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June 12, 2001 Agenda ORDERS OF THE DA Y FOR TUESDAY, JUNE 12TH, 2001 AT 9:00 A.M. PAGE # ORDER Meeting Called to Order Adoption of Minutes - meeting held on May 29, 2001 Disclosure of Pecuniary Interest and the General Nature Thereof Presenting Petitions, Presentations and Delegations PRESENTATIONS Employee Perfect Attendance Recognition (see attached list) DELEGATION -11:00 A.M. Chief Joseph Gilbert, Walpole Island First Nations, with a presentation to Council concerning the Port Stanley Harbour Motion to Move Into "Committee Of The Whole Council" Reports of Council, Outside Boards and Staff Council Correspondence - see attached i) Items for Consideration ii) Items for Information (Consent Agenda) OTHER BUSINESS 1) Statementsllnquiries by Members 2) Notice of Motion 3) Matters of Urgency 9th In-Camera Items - see separate agenda 10th Recess 11 th Motion to Rise and Report 12th Motion to Adopt Recommendations from the Committee Of The Whole 13th Consideration of By-Laws 14th ADJOURNMENT 1st 2nd 3rd 4th 1 2-18 5th 19-68 6th 7th 69-75 76-103 8th I LUNCH WILL BE PROVIDED PLEASE NOTE: COUNCIL PHOTOS WILL BE TAKEN BETWEEN 11 :30 A.M. AND NOON EMPLOYEE PERFECT ATTENDANCE AWARDS FOR THE YEAR 2000 Administrative Services Sandra Heffren Librarv Services Cathy Bishop Dianne Palmer James Welch Human Resources Louise Eastbury Enqineerinq Services Clayton Watters Ann Bennie Justin Lawrence Financial Services Suzanne Edwards Anne Murray Homes and Seniors Services Stewart Burberry Pat Vandevenne Barbara Vaughan Grace Beal Joanne Bolt Richard Hiddink Claire Labonte Lynn McPherson Servat Sobhani Nancy Stinson Linda Taylor Marilyn Fleck Marjorie Ford Karen Conway Grace Ford John Kersten 1 06/05/01 10:22 ~6271530 I4J 000110017 -------.---- >' Walpole Island First Nation Council of Three Fires - .~ , . t tJÞi~ WALPOLE ISLAND HERITAGE CENTRE TO: });J. M('jPhrf, \ \~Q.(dpVì) COÙ~i òç f..lq;n DATE: J u.ne:- 5,2001 FROM DEAN M. JAcoas ExECUTIVE DIRECTOR NUMBER OF PAGES IN THIS TRANSMISSION FAXNO.:~b.?'3 -Î/Plo I .. 17 SUBJECT: ÂJ=".; c;,.,r-. \ T¡{Ie. ~ ~pQ,*,,,,,\ ,.J/(I,,,>~,, Cc,,,",,;\. . , ....J I ; COMMENTS: (' ,hiI' ~ ,\o<:eþh h," \ b"..c\· ~ n'I u, "e- If - 1Þo."', b«J ~~ \0.\\ ~ ~\-e.nð·'(\3 t.D<.",ti rc,,)(\c-,1 0" Ju.I"e.. i"Z.-¡ z..oo\ A*a..c..'ned f>E'CI~' .ç¡<)ct Q c.1\Ç>ù, '* Þ.!I\E.NnE.D STì'l1E-M£:NT OF f'..\...A)\\!\ . - fo,yr t:; )~ ~r). O() - 1'.\1' - \ÎSq3 2.q SHOULD THERE BE ANY PROBLEMS RECEIVING THE FULL TRANSMISSION PLEASE PHONE (519) 627-1475 AND ASK FOR NèJí?-rV-.Þ- Å.':'\M(Þ- ¡.j THIS FACSIMILE IS DIRECTEO IN CONFIDENCE SOlELY TO THE PERSON NAMED ABOVE, D MAY NOT OTHERWISE BE DISTRIBUTED. COPIED OR DISCLOSED. IF YOU HAVE RECEIVED THIS FACSIMilE IN ERROR. PLEASE NOTIFY US IMMEDIATELY. R. R 3 . Wallaceburg . Ontario . N8A 4K9 . Phone: (519) 627-1475 . Fax: (519) 627-1530 Walpole Island Heritage Centre NIN . DA. WAAB' JIG 2 06/05/01 10:22 'ð'6271530 I4J 0002/0017 Court File No. OO-CV-189329 Ontario SUPERIOR COURT OF JUSTICE BETWEEN: WALPOLE ISLAND FIRST NATION, BKEfIN ANONG TERRiTORY Plaintiff - and - THE ATTORNEY GENERAL OF CANADA, and HER MAJESTY THE QUEEN IN RIGHT OF ONTARIO Defendants AMENDED STATEMENT OF CLAIM TO THE DEFENDANTS A LEGAL PROCEEDING HAS BEEN COMMENCED AGAINST YOU by the plaintiff. The claim made against you is set out in the following pages. IF YOU WISH TO DEFEND THIS PROCEEDING, you or all Ontario lawyer acting for you must prepare a statement of defence in Form 18A prescribed by the Rules of Civil Procedure, serve it on the plaintiff's lawyer or, where the plaintiffs do not have a lawyer, serve it on the plaintiff, and file it, with proof of service, in this court office, WITHIN TWENTY DAYS after this statement of claim is served on you, if you are served in Ontario. If you are served in another province or territory of Canada or in the United States of America, the period for serving and filing your statement of defence is forty days. If you are served outside Canada and the United States of America, the period is sixty days. Instead of serving and filing a statement of defence, you may serve and file a notice of intent to defend in Form 18B prescribed by the Rules of Civil Procedure. This will entitle you to ten more days within which to serve and file your statement of defence. IF YOU FAIL TO DEFEND TIDS PROCEEDING, JUDGMENT MAY BE GIVEN AGAINST YOU IN YOUR ABSENCE AND WITHOUT FURTHER NOTICE TO YOU. If YOU WISH TO DEFEND THIS PROCEEDING BUT ARE UNABLE TO PAY LEGAL FEES, LEGAL AID MAY BE AVAILABLE TO YOU BY CONTACTING A LOCAL LEGAL AID OFFICE. 3 06/05/01 10:22 '5'6271530 -2- Date April 26, 2000 Issued by Address of court office TO: Department of Justice Canada Exchange Tower 2 First Canadian Place 34th Floor, Box 36 Toronto, ON MSX lK6 Phone: (416) 973-0942 Fax: (416) 973-3004 Solicitors for the Attorney General of Canada AND TO: Crown Law Office, Civil Ontario Ministry of the Attorney General 720 Bay St., gt}¡ Floor Toronto, ON MSG 2Kl Phone: (416) 326-2220 Fax: (416) 328-4181 I4J 0003/0017 Local registrar 393 University Ave. 10th Floor Toronto, Ontario MSG lE6 Solicitors for Her Majesty the Queen in Right of Ontario 4 06/05/01 10:22 '5'6271530 ~ 000410017 - 3 - CLAIM 1. The plaintiff claims: (a) A declaration that it has aboriginal title (possibly jointly with First Nations not party to this litigation) to the Three Fires Confederacy Unceded Traditiona] Lands (T.F.C.U.T.L.), as described in Schedule A; (b) A declaration that the defendants are required to compensate the plaintiff for the value and for the loss of use of those lands which have been excluded from the claimed T.F.C.U.T.L. by virtue only of private parties owning them in fee simple; (c) An accounting of revenues derived by the defendants or their predecessors from the T.F.C.U.T.L. (d) A declaration that it has the fo!lowing aboriginal rights within the Three Fires Confederacy Traditional Lands (T.F.C.T.L.), as described in Schedule B. (i) The right to hunt, fish, trap, gather or co!lect animals, plants, minerals and oil; (ii) The right to have access to, preserve and conserve sacred sites for traditional, social and ceremonial purposes; (e) Their costs of this proceeding on a solicitor and client basis; and (f) Such further and other relief as is just. 5 06/05/01 10:22 '5'6271530 I4J 0005/0017 -4- 2. The plaintiff Walpole Island First Nation, Bkejwanong Te1TÎtory ("WIFN'') has the capacity of an Indian Band within the meaning of the Indian Act, R.S.C- 1985, c. 1-5, as amended. It has a reserve which includes delta islands of the St. Clair River. 3. The Attorney General of Canada ("Canada") is joined pursuant to section 21(1) and 23(1) of the Crown Liability and Proceedings Act, R.S.C. 1985, c. C-50, as amended. 4. Her Majesty the Queen in Right of Ontario ("Ontario") is joined pursuant to sections 3,5, and 9 of the Proceedings Against the Crown Act, R.S.O. 1990, c. P.27, as amended. 5. Notice of this action was given to Ontario by letter dated November 19, 1999 pursuant to section 7 of the Proceedings Against the Crown Act, R.S.O. 1990, c. P.27, as amended. 6. Since before the time of the effective assertion of British sovereignty in the T.F.C.T.L., the T.F.C.T.L. was exclusively occupied by the Ojibwa, Odawa and Pottawatomi Nations (or reeional sub-eroups thereof), who formed a Confederacy known as the Three Fires Confederacy. 7. Since before the time of fIrst European contact, members of the Ojibwa, Odawa and Pottawatomi Nations hunted, fished, trapped, gathered and collected animals, plants, minerals and oil within the T.F.C.T.L. They also performed ceremonies at sacred sites, for which sites they cared. These activities were integral to the distinctive cultures of these nations, and continue to be so to this day. 8. At various times, other aboriginal people, including the Wyandott Nation, were present in, and in some cases occupied lands within, the T.F.C.T.L. with the permission of members of the Three Fires Confederacy. 6 06/05/01 10:22 'B6271530 I4J 0006/0017 -5- 9. WIFN is a direct descendant ofthe Three Fires Confederacy, as are other First Nations in the region including the Chippewas of Sarnia, the Chippewas of Kettle and Stony Point, the Chippewas of the Thames, the Caldwell First Nation, and the Saginaw Chippewa Tribe (Michigan). 9A. WlFN includes persons descended D:om the each of the Oiibwa. Odawa and Pottawatomi Nations. and thus WlFN is a direct descendant of each of the component nations of the Three Fires Confederacv. 10. European individuals first entered the T.F.C.T.L. in approximately 1670, when René François Bréhant de Galinée travelled to the area. 11. From 1670-1760, to various extents, the French were present in the T.F.C.T.L., and traded in the area. For many of these years the French operated several fur trade posts in the area, and a military post at the site of present Detroit, Michigan. 12. In 1759-60, the British defeated the French in North America. The British had a military presence in the T.F.C.T.L. from 1760. 13. On first enoountering British troops in the area, members of the Three Fires Confederacy asserted their land rights in the T.F.C.T.L. This assertion was repeated more forcefully by means of open warfare in 1763 led by Chief Pondiac. Members of the Three Fires Confederacy continued to make such assertions subsequently. 14. On February 10, 1763, by the Treaty of Paris, the French fonnally relinquished whatever rights they had in the T.F.C.T.L. to the British. 7 06/05/01 10:22 '5'6271530 ~ 0007/0017 -6- IS. On October 7, 1763, in an effort to, among other things, reassure aboriginal people in North America that their land rights would be respected, the British Crown issued a Royal Proclamation. This reserved large amounts of land (including the T.F.C.T.L.) for the Indians, forbid the issue of survey warrants or land patents there, forbid the purchase or possession of such reserved lands by British subjects (unless they had a special licence from the Imperial Crown), and ordered any non-Indian persons occupying such reserved lands to remove themselves. For lands within colonies, the Royal Proclamation forbid the purchase or possession of Indian lands by private citizens, and set out a procedure by which Indian lands could be purchased by the Crown. Such a purchase was to be achieved at a public meeting or assembly of the Indians to be held for that purpose by the Governor or Commander in Chief of the appropriate colony. Colonial govemors were forbidden to issue patents or survey warrants without taking these steps. These latter provisions of the Royal Proclamation came into effect in the T.F.C.T.L. when the T.F.C.T.L. was included in the stated boundaries of the Province of Quebec in 1774. 16. The terms of the Royal Proclamation were explained to representatives of the Three Fires Confederacy (and to other aboriginal nations) at the Treaty of Niagara in 1764, and at other times and places. 17. The Royal Proclamation was an expression of British policy with respect to Indian lands. It remains in force. The basic policy elements in it were repeated at numerous times in different ways by the Crown, before and after 1763, and are still present in the current Indian Act. 8 08/05/01 10:22 'ð'8271530 I4J 0008/0017 -7- 17 A. Apart ITom the force of the Roval Proclamation Der se. at all relevant times. theTe was an established and binding protocol between the Crown and AboIÎ2inal peoDles that Aboriginal title could not be lost without a voluntary. informed and communal decision to 2ive UD the land bv the 3:Dpropriate Abori2inal bodv. 18. Although the Royal Proclamation legally restricted the ability of non-Aboriginal people to deal with Aboriginal people with respect to land, members of the Three Fires Confederacy demonstrated their beliefs and customs about their land ownership by making numerous land transactions with non-aboriginal individuals in the late 17005. 19. WIFN or its predecessors have entered various treaties conceming lands within the T.F.C.T.L., none of which dealt with the lands included in the T.F.C.U.T.L. Such Treaties include: (a) Treaty #2 (19 May 1790) (b) Treaty #6 (7 September 1796) (c) Treaty #7 (7 September 1796) (d) Treaty #12 (11 September 1800) (e) Treaty #29 (10 July 1827) (f) Treaty of Detro it (with U.S.) (17 November 1807) 20. However, WIFN or its predecessors were not parties to Treaty 25 of July 8, 1822, and have not relinquished any rights to the lands which were dealt with by that treaty. 9 06/05/01 10:22 'Zr6271530 @0009/0017 - 8 - 20A. Nor were WIFN or its predecessors parties to anv valid treaties concerning the Huron (Wvandott) reserve in Anderdon Township. except for small parcels of it subiect to Treaties 12. 66Y. and 96. The Huron Reserve. which comprised of what is now the geographic Township of Anderdon. was specificaIlv excepted from the general provisions of Treaty #2 and was intended for the use of the Huron Nation. The Dredecessors of WIFN were Content that the Huron Nation use that parcel of land for their own Durposes. but have never relinquished their underlving interest in the Huron Reserve. with the specific exceptions noted above. 20B. With respect to the transaction evidenced bv a document purporting to be "Treaty 116". dated 15 Mav. 1786. WIFN or its Predecessors were not parties to this transaction. nor is it a valid land surrender since a) the appropriate procedures were not followed. b) it did not constitute a voluntarY. infonned and communal decision to surrender land on the part of the Aborie:inal parties since their intent was for the land in Question to be reserved. and c) in anv event it was revoked bv Treaty #2 of 19 Mav 1790 which explicitlv reserved land supposedlv surrendered bv "Treatv 116". 21. The above treaties with the British Crown (except for Treaty 116. which included an island) all dealt with land the extent of which ended at the water's edge of the Great Lakes, leaving the land under water plainly unaffected by treaty, and still subject to aboriginal title, In contrast, the Treaty of Detroit (1807) between the U.S. and the predecessors of WIFN explicitly dealt with the beds of the Great Lakes, as did other treaties between Aboriginal nations and the U.S.. Also in contrast, the negotiations between the British and the U.S. concerning the international boundaries in the late 1700s concemed locating the border in the middle of the Great Lakes. î 0 06/05/01 10:22 'B'6271S30 I4J 0010/0017 -9- 22. In addition, there are Aboriginal treaties (some with WIFN or its predecessors) which explicitly deal with specific islands in the Great Lakes or their connecting waterways within the T.F.C.T.L., such as the following: (a) Fighting Island, Detroit River (Treaty #97, 27 February ] 863, with the Wyandott Indians resident in the Township of Anderdon) (b) Turkey Island, Detroit River (Treaty #141, 27 November ]874, with the Wyandott Indians of Anderdon) (c) Grass Island, Detroit River (Treaty #179, 27 April 1880, with the Wyandott Indians of the TownsJúp of Anderdon) (d) Peach Island, Detroit River (Treaty #85, 21 July 1857, with the Chippewa Tribe of Indians residing on Walpole Island) (e) Keshebahahnelegoo Menesha Island, St. Clair River (Treaty #86, 21 July 1857, with the Chippewa Tribe of Indians residing on Walpole Island) (f) various islands, Lake Erie (Treaty #121,20 January ]870, with the Chippewa, Pottawatomie and Ottawa Indians residing on Wa]pole Island) 23. There are also Aboriginal treaties (some with WlFN or its predecessors) which explicitly deal with specific waterlots in the Great Lakes or their connecting wateIWays within the T.F.C.T.L., such as the following: (a) Treaty #119 (5 May 187], with the Chippewa Indians ofSarnia) 11 06/05/01 10:22 '5'6271530 ~ 0011/0017 - 10- (b) Treaty #215 (and #177) (7 May 1879, with the Wyandott Indians of the Township of Anderdon) (c) Treaty #179 (27 April 1880, with the Wyandott Indians of the Township of Anderdon) (d) Seaway Cutoff Channel Surrender (14 October, 1958, with the Walpole Island Band ofIndians) 24. There are also Aboriginal treaties with WIFN or its predecessors which explicitly deal with leases for shooting and fishing purposes of specific marshlands in the Great Lakes or their connecting waterways within the T.F.C.T.L., such as the following: (a) Treaty #144 (17 June 1875, with the Chippewa and Pottowatomie Indians of Walpole Island) (b) Treaty #296 (6 February 1882, with the Chippewa and Pottowattomie Indians of Walpole Island) (c) Treaty #248 (5 January 1888, with the Chippewa and Potawattimie Bands of Walpole Island) -25. The fact that these treaties dealing with specific islands, waterlots and marshlands were made is evidence of an awareness by all the parties that there was no general surrender of the lakebeds or islands of the Great Lakes or their connecting waterbodies. 26. Based on all the above, WIFN retains unextinguished aboriginal title to the T.F.C.U.T.L.. as a successor to the Aborisrinal title of the Three Fires ConfederacY or in the 1 2 06/05/01 10:22 '5'6271530 I4J 001210017 - 11 - alternative as a successor to the AborÜrinal title of one or more of the components of the Three Fires Confederacv. or in the further alternative as a successor to the Aboriginal title of a regional subgroup or subgroups thereof. 27. Canada and Ontario (and tbeir predecessors) had and have a fiduciary duty to respect and protect WIFN's aboriginal title. 27A. With respect to Pelee Island. (anv parts of which not owned bv private parties in fee simple being within the T.F.C.U.T.L). in an Order in Council dated 9 June 1866. the Crown exoresslv acknowledged the necessity of a surrender from the appropriate Aboriginal bodY before the land could be patented. Despite this. some of the land on Pelee Island was patented to private parties without a surrender oftbe Aboriginal interest. 28. Ontario claims to own land within the T.F.C.U.T.L, because of the operation of section 109 of the Constitution Act, 1867. 29. Canada claims to own certain parcels of land in the T.F.C.U.T.L. which it has purchased or otherwise acquired and therefore considers to be "federal Crown lands" or "Canada Lands", and uses them for various puzposes. 30. Canada and Ontario and their predecessors have alienated to third parties certain lands to which WIFN has never relinquished its rights, which would, but for this fact, be included in the T.F.C.U.T.L 31. Such alienations were in breach of the defendant's duties to respect and protect WIFN's aboriginal title, and WIFN has suffered loss and damage flowing from such breaches. 1 3 06/05/01 10:22 'ð'6271530 ~ 0013/0017 - 12- 32. WIFN pleads and relies on: (a) Section 91(24) of the Constitutioll Act. 1867; (b) Sections 25, 35 and 52 of the COlIstituiion Act, 1982. The plaintiff proposes that this action be tried at Toronto April 26, 2000 l\f8FFis ,'Rase.' Le£lgett LLP Banisters & Selisiters ClIBada T!1ist Te'::Sf, BCE Plase Suite 2790,161 Bay £t. Te:Ælnte, ON }.is! 2S1 Jem /\. OltlulÌs H. W. Reger TO'.'.'Ðsheflà. Tel: (1Hi) 9&1 9199 Fax: (11 é) &é3 9590 Amended Mav 10.2001 Oltbuis. Klee.... Townshend Barristers & SolicitorE 229 College St.. Suite 312 Toronto. ON M5T lR4 John A Olthuis H.W. R02erTownshend Tel: (416) 981-9330 Fax: (416) 981-9350 Solicitors for the Plaintiff 14 06/05/01 10:22 'ð'6271530 l¡1J 0014/0017 - 13- Schedule A - the T.F.C.U.T.L. The Three Fires Confederacy Unceded Traditional Lands (in Canada) Consists of the Following Lands: 1. The Canadian portions of Lake St. Clair, the St. Clair River and the Detroit River. 2. That part of the Canadian portion of Lake Huron south of a line drawn from the northeast comer of the boundary of the 1807 Treaty of Detroit to the northwest comer of the boundary of Treaty #29 of 1827 (approximately the Canadian portion of Lake Huron south of Goderich) 3. That part of the Canadian portion of Lake Erie west of the extrapolation of the eastern boundary of Treaty #2 of 1790 (roughly a line drawn south from London) 4. For greater certainty, any islands encompassed within the lands described above. 5. The area which was the subject of Treaty 25 on July 8, 1822 (which treaty was not signed by WIFN or its predecessors) 6. The geographic Township of Anderdon. except for those parcels of it subiect to Treaties 12. 66Y.. and 96. Except: 1. The following specific islands or waterlots which have been the subject of the following treaties with WIFN or its predecessors: a) Peach Island, Detroit River (subject to Treaty #85, 21 July 1857, with the Chippewa Tribe of Indians residing on Walpole Island) b) Keshebahahnelegoo Menesha Island, St. Clair River (subject to Treaty #86,21 July 1857, with the Chippewa Tribe of Indians residing on Walpole Island) c) the various islands in Lake Erie which were subject to Treaty #121, 20 January 1870, with the Chippewa, Pottawatomie and Ottawa Indians residing on Walpole Island 15 06/05/01 10:22 '5'6271530 ~ 0015/0017 - 14- d) the "Seaway Cutoff Channel" which was subject to a Surrender on 14 October, 1958, with the Walpole Island Band ofIndians 2. Ree 1e IBhæg ÎB the Dekeit Ri\'6F, waid¡ is !Bs w'ejeet ef a separate ~Iaim Rev: esters !Be 1aælll3. CJæms Commissien. 3. Any land which is owned by private parties in fee simple. 1 6 06/05/01 10:22 'ö'6271530 I4J 0016/0017 - 15 - Schedule B - The T.F.C.T.L. The Three Fires Confederacy Traditional Lands (in Canada) Consists of the Following Lands: 1. The Canadian portions of the beds of Lake St. Clair, the St. Clair River and the Detroit River. 2. That part of the Canadian portion of Lake Huron south of a line drawn from the northeast corner of the boundary of the 1807 Treaty of Detroit to the northwest corner of the boundary of Treaty tf!29 of 1827 (approximately the Canadian portion of Lake Huron south of Goderich) 3. That part of the Canadian portion of Lake Erie west of the extrapolation of the eastern boundary of Treaty #2 of 1790 (roughly a line drawn south from London) 4. For greater certainty, any islands encompassed within the lands described above. 5. The area which was the subject of Treaty 25 on July 8, 1822 (which treaty was not signed by WIFN or its predecessors) 6. The geographic Township of Anderdon 7. The lands subject to the following treaties; (a) Treaty #2 (19 May 1790) (b) Treaty #6 (7 September 1796) (c) Treaty #7 (7 September 1796) (d) Treaty #12 (11 September 1800) (e) Treaty #29 (10 July 1827) 17 00-CV-189329 Court File No Attorney General of Canada et al Defendanffi and Nation, Bkejwanong Walpole Island First TelTitory Plaintiff '" "" " '" '" " '" .... Ontario SUPERIOR COURT OF JUSTICE .... '" '" '" cD "" '" .... .... '" '" '" Proceeding commenced at Toronto AMENDEDSTATEMENTOFCLAUM OIthuis, Kleer, Townshend Banisters & Solicitors 229 College St., Strite 312 Toronto, ON M5T 1R4 John A. Olthuis H. W. Roger Townshend Tel: (416) 981-9330 Fax: (416) 98]-9350 ~ '" '" .... .... " '" o .... .... .doc Solicitors for the Plaintiff \'rOKTI'\FfRMI/\Iallet:>\5JU91\1S9,e..4VY^" !l1a1ernenl QI œirnaml11 - CO ~ ~ ==- BkEjWANONq TERRiTORY 6Ji'eaties 1790 - 1843 o~ \J~ , ~ "'~~ " þl' TREATY #57l!l AUGUST 18, 1847 TREATY #6 SEpTEMbER 7, 1796 TREATY #7 SEpTEMbER 7, U96 , \io iof. ~þ þl' ~ ","<'''''/'''', d"~_ "~[,.R:::PN,.¡,~-'~{ii:eA:-<ikv ~·{5~o;¡6ZJ;_r415_ ~~~7-153G www:bkejwanoogµ,m 30 o 30 Kilometers Ahl1riginaI ([itIc Bkejwanong Territory - Assertion of Aboriginal Title Roads N Major Roads 10 0 -- 10 20 Kilometers Source: NRC 1 :250 000 N t -,W:ALP01.E _ISi...AND H.E.R_tTAG_"',(;."t;f\nRfo CNIH.tj~Ä.~WÄÄB:JlG .). _....~.,....--_.....~"",.~,-... <~..; ~ -, +"~ ~a..ci£ :lfa FOR DISPLA Y PURPOSES REPORTS OF COUNCIL AND STAFF June 12'h . 2001 Staff Reports - (ATTACHED) PaQe # 20 Manager of Engineering Services - County Road #54 (Pigram Road) Through Road By-Law 22 Technical Services Officer- OSTAR Update 30 Manager of Engineering Services - Renovations for Library Services Department 32 Director of Human Resources - Attendance Management Policy 9.30 54 Director of Human Resources - Employee Recognition - Human Resources Policy 10.130 56 Manager of Library Services - By-Law of Mandate and Statement of Purpose For the Elgin County Archives 60 Director of Homes and Seniors Services - Policy - Chronic Wound Assessment & Interventions 67 Director of Financial Services - Elgin Community Wide Area Network /9 REPORT TO COUNTY COUNCIL FROM: CLAYTON WATTERS, MANAGER ENGINEERING SERVICES DATE: MAY 18, 2001 SUBJECT: COUNTY ROAD #54 (PIGRAM ROAD) THROUGH ROAD BY-LAW Introduction The County of Elgin assumed Pigram Road from Brownsville Road to Springfield Road in the Township of Malahide in May 2000. The north section, from Brownsville Road to Lyons Line has been under the county's jurisdiction for many years. This is a shared exterior boundary road with the County of Oxford. Discussion The intersection at Pigram Road I Brownsville Road is a rural "T" intersection with an MDT of 1150 on Pig ram Road. The northbound and westbound traffic is required to stop and only one reportable accident has occurred at the intersection in the past 8 years. County Road 48 and 54 was designed and built for the through traffic in that area. Now that Road 52 and the south portion of 54 had been rebuilt in the last 10 years, there is an equal amount of traffic entering the intersection north and south of Brownsville Road. The stop sign regulating the stop condition for the northbound traffic would not be installed under present conditions. Therefore changes need to be made to remove the northbound stop condition. Removing the stop sign requires amending the Through Road By-Law (#99-33). Conclusion The present rural "T" intersection does not reflect the current traffic patterns. In order to rectify the situation the northbound stop sign should be removed and a warning sign erected for a period of 90 days to allow traffic to make the adjustment. ... 2 20 Page 2 REPORT TO COUNTY COUNCIL FROM: CLAYTON WATTERS, MANAGER ENGINEERING SERVICES DATE: MAY 18, 2001 SUBJECT: COUNTY ROAD #54 (PIGRAM ROAD) THROUGH ROAD BY-LAW Recommendation That By-Law #99-33, the Through Road By-Law, be amended; by deleting Section 54 A and replaced with the following new description: Road Section Description 54 A From the south side of Ron McNeil Line to the north side of Lyons Line RESPECT FULL Y SUBMITTED APPROVED FOR SUBMISSION ~~ifm CLAYTON D. WATTERS, MANAGER ENGINEERING SERVICES MAR D CHIEF ADMINISTRATIVE OFFICER 21 REPORT TO COUNTY COUNCIL PETER DUTCHAK, TECHNICAL SERVICES OFFICER ENGINEERING SERVICES DEPARTMENT JUNE 1, 2001 OSTAR UPDATE FROM: DATE: SUBJECT: Introduction The County of Elgin has applied for funding under the Ontario Small Town and Rural Development (OSTAR) Infrastructure Program to complete major bridge deck rehabilitation on the Vienna North and Vienna South Bridges in Bayham. At the time of this report we have not received approval from OSTAR, which was originally expected in early spring. The entire project will require a minimum of 6 months time to design, tender and construct. Now that we are well into this year's construction season sufficient time is not remaining to design, create contract documents, tender, and have the work completed during 2001. Staff recommends that Council select an engineering firm to complete all engineering work this year so that the work can be tendered early in 2002. Also recommended is that the remaining allocated funds be spend to extend our diminished Hot Mix Asphalt Resurfacing program in 2001 with projects proposed for 2002. Discussion The 2001 Capital Budget has allocated $500,000.00 to fund the improvements on these two structures. This amount assumes a one third cost sharing between the County, Provincial and Federal Governments respectively for a total estimated project cost of $1.5 Million. Originally, provincial and federal approvals were to be received by the end of March 2001. Staff took proactive steps by soliciting engineering firms through a request for proposal process to design and administer the proposed work so that it could be completed during the 2001 construction season once approvals were granted and funding was in place. The lowest solicited proposal price received during the Request for Proposal process was offered by Spriet Associates at a total price of $71,690.00. This cost represents the cost for all engineering, contract preparation, contract administration and site inspection. A summary of the prices received are listed in the following table. Consultant Price Spriet Associates London Limited $ 71,690.00 MIG Engineering Ltd. $ 75,970.00 Burgess Engineering Inc. $75,970.00 Totten Sims Hubicki Associates (1997) $85,600.00 Earth Tech Canada Inc. $ 133,750.00 Staff is suggesting that the amount of $45,000.00 be taken from the $500,000.00 allocated for this project under the 2001 Capital Budget to allow for the design, approvals, engineering and contract documents to be prepared in advance of an early tender call in 2002. This timing may also foster the most favorable contract prices. 22 page 1 of8 REPORT TO COUNTY COUNCIL PETER DUTCHAK, TECHNICAL SERVICES OFFICER ENGINEERING SERVICES DEPARTMENT JUNE 1, 2001 OSTAR UPDATE FROM: DATE: SUBJECT: Discussion (continued) The remaining $455,000.00, allocated this year for the bridge project, should be used to fund the reduced 2001 Hot Mix Asphalt Paving and gravel shouldering program. Other Council priorities have reduced this year's paving program to half of what it has been in previous years and far below what it should be to maintain the current state of our roads. This proposal would simply switch paving and shouldering work proposed in 2002 with the funds allocated for the bridge project this year. It would also keep the same amount of capital spending from year to year rather than placing the bridge project funds into a reserve for next year, thus spending approximately $3 Million in capital projects in 2001 and $4 Million in 2002. These funds originally allocated for the Vienna Bridges would be re-allocated in the 2002 Capital Budget. The proposed roads to be added to this year's paving program include: 1. Paving County Road #16 (from County Road #14 west to the east side of Port Talbot Hill) 2. Installing tiles on the west side of Port Talbot hill on County Road #16 to drain groundwater and prepare the hill for reconstruction proposed in 2002. 3. Patching a small section of County Road #19 (immediately north of Port Burwell) 4. Gravel shouldering on County Road #36 (from Highway #3 south to Sparta) 5. Gravel shouldering on County Road #3 (from County Road #45 west to County Road #14) or as far as remaining funds permit. Capital Project Sheets are included with this report to provide additional information on these proposed projects. Conclusion It is not possible to complete the Vienna North and South Rehabilitation projects in 2001 as originally planned because of delays in approval from the OSTAR program. The work should be designed this year so that an early tender call can be let in 2002. Spriet Associates submitted the lowest price to complete these requested services. Remaining funds originally allocated for this project in 2001 should be spent to pave roads and add shouldering gravel to roads as proposed in the 2002 Capital Program. This program is in desperate need of these funds to maintain the same level of service as we enjoy today. We have received good prices for similar work under our 2001 Hot Mix Asphalt program from Walmsley Bros. and they will be willing to extend these prices for any additional work. 23 page 2 of8 REPORT TO COUNTY COUNCIL PETER DUTCHAK, TECHNICAL SERVICES OFFICER ENGINEERING SERVICES DEPARTMENT JUNE 1, 2001 OSTAR UPDATE FROM: DATE: SUBJECT: Recommendation THAT Spriet Associates be selected to design and create the contract documents for the Vienna Bridge Rehabilitation projects in 2001 and be selected to administer and inspect the works in 2002; and, THAT the remaining funds originally allocated for the Vienna Bridge Rehabilitation projects in 2001 be utilized to extend the Asphalt Paving and Gravel Shouldering program for 2001 by adding the following projects: 1. Paving County Road #16 (from County Road #14 west to the east side of Port Talbot Hill). 2. Installing tiles on the west side of Port Talbot hill on County Road #16 to drain groundwater and prepare the hill for reconstruction proposed in 2002. 3. Patching a small section of County Road #19 (immediately north of Port Burwell). 4. Gravel shouldering on County Road #36 (from Highway #3 south to Sparta). 5. Gravel shouldering on County Road #3 (from County Road #45 west to County Road #14) or as far as remaining funds permit. RE~ PETE DUTCHAK, TECHNICAL SERVICES OFFICER APPROVED FOR SUBMISSION ~Jw CLAYTON D. WATTERS, MANAGER ENGINEERING S ES MARK MCD CHIEF ADMINISTRATIVE OFFICER 24 page3 of 8 2001 Capital Project Project Name Road 16 Hot Mix Resurfacing Department Engineering Services Location County Road 16 Fingal Line Area from County Road 14 to the east side of Port Talbot Hill Length 2 kilometres Estimated Cost $ 200,000.00 Scope of Work 50 mm Hot Mix Asphalt Resurfacing Hot Mix Asphalt Padding on Curves Gravel Shouldering Milled End Joints History of Asset Road was rebuilt in 1977 A.A.D.T. 800 Additional Information 25 page 4 of8 2001 Capital Project Project Name Road 16 Sub Drains Department Engineering Services Location County Road 16 Fingal Line Area on the west side of Port Talbot Hill Length 500 metres Estimated Cost $ 25,000.00 Scope of Work Supply and Install Perforated Drain Tiles to drain a ground water spring from under the road. Port Talbot Hill surface to be reconstructed in 2002. History of Asset Road was rebuilt in 1977 A.A.D.T. 800 Additional Information 26 page 5 of8 2001 Capital Project Project Name Department Location Area Length Estimated Cost Scope of Work History of Asset A.A.D.T. Additional Information Road 19 Hot Mix Patch Engineering Services County Road 19 Plank Road immediately north of County Road #50 (Port Burwell) 75 metres $ 10,000.00 Mill and Pave over previously patched section at bottom of hill, over previous Rail Road track crossing, to improve ride. Road was transferred from the Province in 1997. 800 Hill is scheduled to be reconstructed in 2003. 27 page 6 of8 2001 Capital Project Project Name Road 3 Gravel Resuñacing Department Engineering Services Location County Road #3 Talbot Line Area from County Road #45 west to County Road #14 Length 12.5 kilometres Estimated Cost $ 135,000.00 Scope of Work Supply and Install Granular 'A' Gravel on the existing shoulders so that they may be more easily maintained. History of Asset Road was downloaded to County in 1998. A.A.D.T. 3200 Additional This road forms part of the 401 Emergency Detour Information Route and should therefore be of the highest level of service 28 page 7 of8 2001 Capital Project Project Name Department Location Area Length Estimated Cost Scope of Work History of Asset A.A.D.T. Additional Information Road 36 Gravel Resurfacing Engineering Services County Road #36 Quaker Road from Highway #3 south to Sparta 8.8 kilometres $ 85,000.00 Supply and Install Granular 'A' Gravel on the existing shoulders so that they may be more easily maintained. 1400 29 page 8 of8 REPORT TO COUNTY COUNCIL FROM: CLAYTON WATTERS, MANAGER ENGINEERING SERVICES CATHY BISHOP, MANAGER OF LIBRARY SERVICES DATE: MAY 28,2001 SUBJECT: RENOVATIONS TO SOCIAL SERVICES DEPARTMENT FOR LIBRARY SERVICES DEPARTMENT INTRODUCTION: As Council is aware, Social Services has vacated their office space ~n the first floor, south end of the County Administration Building. The County of Elgin Library Services\pepartment will be moving into this space as soon as the renovations are complete. When the library I\as moved, the Municipality of Central Elgin can begin renovations to the lower level of the north wing. DISCUSSION: The Manager of Engineering Services and the Building Facilities Officer for the County of Elgin and a representative from Spriet Associates have reviewed the Social Services area with regards to the renovations. The renovations are estimated at $65,000. Minor demolitions and renovations will be required to make the space serviceable for the downsized operations of the library's administration. These renovations include but not limited to: demolition of 2 walls & closets and shower stall in the office space and bathroom fixtures in the men's washroom. Improvements for the area include: all walls to be painted, carpets to be replaced in most areas, a storage cupboard for supplies, replacement of ceiling tiles in some areas, replacement blinds for all areas (except newer area in front) and a sink, counter top & cupboard for the lunch room area. There will also be improvements to the mechanical and electrical systems. There are two options for the County of Elgin to complete the project. Option one is to have an architectural firm complete the design, drawings, specifications and solicit bids as prescribed by the purchasing policy. This option is the traditional method but requires additional time to complete both stages of the project i.e. design and tendering. Option two would have a firm complete all of the aspects described above. Since time is of essence option two would reduce the time allocated for this project and allow Central Elgin to relocate to the lower level quicker. At this time the County of Elgin does not have a pre-qualified contractor for this service. Therefore additional time would be required to select a design build contractor. It is our understanding that Spriet Associates is currently working with Central Elgin on the renovations required for their area. Spriet has extensive experience and knowledge of the County Administration Building. The Manager of Engineering Services believes that Spriet Associates would be the best candidate to complete the architectural services for the renovation project. ...Page 2 30 PAGE 2. DATE: SUBJECT: REPORT TO COUNTY COUNCIL FROM: CLAYTON WATTERS, MANAGER ENGINEERING SERVICES CATHY BISHOP, MANAGER OF LIBRARY SERVICES MAY 28,2001 RENOVATIONS TO SOCIAL SERVICES DEPARTMENT FOR LIBRARY SERVICES DEPARTMENT CONCLUSION: Library and Engineering Services have reviewed the space available for renovations and concluded that with minor renovations to the area it would make the space functional for the needs of the library department. This project is small by industry standards and by breaking up the project into individual defined components we will not incur administration costs by a general contractor for the sub-trades. Since time is of the essence, the Corporate Facilities Officer (CFO) will be the contract administrator and solicit quotes as per the purchasing policy for the construction services required for the renovations. This procedure would reduce costs and construction time. Since Spriet Associates have intimate knowledge of the building, it would be advantageous that they complete the architectural services for the renovations. Staff would seek Council's permission to commence the renovations not to exceed $65,000 and that the monies would be taken from the Building Reserve. The goal is to complete the renovations for Library Services Department by August 1. RECOMMENDATION: THAT Spriet Associates be hired to complete the architectural services for the renovations for the Library Services Department in the space recently vacated by the Social Services Department; and, That the Corporate Facilities Officer be the contract administrator for the project; and THAT the project is not to exceed $65,000 with the funds coming out of the Building Reserve and report back to council at a later date. RESPECT FULL Y SUBMITTED œ11JJuo CLAYTON D. WATTERS, MANAGER ENGINEERING SERVICES RESPECTFULL Y SUBMITTED ~~ CATHYBI OP,MANAG~ LIBRARY SERVICES APPROVED FOR SUBMISSION ~ CHIEF ADMINISTRATIVE OFFICER 31 REPORT TO COUNTY COUNCil FROM: HARLEY UNDERHill, DIRECTOR OF HUMAN RESOURCES DATE: May 14,2001 SUBJECT: ATTENDANCE MANAGEMENT POLICY 9.30 INTRODUCTION/BACKGROUND: The Attendance Management Policy that was approved by Council for implementation in January of 1997 has gone down a very bumpy road. After the initial implementation and a number of education sessions and meetings with the Bargaining Units further amendments where presented to Council and approved September 22, 1998. Following the last amendments more education sessions have been scheduled and on November 23, 1999 the SEIU bargaining unit made a request that was honoured by Council to make a presentation on December 16, 1999. DISCUSSION: Since the December 1999 meeting the management team have met on a number of occasions with representatives of the bargaining unit. At the meetings concerns were raised relative to the policy and accusations of contravention of specific acts and legislation were offered. The policy was clarified as to its intent and interpretation, and amendments were made as deemed necessary to better meet the needs of the staff and Corporation ensuring compliance with all acts and legislation. ~ 32 DISCUSSION CONTD As Council will recall the last discussions held with the bargaining unit was in January of 2001. A letter was circulated by the SEIU Representative from Terrace Lodge addressing the continued concerns of the group. Subsequently the Management Team took the suggestions as follows from the bargaining unit and formulated the following changes to the policy that are now supported by the bargaining unit. Recommendation "A" addresses the concern that the policy may be deemed as disciplinary and emphasizes the need for ongoing training. Recommendations "8" and "C" respond to the bargaining unit's contention that one day leave of absences cause an acceleration through the steps. Recommendation "0" addresses the concern over lateness, which is covered in another policy and is no longer, required here. Recommendation "E" reduces the number of steps as requested by the bargaining unit. Recommendation "F" streamlines the process by reducing the number of interviews. CONCLUSION: Through negotiation, discussion and agreement, a revised attendance management policy has been formulated. A number of issues raised by the bargaining unit have been addressed without diminishing the importance and effectiveness of the policy. 33 RECOMMENDATION: That as every policy is a living document, subject to the numerous discussions and considerations, the following recommendations are presented for your consideration: A: That ongoing training with the staff to understand the intent and interpretation of the policy continue. B: That under the MANAGEABLE ABSENCES add LEAVE OF ABSENCE as a category with the following language: "An approved unpaid leave of absence other than what is listed under approved absences will be subject to the Attendance Management procedures" C: That under the APPROVED ABSENCES add LEAVE OF ABSENCE as a category with the following language: "An approved unpaid leave of absence of one day to a maximum of five incidents per year." D. That under the MANAGEABLE ABSENCES DELETE THE SECTION ON LATE. E. That the levels in the system be renumbered to 1, 2 a and b, 3 a and b, 4 and 5. F. That at levels 1 and 2 there will not be an interview held unless the employee requests it. RESPECTFULLY SUBMITTED: APPROVED FOR SUBMISSION: Mark G. nald Chief Administrative Officer 34 County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code - A Date Approved: Oct. 1/87 Page 1 of 19 Date Last Revision: Sept. 22/98 To manage attendance [absenteeism] within the Corporation in a fair and consistent manner with the following objectives: a) To help employees achieve optimum attendance at work by making every reasonable effort to provide accommodation, assistance and rehabilitation. b) To respond to the facts of individual cases in passing through all the steps of the program. This program is not intended to be applied in a mechanical fashion which endeavours to have "one size fits all", but to rely on objective evidence relating to the attendance [absenteeism]. c) To provide guidance to management staff who are responsible for dealing with attendance issues. d) To enable the employer to conduct its operations in a safe, efficient and orderly manner. e) To maximize service delivery to the public. AMS deals primarily with attendance issues which are generally defined as non-blameworthy and innocent Blameworthy attendance issues are generally defined as willful acts resulting in violation of rules, regulations, policies, procedures or standards and could result in disciplinary procedures. In order to ensure consistent management of attendance issues and application of an Attendance Management System, the following definitions have been developed: DEFINITIONS: Medical Time Loss Review The Medical Time Loss Review is an assessment by the Human Resources Department when an employe states that a medical condition is the reason for inadequate attendance. 35 County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code - A Date Approved: Oct. 1/87 Page 2 of 19 Date Last Revision: Sept. 22.198 Return to Work Medical Clearance The Return to Work Medical Clearance is an assessment to determine the employee's ability to perform the duties of hislher regular job in a safe and predictable manner. MANAGEABLE ABSENCES rManaaeable Absencesl It is generally accepted that absences, are to some extent controllable. These absences are defined as manageable and include any absence from scheduled work for such things as: Leave of Absence An approved unpaid leave of absence other than what is listed under approved absences, will be subject to the Attendance Management procedures Workplace Safetv and Insurance Board Benefits An absence resulting from a work related injury or illness. These absences are subject to the Attendance Management procedures. Short Term Disabilitv An absence where the employee notifies the employer that helshe is unable to work due to illness, non occupational injury or doctor's appointments other than those listed under approved absences. These absences are subject to the Attendance Management procedures. Lona Term Disabilitv An absence resulting from iIIness/non-occupational injury as determined by a qualified medical practitioner, which prevents an employee from attending hislher regular work and which extends for a period of more than fifteen (15) to seventeen (17) weeks. These absences are subject to the Attendance Management procedures. Absent Without Permission An absence where the employee fails to report an absence to hislher supervisor according to established procedures. These absences may be subject to disciplinary action. 36 County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code - A Date Approved: Oct. 1/87 Page 3 of 19 Date Last Revision: Sept. 22/98 rLate 1 [An absence where an employee reports to work later than the specified starting time(s) (start of] [day/shift, lunch, breaks, etc.), unless the employee has made specific alternative arrangements with] [his/her immediate supervisor. These absences may be subject to disciplinary action.] APPROVED ABSENCES rApproved Absencesl There are some absences to which the employee is entitled to by law or under terms of the collective agreement and can be regarded as non-preventable. These absences are defined as approved and include any absence for such things as: Vacations/Holidavs An approved absence where an employee does not report to work due to vacation or holidays in keeping with collective agreements and corporate policies. This includes, lieu statutory days, lieu overtime days, holidays (non-paid). Compassionate Leave An approved absence due to the death of a family member, in accordance with provisions of the collective agreement or County Policy. Doctor's Appointment An absence where the employee requests leave to attend up to two physician or dental appointments, each no greater than one-half day in length or in accordance with provisions of the collective agreement or County policy. At the discretion of the Supervisor, a sick day or a part thereof may be used to attend an appointment with a specialist, as these are difficult to schedule. Modified Work/Rehabilitation An approved absence for participation in a temporary modified work or rehabilitation program in accordance with established gradual return to work procedures. Leave of Absence An approved unpaid leave of absence of one day to a maximum of five incidents per year. 37 County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code - A Date Approved: Oct. 1/87 Page 4 of 19 Date Last Revision: Sept. 22/98 Witness/Jury Dutv An approved absence to perform witness or jury duty activities, in accordance with the provisions of the collective agreement or County policy. Absent with Permission An approved paid absence in accordance with the provisions of the collective agreement or County policy. Maternity Leave An approved absence for maternity leave in accordance with the Employment Standards Act and based on the appropriate medical authorization. Parental Leave An approved absence available to adoptive andlor natural fathers andlor mothers in accordance with the Employment Standards Act. Suspension An absence where an employee is instructed to be absent from scheduled working hours as a result of disciplinary action. Union Business An absence approved by the Corporation to engage in union related activities. LeQal Strikes An absence resulting from unresolved formal contract negotiations. Temporary Lav-Off An absence resulting from the temporary unavailability of work. 38 County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code - A Date Approved: Oct. 1/87 Page 5 of 19 Date Last Revision: Sept. 22/98 Special Circumstances · The employee is responsible for contacting the Director of Human ResourceslDepartment Head to discuss the special circumstances. Examples: · Employee sent home due to illness · Employee was ill with a life threatening illness EMPLOYEE RESPONSIBILITIES: 1) Maintain an acceptable level of attendance REPORTING AN ABSENCE: Employees who are absent from work shall: 1) Report all absences to the immediate supervisor, or equivalent designate, in the manner and time prescribed in the Attendance Management System andlor Collective Agreements andlor Short and Long Term Disability Plans andlor County Policies, andlor departmental procedures. 2) Make every effort to contact the immediate supervisor, or equivalent designate, prior to the start of the shift. 3) It is the employee's responsibility to provide hislher immediate supervisor with the following information: - reason for absence [ according to defined absence types] - expected date of return 4) Employees who fail to report an absence shall be recorded as absent without leave. Additional procedures are included to focus on assisting employees to achieve the best health and attendance and to maintain operational efficiency: 1) Employees absent or expecting to be absent in excess of 15 working days are requested to contact the Supervisor who will contact the Human Resources Department / Health and Safety Coordinator in order to determine the possibility of work accommodation. The immediate supervisor will be informed of all developments with hislher employee. 2) Employees may be requested to contact the Supervisor every two weeks to advise of the status of an expected date of return. The Supervisor will contact the Health and Safety Coordinator who will Liaise with the Human Resources Department. 39 County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code - A Date Approved: Oct. 1/87 Page 6 of 19 Date Last Revision: Sept. 22/98 MANAGEMENT RESPONSIBILITIES: 1) Be accountable for the attendance level within the groups they supervise. 2) Know and follow the procedures outlined in the attendance management system. 3) Ensure the consistent application of the attendance management system procedures within the groups they supervise. SUPERVISORS RESPONSIBILITIES: Supervisors shall: 1) Receive calls from absent employees to: - determine the anticipated length of absence andlor return date - determine status of outstanding work, assignments, etc. to assess disposition - express concern regarding employee's health 2) Ensure all absences for all employees, regardless of status, are recorded on an absence report and forwarded to Human Resources Department immediately after the payroll cutoff date 3) Ensure that all employees are aware of the designate to be reported to when absent. In identifying a designate, supervisors should select an equivalent or higher level of management 4) Monitor and document all contacts from employees and note any revisions of expected date of return to work 5) Notify the Health and Safety Coordinator of absences expected to be, or in excess of, 15 working days and changes in return to work dates resulting from regular contact with absent employees 6) The Health and Safety Coordinator will advise the Director of Human Resources of all employees absent or expected to be absent in excess of 15 working days 40 County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code - A Date Approved: Oct. 1/87 Page 7 of 19 Date Last Revision: Sept. 22/98 DIRECTOR OF HUMAN RESOURCES RESPONSIBILITIES: 1) Regularly review the corporate and departmental levels of attendance 2) Ensure that department heads are consistently managing the level of attendance within their departments in accordance with the attendance management system procedures HUMAN RESOURCES DEPARTMENT RESPONSIBILITIES: 1) Provide overall administration of the attendance management system, including providing timely attendance reports to Director of Human Resources and department management, and regularly inform management of the effectiveness of the attendance management system 2) Support departmental management in the AMS process. 3) The Health and Safety Coordinator will liaise with the employee, the Supervisor, the Medical Practitioner, the Workplace Safety and Insurance Board the Benefit Carriers and any other persons necessary to assist with the administration of the Absentee Management System. 4) Monitor the overall health and welfare of all employees. While the emphasis is on preventive medicine, the Human Resources Department (Health and Safety Coordinator) may be asked to arrange a consultation with a medical practitioner to assess an employee regarding hislher ability to perform job duties in a safe and predictable manner and provide assistance to employees through the AMS. WORKPLACE SAFETY AND INSURANCE BOARD BENEFITS: All incidentslaccidents which occur during the course of duty, no matter how minor, must be reported immediatelv to the supervisor or designate and appropriate incident/accident forms completed and forwarded immediately to the Health and Safety Coordinator. The supervisor must complete an Absence Report if lost time results from the incident/accident. 41 County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code - A Page 8 of 19 Date Approved: Oct. 1/87 Date Last Revision: Sept. 22/98 RETURN TO WORK CLEARANCES: Emplovee Responsibilitv · Report to Health and Safety Coordinator before returning from any absence exceeding time limits outlined in the Collective Agreements or County Policy · Report to Health and Safety Coordinator before returning from any absence with limitations or restrictions · Provide medical documentation regarding limitations or restrictions regarding the ability to perform regular duties in a safe and predictable manner · Report to Health and Safety Coordinator before returning from any WSIB absence Supervisor Responsibilitv · For all absences of 5 working days or less due to Short Term Disability, refer employee to Health and Safety Coordinator when employee indicates that there are restrictions or limitations or when there are just concerns regarding the employee's ability to perform duties in a safe and predictable manner · Ensure all employees returning from WSIB benefits have been cleared to return by the Health and Safety Coordinator Health and Safetv Coordinator · For all absences due to Workplace Safety and Insurance Board benefits, notify WSIB of employee's return · Review all absences exceeding 5 working days due to STD or L TD · Review all absences of 5 working days or less where employee was referred by supervisor. ATTENDANCE INTERVIEW PROCEDURES: Interviews will not be required at Level 1 or 2, unless requested by the employee. A notice will be sent from the Human Resources Department to the employee and the supervisor, to inform them of the attendance. Interviews are not to be viewed as disciplinary proceedings. The intent and purpose, is to provide information and assistance to the employee regarding hislher attendance and responsibility to maintain an acceptable level and clearly indicate that not meeting attendance expectations may result in non-disciplinary discharge. 42 County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code - A Date Approved: Oct. 1/87 Page 9 of 19 Date Last Revision: Sept. 22/98 At Level 1 and 2, a notice will be sent from the Human Resources Department to the employee and the supervisor, to inform them of the attendance. No meeting is required unless the employee requests it. No notice will be sent [Interviews will be conduced] when an employee's rate of manageable attendance [absenteeism] is at or below 4 incidents or 10 days or less in any 12 month period. When an employee's rate of manageable attendance [absenteeism] exceeds 4 incidents or 10 days in any 12 month period after Levels 1 and 2, the supervisor will notify the employee in writing that helshe should arrange an [Level 1] interview with the supervisor. This [initial] interview will [not] be documented. If the employee has not contacted the supervisor within two weeks of the date of the first notice, the supervisor will send a follow-up letter. Should the employee's rate of manageable attendance [absenteeism] exceed 4 incidents or 10 days at any time within a 12 month period following the interview, the employee shall proceed to the next level. [Should the employee's rate of manageable attendance [absenteeism] fall below 4 incidents or 10 days in the 12 months following the return to work date of the absence that triggered the interview, the employee shall be out of the Attendance Management System.] Should the employee's rate of manageable attendance [absenteeism] exceed 4 incidents or 10 days between 12 and 24 months following an interview at any level of the AMS, the same level interview will be repeated. Should the employee's rate of manageable attendance [absenteeism] exceed 4 incidents or 10 days after 24 months following an interview at any level of the AMS, the employee will re-enter the procedure at Level 1. At all stages of the AMS follow-up interviews, when an employee demonstrates improvement in meeting attendance expectations, the supervisor will: a) Commend the employee on hislher improvement. b) Emphasize the importance of meeting and maintaining attendance expectations. 43 County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code - A Date Approved: Oct. 1/87 Page 10 of 19 Date Last Revision: Sept. 22/98 Except for [the] level 1 and 2 [initial interview], all supervisors are required to document all actions taken through the various stages of AMS and forward them to the Human Resources Department for input onto the data system. Following the return to work date after the absence that triggered the notice/interview the employee will begin a new 12 month period for the purpose of Attendance Management monitoring procedures. ATTENDANCE INTERVIEW GUIDELINES: 1. Stress that, after Levels 1 and 2, the [initial] interview results from himlher being identified as having a rate of manageable attendance [absenteeism] that exceeds 4 incidents or 10 days. Subsequent interviews result whenever the employee's rate of manageable attendance [absenteeism] exceeds 4 incidents or 10 days in any 12 month period. 2. Indicate to the employee that there is concern for the employee's health status and the Corporation wants to assist himlher in fulfilling Corporate objectives by meeting attendance requirements. Outline the problem by: a) Showing the employee a copy of hislher attendance for the past 12 month period. b) Stating the Corporation's need and desire for every employee to be at work on each working day. 3. Identify how the employee's absences affect hislher Department: a) Morale of fellow employees b) Effectiveness and productivity of the work group c) Quality of service to the public 4. Stress the need for improvement. Make the employee aware that an improvement in hislher attendance is expected. 44 County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code - A Date Approved: Oct. 1/1987 Page 11 of 19 Date Last Revision: Sept. 22/98 5. Outline to the employee hislher options: a) Correct the problem on hislher own b) Ask for help c) Do nothing and deal with the potential consequences 6. Offer assistance options to the employee: a) Employee Assistance Program. Any employee who seeks assistance will be provided information about the County's Employee Assistance program [given same on an individual basis]. b) Medical assistance through the Human Resources Department. 7. Inform the employee that hislher attendance will be monitored. 8. Advise the employee of the consequences if there is no improvement. 9. Have the employee restate what you have explained to ensure that helshe understands. 10. Ask the employee for hislher comments. 11. Document the Meeting - forward copy to the Director of Human Resources. EMPLOYEE REPRESENTATION: As previously stated, interviews at the early levels are not intended to be disciplinary but rather a communication between the employee and management regarding attendance information and expectations, assistance available and potential outcomes. Should a unionized employee wish to have representation present at the interview, helshe may request it at any and all levels. In the latter interviews, where attendance improvement has not been demonstrated by the employee, a union representative's attendance shall be invited by the supervisor/manager. 45 County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code - A Date Approved: Oct. 1/87 Page 12 of 19 Date Last Revision: Sept. 22/98 LEVELS Level 1 (Initial Concern Notice) fMeetingl An initial concern [meeting] occurs when an employee's rate of manageable attendance [absenteeism] exceeds 4 incidents or 10 days within a 12 month period. A notice will be sent from the Human Resources Department to the employee and the supervisor, to inform them of the attendance. No meeting in required unless the employee requests it. This notice [meeting] is designed to inform the employee of the attendance [absenteeism problem]. [offer assistance to the employee and advise the employee of the possible outcome if there is no improvement.] If the employee indicates that there is a medical condition for the attendance [absenteeism], the employee will be referred to the Human Resources Department for a "Medical Time Loss Review". A follow-up meeting will be held, no later than 3 months after the referral to the Human Resources Department, with the employee to review the outcome of the "Medical Time Loss Review" and agree on a plan of action to achieve the acceptable attendance level. [The Level 1 meeting shall be conducted by the employee's supervisor. This initial meeting will not be documented.] Level 2 a (Further Concern Notice) fMeetinql A Level 2 a notice will be sent from the Human Resources Department to the employee and the supervisor, to inform them of the attendance. No meeting is required unless the employee requests it. This notice [meeting] shall be sent [conducted] if the employee's rate of manageable attendance [absenteeism] exceeds 4 incidents or 10 days at any time within a 12 month period since the initial Level 1 notice [meeting] or since medical intervention and establishment of an action plan. This notice [meeting] is again designed to inform the employee of the continuing attendance [absenteeism problem, express concern regarding the absenteeism problem, offer assistance to the employee and advise the employee of the possible outcome if there is no improvement]. If the employee indicates that the attendance [absenteeism] is due to a medical condition, the employee will be referred to the Human Resources Department for a "Medical Time Loss Review". A follow-up meeting will be held with the employee, no later than 3 months after the referral to Human Resources to review the outcome of the "Medical Time Loss Review" and agree on a plan of action to achieve the acceptable attendance level. 46 County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code - A Date Approved: Oct. 1/87 Page 13 of 19 Date Last Revision: Sept. 22/98 [The Level 2 a meeting shall be conducted by the employee's supervisor, documented in a letter to the employee and recorded in the employee's file in the Human Resources Department.] Level 2 b r31 (Follow Up Meetinq) A Level 2 b [3] meeting shall be conducted three months after the Level 2 a notice [meeting] ONLY if the employee's rate of manageable attendance [absenteeism] has not exceeded 4 incidents or 10 days since the Level 2 a notice [meeting]. The employee will be commended for his/her progress and reminded that satisfactory attendance at work is required. The employee will also be advised that if hislher manageable absences exceed 4 incidents or 10 days within 12 months of the Level 2 a notice [meeting], then a Level 3 a [4] meeting will be held. The Level 2 b [3] meeting shall be conducted by the employee's supervisor, documented in a letter to the employee and recorded in the employee's file in the Human Resources Department. Level 3a r41 (Advance Concern Meetinq) A Level 3 a [4] meeting shall be conducted if the employee's rate of manageable attendance [absenteeism] exceeds 4 incidents or 10 days at any time within a 12 month period since the initial Level 2 a meeting or since medical intervention and an action plan have been established. The employee will be advised of the attendance [absenteeism problem], management's expectations regarding satisfactory attendance at work, offered assistance and advised of the possible outcome if there is no improvement. The employee should be asked if there is a medical condition causing the attendance [absenteeism]. If the employee indicates that the attendance [absenteeism] is due to a medical condition, the employee will be referred to the Human Resources Department for a "Medical Time Loss Review". A follow-up meeting will be held, no later than 3 months after the referral to Human Resources, with the employee to review the outcome of the 47 County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code - A Date Approved: Oct. 1/87 Page 14 of 19 Date Last Revision: Sept. 22/98 "Medical Time Loss Review" and agree on a plan of action to achieve the acceptable attendance level. The Level 3 a [4] meeting shall be conducted by the employee's Supervisor and Human Resources [Department Head]. All meetings occurring in this stage shall be documented in a letter to the employee and recorded in the employee's file in the Human Resources Department. Level 3 b r51 (Follow UP Meetina) A Level 3 b [5] meeting shall be conducted three months after the Level 3 a [4] meeting ONLY if the employee's rate of manageable attendance [absenteeism] has not exceeded 4 incidents or 10 days since the Level 3 a [4] meeting. The employee will be commended for hislher progress and reminded that satisfactory attendance at work is required. The employee will also be advised that if hislher manageable absences exceed 4 incidents or 10 days within 12 months of the Level 3 a [4] meeting, then a Level 4 [6] meeting will be held. The Level 3 b [5] meeting shall be conducted by the employee's supervisor, documented in a letter to the employee and recorded in the employee's file in the Human Resources Department. Level 4 r61 (Final Warnina) A Level 4 [6] meeting shall be conducted if the employee's rate of manageable attendance [absenteeism] exceeds 4 incidents or 10 days at any time within a 12 month period since the initial Level 3 a [4] meeting or since medical intervention and establishment of an action plan. The employee will be advised of the attendance [absenteeism problem], management's expectations regarding satisfactory attendance at work, and the possible outcome if there is no improvement. The purpose of this meeting is to: a) Present the employee with hislher attendance record to date and to remind himlher of previous notices and/or discussions regarding the necessity of satisfactory attendance 48 County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code - A Date Approved: Oct. 1/87 Page 15 of 19 Date Last Revision: Sept. 22/98 b) Explain to the employee the seriousness of the situation and stress that improvement must be shown quickly and dramatically in order to ensure continued employment c) Offer assistance if appropriate d) Advise the employee that termination of hislher employment will occur if improvement is not forthcoming If the employee indicates that the attendance [absenteeism] is due to a medical condition, the employee will be referred to the Human Resources Department for a "Medical Time Loss Review". A follow-up meeting will be held, no later than 3 months after the referral to the Human Resources Department, with the employee to review the outcome of the "Medical Time Loss Review" and agree on a plan of action to achieve the acceptable attendance level. The Level 4 [6] meeting shall be conducted by the Director of Human Resources, Department Head and Supervisor. A union representative shall also be invited to attend. This meeting will be documented in a letter to the employee and will be recorded in the employee's file in the Human Resources Department. Level 5 m (Termination of Emplovment) A Level 5 [7] meeting shall be conducted if the employee's rate of manageable attendance [absenteeism] exceeds 4 incidents or 10 days at any time within a 12 month period since the initial Level 4 [6] meeting or since medical intervention and an action plan have been established. The purpose of this meeting is to: a) Present the employee with hislher attendance record to date b) Advise the employee that helshe has not demonstrated the required improvement outlined in Level 4 [6], resulting in hislher termination. The Level 5 [7] meeting shall be conducted by the Director of Human Resources, Department Head and the Supervisor. A union representative shall also be invited to attend. This action will be documented in a 49 County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code - A Date Approved: Oct. 1/87 Page 16 of 19 Date Last Revision: Sept. 22/98 letter presented to the employee and will be recorded in the employee's file in the Human Resources Department. Prior to the Level 5 [7] meeting being held, the Director of Human Resources will review all cases to ensure that: a) Every reasonable effort has been made to accommodate the employee within the workplace; b) The employer has fulfilled its obligations under the Workplace Safety and Insurance Act and the Ontario Human Rights Code; c) The employee's attendance record illustrates an inability to meet attendance expectations. In exceptional circumstances, where the Director of Human Resources is satisfied, based on available medical information, that there is a likelihood the employee will be capable of satisfactory attendance in the foreseeable future, a decision to terminate may be deferred for a period not exceeding twelve months. Where a decision has been made to defer termination as outlined above, should the employee's rate of manageable attendance [absenteeism] exceed 4 incidents or 10 days at any time within a 12 month period following the Level 5 [7] meeting, the employee will be terminated. Should the employee's rate of manageable attendance [absenteeism] exceed 4 incidents or 10 days between 12 and 24 months following a Level 5 [7] meeting, a Level 4 [6] meeting will be held. ATTENDANCE MANAGEMENT SYSTEM REPORTS: In order to assist management to identify and manage the attendance performance of their employees in a fair and consistent manner according to the procedures outlined, system reports will be generated and distributed to supervisors on a regular basis monthly. Overall administration and statistical monitoring of attendance is the responsibility of the Human Resources Department. It shall be responsible for producing employee and summary attendance reports. 50 County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code - A Date Approved: Oct. 1/87 Page 17 of19 Date Last Revision: Sept. 22/98 Emplovee Attendance Reports At monthly intervals, the system will automatically generate reports identifying employees whose manageable absences exceed 4 incidents or 10 days in the previous 12 months, based on a 12 month moving calendar or since the date of return to work following the incident that triggered the interview. The reports shall be distributed to departments every month. The report will include detailed data indicating the manageable absence types by frequency and severity for each employee identified. Summarv Reports At the end of each calendar quarter and annually, the system will produce summary report by sectionldivisionldepartment indicating: . Number of employees . Number of available work days · Total manageable absences (severity and frequency) by absence type · Average days lost and average incidents per employee by manageable and approved absences · Total manageable absences as a percentage of the total available work days. HUMAN RESOURCES DEPARTMENT: Purpose of Human Resources Department The primary purpose of the Human Resources Department in the Attendance Management System is to assist in ensuring that employees are receiving optimum medical care and to provide professional opinions and guidelines on health related issues to Employees, Supervisors and Personnel. Complete confidentiality of medical information as per medical ethics, will be maintained in all cases. 51 County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code - A Date Approved: Oct. 1/87 Page 18 of 19 Date Last Revision: Sept. 22/98 Role of the Human Resources Department for Absences in Excess of 10 Workinq Oavs For absences in excess of 10 working days, the Human Resources Department role is as follows: a) Determine or confirm the anticipated length of the employee's absence; b) Assist in ensuring the employee is receiving optimum medical care; c) Arrange a medical assessment of the employee's capability of performing any part of hislher regular job in a temporary modified work environment; d) Develop a follow-up action plan to communicate with the employee. Role of the Human Resources Department in the "Return to Work" Medical Clearance If the employee is required to obtain "Return to Work" medical clearance, the employee must report to the Human Resources Department. The role of the Human Resources Department is to assist the employee to obtain a medical assessment to: a) Determine the employee's health status; b) Ensure that the employee is fit to return to regular duties; c) Assist in determining any follow-up care that may be appropriate; d) Assess the employee's capability of performing any part of hislher regular job in a temporary modified work environment. Role of the Human Resources Department in a "Medical Time Loss Review" At Level 4 of the AMS or at any previous time a medical condition for the attendance problem is declared, the employee may be requested to attend a "Medical Time Loss Review" assessment at the Human Resources Department. The purpose of the Medical Time Loss Review is to assess the employee's ability to attend and perform hislher regular duties in a safe and predictable manner. 52 County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code - A Date Approved: Oct. 1/87 Page 19 of 19 Date Last Revision: Sept. 22/98 Information Provided bv the Human Resources Department When an employee has been assessed by a medical practitioner whether triggered by the "Return to Work Medical Clearance" or the "Medical Time Loss Review", supervisors can expect answers to the following: a) Is there a medical condition causing the attendance problem? b) Is the medical condition permanent or temporary? c) Are there any limitations or restrictions that are temporary or permanent? d) What is the anticipated date for return to full regular duties? e) Has everything been done to facilitate the employee's performance of hislher regular duties? f) Is the employee presently able to perform hislher full regular duties in a safe and predictable manner without undue risk to the health and safety of himlherself or others? g) What is the impact of this condition on the employee's abilityllikelihood to attend in a predictable manner in the future? Note: Complete confidentiality of medical information as per medical ethics, will be maintained in all cases. 53 Report to County Council FROM- Joan McBurnie, Health and Sajèty Coordinator DATE May 3, 2001 SUBÆCT: Employee Recognition - Human Resources Policy 10.130 INTRODUCTION/BACKGROUND The following 25 employees had perfect attendance in 2000. Of these, 1 has achieved perfect attendance for 5 years, 1 has achieved perfect attendance for 4 consecutive years, 4 have achieved perfect attendance for 3 consecutive years and 2 have achieved perfect attendance for 2 consecutive years. Department Name 2000 1999 1998 1997 1996 Administrative Services Sandy Heffren * Library Services Cathy Bishop * Dianne Palmer * James Welch * * Human Resources Louise Eastbury * . . . Engineering Services Clayton Watters * * * Aun Beunie * * * * * Justin Lawrence * Financial Services Suzanne Edwards * Aune Murray * Elgin Manor Stewart Burberry * Pat Vandevenne * Barbara Vaughan * Grace Beal * * * Joanne Bolt * Richard Hiddink * * Claire Labonte * * * Lynn McPherson * Servat Sobhani * * * * Nancy Stinson * Linda Taylor * ....2 54 Human Resources Policy 10.130 - Employee Recognition Page 2 May 3, 2001 Department Name 2000 1999 1998 1997 1996 Terrace Lodge Marilyn Fleck * Marjorie Ford * * * Bobier Villa Karen Conway * Grace Ford * John Kersten * CONCLUSION: In keeping with established policy, all 21 employees with perfect attendance in 2000 will be invited to the June 12,2001 Council Session to receive their recognition. Perfect Attendance in recent years: 1999 - 22 1998 - 24 1997 - 27 1996 - 14 All of which is respectfully submitted, ;2:;;;,:;< ~~ Health and Safety Coordinator !:of!¡~~ Approved For n Mark McDonald Chief Administrative Officer 55 REPORT TO COUNTY COUNCIL FROM: Brian Masschaele, County Archivist DATE: May 25,2001 SUBJECT: By-Law of Mandate and Statement of Purpose For the Elgin County Archives BACKGROUND: Brian Masschaele, the County Archivist has been busy working on the initial planning document for the County Archival facility and a collection development policy that will be presented to Council for approval. Before the Archivist proceeds too far with the program it is necessary to have a by-law to establish the mandate and activities of the Elgin County Archives. DISCUSSION: The archives has three (3) major objectives: 1. To be a comprehensive resource for records documenting the County's economic, political, geographic and social development. 2. The archives exists to ensure the long-term preservation of records under its care. 3. The archives exists to provide access to the records to the general public, County Staff and officials in order to promote accountability and efficient delivery of County services and historical research. Attached is a copy of the draft by-law for Council's consideration. CONCLUSION: Staff recommends that Council consider adopting this by-law to establish the mandate and activities of the Elgin County Archives, RECOMMENDATION: THAT, the Elgin County Archives By-Law of Mandate and Statement of Purpose be adopted by County Council. Respectfully Submitted ~MO rian Masschaele County Archivist Mark Chief Administrative Officer 56 Elgin County Archives Draft By-Law of Mandate and Statement of Purpose A by-law to establish the mandate and activities of the Elgin County Archives WHEREAS the County appointed an archivist in May 2001, and WHEREAS it is necessary to establish the mandate and activities of the archives under the management of that position, and WHEREAS Section _ of The Municipal Act, R.S.O. 1990, Chapter _ authorizes Council to establish such entities by by-law; NOW THEREFORE BE IT RESOLVED THAT: 1. The archives shall be called the ELGIN COUNTY ARCHIVES (herein referred to as the archives) and shall be administered by [name of department]. 2. The archives strives to be a comprehensive resource for records documenting the County's economic, political, geographic and social development. The mandate of the archives with respect to acquisition is therefore as follows: a) to act as the repository for all inactive records in all formats of the County's executive, management and administrative functions and related agencies that are designated for permanent retention according to legislative requirements andlor the County's records retention by- law. (See Schedule "A" attached to and forming part of this by-law for a glossary of terms;) b) to establish policies for the management of active and semi-active records within all County departments, including authority for the destruction of all corporate records as well as maintenance of the County's records retention by-law; c) to enter into transfer agreements for the management of inactive records of the County's former and current local municipalities; d) to acquire archival records from private sources that have any bearing upon the history of the County of Elgin as appraised by the archivist and in accordance with an acquisition policy approved by Council. It is generally understood that such donations are the property of the archives upon completion of a donation agreement unless otherwise stated; 57 2 e) to enter into agreements pending Council approval for the management of records of other agencies and levels of government. 3. The archives exists to ensure the long-term preservation of records under its care. The mandate of the archives with respect to preservation is therefore as follows: a) to maintain the records in a suitable repository wherein temperature, relative humidity, lighting and air quality are all controlled according to archival preservation standards as defined by the Canadian Conservation Institute and the archivist; b) to promote the security of records against potential hazards such as fire, water damage and theft; c) to promote responsible care and handling of the records at all times; d) to engage in active conservation treatment of records when necessary, either in-house under the direction of the archivist or under contract to a qualified conservator as warranted; e) to engage in reproduction of records by various means in order to preserve their evidence or reduce their care and handling. 4. The archives exists to provide access to the records to the general public, County staff and officials in order to promote accountability, efficient delivery of County services and historical research. The archives mandate with respect to access is therefore as follows: a) to offer access to holdings at a minimum of five days per week and at all reasonable hours, with an adequate number of professional, technical and clerical staff on duty during these hours. Ample space will be provided in the archives to conduct this research; b) to ensure that records are adequately arranged and described according to archival principles to facilitate their efficient retrieval and use; c) to permit reproduction of records for research purposes according to established fees and within bounds of Canadian copyright law. The archivist reserves the right to prohibit such reproductions should this be deemed harmful to the originals; 58 3 d) to abide by pertinent legislation with regards to access and privacy, specifically the Municipal Freedom of Information and Protection of Privacy Act; e) to respect the privacy of donors and their records when applicable and as stipulated in donation agreements; 1) to establish fees from time to time for research services provided by staff at the archives on behalf of patrons; g) to engage in community outreach and public awareness activities, including promotion of local tourism and economic development. 5. This mandate shall be carried out by the archivist in accordance with the employee Code of Ethics as established by County Council and the professional Code of Ethics as established by the Association of Canadian Archivists. By-law read a first, second and third time and finally passed _._._ Schedule "A" - Glossary of Terms Records: Information, however recorded, on paper, on film, by electronic means or otherwise possessing identifiable authorship and having integrity as evidence of a transaction; Archival Records: Primary records (generally unpublished) in all formats permanently preserved because they possess enduring evidential, administrative or cultural value; Active records: Records in all formats which continue to be maintained in their place of origin and are regularly used to conduct the business of a department or institution. Semi-active records: Records in all formats required less frequently in the conduct of current business resulting in their transfer from offices to a records centre or other holding area, pending their ultimate disposition and review by the archivist. Inactive records: Records in all formats no longer needed for current business and transferred to the archives for disposition_ 59 REPORT # 1 TO ELGIN COUNTY COUNCIL FROM: Marilyn Fleck, Director of Homes and Seniors Services SUBJECT: Policy - Chronic Wound Assessment & Interventions DATE: May 25, 2001 Backaround/introduction: Resident care needs have increased and to provide appropriate assessment and interventions for skin care, Registered staff assesses and tracks the treatment intervention for skin wounds/ulcers. Discussion/Conclusion: The Directors of Nursing have developed the attached policy in order to demonstrate the effectiveness of treatment for the Physician report. This policy provides the Registered Staff with appropriate guidelines for the procedures. This documentation tool does provide the appropriate information to determine a further course of treatment. In addition, the Homes have utilized the services of a Wound Specialist (VON) through the CCAC. This process is funded by the Ministry of Health and Long Term Care and the results of the course of treatment have been very positive for the residents. Recommendation: THAT the Policy and Procedure "Chonic Wound Assessment and Interventions" be approved for implementation in the Homes. Respectfully submitted: Approved for submission: M-!£J ~ #1ulv 'Marilyn D. Fler Director of Homes and Seniors Services Chief Administrative Officer 60 ELGIN COUNTY HOMES AND SENIORS SERVICES Policies and Procedures Reference Number: DEPARTMENT: Nunmg SUBJECT: Chronic Wound Assessment And Interventions POLICY APPROVAL DATE: May 1, 2001 CURRENT REVISION DATE: May 25, 2001 Page 1 of6 Director of Homes OBJECTIVE: To assess, treat, resolve, and track chronic wounds/ulcers. EQUIPMENT: 1. Sterile dressing tray 2. Sterile Gloves 3. Sterile cotton swab( s) 4. Measuring instrument - (transparent) 5. Stage of Ulcer (pictogram) 1,2,3,4. REQUIRED FORM: Chronic Wound Assessment and Interventions Flow Sheet (see attached) This flow sheet is to be filed in the Treatment binder FREQUENCY OF CHARTING ON FLOW SHEET: 1. Weekly until healed (Minimum charting allowed) 2. Upon change of treatment and physician's order 3. Increased frequency at the discretion of the Registered Nurse or Registered Practical Nurse 61 ELGIN COUNTY HOMES AND SENIORS SERVICES. Policies and Procedures Riference Number: DEPARTMENT: Nursing SUBJECT: Chronic Wound Assessment And Interventions POLICY APPROVAL DATE: May 1, 2001 CURRENT REVISION DATE: May 25, 2001 Page 2 of6 Director of Homes PROCEDURE: I. Explain procedure to resident Bring equipment to bedside Screen resident 2. Avoid unnecessary exposure Assist resident to required position Expose area to be dressed 3. Wash hands thoroughly 4. Avoid contamination - Open sterile tray and instrument set to provide sterile field 5. Drape resident 6. Pour prescribed solution into sterile bowl 7. Don sterile gloves 8. Avoid touching dressing Remove soiled dressing with forceps Discard in container 9. Cleanse wound with prescribed solution 10. Avoid wound damage and contamination Gently use sterile Q-tip to assess the wound measurements 62 ELGIN COUNTY HOMES AND SENIORS SERVICES Policies and Procedures Reference Number: DEPARTMENT: Nursing SUBJECT: Chronic Wound Assessment And Interventions POLICY APPROVAL DATE: May 1, 2001 CURRENT REVISION DATE: May 25, 2001 Page 3 of6 Director of Homes 11. - Apply dressings as prescribed with sterile forceps 15. Secure with Micropore Tape 12. Assist resident to a comfortable position 13. Discard bag containing soiled dressings 14. Clean and return equipment to designated area Discard disposable items 15. Chart procedure on Chronic Wound Assessment and Interventions Flow Sheet Including: 1) Wound measurements (length, width, and depth in cm) 2) Stage of ulcer 3) Undermining (cm) 4) Tunnelling (cm) 5) Assessment of wound tissue 6) Assessment and amount of exudate 7) Odour 8) Assessment of periwound tissue 9) Dressing type applied 10) Record Interventions on Flow Sheet and Individual Resident NCP 11) Pain o - No pain 1 - Mild 2 - Discomforting 3 - Distressing 4 - Horrible 5 - Excruciating (as per Palliative Pain Guide) 63 ELGIN COUNTY HOMES AND SENIORS SERVICES Resident: Chronic Wound Assessment and Interventions Wound Location: Date: yyyy/mmfdd Time: h Length / Width / Depth (cm.) ofu1cer Stage of ulcer Undernrining (cm.) I Tunnelling (em.) Wound base 1. Thick black eschar 2. Some slough/necrotic tissue 3. Inflamed/yellowish exudate 4. Healthv Dink/red granulation tissue Exudate Amount: 1. Serous Small- S 2. Serosanguineous Moderate - M 3. Purulent Large - L Nil- 0 Odour: 1. None 2. Mild 3. Foul Periwound skin (cm.): 1. Healthy / Intact 2_ Red / Inflamed 3_ Macerated 4_ Indurated / Hard 5_ Hematoma 6. Edema Dressing Applied: Interventions: i_e. air mattress, fuot posey, dietary supplement, seating, etc. UDdate interventions on NCP Pain: 0 - No pain 3 - Distressing I - Mild 4 - Homble 2 - Discomforting 5 - Excruciating Nurse's fuítiaIs 64 ELGIN COUNTY HOMES AND SENIORS SERVICES Policies and Procedures Reference Number: DEPARTMENT: Nursing SUBJECT: Chronic Wound Assessment And Interventions POLICY APPROVAL DATE: May 1,2001 CURRENT REVISION DATE: May 25, 2001 Page 5 of6 Director of Homes i~ 8-..7 l"j t"' ~ ~ ~ Cf:¡ ~ ~ ~ ~ ~ Cf:¡ a-- a-- REPORT TO COUNCIL FROM: Linda B. Veger, Director, Financial Services Cathy Bishop, Manager, Library Services DATE: May 23, 2001 SUBJECT: Introduction: Elgin Community Wide Area Network Connect Ontario is a SuperBuild initiative to develop a network of 50 "smart" communities across Ontario. The initiative will enhance the competitiveness of our mostly rural communities in the digital economy through enhanced connectivity. Local governments are expected to be participants or partners in community projects. The County is a participant in an "elginconnects.ca" Task Force set up to review e- government, technical issues, e-business, GIS, community partners, and a portal group. A number of counties have already completed projects and their experiences are extremely helpful in developing our plan. The County of Elgin, in 2000,supported an application for a Connect Ontario grant to prepare an infrastructure plan. Discussion: The County has been approached by the City of St. Thomas/St. Thomas Public Library, St. Thomas-Elgin General Hospital, and Information Elgin to partner in the development of a wide area network. This group of four equal partners will prepare a request for proposals and as partners, will decide on the most suitable vendor. Staff will ensure this plan does not impede the County's involvement in a Connect Ontario project. The group envisions towers located at Fanshawe College, St. Thomas Elgin General Hospital, the County Administration Building, and the Justice Building. The connection to "the outside world" may be provided from Fanshawe College to a Bell network. However, responses to the RFP may outline different configurations. The successful vendor will be responsible for the installation, testing and maintenance of the system. The main benefits to the County include: · Increased internet speed to the three Homes for Seniors · Increased speed for the new nurses notes software (Campana) · East end branches would have increased speed for MultiLlS (Library catalogue) · By changing our configurations through dedicated lines, pt. Stanley, Shedden, and Belmont libraries will have increased speed for MultiLlS · Dutton, Rodney, and West Lome libraries will have increased MultiLlS speed · Increased internet speed at the County building including the Main Library Reconfiguration of data lines to pt. Stanley, Shedden, and Belmont will increase costs approximately $4,500 per year. It is estimated that the wide area network, including annual maintenance, will cost up to an additional $13,500 per year over a three year contract. 06/05/01 wideareanetwork 67 Conclusion: The public continues to increase its demands for faster, more reliable connectivity. The Library has been very proactive in providing internet access through CAP sites, MultiLlS through the internet, training programs, and additional computers in high use branches. This wide area network will enhance connectivity by speeding up access for staff and the public. Nurses Notes will soon be going live at Bobier Villa. Increased speed should make the implementation much smoother. The cost of this project may be a portion of the County's in-kind costs associated with the Connect Ontario Project. Recommendation: THAT staff be directed to include the County of Elgin as an equal partner in the request for proposals for an Elgin Community Wide Area Network; and, THAT the Warden and Chief Administrative Office be authorized to sign the applicable agreements; and, THAT the first year cost of this project, not to exceed $18,000, be charged to the Mill Rate Stabilization Reserve; and, THAT the cost for future years be included in the Information Technology proposed budgets. Respectfully submitted. ~ Linda B. Veger ~ Director of Financial Services ~ ~...¿ Cathy Bi op 'èP Manager of Library Services Approved for submission. M~~(2 --- Chief Administrative Officer 06/05/01 wideareanetwork 68 CORRESPONDENCE - June 12th, 2001 Items for Consideration - ATTACHED 1. Mr. Norm Lemke, Clerk, County of Renfrew, with a resolution concerning gas franchise agreements between municipalities and the natural gas industry. 2. Mrs. Pat Kemp, Clerk, County of Peterborough, with a resolution advising of the need for approval of land ambulance funding and standards in order to meet legislative standards. 3. P.G. Page, City Clerk, City of Ottawa, with a resolution endorsing the Environmental Farm Plan and requesting Federal and Provincial funding support to Ontario's agricultural industry. 4. Mr. Dave Aristone, Chief Administrative Officer, Township of Southwold, requesting the County to participate in and help fund a third party review of issues pertaining to the Ford Motor Company request for assessment adjustment. 5. Mrs. Jenny Phillips, 2002 Provincial Town Criers' Competition, requesting the appointment of two County representatives on the 2002 Provincial Championship of Town Criers. 6. St. Thomas Times Journal, requesting the County put an ad on the "Cycling Week in Elgin County" map. 69 PUBLIC WORKS DEPARTMENT MAY 28 2001 9 INTERNATIONAL DRIVE PEMBROKE.ON,CANADA K8A 6W5 (613) 732-4353 FAX: (613) 732-0087 RESOLUTION Moved by Chair Seconded by Committee WHEREAS municipalities and the natural gas industry have negotiated in good faith, a model gas franchise agreement to define the relationship between the parties with respect to the placement of natural gas pipelines in municipal right of ways; And Whereas the parties submitted both resolved and unresolved issues to the Ontario Energy Board for resolution and approval; And Whereas the Ontario Energy Board approved of the terms negotiated by the parties and in particular approved of the collection of permit fees by the municipality consistent with section 220.1 of the Municipal Act in order to compensate municipalities for the costs incurred with respect to the placement of natural gas utilities in public right of ways; And Whereas the provision of natural gas service benefits only selected taxpayers and it is inappropriate that all taxpayers subsidize services received by a few; And Whereas the Minister of Municipal Affairs at the request of the natural gas industry has by regulation overturned the decision of the Ontario Energy Board as it relates to the collection of permit fees contrary to the authority granted in Section 220.1 of the Municipal Act; And Whereas the provisions of the Municipal Act were put in place by the current government in order to give municipalities the tools to deal with the effects of service realignment; And Whereas the decision of the Minister to suspend the tools provided in Section 220.1 of the Municipal Act was arbitrary, done without any consultation with the municipal sector, and usurps the legitimate authority ofthe Ontario Energy Board. 70 Please circulate to: County of Peterborough 470 Wa.t.er STJ"eet, Peterborough, Ontario K9H 3M3 :·...........IT·_...IT::::.'i~:::::::..ìŒe..·.._1mi:..IT..æü:::::::J~r........·~.......B..:.TJ]W,..::J~¡r~~IT..:m:....~IT..·......,,:::::~::::...........~..·r:7iii:::::::~::::::::::::m ..' Pat Kemp, A.M.C.T., C.M.O., C.M.C., Clerk " Email: pkemp@county.peterborough.on.ca " PHONE (705) 743-0380 or (800) 710-9586, ext. 301 FAX (705) 743-2405 May 17, 2001 The Honourable James Flaherty Minister of Finance & Deputy Premier 7'" Floor Frost Building S 7 Queen's Park Cres. T cronto. Ontario M7A IY7 The Honourable Tony Clement Minister of Health 10'" Floor Hepburn Block 80 Grosvenor Street Toronto, Ontario M7 A 2C4 Dear Mr. Ministers: RE: FUNDING FOR LAND AMBULANCE This is to advise that Peterborough County Council at its meeting on May 16,200] passed the folJowing motion: Whereas rhe Province of Ontario has downloaded rhe responslblliry of Land Ambulance to Upper Tier Municipalities as of December 3 I, 2000 and has been aware of this downloading since 1997. And Whereas the Municipalities need to know thefundlng template In order ro proceed with rhelr 2001 budgets. And Whereas the approval offundlng Is essential to the operation of the land ambulance service, Now therefore be It resolved that the Corporation of the Counry of Peter borough hereby enacts as follows I. That the Minister of Finance and Minister of Healrh be advised that ifland ambulance funding approvals are nor received, we wi1/ be unable TO meet legislated srandards and our community will be aT risk, 2.. Thar the Association of Municipalities ofOnrarlO (AMO) and the Land Ambulance Implemenratlon Sreerlng Commirree (LAISC) be requested to lobby for fast track' approval offunding. standards, and related issues, That a copy of this resolurion beforwarded to all Counrles and Regions, the Association of Municipalities of Onrario and the City of Peterborough for their support.. " Thank you for your anticipated cooperation in this matter. With the cooperation of our respective levels of government 1 am confident that we can provide quality pre-hospital medical care to our residents. Yours truly, (Mrs.) Pat Kemp, A.M.C.T., c.M.a., C.M.C. Clerk p.c. Heads of Council The Honourable Chris Hodgson, Minister of Municipal Affairs Mr. Gary Stewart, MPP Counties and Regions Association of Municipalities ofOntarlo '"This is a paid announcement and 'Vie," and comments expressed herein are not necessarily endorsed by AMCTO}' 72 (bttawa Fi]e Number ACM7180 0400 ACS200J -CCS-RUR-0004 29 May 200t City Cle.rk Municipality He; Euvironmcntal 11m'01 Plan Oltawa Cily Council passcd the following Resolution at its mccting on 23 May 2001 endorsing the Environ1TlC,ntal F,mn Plan and requcsting thc on-going joint financial support or tllc Federal and Provincia] Governments. This i.~ a seriolls issue for the farm capital of Canada. and a responsc has becn requested from cach of the Honourahlt) Lyle Vanclief, Minister of Agriculture and Agri-Food Canada, and the Honourable Brian Coburn, Minister of Agriculture, Food anù Rural Affairs, as wcll as thc ;;upport of local MPs and MPPs. We would ,Isk your municipality to endorse this rcsolulion and communicatc your position to each of tbc officials and organizations noted. WHEREAS environmental awareness and protection are becoming increasingly essential to the future .mstainability of world ecology; ANI) WIIERRAS sustainable food production mU,çt incorporate principles that recognize the impact of production 011 the environmentj AND W1ŒRRAS the Environmental Farm Plan has been and continues to be an impressive example of a self-evaluation process that addresses CIIvironmelltal protection at !he primary production level; AND WIl EREIIS funding for this program has been made available from the Government of Call ad a th/"Ough Canadian Adaptation and Rural Development Frmd of Agriculture and Agri Food Canada pro¡{rammingj ANO W1ŒIŒAS the Province of Ontario mustparticipatefidly in this initiative; Shaping {)lIrji,I",.e tos~lha Ensemble. Jormon.\" notre avcnir C1¡yofOll~wa '10LJlIrl€lrA.vflnlJiJWC~l OllùW:l, ON K1P lJl ¥N.y;_c:ily.OU{lW3.cn.~ Val" d'OU:lW3 "O,2.vcnuola\.IriarOues! OI!5w<lON K1? 1J1 w,"'w.v¡!lIJ.clla'!"/3.anl~a. !:,,{¡,., W 200 , ,..,.'......,......__ .......,.-.. ......<:::: t::::::,i':.~';~~&·· 73 _.--- ~."-'-"" TlIliREFORE BE IT RESOLVED that the City of Ottawa endorses the Environmental Farm Plat/; alld THAT the Provincio.l Government through the Ministry of Food and Rural Affairs be lobbied to financially .mpport the program on 011 ongoing basis, jointly with the Federal Govemmellt, a.~ suppOJt to Ontario',~ agricultural industry and the Province's contim1l11g efforfs to enhance the environmental quality of our natural environment; and FURTHER 11M T the City of Ottawa forward this resolution to mu.nicipalitie.~ province wide for endorsement and follow IIp by commllnicating that position to fhe Ontario Minister of flgricultllre, Food and Rural Affair,ç and the Federal Minister of Agriculture, 10cIIl MP,ç alld MPl's and ROMA (Rural Ontarl'o Municipal Association). Should you reql1irc adclitional information, please contact Linda Sheard, Commitleo Coordinator o[ the Agriculturt: and Rl1ra] Affairs Committee at (613) 580-2424, exl. 26891. Yours truly, ~/ P.G. Pag6 City Clerk t1";Z r.1;tL...r::;'i;I;:~;~i\Šo:d u~;k:" ~ElLr¡,,;t n~ a ?:,uJ s:,.,,"u.:!! 1,..3 ¡he ori¡::mll:t1l1r. t:1~;·¿~(IOD. 2.l\d dots niJt .1¡:..:(:\\,.mJy rdh.,·~ ,tIC "1~WI: o)f µ~dt!(Jnf. or th!: ¡\'.~," i.lti(1I ð{ M¡n¡¡;jr~lil¿1;~ {Ie 01'11....00 fAMO} i(!;. "~~~:'~~~~ I'rrtC'.·~. ;:;~1Qr~ (I(" rh'ÇfI!.~, . 74 179 P01 00 '00 00:00 TOWNSHIP OF SOUTHWOLD 35663 Fingal Line Fingal, Ontario NOL 1 KO e-mail: twsouth@execulink.com Telephone: (519) 769-2P10 Fax: (519) 769-21m June 5, 2001 County of Elgin 450 Sunset Drive St. l'homas, ()ntario N5R 5Vl Attention: Linda Veger Dear Linda: As you are aware the Ford Motor Company is in the process of appealing its 1999 and 2000 assessments to the Assessment Review Board. AEC Valuations Inc., the company that represents the Ford Motor Company, is asking for assessment adjustments totalling $12 million dollars for each year. This large adjustment translates into a total potential tax adjustment of approximately $828,000 per year, $237,000 of which would be allocated to the County. Perry Clutterbuck and I met with Paul Smith, the Regional Assessment Commissioner, who felt it was a good idea to have a tlúrd party review of the issues surrounding the appeal to ensure that local interests were being put forth. Township Council supports the idea of this third party review. Therefore, the Township of South wold requests the particípation of the County afElgin in this third party review by Municipal Tax Equity Consultants Inc. We suggest !!hat the costs be shared equally among the benefitting parties, which would include the Thames Valley Board ofEducatÏon. If you have any further questions concerning this matter, please do not hesitate to contact me. Yours truly, , ~~ David G. Aristone C.A. Chief Administrative Officer 75 05/08/2001 12: 41 75200707 DUTTON LIBRARY ff/13 PAGE 01 n: rtV¡. (,33-766/ liD: 2~ vntJz- C¿U ej)~ p- ~J~l1uJtr 5Îð¡ -76 2 ~2%6-¿ ~ 8i /f..e-: h~ ~.-k.- rht. IzÞol J'm ~{ t:l- t28féfYc t1d- ~ ~L.. .PJ rJ~~' ~ ~ í~*~ð--~~ ~ r 6ffNL-"äXt!&nP-~ (J,'k.-. 7~¿£~ _ ~ f1JuÆ'fí -tA- ~ I<' Dc/'- . oj ~ 71UL- Ae.~.A~ .&1-&éJ-¿, (f>h~ ..P.eJ-ItUL.- 1é./~ #5;9[7 ~ ~. <- ~7ì1Jo ~'r'I"5~:/1:f:: ~ . . ~..-t~ . ¡t:::r'-'V77 ~~ ---- ge~. 06/08/2001 12:41 76200707 DUTTON LIBRARY PAGE 02 fj :J- 6)-3 2002 O.G.O. T.C. Provincial Town Criers' Competition February 1, 2001 Warden Duncan McPhail & County Council Dear Warden, Council Dave wrote last year asking for a letter of support for our application to host the 2002 Provincial Championship of Town Criers Guild of Ontario. As you know trom the announcement Dave made in Council we were successful. I have also approached the city of St. Thomas and the municipalities of Malahide & DuttonlDunwich. The Tyrconnell Heritage Society have appointed Bruce Bedell, an Ontario Town Crier & a board member to be their representative. Dave & I had to indicate to the Guild which month we were looking at, as the North American and World Competition dates had to be set. We are looking at the possibility of the long weekend (civic holiday weekend) in August 2002. This is a three cry event and we wish to have one cry in Dutton/Dunwich at BackusIPage, another in the county east ofSt. Thomas at Andy Van Kesteren' s Dairy Musewn and another in the City of St. Thomas. There are about 50 Town Criers in the guild along with their escorts. All wear very colourfuI historical uniforms and are a noisy, co1ourful bunch. A good turn out for the competition would be 20 - 30 criers plus escorts, as some are from Thunder Bay etc. 2002 is the 150th anniversary ofSt. Thomas & Elgin. 50 years ago a week of events county wide occurred. I don't know what you have planned for this occasion but it could be combined or compliment the events at Andy Van Kesíeren's Dairy Musewn that weekend. We, as a committee, will be looking for about a dozen people to act as judges. Steve Peters, Peter North & Suzy Burge. . . to name a few have offered. . . conditional on their schedules. Any volunteers? We will also try to partner with the New PL and/or Rogers Cable. 05/08/2001 12:41 75200707 DUTTON LIBRARY PAGE 03 !r3 f? I don't know what you have planned for this occasion but it could be combined or compliment the events that weekend. Dave was very pleased & honoured that you have appointed him Town Crier for the County of Elgin. Since our last meeting Dave has been notified that the Ontario Guild of Town Criers have granted Dave (only one of 3 in 17 years) a lifetime membership for his work as archivist for the guiold but mainly for his museum website and all the hours he has spent promoting and bringing awareness of the public to the guild. Dave is the archivist for the guild and he maintains a small4'X6' Criers' Museum (within my shop, Village Crier at 194 Main 81., Dutton) but more important. . . he has developed an awesome website at villagecrier.:fi-eeyellow.com for the museum and is now official webmaster and hosts the website ~'y~wJ:.p\'t!!cli~L911.c-ª I encourage you to visit the sites and check out these ladies & gents of the ben. Please let me know as soon as you have a representative, as we are anxious to call a meeting to set the dates and venues. Thank you so much for your support in the past & your continued encouragement. 762-2862 Email tcrier@hotmail.com Uö/Uö/Ui U~:J~ rAA oJi ~ö~J \\~~r"\: 'S~\O- ~ 'Y~ ~'\- ~ 'C-<'0:>W ~ ~u... \'~a~ T1~lc~ JUUKNAL I4J 001/001 G~~ ~ ~\" ~~ bJL. \."c..\~. ~'ç.-~OV--. ST. THOMAS-ELGIN TOURIST ASSOCIATION PRESENTS... CYCLING WEEK IN ELGIN COUNTY The St. Thomas Times·Journal and the St. Thomas-Elgin Tourist Association have partnered again in bringing you a "CYCLING WEEK IN ELGIN COUNTY" map. Cycling routes will be shown, points of interest and historic sites will be listed and the rules and regulations will be set out. JOIN THE FUN . CYCLING WEEK JUNE 24, 2001 Publication Date: WEDNESDAY JUNE 20, 2001 t^ \-Q c\) ~'l0.L \"0 Deadline: Ad Sizes & Cost: Business Card type ad - one colour included $99.00 30,000 copies printed - to be distributed through ¡he Times-Journal and the Times-Journal "Extra" - 2,000 copies will also be given to the Tourist Association for distribution to Tourist Information booths in the London ar~a. . . CATHY HISCOX Senior Sales Representative Phone: (519) 631-2790 Ext. 258, Fax: (519) 631-5653 1-800-663-3410 CORRESPONDENCE - June 12th. 2001 Items for Information - (Consent Aqenda) 1. Mr. Steve Peters, M.P.P., Elgin-Middlesex-London with: 1) copy of correspondence to the Honourable Jean Chretien and the Honourable Lyle Vanclief, Minister of Agriculture and Agri-Food, concerning Council's resolution calling for the government to honour its election promise of the commitment of $1 billion to farmers in Canada; 2) copy of correspondence to the Honourable David Turnbull, Solicitor General and the Honourable Brad Clark, Minister of Transportation concerning highway #401 detour routing signage and funding; 3) copy of correspondence to the Honourable Tony Clement, Minister of Health and Long-Term Care, regarding the impact of increases in medical student tuition fees (ATTACHED) 2. The Honourable Tony Clement, Minister of Health and Long-Term Care, concerning Council's resolution with regard to the modification of the hospital funding formula to ensure the same level of medical services throughout Ontario. (ATTACHED) 3. AMO Member Communication ALERT 1) AMO Seeks Clarification on How General Agreements on Trade and Services (GATS) May Impact Municipalities. AMO Member Communication FOR YOUR INFORMATION: 1) Ontario Small Urban Municipalities Hold Successful Conference; 2) Town of Port Hope and Hope Takes Action on Understanding Local Fuel Tax Revenues; (ATTACHED) 4. Mr. R. Millard, CAO/Clerk, Township of Malahide, thanking the County Human Resources Department for assistance with Malahide's Pay Equity plan. 5. Mr. Robert A. Richardson, President and Chief Administrative Officer, Ontario Property Assessment Corporation, with an update on OPAC initiatives to reduce costs and improve the quality of products and delivery of customer service. (ATTACHED) 6. The Honourable Lyle Vanclief, Minister of Agriculture and Agri-Food, acknowledging Council's resolution regarding agricultural subsidies imposed by the U.S. and the Europeon Union. (ATTACHED) 7. Mr. William Shurish, Quad County Support Services, thanking the County for $2000 grant. 8. The Honourable Elizabeth Witmer, Ministry of the Environment, acknowledging Council's support of the Town of Mono's resolution concerning the spreading of biosolids and its effect on abandon wells and groundwater. (ATTACHED) 9. The Honourable Brian Coburn, Minister of Agriculture, Food and Rural Affairs, acknowledging Council's resolution and response to Steve Peters concerning the economic impact de-normalizing the tobacco industry would have on area farmers and workers. (ATTACHED) 76 2 10. Ms. Linda M. Cranston, Clerk/Deputy-Treasurer, Municipality of West Elgin, with a resolution agreeing to maintenance allocations based on traffic volumes. 11. The Honourable David Young, Attorney General and Minister Responsible for Native Affairs, with an update on the transfer of Provincial Offences Act (POA) to the municipal sector. (ATTACHED) 12. St. Thomas & District Chamber of Commerce, with notification of the 26th Annual Free Enterprise Awards. (ATTACHED) 13. The Honourable John C. Snobelen, Minister of Natural Resources, acknowledging Council's resolution of support for the Municipality of Durham's resolution concerning circulation of pit/quarry applications and amendments. (ATTACHED) 14. Announcing the St. Thomas Seniors Picnic will be held on July 11, 2001 from 9:30 to 4:00 P.M. 77 Room 331 Main Legislative Building Queen's Park Toronto, Ontario M7A 1A4 1Ij ~ Ontario Constituency Office: 542 Talbot Street SI. Thomas, Ontario N5P 1 C4 Tel: (416)325-7250 Fax: (416)325-7262 Email: steve@stevepeters.com STEVE PETERS, M.P.P. ELGIN - MIDDLESEX- LONDON Tel: (519) 631-0666 Fax: (519) 631-9478 Toll Free: 1-800-265-7638 Email: steve@stevepeters.com M/!,Y 22 20m May 17, 2001 Honourable Jean Chretien Prime Minister of Canada House of Commons Room 309-S Centre Block Ottawa, ON. KIA OA6 Dear Prime Minister: Please find enclosed a resolution trom the County of Elgin calling on your Government to honour its commitment of $l-billion to the farmers of Canada - a promise made during the last election campaign. Prime Minister, as you are likely well aware, the agricultural community both here in Ontario and throughout Canada, continues to struggle on a daily basis with such issues as record low commodity prices, competition with their heavily subsidized counterparts in the United States and the European Community and uncertain weather conditions. To compete on a level playing field in the global market, our producers need continued support trom both the Federal and Provincial Governments. While both Ottawa and the Ontario Government have contributed recently to the Federal/Provincial farm assistance program, I strongly urge you to consider the benefits of dealing with the issue of fmancial aid to the agricultural community on a regular basis. Our farmers produce the highest quality, least expensive food in the global market and, in the face of continued global pressures, deserve continued support trom both levels of Government. I would appreciate your responding to the County and forwarding a copy of your letter to my office. I thank you in advance for your time and consideration. Sincerely, "S-t.. ~1:.. Steve Peters, M.P.P. Elgin-Middlesex- London Cc: The County of Elgin 78 Room 331 Main Legisiative Building Queen's Park Toronto, Ontario M7A 1A4 yj ~ Ontario Constituency Office: 542 Talbot Street St. Thomas, Ontario N5P 1C4 Tel: (519) 631-0666 Fax: (519) 631-9478 Toll Free: 1-800-265-7638 Email: steve@stevepeters.com Tel: (416) 325-7250 Fax: (416)325-7262 Email: steve@stevepeters.com STEVE PETERS, M.P.P. ELGIN - MIDDLESEX - LONDON MAY 22 2O!ìI May 17,2001 Honourable Lyle Vanclief Minister of Agriculture and Agri-Food 9th Floor, 930 Carling Avenue Sir John Carling Building Ottawa, ON. KIA OC5 Dear Minister: Please find enclosed a resolution from the County of Elgin calling on your Government to honour its commitment of $l-billion to the fanners of Canada - a promise made during the last election campaIgn. Minister, as you are likely well aware, the agricultural community both here in Ontario and throughout Canada, continues to struggle on a daily basis with such issues as record low commodity prices, competition with their heavily subsidized counterparts in the United States and the European Community and uncertain weather conditions. To compete on a level playing field n the global market, our producers need continued support from both the Federal and Provincial Governments. While both Ottawa and the Ontario Government have contributed recently to the FederallProvincial farm assistance program, I strongly urge you to consider the benefits of dealing with the issue of financial aid to the agricultural community on a regular basis. Our farmers produce the highest quality, least expensive food in the global market and, in the face of continued global pressures, deserve continued support from both levels of Government. I would appreciate your responding to the County and forwarding a copy of your letter to my office. I thank you in advance for your time and consideration. Sincerely, Steve Peters, M.P.P. Elgin-Middlesex-London Cc: The County of Elgin 79 Room 331 Main Legislative Building Queen's Park Toronto, Ontario M7A 1A4 ~ ~ Ontario Constituency Office: 542 T albo! Street St. Thomas, Ontario N5P 1C4 Tel: (416) 325-7250 Fax: (416) 325-7262 Email: steve@stevepeters.com STEVE PETERS, M.P.P. ELGIN - MIDDLESEX - LONDON Tel: (519) 631-0666 Fax: (519) 631-9478 Toll Free: 1-800-265-7638 E01ßil:.steve@stevepeters.com ..,.... '",.,.- .. ",-'--"., """ 'C~', ~,j ,:,;,,~C~~¡;:'j'" ._ MAY 25 20m May 24,2001 Honourable David Turnbull Solicitor General 11 th Floor 25 Grosvenor Street Queen's Park Toronto, ON. M7A lY6 Dear Minister: Please find enclosed a resolution from the County of Elgin endorsing additional Highway #401 emergency detour routing (EDR) and calling on the Province to contribute its agreed upon share of the cost of trail blazer signs. Minister, County officials have put a considerable amount of time and effort into this plan - which 1 feel deserves the continued support of and assistance from your Government. What is being presented here in this well-documented package is a route whereby the public can travel in safety while Highway #401 is closed during an emergency. The route in question is also designed for this amount oftraveL I would appreciate your responding to the County and forwarding a copy of your letter to my office. Thanking you in advance for your time and consideration. Sincerely, ~~~ Steve Peters, M.P.P Elgin-Middlesex-London Cc: County of Elgin 80 Room 331 Main Legislative Building Queen's Park Toronto, Ontario M7A 1A4 1IÆ ~ Ontario Constituency Office: 542 Talbot Street St. Thomas, Ontario N5P 1C4 Tel: (416) 325-7250 Fax: (416)325"7262 Email: steve@stevepeters.com STEVE PETERS, M.P.P. ELGIN - MIDDLESEX - LONDON Tel: (519) 631-0666 Fax: (519) 631-9478 Toll Free: 1-800-265-7638 Email: steve@stevepeterscom MAY 31 2001 May 28, 2001 Honourable Tony Clement Minister of Health and Long-Term Care 10th Floor, Hepburn Block 80 Grosvenor Street Toronto, ON. M7A2C4 Dear Minister: Please find enclosed a resolution from the County of Elgin expressing its disappointment with the methods used to determine the impact of medical student tuition fees. The continual increase of these fees and frozen student assistance since 1988 are vitally important issues to all Ontarians. Minister, as you are well aware, large sectors of the Province including the County of Elgin, still suffer from a severe shortage of doctors. The combined effect of increasingly high medical tuition fees and frozen student assistance has further intensified this unacceptable medical crisis. I strongly support the County's request for a more sound approach in studying these issues, the call for re-regulation and capping of medical tuition and an adjustment of the Ontario Student Assistance Plan/Canada Student Loan Program. These actions will go a long way to ensuring all qualified Ontarians can afford a proper medical education and, as a result, help alleviate the physician shortage dilemma. I would appreciate your responding to the County and forwarding a copy of your letter to my office. I thank you in advance for your time and consideration. Sincerely, ~~ Steve Peters, M.P.P. Elgin-Middlesex-London Cc: County of Elgin 82 Ministry of Health and Long-Term Care Ministère de la Sar1fé et des.So.ins de longue durée Office,-ofthe Minister Bureau du miÍ1istre- .~. Ontario 10th Floor. Hepbym Bloèk ~o Grosvenor Street Torohto ON M7A 2C4 Tel (416) 32'(c4300 Fax (416) 326-1571 www.gov.on.ca/health 10e étage, édifice HepbÜr.n BO/rue Grosvenor Toronto ON M7A 2C4 T él (416)32'( c4300 Téléc (416) 326-1571 www.gov.on.ca/health MAY 22 2001 l\h-wl.. . Mrs; Sandra 1. Heffren Deputy Clerk Coùnty of Elgin 450 Sunset.Drive St. Thomas ON N5R 5Vl Dear Mrs. HefITen: Your letter ofPebritary 15, 2001, regarding the hospital funding formula, \vasreG.ently forwarded to my attention by Mr. Steve Peters, MPP for Elgin-Middles ex-London. I appreciate youTcommerits regarding the ministry's funding policy for health care capital projects and, more specifically, for hospitals. The government remains commi~ed to building an integrated health care system that works today and tomorrow, by supporting programs, services and facílities to keep people well,. to detect illness sooner, to treat people closer to home,. iil1prove the quality of life for seniors, and to protect our health care system. In this regard, hospital restructuring is helping to moderníze and upgrade facilíties to improve the qµality of patient care. The ministry's capital funding policy provides for a range of fundîllg levels, depertdent upon the type of health care facilityµndertaking a project as well as the nittureofthe capital project being proposed. These funding levels reflect. the varying capacity of transfer partners to aGc.ess funding in the cO)TI11lunîties they serve, Typically, hospitals tend to have better acce~s to local capital funding than do other health care agencies., The miiùstry's capital grants for approved hospital projects may vary from.50 per cent to 70 per cent of eligible projects, as outlined in the ministry's Capital Plauning Manual. Innorthern Ontario,where hospitalsarelocate~ in commliníties with a resident. . population ofless than 12;000 people, the ministry's share is increased to. 75 per cent. This latter policy acknowledges that small northern communities may experience greater difficulty than southern communities în securing the local cOlltribution of costs due to lower populations and fewer industrial bases. 8" -". j ...2 1671-01. (99/06) ZOl-04287 7530-'-4658- -2, Mrs, S.J. Heffren Under current p01icy; hospitals are required to contribute the remaining share of project costs, and realize these funds from a variety of sources including corporate dOMtions, fundraising and, in several situations, from municipal commitments. 'Through this approach, hospitals remain accountable for project implementation and funding. It is important to note that municipalities are not required to contribute towards the . funding of hospital capital projects. Many municipalities have provided such funding however, because of the significant contributions hospitals make to the local economy and to the. quality oflifé in the communîty. With the proclamation of the Development Charges Act in 1998, hospîtàls were excluded from the list of items for which municipalities can levy development charges, so that new home buyers paid only their fair share of services that benefit the broader community. Since then, both hospitals and municipalities have asked the province to consider the reintroduction of development charge levies to support hospital capital projects and to reduce the potential impact on municipal tax levies where municipalities choose to contribute to hospital capital projects. In the interim; a number of municipalities continue to provide financial contributions toward the local share of approved hospital projects. .,.. For several years now; prioritY for the ministry's funding consideration have been those projects directed by the Health Services Restructuring Commission (HSRC); In an effort to facilitate imphimentation ofHRSC directions, to reduce the challenge faced by hospîtals in raising sufficient funds in the community to realize the local share, and in recognition of the available provincial funding for health capital, the government has considered several strategies. In May 2000, for example, the ministry provided unconditional capital grants totalling $1.004 billion to 56 hqspital corporations across Ontario to ensure that local funding availability did not negatively impact on the tim.ely implementation of these projects. The ministry has been asked from time to time to consider a funding fon:nula that better reflects a muniéipality's "ability to pay". Such schemes an: highly problematic in how best to measure ability to pay and to determine appropriate benchmarks for local . . funding. ~, "! U Li· ....3 -3- Mrs. S.l Heffren The ministry will continue working with the Ontario SuperBuild Corporation to consider options for alternative capital funding mechanisms for health capital projects. Where appropriate, consideration will also be given to reviewing the ministry's current funding policy. Howeve~, this review must be done within the context of available capital funds provincially and the governrilent's capital funding pn. . orities for addressing , . . . . new and renewed infrastructure across Ontario. I trust that this infoffilation will be heluful. " c: Steve Peters, MPP 85 85/23/81 22:89:4B EST; ASSOCIATION OF?-) MAY-23-01 WED 05:28 PM AMO 1 519 633 7661 CLERK-Elgin Co Page 882 FAX NO. 416 971 6191 P. 01 ry¡emb~r Communication ¿~. Association of . .' Municip~lities it of Ontario Alert 393 University Avenue, Suil.e 1701 Toronto. ON MSG 1E6 Tel: (416) 971·9856' fa., (416) 971-6191 e-mail: amo@amo.municom.com To the attention of the CAO, Clerk or Head of Council For Immediate Action May 23, 2001 Alert·01/{)16 AMO SEEKS CLARIFICATION ON HOW GENERAL AGREEMENT ON TRADE AND SERVICES (GATS) MAY IMPACT MUNICIPALITIES Issue: Council of Canadians appearing before municipal councils to obtain support for a resolution AMO Action: AMO has undertaken some initial research to help better inform our members as they may be approached to develop a position or adopt a resolution on this matter. AMO has also written to Minister R. Runciman, Ministry of Economic Development and Trade to determine Ontario's position, the accuracy of the information that is being presented, the potential implications for municipalities and what role/relationship AMO is to have with the Province on this matter as the Association represents the majority of Ontario's municipalities. AE. soon as a reply is received, it will be shared with members. Background on GATS; GATS is the first multilateral agreement to provide legally enforceable rights to trade in all services. It has a built-in commitment to continuous liberalization through periodic negotiations. It has three basic principles: . it covers all services except those provided in the exercise of governmental authority; . there should be no discrimination in favour of national providers (the National Treatment Principle) there should be no discrimination between the other Members of the Agreement (the Most- Favoured-Nation Principle). .../2 86 -~...,~--",--~ 85/23/81 22:18:2B EST; ASSOCIATION OF?-) MAY-23-0l WED 05:28 PM AMO 1 519 &33 7&&1 CLERK-Elgin Co Page 883 FAX NO, 416 971 6191 P. 02 Page 2 Member Communic~tion - Alert AMO Seeks clarification on How GenE,ral Agreemenl on Trade and Services (GATS) May Impact Municipalities While no tariff or other generalized protection mechanism is applied in services. the agreement does provide for important exceptions. Namely, governments can choose the services in which they make market access and national treatment commitments; they can limit the degree of market access and national treatment; and they can take exceptions even from the Most-favoured-nation obligation, for a period of time. An important goal of the service trade talks as enunciated by the Canadian government is to make it easier for Canadian companies to sell their services abroad. The service sector represents 65% of Canada's Gmss Domestic Product and 3 of 4 Canadian jobs. Canada is the 12th largest exporter of services in the world, exporting $56.3 billion worth of services in 2000. Access to foreign government procurement contracts will not be possible however unless Canada agrees to open access to its own markets. A range of services are involved in the on-going GATS service sector negotiations - such as financial services, architecture, engineering, consulting, construction, information technology, tourism, transportation. What is not involved is health, public education and social services. Canada's initial position on government procurement is: . support transparency in government procurement as a way to build stability and confidence in a global marketplace; continue to work toward the elimination of discriminatory provisions in order to improve access for Canadian firms in foreign markets. Our understanding is that the federal government is working with the provinces to get consensus on interests. It will be important that this include consideration of municipal interests and thus the importance of municipal governments being involved in the process. Additional information as it becomes available will be shared with our members. This information is avaiiable throUg/l AMO's subscription based MUNICOM network at www.municom.com. For moro Information contact~ Pat Vanlni, Director of Policy and Government Relations at (416) 971·9856 ex!. 316 Transmission problems: (416) 971-9856 87 - "._-~._---_." B5/23/Bl 22:11:1B EST; ASSOCIATION OF?-) MAY-23-01 WED 05:29 PM AMO 1 519 633 7661 CLERK-Elgin Co Page BB4 Memb~r Communication: FAX NO, 416 971 6191 p, 03 £ ~. M~-;'¡';¡;';I¡ti~;· ¿A\,lAit-,¡J ofontano For Your On formation 393 Unlvor!oõ!ly Avonue, So!lG 1701 Toronto, oN M5G 1 EG T81; (416) 071-9856' f~)C (416) 971-6191 elT\3if: 3.mo@.<:llTlo.munlccm.con1 To the attention of the Clerk and Council. Please ensure that copies of this are distributed to all Members of Council For Immediate Attention May 23, 2001 - FYI - 01/019 Ontario Small Urban Municipalities Hold Successful Conference About 150 delegates gathered in Stratford in early May for the 48th annual OSUM Conference. DelCÇJates not only were treated to fine weather and City hospitality, but they also participated in an effective agenda of current issues and informative speakers. Kathleen Guywas the keynote speaker who specializes inthe health and early childhood intervention and was followed by a panel discussion of strategic initiatives related to children and youth. This included a look at Youth Policing presented by William Currie, OP? Deputy Commissioner and the importance of recreation programs by Nina De Vaal, from the Town of Caledon. This session was seen as ground breaking as municipalities have responsibility for child care and youth activities. Clearly the message of "investing one dollar up front to save you six in the end" was well received by delegates. Municipal Affairs and Housing Minister Chris Hodgson spoke about Smart Growth - thatthis is not just about large urban areas and his desire to hear the perspectives of both rural, small and urban in developing Ontario's Smart Growth initiative. He also spoke aboutthe Municipal Performance Report Card initiative and that he was hopeful that discussions with AMO and others would make for a more effective program and that he was considering the idea of a Municipal Centre of Excellence as one way of implemenling the initiative. I n terms of a new Municipal Act, the Minister refused to commit to a time frame but he did note that from his municipal experience he understands the challenges and wants to work with the sector. The conference also hosted a workshop on Water-·A Precious Resource with Dr. Murray McQuigge, Medical Officer of Health, Bert Vostenbosch, past ROMA Chair and Craig Rix, Solicitor, Hicks Morley Hamilton Stew¡:¡rl Storie (AMO'S legal counsel for the Walkerton Inquiry). Clearly the message was make sure your municipal water systems/operators are operating in clear compliance with the Ontario Drinking Water Regulation because the Ministry of the Environment is going to continue to enforce it and other environmental regulations. Other topics tackled included waste reduction, brownfields development, social housing, Ontario Municipal Board and the municipal role in heritage preservation with George Rust D'Eye. On the business side, Carol Seglins, Mayor of Caledon was made Chair of OSUM. Carol is a member of AMO's Board of Directors. "Sharing best practices with other municipal leaders and keeping in touch with provincial policies are advantageous to all members of council in municipalities," said Mayor Seglins. "As your Chair, I look forward to working with small urban municipalities across the Province." Next year's conference will be hosted by the Town of Saugeen Shores, May 1 to 3, 2002. 88 -.., ,.~---,---,-_.__.._- B5/24/B1 22:B9:23 EST; ASSOCIATION OF?-) 1 519 633 7661 CLERK-Elgin Co Page BB4 HAY-24-01 THU 04:12 PH AHO FAX NQ 416 971 6191 p, 03 Member Communication £td<IÞ Association of . Municipalities it of Ontario For Your 6nformation .393 Unlvorolty Avonuo, Sullo 1701 Toronto. ON M5G 1EG T€lI: (416) ~71-985Q· fa>e (41ß) 971-619' omall: amo@.amo.munic:ol.n.com To the attention of the Clerk and Council. Please ensure that copies of this are distributed to all Members of Council For Immediate Attention May 24, 2001 FYI·011021 Town of Port Hope and Hope Takes Action on Understanding Local Fuel Tax Revenues Issue; Municipal governments have advocated for a portion of the fuel tax to be dedicated and returned to municipal road and bridge maintenance and reconstruction. Background: The Town prepared a surveytllat determined that the fuel taxes collected by the Federal and Provincial Governments in its community was $14.9 million per year, based on 1999 survey data and excluding GST. The survey did not include fuel delivered direct to farms, to other businesses or to the municipalities, The purpose oftheir survey of local fuel distributors was to develop a micro picture - one thatwould put theil' circumstances of roads needs and fuel tax money leaving their community in terms that their ratepayers would understand. Given the relativ.ely small number offuel distributors, the municipality undertook a personal survey visit and they found it very effective in conveying the purpose of the survey, a copy of which is attached. The Town has a population 0[16,258, 6075 households, and a land area of277 square kilometres. The Town is responsible for360 km. of roads and 23 bridges. There are 12 gas stations in the municipality. When comparing the 2000 roads budget of $439 per household, with the roads need study, Capital Construction Needs ($4,482 per household), IT is clear that the property tax base burden would have to increase significantly. Access to a portion of the fuel tax, dedicated and returned to municipalities makes sense. For additional information, please contact: Councillor David Watson, Chairman, General Government Committee Town of Port Hope and Hope at 905-885-4544 ; or e-mail: ªº1JÜo.@).Q..\yJlJ2orthope.oll.ca g <1 "" U1 ..... N ~ ..... "" .... N N .... "" "" .." t:>:I en .... :» en en c:::I " - :» .... - c:::I == c:::I ...., ." I v .... U1 .... '"' '" IJJ IJJ .." '" '" .... " ..... t:>:I '" "" I t:>:I - IQ ~. :; " o :3: ::I> -<: I "" ..". I = ~ -3 = c:: C) ..". ~ "" --a :3: ::I> :3: C> ." ::I> :x: :z:: 9 ..". ~ 0) = -.I ~ 0) ~ = ~ '"" '" IQ " "" "" U1 :-a C) ..". SUMMARY OF FUEL SALES AND RELATED TAXES AI! Figures are tor the _ Calendar Year - Fuel seUing price $0.77 Provincial Road Tax = 14.7 cents per litre gas, 14.3 cants per litre diesel Federal Road Tax = 10.0 cenls per litre gas, 4.0 cents per lilre diesel TOTAL ROAD PROVINCIAL FEDERAl TAXES lOCATION GAS (fitres) DIESEL (lilres) TOTAL (litres) ROAD TAX ROAD TAX COLLECTED I - I I I - I - I I I - I - ! I - I - I I - I - I I - I - I I - I - I I - - I I - - I I - - I I - - I I - - I I - Municipality Totals - I I - NUMBER OF BRIDGES IN MUNICIPALITY MUNICIPAL LAND AREA KILOMETERS 3D-fool Span Under 3D-foot '-'PtOUSEHOLDS POPULATION SQ.KM OF ROADS . or more Span MUNICIPAL COST COST ROADS PER PER BUDGET HOUSEHOLD HOUSEHOLD Total Township of MALAHIDE 87 John Street South, Aylmer, Ontario N5H 2C3 Telephone: (519) 773.5344 Fax: (519) 773·5334 Email: malalùde@township.malahide.on.ca www.township.malahide.on.ca May 16, 2001 County of Elgin, 450 Sunset Drive, St. lrhornas, ()ntario. N5R 5Vl Attention: Mr. Mark McDonald Dear Sir: RE: Assistance from Harley Underhill. Once again, the lrownship ofMalahide has taken advantage ofMr. Harley Underhill's expertise. Malahide Township has recently reviewed the requirements of Pay Equity and we wish to thank the County of Elgin and Mr. Underhill for his assistance and attendance at our May 15th Council meeting. Mr. Underhill's assistance was greatly appreciated by Council and Staff. Yours very truly, T()WNSHIP OF MALAHIDE d~ R. MILLARD, C.A.O./CLERK C:\M.yFiles\diana's files\Randy 2001 \county thank you - h. underhilLwpd RANDALL R. MILLARD CA.O./Clcrk Email: clerk@township.malahide.on.ca SUSAN E. WilSON 'Treasurer Email: treasurer@township.malahide.on.ca Please circulate to: Sandra Heffren; Linda B. Veger Mark G. McDonald Experiencc ilnd toc:hnolo9V yoou c:ln trust May 28, 2001 To: Heads of Council, Chief AdminislTative Officers, Clerks and Treasurers From: Robert A. Richards President and Chief Administrative Officer Subject: Customer Service Initiatives I'd like to update you on a number of initiatives that the Ontario Property Assessment Corporation (OP AC) has recently undertaken to reduce costs, improve the quality of our products and enhance the delivery of excellent customer service. For some time, OP AC has been doing a thorough review and analysis of all its activities and business processes. For OP AC, as for other businesses, the availability of new technologies, a more demanding marketplace and the changing needs of our customers means that standing still is not an option. Faster response to your needs, better value for money and a higher, more consistent level of accuracy are necessary changes identified by OP AC and our customers. By now, you're probably familiar with the findings and recommendations made by Mr. Marcel Beaubien, MPP, in the review of OP AC that he carried out for the Minister of Finance. The rccommendations in Mr. Beaubien's report and the actions subsequently taken by the Minister of Finance in the 2001 Budget reinforced the need for change. This is especially true in the area of improved customer service. From OPAC's inception, we have recognized the need to be financially accountable to the taxpayers and to the municipalities of Ontario. We will continuc to ensure the products and serviecs We provide to you are not only affordable but accurate. We believe improving the way we do business will allow us to redllce costs while increasing customer service and valuation quality. To meet these challenges, organizational changes will be implemented. In the January 2001 edition of OP AC NEWS, I spoke about the creation of two new departments, Customer Relations and Property Values. I would now like to highlight some of these changes in more detail. On!:lrio Property Assessment Corporation Offiee of the President & Chief Administrative Officer 1305 Pickering Parkway, Pickermg Ontario Ll V 3P2 T: 905-837-6150 f: 905-831-0040 W: www.op.e.olL"" 91 Heads of CotU1Cil, Chief AdministTative Officers, Clerks and Treasurers May 28, 2001 Page 2 of3 . The new Customer Relations department will: create a Customer Interaction Centre to be the main point of contact for all incoming ratepayer calls and correspondence; dedicate Customer SeIVice Representatives to understanding and meeting the needs of property owners, municipalities, and other stai<eholders by managing requests for reconsideration, appeals of non-complex properties, requests for assessment illfonnation and customer enquiIies; dedi.cate Municipal Relations Representatives and Account Managers to providing customer seIVice to mwricipalities; and dedicate Government and Busincss Relations Account Managers to providing customer service to provincial and federal government, agencies, taxpayer and business associations. . The new Property Values department will: assume responsibility for all valuation and data. collection functions including supplementary assessments and reassessments; implement a Central Data Processing Facility to generate mail-outs, receive, verifY and key data into the system; and establish a new case management unit to manage the admù1istration of complex appeals. Finally, a new Quality SeIVices department is being built to ensure the highest quality products and services are delivered to customers, and to evaluate performance against international bencbmarks. OPAC will also be taking advantage of the opportunitics presented by technologics such as the Internet, handheld oomputers, a call centre and a Geographic Information System (GIS). New information teclmologies and business processes will improve the accuracy and delivery of our products and services. As we implement our new organization, changes will inevitably continue over the next year or so as we work through the process. In the meantime, we remain committed to fulJy maintaining the servioes we currently provide. I believe it is essential for any business that wants to be successiì.1l to provide the highest levels of customer seIVice possible. This has been - and will continue to be - our Mission. Ontario Property Assessment Corporation Office of the Prcsident & CJ¡icf Administr.rivc Officer 1305 Pickering hrkW'ay, Pickering Ontario L1 V 3P2 T: 905-837-6150 F: 905-831-0040 W: www.opac.on.ca 92 -.. Heads of Council, Chief Administrative Officers, Clerks and Treasurers May 28, 2001 Page 3 of3 I am confident this new direction for OP AC win ensure that you and the property taxpayers of Ontario continue to receive excellent customer service along with consistent and aJ:curate property value assessments. If you have any questions about OP AC' s initiatives, please contact Carl Isenburg, Vice-President of Customer Relations at 905 837-6190 or me at 905 837-6150. Yours truly, ø;RJJuo Robert A. Richards President and Chief Administrative Officer Copy OPAC Board of Directors EMC Ontario Prop(:r~y Assessment Corporañon Office of tho Prcsident & Chief Administrative Officer ] 305 Pickering Parkway_ Pickering Ontario L ¡ V 3P2 T: 905-537-6150 F: 905-83 ¡ -0040 W: www.opac.on.c. T/¡L'fax is dislribUl,d by: ... ........clooo' , .. Mu!líci¡ulM~n:.&ert ... C1~rks~II~Tn::urmJ'J: ....,00Ja;0 93 Minister of Agriculture and Agri-Food Ministre de l'Agriculture et de l'Agroalimentaire MAY 28 2001 Ottawa, Canada K1kOC5 ~AY 2 3 2001 Quote: 536619 Mrs. Sandra J. Heffren Deputy Clerk County of Elgin 450 Sunset Drive St. Thomas, Ontario N5R 5V1 Dear Mrs. Heffren: Thank you for your letter of March 14,2001, also addressed to the Honourable Brian Coburn, conveying a resolution passed by the Council of the Corporation of the County of Elgin regarding agricultural subsidies imposed by the U.S. and the European Union (ED). I appreciate receiving your comments. Please be assured that I understand the financial difficulties Canadian producers must face when high subsidy levels in the U.S. and EU continue to depress commodity prices. I do not believe, however, that the major focus of Canada's safety net expenditures should be built on the premise of providing comparable support to that offered by other countries. Such an approach is neither practical nor sustainable and will do little to improve the long-term competitiveness of the agricultural sector. Further, as a country that is dependent on income generated by export goods, it is important that Canada not take action that would result in countervail actions being taken against it by its trading partners. Countervail actions would not only offset the income generated by exports, but would also reduce any benefit to fanners of matching EU and U.S. subsidies. For these reasons, Canada favours an approach that combines risk management and income stabilization programs as agricultural income safety nets. The objective of Canada's safety net package is to provide support in ways that help fanners deal with immediate income problems while helping them to prepare for the future. Both the federal and provincial govemments are also expending substantial sums on research and development aimed at improving the long-term prospects for agriculture in Canada. .../2 Canadã 94 Mrs. Sandra J. Heffren Page 2 You may rest assured that, through our ongoing negotiations with the Wodd Trade Organization, I will continue to push for the lowering, and eventual elimination, of market-distorting subsidies -- an approach that is aimed at reducing the gap in subsidy levels and improving grains and oilseeds prices in Canada and abroad. Again, thank you for writing. Yours sincerely, Lyle Vanclief c.c.: The Honourable Brian Coburn, M.P.P. 95 ~ ::~~~:~::x~~~::,~:::~o Telephone 519-693-4812 Fox 519-693-7055 May 24, 2001 MAY 29 2001 Warden Duncan McPhail County of Elgin 450 Sunset Drive St. Thomas, Ontario N5R 5V1 P¡,"!M¡ <=&.,.,e.:¡~\1 Dear Warden McPhail and Members of County Council: Please allow me to express to you and county council on behalf of Quad County Support Services, our consumers and Board of Directors our sincere appreciation for your grant of $2000.00. Again this year, your grant will assist our Association in providing through our two satellite offices in Dutton and West Lorne services to our consumers who reside in this area. Resources continue to be at a premium and our Association will continue to look for funding sources as the Ministry of Community and Social Services is unable to provide all the resources we require to meet the needs of the individuals we support. Enclosed is a receipt for your records. Thank you for your continued support in our Association. Sincerely, will' m Shurish Exec tive Director ADMINISTRATION OFFICES 195 Wellin9ton St. Wardsville, Ontario NOL2NO (519) 693-4812 RESOURCE CENTER 205 Victoria Strëet Wordsville, Ontario NOL 2ND (519) 693-4478 COMMUNllY EMPLOYMENT OPTIONS 191 Queen Street Wordsville, Ontario NOL 2ND (519) 693-4929 RESIDENTIAL SERVICES 265 Moin 51reet. #3 Glencoe, Ontario NOL 1MO (519) 287-2306 (519) 287-5905 (lox) Ministry of the ~ El'lVirqnment Minis~ère . de . -1'Envlronriement Office of the Minister Bureau du ministre MAY 302001 ltÆ·· \. I -=--.. .'....a:I:III:II ~-~ Ontario 13581. ClairAve~ West 12th Floor - Toronto ON M4V 1P5 rei (416) 314-6790 Fax (416) 314,6748 1-35._ avenue 81. Clair ouest 12e étage Toronto.oN fv14V1P5 Tél . (418) 314,6790 Têléc (416) 314'6748 FiieNumber7J72S MAY 2~. 2001 Mrs. Sandra J: Heffren - . . . ~ Deputy Clerk CpuntyofElgin 450 Sunset Drive - :"-.', ...- . St. Thomas ON N5R5Vl Dear Mrs. Heffren: ThankYoµ for your letter of March. 14, 2001 ill supporto.fResolution #23-3-2001 by the Town of Monorelated to thé spreading ofbiosolids,including its potential effecfòn abandoned wells ånd grouÎ1dwater. I appreèi~te yourconcems with respectto theill1paet of septage.artdbiosolids on your local enviroIùnent.Protecti@ of the environment andthe.col1tinued sustainable use of water bodies for uses such as drinking water supply, recreational purposes and protecting ecosystems is a priority in the ministry. . My ministry must ensure thai all waste, irtcludingbiosolids, is hllndledin a manner that is protective .ofhum~n health and the environment. Weare currently reviewingthe policy - .' .... .., . " ..,-. -', ". . ."- framework for the I1lanagementand application ~ of organic nlltrients on land, including sewage biosolids,regulated under the Environmental Prptection Act, tó ensure that it is current with the state~of-the-artkrto'wledge ofbiosoliqs. Theèertification and approvals þrocess will be included in tills revi.ew. . The Ministry of the Environment's (MOE) assessment ofbiosolidsapplieations is guided by the 1996 Guidelines for the Utilization ofBiosolids and Other Wastes onAgricultural Land. All applications ofbiosolids must be· conductedunder.Certificates of Approval (Cof A) issued by MOE. . . ...2 ~96 * 0761G(IJ3I01) 100% Recycled ChlorineFree.. Made Îo.Canada Mrs. Sandra J. Heffren Page 2. Biosolids are beneficial material for agricultural production, provided that they are applied according to the guidelines. The guidelines were co-produced by this ministry and the Ministry of Agriculture, Food and Rural Affairs, with input from the Ministry of Health and Long-Term Care, and municipal and agricultural associations through the Biosolids Utilization Committee. The guidelines require appropriate setbacks from surface water, water wells, and residences to reduce the possible impacts that biosolids could have on water supplies and sensitive neighbouring land. I hope this information is helpful. Thank you, again, for sharing this resolution with me. Sincerely, c: Mr. Steve Peters, MPP Elgin-Middlesex -London Mr. Gar Knutson, MP Elgin-Middlesex -London 97 Minister of Agriculture, Food and Rural Affairs Yi Ministre de l'Agriculture, de l'Alimentation et des Affaires rurales Ontario MAY 2 5 1001 Queen's Park, Ontario M5S 183 Mrs. Sandra J. HefITen Deputy Clerk County of Elgin 450 Sunset Drive St. Thomas, Ontario N5R WI MAY 30 2001 Dear Mrs. Heffren: Thank you for your letter of April 11, 2001 regarding the Council of the Corporation of the County of Elgin's April 10 resolution. I noticed that you have also written to my colleague, the Honourable Tony Clement, Minister of Health and Long Term Care. I trust that he will respond to your issue related to youth information and education programs. Although we have no plans at this time to have a comprehensive review of the tobacco industry, including consulting with stakeholders to address economic and health issues, the Tobacco Advisory Committee does meet on a regular basis to review industry issues. The committee is comprised of Ontario and federal government staff, tobacco growers, leaf processors and manufacturers. As you may be aware, the Ontario government is providing one-time funding of $20 million to help maintain the tobacco production sector, which currently supports more than 9,400 jobs and the economies of several communities in southwestern Ontario. Thank you again for bringing forward council's suggestions. Mr. Gar Knutson, MP, Elgin-Middlesex-London Mr. Steve Peters, MPP, Elgin-Middlesex-London The Honourable Tony Clement, Minister of Health and Long Term Care 98 Minister of Agriculture, Food and Rural Affairs ~ Ontario Ministre de I'Agriculture, de l'Alimentation et des AffairesJJ.lralßs-~ ~~':"~ ~~~~: ~:~ f:;~:: Queen's Park, Ontario M5S 1 83 MAY 30 2001 MAY 2 5 2001 Mr. Steve Peters, MPP Elgin-Middlesex-London Room 331 Legislative Building Queen's Park Toronto, Ontario M7A IA4 or your letter of May 3,2001 regarding the County of Elgin's tobacco industry As you are aware, I have received a copy of the County of Elgin's letter and resolution, and have responded. You have been copied on my response. As Minister of Agriculture, Food and Rural Affairs, I know that tobacco producers, like all Ontario producers, are concerned about remaining competitive. I recognize that tobacco production in southwestern Ontario is critical to the economies of several communities and supports more than 9,400 jobs. I am firmly conunitted to the viability of the entire agri-food industry and to economic development in our rural conununities. Thank you again for bringing the County of Elgin's concerns to my attention. Sincerely, c: Mrs. Sandra J. Heffren Deputy Clerk, County of Elgin 99 MAY 200-¡ ~[If£ ¿!ffituniripnlii1J nf _~~r~íB¥iiCES May 29th, 2001. County of Elgin, 450 Sunset Drive, ST. THOMAS, ON N5R 5V1 Attn: Sandra Heffren Dear Sandra: Re: Traffic Volumes In response to your letter, dated April 30, 2001 I wish to reply that Council of the Municipality of West Elgin passed the following resolution at a recent meeting of council: RES. NO.6 Moved & Seconded RESOLVED that Council is in agreement with the Road Maintenance Allocations based on Traffic Volumes as received from the County of Elgin. DISPOSITION: Carried I trust this is the information requested. Sincerely, ~~~~ Linda M. Cranston, AMCT Clerk/Deputy-Treasurer. 22413 Hoskins line, Box 490, Rodney; Ontario NOL 2CO Tel: (519) 785-0560 Fax: (519) 785-0644 Attorney General Minister Responsible for Native Affairs The Hon. David S. Young MAY 30 2001 ~ [Lqp.] Ontario Procureur général ministre délégué aux Affaires autochtones L'hon. David S. Young ;-. ('~'" . < ,--,," "",-" it:fr:HBTlt~rnVE ;~~t:ìt~r:0~ Ministry of the Attorney General 11th Floor 720 Bay Street Toronto ON M5G 2K1 Telephone: (416) 326-4000 Facsimile: (416) 326-4016 Ministère du Procureur général 11~ étage 720. rue Bay Toronto ON M5G 2K1 T éléphone : (416)326-4000 T élécopieur: (416) 326-4016 Our Reference #: MOI-04524 MAY 2 3 2001 Dear Heads of Council: When Bill 1 08, the Streamlining of Administration of Provincial Offences Act, received Royal Assent in 1998, it marked the beginning of a new partnership between the Ministry of the Attorney General and the municipalities of Ontario. We faced the ambitious task of ensuring a seamless transfer of jurisdiction of the Provincial Offinces Act (POA) to the municipal sector within a two-year period, while ensuring that the integrity of our justice system was not compromised. I am pleased to announce that effective March 31, 2001, that all of Ontario's municipalities have successfully transferred, (with the exception of the City of Toronto). Negotiations with the City of Toronto are progressing toward a transfer later this year. This is a major accomplishment and you are to be congratulated. As we celebrate this important milestone, I wish to express my sincere appreciation for your efforts and cooperation over the past two years. . Although each site presented its own unique challenges, your leadership and support helped overcome every hurdle that we encountered. Thanks to each of you for your role in ensuring an orderly transition. I particularly wish to thank the seven demonstration sites that allowed us to leam from our earliest transfers: the City of North Bay, the Town ofCaledon, the City ofBrampton, the City of Mississauga, the Regional Municipality of York, the City of Barrie, and the District Municipality of Muskoka. I also wish to tha..'1k the many other mUl1Îcipalities who have shared so willingly their expertise and best practices across the municipal sector. The successful team effort between ministry POA staff and the municipal staff, along with the co- operation of the judiciary and enforcement officers, have laid the foundation for a new justice model that will provide mutual benefits to all of its stakeholders. The new POA courts give local communities more responsibility for justice with matters that have local community impact, while adding a significant amount of new revenue to the municipal revenue stream. At the same time, the Province benefits since the new courts allow the provincial courts of justice to focus on our core business - criminal, family, and civil law. As the new system increasingly eases the burden on our busy provincial courts, we will be able to achieve a more efficient delivery of justice services to the people of Ontario. ...2 1 01 -2- Over the past two years, we have jointly set a high standard with respect to our newly formed partnership and as we enter into the next phase of our relationship, I look forward to your continuing advice relating to the ministry's ongoing responsibilities for post-transfer POA issues. Sincerely, ~p_C' '~''''.'''~:,.,~~"..,.. ..~"___"<-?"..................~~ _ß~. _~ _~.,..,.. .r ~.. .~. _.._ ~~~-". ~".- ~ .",IiI""tß;t!~~~;'·--" ~ David Young Attorney General Minister Responsible for Native Affairs 102 To: County of Elgin - all personnel From: St. Thomas & District C of C 6-4-2001 10:41am p. 1 of 1 Jun-04-01 OB:10A St. Thomas & D;st. C of C 519-631-0466 P.01 You Are Invited ST. THOMAS & DISTRICT CHAMBER OF COMMERCE The 26th Annual Featuring Keynote Speaker The Honourable Jim Flaherty Ontario's Deputy Premier and Minister of Finance Monday, .June 18, 2001 All Seats Reserved, Tickets $ 75 per Person Please Contact the Chamber Office to Order, as Soon as Possible! ALWAYS A SELL-OUT! 631-1981 then press 7 1 0 0 Call 519-631-1981 Fax: 519-631-0466 E-mail: mail@stthomaschamberon ca INCORf'ORATEO ASSt THOMAS ÐOARDOF TRADE IN 1859 MEMBER O~THE CANADIAN CHAMBER OF COMMER"'" M . . . "'.. EMBER 0>= THE ONTARIO CHAMBER OF COMMERce 555 Talbot Street. St. Thomas, ON N5P 1 C5 ~ Ontario Ministry of N atu ral Resources Minister Ministère des Richesses naturelles Ministre Queen's Park Toronto, Ontario M7A 1W3 416/314-2301 2001-01573-MIN May 31,2001 Ms Sandra Heffren Deputy Clerk County of Elgin 450 Sunset Drive St. Thomas ON N5R 5V1 JUN 4 2001 ELG~ti Dear Ms Heffren: Thank you for your letter regarding the adopted resolution from the Regional Municipality of Durham. Applicants for a pit or quarry licence must circulate the application and/or certain amendments to the upper- and lower-tier municipalities, which represent the interest of ratepayers. It is anticipated that in the near future, these applications will be posted on the Environmental Bill of Rights Registry, through which all interested parties, including neighbouring municipalities, may provide comments. In 1997, when Bill 52 amended the Aggregate Resources Act, circulation of information to municipalities was changed to be in line with the Planning Act. For the above reasons, I am not prepared, at this time, to amend the regulations under the Aggregate Resources Act. Again, thank you for writing. Sincerely, .~ Hon. John C. Snobelen Minister . 103 "'-:'~"" -.. SENIORS' PICNIC - 2001 A LIFETIME OF VOLUNTEERING DATE: WEDNESDAY JULY 11,2001 TIME: 9:30 AM TO 4:00 PM LOCATION: PINAFORE PARK, ST. THOMAS ~ ENTERTAINMENT, ACTIVITIES, MUSIC, DANCERS, VENDORS & DISPLAYS. GREAT FOOD AVAILABLE FOR PURCHASE Transportation available: For St. Thomas, Buses will be running every 1/2-hour. There will be no cost for seniors. (bring your senior's card). Bring your lawn chairs.