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July 24, 2001 Agenda ORDERS OF THE DA Y FOR TUESDA Y. JUL Y 24TH, 2001 AT 9:00 A.M. ORDEB 1 st Meeting Called to Order Adoption of Minutes - meeting held on June 26, 2001 Disclosure of Pecuniary Interest and the General Nature Thereof Presenting Petitions, Presentations and Delegations PRESENTATION 9:00 A.M. Retirement Recognition DELEGATION 11 :00 A.M. ~ Mr. Chester Hinatsu, Director, Ontario Works, Joint Local Transfer Plan for Social Housing. (Please bring the copy of Mr. Hinatsu's report from your June 26th Council Agenda. Thank you) Motion to Move Into "Committee Of The Whole Counci Reports of Council, Outside Boards and Staff Council Correspondence see attached 2nd 3rd 4th 5th 6th 7th PAGE # 1-57 Items for Consideration Items for Information (Consent i) ii) 58-71 72-122 Agenda) OTHER BUSINESS Statementsllnquiries by Members Notice of Motion Matters of Urgency Items - see separate agenda 1) 2) 3) 8th the Committee Of The Whole n-Camera Recess Motion to Rise and Report Motion to Adopt Recommendations from Consideration of By-Laws ADJOURNMENT 9th 10th 11th 12th 13th 14th LUNCH WILL BE PROVIDED PLEASE NOTE: COUNCIL PHOTO BEING TAKEN AT 3:00 P.M. Association of Municipalities of Ontario Annual Conference - Toronto Elgin-St. Thomas Health Unit and Thames Valley District Health Counci Representatives to present Annual Reports to Council Aug. 19,20,21 &22/01 September 2001 Retirement Recognition - July 24, 2001 Rose Laemers Rose is presented today in recognition of her retirement and 24 years of service at Terrace Lodge. Rose was one of the very first employees at Terrace Lodge, commencing her duties as full time Housekeeping Aide. Rose later assumed the role of Recreation/Craft Director in 1980; and in 1989 returned to the Housekeeping department. Rose has fulfilled all of her duties at Terrace Lodge with initiative, compassion and loyalty to the residents. She has always worn a smile; shared a laugh and was always ready to pass on a hug to a resident who needed one. Terrace Lodge will not be the same without Rose but the residents and staff do wish her much happiness in her retirement. On behalf of Elgin County Council please accept these gifts and our thanks for many years of dedicated service. ~..Ol ~OO(l..·rI' Q II:t ST. THOMAS - ELGIN ONTARIO WORKS 423 Talbot Street St. Thomas, Ontario N5P lCl '·1 June 12,2001 COUlìlTV ELGiN ,1!¡[iVI!NISTRAT!VE SERViCES i" ~;\ ;::, 2001 r JUN Mr. M. McDonald Chief Administrative Officer County of Elgin 450 Sunset Drive St Thomas, Ontario N5R 5Vl Dear Mr. M. McDonald Enclosed you will find a copy of the Joint Local Transfer Plan (lL.T.P.) for Social Housing. This plan was approved by City Council on May 28,2001 and submitted to the Ministry of Municipal Affairs and Housing for their approval. As the County of Elgin is a funding partner in this program your Council may wish to review the contents of this plan. The Plan was prepared by Mr. Fred Galloway, who has completed extensive research and attended consultations with providers to bring this plan together. meeting on June 26, 2001 to answer any I would be pleased to attend your County Council questions, you Council may have. truly ¿Çl#~~ Your Chester Hinatsu Director, Ontario Works CH/am t JOINT LOCAL TRANSFER PLAN FOR SOCIAL HOUSING IN ST. THOMAS-ELGIN City of St. Thomas . May 14,2001 F. J. GALLOWAY ASSOCIATES INC. Version 1.2 Management and Planning Consultants May 2001 G:\255\JLTP-v2.doc JOINT LOCAL TRANSFER PLAN: CHECKLIST 1 the followin Plan with which Includes a Staffin Si N/A APP. 6-1 I Identification of which jobs have been or will be offered to Ministry of Municipal Affairs and HousinQ em ursuant to the reasonable efforts discussions each position .0 deliver a signed Memorandum of Understanding with a Staffing Pian no 01 N/A 6·1 APP.V AND PROCESSES CRITERIA: CHECKLIST 2 JLTP BUSINESS PRACTICES JLTP dl adminl¡ Mortgage and rent subsidy system Monthly subsidies to providers-cheque processing or direct deposi capability Receipt, review and evaluation of financiai reports Assessment and action on financial requests Determine process by which breaches of the act wiil be identified and remedied 5-2 5-5 5-5 5-6 5-10 JL TP demonstrates processes for how the funding model and benchmarkinq will be administered 5-6 New Funding Model and Benchmarkin, be JL TP demonstrates processes for how the rent supplement program be administered JL TP demonstrates processes for how the federal programs wi administered 5-16 5-19 Funding & Administration of Federal Programs 2. Rent Supplement Program JL TP demonstrates processes for how the Coordinated Access System will be delivered Provision of i on al 7-2 5-19 5-17 5-19 sociai housing administered Provision of a common waiting by the Service Manager JL TP demonstrates processes for how RGI and financial testing wi be delivered Includin, Whowil at 5-16 5-16 5-17 5-17 D (B) RGI Standards and Income Testin role testin functions and rent calculation testin be set financiai f How new occu How and when uti! S' structure i 5-17 5-17 TABLE OF CONTENTS JOINT LOCAL TRANSFER PLAN SOCIAL HOUSING ST. THOMAS (VERSION 1.2) 1-1 INTRODUCTION 1.0 2-1 SERVICE MANAGER. 2.0 3-1 SOCIAL HOUSING PROFILE 3.0 4-1 4-1 4-3 GOVERNANCE Governance Approach Demonstrated Efficiencie 4;0 4.1 4.2 S 5-1 5-1 5-1 5-2 AND PROCESSES 5.1 Ownership............................. ó. 5.1.1 Public Housing Units..... .. 5.1.2 Co-operatives, Non-Profit and Federal Unilaterals. BUSINESS PRACTICES 5.0 5-2 5-2 5-2 5-5 5-6 5-8 5.2 Program Management Operations 5.2.1 Introduction........................... 5.2.2 Mortgage and Rent Subsidy System 5.2.3 Monthly Subsidy to Providers ......... 5.2.4 Receipt, Review and Evaluation of Financial Reports 5.2.5 Assessment and Action on Financial Requests 5.3 Risk Management.......................................... 5-9 5.3.1 Identifj;ing Housing Providers at Risk... 5-9 5.3.2 Review and Evaluation of Financial Reports 5-9 5.3.3 Identification and Remedy of Breaches of the Act ...............................................5-10 5.3.4 Identifj;ing Projects in Difficulty (PID) ............................................................... 5-11 5.3.5 Reporting Projects in Difficulty ...........................................................................5-13 5.3.6 Applying Remedies to PIDs .................................................................................5-13 5-14 5-14 5-15 5-15 5-16 5.4 Program Administration.............. 5.4.1 Process for Tracking and Recording Information 5.4.2 Process to Adjust Subsidy..................................... 5.4.3 Program Administration - Reporting and Monitoring 5.4.4 Federal Programs TABLE OF CONTENTS Page 2 5-16 5-16 5-17 5-17 5-17 5-17 5-18 5-18 5-19 n. me Other Potential Inco 5.5 RGI 5.5.1 Financial Testing and Rent Calculations 5.5.2 System to Determine RGI Eligibility and Rent Calculatio 5.5.3 New Occupancy Standards ............................. 5.5.4 Utility Charges................................................ 5.5.5 Local Eligibility Requirementsfor RIG Units 5.5.6 Fraud Control Unit ............... 5.5.7 Assisting RGI Households to 5.5.8 Rent Supplement Programs. Obtain 5-19 Co-ordinated Access Program. 5.6 6-1 6-1 6-2 6-2 ORGANIZATIONAL CHANGES Structural Changes Staffing .......... Staff Training 6.0 6.1 6.2 6.3 7-1 7-1 7-2 COMMUNICATIONS Consultation Communications Plan 7.0 7.1 7.2 8-1 9-1 FINANCIAL PLAN. WORK. PLAN 8.0 9.0 LIST OF APPENDICIES Council Resolution Approving Joint Local Transfer Plan Council Resolution Approving Initial Governance Strategy, Review Process and Appointment for the LHC Position Descriptions Letter of Intent Staffing and Training Template APPENDIX I APPENDIX II APPENDIX III APPENDIX IV APPENDIX V 1.0 INTRODUCTION On December 14, 2000, the Ontario government proclaimed the Social Housing Reform Act 2000, which set the stage for the transfer of administrative responsibilities for Social Housing in Ontario from the Federal and Provincial governments to local municipalities_ One of the major components in facilitating this transition of Social Housing responsibilities was the preparation of a Joint Local Transfer Plan (JL TP) by the designated Service Manager. This document represents the JL TP for the County of Elgin and the City of St. Thomas for which the City is the designated Service Manager. This JLTP was prepared by the Ontario Works Department of the City of St. Thomas and approved by City of St. Thomas Council on May 28, 2001 A copy of Council's resolution approving the JL TP is contained in Appendix 1. DRAFT JOINT LOCAL TRANSFER PLAN Social Housing, St. Thomas Page 1-1 2.0 SERVICE MANAGER The City of St. Thomas currently operates the Ontario Works Department on behalf of both the City and the County of Elgin as a joint initiative. The City of St. Thomas has an agreement with the County to be the Service Manager for Social Housing administration for both the City and the County and is therefore the designated CMSM. As such, the City of St. Thomas has acquired the Local Housing Authority's (LHA) managed assets which were previously owned by the Ontario Housing Corporation. This transfer occurred on January 1,2001 as part of Phase I of the transition. Also, at that time, a Local Housing Authority was transitioned to a newly incorporated body called the St.Thomas-Elgin Local Housing Corporation, which is a wholly owned subsidiary of the City of St. Thomas. The City of St. Thomas requested that the former Board members of the LHA remain in their governance role for the public housing operations of the LHC until March 31, 2001. In March of 200 1, the City of St. Thomas Council selected two of its members to be added to the Board of Directors of the LHC, resulting in an eight member board, of which six individuals had continuing appointments approved by Council until achievement of the Transition Date for Social Housing Phase II implementation which is scheduled for March 1,2002. The Ministry will be notified three months prior to the date of the transition, December 1, 2001. City Council has allocated responsibility for the preparation and development of the transitional and planning components for Social Housing to its Department of Ontario Works. The Director of the Department has provided the primary leadership in facilitating the preparation of the JL TP, as well as working with the complete range of Social Housing service providers across St. Thomas-Elgin. DRAFr JOINT LOCAL TRANSFER PLAN Social Housing, St. Thomas Page 2-1 SOCIAL HOUSING PROFILE 3.0 Thomas-Elgin, the St. of Social Housing existing across units. the different forms profiles 1 Table number of residential identifying the providers and their the City in Housing Corporation operates 511 public housing units that are spread across The Local one organizations, and the County of Elgin. There are two municipal non-profit in Port Burwell that manage fifty units. Five private non-profit Thomas ofSt. operators and one Port Stanley units. manage 285 located in Relative to Co-Op housing, there are 204 units in four complexes of which three are all delivered by EFBC, a private units, involves ten The Rent Supplement Program St.Thomas. non-profit social housing organization in St. Thomas. Table 1 Social Housing Profile Provider Location Elgin - St. Thomas Port Stanley Port Burwell Dutton St. Thomas Rodney Aylmer Port Burwell St. Thomas St. Thomas St. Thomas Aylmer . St. Thomas Aylmer Thomas Thomas Thomas Thomas Thomas St. St. st. St. St. Units 511 3õ 20 50 25 126 24 75 35 285 67 60 63 50 240 10 25 20 40 18 11 16 104 234 1330 LHC Central Elgin - Kettle Creek Villa Milton Towers Category Public Housing Municipal Non-Profit Caledonia Gardens EFBC Kiwanis Elkview Gardens (Menno Lodge) Port Burwell Family Services Total Mnnicipal Non-Profit Private Non-Profit Elmview Estates Meadowdale Pinafore Station Troy Village Total Private Non-Profit Co-Op Housing EFBC Aylmer Area Christian Community Assoc. Bel Parc Inc Festival Gardens Kiwant Manors STEAMR Housing Cherry St. Inc. EFBC Non-Profit Total Co-Op Housing Rent Supplement Federal Unilaterals Total Federal Unilaterals Total DRAFT JOINT LOCAL TRANSFER PLAN Social Housing, St. Thomas Page 3-1 In regards to Federal Unilateral operations, there are seven service providers that deliver 234 units. Five of the service providers are located in St. Thomas and two in the County area. In total, there are 1330 social housing units that are involved in the transition program and for which the Service Manager will have administrative responsibilities. Table 2 profiles the 2001 projected Social Housing funding requirements in St.Thomas-Elgin. The total budget involves $4.3 million of which the non-profit housing portfolio represents $3.156 million or 73.4% of the total. Table 2 Social Housing Fnnding in St. Thomas-Elgin , Provincial Share Federal Share Total Municipal Levy Receivable from MMAH Public Housing Portfolio $513,941.00 $328,296.00 $842,237.00 Rent Supplement Portfolio $53,586.00 $18,940.00 $72,526.00 Non-Profit Housing Portfolio $2,471,797.36 $685,018.00 $3,,156,81,5.36 Federal Non-Profit Portfolio $228,585.00 $228,585.00 Section- 95 Urban Native Program Rural and Native Housing Program Total $3,039,324.36 $1,260,839.00 $4,300,163.36 DRAFT JOINT LOCAL TRANSFER PLAN Social Housing, St. Thomas Page 3-2 GOVERNANCE 4.0 Governance Approach 4.1 model to governance in the City of St. Thomas 2002, an initial Thomas Council approved Manager's role for Social Housing services i and before Mar;h of St. City the 2, support the Service 2001 On April and the review, copy of the initial Council will 1, for post-transition governance. County of Elgin. As the transition progresses A as necessary and endorse a model motion is make adjustments Council's profiles 1 Figure II. in Appendix provided which has the following features: 2001 2, governance model April project model is St. Thomas Council has overall program governance and responsibility and will continue to do so when an adjusted L 2002. City of management The · established by March The Department of Ontario Works has program manageme~t responsibility until March 1. 2002, which involves day-to-day Service Manager responsibilities, as well as the · transition planning and preparation of the JL TP. A Housing Administrator will be retained by the Ontario Works Department and report to the Director until February 28, 2002. This person will have the day to day responsibility for planning, facilitating and implementing the JLTP, as well as the on-going Social Housing administration responsibilities of the Service Manager. A position description is III. · provided in Appendix governance and project Local Housing Corporation will continue to have project management responsibility for public housing assets. The · and project housing co-operative governance and organizations and social private non-profit, project continue to have their individual the municipal non-profit, will responsibilities for The Boards of Directors for federal unilateral management operations. proj ects · placing a model with Ontario Works to establish a governance of the Director 2001 identifies program Council in November work transition recommendation before The current DRAFf JOINT LOCAL TRANSFER PLAN Social Housing, St. Thomas Page 4-1 Figure INITIAL GOVERNANCE MODEL TO FEBRUARY 28, 2002 Program Governance Municipal Council . - - - - _.- - - - - - - - - -- -------- ------. - --.-----. Program Management Director, Ontario Works I Housing Adminstrator .---------------- ------- ---. - -----.' Project Governance - Co-op Boards r Non-Profit Boards Federal Unilateral Non-Profit Boards -----------. ---- .-. ---- -. ._._._._._._~_. Project Operations Manager & Staff Management Management Management approval by Council in December 2001. Any adjustments to this model will be in place as of March 1, 2002. The period between December 2001 and the end of February 2002 will be utilized to undertake the appropriate recruitment, training, and orientation and policy development considerations necessary to have the new governance model fully activated and operational on March 1,2002. The Department of Ontario Works for the City of St. Thomas will have the following responsibilities during the transition period: · Recruitment and training of the Housing Administrator · Development and implementation of consultation programs with service providers and other stakeholders · Review of current operational, financial and related policies and procedures and their modification to meet all requirements, as well as to capture service provider input as appropriate and consistent with the requirements. · Design and development co-ordination of the common waiting list, eligibility assessments, rent geared to income criteria and .related service delivery policies and procedures. · Recommendation of adjustments to the governance model to the City of St. Thomas Council , · Development and integration of City based support services, in terms of finance, technology, clerical, administration, purchasing and related resources within the Service Manager's role. · Liaison with the Ministry of Municipal Affairs and Housing and other funders and support systems associated with this transition initiative. The Department will undertake leadership responsibility for affecting all the transitional considerations and requirements to establish a Social Housing governance and program delivery model to be in place and fully operational by March 1. 2002. DRAFT JOINT LOCAL TRANSFER PLAN Social Housing, St. Thomas Page 4-2 Demonstrated Efficiencies 4.2 integrated a number of key Thomas has The organizational approach selected by the City of St. demonstrated efficiencies as follows: The Housing Administrator and related operations will be housed in the new Ontario Works Centre resulting in administrative cost efficiencies related to space; integrated system; such as .n n.." as direct and Ilctions. · access to Department reception and board rooms; a., n vU in reporting and related This will result training or technology and other support resources The Ontario Works Financial Officer will undertake all financial reviews, assessments and functions within the Service Manager's role. no need to retain additional related considerations City · equipment, space, furniture, financial control functions. staff resources, associated with the The Housing Administrator will have access to a wide range of City services, such as legal, engineering, information technology and property management. These services can act as a resource in answering questions, undertaking reviews and providing professional advice. Related to these tasks, there would generally be no cost to the Social function. These services · are also available from a consulting perspective related and Housing to all the Social Housing service providers undertaking other collective actions that could have significant cost economies and efficiencies rather than developing systems, models and strategies based on single, small unit, stand-alone initiatives. to developing software, providing services common purchasing increased as provide support as well The City's Purchasing Department will be available to initiatives that will result in improved cost per unit savings, professional purchasing capacity and expertise. · in terms of word need for additional support roles in no will undertake clerical related supports resulting staff within the Department and reception this role filing, Clerical processing, clerical · support for made aVaIlable as currently operated related to the the resources of the LHC will be As well, program with LHC will become a no need to develop a new function of the result in property management Program which will In addition, the DRAFT JOINT LOCAL TRANSFER PLAN Social Housing, SI. Thomas Page 4-3 Coordinated Access additional costs. potential advisory resource to service providers, especially smaller projects, that may have difficulty accessing professional supports and advice. DRAFf JOINT LOCAL TRANSFER PLAN Social Housing, St. Thomas Page 4-4 BUSINESS PRACTICES AND PROCESSES 5.0 Ownership 5.1 Public Housing Units 5.1.1 were transferred to the ownership of the the managed assets of the former LHA 2001 1 As of January a wholly owned subsidiary 2001 is which Thomas Housing Corporation Elgin and St. of St. of the the City of St. Thomas continue governing the 2001 to March 31 1 For the period January Thomas. City Council an eight individuals LHA the City appointed and six other existing Board of City of St. ""- - mn, the LHC, i ,] 19 two City Councillors 2001 the LUO;"'as. As of April of Directors the organization on behalf of the person Board of Directors for rrom the previous Board. requested that public staff were of 511 the delivery responsible for In this theLHA within the same parameters as light, scope. same duties a separate entity per experience and transferred to the LHC and continµe to perform the The duties include: as continues to operate The LHC previous its as units housing for 2001 Property Management and maintenance, both capital and operating responsibilities, the 511 public housing units 1 prior to January · In-take and eligibility assessments of applications for the public housing units · Client/resident services · functions On-going income assessments and reviews for RGI eligibility Record keeping, vacancy rate analysis and data tracking, along with reporting to the City ofSt. Thomas via the Ontario Works Department. · · Access list for this time '. for approximately two ye~ s and currently engages all Committee, the LHC maintains a within St.Thomas-Elgin. bµt has been working Housing to all 1.1 this common waiting Affordable the social the On behalf of waiting · is voluntary the social housing providers housing operators list common Participation at DRAFT JOINT LOCAL TRANSFER PLAN Social Housing, St. Thomas Page 5-1 · Undertakes all financial accounting, payroll, staff benefits and all related administrative tasks for the LHC 5.1.2 Co-operatives, Non-Profit and Federal Unilaterals The approximately 800 units that are delivered through co-ops, private non-profit, municipal non-profit and federal unilateral service providers continue to operate with their own Boards of Directors and mandates. Each organization continues to undertake eligibility assessments and reviews of applications and participates in the central waiting list program as op.erated by the LHC on behalf of the social housing service providers. Each of these organizations also undertakes their own administrative, property and assets management responsibilities either directly or through the use of contracted management companies relative to payroll, fmancial reporting, accounting, property management, risk management and related functions and services. 5.2 Program Management Operations 5.2.1 Introduction The following material provides the strategies, responsibilities and established parameters associated with a wide range of program management operational tasks and areas of effort. The principal focus will be for the Housing Administrator to sustain the current operations, while at the same time, in consultation with the Access to Affordable Housing Committee representatives; the Director, Ontario Works; City staff; representatives of the Ministry; and others, to develop the new initiatives, policies, procedures and practises through the fall of 2001. These will be in place by February 28, 2002 to support the transition date implementation scheduled for March 1, 2002. 5.2.2 Mortgage and Rent Subsidy System Subsidies paid by the Service Manager to social housing providers cover the difference between rent revenues and the costs of providing the housing. Determining the subsidy level begins prior to the beginning of the service provider's fiscal year, when the project is "benchmarked". Revenues and operating costs are established based on such factors as market rents, vacancy loss, non-rental revenue (from parking, laundry, bank interest, etc.), manageable costs, utilities and allocations to a capital replacements reserve. DRAFf JOINT LOCAL TRANSFER PLAN Social Housing, St. Thomas Page 5-2 Once benchmarks have been determined, the net operating income for the project for the benchmark year is calculated by deducting the benchmarked operating costs ftom the benchmarked revenues (based on market rents of all units in the project, including RGI units). The remaining amount, which will be known as the "Affordable Mortgage Payment" (AMP) is available to cover mortgage payments. This amount is not sufficient to cover the full mortgage payment and results in the need for a subsidy. The actual mortgage payment may change over time due to changes in the interest rate. However, since the project's affordable mortgage payment is fixed for the life of the mortgage, the interest rate risk is born entirely by the Service Manager. The practices and processes to be followed, as well as the staff responsible, IT requirement, information required ftom the Ministry, staff training requirements and implementation costs are as follows: Mortgage renewal and mortgage subsidy calculation process: 0 Receive notification of mortgage renewals pending ftom the Provincial Capital Funding Unit and terms and conditions of new mortgages 0 Review and agree to final terms and conditions 0 Recalculate mortgage subsidy for unaffordable portion 0 Calculate mortgage payments due for the year ftom the Capital Funding Unit 0 Compare to affordable mortgage payment 0 Note differences in mortgage subsidy payments · Responsibility; of the Housing Administrator, supported by the Financial Officer · IT requirements involve the development of a mortgage calculation program as part of an overall funding software application for subsidy calculation · Information required ftom MMAH prior to the Transfer comes ftom the Mortgage Administration Guidelines and Mortgage Financing Handbook. · Staff training requirements include the areas of Mortgage Finance, NHA Insurance, etc. and New Funding Model Training DRAFr JOINT LOCAL TRANSFER PLAN Social Housing, St. Thomas Page 5-3 Rent subsidy calculation process: 0 Receive estimate form from housing provider of RGI and market rents 0 Obtain benchmark market rents from Social Housing Services Corporation 0 Conduct a reasonableness test by matching to indices 0 Fund lower of two amounts · Responsibility of the Housing Administrator, supported by the Financial Officer · IT requirement involves the development of a rent subsidy calculation model as part of an overall financial model for subsidy calculation · Information required from MMAH prior to transfer is the most recent approved operating budgets for all housing providers · Staff training requirement is in the area of the New Funding Model Process to determine total subsidy to be paid to each provider 0 Determine property tax requirements from property tax assessment' 0 Add mortgage subsidy, rent subsidy and property tax subsidies to determine total subsidy to be paid to each provider · Responsibility of the Housing Administrator, supported by the Financial Officer · No IT requirements · No information is required from MMAH prior to the transfer · Staff training requirement based on New Funding Model It is anticipated that the staff needed to put these business practices and processes in place will be in place and oriented in July 2001. The next step is to determine whether or not a Service Manager consortium will develop the required software application. It is anticipated that this decision will be forthcoming by June 2001. In the event that the Ministry does not develop and fund a software application, the Service Manager will retain a local programmer or use City resources to develop this application. This initiative will start once staff have received detailed DRAFT JOINT LOCAL TRANSFER PLAN Social Housing, St. Thomas Page 5-4 training on the New Funding Model, Mortgage and Rent Subsidy System and Mortgage Financing. 5.2.3 Monthly Subsidy to Providers The process for funding social housing service providers varies ITom the fIrst year to subsequent years. The practices and processes are profiled as follows: About two months prior to transfer, the Financial Officer will diarise the payment list received from the Ministry (first year only). One month prior to transfer, the City's Treasury Department will test its internal systems to ensure that subsidy payments will be received by the housing service providers no later than March 1,2002. Subsidy payment process: · Financial Officer to: 0 Diarise subsidy payment requirements for each housing service provider 0 Match funds requisition to diarised amounts 0 Make adjustments for additional funding, mortgage renewal changes, mandatory payments or settlements 0 Compare adjusted subsidy payment to previous month and investigate any discrepancies 0 Forward recommended payment to Housing Administrator · Housing Administrator to authorize payment and forward to City's Treasury Department for payment based on the Department's current payment practice · Treasury Department to issue subsidy cheque to the housing service providers no later than the first of the month · Treasury Department to produce a monthly disbursement list · Financial Officer to compare output list to payment file to ensure accuracy · Financial Officer to investigate discrepancies and make required adjustments to the next payment DRAFT JOINT LOCAL TRANSFER PLAN Social Housing, St. Thomas Page 5-5 Financial Officer and City Treasury Responsibility of the Housing Administrator, Department · IT requirements involve the ability to diarise subsidy payments that will potentially be prepared using an MS Excel spreadsheet. The City's financial accounting package will · be used to disburse the required payments will be required from MMAH Infonnation from detailed project files and date fiat files · prior to transfer In-house staff training will be required · Review and Evaluation of Financial Reports Receipt, 5.2.4 the first be required after will that settlement process a includes new funding The Service model The will be responsible for completing settlements only for Manager transition year. fiscal years funded entirely under the new funding model. be prepared by the Financial will settlement process financial the tracking 2002. spreadsheet for A 31 Officer by January requirements, are implementation costs responsible, IT and staff infonnatiõn required from the Ministry, staff training requirements described as follows: as the and processes to be followed, as well The practices Process for the receipt and evaluation offmancial reports as follows Financial Officer to: Prepare a spreadsheet that shows the fiscal years ends for each housing provider, date to notify housing providers to submit fmancial statement, date that infonnation is due, date financial statements and Annual Infonnation Return (AIR) received and date that settlement approved. o · Notify housing service providers of due date for financial statement and AIR o Receive and conduct initial review of fmandaI statement and AIR o issues ifthere are any Follow-up with housing service providers into system Input AIR o o DRAFT JOINT LOCAL TRANSFER PLAN Social Housing, St. Thomas Page 5-6 Input required data into spreadsheet analysis required for provincial reporting o Analyze financial statements and calculate mandatory payment o is a deficit or surplus and cause of deficit or surplus if there Determine o is covered by accumulated surplus if not covered by an Settle statement if deficit Request plan from housing service provider to cover deficit accumulated surplus o o revise subsidy identified for investigation, determine action and refer to Housing issues for investigation, and if necessary, Review issues Administrator IdentifY o o with housing service providers as required issues Follow up identified o if necessary Refer to risk management process, o is a surplus, recover 100% ofRGI surplus by reducing next subsidy payment If there o Update spreadsheet to reflect that financial settlement is complete o letter to housing service provider with a copy to the City Treasurer Send settlement o Housing Administrator to: · under investigation Review and approve actions for issues o Review and approve fmancial settlements o Responsibility of Housing Administrator and Financial Officer IT requirements are software application for spreadsheet analysis required for provincial reporting and MS Excel spreadsheet to be developed by the Financial Officer to track fmancial settlement process. · · Information required from MMAH prior to transfer will come from the analysis for · provincial reporting software application. On-site training at Southwestern Regional Office of current process for the review and evaluation offmancial reports will be necessary DRAFf JOINT LOCAL TRANSFER PLAN Social Housing, St. Thomas Page 5-7 · 5.2.5 Assessment and Action on Financial Requests Under the new funding model, the Service Manager will need to handle requests from housing service providers for additional in-year funds. The practices and processes to be followed for reviewing requests for additional funding, as well as the staff responsible, IT requirements, information required from the Ministry, staff training requirements and implementation costs are described in the following material. Process for the consideration of financial requests for additional in-year funding: · Housing Administratorto: 0 Receive business case to request additional funds from housing service provider 0 Review business case 0 If additional funds are justified, prepare report with recommendation and forward to Director, Ontario Works for review 0 If additional funds are not justified, send letter to housing service provider notifying them of the decision · Director, Ontario Works to: 0 Review business case and report from Housing Administrator 0 If additional funding request justified, determine if there is sufficient budget within the Department's budget to handle request for additiortaI funding 0 If insufficient funds exist within the Department's budget for additional funding request, prepare a report for consideration by Council, including terms and conditions of approval of additiortaI funding (e_g. repayment plan). · Council to consider recommendations of the Director, Ontario Works for the approval of additional funding · Housing Administrator to: 0 Send letter to housing service provider notifying them of Service Manager's decision 0 If Service Manager decides to approve additional funding, instruct Financial Officer to make necessary arrangements to forward the required funds to the service provider. DRAFT JOINT LOCA~ TRANSFER P~AN Social Housing, St. Thomas Page 5-8 Financial Officer and City Treasury Responsibility of Housing Administrator, Department · In-House staff training will be required. · MMAH infonnation requirements There are no IT or · Risk Management 5.3 Identif.ying Housing Providers at Risk 5.3.1 through (NHA). mortgage offered the National Housing Act insurance to are subject (CMHC) social housing mortgages provincial Canada Mortgage All under and Housing Corporation The mortgage occurs This insurance protects the lender against loss insurance fund is guaranteed by the province, which means that when a mortgage default and CMHC reimburses the lender, the province in the event of mortgage default. is obliged to reimburse CMHC in full. losses associated with a but any remain with the province, Manager. mortgage risk housing provider can be charged back to the Service will After the transfer, Manager the Service that are at risk of mortgage default, identify housing service providers To will perfonn the following functions: and reports on a timely basis financial statements Review audited · Conduct periodic compliance/operational reviews, including site visits Detennine breaches of the Social Housing Refonn Act and severity of breaches based on guidelines provided by the province's Risk Management Centre · · and the province's Risk Evaluate potential risks and communicate findings to Council · Management Centre. Review and Evaluation of Financial Reports 5.3.2 and reports. may be considered a statements Section 5.2.4 describes the process for review of annual audited financial identifies situation in which a housing service provider "Project in Difficulty' Section 5.3.5 DRAFT JOINT LOCAL TRANSFER PLAN Social Housing, 81. Thomas Page 5-9 5.3.3 Identification and Remedy of Breaches of the Act through a variety of processes, service providers housing financial The Ministry has monitored non-profit and the successfully process. is early identification of a problem. to A key settlement reviews including operational resolving financial difficulties with specific projects liousing also an opportunity for the Service Manager to visit IS review process The operational to housing and provide positive feedback practices share best regular basis, on a projects providers. An operational review template will be developed as described below. service provider identify and remedy housing and processes to be followed to The practices breaches requirements, staff responsible, IT and the as as well and operating agreement, of the Act implementation costs are infonnation required from the Ministry, staff training requirements described below. Develop operational review template for non-profit and co-operative service providers based on templates developed by MMAH, the requirements of the Act, regulations and memorandum of agreement developed by the Service Manager. with the Housing Administrator and Financial Officer lies Responsibility · , instructions include operation review No IT requirements Infonnátion required from MMAH prior to transfer and risk management training manuals. · · in risk management from the Ministry will be required Staff training · identify and remedy breaches of the Act and operating agreement by providers: Process to Housing Administrator Develop a spreadsheet to track when each housing provider will be reviewed on a three-year cycle, the date of the review, date operational review report completed, date follow-up report due by housing service provider and date directions and recommendations addressed by housing service provider. o · Contact housing service provider to set up appointment for site visit and identify documents to prepare for the visit o DRAFT JOINT LoCAL TRANSFER PLAN Social Housing, SI. Thomas Page 5-10 · Financial Officer to: 0 Review housing service provider files and identify financial issues · Housing Administrator to: 0 Determine if this is a project in difficulty 0 Conduct operational review with assistance from the Financial Officer and others as required 0 Prepare report and send to housing service provider for response to recommendations and/or directions 0 If provider in serious breach of the Act, regulations or operating agreement, identify external resources (e.g. audit, legal) required to identify directives and establish dates for meeting the directives 0 Monitor progress of housing service provider and take appropriate actions as required. · Responsibility of Housing Administrator and Financial Officer · No IT requirements · Information required from MMAH prior to transfer from operational review instructions and risk management training manuals. ' · Risk management training from the Ministry is required for staff The process to identify and remedy housing service provider breaches to the Act and operating agreement will be revisited once the Operation Review Instructions and Risk Management Training Manuals are received from the Ministry. Similarly, operational review templates for non-profit and co-operative providers will be prepared prior to the transition date. 5.3.4 Identifying Projects in Difficulty (PID) While conducting an operational review or annual fmancial statement review, it may become apparent that a housing service provider is a "Project in Difficulty" (PID). The Service Manager will classify a provider as a PID if one or more of the following criteria are identified: DRAFT JOiNT LOCAL TRANSFER PLAN Social Housing, St. Thomas Page 5-11 · Mortgage and tax arrears · Evidence of Board unaccountable for decisions · Financial mismanagement or ftaud · Major technical/capital repair problems · Conflict of interest · Contained late submission of documents · Significant accumulated deficit · Unauthorized sale/transfer/amalgamation The Service Manager will adopt the Ministry's current structure of classifying PID's as either Tier I or Tier II as follows: Tier! PID's These housing service providers tend to have significant problems and meet more than one of the criteria listed above. Specifically, these housing service providers: · Are in substantial non-compliance with the Service Manager's established policies and procedures · Have a number of identified breaches to the Act · Have an uncooperative Board of Directors or Administrations · Have contentious public issues Tier II PIDs These housing service providers are in breach of the Act or the Service Manager's policies and procedures, however, they continue to make progress toward resolving issues. DRAFT JOINT LOCAL TRANSFER PLAN Social Housing, St. Thomas Page 5-12 There are currently no PIDs in the service area. The process outlined in this section will be put in place in the event that a PID is identified during the operational review, annual financial reports review or in another manner. 5.3.5 Reporting Projects in Difficulty The province will establish a permanent Risk Management Centre with a mandate to protect the contingent liability of the province and to provide support to Service Managers who are managing PIDs. Section 17 of the Act outlines the requirements for reporting by the Service Manager on Projects in Difficulty. The details of the requirements for reporting will be outlined in the Regulations. The Housing Administrator is responsible for identifYing potential PIDs to the Director, Ontario Works. The Director, Ontario Works will report any PIDs to the Province's Risk Management Centre. The Ministry has indicated that it will be providing the following documents prior to transfer: · Operation Review Instructions · Projects in Difficulty Processes and Procedures Guide · Deficits and Underfunded Reserves Guide The Service Manager will fme-tune these processes once further information is received from the Ministry. 5.3.6 Applying Remedies to PIDs Section 115 of the Act describes triggering events to be used to classifY housing service providers who do not comply with the Act. If one of these triggering events were to occur, the Service Manager would have remedies available to use as described in section 116. The Service Manager may not exercise remedies unless section 117 of the Act applies, which includes receiving prior approval from the Minister. A few examples of triggering events and remedies are listed below: DRAFT JOINT LOCAL TRANSFER PLAN Social Housing, St. Thomas Page 5-13 Triggering Events Remedies · Housing provider ceases or threatens to Service Manager may reduce the amount of any cease to carry ón business in the nonnal subsidy payments manner · Housing provider becomes bankrupt or Service Manager may appoint a receiver insolvent · Housing provider is unable to meet its financial obligations as they become due Service Manager may discontinue or suspend the subsidy payment to a housing service provider The Service Manager does not have any Projects in Difficulty at this time. Legal advice will be sought in the event that remedies as described in the Act need to be utilized. 5.4 Program Administration 5.4.1 Process for Tracking and Recording Information Provincially funded non-profit and co-op housing projects have traditionally been financed by loans from private sector institutions and secured by a mortgage on the property. In 1998, the Ministry became involved in the financing and refinancing processes for non-profit providers. The Ministry developed a monthly tendering process in which all upcoming mortgage renewals are pooled and institutions have the opportunity to offer competitive bids. After the transfer, mortgage management will continue to be a provincial function. Six months prior to a renewal date on a project, the Ministry will send to the Service Manager a list of projects in their portfolio that are scheduled to be renewed, along with any requests for action to be taken prior to specific dates. The Ministry will provide the Service Manager with Mortgage Administration Guidelines, a Mortgage Financing Handbook and sample hard copies of the mortgage packages prior to the date of transfer. For planning purposes, it is assumed these materials will address the process. DRAFT JOINT LOCAL TRANSFER PLAN Social Housing, St. Thomas Page 5-14 The process to be followed to develop a system to track and record mortgage renewals, as well as the staff responsible, IT requirements, information required from the Ministry, staff training requirements and implementation costs are described below: Create an MS Excel spreadsheet that records mortgage information on the projects with outstanding mortgages. The spreadsheet will indicate the amount outstanding, mortgage rate, mortgage term and renewal dates. · The Housing Administrator and Financial Officer are responsible · A spreadsheet needs to be developed by the Financial Officer uSing MS Excel · Up-to-date mortgage information must be received from MMAH prior to the transfer · No staff training or implementation costs are associated with this section. This process will be developed by February 28, 2002. 5.4.2 Process to Adjust Subsidy Ministry staff will be responsible for the actual renewal of the^mortgage. After each renewal, Ministry staff will provide both the Service Manager and the housing service provider with a report stating the new lender, interest rate, term and principal and monthly payment. The Service Manager will adjust subsidy payments after the renewal. The process for adjusting subsidy is described in 5.3. 5.4.3 Program Administration - Reporting and Monitoring The Service Manager will be required to report to the province on all of its social housing programs that were previously administered by either the province or the federal government. Details of what should be included in the reports to the province will be prescribed in the regulations to the Social Housing Reform Act. If¡ The Service Manager can request additional information beyond what is required for provincial/federal reporting purposes. DRAFt JOINr LOCAL TRANSFER PLAN Social Housing, St. Thomas Page 5-15 While awaiting infonnation from the Ministry about reporting and monitoring requirements,the Service Manager will create, a process to gather data on each hosing service provider (e.g. number of units, target plan, mortgage renewals date) as described in the following material Create a spreadsheet with housing service provider tombstone data using information from DRS, Appendix 8 of Service Managers Guide and more up-to-date information received from MMAH in the future. · Responsibility rests with the Housing Administrator and Financial Officer · Spreadsheet to be developed by Financial Office, using Ms Excel · Up-to-date project infonnation is required. · No staff training or implementation costs. The Housing Administrator and the Financial Officer will develop processes for reporting and monitoring to the province once additional infonnation is received. 5.4.4 Federal Programs Currently each of the federal unilateral programs have an operating agreement that will not be changed except as permitted under Social Housing Refonn. The Service Manager will administer its responsibilities within the full recognition of the existing operating agreements and requirements. 5.5 RGI 5.5.1 Financial Testing and Rent Calculations The Service Manager is responsible for determining how financial testing will be administered within the service area. Currently service providers are responsible for financial testing. The Service Manager plans to delegate responsibility for fmancial testing to individual service providers. During the next two to three years, the Service Manager will monitor housing providers' financial testing practices, provide training as required and decide whether or not to take over this responsibility. DRAFT JOINr LOCAL TRANSFER PLAN Social Housing, SI. Thomas Page 5-16 5.5.2 System to Determine RGI Eligibility and Rent Calculation The Service Manager is responsible for determining RGI eligibility and calculating rents for RGI residents. The plan is to delegate this authority to individual service providers as currently occurs. A comprehensive monitoring process will be put in place to ensure this function is administered according to legislative requirements, with a minimum of 10% ofRGI calculations audited annually. By February 28, 2002 a comprehensive monitoring procedure to confirm that decisions made by service providers regarding RGI eligibility and rent calculation meet legislative requirements will be developed. Also by February 28, 2002, agreements with service providers that outline policy and administrative requirements of the Service Manager, internal review procedure, reporting and information requirements and responsibilities for costs related to fmandal testing will be in place 5.5.3 New Occupancy Standards The Act requires that the Service Manager establish occupancy standards for the purpose of rent- geared-to-income assistance. The Housing Administrator and the Financial Officer will meet with the Access to Affordable Housing Committee by December 2001, to determine, the most appropriate occupancy standards for RGI residents in the service area. 5.5.4 Utility Charges The specific amounts of utility charges and allowances to be added or subtracted from RGI rent, in accordance with a general provincial policy, needs to be developed by the Service Manager. The Housing Administrator and Financial Officer will meet with the Access to Affordable Housing Committee by December 2001 to develop a process to review utility charges and allowances established by the province and to recommend adjustments that reflect service area conditions. 5.5.5 Local Eligibility Requirements for RIG Units Local eligibility requirements for RGI units, where specifically permitted by the province need to be established. Local eligibility requirements include: DRAFT JOINT LOCAL TRANSFER PLAN Social Housing, SI. Thomas Page 5-17 · Incomè limits above which applicants would be ineligible for RGI assistance · Asset limits above which applicants would be ineligible for RGI assistance · Periods of ineligibility that are greater than two years for misrepresentation of income · Standards for denying eligibility for RGI housing to an applicant based on past arrears in social housing · Fees charged for services other than utilities (e.g. parking, laundry) The Housing Administrator and Financial Officer will meet with the Access to Affordable Housing Committee by December 2001 to review existing eligibility requirements and determine their applicability for the service area. 5.5.6 Fraud Control Unit The Service Manager may establish a fraud control unit or designate individuals as "Eligibility Review Officers" for RGI assistance, just as currently exists for Ontario Works. The Housing Administrator and Financial Officer will meet with the Access to Affordable Housing Committee by December 2001 to review the feasibility of setting up a fraud control unity for social housing operations. The possibility of using existing Ontario Works staff will be explored. 5.5.7 Assisting RGI Households to Obtain Other Potential Income The Service Manager may designate staff as "Family Support Workers" to help RGI households obtain income to which they may be entitled, just as currently exists within Ontario Works. The Housing Administrator and Financial Officer will meet with the Access to Affordable Housing Committee by December 2001 to review the feasibility of Ontario Works staff helping RGI households obtain income to which they may be entitled. DRAFT JOINT LOCAL TRANSFER PLAN Social Housing, St. Thomas Page 5-18 5.5.8 Rent Supplement Programs There are two types of supplements within the Rent Supplement Program. The fIrst one involves those commercial supplements for individuals who reside within LHC units. This supplement program will continue to be operated by the LHC. The second rent supplement component involves tenants who reside in private accommodation. This is currently administered by one of the private non-profit housing corporations involving approximately eleven units within the service area. This program will continue to be administered by that organization. Over the course of the next two years, the Service Manager will assess Rent Supplement Program delivery and detennine the best means for its ongoing implementation. The Housing Administrator will also meet with the Access to Affordable Housing Committee to assess the Rent Supplement Programs and the preferred delivery strategy. 5.6 Co-ordinated Access Program A Co-ordinated Access Program already exists to a significant degree within the County of Elgin and the City of St. Thomas. This was developed approximately three years ago by the Access to Affordable Housing Committee as an initiative to assist in creating awareness of social housing resources, to identify needs and to better coordinate the overall delivery system. The current system is operated by the Local Housing Corporation on behalf of all the service providers in the service area. Currently, each of the service providers process their own applications and intakes. These are immediately forwarded to the LHC who manages a central waiting list to which all service providers have access. From the consultation with the service providers in a series of focus groups held in February 2001, as well as subsequent meetings with the Access to Affordable Housing Committee, the current model was seen as being the basis to develop a future and more intensifIed Coordinated Access approach. The Housing Administrator will be responsible for developing the model in consultation with the LHC and the other service providers through the Committee. The LHC will continue to be the host organization for the development of this initiative. DRAFf JOINT LOCAL TRANSFER PLAN Social Housing, St. Thomas Page 5·19 undertaken and the 2002 be In regards to the specific components of this program, the following will process designed by December 31, 2001 and fully operational by March 1, A collective transition social housing awareness program within the St. Thomas-Elgin commU11ity will be developed. It will contact a broad base of social service providers, Ontario Works and other key referral sources to inform them about the transition plans and dates, the new systems and procedures and the availability of social housing resources. · Using the current common application form as a base, undertake a review and develop a new common application form that responds to the enhanced program administration requirements, technology processes and so forth. · approval. The central waiting list will continue to be maintained by the LHC on behalf of the Service Manager in the interim until a [mal Central Access Program is approved and implemented prior to March 1, 2002. DRAFT JOINT LOCAL TRANSFER PLAN Social Housing, St. Thomas Page 5-20 will develop the eligibility criteria for Council Housing Administrator The · · 6.0 ORGANIZATIONAL CHANGES 6.1 Structural Changes As outlined in Section 4.0 relative to governance, the organizational staffing changes identified are as follows: . Introduction of a new Housing Administrator position . Use of the current Department of Ontario Works Financial Officer for program fmandal management and accounting services Overall program management governance resportsibilities will rest with the City of St. Thomas Council as per the Social Housing Act. On an initial basis, the Director of Ontario Works is responsible for the transition planning and the Department fulfills the role of the Service Manager. By December 31, 2001, the City of St. Thomas Council will have approved a revised governance model based on the reviews and input to be received over the next six months and described previously. The signed Letter of Intent is contained in Appendix IV. The Housing Administrator's job will be available to Ministry of Municipal Affairs and Housing employees. The Ministry will be added to the City's internal circulation list for notification of availability of this position and to receive applications. The Ministry will be treated similar to any City department in this regard. No external searches will be undertaken until the internal search is completed and no successful candidate is available. The expected salary range and benefits for the position will be detennined based on further review and input. The Housing Administrator's position will be located in the new Ontario Works Centre for the City of St. Thomas on Talbot Street in the downtown area of St. Thomas. The Department will be moving into this facility during the first week of May 200 I and will be fully operational in the DRAFI' JOINT LOCAL TRANSFER PLAN Social Housing, S1. Thomas Page 6-1 second week of May. The Housing Administrator position will be operational by JuIy 1,2001 The Financial Officer for Ontario Works will also be locatep in this office. 6.2 Staffing Program management is a term within the JLPT used to identify overall responsibilities for social housing services in St.Thomas-Elgin as fulfilled within the Service Manager's role and mandate. TIlls function will require two staff positions to deliver the role as follows and as outlined in Figure 2: . A full time Housing Administrator, who in the initial governance model, reports to the Director, Ontario Works. TIlls person will be responsible for the development of all policies and procedures relative to the Service Manager's functions and the JLPT, aswell as day-to-day operations during the transition period up to February 28, 2002. . Allocation of some of the Ontario Works Financial Officer's time to provide financial and accounting supports for the Service Manager's role, including payments to social housing providers, budget reviews, financial compliance assessments and reporting tasks. Fignre 2 Service Manager Role Staffing Plan Position Position Recruitment Recrnitment Position Orientation Fnlly Description Leader Date Start-np & Training Operational Completed Housing Administrator In Place Director, May31,2001 June 30, 200 I July 20, 2001 July 22, 2001 Ontario Works Financial Officer In Place Position In N/A N/A July 20 200 I July 22, 200 I Place 6.3 Staff Training The Ministry has established a Training and Knowledge Transfer Work Team that has developed a menu of training opportunities and knowledge transfer points that will be made available to the Service Manager. The Ministry's training template outlines the training moduIes offered by the Ministry, the Service Manager's staff that plan to attend the training and the date when Service Manager staff need the training to take place. The training template is found in Appendix V. DRAFr JOINT LOCAL TRANSFER PLAN Social Housing, St. Thomas Page 6-2 In addition, the Service Manager's staff request one-on-one training at the Southwestern Regional Office to review its current budgetary and administrative processes to familiarize staff with these processes. Also, Service Manager's staff require a project-by-project file review with Regional Office staff prior to the transfer. DRAFT JOINT LOCAL TRANSFER PLAN Social Housing, SI. Thomas Page 6-3 7.0 COMMUNICATIONS 7.1 Consultation To date, two levels of consultation have been undertaken in the development of the governance model, as well as the activities completed by the Ontario Works Department to date relative to the transition of Social Housing responsibilities to the local municipality. The first and most broadly based initiative, has been the involvement of the Director, Ont~o Works with the Access to Affordable Housing Committee. This Committee has been operating for several years, and was initiated to support improved information flow, coordìnation, information sharing and operations of social housing service delivery in the County of Elgin and the City of St. Thomas. All the social housing service providers are represented on this Committee. One of their major initiatives was the development of a common waiting list initiative approximately three years ago, which is operated on behalf of the group by the LHC. The group historically has met quarterly. However, over the course of the last six months, has doubled its meetings to almost a monthly schedule. The Director, Ontario Works attends the meetings and has been sharing information, collecting ideas, receiving input and testing various considerations. The JL TP identifies the Access to Affordable Housing Committee as the major point of consultation for the development of the various polices, procedure, practices, reporting requirements and other initiatives prior to the March 1, 2002 transition date. Their comprehensive representation, experience and expertise and their ability to develop a strong positive working relationship results in this being the most effective tool for consultation in the development process. In addition to this initiative, the Director, Ontario Works and a consultant undertook a series of four focus groups, one in Alymer, one in Dutton and two in St.Thomas with municipal non- profit, private non-profit and co-op representatives. These focus groups lasted from one to one and one half hours and were designed to address two particular considerations: DRAFT JOINT LOCAL TRANSFER PLAN Social Housing St. Thomas Page 7-1 · A preferred governance model based on five concepts · The identification of challenges, opportunities and key areas of work and strategies to be completed in support of overall transition planning The result of these February 2001 focus groups was the development of five governance models that were subsequently presented to the City of St. Thomas Council. It was also ITom these sessions, that the initial concepts and principles that have been outlined so far in the JL TP relative to waiting lists, the centralized credit checks, two tiered income testing, common application forms and other considerations were developed based on a consensus perspective of all in attendance. 7.2 Communications Plan The primary communications plan to date has involved regular attendance by the Director, Ontario Works for the City of St. Thomas with the Access to Affordable Housing Committee on a monthly basis Beyond this activity, a communications plan will be developed involving the following steps: · The Director attending the Board meetings of the LHC · The Director to continue to attend monthly meetings of the Access to Affordable Housing Committee with a dual mandate: 0 Provide updates on the transition planning, recruitment and related transition activities 0 Receive input, answer questions and facilitate developmental initiatives. · Once the Housing Administrator is in place, this person would attend the Committee meetings and the LHC Board meetings. The Committee will then be used as a consultation resource to assist in the development of policies, procedures and operating systems. The on-going communications format, starting in the Fall of2001, will be through the Access to Affordable Housing Committee based either on regularly scheduled meetings of the Committee or special sessions designed to focus on key developmental tasks. DRAFT JOINT LOCAL TRANSFER PLAN Social Housing SI. Thomas Page 7-2 As part of the development of the governance component of the transition, the Director, Ontario Works and the consultant met with four focus groups in February 2001 with representatives of the private and municipal non-profit and co-op service providers. A session with the Federal Unilateral service provider representatives will be held in June 2001. In this way, all service providers will have had an opportunity to be engaged in the organization design strategy for Social Housing in St. Thomas-Elgin. DRAFT JOINT LOCAL TRANSFER PLAN Social Housing St. Thomas Page 7-3 8.0 FINANCIAL PLAN Table 3 outlines an operating budget for the Service Manager function as approved by the City of St. Thomas Council in March 2001. This budget will be further reviewed once a organizational model is approved by Council in December 2001 Table 3 2002 Service Manager's Operational Bndget Staff Salaries and Benefits 82.000 Office and Supplies 10,000 Program Support Costs (fonus, credit checks, communications, training, etc.) 15,000 Professional Development and Association Fees 3,000 Miscellaneous 10,000 Total $120,000 Table 4 profiles the transition period budget based on known tasks. It includes a start-up transition fund for the wages of the Housing Administrator for eight months, staff recruitment costs and associated Department costs. These identified costs to date total $125,000. Also identified are developmental tasks yet to have costs allocated. DRAFT JOINT LOCAL TRANSFER PLAN Social Housing St. Thomas Page 8-1 DRAFf JOINT LOCAL TRANSFER PLA1'I Social Housing St. Thomas Page 8-2 Table 4 Transition Profile Projected Funding Sources Costs 1. Start-Up I Transition Fnnds 105,000 Staffmg Costs 65,000 $105,000 in start-up funding Admin. Snpplies, furniture and equipment, travel, space, etc. 10,000 Consulting and support 30,000 2. Employee Entitlement 0 0 $67,284 Employee entitlement funding If used for other applications, City assumes liability 3. Restrncturing Funding TBD $148,989 Staff and provider training 20,000 Restructuring funding Techoology development TBD Remediation of Public Housing Title Irregularities TBD Readiness Assessments TBD TBD 4. One Time Federal Program Cost Increases TBD $406,400 Future Cost Increases Funding 5. Condition Review Bnilding and Capital Plan Reserves Assessment TBD 0 6. Other TBD 0 TBD - To Be Determined Relative to employee entitlements, since there is no impact on LHA employees transferred to the LHC, no costs are identified. Restructuring funding involves staff costs and provides for the training, technology development, remediation of public housing title irregularities and preparing the JL TP. The need for one-time federal program costs increase risk and related costs, such as the potential need for a property management system and a Capital Assets Condition and Reserves Study have not been fully developed at this point. These will evolve as the Housing Administrator moves through the various developmental tasks during the September 2001 to February 2002 period. One possible task to be undertaken, is the assessment of the current condition of the social housing assets and the determination of whether the capital reserves that are in place today across the spectrum of social housing assets are adequate. The study will identify the current state of the assets, assess projected works over the next ten years with the current capital reserves available and evaluate the income levels and funding of these reserves. Reserves are available for provincially administered, non-profit and co-op housing programs and for some federal non- profits. However, the public housing assets do not have capital reserve components. Capital reserves and related funds are 011ly available when assets require rehabilitation, repair or replacement that meets the application definition to be developed by the Housing Administrator. They are not to be used to support operating deficits or day-to-day requirements. The Capital Assets Condition and Reserves Study will establish future requirements. It will use proposed building standards and life expectancy guidelines to be developed/sourced by the Housing Administrator. What is being undertaken in neighbouring municipalities and in the City of St. Thomas Property Standards Office will be used to support their development. The pooling of capital reserves will be dependent on the termination of operating agreements, consultation with the service providers and the policy to be approved by the City of St. Thomas Council prior to the transition date and as prepared by the Housing Administrator. Any pooled reserves will be administered by the Social Housing Services Corporation as a means to enhance DRAFT JOINT LOCAL TRANSFER PLAN Social Housing SI. Thomas Page 8-3 service individual The earned income component compared to stand-alone investment strategies. the funds require the Housing will allocated to them but have exclusive use of will providers reserves to ensure consistency of capital projects Administrator's approval for the use of capital eligibility interpretations and applications. a provincial which will be reported interest as impacts mortgage renewals, for covering default the responsibility. Ministry staff will to the Housing Administrator with appropriate details as and so forth. The Housing Administrator will be responsible for responsibility retain will The province rate, each term, lender, the to adjust subsidy payments after conditions is reported as previously discussed. mortgage renewal and uses of available transition funding. The following material outlines the sources Start Up Funding associated with to cover the costs be provided to the CMSM up funds will to assume new start $105,600 in These include retaining consulting social housing responsibilities. getting ready implementation, consulting with expertise to help develop a Joint Local Transfer Plan and for and administration comprised of a $60,000 base is The funding costs. housing providers an additional $45;600 allocation. allocation and $2,400 per provider which provides Employee Entitlements of future costs obligations for the province's and other meet is being provided to funding $67,284 entitlements III associated with employee entitlements) sick credits (including vacation, the potential transfer of the nine (current proposed organizational models do not require this staff Thomas-Elgin Housing Corporation employees to the municipal level. transfer) St Restructuring Funding Program restructuring costs related to the social with to assist $148,989 has been allocated to the CMSM technology, building associated with include restructuring administration, staff and other may re-skilling of existing These costs housing business. costs staff, training of new readiness. staff capacity, any also be allocated to address can if required. funds These irregularities on titles of public housing buildings, assessing such as restructuring DRAFr JOINT LOCAL TRANSFER PLAN Social Housing St. Thomas Page 8-4 One-time Federal Funds $406,400 was allocated toward future increases in the costs of federal programs. These funds were distributed according to the proportional share of federally funded units with the distribution adjusted based on the relative age and condition of the portfolio and the level of reserve funding. Property Management System The information on this funding initiative is not available at this time but is intended to support the development of a property management system for public housing. The Ministry believes these funds will be sufficient to meet the objective of providing funds to ensure a smooth transfer which will enable the Service Manager to operate social housing more efficiently and to better serve local needs with minimal disruption. Service Provider Capital Review Assessment The total amount of funding which is distributed to service providers for capital rehabilitation and repair is $278,424. DRAFT JOINT LoCAL TRANSFER PLAN Social Housing St. Thomas Page 8-5 9.0 WORK PLAN Figure 3 provides a work program schedule starting with the initial organizational design approval by Council on March 21, 2001 to the review process identified for September 2002. The transition date selected is March 1, 2002. This will require all transition policies, procedures and practices related to program operations to be completed and approved by December 31, 200 I. On September 2002, a follow-up training and operation input review is scheduled after six months of experience. Fignre 3 Social Housing Transition Work Plan Task Responsibility Completion Date 1. Initial Organization Design approved Council March 21, 2001 2. Draft JL TP Submitted to Council Director May 28,2001 3. Council Approval of JL TP Council May 31, 2001 4. Housing Administrator Recruited Director June 31, 2001 5. Housing Administrator Start-up Director July 30,2001 6. Housing Administrator Orientation Completed Director July 23, 200 I 7. Governance Model Review Completed & Submitted Director November 200 I 8. Transition Date Notification to MMAH Council December 2001 9. Govemance Model Approval by Council Council December, 2001 10. Finalization of Service Manager Operation & Financial Council December, 200 I Systems Policies, Procedures & Practises 11. Transition Date Province/City March I, 2002 12. Follow-up Training & Operational Input Review Housing September 2002 Administrator DRAFT JOINT LOCAL TRANSFER PLAN Social Housing St. Thomas Page 9-1 APPENDIX I Council Resolution Approving Joint Local Transfer Plan CITY OF ST. THOMAS Community Services .,,¡ ß;J," ....-1it.',¡'I'" ""I:"~ . ::J_\~:c~;, ',.,.., ~';':\',:::1. 14~\~<t~~" "" '~\I,!ß \'k: (W~~-·;:~,-;,;~:tØ,'ìJ Council Chambers Mav 22nd, 200 Thomas, Ontario St. Moved by Seconded by THAT: The joint local transfer plan for social housing in the City of St. Thomas and the County of Elgin be approved and that the plan be forwarded to the Ministry of Municipal Affairs and Housing for approval. "1.' TIlE mfJ1\'<ì!. f;'l~ TIff ÚJR.f)Œ'~"H\)\' \1;' I/!'1 cny (IF ~j L T UO'\-!AS ® 'i '"I " " Ii' ¡-l'¡ÌÎ rh '".! ¡; c; ì 'I ) MI1Y 28 2001 L..:.... ---_fur!J I Ll__~__ vilMA mf~ NAYS YEAS RECORDED VOTE Mayor P. Ostojic Ald. G. Campbell Ald. S. Crosby Ald. T. Johnston Ald. J. Kohler Ald. R. Parks Ald. T. Shackelton - Ald. I CITY OF ST. THOMAS Community Services Mav 2t1nd. 200 Ontario Chambers Thomas, St. Counci J0~ L Moved by Seconded by Ministry THAT: Staff be authorized to sign the letter of intent to negotiate reasonable effOlis for of Municipal Affairs and Housing staff affected by the transfer of social housing to the Municipality. RECORDED VOTE J YEAS J NAYS Mayor P. Ostoj ic Ald. G. Campbell Ald. S. Crosby Ald. T. Johnston Ald. J. Kohler Ald. R. Parks Ald. T. Shackelton Ald. M. Turvey ntH JHr: ):vlA c TH~ r:"f'nJi\'I:"'ì! '()i\!'~) .. " -'I, : 'y \:"'F ~"ir. ! ~~ rf .~!J CI (7;ì ", [: I~~ """, lD NAY 28 2001 ~ I: 1/; " APPENDIX II Council Resolution Approving Initial Governance Strategy, Review Process & Appointment For the LHC ),/0/ H?r~ -8 Counci meelLn th_e_17t Whole as the Motion by Aldennan Crosby - Jolmston: THAT: The recommendations, directions and actions of Counci! in Committee of recorded in· the minutes of this date, be confirmed, ratified and adopted. Carried. UNFINISHED_BUSINESS endix "£' A Social Housin as follows. with was deal The recommendation contained within the fepae Motion by Alderman Parks - ShackeltOl THAT: Staff be authorized to hire a Transition Manager on a contract basis, who wi the Director of Ontario Warks and, to That the Local Housing Corporation continue to operate as a separate corporation with two (2) members to be appointed from Council to sit on the Local Housing Corporation Board of Directors and, report the administration model for Social report be prepared to establish o months a ful That in Housing. to the Local Housing Corporation Board of Carried. A resolution to appoint members of Counei Directors. Kohler: Johnston Motion by Alderrnaa Housing Corporation: THAT: The following he appointed to the Alderman G. Campbel Alderman M. Turvey 1. 2. Carried. the amount of $50,000. to the CASO i LltQma~LTrans Canada Tmi The members considered a resolution to approve a loan St. Thomas Trans Canada Trail. CASO St Shackelton: THAT: Council approve a loan in the amount of$50,000. to the CASO St. Thomas Trans Canada Trail, said loan to be non~interest bearing and repayable within five (5) years from donations as received by CASO Sl. Thomas Trans Canada Trail. Motion hy Alderman Parks Motion Los Thomas~EIg.i.oPublic ArtJ:entre Grant St Turvey: THAT: We approve a graat of$20,000. to the St. Thomas-Elgin Pubiic Art Centre to be taken from the amount approved of $3, 184,000. in the 2001 Operating Budget for Capital Projects, Motion by Aldermaa Kohlor __MAYOR CONFIRMED Carried. CITY CLERK ;"J-!- (1es+v: , r---- -n-,S WM oJrw-JJ FROM THE OFFICE OF THE CITY CLERK ~ 01\, +-.ft> ð DlA. . CITY OF ST. THOMAS EXTRACT FROM THE COUNCIL MINUTES C(, April 2nd, 2001 17th meetinq) RECOMMENDED BY COMMllTEE OF HELD ON April 2nd, 2001 .20 - TO: C. Hinatsu, Director of Ontario Works R. Main, City Administrator Fire Chief R. Lyons Police Chief W. Lynch Social Housinq THAT: Staff be authorized to hire a Transition Manager on a contract basis, who will report to the Director of Ontario Works and,. That the Local Housing Corporation continue to operate as a separate corporation with two (2) members to be appointed from Council to sit on thè Local Housing Corporation Board of Directors and, That in 10 months a full rèport be prepared to establish the administration model for Social Housing. Carried APPENDIX III Positìon Descriptions I .... The Corporation Of The City Of St. Thomas HUMAN RESOURCES POSITION DESCRIPTION POSITION TITLE: Housing Administrator UNION AFFILIATION: Non-Union DEPARTMENT, Ontario Works SALARY GROUP: SECTION: GENERAL SUPERVISOR, Director-Ontario Works POSITION SUMMARY: Under the direct supervision of the Director of Ontario Works, monitors the administration and property management activities of socially assisted housing programmes for private, municipal and cooperative non profit agencies and the Local Housing Corporation throughout the City of St. Thomas and the County of Elgin. Provides direction and advice to social housing providers on municipal policy and procedures. To monitor and review annual operating budgets for private, mupicipal and cooperative non profit agencies and the Local Housing Corporation. MAJOR TASKS: 1) Monitors and reviews private, municipal and cooperative non profit budget submissions. 2) Acts as a resource to the Local Housing Corporation and. all social housing providers. 3) Monitors and review the administration of other social Iholis,ing programmes under the jurisdiction of the department. 4) Participates in the preparation of the departmental budget. 5) Participates in the development and implementation of departmental policies and procedures. 6) For all Personnel holding authorized positions under the incumbents' direct Supervision and subject to the Personnel Policy of the City: a) Participates in the selection and hiring of employees b) Appraises the performance and conduct of employees c) Recommends the promotion, demotion, discipline and termination of employees d) Schedules and/or grants sick and annual leave e) Encourages and assists in maintaining a high standard of morale f) Ensures operations and practices are consistent with the terms of any Collective Agreement and/or By-Law and that the Administration of such Agreement and/or By-Law is carried out. Cont, on page 2 QUALIFICATIONS, A University Degree or Diploma from a Community College together with five (5) years of Social Housing experience. A thorough knowledge of all aspects of the housing management field. Must possess administrative and analytical skills together with excellent communication skills. Must possess a working knowledge of the Landlord and Tenant Act and any other relevant legislation pertaining to social housing. CONDITIONS OF EMPLOYMENT: Must possess a valid Driver's licence for the Province of ontario. The use of a privately owned vehicle is required. May be required to work beyond the normal hours of work. - PREPARED BY: C. Hinatsu APPROVED BY: C Morrison EFFECTIVE DATE November 2 2000 SUPERSEDES DATE NEW POSITION TITLE Housing Administrator PAGE 2 OF 2 MAJOR TASKS (cont'd) 7 Develops and monitors an effective and efficient intake and assessment procedure relating to social housing providers. 8 Performs such other duties necessary to maintain the continuity of functions under the incumbents jurisdiction The Corporation Of The City Of St. Thomas !roMAN RESOURCES POSITION DESCRIPTION POSITION TITLE: Financial Officer UNION AFFILIATION: CUPE 841 DEPARTMENT, Ontario Works SALARY GROUP: SECTION: GENERAL SUPERVISOR, Director öf Ontario Works POSITION SUMMARY: Under the direct supervision of the Director of Ontario Works, provides accounting functions including the preparation of monthly, quarterly and annual reconciliation reports for Income Support, employment, child care and Social Housing. This position involves account analysis, monitoring and reconciliation to the City's accounting system. MAJOR TASKS: 1) Prepares monthly subsidy claim forms, quarterly and annual reports in accordance with Ministry Guidelines. 2) Analysing and monitoring financial performance of all Ontario Works Department accounts. 3) Assists with the preparation of the departments annual budget submissiön. 4) Acts as a resource to management and on budget and financial reporting processes and procedures. 5) Provides analysis and impacts of new programmes and initiatives affecting the Ontario Works Department. 6) Participates in the development of financial procedures and policies for the department. 7) Performs such other duties necessary to maintain the continuity of functions under the incumbents jurisidiction. QUALIFICATIONS: Post-secondary education in accounting, business administration, commerce or related field together with successful completion or current enrolment at a senior level in an accounting designation program (C.G.A., C.M.A., C.A.) or an equivalent combination of education, training and experience. CONDITIONS OF EMPLOYMENT - May be required to work beyond the normal hours of work. PREPARED BY: C Hinatsu APPROVED BY: C. Morrison EFFECTIVE DATE November 2 2000 SUPERSEDES DATE: NEW APPENDIX IV Letter of Intent LETTER OF INTENT Between THE MINISTRY OF MUNICIPAL AFFAIRS AND HOUSING "the Ministry" to as Hereafter referred And THE CORPORATION OF THE CITY OF ST. THOMAS "the City" Hereafter referred to as The Parties agree to continue reasonable efforts negotiations for Ministry staff affected by the transfer of social housing to the City with a view to establishing a Memorandum of Understanding by June 25, 2001. have signed this agreement this On behalf of the Corporation of the City of St. Thomas St. Thomas The following authorized officials day of ,2001. On behalf of the Ministry of Municipal Affairs and Housing irector of Ontario Works Director of Municipal Affairs and Housing LETTER OF INTENT Between THE MINISTRY OF MUNICIPAL AFFAIRS AND HOUSING Hereafter referred to as "the Ministry" And THE CORPORATION OF THE CITY OF ST. THOMAS Hereafter referred to as "the City" The Parties agree to continue reasonable efforts negotiations for Ministry staff affected by the transfer of social housing to the City with a view to establishing a Memorandum of Understanding by June 25, 2001. Thomas The following authorized officials have signed this agreement this day of , 2001. On behalf ofthe Corporation of the City of St. St. Thomas Affairs On behalf ofthe Ministry of Municipal and Housing Ontario Works Director of Municipal Affairs and Housing APPENDIX V Staff Training Template chinatsu@city.st-thomas.on.ca Address: Phone: E-mail: P.O. Box 520, ST. THOMAS, ONTARIO N5P 3V7 1-519-631-9350 Service Manager Training Contact: Name: Chester Hinatsu · All Service Managers should provide a contact in the space provided b,elow. · An electronic version of this template can befound on the Ministry Of Municipal Affairs and Housing website at; www.mab.gov.on.ca. · This chart should be completed by the Service Manager indicating the number of staff who will require each training module, their positions (e.g., staff title, councillor, housing provider), and when the training will be required. It must be included as part of the Joint Local Transfer Plan you submit to the ministry. This template is to be usedfor planning purposes only and should be completed and included in the Joint Local Transfer Plan. · The following chart outlines the training modules that will be provided by the ministry during the transfer period. The modules have been structured to correspond with the Business Practices and Processes listed in Checklist 2 in the Service Manager's Guide to Joint Local Transfer Planning, pages 83 and 84. The chart provides a brief overview of the contents of each module and indicates which modules are mandatory for Service Managers. TRAINING PLAN TEMPLATE for Joint Local Transfer Plan Business Practices and Processes Tailored Date (month/year) When Training Reqnired Format ~Service Manager senior and operational staff -Provider directors, . senior and operational staff Primary Target Audience -rent snpplement costs -federal program costs -new funding model costs -capital requirements and financing -taxes -mandatory payments " -how to administer the new funding model -how to calculate operating subsidies -benchmarking -best practices -100% RGI projects -flat/declining markets -capital replacements -market rent index -SHRA requirements -how to fonnalize rights and responsibilities of funders and providers -Service Level Standards Content I Overview Mobile Type Training Mobile Training I Mobil~Type _ Content I Overvi~w I Primary Format Date Mobile Target (month/year) Audience When Training Reqnired - 2. Funding and mandatory -how will SMs -SM I Gneric administ~r federal operational Administration programs? and senior of Federal Pr()grams -what do existing staff agreements say? I Tailored -rent supplemel\t stacking . -primeron mortgage financing -Ontario Competitive Financing -NHA Insurance and provincial contingept liability 4. Reporting I mandatory _ -what reports and -SM senior Generic N()vember 200 I Requirements ' , , , information are and required by the operational Provinc~? staff -what should the SM require from I I Tailored providers? -Information Technology -Records Retention and managem~l\t 5. Risk I mandatory _ -assessing risks due to -SM Generic Managemel\t " non-compliance with operational program requirements staff -steps in managin~ Training I MobileType _ Content / Overview I Primary Format Date Mobile Target (month/year) Andience Wben Training I Required I - Projects in Difficulty -legislative requirements for SMs -how to relate to Risk Management Centre . 6. Waiting List mandatory - -".... Management ' ' ",. ' requirements for access (Coordinated ' -local priorities Access) , -roles of SMs and Providers -waiting lists I I Tailored 1í!&'Ii!i~¡ , - m July 2002 -tenant selection -appeals -Special Needs 7.RGI mandatory _ -EligibilityforRGI -SM Generic July 2002 Standards and ' " -Occnpancy Standards operational Income Testing -Income and Asset staff Assessment -Providers -Rent Calculation -Record Keeping REPORTS OF COUNCIL AND STAFF 2001 24th Ju Reports from Outside Boards - (ATTACHED) Mr. Ron Bradfield - Tillsonburg District Memorial Hospital Annual Report (NOTE: - full 27 page report is available for viewing in Administrative Services) Paae # 2 Thomas-Elgin General Hospital Annual Report Councillor VanBrenk ~ St. 8 . (ATTACHED) Staff Reports Tree Commissioner - Summary of Violation - Lebedz Farms Ud.. Lot 9, Concession 6, West Elgin Paae # 12 for Dexter Line in Port Bruce Manager of Engineering Services - Road Drain Outlet 13 Manager of Engineering Services - County Land Purchase Policy 14 Manager of Engineering Services - Miscellaneous Engineering Services Manager of Library Services - Elgin County Archives' Workplan - July 2001 to December 2003 19 23 - Terrace Lodge Director of Homes and Senior Services - Surplus Equipment 27 Director of Homes and Senior Services - Elgin Manor Building Committee Update 28 (CRF) Fund Community Reinvestment Director of Financial Services - 2001 30 Reserves and Reserve Funds Director of Financial Services - Continuity of 31 - Capital Fund Director of Financial Services - Forecast 34 Director of Financial Services - Provincial Offences Act - Transfer of Funds 36 Director of Financial Services - Capital Budget Summary 37 Emergency Measures Co-Ordinator - Exercising Municipal Emergency Plans 42 Shuttle Director of Human Resources - Corporate Information and Technology Policies I Thomas-Elgin Patient Emergency Measures Co-Ordinator - St. 44 52 TILLSONBURG DISTRICT MEMORIAL HOSPITAL MISSION TDMH is a primary health care facility whose team members are committed to promoting health and providing patient focused care and is governed by a representative Board truly responsive to the citizens of the Tri-County area. VISION As the primary health care facility, TDMH will take the lead in developing partnerships and/or alliances with other community health care providers to ensure a continuum of integrated services in our Tri-County area. VALUES achieve our vision through We will trust and respect Excellence in patient care Continuous improvement An environment of individual Responsible stewardship. < < < < 1999 February 23, 2 (i) Chair's Annual Report Eugene Heath with great pleasure that I report a very it is Trust and Meeting of the Hospital This is the 74th Annual successful year. Some of the year's highlights included: ~ Early in the year our CEO, Jim Spencer, retired after a long and successful term. He was replaced by Brenda Butters, previously Senior Vice President, Patient Services. Brenda has provided us with strong leadership and a seamless transition. In transfer 34 long-term care beds to TDMH and Woodingford Lodge will be in a new building to be constructed on TDMH property. Plans were completed to Woodstock. These beds ~ TDMH has provided leadership and assistance to the Supported Housing Initiative Committee to investigate the construction of these units in our town. The committee has finalized plans and is now marketing the project known as Valley Ridge Place. ~ to be a proving is Phase I of the Patient Therapeutic Garden and front entrance was opened and very popular spot. ~ Oxford the TDMH's involvement in the Thames Valley Hospital Planning Partnership and Hospitals' Strategic Alliance continued with positive results. ~ In April, TDMH celebrated the 75th Anniversary of our founding with a rededication ceremony that included the Minister of Health and Long Term Care and many other special guests. ~ I wish to express my personal thanks to past chair, Joe DiGiovanni, for his guidance and süpport. I would also like to extend my thanks to all the Board members for their commitment to serve. Finally, my thanks to the Leadership Team, Brenda Butters, the Executive Committee, Dr. Richard Dalby, the Medical Team members, Hospital Team members and the Volunteers for their support and dedication. 3 Annual Meeting - June 26, 2001 Page 6 of27 President's Report Brenda Butters During the fiscal year 2000-2001, innovative and collaborative energy provided the basis for improving our ability to deliver quality care. The year was characterized by continuing dynamic challenges created by hospital restructuring, limited health care dollars, rising costs and an ongoing shortage of physicians and nurses. We continued to create and strengthen linkages with our hospital partners and community agencies. TDMH is actively involved in the development and strategic planning of the Thames Valley Hospitals' Planning Partnership (TVHPP). A major initiative resulting £rom the TVHPP is that the partnering hospitals negotiated and entered into an agreement with LargNet to provide a fast and secure Wide Area Network (WAN) to provide electronic access for all hospitals. This service will be installed and operating by August 2001. This initiative holds the promise to provide enhanced service to our community by linking patients, specialists and other health care professionals together in real time. It will eliminate the need in some cases to travel and will provide for more immediate access. It will be a tangible product of the growing connectivity of the health care system. TDMH continued to work with the Oxford Hospitals' Strategic Alliance to identify opportunities for shared policy making and delivery of services. With the aging population of the Tri-County Community, provision of appropriate facilities to meet their needs is closer to being achieved as the result of two initiatives. TDMH is collaborating with Oxford County and the MOHLTC (Ministry of Health and Long Term Care) to develop a 34-bed satellite of Woodingford Lodge on hospital property with a tunnel link to the hospital. This will facilitate movement of residents, personnel and supplies. Currently dialogue is ongoing to finalize architectural drawings with construction expected to commence in the spring of 2002. In the second project, a lead role has been taken by TDMH in sponsoring a supported housing development that includes 38 apartment units and eight town homes on property in close proximity to the hospital. Once 60% presale of the units has been achieved, construction will commence. One area of increasing concern is the recruitment of physician and specialists to the community. We have worked diligently to recruit new physicians, taking part in initiatives such as the annual Physician Recruitment Tour to the five provincial medical schools. A Physician Recruitment and Retention Advisory Committee was established with hospital, board, physician and community representation. This committee will develop strategies to address this concern. Survival in the present turbulent health care climate demands vision and proactive planning and action. At the annual Board Retreat, the decision was made to complete a detailed needs assessment of the community we serve. This initiative, when completed in the fall of 2001, will provide the data for the board to make critical decisions on future programs and services. 4 Annual Meeting - June 26, 2001 Page 11 of27 With the negative impact of restricted MOHLTC funding during 2000-2001, TDMH is doing everything it can to operate in a financially responsible manner without jeopardizing patient care. It is the caring, dedication and collective wisdom of all the team members of TDMH that makes this organization such a quality organization. Despite the ITustration associated with the reality of continued change, our team members have met these challenges with professionalism, team spirit and commitment. They have made us proud and it is my pleasure to recognize and thank them for their contribution. This year also saw the early retirement of Mr. J. Spencer, President and CEO, after 23 years of successful and dedicated leadership. I assumed the role of President and CEO in August and the subsequent months have been a period of continualleaming, personal growth and satisfaction. I would like to express sincere appreciation to those individuals that provide me advice and knowledgeable support. Thank you Eugene Heath, Dr. Dalby, Marty Klein, Bob Walker and Julie Gilvesy. 5 Annual Meeting - June 26,2001 Page 12 of27 Respectfully submitted, Brenda Butters Operating Statistics TDMH Hospital lill:!IIII:I! 2000101 PROJ/ACT 199912000 ACTUAL 1998/99 ACTUAL 1997/98 ACTUAL 1996/97 ACTUAL III 89 11 37 73 95 88 16 29 74 98 85 17 27 70 97 85 21 31 68 98 62 22 14 69 90 ¡~¥g~¡:: ;~¡;;!,: 14,661 8,286 22,947 14,395 8,599 22,994 13,406 8,479 21,885 13,497 8,593 22,090 14,562 12,838 27,400 11!!lillllll; t~ ::::: .:' 221 110 291 141 304 148 390 172 403 177 ¡111;~111:11161~1¡1 2,740 167 2,567 127 2,506 106 2,436 51 2.810 48 1!1111:!~I'I'iII~¡il 5.3 80.0 5.7 115.6 5.4 37.9 5.6 346.4 5.2 439.2 IIIIII 1~$¡Qi!ª1 19 27,908 27,927 1,456 45 27,091 27,136 51 24.722 24,773 47 23,833 23,880 55 21,910 21,%5 1,377 978 111:1111'!I::IIIIr-illl ¡NI!:ln:¡h~OO¡ 400 1,007 1,407 381 ,054 ,435 417 884 1,301 417 934 ,351 477 819 1,2% OCCUPANCY RATES MED/SURG(see note) O.B.S. (6 BEDS) P AEDS (see note) 1.C.C.U. (5 BEDS) CHRONIC (see note) PATIENT DAYS ACUTE CHRONIC TOTAL OBSTETRICS NEWBORN DAYS BIRTHS ADMISSIONS ACUTE CHRONIC AVERAGE LENGTH OF STAY ACUTE CHRONIC EMERGENCY VISITS IN-PATIENT OUT-PATIENT TOTAL CLINICS COMB MEDISURG CLINlC OPERATIONS IN-PATIENT OUT-PATIENT TOTAL 6 MED/SURG 52 BEDS 1992/93 TO MED/SURG 34 BEDS 1997/98 MED/SURG 5 BED SHORT STAY MED/SURG 6 BED SHORT STAY CHRONIC 39 BEDS 1996/97 CHRONIC 24 BEDS 1997/98 (INCLUDES 6 REHAB BEDS) PAED 8 BEDS 1996/97 PAED4BEDS 1997/98 Annual Meeting - June 26, 2001 Page 13 of 27 1996/97 993/94 994/95 UNIT UNIT NOTE: PATIENT ACTIVITY 1111'II~il:¡..I: !111!11¡llllllillllil!~f:I!I! 2000/01 PROJ/ACT 1,479 199912000 ACTUAL 1,320 1998/99 ACTUAL 1,263 1997/98 ACTUAL 1,234 1996/97 ACTUAL 1,206 !~!!!!!!!!!!!!!I!!! IlliIJII:II:lilli~!~lil~ nnnä:n:$W!%1i ::III:¡~II: b1i1100Qil '!!!l :~;; " \,. ;:::: ';:: W ~:: 2,6&4 22,020 24,668 466 4,728 5,194 195 ,200 ,395 2,600 4,532 7,131 600 4,043 2,000 6,043 7 ¡!W!n ~ 'Ú· :::::::' 793 2,264 2,407 19,469 20,120 21,733 22,527 345 357 4,286 4,358 4,631 4,715 4,426 4,434 2,871 3.167 7,297 7,601 128 189 1,133 1,168 1,261 1,351 571 494 1,973 2,038 4,332 4,332 6,305 6,360 525 559 2,432 2,201 18,016 19,828 20,448 22,029 367 316 3,592 4,076 3,959 4,392 3,172 3,533 2,631 3,301 5,803 6,834 82 71 1,118 1,218 1,200 1,289 509 510 2,209 1,928 3,633 4,259 5,842 6,187 LAB UNITS (1,000'.) X-RAY EXAMS iN-PATIENT OUT-PATIENT TOTAL ULTRA SOUND iN-PATIENT OUT-PATIENT TOTAL PHYSI0 VISITS iN-PATIENT OUT-PATIENT TOTAL STRESS TESTING iN-PATIENT OUT-PATIENT TOTAL HOLTER MONITORING OUT-PATIENT E.C.G. iN-PATIENT OUT-PATIENT TOTAL PUlMONARY FUNCTION TESTS (COMPLETE) OUT-PATIENT 369 520 Annual Meeting - June 26, 2001 Page 14 of27 .' ~ r" r~ 1 I I , r I :; [ í' I I I I I' I I r I , , r , I r~ I, r 1 I r I [~ I Tillsonburg District Memorial Hospital Annual Reports ." I , ~ Table of Contents I ì , r , ì Page i ii 1 6 7 8 9 10 11 13 15 16 16 17 18 20 20 21 21 22 Mission, Vision and Values. Board of Directors and Hospital Executive Minutes of the 73'd Annual General Meeting of the Trust. r ! ! Chair's Annual Report. Corporate Planning & Community Relations Committee. Governance Committee......................................... Patient Care, Education & Research Committee I' , , Chief of Staff Report.. President's Report. r" Hospital Operating Statistics. Auxiliary Report..................... Vice President's Report ......... Ambulance and Communications ~ , I Diagnostic and Treatment Services. Environmental Services I Occupational Health/1nfection Control Physician Recruitment. Human Resources. Labour Relations. Information Services.. Patient I r 24 26 Services Team - Emergency, Combined Care, Paediatrics, Short Stay Unit, Day Surgery, Outpatient Clinics, 3'd Floor Services Team - Medical/Surgical, O.R., PACU, Continuing Care, Wellness Day Program Patient I I I I ~ ! r , ¡ n , , ~ TILLSONBURG DISTRICT MEMORIAL HOSPITAL ., " , ¡ I I , ¡ I MISSION TDMH is a primary health care facility whose team members are committed to promoting health and providing patient focused care and is governed by a representative Board truly responsive to the citizens of the Tri-County area. VISION As the primary health care facility, TDMH will take the lead in developing partnerships and/or alliances with other community health care providers to ensure a continuum of integrated services in our Tri-County area. ~ I I r I· I' I' r~ r VALUES achieve our vision through We will trust and respect Excellence in patient care Continuous improvement An environment of individual Responsible stewardship ~ ~ ~ ~ 1999 February 23, (i) , I i r I , I n n (ii) : I , í '-' Julie Gilvesy Brenda Butters Marty Klein Bob Walker. President Vice President Executive Leader, Information Services Senior Executive Leader, Patient Services , , --.J , ì ,j HOSPITAL EXECUTIVE COMMITTEE Jenny Zamecnik Irv Horton Dave Beres. Elgin County Representative Oxford County Representative Town of Tillsonburg Representative .County of Norfolk u Andy Vandenberghe Julie Spinks..... Ron Bradfield u Marguerite Hogarth Mary Anne Kersten Harold Mòore Cyril Demeyere Ross Greer... Erwin Hawel Auxiliary President Honourary Director Director Director Director Director Director Director I ~ u Dr. Dr. Barry Roth President of the .Vice President of the Dr. Richard Dalby Jamie Cluett Jenny Zamecnik Joe DiGiovanni Treasurer ofthe Board Assistant Treasurer of the Board Past Chair of the Board Chief of Staff Staff Staff Medical Medical I i ~ u I I , U John Moylan Brenda Butters Dave Corner. Eugene Heath Indira Reynolds Secretary of the Board Chair of the Board .First Vice Chair of the Board Second Vice Chair of the Board , , I I --.J BOARD OF DIRECTORS I I u TILLSONBURG DISTRICT MEMORIAL HOSPITAL TRUST 2000/2001 " I ~ J ¡;;..;;;¡ , I u " c- I r Meeting 73rd Annnal TILLSONBURG DISTRICT MEMORIAL HOSPITAL TRUST Tnesday, June 27, 2000 TDMH Cafeteria, Ground Floor ~ was held on Tuesday, June 27, Hospital Trust Memorial The 73rd Annual Meeting of the Tillsonburg District 2000 at 1930 hours. Ii I Dr. Jamie Cluett Dr. Richard Dalby Erwin Hawel Irv Horton John Moylan Jim Spencer Jenny Zamecnik Ron Bradfield Dave Corner Ross Greer Peg Hogarth Harold Moore Dr. Barry Roth Andy Vandenberghe Joe DiGiovanni(Chair) Scott Campbell Cyril Demeyere Eugene Heath Mary Anne Kersten Indira Reynolds Julie Spinks PRESENT: I " Dave Beres Brenda Butters, Senior V.P. Patient Services Marty Klein, V.P. Corporate Planning Bob Walker, Executive Leader Information Services Loralee Heemskerk, Recording S'ecretary REGRETS: ALSO PRESENT: " ì Cam Leonard, CKOT PRESS: ì Guests and 4 Life Members registered their attendance. 11 I NOTICE OF MEETING: Jim Spencer announced that in accordance with Section 7 of the Bylaws, the Notice oftbe Annual Meeting of the Corporation was published once a week for two consecutive weeks. The notice appeared in the May 1 and May 8, 2000 editions ofthe Tillsonburg News. I Twenty-one Board present. UORUM: Jim Spencer declared that the required number to constitute a quorum was Members were in attendance. DECLARATION OF !i CALL TO ORDER AND INVOCATION: The meeting was called to order at 1930 hours by Joe DiGiovanni, Chair of the Trust, following which he invited Rev. Andrew Bmdjar, Secretary of the Tillsonburg Ministerial Association, to render the invocation. , I I Annual Meeting - June 26, 200 Page 1 of27 I r I I Annual Meeting - June 26, 2001 Page 2 of 27 I i , , ~ Dr. Dick Dalby read aloud the Chief of Staffs Annual Report which highlighted activities of the Medical Advisory Committee and the Medical Staff during 1999/2000. Highlights included: implementation of Alternate Funding Plan for the doctors covering the Emergency Room; ongoing recruitment of physicians; representation at the Thames Valley Hospital Planning Partnership; and the resignation of Dr. Juliann Aitchison. , i J , ~ CHIEF OF STAFF/MEDICAL ADVISORY COMMITTEE REPORT: In closing, Jim expressed his confidence that TDMH's future will continue to be positive and grow stronger under the leadership of Brenda, Marty, Bob and Dr. Dalby. "I would like to conclude with a heartfelt thank you, it truly has been a privilege to be associated with TDMH." J I ~ Jim Spencer read aloud his written annual report 1999/2000 which highlighted: the continued work of the Thames Valley Hospital Planning Partnership and the Oxford Hospitals' Strategic Alliance; TDMH patients who participated in the Provincial Hospital Survey rated the care and service above average in almost every category; and a balanced budget for 2000/200 I. w I I -' PRESIDENT'S REPORT: In closing, he stated the following, "This concludes my term as Board Chair and I wish to express my personal tbanks to Past Chair, Andy Vandenberghe, for his guidance and support. I would also like to extend my thanks to all the Board Members for their commitment to serve. Finally, my thanks to the Leadership team, Jim Spencer, the Executive Committee, Dr. Dick Dalby, the Medical Team Members; Hospital Team Members and the Volunteers for their support and dedication." J J Joe DiGiovanni, Chair, read aloud his written annual report, which highlighted events from 1999/2000. Highlights included: the transfer of 34 long-term care beds to TDMH from Woodingford Lodge in Woodstock to be relocated to TDMH site; the Y2K Project was highly acclaimed in the Auditor's report thanks to the dedication of Y2K Task Force and hospital team members; Pbase I of the Patient Therapeutic Garden was implemented; participation in the first standardized patient satisfaction survey in North America rated TDMH in the top 16% of the 89 participating hospitals; and regretfully accept the early retirement of Jim Spencer and welcome the appointment of Brenda Butters as President. J J r ~ CHAIR'S COMMENTS RESOLVED that the minutes of the 72nd Annual Meeting of the TiIlsonbnrg District Memorial Hospital Trust be approved as presented. Carried. J MOTION: Moved by D. Corner Seconded by E. Heath J J The minutes of the 72nd Annual 1999 were presented Meeting ofthe TilIsonburg District Memorial Hospital Trust held on June 22, i ~ MINUTES OF THE PREVIOUS ANNUAL MEETING ¡ i ~ I ~ r I thanks to Jim Spencer and Administration. In closing, Dr. Dalby expressed special TREASURER'S/AUDITORS' REPORT: Referring to the Auditors' Report, Dave Corner, Treasurer, noted highlights from the Statement of Operations and Changes in Fund Balance such as receipt of revenue funded from the Ministry of Healtb in the amount of $14,563,685 and overall expenses in tbe amount of $17,038,062 and the maintenance of a financially strong balance sheet. ~ I I n Weare an exception in the province and should be very proud of is in excellent financial condition. MOTION: Moved by D. Corner Seconded by E. Heath "Hospital it. r¡ I RESOLVED that the Tillsonbnrg District Memorial Hospital approve the Audited Financial Statements for the year ended March 31, 2000. Carried. ~ ! UNFINISHED BUSINESS was conveyed at the meeting. meetings of the Trust No unfinished business from any previous ¡: ¡ I NEW BUSINESS: Referring to the proposed Bylaw Revisions which were made available to everyone this evening, the revised Terms of Reference for the Board of Directors' Standing Committees are being presented to the Annual Meeting for confirmation, as required under section 130, "Amendment to Bylaws". ,~ i and were approved by the Board of I), The proposed revisions/additions are noted on the handout (Appendix Directors at the April 25th meeting. MOTION: Moved by D. Corner Seconded by M. Kersten RESOLVED that the Members of the Tillsonburg District Memorial Hospital Trust confirm the Bylaw revisions as presented. Carried. I APPOINTMENT OF MUNICIPAL REPRESENTATIVES I Board Members considered appointment of municipal representatives. APPOINTMENT OF MUNICIPAL REPRESENTATIVES MOTION: Moved by H. Moore Seconded by J. Moylan I ~ Representatives Mnuicipal RESOLVED that the following be appointed as to the Board of Directors for the ensuing year: Connty ofElgiu Town ofTillsonburg Ron Bradfield Dave Beres í' Annual Meeting - June 26, 2001 Page 3 of27 r Annual Meeting - June 26, 2001 Page 4 of27 i _,J u Cyril Demeyere, Erwin Hawel and John Moylan be elected Board of Directors for a two year term. Carried. J to the Hospital Joe DiGiovanni, Engene Heath and Dave Corner be reappointed to the Hospital Board of Directors for a two year term; i I j RESOLVED that the members of the Hospital Trust accept the Nominating Committee Report stating the following appointments: -.J MOTION: Moved by J. DiGiovanni Seconded by R. Bradfield ¡ '-.,j The Nominating Committee Report was presented by Chair Joe DiGiovanni. Board Members were informed that there are six vacancies on the Board. Three members wish to stand for re-election and there are three new nominations. I i I w u ELECTION OF DIRECTORS RESOLVED that the firm Ontario, be reappointed as t Memorial Hospital for the ensuing year. Carried. of Millard, Rouse and Rosebrngh of Brantford, he Anditors for the Tillsonburg District ì I e-J I e-J MOTION: Moved by D. Corner Seconded by J. Zamecnik , I j u APPOINTMENT OF AUDITORS Dr. Richard Dalby Dr. Jamie Cluett Dr. Barry Roth Carried. Chief of Staff President Vice President u RESOLVED that the following Medical Staff Representatives be appointed as members of the Board of Directors for the ensuing year: u MOTION: Moved by A. Vandenberghe Seconded by I. Horton u u APPOINTMENT OF MEDICAL STAFF: I i I I W Irv Horton Jenny Zamecnik Carried. County of Oxford Township of Norfolk J i .~ '---" " I PRESENTATIONS: r was presented with a gold Trustee Pin in recognition of his eleven years of service. Scott Campbel I I I Lynda McKenna was presented with a golf Trustee Pin in Honour of the late Garry McKenna. two year term as Board Chair. Chair Pin to Joe DiGiovanni in recognition of his Eugene Heath presented a Past I tbe hospital and to CLOSING REMARKS AND ADJOURNMENT: Joe DiGiovanni presented a drawing by Ches Sulkowski to Jim Spencer for his dedication community. He commented that Jim had great leadership style and was well respected. r , Jim thanked the Board for their gift and expressed appreciation to the Board of Directors for their support over the years. "This drawing of the hospital will serve to always remind of the wonderful things that have gone on in this hospital and the talented people that I have been fortunate enough to work with." I I In closing, Joe DiGiovanni expressed his pleasure during his term as Board Chair. "The process of becoming a Board Member and serving as Chair is a valuable experience." He then welcomed Eugene Heath as incoming Board Chair. I , MOTION: Moved by I. Reynolds Seconded by R. Greer r [I , I that this meeting be adjourned. RESOLVED Carried. [' l I The meeting adjourned at 2000 hours. Ii n Chair Secretary Ii G:\USERS\SPENCERJ\DATA\Board of Directors\Annual Meeting\Trustee\2000\Minutes - June 27.wpd n iJ n n r' I Meeting - June 26, 2001 Page 5 of 27 Annual n r Annual Meeting - June 26, 2001 Page 6 of27 I ~ ¡- t U u ¡ I u u u I wish to express my personal thanks to past chair, Joe DiGiovanni, for his guidance and support. I would also like to extend my thanks to all the Board members for their commitment to serve. Finally, my thanks to the Leadership Team, Brenda Butters, the Executive Committee, Dr. Richard Dalby, the Medical Team members, Hospital Team members and the Volunteers for their support and dedication. u In April, TDMH celebrated the 75th Anniversary of our founding with a rededication ceremony that included the Minister of HeaIth and Long Term Care and many other special guests. i u }- }- TDMH's involvement in the Thames Valley Hospital Planning Partnership Hospitals' Strategic Alliance continued with positive results. u }- Phase I of the Patient Therapeutic very popular spot. and the Oxford u Garden and ITont entrance was opened and }- TDMH has provided leadership and assistance to the Supported Housing Initiative Committee to investigate the construction of these units in our town. The committee has finalized plans and is now marketing the project known as Valley Ridge Place. is proving to be a ! I LJ u }- Plans were completed to Woodstock. These beds will transfer 34 long-term care beds to TDMH and Woodingford Lodge be in a new building to be constructed on TDMH property. Early in the year our CEO, Jim Spencer, retired after a long and successful by Brenda Butters, previously Senior Vice President, Patient Services. with strong leadership and a seamless transition. III term. He was replaced Brenda has provided us . I ..J }- u Some of the year's highlights included: This is successful year. Meeting of the Hospital it is with great pleasure that I report a very u the 74th Annual Trust and Chair's Annual Report Eugene Heath '. I U u '-' . LJ Corporate Planning and Community Relations Committee Eugene Heath, Chair advises of the The Corporate Planning and Community Relations Committee the Board on financial and human resource implications Hospital's Strategic Plan, budget policies and parameters, plus the review and approval of ongoing financial statements and utilization data. The Committee was pleased to again approve a year ending surplus financial position. The Committee found it necessary to approve a deficit budget for fiscal 2002. For the fourth year we participated in a joint budget submission to the MOHLTC with the Oxford Hospitals' Strategic Alliance. The Committee continues to report excellent results in hospital utilization. The length of stay, infection rate and other indicators are well within line of MOH benchmarks. Dr. Dalby and all the physicians are commended for their efforts. Committee Brenda Butters Oave Corner Or. J. Cluett Or. Richard Oalby Cyril Oemeyere Joe OiGiovauni Erwin Hawel Peg Hogarth John Moylan Indira Reynolds Jim Spencer Jenny Zamecnik ~ I I I" Resource Julie Gilvesy Marty Klein Bob Walker r I I' We commend the members of the Committee for their efforts during the past year, especially the Resource members, Brenda Butters, Marty Klein and Bob Walker for the guidance of the Hospital Team through these challenging times. I , ~ , ' r " I I Ii Meeting - June 26,2001 Page 7 of 27 Annual Annual Meeting - June 26, 2001 Page 8 of27 ! , e-! I , ,~ ¡ I , LJ The Governance Committee, as part of their own quality improvement activities, reviewed the following Governance Quality Indicators: Organizational Culture and 'Planning; Quality Monitoring and Improvement; Resource Management; Board Organization; Relationship Between Board and CEO; Relationship Between Board and Medical Staff; and Community Integrations. Recommendations includes the development of a Community Information Brochure and an annual report summarizing events to the community via an insert in the Tillsonburg News. I lJ J ¡ I u The outcome of the Board Retreat was to conduct a study to identify the needs of the community which will be instrumental in developing future services at the hospital. The study will be completed this faIl. Committee Dave Beres Ron Bradfield Brenda Butters Dr. R. Dalby Eugene Heath Peg Hogarth Irv Horton Indira Reynolds Jenny Zamecnik Resource Nil. A successful Board Retreat, facilitated by Peg Hogarth, was held on January 19 and 20, 2001 and the themes for the Retreat were Patient Repatriation and Designing Our Future. For the first time, invitations were also extended to representatives from the Ministry of Health and Long Term Care (MOHLTC) and the Thames Valley District Health Council (TVDHC) to attend the Retreat and participate in our discussions. Mary Catherine Collins, Hospital Consultant, Southwest Region, MOHLTC; David Harvey, Program Manager, MOHLTC; and Tricia Potter, Senior Health Planner, TVDHC were in attendance. J I ~ I _! The Governance Committee coordinates and monitors the Board's goals and objectives in relation to the Strategic Plan as well as the Board's performance. The Committee is also responsible for recommending bylaw revisions to the Board of Directors, and acts as the Board's Nominating Committee. I 'e-! Governance Report John Moylan, Chair i ¡ ¡ '-' - ;---/ L_^- I Patient Care, Education and Research Committee Indira Reynolds, Chair is to to the and to Education and Research Committee related care, education and recommend improvements The role of the Patient Care, review and recommend implementation of policies Hospital's strategic plan in the areas of patient research. Its main focus is to monitor care programs. patient The Patient Care, Education and Research Committee monitors quality improvement through Quality Indicator Team Reports, Process Improvement Summaries, Perfonnance Indicator Summary Reports, Infection Rates, Patient Incident Statistics, Patient Complaints and Utilization Management. the quality of all Committee Brenda Butters Dr. Richard Dalby Ross Greer Irv Horton Mary Anne Kersten Harold Moore John Moylan Dr. B. Roth Julie Spinks Andy Vandenberghe ~ I! I r' ¡ r: I TDMH not only participates in the Ontario Hospital Association's Patient Satisfaction Survey, but also developed a new In-house Patient Satisfaction Survey available at the patient bedside. Results are reported to the Committee on a monthly basis. Resource Julie Gilvesy Marty Klein r- c-, I I A new In-patient Infonnation Brochure outlining hospital services is also being developed and will be available at the patient bedside and " I' I waiting areas. The Committee also reviews the policies relating to risk management and identification of institutional liability and ethical dimensions of health care delivery. n team members who the Tri- receive Sincere thanks to the medical and hospital continually work toward making the citizens of Tillsonburg and in the knowledge that they are continuing to County area secure high quality health care. )1 I ' , ' ~ r I, ~ i , í ! i Annual Meeting - June 26,2001 Page 9 of27 " I I , , I Annual Meeting - June 26, 200 Page 10 of27 Respectfully submitted, Dr. RW Dalby Chief of Staff i ! ~ i u Lastly, I would like to thank Brenda, members and the physicians for their duties as Chief of Staff. Marty and the rest of the executive team, the nurses, all the Board support and help without which I would be unable to perform my This year we were again visited by four University of Western Ontario medical students. taking part in Rural Week that this may attract physicians to the area in the future. We hope by i , I U The Alternate Payment Program has been renewed and helps recruit physicians for our Emergency Room to maintain 24-hour coverage. The hospital administration, along with some Board members, town councilors and three doctors have formed a recruitment committee to spearhead recruitment and retention of more physicians. i J The hospital community did add some physicians this past year. Dr. Diane Zawarynski has joined the Medical Centre as a permanent locum. Dr. Brian Holowachukjust recently joined the Medical Centre as an associate and hopefully will become a partner in the near future. Dr. Jacqueline Crosby, a surgeon from London will be joining the hospital staff and be associated with Drs. Sabet and Brown. She will begin practice in September. Dr. David Simpson assists with surgery in the Operating Room which helps to rree up the family physicians to be more available in their offices. He also does locums in some of the physicians' offices. Dr. Sharman from Dutton does locums at the Medical Clinic rrom time to time. I j ~J I u ì , ,~ Unfortunately, the community and hospital has lost some doctors. Dr. Peter Lam got married and moved his practice to Mississauga, Dr. Elgin Loney dropped his status rrom active to courtesy staff, Dr. Vince VanHooydonk retired from his office practice but continues to serve the area regarding anaesthesia and with a pain clinic that has served the area very well. Dr. Don Hevenor, after fifty years of excellent service, was forced to retire for health reasons. He is the definition of what a real family physician is. These physicians will all be greatly missed and I personally would like to thank them for their dedication and excellent work and support over the years. Dr. Steve Eakins retired from Chief of Radiology and will be replaced by Dr. Walt Romano. We thank Steve for ,all his efforts in the past and look forward to working with Dr. Romano in the future. Dr. Jim Brown will be retiring from practice the end of June after 15 years of providing general surgery expertise to the community. I U ] ,! ~ This past year Jim Spencer retired and although he was an excellent CEO and will be missed, Brenda Butters has assumed the reins and we have not missed a beat. The medical staff are very confident that Brenda will maintain the hospital's high standards through her excellent leadership. , i ~ This past year has certainly been a very interesting time to say the least. Tillsonburg was designated as an underserviced area that should help with the recruiting of physicians. This process was a long and drawn out procedure and obtaining this designation was largely due to the efforts of Marty Klein. Marty was also instrumental in getting TDMH the funding for physicians on-call. This also will be a benefit to attract doctors to be on-call as well as for recruiting new physicians to this area in the future. , I cJ Chief of Staff Report Dr. R.W. Dalby '~I i I '-J - r I I Prêsident'sRepört Brenda Butters ~ j I, During the fiscal year 2000-2001, innovative and collaborative energy provided the basis for improving our ability to deliver quality care. The year was characterized by continuing dynamic challenges created by hospital restructuring, limited health care dollars, rising costs and an ongoing shortage of physicians and nurses. r ! ! I' I We continued to create and strengthen linkages with our hospital partners and community agencies. TDMH is actively involved in the development and strategic planning of the Thames Valley Hospitals' Planning Partnership (TVHPP). A major initiative resulting from the TVHPP is that the partnering hospitals negotiated and entered into an agreement with LargNet to provide a fast and seCl1re Wide Area Network (WAN) to provide electronic access for all hospitals. This service will be installed and operating by August 2001. This initiative holds the promise to provide enhanced service to our community by linking patients, specialists and other health care professionals together in real time. It will eliminate the need in some cases to travel and will provide for more immediate access. It will be a tangible product of the growing connectivity of the health care system. TDMH continued to work with the Oxford Hospitals' Strategic Alliance to identifY opportunities for shared policy making and delivery of services. I' r r ! r¡ , With the aging population of the Tri -County Community, provision of appropriate facilities to meet their needs is closer to being achieved as the result of two initiatives. TDMH is collaborating with Oxford County and the MOHLTC (Ministry of Health and Long Term Care) to develop a 34-bed satellite of Woodingford Lodge on hospital property with a tunnel link to the hospital. This will facilitate movement of residents, personnel and supplies. Currently dialogue is ongoing to finalize architectural drawings with construction expected to commence in the spring of 2002. In the second project, a lead role has been taken by TDMH in sponsoring a supported housing development that includes 38 apartment units and eight town homes on property in close proximity to the hospital. Once 60% presale of the units has been achieved, construction will commence. I; I r , , , One area of increasing concern is the recruitment of physician and specialists to the community. We have worked diligently to recruit new physicians, taking part in initiatives such as the annual Physician Recruitment Tour to the five provincial medical schools. A Physician Recruitment and Retention Advisory Committee was established with hospital, board, physician and community representation. This committee will develop strategies to address this concern. r' I' i Survival in the present turbulent health care climate demands vision and proactive planning and action. At the annual Board Retreat, the decision was made to complete a detailed needs assessment of the community we serve. This initiative, when completed in the fall of 2001, will provide the data for the board to make critical decisions on future programs and services. n , ! ! I! Annual Meeting ~ June 26, 2001 Page 11 of27 ~ II , r ! Annual Meeting - June 26, 200 I Page 12 of27 i I .~ LJ ì . , I! ~ i u , ì , ~" , i u I , ! ~ j I I ~ ì , i ~ ! ~ Respectfully submitted, Brenda Butters I -" This year also saw the early retirement of Mr. J. Spencer, President and CEO, after 23 years of successful and dedicated leadership. I assumed the role of President and CEO in August and the subsequent months have been a period of continual learning, personal growth and satisfaction. I would like to express sincere appreciation to those individuals that provide me advice and knowledgeable support. Thank you Eugene Heath, Dr. Dalby, Marty Klein, Bob Walker and Julie Gilvesy. ~J With the negative impact of restricted MOHLTC funding during 2000-2001, TDMH is doing everything it can to operate in a financially responsibk manner without jeopardizing patient care. It is the caring, dedication and collective wisdom of all the team members of TDMH that makes this organization such a quality organization. Despite the frustration associated with the reality of continued change, our team members have met these challenges with professionalism, team spirit and commitment. They have made us proud and it is my pleasure to recognize and thank them for their contribution. , J i J ~ n I Operating Statistics TDMH Hospital r ! . ~. i 2000/01 PROJ/ACT 1999/2000 ACTUAL 1998/99 ACTUAL 1997/98 ACTUAL 1996/97 ACTUAL 89 11 37 88 16 29 74 98 85 17 27 70 97 85 21 31 68 98 62 22 OCCUPANCY RATES MED/SURG (see note) O.B.S. (6 BEDS) PAEDS (see note) n ! 14 69 90 l.C.C,U. (5 BEDS) CHRONIC (see note) I I 73 95 4,66 8,286 22,947 4,395 8,599 22,994 3,406 8,479 21,885 3,497 8,593 22,090 14,562 12,838 27,400 22 10 29 4 304 148 390 172 403 77 2,740 67 2,567 27 2,506 106 2,436 5 2,810 48 5.3 80.0 5.7 115.6 5.4 37.9 5.6 346.4 5.2 439.2 9 27,908 27,927 45 27,091 27,136 5 24,722 24,773 47 23,833 23,880 55 21,910 21,965 PATIENT DAYS ACUTE CHRONIC TOTAL OBSTETRICS NEWBORN DAYS BIRTHS ADMISSIONS ACUTE CHRONIC AVERAGE LENGTH OF STAY ACUTE CHRONIC EMERGENCY VISITS IN-PATIENT OUT-PATIENT TOTAL CLIN,ICS r [' n r n ! 1,456 400 ,007 1,407 ,377 381 1,054 1,435 978 417 884 ,30 417 934 1,351 477 819 1,296 COMB MED/SURG CLINIC OPERATIONS IN-PATIENT OUT-PATIENT TOTAL ~ I ' I r REHAB BEDS) MED/SURG 52 BEDS 1992/93 TO 1996/97 MED/SURG 34 BEDS 1997/98 MED/SURG 5 BED SHORT STAY UNIT 1993/94 MED/SURG 6 BED SHORT STAY UNIT 1994/95 CHRONIC 39 BEDS 1996/97 CHRONIC 24 BEDS 1997/98 (INCLUDES 6 PAED 8 BEDS 1996/97 P AED 4 BEDS 1997/98 NOTE: n I ~ I· Annual Meeting - June 26, 2001 Page 13 of 27 PATIENT ACTIVITY 1996/97 1997/98 1998/99 1999/2000 2000/01 ACTUAL ACTUAL ACTUAL ACTUAL PROJ/ACT LAB UNITS 1,206 1,234 1,263 1,320 1,479 (1,000',) X-RAY EXAMS IN-PATIENT 2,432 2,201 2,264 2,407 2,684 OUT-PATIENT 18,016 19,828 19,469 20,120 22,020 TOTAL 20,448 22,029 21,733 22,527 24,668 ULTRA SOUND IN-PATIENT 367 316 345 357 466 OUT-PATIENT 3,592 4,076 4,286 4,358 4,728 TOTAL 3,959 4,392 4,631 4,715 5.194 PHYSIO VISITS IN-PATIENT 3,172 3,533 4,426 4,434 4,043 OUT-PATIENT 2,631 3,301 2,871 3.167 2,000 TOTAL 5,803 6,834 7,297 7,601 6,043 STRESS TESTING IN-PATIENT 82 71 128 189 195 OUT-PATIENT 1,118 1,218 1,133 1,168 1,200 TOTAL 1,200 1,289 1,261 1,351 1,395 HOLTER MONITORING OUT-PATIENT 509 510 571 494 600 E.C.G. IN-PATIENT 2,209 1,928 1,973 2,038 2,600 OUT-PATIENT 3,633 4,259 4,332 4,332 4,532 TOTAL 5,842 6,187 6,305 6,360 7,131 PULMONARY FUNCTION TESTS (COMPLETE) OUT-PATIENT 369 520 525 559 793 Annual Meeting - June 26, 200 I Page 14 of27 . I J Ii ~ i J I I '-, : I L-' I J , I ! i u II LJ ¡ u I I I u I , ¡ u ,~...J , I i ,.-I ,--, ! I <" Auxiliary Report ! Julie Spinks This is a year of celebrations with the International Year of the Volunteer and the 751h Anniversary of our Auxiliary and the Hospital. <' Time has changed many things but one thing that has not changed is the dedicated support of our volunteers. We I are very fortunate in our small community to have so many people always willing to give their time to the Auxiliary. Without your support we would not be successful. i' I This past year I attended regional conferences in Leamington and Windsor, and the Provincial Conference in I Toronto. These are very informative for the learning and sharing of concerns that we all face today. As this is the end of my term as president, I would like to thank everyone for the support given to me. It has been a ~ truly rewarding experience for me. I I i' Respectfully submitted, I , Julie Spinks II I I I I " I I j, i r¡ I I , i Annual Meeting - June 26, 200 I G Page 15 of27 t Meeting - June 26, 200 I Page 16 of27 i ì U Annual Symptom relief and defibrillator re-certification took place in May of 2001 All full and part time team members remain certified in both medical acts. Throughout the year, monitor/defibrillators were utilized 519 times, 506 as a monitor and 13 as a defibrillator. Intervention with symptom relief medication was required 227 times. All team members successfully completed mandatory training provided by the Emergency Health Services Branch in June 2000. The training included Multiple Casualty Incident Response, Incubator Adapter Deck and On Scene Helicopter Response. ! I '-' ] I I '-' Emergency Response Manuals for the hospital are continuously being updated and opportunities for improvement are being implemented. Two "caI! back" tests were conducted throughout the past year along with monthly fire drills. An external disaster exercise was held on June 14th, 2000 involving Tillsonburg district Memorial Hospital, South West Oxford Fire Services, Tillsonburg Fire Department, Ontario Provincial Police, Tillsonburg Airport, St. John's Ambulance and Tillsonburg Guiding and Scouting. Comments received from participants and observers were very positive. ! I ! I U I i ..J c..J Our service took delivery of a new Crestline Ambulance in November. This now brings our compliment of vehicles to three, one being an additional spare for the County. Discussions are still taking place in regard to the building of a facility for the service. The Emergency Health Services Branch of the Ministry of Health and Long Term Care reviewed our Ambulance Service on October 24th_26th, 2000. We have not yet received the results of the review, but the overall impression received from the final meeting with the Review Team indicated that the service is operated within standards. Some opportunities for ifuprovementwere identified and implemented. ! i '~ ] J The Ambulance and Communications Services (Doug Ketchabaw) have again experienced a busy year. Ambulance was within allocated funds and Communications Services were slightly over budget with salaries and charges as the result of a recently resolved issue between Bell and Sprint as our long distance telephone carrier. The transition of Ambulance Services to the Municipality has been ongoing since signing a contract between TDMH and the County of Oxford took effect August 1st, 2000. There have been issues arise that has needed to be addressed but overall a good working relationship has resulted. The county is now integrating various long-term service delivery options. Remaining with existing operators is one option being considered. i . I ~ I , i '-' This report was developed through the support and contribution of a number of team members, some named in the report and others contributed in the background. This has been a very challenging year but we have been successful. I would like to acknowledge their important contributions to our success and point out how very grateful I am for their continued support and assistance. Their efforts are very much appreciated. I J ] U ] , , U Marty Klein Vice President's Report I J '. I ~ " , r Our service remains involved in rural wèèk tfuóugh the University of Western Ontario. This always proves to be an enjoyable experience, especially this past year as it coincided with our external disaster exercise in June 2000. Our guests found this to be a very interesting event to have a role in. Throughout the year our service also remained active in community efforts with school tours and visitations, Tim Horton's day and the "Great Escape", a joint Emergency Services fire prevention venture. Our sincere appreciation to those team members who devote their time to these community events. r I r I I Our service responded to 3,143 calls and traveled 105,763 km during the year. I would like to extend our gratitude to the Board of Directors, Administration, Medical Team, Executive Leaders, Service Coordinators, Team Members, the Community and neighbouring services for their continued support throughout the year. Again, I would like to reaffinn the commitment to supplying support to Nursing and Paramedical areas. My sincere personal appreciation to all team members of the services for their continuous support and dedication throughout the year. I r In keeping with the desire to enhance Diagnostic and Treatment Services (Moe Goulet), we have been investigating the process for the implementation of a Picture Archive and Communication System (P ACS) for our Digital Imaging service. This system will allow X-ray images to be in a computerized fonnat that can be viewed, stored and retrieved electronically. This will, in effect, render our service 'filmless'. Access to films, reports and Diagnostic consultation will be enhanced. The first implementation team meeting took place on August 31~t, 2000, Ingersoll's Alexandra Hospital is also participating in the process and the team has been working on the development of the Request for Proposal (RFP) document. The RFP is to be used to select a vendor to supply.a P ACS solution .for our needs. This process has been carried out with the assistance of True-North Consulting to ensure that the selection and implementation of the system(s) is carried out with due diligence. As our initiative was shared with the Thames Valley Hospital Planning Partnership (TVHPP), we now have increased interest for participation ITom other partners within the region. It is significant, both for the leading' edge opportunities and the enhanced delivery of services, to investigate options that include a Wide Area Network (WAN) initiative; although our original timeline for implementation atTDMH may be delayed. r I I r I I r I, As of April 1st, 2001, Dr Walt Romano assumed the responsibility of Medical Director for our Diagnostic Imaging Service. This brings to a close the guidance provided by Dr. Steve Eakins, whp since November of 1997, has helped improve our high quality of service. We now have many opportunities ahead of us and we are confident that, with Dr. Romano's guidance, we will have continued success. I Laboratory provincial initiatives are still under investigation by the Ministry of Health's Laboratory Reform process. Opportunities for collaboration within the southwestern Ontario region are reviewed and discussed at the Thames Valley Hospital Planning Partnership's Laboratory Team meetings. Current issues and, opportunities that have been initiated include the sharing of technical staffing, Point-of-Care Testing, Maintenance contracts, and group purchasing of supplies. Through the TVHPP WAN and with the guidance of our IT consultant, Janice Marchand, a regional approach to the Laboratory Information System (LIS) is currently under investigation. The system considered is the application from Triple G r I I ~ Annual Meeting - June 26, 200 I Page 17 of27 ,-., I I I I , ' Annual Meeting ~ June 26, 2001 Page 18 of27 Environmental Services Team (Cheryl Fish) annual reports in the past have commenced about change. This year is continues to be the dominant force, which leads the, Environmental team members to the following accomplishments: talking Services In enthusiasm, the Diagnostic and Treatment Services Team would cooperation and diligence in these interesting times. closing, like Patient Activity (Diagnostic Services) Fiscal Year 2000/2001 Service Outpatient Inpatient Laboratory 12,500 8,800 ECG 4,600 2,500 Stress Testing 1,270 195 Holter monitoring 600 --- Respiratory 3,000 4,700 2D Echo 1,200 200 X-Ray 16,800 2,700 Mammography 2,590 --- Ultrasound 4.700 490 Total 47,260 19,585 Inpatient activity, overall, increased by 17.4% from the previous year, most notably in the X-ray and Respiratory services. The introduction of a second Respiratory Therapist in January 2000 accounts for the increase in Respiratory. Outside of that, the most likely cause is an increased acuity level. ofthe patients admitted. For the fiscal year 2000/2001, Out-Patient Services has had a total of 47,260 visits (including emergency patient activity). A six percent increase from the previous year, evident in all areas except Laboratory. Although the laboratory posted a decrease in the number of patients, the numbers of tests requested were up by 5% for Outpatients and 22% for Inpatients. A review of the contract for pathology services provided through Woodstock General Hospital (WGH) was required this year. A renegotiation of the terms of the contract was completed and became effective as of October 1 st, 2000. WGH continues to provide us with pathology services, as part of our Oxford Hospitals' Alliance agreement; however, the cost has increased significantly. Weare currently faced with a shortage of availability for General Pathologists in the region. Corporation. This is the system that TDMH has had in place since 1994. There is an opportunity to greatly enhance our current' electronic' reach, with respect to reports and information access. " to thank everyone for their J i ~ ! -J i I ~ U I I -J I I I ~ ì ~ .J i , I ~, I .J I 0 i I l.-~ I I U !J r I n A new dishmachine was installed; several procedures were revised such as eliminating cutlery soaking and manual pot washing. This new unit cleans the pots much more effectively and reduces handling. With the purchase of a propane BBQ, Food Services began BBQ specials on Fridays. These theme days included guests from other teams performing the cooking task. This offered an element of fun to the normal routine and higher sales. The front entrance and therapy garden was the major renovation project initiated and completed within the timelines designated and the budget allotted. A rest area north of the main entrance was also completed in late fall. We thank Grassmere Construction who was the general contractor and worked with us on this project. Redecorating was performed in the cafeteria, boardroom and the gift shop. The scope of the work varied by area but generally work consisted of painting, new counters and replacing carpet. The outcome was a fresher, more modernized appearance. Review of the Fire Code was initiated and lead to the updating of the Fire Plan with revised procedures such as Manual Fire Watch and new responsibilities being shared by team members. I I. I I' , ~ Opportunities for sharing between Alexandra and TDMH were investigated and a formal presentation made. The objectives along with a plan of action were identified and we have begun implementation. A proposal to provide Alexandra Hospital with bio-medical services was prepared and acceptance has been deferred for review next year to give the opportunity for automation to be included. ~ ì I New legislation took effect requiring us to eliminate the use of freon 12 as it is an substance. This product was a component in our ethylene oxide sterlizant gas. We became a Honeywell and Praxair to validate a new product called Steriflo. Our existing autoclave was upgraded and Honeywell ran numerous tests. Results were confirmed and we were able to begin using this product to sterilize items that cannot be exposed to steam. This process was conducted, with minimal cost to us while allowing us the flexibility to continue to offer an alternative sterilization technique. ozone depleting test site for ~ I , I' I of the Environmental Services teams assisted on numerous task forces throughout the year Digital Imaging; Waste Reduction; Security; Procurement; Communication and Housekeeping Practices. Although all of the recommendations and objectives of these task forces may not be fully implemented at year end the opportunities, the learning and the work goes on. Members including r""' ! I , The fixed assets program is live and data is being year. Maintenance team members continue to progress program with work order being generated weekly We continue to expand our automation opportunities. input. Education is the priority of the new budget with their automated Preventative Maintenance containing the scope of work to be performed. i~ I I r the new CAW bargaining unit. This was opportunity. Transfer, retirements and team objectives. We continue to offer multi- In retrospect it has been a challenging and busy and successful outcomes. I had the opportunity to participate on the negotiating team for interesting and enjoyable as well as a wonderful educational resignations brought new faces and fresh insight, to the skilling opportunities as a result of its proven benefits. year. Congratulations to the Team for their efforts ~ r' I Annual Meeting - June 26, 2001 Page 19 of27 ~ , Annual Meeting - June 26, 200 I Page 20 of 27 I J The Board's decision to establish a Physician Recruitment and Retention Advisory Committee is a very positive step. We are already experiencing increased community awareness and ownership of this issue. With the support of the Committee and the community we stand a far better chance of successfully recruiting the necessary physician resources. I i ,~ Designation as an underserviced area was finally received in July of 2000. This took a great deal of effort as well as negotiation with the Ministry of Health. In July 2001, following one year of designation our community becomes eligible for recruitment incentives. This will move us to a more level playing ground with our neighbouring communities. During the past year we were successful in recruiting a general surgeon and a locum internist. We also assisted with the recruitment ofa full-time and locum GP for practices in Tillsonburg. I I ;~-1 I I _J Physician Recruitment (Marty Klein) has been a high priority for the hospital and community. Various recruitment fairs were attended and the hospital participated in the Underserviced Area Recruitment Tour for the first time. I very much appreciate the assistance of Dr. Rowland, Dr. Cluett and Dr. Andrew in attending recruitment tours. J , ! J No Scents is Good Sense, a scent awareness program launched this year, with the goal of providing a scent safe environment for patients and team members. A No Scents information pamphlet was designed for education and distribution. Lunch and Learn sessions were provided to promote team member awareness. Education highlights for this service include Infection control certification acquired through Centennial College. Early intervention remains a key factor in assisting team members with occupational and non- occupational health issues. Return to work meetings, consultations, referrals, heat therapy and work site assessments are common interventions of the Occupational Health Service in monitoring and ensuring a successful return to work program. J I -' Vaccination for Influenza dominated the fall months, with a total of fourteen clinics held by Occupational Health Service to assist team members is obtaining a flu shot. The implementation of an Outbreak policy generated many questions and comments. Informative lunch and learn sessions on Influenza were well attended by team members. TDMH achieved a 60% overall immunization rate for the 2000 flu season. I I ~ ì í .....J In October, the theme for Infection Control Week reinforced the principles of good hand washing in preventing the transmission of disease. An interactive display allowed team members and volunteers to assess their own hand washing skills through the use of a fluorescent solution, which when viewed under a black light, revealed areas of organisms carried on the hands. New "WASH" signs were designed and distributed throughout the hospital to promote routine hand wash habits. Health and Safety inspection checklists have been revised to better identify specific issues for all service areas. J J Occupational Health/Infection Control (Denise Madsen) has had another busy year. Continuous improvement and intervention strategies for work place wellness and infection management were the focus ofthisyear's efforts. , 1 .J J J Recruitment of shortage of health to be developed to keep increased substantially the past year. deal of everyone's time. A and strategies will have Human Resources (Marty Klein) activity has nurses and nursing leadership has taken a great professionals is a significant challenge and new efforts pace with the increased demand and shrinking supply. " I " I ! Labour Relations (Marty Klein) with our bargaining units and their were no new grievances submitted during 2000/2001 and a first collective agreement was negotiated with the CAW (Canadian Auto Workers). Our continued labour relations success is a tribute to our loyal and hardworking team members as well as the hospital's continued commitment to an environment of individual respect and trust. to maintain positive There We continue representatives. " , I Respectfully submitted, Marty Klein j: j! " I I' r~ I I I I , I I " I Meeting - June 26, 200 Page 21 of27 Annual r: I' Annual Meeting - June 26, 2001 Page 22 of27 , , '-' J A new mortality review process has been implemented which involves the Medical Records Audit and Tissue Committee of the Medical Advisory Committee (MAC). All death charts are now reviewed by this team of physicians against specific criteria developed by the committee. The criterion is specific to appropriate and timely documentation and care by physicians on the medical charts of expired patients. ! I u I ¡ i , I LJ Other quality initiatives include the implementation of a new chart deficiency system tabulating patients' medical records subsequent to discharge from the hospital. The installed and education sessions for the medical staff are currently taking place. for tracking and software has been The National Ambulatory Care Reporting System, more fondly called by its acronym of NACRS, was mandated for use, by Ontario Hospitals by the Ministry of Health and Long Term Care for ambulatory care - Emergency Services reporting in July 2000. The team in Health Records has worked collaboratively with patient services and physicians to implement this data gathering/reporting system for emergency services. The team has been acknowledged by the Canadian Institute of Health Information (CIHI) as having set the "gold standard' for Emergency Services reporting for small hospitals in Ontario. More recently, because of this accomplishment, TDMH has been invited to become a beta test site for clinic reporting. Health Records will be working with two clinic physicians, Dr. Vince Vanhooydonk and Dr. Keith Payton, to develop diagnostic pick lists and workflow processes to facilitate this initiative for the pain and allergy clinics respectively. J , , ¡ LJ J The Health Records Department has worked diligently this past year to improve its customer services and has taken particular pride in their efforts to produce valuable, timely utilization reports and information to many other areas/teams/committees. ! I L.J IS has become a very interactive participant in several hospital wide continuous improvement endeavors seeing representation on the Communications Task Force, the Information Systems Steering Committee, and several Accreditation Teams, to name a few. I ,-J In partnership with the Thames Valley Hospitals Planning Partnership (TVHPP), a new Wide Area Network (WAN) is being installed to link the eight member hospitals to enable the sharing of data in a secure manner. Phase I of this initiative will allow the sharing of patient information, Internet access and validation ofOHIP cards. J u Information Services (IS) at the Tillsonburg District Memorial Hospital (TDMH) continue to expand in terms of clients needs and be enhanced by technological advances. ] u Information Services Bob Walker , I J i :.J J , ~ The results of the review are tabulated and entered into an electronic data base and the results are reported monthly to the MAC ~ I~ , I A team comprised of representatives from health records, phanuacy, respiratory technology, physiotherapy, nursing and physicians have been participating in a collaborative chart audit specific to Chronic Obstructive Pulmonary Disease (COPD). It is expected that this review will result in improved internal and external care processes for the large number of patients treated for this and associated illnesses, i.e. pneumonia and asthma. This project was initially endorsed by the Thames Valley District Health Council as a project to develop a standardized care map for COPD in the network. TDMH team members elected to take this project a step further and involve in-house care providers in an effort to make the audit more specific to the needs of TDMH. The results of the audit will be analyzed and presented to the MAC and the Executive Leaders in 2001 July. I' i I I looking forward increases in patient is currently The Registration Team has continued to work as a strong cohesive unit and to the challenges of the summer months in tenus of vacation coverage and expected visits. I I I The Executive Leader for Infonuation Services has supported a renewed emphasis on team member development in 2000. Team members have attended several education sessions throughoutthe year which included privacy and confidentiality, coding and abstracting skills, data gathering; statistical reporting, payroll and pension updates and financial management. I' I I Respectfully submitted, Bob Walker ,~ I r I :" I r I I I I Annual Meeting - June 26, 200 I Page 23 of27 ! Annual Meeting - June 26, 2001 Page 24 of 27 I , j ~ Services provided by one internist and several experienced ICCU registered nurses include: (i) thrombolytic therapy for acute myocardial infarctions, (ii) telemetry monitoring, (iii) temporary pacemakers, (iv) assisted ventilation, (v) cardioversions, (vi) other critical cardiac and respiratory conditions. u , I ~ ~ ICCU Outpatient in orthopedics, services assessed and cared for 502 patients; services has expanded significantly. Consulting physicians provide services ophthalmology, pain control and allergy assessment. and increase of 130 patients over 1999-2000. J ~ Community support for purchases of essential examination table. Clinic Emergency and other services equipment, e.g. defibrillators, locally is regularly exemplified by donations toward non-invasive monitors, thermometers and an ! I u ~ Emergency Services continue to participate Students, Health and Stroke Protocols, Violence education and planning. in the V olunteen Program, Rural Injury Prevention Programs, Week for Medical Sexual Assault/Domestic J ~ Treatment, support health issues. Collaborative partnerships with county and regional agencies help TDMH offer and provide additional services for our community; e.g.: Community Care Access Centre (CCAC)" Sexual Assault for Domestic Violence victims, and treatment teams for patients with mental ! -.J ~ ~ The Triage Station that will permit the experienced Emergency registered nurse to assess presenting patients prior to registration remains in the planning stages. , I ~ Emergency nurses and physicians certify and re-certify in skill courses essential (i.e., Triage Assessment (CTAS), Trauma Nursing Core Course (TNCC), Support (ACLS), and Paediatric Advanced Life Support (PALS». to Emergency care Advanced Cardiac Life ~ ~ ~ ~ Census for 2000-2001 is 27,543 ~ ~ issues resolution remains elusive due Family physicians, locum physicians and Emergency trained registered nurses provide care to an ever- increasing number of people with more complex problems J Staffing and workload in part to availability of resources. an increase of 400 patients Over 1999-2000. Emergency services at TDMH continue to be provided everyday for 24 hours. As we move forward to a cultural change of process improvements our efforts in 2000-2001 to serve our community: -.J and innovative simplicity; An organization is only as effective as its processes. Making a shift in focus from tasks to process outcomes and becoming customer/community focused provides hidden opportunities and new passages that promise a more powerful performance across our organization. To be customer/community focused is to be process-focused. Self directed behaviour is essential in our world of accelerated change. we review J Patient Services Team - Emergency, Combined Care, Paediatrics, Short Stay Unit, Intensive Care Unit, Day Surgery, Outpatient Clinics Jean Currier J , ~ Day Surgery and Pre-Admit Services continue at a constant census of 1,025 and 350 patients respectively. Length of stay in hospital meets both governmental standards and community expectations. ~ I ~ Combined Care Obstetrical Services of antepartum triage, labour/delivery, postpartum and outpatient services are underutilized. Availability of specific resources contributes to the status of utilization. a decrease of 40 ITom , , was 293 ~ Healthy Baby Healthy Children (HBHC) Program in partnership with Public Health has grown to include the "Let's Grow" program that is offered to all parents in Oxford for the first five (5) years of their child's life. year. Outpatient census last this year; 103 was census ~ Delivery I Mother/Baby care and parenting skills are enhanced because mothers participate in the Self Administered Medication Program (SAM), LATCH Breastfeeding Assessment, HBHC Program, Postpartum Parent Support Program (PPSP) and 60 hour postpartum hospital stay. on 3North ~ ~ ì I to week per remain open 7 days Medical/Surgical Services (SSU) and Paediatric Services accommodate patient volume and length of stay. with TDMH in education Obstetrics, Paediatrics, and Joseph's Health Centre collaborate services such as Emergency, Centre and St. in all the specialty London Health Sciences and skill verification Critical Care. ~ to patient Performance Indicators and quality data collection evaluations involve all staff and pertain satisfaction, length of stay, timely assessment and intervention, and patient education. Committee continues that enhance our ~ ~ I life at work quality of to provide events The Recreational TDMH. r I the dedicated My sincere appreciation, again this year and for many previous years, goes out to all individuals who continue to pursue and achieve excellence in patient care and in services. ~ Respectfully submitted, Jean Currier Executive Leader I I' I, r , I I , ! ¡ I Annual Meeting - June 26, 200 I Page 25 of 27 r I AnnuaJ Meeting - June 26, 2001 Page 26 of27 I J » Increased demands » The addition of 34 Woodingford Lodge beds patients to remain in their own community. u will enhance the continuum and complexity of cases. and allow their of care were placed on discharge planning due to a higher census The discharge process has been reviewed with development and communication planned. » has been developed. of tools to enhance mutual goal setting » A Self Administration Medication (SAM) The Therapeutic Recreation Program Visiting Program, Horticultural Therapy, continues to be offered including Wheelchair Olympics, Pet special outings, Music Therapy, and one-on-one activities. Program ~ » » Case Mix Indices and funding weights for Ontario have been determined by the JPPC (Joint Policy and Planning Committee). The funding formula will be implemented over a five year period with an anticipated start date of April 1, 2002. I --Ì Implementation of funding based on RUG continues to be delayed. I ~ » » Reflective of the types of patients admitted, days in 1999-2000 to 76.7. III and Case Mix Indexing planned for April 1 2000 il J the ALOS (average length of stay) decreased from 101.7 » » 169 patients were admitted, an increase of 42 from 1 III Group of Special Rehabilitation. 999-2000. J MDS data indicates 48% of patients » Continuing Care Services provide care to patients who require rehabilitation, complex continuing care and palliative care. are in the RUG » Due to the successful Continuing Care Services, recruitment of part-time experienced R.N.'s andR.P.N. staffing complements have been maintained. I j Patients with mental Services. s for MedlSurg and » » The interdisciplinary team provides care to an aging patient increased complexity of diagnostics and therapeutics. issues continue to be admitted health to acute care and supported by Psychiatric u population with increased acuity and u » » 2,728 patients were admitted, an increase of Medical/Surgical Services experienced an overall 161 from increase in percentage occupancy from 1999-2000. 88 to 90. The focus of health care in the new millennium is to work together to find creative ways of doing more with less while improving the delivery of programs and services. Emphasis on providing patient focused care is placed on measurable outcomes and the quality process. During the past year the Patient Services Team has been successful in serving our patients and community by providing quality services, enhancing partnerships and creating innovative processes. Some of the highlights ITom the year 2000-2001 are listed below --Ì ;J Patient Services Team - Medical/Surgical, Operating Room, Post Anaesthetic Care Unit, Continuing Care, Wellness Day Program Barbara Helsdon J J with speech and Meeting the needs of patients who require intensive rehabilitation, especially those swallowing difficulties continued to challenge the interdisciplinary team. with the ~ ~ I I I , majority of referrals being the year increased"during have W ellness Day Program referrals received from CCAC Oxford. I' I ~ The number of referrals for Rehab Services remains lower than anticipated. ~ ~ ! implement an exercise program with the Centre for Activity and Aging as a in progress to IS Planning resource. Centre WellnessFair. to be provided by a team of skilled physicians and nurses. a decrease of 14 cases from 1999-2000. annual Seniors' Day Program Team participated in the Wellness ~ ~ i t total of 1,421 A Surgical Services continue operations were performed, 1999-2000 students from University of a decrease of 29 or 1 % from medical Week for 1,025 or 72% of the cases, Rural in the to participate ~ Outpatient operations totaled ~ The surgical team continues Western Ontario. I I I ,- and over. training and education were provided. patients age 65 implemented for all were selected and Risk Assessment has been ~ ~ New LV Falls with symptom management with pain and implemented; ahead infusion pumps Pain Management Task Force has been forging initiatives such as the Comfort Assessment Tool. ~ I , and "Creating Our Future Together." Standardization Network initiative - Oxford Clinical Several team members participated in the countywide task forces two ~ ~ Team members are represented on Oxford Educational Network. l~ ~ Patient Services team members continue with COPD, Stroke and Diabetes. [ initiatives for care of patients in region wide to participate I' I the care and quality of life of our patients. discharge satisfaction, patient reflect and the V olunteen Program continue to enhance tools ~ Volunteers ~ Performance indicators and quality data collection processes, assessment of risk and intervention. ~ The front entrance project was completed with a dedication of the therapeutic garden to Kate Logan in October. Patients, family members, visitors and team members enjoy and appreciate the therapeutic garden that is designed to accommodate the needs of the elderly and people with disabilities. I I I , As we face a critical shortage of health care professionals, we need to communicate positive messages to those who may be our future. With scarce resources, we need to continue to campaign for the provision of care our patients need. Let us continue to work together, value one another and create new horizons. Let us make a difference today and everyday. ï~ , I Respectfully submitted, Barbara Helsdon r' I I I Meeting - June 26, 200 Page 27 of27 Annual [I !' Report to Elgin County Council July, 2001 ST. THOMAS-ELGIN GENERAL HOSPITAL The St. Thomas-Elgin General Hospital is working hard to define what your hospital should be and equally important what it shouldn't be. The realities of health care in Ontario have everyone concerned. We must continue to work together to find innovative ways of providing the best in patient care with less resources. We are working hard to be the best community hospital in Ontario. Collins, ,currently Vice CEO Announces Retirement· New CEO Announced On September 1,2001, Terry Kondrat, CEO, will retire and Pau President of Operations, will become our new CEO. Hi ~trateaic Priorities 2002·2003 · Enhance our information availability, utility, processes and technology to provide effective decision support. · Complete a functional program that provides recommendations on how to improve efficiency of processes and space utilization in the operating room and adjacent patient care space. · Develop and initiate a strategy to adopt state-of-the-art imaging technology including an effective migration to digital equipment, PACS, and other appropriate technology. · Physically separating the Ambulatory Care Function from the Emergency Department. · Create and maintain a balanced budget. · Research, develop and present to the community a renewed image of the hospital that emphasizes healthy community, local presence, quality care and service, vitality and partnership. · Address the urgent critical shortage of doctors and nurses in Elgin County. ªustainin Priorities from 2001·2002 · Enhancing communications and relationships with physicians. · Reduce and maintain conservable patient days within the benchmark range. St. Thomas-Elgin General Hospital 8 to Elgin County Council Report Page Two July, 2001 Accountabilit' STEGH continues to have significant financial challenges. Although we are not the only hospital in Ontario with a deficit, this does not negate the fact that we must find a solution. Everyone at STEGH is committed to working diligently to decrease, and eventually eliminate, the operating deficit. Challenges have been continual. The provincial and federal governments have a great impact on how and what we can provide to our communities. The Ministry of Health has indicated that no additional funding will be given to our hospital. We have to maximize efficiencies wherever possible and the following bed reductions (temporary and permanent) will result in savings for the hospital. Summer Bed Closure: There will be a scheduled closure of 22 Medical beds from Friday June 29th through Tuesday September 4th, 2001. Strategies have been put in place to support the patient care requirements during this service reduction Complex Continuina Care (CCC) Consolidation: There will be a permanent bed reduction of 11 beds in Complex Continuing Care effective September 4, 2001. This will result in 49 CCC beds and 10 Rehabilitation beds for a total of 59 beds. These 59 beds will be spread over two units instead of three units. The hospital recently underwent a voluntary Operational Review in collaboration with the Ministry of Health. A recommendation from that review was that STEGH should only have 49 CCC beds. There has been a reduced occupancy rate in CCC. Utilization data for CCC supports a reduction in the number of beds. Hosoital Reoort 2001 Series." We participated in the "Standardized Hospitals of Ontario Patient Satisfaction Survey (SHoPPS). Working in partnership with the Ontario Hospital Association, University of Toronto and other research partners, STEGH will be participating in this comprehensive public report card survey on hospital performance. The results will be released to the public July 16th and provided in local newspapers July 17th Makin Eye Day Count Continuum Solutions is a software program (developed here) to manage the high cost of patient care yet maintain/ improve quality of patient care. What's the benefit? · improved access to beds · assurance of most appropriate care · able to get home sooner · lower tax-burden on health care system Physician Recruitment The Elgin Physician Recruitment Partnership (EPRP) has worked diligently this past year to bring to our area 16 full-time new physicians comprised of five general practitioners and eleven specialists. The EPRP is a community-based group who have been developing strategies to attract! enhance physician resources in Elgin County. St. Thomas-Elgin General Hospital 9 Report to Elgin County Council Page Three July, 2001 Nursln Recruitment & Retention Here are some great initiatives in the last year... · Bursary Program - financial assistance for professional development. · Scholarship Program - for children of our staff when attending post-secondary education. In-house Nursing Leadership Course Preceptor and Orientation Programs Job fairs - to attract new nurses On-site computer training · · · · Volunteers...the connectina vine Over 300 of our volunteers donated over 30,000 hours of their time during the past year. Our Hospital Auxiliary, with over 100 members, donated to our hospital over $12,000 as a result of their many successful fund raising events. Foundation Our generous donors have made it possible to purchase a new echo-cardiography machine and gamma camera, two expensive diagnostic tools, that will greatly enhance patient information and reduce time required for testinglresults. Donations this year totalled $1,230,827. Distributions to the hospital were $674,565 including $503,500 for new patient care equipment. Planning is underway on a fund raising campaign to modernize our Emergency Department and relocate Ambulatory Care. Dr. Stanley Hagerman is the Campaign Chairman. The dedication of the Foundation Board, Planned Giving Program Advisory Committee and Nurses Historical Garden Committee are greatly appreciated in fulfilling the Foundation's mission of 'building community support for our Hospital'. Therapeutic Care Clowns The newest addition to our hospital family are a bunch of clowns - literally! "HA HA for Health" is the name of our new therapeutic care clown troupe. We are dedicated to being the very best community hospital by looking after our patients' health care needs and also very importantly to care about our patients' overall well-being - even if for a brief moment like making someone chuckle by simply looking at the face of a care clown or responding to a caring gesture. Care clowns are screened volunteers who are specially trained in the art of clowning ina health care environment. A New Brand/lmaae The last few years have witnessed a significant shift in the hospital landscape. In the pursuit of greater system efficiency there are now fewer stand-alone hospitals like STEGH. Many more merged, multi-site health care entities now exist in Ontario. This shift follows a trend that has been occurring across the country. Following the creation of these new entities there has been a boom in hospital "marketing" as they Hospital Thomas-Elgin General Sf. () County Council to Elgin Report Page Four July, 2001 introduce themselves to their communities, adopt a dynamic, consumer orientéd position aligned with the changing expectations of society, and re-establish a base for community support both emotionally and financially. At STEGH we have discussed the potential for re-introducing ourselves to our community and projecting an image that reflects the true value of our hospital as an excellent health care resource - intimate, independent, innovative, friendly and close to home. The hospital's current logo is 15 years old and was developed at a time when image and identity in hospital care were not as vital a business strategy as they have now become. The "brand" initiative has been approved to proceed by our Board of Governors and should be complete by March, 2002 or before. ~ ~ ~ An excerpt from Paul Collins' Vision as stated in the Report to the Region 2001 'We are fortunate to have a community hospital with a comprehensive and robust array of services. This is worth preserving. It is clearly a factor in attracting doctors, nurses and other health care professionals who value the breadth of support, the quality of learning, the opportunity to excel and a healthy community lifestyle. In this age of accountability I have a "vision" of ours being the best community hospital in Ontario, by all measures. We find the best practices in health care and implement them. We are patient-focused, completely. We are financially rewarded for our efficiency. Most importantly, our patients, our community and our employees, medical staff and volunteers say with conviction, to anyone who will listen, "We are the best!" Care Profiles 1998-1999 1999-2000 2000-2001 Admissions 6538 6424 6121 (total hospital excluding births Emergency Dept. Total 55134 53680 53181 Visits Surgicai Procedures . Outpatient 6997 7142 7407 . Inpatient 2037 2041 2100 Totai Births 729 709 678 Average Length of Stay 5.3 5.1 4.8 (days) Patient The St. Thomas-Elgin General Hospital and Foundation are most appreciative of the outstanding support extended to the hospital by the County of Elgin Council. REPORT TO ELGIN COUNTY COUNCIL Rob Lindsay - Elgin County Tree Commissioner From: July 3, 2001 Summary of Violation - Lebedz Farms Ltd.. Lot 9, Concession 6, West Elgin Date: Subject: Introduction: The Office of the Tree Commissioner received a complaint regarding an unauthorized clearing of trees. Upon investigation of the complaint, it was found that an area of 20 meters by 20 meters of bush was cleared. The Tree Commissioner, in consultation with the Municipal representative to Elgin County Council, has authority to expedite resolution of infractions according to the "Elgin County Tree By-Law Investigation and Enforcement Protocols". Discussion: The area that was cleared is to be used for a Micro Cell Tower. The landowner has agreed to replant 1 00 trees, to replace those that were destroyed for the construction of the tower. Recommendation: That Lebedz Farms Ltd. plant 100 trees in accordance with the County of Elgin's No Net Loss Policy to replace those trees that were destroyed for the construction of a Micro Cell Tower. Rob Lindsay Elgin County Tree Commissioner For Submission M.G. McDonald, Chief Administrative Officer 2.. 1 REPORT TO COUNTY COUNCIL FROM: CLAYTON WATTERS, MANAGER ENGINEERING SERVICES 10.2001 ROAD DRAIN OUTLET FOR DEXTER LINE IN PORT BRUCE JULY DATE SUBJECT: Introduction Presently a portion of Dexter Line's drainage outlets across an unopened road allowance into the Catfish Creek in Port Bruce. It is located west of the intersection of Imperial Road and Dexter Line. The road drain outlet parallels the Stephens Drain, which was constructed in 1982 Discussion The Municipality of Malahide is in the process of closing the unopened road in Port Bruce. This unopened road allowance has a county road drain which outlets into the Catfish Creek. When the road is closed, the road authority will have no legal outlet, so therefore a petition needs to be signed to allow the road drain to outlet into Catfish Creek. The Manager of Engineering Services will complete and forward a petition under the Drainage Act to the Municipality of Malahide to complete the municipal drain report. When the Stephens Drain is improved the two outlets, will be incorporated into one drain and any repairs can Conclusion Petitioning for a municipal drain will insure that the road has a legal outlet, be completed as stipulated by the Drainage Act. Recommendation That the Manager of Engineering Services petition for a municipal drain outlet on Victoria Street in Port Bruce APPROVED FOR SUBMISSION MAl CHIEF ADMINISTRATIVE OFFICER 3 1 RESPECTFULL Y SUBMITTED GQJ~~ CLAYTON D. WATTERS, MANAGER ENGINEERING SERVICES REPORT TO COUNTY COUNCIL FROM: CLAYTON WATTERS, MANAGER ENGINEERING SERVICES (AMENDED AS PER COUNTY COUNCIL SESSION JULY 24, 2001) SUBJECT: COUNTY LAND PURCHASE POLICY 2001 11 JULY DATE: Introduction For more than twenty years, the County of Elgin purchased land at the rate of $2,000 per acre, with a fence allowance of $12.00 per rod or a fence was installed at the request of the landowner. The allocation was changed in 1998 to $10,000 per Hectare and the replacement of a workable farm fence. Recently more than just farmland is being purchased for road widenings. Discussion The present system was primarily intended for farmland, since the majority of purchases were from the rural areas for road construction from 1960 to 2000. Recently two small purchases were completed from commercial properties. A change is required to the land purchasing policy that makes allowances for land types, other than just rural farmland and the value for those different types of properties also needs to be adjusted. These changes in property would include; marginal agriculture land, good quality agricultural land, rural residential land, residential building lots in developed areas and rural industrial / commercial buildings. and the east The calculated baseline values for property are higher in the central region than In west. Presently the same rate is applied for all property purchased in the County. For your information the County's cost to acquire land for road widening not only includes the price for land but also could involve, driveway modifications, drainage modifications, restoration, replanting of vegetation, legal surveying and legal fees for registration. and is Since the reconstruction of roads has diminished considerably because of funding mainly acquired through severances by the Land Division Committee. Another issue is when land is purchased there could be physical obstructions that need to be removed. This could include hedge, fence or trees. Past practices have been to remove these obstructions because of the safety concerns. Yet this would not be included in the base line values A professional firm specializing in appraisals completed an assessment for the county to determine the appropriate baseline values. This was not a specific appraisal of any specific property or properties. The values are included in appendix, 'A' which is attached for your information .. 2 Page 2 REPORT TO COUNTY COUNCIL FROM: CLAYTON WATTERS, MANAGER ENGINEERING SERVICES (AMENDED AS PER COUNTY COUNCIL SESSION JUL Y 24, 2001) 2001 11 JULY DATE: SUBJECT: COUNTY LAND PURCHASE POLICY Staff has also completed a survey of other municipality's land purchasing policies. The attached list (Appendix 'B') shows that all policies are different and properties are divided into different categories. Conclusion Land purchased today for road widening in Elgin County is vastly different than when the single price per acre method of payment was developed. Changes are required to include all types of land and not just rural agricultural farmland. This would include marginal farmland, good quality farmland, rural residental, residential in developed areas rural industrial! commercial and urban commercial/industrial. The proposed system makes allowances for the different classes of property in the different regions of the county. these different types is a need to change the rates to reflect present conditions for this system is fairer and reflects today's market. Also, there of land uses, With the proposed changes the goal of any land dealings. Treating the property owners fairly is all land is treated fairly. Recommendation rates described below; That the County of Elgin purchase property, for road widenings. at the Agricultural Land I Area I Price I ~~it I ' $10,000 All county Type: Rural Residential Building Lot (0.50 to 3.00 Ha) Area Price Unit West Elain & Dutton/Dunwich $7.00 Square meter Southwold & Central Elain $14.00 Square meter Malahide & Bavham $12.00 Square meter 3 Type: Page 3 REPORT TO COUNTY COUNCIL - FROM: CLAYTON WATTERS, MANAGER ENGINEERING SERVICES DATE: JULY 11, 2001 (AMENDED AS PER COUNTY COUNCIL SESSION JULY 24, 2001) SUBJECT: COUNTY LAND PURCHASE POLICY Recommendation (cont'dJ Type: Residential Building Lot in Developed Areas (0.10 to 1 Ha) Area Price Unit West Elain & DuttonlDunwich $14.00 Square meter Southwold & Central Elain $22.00 Square meter Malahide & Bavham $20.00 Square meter Rural Industrial and Commercial Building Sites I Area I Price I Unit I All $20.00 Square meter Type: Urban Industrial and Commercial Building Sites Area Price 'Unit All Bv appraisal Square meter Type: And that all costs, legal fees, to register the property are the responsibility of the County of Elgin, RESPECTFULL Y SUBMITTED APPROVED FOR SUBMISSION (})N ~tQþ, . -.-. .-------- CLAYTON D. WATTERS, MANAGER MÄ ENGINEERING SERVICES CHIEF ADMINISTRATIVE OFFICER Appendix 'A' Estimated Base Line Values From Professional Appraisal Associates Type: Marginal farmland: including bush, pasture and conservation lands. I Area I Price I ~:it I All county $3,200 Good quality agricultural land Area Price Unit West Eloin & DuttonlDunwich $5,400 Ha Southwold & Central EIQin $6,600 Ha Malahide & Bavham $6,400 Ha Type: Rural Residential Building Lot (0.50 to 3.00 Ha) Area Price Unit West EI in & DuttonlDunwich $7.00 S uare meter Southwold & Central EI $14.00 S uare meter Malahide & Ba ham $12.00 S uare meter Type: Ha) Area Price Unit West Eloin & Dutton/Dunwich $14.00 Sauare meter Southwold & Central Elgin $22.00 Sauare meter Malahide & Bavham $20.00 Souare meter (0.10 to 1 Residential Building Lot in Developed Areas Type: Rural Industrial and Commercial Building Sites I Area I Price I Unit I $20.00 All Square meter Type Urban Industrial and Commercial Building Sites Area Price Unit All B a raisal S uare meter Type APPENDIX 'B' LAND PURCHASE POLICIES $10,000.00 per hectare Existing Fence Replacement Survey costs, Legal fees, Registration costs $5,432.00 per hectare - Tobacco Land (includes fence and gates) $6,914.00 per hectare - Tobacco Land (no fence required) $3,455.00 per hectare - General Farm (includes fence and gates) $4,938.00 per hectare - General Farm (no fence required) $2,840.00 per hectare - Bush (includes fence and gate) $4,321.00 per hectare - Bush (no fence required) $6,914.00 per hectare - Urban Areas Severances - Reviewed on site specific basis" Legal Costs - County responsible for compensating landowner for surveying and legal costs. Market Value $1,500.00 per acre - Brush or Swamp Land in Agricultural Areas $2,000.00 per acre - Untiled Agricultural Land $3,000.00 per acre - Improved and Tiled Agricultural Land $5,000.00 per acre - Individual Severed Residential Lots in Agricultural Areas and for Farm Residence Areas, Across a maximum of 150 feet of Areas - Current Market Value Severance or Rezoning Applications - No Cost to County Existing Fence - Replacement Legal Costs - All costs for Legal Survey and Re: istration frontage. BuiltU Market Value Legal Costs - $150.00 Payment Rural- $6,732.00 per acre (Plus other considerations such as fences, driveways, piping front lawns, sod, relocate tile, trees, etc.) Urban - $1.00 per square foot (Plus other considerations such as driveways, piping front lawns, trees, sod, etc.) Legal Costs - County pays all survey costs, County costs. Severances - County of Elgin Township of Delhi County of Essex County of Lamb ton County of Middlesex County of Oxford Legal Costs legal fees~registration Acquisitions through condition of severance are at no cost to the County. REPORT TO COUNTY COUNCIL FROM: CLAYTON WATTERS, MANAGER ENGINEERING SERVICES 10,2001 JULY DATE: MISCELLANEOUS ENGINEERING SERVICES SUBJECT: Introduction Professional engineering services are required to update the bridge weight by-law, evaluate Jamestown Bridge and inspect bridges and culverts. Three engineering consulting firms have submitted prices for the above noted projects. Discussion to maintain the integrity and safety The three miscellaneous engineering projects are required of the structures in the county. Firstly, a load capacity re-evaluation of the county's five posted structures must be completed as per the Ontario Highway Bridge Design Code (OHBDC) before the expiration of the existing by-law this fall. This by-law sets the legal load limits for the structure and the duration before re- inspection is required. Secondly, Jamestown Bridge requires investigation on its present condition and its options. This is a single lane, steel truss, wooden deck structure built in 1909 with a present triple posting of 10, 16 and 25 metric tonnes. The structure is now at a point were a decision needs to be made on its future. The engineering firm will evaluate options for the structure. which will include; do nothing, rehabilitate, replace in same location or remove the structure lower The third project is the inspection of the bridge and culverts for the county. This is required to keep our structures in a safe condition and we also use the information for setting our priorities The engineering consultant has also provided a fixed price for inspecting the bridge and culverts in the lower tier municipalities. It is the responsibility of the consultant to verify the project and acceptance with the lower tiers. The tender was proposed to allow a co-operative tendering for the inspection of the structures. County engineering staff was proposing to complete the inspection service but cannot because of our present staffing for county and tier structures. Municipalities should be reminded that the funding for OSTAR required information on the latest inspection and maintenance performed on these structures 2 Three firms have submitted prices for the above projects. Spriet Associates submitted the lowest price of $29,700 (plus GST) with the County of Elgin's share being $15,700 (plus G.S.T.). 9 1 Page 2 CLAYTON WATTERS ENGINEERING SERV JULY 10, 2001 MISCELLANEOUS ENGINEERING SERVICES REPORT TO COUNTY COUNCIL MANAGER CES FROM DATE: SUBJECT: Conclusion The three engineering projects will maintain the integrity and safety for the structures for the County of Elgin. It is also a legal responsibility that all structures be kept in a safe and good repair. Recommendation That Spriet Associates provide engineering services to update the bridge weight by-law, evaluate Jamestown Bridge and bridge and culvert inspections for all County of Elgin owned structures for the quoted price of $15,700.00 (Plus GST), and also the capital budget. That the monies be allocated from APPROVED FOR SUBMISSION RESPECTFULL Y SUBMITTED MARK MG D CHIEF ADMINISTRATIVE OFFICER zn CLAYTON D. WATTERS, MANAGER ENGINEERING SERVICES Miscellaneous Engineering Services Contract No. 2670-01-01 Company Price Notes Burgess Engineering $70,675 N/A Spriet Associates $29,700 N/A Totten Sims Hubicki $30,180 Prices are contingent upon Associates being awarded the entire package. f l Notes: Prices do not included G.S.T. Structure Inspections For Lower Tier Municipalities Municipality # # Culverts Bridge Costs Total Costs Culverts Bridges Costs Aylmer 1 2 $80 $180 $260 Bayham 7 10 $560 $900 $1460 Central Elgin 17 16 $1360 $1440 $2800 Dutton I Dunwich 23 2 $1840 $180 $2020 Malahide 17 16 $1360 $1440 $2800 Southwold 12 7 $960 $630 $1590 West Elgin 26 10 $2080 $900 $2980 ~2 ncluded G.S.T. Notes: Prices do not REPORT TO ELGIN COUNTY COUNCIL JULY 2001 BRIAN MASSCHAELE, ARCHIVIST SUBJECT: ELGIN COUNTY ARCHIVES' WORKPLAN TO DECEMBER 2003 FROM 2001 JULY 11 DATE: roundllntroduction The following workplan is for the information of County Council to provide a general overview of priorities and phases of development for the new Elgin County Archives. The plan has been divided into three years covering the remainder of 2001 and all of 2002 and 2003. Many of the issues identified here will be on-going in nature once started. This should be considered the first of periodic reports on the development of the Archives. Back Discussion July 2001 to December 2001 Facility Design and Renovation The Elgin County Archives will be occupying approximately 2,500 square feet of space in the basement portion of the Southeast wing of the County building, with an additional receiving room in the Southwest wing. The Archivist has already developed detailed facility specifications for this project, outlining matters such as proper environmental controls and functional requirements. A cost consultant with extensive expertise in archival facility development (Marie Black of Black & Moffat Architects in Toronto) has been retained to develop total project costs. This information, expected in mid-July, will be incorporated into a "Request for Proposals" (RFP) document that the Archivist will submit to architectural firms. It will also be brought forward to County Council in September 2001 with a recommendation for a firm to design and manage the renovations. Year 1 ~ The following are tentative dates for the facility design and renovation process according to the draft RFP: late July/early August August 24th 2001 October 11th, 2001 January 16th, 2002 Mandatory Facility Site Visit: Deadline for Proposal Submissions: Final Design and Tendering: Facility Completion: 2-3 Workplan, July 2001 to December 2001 Municipal Records Inventory: The Archivist will oversee the compilation of a survey of archival records of current and former municipalities. Similar information will also be compiled for each County department. The results of this survey, when combined with the inventory of records already stored on the fourth floor of the County building, will help to determine space requirements in the new facility, vital information before records are accepted from private sources. The results will be brought forward for the information of County Council, along with an indication as to how long it will take to process the records. (The volume is expected to be quite high.) Introductory letters explaining the mandate of the Archives and the intent of this project have already been sent to the Clerks of each local municipality. It is expected that this activity will commence in August and conclude in October. Page 2 - Archives' ~ Further Policy Development: The mandate and activities of the Archives have already been established in a general sense through By-Law # 01-21. Further policy development will need to take place to expand upon the terms of this By-law. This includes the development of an acquisition policy to be brought forward to County Council for approval. This policy will help to prioritize our approach to the acquisition of public and private collections. ~ Public Awareness: The County Archivist has already spoken to a number of community groups about the development of the Archives. This activity will continue in the coming months and beyond to ensure public support. ~ Year 2: January 2002 to December 2002 ~ Completion and Move to New Facility: It is hoped that facility renovations will be completed in early 2002. A period of adjustment will be needed to enable the environmental control system to "settle" within the building and to start moving in some of the records, meaning that the facility will not be open to the public immediately. ~ Transfer and Processing of Municipal Records: Transfers of municipal records to the new facility as identified in the inventory will begin in earnest. These records will need to be formally conserved, arranged, described and boxed before being made available to the public. Work on this project will be on-going beyond 2002, becoming a regular part of the Archives' daily operations. 24 Page 3 - Archives' Workplan, January 2002 to December 2002 )- Creation and Maintenance of a Database: A database will be developed to describe the Archives' holdings both for internal control and for public access. The framework for this database will be developed early in 2002 with on- going development as records are processed in the Archives. It is hoped that participation in the Canadian Archival Information Network, an Internet accessible gateway to archival collections, will also begin in 2002. )- Grand Opening Ceremony and Initial Public Access, Spring 2002: A grand-opening ceremony will take place with County Councillors and Officials present, perhaps as part of Sesquicentennial celebrations. The facility will then be open to the public on a regular basis, although access will be limited initially to those records that are processed. From this point forward, a significant amount of staff-time will have to be devoted to reference service as public demand is anticipated to be quite high. )- Development of a Website: The Archives will have its own website, describing the scope of its collections, hours of operation and digitized examples of records. Long-term, the website will also play an increasingly important role in promoting remote access to the Archives' holdings as digital content is added. )- Donation and Transfer of "Highest Value" Private Collections: Building upon the terms of the acquisition policy, the first private collections will be moved into the Archives. The Archivist has already developed a "Deed of Gift" form to govern the acquisition of these collections. Matters such as certification under the federal Cultural Import and Export Review Board (for the purposes of issuing tax receipts) will be investigated. Although there are several valuable private collections in the County, the following stand out as being of immediate interest to the Archives: the Scott-Sefton Studio Collection; the Alma College Collection; Records of local Women's Institutes; Records of local agricultural societies; Provincial Land Registry Office records. )- Fundraising and Promotion of Partnerships: As 2002 unfolds, increasing attention will be paid to forging strategic partnerships with other agencies to augment the County's on-going financial support of the program. The Archives will also apply for its first project grants, including the following: · Canadian Council of Archives' Cost Shared Cooperative Assistance Program · Canada's Digital Collections ( a fund provided by Industry Canada) · Historica Foundation (a private sector foundation) i§ January 2002 to December 2002 Records Management: The Archivist will begin introducing a more systematic approach to the management of the County's active records as part of an overall records management program under the jurisdiction of the Archives. This includes working with all departments to promote the systematic transfer of records and revision of the County's records retention by-law. Work on this project will begin in 2002 and be refined in ensuing years. Page 4 - Archives' Workplan ~ be be Year 3: January 2003 to December 2003 With the exception of facility renovations, all of the aforementioned issues wi on-going into 2003 and beyond. In addition, the following initiatives wil introduced: ~ Microfilming/Digitization Projects This includes microfilming of high-use or fragile records for preservation purposes as well as digitization of highly valuable collections for on-line access. The Scott-Sefton Studio Collection will be a priority in this regard. Exhibitions and Outreach: The Archives will begin creating displays highlighting aspects of local history. The Archivist will also work closely with local schools to promote the area's history, likely in the form of local history kits. Promotional materials for the Archives will furthermore be developed. ~ ~ Revenue Generation: The collections in the Archives hold huge potential for revenue generation. For instance, copies of photographs could be sold around the world for a small profit in support of operations through the Archives' website. Research services could also be provided to the public on a fee-for-service basis. Although some of this activity may begin in 2002, 2003 will see the development of a comprehensive plan for revenue generation as the potential of many collections becomes better known. Recommendation That the report from the County Archivist dated July 11th, 2001 entitled "Elgin County Archives' Workplan" be approved as presented for Council's information Respectfully Submitted: n Masschaele Archivist Approved ~ ? &. Mark MCI Chief Administrative Officer TO ELGIN COUNTY COUNCIL REPORT # 1 Marilyn Fleck, Director of Homes and Seniors Services FROM Surplus Equipment - Terrace Lodge May 25, 2001 SUBJECT: DATE: The table was part of front foyer. roundlintroduction Terrace Lodge has a full size pool table located in the a donation to the Home by the Rotary Club of Aylmer. Back Discussio n/Conclus io n Residents at one time were able to enjoy the game of pool; however, the physica limitations of the residents have prohibited those from using the equipment. For some time, we have evaluated the use of the table and it would appear that in fact the equipment is not being used and the space could be utilized for tuck shop seating The Rotary Club was contacted with respect to the possibility of this equipment being sold and we were advised that the Club has no objection to this direction; however requested that a pool table supplier be contacted to ensure a fair value is received for the equipment. table would be In accordance with policy, the process for disposal of the poo advertisement for bids through the local news media. Recommendation THAT the Director of Homes and Seniors Services be authorized to dispose of the Terrace Lodge pooi table through advertisement as surpius equipment. Approved for submission: ttml!/ Respectfully submitted: Înu Mark G. d Chief Administrative Officer Marilyn D. FlecK Director of Homes and Seniors Services ~7 REPORT TO ELGIN COUNTY COUNCIL July 10, 2001 Elgin Manor Building Committee Update DATE: SUBJECT: As Council is aware, the Elgin Manor Building Committee have met on numerous occasions to review information and provide direction to the consultants and staff. The following report provides an update on actions and decisions. The Ministry of Health and Long Term Care approved the first submission of our plans on April 3, 2001 and direction was given to proceed to the working drawings stage. As directed by Council, the project includes a basement in the centre core area and modification of the drawings were made to include this feature. As a result of this inclusion there were no changes to the Resident Home Areas that would impact the decisions made by the Ministry of Health. The Architects are preparing an identification document for easy reference to the changes made with the ihclusion of the basement. As a result of the Building Committee discussions, there are several points of interest and time frames of which Council should be aware. I!Þ The complete data has been provided to Southwold Council for Site Plan approval I!Þ The sewage treatment plan has received Ministry of the Environment Draft Certificate approval dated June22, 2001, and final approval was received July 3, 2001. The time frames for the completion of the sewage treatment plant are projected as: Excavation - August 1, 2001 Plant Installation ~ 6 to 8 weeks thereafter Lagoons decommissioned - end of October 2001 I!Þ I!Þ The working drawings for the project are to be submitted to the Ministry of Health and Long Term Care on July 20, 2001. I!Þ The anticipated response time frames from the Ministry of Health and Long Term Care are projected to August 20,2001. 28 Elgin Manor Building Committee Report - page two [¡¡> The call for tenders for a General Contractor will be advertised once the Ministry approval is received, and we are anticipating this to be done after August 20, 2001. The advertisement would have a three week closing date and the contract would be awarded September 30, 2001. The long awaited Ground Breaking Ceremony is anticipated to be October 1 2001. With a construction timetable of approximately 18 months, we anticipate the move to the new facility in April of 2003. [¡¡> [¡¡> Council provided staff direction to meet with representatives of the Kettle Creek Conservation Authority to review the potential for a partnership of Elgin County's Elgin Manor project - the Elgin Community Carolinian Forest. Staff have met, exchanged information and a report is forthcoming to Council in September. the Building Committee Respectfully submitted on behalf of Î)11ft, &ui?/ Marilyn D. Fleck Director of Homes and Seniors Services ssion to Counci g9 Mark G. d Chief Administrative Officer REPORT TO COUNTY COUNCIL Director of Financial Services Linda B. Veger, FROM July 4, 2001 DATE Fund (CRF Reinvestment Communii' 2001 SUBJECT: Introduction/Discussion The Province has set out certain requirements to be met in order for the County to continue receiving CRF funding. A report on the planned use of the 2001 CRF allocation is one of those requirements. The Province expects Municipalities to apply the entire 2001 CRF to current year operations and to illustrate how that has been accomplished. The County of Elgin has applied the entire CRF to reducing the tax rate thereby passing the benefit directly to the taxpayer. 2001 CRF Levv Includina CRF Residential Tax Rate 4,789,000 13,667,939 .459181% , Levv Excluding CRF Residential Tax Rate 18,709,939 .637798% Council approved the 2001 residential tax rate of .459181 %. Transfers to reserves remained close to 2000 levels as the County prepares to rebuild Elgin Manor. Recommendation: THAT the entire 2001 Community Reinvestment Fund allocation to the County of Elgin be applied to the 2001 operations budget thereby passing the benefit to taxpayers through the tax rate. Approved for submission Respectfully submitted. Mark G. Chief Administrative Officer ~o ~U Linda B. Veger Director of Financial Services 07/13/01 planneduseCRF REPORT TO COUNTY COUNCIL Director of Financial Services Linda B. Veger, FROM July 4, 2001 DATE: Continuiti' of Reserves and Reserve Funds SUBJECT: Introduction/Discussion The Ministry requires a forecast of the 2001 continuity of reserves and reserve fund schedule (FIR Schedule 60) in order for the County to continue receiving the CRF allocation. A copy of the schedule electronically submitted to the Ministry is attached Elgin a Community the County of Recommendation WHEREAS, the Province of Ontario is providing Reinvestment Fund (CRF) allocation; and, to mitigate increases in property the CRF allocation is the intended use of WHEREAS taxes; and, and, WHEREAS the Minister of Finance and Municipal Affairs & Housing have requested that each municipality submit an electronic copy of a forecast of the 2001 continuity of reserves and reserve fund schedule (FIR Schedule 60); and, 2001 this information by July 31, the Province has requested WHEREAS NOW, THEREFORE, let it be resolved that the County of Elgin has complied with the Ministers' request and has attached the electronic copy of a forecast of the 2001 continuity of reserves and reserve fund schedule (FIR Schedule 60) to this resolution and, of the the Schedule forms part of the resolution of Counci FURTHERMORE, THAT County of Elgin. Approved for submission Respectfully submitted. Mark G. MCI a Chief Administrative Officer 3 ~J~ Linda B. Veger Director of Financial Services 07/13/01 FIRschedule60 2000FIR CONTINUITY OF RESERVES AND RESERVE FUNDS Co 32 â"~ ReSèiVeS ::1.' Stormont;Dundas & Glengar Municipality ,,);R,ö,C';-«:lyþ,'f',i ;:'i·i:!,~!>;;-ßi>;~~::(,¡ii¡q¡".')~!¡I"i'l Obli~atÖrY reserve Disctëtiönary:rêšërve fundsfDeferred funds revenue 71000 MAH 0100 MunCode Schedule 60 fortheyearendedDecember31,2000 Resërves 500,000 10,600 176,000 260,100 1.240 723,600 366.000 124,800 3 $ ~i!\ii:~"~"<:\i~ Ois'c:reti~haryresërVlI funds 2 ",,:\';i'\'"t,¡'~ié;'$~iWi'"" ,ObligåtØry'r'es,èr'Ve fÜÍ1dsIOefé'rr'ed revenue 33 REPORT TO COUNTY COUNCIL Director of Financial Services Linda B. Veger, FROM July 4, 2001 DATE: Forecast - Ca~ital Fund SUBJECT: Introduction/Discussion The Ministry requires a forecast of the Year 2001 capital fund operations (FIR Schedule 52) in order for the County to continue receiving the CRF allocation. A copy of the schedule electronically submitted to the Ministry is attached. Elgin a Community the County of Recommendation WHEREAS, the Province of Ontario is providing Reinvestment Fund (CRF) allocation: and, to mitigate increases in property the intended use of the CRF allocation is WHEREAS taxes; and, and WHEREAS the Minister of Finance and Municipal Affairs & Housing have requested that each municipality submit an electronic copy of a forecast of the Year 2001 capital fund operations (FIR SChedule 52); and, 2001 this information by July 31 the Province has requested WHEREAS NOW, THEREFORE, let it be resolved that the County of Elgin has complied with the MinisterS' request and has attached the electronic copy of a forecast of the Year 2001 capital fund operations (FIR Schedule 52) to this resolution; and, the Council of resolution of the Schedule forms part of the FURTHERMORE, THAT County of Elgin Respectfully submitted Mark G. McDÒ" Chief Administrative Officer ~4 ~~ Linda B. Veger Director of Financial Services 07/13/01 FIRschedule52 2000FIR arrv Co SOURCES OF CAPITAL FUND FINANCING AND EXPENDITURES Schedule 52 , ojOo 71000$tórmdrit;Durida$!&Øløn for the year erlded Decembel Mun Code MAH Municipality- Capital e~penditijres 'I ?: othëffiriåncing ~1 other municipalities ~ m:~"~H'>_"!"'~'wit;;r"'!l®;;¡¡ii;"W;!!i~!~,~~:"1o/.?'¿;fieJ',Mê'!Õc"!iEI 'i<i'f' -,\ ii1} ,if o ".,,'i'illf,,"i\.fj\ijl',;j','YJ~'!j!&,,:;;~~'f:'~Y.H¡''%~"1r,,;~)y.~lt'.!;i;,''f!ti:i;;~ff'i_'¡j~%\'Øk¡;¡~i>::"ß¡,Ür_~W' ~ wi>,>,'®' , i'fi~:!!,%;;¡jW)! " ~0.ÄW^:;¡¡;!:"""'·WY:;i ~j,'N';(.&1 ':It: ,J) , wj~itQ"Wi!%% CoritrlbutlonilfromOWrifunds ~~wa:"~f111~~¡fr, Reveliüefund , REPORT TO COUNCIL Financial Services Director of Linda B. Veger, FROM July 3, 2001 DATE: Provincial Offences Act - Transfer of Funds SUBJECT: Introduction/Discussion As part of local services realignment the Province transferred responsibility for Provincial Offences to the County in 2001 with a revenue stream to start in 1998. These revenues have been included in the annual CRF calculation since 1998. However, the County has only received one payment to date, an advance on 1998 revenues. An audit on the Ontario Court of Justice POA Operation in 5t. Thomas for the year ended 1998 was prepared by Price Waterhouse Coopers. This audit, in addition to calculating the amount due to the County for 1998, forms the basis for the calculation of revenues due for 1999, 2000, and the first two months of 2001. The amounts for 1998 and 1999 are as follows: Year Amount Advances Net Revenue 1998 597,761 513,200 84,561 1999 656,919 -0- 656,919 Total Due 741,480 has not been received as yet. The total due, St. Thomas. Once payment is received, a cheque The information for 2000 and 2001 $741,480, is shareable with the City of will be forwarded to the City. Recommendation Mark G. Cl Chief Administrative Officer ! 36 Presented for Council information. Linda B. Veger Director of Financial Services Respectfully submitted. 07/13/01 poarevenues Date: July 17, 2001 8:43AM COUNTY OF ELGIN Page 1 Job Summary (JWJOBS01) Sorted by Job number Job SUmmary Report From Job Code U To [7777777777] From Manager code D To [7777777777] From Customer code o To [777777777777] Include Open Jobs only Oriç¡inal Adjusted Actual Balance of PERCENTAGE OF Job Code DescriDtion Cost Cost Cost Project COMPLETION 010 2740-01-0 ELGIN MANOR REBUILD 1,500,000 1,500,000 156,546 1,343,454 10 1,500,000 1,500,000 156,546 1,343,454 020 5920-01-0 TUB/SHOWER RENOVATION 100,000 100,000 0 100,000 0 5920-01-0 EMERGENCY VEHICLE ROAD 55,000 55,000 0 55,000 0 155,000 155,000 0 155,000 030 5920-01-0 HOT WATER LINES 40,000 40,000 0 40,000 0 jf'...- 5920-01-0 DOOR & WALL PROTECTION 10,000 10,000 0 10,000 0 ",r:, 5920-01-0 GAZEBO & CONCRETE WALKWAYS 1 1 0 I 0 50,001 50,001 0 50,001 140 2730-01 FINANCING 1,011,932 1,011,932 0 1,011,932 0 1,011,932 1,011,932 0 1,011,932 170 2670-01 BRIDGE REPLACEMENT ALLOCATION 100,000 100,000 0 100,000 0 6090-01-0 ROAD 42 LAKE EROSION 50,000 50,000 0 50,000 0 MAINTENANCE 6090-01-0 ELM LINE & CENTENNIAL ROAD 30,000 30,000 24,247 5,753 81 ILLUMINATION Date: July 17, 2001 8:43AM COUNTY OF ELGIN Page 2 Job Summary (JWJOBS01) Sorted by Job number Job SUmmary Report OriQinal Adjusted Actual Balance of PERCENTAGE OF Job Code Description Cost Cost Cost Project COMPLETION 6090-01-0 ROAD 16 SUB DRAINS 25,000 25,000 0 25,000 0 6090-01-0 CONCRETE RIPPLE ISLANDS 8,000 8,000 0 8,000 0 6090-01-0 RAILROAD CROSSING REPAIRS 27,000 27,000 0 27,000 0 6200-01-0 PLANK ROAD RECONSTRUCTION - 500,000 500,000 0 500,000 0 STAFFORDVILL 6200-01-0 PLANK ROAD RECONSTRUCTION - 475,000 475,000 252,450 222,550 53 EDEN 6200-01-0 ROAD 25 INTERSECTION 225,000 225,000 0 225,000 0 RECONSTRUCTION 6200-01-0 VIENNA DRAINAGE IMPROVEMENTS 30,000 30,000 5,880 24,120 20 6200-01-0 ROAD 48 CULVERT REPLACEMENT 100,000 100,000 243 99,757 0 6200-01-0 CLACHAN ROAD ENGINEERING 1 1 0 1 0 SERVICES 6200-01-0 SUNSET ROAD ENGINEERING 70,000 70,000 10,542 59,458 15 SERVICES G:J' 6210-01 LAND PURCHASE 40,000 40,000 0 40,000 0 IV) 6220-01-0 ROAD 35 HOT MIX RESURFACING 313,000 313,000 403 312,597 0 6220-01-0 ROAD 16 HOT MIX RESURFACING 280,000 280,000 0 280,000 0 6220-01-0 ROAD 20 AND 16 REHABILITATION 160,000 160,000 0 160,000 0 6220-01-0 ROAD 19 HOT MIX PATCH 10,000 10,000 0 10,000 0 6220-01-0 ROAD 3 GRAVEL SHOULDERING 335,000 335,000 0 335,000 0 6220-01-0 ROAD 36 GRAVEL SHOULDERING 85,000 85,000 51,220 33,780 60 6250-01-0 ROAD 9 DOUBLE SURFACE 260,000 260,000 113,396 146,604 44 TREATMENT 6250-01-0 ROAD 9 SINGLE SURFACE TREATMENT 88,000 88,000 0 88,000 0 #1 6250-01-0 ROAD 9 SINGLE SURFACE TREATMENT 100,000 100,000 0 100,000 0 #2 6250-01-0 ROAD 55 SINGLE SURFACE 25,000 25,000 0 25,000 0 TREATMENT Date: July 17, 2001 8:43AM COUNTY OF ELGIN Page 3 Job Summary (JWJOBS01) Sorted by Job number Job Summary Report OriQinal Adiusted Actual Balance of PERCENTAGE OF Job Code DescriDtion Cost Cost Cost Project COMPLETION 6250-01-0 ROAD 20 SINGLE SURFACE 33,000 33,000 0 33,000 ° TREATMENT 6250-01-0 ROAD 48 SINGLE SURFACE 81,000 81,000 0 81,000 0 TREATMENT 6260-01-0 ROAD SIGN REPLACEMENT 100,000 100,000 18,823 81,177 19 6280-01-0 PATTERSON'S BRIDGE EXPANSION 10,000 10,000 0 10,000 ° SEAL REPLAC 6290-01-0 VIENNA N & S BRIDGE 45,000 45,000 3,044 41,956 7 REHABILITATION 6300-01 MUNICIPAL DRAINS 218,000 218,000 6,438 211,562 3 6330-01-0 GUIDE RAIL 145,776 145,776 0 145,776 ° 3,968,777 3,968,777 486,686 3,482,091 180 2940-01-0 ARCHIVES RENOVATIONS 70,000 70,000 4,771 65,229 7 0' 'r, 2940-01-0 FURNITURE AND FIXTURES/ ARCHIVES 10,000 10,000 0 10,000 0 2940-01-0 SHELVING I ARCHIVES 30,000 30,000 0 30,000 0 2940-01-0 SPACE NEEDS STUDY 10,000 10,000 0 10,000 ° - 5890-01-0 AYLMER LIBRARY PAINTING & 7,123 7,123 0 7,123 0 EAVESTROUGH RE 6640-01-0 MIDROFILM READER PRINTER 15,000 15,000 13,612 1,388 91 142,123 142,123 18,384 123,739 200 2660-01-0 CARPETING FIRST FLOOR 8,000 8,000 0 8,000 0 2660-01-0 CARPETING GRAHAM SCOTT ENNS 12,000 12,000 0 12,000 0 2660-01-0 BUILDING ENVELOPE (BRICK REPAIRS) 30,000 30,000 0 30,000 0 2660-01-0 BUILDING AUTOMATION UPGRADES 10,000 10,000 0 10,000 ° 2660-01-0 2ND FLOOR WASHROOM PROJECT 35,000 35,000 0 35,000 0 Date: July 17, 2001 8:43AM COUNTY OF ELGIN Page 4 Job Summary {JWJOBS01} Sorted by Job number Job SUmmary Report OriQinal Adiusted Actua.l Balance of PERCENTAGE OF Job Code Description Cost Cost Cost Project COMPLETION 2660-01-0 VALVE AND PIPE REPLACEMENT 40,000 40,000 625 39,375 2 2660-01-0 COMMITTEE ROOM #2 LIGHTING 8,000 8,000 0 8,000 0 IMPROVEMENTS 2660-01-0 ELEVATOR PHONES 5,000 5,000 2,048 2,952 41 2660-01-0 ASBESTOS REMOVAL 40,000 40,000 0 40,000 0 2660-01-1 COMMUNICATION CONDUITS 45,000 45,000 0 45,000 0 2660-01-1 MISC. BUILDING IMPROVEMENTS 50,000 50,000 30,066 19,934 60 2660-01-1 CARD ACCESS SYSTEM 20,000 20,000 0 20,000 0 2660-01-1 TENNANT IMPROVEMENTS 100,000 100,000 0 100,000 0 2660-01-1 BRONZE ANODIZED LETTERS 3,500 3,500 3,083 417 88 2660-01-1 DOOR REPLACEMENT & PAINTING 5,000 5,000 0 5,000 0 2660-01-1 WINDOW REPLACEMENT SIGN SHOP 1,500 1,500 0 1,500 0 2660-01-1 MISCELLANEOUS 1,500 1,500 0 1,500 0 Cl 2840-01 VEHICLE REPLACEMENT 5,000 5,000 0 5,000 0 "<:t 419,500 419,500 35,822 383,678 210 2800-01 AMBULANCE REPLACEMENT 30,900 30,900 0 30,900 0 30,900 30,900 0 30,900 240 2790-01 MUSEUM IMPROVEMENTS 1 1 2,791 -2,790 279,068 2790-02 STORAGE BUILDING REPAIRS 5,000 5,000 0 5,000 0 5,001 5,001 2,791 2,210 Date: July 17, 2001 8:43AM Job Summary (JWJOBS01) Sorted by Job number Job Summary Report COUNTY OF ELGIN Job Code Description Oriqinal Cost Total 65 iobs printed 7,283,234 Adiusted Cost 7,283,234 Actual Cost 700,229 Balance of Project 6,583,005 Page 5 PERCENTAGE OF COMPLETION .,.¡¡- Elgm County Counci To: Karen Dunn. Emergency Measure Coordinator From: 2001 Exercising MUnicipal Emergency Plans June 1ih Date: Re: the County's Introduction Recently, we received requests from a few municipalities for assistance from Emergency Planner and Testing Team, to exercise their emergency plan Discussion The County's Emergency Planner is willing to assist Elgin municipalities requesting help to exercise its emergency plan. There are various ways to test a plan, and with the assistance of staff from the municipality an annual exercise could be achieved. setup ) faxing, etc (typing Assistance from the municipality would include clerical support of the EOC. supplying maps, and other such support. could be restrictions placed on al time the take into consideration Options, which would as follows the Call-out of the Fan-out. (This will exercise the phone numbers on Emergency Fan-out list - Appendix A of your plans.) 1 Exercise the we have conducted in test the (This is Exercise Table-top/Paper past.) Exercise 2 test radios and communications wi (This Communications Exercise. equipment.) Exercise 3 Each year, one of the above three types of exercises would be held in a requesting municipality, with a goal of having all three types of exercises in a three-year period. Exercise 1 - Call-out of the Fan-out would be conducted by municipal staff. Exercises 2 and 3 - Table-top/Paper and Communications Exercises would be conducted by the municipality with assistance from the Emergency Planner and the Testing Team 42- three-year rotation of the For example, if all municipalities are interested in this proposal, a exercises could be as follows Bayham Fan-Out Paper Communications Malahide Communications Fan-Out Paper Aylmer Paper Communications Fan-Out Central Elgin Fan-Out Paper Communications Southwold Communications Fan-Out Paper Dutton/Dunwich Paper Communications Fan-Out West Elgin Fan-Out Paper Communications Year 3 Year 2 Year 1 Recommendation THAT County Council approve the above method of exercising Municipal Emergency Plans for Elgin's local municipalities that request assistance from the County's Emergency Planner. respectfully submitted 43 All of which is Emergency Measures Coordinator Elgm County Counci To: Karen Dunn. Emergency Measures Co-ordinator From: (STEPS) Shuttle 2001 Thomas - Elgm Patient 12th July St. Date: Re: INTRODUCTION: Last December, County and City Councils' agreed to further support the STEPS program with the understanding that this was a final contribution to sustain the service until it could obtain funding from its benefactor - The Ministry of Health and Long-term Care (MoHL TC). If funds could not be obtained the program was to "wind down" by February 28, 2001 has Hospita Funding from the County, City, CCAC, and St. Thomas - Elgin Genera sustained the service; however, to date. the MoHL TC have not contributed. County Council has contributed $83,560 and City Council has contributed $63,733 to the STEPS program, and with the exhaustion of County and City funds. it is time the MoHL TC assumed its rightful role as the principle funder of the service. discontinue its funding, and wi On July 31, the STEPS program will also have exhausted all operations unless additional funding can be obtained. BACKGROUND: For residents of Elgin and St. Thomas, STEPS has evolved as a service which transports non-emergency stretcher and wheelchair bound patients to. from. or between medical facilities S inception in May, 1999, there have been many inferences that STEPS Elgin and St. Thomas ambulance services of their Code 1 and 2 non- emergency calls. As such, pressures have been placed on County and City Councils to fully fund this program as part of the Ambulance Service Since STEP relieves the Specifically Time Period Code 1 & 2 - Rodney Service Code 1 & 2 - STEGH Service May 1996 - May 1997 698 1881 May 1997 - May 1998 846 1696 May 1998 - May 1999 597 2127 May 1999 - May 2000 504 2217 May 2000 - May 2001 345 1833 and 2 caliS 1 relieving Code ittle Impact on reality, STEPS has had n 2 Report to County Co unci L_and Amb.ulance There is a slight drop in the call volumes for the May 2000 - May 2001 timeframe. While there is no easy way to determine the reasons for the drop, it is more likely related to the dispatch policy implemented last December restricting use of County vehicles outside of Elgin, than the impact of the STEPS program The NEAT Committee: The Non-Emergency Ambulance Transfers Expert Panel (Neat) was established by the South-Western Ontario District Health Council to examine non-emergency transfer issues in South-Western Ontario. Identified in their report to the MoHL TC Corporate Emergency Health Services Representatives are 11 key functions that non-emergency transfer agencies should perform Benefactor MoHLTC which include Function: · Impacting Bed Utilization Patients are admitted and discharged at appropriate times resulting in increased beds and avoiding delays. of these functions I The STEPS program performs a MoHL TC Utilization of Diagnostic Equipment: Appointments are not missed for scarce and heavily scheduled diagnostic equipment. · MoHLTC Appropriate Use of Health Care Professionals/Practitioners Facility escorts do not have to wait to return to sending facilities because transfers are not delayed. · County/City? Appropriate Utilization of Ambulance Personnel, Equipment And Vehicles: Will not be utilizing Paramedics and Emergency Vehicles for transporting calls which do not require their level of skill and vehicle capacity. · MoHLTC Patient and Health Care Provider Satisfaction to Timely Access and Response to Services: They are no longer subject to long wait times when urgent and emergency cases take priority. · MoHLTC access and utilization of Timely and efficient Access to Services services · MoHLTC Pick-up and Delivery of Patients During Normal Business Hours Sending and receiving health care organizations will no longer be faced with patients being picked-up or dropped-off during shifts when they have skeleton staff to manage the patient. · MoHLTC Health Care Agencies Do Not have to Purchase or Pay for a Private Transportation Company to Provide the Service · 3 Report to County Counci Land Ambulance MoHL TC Lack of Coordination Between Various Transportation Providers: System inefficiencies are avoided by lack of integration and coordination of non-emergency transfers · N/A n UTM's result Cross Boundary issues Cross Boundary Issues billing eachother. · MoHLTC Appropriate Health Care System Resource Utilization: Having a non-emergency transfer agency in place decreases the cost of providing Health Care Services to this area · The 11 functions that a non-emergency transfer agency should perform, as established by the Neat Committee, blatantly identifies that a non-emergency transfer agency primarily services needs of the MoHL TC. A service such as STEPS may reduce the call volumes and inappropriate utilization of ambulance personnel or equipment for ambulance services in larger centres. In Elgin and St. Thomas the call volumes do not warrant a non-emergency agency to assist the ambulance services alone. As such, for Elgin and St. Thomas the main benefactor of the STEPS service is the MoHL TC. STEPS is recognized as a valued service to the Elgin and St. Thomas community. Through STEPS some residents of the County and City Seniors Homes are transferred to or from medical facilities These transports account for approximately 14% of the overall STEPS ridership. While it has been established that STEPS should be fully funded by the MoHL TC, as a measure of good faith, and to show our support for the continuation of this service, County and City Councils may wish to contribute a combined 14% of the total service costs (approx. $18,000 annually) to reflect the County and City share of the ridership. a panel of experts funding unti CONCLUSION: To date, the MoHL TC has "stalled" a decision for STEPS and a sub-committee submit their recommendations to seem they do not While the Ministry is aware that County and City funding is exhausted consider STEPS a service of value, requiring their immediate support. While it is recognized that this service is valued in Elgin and St. Thomas, it is time that the appropriate benefactors of the service - the MoHL TC - assume their funding responsibilities and make a decision as to the validity of this service. 4 Report to County Counci LandAmbulanœ Thomas City Staff be of July 31, 2001, if RECOMMENDA TlON: THAT County Council concur with St. Thomas City Council and St directed to discontinue the STEPS demonstration project as appropriate funding cannot be obtained; mmediate consideration the MoHL TC for their AND THAT a copy of this report be sent to and action AND THAT if the MoHL TC agrees that the STEPS program is a valued service, and if the MoHL TC will financially support 86% of the overall budget, County Council will contribute up to 7% of the overall remaining budget (August - December 2001), from the Mill Rate Stabilization Reserve as a measure of support for this service the same to contribute AND FURTHER THAT City Council be encouraged All of which is respectfully submitted Administrative Officer Chief Co-ordinator I4J 002/005 /)/- °13 ~NV1RONMENTAL SERVICES '~) '.",:- - 07/12/2001 08:58 FAX 519 631 2130 . I Report No.: PW·62-01 The Corporation of the I File No.: \ City of St. Thomas Directed to: Chairman Peter Ostojic and Members of the Date: July 3, 2001 Committee of the Whole of Council/ Protective Services and Transportation Subject: S.T.E.P.S.· Discontinuation of Service Department: Environmental Services Attachments: - resolutions , Prepared by: John Roberts, Transportation Coordinator .. II RECOMMENDATION 1 That Council receive report for their July meeting information PW -62-01 for That a copy of this report be sent to the Elgin County Council That staffbe directed to discontinue the S.T.E.P.S. demonstration project as of July 31, 2001, subject to the concurrence by both councils of Elgin County and the City of St. Thomas. 2 3 ORIGIN At the December 14'h, 2000 County of Elgin Council meeting and the December 18'h, 2000 Protective Services and Transportation meeting, nine recommendations were passed by each of the Councils to provide direction to the S.T.E.P.S. Committee. One of the recommendations was to rap up the S.T.E.P.S. program by February 28th, 200 iffunding from other sources was not available. Copies of the resolutions are attached. ANALYSIS In December of 2000, the S.T.E.P.S. Committee approached various user groups and health care facilities, including the Ministry of Health for short term and long term funding for the S.T.E.P.S. project. In January of2001, the St. Thomas Community Care Access Centre and the St. Thomas Elgin General Hospital both contributed funds to continue the operation of the S.T.E.P.S. program. Letters to the Ministry of Health Southwestern Region offices were also sent requesting long term and short term funding and requesting that the S.T.E.P.S. project be financed by the Ministry of Health as a three to five year demonstration project to allow the Ministry to evaluate the affects of a non emergency medical transfer service on the health care providers. A chronology of these requests to the Ministry of Health is as follows letter by Ald. Sharon Crosby to Ms. Gail Ure, Director of Health Care Programs, Ministry of Health Southwestern Ontario Region requesting short term funding letter by Councillor Bob Habkirk to Ms. Gail Ure Director of Health Care Programs, Ministry of Health Southwestern Ontario Region requesting short term funding a reply from Joy King, Program Supervisor, Ministry of Health and Long Term Care, London office indicating that no funding would be provided at this time a joint letter from Ald. Sharon Crosby and County Councillor Bob Habkirk requesting that the Ministry of Health provide funding for the S.T.E.P.S. program for a three to five year demonstration project 48 , December 18'h December 20th January 15.2001 2001 February l' 1¡1] 003/005 ENVIRONMENTAL SERVICES '"1 ", ~. -:"1 ~ ';. :if 2130 519 631 FAX 58 08 07/12/2001 : , a letter to Mrs. Gail Ure, Director of Health Care Programs, Ministry of Health Southwestern Ontario Region requesting interim funding of $1: month to enable the S.T.E.P.S. program to continue aft l,OOO.OO per er June 30th, 2001 2001 26th April , letters has been received to date. As indicated in the April 26'", 2001, letter a Neat expert panel representing members of the tri-district health councils from the southwestern Ontario region are investigating non emergency ambulance transfers. The Neat committee is preparing a report whìch will be presented to the Ministry of Health regarding non emergency ambulance transfers in the southwest region of the Province. At this time the Neat committee has a draft report which has yet to be presented to the three district health councils for review and comment before finalizing the report for presentation to the Ministry of Health and Long Term Care. It is anticipated that this report would be ready some time in the late fall of 2001. It would appear that any S.T.E.P.S. funding from the Province is on hold until this report is finalized and presented to the Ministry. last two No reply to the As indicated in the December resolutions from both Councils subject to funding being provided by the Ministry of Health or from other S.T.E.P.S. partners, theS.T.E.P.S. program was to rap up as of February 28th, 2001. With the funds generously donated by the Elgin Community Care Access Centre and the St. Thomas Elgin General Hospital, S.T.E.P.S. has been able to continue providing non emergency medical transfers to the citizens of Elgin County and S1. Thomas but the funds will run out as of July 31", 2001. In an effort to continue the S.T.E.P.S. program, the S.T.E.P.S. Advisory Committee is actively engaged in finding funding sources to continue this much needed service but subsequent to finding additional funding, staff are recommending that the S.T.E.P.S. demonstration project be wrapped up and discontinued as of July 31" ,2001. Staff are asking the Councils for direction at this time so that ample notice may be given to the residents of Elgin County and St. Thomas and the S.T.E.P.S. user groups so that alternative transportation needs may be secured. The S.T.E.P.S. Advisory Committee has started to infonn the users of the possible discontinuation of the S.T.E.P.S. program on July 31 2001 With the wrap up ofthe S.T.E.P .S. demonstration project, staff and the S.T.E.P.S. Advisory Committee will be preparing a final report to be presented to the Councils at their August The final report will include usage figures, and a complete costing of the meetings. S.T.E.P.S. program. for their support and thank Council The S.T.E.P.S. Advisory Committee would like to direction with the S.T.E.P.S. Demonstration Project. ONSIDERA TIONS - ..-...-- .--.--- The S.T.E.P.S. demonstration project which began transporting non emergency medical clients to appointments in Elgin County, St. Thomas and to health service providers in London began May 1999 and will conclude July 31, 2001 at a total cost of $215,293.00. Funding for this program has been provided by the County of Elgin - $83,560, City of S1. Thomas - $63,733, Elgin Community Care Access Centre - $43,000 and the St. Thomas Elgin General Hospital- $25,000 F l " -......" p.rPRO¡}'~ Þ ¡\droiJ:listratot \obL~ Advisory Committee tted, c:\.~ 49 Members S.T.E.P.S cc -"'~---...... l ,!_.¡ f'( (ìi-' ~-.. ·W:;?'",·.;"· '-' ¡. THO--¡-;--I /'~"..,'> 'C' ',' , ,w~ " . V^S """., ' ,.." ". ,J ~-D I,;, ,..' ,", ':','f""" M!>~ , .tW r(;/ ~ ,:;;; ~ ltr..; " ." '.. r~ ~ J DEC 2 0 lOOO ,:\,.,.; 1-._- -.., <.;I';·v,....' -~£~~:-.~, :.... -.. ,:"~gT , The Council of the Corporation of the County of Elgin passed the following resolution at Tiš meeting'held on December 14th, 2000: 904/005 450 SUNSET DRIVE ST. THOMAS, ONTARIO N5R 5V1 PHONE (519) 631-1460 fAX (519) 633.7661 0':>/ QS· SERVICES 'r» ;jl I ENVIRONMENTAL 07/12/2001 08:59 FAX 519 631 2130 - '..1 I>' lC":~-~ ';L',\':" . MARK G. McDONALD CHtEf ADMINISTRATIVE OFFICER (Mr..' SANDRA J. HEffREN DepUTY COUNTY CLERK December 18, 2000 Mr. John Roberts City of St. Thomas P.O. Box 520 ST. THOMAS, Ontario N5P 3V7 Sir: Dear "1 THAT the STEPS program be extended until June 30th, 2001 at a cost not to exceed $65,000.00; 2. THAT one-time funding from the Ministry of Health and other agencies be used to fund the program during this six-month extension; 3. THAT the County and the City each agree to contribute $10,000.00 to the program with the understanding that should the Ministry of Health refuse to provide interim assistance for the six-month period, these municipal funds will be used to "wind down" the STEPS program by February 28th, 2001: 4. THAT If these municipal funds or a portion thereof are not required because sufficient funding is available for other sources, then the County and the City would be granted a credit in proportion to their contribution; 5. THAT ail transitional administrative support costs be deferred until the Ministry of Health's final position on funding is known; 6. THAT each of the potential contributing agencies confirm in writing their level of financial commitment prior to February 1 SI, 2001 in order to assess the level of support for the program; and, 7. THAT a position paper be developed for adoption by County and City Councils, for presentation to the Minister of Health which would highlight the rationale for ongoing financial assistance from the Ministry for the STEPS prograrn according to the attached funding model; and further, 8. THAT Councillor Habkirk and Alderman Crosby, the elected representatives involved in the STEPS program, be authorized and directed to request one-time funding assistance from the Ministry of Health in the amount of $50,000; and 9. THAT the City of SI. Thomas continue 10 administer the STEPS program until such time as it is transferred to ECCAC or VON administration, or the service comes tö an end. - Carried. (signed) 2 McPhai The County assumes that the STEPS Committee will be carrying out the action plans identified in the resolution and will be approaching all funding partners, including the Ministry of Health, for both short-term and long-term financial commitments. Warden D.J the progress made relative to Couf1cillooks forward to receiving an update In February on the action plans identified. ~o truly, ~Q. 'Sand~'J. Heffren (Mrs.) r"I.__..".. "'I_..I~ Yours UU;J \g UU;J CJ~ Y iL'-UI~lIlbl~ ll\.L ;)bL'- V iL-bi:l '-1) -J. ¿.lðU OoH aUf uu t<AA U" 112/ZUU1 u , , -' .; -----......----_...._;.............~ CI--V C-)"- ,"f' ._, . ..,.. j A ('. ,I 1 :.. ,;'.: ¡. \ (·1t...~'¡'rI."-.,') ~~>.~ w,\, ti'"1r, ~~ ~ ~\' i' ~)'~ ~;f;":";~1 !!i,' 1~. i"¡.0!~ ~~III!' iI'.' \!... I,. ',: Il\'1;í; I, t'l (' " } , ~r 't~ ~;':'I ~~)t ''!~'''~ \:; ~ " l!'ll '5~ JAW 0 3 ---' 0> - CITY OF ST. THOMAS OFFICE OF CLERK 1~1Jli1 .. ~ .",~ ~:~E. C\íY U'¡< and Transportation 2000 18th Protective Sprvi~~s December EXTRACT FROM THE COUNCIL MINUTES OF RECOMMENDED BY COMMITIEE OF HELD ON December 18th . 20 ~ Dewancker, Director of Environmental Services Roberts, Transportation Co-ordinator Cutway, city Treasurer J J R TO Update S.T.E.P.S in Patient Shuttle 2001 Health and month 30th the Ministry of during this six June El The S.T.E.P.S. program be extended until not to exceed $65,000. That the one time funding from other agencies be used to fund the program extension 3. Thomas l. cost 2 THAT at a st That the County of Elgin and the City of St.Thomas each agree to contribute $10,000. to the program with the understanding that should the Ministry of Health decline to provide interim assistance for the_six month period that these municipal funds wil be used to wrap up the S.T.E.P.S. program by February 28th, 2001. 4. That if these municipal funds or a portion thereof are rut required because of sufficient funding is available from other sou.;ces then the county of Elgin and the city of St. Thomas would be grant"d a credit in proportion to their contribution. 5. That all transition and administrative support costs be deferred ,until the Ministry of Health final position on funding is known 6. That each of the potential contributing agencies confirm in writing their level of financial commitment prior to February .1st 2001 in order to assess the level of support for the program. . 7. That a position paper be developed '~or adoption by City St. Thomas and County of Elgin Councils for presentation to the Ministry which would highlight the rationale for ongoing financiaJ assistance from the Ministry for the S.T.E.P.S. program. 8. That Alderman Crosby and councillor Habkirk, the elect representatives involved in the S.T.B.P.S. program, be authorized directed to request one time funding assistance from the Ministry Health in the amount of $50,00Ù. 9. That the City of St. Thomas continue to administer T.E.P.S. program until such time as it is transfered to the vaN administration or the service comes to an end of .1 ."nd of the BCCA S or Carried -,"'--" I / , 1 § a . Counci Paul Vandenberg and Mark Hoffman Report to Count FROM: July 12. 2001 Corporate Information and Technology POlicies DATE SUBJECT NTRODUCTION/BACKGROUND The exponential growth of the Internet and email use by both corporations and private citizens has made it necessary to develop a corporate policy on the proper use of the County's equipment and software. There have been numerous reports in the news about the misuse of company email and Internet by employees. While we have not encountered problems at the County of Elgin, it is prudent to be proactive on this issue DISCUSSION Currently we have not addressed the issue of employee personal use of the Corporation's information technology (IT) equipment and services. During a recent seminar on Internet use, testimonial after testimonial from Human Resources representatives detailed the abuses that occur on a daily basis. Just to list a few: one employee was sending hundreds of personal em,¡¡ils each week to a large network of friends; employees surfing the internet for 2-8 hours per day; employees running small companies from an internet location accessed during working hours from a company computer. The attached policy contains guidelines to cover email and the use of the Internet. CONCLUSION This policy guideline on the proper use of the County's email and the nternet, is necessary to ensure all employees are aware of the proper use of the corporation's information technologies. Most public and private sector organizations have a policy to deal with their IT resources The IT field is growing and changing on a daily basis. The use and reliance upon IT resources is constantly increasing. We need a corporate policy to outline the proper use of this resource. 012 Page F:IUSERSIHuman Resources FileslREPORTSllT Policy report2.doc 52 required RECOMMENDATIONS That the attached policy be adopted as proposed with on going updates as Harley Underhill Human Resources lssion by Mark McDonald Chief Administrative Officer ~3 Page 2 of 2 C:IWINDOWSITEMPIIT Policy ,.port2.doc The County of Elgin Acceptable Use Policy for Computer Equipment, Software, Internet Access and Internet E-mail INTRODUCTION I. POLICY STATEMENT The Corporation of the County of Elgin provides employees with access to several computer-related tools, which are to be used for business purposes. These tools can include computers, computer software, internal networks and external networks, such as the Internet and shall be referred to in this document as the "Systems". The Corporation requires that all these Systems be used in a responsible and ethical way, in compliance with legislation and consistent with the requirements of their jobs. The Systems are the Corporation's property as is the information contained therein. Violation of this policy could lead to disciplinary action, up to and including disIIÙssal. PURPOSE Access to computer systems enables employees to gather information relevant to the Corporation's business ftom external sources, and to provide information to residents, potential residents, businesses and business prospects. This policy outlines the requirements regarding acceptable computer equipment, Internet and E-rnail usage. SCOPE This policy applies to all ofthe Corporation's employees. DEFINITIONS For the purposes of this policy, "employee" shall mean employees, volunteers and member of council. "Internet" means all activities undertaken through the Corporation's Internet/Intranet resources including electronic rnail and browsing external web sites unless otherwise specified. Internet access shall be provided to employees at the ,54 ACCESS Computer equipment, software, email and discretion of the department head. E-MAIL AND INTERNET USE II. Privacy & Professionalism of Communications: Correspondence via Internet E-mail is NOT private. The Corporation respects its employees' and users' right to privacy. However, it grants access to its Systems for business use. Employees should be aware that E-mail messages could be recovered, even if it was believed they were deleted. I. The use of email for personal and corporate use must be done in a professional manner that respects the policies of the corporation, and Canadian laws. All emails sent to external parties have the county address attached and as such must be viewed in the same context as sending a document on the Elgin County letterhead. Message content: The content of messages must not be offensive, insulting or harassing for other employees, users or non-employees. They also may not contain remarks that could reasonably be interpreted as discriminatory. II. Data security: Employees must safeguard their login ID's and passwords rrom disclosure to any person except the staff of the Information Technology Division. Employees must use their own login ID's and passwords, are responsible for all activity on their login ID's, and must inunediately report any known or suspected compromise of their ID's to the Information Technology Division. III. Users must be very careful when transmitting the Corporation's confidential information using the Systems. Users must comply by these security procedures. Monitoring: The Corporation reserves the right, rrom time to time, for commercial, legal or otherwise valid reasons, to monitor, control and access user files and messages created, saved, transmitted or received via such Systems, at the discretion of the department head and the Director of Human Resources. Also, the Corporation will retrieve the contents of any employee communications in these systems rrom time to time. Management may access Employees' files, including archived materials without notice to the Employee for any purpose related to maintaining the integrity ofthe network, or of the rights of the Corporation or of other users, or for any other reasonable purpose. IV. is subject to the scrutiny The distribution of any information through Internet-related systems of the Corporation to determine suitability. Employees may also be subject to limitations on their use ofInternet-related resources. 55 is restricted to non- Use: Access to the Internet is for business purposes, therefore personal use business hours and times. Personal V. If an employee receives E-mail that conflicts with any section of this policy, they must notifY the Information Technology Department immediately. The employee or staff from Information Technology will notiJ» the sender of such E-mail that it is not appropriate and to cease sending any further such type of E-mail. is permitted. These include reports, institutions or government agencies that Downloading Downloading of non-executable files for business use Adobe PDF files, information flyers, etc., from other may be useful to the Corporation. VI. Executable software will not be downloaded. This type of software may contain viruses, which could harm the Corporation's network. If such a file is required, the Information Technology department will download it, then check it for viruses. Freedom of Information: Employees are reminded that all electronic documents which are created by or with the Corporation's computers or network, including Internet related systems and E-mail, are records for the purposes ofthe Municipal Freedom ofInformation and Protection of Privacy Act and may be required to be produced under the Act. VII. Unacceptable Use of Systems Communications and Internet access should be conducted in a responsible and professional manner reflecting the Corporation's commitment to honest, ethical and non-discriminatory business practice. The Systems may not be used to: VIII. or without formal sexually explicit Wilfully develop, store or transmit computer viruses. Download, post or transmit any material of a racist, sexist, pornographic nature. Download games or other software not related to the Corporation's business. Download wallpaper or screen savers. Create or distribute chain letters. Perform or promote illegal activities. Pay access or users fees, or commit the authorisation. Post false obscene, financial Corporation }- }- }- }- }- }- }- resources the information on or misleading opinions or, without authorisation, post Corporation, nor pretend that it represents the Corporation's opinion. Erase or alter information that identifies the sender. 56 }- }- restrictions shall apply: Employees shall not visit Internet sites that contain obscene, pornographic, hateful or other objectionable materials; send or receive any material that is obscene or defamatory or which is intended to annoy, harass or intimidate another person. In furtherance ofthese goals the following ~ unrelated to business activities. E-mails that are Employees shall not solicit ~ "Push or Pull' business for personal gain or profit. Employees shall not solicit ~ Employees shall not use continuous access technology such as ~ materials. Employees shall not upload, download, or otherwise transmit commercial software or any copyrighted materials belonging to the Corporation, to parties outside ofthe Corporation. or indecent remarks, proposals, make or post Employees shall not ~ ~ Employees shall not download any executable software. Employees shall not intentionally interfere with the normal operation of the network, including the propagation of computer viruses and sustained high volume network traffic, which substantially hinders others in their use of the network. ~ ~ name for output, or user examine, change, or use another person's files, have explicit authorisation. Employees shall not which they do not ~ Information identified by inappropriate uses perform any other Employees shall not Technology staff. ~ any purpose the network for Employees shall not connect unauthorised equipment to inconsistent with the business purpose ofthe Corporation. ~ to limited Employees shall not deliberately waste computer resources, including but not bandwidth, disk space, and printer paper. ~ Employees shall not use the Corporate network to gain unauthorised access to any computer system. 57 ~ 2001 24th CORRESPONDENCE - Jul Items for Consideration - ATTACHED Bonny Harrison, City Clerk, City of North Bay, with a resolution concerning the high cost for gas and the need to regulate gasoline taxes for consumer benefit. 1 John Skorobohacz, Commissioner of Council Services and City Clerk, City of Windsor, with a resolution requesting that reconciliation for the CRF be at year end. 2. City of Stratford Corporate Services, with a resolution urging the Government of Ontario to protect the "deep" groundwater resources. 3. Don Krauskopf, Director of Logistics, World Youth Day - Days in the Diocese, with a letter requesting the process to require a change of use permit to allow temporary residential occupancy in schools. 4. Mayor John Van Bakel, Municipality of West Perth, with a resolution asking for monetary assistance to help defend the West Perth Comprehensive zoning by-law 100-1998 to the Divisional Court regarding intensive livestock operations. 5. Laura Rowley, Clerk-Treasurer, Township of Armour, with a resolution asking for support to halt the OPAC project calling for a centralized assessment and data cal centre. 6. P.G. page, City Clerk, City of Ottawa, with a resolution endorsing the Environment Farm Plan and requesting Federal and Provincial funding support to Ontario's agricultural industry. (deferred from June 1ih Meeting pending input from the Ontario Federation of Agriculture) 7 Jack Wilkinson, President, Ontario Federation of Agriculture, supporting Ottawa City Council's resolution endorsing the Environmental Farm Plan ahd requesting the Federal and Provincial Government's joint financial support. City of Cambridge, with resolution Madeline Grimm, Council/Committee Coordinator, re: Salary Increases - Members of Parliament. 8. 9 Don Leitch, Chief Administrative Officer, Municipality of Central Elgin, requesting assistance from the County's Corporate Facilities Officer to oversee the proposed renovations to their area in the County Administration Building 58 10. B1 PAGE CITY OF NORTH BAY 7B5-4954353 16 15 B6/29/2BB1 The Corpor.tlon of .ho City of North BAV 200 Mcintyre Sf. Ean! F ,0. Box 3eo Non" Bay. Ontario Canada Þ1 B SHe T.I: (105) 474·0400 North Bay City Council adopted Resolution No. 2001-349 regarding Gas Prices at its meeting held May 28. 2001 and request the support of all municipalities. The City of North Bay would appreciate circulation of this resolution to Council members, and support by notifying your local Members of Parliament, Minister of Finance, the Association of Municipalities of Ontario, and the Federation of Canadian Municipalities. ~, NORTH BAY "N'''' I Q . ,I; ...1.0" Resolution ]'.fa. 2001-349 mounting over high and rising gas prices, AND WHERE AS the federal government added a surtax in 1995 as a deficit fighting measure, and other provinces have regulated their gasoline taxes for consumer benefit, frustration locally and nationally is "WHEREAS AS public BE IT THEREFORE RESOLVED THAT the City of North Bay write a letter to both the appropriate federal ministry and the Prime Minister requesting that the federal government eliminate this surtax as surpluses are at an all time high; the City write both the appropriate provincial ministry and the Premier, asking the province consider regulating their gas taxes for consumer benefit; the City of North Bay send out a broad e-mail message to as many municipal counterparts across Ontario and Canada as possible, asking them to join in this lobby effort within 30 days; and, b) c) a) the and a copy of this resolution be sent to the Federation of Canadian Municipalities Association ofMU!1icipalities of Ontario." d) Bonny Harrison City Clerk City of North Bay 59 Page 883 CLERK-Elgin Co 1 519 633 7661 ASSOCIATION OF?-) EST 87/89/81 22:11:11 02 p, 619 JOHN SKOR.OnOllAC1. CO~MIS.sIO"f;R or cOUWCH.. sml.\ll:Cr:.S AND CITY CI.2RtC 416 97 FAX NO, AMO THE CITY OF WINDSOR PM MON 04:41 JUL-09-0 tN .R£PU\ PLEAS] R1:VI,:.R TO OUR. FII_E NO. AFB/S045 AN) CI'I'Y CLEJ.U( J)EI'Am'MEN1' O~' C01JNCJ!. S'(I.R'V(CJiS _'.""I~""")' , 'l"._ ! ,. '.: L¡,; _ : JJ:~' , ....... 00"" FAXED (416) 325"()374 -------...... FAX: -,,--...-.-' hUll: 21.,1.001 HOJlourable James FlahertY Mllliste! of f¡nallcc Frost Buildirtg South 1 Qllcen's Park Ccescenl Toronto,ON M1A IY1 considered the Windsor City CO\1ncil during its annual budget deliberations on May 8, 200\ matte! of the Community Reinvestment Fund (CRF). Honourable Sir: Council adopted Resolution D52-200\ to tequest thai reconciliation for the CRF be AI yell!: end. I uodcrst¡¡nd that you win be holding CRF consultations to seek input from key stakeholders for 2002 Imd beyond arid request that the matter of year end reconciliation be (Onsidered. lrus request is appreciated. Your support or very wly. þ~./~Jtfj~ II11d City Clerk ¡ld(L 10hn Skoro\¡()hacz . Coo,", issionet of Council SerVices Yours nNkd - ._---'.__.,---~...........- .------. ......--_..._-_._".-~,,-_..----_... 3S() Clly Ito1\ sq.... 'II." + Cil' Ran + Wi.d....O.....10> N9A 65\ 'g.¡.(An.:tl<rk.O."y.wlod'........ + 'I'E\.(SI9) 2SS-6212 . 1S~-62H · PAX (519) 255·6"1 60' -.....-..-.'''.......-''.-- Please circulate to The following motion was adopted by Stratford City Council on June 25, 2001 and they are seeking your municipality's support. CITY of STRATFORD Corporate Services City Hall, P.O. Box 818 Stratford Ontario N5A 6W1 (519) 271-0250 Fax: (519) 273-5041 n both Urban people living for wate Deep" Aquifers are a traditionally safe source of WHEREAS Ontario's and Rural areas; AND WHEREAS human activity has impacted "shallow" groundwater supplies In many areas to the extent that this water IS deemed less suitable for human consumption, leaving the "deep" water resources as accessed through drilled weils, the only reliably safe source for many communities and ndividual households; ru n off, nvaslon by surface led wells may be vulnerable to AND WHEREAS events have shown that some dri or tainted sub-surface water; by the aquifer of nvaslon potential of pOint represents another wel ed d AND WHEREAS each new bacteria, or toxins, or both; AND WHEREAS concern for water quality has resulted In recent regulations Imposing mandatory water quality testing upon all water systems serving more than five households, and have imposed the costs of the testing upon the system operators, who have In turn reviewed water rates they must charge their clients AND WHEREAS this has resulted In such a high cost for water for households connected to small community systems, that many have found it financially advantageous by far to jOin with two or three other households to have a new well drilled that is exempt from the testing regulations; nsKto AND WHEREAS this has resulted in many new wells being created that consequently have Increased the common aquifers from which we all draw water it; access to safe from those who draw protect affect a wi aquifer "deep" groundwater a AND WHEREAS any tainting of to our Now Therefore Be it Resolved that the City of Stratford strongly urge the Government of Ontario take immediate action to protect the "deep" groundwater resources for all time. to arge at Ontario's population of interest the AND WHEREAS it IS in groundwater supplies Ontario Municipalities for their to al resolution be circulated that this And Be it Further Resolved consideration of support; consideration and its for to AMO And Be it Further Resolved that this resolution be forwarded subsequent action on behalf of the supporting municipalities. Carried June 25, 2001 " Champions - "Nations In Bloom World ¡'This is a paid announcomont and víøws and commønts Ðxpmssod hOr9in aro not noc9ssarily onaorsod by AMCrO. 1 (, This tax is distribut.d by AMCTO on July 9, 2001 World Youth Day - Days in the Diocese Journée Mondiale de laJeunesse _ Journées D'accueil dans les Diocèse I'...." "'~':'~'" ~ ~ ~t. /, .~ ~::::;?:\l a ;)";';·4 .r... \. R,,/l >" ø ,Þ''Þ ... """Ofl....G...· I"o.onto· 2GIJI ® ,JUt Warden Duncan McPhail The County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5Vl July 5,2001 amve 378 days until the pilgrims Dear Warden McPhail, I am writing about World Youth Day- Days in the Diocese (WYD - DID). World Youth Day began in 1984 when Pope John Paul II invited the young people of the world to go on a pilgrimage. For the past 16 years, World Youth Day has been held in Rome, Buenos Aires, Santiago de Compostela, Czetochowa, Denver, Manila, Paris, Rome and now Toronto in July 2002. the which offer parts, both of wYD 2002 is an eleven day event consisting of two essential experience of growth in faith and international fellowship. From July 18, 2002 to July 22, 2002 foreign participants will travel to cities across Canada for the Days in the Diocese component. The Days in the Diocese allow youth in Canada to welcome their peers from 150 other countries into their homes, churches and communities. The Diocese of London, encompassing the counties of Essex, Kent, Larnbton, Elgin, Middlesex, Huron-Perth and portions Haldimand-Norfolk and Oxford, will be hosting 45,000 pilgrims from 150 countries. The Toronto elements of World Youth Day 2002 will take place from Tuesday, July 23 to Sunday, July 28 inclusive. Over 750,000 youth from all over the world will take part in a week long program concluding with a 5 to 10 km walking pilgrimage to Downsview Park for the Saturday evening vigil with the Pope concluding with a Papal Mass.on Sunday, July 28th. The focus for the Diocese of London will be the Days in the Diocese July 18-22. Participants will arrive in communities across all the Counties of the Diocese, where they will experience the local history and culture, take part in the faith community and join in community projects. The social service projects provide an opportunity for the pilgrims to leave a positive legacy in the communities they visit. July 22, the 45,000 international pilgJ-Ìms aloIlg withJO,OOO pilgrims from our communities will begin their journey to WYD in Tor()n!o. Before leaving the Diocese, theyand an additional20,OpO to 25,000pe()ple will gather at a location in Elgin County for an Ecumenical Service and cultural entertainment. JOHN JOm1 CENTRE 2275 Wellesely Avenue' WINDSOR, Ontario N8W 2Gl Ph: (519) 254-2090' Fax: (519) 254-0330 E-mail: wydlondon@rcec.london.on.ca '2 WORLD YOUTH DAYS - DAYS IN THE DIOCESE 1112 Dearness Drive· LONDON, Ontario N6E IN9 Ph: (519) 691-1057' Fax: (519) 691-1056 E-mail: wydlondon@rcec.london.on.ca An event of this magnitude will have a definite impact on the entire area and poses very significant challenges in terms of housing the participants and the associated eVents. We will be approaching all communities seeking families to host participants in their homes. We are also meeting with separate school boards to enlist their support not only for venues to host events but also to provide residential occupancy for July 18-21 inclusive. Residential occupancy in our schools will require a change of use pennit. I am told the process for obtaining municipal change of use pennits can be lengthy and obviously, due to the dates in question, we are under serious time constraints. The World Youth Day National Office along with input from all municipalities, in the Toronto area, with a population of 50,000 or more, developed a form for the "Temporary use of Schools for Residential occupancy." I am enclosing a copy of the "Designation Form - Temporary use of Schools for Residential Occupancy" for council consideration. We are open to suggestions for changes or amendments. We are eager to have a form which is agreeable to the majority of municipalities and counties. It will be up to each Board to make a decision regarding the degree of participation. When a Board decides to participate and subject to your approval of a standard form, the board will distribute "Designation Form - Temporary Use of Schools for Residential Occupancy" to each facility to be used for WYD- DID. School Boards will submit the Designation form along with fire safety plans for each designated property to the Municipal Fire Department, Municipalities and WYD - DID office to review submitted material to ensure properties meet stipulated guidelines and are in accordance with building and fire safety standards. I solicit your assistance and that of all council members in streamlining this process since use of schools for events and billeting is crucial to the success of the Days in the Diocese. 63 Y ours~~~erely, / ..,-_..,'"-::.-.:-;;....--::_,i) /"" //" "~;-/ /" <--~:-. ~~., '~. T C- /Don K. uskopf Director of Logistics World Youth Day- Days in the Diocese London Office WORLD YOUTH DAY - DAYS IN THE DIOCESE 1112 Dearness Dr. London, ON N6E 1N9 Phone (519) 691-1057 Fax (519) 691-1056 Designation FOrnI use of Schools for Residential occupanc School Board (S.B.): S.B. contact person: Phone number: Tern- Name of School Address YES o Fire safery plan YES A Minimum requirements o o Fire alarm system Battery operated smoke alarms will be provided in sleeping rooms. o o Mechanical/Natural ventilation Carbon monoxide detectors will be provided in sleeping rooms and corridors adjacent to selVice rooms containing fuel fire appliances. o B3. Unsprinklered schools [maximum 30 m (100ft) trave distance to an exit] o B2. Unsprinklered schools [maximum 30m (100ft) travel distance to an exit] o B 1. Sprinklered schools [maximum 45m (150ft) travel distance to an exit] Unprotected exits Occupancy limited to 1 ~ story only Protected exits [min. 30 min fire- resistance rating] # of rooms Net area~ # of gyms -= Net area" ==- (hazardous classrooms excluded) # of rooms Net area~ # of gyms -= Net area" ==- (hazardous classrooms excluded) # of rooms Net area¡~ # of gyms -= Net area"_ (hazardous classrooms excluded) (Occupant load based on [4.6 m2 (50 sq. ft.) per person] (Occupant load based on [4.6 m2 (50 sq. ft.) per person] (Occupant load based on [4.6 m2 (50 sq. ft.) per person] Occupant load based on Safety features = Note *Net Area = clear floor space Maximum 15 persons per room with only one means of egress. Only rooms within the travel limit to he used for sleeping. Occnpant load based on Safety features = Note *Net Area = clear floor space Maximum 15 persons per room with only one means of egress. Only rooms within the travel limit to be used for sleeping. Occupant load based on Safety features = Note "Net Area = clear floor space Maximum 15 persons per room with only one means of egress. Only rooms within the travel1imit to be used for sleeping. of each sex C. Washrooms Including urinals - nnmber of persons lotal male w.e.= lotal female w.e.= + 21avatories 6 water closets + 1 per increment of 30 lavatories - 1 per 2 water closets 5 water closets 100 persons over 100 persons Occupant Load = lotal occupant load of each school (lesser of B, or C) = FOR ASSIGNMENf OF ACCOMODA'fION om Y (to be completed by School Board) School barrier- free accessible YES 0 NO 0 Showers available YES 0 NO 0 Signature &4 Page BB2 01 P CLERH-Elgin Co FAX NO, 416 97 6191 MUNICIP ALlTY OF V'a:çSTPER'fH 1 519 £,33 7£,£,1 ASSOCIATION OF?-) AMO " TUE 04:43 PM EST B7/1B/B1 22:25:B7 In farming grðwtll Seconded by IIIIS experienced drllmatlc recent Coullty B by Movcd Pel" May 22, '2001 WHEREAS operations. JUL-l0-0 the l\¡rlèuUUre Industry In Perth County in AND WHEREAS: much 01' this expansion has been In the liwstock sector. Municipality of We,I't Perth wuter AND WHEREAS West Pertb has experienced continuing unslÜisfactory well I1lI1d Wllter course slImples. in the interest of providing some measure for protectÎßg both wllter quality In West Perth, Council passed comprehensive zoning which section 6.6 contained the followlnt. AND WHEREAS present and Cutlue by-law 100-1998 ilt Clllrk-¡\(lrn;'"islr(fttlf ¡'¡\lduiú'l'u'Y1or AMC"i I No I¡"cstoek operation Dr manure stora¡e foclllty shall be established or enlarged ~ntil II nutrIent manllgement plan Is completed where requh-ed by thl! nlunldpallty'$ nutrient management by-law, T1~aslror K~rcn Md·.So, AMCT, CGA ¡vestoel. or poultry operation is cstablLshed, the owner ofsuch¡ less tl1an 30 per cent of the land base required for tbll handling from the Intensive farm operation, as determined by the Where al' opcTntioll not of the manure IlI'Oduced nutrient manngernent plan. ill ten sive $lIall own 01'.rol;I>/l1 Mallag.r Ken CI.u'kc C/.lr.f /Jlli/tliIlK Officilll l~nbcl'l ¡;, McLc:m All or the land base required for the handlhig DC tile manure produced Crom the htlenslve farm operat1on, as determ,intd br tÌle nutrient mnnagemeut plan, 5111\1\ b, locllted within II kJlometers of the hltensive livestocl. operl1tlon. 800 609 1119 St. n.vld S M'tch,lI. ON NOK INti er proyislons oftb~ by-Inw to the contrary, Any Intensive nol exceed 600 livestock units on !ine site. Notwitl\Standll1g any 0111 livestock oper~.tlo\ 1111\11 519) 34K·K429 >19) ~4~,S9JS (1~x cm~"tj I I I AND WHEREAS: the by-law was appeal!!d to tile Ontario Municipal Doalrd 011 ~lIe basis tl1l1t It unfairly restricted the expansion of cxlstln&; livestock operations. The I t'esultaut hearing took five days to hear all the evidence, W',",w,wl.:&lptrth,conl M<4Yllr Jnl>l' Von Bakel intact following thc OMB manure. This was AND WHEREAS: section 6.6 of tile by-law remained hearing except the Issue or permitted hauling distances for deleted by consent during the appeal. to the ~ave to appeal the OMB decision e appellant sougbt tI AND WHEREAS Pivisional Court, 3, :tOOl leave Court. AND WHEREAS In n judgement by Mr. Justlee Kennedy dated April W!lS granted to tile appCIlJlllt 10 appeal the OMB deeislód to tbe Divisional AND WHEREAS: at a "oguinI' meeting ofWesl Perth Councill1eld April 17. :ZOO], n 1110tiol1 was passed Instructing the DlUnleipa' solicitor to begin prepnt'lItions to defend tile West PeTth Comprehensive zonIng by-law 100-1998 to the Divisional Court. D'plfly Malor Barh M.d.c:an CfJU,'CiJlttfW ?'ll>y CII1I1rhcl I~Ulh ¡::¡cbiu Bill '(~IIÇI1 'I'co IIi",,," c;~rl'Y K~\'¡ LN,i, Malt\llcy R"" Mdnl"'¡ W;¡lh~I' Mf,).K..~n·J.lc l)i\I'r:r1 S'.Hl~nCr be It resolved tbat ns thl!¡ b a precedent ultluK cue IIttrlclln~ and has to this point, Incurred substantlnllcgal. costs and starr tI~e <'Illd wlU 'equlrc additional expenciitures for the appeal. The outcome.~{ Ibe court case '1'1111 undoubtedly benei1t nil those municipalities who hIIve intensivc'-Uvestuck operntions in their commll nitles, In view of the financial burden plac:ed oil West Perth ratepayers, Coundlls Inviting nil munIcipalities In the ¡>rovJnce o'f.Ontarlo, both rural lint! u,rban who support QU r positinn to assist In wbatever monetar)' way they may see fit. Th.ls rMolution will be: c:ireulnted to ail municipalities In tbe Province ot Ontnrlo. 65 .--..-... ...-.---. :f.. This IMteria\ Is provided under contract as a paid service by the originating organization, and does not n",'~r.s:;I'¡\Y rdlect the views 01' posajon. of the Assodntion of MunicipaJítios of Ontario (¡\MO), its ¡.;ubsid;:aI'Y"co.mp:..nics, or1ice~s, directors or agc.Qts. .~. .. ---....,,-. -----..,.-.-.. -,_.-...-"._--~ '. NOW THEREFORE: national interest ", ~003 ARMOUR TWSP 1 705 382 2068 FAX 12:34 FRI 07/13/01 DISTlliCT OF PARRY SOUND Fax: (705) 382-2068 (705) 382-3332 (705) 382-2954 Email: armourlp@onlink.net ht!p:/ /www.hips.com/armo ~Jr BOX 533, BURK'S FAllS ONTARIO POA 1CO OffiCE OF THE CLERK-TREASURER July 3, 2001 Robert A Richards, President & Chief AdmiDistrative Officer OPAC, 1305 Pickering Parkway, Pickering, ON L1 V 3P2 Dear Mr. Kolb; C_cn:tre FE: PrQ¡)osed Centralized Call Information being set to municipalities over the past few months regarding customer service initiatives has lead to some concern by municipal staff. Your statement that you "have recently undertaken to reduce costs, improve the quality of your products and enhance the de1ivery of excellent customer service" by creating "two new departments" is confusing. The concept of a "Customer Interaction Centre" and a "Central Data Processing Facility" is a philosophy promoted by big business at the expense of its customers, its product delivery and its employees. The idea of being able to taJk to someone who actuaUy knows your property and can understand the problem and question and therefore, give an informed answer is compromised for the sake of a perceived notion of cost savings. Many changes made by the Provincial Government in the past five years has proven that "bigger" is not always "better". I am enclosing a copy of a resolution passed by the Council of the Township of Anllour at a regular meeting held on June 26111 calling on the board of directors to halt this project. Decisiol1S made for urban centres are not always the right decision for rural areas. N orthem Ontario, because of its vast rural areas and long distances between major urban centres, poses unforseen problems with a "Centre" located outside of Northern Ontario not to mention, out of the region, 66 07/13/01 FRI 12:34 FAX 1 705 382 2068 ARMOUR TWSP @004 - 2- I am sending this resolution to all municipalities in Ontario for their support. You can expect resoJutions of support to be sent to you directly or, alternately, I will be collecting them to be forwarded on at a later date. I hope that the board of directors will take this resolution under consideration and evaluate fairly, the results of my circulation. Thanking you in advance and waiting for a reply, 1 remain Yours truly, ¿f~d!~ 67 cc: OPAC Board of Directors 07/13/01 FRI 12:34 FAX 1 705 382 2068 ARMOU,R TWSP 141 005 . CORPORATION OF THE TOWNSHIP OF ARMOUR June 26. 2001 NO.---1l- Moved by I&Mijj/ Seconded by m (0 ~ ¡J ~l'Y'YC; rv WHEREAS the property tax is a vital part of municipal funding; AND WHEREAS accurate assessmel1t prepared by qualified assessors familiar with the area they service are esseI1tial to the administration of the tax roll and tax biJ1íng process; AND WHEREAS the Regional Assessment Office has provided a professional service to area municipalities for which the municipalities are billed; AND WHEREAS the importance of this service delivery being done locally for the betterment of the community, municipality and residents should not be under-rated; ~ AND WHEREAS the quality of the assessment service is sure to dec1ine with a centralized call cel1tre removed from the service area resulting in staff being unfamiliar with properties and thereby unable to assist municipal Clerks; AND WHEREAS costs for assessment services will not necessarily decrease due to travel time, travel distance and travel expenses; NOW THEREFORE be it resolved that the Township of Armour hereby caUson the board of directors of the Ontario Municipal Assessment Corporation to halt the project calling for a centralized assessment and data call centre in an effort to prevent disruption and poor quality of this essel1tial service Recorded Vote: Pecuniary Interest Declared BJakelock, Rod Blakelock, Rod Corcoran, Marty Corcoran, Marty Cripps, JOanJ.1e Cripps, Joanne Gill, Frank Gill, Frank !ftr!e I\ßSe¡JT ~ 68 (fOtfawa FiJe Number ACM7180 0400 ACS2001-CCS-RUR-0004 29 May 200 City Clerk Municipality rnccting on 23 May 2001 joint financial support 01' !"¡U'n\ Plan the following Resolution at t5 ,\rIll Plan and requesting thc on-going Environmental OltólWU Chy Council passed endorsing the Environmcntal F. thc Federal and Provincial Governments He 1'hil) IS a seriolls issue for the farm capital of Canada. Ilnd a response has been requested frOl1'\ e¡lch of the Honourahlc Lyle Vanclief, Minister of Agriculture and Agri-Food Camllh, and the Ilol1ollt'<\ble BrÎm1 Cobul1l, Minister of Agriculture, Food antI Rural Affairs, a.') well as tbe support of 10cIII MPs and MPPs. resolution and communicate your position to We would ólsk your rnul11ci¡)¡l1ity to endorse this each of the officíals and organizations noted. increasingly essential WlllUW¡\S ellvrrQ/lmel!tal awareness alld protection are becoming to tile futllre ,lIIstainability of world ecology; recognize that incorporate p"incíples mu.çt AND WIlER BAS sustaillable food production tlte impact of prodllctioll on the eltvironment; AND W1ŒIŒAS the ¡ìnvirollmental 'Farm Plan has been and contilllles to be an illlpr(!.I'.I'ive example of a self-evaluation pl'Ocess that addresses environmental protectiQn at the !lrÏlnary production level; AND WlIElWAS funding for this program has been made available from the GQvernment ofCal/ada thl'Ough Canadian Adaptation and Rural Development Fund of AgriclIltare and Agri Food CmU/da proaramming; iniliative; in this AN) WllmŒAS the Province oJ Ontario mu.vtpa.rticipateJully ~:\{¡,., \'fi.J ;;;;...-:;:..c....- 2001 I'''':¡~~,:~::'::::,~''' Mr.~:t::r.;:,'r~";)1~"'·· Vi\lod'Ol\Qwa 110,B.Vcm.loLa\JrifIlOues Ollswa,ON 1<1P 1J1 WWW.\ii!\IJ.cllawa.on.C!i CI!yofOllawa 110 LauoerAv!lrlllIJ Wú O\lawa, ON K1P 1J1 www.¡¡ily.oUClwa.cn.~ 69 S/wping ()//rjill¡rre ff)S~t!t!'r Ensemble, formolls noIre awnir tile Environmental the City uf Ottawa endorses that RESOLVED ]1' 1'llA T the Provinci.al (jcÞvermmmt through the Ministry of Food and Rural Affairs be lobbied to fillQllcially .mj>[Jort the program on all OItgoing basis, jointly witT, the Federal Govemlllerlt, a.. suppoJ1 to Ontario',I' agricultural industry alld the Province's continuing efforts to enhance the environmental qlla/ily of our natural environment; and TIWR1WOIŒ lŒ Fa.nn Plall; and FV1n'IŒR 1'1-11\ T the City of Ottawa forward this resolution 10 mu,nicipalities province wit/e for endorsement amI follow IIp by communicating that positiM to the Ontario Millister of Agriculture, Food and Rural Affair.. alld the Federal Mini,.ler of Agriculture, local MP.. al/ll Mrl's antllWMA (Rural Onfar¡:o Municipal A....ociation). please contact Linda Sheard, Commìtl~e COlllmittee at (613) 580-2424, ext. 26891. Should you require <ldr1itional infon'nation, Coordinntol' or tlìc Agricultl!T1:: and Rural Affairs tn¡ly Yours ,/ f'M$ r¡':I.\N,:~ii7.¡;-;,...i~::d;;'·~;L~a':t 1\~ n }'I~;:i'~;~~~~'1,., III~ otl¡:m~L¡lIr~ :;:I;~·¿7.~lll)n, :l.nd dl)C& n(,l d(h,;t:\\,U'z)' ¡\.n..,>lll¡: ,,¡~W¡; or ~W~\~I<I""O( Lh~ ¡\',~(U 1.\liou ~f MllnidlJa1ilk9 {I( Onl.lu'iQ (AMO},'~ \'!:;~~~:,'~;:r.~~~;.,~~i!:.~l~J.~if.(I.¡,.,nt'. ~_. "..._~.' 70 P.G. Pag6 City Clerk 40 Eglinton Avenue East, 5th Floor, Toronto, Ontario M4P 3A2 (416) 485-3333 Fax: (416) 485-9027 Web address: www.ofa.on.ca Ontario Federation of Agriculture July 9. 2001 2001 COUN1''{ 01: ELG!î\\ S!:B\I!CES 13 JUL Sandra J. Heffren (Mrs.) Deputy Clerk County of Elgin Ontario 450 Sunset Drive St. Thomas, Ontario N5R 5V1 the Ontario Environmental Farm regarding 13,2001 of June letter Heffren Thank you for your Plan (EFP) Mrs Dear The EFP has been very successful as a risk assessment tool and an awareness- building process that encourages farmers to incorporate the best environmental practices in all their farming activities The Ontario Federation of Agriculture fully supports the Ottawa City Council's resolution of May 23, 2001 endorsing the Environmental Farm Plan and requesting the on-going joint financial support of the Federal and Provincial Governments Yours sincerely .J£ ¿J~~'- Jack Wilkinson President Agriculture Elgin Federation of City of Ottawa c 7 mission of fhe OFA is to improve the economic and social well-being of farmers in cooperation with county, commodity and rural farm groups. The Page ElEI5 CLERK-Elgin Co 1 519 &33 7&&1 ASSOCIATion OF?-) EST 18:17 87/19/81 22 04 P 6191 416 97 FAX NO PUBLIC ACCESS AND COUNCIL SE:RVJC¡¡;S DEPARTMENT/CITY CLERK AMO The Corporation of the City of Garnbrldge 05:03 PM THU JUL-19-0 (519) 740.4S00 x 4!i82. (519) 740-3011 ~ ,_. ---.=--- relepnone: fox Number: E-Mail AddfDU: 73 Water Street North P,O. Box 669 Cambridge, Ont81'Ío NIR SW8 ---'.. ,........_~, RE$ÖLUTION PASSED BY CAMBRIDGE CITY CaUNCI!., JUNE ZS, 2001 bel'8_ ofJ'adial'l1enl WHEREAS, the Members 01 Parliament have overwhelmingly votee! to give themselves a 20% raise, a 42% raise to fue Prime Minister and effectively a 42% Increase in their pensions pointing to the fact that an outside group and not the government claimed the need for large salary Increases; for ",_-Me' raloee was not put to the question consultl!d as AND WHEREAS the Canadian tS:Kpayers were not them during the last election campaign; AND WHEREAS the amount of the raise Is considered e:Kc8sslvQ, unwarranled anà objectionable especially in the face of an ongoing crisis In Health Care and Education stemming in part from cuts in transfer payments to the Þrovlnces; AND W~IERËAS thanks to downloading from the Federal Government to the Provincial Governments and from Pmvincial Governments to Municipalities, cities aoross Canada have laken on unprecedented social rS$ponsibílities taxpayer AND WHEREAS as a result of the downloading. munIcipalities are now bearing the brunt of disenchantment as they lace teX Increases to help pay for the costs of the downloading Counoi THEREFORE ae IT RESOL.VED THAT Cambridge City RaqlJest the Government of Canada to repeal the Eli Request the Government of Canada to commission an independent body to review, determine and administer an appropriate level of compensation and pensions for members of Parliament. 1. 2. Request the Government of Canada to not Implement rec.ommended ievela of compensation until after the next general alecüon to allow the Canadian taxpayers to have a say. 3. Request our Member of Parliament, Janko Petic 10 opt out of the Increase within the 90 period provided for. 4. Request Councils of Kilchener, Waterloo ane! Townships in Waterloo Region to request their Members of Parliament to also opt out of the increase within the 90-tlay period provided for. Request the Association of Municipalities of Ontarío (AMO) to circulate this mo~on to all member municipalities across Ontario for similar consideration. 6. ô. member Request The Federation of Canadian Municipalities (FCM) I:c circulate this motion to 81 municipalities across Canada for simi!ar consideration. r AND THAT thl! Provincial Members of Parliament In Waterloo Region be forwarded a copy of this resolution. 1Ju1~ ' r:JDELlNE GRIM _ , CouncII/Con,mlt\:eo caQrdln~\Or oft.¡.]¡ PJ.Ilterisù is provided under COD.U'1t.ct ns II paid ¡ervÎct.: by the: orißiaalin1J orgAoWt.tion.. and dotS nOLI oeOlllda.ril)' rcJlt'Ct the VII!W:II or posiLiorQ of IhcAssocill.Li.on oí Mu.nicip.wi:W of Ontario (AMO), 11.$ subVdiarY compaaiu. aŒter:t. dirccton or lIø.tl\~. !Jv{unicipa[ity of Centra[ 'E[gin Corporation of tfie Tfie Ph. 519'631'4860 Fax 519'631'4036 St. Thomas, Ontarío N5R 5V1 Floor, st 450 Sunset Drive. July 24, 2001 HAND DELIVERED Mark G. McDonald Chief Administrative Officer & Clerk The Corporation of the County of Elgin 450 Sunset Drive St. Thomas, Ontario N5R 5V1 Office Renovations County Administration Building Re: Mr. McDonald: Dear Further to Clayton Watters' memorandum of July 20, 2001 to Lloyd Perrin, Central Elgin Council, at its meeting of July 23, 2001, passed a resolution requesting Elgin County Counci to make available the services of the County's Corporate Facilities Officer, Jim Carter, to oversee, on behalf of the Municipality of Central Elgin, the renovations to the first and lower floors of the North Wing of the County Administration Building. After consulting with Kevin Mclllmurray of Spriet Associates, the Municipality believes that a better price can be achieved by breaking the overall renovation project into individual components with competitive quotations requested for each component. If you require additional information. kindly this request before County Counci Please place advise. truly, uJv d N. Leitch, Administrative Officer. Encl Memo Lloyd Perrin To Clayton Watters From 2001 July 20th Date n We understand that the costing for the anticipated renovations in the County building have exceeded estimates, largely due to bonding and liquidated damage requirements of the tender. One way to control and thereby reduce these costs is to divide the work into components, using small firms with little overhead costs. E Centra Renovation Costs For Subject: As discussed, we would be willing to recommend to County Counc assigning our Jim Carter, Corporate Facilities Officer, to help Central Elgin in this endeavour. Jim would oversee the construction and deal with the trades and report directly to yourself. In order to recomrnend this we would require an official request from Central Elgin Council for Jim's assistance and the following terms and conditions of this assistance should be agree to 1) Central Elgin acknowledges that the County wi use its best efforts to meet the construction deadlines envisioned, however, Mr. Carter's primary responsibilities are with the County. That is, should delays be encountered, we would expect Central Elgin to be understanding and patient. Mr. Carter(project supervisor), through Lloyd Perrin(project Manager), would be responsible for directing the trades and would approve invoices for the work, with the understanding that the original budget for the work ($126,000) can be accessed by Mr. Carter. Lloyd Perrin would sign off and ultimately be responsible. 2) The necessity for liquidated damages and bonding would be dropped in order to obtain more favourable pricing. 3) would be Central Elgin's All health and safety concerns etc responsibility. 4) To be abundantly clear, Jim would act as your agent and Central Elgin would be responsible. If this meets with your approval, please make an official request agreeing to these terms in writing in time for our County Council meeting on Tuedsay, July 24th. We would be please to assist you in this endeavour. Yours tr.\Jly, OOC^~ Clayton Watters, Manager of Engineering Services FAX COVER SHEET ~L ¡;USI,J )10 Lê r -rct~ ~ - LfoS(P k ~~NOU~ ~O 1JQ.{¡;; r\.~lJ Ç>L ~ c::f 0 'R-.:; ::.RS P-G- M-i A.W, , S Ct"). - i::':) O~ ~·A.LL '--L ~D ,..-;: P.01/07 5194339351 4 ASSOCIATES SPPIET 14:01 JUL-23-2001 SPRIET ASSOCIATES ENGINEERS & ARCHITECTS 155 YORK STREET LONDON, ONTARIO N6A \ A8 TEL: (519)672-4100 FAX: (519) 4.13-9351 . K. MclLMURRAY A.L. GIGUN . J,R. SPRiEr' YOUNG . D,J. DelOS A,J SPRiEr . A.M ;lsSOC/CIIt!s: P.02/07 519433935 SPRIET RSSOCIRTES 14:01 JUL-23-2001 LIST OF BIDDERS CENTRAL ELGIN MUNICIPAL OFFICE RENOVATIONS July 18. 2001 CONTRACTOR AMOUNT BID MYCON CONSTRUCTION LTD. $ 195,810.00 BRONNENCO CONSTRUCTION LTD. $ 235,202.05 o 196,810.00 $ Price Bid: Mycon Construction Ltd Low Bidder: P.0Y07 5194339351 5PRIET R550CIRTE5 OSCAR TEMPLE & SONS CONSTR{JC110N LTD. R.R. II 1 St. Thomas. Ontario Canada N5P 3SS ='19-637-1350 Spriç1. Associalo, Ann: K_f. M<lImurruy RP., The Municipalily of CClllra 155 York Street London. OnlariQ C:!lIada N6A I AX office renOVJMUS # 101120 lJIg¡n 01 14 lUL-23-i2001 --- -- -- -- 1001 July 1> 10 OIl! he-dVY work load at "(.;111plc &. Stln:-.. we louk 2l:í. l!(Ú~1!'r\J!1.ih;l)' {.hlC t'nr cnn.~1dc.íl1ìg (),~aT Dear Sirs: ,.hAfI)(, yuu fur (hL; (.1r'r><lrIHIlU~ h, hid rn~"'~L .# 2, (his time we ore \m:¡ble tQ submit ~ quore Th;Jnl( YOI (orward t(1 workin, with YQu ;¡g,1in. Sincerely. ¿~4( P.Ø2 C)hY. 51 C)-h:'t,-7451 ('¡¡reI Temple ["rllMherr S 'r~mpl~ 16:16 JLL-13-2ØØ1 JUL-23-2001 14:01 SPRIET RSSOCIRTES 5194339351 P.04/0? Œ)rn.ceuieÚt ~ttt£rf1ri5e5 ~lt.c~ GENERAL CONTRACTORS HARRY VAN GURP, President 50432 Yorke Line, R.R. 1, BELMONT ONTARIO NOL 1 SO TEL: (519) 269-3939 FAX: (519) 269·3574 TRANSMITI AL RECORD TO: ;P«.IC:"Í ¡...Î "';/7 0 c DATE -..lULl q (0 / PROJECT NO.: --- - ~ PROJECT NAME: Q?p(t ,<I;:'/JQ - ATTENTION: K.J nc... 11t'>1~"'(07 LOCATION: r/,-"tV, 0 ( ( H·) 1 P.' l,._.~' «. ,¡.) TOTAL NUMBER OF SHEETS INCLUDING COVER D BY FAX: ~ BY HAND:U BY COURIER: , BY MAIL: D NO. OF CODE PAGES DESCRIPTION / C1-( l' ~ Ñ!).(' ,£. l)û~v. r1. Et..J1 S- A. S ,'I", <-" \ \J" D . /'<- MESSAGE: 1\-\"'...."''''' ö..\(c..l IÅÑr"...·í......:¡ Po' < ,I).,""'¡>."D ,,¡::. 'a~ DON ) í><-""o SoMt;; '> L",r- "Í 11~ ~~ 1-t-~,\. IÜ' Q.V~' . 'f, r~ ~ - S I-\OVL~"" p,,, F\ ç v.~-.....<2-": ,,\ ~ \~'-: ~c:::..v.'- -r~ Q .. Gracevíew Enterprises Inc. CODE D: FOR APPROVAL LEN VP,NO;;::r.?, v..>E:C-''<.C>. L~ú Cl.J..y-j A: REVIEWED E: FOR YOUR AÇI! peR B: REVIEWED AS MODIFIE;D Cf: ÞðH YOUR INFORMATION C: REVISE AND RESUBMIT G: AS REQUESTED JUL-2:j-;2001 14:02 SPRIET RSSOCIRTES 51'01433'01351 P ~ 05/[37 - K&L Construction (ONTARIO) LTD. DELIVERED GENERAL CONTRACTORS CONTRACT MANAGERS July 6,2001 Spriet Associates 155 York Street London, Ontario N6A 1AS Attention: Kevin McIlmurray P.Eng., OAA Dear Mr. McIlmurray: RE: MUNICIPALITY OF CENTRAL ELGIN OFFICE RENOVATIONS CONSTRUCTION TENDERS Thank you very much for the invitation to tender for the above project. Unfortunately too many of our office staff will be on holidays for us to properly participate in this tender. Attached are the tender documents for this project. Thank you again. Yours trUly, K & L CONSTRUCTION (ONTARIO) LTD. Dale Boost, C.E.T., President DB/lp Attachments 1700 HYDE PARK. RD., PHONE: (519) 472-7164 LONDON, ONTARIO N6H 5L7 FAX: (519) 472-9877 P.06/07 519433935 SPRIET RSSOCIRTES 14:02 JUL-23-Q001 General Contractors --, , ' ,·,{\\~;Ol /.., , . '- 'l ' ~,;:.~ E I. GIN';::::: ( ',. --' .. '" t;iT."19'~ ,.' . . .' 775-2545 Ron Van.:la.nten Phon.iFax: (519) NoL 2HO Ontario arla, I Box 40, 18.20 July OAA Kevin J. MJlmurray, P.Eng Sprìet Asso iates, 155 York S 'eel, London, On N6A lA8 Ice Renovations Dear Kevin: c R.e: will not be submitting a quote for the above noted project. and look forward tCl tender on this project ould like to thank. you for the opportunity future tenders. Please be However, I to quoting 0 u Properties Inc. Yours truly, Norfolk EI P.01 - Ðevefoping t/í.e !future.' qR% d~:'{h "'!F"e.no'll/1i;ing tk Pa.rt é;jq h:'{ 09:4 JUL-18-20Øl JUL-2;¡~200 14:02 SPRIET ASSOCIATES 5194339351 P.07/07 11 - ~ GENERAL CONTRACTORS ~ 63 Gaylord Road, P.O. Box 511, Phone (519) 633·2670 5t. Thomas, Ontario N5P 3V6 Fax (519) 631-9154 July 11, 2001 Spriet Associates 155 York Street London, ON N6A 1 A8 Attention: Mr. Kevin Mcllmurray, P. Eno" O.AA Re: The MuniclDalitv of Central Elain. Office Renovations Dear Kevin: Due to previous commitments and work load at this time. we regret that we are unable to tender on the above project. Thank you for the opportunity to quote on this project. Please convey this to Lloyd Perrin and hope that our firm will be considered on future projects . ) r¡~ Gary McLeoa Project Manager GM/cb TOTAL P.07 2001 24th CORRESPONDENCE-Ju Honourable Brad Clark, Ministry of Transportation, with a copy of correspondence concerning the removal of railway ties. (ATTACHED) Items for Information - (Consent 1 John King, Assistant Deputy Minister, Ministry of Health and Long-Term Care, announcing appointments for Gail Ure and Jenny Rajaballey of the Ministry of Health. (ATTACHED) 2. Jack Layton, President, Federation of Canadian Municipalities, with a message from the newly elected President. (ATTACHED) 3. Steve Peters, M.P.P., Elgin-Middlesex-London, ,Critic for Agriculture, with a News Release concerning the Farm Implements Act. (ATTACHED) 4. AMO Member Communication ALERT: 1) Province Introduces Nutrient Management Legislation; 2) Proposed Amendments to AMO By-Law No.1; 3) "Waste Diversion Act, 2001"; 4) "Proceeding with Municipal Gas Franchise Agreements"; 5) Small Water Works Regulation Releases; 6) Pesticides - Summary of Supreme Court Decision. 5. Ministry of Municipal Affairs and Housing, News Release Com'munique, concerning the "New Initiatives Put Ontario On Road To Smart Growth". (ATTACHED) 6. Honourable Brian Coburn, Minister of Agriculture, Food and Rural Affairs, with correspondence announcing the introduction of the Government of Ontario's proposed Nutrient Management legislation to the Legislature on June 13, 2001 (ATTACHED) 7. Brian Klunder, Special Assistant - Ontario, Minister of Transport, concerning Council's support of the City of Cornwall's resolution respecting funding for municipal road improvements. (ATTACHED) 8 Honourable David Young, Attorney General, Minister Responsible for Native Affairs, concerning Council's support for the County of Renfrew's resolution ragarding an exemption from the payment of court filing and enforcement fees related to defaulted Provincial Offences Act fines. (ATTACHED) 9. Councillor Paul Faulds thanking Council and Staff for the flowers he received while in hospital. (ATTACHED) 10. Honourable Chris Hodgson, Minister of Municipal Affairs and Housing, providing additional information about an amendment to the Municipal Act. (ATTACHED) 11 resolution adopting maintenance wiiha Phyllis Ketchabaw, Clerk, Town of Aylmer; agreement. (ATTACHED) 72 12 -2 Honourable David Turnbull, Ministry of the Solicitor General, responding to the issue on costs associated with court security and prisoner transportation. (ATTACHED) 13. 14. Honourable Tony Clement, Ministry of Health and Long-Term Care, responding to letters from Steve Peters RE: 1) Tobacco agriculture and the regional economy, 2) The St. Thomas-Elgin Patient Shuttle (STEPS) project. (ATTACHED) Ontario Sewer and Watermain Construction Association News Release regarding lowest bid contractor achieving settlement with Thunder Bay. (ATTACHED) 15. tax James M. Flaherty, Minister of Finance, regarding allocating a portion of fuel revenues to municipalities for dedicated road infrastructure maintenance. (ATTACHED) 16. (ATTACHED) Dennis Merrall, Director, Transportation and Emergency Services, County of Middlesex, re: Submittal of Proposed Terms of Reference Green Lane Landfi Optimization Environmental Assessment. Report From The H June 2001 M.P Gar Knutson 17 18. Donna Waugh, Clerk, County of Wellington. offering reserved rooms at the Royal York Hotel for the AMO Conference. 73 19. rii ~ED~ Ontaroo Bureau du minlstre Edifice Ferguson, 36 étage 77, rue Wellesley ouest Toronto (Ontario) M7A 1Z8 (416) 327-9200 www.mto.gov.on.ca Minlstère des Transports Ministry of Transportation the Minister 3rd Floor West Office of Ferguson Blöck, 77 Wellesley 51. Toronto, Ontario M7A 1Z8 (418) 327-9200 www.mto.gov.on.ca JUN 26 2001 aG¡¡~ or'%:!~'lIr'F-' '),J~;,,~i 't, ",~". ",,,.ð June 20,2001 Mr. Steve Peters, MPP Elgin-Middlesex-London 542 Talbot Street St. Thomas, Ontario N5P lC4 Dear Steve: Thank you for your letter on behalf ofthe County of Elgin, and for forwarding me a copy of their resolution about the removal of used railway ties. I welcome the opportunity to respond. As CN Rail is a federally regulated railway, the County of Elgin has taken the appropriate action in writing to Mr. Tellier, President and CEO, Canadian National Railway, as well as providing copies to the Canadian Transportation Agency and Transport Canada. I am hopeful that the County's concern will be resolved in a timely manner. Thank you again for bringing the County's concerns to my attention. Yours sincerely, ¡/wlJ. Brad~ Minister Railway Canadian National 74 County of Elgin Paul Tellier, President, cc P.01/0 t-'.I!.1¿""!ð¿ AM FR MOH-LTC SW REGION19 675 7639 TO 9633766 4¿ r~ M1N¡~I~Y Ur H~H~IH 4lb ~l4 ~~l4 IU ~l~l~~(~~~~~ 1: 51 <Jl l'( JUN 26 2001 JUN 26 ® Ontario Ministere de la Santé et des Soins de longue durée Ministry of Health and Lons-Term Care Sous·mlnlstnl adjoint Progrõ1mmcs de,:, soins do- sant6 édifice Hepburn, 5e 'tage Queen"s Pork TorontQ (ON) MTA 1R3 Assistant ~PIì1Y Mlnls..r Health CnrQ Programs 5th Flocr, Hepburn Block Quesn's Park Toronto ON M7A 1R3 T6Itp~on. (416) 327-2414 Tél,;copleur (416) 314-59,14 Telephon.: (416) 3274414 Facsimile: (416) 314-5914 June 20, 2001 Date Regional Office Stakeholders Southwest Memorandum To: John King, Assistant Deputy Minister Office Southwest Regional FTom: Re: Gail Ure will begin in her new role as executive director in the Health Care Programs Division effective JUly 3, 2001. Gail has done an invaluable job in establishing the regional office in Southwestern Ontario and building strong partner relationships with mirústry stakeholders. I want to take this opportUnity to thank Gail for her leadership and welcome her to the corporate office. I am pleased to announce that Jenny Rajaballey, the director of the operational support branch, will be acting director of the Southwest regional office effective August 1,2001. Jel1IlY has been with the mirúslry for a number of years and is weIl known to the stakeholders in the field. For the interim month of July, the regional manag8Ts will rotate as acting regional director. We welcome both Gail and Jenny to their new roles ** and ask that you provide your usual support. PAGE.0 TOTAL ** 7€JJ Federation of Canadian Municipalities Councillur J;I.& uyton 'Iilronw. Onu.ria Presidwt Président Aldetloan John Sdunal Calgary, Alberta Jlj"!¡tVir.ePre,~idellt Premier víC('...p(é.~idC'nt Mltire Yves Ducharme HulJ{Qltébcc} Second Vice Prt";idem Dell..'tÍème v¡œ..;r,résid~1 Mavor Ann MacLean Ne':" GI:ugow. NoV'~ Scoti;¡ Third Vke; Ptesidenr l¡'oL~iènt viawprésJdenre Councillor jO&.11Iu: Monaghan 1{jtim:!t, British Columbia VaRtPrcsident Pn~~idl'nte sUltnllte James VI. Knight Chltf.E.xecuti\'eOffiœr Ch~f de: In direction Fédération canadienne des munidpalités June 22. 2001 Members of Council and Senior Staff Please Distribute to on FCM's100th anniversary convention in Banff was truly informative and historic. We as municipal leaders must now work together to ensure that municipal govemment assumes its rightful place as the first order of govemment in Canada. The energy and spirit I witnessed in Banff must be hamessed to advance our common cause. Elected FCM President Jack La Messaae from Newl I've worked with FCM staff to prepare for you and your Council a brief summary of the topics covered at the conference and some of the achievements we realized in Banff. There are action items that your Council may wish to consider. The document may also be distributed to officials in your municipality and other community stakeholders Be sure to read JulylAugust Forum for a more comprehensive report. www.J.cm.<::I. Eo..1nQmk and Soci~1 Pølicy Po¡ri'lues éamcu"!Ilques et sociales i:!iI (613) 244.2250 þolicy@tem.ca 5P.1 24 rut! ChuenCf: Street Ou.¡¡wa, Ontario KIN 'fI' (613) 241-5221 i:!iI (613)241-7440 fcdcra.ti{ln@fcn~.~a Web sitc/dw weh : Sll~t.1inable Conlmuniries and Environmt:ntal llalic:y Cl)ll~cdvi[è viable.~ er: politiquo=s ell\'ho[ll1~rnellt'al~: i:!iI (613)244-1515 communities@£mt.CiI. Corpurate Devdopml'llt Dévelop~ment corporatìf i:!iI (6131241.2126 I:orpor.tœ@fcm,t:a. fm~matloJ}al Centre fo; Municipal lk.Japmer l..t'ntrc: inrcl'm1uonal POUf Ie dévell\ppem(:1U mUllklpal i:!iI (6BI1.41.7117 interJja.t1ol1al@.f.'tM.cà Next year's conference in Hamilton will once again build on our past achievements and put forth new initiatives that wili increase municipal capacities. In October you will receive a flyer which outlines how to obtain your 2002 FCM Conference Program and Registration Package. Please ensure that you complete it. Your participation in Hamilton is crucial. If we are to succeed we must be united and strong Finally, look forward to serving you as FCM President. The task ahead is both daunting and exciting. I am comforted, however, by the strength of our organization, the wisdom and vision of our Board of Directors and the professionalism and skill of our staff. hope we will have the chance to meet during the year to come. me directly at (416) 392-4060 to discuss your ideas andlor the concems of your community. I Contact Keep well and take care J", "'ytn~ FCM President t) Étwncé de mission La ¡'lfdkatÙm MIIIIl¡"01ni" ,1..s Tmmíâþn}}th (fOvO ~Jt la ~'ilix l'(atÍtmmc tkJ' grml!cmmlL?1ts 11fu'fIiûp<1tJX do/J/li¡ 1!}O1. It;. FCM e# l'lJI$CIf (ì atrd!icol1:7' fa '[lJaliti de ,'ft! d<lfIJ Mute,- lei ~·(lIIrt.·tl:vítés en fiwrrriftlnt del ,'l!JJtvtrJjCII~"l$ mfmicipil.:I."t; filrts, ejjiau:a rt rrspomablel>'. 76 MissionStõ1.tement 1 'hI! FukmtírJU 4 Gm,ulWi Mf#udpaNti,"s (FCM) hns bl!I!1J tfJ(! tIf1tioltal V/lit't IIfmtJ,I(k;f¡aI.'{ol!eT1JTflt'fltJ iim:" ¡3OJ, ¡:CM is d£dimt~d tQ imp/"(}Jirlg tllr r¡uaNty oJNê Î1 all w17/ff/uniti(,$I1' prrm/lltÙ~ smm,~ effcr.'tit't: fllJfl"fco/ttobl,' WItmeimll Kowrnment. · Federation of Canadian Municipalities (FCM) Conference in Banff, Alb erta Annual 2001 Highlights of FCM's and Municipal EXpOTM Water was high on the agenda as a key infrastructure and public policy question. Delegates called for mandatory national drinking water quality standards. The federal government was urged to provide mun cipal governments with the necessary financial resources to achieve this, espedally for small, rura and remote communities. 3· More than 2,600 participated. It was FCM's 100~ anniversary and the largest, most significant gathering of municipal leaders in Canadian history. Several Cabinet Ministers and Leaders of Opposition Parties met with delegates. The need for significant change in the way the federal government partners with municipalities emerged. Urgent community needs are not being addressed and Canada's quality oflife is threatened. 4· Urban issues were also featured. A newly released report from FCM entitled, Early Warning: Will Canadian Cities Compete?, WaS tabled and endorsed (see www.fcm.ca). It examines the legislative straightjacket in which Canadian municipalities are forced to oper- ate. U.S and European counterparts are faring better. Municipal officials are encouraged to attend FCM's Notionol Symposium: Communitie5 in an Urban Century, Toronto, October 19-20, 2001. Enhanced pow- ers, new revenue sources and the competitiveness of Canadian municipalities will be explored. Plea5e com- pl.t. the fax-back form sent to your municipality. Through feedback from delegates, FeM established pri orities for 2001·2002. The Resolutions Session was so popular that not all resolutions could be processed. With a doubling of FCM's membership in the past two years, the number of resolutions surged. Add to this the record number of attendees and it is clear more time or a new format for this popular session is needed The trade show offered an unprecedented range of leading-edge municipal products and services. Business symposiums were chock full with information and fea- tured lively debates on a broad range of pressing topics. Delegates returned with new tools to put to use in their communities. Facts and Figures Membership: FCM represents ments across nation's more than 1,000 municipal govern- Canada, comprising 80 per cent of the Recognition: In recognition of the growing importance of municipal government, the Globe and Mail recently reported on FCM's 100 years of achievement. FeM is redefining the relationship between municipalities and the federal gov- ernment. Municipal governments must take their place as an order of government in Canada, treated with respect and as a partner. population Action Items FCM was granted leave by the Federal Court of Appeal to appeal the CRTC decision limiting the rights of municipalities to charge telecommunications compa- nies the full cost of using public road allowances. All municipal governments will be asked to contribute to the court costs of the appeal, which will be substan- tial. A successful outcome could mean additional rev- enues for municipalities. Information will be mailed shortly. 2. A new push to expand the current FCM-inspired $2.6-billion infrastructure program emerged at the conference. FCM is demanding that it be made permanent. The eariier program (1994"98) stimulated $8 billion in community investment across Canada. 1. ..12 Mission Statement Tht! FedmuÙm ojCmaditm Municip.liitifJ fPCM) has hten the uatlrmaL 1J(Jiæ (,If mUnicipal governments ¡¡flce 1901. ¡.r:M IS dtditatw. In im¡UTmi1t-g the (flt£lJj~y ({lift in ,d/ communitin by promoting JJlV1¡g, rffative and accoimtable 1JJufJiâpal grJVt:rnmefJI. 77 Federation of Canadian Municipalities 24 C1õlrence Street Ottawa, Omal'io KIN SP3 Tckphollc: (6B) 241-5221 F= (6B) 241-7440 £..maiJ: federatioI1@ocm.ca Web site: wwwJbn.ca Sample Resolutions Adopted in Banff: That the federal and provincial governments work together to develop national mandatory drinking water $tandards and ensure the financial capacity to deliver infrastructure enhancements to the water systems of the country; Order of Government: Past President Joanne Monaghan and FCM President Jack Layton met with the Honourable Stephane Diôh, Minister of Intergovernmental Affairs, on the signing of a Memorandum a! Undemanding with FCM that would guarantee municipal governments would be consulted (through FCM) prior to the introduction of any new federal policies, regulations and laws that could affect them That the federal government remove all forms of federal taxes on farm fuels as this wouid equally benefit all aspects ofthe agricultural community; That the federal government develop a national strategy to deal with organized crime; That the use of municipal vehicles by municipal employees who are on call not be treated as a taxable benefit; Municipal Funding Sources: In Europe, 31 per cent of the funding received by muni cipalities comes from other orders of government; in the United States the figure is 27 per cent. In Canada, only 18% of municipal funding comes from other orders of government. As a result, Canadian municipalities rely heavily on property taxes (50 per cent) for their revenues in the U.S. the figure is only 21 per cent. That the purchase of electricity, natural gas and heating oil be exempted from GST: That the federal government require port corporations to make payments in lieu oftaxe$ equivalent to property taxes; . and the federal government service into northern and remote ¡ties; That both VIA Rai improve passenger Canadian commun Alternative Financial Powers: FCM is demanding that growth-based taxation revenue be available to municipal governments, as in the U.S. This includes the sharing of $ales and income tax revenues or direct taxes administered locally. Direct tax incentives for the private sector (tax-exempt municipal bonds) to increase local investment and permanent national lending programs for infrastructure are also being considered. That the federal government work to attain free trade with the United States in softwood lumber products; That municipal governments be consulted and held harmless in International trade negotiations. Green Municipal Funds has been allocated $125 million to stimulate investment in innovative municipal infrastructure pro- jects and environmental practices in Canadian communi ties. Grants and loans are avaiiable (see www.fcm.ca). In Banff it wa$ announced that $3-6 million will be dis- bursed to 48 municipalities for innovative projects. FCM FeM For a complete list of resolutions adopted in Banff visit www.fcm.ca , AJEederation'QR" q~ì¡i~i~_Î'~i:~IÎI~¢s ~w~~;r'~ ......"" "'w...,..,,., ,.. '" :'1\1 "h'>::;::~ ..~~::::::,:':::_:,,:::~.. ,:.:::::::::::.." ., .::'::.:...::." :Jl.. :':' ,,,.. ...." ,.:::,,<,.: . ".'.','.'.",.' " ,,,..',.," .'....'... ..... .~-::,:,:::....,..'... Fédérati~~ ð~.I~Ð11e des m~~~iilff~~ Housing and Homelessness: Through FCM's efforts, the Government of Canada has promised to initiate an affordable rental housing pro- gram ($753 million has already been allocated to fight homelessness). FCM's objective is an affordable rental housing program that does not require provindal cost shari ng a nd approval. Crime Prevention: The Honourable Anne McClellan, Minister of Justice, announced a new $2-million program to develop com· munity based solutions to increase youth safety. Federal funding is also availabie for pilot projects that reduce drug use. 78 06/21/2001 14:37 416-325-3968 DAVID CAPLAN M.P.P PAGE 01/01 STEVE PETERS, Þ.P. ELGIN -MIDDLESEX-LONDON CRITIC FOR AGRICULTURE nL/SERAL www.omario!ibetal.c:om June 21, 2001 For immediate release Farm Implements Act will benefit Rural Ontario - Peters QUEEN'S PARK - A Government Bill aimed at giving small farm dealers the right to sell machinery from any distributor has the support of the Provincial Liberals' Critic :for Agricul1Ure., Elgin-Middlesex-London M.P.P. Steve Perers said Bill 76 - the Fann Implements Amendment Act tabled by Haldimand-Norfolk-Brant M.P.P. Toby Barrett -would help ensure the economic survival of small dealers, distributors and manufacturers, along with. the rural communities where they are locared. "Allowing these farm deaJers to sell farm machinery from any distributor or manufactUre!' Ìs esscntJal for the rural scctor," Peters said inth.e Legislative House today. "It is essential small distributors and manufacturers comprising what is known as the shortline implement industry are free from restrictive policies currently enforced by large roanufacturers. "This shortline sector generates about $240-million annually in rural Ontario and relies about 80 per cent on these dealers for distribution of their products. Over the years small manufacturers have proven to be the innovators within the fann machinery industry. Large manufacturers should not bc allowed to prevent them from sclli.n,g other products because !his singl¢-'Pfoduct concept is stiflin¡¡ competition and hanning fanners in general. 1\ Pèters said similar legjslation has proven to be successful in the United Stmes, Manitoba, Saskntchewan and Prince Edward Is)and and is being developed in Alberta, Nova Scotia and New Brnn.9wick. "Smaller tractor companies have provided fannors with simpler and less expensive alrematíves than those offered by larger fJ!J!\s," h" said. "If this Bill is enacted, :faImers will have a wider selection to choose from within !heir own cornmllllities. It's good Legislation that has the support of agricultural organizations like the Ontario Federation of Agrioulture, the Christian Farmers Federation ofOnrario and the National Fanners' Union. "I support Mr. Barrett's initiative but perhaps he could pass along the word to his Government colleagues about the overall importance of Agriculture to this Province. A recent statement from the Ministry of Economic Development oaning on major industries for their input failed to mention agriculture once. That's a sad ooromentary when the second largest and arguably roost important industry fails to get a single mention." --30--- For further information please call: Steve Peters, M.P.P. Suzanne Van Bommel Elgin-Middlesex-London Executive Assistant (416) 325-7:250 (phoDe) (416) 325-7262 (fax) Ý9 Room 331 . Queen's Park. Main Legislative Building· Queen's Park· Toronto· Ontario· M7A 1A4 Tel: (416) 325-7250· Fax: (416) 325-1262· E-mail: steve-peters-mpp@ontia.ola.org Page 1J1J2 01/02 P CLERK-Elgin Co 6191 416 97 1 519 633 7661 FAX NO, ASSOCIATION OF?-> AMO PM EST 3 19:25 rUE 04 1J6/19/1J1 22 JUN-19-0 Association of Municipalities of Ontario Â~. 393 Univ6rs~y Avenue, Suite 1701 Toronlo, ON MSG 18; (416) 971·9656· tax: (416) 971-6191 emal1: amo@.3mo.municom.com Tel ert To the attention of the CAO, Clerk or Head of Counci For Immediate Action AI 01/017 PROVINCE INTRODUCES NUTRIENT MANAGEMENT LEGISLATION Alert June 19, 2001 setting and enforcing provincial responsibility for Issue: Through Bill 81, the Province is assuming standards for land-applied nutrients. Background On June 131h, the Honourable Brian Coburn, the Minister of Agriculture, Food and Rural Affairs, introduced the Nutrient Management Act, 2001. The Bill, if passed, sets out a framework, which will allow the government to develop province-wide standards for the collection, storage, handling, transportation and application of nutrients on agricuituralland through regulations. While the Bill sets out a framework, the details will come from regulations to be drafted over the coming months. AMO has asked that an open consultative process involving the municipal order of government and affected groups be undertaken forthe regulatory phase. AMO staff have attended an initial briefing on the Bill and further discussions will occur. The definition of nutrients under the Bill includes manure, commercial fertilizers, pulp/paper sludge, septßge (untreated septage could be banned within five years), and biosolids from municipal treatment plants. Municipalities will be E~xpected to develop a Nutrient Management Strategy (NMS) for their biosolids. The NMS will have to detail how a municipality plans to dispose of the biosolids (i.e. incineration, land filling or land application). Ifthe biosolids are applied to farmlands. the NMS will have to include the locations and timing oUhe application of the nutrients and be reflected in thefarms' NMPs. AMO staff are looking at these impacts and some of the operational implications. All farms will be required to have Nutrient Management Plans (NMPs) within five years but different requirements will be established for different types and sizes of farms. For example, larger farms may be requìred to have more sophisticated NMPs. develop them sooner, have them reviewed by a third party, and register them on a provincial NMP database, Some standards could be applied to all farms such as restrictions to winter spreading and minimum distance separations between agricultural operations and water bodies. Regulations may also be established for agricultural construction standards, record keeping, minimum distance separation, livestock access to wate, lWays the management of dead livestock, and the training/certification of various persons involved in the management of nutrients. Regulations passed under the proposed Act wili suspend any municipal by- laws which address a similar subject matter. 8Ô n Page ElEI3 CLERK-Elgin Co 1 519 633 7661 ASSOCIATION OF?-> EST 16 1'16/19/1'11 22:21'1 02/02 íslatlon p, 619 416 97 FAX NO. AMO TUE 04:32 PM JUN-19-0 The provincial government will also be responsible for enforcing the new regulatory environment. Additional provincial enforcement officers are expected to enforce the new standards and some provisions in other piecos of legislation like the Environmental Protection Act (EPA). In response to the farm communities' concerns, enforcement officers will have an agricultural background to ensure inspections protect livestock health. Fines ofupto$25,OOO perdaycould be applied under the Bill. This does not include additional fines for violations of other Acts such as the EPA. The Province would also have the authority to require farmers to take corrective action, and recover costs In cases where the government is forced to do the remedial work. The proposed Act allows appeals tothe Environmental Review Tribunal, and in cases of law, the Courts. Mana Province Introduces Nutrient Alert Communication Memb,e,r AMO had requested th.atthe Province not download the responsibility of enforcement tothe municipal sector. The Association is pleased that the Minister accepted our advice. Municipalities may be requested by the Province to collect monies owed to the Crown through municipal liens on property and the Municipal Tax Sales Act. Also, the legislation enables the passing of a regulation for the establishmentoflocal nutrient management advisory committees that could serve a mediation purpose, and assist in the training and education of farmers in nutrient management issues. Some functions (except enforcement) couid also be delivered by other agencies on behalf of the government as {he proposed legislation would give the Province regulatory power to allow for the alternative service delivery of education, certification, training, and NMP reviews/approvals. Action The Bill has received first reading, and will likely be reviewed by a Legislative Committee over the summer, AMO will continue to be involved in the government's consultation process on Bill 81 and the regulations developed under the legislation. Copies of the Bill can be found at WWW.JIPV.o.!J_.qa/OMA.£.I3~ngli$!l/aQoP§Lindex. blmJ Senior www.mun/çom.com. Nicola Crawhal Jeff Fisher, Senior Policy Advisor at (416) 971-9656 ext. 315 or Policy Advisor at (416) 971-9866 ext. 329 This information is availablo through AMO's subscription based MUNICOM network at For more Informalion contact 1 8 (416) 971-9856 problems ca Tranøn\isslon .~;......_- ..-., h__·.._~~. ~l",..~ \1\1"1.1<1. """(1'0.1 ..IN"'" ._-~ .-.--...-............ Page ElEI2 01/03 p, CLERH-Elgin Co 619 416 97 1 519 633 7661 FAX NO, ASSOCIATIon OF?-) AMO 4 PM EST; El7/El4/El1 22:El9:22 WED 04 JUL-04-0 Association of Municipalities of Ontario Â\b1- M3 Un.iversity AvonU6, SullO 1101 Toronto. ON MSG 166 (416) 971-9656' lax: (416) 971-6191 em.,¡I: 8mo@í:l.mo,munlcom,coM T.1 For Your 6nformation _......-.._..--,~.,..-_...,~_.... "" 3 Pages VIA FAX . To the attention of the Clerk and Council. Please ensure that copies of this are distributed Members of Council July 4, 2001 Date: to all Immediate Attention For At ils meeting of June 22no, 2001, the AMO Board of Directors considered and endorsed amendments to AMO By-law NO.1 put forward by the Rural Ontario Municipal Association (ROMA) Executive Committee. The amendments would enable those staff officials who are elected to the AMO Board to vote on all issues and to vote during elections of the AMO Board. As well, inconsistencies in the By-law related to this change would be removed. In order to give effect to the proposed changes, amendments to AMO By-law No.1 will be considered at the Opening General Session of the 2001 AMO Annual Conference on Monday, August 2011" 2001, to be considered. Ann Mulvale, President, AMO Þalrick Moyle, Executive Director Sharad Kerur, Director, Corporale Services 82 .....- the amendments information please contacl Attached are For further Page ElEI3 02/03 P 1 519 633 7661 CLERH-Elgin CO FAX NO. 416 97 6191 PROPOSED AMENDMENTS to AMO BY-LAW NO.1 El7/El4/El1 22:El9:59 EST ASSOCIATION OF?-> JUL-04-01 WED 04: 14 PM AMO ~~ lion of Mw,k July 4, 2001 read Voting Delegate" be mnended to t¡~t the definition of ) 11\ORI15: delegate' "voting or standing, at a municipality in good is mcmber ora an elected onicìal a) mcelmg of attendanco in who Board ofD¡reclors m~l\1ber of the ,) b) the Corporation as a meeting with day of such bas registered the first and Corporation l11el\1b~rs of the delegate on or before b 0 deleted voting Section 8.3 of By-law No thaI 2) Rationale: Delegate" rcads: e/inition of "Voting d The existing \. iciµality who elected o.fJicial member 10 ta vote at (/ meefing ofmembC'rs. 112/./1'1 ora all meany "vo/lng delegate' with Part accordallca 7 en/Wed electad o.flicial ofa Membel' MUllicipality which Corpora/ion i., eligible 10 attend allY mee/illg of/he An eligible individual become$ Hach roads: /(}/Ing Delegate.'. Section 8.3 8.3 an(1 /he sin /lembers of the Corporalio¡: a ddeg4te provided good s/al7<l/nr. with <II' CI voting delegate, in has meeting and the altel7<hll1ce al i,1 .¡he he or VQting or beforc Ihejìrst day of 01 as CI voting dclegat~ thc Corpora/io registered wit/: 1//(.' fN(j¡J'tj¡¡g. .-" .__....~-,_. ...._" 8j - 87/84/81 22:18:37 EST ASSOCIATiOn OF?-) 1 519 &33 7&&1 CLERK-Elgin Co Page 884 JUL-04-01 WED 04: 15 PN ANO F AX NO. 416 971 6191 P. 03/03 ·2- Each voting delegate IIHlst seleClthe callcus in which he or ~'he wf/i participatefoJ' the pwpose,I' oftl/O /IIcG/ing. The selection 'ita caucus by a voting delegate must conjimn wit/¡ the guldellnesfor the c(mcus sclec'tion e,'taúUS/led by the boarel of dirc¡;fm·.I'!or thi.\' purpose. liac/¡ voting delegate ..hall be en tilled to vOlefor rhe eleclion of the P/'esident and the SecreralJ,-TreasLwe/" each of which ofJìcc/'s shall also se/'ve a:,' a r/irlwror, ant/shall also be entitled to votefor the election of the directors of the Corporation rep/'eseming the caucus selected by the voting delegate. The di/'cclors deCled by the voting delegates II? a particular caucus constitute the CWICUS. At present, tho By-law PW1\its the olcction of certain directors to the Board of AMO who arc employee, ora member municipality but prevonls lhese sameposítion' from voting on any ISStlCS addresser! by meetings oftbe members oflhe Association including tho election ofposilion, to the AMO Bonn!. Section 8.3 oflhe By-law, which also defines "voting delegate", provides a definition that is not eon~i,tent wi!h \hal found in Detinition. Section. Furthermore, ScctÏ<m 8.3 stales a procedure for the conduct of e\Qelion~ that runs eonlralY to Section 10.12 which provide~ that "the (AMO) Hxeculive Committee ,¡herll prescribe the manlier afholding elecr/onl', iYlcludingforl1l~' to be used, the /IIethod of voting am/sitch rulc.I' {",d procedure., pertaining thereto so ".I 10 enhance the fair am/ proper çrmducl of eleçrioIlJ". The second paragraph of Scctlon 8.3 is already I'cf1ec,ted in AMO's ::.Quic!i¡[ines fOf.,.lhe ~!!Jeç¡i(W..,ora Se,.clion Caucn~ /¡v a Volin£' J)dwate". Bm/oneil by the AMO lJoard of Directors 84 Page ElEI2 p, 01 Association 01 Municìpalilies of Onta ri 0 CLERK-Elgin Co 16 971 6191 £~- 4 1 519 fJ33 7fJfJ1 FAX NO. ASSOCIATION OF?-) AMO THU 04:34 PM EST El7I~15/El1 22: El7 : 38 JUL-05-0 For Your 6nformati 393 UniversIty AVtlnue, =:ulte 1701 Toronto. ON M50 1 EO (416) 971·9936' fax: (41E1) 971,,6191 0"1:'1011: emo@amo,munh:::on"e.om Tol on To the attention of the Clerk and Council. Please ensure that copies of this are distributed to all Members of Council 01/025 FYI July 5, 2001 Session of the Ontario Legislature Comes to an End with Introduction of Waste Diversion Act, 2001 mmediate Attention 37th For The Waste Diversion Actwas the last piece of legislation of relevance to municipalities that was introduced before the Ontario Legislature's summer recess. ISSUE The second half of the 371h session of the Ontario Legislature sat from April 19 - June 28th 2001. It wrapped up last weak for the summer break. The session saw some significant legislation brought forward, including: · Bill 10, the Limitations Act, 2001: 1st reading April 25, 2001 (see below) · Bill 46, the Public Sector Accountability Act: 1 ,I reading May 9, 2001 (see AMO Alert, May 16, 2001) Bill 56, the BrownfieJds Statute Law Amendment Act: 2nd reading June 28, 2001, referred to Standing Committee on General Government (see AMO FYI, May 17, 2001) Bill 58, the Am/)ulance Services Collective BargainingAct: Royal AssentJune 29, 2001 (see AMO press release, May 17, 2001 and AMO Alert, May, 18,2001) Bill 59, the Police Services Amendment Act: Royal Assent, June 29,2001 (see AMO Alert, May '18, 2001) Bill 81, the Nutrient Management Act: 1s1 .reading, June 13, 2001, referred to the Standing Committee on Justice and Social Policy (see AMO Alert, June 19, 2001) Bill 90, the Waste Diversion Act: 1" reading, June 26, 2001, referred to Standing Committee on General Government (see below). BACKGROUND · · PreviousAMO Alerts, FYls, orpress releases may be found on the AMO website at www.municom.com :sbl\p';!(yvwN.m\d.nicg.01,R-om>. Forthose Bills proceeding to Standing Committee, AMOwill be preparing submissions and seeking time to make a presentation. We will share with our members our policy positions throu~h future Alerts · 2001 On June 26th, the Provincial Government introduced Bill gO, Waste Diversion Act, 2001, which creates a cost-sharing mechanism and a dedicated agency (called 'Waste Diversion Ontario') that will promote waste diversion throlJghout tho province. This proposed legislation is in response to work undertaken by trio interim Waste Diversion Organisation, a joint industry-municipal committee that developed recommendations for the Minister of the Environment. , ./2 8~ 90, Waste Diversion Act, Bi · Page 81B p, 02 - Page 2 CLERK-Elgin Co FAX NO. 416 971 6191 37'" Session ot the Ontario Legíslature Comes to an End 1 519 633 7661 ASSOCIATIon OF?-> AMO JUl-05-0 THU 04:34 PM Member Communication - FYI -- -~~. EST 87/85/81 22:8B:26 The newWDO will be an arms-length, not-for-profit corporation. The legislation provides the Minister of the Environment with the authority to require that the WOO develop waste diversion programs for specific waste streams/products. These waste streams will be identified in subsequent regulations. The WOO's recommønded waste diversion programs will require Ministerial approval. The WOO will be led by a Board ofthirteen members, four of whom will be municipal appointees. The WDO will have the authority to create Industry Funding Organisations ((FOs), composed of industry representatives knowledgeable about the specific waste or products for which a program is being developed. In cooperation with the WOO, each IFO will be tasked with developing a waste diversion program for a specific waste/product stream, and will be responsible for setting, collecting and disbursing fees from industry to implement the program, as approved by the Minister. For programs that involve municipal programs, such as Blue and Grey Box collection, the IFOswill also include municipal representation. The legislation specifically requires a 50:50 municipallindustrycost sharing ratio for the operating costs of Blue Box programs. The legislation allows for indust.ry-inltiated waste diversion programs developed outside of the WDO process, Induslrygroups may submit Industry Stewardship Plans to the WOO for review, to ensurethat the proposed independent program would meet or surpass the WOO performance measures for waste diversion of that waste, If a plan is accepted by the WDO, the participat.ing companies become exempt from paying the required fee identified by the WOO or relevant IFO. The Bill can be downloaded from the Ministryofthe Environment's Environmental Bill of Rights website ~JW..?qOV,_QJLçª..:S.http:/twww.ene.,gov.on.ca». It will be posted for a 60-day comment period, ending August 26u" The Bill has also been referred to the Standing Committee on General Government. AMO Senior Policy Advisor Crawhall, Nicola AMO Contact: 2001 Tho Limitations Act, 2001 received first reading on April 25, 2001. The legIslation is nearly identical to Bill 163 that was introduced in December 2000, but fell off the Order Paper when the House was prorogued. The intent of the Bill is to bring better clarityto the issue of liability. It would consolidate the numerous Acts that Impact liability and limitation, into one piece of legislation 10, Limit..tions Act, I B In addition, a two-year limitation period would be imposed in most cases. This means a person would not be able to sue a municipality two years after they fInd out, or should have found out, about an injury, loss or damage they suffered and who caused it. Some of the limitation periods that apply to municipalities are currently less than two years. Forexample, it is 3 months for commencing an a,,'ion relating to the state of repair of municipal roads. The Bill would also establish an ultimate limitation period of 15 years for most claims after which they would be barred, regardless of the stale of knowledge ofthe plaintiff. It should be noted that the Building Regulatory Reform Advisory Group, made up of municipal government and industry stakeholders had recommended that an ultimate limitation period of 10 years apply to the building sector. The above limitation periods would not apply to ".. ,environrnenhJI claims that have no! been discovered," and other special considerations. www.municorn.com. AMO Contact: Jeff Fisher, AMO Senior Policy Advisor AMO's subscription basod MUNICOM notwork at problems, contact: 86 971-9856 (416) available throual Is For transmission information T/!is '116-863-2101 Please Call Mark G. McDonald Administrator/Clerk County of Elgin In Case of Transmission Difficulties Please Deliver To ® Ontario Ministère des Afføires munlcipolt!!ò et du Logement Bureau du Sous-mlnlstre 777 rUB Bay Toronto ON MSG 255 (416) 585·7100 Mlnl.I'Y of Municipal Affairs and Housing Office of the Deputy Minister 777 Bay Street Toronto ON M5G.2ES (416) 585~7100 July 3, 2001 SHOWCASE ONTARIO 2001 September 10-13 2001, Metro Toronto Convention Centre All CAOs, Clerks and Treasurers We would like to bring to your attention an important technology education forum and exhibition, called Showcase Ontario 2001, which will be held September 10-13 anhe Metro Toronto Convention Centre. The conference is an Ontario Public Service (OPS) sponsored initiative designed to demonstrate information and technology solutions to business needs, build relationships and share experiences with colleagues in the Ontario Public Service (OPS) and the Broader Public Sector (municipalities, schoo boards, schools, colleges and universities, hospitals and other publicly funded organizations). To is: e-government Continuing the Transformation Becoming a World Leader in Delivering Government Services Electronically. The theme of this year's event 11 is a theme that has never been more important to us as service delivery providers to the pUblic of Ontario. Showcase Ontario also includes an opportunity to ceiebrate the many accomplishments of our technology community with the second annual Awards of Excellence. Ontario's information and information technology executives have all solidly endorsed the Showcase Ontario initiative and are actively encouraging their technology and program partners to attend the event. in addition, the important role of the Broader Public Sector in delivering services has been underscored by this sector's inclusion in every aspect of Showcase Ontario. The eXhibition and education portion of Showcase Ontario is expected to attract up to 5,000 attendees .- OPS, Broader Public Sector and private sector. /2 Sf 1292(07195) 2 AII",Glerk:.-l"Ie_as_ur'er's However, we will need your support to ensure good representation by the municipal community at Showcase Ontario. We are confident that municipal politicians and administrators will benefit from the opportunity to interact with colleagues in an atmosphere where the best public and private sector expertise and experience can be shared, creative solutions to common problems discussed and essential skills developed and honed. We would therefore encourage you and your colleagues to register for this event and to submit nominations for the awards program. This is an excellent opportunity to showcase the best of our municipal technology projects and we know that we have many excellent projects and programs worthy of recognition. We hope we can look forward to your support in promoting this initiative to the municipal community thereby allowing us to continue our mission of "Delivering Service Excellence" to all Ontario citizens. For more information about Showcase Ontario, please visit our website at htto://www$bowcas_eÞotarLo_.cÞm BB Yours truly W. Michael Fenn Deputy Minister Page ElEI2 o P CLERK-Elgin Co 619 416 97 1 519 &33 7&&1 FAX NO. ASSOCIATION OF?-> AMO TUE 03:03 PM EST 19:39 El7/1E1/El1 22 JUL-l0-0 Association of Municipalities of Ontario ~lt1. 393 Unlvors~y Avonue, suno1701 "oronto, ON MSG 1E6 (416) 971-9856' fax: (416) 971-6191 emaiJ: amo@amo,muniçom.com July 10, 2001 Alert· 01/01 B rei ert To the attention of the CAO. Clerk or Head of Counc For Immediate Action AI PROCEEDING WITH MUNICIPAL GAS FRANCHISE AGREEMENTS temporary extensions requesting additiona Gas Companies ssuc Background Some members advise that gas companies arc requesting extensions to existing agreements. Municipalities are unclear as to why such requests are being made of them given the decision of the Ontario Energy Board, including its Supplementary Report of April, 2001. As members were previously advised, the OEB's decision in January to allow permit fee bylaws was negated by a regulation made by Minister Hodgson. AMO took strong exception to that regulation and advised the OEB that it should not go bacl< to the 1987 wording that prohibited permit fees. AMO's legal council, AndrewWright, Siskinds, Comarty,lveyand Dowler LLP (London)wrote the OEB on ourbehalf pointing out why it should not go back to this prohibitive wording. A copy of that letter is attached. The OEB agreed, However, it amended Pafagraph 13 of the 2000 Model Franchise Agreement decision to read, "The Agreement is subject to the provisions of all regulating statutes and all municipal by-laws of general application, except by-laws which have the effect of amending this Agreement." The OEB, in its Supplementary Report noted: "While the Panel believes that there is no legal need to change the 2000 Model Franchise Agreement, the Panel is of the view that changes to the 2000 Model Franchise Agreement are preferable for a number of reasons The 2000 Model Franchise Agreement may be misleading, because it makes reference to permit fees that the municipality Is not presently legally entitled to charge Deleting reference to fees does not affect a municipality's legal ability to validly pass a by-law to charge such fees, if, in the future the legislation is changed to allow municipalities to charge permit fees, the proposed amendments to the 2000 Model Franchise Agreement would not prevent the municipality from charging such fees. /2 89 Page BIB CLERK-Elgin Co 1 519 &33 7&&1 ASSOCIATION OF?-) EST; B7/1B/B1 22:28:24 02 Alert; 01/018 July 19, 2001 p, 819 418 97 FAX NO, AHO rUE 03:04 PH JUL-IO-O rcoments The OEB Panel also noted that Gas Companies are reluctant to sign the 2000 Model Franchise Agreement with municipalities, because it refers to permit fees. Consequently, there is a backlog of interim franchise orders that must be processed by the Board. In some cases, given the necessary time \0 obtain Council bylaws to do so, the gas companies are requesting new extensions to existing agreements while they work with municipalities to proceed with the 2000 Agreement template, AMO has received assurances from Union Gas thattheywant to proceed with the 2000 amended agreement template. Member Communication Proceeding with Mur¡ic!i!?1 Gas Franchise AI AMO is continuing its work to demonstrate to the government the rationale for permit fee charges and to work towa rd a reversal of the Province's position. The amended Clause 13 of 2000 Model Agreement would not preclude mur1iclpalitìes from recovering "reasonable costs" for issuing permits to gas companies should wo be successful. VisitAMO's websilo, w:ww.munLç.om.çom for supporting material, as well as the revised 2000 Franchise Agreement template. The Gas Company will generally provide a draft resolution and bylaw. Ifthe Gas Company is reluct~mt to proceed with a new agreement, the municipality can proceed to apply to the OEB for the renewal. AMO's website has a sample application form and sample letter as well as contact information for the OEB, For copies of the OEB's decisions, they are available from either AMO's website orthe OEB website, WWW.oeb.gov.on.ca (see Decisions/Reports) Action Municipalities with renewals due or past due are advised to proceed with renewing their franchise agreemenl using the amended Year 2000 Model Agreement. Short-term extensions to the existing agreement may be requested by the Gas Company in order to complete the necessary work (i.e. passing of resolutions and bylaws). continue to work on your AMO appreciates the support of its members on this important issue and wewi behalf to advocate the municipal interests. please advise us so we can monitor the issue. are proceeding with a new agreement, f you www.municom.oom. Relations at (416) 971.9856 ext. 316 T/1;s information is availahle through AMO's subscription based MUNICOM notwork a Vanlni, Director of Polioy and Government 90 problems; (416) 971-9856 Pat more information contact For tmnsmls$ion For B7/1B/B1 22:21:B8 EST ASSOCIATION OF?-) 1 519 &33 7&&1 CLERK-Elgin Co Page BB4 JUL-l0-01 rUE 03:04 PM AMO F AX NO, 416 971 6191 P. 03 Apr-,r-2DOI 03,31pm Fram- T-m P.DDZ/OD! F-112 A SJSK[N DS \ ~ 1 I I... IN I 11\ ¡ I SChUhD.t:woIlliÅMT'f.T\I~'" ¡¡lid o.OWLSQ ¡,+P File No.; 85544/ACW April 27"', 2001 Mr. Floyd Laughren, Chair, Ontario Energy ßeard, ~ô'" Fleer, 2300 Yonge Slreet. Posl Offica Bex 2319. Toronto, ON M4P 1E4 Dear Sir: Re: 2000 Mod.' Fran"hise Allreement (revised) Board File No_: RP-1999-G04II AS you will recall, we appeared as counsel for the Association of Munjcipali~es of Ontario (AMO) in thol3oard's proceeclings leading to the December 29", 2000 Report conceming a Model FranchIse Agreement under Ihe Municipal Franctlises Act. It h~s ceme to our attenúon th'lt, following the March 15~, 2001 promulgation of Onlario Regulation 61101. the panel th.t m~qe the pecemoer Recommendalion Report has reVIsited tho matter of pel111it fees and issued a Supplementary Report on April 11~. 2001 Tl1e gist of the Supplementary R.eport is to eliminate altogether any r"ference 10 permit feas In the model franchise agr~ment The purpose of tnlS letter is to advise that. In the viaw of AMO, the Board nas taken a reasoned approach in Its April 2001 Supplementary Repott IoIAIN: (519) 672·¡121 Clear1Y, the ProvincI;!1 GQvernment has taken carriOige of the question I:II/'IECT, l5,O)ß7¡,,251 1»<1311. ¡;w,,~: i1/1t1rtWJ Wf)oIJl1t@,Hðc.¡nllA C4r11 of permit fees anQ has intervened in the Board's December f~X: (519) 672-0055 Recommendalions. At some point tnis or anotner government may 8M WI. TEmoo S1'Afié r speak differently ¡¡nd AMO is content with the Board's decision nOllO p,o, er,¡¡¡ 2520 exercise juriSd¡CI1l:m under lhe Municipal Franchises Actin a way tMt L(¡NOON. ON. CANADA 14M 3V8 would interfere with any diffe",nt disposition of t/'lese qllð!ltions in Ihe political ferum. In õIddltlon, the BoarQ's approach does nat impinge Wl1H OFFICI'S IN' upon thõlt part of the model franchise agreement rela¡ed ta qUr.Jtion and Toror.to aM t)ruQen renewal procedures and its "re-opener" provisions. The 60111'1:1 ehol/lei also know I/'Iat AMO IS pleased ¡hat the EIol\rd IS ~ a.~II"4&.CQM prepared to re-visit the Model Franchise AgreernMI ae the legal WYIW,fr..nCf?i~"'''\OII.ç¡.¡¡ ~,Cl<h~tjlfl.ca 91 Page EIEIS 04 p HI! CLERK-Elgin Co P. aWan3 416 97 619 N71 1 S19 &33 7&&1 FAX NO, ASSOCIATION OF?-> AMO rUE 03:05 PM 03:31pfO EST From- 67/16/61 22:21:48 JUL-l0-0 Ap,-Z!-20n oCC<lsìon, a process content. tho~gh on another is laMSC<lpe c!1õ1nges from time to time. AMO more open jl) parti.cipatlon 15 recomms,'decj. f yo~ wo~ld provide a m~i1in9 letter. We õlre not sure of the clrr;ula~on which sho~lq be m~de ofthís list we will mak~ such d,s;\nbLltion as the BoarCl may direct. of this cprrespond"(lce, please comm~nlcate Wilh me. ShO~l(j ques~ons or el3boration arise out Yours very ¡rilly. $'''''N~''V y &I>C>'M£R- Per. Andre.... C. Wrigh ACWlfc9 çc: ASSoCIation of Municipalitill$ of Ontario 393 Ut1lVersity Ave(1ue SUIte 17 01, Toro(1to, ON M5G 1E6 ¡_ttention: pal Vaníní ce' Mr. Robert H. Fouldt. HarVan Consulting. 33 Summit Crescent, New Hamburg, ON NOB 2GQ B55+1/ACW P.~. 2 92 Page BBZ 01 P Co 1\1 6191 CLERH-Elg 416 971 1 519 633 7661 FAX NO, ASSOCIATIon OF?-) AMO PM EST THU 05:01 B7/19/B1 ZZ:B7:44 JUL-19-0 Association of Municipalities of Ontario Â~. 393 University Avenue, suaØ 1701 Toronlo, ON M5G 1 EE (416) 971·9856· fax: (416) 971-6191 email: amo@amo.muf"tlcoITt,ccm Tel Head of Counci ert To the attention of the CAO, Clerk or For' AI July 19, 2001 Alert - 011019 mmediate Action mportant and other SMALL WATER WORKS REGULATION RELEASED waterworks regulation for public comment Issue: The Province has released its sma information on drinl<ing water. Background Small water works regulation The Ministry of the Environment (MOE) has released its much anticipated regulation for small waterworks (serving less than five establishments) for a 30-day public comment period. The proposed regulation takes a narrow approach to regulating small waterworks. It only applies to facilities serving 'vulnerable' populations, including schools, nurseries, nursing and retirement homes, and social and health care facilities, The requiremenl<; are similar to those under Regulation 459, forlargerwaterworks. These include mandatory testing and reporting, preparation of em engineer's report, public information, annual reporting, and the posting of w¡¡rning notices In the event of adverse water episodes. Perhaps more significant than what it covers, is what facilities ¡I does not cover. All other small waterworks will remain unregulated, but will receive information from the MOE on how to best to provide clean and safe drinking water, The regulation can be found on the Environmental Bill of Rights websight at http://INww.ene,gov.on.ca/envregistry/016237er.htm. The news release Is at http://www.ene.gov.on.ca/envision.news/071001.htm Technical Clarifications on the Drinking Water Protection Regulation Due to a number of queries from water operators, the MOE has issued technical clarifications on a number afissues related to the Drinking Water Protection Regulation. Regu1alion459 . These include clarifications on: · the requirement for sampling turbidity and chlorine residual in groundwater sources; · the requirement to monitor chlorine residual; · indicators of adverse water quality; · sampling requirements associated with chlorine booster stations and waterworks consisting only of distributi(ln systems; and · the application of the Maximum Acceptable Concentration for turbidity. The technicClI guidelines will be sent to municipalities very soon, but in the meantime, they can be found on the MOE website at bttp:/fY.!YJW.e.llil.gov.on.ca/eo~i9jQnNYjI.1erR.êJ¡[lS900BuI.Qdf ./2 Page BB3 CLERK-Elgin Co 1 519 [,33 7[,[,1 ASSOCIATION OF?-> EST 87/19/81 22:88:31 02 July 19, 2001 PIIge2 P 619 416 97 FAX NO, AMO Membor Communication Sm~1I Wllter Works RlIgulation Re~eased THU 05:02 PM JUL-19-0 Draft Protocol on Boil Water Advisories On June 18'1" the office of the Chief Medical Officer of Health released a Draft Protocol for the Issuance of a Boil Water or Drinking Water Advisory, for60-day public comment. The draft has been sent out to all medical officers of health. While the protocol is intended primarily for health care professionals, it may also be of interest to mlJnicipal officials involved ¡nwater service delivery and public health. The draft protocol can be found 011 the Minsllryof Health website at b!f.Q:jjwww.QoV.o_r).J<.a/MOH/enqlj§)J[Pl¡b/pubhealtblb_oJJW<Jter/boiJJ..laler mn.htrrtl Walkerton Inquiry Update AMO conlinues to parlicipate in the Walkerton Inquiry. As part of Part 2 of the Inquiry, a series of pUblic meetings are underway in Toronto wilh Justice Dennis O'Connor in attendance. AMO is submitting commentÐry and recommendations into this process. These and submissions from other Parties with standing can be found on the Walkerton Inquiry websìte athttp://www.walkertoninquiry.com/part2info/index.html. AMO will also be making its final submission under Part I ofthe Inquiry on August 24th. The final submission will also be posted on the Walkerton Inquirywebsite Session on Drinking Water at upcomIng AMO Conference Given the unpreœndented amount of debate and activity around drinking water delivery since the tragic events in Wall<erton last May, AMO is offering a plenary session at the upcoming annual conference on 'New Drinking Wafer Rules, Rates and Roles: Whattheymesn for your community' . Expert panelists will provide an overview of the dramatic changes In the drinking water landscape of Ontario, including the new provincial rules for large and small waterworks, the impending recommendations from the Walkerton Inquiry, and speculation that m.mdatory full cost recovery and larger 'regional' water utilities may be on the way. What does this all mean foryour municipalìty? Find out what has been happening with drìnkingwater over the last year, what is expected over 1110 next year, and how AMO has been representing your interests throughout. The AMO Annual Conference 2001 is being held in Toronto from August 19-22, 2001, with the plenary water session on Wednesday moming, August 2.2'". Boil Water Action: AMO will be providing comments on both the proposed small waterworks regulation and the draft Advisory Protocol. Members are urged to provide comments on the draft regulation as weill. www.municom.com. 329 Policy Advisor at (416) 971-9856 ext. based MUNICOM network at Senior This information is' availablo through AMO's subscription Nicola Crawhal For mora information contact Page BlH CLERH-Elgin Co 1 519 1)33 71)1)1 ASSOCIATION OF?-> EST 87/19/81 22:89:28 03 P 416 97 £b4_ 91 61 FAX NO, AMO THU 05:02 PM JUL-¡9-0 Association of Munioipalities of Ontario For Your On for mati UnIversIty AvonuCI, SLlIU!I 1101 Toronto, ON M5G 1 sa (416) D11~Ð666 ~ fO~ (416) 971-9101 omal1: pmo@aIYICI.OUJnlcom.com 3.3 Tel on To the attention of/he Clerk and Council. 01/027 FYI July 19, 2001 For Immediate Attention Pesticides - Summary of Supreme Court Decision Quebec By-law on Pesticide Use upheld Facts: On June 28, 2001, the Supreme Court of Canada upheld the Hudson, Quebec by-law banning the use of pesticides on private property for cosmetic purposes. The Court held that the municipality acted within its delegated authority to "secure peace, order, good government, health and general welfare in the territory of the municipality." Ultimately, the Court agreed that the by-law was genuinely aimed at furthering goals such as public health and safety. Hudson Issuè: The Supreme Court explained tllat local governments must address the emerging or changing issues concerning welfare in their community. In this case, the by-law targets problems of land-use and property rights, and addresses neighbourhood concerns -these have always been within the realm of local government ¡;¡ctivily. The Court noted that "Read as a whole, the by-law does not impose a total ban, but permits the use of pesticides in certain situations where that use is not plJrely an aesthetic pursuit. Based on the distinction between essential and non-essentialllses of pesticides, it is reasonable to conclude that the purpose of the Town's by-law is to minimize the use of allegedly harmful pesticides in order to promote public health." The Supreme Court found that the by-law fell within the scope of the Town's powers (as set out in provincial legislalian). The Supreme Court decision said that the Town, faced with a situation Involving health and the environment. acted in the public interest by enacting the by-law in question. Further, the Quebeo Pestic'ides Actwas enacted with the intension of allowing municipalities to enact by-laws of this nature that restrict the Lise of pesticides. In its reasoning, the Courl acknowledged a tri-Ievel regulatory regime. The federal rules control the manufacturing of pesticides, the province license vendors and applicators and municipalities control land-use. The Court lent further support to the municipality stating "... Law making and implementation are often best achieved at a localle\'el of government that is not only effective, but also closest to the citizens affected and thus mOst responsive to their needs, to local distinctiveness, and to population diversity." Also of importance, the decision has provided clear guidance to municipalities as to the legitimate use of powers under general health and welfare provisions to enact by-laws in response to local concerns. Although focused on a Quebec municipality, the decision is reasonably expected to be directly applicable to Ontario municlpalilies, as the wording of the Qu¡¡bec Cifies and Towns Act is very similar to the Ontario Municipi.J1 Act. The provincial government has not made a comment on this decision and its relationship to Ontario's legislative framework. Some Ontario municipalities are considering going ahead with cosmetic-use pesticide bans as a result of the Supreme Court decisìon. The ruling upheld two principles: firstly. three levels of government can regulate the same issue; secondly, courls arc reluctant to interfere with decisions made bya democratically elected government. The ruling also contained statements in support of the municipality's role as the government closest to its citizens and best able to respond to their needs. This information is aval/able through AMO's subscription based MUNICOM network at www.municom.com. For mora Information contact: Nicola Crawhall, AMO Senior Policy Advìsor aI416-971-9856 ex!. 329 Please Call 416-863-2101 ® Ontario The county of Elgin In Case of Transmission Difficulties Please Deliver To News Release , Communiqué Minlstère des Affaires municipales et du Logement Min istry of Munii;!pal Affairs and Housing Immediate Release 28 June 2001 For NEW INITIATIVES PUT ONTARIO ON ROAD TO SMART GROWTH TORONTO - The Ontario govemment is moving forward on its strategy for Smart Growth with plans to invite public input on its land-use policies and to encourage development that meets Smart Growth criteria, Municipal Affairs and Housing Minister Chris Hodgson said today. He announced his plans at a meeting marking the end of the current phase of consultations on Ontario's long-term strategy for promoting and managing gTOwth. "Smart Growth is our strategy for sustaining a strong economy, building strong communities and promoting a healthy environment," Hodgson told members of the Canadian Urban Institute. "Like our proposed brownfields legislation ahd the Oak Ridges Moraine Protection Act, the initiatives I'm announcing today are just the first steps in our govenunent's plan to make our communities more liveable, improve our quality oflife and strengthen Ontario's economic competitiveness" The first initiative is to start consultations on the government's Provincial Policy Statement, which contains the government's land-use policies and is up for its regular five-year review. These meetìngs will take place across the province from the end of July until October. "We want to see how wen our land-use planning policies are working and whether 01" not they need to be revised," Hodgson said. "We want to make sure that what's in the statement is consistent with the goals of Smart Growth." The second initiative is to proceed with the regulation necessary to pilot a new development-permit system in five areas within Hamilton, Toronto, Oakville, Waterloo and the Lake of Bays in Muskoka. This system lets municipalities fast-track development applications while providing better environmental protection. The pilot system combines three processes - zoning, minor variance and site plan control- into one, meaning developers working in the designated areas only hav!, to go through one approval process, not three. It also gives municipalities more power to protect the environment and to allow development that is consistent with Smart Growth principlès to prooeed in areas where they want development to go. "If this pilot is as successflll as we think it will be, other municipalities will be able to use it to enco1JJ:age development that meets Smart G10wth criteria in areas where they think growth should take place," Hodgson said. 93 Page 2 In addition to these announcements, Hodgson, summarized what was said at the recent round of Smart Growth consultations. He also announaed the membership of the external advisory panel created for the O~Rldges Moraine consultations (see today's news release on the subject). -30- and HousÌl1.g Contact: Alexandra Gillespie Mi1ùster's Office Ministry of Municipal Affairs (416) 585-6932 Existe aussi e12français. infonnation, visit www.mah.gov,on.ca and www.smartgrowth.gov.on.ca and see attached backgrounders. 94 For more o ® Ontari Backgrounder Document d'informatio·n Ministère des Affelras municipalas at du Logemant '\"'-~!i: ' Ministry of Municipal Affairs and Housing June 28, 2001 SMART GROWTH: NEXT STEPS On June 28, 2001, at the end of the second phase of the Ontario government's Smart Growth consultation, Municipal Affai1's and Housing Minister Chris Hodgson announced two initiatives the govemment will take to advance its Smart Growth agenda: a review and COllSultations on the province's land use plalln:ing policies and the launch of five new development pennit system pilot projects. and what PROVINCIAL POLICY STATEMENT FIVE-YEAR REvmW AND CONSULTATIONS The government is reviewing its land use plann:iIJg policies and will hold stakeholder consultations public open houses on these policies in the summer and early fall. These policies are contained in is known as the Provincial Policy Statement. This is the ÍÍIst time the province has undertaken a comprehensive review of the Provincial Policy Statement since it came into effect in 1996. The Planning Act requires that the policies in the Provincial Policy Statement be reviewed every five years. Purpose of the review The review of the Provincial Policy Statemel1t will give the government a chmlce to assess how well its land use planning policies are working and whether they Ileed, to be revised. It will also help the government detemline whether its land use policies support Smart Growth objectives of promoting and managing growth in ways that sustain a strong economy, build strong communities and promote a healthy environment. announced to be fonn part of the government's Smart Growth action plan, the review will Results ftom in the fall. The Provincial Policy Statement The Provincial Po1icy Statement sets out c1emi, ovel'all policy directions on matters of provincial interest related to land use planning and development. the Ontario Municipal Board and provincial ministries, 9-', r.: J municipalities, The Planning Act requires that 2 other decision-makers "have regard" to-.the Provillcial Policy Statement when making decisions on land use pl.¡¡,¡;µring matters. This means that decision-makers must consider specific policies in carrying out any pl~g responsibility. It is expected that decision-makers will implement the policies in the context of other planning objectives and local circumstances. The Provincial Policy Statement includes policies to promote cost-effective development and land use patterns which stimulate economic growth and protect the environment to protect resources such as water and agricultw:al1and for their economic use and/or environmental benefits to direct development away from areas where there is a risk to public health or safety, · · or of · property danlage. Consultation on the Provincial Policy Statement An important part of the Provincial Policy Statement review will be the input the province gets fi:om individuals, groups and organizations with an interest Ì111and use planning. The government wants to hear from a broad base of stakeholders and individuals on how the Provincial Policy Statement is working and whether the principles of the Provincial Policy Statement support the government's Smart Growth obj ectives. the Provincial Policy Statement consult on the government wì1l From late July until early October, 2001 in a number of different ways regional meemlgs with representatives from environmental, professional, municipal, development, cultural and other organizations and municipalities will be held in regions across the province. The government will work closely with municipalities to organize these meetings in the south- west, central Ontario, the east, north-east, north-west and Greater Toronto Area. public open-houses will be held in regions across the province. The public and interested groups will also be able to proVide their cornments through the ministry Web site and at stakeholder meetings and conferences. inte¡-qiews with representatives fi:om various groups and municipalities that are affected by the policies ÌlI the Provincial Policy Statement will be conducted. meetings with stakeholders on specific issues that arise during the review that may need clarification or changes in policy. · · · · annoUllced in the next few weeks in the review wìll be 96 locations and how to partioipate Details 011 exact 3 DEVELOPMENT PERMIT SYSTEM PILOT PROJECTS The province has passed a regulation that would allow five municipalities to test a new development permit system. The development permit system is an optional planning tool that would allow municipalities to streamline the planning approvals process. ~~ lfthe pilot projects in the five areas are successful, the development permit system could be made available to other municipalities across the province. Municipalities could then be able to identify areas for development that meet Smart GTowth criteria, Development Permit System (DPS) The DPS is a seamless, flexible planning tool that combines three existing processes - zonmg, nùnor variance and site plan con1I'o1- into one approval process. A DPS can be put in place by municipalities by adopting an official plan amendment and a development permit (DP) by-law, usmg the public notice and appeal processes for official plan amendments and zOlÚng by-laws. The five DPS pilot project areas were selected because they represent a bl'oad cross section of development areas. The pilots will test the effectiveness and validity of the DPS and identify implementation issues. Pilot project areas include: The City of Hamilton - to promote the revitalization of the Gore histol1c area; The Township of Lake of Bays - to allow appropriate development in environmentally sensitive shoreline areas; · · The City of Toronto - to provide an expeditious land use approval process for the waterfront, to facilitate redevelopment of the Central Waterfi:ont Area, including the Portlandsj The Town of OakvilIe - to allow the development of the Winston Park West Employment District; and The Region of · · around sensitive well-head areas. Ongoing mOlÚtoring of the pilot project areas against defined evaluation criteria will allow the government to confirm that the DPS will result in better developmellt and faster approvals, Once the pilot projects are complete, the DPS will be evaluated, both by the municipalities and the province, and could be used by other municipalities - to regulate development Waterloo · Municipal participation The council of each pilot municipality can amend the official plan to designate a pilot project area as a area. Interested parties would be given an opportuJ.ùty to provide input into the official plan and have the right to appeal arty provision to the Ontario Municipal Board. 91 DP project provisions, 4 Once official plan provisions are in place, council can adopt a DP by-law for the area. Like a zoning by-Ia%;,the DP by-law would contain a list ofpennitted uses and standards. In addition, the DP by-law may aùtl101;ze discretionary uses and may pennit a range of variation fTOm the standards listed in the by- law by issuing a development permit. The by-law could also include matters currently addressed through the municipality's site plan control by-law. The public notice an,d appeal provisions for zoning by-laws would apply to the DP by-law. When notioe is given of the proposed by-law, interested parties would be encouraged to provide input and would be advised of any local dispute resolution processes for DP applications Once the official plan and DP by-law provisions are in effect, development pem1its can be issued either by council or by an appointed municipal official. As with an application for site plan approval, only the owner would be able to appeal a DP application to the Ontario Municipal Board, Protecting the Environment The DPS would also give municipalities a g1"eater range of Opt1011S in dealing with environmentally sensitive or hazardous areas and their adjacent lands. For example, the demoDStration project in the Township of Lake of Bays identified the potential benefits of the DPS in addressing env:ixonmental issues related to site alteration and the removal of vegetation. Two features of the DPS provide a municipality with more refined abilities to protect the environment. First, the municipality can establish a list of "discretionary uses" in a DP area. which may be permitted through issuing a development permit once conditions and criteria had been met. In this way, studies such as an environmental impact assessment or a record of site condition could be requixed to support a DP application. The findings and recommendations of the stuçly could be applied as conditions of approval of the development permit. The regulation allows the municipality to impose a broader range of conditi011S in these areas to provide greater protection to the env:ixol1lnent, The ability to impose conditions also allows municipalities to permit a broader range of uses without requiring an applicant to go through an additional process such as zoning or minor variance. This results in a more streamlined process. Second, the DP by-law can address matters such as the removal of vegetation and the placement offill which can now only be partially addressed tJu'ough site plan control under the Planning Act. . -30- 98 '. 5 Contacts: ,1'-/1t AlexaIÌclra Gillespie Minister's Office Minis1J:y ofMUIJicipaI Affairs ,and Housing (416) 585-6932 www.mah.gov.on.ca ~<ø infonnation visit For more Disponible en jrançais ® Ontario Backgrounder Document d'informati on Ministère des Affeires municipales " at du Logement ,-it Ministry of Municipal Affairs and Housing June 28, 2001 SMART GROWTH OVERVIEW Background Smart Growth is the government's long-tenn strategy for promoting and managing growth in ways that sustain a strong economy, build strong communities and promote a healthy envirOl1IUent. In January, the Premier announced the need for a made-in-Ontario Smart Growth strategy. More infonnation was given in the recent Throne Speech and in the 2001 provincial budget. in Ontario Smart Goals The goals of Smart Growth are outlined in a docun1ent called Get Engaged Growth. There are 20 in all, incluqing the following: invest it easier to efficiently Move people and goods more efficiently, Use existing inftastructure and resources to increase the capacity for economic growth; wisely in new infrastructure. Manage growth by malcing tough choices about where development should go. Expand transportation choices within and between communities. Protect natural areas and fannland for future generations. Encourage growth in areas where it will have the least impact on the envil'omnent. Make sure government practices foster Smart Growth. Co-ordinate aC1'OSS boundaries and between governments to integrate the delivery of services. make · · · · · · · · www.smartgrowth.gov.on.ca. Consultations The government has planned for three phases of consultation. During the first phase, Municipal Affairs and Housing Minister Chris Hodgson met with key stakeholders, such as the Canadian Urban Institute, World Wildlife Fund and Pollution Probe. A full list is posted at . The second phase consisted of 17 regional c0'tsuItatiol1S attended by about 700 stakeholders, including developers, environmentalists, municipal staff and community leaders, It is just wrapping up. Ministry staff are meeting with municipal leaders until the end of June to discuss Smart Growth in their areas. 00 1 Page 2 .,~~. During Phase 3, the government will go back to its stakeholders to get feedback on some of the initiatives being considered" Phase 3 is scheduled for this fall. , Smart Growth Initiatives Since January, the government has announced several Smart Growth initiatives. Besides the two announced today (see Smart Growth - Next Steps), these initiatives include the following the proposed browniield's legislation; !he Dale Ridges Moraine Protection Act (which puts a six-month halt to development that still requires an Official Plan amendment, a zoning bylaw amendment or subdivision approval) and upcoming consultations; the commitment to focus $500 milli011 of the SuperBuild Millemuum Partnerships fund on transportation and environmental initiatives; the promise to support redevelopment along Toronto's waterfront; the plan to review the Planring Act to malce sure that it's consistent with the goals of Smart Growth; the environmental assessment of the proposed mid-peninsula highway in Niagara; !he commitment to create a task force to review the expansion of Ontario's 400-series highways; and the promise to consider new lanes on provincial highways for car pools and commuter buses · · · · · · · · What's Next The government will release a Phase 2 wrap-up report in August, when the Association of Municipalities of Ontario holds its annual conference. It will release its action plan outlining its long- term strategy after the third phase of consultations, tentatively scheduled for the fall. 30 and Housing Contact: Alexandra Gillespie Minister's Office Ministry of Municipal Affairs (416) 585-6932 www.mah.gov,on,ca and www.smartgrowth.gov.on.ca. 1 ª 1 Existe aussi enfrançais. For more information, visit Ministre de l'Agriculture de l'Alimentation et des Affaire~J.ur Cjles ~ Ontario Minister of Agriculture, Food and Rural Affairs Queen's Park, Ontario M5S 163 2001 s IJ{1l. June 28, 2001 Mrs. Sandra J. Heffren Deputy Clerk The County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5Vl Dear Mrs. Heffren: As someone who is concerned about, and interested in, Ontario's agricultural operations and their effects on the environment, I am pleased to inform you that I introduced the Government of Ontario's proposed Nutrient Management legislation in the Legislature on Wednesday, June 13,2001. It was the decision of the Legislature to send the bill to the Justice and Social Policy Standing Committee for all-party review. If passed, the proposed legislation would further the Government of Ontario's Operation Clean Water, by putting in place preventive measures to address the effects of agricultural practices, especially as they relate to land-applied materials containing nutrients and to protect the environment and quality of life for all residents of Ontario. This legislation would also facilitate sound agricultural business decisions, by providing clear and consistent rules. The proposed legislation reflects the views expressed by farmers, rural residents, municipalities and environmental groups during our consultations last year. The message heard most commonly was the need for province-wide, clear. consistent and enforceable standards and regulations for all nutrients, to ensure that our agri-food industry and our rural communities continue to thrive together; to ensure that our natural resources of land and water are protected. The Government of Ontario's intention is to make the voluntary best practices followed by the majority of farmers, mandatory practices for all farmers in Ontario. Among other steps, we are proposing to: develop strong new standards for all land-applied materials containing nutrients; make nutrient management plans mandatory; establish and deliver education, training and certification programs; and ensure consistent enforcement by provincial officers who have both environmental and agricultural training. 12 02 1 the construction of new or expansion of standards for all other farms would be 2 for Appropriate The first step is to establish new standards existing large livestock operations phased in over five years Further information regarding the proposed Nutrient Management legislation is available through the ministry's website, at http://www.gov.on.calOMAFRA. I would encourage you to periodically check our site, as it will be updated regularly as this bill moves through the legislative process Printed copies of the legislation are available by calling (519) 826-3132 During the month of July, the ministry will be conducting regional sessions to provide further information about the proposed Nutrient Management legislation and outline the next s. Enclosed you will find a brochure indicating the dates and locations of these It is my hope that you will be able to attend one of these sessions step, meetings Thank you again for your interest in this proposed legislation. I look forward to continuing to work with the people of Ontario, as this proposed legislation continues legislative process, and as we establish standards regarding nutrient from our stakeholders. through the management with input Sincerely 03 1 Enclosure Cabinet du ministre WJ¡ Office of the Minister of Transport 2001 8 2 .JUN .JUIN 20D! s JUl Hefften Mrs. Sandra J. Deputy Clerk County ofElgin 450 Sunset Drive Ül1tario St. Thomas, N5R 5Vl Hefften: Thank you for your letter of April 11, 2001, and enclosure, to the Minister of Transport, the Honourable David M. Collenette, which was also addressed to the Honourable Brad Clark, Ontario's Minister of Transportation, in which you conveyed the Council of the Corporation ofthe County of Elgin's support for a resolution adopted by the Council of the Corporation of the City of Cornwall with respect to funding for municipal road improvements. Mr. Steve Peters, M.P.P., has also made a representation to the Minister on your behalf. Minister Collenette has asked me to respond to your comments and I apologize for the delay. Dear Mrs. As you are aware, in Canada, highways fall under provincial and territorial jurisdiction, including highway segments that comprise the Trans-Canada Highway and the National Highway System. Provincial and territorial governments are thus responsible for deciding on the design, construction, safety standards and financing of highways under their jurisdiction. Nevertheless, Transport Canada is concerned with the condition of the highway system and its ability to handle the increasing volume of traffic. The government is aware that the efficient movement of people and goods is vital to the national economy. It is partially for these reasons that the federal government has contributed to provincial and territorial highway construction through a series of federal-provincial/territorial cost- shared agreements over the past 80 years. The federal budget of Febmary 2000 allocated $2.65 billion for an overall inftastructure program, including $2.05 billion for municipal inftastructure and $600 million for strategic highway inftastmcture. Transport Canada will be responsible for the administration of the new Strategic Highway Inftastmcture Program (SHIP). The SHIP will provide $500 million for strategic improvements to the National Highway System and $100 million for national system integration initiatives, such as improvements at land border crossings and the deployment of Intelligent Transportation Systems (ITS) across Canada. 03-0112 (E) (96-06) 04 Canadã On April 3, 2001, Minister Collenette announced the start of negotiations with the provinces and territories on the highway construction component of SHIP. Transport Canada officials are working with their ptovincial and territorial counterparts to identifY those areas whereth¢;ne~d for highway infrastructure improvement is greatest. In order to deploy the highway funds in the most strategic manner possible, potential projects will involve segments of the National Highway System that are components of key east-west or north-south transportation corridors, those that address' safety factors, and, where possible, thöse that allow the leveraging of other funding sources. According to the February 2000 budget, the SHIP funding was allocated to start in the fiscal year 2002-03. However, Transport Canada has been given approval to re-allocate up to $30 million of these funds to the current year in order to undertake the necessary project evaluation and environmental assessment requirements, and to start some capital construction if these requirements can be completed in time for this year's construction season. The Minister looks forward to signing the cost-shared contribution agreements with his provincial counterparts as soon as possible to allow the process to commence. With respect to the resolution's call for the allocation of fuel tax revenues to municipalities for dedicated road infrastructure maintenance, I should explain that all tax matters fall within the purview of the Honourable Paul Martin, Minister of Finance. I have taken the liberty of forwarding a copy of our exchange of correspondence to Minister Martin for his consideration. I trust that the foregoing has clarified the department's position with respect to this issue. Again, thank you for writing. Yours sincerelý, ~~) Ontario Brian Klunder Special Assistant - 05 1 Office of Mr. Gar Knutson, M.P. Office of Mr. Steve Peters, M.P.P. c.c. ~ - Ontario The Hon. David S. Young Attorney General Minister Responsible for Native Affairs L'hon. David S. Young Procureur général ministre dé/égué aUK Affaires autochtones Ministère du Procureur général 11e étage 720, rue Bay Toronto ON M5G 2K1 Téléphone: (416) 326-4000 Télécopieur: (416) 326-4016 Ministry of the Attorney General 11th Floor 720 Bay Street Toronto ON M5G 2K1 Telephone: (416) 326-4000 Facsimile: (416) 326-4016 Our Reference #: MOI-05335 J wU1 ? JUN 2001 3 JUl Mr. Mark G. McDonald Chief Administrative Officer County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5Vl Dear Mr. McDonald Thank you for your letter dated May 30,2001, in supportofthe County of Renfrew's resolution concerning an exemption from the payment of court filing and enforcement fees related to defaulted Provincial Offences Act (POA) fines. The ministry charges fees in civil enforcement actions in order to recover the costs of providing court filing and enforcement services. The ministry il1þurs, these costs, regardless of whether the plaintiff is a municipality, a private party, or the ministry itself. As you note, the ministry is exempt from the payment of fees and is therefore not required to reimburse itself for the costs of filing and enforcement services. The ministry's fees are based on the general principle that those who use civil court and enforcement services should pay for them, and that these costs should not be passed on to Ontario taxpayers. This approach is not only equitable; it also encourages parties to take into account the costs of enforcement when determining whether or how to collect a debt. The ministry has found that civil enforcement actions are not always the most cost efficient way of collecting POA fines. As a result it has attempted to find easier, faster and cheaper ways of collecting fines, including administrative means such as licence suspensions and the use of private collection agencies. I also note that any costs incurred by municipalities for court filing or enforcement fees can be recovered from the delinquent fine payor under section 68(4) of the PO A. These amounts are simply added by the court to what is otherwise owed. The ministry's position is that, to the extent possible, the costs of enforcing PO A fines should remain with those responsible for creating these costs. There would be no opportunity to pass on enforcement costs to delinquent fine payors if the municipalities were exempt from paying fees. 2 06 2 For these reasons, the ministry cannot support the fee exemption proposed by the County of Renfrew. I would like to emphasize, however, that I recognize the challenges involved in improving fine collections, and applaud the diligence with which our municipal partners are working to enforce POA fines. Thank you for bringing this matter to my attention. Sincerely, ~~ .--/~---:;/ David Young Attorney General Minister Responsible for Native Affairs c: Mr. Steve Peters, MPP Elgin-Middlesex-London 107 416-863-2101 Please Call The County of Elgin In Case of Transmission Difficulties Please Deliver To June 28,2001 Dear Head of Regional Counci I am writing to you to provide you with more information about an amendment that the Government of Ontario has made to the MunJdRol_Açt. A!; you may know, the Housing Supply Working Group, made up of representatives from government, Industry and labour, released its interim report in April. One of the recommendations in the report was for the provincial government to amend a regulation under the Muniçioal Act to provide local governments designated as service managers with a new tool to encourage developers of housing to build new affordable units. The amendment to Ontario Regulation 46/94 under the Municipal Act will add housing as a class of municipal capital facilities under the Municipal Act, and wili complement new municipal authority for housing under the Social Housina Reform Act. Currently, municipalities have authority to enter into private/public sector partnerships for specified capital facilities such as parking lots and community centres. Municipalities have been asking the government to make this amendment for some time, and I am pleased to be able to provide this new tool to help you create incentives for the private sector and other housing providers to build more affordable housing in your community. Under the new Ontario Regulation 189-01, service managers will have the authority to stimulate the production of new affordable housing by providing grants, loans and exemptions from property taxes and municipal development charges, Other forms of assistance can include providing land at less than market value and establishing a reserve fund for housing. 12 09 1 2- ounei The amendment requires that service managers pass a by-law to define "affordable" housing, establish policies for public eligibility, and set out provisions to be contained in agreements for municipal housing project facilities. Service managers may wish to coordinate with area municipalities when implementing this by-law. Re Head_of the regulation and an information fact Enclosed is a copy of the amendment to sheet Hodgson Sincerely, Hon. Chris Minister o 1 Group members Enclosures Chief Administrative Officers AMO ROMA Municipalities Housing Supply Working ONHA CHFC GTAA FRPO MDSA 3 1 ONTARIO REGULATION made under the MUNICIPAL ACT AMENDING O. REG. 46/94 (MUNICIl'AL AND SCHOOL CAPITAL FACILITXES· AGREEMENTS AND TAX EXEMPTIONS) listed in are Note: Ontario Regulation 46/94 has previously been amended. Those amendments the Table of Regulations published in The Ontario Gazette dated January 22,2000. 1. Section 1 of Ontario Regulation 46/94 is amended by adding the following definitions A housing project@ means a project or part of a project designed to provide or facilitate the provision of residential accommodation, with or without any public space, recreational facilities and commercial space or buildings appropriate thereto; includes a unit in a housing project owned or rented by an occupant. A housing unit@ is amended by adding the following paragraph: Section 2 of the Regulation 2. housing project facilities Municipal 18 is amended by adding the following section: 6.1 (1) The council of a municipality may enter into an agreement respecting municipal capital facilities described in paragraph 18 of section 2 only if, The Regulation 3 before the by-law authorizing the agreement is enacted, the municipality has enacted a municipal housing facility by-law that complies with subsection (2); (a) the municipality has detennined that all the housing units to be provided as part of the municipal capital facilities fall within the definition of Aaffordable housing@ contaÍ11ed in the municipal housÍ11g facility by-law; and (b) the municipality is a delivery agent under the Ontario Works Act, 1997 authorized to operate and manage housing under the Social Housil¡g Refonn Act, 2000. (c) (2) A municipal housing facility by-law shall contain at least the following: A definition of Aaffordable housing@. Policies regarding public eligibility for the housing units to be provided as part of the municipal capital facilities. 1 1 1 1 2. 2 A summary of the provisions that agreements respecting municipal capital facilities described in paragraph 18 of section 2 are required to contain. 2 1 1 3 003 P.01 j 10:38 No (.( 01 JUN 29 ID:519-755-1445 faWN OF AYLMER 46 Talbot Stre~t, WMt, ^ylm~J; Onlario N5H 1)7 Offic~: (519) 773-3164 Fax: (519) 765-1446 ~, 2001. County of Elgin, 450 Sunset Drive, ST. THOMAS, Ontario. N5R 5V1 Attention: Mrs. S. J. Heffren. Deputv Cleck Re MaintenanceAQreements AYLMER TOWN OF Please be advised of the following resolution passed by Aylmer Town Council on June 11th, 2001, adopting the maintenance agreement between the Town and the County for the provision of road maintenance services and repairs: "That Council adopts the maintenance agreement, as amended, between the County of Elgin and the Town of Aylmer, for the provision of road maintenance services and repairs on County Roads, within the boundaries of the Town of Aylmer, and authorizes its formal adoption by By-Law. office required, please contact our information is additiona If 3 1 truly, ~.JÅ. '1V:'</M~ Cle ') Ph lIis Ketchabaw Yours ~ ~ Ontario Ministère du Solliciteur général Ministry of the Solicitor General the 1 0 2001 JUl Bureau du minlstre 25, rue Grosvenor 11' étage Toronto, ON M7A 1Y6 Téléphone: (416) 326-5075 Télécopieur: (416) 326-5085 Office of Minister 25 Grosvenor St 11th Floor Toronto, ON M7 A 1Y6 Telephone: (416) 326-5075 Facsimile: (416) 326-5085 CM01-01624 JUL 0 4 2001 Ms. Sandra J. Heffren Deputy Clerk County of Elgin 450 Sunset Drive St. Thomas ON N5R 5V1 Ms. Heffren Thank you for your letter advising me of the Town of Tecumseh's support of the motion passed by the City of Owen Sound regarding the costs associated with court security and prisoner transportation. I welcome the opportunity to respond. Dear As you may know, offender transportation in the Province of Ontario is regulated by three separate pieces of legislation. Under the Municipal Act, municipalities are required to provide transportation for inmates for court appearances. In addition, the Police Services Act and the Ministry of Correctional Services Act each address different escort situations and responsibilities. The Police Services Act permits municipalities to use police officers or special constables to carry out these duties. Since 1996, our government has been working to modernize Ontario's correctional system to make it more safe, secure, efficient, effective and accountable. As part of this process, the Ministry of Correctional Services continues to examine ways to improve offender transportation services and to ensure the continued safety and security of communities in Ontario. It is our government's long-term goal to continue to work on innovative solutions that achieve our goals. For example, video court is a new technology that may help reduce the approximately 300,000 inmate trips to and from court each year. Brief, procedural court appearances are safer ,and more cost-effective when inmates appear before the judge through video conferencing between court and the jail. A telephone offers direct and private access between the inmate and his or her lawyer, who is in court with the judge. A television monitor allows inmates, lawyers arid judges to all see, each other. ./2 4 1 1 Heffren Ms. Sandra J Page two We are committed to working co-operatively with the Ministry of Correctional Services to address those issues of mutual concern. While the Ministry of Correctional Services will assume the lead on this issue, I am pleased to advise you that the Deputy Solicitor General and the Deputy Minister of Correctional Services are co-chairing a working group to establish and maintain linkages with the important initiatives that are currently underway such as, Offender Transportation, Corrections Transformation and Video Court. We also intend to work closely with the police community and all affected stakeholders to review the remand process As you will appreciate, this matter is complex and expect it will take some time to resolve; however, we are committed to this process and will keep all affected parties involved in developments as they occur. It is likely that we will be seeking stakeholder reaction to draft proposals in the late summer. I look forward to continuing to work with all our stakeholders in the coming months as we address these important issues. Thank you again for the opportunity is of assistance to you I trust that this Information to respond. Sincere ~ David Solicitl MPP Michael D. Harris Premier C: 5 1 1 Mr. Steve Peters, MPP Elgin-Middlesex-London Mlnlstère de la Santé et des Soins de longue durée Ministry of Health and Long-Term Care Bureau dÜ ministre Joe étage, édifïce Hèpburn 'BO,Jue Grpsvenor, Toronto ON M7A2C4 Tél '(416) 327-4300 Téléc (416) 326-1571 wv;w.gov.on,ca/hßalth Office of the Minif¡ter 10th Floor, Hepburn Slock, BO:'GrosVénor Street Toronto'ON M7A2C4 Tel, (416) 327-4300 Fax (416) 326-1571 wv;w,gov.On.ca/heallh 2001 !;I JlJl '1;1 I~ Ln Mrs; Sandra!. Héffren Deputy Clerk , County of Elgin 450 Sunset Drive St. Thomas ON N5R 5VI Hefften: St<ive Peters, MPP EIgin-Middlesex -London, forwarded tome a copy Of your letter regardingtobaèco agriculture and the regional economy and,has asked that I æspond to you directly. Dear Mrs. The health ofa11 Ontarians is the pritlJ,ary ,concern of my ministry. While acknowledging the economic significance of tobacco' agriculture to your regional economy, it is extrem~ly important to keep our focus on health, given the fact th¡¡t tobacco use is Ontario's numbèr onèprèventable public he.althproblem. Tobacco use is thè leading cause of preventable illness and premature death in the province; killing 12,000 citizens ayear"- four times more than die from motor vehicle accidents, suicide, homicide and AIDS combined. ' AlthoughslIlöking reduction efforts ar~ gradually taking effect, more than ortequarter ofadult Ontarians aged 18 or more still smoke. Even more disturbing is the knowledge that more than 250,000 Ontario students in primary and sècondary schools smoke. H¡¡lf of these students will die prèrt1aturely if they continue to smoke. The cost of smoking to Ontariö'.s economy and its health care SystèlIl is also significant.Thè treatment of diseases caused by tobacco use, requires more than 1 millionh0spital days each year. Heàlthcare expenditures related to tobacco·use cost Ontario taxpayers an estimated $1.1 billion a year., In addition, diseases caused by tohacco costthe économyan estimated $2.6 billion each year in lost productivity. Such statistics are of great concern to the governlIlent. Clearly, steps needto be taken to reverse these trends and reduce such losses 2 7530-4ß58 6 1 1 ZOI-06250 1671-01 (99/06) -2- Sandral. Heffren Mrs The Ontario government has,a comprehensive plan called the Ontario Tobacco Strategy (OTS) which has three goals: preventing youth and children from starting to smoke; protecting people, especially children and youth, from the harmful effects of second hand tobacco smoke; and helping peoplewho want to quit smo,king. The Tobacco Control Act (TCA) is the legislative component of the OTS and regulates the sale of tobacco and places where people can smoke. The ministry is currently reviewing the TCAwith a view to strengthening its provisions Under the renewed OTS,the ministry provided $lOmillibn in funding for tobacso control initiatives at the provincial and 10cal.1evels in 2000/2001 and will continue to do so in 200112002. The renewed OTS is based on evidence-based "best practices" research and the funded projects are designed to help to reduce tobacco use among all people in Ontario, especially young people and women. Ontario now spends more per capita: on tobacco control programs than any other province in Canada., As the experience of more than a decade of tobacco control programming in California and other U.S. jurisdictions shows, it takes time for significant reductions in smoking rates We are confident that the renewed OTS, over time, will show impressive results in reducing smoking rates, particularly among youth. sector. Thank you for providing me with information about the tobacco agricultural /' ony Clement ~Minister 7 1 1 Steve Peters, MPP Brian Coburn, MPP c: HM:, ~¥)j ,,' PDtarl\>~" 'è'it!,~j~;;:'i.~ ~(r,", i. :;'\" Minislè,re delaSanlé el des $oins de fongue durée Ministry òf Health and Long-Term Care Office öf the Minister ['. ~t Bureau d.u ministre .10e-étage, édifice Hepburn 80, rué Grosvenor Toronto ON M7A 2C4 Tél (416) 327-4300 Téléc (416) 326-1571 10th Floor; Hepburn Block aoGrosvéhor Street TorontoON ~7A2C4 Tel (41~) 32F4300 Fax (416) 326-1571 2001 u. JUL www.gov.on:calheð_lth WWW.gov.on.ca/health /~n~n Mr. B~bHabkirk Councillor The County of Elgin Ms; Sharon Crosby Alderman, City ofSt. Thomas 450 SunsetPrive, St.ThqtnasON N5R 5Vl Crosby; Steve Peters, MPP,has recI'Jntlyforwarded to me your letter of April 26, 2001 regarding the St. Thomas-Elgin Patient Shuttle (STEPS)project. Pear Mr. Habkirk andMs As the Regional Director.of the Southwest Regi.on indicated to you in her letter of April 24, 2001, we arI'J aware thattransportation of residents and patients to tnedic¡¡l , '. - appointl11(mts and treatment is important. In late spring, 2001, the Southwest Regional Office.ofthê Ministry 'of Health and Long- Termcarehêld aNon-emergl'Jncy Ainbuhmce Workshop andrecotnmendations are forthcotning ftotnthat sessioJ,1. In the meantime, the ministry will continue working throughtheirfundedagencil'Js to provide local services ' I trust you find this satisfactory. Thank Y0J.\ fOr bringing this mattI'J,r to my attention: 75:30-4658 8 1 , c: Premier Mike Harris , Steve PetI'Jrs,l\.1PP 201_06321 671-01, (99/06) Ontario Sewer and Watermain Construction Association L4W 4Y4 5045 Orbitor Drive, Unit 12, Suite 300, Mississauga, Ontario Tel: (905) 629-7766 Fax: (905) 629-0587 e-mail: oswca@sympatico.ca website: www.oswca.org JUN 25 2001 NEWS RELEASE Bid Wins Contractor Achieves Settlement with Thunder Bay Lowest In January of 2000, the City of Thunder Bay received tenders with respect to proposed work on a Trunk Sewer. The low bidder was Clearway Construction Inc., with a bid of $1,247,000.00. The next lowest bidder at $1,250,000.00 was a local contractor. The Municipal Council, contrary to the advice of its professional staff, chose to award the Contract to the local contractor. With the full financial support of the Ontario Sewer and Watermain Construction Association (OSWCA), Clearway started legal proceedings against the City of Thunder Bay for damages for failure to award the Contract to the lowest bidder. In the lawsuit, Clearway relied heavily on a decision of the Ontario Court of Appeal in Tarmac Canada Inc. (Now Carillion Canada Inc.) v. Hamilton-Wentworth, decided in September of 2000 which established that an Owner (and especially a public authority) which chooses to take the benefit of the tendering process, assumes the burden of a duty of fairness and good faith with respect to each of the tenderers. The application of these duties means that the lowest tenderer must be awarded the Contract unless the Public Authority can provide a reasonable explanation, based upon criteria set out in the tender documents, for awarding the Contract to someone other than the lowest bidder. Shortly after the commencement of the litigation, the City of Thunder Bay negotiated a settlement of the lawsuit for TWO HUNDRED AND TEN THOUSAND DOLLARS ($210,000.00) Hopefully, owners are now coming to realize that as a result of the law which has been established by Carillion Canada Inc. and other cases, the cost of departing from the rules of fairness are very substantial. The OSWCA remains committed, to protecting the sanctity of the public tendering process on behalf ofits members. A. was James Legal counsel for the Association and Cle¡u-vvayÇonstructionlnc. Hodgson of the law firm ofHodgsol1 Tough Shields DesBrisay O'Donnell 9 Clean Water is Everybody's Business 1 ~ ~ Ontario The Hon. James M. Flaherty Deputy Premier, and Minister of Finance L'hon. James M. Flaherty Vice-premier minis/re e/ ministre des Finances 7, Queen's Park Crescen Toronto ON M7 A 1Y7 Téléphone: (416) 325-0400 Télécopieur: (416) 325-0374 7 Queen's Park Crescen Toronto ON M7A 1Y7 Telephone: (416) 325-0400 Facsimile: (416) 325-0374 2001 13 IL ,JUL 2001 Mrs. Sandra J. Deputy Clerk County of Elgin 450 Sunset Dri ve St. Thomas ON NSR 5Vl Heffren 5 JUL 0 Dear Mrs. Heffren: Thank you for your letter dated April 11 , 2001, forwarded to me on May 31, 2001, by my colleague, the Honourable Brad Clark, Minister of Transportation, regarding allocating a portion of fuel tax revenues to municipalities for dedicated road infrastructure maintenance. In general, the government does not make a practice of earmarking taxes. Eannarking, or the linkage of tax revenues with specific expenditures, can limit the ability of the government to address its priorities. As eannarking does not directly relate funding to the amount of money needed'to run a given program effectively, it can lead to the inefficient allocation of revenue by providing more or less funding than actual program needs. While I understand your interest in earmarldng revenue from taxes on fuel sales to improve the municipal road system, such a move may prove unduly restrictive. Presently, most tax revenues go to the Consolidated Revenue Fund (CRF) and the Ontario Government decides how the money is best allocated to fund priority projects. Under the Financial Administration Act (the Act), all public monies are to be deposited into the CRF. Explicit legislation is needed to establish a fund to override the provisions of the Act. Thank you again for writing. Sincere71 (/~M James M. Flaherty Minister of Finance The Honourable Brad Clark Ministerof Transportation c 20 Mr.Steve Peters" MPP Elgin-Middlesex -London un", nl"'lL\1 ILd .r.i I 11 j , .'" ·,;iî "L!,·.""i.1 '\-.i.¡¡Ò+." JUNE 2001 . p . GAR KNUTSON M A Year of Achievements: The Libêtal Government Record since June 2000,)UI 162.01 Investing In Canadians Gee Employment Insurance Improvements: Elimination ,of the intensity rule, removal of the clawback from first time claimants and special benefits recipients, and doubling of the parental benefits period to 50 weeks. Elgin-Middlesex-London Farm Aid: The Spring Credit Advance Program was increased from a maximum of $20,000 to $50,000per farmer. In addition, $500 million was injected into the agriculture sector to address current challenges. All told, about $700 mil- lion dollars in aid is available to Canadian farmers this year. Arts Funding: $500 million over three years will be invested in arts and culture. This represents the biggest investment in the arts by any Canadian government in more than 40 years The CSC, initiatives to enrich Canadian content on the Internet and other cultural programs will benefit. ll+Liheral Tax Reduction: $100 billion in tax cuts over the next 5 years. Com- bined with other tax re- ductions since we elimi- nated the deficit in 1997, a two-earner family with children will pay on aver- age 35% less in taxes. The Economy Innovation: Additional funding provided for The Canada Foundation for Innovation ($750 million in March), Canada Research Chairs ($900 million over 5 years in Budget 2000) and Genome Canada ($300 million in February). 2 1 Debt Reduction: The national debt was paid down by an historic $15 billion this year. Debt re- ductions over the last four years will result in interest savings of $2 billion each year. Health Health Accord & Early Childhood Development Initiative: A Federal/Provincial agreement that will help ensure a good start for our young citizens and a high quality health care system for all Canadians. We will invest $23.4 billion over five years to help fund these programs. Tobacco Reduction Strategy: This campaign will focus on public awareness, and increased to- bacco 1axes and enforcement. In addition, Minister Rock has challenged tobacco companies to stop using confusing wording such as 'light' and 'mild' on their packaging. Roy Romanow to head a Health Commission: Appointment of former Saskatchewan Premier Commission studying the future of health care in Canada. The Environment Cleaner Air Action Plan: A 10 year regulatory road map for cleaner vehicles and fuels, reduction of smog causing emissions from industrial sectors, and better monitoring of, and reporting by in- dustry on pollutant releases. ( United Nations Convention on Persistent Organic POllutants: Canada was proud to be among 127 countries to sign, and the very first to ratify, a new global agreement to dramatically reduce or eliminate emissions of certain dangerous toxic chemicals. Infrastructure: A $2.65 billion program that will improve the quality of life of millions of Canadians in communities across the country. A key priority is "green" infrastructure programs such as mu- nicipal water systems. (Program announcements are ongoing) is tough on criminals and C-11 Immigration & International Relations New Immigration Act: Now at Report Stage in the House, Bi strengthens our efforts to attract skilled immigrants. Summit of the Americas: We were a key player in the development of the 'Democratic Clause' that makes democratic government a condition for participation in the Free Trade Area of the Americas (FTAA) process. Justice Youth Justice: The new Youth Criminal Justice Act better distinguishes between minor offences and those that are serious or violent, and it emphasizes prevention. It also allows provinces to ad- dress the unique needs, problems and differences of their systems, while maintaining the Act's guiding principles. {Ii St. Thomas 499 Talbot St. St. Thomas, ON N5P 1 C3 (519) 631-3921 phone (519) 631-8555 fax 22 Ottawa Rm 832 Confederation Bldg Ottawa, ON K1A OA6 (613) 990-7769 phone (613) 996-0194 fax e-mail knutsg@parl.gc.ca COUNTY OF MIDDLESEX DEPARTMENT OF TRANSPORTATION AND EMERGENCY SERVICES f":C;.:c" ,':":V', "',:"""''.-', ':., 399 RIDOUT STREET N., LONDON, ON N6A 2P1 "'",'1 ',L", ¡: " '(1£ ll£hi(i0;\:>:,r{ Tel 519-434-7321 Fax: 519-434-0638 2001 JUt 20 ~ODlESE")( COUNTY 18,2001 CC©PV July Branch Ministry of Environment Environmental Assessment and Approvals 2 St. Claire Avenue West, Floor 12A Toronto, ON M4V lL5 Officer Bob Nadolne Att: SUBJECT: SUBMITTAL OF PROPOSED TERMS OF REFERENCE GREEN LANE LANDFILL OPTIMIZATION ENVIRONMENTAL ASSESSMENT REFERENCE No,: 000721-10 Dear Mr. Nadolney: This office has reviewed the proposed Tennns of Reference for the above and has the following comments The undertaking plans to expand the site to accommodate an additional 8,800,000 cubic meters of waste in daily cover. The existing approved capacity is 5,850,000 cubic meters of waste. Therefore, this proposed expansion is a significant change from the existing approved capacity and the impacts of the expansion will require a significant analysis rather than an extrapolation of past studies. Traffic, environmental, and social impacts will be more than doubled due to the more than doubling of waste volumes over the same 20-year life span proposed in the Draft Tennns of Reference. The Tennns of Reference refers to. this undertaking being an optimization. A review of the Tennns of Reference shows that the footprint of the landfill will be expanded and this should be tennned to be an expansion of landfill rather than an optimization. · With respect to the discussion on alternatives, I concur with the proposal that there be no further site selection exercise as part of this second environmental assessment. · With respect to the proposed consultation plan, it is my opinion that the consultation plan proposed is not sufficient given the proposed expansion of more than 8,000,000 cubic meters of waste and daily cover. The alternatives could have significant hydrogeological implications that will require detailed study. Social and environmental impacts could be significant. The consultation plan should include funding for peer reviews of the data due to the significance of this landfill expansion. It would be preferred that the consultation plan allows the stakeholders, the municipalities and neighbours to group together with funding provided by the proponent to conduct a peer review of these studies. ./2 · PAGE 2 Branch Ministry of Environment Environmental Assessment and Approvals Att: Bob Nadolne Proiect Officer It is requested that the Ministry not approve the Terms of Reference until the above issues have been appropriately addressed. The Ministry may also wish to request that intervener funding be provided by the proponent. The reason for this intervener funding is the short time period between the original approval of site and this proposed expansion. The short time frame between these two environmental assessments is placing an undue burden on the municipalities and neighbours to the landfill. I am also asking that the consultation record for the proposed Terms of Reference, as submitted by Conestoga Rovers and Associates, be corrected in the following areas Paragraph 3(b) on Pagé 3 on Intervener Funding refers that in the process leading to the approval of the first environmental assessment Green Lane negotiated with the host Township of South wold and County of Elgin the establishment ofa Community Trust Fund controlled by nominees of Southwold but with representative directors nominated by St. Thomas and Green Lane. This paragraph also states tha', the Counties of Elgin and Middlesex and the Municipality of Middlesex Centre are represented on the Green Lane Landfill Public Liaison Committee. A check of our records has shown that the County of Middlesex has not appointed any representative on the Green Lane Landfill Public Liaison Committee. The proposal of the proponent is that the Green Lane Community Trust Fund fund the needs of the Green Lane Landfill Public Liaison Committee and that, if Southwold Township is not desirous to proceed with the peer review, then Middlesex, Middlesex Centre and Elgin should be satisfied. Firstly, the Community Trust Fund was set up for the existing approved site and it is an unfair burden on the Fund to be forced to pay for studies related to this proposed expansion. Secondly, this proposed expansion will have impacts well beyond the boundaries of Southwold Township and Middlesex County should not be required to ask the Township of Southwold, who is not a proponent, for funding. This landfill expansion should be considered as a separate project and all funding for peer review or intervener status should be directly paid by Green Lane. Yours truly, ~é¿d Denis MerraIl, Director, Transportation and Emergency Services Middlesex Centre '1':; > Mnnicipality of County of Elgin DBM/sh C.c. / p 4282 No 909 837 9 5 42AM 9 200 COUNTY OF WELLINGTON 74 WOOLWICH STREET GUELPH. ONTARIO N1 H 3T9 COUNTIES OF BRANT, BRUCE, DUFFERIN, ELCIN, ESSEX, GREY, HURON, LAMBTON, MIDDLESEX, OXFORD, PERTH AND SIMCOE MEMORANDUM DONNA WAUGH, A,M,C.T, CLERK TEL (519) $$7-2600. EXT, 252 FAX: (519) 637-1909 e-mail: (:onnaw@coun!y,w!5!inglon.on.c~ TO: Ju 9 A.M.t.T. DONNA WAUCH, CLERK FROM 2001 A.M,O.CONFERENCE JULY 18TH DATE: SUBJECT: THE COUNTY OF WELLINGTON HAS EXTRA ROOMS AVAILABLE THAT HAVE BEEN RESERVED AT THE ROYAL YORK HOTEL IN TORONTO, FOR THE A.M.a. CONFERENCE. PLEASE CONTACT DONNA AT (519) 837-2600, ext. 252, OR BY EMAIL dOnnaw@county.weJlington.on.ca IF YOU WOULD LIKE TO RESERVE ANY OF THESE ROOMS. THAN K YOU