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May 14, 2002 Agenda ORDERS OF THE DA Y FOR TUESDA Y. MA Y 14TH 2002 AT 9:00 A.M. ORDER 1 st Meeting Called to Order 2nd Adoption of Minutes - meetings held on April 22, 2002 Disclosure of Pecuniary Interest and the General Nature Thereof Presenting Petitions, Presentations and Delegations ELEGATIONS 9:15 a.m I 3rd PAGE # Ms. Mary-Ellen Hicknell of St. Thomas REACT, to present an overview of their organization's.¿;ervices to the community. (ATTACHMENTS) tllrJtf;U--C..v - "cw.,'.., /vi",! ",-II- {~I Mr. Fred Slater, Municipal Relations Representative, MPAC and Mr. Barry Sinclair, Senior Policy Advisor, OMAFRA, to present an overview of the process for designation of property as a farm tax class. (ATTACHMENTS) Motion to Move Into "Committee Of The Whole Counci Reports of Council, Outside Boards and Staff Council Correspondence see attached 9:30 a.m. 5th 6th 7th 1 2-29 30-88 Items for Consideration Items for Information (Consent 1) 2) 89-97 98-170 Agenda) OTHER BUSINESS Statementsllnquiries by Members Notice of Motion Matters of Urgency Items - see separate agenda 1) 2) 3) 8th the Committee Of The Whole n-Camera Recess Motion to Rise and Report Motion to Adopt Recommendations from Consideration of By-Laws ADJOURNMENT 9th 10th 11th 12th 13th 14th LUNCH WILL BE PROVIDED Ontario Municipal Administrators Association 2002 Spring Conference Wheels Inn, Chatham 15-17 May S ¡J.,jc..L/t/lf. fJ I. . 131M R. ''¡ PAt.SDJ-í14 ííoJJ ¿ Y Elgin County Council Farmiands Property Class Tax Rate Presentation Responsibilities and Timelines Activity/ Agency Responsible Timeframe Pre-Tax Year J anuary/March/Jul y /September MPAC supplies lists of properties with farm assessment to OMAF OMAF administers application process Property owners complete and return applications based on regulation deadlines (normally geographically based - April, May, June) Final deadline for OMAF to accept a property owner application (due to mitigating circumstances) OMAF provides list of Farmland Class eligible properties back to MP AC Property Assessment /Tax Rolls Close MP AC provides assessment/ tax roll information to municipality and issues Notice of Assessment to property owner March - October March - October October - December December December October 31 Property owner may appeal assessment or tax rate to the Assessment Review Board (ARB) Municipal staff begin preparing budgets First interim tax bìlls issued ARB Appeal deadline (no further appeal options under the Assessment Act) Final tax bills issued Deadline for Municipalities to use authority under Municipal Act (Section 442.6) to cancel reduce or refund taxes * * Deadline to file a tax rate or assessment Request for Reconsideration *** Tax Year January - March January February ~ March* March 31 December 31 May - September* December No !dentified options to assist property owners Post-Tax Year s aware that some municipalities are the Farmland Property Class OMFA do not allow 2 Times vary depending on the municipality Although the province provided this option, hesitant to uSe it The Request for Reconsideration provisions Administrator to accept a late application * ** *** Elgin County Council May 14, 2002 LN Farm Assessment and Taxation · Introduced in 1998 · Principles - fairness, consistency for all Ontario tax payers · Creation of Property Classes ...maintains a lower tax rate for farms (250/0 of the municipal residential/farm tax rate) ...Includes land and farm buildings (not the residence) .þ. Ontario Fair Assessment System . Municipality sets the local residential/farm U1 tax rate (0/0) and collects tax revenues , . MPAC determines current value assessment ($ value) Authority · ARB is the appeal authority above all levels of administration · OMAF determines Farmlands Property Class eligibility (based on requirements in ~ the Assessment Act regulation) · MOF Assessment Act sets the Farmlands tax rate at 25% of the Residential/farm rate Authority Cont'd -...¡ . Maintain same eligibility rules as under the Farm Tax Rebate program ...Protection for farmers and municipalities 1!1 ~ Property Tax Reform Agreement . Critical documents include: · Farmland Property Class tax rate application · Notice of Property Assessment · Municipal tax Notice -Interim -Final II! ~ Property Owner Documents O:J 1m = · Understanding of Notice of Assessment · Missed Farmlands Property Class application deadlines · I n-year property transfers · Geographic assessment value increases (1996 - 1999 values) · Value-added on-farm activities · Maintaining consistency and fairness for ml Ontario tax payers ....0 Major Issues After Tax Reform · OMAF reminder and non-eligibility letters N o · OMAF introduced multi-year applications (2000 for 2001 and future tax years)' · OMAF new owner communication thrust with real estate and legal professionals Actions by Government · Marcel Beaubien appointed to review regulation N ~ · Government added Section 442.6 of Municipal Act · OMAF/Stakeholders/MPAC/MOF discussions (value-added and methodology issues) Actions by Government Cont'd · Implementation of Beaubien recommendations · Ashfield-Colborne-Wawanosh resolution (Municipal support??) · Other suggestions welcome N N Future Considerations 450 SUNSET DRIVE ST. THOMAS, ONTARIO N5R 5V1 PHONE (519) 631-1460 FAX (519) 633-7661 MARK G. McDONALD CHIEF ADMINISTRATIVE OFFICER (Mrs.) SANDRA J. HEFFREN DEPUTY COUNTY CLERK March 18, 2002 Mr. Fred Slater Municipal Relations Representative Municipal Property Assessment Corporation 57 Napier Street P.O, Box 190 GODERICH, Ontario N7 A 3Z2 Sir: Thank you for the response by Mr. Dave Blakely to our letters of January 25th and February 12th, 2002 (copies attached), regarding concerns expressed by Elgin County Council at their meeting held on December 13th, 2001. Dear (, \ 9th Elgin County Council did not feel the response properly addressed its concern regarding the ability of MPAC to flag sudden changes in designation of farmland for taxation purposes, and would like to invite you and Mr. Blakely to appear at a future Council meeting to further discuss this issue. Our next Council meetings are scheduled for April and April 23rd, 2002 and are held in the Council Chambers, Elgin County Administration Building, at the above address, beginning at 9:00 A.M. Please contact Donna at (519) 631-1460 extension 161, to confirm your attendance on either of these dates. A mutually agreeable time can be allotted for your delegation in the morning of either day. We look forward to your response. Yours truly, .~~~ S.J. effren rs.), Deputy Clerk. SH:djb c.c. - Mr. Carllsenburg, Vice-President, MPAC - Mr. Dave Blakely, MPAC, 1305 Pickering Parkway, Pickering, Ontario L 1V 3P2 23 MUNICIPAL PROPERTY ASSESSMENT CORPORATION ., ?r~? 4 February 27, 2002 Mrs. S. 1. Heffren Deputy Clerk County of Elgin 450 Sunset Drive St. Thomas ON N5R 5Vl on Council Heffren: Thank you for your letters outlining questions raised during my attendance at December 14, 2001. I shall address each issue as outlined in your letter. Dear Mrs. The role of Municipal Property Assessment Corporation (MPAC) staff in the administration of propelty tax rebates for vacant commercial and industrial buildings is to determine the assessed value that is attributable to the vacant area. The receipt of the application, calculation, payment and verification of the rebate is the responsibility of the municipality. The withholding of propelty taxes pending clean up of derelict propelty is an issue beyond the role of NIP AC staff. 1 It is the role ofMP AC to value farmlands as directed in Section 19( 5)(b) ofthe Assessment Act, which states "...consideration shall not be given to sales of lands and buildings to persons whose principal occupation is other than farming." If the purchaser is not a fatmer and does not plan to fatm the land, the sale would not be used in our analysis which, therefore, would not influence the determination of the farmland value. Purchasers from out of Province or out of country who are farmers and continue farming the property they purchase, would be included in the analysis of farm sales. If, over time, the impact increases the market sale price offatmer-to-farmer sales, the assessed values would increase to reflect the market. MP AC staff are sympathetic to the concerns of the owners of farmland caused by the impact of assessment increases and will continue to balance that concern with the responsibility of valuing property as set out in the legislation. 1305 Pickering Parkway, Pickering, Ontario L1V 3P2 905.837.6193 1.877.635.6722 F: 905.837.6280 www.mpac.ca 24 T: 2. Mrs. S. J. Heffi"en February 27,2002 Page 2 of2 A property in the farm tax class must apply to the Ontario Ministry of Agriculture, Food and Rural Affairs (OMAFRA) according to the guidelines as established in Ontario Regulation 282/98. When fmm properties sell, MP AC sends the list of sales, on a quarterly basis, to 01'vlAFRA, who detennines if the properties should continue to be classified as farITÙand. If MP AC is aware the purchaser is a bona fide fmmer, we would advise OMAFRA. MP AC receives a list from OMAFRA indicating propel1ies which are to be included in the fmm tax class, just before our deadline (October) for changes to the assessment roll for the following taxation year. While there is a slight window of opp011unity to identifY properties which were transfened to another class, it is unlikely that sufficient time would allow for a thorough review prior to preparation of the assessment roll for taxation the following year. I understand there is an opportunity for the owner to ask OMAFRA to review the issue if there are mitigating circumstances regarding the owner's failure to file the necessary application. MPAC staff will endeavour to identifY such propel1ies and work with the property owner to assist in resolving the issue within the guidelines set by OMAFRA 3 m have MP AC is committed to providing excellent customer service to the propel1y owners Ontm·io. Our staff will make special eff011s to assist elderly persons and others who limited ability to obtain information ITom MP AC or are unable to travel to our local office. We will, if necessary, visit the propel1y and meet with the property owner to discuss any issues relevant to their assessed value. Where municipal officials are aware of such situations, it would be beneficial if they advised the local MP AC office to ensure that we provide the necessm)' service to those requiring information. 4 I hope I have sufficiently answered the questions raised by Council. If! can be of ful1her service, please feel free to contact me at (905) 837-6191 or Mr. Arthur Anderson, Director, Municipal Relations at (905) 837-6993. If you wish to discuss, in depth, issues relative to the valuation and classification of farITÙand, you may wish to contact Mr. Denis LeBrun, Senior Manager, Residential, Farm and Multi-Residential Properties in our Property Values department. Mr. LeBrun can be reached at (905) 837-6205. S6~~d~ Dave Blakely ~ Director, Customer Service Carl Isenburg, Vice-President, Customer Relations Al1hur Anderson Denis LeBrun Copy M L507 No. Fcrm 1305 Pickering Parkway, Pickering. OntarIo L1V 3P2 T: 905.837.6193 1.877.635.6722 F: 905.837.6280 www.mpac.ca 25 .,\.".,.~'~"':... ;.. ~_ 4'; :.;-~",. 450 SUNSET DRIVE ST. THOMAS, ONTARIO N5R 5V1 PHONE (519) 631.1460 FAX (519) 633-7661 MARK G. McDONALD CHIEF ADMINISTRATIVE OFFICER (Mrs.) SANDRA J. HEFFREN DEPUTY COUNTY CLERK February 12, 2002 Mr. Dave Blakely Municipal Property Assessment Corporation 1305 Pickering Parkway PICKERING, Ontario L 1 V 3P2 Dear Mr. Blakely Further to our letter of January 25, 2002, regarding item #3 concerning flagging sudden changes in designation of farmland for taxation purposes, the attached is an example showing the impact to farmers who forget to submit the required paperwork indicating that their land is subject to the farmland tax rate As indicated in the memo from the Township of Malahide, their municipality has documented cases where the submission of notification for the farmland tax rate were inadvertently overlooked causing undue hardship for the farmer. sted in our prevIous letter. tems your response to this and the other ) Mrs Yours truly, AÇ1,.J{ Sanqr;a J. H Deputy Clerk. it We awa 26 MPAC Vice President senburg Carl Mr. SH/db Att. cc TOWNSHIP OF MALAHIDE MEMO 2002 7' _0 January assessment has changed from tax rate that is 4 times greater than While reviewing the 2002 Tax Roll, we noticed that your property Farmland to Residential. Residential property is subject to a the Farmland property. to the the the as to directed by the Assessment Office information The Ministry of Agriculture and Food makes direction to classification of íàrmland, the Assessment Office then provides this Township. The Township has no authority to change any assessment until Ministry. and the phone 1-800-469-2285 IS The phone number for the Ministry of Agriculture & Food number for the Assessment Office is 681-0050 Your Interim 2002 Tax Bill does not reflect this classification change. However, when the Final 2002 Tax Bills are generated, your property will be classified as Residential and taxed at the Residential rate for the entire year. f you have any questions Please feel free to contact this office 27 Susan Wilson Treasurer Township of Malahide 773-5344 30,2002 January class Farmland switching into the Residential John RE noticed we had 10 farmers, whose property was There may be more than 10, but that is all I noticed. Interim Tax Billing, I is residential in 2002 When preparing the farmland in 200 I, but We have sent the attached notice to all of them. Their Interim Bills, went out at the farmland tax Bill will be calculated as residential for the entire year. Their Final Bills wi rate, but their Final be very large. were sold in 2001 At least 4 of the properties were estates that return the forms to Ag & Food. to some of the farmers some farmers lost or forgot to I spoke and in taxes than they The impact on 10 farmers is they will pay in total at least 519,533 MORE did in 200 I because of the change in property class. and in the process, know you have expressed interest 28 to you as FYI only, as I may arise at ROMA. , c0.ú2~ am providing this was hoping tbe issue I I 450 SUNSET DRIVE ST. THOMAS, ONTARIO N5R 5V1 PHONE (519) 63,.,460 FAX (519) 633-7661 ;/ MARK G. McDONALD CHIEF ADMINISTRATIVE OFFICER (Mrs.) SANDRA J. HEFFREN DEPUTY COUNTY CLERK Corporation January 25, 2002 Mr. Dave Blakely Municipal Property Assessment 1305 Pickering Parkway PICKERING, Ontario L 1V 3P2 Dear Mr. Blakely: , ~ raised Counci Council meeting you attended on December 14, 2001 some of which were At the County various questions, Ability to withhold tax derelict property. Rectification of unfair assessment on farmland due to urban pressure and offshore purchases that inflate value and do not reflect the value of the land Persons with farmland who may forget to complete the required form designating farm property. You indicated that sudden changes in designation of farm property should be able to be flagged for investigation Assistance to elderly persons who may not communications andowners. clean up nternet to have access to use or reduction on vacant property unti know how rate 1 2 3 4 its concerns to in writing with answers Would you please provide Counci We look forward to your response ) truly ~o S.J.Ç4effren (Mrs Deputy Clerk. Yours 29 MPAC Vice-President, senburg Carl SH:djb C.C. - Mr. 450 SUNSET DRIVE ST. THOMAS, ONTARIO N5R 5V1 PHONE (519) 631-1460 FAX (519) 633-7661 MARK G. McDONALD CHIEF ADMINISTRATIVE OFFICER (Mrs.) SANDRA J. HEFFREN DEPUTY COUNTY CLERK March 18, 2002 Mr. Fred Slater Municipal Relations Representative Municipal Property Assessment Corporation 57 Napier Street P.O. Box 190 GODERICH, Ontario N7 A 322 Sir: Thank you for the response by Mr. Dave Blakely to our letters of January 25th and February 12th, 2002 (copies attached), regarding concerns expressed by Elgin County Council at their meeting held on December 13th, 2001. Dear 9th Elgin County Council did not feel the response properly addressed its concern regarding the ability of MP AC to flag sudden changes in designation of farmland for taxation purposes, and would like to invite you and Mr. Blakely to appear at a future Council meeting to further discuss this issue. Our next Council meetings are scheduled for April and April 23'd, 2002 and are held in the Council Chambers, Elgin County Administration Building, at the above address, beginning at 9:00 A.M. Please contact Donna at (519) 631-1460 extension 161, to confirm your attendance on either of these dates. A mutually agreeable time can be allotted for your delegation in the morning of either day. . tßµ ~ ¡II' fJ Jvr We look forward to your response. truly, \¿jQ, S.J.Qeffren- (Mrs.) Deputy Clerk. Yours Carllsenburg, Vice-President, MPAC Dave Blakely, MPAC, 1305 Pickering Parkway, Pickering, Ontario L 1V 3P2 SH:djb c.c. - Mr. -Mr. MUNICIPAL PRCJPERTY ASSESSMENT CCJRPDRATIDN March 5, 2002 ?QQ? f'l. MAR Mark McDonald Administrator/County Clerk County of Elgin TO: Dennis McMeekin Account Manager, M...nicipal FROM: Relations MUNICIPAL RELATIONS REPRESENTATIVES SUBJECT: Further to Carl Isenburg's recent announcement introducing Arthur Anderson, Director, Municipal Relations and myself as Account Manager, I am pleased to release further customer service initiatives. and meet your expectations, I am pleased to introduce Representative for your municipality. In order to continue to serve your needs Fred Slater as the Municipal Relations be bringing his past experience and expertise to this newly created position. person for any inquiries or is your key contact Fred will As Municipal Relations Representative he assistance your municipality may require. at 2342, by fax at (519) 681-0892 or email Fred may be reached by phone at (519) 681-0050 ext. slaterfr@mpac.ca. On behalf of Fred and myself, we look forward to working with you in the future. Thank you. ~~~ Dennis McMeekin Account Manager, Municipal Relations 57 Nap,er Street, PO Box 190, Goder,eh, ontar,o N7 A 3Z2 T: 519.524.7326 1.BOo.265.5192 F: 519.524.5271 E: ao24@mpac.ca www.mpac.ca REPORTS OF COUNCIL AND STAFF 14th. 2002 Ma - (ATTACHED) Staff Reports Paae # Manager of Engineering Services - Lower-Tier Municipalities Winter Maintenance Operations Emergency Detour Road Closure 31 Manager of Engineering Services - Crossing Warning System - Ferguson Line (County Road #48) Canadian National Railway Mile 11.35 Talbot Subdivision 33 Elgin County Pioneer Museum Request for Proposal for Architectural Services Manager of Engineering Services 35 Water Service to the County Administration Building - Update (deferred from April 22 meeting pending additional information) Manager of Engineering Services 37 Approach Road Network Study - Another Frank Drain Outlet Petition Guide Rai Manager of Engineering Services - Technical Services Officer- Technical Services Officer- Technical Services Officer - Supply and Installation Project Lakeshore Line Relocation - Environmental Assessment Engineering Services Actuarial Study for WSIB Rebate Funds 39 42 43 44 47 Diractor of Human Resources - Director of Human Resources - Supplemental Report To Feb 12 Attendance Management Policy Amendments 52 Policy Amendments Coul'1cil Remuneration - One-Third Tax Free Allowance Human Resources Officer - 58 81 Deputy Clerk - Archives Access Manager of Library Services - Purchase of Microfilm Reader Public Internet Printer - Sustainability Funding for POA Collections Manager of Library Services - Chief Administrative Officer - Chief Administrative Officer - 82 84 86 88 Team Retreat Mark Hoffman, Manager of Information Technologies - High Speed Network, in Western Elgin County (ATTACHED) 30 Management REPORT TO COUNTY COUNCIL CLAYTON WATTERS, MANAGER ENGINEERING SERVICES DEPARTMENT DATE: APRIL 26,2002 SUBJECT: LOWER-TIER MUNICIPALITIES WINTER MAINTENANCE OPERATIONS EMERGENCY DETOUR ROAD CLOSURE - FEBRUARY 27, 2002 Introduction The County approved emergency detour routes: Talbot Line, Furnival Road, Graham Road, Currie Road, lona Road and Union Road. The intent was to keep the detour route easy to follow and as short as possible in order that the travelling public would not seek other shorter routes. Discussion The February 27th emergency detour from the Highway 401 started as a planned closure for the removal of a transport truck and trailers from the westbound ditch. The detour was between Currie Road and Graham Road. Approximately 15 minutes later a fatal accident occurred east of Currie Road on the westbound lanes. The detour then moved between Graham Road and lona Road, however detour traffic was still using Currie Road causing further confusion. Approximately 2 hours later a series of accidents occurred across from the original accident on the eastbound lanes. This was caused by traffic slowing to review the second accident scene. The closure had both directions of traffic closed for extended periods of 7.25 hours for the eastbound and 10 hours for the westbound. Due to the extensive closure of Highway 401 and increased volume of traffic on the detour route the lower-tier municipalities were compelled to proceed with continuous winter control operations in order to safeguard the roads for the travelling public and counter liability situations. As aresult of this detour the lower-tier municipalities were forced to maintain the detour route above the recommended standards and as a result encountered additional expenditures for winter control operations. West Elgin Southwold 73.80 $7,369.55 Total Conclusion The Province of Ontario must compensate the costs borne by the municipalities because these expenses were a direct result of the Highway #401 closure. It is not and should not be the intent of the municipalities or the County of Elgin to subsidize the Province of Ontario for these costs. The Manager of Engineering Services has forwarded a copy of the invoices to the Ministry of Transportation for reimbursement. 2 1 IICTY _FS_1ISYSIUSERSIDEPTlROADSICouncil Reports\20021Lower Tier Compensation.Detour Feb 27.doc 3 REPORT TO COUNTY COUNC CLAYTON WATTERS, MANAGER ENGINEERING SERVICES DEPARTMENT APRIL 26,2002 LOWER-TIER MUNICIPALITIES WINTER MAINTENANCE OPERATIONS EMERGENCY DETOUR ROAD CLOSURE - FEBRUARY 27, 2002 L DATE: SUBJECT: FROM Page 2 Recommendation 'BMISSION MARK CHIEF ADMINISTRATIVE OFFICER For your information RESPECT FULL Y SUB, (l)WA ~ CLAYTON D. WATTERS, MANAGER ENGINEERING SERVICES MITTED 32 \\CTY JS_1\SYS\USERS\DEPTlROADS\Council Reports\2002\Lower Tier Compensation. Detour Feb 27.doc REPORT TO COUNTY COUNCIL CLAYTON WATTERS, MANAGER ENGINEERING SERVICES DEPARTMENT APRIL 25, 2002 CROSSING WARNING SYSTEM - FERGUSON LINE (COUNTY ROAD #48) CANADIAN NATIONAL RAILWAY MILE 11.35 TALBOT SUBDIVISION DATE: SUBJECT: FROM Introduction The County has had safety concerns at the Ferguson Line crossing for many years and have been working with both Canadian National and the Canadian Transport Commission to make modifications and implement safety solutions in order to alter the crossing for the safety of the travelling public. Discussion The County of Elgin assumed ownership of County Road #48 (Ferguson Line) in 1986. An application was made to the Canadian Transport Commission for an automated protective device in May 1987. From the spring of 1987 until the spring of 1990 the following sequence of events occurred. The Regional Director of the Railway Transport Committee recommended that consideration be given to installing 2 flashing signals, bells and widening of the crossing surface to accommodate proposed road work. Canadian National replied to the application stating that they required additional time to study the crossing. On an interim basis Canadian National requested that train speeds be reduced to 10 kilometers per hour at the crossing. The Canadian Transport Commission ordered that train speeds at the crossing be reduced to 10 kilometers per hour and that specific signage be installed at the crossing, which was completed by the County of Elgin. Transport Canada ordered that all traffic is to stop prior to crossing the tracks. There was no correspondence or action from the spring of 1990 until the late fall of 2001, when a site meeting was arranged in January of 2002. This site meeting was held with the Canadian National Railway, Transport Canada and the County of Elgin at the crossing regarding safety concerns. It was agreed, that due to the severely restricted line of visibility, vehicular traffic not stopping prior to crossing the railway crossing and the frequent use by school buses, that the addition of flashing lights and a bell warning would improve crossing safety. The costs for installing the crossing warning system consisting of flashing lights and bell at the grade crossing is estimated at $125,000. The standard cost sharing formula, which has been in place for many years is: 80 % by federal government agency, 12.5% by road authority and 7.5% by the railway. Also the cost of maintaining the crossing warning system is 50% by road authority and 50% by railway. Conclusion The County of Elgin has identified this railway crossing to require additional safety improvements to protect the safety of travelling public. With the signing of the agreement, these improvements to the level crossing will likely occur in 2003. 2 33 IICTY _FS_1ISYSIUSERSIDEPTlROADSICouncil Reports\2002lCanadian National Warning System Agree.doc REPORT TO COUNTY COUNCIL FROM CLAYTON WATTERS, MANAGER ENGINEERING SERVICES DEPARTMENT DATE: APRIL 25, 2002 SUBJECT: CROSSING WARNING SYSTEM - FERGUSON LINE (COUNTY ROAD #48) CANADIAN NATIONAL RAILWAY MILE 11.35 TALBOT SUBDIVISION Page 2 Recommendation That the Warden and Chief Administrative Officer be authorized to enter into an agreement with Canadian National Railway Company for the installation of a standard funded new crossing warning system on Ferguson Line (County Road #48) Mile 11.35 Talbot Subdivision. RESPECTFULL Y SUBMITTED ISSION arruJA~ CLAYTON D. WATTERS, MANAGER MA ENGINEERING SERVICES CHIEF ADMINISTRATIVE OFFICER - 34 IICTY _FS_1ISYSIUSERSIDEPTlROADSICouncil Reports\20021Canadian National Warning System Agree.doc REPORT TO COUNTY COUNCil CLAYTON WATTERS, MANAGER ENGINEERING SERVICES DEPARTMENT APRIL 29, 2002 ELGIN COUNTY PIONEER MUSEUM REQUEST FOR PROPOSAL FOR ARCHITECTUAL SERVICES DATE: SUBJECT: Introduction The County of Elgin has solicited for Architectural Services for the Elgin County Pioneer Museum rehabilitation. This project has been approved for funding from the Ontario Superbuild Corporation under its Sports, Culture and Tourism Partnerships (SCTP) Program Discussion The submissions were evaluated on three criteria: (a) quality and scope of proposal; (b) cost of architectural design, tender, inspection and administering project; (c) experience, expertise in the rehabilitation of historical buildings. The Engineering Manager and Corporate Facilities Officer reviewed the proposals and evaluated the firms on the above criteria. The Ventin Group was chosen to have the best submission and also proposed the lowest total cost. The summary of the prices are is listed below Company Price (Plus GST) The Ventin Group $30,450.00 Spriet Associates $37,500.00 Alan Avis Architect $48,093.00 Ontario heritage architecture historical museums, homes The Ventin Group have identified themselves as being passionate about and has successfully completed over 100 heritage projects including churches, galleries, libraries, court houses and opera halls. The total project cost, for which The Ventin Group will be required, is estimated at $400,000. Their fee is for project design, contract preparation, project inspection and administration for Architectural Services The architectural fee is within the approved budget. Conclusion The rehabilitation of the Pioneer Museum is estimated at $400,000.00, which includes costs for construction and architectural fees as presented in the proposal to the Ontario Superbuild Fund, which will be completed in the fall of 2002. This project is funded under the Ontario Superbuild Corporation's Sports, Culture and Tourism Partnerships Program and will receive funding of $266,000. to complete 2 The Ventin Group has submitted a proposal for Architectural Services and has been chosen this phase of the work for the County. 35 REPORT TO COUNTY COUNCIL FROM CLAYTON WATTERS, MANAGER ENGINEERING SERVICES DEPARTMENT DATE: APRIL 29, 2002 SUBJECT: ELGIN COUNTY PIONEER MUSEUM REQUEST FOR PROPOSAL FOR ARCHITECTUAL SERVICES Page 2 Recommendation THAT The Ventin Group complete architectural design, tender, inspection and administer the rehabilitation for the Elgin County Pioneer Museum (32 Talbot Street, Sf. Thomas) at their total cost of $30,450.00 (plus G.S.T.). RESPECTFU~UBMITTED UBMISSION (Jr}fuJ V; CLAYTON D. WATTERS, MANAGER MAR 0 ENGINEERING SERVICES CHIEF ADMINISTRATIVE OFFICER 36 REPORT TO COUNTY COUNCIL CLAYTON WATTERS, MANAGER OF ENGINEERING SERVICES FROM 15,2002 WATER SERVICE TO THE COUNTY ADMINISTRATION BUILDING-UPDATE MARCH DATE SUBJECT: INTRODUCTION Over the past several years the County has made improvements to the water service to the Administration Building through various projects in an effort to improve water quality and system efficiency. In 1995 the water service was relocated from the tunnel that connects the Administration Building to the hospital, to an area outside as a requirement from the hospital. In 2001 the existing water line along Sunset Drive, from Wilson Street to the psychiatric hospital was relined to improve the water quality. This past winter the line was extended from the north limits of the hospital property to our existing line that was installed in 1995. The water provided to the building is not transported through private lands prior to being delivered to the building. DISCUSSION Cumming Cockburn Limited, from London, provided several engineering reports over the last seven years for water and sewage services to the Administration Building. The 1994 report on the Elgin Village / Elgin County Administration Building Servicing Study stated in part: In 1994, a review was performed for a new 16-inch water main to determine its ability to provide adequate fire protection. At that time it was felt that with system pressures in the order of 60 psi, and residual pressure of 30 psi, it would be sufficient to provide adequate fire protection to the area without reliance on the psychiatric hospital system This system would be capable of providing fire flows in the order of 2500'gpm. The 1996 report included recent investigations and was intended to expand on the previous report In 1994. The Ontario and National Building Codes generally dictate fire protection requirements. These codes become less specific with respect to buildings not containing sprinkler systems using words like adequate to describe required fire flow quantities. Cumming Cockburn Limited had discussions with the Sf. Thomas Fire Department, and it is understood that given the rural nature of the site, fire flows in the order of 835 gpm at 20 psi would be acceptable for a non sprinklered ordinary hazard building. Since changes were made to the building water service, the 1997 Ontario Building Code (OBC) includes a section (11.4) regarding performance level evaluation and compensating construction. In this section it is stated that the performance level of the building shall not be less than the performance prior to the construction. Prior to the water service construction, the County Administration Building was included with the fire protection capacity from the hospital, which is substantially greater than the line pressure. After a review of the above information from the Cumming Cockburn Limited reports and the OBC, it is clear that a fire pump is required. 2 37 Page 2 REPORT TO COUNTY COUNCIL CLAYTON WATTERS, MANAGER OF ENGINEERING SERVICES MARCH 15,2002 WATER SERVICE FOR THE ADMINISTRATION BUILDING-UPDATE FROM: DATE: SUBJECT: to 90 psi at the fourth floor. After discussion with the they indicated that there is no options but to install a that there will be no coverage to the building if the The requirement is to pressure the hose cabinets Fire Chief and a firm specializing in fire protection fire pump. Our insurance provider has indicated county does not abide by the Building Code. The water pressure of the in coming line does not meet the requirements for fire flow, therefore a pump is required to increase the pressure and volume. Presently the pressure is 60 psi at the basement and line loses are a minimum 5 psi per floor. Therefore the line will need to be pressurized by mechanical means of an additional 60 psi, on the 4th floor to meet the required pressure of 95 to 105 psi. The 3 phase electric 30 hp fire pump producing 415 gpm @ 70 psi will be located in the basement where the service now enters the building. It is estimated that the pump and professional services will be $75,000.00. Also included in the project will be a fire department connection at the front of the building. A reserve was initiated several years ago for the upgrade of the waterline and sewage system as per the agreement with the Ontario Psychiatric Hospital. impact the reserve already established may The addition fire pump and fire department connection thereby requiring an adjustment to the reserve in 2003. CONCLUSION Since the County has reconstructed the water service to the Administration BUilding the Ontario Building Code requires that the service shall be equal to or better prior to construction start, therefore a fire pump will be required to increase water pressure to the building of an estimated cost connection, at fire department RECOMMENDATION That staff be directed to install a fire pump and $75,000, for the Administration Building; and also, reserve the waterline That the funds for the fire pump and fire department connection be allocated from Respectfully Submitted ())vJ -fuJrt Mark MCUOna Chief Administrative Officer 38 Clayton Watters Manager of Engineering Services REPORT TO COUNTY COUNCIL CLAYTON WATTERS, MANAGER ENGINEERING SERVICES MARK G. MCDONALD, CHIEF ADMINISTRATIVE OFFICER APRIL 25, 2002 ROAD NETWORK STUDY- ANOTHER APPROACH DATE: SUBJECT: FROM ntroduction As Council is aware, the original road network study report envisioned transferring roads according to County road standards. That is, before a local road was transferred to the County, certain capital works were contemplated to raise that road to County standards. Likewise, all County roads scheduled for transfer to the lower-tier would be brought up to County standards before they were turned over. Staff have received and reviewed numerous comments on the original report and are proposing a change in the standards required before the transfer is conducted. Except for this suggested change, the original report remains unaltered. Discussion As indicated above, staff are now proposing that all roads slated for transfer be done to lower-tier road standards. In hindsight, asking local municipalities to raise their County standards before the transfer, as in the original study, puts an unfair financial onus on our lower-tier partners. The County should be responsible for any roads it wishes to operate at its own standards. Likewise, when transferring roads to the lower-tier there is no need to spend scarce capital dollars bringing roads up to County standards when they are not required. according roads to The revised Charts on the attached pages demonstrates the financial implications of this proposal. Council will note that, as compared to the original study, this suggestion saves the County approximately $898,000.00 in projected costs and saves local municipalities approximately $1.4M in anticipated road improvements Conclusion This newly proposed method of transferring roads between municipalities is a fairer and more reasonable approach to the road network study. It puts the onus of responsibility where it belongs; local municipalities build roads according to traffic patterns experienced locally and the County builds roads according to its particular needs. This new approach has the added benefit of treating all municipalities as equals with no exceptions. Recommendation That the Road Network Study report dated January 31", 2002 be approved as amended above for distribution to local municipalities in Elgin County for their consideration. MARK M CHIEF ADMINISTRATIVE OFFICER 39 REmVtr--tW SUBMITTED CLAYTON D. WATTERS, MANAGER ENGINEERING SERVICES Chart A: Proposed Lower Tier Roads. Cost of capital improvements using County standards compared to lower tier standards Municipality County Standards Lower Tier Standards Capital Program Capital Program West Elgin $75,000 Nil Dutton Dunwich $1,385,000 Nil Southwold $75,000 Nil Central Elgin $210,000 Nil Malahide $620,000 $400,000 Bayham $200,000 $110,000 Aylmer Nil Nil Total $2,565,000 $510,000 $2.055,000 Difference in completing improvements to County Roads to County Standards as compared to Lower Tier Standards Chart B: Proposed County of Elgin roads. Cost of capital improvements using lower tier standards compared to lower tier standards: Municipality County Standards Lower Tier Standards Capital Program Capital Program West Elgin (Graham $25,000 Nil Road) Central Elgin (Belmont $650,000 Nil Road) Aylmer (John Street) $55,000 Nil Malahide (Putnam Road) $425,000' $120,000 Sayham (Robinson $2,000 Nil Street) Total $1,157,000 $120,000 that 'Note: This figure was originally $800,000 and subsequent investigation has found only $425,000 is required to bring this road up to the County standards. 037.000 $1 40 Difference in completing improvements to Lower Tier Roads to County Standards as compared to Lower Tier Standards Notes 510,000 157,000 667,000 $ $1 $1 be as follows Capital projects cost for roads transferred to lower tiers Capital projects cost for roads to transferred to the County: Total Costs to the County of Elgin for capital projects: nwi the Count act to m The net $2,565.000 the County of Elgin under original proposal to Total costs $ 898,000 the County of Elgin to Savings Net 120,000 o 120.000 $ $ $ be as follows Capital projects cost for roads transferred to the County Capital projects cost for roads transfer to the municipalities Total Costs to municipalities for capital projects: the municipalities wi mpact to The net 532.000 $1 to municipalities under original proposal Total costs $1,412.000 In Chart B the costs to improve Putnam Road to Lower Tier Standards is $120,000 (which includes: Double High Float $65,000 and granular 'A' $55,000). It should be noted that the double high float is not required because upon transfer, the County will apply Hot Mix Asphalt to the surface at some point. Net Savings to municipalities the Municipalities to be paid the County wi 4 Operational costs for roads transferred to as per the existing maintenance formulas. REPORT TO COUNTY COUNCIL FROM CLAYTON WATTERS, MANAGER ENGINEERING SERVICES DATE: JANUARY 31,2002 SUBJECT: ROAD NETWORK STUDY Introduction " At the November 13, 2001 County Council rriêeting the following resolution was passed, "That a County Transportation Network Study be completed as soon as possible, but no later than March 1, 2002". truck truck And at the January 22, 2002 County Council meeting the following resolution was passed, "That Engineering staff be directed to conduct an Elgin County Network Study using the following criteria: · Arterial roads · Collector roads · A maximum of only one north / south road in an urban area, with the exception of a route A maximum of only one east / west road in an urban area, with the exception of a route Traffic volumes should be above 750 Average Annual traffic Volumes Continuity of network · · · timing of And also, That a detailed list of roads based ofFthis criteria, the conditions for compensation and the transfers be brought back to County Council at the next scheduled meeting" Discussion In the most recent recommendation from council, the two transfer issues were identified requiring further discussion were compensation and timing. Previous experiences with road transfers from the province have given staff some guidance on appropriate and fair compensation and timing. Compensation should include costs for the maintenance and capital requirements of each road. Timing will determine a suitable transfer date to ensure all capital issues can be addressed. The Ministry of Transportation included three years of maintenance compensation, in a lump sum payment, for the transfer of several roads to the county. We also feel that three years is sufficient notice to make adjustments for capital and maintenance costs and suggest that timing for these transfers. The Ministry of Transportation in the recent highway transfer compensated the counties than 50% of the actual capital needs. While this is the most recent informationfl simply not fair. It would not be appropriate for the County to transfer roads ~hE/l.t'LI~ Ù ;u ¡Ø1A/l...I2-- condition or not compensate for the roads' five-year needs and expect the mur 7~ßuf:!J ?õ /l/dft..- that financial burden. S,i(v'''I£.:;J uti' ""'/IV 1'fcJ- /1//'4" vré0 less -- 4 Page 2 REPORT TO COUNTY COUNCIL FROM: CLAYTON WATTERS, MANAGER ENGINEERING SERVICES DATE: JANUARY 31,2002 SUBJECT: ROAD NETWORK STUDY Engineering staff updates the five-year capital program every year. This information gives staff guidance as to our needs and required direction to ensure plans are made for the capital projects. Our compensation proposal for any road transfer includes completion of any need identified on the five-year capital plan. For example, Road 15, Miller Road, in Dutton is included in the five-year plan, so this project will be completed before the road is transferred to the municipality. This report also proposes that all roads to be assumed by the county would see identified needs completed by the existing owner prior to transfer. For all the sections of roads that are to be transferred their identified needs are outlined in Appendix A. Timing of the transfer is another critical issue that needs to be addressed, with several dates that can be considered. Any early date would pose a problem for the capital improvements. If the transfer would occur on January 1, 2005 the county and municipalities would have three years to change their financial plan and budget so as to not pose a burden in one or two years. Considering the above issues, it would be most fair to transfer the infrastructure in three years from January 1, 2002. This plan would allow for sufficient notice in budgeting for operational costs and would also give the transferor three years to complete any capital projects. Appendix A shows the roads that will be transferred between the municipalities, financial costs for the capital and operational program. Additional maps are available for your information of the roads to be transferred. This summary table indicates that the county roads proposed for transfer will require $2,565,000 for the capital projects while in the long term show a reduction of $250,280 for the associated yearly operational costs. In addition, the roads identified for assumption by the county will require $1,532,000 for the capital projects and see a reduction of $29,867 for the municipalities for the associated yearly maintenance costs. The County will see a yearly budget reduction for operations by over $200,000. In preparing this report two additional questions require further explanation. The first question is why is the County Road Network being modified? Some of the roads currently owned by the County should not be classified as County Roads. We have assumed several local roads over the years that do not benefit the county system. We have made large expenditures on these local roads, when funds should have instead been allocated to the arterial and collector roads. The second question is who wi benefit if these roads are transferred? A County Road is funded by all of the municipalities collectively. If a County Road serves as a local road it is still funded by the County, therefore, it would be most fair for these local use roads to be owned by the municipality in which they reside. This will however place an additional financial burden on the municipalities assuming more roads. These roads would not need to be funded to the same standards as they do today being County Roads thereby reducing the overall cost of funding these local use roads. The County of Elgin would benefit by reducing over $200,000 from operations and expending those funds in our capital program. However, lower-tier municipalities would take on additional costs. Is the swap worth the effort? Will this proposal improve the road system? Will the travelling public benefit? Council should consider these questions carefully before making a decision 3 5 Page 3 REPORT TO COUNTY COUNCIL FROM: CLAYTON WATTERS, MANAGER ENGINEERING SERVICES DATE: JANUARY 31,2002 SUBJECT: ROAD NETWORK STUDY Conclusion The transfer and assumption of county roads has been occurring for many decades. It Is necessary to update the county road system as community and transportation needs change. Lessons learned during recent provincial downloading will be used to ensure that the process is completed in the most fair, and reasonable and consistent manner. will give capital take place on January 1, 2005, which the projects that are on the five-year complete budget. This report recommends that the road transfer three years notice and allow staff time to program as presented in the 2002 capital The County of Elgin will see a decrease In the operational budget of over $220,000 but as identified in previous reports to council, these monies could be allocated to the capital budget. the Road Network Study Report dated January 31 n principle Elgin adopt Recommendation That the County of 2002; and also, the to referred 2002 be That the reports on the Road Network Study dated January 2, and 31 councils of the lower tiers for comments, and also fina a for 1 March by That the comments be communicated to county engineering staff recommendation to County Council on March 26, 2002. MISSION RESP7RX:'~L~ UI ¡/!UtA I CLAYTON D. WATTERS, MANAGER ENGINEERING SERVICES MARK' CHIEF ADMINISTRATIVE OFFICER 6 Tier Municipality Appendix A Road Transfers to the Lower Location Operational Costs $14,248 $5,717 $19,965 Capital Program $75,000 (SST) Nil $75,000 Elgin Elgin Elgin West West West Length (Kms) 5.24 1.99 7.23 Road 2 to Thames River excluding from north limits Road 9 West and south limits of Road 9 East South of County Road 3 Road # Road 103 Sub-Total Road 5 $14,248 $75,000 (SST) DultonlDunwich 5.24 Road 2 to Thames River excluding from north limits Road 9 West and south limits of Road 9 East South of Road 16 Road 5 $9,596 $185,000 (R1) $1,200,000 (Rec) $1,385,000 Dutton/Dunwich 3.34 Road 8 $3,542 Dulton/Dunwich 17 1 AI 15 Road $27,386 $5,689 $3,936 $8,021 $5,465 N $10,000 (SST) $45,000 (SST) $20,000 (§ST) N Dulton/Dunwich Southwold Southwold 975 98 37 1 1 AI AI Sub-Total 11 17 Road Road I Southwoid 2.95 18 Road North of Road 20 Southwold 2.01 to Townllne Road 20 Road 27 $8,073 $16,721 $47,905 N $75,000 Southwold Southwold Southwold 2.81 5.82 16.94 Borne to Road Southmlnister 25 AI Road 48 Road 119 Sub-Total $4,813 $4,692 $31,316 $4,281 102 $45 2 N Ni $85,000 (SST) $125,000 (DST/Dr 0.8 km) $210,000 Central Elgin Central Elgin Central Elgin 1 1 10.90 59 55 Road 24 to Colborne Street Townline to Road 4 Road 25 to Road 74 Road 23 Road 27 Road 48 Central Elgin .49 1 AI Road 51 Central Elgin 7 15.53 Sub-Tota Page 2 Appendix A Road Transfers to the Lower Operationa Costs $17,526 $14,574 318 $21 $7,958 $5,631 $67,007 Capital Program $400,000 (RiO $55,000 (SST) $115,000 (SST) $50,000 (R1) Nil $620,000 Tier Municipality Length (Kms) 5.79 Location Street Name Road 32 Malahide I AI Malahide 5.36 I AI Road 43 Malahide 7.42 to Road 73 Road 74 Road 48 Malahide Malahide Malahide 2.77 1.96 23.30 Road 24 I South of AI Road 49 Road 73 Sub-Total $4,137 $1,896 $15,399 $1,786 $19,697 $10,000 (HM Patch) Nil $80,000 (SST) Nil $110,000 (SST) $200,000 Bayham Bayham Bayham .44 0.66 5.36 1 AI AI All Road 39 Road 41 Road 43 Bayham Bayham 0.59 14.60 AI All Road 50 Road 55 19,697 $250,280 $2,565,000 Bayham 22.65 95.43 Sub-Tota Total Operational Costs $5,571 $5,058 $8,557 $7.958 $2,543 $29,867 Capital Program $25,000 (HM Patch) $650,000 (MiII/R2/Dr) $55,000 (curb/Dr) $800,000 (R2/ shoulders) $2,000 (HM /patch) $1,532 the County of Elgin Municipality Road Transfers to Length (Kms) 1.90 Location West Lome (West Elgin) Belmont (Central Elgin) Aylmer 59 1 I AI AI Malahide 2.69 2.77 to Ron McNe AI Lyons Line Line Street Name Graham Road Belmont Road - John Street Putnam Road Port Burwel (Bayham) 0.84 to Victoria Street south Wellington Street Robinson Street 000 8 9.79 Total 141 001 MUNICIPALITY OF BAYHAM Municipality of Bayham 519 866 3884 FAX 08:57 WED 04/10/02 P.O. Box 160,9344 Plank Road, StraffOl"Ó'Ville, Ontario NO,lIYO 'rei: (519) 866·5521 . Fa:\;; (519) 866-3884 email: bayham@bayham.on.ca . s" o ..¡,o+ ¡ÞÞO~f""ity 1.. 8,2002 A.pri Fax No. (519) 631-4297 Clayton Watters Manager of Engineering Services County of Elgin 450 Sunset Road St. Thomas, ON N5R 5Vl Dear Mr. Watters, RQad Network Stud This is further to the draft report regarding the County Road Network Study, Thank you for the opportunity to meet to discuss the report. I would also like to extend the appreciation of Council for the opportunity to review and comment on Ù1e matter. Conn Re: meeting April 4th, 2002, its the draft Council did consider following resolution: and adopted the "THAT the Municipality of Bayham inform the County of Elgin that it is not supportive of the transfer of the County Roads identified iu its January 31" report until such time as a full evaluation of the long term capital needs for each road is completed, and required works agreed upon." at report Council has concerns with a number of the road sections proposed, particularly County Road #55, Of main concern however, is the overall capital works that may be required, Although it is proposed that works in the County five-year forecast will be completed, these works relate only to road surface issues that can be accommodated in the County budget in the next five years. Other required works (drainage, ditching, etc.) are not identified. For this reason, the Municipality has determined that it is not in a position to reconunend acceptance of any of these roads until all capital needs are identified. When this occurs, Bayham Council would be in a position to consider each road section. further, please do not hesitate to contact me. 27 If you require anything O. 87 John Street South,- Aylmer, Ontario N5H 2C3 Telephone: (519) 773.5344 Fax: (519) 773.5334 Email: malahide@township.malahide.on.ca www.township.malahide.on.ca Township of MALAHIDE March 27. 2002 County of Elgin, 450 Sunset Drive, St. llhomas, ()ntario N5R 5Vl Dear Sirs: RE: Road Network Study 2002. and passed the following Resolution: THAT Malahide Township Council supports the trade of County Road #49 for the extension of County Road #47 to #52. met on March 25 Malahide llownship Council in the not support the return of County Roads to local roads AND THAT Council does balance of the report. matter. with respect to this office if you have any further questions Please contact our Yours very truly, T()WNSHIP OF MALAHIDE Clayton Watters David Hartley Copy road network study march.wpd 2002\county C:\MyFiles\diana's files\Randy RECEIVED APR 0 22002 SUSAN E. WILSON Treasurer treasurer@township.malahide,on.ca Emai 28 RANDALL R. MILLARD GAO/Clerk Email: c1erk@township.malahicle.on.ca TOWN OF AYLMER 46 Talbot Street, West, Ayhner, Ontario N5H IJ7 Office: (519) 773-3164 Fax: (519) 765-1446 Clerk Ketchabaw - Phyllis Administrator . Graves Administration: Wendel 12,2002. Apri Mr. Clayton Watters, Manager, Engineering Services County of Elgin, 450 Sunset Drive, ST. THOMAS, ON N5R 5V1 the to discuss RE ROAD NETWORK STUDY Meeting this morning held a Specia Watters: Transportation Committee Road Network Study. Mr. Dear While discussing the Engineer's, January 31, 2002, Report, Committee reviewed the report and its recommendations, as a whole package be wi that recommendation the following n conclusion, Committee made confirmed by Council on April 22nd: 12th That as per the recommendation of Transportation Committee Apri 2002: "That Aylmer Town Council support the new County road system, provided John Street be treated like a connecting link highway wherein all approvals are made by Aylmer except for actual capital upgrades where County funds would be involved." Yours ~JJv¡' r: W,~ CI '}-' P yllis Ketchabaw truly, 200~ 5 1 0R " ~J .- I RECE 29 R. C. Habkirk Mayor c.c. COUNCILLORS Gerry Leeson 214 Jordon SI.Box 174 Dutton, NOL 1JO Rosemary Sealey 29136 Pioneer Line R.R.#1 Dutton, NOL 1JO John Yokom 32543 Pioneer line R.R.#1 lana Station NOl ~ IM'LidþciUtyofVuftOi'1/VlMIWJ{ð-v Box329, 199 Main .street, DUTTON, Ontario NOllJO Telephone: '762,:2204 fax No. 762-2276 Clerk Treasurer Administrator Ken Loveland . fi)" ~{". ' .' -;-,- ." ','.)J ,..' ~ Ä -':~, " ,-' ~< .. ... . ""~.' MAYOR Rien Van Brenk 31760 Erin Line R. R. # 1, FingaJ DEPUTY MAYOR Bonnie Vowel 259 Mary Street Dutton, NOL 1JO PO IF ffi\~~ [þ) 5, 2002 Apri County of Eigin 450 Sunset Drive St. Thomas, Ontario N5R 5Vl Clayton Watters Attention Dear Clayton, The Council of the Municipality of Dutton/Dunwiçh,~trongly objects to the transfer of County Roads to the Lower Tier Municipalities as ,ofltlineqin the Report to Council dated January 73, 2002. It is the opinion of Council that this is q fo~0' 'of downioadingand the cost savings do not warrant this action. ' . In our particular case, the transfer of County Road 5 to lower municipalities would seem to be in direct contravention of the policies created by the County. Since this road has been hard surfaced, the traffic volume has increased. It is now the most direct road for many of our residents to Glencoe and connects the County of Elgin across Walkers Bridge to Middlesex County. It is our understanding that when the Tad Bridge was closed several years ago, to save the County a significant amount of money, our residents were assured that County Road 9 and County Road 2 would be improved and maintained as County Roads. Their access across the Thames River was reduced at that time. ' County Road 8 south of County Road 76 provides access to John E. Pearce Provincial Park and the !3ackus Page House. With the attempts to create a tpurist attractIOn, it is our opinion thut the traffic volumes will also increase on this seCtion Of roael. This road also provides one of the accesses to Tryconnel and to Duttona Beach and would therefore constitute a collector road. Council would however have no objection to. the 9.79 kilometers of local roads being transferred up to the County level since these particuMrsécti()n$of roads would seem to be better suited as County Roads. ' 7 2002 1 RECEIVED APR 30 Ken Loveland Clerk Treasurer Administrator KL: ht I4i 0011001 TOWNSHIP OF SOUTHWOLD TOWNSHIP OF SOUTHWOLD 519 769 2837 FAX twsouth@execulink,com (519) 769-20 I 0 (519) 769-2837 e-mail: Telephone: Fax: 35663 Fingal Line Fingal. Ontario NOL I KG 04/16/2002 09: 02 (519) 631-4297 16,2002 BY FAX: April Clayton Watters, Manager Engineering Services County of Elgin 450 Sunset Drive St. Thomas, Ontario N5R 5Vl Roads PrºÐºs~g_TrªnûerofCoun Re: Dear Mr. Watters: Please be advised that the Council of the Corporation of the Township of South wold passed the following resolution: "That this Council supports the Road Network Study as outlined in the County of Elgin's report dated January 31, 2002 with the following inclusions: 1. That crack sealing be completed on Ferguson Line prior to transfer. 2. That the County be requested to participate in structuring an agreement with the Township of Middlesex Centre and the Township of South wold for maintenance on Southdel Drive. 3. That a road network study be completed on regular intervals in the future to address changes in traffic volumes and patterns to determine if further transfers are necessary, That the County reconsider the proposed transfer of Clinton Line, as it is a truck route. " 4. any further infonnation, please advise. 1 3 Should you require Sincerely, /lr;fÞvLv th;/Af) Maria Konefal -. -g . \ Deputy Clerk ' :MunicipaCity of Centra[ 'Efgin Corporation of the The Ph.519·631·4860 Fax 519.631.4036 S1. Thomas, Ontarío N5R 5V1 Floor, st 450 Sunset Dríve, 25,2002 April 2QO? APR 26 County of Elgin 450 Sunset Drive On St Thomas, N5R 5Vl Attention: Mr. Clayton Watters Manager Engineering Servo Dear Sir: of the Corporation of Re: County of Elgin Road Network Study Please be advised that at the regular meeting on April 22, 2002, the Council the Municipality of Central Elgin passed the following resolution: "That: The Council of the Corporation of the Municipality of Central Elgin have no objection to the Road Network Study Report dated January 31, 2002, as prepared by Mr. Clayton Watters, Manager of Engineering Services for the County of Elgin." If you have any questions or require any further clarification to the above, please do not hesitate to contact the undersigned at (519) 631-4860 x 277. ~Q - Yours truly, Lloyd J. Perrin Director of Physical Services County ofElgin File REPORT TO COUNTY COUNCIL PETER DUTCHAK, TECHNICAL SERVICES OFFICER ENGINEERING SERVICES DEPARTMENT APRIL 11, 2002 FRANK DRAIN OUTLET PETITION FROM DATE: SUBJECT: Introduction The Frank Municipal Drain is located on County Road #27 (Sparta Line) in the Village of Union, in the Municipality of Central Elgin. As it exists, the drain outlets onto private property south of Sparta Line, then through a road culvert and finally through a private tile on the north side of Sparta Line until it reaches its natural outlet into a ravine. The private tile outlet on the north side of the road has collapsed and this damage will eventually cause Sparta Line to flood. The Manager of Engineering Services has petitioned for this drainage infrastructure to be incorporated into a Municipal Drain under the Drainage Act to obtain a legal outlet and allow the Municipality to repair and maintain the drain. Discussion / Conclusion On March 12, 2002 a private dam south of Sparta Line failed and as a result a flood ensued. If the Municipality of Central Elgin did not mechanically pump the backed-up water from the south side of the road, the road would likely have flooded. A homeowner on the south side of the road experienced severe flooding in his basement as a result of the dam breach and subsequent flood. The water outlet for the pond flow and the upstream Frank Municipal Drain uses private lands south of Sparta Line, a culvert under Sparta Line and a private tile north of Sparta Line into a ravine. On March 14, 2002 the private tile north of Sparta line was inspected with a video camera and it was apparent that it was damaged and was constricting flows. To ensure the roadway has a sufficient and legal outlet and to ensure it is maintained in good working order these drains must be incorporated as a Municipal Drain under the Drainage Act. The Municiþality of Central Elgin has received a petition from the County and they will appoint an Engineer to prepare a report. The process as outlined in the Drainage Act may not see repairs to the private tile completed until later this year. It is hoped that an agreement may be executed between the County and the landowner north of the roadway so that work may commence immediately in order to protect the roadway and the safety of the travelling public. Any improvements would then be incorporated into the drainage report. Recommendation APPROVED FOR SUBMISSION < For Council's Information RE; ~J \. \/ PETER~ UTCHAK, TECHNICAL SERVICES OFFICER CLAYTON D. WATTERS, MANAGER ENGINE ING S ES MA CD 42 CHIEF ADMINISTRATIVE OFFICER of page Petition.doc Reportsl20021Frank Drain Outlet IICTY]S_IISYSIUSERSIDEP1ìROADSICounci REPORT TO COUNTY COUNCIL PETER DUTCHAK, TECHNICAL SERVICES OFFICER ENGINEERING SERVICES DEPARTMENT APRIL 30, 2002 GUIDE RAIL SUPPLY AND INSTALLATION PROJECT FROM DATE: SUBJECT: to supply and install guide rai Introduction As part of the 2002 approved Capital Budget companies were solicited safety systems on County Roads. Discussion / Conclusion The lower tier municipalities were also given the opportunity to add quantities to the County's tender to have guide rail installed on their local roads. Two municipalities took advantage of joining with the County's tender. The tender was publicly advertised as per the County's purchasing policy. Only one company submitted a tender for this project, however, it is the same company that the County used in their last guide rail installation project. This years prices compared reasonable to the 1999 contract and are within budget estimates ($225,000). Guide rail installation has become somewhat specialized and fewer companies can comply with specifications for installation and traffic control and still be competitive. (including taxes) to complete the works of the remaining work resides with other Royal Fence Limited submitted a total price of $230,585.00 which approximately $198,000.00 is County work and municipalities. to supply and install guide rail systems for their submitted price Recommendation THAT Royal Fence Limited be selected of $230,585 including G.S.T. APPROVED FOR SUBMISSION æwA~ CLAYTON D. WATTERS, MANAGER ENGINEERING S ICES MAR' CHIEF ADMINISTRATIVE OFFICER PETER UTC , TECHNICAL SERVICES OFFICER of page L!3 Reportsl200212002 Guiderail.doc ~ IICTY]S_lISYSIUSERSIDEPTlROADSICounci REPORT TO COUNTY COUNCIL PETER DUTCHAK, TECHNICAL SERVICES OFFICER ENGINEERING SERVICES DEPARTMENT MAY 2,2002 LAKESHORE LINE RELOCATION- ENVIRONMENTAL ASSESSMENT ENGINEERING SERVICES FROM DATE: SUBJECT: to provide firms Proposal and solicited Introduction As directed by Council, staff has prepared a Request for engineering services as per the County's purchasing policy. Discussion As Council is aware, lakeshore erosion is immediately threatening a portion of Lakeshore Line (County Road #42) in Bayham. Council has closed a section of this road, from Godby to east of Elgin County Road #55, because the top of bank has receded within 25 metres of the edge of the traveled road. An existing detour route has been permanently signed utilizing Elgin County Road #55, Glen Erie Line and Godby Road and will remain in use indefinitely or until a solution has been implemented. Historically, roads have been relocated away from advancing shoreline erosion and one possible solution would be to relocate this section of Lakeshore Line north to mid-concession. In order to explore the feasibility of this solution a Municipal Class Environmental Assessment must be completed. The EA process is very specific and comprehensive and governed by the Ontario Environmental Assessment Act. The EA also creates a public forum and a completely transparent process so that the best possible solution can be selected with making all implications known. The scope of work in the Class EA process includes the following phase elements: Problem Identification, Identify Planning Alternatives and Preferred Planning Solution, Selection of Preferred Solution and the Preparation of the Environmental Study Report. A final phase of the EA includes final design, contract and tender documents and construction, all of which will be solicited at a future date once the preferred solution has been chosen by Council. The complexity of the Environmental Study Report is dependant upon what if any adverse environmental impacts are expected when implementing the preferred solution. Five firms submitted proposals to complete a Municipal Class Environmental Assessment for the proposed relocation of Elgin County Road #42. During the RFP process, questions were received from the firms and written responses were prepared by staff and circulated to all firms who collected the RFP so that clarification and information was fairly distributed. The firms and their submitted prices are listed in the table below. Firm Submitted Total Fee (excluding G.S.T.) Spriet Associates $ 26,500.00 Cumming Cockburn Limited $ 27,930.00 Delcan Corporation $41,600.00 Stantec Consulting Limited $ 42,000.00 Earth Tech Canada Inc. $ 60,815.00 on Page 44 F:\USERS\DEP1ìROADS\Council Reports\2002\EA Services.doc REPORT TO COUNTY COUNCIL PETER DUTCHAK, TECHNICAL SERVICES OFFICER ENGINEERING SERVICES DEPARTMENT MAY 2,2002 LAKESHORE LINE RELOCATION- ENVIRONMENTAL ASSESSMENT ENGINEERING SERVICES DATE: SUBJECT: Discussion (continued, Spriet Associates submitted the lowest price of $26,500 (excluding G.S.T.) to complete the Class EA. Upon preliminary review, staff invited the lowest and second lowest bidder to a discussion meeting to ensure staff's interpretation of the firm's submission was accurate and that the firm clearly understood what the County expected to be included in their services for their submitted fee. Proposals were reviewed based upon: price, understanding of the project and approach, relevant experience and previous working relations. It was staff's contention that Spriet Associates were best suited to complete this project for the County. A mandatory element of the EA process is to conduct sub-studies to gather all relevant information. Firms utilize sub-consultants who are experts in their disciplines to report on the study area and provide consultation during the process. The sub studies that will likely be completed as part of this project include: Stage 1 and Stage 2 Archaeological Assessment, Geotechnical/Soils Investigation, Traffic Impact Analysis, and a Woodlot / Natural Area Life Science Inventory. The cost of these sub studies as submitted by Spriet Associates are listed below. Study Sub Consultant Estimated Cost Traffic Impact Assessment F.R. Berry and Associates $ 1,200.00 Soils Investigation Golder Associates $ 2,800.00 Archaeological Assessment Mayer Heritage Consultants Inc. $ 3,000.00 Woodlot / Natural Area Life Science Inventory Biologic $ 4,400.00 TOTAL $ 11,400.00 Spriet Associates have submitted a budget of figure of $11,400.00 to have these sub studies completed by sub consultants, therefore, the total project cost to complete the EA is $37,900 plus G.ST or $40,553.00. The sub studies and prices submitted are very similar as compared to the other firm's submissions. It should also be noted that this budget figure is an upset limit and if a preferred solution can be selected that does not require a sub study to be completed, the County will not be billed for those costs. For example, if an existing road allowance is utilized as the preferred solution an Environmental Assessment does not have to be completed and most of the costs outlined will not be realized. It should be also be noted that all the submitted prices assume that no extraordinary situations arise. For example, if significant archaeological resources are discovered, additional background research or fieldwork may be required by the Ontario Ministry of Citizenship, Culture and Recreation. This work is not expected and cannot be quantified at this time, therefore it will be reasonable to include a contingency to the project to cover such expenses if they occur. This contingency allowance will be paid for by the County and Council will be notified if the project escalates beyond a total project cost of $50,000.00. Page 2 00 45 F:\USERS\DEPTlROADS\Couocil Reports\2002\EA Services. doc REPORT TO COUNTY COUNCIL PETER DUTCHAK, TECHNICAL SERVICES OFFICER ENGINEERING SERVICES DEPARTMENT MAY 2,2002 LAKESHORE LINE RELOCATION- ENVIRONMENTAL ASSESSMENT ENGINEERING SERVICES FROM DATE: SUBJECT: Conclusion A Municipal Class EA must be completed in order to explore possible road relocations. Firms were solicited to provide engineering services to complete this process and Environmental Study Report. The process is public and transparent and it will give County Council the best possible information to determine a preferred solution. The chosen firm must soon begin the EA process and aggressively schedule their work in order for Council to select the preferred solution by year's end so that final design and tender documents could be created and implemented in the 2003 construction season Spriet Associates of London submitted the lowest price in response to the County's advertised Request for Proposal. Staff is satisfied that they will be able to complete the Municipal Class EA as requested. Recommendation THAT Spriet Associates be retained to complete the Municipal Class EA for the proposed relocation of Lakeshore Line in the Municipality of Bayham for their submitted fee of $26,500.00 plus G.S.T. and, to to complete sub studies retain sub consultants THAT Spriet Associates may on behalf of the County support the project, and, and THAT these funds be taken from the amounts remaining from the Lake Erosion Maintenance allocation in the approved 2002 Capital Budget and the remaining funds to be taken from any efficiencies realized in the approved 2002 Capital Budget. approval from Counci THAT a total project cost of $50,000.00 not be exceeded without APPROVED FOR SUBMISSION CLAYTON D. WATTERS, MANAGER ENGINEliRING CES P UTCHAK, TECHNICAL SERVICES OFFICER Page3 00 MARK CHIEF ADMINISTRATIVE OFFICER 46 Reports\2002\EA Services.doc F:IUSERSIDEPTIROADSICounci REPORT TO MANAGEMENT TEAM Harley Underhill, Director of Human Resources Tanya Tilton, Human Resources Co-ordinator FROM rebate funds WSIB 2002 Actuarial Study for 30 Apri DATE SUBJECT: NTRODUCTION As a result of the County of Elgin's successful appeal of the refusal of the Workplace Safety and Insurance Board to transfer the Homes for the Aged to a schedule 2 employer, the County will receive a significant rebate from the Board projected to be more than $431,000. DISCUSSION Heath Lambert Benefits Consulting, the group that successfully represented the County's appeal to the WSIB, has recommended that the County undertake an actuarial analysis of our claims experience in all departments from January 1, 1998. This study will determine how much funding the County should reserve for future costs of workers' compensation claims. The actuarial study will provide guidelines for the funding of, and the use of, our WSIB reserves. Heath Lambert will analyze, summarize and report the current liability of incurred claims as well as summarize the annual cost and claims trends. Accepted actuarial factors will be used to project the current liability for future costs. The study wi also provide an analysis of our needs for stop-loss insurance. CONCLUSION The actuarial study has been estimated to cost between $5000 and $10,000. The variance in the cost estimate is dependent on the number of employee groups required, the format of the information and the number of meetings required. Heath Lambert has guaranteed a maximum fee of $10,000 for this study. Given the significant amount of the rebate the County will receive from WSIB it is advisable to participate in an actuarial study to ensure the funds received will be utilized in the most effective manner. Heath Lambert, through the direct representation of Don Timmins, is abundantly conversant with the County's history in relation to the appeal and subsequent transfer to a Schedule 2 employer. Heath Lambert has the expertise to deal with our actuarial study and is a preferred supplier for the County. RECOMMENDATION THAT Heath Lambert be engaged to conduct an actuarial study for the County of Elgin according to the terms and conditions of the attached proposal for a fee not 47 to exceed $10,000 plus GST. That the fee be covered with funds from the current WSIB reserve. Respectfully Submitted ssion Mar Chief Administrative Officer ~~ Tanya ilton Human Resources Co-ordinator 48 Consulting Benefits Experts o Heath Lambert 305 - 191 The West Mall Toronto, ON M9C 5K8 conseils en avantages sociaux Telephone: 416-620-0779 Toll Free: 1-877·HEATH-TO 1-877 ·432-8486 Fax: 416-620·9416 www.heathlambert.ca 2002 Mr. Harley J. Underhill Director Of Human Resources The Corporation of the County of Elgin 450 Sunset Drive St. Thomas, Ontario N5R 5Vl 5 April Underhill Dear Mr. WSIB Actuarial Study for the County of Elgin with WSIB accounts are now Schedule 2 accounts, of your Back!!:round We understand that all effective dates as follows · , 1998 for all Departments 2001 for Bobier Villa, and except the Homes for the Aged, Elgin Manor and Terrace Lodge. 1 January March I . We understand that the Workplace Safety and Insurance Board has given you the to transfer the three homes retroactively, to an effective date of January 1 opportunity 1998. We understand that this retroactivity opportunity will release more than $400,000 to the County, and that you wish an actuarial study be done to quantify your overall WSIB liabilities before releasing to general revenue any of these funds (and any other re- serves that you may have established to date). Actuarial Stud We will work with you to establish guidelines for the funding of, and the use of, your "WSIB reserves". Some clients consider certain internal costs to be WSIB-related, and wish to fund for thcse costs as well. Examples are internal overhead charges for WSIB administration, purchase of safety equipment or modified furniture, and even sub- sidized wages for injured workers returning to work. is a summary ofthe valuation process The following We will analyze, summarize cluding the present value of: + future income benefits and medical benefits + future potential death and survivor benefits + future costs of other non- WSIB benefits (e.g. the annual 1D- the current liability of incurred claims, and report p ART A - Current Circumstances Group Insurance) and claims trends. cost summarize we will In addition, OTTAWA Consulting Inc./Experts conseils en avantages saciaux inc. TORONTO PEG 49 N N W Heath Lambert Benefits GARY C A L VANCOUVER o liability for future to project the current factors PART B - Future Claims We will use accepted actuarial including: income benefits and medical benefits death and survivor benefits other non- WSIB benefits (e.g. Group costs, + + + Insurance) toler- of your needs, based on your degree of risk -Loss Insurance analysis PART C - Sto We will complete an ance and the current WSI Act. Summary Our report will include the present actuarial liabilities. We will analyze the appropriateness of reserve fund levels, and recommend future funding changes where re- quired. uired In order to complete this report, we will require the following information: Estimated assessable earnings. Employee data, including a best estimate of part-time employees converted to full-time equivalent (FTE). Data should include detailed census data by employee group, including date of birth, nature of job, assessable earnings, gender, depen- dent status and coverage status. Financial accounting of any internal reserve funds, and explanation of what is charged to the funds. A copy of the current employee booklet that notes coverages that are continued during disability. Information Re + + + + Cost We propose to provide our services on a ìèe- for-service basis. We estimate that our costs for this analysis will range between $5,000 and $10,000. The variance reflects the following: + the number of employee groups required. + the format of the information. + the number of meetings required. fee of$IO,OOO for this study. We are certainly prepared to guarantee a maximum 50 only to quanti- to establish an either of the undersigned for further discussion. Yours truly We will be pleased to undertake the inaugural actuarial review, not fy your current liabilities and go-forward funding contribution but, also, internal funding policy for future liabilities. Please feel free to contact o Lorna Schiralli, BSc, FSA, FCIA, Actuarial Consultant. , 5 c@ Donald G. (Don) Timmins, BA, MEd, RSBA, Senior Consultant. , REPORT TO MANAGEMENT TEAM Director of Human Resources Harley Underh FROM Policy 12 Attendance Management Report To Feb 06 May 2002 SUBJECT: Supplementa Amendments DATE NTRODUCTION At the February 12 County Council meeting Human Resources presented a report dated January 17, 2002 to amend Policy 9.30 to reflect the recent changes to the Employment Standards Act. DISCUSSION During the discussions on the amendments Council recommended that further discussion take place with the bargaining units of the Corporation and in principle accepted the amendments presented in the report dated January 17, 2002. CONCLUSION Through Labour Management meetings, phone calls and e-mails we obtained acceptance of the changes from two of our bargaining units and one that can not agree with the definitions for emergency leave that come right out of the Employment Standards Act. The employer has followed the terms of the collective agreement when introducing and changing policy. We will continue to provide inservices for all employees for better understanding of these changes. Unfortunately with this policy we will agree to disagree and utilise the terms of the collective agreement if disputes happen to arise. 52 RECOMMENDATION THAT the amendments to policy 9.30 that County Council approved in principle on February 12, 2002 receive final approval and the Human Resources Department provide information sessions with the employees to better understand the policy and recent changes Approved for Submission MarK Chief Administrative Officer 53 Resources Respectfully Submitted Section: 9 County of Elgin System Subject: Attendance Management Human Resources Policy Manual Policy Number: 9.30 1/87 14,2002 May Date Approved: Oct. Date Last Revision A Page 1 Of 19 Code with the following objectives: to provide manner making every reasonable effort To manage attendance within the Corporation in a fair and consistent work by To help employees achieve optimum attendance at accommodation, assistance and rehabilitation. a) 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. b) staff who are responsible for dealing with attendance issues To provide guidance to management c) and orderly manner. the employer to conduct its operations in a safe, efficient To enable d) To maximize service delivery to the public. f) To be in compliance with the Employment Standards Act (specifically emergency leave section) Emergency leave days are not included in the attendance management system The quantum that falls within the emergency leave Employment Standards Act, can be considered bot in the manageable and approved categories e) · · 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. Attendanc an and application of I n order to ensure consistent management of attendance issues Management System, the following definitions have been developed: DEFINITIONS: 54 Leave Qualifiers: Qualifying needs Employee's needs: Illness Injury Medical emergency Broader family member's needs: Death Illness Injury Medical emergency An urgent matter (undefined) enc Emer, · · · · · · · · · · · Section: 9 County of Elgin System Subject: Attendance Management uman Resources Policy Manual Policy Number: 9.30 14,2002 Date Approved: Oct. 1/87 May Date Last Revision A Page 2 of 19 Code when an employe Medical Time Loss Review The Medical Time Loss Review is an assessment by the Human Resources Department states that a medical condition is the reason for inadequate attendance the the employee's ability to perform Return to Work Medical Clearance The Return to Work Medical Clearance is an assessment to determine duties of his/her regular job in a safe and predictable manner. MANAGEABLE ABSENCES It is generally accepted that absences are to some extent controllable. These absences are defined a manageable and include any absence from scheduled work for such things as: to established according supervisor Permission An absence where the employee fails to report an absence to his/her procedures. These absences may be subject to disciplinary action. Without Absent 1 be subject th wi approved absences, listed under is 2. Leave of Absence An approved unpaid leave of absence other than what Attendance Management procedures the These absences are subject to ness. and Insurance Board Benefits njury or An absence resulting from a work related Attendance Management procedures.[delete] lace Safet' delete to illness, non approved absences Short Term Disabilit An absence where the employee notifies the employer that he/she is unable to work due occupational injury or doctor's appointments [delete] other than those listed under [delete). These absences are subject to the Attendance Management procedures. 3. Term Disabilit An absence resulting from illness/non-occupational injury as determined by a qualified medical practitioner, which prevents an employee from attending his/her regular work and which extends for a period of more tha fifteen (15) to seventeen (17) weeks. These absences are subject to the Attendance Management procedures 55 Lon 4 Section: 9 Subject: Attendance Management County of Elgin Human Resources Policy Manual System Policy Number: 9.30 14,2001 APPROVED ABSENCES 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. Oct. 1/8 May Date Approved Date Last Revision A Page 3 of 19 Code things as: These absences are defined as approved and include any absence for such the collective of the provisions with accordance n 1. Absent with Permission An approved paid absence agreement or County policy. n accordance with member, 2. Compassionate Leave An approved absence due to the death of a family provisions of the collective agreement or County Policy. 3. Doctor's AI ointment 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. to a maximum of five incidents per 4. Leave of Absence An approved unpaid leave of absence of one day year. 5. Leqal Strikes An absence resulting from unresolved formal contract negotiations the Employment Maternitv Leave An approved absence for maternity leave in accordance with Standards Act and based on the appropriate medical authorization 6. 56 IICTY]S _I ISYSIUSERSIDEPTlHuman ResourceslPOLICYMA IDRAFT\2002\AMS Draft - 4 of 19.doc Section: 9 Subject: Attendance Management System County of Elgin Human Resources Policy Manual Policy Number: 9.30 Date Approved: Oct. 1/87 14,2002 May Date Last Revision Page 4 of 19 7. 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. n mothers natural fathers and/or 8. Parental Leave An approved absence available to adoptive and/or accordance with the Employment Standards Act. scheduled working from to be absent 9. Suspension An absence where an employee is Instructed hours as a result of disciplinary action. 10. Tem Lav-Off An absence resulting from the temporary unavailability of work. 11 Union Business An absence approved by the Corporation to engage in union related activities 12. 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). the 13. Witness/Ju Dut' An approved absence to perform witness or jury duty activities, In accordance with provisions of the collective agreement or County policy. 14. Workplace Safety and Insurance Board Benefits An absence resulting from a work related injury or illness. [delete]These absences are subject to the Attendance Management procedures.[delete] 57 4 of 19.doc IICTY]S _I ISYSIUSERSIDEP1\Human ResourceslPOLlCYMA IDRAFT\2002\AMS Draft REPORT TO MANAGEMENT TEAM Human Resources Officer Paul Vandenberg FROM 06 May 2002 Policy Amendments DATE SUBJECT: NTRODUCTION Continuing with the changes to the Human Resources Policy Manual, we are proposing amendments to the following policies for your consideration: Hours of Work / Alternative Work Arrangement - Overtime (rolled into Policy 2.10) - Absences for Appointments, etc. (rolled into Policy 2.10) 10 (amended) Policy 4.50 (deleted) Policy 9.40 (deleted) Policy 2 i) ii) 1 Harassment Holiday Pay Stat Policy 2.90 (amended) (amended) Policy 6.10 2. 3 the attached policies. the amendments outlined in RECOMMENDATION THAT Council adopts Approved for Submission Respectfully Submitted 58 Mark Mc Chief Administrative Officer Section: 2 Subject: Hours of WorkJ Alternative Work Arrangement County of Elgin Human Resources Policy Manual Policy Number: 2.10 13/01 Date Approved: Feb. Date Last Revision NU/FT Page 1 of 7 Code Purpose n recognition of the growing need of many employees to balance work, family and personal responsibilities, the County of Elgin endorses and supports the concept of alternative work arrangements (AWA's). These flexible work options offer a variation on the traditional five-day week of seven hours per day. AWA's are based on voluntary employee participation. The balance between employee needs and the needs of the organisation are often difficult. Maintaining service delivery standards and ensuring operational feasibility must always be considered and never compromised. Application This policy applies to all non-union employees for the County of EI¡in. There are three plans outlined below, one for the Management Team, one for the 2" In-Commands, and one for the Regular Non-Union group, which reflects the responsibility and expectations for these positions. Benefits The proper use of flexible hours should result in mutual benefits to the County, employees and clients. Success of the arrangement will be measured by the extent to which it results in better service to clients/members of the public, and a healthier work climate. Supervisors and employees should take this goal into consideration before entering into an AWA agreement. 59 F:\USERS\DEPT\Human Resources\Human Resources Policy Review\A W A Policy.doc Section: 2 Subject: Hours of Work/ Alternative Work Arrangement County of Elgin Human Resources Policy Manual Policy Number: 2.10 13/01 Date Approved: Feb. Date Last Revision: Code - NU/FT Page 2 of 7 three plans are outlined below: The Management Team: True Flextime Determine their start and finish times. Additional time worked each day can be used to take one full day off per week, part there of, as long as 70 hours are worked by the end of each pay-period. This plan is based on the honour system and the discretion of the manager to ensure the needs of the corporation are met. The Warden has the right to adjust the CAO's flextime. The CAO has the right to alter the Department Head's flex-time Time sheets will be submitted to their supervisor to track hours worked and kept in the Human Resources Department. Overtime: · Accumulated time off must be used in the current year that it was earned, with the exception of time earned in December, which can be utilised in January of the following year Accumulated time off wi or 1 · · · · · · be paid out under any circumstances 2. 2nd In-Commands and others as designated by the department head*: True Flex with Core Hours not · Determine their start and finish times. The core hours of 9:30 - 11 :30 and 1 :30 - 3:30 must be filled. Additional time worked each day can be used to take one full day off per pay-period, in consultation with their manager, as long as 70 hours are worked by the end of each pay-period. Time sheets will be submitted to their supervisor to track hours worked and kept in the Human Resources Department. Overtime: · Accumulated time off must be used in the current year that it was earned, with the exception of time earned in December, which can be utilised in January of the following year Accumulated time off wi be paid out under any circumstances not · · · · · *NOTE: At the discretion of the department head, employees may be permitted to utilise true flex with core hours, depending upon the requirements of the department and the needs of the corporation. 60 F:\USERS\DEP1ìHuman Resources\Hurnan Resources Policy Rcview\A W A Policy.doc Section: 2 Hours of Work! Alternative Work Arrangement Subject: County of Elgin Human Resources Policy Manual 2.10 Policy Number: 13/01 Date Approved: Feb. Date Last Revision: Code - NU/FT Page 3 of? Regular Non-Union Employees: Staggered Work Hours · Choose a work schedule from the list below. · Additional time worked each day is accumulated to allow one day off every other pay-period. This time must be taken within the current two pay-period cycle. · The office supervisor has the right to change schedules, reduce the number of choices below, and reduce time-off to ensure the needs of the department and County are met. · Road employees will be exempt during the construction season, which will be clearly defined. Overtime: To qualify under this section, all overtime hours worked must be properly documented and authorized. Staff, other than those noted above, who normally work 35 hours per week will receive compensation for overtime hours worked as follows: 3. Hours worked exceeding 35 hours per week, calculate at time for time. to a each day, one hour (1) to work an additional the option Note: Employees have one to be eligible for two pay-periods, hours accumulated during maximum of 7 day off with pay. 6 F:\USERS\DEP1\Human Resources\Human Resources Policy Review\A WA Policy.doc Section: 2 Subject: Hours of Work! Alternative Work Arrangement County of Elgin Human Resources Policy Manual Policy Number: 2.10 13/01 Date Approved: Feb. Code - NUlFT Date Last Revision: Page 4 of 7 form Procedure Application - Employees must complete an AWA Participation Agreement Schedule "A" (attached), including a proposed bi-weekly schedule. 1. Duration - All AWA agreements are for a defined period of time, subject to renewal no later than December 31st of each year, after evaluation by the employee, Supervisor and Department Head. 3. Scheduling - To facilitate department scheduling and maintain full coverage, each employee's AWA schedule must be constant, including pre-determined scheduled days off. The size of the department, vacation time, and the employee's role within the department will be considered when creating the AWA schedule. 4. Approval Process - Prior to approval, Supervisors must review proposals thoroughly, ensuring the efficiency of each work unit and considering operational and service requirements. Participation will be approved based on whether service requirements can be met, subject to modifications, where necessary. 5. When a scheduling conflict occurs, each department will be responsible for developing a schedule that ensures fairness to all those participating and meets operational requirements. Each AWA agreement must be modified to reflect these changes prior to approval. Prior to implementation, the AWA Participation Agreement must be signed by the employee, Supervisor and Department Head and reviewed by Human Resources to ensure compliance with this policy. Renewal of Existing AWA Agreements - All existing AWA agreements in each work unit will terminate on December 31st of each year and will be reviewed collectively prior to renewal to ensure fairness for all those participating and to maintain full service. 6. 1st, Employees wishing to continue their existing AWA agreements on January must re-submit proposals no later than December 1 st of each year. 62 F:\USERS\DEPliHuman Resources\Human Resources Policy Review\A W A Policy.doc Section: 2 Hours of Workl Alternative Work Arrangement Subject: County of Elgin Human Resources Policy Manual Policy Number: 2.10 13/01 Date Approved: Feb. Date Last Revision Code - NU/FT Page 50f7 AWA Changes - Employees have the opportunity to submit two schedules per year 7. the: the hours worked on would change that day of summer 1't day of winter 1st their Agreement Changes- Employees reverting back to regular schedule should give 60 days notice to their supervisor. 8. Monitoring - Human Resources wi be responsible for maintaining ongoing monitoring of the program, as well as providing general information and assistance to participating departments. 9. n may result Failure to Comply - Failure to comply with specified conditions suspension or discontinuance of the employee's AWA. 10. Suspension of AWA - Any and/or all AWA's may be discontinued, altered or temporarily suspended by management for the following reasons: 11. operational/prod uctivity /performance concerns vacation/statutory holiday periods staff training/conferences illnesses/bereavement leave or other absences emergency circumstances transfer/promotion to or from a new work unit/team a) b) c) d) e) f) AWA Regulations Disclaimer-The AWA Plan is a privilege for all non-union employees subject to the supervisor's discretion for the staffing needs of their department. While every effort will be taken to accommodate the AWA Policy for employees, the needs of the corporation must be met. F:\USERS\DEPT\I-Iuman Resources\Human Resources Policy Review\A W A Policy.doc 63 1 Section: 2 Hours of Work! Alternative Work Arrangement Subject: County of Elgin Human Resources Policy Manual Policy Number: 2.10 13/01 Date Approved: Feb. Code - NU/FT Date Last Revision: 2. Attendance Records - Employees must complete bi-weekly time reports accurately and adhere to the established work schedule. Time sheets should reflect actual hours worked and employees should not record any hours for scheduled time off. Page 6of7 3. Breaks and Lunch Periods - Breaks are a safety and service requirement. Participants shall not accumulate breaks towards hours worked. The lunch period shall not be reduced to less than thirty minutes. Personal Appointments f These appointments should be scheduled for the employee's regular time off. On occasions where this is not possible appointments requiring less thanY:. day, time can be made up throughout that pay-period. Where more than Y:. day is required, this time must be used as a vacation day or a LOA day. Time for personal appointments are subject to department head/designate approval. 4. Vacation - Vacation accrual for employees participating in staggered work hours will be calculated based on the "normal" hours of 7 per day and 35 per week, in accordance with the applicable vacation schedule. 5. f Sick Leave - Sick leave accrual for employees participating in staggered work hours will be calculated based on the "normal" hours of 7 per day and 35 per week. 6. statutory holidays Statutory Holidays - As statutory holidays are a non-earned credit, will be paid based on "normal" working hours of 7 per day. 7. For statutory holidays which fall on work days when an employee is scheduled to work more than 7 hours, the employee may adjust the remaining hours in the week or use accumulated vacation, overtime or floating holiday hours to make up the difference, subject to supervisory approval. If this is not possible, the employee may revert to his/her "regular" schedule for that cycle. 64 F:\USERS\DEPnHuman Resources\Human Resources Policy Review\A W A Policy.doc Section: 2 Hours of Work! Alternative Work Arrangement Subject: County of Elgin Human Resources Policy Manual 2.10 Policy Number: 13/01 Date Approved: Feb. Code - NU/FT Date Last Revision Bereavement Leave - As bereavement leave is a non-earned credit, all full-time employees will be entitled to bereavement leave provisions, as per the applicable policy, based on "normal" working hours of 7 per day. Page 70f7 8. When bereavement leave is taken on a work day for which an employee is scheduled to work more than 7 hours, the employee may adjust the remaining hours in the week or use accumulated vacation, overtime or floating holiday hours to make up the difference, subject to supervisory approval. If this is not possible, the employee may revert to their "regular" schedule for that cycle. be based on "normal wi Jury Duty/Court Attendance - Days off for Jury Duty working hours of 7 per day. 9. When Jury Duty/Court Attendance is taken on a work day for which an employee is scheduled to work more than 7 hours, the employee may adjust the remaining hours in the week or use accumulated vacation, overtime or floating holiday hours to rnake up the difference, subject to supervisory approval. If this is not possible, the employee may revert to their "regular" schedule for that cycle. 10. Overtime - If an employee is required to work the AWA scheduled day off, due to unforeseen circumstances, additional time off will be credited to the next pay-period. and Training/Conferences - Employees attending outside training courses conferences will be paid based on the "normal" work hours of 7 per day. 11 For outside training/conferences, which fall on a workday for which an employee is scheduled to work more than 7 hours, the employee may adjust the remaining hours in the week or use accumulated vacation, overtime or floating holiday hours to make up the difference, subject to supervisory approval. If this is not possible, the employee may revert to their "regular" schedule for that cycle. If the outside training/conference falls on a scheduled day off, the employee may take another day off in lieu within the same pay period, which is mutually convenient to the employee and immediate supervisor. 65 F:\USERS\DEPT\I-Iuman Resources\Human Resources Policy Review\A W A Policy.doc Human Resources Policy Manual Subject: Overtime Policy Number: 4.50 Code - NU Date Approved: Oct. 1/87 Page 1 of 1 Date Last Revision: [delete Department Heads - - (a) Fer all department head - -will with Ilnder the NNA Pel I-Qe: :rwiI an additienal weelt ef ...~ 4itie *- nermal werking hellFS dl (b) [Delete This time eff m -yea >--/wi werked. If a Departmen oe-tffi - mllst be IiElllidatd by Del IIÐWi iII-m Other Staff Te Elllalif}' Ilnder this sestie~ lIfS-' -he- desllmented and alltheFized. ~ ~ ffiÐ.- 'Nerk 35 hellFS per week will re, n-feI' - fGllews: (a) Hellr-s werked eXGeedi~ eek, me- [Delete HellFS werkt :I9F-V\ EI-at- ene half.(11.t2)] (b) [Delete The e':ertime s -paH etiÐ Department Heat;!. Ifthe -efH at-a- agr-eeable time bet\....een aEI-aI ~ banked as at Desember ust-I ~ 31st efthe fellewing yea (s) [Delete .A.n empleyee tl1 IÐFk- !ðtet hellr-s will ha':e all everti HIt-t a#f'I sempensated asser-ding General Sllperintendent and !'.s ¡ent. These empleyees ar-e severed I IeRt-I F:IUSERSIDEPTlHuman ResourceslPOLICYMA IDRAF1ì200210vertime.doc 66 ., 67 F:\USERS\DEPnHuman Resources\POLICYMA\DRAFT\2002\Overtime.doc 0' aGti'lity. .] 68 F:\USERS\DEPT\Human Resources\POLICYMA\DRAFT\2002\Overtime.doc County of Elgin Section: 9 Human Resources Policy Manual Subject: Absences for Appointments, etc. Policy Number: 9.40 Code - NU Date Approved: Oct. 1/87 Page 1 of 1 Date Last Revision: - [delete .1\.11 time gr-anted by the ;)e gnate, for dOGI appointments, dental Gare or pre' Iness of Ghildr '1' be made up within the next thil'ty , agreeable tim ·....iII be Gharged against aGGrued G Moved to policy 2.10 (AWA) 69 F:\USERSIDEPTlHuman Resources\Human Resources Policy Review\Absences 9-40.doc Section: 2 Workplace Harassment & Discrimination Policy Subject: Elgin Human Resources Policy Manual County of 2.90 Policy Number: Date Approved: Sept. 26/95 12/02 Revision: March Date Last A of 5 1 Code Page PURPOSE: regarding workplace harassment of harassment Policy and procedures in the County of Elgin's To outline and workplace prevention for the assist to and discrimination and and discrimination harassment resolving to provide a process may arise. discrimination and complaints that POLICY STATEMENT: the workplace in an treated fairly in Elgin shall be the County of Every employee of environment free of The County of discrimination and personal or sexual harassment. to any employee have known would be by a person which is offensive not tolerate any behaviour wi Elgin and to person ought reasonably unwelcome which denies individuals their or knows that which dignity and respect and is nappropriate or the carrying infraction employee in of another Harassment humiliating offensive, embarrassing or of duties or the provision of goods and services constitutes a disciplinary in out with severely. be dealt and wi ethnic colour, place of origin, record of ancestry, race, sexual orientation be harassed because of No employee shal marital the offences, prohibited ground of age, any other creed, sex, within the organization or origin, citizenship, religion, status, Ontario Human Rights Code. position handicap or DEFINITIONS: apply: For the purpose of this policy the following definitions shal Personal Harassment: is by any person including a co-worker that directed at intimidates or is offensive to another worker Any behaviour A) {thel any grounds on ncluding but not limited to matters of race, ancestry, place of origin, colour, sexual orientation marital status, prohibited ground of the creed sex, age, religion ethnic origin, citizenship, record of offences, handicap or family status and any other 70 Ontario Human Rights Code. County of Elgin Section: 2 Human Resources Policy Manual Subject: Workplace Harassment & Discrimination Policy Policy Number: 2.90 Code - A Date Approved: Sept. 26/95 Page 2 of 5 Date Last Revision: March 12/02 B) Sexual Harassment: Specifically mentioned in the Human Rights Code, states that every person has a right to be free from harassment in the workplace. There are three types of sexual harassment: 1. A course of vexatious (annoying) comments or conduct such as sexual remarks or physical contacts from any person; 2. Sexual solicitation or advances by any person who is in a position to grant or deny a benefit to another; 3. A reprisal or threat of reprisal by a person in authority whose advances or solicitations have been rejected. Sexual harassment is coercive and one-sided and both males and females can be victims. Joking and/or jesting can be derogatory and/or humiliating and hurts us all. C) Abuse of Authoritv: This occurs when an individual uses his or her authority or position with its implicit power to undermine, sabotage or otherwise interfere with or influence a career of another County employee or in the provision of goods or services to the Municipality or the public. This definition includes such blatant acts of misuse of authority as intimidation, threats, blackmail and coercion and applies to the distribution of work assignments, training opportunities and/or promotional opportunities. APPLICATION: This policy applies equally to all employees of the County including full time, part time, casual and student employees as well as members of County Counci 71 County of Elgin Section: 2 Human Resources Policy Manual Subject: Workplace Harassment & Discrimination Policy Policy Number: 2.90 Code - A Date Approved: Sept. 26/95 Page 3 of 5 Date Last Revision: March 12/02 GENERAL INFORMATION: The Ontario Human Rights Code clearly states that harassment is a form of unlawful discrimination. The Code defines harassment as "vexatious" (annoying) comment or conduct that is known or ought reasonably to be known to be unwelcome. In addition to the above grounds, harassment and discrimination are also prohibited on other personal characteristics or circumstances that are clearly unrelated to a person's ability to do the job (personal harassment). Harassment may result from one incident or a series of incidents. It may be directed at specific individuals or groups but may also include any comments or conduct which may create an environment that is hostile, intimidating or offensive. The workplace includes all locations where business or social activities of the organization are conducted. Workplace harassment and discrimination can also include incidents that happen away from work (eg. unwelcome phone calls or visits to a person's home if the harasser is connected to the organization). The County of Elgin is also obligated to protect their employees from harassment by clients, customers or members of the public. INTERNAL COMPLAINT PROCEDURE: 1 Any employee who feels that he or she is experiencing any form of harassment or discrimination must: 72 County of Elgin Section: 2 Human Resources Policy Manual Subject: Workplace Harassment & Discrimination Policy Policy Number: 2.90 Code - A Date Approved: Sept. 26/95 Page 4 of 5 Date Last Revision: March 12/02 - a) Tell the individual who is doing the harassing or discriminating very clearly, that his or her behaviour is not welcome and is considered a form of harassment; b) Keep written notes about what happened and what he or she did about it, including dates, times, places and any possible witnesses. 2. If after this, the offending behaviour continues and the employee wishes to continue with the internal procedure, the employee may: a) Report the problem to his or her supervisor; or b) If the supervisor is the cause of the problem, report the problem to the next level of uninvolved management. The employee should be able to provide all pertinent dates such as times, places, and names of possible witnesses in order to substantiate the complaint and to facilitate its resolution. Every reported incident of employee harassment or discrimination will be thoroughly and promptly investigated by the supervisor or manager receiving the report without threat of reprisal. The County of Elgin will respect the confidences and sensitivities of all persons involved in the incident. 3. The primary objective of the Internal Complaint Procedure is to complete an unbiased investigation and to reach an amicable settlement. The results of this investigation will be reported to the Director of Human Resources. 73 County of Elgin Section: 2 Human Resources Policy Manual Subject: Workplace Harassment & Discrimination Policy Policy Number: 2.90 Code - A Date Approved: Sept. 26/95 Page 5 of 5 Date Last Revision: March 12/02 Where charges of employee harassment or discrimination are substantiated and where there is no settlement, appropriate action will be taken ranging from counselling through to termination. ONTARIO HUMAN RIGHTS COMMISSION: It is every persons right to make a complaint to the Ontario Human Rights commission at any time and the County of Elgin respects that right. REPRISALS PROHIBITED: Every employee has the right to make a complaint or enforce the rights provided under this policy without reprisal or threat of reprisal. 74 Section: 6 County of Elgin Subject: Full-Time Staff Human Resources Policy Manual Policy Number: 6.10 Date Approved: Oct. 1/87 Date Last Revision: NU of 1 1 Code Page with pay at their regular granted the following holidays Regular Full-time Staff Subject to (b) below, full-time staff will be (a) Labour Day Thanksgiving Day Remembrance Day Christmas Day Boxing Day 1) New Years Day Good Friday Easter Monday Victoria Day Canada Day (July Civic Holiday rate: One-half day before Christmas plus the regularly scheduled days between Christmas and New be given in be taken because of workload considerations, such time will Year's, if such cannot immediate Supervisor and the employee. lieu as agreed upon by the To qualify for the above, the ESA will apply. (b) of5 Page 75 F:\USERS\DEPliHuman Resources\Human Resources Policy Review\Sec 6 Stat Holiday 2,doc County of Elgin Section: 6 Human Resources Policy Manual Subject: Part-Time and Contract Staff Policy Number: 6.20 Code - NU/PT Date Approved: Oct. 1/87 Page 1 of2 Date Last Revision: (a) Part-time staff will receive the following holidays with pay at their calculated [their regular] rate as outlined in (c) Method of Payment: New Year's Day Labour Day Good Friday Thanksgiving Day Easter Monday Remembrance Day Victoria Day Christmas Day Canada Day (July 1) Boxing Day Ci"ic Holiday One-half day before Christmas, if regularly scheduled on that day, plus the regnlarly scheduled days between Christmas and New Year's. [delete and NIWI' Years or] If such cannot be taken because of worldoad considerations, such time will be given in lieu [delete: another hal ~ as agreed upon by the irnmediate Supervisor and the employee. [delete desiguated hy the De: It-II [delete: The reglllarly sehedllleddays hetween Christmas and New y, ll-Ðe [delete: Em'lloyees at Elgin COllnt;y Homes for Senior Citi»lens will re - Jrllal1' in 'Ilaee of Rememhranee Day.] (b) To qualify and be paid for the above, the ESA will be followed. [Delete: To qllalify for holiday 'lay, elBflloyees mllst not: i) he ahsent on the sehedllleil Vl'orl, day immediately ÞIIffi' hed~' graItted in liell, Ilnless exeased hy the De'lartment . ii) em'lloyees mllst Ret he ahseRt on the hi IteHJ work] F:\USERS\DEPT\Human Resources\Human Resources Policy Review\Sec 6 Stat Holiday 2.doc Page 2 of 5 7(, County of Elgin Section: 6 Human Resources Policy Manual Subject: Part-Time and Contract Staff Policy Number: 6.20 Code - NU/PT Date Approved: Oct. 1/87 Page 2 of2 Date Last Revision: [delete (8) (iii) emJlloyees must da"jTlS øf tile fBar (4) "~'eel~ ¡J:rs(: holiday.] (c) Method of Payment The holiday pay for fIleJej an employee whose hours of work differ from day to day, or who is paid on a basis other than time, shall be the total amount of regular wages and vacation pay payable to the employee in the four weeks before the work week in which the public holiday occurred, divided by 20. [delete: Iwerage of the emþloyecs daily eamings cx tiHH! I in the thirteen (B) weel. Jlcriod immediateJ;j' Jlreeeding a '0} 78 F:\USERS\DEPT\Human Resources\Human Resources Policy Review\Sec 6 Stat Holiday 2.doc Page 3 of5 County of Elgin Section: 6 Human Resources Policy Manual Subject: Holidays on Non-Scheduled Working Days Policy Number: 6.30 Code - NU Date Approved: Oct. 1/87 Page 1 of 1 Date Last Revision: (a) Where a paid holiday falls on a Saturday or Sunday and this is a non-scheduled working day, the next working day following will be taken off in lieu. (b) Where a holiday falls on a non-scheduled working day other than Saturday or Sunday, another day off in lieu will be granted at a mutually agreeable time within thirty (30) calendar days. F:\USERS\DEPT\Human Resources\Human Resources Policy Review\Sec 6 Stat Holiday 2.doe 79 Page 4 ofS County of Elgin Section: 6 Human Resources Policy Manual Subject: Work on a Statutory Holiday Policy Number: 6.40 Code - NU Date Approved: Oct. 1/87 Page 1 of 1 Date Last Revision: Work on a Statutory Holiday (as listed in the ESA) With the exception of staff exempted in the Employment Standards Act, all hours worked on a statutory [Elelete: IH1hlie] holiday will be paid at one and one-half (1 1/2) times the employee's regular rate. [Elelete: Suhjeet tø Palie3' /í.l0(b),] For those employees that qualify, another day off with pay will be given at a mutually convenient date and if a day in lieu cannot be given, the employee will receive one (1) day's pay at his/her regular rate in addition to the pay for the day worked. 80 F:\USERS\DEPT\Human Resources\Human Resources Policy Review\Sec 6 Stat Holiday 2.doc Page 5 of5 REPORT TO COUNTY COUNCIL Sandra Heffren, Deputy Clerk Louise Eastbury, Pension/Benefits Co-ordinator FROM 27 March 2002 Council Remuneration - One-Third Tax Free Allowance DATE SUBJECT: NTRODUCTION Changes to the new Municipal Act have made it mandatory that Council pass a resolution by January 1, 2003, and review the resolution at least once during the three-year period of its term of office, in order to continue the one-third tax-free allowance on remuneration paid to Councillors. DISCUSSION to consider in regard to the tax-free allowance as follows: Continue with the practice of the one-third tax free allowance on remuneration paid to Councillors and pass a resolution prior to January 1, 2003 to this effect. Discontinue with the practice of the one-third tax-free allowance on remuneration paid to Councillors and pass a resolution prior to January 1, 2003 to this effect. If Council chooses this option. the one-third tax-free allowance will not be open to it or subsequent Councils aQain. Council has two options 1 2 CONCLUSION Council has taken advantage of this tax-free allowance for many years in consideration of expenses CouncillOrs may have in the discharge of their duties. There would seem to be no reason to discontinue this practice. To preserve this allowance, a resolution must be passed by January 1, 2003 stating Council's intention that the one-third tax-free allowance on remuneration paid to its elected members of Council and its local boards shall continue RECOMMENDATION THAT the Council of the Corporation of the County of Elgin, in accordance with Section 255(1) and (2) of the Municipal Act, as amended by Section 478(10) of Bill 111 , shall continue to apply a one-third tax free allowance on remuneration paid to its Warden and Councillors deemed to be for expenses incidental to the discharge of duties as a member of the Councilor its local boards. Approved for Submission Respectfully Submitted Mark G. :J a, Chief Administrative Officer. 8 REPORT TO COUNTY COUNCIL Cathy Bishop, Manager of Library Services Brian Masschaele, Archivist FROM Archives 2002 Purchase of Microfilm Reader Printer - 17 Apri DATE SUBJECT: NTRODUCTION The Archives requires a microfilm reader printer to facilitate public access and copying of the Archives' large microfilm collection. An expenditure of up to $15,000 was approved by County Council in the 2002 capital budget for this purpose. This report recommends a vendor for this machine based on three quotes obtained. DISCUSSION Among the many equipment needs for the Elgin County Archives is a microfilm reader printer. This machine enables the public to utilize the Archives extensive holdings on microfilm and obtain copies directly from this film, both in hard-copy and electronically. The Archivist will also be bringing forward to Council in the very near future a schedule of fees to be charged to the public for any copies generated from this machine. The purchase of this machine should therefore be viewed as an investment as it is expected that it will receive extensive use and will eventually generate revenue for the Archives. In particular, its capability to scan microfilm, a new feature on these machines, holds great potential as a source of revenue as there is currently no other machine in the County with this capability. The Archivist developed specifications for this machine based on the following criteria: Hard-copy laser output must accommodate paper sizes up to 11 x 17 inches; The machine must have adapters to permit reading of 16 millimetre and 35 millimetre microfilm, as well as microfiche; The viewing screen must be at least 12 x 12 inches; Lens magnification should be in the range of 16 times by 32 times, enabling users to zoom in to specific images or text on the film; The machine must have digital image scanning and output to an adjacent computer terminal, enabling electronic viewing of the film and its capture on media such as CD-ROM; Supplies such as toner must be easy to obtain; Warranty and service must extend for at least one year. · · · · · · · With these specifications in mind, it was determined that a Canon Digital Microprinter 400 (MS-400) was the optimum unit for the Archives. This machine is user-friendly, 82 possesses all of the above specifications, is durable over several years and is within the $15,000 approved in the capital budget. All include a one-year warranty and service Three quotes were obtained for this unit. agreement. The quotes are as follows: 12,874 12,989 19,263 taxes = taxes = taxes = $11,195 plus $11,295 plus $16,750 plus Management Polar Imaging, London OE Canon, London Controlllnformation Systems, Kitchener Based on lowest quote and ability to meet specifications, the Archivist recommends that this machine be purchased from Polar Imaging of London. The Archivist will also be purchasing additional supplies to support use of this machine (such as toner) from this vendor. CONCLUSION The Archives requires a microfilm reader printer to facilitate public access and copying of its holdings on microfilm and microfiche, both in hard copy and electronically. County Council approved an expenditure of up to $15,000 in the 2002 capital budget. Three quotes were obtained for this machine according to specifications established by the Archivist. The Archivist recommends that Polar Imaging of London be the successful vendor. RECOMMENDATION maging of London; be purchased (such as toner) THAT a Canon MS-400 Digital Microprinter be purchased from Polar to support use of this machine THAT additional supplies from this vendor; And THAT the total amount of these expenditures is not to exceed $15,000 as approved in the 2002 capital budget. Mark MCl Chief Administrative Officer <; f3 REPORT COUNTY TO COUNCIL CATHY BISHOP, MANAGER OF LIBRARY SERVICES FROM Public Internet Access 23,2002 Sustainability Funding for Apri DATE: SUBJECT: INTRODUCTION An application for sustainability for Public Internet Access was submitted in February on behalf of all branch libraries in Elgin County. The funding available is through an agreement between Industry Canada and the Ministry of Tourism, Culture and Recreation, and recognises the key role public libraries play in providing public access to the Internet and the skills to use it effectively. DISCUSSION: We are pleased to inform Council that our application for Sustainability for Public Internet Access was approved in the amount of $50,000. The purpose of the grant is to improve connectivity between the County Building and each of the Library branches. It also allows the library to hire a trainer to further promote our Community Access Sites. The trainer will train our staff, businesses and residents of Elgin county on internet searching skills and various computer applications offered by the libraries. In an effort accomplish the above, our Information Technologies Department will be implementing a new Wide Area Network utilising Net Integrator servers and virtual private networks. This will allow for file and print sharing between the branches and the County building and among the branches themselves. It will also allow for multiple connectivity options to the County Network Le.MultiLlS (our library catalogue), in the event of a system failure. This network will also provide better connectivity between the IT Department and the branches, allowing IT to fix more problems remotely with less travel time. The total connectivity cost for this project is $37,000. The library is suggesting that $35,000 from the Sustainability grant received from the Ministry be forwarded to the IT Department for the library connectivity improvement project and that the remaining funds be designated to hire a trainer for the library Community Access sites in consultation with the Human Resources Department. CONCLUSION: Connectivity is a major barrier in the Western rural areas of Elgin County due to lack of infrastructure. It is hopeful that the funds provided through this grant will provide better connectivity between the County Network and the branch libraries. 84 Page 2 Sustainability Funding For Public Internet Access RECOMMENDATION: THAT Council accept the grant of $50,000 from Industry Canada for the sustainability for public internet access and approve the report entitled Sustainability Funding for Public Internet Access dated April 23, 2002. Respectfully Submitted ~ r- A Cathy Bi op ,~ Mark Mc Manager of Library Services Chief Administrative Officer 85 REPORT TO COUNTY COUNCIL Mark McDonald, Chief Administrative Officer Karen Dunn, Emergency Measures Co-ordinator FROM: 06 May 2002 POA - Collections DATE SUBJECT: NTRODUCTION To date, we have approximately $3,000,000 in uncollected fines that we inherited from the Provincial Government. The Province, when it ran POA, did not actively pursue unpaid fines as a matter of policy. While the Province was lax in collecting these outstanding fines when they ran the system, for the sake of enforcement and upholding the integrity of the judicial system, it is time to start collecting outstanding fines. Staff are currently researching the most appropriate method of recovering these fines. On a related topic, staff recommend pursuing partially paid tickets and late charges from offenders if the outstanding amount is $20 or greater. DISCUSSION: To date, the County CAO and Emergency Planner have been actively visiting neighbouring communities who have established a collections department, to investigate the various ways through which they collect unpaid fines. In the near future, a proposal for different collection methods will be presented to Council for consideration At this time, we are seeking Council's direction in one area of these collections. When an offender receives a ticket under Parts 1 and 3 of the Provincial Offences Act, a Victim Fine Surcharge is automatically added to the fine amount. This surcharge is used for the victims of crimes - usually from the Criminal Court side of the judicial system. Upon the Ministry's recommendation, in their training, when only a partial payment is made or late payment fees are not paid on an outstanding late fine, our office has been writing-off up to $22.50 per offence. The Ministry's justification for writing-off the $22.50 being that we do not wish to suspend a license or send a ticket into the default system for $22.50. The Victim Fine Surcharge used to be the last payment that the Ministry deducted from a fine. Recently, the Ministry changed their method of retrieving their portion of a fine, and now the Victim Fine Surcharge is the first deduction from a payment. What this means is that the County is now losing on the revenue. of partially paid tickets or late charges that are being written-off. When we write-off a late payment charge, we also send a message to the general public that it doesn't matter if a ticket is paid on time or not. month, or $2,400 per year. On average, we are losing approximately $200 per CONCLUSION: At this point-in-time, staff are seeking direction on a County policy regarding the amount Counci wishes to write-off a Provincial Offences ticket. If such a policy is implemented, staff will issue a notice - above and beyond the two notices prdvided at this time - advising a victim that the fine is 86 in default and additional late payment fees are outstanding. We would also give an additional 15 days to pay this type of outstanding amount before a license is suspended or the ticket goes into default. RECOMMENDATION: THAT County Council adopt a policy that Provincial Offences' staff be permitted to pursue al partially paid tickets or late charges having a value of $20 or more and allow an offender an additional 15 days to pay the outstanding amount. Respectfully Submitted " Mark G. ~ Chief Administrative Officer 87 01jlMW Karån bunn ,- Emergency Measures Coordinator REPORT TO COUNTY COUNCIL Mark G. McDonald, Chief Administrative Officer. FROM: 30, 2002 Team Retreat Apri Management DATE SUBJECT: Introduction As Council may recall, the Management Team held a one-day retreat last June to review operations and organizational design. The exercise enabled senior management to examine current structures and processes and compare them to possible future responsibilities. For example, the role of land use planning, economic development, nutrient management and other functions were reviewed against the present County organizational structure. Discussion two This year management wishes to take a different approach. We have tentatively arranged for guest speakers: Mr. Michael Lewis, a motivational speaker, will focus on "Stress And How To Cope With It In The Workplace"; and Dr. Ron McCarville from the University of Waterloo, will talk about the importance of leisure to our lives. Not only will the day help Management bring a sense of balance to their lives, but it will serve to build on our already pronounced sense of 'team'. Additional time will be allocated to discussing major projects and initiatives. We anticipate that the cost of the day will not exceed $2,000, including the cost of the motivational speakers. Council maintains a Strategic Planning Reserve Account which could cover all costs (the current balance is in excess of $35,000.). terms of Conclusion Staff believe that an opportunity to spend a day in this manner would pay dividends in promoting cohesiveness and bringing perspective to what is important. Recommendation That the Management Retreat scheduled for June 7'", 2002 be approved and the funds for the exercise be allocated from the Strategic Planning Reserve Account. ALL of which is respectfully submitted 88 Mark G. ê , Chief Administrative Officer. REPORT TO COUNTY COUNCIL nformation Technologies Mark Hoffman, Manager of FROM: 10 May 2002 High Speed Network, In Western Elgin County DATE SUBJECT: NTRODUCTION The Manager of Information Technologies has been approached by the Director of Human Resources and the Director of Homes regarding the need for high-speed connectivity throughout the western portion of Elgin County, specifically to Elgin Manor and Bobier Villa. DISCUSSION The Director of Human Resources and the Director of Homes require large amounts of data to be transferred back and forth between the County Building and the Homes. The amount of data to be transmitted is not possible utilizing the. existing dial-up technology. Currently, transmission of data is painfully slow and staff are experiencing significant down time as a result. Significant efficiencies will be gained with the ability to transmit this data. Elgin Manor and Bobier Villa are currently using dial-up. Terrace Lodge is already on a high-speed cable connection. The real issue here is connectivity, which is a constantly changing entity. During the development of the IT Budget for 2002, the IT Manager evaluated the possibility of implementing a high-speed network throughout western Elgin County. At that time, the price was nearly four times higher than it is today. n the months since the budget process began, F1 Networks and Protek Systems have announced the deployment of a wireless infrastructure that will allow the County to subscribe to a service at a fraction of the cost that was previously reported. Technology is always evolving. Individual service providers as well as elginconnects, are looking into other possible solutions that may be more cost effective. However, these solutions are still potentially a year (or more) away and have not yet been defined. It is possible that some of this equipment could be acquired through the elginconnects initiative. However, we are uncertain of their services at this time, and our needs are pressing. The only viable solution currently, is to install wireless active equipment in each home. The one-time cost for this equipment is $2,200 per location. Monthly service charges will be $450 per location. A one-year contract with the service provider will allow us to evaluate other possible solutions when they become available. 1 Report to County Council- High Speed in the West The wireless equipment used will remain the property (and therefore responsibility) of F1 Networks. All maintenance will be done by F1. In addition to the installation of the wireless equipment, the Novell server in the County Building will need to be upgraded. The operating system on our server is at least three versions behind the current level and does not support the technology required to implement an effective Virtual Private Network (VPN), required to safely transmit sensitive data from the County Building to the Homes. Upgrading the server from version 4.1.1 to version 6.0 will cost approximately $12,000. The overall cost of this solution is approximately $23,000 plus applicable taxes. CONCLUSION While technology continues to evolve, and other solutions are likely to be developing over the next year, it is Management's belief that the Homes and Human Resources simply cannot wait for these solutions. RECOMMENDATION Villa and the networking THAT high speed equipment be placed in Elgin Manor and Bobier THAT the Novell Server in the County building be upgraded to support requirements at the Homes, and THAT the cost of the hardware upgrades and installation ($16,000) come from the IT reserve account and that the operating costs ($7,000) come from the Homes 2002 Operations budget. (Costs do not include applicable taxes). ..----- Helen Notte Director of Homes ~ -- Respectfully Submitted on Mark' [l Chief Administrative Officer 2 Report to County Council- High Speed in the West 14.2002 CORRESPONDENCE - Ma Consideration '¿ Cathf L. Bost, Town Clerk, Town of Oakville, requesting support for their resolution urging the Government of Ontario to conduct a review of the mandate of the Ontario Municipal Board. (ATTACHED) Items for 1 St. Thomas & District Chamber of Commerce, with an Invoice for the 2002 Membership Fee (ATTACHED) 2 Tom Cunniffe, Chair, Board of Governors, Sf. Thomas-Elgin General Hospital, announcing the establishment of a task force to generate ideas to address the Issue of continued accessibility to rehabilitation services. (ATTACHED) 3 Sandra Jack, Acting Mayor, City of Kawartha Lakes, requesting support for their resolution concerning the financial state of our farming communities and the implementation of a long-term safety net program. (ATTACHED) 4 Karen Landry, Town Clerk, Town of Halton Hills, with a resolution requesting that the Province of Ontario develop uniform smoking regulations, across the province, for all public places including bars and restaurants. (ATTACHED) 89 5 Page BB3 CLERH-Elgin Co 1 519 033 7001 ASSOCIATIon OF?-) EST B4/15/B2 22:B7:12 02/02 Th. Corporation of the Town 01 OnKvllla 1225 Trafnlgar Road, Oakvllle, ON L6J SAS Telephone: 905-845-6601 FaK: 905-815-2025 ¡;;¡;;;¡¡¡¡¡¡;; P 618 416 87 FAX NO 260 PM 5-02 MON 05: 4 Q) AKV;I LLE APR- o !i'iit'f{"-..'HC:~¡c:'j¡;'t1"~-;-' Mayo,s and Chairs To: All MuniçipalitiEls In Ontario - Attention: OMS ¿.'!P1~"'Ë__~wn of Oakville's Position on t~!E~~ Municipal aoard 2,2002 WHI=r1I':AS III a review of the Ontaria M~nlcipnJ ßafJrd (OMB) by the Graater Toronto Servioes 130ard (Gr88), It W1'\6 faund tllat 15 8r A m~nicipalil'ioG spent oVer $20 million on cases relating ta palicy ¡ssuos ë~nd now lârQ'o~soa.lC3 urban area designa110ns over the la~1 five years; and Meeting held an Aprl Th" GOLJncil pf the Corporation of lhe Town of OalMlo el its Councl appmvod the foIIúwlng rcsolution: WHgFIE4S tho Corporalion 01 the Town of Oakville dedicates significant resauraes in staff time, logal filns and othor related oosts to rapresont tho oorporation at cases before 'the OMS; and from WHER1'!AS the Planning Ac! was amendad in tt¡e mid 90's to aliaw deveiopers 'to appesl matters to the OMS prialta local eieotad representatives considering the matter and often before public statutory moøling,ro()our: and WI-IEREAS OMI3 mambers should be appointed for a six..year term to enhanoe their indopeMenc" Government without baing oncumbered by ooncerns abDl,t r...appaintment appartunltias: and WHtif-lliAS the OMß has vary uread powers to overtllrn local planning decislans and it is therefom "pproprieta for the Government to ro-visi! the question of what mattars oan bo eppe.iod 10 tho OMß with a viøw to giving greater deforenea to decisions by IOL:al rspresenlatives; and WHERlõJ\S the Government of ontario cannot ONpeot 'smart growth' to oeour in an environrnanl where looal pianning and yoara 01 public input and debate can Þ. overturned when developers force expadited Iloarlngs ~nd OMS mernbers may have little approoiatlon for local planning aoncorns and the GommunilY's vision for the futuro, WHEHEi\$ the Tawn of Caledon report on the OME1 states that "as an appointed tribLlnal, tile OME should nat be determining growlh patterns of tho GTA" and netes that, "municipal taxpayers, after payin¡¡ fon extla~stlve planning policy processo~, hovo to pay an unacceþtable price to defendlhell qøuiglcms In Ih~ OMS arana"; and WHi:[ŒA,S the Tawn of Caledon raport furlher stfltes "There is 110 evidenoe, at least In the opinion 01 mUllloipnlllies, to suggest li1nl the $20 million pius yields a hlghar quality of life and a better-pianned GTA than would havD boon yloided by tho decision-making oflhe eleoted municipal counolls, fallowing 1M Gxtla~¡;tiv" planning processes and leoal requlroments that wo naW follow". NOW THI[.REFORE tho Oorpora'llon of tho Town of Oakville urges the Government of Ontaria to úondlJot a raviow 01 the mendats of tho Ontario Municipal Board to cansidsr the fallowing matters: the and adequato (Osourcss of the Board are appropr¡'~t,¡ whether wlwlhor tho 'englt¡ at Ihe current ~rroln!menle of board members is appropriate to ensure !¡oad dQ(JisÎl:lns by the members whethor tho mandata of the Board oall "H narrowed to give graater defarenae 10 local decisions 'In~ policy-maldng while protocting land ownors from the possibility or' declsians made puroly of o<¡,odlanDe or not In good faith so as 10 w,vo as a check ageinst bad or unsound planning; and · · THAT tlm A,~~aci"tlon 01 M~niciplllities of Ontario b. requested 10 act lIpon tlla report done by the Town of Caladt1n, wor~ done by tlla GTSB and reque>1s 01 rnunlclpalilies by applying meaningf~1 and lasting pm"B~r" to dircolvCl or radically alter the OMS; and TfJATlho l.oaidor althe Ollleial Opposition be requested to respond back to the Council oflhe Corporation of 1110 Clly "r fPickorlng as 10 their positioo an this issus; and THAT THAT and Halton be requested to endorse this mctloh: Native Affairs for Seniors "IThe blJ circulatEd i:mla G'ves, Premier Eleo! of th" Provlnc. of Ontario Paylcl Yo~ng, MI'I', Attorney General and Minister Responsible Ohris 1'lodgsDn, MPP, Minlsler 01 MlInioip~1 Affairs and Housing , Com .Jaokson, MPP, Minister of Citizenship and Minister Responsible EII~ab8th Wilmer, Environment Minlstel ,Jirn Flahelty, Mpr', c)eputy Premier and Mlnisl'" 01 Finance T6~ Chudlelgll. MPP (AUI>' Carr, MPP AIi w". Mayors and Ctlillrs TI1~ "',$oolal)o(l af Munioipalitios af Onlar for Munlcipslity of riaglonal to: tho C04nGI molion this " , " · , · · " · · 90 [Th!"";;;;;"Î;;:;':¡;¡;;¡;;-~¡;¡;¡:;;;~>i'~~''''''''L'''Io''N¡..,j;¡~rUll,O'''''''ðd'=;;;;;1 ''''....~Iy ..~" ,j" .I,~. 0, ,..;110., on~~ ¡''''''''''" ", "1'''I''I''IIII''or n"",,:. ¡u..o~ I.. '~!!!:J.!!II", '''::~I''I!:'~\~'.~I~~~'!,,¥-,.~~,,, 01·,',!'~:___ __ _ _on _n" (AMO) Town Olerk Bo" I Cath¡l~ 189 Elm Street, PO Box 2007 St. Thomas, Ontario, Canada NSP 3W2 Tel 519 631-2020 . Fax 519 631-1825 St. Thomas-Elgin General Hospital Working Together for Your Good Health April 24. 202 Warden John R. Wilson County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 Warden Wilson At a special meeting of the St. Thomas-Elgin General Hospital Board of Governors held April12, 2002 we agreed to establish a task force of community stakeholders. Our Board is committed to finding a solution that addresses continued local availability of rehabilitation services for those without insurance coverage or the means to self pay in the wake of our rehabilitation service change announcement made February 6 of this year. We are asking the task force to assist us with their creative ideas which we will consider in our planning. It is our intention to have resolved this issue and the implementation considerations, as soon as possible. Dear The task force will be convened shortly and it is our hope that the Board wi on their ideas at the May 22, Board meeting (dependant upon the task force participants availability to meet). Please find attached for your information only, a copy of the task force participant invitation and the task force terms of reference. deliberate We continue to have the difficult task of addressing a serious deficit and debt problem while ensuring the responsible provision of core community hospital services. We look forward to the patience and cooperation of County Council as we work to find a satisfactory solution for the rehabilitation services issue Sincerely, (}~*/ .='þt0( Tom Cunniffe, Chair Board of Governors Our Core Values Compassion Respect Accountability Simplicity 92 Enel cc: STEGH Board of Governors P:\AdminIBoard of Governors\Letters\2002\County Couneilltr.wpd Street, PO Box 2007 Canada N5P 3W2 Fax 519 63 825 89 Elm St. Thomas, Ontario, Tel 519631-2020 St. Thomas-Elgin General Hospital Working Together for Your Good Health 19,2002 April Dear Mr. I would like to invite you to participate in a Task Force sponsored by the St. Thomas-Elgin General Hospital Board of governors. The purpose of the task force is to generate ideas to address the issue of continued accessibility of rehabilitation services for those without insurance coverage or the means to self pay. As you are aware our Board is attemptiug to address a serious financial deficit and debt problem at the hospital and, along with other approaches, plans to reduce the availability of some out- patient rehabilitation services at the hospital on October 1 st of this year. The Board has listened to concerns expressed in the community regarding the issue stated above and shares the same concern. On February 6 when the service change announcement was made and again through a media publication on March 14, the Board stated its commitment to find creative ways to assist those affected by the decision. As a Task Force member we lmow that you will make a valuable contribution as we work toward finding a satisfactory solution. I have attached a Terms of Reference for your review that identifies the participants. It is expected that only 2 meetings will be required and that an external facilitator will support the groups deliberations. We hope that the processes can commence soon and that the Board can receive a report at its May 22 meeting. Of course this timetable is subject to participants availability. meeting and any questions You will be contacted shortly regarding your availability for the first you may have. Thank you. Sincerely LJ COpy (Signed copy on file) Tom Cunniffe, Chair, Board of Governors Our Core Values Compassion Respect Accountability Simplicity 93 P:\COMMUNICATIONS\Board of Governors\Task Force 2002\TFinvite.wpd Sf. Thomas-Elgin General Hospital WorkllJ!J Tg¡¡$(h"rf"'YÇll.irGoQd Heallh ~ Terms of Reference -Board Task Force: Rehabilitation Services- April 2002 Preamble: Planned changes to Rehabilitation Services effective October 1, 2002 will adversely affect those residents with rehabilitation needs who have no extended health care benefits and no financial means/resources for acquiring service. The Board of Governors affirmed that "the hospital is committed to working with the patients affected, area doctors, agencies and private sector providers to facilitate the transition of our current referrals" (Feb 6, 2002) and publicly re-committed the hospital on March 14,2002 "to work with our staff, private providers and other groups in the community to find creative new ways over the next seven months to assist all those affected by the decision". Purpose: To seek creative ideas to address local accessibility of rehabilitation service for those without extended health benefits and no financial means. three non-hospital Task Force Governors by Objectives: 1. "Brain storm" accessibility strategies 2. Presentation of outcomes to the Board of members Participants: Invited participants represent a cross section of community stakeholders. Representation includes (one each): · Rehabilitation Advocacy Group (CARE) · Senior · Consumer · Labour Council · Business Sector (Chamber of Commerce) · Elgin Federation of Agriculture · Physician · District Health Council · Elgin Community Care Access Center · Long Term Care · Community Rehab Service Providers · Hospital Rehab Services · Hospital Management · Hospital Board of Governors three hours (two to Expect two meetings Meetings: Meetings will be supported by an external facilitator. duration) over a two or three week time frame ityof Accountabílíty: The Task Force anticipates a report to the Sf. Thomas-Elgin General Hospital Board of Governors at the May 22, 2002 Board meeting (subject to Task Force participants availabi course). LJ COpy 94 Page BB3 02/03 p, CLERK-Elgin Co 6191 416 97 1 519 633 7661 FAX NO. ASSOCIATion OF?-> 260 MAY-01-02 WED 05:09 PM EST 12:36 B5/B1/82 22 Art Truax, Mayor p,O, Box 9000. 26 Pral10is Stree' Lindsay ON K9V 5RS 'I'ele: (70S) 324-9411, exl. 320 Fax (705) 324-1750 e-mail: truax@sympatico.ca www.city.kawarthalakes.on.ca City of ViA'Wr A' III A:: .IX.' 1\R.. 'n:!~ "'"1' ..::..=~. I....~- Kmvartlw .1/Jil'i¡ tl ;clIch ( Canada Honourable Lyle Van Clief Minister of Agriculture aM Agri-Food House of Commons Ottawa ON K1A OAB 2002 HOnOIJrClblo Brian Cobourn Minister of Agriculture, Food and Rural Affairs 77 Grorlvillo Str()ot, 11 th Floor Toronto ON M5S 183 2, Apri 10nourable Minist.ers, Tho Council of the City of Kawartha Lakes is gravely concerned with tho financial state of our farming community and what Is quickly becoming a desperate situation for all farmers not just here but throughout Canada <15 a whole, Dear While lacing rising CO!;t:;; for fuel, fortilizer and other it€!ms, our farmers are oxperlenclng record low real pl'i()os(adjusted for inflô1lion) for grains and oilseeds. Ordinarily, a low price turn In a business would be followod by an upswing, which would allow produc",rs to stabilize their busineSs. However, global agricultural economic factors am not being driven by supply and demand factors: American and European farm policios are in the dl'iver's scat and Canadian farmers are th.Q unwilling passengers. On a pOI' capita level, it is obvious that Canada Is woefully negligent in the support of tho farming community as for overy $1.00 tllat Canadians spend in support of farmers, the US spends $2,06 and the EU isspendinÇJ $2,14. To S1.\y that this global arithmetic leaves Canadian farllle~s shortchanged would be an ~Hldcrst"t()!nent. Here in tho City of Kawarlha l.akes, agriculture gen(.rales 80 million dollars annually from farm gato sales. It is our greatest concern that as the economic viability of farming declines, our rural communities will wither, as well. Without Immediate aellon, our city - in fact, all Canadians .. will see an unpreMdented exodus of farm,miì from the land, Our farmer$ neet1 along,tel'm safety net program tlla! addresses the needs of the industry and establishes a levÐI playing field against International subsidies "nd foreign food policies. Wo are .\61<ing you to addross this issuo and \0 work closely with th.e agricultural Industry to develop a proç¡rarn that will mal<0 this industry viable. Thanl( you for considering our views on tho serious and uroel1t ~ltuallon lacing our farmers. You 1'5 tru Iy sl(1MJd by Sandra .Jack Sùndra ,!flol< Ar.:lil1fJ Mayor OrlS/Jnn Kawartha Lakes Tb~;j7J ;p,~(h'l undtr COPlrM\ ns II ¡mIlt :;~nil:l! b;Ü;;õi"¡9InMffi:! O~'/f,l\nl'''I'''n, ~d ~t$III)J' n~<:t~~luil.v \'\.'tï/'/'I rb~ Iti!!w~ Or }l1.I:IJJUII~ uCUto ÁSIIot!rttioo orM\I"ldIIlIlIUt~ ",I Onllll'iu CAMO), Iu: l;l1b~MiurV:,~.u.IJ~f2:'!!&Omttr".t dln.ctnr.; or.Qe~I'I!!;. ____.,........ 95 _.. ---.-..---- ---..--- --------.. Motion of April 9 meoting of the Counoll of the City of Chris Hodgson, M.P.P John O'Reilly, M.P. F10MA and AMO Allec:hrnent$; COf>Y te, B5/B1/B2 22:13:24 EST ASSOCIATIOn OF?-) 1 519 &33 7&&1 CLERK-Elgin Co Page BB4 MAY-OI-02 WED 05:10PM 260 FAX NO. 416 971 6191 p, 03/03 MOllcd by Cmlllci/lol'1>. Villc/Iloi/"e, Secollded by COllI/cillo/" 1'. 0 'Reilly WHEHI.;'AS agriclllture is a major contributor 10 the economy of the City of Kawartha Lakes, provltiing greator tllan 80 million dollars in farm gate sales annually; AND WHEI'IEAS a majority of the 1750 farms located within the City of Kawartha Lakes art:! family bwnod and operatod; AND WHEHEAS City of Kawarlha Lakes' farmers $upport their provincial agriculture commodily organizations in lobbying for a "Mado in Ontario Safety Net Program"; NJD WHF.HEAS tho Council of 1110 City of Kawarttla Lakes wishes to acknowledge the efforts of the city'" agriculll~ral sector in lobbying both the provincial and federal governnlents for the impICHnent¡¡tioll of a Made ill Ontario Safety Net Program and a successful resolution to the sevnro financial conditions plaguing all Ontario farmers that will allow Ontario farmers the opportunity 10 be competitive wilh producers in olher jurisdictions; HESOLVED THAT the lelter circulated at the April 9, 2002 Council meeting requesting serious consideration for tho implementation of a long-torm safety net program, as well as a copy of this resolution, bo immediately forwarded to both the pl'Ovincial and federalministrìcs of agriculture ¡)I1cJ to tho Association of Municipalities of Ontario for circulation to all municipalities on behalf of tho Council of tho City of Kawartha Lakes and under signature of the Mayor, ~';¡";;¡;;:;;;ïí;¡;;:;¡¡;¡u,;;¡'''',""~;¡;;¡¡¡;;;¡'i'':;;'''~¡;ÿï;;;;l'I'''I''r. "",,,1101;'._ on' ".;;;;¡¡ J\W'''i1~I'ilj rel'k'tt fhe "itw.'\ c>r p(~;!loU!f of Ule ^ ~~Ot,lu.tiOA or MUlli..:I)Alij~ I)rOntDrìo (AMO), il'/ \!Ilh~,j,I~,.!,!ì,.l)'\~\IJ'~$;otlì~~r.'!1~~130.!:~.~, ._ 96 to Please circulate TOWN OF HALTON HILL: WOrking Together Working for :You! Clerk UhU·· .I I Attention May 6, 2002 Clerks: I'IlQtiJ::e to all Ontario Municipalit the its meeting held on March 25, 2002 adopted avlaw Please be advised that Council for the Town of Halton Hills at following resolution: Smokin Re: Ontario have grappled with smoking by-laws for restaurants, bars and other WHEREAS, Municipalities throughout public places, AND WHEREAS many municipalities have implemented smoking by-laws, this is an issue of workplace health AND WHEREAS restaurants and consistent across the Province, AND WHEREAS, smoking by-laws have become a divisive issue between bars municipalities, these, by-laws are not AND WHEREAS AND WHEREAS different smoking by-law restrictions between municipalities create unfair competition, owners have repeatedly stated that they want the rules to be AND WHEREAS bar and restaurant consistent across the Province, the taxation of Ontario receives a large amount of revenue from AND WHEREAS the Pl'ovince of cigarettes across the Province, IT IS NOW HEREBY RESOLVED, that the Town of Halton Hills request the Province of Ontario to develop uniform smoking regulations for all public places including bars and restaurants to ensure a "level playing field" and fair competition throughout Ontario, AND FURTHER THAT this resolution be forwarded to the Region of Halton, City of Burlington, Town of Milton, Town of OakvillE¡, Premier of Ontario, Opposition Leaders in the Ontario Legislature, the M,P.P. representing Halton, and all other municipalities, AND FURTHER THAT this resolution be forwarded to the President of the Association of Municipalities of Ontario for discussion and recommendation at the annual AMO conference in August 2002. Council for their consideration and support. this resolution to your Please forward Karen Landry, Town Clelrk P.O, Box 128, 1 Halton Hills Drive, Halton Hills (Georgetown), Ontario L7G 5G2 Tel: 905-873-2600 Toronto: 416-798-4730 Fax: 905-873-2347 Web: \XI\"Vw.mw.Q,h~hQ!)-::hiUM)n,ca ... 9· ... ... "" Distributed to M/ltlicipal Clerks by FAX ONLY on May 6, 2002 rfThis is a paid announcement and views and comments expressed heroin am not nocêssar¡fy endorsed by AMCrO. .. C9RRESPONDENCE - Ma 142002 .~ enda Letters of appreciation for grant approvals a) St. Thomas Elgin Public Art Centre b) Tillsonburg & District Multi-Service Centre c) Talbot Settlement Bi-Centennial Committee d) St. Thomas-Elgin Tourist Association A InformatÎon - (Consent Items for 1 Ann Tuplin, City Manager, City of Sarnia, informing Council of the City of Sarnia's request to the Provincial and Federal Governments for funding to assist with shoreline protective works for property owners in the Lake Huron shoreline area of the City. (ATTACHED) 2 AMO Member Communication - For Your Information 1) AMO Announces Details of the New Ontario Centre for Municipal Best Practices; 2) AMO Comments on "Canada's Urban Strategy" (ATTACHED) 3 AMO Member Communication - ALERT 1) AMO Rejects MOE Administrative Monetary Penalties Proposal; 2) New Taxation Regulations Released; 3) AMO President Lends Support to OMA Report on Physician Shortages; 4) AMO Responds to OMERS Devolution Consultation. (ATTACHED) Ms. Marie Turvey, Chair, Board of Health, Elgin Sf. Thomas Health Unit, requesting the Ministry of Health and Long-Term Care to confirm acceptance of Dr. Sharon Hertwig as the Acting Medical Officer of Health for Elgin County (ATTACHED) 4 Township of Malahide, with an invitation to attend the Official Opening Ceremony for the Springfield & Area Community Service Building on May 25, 2002 at 11 :00 a.m. (ATTACHED) 5. Letters supporting County Council's resolution of support for the County of Renfrew's resolution requesting the Government of Ontario to quash the proposed Administrative Monetary Implementation Policy: a) Municipality of Central Elgin b) Town of Aylmer c) Township of Malahide 6. James W. Knight, Chief Executive Qfficer, Federation of Canadian Municipalities, with Consent Form and election procedures for FCM's National Board of Directors election to be held on June 3rd, 2002. (ATTACHED) 7 Peter Hume, Chairman MPAC Board of Directors, with a copy of the 2001 Annual Report and Finahcial Statement. (Available for viewing in Administrative Services) 8 Bryan Clarke, Chief Administrative Officer, Association of Ontario Road Supervisors, with an invitation and registration form for the 2002 Municipal Trade Show, June 4 and 5, 2002, at the Cornwall Civic Complex & Convention Centre. (ATTACHED) 98 9. Steve Peters, M.P.P" Elgin"Middlesex-London, supporting Council's resolutions to: a) The Honourable Jerry Quellette, Minister of Natural Resources, regarding the protection and conservation of water through the development of a provincial water policy. The Honourable Martin Cauchon, Minister of Justice and Attorney General of Canada and the Honourable David Young, Attorney General, calling for the Federal and Provincial Governments to provide the necessary powers and funding to schools to deal with the violent behaviour of troubled youths. The Honourable Chris Stockwell, Minister of the Environment: 1) regarding the protection of the environment and potable drinking water; 2) calling on the government to enact legislation requiring producers to reduce the packaging of goods at the source of distribution and retailers to take back packaging materials. The Honourable David Young, Attorney General, regarding the need for legislation strengthen the systems of sentencing, corrections and parole and release. The Honourable Tony Clement, Minister of Health and Long-Term Care: 1) concerning the re-establishment of outpatient rehabilitation services at the St. Thomas-Elgin General Hospital; 2) calling on the government to establish a fund for nurse practitioner positions across Ontario. 10 b) c) to Copy of the "DRAFT" minutes of the meeting with the Hon. Chris Hodgson, Minister of Municipal Affairs and Housing on February 25, 2002, at the Royal York. (ATTACHED) d) e) 11 Federation of Canadian Municipalities, Green Municipal Funds Update - "Green Municipal Funds Investments of $1.2 Million to Improve Municipa.l Infrastructure and the Environment" (ATTACHED) 12 Paul Baldwin, Chairman, East Elgin Medical Facility, acknowledging Council's letter of March 28 concerning their request for funding and advising that the Board of Management will be providing Council with further information for their consideration 13 2001 Elgin-St. Thomas United Way Services Financial Statements - December 31 (ATTACHED) 14 Brian Klunder, Special Assistant - Ontario, Office of the Minister of Transport, concerning Council's resolution regarding public infrastructure in Ontario. (ATTACHED) 15 The Honourable Gar Knutson, PC, MP, Secretary of State, Central and Eastern Europe and Middle East, regarding Council's concern with the pending closure of outpatient rehabilitative services at Sf. Thomas-Elgin General Hospital. (ATTACHED) 16. Terry Carroll, CEO, United Way of Elgin-Sf. Thomas, introducing Keith Nap, Lear Plant Manager, as co-chair with Ken Monteith for this year's 2002 campaign and announcing some up-coming events in the community. (ATTACHED) 17 18. Marjorie Wilcox, Senior Manager, Planning, Finance & Corporate Support, Ministry I Jµ ~. II; of Health and Long-Term Care, confirming a one-time medical eq.uipment grant of '/1' ~)l~,r $135,000 to the County of Elgin to purchase land ambulance vehicles and -j;JV"'J 11 JJ' equipment for response time Improvements r 19 Report and Auditors' Cynthia St. John, C.A.O., Elgin St. Thomas Health Unit,with Financial Statements to December 31,2001 (ATTACHED) 99 200? If! j\pq 2002 April Warden Wilson & Members of Council Elgin County Administration Office 450 Sunset Drive St. Thomas, ON N5R 5Vl would like to extend to you my This is always a positive step for Warden Wilson & Members of Council On behalf of the St. Thomas-Elgin Public Art Centre, I sincerest thanks for including our organization in your budget. the Art Centre and the community it serves. Dear In addition, I would like to thank you for supporting the Public Art Centre by granting it $5,000 towards its operations for the County of Elgin. Your understanding and support of the community's needs are greatly appreciated by so many. encourage you to come I Once again, I thank you for your unc' xstallding and support, and and take part in the wonderful programs that the Art Centre has to offer. .... Sincerely yours, d~ Lori Chamberlain, Executive Director District Multi-Service Centre The Livingston Centre 96 Tillson Avenue, Tillsonhurg, ON N4G 3A1 Tillsonburg & Telephone (519) 842-9000 Fax (519) 842·4727 Mission To provide human support resources Vision Enabling individual independence 10,2002 Elgin County Council/Staff 450 Sunset Drive St. Thomas ON N5R 5V1 April to members: On behalf of the Tillsonburg & District Multi-Service Centre we would like to thank you for the recent notice indicating our agency has been granted $2,000.00 (to be received in December). This money will be designated the Adult Basic Literacy and Community Counselling programs, as the need is greatest in those service areas We appreciated the recent opportunity to meet with Council and describe the needs in our service provision Dear Staff and Counci a As you may know, the Tillsonburg & District Multi-Service Centre has been providing community services since 1978. We often reflect on our lu\mble beginnings, starting with one service, in the house on Rolph Street and marvel at the development that has occurred in the provision of services in Tillsonburg. Our present location multi-partner building called The Livingston Centre, reflects those changing times in m Generous donors and grantors, like Elgin County, have contributed to our ability to respond to community and individual client needs - our primary focus. While we do receive regular funding in some of our programming areas, this is not the case for every service. That is why we host two regular fundraising events each year and encourage donations and grants. These funds allow us to commit to programs that require community support order to receive regular funding. It also allows us to plan for future needs. needs and future þlans our current in Thank you for investing Ýa'h ~ Sincerely, Fund Development Coordinator Vandenberghe, Maureen Marlene Pink, Executive Director 70°3 1.oY61 fYç Rem(1;n sefYIces 10,2002 Linda Veger Director of Financial County of Elgin 450 Sunset Drive St. Thomas, Ontario, April N5R 5Vl Dear Ms. Veger: On behalf of the Talbot Settlement Bi-Centennial Committee, we would like to thank you for providing a future for the past through your generous grant to our project! Thank you for becoming a partner in making our history alive and relevant and acting as a goodwill ambassador for the Talbot Settlement Bi-Centennial, within the county, and province. Sincerely, The Rev. Nick Wells Bi-Centennial Chair St. Thomas-Elgin Tourist Association p,o, Box 22042, 545 Talbot Street St. Thomas, Ontario NSR 6Al Fax: 519-631-3836 friends@elgintonrist,com Telephone: 519-631-8188 Toll Free: 1-877- GO ELGIN email: 2002 :II MAY 29,2002 Mark McDonald, CAO Corporation of the County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5Vl April Dear Mark, I am writing for a number of reasons but in particular to thank the County of Elgin for their financial support, to provide you with your framed membership certificate we are providing to all our STET A members, which we hope you will hang in a prominent location and to bring you up to date on some new initiatives and new members benefits. This year, as a membership incentive, we have negotiated a reduced rate for our members to have their brochures delivered to all the tourist booths in southwestern Ontario by Daytripping. Normal charge for this service is $200 but any STET A member will receive a $50 discount. This savings is a direct member benefit to help offset your membership fee. As time progresses we will begin to negotiate other discounts for members. A quarterly newsletter is being created to keep you up to date on discounts, new programming and general information. The newsletter will be placed on the web site and also mailed. Please feel free to provide information you would like to see in the newsletter. A new special event this year will be the 1" Annual Canada Day Perch Search. This exciting event will invite registered participants to fish the north shore of Lake Erie anywhere in Elgin County from Port Glasgow to Port Burwell for a chance to win up to $10,000. We will tag as many as twenty fish to be dropped into Lake Erie on Sunday, June 30. The program will run for two full weeks. All STETA members will have registration forms to register participants. You will be a part of this program as a STET A member. This program will bring tourists to Elgin, generate revenue for STET A and hopefully create extra traffic for area businesses. Weare also in the process of re-introducing the "Incredible Elgin" poster and plan a special promotion for this project later in the summer. if you have any me So watch for the newsletter and look for our Perch Search registration package. Call questions and together we will promote "Incredible Elgin". Regard: M Marg Emery. Q;burism Coordinator Ann Tuplin City Manager Manager Office of the City 255 N. Christina Street P.O. Box 3018 Sarnia, Ontario N7T 7N2 Phone: 519-332-0330 Fax: 519-332-3995 E-mail: citymngr@city.sarnia.on.ca 2002 HJ Þ,DQ 17,2002 Apri Warden John Wi Elgin County 450 Sunset Drive St. Thomas, ON N5R 5V1 Ison Wilson Sarnia City Council has some grave concerns regarding the effects that long term erosion will have on our City and on property owners in the Lake Huron shoreline area of our City. Warden Dear Our City has approximately 16 km of shoreline on Lake Huron and 12.5 km on the St. Clair River which is predominately made of sand/clay and various protection including sheet piling, rubble and armour stone. The Lake Huron Shoreline is especially susceptible to wave action erosion due to storm events especially in high lake level conditions. Lower lake levels make shoreline protection much more affordable, however these conditions may not last long. This potential for erosion of the banks puts in jeopardy both public and private property. is important to proceed with protective works as soon as it With the above in mind possible. Sarnia City Council would respectfully request the Provincial and Federal Governments assist Sarnia in this regard through grants or other subsidies which may be available. Yours A~ City Manager OD AT/sw Page BB2 p, 01/02 Association of MunicipaliUes of Ontario CLERH-Elgin Co 416 971 6191 ...~- 1 519 £.33 7£.£.1 FAX NO, ASSOCIATION OF?-> 260 APR-15-02 MON 05:40 PM EST B4/15/B2 22:B£.:1£. 393 Un!v¡;:(!ìHy ^VMtJG. SuUn 171)1 "oron!t), ON M!lG 1Ee G) 971·S85G . fax: (418) B71·GH\1 email: .amo@nmo.munh.:ol\.\.com (' 'To1 on . I For Your ()nformat 15,2002 - FYI 02/008 Apri tllD attention ofthe Clerk and Council AMO Ann()lJl1ces Delails of the New Ontario Centre for '(a Practice~ At th,., Aß.$oci'·1Iion of Municipalilies of Ontario (AMO) Annuai Conference in August 2001, the Honourêlblo Chris Hodgson, Minister of Municip¡¡1 Affairs & HOllsing, announced his support for AMO's proposal to establish a Centre for Municipal Best Practices, The Centre is a coliaborative effort between the Province, AMO and other key stal<eholders from the municipal sector in Ontario. Using the results of the Municipal Pcrforrmll1ce Measurement r>rogram (MPMP), the Ontario Municipal Benchmarking Initiative (OMBI) and other sOllrces, the Centre will bE! responsible for: . seeking out and showcasing municipal best practices in service delivery; and then . actively Gncouraging the wide spread adoption of these practices in municipal operations throughout Ontario for tl10 benefit of taxpayers. Municipal Best Tile direction and operation of the Centre, which will be accountable to the Ministry and AMO, will be oV0rse~)I1 by a Steering Cornmillee comprised of representatives from the academic, municipal associations, technical, provincial and private sectors. Prospective members who have been invited to serve on tho ini1ugural Steering Committee are IiSt8d below. At the first meeting of this committee, which will behold in May, 2002, the committee will select a Chair, review its mandate and develop a workplan Sleering Cornmitteø, AMO has engaged the services of Mr. Michael Boggs as Project ßog(Js is currentiy Project Manager of the OMSI and he will continue to serve in both at least the next ye,Jr, Mr, Bill Wincg,JrCI has also been engaged to assist the Project To assist the MaM[Jcr, Mr. cap¡¡dllos for Manager. Pre:>irJont Ann Mulvale noted that the Association is appreciative of Minister Hodgson's support for the Contre and his Ministry's financial commitment to underwrite the setup anel first year costs. With this initial investment by the Province and the participation of municipalities and their associations, the Ontario Contro for MuniGipal IJesl Pmctices has been launched in a very positive fashion. Regular reports tCI the Province Dnd tile municipalities will ensure a very successful Initiative. _......__".~I"',..__"'" PRACTICES STEERING COMMITTEE D<Jvid Siegol, Professor, Brock University; and Kafhorlne Gralwm, Professor, Carleton Universlty ONTARIO CENTRE FOR MUNICIPAL (JEst Pat Moyle, Executive Direc/or, AMO Dan Elllo/, Town of Richmond rim, representing MFOA Kathleen McFadden, Thunder Bay, representing OMSI Edward Archer, /-Ialton Region, represcnflng OMBI OGRA Ao¡~del11h; MUllh.:ipal: Andy Koopmans. Executive Director, AMCTO NIU"I Bo/lcham/Jer, General Manager, OMAA )¡¡vld Young, City of Brampton Hoof/Jer Aäams. Township of Terrace Bay Municipal-'· TGchnical: Lome Tumor, City of Toronto Rle l'?obeJtshaw, Halton Region /\ndrciw CamplJe/l, York r~eg;on SheUa Rlch¡.¡rdson, Executivè Dlrector Provincia!: LDny Clay, Diractor, MMAH; and ono representative from MOF Privllte: Di'J'Ad I1lpgrave, Society of Managoment Accountants; and Tim Beallclmmp, Canadian Institute of Charlerod Accountants 905-984-3602 Few mQw>€! information cont.act: Pdt Moylo, Executive Director, AMO at416-971-9856 Lnny Clay, Ministry of Municipal Nfairs and Housing at 416·585-724ô Miclll.101 BOgg¡l, Pmjocl Manager, OMBI and OCMBP at 805·631·8569 or / o I Page ElEI2 CLERK-Elgin Co 519 &33 7&&1 1 ASSOCIATIon OF?-} EST El5/El3/El2 22:EI&:42 ~I!!! ~¡ For Your (:)nformat 01 Association of Municìpalilies of Onti!rJo P 6191 i&..td- 416 97 FAX NO, 260 05:23 PM MAV-03-02 FR 3i13 Unt\icr:>lly Avcn\JII, S\/ilt: 1701 rOfonto. ON M!iG 1ea 971·6191 ¡corn,çom 6) íl1,·()õ5Ci ' I'lx: (41G enH~H: fll\'lo@amo,mu (' 7. on . I tile atlM'lion Of the Clerk and Council. May 3,2002 - FYI 02/012 rmnedjate Attention To for Canada's Urban Strategy" AMO President Ann Mulvale was invited to join Judy 8gro, Chair of the Prime Minister's Task Fomc on Urban Issues éJt a press conference today. The President was speaking at the Ontario Small Urban Conference in the Town of Saugeen Shores and could not join Ms Sgro or the Associate Minister of Municipal Affairs and Houaing, Tina Molinari or Case Ootes, Deputy Mayor of the City of Toronto. AMO did issue the following news release. 7'OI'Qlllo, Ont., May.1, 2002 - The Association of Municipalities of Ontario considers the Report "C¡:mada's Urban Strategy" a clear opportunity for re-shaping how governments work together, The Interim report by U16 Prime Minister's Task Force on Urban Issues goes a long way in framing (he iSSUfòS <:'\nd identifying direction for next steps. " AMO Comments on The n(~port corroborates what municipal governments have been saying - that the demands on s()rvi<;es and programs are outstripping the ability of the property tax base to cope. 'We have to find new ways of generating revenue and funding activities that are putting this strain on the tax baso," sHid .AMO President, Ann Mulvale. "We can no longer afford to limp along and ignore the real il1w~stn1ent needed to address the many challenges, challenges that are shared by many different typos of municipalities in Ontario, We must have predictable and stable revenue streams" The Report leJontifles three priority initiatives - affordable housing, infrastructure and transportation. "AMO aorees that those are priority areas and addressing them will help turn the tide and strenl)lhen our. urban regions," said Mulvale. "We nøod to stay focused on results. In looking at urban regions, we can ill-afford to ignore the challenges of rural and northern communities." The Report states that (he three orders of government - federal, provincial and municipal must have mom meaningful collatJOration. "AMO strongly agrees," said Mulvale. "In Ontario, we have a Memori'mdum of Understanding with the provindalgovernment on how we will he consulted on Icglsklliofl and progrilms that imp<Jct municipal government." AMO welcomes the recognition that the fodE'.<ral ~1Ovornmont has a rùle to play and looks forward to providing input to the Prime Mini!\ter's Task Porce. on how to bring tllis Urban Strategy to life, www.mlll1icom.com. R(':lolions at 416-971-9856 ext. 316 1 through AMO's slIœcliption bnsed MUNICOM Mtwor/r at 02 for mort! information cont,lcl: Pat VMini, AMO Dirootor of Policy and Govcrnrncn {"formation {$ lIVélíkiJble 'fhr~ Page ElEIZ p, 01 f\S~U\,;Ii::mUI' UI Municípalltles of Ontario CLERK-Elgin Co 6191 E~( 416 971 I 1 519 £.33 7£.£.1 FAX NO, ASSOCIATIon OF?-> 260 APR-17-02 WED 03:36 PM EST El4/17/ElZ ZZ:El9:41 393 Unlvc>!1;;ly Avenue, SLlilo 1701 T,yonto, ON MSG 1 E6 To: (416) 971-9850' ra", (416) 97Hi191 e-mail: ;::rno@=Jn.lO.n.1UniCQI...OOm r;w·t To/he immediate attention of the Clerk and Council Pleasei (ltI$/Jre that coph~s of this are dlstríbrJted to aU 021016 Members of Council Alert 17,2002 Rejects MOE Administrative Monetary Penalties Proposal Apri Immedlèlte Attêntion F(H Its Administrative Monetary Penalties MOE not proceod with that AMO AMO has requested r~egulalions S$ut! BaG!cgmund AMO ¡,m; serious concerns with proposed provincial regulations under the EnvIronmental Protection Act, the Ontario Water Resources Act, and the Pesticides Act, that would allow MOE Directors to issue administrative monetary penalties for violations that do not warrant 189<.11 cllmges, Base j'irJes would range from $1,500 to $4,000 per violation, but could reach a maximum or $10,000 per day for repeat violations. AMO is concerned that MOE: Directors may issue these fines for a whole range of practices, provi\iing municipalities with rJO legal recourse \0 contest the fines. According to the guidelines, a due diligence defense would not be allowed, although those issued fines may negotiate a reduction In fines biJsed on evidence AMO shares the concerns of the Municipal Court Manclgers' Associations that these fines will t<llŒ away from municipal Provincial Offences Act revenue that is currently gained through Part I Orr€mcos under these environmenlal st.atutes. AccordlrJg to the Local Services Realignment SW<1P, the POA revenue was part of the calculation to partially offset the cost of the transfer of other services to the local level. By removing fines for violations under envirorJmental statutes from lhis reveml0 pool, the Ministry of the Environment's proposalllndermines the basis of the Province's 'revenue neutral' formula. It appMls that this option will be open to all other ministries who are seeking new reverJue streams for their operations Given the financial implications of this proposed policy change, AMO has called on the Attorney General and the Ministry of the Environment to conduct and share with us a full cost impact analysis with regard to the effect on municipalities. Several municipalities have indicated impacts of $300,000 and more. Actinn In its comments on the regulations, AMO strongly recommended that the MOE not proceed with HWGC regulations. AMO will be seeking a meeting with the Minister of the Environment and othm Ministers, including Finance arJd Attomey General. AMO's subscription based MUNICOM network lit www.municom.com. Senior Policy Advisor at ex!. 329 03 Crawhal more Information contact (4113) 971-9856: Nicola tflro¡¡glJ This Íllfom¡"ao/1 is ava/labia 1'01' Page BB2 p, 01/03 Assooiation 0 Munioipalities of Ontario ('" CLERK-Elgin Co 91 I',/" 111(:Î 6 971 6 / 41 519 633 7661 FAX NO, 1 ASSOCIATION OF?-) 260 EST 3 PM B4/22/B2 22:B9:18 APR-22-02 MON 393 U,'iversily Aver),)., Sui Ie 170\ TC>'onto, ON M5G lEG Td: (416) 971·9858- fox: (410)971-6191 em.~iÎr: ;)IIQ@1mo.m~nicnm.oon¡ r1··'~'t· t '( . i.\,'l of the Clerk and Council /mmediatfi! attention ~..; 22, 2002 - Alert 02/017 Apri the fo New Taxation Regulations Released Regulations relating to the extension of tax ratio setting deadline; business education ax rates, railway rights-of-way and 'heads and beds' rate were forwarded to Ylunicipalitics on April 19 by the Ministry of Finance. It,sue: Association.) A number of regulations that will allow municipalities to further analyze their tax ratios ÇJovcrninø the distribution of the municipal taxation burden to property owners in their juri:;diclions have been released the Municipal Finance Officers (The following <~nalysÎs has been provided by F at~t., Perhaps most important is the extension of the setting of tax ratio setting and upper-tier levies to MCìY 31,2002 from April 30,2002, This extension was made necessary by a delay in issuing the mgulotion regardiQ~lthe calculation of tax mtios wtlere threshold limits applied in 2002. for railway rinhts-of-way, the regulated formul8 requires the phasing-in of one-quarter of the rorrmininlJ gap between the target rates. The formula thus continues the eight-year phase-in process Initiated in 1998, ßu~;ines$ educ@tion tax rates have been calculated at the broad class level for each municipality and form part of the regulation. Education tax cuts from 2001 to 2002 are included in the mgulated rat(.Js. In municipalities that have utilized optional classes, the education tax mles are to be distributed to the optional classes in accordance to the ratio between the 2002 bro;'1d ClC1SS rate and the 2001 broad class rate. That is, if the 2002 broad class rate is 3.6% and thfJ 2001 broati class rate is 4.0%, (ratio of 0,9), then each of the optional education rates frorn 2001 are multiplied by 0.9 to derive the 2002 rate. set at $75, a number that has remained "¡Jalll Tho 'hemJs and beds' rate for 2002 forward is static for a number of years. tax A draft regulation W<lS also included in the pack2lgo relating to the calculation of the 2002 ratios in single-tier threshold-restricted situations as well as an upper-tier model. It is antit:ipatÐd that the dmft regulation will be finalized in the ooming weeks Apri the Ministry of Finance website as of www.mfoa.on.ca regulations have not boon posted as yet on but can b~~ viewed from MFOA's wQbsUe 1'1/ The) 21M these Action: AMO, with the assistance of MFOA will continue to monitor and analyze both reOUli¡lions and further regulations as they becorno available. www.municom.com. 104 AMO ~ sUbscript/oo based MUNICOM network a tllroUgh is aV<lilab"~ ,()¡is inlNmi1tion Page BIB p, 02/03 ASSociatiOn 01 Municipalities of Ontario , CLERH-Elgin Co 6191 \"'/(' I,í:¡ . 416 97 / 519 633 7661 FAX NO, 1 ASSOCIATIOH OF?-> 260 4 PM EST 18 MON 05 am.'" :- \!U.1¡. . .. ,'-~ ,'~ :. ';¡ 18 84/22/82 22 APR-22-02 ~;!"il "'If. '¡ ¡:",'" " ';tß \,,¡\ ,t. ¡(¡r,\¥ ~..';,\ 1"'\ 'I~'~ ~n¡ Æ~) ';:~:" ~:~If. ~mW~~,\I To III/) imnwdiate attelltion of I/w Clerk 393 Univer~,ily AV01IJC, SUIte 1701 Tc:rol1to, ON MGG 1E6 II I ,'I! ,,¡,,;~!>.J '~1~1 :i¡i"" ~ ~t·'r ~~ ,.,,~,,'¥ì! (~'!;¡~~~~~¡~i~ ;~t(lr¡,I,.;lt..... (416) 971·9BC6· fo~ (4IG) 971-6191 ernêl!l: txna@1rno,munioor,1,oom 22, 2002 - Alert 02/018 Td Apri and COIJ/1l' AMO President Lends Support to OMA Report on PhysIcian Shortages Ani) Mulvale, AMO President, today, participated in an Ontario Medical Association (OMA) Press Conference, commenling on the importance of addressing the physician shortage problem flcross Ont~rio h;$U~: Workforce Policy and Planning. A copy The following am the AMO released its position paper on Physician be found on the OMA website ~'fI.~,gm8,org. comrnents responding to the OMA repor Facts Tho OMA of \[IU mports car Prøsìc1ol1t's Municipalities of Ontario's support to the position paper on Physician Workforce 8 number of recommendations that AMO's this is not a simple problem and that it will "Toronto .., I ~~1l1 here today 10 lend the Associi1tion of reGomnlündalions in the Ontario Medical Association's Policy nnd Planning. The OMA's re[)ort outlines membership have been advocating. We know tha requlro a number of different initiatives to solve. f~()c(mm0ndations, for example, to increase medical school enrollment; to increase the number of fully qualirit1d internatiorwl medical graduate posilions; and to eiiminate policies and regulations rn,Hid0ting forced retirernent of physicians basad solely on age -. all of these will go a long way in addrcs"ing physician shortages in underservlcod communities throughout Ontario Wo also agree that solving this issue will lake ~dditional financial resources, however health care is the fimmci,11 responsibility of the provindal and federal governments, not municipal governments. We l<nuw th"t areas wi 111 physician shortages face unique ctlalienges. For instance, communilies exp':1riencing shortages require physicians th¡Ü are more broadly skilled and who can perform a number of he8th sorvices I think the OMA document released today begins to do this. It gives us a good understanding of wl'lat physicimls need to meat the challenges in underserviced areas. As previously mentioned, cornrnullities with physician shortages are f8cinn a number of related impacts and ch8lienges, for instanco, access to medicai care is Import8nt to economic growth and deveiopment as businesses loclJte where there me already heaith care services; and longer travei time or wait time results when residents arc forced to 90 outside their community just to see a GP. There is a negative impact on QW,llity of life - 1:1 dr<1in on the individual, family, friends and support groups; communities are finding thernsfJlvos in 11 recruitment war, faced with no choice but to use properly tax doliars to offer physician:! incentives in ordor to lure them to their municipalities. We cannot simply keep moving pllysicinns ~round. Physicians anclhealth practitioners mean a lot to our communities. They not oniy provide valuable health coro, their servicePo playa role in attracting new businesses and industry to our communities. And Ihis GontrilJut¡)s to a slrongor, more stabl,) properly tax base, which in turn is important to supporting tlm services for which municipal çJovemrnents are directly responsible and held ¡:¡ccount;)IJle." to advocate solutions to ~ddross the physician shortage issue across continue AMO wi A(~tiol1 Ontario. 342 Dino Zuppa, AMO Senior Policy Advisor at 416-971-9856 ext nt:; 1 For mC:d'O Information confac·' Page 882 CLERK-Elgin Co 1 519633 7661 ASSOCIATIon OF?-) EST 85/86/82 22:87:28 p, 01 Association of Muni cipalities of Ontario (, 6191 / ~/ ~ ~".~ ...:' ,.fL 416 97 FAX NO, 260 MAY-06-02 MON 06:06 PM 393 Unive",ily Avmuo, Suit. 1101 Taonto. ON M5G 1E11 (416) 911-9858' fõ)C (416)911-6191 email: ::mo@3.mo.municom.rom Tel ert I Members CJf Council "1"0 the immediate attention of the Clerk and Council PI(uISC ensure tliat copies of this are distribuled to a/l May 6, 2002 Alert ·05/019 For Immediate Attention AMO RESPONDS TO OMERS DEVOLUTION CONSULTATION Today, AMO responded to the Provincial Government's consultation on the Ontario Municipal Employees Retirement System (OMERS) Report on autonomy and governance SSU(1 Btjç!cgrollnd AMO received <.I letter from the Honourable Chris Hodgson, Minister of Municipal Affairs and HO\lsii1g, on Apri112, 2002 (please see Alert - 02/015). In the letter, the Minister requested that municipalities and other OMERS plan stakeholders respond to the recommendations made in the March 213. 2002 OMERS Board report, Changing OMERS Relationship with Govornmønt: A Report on Governance. The timeframes for the cönsultation were very tight. Stakeholders had until May 6. 2002 to respond. AMO immediately sent an Alert out to membcn; regarding the issue and made the Minister's lettm tme! the OMERS !'Cpor! available on the Association's web site at www.municom.com.. During the tl1ree-weelt consultation. AMO discussed the devolution with its members, other OM[~RS stalœholdors and the legal firm of Hicl<s Morley. As a result of this input, a chart. whic:h includes tho various OMERS recommendations and AMO's response to them, was developed. It was reviewed at the April AMO Board meeting and at the May 3, 2002 meeting of OMf2HS Employer stakeholders, The report and the Association's correspondence with the Minister are pUblicly available on AMO's websiles, this Spring Session. so It Is anticipated that the government may introduce legislation during tho phm CfJn be devolved by January 1, 2003. concerns regarding the devolution with OMERS We will also update members regarding the A(~ti(ln AMO will continuo to raise municipal st!'lkeholders, and thE¡ provincial government nr()gros~¡ of this iss.ue. Senior If you have any further questions regarding lhe devolution, please contact Jeff Fisher. PCJlícy Advisor <It (416) 971-9856 ext. 315. 06 1 (519) 631-9900 (519) 633-0468 Telephone: Fax: 99 Edward Street SI. Thomas, Ontario N5P 1Y8 elgin st.thomas health unit 5,2002 Apri 2002 , ~ I APR Health Dr. Colin D'Cunha Chief Medical Officer of and Long-Term Care Public Health Branch 8th Floor, 5700 Yonge Street Toronto, ON M2M 4K5 The Honourable Tony Clement Minister of Health and Long Term Care 80 Grosvenor Road, 10th Floor HB Toronto, ON M7A 2C4 D'Cunha On behalf of the Board of Health of the Elgin-St. Thomas Health Unit, I am writing you to confirm that under the current Health Protection and Promotion Act, Dr. Sharon Hertwig, our Acting Medical Officer of Health is indeed authorized to be the Acting Medical Officer of Health for the Elgin-St. Thomas Health Unit. I am enclosing her contract signed and approved by the Board of Health. and Dr. Clement Mr. Dear The City of St. Thomas has brought forward this issue as it relates to an article found in the Ministry of Environment's Certificate of Approval to operate a specific water system. The article references that "the owner shall establish written procedures to the notification of the Medical Officer of Health and the Ministry required by Ontario Regulation 459/00 and shall ensure that these procedures are followed". The procedure instructs the Administering Municipality to notify the Medical Officer of Health and the Province in the event of a problem with the water system We would appreciate your office confirming that the Ministry of Health and Long-Term Care accepts Dr. Hertwig as the Acting Medical Officer of Health for Elgin County. this matter would be appreciated to kind attention Your Sincerely - ~~~~,~ Ms. Marie Turvey Chair, Board of Health Elgin St. Thomas Health Unit Mr. Roy Main, City Administrator, City of St. Thomas Mr. Mark McDonald, Chief Administrative Officer, County of Elgin Members, Board of Health, Elgin St. Thomas Health Unit 07 c: (519) 631-9900 (519) 633-0468 Telephone: Fax: N5P 1 V8 99 Edward Street St. Thomas, Ontario elgin st.thomas health unit 2002. 1, 1 st day of January this THIS AGREEMENT made BETWEEN THE BOARD OF HEALTH FOR THE ELGIN-ST. THOMAS HEALTH UNIT (The Board) OF THE FIRST PART and Dr. Sharon Hertwig (Acting Medical Officer of Health) OF THE SECOND PART EMPLOYMENT CONTRACT Health the to WHEREAS The Elgin-St. Thomas Board of Health is a corporation pursuant Protection and Promotion Act of the Province of Ontario. 1 The Acting Medical Officer of Health is a licensed physician possessing the qualifications and requirements to serve in the capacity of an Acting Medical Officer of Health. 2. The Board wishes to retain the services of the Acting Medical Officer of Health and the Acting Medical Officer of Health has agreed to provide services on the terms and conditions set forth: 3. N CONSIDERATION of the following SERVICE REQUIREMENTS The Acting Medical Officer of Health agrees to provide on-call Acting Medical Officer of Healfh (MOH) services to the Board during the term of this contract. (1 ) 1. mmunizationof the following >- signatures as needed for school exclusion forms relating to the School Pupils Act; , medical advice in the þase of an outbreak of any communicable disease; continuance of standing orders for examination and prescriptive service through to limited be not but include, Such services shal >- >- the sexual health clinic; signatures for any delegated medica Health Professions Act : signatures under Part 4 (Communicable Diseases) under the Health Protection and Promotion Act; signatures that may be required on administrative documents relating to the ongoing operations of the Elgin-St. Thomas Board of Health; signatures which may be required during the contract period for responsibilities associated with an MOH position but not foreseen as of the date of signing of this contract Registered the acts provided under }- }- }- }- " The Board shall be responsible for all reasonable expenses incurred by the Acting Medical Officer of Health related directly to the performance of services pursuant to this contract. (2) The Board shall pay the Acting Medical Officer of Health the sum of $2,500.00 (two thousand five hundred dollars) per month to provide the required services during the month of the contract. (3) The Board shall pay the Acting Medical Officer of Health the sum of $1 00.00 (one hundred dollars) per hour in addition to the amount stipulated in Part 3 for the provision of medical advice in the case of an emergency, disaster, or outbreak of communicable diseases requiring a Medical Officer of Health or other work, additional to the outlined service requirements deemed necessary for the prevention, protection and promotion of public health. The Acting Medical Officer of Health also agrees to maintain detailed and accurate records of such additional time spent and any extra services rendered and to submit such records to the Board monthly. Additional time not to exceed $600/day, $2000/week or $6000/month without prior approval of the Board. (4) the The services of the Acting Medical Officer of Health will be covered by comprehensive insurance program applicable to the Board. (5) 2002 TERMINATION OF CONTRACT This contract shall continue in full force and effect up to and including May 31 or until sooner terminated and is deemed effective as of January 1, 2002 2 Such termination may be effected by the Board for cause or by giving thirty-days notice in writing to the Acting Medical Officer of Health. The Acting Medical Officer of Health may also effect such termination by giving thirty-days notice in writing to the Board; but the Acting Medical Officer of Health agrees that wherever possible she will give such additional notice to the Board as will allow a reasonably sufficient time to make provisions for the continuity of service. 2 IN WITNESS WHEREOF the Board has executed this agreement by its duly authorized officers and the Acting Medical Officer of Health has hereunto affixed her hand as at the date first above written. SIGNED, SEALED AND DELIVERED the presence of: in 3 Corporation of the ...', , . . The ~ ,~ Township' of Malahide . .. . recognition of the completion of the new ·In Springfield & Area Community Service Building the Council of the Corporation of the Township of Malahide extend aninvÍtation fòr yòu to atÜindthe Official ÖpenírigCeremony. . ',' .0··' .... ,'," ...'...,'........ This buildin~ wil\ benefit the comrp:unity as a Fire Hall, Community policing Office and Public Library. Date: Satl1rday, May 25, 2002. Official Ceremony: 11 :00 a:m. 51221 Ron McNeil Line, Springfield. Place: be 10:00 a.m. to 4:00 p.m. on May 25 there will an opportunity to view the building and meet with members of Council and Fire DepartmerìtNo. 3 (Springfield). " "".,,- From Municípa[ity of Centra[ (Elgin Corporation of the The Ph. 519'631'4860 Fax 519'631'4036 1st Floor, SI. Thomas, Ontario N5R 5V1 450 Sunset Drive, 2002 24th Apri 200? Jl MAY N5R 5V1 Sandra J. Heffren Deputy Clerk County of Elgin County Administration Building 450 Sunset Drive St. Thomas, Ontario Ms. Heffren Dear mplementation Policy Please be advised that Council of The Corporation of the Municipality of Central Elgin passed the following resolution at their meeting of Monday, April 22nd, 2002: Administrative Monetary Penalties Re THAT: The correspondence received from the County of Elgin requesting support of the request by the County of Renfrew to the Government of Ontario to quash the proposed Administrative Monetary Implementation Policy be endorsed. please feel free to contact me at the this matter, f you have any questions concerning municipal office. Jf~ truly Yours Dianne Wilson Deputy Clerk 002 P.01 No 11 9 MfW 02'02 ID:519-765-1446 TOWN OF AYLMER AYLMER TOWN OF 117 46 Talbot Str",~l, West, Ay Imer, OntMio N5H Office: (519) 773-3161 )'11'<: (519) 765-)446 K.tch"þ"", - Ckrk I'/'yl/í< . Adminlstr.tor Gnwes- Adn,¡"iM,ation: W""d,ll May 2, 2002 Honourable Chris Stockwell, Minister of Environment and Energy, Main Legislative Building, Ql,Ieen's Park, TORONTO, ON M7A 1A4 on proposed Honourable Sir: Please be advised of the following resolution passed by Aylmer Town Counci Monday evening, April 22nd, 2002, regarding the Government's Administrative Monetary Penalties Implementation Policy "Tl'tat Aylmer Town Council endorse the resolution of the County of Elgin, regarding the Provincial Government's proposed Administrative Monetary Penalties Implementation Policy, and that a copy of this resolution be forwarded to the Minister of the Environment, MPP Steven Peters, and the Council of the County of Elgin," A copy of Elgin County's resolution is enclosed herewith. for ease of reference. resolution your serious consideration Town Council's Yours truly, ~t:yt:: Please give Aylmer MOE Branch End c.c, Mr, Steven Peters. MPP Elgin/Middlesex/London .......Council of the County of Elgin Shyrin Hirji, Project Manager, Investigations & Enforcement 87 John Street South, Aylmer, Ontarìo NSH 2C3 Telephone: (519) 773-5344 Fax: (519) 773-5334 Email: malahide@township.malahide.on.ca www.township.malahide.on.ca Township of MALAHIDE 22,2002 Apri 2002 ~~<1, APR Branch, Mr. Shyrin Hirji, Project Manager, Ministry of the Environment, Investigations and Enforcement 5775 Y onge Street, 8th Floor, TORONTO, Ontario M2M 4Jl Dear Sir: Monetary RE: County of Renfrew - Administrative Penalties Implementation Policy. 18, 2002, and passed the following Resolution THAT Malahide Township Council endorse the Resolution of the County of Elgin passed March 26, 2002, supporting the request of the County of Renfrew to the Government of Ontario to quash the proposed Administrative Monetary Penalties Implementation Policy. on Apri met Malahide Township Council for your records We enclose herewith a copy of the Resolution passed by the County of Elgin matter. this We look forward to hearing from you with respect to Yours very truly, TOWNSHIP OF MALAHIDE {~;?'4ø.t£?C~( R. MILLARD, C.A.O./CLERK Copy - County of Elgin / - County of Renfrew C:\MyFiles\diam SUSAN E. WILSON 'TrC(!Slm:r .m¡I!:lhid<.',(}[\,c¡\ toW! t:r(1 rre¡ Et .wpd 22 ap renfrcw county 2002\moe files\Randy .0.:; 11~htJ-1.ma!ahi&.' MILLARD .\ANDALL R. :.AO./Cler/, :l\\:\i!: ckrk(u'tow Federation of Canadian Municipalities , ,c:oun:~ill;()r'J~d{:~áYtó~ Toronto,.onta~,io President I',',"'" :'::i'l.!l~§tstehi Apri 2002 APR 29 18,2Ò02 'J:1~(féraJ¡o~',can.a4i~hne 'des municipalités to FcM Ml{nic!Qal M!2.mbers Aïderma~ )ôlm:.sdurial Calgary,,:Albeftà Pi Vic~,I?rCsidellt Pre,miervlœ~présideht Met¡1orand~m Mai't:e Yv~s Di.ichariné f-litll(¿llébec) , SecondVice, Presiden Oe,uxièri:e ,Vlc¿présidej Mayor Ann NIacI.,ean, Ne¥lGlasg?w, Nova S'ëotia Third VkePresident Tr()i¿j'~~e';vice-présiderite éONSENTFORM The Federation ,of Canadian Municipalities (FCM) 6~th Annual Conference will be held in Hanlilton; Ontario frorrl May 31 st - JUne 3rd, 2002. The FCM Ánrìual General meeting will be held during the conference on ,Sunday June 3rd, , 2002 from 10: 15 -11 :45, which will be follòwedby the election of FCM's National Board of Directors from 12:45h to 14:15 h. Applicable FCM By-Laws: , COUli~illpri8a~~e'Mona~háil' Kitimat; BritishColumbia PástPre$idel1l Présidetîtesortante Elèctiò.n'or, for Article II" . Section 4 - Directors Eligible Appointment by Board Jam~s W;Knight Chi~f giecutiveS)fficer Chef de lad¡recnç:m ' 24_rtle,Chlrence.StrCe~ QttaV:;a; Ontario, Kl'N 5P3 ~:fcm.ca Policy ersÓCiilles; Sustainable COh1m1i~itic: ~~d,~nYirCmh1ehtaIPQlky Collectivités:yiables e~ p6litiquesenvirohhementale, ,Qi.(613) 244-1515 'C()m:~uniti'es@fcm:'-ca Corporate'Developmeflt D~vclo'rpem~lit corp~ratif 'r¡iJ (613)241-2126 cþrp,orate@fthià Iritcrhatiol1aJCenttefÓr '." Mübiçipal'Dev~lop~e~,t .c~l1tre internatiòli~lp9µr:Je '.dé';e~àþpèmêht mU,hiCipiù r¡iJ ,(613)~41-71l7, internatiol1a!@fcm,ca: Only. persons holding municipal offic.e in the munièipa, .councils of the'MUnicipal Members are èligible to be electéd as Directors or appointed as Directors by the' Board. . I 'fi' (613)24'1-522 r¡iJ (613)241-7440 federati~l1@,fCI11'ca Websitelsîte~eh': ECOnOmIC.·artd,:SoCial politiques, éC(Hlom.igue, r¡iJ (613) 244-2250 I;'ólicy@fc~,ca Directors All' elected Directors shall be elected at the Annual Gener~1 Meeting of the Federation and shall hold office IJntil the end of the next Annual General Meeting. . Any retiring Director is éligible for re-election if otherwise qualified" Section 20 -Election of I Article Please find attached ~ copy .of theel,eètion procedures and a consént form, which must be retUrned to FCM office by May 21, 2002. Persons who do not s.ubmit their consent. form to .the FCMoffice by that date may still put forward their name. dUring the election, however their name will be,writterì in on the official ballot. please qùestions regarding elections 244~1514 or kmcdowell@fcm.ca any (613) Should you have contact Kelena McDowel Jí!Ímes Knight hief Executive Officer ð 09 1 ~~?n~é.çI~..·ll1fSsi9;n. . _"", .,......._,.._'........,,' IAfÚéfation'can'afienn~ dé~,,!!funicipalitéf.(FCA1) 'es~ Ia~otx nat~o~f)Ü desß~~lJe~nm!end 1n:f{n~(IPa.~:1ef~~~!9:q1·Lâ~C:;M est, v01}é~ à affléliorer:Úq,~alit{~;:lIiefzJlS t~_~tesles,~ollec~viiés en favorÙaittde~ gouverneme¡Jts. munidþpttx forts). efJi~am e(responsable~~ ~Ù~sWi1"~tàt~~~~~,_,_"", :__, . ," . .... ".......,' ,_, T:h~:f~der~tion"of~rÚdÙlnMunifil:~lit!eJ (fCM(h4>::bëen 'the; Ú4tÍon;1 'voiceo! !11u¡tictpal~Vq¡111¡en/ssinæ,f9Ql<~¢M is,dedifa,~ed ioi,,!p~ouihg,:the'ql!ality.ofLift In àLlcdm"!unities by:, promoting strong, CJ/eä/ve andaccountabie municipal iopernme¡¡t. . ."......: .... ,. " ... JWK/co FEDERATION OF CANADIAN MUNICIPALITIES ANNUAL CONFERENCE 2002 CONSENT FORM 65th to the 2002 Nominating Committee Confidential , the undersigned, do hereby consent to have my name submitted for consideration as a member of the National Board of Directors of the Federation of Canadian Municipalities CONDITIONS I am an elected municipal official holding office in an FCM Municipal Member in good standing i) I have secured approval that my municipal government is prepared to meet the cost of my attending meetings of the FCM's National Board of Directors or that when elected, I will secure such approval. ) NAME: TITLE MUNICIPALITY SIGNATURE CONFIDENTIAL cover to: Chief Elections Officer Federation of Canadian Municipalities 24 Clarence Street Ottawa, Ontario K1 N 5P3 Return under 2002 All Consent Forms must be received in the FCM office by May 21 n 1 FCM ELECTION PROCEDURES NTRODUCTION The role of the Nominating Committee is to present to the Conference recommendations for President, First Vice-President, Second Vice-President, Third Vice-President and Vice President at Large should no one be available to fill the position of immediate Past President. 1 The Chief Operating Officer of FCM is designated the Chief Elections Officer. The Chief Elections Officer is responsible for appointing Election Officers and coordinating the elections process. The Chief Elections Officer will report to the Board through the Standing Committee on Conference and Municipal Expo Planning, a candidates campaign In any way. be used to assist resources cannot FCM SPEAKING AND VOTING Only delegates representing Municipal and Affiliate Members at FCM's Annual Conference are entitled to speak; and only Accredited Representatives have the right to cast a vote, either in a plenary session or in a provincial or territorial caucus. Accredited Representatives will have the letter "V" on their conference badges. This together with an orange voting card issued upon registration confirm the right to vote 2. counts only the the Accredited such Accredited n the case of a vote by show of hands, at the AGM, the Chair voting cards displayed. In the case of a secret ballot, Representatives vote with ballots that are distributed only to Representatives in delegate registration packages At Provincial Caucus Elections, ballots will be distributed by an appointed Elections Officer, who will assist the Election Chair in ensuring that proper election procedures are followed. These ballots must be returned to an official election officer in that caucus VOTER ACCREDITATION No member of FCM's Board of Directors or Executive Committee, the President included, is entitled to a vote by virtue of his or her office. All voting delegates are Accredited Representatives either of a Municipal or of an Affiliate Member. FCM NOMINATING COMMITTEE PROCEDURAL GUIDELINES Last revised March 2002 of 8 Page 1 3 FCM ELECTION PROCEDURES NTRODUCTION The role of the Nominating Committee is to present to the Conference recommendations for President, First Vice-President, Second Vice-President, Third Vice-President and Vice President at Large should no one be available to fill the position of immediate Past President. 1 The Chief Operating Officer of FCM is designated the Chief Elections Officer. The Chief Elections Officer is responsible for appointing Election Officers and coordinating the elections process. The Chief Elections Officer will report to the Board through the Standing Committee on Conference and Municipal Expo Planning. a candidates campaign In any way. resources cannot be used to assist FCM SPEAKING AND VOTING Only delegates representing Municipal and Affiliate Members at FCM's Annual Conference are entitled to speak, and only Accredited Representatives have the right to cast a vote, either in a plenary session or in a provincial or territorial caucus. Accredited Representatives will have the letter "V" on their conference badges. This together with an orange voting card issued upon registration confirm the right to vote 2 counts only the the Accredited such Accredited In the case of a vote by show of hands,at the AGM, the Chair voting cards displayed, In the case of a secret ballot, Representatives vote with ballots that are distributed only to Representatives in delegate registration packages At Provincial Caucus Elections, ballots will be distributed by an appointed Elections Officer, who will assist the Election Chair in ensuring that proper election procedures are followed. These ballots must be returned to an official election officer in that caucus VOTER ACCREDITATION No member of FCM's Board of Directors or Executive Committee, the President included, is entitled to a vote by virtue of his or her office. All voting delegates are Accredited Representatives either of a Municipal or of an Affiliate Member. FCM NOMINATING COMMITTEE PROCEDURAL GUIDELINES Last revised March 2002 j I ~ ot8 Page 3 All delegates who are elected officials from Municipal Members are Accredited Representatives. In the case of Affiliate Members, voting credentials are assigned on the basis of accreditation forms filled out by each Affiliate Member. If the form has not been submitted, the President of the Affiliate Member is automatically accredited and an additional accreditation is assigned on a first- come/first-served basis. (Affiliate Members are entitled to appoint two Accredited Representatives) . any delegate may appeal his/her The FCM President resolves all disputes, but decision to the assembly the of to delegates in accordance with Article VI Accreditations are assigned FCM By-laws fOllows read as I Article V Sections 6,7 and 8 of only by Each Voting At any meeting of the members of the Federation, votes will be cast Accredited Representatives of the Municipal and Affiliate Members present Accredited Representative shall have the right to exercise one vote Section 6 Accredited Representatives An Accredited Representative shall be an elected municipal official who serves on the council of a Municipal Member or on the ruling body of an Affiliate Member. Section 7. a Municipal Member Accredited Representatives the Council of Number of Any elected municipal official who serves on will be an Accredited Representative. Section 8 Accredited (2) two designate to entitled be shal Affiliate Members Representatives PROXY VOTING IS NOT PERMITTED N.B. POSITIONS FILLED BY VOTING All positions on the FCM's National Board of Directors are filled by election, except for those designated by Affiliate Members and the Immediate Past President 4. Page 2 of 8 FCM NOMINATING COMMITTEE PROCEDURAL GUIDELINES Last revised March 2002 / /.3 large large large large Elected at Elected at Elected at Elected at Automatic Succession 1 1 1 1 1 The Board comprises the following PRESIDENT FIRST VICE-PRESIDENT SECOND VICE-PRESIDENT THIRD VICE-PRESIDENT IMMEDIATE PAST PRESIDENT (OR VICE-PRESIDENT AT LARGE) Designated by Affiliate Members Elected by respective provincial caucuses Host city of the Annual Conference - one seat at large AFFILIATE MEMBERS (PROVINCIAU TERRITORIAL ASSOCIATION REPRESENTATIVES) 18 48 ELECTED MEMBERS 1 by-law) CONFERENCE HOST (as per 72 TOTAL the By-laws as follows All table officers shall be elected at the Annual General Meeting during the Annual Conference. The elections are conducted by ballot if there are nominations from the floor or if the Nominating Committee forwards more than one candidate for- a position The positions are described in The President The President is the chair of the National Board of Directors of the Federation He/she shall, if present, preside at all meetings of the members of the Federation and of the Board of Directors. He/she shall appoint the chairs of standing and ad hoc committees, except where otherwise provided for in the By-laws. a) Vice-President As provided in Article III, Section 4 of the FCM By-laws, the First Vice-President is vested with all the powers and shall perform the duties of the President in the latter's absence Consequently, the First Vice-President's work-load and travel The First b) Page 3 of 8 If ì 1 FCM NOMINATING COMMITTEE PROCEDURAL GUIDELINES Last revised March 2002 will vary with the President's availability during the course of his/her term The First Vice-President will not automatically accede to the Presidency at the end of his/her term The Second Vice-President The Second Vice-President will be vested with all the powers and shall perform the duties of the First Vice-President, in the latter's absence. The Second Vice- President will not automatically accede to the First Vice-Presidency at the end of his/her term c) The Third Vice-President The Third Vice-President will be vested with all the powers and shall perform the duties of the Second Vice-President, in the latter's absence, The Third Vice- President will not automatically accede to the Second Vice-Presidency at the end of his/her term d) Large) The Immediate Past President will be vested with all the powers and shall perform the duties of the Third Vice-President, in the latter's absence, The President will automatically accede to the position of Immediate Past President at the end of his/her term. Should no one be available to fill the position of Immediate Past President as provided in Article II, Section 2, nominees for the election of a Vice-President at Large may be made from the floor at the Annual General Meeting. Nominees would be required to meet the same criteria for election as any member of the National Board of Directors. President (Vice-President at mmediate Past e) by their rules and Accredited Representatives of Affiliate Members Accredited Representatives of Affiliate Members are designated respective associations independent of the FCM nominating and voting procedures f) Those representatives designated by rural association Affiliate Members in turn select from among themselves their own representative to the Executive Committee. Directors, who, in To ensure that representatives of large Elected Members Each province elects its own representatives to the Board of turn, select their own Regional Standing Committee Chair. provincial representation on the Board always includes g) Page 4 of 8 r.: ) 1 FCM NOMINATING COMMITTEE PROCEDURAL GUIDELINES Last revised March 2002 ) municipal members, the By-laws sometimes specify the mix of representatives to be elected by each provincial caucus. (Refer to the attached allocation and mix by province of Board members under the By-laws, Article II, Sections 7 to 18). the FCM National to restrictions governing election the only The following are Board of Directors the candidate Member; the candidate must except where there the absent person; the candidate must be known ) a Municipa Meeting, serve from council of be in attendance at the Annual Genera is evidence of consent and willingness to to be willing to serve of member elected be an rnust ) ) ROLE OF THE NOMINATING COMMITTEE The Nominating Committee sha be responsible for the administration of the entire nominating and voting process for the offices of President, First Vice- President, Second Vice-President, Third Vice-President and Vice-President at Large (if required). 5 The Nominating Committee shall appoint provincial Election Chairs who are responsible for the preparation of nominations to be put to their respective provincial caucuses. He/she is also responsible for overseeing the election of Directors in their own caucus and to ensure compliance with FCM By-laws and regulations The FCM Chief Elections Officer and his/her staff will assist the Elections Chair in carrying out the election process in his/her caucus. Following the completion of elections in each caucus, the Election Chair shall prepare a list of elected Directors to be forwarded to the FCM Chief Elections Officer. The provincial Election Chair is also e~pected to distribute and retrieve from each newly elected Director a form stating the Director's preference for service on Standing Committees and Task Forces. The Nominating Committee will also appoint an Elections Chair and an alternate to oversee the election of each Regional Chair. ELECTION PROCESS FOR TABLE OFFICERS AND PROVINCIAL DIRECTORS Page 5 of 8 (., FCM NOMINATING COMMITTEE PROCEDURAL GUIDELINES Last revised March 2002 1 , 6 The Nominating Committee shal present its report, which ncludes recommendations for President, First Vice-President, Second Vice-President, Third Vice-President and Vice-President at Large (if required) to be elected, during the Annual General Meeting Final Report of the Nominating Committee and Elections The following recommendations are based on past years' procedures and practices, and are adapted to the By-laws to assist the Nominating Committee in overseeing the election process a) follows The President shall call the meeting to order and call the Chair of the Nominating Committee to the podium and relinquish the Chair to him/her. The meeting shall proceed as i) Following explanation of the procedures to be followed, the Nominating Committee Chair shall read the Committee's slate of nominees. ) The Nominating Committee Chair shall first ca for a mover and a seconder to receive the report of the Nominating Committee and then shall call for nominations from the floor. ) If there are nominations from the floor, they shall be accepted, first for the position of President. That election shall be held. Then, nominations shall be called for the position of First Vice-President and that election held. Nominations shall be called for the position of Second Vice-President and that election held, Nominations shall be called for the position of Third Vice-President and that election held. Finally, if required, nominations shall be called for the position of Vice-President at Large and that election held. iv) If there are no nominations from the floor, the Nominating Committee Chair shall call for a motion that nominations be closed. That motion passing, the Nominating Committee Chair shall proceed with the election v) Provincial Caucus The provincial Caucus meetings to elect Directors shall be held on the third full day of the Conference. (As Territorial Directors are appointed by Affiliate Members. delegates from the Territories do not participate in this process.) b) Page 6 of 8 7 The meetings shall proceed as follows FCM NOMINATING COMMITTEE PROCEDURAL GUIDELINES Last revised March 20021 Each election will have an Election Chair and an Election Officer(s). The Election Chair for each election will be appointed by the Nominating Committee and he/she will preside over the provincial caucus election. Should that person not be in attendance, a replacement will be chosen by the Chair of the Nominating Committee and notified in advance of their duties and the proper election procedures There will be a meeting of Election Chair's prior to the elections. i) The provincial Election Chairs shall advise their respective caucuses of the names of the Affiliate Members' designated representatives to the Nationa Board of Directors ) Following the explanation of the procedure to be followed, the provincia Election Chair shall distribute the slate of nominees. The slate shal include those delegates who have submitted Consent Forms in advance to the Chief Elections Officer. A deadline will be established yearly for the submission of consent forms. An addendum will be attached to the consent form stating that candidates may announce their candidacy from the floor of the election. Such forms are used for administrative convenience only, and are not a requirement for candidacy. ) first call for a mover and seconder to for nominations from the floor. The provincial Election Chair shal receive his/her report, and then cal Iv) If there are no nominations from the floor, the provincial Election Chair shall call fora motion that nominations be closed. That motion passing the provincial Election Chair shall proceed with the election v) floor, the provincial Election If there are nominations from the Chair shall follow these steps vi) -confirm each new candidate's willingness to serve; -record the full slate of candidates and identifies the municipality of each candidate; -the elections shall proceed in accordance with accepted procedures; -The vote will be held after speeches by all potential candidates are completed. Speeches can be a maximum of three minutes in length. tied the of a tie a run-off election shall be held between ballots will be supplied for the run-off vote n the event candidates ) vi Accredited the count status as their a scrutineer to observe Directors by virtue of Candidates may appoint Those who serve as viii) ix) Page 7 of 8 8 1 1 FCM NOMINATING COMMITTEE PROCEDURAL GUIDELINES Last revised March 2002 Representatives of Affiliate Members will not have their names printed on the ballots. There will be a standard notice on each ballot indicating who serves in this capacity. Once the elections are completed, the provincial Election Chair shal report the name(s) of the elected candidates to the Chief Elections Officer. x) Subsequently, all newly elected and appointed Directors shall convene in the regional groupings (British Columbia; Prairies, Yukon, Northwest Territories and Nunavut; Ontario; Quebec and Atlantic) to elect a Chair and a Vice Chair. xi) The Directors representing rural association Affiliate Members shall meet to elect a representative to serve on the Executive Committee NOMINATIONS AND ELECTIONS-PROVINCIAL & TERRITORIAL CAUCUSES must be a member of council of a municipal member and willing to serve NOMINEE 1 be an Accredited Representative must be an Accredited Representative. ballots will be provided to all Accredited Representatives at the time of elections must MOVER SECONDER BALLOTS 2 3 4 Accredited Representatives will vote for the required number of names for each category: designated seats for large cities or towns (if applicable) and at large. Caucuses that have designated seats for a city or group of cities (eg, two seats for two of the three largest cities) will hold that election first. The election for the remaining seats will follow. Candidates not elected to designated seats will be asked by the Elections Chair if they wish to continue to stand for election at large. Votes will be dropped into a ballot box following verification of voting credentials by the elections officer. Page 8 of 8 9 1 FCM NOMINATING COMMITTEE PROCEOURAL GUIDELINES Last revised March 2002 1 BALLOTING 5 FCM BY-LAWS PERTAINING TO THE PROVINCIAL ELECTIONS OF DIRECTORS II ARTICLE NATIONAL BOARD OF DIRECTORS The Board There shall be a National Board of Directors of the Federation, referred to In these By-Laws as the Board, which shall consist of those persons elected or appointed as Directors as provided in this Article and in Article III. Section 1 Officers on Board The President and Chair of the National Board of Directors (hereafter referred to as the President), First Vice President, Second Vice President, Third Vice President and immediate Past President (or the Vice President at Large) shall be Directors and the Officers of the Federation. Section 2. Directors Hold Elected MUnicipal Qffice Only persons holding elected municipal office or who hold office as head of a council, which comprises in whole or in part representatives of separately constituted municipal councils, are eligible to be Directors. Should a Director cease to hold such municipal office his or her position on the Board shall be automatically vacated. Section 3 Appointment by Board municipal councils of Municipal appointed as Directors by the Directors Eligible for Election or Only persons holding municipal office in the Members are eligible to be elected as Directors or Board, Section 4. Annual General Meeting No person shall be elected as a Director unless he or she is in attendance at the Annual General Meeting, except where there is evidence of consent and willingness to serve from the absent person Attendance at Section 5 ate Members the provisions of other Sections of Article II, should a have no Affiliate Member, or fewer Affiliate Members than rectors Appointed by Affi Notwithstanding province or territory D Section 6 of 5 Page FCM BY·LAWS PERTAINING TO THE PROVINCIAL ELECTIONS OF DIRECTORS 20 1 the Affiliate Members shall be of that province or territory's provided for, the Directors not appointed by elected by the Accredited Représentatives Members Directors Representing Newfoundland and Labrador There shall be three (3) Directors representing Newfoundland and Labrador, one (1) appointed by its Affiliate Member and the others elected by the Accredited Representatives of its Municipal Members provided that at least one (1) Director shall hold municipal office in one (1) of its three (3) largest Municipal Mémbers. Section 7. Directors Representing Nova Scotia There shall be four (4) Directors representing Nova Scotia, one (1) appointed by its Affiliate Member and the others elected by the Accredited Representatives of its Municipal Members Section 8. Directors Representing Prince Edward Island There shall be two (2) Directors representing Prince Edward Island, one (1) appointed by its Affiliate Member and one (1) elected by the Accredited Representatives of its Municipal Members Section 9. Directors Representing New Brunswick There shall be three (3) Directors representing New Brunswick, each of whom shall be appointed by its Affiliate Members Section 10. Directors Representing Quebec There shall be twelve (12) Directors representing Québec, one (1) appointed by the Union des municipalités du Quebec, one (1) appointed by the Fédération québecoise des municipalités and the others elected by the Accredited Representatives of its Municipal Members, provided that at least one (1) of the elected Directors shall hold municipal office in the City of Montreal. Section 11 Section 12. Directors Representing Ontario There shall be fifteen (15) Directors representing Ontario, one (1) appointed by the Association of Municipalities of Ontario and the others elected by the Accredited Representatives of its Municipal Members, provided each Municipal Member with a population of one (1) million or greater but less than two (2) million will be entitled to one (1) seat on the National Board of Directors, and Page 2 of 5 FCM BY·LAWS PERTAINING TO THE PROVINCIAL ELECTIONS OF DIRECTORS 1 2. t be I wi greater each Municipal Member with a population of two (2) million or entitled to two (2) seats on the National Board of Directors. All Accredited Representatives casting their votes at the election of Directors representing Ontario must vote for a minimum of eleven (11) and a maximum of fourteen (14) of the declared and eligible candidates; any cast ballots with less than eleven (11) or more than fourteen (14) candidate preferences indicated will be deemed spoiled. Directors Representing Manitoba There shall be five (5) Directors representing Manitoba, one (1) appointed by the Association of Manitoba Municipalities and the others elected by the Accredited Representatives of its Municipal Members, provided that at least one (1) of the elected Directors shall hold municipal office in the City of Winnipeg 13. Section rectors Representing Saskatchewan There shall be five (5) Directors representing Saskatchewan, one (1) appointed by each of its Affiliate Members (Saskatchewan Urban Municipalities Association, Saskatchewan Association of Rural Municipalities) and the others elected by the Accredited Representatives of its Municipal Members, provided that at least one (1) of the elected Directors shall hold municipal office in one (1) of its three (3) largest Municipal Members Section 14. D ng Alberta There shall be six (6) Directors representing Alberta, one (1) appointed by each of its Affiliate Members (Alberta Urban Municipalities Association, Alberta Association of Municipal Districts and Counties) and the others elected by the Accredited Representatives of its Municipal Members, provided that two (2) Directors shall hold municipal office in two (2) of its three (3) largest Municipal Members. At least 1 of the 2 remaining directors shall hold municipal office in a municipal member which is not among its 3 largest members Directors Representi Section 15 Directors Representing British Columbia There shall be eight (8) Directors representing British Columbia, one (1) appointed by Union of British Columbia Municipalities and the others elected by the Accredited Representatives of its Municipal Members, provided that at least two (2) Directors shall hold office in two (2) of its three (3) largest Municipal Members, ¡i Page 3 of 5 Section 16. FCM BY·LAWS PERTAINING TO THE PROVINCIAL ELECtiONS OF DIRECTORS who the Northwest Territories Territories the Northwest Directors Representing There shall be one (1) Director representing shall be appointed by its Affiliate Member. Section 17. Directors Representing the Yukon Director representing Yukon who shall be appointed (1 Section 18. There shall be one its Affiliate Member. by Territory who Director Representing Nunavut representing the Nunavut Nunavut Municipalities Section 19. There shall be one (1) Director shall be appointed by the Association of Section 20. Election of Directors All elected Directors shall be elected at the Annual General Meeting of the Federation and shall hold office until the end of the next Annual General Meeting Any retiring Director is eligible for re-election if otherwise qualified. Vacancies on the Board Any vacancy occurring on the Board among the elected Directors, exclusive of the Officers, may be filled by the Board for the balance of the unexpired term provided that all criteria for Directors are met. Section 21. Section 22. Responsibilities of the Board The Board shall administer the business and affairs of the Federation and shall report to the membership of the Federation at the Annual General Meeting or any special meeting Removal of Directors Any Director may be removed from office by resolution approved by at least three-fourths (3/4) of the votes cast at a meeting of the Board called for that purpose. Notice of the purpose of the meeting shall be given fourteen (14) days in advance Section 23 Meeting Meetings of the Board shall be held on such day and at such time and place as may be established by the President, provided that notice in writing shall be Section 24. Notice of Page 4 of 5 FCM BY·LAWS PERTAINING TO THE PROVINCIAL ELECTIONS OF DIRECTORS ') -,. t'--.J sent by ordinary post to the registered address of each Director at least fourteen (14) days prior to the date of such meeting. No formal notice shall be necessary if all Directors are present or if a quorum is present and the absent Directors waive notice of meeting either before or after the meeting has taken place of the total number to Quorum A quorum for any meeting of the Board shall be equal Directors from the Region with most Directors, plus one. Section 25. Voting Procedures Subject to any other provisions which may be contained in these By-Laws or in the Letters Patent of the Federation or as may be prescribed by law, all questions arising at any meeting of the Board shall be decided by a majority of the votes cast. In the case of an equality of votes, the motion shall be declared lost. The Chair of the meeting shall have a vote but not a second or casting vote. Section 26. ndemnities to Directors and Others Every director or officer of the Federation or other person who has undertaken or is about to undertake any liability on behalf of the Federation or any company controlled by it and their heirs, executors and administrators, and estate and effects, respectively, shall from time to time and at all times, be indemnified and saved harmless out of the funds of the Federation, from and against: Section 27. all costs, charges and expenses which such director, officer or other person sustains or incurs in or about any action, suit or proceedings which is brought, commenced or prosecuted against him or her, for or in respect of any act, deed, matter or thing whatsoever, made, done or permitted by him or her, in or about the execution of the duties of his or her office or in respect of any such liability, except such costs, charges or expenses as are occasioned by his or her own willful neglect or default; and all other costs, charges and expenses which he or she sustains or incurs in or about or in relation to the affairs thereof, except such costs, charges or expenses as are occasioned by his or her own willful neglect or default. Page 5 of 5 FCM BY-LAWS PERTAINING TO THE PROVINCIAL ELECTIONS OF DIRECTORS 1?L! o MUNICIPAL PROPERTY ASSESSMENT CORPORATION 2BQ2 APR 3 () Heads of Council All Ontario Municipalities April 26, 2002 To Peter Hume Chairman, MPAC Board of Directors From: Report and Financial Statements 2001 Annual Subject: Annual Corporation's 2001. I am pleased to provide you with the Municipal Property Assessment Report and Financial Statements for the Year Ended December 31 These documents have been prepared as required by the Municipal Property Assessment Corporation Act for our members. Copies are also being provided to the Minister of Finance Both the Financial Statements and the Annual Report are being placed on the Corporation's web site (www.m Yours truly, ~\k 25 t Peter Hume Chairman MP AC Board of Directors MUNICIPAL PROPERTY ASSESSMENT CORPORATION Financial Statements of the MUNICIPAL PROPERTY ASSESSMENT CORPORATION December 31, 2001 MUNICIPAL PROPERTY ASSESSMENT CORPORATION . TABLE OF CONTENTS Page Statement of Financial Position ................................................................. 1 Statement of Operations and Changes in Fund Balance - Operating Fund 2 Statement of Operations and Changes in Fund Balance - Restricted Fund 3 Statement of Cash Flows ............ 4 Notes to the Financial Statements 5-8 MUNICIPAL PROPERTY ASSESSMENT CORPORATION Statement of Financial Position As at December 31, 2001 2000 (Note 8) 2001 ASSETS 79,182,220 1,248,899 1,069,907 81,501,026 $ 73,380,108 1,319,253 1,261,619 75,960,980 $ Current Cash and investments Accounts receivabie Pre~aid ex~enses 12,111,158 93,612,184 12,875,549 88,836,529 ital assets Ca $ $ TOTAL ASSETS LIABILITIES Current Accounts payable and accrued liabilities (Note 4) 15,587,079 $ 18,210,412 $ 3,163,621 3,804,568 future benefits (Note 5) Employee 48,561 term liabilities Ion Other 18,750,700 22,063,541 Total Liabilities FUND BALANCES Restricted Fund Invested in Ca ;, 12,111.158 28,726,705 3,000,000 23,234,000 4,789,621 3,000,000 62,750,326 12,875,549 22,135,371 5,000,000 14,550,500 9,211,568 3,000,000 ital Assets Operating Fund Reserve for Appeals Reserve for Enumeration Reserve for Restructuring and Technology Reserve for Retirement and Termination Benefits Reserve for WorkinQ Funds 53,897,439 66,772,988 88,836,529 74,861,484 93,612,184 1 $ $ Total Fund Balances TOTAL LIABILITIES AND FUND BALANCES MUNICIPAL PROPERTY ASSESSMENT CORPORATION Statement of Operations and Changes in Fund Balance - Operating Fund Year Ended December 31,2001 2000 (Note 8) 2001 Revenue 130,000,000 4,617,733 1,928,478 $ 130,000,000 2,829,263 4,622,617 $ Municipal revenue Interest revenue Other revenue 136,546,211 89,789,934 12,818,911 3,401,715 2,751 ,463 11,641,718 137,451,880 86,932,710 12,975,531 3,047,018 3,057,715 14,562,988 2,112,428 9,376,019 1,374,995 7,179,086 3,619,440 1,897,716 9,760,266 2,384,406 3,871,649 2,605,804 141,095,803 Expenses Salaries and wages Benefits (Note 4,5) Data processing services Office expenses Professional s"ervices Rentals Equipment Facilities Software license fees Telecommunications and postage Other Total Revenue 144,065,709 Total Expenses (7,519,498) (3,643,923) Expenses Deficiency of Revenue over (8,072,579) (5,208,964) 79,211,403 (869,000) 78,342,403 62,750,326 2 $ 62,750,326 62,750,326 53,897,439 Interfund Transfers Fund Balance, beginning of year As previously reported Prior period adiustment (Note 4} ear as restated Fund Balance, be! Fund Balance,- end of xear $ Director Director MUNICIPAL PROPERTY ASSESSMENT CORPORATION Statement of Operations and Changes in Fund Balance· Restricted Fund Year Ended December 31.2001 2000 Invested in Ca~ital Assets 2001 Invested in Ca~ital Assets 3,004,4561 $ (4,444,5731 $ Expense ." Amortization of ca, 8,110,000 (37,421 ) 8,072,579 5,474,142 (265,178) 5,208,964 ital assets Interfund transfers Purchase of capital assets Disposition of ca:e.ital assets 3 7,043,035 12,111,158 $ 12,111,158 12,875,549 $ Fund balance, beginning of year Fund balance, end of year MUNICIPAL PROPERTY ASSESSMENT CORPORATION Statement of Cash Flows Year Ended December 31.2001 2000 (Note 8) 2001 Net Outflow of cash related to the following activities (7,519,498) (3,004,456) 3,004,456 15,979 (7,503,519) $ (3,643,923) (4,444,573) 4,444,573 - (3,643,923) $ ~ Operating Deficiency of revenue over expenses Operating fund Restricted fund Amortization of capital assets Loss on dis~osal of ca~ital assets 1,028,312 (310,689) 232,116 565,552 (70,354) (191,712) 2,623,333 640,947 48,561 593,148} Changes in non-cash working capital balances (Increase) decrease in accounts receivable Increase in prepaid expenses Increase in accounts payabie and accrued liabilities Increase in employee future benefits Increase in other lonq term liabilities (5,988,228 21,442 (8,110,000 8,088,558} Investing Proceeds from disposition of capital assets Purchase of ca~ital assets , , ~ ïi Ii (14,076,786) 4 93,259,006 79,182,220 $ (5,802,112) 79,182,220 73,380,108 $ Net Outflow of cash during year Cash, beginning of year Cash, end of year MUNICIPAL PROPERTY ASSESSMENT CORPORATION Notes to the Financial Statements December 31,.2001 DESCRIPTION OF BUSINESS The Municipal Property Assessment Corporation (MPAC), formerly the Ontario Property Assessment Corporation (OPAC), was created, effective January 1, 1998 by the Municipal Property Assessment Corporation Act, 1997, and is a special act corporation. MPAC is responsible for providing property assessment services for municipalities in the Province of Ontario. All municipalities in Ontario are members of the Corporation. 1 SIGNIFICANT ACCOUNTING POLICIES 2. Fund accounting The financial statements have been prepared in accordance with Canadian generally accepted accounting -principles for not-for-profit organizations using the restricted fund method of reporting contributions. for the Corporation's program delivery and administrative The Operating Fund accounts activities. the to related revenue and expenses the assets, The Restricted Fund reports Corporation's capital assets. Capital assets Office equipment, furniture and fixtures, computer equipment and software, as well as vehicles, are recorded at cost. Depreciation is computed using the declining-balance method at the amortization rates disclosed in Note 3. Leasehold improvements are amortized on a straight-line basis over ten years. Revenue recognition Income from assessment services is recognized when invoices are issued. the related costs plans and Employee Future Benefits MPAC accrues its obligations under employee future benefit when these benefits are earned through current service. The cost of retirement benefits earned by employees is actuarially determined using the projected benefit method pro rated on service and management's best estimates of retirement ages of employees, expected heaith care costs and dental costs. 5 MUNICIPAL PROPERTY ASSESSMENT CORPORATION Notes to the Financial Statements December 31, 2001 SIGNIFICANT ACCOUNTING POLICIES (continued) 2. Management estimates In preparing the Corporation's financial statements, management is required to make estimates and assumptions that affect the reported amounts of assets and liabilities, and the disclosure of contingent liabilities at the date of the financial statements and the reported amounts of revenues and expenses during the reporting period. Actual results could differ from those estimates. CAPITAL ASSETS 3. 2000 Net Book Value 2001 Net Book Value Accum Deprec $1,141,496 1,520,051 4,024,911 730,101 7,142 4,687,457 $ 1,288,380 1,761,079 4,187,349 824,556 4,290 4,809,895 508,292 522,277 4,380,241 2,187,697 2,919 1,127,315 $ Cost $ 1,796,672 2,283,356 8,567,590 3,012,253 7,209 5,937,210 Rates 20% 20% 35% 100% 35% Oyrs Office equipment Furniture and fixtures Computer equipment Computer software Vehicles Leasehold $12,111,1 $12,875,549 $8,728,741 $21,604,290 1 rovements im 58 PRIOR PERIOD ADJUSTMENT Employees who transferred to the Corporation from the Province of Ontario on December 31,1998 are entitled to special termination benefits when their employment with MPAC ceases. The comparative figures included in these financial statements have been restated to record the incurrence of these expenses in the period in which they were earned by eligible employees. Accounts payable and accrued liabilities for 2000 have been increased by $1,626,000 to reflect the liability as of December 31, 2000, benefits expense has been increased by $757,000 to record the expense related to 2000 and the opening fund balance has been reduced by $869,000 to record the liability which was incurred prior to 2000. 6 4. MUNICIPAL PROPERTY ASSESSMENT CORPORATION Notes to the Financial Statements December 31, 2001 EMPLOYEE FUTURE BENEFITS All employees of the Corporation are part of a defined benefit multi-employer benefit plan providing both pension and other retirement benefits. This plan is accounted for as a defined contribution plan. 5. benefits as follows: employees who transferred to MPAC from the Government of Ontario with less than ten years of service with the province will receive post-retirement group benefit coverage through the Corporation for their and their dependents' lifetimes. for other post employment The Corporation has obligations · 1998 will receive their dependents employees hired by the Corporation on or after December 31 post-retirement group benefit coverage for themselves and through the Corporation until age 65. · employees who transferred from the Government of Ontario on December 31 1998 with ten or more years of service with the province remain covered for post- retirement benefits by the government. · follows: obligation is as Information about the Corporation's accrued benefit 2000 2001 $2,598,069 $3,163,621 Balance, beginning of year 363,889 392,050 Current service costs 201,663 $3,163,621 248,897 $3,804,568 Interest on accrued obligation Balance, end of year The significant actuarial assumptions adopted in measuring the Corporation's accrued benefit obligation are as follows: 7.00% per annum Discount rate 7 7.00% per annum 3.40% per annum Health care inflation Dental care inflation MUNICIPAL PROPERTY ASSESSMENT CORPORATION Notes to the Financial Statements December 31, 2001 lease Minimum LEASE COMMITMENTS The Corporation has commitments under various operating leases payments due in each of the next five years are as follows: $12,100,018 $10,302,627 $ 8,544,538 $ 6,099,235 $ 5,714,033 2002 2003 2004 2005 2006 PUBLIC SECTOR SALARY DISCLOSURE ACT, 1996 The Corporation is an employer subject to the Public Sector Salary Disclosure Act, 1996, which requires the disclosure of all employees of the Corporation who were paid $100,000 or more in 2001 : Taxable Benefits Salary Paid Position Name $ 5,471 $113,840 nformation Technology VP, James Andrew 6. 7. $ 5,088 $107,635 Commissioner Assessment Kenneth Fagan $ 5,311 $146,397 VP, Property Values Lawrence Hummel 169 $ $107,960 Database Administrator Senior Stuart Irvine $ 6,133 $165,911 Relations VP, Customer Isenburg Carl $ 7,850 $ 3,018 $157,554 VP, Corporate and Human Resources Eric Preston $292,845 and Chief Administrative Officer President Robert Richards COMPARATIVE FIGURES The prior year's figures have been restated for the prior period adjustment as described in Note 4 and reclassified to conform to the current year's presentation. 8 8. SORS ASSOCIATION OF ONTARIO SERVING ROAD SUPERINTENDENTS, SUPERVISORS. MANAGERS AND FOREMEN IN ONTARIO I SUPERV ROAD ?OO? APq Mayor and Members of Council Warden and Members of Council Reeve and Members of Council Dear Council On behalf of the Association of Ontario Road Supervisors, please accept this as your personal invitation to attend the 2002 Municipal Trade Show, June 4 and 5,2002, to be held at the Cornwall Civic Complex & Convention Centre, Cornwall, Ontario. The Trade Show provides an opportunity for municipal employees and contractors to view products and services required by municipalities. Enclosed is a free advance registration form (make additional copies as required). Please complete and return by mail or fax to A.O.R.S. office (519-461-1343) by May 3,2002. Your badge can be picked up at the advance registration booth when you arrive. You may also register on-line at ernontariol' º-m. We thank you for your support and look forward to seeing you and your representatives in Cornwall. In the meantime, if you have any questions, please call. Yours truly, ~thV~ Bryan Clarke, CRS-S Chief Administrative Officer 26 1 NOM 2PO 9) 461-1343 Ontario Fax: (5 Encl. C:\MyFiles\Trade Show 2002\Councils invitation.wpd P.O. Box 129, Thorndale, Telephone: (519) 461-1271 2002 MUNICIPAL TRADE SHOW June 4 & 5,2002 Advance registration is FREE Complete application below & fax to 519-461-1343 "'o'\IOADSa' ~~ ~, f~ ~) ~~ eo,. .. 4.0.l~· -- The Eastern Ontario Road Supervisors Association will be hosting the Association of Ontario Road Supervisors 2002 Municipal Trade Show in Cornwall, Ontario on Tuesday, June 4'h and Wednesday, June 5'", 2002. The Trade Show will be held at the Cornwall Civic Complex & Convention Centre. Trade Show hours are 9:00 a.m. to 4:00 p.m. each day. Advance registration is FREE. Registration at the gate is $5.00. Complete application below and return by mail or fax. Advance registration can also be made on-line at www.easternontarioroads.com. and construction organizations and services for both municipal A broad range of suppliers of products will be represented, including Fire Fighting Equipment Parks & Recreation Companies Maintenance Equipment Consulting Engineers Recycling Equipment Education and Safety Consultants · · · · · · Construction Equipment Construction Companies Highway Sign Equipment & Materials Sewer Equipment & Materials Water System Equipment & Material Erosion Control Products · · · · · · · & Clothing Advance registration must be received by May 24, 2002 To qualify, please mail or fax to: Association of Ontario Road Supervisors P.O. Box 129, Thorndale, ON NOM 2PO Phone: 519-461-1271 Fax: 519-461-1343 Personal Safety Equipment Pick up badges at Advance Registration Booth on June 4 & 5 only. Advance Registrations will be entered in the Daily Door Prize Draw Please feel free to copy this form as required to accommodate your group or organization. PHONE NO The 2002 Trade Show Committee wishes to extend a welcome to everyone to attend the show in the beautiful City o{Cornwall on June 4 & 5,2002. ORGANIZATION TV NAMES i I I DIRECTIONS TO CORNWALL CIVIC COMPLE~ . Summer Heigh GolfUnks N A COunt ~ o\1'c11lf05" (Morr70(JfJff}t SblJrg) Inn Sf. LAWRENCE RIVER just south off the Central Lawrence River International Bridge Location The Civic Complex is located along the St Business District and just east of the to Highway 138. Proceed south to Cornwall ~urn then left on Brookdale Ave. Proceed south past Ithe Brookdale turns left under the bridge and becomes. Water Street on right From Ottawa Take Highway 417 east Cornwall Centre Road, International Bridge south past the!.. nternational Water Stree. Proceed Proceed east From TorQnto Take Highway 401 east to Brookdale Ave, exit Proceed Bridge. Brookdale turns left under the bridge and becomes east www.easternontarioroads.com 28 1 Constituency Office: 542 Talbot Street St. Thomas, Ontario N5P 1 C4 Tel: (519) 631-0666 Fax: (519) 631-9478 'rbUFré<3: "-800-265-7638 E-mail: steve_peters-mpp-co @ontla.ola.org ~ Ontario STEVE PETERS, M,P,P... Eil.:GIN - MIDDLESEX- LONDON APR 80 20tï? Room 331 Main Legislative Building Queen's Park Toronto, Ontario M7A 1A4 Tel: (416)325-7250 Fax: (416)325-7262 Email: steve_pete.rs,ITJPp @ontla.ola.org " April 26, 2002 Honourable Jerry Quellette Minister of Natural Resources Room 6630, Whitney Block 99 Wellesley Street West Toronto, ON Dear Minister: Please find enclosed a resolution from the County of Elgin focusing on an issue that is of paramount importance to all Ontarians - the protection and conservation of one of our most pr¡:>cious resources, water. Minister, with this in mind, the resolution outlines the necessity for the development of a provincial water policy for the Province. At the moment, one of the key stumbling blocks in developing a comprehensive plan is that there has been no lead ministry. The Province should be taking a lead role in this very important issue. Minister, I would appreciate your reviewing the request for a meeting with shareholders, 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. Eigin-Middlesex- London Cc: The County of Elgin Constituency Office: 542 Talbot Street St. Thomas, Ontario N5P 1 C4 MÆ ~ Ontario Room 331 Main Legislative Building Queen's Park Toronto, Ontario M7A 1M Tel: (519) 631-0666 fa~:(519) 631-9478 ,Tc;>II,rree: 1-800-265-7638 E-mail: . steve_peters-mpp-co @ontla.ola.org , ~T.~VE PE'I'ERS,M.P,.p, E~(3111 _MIDDLESEX, LONDON ,'". > Tel: (416)325-7250 Fax: (419)3250(262 Email: steve:-.peters-mpp @ontia.ola.org 2002 Z~O APR April 26, 2002 Honourable Martin Cauchon Minister of Justice and Attorney General of Canada 4th Floor, 284 Wellington Street Ottawa, ON KIA OH8 Dear Minister: Please find enclosed this resolution from the County of Elgin calling on both the Federal aild Provincial Govemrnentsto provide the necessary powers and funding to schools, communities and law enforcement agencies to deal with the problem of vandalism and violent behaviour oftroubled youths. Minister, the resolution points to a growing concern about the increase of both vandalism and violent behaviour in.schools today and a consensus that communities and educational authorities are unable to deal effectively with these issues without the proper tools and funding. Minister, I would appreciate your reviewing the resolution, responding to the County and torwarding 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: The County of Elgin Constituency Office: 542 Talbot Street SI. Thomas, Ontario N5P 1C4 Tel: (519) 631-0666 Fax: (519) 631-9478 Toll Free: 1-800-265-7638 E-mail: steve_peters-mpp-co @ontla.ola.org ltj Ontario STEVE PETERS, M.P,P. ELGIN - MIDDLESEX - LONDON Room 331 Main Legislative Building Queen's Park Toronto, Ontario M7A1A4 Tel: (416)325-7250 Fax: (416) 325-7262 Email: steve_peters-mpp @ontla.ola.org 2002 APR 2,0 April 26, 2002 Honourable David Young Attorney General II th Floor, 720 Bay Street Toronto, ON MSG 2Kl Dear Minister: Please find enclosed this resolution ITom the County of Elgin calling on both the Federal ðhd Provincial Governments to provide the necessary powers and funding to schools, cpmmunities and law enforcement agencies to deal with the problem of vandalism and ~;¡olent behaviour of troubled youths. :&1inister, the resolution points to a growing concern about the increase of both vandalism 'f&td violent behaviour in schools today and a consensus that communities and educational authorities are unable to deal effectively with these issues without the proper tools and funding. Minister, I would appreciate your reviewing the resolution, 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 The County of Elgin Cc: Constituency Office: 542 Talbot Street SI. Thomas, Ontario N5P 1C4 ~ Ontario Room 331 Main Legislative Building Queen's Park Toronto, Ontario M7A 1M Tel: (519) 631-0666 . '.. Fax: (519) 631-9478 . 'Toll Free: 1-800-265-7638 ~-mail: steve_peters-mpp-co @ontla.ola.org STEVE PETERS, M.P.P, ELGIN' MIDDLESEX - LONDON Tel: (416)32q-72qO Fax: (416) 325-7262 Email: steve_peters-mpp @ontla.ola.org 20\)? 23 A?R 9,2002 Honourable Chris Stockwell Minister of the Environment 12th Floor, 135 St. Clair Avenue West Toronto, ON M4V IPS 1 April to Dear Minister: Please find enclosed a resolution from the County of Elgin calling on your Ministry consider the development and implementation of a framework that promotes a partnership with municipalities in which the Ministry and the municipalities work together on a cooperative basis for the benefit of all Ontarians. The specific issue here focuses on the protection of the environment and potable drinking water. Minister, the resolution provides a well-reasoned argument to consider and review the issue of flexibility when dealing with municipal compliance with legislation and regulation. As you are well aware municipalities throughout Ontario are already overstretched - in a variety of areas including budgetary and staff restraints. Minister, I would appreciate your reviewing the resolution, responding to the Council and forwarding a copy of your letter to my office. Thanking you in advance for your time and consideration. Sincerely, ~k Steve Peters, M.P.P. Elgin- Middlesex-London f'1·+: Cc: The County of Elgin Constituency Office: 542 Talbot Street St. Thomas, Ontario N5P 1 C4 Tel: (519) 631-0666 Fax: (519) 631-9478 Toll Free: 1-800-265-7638 E-mail' >steve_peters-mpp-co @ôntla.ola.org ~ Ontario STEVE PETERS, M.P ,P. EL(3IN-MIDDLESEX- LONDON , . Room 331 Main Legislative Building Queen's Park Toronto, Ontario M7A1A4 Tel: (416)325-7250 Fax: (416)325-7262 Email: steve_peters-mpp @ontla.ola.org 200? 22 APR April 19, 2002 Honourable Chris Stockwell Minister of the Environment lih Floor, 135 St. Clair Avenue Toronto, ON M4V lP5 Dear Minister: Please find enclosed a resolution from the County of Elgin calling on your Government to enact legislation requiring producers to reduce the packaging of goods at the source of distribution and retailers to take back packaging materials. Minister, the resolution makes several valid recommendations that would ultimately ensure that the 3Rs - reduce, reuse and recycle - are adhered to for a safer and cleaner environment. and Minister, I would appreciate your reviewing the resolution, responding to the County 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: The County of Elgin Constituency Office: 542 Talbot Street SI. Thomas, Ontario N5P 1C4 ~ Ontario Room 331 Main Legislative Building Queen's Park Tel: (519) 631-0666 Fax: (519) 631-9478 Toll Free: 1-800-265-7638 E-mail: steve_peters-mpp-co @ontla.ola.org M,P.P. LONDON STEVE PETERS, ELGIN - MIDDLESEX- Toronto, Ontario M7A 1M Tel: (416)325-7250 Fax: (416) 325-7262 Email: steve_peters-mpp @ontla.ola.org 2002 I\PR 22 April 19, 2002 Honourable David Young Attorney General II th Floor, 720 Bay Street Toronto, ON M5G 2Kl Dear Minister: Please find enclosed an information package comprised of an Elgin County resolution and a Canadian Police Association fact sheet dealing with an issue of importance to Ontarians. The focus of the resolution is a request for your Government to enact legislation to strengthen the system of sentencing, corrections and parole and release. Minister, it is clear ITom the material that this is a subject of vital importance to the Police Association and municipalities throughout Ontario. I would appreciate your reviewing the package, 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, 'Sl~ Steve Peters, M.P.P. Elgin-Middlesex-London Cc: County of Elgin Constituency Office: 542 Talbot Street St Øj Ontario Room 331 Main Legislative Building Queen's Park Ontario C4 Thomas, N5P Tel: (519) 631-0666 Fax: (519) 631-9478 troll Free: 1-800-265-7638 STEVE PETERS, M.P.P. ELGII\L- MIDDLESEX -LONDON . .' ..... i Toronto, Ontario M7A 1A4 E;m~iI:·· stéÍìe _peters-mpp-co ·@ontla.ola.org '," .....'.....' steve~petèrs-mpp @ontla,ola,org (416)325-7250 (416)325:1262 Tel Fax: Emai, 2002 APH 22 April 19, 2002 Honourable Tony Clement Minister of Health and Long-Term Care 10th Floor, Hepburn Block 80 Grosvenor Street Toronto, ON M7A 2C4 Minister: Please find enclosed a resolution from the Council of the County of Elgin accompanied by an April 03, 1990 St. Thomas Times-Journal news article. The focus of the material is a subject that you are well acquainted with and one I strongly believe deserves your immediate attention - the re-establishment of outpatient rehabilitative services at the St. Thomas-Elgin General Hospital. Dear Minister, the County has presented a detailed case outlining the importance of these services to the residents of Elgin and the surrounding district. The request for a one-year moratorium on the closure is more than reasonable and would afford all parties to review the vitally important issue of maintaining quality health care service in the region. Minister, establishing a first rate health addition with the requisite services was a priority more than a decade ago and remains that way today. The County of Elgin has contributed $3.2-million to the Hospital's infrastructure since the initial allocation of $560,000 in 1950. In addition, citizens have donated more than $2-million. To simply eliminate these services in one fell swoop would be tantamount to turning your back on the residents of the region. Minister, I urge you to carefully review the enclosed material, respond in the affirmative to the County of Elgin and forward a copy of your letter to my office. I thank you in advance for your time and consideration. Sincerely, ~Jk Steve Peters, M.P.P. Elgin-Middlesex-London Cc: The County of Elgin Constituency Office: 542 Talbot Street SI. Thomas, Ontario N5P 1C4 ~ Ontario Room 331 Main Legislative Building Queen's Park Toronto, Ontario M7A 1A4 Tel: (519) 631-0666 ... ¡¡~x:,.(519) 631-9478 Tali rree: 1-800-265-7638 E:thàíl: 'ste\'e_peters-mpp-co @imtla.ola.org STEVE PETERS, M.P.P. ELGIN 'MIDDLESEX - LóNDÓN Tel: (416) 325Q250 Fax: (416) 325-7262 Email: steve_peters-mpp @ontla.ola.org 2002 APR 22 9,2002 Honourable Tony Clement Minister of Health and Long-Term Care 10th Floor, Hepburn Block 80 Grosvenor Street Toronto, ON M7A 2C4 I April Minister: Please find enclosed a resolution from the County of Elgin calling for your Government to develop a mechanism that will allow nurse practitioners to practice as members of an interdisciplinary team or independently to the full extent oftheir licensure and scope of practice. Dear Minister, the resolution also calls on your Government to establish a fund for nurse practitioner positions across Ontario. Given the growing importance of nurse practitioners within the health care system, I would appreciate your reviewing the resolution, responding to the county and forwarding a copy of your letter to my office. Thanking you in advance for your time and consideration. Sincerely, <;t\k Steve Peters, M.P.P. Elgin- Middlesex-London Cc: County of Elgin Meeting with the Hon, Chris Hodgson Minister of Municipal Affairs & Housing 4:00 p.m., Monday, February 25, 2002 Quebec Room, Royal York Hotel, Toronto DRAFT Smart Growth Councils In recent months, a small number of commentators on the development of the Smart Growth initiative have suggested that Smart Growth Councils should replace regional and county governments in Ontario. Groups such as the Citizens' Task Force on the Future of Mississauga have suggested that cross-boundary planning could be completed by the Smart Growth Panels and service delivery could be completed by local municipalities. In my opinion, this model creates duplication, negates the cross-municipal boundary planning that currently exists and reduces the economies of scale that are currently available through the delivery of services through upper-tier municipalities. . MIDDLESEX COUNTY 1 Mr. Minister, my question is whether a Smart Growth model that includes the dissolution of regions or counties in Ontario is being contemplated by your government? the Minister Hodgson responded "No". The purpose of the government is to serve people, that is why the name has been changed to a "Smart Growth Panel". Joyce Savolíne, Chair, Halton Region, suggested that the Province needs to look at the Planning Act and update planning policy statements. Minister Hodgson responded that this wíll be looked at in the future, but look how long it took to get the Municipal Act revised. OMERS Autonomy For some time, the Province of Ontario has been contemplating the development of an autonomous OMERS Board. The current governance structure has certainly served municipal employers and their employees very well throughout the plan's history. In my opinion, the only potential benefactor of OMERS autonomy is the Province of Ontario as you will no longer have to be the responsible party for protecting the taxpayers' interest. MIDDLESEX COUNTY 2 Mr. Minister, can you please tell me why municipalities should support the development of an autonomous OMERS Board and how you plan on ensuring that in the event that OMERS is moved to an autonomous governance model that the proper financial tools and supports are provided to municipal employers? 29 t 3 Minister Hodgson responded by stating that the reality is that OMERS is the only pension plan that the Province has responsibility over. A governance plan needs to be developed that looks after all interests, including the protection for employers. 400 Series Highway Detours During periods of construction and renovation on the 400 series highways, the Province of Ontario regularly creates planned detours. As well, on a frequent basis, the Ministry of Transportation creates emergency detours as a result of accidents. These detours result in the use of municipal and County roads for a purpose in which they were not designed. Each time these detours are utilized for a 400 series highway, the municipality and the County have significant costs associated with the deterioration of their highways and roads. In some well documented cases, municipalities and Counties have been forced to reconstruct their highways as a result of the tremendous impact that the volume of truck and automobile traffic. ELGIN COUNTY 3. Mr. Minister, will you support the inclusion of a payment to affected municipalities, for damage to their highways and roads as a result of a 400 series highway detour, in the Provincial construction budget for these projects? Warden John Wilson, Elgin County, advised that Elgin County has had to reconstruct some intersections to allow for rerouting of traffic both ways as some of the 401 is only two lanes. The County of Northumberland noted that they have had the same problems. Transportation with Minister of speak with Brad Clarke, Minister Hodgson will respect to this issue. Hospitals Upper-Tier municipalities are struggling to fund the provision of land ambulance service with the funding provided by the Province of Ontario to meet the Province's response time standards. On several fronts, the Province of Ontario has instituted policies that have effectively reduced the provincial contribution to the provision of this service well below 50%. Land Ambulance Funding For MIDDLESEX COUNTY 4 Mr. Minister, in light of the fact that municipalities are currently struggling to fund this service can you please tell me why the $45 funding being provided by ambulance patrons is being distributed to hospitals and to the Province of Ontario and not to the upper-tier municipalities that deliver this important service to the residents of Ontario? The Minister responded that land ambulance costs are shared by the Province and the municipalities. The Province funds 100% of the dispatch costs. 30 1 4 The Minister responded that there is something in the Act to cover the charging of the $45.00. Mark McDonald, CAO, Elgin County, who is a member of the Land Ambulance Implementation Steering Committee (LAISC) reported that they are also looking into this issue. Municipal Act Financing Options Municipalities across the province are in the process of upgrading various facilities as a result of local decisions and provincial requirements, These provincial requirements range from water treatment upgrades to long-term care facilities. As a result, the many Ontario municipalities, are facing a difficult financial decision. For example, a capital project to upgrade a Home for the Aged from a Category D to a Category A Long-term Care Facility will cost $20 million not including subsequent phases to convert the existing facility for future use. Although, the province has committed to contribute $12 million to the project this money is paid out over 20 years and the municipality is required to front the construction costs. This means borrowing approximately $18 million for the first phase alone. DUFFERIN County 5. The cost of borrowing can vary immensely depending on the financial instrument chosen. Unfortunately, municipalities are not permitted such a choice. The Municipal Act stipulates that municipalities must incur debt by way of debenture. The cost of a debenture versus a no-risk financial instrument offered from one of Canada's major banks is approximately $300,000 to $400,000 more over the life of an $18 million debt. This added cost must be levied against the property owners in the affected municipality. There has been an indication that the new Municipal Act, passed by the Ontario Legislature in December 2001 , will allow municipalities greater flexibility in financing long-term debt. However, the Act does not take effect until January 2003 and the section on financing will require further clarification by way of regulation and we have no assurances that these changes will give us the flexibility we need. Mr. Minister, is it possible to clarify what is intended in these proposed changes and advance this item and determine at a much sooner date what this increased flexibility will include? Warden John Creelman, Dufferin County, advised that they have looked into debenturing. The concept of the "municipal bond" from the new Municipal Act is just a fancy name for debenturing. Warden Mark Kraemer, Wellington County, advised that they have an offer of 1 Y.!% less from a commercial bank. It was also noted that the FIR has aJine for long term financing. 1 3 1 5 Minister Hodgson advised that the Ministry is working on the regulations and that they will try to speed the process up. Minister Hodgins also noted that there have been some changes to category "D" to category "A" homes. Ontario Disability Support Program Municipalities recently became aware of the fact that the ODSP program administration costs will be increasingly significantly in 2002. The cost increases range from 25% - 60% with the majority experiencing increases in the range of 40%. These cost increases in the provincial administration of ODSP come on the heels of increasing delays in the processing of ODSP applications and long periods of interim assistance while clients await their social benefits tribunal hearings. MIDDLESEX COUNTY 6. These type of cost increases and needless delays in administration have a tremendous impact on municipal budgets and furthermore, they continue to erode the agreed to 50-50 split between provincial and municipal social services expenditures. Furthermore, the information regarding these increased costs for ODSP administration was not received until January 21, 2002. Mr Minister, do you agree that these types of cost increases, municipal notification procedures and decreases in administration service levels are not acceptable? of the Minister to What solutions to address these issues can you recommend Social Services on behalf of the CMSMs of Ontario? to It was noted that the Province caps the Ontario Works expenditures municipalities, but that the municipalities have no say with capping the ODSP. Support delivery of the Ontario Disability municipal It was also suggested that Program should be looked at. Services he would speak to the Minister of Social Minister Hodgson advised that with respect to this issue. Lake Shore Erosion Lakeshore Erosion is threatening municipal infrastructure in many locations throughout southwestern Ontario. In Elgin County, for example, a portion of a County road has recently been closed due to encroachment of Lake Erie. The solution involves the agreement of many authorities such as MOE, MNR, MTO, Conservation Authorities, the Federal Department of Fisheries and Oceans, among others. In Elgin, we are willing to partner with the Province and others to conduct a "pilot project" to eliminate a form of this erosion. 6 32 1 ELGIN COUNTY 7. the to discuss Mr. . Minister, would you be willing to bring the parties together particulars of a test project and help fund a portion of the initiative? County, spoke to this issue and requested support to Warden John Wilson, Elgin put together a test project. with set up a meeting between al/ interested parties to deal Minister Hodgson will this issue. Land Ambulance Capping of Paramedic Wages Upper-tier municipalities have done a tremendous job in delivering the land ambulance service under very trying circumstances. One of the many frustrations that has prevented us from delivering the service in a manner that protects our county and regional taxpayers interest is the Province of Ontario's insistence on capping their contribution to paramedic salary increases based on 2000 rates plus 2%. As you know, most increases provided by provincially appointed arbitrators were approximately 17%. This discrepancy between the true cost of the service and the funding provided by the Province of Ontario has continued the erosion of the 50- 50 cost sharing formula for land ambulance and added a significant tax burden to the upper-tier municipalities. MIDDLESEX COUNTY 8 Mr. Minister, considering that the air ambulance contract being paid by the Province of Ontario has increased paramedic salaries in excess of 2% can you please explain why municipalities are being forced to pay your portion of the land ambulance paramedic salary increases above 2%? This issue was discussed in great detail. Minister Hodgson requested that a list of the top twenty issues and a time line be forwarded to him with respect to land ambulance issues. ssues - Mobile Other Business - TOWNSHIP OF NORTH GRENVILLE - Water Home Park 9. Mayor Bruce Harrison, Township of North Grenville, presented a written report to the Minister with respect to a 45 unit mobile home park serviced by internal privately held water and sewer systems fully within the jurisdiction and authority of the Province. The Township of North Grenville has received notice that they are to assume operation and control of the thirty year old sewage works and do whatever is necessary to bring them up to compliance. have his staff work with the Ministry of the Environment on ~~ 1 7 Minister Hodgson will this issue. Warden AI Edmondson, Chair, WOWA, thanked Minister Hodgson on behalf of everyone for attending the meeting and assisting us with these issues. 34 1 8 REGIONAL CHAIRS, EASTERN AND WESTERN ONTARIO WARDENS MEETING 5:30 p.m., Monday, February 25, 2002 Quebec Room, Royal York Hotel Toronto, Ontario DRAFT welcomed and Warden Phil Leonard, EOWA Chair; Warden AI Edmondson, WOWA Chair; everyone to the meeting ssuesfrom Previous Meeting, Sunday, February 24, 2002 1 Lakeshore Erosion Moved by Warden John Wilson Seconded by Warden Ed Hollinger a) Whereas lakeshore erosion is threatening municipal infrastructure such as local roads in many locations throughout Ontario; and Whereas the potential solution to this issue involves the cooperation and participation of several groups such as the Ministry of the Environment, the Ministry of Transportation, the Ministry of Natural Resources, Conservation Authorities and the Federal Department of Fisheries and Oceans, among others; and Whereas a solution to the matter may have widespread application and a positive impact across the Province thereby benefitting many; and Whereas given the magnitude of the problem and the number of decision- making bodies involved, the Province of Ontario should take a lead role in determining a solution. Now therefore be it resolved that the Eastern and Western Wardens' Associations hereby petition the Government of Ontario to bring the various parties together at a designated test site to discuss the particulars of a pilot project to eradicate erosion; and further requested to help fund the pilot project. Carried. 35 9 That the Province of Ontario be s Moved by Mayor Ron Eddy Seconded by Warden John Wilson 400 Series Hi b) Whereas traffic is often diverted from Provincial highways to municipal roadways due to both planning and unforeseen (emergency) circumstances, and onto Whereas said detours divert numerous vehicles and heavy equipment local and upper-tier road systems; and Whereas said local and upper-tier road networks are not designed for such heavy traffic volumes Now therefore be it resolved that the Eastern and Western Wardens' Associations hereby petition the Minister of Transportation and the Minister of Finance to allocate funds in the appropriate Ministry's budget to compensate municipalities for the wear and tear of local and upper-tier road networks caused by detours from Provincial highways. Carried the Municipal Act c) Moved by Warden John Creelman Seconded by Warden Larry Miller That the Committee mandated to make recommendations to government on the question of financing options available to municipalities be requested through our AMO representation to fast track a recommendation to permit municipalities to arrange long term financing through chartered banks as a responsible and economic alternate to debenturing. And that such regulatory change be made a soon as possible to meet urgent financing requirements of municipalities. Carried on the New Reaulations It was noted that there would be meetings on the New Regulatons held in Apri this issue. 10 36 1 costs of the Cri Water 2 3 OMERS Autonom Bill Rayburn, CAO, Middlesex County, presented a.document entitled "A Review of OMERS Governance - Examining Appropriate Governance Models from a Municipal Employer Perspective dated February 10, 2002, and asked municipalities to review the document. He also stated that this is a very important issue that needs to be dealt with by local municipalities. 4 Intènsive Livestock Tax Class Proposal - Update Nothing new to report. 5. Ontario Disabilitv Support Proqram Administration Costs This issue was dealt with at the previous meeting with the Minister 6. Next Joint Meetinq It was suggested that another joint meeting be scheduled sometime in May. 7. Adiournment. Moved by Mayor Ron Eddy Seconded by Warden Clayton McEwen That the meeting adjourn at 5:55 p.m. Carried WOWA Chair - Warden AI Edmondson 11 137 ad! Federation of Canadian Municipalities Fédération canadienoe de. Oluoicipalité. KIN 5P3 24, rue Clarence Street, Ottawa¡ Ontario T<:1.1Tél.: (613) 241·;221 FaxITél&., (613) 241-7440 wwwfcm.ca Please distribute to all Heads of Council, Councillors, City Managers/Clerks, Directors of Public Works, Environmental Services, WaterlWaste Management, Transportation and Economic Development Officers, Facility and Fleet Managers in your municipality 22,2002 Apri Green Municipal Funds Update GREEN MUNICIPAL FUNDS INVESTMENTS OF $1.2 MILLION TO IMPROVE MUNICIPAL INFRASTRUCTURE AND THE ENVIRONMENT More communities are taking up the challenge to increase energy efficiency and protect the environment, thanks to support from the Green Municipal Funds (GMF). Today, Jack Layton, President of the Federation of Canadian Municipalities (FCM), Natural Resources Canada Minister Herb Dhaliwal and Environment Canada Minister David Anderson announced that 25 municipal governments and their partners will receive funding of $1.2 million for innovative studies and projects to improve the environmental performance of their communities. "Green Municipal Funds are successfully working with municipal governments to identify and implement innovative ways of protecting the environment, reducing greenhouse gases and improving quality of life," said Layton. "Municipal governments are leading the way in identifying strategies to address climate change and improve environmental management that can be replicated in all parts of the country." In Budget 2001, the Government of Canada doubled its endowment to the FCM to $250 million to stimulate additional investment in innovative municipal projects and practices. The Funds began operating in 2000 to encourage environmental projects launched by municipal governments and their partners to cut pollution, reduce greenhouse gas emissions and improve municipal services. The 31 studies announced today are funded through the Green Municipal Enabling Fund (GMEF) and will help municipalities identify innovative strategies to reduce air, water and soil pollution and to promote renewable resources. GMF investment will in turn leverage total project investment of almost $3 million through participating municipal governments and their partners /2 38 1 2 "It is in our best interest to keep our communities strong and sustainable. Supporting the Green Municipal Funds shows that we are committed to helping municipalities develop new approaches to using resources wisely and improving services," said Minister Dhaliwal. "The projects being studied will also reduce greenhouse gas emissions, which will take us closer to our climate change goals and ensure that future generations will share the economic, social and environmental benefits that we enjoy from our natural resources." "We have to keep in mind that smog doesn't respect local or regional borders, water pollution doesn't stop at the town lines, and climate change doesn't distinguish a city from a country from a continent," noted Minister Anderson. "Tackling these environmental challenges is a shared responsibility, and programs such as the Green Municipal Funds are an important and effective tool to stimulate innovative municipal action and community partnerships and make it easier for all of us to preserve and enhance our environment for future generations." The doubling of the GMF together with recently announced changes will allow municipal governments to undertake more innovative environmental projects and studies. Municipal governments are now offered low-interest loans from the Green Municipal Investment Fund (GMIF) at 1.5 percent below the Government of Canada bond rate. Eligible projects are expanded to include a broader range of sustainable transportation services and technology projects, sustainable community planning and integrated community projects. The Green Municipal Enabling Fund will accept proposals for brownfield redevelopment plans in Autumn 2002. To date, the Green Municipal Fund has provided funding of more than $10 million for 152 projects, leveraging $46 million in total spending to act on cleaner air, water, soil and climate change FCM has been the national voice of municipal governments since 1901. It is dedicated to improving the quality of life in all communities by promoting strong, effective and accountable municipal government. The Green Municipal Funds are part of the Government of Canada's $1.5 billion commitment over the next five years to help fight climate change by working in partnership with all levels of government, private sector and industry to reduce Canada's greenhouse gas emissions. Green Municipal Funds 39 1 Administration Contact: Michel Allaire, Senior Manager - Tel: (613) 241-5221, ext. 368 EAST ELGIN MEDICAL FACILITY Board of Management 200? 24 APR 19,2002. Apri Deputy Clerk Mrs. Sandra Heffren County of Elgin 450 Sunset Dr., St. Thomas, Ont. N5R 5V1 Heffren EAST ELGIN MEDICAL FACILITY Mrs SUBJECT: Dear March 28, 2002 The Board of Management has taken your letter under advisement and will be working, along with its municipal partners, to prepare further information for County Council to consider. Y~ Paul Baldwin Chairman Thank-you for your letter dated Township of Malahide Central Elgin Town of Aylmer cc. ELGIN-ST, THOMAS UNITED WAY SERVICES Financial Statements December 31, 2001 r ! r I I , I i I ! r I ! I I , r I' , 1- , I i ! PAGE 1 2 3 4 5 6 7 8 9 10 15 11 ~ I' , ,. I ELGIN-ST. THOMAS UNITED WAY SERVICES I i , Financial Statements ~ i For The Year Ended December 31, 2001 Table of Contents n Auditors' Report Ii , , ! ' Balance Sheet " Statement of Changes in Fund Balances ! ' n Statement of Operations Statement of Cash Flow n Schedule of United Way Managed Appropriations Schedule of Demonstration and Development Appropriations Schedule of Community Fund Appropriations ~ I Schedule of Expenditures , , Schedule of Investments - Community Fund I I Notes to the Financial Statements ,. ! ' ,. I' , n GRAHAM SCOTT ENNS LLP Chartered Accountants ~ Telephone: (519) 633-0700 Facsimile: (519) 633-7009 www.grahamscottenns.com 450 Sunset Drive St. Thomas, Ontario N5R 5V1 r~ ! , r~ , ~ r- ~ ] , ! REPORT AUDITORS' r- ¡ ! To the Board of Directors of Elgin-St. Thomas United Way Services ~ i ! We have audited the balance sheet ofElgin-St. Thomas United Way Services as at December 31,2001 and the statements of operations, changes in fund balances and cash flow for the year then ended. These financial statements are the responsibility of the organization's management. Our responsibility is to express an opinion on these financial statements based on our audit. I I. We conducted our audit in accordance with Canadian generally accepted auditing standards. Those standards require that we plan and perform an audit to obtain reasonable assurance whether the financial statements are free of material misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements. An audit also includes assessing the accounting principles used and significant estimates made by management. as well as evaluating the overall financial statement presentation. ! ~ , I In our opinion, these financial statements present fairly, in all material respects, the financial position of the Elgin-St.Thomas United Way Services as at December 31, 2001 and the results of its operations and cash flow for the year then ended in accordance with Canadian generally accepted accounting principles. I I ~ , ] , ~ Scott &çm4, il'P CHARTERED ACCOUNTANTS Ontario Thomas, St. , , I February 20, 2002 I ~ 1 - ~ ¡ ! I I I ELGIN-ST. THOMAS UNITED WAY SERVICES Balance Sheet As At December 31. 2001 I I 2000 -L 2001 -L Community Fund -L Operating Fund I 263,428 2,719 704,616 266,569 6,552 572,489 3.985 8 ,803 -L ASSETS 266,488 4,749 572,489 3.985 CURRENT ASSETS Cash Accounts receivable Pledges receivahle (Note 3) Prepaid expenses I I 970,763 273,660 17.170 1.261.593 849,595 1,884 847,711 314,834 13.528 1.177.957 314,834 13.528 INVESTMENTS (PAGE 10) CAPITAL ASSETS (NOTE 4) I 316.718 239 86 I I 746,158 95,148 8,537 811,307 122,948 7,458 2.707 245 LIABILITIES 811 ,307 122,948 7,213 2.707 CURRENT LIABILITIES Unremitted Appropriations United Way Managed Donor designations Accounts payable and accrued liabilities Deferred revenue (Note 6) I 849.843 944,420 245 944.175 I 17,263 304,493 17,170 72.824 47,228 302,265 13,527 1129.483) 47,228 269,245 FUND BALANCES 33,020 13,527 !l29.483) Endowment funds (Note 5) Internally restricted Invested in capital assets Unrestricted net assets (deficiency) I 411.750 1.261.593 233.537 1.1 77.957 316.473 316.718 (82.936) 861.239 I I I On Behalf of the Board ~ I I I the financial statements See accompanying notes to 2 See accompanying notes to the financial statements - 3 - BALANCE, BEGINNING OF YEAR AS PREVIOUSLY STATED 68,148 17,170 40,796 268,373 17,263 411,750 408,664 Prior period adjustment (Note 9) 4.676 14.676) BALANCE, BEGINNING OF YEAR 72,824 17,170 36,120 268,373 17,263 411,750 408,664 Excess (deficiency) of revenue over expenditures for the year (205,950) (3,100) 1,008 (208,042) (8,866) Endowment contribution - 30,020 30,020 12,000 Allocation of investment earnings - (136) (55) (191) (48) Purchase of capital assets (2,153) 2,153 Amortization 5.796 15.796) BALANCE, END OF YEAR 1129.483) 13.527 33.020 269.245 4 7.228 233.537 411.750 2000 2001 Community Fund Internally Endowment Restricted Funds -L -L Demonstration Development -L ÜDerating Fund Capital Assets -L Unrestricted Net Assets -L -L -L Statement of Changes in Fund Balances For The Year Ended December 31, 2001 ELGIN-ST. THOMAS UNITED WAY SERVICES _dJ ] ") "'-J .-~ "l'] -~:] -] __~] . "]W] _....] "] ")"~ - J "-:-J I I ELGIN-ST. THOMAS UNITED WAY SERVICES Statement of Operations For The Year Ended December 311 I 2001 I (Note 9) 2000 ---.L 2001 ---.L Community Fund ---.L Operating Fund ---.L I 1,011,922 9,757 (43.211) 949,551 1,226 (106.052) 50 949,501 1,226 (106.052) REVENUE Public support, campaign and donations Prior years' pledges Uncollectible pledges I I 978,468 4,260 32.527 844,725 5,427 17.985 50 10,690 844,675 5,427 2.295 Other income Investment income I I 1.015.255 86,161 67,379 52,983 857.397 10.740 868,137 88,208 63,683 56,232 2,232 85,976 63,683 56,232 I I I I - 7.500 9.732 1.076.179 1.024.121 1.008 (208.042) (8.866) 732,237 15,950 49,735 14,676 5.000 628,248 169,695 9,299 50,214 3,100 7.500 628,248 169,695 9,299 50,214 3,100 EXCESS (DEFICIENCY) OF REVENUE OVER EXPENDITURES FOR THE YEAR (209.050) 066.447 1 EXPENDITURES Administration (page 9) Campaign (Page 9) Program (Page 9) Agency Appropriations · United Way Managed (page 6) · United Way Funding Conversion · Donor designations to member · Donor designations to non-member · Demonstration and Development (Page 7) · Community Fund (Page 8) I I I I I I See accompanying notes to the financial statements -4 ELGIN-ST, THOMAS UNITED WAY SERVICES 2001 Statement of Cash Flow For The Year Ended December 311 I 2000 -L 2001 -L 874,804 (200,502) 53,000 070.003) 979,559 (382,374) 54,694 (605.411) CASH FLOWS FROM OPERATING ACTIVITIES Cash receipts from public support, campaign and donations Cash paid to suppliers and employees Other receipts Agency Appropriations paid (42.701) (3,214) 04.319) 46.468 (2,153) (41,174) Cash flows from (used in) operating activities CASH FLOWS FROM INVESTING ACTIVITIES Additions to capital assets Increase in investments r- I I r , , (43.327) (17.533) 3,141 (60,234) 263.428 323.662 266.569 263.428 Cash flows used in investing activities ! i NET INCREASE (DECREASE) IN CASH CASH, BEGINNING OF YEAR CASH, END OF YEAR I , I I , I ,- I r- I the financial statements See accompanying notes to 5 - I I I ELGIN-ST, THOMAS UNITED WAY SERVICES Schedule of United Way Managed Appropriations For The Year Ended December 3112001 2000 .-.-L I I I I I I I 14,100 60,000 18,500 35,000 54,648 45,200 40,000 25,000 25,200 9,000 60,000 35,000 21,200 6,200 8,210 12,000 5,000 54,000 88,329 15,000 450 20,200 80.000 2001 .-.-L 13,395 51,300 17,100 33,250 51,915 43,035 20,000 23,750 10,000 8,550 57,000 33,250 22,040 5,700 7,800 11,400 4,750 51,300 52,000 13,623 - 19,190 77.900 AGENCY Bereavement Resource Counci Big Brothers/Big Sisters ofSt. Thomas-Elgm Canadian Mental Health-Elgin Canadian National Institute for the Blind Canadian Red Cross Society-St. Thomas Branch Unemployed Help Centre Elgin Association for Community Living Elgin Family Violence Centre Elgin-St. Thomas Youth Employment Counselling Epilepsy Elgin Family Y.M.C.A. of St. Thomas-Elgin Family and Children's Services M.C.C. Aylmer Resource Centre Multiple Sclerosis Society North Shore Interfaith Counselling Centre St. John Ambulance St. Thomas Seniors' Centre St. Thomas-Elgin Second Stage Housing The Salvation Army Victorian Order of Nurses Volunteer Elgin West Elgin Community Health Centre Y.W.C.A. ofSt. Thomas-Elgin I I 732.237 628_248 Total United Way Managed Agency Appropriations I I I I I I I See accompanying notes to the financial statements -6 ELGIN-ST. THOMAS UNITED WAY SERVICES Schedule of Demonstration and Development Appropriations For The Year Ended December 31! 2001 I I 2000 Í- 2001 -L 2,000 3,000 - 500 2,000 676 1,500 5.000 - 1,000 2,100 AGENCY Alma St. Ministries - E.D.G.E.-u-cate Literacy Alzheimer Society Caring Cupboard Food Bank Victorian Order of Nurses West Elgin Community Health Centre Wooded Hills Group Workcamp YMCA - Advertising YMCA - Ready Set Go Program Youth Employment Counselling Centre n ~ I 14.676 3,100 Youth in the Millennium I n ¡I I r r ! I I ! ~ I' See accompanying notes to the financial statements - 7 - ~ I I I ELGIN-ST. THOMAS UNITED WAY SERVICES Schedule of Community Fund Appropriations For The Year Ended December 31, 2001 2000 -.L 2001 -.L I I I I I I I I I - 550 - 1,000 - 950 500 - - - 1,000 - - 1,000 - - - - - 5.000 200 500 500 300 500 500 500 200 - 300 500 500 - 500 300 200 500 500 - 500 500 AGENCY Bereavement Resource Council of Elgin Canadian Red Cross Society-St. Thomas Branch Catfish Creek Conservation Authority Communities in Bloom Family YMCA of St. Thomas-Elgin Iona Hall Community Centre Park-Aid Port Stanley Festival Theatre Scouts Canada 1st Shedden Scouting Group Second Stage Housing Shedden Branch Library Springfield and Belmont Libraries St. Thomas Field Naturalist Club St. Thomas Performing Arts St. Thomas-Elgin Public Arts Centre St. Thomas-Elgin Second Stage Housing Tryconnell Heritage Society Violence Against Women Services Elgin County V olunteer Youth in the Millennium West Elgin Community Health Centre West Elgin Community Parent Child Resource Centre West Elgin Dramatic Society YWCA ofSt. Thomas-Elgin I 7.500 I I I I I I See accompanying notes to the financial statements - 8 - ELGIN-ST, THOMAS UNITED WAY SERVICES Schedule of Expenditures For The Year Ended December 31, 2001 I I I 2000 --L 2001 --L Community Fund --L Operating Fund --L n r 3,355 5,862 337 4,152 5,796 530 1,633 3,622 3,210 4,703 518 2,846 9,315 43,693 3,425 3,112 530 1,800 2,232 1,099 4,872 776 3,156 9,315 45,162 3,146 5,885 287 - 2,232 4,152 5,796 530 1,800 - 1,099 4,872 776 Administration Advertising Amortization - Bank charges and interest Insurance Management fees Miscellaneous Office supplies and equipment maintenance i , , 3,156 9,315 45,162 3,146 5,885 287 85.976 Postage Professional services ~ Rent Salaries and employee benefits n Telephone Travel United Way of Greater Toronto Levy - 86.161 13,409 1,671 3,282 47,375 1.642 67.379 88.208 9,820 1,952 2,070 48,028 1.813 63.683 2.232 Campaign Advertising and promotion Office supplies Postage Salaries and employee benefits Training course " - ( , 11 ,343 32,30 I 1,792 7.547 52.983 10,848 37,766 71 7.547 56.232 Program Community Fund Labour Community Services Community Capacity Building United Way of Canada Levy - , I , r-' , , I I I: " , I the financial statements See accompanying notes to 9 - I I I I ELGIN-ST. THOMAS UNITED WAY SERVICES Community Fund Schedule of Investments - I Cas 2000 -.L Cost 2001 -.L Market Value -.L 2001 As At December 31 I I I I 4,233 125,381 63,919 4,673 260,141 10,000 10,000 10,000 10,000 10,020 1,785 263,178 10,000 10,000 10,000 10,000 8,154 Investments cons!st of the following: Canadian Assets Cash and treasury bills Canadian Notes and Debentures Canadian common stocks Mutual fund portfolio Guaranteed Investment Certificate, 4.75%, August I, 2003 Guaranteed Investment Certificate, 5.125%, August 1,2004 Guaranteed Investment Certificate, 5.35%, August I, 2005 Guaranteed Investment Certificate, 5.575%, August 1,2006 Limited Partnership Units I stated in Canadian (uuds United States of America Assets American common stocks I 80.127 I 273.660 314,834 uz 3J3 I I I I I I I I I See accompanying notes to the financial statements -10 ELGIN-ST. THOMAS UNITED WAY SERVICES Notes to the Financial Statements For The Year Ended December 31~ 2001 r: ¡ r NATURE OF THE ORGANIZATION Elgin-St. Thomas United Way Services is a corporation without share capital. "Being a leader in improving the quality of life for all people in Elgin County" is the mission of the Elgin-St. Thomas United Way Services. 1 ,. I , I is a registered charity under the Canadian Income Tax Act Elgin-St. Thomas United Way Services and is exempt from income tax. í , I I , SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES The preparation of financial statements in accordance with Canadian generally accepted accounting principles requires management to make estimates and assumptions that affect the reported amount of assets and liabilities and disclosure of contingent assets and liabilities at the date of the financial statements and the reported amount of revenues and expenses during the reported period. These estimates are reviewed periodically, and, as adjustments become necessary, they are reported in earnings in the period in which they become known. 2. ,. I limits In the opinion of management, the financial statements have been prepared within reasonable of materiality and within the framework of the accounting policies summarized below I Fund o ,. I , United Way Services. Thomas The operating fund represents the annual campaign of Elgin-St. from operations on a periodic basis by board funding in the event of special ment Elgin-St. Thomas United Way Services sets aside funds resolution. The purpose of these funds is to provide agency circumstances and to provide funding for new agency projects. Demonstration and develo I ~ Thomas The Community Fund represents the assets and liabilities of The Community Fund of Elgin-St. Thomas, the planned giving division of Elgin-St. Thomas United Way Services. The Community Fund is a philanthropic division operated in perpetuity as a collector or receiver of endowed funds, the income from which will be used or applied for the long term benefit of citizens of the County of Elgin. in-St. Fund ofEl The Communit ! I 11 í , :' I I I I ELGIN-ST. THOMAS UNITED WAY SERVICES Notes to the Financial Statements For The Year Ended December 31, 2001 I (CONTINUED) SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES 2. I provided on a straight-line IS Assets Purchased capital assets are recorded at acquisition cost. Amortization basis over the estimated useful lives ofthe assets as follows: ital Ca I 5 years 3 years 5 years Equipment Computer equipment Rainbow software development I I amortization calculated at the above rates is recorded in the year of addition. One half of the I ition campaign are recorded as receivable at year end to the extent they have not been allowance for uncollectible pledges is estimated based on the prior experience of the Revenue Reco Pledges ofthe 2001 collected. An I organization. Outstanding pledges of prior year campaigns are only recorded as receivable at year end for those specific amounts which are, in management's estimate, still collectible. I I encles Since the funds to be distributed to the participating agencies in the following year are based on the estimated realization of the current year's campaign pledges, the undistributed approved allocation to participating agencies less payments is reflected on the balance sheet as a liability. riations to ru A I I Contributed Services Volunteers contribute an indeterminable number of hours per year. Because of th~ difficulty of determining their fair value, contributed services are not recognized in the financial statements I I I I I 12 r ELGIN-ST, THOMAS UNITED WAY SERVICES Notes to the Financial Statements For The Year Ended December 31, 2001 3. PLEDGES RECEIVABLE 2001 2000 , -L --.L I r 2001 campaign 594,847 - 2000 campaign 42,278 684,049 1999 campaign 364 60,567 rc Allowance for doubtful pledges (65,000) (40.000) , 572.489 704.616 n 4. CAPITAL ASSETS Accumulated n Cost Amortization 2001 2000 --.L -L -L --.L f' Equipment 2,752 2,504 248 661 \ ! Computer equipment 14,862 11,461 3,401 2,679 Rainbow software development 19.758 9.879 9.879 13.830 n , I 37.372 23.844 13.528 17 .170 ,....., , ; , ' i i 5. ENDOWMENT FUNDS (COMMUNITY FUND) 2001 2000 r- -L --.L I YWCA Endowment Fund 5,246 5,263 r- Tumberry Fund 21,982 12,000 I Elgin Children's Foundation Endowment Fund 20,000 - 47.228 17 .263 n í í " i I - n 13 I I I ELGIN-ST. THOMAS UNITED WAY SERVICES Notes to the Financial Statements For The Year Ended December 31~ 2001 I 2000 --.L 2001 -L DEFERRED REVENUE AND GOVERNMENT GRANTS 6. 14,975 1,140 (13,479) 71 I Federal and Local Government Agency Funding Fundraising Program Program expenditures expenditure in excess of funding I I - 2.707 I funding has This The above program represents the Community Capacity Building program. In addition, $5,096 (2000 - $3,357) of funding was received for student employees. been recorded as a reduction of the related expenditure. I I INTERFUND TRANSFERS The board of directors of Eigin-St. Thomas United Way Services has authorized certain funds to be transferred to The Community Fund of Eigin-St. Thomas to fund the investment portfolio as well as paying certain expenditures of the fund. Of the funds transferred, $215,000 are payable by The Community Fund to the operating fund. 7. I I I One half of the total investment earnings of The Community Fund of Eigin-St. Thomas to a maximum of 5% are allocated to the operating fund based on the original investment transfer of $215,000 from the operating fund. Investment earnings in excess of 5% are entirely maintained by The Community Fund. The board of directors of Elgin-St. Thomas United Way Services has the option to forgive this allocation annually. The board has forgiven all allocations to December 31 2000. There were no total investment earnings available to allocate for the year ended December 31 2001. I I I to rent the premises at 400 Talbot Street, St. March 2004. The lease agreement includes an LEASE AGREEMENT The corporation has entered into a lease agreement Thomas, Ontario for m9nthly payments of $750 until option to renew for an additional term of 5 years. 8. I I I PRIOR PERIOD ADJUSTMENT of the operating fund balances have been reallocated to show Demonstration grants which were recorded as part of the Umestricted Net Assets. 14 The opening balances and Development 9. I ELGIN-ST, THOMAS UNITED WAY SERVICES Notes to the Financial Statements For The Year Ended December 3112001 I have been COMPARATIVE FIGURES Certain of the comparative figures presented on the unaudited statement of operations reclassified to conform to the financial statement presentation adopted in the current year. 10. r l: " , ¡ n , : I I' I , I n [i n , I I: , , n , ~ " I I 15 I ì Cabinet du ministre des Transports <¡!¡¡ Office of the Minister of Transport 2002 22 ¡\.PQ 7 2002 1 APR Mrs. Sandra J. Heffren Deputy County Clerk County of Elgin Ontario 450 Sunset Drive St. Thomas, Ontario N5R 5Vl Heffren: Thank you for your letter of October 24,2001, to the Honourable David M. Collenette, Minister of Transport, regarding the resolution passed by the Town of Pelham on October 15 on funding of public infrastructure in Ontario. Minister Collenette has asked me to respond on his behalf and I apologize for the delay. Dear Mrs. At the outset, let me assure you that Transport Canada shares your commitment to improving public infrastructure. In fact, as you may be aware, the federal budget of February 2000 allocated $600 million for strategic highway infrastructure. Ofthis, $500 million is available for strategic improvements to the National Highway System and $100 million for national system integration initiatives, such as improvements at land border crossings and the deployment of Intdligent Transportation Systems (ITS) across the country. Transport Canada is responsible for the administration of the Strategic Highway Infrastructure Program (SHIP). 2(E) (96-06) 03-01 To /2 On April 3, 2001, Minister Collenette announced the start of negotiations with the provinces and territories related to the SHIP and its highway construction component. this end, Transport Canada officials have met with their provincial and territorial counterparts to identify areas with the greatest need for highway infrastructure Canadã 56 2 improvements; one such area includes segments of the Trans-Canada Highway. The Province of Ontario has yet to sign the Canada-Ontario agreement under SHIP that will provide $168 million in federal funds for Ontario to alleviate congestion by improving Ontario's existing highways. In addition, the Government of Canada has contributed funding for urban transit projects in the Greater Toronto area including: Union $35 million towards the renovation of Toronto's Union Station; $19 million for the rebuilding of an additional TTC subway platfonn Station; $20 million towards the provision of a rail link to Lester B. Pearson International Airport; $7 million for the Sheppard subway; and $6 million for grade crossing improvements in Ontario since January 2000. at · · · · · Furthennore, in Budget2001, the government announced its intention to provide at least $2 billion in funding for large inftastructure projects that will bring lasting economic and social benefits. The Canada Strategic Inftastructure Fund will provide assistance to large-scale strategic infrastructure projects in cooperation with provincial/territorial, municipal and private sector partners. Eligible infrastructure includes highways, rail, local transportation, tourism, urban development, sewage treatment and water infrastructure. The Fund will help the government achieve its goal of building a stronger economy and improving the quality ofIife of all Canadians. Budget 2001 also provides $600 million over five years for a new border inftastructure program. Under this program, the government will seek to partner with the provinces, municipalities and the private sector, and will help to finance improvements to infrastructure at or near the border. Potential border-related projects could include new or improved highway access to border crossings, processing centres for commercial vehicles to speed up border clearance times, and soft infrastructure such as the deployment of ITS across Canada. I should note that matters relating to both Infrastructure Canada and the Canada Strategic Infrastructure Fund are the responsibility of the Minister of Infrastructure and Crown Corporations, the Honourable John Manley. I have therefore taken the liberty of forwarding a copy of your letter to his office for consideration. ./3 57 1 Thank Issue. 3 I trust that the foregoing has clarified Transport Canada's position on this you again for writing. Sincerely, ~ Brian Klunder Special Assistant - Ontario c.c. Office ofthe Honourable John Manley, P.C., M.P. Office of the Honorable Allan Rock, P.C., M.P. Office ofthe Honourable Lucienne Robillard, P.C., M.P. Office of the Honourable Jim Flaherty, M.P.P. Offièe of the Honourable Chris Hodgson, M.P.P. Office of the Honourable Gar Knutson, P.C., M.P. 8 !5 1 2002 APR 22 HOUSE OF COMMONS CANADA April 16, 2002 Warden John Wilson Elgin County Council 450 Sunset Drive St. Thomas, ON N5R 5Vl (jar 1(nutson,:M.P. Elgin ~ Middlesex- London letter you forwarded to the regarding County Council's rehabilitative services at St. Warden Wilson: Thank you for sending me a of the Honourable Anne McLellan, Mi, ,£ Health, concerns about the pending cloSJre of ( Itpatient Thomas-Elgin General Hospital. copy nister 0, Dear I am glad I had the opportunity to meet with you, Mayor Ostojic and MPP Steve Peters April 5, regarding the health care system. As I discussed then, health care primaril y falls under the jurisdiction of the Province of Ontario I also appreciate you sending me a copy of the resolution passed by county council on April 4 requesting the hospital re-establish its outpatient rehab services for one year - until October 2003 - providing sufficient time to determine the future of health care funding in Ontario and Canada, my office. to you, please do not hesitate to contact may be of service If! CONSTITUENCY OFFICE 499 Ta1bot SI. St. Thomas, Ontario N5P 1C3 Tel. (519) 631·3921 1-800-265-7810 Fax (519) 631·8555 59 .+. GK: smc OTTAWA OFFICE Room 832 Confederation Building House of Commons K1AOA6 Tel. (613) 990-7769 Fax (613) 996·0194 E-Mail: knutsg@parLgc.ca United way of Elgin-St. Thomas 200? ® MAY May 2002 Mr, Mark McDonald, Administrator Corporation of the County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5Vl Dear Mr. McDonald Thank you very much for your support oflast year's United Way campaign. Although that appeal did not quite reach goal, it was a successful effort. We are grateful to so many in St. Thomas and Elgin. This is a very generous community. I wanted to let you know that former MP Ken Monteith is co-chairing this year's campaign alongside Lear Plant Manager Keith Nap. Under the leadership of Ken and Keith, United Way is already working toward a successful 2002 campaign. Most of this year's Campaign Cabinet team has been recruited. Our campaign co-chairs recently hosted their first orientation session for this wonderful group of volunteers, including Bob Ashcroft, Mark Campbell, Carolyn Blewett, Al Hughson, John Stollery, Andy Sheridan, Ned Buford, Ian McCallum, Rose Gibson and Ray Stoddart. Prior to the annual appeal, United Way is hosting Day of Caring, Saturday, May 25 in West Elgin and St. Thomas, then Saturday, June 1 in Aylmer. In partnership with Big Brothers/Big Sisters, we are holding "Swing for a Million" at Talbot Park Driving Range June 11- 15. And on Saturday July 27, the Times Journal and St. Thomas Kiwanis Club are launching a new event "Glo-ball for United Way" at Pleasant Valley Golf and Country Club. and United Way is important to the fabric of our community. It is an effective efficient way to support 23 charitable organizations across Elgin - or to do all your charitable giving, if you so choose. We look forward Thinking ahead, the fall campaign is a scant four months away. to your continued support. Thank you! Yours truly, 4fd CEO /! ~ .'lZJ .., ~ _o~L ~ ~ ~-d~ ~ ~ ,Aß<Cd~ ,-. F":'c(~.~A- ~~A,* 3Jírð~. ...~ ~f~ ~J Jr:-~dCJ(7' 400 Talbot St., StJh;m:J ON~5P IB8, 519-63l-~ FAX 519-631-9253 www.sltllomas.UJùtedway.caRegisteredCharilyNo.11889 7107 RROOOl 1 60 ?DD? r¿: MAY ELGIN-ST. THOMAS HEALTHUNI1' Financial Statements Year Ended December 31, 2001 and Auditors' Report to the Board of Health, Members of Council, Inhabitants and Ratepayers of the participating municipalities of the County of Elgin and the City of St. Thomas 204-460 Wellington Street St. Thomas, ON N5R 6H9 Telephone: (519) 631-8250 Telephone: (519) 637-3500 Facsimile: (519) 631-8919 RAVEN&SHAWLLP Chartered Accountants AUDITORS' REPORT To the Board of Health, Members of Council, Inhabitants and Ratepayers ofthe participating municipalities ofthe County of Elgin and the City of St. Thomas: We have audited the statement of financial position of the Elgin-St. Thomas Health Unit as at December 31, 2001 and the statements of financial activities and cash flows for the year then ended. These financial statements are the responsibility of the Health Unit's management. Our responsibility is to express an opinion on these financial statements based on our audit. We conducted our audit in accordance with Canadian generally accepted auditing standards. Those standards require that we plan and perform an audit to obtain reasonable assurance whether the financial statements are free of material misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements. An audit also includes assessing the accounting principles used and significant estimates made by management, as well as evaluating the overall financial statement presentation. In our opinion, these financial statements present fairly, in all material respects, the financial position of the Elgin-St. Thomas Health Unit as at December 31, 2001 and the results of its operations and cash flows for the year then ended in accordance with the accounting principles disclosed in note 1 to the financial statements. 6 - 1 Chartered Accountants February 28. 2002 ELGIN-ST. THOMAS_HEALTHUNIT STATEMENT j)FFINANCIAL ACTIVITIES 2001 YEAR ENDED DECEMBER 31 2000 $ 965,094 670.659 2001 $1,072,261 745.131 REVENUES Operating grants Municipal County of Elgin City of St. Thomas 1,635,753 1,817,392 Ministry of Health and Long-Term Care 1.708.069 1.691.648 (Note 2) 3.525.461 3.327.401 68,925 12,900 63,960 23,300 32,989 9,327 2.605 52,014 12,000 64,347 36,621 23,199 11,170 user fees property enquiries Total operating grants Other Environmental program Rentals Other fees and recoveries Interest Clinics Health Canada - tobacco enforcement 199.351 214.006 Total other revenues 3,541,407 3,724,812 TOTAL REVENUES 3.646.421 3.467.345 SCHEDULE EXPENDITURES 74,062 78,391 EXCESS OF REVENUES OVER EXPENDITURES 1.670 21.256 TRANSFER TO RESERVE (Note 6) 52,806 76,721 NET REVENUES FOR THE YEAR 858,258 211,064 SURPLUS. BEGINNING OF YEAR 000.000) $ 211.064 (193.373) $ 94.412 62 1 RETURNED TO MUNICIPALITIES (Note 7) 2- SURPLUS, END OF YEAR SURPLUS ELGIN-ST. THOMAS HEALTH UNIT STATEMENT OF FINANCIAL POSITION 2001 DECEMBER 31 2QOO $670,303 31,681 5.990 200J $610,043 53,681 6,543 FINANCIAL ASSETS Cash Accounts receivable Other assets $707.974 $670.267 $331,446 74,221 30.584 $345,222 77,306 96.535 LIABILITIES Accounts payable and accrued Deferred revenue (Note 4) Due to the Ministry of Health and Long-Term Care liabilities 436251 60,659 211.064 519.063 56,792 94.412 Program (Note 5) FUND BALANCES Reserve - Environmental Surplus 271.723 $707.974 15L204 $/)70,267 63 3 Approved by the Board -:i.,........:,;d~~ M,mb" 9k.''¿''/"c.;~.J.f.. ~.....<. ........ Member ST. THOMAS HEALTH UNIT ELGIN STATEMENT OF CASH FLOWS YEAR ENDED DECEMBER 31. 2001 2000 2001 74,062 (2,314) 884 134,375 (164) (432,885) $ 78,391 (22,000) (553) 13,776 3,085 65,951 $ CASH PROVIDED BY (USED IN) OPERATING ACTIVITIES Excess of revenues over expenditures Change in non-cash items: Accounts receivable Other assets Accounts payable and accrued liabilities Deferred revenue Due to Ministry of Health and Long-Term Care (226,042) (700,000) 138,650 (193,373) (5,537) operating activities FINANCING AND INVESTING ACTIVITIES Surplus returned to municipalities Purchase of equipment - environmental program Cash provided by (used in) (700,000) (198.910) Cash used in financing and investing activities (926,042) (60,260) IN CASH POSITION (DECREASE) L596.345 $ _6}0,303 670.303 $ 610,043 64 4 CASH POSITION, BEGINNING OF YEAR CASH POSITION, END OF YEAR ELGIN-ST, THOMAS HEALTH UNIT NOTES TO THE FINANCIAL STATEMENTS 2001 DECEMBER 31 ACCOUNTING POLICIES The financial statements of the Elgin-St. Thomas Health Unit are the representations of management prepared in accordance with local government accounting standards established by the Public Sector Accounting Board of the Canadian Institute of Chartered Accountants. The following are the Health Unit's significant accounting policies: 1 Assets The historical cost and accumulated depreciation of capital assets are not reported in these financial statements in accordance with the Ontario Ministry of Health and Long-Term Care (Ministry) funding guidelines. Amounts expended to purchase such assets are included in expenditures on the statement of financial activities. ital Ca Deferred Revenue The Elgin-St. Thomas Health Unit administers other non-mandatory public health programs sponsored by the Ministry. Any unexpended revenues for these programs at December 31st is reported as deferred revenue on the statement of financial position. MINISTRY OF HEALTH AND LONG-TERM CARE GRANTS 2 2000 $1,605,1 70 2001 $1,720,857 Mandatory program allocation One-time funding (costs): Influenza immunization program 18,118 60,981 7.379 17,702 (30,490) Water quality Prior period funding adjustments $1.691.648 $1.708.069 ~5 , -5 ELGIN-ST. THOMAS HEALTH UNIT NOTES TO THE FINANCIAL STATEMENTS 2001 DECEMBER 31 POST EMPLOYMENT BENEFITS The Health Unit makes contributions to the Ontario Municipal Employees Retirement Fund (OMERS), which is a multi-employer plan, on behalf of its employèes. The plan is a contributory defined benefit plan which specifies the amount of the retirement benefit to be received by the employees based on the length of service and rates of pay. Effective August 1 1998, OMERS declared a contribution holiday, which temporarily suspended payments to the plan to June 30, 2002 3 Total Early Years Healthy at Heart Healthy Babies/ Healthy Children DEFERRED REVENUE 4. 2000 2001 $ 74.385 524,411 784 $J4.22 I 605,154 2.276 $53.799 85,275 501 $20.422 54,784 872 465,095 903 $ Balance, beginning of year Receipts Grants Other 465,998 525.1 95 607,430 85,776 55,656 Expenses Program costs 525.359 604.345 76.543 61.804 465.998 (164) $24.221 3.085 $ 77.306 9.233 $63.032 66 1 (6.148) $14.274 6 $ Excess (deficiency) for year Balance, end of year ELGIN-ST. THOMAS HEALTH UNIT NOTES TO THE FINANCIAL STATEMENTS DECEMBER 31, 2001 5 RESERVE - ENVIRONMENTAL PROGRAM 2001 2000 Balance, beginning of year $60.659 $39.403 Revenue Transfer from operations 1.670 21,256 Expenditures Furniture and equipment 5.537 - Balance, end of year $56.792 $60.659 6. ENVIRONMENTAL PROGRAM 2001 2000 Income User fees $64.013 $81.825 Expenditures Salaries and benefits 57,083 55,209 Other program costs 5.260 5.360 62.343 60.569 Transfer to reserve for environmental program $ 1.670 $21.256 7. SURPLUS RETURNED TO MUNICIPALITIES 2001 2000 County of Elgin $107,167 $415,520 City of St. Thomas 86.206 284.480 $193.373 $700.000 8 LEASE COMMITMENT The Health Unit leases office space under a lease agreement with the County of Elgin. The minimum annual rental under this agreement for the year 2002 is $402,395. 7 167 ELGIN-ST. THQMASHEALTHUNIT NOTES TO THE FINANCIAL STATEMENTS 2001 DECEMBER 31 PUBLIC SECTOR SALARY DISCLOSURE In 2001, no employees were paid a salary, as defined in the Public Sector Salary Disclosure Act 1996, of $1 00,000 or more by the Elgin-St. Thomas Health Unit. 9 financial statement to the 2001 68 COMPARATIVE FIGURES Certain comparative figures have been reclassified to conform presentation. 8 1 10 ELGIN-ST. THOMAS HEALTH UNIT SCHEDULE OF EXPENDITURES YEAR ENDED DECEMBER 31. 2001 2001 2000 $ 914,391 $ 846,351 490,517 467,956 275,079 254,126 303,231 274,817 241,108 252,752 25,052 29,172 4,079 87,623 2253,457 2212,797 111,486 99,008 79,146 69,768 59,767 63,780 52,124 37,711 43,216 39,884 48,344 48,259 17,194 20,692 11,876 15,569 10,515 8,490 5,712 4,885 (46,089) (43.072) 393291 364,974 92,755 84,710 25,004 25,495 21,630 21,445 10,324 15,287 9,479 9,932 5,079 8,575 164271 165,444 69 9 Salaries Nursing Management Inspection and environment Nutrition and health promotion Clerical and support Maintenance and security Sick leave payouts Fringe benefits Medical insurance Canada pension plan Employment insurance Long term disability Dental plan Employer health tax Workplace safety insurance Vision and other Group life insurance Supplementary unemployment benefits Benefits to other programs Fees and honoraria Dental fees - CINOT program Dental consultant Labour relations Audit and lega Medical Board and wages ELGIN-ST. THOMASHEALTHlJNIT SCHEDULE OF EXPENDITURES 2001 YEAR ENDED DECEMBER 31 $ 63.543 $ 69,421 30.030 60.808 75.905 66.463 353,907 256,932 36,044 33,836 40,415 51,879 40225 2,430 470.591 345.077 30,385 28,979 27,332 24,586 28,557 25,386 24,794 24,618 24,460 24,308 18,406 5,836 15,665 14,664 8,054 8,906 7,231 7,176 3,082 9,890 5,380 5,100 1.987 2.912 195.333 182.361 $1_646.421 $3,467.345 2000 2001 Travel Equipment Program materials and supplies Rent and utility services Building rent Utilities Maintenance and supplies taxes Administrative Professional development Printing and supplies Public awareness and promotion Property Telephone Special projects Equipment maintenance and rental Insurance Fees and subscriptions Postage Staff recruitment 70 1 10 Bank charges Courier TOTAL EXPENDITURES