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November 27, 2001 Agenda ORDERS OF THE DA Y FOR TUESDA y, NOVEMBER 27TH, 2001 AT 9:00 A.M. PAGE # ORDER 1st Meeting Called to Order 2nd Adoption of Minutes - meeting held on November 13, 2001 3rd Disclosure of Pecuniary Interest and the General Nature Thereof 4th Presenting Petitions, Presentations and Delegations DELEGATION 9:00 A.M. - Donna Lunn, Coordinator, Community Development Officer, Elgin Community Futures Developrnent Corporation, with brief update on activities and thank you for Council support 5th Motion to Move Into "Committee Of The Whole Council" 1-25 6th Reports of Council, Outside Boards and Staff 7th Council Correspondence - see attached 26-30 i) Items for Consideration 31-42 ii) Items for Information (Consent Agenda) 8th OTHER BUSINESS 1 ) Statementsllnquiries by Members 2) Notice of Motion 3) Matters of Urgency 9th In-Camera Items - see separate agenda 10th Recess 11th Motion to Rise and Report 12th Motion to Adopt Recommendations from the Committee Of The Whole 43-51 13th Consideration of By-Laws 14th ADJOURNMENT i.1 .......--.. ..... ·m· .~. ~:q::;:i II :1 61 it ¡ 1W¡ M """Y' lIid il... ~:m: 111( .. .>:. ~i~: ::::: :-;.: :::~: t:: :{.:. ;~;: December 11, 2001 7:00 P,M. Warden's Election and Reception December 13, 2001 9:00 A.M. Regular County Council Meeting REPORTS OF COUNCIL AND STAFF November 27th, 2001 Staff Report~ - (ATTACHED) Paqe # 2 Manager of Engineering Services - Regulation of Traffic (Parking By-Law) 10 Manager of Engineering Services - Vehicle Weight Restrictions Over County Bridges - Update 12 Manager of Engineering Services - Road Drain Outlet for Third Line, Southwold Township 13 Manager of Engineering Services - Engineering Services - Terrace Lodge Generator Replacement and Building to House Generator 14 Director of Human Resources - United Way Campaign 2001 15 Manager of Library Services, County Archivist - Sesquicentennial Atlas: Changing Focus 17 Archivist - Archives' Acquisition Policy 23 Library Coordinator - Report on Early Years Challenge Fund Project REPORT TO COUNTY COUNCIL FROM: CLAYTON WATTERS, MANAGER ENGINEERING SERVICES TARYN SHELLEY, CONSTRUCTION TECHNICIAN (PARKING BY-LAW) 16,2001 DATE: NOVEMBER SUBJECT: REGULATION OF TRAFFIC Introduction Due to the need for a standard and centralized Parking by-law, County Council requested a review of the current 'No Parking' by-law. In response to this request, engineering staff have reviewed all sections of the new proposed By-Law No.EG1 and requested input from the municipalities, the OPP as well as Catfish Creek and Kettle Creek Conservation Authority. Discussion Responses for input regarding local trouble spots were received from Malahide and the two Conservation Authorities only. From this, the engineering staff reviewed all appropriate by-law sections and compiled data supplied from the municipality and other affected bodies to establish a list of areas for consideration. Both existing and possible future no parking zones (based on requests) were visited to assess if current safety requirements were being met. In general a large number of the existing 'No Parking' signs may be removed due to the fact that the situation is covered in the new by-law regulation. A copy of the complete proposed by- law has been included for reference and clarity. As shown on the attached summary and commentary sheet (Appendix A), the most common examples of unneeded signage were; parking in a driving lane obstructing traffic (Part C, Sec. 6) and parking less than 9m from a corner (Part C, See 8) inhibiting visibility. In contrast, most situations where a 'No Parking' zone was added or expanded, it was to ensure proper visibility and thus safety of both pedestrians and the traveling public. reviewed in West 2 With respect to 'No Parking' zones adjacent to crosswalks, the five crosswalks Elgin were deemed not required due to the constriction on downtown parking 2 Page 2 REPORT TO COUNTY COUNCIL FROM: CLAYTON WATTERS, MANAGER ENGINEERING SERVICES TARYN SHELLEY, CONSTRUCTION TECHNICIAN (PARKING BY-LAW) 16,2001 SUBJECT: REGULATION OF TRAFFIC DATE: NOVEMBER Conclusion The current situation of 'No Parking' zones in the county have been assessed and if necessary modified to be in compliance with the new Parking By-law and the local requirements the Parking By-law for the of the schedules to Recommendation That County Council approve the content regulation of traffic; and the new By-Law and form part of the 2002 That sign installation be completed to comply with Capital Budget. APPROVED FOR SUBMISSION c.. 3 , RESPECTFULL Y SUBMITTED GfOw CAb1 CLAYTON D. WATTERS, MANAGER ENGINEERING SERVICES ~ 2 Pioneer Line east Graham Road north 30m remain the same adequate south 19m remain the same adequate 2 Pioneer Line west Graham Road north 28m remain the same adequate south 20 m add increase visibility 2 Pioneer Line east Graham Road oorth remove not required· wide roadway near church 103 Fumival Rd oorth 36 m Clarke St east 91 m remove enforcement regulated through by-Jaw -9m from radius west 82m remove enforcement regulated through by-law -9m from radius 103 Furnival Rd oorth 8m Pioneer Line east 154m remove enforcement regulated through by-Jaw -obstructing traffic 9m west 170m remove enforcement regulated through by-law -obstructing traffic 103 Furnival Rd north CentreSt west 50 m remove enforcement regulated through by-law -9m from radius 103 Fumival Rd north Moriah St east 13m remove not required - driveway 103 Furnival Rd south CentreSt west 16m remove enforcement regulated through by-law -9m from radius 103 Furnival Rd south Queens Line east 23m remove west 30 m remain the same requires new sign 103 Furnival Rd south ClarkeSt remove signs from railway crossing and feed station not required . West Elgin Appendix A _ Commentary and Recommendations of Elgin County 'No Parking' Zones Li' 3 Talbot line east Currie Rd north 51m remain the same adequate 8 Currie Rd north 352 m Pioneer line east 50m remove not required. Ministry interchange 8 Main $t north MarySt east 17m remain the same adequate 8 MainSt north 105 m MarySt east 87m remain the same enforcement regulated through by-law ·obstructing traffic 8 Main 5t north MarySt west 15m remain the same adequate 8 MainSt north 79m MarySt west 54m remain the same adequate 8 MaÎnSt north Shackleton Line east 7m remove enforcement regulated through by-law west 5m remove enforcement regulated through by-law 8 Main 8t SDUth MarySt east 22 m remove not required - driveway obstruction west 20 m remove not required. driveway obstruction 14 Ion a Rd north Thomson Line west 36 m remove across from church - don't see need south west 38m remove across from church - don't see need ,. Mi!!erRd north 28m Centre 5t east 172m remove enforcement regulated through by-law north 2m west 167m remove enforcement regulated through by-law , Dutton-Dunwich (~ 3 Talbot Line east 1.133 km Union Rd "orth 296 m remove enforcement regulated through by-law 3 Talbot Line east lona Rd north 70m remove enforcement regulated through by-law 3 Talbot Line east Union Rd "orth 56 m remain the same adequate 3 Talbot line west Union Rd north 32m remain the same adequate south 54m remaÎn the same adequate 14 lona Rd "orth Thomson Line west 36 m remove across from church - don't see need south west 38m remove across from church - don't see need ,. Fingar Line west 102 m Union Rd south 150m remove enforcement regulated through by-law - firehal1 1. Finga! Line east Union Rd north 50 m remain the same adequate south 54m add increase visibility ,. Fingar Line west Union Rd north 15m remove enforcement regulated through by-law - 8m from radius south 14m remove enforcement regulated through by-law M 9m from radius ,. Fingal Line east 223 m Lyle Rd north 260 m add school zone - increase visibility south 260 m add school zone - increase visibility 20 Union Rd north Talbot Line west 37 m remove enforcement regulated through by-law -firehall 20 Union Rd south Talbot Line east 14m remove enforcement regulated through by-!aw west 9m remove enforcement regulated through by-law 2. Wellington Rd south Ferguson Line east 128 m remove enforcement regulated through by-law , west 83 m remove enforcement regulated through by-law Southwold 2' WarrenSt east 15m Carlow Rd north 17m remove enforcement regulated through by-law - bridge & obstructing traffic east 15m south 90 m remove enforcement regulated through by-law - bridge & obstructing traffic 2' WarrenSt west Colbome north unnecessary - may remain enforcement regulated through by-law -obstructing traffic & railway south unnecessary - may remain enforcement regulated through by-law -obstructing traffic & railway 25 Wellington Rd south Ferguson Line east 128 m remove enforcement regulated through by-law west 83m remove enforcement regulated through by-law 27 Sparta Line west 004km Quaker Rd north 52m remove enforcement regulated through by-law -obstructing traffic 27 Sparta Line west 1.Skm Quaker Rd north 359 m remain the same adequate - race track south 359m remain the same adequate - race track 27 Sparta Line west 92 m Quaker Rd north 105 m remove enforcement regulated through by-law -obstructing traffic 27 Sparta Line west 1250m Quaker Rd (south·west comer) north 250m alter existing school & cemetery (50 m either side of school property) (originally 200m) 1267 m Quaker Rd (north-west corner) south 250 m alter existing school & cemetery (same zone as above) - increase visibility (originaUy270m) 27 Sparta Line west Quaker Rd south 73m remain the same adequate 3' Radio Rd south 900 m Ron McNeil Line east to city limits alter existing increase visibility (original1y 1.5 km) west to city limits alter existing increase visibility 35 Springwater Rd south 722m Conservation Line east 722 m a!terexisting request -no parking zone 722m south to Conservation Line (origina1!y 530 m) west 722 m alter existing request :no parking zone 722m south to Conservation Line (originally 605 m) " 48 Ferguson Line west 1,,126 km Belmont Rd (# 74) north 625m add increase visibility coming out of Belmont Golf Course south 626 m add increase visibility coming out of Be!mont Go!f Course 74 Belmont Rd north New Sarum Line east 250 m add increase visibiltiy in school zone at New Sarum School west 250 m add increase visibiltiy in school zone at New Sarum School "" Central Elgin 35 Springwater Rd south 122m Conservation Line east 122m alter existing request -no parking zone 122m south to Conservation Line (origina!!y 530 m) west 122m alter existing request -no parking zone 122m south to Conservation Line (originally 605 m) 47 Putnam Rd north Lyons Line east 100 m alter existing increase zone for better visibility from driveway (originally 30m) west 100 m alter existing increase zone for better visibî!îty from driveway (originally 30m) 47 Putnam Rd south Avon Drive west 40 m remove enforcement regulated through by-law -obstructing traffic 48 Lyons Line east Putnam Rd north 50 m alter existing increase visibility (originally 26 m) south 50 m alter existing increase visibility (originally 26 m) 48 Lyons Line west Putnam Rd north 100 m alter existing increase visibility (originally 22 m) south 100 m alter existing increase visibility (originally 22 m) 52 Ron McNeil Line east Whittaker Rd south 12m remove enforcement regulated through by-law -9m from radius 52 Ron McNeil line west Whittaker Rd north 9m remove enforcement regulated through by-law -9m from radius south 12m remove enforcement regulated through by-law -9m from radius 73 Imperial Rd south 424 m Dexter Rd west 105 m remove not required· inconsistent beach parking 73 Imperial Rd north 400m Lyons Line east 350m add Malahide Council request McNeil Moblie Home Park west 350 m add Malahide Council request Soccer fields .. 73 Imperial Rd north Van Patter Line east 225 m add Ma!ahide Council request Soccer fields west 225 m add Malahide Council request Soccer fields south east 'Om add Malahide Council request Soccer fields west 50 m add Malahide Council request Soccer fields 73 Imperial Rd south Ay!mer remove not presently required ex> 73 Imperial Rd south 115m Bradley Creek east 110m add Malahide Council request Aylmer Garden Cetre west 110m add Malahide Council request Aylmer Garden Cetre 73 Imperial Rd north 550 m Glen Colin east 90m add Malahide Council request Moore's Garden Cetre west 90m add Malahide Council request Moore's Garden Cetre 73 Imperia! Rd at Glen Colin signs causing visibility issues, not 'No Parking' zone Malahide 53 Beech $t east 23m ElmSt south 525m no current signs parking allowed 24m north 515 m remove enforcement regulated through by-law -obstructing traffic 53 Elm Street north 23m Talbot Street west 23m remove enforcement regulated through by-law -obstructing traffic 24 m Talbot Street east 24m remove enforcement regulated through by-law -obstructing traffic 53 Elm Street south 326 m Talbot line east 383 m remove enforcement regulated through by-law -truck parking 332 m west 383 m remove enforcement regulated through by-law -truck parking 53 Elm Street north 49m Talbot Line east 277m remove enforcement regulated through by-law -obstructing traffic 52 m west 280 m remove enforcement regulated through by-law -obstructing traffic "> 53 E[mStreet north 709 m Talbot Line east 39m remove enforcement regulated through by-law -railway crossing 715 m west 34m remove enforcement regulated through by-law ·railway crossing 19 Plank Rd north 110m Victoria St west 157m remove enforcement regulated through by-law -obstructing traffic 19 Plank Rd north Heritage Line east 80m alter existing to make zones even (originally 118m) west SOm add increase visibility (originally Om) 19 PlankRd south Eden Line east remove enforcement regulated through by-law west remove enforcement regulated through by-law 19 PlankRd south Heritage Line east 70m add increase visibility west 55 m add increase visibility 39 Chatham St south 482 m LibbyeSt east 482 m alter existing provincial park request -no parking zone to dead end (originally 232 m) west 482 m alter existing provincial park request -no parking zone to dead end (originally 232 m) Aylmer Bayham REPORT TO COUNTY COUNCIL FROM: CLAYTON WATTERS, MANAGER ENGINEERING SERVICES NOVEMBER 7. 2001 SUBJECT: VEHICLE WEIGHT RESTRICTIONS OVER COUNTY BRIDGES-UPDATE DATE Introduction Spriet Associates completed for the County of Elgin three different engineering services. A bridge weight by-law review, bridge and culvert inspections and a review of Jamestown Bridge. Discussion/ Conclusion A bridgeweight by-law report was recently presented and adopted by council. The inspection of the Jamestown Bridge indicated that the existing five tonne weight restriction was appropriate. weight current As indicated above, future considerations for this structure, regardless of restrictions include rehabilitation, replacement, removal or do nothing Further review to narrow down future plans for the bridge revealed that the previous weight restriction was unsuitable and should be reduced. The weight restriction now is recommended to be two tonnes. The previous recommendation and the subsequent adopted by-law will now need to be repelled to reflect this change in weight reduction. Recommendation That no vehicle or any class thereof, whether empty or loaded shall be operated over any bridge designated in Schedules No. 1 and NO.2 forming part of this by-law with a weight in excess of the weight limit prescribed in the schedule for such bridge and that this by-law become effective until November 14, 2003; and postings have been posted: and That this by-law become effective once the weight repealed By-Law No. 01-31be That APPROVED FOR SUBMISSION MARK ALD o CHIEF ADMINISTRATIVE OFFICER 1 CLAYTON D. WATTERS, MANAGER ENGINEERING SERVICES . RESPECTFULL Y SUBMITTED 0~ 1 SCJ:lE;PULE NQ By-Law No. 01-36 Type of Floor Finish Year of Construction BRIDGES ON COUNTY ROADS Weight Limit in Tonnes Location Name of Bridge Road No. Bridge No. (MTO) No. Concrete 1900 8 Lot 16, Range 1 North of Union Road. Township of Southwold Meeks 27 5-133 recommendations of Spriet Associates as This weight limit is based on the detailed evaluations and per their report dated November 5, 2001. 2 SCHEDJJLE NO By-Law No. 01,36 Type of Floor Finish Year of Construction J'IRIDGES ül'LLOCAL ROADS Weight Limit in Tonnes Location Name of Bridge Bridge No. (MTO) No. Concrete 1912 Level 1-12 Level 2-18 Level 3-23 Lots 3 and 4, Range I, West of River Road, Township of Southwold Fulton 5-60 1 Wood 909 2 Lot 28, Con. II Municipality of Central Elgin Jamestown 5-138 2. Concrete 1925 Level 1-10 Level 2-15 Level 3-24 Lot 14, Con, III Municipality of Bayham Vienna 5-158 3. Concrete 930 Level 1-25 Levei 2-32 Level 3-34 Lot 27, Con. IV Municipality of Central Elgin Gillets 5-139 4. This weight limit is based on the detailed evaluations and recommendations of Spriet Associates as per their report dated November 5. 2001. 1 1 REPORT TO COUNTY COUNCIL FROM: CLAYTON WATTERS, MANAGER ENGINEERING SERVICES 16,2001 ROAD DRAIN OUTLET FOR THIRD LINE, SOUTHWOLD TOWNSHIP DATE: NOVEMBER SUBJECT: Introduction Presently a portion of County Road 18 (Third Line) near County Road 14 (Iona Road) has no legal drainage outlet. In the next few years this road section will be improved from a gravel surface to a surface of high float and will require a legal drain outlet. Discussion This section of Third Line (three kilometers) is .the last gravel surface road in the County of Elgin road system. This section will be improved by ditching, addition of Granular 'A', replacement of drainage culverts and application of high float. n order to make these improvements to this section of Third Line a legal outlet is required. This can be accomplished by petitioning the Township of Southwold to install a municipal drain in this area allowing the County to drain this section of road. The Manager of Engineering Services, who is also the County Road Superintendent, will complete and forward the petition under the Drainage Act to the Township of Southwold to complete the municipal drain. repairs can and any road has a legal outlet, Conclusion Petitioning for a municipal drain will insure that the be completed as stipulated by the Drainage Act. on Third Line a municipal drain outlet Recommendation That the Manager of Engineering Services petition for (County Road 18) in the Township of Southwold. APPROVED FOR SUBMISSION RESPECTFULL Y SUBMITTED OnvJo~ ,)1r¿ MARK MC[JONALD CHIEF AD'MINISTRATIVE OFFICER 2 1 CLAYTON D. WATTERS, MANAGER ENGINEERING SERVICES REPORT TO COUNTY COUNCIL FROM: CLAYTON WATTERS, MANAGER ENGINEERING SERVICES 14,2001 SUBJECT: ENGINEERING SERVICES - TERRACE LODGE GENERATOR REPLACEMENT AND BUILDING TO HOUSE GENERATOR NOVEMBER DATE Introduction Professional engineering services were sought at Terrace Lodge In Aylmer for the replacement of the generator. Three engineering consulting firms submitted prices for the project noted above. Discussion/ Conclusion The quotations were based on a design for a new generator to supply power to Terrace Lodge, including a new generator, transfer switch and a freestanding building. Three engineering firms submitted prices for the above project and are summarized below, EMCAD Consulting Engineers (1995) Inc. submitted the lowest price of $18,536.00 (plus GST) Company Price (Excludes GST) EMCAD Consulting Engineers (1995) Inc $18,536.00 MVA Engineering Group Ltd. $19,975.00 Smylie & Crow Associates Inc. $36,200.00 Recommendation That EMCAD Consulting Engineers (1995) Inc. provide engineering services to replace the generator at Terrace Lodge and building to house generator for the quoted price of $18,536.00 (plus GST). _1J1~ APPROVED FOR SUBMISSION 1 3' RESPECTFULL Y SUBMITTED 0f1W CI~ CLAYTON D. WATTERS MANAGER OF ENGINEERING SERVICES REPORT TO COUNTY COUNCIL Department Louise M. Eastbury, Human Resources November 20, 2001 UNITED WAY CAMPAIGN 2001 FROM: DATE: SUBJECT: INTRODUCTIONIBACKGROUND Initially, our County United Way Campaigns consisted of sending pledge forms to each County employee with their pay stub. More recently, County of Elgin employees have been permitted to dress casually on Fridays for pledging donations to the United Way through payroll deductions. The various events raised $1,384.23 and an outstanding 268.84 % increase in donations over Last year, County employees organized a 'BLIZT DAY' individual pledges $5,395.00 for a total of $6,770.23 the previous year. DISCUSSION This year in addition to some individual fund raising functions at each of the three homes, the County Library, as well as, a 'Bake Sale' organized a 'Book Sale' for November 29th. approving the their names entered in a CONCLUSION A big incentive for the large increase in pledges following: That all employees who contribute $1.00 per week or $2.00 per pay, have their names entered in a draw for one dav off with pay in 2002. That all employees who contribute $2.00 per week or $4.00 per payor greater, have draw for two davs off with pay in 2002. to County Council due was year, last RECOMMENDATION approves the draws for time off with pay for the year 2002. That County Council and that the winners be announced that day. 2001 That the draws take place on December 13 ~ 4 1 , F:IUSERSIEASTBULMIREPORTSI 71 UW A YO l.doc REPORT COUNTY COUNCIL FROM: CATHY BISHOP, MANAGER OF LIBRARY SERVICES BRIAN MASSCHAELE, COUNTY ARCHIVIST DATE: November 7,2001 SUBJECT: Sesquicentennial Atlas: Changing Focus INTRODUCTION: In January 2001, Council approved the production of an atlas to commemorate the 2002 Sesquicentennial of the County of Elgin, incorporating a number of maps documenting Elgin's history from the earliest times to the present. Initial research on this project has now been completed. The results of this research, and in particular the disappointing quality of many of the maps intended for publication, make it necessary to revisit the aims and objectives of this project. Staff have decided to dispense with the concept of producing a comprehensive historical atlas of the county and instead focus on a series of publications that would still be released in 2002 and would essentially achieve the same end-result; i.e. commemoration of the County's Sesquicentennial. DISCUSSION: One of the most valuable maps compiled during research for the atlas project was the 1864 "Tremaine Map of the County of Elgin". This map, measuring approximately seven feet by four feet, notes property owners in each township for 1864. It also has several insets of maps from communities throughout the County. It is extremely valuable and has never been published. Staff feel that given the value of this map, it should be reproduced as a separate item rather than as part of a larger series of maps wherein it would not receive due attention. An index to this map has also been produced and would be published at the same time, along with an introduction explaining its significance. In the end, the County will have produced a product that is in the spirit of an atlas but focuses on a map of superior quality and historical value. This will be beneficial to the public as a research tool - the original map cannot be handled due to its size and fragility - and still fits well within the Sesquicentennial theme. The Tremaine map was the first comprehensive map of the County shortly after its incorporation and shows many of the original settlers at that time. Mr. Steve Peters of St. Thomas owns the map, He has generousìy allowed theC0unto/. to re-publish it. 1 c' -:) Page 2 Sesquicentennial Atlas: Changing Focus The second idea involves publishing a booklet on the administrative history of the County. This booklet would focus on the founding documents of the County, including the original Proclamation, minutes of the first Council, an administrative overview of the County's statutory development (referencing, among other things, recent amalgamations), a list of all County Councillors since 1852, photos of County buildings and a photo of the 2001 Council. This would also be released in 2002 and would serve as a testimony to all those who have served the County over the years, once again fitting into the Sesquicentennial theme The above two projects would have more impact if released separately. Other projects could possibly be taken on as the year unfolds or as part of celebrations for the Bicentennial of the Talbot landing in 2003, perhaps in partnership with other groups in the community. CONCLUSION: In short, the above plan enables the County to produce commemorative publications for the County's Sesquicentennial that are of high quality and can be produced by County staff for release in 2002 and still stay within the allotted budget that Council approved. RECOMMENDATION THAT the Manager of Library Services be permitted to dispense with the concept of producing a comprehensive historical atlas of the county and instead focus on reproducing the 1864Tremaine Map and index of the County of Elgin, and publish a booklet on the administrative history of the County of Elgin for 2002 staying within the allotted budget approved by Council. pc fYl.M c:.. Approved for Submission Mark McDo Id Chief Administrative Officer Respectfully Submitted Cathy Bisl p Manager of Library Services () 1 Brian Massachale County Archivist REPORT TO COUNTY COUNCIL BRIAN MASSCHAELE, ARCHIVIST FROM CATHY BISHOP. MANAGER OF LIBRARY SERVICES 13,2001 ARCHIVES' ACQUISITION POLICY NOVEMBER DATE: SUBJECT: INTRODUCTION: The Elgin County Archives requires a policy to govern private acquisitions under the terms of By-law No. 01-21. This report establishes that policy. DISCUSSION: In June 2001, County Council approved By-Law No. 01-21, "Being a By- Law to Establish the Mandate and Activities of the Elgin County Archives." Among its many provisions, Section 2 d) requires County Council to approve an acquisition policy to govern the acquisition of "archival records that have bearing upon the history of the County of Elgin." Records covered under this category will generally be donated from private sources given that other provisions in the aforementioned By-Law already govern municipal records and records from other agencies and levels of government. The Acquisition Policy is attached to this report as Appendix "A". Its intent and objectives are outlined therein. The section entitled "Potential Acquisitions - Procedure' is of particular significance. This section asserts that all private acquisitions to the Archives must be formally deeded to the County and become the property of the Elgin County Archives before an acquisition can take place. The Archives must have assurances that the records will remain in the Archives on a permanent basis before staff time and resources can be devoted to them. This means that the Archives will not be accepting deposits or permanent loans from private sources. Any exceptions to this policy will be brought forward to County Council on a case by case basis. The attached "Deed of Gift" form is the formal instrument to establish custody to the records on behalf of the Archives. This form has been reviewed by the County Solicitor who has deemed it to be a valid instrument on behalf of the Archives. The "Temporary Receipt Form", an instrument to enable the archivist to engage in an appraisal of the records prior to acceptance, has also been reviewed and approved by the County Solicitor as a valid instrument. serve to satisfy the criteria of By-Law No, 01-21 7 1 the attached policy wi Once approved CONCLUSION: The Elgin County Archives requires an Acquisition Policy to govern al private acquisitions under the terms of By-Law No. 01-21. This policy is attached as Appendix "A". Among its provisions, it requires that all records that meet the terms of this policy be deeded to the Archives prior to acceptance. This policy serves to fulfil the terms of the aforementioned by-law. RECOMMENDATION: THAT Appendix "A" attached to this report entitled "Elgin County Archives - Acquisition Policy" be adopted in fulfilment of By-Law No. 01-21. ~. fYJ .IY¡ff.-.· Mark M onald Chief Administrative Officer Submission Approved for Respectfully Submitted Briim Masschaele Archivist 8 1 Cathy Bis p Manager of Library Services Report to County Council, Nov. 13, 2001 Appendix "A" - Archives' Acquisition Policy ELGIN COUNTY ARCHIVES ACQUISITION POLICY The mandate and activities of the Elgin County Archives is governed by By-Law No, 01- 21. The primary function of the Archives is to assist the Corporation of the County of Elgin and its constituent municipalities in fulfilling public obligations for the preservation and access to records that must be retained according to provincial legislation or because of their enduring cultural value. Therefore, adequate space and resources must be devoted in the Archives at all times to meeting these obligations on behalf of the County and its local governments. Nevertheless, County Council has made a strong commitment to acquiring records from private sources that, according to the aforementioned By-law, "have bearing upon the history of the County of Elgin as appraised by the archivist. ..." However, the volume of potential private acquisitions dictates that firm criteria be put in place in order to strike a balance between the aforementioned public obligations and remaining space and resources in the Archives. In accordance with By-Law No. 01-21, County Council establishes the following criteria to govern private (i.e. non-municipal) acquisitions to the Elgin County Archives. The Archivist will assess the records according to these criteria prior to acceptance. Donors are urged to read these criteria and understand that the inability of the Archives to make an acquisition is not a statement of the records' personal value. be met for the Archives to accept a Essential Criteria - All of the following criteria must private acquisition Are the records largely primary or unique in nature? Emphasis is on original, recorded source material. Secondary source materials are generally collected by a library. Artifacts are generally collected by a museum. Copies of records will generally not be accepted, Do the records pertain directly to the County of Elgin or its citizens? There must be a direct local connection for the records to be sought. Is title to the records clear and is the rightful owner willing to enter into a donation agreement with the Archives? The Archives cannot accept records if title is not clear. The Archives strives for permanent custody to the material and discourages deposits or loans from private sources. Are the records likely to be used by the general public? Acquisitions must have research value that extends beyond personal value to the donor. Is evidence in the records already documented in the Archives or in another repository? Different points of view on the same topic are always welcome. However, if the records essentially duplicate evidence already in the collection or elsewhere, they will not be sought. Are the records identified? Lack of information about the provenance or context of records may prevent their acquisition. For instance, photographs may not be acquired if the likelihood of their identification is remote. 9 1 o o o o o o Additional Considerations - The following considerations may also affect the decision to acquire records from private sources: What is the size of the collection? The Archives may not be able to accommodate large collections without compromising other objectives. Is access to the records restricted for an extensive period? One of the goals of the Archives is to eventually provide public access to the records. Lengthy access restrictions imposed by the donor detracts from this goal and may influence the decision to make an acquisition in the first place. Are the records in reasonable physical condition? Acquisitions that are in poor shape may be rejected due to the time and expense involved in their restoration compared to the value of the evidence they contain, or because their presence in the Archives may jeopardize other records already in the collection by promoting contaminants such as mould. Do the records come with financial support to help subsidize the cost of their preservation and management? Is there potential for revenue generation from the records to support the Archives' overall activities? By not acquiring the records, will they be destroyed? o o o o o o Procedure For those records that immediately satisfy these criteria, a Deed of Gift form will be issued requesting transfer of custody to the records to the Archives. (See Appendix "A" for a sample of this form.) A letter of appreciation will be issued to the donor upon receipt of this form. Potential Acquisitions Donors of those records requiring further review against the aforementioned criteria shall be issued a Temporary Receipt form. (See Appendix "B" for a sample of this form). This form permits the Archivist to inspect the records for the purposes of making a decision on their acquisition. A letter stating the intentions of the Archives will be issued to the donor shortly thereafter. In cases where the acquisition is declined, the letter will outline reasons based on the criteria established in this policy. For those acquisitions that are accepted, a Deed of Gift form will be issued and a letter of appreciation sent. The elements of this policy satisfy the requirements of By-law No. 01-21 20 ~ ~ Appendix liB" Appendix HAil Acquisition Policy - Appendix "A' ELGIN COUNTY ARCHIVES Elgin County Library Services Brian Masschaele, Archivist 450 Sunset Drive St. Thomas, ON N5R 5V1 DEED OF GIFT DATE: ACCESSION NO: TEMPORARY RECEIPT NO (if applicable): NAME AND ADDRESS OF DONOR (hereafter referred to as the Donor): DESCRIPTION AND CUSTODIAL HISTORY OF RECORDS DONATED: RESTRICTIONS ON USE: SPECIAL PROVISIONS: PERMISSION TO PUBLICLY ACKNOWLEDGE DONATION? Yes No - PERMISSION TO PUBLICLY RELEASE ADDRESS INFORMATION? Yes - No - Be it known that the Donor is the sole and rightful owner of the records described above and has full right to transfer ownership of same, The Donor hereby gives and transfers unto the Elgin County Archives full and unencumbered title to the records, and assigns to the Elgin County Archives the copyright for all items in the donation previously held by the Donor. Ownership of the records is assigned unto the Elgin County Archives, its successors, administrators and assigns absolutely. In entering into this agreement, the Donor understands and agrees that the Elgin County Archives is free to process the records as it sees fit in accordance with Elgin County By-Law No. 01-21. This may include partial culling of the donation. The Donor also understands that the Elgin County Archives shall have full discretion as to the use, display, reproduction and disposition of the records according to established policies and procedures of the Elgin County Archives. The Donor has read, understood and agreed to the foregoing, acknowledging same by undersigning and dating this Deed. Signature of Donor Date The Elgin County Archives gratefully acknowledges this donation, having satisfied the criteria established in the Archives' Acquisition Policy and Elgin County By-Law No. 01-21. Signature of Archivist Date Information collected in the agreement is governed by the Municipal Freedom of Information and Protection of Privacy Act and shall not be released without the consent of the donor. archivist@elgin-county.on.ca (519) 631-1460 ext 138 Fax (519) 631-9209 Elgin County Library Services 450 Sunset Drive Thomas. ON N5R 5V1 St. Acquisition Policy - Appendix "B' ELGIN COUNTY ARCHIVES Brian Masschaele, Archivist TEMPORARY RECEIPT TEMPORARY RECEIPT NO Be it known that the Donor is the sole and rightful owner of the material described above and has full right to deposit same with the Elgin County Archives for the purposes of a complete inspection and appraisal according to the Archives' Acquisition Policy as approved by Elgin County Council under the temns of By-law No. 01-21. The Archives is hereby permitted to handle the material to pemnit this inspection, including possible opening or removal of protective enclosures to inspect their contents. (hereafter referred to as the Donor) DESCRIPTION AND HISTORY OF MATERIAL DONATED: POTENTIAL RESTRICTIONS DATE: NAME AND ADDRESS OF DONOR The Archives may accept the entire contents or any part thereof of the aforementioned material, or decline its acceptance outright. Should the Archives wish to acquire the material, a ""Deed of Gift" fomn will be issued requesting transfer of ownership to the Archives. In cases where the material is partially or fully declined, the declined material will be returned to the Donor with a letter stating justification under the temns of the Archives' Acquisition Policy. The Archives cannot guarantee that the original state of the material will be maintained upon its return, although every attempt will be made to minimize any impact resulting from the Archives' inspection. the foregoing, acknowledging same by undersigning to The Donor has read, understood and agreed and dating this Receipt. Date Signature of Donor The Elgin County Archives gratefully acknowledges this deposit. Date Infomnation collected In the agreement is governed by the Municipal Freedom of Information and Protection of Privacy Act and shall not be released without the consent of the donor. Signature of Archivist (519) 631-1460 ext 138 Fax (519) 631-9209 archivist@elgin-county.on.ca REPORT TO COUNTY COUNCIL Library Coordinator From: Dianne Palmer, November 15, 2001 Report on Early Years Challenge Fund Project Date: Subject: Introduction The Early Years Challenge Fund is an initiative of the Ontario Government to encourage communities to develop programs that will playa role in a child's initial steps toward lifelong success, The Provincial Government will match cash and in-kind contributions raised in the community in order to see their vision become reality. This program has made available $136,000 per year for projects in Elgin County. Funding is available for grants of up to three years. For rural areas, only 25% of the contributions from the community for the project needs to be in cash, the other 75% can be in-kind. Discussion: County Library staff met with the Early Years Community Coordinator for the area to discuss the feasibility of becoming involved with an Early Years Fund project. After some discussion, it was decided that if we could develop a project that would put a child on the road to literacy early in life, then we would proceed to apply for a grant from the Early Years Challenge Fund. The title of our project is "Growing with Books". Similar projects to the one that we are planning for Elgin County have been successfully carried out for a number of years by libraries in other countries such as Scotland and the United States as well as other areas in Canada. A canvas bag, containing a book suitable for reading to a baby or young child will be delivered to every baby born to an Elgin County resident (approximately 1,000 annually for three years). Along with the book, there will be a library card, a brochure listing the library branch locations and open hours, and bookmarks with suggested reading for children and mothers of young children. All materials will be of high quality and professionally produced. A decision was made to keep the contents of the bag to a minimum in order not to overwhelm the new moms. Partnerships The Early Years Challenge Fund application process places importance on developing partnerships with other groups. For this project, the Elgin County Library is partnering with the Elgin-St.Thomas Health Unit, the Thames Valley District School Board and the St. Thomas Public Library. Other organizations have expressed a desire to support this project by pledging funds toward the project, writing a letter of support or offering volunteer hours to assemble the resource kits, 23 Cost of the Project The costs that will be incurred by the project for each of the three years is estimated to be as follows: Year One Year Two Year Three Canvas Baas 4150 4150 4150 Loao Desian 300 Brochures 900 900 900 Bookmarks 1100 1100 1100 Books 4766.85 4766.85 4766.85 Total $11,216.85 $10,916.85 $10,916.85 the community to date: Year 1 Year 2 Year 3 Port Stanley Lions/Lioness 500 500 500 Vienna Lions 200 200 200 Bayham Lions 200 Mission for Kids 300 300 300 Kintyre Presbyterian Women 300 300 300 Clachan Women's Institute 100 100 100 UCW Port BurwellNienna 100 100 100 Springfield Lioness 500 500 500 National Child Benefit Supplement 1500 1500 1500 Total $3700 $3500 $3500 Cash contributions from In-kind contributions Year 1 Year 2 Year 3 London Health Sciences Centre 450 Tames Valley District School Board 480 240 240 Library Staff 2,885 2,885 2,885 Health Unit 2500 2500 2500 West Elgin Community Health Centre 240 240 240 Room rental (meetings) 160 64 64 Storage space 2400 2400 2400 Annik Press 2970 2970 2970 Library - Patron cards 400 400 400 Postage, stationary 35 35 35 Total of in-kind contributions $12520 $11734 $11734 . 24 it. Sustainability The plan is to keep the project viable for as long as the community is willing to support Once the grant funding ceases at the end of the three year period, other means of support from community organizations and businesses will be investigated. Conclusion: The project proposal has already engendered a significant amount of support from loca organizations, Other organizations have contributed staff time, meeting space or other supplies because they also believe in the need for children to have exposure to learning as soon as possible in their young lives. The following table summarizes the amounts of cash and in-kind contributions already committed to the project and the potential amount of the grant contribution GrowinaWith Books Year 1 Year 2 Year 3 Cash Contributions 3,700 3,500 3,500 In-kind Contributions (75%) 11,100 10,500 10,500 of total Grant Matchina Funds 14,800 14,000 14,000 The amount of the cash contributions and matching funds from the grant will cover the cost of any materials necessary for the project. The Thames Valley School Board will submit the on-line application for the project by the November 30, 2001 deadline once Council has granted approval to apply for the grant. Recommendation That County Council approve the Library's submission of an application for the Early Years Challenge Fund and That County Council provide a letter of support for the project to accompany the application. Submission Cathy Bi op Manager of Library Services Approved for Respectfully Submitted Dîanne Palmer Library Coordinator ~M.h1~ ~i Mark McD, aid Chief Admínistrative Officer 25 2001 CORRESPONDENCE - November 27th Items for Consideration - ATTACHED Dianne Hill, CAO/Clerk, Township of Havelock-Belmont-Methuen, requesting support for their resolution petitioning the Federal and Provincial Governments to return to the former standardized health system. 1 Carol Judd, Assistant By-Law Enforcement Officer, Municipality of Bayham, concerning County-Wide Parking By-Law - No Parking Zones within Bayham. 2. Eleanor B. McMillan, Secretary, Elgin County District Women's Institute, with nominations for appointment to Elgin County Pioneer Museum's Executive Committee. 3. IãJ 001/002 THE CORPORATION 01 the TOWNSHIP of HAVELOCK-BELMONT-METHUEN Ronald Gerow, Reeve Office 705-778-2308 Dianne Hill,CAO, Clerk Fax 705-778·5248 FAX 25 12: 11/1412001 PO Box 10 Havelock, Ontario, KOL lZO 2001 November l2'h in the Province of Ontario: The Council of the Township ofHaÝelock-Belmont-Methuen, passed the attached resolution, at their regular meeting of Council, held Nov\'1Tlber 6tl" 2001. To All Municipalities It is the opinion of the Council of the Township ofHavelock-Behnont-Methuen, that the realignment of health services into the community, has not resulted in a better health care system, but has in fact, impacted on emergency community services. This is resulting in a universal drain on services, that are more expensive than those that had previously been in place to provide lower cost health seJVices. by submitting ourresolution to your Provincial and We hope you will support our efforts, Feder.al representatives. On behalf of the Council of the Township of Havelook -Belmont-Methuen. / AMCT, CMMl Dianne Hill, CAO/Clerk c.~-'------ ---., .27 AMCT, CMMJ Dianne Hill, CAO/Clerk 11/14/2001 12:25 FAX 141 002/002 Whereas every resident of the Province of Ontario is entitled to standardized health services; And Whereas the Province of Ontario sets the regulations for these services; And Whereas tl1e Province of Ontario has downloaded the ambulance service to the County; And Whereas each County has detennined how this service will be provided, be it a County Service, or privatized; And Whereas this defeats the intention of a standardized ambulance service; And Whereas the Province of Ontario has withdrawn large sums of funding through Community Access Centres, which provided home care services; And Whereas tile intent was to relieve the large costs of emergency rooms, ambulance and fire, by providing the home care services; And Whereas, it has come to the point of the ability of each municipality to be able to pay for various health services; And Whereas each municipality, depending on their ability to pay, will receive a different level of service; Now Therefore be it resolved, that the Council of the Township of Havc1ock-Belmont- Methuen, hereby requests, every municipality in tile Province of Ontario to petition their Members of Provincial Parliament and tIleir Federal Member of parliament to return our former health system, within the Province of Ontario; And That they assume full financial responsibility for a standardized health system. 28 I4i 002 MUNICIPALITY OF BAYHAM 519 866 3884 FAX 41 15 !!ON _11/19/01 Municipality of Bayham PO. Box 160,9344 Plank Road, Straffordville, Ontario NO] 1 YO Tel: (519) 866·5521 ' Fax: (519) 866-3884 email: bayham@bayham.on.ca ~,. o ~o~ ÞPOl'tunlty Is November 16, 2001 COUNTY OF ELGIN 450 Sunset Drive St, Thomas, Ontario N5R 5Vl Mr. Clayton D. Watters, Manager, Engineering Services Attention: County-Wide Parking By-law No Parking Zones within Bayham Re: Dear Sir: Further to your letter dated October 24, 2001, please be advised that I have completed my tour of the Municipality of Bayham and can advise that in addition to the no-parking zones noted in your attachment (Part "B" County of Elgin No Parking By-law (Municipality of Bayham», the following areas should also be noted: County Road #19 (Plank Road) "an undetermined number of' metres south of Eden Line (County Road #44) on the west side of Road #19, for a distance of "an undetermined number of' metres. (There is a no-parking sign posted at the intersection of Gray Street and Plank Road in the Hamlet of Eden.) County Road #19 (Plank Road) "an undetermined number of' metres south of Heritage Line on the east side of Road #19, for a distance of "an undetermined number of' metres. (There are two no-parking signs posted in front of the Straffordville Public School.) County Road #50 (Victoria Street) "an undetermined number of' metres south of Robinson Street on the west side of Road #50, for "an undetermined number of' metres. (There is an emergency parking only sign posted infront of the Medical Centre located at 61 Victoria Street, in the Village of Port Burwell.) 1 2. 3. The above noted areas have signage posted on these County Road locations. I was unable to determine the distances, and accordingly, it will be necessary to have stafffollowing up with site attendances in order to determine these measurements. 29 141003 11/16/01 In closing, I apologize for the delay in responding and hope that this delay has not caused you any inconvenience. MUNICIPALITY OF BAYHAM 2 519 866 3884 FAX 41 15 MON 11/19/01 ~~¡~J) Carol JUY:~ Assistant By-law Enforcement Officer 2 '70 :.J File: Roll filelPOI ELGIN: COUNTY DISTRICT WOMEN·' S INSTITUTE Nov. 2,2001 30251 Duff Line Þ R.2 ,Dutton ,On t. , S.J,Hefren NOV 6 2001 NOL IJO Deputy Clerk t}, ,I!.) Dear Madam· : The fOllowing Women's Institute members were appointed by Elgin County Distriot Women's Institut for Elginu County Counoil's oonsider- ation as representatives to the useum's Executive Committee , , Mrs.Lue11a Montieth & Mrs, Joan Mansell 28649 FingalLine 44150 Ferguson Line R.1,St.Thomas,Ont. R.8,St.Thomas,qnt. N:5P 3S 5 N5P 3T3 The above named ladies are extremely interested in our Fioneer Mus- eum & we feel they will contribute greatly to our Museum's Executive Committee. Yours· T:ruly ~8.m~~ Eleanor ß.McMillan Secretary Elgin District ì1,1.. 2001 CORRESPONDENCE - November 27th Items for Information - (Consent Aaenda Mayor Rudolph W. Giuliani, City of New York, with thank you note in response to Council's letter of concern and support during the recent tragedy of September 11th. (ATTACHED) 1 Richard Hikele, Secretaryrrreasurer, St. Thomas Professional Fire Fighters Association, thanking Council for the donation of $10,000.00 to the Fallen Heroes fund. (ATTACHED) 2. Honourable James Flaherty, Minister of Finance, and the Honourable Chris Hodgson Minister of Municipal Affairs and Housing, announcing that for 2002 the Community Reinvestment Fund (CRF) will continue to be linked to the Local Service Realignment (LSR). (ATTACHED) 3. Jack Layton, President, Federation of Canadian Municipalities, with information on the 65th Annual FCM Conference and Municipal Expo from May 31 - June 3, 2002 at Hamilton, Ontario. (ATTACHED) 4. Steve Peters, M.P.P., Elgin-Middlesex-London, supporting Council's resolutions on the implementation of the Report of the National Boardband Task Force. 5. AMO Member Communication, regarding "CRTC Rules on Bell Neutral Answering Service Application. (ATTACHED) 6. ELGIN Community Futures Development Corporation, with a Christmas Open House invitation for December 19,20014:00 - 6:00 P.M. (ATTACHED) 7 Andres Perez, Director, Local Government Program, The University of Western Ontario, with information on two programs being offered by the University oriented toward the changing face of Canadian local government. (copy of brochure available in Administrative Services Dept). 8. Honourable David Turnbull, Ministry of the Solicitor General, thanking the County of Elgin for the donation of $10,000 for the Fallen Heroes Fund. 9. Henry Muench, Board Chair, Elgin Community Care Access Centre, with copy of correspondence sent to the Ministry of Health and Long-Term Care regarding Bill 130. 10. G ~ , -.----.-.... ~" \ ~ -----------~.< ,;",~>"'" <,,/ /// / / ¡:? I ! / < 305-311 WELLINGTON STREET S1. THOMAS. ONTARIO N5R 2T2 .... ..fRir.p '- ~P. ""Iì~ 9~ w'- >$>- . ~'ð.Ý> '\JtofrnninttUI ~~ '!:oI ~ AFFILIATED WITH ONTARIO PROFESSIONAL FIREFIGHTERS ASSOCIATION Âsnnriatinu 2001 13 NOV November 8,2001 County of Elgin c/o Sandra J Heffren Deputy Clerk 450 Sunset Dr. St.llhomas,()nt. Dear Sandra: Please extend to the entire Council of the County of Elgin, our sincere gratitude for their recent donaûon of $10,000 to the Fatlen Heroes fund, through the S1. Thomas Professional Firefighters Association. Your generous donation has pushed our campaign welt above the $60,000 mark. The tragedy that felt upon the citizens of New York, the victims, and their families, wilt hopefulty be made less painful by the efforts of the thousands of Emergency Response Personnel efforts across North America to raise funds for those affected. Any efforts and goals tJlat we make can only be achieved through the generosity and thoughtfultness of the citizens that they are honored to serve, such as yourselves. These funds will be forwarded along with countless others :from across Ontario to the Internaûonal Association of Firefighters offices in Washington D.C., which will then be forwarded to the families of those who died making the ultimate s¡rcrifice. llhank-you once again. Respectfully Yours ~à "'~ Richard Hikele Sec/Treas. S.T.P.F.F,A. 33 , ~ Ontario In Case of Transmission Difficulties, Please Call q16-863-2101 Please Deliver To: The county of Elgin Ministry 01 Finance Mini~try 01 Office of thE! MiniS'ter Municipal Affairs and Housing Frost Building South Oltice of the Minister 7 Queen's Park Cr 777 Bay Street loron100N M7A,Y7 Tel (416) 325"590 ioron10, ON M5G 2Es Fax (416) 325·'595 Tel (416) 585,7100 W'NW.mal1.go....,on,ca November 8. 2001 (CRF) Counci We are pleased to announce that for 2002 the Community Reinvestment Fund will continue to be linked to the Local Service Realignment (LSR). A year-end reconciliation for 2001 will be done in October 2002. Specífic details on the calculations of your 2002 CRF allocation will follow. Head of Dear We are also pleased to announce that, in li9ht of the recent Provincial announcement on municipal transit funding arid its impact on the CRF formula, the Province is establishing the new "Transit Bonus" in addition to the CRF Base, CRF Bonus and Supplementary Assistance. To ensure that all CRF-eligible municipalities benefit from the new provincial funding provided for transit, we have created the CRF Transit Bonus to fully offset any reduction in CRF resulting from lower municipal transit capital and GO Transit costs. The Province recognizes the need for timely CRF announcements and has made a commitment to ensure municipalities are notified of their upcoming year's allocation in time for their budget planning. We remain committed to a municipal funding structure that improves accountability, encourages efficiency and recognizes the individual needs of municipalities. Over the coming months, we look forward to developing the Municipal Excellence Initiative with our municipal contacts. Our goal is to recognize municipal innovation and excellence in service delivery and this will be reflected in the program details of the Initiative. We look forward to continuing to work with our municipal partners in finding ways to make service delivery more streamlined and efficient. d Sincerely, ~M~;l!1 Minister of Finance Chris Hodgson Minister of Municipal Affairs and Housing L,WSJ/f II I!j{/..J"jò/ ;:Ø Cc- 34 Federation of Canadian Municipalities Councillor Jack Layton Toronto, Ontario Preside! Président Alderman John Schmal Calgary, Alberta Fir: Vice President Premier vlce~président Maire Yves Ducharme Hull (Québec) Second Vice President Oeuxième vice-président Mayor Ann MacLean New Glasgow, Nova Scotia Third Vice President Troisième vice-présidentc Councillor Joanne Monaghan Kitimat, British Columbia Past Presidern Présidente sortantc James W Knighl Chief Executive Officer Chef de la direction 2001 " NOV Fédération canadienne des municipalités October 22.2001 Officials: Take Note Elected and Appointed Municipal 24 rue Clarence Street Ottawa, Ontario KIN 5P3 www.fcm.ca Economic and Socia! Policy Politiques économiques ct sociale QiiJ (613) 244-2250 policy@fcm.ca Sustainable Communities and'Environmental Policy CoHcctivités viabJes et poJitiques environnementaJe QiiJ (613)244-1515 communities@fcm.ca Corporate Development Développement corporatif QiiJ (613) 241,2126 corpbrate@fcm.ca International Centre for Municipal Development Centre international pour Ie dévdoppement municipal QiiJ (613) 241,7117 international@fcm.ca Communities on the Move: New Directions Municipal service delivery requirements are outstripping available resources. Municipal leaders must draw a new municipal map forthe future to secure our way of life. FCM's annual conference and trade show helps municipal leaders tap into a vital network of resources, policies and business strategies. From seminars and workshops to plenary sessions and business symposiums, everyone with a stake in the municipal sector wi benefit by attending Canada's largest municipal event '6' (613) 241,522 QiiJ (613)241-7440 federation@fcm.ca Web site/site web: Order Your Conference Program Now Complete and return the form on the back of the enclosed flyer to receive your conference program and registration package (including hotel information), to be mailed in January 2002 Budget Now The conference and trade show are designed for elected municipa officials and senior staff to engage in professional and business development. Budget now and be ready to register in January 2002. Iton See you in Ham Yours sincerely, Jack Layton President 35 ~ Énoncé de mISSion LII Féd¿mtlon tanadienne des mllnieipaliris (FCM) est fa VOIX l/tltionale des goltl/fmfll/ellts mUllicipaux dept/iS 1901. La FCM cst Il!mée tÌ améliorcrla qualité de Vie dans tot/tes les collectivités en ¡r/lJOlÙftllt des gOllvl'rul'mellt.r mumâpaux firls, efficaces et resp0f!Sables. MissIon Statement The Federa/lOtI of Canadian Municipalities (FCM) has been the national voice of municipal governments since 1901. FCM is dedicated to imjJ1YlVing the quality of life in all communities by promoting strong, effictive and accountable municipal g01JCrnment. D ---------., ~~7'C _~ __(JA,,--L l n {, ' '::"",,~·~2~.L. ---. u~~~-~-~L.r:"--T/","19:::.~;.:~~_~r ___ i' to"~ '- ('J, -t_Jl,___,-\-S,LL,..,,.,¡¡..g.. ::-::,:,;,,;;';:-eijJ~I\~Q.... ..I....L... -,/.I¿,,::iiJ¡"':1c2c ./ , I . . ...,"C\:.). n":A" /' çÞ_U."_T':~"± ___________~.:_.._ --- n,~~~,::___""gJ~t~:':l[~2,""ì... /L____ p{---/- !--- ;:,:." (t) _~-----C.~ =~)A. -. ~. ' Zl J; :;¿- ~, ~- /.::._::::........_----- :,.--~;:-..------')-- _.~- -~--·------:~~-·-t;--- NOV-18-01 _! For Your ()nformati Page 662 p, 01 Association of Municipalities of Ontario CLERH-Elgin Co 6 871 6181 £~- 4 1 519 &33 7&&1 FAX NO. ASSOCIATION OF?-) 260 PM EST 8 06 11/19/61 23:64:31 MON 39:) Univer,¡¡lty A\lénu?'1 Sullo 1701 Toronto, ON MSC 1E6 (416) a71~ge56· fax: (416) 971-B1Ð1 onr~lI: arl"lo@ømo,Lnul11com.com To' on To t110 attention of the Clerk and Council. PI(1i'/se ensure that copies of this are distributed to all Members of Council 01(035 FYI November 19. 2001 For Immediate Attentìon Neutral Answer Service Application Tho Canadian Radio-television and Telocommunications Commission (CRTC) recently Clpproved Bell's application to phase out the Bell Neutral Answer Service (BNAS) by February 2003. CRTC Rules on Be Issue: Facts: CRTC approved the BNAS in 1994 and the service was intended to provide a centralized p!)lnt to answor9-1-1 calls on behalf of municipalities that needed an alternative to providing their own public safely answerinø points (PSAPs). Through BNAS, Bell Canada operators answer 9-1-1 calls and ensure Uwy are transferred to the appropriate emergency service agency. On April 6, 2001, Bell Canada filed a Tariff Notice 6578, which proposed to destandardize BI\IAS effr.1'Glive July 2, 2001. Bell Canada argued that many of the original municipalBNAS customers now operate their own call centers and therefore it was no longer economically feasible to continue offering the SClvlco. Additionally, Bell C8nada indicated that itwill help its municipal customers find alternative to BN^S. AMO and the Ontario 9-1-1 Advisory Committee submitted to CRTC that the elimination ofBNAS wCluld result in projected higher operating costs and extensive transition costs. There was also a fearthatthe approval of Bell Canada's application would be seen as the critical first step in the dismantlin9 of the entire Ont¡¡rio 9-1-1 network. AMO 81so requested. in the case thatthe Commission does notdeny8ell Canadf.1's application, that the effective date of destandardization be amended; terminating agreemEmts be renewed for no less than a six month basis rather than the proposed monthly basis; the date which no renewals will be accepted be amended to December 2004 from December2002 and; the withdrawal of service elate be amended to July 2005 from February 2003. Even with the c¡rguments and information communicated by the municipal sector, the CRTC ruled in Bell Canada's favour. The Commission found that tho approval of the application to withdraw BNAS would havo no effect on the operation of 9-1-1 services in Ontario and thatthere was not enough evidence to justify the requiroment of Bell Canada to continuo an uneconomical service that can be provided by alternative providers. Tho Commission also notc)d the assistance that Bell Canada has stated it will provide to municipal customers to migratetheirselviceswithin the proposed timeframe. This assistance includes: working within a thre0 month renewal window in negotiating their chosen alternative; assisting wilh training and support to municipalities wh() 0le(,i to open their own call center; processing early termination offers where requested; and providing migration consulting services through its regional service m<Jnagers. 40 Affectod municipalities should work with Boll Canada and develop an alternate service delivery. T/¡is inlomwtion is ÐVÐilobJo t/ fough AMOs subscription based MUNlCOM network at www.municom.com. For lIlore ¡!'\formation contact: Pat Vanini, Director of Policy and Government Relations at 416-971-9856 ;<316 Actll.)I1 Constituency Office: 542 Talbot Street SI. Thomas. Ontario N5P 1 C4 teC(519) 631-0666 Fax: (519) 631-9478 TOil Free: 1-800-265-7638 E-mail: steve_peters-mpp-co @ontla.oia,or9 ~ Ontario STEVE PETERS, M.P.P. ELGIN - MIDDLESEX - LONDON NOV 20 ?OOi Room 331 Main Legislative Building Qúeen's Park Tel: (416)325,7250 Fax: (416)325-7262 Email: steve_peters-mpp @ontla.ola.org Toronto, Ontario M7A1A4 15,2001 Honourable Jean Chretien Prime Minister of Canada Langevin Block 980 Wellington Street Ottawa, ON KIA OA3 November Dear Prime Minister: Please find enclosed a communiqué from Mr. Duncan McPhail, Warden of Elgin County. I believe the focus of Mr. McPhail's letter - the implementation of the Report ofthe National Broadband Task Force - is of the utmost importance and deserves your immediate attention. Prime Minister, as Mr. McPhail points out, the federal report is of particular interest to libraries because they have been at the forefront of information and learning as it relates to the Internet. c What is clearly needed is for these institutions to be allowed to provide this kind of service to the public in the most efficient manner possible. The key to achieving this goal is for the immediate implementation of the Task Force recommendations. Given the importance of reliable and affordable high-speed broadband connectivity, I would appreciate your carefully reviewing the letter, responding to Mr. McPhail and forwarding a copy of your response to my office. Thanking you in advance for your time and consideration. Sincerely, ~~~ Steve Peters, M.P.P. Elgin-Middlesex-London Mr. Duncan McPhail Cc: -------._~---- ----~-. ':;:::v í"""" '_~~___ l,_._,__~~~~_-¡~________"_.__ -.--.--..-- i '-----..._--- ._-._~--_.- ·--··----~Î--·~·-____ i? ~!.t~__...¿~~~_~'()~'.->~~~"_?.~=~__~ ____ __ .---______m_._._ " ~ ~....--~/-...,"':-(_ --'~"'--'" _ ~ ~".~~~_:_,> _ ") H' -aQ_-",-_c~L~r¿,,4-_t<_j_. &'ä:'"-ß~L~,;/"') - \ ,.,<- -~----------._--- ---------.- _k"J.L. .º-d¿{~ - ..~.¿. .--- , I. _~~P(At~V~l-' -____1A...,_----"~j..LZ,¿:(,~_./ ¿'~ ,/ 2001 NOV 20 Local Government Program . Department of Political Science . Social Science Centre 2001 November 5 Colleague: Amalgamation, downloading, retirements, recruitment and an accelerated pace of change are just some of the challenges faced by the people who make local government work in today's Ontario. At UWO we offer two programs specifically oriented toward the changing face of Canadian local government. Municipal Dear One program - the Diploma In Public Administration (DPA) - is geared to the needs of people already working in local government who wish to develop their public management perspectives and skills The second program - the Master Of Public Administration (MP A) - is designed for people aspiring to senior management positions in Canadian municipalities and their associated boards and commissions. The MP A can be taken on either a full-time or a part-time basis. The DP A is offered in May-June only. Enrollment in both programs is limited in order to keep class sizes small. Further details are included in our brochures. Application deadlines are February 1, 2002 for the MPA and March 15,2002 for the DPA. The Local Government Program is the only program of its kind in English-speaking Canada, with hundreds of graduates from the Diploma program (now in its 28th year) and the MP A program (which began in 1990). These programs will continue to provide effective public management training for the ever changing municipal environment. I am writing on behalf of our Local Government Program to ask you to help us by directing the enclosed brochures to interested staff members. For applications or more brochures please contact: Catharine Wynne, Local Government Program, Department of Political Science, The University of Western Ontario, London, Ontario, Canada. N6A 5C2 FAX: 1-519-661-3865 .ca 42 and cooperation. ~l~ Andrés Pérez, Director, Local Government Program. Thank you for your interest London, Ontario. Canada· N6A 5C2 Telephone: (519) 661-3657 . Fax: (519) 661,3865 ~ .~qp~ Ontario Ministère du Solliciteur général Ministry of the Solicitor General the 2001 NOV 22 Bureau du ministre 25, rue Grosvenor 11' étage Toronto (Ontario) M7A 1V6 Tél: 416326,5075 Téléc: 416 326,5085 ûfficeof Minister 25 Grosvenor St. 11th Floor Toronto, Ontario M7A 1Y6 Tel: 416 326,5075 Fax: 416 326-5085 CM01-05110 '?t~r:;::3 200 NOV 2 0 Mr. Mark G. McDonald Chief Administrative Officer County of Elgin 450 Sunset Drive St. Thomas ON N5R 5V1 of Mr. McDonald Mr. Steve Peters, MPP for Elgin-Middlesex-London, has shared with me a copy of the letter from the County of Elgin to the Fallen Heroes Fund regarding the generous donation of $10,000 to the Fund through the 81. Thomas Fire Department, on beh the County of Elgin and its residents, alf Dear welcome the opportunity to commend the residents of Elgin County. for responding with such compassion and generosity. Although the horrific events of September 11th have had an effect on us all, the thousands of people who lost a family member, friend or loved one, have suffered a devastating personal tragedy. It must be a great comfort to the victims and families of victims to receive the words of encouragement, condolence and support from their friends and neighbours in Canada. The Government of Ontario has joined in the effort to assist these victims and their families. A number of initiatives have been implemented, including sending a team of medical specialists to New York to provide forensic services and establishing a fund of $3 million to help Ontario victims and families of victims of the terrorist attacks in the United States. It is truly gratifying to see residents of Ontario rallying to the aid of our U.S. neighbours in their time of need. Thank you again to the County of Elgin for your generosity. incerely, ---./ {~ David Turnbull Solicitor General Mr. Steve Peters, MPP Elgin-Middlesex-London c: Centre Access Care Community Elgin Fax 519'631'2236 . 519·631·9907 . 1-800-563-3098 . Thomas, ON N5P 4E3 St. 294 Talbot Street November 22, 2001 2001 NOV 23 Associate Minister Helen Johns Ministry of Health & Long Term Care 80 Grosvenor Street Hepburn Block, 11 th Floor Toronto, ON M7 A 2C4 Dear Minister Johns: The Board of the Elgin Community Care Access Centre has now had an opportunity to review the proposed legislation (Bill 130). Although we have a number of other concerns regarding the Bill, we would ask that you focus your attention on the following key issues prior to the final presentation of the Bill: We believe that strong accountability to the community is essential. This can best be achieved through the selection of Board members who bring enthusiasm, knowledge and expertise about their unique local circumstances. These are criteria that should, therefore, be maintained in the appointment process. The legislation implies that the Board has a governance role, but other factors suggest it is more advisory (e.g., the selection and remuneration of the C.E.O. is outside its mandate). This ambiguous reporting relationship will create operating difficulties. The legislation, as outlined, will not protect. the confidentiality of personal records of clients or staff. If we are required to release all documents to the Minister these documents may be subject to F1PPA and there may be no way to protect the confidential nature of this information. There appears to have been no consideration given to the practical, operational issues which allow us to continue to operate on a day to day basis following royal assent; (e.g., the sheer volume of existing and new contracts and the requirement for approval for all property). It is absolutely essential that the legislation include a "good faith" clause to indemnify Board members and staff acting on behalf of the Corporation. 1 1 2. 3. 5. 4. In your haste to pass this Bill in this sitting, please do not ignore these key concerns. Even though we question the need for this Bill, we intend to continue to partner with you and the Ministry to ensure that our Community Care Access Centre continues to be effective and accountable. , I YNurs truly il ]1; r ¡ <: , I ',. t f ! Ii: " I I ¡ ! ' ,If j.//'JV\J" Henry Muench Board Chair Elgin Community Care Access Centre 2 Honourable Diane Cunningham MPP Steve Peters MPP Ernie Hardeman Mayor Peter Ostojic Warden Duncan McPhail ,/ HM/eh cc: