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September 14, 1999 Agenda ORDERS OF THE DA Y FOR TUESDAY. SEPTEMBER 14TH. 1999 AT 9:00 A.M. ORDER PAGE # Meeting Called to Order 1st meeting held on July 27th nterest and the General Nature Thereof 1999 Adoption of Minutes 2nd Disclosure of Pecuniary 3rd 4th DELEGATIONS 9:00 A.M. Presentations and Delegations Presenting Petitions Aaron Everatt - Taxpayers of Fairview RoadlSparta Line, re: Rumble Strips (ATTACHMENT) Jack Ferriman and Bob Heath, Friends Of The Games-2001 Canada Summer Games (ATTACHMENT) Graydon Knights, P. Eng., and Mark Conway, MCIP, of Dillon Consulting Ltd. and Eric Larson, Transport Canada, re: the Port Stanley Harbour Divestiture Presentation (see In-Camera Agenda) Staff Sergeant John Stephens-Ontario Provincial Police (see In-Camera Agenda) Paul Courey, Solicitor, Paroian and Raphael (see In-Camera Agenda) Hugh Geurts, Elgin County Tree Commissioner (see In-Camera Agenda) Motion to Move Into "Committee Of The Whole Counci Council and Staff 9:20 A.M 11:00 A.M. 1 OOP.M 2:00 P.M 2:45 P.M 5th 1-4 5-7 Reports of Report of Councillors and Council Representatives Reports of Staff Budget Comparisons 6th 8-48 , Council Correspondence - see attached 1999 to July 31st 49-69 Agenda) Consideration Information (Consent i) ii) OTHER BUSINESS Items for Items for 7th 70-87 88-142 Statementsllnquiries by Members Notice of Motion Matters of Urgency In-Camera 1) 2) 3) 8th Items - see separate agenda Motion to Rise and Report the Committee Of The Whole Recommendations from Consideration of By-Laws ADJOURNMENT Motion to Adopt 9th 10th 11th 12th 13th 143-146 LUNCH WILL BE PROVIDED F8 We the Tax Payers of Fairview Road and Sparta Line oppose the newly installed rumble strips on Fairview Road north of the Sparta Line. Due to the noise and the vast number of .people affected bY the irritating sound., we would like to see the rumble strips filled in A 50 km zone., such as the one on the south side of Sparta Line., would. be a safer choice and would not bother anyone., but rather appeal to all. The area in which these strips have been placed is no different than the area to the south of Sparta Line. It is strictly residential with almost every house having young children. Most of the laneways in this area are already so steeP do to the increased road height that it is very difficult to get out onto the road safely with traffic flying by. Therefore., a 50 km zone would seem much more logical and then there would be no need for the annoying rumble strips si.gn S1(f.¡ð¡t1/f'S' ~17/ð7Ø1/I6 ..-.)<.cr· 7tp;'f~. 61 q<¿, ~,,- ~ e..u.)RJ. / ~ ; c.\-, !:. _ '." < \,V Q.ð 126 UCV1áedk..¡der¡ "-1.5"/-7/$.0/#-/';"" , 000001 " 17. -.) -SOvÙ e-.- I P9.2 PRINT d'J 11YA tf--j p()fr VI UAJ Ko( , 111 nð I( (ÇJ 8t;'i1~ 1/1 so", qqq fc.;rv;e>-' floc,J, St. ~fnCI.J· IJn. Þ-fP,-,~cf"', ---- ~ ~d( - ) I ~ r ~ ~, -:iQ~'~ CN,,^--P~GcC ¡LiCk' . fIotlf-:/I-¡rj .t'i/tJ ¡.¿ Uv-Øf701) . /Y7R~ 1/ W /L,S"{)fI.) qÁ~~ew~ . M125 .DElI ¡J DE#N 155 - ¡..{a V'{'''1. &~~~ - ~ífrN.I3U ZE - Û SIGN ! ,.Q... ~!1 ' PRINT SIGN ,J - r LA v' ¡ - ¿II f'(\N\~rMq()S L..t-p<.f<:.- IÞ ~1'\t\...\C~kp..N~ "" L¡4 l. rJn :mt ~","'. ß 'D IRAN C;; L L..'I '7 f<Ac.tf''¡'' D 5' /0./ J...J./.5 Þv./'¿.S¡:f/.,) , "I\/}!f11J1t/ C- tiff c.jll ¿ ¿ ¡'J-é:f'ítl ;e e;3¿J t6 ò '~/J1.~" A 1- /f Iva 3 PRINT (/ \ 0".J ,s- ÖI",J (~S v KiJlJ&- h _HC- kv\IOlM- il fP-.r '- 111-7 I _ .u:.;: Mú /¡ 4~"- > - - - - - - - - - - If SIGN j/ .~C/ Canada Summer Games 2001 Tourism Plan BACKGROUND The 200 1 Canada Summer Games will provide the hospitality industry in Southwestern Ontario with a unique opportunity to showcase itself to the rest of Canada. Driven by the Host Society, representatives ITom Grand Bend, St Thomas and Woodstock have developed the following Tourism Plan to help attract 150,000 day visitors to 'experience' the Games and the hospitality of Southwestern Ontario. In the development of this plan, two assumptions were made; that there will be hotel accommodation available in the Alliance Area but supply will be limited; and that access to the families and friends of the athletes will be readily available through the Chef de Missions of the provincial teams and the provincial and national sports associations. MARKETING STRATEGY To~nriShth~ e)(peri~nsrof tl1eatl1letes, officials and visitors by s~owcasing tfie cultµral, heritage, festivals and scenic qualities of the alliance region+' æõ'2ultiyatean.9 .in~p¡re community pride and enthusiasm for residents of' Southwestern Ontario. , . GOALS · · To present the opportunity for athletes, officials and visitors to enjoy a familý vacation allowing them to discover am! maximize the tourism experiences in the area. ./ To develop a hospitality and leisure program that will nurture Canadian unity, an appreciation for multiculturalism and bilingualism, and community spirit and pride. To leave a lasting legacy through friendship and comradery between the Alliance Partners and the rest of Canada. · · · OBJECTIVES Maximize the tourism potential to the alliance area before, Canada Summer Games. Position the Alliance Partnership Area as an exceptional area in which to compete and visit with a wealth of interesting attractions, exceptional restaurants, a host of cultural experiences, a variety of excellent accommodation facilities and of course, the venue(s) for the 'best ever' Canada Summer Games. Encourage' exceptional service levels' in all businesses in the alliance area. Develop a communication program directed toward businesses and residents infonning them of specific Games details, venue locations etc to insure accurate responses to Games related visitor inquiries. Fund the tourism plan activities through the development of advertising and promotional opportunities with hospitality industry suppliers and in developing 'partnerships' with the Canadian Tourism Commission and the Ontario Tourism Marketing Partnership. Develop 'cross-marketing' partnerships. Evaluate Tourism Plan components on a regular basis to insure its success. -1- during and after the200 1 1 · · · · · · · The Elgin Tourist Association will have the ability to link to the overall tourism strategy for the recognition and promotion of hotels, inns, restaurants, entertainment and attractions. They can also showcase the cultural, heritage and scenic qualities of Elgin County. The re-opening of the L&PS Railway will be an important part of this for Elgin County. organizations and the education systems to The Games provide the ability for service clubs, promote and participate in special events. Athletic facilities within the region will be built or enhanced to meet national requirements and will create greater regional usage. Examples include the new Stadium, the improved Aquatic Centre and the Doug Tarry Complex. be recognized with the In addition, following: · Publishing the contribution in the London and St. Thomas newspapers · Including your name on a permanent recognition wall at the Stadium and a wall in St. Thomas thousand will council's contribution of$75 Heffren, Mrs. Six tickets to the opening of the new stadium and six VIP passes to the Games The right to use the Friends of the Games logo on your letterhead, envelopes and business cards · · A limited edition 2001 Club pin A charitable tax receipt Your name will be engraved on a brick walkway at the new stadium · · · The St. Thomas committee is hopeful that this information is helpful. I look forward to reviewing this letter with council in person. Should any additional information be required, please do not hesitate to call me at (519) 631-6369. Again, Mrs. Heffren my sincere thanks. Sincerely, ~(t Bob Heath St. Thomas Friends of the Games Presentation to County of Elgin Summary 2001 Canada Summer Games Tourism Plan 2001 Canada Summer Games Marketing Seminar Attachments: Friends of the Games /, Thomas Jack Ferriman; Chair, St. cc: REPORTSOF COUNCIL AND STAFF 1999 SEPTEMBER 14TH Thomas-Elgin General Hospital Annual Report J Beports from Outside Boards \})v1; q,1 ÒJ\ t\ ,v Warden Van Brenk - St. (ATTACHED) Warden VanBrenk, Councillors Stewart and Walters - Warden's Banquet (ATTACHED) 2. Library Services - Temporary Storage for the Archives of Alma Staff Report C. Bishop, Manager of College (ATTACHED) (ATTACHED) C. Bishop, Manager of Library Services - Records ManagemenUArchives (ATTACHED) 1999 C. Bishop, Manager of Library Services - Circulation Report for the Month of July, (ATTACHED) 4. \,; M.Fleck, Director of Homes and Senior Services - Community Millennium Events (ATTACHED) 5. / ~~~ ~~ C. Bishop, Manager of Library Services - Archives Activity Report 2 3. Terrace Lodge M.Fleck, Director of Homes and Senior Services - Paving Projects for and Bobier Villa (ATTACHED) 6 M.Fleck, Director of Homes and Senior Services - Therapeutic Garden Walkways for BobierVilla (ATTACHED) 7 8. C. Watters, Manager of Engineering Services - Intersection Reconstruction - Contract No. 1999-14 (ATTACHED) C. Watters, Manager of Engineering Services - Audible Warning Indicators ("Rumble Strips") at the Intersection of Sparta Line and Fairview Avenue (ATTACHED) 9 C. Watters, Manager of Engineering Services - Second Quarter Financial Report on Maintenance by Lower Tiers (ATTACHED) o. C. Watters, Manager of Engineering Services - Updated OverweighUOversize Moving Permit (ATTACHED) <~:, Thomas International Air 1999 St. 12. C. Watters, Manager of Engineering Services - Show (ATTACHED) ð Drain #1 Government for 2 C. Watters, Manager of Engineering Services - Contract Replacement (ATTACHED) Written Report on C. Watters, Manager of Engineering Services - Second Quarter Maintenance By Lower Tier (ATTACHED) 413 Ð\ \}ì 14. K. Wayne Gray, Co-Ordinator Corporate Facilities and Karen Dunn, Emergency Measures Co-Ordinator - Elgin County Emergency Operations Centre (EOC) (ATTACHED) L. (ATTACHED) Financial Services - County Auditors 9 Director of Veger, 15. 16. REPORT TO COUNTY COUNCIL FROM Warden Rien Van Brenk Councillor Max Stewart Councillor Bill Walters DATE: September 1, 1999 SUBJECT WARDEN'S BANQUET Introduction: Council directed that appropriate recognition for the Elgin County Warden be investigated. Discussion: Through discussions with Council, consensus was that the County host a banquet similar to what was held in other years. The Warden has requested the banquet be held at the DuttonlDunwich Community Centre. We have requested quotations for meals and received prices on other aspects of the banquet (see attached spreadsheet) . Recommendation: THAT the 1999 Warden's Banquet be held at the DuttonlDunwich Community Centre, on November 13, 1999, with the social hour from 5:00 - 6: 15 p.m. and the banquet at 6:30 p.m.; and THAT all other costs and items be approved as detailed on the attached spreadsheet; and, THAT the charge for each purchased ticket be set at $15.00, to cover the cost of the meal, plus taxes and gratuities. ALL of which is respectfully submitted Warden Rien VanBrenk Councillor Max Stewart Councillor Bill Walters WARDEN'S BANQUET INVITEES - Complimentarv No. (includes guest) Warden 2 Council 16 Warden's Immediate Family 10 Warden's Guests 16 Past Wardens 60 County Officials 14 Retirees from current year 28 Homes' Medical Directors 6 County Auditor 2 County Solicitor 2 M.O.H. 2 Mayor & Administrator of S1. Thomas 4 M.P. & M.P.P. 4 Frank Cowan Co. - Bryce Sibbick 2 Board of Education - County Liaison 4 Cynthia Nurse; Dave Stewart Counties Wardens & Clerks 32 Minister - Jane Hallett 2 Piper - Jim Carmichael 2 Band Members 6 O.P.P. 2 John Stephens & Dennis Harwood INVITEES- Complimentarv (single tickets) Land Division Committee (current 3 Chair is a Past Warden) SUB-TOTAL 219 PAID TICKETS Councillors' Guests 32 County Staff 20 Past Councillors (last term) 34 Conservation Authorities 8 TOTAL NUMBER 313 ESTIMATED COST Hall Rental Dutton/Dunwich Community Centre Reduced rate for municipal function $350.00 Bar Service Club Optimist Club will get permit and run Meals $12.00 - sit down style Wallacetown Women's Institute (estimate does not include paid tickets) - roast beef, chicken, salads, dessert, etc. $2,628.00 Flowers $200.00 Programmes & Tickets outsource cost with photo (staff cost - $170 plus time) $234.00 Gifts for Visiting County plate & spoon - in inventory, no additional cost Wardens & spouses Piper Jim Carmichael $50.00 Entertainment Back Porch Gospel $200.00 Guest Book $20.00 Warden~ Gift Watch and engraved silver tray (practice has been that $500.00 that the Warden and spouse chose their own gift & anything over $500.00 is paid by the Warden) PROGRAMME TOTAL $3 682.00 Chairman Bill Walters Grace Minister Toast to the Queen and Canada Andy van Kasteren DINNER INTRODUCTIONS Head Table Max Stewart County Council Bob Habkirk Past Wardens John Wilson VfflitmgWardensandCæms Duncan McPhail Rien & Helen will hand out gifts while introductions are made GREETINGS FROM M.P. Gar Knutson M.P.P. Peter North St. Thomas Mayor Steve Peters PRESENTATION Perry & Mary Clutterbuck to Warden Rien & Helen VanBrenk ENTERTAINMENT? Music ADJOURNMENT Take Tickets at Door Dave Rock REPORT TO ELGIN COUNTY COUNCIL Homes Report #2 fo~ September 14,1999 From: Marilyn Fleck, Director of Homes and Senior Citizens Paving projects for Terrace Lodge and Bobier Villa 1999 ntroduction/Backaround Date: August 30, Subject: At Terrace Lodge there have been concerns raised of the amount of parking spaces available for staff and visitors In addition, the service delivery driveway is in a poor state At Bobier Villa, there have been concerns of the lack of parking available to the east of the building and the service driveway to be resurfaced. Discussion/Conclusion Mr. Gray contacted a local contractor to discuss the projects. Walmsley Brothers is the contract supplier for asphalt for the County of Elgin and a written quotation for both projects has been provided. As Walmsley Brothers is under contract with the County, it is appropriate to utilize the pricing structure that the Engineering department utilizes. The Terrace Lodge project quotation is $48,673.00 and will provide additiona parking for 36 vehicles, ambulance driveway access, and repulverize the service driveway. provide asphalt to the service driveway ;?? Bobier Villa quotation of $22,680.00 wi and an additional 16 parking spaces page two REPORT TO ELGIN COUNTY COUNCIL Homes Report #2 for September 14,1999 Discussion/Conclusion continued The budget could accommodate these projects as there are sufficient funds within the other accommodation envelope to utilize. Recommendation That the quotations for the parking lots and driveways be accepted. Approved for submission: Respectfully submitted: Mark G. McDonald Chief Administrative Officer ,;;9 2h Marilyn D. Ie, Director of Homes and Seniors Services REPORT TO ELGIN COUNTY COUNCIL Homes Report #3 for September 14,1999 From: Marilyn Fleck, Director of Homes and Senior Citizens Walkways for Bobier Villa Therapeutic Garden 1999 Date: August 30, Subject: ntroduction/Backaround As part of the plan of the therapeutic garden, we planned on concrete walkways within the secure unit of Magnolia lane. This walkway connects the lounge area concrete pad and encircles some of the landscaping already complete. DiscussionlConclusion Mr. Gray was contacted to determine the approximate cost, and and requirements. There were three quotations received as follows: Firm Contract Bid 1 Case Terpstra Construction, R.R.#2, Aylmer $ 4,909.40 2 Gor-Dan Concrete, St. Thomas $6,100.00 3 Larovere Construction, St. Thomas $ 6,480.00 There are sufficient funds within the donation account to accommodate this expenditure ::?D REPORT TO ELGIN COUNTY COUNCIL Homes Report #3 for September 14, 1999 page two Recommendation: That the Director of Homes and Seniors Services be authorized to proceed with the concrete walkway for the therapeutic garden; and that the quotation from Case Terpstra Construction be accepted in the amount of $4,909.40. Respectfully submitted: Approved for submission: ~ffh~ ~~ ~ Marilyn D. F eck Mark G. c onald Director of Homes and Seniors Services Chief Administrative Officer J/ REPORT TO COUNTY COUNCIL FROM: CLAYTON WATTERS, MANAGER ENGINEERING SERVICES 1999 -14 1999 NTERSECTION RECONSTRUCTION - CONTRACT NO AUGUST 27 SUBJECT: DATE Introduction The tender for Highbury Avenue and Ron McNeil Line intersection reconstruction is part of the Engineering Services approved capital program for 1999. 1999 Discussion/ Conclusion The Tender for this work was advertised in the London Free Press on Saturday, August 14 and Closed on Friday August 27,1999. TCG Asphalt & Construction and TOWLAND 1970 Limited both of London, Ontario submitted tender prices, which were $196 270.10 and $254877.36 respectively. The work consists of widening the existing intersection to accommodate turning lanes. Highbury Avenue North and South will each have a left turn lane, a straight through lane, and a right turn lane. Ron McNeil Line will be widened to accommodate turning tapers but will remain a two- lane road both directions. The limit of construction will be 60 meters each direction on Ron McNeil Line and 245 meters each direction on Highbury Avenue. The City The required completion date is October 15, 1999 for the intersection reconstruction of St.Thomas is administering the installation of the traffic control signals. Recommendation That the TCG Asphalt & Construction Incorporated tendered price of $196270.10 including G.S.T. be accepted for Intersection Reconstruction Contract No. 1999 -14 per the proposed 1999 Capital Program, and that the Warden and the Chief Administrative Officer be authorized to enter into an agreement with the above mentioned party. APPROVED FOR SUBMISSION MARl<" ONALD CHIEF ADMINISTRATIVE OFFICER Jo? ~ RESPECTM~L Y SUBMITTED OW1ßitj£ CLAYTON D. WATTERS, MANAGER ENGINEERING SERVICES REPORT TO COUNTY COUNCIL Linda Veger FROM 1999 County Auditors 20 August DATE SUBJECT ntroduction As a result of a Request for Proposals, County Council approved the following recommendation on September 24, 1996 THAT the firm of Raven & Company be appointed as County Auditors for fiscal years 1996, 1997, 1998 with the option to renew for a further two years subject to mutual agreement and according to the terms and conditions of the Request for Proposals. As example Discussion The County has been subject to a number of changes · Local Services Realignment · Service agreement with the City of St. · 10-5-5 Capping · Decision to rebuild Elgin Thomas Manor As our auditors, Raven & Company have in depth knowledge of the County's financial systems, organization, and personnel. They have provided the County with continuity of personnel, while reviewing our systems at competitive rates. Considering the above changes and the excellent service provided by Raven & Company, it would be to the County's advantage to retain auditors who have many years of experience with us. the previous three 1999 and 2000 as In to the same fees in Mr. Raven has agreed years, $10,500. Recommendation THAT staff be directed to renew the contract with Raven & Company for the years 1999 and 2000 at a fee of $10,500 per annum plus applicable taxes. Approved for submission - Respectfully submitted Ld Mark G. McDonald, CAO # l Linda B. Veger Director of Financial Services 09/07/99 auditren THE CORPORATION OF THE COUNTY OF ELGIN REQUEST FOR PROPOSAL FOR AUDITORS audit services for The information free to Introduction The Corporation of the County of Elgin is requesting a proposal the County and its Boards which must, by statute, use the County's contained herein is to facilitate in the preparation of your proposal submission. You are add any additional information which you believe will be relevant to your proposal for external auditor. The County of Elgin is comprised of seven townships, the Town of Aylmer, and seven villages. Elgin County consists of a belt of land on the northern shore of Lake Erie, about sixty miles in length and twelve to seventeen miles in breadth. The County has responsibility for roads, one nursing horne, two homes for the aged, a museum, social services, a library service which includes eleven branch libraries, personnel, treasury, and the administratorlclerk's office. The responsibilities are divided into departments with each department responsible for managing its expenditures within approved County budget allocations. Current staffing levels are 172 full time and 168 part time employees. The outside board to be included in the proposal is the Elgin-St. Thomas Health Unit. The total County budget for 1996 is $25.6 million. The authority for the Board the EIgin-St. Thomas Health Unit is the Health Protection and Promotion Act, I Regulations. The Board of Health is comprised of seven members, three representatives from the County of Elgin, three from the City of St. Thomas and one Public Appointee. The Health Unit is located at 99 Edward Street. St. Thomas. of Health for 983 and its 1996 budgets for the 27 Mandatory Programs total $3.0 million. The Elgin County Pioneer Museum was established to acquire, preserve, research, exhibit and interpret artifacts relative to the history and development of the County of Elgin, and the City of St. Thomas. The Museum is located at 32 Talbot Street, St. Thomas. The / be they will firms irtdicating that Financial statements for 1995 will be made available to all making a submission under this proposal call. THE CORPORATION OF THE COUNTY OF ELGIN REQUEST FOR PROPOSAL FOR AUDITORS PROCESS I be submitted to the Treasurer, County of Elgin, 450 Sunset Drive, St. Thomas, 5VI, prior to 2:00 p.m., Friday, August 30,1996. Five copies of the proposal are The envelope should be sealed and clearly marked "Proposal for External Audit." Proposals shall Ontario N5R required. to The Corporate Services Committee will review the proposals and make recommendations County Council and the other organizations that form part of the proposal and the London Free Thomas Times Journal in the St. appear Notice of this Proposal Call will Press on Friday, July 5, 1996. A Briefing Session A briefing session will not be held. Additional information can be provided, if necessary, by telephone or in interviews, by appointment. Should you require clarification on any item in this proposal call, please call Linda Shewfelt, Treasurer at (519) 631-1460 Ext. 141 Committee will prepare a report recommending the audit appointment that approval from Council will occur no later than September, and made by the end of that month. ard The Corporate Services for Council It is expected that the appointment will be to y Before preparing a proposal of audit services to the County of Elgin, candidates are advised ensure that their firm can meet the following criteria. The firm must: 2 in Ontario and reporting and 2 Affairs; municipalities financial with comparable provincial municipal municipal auditors by the Ministry of Municipal b) have recent municipal audit experience demonstrate comprehensive knowledge of legislation governing municipal operations; licensed as be a) and system of control and a sound techniques auditing developed professional work performed c) have well review of audit and of experience continuity annual reasonable d) demonstrate a commitment to providing qualified personnel: the scope of audit services demonstrate a commitment to meeting all reporting deadlines; to address services available e) f) have substantial resourcelsupport required. for the a proposal requirements should not submit minimum meet these Firms which cannot County of Elgin. E 3 items: The proposal should, as a minimum, cover the following and resource a) Experience in municipal auditing. b) Profile of the firm, including breadth of other audit assignments and clients; support services available; particular strengths relevant to this audit. c) Information as to the location of the office which would be responsible for the audit, the names and resumes of the partner, manager and senior staff who will be assigned to the audit if the firm is selected. Continuity of staff will be given a high priority and this must be so indicated. Freedom of Information The personal information in this document is collected under the authority of The Municipal Freedom ofInformationand Protection of Privacy Act, 1989, and will be used for the purposes of awarding the contract for audit services. Any questions about the collection of this information may be addressed to the AdministratorlClerk, County of Elgin, 450 Sunset Drive, St. Thomas, OntarioN5R5Vl (519) 631-1460 Ext. 161 levels of staff likely to be i.e. student, senior student, various the staff, d) A confidential schedule of 1996 hourly rates for the assigned to the audit. Indicate the professional status of qualified professional as contact 3 who would act names of client officials for three of the firm's present audits at least one of which must be a municipal official. e) The references, having regard for call f) A preliminary assessment to indicate i) the firm's understanding of the work to be done for the proposal the responsibilities set out in the proposal documents; ii) an estimate of the hours that are anticipated to be required for the annual audit, broken down between the various responsibilities which are perceived to be required and showing the of staff assigned to each of the responsibilities and an estimate of the expected annual category fee iii) any questions, clarifications or concerns which the firm may have regarding the proposal call and the firm's perception of the assignment; an outline of the basis of the firm's assessment of the proposal iv) the following points. This should include at least Describe your approach to the audit. g) made, municipal standard, commercial standard); type of audit program used (tailor i) organization of audit team and approximate percentage of time spent on audit ii) tentative audit time schedule; iii) letter) (provide a sample management letter iv) to publications development which may be available assistance andlor financial systems Describe your firm's quality control program. i) Information regarding any advisory services on routine matters the County tree of charge, including but not limited to staff relating to such matters as GST, pension reform, internal audit, and cash management: h) ORAL PRESENTATION If selected to make an oral presentation to the Audit Committeeand/or Corporate Services Committee, it is expected that the partner and manager, who will be assigned to the audit, would make the presentation on behalf of their firm. 4. the examination of the. records Health Unit, including Home statements of the County. 4 Commencing with the 1996 fiscal year, the audits shall include and financial statements of the County and the Elgin-St. Thomas Care to the degree necessary to express an opinion on the financial 5 Funds of Homes for the the Elgin-St Thomas the Trust operations Pioneer Museum Separate audit disclosure is required for Aged/Nursing Home, and their related Health Unit and the Elgin County Specifically included will work required by various the Ministries of certifiçation not limited and Social Provincial audit all related audit and ministries, including but Health, Community Ministry of the Government requiring Affairs, any other of the Federal the external auditors also be Provincial Municipal and Transportation and Department certificates from to, Services, Government opinions or will generally be limited to the statements and discussions with auditors the financial of the an opinion on to presentation and disclosure The responsibilities expression of respect including the and schedules, they shall activities accounting work statements ,se be required the County's "posal some , financial Should thE fo:mal audit of are p' crt of this also be required to do and written preparation of other non-audit responsibilities be discussed separately from the and/or the other entities that You may physical and October 31't each year, the County' administrative staff members the completion of the audit of the the current year. Agreement to be reached on auditors to discuss Annual Schedule shall meet with the and agree upon a various financial s for for Before appropriate schedule statements the completion of the audit of the various financial County and other agencies included in this proposal for The Financial Report Financial Information Return and audited by the April of the following year and end of i a schedule for statements of the the current year are to be completed or as required by legislation and analyses ii) a list of the necessary schedules working papers other information to be repaired by County staff audit involvement where applicable the extent and type of internal iii staff hours required for the current year The the expected audit hours by major audit task, to work on each task and the hourly rates to be anticipated non-audit work should be detailed fees and anticipated estimate should detail the staff level proposed charged. Fees for any separately iv fee conditions opinion with such matters information or a qualified inform and fully discuss the auditors shall ualified_8_tatements The auditor shall, immediately upon discovery of which would otherwise lead to the inclusion of to financial statements, staff In addition the appropriate respect with the as far as possible, allow a reasonable period of time for the Treasurer to make an investigation, analyze, report and take such corrective action as to avoid the inclusion of such qualifications. to discuss their work and reports and shall the understanding of members of statements. enhance annual financial The auditors will attend such meetings as are called provide such information as requested which will CouncillBoards concerning matters pertaining to the prepare relative with No later than 60 days following the completion of the annual audit, the auditors shall and deliver to the Treasurer (and Boards, as applicable) letters conveying their concerns to the internal accounting, operating controls and/or other matters of material importance respect to operations, which may have been discovered in the course of the audit. Adherence to the annual schedule will be an essential feature of satisfactory performance under the audit contract. The agreed year end plan will be incorporated in the annual engagement letter which will be required under the audit contract. Also included in these engagement letters will be the specific responsibilities to be discharged by each of the parties, and a requirement that the Treasurer be consulted prior to any change in partner, manager or senior staff assigned to the specific audits. It will also be expected that major efforts will be made to avoid significant changes in the staff assigned to the audit from year to year. The successful auditor shall not at any time before, during or after the completion of the engagement divulge any confidential information communicated to or acquired by the Auditor or disclosed by the County in the course of carrying out the engagement. No such information shall be used by the Auditor on any other project without prior written approval. It is expected that the successful firm will be the auditors for a period of three years with an option to renew for a further two year term as mutually agreed upon by both parties. However, the appointment will be on an annual basis for terms of one year and Council reserves the right to not appoint if dissatisfied in any way with performance, the fee charged or any other elements of the service provided. The County also reserves the right to terminate the agreement if, through restructuring, the County does not require the service. 6 T~ It is anticipated that the Elgin-St. Thomas Health Unit and the Kent-Chatham Health Unit will come to an agreement to amalgamate in 1997. The Board of Health will then become a Board of multiple municipalities. Where A Board is a Local Board of more than one municipality, direction for which Municipal Auditor conducts the audit is set out in the Municipal Act, Chapter M.45, Section 86(2). Home Care will be separating ITOm the Health Units to be directed by Community Care Access Boards who will be responsible for selecting their own auditors. Considering these changes and the uncertain form they will take, the County reserves the right to re-negotiate the Health Unit fees, including Home Care. if and when it becomes necessary. the be evaluated based on will the auditor's performance During the term of the engagement, following criteria: in the initial two years of quoted for the remaining three quoted keep to their fees to the fee estimates Adherence to proposed fees. It is expected that the successful candidates the engagement and keep as close as possible years. i) a to Treasurer, proposed submit to the County the staff level In each year, before any audit work begins, the auditors shall fee estimate detailing the expected audit hours by major audit task, work on each task, the hourly rates to be charged, and the total expected fee. shall keep account of actual time spent on each task and submit to the County the completion of the audit, a schedule which compares the actual audit time it time budgeted. The cost of this accounting of audit time shall be considered to The auditor Treasurer upon spent to the aud be included in their fees quoted under this proposal Persons assigned to the audit. For the initial year of the engagement, the persons assigned to the audit should be those originally proposed. Any subsequent changes to audit persounel must be acceptable to the County Treasurer. ii) On site participation of the audit senior. iii) be present throughout most of the audit. that the audit senior will We would expect the audit 7 in the manner proposed. We expect the audit will be carried out in the manner proposed. Any changes in program shall be discussed with the County Treasurer. Performance iv) Audit deadlines. v) be completed within the time frames specified in this proposal call will It is expected the audit 1997 and 1996, the shall include a firm quotation for the fees to be charged for an estimate projecting fees for the remaining two years. The proposal 1998 audits and estimate shall show the estimate of hours broken down between the various which are perceived to be required and showing the category of staff assigned to The fee responsibilities each of the responsibilities. be clearly stated to be either part of the estimated fee Out of pocket expenses shall or estimated separately. (i) Note: include all auditing assignments. The fee shall (ii) included in the prices quoted. be Applicable taxes shall (iii) be priced separately. (v) It is expected that the audit be considered a "local" audit and the County not be responsible for disbursements incurred by the firm which are caused by sending staff from outside the County. Accounting work shall (iv) it is expected that a In the event that less time is required to perform the audit than anticipated, reduction will be given to the entity(ies) involved in such reductions. (if any) would work be given in the Proposal as to how fees for special audit An indication shall be costed. by of approval quoted will be kept confidential until they are released for purposes just prior to the appointment of the successful audit firm. All fees Council 6. The County of Elgin reserves the right to discuss any and all proposals, to request additional information frl proposers and to accept or reject any and all proposals made; the lowest or will be made to the firm which in the opinion of the 8 at all if any In the ultimate, an award, County is best qualified. The County of Elgin will not be liable for any costs incurred by the proposers in the preparation of their response to this proposal. 7. It is anticipated that firms responding to this request will contact the County immediately if information has been omitted from this document that may form an integral part of this request for proposals. 9 REPORT TO COUNTY COUNCIL FROM: CLAYTON WATTERS, MANAGER ENGINEERING SERVICES 1999 SUBJECT: AUDIABLE WARNING INDICATORS ("RUMBLE STRIPS") AT THE INTERSECITON OF SPARTA LINE AND FAIRVIEW AVENUE AUGUST 24 DATE Introduction The Engineering Services Department received a letter from Ken Sloan, AdministratorlClerk of the Municipality of Central Elgin, requesting on behalf of Central Elgin Council the removal of Rumble Strips that were installed on Fairview Avenue, north of Sparta Line. The request was prompted by noise complaints from the installation of the Rumble Strips and Central Elgin Council is asking County Council if consideration could be given to reduce the speed zone north of Sparta Line to 50 kmlh thereby not requiring the Rumble Strips. The Engineering Services Department installs specific warning devices at every County I County road intersection following resolutions passed by County Council on September 24, 1996 (Rumble Strips) and on March 10, 1998 (Stop and Stop Ahead signs). All County I County intersections receive a 120cm Stop Sign and all rural intersections (some urban) receive a 120cm Stop Ahead Sign. The signs are installed throughout the County on a replacement basis and the Rumble Strips are installed during paving operations at all intersections where the speed zone is 80 km/h. Discussion/ Conclusion In the past, the County Engineer has been instructed to reply to noise complaints by indicating that the installation of the rumble strips was County Policy in an effort to improve the safety of the travelling public and reduce injuries and traffic fatalities. During times of low visibility such as fog, Rumble Strips warn drivers approaching stop conditions. Also, warning and regulatory signs can be missed by drivers not paying attention or are falling asleep, but the audible warning that Rumble Strips provide are in addition to signage A traffic study was completed on August 20, 1999 to measure the volumes and speeds of vehicles traveling 500 meters north and 500 meters south of Sparta Line. The counts done 500 meters north of Sparta Line yielded a volume of approximately 1400 vehicles in a 24-hour period compared to 675 vehicles in the same period and distance south of Sparta Line. 33 of2 1 Page Page 2 FROM: CLAYTON WATTERS, MANAGER ENGINEERING SERVICES DATE: AUGUST 24,1999 SUBJECT: AUDIABLE WARNING INDICATORS ("RUMBLE STRIPS") AT THE INTERSECITON OF SPARTA LINE AND FAIRVIEW AVENUE North of Sparta Line 68 percent of the vehicles in the southbound lane were traveling over 80 kmlh and over 36 percent were traveling in excess of 88 Km/h. The "85th percentile" or the speed at which 85 percent of the vehicles were travelling at or under was 90 km/h. The "85th percentile" is the figure used for designing the road and its components. South of Sparta Line in the northbound lane and where it is posted at 50 kmlh, 85 percent of the vehicles exceeded the posted limit and 16 percent were travelling in excess of 88 Km/h. The 85th percentile was calculated at 83 Km/h. This study seems to conclude that the traveling public has no regard for posted speed zones and rather travels at speeds they feel comfortable driving. It may also be assumed that by reducing the speed limit north of Sparta Line to 50 Kmlh vehicles may travel even faster than they do south of Sparta Line because of the reduced number of homes and the hill they are driving down The standard speed limit of 80 Km/h on County roads has been determined to provide the most efficient traffic operation possible while still maintaining the safety aspect for the road user. In establishing reduced speed zones considerations include: highway geometric's, adjacent development, accident history and driver expectation. This section of Fairview Avenue does not qualify as a candidate for a reduced speed limit. In fact, increased collision potential is always a concern when motorists tend to disregard an unrealistic posted speed and drive at a speed they feel comfortable with in relation to their surrounding conditions. Over the past decade, 5 serious accidents have occurred at this intersection. Three of them involved vehicles failing to yield traveling northbound and two of the accidents were caused by southbound vehicles failing to yield. Two fatalities resulted in these accidents. It is impossible to determine if these accidents may have been avoided if Rumble Strips were installed at the intersection however, now that they are installed on the north approach they may save lives in the future. Consideration may also be given to remove the 50 Kmlh zone south of the intersection and install Rumble Strips. Recommendation That County Council continues honoring their Rumble Strip policy and conditions at the intersection of Fairview Avenue and Sparta Line remains as they exist. APPROVED FOR SUBMISSION T/FULL Y SUBMITTED MAR NALD CHIEF ADMINISTRATIVE OFFICER --.3,/ C\ CLAYTON .WATTERS,MANAGER ENGINEERING SERVICES MunicipaCity Corporation of the of Centra[ f£{gin r[he 1999. August 12, Mr. Clayton Watters, Manager, Engineering Services, County of Elgin, 450 Sunset Road, St. Thomas, Ontario. N5R 5Vl Dear Mr. Watters s_ on_Eairvie~Road north of Snarta_Line Ward 3 Councillor Dan Dale informed Council at its meeting of Monday, August 9,1999 that he had received several complaints regarding the installation of rumble strips on Fairview Road, north of the intersection at Sparta Line. Re: IllstaUatioROfxumÞJe stri intersection It was explained to Council that the County policy is to install rumble strips at intersections where the Speed Limit is 80 kmph: however, such rumble strips are not warranted at intersections where the Speed Limit is 50 kmph, such as Fairview Road, south of the Council wondered if, due to the noise generated by rumble strips, County Council would give consideration to reducing the Speed Limit from 80 kmph to 50 kmph in areas such as Fairview Road north ofthe intersection at Sparta Line, rather than install rumble strips. at Sparta Line. matter would be greatly appreciated. St. Thomas, Ontario N5R 5V1 Fax 519·631·4036 0'6-# Your kind consideration of this 450 Sunset Drive, 1 st Floor, Ph. 519·631·4860 REPORT TO COUNTY COUNCIL CLAYTON WATTERS, MANAGER ENGINEERING SERVICES 1999 1999 ST. THOMAS INTERNATIONAL AIR SHOW 10 AUGUST SUBJECT: , DATE Show on Saturday, September 18 Introduction The St. Thomas Airport will be hosting an International Air and Sunday, September 19. 1999. Discussion As part of the requirements of the Air Show the promoter is requesting the no parkingl no stopping by-law be amended to include the roads surrounding the airport for the duration of the air show. With the expected crowds unwanted vehicles parked on the shoulder of the road has the potential for accidents. Rural roads are not designed to handle pedestrian traffic, there is no sidewalks, curb and gutter or pedestrian crossing signals to control this pedestrian traffic. Also speeds are much higher which increases the risk for accidents. It is the intention of police andlor security to patrol the perimeter roads to allow for the free movement of vehicle traffic. Conclusion With the mix of vehicles and pedestrians on the same roads with the expected volumes for the international air show it becomes the potential for accidents. In order to protect the public the by-law shall be amended to allow the erection of No Parkingl No Stopping Signs on County Road #36 (Quaker Road) from Highway #3 (Talbot Line) to County Road #56 (Elm Line) and on County Road #56 (Elm Line) from County Road #36 (Quaker Road) to Yarmouth Centre Road. Recommendation That the Parking By-Law be amended to restrict parkingl no stopping on County Road #36 (Quaker Road) from Highway #3 (Talbot Line) to County Road #56 (Elm Line) and on County Road #56 (Elm Line) from County Road #36 (Quaker Road) to Yarmouth Centre Road. APPROVED FOR SUBMISSION MAR DONALD CHIEF ADMINISTRATIVE OFFICER 7'0 RES{)!&J~~ SUBMITTED CLAYTON D. WATTERS, MANAGER ENGINEERING SERVICES Elgin County Counci K. Wayne Gray, Co-ordinator Corporate Facilities & Karen Dunn, Emergency Measures Co-ordinator To: From: 1998 Elgin County Emergency Operations Centre (EOC) September 1 Date: Re: Introduction At the July 27, 1999 County Council meeting, staff were instructed to tender for a generator to power the County Administration Building. Council also requested that prices be obtained for a separate accessory building to protect the generator from severe weather damage. This past week, Emergency Measures Ontario approved JEPP funding for EOC Equipment in the amount of $2,139.00. This report also includes a request to purchase a corkboard, large maps and a phone system to divert phone lines coming into the building to one location for a communications room Purchasing these items will enable the County to utilize this grant. 1999. The 31 received prior to noon on August Discussion Generator: Four bids that met the specifications were bids came in as follows: Company Amount Tendered (Including Taxes) Stand By Power $83,373.57 J.v. McDonnel Electrical Construction $85,535.00 New Equipment $92,446.20 H. Broer Equipment Sales and Service $98,607.32 to relative questions to answer attend Counci wi from Stand By Power A representative the generator. Accessory Building to House the Generator: In addition to the weather protective housing included in the generator package, a metal clad 14 x 16 foot building to house the generator from weather elements will cost approximately $18,000.00. This price includes metal covered lockable doors, low leakage motorized dampers, a 2000 Watt forced air unit heater, insulated 5/8 inch fire-rated painted drywalled interior, a 2x4 foot fluorescent light fixture, and two receptacles. The building will also be large enough to house the 300 gallon fuel tank. ~/p EOC Equipment: Quotes for the EOC equipment are as follows: Company Amount (Including Taxes) Phones & Installation $3,100.00 Cork Board and Maps $ 450.00 Fax Machine I Printer $1,250.00 Total $4,800.00 JEPP Portion $2,139.00 Grand Total $2,661.00 2000 JEPP Grant: While investigations for the best communication base station for our EOC are underway, staff are seeking approval to apply to JEPP for a grant for communications equipment. be awarded the tender for the generator at the Becommendations 1 THAT, Stand By Power (Lowest Bidder) total tendered price of $83,373.57; the to house the accessory building 2. THAT staff be authorized and directed to acquire generator at a price not to exceed $18,000.00; ($44,850.00) THAT, Council approve the purchase of the EOC equipment; 4. THAT, all purchases be funded from the Emergency Measures Budget and the balance from the Millrate Stability Reserve Account; 3 to purchase communications JEPP funding 5. AND THAT, staff be directed to apply for equipment in the 2000 fiscal year. of which is respectfully submitted I< AI ~ C.A.O. Marl< 1f1 Karen Dunn, Emergency Co-ordinator focus Poli Ontario Provincial Objectives and prl delivery of police services within the municipality: 2. Policy for the effective management of the police force: 3. Selection of detachment commander/chief of police: 4. Evaluation of detachment . commander/chief of police: 5. Maintenance of a complaints system: 6. Appoint the members of the force: 7. Indemnification of members for legal costs: 8. Monitor secondary activities of the police force members: - 04/98 o Determined after consultation with the chief of police '31(1)(b) PSA Establish policies for t management of the pol 31(1)(c) PSA, usually in consultation with the chief of police. R he effective iceforce YOU L L C A o T E C R V S E E C L o p A Recruit and appoint the chief of police and deputies - 31(1)(d) PSA Direct & monitor the performance of the chief of police - 31(1)(e) PSA Establish guidelines for dealing with complaints under Part V - 31(1)(i) PSA Review the chief of police's adminis- tration of the complaint system and receive reguiar reports - 31(1)(j) PSA The Board sets guidelines and funds legal costs under an agreement with the local police association, in compliance with 50(2)&(3) PSA The chief of police is required to provide regular reports on disclosures & decisions made on secondary activities - 31(1)(g) PSA Board appoints members upon the recommendation of the chief of police. The force must advertise, test and screen candidates using the criteria of43(1) PSA F' i~OCUS Po Ii Ontario Provincial o R YOU L L A c T 0 E c R V E s E c L o p A 1997 (Bill 105) Excerpted from Police Services Act as amended by Police Services Amendment Act, municipal police force with the guidelines established member of the police force (h) indemnify a costs incurred, a c!vil action, if the member of (2) The board may, in accordance under clause 3\ (I) for reasonable legal in the defence of liable; in the Indemnification of ~ 50. Role of board (9) If one or more municipalities enters into an agreement under this section, the board or joint board shall advise the Ontario Provincial Police detachment commander assigned to the munici- pality or municipalities, or his or her designate, with respect to police services in the municipality or municipalities and shall, of the ~ 10. member is not found to be (a) member is found in respect of any other proceeding in which the member's manner of execution of the duties of his or her employment was an issue, the member is found to have acted in good faith. the i prosecution, a criminal defence of not guilty; (b) (c) n the selection of the detachment commande assigned to the municipality or municipalities; generally· determine objectives and priorities for police services, after consultation with the detachment commander or his or her designate; participate detachmen (a) (b) Agreement 50. establish, after consultation with the detachment commander or his or her designate, any local policies with respect to police services (but the board or joint board shall not establish provineJal policies of the Ontario Provincial Police with respect to police services) monitor the the detachment commander; (c) force, except the legal a criminal offence; if ndemnify members in subsection (22) does not performance of receive regu!ar reports from the detachment commander or his or her designate on disclosures and decisions made under section 49 (secondary activities: (d) (e) such an agreement accordance with the apply. review the detachment commander's administration of the com- plaints system under Part V and receive regular reports from the detachment commander or his úr her designate on his or her administration of the complaInts system. ( O.P.P. IY indemnify, Oll of the . of the Ontario Provincial ,ncu d, th, of Finance m, Fund, a membe; ~1 costs' :tion, i member to be found is member not Indemnification of (5) The Minister of Consolidated Revenue Police for reasonable !eg~, in the defence of a civi liable; the ~ 50. boards for the provision of adequate and effec- munIcipality and shall, with the of I) A board is responsible tive police services in the Responsibilities ~ 31. (b) (a) police, in the chief of servIces after consultation priorities with respec generally determine, objectives and municipality; to police is found which the member's manner employment was an issue, membe the i prosecution, in respect of any other proceeding in of execution of the duties of his or he the member is found to have acted faith a criminal In defence of not guilty; (b) (c the effective management force; f of police and any deputy chief of n~ 'their remuneration and working ,~~ into account r his or her of the police for recruit and appoint the chie police, and annually determi conditions, taking their submissio..... direct the chief establish policies (c) (d) In good (6) The Ontario Provincial Police AssocIation and the Crown In right of Ontario may, in an agreement made under the Public Service Act, provide for indemnification for the costs of members of (3) A majority of the members of a police force and the board may, in an agreement made under Part VIII, provide for indemnification for the legal costs of members of the police costs of a member who is found guilty of exists, the board shall agreement and Agreement 50. performance; receive regular reports from the chief of police on disclosures and decisions made under section 49 (secondary activities' for made under Part V; of police's administration of the complaints sys- V and receive regular reports from the chief of her administration of the complaints system. No person shall" , -" unless he or she, a Canadian citiz! Canada; at leas dealing with complaints of police and establish guidelines review the chief tern under Part police on his or (e) (g) ( ( lega the police force, except the costs of a member who is guilty of a crImIna! offence i such an agreement exists, the Minister of Finance shall indemnI- fy members In accordance with the and subsection (5) legal found + agreement does not apply. v.... ~,- pointed as a police officer a permanent resident of perform the duties of the posi- own safety and the safety of and habits; four years school secondary of and is is age; is physically and mentally able to tion, having regard to his or her members of the public; is of characte successfully completed its equivalent. eighteen years of good moral has education or 04/98 43 (a) (b) (c (d) (e) Ontario Provincial Poli A P 0 L I C E S E R V I C E T 0 C A L L Y 0 U R 0 Contracts tailored to the community A ny municipality can members, community policing provide a community's policing explore the benefits of committees, community groups services, employment is offered contracting with the and citizens including seniors to all serving police officers of OPP by requesting a proposal and youth. We count on these the municipality. Where civil- for the provision of police interviews to tell us what the ian positions are identified, the services. More importantly, any community wants to see in its OPP also offers employment to proposal from the OPP wIll be police service," he explains. municipal police civilian tailored to meet the needs of This process is key to tailoring employees. that community. and enhancing service to Recently the Town of Municipalities currently policed address the community's Hawkesbury chose to accept an by a police force other than the specific service delivery needs. OPP contract for its police OPP make their request for a The workload analysis is used services. The Town requested cost proposal to the Ministry of to assess the appropriate three different costing propos- the Solicitor General and als based on the hours of Correctional Services. Until staffing levels, equipment and public access to its police office. support services required to recently, resolutions from both ensure an adequate and "The community had input into the municipal council and the effective service. establishing our options and it police services board were was Council and the Police required. As of January I, 1998, If requested, the OPP will Services Board which decided only a resolution of council is outline different options for on the option chosen, " needed. service in a cost proposal. explained Hawkesbury's Chief Some items considered include: Administrative Officer Gilbert For those municipalities served · stand alone service VS. inte- Heroux. by the OPP at no direct cost, a grated police service using council resolution sent directly OPP resources that may "The OPP was very responsive to the local OPP detachment already be in the community; to the town's requirements," he commander or to OPP · using existing police facilities said. "OPP officers from the Municipal Policing, is all that is or integrating facilities with Municipal Policing Section and required to get started. the OPP; the local detachment made · establishing extended ser- themselves available to the To customize the police service community." to the needs of the community, vices or storefront offices; the OPP relies on two important · dedicated supervision and Costing proposals are prepared components: community clerical duties vs. sharing at no charge, and no commit- consultations and workload with an OPP detachment; ment is made by the municipal- analysis. · establishing the hours a ity until a contract ìs signed. police station is open, from 8 An OPP contract, which ¡'The community consultation hours a day Monday to normally runs for five years, process is probably the most Friday to 24 hours a day, specifies an annual estimated important factor we use to seven days a week; cost for policing services. deveìop proposals, " says · enhanced community ser- Municipalities are billed quarter- Superintendent William Crate, vices programs, foot patrols, Bureau Commander, OPP proactive patrols and traffic Iy. At year end, actual costs are Municipal Policing. enforcement; calculated and any adjustments · by-law enforcement; are made in the first quarter of /lOur analysts interview munic- the next year. A contract can be ipal officials, elected represen- · auxiliary officers. renegotiated or terminated with tatives, police services board When the OPP is chosen to one year's notice. .. 04/98 Poli Ontario Provincial o Accountable to each community R o u y L L A C T 0 E C v R E S E C L o P A it serves also relationship detachment legislation the The new strengthens to for services, community lose service? a municipality chooses contract with the OPP police I .. IllUnlClpa does the control of its stipulates participate i . detachment monitor his police Definitely not. The OPP has a long tradition of providing police services to ~, Ontar performance. What does this mean in everyday practice? ",unicipalities throughout its detachment says r" {""n" Interesting five .np.....n sel was '-'/U"'r~ r "''''r Ie the only one Town of to accept an opp contract for its ..,...,1,,",,, ser- vices. The transition opp occurred ,... ,..1 n "at which tim, bers of .h, Service as melt elects to from the the OPP resources to When a receive police services OPP under contract municipality Recently the Collingwood chose the choice of commander, " Hutton. Hit is that of the made Collingw( from the '. the r vi"...... ~ the serving mem- ,... Collingwood Police were hired and sworn in the OPP. ...¿..IY commits dedicated that municipality. that commitment goes I -1 just officers and equip- ment. t includes a detachment comlT nder who is sensitive to needs and an Bu beyor.y This is not the first time that the community has played an active role in selecting Its OPP police leaders. According to C/Supt. Hutton, members ¡¡Community and elected leaders help choose detachment commanders n commander in the OPP members with and the the The community in partnership with the OPP chose their new detachment fall of 1997 various experience province over for backgrounds from a applied organization is committed to being accountable at the local level It has always been OPP policy and practice to be accountable to the communities it serves. The new Police Services A~ t the community's that non-contract locations, for Wasaga Beach, Barrie District of Muskoka rst step in being to our clients and it between the commander and the PSB. It that the Board must n the selection of the commander and If her "This is the accountable is al part of our community philosophy, said Hutton. . example and the policing C/Supt. position. From the list of qual- iIied applicants, six candidates were selected to appear before a selection review board. The review board consisted of four members of Collingwood's PSB Commander Superintendent Bi and OPP Regional Chief Hutton makes ment. commander and the Police Services Board (PSB) in OPP contract locations must work to effectively manage service. The Act It the and a legislated requlre- The detachmen objectives together the polke requires priorities police after "I am very comfortable with the community having input into for the delivery of the service be set by the PSB, consultation with the detachment commander. 04/98 Poli Ontario Provincial I'We have a responsive and cooperative detachment commander and an opp hierarchy that remains committed to providing a quality police service." Richard Firth, Chair, New Tecumseth Police Services Board o YOU R line L Benefits go beyond bottom L C A T 0 C E S E R V E C L o p A road more officers on the "We and more cars at less cost through an have For Single point of police leader- ship, through the detach- ment commander. example: · munici- palities are recogniz- ing that the benefits of an opp contract considerations. ore and more, M go beyond cost opp contract. New Tecull1sêth Police Services Board Chair, Richard Firth, Single point of legislated accountability of the detach- ment commander to the Police Services Board as required by the Police Services Act. · The shared infrastructure of the opp broadens local access to resources, expertise, solutions, training and management ser- vices. ment, human resources and benefits management, negotia- for Ability to participate mean- ingfully in the selection of the community's police leader. · It offers power without restricting a municipal- financial control of expanded pur- and does so chasing police per- tions and payrol sonnel ity's overall its policing costs. nvolving The opp assumes responsibility for training of police personnel. policy and procedural develop- ment, legal services for the police service operation, day-to-day management of personnel, infra- structure and administration, issues i members. Assurance of the adequacy of the police service. Dedication to resolving com- munity issues through local involvement and community policing advisory committees. · · are made avail- PP sener-,' and " They 11an- t nent and litigation police service Service at defined cost. Support of opp neighbouring detachments, regional and general headquarters to meet unusual and unexpected events, whenever required. · · police training, and labour regiona include agement, staffing Shared services able through 0 a, headqu"rters. human such and rela- tech- as access to nology, mobile communications, research and development managemen tions, as wel The no needs to develop complex pro- tocols for specialized services not available within the loca longer community Access to a comprehensive infrastructure, e.g. radios, telecommunications. · "The OPP has taken some of the board police service! and it no longer needs to devote significant time Access to specialized ser- vices, e.g. search and rescue, canine and helicopter units, and criminal investigation specialists. · off the There are no weight and resources to police capital planning, financìng and facility managemen Police maintenance and Program support, i.e. coordi- nation of RIDE units, com- munity policing initiatives. · the negQtiations tQ worry found about. OPP very cooperative about anything of to We have management The detachment and the opp for are negotiable. commander assume responsibility development and tech- Research and into technologies niques of policing. · concern the community.' Kincardine Police Services Board complaint investigations. a mean? can spend energy working police service on the their com- Wha does t Community leaders their time and with rea Fleet management. Bulk purchasing for uniform and equipment procurement · · The is an important element of opp service and complements local control of front-line services. infrastructure suppor + their issues affecting its people. munityand the com- munity no longer faces the Issues and the significant time and costs involved in recruit- With an OPP contract The attributes opp con- tract translate significant benefits for a municipal counci of an into /97 II Jjf c e -flj .. Poli Ontario Provincial Today, the opp IS the main provider of cO,ntracted policing services in, Ontario. Accountability and partnership are the hallmarks of this long history of local seryice. o R YOU L A service to call L A C T 0 E c R V E S E The OPP: C L o P A your own Explosives Disposal formally initiated. In OPP Helicopter Unit formed to support field the Unit 974, Ontario Police College in Aylmer and at the Provincial Police rich history people of OPP has serving The of Ontario OPP was the a the and 975 Uni : the cir- OPP are the Teams 992 was officers and to help in search and rescue operations. In Academy in Orillia. OPP municipal policing was established in the This marked the The first contract early 1940s. beginning of is a police service they truly can call their own. The OPP has deep roots in Ontario as towns, and have effec villages received the Tactics and Rescue came into being to suppor regular force in exceptiona. cumstances. Rounding out services con- now municipal " that century. a tracting experienc..: spans almost ha ;ownships ve, commun policing and protection from local detachments for the past ty-based Response formed in specialized Emergency which were In 1996, the OPP completed a major restructuring, designed to streamline the organization and mprove communication and local input from community partners. oined the the OPP as mid-1980s, as the force in "^ than vilian women ranks of the emerged deployed America, with mo..... uniformed and In 1974, uniformed constables. By the OPP had third' North 5,400 88 years. largest evolution of the Force , with the First Parliament ,n"" Canada, convened at ag ,-on-the-Lake n 792 to A provision form a "police Canada. In Up,,, made " in 875 The begar. of N September was personnel Today the OPP serves the people of OntariO from sIx regions, with opp Genera Headquarters located in Orillia appointed to " for the Government of Onté rio In 1909, the Ontario Police Force was named meet Service innovations changing needs salaried constable, John was Upper the first system July The first snow vehicles used for police duties were Introduced by the OPP in 1956. In 1957 the OPP Murray, as "detectivt; provincia Wilson act direct more than million a provides to people (3.3 24 hours a The OPP pollcing services 2.3 million in summer) purchased specla underwater breathing equip- ment to start up underwater search and Provincia officially day, seven week, over 993,000 ~f land and 174,000 sq .' Ontario waterways. The 0 s respon- sible for policing tl e parts of Ontario not policec a munic- ipal or regional pol 19 service, and additlonall, provides o many ontract. The OPP s dedicated to providing community policing throughout the province in an unshakable commitment to the people of .. km ~ km 0, policing services municipalities under serving Ontario. days sq. recovery operations. A teletype service connected General Headquarters with nvestiga- Branch to combat ...,J^ fraud and other es. That same AssocIation was throughout established to enhance operations In 972, first OPP most of time in Anti-Rackets was established within the Criminal tion for the 958, 965, the OPP first Canine Uni search and rescue Ontario the OPP 957. In province .. .1.1'-.- related year, the formed In the Provincial Police position Commissioner sought new the effective- tram This continues today with recruits being educated 928, OPP V.A.S. Williams ways to increase ness' the Force. In February 1929 he Ontario Provincial Policl Schoo creat, was a new tradition OPP the responsi- control and provincia at In 92 the Force Act created the of Commissioner with bility for the genera administration of the force. Training to appointees. of police 04/98 By