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November 23, 2004 Agenda ORDERS OF THE DA Y FOR TUESDA Y. NOVEMBER 23. 2004 - 9:00 A.M. PAGE # ORDER 1 st Meeting Called to Order 2nd Adoption of Minutes - meeting of November 9, 2004 3rd Disclosure of Pecuniary Interest and the General Nature Thereof 4th Presenting Petitions, Presentations and Delegations DELEGATIONS AND PETITION: 2 9:00 A.M. Long Service Recognition (see attached list of names) 3 9:15 A.M. Dave Phillips, Town Crier Annual Report (ATTACHED) 4 9:30 A.M. Peter Hentz, Chairman, Land Division Annual Report (ATTACHED) 5 9:45 A.M. Chester Hinatsu, Director, Ontario Works, 3rd Quarterly Report (ATTACHED) 5th Motion to Move Into "Committee Of The Whole Council" 11-53 6th Reports of Council, Outside Boards and Staff 7th Council Correspondence - see attached 54-58 1) Items for Consideration 59-71 2) Items for Information (Consent Agenda) 8th OTHER BUSINESS 1) Statements/Inquiries by Members 2) Notice of Motion 3) Matters of Urgency 9th In-Camera Items (see separate agenda) 10th Recess 11th Motion to Rise and Report 12th Motion to Adopt Recommendations from the Committee Of The Whole 13th Consideration of By-Laws 14th ADJOURNMENT LUNCH WILL BE PROVIDED EMPLOYEE RECOGNITION - NOVEMBER 23. 2004 COUNCIL MEETING HOMES Dianne McFadden 30 years (full-time) Bobier Villa Margaret Lyle 25 years (full-time) Bobier Villa Wanda Barratt 20 years (full-time) Elgin Manor Karen Conway 20 years (full-time) Bobier Villa Connie Froats 20 years (full-time) Elgin Manor Linda Irvine 20 years (part-time) Elgin Manor Barbara Shackleton 20 years (full-time) Elgin Manor Betty Belanger 15 years (full-time) Terrace Lodge Pauline Frohlick 15 years (full-time) Elgin Manor Lynn MacPherson 15 years (full-time) Elgin Manor Gerry Moniz 15 years (full-time) Elgin Manor Bonnie Richardson 15 years (full-time) Elgin Manor Marilee Roth 15 years (part-time) Elgin Manor Kim Clarke 10 years (full-time) Terrace Lodge Peggy Johnson 10 years (full-time) Bobier Villa John Kersten 10 years (full-time) Bobier Villa Petra Richardson 10 years (full-time) Terrace Lodge LIBRARY SERVICES Susan Lamont 20 years (part-time) Dutton Library Anne Bray 15 years (part-time) Rodney/West Lome Library Jacqueline Jeffery 15 years (part-time) Aylmer Library Heather Hudson 15 years (part-time) Belmont Library Dianne Palmer 15 years (full-time) Main Office Renee Sarloos 15 years «part-time) Aylmer Library ENGINEERING SERVICES Ann Bennie 25 years (full-time) Peter Dutchak 10 years (full-time) FINANCIAL SERVICES Linda Veger 15 years (full-time) ADMINISTRATIVE SERVICES Donna Butcher 15 years (full-time) HUMAN RESOURCES Harley Underhill 15 years (full-time) The following are appearances that I have made as Town Crier for the year 2004, beginning January 1st to November 15th, and those scheduled until the end of the year: January 11 th January 21st January 28 January 31 March ih April 25th May 2nd May 26th May 26th June 11th June 1 zth June 13th June 18th June 19th June 2ih July 1st July 12th July 2ih August 5th September 23rd October 2nd October 20th November 10th November 20th December 3rd Dave Phillips, Elgin's Town Crier - 85th Birthday Mrs. Moore S1. Thomas - Robbie Bums Day at S1. Joseph's Hospital S1. Thomas - Caressant Care on Bonnie Place - repeat of Robbie Bums Cry for residents - Lamplighter Inn for launch of Miracle Children's 2004 Telethon project - Walk for Memories (Alzheimer's) Parkside Collegiate - S1. Thomas Easter Seal Telethon Memorial Arena - Rogers Cablecast - The Change for Cancer Research Mount Bridges - Cavalcade of Checks Parade Lions Club (called because of rain) - E5 Bravo Awards Seniors center S1. Thomas opened and accepted award on behalf of Mayor Bonnie Vowel - Gazebo Dedication Dutton - Rosy Rhubarb - Opening ceremonies - Rosy Rhubarb - all day - Rosy Rhubarb - OPP Golden Helmets Precision Ride - Royal Bank Hot Dog Day for Children's Miracle Network - Shriner's Hospital Parade Dutton - Perch Search launch Port Glasgow - Tourism - Canada day Celebrations - Dutton - Intemational Day of the Town Crier - 24 hr phone line - Central Elgin Communities in Bloom local awards night - Attended Fireman Appreciation BBQ for Dutton, Southwold and West Lome fire departments for saving our business section - Met and greeted Carson Tour Bus from Calgary in Dutton and educated them on County of Elgin and Municipality of Dutton/Dunwich. - Wallacetown Fair - West Pac Seniors Fun Shop - Dutton Community Center. - Cenotaph evening ceremony for November 11 th - Dutton - Dutton Santa Claus Parade - Dickens Parade Port Stanley LAND DIVISION COMMITTEE REPORT November 23, 2004 To the Warden and Members of the Elgin County Council The Land Division Committee reports as follows: LAND SEVERANCES NOVEMBER 1, 2003 TO OCTOBER 31, 2004 G.C. N.G. E.L. N.L. S.D. R. E. D. R. O.w. or L. T. 2003 2004 2003 2004 2003 2004 2003 2004 2003 2004 2003 2004 2003 2004 2003 2004 AYLMER - 1 - - - - - 1 - - - - - - 1 - BAYHAM 37 29 2 1 3 8 27 17 3 2 4 2 - - 1 17 CENTRAL ELGIN 27 22 1 - 13 7 7 8 - - 3 6 4 1 2 2 DUTTON/DUNWICH 23 14 1 - 2 3 16 7 4 2 1 2 - - 3 1 MALAHIDE 39 50 2 1 3 6 30 41 4 2 2 1 - - 1 1 SOUTHWOLD 4 9 - - - 4 4 5 - - - - - - - - WEST ELGIN 17 16 1 - - 3 10 7 3 1 3 3 1 2 2 - . TOTAL (2003 -154) TOTAL (2004 -143) 147 141 7 2 21 31 94 86 14 7 13 14 5 3 10 21 G.C. - Granted Conditionally N.G. - Not Granted E.L. - Existing Lot N.L . - New Lot S.D. - Surplus Dwelling R. - Retirement Lot E. - Easement R.OW. - Right of Way L. - Lease D. or T. - Deferred or Tabled Number of Hearings - Full Days 9 - Half Days 3 ALL of which is respectfully submitted. petefH~ 'ÞJ-C'i- - Chairman. Department: Prepared By: Subject: St. Thomas-Elgin Ontario Works Chester Hinatsu Ontario Works Quarterly Report (July to September 2004) Report No. CR-04-20 File No. OW-04-20 Date November 12, 2004 Attachments Two (2) ~J ~ ''''.~'''''.=,"="",,,- ST. TH01IAS Corporation of the City of St. Thomas Directed to: Warden D.. Rock and members of Elgin County Council Report: This is a report for the third quarter of 2004 and will summarize the activities in July, August and September 2004. Overall our programs have remained within our approved budget and we anticipate continued performance through the balance of the year. The third quarter update by program is as follows: Income Maintenance: This program continued to experience gradual reduction in caseload in the third quarter, which is normal for this time of the year. In comparison to the same period in 2003 we are approximately 9% lower this year and based on the number of new intakes in this period we may see further reductions. There were no new program initiatives to report at this time. We remain within the approved budget for income maintenance and anticipate this will be the case at the end of this year. EmDlovment: Third quarter targets are down when compared to the year-to-date average but it is the year-to-date average ·that the ministry considers in calculating overall funding for the program: At this point in the year program revenues are in line with expenses. The ministry is moving away from taroet based fundina into a new outcome based fundina for the Employment Program. This fundamental change in funding formula will directly affect the revenue we are able to generate through the achievement of estimated outcomes. The net effect of the changes will not be realized until after budgets are set and staff is able to assess performance data, which could be well into the second quarter of 2005. The first outcome funding area prescribed by the ministry will target increased employment earnings for participants. Staff are addressing strategies and activities to be used to achieve increased employment earnings in 2004. The strategies are included in our. Employment Service Plan to be submitted to the Ministry for approval. The Employment Service Plan will be presented to City Council for approval after we receive the Ministry's approval. Child Care: Third quarter spending is in line with budget projections. In some program areas there may be surpluses, which may be used to address demands in other under-funded areas and will not affect the overall Child Care budget. The Speciai Needs Summer Enhanced Support Program that was funded through Ontario Works this summer allowed eight special needs child access to programming that would not necessarily be available to them. Childcare providers as well as parents felt the program was a success. Availability of the program next summer will depend on funding. The Multilaterai Framework on early Learning and Child Care Service Plan 2004/05 has now been completed and presently being reviewed at the ministry level. Upon completion of the review by the ministry the Child Care Service Pian will be presented to Council for approval. Child Care appears to be a high priority for the Ministry of Children and Youth Services. Staff has experienced a number of program enhancements in 2004 with the expectation that these enhancements will continue well into the future. Social Housina: Waiting list statistics The number of applicant households on the Centralized Waiting List continues to rise. As of September 30, 2004, there were 283 households waiting for rent-geared-to-income assistance, up from 230 applicants a year ago. This represents an increase of about 23%. The statistics for 2004 to date compared with 2003 are as follows: Jan. 31 Feb. 28 Mar. 31 Apr. 30 May 31 June 30 July 31 Aug. 31 Sept. 30 2003 173 181 194 188 197 202 207 202 230 2004 251 258 267 259 271 274 274 286 283 Rent Bank Agreement The City of St. Thomas has approved entering into a grant agreement with the Ministry of Municipal Affairs and Housing giving the City the authority to administer provincial grant funds in the amount of $71,475 to create a local Rent Bank. The signed agreement has been forwarded to the Ministry and we are awaiting the return of the fully executed document before using the Rent Bank funds. The Rent Bank will be used to provide assistance for up to two months of rent arrears to residents in St. Thomas and Elgin County who are facing eviction. Assistance will be in the form of either a non- repayable grant or an interest-free loan, depending on the financial circumstances of applicants as assessed by the Special Programs Worker at Ontario Works. It is anticipated that loan repayments will allow for continuous replenishment of the Rent Bank. Local guidelines, criteria, and an application process have been established for the Rent Bank. The Ontario Works Department will dovetail the $71,475 in Rent Bank funds with two other provincially funded homelessness prevention programs - the Energy Emergency Fund and the Homelessness Initiative Fund - to support low-income families in St. Thomas and Elgin County who are homeless or at risk of becoming homeless. Communications with the Ministry Earlier this year, the Minister Instigated monthly teleconference calis between Assistant Deputy Minister Doug Barnes and socia:l housing Service Manager representatives from across the province. As well, Ministry teleconference calls are held periodically for updates on the Strong Communities Rent Supplement Program and on the benchmarking process. The Housing Administrator participates on these calls. Resp~ ~ Ghêster Hinatsu, irector Kate Demare, Program Manager CHlss Reviewed By: Treasury Env Services Planning City Clerk HR Other Ontario Works Case load Trend 2003 . 2004 00 1000 900 800 700 'C 600 '" 1:i.ICounty 0 '" '" .City '" ü 500 -- 400 300 200 00 o -- Jan- Feb- Mar~ Apr- May- Jun- Jul- Aug- Sap- Oct- Nov- Dee- Jan- Fab- Mar- Apr- May- Jun- Jul- Aug- Sep- Oct- Nov- Dec- 03 03 03 03 03 03 03 03 03 03 03 03 04 04 04 04 04 04 04 04 04 04 04 04 Month 10/19/2004GWASTATS2004 2Years2 Year Trend CR-04-20 OW-04-20 Income Maintenance JulyCurren1 August Curren Septembe Year to Date 2004 Budge Unencumbered % Used Month Month Current Month Balance OW Allowances 454,262.09 490,000.38 435,167.98 4,353,734.14 6,300,000.00 1,946,265.86 69.11% ODSP Allowances 245,205.20 245,975.33 258,982.80 2,240,314.36 3,200,000.00 959,685.64 70.01% Tara Hal! 16,339.03 16,807.42 14,887.55 164,319.23 229,725.00 65,405.77 71.53% Mandatory Benefits 6,831.24 3,301.37 9,020.51 51,406.49 66,500.00 15,093.51 77.30% Discretionary Benefits 2,467.72 977.13 2,420.10 46,536.32 72,000.00 25,463.68 64.63% Homemakers 1,164.82 1,454.76 5,394.23 8,000.00 2,605.77 67.43% ODSP Benefits 72,692.26 77,216.64 72,742.97 690,011.83 950,000.00 259,988.17 72.63% OW Administration 104,711.92 100,048.91 104,025.54 959,882.61 1,360,485.06 400,602.45 70.55% ODSP Administration 55,492.69 55,554.01 55,401.34 500,051.83 660,000.00 159,948.17 75.77% Direct Operating Expenses 13,783.23 10,293.59 78,063.38 178,204.86 226,437.22 48,232.36 78.70% Intake Screening Un' 7,500.00 7,500.00 7,500.00 67,500.00 90,000.00 22,500.00 75.00% Homelessness 2,421.30 2,258.40 5,809.34 51,683.29 60,000.00 8,316.71 86.14% N.C.B.S. 25,459.74 19,053.87 17,982.25 177,913.99 230,000.00 52,086.01 77.35% Administration Overhead 7,538.17 7,538.17 7,538.17 67,843.53 90,458.00 22,614.47 75.00% Total Income Maintenance: 1,015,869.41 1,036,525.22 1,070,996.69 9,554,796.71 13,543,605.28 3,988,808.57 70.55% Less Recoveries: 26,277.77 23,519.89 30,424.61 228,272.46 250,000.00 21,727.54 91.31% Net Income Maintenance: 989,591.64 1,013,005.33 1,040,572.08 9,326,524.2 13,293,605.28 3,967,081.03 70.16% Employmen July Current August Current Septembe Year to Date 2004 Budge1 Unencumbered % Used Month Month Current Month Balance Employment Supports Expenses 2,534.33 7,686.13 9,811.17 68,311.20 118,500.00 50,188.80 57.65% Community Participation Expenses 2,089.70 415.30 2,424.95 16,228.99 32,750.00 16,521.01 49.55% LEAP. 575.00 531.13 1,594.00 5,289.14 15,900.00 10,610.86 33.27% Administration 35,056.62 36,239.31 35,029.59 339,727.43 474,050.00 134,322.57 71.66% Direct Operating Expenses 6,556.06 3,970.38 7,514.39 59,981.25 98,446.00 38,464.75 60.93% CP Innovalion 2,888.70 2,945.70 2,624.72 24,642.59 35,000.00 10,357.41 70,41% CP Bonus 0.00 0.00 #DIVIO! CP Bonus ERW Contracl 4,387.30 4,387.28 4,387.28 40,729.44 56,083.00 15,353.56 72.62% Adminislration Overhead 2,500.00 2,500.00 2,500.00 22,500.00 30,000.00 7,500.00 75.00% Total Employment 56,587.71 58,675.23 65,886.10 577,410.04 860,729.00 283.318.96 67.08% STATS Number of Participants Quarte~ Year to Date Ave~~~-3rd Average Level One - Job Ready Employment 374 360 Search Level Two - Employment Placement, Community Placement <30houl'S 200 251 and Basic Education Level Three - Employment Placement with Incentives, Community Placement> 65 80 30 hours and Self Employment, LEAP 11110120044:20 PMJan 2004Committee Report Tables-Countylncome Maintenance Employment CR.04-20 OW-04-20 Childcare July Curren August Curren Septembe Yearto Dab 2004 Budge Unencumbered % Used Month Month Current Month Balanc WageSubski 71,056.93 71,056.93 71,056.93 639,512.57 853,000.00 213,487.43 74.97% Speda! Needs Resourcing 30,119.32 30,119.32 44,992.28 285,946.8.1 361,432.0 75,485.16 79.11% Resource Ce~ 2,620.00 2,620.0C 2,620.00 23,580.00 31,440.00 7,860.00 75.00% Fee Subsid 92,657.64 92,657.64 68.273.9' 679,627.7 1,057,916.0( 378,28825 64.24% OntarioWorX 18,343.3 19,970.64 13,662.09 156,277.50 243,625.00 87,347.50 64.15% Federal Ear1y Learning Fund n,384.58 144,800.00 72,415.42 49.99% Pay Equ~ 81,426.18 35,026.24 (46,399.94) 232.47% Administration 14,721.10 14,738.69 14,888.40 140,022.18 197,142.20 57,120.02 71.03% Direct Operating Expenses 997.71 482.08 910.83 7,763.59 15,560.82 7,797.23 49.89% Administraüon Overhead 691.6 691.67 691.67 6,225.03 8,300.00 2,074.9 75.00% Total Childcare 231,207.76 232,336.97 217,096.14 2,092,766.22 2,948,242.26 855,476.04 70.98~ Social Housing July Curren' August Curren Septembe Year to DatE 2004 Budge Unencumbere % Used Month Month Current Month Balanc Direct Operating Expense 33,965.2 636.97 1,101.59 45,890.09 63,756.00 17,865.91 71.98% Administration 9,728.45 9,656.09 9,394.80 93,768.64 129,815.00 36,046.36 72.23% Non Profit Housing Subsidy Paid 229,765.75 226,242.08 255,715.58 2,140,721.22 2,881,264.00 740,542.78 74.30% Federal Non Profit Housing Subsidy Paid 17,528.40 17,528.40 17,528.40 157,755.56 210,340.76 52,585.20 75.00% Elgin St Thomas Housing Corp Subsid 120,059.00 344,109.00 1,283,355.00 939,246.0 26.81% Paid Rent Supplement Subsidy Paid 13,561.50 13,399.00 13,064.50 119,942.00 150,126.00 30,184.0 79.89% Administration Overhead Allocation 1,633.33 1,633.33 1,633,,33 14,699.98 19,600.00 4,900.02 75.00% Total Social Housing 426,241.70 269,095.87 298,438.20 2,916,886.49 4,738,256.76 1,821,370.27 61.56% AI! Programs July Curren August Curren Septembe Year to DatE 2003 Budge Unencumbered % Used Month Month Current Month Balan~ Grand Total 1,703,628.81 1,573,113.40 1,621,992.52 14,913,587.00 21,840,833.30 6,927,246.30 68.28% OW OntalioWorks ODSP Ontario Disability Support Program PNA Personal Needs Allowance NCBS National Child BenefitSupplement LEAP learning, Eaming and Parenting SDMT Service Delivery Madel Tectmology SHe Social Housing Corporation 11/10120044:19 PMJan 2004Commitlee Report Tables-CountyChHdcare Sodal Housing City of St Thomas Actual Operating Statements For the Year to date 2004 Period 9/31/2004 Months 9.00 GL 2004 Proposed Gross 2004YTD Actual 2004 YTD Proposed 2004 % Budget Account Description Budget Expenditures Expenditures Budget Used (Before County Share) Income Maintenance 13,293,605.28 9,094,361.39 9,970,203.96 68.41% Employment 860,729.00 554,910.04 645,546.75 64.47% Childcare 2,948,242.26 1,623,907.53 2,211,181.70 55.08% Social Housing 4,738,256.76 2,916,886.49 3,553,692.57 61.56% St Thomas Elgin Housing Corporation 2,901,030.00 1,491,183.63 2,175,772.50 51.40% Total Gross Expenditures 24,741,863.30 15,681,249.08 18,556,397.48 63.38% YTD Municipal Cost YTD Net County YTD County Share Total YTD Cou,nty Description Actual Relative Share Share Actual Admin Share Income Maintenance 4,800,188.91 33.33% 1,600,061.37 160,006.14 1,760,067.51 Employment 99,879,04 33.33% 33,292.68 3,329.27 36,621.95 Childcare 462,633.67 28.50% 131,850.60 13,185.06 145,035.66 Geography of Centres Social Housing 2,044,383.68 39.37% 804,853.41 80,485.34 885,338.75 # of Units St Thomas Elgin Housing Corporation 0.00 23.00% 0.00 0.00 0.00 Total County Share Ex~enditures 7,407,085.31 2,570,058.06 257,005.81 2,827,063.87 2/20049;55 AMActual04 OW ~ 3rd QTR cOUNTYChesterAnnualSummaryCounty Share Qlr Report REPORTS OF COUNCIL AND STAFF November 23. 2004 Staff Reports - (ATTACHED) 12 Tree Commissioner and Weed Inspector - Year-End Report for 2004 14 Director of Financial Services - 2005 Budget Impacts 17 Director of Financial Services - Budget Comparison - September 30, 2004 20 Director of Engineering Services - Vienna North Bridge Deck Replacement 22 Director of Engineering Services - Flooring at Bobier Villa 23 Director of Engineering Services - IT Room Renovations 28 Manager of Archives - Visual Heritage Project Update 29 Manager of Human Resources - Vacation Carry-over Policy 31 Manager of Human Resources - Attendance Management Policy Deputy Clerk - Use of Vacant Elgin Manor by Southwold Fire Department for a Training Exercise Director of Seniors Services (Elgin Manor) - Public Reporting of Long Term Care Homes REPORT TO COUNTY COUNCIL FROM: Rob Lindsay, Tree Commissioner and Weed Inspector DATE: 15 November 2004 SUBJECT: Year-End Report for 2004 INTRODUCTION: Below is the year-end summary of activity regarding the Elgin County Tree By-Law 87-6 for the months of November 1, 2003 to October 31, 2004 and the weed orders issued between June 14 and October 1,2004. DISCUSSION: Logging Activity/Notice of Intents: This year 180 Notices of Intent have been submitted from November 1, 2003 to October 31, 2004. Intents were filed as follows by municipality: Bayham 47, Malahide 48, Central Elgin 18, Southwold 14, Dutton/Dunwich 27, and West Elgin 26. The number is up 1 from last year. Applications for Minor Exception: There were 5 applications to clear woodlands within the County. Two applications were approved with 4.05 hectares being cleared. Approved clearings conformed to the County No Net Loss Policy with equivalent hectares replanted. Summary of approved clearings and replanted areas by municipality: 0.4 hectares in Malahide, 2.05 hectares in Southwold, and 1.6 hectares in Bayham. Violations: There were no violations this year. Weed Complaints and Orders: The Weed Inspector received 20 complaints regarding weed problems. Upon inspection of the complaint, 5 Weed Orders were issued when the affected landowner could not be reached by telephone. There were 5 weed complaints that could not be dealt with under the Weeds Act, as the areas were not within close proximity to agricultural or horticultural operations. Promotion/Open House: This year the By-Law was promoted at the Elgin County Ploughing Match and Out Door Farm Show in Woodstock. Pamphlets are available at all municipal offices and newspapers ads go out in all Elgin newspapers about the By-Law. The 2nd Draft of the Elgin County Tree Cutting By-Law was presented to all Lower Tier Municipalities. During the past year I have attended the Elgin/Middlesex Woodlot Owners Association and the South-westem Ontario Logger Associations Annual General Meetings. -2- Tree By-law: Currently revision to the 3rd Draft for the Tree Cutting By-Law is being worked on with the Working Committee. To date two meetings have been held with great progress being accomplished. RECOMMENDATION: THAT the report entitled "Year End 2004" from the Tree Commissioner and Weed Inspector dated November 15, 2004 be received and filed. Respectfully Submitted Approved for Submission ~/~ ?? Rob Lindsay Tree Commissioner Mar onald Chief Administrative Officer REPORT TO COUNTY COUNCIL FROM: Linda B. Veger, Director of Financial Services DATE: November 2, 2004 SUBJECT: 2005 Budget Impacts Introduction: Council was faced with difficult decisions when approving the 2004 budget. The 2005 budget year is also presenting challenges. The purpose of this report is to alert Council to significant budget impacts being contemplated or already approved for 2005. Discussion: The Ambulance Services budget has been affected by several decisions approved by Council in 2004, These include: · building an ambulance base and sub-station thereby increasing rental costs, utilities and repairs and maintenance · changing on-call hours at the west end of the County to regular shifts · up-staffing in St. Thomas to improve response times These changes add 2.89% to the overall 2005 budget request. As reported earlier, the Workplace Safety & Insurance Board costs have escalated in 2004. Considering the costs will remain the same in 2005, the additional reserve required adds 2.24% to the budget. The decision was made, in 2004, to reduce the budget request by borrowing from reserves. This 2004 decision increases the 2005 budget request by 2.21%. The above three budget lines increase the budget by 7.34%. Other considerations for Council: Reserves are dwindling. The reserves are Council's buffer throughout the year for unexpected expenditures. They are also a means of saving for major expenditures in the future such as an upgrade or replacement of Terrace Lodge. Reserves also increase the County's cash flow thereby reducing reliance on borrowed funds, Comparison of balances: · December 31, 1999 - reserves balance - $5,383,270 · October 31,2004 - reserves balance - $2,890,798 The requests for capital funding are vulnerable when considering budget increases. The capital budget has only increased by Y. % since 2001. The capital needs are far outpacing the capital budget. Assessment growth within the County has not had a significant affect on tax rates. With little growth, there is little chance to spread the property taxes over more tax payers thereby reducing the tax burden for all tax payers. What have departments done in 2004 to reduce costs: · 60/40 split of preferred and basic admissions to the Homes. This change has had little effect in 2004 but revenues will improve in 2005. · classification training - the results of this change are not known as yet. · re-organizing job functions. The introduction of a Director for each Home will allow more direct control. The reaction to challenges can be immediate. · deferring projects to take advantage of contractor workloads. · collection of POA revenues improved through the efforts of POA staff and the Collections Officer. What are departments plannina for 2005: · review job routines to ensure efficiency and cost containment · review departmental functions. As example, review of housekeeping and laundry by an outside organization. A complete review of dietary by an outside organization. · considering changes to several charges and fees to be presented to Council later in the year. · Museum re-organization. · re-introduction of the attendance management system · thorough review of the new Homes standards. How have staff minimized budaet increases: · reviewed benefit costs to estimate the lowest percentage. Senior staff have been advised to expect an OMERS increase in 2006 · reviewed all expenditure lines to hold the budget to 2004 numbers wherever possible, considered the increase of the GST rebate to maintain or, wherever possible, lower the budget request as compared to 2004. Over the past few years, budget approvals have been later in the year, often caused by delays in receiving information from the Province. This delay can add costs to County projects by missing the opportunity of securing contractors during their slow period prior to the budget being approved. Staff suggest that the budget be reviewed and approved earlier in the year. The timetable could be: · January 11, 2005 - proposed budget included with Council package to allow Councillors time to review · January 25, 2005 - budget review and consideration · February 8, 2005 - budget review and consideration. Conclusion: A budget increase of 7.74% for 2005, based on 2004 assessment would mean an average taxpayer with a CVA of $150,000 would pay $66.38/annum more or $5.53/month. Recommendation: THAT the dates for budget review and consideration be January 25, 2005 and February 8, 2005; and, THAT Council determine any additional budget review dates as required. Respectfully Submitted Approved for Submission L~ Director of Financial Services Mar Donald Chief Administrative Officer REPORT TO COUNTY COUNCIL FROM: Linda B. Veger, Director of Financial Services DATE: November 5, 2004 SUBJECT: Budget Comparison - September 30, 2004 Introduction: Attached is the budget comparison to September 30, 2004 for the County operating departments. Discussion: The average budget expended to August 31 is approximately 75%. The operating departments are within this parameter. Corporate Expenditures - insurance (38,496) - insurance paid early in the year. Legal and professional (22,492) - many personnel issues that required input. Engineering - 289,113 - maintenance payments made later in the year. Overall the three Homes are in a positive position and should be until the end of the year. Pioneer Museum - operations (6,430) - utility costs higher than anticipated. All other departments are reasonable. Recommendation: THAT the report titled Budget Comparison - September 30,2004 and dated November 5, 2004 be received and filed. Respectfully Submitted ,~~ Director of Financial Services Approved for Sub ' . COUNTY OF ELGIN Departmental Budget Comparisons For The 9 Periods Ending September 30,2004 Total YTD YTD Variance %OF Budget Budget Actual 0 Budget Warden & Council Wages 163,372 122,529 122,538 (g) Benefits 10,619 7,964 4,933 3,032 Operations 65,675 49,256 41,517 7,740 Total 239,666 179,750 168,987 10,762 70.51% Administrative Services Wages 240,953 180,715 178,248 2,467 Benefits 62,298 46,724 37,456 9,268 Operations 13,600 10,200 9,347 853 Total 316,851 237,638 225,051 12,58/ 71.03% Financial Services Wages 270,627 202,970 199,712 3,258 Benefits 70,363 52,772 47,258 5,514 Operations 17,083 12,812 15,792 (2,98OJ Total 358,073 268,555 262,762 5,79 73.38% Human Resources Wages 303,500 227,625 227,580 45 Benefits 77,550 58,163 51,534 6,628 Operations 19,550 14,662 11,599 3,064 Total 4UU,6UU 3UU,45U 290,713 9,737 /2.57% Administration Building Wages 107,711 80,783 79,848 936 Benefits 28,005 21,004 19,115 1,889 Operations 76,454 57,341 22,195 35,146 Total 212,17U 159,128 121,157 37,971 5/.1U% Corporate Expenditures Insurance 197,OOO 147,750 186,246 (38,496) Telephone 34,573 25,930 20,784 5,146 Legal & Professional 60,000 45,000 67,492 (22,492) Retiree Benefits 43,000 32,250 30,319 1,931 Olher Expenditures 69,815 52,361 45,554 6,807 Total 4U4,388 3U3,291 350,395 (47,1U4) 86.65% Engineering Wages 231,000 173,250 173,659 (409) Benefits 57,000 42,750 38,402 4,348 Operations 86,500 64,875 45,697 19,179 Maintenance 2,223,958 1,667,968 1,401,973 265,995 Total 2,598,458 1,948,844 1,659,731 289,113 63.87% Agriculture Operations 31,876 23,907 17,333 6,574 Total 31,876 23,9U 7 17,333 6,574 b4.38% Elgin Manor Revenues (3,957,937) (2,968,453) (2,956,11 g) (12,334) Wages 3,715,539 2,786,654 2,761,229 25,425 Benefits 1,035,748 776,811 712,315 64,496 Operations 747,185 560,389 568,487 (8,099) Total 1,540,535 1,155,401 1,085,913 69,488 70.49% Terrace Lodge Revenues (4,297,458) (3,223,093) (3,199,973) (23,120) Wages 3,867,818 2,900,863 2,884,128 16,735 Benefits 1,076,851 807,638 715,361 92,278 Operations 817,006 612,754 592,755 19,999 Total 1,464,217 1,098,163 992,271 105,892 67.77% Bobier Villa Revenues (2,425,111 ) (1,818,833) (1,867,048) 48,215 Wages 2,540,585 1,905,439 1,939,713 (34,274) Benefits 708,220 531,165 445,918 85,247 Operations 510,435 382,826 396,698 (13,872) Total 1,334,129 1,OOO,597 915,281 85,316 68.61% Pioneer Museum Wages 72,546 54,410 54,594 (185) Benefits 17,952 13,464 12,689 775 Operations 34,975 26,231 33,252 ?,021¡ Total 125,473 94,105 100,535 6,430 80.12% Library Wages 995,000 746,250 738,714 7,536 Benefits 245,000 183,750 170,732 13,018 Collections 234,750 176,062 131,769 44,293 Operations 102,093 76,570 28,023 48,547 Total 1,576,843 1,182,632 1,069,238 113,394 67.81% Archives Wages 99,852 74,889 76,978 (2,089) Benefits 25,047 18,785 16,487 2,298 Operations 46,350 34,763 21,883 12,879 Total 171,249 128,437 115,348 13,089 6/.36% Land Division Wages 53,415 40,061 34,784 5,277 Benefits 9,945 7,459 6,439 1,019 Operations (63,360Ó (47,520Ó ~70,119¡ 22,599 Total 28,895 28,895 O.UU% Emergency Measures Wages 5,000 3,750 3,500 250 Benefits 1,300 975 910 65 Operations 9,800 7,350 2,597 4,753 Total 16,100 12,0/5 7,007 5,068 43.52% Information Technol09ies Wages 173,300 129,975 124,448 5,527 Benefits 36,393 27,295 27 ,495 (200) Operations 341,556 256,167 208,495 47,672 Total 551,249 413,437 360,438 52,999 65.39% Provincial Offences Grant 0 0 (18,342) 18,342 Fines Revenues (700,000) (525,000) (550,150) 25,150 Shared Revenues - Municipal 350,727 263,045 179,644 83,402 Wages 136,088 102,066 112,326 (10,260) Benefits 35,383 26,537 24,444 2,093 Operations 146,050 109,538 89,540 19,997 Total (31,752) (23,814) (162,537) 138,723 511.90% Ambulance Services Province of Ontario (1,635,907) (1,226,930) (1,228,914) 1,984 City of St. Thomas (1,253,970) (940,478) (951,814) 11,337 Intermunicipal Transfers 0 0 0 0 Contractor Payments 4,596,185 3,447,139 3,452,983 (5,844) Wages 60,000 45,000 43,812 1,188 Benefits 15,600 11,700 9,957 1,743 Operations 44,500 33,375 10,653 22,722 Total 1,826,408 1,369,806 1,336,676 33,130 13.18% Collections Fines Revenues (300,000) (225,000) (250,073) 25,073 Wages 45,401 34,051 32,730 1,321 Benefits 11,804 8,853 8,375 479 Operations 7,300 5,475 3,167 2,308 Total (235,495) (176,621) (205,802) 29,181 87.39% REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Director Engineering Services DATE: November 12, 2004 SUBJECT': Vienna North Bridge Deck Replacement Introduction As part of the approved Capital Budget, $1.2 Million has been allocated for the Vienna Bridge North Deck Replacement. Solicitations for tenders was completed as per the County's purchasing policy. Discussion / Conclusion The successful bidder for the removal and replacement of the existing deck was Facca Incorporated, at a cost of $1,067,617.11 (including taxes). A summary of the tenders received are listed below: Tender Amount $1,067,617.11 $1 121,360.00 $1147546.43 $1,274 154.00 This project consists of two parts: engineering and contract administration and construction. Engineering and contract administration is $82,500 with an additional $1,067,617.11 for the construction (both including taxes) for a total project cost of $1,150,200. As part of the approved capital budget $1,200,000 has been allocated for this project, therefore this project is with budget. The contractor will be completing the project between February 1 and May 20, 2005. The official detour route during the project duration will utilize the same local roads that were used during the Edison Bridge replacement in 2003. At that time, the County paid $25,000 to hard surface these local roads with the intention of using it for the Vienna North Bridge detour route as well. Staff is aware that the local detour route will be used during a time when roads may suffer some distress. This issue has been discussed with the Municipality of Bayham and any damage done to these local roads will be repaired as part of this project. Recommendation That the Warden and Chief Administrative Officer be authorized and directed to sign a contract with Facca Incorported in the amount of $1,067,617.11 for the Vienna North Deck Replacement project, No. 6290-04-02. Respectfully Submitted, {])Wdw~ Approved for Sub . sion, Clayton Watters Director of Engineering Services Mark G. , Chief Administrative Officer REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Director of Engineering Services DATE: November 12, 2004 SUBJECT: Flooring at Bobier Villa Introduction As part of the approved Capital Budget, Flooring at Bobier Villa will be replaced in the front foyer, and front hallways. Solicitation of quotations was completed as per the County's Purchasing Policy. The successful bidder is required to remove existing VCT tile and adhesive and install ceramic tile. Discussion/Conclusion The successful bidder for the removal of existing tile and installation of ceramic tile was Bernardo Group Ltd. at a cost of $ 31,933.08 (including taxes). A summary of the companies solicited and the quotations received are listed below. Company Quotation Amount $ 31,933.08 $ 38, 182.95 No Bid As part of the approved capital budget $40,000 was allocated for this project, therefore the lowest bid received is within budget. Recommendation THAT Bernardo Group Ltd. be awarded the project to replace the flooring at Bobier Villa at the quoted price of $ 31,933.08 (including taxes). RESPECTFULL Y SUBMITTED Chw~ilM APPROVED FOR SUBMISSION ~ Mark G. McDonald, Chief Administrative Office Clayton Watters, Director, Engineering Services REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Manager Engineering Services DATE: 15 November 2004 SUBJECT: IT Room Renovations Introduction As part of the approved Capital Budget renovations to the IT room are proposed to be completed. The project was grouped in various trade responsibilities in an attempt to reduce costs. Requests for Quotations were issued as per the County's Purchasing Policy and bids were received until Monday October 4, 2004 for the labour and material required for the construction of the new It room. The trades included demolition, drywall, doors, flooring, painting, electrical, a fire suppression system, air conditioning unit, and plumbing and mechanical. A description of the scope of work for each trade and the companies who were solicited are attached as Appendix 1. Discussion / Conclusion The servers within the existing IT room are at high risk and susceptible to damage and failure while remaining in their current environment. Overheating, dust, static electricity and a lack of a fire suppression system have collectively put this valuable infrastructure at risk and this proposed project will address all of these concerns. Three (3) companies were invited to submit a bid for eight (8) trades and one (1) quotation was received from Leibert for the air conditioning unit. Discussion I Conclusion (cont.) The following companies submitted the lowest quotation for their specific trades (including taxes) at a total price of: $69,018.07 Activi Demolision D all, Frames and Acoustics Doors Price $ 1 072.41 $ 6 558.83 $ 1,558.99 $ 695.50 $ 2,580.00 $ 6 340.00 $ 5 235.00 $ 8,881.00 $ 20,125.00 TOTAL SUB TRADE COSTS $53,046.32 An additional $4,381.50 was extended to Spriet Associates for consultation and project drawings. $58,000 was allocated within the approved capital budget for this project, therefore, the lowest bid received for the above trades are all within budget. It is staff's belief that the lowest possible price for this project has been obtained with the County acting as the General Contractor by hiring individual sub-trades to complete the work. The Manager of Corporate Facilities is co-ordinating this project with consultation from an engineering firm. Recommendation THAT the companies listed in this report, who supplied the lowest price to complete specific activities be selected to complete the IT Room Renovation Project, and; Rm~~~bmitted Clayton D. Watters, Director Engineering Services Mark G. Chief Administrative Officer Appendix 1 Job Descriptions and Bids for the IT Room Renovations DEMOLITION The Removal and disposal of items scheduled to be removed including ceiling system, drywall partitions, doors and frames, carpet, base and window blinds. Total of Bid GST included No Bid $ 1 072.41 $ 1 461.61 DRYWALL. FRAMES AND ACOUSTICS The supply and installation of standard and prefinished drywall sheets including fastening bars and covers, steel studding, rigid insulation fastening strips, batt and rigid insulation and vapour barrier. The supply and installation of new acoustical tile ceiling and the installation of the new acoustical tile ceiling and the installation of the existing system. Also included is the supply and installation of hallow metal frames including all hardware and glazing. D all, Frames and Acoustics Com an C.D. D all Oscar Tem Ie & Sons W.J. Broome & Sons Total of Bid GST included $ 6/558.83 No Bid No Bid DOORS AND FRAMES The supply and installation of Solid Core wood door with hinges and lever handles. Also the supply and installation of a Sliding Door for closet. Doors Comoanv Total of Bid (GST included) Southwest Doors & Hardware $ 1/558.99 Pro-Able Doors $ 1/763.36 Allmar International $ 2/006.25 PAINTING The field painting of walls, doors, and frames. Paintin Com an Earle's Paintin & Contractin Annen Paintin H.D. Decoratin Total of Bid GST included $ 695.50 No Bid $ 909.50 FLOORING AND BASE The supply and installation of electrostatic discharge flooring, conductive tape, floor leveller, and rubber base. The installation of new terrazzo base to match existing. Floorin and Base Com an Bernardo Marble & Tile Ltd. Gra 's Floorin White's Street Total of Bid GST included $ 2,580.00 $ 6 234.98 No Bid ELECTRICAL The supply and installation of materials required to provide a new isolated electrical sub- panel for the IT room functions including reconnection of existing and installation of new receptacles and devices. Also included is the connection of the new IT room air conditioning unit. Electrical Company Total of Bid (GST included) Pro Electric $6,340.00 Koolen Electric $ 7,660.13 Turnav Electric $ 7,682.6 PLUMBING AND MECHANICAL The supply and installation of cold water supply lines and condensate lines for the new mechanical unit. Also the installation of the Liebart Air Cooled Air Conditioning Unit within the IT Room including roof mounted condenser unit and refrigerant supply and return lines. Plumbin and Mechanical Com an Pro-Electric Millcreek Plumbin Ambrose Plumbin Total of Bid GST included $ 5,235.00 No Bid $ 15,515.00 FIRE SUPPRESSION SYSTEM The supply and installation of a gas fire suppression system. Total of Bid GST included $ 8,881.00 $ 14,043.75 $ 14 177.00 AIR COOLED AIR CONDITIONING UNIT Total of Bid taxes included Liebert Cor oration $ 20,125.00 The Leibert Air Conditioning Unit is designed for rooms with sensitive electronic equipment and specific to this project. The unit can only be purchased from one manufacturer, and therefore three (3) quotes could not be received. REPORT TO COUNTY COUNCIL FROM: Brian Masschaele, Manager of Archives DATE: 4 November 2004 SUBJECT: Visual Heritage Project update INTRODUCTION: The County is a major partner in the Elgin Visual Heritage Project. This report updates Council on progress to date on this project. DISCUSSION: County Council approved $7500 in October 2003 to support the Elgin County Visual Heritage Project. This project involves the creation of a full-length documentary and interactive website on the County's history which will be marketed to area youth and the public in general. Five hundred free copies of the DVD will be distributed to every school, library, museum and historic site in the County. The project is produced by an organization called the Living History Multimedia Association in collaboration with the County, the City of St. Thomas and the St. Thomas-Elgin Tourist Association. The producers have conducted extensive research and have interviewed countless individuals throughout the past summer. A number of re-enactments at local museums and historic sites have also taken place. The Elgin County Archives has been used as the "home-base" for this project and has provided extensive material for it. The documentary is now in the final screen-editing phase. The producers are hoping to launch the documentary at a theatre in St. Thomas in February 2004. The event will be well publicized and members of County Council will be invited to attend. CONCLUSION: Excellent progress has been made on the Elgin County Visual Heritage Project. It is expected that screening will take place in February 2005. Members of County Council will be invited to attend. RECOMMENDATION: THAT this report be received as infonmation. Respectfully Submitted ®~~ Q Brian Masschaele --- Manager of Archives &~40 Cathy Bis p Director Library Services Approved for slon d REPORT TO COUNTY COUNCIL FROM: Paul Vandenberg, Manager of Human Resources DATE: November 15, 2004 SUBJECT: Vacation Carry-over Policy Introduction: At the previous Council meeting staff was directed to amend policy 7.10 regarding Vacation Year/Scheduling, to permit staff to approve vacation carry-over requests since these requests cannot be unreasonably withheld in any event. This report provides a suggested amendment to said policy to permit a more timely approval process. Discussion: Policy 7.10 reads as follows: "Employees must take their vacation during the year to which it refers and no carry-over of credits to the following year will be allowed unless recommended by the Management Team and approved by County Council". Further to this policy, most of our collective agreements indicate that requests of this nature cannot be unreasonably denied. Vacation scheduling is really an operational matter within the purview of Supervisors and Directors. In addition, language in our collective agreements prescribes the circumstances under which requests of this nature are considered. As indicated above, Management will endeavour to curtail these requests so that they do not negatively affect operations. As such, it is not necessary to have Council's blessing on these operational/scheduling matters. Nevertheless, should trends develop or should staff be inundated with numerous requests of this nature, it would be helpful to have recourse to Council. Accordingly, the amended wording is suggested in the recommendation below. Conclusion: In an effort to streamline administrative approvals, an amendment to policy 7.10 is being suggested for Council's consideration. - 2 - Recommendation: THAT Policy 7.10 regarding Vacation Year/Scheduling and Pay be amended as follows: THAT employees must take their vacation during the year to which it refers and no carry-over of credits to the following year will be allowed unless approved by the Management Team. The Management Team, at its discretion, may refer exceptional requests to County Council for its approval. At least once a year, an information report to Council shall be presented indicating the number of vacation carry-over requests submitted and granted by the Management Team. Respectfully Submitted, Approved for Submission, y~ Paul Vandenberg, Manager of Human Resources REPORT TO COUNTY COUNCIL FROM: Paul Vandenberg, Human Resources Officer, Joanna Vemon, Human Resources Co-ordinator DATE: November 1, 2004 SUBJECT: Attendance Management Policy INTRODUCTION: The Attendance Management Policy was introduced in September 1998 to reduce employee absenteeism and increase the effectiveness of the corporation. Since it's introduction, it has received numerous changes with the input of our bargaining units to make it a more workable and acceptable policy. The efficient and effective operation of the corporation is reliant upon staff working their scheduled shifts. DISCUSSION: HISTORY The AMS Policy was introduced with several key objectives: 1. Reduce employee absenteeism, 2. Fair and consistent attendance management, 3. Increase employee awareness and accountability of their absences, 4. Educate employee on the impact of not being at work, 5. Provide managers with a tool to manage absenteeism. The policy was developed from an existing policy at Hamilton-Wentworth. This policy was chosen from a selection of attendance policies for its extensive counselling programs and for the fact that it had stood the test of grievances and arbitration. During this development phase a committee consisting of representatives from all our unions, the Management Team and Human Resources was formed, The policy was changed during this process to create an Elgin County solution for attendance management. Although the unions participated in the process, they did not agree with the attendance management concept. During the third year of the policy, as employees with poor attendance were progressing through the counselling steps, SEIU became more militant in their opposition to the policy increase. The unauthorized "7 Gates of Hell" demonstration at County Council in 2000 was the climax of unionized employee unrest over the AMS Policy. To appease employee concems, another committee was established to review the policy, which lead to further revisions to create buy-in from the SEIU group. The significant changes included letters sent to employees at the 1st stages of counselling, rather than meetings with the supervisor and HR. We also reduced the number of manageable absences to four as well as softening our position on special cases. In 2001, the Employment Standards Act was modified to allow all employees in Ontario ten (10) emergency days, which the employer cannot counselor discipline. The AMS Policy was again modified to reflect the employees' rights under this new legislation. The impact to the employer was that we could not manage the first ten (10) employee absences, which meet the emergency day qualifiers. In 2002, due to the budget and other challenges in our Homes for Seniors the AMS Policy was placed on hold. Although the issues in the Homes were not related to the AMS Policy, since this policy was still an issue with the unionized employees, this move was made to improve working relations and moral. CURRENT SITUATION Absenteeism is an issue that affects all employers. In a seminar last week, it was reported that the CEO of American Airlines estimated that their company losses one (1) million dollars per day due to employee absenteeism. The County of Elgin had 29,269 absent hours in 2003, for a total of 3,719 days. The approximate cost for this is $1,363.00 per day. These absent days account for sick time, STD and LTD. No other paid absences were considered in these statistics. See Attachment "A" for a full report from 2001 to 2004. In the past the Attendance Management Policy has demonstrated that it works by making employees more conscientious and accountable for their attendance and therefore reducing the amount of absences. There is a need to implement the Attendance Management Policy again. The unions will not be happy with the re-introduction of this policy. While the union opposition has no basis, they will argue that this is a disciplinary policy, which encourages sick employees to report to work. Even though we've had significant union involvement in revising the policy, we will never gain their support. The fact remains that attendance issues are completely with in the employers right to manage. CONCLUSION: It is time that the Attendance Management Policy is re-activated to reduce employee absenteeism and increase the efficiency of the corporation. Staff suggest that the policy be effective January 1, 2005 with the outlined communication strategy, Attachment "An, to provide notice to the unions and staff. . RECOMMENDATION: THAT the Attendance Management Policy be re-activated January 1, 2005 and that Human Resources notify the unions and all staff. . f1¡. Harley U der ill Dire~f Human Resources /~ Paul Vandenberg Human urces Approved for Submission M1d:) Chief Administrative Officer Respectfully Submitted Joanna Vemon Human Resources Co-ordinator Attachment A Attendance Statistics 2001 - 2004 2001 2002 2003 2004 * AMS Policy Active Inactive Inactive Inactive Hours 16,884.25 27,401.60 29,269.93 31,794.00 Days 2,072.96 3,460.15 3,719.82 4,014.00 Estimated Cost/Day $ 786.39 $ 1,276.24 $ 1,363.26 $ 1,480.82 Estimated Annual Cost $ 287,032.25 $ 465,827.20 $ 497,588.81 $ 540,498.00 * 2004 - Actual data from Jan 1/04 - Sept 30104, Estimated data from Oct 1/04 - Dec 31/04 Communication Outline 1) Present to Council on November 23, 2004. 2) Conduct a one day in-service for all Supervisors and Management Team in January 2005. 3) Send notice letters to the unions and discuss at next Labor Management meetings: 4) Memo to all employees that would be attached to all pay stubs. 5) Conduct an in-service for all employees starting in January 2005. J:\HR\Mgmt-Council ReportslAMS PrjectlAttachment A - Attend. Stats & Communication Strategy.xls County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code - A Date Approved: Oct. 1/87 Page 1 of 19 Date Last Revision: May 14/02 To manage attendance within the Corporation in a fair and consistent manner with the following objectives: a) To help employees achieve optimum attendance at work by making every reasonable effort to provide accommodation, assistance and rehabilitation. b) To respond to the facts of individual cases in passing through all the steps of the program. This program is not intended to be applied in a mechanical fashion which endeavours to have "one size fits all", but to rely on objective evidence relating to the attendance. c) To provide guidance to management staff who are responsible for dealing with attendance issues. d) To enable the employer to conduct its operations in a safe, efficient and orderly manner. e) To maximize service delivery to the public. 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 both in the manageable and approved categories AMS deals primarily with attendance issues, which are generally defined as non-blameworthy and innocent. Blameworthy attendance issues are generally defined as willful acts resulting in violation of rules, regulations, policies, procedures or standards and could result in disciplinary procedures. In order to ensure consistent management of attendance issues and application of an Attendance Management System, the following definitions have been developed: DEFINITIONS: Emerqencv 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) County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code· A Date Approved: Oct. 1/87 Page 2 of 19 Date Last Revision: May 14/02 Medical Time Loss Review The Medical Time Loss Review is an assessment by the Human Resources Department when an employee states that a medical condition is the reason for inadequate attendance. Retum to Work Medical Clearance The Return to Work Medical Clearance is an assessment to determine the employee's ability to perform the 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 as manageable and include any absence from scheduled work for such things as: 1. Absent Without Permission An absence where the employee fails to report an absence to his/her supervisor according to established procedures. These absences may be subject to disciplinary action. 2. Leave of Absence An approved unpaid leave of absence other than what is listed under approved absences, will be subject the Attendance Management procedures 3. Short Term Disabilitv An absence where the employee notifies the employer that he/she is unable to work due to illness, non- occupational injury or doctor's appointments. These absences are subject to the Attendance Management procedures. 4. Lonq Term Disabilitv 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 than fifteen (15) to seventeen (17) weeks, These absences are subject to the Attendance Management procedures. County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code - A Date Approved: Oct. 1/87 Page 3 of 19 Date Last Revision: May 14/02 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. These absences are defined as approved and include any absence for such things as: 1. Absent with Permission An approved paid absence in accordance with the provisions of the collective agreement or County policy. 2. Compassionate Leave An approved absence due to the death of a family member, in accordance with provisions of the collective agreement or County Policy. 3. Doctor's Appointment An absence where the employee requests leave to attend up to two physician or dental appointments, each no greater than one-half day in length or in accordance with provisions of the collective agreement or County policy. At the discretion of the Supervisor, a sick day or a part thereof may be used to attend an appointment with a specialist, as these are difficult to schedule. 4. Leave of Absence An approved unpaid leave of absence of one day to a maximum of five incidents per year. 5. Leqal Strikes An absence resulting from unresolved formal contract negotiations. 6. Matemitv Leave An approved absence for maternity leave in accordance with the Employment Standards Act and based on the appropriate medical authorization. 7. Modified Work/Rehabilitation An approved absence for participation in a temporary modified work or rehabilitation program in accordance with established gradual retum to work procedures. County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code - A Date Approved: Oct. 1/87 Page 4 of 19 Date Last Revision: May 14/02 8. Parental Leave An approved absence available to adoptive and/or natural fathers and/or mothers in accordance with the Employment Standards Act. 9. Suspension An absence where an employee is instructed to be absent from scheduled working hours as a result of disciplinary action. 10. Temporary 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). 13. Witness/Jury Dutv An approved absence to perform witness or jury duty activities, in accordance with the provisions of the collective agreement or County policy. 14. Workplace Safety and Insurance Board Benefits An absence resulting from a work related injury or illness. These absences are subject to the Attendance Management procedures. County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code - A Date Approved: Oct. 1/87 Page 5 of 19 Date Last Revision: May 14/02 Special Circumstances · The employee is responsible for contacting the Director of Human Resources/Department Head to discuss the special circumstances. Examples: · Employee sent home due to illness · Employee was ill with a life threatening illness EMPLOYEE RESPONSIBILITIES: 1) Maintain an acceptable level of attendance REPORTING AN ABSENCE: Employees who are absent from work shall: 1) Report all absences to the immediate supervisor, or equivalent designate, in the manner and time prescribed in the Attendance Management System and/or Collective Agreements and/or Short and Long Term Disability Plans and/or County Policies, and/or departmental procedures. 2) Make every effort to contact the immediate supervisor, or equivalent designate, prior to the start of the shift. 3) It is the employee's responsibility to provide his/her immediate supervisor with the following information: - reason for absence [ according to defined absence types] - expected date of retum 4) Employees who fail to report an absence shall be recorded as absent without leave. Additional procedures are included to focus on assisting employees to achieve the best health and attendance and to maintain operational efficiency: 1) Employees absent or expecting to be absent in excess of 15 working days are requested to contact the Supervisor who will contact the Human Resources Department I Health and Safety Coordinator in order to determine the possibility of work accommodation. The immediate supervisor will be informed of all developments with his/her employee. 2) Employees may be requested to contact the Supervisor every two weeks to advise of the status of an expected date of return. The Supervisor will contact the Health and Safety Coordinator who will Liaise with the Human Resources Department. County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code - A Date Approved: Oct. 1/87 Page 6 of 19 Date Last Revision: May 14/02 MANAGEMENT RESPONSIBILITIES: 1) Be accountable for the attendance level within the groups they supervise. 2) Know and follow the procedures outlined in the attendance management system. 3) Ensure the consistent application of the attendance management system procedures within the groups they supervise. SUPERVISORS RESPONSIBILITIES: Supervisors shall: 1) Receive calls from absent employees to: - determine the anticipated length of absence and/or retum date - determine status of outstanding work, assignments, etc. to assess disposition - express concern regarding employee's health 2) Ensure all absences for all employees, regardless of status, are recorded on an absence report and forwarded to Human Resources Department immediately after the payroll cutoff date 3) Ensure that all employees are aware of the designate to be reported to when absent. In identifying a designate, supervisors should select an equivalent or higher level of management 4) Monitor and document all contacts from employees and note any revisions of expected date of retum to work 5) Notify the Health and Safety Coordinator of absences expected to be, or in excess of, 15 working days and changes in retum to work dates resulting from regular contact with absent employees 6) The Health and Safety Coordinator will advise the Director of Human Resources of all employees absent or expected to be absent in excess of 15 working days County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code - A Date Approved: Oct. 1/87 Page 7 of 19 Date Last Revision: May 14/02 DIRECTOR OF HUMAN RESOURCES RESPONSIBILITIES: 1) Regularly review the corporate and departmental levels of attendance 2) Ensure that department heads are consistently managing the level of attendance within their departments in accordance with the attendance management system procedures HUMAN RESOURCES DEPARTMENT RESPONSIBILITIES: 1) Provide overall administration of the attendance management system, including providing timely attendance reports to Director of Human Resources and department management, and regularly inform management of the effectiveness of the attendance management system 2) Support departmental management in the AMS process. 3) The Health and Safety Coordinator will liaise with the employee, the Supervisor, the Medical Practitioner, the Workplace Safety and Insurance Board the Benefit Carriers and any other persons necessary to assist with the administration of the Absentee Management System. 4) Monitor the overall health and welfare of all employees. While the emphasis is on preventive medicine, the Human Resources Department (Health and Safety Coordinator) may be asked to arrange a consultation with a medical practitioner to assess an employee regarding his/her ability to perform job duties in a safe and predictable manner and provide assistance to employees through the AMS. WORKPLACE SAFETY AND INSURANCE BOARD BENEFITS: All incidents/accidents which occur during the course of duty, no matter how minor, must be reported immediately to the supervisor or designate and appropriate incident/accident forms completed and forwarded immediately to the Health and Safety Coordinator. The supervisor must complete an Absence Report if lost time results from the incident/accident. County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code - A Page 8 of 19 Date Approved: Oct. 1/87 Date Last Revision: May 14/02 RETURN TO WORK CLEARANCES: Employee Responsibilitv · Report to Health and Safety Coordinator before returning from any absence exceeding time limits outlined in the Collective Agreements or County Policy · Report to Health and Safety Coordinator before retuming from any absence with limitations or restrictions · Provide medical documentation regarding limitations or restrictions regarding the ability to perform regular duties in a safe and predictable manner · Report to Health and Safety Coordinator before retuming from any WSIB absence Supervisor Responsibilitv · For all absences of 5 working days or less due to Short Term Disability, refer employee to Health and Safety Coordinator when employee indicates that there are restrictions or limitations or when there are just concems regarding the employee's ability to perform duties in a safe and predictable manner · Ensure all employees returning from WSIB benefits have been cleared to retum by the Health and Safety Coordinator Health and Safety Coordinator · For all absences due to Workplace Safety and Insurance Board benefits, notify WSIB of employee's retum · Review all absences exceeding 5 working days due to STD or L TD · Review all absences of 5 working days or less where employee was referred by supervisor. ATTENDANCE INTERVIEW PROCEDURES: Interviews will not be required at Level 1 or 2, unless requested by the employee. A notice will be sent from the Human Resources Department to the employee and the supervisor, to inform them of the attendance. Interviews are not to be viewed as disciplinary proceedings. The intent and purpose, is to provide information and assistance to the employee regarding his/her attendance and responsibility to maintain an acceptable level and clearly indicate that not meeting attendance expectations may result in non- disciplinary discharge. County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code - A Date Approved: Oct. 1/87 Page 9 of 19 Date Last Revision: May 14/02 At Level 1 and 2, a notice will be sent from the Human Resources Department to the employee and the supervisor, to inform them of the attendance. No meeting is required unless the employee requests it. No notice will be sent when an employee's rate of manageable attendance is at or below 4 incidents or 10 days or less in any 12 month period. When an employee's rate of manageable attendance exceeds 4 incidents or 10 days in any 12 month period after Levels 1 and 2, the supervisor will notify the employee in writing that he/she should arrange an interview with the supervisor. This interview will be documented. If the employee has not contacted the supervisor within two weeks of the date of the first notice, the supervisor will send a follow-up letter. Should the employee's rate of manageable attendance exceed 4 incidents or 10 days at any time within a 12 month period following the interview, the employee shall proceed to the next level. Should the employee's rate of manageable attendance exceed 4 incidents or 10 days between 12 and 24 months following an interview at any level of the AMS, the same level interview will be repeated. Should the employee's rate of manageable attendance exceed 4 incidents or 10 days after 24 months following an interview at any level of the AMS, the employee will re-enter the procedure at Level 1. At all stages of the AMS follow-up interviews, when an employee demonstrates improvement in meeting attendance expectations, the supervisor will: a) Commend the employee on his/her improvement. b) Emphasize the importance of meeting and maintaining attendance expectations. County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code - A Date Approved: Oct. 1/87 Page 10 of 19 Date Last Revision: May 14/02 Except for level 1 and 2, all supervisors are required to document all actions taken through the various stages of AMS and forward them to the Human Resources Department for input onto the data system. Following the return to work date after the absence that triggered the noticelinterview the employee will begin a new 12 month period for the purpose of Attendance Management monitoring procedures. ATTENDANCE INTERVIEW GUIDELINES: 1. Stress that, after Levels 1 and 2, the interview results from him/her being identified as having a rate of manageable attendance that exceeds 4 incidents or 10 days. Subsequent interviews result whenever the employee's rate of manageable attendance exceeds 4 incidents or 10 days in any 12 month period. 2. Indicate to the employee that there is concem for the employee's health status and the Corporation wants to assist him/her in fulfilling Corporate objectives by meeting attendance requirements. Outline the problem by: a) Showing the employee a copy of his/her attendance for the past 12 month period. b) Stating the Corporation's need and desire for every employee to be at work on each working day. 3. Identify how the employee's absences affect his/her Department: a) Morale of fellow employees b) Effectiveness and productivity of the work group c) Quality of service to the public 4. Stress the need for improvement. Make the employee aware that an improvement in his/her attendance is expected. County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code - A Date Approved: Oct. 1/1987 Page 11 of 19 Date Last Revision: May 14/02 5. Outline to the employee his/her options: a) Correct the problem on his/her own b) Ask for help c) Do nothing and deal with the potential consequences 6. Offer assistance options to the employee: a) Employee Assistance Program. Any employee who seeks assistance will be provided information about the County's Employee Assistance. b) Medical assistance through the Human Resources Department. 7. Inform the employee that his/her attendance will be monitored. 8. Advise the employee of the consequences if there is no improvement. 9. Have the employee restate what you have explained to ensure that he/she understands. 10. Ask the employee for his/her comments. 11. Document the Meeting - forward copy to the Director of Human Resources. EMPLOYEE REPRESENTATION: As previously stated, interviews at the early levels are not intended to be disciplinary but rather a communication between the employee and management regarding attendance information and expectations, assistance available and potential outcomes. Should a unionized employee wish to have representation present at the interview, he/she may request it at any and all levels. In the latter interviews, where attendance improvement has not been demonstrated by the employee, a union representative's attendance shall be invited by the supervisor/manager. County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code - A Date Approved: Oct. 1/87 Page 12 of 19 Date Last Revision: May 14/02 LEVELS Level 1 (Initial Concem Notice) An initial concem occurs when an employee's rate of manageable attendance exceeds 4 incidents or 10 days within a 12 month period, A notice will be sent from the Human Resources Department to the employee and the supervisor, to inform them of the attendance. No meeting in required unless the employee requests it. This notice is designed to inform the employee of the attendance. If the employee indicates that there is a medical condition for the attendance, the employee will be referred to the Human Resources Department for a "Medical Time Loss Review". A follow~up meeting will be held, no later than 3 months after the referral to the Human Resources Department, with the employee to review the outcome of the "Medical Time Loss Review" and agree on a plan of action to achieve the acceptable attendance level. Level 2 a (Further Concem Notice) A Level 2 a notice will be sent from the Human Resources Department to the employee and the supervisor, to inform them of the attendance. No meeting is required unless the employee requests it. This notice shall be sent if the employee's rate of manageable attendance exceeds 4 incidents or 10 days at any time within a 12 month period since the initial Level 1 notice or since medical intervention and establishment of an action plan. This notice is again designed to inform the employee of the continuing attendance. If the employee indicates that the attendance is due to a medical condition, the employee will be referred to the Human Resources Department for a "Medical Time Loss Review". A follow-up meeting will be held with the employee, no later than 3 months after the referral to Human Resources to review the outcome of the "Medical Time Loss Review" and agree on a plan of action to achieve the acceptable attendance level. County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code - A Date Approved: Oct. 1/87 Page 13 of 19 Date Last Revision: May 14/02 Level 2 b (Follow Up Meetinq) A Level 2 b meeting shall be conducted three months after the Level 2 a notice ONLY if the employee's rate of manageable attendance has not exceeded 4 incidents or 10 days since the Level 2 a notice. The employee will be commended for his/her progress and reminded that satisfactory attendance at work is required. The employee will also be advised that if his/her manageable absences exceed 4 incidents or 10 days within 12 months of the Level 2 a notice, then a Level 3 a meeting will be held. The Level 2 b meeting shall be conducted by the employee's supervisor, documented in a letter to the employee and recorded in the employee's file in the Human Resources Department. Level 3a (Advance Concem Meetinq) A Level 3 a meeting shall be conducted if the employee's rate of manageable attendance exceeds 4 incidents or 10 days at any time within a 12 month period since the initial Level 2 a meeting or since medical intervention and an action plan have been established. The employee will be advised of the attendance, management's expectations regarding satisfactory attendance at work, offered assistance and advised of the possible outcome if there is no improvement. The employee should be asked if there is a medical condition causing the attendance. If the employee indicates that the attendance is due to a medical condition, the employee will be referred to the Human Resources Department for a "Medical Time Loss Review". A follow-up meeting will be held, no later than 3 months after the referral to Human Resources, with the employee to review the outcome of the County of Elgin Section: 9 Human Resources Policy Manual Subject Attendance Management System Policy Number: 9.30 Code - A Date Approved: Oct. 1/87 Page 14 of 19 Date Last Revision: May 14/02 "Medical Time Loss Review" and agree on a plan of action to achieve the acceptable attendance level. The Level 3 a meeting shall be conducted by the employee's Supervisor and Human Resources. All meetings occurring in this stage shall be documented in a letter to the employee and recorded in the employee's file in the Human Resources Department. Level 3 b (Follow Up MeetinQ) A Level 3 b meeting shall be conducted three months after the Level 3 a meeting ONLY if the employee's rate of manageable attendance has not exceeded 4 incidents or 10 days since the Level 3 a meeting. The employee will be commended for his/her progress and reminded that satisfactory attendance at work is required. The employee will also be advised that if his/her manageable absences exceed 4 incidents or 10 days within 12 months of the Level 3 a meeting, then a Level 4 meeting will be held. The Level 3 b meeting shall be conducted by the employee's supervisor, documented in a letter to the employee and recorded in the employee's file in the Human Resources Department. Level 4 (Final WaminQ) A Level 4 meeting shall be conducted if the employee's rate of manageable attendance exceeds 4 incidents or 10 days at any time within a 12 month period since the initial Level 3 a meeting or since medical intervention and establishment of an action plan. The employee will be advised of the attendance, management's expectations regarding satisfactory attendance at work, and the possible outcome if there is no improvement. The purpose of this meeting is to: a) Present the employee with his/her attendance record to date and to remind him/her of previous notices and/or discussions regarding the necessity of satisfactory attendance County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code - A Date Approved: Oct. 1/87 Page 15 of 19 Date Last Revision: May 14/02 b) Explain to the employee the seriousness of the situation and stress that improvement must be shown quickly and dramatically in order to ensure continued employment c) Offer assistance if appropriate d) Advise the employee that termination of his/her employment will occur if improvement is not forthcoming If the employee indicates that the attendance is due to a medical condition, the employee will be referred to the Human Resources Department for a "Medical Time Loss Review". A follow-up meeting will be held, no later than 3 months after the referral to the Human Resources Department, with the employee to review the outcome of the "Medical Time Loss Review" and agree on a plan of action to achieve the acceptable attendance level. The Level 4 meeting shall be conducted by the Director of Human Resources, Department Head and Supervisor. A union representative shall also be invited to attend. This meeting will be documented in a letter to the employee and will be recorded in the employee's file in the Human Resources Department. Level 5 (Termination of Employment) A Level 5 meeting shall be conducted if the employee's rate of manageable attendance exceeds 4 incidents or 10 days at any time within a 12 month period since the initial Level 4 meeting or since medical intervention and an action plan have been established. The purpose of this meeting is to: a) Present the employee with his/her attendance record to date b) Advise the employee that he/she has not demonstrated the required improvement outlined in Level 4, resulting in his/her termination. The Level 5 meeting shall be conducted by the Director of Human Resources, Department Head and the Supervisor. A union representative shall also be invited to attend. This action will be documented in a County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code - A Date Approved: Oct. 1/87 Page 16 of 19 Date Last Revision: May 14/02 letter presented to the employee and will be recorded in the employee's file in the Human Resources Department. Prior to the Level 5 meeting being held, the Director of Human Resources will review all cases to ensure that: a) Every reasonable effort has been made to accommodate the employee within the workplace; b) The employer has fulfilled its obligations under the Workplace Safety and Insurance Act and the Ontario Human Rights Code; c) The employee's attendance record illustrates an inability to meet attendance expectations. In exceptional circumstances, where the Director of Human Resources is satisfied, based on available medical information, that there is a likelihood the employee will be capable of satisfactory attendance in the foreseeable future, a decision to terminate may be deferred for a period not exceeding twelve months. Where a decision has been made to defer termination as outlined above, should the employee's rate of manageable attendance exceed 4 incidents or 10 days at any time within a 12 month period following the Level 5 meeting, the employee will be terminated. Should the employee's rate of manageable attendance exceed 4 incidents or 10 days between 12 and 24 months following a Level 5 meeting, a Level 4 meeting will be held. ATTENDANCE MANAGEMENT SYSTEM REPORTS: In order to assist management to identify and manage the attendance performance of their employees in a fair and consistent manner according to the procedures outlined, system reports will be generated and distributed to supervisors on a regular basis monthly. Overall administration and statistical monitoring of attendance is the responsibility of the Human Resources Department. It shall be responsible for producing employee and summary attendance reports. County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code - A Date Approved: Oct. 1/87 Page 17 of 19 Date Last Revision: May 14/02 Emplovee Attendance Reports At monthly intervals, the system will automatically generate reports identifying employees whose manageable absences exceed 4 incidents or 10 days in the previous 12 months, based on a 12 month moving calendar or since the date of retum to work following the incident that triggered the interview. The reports shall be distributed to departments every month. The report will include detailed data indicating the manageable absence types by frequency and severity for each employee identified. Summary Reports At the end of each calendar quarter and annually, the system will produce summary report by section/division/department indicating: · Number of employees · Number of available work days · Total manageable absences (severity and frequency) by absence type · Average days lost and average incidents per employee by manageable and approved absences · Total manageable absences as a percentage of the total available work days. HUMAN RESOURCES DEPARTMENT: Purpose of Human Resources Department The primary purpose of the Human Resources Department in the Attendance Management System is to assist in ensuring that employees are receiving optimum medical care and to provide professional opinions and guidelines on health related issues to Employees, Supervisors and Personnel. Complete confidentiality of medical information as per medical ethics, will be maintained in all cases. County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code - A Date Approved: Oct. 1/87 Page 18 of19 Date Last Revision: May 14/02 Role of the Human Resources Department for Absences in Excess of 10 Workinq Davs For absences in excess of 10 working days, the Human Resources Department role is as follows: a) Determine or confirm the anticipated length of the employee's absence; b) Assist in ensuring the employee is receiving optimum medical care; c) Arrange a medical assessment of the employee's capability of performing any part of his/her regular job in a temporary modified work environment; d) Develop a follow-up action plan to communicate with the employee. Role of the Human Resources Department in the "Return to Work" Medical Clearance If the employee is required to obtain "Return to Work" medical clearance, the employee must report to the Human Resources Department. The role of the Human Resources Department is to assist the employee to obtain a medical assessment to: a) Determine the employee's health status; b) Ensure that the employee is fit to retum to regular duties; c) Assist in determining any follow-up care that may be appropriate; d) Assess the employee's capability of performing any part of his/her regular job in a temporary modified work environment. Role of the Human Resources Department in a "Medical Time Loss Review" At Level 4 of the AMS or at any previous time a medical condition for the attendance problem is declared, the employee may be requested to attend a "Medical Time Loss Review" assessment at the Human Resources Department. The purpose of the Medical Time Loss Review is to assess the employee's ability to attend and perform his/her regular duties in a safe and predictable manner. County of Elgin Section: 9 Human Resources Policy Manual Subject: Attendance Management System Policy Number: 9.30 Code - A Date Approved: Oct. 1/87 Page 19 of 19 Date Last Revision: May 14/02 Information Provided bv the Human Resources Department When an employee has been assessed by a medical practitioner whether triggered by the "Retum to Work Medical Clearance" or the "Medical Time Loss Review", supervisors can expect answers to the following: a) Is there a medical condition causing the attendance problem? b) Is the medical condition permanent or temporary? c) Are there any limitations or restrictions that are temporary or permanent? d) What is the anticipated date for return to full regular duties? e) Has everything been done to facilitate the employee's performance of his/her regular duties? f) Is the employee presently able to perform his/her full regular duties in a safe and predictable manner without undue risk to the health and safety of him/herself or others? g) What is the impact of this condition on the employee's ability/likelihood to attend in a predictable manner in the future? Note: Complete confidentiality of medical information as per medical ethics, will be maintained in all cases. CORRESPONDENCE - NOVEMBER 23. 2004 Items for Consideration 1. Susan Duke, CAO., Township of Wellesley, with a resolution seeking support for the fair distribution of gas tax revenues to Municipalities. (ATTACHED) 2. Brenda Colquhoun, Clerk, Township of Adjala-Tosorontio, with a resolution seeking support for the reinstatement of Dairy Herd Improvement Funding. (ATTACHED) 3. J. McCrea, Reeve, Township of Augusta, with a resolution seeking support for the Community Reinvestment Funding formula remaining the same or the Community Reinvestment Fund being replaced with comparable funding. (ATTACHED) 4. J. McCrea, Reeve, Township of Augusta, with a resolution seeking support for the re- examination of access to the gas tax fund allocation for Municipalities without public transportation. (ATTACHED) rtiJ) ~PLEASE DISTRIBUTE TO MEMBERS OF COUNCIL Please be advised that the following resolution was passed at the regular meeting of the Wellesley Township Municipal Council held 00 October 19,2004. We are forwarding this motion fOf your consideration and support WHEREAS the Corporation of the Township of Wellesley passed a motion on March 6, 2000 which stated as follows: WHEREAS the Provincial Government collected $592 Million in Fuel Tax, $2~068 Billion in Gas Tax and $890 Million in license and registration tax for a total of $3.55 Billion in 1998/1999; and WHEREAS the Provincial Government has bUdgeted to coliect $592 Million in Fuel taxes, $2.153 Billion in Gas Tax and another $883 Million in license and re:gistration tax for a total of $3.628 Billion; and WHEREAS the Provincial Government to date has downloaded 5166 km of roads to the lower tier (Ciiies, Counties, Regions etc); and WHEREAS Munidpalities do nothave the funds to maintain 1hese downloaded.roads 'wVithout increasing property taxes; and WHEREAS taxpayers feel they are already paying for the maintenance of these roads through the above mentioned taxes; and ' THEREFORE be it resolved that the Provindal Government turn a percentage of the above taxes collected over to the lower tier Governments;" and WHEREAS The above stated resolution was forwarded to the attention of the Premier of Ontario, the Minister of Finance, our Local Member of Parliament and AMO to be drculated to all municipalities in the Province of Ontario; and WHEREAS the Corporation of the Township of Wellesley has repeatedly expressed its support for similar resolutions forwarded by other local muniåpalities; and WHEREAS on January 5, 2004 a motion was passed by the Counól of the Township of Wellesley which stated: "That the Township of Wellesley forward a letter of congratulation to Mr. Paul Martin for his recent appointment and that we request a NEW DEAL for Rural Municipalities to assist in strengthening road maintenance due to geography, low assessment and tax distribution ratios; and further that the letter be forwarded to other Regiona! Rural Municipalities for support with copies being forwarded to our Federal and Provincial representatives and the Minister of Transportation."; and WHEREAS on March 1, 2004 the Council of the Township of Wellesley passed the foliowing motion: "That the Council of the Township of Wellesley support the request that the Province of Ontario consider establishing a fair and equitable distribution of the gas tax to Municipalities to the benefit of all the residents in the Province of Ontario and not base the distribution solely on the volume of gasoline sold within the geographic boundaries of individual muniåpalities and that this motion be distributed to area municipalities with the Region of Waterloo and our neighbouring municipalities."; and WHEREAS the Council of the Township of Wellesley has been and continues to be, a strong, rural advocate for the fair and equitable distribution of the gas tax at both the Federal and the Provincial levels; and WHEREAS Mr, Paul Martin has promised that Federal plans to divert gas !axes to municipalities including a guarantee that ALL municipalities, urban and rural, will benefit from the distribution of these funds; and WHEREAS the cost of maintaining road and bridge infrastructure in small rural communities is disproportionate to their operating budgets in ccmparison to 13rger urban centers; 3nd WHEREAS the 3dvisory committee of "Big City Mayors" h3S been selected to consult with the Federal Government on the distribution formula; and WHEREAS there is a legitimate fear on the part of smaller rural municipalities that this committee may be unduly influenced by the following statement attributed to Mayor David Miller, Toronto th2at "The Canadian economy is in the cities. We are not a rural agrarian counby any more~" which may result in recommendations that the bulk of the gas tax be directed to the larger-municipalities leaving üttle of the revenue to be distributed to the rural muniåpalities; 3nd WHEREAS the "Big City Mayors Caucus" has adopted certain principles concerning the treatment of funding from the gas tax which should be supported including: · Enhanced Local Auton~y concerning the munidpal use of fuel tax; · Demand - Based 311ocation of the fuel tax with 25% of the tax being allocated to public transit infrastructure, where itis identified as a munidpal Priority; · Equity: and __ Representation from different-sized commÜnities and regions to determine if 3ny changes to this aUocation formula are appropriate; and WHEREAS it is important that the distribution of the gas tax from both the Federal and the Provincial levels be fair and equitable as has been stated to be the objective of Mr. John Godfrey, Minister of State for infrastrucrure and Communities; and WHEREAS for the Township of Weiiesley, the Region of Waterioo has through the implementation of a Regional Growth Management Strategy delineated ultimate growth limits around existing small settlement areas which will limit growth for the next forty years which will reduce the local ability to increase assessment and keep pace with the increasing costs of infrastructure renewal; BE IT HEREBY RESOLVED that rural Ont.1no and Canada demands their fair share of the gas tax revenues as promised by Mr. Paul Martin, Mr. John Godfrey and others and that the formula for sharing the revenues recognize the special needs of the small municipaTIty - rural Canada, and the infrastructure affordability issues that they face as being on a par with the needs of the urban centers across the province and country; and Further that this resolution be forwarded to Mr. Paul Martin, Prime Minister of Canada, Mr. Stephen Harper, Leader of the Opposition, Mr. John Godfrey, Minister of State for Infrastructure and Communffies; Mr. Dalton McGuinty, Premier of the Province of Ontario; Mr. Lynn Meyers, MP; Mr. Ted Amott, MPP; the Federation of Canadian Municipalities; the Association of Municipalities of Ontario; Rural Ontario Municipal Assodation; the Regional Municipality of Waterloo; the area municipalities in the Region of Waterloo; and Further that the Township of Wellesley forward this resolution to other municipalities across the Province of Ontario and Canada for their consideration and support. For more information please contact: Ms. Susan Duke C~A~O~, Township of Wellesley, Tel: (519) 699-4611, Fax (519) 6994540 THE CORPORATION OF THE TOWNSHIP OF ADJALA-TOSORONTIO 7855 Sideroad 30, RR 1, Alliston, Ontario, L9R IVl telephone 705-434-5055, fax 705-434-5051 email bcolquhoun@townshipadjtos.on.ca November 5, 2004. To all Municipalities in Ontario. Dear Council: R~: Dairy Herd Improvement Funding Eliminated by Ontario Government Mayor Tom Walsh and Members of the Adjala-Tosorontio Township Council, at the meeting Monday, November I, 2004, discussed the surprise announcement from last August that the Provincial Government was eliminating all financial support for DHl improvement programs effective immediately. The following motion was made by Deputy Mayor Doug Little, seconded by Councillor Ray Wallace and carried: "WHEREAS DHI is a non profit organization that provides profitable dairy management solutions to dairy producers and has partnered with the Ontario Ministry of Agriculture and Food that last year provided a $1.4454 million grant to DHI in support of dairy herd management and animal improvement activities making up approximately 12% of the operating budget of the non profit organization; AND WHEREAS the Bovine Spongifonn Encephalopathy Crisis (Mad Cow Disease) has already created a crisis in the agricultural industry including the inability of dairy farmers to get rid of cull cows; RESOLVED THAT the Ontario Government be requested to support the dairy fanners and rural community in general and reinstate DHI funding immediately; AND THAT a copy of this resolution be forwarded to Premier Dalton McGuinty, the Honourable Steve Peters, Minister of Agriculture and Food and Jim Wilson, MPP for Simcoe Grey; AND FURTHER THAT a request be made to all Municipalities Ïn Ontario to support this resolution." It would be very much appreciated if letters of support for our resolution were forwarded to the Premier of Ontario, the Minister of Agriculture and Food and your local MPP. Yours truly, Brenda Colquhoun, Clerk. 3560 County Road 26 RR.2 Prescott ON KOE ITO Phone, 613-925-4231 F= 613-925-3499 email addresses: Reeve - reeve@augusta.ca Members of Council - council@augusr.a.ca CAO Clerk/EDO ~ cao@augusr.a.ca Manager of Finance/Deputy Clerk- deputy@augusta.ca CBO - building@augusr.a.ca Public Works - roads@augusta.ca Main Reception - reception@augusr.a.ca wnmusqip nf Augusta November 8, 2004 Moved by J. Fischl Seconded by P, Cyr WHEREAS tbe Province of Ontario is currently in consultation with the Association of Municipalities of Ontario along with members of various Municipal organiz.ations regarding the Community Reinvestment Fund (CRF) AND WHEREAS the CRF was implemented in 1998 due to various grant money being eliminated to Municipalities ftom the Province as well as to help with the "downloading" that was occurring AND WHEREAS the CRF is attached to specific activities such as; offsetting costs for Policing with the first $90.00 per household being borne by the municipality AND WHEREAS the CRF is also attached to specific activities such as social assistance, transportation costs associated with highways that were "downloaded" during the 1998 "amalgamation blitz" in Ontario and, the farm tax rebate to name but a few AND WHEREAS section 9 of the Municipal Act notes that the authority to govern their affairs as they consider appropriate and enhance their ability to respond to municipal issues may be hindered if the CRF was elìminated AND WHEREAS there are spheres of jurisdiction that fall only under the municipal level of government AND WHEREAS the ratepayers expect a certain level of service for the tax dollars that they are paying AND WHEREAS if the CRF were to be eliminated, it will undoubtedly cause a ·financial hardship to the ratepayers as the tax rate will have no choice but to rise in order to meet the dollars that will be eliminated AND WHEREAS for the Township of Augusta this would mean a 38% tax rate increase to maintain the same levels service they are now providing without any consumer price index being taken into consideration NOW THEREFORE the Council of the Corporation ofthe Township of Augusta urges that the Province of Ontario to either leave the CRF allocation as it is currently with somewhat the same funding fonnula OR to replace the CRF with some other fann of funding that will be comparable in the dollars received AND FURTHER THAT a copy of this resolution be forwarded to the Association of Municipalities of Ontario to be distributed to all municipalities for support AND THAT each municipality forward a copy of this resolution to their local MPP, the Minister of Municipal Affairs, the Minister of Finance and the Premier of Ontario Carried: J. McCrea, Reeve 3560 County Road 26 RR2 Prescott ON KOE 1TO Phone; 613-925-4231 Fax, 613-925-3499 email addresses; Reeve - reeve@augusta.ca Members of Council - council@augusta.ca CAO Clerk/EDO - cao@augusta.ca Manager of Finance/Deputy Clerk - deputy@augusta.ca CBO - building@augusta.ca Public Works - roads@augusta.ca Main Reception - reception@augusra.ca WIIluus!¡ip IIf Augusta November 8, 2004 Moved by P. Cyr Seconded by G. Ferguson WHEREAS the Miuister of Finance has recently announced that the previous plan to have one cent a litre of gas tax going to municipal governments have now been earmarked for those municipalities with Public Transportation only AND WHEREAS in the year 2003 there were some six million, nine hnndred and fifty seven thousand, one hnndred and seventy four vehicles in the Province of Ontario according to Statistics Canada AND WHEREAS out of those vehicles registered, many are located in rural areas that do not have the availability of any type of public transportation AND WHEREAS many rural communities may purchase more gasoline per capita than those in an urban setting with public transportation AND WHEREAS the public highways in the rural areas have an increase in traffic flows which could cause repair work to be warranted at a much mster rate than those in the urban areas with public transportation AND WHEREAS the Eastern Ontario Wardens Caucus did request that a fair funding formula be determined on the Gas Tax Fund in order to allow those municipalities without public transportation benefit as well AND WHEREAS the Council of the Corporation of the Township of Augusta agrees with the idea of Public Transportation NOW THEREFORE the Council ofthe Corporation ofthe Township of Augusta urges the Minister of Finance and the Province of Ontario to re-examine the access to the gas tax fund allocation to be distributed so that municipalities that are without public transportation would also be assisted AND FURTHER THAT a copy ofthis resolution be forwarded to the Association of Municipalities of Ontario to be distributed to all municipalities for support AND THAT a copy of this resolution also be forwarded to our local MPP, the Minister of Finance, the Premier of Ontario and our MP Carried: J. McCrea, Reeve CORRESPONDENCE - NOVEMBER 23. 2004 Items for Information - (Consent Aqenda) 1. Malcolm Bates, Director of Emergency Health Services Branch, Ministry of Health and Long-Term Care, Emergency Health Services Branch, advising Approval of Request for 50% Automatic Vehicle Locator (A VL) Annual Operating Costs. (ATTACHED) 2. Cynthia St. John, Chief Administrative Officer, Elgin-St. Thomas Health Unit, advising Council of Health Unit's 2005 Budget. (ATTACHED) 3. OANHSS Member Alert - November 3, 2004 re: Govemment's Launching of Consultation Paper on New Long-Term Care Act. (ATTACHED) 4. Denise McLeod, Deputy Clerk, Township of Southwold with a resolution conceming continuation of the County's role in the renewal of the O.P.P. Police Services Contract. (ATTACHED) 5. Neil T. McKerrell, Chief, Ministry of Community Safety and Correctional Services, Emergency Management Ontario, with notification of Emergency Management Regulations approval. (ATTACHED) 6. Association of Municipalities of Ontario Member Communication Alert dated November 15, 2004 re: Canada, Ontario and AMO Launch COMRIF Program. (ATTACHED) Ministry of Health and Long-Term Care Emergency Health Services Branch 5700 Yonge Street, 6th Floor Toronto ON M2M 4K5 Tel.: 416-327-7909 Fax: 416-327-7879 Toll Free: 800-461-6431 Ministère de la Santé et des 50ins de longue durée Direction des services de santé d'urgence 5700 rue Yange, 61! étage Toronto ON M2M 4K5 Tél.: 416-327-7909 Téléc.: 416-327-7879 Appels sans freis: 800-461-6431 ® Ontario October 28, 2004 NOV 5 Mr. Mark MacDonald Chief Administrative Officer County of Elgin 450 Sunset Drive St. Thomas ON N5R 5V1 Dear Mr. MacDonald: Re: Approval of Reauest for 50% Automatic Vehicle Locator (AVL) Annual Operatina Costs We are pleased to advise you that your request for base funding of $3,575 has been approved. The cash flow will be adjusted in your agency's electronic transfer. Fiscal Year 2004/05 Calendarized Fiscal Year 2005/06 Annualized Base Base Funding $ 3,575 $ 3,575 The funding is strictly for the operations of EMS response vehicles equipped with A VL and it is understood and agreed that the Ministry of Health and Long-Term Care (MOHL TC) has access to the A VL data for all vehicles at the Central Ambulance Communications Centre. This approval does not commit the Ministry to an increase in operating funds for the future fiscal years, The funding is subject to the MOHL TC audit. If you have any questions, please contact your Field Office. Thank you. Sincerely, 111-1101 Malcolm Bates Director Emergency Health Services Branch c: Senior Field Manager elgin st.thomas health unit 99 Edward Street St. Thomas, Ontario N5P 1 Y8 Telephone: (519) 631-9900 Toll Free Telephone: 1-800-922-0096 Fax: (51 g) 633-0468 www.elginhealth.on.ca November 4, 2004 Mr. Mark McDonald Chief Administrative Officer County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 Dear Mark: Please be advised that at the November 3, 2004 meeting, the Board of Health of the Elgin St. Thomas Health Unit approved the Health Unit's 2005 budget with the following resolution: That the Board approve the 2005 budget in the amount of $4,643,350. The 2005 budget amount represents an overall increase of7:1~_%. The County of Elgin's portion of this 2005 budget is 45% of the municipalpòrtióri, Please note that the municipal portion changes in 2005. The Ministry of Health and Long Term Care announced that they will fund 55% of Health Unit budgets in 2005 with Municipalities funding the remaining 45% as opposed to the previous cost share arrangement of 50/50 funding. . Therefore, 59% of 45% of the budget amounts to $1.232,809 for the period January 1, 2005 to December 31,2005. This amount is $45,141 or 3.53% less than the County's contribution last year. Please forward this amount in monthly installments beginning January 2005. Please also note that this money does not include any additional West Nile Virus dollars required for the 2005 season. The Ministry of Health and Long Term Care will likely announce their West Nile Virus plans in the new year and at that time, we will have a better idea of what the expectations of Health Units will be. Once the expectations are known, a West Nile virus budget requesting additional dollars will be forwarded to the B.oard of Health for approval. ...2 Page 2 Finally, we will forward an approved audited statement of our 2004 fiscal year once that work is completed - likely in March 2005. If you have any questions Mark, please contact me at 631-9900, ext, 202. Kind regards, Cynthia St. John Chief Administrative Officer '~.^^^..^M^^" .:=~'^^.'M . _ _.~..~.,.. ~'._.. , .._. _·'~.'.='ZM^._..^^ .~~~~~__.__.,-.,,",...._.^^._ ..._._"'..~."^..^~~~_"M'~_M"'ML.. tl\1!~rk,..M£º_'?D"lcJ:.ºI\t'JIj§'§_I\Ler!;º£i1~LJI§tig.rt,?~..f\e~~IÇ..ð£t I\DngLJn.s~~L~~~..... .... ~'M'''__~__~ .....p~ M__"'M__~~" ___·"___·_~'_'M.M'~_'MM_,^_ÖM__~'____~·_ From: To: Date: Subject: "Rose Pace" <rpace@oanhss.org> <pvandevenne@elgin-county.on.ca> 11/4/04 10:53AM OANHSS Alert-Consultation on New LTC Act Announced OANHSS Member Alert - November 3, 2004 Government Launches Consultation on New LTC Act Today the Minister of Health and Long-Term Care announced the release of their discussion paper on new long term care legislation. You can access this document directiy from our homepage at www.oanhss.org. The document, "Future Directions for Legislation Governing Long-Term Care Homes" is in response to the recommendation in Monique Smith's report that the three separate pieces of legislation currently governing LTC homes be brought together in a single piece of legislation to ensure uniform standards and accountability. The government is proposing to introduce the Long Term Care Homes Act in 2005. The consultation paper is very high-level and clearly intended for the public. The intent is to give people the opportunity to identify issues and concerns that shouid be addressed in the new legislation, The deadline for comments is December 15. The OANHSS Board will be discussing this development in a special conference call tomorrow. We will share further details and advice to members as to how we will be structuring our response. Our position is that this legislation is welcome and long overdue, It will bring much needed modernization to our existing legislative structure. Clearly, however, this is a major overhaul and a significant undertaking for our sector and it will require considerable attention. Our understanding is that as providers, we will have a more fulsome opportunity to provide input into this process. HIGHLlGHTS/KEY POINTS: * The proposed new Act will focus on five major areas: residents' quality of life and standards of care; residents' rights and safeguards to combat abuse and neglect; compliance, inspection and enforcement programs; systems for licensing homes and approving beds; and planning and renewal of long term care homes - the discussion paper questions are structured around these five areas. * one of the proposed legislation's top priorities will be the strengthening of enforcement and compliance. * the discussion paper will be provided directly to people in homes, other public places and online - the government plans to hold town hall-style public meetings. * Monique Smith is the lead on the consultation process and the review of all comments received. * the proposed legislation will be drafted within the context of the government's broader plan to implement LHINs. * discussion paper specifies that this legislative proposal does not include retirement homes as they are not currently regulated by the provincial government. * there are several areas in the discussion paper where the government identifies what the proposed legislation could include: 1. Stronger requirements to ensure that operators provide residents, families and the public with clear, accessible information about the operations and policies of LTC homes. ~ Marí<~I'J¿Õ;;'ííafér:"OANHSS Alert-Còn~uìtation-ònNew L Te; Act Ann(¡Gncecr l"""'-"""'-' -..H '''".''''"''',~. ~.' ='~M*·*" *""x.'-.,x&,·_ *~.. ',..,.,,~=~.~ "'M"'_ ~ ....,'-',~,,"~.. "_x '" ....~ "~*'*'***._._"",,,**~.,, ,-""X,.,***~~*___ "'._._*__~_~.~_ ,_~~_.~**_* M__MM..M""'I... _*',' f"~iJ~ ?:I 2. Provisions that will require the establishment of independent famiiy counciis. 3. Clear standards for the use of restraints and ensuring that restraints are used only when necessary for safety reasons. 4. Strengthen the duty to report abuse and other unlawful acts in LTC homes. 5. Stronger whistle blower protection and procedures to encourage people to report and protect them when they do so. 6. Stronger inspection and enforcement procedures to make operators fully accountable for care standards and for the proper use of Ministry funds. 7. New sanctions to address the full range of problemslinfractions - from minor to more serious. 8. Requirement on the directors and officers of homes to take reasonable care to ensure that the home operates in accordance with the law. 9. The expansion of existing sanctions and the addition of new sanctions where appropriate including but not limited to: orders to undertake an activity (e.g. hire additional staff); administrative penalties; and imposing additional terms and conditions on a licence or approval to operate a home. 10. Requirement for municipalities to operate a home be retained (note - discussion paper asks respondents if they agree this requirement should be continued) 11, The development of a more flexible system that links licensing or approvals to factors such as local bed needs, capital planning and enforcement issues - proposing to place fixed terms on licences or approvals to address these factors. 12. Making capital renewal requirements part of the Ministry's licensing and enforcement activities to protect its investment in homes. We will share details from the Board conference call over the next short whiie. Donna A. Rubin CEO drubin@oanhss.org Ontario Association of Non-Profit Homes and Services for Seniors Leaders in Long Term Care www.oanhss.org 11/10/2004 10:24 FAX 519 769 2837 TOWNSHIP OF SOUTHWOLD i¡ì]001 TOWNSHIP OF SOUTHWOLD 35663 Fingal 'Line Fingal, ON NOL 1 KO Phone: (519) 769-2010 Fax: (519) 769-2837 Erna;!: southwo!d@twp.southwo!d.on.ca November 10, 2004 DELIVERED BY FAX 633-7661 County of Elgin Marl< MacDonald 450 Sunset Drive St. Thomas, Ontario N5R 5V1 Dear Mr. MacDonald Re: Elgin Group O.P.P. Contract Renewal Please be advised that the Council of the Corporation of the Township of Southwold at its Council meeting held on October 18th, 2004 passed the following resolution: "THAT the County of Elgin continues its role as coordinator/negotiator of the Police Services Contract with the Ontario Provincial Police on behalf of the municipalities, with the final contract to be adopted by the participating local municipalities. THAT the County continue to organize and administer the Elgin Group Police Services Board on behalf of the participants. THAT no RFP for Police Services be issued or called. THAT a contract renewal with the OPP for the policing be negotiated for a minimum of Five (5) years if available. THAT cost sharing and payments continue on the same basis as the previously established contract." Disposition: Carried YOUr very truly, ~ø~ Denise McLeod Deputy Clerk Ministry of Community Safety Ministère de la Sécurité communautaire and Correctional Services et des Services correctionnels Emergency Management Ontario 77 Wellesley Street West Box 222 Toronto ON M7A IN3 TelephonefTéléphone Facsimilel Télécopieur E-mail Gestion des situations d'urgence Ontario 77, rue Wellesley Ouest c.P. 222 Toronto ON M7A IN3 (416) 314-3723 (416) 314-3758 Information.EMO@jus.gov.on.ca -------- File ReferencelRéférence NGv ) 2,004 November 3, 2004 '1i1~ "'f .¡,«"vùftt~ "$ì.!"'~' · -11tf~.~ ~:!t"."'~[};':f$\~~}1!~.'." ~---'" -~:~r[~~~~)~<",~,ju"t,')~- ""-"-- . Warden Dave Rock The County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 Dear Warden Rock: Subject: Emergency Management Regulations On October 21, 2004, the Minister of Community Safety and Correctional Services, went to Cabinet with Regulations pursuant to the Emergency Management Act and received approval to promulgate those Regulations. The actual promulgation will occur after the legal process and translation into French are completed. The Regulations will provide greater detail for the following elements of Essential Level community emergency management programs: · Appointment of a Community Emergency Management Coordinator · Establishment of an Emergency Management Program Committee · Establishment of a Municipal Emergency Control Group · Establishment of an Emergency Operations Centre · Appointment of an Emergency Information Officer · Formulation of an Emergency Response Plan The provisions of these Regulations are consistent with the written guidance and the training provided to your community by Emergency Management Ontario staff over the past two years. The implementation date of December 31 , 2004 for the Essential Level will, therefore, remain the same. ...../2 -2- This is an important milestone in the establishment of a comprehensive emergency management program in Ontario, our goal for the province. Over the coming months EMO Community Officers will be providing additional information and resources to assist you in advancing your community emergency management program towards the Comprehensive Level. Sincerely, ovr;:tw~# Neil T. McKerrell Chief _. _ Member Communication ¡. C¡tr- Association of ., .. !,";"' \ ) Municipalities ------, _:'!tL<../ of Ontario rt 393 University Avenue, Suite 1701 Toronto. ON M5G 1 E6 Tel: (416) 971-9856' fax: (416) 971·8191 emaìl: amo@amo.on.ca To the immediate attention of the Clerk and Council November 15, 2004 - Alert 04/046 Canada, Ontario and AMO Launch COMRIF Program Issue: The Canada-Ontario Municipal Rural Infrastructure Fund (COMRIF) program was launched today. Background: In Peterborough today, Canada, Ontario and AMO signed historic agreements launching the COMRIF program and paving the way for a trilateral partnership to implement the program over the next five years. The agreement means that municipalities in Ontario will be the first to benefit from the Federal Govemment's $1 Billion Municipal Rural Infrastructure Fund initiative - a key part of the federal govemment's New Deal for Communities. The Govemments of Canada and Ontario will each provide up to $298 million over five years under COMRIF. With municipal one-third contributions, COMRIF is expected to stimulate up to $900 million in municipal infrastructure investment. A letter to all Heads of Council from the federal and provincial governments and AMO announcing the launch of COMRIF is attached to this Alert. The letter provides additional detail on the COMRIF program including directions to a new joint Canada Ontario COMRIF website at www.comrif.ca and a toll free telephone number for program information and application support at 1 866306-7827. Applications for the first of three intake periods will be accepted until January 10, 2005. Action: For your information. This information is available through AMOs subscripUon based MUNICOM network at www.municom.com. For more information, contact: Brian Rosborough, Senior Policy Advisor at 416-971-9856 extension 318 ~ -- _fUn<! fooõS surfkJft'astruc:tur munîcîpaleruraIe Canada-OnWio November 15, 2004 To: Heads of Ontario Municipal Councils Re: Launch of the Canada-Ontario Municipal Rural Infrastructure Fund (COMRIF) The Governments of Canada and Ontario, and the Association of Municipalities of Ontario (AMO), are pleased to announce that Ontario municipalities can now apply for infrastructure funding under the Canada-Ontario Municipal Rural Infrastructure Fund (COMRIF). Through this partnership, we are working together to achieve the following common goals: · enhance and renew Ontario's aging public infrastructure · improve the quality of the environment · protect the health and safety of citizens · support long-term economic growth · build strong, sustainable communities by giving municipalities the tools they need. Canada and Ontario will each invest $298 million in this program over the next five years. When combined with municipal investments, COMRIF will inject up to $900 million in infrastructure projects in small urban and rural municipalities with populations of less than 250,000 residents. --- tm.ÞalIIIII._ ~.IIU't2 __ www.-if... -~ !llllll8ll:1&"nu _ œl2H33ll _catÆtdllMlC8 l__bot.411.... ~1III1I;4Y2 !itø Wá www.lilna.ca tI>oITIIi~ 1&..1121 TäipIQIø: T!Iio>¡!eor: œl2H33ll Le 15 novembre 2004 Aux : Dirigeants des conseils municipaux de l'Ontario Objet: Lancement du Fonds sur l'infrastructure municipale rurale Canada-Ontario (FIMRCO) Les gouvemements du Canada et de I'Ontario, ainsi que l'Association des municipalités de I'Ontario (AMO), sont heureux d'annoncer que les municipalitês de I'Ontario peuvent dorénavant soumettre une demande de financement pour leur infrastructure, dans Ie cadre du Fonds sur I'infrastructure municipale rurale Canada-Ontario {FIMRCO}. Grãce à ce partenariat, nous travaillons ensemble à réaliser les objectifs communs suivants : · améliorer et renouveler I'infrastructure publique vétuste de I'Ontario; · améliorer la qualité de l'environnement; · protéger fa santé et la sécurité des citoyens et citoyennes; · favoriser Ia croissance économique à long tenne; · assurer Ie dynamisme et Ia viabilité des collectivités en metlant à Ia portée des municipalités les outils dont elles ont besoin. Les ordres supérieurs de gouvemement investiront chacun 298 millions de dollars dans ce programme. Compte tenu par ailleurs des investissements municipaux, Ie FIMRCO inlectera jusqu'à 900 milJìons dans des pro jets d'infrastnJcture au cours des cinq prochaines années dans les petites municipalitês urbaines et rurales comptant moins de 250 000 habitants. These investments will improve water and sewage treatment and waste management, fix local roads and repair bridges, as well as help address other health and safety priorities. Other funding categories indude: public transit; municipal energy improvement; cultural, recreational and tourism infrastructure; and connectivity. AMO has been active in the design of COMRIF to ensure It meets local priorities and needs. AMO will continue to provide the municipal perspective in the overall management and evaluation of the program. A hallmark of COMRIF is a Joint Federal- Provincial Secretariat, which has been created to streamline the application process. The COMRIF Joint Secretariat will provide municipalities with single-window access to federal and provincial staff through the following access points: Internet E-mail: Phone: www.comrif.ca info(â)comrif,ca 1 866 306-7827. In the coming days, your Chief Administrative Officer wUl receive a complete application package, induding your municipality's user ID and a password. The first intake of applications was launched today, with a deadline of January 10, 2005. Two other funding cycles will take place in Spring 2005 and Spring 2006, thereby providing municipalities with a planning -2- Ces investissements permettront d'améliorer les services d'approvisionnement en eau potable, de traitement des eaux usées et de gestion des déchets, de réparer les ponts et chaussées des localités et de donner suite à d'autres priorités reliées à la santé et à la sécurité. Parmi les autres catégories de finance me nt, mentionnons les transports en commun, J'amélioration des installations énergétiques des municipalltés. !'infrastructure culturelle, récréative et touristique ainsi que la connectivité. L'AMO a participé activement à ta conception du FIMRCO pour s'assurer qu'iI répond aux priorités et aux besoins locaux. L'AMO continuera de fournir une perspective municipale à la gestion et à J'évaluation globales du programme. Le secrétariat conjoint fédéral-provincial, créé pour rationaliser Ie processus de présentation des demandes, est une marque distinctive du FIMRCO. Ce secrétariat fournira aux municipalités un accès à guichet unique au personnel fédéral et provincial du FIMRCO par les points d'accês suivants : Internet: Courrie! : Téléphone: www.fimrco.ca info(â)fjmrco.ca 1 866 306-7827. Au cours des prochains jours, votre directeur général de I'administration recevra une trousse de demande complète, y compris un code d'utilisateur et un mot de passe. La première période de réception des demandes a été lancêe aujourd'hui, la date limite étant flXée au 10 janvier 2005. Deux autres cycles de financement auront lieu au printemps 2005 et au Canada-Ontario Municipal Rural Infrastructure Fund Fonds sur I'infrastructure municipale rurale Canada-Ontario horizon and predictable source offunding, We look forward to working with you in the delivery of this important program, to ensure citizens in Ontario enjoy a quality of life that's second to none. Sincerely, p¿~ John GOdfrey/ Minister of State (Infrastructure and Communities) (Canada)! Le ministre d'État (Infrastructure et Collectivités) Gouvemement du Canada / David Caplan Minister of Public Infrastructure Renewal (Ontario)1 Le ministre du Renouvellement de J'infrastructure publique Gouvemement de J'Ontario - 3- printemps 2006, offrant ainsi aux municipalités un horizon de planification et une source prévisible de financement. Nous anticipons avec plaisir la possibilité de travaiJIer avec vous à la bonne rnarche de cet important programme, pour perrnettre aux citoyens et citoyennes de ['Ontario de profiter d'une qualité de vie sans égal. Nous vous prions d'accepter, Monsieur, Madame, J'expression de nos sentiments les meiJIeurs. Joe Comuzzi Ministe of State (Federal Economic Development Initiative in Northern Ontario) (Canada)! Le ministre d'État (Initiative fédérale du développement économique du nord de J'Ontario) Gouvernement du Canada I _ John Gerretsen Minij!t of Municipal Affairs and Housing 1/ (Ontario)! Le lri'inistre des Affaires municipales et du Logement Gouvemement de l'Ontario ~~~ Roger Anderson President, Association of Municipalities of Ontariol Le président Association des niunicipalités de I'Ontario Canada-OntarJo Municipal Rural Infrastructure Fund Fonds sur I'infrastructure municipale rurale Canada-Ontario