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September 28, 2004 Agenda ORDERS OF THE DAY FOR TUESDAY. SEPTEMBER 28. 2004 - 9:00 A.M. PAGE # ORDER 1 st Meeting Called to Order 2nd Adoption of Minutes - meeting of September 14, 2004 3rd Disclosure of Pecuniary Interest and the General Nature Thereof 4th Presenting Petitions, Presentations and Delegations DELEGATIONS: 2 9:00 A.M. Mr. Laurie Skinner, Distribution Superintendent, West Zone, Hydro One Networks Inc., to provide an overview of services j)éfl-fl.ll.f-y ,D and work Program in Elgin County. Nov. "fjo't 3-8 9:15 A.M. Chester Hinatsu, Director, Ontario Works, 2nd Quarterly Report 11:45 A.M. Joe Preston, M.P., Elgin-Middlesex-London Motion to Move Into "Committee Of The Whole Council" Reports of Council, Outside Boards and Staff Council Correspondence - see attached 1) Items for Consideration 2) Items for Information (Consent Agenda) OTHER BUSINESS 1 ) Statementsllnquiries by Members 2) Notice of Motion 3) Matters of Urgency 9th In-Camera Items (see separate agenda) 10th Recess 11 th Motion to Rise and Report 12th Motion to Adopt Recommendations from the Committee Of The Whole 13th Consideration of By-Laws 14th ADJOURNMENT 5th 9-29 6th 7th 30-35 8th I lUNCH Will BE PROVIDED I Oct. 3-6, 2004 2004 Counties, Regions and Single Tier Municipalities, and District Social Service Administration Boards Conference - Hosted by the County of Wellington hydro<=S- one Hydro One Update Elgin County Council Meeting Tuesday, September 28, 2004, 9 a.m. Mr. Laurie Skinner, Hydro One's Distribution Superintendent, West Zone, and his front line managers responsible for Elgin County will give a brief presentation on current initiatives at Hydro One, and provide an overview of: - Hydro One's local staffing - Lines and forestry work program in the County - Communications and storm response processes - Useful contact information for municipal officials for operational issues, power outages and emergencies Following the presentation, Mr. Skinner and his staff will be pleased to entertain questions from members of Council. Handouts of the presentation will be distributed at the meeting. ŠT.THÔ;iAS Corporation of the City of St. Thomas Report No. CR-Q4-16 File No. OW-04-16 Date September 21, 2004 Attachments Two (2) Directed to: Warden D. Rock and members of Elgin County Council Department: Prepared By: Subject: St. Thomas-Elgin Ontario Works Chester Hinatsu Ontario Works Quarterly Report (April to June 2004) ReDort: This is a report for the second quarter of 2004 and will summarize the activities in April, May and June 2004. Overall our programs have remained within our approved budget and we anticipate continued performance through the balance of the year. The second quarter update by program is as follows: Income Maintenance: This program experienced reductions in caseload starting in April and continued through June. I expect this trend will carry through to September and October, as employment opportunities appear to be available. This slow down allowed staff to examine our internal structure and make changes in the organization to create improved communication and efficiencies. During this quarter, two new provincial initiatives were announced. The Energy Emergency Fund and the Rent Bank Fund were proposed to provide municipalities to address the increased cost of energy and the issue of rental arrears, both of which contribute to the homelessness issue. These programs will be operational after eligibility criteria are developed and approved by City Council. In June a 3% increase in social assistance rates were announced which was the first increase in rates since 1993. The rate increase was to be effective July, however problems with the computer system prevented this from happening. To address this problem, speciai payments will be made in October and December which will make up for the failure to provide the monthly increase. ErnDlovrnent: In the second quarter our Employment Division became very busy with activities focusing on employment placement. It is a continual challenge to achieve the targets we establish through our budget approval process to generate the funds required to operate our programs. At this point we have met our targets and in some cases exceeded our original estimates which is a positive sign. At the end of June 46% of our estimated budget has been spent. Childcare: The second quarter activities in the Child Care division have remained constant with staff continuing to meet with providers to identify areas of concern and re-allocate funds to address issues. During this period the Province has distributed funds to municipalities to cover pay equity payments incurred at certain child care providers dating back to 1999. These funds are 100% provinciai dollars and will not impact our budget this year. In future years there may be impacts that will be cost shared and may have minor impacts on the Child Care budget. Another identified issue relates to Special Needs Resourcing requirements at child care centres. This required a reallocation of $50,000 from the fee subsidy portion of the budget to meet the needs of the centres but will not affect the overall budget. Social Housina: Waiting list statistics Total numbers of applicant households waiting for subsidized housing in 5t. Thomas and Elgin County during the first half of 2004, compared to the same period last year, were: Jan. 31 Feb. 28 Mar. 31 Apr. 30 May 31 June 30 2003 173 181 194 188 197 202 2004 251 258 267 259 271 274 This represents a signíficant increase of about 40% in numbers of applicant households over the past year. Affordable Housing Needs Assessment The third meeting of the Reference Group for the Affordable Housing Needs Assessment was held on September 14 to review the draft Affordable Housing Strategy prepared by consultants Linda Lapointe and Christine Pacini. This is the final stage in the study. The consultants will present their findings to City Council and County Councíi this fall. Rent Supplement Agreement In June, City Council approved entering into a Memorandum of Understanding (MOU) between the City and the Ministry of Municipal Affairs and Housing granting authority to the City to administer the re- designed Strong Communities Rent Supplement Program. Without this MOU, the Province would not cornmít to further funding of the existing rent supplement program beyond March 2005. Rent suppiement programs provide financiai assistance to cornmercial or non-profit landlords to subsidize the difference between a low-income tenant's geared-to-income rent and the market rent. Under the new program, the Province has approved annual fIXed funding for St. Thomas - Elgin in the amount of $144,079 for regular rent supplement units and an additional $59,656 (not finalized) for supportive rent supplement units. At an average subsidy per unit of $414 for regular RS units and $355 for supportive RS units, this will provide funding for approximately 29 regular units and 14 supportive units per month. The MOU agreement will be in place until 2023. The City will now have the authority to enter into rent supplement agreements directly with landlords, which provides more flexibility to respond to local needs. We are awaiting the return of the signed MOU from the Ministry before proceeding under this new program. Agreement with Nipissing DSSAB In May, City Council approved entering into an agreement with the District of Nipissing Social Services Adrninistration Board for the use of their web-based Social Housing Management System (SHMS). The SHMS application stores all social housing data, both financial and non-financial, together in one integrated database. The application will streamline data processing and reporting for multiple social housing programs, provides subsidy calculation and year-end reconciliation capabilities, and offers linkages, levels of authorization, and automation currently lacking in our manual processing system using Excel and Word. The one-time licensing fee of $12,000, the purchase of a report-writing application in the amount of $670, and a one-time set-up fee of $300 were paid out of the balance of "Restructuring Funds" received from the Province in 2001 to assist with administration or techn610gy costs related to the new social housing business. Ongoing maintenance fees of $150 per month to cover web-site hosting, support, and administration will be included in the annual social housing budget of the Ontario Works department. Social housing staff is cUlæntly in the process of transferring data from Excel and Word worksheets to the SHMS system. Residential Tenancy Reform The Ministry of Municipal Affairs and Housing is in the process of analyzing input from across the province into reforms to the Tenant Protection Act. Among the issues being examined are changes to the current legislation around rent increases, improvements to the Ontario Rental Housing Tribunal system, interest on rent deposits, and other issues which affect all landlords and tenants, including those in social housing. A Town Hall meeting was held in London on May 20 as part of the government's consultation process. The Social Housing Services Corporation (SHSC), the Ontario Non-Profit Housing Association (ONPHA), and a number of other organizations representing social housing interests have gathered input from Service Managers and non-profit housing providers across the province, and have submitted recommendations to the Ministry on behalf of social housing. It is expected that reforms to the Tenant Protection Act will be introduced In the provincial legislature this fall. The Ministry has already announced one change - the removal of the 2% base rent increase, which has resulted in a Rent Control Guideline increase of 1.5% for 2005, a lower increase than in past years. This is the maximum increase that landlords may charge tenants without making application to the Ontario Rental Housing Tribunal. .....2..... Funding Formula Benchmarks In June, the Province released draft benchmark working documents for each of the ten "reformed" social housing providers in the St. Thomas - Elgin Service Manager Area. These benchmarks establísh the basis for the implementation of the new funding fomnula for certain social housing providers, as prescribed under the Social Housing Refomn Act. The Housing Administrator consulted with representatives from all ten housing providers in August to review the working documents and verify the numbers. The Ministry had requested comments from Service Managers on the methodology used to establísh the benchmarks and verification of such information as average market rents and insurance costs. Our response on the adequacy of these benchmarks was submitted to the Ministry prior to the September 30 deadline. The establishment of benchmarks is a very important element in determining the level of subsidies paid to these prescribed housing providers. We have made ever¡ attempt to analyze the numbers thoroughly to ensure that the benchmarks will provide adequate but not excessive operating and rent subsidies today and into the future. We now await the Ministry's response to our feedback and that of other Service Managers from across the province, and the release of the final benchmarks. A full financial impact analysis will be presented at that time. Kate Demare, Program Manager CH/ss Reviewed By: Treasury Env Services Planning City Clerk HR Other -3- Ontario Works Caseload Trend 2003 - 2004 1100 1000 900 800 700 '0 600 '" JlCounty 0 ãi "' IIIICity '" () 500 400 300 200 100 o+- Jan~ Feb- Mar- Apr- May- JUn- Jul- Aug- Sep- Oct- Nov- Deo- Jan- Feb- 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 7/12/2004GWASTA TS2004 2Years5 Year Trend CR-04-16 QW-04-16 OW Allowances 510,099.91 495,227.04 458,081.82 2,974,303.69 6,300,000.00 3,325,696.31 47.21% ODSP Allowances 257,907.87 249,201.15 251,240.61 1,490,151.03 3,200,000.00 1,709,848.97 46.57% TaraHaU 20,027.18 15,385.10 16,814.79 116,285.23 229,725.00 113,439.77 50.62% Mandatory Benefits 8,654.67 3,262.59 11,041.81 32,253.37 66,500.00 34,246.63 48.50% Discretionary Benefits 8,787.19 5,646.25 6,523.40 40,671.37 72,000.00 31,328.63 56.49% Homemakers 1,073.36 473.42 2,774.65 8,000.00 5,225.35 34.68% ODSP Benefits 77,258.13 76,683.64 86,162.03 467,359.96 950,000.00 482,640.04 49.20% OW Administration 100,158.82 159,536.13 105,596.02 651,096.24 1,360,485.06 709,388.82 47.86% ODSP Administration 55,390.10 55,625.27 55,619.05 333,603.79 660,000.00 326,396.21 50.55% Direct Operating Expenses 16,215.48 12,857.32 12,160.43 76,064.66 226,437.22 150,372.56 33.59% Intake Screening Uni 7,500.00 7,500.00 7,500.00 45,000.00 90,000.00 45,000.00 50.00% Homelessness 10,671.25 13,156.65 4,823.70 41,194.25 60,000.00 18,805.75 68.66% N.C.B.S. 17,932.14 19,212.94 18,563.27 115,418.13 230,000.00 114,581.87 50.18% Administration Overhead 30,152.68 7,538.17 7,538.17 45,229.02 90,458.00 45,228.98 50.00% Total Income Maintenance: 1,121,828.78 1,113,832.25 1,042,138.52 6,431,405.39 13,543,605.28 7,112,199.89 47.49% Less Recoveries: 22,033.82 28,553.29 22,389.21 148,050.19 250,000.00 101,949.81 59.22% Net Income Maintenance: 1,099,794.96 1,085,278.96 1,019,749.31 6,283,355.20 13,293,605.28 7,010,250.08 47.27"1< Employment Supports Expenses 7,484.35 8.975.03 7,087.54 48,279.57 118,500.00 70,220.43 40.74% Community Participation Expenses 2,926.18 1,597.80 1,962.50 11,299.04 32,750.00 21,450.96 34.50% L.EAP. 407.00 676.00 552.41 2,589.01 15,900.00 13,310.99 16.28% Administration 36,771.34 56,617.97 37,353.65 233,401.91 474,050.00 240,648.09 49.24% Direct Operating Expenses 7,852.99 6,895.24 6,026.99 41,940.42 98,446.00 56,505.58 42.60% CP Innovation 2,645.07 2,832.85 2,404.67 16,183.47 35,000.00 18,816.53 46.24% CPBonus 0.00 0.00 #CIVlO! CP Bonus ERW Contra 4,255.37 6,854.15 4,38728 27,567.58 56,083.00 28,515.42 49.15% Administration Overhead 10,000.00 2,500.00 2,500.00 15,000.00 30,000.00 15,000.00 50.00% Total Employment: 72,342.30 86,949.04 62,275.04 396,261.00 860,729.00 464,468.00 46.04"1< Level One - Job Ready Employment Search 357 357 Level Two - Employment Placement, Community Placement < 30 hours and Basic Education Level Three - Employment Placement with Incentives, Community Placement:> 30 hours and Self Employment, lEAP 289 289 91 91 9121120049:18 AMJan 2004Committee Report Tables-Countvlncome Maintenance EmolO\lITl1'!nt CR-04-16 OW-04-16 Wage Subsid 71,056.93 71,056.93 71,056.93 426,341.78 853,000.00 426,658.22 49.98% Special Needs Resourcing 3.0,119.32 30,119.32 30,119.32 180,715.92 361,432.00 180,716.08 50.00% Resource Centres 2,620.00 2,620.00 2,620.00 15,720.00 31,440.00 15,720.00 50.00% Fee Subsid 69,709.55 75,611.46 82,666.98 426,038.53 1,057,916.00 631,877.47 40.27% Ontario Works 20,190.54 14,067.76 18,247.66 104,301.38 243,625.00 139,323.62 42.81% Federal Early Learning Fund 72,384.58 144,800.00 72,415.42 49.99% Pay Equi 64,835.97 81,426.18 35,026.24 (46,399.94) 232.47% Administration 14,411.90 22,615.89 15,856.85 95,673.99 197,142.20 101,468.21 48.53% Direct Operating Expenses 928.87 795.79 1,161.73 5,372.97 15,560.82 10,187.85 34.53° Administration Overhead 2,766.68 691.67 691.67 4,150.02 8,300.00 4,149.98 50.00% Total Childcare 276,639.76 217,578.82 222,421.14 1,412,125.35 2,948,242.26 1,536,116.91 47.90% Direct Operating Expense 1,022.02 966.53 1,110.25 10.186.26 63,756.00 53,569.74 15.98% Administration 11,768.6 14,230.29 11.826.02 64,989.30 129,815.00 64,825.70 50.06% Non Profit Housing Subsidy Paid 254,643.08 229,765.74 231,054.71 1,428,997.81 2,881,264.00 1 ,452,266. 19 49.60% Federal Non Profit Housing 17,528.40 17,528.40 17,528.40 105,170.36 210,340.76 105,170.40 50.00% Subsidy Paid Elgin St Thomas Housing Corp 111,972.00 224,050.00 1,283,355.00 1,059,305.00 17.46% Subsidy Paid Rent Supplement Subsidy Paid 12,964.00 15,186.50 13,964.00 79,917.00 150,126.00 70,209.00 53.23% Administration Overhead 6,533.33 1,633.33 1,633.33 9,799.99 19,600.00 Allocation 9,800.01 50.00% Total Social Housing 416,431.50 279,310.79 277,116.71 1,923,110.72 4,738,256.76 2,815,146.04 40.59% OW OntarioWorXs ODSP Ontario Disability Support Program PNA Personal Needs Allowance NCBS National Child Benefit Supplement LEAP Learning, Earning and Parenting SDMT Service Delivery Model Technology SHC Social Housing Corporation 9121120049:18 AMJan 2004Committee Report Tables-CountyChi!dcare Social Housing REPORTS OF COUNCIL AND STAFF SeDtember 28. 2004 Councillors ReDorts - (ATTACHED) 10 Lynn Acre - Tillsonburg District Memorial Hospital Annual Report Staff ReDorts - (ATTACHED) 13 Director of Engineering Services - Terrace Lodge - Financial Update 2004 Construction Project 15 Director of Engineering Services - Terrace Lodge - Door Replacements for Clean Utility Rooms 17 Construction Technician and Purchasing Co-Ordinator - Administration Building Carpet for 2nd and 3rd Floor Hallways 19 Technical Services Officer - Salt Management Plan - Letter of Intent 21 Technical Services Officer - Natural Gas Pipeline Agreement Resolution Amendment Technical Services Officer and Purchasing Co-Ordinator - Structure Inspections (to be Faxed Out Friday) 24 United Way Committee, Financial Services Clerk and Director of Financial Services - United Way Campaign2004-2005 26 Director of Financial Services - Health Unit - Surplus Funds 27 Director of Seniors Services/Manager of Resident Care - Bobier Villa's Annual Compliance Review 28 Chief Administrative Officer - Fanshawe College PSW Program Technical Services Officer and Purchasing Co-Ordinator - Structure Inspections Social Entertainment Committee - Warden's Banquet Director of Engineering Services - Well (Drinking Water) - White's Station (42343 Fruit Ridge Line) 9 TillsonbuT!! District Memorial Hospital Summary of President's Report Brenda Butters During fiscal year 2003/2004, the requirement for accountability in all facets of health care and involvement with health care partners became more prominent with each passing day. There is consistent collaboration and partnership development in the Thames Valley Hospitals' Planning Partnership that provides a solid footing on which to grow and further enhance care delivery. Technology has been our project enabler. CHI-P ACS (picture Archiving and Communication System) will allow laboratory test results to be electronically stored, transmitted and accessed by health care providers and linked to a central system throughout the Thames Valley region. Oxford County's long term care was enhanced with the opening of the 34-bed Woodingford Lodge. Aggressive efforts in physician recruitment continue for a general surgeon, internist and anaesthetist. An Ontario Breast Screening Program has been established and a bone mineral densitometry service has been introduced. Plans are underway for the enhancement of the ultras()und service. Dialogue continues with the MOHLTC to receive the final approval to proceed with the implementation of a satellite Dialysis Unit. Tillsonburg District Memorial Hospital Summary of Chairman's Annual Report Indira Reynolds At the Annual Board Retreat in January, the focus was Governance and Board Responsibilities in Effective Decision-Making. Our involvement in the Thames Valley Hospital Planning Partnership (TVHPP) continues to play an important role in establishing system-wide integration. Achievements include the following; · MOHLTC and CHI announced $35-million in funding for the Thames Valley pilot project, which will share digital imaging between eight hospitals ( Tillsonburg included) in Southwestern Ontario. This one-time funding will be usedto establish a digital diagnostic imaging link between the eight hospitals. This system will be operational by December 2005. e The funding by the Rural and Northern Networks for the first phase of a Laboratory Infonnation System (LIS) has been approved. This project is focused on an integrated, standardized laboratory system across the partnership. Jt was with great regret that the Board accepted the early retirement of Brenda Butters as . president. Tom McHugh has assumed this position. Governance Committee Harold Moore, Chair Members: Dave Beres Brenda Butters Dr. R Dalby Peg Hogarth Steve Molnar John Moylan Imlira Reynolds Jenny Zamecnik Resource: Nil The Governance Committee coonlinates and monitors the Board goals and objectives in relation to the Strategic Plan as well as the President's and the Board's performance. The Committee is also responsible for orientation of new Board Members, recommending bylaw revisions to the Board of Directors, and acts as the Nominating Committee. Highlights ITom 2003/04 year include the establishment of an Adhoc Bylaw Committee to review the Hospital Bylaws. Revisions will be reviewed by the Board of Directors this faIl and ratified at the 2005/06 Annual Meeting. As well, the Governance Committee convened as the C.E.O. Selection Committee and was successful in their search for a new C.E.O. We would like to thank Brenda Butters for her dedication and commitment to the hospital and wish her well in her retirement. The Board also held a very successful retreat in January 2004, which focused on ethical decision-making and strategic planning. As a result of the Retreat, Strategic Directions for 2004 were developed as well as Criteria to Guide Ethical Decision Making. The Governance Committee, as part of their own quality improvement activities, reviewed the following Governance Quality Indicators: Community Integration, Relationship Between Board and CEO, Relationship Between Board and Medical Stafl; Resource Management, and Board Organization. The Governance Committee was also responsible for establishing goals and objectives, monitoring Board Member attendance and developing a continuing education plan. Corporate Planning and Community Relations Committee Indira Reynolds, Chair Members: Brenda Butters Richard Barth Dr. J. Andrew Dr. R. Dalby Cyril Demeyere Harold Moore Erwin Hawel Peg Hogarth John Moylan Eugene Heath Jenny Zamecnik Ex-officio (without vote): Marty Klein Julie Gilvesy Resource: Frank Deutsch The Corporate Planning and Community Relations Committee advises the Board on financial and human resource implications of the Hospital's Strategic Plan, budget policies and parameters, plus the review and approval of ongoing financial statements and utilization data. Hospital funding allocations for 2003/2004 resulted in 3% base funding. The committee was disappointed to have to approve a year-end deficit financial position. This was due to numerous uncontrollable cost increases common to all Ontario hospitals. One-time funding :lÌ'om MOHLTC resulted in significant dollars to help reduce our deficit. This is the third and probably ]ast year that the committee will be submitting a Business Planning Brief. The MOHL TC is moving toward Performance Agreements. In our Business Planning brief submitted to MOHLTC for the fiscal year 2004/2005, the committee found it necessary to approve a deficit budget. It is anticipated that most hospitals will be faced with a significant funding shortfall. TDMH is continually facing the dilemma of balancing patient care needs while being fiscally accountable. With no anticipated increase in base funding, TDMH's ability to maintain a solid financial position has been severely impaired. This hospital continues to face unrelenting cost pressures due to a growing and aging population, a shortage of health human resources and the rising costs of new drugs and technology. Patient Care, Education and Research Committee John Moylan, Chair Members: Brenda Butters Dr. R. Dalby Lynn Acre Steve Molnar Mary Anne Kersten Dr. G. Rowland Duaine Nelson Tom Graham Ross Greer Brad Bennett Ex-officio (without vote): Marty Klein Julie Gilvesy Þ' The role of the Patient Care, Education and Research Committee is to review and recommend implementation of policies related to the Hospital's strategic plan in the areas of patient care, education and research. Its main focus is to monitor and recommend improvements to the quality of all patient care programs. The Patient Care and Research Committee monitors quality improvement through Quality Indicator Team reports, Process Improvement Summaries, Performance Indicator Summary reports, Infection Rates, Patient Incident Statistics, Patient Complaints and Utilization Management. The Committee also reviews the policies relating to risk management and identification of institutional liability and ethical dimensions of health care delivery. TDMH has an ongoing Patient Satisfaction Survey in whichever patient has an opportunity to participate and the summary results of this survey are reported to the Committee on a monthly basis. The Hospital also participates in the Ontario Hospital Association Patient Satisfaction Survey and the Hospital Report 2003. Below are Patient Care Committee highlights for 2003/2004. Ontario Breast Screening Clinic: · Following approval of our application in 2002, the Ontario Breast Screening Clinic opened in May 2003, which allows area women to make breast-screening appointments without a referral ftom a physician. Satellite Dialvsis Unit: · The Hospital team and board continue to press the Ministry of Health and Long Term Care for approval to proceed with this program. Hospital Occupancv: · To increase efficiency of our patient care teams, all of our inpatients have been consolidated on 2 South and I South. Smoking Policv: · A non-smoking policy has been approved for the complete Hospital. Information Technology: · The Canada Health Infoway (CHI) PACS program now has MOHLTC approval to proceed throughout the Thames Valley Health Planning Partnership of which TDMH is a partner. The Digital Imaging component that will replace the old X-Ray fIlm process is scheduled to be installed in TDMH by June 2005. This is a fully funded pilot project, one of only two in Canada and recognizes the strength of the TVHPP in the ability of the partnering hospitals to work together to improve area health care. Bone Densitometry Clinic: · The Bone Mineral Densitometry Service opened on schedule in June 2003. W oodingford Lodge: · TDMH Team Members continued to. offer support throughout the year toward the completion of this valuable asset to the Tillsonburg area. REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Director, Engineering Services, DATE: August 9, 2004 SUBJECT: Terrace Lodge - Financial Update 2004 Construction Project INTRODUCTION County Council approved the following construction activities at Terrace Lodge: Staff Room, Laundry Room, Secured Adult Day Care and Kitchen Exhaust AC and Exhaust. Money was allocated in the 2003 and 2004 capital budgets and by also eliminating capital projects that had been previously been approved for other building projects. Staff also indicated that $120,000 was included in the capital budget. Unfortunately the $120,000 was not included in the budget. DISCUSSION: In a report to Council this spring, staff had indicated to Council a total project costs of $655,000. This included engineering and contract administration, contract, miscellaneous services, washer and dryer, kitchen services and contingencies and testing. Money was allocated from the 2002 budget surplus ($280,000), 2004 capital bUdget ($40,000) and repriortized capital projects ($215,000). This would leave a budget shortfall for the project of $120,000. This was to be included in the 2004 capital budget. Since the budget has been approved County Council has several choices: allocate funds from a reserve, reprioritize from approved capital projects at Terrace Lodge or allocate some from the reserves and some of approved projects. The projects that staff recommend to repriortize are from Terrace Lodge that include:, front reception area ($61,900), lounge furniture replacement ($12,400), replace old pipe lines ($10,000), concrete walks gazebo ($2,500), door and wall protection ($3,200), move and add electrical outlets, paint interior ($10,000) and carpet Malahide Room ($10,000). These seven projects total $120,000. The project presently ongoing at Terrace Lodge is resident focussed (staff room, laundry room, secured adult day care and kitchen AC and exhaust) which is of higher importance than the projects listed above. The recommended items in the above paragraph are important however they will be presented again in future budgets. CONCLUSION: In a report to Council for Terrace Lodge staff indicated that $120,000 would be recommended to be included in the 2004 capital budget. This did not happen and the contract is proceeding at Terrace Lodge anticipating that the project will be funded as intended. Staff has included suggestions on either transferring money from reserves or reallocating from approved capital projects at Terrace Lodge. Staff suggests that relocating is the preferred solution at this time. RECOMMENDATION: That the monies from the following projects be allocated to Terrace Lodge Compliance Requirements / 2004 Construction: door and wall protection at Terrace Lodge, $6,900: front reception area at Terrace Lodge, $61,900; lounge furniture replacement at Terrace Lodge, $12,400; replace old pipes at Terrace Lodge, $16,300; concrete walks gazebo at Terrace Lodge, $2,500; paint interior at Terrace Lodge, $10,000; carpet Malahide Room at Terrace Lodge, $10,000. Respectfully Submitted ŒvJ~~~ Clayton Watters Director, Engineering Services Mark G. Chief Administrative Officer REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Director of Engineering Services, DATE: August 9/2004 SUBJECT: Terrace Lodge - Door replacements for Clean Utility Rooms INTRODUCTION County Council approved in the Terrace Lodge operational budget a total of $4/000 to replace the door to each of the four clean utility rooms. These replacements were to improve the efficiency of the laundry service at the home. DISCUSSION: The past practice at Terrace Lodge was to double handle the laundry in each of the four clean utility rooms. London Linen Hospital Services would deliver the linen in carts from their facility, these carts are standard for the industry. The carts would then be moved to the clean utility room for storage. Since the doors were not wide enough to allow the carts to enter the room, staff would move the laundry from each cart to the storage areas inside the clean utility room. The carts could not be left in the hallways as per the fire code. When required staff would remove the linens from the clean utility room to the carts that made the rounds to the resident rooms. In the process of removing the doors (2 feet 8 inches wide) mould was verified in the area. The new doors are 4 feet wide. Staff identified that the moisture to produce the mould was coming from the tub rooms that reside beside the clean utility rooms. In order to solve the issue all materials that had mould were removed and replaced and the mechanical piping system required replacing. This involved replacing the leaking pipes and removing and replacing the walls and floors within the tub rooms. This significantly increased the costs of the project that was to be borne within the operational budget. The final cost for this project is almost $19/000. This project should now be financed from the capital budget since it is well above the threshold of $10/000 for capital budgets. In order to finance the project monies can be allocated from a reserve or reallocate funds from an approved capital budget. The project that staff recommends to postpone until future budgets is Door Operators to the Servery's - Bobier Villa ($20/000). The project was designed to improve the service to the residents at Terrace Lodge and has a higher priority than the Door Operators to the Servery's at Bobier Villa. However this project was important and will be included in future budgets. CONCLUSION: In order to improve the efficiency for the laundry services at Terrace Lodge a project to remove and replace the doors for the clean utility room was recommended and approved by Council in the operational budget. There was no evidence of mould in the area prior to this project being initiated. As the project is above the threshold for capital projects the monies allocated to òperations budget should be re-allocated to the capital budget. This project Staff has included suggestions on either transferring money from the reserves or reallocating funds from approved capital projects. Staff suggests that relocating funds is the preferred solution at this time. RECOMMENDATION: That the money from the Door Operators for Servery's at Bobier Villa, $20,000, be allocated to Clean Utility Room Doors at Terrace Lodge. Respectfully Submitted Approved for Su on {[)LJ~M Clayton Watters Director, Engineering Services Mark G. Mc ona Chief Administrative Officer REPORT TO COUNTY COUNCIL FROM: Meredith Goodwin, Construction Technican Sonia Beavers, Purchasing Co-Ordinator DATE: September 7/2004 SUBJECT: Administration Building Carpet for 2nd and 3rd Floor Hallways Introduction As part of our 2004 Capital Budget for Administration Building Improvements, solicitation of quotes for carpet removal and instalment of new carpet for the 2nd and 3rd floor hallways were done. Discussion The successful bidder for the removal and instalment of the carpet for the 2'd and 3rd floor hallways was Alexanian Carpet & Flooring at a cost of $8/300.00 (including taxes). A summary of the companies solicited and the quotations received are listed below. Company Quotation Amount Alexanian Caroet & Floorina $8/300.00 Bernanrdo GrouD Limited $9/180.00 White Street $9/474.05 Conclusion The lowest bidder for the quotations should be approved to remove and install the material stated in the Carpet Quotation. Recommendation THAT Alexanian Carpet & Flooring be awarded the project to remove and install carpet on the second and third floors of the Administration Building at the quoted price of $8,300.00 (including taxes). RESPECTFULL Y SUBMITTED APPROVED FOR SUBMISSION 142: Meredith Goodwin:- Construction Technician JWh Clayton Watters, ~~ ~(2i ß,ù "(fA oma Beavers, Purchasing Co-Ordinator Chief Administrative Officer REPORT TO COUNTY COUNCIL FROM: Peter Dutchak, Technical Services Officer DATE: 16 September 2004 SUBJECT: Salt Management Plan - Letter of Intent INTRODUCTION On April 3/ 2004 Environment Canada published a Code of Practice for the Environmental Management of Road Salts. The Code is designed to help municipalities better manage their use of road salts in a way that reduces the harm they cause to the environment while maintaining road safety. A letter of intent to develop a salt management plan must be submitted to Environment Canada by October 3/2004. DISCUSSION: The purpose of a Salt Management Plan which incorporates recommendations from Environment Canada's Code of Practice will not only result in benefits to the environment but also has the potential to increase efficiencies, improve road safety and savings in material usage. While the development of a salt management plans remains non-regulated, Environment Canada strongly urges municipalities annually using 500 tonnes of road salt or more to submit a letter of intent by October 3/ 2004 stating their intention to develop a Salt Management Plan. Municipalities, which do not submit a letter of intent, will be contacted by Environment Canada to discuss their intentions. County staff along with the lower tier road supervisors are compiling information to create one salt management plan document. Although one salt management plan will be created it will provide detailed information unique to each municipality regarding their facilities, equipment, sensitive areas and methods of use. Each municipality will also be setting their own goals to achieve the "Best Practices" as outlined in the Code within their own set time frames. While one municipality may be at an advanced stage of experimenting with anti-icing techniques another municipality may simply be planning to ensure their salt storage facilities are covered and runoff from those sites are contained. Salt Management Plans should be completed by April 3¡ 2005 and they are to be implemented in the following fiscal year (winter 2006/2007). Each June 30th¡ following the implementation of the salt management plan a report is required to be sent to Environment Canada reviewing facilities¡ equipment¡ usage¡ monitoring and compliance to our plan. CONCLUSION: A letter of intent should be submitted to Environment Canada by October 3¡ 2004 outlining the County¡s intent to develop and submit a Salt Management Plan by April 3¡ 2005. RECOM.MENDATION: THAT the Corporation of the County of Elgin will be developing a Salt Management Plan in accordance with the Code of Practice for the Environmental Management of Road Salts¡ published April 3¡ 2004. Peter Dutc a Technical Services Officer mw Rt -bt{ Approved for Clayton Watters Director of Engineering Services Mark G. Mc Chief Administrative Officer REPORT TO COUNTY COUNCIL FROM: Peter Dutchak, Technical Services Officer DATE: 16 September 2004 SUBJECT: Natural Gas Pipeline Agreement Resolution Amendment INTRODUCTION An amendment to a previously passed resolution must be passed to clearly define the direction given to the Warden and the Chief Administrative Officer to enter into an agreement with Pecho Pipelines Inc. DISCUSSION I CONCLUSION: At the September 9, 2003 session of County Council, a resolution was passed authorizing the Warden and Chief Administrative Officer to enter into an agreement with Echo Energy Ltd. to utilize County Road allowances to install natural gas gathering pipelines. The agreement was subsequently prepared as directed by the County's solicitor and executed by the Warden and C.A.O. and Pecho Pipelines Inc. rather than Echo Energy as stated in the resolution. The County's solicitor requested a letter from Pecho Pipelines Inc. outlining the legal relationship between Pecho Pipelines Inc. and Echo Energy Ltd. to establish the corporate connection (letter attached). Pecho Pipelines Inc. is owned 50% by Echo Energy Ltd. and 50% by Pifer Resources Inc. Pecho Pipelines acts as the Corporation, which holds and operates the natural gas pipelines for its parent companies. In order accurately reflect the direction given the Warden and C.A.O. to enter into the previously executed agreement, an amended resolution must be passed. RECOMMENDATION: THAT the following resolution passed at the September 9, 2003 session of County Council be rescinded, "THAT the Warden and Chief Administrative Officer be authorized and directed to enter into an agreement with Echo Energy Inc. to utilize County Roads #45 and #55 in the Municipality of Bayham to install natural gas gathering pipelines.", and; THAT the Warden and Chief Administrative Officer be authorized and directed to enter into an agreement with Pecho Pipelines Inc. to utilized County Road allowances in the Township of Malahide and Municipality of Bayham. Respectfully Submitted, p~~ Technical Services Officer Approved for ion tWAm Clayton Watters Director of Engineering Services Mark G. aid Chief Administrative Officer c _ 5EP--Ø2-2004 14' 22 .....-T' iIT MERITAS l1.W flitu$. wa!tltlWl~~ HENNESSY BOWSHER 519 633 9374 P.Ø2/Ø2 r"""I""'UI r-;;¡II" --".--.-----. HARJ~lSONPENSX' LAWYERS August 30, 2004 Via Fax - 533-9374 Steve Gibson Hennessey 80wsher Gibson & carrie Barristers and Soücitors 99 Edward Street St. Thomas, Ontario N5P 1Y8 Dear Mr. Gibson: Re: The Corporation of the County of Elgin Road Allowance Agreement With Pecho Pipelines Ino. Further 10 your letter of August 26", 2004 I confirm that Pecho Pipelines InD. is owned SO% by Echo Energy Ltd. and SOo/, by Pifer Resources Inc. Pecho Pipelines Inc. ads as the Corporation which holds and operates the natural gas pipelines and related equipment on behalf of Echo Energy Ino. and Pifer Re$ources Inc. Should you have any questions, please do not hesitate to contact my offloe. Yours very truly, HARRISON PENSA W' ~ Tim McCullough TTMflmu Direct line: (519) 661-6718 E-mail;tmccuJlouah(â)harrisoncensa.com File No.: 118482 401768_1.DOC 4S0 TalbQt 5tn~et, P.O. Box 32.37. London. Olltaño, Canada NóA 4K3 T~ 519 6799660 r: .519 667 3362 www.h.arri.~Dl1p¡:nSð.çom TOTAL P.02 REPORT TO COUNTY COUNCIL FROM: United Way Committee Jennifer Ford, Financial Analyst Linda Veger, Director of Financial Services DATE: September 17, 2004 SUBJECT: United Way Campaign 2004-2005 INTRODUCTION: Over the past several years, the County of Elgin has been an active supporter of the Elgin-St. Thomas United Way Campaign. Our 2003-2004 campaign events included a Payroll Deduction campaign with a draw for one or two days off depending on the size of your bi-weekly contribution, casual Fridays for a minimum donation of $2.00 per pay, a 50/50 draw, a Krispy Kreme donut sale, a pumpkin carving contest, a Chili luncheon and a BBO. Through all of our events, we were able to raise $7,423 for the Elgin-St. Thomas United Way, with 19% of our staff contributing to the payroll deduction. DISCUSSION: This year's committee members include Jennifer Ford - Financial Services, Gerry Moniz - Homes for Seniors, Meredith Goodwin - Engineering Services and Joanna Vernon - Human Resources who have already met with United Way representatives to help pave the way for a successful 2004-2005 campaign. We hope to add one additional member from the Libraries this year so that all the County staff are represented. The committee plans to meet once every month to co-ordinate ideas and keep the United Way visible during the year. Our kick off week for this year's campaign will be October 18, 2004 with the focus on bi- weekly employee Payroll Deductions. We have arranged for United Way representatives to come into each of the Homes speak to the staff about the United Way and the great work that they are doing in the County. To make this time special, we are planning to supply coffee and donuts to the staff to make it a casual and fun time. The committee is co-ordinating with the Library a time that wili work for the United Way to speak to the Library staff and we will also supply a coffee and donut break at this time. Also during our kick off week, we are hosting a BBO at the Administration Building on October 21, 2004, so that we can offer an opportunity for our tenants, staff and the public to come out, learn about, and donate to the United Way. All proceeds from this event will go to the United Way. After the initial kick off week, the campaign will expand out to the various facilities of the County allowing staff the opportunity to have fun with events that they wish to hold with the help of the United Way committee. Some events that we are investigating as a committee are continuing with the 50/50 draws, holding a raffle for tickets to a sporting event, and a perpetual penny jar on the counter of the Libraries. CONCLUSION: We have very enthusiastic committee this year that have an interest in increasing the staff participation component of the payroll deduction by getting the United Way into the minds and hearts of our staff. We would like to increase our fundraising activities thoughout the facilities of the County by supporting the "fun" in fundraising. The committee would like to ask that Council support the United Way efforts by allowing us to continue to offer to the staff our casual Friday for a minimum payroll deduction of $2.00 per pay and the draw for the days off. As in previous years, the draw will be for one paid day off for all employees that sign up for a payroll deduction of $2.00 or more and two days off for all employees that sign up for a payroll deduction of $4.00 or more. Outside of this, the committee will require a small budget of $500.00 to allow us the ability to pay for items such as the donuts, the BBQ items, as well as any additional costs for raffles and fund raisers. We will be utilzing funds from Administration's "Special Projects" Budget enabling us to ensure that all proceeds raised will go the United Way rather than to expenses for the operation of the fundraiser. RECOMMENDATION: THAT the United Way Committee members be afforded reasonable time away from their regular work schedules to attend United Way functions throughout the various facilities during the 2004-2005 campaign. THAT, as in previous campaign years, the County approve a draw for one paid day off for payroll deduction amounts of $2.00 per pay for 26 pays and a draw for two paid days off for payroll deduction amounts of $4.00 per pay for 26 pays. Approved for S n Mark G. Id Chief Administrative Officer ~~¥ Linda Veger Director of Financial Services REPORT TO COUNTY COUNCIL FROM: Linda B. Veger, Director of Financial Services DATE: September 13, 2004 SUBJECT: Health Unit - Surplus Funds Introduction: The Elgin St. Thomas Health Unit has advised that their reserve fund has exceeded their 10% cap and excess dollars in the amount of $36,132.84 have been refunded to the County. Discussion: In previous years any excess funds returned to the County by the Health Unit have been credited to "Other Revenue". Should the County experience a surplus at year end, with that "Other Revenue" being part of the surplus, those dollars would be dealt with in a report to Council suggesting uses for any surplus. Conclusion: Staff suggest that the refund be credited to other revenue and be included in the surplus, should one occur. Recommendation: THAT the refund of surplus reserve funds from the Elgin St. Thomas Health Unit in the amount of $36,132.84 be credited to other revenue. Respectfully Submitted Lir~~ Director of Financial Services Approved for Submission ~oo," .~ Chief Administrative Officer ----- 09/17/2004 11:51 . 7522351 BOBIER VILLA PAGE 02 REPORT TO COUNTY COUNCIL FROM: Pat Vandevenne Director of Seniors Services/Manager of Resident Care DATE: September 13, 2004 SUBJECT: Bobier Villa's Annual Compliance Review Introduction On a yearfy basis, each LTC Facility throughout the province participates in an Annual Compliance Review, Bobier Villa had the annual review completed on August 23, 24, and 25. o;scussion Cathy Crane reviewed all aspects of operation and care of the Home. She observed, she asked questions, she reviewed resident charts. During the process she expressed to the Managers that she was pleased with the operation and care of Bobier Villa. Conclusion Cathy Crane completed an exit interview on August 25, leaving the Home with one unmet standard. The unmet standard was identified as "snacks are not offered to all residents at mid-afternoon, unless contraindicated in an individual resident's plan of care, as evidenced by puree snacks unavailable on afternoon snack cart." She also discussed many observations of her visit. A plan of corrective action was submitted to the Ministry on September 8, 2004. Recommendation That this report be submitted for file. R~ectfullY Submitted ~¿)/)~d/<1-/A'1.1t0 Pat Vandevenne Director of Seniors Services Manager of Resident Care Mark . Chief Administrative Officer REPORT TO COUNTY COUNCIL From: Mark G. McDonald, Chief Administrative Officer Date: September 17th, 2004 Subject: Fanshawe College PSW Program Introduction/Discussion: Every once in a while someone throws a bouquet! The attached letter of commendation from Fanshawe College represents a welcomed and unexpected compliment on our Long- Term Care facilities. The letter is self-explanatory and the underlying message is deep. It speaks to a dedicated staff, a tremendous sense of pride and a home-like atmosphere. Much of the credit goes to staff but Council, through its continued financial support, has created an environment that has enabled this feeling of commitment to flourish. Conclusion: Elgin County's Long-term Care facilities have been recognized as a first choice among students as a place to work. This unexpected and unsolicited commendation should be celebrated. Recommendation: THAT Elgin County Council endorse the letter of commendation from Fanshawe College and congratulate the staff in our Long-term Care facilities for earning such high regard in the education community. ALL of which is respectfully submitted, Mark G. Mc Id, Chief Administrative Officer. F"l IliA FANSHAWE COLLEGE Community Driven ... Student Focused www.fanshawec.ca 1460 Oxford Street, East PO. Box 7005 London. Ontario N5Y 5R6 Tel: (519) 452-4430 James N. Allan Campus 634 Ireland Road, Box 10 Simcoe, Ontario N3Y 4K8 Tel: (519) 426-8260 Fax: (519) 428-3112 St. Thomas/Elgin Campus 120 Bill Martyn Parkway St. Thomas. Ontario N5R 6A? Tel: (519) 633-2030 Fax: (519) 633-0043 Woodstock Campus 369 Finkle Street Woodstock. Ontario N4V1A3 Tel: (519) 421-0144 Fax: (519) 539-3870 Strathroy Centre KenwickPlazaMall 51 Front Street, East Strathroy, Ontario N7G 1Y5 Tel: (519) 245-3099 ext. 120 Fax: (519) 245-5065 Livingston Centre 90TI1I80n Avenue Tmsonburg, Ontario N4G 3A1 Tel: (519) 842-9000 Fax: (519) 842-4727 September 13, 2004 Mark McDonald, Chief Administrative Officer Elgin County 450 Sunset Drive St. Thomas, Ontario N5R 5VP Sf:) =-:: "".;';'J"" EtGll'i Dear Mr. McDonald, This letter comes to commend your staff and administration in Elgin Manor, Terrace Lodge and Bobier Homes. The Fanshawe College PSW program is designed to train PSW students for future employment in various health care settings. This is accomplished by a sound theory base as well as clinical experience. During clinical experience, small groups of students are assigned to different long term care facilities for supervised training followed by an unsupervised period, working with a staff member. A result of this process is student and instructor exposure to different agency staff, resident care and the internal practises of the different facilities. Observations of my clinical instructors in each setting as well as myself have shown the following. · Elgin County staff always wear their name tags appropriately. · Elgin County staff are receptive, courteous and even thank the students for their help. · Elgin County Staff provide respectful, courteous care of residents - with a sense of pride. · Elgin County Staff follow procedures as directed. They do not cut comers but demonstrate exemplary practises which I believe reflect excellent administrative management. · The nursing home administration has been very helpful in assisting with placements, orientations and in recommendations of what to stress in the curriculum. · The students in Elgin County Homes have reported their experience to be a positive learning experience. Therefore, our first choice for student placement will continue to be Elgin County facilities. Heartfelt thanks to all, your staff and administration for providing a setting which puts into practise quality care for residents. Respectfully, C.'n~/~Æ~ Claire Nelson, RN BscN Fanshawe PSW Instructor. Cc. - Pat Vandevenne, Bobier Villa - Janet Brady, Manager, Corporate Training & Continuing Education, Fanshawe REPORT TO COUNTY COUNCIL FROM: Peter Dutchak, Technical Services Officer Sonia Beavers, Purchasing Co-Ordinator DATE: September 14, 2004 SUBJECT: Structure Inspections Introduction As part of the approved Budget, Requests for Quotations were issued as per the County's Purchasing Policy and sealed bids were received until Thursday, September 23, 2004 for labour, equipment and material for Structure Inspections of various County of Elgin Bridges and Culverts. Discussion / Conclusion Formal Quotations were retained for Structure Inspections. Quotations were received as follows: Structure Inspections (bridqes and culverts) Company Quotation Bid (including taxes) Spriet Associates London Limited $13,401.75 Totten Sims Hubicki Associates (1997) Limited $ 55,854.00 Byme Engineering Inc. $ 81,223.70 Structure Inspections need to be completed every two (2) years as per the Ontario Bridge Code. These services form part of the Miscellaneous Engineering Services Budget allocation of $60,000.00. Spriet Associates London Limited submitted the lowest quotation for Structure Inspections at a total price of $ 13,401.75 (including taxes). The total price includes labour, and material necessary to provide inspection services and documentation as outlined in the Ontario Structural Inspection Manual (O.S.l.M.), latest edition and also conform to the specifications and requirements outlined in the Contract. Recommendation THAT Spriet Associates London Limited be selected for Structure Inspections of various Elgin County owned bridges and culverts at their quoted price of $ 13,401.75 (including taxes). Re Aöa;Xk Clayton Watters, Director, Engineering Se 'ces ~G~",1d ~ -? Chief Administrative Officer Peter utchak Technical Services Officer þ-f2! ,R.eø',f V onia Beavers Purchasing Co-Ordinator REPORT TO COUNTY COUNCIL FROM: Councillor Lynn Acre and Councillor Paul Faulds Members Social/Entertainment Committee DATE: September 24, 2004 SUBJECT: WARDEN'S BANQUET Introduction: Council policy is that appropriate recognition for the Elgin County Warden be arranged and that the Social/Entertainment Committee plans the programme. Discussion: The Warden has requested that the banquet be held at St. Anne's Centre. We have received prices on aspects of the banquet, which are shown on the attached spreadsheet. Various functions to be carried out by each Councillor are also listed on the Programme section of the spreadsheet. The budget for Warden's Banquet expenses is $5,000 and has not changed for many years and it is becoming increasingly difficult to plan for the Banquet. It is not possible to remain within budget constraints if a Warden would like to put wine on the tables or have entertainment, and the cost for meals and accommodations increases with each year. An increase for Warden's Banquet expenditures is required. Recommendation: THAT the allocation for the Warden's Banquet expenditures be increased by $1,000 for 2004 with funds to be acquired from within the 2004 Warden's Budget; and THAT the Warden's Banquet line in the Warden's Budget be increased by $2,500 effective in 2005 to more appropriately provide for expenditures; and THAT the annual Warden's Banquet be held at St. Anne's Centre on Saturday, November 6, 2004, with the social hour from 5:30-6:15 p.m. and the banquet beginning at 6:30 p.m.; and, THAT all other costs and items be approved as detailed on the attached spreadsheet; and, THAT the charge for each purchased ticket be set at $20.00, to cover the cost of the meal, taxes and gratuities; and further, THAT County Councillors and Officials dress in standard Council attire. ALL of which is respectfully submitted. Councillor Lvnn Acre Councillor Paul Faulds 2004 WARDEN'S BANQUET INVITEES No. (includes spouse) Warden 2 Council 16 Warden's Immediate Family 16 Warden's Guests 10 Past Wardens 52 County Officials & Seconds 30 ------ --~ Retirees frorn current year 4 Homes' Medical Directors 6 -- County Auditor 2 County Solicitor 2 M.O.H. 2 Mayor of SI. Thomas 2 M.P. & M.P.P. 4 Frank Cowan Co. - Bryce Sibbick 2 Piper 1 Board of Education - County Liaison 4 Linda Stevenson; Don Mugford Counties Wardens & Clerks 48 George Leverton 2 Murray Hennessey 2 INVITEES (single tickets) Land Division Committee 3 -- (two Members are Past-Wardens) SUB·TOTAL 210 PAID TICKETS Councillors' Guests 32 County Staff 20 Past Councillors (last term) 6 O.P.P. 2 Roger Moyer & John Maddox 4 Elgin Group Police Services Board 8 Thames EMS 8 Conservation Authorities 8 Andy & John Spriet 4 TOTAL NUMBER POSSIBLE 302 ESTIMATED COST -Hall Rental· SI. Anne's Nov. 6/04 $690.00 Bar SI. Anne's will run $0.00 --- Wine on tabies (200 peopie) 1 bottle each of red and white on tables $850.00 --- Meals Wayside Inn - $16.00 per person roast beef, chicken, salad, dessert, etc. - served $3,360.00 - estimate does not include paid tickets Flowers $200.00 Programmes & Tickets In house $0.00 Gifts for Visiting Wardens & Spouses County plate & spoon - in inventory, no additional cosl Piper Jim Carmichael $75.00 Entertainment $300.00 Guest Book $20.00 Warden's Gift Watch and engraved silver tray (practice has been that $500.00 the Warden and wife choose gifts & anything over $500 is paid by the Warden) TOTAL $5 995 00 PROGRAMME Welcome Paul Faulds Emcee Duncan McPhail Grace Bonnie Vowel - Toast to the Queen and Canada Sylvia Hofhuis DINNER INTRODUCTIONS Head Table Jim Mcintyre County Council Lynn Acre Past Wardens John Wilson Visiting Wardens and Clerks Paul Baldwin MOMENT OF SILENCE Graham Warwick Past Wardens Cook and Lavereau GREETINGS FROM M.P. Joe Preston M.P.P. Steve Peters St. Thomas Mayor Jeff Kohler PRESENTATION Past-Warden John R. and Doreen Wilson to Warden Dave and Nan Rock ENTERTAINMENT ADJOURNMENT Tickets Box at door for tickets REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Director of Engineering Services DATE: 27 September 2004 SUBJECT: Well (Drinking Water) - White's Station (42343 FRUIT RIDGE LINE) Introduction The water condition at White's Station posed some Health Hazards and the Ministry of the Environment set a deadline of September 30, 2004 to complete the project of decommissioning the well. The County of Elgin understood that Central Elgin would be responsible for the decommissioning of the well at White's Station. On Wednesday, September 8, 2004, the County was notified that Central Elgin may not be able to decommission and drill a new well at White's Station in time to meet the Ministry's deadline. The County felt it was necessary to execute the project immediately due to the deadline set by the Ministry of the Environment. A Request for Quotation was issued as per the County's Purchasing Policy and sealed bids were received until Monday, September 13, 2004 for the labour and material required to decommission and drill one new well at White's Station. Discussion Four (4) companies were invited to submit a bid. Three (3) contractors submitted a bid and one contractor submitted a Notice of No Bid. David S. Ross reported that there was insufficient time to respond. The quotations were received as follows: Company . Total of Bid (taxes included) . J. B. Wilson & Son Well Drillina Limited $ 6, 248.80 Havden Water Wells $ 6, 563.38 D. R. McClintock & Son Well Drillina $ 9, 052.09 David S Ross No Bid J. B. Wilson and Son Well Drilling Limited submitted the lowest quotation at a total price of $6,248.80 (including taxes). The total price includes labour and material for decommissioning and the drilling of one new well at Whites Station using methods described in the quotation and using common construction practices. Staff considered this project as "urgenf' due to the time constraints and subsequently awarded the contract to the lowest bidder. Conclusion The County of Elgin believed that the existing well should be decommissioned as soon as possible. Therefore the project was executed immediately to prevent further contamination to the ground water source and to provide safe potable water. Funds for this project was allocated from Miscellaneous Improvements to Garage and from the Engineering Capital budget. Recommendation THAT this report be received and filed. RESPECTFULL Y SUBMITTED APPROVED FOR SUBMISSION Û1J~1hrs CLAYTON D. WATTERS, DIRECTOR ENGINEERING SERVICES MARK CHIEF ADMINISTRATIVE OFFICER CORRESPONDENCE - SEPTEMBER 28. 2004 Items for Consideration 1. Louise Gartshore, City Clerk, City of Woodstock, with a resolution concerning the development of a Municipal Property Tax Deferral Program. @ cilyof Woodstock OFFICE OF THE CITY CLERK City Hall P.O. Box 40 500 Dundas Street Woodstock, ON N4S 7W5 Telephone (519) 539-1291 Fax (519) 539-7705 Email: 19artshore@city.woodstockon.ca September 22, 2004 To: All Ontario Municipalities Re: Municipal Property Tax Deferral Program At the regular council meeting held on Thursday September 16,2004, the Woodstock City Council passed the following resolution: WHEREAS the province of British Columbia successfully provides a Property Tax Deferment Program allowing residents to defer payment of their annual municipal property taxes on their principal residence if they are: 60 years or older or a disabled person as defined by Regulation and are a Canadian Citizen or landed immigrant who lives in British Columbia; AND WHEREAS many Ontario seniors and disabled persons believed they had retired in good financial shape with a satisfactory fixed pension, only to discover over a period of time that: increases in auto insurance, the cost of home maintenance and repairs, steadily increasing municipal property taxes, and the development of holes in health care system, have started to erode their retirement savings; AND WHEREAS municipalities should provide a modern, innovative financing alternative to assist senior homeowners and disabled persons to remain living longer in their principal residences next to life long neighbours who indirectly provide them with a measure of safety, security and friendship; AND WHEREAS a flexible program can be implemented for low income seniors and disabled persons to defer payment of; all or part of, their annual municipal property taxes utilizing the equity in their principal residence as security; AND WHEREAS this ability to defer payment of municipal taxes would, in effect, provide low income seniors and disabled persons with an additional amount of income to significantly supplement their annual pension income; AND WHEREAS this would allow senior homeowners and disabled persons to further enjoy the benefits of home ownership, improve their standard of living today, while using their home equity to pay property taxes tomorrow; AND WHEREAS a tax deferral program may not be right for everybody, it does allow each person to make the individual decision for themselves, and many seniors and disabled persons would appreciate knowing that a financial assistance plan has been designed by their municipality is in place should an unforeseen changes in their retirement finances circumstances occur; NOW THEREFORE BE IT RESOLVED that the Premier of the Province of Ontario, and the Minister of Municipal Affairs and Housing also responsible for Seniors, be implored to take immediate action to amend Section 319 of the Ontario Municipal Act that deals with Tax Deferrals for relief from financial hardships and introduce amendments to allow each single-tier and lower-tier municipality the opportunity to provide a Municipal Property Tax Deferral Program targeted towards low income seniors and disabled persons as defined by Regulation; AND FURTHER that a copy of this resolution be forwarded to all municipalities throughout Ontario for their support. Page I MUNICIPAL PROPERTY TAX DEFERMENT PROGRAM Background Information The purpose of a Tax Deferment Program is to provide additional financial flexibility for low income seniors and disabled persons by allowing them to defer a portion of their municipal property taxes by utilizing the equity value in their principal residence. The effect would be to allow low income seniors to reallocate the cash spent annually on their municipal taxes to maintaining a reasonable lifestyle. The choice to defer payment of their annual property taxes, would provide a low income senior or disabled person living in an average home, an additional $100 to $150 income each month. Since this program is designed to focus on low income individuals, the opportunity to reallocate $1,500 would represents a significant improvement in meeting their daily living expenses. The Tax Deferment Program would be very beneficial to those individuals who believed they had retired in good financial shape, only to discover over a period of time that budgeting is beginning to become a little more difficult with increases in the cost of home repairs and rnaintenance, steadily increasing taxes from all levels of governrnents and the development of holes in the health care system. This Tax Deferment Program would allow each municipality to provide an modern financing alternative to assist seniors and disabled persons to remain living longer in a neighbourhood they have called home for many years. One important factor to remember is that Tax Deferment Program is not meant to help everybody. It is an individual decision each person will have to make for themselves. However, many citizens would appreciate knowing a financial alternative for payment of their municipal taxes has been designed by their City Council should their financial health decline a few years down the road. British Columbia's Tax Deferment Program A Tax Deferment Program was established in the province of British Columbia in 1974. British Columbia's Property Tax Deferment Program allows an individual to apply to defer payment of annual property taxes on their home if they are: a) 60 years of age or older; or b) widowed; or c) a disabled person as defined by Regulation; and a Canadian citizen or landed immigrant and has lived in BC for a least one year. In British Columbia, an individual must have a minimum equity in their home of 25% of the current assessed value determined by BC Assessment (BCA). An individual can apply for tax deferment upon receipt of their property tax notice. The current taxes must be fUlly paid. They complete an Application for Deferment of Property Taxes, all eligible registered owners of the residence must sign the agreement and the completed application is returned to their municipal office for processing before the property tax due date. In British COlurnbia, all applications are forwarded to a centralized property tax deferment office which will confirm receipt and determine your eligibility. All administration of the British Columbia's program takes place from one location. If the application is approved, a certified copy of the signed agreement will be registered as a lien in the Land Title Office. This lien will secure all administration fees and charges, deferred taxes and interest accrued under the agreement. The agreernent will remain in effect until the above amounts are paid. An individual may repay all or part of the deferred taxes and interest at any time without penalty. How much of their property taxes can they defer? In British Columbia, after deducting theBC home owner grant, an individual can defer all or part of the unpaid balance of your residential property taxes for the current year. British Columbia also charges administration fees and interest on the tax deferred amounts. A one-time administration fee of $60 is added to new deferment agreements, a $10 annual renewal fee is added to accounts with approved renewal applications and simple interest is charged on their deferment account at a rate set every six months tied to the rate at which the province borrows money. If you wish more information on the British Columbia Property Tax Deferment Program, visit their web site at : www.rev.gov.bc.calrpt Page 2 City of Mississauga Tax Loan Program The City of Mississauga has had a property tax deferral program since 1 ga7. Their program was established through a private mernbers bill enacted by the Ontario legislature. The City of Mississauga Act allowed Council to establish, through a by-law, a unifonm credit or refund in an amount of $150 per year or such greater amount against municipal taxes in respect of the residential real property. Currently, the Mississauga program offers a tax deferral of $500 annually, in respect of property taxes. A taxpayer is eligible if they are: a) 60 years of age I or handicapped and in receipt of benefits under the Families Benefits Act or in receipt of assistance under the General Welfare Assistance Act; or b) 65 years of age and in receipt of the monthly Guaranteed Income Supplement under Part II of the Old Age Security Act. Mississauga through Peel Region offers an additional program under Section 319 of the Municipal Act which provides for annual tax deferrals of the amount of any increase in taxes from the previous year. The eligibility requirements are the same as for the City's program. The City of Mississauga charges no interest nor administration fee on either the City or Region deferral programs. Liens are registered on the deferred amounts to ensure their recovery at the time of sale. Main features of a Proposed Ontario Municipal Property Tax Deferment Program? For discussion purposes only, a draft copy for a made in Ontario program could include the following conditions: Elioibilitv: a) 60 years of age or older ( only one spouse must be 60 ); or b) widowed; or c) a disabled person as defined by Regulation; and d) a Canadian citizen or landed immigrant and has lived in Ontario for a least one year immediately prior to applying for tax defenment benefits; and e) occupy the property as a principal residence. Maximum Loan: the lesser of 75% of the total municipal property tax or a $2,000 maximum. Definition of Low Income: in receipt of the monthly Guaranteed Income Supplement under Part II of the Old Age Security Act. Interest Rate of Loan: simple interest at 7.5% ( definec;l as one half of the interest rate charged on overdue tax accounts) Administration fees: There would be an initial application fee and an annual renewal fee for each additional loan advance based on a cost recovery principle. Loan Security and Risk to the MuniciDalitv: A registered lien would be placed on the property on the deferred tax amounts to ensure their recovery at the time of sale. Also the rninimum amount of equity in the residence must never be lower than 25% and the property must carry sufficient fire insurance. Cash Flow Imolications on the Municioalitv: Since the take up rate is marginal and individual will be paying interest on the arnount of the tax deferral, the cost to the municipality of making up for the loss of current tax revenue in the current year will be offset by the interest revenues downstream. Earlv Pavout of Tax Deferral Loan: An individual rnay repay all or part of the deferred taxes and interest at any time without penalty. Centralized Administration: The individual direct contact will be with the municipality, however, all the administration for the program can be centralized in one central location. Page 3 Some final questions you want to consider. "What do you believe will be the anticipated take up rate will be for a tax deferment program?" British Columbia has a population of just under four million citizens. After almost 30 years of their Tax Deferment Program, about 11,000 actual files. This represents an approxirnate take up ratio of 1 to 400 on the Tax Deferment Program. Remember, British Colurnbia allows a full deferral of the municipal tax bill. In the City of Mississauga for the year 2003, 48 individuals received a loan under the City program and 33 of those also received a loan under the Region's program. Mississauga with a population of over 650,000 citizens has a lower take up rate because the maximum available is limited to $500 and a very clear definition of what defines a low income individual. This means that a mature program in Ontario would assist an estimated 20,000 to 25,000 seniors and disabled persons. The City of Woodstock with a current population of 35,000 therefore could expect an eventual enrollOment of between 75 to 100 individuals in a tax deferral program. Also, councillors will ask why are municipalities being asked to take on a role that is more suitable for the established financial institutions? The purpose of a Property Tax Deferment Program is to assist low income seniors and disabled persons. The Reverse Mortgages are available from well respected financial institutions and it is quite possible that some seniors seeking a significant amount of funds should be directed towards that type of financing. However, reverse mortgages are not designed to handle small annual advances like a Property Tax Deferment program. Financial institutions also charge compounded interest on their loans, whereas municipalities can only charge simple interest. This makes Reverse Mortgages a very more expensive method of borrowing. A individual may require a new furnace and otten the only financing available is through a major department store's credit cards with an interest rate in excess of 28%. The Property Tax Deferment Program offers a modern financing alternative to low incorne seniors and disabled persons. Conclusion A Property Tax Deferment Program is not a plan that is right for everybody. It is an individual decision each person will have to make for themselves. The important issue here is always choice. If older homeowners see the advantage of deferring property taxes in order to stay in their home, these plans have a role to play. If an senior or disabled person decided against a property tax deferment program only because they do not want to leave their property to their heirs with taxes owing, they should consult with their children to see how they feel. Most family would prefer to see their parents live as comfortably as possible. A financial gift from a parent on their death will not compensate the sons I daughters if they feel that they have gained something at the expense of their parent's health, happiness or peace of mind. A Property Tax Deferment Program allows homeowners to enjoy the benefits and rights of home ownership, along with the peace of mind that comes from not having to worry about property taxes. The deferral of property taxes will allow homeowners to improve their standard of living today, while using their home equity to pay property taxes tomorrow. It is with these thoughts in mind that we respectfully request your endorsement of the resolution. Should your Council support this request, we ask that a copy be forwarded to Dalton McGuinty, Premier of Ontario, Legislative Building, Queen's Park, Toronto ON M7A 1A1 Ernail: Dalton.McGuinty.premier.gov.on.ca, John Gerretsen, Minister of Municipal Affairs and Housing, 777 Bay Street, 17th Floor, Toronto, ON M5G 2E5 Fax (416) 585-6470, your Member of Parliament, and this office. Thank you for your consideration of this matter. Yours truly, ~,~)-~ Louise Gartshore, City Clerk City of Woodstock c.c. Dalton McGuinty, Premier of Ontario John Gerretsen, Minister of Municipal Affairs & Housing Ernie Hardeman, MP.P. County of Oxford Page 4 CORRESPONDENCE - September 28. 2004 Items for Information (Consent Aaenda) 1) Lisa Guthrie, Inspector, Barrie District Officer, Ministry of the Environment, concerning the Provincial Officer's Order concerning the well at the Whites Station Municipal Works Yard. 2) Hon. Leona Dombrowsky, Minister of the Environment, acknowledging Council's resolution are concerning the Drinking Water System Regulations (O.Reg. 170103). 3) Debbie Zimmerman, Municipal Property Assessment Corporation (MPAC), announcing MPAC's 2004 Annual Meeting at the AMO Counties and Regions and Single-Tier Municipalities, and District Social Services Administration Board Conference in Waterloo on Monday, October 4 at 1:15 P.M. Ministry of the Environment Southwestern Region Barrie District Office Drinking Water Inspections Unit 1203-54 Cedar Pointe Dr Ban-ie ON L4N 5R7 Fax: (705)739~6440 Tetephone: (705) 739·6385 Ministère de }'Environnement DÎIection régionale du Sud-Quest Bureau du district de Barrie Unité d'inspection des installations d'eau potable 1203-54 Cedar Pointe Dr Ban-ie ON L4N 5R7 Télécopieur: (705)739-6440 Tétéphone: (705) 739-6385 ® Ontario September 13, 2004 . °OO~ SEP 1." r.. The Corporation of the County of Elgin 450 Sunset Drive St Thomas, Ontario, N5R 5Vl Attention: Mr. Clayton Watters, P.Eng. Manager of Engineering Services œUiW¡~"i Of fJ}t~giWr~!~m~\1r'f~'tr RE: Whites Station Municipal Works Yard 42347 Fruit Ridge Line, Central Elgin Dear Mr. Watters: Please find enclosed Provincial Officer's Order number l781-64SGUS and associated Provincial Officer's Report. This Order revokes and replaces Order number 8350-632JDC, as requested in your letter dated September 9,2004. A copy of the Order and Report have also been directed to the attention of Mark McDonald, Chief Administrative Officer, and Mr. Paul Barletta, Operator for the Whites Station Water System. Section 106 of the Ontario Water Resources Act states that the service of the enclosed report and order is deemed to be served either on the day the order is personally delivered or on the fifth day after the day of mailing. You may request that this order be reviewed by the Director by submitting your request in writing (or orally with written confinnation) within seven days of the service of the order. Further information on requesting a review is attached to the Order. Yours truly, Lisa Guthrie Inspector Barrie District Office File Storage Number: EL CE FR 510 Co ¡iI"!) fc, c.."'fTD;J o~jrT /'J:ft ' ®. ....... Ministryöf!he Q:7 Environment .U: . Ministère de .. .. . . l'Environnement Ontario Environmental Protection Act, &.8.0. 1990, c.E 19 (EP A) Ontario Water Resources Act, &.8.0. 1990, Co O. 40 (OWRA) Pesticides Act, R.S.O. 1990, c. Pll (P A) Sare Drinking Water Ac4 S.O. 2002, ..32 (SDW A) Nutrient Management Act, 2002, S.D. 2002, c.4 Amended Order Number 1781-64SGUS Provincial Officer's Order To: The Corporation of the County of Elgin 450 Sunset Drive St Thomas, Ontario, N5R 5V1 Canada Site: 42347 Fruit Ridge Line Central Elgin, County of Elgin Work Ordered 1. By no later than Octòber 31,2004, the County of Elgin shall ensure that the well located at the Whites Station Municipal Works Yard at the above-noted address shall be maintained in accordance with Regulation 903/03 OR be decommissioned by a licensed well contractor in accordance with Section 21 of Regulation 903/03. 2. By no later than November 30, 2004, the COUIlty of Elgin shall submit documentation demonstrating compliance with Item 1 of this Order, to the attention of the Shawna Bourne at the London District Office of the Ministry òfthe Environment (733 Exeter Road, London, ON N6E 1L3). A. While this Order is in effect, a copy or copies of this order shall be posted in a conspicuous place. B. While this Order is in effect, report in writing, to the District or Area office, any significant changes of operation, emission, ownership, tenancy or other legal status of the facility or operation. Page 1 - NUMBER 1781-64SGUS This Order is being issued for the reasons set out in the annexed Provincial Officers Report which forms part of this Order. Issued at St. Thomas this 13th day of September, 2004. Lisa Guthrie Badge No: 804 Barrie District Office Tel: (705) 739-6385 Page 2 - NUMBER 1781-64SGUS ® Ministryòfthe co." - ':. ' Environment V . Ministère de . . """;ro""~~ Ontario Environmental Protection Act, R.S.O. 1990, c.E 19 (EP A) Ontario Water Resources Act, R.S.O.1990, c. Q.40 (OWRA) Pesticides Act, R.B.Q. 1990, c. Pit (P A) Safe Drinking Water Act, S.O. 2002, c.32 (SDW A) Nutrient Management Act, 2002, 8.0. 2002, c.4 Amended Order Number 1781-64SGUS Provincial Officer's Order To: The Corporation of the County of Elgin 450 Sunset Drive St Thomas, Ontario, N5R 5VI Canada Site: 42347 Fruit IGdge Line Central Elgin, County ofElgin Work Ordered 1. By no later than October 31,2004, the County of Elgin shall ensure that the well located at the Whites Station Municipal Works Yatd at the above-noted address shall be maintained in accordance with Regulation 903/03 OR be decommissioned by a licensed well contractor in accordance with Section 21 of Regulation 903/03. 2. By no later than November 30, 2004, the County of Elgin shall submit documentation demonstrating compliance with Item 1 of this Order, to the attention of the Shawna Bourne at the London District Office of the Ministry of the Environment (733 Exeter Road, London, ON N6E IL3). A. While this Order is in effect, a copy or copies of this order shall be posted in a conspicuous place. B. While this Order is in effect, report in writing, to the District or Area office, any significant changes of operation, emission, ownership, tenancy or other legal status of the facility or operation. Page 1 - NUMBER 1781-64SGUS APPEALIREVIEW INFORMATION REQUEST FOR REVIEW You may request that this order be reviewed by the Director. Your request must be made in writing (or orally with Written confiffilation) within seven days of service of this order and sent by mail or fax to the Director at the address below. In the written request or written confirmation you must, . specify the portions of this order that you wish to be reviewed; · include any submissions to be considered by the Director with respect to issuance of the order to you or any other person and with respect to the contents of the order; . apply for a stay of this order, ifilecessary; and provide an address for service by one of the following means: t. mail 2. fax The Director may confinn, alter or revoke this order. If this order is revoked by the Director, you will be notified in writing. If this order is corrfinned or amended by order of the Director, the Director's order will be served upon you, The Director's order will include instructions for requiring a heäring before the Environmental Review TribunaL DEEMED CONFIRMATION OF THIS ORDER If you do not receive oral or written notice of the Director's decision within seven days of receipt of your request, this order is deemed to be confirmed by order of the Director and deemed to be served upon you You may require a hearing before the Environmental Review Tribunal if, within 15 days of service of the confinning order deemed to have been made by the Director, you serve \VrÏtten notice of your appeal on the Enviromtlental Review Tribunal and the Director. Your notice must state the portions of the order for which a hearing is required and the grounds on which you intend to rely at the hearing. Except by leave of the Environmental Review Tribunal, you are not entitled to appeal a portion of the order or to rely on grounds of appeal that are not stated in the notice requiring the hearing. Unless stayed by the Environmental Review Tribunal, the order is effective fiom the date of service. Written notice requiring a hearing must be served personally or by mail upon: The Secretary and Director (provincial Officer Orders) Environmental Review Tribunal Ministry of the Environment P.O. Box 2382 London District Office 2300 Yonge Street, Suite 120t 733 Exeter Rd Toronto, ON M4P tE4 London ON N6E IL3 Fax: (519)873-5020 Tel: (519)873-5000 Where service is made by mail, it is deemed to be made on the fifth day after the date of mailiilg and the time for requiring a hearing is not extended by choosing service by mail. Further information on the Environmental Review Tribunal's requirements for an appeal can be obtained directly ::ITom the Tribunal by: Tet: (416) 3t4-4600 Fax: (416) 3t4-4506 www.ert.2:0v.oil.ca FOR YOUR INFORMATION · Unless stayed by the Director or the Environmental Review Tribunal, this order is effectiv'e fÌ"om the date of service. Non-compliance with the requirements of this order constitutes an offence · The requirements of this order are minimum requirements only and do not relieve you ::ITom complying with the following: . any applicable federal legislation; · any applicable provincial requirements that are not addressed in the order; and . any applicable municipa1law. · The requirements of this order are severable. If any requirement of this order or the application of any requirement to any circumstance is held invalid, the application of such requirement to other circumstances and the remainder of the order are not affected. · Further orders Ii1ay be issued in accordance with the legislation as circumstances require. . The procedures to request a review by the Director and other information provided above are intended as a guide. The legislation should be consulted for additional details and accurate reference. Page 3 - NUMBER 1781-64SGUS ®Min¡stryOf (:!7. the Environrnent . U . Mínístère de · .... ""'''mo"_"' Ontario Provincial Officer's Report Order Number 1781-64SGUS The Corporation of the County of Elgin 450 Sunset Drive St Thomas, Ontario, N5R 5Vl Canada Site 42347 Fruit Ridge Line Central Elgin, County of Elgin Observations A site inspection was conducted on July 30, 2003 and the following observations were made: the dug well casing terminated at ground surface; debris was floating on the water surface within the well; and the casing did not appear secure against surface water intrusion. In addition, the concrete lid for the well did not appear to be water-tight, thereby serving as an entry point for surface water contamination. Offence(s) 1~~;;p~';¡~dÌtiol~ti"n(S)/()ffe~C~(~): ... ................... ........... ................... .......................................L ..................... .................... .... ..... .............. ...................... .... .... ...... ..................... ........ ........... ... .... ...... ..... ......... lÄCt'..=Rëgulation-:-SeCtio~"'"·-_..__.._-_.._---~_·_·_·_·_·_.."._._.._-_._._~-_._._--------~,---_..__.._----- ..n.........__n....u____ ______·..·_·__·_·__________.___..___..m_. ......n___, ¡DescriPtion ¡{General Offence} ¡ 1) Ontario Water Resources Act - Reg. 903 - 20 (3). 'The well owner shall maintain the well at all times after the completion date in a manner sufficient to prevent the entry into the weH of surface ¡water or other foreign materials. j{107 (1)) Lisa Guthrie Provincial Officer Badge Number: 804 Date: 2004/09/13 District Office: Barrie District Office Page 1 - NUMBER 1781-64SGUS ~ ~ §) @§) Ministry of thø EnvirQnmel1t Minigtère de ¡>Et'\vironnement Offic& of the M¡ni5ter 8'J.i'e-'"¿:J du: mioistre 135 St C¡air Ave, Wast 12m Floor loronto ON M4V 1P5 Tei HiS} 314·6190 Fax {41Bì 314--6748 j 35., avenue 51, Clair Quest 12'" étage TorontòON M4V1P5 Té! (416) 314·6790 Tólét (4iô) 314~6748 ENVI283MC-2004-3597 JUN 2 3 2004 Ms. Da'Wl1 HaIcrmv CAO/CIerk Municipality of Hastings Highlands P.O. Box 130 MaynoQth ON KOL 280 SEP 21 2004 iF'f]j'·I'¡T'if m: agj \t:Nd~"" 1i ~...."".-'Ç(~t'::~ ",'·m'if".·,'" ',J-'I",,,,)i:'d'/"'o,," Dear Ms. Halcrow: Thank you for your letter of May 21, 2004 and for the copy of the resolution by council with regard to Ontario Regulation 170/03 (0. Reg. (70/03). As IVfínister ofthe Envirollinent, I have heard many comments and concèrns abont the practicality and cost oftherequìrements under the Drinking Water System Regulation (0. Reg. 170/03), particularly for sroaner and non-residential waterworks. At this time, I am pleased to advise you about actions the ministry has taken on this issue. As you may know, on May 12,2004, I announced proposed amendments to O. Reg. 170/03 th¡¡t would extend the deadline to instal1 treatment equipment for some systems that were to come into compliance this summer. This would give the ministry time to consult over the summer months on making the regulation m(jre workable. A eopy of the news release is attached for your reference. The proposed amendments have been posted to the Environmental Registry for a 30-day pub1ic-comment period. This is accessible on the ministry's web site at www.ene.gov.on.ca by c.!icking on "Environmental Registry", and searching for RA04E0004 using the "Search Notices" button. The comment period euded on June 11, 2004. The proposed amendments would allow the ministry to coasider further potential changes to the regulation to make it more workable. The ministry's review wíl1 focus on finding ways for smaller water systems to meet the drinking water standards in au affordable way. As part of this review, the ministry will consult broadly with affected stakeholders, particularly those residents, businesses, and organizations which depend on small systems for their water. A consultation process wiU be announced shortly. t!) ...2 ~7€1G(œ'Oj} 10C""..Roc'tdèctChiOÜ'i9F,w. Mi¡d\1þ1Qmada ~ (;;L, {~=~ (cLS) Ms. Dawn HaJcrow Page 2. The drinking water standards themsel Yes, which are health-based, wíJl not be revisited as part of this exercise. J \Vi!] be asking the newly-established Advisory Council on Drinking Water Quality and Testing Standards to make recommendations on changes to some aspects of O. Reg. 170/03 that wil! ensure the quality and safety ofOntalio's drinking water sllpply. More infonnation about the Council is attached. Following consultations, a revised regulation will be brought forward in the fall, and it will be posted on the Environmental Registry for public comment before being finalized. I trust tllis infonnation is helpful. Thank you for sharing your eomments and CQncerns about the regulation with me. Sincerely, fìp J' /-I"~-1-'. 4 ~ ;;./ ~ ........¡." Leona Dombrowsky Minister of the Environment Attachment~ In Case of Transmission Difficulties, please Call 416-863-2101 or 1-866-309-3811 please Deliver To: Elgin, The County of The County of Elgin @1paê' -.. MUN'CIPAL PROPERTY ASSESSMENT C~R¡:o.ORA1~IDN September 21, 2004 To: Heads of Council From: Debbie Zimmerman Chair, MPAC Board of Directors Subject: MP AC's 2004 Annual Meeting On behalf of the Municipal Property Assessment Corporation (MPAC) Board of Directors, 1 would like to introduce myself as the'new Chair ofMP AC. It has been said "Challenges are what makes life interesting; overcoming them is what makes life meaningful". 1 look forward to this new role. As many of you are aware the former Board was without full membership so was unable to hold its annual meeting at the Association of Municipalities (AMO) conference in Ottawa. In order to complete this process MP AC is holding its 2004 Annual Meeting at the AMO Counties and Regions and SingIe- Tier Municipalities, and District Social Services Administration Boards Conference in Waterloo. The meeting will take place on Monday, October 4, trom 1: 15 p.m. to 2: 15 p.m. at the Waterloo Inn & Conference Centre. For more information on registering for the conference, please contact AMO directly. Current initiatives and challenges, opportunities for change, and strategies for improved communications will be discussed. As members of this corporation 1 encourage you to attend this meeting to meet the Directors of the Board, and staff. If your schedule does not permit you to attend the annual meeting I would ask you to contact MP AC staff for a copy of the materials presented. Please contact Arthur Anderson, Director, Municipal Relations at 905 837.6993 or e-mail andersar@mpac.ca. Regards, :-\ OL--:>C-) .... ~ Debbie Zimmennan Copy MPAC Board of Directors Carl Isenburg, President and Chief Administrative Officer Executive Management Group Office of the Chair, clo Grape Growers of Ontario 1634 South Service Road, P.O. Box 100, Vinetand Stn., St. Catharines, Ontario L2R 6P9 T: 905.688.0990 F: 905.688.3211 E: d.zimmennan@grapegrowersofontario.com www.rnpac.ca