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12 - October 21, 2014 County Council Agenda Pkg.Inorp El gin v( } 1 1 1 m ORDERS OF THE DAY FOR TUESDAY, OCTOBER 21, 2014 — 9:00 A.M. ORDER 1st Meeting Called to Order 2nd Adoption of Minutes — September 9, 2014 3rd Disclosure of Pecuniary Interest and the General Nature Thereof 4th Presenting Petitions, Presentations and Delegations DELEGATIONS: 9:05 a.m. Susan Start with PowerPoint titled "Port Burwell's Market Square 1830" (attached) 9:30 a.m. Randy Denning, Medavie with PowerPoint titled "Community Paramedicine Initiative Program Overview" (attached) 5th Motion to Move Into "Committee Of The Whole Council" 6th Reports of Council, Outside Boards and Staff 7th Council Correspondence 1) Items for Consideration 2) Items for Information (Consent Agenda) 8th OTHER BUSINESS 1) Statements /Inquiries by Members 2) Notice of Motion 3) Matters of Urgency 9th Closed Meeting Items (see separate agenda) 10th Recess 11th Motion to Rise and Report 12th Motion to Adopt Recommendations from the Committee Of The Whole 13th Consideration of By -Laws 14th ADJOURNMENT LUNCH WILL BE PROVIDED NOTICE: Deputy Warden for October - Councillor Ens Deputy Warden for November - Councillor Jones October 21, 2014 November 7, 2014 November 25, 2014 County Council Meeting 2014 Warden's Banquet — St. Anne's Centre County Council Meeting 1 Draft COUNTY COUNCIL MINUTES Tuesday, September 9, 2014 The Elgin County Council met this day at the Administration Building at 9:00 a.m. with all members present Warden Marr in the Chair. ADOPTION OF MINUTES Moved by Councillor Jenkins Seconded by Councillor Jones THAT the minutes of the meeting held on July 22, 2014 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF — None. Moved by Councillor Ens Seconded by Councillor Walters THAT we do now move into Committee Of The Whole Council. - Carried. REPORTS Report of the Terrace Lodge Building Committee — Warden David Marr, Councillors Couckuvt and Mennill The Warden presented the Terrace Lodge Building Committee report. Moved by Councillor Mennill Seconded by Councillor Couckuyt In view of the many constructive suggestions provided by Terrace Lodge and East Elgin residents, families, staff and others at the recent open house on the Terrace Lodge building project; and, Given that the original estimates for a new Terrace Lodge Class "A" facility are nearly eight years old and out of date; and, In recognition that the design standards and building requirements and resident preferences should be reviewed and updated as well; and, Knowing that an opportunity exists, with a provincial majority government, to lobby for adequate capital funding for a new Class "A" facility; NOW THEREFORE BE IT RESOLVED THAT: 1) MMMC Architects be directed to design a new Terrace Lodge long -term care facility on land adjacent to the existing home to a Class "A" ministry standard; and, 2) New and updated cost estimates be determined by the architects based on the new facility design; and, 3) When these estimates are available, that Elgin County Council develop a strategy to lobby the provincial government for adequate partnership funding for the full rebuild; and, 4) That staff be directed to present the budget implications of this new rebuild to the incoming Council for its consideration in 2015. - Carried Unanimously. 2 County Council 2 September 9, 2014 Registered Nurses' Association of Ontario's Long -Term Care Best Practices Initiative - 2014/2015 — Director of Homes and Seniors Services The director presented the report recommending that Council renew an agreement with the Registered Nurses' Association of Ontario to host a satellite location for a Best Practice Coordinator within the Elgin County Homes. Moved by Councillor Couckuyt Seconded by Councillor Ens THAT Council authorizes staff to sign a one year agreement with the RNAO for Elgin Manor to continue to be the host site for a Best Practice Coordinator; and, THAT the report titled "Registered Nurses' Association of Ontario's Long -Term Care Best Practices Initiative - 2014/2015" from the Director of Homes and Seniors Services dated September 1, 2014 be received and filed. - Carried. Homes - Oral Hygiene Policy - Revisions — Director of Homes and Seniors Services The director presented the revised Oral Hygiene Policy. Moved by Councillor Mennill Seconded by Councillor Jones THAT the revisions to the policy titled "Oral Hygiene" dated August 2014 be approved. - Carried. Homes - Admin. 2.10 - Missing Resident - Draft Revisions — Director of Homes and Seniors Services The director presented the revised Missing Resident Policy. Moved by Councillor Walters Seconded by Councillor Wiehle THAT the revised policy titled "Admin. 2.10 - Missing Resident" be approved. - Carried. Tuberculosis Screening, Skin Testing and Guidelines for Management of Tuberculosis — Director of Homes and Seniors Services The director explained changes to the current tuberculosis screening procedures as provided to the homes by Elgin St. Thomas Public Health. Moved by Councillor Walters Seconded by Councillor Jones THAT the noted policies contained within the report titled "Tuberculosis Screening, Skin Testing and Guidelines for Management of Tuberculosis" be approved. - Carried. Documentation, Care Plans and Conference — Director of Homes and Seniors Services The director presented policy and procedural updates relating to the homes' electronic documentation system. Moved by Councillor Jenkins Seconded by Councillor Ens THAT the noted policies contained within the report titled "Documentation, Care Plans and Conference" be approved. - Carried. 3 County Council 3 September 9, 2014 Responsive Behaviours Policy- New — Director of Homes and Seniors Services The director presented Council with the new Responsive Behaviours Policy, a requirement of the Long -Term Care Homes Act (LTCH). Moved by Councillor Jenkins Seconded by Councillor Couckuyt THAT the noted policies contained within the report titled "Responsive Behaviours" be approved and deleted as indicated. - Carried. Changes to Policy 8.200 Smoking in the Workplace — Manager of Human Resources The manager presented changes to the Smoking in the Workplace Policy pertaining to the use of electronic cigarettes and devices that simulate smoking. Moved by Councillor Jones Seconded by Councillor Couckuyt THAT amendments to the policy 8.200 Smoking in the Workplace be approved as submitted. - Carried. Changes to Policy 2.110 Violence in the Workplace — Manager of Human Resources The manager presented changes to the Violence in the Workplace Policy. Moved by Councillor Walters Seconded by Councillor Mennill THAT amendments to the policy 2.110, Violence in the Workplace, be approved as submitted. - Carried. 2014/2015 Events Calendar — Elgin County United Way Special Events Committee Chair The committee chair presented the report seeking Council's approval of the United Way fundraising events calendar for September 2014 - August 2015. Moved by Councillor Mennill Seconded by Councillor McWilliam THAT Council support the Elgin County United Way and Special Events Committee's 2014/2015 activities as outlined in this report. - Carried. FedDev Funding Application — Business Development Coordinator The coordinator presented a report seeking Council's approval to apply for funding through the Investing in Regional Diversification Fund, in partnership with The Arts & Cookery Bank, to support the agri -food sector in the region. Moved by Councillor Jones Seconded by Councillor McWilliam THAT a FedDev Investing in Regional Diversification application be submitted by Economic Development staff for $461,750 to support The Arts & Cookery Bank in order to enhance local and regional economic development. - Carried. Restructuring: Economic Development — General Manager of Economic Development The general manager presented the report outlining changes to staffing in the Economic Development Department. 4 County Council 4 September 9, 2014 Moved by Councillor Couckuyt Seconded by Councillor Walters THAT the staffing realignment within the Economic Development Department proceed, as described in the August 26, 2014 report, with the allocation of the approximate efficiency of $50,000.00 being determined during the 2015 budget deliberations. - Carried. Quarterly Information Report - Contract Awards April 1, 2014 to June 30, 2014 — Purchasinq Coordinator The coordinator presented the report outlining all contract awards exceeding $15,000 between April 1, 2014 and June 30, 2014. Moved by Councillor Jones Seconded by Councillor Jenkins THAT the report titled "Quarterly Information Report - Contract Awards, April 1, 2014 to June 30, 2014" from the Purchasing Coordinator dated August 21, 2014 be received and filed. - Carried. Development Charge RFP Award — Director of Financial Services The director presented the report recommending that Hemson Consulting Ltd. be awarded the contract to conduct a Development Charge Background Study for Elgin County. Moved by Councillor Walters Seconded by Councillor Couckuyt THAT the contract for the Development Charge Background Study (RFP# 2014 -29) be awarded to Hemson Consulting Ltd. for a total cost of $29,940.00 plus HST; and, THAT the Warden and Chief Administrative Officer be authorized to sign the contract. - Carried. July Budget Performance — Director of Financial Services The director presented the budget comparison for July 2014 for the County with favourable performance of $219 thousand bringing the year -to -date to $547 thousand favourable. Moved by Councillor Jones Seconded by Councillor Wiehle THAT the report titled "July Budget Performance" from the Director of Financial Services dated August 20, 2014 be received and filed. - Carried. Ontario Community Infrastructure Fund and New Building Canada Fund /Small Communities Fund — Director of Engineering Services The director presented the report recommending that the County apply for funding under the OCIF program for the Dexter Line Relocation Project and the SCF Program for the Mapleton Bridge replacement. Moved by Councillor Mennill Seconded by Councillor Ens THAT the County of Elgin submit an Expression of Interest (EOI) for the construction of Dexter Line as a joint application with the Township of Malahide and the Municipality of Bayham for the Ontario Community Infrastructure Fund (OCIF) Program; and, 5 County Council 5 September 9, 2014 THAT the County of Elgin submit an EOI for the Mapleton Bridge replacement, on Belmont Road for the Small Communities Fund (SCF) Program; and, THAT MP Joe Preston and MPP Jeff Yurek be forwarded a copy of this report and approved recommendation. - Carried. Approval to Award a Request for Proposal - Supply of 13 Defibrillators — Director of Engineering Services The director presented the report requesting Council's permission to award the request for proposal for 13 defibrillators for Elgin St. Thomas EMS prior to the October 21, 2014 Council meeting in an effort to expedite the process. Moved by Councillor Jenkins Seconded by Councillor McWilliam THAT staff be authorized to award the proposal for the supply of thirteen (13) defibrillators (RFP# 2014 -30) according to the County's Purchasing Policy and within budget allocations; and, THAT staff report back to Council with the results at the October 21, 2014 Council meeting. - Carried. Ambulance Vehicle Replacements in 2014, 2015 and 2016 — Director of Engineering Services The director presented the report on Elgin County ambulance fleet replacements scheduled for 2014, 2015 and 2016. Moved by Councillor Mennill Seconded by Councillor Ens THAT the contract for the supply and Delivery of Type 111 Ambulances (RFP# 2014 -26) be awarded to Crestline Coach Limited; and, THAT two ambulances be purchased in 2014 at their quoted price of $246,312, inclusive of the trade in allowance and exclusive of taxes, which have been approved in the 2014 Capital Budget; and, THAT the additional funds required for 2014 be sourced from the Capital Reserve; and, THAT the County accept the trade in offered by Crestline Coach Limited for the vehicle noted in this report; and, THAT staff be authorized to purchase and trade in two ambulances in 2015 and two ambulances in 2016 from Crestline Coach Ltd., using firm pricing obtained in this contract, all subject to capital budget approval and sufficient funding; and, THAT the Warden and Chief Administrative Officer be authorized to sign the contract. - Carried. Speed Zone Amendment: Dexter Line and Culloden Road — Deputy Director of Enqineerinq Services The deputy director presented the report recommending reducing the speed limit on Dexter Line to 60 km /h for 400 meters east of East Road and extending the existing 60km /h reduced speed zone on Culloden Road south of Eden Line for a distance of 100m. 6 County Council 6 September 9, 2014 Moved by Councillor Walters Seconded by Councillor Jones THAT the existing speed zone by -law be amended as follows: A reduced speed zone of 60km /h be established on Dexter Line from East Road, extending 400m east, and, The existing reduced speed zone on Culloden Road be extended from Eden Line to 100m south of Eden Line; and, THAT the O.P.P. be notified of the changes to the speed zone by -law. - Carried. Cycling Master Plan Adoption — Deputy Director of Engineering Services The deputy director presented the report recommending that Council adopt the Cycling Master Plan. Moved by Councillor Couckuyt Seconded by Councillor McWilliam THAT the Elgin - St. Thomas Cycling Master Plan (Sept. 2014) be adopted as a planning and resource tool; and, THAT the roads identified under Option #3 of this report (Sunset Road, Imperial Road and East Road) receive paved bicycle lane shoulders and be included in the 2015 Capital Budget; and, THAT the Cycling Master Plan be reviewed in conjunction with the County's Asset Management Plan in 2019. - Carried. Elgin County Council Student Day — Director of Community and Cultural Services The director presented the report recommending that Council postpone Council Student Day until early 2015 to avoid conflict with the upcoming municipal election. Moved by Councillor Mennill Seconded by Councillor Walters THAT Council postpone hosting Student Day until 2015 in view of the pending Municipal Election in 2014. - Carried. Council recessed at 10:12 a.m. for the annual Council photo and reconvened at 10:40 a.m. Approval for Official Plan Amendment No. 10 - J. G. Walker Land and Cattle Co. Inc. — Manager of Planning The manager presented the report seeking Council's approval for an amendment to Malahide Township's Official Plan relating to lot creation for a residence surplus to a farming operation. Moved by Councillor Mennill Seconded by Councillor Jenkins THAT the Council of the Corporation of the County of Elgin gives approval to Official Plan Amendment No. 10 to the Township of Malahide Official Plan, File No. MA- OPA10 -14 for J. G. Walker Land and Cattle Co. Inc.; and, THAT staff is directed to provide notice as required by the Planning Act. - Carried. 7 County Council 7 September 9, 2014 Final Approval for a Plan of Subdivision - West Lorne Holdings Ltd. — Manager of Planning The manager presented the report advising Council that final approval for a plan of subdivision in Dutton - Dunwich was given on August 11, 2014. Moved by Councillor McWilliam Seconded by Councillor Walters THAT the report titled "Final Approval for a Plan of Subdivison (West Lorne Holdings Ltd.)" from the Manager of Planning dated August 28, 2014 be received and filed. - Carried. CORRESPONDENCE Items for Consideration 1. Yvonne Brooks, Chamber President, Dutton - Dunwich Chamber of Commerce requesting a financial contribution to assist with expenses for the annual Business Showcase titled Christmas Market on Saturday, November 29, 2014. 2. Brent Kennedy, Director /A, Rural Programs Branch, Ministry of Agriculture, Food and Rural Affairs, with information on how to obtain infrastructure project funding from the Ontario Community Infrastructure Fund (OCIF) and Small Communities Fund (SCF) with a deadline of September 19, 2014 to submit Expressions of Interest. The following recommendation was adopted in regard to Correspondence Item #1: Moved by Councillor McWilliam Seconded by Councillor Wiehle THAT Correspondence Item #1 be referred to the Economic Development Department to fund the event to the extent possible within its 2014 Budget. - Carried. The following recommendation was adopted in regard to Correspondence Item #2: Moved by Councillor Mennill Seconded by Councillor Jenkins THAT Correspondence Item #2 be received and filed. - Carried. Items for Information (Consent Agenda) 1. Laurie Spence Bannerman, CAO /Clerk, Municipality of Dutton Dunwich, with a resolution regarding Review of Term Limits of Municipal Councils. 2. Ministry of Health and Long -Term Care advising County of Elgin of funding support for the expansion of community paramedicine initiatives. 3. David Catt, IPM Scholarship recipient thanking County Council for funds received to pursue his education. Moved by Councillor Mennill Seconded by Councillor Walters THAT Correspondence Items #1 — 3 be received and filed. - Carried. 8 County Council 8 September 9, 2014 OTHER BUSINESS Statements /Inquiries by Members — Councillor McWilliam spoke about the ICE Bucket Challenge that was undertaken by Dutton - Dunwich staff and council in honour of the municipality's former fire chief who suffered from ALS. Councillor McWilliam issued the challenge to County Council members. Moved by Councillor Mennill Seconded by Councillor Couckuyt THAT Elgin County Council donates $1000 to a local ALS Charity. - Carried. Notice of Motion — None. Matters of Urgency — None. Closed Meeting Items Moved by Councillor Couckuyt Seconded by Councillor Mennill THAT we do now proceed into closed meeting session in accordance with the Municipal Act to discuss matters under Section 240.2 (d) labour relations or employee negotiations — Contract Considerations; 240.2 (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board - Service Agreement and Technical Standards Evaluation. - Carried. Moved by Councillor Walters Seconded by Councillor Jenkins THAT we do now rise and report. - Carried. Moved by Councillor Walters Seconded by Councillor Mennill THAT the Chief Administrative Officer be authorized and directed to sign a contract extension to December 31, 2015 with the incumbent County Planner (Part -time) under the existing terms of conditions of the present contract. - Carried. The Chief Administrative Officer provided a verbal update to Council about the joint service agreement with the City of St. Thomas which is still in legal hands. Moved by Councillor Jenkins Seconded by Councillor Jones THAT staff be directed to complete the works as required by the Technical Standards & Safety Authority (TSSA) for a variety of items (such as hot water tanks) at the long -term care facilities; and, THAT the $100,000 be reallocated from the Capital Reserve; and, THAT the County Solicitor review this file to determine if there is any method of recovering these costs and report back. - Carried 9 County Council 9 September 9, 2014 Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor Walters Seconded by Councillor McWilliam THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. BY -LAW Moved by Councillor Jenkins Seconded by Councillor Ens THAT By -Law No. 14 -23 "Being a By -Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the September 9, 2014 Meeting" be read a first, second and third time and finally passed. - Carried. ADJOURNMENT Moved by Councillor Walters Seconded by Councillor Jones THAT we do now adjourn at 11:35 a.m. and meet again on October 21, 2014 at the County Administration Building Council Chambers at 9:00 a.m. Mark McDonald, Chief Administrative Officer. 10 - Carried. 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L v) Q V 4— -a cu O dcE O- z CD o (/)") • 1"1111111111111 4011 �1�llll, X0100 HI 1111111111) t 1,10! �U�rrrir PI N i 0 847, a� a, Y c a� • • CO • `c-ro) E '2 � 2 V bO . c Ca V v)= > 4-) .> -S) V • tO) eV scus2 . _ O _C CU -0 H ru CU C _c C13 e- .I_) cp U .O C = V C ▪ •V_ Eo> o CAA CU -C O �— bp CU b.)) v) L U O > I- cD E ° CO dE0° z2o ••(13CcD Q o_ co E • Co ove rs e e E co tv0 O 0 au au 4-) ( 111111 0°"""1 001010011 11000oif t iiI,�U�rrir P 1111111111111111 ' Any additional questions? REPORTS OF COUNCIL AND STAFF October 21, 2014 Staff Reports — (ATTACHED) Manager of Planning — Approval for Official Plan Amendment No. 12, Municipality of Bayham Director of Engineering Services — Community Paramedicine Update Director of Engineering Services — Supply of Thirteen Defibrillators — Contract Award Update Director of Engineering Services — Award of Tender — Administration Building Contract Cleaning Services Manager of Planning — Final Approval for a Plan of Subdivision, Doug Tarry Ltd. Manager of Planning — Ontario Municipal Board Hearing, Town of Aylmer Manager of Planning — Source Protection Municipal Implementation Fund (SPMIF) — Collaboration Incentive Manager of Planning — Planning Activities Report Manager of Archives — Elgin County Archives — Recent Acquisitions, Projects and Activities Director of Community and Cultural Services — Elgin County Library Supervisory Staff Update Director of Community and Cultural Services — Resolution to Investigate Public Library Pricing for eBooks and eMagazines Director of Community and Cultural Services — Code of Conduct Policy for Library Patrons Director of Community and Cultural Services — Palmer Estate Donation to Aylmer Library Director of Homes and Seniors Services — 2014 -2016 Victorian Order of Nurses Meals on Wheels Contract Renewal Director of Homes and Seniors Services — Homes — Bed Safety — Prevention Entrapment Policy Director of Financial Services — August Budget Performance Director of Financial Services — 2013 Audited Consolidated Financial Statements Manager of Information Technology — 2014 IT Security Audit Manager of Information Technology — County of Elgin Email Address Manager of Information Technology — Councillor iPADS 43 urimik11O 4r ¢� .Nip REPORT TO COUNTY COUNCIL FROM: Steve Evans, Manager of Planning DATE: September 30, 2014 SUBJECT: Approval for Official Plan Amendment No. 12 Plan 12, Part Market Square 24 Pitt Street Village of Port Burwell Municipality of Bayham File No.: BA- OPA12 -14 Owner /Applicant: Municipality of Bayham INTRODUCTION: This report will provide County Council with information required in order to consider granting approval to the above noted Official Plan Amendment. The Municipality of Bayham submitted Official Plan Amendment No. 12 to the County of Elgin on August 21, 2014 for approval. In accordance with Section 17 of the Planning Act the "Approval Authority" is required to make a decision in which it may approve, modify or refuse to approve an official plan amendment. If the "Approval Authority" fails to make a decision within 180 days after the amendment is received any person or public body may appeal to the Ontario Municipal Board. (see attachments) DISCUSSION: The lands that are the subject of this application for Official Plan Amendment approval are located at 24 Pitt Street, Port Burwell, Municipality of Bayham. The purpose of the Official Plan Amendment is to re- designate lands comprising 0.1 acres from "Institutional" to "Residential" in order sell a former municipal fire hall and allow for its conversion for a private residential use. The Elgin County Official Plan designates Port Burwell as a Tier 1 settlement area where full municipal services are available. The County Official Plan policies direct growth to Tier 1 settlement areas and supports redevelopment within these areas. The Municipality of Bayham Official Plan designates the four properties adjoining "Market Square" as "Institutional ". "Market Square" was laid out on the original survey of Port Burwell at the intersection of Pitt and Erieus Streets. The property on the northwest corner is currently being used as a library and was formerly the Port Burwell Municipal Office. The lands on the northeast corner contain the Village Cenotaph and lands on the southeast corner are used as a small park containing a basketball court. The subject lands are located on the southwest corner and have been used as a fire hall and previous to that a public works vehicle storage area. All four properties are owned by the Municipality. The Municipality of Bayham recently put the fire hall property up for sale as it was considered surplus to its needs following the erection of a new fire hall in Port Burwell. A potential buyer is interested in converting the existing structure into a private residence in which a home occupation is proposed. The proposed residential zoning of this property will allow for home occupations. 44 The Municipality of Bayham held a public meeting to consider this Official Plan Amendment on July 17, 2014 at which time a number of written comments and a petition were received from the public. There appears to be a general concern that by conveying these lands to a private interest, the municipality is losing the historic value of this property as part of the market square. The Municipality of Bayham received a planning report from its consultant IBI Group on July 3, 2014 and a staff report dated July 17, 2014. Both reports supported the proposed official plan amendment. Derek Dudek, the consulting planner to the Municipality of Bayham stated in his planning report that "Based on our review of the Provincial Policy Statement 2014, the County of Elgin Official Plan and the Municipality of Bayham Official Plan and Zoning by -Law #Z456 -2003, we would have no objection to the proposed Official Plan Amendment and Zoning By -law Amendment to accommodate the residential conversion on the subject lands ". Based on the site - specific nature of this Official Plan Amendment , its location within a fully serviced settlement area and the fact that residential redevelopment of a former institutional use (fire hall) is compatible with surrounding land uses in the vicinity of the subject lands, it was determined that circulation of this amendment to agencies and /or ministries was not required. The Manager of Planning has reviewed all background materials submitted by the Municipality of Bayham. This review included a meeting with a concerned property owner who submitted written comments to the Municipal Council. In addition an assessment of the historical significance of Port Burwell's Market Square was requested from the Elgin County Archives. The assessment is attached for Council's information. CONCLUSION: The Council of the Municipality of Bayham supports this Amendment and adopted it by By- law 2014 -081 on August 7, 2014. The Municipality's Planning consultant presented a report that offered no objections to the proposed Amendment and this report was supported by Municipal staff. The Manager of Planning has reviewed File No.BA- OPA12 -14, along with the background material that was submitted by the Municipality of Bayham. Based on the above the Manager of Planning is satisfied that this Official Plan Amendment is consistent with the Provincial Policy Statement and conforms to both the County of Elgin and Municipality of Bayham Official Plans. RECOMMENDATIONS: THAT the Council of the Corporation of the County of Elgin gives approval to Official Plan Amendment No.12 to the Municipality of Bayham Official Plan, File No. BA- OPA12 -14 and that staff be directed to provide notice of this decision in accordance with the Planning Act. All of which is Respectfully Submitted Approved for Submission Steve Evans Mark G. McDonald Manager of Planning Chief Administrative Officer 45 AMENDMENT NUMBER, 12 TO THE OFFICIAL JI.''""'LAN OF THE M UN JCEPAU1FV OF BAY...AM SUBJECT: klunicipality of Bayhom Southwest corner of Pitt Street / Elicits Street Port Burwell Assessment Roll # 34-01-002-001-29900 The following text and ap schedule constitute Amendment Nu 111 her 12 to the Official Plan of the Municipality of Bayham OFFICIAT.. PLAN. OF '11 14UN1CUPA1JTV OF AYHAM 111 attached text and nap schedule constituting Arnend mem No. 12 10 the Official Plan of the Municipality of Kayham wail prepared upon he recommendation of the Council of the Municipality of Bayham after evalu,iation of public iroptut pursuant In the provisions orthe MANNING ACE, TUN Amendmeni was adopted hy the Council of the Corporation of the Municipality of Ba yharn by Hy-law No. 2014-081, in accordance with Section 17 of the PLANNING ACT, on the 7°''' day of August 2014. 1111AY0114. 47 BY- .AW NO. 2014-081 THE Council of the Corporation of the 14k4unicipo1 ity of Baybraro, io accordance with the provisions of the PLANNING ACT, hereby combs as follows: TIIAT Amendincin No, 12 to tlie, Official Plan of the MunicOality of 13ayliam consisting of 11ie attached innp schedule is hereby adopted® 2) THAT the Clerk is hereby authorized and directed to wake 4ipplicatkin to the County of Elgin for approval of ate' afOrealeallOrICd AMerIClirterit NO. 1:2 to the ( ttlicial Kan of the Municipality. of Bayboin. Tin Al no pail of this By-law shah come into force and lake (..:ffeet until approved by Elgin County. ENACTED AND PASSED this 741' day of .August .2014, MAY 'n■ CLERK CERTIFIED thut the a 1)0 Vt;:, is n true copy of L3yIaw No. 2014-081 as en acted and passed by the Council of the Corporation of the Municipality of Bayharn. CLERK 48 1 OFFICIAL LAN OF THE MUNI.CIPALITY F BAVLIIA AMENDMENT N(J 12 L PURPOS The purpose of Me efficii .l. plan amendment is to change he .land use designation on approxiinately 400 in../ (0..,1 acres) of land from the "Institutionar designation to the "R.esidential" des igna.tion in the ()licia" Plan of the Ninuicipalily of Rayburn; 'which would facilitate an change in zoning on the stime lands from the „Inst1national(1) Zone to the Village Residential (R1.) Zonc LOCATION iIi tire it iiffected by this amendment. comprises 400 iii O. I acres) of land I oc t ed Regisrereci F k ii 2, Part Market Square Rcg, at the southwest corner of:Pitt Street and 11'.r.ieus Street, and known municipally as 24 PM Street in 'fit e V 1Iae r)f. Port tirw ell. BASIS OF THE AMENDNI 'NT The subject lands are characterized as an underutilized institutional use, formerly used as a fire hall, One to the ;bein irplus to the needs of the l'A.unicipality of Bay:hunt, . they are eonsidering selling the Lands for private residential uses rile proposed redesignation of the subject lands would raw: the intern of Section 4.2.1.1 and 4.2,2,1 of the Official Plan to encourage new residential uses in areas with 111111 nmnieipal services, and h filling the vacant areas of Villages respectively., In addition., infi fling, intensification and redevelopment tire, supported by provincial and county policy. Section 1.1 3 1 of the Provincial Policy Statement 2014 states that settlement areas shall be the lbeits of growth and dcvelopiricnt, and that regeneration within these areas shall be prontoted, Section C..1.3.2 of the ("Aunty of Elgin Official Plan states that that the County supports rcsdcr1iia1 intensification and redevelopMent within settlement. areas 'where the provision of services arc available. Given that the lands are located within a tlesignated "Village" with full municipal services, the appliCAticm meets Ole intent of he ped icies oftheMunic ip a I ty i'Bayham Official Plan, higit y Official Plan„ and Provincial 13olicy Statement 2014, insomuch that it protnotes redeveloprnent, IIIILnsliLJtinn and the use al existing municipal services. 4. DETAILS OF 1111E AMENDMENT a) Schedule "11)"'KunieipalityLoti paylliain.LLandijse of the Official .Plan fihc .Municipallty of Bayb am is laereby a.naended by changing from lnsi itational" to "Residential" those hands outlined and marked as, changed to Residcritial." on the attached Schedule "A", which .8hall constibite part of this amendment. b) lfhe lands subject to this Amendment .and designated "Residential" titay be 'used, developed and, .zoned in accordance with the "1....csidential," designat ion policies of Section 45,2 of the Of Plan, as .amended., 49 ....n1,1,1111hil 'rarfnzt,, .vir"" ft ' "7IP 411011,10,," ,,,rorrwrrr rrrrrrrrrrmr. IRV 010 4,rjg 0. p ,130 ring am, Jr, r Market Square, Port Burwell —Assessment Of Historical Significance Prepared by Krista Taylor., Elgin County Archives September 2, 2014, Purpose of this research; To determine the historical use of the properties @aid out on a ca„ 1840 plan of Port Burwell designated as Market Square Resources Revieweti Township of Bayharn Assessnient rolls 1850s, 1860s, Township of Bayham Council minutes, 18505,1860s, a By-laws for the Township of Bayham * Tremaine,18;64 map Historic Atlas of Elgin County, 1877 Tillsonburg Observer Aylmer Express. Aylmer Sun • Smith's Canadian Gazeteer, 1846 001 & Norfolk Direct:Drib VMS& 1866 • A selectiOn of local history books After reviewing a number of resources available at the Elgin County Archives, have come to the conclusion Vial there is no easily accessible evidence to suggest that the 'Market Square" properties which appear on the original survey hy Col, Mahlon Burwell were ever used as a market place. It should be clarified that Col. Burwell began the survey of the Township of Bayham in 1810 and concluded it sometime around J818. it was not unti11830 that development began on the three lots he designated for the village at the mouth of Big Otter Creek, Mere is no doubt that a Market Square was indeed intended at the corner of Pitt and Erieus Streets, It is clearly marked on all maps based on the Burwell survey. However, none of the consulted history books mentioned the Market Square or the use of a local, common market place. A greater search into property records, bylaws and council trinutes may provide additional details or mention of the Market Square. Although evidence has been given that a sign indicating "Market Square" should be posted high on the southwest corner in perpetuity" of a property in Port Burwell, it must be remembered that historically it was not uncommon for owners to make decisions for future owners of properties. There still remains no evidence in a variety of primary and secondary sources that the four corners at Erieus and Pitt were ever used for Col. Burwell's intended purpose. My unsolicited advice, as a historian and researcher: Sale of land or rezoning does not erase the historical significance of a piece of property, Unlike a building, the property location cannot be moved or destroyed, it remains where it is 51 Mar Underhill From: Sent; To: Cc: Subject: marionrogers [rnarionrogers@prodigy,net. MoOday, Jury 14,, 2014 10;15 AM Mar Underhill susanvetart@hotrnalt.corre Nei Shipway; Lynda Millard proposal to present both as part of delegation headed by delegation Aug, 21 Pak, Hi 1 JUI 4414010' Si'" r4Z7.4047 76, Please publish this as part of the documentation for Council meetings (both for Councillors to read and to be included in the records of meetings) for July 17 under the S. Start delegation and the Aug. 21 delegation under M, Rogers. As rriony residents of Port Burwell agree that it is crucial to the town's charactertranding and future development in tourism to maintain the four-squared intersection on Erieus Street as Municipal property, and as it is vital to have properties both Municipal and private be gainfully occupied, projects are needed to keep Municipal ownership viabie. The current property in question, zoned institutional, is the former Fire Hall, I propose a new usage for this municipally owned property that meets the institutional zoning, usage, as a mnseum, and would provide dollars to the Municipal coffers in order to sustain ownership of the property, while adding to the actions for tourism VIP the Municipal long-range plans. Proposal: that the former Fire Halt of the Municipality of Bayharn be retained as municipal property to become either the Bayham or The Ontario Provincial Museum of Protective Services. The purpose of the rnueeurn, would be to educate, entertain, preserve and archive protective artifacts for the Province of Ontario tt would serve both the protective services of firefighting and policing The Police Museum at the Aylmer Police College is under used, The Aylmer Police College is usually only visited by those on business there, its staff, students, visiting officers and business contacts The Museum's contents would get significantly much more exposure in Port Burwell, It could feature the contents of the Police Museum plus a section on fire fighters and their equipment (including of course the Bayham antique truck) as well as information on notorious fires and criminals, including, the Bayham Lambs (early 20th century gangsters), It could include live mini-enactments of crimes, court cases, dramatic rescues, etc. This proposal is being put forth, to the director of the Aylmer Police College, after encouragement by the Protocol Officer.. If operated as the Boyhern Museum of Protective Services, the Museum Committee of the Municipality would apply for funding grants (such as the Ontario Arts Council), sponsors, and receive admission receipts, If operated as the Orilarlo Provincial Museum of Protective Serviees, the Municipality could lease the building to Cho province to operate the rriuseurn and receive rent, The closest other museums of this nature are over 300km away: a police museum in Orillia and a firefighters rriuseum in Port Hope, over hours drive in either direction. There is no combined Protective Services Museum in Ontario, according to the Ontario Museum Association, This project is a unique opportunity for Bayham. Sincerely!, Marion Rogers 519-8744286 519-719-9098 52 To Bayham Township Council From:: Susan Start Date: July 16, 2014 Re Official Plan Amendment and Re- Residential (R1) I 1 R r) 11 ) jOt fie 5 Zoning of the Former Firehall Preperly„r&t from nstitutona I to H A Y //; , Please note: 1' will not be verbally presenting all of this lengthy (5-page) document at the Public Meeting on lufy 17k,, The details below are my written submission to Council., will be speoking briefty, and will focus 0 a the importance of keeping ail four corners of Port 13 urweirs historic Morket Square zoned institutional and in pvhllc ownership, My name is Susan Start, My husband and I spend much of the year in the house immediately north of the east sic of the market square -1hich belonged to Port Burwell's first lighthouse keeper — and which we are working to restore. Our home is a century family farm in Norwich Township. We came to Port Burwell nine years ago, attracted to a large degree by its remarkable history. We attend Trinity Church, where !wrote a history of the church for its 175th anniversary in 2011, My academic and professional background is in history and es a public library administrator for 35 years in Woodstock, Ontario. First, I want to sincerely thank Council for providing this venue for citizen participation in its land use planning process, and staff for the excellent municipal zoning information on the township's website which has been so helpful to me in preparing this presentation. The property al the corner of Pitt and Erieus Streets in Port Burwell, on which the former fireball stands, is one corner of the market square at the heart of Colonel Mahlon Burwell's self-named village, and has been so since he set it aside for civic purposes almost 135 years ago. Generally, what I am asking Council to do is to deny the application to re-designate and re-zone the fireball property from 'institutional' to 'Residential' (R1), and thereby not to proceed with the sale of this property. I, and many residents and property owners in the village and beyond, want to See continued municipal ovinershio of this central piece of the community's heritage, as in the best long-term interests of its citizens; and I want to tell you why that is am doing that because the zoning process, of which this meeting is an important component, is so valuable to Council in this case: it gives Council the opportunity for a sober second thought on this matter, since it did not have the benefit of public input before it entered into an agreement to sell the firehall and then declared the property surplus, The way for Council to prevent this sale is to deny the zoning change, which, although the municipality is the applicant, Council has every authority to do. This property should remain zoned Institutional because it should remain in public ownership. 1 have for council a petition which states that,, signed by many residents. Let me siay clearly that I am not opposed at all to the township disposing of surplus property, though I do prefer it to be done, as Council has consistently in previous instances in our years in the village, in an open and transparent way, Nor am I opposed to the potential buyer of the firehall property bringing his business to the village — just not to this site on the historic Market Square. There are numerous vacant properties in the central business district that would be ideal for these purposes; and properties in nearby blocks, already zoned Commercial, including surpluslmunicipal properties, have been for sale in the past year at reasonable cost. P.Cor am !attached in any heritage way to the building itself. It is the property —the four corners of the municipal square —that US irrIpOrtarlt 1 will address heritage principally, and also three matters of concern about its proposed use and about the rezoning process. 53 Heritage. • First, from three important policy statements which inform Township's planning matters: • The ,purpose Section of Bayham's Official Plan includes the responsibility "to protect and preserve properties of historical, cultural and architectural significance."rkram 102.k) It contains an entire section on Cultural Heritage Resources, which states i uln accordance with the policies of the Ministry of Culture and Section 2,6 of the Provincial Policy Statement, the Plan shall endeavour to...preserve the..,cultUral heritage landscapes of the Municipality." ,:seci 2.6) The 20t4 Provinciai Policy Statement — the Province's policy directive to municipalities on "matters of provincial interest related to land use planning", to which municipal planning documents must conform — states dearly that "Significant cultural heritage landscapes shall be conserved," (sectivi 2.„6,n And the Goads Section of Bay ham's Cultrire Plan (2005), states that it is "to ensure that the historical, heritage and natural resources of Bayham.- are preserved, not only for the current generation of residents and visitors, but for future generations to come." I will bring to the public meeting copies of the map of the village that Colonel Mahlon Burwell prepared in 1840 in anticipation of the building of the lighthouse. The market square is clearly marked on i, as it has been on subsequent maps of Port Burwell, in the case of our house, the original' deed contains a codicil requiring the owner to post high on its southwest corner, 'in perpetuity", signs indicating Erieus Street and Market Square. You don't do that for a property that you don't wish to remain intact, • The Provincial Plaque commenaorating Colonel Burwell sits on the northwest corner of the square: not in BUISNell'S Corners, where he is buried; not in Port Talbot, where he lived, most of his life, and where he was captured during the War of 1812; not at Trinity Church, which he built, or at the harbour at the mouth of the Otter, where he began his survey of Bayham in 1809; not in London or at Queen's Park where he was a key member of the legislative assembly of Upper Canada for two decades; not anywhere in all of the vast tracts and townships he surveyed from Lake Erie to Georgian fay to the Detroit River. This square is the heart of Colonel Burwell's huge legacy, still felt, in this province. • It is also unique: there are other market squares intact in other Cntario cities, but few as long- standing, and none which carne into being in a village entirely of one man's creation. This is special: we should he making a hig deal about this square. We should be celebrating Colonel Burwell's survey of this township and founding of this village every year, on this square. These four corners have served a variety of purposes in 185 years: market, municipal offices„ public works, firehail, library, etc. I imagine that, at some points in that time, one corner or another might have sat vacant for a few years until the net civic purpose identified itself. To have had no intention of selling or rezoning it, and then to declare a public trust of this magnitude surplus and sell it without any prior articulated intention, public notice or consultative process, and during staff vacancies in the positions of both CAO and Treasurer, is, at the very least, premature. Your citizens deserved better process; and we know that you know that now, and we appreciate that. This meeting is all about helping you to fix this. S 5itie" STfilet 7 2 Other issues with this property's use are, at present, unresolved. As a taxpayer and resident, I am particularly concerned about three., 1, 1 understand from senior 'Township staff that no Record of Site Condition for this property has been or is in the process of being, filed with the Ministry of The Environment, and that they 'd° not feel it is necessary to be part of that process; but it is, in fact, required by the Province's Policy Statement, if the zoning changes. The building on this property was erected as a Public Works shed several decades ago, and has subsequently been used as a firehall until less than two years ago. Only in the past week have I learned, from a long time resident, that its original function was for Public Works; and it is important that 1 bring this possibly new information to Council's attention, it is inappropriate, and contrary to the planning process because it is not consistent with the Provincial Policy Statement, for Corinth to change the zoning of a property with this history of use to Residential without an Environmental 54 3 Record of Site Condition, The township should conduct the Environmenfal Assessment, or require it of the purchaser, before changing the zoning, in order to protect itself (and its ratepayers) from future litigation. There are many cases of municipalities being assessed expensive cleanup costs years later as a result of litigation by second and third owners. A prudent cOlUndll will make sure this is done at the planning stage, and with an ,abundance of caution in looking out for their ratepayers best interests; and this is COM111011 practice in this province. Even if you have made the buyer aware of the property's potential condition, and their liability far that, you will not likely be crear of responsibility regarding this polity, have learned, as I am quite certain, Council will be well as,vare, that an environmental' audit has four phases; many end with the first part, a paper form of reconnaissance, unless the question about the property's fanner use has a red flag answer — which 'firehalll or "Public Works shed' would he. The other three phases — where the expense lies — involve testing for contaminants, cleanup, and filing the Record of Site Condition which states what was found, that it was cieaned up, and that the property is now safe to occupy. It may not, but there is every possibility that this site could contain evidence of fuel spills„ asbestos, mercury, PCBs from transformers, and other chemicals. Now, to be clear, I ,OIn aware that, at the Land Use Planning and Provincial Policy Statement levels, this is policy, not law. The legal enforceability comes into play with the legislation about building codes and permits, where no permit can be issued to convert a building from commercial or industrial use to residential use without a Record of Site Condition, It is possible that a building inspector might evade this requirement because the firehall property is zoned Institutional, But widespread planning practice in Ontario shows that that would he most unwise as most would consider a firehall or Public Works storage building to be, in essence, an industrial use am asking Council to carefully consider exercising best, practice in this case, to protect its ratepayers from any possibility cf costly future litigation„ which would very quickly eat up the $75,000 realized from this sale. Senior Township staff has informed me that the zoning process requires notification of a number of agencies of a change in [and use, including the Long Point Regional Conservation Authority and the Ministry of The Environment, giving them, opportunity for input into the process, Policy staff at the Ministry of The Environment informed me verbally earlier this week that "a Record of Site Condition must be filed with the Ministry before a building or occupancy permit is issued when there is any change in iand use from a less sensitive to a more sensitive designation," that "a change from Public Worksirirehall to Residential is clearly in that direction,' and that "the Municipality is responsible for looking into this." I have also learned frorn Elgin County Planning staff this week that there is a form that the Township must submit to the County with its application for final approval of an official plan amendment, that the former uses of the property in question must, be noted on it, and that the County considers that information carefully before giving final approval. The County has advised me that the firehall having first been a Public Works building is important new information, which 0 should give to my Township Council, You know I am asking you not to proceed with rezoning the firehall property, to keep it zoned Institutional, and owned by the municipality, in which case none of this environmental requirement applies. But, if you do, every care needs to be taken to act in accordance with the law of the land. 2. As a neighbouring property owner, I am also concerned about the particular requirements of the Residential (R1) designation, and how that works with the intended use of this property that the purchaser has indicated to the Township. First, according to the Zoning Bylaw, a Thome occupation" MUST be "clearly secondary to a residential use and must comply with the standards and regulations as prescribed in the zoning bylaw." (Section 51 It may not occupy "more than 25 per cent of the total floor area of the dwelling unit—or forty (40.0) square metres," (Sactitan 5 d) As well, "no outside storage of materials, containers or finished products is permitted." (sccrior, A.S ij The fireball so clearly is not a house that there are reasonable 55 %'v Sopt 4 concerns about how likely it is to be renovated as a residence with a home ccupa ibn in 'iuch a way as to comply with this requirement — certainly not without great expense. Secondly, have., asked members of Council and staff about how these regulations are enforced and what penalties are assessed for noncompliance; and V sincerely appreciate their challenges, but am not reassured, to learn that court action is the venue for rack of remedial response by an owner to Township cominunication to thern about noncompliance, and that there are one or two significant cmgoing infractions of this nature in the village for which legal action has not been initiated due to cost. IV completely understand that,: but hence my concern to avoid that possibility on the Market Square. Thirdly, there are clearly defined permitted and prohibited forms of home occupation: painter and carpenter are two of the permitted uses., but retail use is strictly prohibited, except of the finished articles associated with the trade itself. f.Seoiorli,.% d d 12,i Township staff has informed me that the purchaser has indicated his intention to engage in furniture repair and refinishing, and has not stated to the Township any intention to engage in retail trade; however, there is considerable understanding in the coimnunity that, sales of antiques will be part of this business. This may well be a misunderstanding., but I would greatly appreciate Councili obtaining, further clarification of this detail with the prospective purchaser. Fourthly: There is also an understanding in the community that this re-zoning to Residential is a first step, and that an application for Crimmerciai use is to follow. Again, this may well be unfounded; but I would appreciate confirmation by Council and the purchaser that this is not the case. The village, has two full blocks of Commercial property, rnuch of it un- and under-utilized; there is absolutely no need for more anytime in the near future. The Commercial designation also has strict restrictions on residential units within thein. No commercial building wherein gasoline, petroleum products, paint or any other highly flammable, toxic, or explosive products are handled in quantity shall have accessory dwelling units," scc 1 So the Commercial designation may not solve the challenges of the home occupation restrictions of the Residential designation in this case. 3. Lastly, am concerned about sone aspects of this municipal process. 0 do believe that Council did act in accordance with the procedures required by its bylaws regarding disposal of surplus property, and with the legislation on which that was based, when, in a single motion following an iri camera meeting, it sold the former firehall property (conditional on this zoning change) and declared the property surplus, in tot order. I have been assured by senior staff that theoretically the declaration of surplus ould have been made first, but that there is nothing amiss in this motion, enacted in a public council meeting, While it is not a requirement of the 'township's Official Plan, it is extremely unfortunate that Council did not seek public input before declaring a corner of the nrurnicipal square surplus and initiating this rezoning process— many would say it was disrespectful of the community, In terms of openness; and transparency, we expect better practices from our Council than the minimum requirements of the process. Township staff has informed me that Official Plan Amendment and Zoning Bylaw Amendment notices are circulated to surrounding property owners and posted in a local newspaper, at the municipali office and on the municipal website. Their procedure does not include placing a notice on the property itself 1 received written notice about this public meeting as a neighbouring property owner. I, and others, have been unable to locate a notice of the public meeting in the Aylmer Express; the Express also informs me that it bas no record of a notice of the public meeting. The notice of the Proposed Sale went to the Aylmer Express on April 30th; but no notice of the public meeting appears to have done so, The notice on the Township's website is not on the front page, but is three menus further in on the Planning page; and some residents have been unable to locate it. Most importantly, a notice en the property itself, while it is not a requirement of the Township's Official Plan isecuoil8,s,3.n, is allied with the clause concerning notice to neighbours in the regulations under Planning Act„ with which the Official Plan must conform. According to the regulation, if the newspaper is the municipality's official form of notification, it must appear there at least 20 days before the meeting, and notice on the 56 property is not required; if a mailing to neighbouring property owners is o notification, notice on the property is required, (o,Regn,s4siois,s,s t/il and in I have asked Township staff which is its official form of notification., and have been unable to obtain an answer., Policy advisors at the Ministry of Municipal Affairs are looking into the apparent discrepancy between the Township's Official Plan and the regulation. Regardless of the answer, Municipal Affairs informs !roe that notifying the Ministry of proposed Official Plan Amendments and posting on the property is done as a matter of course by most municipalities,. This information tells me that posting on the firehall property would have been an appropriate better-than-minimum practice for Bayharn Township to undertake in the interests of openness, transparency and access to municipal information for its residents. +4, 4,GYA91."''A 0916 t 5 In conclusion, I am imploring Council to deny this application for Official Piaci Amendment and Zoning ylaw Amendment — because oloject to any private ownership or use of the firehall property. I have described some important land use planning and citizen relations issues; but my principal interest is in the value to our community of keeping the historic Market Square intact as public property. Knowing today what the fire hall property's net public use ill be is not a requisite for denying this zoning application; that is a separate, future, community discussion, and I am certain we will get some great, innovative and inexpensive ideas. The are I have heard most often from others in recent days, and which I share, is to use the $:15,000 remaining from the funds budgeted for the recent demolition of the Vienna Town Hall to remove the firehall, and to pave . it for needed public parking. There has been other interest expressed in uses of the building as is the IVIarine Museum, two doors down, for instance, has no storage space and is therefore unable to change exhibits or to acquire any more large artifacts without an expensive addition. The point is that there is no need to rush. The bottom line, is that this is one of the last pieces of municipal property in this village that should ever be sold, or whose land use should be changed. Its history makes it just too valuable to the long-term benefit of the community. This square was here almost two generations before Confederation, before Queen Victoria, before the Rebellion of 1837. Canada will celebrate its 150th birthday during the net term of Council; only 13 years later, Pert Burwell and its Market Square will be 200 years old. I hope to be at that party — and 1 Want to he able to pay tribute to the Council of 2014 that made sure that happened. II have one final point of the LltrilOSt importance. Please — do not be afraid. To deny this application for Official Plan amendment and re-zoning would be good leadership— to reflect on a matter and make things right for your community and we would respect you for that integrity. At the very least, defer the decision until you can consult further with your senior staff, with colleagues in other jurisdictions and with your legal counsel, and investigate the unresolved issues about the property and this process. You must be able to enter into and act objectively at every step in the governing process. So it s not possible for you to have guaranteed to any individual the passage of a bylaw rezoning a particular property — and your clerk and planner are bOUIrld to caution you against that to insure that council arts lawfully at all times. You have every authority to deny this particular zoning change, if that is your decision based on new information, even though the township is the applicant for the change and an agreement of purchase and sale is conditional upon it. Nor CJ!) you anticipate or guarantee the decision of any subsequent a uthoritative body in this case county cotincil's approval of the required official plan amendment. Again, do not be afraid. YOU are not stuck. This zoning process has been designed to insure that a council has the benefit of sober second thought on matters before it. I would not want my written submission to be construed in any way as rny purporting to have any expert knowledge of the planning matters I have raised.; but I have learned enough about the procedures and requirements to be seriously concerned! that Council follow up on them with diligence and caution in their taxpayers interests. That is what we are all here tonight to help you to do. We count on you and we want to support you, 57 From: Sylvia Flanagan [sylviallanagan18(Wyahoo,call Sent Wednesday, July 16, 2014 9:34 PM To; Marg Underhill , 21114 W U klifilfilti rif Or I understand that there will be a council meeting to-morrow re: re-zoning of the fireball property, As the municipality owns this piece of land; I would like to see the land used for tourist/visitor parking, There is a serious lack of parking in the village, especially, were the restaurants and stores are located. As an owner of a home on Erieus Street, we have had many instances where people actually park their cars and block our driveway, with no way to get out, in case of an emergency. The cars completely Neck the streets around the square and even if we tried to drive over the grass etc, there is no way out I am a senior and have my young granddaughter staying in the summer, so I heed to be able to drive out of my driveway, in case of an emergency. We have sometimes resorted to parking our own car across our driveway, so that, we can go about our daily lives, grocery shopping etc, With the submarine and expectation of more .growth in the village, we must look ahead 5 or 10 years, and make decisions based on the best for the village. Sincerely Sylvia Flanagan 17 lErieus Street 58 • /Seep' cc r.7-7 AV' ;-ccr. cP„,704.4! '24:f„e9 „Mc gc".4 ?PAZ. / r, 4,4 00 LC) •,7„' ' cr, ,c1C" .z.; ccng 7) ' T4 '44 00o • .1..., “. nig V„.■ ■■■' , 4 . t '''"'-'1 ',4,. ,.,'"' „„4• , ■>.,,i il,,,,. ''''^ '14, ■ 4,3 ., ,„, '''' ' 4.. , A', t„..1 0;1 17,4 4 Elgin Progressive by Nature County of Elgin Approval Form A — for submission of a Site-Specific Official Plan Amendment INSTRUCTIONS This form is to be used by municipalities when :submitting a site-specific official plan amendment for approval, Where a plan amendment constitutes a general official plan amendment (Le. a comprehensive review or major update), please use the County's 'Approval Form B. In the course &the preparation of the official plan amendment the local municipal Council shall ensure that the approval authority is consulted on its preparation and given the opportunity to review all supporting information in accordance with section 17 (15) of the Planning Act. In accordance with Section 17(31) of the Plannin Act the prescribed information set out in Ontario Regulation 543/06 shall he submitted to the County of Elgin, 2s the approval authority, within 15 days of the municipal Council's adoption, Completing this form and attaching the accompanying information will help in satisfying the requirements of the Enn.n Act, end Ontario Regulation 543/06. If additional space is needed to answer any of the questions„ attach separate pages. Please note that the approval authority under Section 17(32) of the Planning Act may require additional information, If a private individual initiates a site specific Official Plan Amendment a processing fee of $1000,00 is required (payable to the "Treasurer — County of Elgin), There is no fee required for a municipally initiated Official Plan Amendment, Section One — General Information Municipality Amendment No, Date of Adoption Did the municipality initiate the official plan amendment? If this is a privately initiated official' plan amendment: the date the application was received by the Municipality the date the application was deemed complete re Yes ri No Approval Form A - Site Specific Official Plan AmerKiment - 2014 Page 1 60 Sec ion Fou r — Policy :Contex Section Two — Contact Irtforritatio Municipal Contact • °"°°° °' °°.°°°. \ Applicant /Agent: (if applicable) j„.) Addres.s ;:44L-1 PostfflCOdeJLLV 0 Fax » 'ir"°„b Owner of Subject Lands: (if applicable) Address Telephone E-maill h Iry Postal Code Telephone Fax E-mail Specify to whom communications should be sent. SeCtion Three — Locatl'on „ww .Agent Ownier Municipal Address t°:°;°°---1 Assessment Roll Number i0o1 Ocii°,°: Former Municipality Deseription of the land (such as lot & concession) Dimensions cf the Lind: Frontage i„„,, „e Depth ti.„0 Area What is the purpose of this amendment? A 1 " C t.. 1;1 t.'"':1+41,„ LI. cc ciA "7-11)ty"11 1 1 ne. ""ea. erk 1,P,. What is the current designation(s) of th• e subject and and the and uses that the designation permits? tr"TCYV",, 11 ), (2, V") f "11A-4 wrwetw (1W: 44 ( www. ewSiWetWW(W!WWWW).(A('(1,„ '71,';'Vte" ?WWW::',1/;WW;2,.(wCWWWW,t'S 1 rl.'S"4")' 141 41 7).Jein IN) • Cr:" ''')1-1 (1 1 C112' 1,4,1 d ?"' v(") 9.5? / 44 4 rwtwItieL /7,1:7 wtawItlett (et .WCW .1„;,,at What is the proposed designefion(s) of the subject land and the land uses that he designation permits? ek/2 :1- 4' 0;e7 109 / ,/ 75; ::: e (llhler US re 1 (el -9,k0:1-,,,f::,::..5,:;5>"d nel, 1 °it: /,/ rt, it„,: ' 0 Approval Norm A —Site Specific Official Plan Amendment - 2014 ;e7t,r7-" '757°774,7777 61 C:),c C 42: :71:::74,75 --7141,",,,7117“"#776r7"' Page 2 Section FiVe — Services If the amendment change, replaces, deletes or adds a polity or designation, specify the nature of the change and the policy or designation.: /112111"‘p:',A2'':::r'.?:1 /11;?., Coatv „rye' „,9/es 0 74,49,77 //a /' 16, Is the amendment consistent with the Provincial Policy Statement? Does the amendment conform to the County Official Plan? Does the amendment alter the boundary of a settlement area? Does the amendment retrieve land from an area of employment? mark all that apply) if/ Municipal sanitary sewage system Prlvate individual or communal septic system(s) with greater than 4500 litres effluent produced per day with Iless than 4500 litres of effluent produced per day Municipal piped water Private communal well system ) individual private well(s) !4''r Municipal Storm Sewers Other, explain Provincial Highway Servicing reports attached: County Road Approval Form A Site Specific Official Plan Amendment - 2014 62 Ili/Municipal Road IV Yes D No 3/Yes ij No Yes Iiir/No Yes ti No Page 3 Section Seven - Natural Heritao e and Natural Hazard ectinri six in,entifination of Nearb Land uses 8, Resources identify all that may apply) Issue Yes No If Yes, specify distar7ce inMetres Livestock facility within 1,000 metres St. Thomas Municipall Airport within 1,,000 metres Major pipeline transmission corridor within 1„000 metres Active or abandoned Land Fill Site within 500 metres Sewage Treatment Plant or Lagoon within 500 metres Railway line within 300 metres Former or current human-made hazards such as mine hazards, oil, gas and salt hazards, mineral mining operations, mineral aggregate operations or petroleum resources operations within 300 metres Electric transformer station or high voltage electric transmission line within 200 metres Elgin Area Primary Water Supply System, West Elgin Prinry Water Supply System or other major water supply systems within 120 metres Significant built heritage resources, significant cultural Specify: heritage landscapes, areas of archaeological resources, or Distance: areas of archaeologicalsotential within 120 metres Area of Sensitive Groundwater Recharge or a Wellhead Protection Area within 120 metres Other, explain: Specify: Distarce: Issue Wetlands within 120 metres Significant habitat of endangered or threatened species within 100 metres Area regulated by Conservation Authority Significant Woodlands and ANSI's within 50 metres Significant Wildlife Habitat within 50 metres Significant Valleylands within 50 metres Fish Habitat within 30 metres Other, explain. Yes identify all that may apply) If Yes, specify distance in metres I" If YES to ary of the above Natural Heritage and Hazard questions, an Environmental Ilmpact Study may be required. Has an Environmentai impact Study been completed? I I Yes II No Approval Form A - Site Specific Official Plan Amendment - 2014 Page 4 63 SectionlE1.1ht PreviottS and Existini 'Use' What is the current use of the subject land? e ■;',q • (IL„,C,,i,1",. 4 11 XV.',Xx, What previous uses have there been o the subject land? ................n ' What is the current surrounding land uss i1 Is there reason lc believe that the subject land may be contaminated by 'former uses on the site or adjacent sites? '11-",, 0 . If YES, an Environmental Site Assessment may be necessary. Has an Environmental Site Assessment under the Environmental Protection Act been completed or has a Record of Site Condition (RSC). been fi led? Yes 1 No What information did you use to determine the answers to the Previous and Existing Uses quAstons ? Section Nine Status Of Other A dFcatonB under the Fianna./ or Ac Are the subject lands or lands within 120 metres the subject of any other applications under the Planning Act, lcires (complete below) No Unknown If yes, indicate the type of application: .7 L , ectioril Ten — $u ortin hiforniation List the supporting information aterial that the municipal councI considered in adopting this amendment: Document Title Li st.,ItA0t7— Section Eleven — Alfi'.dovit or Sworn 11:)colaratiori in 'the , c- • ..... (c;otinty) Author or Source r municToagy) ake oathind-,Say or solemnly declare) that the information contained in this form and the accompanying materiel is true. Sworn (or declared) before me at theA4 m6/ the / this ) (munptatity) ( day of -4/ , 20 / - . Con41issionar of Oaths .•!r Nillt„„1„,„ArlD, a '01,4 1,n,„).iiutilolity of Daynam„. County) ,V Approval Farm A —Site, SpecifiC Official Plan Amendment - 2U14 Page 6 65 YOUR ,SUBMISSION CHECKLIST: This form, completed and signed 2 certified copies of the official plan amendment 2 certified copies of the by-law adopting the official p n amendment ‘01 "tr, copies of the official plan amendment 12,,k copies of all supporting, information and material that accompany the application 12,„ copies of any planning or other report(s) considered by Council 570 1^',7-,10)Ck':,/I:1,u_Kfill: .„ 0 -0000. „...4.0). 1:1101a-' „ill Li crt-0,-0-7010r- v '700) Iv *Contact the Plarit)irlg Departmentlo C013 iririt the num er of required copies An affidavit or sworn declaration certifying that the requirements for giving cf notice of and hokd1y „J,;;Jlic, 'fleeting anu for giving notice of adoption travd .';;on.ipited with A copy of the minutes of the public meeting 571 An original or copy of all written submissions and comments and the dates they were received "710j An affidavit or sworn declaration of all persons and public bodies 117 e /0,0;0'?”' UZ,00/ that made oral submissions at a public meeting (If none, please indicate this) 400. $t0000palcessng fee made Oayatilety cheque to the 'Treaswer — County of Elgin° /1011 (only for a priiieifety-initiatedplficiaQ plan iMendment) ,„_„ Forward to County of Elgin Planning Department 450 Sunset Drive St, Thomas ON N5R 5V1I Approval Form A —Site Specific Official Nan Amendment -2014 66 For Help You May Contact Planning Department phone (519) 631-1460 fax (519) 633-7661 sevanselgin-county,on„ca Pap 7 REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Director of Engineering Services DATE: September 18, 2014 SUBJECT: Community Paramedicine Update INTRODUCTION: The County of Elgin applied for a one -time funding grant to support Community Paramedicine within the County of Elgin and the City of St. Thomas. An application was submitted on April 17, 2014 and then on August 27, 2014 the County received notice that the application was approved for $80,000. At the April 22, 2014 County Council meeting staff forwarded a report to County Council for consideration and the following was adopted, "THAT the decision to adopt and implement the Community Paramedicine (CP) program be at Council's discretion, subject to further information and testimonials from those that currently use the program." This report will provide additional information on CP. DISCUSSION: A CP program in Elgin County would: enhance patient care for at home seniors by referring at risk patients to the most appropriate level of care; complement existing resources for community -based health solutions; reduce pressure on emergency departments; and further strengthen emergency medical service with other organizations through a collaborative community based model. The skill set of the primary care paramedics is within the scope of practice to implement the CP program. Paramedicine can also assist in supporting the Southwest Local Health Integration Network in it's delivery of the Integrated Health Service Plan (IHSP) for 2013 -2016. By Improving access to care this can also aid other Health Service Providers in attaining quality indicator goals such as reducing emergency room visits and premature admission to long -term care. At the April 22, 2014 County Council meeting, staff were directed to revisit the CP program by providing additional information. The requested information focused on the on -going financial commitment required and on testimonials from other organizations that are currently implementing this program. Firstly, what is the ongoing financial commitment of the program after the one -time provincial funding? Medavie Elgin Ontario (Medavie) has indicated in writing that they will assume the on -going costs after the program has been implemented. Medavie EMS 67 Elgin Ontario understand the on -going costs due to many years of experience of running a similar program in eastern Canada. On -going costs will mainly be generated from travel costs and training new paramedics. Secondly, staff gathered testimonials from other providers of the CP service. Attached are responses from organizations that are currently providing the service within their communities (Appendix A). Generally, the organizations share similar responses to the questionnaire. All three EMS organizations use the same program (CREMS — Community Referral by EMS) and have had their programs in place for two to three years with little to no issues with coordinating agencies. Additionally, the organizations agree that the programs would continue with no additional costs to their organization, at this time, if provincial funding was decreased, while one of these organizations does have some concern over liability issues and wage creep. The program is recommended by the organizations due to the ease of implementation, and the increased service benefit provided to the community. Since this program is new to Ontario and Elgin County, staff is recommending a two -year pilot project. Staff is recommending a two- year pilot project to have sufficient time to develop policies and procedures and to implement the CP program. In order to justify a permanent commitment to the CP program a report should be presented to County Council before January 2017 on the relevant issues of this program. Also, the CP will be initiated in a small rural community that can be supervised efficiently and effectively. Staff is suggesting the Municipality of Bayham, due to the availability of the paramedic within the community. CONCLUSION: CP programs have been implemented and in place in nearby Counties in the province, which has proven to be successful to date. The increased benefits to these Counties has improved patient outcomes within their respective communities while enriching overall health services to patients in their homes. All new programs, such as Community Paramedicine, will have barriers to overcome and this initiative will be no different, therefore Council should be aware of both the benefits and risks before making a decision. As such staff are recommending that this be a two - year pilot project and a report be presented to County Council before January 2017 of the merits of the program so that final decision can be made. 68 RECOMMENDATION: THAT the Warden and Chief Administrative Officer be authorized and directed to sign an agreement with the Province of Ontario for $80,000 Community Paramedicine funding for the County of Elgin and the City of St. Thomas; and, THAT a two year pilot project be initiated in the Municipality of Bayham; and, THAT the necessary by -laws be drafted. All of which is Respectfully Submitted Clayton Watters Director of Engineering Services 69 Approved for Submission Mark G. McDonald Chief Administrative Officer Appendix A Responses to Community Paramedicine Questionnaire Responses are from Chatham -Kent Medavie, General Manager; County of Lambton A- EMCA, CMM III, EMS Executive Manager, Emergency Health Services Department; and County of Essex A- Chief, EWEMS, respectively. 1) What type of CP have you implemented? - Community Referral by EMS (CREMS) and Mobile Flu Vaccination Program. The County of Lambton has implemented an EMS Referral program (CREMS) where when finding patients that we feel would benefit from additional services, the Paramedic gets permission from the patient to refer them to other agencies for assistance. Currently we refer to the CCAC and the Community Health Centre. We are also starting a re -visit program where patients that are 65 or older, live at home and refuse transport on an ambulance call will be asked if they would like us to come back. We will then revisit them in the next few hours to ensure they are doing ok and don't have any further problems. - CREMS via iMedic electronic distribution. 2) How long has your CP program been in place? CREMS - 2 years, Flu Program - 1 YR CREMS has been running for around 3 years. Approximately two (2) years 3) How would you describe the performance of the program as measured against expectations? CREMS is producing approx. 20 referrals to CCAC per year - there is currently no mechanism (on CCAC end) to monitor performance. This is being worked on with Interdev and the Ontario Association of CCAC's by creating a 360 feedback mechanism. Flu program was a trial and we are planning to expand this coming year. - Better than expected. We have seen a reduction in return calls to a number of patients and additional community supports are now in place for them. The expectations are poor to satisfactory. The feedback received by CACC is limited and sometimes non existent. One issue is the lack of resources of CCAC to respond or administer the CREMS received. Further, the patient referred may already be an CCAC client and therefore maxed out in care. 70 4) Were there any surprises (negative or positive)? - No. - No negative. The impact to the patients has been more beneficial than I thought. We have seen some success in some of our frequent flyers that are not attached to CCAC. We see a reduction in their use of EMS on repeated calls. A negative is the lack of reporting back to EMS on referral progress. 5) Would you recommend the program? If not, then why not? CREMS - Yes, this is pretty standard across the province, is simple to set up and requires minimal effort to sustain. Flu - every program will be specific to a region. In our municipality a need was identified by primary care providers and we have addressed the need. I would suggest engaging the primary care leads in the region to identify gaps before introducing. - Yes. It is a great addition to our service offerings. would recommend the program and is easy to implement, especially with current iMedic clients. (FORMS in place already). Further, expansion of the CREMS into other organization, (ie FHT, CHC's) can be implemented using the same technology currently and utilizing current funding templates, meaning no budget impact. We are exploring that process with our involvement in the local Health link. 6) Did you have any concerns over increased liability for paramedics performing on -site visits and treatment? No, currently within PCP scope of practice and medical oversight is provided in both programs. CREMS - existing oversight. Flu - Primary Care Physician Agreement. None. We are not acting out of our scope of practice. We are performing the same assessments we normally do. We are simply connecting the patient with supports. This is a slippery slope. Paramedics are covered for Delegated Medical Acts under Base Hospital and those physicians and for other Emergency or Non Emergency procedure under the Act with BLS and ALS PCS. These are intended and regulated for patient transport and delivery to a hospital. For paramedics to provide care in an out of hospital environment it is required for them to have medical direction, other than Base Hospital. This is key for on site visits and treatment and could lead to out of scope practice or creep. Further, current medial liability coverage would have to investigated and determine if the paramedic practice is covered under current errs and omission coverage. This leads to who will fund the projected or expected increase in costs. 71 7) Were there any concerns over possible "wage creep" due to scope of practice utilization? Not at this time. This is an old 'union' argument that has never gone anywhere. The skills are within present scope of practice. No different than introducing CPAP, 12 LD, IV's. - None. These are patients we are seeing anyway and the actions done do not fall outside our scope. There are concerns about this and, as stated above, scope creep. The question remains that if wages were to increase, who would born that cost? The province was quite adamant about one time, unsustainable funding. In our proposal, we will ensure that the paramedic practice will not creep from the BLS /ALS Standards and develop MOU's with BH for delegated medical act coverage. 8) On -going funding support from the province is unknown at this time. Would you continue the program on your own even without provincial support and if so, how much do you anticipate it would increase your budget on a yearly basis? Yes. Both programs were introduced without additional funding and both programs have negligible ongoing costs. We (Medavie) consider this value add that we bring to the municipality. However this may be subject to change if unforeseen issues arose - union challenge or some other unforeseen major expense. - There is absolutely no cost to the County to perform these programs. I would not be inclined to approach County Council for increased funding for CP. From the two reports to Council, the overall impression for increased funding is another form of downloading to the County for a responsibility that is a provincial affair. The current practice is covered under the current funding template and any proposed programs would have to be funded in the same fashion. Be leery of any promises from other agencies that cost savings of the health care system due to CP initiatives will be put back into EMS. Ultimately if a program works, the hospital will see decreased patients and reap the savings. The cost savings of EMS must be realized within EMS, such as decreased off load delays, decreased travel costs (fuel, vehicles etc.). 9) Were there any issues with coordination of support (VON) and referrals? If so, do you have any recommendations? Unsure what you are referring to? There was no issue with establishing CREMS with CCAC. In our region both Sarnia and Windsor (same CCAC and LHIN) had been doing referrals for years so we really just brought CK up to speed. I recommend seeking out Health Centres as well as CCAC. We found the Health Teams often have more resources to manage the issues being faced by the patients. 72 I recommend to get all parties at the table, (ie a Health Link) This would include VON, CCAC, Hospitals, FHT's CHC's, LHIN, support groups etc. It will be quickly identified that some agencies already offer services, that are funded for, and EMS can have a function of connecting the links, not breaking them. Finally, for each area there may be different models due to call volume, capacity or budget. I don't believe there is one easy answer but I do believe EMS has some attributes to support or assist, not necessarily to take on or develop a program. The answers above are the issues relayed to and direction received from Essex County Council. We did apply for funding for CP. One proposal was a sponsorship of Interdev technologies in enhancing the scope of the electronic data sharing as it relates to CREMS. If approved, this would benefit all EACR users. The second proposal is to develop and possibly institute a CP program on Pelee Island. This program would enhance the medical coverage to the residents of Pelee Island with a partnership with VON, the LHIN, and local FHT's. 73 �irlhr� %llll%yy�_ Ire! Atnoe REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Director of Engineering Services Mike Hoogstra, Purchasing Coordinator DATE: October 2, 2014 SUBJECT: Supply of Thirteen Defibrillators - Contract Award Update INTRODUCTION: At the September 9th Council meeting, County Council approved the recommendation that staff be authorized to award the proposal for the Supply of Thirteen (13) Defibrillators (RFP# 2014 -30) according to the County's Purchasing Policy and within budget allocations and report back to Council with the results at the October 21, 2014 Council meeting. The current EMS defibrillators in use throughout the Elgin St. Thomas EMS system are reaching their useful life span and replacement was scheduled for this year. DISCUSSION: A Request for Proposal for the supply of thirteen defibrillators for Elgin St. Thomas EMS was issued on August 13, 2014. The RFP was written as generic as possible to allow all manufacturers to submit a proposal for the County to consider. This was critical as there are only three main manufacturers that produce and market EMS defibrillators. The RFP closed on September 5, 2014 and three proposals were received from the following manufacturers: - Philips Healthcare - Physio- Control Inc. - Zoll Medical After the proposals were opened, the Purchasing Coordinator distributed copies of the proposals to the evaluation committee which included two members of Elgin St. Thomas EMS. Each member of the committee evaluated the proposals individually based on the following criteria: - Cost - Conformity with proposal requirements /specifications - Warranty - Experience and quality of references - Service /Maintenance - Training 74 In addition each of the manufacturers was invited to meet with the evaluation committee to demonstrate their proposed device and provide further insight regarding their proposal response. These presentations were conducted on the following dates: Zoll Medical — September 11 Physio Control — September 15 Philips Healthcare — September 16 The evaluation committee met on September 18 to discuss in detail the proposals, the devices and presentations. The evaluation scores were consolidated for each manufacturer. It should be noted that Zoll Medical proposed two models in their proposal response, one being the "E" series which is currently used by EMS and their newer "X" series. These two models were evaluated separately to give fair representation to both product offerings. Based on the evaluations, the evaluation committee recommended that the contract for the supply, delivery and maintenance of defibrillators for Elgin St. Thomas EMS be awarded to the highest scoring proponent which is Physio - Control Inc. Physio - Control is proposing the LifePak 15 Defibrillator for Elgin St. Thomas EMS. This defibrillator is widely used throughout EMS services across Canada. References submitted by Physio - Control for other contracts recently awarded by other EMS services include Middlesex London EMS, Lambton County EMS and Superior North EMS. The approved 2014 capital budget for the defibrillator replacements is $270,000. The total cost for the LifePak 15 defibrillators from Physio - Control is $235,909.00 plus HST which can be accommodated in the approved budget allocation. CONCLUSION The contract for the defibrillators has been awarded and the devices are scheduled for delivery in early November. Training on the device is currently underway as noted in the previous council report. Deployment of the new devices will occur in late November to early December. RECOMMENDATION THAT the report titled "Supply of Thirteen Defibrillators - Contract Award Update" be received for information and filed. All of which is Respectfully Submitted Clayton Watters Director of Engineering Services Mike Hoogstra Purchasing Coordinator 75 Approved for Submission Mark G. McDonald Chief Administrative Officer �irlhr� %llll%yy�_ Ire! Atnoe REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Director of Engineering Services Mike Hoogstra, Purchasing Coordinator DATE: October 2, 2014 SUBJECT: Award of Tender — Administration Building Contract Cleaning Services INTRODUCTION: The contract for cleaning services at the County Administration Building will be expiring in November this year. A tender was advertised and issued as per the County's Procurement Policy for a new three (3) year term with options to extend for up to two (2) additional years for a maximum five (5) year term. DISCUSSION: The tender was issued on August 27. A total of thirty one (31) companies downloaded or picked up tender documents and thirteen (13) company representatives attended the mandatory site meeting and tour held on September 8, 2014. Ten (10) companies submitted bids for this Tender which closed on September 19, 2014. Bids were received as follows: Company Bid Price for 3 Year Term (exclusive of taxes) Innovative Group $204,555.00 GDI Services Canada $230,584.44 J +A Cleaning Solutions $244,800.00 Metropolitan Maintenance $256,812.00 Service Master $258,300.00 Commercial Cleaning Service $268,440.00 Power Cleaners $279,270.00 Steam Canada $282,862.31 SQM Janitorial $297,861.60 JDI Cleaning Systems $347,880.00 Innovative Group submitted the lowest compliant bid for the contract cleaning services at a total price of $204,555.00, exclusive of HST for the three (3) year term. The lowest submitted bid is within budget estimates and can be accommodated for in yearly operating budgets. References for the Innovative Group were checked and all references contacted report no major issues. Staff have been and will continue to meet with the new service provider to ensure that a smooth transition takes place beginning on November 3rd 76 RECOMMENDATION: THAT Innovative Group be selected for the Administration Building Contract Cleaning Services Tender, Contract No. 2014 -31 at a total price of $204,555.00 exclusive of H.S.T for a three (3) year term expiring October 31, 2017; and, THAT staff be authorized to extend the contract with Innovative Group for a further two years effective November 1, 2017 to October 31, 2019 subject to successful delivery of services and favourable rate negotiations for the two year extension; and, THAT the Warden and Chief Administrative Officer be authorized to sign the contract. All of which is Respectfully Submitted Clayton Watters Director of Engineering Services Mike Hoogstra Purchasing Coordinator 77 Approved for Submission Mark G. McDonald Chief Administrative Officer REPORT TO COUNTY COUNCIL FROM: Steve Evans, Manager of Planning DATE: September 18, 2014 SUBJECT: Final Approval for a Plan of Subdivision Part Lot 81, South of Talbot Road Town of Aylmer File No.: 34T -12001 Owner: Doug Tarry Ltd. INTRODUCTION: This report is to advise County Council that final approval was given for a plan of subdivision in the Town of Aylmer on September 5, 2014. (see attached maps) DISCUSSION: This plan of subdivision constitutes the second phase of a 44 lot draft plan of subdivision that was approved by the Ministry of Municipal Affairs and Housing on June 26, 2012. The Ministry previously granted final approval to phase one after which the approval authority was transferred to the County of Elgin. The owner recently sought final approval for phase two comprising 22 building lots. The subject lands are located in the Town of Aylmer and they are to be developed on full municipal services. The County has received a clearance letter from the Town of Aylmer which indicates that all conditions of draft approval have been satisfied. In accordance with By -Law No. 13 -28 "A By -Law to Delegate Certain Authorities... " the Manager of Planning has been given the authority to approve final plans of subdivision once all of the conditions of draft plan approval have been met and after clearance letters have been received. CONCLUSION: This report is to advise that final approval of this plan of subdivision was granted and the plans were signed by the Manager of Planning on September 5, 2014 and forwarded to the Elgin County Land Registry Office for registration. The Town of Aylmer and the developer's agent have been notified. RECOMMENDATIONS: THAT the report titled "Final Approval for a Plan of Subdivison (Doug Tarry Ltd.)" from the Manager of Planning dated September 18, 2014 be received and filed. All of which is Respectfully Submitted Approved for Submission Steve Evans Mark G. McDonald Manager of Planning Chief Administrative Officer 78 u�'I�r�l {Y � p�r7�1r�,,�ii�gp�4111 X111 w,ir %' Elgm 4 :hY Ndinity, 1611ess , KlatiAt REPORT TO COUNTY COUNCIL FROM: Steve Evans, Manager of Planning DATE: October 7, 2014 SUBJECT: Ontario Municipal Board Hearing Official Plan Amendment No. 12 Town of Aylmer OMB File No. PL140691 INTRODUCTION: This report will provide County Council with information about an OMB hearing that has been scheduled for one day, on November 19, 2014, to hear an appeal on the above noted Official Plan Amendment. BACKGROUND: Elgin County Council approved Official Plan Amendment No. 12 for the Town of Aylmer on May 27, 2014. An appeal was lodged with the County on June 20, 2014 after which County staff prepared a "record" which was sent to the OMB on July 8, 2014 in accordance with Section 17 (42) of the Planning Act. The appeal has been lodged by a neighbouring property owner. Official Plan Amendment No. 12 for the Town of Aylmer is a site - specific amendment that re- designates a property at 37 Water Street from "Low Density Residential" to "Medium Density Residential" to permit a "quadruplex" (containing four dwelling units). An existing "converted dwelling" containing three dwelling units, that is in poor repair, is to be demolished and a "quadruplex" is proposed to replace it. DISCUSSION: It is expected that the County of Elgin as the "approval authority" will be represented at this OMB hearing. In this regard County Council has the option of retaining legal counsel to represent the County's interests. There are advantages to retaining legal counsel in that a lawyer can represent the County, can cross examine witnesses and has knowledge of the legal process. The estimated cost to retain a lawyer for a one day hearing is estimated to range from $5,000 to $10,000. If Council decides not to engage legal counsel for this hearing the Manager of Planning should be directed to attend in order to monitor the hearing and provide evidence if requested by the presiding Ontario Municipal Board Member. RECOMMENDATION: Based on the site - specific nature of this Official Plan Amendment and the costs associated with legal representation, it is recommended that County Council direct the Manager of Planning to attend the OMB hearing and to provide planning evidence if required by the presiding Ontario Municipal Board Member. All of which is Respectfully Submitted Steve Evans Manager of Planning 80 Approved for Submission Mark G. McDonald Chief Administrative Officer REPORT TO COUNTY COUNCIL FROM: Steve Evans, Manager of Planning DATE: October 2, 2014 SUBJECT: Source Protection Municipal Implementation Fund (SPMIF) - Collaboration Incentive INTRODUCTION: This report is to advise County Council on a proposal from Kettle Creek Conservation Authority to provide assistance to the County of Elgin and three other municipalities and utilize a collaboration incentive under the SPMIF provided by the Province. DISCUSSION: In December 2013 the County of Elgin entered into a Source Protection Municipal Implementation Fund (SPMIF) grant funding agreement which provides funding to offset costs associated with implementing policy obligations associated with drinking water threats as specified in an approved Source Protection Plan. The KCCA Source Protection Plan was approved on September 11, 2014 and will come in to force and effect on January 1, 2015. Elgin County was allocated $23,567.00 under the SPMIF and has already received $14,528.00 as a first instalment. A progress report on actions undertaken must be submitted by December 12, 2014. A future report to Council will be submitted on the progress of the County's readiness to fulfil its responsibilities under the source protection plan. The subject of this report concerns the Collaboration Incentive which constitutes additional funding should the County collaborate with other municipalities on matters such as education and outreach, mapping etc. An incentive of $15,000.00 is available to the County if it collaborates with three or more municipalities. Kettle Creek Conservation Authority has provided a proposal (attached) in which it will take the lead on elements of the Kettle Creek Source Protection Plan implementation involving education and outreach, mapping support and database management. The budget to cover the costs of these services will come from the Collaboration Incentive ($15,000) and will not affect the original funds ($23,567) that were allocated to Elgin County. A joint meeting was held on September 30, 2014 with KCCA to review the possibility of working together and utilizing the collaboration incentive from each of the partner municipalities within the KCCA watershed including: the Municipality of Thames Centre, Township of Malahide, Municipality of Central Elgin and the County of Elgin. 81 There was agreement among the participants that the KCCA proposal had merit and that each municipal representative would report to their respective Councils before agreeing to proceed. CONCLUSION: The Manager of Planning is satisfied that the proposal submitted by the Kettle Creek Conservation would be a benefit to the County of Elgin and a good use of the County's collaboration incentive RECOMMENDATIONS: THAT County Council endorses the proposal submitted by Kettle Creek Conservation Authority titled "Kettle Creek Source Protection Plan Implementation" and authorizes the Chief Administrative Officer to sign the collaboration agreement on behalf of the County of Elgin. All of which is Respectfully Submitted Approved for Submission Steve Evans Mark G. McDonald Manager of Planning Chief Administrative Officer 82 KETTLE CREEK SOURCE PROTECTION PLAN IMPLEMENTATION The Source Protection Plan is given its legislative power through the Clean Water Act, 2006. Although the Lake Erie Region Source Protection (LERSP) Committee drafted the plan, they do not implement it. The following document outlines the policies that Kettle Creek Conservation Authority can assist the municipalities impacted by the Kettle Creek Source Protection Plan in implementing as part of their requirements through the approved Plan. KCCA is promoting a collaborative approach to implementing the Plan to ensure the effective use of funds available through the Source Protection Municipal Implementation Fund. Through the Source Protection Implementation Fund, the following funds were allocated to each of the following municipalities: Municipality of Central Elgin - $60,991* County of Elgin - $23,567* Township of Malahide - $39,341* Municipality of Thames Centre - $52,500* *The Source Protection Municipal Implementation Fund agreements also include a clause that if four municipalities, who also received implementation funding, collaborate on implementation than an additional $15,000 would be distributed. KCCA is proposing to take the lead on elements of the Kettle Creek Source Protection Plan implementation involving education and outreach and database and mapping support and the associated budgets to accomplish these deliverables is listed below. Education and Outreach Budget: Municipality of Central Elgin: $35,991.00 County of Elgin: $10,000.00 Township of Malahide: $10,000.00 Municipality of Thames Centre: $10,000.00 TOTAL: $60,991.00 Policy Target ien Audiencer! Kettle Creek Watershed ImplementationDetails KCSPA-CW-1.4 May develop and implement stewardship, education and outreach programs directed at any, or all, significant drinking water threat activities Source Protection Committee KCCA Board and staff • Media release • Presentation created /delivered to KCCA /SPA Board • Training for KCCA staff — power point so staff are prepared to direct inquiries to risk management office • Printed copies of Source Protection Plan and Explanatory Document • Disclaimer to be added to all legal inquiries of properties 83 84 Municipalities: Staff and Councilors • Media release • Letter distributed to all municipalities • Printed copies of Source Protection Plan and Explanatory Document • Disclaimer to be added to all legal inquiries of properties • Fact sheets: Source Protection Plan Primer, Part IV Primer, Municipal staff Part IV primer • Information session for new municipal councilors, EAPWSS board • Training: power point for municipal staff, provide checklists etc. • Develop business case for SWP programming moving forward Other Partners/ Stakeholders/ General public • Media Release • Displays /Information at Events (ie. Belmont Fun Days, Doors Open etc.) • Website: post media release, link to Lake Erie Source Protection Region website, post associated factsheets /primers. • Pharmaceutical campaign • Promotion of Elgin Clean Water Program and Kettle Creek Clean Water Initiative • Social media updates MPP's office • Personal letter with information about the SPP, map, risk management office for drinking water systems and associated primer publications. Students • Revise Water Festival scripts to highlight Kettle Creek watershed and local municipal water systems (Belmont WHPA, Port Stanley IPZ) • Creation of a video highlighting the water treatment process of the Water Treatment Plant • Creation of Source Protection classroom program for watershed schools • Delivery of Yellow Fish Road program KCSPA -NB -1.13 Purchase, install and maintain appropriate signs designed by the Province where municipal arterial roads are located within Wellhead Protection Areas with a vulnerability score of ten (10). General Public • Design, install and maintain signs in Belmont 84 KCSPA -NB -1.15 Update Emergency Management Plans to include maps to show WHPAs and IPZs, requirements to contain firefighting run off to prevent chemicals from entering the groundwater or surface water that are used to suppress fires, responses to spills from septic haulage, highway accidents and railway derailments. Police, Fire, Road Crews • Information session for police, fire and road crews • Development of new procedures • Provide mapping of SPP areas Belmont Wellhead Protection Area BE- CW -2.1 PROHIBIT significant drinking water threats in the Belmont Wellhead Protection Area (WHPA) 'A: i. The application of agricultural source material to land; ii. The storage of agricultural source material; iii. The application of non-agricultural source material to land; iv. The handling and storage of non - agricultural source material; v. The handling and storage of commercial fertilizer; vi. The application of pesticide to land; vii. The handling and storage of pesticide; viii. The handling and storage of road salt; ix. The storage of snow; x. The handling and storage of fuel; xi. The handling and storage of an organic solvent; xii. The use of land as livestock grazing or pasturing land, an outdoor confinement area of a farm - animal yard; and The establishment, operation or maintenance of a waste disposal site within the meaning of Part V of the Environmental Protection Act where a Prescribed Instrument is not required. BE- CW -2.2 Prohibit future handling and storage of DNAPLs in the Belmont Wellhead Protection Area (WHPA) 'A', 'B' and 'C'. BE- CW -2.2 Continue and enhance outreach and education programs and promote best management practices WHPAs for SDWTs and source protection messaging specifically for: i. Waste Disposal Site Landfilling (Municipal Waste); H. Waste Disposal Site Landfilling (Solid Non Hazardous Industrial or Commercial); Waste Disposal Site- Liquid Waste Injection into a well; iv. The handling and storage of pesticides; v. The application of pesticides to land; vi. The handling and storage of fuel; vii. The handling and storage of commercial fertilizer; viii. The handling and storage of Dense Non Aqueous Phase Liquids (DNAPL's); ix. The application of agriculture source material; x. The storage of agriculture source material; xi. The application of non - agriculture source material; and The handling and storage of non - agriculture source material. Landowners in WHPA, real estate agents, businesses • Letters and door to door visits to landowners in WHPA • Displays /Information at Events (ie. Belmont Fun Days, Doors Open etc.) • Belmont Wells factsheet updated and distributed • DNAPL factsheet created and distributed • Engagement /education of specific groups (ie. businesses, service clubs) • Promotion of Elgin Clean Water Program and Kettle Creek Clean Water Initiative Port Stanley Intake Protection Zone PS- CW -7.2 Prohibit in Intake Protection Zones within the areas identified in Schedule B: i. The handling and storage of commercial fertilizer greater than 5,000 cubic metres; and ii. The handling and storage of fuel greater than 6,000 Iitres. Landowners in IPZ, real estate agents, businesses • Letters to landowners in IPZ • Displays /Information at Events (ie. Doors Open etc.) • IPZ factsheet updated and distributed • Engagement /education of specific groups (ie. businesses, service clubs) • Development of video of Port Stanley Water Treatment Plant that can be integrated into a variety of uses (ie. school programs, water festival, EAPWSS messaging 85 Database Development and Mapping Budget: Municipality of Central Elgin: $10,000.00 County of Elgin: $5,000.00 Township of Malahide: $5,000.00 Municipality of Thames Centre: $5,000.00 TOTAL: $25,000.00 Policy Implementation Details KCSPA-CW-1.7 Shall provide a report to the Source Protection Authority, by February 1st of each year, summarizing the actions taken to implement the Source Protection Plan Policies. KCSPA-CW-1.9 The Risk Management Official shall provide a report to the Source Protection Authority, by February 1st of each year, summarizing the actions taken to implement the plan • Creation of a database to track development applications, legal and general inquiries, outreach and education deliverables etc. for easier reporting for year -end by all affected municipalities • Refining or localizing GRCA's interactive mapping program that can quickly and accurately summarize threats for a given location to allow for quick checking of any specific SPP policies relevant for a property Collaborative Statement and Reporting KCCA can also take the lead on completing the collaborative statement for each municipality for the Source Protection Municipal Implementation Fund and the subsequent progress reporting. The following fees are proposed for this service. Budget: Municipality of Central Elgin: $5,000.00 County of Elgin, Township of Malahide, Municipality of Thames Centre: per hour basis Municipality of Central Elgin: $50,991 County of Elgin: $15,000 Township of Malahide: $15,000 Municipality of Thames Centre: $15,000 TOTAL: $95,991.00 Total Budget by Municipality 86 etc.) • Promotion of Elgin Clean Water Program and Kettle Creek Clean Water Initiative PS- NB -8.1 Provide mapping detailing the Intake Protection Zone (IPZ) 1 to the Canadian Coast Guard and develop a protocol to report boating accidents within the IPZs Canadian Coast Guard staff • Information session for staff • Development of protocol for boating accidents • Provide mapping of IPZ Database Development and Mapping Budget: Municipality of Central Elgin: $10,000.00 County of Elgin: $5,000.00 Township of Malahide: $5,000.00 Municipality of Thames Centre: $5,000.00 TOTAL: $25,000.00 Policy Implementation Details KCSPA-CW-1.7 Shall provide a report to the Source Protection Authority, by February 1st of each year, summarizing the actions taken to implement the Source Protection Plan Policies. KCSPA-CW-1.9 The Risk Management Official shall provide a report to the Source Protection Authority, by February 1st of each year, summarizing the actions taken to implement the plan • Creation of a database to track development applications, legal and general inquiries, outreach and education deliverables etc. for easier reporting for year -end by all affected municipalities • Refining or localizing GRCA's interactive mapping program that can quickly and accurately summarize threats for a given location to allow for quick checking of any specific SPP policies relevant for a property Collaborative Statement and Reporting KCCA can also take the lead on completing the collaborative statement for each municipality for the Source Protection Municipal Implementation Fund and the subsequent progress reporting. The following fees are proposed for this service. Budget: Municipality of Central Elgin: $5,000.00 County of Elgin, Township of Malahide, Municipality of Thames Centre: per hour basis Municipality of Central Elgin: $50,991 County of Elgin: $15,000 Township of Malahide: $15,000 Municipality of Thames Centre: $15,000 TOTAL: $95,991.00 Total Budget by Municipality 86 1611ess , KlatiAt REPORT TO COUNTY COUNCIL FROM: Steve Evans, Manager of Planning DATE: October 7, 2014 SUBJECT: Planning Activities Report INTRODUCTION: This report will provide County Council with information about Planning activities that County staff has been involved in since the Elgin County Official Plan was approved and those activities that staff will be engaged in over the next year. BACKGROUND: The Elgin County Official Plan was approved last October and "Approval Authority" was assumed by the County in November. Since that time the County has processed: 8 Local Municipal Official Plan Amendment approvals 2 Draft Plan Approvals for vacant land condominiums 3 Final approvals for plans of subdivision /condominium 1 Part lot control by -law approval In the next year staff will be involved in the following: 1. Completion of the parcel correction /realignment project 2. County -wide Community Improvement Plan (in partnership with ED) 3. Highway 3 traffic assessment study (in partnership with Eng. Services) 4. Work with Conservation Authorities to establish an MOU re: EIS reviews 5. Establish terms of reference for a Natural Heritage Study (required for 5 year review of the County OP) 6. Participation on the technical advisory committee for the Shoreline Management Study 7. Participate with KCCA and 3 local municipalities re: Source Protection Municipal Implementation Fund 8. Participation on the Healthy Communities and Active Transportation Committees 9. Provide staff support for training of new Land Division Committee members 10. Establish performance measures for administering the approval authority process 11. Research the possibility of a centralized GIS office 12. Provide options for establishing a planning department. DISCUSSION: Since assuming "approval authority" from the Province, Elgin County has been able to effectively reduce the time frames for approving subdivisions, condominiums and official plan amendments. The average approval time for official plan amendments submitted to 87 Elgin County in 2014 is 75 days. The result reduces costs to the proponent and provides an economic benefit to the community. Performance measures will be established in 2015 to track Elgin's Municipal Review Process and this will be reported to County Council in an annual report. RECOMMENDATION: THAT the report titled "Planning Activities Report" dated October 7, 2014 from the Manager of Planning be received and filed. All of which is Respectfully Submitted Approved for Submission Steve Evans Mark G. McDonald Manager of Planning Chief Administrative Officer 88 r4 I 3 111 ` n�,, REPORT TO COUNTY COUNCIL FROM: Stephen Francom Manager of Archives DATE: October 3, 2014 SUBJECT: Elgin County Archives — Recent Acquisitions, Projects and Activities INTRODUCTION: The Elgin County Archives is pleased to present an overview of recent acquisitions, projects and activities for Council's information. DISCUSSION: This report provides information on recent acquisitions and projects of the Elgin County Archives, and work ongoing and recently completed by the Archives' staff, summer student employees, and volunteers. Acquisitions - John Wise Papers, donated January, 2014 by Mrs. Ann Wise: records documenting the public service career of the late John Wise, former Elgin County Warden, Elgin MP and federal Minister of Agriculture. - Burwell Family Collection, donated March, 2014: records and objects owned and used by Mahlon Burwell, first surveyor of the Talbot Settlement, and his descendants, ca. 1800 -1931, certified by the Canadian Cultural Property Export Review Board as comprising a collection of "outstanding significance and national importance ". Projects Over the past several months, the Elgin County Archives has worked with community partner organizations and collegial institutions on a variety of significant projects: - contributed images and information for an interpretive panel installed in the remodeled and expanded Elgin County Court House, St. Thomas, March, 2014. - contributed information used in inscribing, and materials for inclusion in a time capsule installed in the Elgin County Court House as part of its re- opening ceremonies, March 17, 2014. - prepared an extensive virtual exhibit focusing on the history of the Elgin County Court House, which has been published on the Archives' website. - contributed images and information for visual display panels mounted at the new Elgin -St. Thomas Public Health office, May, 2014. 89 - contributed images and information for a presentation by former Elgin MPP Steve Peters on the history of breweries in St. Thomas - Elgin, June, 2014. - contributed an exhibit on the history of Elgin Manor featured in events marking the 50th anniversary of the Elgin Manor Ladies Auxiliary Association, August, 2014. - contributed images and information for an Elgin Historical Society presentation on the history of golf in St. Thomas - Elgin, September, 2014. - contributed images and information for visual display panels to be mounted at the Ontario Police College, September, 2014. - provided research and assessment to assist the Manager of Planning in preparing a report to County Council on a Municipality of Bayham Official Plan Amendment application respecting Market Square, Port Burwell, September, 2014. Digitization The Archives has acquired two new ST ViewScan digital microfilm readers /scanners to be used in an ongoing project to digitize and publish online key elements of the Archives' microform collection, including municipal by -laws. A comprehensive, fully searchable record of pre - amalgamation by -laws for the Township of Malahide, former Township of Yarmouth and former Village of Port Stanley is now available via the Archives' online public access database. As part of a joint- ownership arrangement with the Oxford County Library, the Archives has acquired a new book2net Spirit book scanner, which has been used to digitize and publish online a significant volume of local history publications, including an invaluable collection of City of St. Thomas directories, 1879 -2010. The Archives continues work on a project to digitize and publish online the contents of Elgin County Women's Institutes Tweedsmuir History Books. In 2014, approximately one thousand individual photographs from Tweedsmuir History Books for Bayham, Belmont, Corinth, Crinan, Eden, Middlemarch, Port Stanley, Shedden and Talbotville have been digitized and described at the item level, substantially enhancing the Archives' capacity to graphically document the history of these communities. Social Media The Archives continues to expand its online social media presence as a means of increasing awareness of its resources and services and communicating with patrons and stakeholders. The Archives recently surpassed 2.5 million total views on its Flickr photo sharing site, and regularly publicizes significant events and initiatives via its Twitter feed. Online Database The Archives launched its new database web interface in February, 2014, with customized features such as the inclusion of County branding, improved search functionality, and enhanced capability to request information about and share individual database records from search results. 90 Volunteers For the past several months, three volunteer students from the University of Western Ontario have been assisting the Archives with various projects, including: - Processing and preparing file -level descriptions for the Steve Peters Papers collection, Mayor /Alderman Series. To date, more than 400 files, comprising twenty bankers boxes, have been made accessible to researchers via the Archives' online public access database. - Processing and preparing file -level descriptions of the Steve Peters Papers collection, MPP /Speaker Series. To date, nearly 250 files have been made accessible to researchers via the Archives' online public access database. - Creating an item -level inventory and online database descriptions of documents in the Ian D. Cameron Collection. Summer Students From May to August, 2014, using in part funds provided under the Government of Canada's Young Canada Works and Canada Summer Jobs programs, the Archives employed two Elgin County university students to continue work on an existing project to digitize and publish online original photographs and accompanying captions originally published in the St. Thomas Times - Journal, ca. 1950 -1985 and previously unidentified and unprocessed photograph negatives in the Scott Studio Collection. As a result of these projects, an additional 10,000 photographs and captions are now accessible to researchers via the Archives' online public access database. CONCLUSION: The Elgin County Archives is pleased to present this overview of recent acquisitions, projects and activities. RECOMMENDATION: THAT the report titled "Elgin County Archives — Recent Acquisitions, Projects and Activities" dated October 3, 2014 be received and filed. All of which is Respectfully Submitted Approved for Submission Stephen Francom Mark G. McDonald Manager of Archives Chief Administrative Officer Brian Masschaele Director of Community and Cultural Services 91 adR�^mPu��,,, on 1111 ;;;IIII :'Illlilllii 1.1), 1111 IIIII�J "'6i l °r iilW ..,. .a. 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LL 0 0 -7, 11.1 1 4 1 4 1 I „ 1 4 ?#' 4 • . • • err.- • • • c r: • $ 1•1•1•1, rr• aS 8 4, 4— 0 (1) 03 03 C) 0) w 4 - 4 0 1 E 0 1U a) (I) 1E0 oc w r 4(1) E E (1) 11111111111111:1',', c:.. ,p „;gip sT Tr.i5 iii t "!C X11 110 0 mifi ifs I I I I I I "111 11(1111111 000000000 ?.11.11.1„„ ..„,1":111111:11111:11"1:1:1:111,1,111"."1114!!!!!111111111 1111 111.1 ! •!!!!!!!!!!!,,,,!!!!!!! 1111 11 1111111 it 1111111 ' F4/ - PDF 1 11111 111111 E z [meital Number: co cr ,ur'ri�110�+ in . 1 111 REPORT TO COUNTY COUNCIL FROM: Brian Masschaele, Director of Community and Cultural Services DATE: September 30, 2014 SUBJECT: Elgin County Library Supervisory Staff Update INTRODUCTION: The Elgin County Library has experienced significant organizational change in 2014. Council approved a staffing plan in November 2013 to respond to this change in a manner that meets the library's mission and key directions to better serve the community while also achieving short -term cost savings. This report informs Council of the recent changes that have been made to the library's supervisory team. DISCUSSION: The Elgin County Library's supervisory complement has changed significantly in 2014, largely as a result of staff retirements. Two new supervisors have joined the library's team and a new position of Manager of Programs and Community Development has been launched. These changes were approved by Council in November 2013. The plan ensured that effective service to the public continued while also achieving short -term cost savings. Staff are pleased to report that the plan presented at that time has now been fully implemented and that the following individuals are part of the library's staffing complement: Branch Supervisor (Aylmer) — Ms. Rachel Charette Branch Supervisor (Straffordville and Port Burwell) — Ms. Susan Morrell Manager of Programs and Community Development — Ms. Sandra Poczobut In addition, Ms. Shelley Fleming has been promoted from part -time to full -time duties with supervisory responsibilities for Dutton, West Lorne and Rodney. Ms. Maria Smit remains in her capacity as part -time supervisor of Springfield and Belmont. CONCLUSION 2014 has been a year of unprecedented change within the supervisory complement of the Elgin County Library, largely due to recent retirements of long- serving employees. Replacing such experience in such a short period of time was a significant challenge. However, the library has successfully transitioned through this change in a manner that maintains effective service to the public. RECOMMENDATION: THAT the report titled "Elgin County Library Supervisory Staff Update" dated September 30, 2014 be received and filed. All of which is Respectfully Submitted Approved for Submission Brian Masschaele Mark G. McDonald Director of Community and Cultural Services Chief Administrative Officer 126 r4 I 3 111 ` n�,, REPORT TO COUNTY COUNCIL FROM: Brian Masschaele, Director of Community and Cultural Services DATE: September 15, 2014 SUBJECT: Resolution to Investigate Public Library Pricing for eBooks and eMagazines INTRODUCTION: Public libraries in Canada are generally being charged exorbitant prices for electronic books and magazines when compared to printed rates, and are also struggling to develop a workable model for the loan of these materials that will benefit patrons, library staff and publishers. The Canadian Urban Libraries Council has established a taskforce to look into this matter involving library, government and industry representatives, but real progress on this matter has been remarkably slow. Recently, the Ottawa Public Library Board expressed its frustration with the current situation through a resolution and is requesting that it be supported by other public library systems in Canada. Staff have reviewed this resolution and are recommending that it be supported by County Council. DISCUSSION: The development of a straight - forward and cost effective model for the loan of electronic books and magazines by public libraries is an on -going challenge. The publishing industry has a myriad of pricing tactics, rules and procedures that must be followed for a public library to purchase and loan these materials. Issues range from price increases of 300 per cent or more for a library to own an e -Book for loan compared to the printed version, the establishment of circulation limits for these materials after which they must be purchased again, the need to download third -party software in order to access these materials in the first place and massive volatility in terms of titles available. All of this severely restricts the ability of public libraries to offer a comprehensive selection of popular electronic materials on a strategic and cost - effective basis, while also leading to general frustration from patrons regarding the diversity of materials available, long wait times for holds and hurdles in accessing the material. The attached "Overview of Canadian Public Library Access to E- Content" compiled by the Ottawa Public Library gives Council a sense of the inconsistent approach and drastic price increases that public libraries have to pay in comparison to print editions. While it is certainly understandable that public libraries would pay publishers more for electronic content given that a single purchase benefits multiple users and does not deteriorate regardless of usage, increases of 300 per cent or more are simply not sustainable. At the moment, Elgin County Library is not able to directly own most electronic books due to the prices charged and the expensive support mechanisms that must be purchased to manage them. Therefore, the library must resort to provincially - supported consortia for these materials which, while highly valued by the library, tend to lead to long wait times and reduced loan periods given the high demand. 127 In addition to the examples cited in the attached letter issued by Ottawa, the following are some examples of general pricing challenges experienced recently by Elgin County Library: • Random House currently allows unlimited loans of purchased e-books but at a higher price. For example, Sue Miller's The Arsonist costs $31.00 in print and $85.00 in electronic format. Hachette Book Group's approach is similar, but with even higher electronic prices. For example, James Patterson's Burn costs $31.00 in print and $91.50 in electronic format. • HarperCollins has maintained its controversial policy under which eBooks expire after 26 loans. It is not unusual for the library to circulate a hardcover print item 100 times before it is considered worn, which would therefore require the e -book version to be purchased four times as an equivalent. For example, Greg Iles' Natchez Burning costs $33.00 in print but would cost $96.44 in electronic format in order to assure it was in the collection for at least 100 loans. • Penguin Books will only make electronic titles available for loan for one year, after which a repurchase is required. It is not unusual for the library to keep a fiction title in the collection for at least five years, thereby requiring five purchases. For example, Catherine Coulter's Power Play costs $31.00 in print but would cost $90.25 (5 x $18.05) in electronic format in order to assure it was in the collection for 5 years. This does not include the annual staffing cost to re- purchase and re- upload the item each year for loan. Generally speaking, titles that are purchased under time - limited licences are very difficult to track and require significant staff time to manage. Recent experience has also demonstrated that when an e- collection finally gains traction among patrons, changes inevitably occur that serve to undermine its value. A case in point is the recent move by Rogers Media to pull several titles from the library's popular Zinio service in favour of a consumer fee -based service called Next Issue. This means that popular titles such as Maclean's are no longer available digitally to library patrons. CONCLUSION Despite the challenges addressed in this report, patrons can be assured that Elgin County Library will continue to introduce cost - effective and popular services such as Zinio and e -book services such as Overdrive. Zinio still has many popular titles available digitally such as Canadian Living and National Geographic. More and more electronic materials are being added to the library's collection on a regular basis and staff are fully trained to assist the public in accessing these materials. However, there is still a long way to go towards the development of a sustainable model for electronic materials that will truly serve the best interests of library patrons. Staff recommend that Council send a strong message to federal and provincial authorities on this matter by supporting the resolution below. 128 RECOMMENDATION: THAT Elgin County Council endorses recent action taken by the Ottawa Public Library Board regarding publishers' restrictive practices in making electronic content available to public libraries by supporting the following resolution: WHEREAS the Elgin County Library is committed to providing equitable access to information and services regardless of format and customer demand for eBooks and eMagazines is increasing; and WHEREAS Elgin County Library staff are working together with publishers to find mutually beneficial solutions so that public library customers have access to the wide range of eBooks and eMagazines they have available to them in a physical printed copy; and WHEREAS the specialized market terms for libraries provided by some publishers for the purchase of eBooks and eMagazines restrict the Elgin County Library's ability to purchase these materials for public use, resulting in an inequity of access to electronic content, significant constraints on the Elgin County Library budget, and an undermining of the Elgin County Library's ability to fulfill its role; THEREFORE BE IT RESOLVED that Elgin County Council: 1. Request that the Department of Canadian Heritage and the Ontario Ministry of Tourism, Culture and Sport investigate publishers' restrictive practices in making eBooks and eMagazines available to public libraries, including the higher prices charged to public libraries; and 2. That the Warden on behalf of Elgin County Council bring the issues faced by libraries in obtaining access to eBooks and eMagazines to the attention of the Competition Bureau of Canada. All of which is Respectfully Submitted Approved for Submission Brian Masschaele Mark G. McDonald Director of Community and Cultural Services Chief Administrative Officer 129 11,9„4,69. pu Nub f b ry 5 „ 214a.„335:9a , August 26„. 2014 Elgin County Public Library 450 ,Sunset Drive St. Thomas, ON '193 5.91' b.' 54; r'9.3`' kt.izr4" d 'Ott wa Dear Chair Elgin County Public Lthrary Board and Brian Ma5Schaele., CEO Elgin County Public Libraryi am writing you this Vetter o.n, behalf of the board of th e Ottawa Public Library to ,seet your assistance on a rnatt.er that impact$, Li 5 dI ready.. All public librArip5 are feeling the impacts of the restrictive practices of publishers in making e,content available to public libraries, We are finding that these practices are aviq a detrimental impact on our collections budgets and will jeopardize our ability to provide equitable access tr,), comprehensive ia rid accessible collections going forward. At the Ot taiwa Public 1 ibrary demand for access to content in electronic formats continues to grow exponentially. OP IL customers borrowed close to 600,000 eBooks in 2O13„ an increase of 560iX from 201,0. I hese formats nolonly provide choice to our customers to read in alternative formats, but also provide accessible formats for persons with disabilities who cannot utilize print biased materials. Restrictive, practices ern played by publihtrs vary brit incil ride unre onably high ,eBook prices; caps on number of uses, time limits anci the refusal of SOrn Ei. publishers to make their e-content available are impacting our ability to fulfill our or mandate, "The introduction of these models is negatively impacting our purchasing power; for mpre„ in Ottawia a 78% increase in tfie eBook budget from 2012 to 2013 translated in only a 30%. increase in the arnount of titles for tibe, same time period. Both Ottawa and Toronto, Public Lib{ ui iL i c willing to pay appropriate institutional rates. for e,,,,,content on reasonable terniS; but the usage caps and infla tett pdees for libraries for some of thcise publishers is. excessive. To 111 ustrate this point, when ciansum errs are charged $9.99 foi JK, Rowling's The $(.0 Voironey as an erbook„ the Library has to pay $11.5.11; customers purchasing Margaret ,Atwood' s MarklAdoforri pay $15.99 while the Library pays $85,00. 120 1":09.194ai (3)4„.xvia (4N k 50,42 1"e'llT0 3., 58 0 .2 94 6 1 u 1 b Itho 0449511 bfary „ca. 130 We recognize publishing in Canada anti around the world is undergoing great change, and that L he publishing Indust:iv plays an important role in the develiopment and e.xpression of the C.ariadlan identity and literary culture, it ITILISt also be recognized and ackoroiledged that public. libraries also play an Um po rta at role and are integral to the ecosystem of reading and learning. imposing unreasonably high prices., other special conditions or not !making e content available for lending at public libraries does not support nor contribute to a healthy puitlishing iildustry. in 2014 the Ottawa Public library board passed a motion requesting that Federal, Provincial governments and are Competition Bureau of Canada investigate these restrictive processes arid evaluate whether a legislative or regulatory remedy c(„tuld Ix brought into force to help, mitigate this problem. Sample letters sent on behalf of OPL which were -adapted from the Toronto Public Library campaign are attached to this letter. The OPt Board is requesting your assistance. We are asking that you pass a similar motion at your local board ilnd participate in the letter writing camp to ensure that the Ministries arid the Competition Bureau understand that this is an important issue impacting .E1111 libraries and not just the Ottawa Public Library, This will be an important step to start off a campaign which we hope will P Xte id to a national strategy through the joint efforts of other libraries through the ILIA. We -thank ',toe 11 advance for your participation in this effort, If additional information is. required Dr there are Elny follow up questions, please fee,lfree to contact myself Jan Harder,. Chair Ottawa Public Library Board at bniharderfaDottawa„ca or 61.3-580-2473 or the Chief Executive Officer, Etaniel le 1\4(1)0 nald M Lwi e II , m c; don zi idriPbiiniloottarwa ry,ca or 613-580-2424, Sincerely, Jan Harder Chair Ottawa Public Library Board Attach (3) ,444 t d Danielle McDonald CEO Ottawa Public Library rekatc,',aa8, ()NI p,'„,118 51V82 "188F11"8.1 8,08v„:58K82846 l'RX8reic4..v.,,,,, 6,1 .b.N.IA(00t9Wilb[.:ebby 131 • pe.NIciitle i....),Itan,ra ly 1,0, 2014 , Mr. „John Pecman ,Commissioner of Corn pet Mon Industry Canada Competition Bureau Canada 50 Victoria Street Gatineau, Quebec KlA 0C91 Dear Mr. Pecman, am writing to you on behalf of the Ottawa Public library (OK) about some publishers' iestrictive practices in irij e-co ',lent available to public libraries„ These practices or c. having a detrimental impact on our collections budgets and will jeopardize our ability to provide equitable access to comprehensive and accessible collections going forward„ The Ottawa Public it brary k cm-omitted to equitable and accessible public library service that provides universal cc es s to a broad range of human knowledge, information and lideas in ffl forms, incitiriog electronic formats, Demand for access to content in electronic .format continues to grow. OPL customers borrowed close to 600,0(0 eBooks, in 2013, nn increase of 560% frorri.2010, These formats provide choice to our customers to read in alternative forrnats, but also provide accessible formats for petsons with disabilities who cannot utilize print based materials. Restrictive practices ern ployed by publishers vary but inciud e unreasonably high eBook prices, caps on number cjf uses„ time limits and the refusal cif .some publishers to make their e-content available. The introduction of these models is negatively iirnpacting our purchasing power; for example„ a, 78% increase in the e Book budget from 2012 to 201 translated in only increase in the amount of titles for the same time pericid,„ 'Hie Ottawa Public Library is willing to pay appropriate institotionul rates for e-conterit on reasonable “terMS, but the 'usage caps and inflate.d prices for libraries, for some of these publishers is excessive. To illustrate this point„ when consumers are charged $9,99 for J.K. Rowling's The Casual Vacancy a 5 n &book, the Library has, to pay $115.11; customers, purchasing Margaret Atwood's MaddAddarn pay .,;15,99 while the Library pays .$85,04 We have been following with interest the Competition Bureau's recent announcement that eBook prices for consumers are part of an ongoing investigation„ and that a Consent Agreement has been ,entered into ..vith some publisher, and believe that the scope needs to be broadened to include the prices provided to Canadian public libraries. OPL recognizes publishing in Canada and around the .world is uiriciergoing great .change, and that the publishing industry plays an important role in the development and lexpression of [he 1 20 11/1etca fe 011awa, 014 1 0 12 1111)12 •112i10116. 6.1 3 „ 680,2 9'4 6 1 56 7...88 1 6.. wWw11.11i 6 ottavva.t 0') 132 Canadian identity 'ancj literary culture, lit rni„ist ilt be recognized a.nd ack.rir,3wlectgoci that public llbra rie.s also play an important role and are integral to the ecosystem of reading and learning, Irn nosing unreasonably htel prices! other ;special conditions or not making e-content available fur ilending at public libraries does not support nor contribute to a healthy publishing industry. The Ottawa Public Ubrn y Board has endorsed the important role of public libraries in rnakng content available to all Canadians and encourages publishers to make etooks and elViagazines available to public libraries on fair and reasonable terms,„ At its May 12, 2014 Library Board meeting the Ottawa Public Library Board passed the following motion WHEREAS the Ottawa Public. Library is committed to providing equitable access to information and services regardless of format and customer demand for eEktoks and oklagazines is increasing; and WHEREAS Ottawa Public Library Staff are working together with publishers to find mutually beneficial solutions so that public library customers have access to the wide range of °Rooks and eMa9azines they have available to therm in a physical printed copy; and WHEREAS the specialized market terms for libraries provided by some publishers for the purchase of eBooks and eMagazirres restrict the Ottawa Public Librarys ability to purchase these meter/Ms for public rise, resulting in an inequity of access to electronic content, significant ctrustrainis on the Ottawa Public Libtaiy budget, and an undermining of the Ottawa Public' Library's ability to fulfill its role; THEREFORE BE IT RESOLVED that the Ottawa Public Library Beard: 1. roquest that the Department of Canadian I leritage and the Ontario Ministry of ioui Culture and Sport investigate pi tblishers restrictive practices 1r? nialdrig ()Book s. utter eMagazine6 availabie o pubfic libraries, including tiro higher prices charged to public libraries; and 2 request staff bring the issues faced by libraries in obtaining access to eBooks and eMagazines to the attention of the Competition &near' of Canada. We 'have provided background material in the form of a chart on this important issue, and have attached it to this letter,. If additional information is required or there are any 'follow up qtrestions„ please feel free 'to contact the Chief Executive Officer, Danielle McDonald at d , rri rd.() 0 a I d (111 i ft ra w.bDibr 0 r 613-.580-2424 X321, B.9, incerely, Danielle McDonald CEO Ottawa Public Library cc,...bth Harder, Chair, Ottawa Public Library Board Attach: Ctverview of Canadian Public 1„tbrary Access to E-Coritent 12c totel,c,xltte., ca..a.w.D., (0,1 K114 564.2 "143.4296 ei 'I 3. 5439.. 29443 1349111996n. ,E•i113.54321'.88,1 494944134Ali 9 Oh:3M] ry . 133 At tachme t Overvie f Canadian Public Library Access to E-Content utliher Te rms Prices Notes Random House One copy per use no $85 for new hard in February 2011, it is Canada cap or time limit on covers use 30-$60 for paperbacks HarperCoNns One copy per ose; 26 $25 (approx.) for Canada use cap per copy new .hard covers $4-.$1.6 (approx... for paperbacks announced that Random Ho uSe C011iada *Old a number of independent Canadian publishers ace making their content avai01.able,. in March 2012, Random House {U.S.) announced 300% price increa$e “for e books aVEillable to public libraries. rperCo Mos (US) announced in IV arch 2011 , the introduction of ,a b use cap t.)er copy, In December 2012, HarperCollins Canada .content became available to public libraries, kiletotalfe, C'ktta'uva , ON K1 IP f , . " ' , 1 ' ° , 4 2 1 r,'.:1.19-46": 61 686 . . 2 0 4 4 : , 1 6 c 0 6 1 . I . 6 6 . 1 6 . 3.56? ..E18 '15 vmvv,.11-itill cottri 1 4 134 Publisher Terms Prices notes Hachette Group One copy per use; no $80-$90 for new in Ocitober. 2012„ cap or time limit on hard covers Hachette announced Wlacrn illan Penguin Penguin Canada use One copy per use; 52 use cap per copy or 24 months, whichever comes first 10nrii year embargo on making current content available purchase copies 10-$40 for pope rba,cks $40 for KU °St content hard cover„ paperbacks ,& e- book original shorts 100 200% price increase for its backlist -books Eivallabie to public libraries. Hachette made over 5,000 current and back-list titles available to libraries in May 2013. Macmillan 'announced 11 January 2013 it is starting to 'make its LklLklist e-books available; more content became available as the year progressed, One copy per its„e; re- $23 (aporox) for In December 2013, after one .year Simon & Schuster Pilot projects with a Canada few libraries are underway; riot widely available to public ibrario n ew hard covers $8-$16 (approx.) .for paperbacks Prices afre not, confirmed at this Lt.S, content from Penguin became avallabk!; In April 2014, Penguin Canada content became available, (oritin1. iS available for piiot through the kibliciDigital and 3M 120 Metca'c:fe;, Ottawa, P 5 8V12 l'fi,,,Arre 1 3 .„!!'.,580,..2 94 1 ayeT616, el 3,56 7 „P7'.31.!'.:.51 voome7 Illho 7,043 lor7.11ib ry .1{n 135 iPublisher Terms I Prices Notes independent One copy per U5V; no $16-S25 for new These publishers have Canadian Publishers cap or time limit an use Rogers Publishing GrOU Magazine Canada Scihiolastic Withdrew access to Rogers eimagazines for public libraries via Zink) i(a platfioriin for loaning e [nag azines) in Fall 2013 when Rogers lirdinch cid its own digital subscription service Next issue Conoda, Withdrew access to Rogers'. e-magazirres for public [libraries via ilinio in spring 2014, i One copy per use repurchase copies after 24 month hrd covers $8-$15 for paperbacks Subscriptions COIT1parable to C0115 LIM er prices; platform fee for Zi nip; $40,000 Subscriptions comparable to consumer price $6-S20 vtlngly via rked with libraries to make content available and to find mutually beneficial solUtions„ Zink) offers libraries unlimited simultaneous access, to 0-rinagazines lust as lit does in its iconsumer rnodel, With Rogers' withdrawal from Zinio, many Canadian a-magazines are no toner available while a CCeSS continues for ei-magazines from the U.S., and the OK Zink) offers to libraries unlimited siniultaneous access to e-magazines Just as. it does in Its consumer model, With Rogers and Magazine Canada withdrawal from Zinio, manly Canadian edmagazin es are no longer ava0blie while access continues for 0-magazines from the U.S, and the Content available for loan through OV'e rD rive 1 1 11 t lt 1 t11176.46:c. (i."13.567',88,15 viwvw..bilitulk)t)11,A.AuT.Ilkk!:!',}17Ary 136 Publisher Societe de gestion de l'Association nationale des editeurs de livre!,:, i(SOGANE0 June 2014 Terms IHas recent-ly reade available its content to libraties oiutsrude of Quebec,. Prices Sane aS pike charged to individual COnSUITle rs Notes 2, 0 Mevvvvvvvvv,valfe,, Ottawa (V)Vvvv,,I. KI 18 vVvvvVvh,12 116 flvvbd v 22 6,80 2f1v816 Evv,88111,868, 613.458'8. 88 1 v8,680 bib avatibma 6vv 62, avvvv 137 r4 I 3 111 ` REPORT TO COUNTY COUNCIL FROM: Brian Masschaele, Director of Community and Cultural Services DATE: September 23, 2014 SUBJECT: Code of Conduct Policy for Library Patrons INTRODUCTION: The County has many constructive policies in place to ensure that services are provided in a civil and respectful manner for the benefit of staff and County residents alike. This includes a Code of Conduct for staff as well as policies to prevent violence in the workplace. Many public library systems also have a Code of Conduct policy to govern appropriate behaviour for library patrons in what is otherwise a free and open environment. Staff have reviewed this matter and feel it is prudent for Council to adopt such a policy for patrons of the Elgin County Library. DISCUSSION: Elgin County Library's mission is to be a "welcoming, inclusive and supporting environment" by providing open, safe and welcoming spaces in all ten branches that are universally accessible. These considerations are paramount in every service that the library provides. On occasion, however, patrons do engage in behavior and activities that can be deemed inappropriate in a public environment. Examples include use of offensive language, damage to equipment, substance abuse and leaving children unattended. Library staff do receive regular training on matters such as mental health awareness and dealing with difficult patrons in order to alleviate issues as they arise in an empathetic manner, but there are still rare instances where a more firm approach is required. Staff are recommending that Council adopt the attached "Code of Conduct for Elgin County Library Patrons" which outlines activities and behaviors that are deemed inappropriate and actions that can be taken by staff should violations occur to ensure that the library remains a safe and enjoyable place for all. Council can be assured that such a policy is common -place in public libraries and several other examples were reviewed in drafting the attached document. Council can also be assured that the development of this policy is the result of a pro- active approach to this matter as opposed to a response to any particular incident or a recent increase in appropriate behavior. CONCLUSION Staff wish to acknowledge the leadership shown in the development of this policy by the Supervisor of the Aylmer Library and the library's team of supervisors who all provided constructive feedback in its development. The County's Department of Human Resources has also reviewed this policy and has recommended its adoption. 138 RECOMMENDATION: THAT the attached "Code of Conduct for Library Patrons" be hereby adopted. All of which is Respectfully Submitted Approved for Submission Brian Masschaele Mark G. McDonald Director of Community and Cultural Services Chief Administrative Officer 139 Code of Conduct for Elgin County Library Patrons PURPOSE: The purpose of this policy is to make the library a safe and enjoyable place for the public and staff and to protect the library's materials, equipment, buildings and property. The County of Elgin is committed to providing a violence free environment, and to taking immediate action in the event of any act of violence occurring against any employee or patron of the library. The County of Elgin will not tolerate any form of harassment or discrimination and will take steps necessary to ensure that employee and patrons are not subject to harassment or discrimination. This policy applies to everyone who is on library property or in library buildings. Members of the public and staff are expected to abide by the laws and regulations of Canada and the Province of Ontario, including but not limited to: Ontario Occupational Health and Safety Act; Criminal Code of Canada (R.S.1985 C -46) and other legislation governing public conduct; Copyright Act (R.S.1985 C -42) and other legislation governing intellectual property; Child and Family Services Act (R.S.O1990 C11) and other legislation governing the rights of children; and Trespass to Property Act (R.S.O. 1990 CT.21) by which the library can tell a person to leave the premises if he /she doesn't follow the Code of Conduct. 1. The following behaviours are not permitted: • Behaviour or language that is disruptive, intrusive, lewd, abusive, interfering, harassing, or threatening or intimidating. • Abusive or obscene language. • Photographing, filming, or use of any recording device(s) without the prior approval of library staff. • Possession of weapons. • Theft, damage or defacement of library materials, equipment and /or property. • Entering staff areas without permission. • Loitering on library property when the library is closed. • Smoking, use of controlled substances or the consumption of alcohol. • Soliciting, distributing circulars or petitions, posting notices or selling of goods or materials on Library property without prior approval of library staff. 140 • Bringing animals inside library buildings, with the exception of service animals and /or animals that are a part of a library sponsored program, or as permitted by staff. • Unnecessary running or rough and boisterous conduct. 2. Appropriate clothing, including shirts and shoes, must be worn at all times. 3. Parents, guardians or caregivers are responsible for appropriate supervision of children while in the library. Any patron who violates this policy may have library privileges suspended, be banned from library property, be made to pay for losses and /or damages, and /or be prosecuted under the law. 141 I 3 in P ■ople “: 0 wk. XV! REPORT TO COUNTY COUNCIL FROM: Brian Masschaele, Director of Community and Cultural Services DATE: September 25, 2014 SUBJECT: Palmer Estate Donation to Aylmer Library INTRODUCTION: The Trustee on behalf of the estate of Dorothy Fay Palmer is prepared to make a donation to the Elgin County Library in the amount of $40,000 for the benefit of the Aylmer branch. This report outlines the proposed terms of this donation and recommends that the funds be accepted and gratefully acknowledged. DISCUSSION: The estate of the late Dorothy Fay Palmer, formally of Aylmer, is prepared to make a donation to the Aylmer Library in the amount of $40,000 for the creation of what is known as a "makerspace” which will provide programming and opportunities for youth relating to the study of current and emerging technologies. The development of makerspaces are an emerging trend in public libraries. These spaces are creation and collaboration hubs, offering technologies and tools that allow patrons to experiment and to create in a social setting. They are built on the premise that knowledge and learning is often better transmitted via sharing, collective problem solving, and task performance. Three - dimensional printers are a common attribute to such spaces. The estate is prepared to donate $40,000 towards the purchase of equipment for the creation of a makerspace at the Aylmer Library. $15,000 will be invested immediately on the following equipment that can be accommodated within the existing confines of the Aylmer Library: • One three - dimensional printer with replacement filament; • One iMac computer with peripherals to support creation of videos and music as well as digitization of analogue materials such as film; • Up to ten Raspberry Pi computers. These are low cost, credit -card sized computers encased in plexi -glass that are capable of performing most of the functions of a desktop computer but at a cost of less than a hundred dollars each. Given that the circuitry is viewable, they can act as a teaching tool on how to build a computer; • Furnishings and equipment to facilitate usage of the above equipment. Given the space limitations of the current library, the estate has agreed to allow the County to hold the remaining $25,000 in trust to maintain and replenish the above items into the future and to add new equipment should a new or expanded space be provided 142 for the library. It should be noted that the intention behind this bequest is to benefit youth served by the library. Staff are in the process of exploring partnerships with area schools and programs to achieve this objective and will bring forward a future report to address issues such as the procedure for using the equipment, any training that is required and whether usage fees will apply. CONCLUSION Staff are recommending that the agreement be authorized and that a letter of appreciation be issued to the estate trustee. RECOMMENDATION: THAT the Warden and CAO enter into an agreement with the Trustee of the Estate of Dorothy Fay Palmer for the donation of $40,000 to the Elgin County Library for the purposes of purchasing technology and equipment to benefit youth at the Aylmer Library; and, THAT a capital project in the amount of $40,000 be established in the budget of the Elgin County Library according to the terms of the agreement; and, THAT the Warden issue a letter of appreciation to the Trustee of the Estate of Dorothy Fay Palmer to acknowledge this generous donation. All of which is Respectfully Submitted Approved for Submission Brian Masschaele Mark G. McDonald Director of Community and Cultural Services Chief Administrative Officer 143 r4 I 3 111 ` REPORT TO COUNTY COUNCIL FROM: Rhonda L. Duffy, Director Homes and Seniors Services DATE: October 4, 2014 SUBJECT: 2014 -2016 Victorian Order of Nurses Meals on Wheels Contract Renewal INTRODUCTION: The Elgin County Homes, in partnership with Victorian Order of Nurses (VON) which is serviced by Elgin Manor and Terrace Lodge, provides meals on wheels to Central and East Elgin areas. DISCUSSION: The Homes have aimed to keep the Meals on Wheels (MOW) program affordable to individuals in the community without negatively impacting the Home's budgets. The current fee per meal is $6.50. This amount continues to provide for full cost recovery of the program. Staff has met with VON and are recommending a two year contract renewal at the fee of $6.50 per meal for each of the two years be considered. CONCLUSION: Providing nutritional meal service to community residents continues to be a valuable and needed service. In discussion with VON the Homes' staff is recommending no increase for the 2014 -2016 contract years and the cost be reviewed for the 2016 -2017 contract year. RECOMMENDATION: THAT the current price of VON Meals on Wheels remain $6.50 for the 2014 -2016 contract year; and, THAT Council authorize the CAO to sign the 2014 -2016 VON Meals on Wheels agreement. All of which is Respectfully Submitted Approved for Submission Rhonda L. Duffy Mark G. McDonald Director of Homes and Seniors Services Chief Administrative Officer 144 VON Middlesex -Elgin Community Support Services 175 South Edgeware Road St. Thomas, ON N5P 4C4 519- 637 -6408 (Meal Purchaser) 1. Agreement: MEALS ON WHEELS This is an agreement between: AND County of Elgin 450 Sunset Drive St. Thomas Ontario N5P 5V1 For Meal Suppliers: Elgin Manor RR1, St. Thomas ON N5P 3S5 Terrace Lodge 475 Talbot St. E., Aylmer ON N5H 4A5 Period covered: October 1, 2014 — September 30, 2016 Meal Suppliers agree to supply VON Community Support Services — Elgin County, with meals Monday through Friday. Meals are to be ready for pick -up by volunteers at 11:30 a.m. Meals will be supplied on the following Statutory holidays: New Years Day, Family Day, Heritage Day, Good Friday, Easter Monday, Victoria Day, Canada Day, Civic Holiday, Labour Day, Thanksgiving, Remembrance Day Christmas Day and Boxing Day. 2. Content: • Salad • Main Entree — includes a source of protein, carbohydrates, and two vegetables • Dessert All meals will meet guidelines as set out in Canada's Food Guide to Healthy Eating and Health Canada's Recommended Nutrient Intake. 3. Specialty Meals: Diabetic, restricted fat, ground, pureed, consideration for food allergies, and other meals as required will be accommodated. Specialty meals are to be clearly identified. Page 1 145 4. Menu and Variety: The Meals on Wheels menu must have a minimum rotation time of three weeks and be reviewed by a registered dietician. A copy of the current menu is to be made available to the Meals On Wheels coordinating staff on an ongoing basis. Meals are to be date stamped and identified with the Meals on Wheels stamp. 5. Ordering Meals from the Supplier: • Meals from Elgin Manor will be ordered on a bi- weekly basis. • Meals from Terrace Lodge will be ordered on a weekly basis. Meals will be ordered as above by VON staff and updated daily as required. 6. Costs and Payment: The charge for the food service is $6.50 per meal and this price will be in effect for the duration of the contract period. Meal suppliers will submit a monthly invoice to the VON Community Support Services office and in turn will receive a monthly payment with a 30 -day term. 7. Equipment: VON Community Support Services will be responsible for the supply of delivery equipment (coolers, hot packs, etc.). Meal suppliers will store, clean, disinfect and sanitize all equipment according to provincial legislation. 8. Cancellations /Additions: Due to inclement weather or an emergency, it may be necessary to cancel the service for one day. VON Community Support Services staff will determine the delivery of meals under these conditions and will notify meal suppliers regarding any changes in the schedule, preferably the day before delivery. Meal suppliers shall not charge VON Community Support Services for meals when notice of cancellation is provided by 10:00 a.m. the day of delivery. 9. Volunteers: Volunteers who are registered with VON Community Support Services deliver all meals. They will arrive to pick -up meals at 11:30 a.m. and return delivery equipment to the meal suppliers after meals have been delivered. Speciality diet meals are to be clearly identified for the volunteers. Page 2 146 10. Problems /Questions /Comments: Problems, questions or comments are to be discussed by the Administration of the meal supplier and the Coordinator of the VON Community Support or designate as they arise. 11. Evaluation: Annual client satisfaction surveys will be implemented by VON Community Support staff and results will be shared with meal suppliers. 12. Health and Safety: Meal suppliers are inspected and approved by Public Health Authorities and are able to supply copies of the Health Inspection Reports. Meal suppliers agree to freeze samples of meals provided to VON clients and retain these samples for a period of at least three days. The meal suppliers' paid staff directly involved in food preparation or service are trained in proper food handling, safety and sanitation procedures. At least one staff member certified in food handling, safety and sanitation procedures is on -site during food preparation periods. 13. Indemnify and Save Harmless Each party for itself and for its successors and assigns agrees to hold harmless and indemnify the other party and its officers, directors, employees and agents, from and against all claims, demands, actions, liabilities, costs and expenses ( "Losses ") arising as a result of any action or omission of the indemnifying party under this Agreement, other than such Losses as are caused or to the extent contributed to by the negligent or wilful acts or omissions of the party seeking the indemnity. The party seeking the indemnity under this Section shall give the indemnifying party prompt written notice of any claim to which it claims the indemnity in this Section applies and shall provide all such assistance as the indemnifying party may reasonably request with respect to the conduct of proceedings or settlement discussions. 14. Termination of Agreement: Sixty (60) days by both parties. Signed: Signed: Chief Administrative Officer — Elgin County Warden — Elgin County Date: Date: Signed: Date: Associate Director VON Middlesex -Elgin 147 Page 3 ,ur'ri�110�+ in . 1 P dpe“: 0 MkY XV! d REPORT TO COUNTY COUNCIL FROM: Rhonda L. Duffy, Director of Homes and Seniors Services DATE: October 3, 2014 SUBJECT: Homes — Bed Safety — Prevention Entrapment Policy INTRODUCTION: Elgin County Homes and Seniors Services take every reasonable precaution to provide a safe environment for residents and reduce the risk of bed entrapment. DISCUSSION: Entrapment is an event in which a resident is caught, trapped or entangled in the spaces in or about the bed rail, mattress, or hospital bed frame, and can result in serious injury or death" (Hospital Bed Safety Workgroup, 2006.) Between the years of 1980 — 2006, there were 26 entrapment - related deaths reported in Canada (Health Canada, 2006.) The potential for suffering and death related to entrapment exists. It is the duty of every nursing staff member to prevent and /or mitigate entrapment - related risks as much as possible for all residents using the most up -to -date research and prevailing practices (Ministry of Health and Long -Term Care, 2007 & 2012.) Individualized assessments and interventions are vital in this endeavour. The Bed Safety — Prevention of Entrapment Policy takes into consideration all potential zones of entrapment according to Health Canada's Guidance Document "Adult Hospital Beds: Patient Entrapment Hazards, Side Rail Latching Reliability and Other Hazards." These guidelines are focused on ensuring beds, mattresses and therapeutic surfaces are used as per manufacturer's specifications and reduce the risk of resident injury and /or death caused by entrapment in bedrails, bedframes, mattresses or any combination thereof. The Bed Safety — Prevention of Entrapment Policy follows established safety guidelines and includes an individualized bed safety plan /program. CONCLUSION: The Bed Safety — Prevention of Entrapment policy has been developed to properly address the Long -Term Care Act 2007 requirements for Resident Safety is being met. The policy identifies prevention through regular inspection by staff and bi- annual audits in the Homes' of all beds /surfaces. RECOMMENDATION: THAT Council approve the policy titled, "Bed Safety — Prevention of Entrapment; and, 148 THAT the report titled, "Homes — Bed Safety — Prevention of Entrapment" dated October 3, 2014 be received and filed. All of which is Respectfully Submitted Approved for Submission Rhonda L. Duffy Mark G. McDonald Director of Homes and Seniors Services Chief Administrative Officer 149 a�+r�//��rhN101 %iiilrlrh� Elgin HOMES AND SENIOR SERVICES DRAFT POLICY & PROCEDURE NUMBER: DEPARTMENT: Nursing SUBJECT: Bed Safety — Prevention of Entrapment APPROVAL DATE: October 2014 REVISION DATE: Page 1 of 6 POLICY: Elgin County Homes and Seniors Services will take every reasonable precaution to provide a safe environment for residents and reduce the risk of resident entrapment taking into consideration all potential zones of entrapment according to Health Canada's Guidance Document "Adult Hospital Beds: Patient Entrapment Hazards, Side Rail Latching Reliability and Other Hazards." PURPOSE: To ensure beds, mattresses and therapeutic surfaces are used as per manufacturer's specifications and reduce the risk of resident injury and /or death caused by entrapment in bedrails, bedframes, mattresses or any combination thereof. To develop an individualized bed safety plan /program for all residents in the home. BACKGROUND INFORMATION: Entrapment is "an event in which a resident is caught, trapped or entangled in the spaces in or about the bed rail, mattress, or hospital bed frame, and can result in serious injury or death" (Hospital Bed Safety Workgroup, 2006.) Between the years of 1980 — 2006, there were 26 entrapment - related deaths reported in Canada (Health Canada, 2006.) The potential for suffering and death related to entrapment exists. It is the duty of every nursing staff member to prevent and /or mitigate entrapment - related risks as much as possible for all residents using the most up- to -date research and prevailing practices (Ministry of Health and Long -Term Care, 2007 & 2012.) Individualized assessments and interventions are vital in this endeavour. Details about entrapment that contributed to the present policy and procedure (from Health Canada, 2012): • Not all residents are at risk for entrapment and not all beds place residents at risk for entrapment — each resident and his /her bed must be assessed individually for entrapment risks, and interventions intended to reduce the risk of entrapment must be tailored to meet each residents needs, • Residents who are frail, confused, restless and /or have uncontrolled body movements are at greatest risk for entrapment - related injury or death, • There are seven "zones" where entrapment is most likely to occur (see below,) • The bed frame, rails, mattress and bed deck (i.e., the part of the frame on which the mattress rests) are the parts of the bed associated with the greatest risk of entrapment, • Failure of the side rails to properly latch has historically contributed to many entrapment events, • Entrapment characteristics and risks related to beds and mattresses have the 150 vix +r0,rhNlI 4/fh uuu� Elgint HOMES AND SENIOR SERVICES DRAFT POLICY & PROCEDURE NUMBER: DEPARTMENT: Nursing SUBJECT: Bed Safety — Prevention of Entrapment APPROVAL DATE: October 2014 REVISION DATE: Page 2 of 6 capacity to change over time, as use can result in wear and compression which can distort these products, • Entrapment characteristics and risks related to residents have the capacity to change over time due to changing /worsening medical conditions, changes in medications, and /or changes in cognition, • Altering any surface (e.g., with air mattresses or other overlays) or by utilizing mismatched mattresses and frames may increase the risk of entrapment, • Where specialized surfaces (such as air mattresses) have been added to a bed, an individualized risk vs. benefit analysis must be conducted to ensure the increased risk of entrapment is warranted by the clinical benefits provided by the specialized surface, • Regular bed maintenance is required to minimize entrapment risk, • In general, the tighter the fit of the mattress and the fewer gaps surrounding the sleeping surface (see the seven entrapment zones below,) the less the risk for entrapment, • Gaps can be filled by a variety of means /products, including bolster systems, approved bed /mattress manufacturer recommended products, etc. as directed by Manager of Resident Care (MRC) • Articulation of the bed (i.e., raising and lowering the head and /or foot of the bed) will change the entrapment characteristics of a given bed, • The parts of the body associated with the greatest entrapment - related injury (incl. death) are the head, neck and chest. The seven zones of entrapment are described in the following table and diagram: ZONE DESCRIPTION 1 Within the rail (i.e., within the top, bottom and side bars comprising the rail) 2 Under the rail, between the rail supports attached to the bed 3 Between the rail and the mattress 4 Under the rail as the ends of the rail 5 Between 2 split bed rails (i.e., between rails on beds with head and foot rails) 6 Between the end of a rail and head or foot board 7 Between the end of a mattress and the head or foot board 151 a�+r�//��rhN101 %iiilrlrh� HOMES AND SENIOR SERVICES DRAFT POLICY & PROCEDURE NUMBER: DEPARTMENT: Nursing SUBJECT: Bed Safety — Prevention of Entrapment APPROVAL DATE: October 2014 REVISION DATE: Page 3 of 6 PROCEDURE: 1. All beds and mattresses will be used as per manufacturer's specifications. 2. Personal Support Worker (PSW) staff will inspect side rails and mattresses daily to ensure in good repair. Any malfunctions or equipment needing repair will be reported immediately to the MRC/RCC and by calling in a work order to the maintenance repair line. 3. An `Entrapment Bed Audit' of the entire home shall be conducted biannually (i.e., every 2 years) to ensure all beds continue to pass entrapment guidelines over time. The home's major supplier of beds and medical products may assist the Manager of Resident Care (MRC) and /or Resident Care Coordinator (RCC) in this endeavor. The certified "cone and cylinder tool" (Health Canada, Appendix F) shall be utilized, and all seven zones of entrapment for each resident's bed shall be tested during this audit. 4. All residents utilizing beds with specialized overlays /additions (such as air mattresses) and all residents utilizing beds identified as failing any entrapment zones (incl. those utilizing specialized overlays /additions) shall have an individualized "Bed Safety Analysis- Bed/Mattress — Appendix A" and "Bed Safety Analysis — Bedrails - Appendix B" completed by the MRC/RCC. 5. If a low air loss mattress is to be utilized it will be applied to a high low bed only. The bed will be in its lowest position while the resident is in bed. If there are gaps bumper 152 a�+r�//��rhN101 %iiilrlrh� gm � � � uuu HOMES AND SENIOR SERVICES DRAFT POLICY & PROCEDURE NUMBER: DEPARTMENT: Nursing SUBJECT: Bed Safety — Prevention of Entrapment APPROVAL DATE: October 2014 REVISION DATE: Page 4 of 6 pads will be used. 6. "Bed Safety Analysis" may be conducted by any staff member. Beds requiring the performance of a `Bed Safety Analysis' will be identified: • Any time overlays /additions are considered for use, and • Any time a staff member feels such an analysis is required for resident safety (e.g., if a resident's condition changes.) 7. For those residents utilizing specialized overlays /additions, it must be demonstrated that the clinical benefit(s) of any overlays /additions (such as wound healing, pain reduction, etc.) reasonably outweigh the entrapment risks associated with these products, The MRC/RCC will usually make this decision in consultation with the wound care team. 8. Appropriate entrapment mitigation products and interventions shall be utilized whenever possible — the intention of which are to fill gaps and spaces where the resident's head, neck or chest may become lodged /trapped. Specialized products intended for this purpose may be used to fill gaps and spaces. The MRC/RCC shall be responsible for storing and distributing any specialized products intended for this purpose. Any staff member may apply such devices /measures at any time, but shall endeavor to discuss the use of such devices /measures with the MRC/RCC before doing so, whenever possible. 9. In relation to entrapment, bed rail use shall also be assessed regularly using the `Bed Rail Safety Analysis - Bedrails'- Appendix B. 10. `Bed Rail Safety Analysis' may be conducted by any staff member. Bed rail use shall be assessed: ••• On admission, • Whenever `Entrapment Bed Audits' are performed and a bed does not pass all entrapment zones, • Whenever a resident changes his /her mattress, bed frame, or any other bed - related products, and • Whenever a staff member feels it is necessary for resident safety. 11. Those residents identified as not requiring one or more bed rails shall have these bed rails locked in the down position by maintenance staff utilizing `zip lines' or a similar material (via calling in a work order to the maintenance repair line specifically stating which bed rails on the specific bed are to be tied down.) A tag shall be placed on these zip lines that 153 a�+r�//��rhN101 %iiilrlrh� Elgin uuu HOMES AND SENIOR SERVICES DRAFT POLICY & PROCEDURE NUMBER: DEPARTMENT: Nursing SUBJECT: Bed Safety — Prevention of Entrapment APPROVAL DATE: October 2014 REVISION DATE: Page 5 of 6 states "To Be Removed by Registered Nursing Staff Only." The rationale behind this action pertains to the fact that the removal of bedrails effectively eliminates six of the seven zones of entrapment. 12. Registered nursing staff may remove any bed rail ties at any time if a resident's condition changes. In this case, a progress note must be created describing the reason, and a message must be left on the maintenance work order line stating that ties were removed from that specific resident's bed. 13. If bed rail ties are removed and bed rails put into use, the restraint policy and procedure shall be followed as applicable and the care plan immediately updated. . 14. Maintenance staff shall perform routine bed audits to ensure bed rails and all other parts of the bed are free from defect and working properly. 15. Any incidents of entrapment will be reported immediately to MRC/RCC. References Health Canada. Guidance document — Adult hospital beds: patient entrapment hazards, side rail latching reliability, and other hazards. Ref. No. 08- 107422 -917. March 17, 2008. Retrieved January 24, 2014 from http: / /www.hc- sc.gc.ca /dhp- mps /md -im /applic - demande /guide- ld/md gd beds im Id lits- eng.php Hospital Bed Safety Workgroup. A guide for modifying bed systems and using accessories to reduce the risk of entrapment. May 24, 2006. Retrieved January 24, 2014 from http: / /www.fda.gov /MedicalDevices/ ProductsandMedicalProcedures /GeneralHospitalDevi cesandSupplies /HospitalBeds /ucm 123673.htm #introduction Hospital Bed Safety Workgroup. Clinical guidance for the assessment and implementation of bed rails in hospitals, long term care facilities, and home care settings. April, 2003. Retrieved January 24, 2014 from https: / /www.ecri.org/Documents /Patient Safety CenterBedSafetyClinicalGuidance .pdf 154 d. LI gi n HOMES AND SENIOR SERVICES DRAFT POLICY & PROCEDURE NUMBER: DEPARTMENT: Nursing SUBJECT: Bed Safety — Prevention of Entrapment APPROVAL DATE: October 2014 REVISION DATE: Page 6 of 6 Ministry of Health and Long-Term Care. Long-Term Care Homes Act. 2007. Retrieved January 24, 2014 from http://www.e- laws.gov.on.ca/html/statutes/english/elaws statutes 07108 e.htm Ministry of Health and Long-Term Care — Health System Accountability and Performance Division, Performance Improvement and Compliance Branch. Memorandum re: Adult hospital beds: Patient entrapment hazards, side rail latching reliability and other hazards. August 21, 2012. Retrieved January 24, 2014 from https://www.ltchomes.net/ltcf2/Content/Snippets/Risk%20of%20Entrapment%20of%2OLT CH%20Residents%20in%20Hospital%20Beds%20—%20Notice%20to%2OLTCHs%20Au gust%202012%20Final.pdf 155 Resident Name: Date: HOMES AND SENIOR SERVICES DRAFT Bed Safety Analysis — Bed/Mattress - Appendix A Room/Bed: Assessor: Entrapment Zones Failed as Per "Entrapment Bed Audit ": Overlay(s) /Addition(s) in Use (e.g., air mattress): Reason for Overlay(s) /Addition(s): Directions: Use the following table to describe how each entrapment characteristic contributes to the resident's risk for entrapment. For example, if the resident has a diagnosis of Parkinson's Disease, you may note this and write "uncontrolled bodily movements" in the second column. For characteristics that have no impact on entrapment risk for this particular resident, simply write "N /A." Once completed, use the information in the chart to summarize the resident's risk of entrapment, and identify interventions that may be established to decrease the risk for entrapment. Entrapment Characteristics Notes related to resident's increased /decreased risk of entrapment Medical Diagnoses (e.g., Dementia, Parkinson's) Sleep habits /patterns (e.g., wakes regularly at 0200 hrs.) Sleep environment (e.g., many pillows, likes door closed) Mobility in Bed (e.g., cannot use left arm) Cognition (e.g., memory, perception issues) Communication (e.g., quiet voice, non - communicative) Continence (e.g., incontinent of stool or urine) Risk of Falls (e.g., history of falls in past month) Medications Taken (e.g., list those that may affect continence, cognition, communication) Entrapment Summary: 156 Entrapment Reduction Interventions Initiated: (Place in resident's chart once complete) References Health Canada. Guidance document — Adult hospital beds: patient entrapment hazards, side rail latching reliability, and other hazards. Ref No. 08-107422-917. March 17, 2008. Retrieved January 24, 2014 from http://www.hc-sc.gc.ca/dhp-mps/md-im/applic-demande/guide-ld/md gd beds im ld lits-eng.php Hospital Bed Safety Workgroup. A guide for modifying bed systems and using accessories to reduce the risk of entrapment. May 24, 2006. Retrieved January 24, 2014 from http ://www.fda. gov/Medi calDevices/ProductsandMedicalProcedures/GeneralHospitalDevicesand Supplies /HospitalBeds/ucm123673 . htm#introduction Hospital Bed Safety Workgroup. Clinical guidance for the assessment and implementation of bed rails in hospitals, long term care facilities, and home care settings. April, 2003. Retrieved January 24, 2014 from https://www.ecri.org/Documents/Patient Safety Center/BedSafetyClinicalGuidance.pdf Ministry of Health and Long-Term Care. Long-Term Care Homes Act. 2007. Retrieved January 24, 2014 from http://www.e-laws.gov.on.ca/html/statutes/english/elaws statutes 07108 e.htm Ministry of Health and Long-Term Care — Health System Accountability and Performance Division, Performance Improvement and Compliance Branch. Memorandum re: Adult hospital beds: Patient entrapment hazards, side rail latching reliability and other hazards. August 21, 2012. Retrieved January 24, 2014 from https://www.ltchomes.net/ltcf2/Content/Snippets/Risk%20of%20Entrapment%20of%2OLTCH%20Reside nts%20in%20Hospital%20Beds%20—%20Notice%20to%2OLTCHs%20August%202012%20Final.pdf 157 HOMES AND SENIOR SERVICES DRAFT Bed Rail Safety Analysis — Bedrails - Appendix B Resident Name: Room/Bed: Date: Assessor: Entrapment Zones Failed as Per "Entrapment Bed Audit ": Overlay(s) /Addition(s) in Use (e.g., air mattress): Reason for Overlay(s) /Addition(s): Directions: Assess the resident for the need to utilize bed rails by: 1) consulting with the resident and his /her family whenever possible, 2) reviewing the resident's diagnoses and medical history, and 3) consulting with staff members who regularly work with the resident. Formulate a summary of bed rail use and the requirement to maintain usable bed rails. If one or less bed rails are required, call work order into the maintenance repair line and ask that the identified bed rail(s) be tied down. Resident/POA (if resident incapable) has Expressed Need for Bed Rails (i.e. repositioning): Yes No If yes, state reason(s) here: Resident' s Medical Condition/Diagnosis Indicates Need for Bed Rails: Yes No (If yes, state reason(s) here: Staff have Identified a Need for Bed Rails: (i.e. repositioning) Yes No (If yes, state reason(s) here: Bed Rail Summary (explain if one or more bedrails may be removed to decrease entrapment risk, and if so, which ones: Call to Maintenance Repair Line Completed: Yes No If no, reason: Date: Registered Staff Name: Nursing Care Plan Updated: Date: Registered Staff Name Date Maintenance Completed: (Place completed form in resident's chart once complete) 158 References Health Canada. Guidance document — Adult hospital beds: patient entrapment hazards, side rail latching reliability, and other hazards. Ref No. 08-107422-917. March 17, 2008. Retrieved January 24, 2014 from http://www.hc-sc.gc.ca/dhp-mps/md-im/applic-demande/guide-ld/md gd beds im Id lits-eng.php Hospital Bed Safety Workgroup. A guide for modifying bed systems and using accessories to reduce the risk of entrapment. May 24, 2006. Retrieved January 24, 2014 from http ://www.fda. gov/Medi calDevices/ProductsandMedicalProcedures/GeneralHospitalDevicesand Supplies /HospitalBeds/ucm123673 . htm#introduction Hospital Bed Safety Workgroup. Clinical guidance for the assessment and implementation of bed rails in hospitals, long term care facilities, and home care settings. April, 2003. Retrieved January 24, 2014 from https://www.ecri.org/Documents/Patient Safety Center/BedSafetyClinicalGuidance.pdf Ministry of Health and Long-Term Care. Long-Term Care Homes Act. 2007. Retrieved January 24, 2014 from http://www.e-laws.gov.on.ca/html/statutes/english/elaws statutes 07108 e.htm Ministry of Health and Long-Term Care — Health System Accountability and Performance Division, Performance Improvement and Compliance Branch. Memorandum re: Adult hospital beds: Patient entrapment hazards, side rail latching reliability and other hazards. August 21, 2012. Retrieved January 24, 2014 from https://www.ltchomes.net/ltcf2/Content/Snippets/Risk%20of%20Entrapment%20of%2OLTCH%20Reside nts%20in%20Hospital%20Beds%20—%20Notice%20to%2OLTCHs%20August%202012%20Final.pdf 159 r4 I 3 111 ` REPORT TO COUNTY COUNCIL FROM: Jim Bundschuh — Director of Financial Services DATE: September 22, 2014 SUBJECT: August Budget Performance INTRODUCTION: Attached is the budget comparison for August 2014 for the County with favourable performance for the month of $100 thousand bringing the year -to -date to $656 thousand favourable. DISCUSSION: Highlights of the August budget performance as shown on the attachment are as follows: Line 16 — Corporate Services: Favourable performance to budget in legal costs of $17,000. Line 17 — Engineering Services: Continued moving permits favourable performance of $45,000. RECOMMENDATION: THAT the report titled "August Budget Performance" dated September 22, 2014 be received and filed. All of which is Respectfully Submitted Approved for Submission Jim Bundschuh Mark G. McDonald Director of Financial Services Chief Administrative Officer 160 N CO V LO (O N- CO 6) O N CO V LO (O N- CO O N N N N N N (0 N 14/10/2014 2:26 PM \\ Client\ H$\ 14ManagementReports \AugPerformance Current Month Budget Actual Perform. +' z 1 - - -I - - - 1 193,683 189,775 3,908 O LO CO N Cr) N CO Cr) LO N- CO N- LO LO N- CO CO CO N N- LO N- LO V O CO O - O V N- O LO C) LO N 0) ' N- N O N- ' N ' 96,858 10,988,512 10,887,746 100,766 a) z a) z I 33,088 27,725 41,364 41,213 I 1,142,838 1,131,757 461,805 461,912 95,705 84,433 10,794,829 10,697,971 YTD % Of Budget 50% 75%1 0 O in 59% 62% 54% 0 N- 0 O CO ( 0 0 (O V O I"- CO (O 0 CD 0 6,998,783 6,343,035 655,748 200% Budget Actual Perform. ++ 4% Z a) z a) z O ""' O CO Cr) V ,__, O O CO V CO_ ' LO CO N_ CO O `-' ' `-' O 14,290 O Cr) O N Cr) CO I� _ O N 00 C) N LO CO O N N Cr) - CO- V CO CO N- N N I� N- LO CO- Cr) N CO N- N V N N CO CO- N V CO I� LO CO V Cr) I� 00 LO CO CO V V CO- 00 C) ' 641,458 I 1,421,200 1,422, 000 1 (1,128,975) (1,128,975)1 (11,959,765) (11,974,056) I 306,829 277,046 353,755 342,644 I 2,756,614 2,523,037 (24,146) (20,492) 1,977,332 1,977,799 785,368 746,950 18,958,548 18,317,091 FULL YEAR Budget a) z I 2,842,400 H (1,505,900)1 (24,105,135)1 I 472,626 555,520 I 4,646,636 (21,263) 2,804,747 1,163, 977 27,272,585 3,167,450 County of Elgin Budget Comparison As of August 31, 2014 SOCIAL SERVICES - ST. THOMAS 1 ONTARIO MUNICIPAL PARTNERSHIP FUN Corporate I ADMINISTRATIVE SERVICES FINANCIAL SERVICES HOMES FOR SENIORS SERVICES COLLECTIONS - POA AMBULANCE & EMERGENCY SERVICES ECONOMIC DEVELOPMENT & TOURISM Total Departmental co O H N CO V LO (O N- CO 6) O N CO V LO (O N- CO O N N N N N N (0 N 14/10/2014 2:26 PM \\ Client\ H$\ 14ManagementReports \AugPerformance r4 I 3 111 ` REPORT TO COUNTY COUNCIL FROM: Jim Bundschuh — Director of Financial Services DATE: October 10, 2014 SUBJECT: 2013 Audited Consolidated Financial Statements INTRODUCTION: The 2013 annual report was presented on May 26, 2014 providing Council and the public a broad perspective of the state of the County. One of the intents of the annual report is to make the information from the audited financial statements easy to understand through the use of charts and explanations. DISCUSSION: The attached audited consolidated financial statements are consistent with the financial results contained within the annual report. The auditor has completed the review of these statements. Their independent auditors' report, included as part of the financial statements, indicates that the statements fairly present the financial position of the County. RECOMMENDATION: THAT the 2013 Audited Consolidated Financial Statements be approved for publication. All of which is Respectfully Submitted Approved for Submission Jim Bundschuh Mark G. McDonald Director of Financial Services Chief Administrative Officer 162 CORPORATION OF THE COUNTY OF ELGIN Consolidated Financial Statements December 31, 2013 163 THE CORPORATION OF THE COUNTY OF ELGIN Consolidated Financial Statements For the Year Ended December 31, 2013 Table of Contents PAGE Independent Auditors' Report 1 Consolidated Statement of Financial Position 2 Consolidated Statement of Operations and Accumulated Surplus 3 Consolidated Statement of Changes in Net Financial Assets 4 Consolidated Statement of Cash Flows 5 Notes to the Consolidated Financial Statements 6 - 18 Consolidated Schedule of Segment Disclosure 19 - 20 164 GRAHAM SCOTT ENNS «P CHARTERED PROFESSIONAL ACCOUNTANTS P. 519-633-0700 F. 519-633-7009 P. 519 -773 -9265 F. 519 -773 -9683 450 Sunset Drive, St. Thomas, ON N5R 5V1 25 John Street South, Aylmer, ON N5H 2C1 www.grahamscottenns .com INDEPENDENT AUDITORS' REPORT To the Members of Council, Inhabitants and Ratepayers of The Corporation of the County of Elgin: Report on the Consolidated Financial Statements We have audited the accompanying consolidated financial statements of The Corporation of the County of Elgin, which comprise the consolidated statement of financial position as at December 31, 2013, and the consolidated statements of operations and accumulated surplus, changes in net financial assets, and cash flows for the year then ended, and a summary of significant accounting policies and other explanatory information. Management's Responsibility for the Financial Statements Management is responsible for the preparation and fair presentation of these consolidated financial statements in accordance with Canadian accounting standards for public sector entities and for such internal control as management determines is necessary to enable the preparation of financial statements that are free from material misstatement, whether due to fraud or error. Auditors' Responsibility Our responsibility is to express an opinion on these consolidated financial statements based on our audit. We conducted our audit in accordance with Canadian generally accepted auditing standards. Those standards require that we comply with ethical requirements and plan and perform the audit to obtain reasonable assurance whether the financial statements are free of material misstatement. An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in the consolidated financial statements. The procedures selected depend on the auditor's judgment, including the assessment of the risks of material misstatement of the consolidated financial statements, whether due to fraud or error. In making those risk assessments, the auditor considers internal control relevant to the entity's preparation and fair presentation of the financial statements in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the entity's internal control. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of accounting estimates made by management, as well as evaluating the overall presentation of the consolidated financial statements. We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our audit opinion. Opinion In our opinion, the consolidated financial statements present fairly, in all material respects, the consolidated statement of financial position of The Corporation of the County of Elgin as at December 31, 2013, and the consolidated statements of operations and accumulated surplus, changes in net financial assets, and cash flows for the year then ended in accordance with Canadian accounting standards for public sector entities. St. Thomas, Ontario October 21, 2014 scat Egad zip CHARTERED PROFESSIONAL ACCOUNTANTS Licensed Public Accountants 165 THE CORPORATION OF THE COUNTY OF ELGIN Consolidated Statement of Financial Position As at December 31, 2013 2013 2012 $ $ FINANCIAL ASSETS Cash 8,416,865 7,382,900 Investments (Note 2) 7,587,830 7,581,379 Accounts receivable 2,196,206 2,174,441 Other assets 9,086 38,781 Total financial assets 18,209,987 17,177,501 FINANCIAL LIABILITIES Accounts payable and accrued liabilities 7,184,532 7,279,908 Employee post- retirement benefit liabilities (Note 3) 1,966,569 2,134,381 Term loan (Note 5) 4,015,506 590,000 Total financial liabilities 13,166,607 10,004,289 NET FINANCIAL ASSETS 5,043,380 7,173,212 NON - FINANCIAL ASSETS Tangible capital assets (Note 4) 183,075,903 180,545,493 Prepaid expenses 414,120 357,211 Total non - financial assets 183,490,023 180,902,704 ACCUMULATED SURPLUS (NOTE 6) 188,533,403 188,075,916 The accompanying notes are an integral part of these consolidated financial statements. -2- 166 THE CORPORATION OF THE COUNTY OF ELGIN Consolidated Statement of Operations and Accumulated Surplus For the Year Ended December 31, 2013 REVENUES Requisition of local municipalities Transfer payments Federal Provincial Municipal User charges Investment income Other contributions Gain on disposal of capital assets Total revenues EXPENSES General government Property assessment and support Emergency measures Provincial offences Transportation services Public health services Ambulance services Social and family services Assistance to aged persons Social housing Libraries (Note 10) Cultural services Planning and development Economic development Agriculture and reforestation Total expenses (Note 12) ANNUAL SURPLUS (DEFICIT) ACCUMULATED SURPLUS, BEGINNING OF YEAR ACCUMULATED SURPLUS, END OF YEAR (NOTE 6) Budget $ 28,041,776 1,652,566 22,782,764 1,756,976 5,785,178 81,080 3,729,390 ■ Actual 2013 $ 28,060,495 1,559,077 22,041,379 2,197,046 5,854,665 161,949 3,037,838 63,829,730 62,912,449 6,569,224 719,640 32,503 1,915,882 11,885,258 5,595,546 8,796,092 1,445,400 22,1 02,379 1,605,600 2,683,818 494,523 221,628 1,198,654 71,750 65,337,897 (1,508,167) 188,075,916 186,567,749 4,835,998 719,640 25,743 1,823,992 11,930,448 5,381,897 8,697,934 1,309,871 21,346,631 1,771,472 2,657,740 474,532 205,330 1,207,313 66,421 62,454,962 457,487 188,075,916 188,533,403 Actual 2012 $ 26,642,540 1,521,254 21,471,053 2,317,046 5,718,677 213,176 2,920,219 696,971 61,500,936 5,653,030 719,409 26,350 1,683,538 11,918,255 5,292,601 8,521,797 1,386,968 20,941,101 1,696,723 2,643,316 455,762 208,088 1,134,555 67,680 62,349,173 (848,237) 188,924,153 188,075,916 The accompanying notes are an integral part of these consolidated financial statements. -3- 167 THE CORPORATION OF THE COUNTY OF ELGIN Consolidated Statement of Change in Net Financial Assets For the Year Ended December 31, 2013 ANNUAL SURPLUS (DEFICIT) Acquisition of tangible capital assets Amortization of tangible capital assets Proceeds on disposal of tangible capital assets Change in prepaid expenses (Gain) on disposal of tangible capital assets Write -down of tangible capital assets Budget Actual 2013 (1,508,167) 457,487 (11,971,572) 9,630,000 INCREASE (DECREASE) IN NET FINANCIAL ASSETS NET FINANCIAL ASSETS , BEGINNING OF YEAR NET FINANCIAL ASSETS, END OF YEAR (3,849,739) 7,173,212 3,323,473 (12,283,611) 9,649,793 (56,909) 103,408 (2,129,832) 7,173,212 5,043,380 Actual 2012 $ (848,237) (8,813,616) 9,467,202 2,106,699 76,925 (696,971) 216,638 1,508,640 5,664,572 7, 173,212 The accompanying notes are an integral part of these consolidated financial statements. -4- 168 THE CORPORATION OF THE COUNTY OF ELGIN Consolidated Statement of Cash Flows For the Year Ended December 31, 2013 OPERATING ACTIVITIES Annual surplus (deficit) Items not involving cash: Amortization of tangible capital assets Post employment benefits Write -down of tangible capital assets (Gain) on disposal of tangible capital assets Change in non -cash assets and liabilities related to operations (Note 12 [b]) Cash provided by operating activities INVESTING ACTIVITIES Purchase of investments Cash (used in) investing activities CAPITAL ACTIVITIES Acquisition of tangible capital assets Proceeds on disposal of tangible capital assets Cash (used in) capital activities FINANCING ACTIVITIES Term loan advances (repayment) Cash provided by financing activities NET INCREASE (DECREASE) IN CASH CASH, BEGINNING OF YEAR CASH, END OF YEAR SUPPLEMENTARY INFORMATION: Cash paid for interest on term loan Cash received for interest on investments 2013 $ 457,487 9,649,793 (167,812) 103,408 10,042,876 (144,355) 9,898,521 (6,451) (6,451) (12,283,611) 2012 $ (848,237) 9,467,202 103,407 216,638 (696,971) 8,242,039 1,170,762 9,412,801 (7,581,379) (7,581,379) (8,813,616) 2,106,699 (12,283,611) (6,706,917) 3,425,506 3,425,506 1,033,965 7,382,900 8,416,865 40,584 161,949 590,000 590,000 (4,285,495) 11,668,395 7,382,900 ■ 213,176 The accompanying notes are an integral part of these consolidated financial statements. -5- 169 THE CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2013 The Corporation of the County of Elgin (the "County ") is an upper -tier municipality, comprised of seven local municipalities, in the Province of Ontario. It conducts its operations guided by the provisions of provincial statutes such as the Municipal Act, Municipal Affairs Act and related legislation. 1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES The consolidated financial statements of the County are prepared by management in accordance with Canadian generally accepted accounting principles for local governments as recommended by the Public Sector Accounting Board of the Canadian Institute of Chartered Accountants. Significant aspects of the accounting policies adopted by the County are as follows: Reporting Entity The consolidated financial statements reflect the assets, liabilities, revenues, expenses of the reporting entity. The reporting entity is comprised of all organizations, committees and local boards accountable for the administration of their financial affairs and resources to the County and which are owned or controlled by the County. All inter -fund assets, liabilities, revenues and expenses have been eliminated. Consolidated Entities There are no organizations or local boards that are consolidated in these financial statements. Proportionate Consolidation The Elgin St. Thomas Public Health has been consolidated on a proportionate basis, based upon the percentage of grant money provided by the County in comparison to the City of St. Thomas. Trust Funds Trust funds administered by the County have not been included in the consolidated statement of Financial Position nor have their operations been included in the Consolidated Statement of Operations. At December 31, 2013 the County held $23,409 (2012 - $33,172) in trust funds. Basis of Accounting The consolidated financial statements are prepared using the accrual basis of accounting. The accrual basis of accounting records revenue as it is earned and measurable. Expenses are recognized as they are incurred and measurable as a result of receipt of goods or services and the creation of a legal obligation to pay. -6- 170 THE CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2013 1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED) Investments Investments, consisting of money market funds and guaranteed investment certificates, are recorded at the lower of cost plus accrued interest and fair market value. Investment income earned on available funds is reported as revenue in the period earned. Non - Financial Assets Non - financial assets are not available to discharge existing liabilities and are held for use in the provision of services. They have useful lives extending beyond the current year and are not intended for sale in the ordinary course of operations. The change in non - financial assets during the year, together with the excess of revenues over expenses, provides the Change in Net Financial Assets for the year. i) Tangible capital assets Tangible capital assets are recorded at cost which includes all amounts that are directly attributable to acquisition, construction, development or betterment of the asset. The cost, less residual value, of the tangible capital assets are amortized on a straight -line basis over their estimated useful lives as follows: Land improvements 20 years Buildings 20 -40 years Furniture, fixtures and equipment 8 - 16 years Computer hardware and software 2 -4 years Vehicles 4 years Transportation infrastructure 7 - 80 years Bridges 20 - 60 years Library books 8 years Amortization begins the first month of the year following the year the asset is placed in service and to the year of disposal. Assets under construction are not amortized until the asset is available for productive use, at which time they are capitalized ii) Contributions of tangible capital assets Tangible capital assets received as contributions are recorded at their fair value at the date of receipt and that fair value is also recorded as revenue. iv) Works of art and cultural and historic assets Works of art and cultural and historic assets are not recorded as assets in these consolidated financial statements. -7- 171 THE CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2013 1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED) Deferred Revenue The County receives funds for specific purposes which are externally restricted by legislation, regulation or agreement. These restricted funds are not available for general municipal purposes and are recognized as revenue in the fiscal year the funds are used for the specified purpose. Government Transfers Government transfers are recognized in the financial statements as revenues in the period in which events giving rise to the transfer occur, providing the transfers are authorized, any eligibility criteria have been met, and reasonable estimates of the amounts can be determined. Any amount received but restricted is recorded as deferred revenue in accordance with Section 3100 of the Public Sector Accounting Handbook and recognized as revenue in the period in which the resources are used for the purpose specified. In addition, the County periodically receives senior government capital funding in the form of infrastructure grants and receives ongoing funding from both senior levels of government as a result of an allocation of the gas tax funds. Employee Benefit Plans The County provides a pension plan for its employees through the Ontario Municipal Employees Retirement System (OMERS). OMERS is a multi - employer pension plan which operates as the Ontario Municipal Employees Retirement Fund. The fund is a contributory defined benefit pension plan. As this is a multi - employer plan, no liability is recorded on the County's books. The employer's contribution to a multi - employer, defined benefit plan are expensed as the obligations arise. For those self - insured benefit obligations that arise from specific events that occur from time to time, such as obligations for workers' compensation and life insurance and health care benefits for those on disability leave, the cost is recognized immediately in the period the events occur. Any actuarial gains or losses that are related to these benefits are recognized immediately in the period they arise. The County is an employer included under Schedule II of the Workplace Safety and Insurance Act, it self - ensures the entire risk of its own WSIB claims and is individually liable for reimbursing the WSIB for all costs relating to its workers' WSIB claims. The cost of the claims are expensed as incidents occur, while the liability for future benefit costs is determined by WSIB. -8- 172 THE CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2013 1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED) Tax Revenues In 2013 the County received $28,060,495 (2012 - $26,642,540) in property tax revenues. The authority to levy and collect property taxes is established under the Municipal Act 2001, the Assessment Act, the Education Act, and other legislation. The amount of the total annual property tax levy is determined each year through Council's approval of the annual budget. Tax rates are set annually by Council for each class or type of property, in accordance with legislation and Council- approved policies, in order to raise the revenue required to meet operating budget requirements. Taxation revenues are recorded at the time billings are issued. Additional property tax revenue can be added throughout the year, related to new properties that become occupied, or that become subject to property tax, after the return of the annual assessment roll used for billing purposes. The County may receive supplementary assessment rolls over the course of the year from MPAC that identify new or omitted assessments. Property taxes for these supplementary /omitted amounts are then billed according to the approved tax rate for the property class. Taxation revenues in any year may also be reduced as a result of reductions in assessment value rising from assessment and /or tax appeals. Each year, an amount is identified to cover the estimated amount of revenue loss attributable to assessment appeals, tax appeals or other deficiencies in tax revenue (e.g. uncollectible amounts, write -offs, etc.). Use of Estimates The preparation of financial statements requires management to make estimates and assumptions that affect the reported amounts of assets and liabilities, and disclosure of contingent assets and liabilities at the date of the financial statements, and the reported amounts of revenues and expenses during the period. Significant estimates include assumptions used in estimating provisions for accrued liabilities, and in performing actuarial valuations of employee future benefits. Actual results could differ from these estimates. Recent Accounting Pronouncements PSAB released a standard related to Financial Instruments (PS 3450). The standard applies to all local governments for fiscal years beginning on or after April 1, 2016. The standard applies to all types of financial instruments. The new standard requires that equity and derivative instruments be measured at fair value, with changes in value being recorded in the statement of remeasurement gains /losses. The standard gives the option of cost /amortized cost vs. fair value of remaining instruments, which is elected upon by the government organization. The County has not yet determined what, if any, financial reporting implications may arise from this standard. -9- 173 THE CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2013 2. INVESTMENTS The investments consist of guaranteed investment certificates with maturity dates extending to February 2015 and money market funds, recorded at cost plus accrued interest. Interest rates range from 0.40% to 2.25 %. The cost plus accrued interest approximates the fair market value of these investments due to the liquidity and nature of these investments. Guaranteed investment certificates Money market and high interest savings accounts 3. POST EMPLOYMENT BENEFITS Vacation credits Workplace Safety and Insurance premiums - Schedule II Employer 2013 2012 $ $ 2,573,318 7,581,379 5,014,512 7,587,830 7,581,379 ■ 2013 2012 $ $ 542,458 553,003 1,424,111 1,581,378 1,966,569 2,134,381 The provision of certain employee vacation plans allow for the accumulation of vacation credits for use in future periods. The value of these credits at December 31, 2013 is $542,458 (2012 - $553,003). The County is a Schedule II employer under the Workplace and Safety and Insurance Act. As a Schedule II employer the County assumes liability for any award made under the Act. The Workplace and Safety and Insurance Board has evaluated the liability estimates for future benefit costs at December 31, 2013 as $1,424,111 (2012 - $1,448,007). -10- 174 THE CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2013 4. TANGIBLE CAPITAL ASSETS December 31, 2013 Cost Openint Additions Disposals Endint Computer equipment 662,629 189,051 (99,984) 751,696 Roadways 215,832,885 4,680,790 (3,080,666) 217,433,009 Bridges 34,165,890 881,210 35,047,100 Library - books and equipment 2,947,716 289,530 (546,170) 2,691,076 Land 17,871,023 102,991 17,974,014 Land improvements 2,524,123 191,809 2,715,932 Buildings 31,125,148 1,020,730 32,145,878 Furniture, fixtures, and equipment 3,797,050 488,290 4,285,340 Vehicles 1,276,951 288,329 (119,278) 1,446,002 310,203,415 8,132,730 (3,846,098) 314,490,047 Work In Progress 1,137,078 4,150,881 5,287,959 Total Cost 311,340,493 12,283,611 (3,846,098) 319,778,006 Accumulated Amortization Openint Amortization Disposal Endint Computer equipment 219,581 163,574 (99,984) 283,171 Roadways 99,067,172 6,696,261 (2,977,258) 102,786,175 Bridges 14,226,579 999,151 15,225,730 Library - books and equipment 1,586,454 362,776 (546,170) 1,403,060 Land - - Land improvements 1,406,674 94,587 1,501,261 Buildings 11,691,653 827,526 12,519,179 Furniture, fixtures and equipment 1,880,114 290,909 2,171,023 Vehicles 716,773 215,009 (119,278) 812,504 130,795,000 9,649,793 (3,742,690) 136,702,103 Work In Progress - - - Total Accumulated Amortization 130,795,000 9,649,793 (3,742,690) 136,702,103 Net Book Value Openint Endint Computer equipment 443,048 468,525 Roadways 116,765,713 114,646,834 Bridges 19,939,311 19,821,370 Library - books and equipment 1,361,262 1,288,016 Land 17,871,023 17,974,014 Land Improvements 1,117,449 1,214,671 Buildings 19,433,495 19,626,699 Furniture, fixtures and equipment 1,916,936 2,114,317 Vehicles 560,178 633,498 179,408,415 177,787,944 Work In Progress 1,137,078 5,287,959 Total Net Book Value 180,545,493 183,075,903 175 THE CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2013 4. TANGIBLE CAPITAL ASSETS (CONTINUED) December 31, 2012 Cost Opening Additions Disposals Ending Computer equipment 569,482 222,666 (129,519) 662,629 Roadways 213,211,460 7,091,749 (4,470,324) 215,832,885 Bridges 33,190,369 975,521 34,165,890 Library - books and equipment 3,244,167 282,125 (578,576) 2,947,716 Land 17,967,029 14,509 (110,515) 17,871,023 Land improvements 3,142,840 50,068 (668,785) 2,524,123 Buildings 32,967,624 465,702 (2,308,178) 31,125,148 Furniture, fixtures, and equipment 3,540,836 470,650 (214,436) 3,797,050 Vehicles 1,237,215 244,988 (205,252) 1,276,951 309,071,022 9,817,978 (8,685,585) 310,203,415 Work In Progress 2,141,440 (1,004,362) 1,137,078 Total Cost 311,212,462 8,813,616 (8,685,585) $ 311,340,493 Accumulated Amortization Opening Amortization Disposal Ending Computer equipment 221,818 127,282 (129,519) 219,581 Roadways 96,765,726 6,555,132 (4,253,686) 99,067,172 Bridges 13,215,810 1,010,769 14,226,579 Library - books and equipment 1,768,374 396,656 (578,576) 1,586,454 Land - - Land improvements 1,752,087 92,084 (437,497) 1,406,674 Buildings 12,121,008 810,898 (1,240,253) 11,691,653 Furniture, fixtures and equipment 1,831,419 263,131 (214,436) 1,880,114 Vehicles 710,775 211,250 (205,252) 716,773 128,387,017 9,467,202 (7,059,219) 130,795,000 Work In Progress - - - Total Accumulated Amortization 128,387,017 9,467,202 (7,059,219) 130,795,000 Net Book Value Opening Ending Computer equipment 347,664 443,048 Roadways 116,445,734 116,765,713 Bridges 19,974,559 19,939,311 Library - books and equipment 1,475,793 1,361,262 Land 17,967,029 17,871,023 Land Improvements 1,390,753 1,117,449 Buildings 20,846,616 19,433,495 Furniture, fixtures and equipment 1,709,417 1,916,936 Vehicles 526,440 560,178 180,684,005 179,408,415 Work In Progress 2,141,440 1,137,078 Total Net Book Value 182,825,445 180,545,493 During the year there were write -downs of tangible capital assets of $103,408 (2012 - $216,638). The County does not capitalize interest costs associated with the acquisition or construction of a tangible capital asset. -12- 176 THE CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2013 5. TERM LOAN The term loan represents the County's proportionate share of the Elgin St. Thomas Public Health's interim bank financing for the construction of a new office building to be completed in February 2014. The Public Health can borrow up to $10 million under this bank financing arrangement at prime less 0.75% (2013 - 2.25 %). The County's proportionate share of interest expense on the term loan in the current year was $40,584. 6. ACCUMULATED SURPLUS The accumulated surplus consists of the following balances: SURPLUS Net investment in tangible capital assets Share of surplus in Elgin St. Thomas Public Health Reserves AMOUNTS TO BE RECOVERED Committed for completion of assets under construction Long -term debt Self- financed capital projects ACCUMULATED SURPLUS RESERVES Reserves set aside for specific purposes by Council: Contingencies Homes for senior citizens Libraries and cultural services Ambulance and health services Other municipal services 2013 $ 183,075,903 224,176 6.713.064 190,013,143 3,336,829 (4,015,506) (801,063) 188.533.403 2012 $ 180,545,493 195,643 9,097,372 189,838,508 3,145,045 (590,000) (4,317,637) 188,075,916 4,826,010 7,120,235 1,629,340 1,550,806 214,944 216,895 - 166,667 42,770 42,769 Total reserves 6,713,064 9,097,372 -13- 177 THE CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2013 7. PENSION AGREEMENTS The County makes contributions to the Ontario Municipal Employees Retirement Fund (OMERS), which is a multi - employer plan, on behalf of its staff. The plan is a defined benefit plan which specifies the amount of the retirement benefit to be received by the employees based on the length of service and rates of pay. The OMERS Administration Corporation, representing plan members and employers, is responsible for overseeing the management of the pension plan, including investment of the assets and the administration of the benefits. Each year, an independent actuary determines the funding status of OMERS Primary Pension Plan (the Plan) by comparing the actuarial value of invested assets to the estimated present value of all pension benefits the members have earned to date. The most recent actuarial valuation of the Plan was conducted December 31, 2013, and the results of this valuation disclosed actuarial liabilities of $73.0 billion in respect of benefits accrued for service with actuarial assets at that date of $64.4 billion leaving an actuarial deficit of $8.6 billion. Because OMERS is a multi - employer pension plan, any pension surpluses or deficits are a joint responsibility of the Ontario municipal organizations and their employees. As a result, the County does not recognize any share of the OMERS pension surplus or deficit. The amount contributed to OMERS for 2013 was $1,615,887 (2012 - $1,409,680) for current service. OMERS contribution rates for 2013, depending on income level and retirement dates ranged from 9.0% to 15.0% (2012 - 8.3% to 13.9 %). 8. PUBLIC SECTOR SALARY DISCLOSURE The Public Sector Salary Disclosure Act, 1996 ( the "Act ") requires the disclosure of the salaries and benefits of employees in the public sector who are paid a salary of $100,000 or more in a year. The County complies with the Act by providing the information to the Ontario Ministry of Municipal Affairs and Housing for disclosure on the public website at www.fin.gov.on.ca. 9. CONTINGENT LIABILITIES As at December 31, 2013 certain legal actions are pending against the County. The final outcome of the outstanding claims cannot be determined at this time. However, management believes that ultimate disposition of these matters will not materially exceed the amounts recorded in these consolidated financial statements. Estimated costs to settle claims are based on available information and projections of estimated future expenses developed based on the County's historical experience. Claims are reported as an operating expense in the year of the loss, where the costs are deemed to be likely and can be reasonable determined. Claim provisions are reported as a liability in the consolidated statement of financial position. -14- 178 THE CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2013 10. LIBRARY OPERATIONS The County Council, operating as a Committee of Council, oversees operations of the Elgin County library system. A summary of revenue and expenses of the library system operations is as follows: Budget Actual Actual 2013 2013 2012 $ $ $ Revenues Province of Ontario 116,739 116,739 116,739 Province of Ontario - project 8,462 9,200 Book sales, donations, and other project revenue 63,142 49,708 85,315 Fines 34,996 26,286 3 Total revenues 223,339 201,933 202,057 Expenses Salaries and benefits 1,771,242 1,767,030 1,744,254 Lease space 358,016 355,762 339,343 Project costs 38,712 41,224 30,862 Electronic resources and periodicals 42,822 41,734 41,092 Photocopy, office supplies 24,898 18,175 23,254 Telephone, fax 20,004 18,851 19,499 Travel, mileage 12,000 11,120 12,743 Programs 11,996 11,996 12,005 Staff development 16,496 10,085 8,636 Furniture and fixtures 6,996 4,477 3,841 Other 18,238 14,511 11,131 Expenses before amortization 2,321,420 2,294,965 2,246,660 Amortization 362,398 362,775 396,656 Total expenses 2,683,818 2,657,740 2,643,316 Net operating costs 2,460,479 2,455,807 2,441,259 -15- 179 THE CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2013 11. BUDGET FIGURES County Council completes separate budget reviews for its operating and capital budgets each year. The approved operating budget for 2013 is reflected on the Consolidated Statement of Operations. Budgets established for capital investment in tangible capital assets are on a project- oriented basis, the costs of which may be carried out over one or more years and, therefore, may not be comparable with current year's actual expenditure amounts. 12. SUPPLEMENTARY INFORMATION: [a] Current fund expenditures by object: Salaries, wages and employee benefits Materials and services Contracted services Rents and financial expenses Tax write -offs Amortization Transfer to others [b] Change in non -cash assets and liabilities related to operations: (Increase) decrease in other assets (Increase) decrease in accounts receivable (Increase) decrease in prepaid expenses Increase (decrease) in accounts payable and accrued liabilities 13. COMPARATIVE FIGURES 2013 $ 25,160,191 6,428,855 15,682,563 492,208 (77,487) 9,649,793 5.118.839 62,454,962 2012 $ 24,821,116 6,516,227 15,793,327 587,508 898,404 9,467,202 4,265,389 62,349,173 29,695 (17,688) (21,765) 10,933 (56,909) 76,925 (95,376) 1,100,592 (144,355) 1, 170,762 Certain comparative figures have been reclassified to conform to the 2013 financial statement presentation. -16- 180 THE CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2013 14. SEGMENTED INFORMATION The County is a diversified municipal government institution that provides a wide range of services to its citizens, including contract police services, fire, roads, community services, water and sewer. For management reporting purposes the County's operations and activities are organized and reported by Fund. Funds were created for the purpose of recording specific activities to attain certain objectives in accordance with special regulations, restrictions or limitations. The County services are provided by departments and their activities are reported in these funds. Certain departments that have been separately disclosed in the segmented information, along with the services they provided, are as follows: General Government General government is comprised of County council, administration, treasury, human resources and information technology, providing services to Council and the other departments. Provincial Offences Provincial offences consists of the operations of the County's Court offices, including trials and proceedings and receiving payment for fines resulting from charges laid by various police forces and officials operating within the County. Distribution to area municipalities are also reflected. Transportation Services The County Engineer's office oversees the maintenance and capital works operations of roads and bridges throughout the County in accordance with minimum maintenance standards. Ambulance Services The County provides land ambulance services to residents from five stations located throughout the County. Health Services Health services are comprised of the County's proportional share of the operation of the Elgin St. Thomas Public Health and other public health transfers. -17- 181 THE CORPORATION OF THE COUNTY OF ELGIN Notes to the Consolidated Financial Statements For the Year Ended December 31, 2013 14. SEGMENTED INFORMATION (CONTINUED) Homes for Seniors The County operates three long -term care facilities with a total of 247 beds, and two Adult Day programs for senior citizens. It operates under provincial legislation and oversight of the Ministry of Health and Long -Term Care. Social and Family Services Social and family services consist of the County share of services that provides employment and income assistance, social housing and child care assistance to eligible participants. The social and family services program for the County is administered by the City of St. Thomas. Library and Cultural Services Library and cultural services are comprised of the operations of the County library and archives system, Pioneer Museum and other cultural services and transfers. Planning and Development Planning and development services include the preparation and administration of the County's Official Plan, economic development, tourism and agricultural and reforestation services within the County. For each reported segment, revenues and expenses represent both amounts that are directly attributable to the segment and amounts that are allocated on a reasonable basis. Therefore, certain allocation methodologies are employed in the preparation of segmented financial information. The General Revenue Fund reports on County services that are funded primarily by taxation such as property and business tax revenues. Taxation and payments -in -lieu of taxes are apportioned to General Revenue Fund services based on the Fund's net surplus. Certain government transfers, transfer from other funds, and other revenues have been apportioned based on a percentage of budgeted expenses. The accounting policies used in these segments are consistent with those followed in the preparation of the consolidated financial statements as disclosed in Note 1. For additional information see the Schedule of Segment Disclosure. -18- 182 Pal O 69 REVENUES • 00 Cr) • 00 a cc MM 0 . N 0 00 0 O N O O, O • kn., M l' Vl Vl i —I i 0 M 00 Vl DO l- M -. ,r 00 O -. N ,n O M l M M , O, a� • - ,--1 a 00 N M 00 M 00 N 7. M M V1 a 7t N N N 'O M vi , O , Q vi — M O O vi N �O v r- N an 047 O, --i O • l - Investment income Other contributions Gain on disposal of capital assets ,r M N 0` Ol M M O, �0 00 N N V1 V1 NN • V O N N �O 8812,323 8,901,738 vi O - © :• t• r01 N N 00 7r1 ~ • — O, M Vl N N © 00 - N O O M kri O O M N M M 00 O M O1 — N - O l CN • 040 V1 M N N N cO 8 ✓ M O N 00 O, - 0 O • N D 7729639 253,635 N M O O N 00 N N O ▪ N N • N • EXPENSES N N External transfers Amortization M 00 O M 21,346,632 CO 00 Cck a, 00 1-1 0 1- M CIJ ezz ezz ct O 69 REVENUES N M 0 Ol - al N N Vl N �--� M �--� 00 O N • M Vl �O M �--i N a �--i M N - N N 00 Cr," M O 0 O k-1 N C CD O - N a O N al • l- M N Ol 0 Vl 00 N N M 00 0 Vl Vl N M Ol N N N O - N N N 00 M O M 00 cl O M 00 O 00 V1 M , M N M O M "" ,-' M M 00 M vl M O N O O k.O V1 M — 'd CN O N l • rn 00 N r- 00 M 0 N ,o M O . O . O 0 - 00 M O M V1 N N M --i l- �O - M Ol N O O l- - - N 00 ONO 00 V1 N O 00 N O 00 O, N O, O, vi O k M M O N rn 00 M 00 M _ O M 00 N V1 N N 00 M ,r N 00 00 M O, M 00 O N N N 00 O r- a- O N N O 00 N O a r M N CN 00 N N 00 O N kr) • N al N F.71 kr) r- N M Investment income Other contributions Gain on sale of capital assets EXPENSES rn 00 M r N O - O Cr, - N ▪ 00 al al � oo oo 00 N Amortization O_ O M r al O1 00 U'l V1 N N 00 00 V O, a M 00 M V1 M 00 00 �irlhr� %llll%yy�_ Ire' Atnoe REPORT TO COUNTY COUNCIL FROM: Al Reitsma, Manager of Information Technology DATE: October 21, 2014 SUBJECT: 2014 IT Security Audit INTRODUCTION: On a semi - annual basis the County of Elgin undertakes a security audit called an external penetration test. This report provides an executive summary of the results of the audit. DISCUSSION: External Penetration Testing tests the security surrounding externally connected systems from the Internet. Controlled tests are used to gain access to Internet resources and ultimately to an internal network; by going through and around firewalls from the Internet. External Penetration Testing involves the finding and exploitation of actual known and unknown vulnerabilities from the perspective of an outside attacker. This year the penetration testing was completed by Digital Boundary Group (DBG) on August 28th and 29th and on September 9t11. During that time DBG completed the following activities that comprise a typical penetration test: • Gather information about systems and users through publicly available sources to provide a general overview of devises that make up the network. • Based on information gathered in the previous activity, extract further information pertaining to the 7 active external hosts that make up the network. • Perform targeted vulnerability scans, looking for devices that may have missing patches, improper configurations or other security holes that could be used to gain access to the network. No vulnerabilities were identified that would allow the network to be compromised. Based on these results the County of Elgin was given an acceptable rating. In most cases the only way to improve the security was to disconnect the County's servers from the internet which is not feasible. On September 9th DBG launched a social engineering attack utilizing 79 publicly available email addresses harvested in the discovery phase. The attack resulted in a 10% of employees providing their login credentials. This resulted in a social engineering risk rating of HIGH which is considered the industry norm. In order to mitigate this risk IT will continue to issue regular reminds staff of social engineering attacks 185 Over the years these security audits have pointed out areas where security could be improved, so much so that there is not much more that can be done to increase the security of the network from external threats. Other suggestions made by DBG to increase security would all but turn off outside access to the network and thus disable access to our web - sites, email and Citrix. CONCLUSION: The semi - annual security audit recently completed indicates that the County of Elgin's protection of its network is acceptable from both a hardware and social engineering perspective. Based on recommendations found within the audit report the information Technology department has implement steps to further secure access to resources provided to staff via Citrix. RECOMMENDATION: THAT the report titled, "2014 IT Security Audit" dated October 21, 2014 be received and filed. All of which is Respectfully Submitted Approved for Submission Al Reitsma Mark G. McDonald Manager of Information Technology Chief Administrative Officer Jim Bundschuh Director of Financial Services 186 �irlhr� %llll%yy�_ Ire' Atnoe REPORT TO COUNTY COUNCIL FROM: Al Reitsma, Manager of Information Technology DATE: October 21, 2014 SUBJECT: County of Elgin Email Address INTRODUCTION: County of Elgin employees currently use the " elgin- county.on.ca" domain to transmit email. This report discusses the options now available to employees and makes a recommendation as to the use of the " elgin.ca" mail domain. DISCUSSION: The current domain being used to transmit email was created years ago when the rules governing usable domain names were much stricter than current rules. As well as being a longer than required domain name, the length and complexity of the domain name can also lead to senders recording an incorrect email address when it is passed along verbally. Earlier this year the IT department was given direction by management to simplify the email address. Since then a strategy was developed, tested and put into place to allow users to use the new email domain: " elgin.ca" as well as continuing to use the existing email domain. Full testing has now been completed and the elgin.ca mail domain is now ready to be officially launched. Staff recommends that use of the elgin.ca domain be officially communicated to staff and that business cards and literature be updated as the opportunity presents. In order to avoid confusion resulting from the branding that may be associated with the existing domain users can continue to use the elgin - county.on.ca domain if switching to the new domain causes confusion. As business cards are reordered and new promotional literature containing email addresses is created the new domain should be used. A project will initiated to update all email address references on the County's websites. 187 RECOMMENDATION: THAT the report titled, "County of Elgin Email Address" dated October 21, 2014 be received and filed. All of which is Respectfully Submitted Approved for Submission Al Reitsma Mark G. McDonald Manager of Information Technology Chief Administrative Officer Jim Bundschuh Director of Financial Services 188 �irlhr lll4i7 Ire! Atnoe REPORT TO COUNTY COUNCIL FROM: Al Reitsma, Manager of Information Technology DATE: October 21, 2014 SUBJECT: Councillor iPads INTRODUCTION: This report reviews the current policies applicable to councillor iPads and recommends what to do with the iPads. DISCUSSION: The following policy regarding councillor iPads was adopted in 2010: "Retiring Councillors will return said equipment to the County as soon as possible after completion /termination of their term for distribution to the new Councillors, or at the discretion of the Director of Financial Services may be retained [by the Councillor] due to the age or condition of the equipment." Councillor iPads were purchased in October of 2010 at a cost of $796.15 each. The most current version of the iPad operating system (iOS) is version 8.0.2. The iPads can only be upgraded to version 5. Many of the current iPad applications, including iAnnotate, the application used for paperless council meetings, require a recent version of the iPad iOS in order to be installed. Although the devices can no longer be used for council meetings both LTC Homes and the Library Department has expressed interest in the iPads. The devices would be re- distributed for use by LTC home residents and library patrons for internet browsing and email. Distributing the iPads to LTC homes and libraries extends the useful life of the iPads for the County. CONCLUSION: (Pads distributed to councillors in 2010, although no longer useful for paperless council meetings, can be used at County LTC homes and libraries. Therefore, in keeping with county policies staff is recommending that the iPads be returned for redistribution. 189 RECOMMENDATION: THAT iPads currently being used by County Councillors be returned to staff for redistribution to LTC homes and libraries. All of which is Respectfully Submitted Approved for Submission Al Reitsma Mark G. McDonald Manager of Information Technology Chief Administrative Officer Jim Bundschuh Director of Financial Services 190 CORRESPONDENCE — October 21 2014 litems' Consideration (Attached) 1. Allison, Holtzhauer, CAO, Clerk-Treasurer, Township of Greater Madawaska, with a resolution seeking support for the Protection of Public Participation Act, 2014 (Bill 83) and requesting ill 83 be re -introduced in the Provincial Legislature. 2, Join Bolognone, City Clerk, City of Kingston, with a resolution seeking support urging the Ontario Attorney-General and Labour Minister to ensure that Crown attorneys are educated, frainedi and directed to apply the "VVestray" Bill 0-45 amendments when charges are warranted. Grant Jones, Deputy Mayor, Township of Southwold, with a resolution responding to Shedden Library Bui ding issues, 191 YEA ,EMAII, Sutember 1,9, 2014 'The Iiontiurable ,Ktithileen Wynne. Cheryl Gallant,. MP NIPP NVilson., M.131) \l1, ()ntaro Association ,of (tf PleaSe be ccdvised that at its meeting held 'ficesday, August 26, 21)1,4 •the COuncil of The 'fownsh Op of ()realer Madawaska adopted the folloiving resolution: PR(TFECIJION OF PUBLIC PARTICIPATION ACT 21.04 BILE, 81 WHEREAS Bill 83, Protection of Public Participation Act, 2014, being, "Ai Statutory Powers of Procedure Act in order to protect expression on matters of public interest"' (hereinafter "Bill 83"), was introduced into the Pro vi nc i al 1,egi sla t ct re in June 2013; V4,1111.E.REAS Bill 83 was introduced by the government out of concern that Strategic Lawsuits Against Ptiblic Participation (1 APP) being lawsuits brought before (be out by one party against another party or individual as a 'tactic for silencing or intimidating the other party, me having a Chilling effect on public particil)ation on contentious matters of pithiic interest in Ont a ri 0; liVIIEREASIlill 83 is intended to protect persons from being, subjected to legal proceedings that would stifle their ability to speak cart on public issues or promote, in the public interest, action by the public or any level of governmienti WHEREAS Mc ability to engage in public participation forums is the Ibundation of a democratic society; WH.EREAS there exist a number of high profile environmental issues in 'Township of Greater Madtovaska that are of public interest and that have generated a great deal of debate in the conitrunity.; WHEREAS Clouncil is of the opinion that public participation in matters of public interest ought to be encouraged and not discouraged through tactics such as strategic lawsuits against public' participation; 192 WI tEREAS provision is tirade in 130183 to aniend -the Courts of Juice Act for such Si APP legal proceedings to he dismissed at ail early stage and ti)it defendartis subjected lo snch proceedings to be indemnified for incurred costs itt such proceedings with the potential for additional durnages to b inNtirded n upproprinte circurnstandes; VillIEIZEAS provision is made in Bill 83 to amend the 1„ibe1 and Slander Act to state that any qualified privilege that applies in respect olan oral or written cointratn[cation on a matter or public interest between two or thore persons who have a direct interest in the nintter applies regardless of whether the cornintuilcation i vitnessed or reported on by media representatives or other persons Wille„REAS provision is iliade in 11ill 83 to amend the Statutory Polvers Procedure Act to provide that submissions for a costs order in a proceeding, most be made in \vrithig, unless the tribunal determines that to do so is lik y 10 cause a party to the proceeding ignifl cani prejudice; TREREFORE BE .1.1" LUF„Sall...NET) I1IA717 the Cou.n.eil orilhe Township o1 Greater Madawaska advise the newly elected. Premier of the Province of Ontario,. the t Ionatable Kathleen 'Wynne, Etiittilreve County Mrs and l%/11PP.'"s„, pally leaders ,artd all Ontario tnunicipalities of its support for the Protection of Public Partieipation Act, 201.4 and request that Bill 83 be re-introduced forthwith in the Legislature; AT tile .Association of .Municipalities of Ontario be requested to s,..upport this resolution, As per tIre above resolution, please accept this correspondence lor your inforniation and CO nsideration. Sincerely, san Ehiltzbauer CAO elerk-Treasurer Cathy ..Appielyard A.drninistrative Assistant Township of Greater Madawaska 19 Parnell St., .PO Box 180 Calabogie ON KW 1 1 I ( Pi 013;752,2222 x206 F. 013,752,2617 I TF, 1 .800347,7224 E: cliElignaldg6,0KRtglI111011ElktilKOR 193 '07A, Office of the City Clerk September 24, 2014 Mark G. McDonald, Chief Administrtive Officer County of Elgin Administration Building 450 Sunset Drive St Thomas, ON N5R 5V1 Dear Mr. McDonald: AD 7421 ier'70.4rusw !,1 ■11' 33113 3 r . • 4 JELGRI SERVICES RE: KINGSTON CITY COUNCIL MEETING — SEPTEMBER 23, 2014 I would confirm that Kingston CitylCouncil at its regular meeting held on September 23, 2014, approved the following resolution, being New Motion 2: Moved by Deputy Mayor Neill Seconded by Councillor Hutchison Whereas it has been more than two decades since the Westray mine disaster in Nova Scotia and a decade since amendments were made to the Criminal Code of Canada to held corporations, their directors and executives criminally accountable for the health and safety of workers; and Whereas many police and prosecutors a,re notlutilizing the Westray amendments, and not investigating workplace fatalities through the lens of criminal accountability; and Whereas more than 1,000 Canadian Workers a year are killed at worle Therefore Be It Resolved That Kingston City Council supports the campaign that urges our provincial/territorial government, specifically the Ontario Attorney- General and _abour Minister, to ensure that: Crown attorneys are educated„ trained and directed, to apply the Westray amendments; • Dedicated prosecutors are given the responsibility for health and safety fatalities; Police are educated, trained and directed to apply the Westray amendments; There is greater coordination among regulators, police and Crowns so that health and safety regulators are trained to reach out to police when there is a possibility that Westray arrendment charges are warranted; and The Corporation of the City of Kingston 216 Ontario Stre <ingston ON KYL 2Z3, Phone; (613) 546-4291 ext 1247 Fax: (613)546-5232 jbolognone@cilyeikingsturica 194 City of Kingston Cow-1dd — September 23, 2014 — New Motion 2 That copies of this motion be distributed to Kingston and The islands Member of Provinciad Parliament Sophie Kiwala, Member of Parliament Ted Hsu, Premier Kathleen Wynne, Ontario Attorney Genera, Madeleine Meilleur, Ontario Minister of Labour, Kevin Flynn, Ontario Minister of Community Safety and Correctional Services, Yasir Nap( interim Leader of the Official Opposition, Ontario Progressive Conservative Jim VVilson, Ontario New Democratic Party Leader Andrea Horwath;: and to ald Ontario Municipalities of over 40,000 peopie, Should you nave any questions or concerns regarding this matter, please do not hesitate to contact me. rely, Boiognone lerk 195 October 8, 2014 TOWNSHIP OF SOU11 fV/0LO OFFICE OF THE DEPUTY .MAYOR 35663, Fingal 'Fingal, ON I'QL Pltorle: (519) 769-20.10 ...Pax: (519) 769-2837 via Email: JatimaoLtaglsga?aalriztaffity,eilca. Elgin County Attn: Mr. B. Masschaele,„ Dlr. Of Comm & Cultural Services 450 Sunset Drive St, Thorrias, ON N5R, 5V1 Dear Mr, Massohaele: RE: Shedder" Library Please be advised that Council, at its re ular men rn trj aF Monday, October 6, 2014 passed the lonowing resolution: 2014-315 Shedden Library THAT Council for the Township .of Southwold hereby accepts the recommendations of the Chief Building Official with respect to the letter 'from Elgin County dated June 27, 2014; AND THAT staff arrange to have the exterior entrance ramp repaired In 2014; AND FURTHER THAT staff be directed to investigate grant options For tostallation of an electronic door opener, CARRIED Below are the comments .from Doug Milton, Chief Building Official, in response to your letter of June 27, 2014. 1. Minimum width for a fire-exit corridor Response: The Fire Department has stated that the exit door in the rear nail is not a required exit and therefore does not need to meet code requirements, 2. Star risers are different heights Response. While the stair risers are not in compliance with the code; the stair ['S comfortable stair to climb and would be expensive to repair. 3. Exhaust fan for washroom and accessibility issue Response: The washrooms does not require a fan as it bas an operable window, It would require major renovation in order to make the washroom barrier-free and would prchabiy occupy 'A the floor area of the Lipper floor, 1 would suggest it remain as is if a now facility is to be built in the near future, 196 Page 2 of 2 4, H V AC <lee ra hoe Response: I believe the Municipality will have a licensed HVAC contractor perform maintenance for the winter heating season who will confirm the furnace is properly installed. It should be noted that the furnace should be operable by he occupants of the building and not by someone off site Ramp at hen erltrance Response: The ramp should be replaced with perhaps a piece of checker plate which could then be fastened securely. It may have, to be a little steeper than the code requires because of site conditions. I would recommend that this be done before snow arrives, so October 31, 2014 perhaps. The front entrance door should be equipped with an automatic opening system which could be reused on the new building when c nosh ided There are some exterior site conditions that should be addressed. The handicapped parking area is not available year round as it can be covered with snow removed from the road. The sidewalk has 'several areas that need to be repaired as they would be considered a hazard for the handicapped. I am surprised that the Count Road Department has not complained about the area at the front of the library being used as an entrance to the COUnly Road that close to the intersection. Thank you Yourself' Grdn Jones Deputy Mayor Copy lo: Mr, Mark McDonald, CAC), Elgin County, Via Email Emily Finch, Supervisor Via Email Warden Dave Man, Via Email Donna Clormont„ CAO, 'Township, of Southwold, Via Email Southwold Township Council, Via Email 197 CORRESPONDENCE — October 21 2014 Itoms r Information (Consent Agenda) — (Attached) 1. Robin Williams, Interim Cnief Metical Officer of Health, Ministry of Health and Long Tenn Care congratulating !gin Manor staff for increasing overall healti care worker influenza immunization rate for the 2013/2014 season. 2. Dianne VVilson, Deputy Clerk, with resolution endorsing the El in-St. Thomas Cycling Master Plan, Elizabeth VanHooren, General Manager, Kettle Creek Conservation Authority announcing ,approval by the Ministry of the Environment of the Kettle Creek Source Protection Plan, . 4. Backus-Page House Museum event and sponsorship Information, Federation of Canadian Municipallities (FCM) President's Comer Update — September 2014. 6. rad Woodside, President, Federation of Canadian Municipalities (FC ) thanking Council for passing resolution supporting FCIVI's nationwide Fixing Canada's Housing Crunch, campaign, 7. Michelle Lant, Treasurer, Green Lane Community Trust Fund with copy of 2013 Financial Statements., 8, David Marr, Warden, County of Elgin re p riding to proposed rural internet service cianges by Industry Canada. 198 g. 2(11' 11 360. Rcce ved Mlfflsfry of Health and Long-Term Care 01-60 Moak apn knr of P4r4ini Puhlie Hioalkh ritvrolan Hopburrn ONO( fationn'm, Pork Taranta N M7A 1R Toropnonc (410 211z.3eal FActitrile 016) J2,54412 23 July 2014 Dear Mr, Mark. McDonairt ltillnistaro de la Sant6 el des &ins de longue dur e Midnolin tryglnlaRe on onof DMEdon de ria en rolti puhttque Roploarn, 11 kna al Ike wins rarik Toronto ON WIL 1F121 T616i4nrio: 018)23241931 .1614coplco: 01 t5,04112 No 4863 F 2 ' nta io ',1131W llv '.k, WO& AUG 2014 ccr (F EL014 ADMINISTRATIVE SERVICES 1 am writing to offer my congratulations to you and your staff at Elgin Manor for increasing your facillty"s, overall 'health care worker influenza immunization rate 'f'or the 201312014 season! This year, the median health care worker influenza immunization rates were 55.4% and a% for hospitals and long-term care homes respectively — an increase t om 50,6% and 74% from the 2012-2013 season. This is largoiy the result of strong focal efforts, such as those undertaken by yaw organization. Your contribution, support, and co iimitment have been instrumental to our collective goal to increase health care worker Influenza Immunization rates to better protect health care staff, and patients residing in our acute and long-term cae facilities a MSS the province, Although health care worker inffuenza Immunization, rates have been steadily incleasing over the last four years, there remains much room for improvement not only regarding immunization but also by supporting other preventative measures, such as hand hygiene, identification of ill patients and barrier precautions, and exclusion of ill staff and visitors. Thank you again for contributing to end supporting this key component of patient safety. 1 hope that 1 can count on your continued collaboration so, together, we can create an even stronger 'community of immunity' by reducing the burden and spread of influenza in or health care facilities, our workplace, and our communities Yours truly, Robin Williams, MD, FRCP, C.M. Interim Chief Medical Officer of Health FILM 2,9761T-2014 -16 " Hilt Aug, i 20114 1;37rI r 163 199 gl The Corporation of the Municipality of iniritra 1 gin 1110 J 14 cvl Pro II Eica Arnett flea h Promoter lEkyri St. Thomas Public Health 1230 Talbot Street St, Thomas, ON N5P 109 Dear Ms., Arnett: *til L ,,, k‘,.',,,,- ,•r-„,,, 6 Ii.',;'" L... '.';.,,„.) CIE t DX-4:N ANCOSPIATIVE SERVICES. Re: Elgin-St. Thomas Cycling Master Plan September 8th,. 2014 Please be advised that further to your delegation to Council on Monday, August 25, 2014 respec:ling the above noted matter, the oiowIng reL.pHoi ,'0,9, passed: THAT: The Council of the (-.Drporatioi.i c,ftlie Municipality of Centra! the Eiji!' Thomas Cycling N.lask,.:.r Plan as prc:::-;.:-.nted by Elgin-St. Thomas Public 1 !ealth ir princip and adopts Elgin St. Thomas Cvcling Ivtast e:. uron the County of Elgin's review preCeSS and ofikial adoption wil:h any heoessary, CARRiED. PLa:su el free to contact the municipal of should you have any questions regarding this rntIer. Yours truly, Diarinc Clerk c.c. CAC), c .Elgin 200 44015 [......t.NoguscAn Line 3-173 "re 51 9 -631 27 0 tYltnlint M iii <11eJltr;a1 gjn (,:jty o II,x1.1e;) Grri -rho alas. M I e CIRET rre IVIalaHde Tiovenslhip 1. ign September 12, 201 Mark McDonald, CAO and County Council County Administration Building 450 Sunset Drive St, Thomas, ON NR 5V1, Dear Mr. Graves: E622, Luz' c"r:p ,r7 2014 COUNIV OF ELGIN ( DGGGSTIVtrrvz VICES Subject: Approval of Kettle Creek Source Protection plan Kettle Creek Conservation Authority (KCCA) and the Municipality of Central' Elgin are pleased to announce that the Kettle Creek Source Protection Plan was approved by the Ministry of the Environment, on September 11, 2014, The Kettle Creek Source Protection Plan, establishes [policies to appropriately and effectively address significant drinking water threats to the Elgin Area Primary Water Supply Intake and the Belmont Wellhead Protection Area the only two municipal drinking water sources in the WO Irer5hed A range of approaches have been used to address the threats including outreach and education campaigns, updating of municipal documents and in certain instances prohibiting activities immediately within the Belmont Wellhead Protection Area or Intake Protection Zones in Port :Stanley. The plan takes effect on January 1, 2015, To ensure a smooth transition towards implementation, KCCA staff will be contacting county staff within the net few weeks should any action be required to bring your practices and procedures into compliance with the plan. A comprehensive public outreach and education campaign about the plan's implementation will also be launched in the coming months. The Kettle Creek Source Protection Plan and a Frequently Asked Questions document are available at W.,vvLsourcewater.co. Should you or your Council rnembers have any questions about the Plan and its implementation please do not hesitate to contact the undersigned or Lloyd Perrin, Director of Physical Services with the Municipality of Central Elgin at tpesrireceritralelgingrg or (519) 631-1860 ext. 277. 5ince„rely, Elizabeth Vani-lonoren General IVIanager 201 mos j 0 0 0 � V) Q) w D ,r) 4 1. •, 0 r 4 '-I C' U {ll CD T3 C7 — !E • w u CU a-1 i 9 a L r= S5 0 . 71 0 C 0 o 0 n lu r r.. ¢ 1) GI tin cu Ain fC: :111)0 ." CA r j r 4— l0 '2) 0 lU 7 N a� n) u n.) {. 73 r 0 sr cu m E C� t tt] N a 0, • .0 ckti �) v C9 0 to MEI 401,110" H a u I USE U Assist with projects or events. Circle the one(s) you wish to sponsor or make a donation of any amount to general operati g expense: Parlour Curtains One Week of Museum Heat $80 Fabric, lining', Supplies $25 yard One Week of Hydro $125 Family Harvest Party October 25 Pumpkins Food & Beverages Craft Supplies Wagon Rides Advertisin United Em Honorarium Food & Beverages Advertising $50 $50 $75 $100 $100 ire Loyalists with Arthur Pe $50 $25 $100 1850's Christmas Dinner Dece Turkey Vegetables Wine Baking Supplies One Year of Security $275 Donation of Any Amount $ November 13 ,er 6 $80 $50 $20/bottle $50 Home for the Holidays December 8-12 Craft Supplies for anda,y $25 Craft Supplies for Tuesday $40 Craft Supplies for Wednesday $40, Craft Supplies for Thursday $25, Craft Supplies for Friday $40 Advertising $100 Please make all cheques payable to the Tyrconnell Heritage Society and return to: Tyrronnell Heritage Society„ P.O. Box 26, 29424 Lakeview Line, Wallacetown, ON, NOL 2M0 IVE I Call into the office with your credit card information to make a donation, purchase tickets, orlmemberships, Nam Mailing Address:_. Phone: Emil If you do not currently have a membership to Tyrconnell Heritage Society, the organization that operates the Backus-Page House Museum, we encourage you to join today, Choose one of the following and include your name, address, phone and email above: Lifetime Individual Membership - $200.00 Annual Individual Membership - $25.00 Annual Family Membership - $30.00 Annual Organization Membership - $35,00 Annual Business Membership $50,00 204 FCM • ' . • **, • .0' .-`1.74-ff,,ISA t3rnrd 1 !r ir Si QC, rn 17. •:erdirrri you another update on the work my activities as Presildent, .And 1 'ii , it to start by teIicj you that Yrri fired up and !-cac•,,. rev i7.1p-;y - and hope yo' are too! aid I. ? VeI I .ie just wra-...iped up a very IFCM's Board Directors and co.--ItHc..t.-21.?.!.,, where we completed important ano Li the .ciroUndwork for our advocacy and ams over tile next few nionth,s, More than 120 people tor-7.1'K .-,art in car ric•Jirris Saguenay„ Quebec, and t: 1 a groal:, v be and energy ifl our discusslonS, Time z!ii-H1 iqij, w hs.lard ES0are,,1 and .committee members tokryj about the role of local goyerments in building strong hometowns within a ,stronr„ Canada,. loVe heard how Canada's cities, towns and villages are economic engines for job creation ,and infrastructure investment, And we Ilic.Hiro bow local governments are closely connected with VHF- mmunitias and able to make a real difference in pe.::,i)10-, TapTop of mind for us was Ft.-_1.1's cgy to showcase. leadership zw:cladvanc(.:- Ul'ie municipal $ector leading up to the 2015 federal eleaion. At. the centre of 205 1-reuam ruuaul Dft Iwnuer mvr, Factboai. qif Le. Bradley (BrE' d; Woodside. 1s Mayor of the Ct.?. of Fredericton, NB. Fie :Ad (AS lect€il prelz, dent or KIM In June Send me your thoughts PIeis, send TIC your cornments. 1 vvo..ilci love to hear from "w-QIJ, L:111E11; raF,I.dtrOkfluz.o, I 3- 2 41-5221 thi$ L.! 1.$ our national Cthirripions carnpain ,. which is key to an icil,sino suppari our hometowns and ,putting ocI Lkc top of the election agenda. We're Uring all municipal leaders — this means you! — to visit fcm.calhometown, sign up for the campaign and alert their council col'eagues and other Hometown Champions to ihe same, you've sigiled up, you 'will receive ncticcn and ilcu on cal::!,„ to heIrp our momentum up to elcctoii our Loard and cor-nria... members left Szlk-nay irked behind on for all of our 'federal politicD.' parties ,,,.. the solutions rece.::,Liary to move Canodi:7. forward start in our nornotown, we are ready to work together to 4nplernent them. I'm 1:;i1re that's a message that yQk.i can get on board with too .1. lc f IC ili it n, kr4 I have just returned from Likrairie, seeing first-hand ilu.RN FCM supports Local econo-rc clvdoprrient. lin spite or Li inStObilfty there., FiCiM is mziint::,ining its program activijet, and progress 115 being made, I welcomed this opportunIy to demonstrate how FCM Is committee to the program and' helping municipalitie,s in Ukraine get the economic boost they are seeking. 1,A1 ig 11,-.o"1: 111 you] Fall is a busy time for our di will. territorial rions, as many are hosting their annual Ofl Erigr:J:i, This means be busy too, as 1 will be ,Hs many of your conferences as possible. Next 1 be at the Union of EC Municipalities and Alberta Ass•i-1;11 ion ronventIons in Whistler E1MOnb)b. And at tne Corigi- 2014 of the FederatiOr ciL,,tibet.oise des municipal Let:, our Past President Claude yo'41 be attengr'ing or my behalf. Claude and 1 will tii it evfnts to meet rriunic-p,::11 leaders 'from ac.r.f.:...ss 111.2 tFi.. r.c,..lvin,reg and tHI on, IFIEH-J,r1Orl OE:v.1-1(1710 co."1-11aigb, 1.; yCl or C!,..„1icic., 1,„1.3 and int-oc.n.K.e y,oursell. iiVerr.:2 there to CObilUCE with you! 206 St. yr ivy C'ouununiiit.:.s., Sirolty Chi Sirong Cancida COME Fohr-Wify 11) .- 12 2015 SL.MaindlElc Communities f.,:criference h:'bruii y 25- 26, 2015 Bi.g Cit.,/ Mayors' rreetiog • 20 5 'ederzi Cudgel: FCM tweets I-CM iLrit hvirj legacy 5EFjUO1ZI v as llz II I. of tiee proqram. rsinmkini j 41Treetar1ada fALF/J2_U2a1I2,A2&111 rf...1 011 I1€, Septemil3er 5, 20.1.1 municipal in Ntilli's faring Canadian') 'Weir hornutiuNns. FCM iFCIi ionlino) 8, 2011 (AZ 10 RK111.-Ylia Mire 1,, piMince. by IJILLrl 01.1)14.y! ibniil out Chfli . IH:i1bECI.11 online) ;4[itoflh11(r F3, 7014 1111111111111111'1'1' fl• 0 00 Elgin County [PH' sc0oHl 450 Sunset Drive • rr""' 1111111 uAluNA /0,,T i:',!0:00, 110 J0, P,,■"0." g" ;0'0, d001 r",„,104 (.0":10H00J10 P41J.P00°. 0011!.01,'.8,17 September 15, 2014 ■ I ( „ St. Thomas N N R 5V1 1.C,i1,''2•11."': .0y, r„),0,,, '0, 0110'11 4,^0.11d4;J1111, '000;0 V 1,, ■4 ,11 Ik'L, 00 (j'11,1‹, /X I 041'lk .1,01j h0 ,L5 Dear Warden Dave Mermill, 2 201,4 II want to personally thank you for organizing, mobilizing, and passing a council resolution supporting FCIV1's nationwide Fixing Canada's Housing Crunch campaign. Your actions and the success of this campaign demonstrate that when municipalities across this country stand together, our voices do grow louder. When we first imagined this campaign, you, perhaps like me, wondered if we could connect the diverse experiences of cities and towns across Canada into one resounding message Now, as we reflect on the over 200 municipalities representing more than 70 percent the Canadian population that have passed council resolutions supporting the campaign, it is clear that we have achieved just that, We have shown that whether we make our home in a small-tiown harbour, a towering urban skyline, or the hills of a rural horizon, we are united in our belief that everyone benefits from a stable and secure housing system, Your organizing and leadership have raised the profile of housing as an issue of national concern. in addition to the over 200 resolutions passed, our message was amplified by an active social media campaign, community roundt ble discussions, nation-wide media coverage, and outreach to members of pariiament and by-election candidates, As our campaign comes to a close, we are preparing a report that summarizes what we heard in community housing roundtabies and resolutions passed across the country. look forward to sharing that report with you in the coming months. The Housing Crunch campaign taught us what a powerful message it sends when grassroots leaders across the country mobilize their communities. Your resolution joined the chorus of voices asking the government to take stock of the state of housing in Canada and to work with an orders of govenvnent to develop a long-term plan for the .future, 207 /2 - 2 - Locking forward, we want to build on this success and apply it to our advocacy work in the 2015 Federal Election This past month, at FCM's Annual Conference in Niagara Falls, we launched a national campaign QncQuragfrig all federal parties to recognize that a strong Canada begins with strong hometowns. To learn more about this exciting new campaign, you can visit fcm,cai hometowns and sign up to become a Hometown Champion. Thank you again for passing a council resolution and taking a leading role in fixing Canada's housing crunch. With your help we can continue to keep the concerns of our hometowns front and centre with all orders of government. Sincerely, te0-5FIF,4.,„„,,45,5,4dOr'." Brad Woodside Mayor, City of Fredericton FCM President GREEN LA September 2 2014 Ref 2013 11Financial. S-.1t ements 'oo?' COMMUNITY TRUST Support provided by 111 i fo'''''''..., T./..'1":::!' ?I'""(1[7:!! "....:' ''..V).:. 4 .•.:::.,,,,t$, 11 ,„..... ; .,..,„...,•„, ?,:.• „0, 04.4 • k.,,,,,.. ,,•:,„„ • •„,,,, , I:".' L. '0 —..,',.?■:, 41.1L.?:di' 'VIHRI41 ■:■.' 'Pj t.".44iViiN )10:0143 2014 ELGN, SRvv;:fiS Please find enclosed a copy of die financial siatemcni:s for the year ended December 31, 2013. Should you roqu ire any fnrthet in forin a t ion , please advise. S incere y, ) Michelei„,ant, 'Treasurer Green Lane Community Trust Fund End, 35663 Fingal° Line„ Fingal, ON NO'LlK0 Ph : 519-769-2010 Email: sI .:16v0 dOtw p.sputhwokton „ca GREEN LANE COMMUNITY TRUST FUND Financial Statements December 31, 2013 210 GREEN LANE COAT TUNITY TRUST FUND Financial Staten, ents For the Year Ended, December 31, 2013 Table a Contents 'PAGE Independent ,Auditors' Report Statement of Financial Position. Statement .of +Operations Statement of Chtinges n Iund Balances Statement of Cash 11.orws Notes to the .Financial Statements 211 2 3 4 5 GRAHAM SCOTT ENNS LLP CHARTERED PROEESSVONAL ACCOUNTANTS P. 519-633-0700 E 519-633-7009 P. 519473-9265 E 519-7719683 450 Sunset Drve, St 'Thomas, DI1 N5R 5V1 25 John Street South, ,Aylmer, ON N5112C1 www.grahamscottenasicorn orpENDENT..AvolT(i).1$" To the Directors of Green Lane Community Trust Fund: Report earn the 'Financial Statements We have audited the accompanying runania 1 statements of Green Lane Community Trust Fund, which comprise the statement of financial position as at December 31, 2013, and the statementS of operations., changes in fond balances, anti cash flows for the year then ended, and a summary of significant accounting policies and other explanatory in fOrmat ion, Management's .Responsibility for the FilkanCiat Statements .,iVtanagement 'is responsible for the preparation and fair presentation. of these financial statements in accordance with Canadian a.ccounting standards for not-for-profi t organizations and for sueh, internal control as management determines is necessary to enable :the preparation of financial Statements that are fCee from material in isstatement, whether due to fraud or error. Auditors" Responsibility Our responsibility is to express WI. opinion on. die.se 'financial statements based on our audit. We conducted mor audit in ,accordaace with Canadiaa generally accepted ;auditing standards. Those standards require that we comply with ethical requireincrits and pian and perform the audit to obtalit reasonable assurance whether the financial statements are 'free of :material misstatement.. An. audit involves perforating procedures to obtain audit evidence about the amounts and disclosures in the 'financial statements. Tim procedures selected depead on the auditors judgment, including the asse.ssment of the risks of material misstatement of the financial stateincliS, 'Whether due to fraud or error.. In making those risk. assessinents, the auditor considers internal eon Lru relevant to the entity's preparation and fair presentation of die financial. statements in order to design audit procedures that are appropriate in the circumstances, but not for the purpose. of expressing an opinion. on the effectiveness of the entity's ;internal control ...An atidit also inclu1e5 evaluating the appropriateness of accounting policies used and the reasonableness of accounting estimates made by management, ki is wdl as evablating the .overall presentation ol7 the 'financial statements. believe that the audit evidence 'wet. have obtained is sufficient and appropriate to providc a basis 'for our audit opinion. Opinion in our opinion, these financial statements present fairly, in all material respects, the financial position of Green Lane Communty r US t FIS II id as at Decein bet 31, 2013, and the results al its operations, and its cash flows for the year then ended in, accordance with Canadian accounting standards for not -for-profit organizallons. St, '1'homas, Ontario June 25,, 201.4 Scare E 14P CHARTERED 1 ROFESSIONAL ACCOUNTANTS, Licensed Public Accountants 212 GREEN LANE COMMUNITY TRUST FUN": Statement of Financial Position As at December 31, 2013 ASSETS CURRENT ASSETS Cash. Investments (Note 2) Accounts receivable TOTAL ASSETS .AND FUND BALANCES CURRENT LIABILITIES Accounts payable and accrued liabilities Current portion of long-tem debt (Note 3) LONG-TERM DEBT (NOTE 3) FUND BALANCES TaTAI, LIABILEFIES AND FUND BALANCES On Beht• ,f the Board D recto r 2013, 2012 1,885,835 1„207,422 1,025,663 1,016,206 248 089 269 6,52 5$7 2493.280 3.,U6 100,000 103,116 26 66 369,783 4 1 159 5 35,824 0 135,824 502,491 9 2 4( 3 280 See .aceonapanying notes to the financial statements. 2 213 GREEN LANE COMMUNITY TRUST FUND Statement of Operations For the Year Ended December 31 2013 1.VENUES Royalty fees Interest Unrealized toss on inveAntertts Realized loss on disposal of investments EXPENSES Public Liaison Committee Seaetnrial Other Administration - Township of S.outhwold Prof essional fees ]Insurance Don.ations - Members Fund (Note 4) Rood Authority 2013 2012 1,752,321 1,832,600 47,538 48,562 (10,746) (6,233) 633) (7.757) 1 779 480 1,867172 4,303 1,925 3,615 3,735 1,100 1,100 2,821 3,113 6,444 6,412 26,998 12,838 3b45 )2,782 78,$26 EXCESS OF REVENUES OVER EXPENSES 1,700,954 1,803,267 See accompanying notes to the naticia1 statements. 3 214 GREEN LANE COMMUNITY TRUST FUND Statement of Changes in Fund Balances For the Year Ended December 31„2013 alaritaNe and Muni Purposes Township of Total Total Sopthwold Other 2913 2(12 Balance, 'beginning of year 1,939$64 50,925 1,990,789 1,535,966 Excess ofrevenucs over expenses 1i360,763 340,191 1,700,954 ',1,803,267 Distributions made _1521,664) r377275J (901,939) (1 .34K,444) Ralance, end of year 2 77 i, 9.0, I341 2..7 9 8,04 Sc. accompanying notes to the financial statements. 4 215 1 )O GREEN 11A' 'I E COMMUNITY TRUST FUND Statement of Cash Flows For the Year Ended December 3112013 CASH FLOWS FROM 'OPERATING ACTIVITIES Excess of revenues over eXpellSes Adjustments for: Distributions made 2013 2012. s 1,700,9M 1,803,267 (9(.11,919) 1 4444) 799,111.S _4.5.4.823 Changes in non-cash 'wcfacingf capital Decrease (increase) in accounts receivable 21,562, Increase (decrease) in accounts payable and accrued liabilities (32,70) (11,145) Cash flows from operating activities CASH FLOWS FROM. INVESTING ACTIVITIES Proceeds on sitie of investments Purchase of investments Cash flows used in investing activities CASH 1711,0141/8 FROM ',FINANCING ACTIVITIES Decrease in long-tenn. debt Cash flows used in financing activities NET INCREASE IN CASH CA.SH., BEGINNING 01? YEAR CASII„ END OF YEAR 7 147() 69„404 83,11 557058 185000 190,00a ti_(_..1L/)4.5 (210„.3.(,9) 9 45 (20,362) (100.000) (1. 00.000) (100.000) (1(.0,000) 678,413 436,M9 8K5 835 Sc e accompanying notes to the III.nancial statenients. 5 216 L207,422 GREEN LANE COMMUNITY TRUST 111FUND Notes to the Fimancial Statements For the Year Ended December 31, 2013 NATURE OF THE ORGANIZATION The Green Lane Community Trust ,Fund, 'the Trust Fund", was ineotporated August 20, 1999, without share capital, under the laws of the Provine of Ontario, The Trust Fund operates in accordance with specific provisions of a host conununity agreement, dated April 2, 2(O7, between the Corporation of the Township of Southwold and the City of Toronto, owner of the C3reen Lane landfill site. The objects of the 'frust Fund inchtde the establishment and operation of a community CUM for the purpose of pmmoting and undertaking any project within the County of Elgin, including the City of St. Thomas, or the County of Middlesex, including the City of London,, of a benevolent and rnrnunity service nature, in the interest of the environment, or in the interest of the civic, social or moral welfare of the residents of the said Counties and Cities and such other complimentary purposes not inconsistent with the objects,. The Tnast Fund is exempt from tax under paragra,ph, 149(1)0 of the Income Tax Act., SUMMARY OF SIGNIFKANT ACCOUNTING POLICIES The financial statements have been prepared in accordance with Canadian accounting standards for no t-ter-prolit organizations and include the following significant accounting policies: Method ,of Accounting The organization follows the defor..... ractlino :if accounting for contributions, Fund Acc )urit in Tile accounts .are maintained in accordance with the principles of fund accounting„ Th.e annual surplus is allocated 80% to the Township of Srnithwold and 20' to other entities. I4invenue ReciLgnition The Trust Fund receives royalty payments from the City of Toronto, calculated as a percentage of gross landfill revenues as del:1110 in the host cotnalunity agre QM en t, Itit crest is recorded when earned, 6 217 GREEN LANE COMMUNITY TRUST FUND Notes to the Financial Statements For the Year Ended December 31, 2013, SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED) Accoutitin.. Estimates The preparation of these financial statemniS i.n aceordEMCC with Canadian accounting standards for not-for-profit organizations requires management to make estiinates and assumptions that atTeet the reported amount of assets and liabilities ,„ the disclosure of contingent assets and liabilities at the date of the financial statements, and thc reported amounts of revenues and expenses during the current period, These estimates arc ,reviewed periodically and adjustments arc made to income as appropriate in the year they 'become known. In particular, the Trust Fund uses estimates when accounting for certain items, tricluding: Revenues. ,Financial Instruments Measurement qffi1ancitx1 instruments It is tnanagemenfs opinion that the Trust Fund is not exposed to any significant interest, currency or credit risks arising from financial instniments. Lh Trust Fund initially measures its financiai assets and liabilities at fair value, except for certain nortarin's length transactions. The Trust Fund subsequently tileaSt„iires all its financial assets and financial liabilities at amortized . fir investments in equity instruments that are quoted in an active ,rurket, which are measured, at .1'a:it. value, C.hanges iii ftdr value are recognized directly in the Statement of ehortges in fund bal nc es When a decline. in fair value is determined to be other than temporary, the amount of We loss is recognized in the .statement of operations. Financial assets measured at amortized Cost include, cash and accounts receivable:, Financial ,liabilities measured at amortized cost include aewuras payable °aid .accrued 7 218 GREEN LANE COMMUNITY TRUST FUND Notes to the Financial Statements For the Year Ended December 31, 2013, SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED) impairmori Financial assets measured at cost are tel for impairment when there are :indicators of impairment. The amount of the write-down is recognized in net income,. The previously recognized impairment toss tray he reversed to the extent of the improvement, directly or by adjusting the allowance, account, 1-)rovi.ded it is no greater than the amount that 'would have been reported at the date of the reversal had the imp neat been ,. recognized previously, The amount of the reversal is recognized in excess of ,revenues, over expenditures for the year,. 77rangetetioli cost's' Trans,action costs, related to linancial itistrurnents measured at fair market value .are expensed as incurred.. 2. INVESTmENTs I)etalls of the Trust Fund investments are as tbdows,; 2013, S 2012 Cost Market Cost Market 'Value Value Cash and money rnarket. farids 13,266, 13,262 41,773 42,154 Federal and Provincial bonds 698,652 676,162 595,267 587,228 Canadian corporate bonds 334,ao 336.239 389,326 386.824 1M46,568 1,025,663 1 026 3C 6 1 0 ') 0 6 Interest rates on the honds range from 2,58% to 5:00% And have maturity dates extending to December 2018, 219 GREEN LANE COMMITNITY TRUST FUND Notes to the Financial Statements For the Year Ended December 31, 2013 3. LONG - TERM DEBT 2013 2012 Bank loan, repayable in monthly instalments of 366,(67 466,6,67 $8,333 principal, plus interest calculated, at 5,7794, due August 1, 2017 Less: current portion (100,000) (199,000) 266:667 .... 366,667 . By resolution of the '1130a.rd, of Directors dated June 19, 2007, the Trust Fund approved an advance of $1 million to the Township of Southwold, to assist with the construction n1 water system improvements, to be .financed by means of a. bank loan repayable over ten, years by the -Ernst ,Fund. Principal repayments of $100,000 are due in each of the years 2014 to 2016 and. $66,667 is due in 2017.. The bank loan bas been guar anteed by the Corporation of die Township of Southwo 4, DONATIONS - MEMBERS FUND 20113 2012 Members' sponsorships COMMITMENTS 26 998 _1;4_0 ,838 As of December 31, 2013, the Trust Fund has C DEIAM itted to $1,231,742 in grams and donations Barr payment in 2014., Commitments at December 31, 2012 were $818,234, 9 220 OPTIlif; 4 (II Office of the Warden October 6, 2014 Mr, Peter Hill, irector General, Spectrum Management Operations Branch Industry Canada, 300 dater Street (JETN, 15 h) Ottawa, Ontario [OA 0A5 EniaJI, sptii eIi urn,opte rtglISLIAQ,,p Dear Mr. RE; C nada Gazette, Part I, August 19, 2014, DGSO-003-1 Consultation on Policy Changes in the 3500 MHz Band (3475-3650 Hz) and Now Licensing Prop tss in Rural Areas Today the County of Elgin learned that Industry Canada has proposed changes effecting rural Internet service in the Consultation on Policy Changes in the 3500 MHz Band (3475- 3650 MHz) and a N w Licensing Process in Rural Areas, DGSO-003-14, dated August 19, 2014 (the "Consultation Paper), We are gravely concerned about this proposal. Elgin County is a member of the Rural Ontario Municipal Association (IOMA) which is the rural arm of the Association of Municipalities of Ontario (AMO). The association is an integral part of AMO and a number of its Executive Members serve on the AMO Board of Directors. Policy, research and advocacy activities are undertaken by ROMA through AMC. Matters which affect rural communities are brought to the attentbn of the provincial and federal governments, These comments are in response to the proposals in questions 1, 7 and 8 of the Consultation Paper. While we share the stated goal of ensuring the best possible high-speed Internet in Ontario's rural regions, the proposals in the Consultation Paper would not have that effect, The proposals, as drafted, take away spectrum in use today to provide Internet service to Ontanans outside of the big cities and gives it to telephone companies for future mobile phone use If that happens, hundreds of thousands of current residential and business customers in rural Canada will lose their existing high-speed Internet service, including Counity tqc 6 01,Y oUtiolinhokezakt Send aes 450 SktrOt Dive il Si 'Thorns, or IVA 5V1 PlIpone 51.9,6311.44f0 weW r nirdirl 111111111311PRIF 011 Jr /2 di/J nrid, Y la 1 f ' a„.aaaf 221 Mr. Peter Hill, Director General Spectrum Management Operations Branch - 2 - October 6, 2014 people in our area. Access to Internet is the :foundation of economic g‘riterprise in rural reas. This proposal is a step backwards for rural Ontarians and not in keening with the stated goal of increasing Internet access for Ontarians. The proposed reclassification of the licensed areas would designate vast rural areas as 'urban" areas. Once this reclassification happens, the proposal then calls for all the "urban" licenses to be taken away from rural Internet service providers (ISPs), even though the licenses are in use providing service to people today, and for that spectrum to be given to cellular phone companies for future use with smart phones that have not yet been developed. We do not Support any proposal that ignores the current needs af rural Ontarians by taking away ALL of the spectrum and giving it to celialar companies. The Consultation Paper states that the "Government of Canada is committed to ensuring that Ontarians benefit from the availability of advanced, competitively priced telecommunications services in ail regions of the country" and has a commitment 'to extend and enhance broadband Internet services in rural and northern communities in, order to rued the continued demand for fixed services in rural areas", However, the proposals in the Consultation Paper do not live up to those promises Any proposal that would see a ilarge number of rural Ontari ,ns being designated "urban" and having fixed wireless Internet service in their areas shut down does not benefit "all regions of the country". It sacrifices the current needs of rural communities, takes away the economic and social benefits ot the Internet from rural residents and undermines all the hard work that rural areas have done to ensure we connect rural residents to high quality Internet services. We urge the Minister of Industry and Industry Canada to reject the flawed proposals in the Consultation Paper and, at the very minimum, to do no harm -- please leave the licenses in place for spectrum that is in use today providing service to Ontarians and exempt the licensees that ars delivering high speed fixed wireless intern& services today from any requirement to depart from this spectrum Please do not take away Internet service from rural residents. Sincerely, David Marr, Warden cc: Anne Marie 0 Inn, Senior Vice President and Partner, FleishmanHill ernaiL a.nnemarie.quinnlleishmarcica 222 CLOSED MEETING AGENDA October 21, 2014 Staff Reports: 1) Manager of Information Technology — Municipal Act, Section 240.2 (d) labour relations or employee negotiations — 2) Manager of Information Technology IT Contract Resource — Municipal Act, Section 240.2 (d) labour relations or employee negotiations — IT Support Services