagelTown/City Address Postal Code INFORMATION ABOUT YOUR SCHOOUSECTION/UNIT/ORGANIZATION/CLUB (If you are coordinating the activities of more than one school/section / unit / organization / club provide information about YOUR SCHOOL / SECTION / UNIT / ORGANiZATION / CLUB ONLY in this section.) Turn to question 11 to provide information about participating SCHOOLS / SECTIONS / UNITS / ORGANIZATIONS / CLUBS otherJhan_vour OW!!. Provi nce 3. own organization) D Museum/Library D Outdoor/Naturalist/Hiking Club D Athletic Organization D Ratepayer/Resident Organization D Service Club D Environmental Group D Cottagers' Association o Junior Forest Wardens D Business D Community Group D Other (Please specify) :e: 21 22 23 24 25 26 27 28 29 30 31 Organization (indicate ONE CATEGORY ONLY which best describes your Guides Chamber of Commerce Conservation Authority Seniors' Group Daycare/Preschool Recreation Board Sparks Brownies Guides Pathfinders Senior Branches of 1 8 11 D 12 D 13 D 14 D 15 D 16 D 17 D 18 D 19 D 20 D 01 D School 02 D College 03 D 4-H Club 04 DCubs 05 D Scouts 06 D Beavers 07 D Venturers/Rovers 08 D Local Government (Hamlet, Village, Town, etc. 09 D Fish & Game Organization 10 D Women's Institute Type of NUMBER OF PARTICIPANTS IN YOUR OWN GROUP 4. Highway Business Cemetery Entire Community Other (please specify) o o o o o 09 10 11 12 13 PROJECT CODE (Areas you plan to clean-up-fill in as many as are applicable) or 05 0 Shoreline (and check 1 more below) 06 0 River/Stream 07 0 Lakeshore 08 0 Ocean Shore o Schoolyard 02 0 Nelghbourhood 03 0 Park/Playground/Churchyard 04 0 Ravine 01 5. PROJECT DESCRIPTION: (To assist us in responding to requests for Information from the media, please provide details on the scope of your project. Example: number of kilometres you plan to clean up; population of your community; other activities being planned: location of project; the time you plan to devote to carrying out the project, etc...) 6. YES NO DATE(S) OF YOUR PROJECT: 7. o 0 Does your group plan to separate and recycle debris collected? Q1 8. Do you plan to conduct a Shoreline Clean Up? Brita® Fill & GOTM wat'¡r filtration bQ\tles or $10 9. licatjon for FREE o 0 10. Have you enclosed your letters to thank our SDonsors for the free bags and to let them know of your project? Thank them by writing to: o The TO Friends ofthe Environment Foundation, c/o PITCH-IN ONTARIO - see address below o BRITA Water Filtration Systems, c/o PITCH-IN, Box 45011, Ocean Park PO, White Rock, V4A 9L 1 o o o 0 who will be our National Certificate of campaign. Are you acting as Coordinator for other schools/sections/units/organizations/clubs? If "YES", LIST ALL SCHOOLS/SECTIONS/UNiTS/ORGANIZATIONS/CLUBS, OTHER TH YOU º participating. Please provide this information so that everyone will be recognized for their support in Reportl Please check reverse of this form for oraanization and proiect codes. You will receive a Master Participation which you can photocopy and present to the groups or individuals involved with your 11 Organization Project Recycling Trash Number of Name of Group Code Codes Collected? (YES Participants or NO) EXAMPLE: Johnston Road Elementary 01 01,02 YES 500 School . .œ Friends of the _~ Environment ;:,r'__ Foundation 82 Please return this form to: PITCH-IN ONTARIO Box 45011, Ocean Park RPO' WHITE ROCK, B.C. V4A9L1 Visit www.PITCH-IN.ca Remern bar: enclose letter to our SDonsors and qualify to win one of 300 T -Shirtsl IUIBRITA® WATER FILTER SYSTEMS ShoreulllJe Clean-Up Clean-Up shorelines and receive coupons for FREE Fill & Go" Water Filtration Bottles or $10 OFF ANY other BRITA® system for your volunteers! 20,000 volunteers to receive BRITA® products! Show your concern for a clean water environment - include a shoreline clean-up in your PITCH-IN CANADA Week activities during May 7-13, 2001*. You will be eligible to receive coupons for FREE Fill & Gom Water Filtration Bottles or $10 OFF ANY other BRITA® system for your volunteers! To qualify, your project must involve cleaning up a river, creek, stream, lake or ocean shoreline. You will be asked to indicate the number of bags of debris you collected and what wa~ most prevalent (Ie: plastic, metal, paper, etc..,). If you decide to participate in the Shoreline Clean-Up you will receive: . A certificate recognizing . Free clean-up bags your participation . Coupons for BRITA's® FREE Fill & GOTM . A form on whkh you record the Water Filtration Bottles (retail value number of bags of debris collected $9.99 to $11.99 each) or $10 OFF the and-what was.most-prevalent-- -cost-of ANYother-BRITA® system (maximum of 25 coupons per registering group) To participate complete both the Shoreline Clean-Up Registration Form on the back of this flyer as well as the PITCH-IN CANADA Week Project Registration Form (enclosed). Return both to PITCH-IN CANADA by March 31,2001 Brita· coupons distributed on a first come-first served basis while su lies last! Sho_lne ClMn...Up Sponsored by: B ~ WATER FILTER SYSTEMS Makes Tap Water Taste Greaf" * Project date, location and scope to be determined by the organizers, taking into account local water conditions and any other factors which may affect the safety of the participants in the project. ~IN~ A YAN~ ~ ~~IAN ~ UN~ Register by March 31 st FOR FREE MATERIALS their participation, free clean:uPb~9S, a form on which to record the number of bags of debris collected for BRITA' and coupons prodùcts. of 20,000 be available of to ,each will be * Project.. date, location and scope to be determined.. by the organizers, taking "Into account local water conditions and any other factors which may affect the safety of the participants In the prolect To register groups must complete the Shoreline Registration Form as well as the PITCH-IN CANADA Week Project Registration Form. Both must be returned CANADA PITCH-IN March' 31, also at 2001 Groups can register 'on-line' www.pitch·in.ca number coupons. available participating group limited to 25. A maximum coupons will and the to by Coordinators organized 9,878 projects which involved Participants in PITCH-IN 4,284 organizations and CANADA Week in both BC schools in 713 and, Ontario will be communities." encourage? to include a Projects include cleaning shoreline, clean-upaÍ11ong the ,projects 'they plan up urban and natural to, und,ertakè*. . areas; stream reclamation ,........ '" and clean-ups of I Upto 20,000<VOlunteers waterways; tree planting; 'adopting' streets, parks who dOw!lI>b~,eligibl~ and other areas; and to" r8c8iv8~,coupónfor. a improving wetlands. FREE" Fill & Go"Water Filtration Bottle or $10 off Information and Registration kits have been sent out to more than 26,000 schools and organizations to invite them to register a project for 2001 PITCH-IN CANADA Week taking place May 7-13, 2001. ANY other BRITA" system (Fill & Go~VVater Filtration bottles retail for $9.99 to $11.99). Coupons, will be distributed on a first-come, first-serve basis. To qualify Shoreline Clean-Up, projects.. must involve cieaning up a river, creek, stream, lake or ocean shoreline. Participating groups must indicate the number of bags of debris they collected and what was most prevalent (ie: plastic, metal, paper, etc.) Participants will receive a certificate recognizing - - ... 83 Sponsors of the 2001 campaign are numerous local Chapters of TD's Friends The theme of this year's campaign is "Lend a Hand - Clean Our Land" and the project registration deadline is March 31, 2001. Participants can also register on-line at www.pitch-in.ca. Participants in BC and Ontario who include a shoreline clean-up project in their plans become eligible to receive valuable coupons from BRITA" Water Filtration Systems, exclusive sponsor of the Shoreline Clean-Up component of PITCH- IN CANADA Week. of the Environment Foundation and BRITA" Water Filter Systems. Additional support is provided by the media and numerous municipalities. "Response to our 2000 campaign was incredible," said Valerie Thom, Program Manager, PITCH-IN CANADA. "Close to 2,000 PITCH-IN Register your project for PITCH-IN CANADA week eariy and increase your chances to win one of 300 "Lend a Hand - Clean our Land" T-shirts (Adult XL only). To enter, project coordinators need to complete the entry coupon and return it with their Project Registration Form. Winners will be drawn weekly startingcFebruary 15, 2001. ~INrI A MNrI ~ ~, ~N.-= ~ -~rI In 1990, the Friends of the Environment Foundation was established to protect and preserve the health of the Canadian environment for future generations. The foundation's vision is that when people join together, every positive action, no matter how large or small, contributes to the overail health of our environment. PITCH-IN CANADA is proud to be associated with the Friends of the Environment Foundation and thanks the many local Chapters of the Foundation throughout BC, Alberta and Ontario for their ongoing and generous support of the PITCH"IN CANADA Week Program A huge variety of items (including the kitchen sink) were found by the 16,000 participants in the 2000 BC Shoreline Clean-Up. Some of the more noteworthy were: . 1 "Port-a-Potti" removed from Beaver Creek near Lake Cowichan by the Stanley Gordon Intermediate School Environment Club 3 whole cars, removed from the Thompson River near Kamloops by a team from Brock Secondary School 2 railroad rails (understandably) not removed from a beach near White Rock by the 2nd Otter-Brownies, . 2 whole cars, removed from the Columbia River near. Castlegar by a team of 1st Kinnaird Scouts For as little as $1.00 a month, you can join the Friends of the Environment Foundation and lend your support to projects that will benefit your community and the Canadian environment. Contributors that exceed $10.00/ year will receive a charitable tax receipt for their generosity. TD Bank makes your monthly donations go further by matching your contributions (up to a national maximum of $1 million per year) and allocating a portion of these funds to more than 110 local Advisory Boards who recommend which projects are supported through the Friends of the Environment Foundation. .ii!] Friends of the _~ Environment 84'- Foundation IIBRlTA® WATER FILTER SYSTEMS Please visit the Foundation at www.fef.ca or call 1-800-361-5333 for details on how to become a Friend of the Environment. ® Ontario Ministère des Affaires civiques, de la Culture et des Loisirs 400 avenue University Toronto ON M7A 2R9 Ministry of Citizenship, Culture and Recreation 400 University Avenue Toronto ON M7 A 2R9 JAN 26 2001 12,2001 January ¡:¡;::¡m¡ ¡,,,,,~":;';;~f;~\¡ y f'd'!¡¡H l.V\J'ð,~\J The Ontario Heritage Properties Database, with information on approximately 5,000 heritage properties in Ontario, is online the Ministry of Citizenship This searchable database is publicly and freely available on Culture and Recreation web site (see address below). The ministry's Heritage and Libraries Branch has developed The Ontario Heritage Properties Database as a research tool for municipalities and Local Architectural Conservation Advisory Committees to assist them in protecting their heritage resources and to share information. The database will also have a broader use as a resource for heritage planners. students and others with an interest in heritage buildings The database includes properties that are designated or protected under the Ontario Heritage Act; protected by a municipal heritage conservation easement; owned by the Ontario Heritage Foundation; protected by an OHF heritage conservation easement; listed on the Ontario Heritage Bridge List; protected by the federal Heritage Railways Stations Protection Act; designated a national historic site; or listed in the Canadian Register of Heritage Properties. For some properties, a photo and a transcription of the municipal reasons for designation are already available. As resources permit, additional photographs and reasons for designation will be added to the database. The list of properties designated under the Ontario Heritage Act is based on information obtained from municipal clerks and LACACs a.nd the local municipal register of designated properties. While every attempt has been made to ensure that this is a complete listing, some properties and some municipalities may have been omitted. The listing also does not yet reflect all municipal amalgamations. list of designated properties that and inform me of any changes would request that you take the time to compare the appears in the database with your municipal records necessary to make the database both complete and accurate /2 85 42-05 2 Some municipalities remove a property from the municipal register of heritage properties when the designation is repealed or the designated property is demolished. As it is important to maintain a provincial record of these properties, I would request that information on such properties be sent to me, if this information is not already included as part of the municipal register. As far as am aware Ontario is the first jurisdiction in Canada to offer information on so large and so diverse a set of properties in the form of a searchable online database. This database will grow and change as we receive feedback from its users. I hope you will find it a useful tool as it is intended to help you in your work of protecting local heritage properties Please feel free to contact me with your comments and suggestions. Yours truly v Fred Cane Heritage Conservation Officer Heritage and Libraries Branch 416-314-7127 fred.cane oV.on.ca See the Ontario. Heritage Properties. Database at ov~on.ca/mczcÍ"/heritaaeproperties , 86 N5P 4H4 ST. THOMAS REACT INC. (519) 633-9062 (519) 633-6309 E-mail- sttreactíq!stthomasrcact.itgo.com Web Page - http://stthomasreact.itgo.com P.O. Box 20047 S1. Thomas, ONT - January 22, 200 I 2001 JAN 26 Dear Community Friend, Thomas community, Elgin County, For the past II years, St. Thomas REACT has been able to assist the St and surrounding areas by providing communication services. vqllln~eers put in approximately 10, 600 hours sis~,d at community events by providing: First iri!ifJ:1.~ti!rat Pínaf.rri!); Security ('Bíg 3 Car td1 ~?ørà;,m aPft.rgaGríe('EWmentary Sclioo{j; Training cy Assists('Tírecliangeãfo-r motorists) just to name a few. ACT month in the City of St. Thomas. As part of REACT a Safety Awake Break in Eagle promoting driver safety. In the past our team has be. ortunate enough to assist at events such as the Queen's Royal Tour, the Disney movie production 'Mr. Headmistress', as well as the professional skating exhibition 'Dreams on Ice'. REACT volunteers remain dedicated to yearly community events such as the Sunshine Walk, Heart & Stroke Bike Ride, and let us not forget the Santa Claus Parade. Participants have Ci nted that the safety support services offered by St. Thomas REACT personnel pro' . "es a feeling of security with the knowledge that help is near. This past year alone, our thirteen dedic: of volunteer service. St. Thomas REACT's Aid (J\.yEiner J'air - StandS co[[ayse)' Safe at Dan Patterson); Child Safety (J'írst J\.Ú£ & CPR wítli Sf. Jolin); The month of May has been r, month our volunteers with COi omas REACT has been able to continue to provide rofit charitable organizatiOn we rely on fundraising to It has been because 0 quality assistance wherever better serve our community. investing in your community. IS P.S. - Making a tax-deductible contribution REACTively yours, Janice Soulliere President 1962 1030675 87 Affiliated with REACT International, Inc. Founded in An independent non-profit public service organization providing skilled volunteer two-way radio commUnicatIOns for safety. _ PUBLIC SERVICE through COMMUNICATION - Charitable Registration Number - 89026 5390 RROOOl Ontario Corooration Number " Kettle Creek Conservation Authority N5P 3T3 44015 Ferguson Line, R.R. 8, St. Thomas, Ontario Telephone: (519) 631-1270 Fax: 631-5026 email: kettleca@execulink.com "People in harmony with nature" January 23, 2001 2001 JAN 24 Warden Duncan McPhai County of Elgin Administration Offices 450 Sunset Drive, St. Thomas, Ontario N5R 5V1 Creek Warden McPhai Thank you for your supportive comments today regarding the -woodlot management partnership enjoyed by the County of Elgin and the Kettle Conservation Authority. I will forward your words of encouragement to Hugh Geurts Dear would also like to formally recognize the partnership between Elgin County Treasury and Personnel Departments and KCCA. For the last four years I have had the privilege of working closely with County staff. At all times your staff have been professional, helpful and accurate in their dealings with KCCA. wish to make special mention of Linda Veger, Anne Murray, Harley Underhill, Dorothy Schaap, Louise Eastbury and Sandy Heffren. You, Counci and Mark McDonald are to be congratulated for having developed such a fine staff to support the programs and services of .the County of Elgin. successful. partnerships in the future continued, KCCA looks forward to our Yours truly, cð;~~ Bryan D. Hal General Manager I Secretary Treasurer Jim Mcintyre Copy 88 Printed on Recycled Paper (1} THE KIDNEY FOUNDATION OF CANAD, SOUTHWESTERN ONTARIO CHAPTER London Health Sciences Centre, Westminster C unpus 800 Commissioners Road East, P.O. Box 5375 London, Ontario N6A 4G5 Tel: (519) 685-1007 Fax: (519) 685-6459 E-mail: kidney@execulink.com Website: www.execulink.com/-kidney A . 2001 JAN 241 23 January, 2001 Mark McDonald, County of Elgin 450 Sunset Dr. St. Thomas, ON N5R 5Vl C.A.O. Dear Mark McDonald: The Kidney Foundation of Canada is a national volunteer organization dedicated to improving the health and quality of life of people living with kidney disease. With branches and chapters in every province, the Foundation funds research and related clinical education, provides services for the special needs of individuals living with kidney disease, advocates access to high quality health care, and actively promotes awareness of and commitment to organ donation. and their families from revenue raised by our The Southwestern Ontario Chapter services over 1,000 patients Middlesex, Oxford, Chatham-Kent, and Elgin Counties. All chapter come from public donations, as we are not part of the United Way. Our annual Door-toCDoor campaign is held in March. This is a national campaign that benefits from the volunteer time of over 90,000 canvassers across the country. Canvassers will be knocking on their neighbours' doors in your community through the whole month of March. They will be identified as official Kidney Foundation Canvassers by wearing a blue button and carrying a blue canvassing kit. in London at Any questions or concerns about the campaign can be directed to our office (519) 685-1007. Thank you for your cooperation. Sincerely, S,G-L-~ Eileen Floody Campaign Co-ordinator 89 CHARITABLE REGISTRATION No. 107567398 RROOO :J~ M~ ~ OntarIo Ministère des Affaires civiques de la Culture et des Loisirs Ministre Ministry of Citizenship, Culture and Recreation Minister 6e étage 400, avenue University Toronto ON M7A 2R9 Tèl. : (416) 325-6200 Tèlèc.: (416) 325-6195 6th Floor 400 University Avenue Toronto ON M7A 2R9 Tel.: (416) 325-6200 Fax: (416) 325-6195 2001 JAN 22 December 2000 service of the Dear Friends; The Lincoln M. Alexander Awards were first presented in to commemorate the Honourable Lincoln M. Alexander, former Lieutènant Governor of Ontario. 1993 Every year this award honours two young Ontarians who have demonstrated exemplary leadership in eliminating racial discrimination. One recipient of the award is an Ontario senior secondary school student who is expected to be admitted into a post-secondary institution for full-time studies The other recipient is a youth, 16 to 25 years old, who is nominated by a community organization. The award is sponsored jointly by the Ministry of Citizenship, Culture and Recreation and the Ministry of Education. The Honourable Janet Ecker, Minister of Education, is writing to secondary schools to invite them to nominate a deserving full-time student. the A nomination form and information outlining details of the program, including deadline dates, selecting recipients and the procedures followed in the selection process are criteria applied in enclosed. award provides an opportunity for organizations to promote positive community relations, and to gain recognition for their significant contributions in eliminating racial discrim- This for young people ination. Please read the information provided and take opportunity to acknowledge an important com- munity contribution by nominating a young person in your community. The deadline for nomina- tion is Friday, March 2, 2001 and the awards will be presented in the spring. this Sincerely, 90 , Helen Johns Minister THE LINCOLN M. ALEXANDER AWARD For lRadership in Eliminating Racism NOMINATION FORM (please type or print clearly and complete in full) NOMINEE THE CANDIDATE I AM NDMINATING IS: oMs. 0 Miss 0 Mrs. 0 Mr. First Name Last Name Age Address Apt. No. CityfTown Province Postal Code Home Telephone Fax E-mail NOMINATOR I am nominating this candidate for a STUDENT AWARD (to be completed by school): (Nominees must be a senior secondary school student attending an accredited provincial secondary school and planning to enter a post-secondary institution as a full-time student.) oMs. 0 Miss 0 Mrs. 0 Mr. First Name Last Name Title School Address Apt. No. CityfTown Province Postal Code Telephone Fax E-mail School Board Signature of Nominator Date NOMINATOR I am nominating this candidate for a COMMUNITY AWARD (to be completed by community group): (Nominees must be a resident of Ontario, between the ages of 16 and 25 and nominated by a community organization or agency that works extensively in the area of race relations. Organization Apt. No. Postal Code E-mai Date Personal information on this form is collected under the authority of the Ministry of Citizenship and Culture Act, R.S.O. 1990. cM.18, sA and will be used to determine eligi- bility and notify recipients of the Lincoln M. Alexander Award. For further information, please contact the Manager, Ontario Honours and Awards, 400 University Avenue, 2nd Floor, Toronto ON M7A 2R9, (416) 314-7523. Contact for the organizaion: oMs. o Miss 0 Mrs. o Mr. First Name Last Name Title School - Add ress CityfTown - Province_ Telephone - Fax - Signature of Nominator - - Have you submitted the following? Completed nomination form 0 Letter of nomination with appropriate signature 0 Letters of reference (at least 2) 0 Documentation and ma.terials outlining the achievement of the nominee (optional) r"i 71 DEADLINE: March 2. 2001 ttee Ontario Family Fishing Weekend The Steering Comm 2001 All Ontario Municipalities TO Ontario Family Fishing Weekend As you know, the Province of Ontario, in partnership with many nongovernment organizations like the Ontario Federation of Anglers and Hunters, declares one summer weekend (Friday, July 6 through Sunday, July 8, 2001) a licence-free fishing weekend. This special weekend includes fish festivals, clinics or educational activities that may be held in your area. Would you please help us publicize the 2001 Ontario Family Fishing Weekend in any calendar of summer events you may publish or participate. In addition, please consider "declaring" the weekend. For further information, please contact the following during business hours; (705) 748-6324 (905) 895-0716 (705) 755-2551 (705) 472-5552 (705) 325-9115 Ontario Federation of Anglers and Hunters Conservation Ontario Ontario Ministry of Natural Resources Northern Ontario Tourist Outfitters Resorts Ontario Thank you for your assistance. Yours in Conservation, ~ RG. Morgan, Chair Ontario Family Fishing Weekend Steering Committee 94 , RGMljb ~5 I JAN December 2000 200 SUBJECT; ~ A.Soc;..li"n"fC"n....tvatinn Auth"ritic" "f Ontariu . CNSF C....I.... N"I"".ISp<>f1II.~JngF"""""! "" Jx.OTO NOKIHfRN ONWIJO 7OUmSTOI.flFTffiRS )X2800,Petcrborough,Ontario,K9¡ (705) 748-6324IFax (70S) 748-9S7~ ® Ontario ~@g~JS ~tj -':1IImIJ" Ontario Ministre des Services correctionnels Minister of Correctional Services 25,- rl.,le Grosvenor 18' étage Toronto ON. Street 25 Grosvenor 18th Floor Toronto ON CM01c00166 M7 A W6 Tþl. >(416) 325,0408 Télþq. (416)32(;,6067 Y6 2001 Tel. (416)325-0408 Fax. (41(;) 32(;-6067 FEB 0 MiA 1 2001 5 FEB Ms. Sandra Heffren Deputy Clerk County of Elgin 450 Sunset Drive St. Thomas ON N5R 5V1 Ms. Heffren Thank you for sharing with me a copy of your letter to Premier Mike Harris, regarding Council's support for the stand taken by OPSEU in opposing private sector involvement in the delivery of correctional services in Ontario. Dear In formulating your position on this important matter, I trust that Council members informed themselves fully as to the reasons behind our government's plans in this regard. In doing that research, you will have realized that close to a decade ago the provincial auditor told the government of the day that the cost of running Ontario's correctional services was the. second highest in Canada. Sadly, the results have never matched the spending. As a result, since 1996, the provincial government has been implementing a comprehensive plan to create a safe, effective, efficient and accountable prison system. Part of that plan has been a physical infrastructure renewal program to modernize our jails. The physical renewal program involves expanding, retrofitting and building new facilities. Once the program is completed, Ontario's correctional facilities will have the most up-to-date safety technology. Items like tamper-proof locking mechanisms, internal and external security cameras and ultra-modern design features will become the "norm". The government is doing this to keep communities that host our jails, and staff working inside them, safe. In November 1999, as part of the provincial government's overall review of programs, we announced our intention to seek partnerships with qualified companies in the delivery of a number of correctional services. On May 5, 2000, Mr. Sampson confirmed our government's plans in this area would include the operation of the new Central North Correctional Facility in Penetanguishene; the cook-chill food preparation unit at Maplehurst Correctional Complex and the Trilcor industrial work programs for inmates; operation of two, new strict discipline facilities with detention capacity, for young offenders; and operation of a new strict discipline facility for adult offenders. ./2 95 Ms. Sandra Heffren Page two Our government has reviewed numerous reports on the subject of private sector involvement in prisons from other jurisdictions such as the United States, the United Kingdom and Australia. There are good and bad examples of private-sector involvement from around the globe, just as there are good and bad examples of public sector service provision. Ontario is carefully watching experiences in other jurisdictions, and has had contact with a number, in order to learn from them. We are designing a "made-in-Ontario" approach that wi incorporate the best features of private and public systems. Along with private sector involvement, we are introducing a performance framework to Ontario's corrections system. This includes accountability to operating standards and performance targets for both private and public institutions. Contracting with a private company to run a prison will not relieve the government of its ethical and legal responsibility to ensure the proper treatment of offenders. The government will remain accountable for all correctional services in Ontario, private or public. be It is incumbent upon the government to ensure, through effective direction and proper monitoring, that the facility is well run. Officials from the Ministry of Correctional Services wi on-site at the Central North Correctional Facility in Penetanguishene to ensure standards are being met. In the event standards are not being met, the operator could face penalties, up to and including the loss of the contract. There is evidence from other jurisdictions such as the United Kingdom comparing the costs of correctional facilities run by the public-sector with those run by private operators that shows private-sector involvement in the correctional system can save taxpayers money. Tony Blair's Labour Government said that the privately run Wold's Prison helped set the standards for jail operation in Britain. That is the type of change in culture we are looking for in Ontario. The economic benefits to a local community resulting from the construction and operation of a correctional facility are positive. In addition to the local levies paid by the government and operator, the spending of the facility within the local community and the spending of families of employees of the facility in the community result in significant economic benefits. Regardless of who runs our jails, operators will be required to meet the same provincial regulations and operating standards in a number of areas including public safety, personnel training and enhanced security as the ministry in its publicly operated jails. Any decisions we make with regard to private correctional facilities will be consistent with the North American Free Trade Act (NAFT A). We will not do anything that would limit the provincial government's ability to protect the public interest and ensure public security is maintained. At the present time, NAFTA does not coverthe procurement of goods and services by Canadian provincial governments. ./3 96 7 Ms. Sandra Heffren Page three My goal is to ensure the Ministry of Correctional Services in Ontario delivers public safety and high standards for security, effectiveness, efficiency and accountability. I intend to meet that goal. Having reviewed your letter, I can only conclude that your Council, having carefully considered this matter on behalf of your community, has determined that it does not wish to have correctional facilities located within the boundaries of your municipality. Our government can certainly respect that local wish. I will take steps to make your determination of this issue a matter of record, and ensure that no planning for future correctional institutional investments in the County of Elgin will occur. 97 . Again, thank you for writing Sincerely, /' . ~ 1 N, 1 W. Sterling M c: Michael D. Harris, MPP Premier Novina Wong City Clerk (lj TORONTO Tel: (416)392·8027 Fax: (416)392·2983 clerk@city.toronto.on.ca http://www.city.toronto.on.ca City Clerk's City Hall, 1st Floor, West 100 Queen Street West Toronto, Ontario M5H 2N2 2001 5 FEB WORKS COMMITTEE at its be before the Works Committee as a deputation item item will The attached meeting on: Wednesday, February 7, 2001 at 9:30 a.m. in Committee Room 1, 2nd Floor City Hall, 100 Queen Street West, Toronto Item No.4 - scheduled for 11:00 a.m. If you wish to make a deputation to the Committee with respect to this matter or would like further information or assistance, please contact Ms. Trudy Perrin, Committee Administrator, at 392-8027. 98 · ANNE MARJE DeCICCO MAYOR ~ r.:).J.~;:i;:· :';)1' ...., ~~~,¡,....~~,: 300 Dufferln Avenue f\ ~~:~; P.O. Box 5035 It~:,,~..~·f' ,··\.i:'t~' London, ON '::'':'::I''\;'''·:''.':;~!'' N6A4L.9 London CANADA December 13, 2000 By fax to: 416 395 6440 Mel Lastman Second Floor His Worship. Mayor City ofToronto 100 Queens Avenue West, Toronto On N5H 2N2 Mayor Lastman Please be advised that members of a coalition of southwestem Ontario municipalities, known as the Southwestern Ontario Trash Coalition (SWOT), are very concerned about the transportation ofToronto garbage to Michigan and would like the opportunity to appear as a delegation before T oronlo Cily Council or the appropriate standing committee to address some of the issues surrounding this initiative. Dear II is our understanding delegations are usually made to a sub committee of Council and that the Works Committee is meeting on January 10, 2001. We wouid appreciate an opportunity of atlending on that date and look forward to a confirmation of a time. Specifically, we are seeking information conceming the quantity of waste that will be shipped to Michigan as well as details pertaining to the existing and future efforts of the City ofToronto to reduce the amount of waste that will be exported for disposal. We have been disappointed by the lack of consultation by the CityofTorontowithaffected municipaiilies and we believe that this exercise will be an opportunity for us 10 open the lines of communication and allow for an informative exchange. We look forward 10 meeting with you and trust that you will let us know what arrangements we need to make in order to proceed. Sincerely, ~, LJr¿{kcD Anne Marie DeCicco Mayor Councillor Betty Desiro, Chair of Works Committee, City ofToronto (by fax to 416 392-0212) Novina Wong, City Clerk, City of Toronto (by fax to 416 392-2980) Jeff Abrams, Director of Corporate Services, City of Toronto (by fax to 416 392 2980) Trudy Þerrin, Committee Administrator, City of Toronto (by fax to 4163922983) His Worship, Mayor Mike Bradley, City of Samia (by fax to 519 332 3995) His Worship, Mayor Michael Hurst. City of Windsor (by fax to 519 255 7796) Cathie Best, Deputy City Clerk, City of London Jay Stanford, Manager of Þublic Service, City of London c.- 99 (519) 6C,1-4920 (519) (,61·530~ om..: F:u,: @he Corporation of the COUNCILLORS - CONSEILLERS JOE BACHETTI MARCEL BLAIS GUY DORION THOMAS FUERTH DOREEN OUELLETTE CHIEF ADMINISTRATIVE OFFICER CHEF D'ADMINISTRATION GERALD SYKES MA VOR - MAIRE ED RENAUD DEPUTY MA VOR - SOUS MAIRE GARY McNAMARA 917 LESPERANCE ROAD TECUMSEH, ONTARIO' N8N 1W9 PHONE (519) 735-2184 FACSIMILE (519) 735-6712 www.town.tecumseh.on.ca 4-ò. October 12,2000 City of Toronto 55 John Street, 7th Floor Station 1071 Toronto, ON M5V 3C6 Mavor and Council Attention: Dear Sirs: osal Please be advised that in response to correspondence of October 2, 2000 from the City of Windsor respecting disposal ofthe City of Toronto's garbage, the Municipal Council of the Town of Tecumseh, at their regular meeting held Tuesday, October 10,2000, passed the following resolution (RCM-6 I 9100) which you will find to be self-explanatory. Toronto Waste Dis Re: "That the Council of the Town oJ.Tecumseh support the September 25, 2000 Resolution #M83-2000 passed by the Council of the City of Windsor respecting truck traffic associated with the City of Toronto's waste disposal to Michigan. " We enclose a copy of the City of Windsor's resolution for your ease of reference. truly TOWN OF TECUMSEH Yours 7 a~i/¡[ ) 7/ (-lY Laura Moy, AMC'Ý) Deputy Clerk ' LM:ld 00 1 see page 2 c.c. Page 2 12,2000 continued Letter to City of Toronto, October City of Windsor 350 City HaIl Square West City HaIl Windsor, ON N9A 6Sl c.c. WiIkki Susan Whelan, M.P. House of Commons Room 231, Confederation Bldg. Ottawa, ON KIA OA6 e Attention: Geor, Rick Limoges, M.P. 481 Confederation Bldg. House of Commons Ottawa, ON KIA OA6 Bruce Crozier, M.P.P. Room 316, Main Bldg. Queen's Park Toronto, ON M7A IA4 1 o 1 Dwight Duncan, M.P.P. Room 355, Main Bldg. Queen's Park Toronto, ON M7A IA4 Notice of Motion Moved by Councillor Marra, seconded by Councillor Francis, WHEREAS the City of Toronto public works and fmance committees, on Friday, July 21, 2000 voted to recommend to Toronto City Council that the 1.3 million tonnes of municipal waste generated by the region be disposed of in the Adams mine in Kirkland Lake Ontario and that 500,000 tonnes of industrial/commercial/institutional waste currently disposed of at Toronto's Keele Valley landfill site be disposed of at the Republic Landfill site just outside of Detroit Michigan; and M83-2000 WHEREAS the City of Toronto is finalizing negotiations on this waste disposal plan for Toronto City Council approval in the first week of October 2000; and WHEREAS the decision of Toronto City Council could ultimately result in having a minimum of 60 additional waste transfer trucks transporting ¡/CIl waste along highway 401', through the Windsor-Essex corridor and through the city of Windsor to the City of Detroit; and trucks transfer from the waste WHEREAS the following negative effects will result and the shipping of the waste through our community. . . roads in an already infrastructure damage and (i) further erosion of our critical situation; and further environmental consequences to our air quality; and WHEREAS viable rail options exist which could be used by Toronto to avoid or at least mitigate these negative consequences; (ii) THEREFORE BE IT RESOLVED THAT the City of Windsor express its strong concern about the truck traffic associated with the disposal of Toronto's waste to Michigan, and; The City of Windsor request that the City of Toronto maximize the use of rail options, such as the new C.P. Rail Service, in order to minimize or eliminate the consequences associated with the trucking option, and; the rail proposal from other mayors That the Mayor and City Council solicit support for and councils along the 401 corridor, and; That the City of Windsor administration contact C.P. Rail in order to develop further arguments and refinement for this proposal including other modes of transportation such as barge transport along the Great Lakes and, if the Republic Landfill Site is chosen, to consult with all affected communities along the 401 corridor. That Mayor Mike Hurst request a meeting and/or a positive response from Mayor Mel Lastman in order to have this proposal considered prior to Toronto City COlUlcil making its final decision; and further; that all local Members of Parliament and Members of the Legislative Assembly BE REQUESTED to support this resolution 02 1 450 SUNSET DRIVE ST. THOMAS, ONTARIO N5R 5V1 PHONE (519) 631-1460 FAX (519) 633-7661 +b . /'f¡;;:,,- / (~ft,>---" ,! V(t;'!:. , / '''.. / ¿. "':'::'" ". ......,.~. õ W·." ~'~". ~. \~. ",.; ,?~~~! i MARK G. McDONALD CHIEF ADMINISTRATIVE OFFICER (Mrs.) SANDRA J. HEFFREN DEPUTY COUNTY CLERK October 25, 2000 Mayor Melvin Lastman City of Toronto 55 John Street 7th Floor, Station 1071 TORONTO, Ontario M5V 3C6 ......' , ......~.... j '.....~.... Mayor Lastman: The Council of the Corporation of the County of Elgin passed the following resolution at its meeting held on October 24, 2000: Dear "THAT the Council of the County of Elgin supports the resolution from the City of Windsor concerning the negative environmental consequences the transfer of waste materials to the Republic Landfill site in Detroit Michigan by truck will have on communities directly abutting the Highway 401; and THAT the City of Toronto be requested to maximize the use of rail options for the transport and disposal of their municipal waste to the Republic Landfill site to minimize or eliminate the consequences associated with the trucking option - Carried. (signed) Warden D.J McPhail" A copy of the Please accept this resolution as the County's official position on this matter. resolution from the City of Windsor is attached for ease of reference. We look forward to your response ) Yours truly, ~.o. S.J. (Jeffren' Deputy Clerk. SJH/db attachment Elgin-Middlesex-London Minister of the Environment 1 03 Steve Peters, M.P.P City of Windsor Honourable Dan Newman, cc Notice of Motion Moved by Councillor Marra, seconded by Councillor Francis, WHEREAS the City of Toronto public works and fInance committees, on Friday, July 21, 2000 voted to recommend to Toronto City Council that the \.3 million tonnes of municipal waste generated by the region be disposed of in the Adams mine in Kirkland Lake Ontario and that 500,000 tonnes of industrial/commercial/institutional waste currently disposed of at Toronto's Keele Valley landfill site be disposed of at the Republic LandfIll site just outside of Detroit Michigan; and M83-2000 WHEREAS the City of Toronto is finalizing negotiations on this waste disposal plan for Toronto City C~uncil approval in the first week of October 2000; and WHEREAS the decision of Toronto City Council could ultimately result in having a minimum of 60 additional waste transfer trucks transporting IIcn waste along highway 401, through the Windsor-Essex corridor and through the city of Windsor to the City of Detroit; and trucks from the waste transfer WHEREAS the following negative effects will result and the shipping of the waste through our community in an already infrastructure damage and roads (i) further erosion of our critical situation; and (ii) further environmental consequences to our air quality; and WHEREAS viable rail options exist which could be used by Toronto to avoid or at least mitigate these negative consequences; its strong waste to THEREFORE BE IT RESOLVED THAT the City of Windsor express concern about the truck traffic associated with the disposal of Toronto's Michigan, and; The City of Windsor request that the City of Toronto maximize the use of rail options, such as the new C.P.Rail Service, in order to minimize or eliminate the consequences associated with the trucking option, and; proposal from other mayors the rail That the Mayor and City Council solicit support for and councils along the 40 I corridor, and; That the City of Windsor administration contact C.P. Rail in order to develop further arguments and refinement for this proposal incl uding other modes of transportation such as barge transport along the Great Lakes and, if the Republic Landfill Site is chosen, to consult with all affected communities along the 401 corridor. That Mayor Mike Hurst request a meeting and/or a positive response from Mayor Mel Lastman in order to have this proposal considered prior to Toronto City Council making its final decision and further, that all local Members of Parliament and Members of the Legislative Assembly BE REQUESTED to support this resolution 04 1 REGIONAL MUNICIPALITY OF WATERLOO Kitchener, Ont,no N2G 4J3 Telephone: (519) 575-4410 Fax: (5i9) 575-4481 50 Frederick Street CORPORATE RESOURCES DEPARTMENT Office of [he RegionaJ Clerk Evelyn L Orth, CMO, CMC . +c TO: I:01'1M If/.. 'tJ.~.~ C...1i 5oW.t.i:Ío;¡. 1'\6. T",,,,D~ f......<I.>.o-I FROM: Clerk's"Division 11/'''/00 FOR YOUR INFORMATION October 30, 2000 File: ClO-20 Clerk Ms. Novina Wong, City of Toronto 55 John Street, 7th Floor Station 1071 Toronto, ON M5V 3C6 Dear Ms. Wong: its City of Toronto This is to inform you that the Council of the Regional Municipality of Waterloo at meeting of October 25, 2000, approved the following: osal WHEREAS the decision of Toronto City Council to dispose of their in Michigan could ultimately result in having a minimum of 60 additional transfer trucks transporting IIcn waste along Highway 401, through South Western Ontario. municipal waste waste the waste transfer trucks WHEREAS the following negative effects will result from and the shipping of the waste through out community; in an already critical further erosion of our roads and infrastructure damage situation; and (1) to avoid or at further environmental consequences-to our air quality; and WHEREAS viable rail options exist which could be used by Toronto least mitigate these negative consequences 1 ...2 05 (ii) CITY OF SARN/A I 255 North Christine Street City Clerk's Department P.O_ Box 3018 Telephone: (519) 332-0330 Sernie, ON Fax: (519) 332-3995 N7T 7N2 November 6, 2000 4d. Ms. Novina Wong City Clerk City of Toronto 55 John Street, 7th Floor, Station 1071 Toronto, ON M5V 3C6 Dear Ms. Wong: Re: Toronto Trash Sarnia City Council, at its meeting held on October 30th, 2000, considered the attached correspondence and adopted the following resolutions: THAT the City ofSarnia advise the Province of Ontario and the City of Toronto that the City of Sarnia is dismayed by the lack of consultation with Sarnia and all affected municipalities concerning the proposed plan of the City of Toronto to transport solid waste by truck to the State of Michigan, which could have the potential to bring 300 additional trucks daily along the Highway 401/402 corridor between Toronto, Windsor and Sarnia. THAT the City of Sarnia supports the City of Windsor's resolution in asking for afull environmental assessment to address what the impact of both truck and rail options would have on air quality along with other impacts. THA T the City of Toronto be requested to undertake an examination of all potential avenues and methods for the disposal and transportation of its garbage, including the disposal of garbage within the Greater Toronto Area. THAT the City of Sarnia supports the request by the City of London that the Mayor of the City of Toronto, the Minister of the Environment, the Minister of Transportation and representatives of all affected municipalities be requested to attend a meeting on November 2fJ1', 2000 to be hosted by the City of London, to consider a complete review of the plan by the City of Toronto, including the daily truck trips, measures being taken to insure that environmental contamination is minimized and traffic safety considerations, as well as the current and future waste management strategy of the City of Toronto with respect to recycling, composting, solid waste diversion and other waste management initiatives. ...2 106 -2- THAT this resolution be circulated to the City of Windsor, the City of London, the City of Chatham-Kent, the City of Cambridge, the City of Kitchener- Waterloo, the City of Port Huron, Michigan, and to Mayor Dennis Archer and Detroit City Council its resolution consideration of 07 would appreciate your 1 Sarnia City Counci Yours truly, ¡{)dîCLl,tL' ft~"'- Margaret Watson Deputy City Clerk /pj cc R.E. Brooks A. Tuplin corr~()~ael\~ff~~ ~ -'6"6-"" ~J'",," W Q J~ ~.JV7.9"'7.JV2 . .sr~ (6{9) ~~.2-œ~O ~ ~ .9"ævJVo.: (6{9) ~~.2-<r!l96 ./Ølk Ç¡ß~ ~ (J& (!/J't:l/'IUØ 25 October 2000 OCT J 02000 Sarnia City Council City HaD SARNIA, ON Members: Dear Council TORONTO TRASH I have been working closely with Ms. Anne Marie DeCicco, Acting Mayor of the City of London, and Mayor Michael Hurst ofthe City of Windsor, on this important issue. All three of us are strongly opposed to the process, lack of consultation and the irresponsibility of one community not taking care and control of its own waste, as other Ontario municipalities have done over the last several decades. RE~ to endorse the following would respectfully ask Sarnia City Council I resolution. THAT the City of Sarnia advise the Province of Ontario and the City of Toronto that the City of Sarnia is dismayed by the lack of consultation with Sarnia and all affected municipalities concerning the proposed plan of the City of Toronto to transport solid waste by truck to the State of Michigan, which could have the potential to bring 300 additional trucks daily along the Highway 401/402 corridor between Toronto, Windsor and Sarnia; and THAT the City ofSarnia supports the City of Windsor's resolution in asking for a full environmental assessment to address what the impact of both truck and rail options would have on air quality along with other impacts; and THAT the City of Toronto be requested to undertake an examination of all potential avenues and methods for the disposal and transportation of its garbage, including the disposal of garbage within the Greater Toronto Area; and Cont'd.. 08 1 .A 1997 ß"~I, City ~, '1(;;\) Page 2 THAT the City of Sarnia supports the request by the City of London that the Mayor of the City of Toronto, the Minister of the Environment, the Minister of Transportation and representatives of all affected municipalities be requested to attend a meeting on November 20th, 2000 to be hosted by the City of London, to consider a complete review of the plan by the City of Toronto, including the daily truck trips, measures being taken to insure that environmental contamination is minimized and traffic safety considerations, as well as the current and future waste management strategy of the City of Toronto with respect to recycling, composting, solid waste diversion and other waste management initiatives; and THAT the Toronto plan be delayed until all these issues have been addressed and that a full environmental assessment process be put in place for all impacted municipalities to deal with the Toronto situation; and THAT this resolution be circulated to the City of Windsor; the City of London; the City of Chatham-Kent; the City of Cambridge; the City of Kitchener-Waterloo; the city of Port Huron, Michigan; and to Mayor Dennis Archer and Detroit City Council matter. s since?t-~ in this Thanking you in advance for your assistance Mike Bradley Mayor of Sarnia 09 ~ :jmoore Encs. OFFICE OF THE DIRECTOR OF ADMINISTRATIVE SERVICES City Hall P.O. Box 40 cityo! 500 Dundas Street Woodstock, ON Woodstock N4S 7W5 Telephone (519) 539-1291 November 17 2000 City of Toronto 4-e 55 John Street, 7th Floor Station 1071 Toronto, Ontario M5V 3C6 Attention: Michael Garrett, Chief Administrative Officer Dear Mr. Garrett: Sub"ject: City of Woodstock's Opposition of Truckinq of City of Toronto's Waste At the regular council meeting held on Thursday, November 2nd, 20ÔO the following resolution was passed: MWhereas the City of Toronto is finalizing negotiations on a waste disposal plan that could ultimately result in having a minimum of 60 additional waste transfer trucks transporting waste along highway 401, through the Windsor-Essex corridor and through the City of Windsor to the City of Detroit; And Whereas this will result in erosion to roads and infrastructure damage and environmental consequences to air quali~y; Resolved that the City of Woodstock advise the province, the City of Toronto and the M.P.P for Oxford, Ernie Hardeman, of the City's opposition to the trucking of waste." Yours truly, vf~ at¡~~ Louise Gartshore City Clerk LG/csk Copy to Ernie Hardeman, M.P.P Oxford Premier Mike Harris 110 Ministre de l'Agriculture de I'Alimentation et des Affaires rurales ~ Ontario Minister of Agriculture, Food and Rural Affairs Queen's Park, Ontario M5S 1 B3 2001 5 FEB 2009 Heffren 1 Mrs. Sandra J. Deputy Clerk County of Elgin 450 Sunset Drive St. Thomas, Ontario N5R 5Vl JAN 3 f Heffren: Thank you for your December 28, 2000 letter forwarded by Mr. Steve Peters, MPP for Elgin- Middlesex-London. I recognize your endorsement of the County of Prince Edward's Resolution regarding ongoing services related to the review of nutrient management plans, and welcome the opportunity to respond. Dear Mrs Food and Rural management plan I appreciate your support for the work that Ontario Ministry of Agriculture, Affairs' staff have provided to municipalities on the issue of nutrient reviews. As you know, for some time now I have been working on legislation to regulate farming practices to address environmental issues surrounding large livestock farms. The emphasis of this work has been focused on nutrient management. I am hopeful that the legislation to deal with this issue will be introduced in the spring session of the Legislature. ./2 Î Î Î 2 Once again, thank you for writing to me about this important matter. Yours sincerely, Ernie Hardeman Minister c: Ms. Ann Mulvale, President Association of Municipalities of Ontario Ms. Ruby Silcox, Secretary, Elgin Federation of Agriculture Mr. Steve Peters, MPP Elgin-Middlesex -London 112 i'~[kç~ TREE CARE & URBAN FOREgTRY CONSULTANTS January 28. 2001 2001 5 FEB Mark McDonald CAO The County of Elgin 450 Sunset Drive St. Thomas, Ontario N5R 5V1 Mr. McDonald No doubt you would agree that strong, he;;¡lthy trees are one ofa municipaEty'smost vital assets. However, that vitality is threatened if those trees are not properly cared for. A municipality that invests in the long-term health of its trees protects a heritage for its future and shows diligence in maintaining a safe community for its citizens and their property. Dear We share your concerns. Our team fo professional consultants combines over 40 years of experience in diagnosing, treating, and minimizing tree health issues. We currently offer the following services to municipalities preparation of Arborist Reports hazard tree assessment tree inventories tree management planning tree maintenance planning/scheduling tree planting design tree preservation plans budget preparation/costing plant management on reconstruction projects · · · · · · · · · to permit the tools n addition, we offer expert testimony, research and report-writing, and municipalities to maintain their own tree care database. what they say And remember hesitate to contact us For further information, please do not about an ounce of prevention (905) 773-1733 G7 1 3 RICHMOND HILL, ONTARIO L4E 1 1 77 BOND CR.. P.O. BOX 2453 (STN. B) (519) 631-9900 (519) 633-0468 Telephone: Fax: 99 Edward Street S1. Thomas, Ontario N5P 1 Y8 elgin St. thomas health unit ., 111'"\> 11\1i"¡~ January 29, 2001 2001 :31 JAN Mr. Mark McDonald Chief Administrative Officer County of Elgin 450 Sunset Drive St. Thomas ON N5R 5Vl Dear Mr. McDonald: You are hereby advised that the August 2, 2000 - Revised Order ofthe Medical Officer of Health Under Section 13 - Health Protection and Promotion Act, 1990 is now revoked. Since early December, no evidence of bacterial contamination has been found in water samples taken throughout the water distribution system and chlorine residuals have been maintained at acceptable levels. A protocol for ongoing maintenance and monitoring of the water treatment and distrubition system is in place. Water Order for their We wish to commend all those who are affected by the Boil cooperation and patience in dealing with this situatioJ:1. Dr. Sharon Hertwig, M Acting Medical Officer of Health truly, Yours 4 1 1 SH:LM:pb MEMORANDUM TO: Warden McPhail and Members of County Counci FROM: Mark G. McDonald Chief Administrative Officer DATE: February 9, 2001 SUBJECT: MEETING WITH BOB McCAIG For your information, Mr. McCaig has reconsidered his invitation to meet with you after Council on February 13th. Therefore, please disregard the information previously enclosed with your Council mailing. Mr. McCaig no longer wishes to discuss this material with you at this time Mark G. McDonald t. MEMO To Warden McPhail and Members of Elgin County Council From: Mark G. McDonald, C.A.O. Date: February 6th, 2001 Subject: Discussion With Mr. Bob McCaif! Following a recent meeting held with Warden McPhail, Mr. McCaig has requested an opportunity to meet with the Mayors and Deputy Mayors after the County Council meeting on February 13th. As a courtesy, we are transmitting Mr. McCaig's update to you in advance ofthat gathering. Pleased be assured that the words are Mr. McCaig's and that the County has nothing to do with his remarks. As indicated, Mr. McCaig wishes to have an "offthe record" discussion with you after the regular meeting of County Council on February 13th (sometime after adjournment approximately 3 :00 p.m.). This is for your information. Yours truly, ¡; I£C LOS ¡E..f) 1M /7J;1-¡L 1M ¿ K-IJ yÆ- Lo¡ll F __ #0 T D¡..¡ /JÓ~I(j)~ - Green Lane Environmental Group Ltd. Up date to Elgin County Council - 2001 ~ Administrative Staff Mayors and Deputy Mayors I Warden McPha , waste t has been some time since we talked together about management issues in Elgin County. Since we last met most of you have dismissed Green Lane as your service provider and have sought waste management requirements elsewhere at a lower price Such is your right. Nonetheless, in light of your request for peer review funding regarding our further expansion, I come to bring you up to date on the activities at Green Lane Landfill as well as our waste reduction facility known as Recycle London. - We have, as you know, received approval for expansion to Green Lane Landfill, which in part met our most recent application to the Ministry of the Environment. Regrettably, that approval left us short of our total needs by some 2.7 million cubic metres. The chairman of the Environmental Appeal Board, which heard our application for review, indicated that our remedy lay in an application for a further expansion. However, having received approval to serve all of Ontario it would be wasteful of resources to go back to the Ministry for only the extra 2.7 million cubic metres. We have therefore expanded our application to optimize the zoned acreage available for land filling ~ [turn 1.1] In addition to picking up the 2.7 million cubic metres on the western edge of the site we have included the property to the East of the existing site which was zoned for landfilling, adjusted the contours and applied for at least a further 6.1 m ion cubic metres of capacity to figure ~ By examining further the information on figure 1.1 you wi see, on a visit to the site, that we have completed much of the water collection - - ~ pond adjacent and parallel to Hwy. 401. This installation effectively collects all of the surface water on the landfill and by means of an electric lift pump sends the water East to the water-polishing basin with an eventual outlet into Dodd's Creek. '~ - The waste water plant which will treat a of the leachate on site, rather than have it sent to London, is currently under construction at a point immediately South-East of the truck barn. Figure 1-2 Concrete placement begun in the fall has continued throughout the winter. We should finish all concrete placement before the end of February. Completion of the total facility is planned before August of this year. \., The treated leachate will be pumped East to our newly constructed water polishing basin where aquatic plants, chosen for their ability to improve water quality will do their part to improve the effluent. - Our agreement with Kettle Creek Conservation Area to establish an artificial wetland adjacent to this facility will further enhance the treatment of the waste water and indeed serve to improve the background quality of the water currently in Dodd's Creek. -, " Please plan to be with us for the commissioning of our newest environmental initiative at Green Lane. We are making plans for a full public viewing of all of the work we do at Green Lane and look forward to showing you what has been accomplished. This project is fully funded by the Financial Assurances Trust Fund established by Green Lane back in 1973 and updated in 1994. The fund, before a recent work-in-progress draw, had some $5.2 million in reserve .~ While speaking of money we have a host community trust fund of 5% of landfill revenue and this is where any peer review funding would come. However we wonder why those with less of an interest should have more of a concern than the most affected municipality , .~ n addition, we are working with a major international energy agglomerate to collect the methane from Green Lane Landfill, convert it to energy through a series of Caterpillar turbines and sell the created electrical energy to the Ontario Hydro grid. - We are disappointed that we have lost your business .but remain aware of our commitment to our roots in and responsibility for waste from the home county. And frankly gentlemen you know that and that's why you can go off and have a fling with other attractive black box service providers. ~ Finally let me get right down to the rest of the reason why I am here today. Given a choice I would .rather end my talk right here and simply leave aside what I must, as a legitimate waste service provider, talk with you about. '\ With the utmost respect Gentlemen with regard to your current waste management contract I am told you have been duped into living an environmental lie. Your current waste services provider TCR Environmental Inc. is a notorious joke in the waste industry and you are the butt of its activities. -, who promised You have contracted with a waste services supplier you 70, 80 and sometimes even 85% diversion. , I understand from informed sources that in fact you get less than 5% diversion. I further understand that your waste stream is currently being dumped on the floor inside your waste service suppliers processing plant, scooped up with a front end loader, loaded into trailers and the whole of the waste stream is being sent to landfill for disposal. Gentlemen with respect, it's an interesting fact of life that once a person or elected body has made a decision and announced it publicly, they then feel that they are forced to defend that decision even if it is the wrong one. After all it is a rare politician that is prepared to publicly say they made a mistake. '~ Let me suggest that you can all escape your current denial dilemma by admitting that you were misled. Quite simply gentlemen you and I both know from our private conversations that some of you were purposely misled, It is regrettable that it happened but happen it did -, ity to your taxpayers to deliver the It is not the responsibility of the MOE However you have a responsib service that you contracted for. -. - As well, we will have by then relocated our offices from Lambeth to a site just North of the landfill entrance: thus enhancing assessment and employment in Elgin County. compactor, a as numerous 6] We have recently commissioned an 826 Cat landfill Case excavator, 2 International Pay haulers as well over the road waste hauling pieces, [figures 1.3 - 1 \ Just a few miles away at Recycle London we have completed a major overhaul of our blue box sorting line. [see figure 1.7 - 2.5] Unlike others in the industry we at Green Lane don't just talk promises about the future - we deliver, When facilities or equipment are needed we get the job done, ~ Despite our having lost most all of your municipalities as customers our commitment to the environmental industry remains steadfast - Green Lane continues to be a major recycling force in South Western Ontario. And Green Lane is by the far the largest fibre recycling facility in South Western Ontario. \ , Having recently been awarded the waste and recycling contract for the Thames Valley School Board we are once again a very busy blue box recycling facility. However we do have excess capacity and would welcome clean recyclable material from your municipalities And we will welcome you back at fair prices, ~ I should tell you more about the Green Lane Community Trust that gives 5% of Green Lane Landfill revenue back to the host community In addition a fair share of those funds have been made available to communities that are served by Green Lane Environmental. For example, to mentioh but a few, funding went to the new pool in Rodney, Both Port Stanley and Southwold schools have received funding for instruments for their music department. And The Green Team, an environmental youth group cleaned downtown St. Thomas last summer helping earn St. Thomas a top prize in the Communities in Bloom competition. Next year The Green Team will have an even expanded role with automated litter collection equipment - to see that your contract with your waste service provider is performed as required. That responsibility belongs to you and your staff. t- \ However it IS the responsibility of the MOE to see that the Certificate of Approval given to TCR is adhered to and the MOE should have been much more responsive in that matter. So Gentlemen there you have it You have a legal duty to your taxpayers. You risk your municipality's reputation·and your persona pride by failing to act not to mention the potential for some further financial downside '- t has been distasteful to have to discuss a matter of this nature with you but it had to be done. It would have been better if another, knowledgeable in the industry but not a direct competitor, told you about these matters - f am materially wrong in any part of these allegations a successfu suit may be brought against me. However, I am assured that the truth is a reasonable defense , to being of service if you ook forward I do appreciate your time and so choose at some future date - -30- , - - COUNTY OF ELGIN ROAD SUPERINTENDENTS MEETING MINUTES THURSDAY, JANUARY 11,2001 @ 1:30 P.M. @ COUNTY OF ELGIN Municipality of Central Elgin Municipality of Central Elgin Municipality of Dutton I Dunwich Township of Southwold Township of Malahide Town of Aylmer Municipality of Bayham Municipality of West Elgin ATTENDANCE Lloyd Perrin Joe Livingston Mike Hull Scott Wooley Dave Hartley Fred Wilson Bob Bartlett Rick Jackson County of Elgin County of Elgin Clayton Watters Peter Dutchak 25 p.m Clayton circulated aparking infraction notice prepared by Dave to put on vehicles illegally parked on County Roads. If a municipality did not already have a form available it was suggested that they could use this one. the meeting to order at 1 Clayton Watters called Peter also noted that a letter was circulated to all municipalities in December to use In regards to ratepayers relocating snow onto County Roads. Scott said that the problem has been solved in Southwold once the letter was circulated to a few residents. Rick also indicated that he was using the letter with success. Clayton told the group that he would not prepare a report to County Council in regards to the having County staff inspect the local municipality's structures as previously requested by the group. Clayton suggested that if a municipality wanted the County to inspect their structures for them that it should be formally requested by a resolution from the Municipality. If a resolution was received, Clayton would prepare the report for County Council. A discussion occurred in regards to a few loads of bad road salt delivered in early January. Other municipalities also received frozen and lumpy salt but recent shipments have been better. Clayton mentioned that everyone should be aware of potential flooding problems that may occur when the snow we have received begins to melt. All drain outlets should be cleared of snow and ice so flooding is avoided. to by ordered by were expected that Clayton noted that the emergency two way radios the Emergency Measures Coordinator were not. 1 Lloyd asked what the process would be to request additional monies from winter control over expenditures this winter. Clayton asked that a formal resolution be submitted from their local Council and Clayton would forward it to County Council with a report. Other municipalities also expressed that winter control funding was over spent due to the number of storm events recently. Clayton told the group that the road maintenance agreements would be going to County Council on January 23,d and would hopefully be subsequently sent to the local administrators immediately after so that the may be reviewed and executed by the local Councils. Lloyd discussed the MTO regulation for hours of work and log book requirements for operators. A further discussion occurred on how each municipality schedules their man power to maintain the current standards and not be in breach of any regulations. Lloyd initiated a discussion on the new Performance Measures that must be submitted by each municipality by April 31't, 2001. Some of the group were aware of the requirements although everyone agreed that a great deal of effort will be required to complete the submission. at the County 2001 Thursday, February 8th The next meeting was scheduled for Administration Building Dutchak. If there are any errors or omissions in these minutes please notify Peter 2 COUNTY OF ELGIN ROAD SUPERVISORS MEETING THURSDAY, DECEMBER 7,2000 - COUNTY ADMINISTRATION BUILDING ATTENDANCE Present: ~"".67/I/Iß'iI"d/l/dV/£J:V_/I/AV//,o/.wAV/AV/I//7/,oy.l.m 1% ~ Fred Wilson Town of Aylmer ! I Joe Livingstone Municipality of Central Elgin 1 ! Lloyd Perrin Municipality of Central Elgin J ! Bob Patterson Municipality of DuttonlDunwich I I Mike Hall Municipality of DuttonlDunwich i i Dave Hartley Township of Malahide I I Scott Wooley Township of Southwold ! I Rick Jackson Municipality of West Elgin ~ r Clayton Watters County of Elgin I ~/Ió/WI/O/AV/I/AW..<7/I/I/AWI&¡7/AV/AV/I/AW¿w. r8/AlV/AV/I/L7/ß'//YMW..&Y/V/AV/AV/AV/AV/U/H/P/Ø/d/.<7/Q/8/1/I/AV/AV/dV/AV/I/AY/AVA~ 1 Absent: i:o/AJlYAo/LV/Al"/d/AV/Ißi'/U/I/I/NMWU/U/I/IAW/GiI·VI/AV/I/AV/AV/AWÆYnv.w,;;Y/N/I/I/AV/AY/AV/dY/I/AV/#/P/N/H'/A"/N/H/H/O/#/1/1 tA~~~/Q~/~r}!~/it/I/'/Q/AWA7I/ vAY/~n~!;j;?1~~~/~/2!u~/~XlJl~~'/I/I/I/AV/I/I/I/D7J CALL TO ORDER 2 05 p.m to order at 1 the meeting Clayton Watters called Clayton Watters inquired if the Road Supervisors had any comments with regard to the Draft Maintenance Agreement package. · Scott Wooley indicated that he would request that the agreement be given to the Administrator for their review/comments. All the Road Supervisors indicated that they would also be asking for their Administrators comments. Lloyd Perrin indicated that the County should also include the lower-tier municipalities as additional insured as the municipalities were required to include the County on their policy. This would protect the municipalities from County errors/omissions that the municipality did not detect. Fred Wilson questioned Item 10-1 with regard to Assignment of Sub-Contractors. Would the County have to sit in on all municipal tender openings? Clayton indicated that this was a standard clause and the County reserved the right to reject any sub-contractors hired by the lower-tier municipalities for maintenance on the County road system. The County/municipalities may have had previous experience with the sub-contractor or the sub-contractor may have a reputation of unsafe work habits. Rick Jackson wanted to know if the "11 :00 p.m. to 4:00 a.m. hours" clause of no winter control to be carried out would be amended in the agreement. Clayton indicated that it was included in this agreement package as County Council has yet to address this issue, In the future if Council makes a decision with regard to this matter an addendum would be made to the Maintenance Agreement. DRAFT MAINTENANCE AGREEMENT 3 3 of 1 Page · · · COUNTY OF ELGIN ROAD SUPERVISORS MEETING THURSDAY, DECEMBER 7, 2000 - COUNTY ADMINISTRATION BUILDING DRAFT MAINTENANCE AGREEMENT (Continued) Dave Hartley indicated that the dollar value per kilometer for maintenance work performed by the municipalities was not addressed in this agreement. Clayton noted that this was addressed during the initial stages of the municipalities taking over maintenance on the County road system Lloyd Perrin noted that the information package did not indicate the month for C.P.P. adjustment. It was determined that October of the previous year would be indicated. Scott Wooley noted on Schedule 'E' with regard to Flashing Beacons that Roads 25 and #52 were not included in the schedule. · · · 3 the to make within Clayton indicated that if the Road Supervisor had additional comments next week to please contact our office. RAILWAY TIE STOCKPILES Clayton Watters indicated that at the County Council meeting of November 28th the topic of stockpiled railway ties in proximity to the road right-of-ways and there safety hazard (fire, toppling, chemical contamination) was addressed. Clayton requested th~t the Road Supervisors inspect the railway tie stockpiles within their municipality and indicate their location, estimate number and take pictures. Most of the Road Supervisors were aware of the stockpiles within their municipalities 4 Municipality Location West Elgin County Road #104 east of Black's Road Dutton! Dunwich County Road #14 west of lona Station Malahide County Road #52 east of Putnam Road Aylmer None would that they were not aware of any stockpiles but Southwold and Central Elgin indicated investigate the let Clayton know. EMERGENCY RADIOS Clayton Watters indicated that Karen Dunn; County Emergency Services Co-Ordinator inquired as to the requirements of the Lower-Tier Municipalities with regard to emergency radios. The Road Supervisors indicated that 2 radios would be required per municipality would allow for an alternate if one vehicle became disabled This 5 WRITTEN MAINTENANCE SUMMARIES Clayton Watters reminded the Road Supervisors that the yearly written Maintenance Summaries would be required as well as year-end financial reports Page 2 of 3 6 COUNTY OF ELGIN ROAD SUPERVISORS MEETING THURSDAY, DECEMBER 7,2000 - COUNTY ADMINISTRATION BUILDING CUL VERT INSPECTIONS Bob Patterson noted that the inspection of culverts by an engineer every two-year would be required in 2001. Bob inquired if the County would be willing to assist with the inspections and if a formal request would be required. Clayton Watters indicated that the County Engineering Services Department would be willing to assist with the inspections and indicated that a staff member from the municipality would be required to assist with the inspection. All of the Road Supervisors indicated that they would assist the County with the culvert inspections. available to make a staff member 7 and Windsor Salt WINDSOR SAL T HOLlDA Y HOURS Rick Jackson indicated that he had obtained the holiday schedule for inquired if anyone was interested in this information. Copies were made and distributed to the Road Supervisors. 8 FRANCHISE AGREEMENTS Dave Hartley inquired if any of the lower-tier municipalities had recently sign a franchise agreement with the utilities. The Road Supervisors indicated that they had no recent franchise agreements. Clayton Waters indicated that the municipality should consider a short term agreement due to the privatization of many of the utility companies noting that the municipality would not want to be locked into a long term agreement. 9 out to each municipality inquiring if any COUNTY OF ELGIN MAP - VERSION NO.3 Clayton Watters indicated that a letter had been sent changes were required on the County map 10 and wished him al RETIREMENT Clayton Watters congratulated Bob Patterson on his upcoming retirement the best. 11 at the County Administration 2001 11 3 Page 3 of Thursda NEXT MEETING meeting is scheduled for The next Building 12 COUNTY OF ELGIN ROAD SUPERVISORS MEETING THURSDAY, OCTOBER 5,2000 - COUNTY ADMINISTRATION BUILDING ATTENDANCE Present: {f'/O/I/Al/6/1/1/IMV/U/I/I/AV/ßI/£7/AV/I/AV/AV/IÆW".LW..!WAV/AV/AV/AV/AV/A"'/47/n/Q/.1WI/AWI/AV/I/AV/AV/I/I/H'/#/ß'ßY/.WMWYßl/AWA0'1J I Fred Wilson Town of Aylmer I I Joe Livingstone Municipality of Central Elgin I I Bob Patterson Municipality of Dutton/Dunwich i I Mike Hall Municipality of DuttonlDunwich I I Dave Hartley Township of Malahide i ¡ Scott Wooley Township of Southwold I I Clayton Watters County of Elgin I ~/ßl/dV/I/A"/n/.ø/A7/P/g/.H/Ao/A7/D/P/.I//#/AV/A7/ _1/47/H/I/AV/AV/AV/AV/I/#/G/LY/.<'WØ/#/ßl/I/AV/AlV/AV/IAW7AW'AW..!WAYßI//W8/AV/J. 1 Absent: ØjWAi7/11/4"/U/AV/iW'A"/b'/I/47/ßI//V/Lr/6/H/I/I/ßl/ßl/I/6/1/1/I/AV/AV/AV/diWHM7/U/LYÆYMi'R.weMVAVM<iYAVßVßl/AW#/H/_.tWg/n/I/~ I Bob Bartlett Municipality of Bayham I I Rick Jackson Municipality of West Elgin I Æw$PLY/A'I/#/AV/T/I/dil/#A'?/.IWI/AV/AV/#/fffßl/..'m /dY/AY/AV/AY/N/U/ß/P/Q//y,(i(//N/AVá¥MY/AV/æYAV/iW'AWAWAV/AYAYßl/ßI/.tWO/U/U/I/J CALL TO ORDER 2 to order at 9:45 a.m the meeting Clayton Watters called WINTER CONTROL Clayton Watters indicated that the existing clause "No winter control will be carried out between the hours of 11 :00 p.m. to 4:00 a.m." from the County's By-Law to Establish Minimum and Desirable Roadway Service Standards for the County of Elgin Road System is technically illegal under Section 284 of the Municipal Act 3 the municipalities to provide The Road Supervisors indicated that this would require 24-hour winter control service on the County roads. Clayton suggested that the municipalities establish winter patrols and only call out crews as required during these hours. Dave Hartley indicated that during a storm situation crews would be worked to a maximum and require forced downtime. Clayton noted that the County and the municipalities would be in a liability situation if an accident occurred and it was proven that the minimum winter control standards were not adhered to. Clayton indicated that during severe storm conditions that the municipalities could get out earlier in order to get a jump on the situation of 3 1 Page COUNTY OF ELGIN ROAD SUPERVISORS MEETING THURSDAY, OCTOBER 5,2000 - COUNTY ADMINISTRATION BUILDING EDUCA TlON DA Y The County Education November 2, 2000. The Course will focus on winter control operations and will be similar to the course presented in 1999. Testing will follow the presentations and a certificate will be presented to the participants. be held at the Whites Station Garage on Thursday Day wi 4 CAPITAL WORKS PROJECTS Clayton Watters inquired if the Road Supervisor were receiving the written notifications of County capital works projects to be carried out in the municipalities All the Road Supervisors indicated that they were receiving County notices 5 MAINTENANCE Shoulder Gradin The municipalities indicated that shoulder-grading operations would be carried out within the near future. The municipalities indicated that this had been carried out 3 to 4 times this year. (a) 6 Structures Clayton Watters indicated that maintenance on structures should be carried out on a rotating basis. Clayton noted that many of the structure and brushing and tree trimming operations should be carried damage to the structures s were overgrown out to prevent (b) Tree Removal Dave Hartley indicated that he had received the County letter with regard to dead trees that require removal and wanted to determine what time frame was involved for the removal of the trees. Clayton indicated that County policy required that dead trees be removed within a year of notification being received by the municipalities (C) OTHER BUSINESS Backhoe Operators Course Fred Wilson inquired if a Backhoe Operators Course could be offered that would cover operation, safety and hand signals and include testing as well as a certificate. Clayton Watters indicated that he would look into the matter and perhaps this could be offered in the spring along with the Signage Course. Page 2 of 3 (a) 7 COUNTY OF ELGIN ROAD SUPERVISORS MEETING THURSDAY, OCTOBER 5,2000 - COUNTY ADMINISTRATION BUILDING OTHER BUSINESS Emeraencv Sianaae Dave Hartley inquired if it was possible to have emergency detour signage manufactured for use by the municipalities. Dave indicated that over the last three years he has had situations that would warrant the use of such signage and such signage would hopefully alleviate confusion by the travelling public. (b) 7 Clayton noted that there were no standards for such signage. Clayton stated that specific emergency signage would not be practical due to their infrequent use and also pose a problem for storage. Clayton suggested that standard signage could be utilized perhaps adding a beacon to the top in order to make signage visible to the public. NEXT MEETING November 2. 2000 in conjunction with Education Day. Page 3 of 3 Thursda 8