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February 16, 1999 Agenda ORDERS OF THE DA Y 1999 at 9:00 A.M. FOR TUESDAY, FEBRUARY 16TH, MORNING SESSION 1st 2nd 3rd 4th Meeting Called to Order Adoption of PAGE # 1999 meeting held on January 25th, Interest Minutes - Nature Thereof Presenting Petitions, Presentations and Delegations DELEGATION: and the General Disclosure of Pecuniary Mr. Chester Hinatsu, Director, Ontario Works St. Thomas, will speak to Counci on Consolidation of Social Services. (CONSOLIDATION PLAN ENCLOSED) and Staff Counci Reports of 5th 6th 1-60 Correspondence - see attached Items for Consideration Items for Information (Consent Co unci i) Ii) 61-75 76-114 Agenda) OTHER BUSINESS 1) Statementsllnquiries by Members 2) Notice of Motion 3) Matters of Urgency n-Camera 7th Items - see separate agenda 18th Motion to Rise and Report 9th the Committee Of The Whole Recommendations from Consideration of By-Laws ADJOURNMENT Motion to Adopt 10th 11th 12th LUNCH WILL BE PROVIDED ~ DATES TO REMEMBER 1999 Conference Ontario Good Roads Association 1999 Feb 21-24, REPORTS OF COUNCIL AND STAFF FEBRUARY 16TH, 1999 STAFF REPORTS (ATTACHED) Recognition Board Donor Services - M. Fleck, Director of Homes and Senior 1 (ATTACHED) C. Watters, Manager of Engineering Services - Lease of R. Paul Murray (TransAmerica Life) (ATTACHED) Road Appraisals Manager of Engineering Services 2. C. Watters, 3 OMERS Pension Fund Surplus H. Underhill, Director of Human Resources - Management - Action. (ATTACHED) 4. I 5. H. Underhill, Director of Human Resources - Savings Realized By The Reduced E. Initiative. (ATTACHED) (ATTACHED) 100 "Code of Ethics" (ATTACHED) On-Going Project Results Director of Human Resources - Personnel Policy 2 Director of Human Resources 6. H. Underh H. Underh 7 (ATTACHED) County Settlements - 1998 Update #4 (ATTACHED) Records Management Director of Human Resources Director of Human Resources - I H. Underhi 9. H. Underh 8 (ATTACHED) Councillor's Remuneration Report Director of Financial Services Veger, 10. L (ATTACHED) Outside Boards Report Director of Financial Services - L. Veger, 11 (ATTACHED) on Convention Expenses Director of Financial Services - Statement 12. L. Veger, (ATTACHED) 14. C. Bishop, Manager of Library Services - Branch Construction Policy and Standard Elgin County Library Municipal Lease (ATTACHED) Expansion of Rodney Library 13. C. Bishop, Manager of Library Services 1999 COUNTY COUNCIL 16 ADDITIONAL ITEMS FOR FEBRUARY Undeñunding The Municipal Road System Motion for Counci f" " 1) 2) OPEN SESSION: REPORT TO COUNTY COUNCIL Rien VanBrenk, Warden. FROM 1999 12th February DATE SUBJECT: UNDERFUNDING - THE MUNICIPAL ROAD SYSTEM Introduction Council will recall from my Inaugural Address that the inadequate funding of municipal roads is a major concern. For example, the County's annual capital forecast estimates $5.3m is required to maintain the County road system at provincially acceptable levels. Yet, no direct Ministry dollars are being dedicated to municipal road infrastructure. The County, because of the downloaded costs of services such as Social Housing and the Health Unit, is able to allocate approximately $3.5m each year towards capital upgrades. At this rate, the roads will deteriorate rapidly and perhaps to a condition that jeopardizes public safety. Council may be aware that the more that roads are permitted to deteriorate the costlier the fix in the future. It is important to note that the difference between the required investment in roads each year to avoid future costs and what is actually spent is a deficit. This deficit is growing each year and cumulative deficits produce huge unfunded liabilities for future taxpayers. As background to this report, staff have surveyed other municipalities to determine the content of their respective presentations to the Minister of Transportation and have met with myself on two occasions to discuss the nature of the County of Elgin's approach to this serious financial inequity. As Warden, my recommendation is to approach the Minister of Transportation to permit municipalities to access revenue from road user taxes and fees, to enable municipalities to properly maintain the road network. Discussion A safe and well-maintained road network is vital to public safety and provides tremendous economic spin off to support Ontario's tourism, commerce, industry and business interests. The Province of Ontario benefits directly from the road system and collects taxes and user fees from its use. Unfortunately for municipalities, the level of government that funds 90% of the provincial road network, we do not receive any portion of these taxes or revenues. Instead, the over-burdened property taxpayer funds the road transportation network. In Elgin County, including the lower-tier municipalities, the local road system consists of 2 2112 km of infrastructure. These roads are funded primarily by the 44,000 residents within the geographical County through the municipal tax levy. Yet millions of vehicles travel these roads in any given year. In 1997, the Provincial Government collected $1 Billion more in road user fees from motorists than was spent on all transportation initiatives, with this excess going into the Province's General Revenue Fund. Some, if not all, of this excess should be dedicated to the municipal road system to ensure public safety, to relieve the already over-burdened property taxpayer, and to encourage commerce, industry and business activity in the Province of Ontario. If dollars are not redirected from the Province quickly, roads will deteriorate rapidly - this will be detrimental for the traveling public, municipalities and the government of Ontario. Conclusion Ontario's road infrastructure is beginning to show signs of serious disrepair. Inadequate funding from the Provincial Government will result in increased costs and safety concerns in the future. The Provincial Road Program generates revenue for the government of Ontario that should be allocated to improving roads. Now is the time for action The attached resolution from the Board of Directors of the Ontario Good Roads Association, captures the sentiments of this report and makes the case for dedicated funding based on revenues received by the Province Recommendation THAT the Council of the County of Elgin endorse the attached resolution from the OGRA requesting the Provincial Government to give municipalities access to revenue from road user taxes and fees; and, THAT copies of this resolution of support be forwarded to the Western Warden's Association, Peter North, M.P.P. and all local municipalities in the County of Elgin for endorsement. ALL of which is respectfully submitted ~. Rien VanBrenk, Warden. ONTARIO GOOD ROADS ASSOCIATION 2555 530 OTTO ROAD. UNIT 2 MISSISSAUGA. ONTARIO L5T 2L5 TELEPHONE 905 795 FAX 905 795 . 2660 MEMO OGRA Membership TO OGRA Sheila Richardson, Executive Director, FROM 1999 18 Resolutions January DATE RE on The following resolutions have been submitted for debate at OGRA's 1999 Annual Conference The debate of resolutions will take place at 3:00 p.m February 22, 1999. REQUEST THAT THE PROVINCIAL GOVERNMENT GIVE MUNICIPALITIES ACCESS TO REVENUE FROM ROAD USER TAXES AND FEES 99-01 to Board of Directors WHEREAS a well-maintained, safe and ccordinated road network is needed support Ontario's business, industry, tourism, and commerce, as well as the transportation needs and safety of Ontario's residents; and FROM WHEREAS municipalities are currently responsible for approximately 90% of Ontario's road system and are expected to fund their transportation systems with revenue solely from the property tax base; and WHEREAS access to roads is not restricted to property taxpayers of the municipality in which the roads are situate; and WHEREAS relying on the property tax base to fund road maintenance and construction will not provide sufficient funds to sustain a system of roads in Ontario sufficient to meet the future needs of Ontario's residents and commerce and WHEREAS in 1997-98 the Province of Ontario collected $1,275 billion more in road user fees from motorists than was spent on all transportation initiatives with the rest going into general revenue; THEREFORE BE IT RESOLVED that the Provincial Government give municipalities access to revenue generated from road user taxes and fees COMMITTEE RECOMMENDATION: Recommended REPORT TO COUNTY COUNCIL Warden Rien VanBrenk Councillor Perry Clutterbuck Councillor Duncan McPha FROM 999 1 12 February DATE MOTION FOR COUNCIL ADOPTION to be adopted by our respective Councils and the Lower Thames Valley Conservation Authority by the L TVCA will decide upon further study of SUBJECT We have prepared a Motion communicated in writing to February 25th, 1999 At that tirne restructuring options round Your municipality has concerns with regard to the recommendations within the report entitled "Organizational Alternatives Review for the Lower Tharnes Valley Conservation Authority" Back 1 any organizationa assess adequately to nformation eXists nsufficient alternative 2 too quickly discounted and The alternative of a renewed L TVCA has been deserves further study 3 s s adoption of the Motion Counc The desired effect of our renewa rectional decisions can nCluding To provide an information base from which sound d be made. Iternatives a study of a request further To 1 2 To influence the study of every alternative by including the "Elgin Option" within each alternative. The parameters of the "Elgin Option" are further outlined within Page VIII of the Galloway report dated October 1998 (attached). 3 assess wi To gain Elgin representation on the L TVCA Study Team that each organizational alternative and prepare the summary report 4 To assist the L TVCA 5 2 Recommendation THAT the Lower Thames Valley Conservation Authority undertake a detailed assessment of the organizational alternatives of Renewal of the L TVCA; and Amalgamation with the UTRCA; and review of Elgin County needs and Executive Summary for the Conservation Authority, dated THAT each said alternative studied include a fu on Page VIII of the Lower Thames Valley preferences as documented Organizational Review for the October. 1998; and, THAT a study team be organized by L TVCA to undertake the said assessment to include one representative from Elgin municipalities within the jurisdiction of the L TVCA watershed; and further to Dutton/Dunwich and Southwold be permitted THAT the Councils of West Elgin appoint the said representative respectfully submitted Perry Clutterbuck McPha Warden Rien Van Brenk Duncan which is Councillor Councillor ALL of REPORT TO ELGIN COUNTY COUNCIL 16,1999 for February Homes Report #1 Marilyn Fleck, Acting Director of Homes and Senior Services , 14, 1999 January From: Date Backaround/lntroduction During the "Caring for Seniors" campaign for Bobier Villa, the Fundraising Committee determined the specific levels of donations that qualified a donor as a Major Donor, a Gold, Silver or a Bronze recognition on the donor wall. For donations less than those noted, a donor book was prepared and is on display for donations of any amount. This book also recognizes "In Memôry' donations through a special section noting those persons in whose memory donations have been made. Discussion We have continued to receive numerous donations and we anticipate this wi continue as Bobier Villa is very community orientated. A second donation book is currently being developed to identify all donors to the home. as well as an In Memory section The Donor Recognition Board that would be developed would be 48 " wide by 36" in height. This Board, located in the main hall next to the tuck shop window, would serve the Home for several years. Each year a panel would be silk screened with the donors names. 2 '" there are options that might 16, 1999 To provide appropriate recognition for donations, be considered. for February Homes Report #1 Page two Option 1: That there be three sizes of print to distinguish the level of the donations. For donations of more than $1,500 large print; for donations $1,000 to $1,499 medium print; and for donations $500 to $999 smaller print. All other donations would appear in the donor book. These levels are keeping within the parameters set for the Fundraising Campaign Option 2: That all donations $500 or more would be printed in the same print size on the Donor Recognition Board. All other donations would appear in the donor book. There would not be an automatic distinction between the donations, and this may be a subtle disregarq of the importance one may place on the levels. Recommendation THAT the Acting Director of Homes and Senior Services be authorized to proceed with the plans for the Donor Recognition Board to indicate the levels of donation as noted in Option 1. Approved for Submission Respectfully submitted jJ~ Mark . cDonald, Chief Administrative Officer 3 Î);~ Marilyn D. Fieck, Acting Director of Homes REPORT TO COUNTY COUNCIL FROM: CLAYTON WATTERS, MANAGER ENGINEERING SERVICES 1999 12, JANUARY DATE: SUBJECT: ROAD APPRAISALS road for a number of factors to set priorities for the capital Introduction Yearly the County staff rates each program Discussion/ Conclusion Factors that are taken into consideration are horizontal alignment, vertical alignment, surface condition, shoulder width, surface width, level of surface (roadside environment, number of lanes, design hourly volume, peak directional spit, midblock capacity and intersection capacity) structural adequacy, drainage and maintenance demand. The two most important ratings are structural adequacy and condition rating which is a summed total for categories in Paragraph (1). The rating system has been in existence for over 30 years and this system is used by all upper tier municipalities. top sections the type of 15.9 n examining hard frequency of occurrences. Our average structural adequacy for 1998 was distress should be considered as well as the Capital Program Rating R2 REC Lower (15,16) R1 PR21 I REC BS N Description Signs of surface distress represent less than 5% of the length of the section Distress is noted on from 5% to 10% of the length. The required maintenance effort may be above average but not uneconomical when compared to the cost of reconstruction Distress is noted on from 11 % to 15% of the length. Again the required maintenance effort may be above average but not necessarily uneconomical when compared to the cost of reconstruction Distress is noted on from 16% to 20% of the length and the required maintenance effort is high. Distress is noted on more than 20% of the length of the section and the required maintenance effort is excessive. Rating 14 - 12 15 11 - 8 7 - 1 20 - 19 Point 2 4 Page 2 REPORT TO COUNTY COUNCIL FROM: CLAYTON WATTERS, MANAGER ENGINEERING SERVICES DATE: JANUARY 12,1999 SUBJECT: ROAD APPRAISALS R1 Top course of asphalt surface. R2 Base course and a top course of asphalt surface. PR2 Pulverize base course and top course of asphalt surface. BS Gravel and top course of asphalt. REC Reconstruction. The rating of 15.9 would rate the average road as needing R1 (top coarse of asphalt) Recommendation For your information. RESPECTFULL Y SUBMITTED APPROVED FOR SUBMISSION itJi! ---.. M CDONALD CHIEF ADMINISTRATIVE OFFICER 5 REPORT TO COUNTY COUNCIL FROM: CLAYTON WATTERS, MANAGER ENGINEERING SERVICES ) 1999 SUBJECT: LEASE OF R. PAUL MURRAY (TRANSAMERICA LIFE JANUARY 5 DATE Introduction 1999 Murray currently leases Room #236 and the lease expires January 31 Pau Discussion/ Conclusion Mr. Murray wishes to relocate in the Administration Building to a new office for various reasons. Mr. Murray would relocate to Room #225 which would be divided into two. Mr. Murray has agreed to split costs 50/50 for the construction of the dividing wall (total estimate $856.00). The new room size will be 240 square feet and the rental rate will be set at $14.00 per square foot. The lease will run for a period of two years Recommendation That the Warden and Administrator/Clerk be authorized and directed to sign a Lease Agreement with Paul Murray for Room #225 in the County Administration Building for a two year period at the rate of $14.00 per square foot. APPROVED FOR SUBMISSION MARK MCDONALD COUNTY ADMINISTRATOR/CLERK 6 RESPECTFULL Y SUBMITTED {fNJþ,1,¡~ CLAYTON D. WATTERS, MANAGER ENGINEERING SERVICES REPORT TO COUNTY COUNCIL Louise M. Eastbury, County Human Resources Department January 11, 1999 OMERS PENSION FUND SURPLUS MANAGEMENT FROM: DATE: SUBJECT: ACTION INTRODUCTIONIBACKGROUND Over the past few months OMHRA (Ontario Municipal Human Resources Association) has been represented at OMERS' focus group meetings to discuss the disbursement of the pension fund's surplus. Initially the OMERS Board suggested a longer contribution holiday, with few improvements to the plan and no early retirement initiatives. It was the consensus of all who attended the focus group meetings that this was not satisfactory and the OMERS Board was asked to re-think its proposals. The last meeting on November 19, 1998, produced the attached set of proposals that are now currently before Minister Leach. DISCUSSION The OMHRA Board believes that the proposed initiatives will have a greater chance of being approved, if each member municipality takes the information to their council for endorsement, and subsequently send a letter to Minister Leach. CONCLUSION The proposals are fair, with a balance of benefits that allows all stakeholders a share in the divestment of the pension fund's surplus. The early retirement options also give local government a degree of flexibility during this continued period of restructuring. RECOMMENDATION THAT the governing body ofthe County of Elgin supports the OMERS Board initiatives which are being recommended, and that the County further advise the Minister of Municipal Affairs and Housing, AI Leach, of this endorsement. Chief Administrative Officer 7 I-Jan-99 prepared LME report #43 two parts: . a 700/0 guaranteed increase; and . a 30% "ad hoc" increase if there was sufficient surplus, and rhe Ontario Government approved the increase. The maximum guaranteed inflation increase in anyone year is 6%. If the rise in the CPI is greater than 6%, the excess will be carried forward until it can be applied. For members who have a disability waiver of premium bene- fit, the inflation increase can't be greater than the rise in the Average Industrial Wage (AIW). Permanent plan changes 100% guaranteed indexation The Board is proposing that OMERS guaranteed infla- tion protection increase from 70% to 100% of the Con- sumer Price Index (CPI), beginning Januaty 1,1999. Previously, the OMERS indexing increases consisted of Important! The 21/2% early retirement penalty that is now in effect will continue to December 31, 2002. The early retire- ment penalty will be applied to the pensions of retiring members for each year they fall short of the closest of: normal retirement age; 30 years of service; or the 80 or 75 Factors up to December 31, 2001 (the 85 and 80 Factors from January 1, 2002 up to December 31,2002). Begin- ningJanuary 1, 2003, the 21/2% penalty will return to the normal 5%. Retire up to 15 years before your NRA OMERS members will be able to retire when they are within 15 years of their normal retirement age (NRA) - age 50 for NRA 65 members, and age 45 for NRA 60 members. Beginning January 1, 2002, this will return to normal- members will once again have to be within 10 years of their NRA to retire early. Ius lV1ana~ement Beginning January 1, 2002, rhe 80 Factor will go up to 85 (for NRA 65 members), and the 75 Factor will go up to 80 (for NRA 60 memhers). On January 1, 2003, the early retirement factors will return to their normal levels: a 90 Factor for NRA 65 members, and an 85 Fac- tor for NRA 60 members. 80 Factor (for NRA 65 members), and the current 80 Factor will change to a 75 Factor (for NRA 60 mem- bers). To take advantage of this provision, members must be within 15 years of their normal retirement age (see below)} and must take an early retirement pension on or after January 1, 1999 and on or before December 31 2001. 8 p Improved early retirement provisions until the end of 2001 If approved, the following changes will be available to all members who take an early retirement pension on Of after January 1,1999 and on or before December 31, 2001. be 80/75 early retirement factors The current early retirement "85 Factor" (your age plus your eligible and credited service) will change to an Temporary plan changes Contribution holiday until the end of 2001 The contribution holiday, which was supposed to end with the pay period that includes July 31, 1999. has been extended to December 31, 2001. Until then, member and employer contribution rates will remain at 0% (as long as there is sufficient plan surplus). In 2002. we will begin to raise contribution rates gradually, by equal amounts. By 2005, the rates will have returned to normal: . For normal retirement age (NRA) 65 members: _ 6% of contributory earnings up to the Year's Maxi- mum Pensionable Earnings (YMPE); and _ 7.5% on contributory earnings above the YMPE. . For normal retirement age (NRA) 60 members: 7% of contributory earnings up to the YMPE; and 8.5% on contributory earnings above the YMPE. Planned, but not guaranteed! This contribution holiday is not guaranteèd. There wi a review of the OMERS plan surplus each year to deter- mine whether the contribution holiday can continue. As part of irs ongoing financial management of the OMERS pension plan, the OMERS Board has devel- oped a number of proposals in response to the growth of the plan surplus. These proposals are in addition to the Board's previously announced 5-Year Initiative, and the one-year contribution holiday that began in August 1998 The Board has developed these proposals after exten- sive analysis, and discussions with member and employer representatives. The proposals include an extended contribution holi- day and significant benefit improvements which apply to all members (active, deferred, disabled, special active, and retired) unless othetwise noted. r Su 998 Novembe If approved, the amount of offset applied to all current and future pensions will drop from 0.7% to 0.675%, effective January 1, 1999. The CPP offset (with the new, five-year average YMPE) will be: If approved, this Board ptoposal will guarantee that OMERS pensions have full inflation protection from now on. As a result, OMERS members will enjoy the greater security of fully inflation-protected retirement bendÌts. --. The lesser of: 5~\'ear or Your ;lVer:1ge YMPE pensionable earning: .~~---- t Your credited , . I servIce X I earned on or after L!.:..nuary l~ x 0.675% Up to 100% mrvivor benefits (with children) The Board is proposing to change the maximum amount of pension a surviving spouse with eligible children can receive from 75% to 100% of the deceased member's lifetime pen- sion, beginning January 1,1999. In January 1998, we increased survivor pensions from 60% to 662/3% of the deceased member's lifetime pension, but the maximum for a surviving spouse with children remained at 75%. (The spouse would receive an additional 81/3% for one or more children.) With this change, a surviving spouse will receive an addi- tionallO% for each eligible child, up to a combined maxi- mum of 100% of the member's lifetime pension. member's lifetlme pension. increases the Lowering the offset Oi\1ERS CtZllltdtt Pension Plan (CPP) offiet clJtlJlges The OMERS Board has proposed two changes to our OMERS CPP offset calculation - to reflect changes made to the CPr, and to improve members' pensions. The OMERS CPP offset is rhe 0.7% reduction (per year of credited ser- vice) we apply to OMERS pensions when members reach age 65, or when they begin to receive a CPP disability pen- sion. We also apply the OMERS CPP offset when we calcu- late a widow's, widower's, or children's pension. % of deceased member's lifetime pension 662/3% 762/3% 862/3% 962/3% 00% = 662/3% + 10% 662/3% + 20% 662/3% + 30% 662/3% + 33 '/3% Conp·ibutions for more than 35 years" j'ervice refunded The OMERS Boatd ptoposes that we refund the contribu- tions made by members after they had reached 35 years of credited service - the ma..ximum amount of credited service under the OMERS plan. Before January 1,1992, members had to continue mak- ing contributions when they passed 35 years of credited ser- vice - even though they would not earn additional service for having made these contributions. This plan change will repay member contributions that, today, would not be required. Three- to five-year average YMPE The Board is proposing to change the OMERS CPP offset calculation to a five-year average of the Year's Maxímum Pensionable Earnings (YMPE), up from a three-year aver- age. This reflects a change to the CPr, and may increase a member's OMERS liferime pension to help compensate for the reduction in the amount of pension the member will receive from the CPP. When we calculate the offset now, we use the lesser of a three-year average YMPE - the average of rhe YMPE for the year of retirement and the two preceding years - or the member's pensionable earnings (the average of the member's highest five years of contributOlY earnings). Beginning January I, 1999, the Board proposes to use a five-year average - an average of the YMPE for the year of retirement and the four preceding years. If approved, all CPP offsets we apply to pensions from January 1, 1999 on will be based on the lesser of the five-year average YMPE or the member's pensionable earnings. FortheJanuary 1,1998 through December 31,1998 period, the OMERS Board proposes to use a four-year aver- age. This matches the gradual change to the CPP. Surviving spouse no children + one child + two children + three children + four children Important These changes will affect anyone who has not yet retired or has not yet had the CPP offset applied to his or her pen- sion. However, the changes will not affect anyone whose pensionable earnings are less than the four- or five-year YMPE. Working together OMERS has a 35-year histoty of prudent management. The OMERS plan has always been fully funded and man- aged in a cost-effective manner. The Board's plan surplus management proposals follow in this tradition. They are affordable to the plan, contain no material future costs, are endorsed by the plan actuaty, and were developed after extensive consultation with OMERS stakeholders. average Less pension offset The OMERS CPP offset is lesser of: or The now: I Your credited servIce earned on or after 966 Your pensionable earnings 3~year average YMPE x January ~ x 0.7% eo, OntMloon locvcl, plan prov fo 50urCe 09 he govern 9 " and Regu QMERS Ac he ,to '"' o m ofo Wh I" OI.pO"lbl REPORT TO COUNTY COUNCIL Department Louise M. Eastbury, County Human Resources January 13, 1999 SAVINGS REALIZED BY THE REDUCED E.I. FROM: DATE: SUBJECT: INITIATIVE INTRODUCTION/BACKGROUND The Premium Reduction Program allows employers to pay EI premiums at a reduced rate if their employees are covered by a short-term disability plan that meets certain requirements set by Human Resources Development Canada (HRDC). The EI Program provides special EI benefits to persons who are not working because of illness or injury. When employers make similar income protection coverage available to their employees, the latter may not have to collect from EI, or may collect for a shorter time. Since this reduces the demands made on the EI system, the government has set up the program to return the savings to both the employers and the employees. DISCUSSION An employer who is granted a premium reduction remits at a rate that is less than the standard rate of 1.4 times the employee EI premium. To participate in the program, the employer must register by submitting an initial application with a copy of their short-term disability plan. The entitlement to the reduction must be renewed every year by completing a yearly application. CONCLUSION In 1998, the County saved $13,116.93 through the program and has just received approval again for 1999. The practice of applying for reduced EI was initiated in 1989, with the establishment ofthe Personnel Department. Over the last ten years the County has realized more than $100,000.00 in savings. This data is being provided "for your information" and as an offer to share and assist any of the local municipalities, if they wish to participate in the program. 10 I-Jao-99 prepared LME report #44 REPORT TO COUNTY COUNCIL From: Assistant to the Director of Human Resources Date: February 8, 1999 Re On-Going Project Results Introduction To bring the governing body of the County of Elgin current, this report will attempt to communicate results of on-going Human Resources projects the Assistant to the Director of Human Resources has been involved in since joining the County in June of 1998. Discussion The following paragraphs outline the various project areas that have been successfully completed for the Human Resources department. Recruitment During 1998, the Assistant to the Director of Human Resources placed 89 successful candidates into positions with the County. A new recruitment procedure was also implemented utilizing behavioural based interview processes and forms (attached). This process has streamlined the recruitment function and allowed each department to buy into the process by contributing suggestions to the end result of cutting costs. Job Evaluation Svstem To date, assistance has been provided to the Job Evaluation Committee in successfully evaluating 40 non-union positions and this effort has allowed the department to communicate results to Management and Council by early 1999, Through the efficient completion of this process up-to-date position descriptions are being established for all positions currently. Also, the evaluation process is now complete, Since early 1992, the County of Elgin has been subject to a number of restructuring, downsizing and other legislative mandates such as Pay Equity, etc. which have resulted in changes to job assignments of existing administrative staff. In response to these mandates this position has implemented the following Job Description format. The format (attached) provides many options to the County such as: effective use of the existing salary administration questionnaire layout; an opportunity to align the job description format with the existing job evaluation system to show how each position measures skill, effort, responsibility and working conditions; to thoroughly outline and delineate each position in a new format; and to utilize a format in conjunction with the Performance Appraisal system directing the use of goals at each annual evaluation period, 11 '''' Report to County Council February 8,1999 Page 2 Currently, the Assistant to the Director of Human Resources is coordinating the County's Performance Appraisal System and identifying training needs through this process, As a result, suggestions to implement applicable in-services and educational opportunities in conjunction with other County departments and local post-secondary institutions have been advanced, For example, upgraded testing procedures are being developed for RN, RPN, and HCA positions to identify areas staff would like to develop or need rerreshers in and a need for various computer programs has emerged and Human Resources will be working with the Network Support Person to offer various internet and microsoft office courses for staff, Perrormance A Human Resource Inrormation Svstem In addition to the above projects, this role has assisted the Director of Human Resources in beginning the immense task of looking at Human Resource Information Systems. The following systems have been short-listed and scheduled for demonstrations as follows Friday, November 13, 1998 Wednesday, January 13, 1999 Thursday, January 14, 1999 InfoHR (HR Systems Strategies Inc.) Abra HR (a subsidiary of Best Software Inc.) SuperHR (Human Resources Technologies Inc,) Once a final selection is made, the Human Resource Information System selected will be a fully integrated system providing a wide range of Human Resources functionality. As a result of either choice the Human Resources Department will embrace the County's strategic vision and will be fully Year 2000 Compliant. Conclusion This report is respectfully submitted and provides Council with a summary of the tasks and responsibilities assumed by the Assistant to the Director of Human Resources since accepting this position in June of 1998. ,/ Mark McDonald Chief Administrative Officer 12 JGM/HJU/MM:lv Position Description Effective Date: THE COUNTY OF ELGIN Human Resources Department 450 Sunset Drive, S1. Thomas, ON N5R 5Vl LAST REVISED Initials: Date: Initials' Date: POSITION DESCRIPTION For Use of Human Resources: This Position Covers: existing position a new position a revised position can C C Status Incumbent and/or Numher of Persons HoldinJLThis Position Delmrtment Full-Time Part-Time Casual c c c Incumbent( s): Position Title SummarY of Position: Title(s) ofImmediate S~rvisor(s): 1. 2. 3. Sunervision For): Overall Positions Supervised {Provides 4. 13 Position Prere,uuisites: 1 2 3 4 5. Position Description Page 2 6. KEY FUNCTIONS (Please Number in Order of Priority): 0/0 ADMINISTRATIVE RESPONSIBILITY: 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 FINANCIAL RESPONSIBILITY: .. .. .. - . . 14 Position Description Page 3 6. KEY FUNCTIONS (Please Number in Order of Priority): 0/0 INFORMATIONIMATERIAL RESOURCES RESPONSIBILITY: 7. PHYSICAL/SENSORY (SKILL & EFFORT) REOUlRED: 8. PROBLEM SOLVING/JUDGMENT: 9. CONTACTS: 10. WORKING CONDITIONS/ENVIRONMENT: Date Date -- Date 15 Date . Signature of Employee Signature of Supervisor Signature of Department Head Signature of Director of Human Resources COUNTY OF ELGIN Human Resources Department Recruitment Procedure 1999 Revised January Procedure Note: "Department Head" is used per Article 3.10 of the Human Resources Policv Manual. If the vacancv is for an Administrator/Department Head/Mana!!er position. the Director of Human Resources will perform the functions of the Assistant to the Director of Human Resources mentioned below in the followin!! steps. Internal Head/Manager or designate completes Section A form, obtains appropriate signatures, and When a vacancy occurs, the Department of the HTT (Hire/Transfer/Termination) forwards the original copy to Human Resources. I Upon receipt ofthe HIT, the Clerk- Typist enters pertinent infonnation throughout the recruiting process iuto the Database file until completion of the recruiting process. Instructions to enter this infonnation are found in the Clerk-Typist's How To Manual (which is being established). Then the Clerk-Typist assembles the posting file including the job posting, the signed HIT, all internal/externa: applications/resumes and forwards to the Assistant to the Director of Human Resources. Initial job posting files will remain with the Clerk-Typist until the signed HIT is received. These will be kept in a slot similar to the mail slots utilized by Human Resources currently. Note: The Assistant to the Director of H.R. and the Department Head or designate establish the selection criteria based on qualifications, and determine the recruitment source. 2. and a In the Human Resources department, there is a manual with Nursing, Non-Union, SEIU, and CUPE position descriptions, qualification infonnation if developed, questions previously used, and testing previously used, if applicable. The first step is to review this infonnation and update as required. Postings and advertisements are reviewed with the Department Head or designate prior to posting, copy is sent to the department. Applicable contact persons per area are: Deb Rogers (Director of Nursing, Resident Care) Erica Lang (Food Services Supervisor) Archie Clarkson (Supervisor - Housekeeping, Maintenance) Wayne Gray (Building Services Supervisor - Elgin County Homes) Marilyn Fleck (Director of Homes and Senior Services) Terrace Lodge Pat Vandevenne (Director of Nursing, Elgin County Homes) Ella Kyle (Food Services Supervisor) Archie Clarkson (Supervisor - Housekeeping, Maintenance) Wayne Gray (Building Services Supervisor - Elgin County Homes) Marilyn Fleck (Director of Homes and Senior Services) Elgin Manor 1 Donna Lecourtois (Director of Nursing, Resident Care) Janith McMillan (Food Services Supervisor) Archie Clarkson (Supervisor - Housekeeping, Maintenance) Wayne Gray (Building Services Supervisor - Elgin County Homes) Marilyn Fleck (Director of Homes and Senior Services) 16 ~ Bobier Villa COUNTY OF ELGIN Human Resources Department Recruitment Procedure Revised January 1999 HeadJManager Harley Underhill/Jody Merritt and Department Non-Union Library Services) (Manager, Cathy Bishop CUPE/Library Internal Postin The fQllowing vacancies must be posted internally for 7 days (unless specifically noted): · ONA FT and PT · CUPE FT and PT (10 days) · SEIU FT and PT · Non-Union FT and PT (5 days) Vacancies that occur in the different bargaining units of the County that are not filled through this initial job posting procedure as stated above shall be then advertised by the Human Resources Department in all departments in conjunction with or where possible prior to being advertised outside (for a period of7 days). Internal candidates for ON A, SEIU, CUPE and NON-UNION positions must be considered and ruled out before going to outside sources. (per Article 3.20 of the Human Resources Policy Manual). Note: All internal applicants must come to Human Resonrces to fill out an internal application form for the posting they are interested in. These are then retained in the file nntil the posting has closed. 3 Only internal applications faxed or received directly to Human Resources by the indicated posting closing dates will be acknowledged. Internal applications are available through the business offices of the Elgin County Homes and directly in the County Human Resources Note: Department. The Assistant to the Director of H.R. then reviews all internal applications and determines the successfnl candidate per the provisions of the collective agreements. If the Department Head/Manager wishes they may review all internal applications prior to the successful candidate selection. 4. If the postings do not generate a sufficient number of suitable applications then Human Resources shall commence recruiting through the following external sources 5. Applications On File These are reviewed to determine if there appear to be enough qualified candidates to choose from. If so, no other sources need to be explored. The County only retains HCA, RPN and RN resumes which are found with the Clerk-Typist for a period of 6 months. All other positions are not retained and receive a letter stating such as they come in. 2 17 a) COUNTY OF ELGIN Human Resources Department Recruitment Procedure Revised January 1999 Newspaper Advertising Non-Union positions may be advertised at the same time as the internal posting if the likelihood of finding someone qualified internally is limited or questionable. Ads are normally placed with the St. Thomas Times Journal or the London Free Press or as requested by the Department Head/Manager involved in the recruiting. (Thurs,Noon for Times Journal; Wednesday 12:00 Noon for London Free Press Saturday Edition) for new ads. Ads are laid out in a standard format - we only need to fax the text to these papers with the logo. They will fax back a proof of the ad and the cost. A copy of the ad is retained in the advertisement file of the Assistant to the Director of Human Resources. b) Local Counties/Municipalities If the Department Head has contacts from other counties/municipalities, they may choose to call them to see ¡fthey have anyone who may be interested in our vacancy. We could send a posting directly to them, or send it to the Human Resource department asking them to post it where interested candidates may see it, This will be faxed on letterhead by the Human Resources Department. c) Educational Institutions Postings may be sent to colleges/universities where required students are likely to graduate from (Fanshawe, Westem, Humber, etc.). Some have job placement services for new and previous grads. Format for the posting5 is the same as those for other counties/municipalities. d) Professional Associations (Ontario Municipal Human Resources Association) The Human Resources e) Many professional associations have job placement services for their members. Department will have information about these groups Canada Employment Centre Less specialized vacancies can be posted with the Canada Employment Centre (631-5470), They will advise what information they require, and will post it in surrounding Canada Employment Centres as well. until we ask them to take it down. t) The Assistant to the Director ofH. R reviews all applications, and establishes a short list based on the selection criteria and/or the provisions of the collective agreement. If the Department HeadlManager wishes they may review short-listed candidates prior to recruitment. 6. The Assistant to the Director of Human Resources and the Department Head or designate determine the interviewing process and timing, and develop job related questions based on the selection criteria and qualifications. 3 18 . 7. COUNTY OF ELGIN Human Resources Department Recruitment Procedure Revised January 1999 Note: Interviews shall be conducted by a panel of two interviewers (the Department Head and the Assistant to the Director of Hnman Resources) Sample questions are found with the Assistant to the Director of Human Resources, They may be further broken down by department and unit, Previous interviews, from which to choose appropriate questions, or new questions may be developed. Questions are put into the qualification format by selecting a position which closely relates to the one being filled, saving it under a new name, and changing the qualifications, questions and listen for as appropriate. HR makes copies of the questions for all interviewers. testing. Various clerical tests (i.e. medical terminology, typing, dictatyping, Lotus, etc.) are found with the Assistant to the Director of Human Resources. Testing should reflect actual requirements for the Hnman Resources arranges interviews, and conducts necessary 8. position as closely as possible. is complete, Human Resources conducts reference checks. Reference forms are located with the Assistant to the Director of Human Resources in the Human Resources department. A copy ofthe signed application form must be sent along with the request, authorizing the release of information. Once the interview process 9. Note: Should a Department Head or designate receive a request directly to provide a reference; this request should be directed to the Director of Human Resources. Assistant to the Director of H. R. discusses references received with the Department Information received in a reference is confidential, and is not to be If clarification of information is required from the identity of the source is not disclosed. The Head or designate. shared with the candidate/employee. candidate, it will be done in such a way that the 10. Upon satisfactory reference checks, the following steps will be followed in establishing appointments. The applicant's file is forwarded to the following individuals at each stage: 11 4 Appointments for the employee's pre-employment medical will be arranged with Drs. Sharon or Brian Hertwig, the medical appointment form, lab requisition and copies will be filled out by the Health & Safety Coordinator and the verbal offer <:hecklist is completed accordingly. A health & safety orientation appointment is also confirmed with the Healtb & Safety Coordinator and the verbal offer checklist is completed accordingly. A payroll orientation appointment is confirmed with the Payroll Coordinator and the verbal offer checklist is completed accordingly. A benefits orientation appointment is confirmed if applicable with the Benefits Coordinator and the verbal offer checklist is completed accordingly. 19 · · · · ) COUNTY OF ELGIN Human Resources Department Recruitment Procedure Revised January 1999 A departmental (i.e. nnrsing, etc.) orientation time will be confirmed with the Department Head by the Clerk-Typist to allow for a starting time to be established prior to the verbal offer being extended to the snccessful candidate and the verbal offer checklist is completed accordingly. . The Pre-Employment Medical step must be completed in full (including a written doctor's letter in the file prior to filling the vacancy) unless there has been mutual agreement otherwise (i.e. in examples where there is a dire need for the successful candidate - ONLY). The Department Head/Manager and Human Resources should plan accordingly to allow enough time to recruit and complete the pre-employment medical step accordingly. (a) Note: All departmental orientation dates above should be determined and communicated to the Human Resources Department in advance of the initial posting going up. (b) The following shall be practice for establishing start dates (i.e. for new employees; internal transfers from part-time to full-time or full-time to part-time; departmental transfers and external hires). (c) orientation must be completed before starting New Employees - Anytime, but payrol (i.e. ID badge for swiping purposes). (i.e, nursing to (a Thursday). Part-Time to Full-Time - first day of a pay period ( a Thursday) housekeeping or home to home). first day of a pay period Full-Time to Part-Time - be a Monday. The Assistant to the Director of It.R. confirms relevant data from the Verbal Offer Checklist, then makes a verbal offer of employment to the successful candidate selected and uotifies the Department Head or designate when the offer has been accepted. first day wi Hires External 12 Head or designate HTT and forwards to the Department The Clerk-Typist completes the for signature. 13 At this point, the Assistant to the Director of H.R. gives the completed file to the Clerk-Typist. This includes: HTT, application form/resume of successful candidate, Verbal Offer Checklist, and application fonns/resumes of candidates interviewed with note asking to send letter thanking for interview, application forms/resumes of all other applications with appropriate instructions (file, send letter acknowledging withdrawal of application, etc.) 5 the Director Assistant to the with 20 , be kept ....-..- wi .~ All important notes pertaining to the recruitment process of Human Resources COUNTY OF ELGIN Human Resources Department Recruitment Procedure Revised January 1999 The Assistant to the Director of H.R. sends the new employee a letter confirming employment (including an Acceptance of Terms/Conditions at the bottom of each letter), and notifies unsuccessful external/internal candidates who were interviewed, of the final letter. 14. letters Offer, printed Re';ruitment Progress Report, the successful applicant notice and the doctors outcome by regret The Clerk-Typist assembles the printed Verbal confirming employment as mentioned above, confirmation notice. signed by the Assistant to the Director of Human Resources. At the discretion of Human Resources or the Department Head exit interviews will be conducted and information obtained will be shared with appropriate parties. Information received during exit interviews is confidential, and is only to be shared with the appropriate Letters are then 15. 6 21 .... ... ......-"1" .. parties. INSTRUCTIONS ON REVERSE HIRE I TRANSFER I TERMINATION (HTT) REQUEST Change of Employment Status, Position, Department, Salary It ;,¡-<':._," Termination) H.R. cAsUiiL I ,Authorization _ IFfT _PT_ OTHER - ROUTING:, Dept, POSITIOÑ I NEW/REPLACEMENT,EMPLOYEE, ,," DEPT.I UNIT . SECTION A NUMBER / / TO / / r FROM rEPLACEMENTINEW POSITION JUSTIFICATION DEPT.HEAD/MANAGER OR DESIG' T ' I IÑCUMBENT UAII::.J I NAME OF PREVIOUS ITMENT ADMINISTRATOR/CLERK PERSONNEL ADMINISTRATOR OR DESIGNATE NATE SIGNATURE DATE -------..-------- ----------- SECTION ,B ,.EMPLOYEE DATA LAS I NAME ! ! . I I CASUAL I ! ! I NTERVIEWDA TE: SIN I I I FfT == I - - ----------- ·J'~~-I·~~;-~ H.R, - CASUAL . PT OTHER H.R. " PAYROLL - --, -- FfT _ PT - POSITION , ' ROUTING: Dept DEPT.lUNIT SECTIONC, PAYROLL DATA CHANGE TO: EFFECTIVE DATE - - I I - - I I - - I I - - I I - - I I OTHER _ SALARY per hour UNION LABOUR CLASS DEPT CODE POSITION # 1 2 3 4 5 - ,PAYROLL ',' H.R. -lR'ESIGNATION LETTER ATTACHED _ yes A:R. ROUTING:, Dept. ILASíDAYWORiŒõ' . I I seCTION'O"TeRMIIIIÄTION EFFECTIVE DATE: I 31 MOVING (Please provide forwarding address below) DISCHARGED - - _ RETIREMENT _ RESIGNATION - ASST. TO THE PERSONNELADMINJSTRATOR - I AUTHORIZATION REASON FOR LEAVING _ LAID OFF _ RETURN TO SCHOOL _ OTHER (Explain)_ SECTION,E·,GOMMENTS, SECTION F DEPT.HEADIMANAGER {SUPERVISOR . SIGNATURE PHONE: TIME:,. h TIME: .. - DOB: DIV_ WID_ SEP_ C/L_ TIME> 'Bor'S c" H&S:. ;'; 'I"' PAYROLL: / BENEFITS: / - ·MAR_ I ADDRESS: IMARITALSTATUS:CSGL MEDICALDATEf":),/ I DATE HUMAN "SOURCES ONLY / V ACHONLLIRECRUITIHTTXLS 22 TIME: / ORIENTATIONS: N/D/H&UM/A: 998 August I TRANSFER I TERMINATION (HTT) REQUEST Instructions for Completion HIRE recruitment Department completes this section when making a request to begin the process. Note: · "Replacement/New Position Justification" refers to the reason the vacancy exists or was created, if new; e.g., retirement, etc. Approval is required from the Department Head that the Supervisor reports to. SECTION A · this section in all cases. Complete Note: · This SECTION B employee information Complete this section only when there is a change to payroll data (e.g. position, department, status, salary). Note: refers to current SECTION C title; e.9.. RN or Registered Nurse. 018 019 020 021 025 Library - Branches Treasury Museum Bobier Retirees Clerk 012 Land Division Sec. 013 Maintenance 014 Social Services 015 PersDnnel 016 Library - Main 017 SCP Summer Career Placement CAP Community Access Program Retired Seep Student Contract RET SEEP CON 05 06 07 Non-Union Councillors Land Division Department Codes Engineering 001 T/L 002 Council 004 Land DivisiDn Com 005 Civic Addressin9 008 ElM 011 Labour Class Codes PT Part-time FT Full-time CAS Casual Union Codes CUPE 01 SEIU 02 ONA 03 to position = position nformation is to be specific · · · · Complete this section wh~n an employee is term mated. Note: · Reasons such as death SECTION D nother' Complete this section to clarify or provide further explanation for any of the above information. - check SECTION E c.~ nformation set out in sections B,C,D and E. 23 Sign here to verify SECTION F ~TA}(.~ I INTERNAL APPLICATION FOR VACANCY I Application for job posting # in the Department at (Home) I YOUR NAME: I I ADDRESS: I POSTAL CODE: !TELEPHONE #: ( ) - CAS 0 FT 0 PTD Present Position Home Department: (approx,) to questions months the answers years to explain In more detai mav be attached position Length of service In current A resume/coveringletter 1. 2 or 3, (YY/MM/DD) V ACHONLLIRECRUITIINTERNALDOC (briefly) (briefly) / this position / 998 (briefly) would qualify you for this position? Describe your experience and qualification In Applicant August relation to Date 24 this vacancy Interest you? that What skills do you have Signature Why does (1 ) (2) (3) NTERNAL APPLICATION FOR VACANCY To be completed by Human Resources APPLICANT'S NAME: VACHONLLIRECRUITIINTERNAL. DOC 998 AU9ust 25 SENIORITY DATE TOTAL NUMBER OF HOURS WORKED: COMMENTS: REFERENCE #1 REFERENCE #2 REFERENCE #3 NAME: NAME: NAME: TITLE: TITLE: TITLE: QUESTIONS ORGANIZATION: . ORGANIZATION: ORGANIZATION: PHONE #: PHONE #: PHONE #: DATE: DATE: DATE: In what capacity have you known this person, and for how long? Dates of employment? Status? Avg. hrs? Reason for leaving? Describe his/her duties & responsibilities How did this person's work compare with other people doing similar work? Describe his/her skill level in regards to: 1. Technical/clinical competency (specify) 2. Customer Service 3. Communication . Organizational 5. Teamwork Other: . What were his/her strengths? What wr~ his/her weaknessess? ugust I VACHONLlIRECRUI1\FEFEf,.....:EX p Candidate's Name Position Applied For: REFERENCE FORM ~ en. "= In what areas could you see room for improvement? How was this person viewed by other staff members? Describe his/her attitude in general towards the organization, mgmt., peers, etc. How does this person adjust to change? ilVhat type of supervision did this person respond best to? How much supervision was required? How would you rate himlher as a supervisor and why? Describe this person's attendance pattern Nould you rehire him/her? Why or why not? dditional comments: '"n,," 'OOR . . "''''''''''''' ~ -.] VERBAL OFFER CHECKLIST Name of Candidate SIN: Date of Birth: - Marital Status: - Position: Department _ Status: PTD FT D CASD COND Start Date: - Start Time: - Reporting To: Location: - - Pre-employment Medical Date: _ Time Health & Safety Orientation Date: _ Time: Payroll Orientation Date: Time: Starting Salary: Uniform Allowance: In Lieu of Benefits (if applicable): _ % Vacation Entitlement (if applicable): Sick Day Entitlement (if applicable) Benefits Orientation Date Time: Benefits Entitlement: Pension Entitlement Offer Made By: v ACHONLL IRECRUITIVERBALDOC INFORMATION TO BE REVIEWED WITH APPLICANTS FULL-TIME ADJUVANT CHECKLIST stretching, pulling DEPT. SUPERVISOR: Description of Department Job Description Physical Ability: abie to perform lifting, bending Hours/Availability · · · · Normai work day consists of (8) hours with (30) loss of pay. Employees may be required to work up to and including (7) consecutive days. Employees shal receive (2) consecutive days off except in departments, where by mutual agreement, posted work schedules provide otherwise. Except where possibie to schedule straight weekends off, or every other weekend off, an employee shall be scheduled to have every third weekend off. Schedules are posted one week in advance covering a (6) week period and schedules remain posted for the duration of the schedule. There will be no changes without the consent of the Employer and the employees who may be affected by any changes in a posted schedule. The employees regular days off apply only to the (6) week schedules and are in no way considered permanent days off. Elgin County Homes does not guarantee to provide work for any employee for regularly assigned hours/or any other hours. There shall be a minimum of (16) hours off between the end of a shift and the start of the next shift of work, unless mutual agreement otherwise. Available for all shifts. a lunch without for minutes between each shift Available for all shIfts Notice time required Available on short notice Available for extended shifts Date availab/e to start Orientation Probation: Internal: a trial period not exceeding forty-five (45) days External: shall be sixty (60) calendar days of service · · · · EXPECTATIONS Adhere to Homes policies. procedures, and values; work within the guidelines of the job description meet the standards of the Adjuvant Department. Dependable attendance and performance. Discuss concerns with immediate supervisor. Dress neat, professional and in a safe manner. · · · · HUMAN RESOURCES: Salary: · Internal: same · External: start at the beginning of the grid ($14.62/hr) · Benefits: As per Article 25 of the Collective Agreement VacatIon: · less than 1 year of service = 2 weeks vacation in the following vacation year calculated at 4% of wages received in the twelve month period prior to December 31st, 1 year = 2 weeks vacation in the following year at 4%.3 years = 3 weeks, 8 years = 4 weeks, 14 years = 5 weeks, 21 years = 6 weeks. 29 References Next Step in Process · · County of Elgin Section: 2 Human Resources Policy Manual Subject: Code of Ethics Policy Number: 2.100 Code - A Date Approved: Jan. 23/96 Page 1 of 8 Date Last Revision: The County has undertaken the task of formulating a Code of Ethics ("the Code") in order to both promote professionalism and to ensure that the relationship of trust that exists between staff and the public remains an integral part of local government in Ontario. Since its inception, local government has been understood to be an open, accessible and accountable form of government. The purpose of this Code is to educate municipal employees about standards of ethical conduct as they apply to municipal employees. A code of Ethics embodies the basic principles of honesty, impartiality and common sense and recognizes that a municipal employee has a responsibility to uphold these principles. The proper operation of a municipal government requires that employees be independent, impartial, and responsible to the citizens; that their positions not be used for personal gain and that the public have confidence in the integrity of municipal employees. The Code is intended for municipal employees as a guide to proper conduct. However, it is not intended to be exhaustive or to address every conceivable situation which may arise. Therefore, if you have questions about the application of the Code to a particular situation, please contact the Director of Human Resources of the County of Elgin at (519) 631-1460 ex! 125 for clarification. As well, if you are unsure whether a course of action conflicts with the Code, you should contact the Director of Human Resources for guidance prior to commencing that course of action. You should also contact the Chief Administrative Officer if you believe that your situation warrants special consideration. The Chief Administrative Officer can refer your situation to County Council for consideration. Any variation from the standards of conduct set out in this Code must have prior written authorization from County Counci 30 County of Elgm Section: 2 Human Resources Policy Manual Subject: Code of Ethics Policy Number: 2.100 Code - A Date Approved: Jan. 23196 Page 2 of 8 Date Last Revision: All County employees must comply with the Code. [Delete: Supervisors arel The Human Resources Department is responsible for ensuring that the Code is distributed to all employees. rDelete: under their supervision. includinQ new emplovees as they are hired.l An employee who has reason to believe that a breach of the Code has taken place should report the matter to his or her immediate supervisor or, where necessary, directly to the Chief Administrative Officer. Disciplinary action may be taken against employees who perform their jobs in a manner contrary to this Code. However, this disciplinary action is subject to the normal procedures available for reviewing disciplinary action. For example, an employee covered by a collective agreement may grieve a disciplinary measure taken under this policy. Private Interests All people have interests outside of the workplace. It is important for the integrity of the County that its employees not use their position with the County to further their own personal interests or to act in such a way that the public would perceive the employee to be using his or her position to further a private interest. Generally, no employee should accept employment or engage in a business that: - interferes with the performance of the employee's job with the County; - receives an advantage from the fact that the employee is employed by the County; - is likely to influence or alter the employee's performance of his or her job. In addition, when engaging in any outside employment or business, a County employee should ensure that it is made clear that his or her involvement with the outside employment or business is strictly in a personal capacity, and not on behalf of the county. 31 County of Elgin Section: 2 Human Resources Policy Manual Subject: Code of Ethics Policy Number: 2.100 Code - A Date Approved: Jan. 23/96 Page 3 of 8 Date Last Revision: Gifts, Favours and Services {Delete: It is important that Coun accept ifts. favours or services from an person or oraanization in a position to benefit from the decisions or actions that the emplovee undertakes in the course of doina his or her iob. This can create the unacceptable impression in the public's view that the emplovee is makina a decision. or actina in a certain fashion in order to reward the "aift giver".l [Delete: Specificallv. no emplovee may accept a aift. favour or service from any individual or oraanization in the course of peñormina his or her civic duties other than tokens exchanaed as part of a protocol. Monev or payment in any other form shall not be accepted from any person or oraanization other than the County of Elain for the peñormance of any of the emplovee's job dutiesl A County employee shall not accept a gift, favour or service from any individual or organization in the course of the peñormance of civic duties other than: · normal hospitality among persons doing business; · token exchanges as a part of protocol; · normal presentations made to persons participating in public functions. However, the recipients should not allow themselves to reach a position whereby they might be or might reasonably be deemed by others to have been influenced in making a business decision as a consequence of accepting such hospitality. Employees shall not use the name "Corporation of the County of Elgin" to obtain discounts for privately purchased goods or services and goods and services may not be purchased through any municipal purchasing agency. 32 County of Elgin Section: 2 Human Resources Policy Manual Subject: Code of Ethics Policy Number: 2.100 Code - A Date Approved: Jan. 23/96 Page 4 of 8 Date Last Revision: Employees shall not demand or receive a preferential treatment in the use of municipal facilities or services unless doing so is a requirement of the employee's job duties. County Property County property is owned by the Corporation of the County of Elgin to be used for the benefit of the citizens of Elgin County. Because it is important that employees of the County not use their positions for personal gain or act in a way that the public could perceive the employee to be using his or her position for personal gain, no employee shall use county property for purposes other than as required by the employee's job duties unless otherwise approved by the Department Head. Every employee shall take reasonable precautions to prevent loss, damage or excessive war and tear to County property. County Information Just as it is important that an employee not use County property for personal gain, an employee must also avoid using information gained through his or her employment for personal gain. In addition, some County employees come into possession of confidential or sensitive information in the course of carrying out their duties. This information must not be disclosed except where previously authorized by the employee's Department Head or by County Council. "Information" includes information about systems or procedures for performing any activity performed by the County and includes reports prepared for the use of the County. The release of information 33 County of Elgin Section: 2 Human Resources Policy Manual Subject: Code of Ethics Policy Number: 2.100 Code - A Date Approved: Jan. 23/96 Page 5 of 8 Date Last Revision: about County computer systems requires the prior written approval of the County Treasurer or County Council. Legislation applies to the release of information gathered by municipal employees in the course of their duties, Information must be safeguarded or released as required by this legislation. For further information on how freedom of information and privacy legislation affects County employees, please contact the Chief Administrative Officer at (519) 631-1460 ext 155. Providing information to the media is the responsibility of the Department Head. In larger departments, the Department Head may delegate this responsibility to subordinates. No other County employee should be making statements or granting interviews to the media about the County without prior written authorization from the Department Head. Criminal Code Offenses Certain criminal offenses are of such a nature that committing them will be a breach of the employment relationship and may result in suspension with or without payor in termination. For example, if an accountant employed by the County and entrusted with County funds were to commit fraud and embezzlement, even in a situation unrelated to his or her employment, the accountant's actions could lead the County to the conclusion that the employee could not be trusted to continue in his or her job with the County and appropriate action would be taken. Relatives County employees must not use their employment with the Couhty for the benefit of relatives. n particular, no county employee, without prior written permission from County Council. shall grant any . 34 Coul1ty of Elgin Section 2 HUfl1an Resources Policy Manual Subject: Code of Ethics Policy Number: 2.100 Code - A Date Approved: Jan. 23/96 Page 6 of 8 Date Last Revision: County business or order goods or services of any kind from an immediate relative, or a business In which an immediate relative or relatives owns more than ten percent of the business. (An immediate relative includes a spouse, brother, sister, child or parent). Political Activity County employees may run for and serve in elected offices provided no conflict of interest exists between the elected office and the employee's responsibilities to the County. Of course if the employee intends to continue to be employed with the County during his or her term of office, the employee must ensure that the duties of the elected office, like any other outside activity, do not interfere with the performance of his or her job duties. Employees who require a leave of absence to run for elected office should raise the matter with their Department Head, who will refer the matter to County Council for a decision, taking into account whether a conflict of interest exists or could reasonably be perceived, whether the duties of position is likely to interfere with the performance of the employee's job and staffing requirements during the time period for which leave has been requested. Resolving Conflicts with the Code Conflicts with the Code can be resolved in a variety of ways. Where an outside financial interest is involved, it may be appropriate for the employee to divest himself or herself of the outside financial interest or to place it in a blind trust. In other cases, a transfer to a different department or a leave of absence may be sufficient to resolve a conflict. 35 County of Elgin Section 2 Human Resources Policy Manual Subject: Code of Ethics Policy Number: 2.100 Code - A Date Approved: Jan. 23/96 Page 7 of 8 Date Last Revision: Discipline and Discharge Where an employee acts in a manner contrary to the Code or refuses to comply with a method of resolving a conflict with the Code, disciplinary action may be required. Disciplinary action may include an oral or written warning, a suspension or termination, in accordance with usual disciplinary procedures. Disciplinary measures may be reviewed in the normal fashion, such as by a grievance in the case of disciplinary action taken against an employee covered by a collective agreement. Severability The provisions of this Code shall be severable and if any provision, section or word is determined to be invalid or unlawful. such determination shall not affect or impair any of the remaining provisions sections or words 36 2 Section Code of Ethics Subject: 2.100 Policy Number: Jan. 23/96 Revision Date Approved Date Last County of Elgin Human Resources Policy Manual A Page 8 of 8 Code EMPLOYEE ACKNOWLEDGEMENT read and received have the Code of Ethics for the Corporation of the County of Elgin 37 to me and Date Date Ethics has been explained Signature of Employee Signature of [Delete: Su Director of Human Resources or designate Employee Name (please print) The preceding Code of understood REPORT TO COUNTY COUNCIL Louise M. Eastbury, Records Jauuary 25, 1999 RECORDS MANAGEMENT PROGRAM - After the purchase of the TOMRMS Classification System and the initial training. Co-Ordinator Management FROM: DATE: SUBJECT: INTRODUCTlONIBACKGROUND · In early January 1999, TOMRMS (The Ontario Mnnicipal Records Management System), a system of classification, retention and procedures for Records Management was purchased and the services of Michael O'Shea, Records Management Consultant, were enlisted. · On January 19 and 20, 1999, Mr. O'Shea provided to all the RM (Records Management) Committee members, the initial training for the implementation of the system. · RM members were each supplied with a "procedure" Manual. · Mr. O'Shea is returning on January 27, to personally assist the RM clerks begin the classification and coding. DISCUSSION · The system contains practical and standardized procedures for the classification, retention, and retrieval of documents and the orderly annual purging of obsolete records. The program allows a solid and consistent method of classification that is subiect based. alphanumerically, colour coded and permits changes as we go along. · The manual includes an extremelv valuable, up-to-date (July 1998) Retention Schedule summarizing 360 pieces of Legislated Federal and Provincial (Ontario) Citations with the corresponding Retention and Limitation periods. The index was assembled by Mr. O'Shea's own Company at tremendous time and expense. CONCLUSION · The above Retention Schedule has saved the members a great deal of research time and will enable them to directly proceed with the drafting of a current Retention By-Law. . The Committee is also eager to substantiate the essence of the new classification and coding system. They agree that the best avenue is to produce results - a visual impact in one Department. Since the Clerk's Department has the legislative responsibility for the Retention By-Law and is also a very visible office, it is an excellent place to begin. · The above program will also require small expenditures for supplies such as coding material. RECOMMENDATION THAT County Council support and adopt the attached Policy Statement on Records Management, as we proceed with the projec Chief Administrative Officer !8 - January 26, 1999- repnrt #45 Prepared LME POLICY STATEMENT January 26,1999 management of efficiency in the of records while records RECORDS MANAGEMENT The objective of this policy is to outline provisions for the information within the municipality, ensuring economy and maintenance, retrieval, storage and disposition for the coordination of activities required to offices. COUNTY OF ELGIN creation, providing Purpose support in municipal management services This policy applies to all offices within the Municipality, unless otherwise specified. Scope is to: services that efficiently maintain and Management policy of the County of Elgin provide records keeping systems and retrieve information. The Records i) Policy provide efficient and prompt disposal of records when their administrative, legal, and fiscal value has ceased and all requirements of the Municipality by-laws as they affect public documents have been met while preserving those records of enduring value to the Municipality. ii) provide efficient development and use of micrographic and optical systems where cost effective applications exist. iii) provide records management input into the planning and development of systems designed to enhance information management. iv) standardize the type of equipment and supplies utilized in the maintaining of records within municipal offices and provide for records management the design or redesign of existing or future accommodation of input into municipal offices. v) directives and including forms, prevent the creation of unnecessary records reports. !9 vi) 02/04/1999 POLICY STATEMENT 1999 January 26, RECORDS MANAGEMENT COUNTY OF ELGIN provide for the storage and retrieval of inactive records. vii) provide specific protection to vital and archival records. involved in delivering and using the provide for ongoing training of staff program. viii) ix) municipal the provide for transfer of those records of enduring value to archives. x) Records management is the application of systematic control to recorded information which is required in the operation of the municipal offices. The services provided through the records management program include: i) Definitions - correspondence management, manuals and directives management, - forms management, - reports management, - files management, - records retention scheduling, vital records programming, archival programming, inactive records storage, and micrographics programming. Records are all books, papers, maps, photographs, machine readable materials or other documentary materials, regardless of physical form or characteristics, generated or received by the Municipality in connection with the transaction of public business, and preserved for any period of time by the Municipality as evidence of the organization, functions, policies, decisions, procedures, operations or other activities of this municipal government. 40 2 ii) 02/04/1999 POLICY STATEMENT of no documentary value. Examples of January 26,1999 RECORDS MANAGEMENT Non-record material are records non-record material are: COUNTY OF ELGIN iii) - extra copies kept for reference. - working papers, preliminary drafts and similar materials, summarized and published in other forms. - catalogues, trade journals and other processed or published materials. reproduction material such as carbon copies notes which have been transcribed - stocks of publications, informational material or blank forms. The following principles apply: all records, regardless of physical form or characteristics, are the property of the Municipality and subject to its control. i) Principles such control shall be exercised over the creation, distribution, utilization, retention, storage, retrieval, protection, preservation and final disposition of these records contingent on existing legislation and by-laws. 3 4) ii) 02/04/1999 Contact Increases/Decreases Contract Period Type of Unit Municipality Don Shaban, Manager of HR Apr. 1/99, Clothin9 Allowance Eliminated. 3.25% - Apr. 1/98, 2.2% .0% -Apr. 1/2000 Apr. 1/98 to Mar. 31/2001 Home for Aged Essex County Mac Redmond, Personnel Officer 199 0% - Jan. 1/98, signing bonus of $500.00 pro-rated = 1.5% - Social Contract Days eliminated Jan. 1/99 and 2% rollback reinstated. /98, 2% - Jan. Jan. 2% 198 to Dec. 31/99 1/98 to Dec. 31/99 Jan. Jan. Public Health Inside (Administration and Social Services) Lambton County Doug Spettigue, Human Resources Officer 1/99 1% - July 2/97,1% - Jan, 1/98, 2% - Jan. 1/99, 3% - Jan 1/2000 Some benefit containment .5% Jan. 198, 2% Jan. Jan. 1/98 to Dec. 31/99 197 - June 30/2000 July Uni Outside Health Middlesex County 1% - Jan. 1/98, 1% - July 1/98 2% Jan. 1/99, Change in Dental Recall Jan. 1/98 to Dec. 31/99 Inside 1/98 IJanice Kubiak, Personnel Officer .25% ::. Apr. 25% - Apr. 1/97, 1/97 to Mar. 31/99 Apr. Social Services Oxford County 198, .25% - Jan. 1/97, Jan. .25% 197 to Dec. 31/98 Jan. Board of Health Contact Increases/Decreases Contract Period Type of Unit Municipality Don Shaban, Manager of HR Mac Redmond, Personnel Director 199 Settlement resolved pay equity complaint - RN . $47,051.55 PHN . $48,841,65 Apr. /98, 2.0% Apr. 2.2% 198 to Mar. 31/2000 /98 to Mar, 31/99 Apr. Apr Teamsters - Road Maintenance ONA- Health Uni Essex County Lambton County Mac Redmond, Personnel Officer - Paula Knopf, Chai rate - 1/96, lump to1%- Apr. equal 1/97 Arbitration 1% of RPN sum paymen' Ap" Apr. 1/96 to Mar. 31/98 Long Term Care SEIU $,29 per hr. - Apr. 1/98 (2%), $.22 per hr. -Apr, 1/99 (1.5%) Library and Galley, CEPUI Apr. 1/98 to Mar. 31/2000 Doug Spettigue, Human Resources Officer 2% - Jan. 1/98 - some benefi containment 1/98 Jan. Non-Union Middlesex County 999 Revised: January Current agreement rolled over for 2 years 42 1/97 to Dec. 31/98 Jan. Homes file: VACHONLL\OMHRA\agresum8.xls ONA Municipality Type of Unit Contract Period Increases/Decreases Contact Peterborough Inside/Outside Oct. 1/98 to Oct. 1/2000 2.5% ~ Oct. 1/98,2.0% - Oct. 1/99, Janice Platt, Manager of H.R. County 2.0% - Oct. 1/2000 - some concessions. Municipality Type of Unit Contract Period Increases/Decreases Contact file: VACHONLL\OMHRA\agresum8.xls 1999 Revised: January 4~ TREASURER'S STATEMENT OF REMUNERATION AND EXPENSES 1999 16th Session, February the Warden and Members of the Elgin County Counci remuneration, mileage and expenses paid to each for the period of January 1, 1998 to December 31 To The following is a statement of the Member of the Elgin County Counci 1998 Remuneration and Mileaae Council. Committees and Outside Boards Amount 27,534.20 6,417.00 6,417.00 1,033.60 6,417.00 6,497.00 6,417.00 6,417.00 6,417.00 6,417.00 79,983,80 P J. Name CLUTTERBUCK, W. HABKIRK, B. MCPHAIL, D. J. MEZENBERG, H. J. ROCK, D. STEWART, M. H. VAN KASTEREN, A. VANBRENK,R. WALTERS, B. WILSON, J. R. TOTAL 98-04, By-Law 98-05 and By-Law 98-08 By-Law 44 ALL which is respectfully submitted ~', Teresa M. Deputy Treasurer TREASURER'S STATEMENT OF REMUNERATION_AND EXPENSES 1999 16th Session February 1998 31 the Warden and Members of the Elgin County Counci The following is a statement of the remuneration, mileage and expenses paid to persons appointed to Outside Boards for the period January 1, 1998 to December as authorized by the following By-Laws: To ,588.52 ,237.60 ,772.20 2,051.80 1,384.20 $8,034.32 -Law 98-08 -Law 97-30 and B B LAND DIVISIQN COMMITTEE FORD, A. K, LEBEDZ, T. MENNILL, D. SCHAFER, M. SILCOX, M. ELGIN ST. THOMAS HEALTH UNIT (COUNCIL RESOLUTION JANUARY 13, 1998) (COUNCIL RESOLUTION FEBRUARY 26, 1998 ,856.28 836.88 1,227.00 $3,920.16 TRAVEL 732,28 26,88 231.00 MEETINGS 124,00 810.00 996.00 3+HRS 3 HRS 12 10 13 J. MCPHAIL, D. ROCK, D, WILSON, J. R. THAMES VALLEY DISTRICT HEALTH COUNCIL (COUNCIL RESOLUTION JANUARY 13,1998) (COUNCIL RESOLUTION FEBRUARY 26, 1998) $402,50 $12,356.98 EXPENSES HABKIRK, B. TOTAL Mark G. McDonald Chief Administrative Officer 45 ALL which is respectfully submitted TereS1fM. Babinski Deputy Treasurer 3-F eb-99 FIRST REPORT To the Warden and Members of the Elgin County Council, the following is an itemized statement of the conventions attended and expenses paid to each Member of Eigin County Council, during the calendar year ending December 31, 1998. ,027.00 2,048.00 802.00 1,021.00 2,048.00 TOTAL FOR ÇOUNCILLOR $ 5,892.06 $ - $ $ $ $ $ $ $ 1 6 ACRO 1,036.75 5 OANHSS 9 4 AMO 1,034 2 OGRA 1,519.07 1,027.00 ,027.00 802.00 1 ROMA 2,302.05 .00 .00 .00 ,021 ,021 ,021 1 1 1 1998 CQNVENTIONS COUNCILLOR CLUTTERBUCK, P HABKIRK, R. MCPHAIL, D. J. ROCK, D. M. STEWART, M. H. vanKASTEREN, A. VAN BRENK, R. WALTERS, W. WILSON, J. R. ,027.00 12,838.06 $ 1,036.75 $ $ 1,034,19 $ 5,402.07 $ $ 5,365.05 TOTALS All figures include G.S.T. RURAL ONTARIO MUNICIPAL ASSOCIATION ONTARIO GOOD ROADS ASSOCIATION ASSOCIATION OF MUNICIPALITIES OF ONTARIO ONTARIO ASSOCIATION OF NON PROFIT HOMES & SERVICES FOR SENIORS COUNTY AND REGIONAL SECTION OF AMO ONTARIO MUSEUM ASSOCIATION ROMA OGRA AMO OANHSS ACRO OMA M . C DONALD CHIEF ADMINISTRATIVE OFFICER 46 which is ~e5p;JtfuIlY submitted. ¿r-~~#. LINDA B. VEGER DIRECTOR OF FINANCIAL SERVICES All of REPORT TO COUNTY COUNCIL Cathy Bishop, Manager of Library Service FROM 1999 EXPANSION OF RODNEY LIBRARY February 3, DATE SUBJECT: Backaround: Council approved the request in principal for the expansion of the West Lorne Library, (503 square feet) in January, 1995 pending the information required under the Branch Construction Policy be submitted to Council for approval. Council approved the expansion in 1996 with a lease increase of $3,521.00. The lease was re-newed in June, 1998. A capital cost of $26,000.00 for shelving, furniture and fixtures etc. was approved in the 1996 library budget. Springfield Library expansion was approved in July, 1998, and pt. Burwell Library relocation in November, 1998. All three libraries had new leases drafted at $7.00 a square foot and expire December 31, 1999. The Dutton Library lease also expired in October, 1998 and was renewed at $7.00 a square foot unti I December 31 , 1999. The Council of the Municipality of West Elgin and the Manager of Library Service has recognized from a service prospective and from a community need the necessity to expand their library facility. meeting the following resolution at their Elgin passed The Municipality of West on November 16, 1998: RESOLVED that the County of Elgin be advised that a Rodney Library Committ~e has been formed to investigate the possibility of expansion and that a budgetary allocation for 1999 be requested for approximately 600 square feet. The Rodney Library is presently 740 square feet paid at $7.00 a square foot for a lease cost to the library budget of $5,180.00. The expansion of 600 square feet would be an annual increase in the Rodney library lease of $4,200.00. The projected cost for six (6) months would be $2,100.00 in the 1999 budget. The estimated Capital Budget cost for shelving, furniture and fixtures, phone and computer cabling would be $30,000.00 and could be identified as a capital line item in the 1999 library budget. 47 Expansion of Rodney Library Page 2 The Rodney Library and the West Lorne Library is open a total of 42 hours a week and have a total of three staff working between both libraries. With the possibility of the expansion, Rodney Library would require an additional staff person working 12 hours a week at an annual cost of approximately $11,000.00 The projected cost for six (6) month would be $5,084.57 in the 1999 library budget. The strategic focus of library staffing has been to utilize staff in more than one library location. This person would be requested to work in both Rodney and West Lome, which will also help to alleviate coverage for vacations and sick time. ·see attached sheet Recommendation: How does Council wish to proceed? nald Administrative Officer 48 APPROVED FOR SUBMISSION Gt4 Cathy Bisnop Manager of Library Service REPORT TO COUNTY COUNCIL Cathy Bishop, Manager of Library Services FROM 1999 February 2 DATE: SUBJECT: Backaround The following is a breakdown of Lease costs, Staffing costs and Capital line items for the expansion of the Rodney Library: Lease Costs Rodney Library expansion: = $4,200.00 per year December 1999 = $2,100.00 for six months at $7.00 a square ft. Six months from July - ft, 600 square 1 2. Costs Staffin Lorne Library: One additional staff member for the Rodney and West Assistant Librar 12 hours X $15.02 per hour = $180.24 per week 1 week X 52 weeks = $9,372.48 $180.24 per = 10,169.14 per year For a six month period = $5,084.57 for six months (8.5% benefits) $9,372.48 + $796.66 2. " 49 - Page 2 - Capital Line Items for 1999 Librarv 1 (one time budget cost) Rodnev Librarv Expansic Computer Cabling $ 1,500.00 Telephone $ 150.00 Furniture and Fixtures $ 8,350,00 Shelving ~20.000.00 Total Expansion Costs $30,000.00 (one time cost ========= for 1999 budget) Summarv of Costs: Annual Cost: Staffing Costs $10,169.14 Expansion Costs $30,000.00 (one time) Lease Costs $ 4.200.00 TOTAL $44,369.14 --------- --------- Six Month Cost: Staffing Costs $ 5,084.57 Expansion Costs $30,000.00 (one time) Lease Costs ~ 2,100,00 TOTAL $37,184.57 --------- --------- 50 j 'cITq£¿attunicipalit1J ûf ~£zt ~l£in ;~(-! in ,i ;-f{0prl1vr¡)) ,.u· , ,,, I, / r 'n ,.: ;,.1' .. ~.,.- h ' : i' lL .Lj~ " 'I"" . .~ ! ;: ~ 'tl, U 4 1&98 , ;/ u' 'j lJ..__ .. ,,' .J,,' ,'-., '., ..... ~. ~" " . --..-, .........,.,. December 2 1998 Ms. Cðthy Bishop County of Elgin 450 Sunset Drive ST. THOMAS, ON N5R 5V1 Dear Cathy: The Council of the Municipality of West Elgin passed the following resolution at their meeting on November 16th, 1998: Properly Moved and Seconded: RESOLVED that the County of Elgin be advised that a Rodney Library Building Committee has been formed to investigate the possibility of expansion and that a budgetary allocation for 1999 be requested for approximately 600 square feet. CARRIED. If I can be of any assistance please do not hesitate to call. Sincerely, (;;)'=~â/lVlU. ~rvA Joanne Groch, B. A., A.M.C.T. Administrator/Treasurer 22413 Hoskins Line, Box 490, Rodney, Ontario NOL 2CO Tel: (519) 785-0560 Fax: (519) 785-0644 '51 REPORT TO COUNTY COUNCIL Cathy Bishop, Manager of Library Service FROM and Standard EI 1999 1 February DATE SUBJECT: e Introduction: The purpose of this report is to clarify Council's Branch Construction Policy and Standard Elgin County Library Municipal Lease The present policy states as follows: "During the three year term of each Council the construction of onlv one Library will be allowed." However, expansions and relocations, both construction items have been permitted, The policy should cover all types of construction and therefore this report addresses this omission Backaround: At the June 1996, Community Services Committee meeting, changes to the Library Branch Construction Policy and the Standard Elgin County Library Municipal Lease were discussed but no recommendations were forwarded to Council at that time. The Branch Construction Policy has to be complied with in order to complete the Standard Elgin County Library Municipal Lease n the past, Council has approved the building of new libraries, the expansion of existing libraries, and the relocation of existing libraries, The Branch Construction Policy and the Standard Library Lease only address the construction of "new" library facilities. ~2 2 The lease also assumes that the Municipality may require a Capital Grant in the form of an interest free loan from Council. This is not necessarily the case for all new construction, expansions, or relocation's of libraries. This is addressed in the revisions to the "draft" Construction Policy and Lease Discussion: Branch Construction Policy and Standard Elgin County Library Municipal Lease need to be revised to address the changes to building new libraries expansions of libraries and relocations of libraries. Consideration should be given to the fact that four (4) branch libraries has forty (40) years leases which could be re-drafted and payment to the Municipalities by the County could be paid at $7.00 a square foot. This will uniformily standardize the decisions Council is faced with. A summary of key policy decisions required by council is presented for your consideration. *see attached Recommendation: Subject to Council's comments on the Draft Policy Decisions, the Manager of Library Services be authorized to forward the new Standard Elgin County Library Municipal Lease and the new Branch Construction Policy to the County Solicitor and report back to Council. Administrative Officer APPROVED FOR SUBMISSION 53 C.athy Bistrop ,¡¡Manager of Library Service POLICY DECISIONS' SUMMARY OF "DRAFT" LIBRARY BRANCH CONSTRUCTION POLICY AND STANDARD ELGIN COUNTY LIBRARY MUNICIPAL LEASE New libraries shall be not be less than 2,500 square feet except In the case of Reference Resource Libraries which shall not be less than 5,000 square feet. a) 1 Expanded library facilities or relocated library facilities shall not be less than 600 square feet. b) Only one of the following shall be permitted during each year of the term of Council: Construction of a new library or Expansions of an existing library or Relocation of a library will be allowed. 2 * See amend- ment at end of report to All requests for new libraries, expansion of libraries or relocations of libraries mush be received by Council no later than December of each year for budgeting purposes. Any request received after December 31 be considered for the following year. 3. * See amend- ment at end of report if in the opinion of their Council, there expansion of a library or relocation of a library. The Municipality shall determine is a need for a new library, 4. If the answer is yes, the Municipality shall notify in writing the CAO. of the County and Manager of Library Service and shall provide them with a proposed outline with the information as set out in the Branch Library Construction Policy. (Letter of Intent) 'see attached (page 2 Bran.Con.Pol.) 5. to County The Manager of Library Service shall forward the proposa Council With a recommendation 6 County Council shall consider the proposal and notify the Municipality of it's decision 54 7 Policy Decisions Page 2 The Municipality, at it's expense shall cause plans and specification of the library premises to be prepared and sent to the Manager of Library Service who will forward to Council for their approval. The plans and specifications must include the information set out and if required may include a request for a Capital Grant, not to exceed $50,000.00. ·see attached (page 3 & 4 Bran.Con.Pol.) 8. written request calculated at (10) equal annual Interest free loans shall be provided upon $10.00 per square foot and repayable in ten installments. 9. If approved by Council the Director of Financial Services shall be authorized to pay such Capital Grant upon receipt of an executed Standard Elgin County Library Lease prepared by the Manager of Library Service. 10. All new leases shall be standardized using a term of five (5) years to be computed from the date of official opening with a renewal option of a further five (5) years. 11 All new lease payments to be calculated at $7.00 a square foot. ·see attached (Lease Schedule) 12 The Aylmer Library, Bayham Library, Belmont Library and pt. Stanley Library have forty (40) year leases with the County. Does County Counci wish to dissolve these leases and have them paid to the Municipality at $7.00 a square foot in order to standardize and address any inequities? 13 · Leases will remain as is The County is currently responsible for the Capital costs of any furniture and interior fittings required for library purposes. However, lower tier municipalities insure these items and in most cases own the premisès. Therefore, there is some logic in having the muncipalities pay the capital costs of these items. Does County Counci 14. n i * Pol icy wi 11 rema as is to continue this? salaries and wages for staffing the County The County is currently responsible for a the library buildings. wish 15 in the second s budget" purposes next year 55 to proceed? 112 amended be deleti #3 was amendèd by deleting "'of each year for budgeting and replacing with "31st and will be considered,'in the wish it from the report How does County Counci ng was Item Item line * * Branch Construction Policy Page 2 ------ . --------- ------- ----- --. A. ACTION INITIATED BY THE MUNICIPALITY 1.0 The Municipality shall first determine, if in the opinion of their Council, if there is a need for a library facility, a new library, an expansion of the existing library facility, or relocation of the existing library facility in the Municipality. 2.0 If the answer to 1.0 is in the affirmative, the Municipality should notifY in writing the C.AO of the County of Elgin and Manager of Library Service and shall at this time provide the them with a proposed outline for a new library, an expansion of the existing library facility or relocation of the existing library facility as hereinafter contemplated and should set out the following information: 2.01 The address and description of the proposed site and building to be constructed, expanded, or relocated. 2.02 The approximate interior gross area of the new building, expanded building or relocated building. 2.03 The approximate size of the area designated to be for library use. 2.04 Approximate Capital Grant requested trom the County (not to exceed $50,000.00). 2.05 The proposed date to commence construction. 3.0 The Manager of Library Service shall forward the proposal to County Counci 56 Branch Construction Policy Page 3 shall Upon receiving the proposal outline from the Municipality, County Council 4.0 wishes determines that it If acceptable, and County Council consider the proposal or relocated library facility, library facility, expanded to participate in an new Library facility recommended, a Letter ofIntent detailing the arrangements will signed by the C.AO. of the County of Elgin and the Municipality. be The Municipality shall cause plans and specifications of the Library premises to be 5.0 must be forwarded to the Manager of Library Service who prepared, wrnch plans for their approval forward to Council will The plan and specifications must include: The address and description ofthe proposed site and building to be 5.01 constructed, expanded, or relocated building. area of the new building, expanded building or relocated The interior gross 5.02 building. The size of the area designated to be for library use. 5.03 Construction Timetables. 5.04 Approximate move in date for library staff. 5.05 Cost of construction or renovation including mechanicals. 5.06 57 Cost of interior fittings for library fittings. Arcrntect's fees. 5.07 5.08 Branch Construction Policy Page 4 --------------------------------- 5.09 Interim financing cost. 5.10 Source of funding for project. 5.11 Request for a Capital Grant (not to exceed $50,000.00) (if required) from the County stating the amount which the Municipality are prepared to make towards the proposed building and the mode and time the grant will be made; which grant when made, if accepted by County Council, shall be an interest free loan to be repaid as per Standard El2in County Librarv Municipal Loan. * (refer to Standard El2in County Municipal Librarv Lease). 6.0 The Manager of Library Service shall forward the proposal to County Council 7.0 If approved by Council the C.A.O. of the County of Elgin shall be authorized to pay such grant upon receipt of an executed Standard Elgin County Library Municipal Lease prepared by the Manager of Library Service. 8.0 The Manager of Library Service shall forward the proposal to County Counci 9.0 Both Parties to the Lease shall be responsible for their own legal cost in the negotiation and/or drafting of any Lease Agreement. 10.0 The Municipality shall be the owner of the land and building. 11.0 The Municipality shall, at its cost, cause the building to be constructed in accordance with the plans and specifications referred to in Clause 5.0 58 ELGIN COUNTY BRANCH LIBRARY LEASES WITH MUNICIPALITIES UPDATE AS OF DECEMBER, 1997 I TERM OF I EXPIRY OF I SQUARE PAYMENT OF 97 LEASING COSTS I 97 ACTUAL LEASE I LEASE I FOOTAGE LEASE BASED ON: IF PAYING $7.00 SQ. FT. LEASING BUDGET 82 40 years June-07-2022 3,081 Yearly Estimated Cost of Maintaining $21,567.00 $15,438.00 the Building (Quarterly Installments) . )4 40 years July-27-2022 4,000 Yearly Estimated Cost of Maintaining $28,000.00 $6,047.54 the Building (Paid by Random Invoices from Municipality) . SHOULD BE PAID QUARTERLY 38 1 yr. 2 mths. Dec. 31 - 1999 800 $7.00 a Square Foot $5,677.00 $5,677.00 (old sq. footage) 811 (Quarterly Installments) (11 sq. ft. decrease) 34 5 years May-02-1999 888 $7.00 a Square Foot $6,216.00 $6,216.00 (Quarterly Installments) )8 1 yr. 3 mths. Dec. 31 -1999 5,000 $7.00 a Square Foot $35,000.00 $35,000.00 (Quarterly Installments) ($50,000.00 repayable loan 1983 to 2003) 14 40 years Nov. 01 - 2022 2,377 Yearly Estimated Cost of Maintaining $16,639.00 $9,605.25 the Building (Paid by Random Invoices from Municipality) 'SHOULD BE PAID QUARTERLY ELGIN COUNTY BRANCH LIBRARY LEASES WITH MUNICIPALITIES PAGE 2 UPDATE AS OF DECEMBER, 1997 I TERM OF EXPIRY OF SQUARE PAYMENT OF 97 LEASING COSTS 97 ACTUAL ' LEASE LEASE FOOTAGE LEASE BASED ON: IF PAYING $7.00 SQ. FT. LEASING BUDGET 31 40 years Oct. 01 - 2022 5,000 Yearly Estimated Cost of Maintaining the $35,000.00 $11,483.80 Building (Quarterly Installments) 2 yrs. 6 mths. Expired $7,448.00 $7,448.00 92 3 years Nov. 30 -1994 1,064 $7.00 a Square Foot Southwold has NO LEASE . Continuing to receive payments in quarterly installments 18 1 yr. 6 mths. Dec. 31 -1999 431 $7.00 a Square Foot $3,017.00 $3,017,00 (new sq. footage) 551 (Quarterly Installments) $3,857.00 $3,857.00 (120 sq. ft. increase) Possible expansion of 120 sq. ft. in 1998 14 5 years May-02-1999 740 $7.00 a Square Foot $5,180.00 $5,180.00 (Quarterly Installments) 18 1 yr. 6 mths. Dec. 31 -1999 748 $7.00 a Square Foot $5,236.00 $5,236.00 (new sq. footage) 1,251 . (Quarterly Installments) $8,757.00 . $5,236.00 (503 sq. ft. increase) 3 COUNCIL CORRESPONDENCE - FEBRUARY 16, 1999 Items for Consideration Excerpt from the Town of Pickering Council Minutes of January 18, 1999, concerning "Ontario Campaign 2000" a Provincial/Federal initiative to eliminate child poverty. (ATTACHED) 1 Mr. Claude Cantin, President, Federation of Canadian Municipalities. application for FCM Municipal Membership. (ATTACHED) 2 Mr, Michael Power, President, Association of Municipalities of Ontario, requesting Council support for AMO's 1999 Municipal Mandate initiative, (ATTACHED) 3. Ms. Donna L. Besman, Chief Administrative Officer, Seguin Township, with a resolution concerning Bill 79 which relates to taxation capping and the impact on restructured municipalities. (ATTACHED) 4. Town of Tillsonburg, with a resolution requesting the Province to restrict and regulate rottweiler and pitbull dogs through Municipal Act. (ATTACHED) 5 Ms. Maria Konefal, Office of the Clerk, City of St. Thomas, with copy of letter regarding the brief submitted to the Ministry of Health concerning the Medical Officer of Health. (ATTACHED) 6. Ms. Maria Konefal, Office of the Clerk, City of St. Thomas, with copy of letter concerning the replacement of Valleyview Home for the Aged. (ATTACHED) ,6,}i? .. t:', 7 McDonald G Mark Mr County of Elgin Sandra Heffren Linda Veger B LOCATION: ATTN Ms. Ms EXCERl'TFROM THE J"OWl'i OF_PICKERING COUNCll, MlliUTESOF JANUARY 18. 1999 WHEREAS in the Report Card iTom Ontario Campaign 2000 January 6, 1998, a provincial ann of the Federal initiative to eliminate child poverty, it is identified that in Ontario, child poverty is growing at "an alarming rate"; and WfJEREAS the goal of Ontario Campaign 2000 was to eliminate child poverty by the year 2000, however, since its inception in 1989, the number of poor children in OntariD has grown from 254,000 to 548,000, an increase of 116 percellt; and its Llsers are WHEREAS the local food bank of St. Paul's on the Hill reports that in Pickering over 50% of children under the age of eighteen compared to a percentage of37% in Toronto; and WHEREAS the Provillcíal Minister responsible for children, the Honourable Margaret Marland, has stated that, despite the overwhelming evidence and suffering among a huge population of children, soe does not believe that the numbers that Þave been revealed by Ontario Campaign 2000 and other independent organizations are accurate; and WHEREAS by ignoring the problem of child poverty and dismissing it as an issue that needs to be addressed, there is no hope of improving the plight of children in Pickering, Durham or Ontario and that the situation is bound to deteriorate further; and n a motion to children and seniors WHEREAS Pickering has dedicated its celebration of the Millennium unanimously adopted by Council in December of 1998; NOW THEREFORE the Council of the Corporation of the Town of Pickering hereby calls upon the Provincial Government to acknowledge and address child poverty within Pickering, Durham and Ontario by working with local organizations and municipalities to understand the causes of child impoverishment in each community and implement solutions; and THAT by way of distribution of this motion to OntariD municipalities, local governments be asked to pass similar motions requesting that the Provincial Government live up to its commitment to stop child poverty as outlined in Campaign 2000 and work with local organizations and governments to sDlve the emerging crisis thai is facing our most vulnerable citizens; and this motion be further distributed to The Honourable Margaret Marland, Minister Responsible for Children The Honourable Janet Ecker, M.P.P. (Durham West), Minister ofCO!IUl'lunity and Social Services Mike Hams, Premier of the Province of Ontario THAT 1. 2. 3 AMC'J'O' "')fhls is a paid anDountement aDd views aud comments e~pressed herein arc not endorsed by 62 FS - f..deration uf Canadian Municìpali¡:ic.s Pédétlltåon canadiennc des munìcipa1it~$ FCM' A Real Bargain at Since 1937 the Federation of Canadian Municipalities (FCM) has been worKing on behalf of municipal governments to enhance the quality of life in communities across Canada, Our efforts with the federal gavernment have injected billions af dallars into municIpal budgets. Since 1990 this has totalle<:1 over $13.8 billion or an al/erage of $462.13 per capita for each and every municipality in the country. For example, the 57% Municipal GST Rebate alone has tJssn generating an al/erage of $16.67 per citIZen each year for every municipality since 1990. Other successes like the Canada Infrastructure Works Program and payments in lieu of taxes I'\ave al50 aClded significant savings to many municipal bUdgets (see attacnment). FCM MU(1icipal Membership is a real bargain considering it costs only 9.6¢ per capita to contribute to FCM's lobbyin9 efforts. FCM is your voice in OUaw~ In a period when your voice is more important than ever. The politicalla(\dscape is changing but FCM is here to ensure municipal governments remain the chiefbeneficlary of change. We are the first orCler of gOl/ernment anCl the '21m Century will bear this out. Join your colleagues across Canada in sIJPporting FCM by becoming a member today. Send us the attached Fax·ßack Form to receive your application for FCM Municipal Memben;hip. Help us to cantinue helping you. Yours sincerely, Claude Cantin President, . - - '.: ,,63 , " (\ \.' . ".",' .!.I}, ru~ t:i:1(cncc SE~~. On~~ O"WI9 .~~ s~_ T<lcpnon<l1'<1<phono,,(6H) H\·S~~I, r.wr."""'p.c.'· (613) 241·7~40 JntC'matsOna! Offi~lÐurQu IRtc~nøÖ.J:G>··" T.,<pnoncrr'*pMnc, (613) 2~J-84Ii'1· f..¡r'I«Op'c\U', (613) li 1·7117 'lllWWtcluca " F-m 02/05 P T-m 6132412126 om-FCM - CORPORATE SERVICES CORPORAT F Malt'.. ~..~t'k~lI( CI.pdl! Canrm Q\lét'I:C(tJud,,-o.:) I'T'...",J..,J( lr':~L.h'm L"kV"t) M..yu. S~'" ~Y"..rd M.1JySluwn. N.._li,u..l1ål.::.r"t .1hJ La!.>i .nj,,1' rlT'\1 "~·c·I'I(',jI,\C,U ',..'lJu"r "'':''M......~,\t..,.\C 1..\.111111011\..., Ju~n.l~ M..n..pan Kitln,.:It, tlrltuh 1.:('lIn.b,.. )........!OJ v,'(>o-'..·~ld,,"1 U"IJ"'I"LII,:,,"''''pr''~..''''IIC L:.....II...'UQr J:ac}"L~)fI'on T..'r'lnf1",OltUII" rblfJ "¡Gc:-Pr(';)IIJ~I't Tr04~II!·t'hC ",o.:c"rC&¡di:ht Dcpui}' M.1~uJ' Jiie: Eadie W.I"I...t'~,M;Lnlk,1Þ.1 ~tMl"r~')ld"IH Pre~IJ...\ ::..;otrJm JdnK'SW li.lh¡;h~ J:::"'~-C"'tlw":¡)lr~tur P,r,c\C.·~,r I;ICnl:r..¡ * 02:25pm Jan-2H9 F-737 03/05 7-773 Generated for P 26 ~verage Revenues Municipal Governments by FCM Since 1990 (through the GST Rebate, PILTs, CIWP) 21 324 61 FS om-FCM - CORPORATE SERVICES CORPORAT F 02:24pm Jan-21-99 o .. $64,000 ~64,000 ... $160,000 $160,000 .. $320.000 $320.000 .. $800,000 $800,000 .. ~ 1,600.000 $1,600.000 .. $3,200,000 $3,200,000 .. $8,000.000 $8.000,000 .. $16,000.000 ~ 16,000.000 .. $64,000.000 ° .. $33.800 $33.800 .. ~8'I,5oo $84.500 .. $169.000 $169.000 .. ~422.500 $422,500 .. $845,000 $845,000 .. $1,690,000 $1.690,000 .. $4,225.000 $4,225.000 .. $8.450.000 $8.450,000 ... $33.800.000 o ... $33,340 $33,340 ... $83.350 $83.350 ... $166,700 $166.700 ... $416.750 $416,750 .. $833,500 $833,500 .. $1.667,000 $1,667.000 ... $4,167,500 $4,167,500 ... $8,335.000 $8,335.000 ... $33,340,000 Population o .. 2,000 2.000 ... 5,000 5.000 ... 10,000 10.000 ... 25.000 25,000 .. 50,000 50,000 ... 100,000 100.000 ... 250,000 250.000 ... 500.000 500,000 ... 2,000,000 Population ° ... $924,260 $924.260 .. $2.310.650 $2,310.650 ... $4,621,300 $4.621,300 ... $11,553,250 $11.553,250 .. $23,106,500 $23.106,500 ... $46.213.000 $46,213.000 ... $115.532.500 $115,532.500 ... $231.065,000 $231.065,000 ... $924,260,000 Figures for Payments in lieu of Taxes and/or we Canada Infi"ø$CtUcture Works Program may be higher or lower for your mpnicipo/ity, or may no~ apply. ~ 64 ... 2,000 2,000 .. 5,000 5.000 .. 1 0.000 10.000 ... 25,000 25.000 .. 50,000 50,000 .. 100,000 100,000 ... 250,000 250.000 ... 500,000 500.000 ... 2,000,000 H3T P ,04/05 T-m 26 2 FS om-FCM F 24pm 02 -99 Jan-2 at ct A National Municipal Voice I The Feaeration of Canadian MUnlcipalitie~ (FCM) has Þeen recognized since 1937 as the national voice of muni<:ìpal governments, comprising more than 600 municipalities representing 75% 01 Canada's populanon. Membership includes the largest cities. small urban and rural ('ormnuni¡¡es and 17 major provmcial and territorial associations. Together, fCM and Its members advocate and promote strong, effective and accountable municipal government, Policy Development and Advocacy FCM's mandate is to help keep municipal governments healthy by ensuril1g federal policies are supportive 01 munidpal institutions ana municipal interests are respected in the elaÞoration 01 nanonal policy. The Federation marntalnS an ongomg agenda of key issues as submitted by members. Currently. FCM is following' payments in·lieu-<>I taxes, energy efficiency, transpurt"tion. rights-of· way access, commumty safety, infrastructure, reauctlon of greenhouse gas emissions, municipal-aboriginal relations, housing, race re1atlons, economic aevelopment, municipal Inter- national co-operation, social infrastructure and the future roJe of munrcipal government. E-mail: policy<&km.ca deral government, has launcMd the Commumty Leaders lacllitate enduring exchanges between municipalities wIth a in the municipal public and private sectors. Collaboration Yields Results Through FCM, municipal governm"nts reinforce ties that bind and pursue common purposes. This collllburlltion has Yielded many Impressive results over the years: · fCM negotiated a 57 per cent GST rebate with the feaeral government, which sa\les municIpal governments more thlln $500 million annually IInd means lower taxes lor citizens and businesse~ FCM lobbied for and helped establISh <!. $6 billion infrastructure pro~"'am adnÜnisterea by all orders of government, which has injected signilit'ant capital into the economy, neateCI jobs ana enh<mced Canada's competitive edge. fCM, with funding from the fe Partnership Program (CLPP) to locus on sharing best practices · · --, FCM's Corporate Services Department alms to enhance the iuteraction between the private SeCtOr and municipal government. The National Municipal Marketing Program' ~ helps companies deliver product and/or servjce inform"tìon to municipal decisJon·makers across Canada-a more than $40 billion marketplace. Closer ties between companIes and municipal ofliclals leads to innovatìve solutions. When municipal members engage private-sector supporting members, they receive quality services and strengthen FCM. E·mail: corpor<:tt@/cm.ca Business Services Co-operation fCM's Internatilmal Office supports decentralizatiun. democratization and empowerment of local authorities in developmg c,>untries Strong municipal gO\lernments are the Dearock of sustainable de\lelopment. MunIcipal international partnerships are a,1 effective forum for the transfer of municipal expertise and knowledge. To date, more than 800 leaders from some 60 Canadian communities have participated in the Partnership Program active 10 AfriCd. SOutheast Asia, China ano Latil1 America. E-mail: imernational@fcm.ca CORPORATE SERVICES CORPORAT 61324 Tbe Federation of Canadian Municipalities Fa She International Municipal Communication Services fCM faCilitates a strung municipal support structure ana oflers the opportunity to share exper- tise. Tne Federation organizes a conlerenœ in conjunction with 11 úlflereut host mumcipallty each year. ThIS assembly 01 municipal leaders from acmss the country IS an oppurtunity for professional. policy and business development. FCM is me publisher of FORUM, a Di-momhly national municipal affairs magazine, and the FCM Corpora,,: ServIces Supplement, a business addi- tiOn hlghhghtil1g mUl1¡cipal service$ and/or product$ Þy industry. look at FCM's activities, achieveme~,~d' tié~lr visit the website at bltp:/ ;WWW.fcm.ca For II comprehensive Municipalities 13-241-21 F-m 05/05 P T-713 26 2 324 Canadian 6 FS CORPORAT SERVICES Federation of Frcm-FCM - CORPORATE 250m 02 26 6 FAX-BACK Form J ao-21-99 I Respond by February 26, 1999 and receive 14 months of FCM Municipal MembershiP for the price of a one-year membership. Your membership will be valid until March 31.2000. q Yes, our municipality is committed to ensuring municipal governments remain strong, Please send US an application for FCM Municipal Membership today. q Please enroll us in FCM's National Postal Program with Canada POSt, which offers preferred rates on Unaddressed Admail (used by municipalities to communicate with citizens on community initiatives and other activities) as well as Priority Courier anc! Xpressposl services. Membership Advantages FCM Municipal Membership includes full voting rights anc! FCM publications for all members of Council and senior administrators. The base fee is $100 plus 9.6 cents per capit3 annually with a minimum of $275,00. This includes free bi-monthly copies of Forum, Canac!a'5 national municipal affairs magazine, and frequent updates on evolving municipal issues. As well, Members have voting rights at FCM's Annual Conference and Municipal Expo TM anc! may participate in c!eveloping and furthering FCM's lobbying agenda through the National Board of Directors. Member Municipalities are also eligible to participate in all national programs undert3ken by FCM and receive special rates when participating in FCM events and conferences. Title Name Total Annual Budget Population Municipality E-m'lil Address Address Postal Code Province WeÞ Site ext. 235 for more infarmøtian. Fax Please fax back to (613) 24/~2 /26 or cal/Tim Con/lo/iyÎn- (6/3.)D241~5211 6u Phone Page 11112 01/05 p, EI Clerk - County of 416971619 1 519 £,33 7£,£,1 FAX NO. ASSOCIATion OF?-) AMO JAN-28-99 THU 06:33 PM EST 111/28/99 23:311:24 OFFICE OF THE PRESIDENT Association of Municipalities of Ontario f'.../ r' ( ,.}. , I _I ' , , ' ! , , . ,t' ; ..,....... II \ 1998 January 26 Oounci We have seen an incredible amount of change over the last few years in municipal government. Some of that change was the result of the Association's initiatives and some was not even welcomed by the municipal sector. Your AssociatiDn has been very busy trying to influence government policy and handling the many implementation details aw well as advancing the interests of our members. Oouncil and Members of To Heads of Ontario may see an election called as early as this spring. Municipal governments are playing an ever increasing role in providing services to people. We know that strong and healthy cDmmunities make for a better Ontario, We must, therefore, be pro active in clearly articulating to the political parties our key interests so thai as community leaders we can effectively serve all our constituents and make the best use of tax payers' dollars. In order tD ensure that our vDice is heard and that the legislative agenda of whatever party forms the next government reflects our interests, we must put forward a municipal platform. AMO took a similar approach for the last provincial eleotion, setting out a series of polioy aotivities in "Better Government/Lower Cost - the Municipal Mandate." It was an effective tool and one that we can build on and improve. A number of successes over the last several years are as a result of that early advocacy work. Examples include a number of significant steps in the fundamental redefinition of the provincial-municipal relationship, a greater degree of accountability between special purpose bodies and municipal councils, a focus on integrating social services with other community services, and the introduction of the community planning model to streamline the planning process The 1999 municipal mandate needs to build a strong, cohesive municipal voice. To help achieve this, we need the input and support of our members. I wDuld like your municipality to tell us what it feels are the top three critical and strategic needs of municipal governments for the next four years - needs thai can be realistically achieved in the term of the next government. Drop us a note about your ideas, It dDesn't need to be a formal submission or resolution; we just want to hear from you so that the As sDci at ion can develop its mandate well in advanoe of any election oall. AMO's Municipal Mandate Steering Committee will be meeting mid-February and the members look forward to receiving your input. I will be asking you for your help in promoting the mandate once it is final. We know that our citizens agree municipal government is the most accessible, the most accountable and gives the best value for their tax dollar, This mandate wili allow us to get the commitment from the Province which will ensure that we continue in this vein. I look forward to working with you on this important initiative. Should you have any questions, Pat Vanini, Director of Policy and Government Relation Is managing this project and you can contact her at (416) 971-9856 ext316 or toll free at 1-677-426-6527. - ~~ -~"...' ~ ....--- 67 Yours truly, ~~ Michael Power AMO President Toronlo, ON M5G 1E6 . emall: amo@amo.municom.com 393 University Ave, Suite 1701 (416)971-9856 . lax(~16)g71·61g1 lei SEGUIN TOWNSHIP (705) 732·6347 Fax: R.R. 2 Parry Sound, Ontario P2A 2W8 Telephone: (705) 732·4300 (705) 732·2400 ; ~¡ ;\Ji·' (~i·~;'l"·', :;'GIV(jV') œ-~'®"~: )·,,·,11;.,,'· '" ,s.L!" ....",. ' ~.' 1999 February 3 1999 COO!ìTY Uf ELIiI\\! r.~£;:¡;T.t¡:r$~f. FEB 8 The Honourable Ernie Eves, Minister of Finance 15 James Street Parry Sound, Ontario P2A 1 T4 Mr. Eves: Dear Restructured Municipalities Seguin Township Council after serious consideration ofthe matter adopted Resolution No. 99-37, a copy of which.is attached for your infoimàtion, pertaining to Bill 79. 79 - Bill RE: We have been communicating with Ministry of Finance personnel since November 1998 and have given them detailed information as to the problems Seguin will encounter in trying to implement this legislation as well as requesting answers to pertinent questions which arise trom the implementation of Bill 79. As of today, we which pertain to To date we have received absolutely no response to our concerns or problems. have still not received a copy of the regulations (for restructured municipalities) Bi1179 Seguin Township Council and staff are responsible and reasonable people, as evidenced by the success of the recent amalgamation. It is not the Township's normal mode of operation to act contrary to legislation, however it appears that in regard to Bill 79 that there is little choice. ~ Yours truly, ¡[)d\v,,?J f! ~mc. Donna L. Besman Chief Administrative Officer &8 Ontario Restructured Municipalities c.c. ,ßr q Resolution No. 99 AS the Province of Ontario has recently approved Bill 79 relating to taxation commercial/industrial properties which are known as the 10-5-5 provisions; 19 1 The Township of Seguin Februa Date Moved by Seconded by AND WHEREAS, regulations for the implementation of this legislation was provided to municipalities January 15, 1999; the regulations do not apply to restructured municipalities; AND WHEREAS, AND WHEREAS, to date regulations for restructured municipalities have not been provided; AND WHEREAS, the Ministry's guidelines and spreadsheet model to allow municipalities to work through the calculations, which were promised to be available by January 19, 1999 are still not available; AND WHEREAS, the deadline for municipalities to pass by-laws required under Bill 79 has been extended to February 28, 1999, however without the regulations and the tools to carry out the required analysis this deadline cannot reasonably be met; NOW THEREFORE, the Township of Seguin does hereby advise the Minister of Finance that the municipality will not comply with Bill 79 as they cannot comply without sufficient time to analyze impacts as the Ministry of Finance has not provided regulations or the tools for analysis; AND FURTHER, that direct communication with Ministry of Finance personnel over several months has provided no answers to the numerous questions posed by the Township" relating to this legislation or unique problems the Township will encounter as a restructured m}lnicipality trying to implement this legislation. ~ ~ c/ ~ Yea LIST CARRIED Bissonette DEFEATED Graham Jameson LaPlante 69 .. Marsh Stivrin5 Swift LOCATION County of Elgin ATTN: Ms Sandra Heffren Ms Linda B. Veger Mr Mark G McDonald TOWN OF TILLSONBURG NO. 13 January 25,1999 MOVED BY Councillor Dave Beres SECONDED BY COllndllor Stephen Molnar AND RESOL VEP THAT the Municipal Act, RSO 1990, does not allow municipalities to regulate or prohibit a class or breed of dog nor is there a specific provision in the Act pertai1ing to dogs tbat a1l0w5 for the prohibition or regulation of dogs by breed or class; AND WHElœAS the rottweiler and the pitbu1l are breeds of dogs that have shown a propensity to be vicious and attack endangering both hW11anlifc and that of other animals in the Town of Till50nburg and elsewhere iothe Provincc t ,f Ontario; AND WJ:ŒREAS the Town ofTiUsonburg has complcted signilicant research mId review of animal control and has enacted by-laws to reguJate and restrict the aelS of vicious dogs in the Town of TiUsonbw'g; AND WHEREAS the Town ofTi1lsonburg has previously deemed it expedient mId necessary to have specific le¡;islation pennittingthe Town to regulate sod restrict the rottwcìlcr and pitbull dog in the Town of Tillsonburg through the Munioipal Act,RSO 1990; AND WHEREAS the Coullcil,:)fthe Corporation oflbe Tow11 ofTi1lsonburg has petitioned the Legíslanve Assembly of Ontario ¡n a letter dated May I, i 998 WÎth over 1,000 signatures through theír Local Member of Provincial Parliameot, Mr. Toby Barrett - Norfoll, and TiUsonburg; AND WHElœAS another vici()us attack has occurred on a boy i11 West Williams Township near Strathroy, Ontario by two rottwciler dogs leaving the 'õhild in critical condition; THEREFORE BE IT RESOIL VED TfIA T the Council of the Corporatiol1 of the Town of TilIsonburg request the Minister ofMmucipal Affairs for the Province of Ontm'io to enact the permissive lcgislation to restrict and re¡,,'ulate both the rottweiler and pitbulI dog tllTough the Municipal Act, RSO 1.990, that will allow the Town of TiJlsonbllfg and all municipalities across the Province ofOntm'io to address the significant danger posed to citizens prior to a victoUS attack by those dogs. AND FURTHER THAT this resolution be seut to the Premier of Ontario, Mil1istcl' ofMuuicipal Affairs ami the local Member oCProvinoial Parliament, Mr. Toby Barrett ~ Norrolk and TilIsonburg, West Williams Township and aJl municipalities across the Provirlcc of Ontario. "}'his is a paid nnno'Unecmcnt and vìews and comments expressed hc['ein are not endorsed by AMCTO 'J '0 Office of the Clerk P. 0, Box 520, City Hall 545 Talbot Street SL Tbomas, Ontano N5P 3V7 Telephone: (519) 631·1680. exL 100 Fax: (519) 633·9019 ---_.".-.,---_._-_.~~.........- ~{E~Ü~[J\lŒJ~ Peter J. Leack, M.P.A. City Clerk 1999 CIJ"ßITY W' RGI!1l IìIc!Jì¡,rS IIffll:1 9 FE8 Corporation of the City of St. Thomas February 5th,! 999 Minister The Honourable Elizabeth Witmer Ministly of Health 10th Floor, Hepburn Toronto, Ontario M7A 2C4 Block Officer of Health Medical Re: Thomas passed the ofthe Corporation of the City of St. Madam: Please be advised that the Council following resolution: Honourable "THAT: We concur with the brief submitted by representatives of Chatham-Kent, Elgin, Haldimand Norfolk, Huron, Lambton, Oxford, and St. Thomas dated November 27th, 1998, as approved by the St. Thomas-Elgin Board of Health." to you already been forwarded We understand that the brief has /) f!7tÜ'/A/ Maria Konefal Offiee of the Clerk attach. eel Mr. Peter North, M,P ,P. for Elgin Ms, Sharon Crosby, Chairman, Elgin-St. Thomas Health Unit Mr. Mark McDonald, Administrator-Clerk, County of Elgin Mr. Roy Main, City Administrator ffh(jf Sincerely, Board 1 1 .' Office of the Clerk P. O. Box 520, City Hall 545 Talbot Street St. Thomas, Ontario N5P 3V7 Telephone: (519) 631·1680, exl. 100 Fax: (519) 633-9019 ~' ~¡) gf"¡~-;¡'~n(\Yl 'LÇ'¡;YI~;:~"-I · f'~UilI"SV I;lii , " ,)-!!J FE Peter J. Lead" M,P,A City Clerk " IYYY 9 B of the City of St. Thomas Corporation C{OìTV (if UfMI ç¡~'$ m1:e~ 1999 February 5th , ~:\' Minister The Honourable Elizabeth Witmer, Ministry of Health 10th Floor, Hepburn Toronto, Ontario M7 A 2C4 Block ed view Home for the A lacement of Valle Re:Re Thomas passed the of the Corporation of the City ofSt the Council Honourable Madam: Please be advised that following resolution: "THAT: (I) We agree to the replacement ofValleyview Home for the Aged as a 136-bed, city-owned facility andlor facilities oWIled by others if and when this becomes possible and that staff be instructed to prepare a detailed implementation plan for the March meeting; Ministry be notified of the city's decision; (3) Staff explore any potential benefits of sharing services with Elgin County as outlined in Report VV-003-99 of the Valleyview Administrator." The (2) has been enclosed for your assistance. The above-noted report ~. 72 Sincerely, mæWv ~/,~O Maria Konefal ''(II. Office of the Clerk attach, eel Mr. Peter North, M.P ,P. for Elgin Mr. Mark McDonald, Administrator-Clerk, County of Elgin Mr. Roy Main, City Administrator Mr. M. Carroll, Valleyview Administrator / VV-003-99 No. Report The Corporation of the Citv of St. Thomas File No.: 621-11100 Date: January 13, 1999 Directed to Alderman Joanne Brooks, Chairperson, and members of the Communitv & Social Services Committee Valleyview Replacement Subject: Attachments Valleyview Home for the Aged Michael Carroll. Valleyview Administrator Department: Prepared by: RECOMMENDATION That, (I) City Council agree to the replacement of Valley view Home for the Aged as a 136 bed, City owned facility and that staff be instructed to prepare a detailed implementation plan for the March Meeting; decision; That staff explore any potential benefits of sharing services with Elgin County as outlined in this report, s That the Ministry of Health be notified of the City' (2) (3) Background At the joint City/County meeting held on January 5, 1999, staff were directed to report back to their respective Councils with supplemental information on Options I (Separate Rebuild) & 2 (Joint Rebuild) as contained in the report Building for the Future. Information provided at the above meeting, including financial calculations, is still applicable. Leadership The Long Term Care field is a growth industry within the health care sector. It is the one area which is planning substantial increases in services over the next twenty years, Leadership is required to ensure that the high level of service which has come to be expected at facilities is maintained, Municipalities have an opportunity to become industry leaders in their respective communities. Municipalities are being given the responsibility of ensuring that the needs of the senior population are provided for into the twenty-first century, Without the continued presence of the Not-For Profit Sector in the Long Term Care Industry, we will have the second largest segment of our Health Care System fully controlled by the private sector. This will not be in the best interest of society in my opinion. Municipal Ministry Direction Regarding the Sharing of Services The Ministry direction to the City and County was to ensure "that the outcome of the discussions for separate or a joint facility demonstrate a cost effective approach to the ta:x payers, avoid duplication of services and insure the best location of services." This is attainable with either option I or 2 Regardless of the option chosen, the following sharing of services should and could occur: Separate Facilities A rebuild ofValleyview as a separate entity offers several noticeable benefits including providing of a smaller facility which will be able to offer a more home like atmosphere resident, The facility is the residents home and in most instances their last home. The philosophy of a Long Term Care facility is to maximize home like qualities while minimizing the institutional aspects. Separate facilities will also allow each to maintain their own unique cultures and identity. Each will have the opportunity to become centres of excellence in a particular area of long term care. For example, special attention is needed for the following groups; Psychogeriatrics, Alzheimer Research and long term care for the young adult Valleyview also has several unique arrangements including several contract services and a non-union RN staff, These have provided substantial savings over the life of the facility. must be in accordance with Ministry directives is constructed the ratio of staff to residents Direct care requirements to the residents must Therefore, whether a joint or separate facility be maintain, locations, V alleyview' s current size provides excellent economies of scale and staff recommend that the current number of beds (136) should be maintained. This would consist offour pods of 32 beds for a total of 128 beds. The remaining eight beds would be integrated within the facility, These eight beds account for armualized funding of $271 ,502 with minimum staffing impact. Joint Facility Given County Councils decision to rebuild Elgin Manor as a90 bed facility, ajoint facility is no longer a viable option, Hqwever, based on further research regarding the feasibility of such a venture staff were not prepared to offer a recommendation for ajoint rebuild. Private Sector Interest A private sector consortium has expressed interest in the discussions which are ongoing between the City and the County. Current legislation does not allow for direct involvement ofthe private sector in the municipalities operation of a Home for the Aged, However, it is staffs understanding that the Ministry of Health is reviewing this issue. Private sector firms are eager to gain control of any beds which may become available and are looking for ways to become involved in a municipalities operation of a Home for the Aged. As the process continues for replacement of our Home, there are several other areas to explore with the private sector other than ownership or lease back arrangements. They include the following A privately owned daycare centre attached to the facility A fully funded Alzheimer Home Support Program operating five days/week Leasing of space to other groups which offer services to the community Continuum of care partnerships (Life Lease, Apartments, Supportive Housing) These public/private partnerships lend well to the establishing of a Home for the Aged as a foc-al no;nt for thA lÌAlivp:rv of ~Arvic'p:.c::. to thA (;Omm1mltv_ the to the currently being investigated as potential site is City owned land All I 2 3 4. Involvement of Home Staff Following a decision by Council to replace Valleyview and upon approval of the implementation plan in March, it would then be appropriate to draw on the functional expertise of all Valleyview staff as numerous joint sub-committees will have to be established, Conclusion Not withstanding the joint City/County meetings which are ongoing, it is the recommendation of staff that the operation of a 226 bed home does not meet the needs of the residents of S1. Thomas and Elgin County. Such a facility would be out of character for the area. Two smaller facilities would be more in keeping with the spirit of what a long term care facility should provide for residents. The question of administration of Home for the Aged in S1. Thomas and Elgin County as discussed in the Spring of 1998 does not have to addressed in replacement discussions, Respectfully submitted, Michael Carroll Administrator Valleyview HF A city FF--ß£uA-IL, '10,/991 COUNCIL CORRESPONDENCE - J, TH, 1999 Mr. Ronald T. Sapsford, Assistant Deputy Minister, Ministry of Health, advising Council that no further funding is available for the purchase or lease of accommodations for the Elgin-St Thomas Health Unit. (ATTACHED) Consent A Items for Information 1 Mr. Peter Vivian, Executive Director, Telecommunication, Canadian Radio-Television and Telecommunications Commission, with copy of correspondence regarding Council's resolution concerning 9-1-1 service by cellular carriers. (ATTACHED) 2 Ms. Sandra Tychsen, Director, POA Transfer Project, Ministry of the Attorney General, with an update on the demonstration sites for the Provincial Offences Act transfer. (ATTACHED) 3. Mr. Peter Steckenreiter, Area Manager, London Area Office, Ministry of Community and Social Services, with copy of correspondence concerning the HomeleSsness Initiative Funding. (ATTACHED) 4. Issues "Seniors' Ontario Association of Non-Profit Homes and Services for Seniors, Today" Newsletter and Executive Report. (ATTACHED) 5 Corporation, Mr. Emil Kolb, Chair, Board of Directors, Ontario Property Assessment with a memorandum update on OPAC. (ATTACHED) 6 Regulation Forces Recognition of " Association of Municipalities of Ontario "ALERT" Seniority of Crown Employees" (ATTACHED) 7 Mr. David DeJonge, Chair, Board of Directors, Four Counties Health Services, advising that their Board supports Council's resolution concerning rural physicians. (ATTACHED) 8. Mr, Wendell Graves, Administrator, Town of Aylmer, requesting the services of County staff for input on the Town's OH&S Committee. 9 (ATTACHED) Graeme Craig, Chair, 1999 International Plowing Match and Farm Machinery Show, with information on the upcoming match. (ATTACHED) 1999 Annual Conference Program Ontario Good Roads Association 10. 11 Premier Michael D. Harris, thanking Council for their endorsement of the City of Nepean's and the County; of Brant's resolution regarding school funding 76 12 o ® Ontari Ministère de la Santé Ministry of Health r'---"-··---..,,-·~-·......---'-.... lr, -¡,Ø)¡¿;œ:f~:r~\\qn¡¡:"ìfl,'~,ii ' " t ~ ti~, .~""""it.~'f<i.'<1 \J 1'i.". ~& .'J, ,,,.,.~,,i:ß' "- 1\ß" .., ~ "".!' ' I JAN 25 1999 L ,,,,,, """ m' "', !""I I ~Jut1bt ~,~ -tilT IQ.. 'j~~ I C'~~:ft,,;rg tYFt~lt ~ ' ~~~","."............,,,..........._.....,,,,,~~-,,,,,"""""'#=I""- Sous-ministre adjoint Soins ell établissemen1 et services communautaires Assistant Deputy Minister Institutional Health and Community Services .. e Edifice Hepburn, 9 étage Queen's Park Toronto (ON) M7 A lR3 9th Floor Hepburn Block Queen's Park Toronto, ON M7 A lR3 Tél (416) 327·2414 Téléc (416) 314·5914 Tel: (416) 327-2414 Fax: (416) 314·5914 1999 Warden Perry C County of Elgin 450 Sunset Drive S1. Thomas ON N5R 5Vl lutterbuck 9 1 JAN of Health, I am Dear Warden Clutterbuck: Thank you for your letter to the Honourable Elizabeth Witmer, Minister regarding funding for accommodations for the Elgin-S1. Thomas Health Unit. responding on her behalf. The Ministry's assistance to boards of health for accommodation expenses (lease or debenture/mortgage) was traditionally provided through the annual budget submission and approval process, Boards made their own decisions on purchasing or renting accommodations. The Ministry then cost-shared the lease or mortgage/debenture costs on an annual basis based on our funding policy the Services Improvement Act, funding responsibility for public health was I to municipalities, effective January 1, 1998. This changed the funding relationship for public health, under which previous budget md funding assistance were provided, Under transferre< I traditional approvals funding for further 1997 we regret that we are unable to provide lease of accommodations beyond December 31 At this time, however, the purchase or Yours sincerely, Ronald T, Sapsford Assistant Deputy Minister 7530-4601 77 Bruce Smith, MPP, London-Middlesex Sharon Crosby, Chairman, Board of Health cc: 7198-93 (95/06) Conseil de la radiodiffusion et des télécommunications canadiennes .+. Canadian Radio-television and Telecommunications Commission Adresse postale/Mailing Address Ottawa, Ontario K1A ON2 Las Terrasses de la Chaudière " Promenade du Portage Hull (Québec) January 1999 -.'~. -- ~œ®]aWŒr!) JAN 25 1999 OOI!¡jTì' Of Elmlll C\..ISRWS Offi;;¡ 18 Mr. Robert W. Runciman, Leeds-Grenville Solicitor General and Minister of Correctional Services Office of the Minister 25 Grosvenor St. 11 th Floor Toronto, Ontario M7 A 1Y6 MPP Bureaux r'gion.ux Regional Offlc.. Vancouver 630~580 Hornby 5t Vancouver, B.C. V6C 386 (6041666·2111 TOO: 666·0776 Fax: 866-8322 Winnipeg 275 Portage Ave. Suite 1810 Winnipeg, Manitoba R3B 283 12041963·6306 TOO: 983·8274 Fax: 983-6317 Runciman This is in response to your letter of 3 December 1998 to Colville, Vice Chairman, Canadian Radio-television and Telecommunications Commission, regarding the resolution of the Corporation of the County of Eglin's petition on the provision of 9-1-1 service by cellular carriers. David Mr, Dear Mr. Montréal Placo Montréal Trust Pièce 1920 1800. aVe. McGill College Montréal (Québec) H3A 3J6 1514) 283-6607 ATS: 283·8316 Fax: 283-3689 The issues raised by the County of Elgin are known to the Commission. Activities are underway in Canada and the United States with the objective of improving the means by which 9-1-1 calls originated by subscribers of mobile radio services are handled. The Canadian Wireless Telecommunications Association sponsors a working group, consisting of representatives from the Ontario 9-1-1 Advisory Board, the mobile radio services providers and the telephone companies, that is studying the problems from a Canadian perspective. Halifax Bank of Commerce Bldg 1809 Barrington St. Suite 1007 Halifax, N.S. 83J 3K8 19021426·7997 TOO: 426·6997 Fax: 426-2721 J/írtJ 'J 2000 ~ - Commission staff is monitoring the activities of this group, as well as those underway in the United States, to ensure that progress is being made in developing the mechanisms needed to provide location information for 9-1-1 calls made from mobile radio telephones, Staff will advise the Commission and recommend that action be taken if appropriate mechanisms are not forthcoming or if they are not implemented expeditiously as they become available. DCI:Ul'õlðrr.tallon Centre de documentetlon Toronto 55 St. Clair Ave. East Suite 624, Toronto. Ontario (4181952·9098 Canadã General Inquiries: (819) 997·0313 Toll free 1·877·249-2782 TDO: 1819) 994·0423 Fax: (819) 994-0218 WWW.~.gc.ca Renseignements généraux: (819) 997-0313 Sans frais 1-877·249·2782 ATS: 18191994-0423 Télécopieur: (819) 994-0218 www.crtc.gc.ca 2 With regard to the problem specific to the County of Elgin, the Commission understands that steps have been taken to ensure that calls are being properly routed. . Peter Vivian Executive Director Telecommunications (819) 997-4644 Mrs. S.J. Heffren, Deputy Clerk, County of Mr. P.J. Leack, Clerk, City of St. Thomas Honourable Lawrence MacAuley, Solicitor Mr, Peter North, M,P,P. Mr. Gar Knutson, M,P, Mr, Gerry Thompson, Bell Mobility Ms. Joh Robinson, Cantel Mr. Gregory Cala, Clearnet Ms, Karen Dunn, County Emergency Measures Co-Ordinator Mr, J. David Farnes, Canadian Wireless Telecommunications Association Leo Mevel, CRTC (819) 997-4596 Canada Elgin General of 79 cc: ® Ontario -Wít@}QWŒ(!f Mlnistère du Procureur général Ministry of the Attorney General PROJET DE TRANSFERT DE LA LIP 720 rue Bay 3eétage Toronto ON M5G 2K1 Telex (416) 326-3291 Fax (416) 326-2592 PROVINCIAL OFFENCES ACT TRANSFER PROJECT 720 Bay Streét 3rd Floor Toronto, Ontario M5G 2K1 Tel (416) 326-3291 Fax (416) 326-2592 --' 1999 WIlli JAN 25 1999 19, January Dear CAOs/Clerks: This is to update you further to the announcement of the first seven demonstration sites for the Provincial Offences Act transfer. The demonstration sites in seven court service areas, representing about 50 municipalities, are: Regional Municipality of York, representing the Newmarket court service area Corporation of the City of North Bay, representing the North Bay/Nipissing court service area Municipality of Muskoka, representing the Bracebridge court service area Corporation of the City of Mississauga, representing the Mississauga court service area Town of Caledon, representing the Orangeville/Dufferin court service area Corporation of the City of Brampton, representing the Brampton court service area Corporation of the City of Barrie, representing the Barrie and Orillia court service areas. · · · · · · · When the transfer is complete Implementation plans at these first sites are progressing well at these first sites, they will mentor other municipalities. As you know, implementation of the POA transfer can be scheduled as soon as your area completes the submission requirements. When your cou.rt service area is ready tp assume responsibility for POA functions, the municipalities work together and make one submission to the Ministry of the Attorney General. Municipal information planning sessions provide detailed information that will help the municipalities in y.our.area.prepare~ submission-for -the.transfer-ofPOA responsibilities. Sessions are held at the request of the municipalities in the court service area, Many of the 61 court service areas in the province have hosted sessions since May 1998. If you require any additional information about the submission process, or the updated submission package, or wish to schedule an information planning session, please contact Inez Diamond-Gleeson, Municipal Liaison, at (416) 326-4551, or bye-mail atinez.diamond.glee50n@jus.gov.on.ca. 80 2 The Ministry will review submissions, and on an approximate quarterly basis, sequence sites where implementation planning will begin. The next review and site sequencing will take place for those submissions received by Friday, March 12, 1999. You will be advised of future review dates. As you have been advised previously, municipalities will receive the net POA revenues retroactive to January 1, 1998 when they sign the transfer agreement to assume POA responsibilities in their court service area. The Ministry appreciates all municipalities' hard work and important contributions to developing the POA transfer process. Our goal is to continue to work collaboratively with all municipalities throughout the phased transfer. Yours truly, \¡;~F~ Sandra Tychsen Director, POA Transfer Project Heather Cooper, Assistant Deputy Attorney General Colin Andersen, Assistant Deputy Minister, Ministry of Finance Harriet De Koven, Assistant Deputy Minister, Ministry of Finance 81 c,c. o ~Œ~ŒGWŒ®~ ® Ontari (519) 438-5111 217 York .street Suite 203 Ministère des Services sociaux et communautaires Ministry of Community and Social Services Box 5217 Ontario P 0 London, N6A SRI 1~ E!l!U\1 1) WUMTY œ: Çl.fP¡~'ß, Ui ! JM' 11 1999 January Thomas Mr Roy Main City Administrator The Corporation of the City of St 545 Talbot Street St. Thomas, Ontario N5P 3V7 Main Thank you for returning the agreement in which you accept and conditions of the Homelessness Initiatives Fund for and Elgin Mr the terms St Thomas Dear I am pleased to enclose a cheque in the amount of $40,000 which represents the allocation of funds to the Corporation of the City of St Thomas as the Consolidated Municipal Service Manager that the funding provided presentation ceremony being wish to make you aware news release or I also may result in arranged. any questions, please do not hesitate to Program Manager at 438-5111 extension 157 a If you have contact Nancy Madison, Sincerely ~23 Peter Steckenreiter Area Manager London Area Office Administrator 82 Mark G McDonald, County Chester Hinatsu, Director Rob Bell Director 0320 (05/95) cc S ORS' I SEN A NEWSLETTER FOR ONTARIO LEGISLATORS BY THE ONTARIO ASSOCIATION OF NON·PROFIT HOMES AND SERVICES FOR SENIORS December 1998 Finding the balance in health care ~:. century. truly place the client at the centre of . . Highlights: · Health care reform is absolutely necessary for the 21st · Health care is not just hospitals. · What's needed is a balanced system that wi the system Health care reform Solution: Stay focused on developing a balanced health care system. Link all health care providers, including hospitals, community services, and long term care facilities, so that the person at the centre of the system, surrounded by a full array of services and facilities stays in the best possible physical and mental condition. ssue: Health care reform is absolutely necessary to build a health care system for the 21s1 century. Sometimes it's painful, as people lose traditional and familiar gateways into the health care system. But the government is on the right path in delivering on its promise to enhance community-based care, Don't let the discussions on how to "fix" our health system veer off into organizational integration, Instead, harness the energy and resources into the development of a single, secure and comprehensive health information system that eliminates duplication, waste and mistakes, Hospitals are an important part of health care. They treat acutely ill people with the high-cost, high-tech systems needed for critical care. But reliance on hospitals needs to be balanced with access to community-based health care which can reach more people in their own communities with the right care at the right time for the best cost. Keeping people healthy outside of hospitals is as important as treating illness, Develop the principles and the process of integration jointly with all the health care providers and consumers involved, The solution is not to take money out of the system and siphon it back to hospitals without a proper analysis of cost-effectiveness, service assessment and service delivery options. and individual community needs, In Quebec, a study which compared the delivery of long term care services in a hospital and in a long term care facility found that the long term care provided in the hospital involved more tests, more drugs, and greater use of professional nurses... for a significantly higher cost...than at a long term care facility, but without any difference in the quality of care. (Canadian Medical Association Journal, November 3, 1998) 83 ~~ ~@ To balance the system: strengthen long term care sector · Match funding to care needs. · Develop one method of establishing care required. · Move forward on chronic care integration. · Continue to strengthen and eX2and community services. Give long term care residents access to professional services (e.g. therapists, nurse practitioners, geriatricians), currently unavailable in long term care homes, These services should be offered through CCACs, linking Regional Geriatric Programs or Psychogeriatric community teams with CCACs. Facilitate access to crisis beds or emergency services when they are needed. . . Issue: The Hospital Services Restructuring Commission strongly recommended that chronic care patients be integrated within long term care to maximize the use of health care resources, This integration has not even started, Solution: Integrate chronic care within long term care before chronic care beds are finally closed and the dollars disappear, Funnel all placements into chronic care beds through CCACs, (Note: Recently, chronic care hospitals have been referred to as complex cDntinuing care settings.) Issue: The government's multi-year investment plan to build 20,000 new long term care beds is excellent. But a health care system for the 21 sl century cannot be built Dn beds alone, Solution: Strengthen and expand home care, supportive housing and community services such as Meals on Wheels to:match the growing complexity of client needs, and to shift the reliance away from hospital beds for health care. OANHSS members, providers of housing and long term care services in the community, believe in the underlying principle that staying focused on a vision of a health care system that puts the client at the centre of the system will keep us on the right path of change, The Ontario people need a balanced, coordinated, and effective health care system to support their changing health care needs into the 21 sl centu ry. Issue: The long term care system, because of hospital restructuring and earlier discharges from acute care, is seeing a significant increase in clients with complex care needs, and more residents with chronic mental health and behavioural problems, Solutions: Develop new ways to handle these changing care needs: · Develop one, comprehensive system of evaluating how much care long term care patients need, Use the same system for al facilities. Then make sure a single, comprehensive funding system for all long term care facilities matches the costs. Ensure that the funding structure also accounts for the increase in staffing, equipment and costly supplies to care for our new residents. · If you need more information, please cal 231 CEO ext. Michael Klejman, OANHSS 905-851-882 1 , ~tö ~@ 84 IS~S A NEWSLETTER FOR LEGISLATORS BY OANHSS - ONTARIO ASSOCIATION OF NON·PROFIT HOMES AND SERVICES FOR SENIORS 7050 Weston Road, Suite 700, Woodbridge, Ontario L4L 8G7 Editor: Michael Kiejman, Executive Director SEN IORS' Page 1/1 rYìOvJt (Y\G DðNJAl OANHSS-1 Pace Fram:Rose Fleck Marilyn To 03:41 ÐlI1Ð/99 1 No. January 18, 1999 - Vol. 6 Report ve Executi ~~ tlJ@ A PERIODIC REPORT FOR OANHSS MEMBERS ON EMERGING ISSUES The Social Work and Social Service Work Act has been proclaimed. The Act, however, will not take full effect until early 2000, when the new Ontario College of Social Work and Social Service Work becomes active. This Act defines "social worker" and "social service worker", Registration with the College will be mandatory for anyone who wishes to use the designations/titles of social worker, registered social worker, social service worker or registered social service worker. Anyone seeking more Information should contact the OntariD Association of Social Workers at 416-923-4848 NEW LEGISLATION TAKES EFFECT R.F.P. NEWS A repDrt with the information on where the 6,700 beds went has been distributed to members OANHSS is now focusing its activities on bringing about changes to the RFP document, the process and the evaluation criteria Fears about the impact of the concentration of long term care beds in a few large chains have been heard, not just from the non-profit side. Small Dperators and politicians have alsD noted this result Members will shortly be receiving more specific information about what is being done, This communication will be directed to The Lobbyist Act also came into effect in January. Since some OANHSS activities may fall under that Act's definitions of lobby activities, we will be reviewing the extent to which we are affected by the Act's requirement for registration, This Act targets both consultants and nvolved n government relations those members who were unsuccessful 10 their bids in the first rDund and members who would like tD, but did not submit proposals last summer. employees activities. The agreemen for those who have been awarded new beds is nDW finalized, after a consultation with the two prDvider associations, and should have been sent out by the Ministry PROPERTY TAX NEWS As Df December 31 1998, the, responsibility for property tax assessment has been transferred by the prDvince to the Ontario PrDperty Assessment Corporation (OPAC). This new corporation is an agency of the gDvernment. A board Df twelve persons, six elected representatives and six officers and employees Df has been set up, It is chaired the regional chair in Peel. municipalities, by Emil Kolb, In a recent discussion with Cam Jackson, the Minister for Long-Term Care, we have confirmed that the next call for proposals for new beds is slated for this spring, probably April. We are mentioning this as there have been rumours circulating that the call is not going to take place. (Of course, in politics anything is pDssible,) 85 Page 1 ONTARIO ASSOCIATION OF NON·PROFIT HOMES AND SERVICES FOR SENIORS 7050 Weston Road, Suite #700, Woodbridge, Ontario L4L 8G7 Phone; 905-851-8821 . Fax; 905-851-0744 . Internet htlp;//www.oanhss.org Pago 2/1 OANH$$-¡ Paco Fram:Rose ock F To:Man,vn 42 03 Ol/101S9 The MiÐi~try is planning tD distribute the next Y2K survey' the week of January 18th. This IS a foilow-up to the previous survey, which was sent out in September/October. We understand that the completion of this and subsequent quarterly surveys will be mandatory for those organizations receiving Y2K funding from the Ministry, We are still awaiting a decision on what funding will be available for the long term care sector out of the $300 million "medical devices" fund. regional part' of Provincia employees, inciuding 31 commiSSioners and their offices, will be this agency Not so good news has emerged in the appeal case before the Court of Appeal for Ontario for SI. JDseph's of Cornwall. The assessment office initiated the appea court just released its two decisions, regional and the NEW OANHSS GOVERNANCE NEWS The OANHSS Board will be meeting for two days at the beginning of February and one day will be devoted to developing policies for the new Board, A specialist on policy governance will facilitate the day's work. It found that the Religious Hospitallers of SI. Joseph Housing Corporation was not "organized for the relief' of the poor and so it couid not be exempt from property taxes. The court also rejected the exemption of rental income, even if the rented space is used by anDther charitable organization. These two decisions appear to reverse a trend by courts to broaden the definition of "relief of the poor" The Nominations Committee will be meeting shortly, to prepare the material for the nomination prDcess fDr this fall's AGM for the new twelve person board, The Committee will also work on setting up the new Public Affairs Committee FACILITY FUNDING Y2K ACTIVITIES IN FULL SWING After finalizing our arrangements with the Ministry of Health, we are now pursuing activities aimed at helping OANHSS members ready themselves for the potential impact of Year 2000 problems, We have commenced local orientation sessions and are distributing the Y2K Tool-Kit. (To make the best use of the Tool-Kit. attendance at these sessions is essentiaL) The resuits from the 1998 classification activity showed an overall increase in the CMM of 139 We are now awaiting a formal confirmation frDm the Ministry as to the adjustment which will occur on April 1, 1999, in the Nursing and Program envelopes. formal In the to use percent It may be some time before a communication comes frDm the Ministry. meantime, I would strongly urge members a conservative estimate of a one increase in these two envelopes We are also setting up a communications plan for members that will be in effect from now until March of 2000, In addition. we are working with other groups to provide members with information on what is happening with other groups, the federal and provincial government, and other Y2K initiatives around the world. All the information we provide in print will be available in electronic form on our web site under the "Membership Services" section. ~ Michael Klejman Executive Director 86 (e-mail: mklejman@oanhss.org) Page 2 ONTARIO ASSOCIATION OF NON·PROFIT HOMES AND SERVICES FOR SENIORS 7050 Weston Road, Suite #700, Woodbridge, Ontario L4L 8G7 Phone: 905-851-8821 . Fax: 905-851-0744 . Internet: httpJlwww.oanhss,org 416-863-2101 Ontario Property Assessment Corporation Société ontarienne d'évaluation foncière Please Call In Case of Transmission Difficulties, County of Elgin Please Deliver To OPAC SOEF Transition Offiee 20 York Mills Road, Suite 204, Box 108, North York ON M2P 2C2 TEL: 416-221-1234 FAX: 416-221-7632 _~-1~ 1999 28 January Heads of Council On December 31, 1998, responsibility for property assessment was transferr,ed from the Ontario Government to the Ontario Property Assessment Corporation (OPAC), The purpose of this new Corporation is to establish and maintain a unifonn property assessment system throughout the province, All municipalities are members of the Corporation and a Board of Directors comprised of m1Ulicipal and provincial representatives governs its activities. Municipal All MEMORANDUM TO ointment of President and ChiefAdministraJive j1fficer It is my pleasure to announce the appointment of Bob Richards as President and CAO ofOPAC, effective March 1, 1999. Bob brings over 26 years of experience in both the public and private sectors to the position, and is highly regarded for his knowledge, vision and leadership abilities. He has an impressive track record of achievements particularly in the areas of municipal administration, property assessment and taxation policy, and his management skills will be a great asset in leading the new Corporation. A Presently Senior Vice President, Canada, Laidlaw, Bob has previously held the positions of Chief Adnùnistrative Officer and Deputy Chief Administrative Officer, with the fonner Metropolitan Toronto, and Treasurer and Commissioner of Finance at the Region of Peel. He holds an MBA from York University and a Bachelor of Arts from the University of Windsor. aIities It is gratifying that OPAC'5 first official communication with its members in on matters of significant benefit to you, In negotiating the Memorandum of Understanding with the Ministry of Finance, which governed the establishment of OP AC, our negotiating team pressed, and was successful, in having the fees for supplementary assessments in the years 1995, 1996 and 1997 cancelled. This represents savings of $59 million to municipalities across Ontario. The Deputy Minister of Finance wrote to your Clerk regarding this matter in a letter dated January 8, 1999, 87 Benefits_for_Munki SignifiC:9.nt Fin,9.ncial Through negotiation, our team was also able to secure $49 million in funding to deal with assessment appeals outstanding in 1997 and prior years and new assessment appeals brought about by the introduction of current value assessment in the Province. The Province had initially offered $33 million. The Province has also agreed to the establishment of a Joint Committee with OP AC and the Ministry of Finance representation, to review ongoing property tax and assessment policy issues. This means that OP AC will be at the table in the future, when recommendations are made that have cost implications to you as members of our Corporation. On behalf of the Board, I would like to assure you that we will continue to seek the best financial arrangements in future negotiations with the Government and in the management of our new Corporation. This year we will focus on improved service delivery, improvements to the quality of the products, specifically the timeliness of assessment roUs, and on cornmwúcating and consulting with you our members. Please feel free to contact me, or any member of the Board, with your suggestions or comments. Sincerely, R~c:¡(~ 88 Emil Kolb Chair, Board of Directors Page ßß3 02/05 p, EI Clerk - County of 416971619 1 519 &33 7&&1 FAX NO. ASSOCIATION OF?-) AMO THU 06:34 PM EST ß1/2B/99 23:31:15 JAN-28-99 Â~. Association of Municipalities ;, of Ontario 393 Unlwnrlty Avenue, Suite 1701 To"'nlo, ON M5G 1ES r@ '1-13 ert AI 'r al&i.. - F'J~,_1i-q~ ~ -r~Oß r"-"UHLd'S rEf.:¡ {0,-M "WYlSI?v<-'"t tf9~ Please ensure that copies of this are distributea to all Members of Council (418) 971-9856 ·ra., (418) 9l1-1J191 emDiJ1: amo8f)amo.munlccm.com January 28, 1999 Alert - 99/004 Immediate Action For REGULATION FORCES RECOGNITION OF SENIORITY OF CROWN EMPLOYEES The Ontario Public Service Employees Union (OPSEU) agreement with the Ontario Government includes provisions that protect the seniority of Crown employees who have been transferred to municipalities. A new regulation based on that agreement has come into effect. Issue: Facts On January 20,1999, OPSEU signed a Memorandum of Settlement with the Ontario Management Board Secretariat The agreement included a commitment from the Government to protect the seniority of Crown employees who have been transferred to municipalities. This regulation (0, Regulation. 10(99) pursuant to Section 40 (1) of the Pubfic Sector Labour Relations Act, 1997, was filed on January 18, 1999, The regulation is similar to the provisions in Bill 136 regarding the transfer of jobs between one municipality and another, AMO has recently secured a copy of the agreement and the regulation and is reviewing them with municipal experts. Highlights of the regulation are: i) if a municipaiity hires a former Crown employee to do work that was officially transferred from the Province to municipalities, the employee's seniority with the Province must be recognized by the municipality. Municípaiities will not be able to treat Crown employees differently than their own employees. The regulation only applies if the employee formerly did the same work for the Province, and if there is a collective bargaining agreement in place at the municipality, The regulation also encompasses provincial employees who are not part of a union; it is retroactive and appears to override any previous agreements municipalities have made with respect to Crown employees; disagreements on whether, or how this regulation applies in particular situations will be decided by the Ontario Labour Relations Board or arbitrators. .12 89 . ,~ i) ) Page 884 E Clerk - County of 519 633 7661 1 ASSOCIATIon OF?-) EST 81/2B/99 23:32:88 03/05 2/2 P Crown Employees 416971619 Regulation Forces Recognition of Seniority of FAX NO. AMO Aler JAN-28-99 THU 06:35 PM Communication Member What we don't know is how it affects particular municipal circumstances. For example, does the issue of seniority apply to probationary periods, salaries, or other financial benefits contained in local agreements? Memorandum of Settlement highlights: i) the "best efforts" clause has been watered down, so the Province must "propose in negotiations" salary and benefit concerns of OPSEU instead of to make "reasonable efforts to" resolve those concerns, Because of the tight nature of the original language, several arbitrators determined that the Province was not doing enough for former Ontario Public Sector employees; the parties have also agreed that the salary, terms and conditions of employment in existing collective agreements in municipalities will apply to OPSEU members who accept munìcipaljob offers. This does not apply to probationary periods where the Province is still obligated to "...requestthat employees of the Crown ... not be required to seNe a probationary period..."; in cases where there is no collective agreement, the Province may offer municipalitÍl~s a financial incentive in order to secure or improve a job offer. ) ) have These conditions in the OPSEU agreement apply to situations where more than 10 employees been transferred to municipalities. Action Attached a copy of the regulation that is now in effect. The Proposed Ontario Gazzette date is February 6, 1999. Municipalities are advised to have their human resources/legal experts consider how it will affect local circumstances AMO is reconvening Its Labour Task Force and will be meeting with officials from Management Board about the regulation, the OPSEU Agreement and other related labour issues and will be voicing our concern that agreements that some municipalities have reached with the Province appear to have been overridden unilaterally. nformatíon comes forward continue to update members on this issue as new AMOwi www.municorn.com. This information is available through AMO's MUNICOM network at AMO aI419-971-9856 ex!. 315. Policy Advisor, Carleen Newland at 416-971-9856 ex!. 300 90 Jeff Fisher, more Information contact: Transmission problems: For 81/28/99 23:32:45 EST ASSOCIATIOn OF?-} 1 519 633 7661 Clerk - County of El Page 885 JAN-28-99 THU 06:35 PM AMO FAX NO, 4169716191 p, 04/05 -.. ..--. .__ __ __._ ,.... ..._._....oJl... . ..ù~t:!....""t - . /" I ClCfu , .. Rled as 0. RIG. ID j. , ,IAN 1 B 1999 , , On ~ I , Proøosed onß t96 J r; " I Gazette dale ~ 1 OF RêGUIATlDtJS J QOOO2.E/PSLRTA-LAB-9-SLS CONE' Until filod with tho 5-HS RlII9iat.J:ar of Repletions RZGULA't:tOH lGDZ U1mU. TUB POBLIC SECTOR LUODR tœUTtO'RS TRAHSITIOJ ACT, 1997 SENrORI'rY OF BMPLOYEES 1, This Regulation governs the determination of seniority for the following employees: 1. Employees in a bargaining unit of employees of a person operating a hospital if, i. the Crown transferred all or part of the business carried on at an institution to which the Mental Hospitals Act applies to the person operating the hospital, and - ii. the bargaining unit includes an individual who, imroediately before the transfer, was employed by the Crown in the transferred business and who¡ immediately after the transfer, was employed by the person operating the hospital in the transferred business. 2. Employees in a bargaining unit of employees of a municipality if, i, the Crown transferred all or part of a business to the munioipality, and ii. the bargaining unit includes an individual who, immediately before the transfer, was employed by the Crown in the transferred business and who, immediately after the transfer, was employed by the municipality in the transferred business, ...--. 2. (1) Each employee in a bargaining unit shall be accorded seniority on the same basis as other employees in the bargaining unit and, without restricting the generality of the foregoing, 91 Page BB6 05/05 P EI Clerk - County of 4169716191 1 519 633 7661 FAX NO, ASSOCIATIon OF?-> AMD JAN-28-99 THU 06:36 PM EST 81/28/99 23:33:24 :< it the collective agreement provides that seniority includes ell per~ods of employment with tbe employer and all periods of employment with a previous employer, his or her seniority shall include all periods of employment with the employer and all periods of employment with a previous employer or the Crown; a a if the collective agreement provides that seniority incl~de$ all periods of employment in the bargaininq uni~ of the employer and all periods of employ.rnen~ in bargaining unit of a previous employer, his or her seniority shall include all periods of employment in the bargai~ing unit of the employer and all periods of employment with a previous employer or ~he Crown in a position having duties, responsibilities and other attribu~es such ~hat, if the employment were with the employer, the employee would have been a member of the batgaining unit; and (b if the collective agreement provides that seniority includes all periods of eroployme~t in the bargaining unit or in a similar bargainin~ unit of the employer and all periods of employment in a bargaining unit of a previous employer, his or her seniority shall include all periods of employment in the bargaining unit or similar bargaining unit of the employer and all periods of em~loyment ~i:h a previous employer or the Crown in a pO$ltlon having duties, responsibili~ies and other attributes such tha~1 if the employment were with the employer, the employee would have been a member of the bargaining unit or similar bargaining unit. c , 1 subsection 2 In previous ro.eans, a predecessor employer of the employer, or an employer who sold their businesS to the employer within the meaning of section 69 of the LabQur Relations Act, 1995 and that section or a predecessor of that section applied with respect to the sale of the business 92 employeI' a (b Four Counties Health Services Heart of Our Community PHONE (519) 693-4441 VOICE MAIL (519) 693-7111 FAX (519) 693-7084 þ.tJlBt0-1- "" I-. ¡PI~ ~ ~ OO?@ $ ~ODLES~+ R.R. #3, NEWBURY, ONTARIO NOL lZO ,._."._~-:-..--:--_.~""'~ r~.))r~'ctŒ!]Wi 1 Uj;iJpø t~ JAM 29 1999 COU~ITY !If E!.GIm f,1XRì('S (lTHGl1 .=".;~ .,. .....~ 1999 January 25 Sandra J, Heftren Deputy Clerk County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 Heffi-en: On behalf of the Four Counties Health Services,! want to thank you for your notice trom the County of Elgin identifying a Resolution that you would like to forward_ Dear Mrs, The Newbury area is greatly concerned about the short supply of rural physicians. We would welcome any activity that might bring the crisis that we are currently experiencing with the supply of rural physicians to the attention of the provincial govermnent. Therefore, we would support the Resolution trom Elgin County as proposed. Thank you for thinking to include Four Counties Health Services in your consultation. [) {Y.U.JI' David Dejonge Chair, Board of Directors Sincerely, M, Mazza, Executive Ditector Municipal Clerks, Latnbton, Middlesex and Chathatn- Kent 93 cc TOWN OF AYLMER Clerk IJ7 Ketchabaw Phyllis Talbot Street, West, Aylmel~ OntarÍo N5H içµ; (5!9) 77::1<1164 F¡¡~; (51'» 7()S-H46 . Admillistra Graves Wende, AdmiJJistmtim 46 Of! [ffi~©~OW~fQ) JAN 2 7 1999 I. } COUNTY OF ELGIN PERSONNEL OFFICE 999. County of Elgin, Personnel Depmiment 450 Sunset Drive, St. Thomas, Ont. N5R SV I January 26, H. Underhi IŒ: OCCUPATIONAL HEALTH AND SAI<'ETY ASSISTANCE This letter will follow-up on our recent telephone conversations regarding the possibility of the Town using the services of Joan McByrnie to assist our OH&S Committee. Our desire would be to have Joan join us for a half day once a quarter to provide expeliise to our Committee relating to ongoing issues which are before this group, The following list suggests possible dates; March 17th @ I :00 p.m. June 30th @ I :00 p.m. Sept. 29th @ 1 :00 p.rn. Dee, 1st @ 1 :00 p,m. Your consideration of this request would be appreciated I look forward to hearing from you. Yours truly, Mr. Attn !, I ¡ 1 , fEB ¡¡) ONTARIO GOOD ROADS ASSOCIA T o Ncm¡;w¡y u;: 1:1GIf\t C~, ~:f;'~t'~ (~rrlt;f ~--," :,-, 1999 1999 ANNUAL CONFERENCE February 21-24,1999 - Royal York Hotel, Toronto Fuelling Up For 2000 - Tools. Taxes and Technology Theme: TO THE MUNICIPAL CLERK: Please distribute to Members of Counci 1999 21 $unda Registration Opening Reception Hosted by OGRA Corporate Members and OGRA to 7:30 p.m to 7:30 p.m 30 p.rn. 6:00 p,m. 1 1999 22 Monda Registration to 4:30 p.m 8:00 a.m Opening Session 10:15 a.m to 9:00 a.m. Metzler President's Remarks: Edward J Minister of Transportation Hon. Tony Clement, Keynote Address: Workshop #1 Topic: Use of Municipal Rights-of-Way - Revenue Opportunities or Cost Recovery Fees Concurrent 12:00 noon to 10:30 a.m. Middlesex, County Df Speakers: Denis Merrall, County Engineer, and OGRA Immediate Past President Regional Lorne Ross, Manager, Surface Project Branch Municipality of Ottawa-Carleton Bell Canada David Blahnik, Director, Right-of-Way Access and Management, MetroNet Communications Group Inc. Henry Drenth, Vice-President, Representatives from municipal and telecommunications will discuss various issue related to the use of municipal rights- of-way, 94 1999 OGRA Annual Conference Program Workshop #2 Concurrent 12:00 noon to 10:30 a.m. Topic: Business Planning and Telling the Performance Story Strategic planning and business planning for the services provided by municipal government will be mandatory in the next millenium. Developing appropriate goals and objectives and demonstrating achievement will be a requirement of municipal councils and managers to confirm that operations are cost effective and meeting customer expectations. This session will discuss what other jurisdictions and the private sector are doing with performance management, how to measure client satisfaction and how to use the data to guide the business planning process. Performance Planning, Measurement and Reporting - Telling the Performance Story Performance Speaker: Stephen Montague, Director, Management Network Inc. To maximize the value of performance measurement as a tool for effective results-based business planning in the public sector, the measures must be relevant andineaningful to front-liners, middle management, senior management and central agencies. In this session you will get concrete instruction on how to choose and implement performance measures that can be readily integrated intá;the planning process. Citing actual examples from the public sector, Steve Montague will give you valuable tips on how to pick the right indicators and avoid common mistakes, The ABCs of Performance Measurement - Burlington's Experience Speaker: Tim Commisso, Manager of Financial Planning Services and Deputy Treasurer, City of Burlington How Activity-Based Costing and Performance Measurement have been implemented into the City's Strategic Management Framework. The speaker will relate how the results of the recent questionnaire on the Quality of City Services will be used to guide the business planning process, Operations - What Should we Compare? Municipal Speaker: Brian Anderson, Productivity Improvement Coordinator, Ontario Good Roads Association 95 . 2 1999 OGRA Annual Conference Program Performance Measurement begins with measurement of achievement and comparison of either your own internal best practices or to the benchmarks set by others delivering the same service. This presentation will discuss what you need to know when comparing municipal operations; where you can find it; and how OGRA will support municipalities in the determination that they are meeting or exceeding their goals and objectives. Concurrent Workshop #3 Topic: Strategic Directions for the Coordination of Municipa Planning and Public Works Data Management in Ontario 12:00 noon to 10:30 a.m Land Information Manager, Nancy Prout, Project Speakers: Ontario Telecad Doug Kirby, President, nc, Recent changes to the Municipal business has required municipalities to examine their information needs and how data is collected, shared and utilised in various business processes and applications. This workshop will examine existing and planned data standards and business processes that can be utilised to improve the flow and efficiency of information. Land Information Ontario (LlO) will provide a perspective on its co-ordinating role and the potential impact on municipalities. Other speakers will outline some opportunities that exist for municipalities to improve their data collection and management. Chartwel Skip Lumley, Partner, Overall, the session will examine current programs such as the Municipal Infrastructure Data Standard (MIDS), and the project being undertaken by the Regional Planning Commissioners to develop a planning data standard, Mapping data standards will also be discussed. A panel discussion will follow that provides the audience with an opportunity to discuss issues, concerns and opportunities. Concurrent Workshop #4 Topic: On The Road to Superior Peñorming Asphalt Pavements: Superpavel 12:00 noon to 10:30 a.m Introducing Performance Grade Asphalt Cements (PGACs) Canadian Asphalt Speaker: Keith Macinnes, Technical Advisor, Industries Inc. 96 ..- 3 1999 OGRA Annual Conference Program Performance Graded Asphalt Cements should not cause you to throw up your hands as far as switching to specifying them in your municipal contracts. The speaker will discuss the reasons for using PGACs, what they are made of, and how you should specify them in contracts. Warren Bitulithic Experience with PGACs Speaker: Steve Smith, Construction Manager, LId, A Contractor's The lay down process of performance graded asphalt requires some changes from conventional asphalt. The speaker will go over the experience he has had working with PGACs and what you should look out for and how to solve problems, Golder Superpave Implementation in Ontario Materials Engineer, Speaker: Vince Aurilio, Senior Associates Who has been using Superpave around the province? Besides the Ministry of Transportation, there are a lot of municipalities specifying PGACs. The speaker will discuss the implementation process and the materilills being specified. Time for Lunch and Tour of Exhibits 30 p.m. 1 to 12:00 noon Workshop #1 Concurrent to 3:00 p.m. 30 p.m. 1 Ordered - Stress Busters What the Doctor Topic: Just Consultants Never before have individuals had to cope with the stress of such constant and unrelenting change as is found in today's municipal work environment. Managers and supervisors are being expected to adapt and deal with new concepts and changes as well as be a pillar of support to their overwhelmed employees. This session will address the following questions: Palger Queenie Rich, President, Speakers: Are you working in an environment filled with massive changes or fraught with an air of uncertainty? like a Stress Victim than a Stress Master? Do you feel Do you feel helpless when others ask for support? 97 4 more 1999 OGRA Annual CQnference Program The presenter will share her insights recommend ways to identify early warning signs of burnout, and provide a template to help you set personal stress management goals. Concurrent Workshop #2 to 3:00 p.m. 30 p,m. 1 Electronic Commerce in Municipal Public Works Shared Healthcare Topic: Speakers: Richard Giesbrecht, President, Supply Services Ministry of Administrator, Assignment Doug Peck, Consultant Transportation MERX Executive Craig Jenkins, Account ETN Jay Yoon, President, Daily Commercial News The emergence of technology tools to enable electronic commerce in contract management and procurement will have a significant impact on both public and private sector organizations. Software tools have emerged along with data standards to handle document management, advertising of bid opportunities and the preparation and processing of bid information. In addition, public and private sector organizations will be challenged to transmit procurement data electronically to improve efficiency and enhance the value of their information resources. Ian Hardy, Vice-President, This workshop will focus on examining current trends in the public sector including an example from the health care sector and the inevitable journey into the world of electronic commerce. In addition, three private sector companies will detail their respective successes and plans for the future, This workshop will discuss the technology used in electronic commerce as well as the internal processes and controls required to ensure success. Concurrent Workshop #3 Topic: Impact of the NAFT A Agreement on Municipal Transportation 30 p.m. to 3:00 p.m. 1 Report ofthe Nominating Committee Resolutions Debate 3:00 p.m. 98 Reception for Heads of Counci 5 to 8:00 p.m. 6:30 p.m 1999 OGRA Annual Conference Program Tuesda ~3.1a99 8:00 a.m. to 4:00 p.m. Registration 9:00 a.m. to 12:00 noon Seminar for Councillors - Deputy Ministers Panel Michael Fenn, Deputy Minister of Municipal Affairs and Housing Jim Merritt, Acting Deputy Minister of Environment Donald A. Obonsawin, Deputy Minister of Northern Development and Mines (invited) 12:00 noon Awards Luncheon 2:00 p.m. to 2:30 p.m. Deputy Minister's Address Speaker: Jan Rush, Deputy Minister of Transportation 2:30 p.m. to 4:30 p.m. Concurrent Workshop #1 Hosted by Association of Ontario Road Superintendents Topic: When Disaster Strikesl Speaker: Doug Harrison, Deputy Director/Manager, Community Preparedness Program, Emergency Measures Ontario Is your municipality prepared when a disaster occurs? Do you know your responsibilities and obligations? Speakers from the Emergency Measures Organization will provide information that you require to have in place in emergency preparedness planning for your municipality, your roles and responsibilities, as well as those of others. 2:30 p.m. to 4:30 p.m Concurrent Workshop #2 Hosted by Municipal Engineers Association Topic: Some Municipal Tools for 2000 Chatham Kent - A Follow-Up: A Review of the Implementation Process in the Amalgamation of the City of Chatham and the County of Kent Speaker: Chris Masterson, P.Eng., Director of Engineering, Municipality of Chatham-Kent New Municipal Class EA: What's New and Different About the New Municipal Class Environmental Assessment Process? 6 ~ 99 1999 OGRA Annual Conference Program Speaker: Kathleen Llewellyn-Thomas, P.Eng., Manager of Transportation Services, Works and Emergency Services Department, City of Toronto Minimum Maintenance Standards - Where are we in the process to jointly establish maintenance standards for municipal roads? Speaker: Kees Schipper, Commissioner of TransportatiDn and Works, Regional Municipality of York, and an OGRA Director (invited) Concurrent Workshop #3 Hosted by Community Transportation Action Program Topic: Preparing to Meet Community Transportation Needs In the New Millenium: Lessons from Ontario Communities Speakers: Dorothy DeVuono, Participation House Brantford Programs Jackie Wells, V.O.N. Volunteer njury Association David Smith, Project Lift Marg Malloy, Peterborough District Head (invited) (invited) County of Haliburton Les Shepherd, County Engineer, (invited) In the new millenium, Ontario will continue to face increasing demand for special needs transportation, particularly given the aging population and the restructuring of the health care system. The pressure will be on municipalities and publicly funded agencies to meet community transportation needs while competing with other essential services for precious tax dollars. This session will demonstrate how a broad range of organizations within Ontario communities have come together to make more effective use of existing transportation resources in an effort to meet local community transportation needs. Annual Banquet Entertainment The Best of the West 2:30 p.m. to 4:30 p.m. 7:00 p.m Town of Huntsville Colleen Veitch, Planner, A unique blend of Country and Western and the last decade of "new country" music. Combining a live band and entertainers, the production features impressionists that look and sound like the greats of country legends, such as Willie Nelson, The Judds, Patsy Cline, and Shania Twain with the All Star Country Band, lÖO .. .. :;c 7 1999 OGRA Annual Conference Program and many more country greats. The Best of the West captures the spirit and sentiment of an era that will hold its place in musical history forever. 1999 24 Wednesda Continental Breakfast 8:00 a.m, Keynote Speaker. Reva Nelson 8:15a.m. Topic: Positive Risk-Taking for Poweñul Results Reva Nelson is an accomplished speaker and well-known author of Risk It I How to Overcome Fear and Make Smart Changes and Bounce Back Creating Resilience from Adversity. Her presentations have inspired audiences of public and private sector organizations, associations, business and community groups. Annual General Meeting to 9:30 a.m, 9:00 a.m Closing Session Hon David Collenette, Federal Minister of Transport Speaker: (invited) 00 a.m 11 to 9:30 a.m. municipalities Adjournment of the 1999 OGRA Annual Conference Registration forms have been mailed to the clerks and roads departments of al If you wish additional information please call 905-795-2555 8 1 10 ONTARIO GOOD ROADS ASSOCIATION 2555 530 OTTO ROAD, UNIT 2 MISSISSAUGA. ONTARIO L5T 2L5 TELEPHONE 905 795 FAX 905 795 . 2660 ~~RÍJI(é:..at¡,¡.¡Q MEMO OGRA Membership TO OGRA Sheila Richardson, Executive Director, FROM 1999 18, Resolutions January DATE RE The following resolutions have been submitted for debate at OGRA's 1999 Annual Conference. The debate of resolutions will take place at 3:00 p.m, on February 22, 1999. REQUEST THAT THE PROVINCIAL GOVERNMENT GIVE MUNICIPALITIES ACCESS TO REVENUE FROM ROAD USER TAXES AND FEES 99-01 Board of Directors WHEREAS a well-maintained, safe and coordinated road network is needed to support Ontario's business, industry, tourism, and commerce, as well as the transportation needs and safety of Ontario's residents; and FROM WHEREAS municipalities are currently responsible for approximately 90% of Ontario's road system and are expected to fund their transportation systems with revenue solely from the property tax base; and WHEREAS access to roads is not restricted to property taxpayers of the municipality in which the roads are situate; and WHEREAS relying on the property tax base to fund road maintenance and construction will not provide sufficient funds to sustain a system of roads in Ontario sufficient to meet the future needs of Ontario's residents and commerce and 102 1 WHEREAS in 1997-98 the Province of Ontario collected $1,275 billion more in road user fees from motorists than was spent on all transportation initiatives with the rest going into general revenue; THEREFORE BE IT RESOLVED that the Provincial Government give municipalities access to revenue generated from road user taxes and fees COMMITTEE RECOMMENDATION: Recommended. REQUEST THAT THE PROVINCIAL GOVERNMENT DEDICATE 10¢/LlTRE OF FUEL SOLD TO MUNICIPAL ROAD MAINTENANCE 99-02 Town of Collingwood WHEREAS the Ontario Provincial Government has ended provincial funding for Municipal Transportation and has down loaded the responsibility for maintenance of over 5,000 km of roads to municipalities; and FROM WHEREAS the spirit of the Crombie Report on Who Does What was that all transfers of responsibility between the Province and the Municipalities should be revenue neutral; and WHEREAS the Province of Ontario has collected fuel tax for the express purpose of road maintenance and improvement; and tax is in fact a user fee imposed on WHEREAS this Council believes that this fuel users of the transportation system; and WHEREAS OGRA has determined that a rate of 10¢ per litre of fuel sold for vehicles using the provincial road system would yield an amount sufficient to fund road maintenance at a satisfactory level; THEREFORE BE IT RESOLVED OGRA be supported in its efforts to have the Province establish a fund based on a 10¢ per litre existing fuel tax from fuel sales which would be available to Ontario municipalities for the purpose of inter- municipal road maintenance; and FURTHER BE IT RESOLVED THAT, recognizing the increasing importance of inter-municipal trails as an alternate to roadways and as a means of reducing Green House Gases, these funds be made available for the creation or maintenance of such trails. 103 COMMITTEE RECOMMENDATION: Not recommended 2 REQUEST THAT THE PROVINCIAL AND FEDERAL GOVERNMENTS SHARE ROAD-USER TAXES AND FEES WITH MUNICIPALITIES 99-03 Township of Lake of Bays WHEREAS the provincial Government of Ontario .has downloaded 90% of al roads in the province to the regional and local governments; and FROM WHEREAS taxes raised on vehicular licence fees, gas and tires were originally intended for maintenance, building and renewal of roads, but are held at the senior levels of government as general revenue; THEREFORE BE IT RESOLVED that OGRA petition both the Province of Ontario and the Federal Government of Canada to share these taxes and/or levies in a fair and equitable manner with the municipalities of the Province of Ontario, thereby removing some of the onerous burden from municipal property tax, COMMITTEE RECOMMENDATION: Recommended REQUEST THAT BOTH THE PROVINCIAL AND FEDERAL GOVERNMENTS SHARE REVENUE FROM GASOLINE TAX WITH MUNICIPALITIES 99-04 Town of Haileybury WHEREAS as early as 1925 the Gasoline Tax Act indicated the gas tax was intended as a contribution to road construction and maintenance costs, and in 1926 the Highway Improvement Act directed that the gas tax be deposited to the Highway Improvement Fund; and FROM WHEREAS it is the position ofthe Better Roads Coalition that whenever the Province of Ontario has focussed attention to financing road work, it has concluded that road user fees should go to the maintenance and construction of our road system; and WHEREAS the Coalition claims that in 1997-98 the Province of Ontario collected $1.275 billion more in road user fees that was spent on all transportation initiatives, and in addition there remains no access to the fuel tax, a tax that is expected to raise over $2.6 billion for the Province in 1998; and WHEREAS the Province of Ontario has eliminated funding municipal transportation systems in addition to transferring over 5,000 km of roads to municipalities; and 104 3 WHEREAS the combined fuel tax collected by the Federal and Provincial Governments on a litre of gasoline is almost 30 cents; BE IT RESOLVED that OGRA requests that both the Federal and Ontario Governments consider dedicating a portion of the fuel tax for use by municipalities on local roads infrastructure based on a fair distribution of the revenue to all levels of govemment COMMITTEE RECOMMENDATION: Recommended REQUEST THAT THE PROVINCIAL GOVERNMENT SHARE GASOLINE TAX REVENUE WITH MUNICIPALITIES 99-05 Town ofWalkerton WHEREAS there has been a realignment of responsibility for the maintenance and up-keep of highways from the province to upper and lower tier municipalities and FROM litre of WHEREAS the Provincial government receives a gasoline tax on each gasoline sold in Ontario; and WHEREAS this gasoline tax is designated for the maintenance andJupkeep of highways; and the province to municipalities WHEREAS some of the highways transferred from are in very poor conditions; and WHEREAS the one time only funding given to municipalities to maintain and up- keep these newly acquired sections of highway is very inadequate; THEREFORE BE IT RESOLVED that OGRA hereby petitions the Province of Ontario to share the gasoline tax in a fair and equitable manner with the municipalities of the Province of Ontario. 105 COMMITTEE RECOMMENDATION: Recommended 4 REQUEST THAT OGRA OBJECT TO SIGNAGE INCREASE AS INVOICED BY MTO 99-06 The Township of Black River-Matheson THEREFORE BE IT RESOLVED that OGRA hereby objects to the 318% increase in the Ministry of Transportation sign renewal invoice as this will have a very detrimental effect on tourism and points of interest such as Museum, heritage sites, and many other sites of interest to the travelling public with the results of great loss of visitors and negative impact on the business community. FROM No action COMMITTEE RECOMMENDATION 100% REQUEST THAT THE PROVINCIAL GOVERNMENT FUND OF BRIDGE MAINTENANCE AND UPGRADING COSTS. 99-07 bridge The Township of Black River-Matheson WHEREAS the Township of Black River-Matheson has twenty-two (22) structures within its municipal road system; and FROM WHEREAS there are great concerns of the maintenance and upgrading costs to municipalities across Ontario to maintain the bridges to the required standards set by the Province; and THEREFORE BE IT RESOLVED that OGRA hereby petition the Province of Ontario to request that MTO provide 100% funding for the major maintenance or replacement of municipal bridges, as the present changes in funding will not meet the needs of this municipality if said bridges are to be maintained to a leve as expected and set out by this Province. COMMITTEE RECOMMENDATION: Recommended REQUEST THAT MOE JUSTIFY ITS DECISION REGARDING DUST SUPPRESSANTS 99-08 Township of Brighton WHEREAS the Ministry of Environment (MOE) has advised that the Dombind material will no longer be acceptable as a dust suppressant; and FROM WHEREAS, MOE failed to consult with the municipalities that have benefited from the use of Dombind Dust suppressant (D.D,S,) for the past 40 years; and 106 5 WHEREAS, MOE failed to hold a single public meeting or request comments from all the rural citizens or municipalities who have benefited from the use of Dombind Dust Suppressant; and WHEREAS, MOE has failed to produce to this municipality any hard evidence or documented studies to support their contention that the application of D.D.S, to rural gravel roads has created a hazard for either wildlife, vegetation or the citizens over the 40 years it has been ccntinuously used by the municipalities NOW THEREFORE BE IT RESOLVED that OGRA request MOE to hold public meetings in the affected areas to fully justify MOE's decision to not penmit Dombind as a dust suppressant thereby forcing the municipalities to use other more expensive methods as a dust suppressant: COMMITTEE RECOMMENDATION: Recommended REQUEST THAT OGRA ADVISE THE MINISTER OF THE ENVIRONMENT OF ITS OBJECTIONS TO THE POLICY ON DUST SUPPRESSANTS 99-09 Oxford BE IT RESOLVED that the Minister of the Environment be informed that OGRA strongly objects to the proposal to have all dust suppressants come under the category of a waste product, thereby making all gravel roads receiv,ers of waste products for the suppression of dust and becoming waste disposal sites with all of the MOE regulations to adhere to. Township of South-West FROM COMMITTEE RECOMMENDATION: To be delivered to Annual Conference. REQUEST THAT OGRA REQUEST THE MINISTER OF THE ENVIRONMENT TO CONTINUE DISCUSSIONS ON THE PROPOSED POLICY ON DUST SUPPRESSANTS 99·10 Energy to County of Elgin BE IT RESOLVED that OGRA request the Minister of Environment and continue discussions on the Draft Dust Suppressant Regulation with all stakeholders to ensure their views have been heard and taken into serious consideration FROM COMMITTEE RECOMMENDATION: To be delivered to Annual Conference 107 6 ONTARIO GOOD ROADS ASSOCIATION 530 OTTO ROAD. UNIT 2 MISSISSAUGA, ONTARIO L5T 2L5 TELEPHONE 905 795 . 2555 FAX 905 795 ·2660 r t ;;;0'''.'''".'.'' , , , I :6 5 MEMO OGRA Membership OGRA Board of Directors January 18, 1999 Amendments to OGRA's Constitution 'kr.r/!!!!:.to.(¡¿,~ é::.Orfo.to/¿, TO: FROM DATE: RE The Board of Directors of Ontario Good Roads Association recommends the following amendments to OGRA's Constitution, which will be presented for approval at the annual general meeting on the morning of February 24th, 1999 at the Royal York Hotel. The amendments deal with geographic representation on the Board of Directors and composition of the Executive Committee. The existing wording is first', followed by the proposed new wording in boxes, with italics used to show the specific changes: Board of Directors The Directors shall be elected from OGRA's municipal membership with the following requirements for geographic representation and so far as possible maintaining an equal balance between elected and appointed representatives: Section 13 1 (municipalities in the Districts of Kenora One director from northwest Ontario Rainy River and Thunder Bay), Three directors from northeast Ontario (municipalities in the Districts of Algoma Cochrane, Manitoulin Island, Nipissing, Parry Sound, Sudbury and Timiskaming and municipalities in and including the Regional Municipality of Sudbury). Three directors from southwest Ontario (municipalities in and including the Counties of Brant, Bruce, Elgin, Essex, Huron, Kent, Lambton, Middlesex, Oxford, and Perth, and municipalities in and including the Regional Municipalities of Haldimand-Norfolk and Waterloo). 108 Proposed Amendments to OGRA Constitution 1999 Annual Conference Three directors from south central Ontario (municipalities in and including the Counties of Dufferin, Grey, Simcoe, and Wellington, and municipalities in and including the Regional Municipalities of Durham, Halton, Hamilton-Wentworth Niagara, Peel and York, and in and including the District of Muskoka). Three directors from southeast Ontario (municipalities in and including the Counties of Frontenac, Haliburton, Hastings, Lanark, Leeds and Grenville, Lennox and Addington, Northumberland, Peterborough, Prescott and Russell Prince Edward, Renfrew, Stormont, Dundas and Glengarry, and Victoria, and municipalities in and including the Regional Municipality of Ottawa-Carleton. the Municipality of Metro- the municipalities in and including Two Directors from politan Toronto. The Directors shall be elected from OGRA's municipal membership with the following requirements for geographic representation and so far as possible maintaining an equal balance between elected and appointed representatives: Four directors from northern Ontario (municipalities in the Districts of A/goma, Cochrane, Kenora, Manitoulin Is/and, Nipissing, Parry Sound, Rainy River, Sudbury, Thunder Bay, and Timiskaming), and municipalities in and inCluding the District of Muskoka and the Regional Municipality of Sudbury), Three directors from southwest Ontario (municipalities in and including the Counties of Brant, Bruce, Elgin, Essex, Huron, Kent, Lambton, Middlesex, Oxford, and Perth, and municipalities in and including the Regional Municipalities of Haldimand-Norfolk and Waterloo). Three directors from south central Ontario (municipalities in and including the Counties of Dufferin, Grey, Simcoe, and Wellington, and municipalities in and including the Regional Municipalities of Durham, Halton, Hamilton-Wentworth Niagara, Peel and York), Three directors from southeast Ontario (municipalities in and including the Counties of Frontenac, Haliburton, Hastings, Lanark, Leeds and Grenville, Lennox and Addington, Northumberland, Peterborough, Prescott and Russell Prince Edward, Renfrew, Stormont, Dundas and Glengarry, and Victoria, and municipalities in and including the Regional Municipality of Ottawa-Carleton. Two directors from the City of Toronto, the Explanation: The proposed change combines the existing northeast and northwest zones to form one northern zone. with overall representation on 109 2 Proposed Amendments to OGRA Constitution 1999 Annual Conference Muskoka is also Board of Directors (4) remaining the same, The District of moved from the south central zone to the northern zone, Executive Committee The Executive Committee shall be comprised of the President, the First and Second Vice-Presidents, and two Directors elected at the first meeting of the Board of Directors following the annual general meeting. Directors shall have served a minimum of three years on the Board to be eligible to serve on the Executive Committee, Section 27(1) 2 The Executive Committee shall be comprised of the President, the First and Second Vice-Presidents, the Immediate Past President, and one Director elected at the first meeting of the Board of Directors following the annual general meeting, Directors shall have served a minimum of three years on the Board to be eligible to serve on the Executive Committee. Explanation: The proposed changes make it automatic that the Immediate Past President be a member of the Executive Committee. 110 3 International Plowing Match and Farm Machinery Show Huron County Sep1 c/o Jeanne Kirkby, Secretary 34 Phone: (519) 887-6038 Fax: (51 /I""''''''''''''_b_"_~_~~_.,__, ~œ@llmWŒ:® ~ember 21 - 25, 1999 Queen SI. Walton Ontario., NOK 120 9) 887-6326 E-mail: jkirkby@wcl.on.ca 1999 FEB 8 February 2, 1999 cœj¡'Jrv IIf amm . C!,~¡¡¡¡'sJ):m¡;¡¡ Dear Municipality International Plowing Match and Farm Machinery Show Huron Countv - SePtember 21 - 2U29.!t Re: is cordially inviting you to participate in this As a neighbouring municipality, the County of Huron exciting event in 1999. This event provides an opportunity for you to promote your area by having a presence at the Match. There are opportunities to purchase booth space for the week and promote your municipality(s). If you are interested in more information regarding exhibit or booth space, please contact the Ontario Plowmen's Association and ask for their exhibitor package: Ontario Plowmen's Association 367 Woodlawn Road West Guelph, Ontario NIH 7K9 Phone: 1-800-661-7569 or (519) 7672928 Fax: (519) 767-2101 If you are interested in more information about the IPM'99, please contact: IPM '99 c/o Jeanne Kirkby, Secretary Walton, Ontario NOK 120 Phone: (519) 887-6038 Fax: (519) 887-6326 George Townsend at: For Trailer Park Information, contact Phone: (519) 522-1999 Fax: (519) 522-2000 m99.on.cª. An International Plowing Match and Farm Machinery Show brochure is enclosed for your information; please distribute the extra copies to your Council or display in your municipal office; if you require further copies contact 524-2188 and ask for more IPM brochures. www.i Visit our International Plowing Match Web Site: Sincerely ê-., ,SX( ~ -7 Graeme Craig, Chair 1999 International Plowing Match and Farm Machinery Show 111 Visit the IPM Web Site at http://www.ipm99.on.ca ~' Ür-.¡ì¡f,,~¡i;';i\,~:¡\¡flJi¡;\\t¡:~~:íi\,T,;,.~\··-I >I' '" ....,,,,.,.,, I' '& "li!}} "'~,.,,!-" "w.,,"" '!OJ ... cI t3 ~ Øf'-,,'¡y'" ,'~ [t1 "œm' Ontario Le Premier mlnistre de I'Ontario The Premier of Ontario Hôtel du gouvernement Queen's Park Toronto (Ontario' M7A 1A1 Legislative Building Queen's Park Toronto, Ontario M7A 1A1 1999 January 28 e!ì1!1\I'1'1l¡X: ~l~~ ~,:r:r.r.\~ ,'fYt¡{i~_~~ ._..-._....:;,::¡.......- Mrs. S.J. Heffren Deputy Clerk County of Elgin 450 Sunset Drive St. Thomas, Ontario N5R 5Vl Dear Mrs. Heffren: Thank you for your letter informing me of council's endorsement of both the City of Nepean's resolution and the County of Brant's resolution regarding school funding. I have noted council's views and appreciate your keeping me apprised of council's decisions and actions in this regard. Sincerely, A Michael D. Harris, MPP fj\~)¡ 1:1 FEB @