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September 27, 2005 Agenda ORDERS OF THE DA Y FOR TUESDA Y. SEPTEMBER 27. 2005 - 9:00 A.M. PAGE # ORDER Meeting Called to Order Adoption of Minutes - for the meeting of September 13, 2005 Disclosure of Pecuniary Interest and the General Nature Thereof Presenting Petitions, Presentations and Delegations 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 In-Camera Items (see separate agenda) Recess 1st 2nd 3rd 4th 5th 2-59 6th 7th 60-68 8th 69-78 9th 10th 11th 12th 13th 14th Motion to Rise and Report Motion to Adopt Recommendations from the Committee Of The Whole Consiq'r~tion of By-Laws ADJOURNMENT t.'/\;>'.,:i-', 10:00 - 11 :00 A.M. "WALK THROUGH AND COFFEE BREAK" AT THE ELGIN-ST. THOMAS EMS SATELLITE BASE - 31 SHAW VALLEY DRIVE, ST. THOMAS At 11 :00 A.M. upon returning from the Ambulance Base Council photos will be taken. LUNCH WILL BE PROVIDED REPORTS OF COUNCIL AND STAFF September 27.2005 Councillor Reports - (ATTACHED) 3 Lynn Acre - Tillsonburg District Memorial Hospital Annual Report 6 Paul Baldwin - Elgin St. Thomas Health Unit Annual Report 12 Bonnie Vowel - St. Thomas Elgin General Hospital 2004-2005 Highlights Staff Reports - (ATTACHED) 14 Chief Administrative Officer - 2006: A Look Ahead 22 Purchasing Co-Ordinator - Donation Form, Policy and Procedure 26 Director of Financial Services - Budget Comparison - August 31,2005 29 Director of Financial Services - Ambulance Base Update - August 29, 2005 33 Financial Analyst, Director of Financial Services, Director of Engineering Services - Capital Projects Budget as at August 31,2005 50 Manager of Archives and Director of Library Services - Museum Facility Design and Draft By-Law 59 Director of Senior Services - Bobier Villa - Ontario Nursing Strategy Director of Engineering Services and Purchasing Co-Ordinator - Tender Award - County Road 74 Slope Rehabilitation 2005 Annual Report Tillsonburg District Memorial Hospital Lynn Acre, Director TDMH Diagnostic Imaging: On June 30, TDMH became the first community hospital in the Thames Valley Hospital Planning Partnership (TVHPP) to link into the Thames Valley Digital Imagining Network. X-rays and ultrasounds are not stored on film anymore; instead, they are stored as computer files. This shared imaging project is the first for Ontario and one of two underway in Canada. It means that staff and physicians who need the information to care for a patient can now access Tillsonburg patients' x -rays and ultrasounds from any hospital within the network with just the click of a mouse. The TVHPP includes; London's St. Joseph's Health Care and London Health Sciences Centre, Strathroy General Hospital, Tillsonburg District Memorial Hospital, Four Counties Health Centre in Newbury, St.Thomas Elgin General Hospital, Alexandra Hospital in Ingersoll and Woodstock General Hospital. London and Tillsonburg hospitals are now connected, by December all eight hospitals will be on the system. State-of-the-art technology ensures the privacy and security of all patient information. Access to images is limited to those who require it to diagnose and/or treat a patient. Two data centers constantly mirror the information, so ifthere were a malfunction at one centre, the other centre would automatically take over to ensure an uninterrupted flow of vital patient information. The Ontario Ministry of Health and Long-Term Care and Canada Health Infoway, a federal-provincial-territorial initiative responsible for accelerating the development of Electronic Health Records across Canada, are jointly funding the TVHPP pilot phase of the shared digital imaging project. Improved Patient Care Through Partnerships: A local pilot project, aimed at improving care for patients suffering with delirium (the sudden onset of confusion) will soon be helping others as well. Together with the Regional Geriatric Team and the Oxford Community Care Access Centre, TDMH launched a program in 2004, designed to improve the detection and management of patients with delirium through education, and changes to the manner in which referrals are made. The routine Confusion Assessment Method (CAM) screening that's administered to all patients admitted to TDMH identifies patients for assessment. As part ofthe project, and to ensure a well-rounded care model, hospital nursing team members were also provided with a three-hour training session that focused on how to differentiate between depression, dementia and delirium. This ensures that referrals made to the Oxford Geriatric Assessment Team are more appropriate. TDMH's pilot delirium project has been so successful, that plans are in the works to implement similar initiatives at other facilities as well. The same basic philosophy that spawned the delirium project came into play when the hospital launched its Bedside Swallowing Assessment Project. Designed to improve the flow of care to patients who have difficulty swallowing, or dysphagia, the project began with the formation of a team which included a clinical nurse educator, occupational therapist, dietitian, physiotherapist, registered respiratory therapist and a speech-language pathologist. Working together, the team developed a swallowing screening system, and a plan to follow when a physician refers a patient for assessment. When testing is complete, the team makes recommendations to the patient's physician about the next steps in providing care and then continues to monitor and reassess the patient, usually on a weekly basis to make changes to his or her care regime as necessary. Dialysis Project: For patients in the area who rely on dialysis to survive, having treatment in Tillsonburg will shave significant amounts oftime off patients' weekly treatments, leaving patients more time to spend with family and friends. TDMH's six-chair dialysis unit, a satellite ofthe LHSC, is being constructed in the north wing ofthe first floor. Ten full and part time staff have been hired to run the unit, which is scheduled to open in December. 2 Safety Award: For being a leader in advancing occupational health and safety, the Tillsonburg District Memorial Hospital received an Award of Merit in 2005 from the Health Care Health and Safety Association. The award was in recognition of the hospital's innovative Safe Moves training video. Developed by the hospital's Safe Moves Committee, the video illustrates the proper way to conduct patient lifts and transfers, and features an added twist: Thanks to collaboration with the Oxford County Emergency Medical Service, the video also demonstrates the right way to remove patients from vehicles when they present at the hospital emergency department. The video has been used for stafftraining, but is also being shared with other hospitals and health care facilities that are implementing minimal lifting programs as well. Accreditation Survey: A voluntary process, accreditation is a concrete way for hospital staffto gage their performance and service, and for hospital clients to know they're getting the best possible care. Utilizing a multi-pronged review, accreditation identifies a facility's strengths, and suggests areas for improvement. Each department reviews its service, measuring their performance against a detailed set of criteria. These reports were submitted to the accreditors, who reviewed them and followed up with an on-site review last September. They spent 2 1/2 days at TDMH interviewing teams and focus groups, and touring various areas including Pharmacy, Diagnostics and the Lab. Two months later, the council honoured the hospital with a three-year accreditation with no required follow-up visit or report. Today, changes to the accreditation process make it virtually impossible for a facility to achieve accreditation without recommendations. Team members at TDMH have embraced the new format, and are using recommendations from the surveyors to help improve operations at the hospital for both patients and staff. Technology: Technology is taking health care into the space age in the TVHPP. The eight hospitals of the partnership, which includes TDMH, are working toward an Electronic Patient Record (EPR) system that will mean better care for patients, and greater efficiencies for staff. The EPR will expand upon Cerner, a hospital information system that's been in place for years at LHSC. The system tracks patients as they visit the hospital's different services - even those who visit the hospital's emergency department of diagnostic services on an outpatient basis. The first phase of EPR implementation will streamline services such s patient registration and scheduling, chart tracking, chart deficiency, transcription, pharmacy, order entry and results viewing, with each TVHPP hospital implementing the system based on its own priorities. Once all the modules are in place, patients in Tillsonburg will reap benefits including decreased test duplication and more timely access to information. But caregivers will also benefit because the EPR will make it faster and easier to access the most up-to-date patient information available, to share that information when interdisciplinary care is required, and to access information when consultations are necessary. It will also eliminate the need to track patients on paper. Of course preserving the security of patient records and information is a priority in implementing this new technology and pains are being taken to do just that. While high technology often comes with a high price tag, the collaborative approach being taken by TVHPP means facilities will be able to access the technology while realizing efficiencies and cost-savings through a single contract. The EPR will be fully operational by the end of2005. Operation "IMPACT": If the best way to prevent impaired driving-related tragedies among youth is by making an IMP ACT on them, TDMH is doing its part. On March 8, the hospital hosted its first ever Operation IMP ACT. An acronym standing for Impaired Minds Produced by Alcohol Cause Trauma, IMP ACT was started in 1989 at LHSC and brought to Tillsonburg in an effort to educate high school students about the dangers of impaired driving. Twenty-two Leadership Program students from Glendale High School attended the 2-hour event, and in interactive 20-minute seminars, learned how alcohol affects an individual's ability to function, and the resulting 3 consequences. Students spent time in the back of an ambulance with members of the Oxford County Emergency Medical Services Team, seeing how victims would be boarded and collared at the scene of an accident. They also had a session in the emergency department, where they witnessed a mock trauma in which the victim portrayed a passenger in a vehicle where the driver had been drinking. OPP also participated by allowing students to test out a set of goggles designed to show the effects of alcohol in the bloodstream. Students also learned what can happen to the chest and airway during a trauma, and saw how a patient would be intubated and a chest tube inserted. Perhaps the most poignant dynamic of IMP ACT, however, was the session in the hospital morgue with the coroner who presented three local impaired driving-related cases that shook students to the core. Though IMP ACT sometimes relies on grim detail and shock value to make its point, the effort is worthwhile if just one student thinks twice about drinking and driving. Board Chair/CEO Report: John Moylan It's been another exciting year for Tillsonburg District Memorial Hospital. One of the Board's most important tasks this year was the selection of a new President and Chief Executive Officer. Brenda Butters retired last July after four years in the position and twenty years with the organization. We advertised nationally, interviewed a number of candidates and selected Tom McHugh, who grew up outside Ingersoll and has held a number of senior leadership positions in hospitals as far away as Thunder Bay. Last summer we were notified that our budget increase from the Ministry of Health and Long Term Care would be just I %. Across Ontario, hospitals are experiencing annual growth in expenses between 6-8% due to increasing labour and supply costs, population growth and the aging population. We were forced to undertake a process of cost cutting and the result was some job loss with the remaining team members taking on extra duties. We did not cut any care to patients. At the same time, the hospital has experienced unprecedented demand for inpatient beds resulting in patients being accommodated in the Emergency Room overnight when no inpatient beds are available. These 'back-ups' are due to a lack of Long Term Care (Nursing Home) beds in the community. We continue to advocate with MHL TC for more long-term care beds and for realistic funding increases so that we can preserve the important services we provide to our tri -county community in Oxford, Elgin and Norfolk Counties. The demand for these important services continues to grow and change as our community requirements change. A second full time general surgeon was recruited last fall and we added another ultrasound machine and technologist. This year we have increased the number of cataract surgeries we perform and we will be ready later this year to offer dialysis to thirty area patients who are currently traveling to London or Woodstock for their life-sustaining treatments. On June 30, our Chief of Staff for the last 20 years, Dr. Richard Dalby, retired. He has been replaced with Dr. Barry Roth. elgin st. thomas health unit ELGIN ST. THOMAS HEALTH UNIT ANNUAL REPORT TO THE COUNTY OF ELGIN SEPTEMBER 2005 Submitted By: Elgin St. Thomas Health Unit Annual Report Of Elgin St. Thomas Health Unit To County of Elgin September 2005 INTRODUCTION The Elgin-St. Thomas Health Unit is pleased to provide the following report related to its activities in 2005. The Health Unit is a team of professionals who are dedicated to building a healthy community by promoting and supporting the health of the people who live, work, and play in Elgin County through the delivery of effective public health programs and services. Listed below are just a few highlights of the many programs and services we offer in Elgin County. The highlights are divided into two main program areas: health promotion and health protection. We are proud of our achievements this year and appreciate the opportunity to share these highlights. Thank you to the County of Elgin for their continued support! HEALTH PROMOTION HIGHLIGHTS In promoting the health of Elgin County residents, the goal of the Health Promotion programs and services is to increase the length and quality of life by reducing sickness and death associated with chronic diseases like cancer and heart disease, injuries and substance abuse and by promoting the health of children, youth and families. ~ Over the past 7 months, our ambitious health promotion staff: . Responded to about 11,400 telephone, drop-in and e-mail requests for advice and information . Provided about 40 prenatal classes across the County . Made 1,053 home visits to families with babies and young children . Offered 236 parenting sessions, mostly through our Baby and Me program . Gave 154 presentations to groups in Elgin, reaching about 5,200 people on a variety of topics . Communicated to the public through about 70 media ads, articles and interviews . Screened about 2,800 children for oral health problems and treated 171 children with urgent dental needs under the Children in Need of Dental Treatment Program That's on top of many other educational, partnership and advocacy activities, along with the 1,550 hours of service provided by our great volunteers. ~ There could be as many as 15,000 women, 50 years or older, in the Southwest region who do not have a Family Physician and fall within the target age group for screening at the Ontario Breast Screening Program (OBSP). We are working with the Cancer Prevention and Early Detection Network-Southwest Region in order to reach some of these women in Elgin County. These women will be reached through the media, women's groups, walk-in clinics and emergency departments, and encouraged to self- refer to OBSP at the St. Thomas-Elgin General Hospital. 2 ~ Every year, the Health Unit is mandated to assess the cost of a "Nutritious Food Basket", which is a tool that measures the cost of healthy eating, based on nutrition recommendations. It consists of a fixed basket of food items for various age/sex groups, and it is often expressed as the minimum cost to feed a reference family of four (a man and a woman each aged 25-49 years; a boy 13 -15 years of age and a girl of 7 -9 years). The total weekly cost for a family of four, comparing Elgin to Ontario is shown below: 1999 2000 2001 2002 2003 2004 Ontarioaverage $113.28 $111.08 $118.95 $123.58 $121.92 122.83 Elgin Average $112.43 $106.06 $114.00 $123.00 $122.75 $124.39 This indicates a 1.3% increase in the cost of basic foods from 2003 to 2004, in Elgin. Meanwhile, food banks in our area continue to report increased usage. We share information about the cost of food and food bank usage with many of our partners in Elgin County, to assist them in planning programs and services and to increase awareness about local poverty issues. ~ In an effort to reduce the smoking rates in Ontario, the Provincial Government invited all health units to apply for Smoke-free Ontario Strategy funding. Some of these grant applications were competitive. We are pleased to report that we received all of the following funding that we applied for: . Startup and Policy Promotion and Enforcement: $133,000 . Worksite Intervention: $54,765 . Innovative Smoking Intervention: $69,737 . Youth Action Alliances: $110,000 With this funding, a few of our activities over the next few months include increasing smoking cessation access through workplaces and community programs, funding high school-based initiatives and supporting a variety of youth-initiated activities through the Youth Action Alliance program. ~ Within the past few months, we launched the "Recess Ambassadors for the Playground (RAP) Program" at several schools in Elgin County. This program encourages students to be leaders on the playground, by facilitating co-operative games during the lunch hours. This initiative promotes active living in the school community, reduces bullying behavior and sedentary boredom and enhances the skills of the older students and gives them the opportunity to be responsible and facilitate groups. The program is a half-day session where the students learn leadership skills, conflict resolution, fair play and co-operative games. The program is scheduled to run each noon hour at the school. 3 ~ In Elgin County we have a CPNP program - Mam & Bebi and a CAPC program Family Education Support Program Aylmer (FESPA). The Health Unit is very involved in both projects. Our dietitian works with the women and babies in the Mam & Bebi program, co-facilitating the group presentations and providing resource information to the peer support worker. A number of Health Unit staff participate in the FESPA program through presentations to the women attending. Presentations include dental health, smoking cessation, and a variety of other health related topics. We are pleased to be a partner with these community projects and are investigating ways in which to expand our involvement. ~ As of September 1,2005, the Booster Seat Law was implemented. The law now requires children under the age of 8 years old or 80 Ibs or 4'9" to use a booster seat. In order to support the implementation of this law, the Southwest Regional Child Passenger Safety Network launched a Regional Booster Seat Campaign. We are increasing public awareness about the need for booster seat use through the media, our partners and our programs and services. ~ We prepared a healthy weight strategy to guide our health unit initiatives over the next three years. This is in response to a growing epidemic of overweight problems and obesity. The 2000/01 Canadian Community Health Survey found that 38% of Elgin-St. Thomas residents are classified as overweight and 16% as obese, giving a combined overweight and obese population of 54%. One initiative under this strategy is to host a forum on November 2nd to increase awareness of this issue and discuss strategies to address the issue with our local leaders. ~ In order for the health unit to increase vegetable and fruit consumption, improve environments for people to adopt healthy eating practices, and increase access to healthy foods, we worked with a number of partners to produce a "Eat Fresh! Buy Local!" guide. On this first effort, 29 producers have chosen to raise their profile. Since publication, more Elgin producers have expressed interest in participating. This service is free to the farmer and the map is free to the public. The following sponsois made this map possible: Elgin Community Futures Development Corporation, Elgin Federation of Agriculture, Healthy at Heart, Elgin, and the St. Thomas - Elgin Tourist Association. HEALTH PROTECTION HIGHLIGHTS The goal of Health Protection programs is to reduce or eliminate infectious diseases. Infectious diseases represent constant new challenges to public health's role as new organisms emerge as causes of disease. Surveillance, case finding, contact tracing, immunization, infection control and risk assessment are all important components in controlling infectious diseases. Specific programs are directed at controlling the potential for infectious disease in food and water. In addition, programs are directed at specific disease control requirements for tuberculosis, rabies, vaccine preventable diseases, and sexually transmitted diseases including AIDS. Infection Control defines requirements for assuring that effective infection control techniques are in place in institutions, day cares and personal service settings. 4 Sexual health programs are directed at decreasing the rate of teenage pregnancy, increasing access to contraception for those who have need, and increasing the awareness and knowledge about personal responsibility and life skills required to deal with sexual relationships. ~ In the past year, the Health Protection staff has been challenged to provide a number of program and service activities to address situations that pose a threat to the health of the people of S1. Thomas and Elgin County. These activities include: . Providing 7800 doses of influenza vaccine to residents of S1. Thomas and Elgin County at 17 community based clinics held in the fall of 2004; . Providing active surveillance for evidence of West Nile virus activity in mosquito larvae, adult mosquitoes, crows and humans that would potentially trigger a need for larviciding or adulticiding; . Responding to the first known human case of West Nile Virus illness in Elgin County in September 2004; . Initiating a larviciding program in S1. Thomas and Aylmer in July and August 2005; . Responding to an increase in adverse water reports as a result of evolving provincial water regulations affecting private well owners and operators of municipal and small water systems; . Preparing for the proposed download of responsibility for inspections of small drinking water systems where the public can access drinking water from a non- municipal water system; . Investigating 21 outbreaks of infectious disease affecting hundreds of staff and residents of long term care facilities, hospitals and child care settings in 2004, and 24 outbreaks to date in 2005; . Responding to the impact of an outbreak of rubella infection in Oxford County; . Implementing the new Integrated Public Health Information System (iPH/S) which is a provincially based computer system for the reporting and management of reportable communicable diseases and outbreaks; . Communicating to health care providers the crucial role they play in the prevention of infectious diseases; . Ensuring food premise operators as defined under the Food Premise Regulations are in compliance with accepted public health practices for food handling; . Investigating an average of 360 animal bite cases, some being high profile in regards to public attention, each year and issuing rabies post exposure treatment to an average of 29 people each year; . Addressing the recommendations directed towards Boards of Health from three important commissions: The Campbell and Walker Reports that address issues related to the SARS crisis in 2003, and the Haines Report which addresses issues related to food safety in Ontario; . Providing clinical services for 700 individual attending family planning clinics and 680 individuals attending sexually transmitted diseases clinics; . Launching three new publicly funded vaccines for children in Ontario: varicella (chickenpox), meningococcal meningitis, and pneumococcal vaccines; . Immunizing 4100 children and adolescents ages 12,15-19 years of age at 41 scheduled Meningococcal Meningitis immunization clinics; 5 . Monitoring the threat of Avian Influenza outbreaks in Asia to the people of Canada, and; . Reviewing the feasibility of continuing to provide Part 8 services under the Ontario Building Code and initiating a divestment process. While it has been a year of challenges and learning, we were grateful for the excellent working relationship we have with community partners such as the 81. Thomas Elgin General Hospital, long term care facilities, physician practice settings, emergency service workers, municipal authorities, educators, and other ministry officials. 6 To: Elgin County Council Re: St. Thomas Elgin General Hospital 2004 -2005 -Highlights STEGH celebrated 50 years of caring with staff and volunteers becoming involved in many activities throughout the year in the form of theme days, contests and a community open house to mention a few. A six-month lecture series called "The Practice of Medicine Then and Now" gave the community an opportunity to attend. STEGH's web site was launched and patients were able to receive Email. The internal web site was revamped to allow training resources for employees. Two specialized patient care units were officially opened and dedication of the Stuart and Irene Lunn Palliative Care Unit and the Michael and Irma Koleada Transitional Care Unit was conducted. The Step Down Unit on second floor next to Intensive Care completes the fmal phase of the Patient Focused Care Project. The area consists of a 12 bed cardiac monitored unit. It provides a higher level of assessment and nursing care than a medical or surgical unit but less than CICU. Incontinent Care for an aging population when properly assessed and treated can be reduced or eliminated and STEGH is part of a collaborative to determine best treatment practices for incontinence. Recruitment is always a priority and staff is busy developing a more formal affiliation with UWO in keeping with the government initiative to have more family docs. In the past year, two physicians who trained as residents at STEGH became members of the active staff. The number of training opportunities at the hospital is expected to increase. A 16 slice Cat Scan was installed and caused a great deal of excitement for staff and volunteers. Fundraising throughout the year by a dedicated group of volunteers continually exceeds the expectations .........2 of many as this group receives donations for various projects. Replacing hospital beds was sited as being very important to nursing staff and the launch of this project will take off in September with a display setup in the parking lot allowing the public to view this initiative. Many of the beds on the 4 and 5th floor are 20 years old and difficult to operate. A new in-patient food program, called At Your Request-Room Service Dining" has begun. An impressive menu and changes to the east entrance and parking will occur this fall and a new retail food court will be opening in the Atrium. Upper tier funding continues to be short of the true cost of running STEGH and staff have worked endless hours working with the Ministry, recently submitting the Annual Planning Submission for 2005. I will be attending a 2-day seminar at The Oakwood Inn, Grand Bend, on Oct. 5 & 6 and the conference theme is "Leadership in Times of Change". The program will include a special session on: Delivering Health Care in Southwestern Ontario. A Dialogue with LHlN and Hospital CEO's. September 19, 2005 Press Release COUNTY OF ELGIN September 2th, 2005 For Immediate Release 19 Years of Persistence Finallv Pays Off! Central Elgin, Ontario - Elgin County Council learned today that the Government of Canada will provide $90,780 for improvements to a deadly CN Railway crossing at Ferguson Line on County Road #48. As early as December 1986 the County of Elgin made application for the installation of automatic protective devices at the site. Despite constant pressure and nearly 20 years of persistence, the County's pleas for safety improvements went unheeded by the Government of Canada, until today. Warden Mcintyre praised past and present Councils for their unwavering determination in addressing the safety hazard on Ferguson Line, despite years of neglect. Furthermore, "County staff should be commended for preparing the many letters and making the numerous telephone calls to keep this item at the forefront of the government's agenda", the Warden remarked. "We would be remiss if we did not thank our sitting M.P., Mr. Joe Preston for his influence in this matter - he has been active on this file since he took office," stated Warden Mcintyre. -30- For further information, contact the following: James Mcintyre Warden, (519) 631-1460 Mr. Clayton Watters, Director of Engineering Services (519) 631-1460 ext. 117 2006:A LOOK AHEAD . WHAT'S IN STORE FOR THE COMING YEAR? MUNICIP ALITIES AND THE BIG PICTURE . ONTARIO VERSUS THE REST OF CANADA(ROC) . ONTARIO PROPERTY TAX PER CAPITA IS $1,033 (2004) . ROC $784 . ONTARIO SOCIAL SERVICES COST PER CAPITAL IS $412 . ROC IS $13 THE BIG PICTURE CONTINUED . ONTARIO HOUSING COSTS IS $116 . ROC IS $19 . ONTARIO HEALTH COSTS $89 . ROC IS $9 . RESULTS: ONTARIO MUNICIPALITIES FUND INCOME REDISTRIBUTION PROGRAMS MORE THAN ROC " '" ~ " 0, u '* ~, :W; 1 THE BIG PICTURE CONT'D ~ . AMO SUGGESTS THAT MUNICIPALITIES IN ONTARIO ARE SUBSIDIZING THE PROVINCIAL GOVERNMENT BY MORE THAN $3BILLION ANNUALLY FOR INCOME REDISTRIBUTION PROGRAMS . IF WE SPENT THE SAME PER CAPITA AS THE ROC MUNICIPAL SPENDING WOULD DROP BY $3BILLION '" TRENDS w . UPPER-TIER LEVIES ARE INCREASING . THE AVERAGE LEVY INCREASE IN " EASTERN ONTARIO OVER THE LAST FOUR YEARS IS 27.6% . ELGIN COUNTY LEVY INCREASE * OVER SAME PERIOD IS 29.4% TRENDS CONTINUED " . WEIGHTED ASSESSMENT GROWTH ONLY 7.3% OVER SAME TIME . SOME CHANGES IN RESIDENT ,* PROFILE AT HOMES . EXAMPLE: SPOUSAL REUNIFICATION MEANS LOWER LEVEL OF ACUITY- ~ THIS COULD AFFECT CMI AND THEREFORE REVENUE ~ 2 MORE TRENDS m . AMBULANCE COSTS RISING - PROVINCIAL CONTRIBUTION DECLINING(LESS THAN 28%) '* . OMERS CONTRIBUTION RATE INCREASE IN 2006 . REPRESENTS APPROXIMATELY 'k; $71,000 INCREASE TO COUNTY . DEVOLUTION WILL COST $$$-AMO WANTS THIS QUANITIFIED TRENDS M . OMPF GRANT REDUCTION STILL UNCERTAIN . THE INFORMATION SUGGESTS A 'M $3.7M LOSS . WILL BE CAPPED AT $lM BY 2008 REPRESENTING A 6% COUNTY LEVY \; INCREASE . WHAT HAPPENS IN 2009? WILL WE LOSE THE REMAINING $2.7M? TRENDS CONTINUED M . A $3.7M LOSS EQUATES TO A COUNTY LEVY INCREASE OF 20.5% . MINISTER GERRETSON HAS STATED %; THAT THE PROGRAM MAY BE "TWEAKED" BUT THERE ARE NO PLANS TO CHANGE IT k; 3 UNCERTAINTY m . THE IMP ACT OF LOCAL HEALTH INTEGRATION NETWORKS (LHIN'S) . WSIB AND MODIFIED WORK CLAIMS iO. CAN VARY FROM YEAR TO YEAR . CMI IS DETERMINED BY ACUITY OF RESIDENTS ENTERING HOME '% . PROVINCIAL GRANT FOR LIBRARIES MAY CHANGE IN 2006 IMP ACTS m . SIGNIFICANT GRANT LOSS EXPECTED - UNCLEAR WHAT HAPPENS AFTER 2008 " . GROWING DISPARITY IN PROVINCIAL FUNDING (AMBULANCE) % MORE IMP ACTS .m . TAX BASE IS STRETCHED - WEIGHTED ASSESSMENT GROWTH NOT KEEPING PACE WITH COST OF " SERVICES . INFRASTRUCTURE DEFICIT GROWING (ROADS) '% 4 IMP ACTS CONTINUED 'm . STARTING POINT FOR 2006 BUDGET CANNOT BE 0% . ENERGY COSTS GOING UP . OMERS CONTRIBUTIONS RISING . NEED TO PLAN NOW FOR LOSS OF CRF (OMPF) . PROVINCIAL CONTRIBUTION DECLINING ON A PERCENTAGE BASIS '" THE GOOD NEWS w . WHAT HAS ELGIN COUNTY COUNCIL DONE TO MITIGATE THE FORECAST? l! ACCOMPLISHMENTS '" . RESTRUCTURED HOMES WITH THREE DEDICATED DIRECTORS . RESULTED IN 2005 EXPENDITURE '" DECREASE OF $332,000 OVER 2004 . FOCUSED EFFORT ON DOCUMENTATION AT HOMES LEAD ~ TO HIGHER CMI ($141,000 IN NEW REVENUE) '% 'Ii 5 PROGRESS CONTINUED .% . MOVING TOWARD 60/40 PREFERRED ACCOMMODATION MODEL AT HOMES MEANS IDGHER REVENUE '" . RECORDED A SURPLUS IN 2004 ($600,000) WIDCH WAS USED TO FUND WSIB AND OTHER % COMMITMENTS . RESERVES HAVE BEEN DRAWN DOWN BY MORE THAN $lM ACCOMPLISHMENTS ,. . ONE POA POSITION NOW FUNDED BY FEDERAL GOVERNMENT . ACTIVELY PURSUING OUTSTANDING ,. POA FINES THROUGH CERTIFICATES OF DEFAULT AND SPECIAL COLLECTIONS it . NEGOTIATED $10,000 "ROYALTY" FROM AIM POWER GENERATION ACCOMPLISHMENTS CONTINUED .% . ADMINISTRATION BUILDING NEAR FULL CAPACITY (TENANTS) . MAXIMIZING GRANTS WHERE POSSIBLE (PATIENT LIFTS/LATE CAREER NURSING INITIA TIVE/DIAGNOSTIC MEDICAL EQUIPMENT/SCTP FOR MUSEUMlPROJECT ARCHIVIST/CAP SITES ETC. '" % 6 PROGRESS CONTINUED m . RESTRUCTURING OF HUMAN RESOURCES DEPARTMENT THROUGH ATTRITION .'0. . APPROVED "MANAGEMENT" POSITION AT TERRACE LODGE NOT F~LED .~ . MOVED BACK TO MUSEUM TO SAVE ON RENT AND UT~ITIES WH~E AWAITING SCTP GRANT($400,000) STILL MORE . . CROSS BORDER B~LINGS RESOLVED WITH MIDDLESEX (NEARLY $300,000 COLLECTED) ~. Q THE PLAN " . DEPARTMENTS TO COMMENCE BUDGET DISCUSSIONS IN OCTOBER . A MEETING WITH MINISTRY OF * FINANCE BEING ARRANGED BY WARDEN TO ANSWER OMPF QUESTIONS ~ . DEPARTMENTS REVIEWING FEE SCHEDULES, SERVICE LEVELS AND OPERATIONS 7 THE PLAN CONTINUED . . CAO PARTICIPATING ON AMO COMMITTEE ON OMPF . DIRECTOR OF FINANCIAL SERVICES )}; DEVELOPING A FINANCIAL PLAN TO ADDRESSOMPFSHORTFALL . MANAGEMENT TEAM RESEARCHING % OTHER OPTIONS TO MITIGATE LOSS CONCLUSION " . THERE IS AN OBVIOUS AND DISTURBING TREND TO DOWNLOAD SERVICES, STANDARDS AND ACCOUNTABILITY TO MUNICIPALITIES WITHOUT COMMENSURATE COMPENSATION . THE MUNICIPAL TAX LEVY WILL INCREASE BY NECESSITY! .~ % 8 REPORT TO COUNTY COUNCIL FROM: Sonia Beavers, Purchasing Co-Ordinator DATE: September 16, 2005 SUBJECT: Donation Form, Policy and Procedure INTRODUCTION: The Corporation of the County of Elgin is a recipient of generous donations from the public. There have been instances in the past where a donation was made to the Corporation and when the item(s) was no longer of any use to the Corporation, the donor had requested that the item(s) be returned to the donor for resale. DISCUSSION/CONCLUSION: To eliminate confusion as to who actual owns the donated item(s), a form (see attached) was developed that all donors will complete prior to the Corporation accepting the gift(s). At the same time the Corporation needs to ensure that the item(s) being donated is actually owned by the donor and free from any encumbrances. When the donor signs the form they are agreeing to release all rights, title and interest to the Corporation and therefore giving ownership to the Corporation to retain, alter or dispose of the item in any manner as the Corporation of the County of Elgin, at its sole discretion, may deem to be in the best interest of the Corporation. In addition, there needs to be consistency in whether the County gets involved in obtaining quotes for new equipment that will be donated to the Corporation, i.e. photocopiers, mattresses. If the County is part of the process in acquiring the quotation for the donated goods or services, the County can ensure that the item being purchased meets the needs of the organization and that the purchase of the item does not cause further financial implications to the organization. Furthermore, with the County's buying power, the County may be able to obtain a lower price for the donor, which may increase the number of items that could be donated. To protect the rights of the Corporation, as well as ensuring the item(s) being donated meet the needs of the organization and to eliminate any confusion as to who is the rightful owner of the donated item(s), the recommendation would be for Council to consider adopting the attached Donation Form, Policy and Procedure. This report and policy has been reviewed and approved by the County Solicitor. RECOMMENDATION: THAT, the attached Donation Form, Policy and Procedure be implemented. Respectfully Submitted ~, " < &.{'1 </(v . Sonia Beavers Purchasing Co-Ordinator Approved for Submission LfnL~ Director, F:' a ervices Financial Services - Purchasing Policy # 2005- 02 Date: June 1, 2005 Policy: Donated Goods and Services Purpose: The purpose of this policy is: ~ To determine ownership of donated item(s) ~ To confirm in writing that the item(s) being donated to the Corporation of the County of Elgin is actually owned by the donor and free from any encumbrances ~ To identify future financial obligations (Le. maintenance contract) ~ To ensure all donated goods are recorded in the inventory records. Procedure: Prior to accepting donations, the "Donation Form" is completed. Financial Services will review suitability of documentation, including verification of fair market value appraisal reference from a competent and qualified evaluator. These steps should be completed within 10 working days. Council approval is required for instances where the gift involves future financial obligations. Future financial obligations also refer to situations where a condition of the donation is that the County must purchase related goods or services from the company making the donation; Le. maintenance contract or a piece of related equipment. Value of Donated Goods and Services (a) All donations of goods and services shall be valued at the "fair market value". (b) "Fair Market Value" means the value assigned in an appraisal conducted by a competent and qualified evaluator. Issuance of Tax Receipts for Donated Goods and Services (a) As a Crown agent, the County may issue a tax receipt as the Crown in right of Ontario. (b) The County shall not issue a receipt as the Crown in right of Ontario unless: i) the donation is completely voluntary and gratuitous and no right, privilege, material benefit or advantage may accrue to the donor or to the person designated by him or her; and ii) the donation is a gift and it's fair market value has been determined by an independent and qualified appraiser; and/or iii) requested by the donor. 1 Financial Services - Purchasing Policy # 2005- 02 Date: June 1, 2005 Policy: Donated Goods and Services (c) Every tax receipt must comply with all relevant Income Tax Regulations and Information Bulletins. Revenue Canada is the final arbiter in the allowance of claims for income tax purposes. (d) Every official receipt for a donation to the Crown in right of Ontario shall comply with Section 118 (1) D of the Income Tax Act. 2 Donation Form DONOR INFORMATION (please print) Name .Contact Address: Cityrrown: Province Postal Code: Phone No.( Fax No. ( Tax Receipt Yes No Donated in Memory of: DESCRIPTION OF DONATED ITEM(s) Indicate below the complete description of the item(s) being donated. If there is not enough space, attach a copy of description (this should include but not limited to, manufacturer, model numbers, serial numbers, age, manuals, spare parts list, warranties, list of all approvals(CSA, hydro, etc.) etc. INFORMATION ON DONATED ITEM(s) Indicate below the total impact on the County.(if there is not enough space, attach a copy of the information)! this should include but not limited to, the financial implications such as delivery, maintenance, staffing, servicing, physical space and/or alterations, consultants, additional equipment required, life expectancy, etc. Descriptive information such as manufacturer, model numbers, age, manual, spare parts list, warranties, list of all approvals, (CSA, Hydro, etc) etc. Department(s) benefits, can it be used by multiple departments)] Related Goods and/or Service that must be purchased from Donor (describe any of these goods and/or services and the estimated value. (if there is not enough space attach a copy of the explanation) . 3 REPORT TO COUNTY COUNCIL FROM: Linda B. Veger, Director of Financial Services DATE: September 14, 2005 SUBJECT: Budget Comparison - August 31,2005 Introduction: Attached is the budget comparison to August 31,2005 for the County operating departments. Discussion: Warden and Council- positive variance - 31,479 - timing of payrolls. Convention expenditures are under budget as well as the warden's banquet budget line will not be expended until later in the year. Overall the three Homes are in a positive position. Revenues are coming in line with the increases as reported to Council earlier. With vacation season nearing an end, wage lines are coming closer to budgeted amounts. Museum - positive variance 15,914 - wages are over budget by (13,350). A report was presented and approved by Council that some of the wage line in Archives would be utilized by the Museum. Overall, this does not affect the bottom line. Archives currently has a positive variance in wages of $10,163. Library - positive variance - 44,678 - the total provincial grant for 2005 has been received in July -116,739. Ambulance Services - positive variance 115,786 - Elgin County received a grant in the amount of 41,822 to upgrade and enhance medical diagnostic and treatment equipment. This shows in the budget comparison as a positive variance in the Province of Ontario line and a negative variance in the operations line. The WSIB reserve has been reviewed and should have a small positive variance at year end. All other departments are reasonable. Recommendation: THAT the report titled Budget Comparison - August 31, 2005 and dated September 14, 2005 be received and filed. Respectfully Submitted Mark . Id Chief Administrative Officer ~ Linda B. Veger Director of Financial Services COUNTY OF ELGIN Departmental Budget Comparisons For The 8 Periods Ending August 31, 2005 Total YTD YTD Variance %OF Budget Budget Actual () Budget Warden & Council Wages 168,274 112,183 98,156 14,027 Benefits 7,573 5,049 4,273 776 Operations 70,175 49,667 32,990 16,677 Total 246,022 166,898 135,419 31,479 55.04% Administrative Services Wages 249,750 166,500 163,755 2,745 Benefits 52,448 34,965 35,899 (934) Operations 14,700 9,800 8,303 1 ,497 Total 316,898 211,265 207,957 3,308 65.62% Financial Services Wages 281,000 187,333 185,179 2,154 Benefits 67,440 44,960 45,168 (208) Operations 17,151 11 ,434 7,851 3,583 Total 365,591 243,727 238,199 5,529 65.15% Human Resources Wages 322,279 214,853 202,492 12,361 Benefits 68,000 45,333 46,076 (742) Operations 19,550 13,033 5,293 7,740 Total 409,829 273,219 253,861 19,358 61.94% Administration Building Wages 116,600 77,733 76,438 1,295 Benefits 30,300 20,200 18,890 1,310 Operations 74,300 49,534 27,636 21,897 Total 221,200 147,467 122,965 24,502 55.59% Corporate Expenditures Insurance 206,500 202,838 196,502 6,336 Telephone 33,000 22,000 14,526 7,474 Legal & Professional 87,000 58,000 62,722 (4,722) Retiree Benefits 41,000 27,333 26,179 1,154 Other Expenditures 76,515 51,010 30,497 20,513 Total 444,015 361,181 330,426 30,756 74.42% Engineering Wages 245,000 163,333 161,434 1,899 Benefits 53,000 35,333 37,047 (1,713) Operations 82,000 54,667 50,084 4,583 Maintenance 2,276,259 1,155,630 1,150,380 5,250 Total 2,656,259 1 ,408,964 1,398,945 10,018 52.67% Agriculture Operations 31 ,876 21,251 16,408 4,843 Total 31,876 21,251 16,408 4,843 51.47% Elgin Manor Revenues (4, 169,961) (2,779,974) (2,824,644 ) 44,670 Wages 3,823,594 2,549,063 2,466,760 82,302 Benefits 1,005,216 670,144 669,137 1,007 Operations 911,144 607,430 450,985 156,444 Total 1,569,993 1,046,662 762,239 284,424 48.55% Terrace Lodge Revenues (4,627,251) (3,084,834) (3,117,745) 32,911 Wages 3,928,883 2,619,255 2,613,669 5,587 Benefits 993,613 662,409 699,527 (37,118) Operations 917,741 611,828 508,861 102,967 Total 1,212,986 808,658 704,311 104,347 58.06% Bobier Villa Revenues (2,650,555) (1,767,037) (1,796,428) 29,391 Wages 2,611,848 1,741,232 1,787,890 (46,658) Benefits 608,993 405,995 422,836 (16,841 ) Operations 653,058 435,372 342,107 93,265 Total 1,223,344 815,563 756,405 59,157 61.83% Pioneer Museum Wages 56,553 37,702 51,052 (13,350) Benefits 11,672 7,781 10,476 (2,694 ) Operations 57,249 38,166 6,208 31,958 Total 125,474 83,649 67,736 15,914 53.98% Library Wages 1,028,272 685,515 676,173 9,342 Benefits 227,986 151,991 162,374 (10,383) Collections 227,500 151,667 163,112 (11,445) Operations 106,856 71,237 14,073 57,165 Total 1,590,614 1,060,409 1,015,731 44,678 63.86% Archives Wages 135,568 90,379 80,216 10,163 Benefits 27,606 18,404 16,625 1,779 Operations 45,900 30,600 33,933 (3,333J Total 209,074 139,383 130,775 8,60 62.55% Land Division Wages 54,345 36,230 34,605 1,625 Benefits 10,925 7,283 6,400 883 Operations (65,270J (43,513J ~67,636~ 24,123 Total 26,631 26,631 0.00% Emergency Measures Wages 5,000 3,333 3,333 0 Benefits 1,300 867 867 0 Operations 11,800 7,867 3,029 4,838 Total 18,100 12,067 7,229 4,838 39.94% Information Technologies Wages 184,622 123,081 120,710 2,372 Benefits 48,002 32,001 27,535 4,467 Operations 318,862 212,575 180,806 31,769 Total 551,486 367,657 329,050 38,607 59.67% Provincial Offences Grant (75,900) (50,600) (41,303) (9,297) Fines Revenues (650,000) (433,333) (450,925) 17,591 Shared Revenues - Municipal 323,355 161,677 127,093 34,584 Wages 159,000 106,000 99,277 6,723 Benefits 33,500 22,333 23,648 (1,315) Operations 180,350 120,233 76,590 43,643 Total (29,695) (73,690) (165,618) 91,928 557.73% Ambulance Services Province of Ontario (1,658,846) (1,105,897) (1,153,427) 47,530 City of S1. Thomas (1,752,254) (1,168,169) (1,102,654) (65,515) Contractor Payments 5,828,740 3,885,827 3,716,082 169,745 Wages 63,650 42,433 42,346 88 Benefits 16,549 11,033 9,916 1,117 Operations 32,500 21,667 58,844 (37,178J Total 2,530,339 1,686,893 1,571,107 115,78 62.09% Collections Revenue (380,000) (253,333) (250,991 ) (2,342) Shared Revenues - Municipal 214,069 142,713 126,844 15,869 Wages 42,259 28,173 27,579 593 Benefits 10,565 7,043 7,313 (270) Operations 7,600 5,067 26,065 (20,998) Total (105,507) (70,338) (63,190) (7,148) 59.89% REPORT TO MANAGEMENT FROM: Linda B. Veger, Director of Financial Services DATE: September 13, 2005 SUBJECT: Ambulance Bases Update - August 29, 2005 INTRODUCTION: The Shaw Valley ambulance sub-station is nearing completion. Attached to this report is a spreadsheet that outlines the expenditures to date and approved change orders for both stations. DISCUSSION/CONCLUSION: The Edward Street base approved and completed change orders totalled $75,053.47 bringing the total cost of that station to $973,842.47. This amount has been paid in full to Aveiro Constructors Limited. The Shaw Valley sub-station approved change orders total $28,892.45 to date bringing the total of that project to $424,892.45. Barring any unforeseen difficulty, the combined project should be finalized with a positive variance of approximately $225,000 to $250,000. Expenditures to dated are listed on page 3 for your information. RECOMMENDATION: THAT the report titled Ambulance Bases Update - August 29, 2005 and dated September 13, 2005 be received and filed. Respectfully Submitted Approved for ~~ Director of Financial Services MarK. aid Chief Administrative Officer Page 1 COUNTY OF ELGIN Ambulance Base Approved Budget As at Aug 29/05 Variance to Original Budget Expenses to Date Approved Budget Land Purchases Edward Street 105,000.00 109,846.20 (4,846.20) Shaw Valley Site 185,000.00 167,459.95 17,540.05 GeoTechnical Engineers Atkinson, Davis 4,960.00 4,961.51 (1.51 ) Engineering Work SPH Engineers 19,200.00 20,674.13 (1,474.13) Advertising 989.00 856.06 132.94 Thames Admin Fee 1.5% of Total Maximum 25,000.00 25,000.00 Severance Fee City of St. Thomas 600.00 600.00 Approved Design Construction Aveiro Constructors Ltd 1,294,789.00 1,218,346.81 76,442.19 Contingency 364,462.00 44,948.30 319,513.70 $ 2,000,000.00 $ 1,567,692.96 $ 432,307.04 Aveiro Constructors Limited - Change orders From Current Item Change Order # Dollar Value Landscape Allowance Base Contract - Edward EMS 898,789.00 Additional Floor Area 1 33,490.00 Additional Lockers 2 2,050.00 Provide Canopy 3 6,150.00 Provide Electrical 4RevComp 7,771.50 Disconnect Generator 5 5,421.90 Sanitary Site Service 6Comp 14,850.00 Cr for Development fees 7Comp (9,558.40) Additional Plumbing 8Comp 5,625.77 Additional Plumbing 9 1,507.00 Additional Electrical 10 5,753.00 Slab for Garage Enclosure 11 RevComp 2,869.35 Additional Curbs 12Comp 4,386.25 Water for Fire Prevention 13Comp 3,520.00 Cr for Unican Push Button 14Comp (4,200.00) Add interior Window 15 1,210.00 Add Lockers Rm 101 16 1,212.20 Concrete Slab 19 1,772.49 Place Washed Gabion Stone 20 2,167.00 Move Lockers 30 N/C Additional Equipment for Winter 31 872.83 Labour - Masonry painting 32 220.00 Privacy Fence 33 490.60 Garbage Bin Enclosure 34 914.38 Transformer & electrical 37 1,557.60 Credit unused portion of landscape (9,655.53) 9,655.53 $ 75,053.47 $ 75,053.47 $ 15,000.00 Total Construction Costs - Ed St $ 973,842.47 $ 15,000.00 Aveiro Constructors Limited - Change orders Base Contract - Shawside Workstation #2 changes Clean Room Cabinetry & Receptacl Patio & Privacy Fence Curbs/Sidewalk on Right of Way Delete Allowance for Development 200 amp service to PropertyLine Install Roll over Curb FOB card lock Entry units Install 200 amp Combo Gen Panel Total Construction Costs - Shawside Total Base Contracts + Change Orders: 1 2 3 6 06R1 7 9 10 294.80 1,474.00 1,093.40 5,060.00 (4,685.00) 14,668.02 5,461.50 4,278.12 1,247.60 28,892.45 $ 396,000.00 28,892.45 424,892.45 1,398,734.92 Page 2 Atkinson, Davies Inc. Aveiro Construction Hennessey Bowsher SPH Engineering Inc. The London Free Press Royal Lepage Triland Realty City of St. Thomas Ontario Water Products Milcreek Plumbing Nicholson Service Station Ken Jones Signs Littlewood Landscaping Union Gas - Edward St St Thomas Energy RMB Communications Streib Trucking St. Thomas Times-Journal Edward Street Hennessey Bowsher Shawside Developments Elgin St. Thomas EMS Gencare BP Fire Equipment RA Barnes Electrical Yarmouth Crane COUNTY OF ELGIN Ambulance Base Development As at Aug 29/05 Geotechnical Engineers Legal fees for Edward St Purchase Design Engineers Tender Advertisement Retainer Permits Fire Hydrant Edward Street Sign Utility Costs Hydro Costs Tender Advertisement Purchased via Hennessey Bowsher In Trust for Land Purchase Shawside Land Purchased Rezoning Permit Generator Servicing Fire Extinquishers Electrical Adjustments Page 3 Costs per Vendor 4,961.51 1,218,346.81 925.20 20,674.13 701.56 1,000.00 4,100.00 1,470.75 2,065.00 2,516.10 4,590.90 4,866.25 3,562.59 1,119.60 10,283.17 8,502.00 154.50 97,921.00 10,000.00 167,459.95 600.00 875.50 477.74 65.50 453.20 $ 1,567,692.96 REPORT TO COUNTY COUNCIL FROM: Jennifer Ford, Financial Analyst Linda Veger, Director of Financial Services Clayton Watters, Director of Engineering Services DATE: 20 September 2005 SUBJECT: Capital Projects Budget as at August 31,2005 INTRODUCTION: The County of Elgin maintains a capital budget each year which consists of projects that are ongoing from year to year, projects that have been carried forward from prior years and projects from the current year. Presently, this capital budget stands at $14,369,579 worth of projects that have been approved by Council. The remaining projected budget on these projects currently stands at $5,577,922. The purpose of this report is to update Council on the status of the capital projects budget at August 31, 2005. Schedule A includes a summary of the Projects as they appeared on August 31,2005. Schedule B is an outline as to the status of the projects as at August 31, 2005. DISCUSSION: The projects are broken down into three categories and are classified by their anticipated completion dates. The first category includes projects and improvements that historically require annual funding in the capital budget. These projects remain in the capital budget each year and funding is utilized as necessary for repairs and maintenance to these items. The remaining budget for these projects is $1,171,800. Projects scheduled for completion in 2005 is the second category. These items are either currently completed with a remaining budget or are anticipated to be completed by late 2005. The remaining budget for these projects is $3,014,149 of the outstanding uncompleted projects. More than half of this number is a result of three main projects which the County is now in the process of completing. These three projects are Road 7 reconstruction, Plank Road reconstruction and Avon Road reconstruction. Two projects were not anticipated in the 2005 capital budget and have outstanding balances that are to be found through efficiencies. These two projects are Belmont Road Stabilization with an anticipated cost of $300,000. and Bobier Villa Drainage which is complete at a final cost of $15,750. Capital Projects Budget as at August 31,2005 continued The final category includes projects that are not expected to be finished in this fi scal year however it can be noted that preliminary work has begun on some of these projects. The remaining budget for these items is $1,391,973. CONCLUSION: In 2005, Council approved the capital projects budget to proceed with a projected working shortfall of $601 ,658. In July 2005, it was recommended and approved by Council that $189,339 from the 2004 operating surplus be allocated to help fund this difference. Therefore, there is $412,319 left of the original shortfall to find through efficiencies. Project 9000-01 "Carryover from closed Projects" encompasses the carryforward surplus from the 2004 capital budget year. It is suggested by staff that this $303,464 be applied towards the working shortfall of $412,319 thus leaving a balance of $108,855 left to find through efficiencies on this original shortfall. It is anticipated that the projects that are completed as well as projects expected to be completed will contain enough surplus at year end to fund the remaining working shortfall as well as the two unanticipated projects that were added this fiscal year. Another report will be brought forth to Council in early November to keep Council updated as to the progress of the current projects and budget. RECOMMENDATION: THAT the project known as 9000-01 "Carryover from Closed Projects" $303,464 be closed and used to fund the 2005 capital budget working shortfall; and, THAT the report titled "Capital Projects Budget as at August 31,2005" and dated September 20,2005 be received and filed. ) Jenn' er Ford Financial Analyst Mark . Chief Administrative Officer ~ Lin~ DireC(jJ~ Services Clayton Watters Director of Engineering Services Schedule A Contract Ongoing Projects and Improvements 2660-01-18 Tennant Improvements 2660-05-05 Office Improvements - Admin 2660-05-01 Garage 2660-05-03 Heat Pump Replacements - Admin 2660-05-04 Misc Professional Services - Admin 2800-01 Ambulance Replacement 2800-04-02 Ambulance Equipment 2840-01 Vehicle Replacement 5800-03-02 Library Accessibility 6000-01 Bridge Replacement 6090-03-03 Misc Capital Projects 6210-01 Land Purchase 6300-01 Municipal Drains 9000-01 Carryover from Closed Projects Subtotal: Projects Scheduled for Completion in 2005 2660-03-01 Building Assessment Study Mech/Elec/Arc~ 2660-03-03 Carpeting 2nd Floor 2660-03-05 Install New Cooling System for IT Room 2660-03-06 Paint Exterior of Building/Railings/LampostE 2660-03-09 Engineering - Generator Project 2660-04-02 Carpeting 3rd Floor - Admin 2660-05-07 Telelphone System - Admin 2660-05-08 Accessibility Upgrades - Admin 2830-04-01 Emergency Response Vehicle 5700-04 IT - Special Projects 5780-05 IT - Hardware 5800-02-03 Port Stanley Library - Storage, Paint, Carpe 5800-04-01 Belmont Library Renovations 5910-05-01 Door and Wall Protection - EM 5910-05-02 Interior Painting Doors & Halls - EM 5910-05-03 Nurse Call Upgrade - EM 5910-05-04 Resident Security Improvements - EM 5920-02-04 Lounge Furniture Replacement - TL 5920-03-09 Terrace Lodge Renovations 5920-04-01 Door and Wall Protection - TL 5920-04-04 Move and Add Electrical Outlets - TL 5920-05-08 Misc Professional Fees - TL 5920-05-09 Paint Interior of Building - TL 5930-03-01 DoorlWall Protection - BV 5930-03-04 Landscaping - BV 5930-03-05 Paint Interior of Building - Rooms BV 5930-04-01 Cover over outside stairs and Patio - BV 5930-04-03 Replacement Flooring Front Area - BV 5930-05-01 Blinds in Resident Rooms - BV County of Elgin Capital Projects as at August 31/05 Current Projects Actual Costs Remaining Estimate to Date Projected Budget 400,000 25,000 20,000 25,000 15,000 362,077 44,070 42,600 100,000 353,504 150,000 380,000 733,000 303,465 2,953,716 -349,428 o -11,430 -14,904 -4,025 -187,485 -18,433 -22,267 -42,153 -109,445 -138,884 -281,135 -602,326 o -1,781,915 50,572 25,000 8,570 10,096 10,975 174,592 25,637 20,333 57,847 244,059 11,116 98,865 130,674 303,465 1,171,801 20,000 12,000 58,000 20,000 15,000 10,000 16,000 50,000 55,000 210,000 57,348 39,450 22,000 10,000 20,000 60,000 15,000 21,600 615,254 23,100 18,000 15,000 20,000 30,000 .10,000 30,000 40,000 40,000 20,000 -19,490 -8,316 -57,591 o -12,267 o o o -35,217 -144,297 -13,684 -34,483 -22,240 o o o o -11,675 -553,471 -7,164 -19,680 -13,500 o -14,606 -8,454 -10,793 -12,899 -40,953 -11,441 510 3,684 409 20,000 2,733 10,000 16,000 50,000 19,784 65,703 43,664 4,967 -240 10,000 20,000 60,000 15,000 9,925 61,783 15,936 -1,680 1,500 20,000 15,394 1,546 19,207 27,101 -953 8,559 Schedule A Continued Current Projects Actual Costs Remaining Contract Estimate to Date Projected Budget 5930-05-02 Commercial Washer and Dryer - BV 45,000 -426 44,574 5930-05-03 Bobier Villa Drainage 0 -15,750 -15,750 5930-05-04 Misc Professional Fees - BV 15,000 0 15,000 5930-05-06 Rehabilitate Laundry Room - BV 30,000 -8,073 21,927 6090-04-02 Rail Road Crossing Improvements (PSTR - 35,000 -13,133 21,867 6090-04-03 Miscellaneous Engineering Sel;Vices (Rd 14 80,000 -30,698 49,302 6090-05-01 Road Crack Sealing and Asphalt Patching 250,000 -212,173 37,827 6090-05-02 Road 4 Survey and Design 20,000 -15,403 4,597 6200-03-01 Road 7 Construction 1,600,000 -644,533 955,467 6200-04-02 Plank Road Slope Stablization (South of GIt 650,000 -138,402 511,598 6200-04-04 Traffic Signals - Wellington Road at Ron Me 110,000 -106,799 3,201 6290-04-02 Vienna North Bridge Deck Replacement 1,200,000 -1,120,766 79,234 6010-02 Town of Aylmer 170,142 -158,520 11,622 6200-03-02 Road 74 Rehab (Belmont) 825,000 -709,062 115,938 6200-05-01 Avon Road Reconstruction 580,000 -252,042 327,958 6200-06-01 Belmont Road Slope Stabilization 0 -27,751 -27,751 6220-05-01 Road 52 Resurfacing 430,000 -345,594 84,406 6220-05-02 Road 40 Resurfacing 360,000 -229,347 130,653 6220-05-03 Putnam Road Hot Mix Ashpalt 425,000 -340,727 84,273 6250-05-01 Road 45 Thin Cold Mix (73 to 40) 70,000 -66,858 3,142 6250-05-02 Road 48 Thin Cold Mix (Townline to 25) 50,000 -50,927 -927 6250-05-03 Road 48 Thin Cold Mix (25 to 74) 170,000 -170,855 -855 6250-05-04 Road 20 Thin Cold Mix (Smith to Fingal) 100,000 -83,994 16,006 6250-05-05 Road 22 Thin Cold Mix (24 to 27) 55,000 -41,006 13,994 6250-05-06 Road 36 Thin Cold Mix (24 to Sparta) 50,000 -37,944 12,056 6250-05-07 Road 14 Thin Cold Mix (13 to Thames Rive 100,000 -75,663 24,337 6250-05-08 Road 5 Thin Cold Mix (2 to 401) 17,000 -13,578 3,422 6250-05-09 Road 20 Thin Cold Mix (401 NPL to 18) 8,000 -9,140 -1,140 6260-05-01 Road Sign Replacements 40,000 -13,341 26,659 6290-04-05 King George Lift Bridge - Electrical Compon 490,000 -547,305 -57,305 6290-05-01 New Sarum Bridge 25,000 -26,715 -1,715 Subtotal: 9,572,894 -6,558,745 3,014,149 Projects Scheduled for completion in 2006 or later 2790-01 Museum Improvements - Superbuild 288,500 -73,472 215,028 2790-02-01 Misc Emergency Repairs - Museum 4,000 -1 ,739 2,261 2790-02-02 Renovations to Agrucultural Bldg 30,000 -4,109 25,891 2790-03-01 Museum Exterior Painting 2,000 0 2,000 5920-04-06 Magnetic Locks - TL 15,000 0 15,000 5920-05-01 Air Handling Units - TL 200,000 0 200,000 5920-05-02 Dining Lounge for Secured Residents - TL 230,000 -25,087 204,913 5920-05-05 Garbage Compactor - TL 30,000 0 30,000 5920-05-06 Lighting in Visitor Parking - TL 40,000 0 40,000 5920-05-10 Replace Flat Roof at Wings - TL 40,000 0 40,000 5920-05-13 Resident Security Improvements - TL 40,000 0 40,000 5920-05-14 Ventilation in Tub Rooms - TL 15,000 0 15,000 6020-02 Waterlines 358,470 -236,312 122,158 6200-03-03 Road 42 Relocation 550,000 -110,278 439,722 Subtotal: 1,842,970 -450,997 1,391,973 Total Projects: 14,369,580 -8,791,658 5,577,922 Schedule B August 31, 2005 Qngoing Projects and Improvements Project Name Project Number Project Estimate Remaining Project Cost Office Improvements 2660-01-18 2660-05-05 $425,000 $75,572 At the time of budget deliberations staff is not aware of new tenants that may require renovations. One new office space, 600 square feet, is presently being renovated for a new tenant. For your information renovations usually cost $40 per square foot. County Garage Facility 2660-05-01 $20,000 $8,570 Repairs as per agreement with Central Elgin. Heat Pump Replacements Admin 2660-05-03 $25,000 $10,096 Replace units as required. Miscellaneous Professional Services Admin 2660-05-04 $15,000 $10,975 Project will be initiated in fall. Ambulance Replacements 2800-01 $362,077 $174,592 The schedule for vehicle replacement is every 54 months or 4.5 years. No vehicles were replaced in 2004 therefore 2 will be replaced in 2005. Since the vehicles are replaced on a rotation of 54 months it is logical to allocate funds annually to fund these replacements. Ambulance Equipment 2800-04-02 $44/070 $25/637 The repair and maintenance of stretchers/ defibrillators and other major ambulance equipment. Vehicle Replacement 2840-01 $42/600 $20/333 Engineering and Library Services each have a vehicle for their use. Engineering and Library Services replace a vehicle every 3 years. Monies are allocated yearly to this account so that the purchase price can be spread out for a number of years. Library Accessibility 5800-03-02 $100/000 $57/847 Projects will be completed when renovating libraries. Bridge Replacement 6000-01 $353/504 $244/059 Council has endorsed allocating $200/000 per year for bridge replacements. Bridge replacements are now costing the County an average of $1/000/000 per structure for engineering and construction. This fund stabilizes the capital budget for bridge replacements. Miscellaneous Capital Budget 6090-03-03 $150/000 $11/116 These are projects that staff is not aware of during budget deliberations. Council has established this fund as part of the Capital Projects Communications Protocol. Its purpose is to address ongoing maintenance issues by completing minor capital improvements upon requests of the municipality and approval by County staff. In these types of projects the costs are shared between the County and municipality. Costs for these projects are less than $10/000 each. Land Purchase 6210-01 $380,000 $98,865 Land is often purchased through the severance application process and construction projects. At budget deliberations staff are not aware of the number of purchases throughout the year. Municipal Drains 6300-01 $733,000 $130,674 These are projects that staff is not aware of during budget deliberations. The drains are initiated by the landowners and are completed by the local drainage superintendents. County annually spends $130,000. frQ,jects schedule for completion in 2005 Building Assessment Study - Admin 2660-03-01 $20,000 $510 Project is complete. Carpeting Second Floor - Admin 2660-03-03 $12,000 $3,684 Project is complete. Install new cooling system - Admin IT Room 2660-03-05 $58,000 $409 Project is complete. Paint Exterior of Building - Admin 2660-03-06 $20,000 $20,000 Contractor will complete the project in fall of 2005. Engineering Generator - Admin 2660-03-09 $15,000 $2,733 Engineering is 75% complete but further analysis is required for alternatives. Carpeting third floor - Admin 2660-04-02 $10,000 $10,000 Project is complete, payment was used through account 2660-03-03. Telephone System - Admin 2660-05-07 $16,000 $16,000 IT and Purchasing Co-Ordinater is reviewing options for new system. Project will be completed in fall of 2005. Accessibility Upgrades 2660-05-08 $50,000 $50,000 Upgrading signage in Administration Building in fall of 2005. Emergency Response Vehicle 2830-04-01 $55,000 $19,784 ERV purchased in 2004, therefore the project is complete. IT special Projects 5700-04 $210,000 $65,703 Project is 90% complete. IT - Hardware 5780-05 $57,348 $43,664 Replace hardware when required. Projects will be completed by December 31, 2005. Port Stanley Library 5800-02-03 $39,450 $4,967 Project is complete. Belmont Library Renovations 5800-04-01 $22,000 $(240) Project is complete. Door Wall Protection - EM 5910-05-01 $10,000 $10,000 Project will be initiated in fall. Interior Painting - EM 5910-05-02 $20,000 $20,000 Project is 25% complete. Nurse Call Upgrades - EM 5910-05-03 $60,000 $60,000 IT is reviewing project for fall completion Residents Security Improvements - EM 5910-05-04 $15,000 $15,000 Staff are reviewing options for project completion if fall. Lounge furniture replacement - TL 5920-02-04 $21,600 $9,925 Project will be completed in fall. Terrace Lodge Renovations 5920-03-09 $615,254 $61,783 Project is 95% complete Door and wall protection - TL 5920-04-01 $23,100 $15,936 Project will be completed in fall. Move and Add electrical Outlets - TL 5920-04-04 $18,000 $(1,680) Project is complete. Miscellaneous Professional Fees - TL 5920-05-08 $15,000 $1,500 Project is 85% complete. Painting Interior of Building - TL 5920-05-09 $20,000 $20,000 Project will be initiated in fall. Door I Wall protection - BV 5930-03-01 $30,000 $15,394 Project is 50% complete. Landscaping at - BV 5930-03-04 $10,000 $1,546 Project is completed. Paint Interior of Building - BV 5930-03-05 $30,000 $19,207 Project is 25% complete. Cover over outside stairs - BV 5930-04-01 $40,000 $27,101 Engineering is 95% complete. Project will tendered in fall of 2005. Replacement front flooring - BV 5930-04-03 $40,000 $(953) Project is complete. Blinds in Residents Rooms - BV 5930-05-01 $20,000 $8,859 Project is complete. Commercial Washer and Dryers - BV 5930-05-02 $45,000 $44,574 Machines have been installed. Drainage around - BV 5930-05-03 $0 $(15,750) Project is complete. Miscellaneous Professional Fees - BV 5930-05-04 $15,000 $15,000 Project will be initiated this fall. Rehabilitate Laundry Room - BV 5930-05-06 $30,000 $21,927 Project is 80% complete. Rail Road Crossing Improvements 6090-04-02 $35,000 $21,867 Require approval from Transport Canada for crossing on Ferguson Line before completing, therefore this account may remain open for some time; Miscellaneous Engineering Services 6090-04-03 $80,000 $49,302 Dexter Line slope stability engineering is still remaining to be completed. Road Crack Sealing and Asphalt Patching 6090-05-01 $250,000 $37,827 Crack sealing is complete but asphalt patches are remaining to be completed. Road 4 Survey and Design 6090-05-02 $20,000 $4,597 Engineering is 25% complete. Road 7 reconstruction 6200-03-01 $1,600,000 $955,467 Project will be completed in fall. Plank Road Slope Stabilization 6200-04-02 $650,000 $511,598 Project is 25% complete. Project will be completed this fall. Traffic Signals Wellington Road I Ron McNeil Line 6200-04-04 $110,000 $3,201 Project is complete. Vienna North Bridge Deck Replacement 6290-04-02 $1,200,000 $79,234 Bridge is complete, detour will be resurfaced this fall. Town of Aylmer 6010-02 $170,142 $11,622 John Street Bridge earth wall repair will be completed in fall. Road 74 (Belmont) Rehabilitation 6200-03-02 $825,000 $115,938 Project is complete. Avon Road reconstruction 6200-05-01 $580,000 $327,958 Project is 50% complete. Belmont Road Slope Stabilization 6200-06-01 $0 $27,751 Engineering is 95% complete. Slope became unstable after budget approval. Council has approved project to be funded by efficiencies in capital budget Project is estimated at $300,000. Road 52 Resurfacing 6220-05-01 $430,000 $84,406 Project is complete. Holdback payment is remaining. Road 40 Resurfacing 6220-05-02 $360,000 . $130,653 Project is complete. Holdback payment is remaining. Road 47 Resurfacing 6220-05-03 $425,000 $84,273 Project is complete. Holdback payment is remaining. Road 45 Thin Cold Mix Overlay (TCMO) Project is complete. Road 48 TCMO (TL to Road 25) Project is complete. Road 48 TCMO (Road 25 to Road 74) Project is complete. Road 20 TCMO (Smith Road to Fingal) Project is complete. Road 22 TCMO Project is complete. Road 36 TCMO Project is complete. Road 14 TCMO Project is 95% complete. Road 5 TCMO Project is complete. 6250-05-01 $70,000 $3,142 6250-05-02 $50,000 ($927) 6250-05-03 $170,000 ($855) 6250-05-04 $100,000 $16,006 6250-05-05 $55,000 $13,994 6250-05-06 $50,000 $12,056 6250-05-07 $100,000 $24,377 6250-05-08 $17,000 $3,422 Road 20 TCMO (Highway #401 to Road 18) 6250-05-09 $8,000 $(1,140) Project is complete. Road Sign Replacements 6260-05-01 $40,000 $26,659 Project is 80% complete. King George Lift Bridge 6290-04-05 $490,000 $(57,305) Project is 95 % complete. Several additional items will be completed this fall. New Sarum Bridge 6290-05-01 $25,000 $(1,715) Project was tendered in spring and cancelled sue to costs 60% over estimate. This project has been approved for our COMRIF 2 application. frQiects.scheduled for completion in 2006 or later Museum Improvements Miscellaneous Emergency Repairs Renovations to Agricultural Building Museum exterior Painting 2790-01 2790-02-01 2790-02-02 2790-03-01 $324,500 $245,180 The County of Elgin is in the process of relocating the museum to the fourth floor of the Administration Building. The project will be completed the spring of 2006. Magnetic Locks - TL 5920-04-06 $15,000 $15,000 Project will be completed with the renovation contract 5920-05-02. Air Handling Units - TL 5920-05-01 $200,000 $200,000 Project will be completed with the renovation contract 5920-05-02. Dining Lounge for Secured Residents - TL 5920-05-02 $230,000 204,913 Project will be completed with the renovation contract 5920-05-02. . Garbage Compactor - TL 5920-05-05 $30,000 $30,000 Project will be completed with the renovation contract 5920-05-02. Lighting in Visitor Parking Lot - TL 5920-05-06 $40,000 $40,000 Project will be completed with the renovation contract 5920-05-02. Replace Flat Roofs at Wings - TL 5920-05-10 $40,000 $40,000 Project will be completed with the renovation contract 5920-05-02. Resident Security Improvements - TL 5920-05-13 $40,000 $40,000 Project will be completed with the renovation contract 5920-05-02. Ventilation in Tub Rooms - TL 5920-05-14 $15,000 $15,000 Project will be completed with the renovation contract 5920-05-02. Waterline I Sewage line for Administration Building 6020-02 $358,470 $122,158 Waterline connection completed in fall of 2002. Environmental Assessment for sewage connection will be completed in 2005 and the actual line connection will be completed in 2006. Road 42 Relocation 6200-03-03 $550,000 $439,722 This project has two parts: transfer of Lakeshore Line and Glen Erie Line between the municipality and county, which is completed this fall. The second part is providing adequate safety features to the Little Otter Creek Bridge and improving the Glen Erie Line road in 2006. Engineering is 10% complete. REPORT TO COUNTY COUNCIL FROM: Brian Masschaele, Manager of Archives Cathy Bishop, Director of Library Services DATE: 14 September 2005 SUBJECT: Museum Facility Design and Draft By-law INTRODUCTION Spriet Associates have completed a preliminary design for the renovation of the fourth floor of the Elgin County Administration Building as the future home of the Elgin County Pioneer Museum. Staff have also completed a draft by-law to govern the Museum's future operations. This report presents both of these documents for the information of County Council and recommends that staff convene an information session for the County's museum partners. DISCUSSION: Facility Design Spriet Associates have completed a preliminary design to renovate the fourth floor of the Elgin County Administration Building as the future home of the Elgin County Pioneer Museum according to the terms of the agreement with the Federal and Provincial governments under the Sports, Culture and Tourism Partnerships Initiative. The approved budget for this project is $400,000, inclusive of all fees. The design concept is attached as Appendix A. This design is based upon space allocations and facility standards developed by staff and the Province's Museum Advisor, as well as feedback received from County museums on services to be provided. The following are some of the features of the design: .:. Incorporation of features from 32 Talbot Street; .:. Environmental and security controls for preserving the museum's collections; .:. A large exhibit area with room for both permanent, rotating and travelling displays; .:. A roof hatch for receiving large artifacts; .:. Sufficient curatorial space for staff and volunteers; .:. 3,300 square feet of artifact and archival storage space; .:. An educational/meeting area. Staff are confident that this design will enable the Museum to preserve, exhibit and promote its current collections while at the same time providing those services requested by County museums as outlined in the report to County Council presented on March 22nd, 2005 entitled "Museum Proposal". Initially, these services include: .:. Development of a comprehensive database to document artifacts throughout the County for use by all museums and the public; .:. Cutting edge technical & marketing co-ordination; .:. Flexible curatorial assistance; .:. Transportation co-ordination. Spriet Associates will be developing architectural drawings based on the attached design, incorporating any comments received from members of Council. They will also be issuing a tender for general construction in October 2005 for County Council's approval. It is hoped construction will proceed by November for completion by March 31st, 2005. Draft By-Law After extensive consultation with County museums and community groups, such as Women's Institutes, staff have completed a draft by-law to govern the Museum's operations from its new location on the fourth floor. The by-law is attached as "Appendix B". The following are major features of the by-law: .:. Changing the name from Elgin County Pioneer Museum to Elgin County Museum; .:. Adopting a new mission statement and statement of purpose to reflect the Museum's dual mandate of providing existing programming and outreach services to County museums; .:. Establishing a new model of governance which vests in County Council all executive authority in order to bring administration of the museum in line with other County departments; .:. Creating the Elgin County Museum Advisory Committee, comprised of seven members, which will replace the former Elgin County Pioneer Museum Executive Committee and which will provide important, advisory support to the Museum. Issues of governance, and in particular the composition of the Advisory Committee, generated the most feedback from other County museums and community organizations. Staff have responded to this feedback and are now proposing a modified composition to the committee than originally presented in the "Museum Proposal" report. The following are highlights of changes made to the composition of the Advisory Committee: .:. County Council has the authority to appoint an individual who is representative of, or employed by, another museum located within the County of Elgin and who will act as a liaison with County museums. It became clear during the consultation meeting held with County museums on April 13th, 2005 that it was going to be difficult to find a suitable geographic representation based on an east/central/west distribution of representatives. Concerns were also raised about the nomination process given that County museums do not have a formal association with voting procedures. This modified approach eliminates these issues by giving Council the authority to appoint an individual who can best represent the interests of the museum community regardless of their location. .:. Women's Institutes and the International Order of the Daughters of the Empire raised concerns about their lack of representation given their founding role in the Museum and their on-going volunteer support. Staff have responded to this feedback by recommending that their representation be maintained at previous levels. This will hopefully encourage these groups to remain active in the Museum's affairs as they are a vital source of support. .:. The St. Thomas-Elgin Tourist Association has confirmed that it wishes to be represented on the committee. Staff are confident that this draft by-law provides the governing framework for a new, dynamic institution out of which further policies and procedures can be developed. Staff have received the approval of the Province's Museum Advisor on this draft by-law. Museum Planning - Next Steps Staff recommend that an information session be convened for the benefit of interested County museums during which the attached facility design and draft by-law can be presented. Should Council approve, staff anticipate that this session will take place in early November. After this session is completed, staff will be bringing the by-law back to County Council for final approval. CONCLUSION: Spriet Associates have completed a preliminary design for renovation of the fourth floor of the Elgin County Administration Building as the future home of the Elgin County Pioneer Museum. Staff have also completed a draft by-law to govern the Museum's future operation. Both of these documents are presented for Council's information. RECOMMENDATION: That "Appendix A - Elgin County Museum Preliminary Design" and "Appendix B - Draft By-Law for the Operation of the Elgin County Museum" be received as information; AND THAT staff convene an information session with County museums as soon as possible to apprise them of these documents. Respectfully Submitted -- cat~~~ ~~res Brian asschaele ----' Manager of Archives McDonald Chief Adminis rative Officer U)~ W(1) <~ -01 Oc 0(1) U), ~Ja o I-! w- _,c ct2 0.0 ~ IIV XIaN:3:ddVu - .. ... MO ~.. ~ .~ . ~ ~ ~ p ~ dl W' ~~ ~> \ \ CI.l~ P~ !J t! ~~ ~ ~~: ~ .. .. ~ a~~ ~ ~~ ~~ 8'" 0 1;; !;: l !j t! l Poo ~~~ O~ II Uz ~ 0 Z~ 6~ z <l: ~~ J 0.. [ 0 ~ 0 CI.l~ J ~~ IL ~ ~~. J 0 IL 0 U Z S ~ ~ III Q Q Ii N III fiI ::~ ~fiI ;~ ~~ iliROdaN M~-Ag ili~a aNV N~IS:3:a XiliI~IJVd wn:3:snw "Museum Facility Design and Draft By-Law Report - "Appendix B" COUNTY OF ELGIN By-Law No. XX-XX "BEING A BY-LAW TO PROVIDE FOR THE OPERATION OF THE ELGIN COUNTY MUSEUM" WHEREAS by section XXXX of The Municipal Act xxxx and Regulation 877, Ontario Heritage Act (R.R.O. 1990); and, WHEREAS it is both desirable and timely to reconstitute the mandate, governance, policies and procedures for the Elgin County Pioneer Museum given its re-Iocation to the fourth floor of the Elgin County Administration Building; and; WHEREAS it is also necessary to address matters pertaining to property and assets of the Museum. NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin hereby enacts as follows: 1. NAME - The name of the Museum shall be changed from "The Elgin County Pioneer Museum" to the "Elgin County Museum". 2. ASSETS - The lands, buildings, furniture, equipment, goods, chattels, artifacts and objects of any nature whatsoever whether acquired by or donated to the former Elgin County Pioneer Museum and/or the Elgin County Museum, including objects and artifacts held in trust by the Museum prior to the enacting of this by-law, shall be the property of the Corporation of the County of Elgin. Ownership of the artifacts is assigned unto the Corporation of the County of Elgin, its successors, administrators and assigns absolutely. 3. a) STATEMENT OF PURPOSE - The principal objectives of the Museum are two- fold: L) to acquire, document, preserve, display and interpret for the benefit of the public those artifacts donated to, or maintained by, the Museum which relate to the history and development of the geographic County of Elgin in order to encourage public interest in the history of the County; iL) to provide leadership and professional support to museums located within the County of Elgin in the promotion of a heritage network within the County, including documentation of resources, coordination of exhibits, marketing, training and advisory services. MISSION STATEMENT The Elgin County Museum exists to promote Elgin County's rich historical and agricultural heritage to all Canadians by acquiring, documenting, preserving, exhibiting and interpreting artifacts pertaining to the history of the County of Elgin; and to provide leadership and support to County museums in the promotion of a heritage partnership. b) The Museum shall carry out its statement of purpose and mission through the following activities: ACQUISITION - The Museum is committed to acquiring artifacts pertaining directly to the history of the County of Elgin or its citizens. All acquisitions must meet the terms of clearly defined acquisition policy approved by Elgin County Council. Sufficient space and resources will be devoted to managing all acquisitions in accordance with museum standards and professional practice. DOCUMENTATION - The Museum is committed to properly documenting all artifacts in its collection in order to record provenance, transfer of ownership and context of use. Such documentation will include use of instruments such as temporary receipts, deeds of gift and accession registers. PRESERVATION - The Museum is committed to ensuring the long-term preservation of artifacts under its care. Every effort will be made to store artifacts in a suitable repository wherein temperature, relative humidity, lighting and air quality are all controlled according to museum standards as defined by the Canadian Conservation Institute. Adequate security systems will be in place. Staff will furthermore promote the responsible care, handling, conservation and/or reproduction of all artifacts in accordance with preservation policies and procedures. EXHIBITION - The Museum is committed to providing ample space for thematic, permanent and travelling exhibits which will be made accessible to the general public in a secure environment and within suitable hours. Ample resources will be devoted to producing and providing public access to such exhibits, both on-site and through use of available technology. INTERPRETATION - The Museum is committed to interpretation and educational programs to encourage wide-spread interest in the history of the County of Elgin. Programs, displays, activities and events will be developed to appeal to groups such as elementary and secondary school students, senior citizens and the public at large. OUTREACH - The Museum is committed to engaging the general public and the museum community in its operations. Outreach activities include advertising, soliciting volunteers, forming partnerships with other County museums, participating in educational opportunities and facilitating professional development. Suitable resources will exist for promoting the Museum and its activities within the community. 4. GOVERNANCE AND STAFFING (a) The Museum and its staff shall be governed by Elgin County Council through the Director of Library Services (or designate as established by Council) in accordance with the County's policies and procedures. This includes: authority for recruiting, supervising and evaluating museum staff; establishing the budget and financial administration; facility maintenance; hours of operation; and final approval of all written policy governing operations and defining programs. (b) The Museum shall have professional staff with responsibility for the acquisition, documentation, care and custody of all artifacts, outreach services, displays, management of volunteers and publicity pertaining to the Museum's operations. (c) The County shall have an advisory committee, to be called the Elqin County Museum Advisory Committee, which shall be constituted to act in an advisory capacity to County Council and staff on an as needed basis on matters including (but not limited to): I. Admission and membership fees; II. Ideas and research on exhibitions; III. Feedback on potential acquisitions; IV. Fundraising activities, publicity and special events; V. Review of draft policies and procedures; VI. Liaison with County museums; VII. Liaison with allied organizations such as Women's Institutes, International Order of The Daughters of The Empire and the St. Thomas-Elgin Tourist Association; VIII. Establishment and organization of related advocacy groups and friends organizations. Representation The Advisory Committee shall be comprised of seven members appointed annually by the Council of the County of Elgin at its December session and to be appointed in the following manner: One member of Elgin County Council; Two appointees from Elgin County Women's Institutes; one from East Elgin and one from West Elgin; One appointee on behalf of Elgin-St. Thomas branches of the International Order of The Daughters of the Empire; One appointee on behalf of the St. Thomas-Elgin Tourist Association; One appointee, to be named by Elgin County Council, who is representative of, or employed by, another museum located within the County of Elgin and who will act as a liaison with County museums; One appointee, to be named by Elgin County Council, as an "at large" member who shall be a person interested and knowledgeable about the affairs of the Museum. The Director of Library Services (or designate) and Museum staff shall also attend meetings as non-voting members. Officers The Advisory Committee shall appoint a Chairperson, Vice-Chairperson and Secretary from its members at its first meeting in each year; The Chairperson shall be the presiding officer of the committee. He of she shall arrange for meetings, establish the agenda and preside at all meetings; The Vice-Chairperson shall assume the duties of the Chairperson in his or her absence and shall have when acting so all the authority and responsibility of the Chairperson; The Secretary shall maintain a record of proceedings of the committee, provide notice of meetings, report attendance, disseminate minutes and be generally responsible for the correspondence of the committee. Term of Office The members of the Advisory Committee shall continue in office until their successors are appointed. With the exception of the representative on Elgin County Council, who shall be appointed on an annual basis, members shall be appointed for a term of three years and provisions shall be made in the initial appointments for members to serve for terms of one, two and three years so that the expiration of members' terms is on a "staggered" basis, with succeeding terms to be for a period of three years. In the event that a member is absent from three successive meetings of the Advisory Committee without being excused by resolution of the committee, such member shall be deemed to have resigned from the position and the committee shall forthwith notify such members by certified service mail and proceed to request the appointing body to fill the vacant position on the committee. Rules of Procedure 1. Members shall be recognized by the Chair before speaking; 2. No member shall speak a second time on the same topic until others have had an opportunity to speak to the item; 3. The Chair of the committee shall be encouraged to speak last, following the members of the committee; 4. The Chair reserves the right to limit debate after having provided members with sufficient opportunity to speak. Meetinqs Per Annum The Advisory Committee shall meet no less than two times per calendar year, with an appropriate meeting schedule to be determined by the Chair in consultation with the committee at the beginning of each calendar year. 5. Statement of Ethical Behaviour and Pecuniary Interest - Staff, members of the Advisory Committee and volunteers are obligated to conduct their affairs in accordance with the Employee Code of Ethics as established by Elgin County Council and professional codes of ethics for museum practice. All individuals associated with the Museum shall avoid conflicts of interest, pecuniary or otherwise. If a conflict is declared, individuals shall absent themselves from all discussions on the particular matter. 6. That By-Law No. 02-25 is hereby repealed. READ a first and second time this th day of xxxx 2005. READ a third time and finally passed this th day of xxxx 2005. Mark G. McDonald, Chief Administrative Officer. James Mcintyre, Warden. REPORT TO COUNTY COUNCIL FROM: Pat Vandevenne Director of Senior Services/Manager of Resident Care DATE: September 19,2005 SUBJECT: Ontario Nursing Strategy INTRODUCTION: The Nursing Secretariat has announced a new Ontario Nursing Strategy Initiative for 2005/2006 year. DISCUSSION: This comprehensive strategy was created through consultations with nursing leaders and front line nursing staff to address the core reasons for instability in the nursing workforce. It is part of a broader Health Human Resource Strategy that will improve access to care, reduce wait times and improve patient outcomes by increasing recruitment and retention of health care professionals. The overall goals of the strategy are to: · Increase the number of full-time positions for nurses; · Improve recruitment and retention of nurses; and · Improve nursing workplace Hospitals, Long Term Care Homes, Public Health and Home Health were encouraged to apply from August 15th, to September 16th 2005 in their respective areas. In the Long Term Care Sector, we had the opportunity to apply in 4 categories. These include New Graduate, Late Career, Patient Lifts and Mentoring Preceptorship. CONCLUSION: Submissions to the Nursing Secretariat did occur for Terrace Lodge, Elgin Manor and Bobier Villa, in appropriate areas, on or before September 16, 2005. Results of submissions will be received by late October. If approved there in no cost to the County of Elgin. RECOMMENDATION: That Council receive and file. Respectfully Submitted eJQ~1~- Pat Vandevenne Director of Senior Services/ Manager of Resident Care Mar Chief Administrative Officer REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Director, Engineering Services Sonia Beavers, Purchasing Co-Ordinator DATE: September 22, 2005 SUBJECT: Tender Award - County Road 74 Slope Rehabilitation Introduction: As part of the approved 2005 Capital Budget, tenders were advertised as per the County's Purchasing Policy and were received until Thursday, September 22, 2005 for County Road 74, Belmont Road, Slope Rehabilitation. Discussion I Conclusion: Seven contractors submitted bids for the County Road 74 Slope Rehabilitation. The results of the bids are as follows: COMPANY A-Xcavatin Limited Aar-Con Excavatin L -82 Construction Limited Birnam Excavatin Limited EI in Construction Bre-Ex Limited Tri-Con Excavatin TENDER BID inclusive of taxes $ 214451.69 $ 214594.55 $ 219967.71 $ 246497.74 $ 247,986.16 $ 257,697.15 $ 291,638.13 A-Xcavating Limited submitted the lowest bid for the County Road No. 74 Slope Rehabilitation at a total price of $ 214,451.69 (including taxes). The bid includes all labour, equipment and materials required to complete the project all in accordance with the Form of Tender. The capital budget allocation for this project is $300,000.00 and therefore the total overall cost including Engineering Services is within the capital budget allocation. I Recommendation: THAT, A-Xcavating be selected for the County Road 74 Slope Rehabilitation Project at their submitted price of $ 214/451.69 inclusive of all taxes; and THAT, the Warden and Chief Administrative Officer be authorized to enter into an agreement for the County Road No. 74 Slope Rehabilitation Con . 205087. Respectful~r ,S~bmitted ()fW6jrJ;U Clayton Watters Director, Engineering Services ~C~~~~ Sonia Beavers Purchasing Co-Ordinator ~ CORRESPONDENCE - SEPTEMBER 27.2005 Items for Consideration 1) City of Hamilton, endorsing the Ontario Mayors for the Future of Agriculture recommendation to the Province of Ontario to develop funding mechanisms to support rural and agricultural development issues. (ATTACHED) CITY OF HAMILTON 71 Main Street West Hamilton, Ontario L8P 4Y5 MOTION Council Date: July 13, 2005 MOVED BY COUNCillOR PEARSON............................................... . SECONDED BY COUNCillOR.. ...... .MERUllA................... .................... Funding Mechanisms to Support Rural and Agricultural Development Issues Whereas the level of investment to support rural and agricultural communities and to support the development of a more competitive rural economy cannot be reasonably sustained by the current property tax yield. Therefore be it resolved: (a) That the Council of the City of Hamilton endorses the resolution of the Ontario Mayors for the Future of Agriculture recommending that the Province of Ontario immediately develop effective funding mechanisms specifically to support rural and agricultural development issues. (b) And further, that all Ontario Municipal communities endorse this recommendation through their respective Councils and respond back to the Ontario Mayors for the Future of Agriculture, c/o Mayor Rita Kalmbach, Norfolk County. (Note: Correspondence can be forwarded to Mayor R. Kalmbach at 50 Colborne Street, P. O. Box 545, Simcoe, Ontario N3Y 4N5 or by e- mail at rita.kalmbach@norfolkcountv.on.ca.) ..5 Ontario Mayor's for the Future of Agriculture Wednesday, June 1, 2005 Junior Farmers' Building, Norfolk County Fairgrounds, Simcoe, Ontario Motion Whereas the level of investment to support rural and agricultural communities and to support the development of a more competitive rural economy cannot be reasonably sustained by the current property tax yield. Therefore be it resolved that the Ontario Mayors for the Future of Agriculture recommend that the Province of Ontario immediately develop effective funding mechanisms specifically to support rural and agricultural development issues. And further that all Ontario Municipal communities endorse this recommendation through their respective Councils and respond back to the Ontario Mayors for the Future of Agriculture at Norfolk County attention Mayor Rita Kalmbach. Moved by Mayor Bill Hodgson of Lincoln Seconded by Warden Douglas Struthers of Leeds and Grenville Passed with majority if CORRESPONDENCE - SEPTEMBER 27.2005 Items for Information (Consent AQenda) 1) Dr. Sheela V. Basrur, Chief Medical Officer of Health and Assistant Deputy Minister, Ministry of Health and Long-Term Care, announcing the creation of the Ministry of Health Promotion and the naming of the Hon. Jim Watson as the Minister of Health Promotion. (ATTACHED) 2) AMO Member Communication ALERT, "Hearings on Bill 123 - An Act to Require that Meetings of Provincial and Municipal Boards, Commissions and Other Public Bodies be Open to the Public. (ATTACHED) 3) Southwest Municipal Services Office of the Ministry of Municipal Affairs and Housing and the Association of Municipalities of Ontario with Conference information, registration forms and accommodation information regarding the 2005 Ontario Southwest Municipal Conference to be held at the Best Western Lamplighter Inn, London, Ont. on November 18,2005. (ATTACHED) 4) Tim Lanthier, Water Conservation Supervisor, Kettle Creek Conservation Fund, thanking the County for the use of space at the Administration Building to host the recent Source Water Protection Meeting. 5) St. Thomas-Elgin General Hospital, Media Release, "STEGH Foundation Launches New Campaign". (ATTACHED) 6) Hon. George Smitherman, Ministry of Health and Long-Term Care, advising of the County's share of the new Land Ambulance Services Grant, salaries and wages incremental increase for 2005/06. (ATTACHED) 7) Sid Ryan, President, CUPE Ontario and Shellie Bird, President, OCBCC, with a resolution designating October 26, 2005 as the 5th Annual "Child Care Worker & Early Childhood Educator Appreciation Day" and asking for Council's endorsement. (ATTACHED) 8) Debbie Zimmerman, Chair, Board of Directors, Municipal Property Assessment Corporation (MPAC), inviting members of Council to attend MPAC's 2005 Annual Meeting to be held on October 19th from 8:00 a.m. - 9:00 a.m. at the Sheraton Fallsview Hotel and Conference Centre, Niagara Falls, during the Counties, Regions and Single Tier Municipalities and District Social Services Administration Boards Conference. (ATTACHED) Ministry of Health and Long-Term Care Ministere de la Sante et des Soins de longue duree Medecin hygieniste en chef et Sous-mlnistre adjoint @ Ontario Chief Medical Officer of Health and Assistant Deputy Minister Public Health Division 11th Floor, Hepburn Block Queen's Park Toronto ON M7A 1R3 Division de la sante publique Edifice Hepburn, 11 etage Queen's Park Toronto (ON) M7A 1R3 Telephone: (416) 212-3831 Telecopieur. (416) 325-8412 Telephone: (416) 212-3831 Facsimile: (416) 325-8412 September 7, 2005 To: Medical Officers of Health From: Dr. Sheela Basrur, Chief Medical Officer of Health and Assistant Deputy Minister New Ministry of Health Promotion Re: Premier McGuinty announced the creation of the Ministry of Health Promotion on June 29, 2005. This is the first time Ontario has a dedicated portfolio for the promotion of healthy living and illness prevention. The Honourable Jim Watson was named the Minister of Health Promotion and Peter Fonseca has been appointed Parliamentary Assistant to Minister Watson. This announcement demonstrates the government's renewed focus on health promotion. I am actively involved in the planning and implementation of the new Ministry and can assure you that Minister Watson will give the portfolio the recognition and profile it deserves. I am inspired by his personal and professional passion for making a positive difference in the health of Ontarians. The details of the new Ministry are still being developed. The Cabinet Secretary recently announced the appointment of Marg Rappolt as Deputy Minister of the Ministry of Health Promotion effective Monday August 29,2005. Since joining the Ministry of Health and Long-Term Care in February 2003, Marg has made many significant contributions, including acting as Deputy Minister and has indepth knowledge of the health care system and of government processes. I am committed to working with our newly appointed Deputy Minister to ensure that the new ministry has a strong and supportive link to the Ministry of Health and Long-Term Care. Within the Ministry of Health and Long-Term Care, a transition team has been charged with the responsibility of working through the changes that this announcement brings to the programs and services that we currently deliver to ensure a seamless transition. I welcome the new Ministry of Health Promotion and the potential it signals for innovation and creativity in health promotion initiatives and programming. I am certain that you have many questions about the Ministry and its relationship to public health units across the province. I will keep you informed as new information becomes available. Yours truly, ~ Dr. Sheela V. Basrur Chief Medical Officer of Health and Assistant Deputy Minister c.c. Marg Rappolt, Deputy Minister, Ministry of Health Promotion Ron Sapsford, Deputy Minister, Ministry of Health and Long-Term Care 4225-64 (04103) Member Communication / r.. '.."'./.......... r'.......................... Association of . '".''' \ Municipalities H :ttl . . of Ontario rt 393 University Avenue, Suite 1701 Toronto, ON M5G 1 E6 Tel: (416) 971-9856' fax: (416) 971-6191 email: amo@amo.on.ca To the immediate attention of the Clerk and Council September 9, 2005 - Alert 051068 Hearings on Bill 123 - An Act to Require that Meetings of Provincial and Municipal Boards, Commissions and Other Public Bodies be Open to the Public Issue: Bill 123 - a Private Member's Bill that would require meetings of municipal bodies / boards / commissions to be open to the public is currently being considered by the Standing Committee on Regulations and Private Bills. Hearings will be held on September 29th and requests to appear must be made by 5:00 p.m., Monday September 12,2005. Impact on Municipalities: The proposed legislation would require a wide range of public bodies to ensure their meetings are open to the public and that minutes are made available, including: . Municipal councils & council committees . Local services boards . Boards of health . Police services boards . Municipal commissions . Library boards Some exceptions would be made if matters discussed focused on financial or personal matters or labour relations. The legislation states that if a body chose to "close" a meeting, a motion to close the meeting must be held in public outlining the reasons why. A designated public body is also proposed that would make rules outlining how public notice shall be given and how minutes are to be made available. AMO Position: AMO supports the principles of open, transparent and accountable municipal governments, but does not support this Bill. The content of this legislation counters AMO's work under the Municipal Act review and its work to establish a mature provincial/municipal relationship. AMO believes that these important matters should be discussed in the context of the current Municipal Act review and considered by the Legislature when it debates a new Municipal Act. To consider these matters outside of this process is counter productive and cannot be supported. AMO will seek to have municipal organizations exempted from this legislation if it proceeds. How You Can Be Involved: It is important for the municipal sector to be heard on this issue. If you wish to make a formal presentation to the Standing Committee you must submit a request - by phone, fax or email - by end of day Monday, September 12, 2005. Otherwise written submissions can be received until end of day September 29, 2005. Here is the contact information: Standing Committee on Regulations & Private Bills C/O Tonia Grannum, Committee Clerk Room 1405, Whitney Block Queen's Park Toronto, ON M7A 1A2 Tel: 416-325-3519 Fax: 416-325-3505 Email: tonia qrannumca>.ontla.ola.orq This information is available in the Policy Issues section ofthe AMO website at www.amo.on.ca For more information, contact 416-971-9856: Sherri Hanley, Senior Policy Advisor, extension 315 @ Ontario GLOBAL ISSUES: LOCAL IMPACTS Friday, November 18, 2005 . Best Western Lamplighter Inn . London, ON The Southwest Municipal Services Office of the Ministry of Municipal Affairs and Housing along with the Association of Municipalities of Ontario (AMO) are pleased to invite you to attend the 2005 Ontario Southwest Municipal Conference Global Issues - Local Impacts on Friday, November 18, 2005 at the Best Western Lamplighter Inn and Conference Centre in London. There will be a number of concurrent sessions on timely topics of interest to municipalities in our region including: The Kyoto Protocol, Border Crossings, Water and Wastewater Issues, Rubella in Oxford County, the Places to Grow Act 2005, Affordable Housing, Innovative Tourism, amongst others. Further complementing this year's theme of Global Issues - Local Impacts, best-selling author and leading futurist Richard Worzel, will deliver the opening address. Mr. Worzel equips organizations with the ability to understand the changes to be faced in the years ahead and the tools needed to change and adapt. His presentation will deal with how to prepare intelligently for our uncertain future. The Hon. John Gerretsen, the Minister of Municipal Affairs and Housing, will address the conference delegates and present long-standing service awards to recognize municipally elected officials with at least 25 years of service. Registration forms are available on the AMO web site at www.amo.on.ca under the link: "AMO Conferences." Please send completed Registration forms (attached) with payment by cheque payable to AMO to: Association of Municipalities of Ontario Attention: Brenda Harvey 393 University Ave., Suite 1701 Toronto, Ontario M5G 1 E6 Completed forms with payment by credit card can also be faxed to AMO at (416) 971-9372. If you require hotel accommodations, a block of rooms at a special rate starting from $99.00 per night have been set aside until October 18th, 2005 at: The Best Western Lamplighter Inn 591 Wellington Road South London, Ontario N6C 4R3 Phone: (519)-681-7151 or 1-888-232-6747 If you have any questions, please contact conference organizers Dan Hammond at (519) 873-4030, or toll free at 1-800-265-4736. Ontario Southwest Municipal Conference Ministry of Municipal Affairs and Housing Association of Municipalities of Ontario @ Ontario GLOBAL ISSUES: LOCAL IMPACTS Friday, November 18, 2005 · Best Western Lamplighter Inn · London, ON Morning Sessions Description Affordable Housing This session brings you the latest word on the new Federal - Provincial Affordable Housing program, including an update on affordable housing projects currently under development, and success stories in Southwestern Ontario. Implementation of the Kyoto Learn how global climate change impacts local government, and Protocol about the municipal role in meeting the targets set out in the Kyoto Protocol. Tourism: Innovative Experiences Hear how Bruce County has responded to international affairs and from the Bruce emerging industry trends by using innovative ways to attract tourists and local residents to its diverse destinations. Rubella in Oxford County: The Representatives of Norwich Township and Oxford County will join Experience and Lessons Learned us to discuss their experiences in managing the Rubella outbreak. Border Crossings Learn how border communities address the challenges of increasing traffic levels and responding to demand on municipal infrastructure, along with their response to the economic impacts of delayed crossings and detours from such events as accidents, train derailments and chemical spills. Afternoon Sessions Description Places to Grow: A Perspective The Ministry of Public Infrastructure renewal will present from Southwestern Ontario information on future activities under the new Places to Grow Act 2005, and the Office of the Provincial Facilitator. The Legislative Agenda: What's Provincial staff will review and provide status updates of current New, and Local Impacts and emerging provincial policy initiatives regarding legislative changes including the Municipal Act, 2001 review; the proposed Development Charges Act Review and others. Water, Water, Everywhere... Join us for a discussion about the recommendations brought forward by the Water Strategy Expert Panel appointed by the Ontario Government to study the province's water and wastewater sector. This session will address the topics of sustainability, full cost pricing for water services as well as the need for investment in aging water and wastewater systems. Sustaining Municipal This session will provide municipalities with strategies and practical Infrastructure ideas for implementing long-term sustainable infrastructure management strategies and action plans. Ontario Southwest Municipal Conference Ministry of Municipal Affairs and Housing Association of Municipalities of Ontario ~ Ontario GLOBAL ISSUES: LOCAL IMPACTS Friday, November 18, 2005 · Best Western Lamplighter Inn · London, ON Please type or print clearly. Use one form per registrant. Payment MUST accompany registration. First name Last name Title Municipalitv/Orqanization Address City Provo Postal Code Phone Fax Email REGISTRATION FEE -INCLUDES LUNCH - $150.00 ($140.19 + $9.81 GST) GST Registration # R106732944 Please check off your morning and afternoon session preferences - see attached for details. Mornina Session - Choose One Afternoon Session - Choose One o Affordable Housing o Implementation of the Kyoto Protocol o Places to Grow: A Perspective from Southwestern Ontario o Tourism: Innovative Experiences from the Bruce o The Legislative Agenda: What's New, and Local Impacts o Rubella in Oxford County: The Experience and Lessons Learned o Water, Water, Everywhere... o Border Crossings o Sustaining Municipal Infrastructure PAYMENT Registration forms CANNOT be processed unless accompanied by proper payment. ONLY PAYMENT BY CREDIT CARD MAYBE FAXED TO 416-971-9372 o Cheque Payable to: o VISA o MasterCard o American Express Card # Association of Municipalities of Ontario Name on Card 393 University Ave., Suite 1701, Toronto, ON M5G 1E6 Expiry Date Signature REFUND POLICY Cancellations must be requested in writing and received by AMO on or before November 4, 2005 An administration fee of $26.75 ($25 +GST) will apply. REGISTRATION INQUIRIES-Brenda Harvey:416-971-9856 or 1-877-426-6527 Ext. 330 Email bharvey@amo.on.ca Ontario Southwest Municipal Conference Ministry of Municipal Affairs and Housing Association of Municipalities of Ontario ,y ( " .;:../"'"\ C- 0 'J ~ \J) .; ~ .(, ~ VI. y, .~ .J .) rY -=t=' ---<: !.t '-r~_ -; -- 6 ~-f) <' '+ () .c:\./ ....c.: ': -f- o .(l ~ -I- ~ C~ ~' c.. ~ N( 6:J \/) .......+- <: I) c. (: ~ .-;.:, -~ ~ .. iV ;~ _ .J .-{ ~ . Iv,--+ (.'0 .~ . {) l..- ( <..-h .;\) ,,-!/) \, -r ( <V C . --t:' i q)0~ n ./] D. V 1'\ . i~ ~ u ~ n -. .~) .J " l~ (y '1i V '1/ ~) ( \S " :i'" ~ -+- "> v 'L (' '0 vr; .~~ - -1; ~ " S "-T ..... t " ~ .J '> ';: ~ " )> (.) ( 0, _..u t..J C}i ~ ~U "'"t 1) 130. .....Ju 'a~ I:~ :I~ ....g Vl ~c'~ III 0,.., W ._ :P CII"~ ..!!~ u .... \l) .. CIIC11 -.. "c "0 CIIU <t ~ St. Thomas-Elgin ~ :,:~:~:lfo~OU~:,~i~~ Media Release September 16, 2005 STEGH Foundation Launches New Campaign St. Thomas, ON - Nurses at STEGH are worth a million - and that is exactly what the St, Thomas Elgin General Hospital (STEGH) Foundation is asking for. On September 22,2005 the STEGH Foundation will launch their new fundraising campaign aimed at raising $1 Million to buy new beds for the two-north, fourth, and fifth floor patient rooms. Many of the beds at STEGH are over 20 years old and are often broken. Nursing staff risk injury when they must manually adjust the bed or shift the patient. Replacing beds was noted as a top priority when nursing staff were recently surveyed. New beds, over bed tables, bedside cabinets and comfortable sitting chairs are all part of the improvement initiative. Replacing outdated and worn-out furniture in patient rooms will also create a comfortable healing environment, one in which the nurses can truly provide the best possible care. The community is invited to drop by between 10:00am and 7:30pm on the 22nd to catch a sneak preview of the new beds and patient room furnishings. A newly refurbished "patient room" will be on display in a tent at the East Entrance, and refreshments will be served throughout the day. Some of the new beds will have special mattresses for patients with complex health problems that put them at risk of skin breakdown. Other beds feature alarms that alert the nurse if the patient is getting out of bed. "Purchasing new beds and patient room furnishings will greatly enhance the quality of our patients' stay and improve the working conditions for STEGH Nurses," says Ron Elliott, STEGH Foundation President. ''The rooms desperately need updating and we need the community's support to make this happen." While previous fundraising campaigns have been aimed at supporting new equipment purchases for technological advances, this campaign hits at the heart of patient care. Pat Sullivan, RN has been a nurse at STEGH for 22 years. She looks forward to the arrival of new beds. ''This is going to be great," Sullivan says. "It will help us a lot." The Foundation has already received a generous 'lead' donation of $250,000 from the Estate of Stuart Parsons for this Campaign. Elliott noted "We are grateful for the community support we received in the past and look forward to ongoing support with our goal to raise $1 million by March 2007." To make a donation, or for more information about this Campaign please contact the STEGH Foundation office at 631-2030 Ext 2246 or visit the hospital web site at www.steqh.on.ca. -30- Photo Opportunity Unveiling The New Acute Care Bed To Launch The $1 Million Fundraising Campaign Date: September 22,2005 Time: 10:00 a.m. 10th Floor, Hepburn Block 80 Grosvenor Street Toronto ON M7A 2C4 Tel 416-327-4300 Fax 416-326-1571 www.health.gov.on.ca 10. etage, edifice Hepburn 80, rue Grosvenor Toronto ON M7A 2C4 Tel 416-327-4300 Telec 416-326-1571 www.health.gov.on.ca ~ "'1IIIIlIlII" i 'it~OntariO ~.::'3~ Ministry of Health and Long-Term Care Ministere de la Sante et des Soins de longue duree Office of the Minister Bureau du ministre f1 2 0 2005 SEr 1 L 2005 Mr. Mark MacDonald Chief Administrative Officer County of Elgin 450 Sunset Drive St. Thomas ON N5R 5Vl Dear Mr. MacDonald: Last year, the McGuinty government unveiled an ambitious health reform plan. I would like to thank you for your continuing effort and co-operation in working with my Ministry to improve Ontario's health care system. The success of our reform plan is dependent on our enhancement of resources to strengthen care in the community to relieve pressure on hospitals and improve health outcomes. To this end, the government is pleased to advise you that it will continue to meet its commitment to share in the approved costs of salaries and wages for land ambulance operations, delivering the best kind of care to Ontarians where they need it most. Total funding for Emergency Health Services is approximately $491.9M for 2005/06. Your organization's share of this new 2005/06 funding is as follows: ~ Land Ambulance Services Grant, salaries and wages incremental increase: $28,362. Your increased funding will be initiated shortly. Page 1 I would like to take this opportunity to again convey my sincere appreciation for the considerable contributions all members of your organization make in the provision of health services in your communities. Yours truly, h~ fs'~ George Smitherman Minister c: Mary Kardos Burton, ADM, Acute Services Division Malcolm Bates, Director, Emergency Health Services Branch Honourable Steve Peters, MPP Elgin-Middlesex-London Page 2 09/21/2005 15:44 4155385737 OCBCC PAGE 02 I 305 Milner Ave, Suite 80~ Scarborough, ON M1 B 3 4 Phone: 416-299-9739. ax: 416-299-3480 Web: cupe.on.ca E-mail: bupeont@web.net July 20, 2005 To Mayors and Cou lis, I We are writing to as that you and your Council endorse a day of reCOgniti~n for the many people who w rk providing care to children in your community. Last ear there were over one hundr d municipalities that proclaimed this special day. I The Ontario Coalitio for Better Child Care (OCBCC), The Canadian uniot of Public Employees (CUPE) nd our other labour partners representing Child Care workers across Ontario are a king that this year Wednesday Ogober 26th 2009 be proclaimed as Child Care WOIl r & Early Childhood Educator Appreciation Day if accordance with the attached re lution. Many groups are re nized by way of Municipal Resolution. Such a d8Y{"0WS the community to recog ize the work of various groups and to acknowledge t e contributions they m ke in the lives of community members. Many children, famili s and communities benefit from the work of Child C re workers. Child Care also cont ibutes to the economic life of communities. Researc shows the many economic ben fits accrued from affordable, accessible, high quality Child Care. This benefit comes f om the number of people employed in the Child Car Industry and because the availab ity of Child Care allows parents to work and to contri ute to the economic life of soci ty. To help us to promo e this day we would also like to ask your Council to ~OVide financial support for ublic announcements, for example; .advertising the ay on the side of city buses or othe means your Council uses to reach out to the public nd we .are happy to provide a ork to facilitate this process. We hope that with you active support, your procls ation of this day of recognition will encourage and s~pport a day of community recog ition for Child Care workers. ! i Please advise us of our participation in this day of recognition so that wel can acknowledge your c mmunity's role in celebrating Child Care workers acrPss Ontario on October 26111, 20 5. i Thank you for your Yours sincerely, ~~~ President, CUPE 0 tano , ~,.~;.... . .' . .' " " :.'. . . .. . . . ~, .' . . I . . , . . ~ . , . . Shellie Bird. i President, OCBcci I COI'U01;Mp Patrick (Sid) Ryan President ONE STRONG VOICE .5 I Brian O'Keefe ~ec~tary- Treasurer I i 09/21/2005 15:44 4155385737 OCBCC PAGE 03 I i I I I i i ' 5TH ANNUAL CHILD CAREi WORK.R " EARLY CHILDHOOD EDUCAtOR APPRECIATION DAY I I ! OCTOBER 16, 1005 I I I ! i I ! i I j I I I Where.. thirty fiv~ years of research confirms the benefits of high qljJality child care for young chi~ren's intellectual, emotional, social and physical development and later life outcomes; and I I Where.. child ~re promotes the well-being of children and respomds to the needs of parents, ichild care wor1(ers and the broader community by supporting quality of life so I that citizens can fully participate in and contribliJte to the economic and soctal1ife of their community; and i Whereas recent i studies clearly show trained and knowledge~ble Early Childhood EducatPrs and child care workers are the most important ~tement in quality child care~ and further that good wages and working concjtitions are associated with h~gher job satisfaction and morale, lower staff turnbver all of which predict hightr quality care Therefore Be It ~..oIYed that October 26, 2005 be designated the 5th annual "Child Care WOrkttf & Early Childhood Educator Appreciation Day" in recognition of the influence, ~edication and commitment of child care workers tp children, their families and ;uality of life of the community. ' RESOLUTION t ~paC' MUNICIPAL PROPERTY ASSESSMENT CORPORATION September 19, 2005 To: Heads of Council 2 2 20G5 OF " "W'<'1!'~l\"IU~ "A"i:\\:'i~ i f'e~ i !WE;; From: Debbie Zimmerman Chair, MP AC Board of Directors Subject: MP AC's 2005 Annual Meeting The Municipal Property Assessment Corporation (MP AC) will be holding its 2005 Annual Meeting this fall at the Counties, Regions and Single Tier Municipalities, and District Social Services Administration Boards Conference in Niagara Falls. On behalf of the MP AC Board of Directors, I would like to invite you to attend our Annual Meeting. During the meeting, we will provide you with an update on our key initiatives, including the 2005 assessment update. Our Board of Directors and senior staffwill also be on hand to speak to delegates. The meeting will take place on Wednesday, October 19, from 8 a.m. to 9 a.m. at the Sheraton Fallsview Hotel and Conference Centre in Niagara Falls. For more information on registering for the conference, please contact the Association of Municipalities of Ontario directly. As members of this corporation I 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 bye-mail atandersar@mpac.ca. Regards, Debbie Zimmerman Copy MPAC Board of Directors Carl Isenburg, President and Chief Administrative Officer Executive Management Group Office of the Chair c/o Municipal Property Assessment Corporation 1305 Pickering Parkway, Pickering, Ontario L 1 V 3P2 T: 905.685,3101 F: 905,831.0040 www.mpac.ca 1 Form No L5050M