09 - July 26, 2016 County Council Agenda Package including Addendum
ORDERS OF THE DAY
FOR TUESDAY, July 26, 2016 9:00 A.M.
ORDER
1st Meeting Called to Order
2nd Adoption of Minutes June 14, 2016
3rd Disclosure of Pecuniary Interest and the General Nature Thereof
4th Presenting Petitions, Presentations and Delegations
DELEGATIONS:
9:00 a.m.
Tara McCaulley, Manager, Small Business Enterprise Centre with
Elgin/St. Thomas Small Business
Enterprise Centre. (attached)
9:10 a.m.
Ken White Jr. with comments (attached) on Proposed Amending
By-Law 16-17 (Being a By-Law to Amend By-Law 05-03 (Woodlands
Conservation By-Law) regarding tree removal on slopes.
9:20 a.m.
Kyle Cronk, President, Lake Erie North Shore Landowners Association
with comments (attached) on Proposed Amending By-Law 16-17 (tree
removal on slopes).
PRESENTATION:
11:00 a.m.
International Plowing Match Legacy Agricultural Scholarship recipients.
5th MotiC
6th Reports of Council, Outside Boards and Staff
7th Council Correspondence
1) Items for Consideration
2) Items for Information (Consent Agenda)
OTHER BUSINESS
8th
1) Statements/Inquiries by Members
2) Notice of Motion
3) Matters of Urgency
9th Closed Meeting Items
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 & Casual Dress Permitted
Deputy Warden for August Councillor Currie
NOTICE:
Deputy Warden for September Councillor Wolfe
July 27, 2016 (2:30 p.m.) Public Announcement at Terrace Lodge
re: Approval to Redevelop Terrace Lodge
August 14 17, 2016 2016 AMO Conference, Windsor, ON
September 8, 2016 (7:00 p.m.) Public Meeting at Malahide Community Place
re: Proposed Annexation between Township of
Malahide and Town of Aylmer
September 13, 2016 County Council Meeting (Annual Council Photo)
September 27, 2016 County Council Meeting
November 18, 2016 s Dinner Elgin International Club,
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West Elgin
DRAFT COUNTY COUNCIL MINUTES
Tuesday, June 14, 2016
The Elgin County Council met this day at the Administration Building at 9:00 a.m. with all
members present.
Warden Wiehle in the Chair.
ADOPTION OF MINUTES
Moved by Councillor Mennill
Seconded by Councillor Currie
THAT the minutes of the meeting held on May 10, 2016 be adopted.
- Carried.
DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF
None.
Moved by Councillor Martyn
Seconded by Councillor Ens
THAT we do now move into Committee Of The Whole Council.
- Carried.
REPORTS
Proposed Revisions to Elgin County Woodlands Conservation By-Law 05-03 Tree
Removal on Slopes, Municipality of Central Elgin Tree Commissioner/Weed Inspector
The Tree Commissioner/Weed Inspector presented the report recommending that Council
approve amendments to the Woodlands Conservation By-Law relating to tree removal on
slopes in Central Elgin.
Moved by Councillor Martyn
Seconded by Councillor Marr
THAT the draft amendment to Woodlands Conservation By-Law 05-03 be approved for public
review and written comment, with the review period being 30 days, after which time the Tree
Commissioner will report back to County Council; and,
THAT the draft amendment to Woodlands Conservation By-Law 05-03 be read a first and
second time.
- Carried.
Elgincentives Program Status General Manager of Economic Development
The general manager presented the report informing Council that due to the
overwhelming success, Elgincentives funds have been entirely allocated. The general
manager presented Council with several options to address this issue.
Moved by Councillor McWilliam
Seconded by Councillor Currie
THAT Table 3, Scenario 2, compressing the 10 year program to 6 years be approved for
immediate implementation; and,
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County Council 2 June 14, 2016
Table 3:
Year Amount
1 $ 100,000
2 $ 250,000
3 $ 200,000
4 $ 175,000
5 $ 150,000
6 $ 125,000
Total$1,000,000
THAT staff be directed to review the allocation criteria to increase where possible the positive
impacts of the program.
- Carried.
Pharmacy Services - Elgin County Homes Director of Homes and Seniors Services
The director presented the report recommending that Council extend a contract with
MediSystems Pharmacy and Medical Pharmacies until October 1, 2016.
Moved by Councillor Marr
Seconded by Councillor Jones
THAT the current contracts with MediSystem Pharmacy and Medical Pharmacies for pharmacy
services in the long-term care homes be extended to October 1, 2016; and,
THAT staff report back to Council in July with the recommendation to award a new five year
contract.
- Carried.
Approval to Award Tender - Phillmore Bridge Rehabilitation Deputy Director of
Engineering Services
The Director of Engineering Services presented the report requesting permission for
staff to award the tender for the Phillmore Bridge Rehabilitation in an effort to expedite the
project. The tender will be awarded in accordance with the Purchasing Policy.
Moved by Councillor Ens
Seconded by Councillor Martyn
THAT staff award the tender according to the Purchasing Policy and within budget
allocations for the Phillmore Bridge Rehabilitation project, Contract No 6290-16-01; and,
THAT staff report back to Council with the results at the next scheduled meeting.
- Carried.
Furnival Road Reduced Speed Zone Deputy Director of Engineering Services
The Director of Engineering Services presented the report recommending that Council approve
a speed limit reduction for a portion of Furnival Road at the intersection of Johnston Line.
Moved by Councillor Mennill
Seconded by Councillor Wolfe
THAT the Reduced Speed Zone By-Law (By-Law No. 15-32) be amended to include a 60km/h
reduced speed zone on a section on Furnival Road beginning 237m south of the south property
limits of Johnston Line and extending north along Furnival Road for 420m; and,
THAT the OPP and the Municipality of West Elgin be notified of the establishment of this
reduced speed zone.
- Carried.
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County Council 3 June 14, 2016
Administration Building Parking Lot ExpansionDeputy Director of Engineering Services
The Director of Engineering Services presented the report informing Council that the parking lot
at the County Administration Building will be expanded to serve as additional parking for tenants
and Provincial Offences court days.
Moved by Councillor Ens
Seconded by Councillor Martyn
THAT the report titled Building Parking Lot from the Deputy Director
of Engineering Services dated May 26, 2016 be received and filed.
- Carried.
Chatham Street Road SettlementDirector of Engineering Services
The director presented the report informing Council that there has been a road settlement on
Chatham Street that needs to be repaired and requesting approval to allocate $350,000 from
the anticipated 2016 Capital Budget surplus to conduct these repairs.
Moved by Councillor Marr
Seconded by Councillor Jones
THAT Council authorize allocating $350,000 from the anticipated 2016 Capital Budget surplus
to repair the road settlement on Chatham Street (County Road #39) in Port Burwell.
- Carried.
Project Screening Report - Proposed Edison Drive Bridge Replacement, Vienna
Director of Engineering Services
The director presented the report seeking authorization from Council to circulate the Project
Screening Report and to issue the Notice of Completion for the Edison Drive Bridge
replacement project.
Moved by Councillor Ens
Seconded by Councillor Mennill
THAT the report titled Screening Report - Proposed Edison Drive Bridge Replacement,
V from the Director of Engineering Services, dated June 2, 2016 be received and
authorized for circulation as part of the Class EA for the project; and,
THAT the Municipal Class EA Notice of Completion for the Proposed Edison Drive Bridge
Replacement, Vienna, dated June 14, 2016, is authorized to be issued and circulated; and,
THAT this report and attachments be circulated to the Municipality of Bayham.
- Carried.
Capping and Claw-backDirector of Financial Services
The director presented the report requesting that Council approve the recommended Capping
and Claw-back options for 2016.
Moved by Councillor Mennill
Seconded by Councillor Wolfe
THAT County tax policy set the annualized tax limit increase at 10%; the prior years current
value assessment (CVA) tax limit increase at 10%; the CVA threshold for protected (increasing)
properties at $500; the CVA threshold for clawed-back (decreasing) properties at $500; exclude
properties that were at CVA tax in the previous year from the capping and claw-back calculation
in the current year; and exclude properties that would move from being capped in the previous
year to be clawed back in the current year or from being clawed back in the previous year to be
capped in the current year as a result of the changes to the CVA tax; exit the multi-residential
capping program; and,
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County Council 4 June 14, 2016
THAT the necessary by-laws be adopted.
- Carried.
2016 April Budget PerformanceDirector ofFinancial Services
The director presented the budget comparison for the County with a favourable performance for
the month of April of $25,000.
Moved by Councillor Marr
Seconded by Councillor Currie
THAT the report titled April Budget Per from the Director of Financial Services
dated May 30, 2016 be received and filed.
- Carried.
Federal Funding Opportunity for Elgin County Museum FacilityDirector of Community
and Cultural Services
The director presented the report requesting Council endorse an application to the Canada
Cultural Spaces Fund to support a new Elgin County Museum Facility.
Moved by Councillor Mennill
Seconded by Councillor Currie
THAT Elgin County Council hereby endorses an application to the Canada Cultural Spaces
Fund to support a new facility of approximately 3,000 square feet for the Elgin County Museum
at a total capital project cost of no more than $1 million as part of the County of
celebrations of the 150th anniversary of Canadian Confederation in 2017; and,
THAT $500,000 of matching funds for this application, including costs related to further
engineering and design work, be drawn from existing funds in the ten year business
plan as outlined in this report and the anticipated capital surplus in 2016; and,
THAT anticipated operating costs for the new building of approximately $30,000 per year or
0.1% incremental levy impact be incorporated into the 2017 ten-year business plan;
and,
THAT staff report back to County Council with regular updates, seek formal approval of the
project if the funding application proceeds and provide operational details.
- Carried.
CORRESPONDENCE
Items for Consideration
1. Ralph Walton, Regional Clerk, Niagara Region seeking support for their resolution
requesting the Provincial and Federal Governments increase funding for research aimed
to enhance the testing for Lyme disease as well as support resolutions from:
a) Mayor Morley Forster, Township of Hornepayne
b) Mayor Doug Malanka, Township of Augusta
2. Mayor Andy Lennox, Township of Wellington North, seeking support for their resolution
urging the Ontario Government to ban all door-to-door sale or lease of HVAC equipment
water heaters, water filtration systems and other related home energy products and
services.
3. Upper Thames River Conservation Authority:
a) Murray Blackie, Striking Committee Chair, requesting Chatham-Kent, Elgin County and
Essex County consider nominating Brent Clutterbuck to represent the three
Municipalities on the Source Protection Committee until 2017.
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County Council 5 June 14, 2016
b) Debra Kirk, Source Protection Administrative Assistant, with recruitment information for
the Source Protection Committee Chair position which Bob Bedggood will finish, after
10 years, in August 2016.
4. Tammy Fowkes, Deputy Clerk, Town of Amherstburg, requesting support of the Town of
resolution to the Ontario Government to improve public safety by completing the
final phase of the Highway 3 Widening Project.
5. Mary Ellen Greb, Chief Administrative Officer, Township of South West Oxford, seeking
support for their resolution opposing the division of the OGRA and ROMA conferences.
6. Boundary Adjustment Elgin Innovation Centre Resolutions which give direction to proceed
with the restructuring process in order to incorporate the entire EIC property into the Town of
Aylmer municipal boundary from:
a) Nancie Irving, CMO, Town of Aylmer
b) Michelle Casavecchia-Somers, CAO, Township of Malahide
7. Scott Moffatt, Chair of the Agriculture and Rural Affairs Committee, City of Ottawa seeking
support for their resolution asking the Province of Ontario to make necessary changes to
grant municipalities a meaningful role in siting wind power projects.
8. Thames Valley District School Board Planning Department with Notice of Time Change re:
County of Elgin, Community Planning and Facility Collaboration Meetings.
9. Request from Township of Malahide to amend the Parking By-law to designate a
(Addendum Item)
area along Imperial Road in Port Bruce.
The following recommendation was adopted in regard to Correspondence Item #1:
Moved by Councillor Jones
Seconded by Councillor McWilliam
THAT the Corporation of the County of Elgin supports the resolution from the Niagara Region
requesting that the province increase funding for research aimed to enhance testing for Lyme
Disease.
- Carried.
The following recommendation was adopted in regard to Correspondence Item #2:
Moved by Councillor Marr
Seconded by Councillor Ens
THAT Correspondence Item #2 be received and filed.
- Carried.
The following recommendation was adopted in regard to Correspondence Item #3:
Moved by Councillor Mennill
Seconded by Councillor McWilliam
THAT the Corporation of the County of Elgin support the nomination of Brent Clutterbuck to
represent Chatham-Kent, Elgin County, and Essex County on the Source Protection Committee
until June 2017.
- Carried.
The following recommendation was adopted in regard to Correspondence Item #4:
Moved by Councillor Marr
Seconded by Councillor Mennill
THAT the Corporation of the County of Elgin support the resolution from the Town of Essex
requesting that the Ontario Government complete the Highway 3 widening project between
Essex and Leamington.
- Carried.
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County Council 6 June 14, 2016
The following recommendation was adopted in regard to Correspondence Item #5:
Moved by Councillor Mennill
Seconded by Councillor Jones
THAT the Corporation of the County of Elgin support the resolution from the Township of South
West Oxford opposing the division of the OGRA and ROMA conferences.
- Carried.
The following recommendation was adopted in regard to Correspondence Item #6:
Moved by Councillor Mennill
Seconded by Councillor Currie
THAT Elgin County Council endorse and approve the proposed boundary adjustment between
the Town of Aylmer and the Township of Malahide thereby incorporating the Elgin Innovation
Centre within the Town of Aylmer; and,
THAT the necessary By-Law be prepared for approval.
- Carried.
The following recommendation was adopted in regard to Correspondence Item #7:
Moved by Councillor McWilliam
Seconded by Councillor Jones
THAT the Corporation of the County of Elgin support the resolution from the City of Ottawa
asking the Province of Ontario to make the necessary legislative and/or regulatory changes to
provide municipalities with a substantive and meaningful role in siting wind power projects and
that the Support become a mandatory requirement in the IESO process.
- Carried.
The following recommendation was adopted in regard to Correspondence Item #8:
Moved by Councillor McWilliam
Seconded by Councillor Ens
th
THAT staff be directed to request that the meeting on the 29 of June with the Thames Valley
District School Board and the London District Catholic School Board include items that would
normally be discussed at the annual liaison meeting.
- Carried.
The following recommendation was adopted in regard to Correspondence Item #9:
Moved by Councillor Mennill
Seconded by Councillor Wolfe
THAT Elgin County Council approved a area along Imperial Road in Port Bruce,
adjacent to the proposed accessible entrance to Port Bruce Provincial Park.
- Carried.
Items for Information (Consent Agenda)
1. Sarah Paul, Director Environmental Approvals Access and Service Integration Branch,
responding to Elgin correspondence with concerns re: Environmental Compliance
Application Approval Timelines.
2. Grace McCartland, Chair, Board of Directors of The Arts & Cookery Bank thanking Council
for 2016 grant.
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County Council 7 June 14, 2016
3. Heather Jackson, Chair, Board of Health, Elgin St. Thomas Public Health responding to
the resolution from Elgin County re: the newly revised requisition of funds from Public
Health.
4. Supporting Resolutions for the Municipality of South resolution requesting the
Ontario Government reconsider the suspension of the integration of the Rural Economic
Development Programs into the Jobs and Prosperity Fund from;
a) Karen Constant, Administrative Assistant, Municipality of Calvin
b) Joanne Camire Laflamme, Clerk, Township of Russell
5. The Rev. Canon Nick Wells, Chaplain, Old St. Thomas Church inviting County Council to
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the annual Founders Civic Service on Sunday, July 3, 2016 at 3:00 p.m.
6. Maureen Beatty, Municipal Advisor, Ministry of Municipal Affairs and Housing announcing
Ministry of Municipal Affairs and Housing 2016 Ontario West Municipal Conference to be
held Friday, December 2, 2016 at the Best Western Lamplighter Inn, London, Ontario.
7. Petrusia Hontar, Project Coordinator, St. Thomas-Elgin Local Immigration Partnership
announcing Unite for Refugees Upcoming Fundraising Events.
8. Brenda Gibbons, Assistant, Municipality of Bayham with resolution supporting the
new terms for a boundary road agreement for County Road #55.
9. Jesse Eaton Russell, Policy and Program Project Leader, Department of Canadian Heritage
advising that our application to the Canada 150 Fund for the Elgin County 150 Community
Celebration Project has been denied.
10. MPACNEWS Assessment Update 2016.
11. AMO Communications with AMO Members Update re: Ontario Climate Change Action Plan.
12. Don MacLellan, CAMA President, Canadian Association of Municipal Administrators
congratulating Mark McDonald on twenty-five years of municipal service in a management
capacity.
Moved by Councillor Wolfe
Seconded by Councillor Currie
THAT Correspondence Items #1 12 be received and filed.
- Carried.
OTHER BUSINESS
Statements/Inquiries by Members
Councillor Jones informed Council that Southwold Township has been selected as an exhibit
feature for the Canadian Museum of History Canada 150 Celebration in 2017.
th
Councillor Marr announced that Port Stanley obtained a Blue Flag designation for the 7 year
in a row. He also congratulated West Port Glasgow for achieving this designation for the
first time.
Councillor Martyn spoke regarding the Shoreline Management Plan and the pressures being
put on conservation authorities to reject it. Councillor Martyn encouraged stakeholders to work
together to revise the plan so that it can be adopted. She suggested bringing the technical
advisory committee back together to see what changes could be made to the plan so that it
could be adopted.
Councillor Marr stated that the Shoreline Management Plan has not come back to Kettle Creek
Conservation Authority for reconsideration. He wanted to reiterate that all conservation
authorities were involved in the creation of this plan.
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County Council 8 June 14, 2016
The County Chief Administrative Officer suggested that the conservation authorities get
together to address the status of the Shoreline Management Plan since there remains a
divergence of opinions. Elgin County should be included as part of this process.
Notice of Motion
None.
Matters of Urgency
None.
Closed Meeting Item
None.
Motion to Adopt Recommendations of the Committee of the Whole
Moved by Councillor Marr
Seconded by Councillor Jones
THAT we do now adopt recommendations of the Committee Of The Whole.
- Carried.
BY-LAWS
Moved by Councillor Mennill
Seconded by Councillor Martyn
THAT By-Law No. 16--Law to Provide a Schedule of Services and Activities
Subject to Fees and Charges by the County of Elgin and to Repeal By-Law No. 15-09
a first, second and third time and finally passed.
- Carried.
Moved by Councillor Jones
Seconded by Councillor Currie
THAT By-Law No. 16--Law to Adopt Optional Tools for the Purposes of
Administering Limits for the Commercial, Industrial and Multi-residential Property Classes
read a first, second and third time and finally passed.
- Carried.
Moved by Councillor Marr
Seconded by Councillor Wolfe
THAT By-Law No. 16-16 -Law to Establish Revenue Neutral Claw-back Percentages
for Certain Property Classes
- Carried.
Moved by Councillor Marr
Seconded by Councillor Currie
THAT By-Law No. 16--Law to Amend By-Law 05-03 (Woodlands Conservation
By-Law)
- Carried.
Moved by Councillor Wolfe
Seconded by Councillor Mennill
THAT By-Law No. 16--Law to Confirm Proceedings of the Municipal Council of
third time and finally passed.
- Carried.
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County Council 9 June 14, 2016
ADJOURNMENT
Moved by Councillor McWilliam
Seconded by Councillor Wolfe
THAT we do now adjourn at 10:31 a.m. and meet again on July 26, 2016 at the County
Administration Building Council Chambers at 9:00 a.m.
- Carried.
Mark McDonald, Bernie Wiehle,
Chief Administrative Officer. Warden.
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17
REPORTS OF COUNCIL AND STAFF
July 26, 2016
Council Reports (ATTACHED)
Warden Bernie Wiehle International Plowing Match (IPM) Legacy Agricultural Scholarship -
2016 Winners
Warden Bernie Wiehle Options for Terrace Lodge
Councillors Grant Jones and Paul Ens
Councillor Cameron McWilliam Health Recruitment - Physicians for Elmdale Medical Centre
Staff Reports (ATTACHED)
Tree Commissioner/Weed Inspector Public Input on Proposed Revisions to Woodlands
Conservation By-Law Regarding Tree Removal on
Slopes
Library Coordinator Elgin County Library New Services
Director of Community and Cultural Services Lease Renewals to 2022 for Library Facilities
Director of Community and Cultural Services Video Surveillance Policy Adoption
Director of Homes and Seniors Services Pharmacy Services Elgin County Homes
Director of Homes and Seniors Services Consultation/Treatment - Physician Agreement -
Special Treatment
Director of Homes and Seniors Services Homes Administration Emergency Planning and
Preparedness Policies New and Revised - 2016
Director of Homes and Seniors Services Homes Nursing Policy and Procedure Manual
Review and Revisions Section A M
Deputy Director of Engineering Services Award of Tender Phillmore Bridge Rehabilitation
Director of Engineering Services Approval to Award Tender Edison Drive Bridge
Replacement
Director of Engineering Services Natural Gas Leak Policy
Manager of Planning Final Approval Plan of Subdivision, Robin Ridge Estates Ltd. (Phase 3)
File No. 34T-04002
Manager of Planning Notice of Final Approval Plan of Subdivision, Country View Estates
(Phase 2) File No. 34T-BA1501
Manager of Planning Planning Activities Report
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REPORT TO COUNTY COUNCIL
FROM: Warden Bernie Wiehle
Mr. Duncan McPhail, 2010 IPM Committee Chair
Brian Masschaele, Director of Community and Cultural Services
DATE: June 30, 2016
SUBJECT: International Plowing Match (IPM) Legacy Agricultural Scholarship - 2016
Winners
INTRODUCTION:
In 2011, County Council approved the allocation of $50,000 to be distributed over ten
This report informs Council of the 2016 recipients which marks the fifth year of the
program. It also recommends a change to the annual application deadline from May
thst
15 to June 1 of each year going forward.
DISCUSSION:
The IPM Legacy Agricultural Scholarship Committee, consisting of the Warden,
Chairman of the 2010 IPM Executive Committee and Director of Community and
Cultural Services, recently adjudicated 2016 scholarship applications and are pleased
to announce that t:
Male: Mr. Aaron Beunen, St. Thomas
Female: Ms. Jodie Aldred, West Elgin
Ms. Amy Reymer, Malahide
The adjudication committee is extremely pleased to recognize these deserving winners
for their volunteer service, academic achievement, involvement in agriculture and plans
for the future. Mr. Beunen is pursuing a Bachelor of Science in Agriculture (majoring in
crop sciences) from the University of Guelph. His essay focused on sustainable and
environmentally-friendly farming practices, particularly for erosion control. Ms. Aldred is
pursuing a Diploma in Agriculture from the University of Guelph, Ridgetown College.
Her essay focused on challenges youth face entering into agriculture, including financing,
and ideas on how this can be overcome. Ms. Reymer is pursuing a Bachelor of Science
in Agriculture from the University of Guelph. Her essay focused on raising awareness
about the importance of agriculture and better ways to engage youth in agricultural
issues.
The scholarship program is now at its half-way mark. Application patterns in the first
five years indicate that the annual deadline should be adjusted slightly to better
accommodate students who are returning home for the summer in order to give them
more time to complete the application. As a result, staff recommend that the annual
thst
deadline be moved from May 15 to June 1. This will still leave ample time to award
the scholarships during the summer prior to returning to school.
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CONCLUSION:
Mr. Beunen will be awarded $2,500 as the top male applicant. The committee felt that
Ms. Aldred and Ms. Reymer were equally deserving of the scholarship and, as a result,
they will each be awarded $1,250. The 2016 winners will serve as excellent ambassadors
on behalf of the County as they pursue their respective programs in agriculture. The
adjudication committee would also like to acknowledge the excellent supporting work of
the Marketing & Communications Coordinator in collating and distributing applications
according to the terms of the scholarship criteria.
RECOMMENDATIONS:
THAT the Warden, County Council and 2010 IPM Executive Committee hereby
acknowledge and congratulate Mr. Aaron Beunen of the City of St. Thomas ($2,500),
Ms. Jodie Aldred of the Municipality of West Elgin ($1,250) and Ms. Amy Reymer of the
Township of Malahide ($1,250) as the 2016 winners of the International Plowing Match
Legacy Agricultural Scholarship; and,
th
THAT the annual deadline for future scholarship applications be adjusted from May 15
st
to June 1.
All of which is Respectfully Submitted Approved for Submission
Bernie Wiehle Mark G. McDonald
Warden Chief Administrative Officer
Duncan McPhail
2010 IPM Committee Chair
Brian Masschaele
Director of Community and Cultural Services
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REPORT TO COUNTY COUNCIL
FROM: Warden Bernie Wiehle, Chairman Terrace Lodge Redevelopment
Building Committee
DATE: June 30, 2016
SUBJECT: Options for Terrace Lodge
INTRODUCTION:
With the approval of funding from the Ministry of Health and Long-Term Care (MOHLTC)
for the redevelopment of Terrace Lodge (TL), the Building Committee is recommending
discussions commence concerning the planning for the current building.
DISCUSSION:
At the June 29, 2016 Building Committee meeting, it was discussed that Council may
wish to begin to explore options for the current TL. To minimize the potential cost of
maintaining a vacant building, i.e. utilities, insurance, security, etc., planning in advance
of TLs vacancy may be prudent.
According to By-Law No. 07-
Upon declaration of the present TL as surplus, Council may then wish to advertise for an
expression of interest to either entertain interested offers to lease the building or to sell it
outright. In keeping with the by-law a valuation of the current TL should be conducted and
once its value is determined, then Council may consider exploring the market for potential
stakeholders to either purchase or to establish a partnership. Possible opportunities
include the sale, lease/rent or partnership for affordable supportive housing for seniors,
assisted living apartments, life lease units etc., all of which would fit well into a continuum
of care concept.
If Council decides to declare TL surplus, then the following are some of the initial steps
required under By-Law No. 07-30:
1. Obtain approval from any other agencies, i.e. Ministry of Health and Long-Term
Care, (waiting for MOH response and will provide information once received);
2. Land survey; and,
3. Confidential appraisal.
After a survey and appraisal are complete, an Expression of Interest for the sale, lease
or partnership opportunities for the existing TL could be advertised if
direction. A review of proposals and options could then be reported back to Council in
due course.
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CONCLUSION:
With the approval being received for the redevelopment of Terrace Lodge from the
Ministry of Health, Council may wish to consider exploring options for the existing home
soon. A delay in seeking to dispose of or repurpose TL may prove to be an additional
financial burden on the County once the new home is open for occupancy.
RECOMMENDATIONS:
THAT Council declare Terrace Lodge as surplus to its needs; and,
THAT staff commence obtaining a Land Survey and Appraisal of Terrace Lodge; and,
THAT an Expression of Interest for a partnership or lease arrangement to repurpose
Terrace Lodge be advertised by December 1, 2016; and,
THAT the Building Committee reports the result of these actions back to Council in a
timely fashion.
All of which is Respectfully Submitted Approved for Submission
Terrace Lodge Re-Development Mark G. McDonald
Building Committee Chief Administrative Officer
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REPORT TO COUNTY COUNCIL
FROM: Councillor Grant Jones and Councillor Paul Ens
DATE: July 7, 2016
SUBJECT: Dinner
INTRODUCTION:
It is the policy of Council to arrange annual recognition to honour the outgoing warden
for his/her year of service with the Social/Entertainment Committee planning the program.
The gathering includes County Council, Senior Staff, Past Wardens and Spouses, the
local M.P., M.P.P., the Mayor of St. Thomas, the County Solicitor, the County Auditor,
and the Ward.).
DISCUSSION:
has been set for Friday, November 18, 2016 at the
International Club in West Elgin, with the social hour beginning at 5:30 p.m. followed by
dinner and program at 6:30 p.m.
The Social/Entertainment Committee has assigned a number of duties to Councillors for
the event:
Chairpersons/Co-emcees Councillors Jones and Ens; Grace Councillor Martyn;
Recognition of Past Wardens and Spouses Councillor Currie; Moment of Silence for
Past Wardens Councillor Wolfe; Remarks to Warden - Councillors Jones and Ens;
Presentation of gift to Warden Bernie Wiehle - Past Warden Paul Ens and Mary Lee Ens.
Dress for the Waouncil uniform.
RECOMMENDATION:
Dinnerfrom Councillors Jones and Ens,
dated July 7, 2016 be received and filed.
All of which is Respectfully Submitted Approved for Submission
Councillor Grant Jones Mark G. McDonald
Councillor Paul Ens Chief Administrative Officer
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PROGRAM
Welcome and Introduction of Warden, County Council, and Special Guests
Chairpersons/Co-emcees Councillors Grant Jones and Paul Ens
Councillor Sally Martyn
Grace
DINNER
Councillor Greg Currie
Recognition of Past Wardens and Spouses in Attendance
Councillor Mike Wolfe
Moment of Silence to Honour Past Wardens
Councillors Grant Jones & Paul Ens
Remarks:
Past Warden Paul Ens and Mary Lee Ens to
Gift:
Warden Bernie Wiehle
Warden Bernie Wiehle
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REPORT TO COUNTY COUNCIL
FROM: Councillor Cameron McWilliam, Chair, Health Recruitment Partnership Cte.
DATE: July 21, 2016
SUBJECT: Health Recruitment - Physicians for Elmdale Medical Centre
INTRODUCTION:
As council is aware from a recent announcement, Dr. Derek Haruta is developing a new
Medical Centre on the former Elmdale School site in St. Thomas. The Health Recruitment
Partnership has been assisting Dr. Haruta in this matter and has authorized funds for
equipment for up to six new physicians. This report provides an update of these recruitment
efforts.
DISCUSSION:
Council is aware that the City of St. Thomas administers the funds under the recruitment
program and signs agreements on behalf of the funding partners. In the attached report
to City Council, the specifics of the most recent agreements, including funding obligations,
are noted.
County and City on a yearly basis and any and all commitments are within the approved
budget allocations.
In essence, six new physicians will be accepting patients at the Elmdale Medical Centre in
the very near future. This is a significant increase in service to all of our communities and
demonstrates the benefits of working together.
CONCLUSION:
The Health Recruitment Partnership is pleased to report the addition of six new physicians to
the area.
RECOMMENDATION:
THAT the report titled Health Recruitment - Physicians for Elmdale Medical Centre, dated
July 21, 2016 be received and filed.
All of which is Respectfully Submitted Approved for Submission
Councillor Cameron McWilliam, Mark G. McDonald
Chair, Health Recruitment Partnership Cte. Chief Administrative Officer
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REPORT TO COUNTY COUNCIL
FROM: Laura Molnar, Library Coordinator
DATE: July 14, 2016
SUBJECT: Elgin County Library New Services
INTRODUCTION:
The Elgin County Library is launching new services that will be of great benefit to library
patrons. This report informs Council about these services.
DISCUSSION:
The following is an overview of new services being introduced by the library in 2016:
Program & Game Kits
In March 2016, the library introduced 17 program kits and 13 game kits to library users.
Available for in-branch use only, the program and game kits encourage Elgin residents
of any age to tinker, play, create, and inspire. These kits allow for passive STEAM
(Science, Technology, Engineering, Arts & Math) building skills in a constructive
environment. Library users are encouraged to place holds on the kits, and the kits are
available to travel between all library branches.
Online Program Calendar
T integrated library software (Sierra) includes an online program
calendar that allows library users to register for and easily manage their program
attendance online. In addition, staff members are able to view online registrations and
make modifications as required. While the library is pleased to offer this new online
feature, library staff will continue to provide direct customer service in-branch for library
users who prefer to register for programs in-person or over the phone.
Library User Guide
An updated user guide will be available throughout library branches by mid-summer
2016. The guide will provide an overview of services the library has to offer and a basic
introduction for managing a personal library account through the online catalogue.
These user guides have always been well received by patrons and play an important
role in welcoming new library users to the library.
Movie Licenses
At long-last, the library has secured favourable and sustainable pricing for licencing to
show box-office quality movies in seven of the ten branches. The library will now be
able to screen popular movies held by the library free of charge at these seven locations
which is sure to be very well received by patrons of all ages. This will afford numerous
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programming opportunities while raising further awareness about the diversity of
materials available free of charge in the system. The seven branches are as follows:
Straffordville, Springfield, Belmont, Port Stanley, Dutton, West Lorne and Rodney.
Consideration will be given to adding the remaining branches of Port Burwell, Aylmer
and Shedden as sufficient space becomes available and as part of future budget
planning.
MyLibrary! App
Elgin County Library launched a new mobile application (or app) for Apple devices in
July 2016. In a future update, the app will be available for Android devices. The app is
called MyLibrary! and is free to download, thereby connecting library users to library
resources on the go. The app includes four primary features:
Scan Book:
This feature permits patrons to scan
cover to see if it is available for loan from the library and the formats available.
Search Catalog:
This will link a library user to the mobile version of the library
catalogue. The user will see item availability information, and will be able to place
holds on items with the touch of a button.
My Account:
This allows the user to see his/her account information, including
current checkouts, holds, fines owed, and basic profile information.
Social Media:
This provides direct a
Twitter, and Instagram webpages. In addition, the home page of the app has a
real-
eCommerce
By the end of 2016, the library will offer the ability to pay library fees online through a
PayPal account, in addition to paying cash in branches. It is estimated that this process
will begin in early fall.
CONCLUSION:
The Elgin County Library is pleased to launch new services and products as outlined in
this report for the benefit of library patrons.
RECOMMENDATION:
THAT New Servicesfrom the Library
Coordinator dated July 14, 2016 be received and filed.
All of which is Respectfully Submitted Approved for Submission
Laura Molnar Mark G. McDonald
Library Coordinator Chief Administrative Officer
Brian Masschaele
Director of Community and Cultural Services
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REPORT TO COUNTY COUNCIL
FROM: Brian Masschaele, Director of Community and Cultural Services
DATE: June 24, 2016
SUBJECT: Lease Renewals to 2022 for Library Facilities
INTRODUCTION:
Facility leases for seven of the ten branches of the Elgin County Library expire on
st
December 31, 2016, with the option to renew for a further term subject to written notice
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being provided by the County by September 30, 2016. This report recommends that
such notice be given to extend the leases.
DISCUSSION:
Leases for seven of the Elgin County L
under the terms of a standardized lease agreement that was adopted by County Council
in 2007. Normally, the renewal period is for a five-year term but staff have noticed a
discrepancy in Section 2.2.2 of the original lease agreement which reads as follows:
other covenants, obligations, and provisions as hereinafter set forth, the Municipality
shall grant to Elgin a renewal of lease of the demised premises and associated areas of
for a further five (5) year period commencing on January 1st, 2017
use and access
and ending December 31st, 2022
, provided that the said renewal of lease shall only
be granted if Elgin shall have delivered a written request to grant such renewal of lease
to the Municipality on or before September 30, 2016, and provided further that the terms
and conditions of such renewal of lease shall be the same terms and conditions are
hereinafter set forth save and except with respect to this right of renewal of lease and as
The dates above encompass six years despite the reference to a five-year term. Given
that this is the last renewal period contemplated in the original agreement, staff
st
recommend extending this final renewal period to December 31, 2022 rather than a
five-year term. Council will recall that a revised lease for Belmont Library was executed
with the Municipality of Central Elgin in 2016 as a result of recent renovations at that
st
location and its term was approved to end on December 31, 2022 for this reason.
Extending the other seven leases to this date will ensure consistency.
Of the seven branches being renewed at this time, six al
municipalities and the seventh is owned by the Port Stanley Festival Theatre. The
standardized agreement establishes clear roles and responsibilities of each party and
pays to the building owner a base rate of $12 per square foot indexed to inflation on an
annual basis. For these seven locations, the actual lease payment averages $14.38 per
square foot in 2016. Aylmer and Shedden branches are governed under separate lease
arrangements and, therefore, are not covered under the scope of this report.
62
CONCLUSION:
with municipal partners and the Port
Stanley Festival Theatre for library facilities continue to serve all parties well. In fact,
most library facilities have been extensively renovated since the agreements were first
established in 2007, demonstrating that lease payments from the County are being
used to ensure that these facilities remain modern, dynamic and accessible spaces in
the community. This is the final renewal period contemplated under the original
agreements. During the course of this final term, they will be further analyzed to
determine if further updates and new provisions are required to serve the library system
and its partners in 2023 and beyond.
RECOMMENDATION:
THAT a written request be issued by the Elgin County Library to Municipalities and the
st
Port Stanley Festival Theatre to extend library facility leases for a term of January 1,
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2017 to December 31, 2022 at the following locations: Straffordville, Port Burwell,
Springfield, Port Stanley, Dutton, Rodney and West Lorne.
All of which is Respectfully Submitted Approved for Submission
Brian Masschaele Mark G. McDonald
Director of Community and Cultural Services Chief Administrative Officer
63
REPORT TO COUNTY COUNCIL
FROM: Brian Masschaele, Director of Community and Cultural Services
DATE: July 11, 2016
SUBJECT: Video Surveillance Policy Adoption
INTRODUCTION:
Recently, the County installed video surveillance systems at the Elgin County
Administration Building and in the three long-term care homes. This report
recommends to Council the adoption of a policy regarding roles and responsibilities for
usage of these systems and how information obtained is to be managed in accordance
with guidelines issued by the Information and Privacy Commissioner of Ontario (IPC).
DISCUSSION:
The County has installed video surveillance systems at the Elgin County Administration
Building and the three long-term care homes to promote safety and security of residents
as well as to protect County assets and property. Given that information generated from
these systems can at times be considered personal information, it is important that the
County have a policy in place to govern their usage under the terms of the Municipal
Freedom of Information and Protection of Privacy Act and other relevant legislation. IPC
guidelines recommend that public-sector institutions define, document and put in place
reasonable measures to safeguard video surveillance footage
custody or control, as well as provisions for accessing such footage.
usage of video surveillance systems in any premise owned or leased by the County,
including the administration building and long-term care homes. Such technology may
also be employed in the future in premises such as library branches and the museum.
The policy establishes how information will be managed and retained, as well as
circumstances regarding when such information may be disclosed. Key provisions of
the policy include the following:
Only authorized staff should have visible access to display monitors;
Cameras should not be installed where there is a reasonable expectation of
privacy such as washrooms, change rooms, staff lunch rooms and residential
areas;
Signage must be prominently posted to provide reasonable and adequate
warning to staff, residents and the public that such systems are being employed
and where further information about their usage may be obtained;
The procedure and circumstances under which information relating to incidents
and accidents may be released, including to law enforcement;
Retention periods for the information generated.
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CONCLUSION:
The County of Elgin employs video surveillance systems to promote safety and security
of residents and the general public, as we
IPC guidelines recommend that a policy be established to govern usage of such systems
and how information will be managed. This report establishes such a policy in keeping
-going commitment to transparency.
RECOMMENDATION:
THAT the titled e
that
are owned or leased by the County of Elgin.
All of which is Respectfully Submitted Approved for Submission
Brian Masschaele Mark G. McDonald
Director of Community and Cultural Services Chief Administrative Officer
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County of Elgin Video Surveillance Policy
Purpose Statement
This policy governs the use of video surveillance systems at all facilities owned or
leased by the County of Elgin to ensure that these systems are used only to promote
assets and property in accordance with the provisions of relevant legislation, particularly
the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).
Video Surveillance Program Roles and Responsibilities
1. The department director or designate responsible for a facility or property, in
consultation with staff and/or departments as hereby designated, shall be responsible
for:
Determining and documenting the reason for implementation of a video
surveillance system, ensuring that the need is justified on the basis of verifiable
reports of incidents of crime, significant safety concerns, or for crime prevention;
Ensuring that cameras are not installed in areas where the public and employees
have a reasonable expectation of privacy such as washrooms, change rooms,
staff lunch rooms and residential areas;
Appointing and designating authority to staff who shall be authorized to access
the video surveillance system and information obtained through video monitoring
in accordance with the provisions of relevant legislation, particularly MFIPPA,
and established policies and procedures. It is understood that such authority
shall be granted on a limited basis and only to staff with strategic responsibility
for the safety and security of County facilities, residents or the general public;
Ensuring that monitors are kept in a secure location not visible to the public;
with the system and reporting any breaches in a timely manner.
2. The Department of Engineering Services and/or the Department of Information
Technology shall be responsible for:
Assessing equipment requirements and making necessary arrangements for
purchase and installation;
Maintaining an inventory of all video surveillance locations and equipment for
public inspection;
Determining suitable location(s) for mandatory public notice signage, ensuring
that the public has reasonable and adequate warning that surveillance is or may
be in operation before entering any area that is within the video surveillance
viewing area. Such signage should also state where further information about
usage of these systems may be obtained;
Installation, maintenance and secure storage of associated technology, including
storage drive systems;
Application of software, image capture systems and redaction technology to
facilitate release of surveillance
designated privacy officer;
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Performing regular audits to ensure that storage systems are performing as
required and maintaining an audit trail to ensure that there has not been
unauthorized access to information stored on these systems;
Facilitating the destruction of surveillance information according to the terms of
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for:
Ensuring that the reasons for using video surveillance systems are consistent
with relevant legislation, particularly MFIPPA, and the Information and Privacy
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;
Identifying potential privacy risks;
Assisting staff to identify appropriate locations for equipment and signage;
Approving all requests to access information obtained through video monitoring,
unless otherwise specified;
Ensuring that retention requirements are met as established under the County of
Access to Video Surveillance Footage
Circumstances which warrant viewing the information obtained through video monitoring
are limited to incident and accident reports that occur at facilities leased or owned by
the County of Elgin, requests from a law enforcement agency and MFIPPA requests.
The following considerations shall apply with regards to access:
Access is strictly limited to the department director and staff authorized by the
department director or designate responsible for the facility or property where the
system is located. Surveillance information may only be copied and released
under the circumstances referenced above;
Requests for access to video surveillance information shall proceed under the
Access to Information and Privacy Policy;
In emergency situations, including when a police investigation is underway,
staff,
with reasonable notice of the circumstances of such notice provided to the
Records Retention
Surveillance images that have not been accessed for any purpose shall be
automatically erased by the system according to retention periods established
schedule, with retention generally to be 30 days or less;
Surveillance images documenting incidents, accidents and investigations in
County facilities that may or may not be part of an access request shall be
and retention schedule and according to IPC guidelines.
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Information and Privacy Commissioner of Ontario, , October
Guidelines for the Use of Video Surveillance
2015.
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REPORT TO COUNTY COUNCIL
FROM: Rhonda Duffy, Director of Homes and Seniors Services
Michele Harris, Administrator Bobier Villa and Elgin Manor
Mike Hoogstra, Purchasing Coordinator
DATE: July 11, 2016
SUBJECT: Pharmacy Services Elgin County Homes
INTRODUCTION:
The pharmacy services
Pharmacy and Medical Pharmacies expired on July 15, 2016. Council approved at the
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June 14 meeting to extend the current contracts to October 1, 2016 to allow for the
transition to happen outside of the summer months. This report details the steps taken
with a recommendation to award a new five (5) year contract.
DISCUSSION:
A Request for Proposal for Pharmacy Services for Elgin County Homes was issued in
March 2016 and closed at the beginning of April 2016. A total of eleven (11) proposals
were received. An evaluation committee consisting of the 3 Managers of Resident Care,
the Director of Homes and Senior Services and the Administrator of Bobier Villa and Elgin
Manor was created to review the eleven proposals.
The committee members individually scored each proposal based on the following criteria
that were listed in the RFP:
Understanding of the services to be provided, compliance, comprehensiveness,
quality of service and completeness of the Proposal;
Implementation / Training Plan;
Experiential base and skills in Long-Term Care, history and commitment to innovation;
anticipate emerging long term care needs;
Service and product delivery; and,
References indicating previous experience.
The committee met as a group with the Purchasing Coordinator on April 29 and May 3 to
complete the scoring. From the initial scoring results, a shortlist of six (6) Pharmacies was
developed. The six Pharmacies were invited to meet with the committee on May 16 and
17 and were asked to present on the following:
Implementation plan and associated costs;
Provide a walk through of the ordering process to the reordering process and the
use of technology;
Prove that the delivery times requested and required are attainable;
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Validate the value added services/incentives (are the incentives based on the
contract being awarded for all 3 homes); and,
Validate any time savings or labour efficiencies.
After the presentations were completed, the evaluation committee scored each
presentation based on the following criteria which was listed in the RFP:
Overall Presentation
Response to Questions
The scores from the initial stage and interview stage were combined. Reference checks
were then conducted and a preferred pharmacy was identified. Staff is recommending
that SmartMeds Pharmacy, the highest scoring firm be selected.
Some of the anticipated benefits to staff and residents from SmartMeds pharmacy
services include:
Improved electronic medication administration system with a 5 point check system
including reminder bags for non-packaged medications; electronic drug record book;
;
Time savers for registered staff replacement packs; auto refill; strip packaging
features (line, alert medications, hazard stickers, auxiliary labels); pre-packaged
individual lactulose and Colace medications versus large bottles for each resident;
pharmacy enters all orders;
Superior technology and communication system for medication ordering and
- no
docking), digital forms, electronic doctors book and electronic three month review;
Bar coding capabilities to automatically reorder medications, and to check, dispense
and receive medications;
32 hours per home, per month, on site pharmacy team support (including rounds) plus
required audits;
management (e.g. restraints, medication pass, drug utilization and interaction,
medication incident, etc.);
Online portal education for nursing staff;
; and,
Dispensing fees waived for uncovered medications and uncovered OTC
medications/vitamins; no charge for vitamin D; copay fees waived.
CONCLUSION:
SmartMeds offers a progressive service which promises innovation, guarantees integrated
quality improvement activities within each home and process improvements focusing on
improved job satisfaction and quality of work life for Registered Staff. The value added
services provide a significant opportunity to the homes to contain staffing costs resulting
from the implementation of a new pharmacy as well as increased opportunity for education.
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RECOMMENDATIONS:
THAT SmartMeds Pharmacy Inc. be selected for the provision of Pharmacy Services at
Bobier Villa, Elgin Manor and Terrace Lodge commencing October 1, 2016 through to
September 30, 2021; and,
THAT the County at its discretion extend the contract for an additional two (2) years, upon
mutual agreement between both parties; and,
THAT the Warden and Chief Administrative Officer be authorized to sign the contract.
All of which is Respectfully Submitted, Approved for Submission,
Rhonda Duffy Mark G. McDonald
Director of Homes and Seniors Services Chief Administrative Officer
Michele Harris
Administrator Bobier Villa and Elgin Manor
Mike Hoogstra
Purchasing Coordinator
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REPORT TO COUNTY COUNCIL
FROM: Rhonda Duffy, Director of Homes and Seniors Services
DATE: July 18, 2016
SUBJECT: Consultation/Treatment Physician Agreement Special Privilege
INTRODUCTION:
The Elgin County Homes Medical Directors have requested that privileges be granted to
physicians in order to perform specialized consultation and treatment to residents in the
Homes.
DISCUSSION:
The Homes Medical Directors would like to refer residents to a specialist who will
provide Botox Botulinum Toxin Type A treatments in the Home. The Botox injections
are used to treat Focal Spasticity in residents suffering from involuntary muscle
contractions due to various diseases and medical conditions such as Parkinsons,
stroke, Muscular Dystrophy, etc. There have been proven positive results from the
Botox treatments and the Medical Directors would like to refer residents to receive
treatment in the Home. Receiving a treatment in the Home is a benefit to the residents
as it is convenient and avoids unnecessary and often times excessive costs of
transportation.
To ensure the Homes meet requirements as outlined in the Long-Term Care Homes
Act, 2007 and mitigate risk to the County, an agreement should be signed with all
physicians who offer specialized consultation and treatment. The current attending
physician agreement for the Homes has been modified by the County Solicitor to
properly reflect the requirements of the Specialized Physician and the expectations of
the County.
CONCLUSION:
The Homes Medical Directors are pleased to refer residents for specialized consultation
and treatment. The Medical Directors anticipate that residents can look forward to
experiencing new and innovative treatments in the future within the Home.
RECOMMENDATION:
THAT Consultation/Treatment Physician
Agreement 18, 2016.
All of which is Respectfully Submitted Approved for Submission
Rhonda Duffy Mark G. McDonald
Director of Homes and Seniors Services Chief Administrative Officer
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REPORT TO COUNTY COUNCIL
FROM: Rhonda L. Duffy, Director of Homes and Seniors Services
DATE: July 11, 2016
SUBJECT: Homes - Administration Emergency Planning and Preparedness Policies -
New and Revised - 2016
INTRODUCTION:
The Long-Term Care Act, 2007 (LTCHA) and Regulations requires that routine policies
and procedures are reviewed and revised as necessary to properly address emergency
situations within Long-Term Care Homes.
DISCUSSION/CONCLUSION:
The LTCHA, 2007 and Regulations require long-term care homes to review and revise
as necessary emergency plans dealing with fires, community disasters, violent
outbursts, bomb threats, medical emergencies, chemical spills, missing residents and
loss of one or more essential services.
Red for fire, Blue for
medication emergency, Code Grey for air quality such as Gas Leak, etc. Policies and
procedures have been reviewed and revised according to applicable guidelines, Joint
Health and Safety Committee review and industry standards. New policies include;
Code Grey Gas Leak and Code Brown Chemical Spill and Code Orange External
Disaster. Policies may be reviewed on the website through the following link:
The policy manual in its entirety and the noted policy revisions may be reviewed through
the County Website http://www.elgincounty.ca/seniors-services/our-team/employee-
portal-0.
RECOMMENDATION:
THAT Council approve the County of Elgin Homes and Seniors Services Administration
Emergency Planning and Preparedness Policy Manual review and revisions for 2016.
All of which is Respectfully Submitted Approved for Submission
Rhonda L. Duffy Mark G. McDonald
Director of Homes and Seniors Services Chief Administrative Officer
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REPORT TO COUNTY COUNCIL
FROM: Rhonda L. Duffy, Director of Homes and Seniors Services
Michele Harris, Administrator Bobier Villa and Elgin Manor
DATE: July 13, 2016
SUBJECT: Homes - Nursing Policy and Procedure Manual Review and Revisions
Section A - M
INTRODUCTION:
Departmental policy and procedure manuals ensure consistency and quality in the
services provided by Elgin County Homes and Seniors Services. As per the Long-Term
Care Homes Act (LTCHA), 2007, policies and procedures are to be reviewed annually.
This ensures inclusion of Best Practice and legislative guidelines and aligns with the
LTCHA and Regulations.
DISCUSSION/CONCLUSION:
The Homes Policy Manual for Nursing (Section A M) has been reviewed and revised.
Two new policies were developed and include Botox Clinics and Health Record Chart
Order. The Botox Clinics policy and procedure was developed in consultation with the
medical directors of the Homes and the contracted physiotherapy provider. This policy
will support the treatment and management of resident spasticity through organized on
site clinics provided by a neurologist and will improve the quality of life of many of our
residents etc., all of which is
covered by the Ontario Health Plan.
The revised Nursing policy and procedure manual includes revisions to Admission of a
Resident, A.M. & H.S. Care, Ambulance Services, Bathing, Bed Rails, Bed Safety
Prevention of Entrapment, Bladder and Bowel Management, Continence Care
Bladder and Bowel Function Assessment, Documentation, Dressing Sterile, Ear
Irrigation, Edmonton Symptom Assessment Scale (ESAS), Fall Prevention and
Management, Foot Care Services, Glucometers, Hearing Aid Care, Height and
Weight Management, Hot Weather Monitoring and Prevention of Illness, Incontinent
Product Usage, Inhalation Therapy, Injections, Intake and Output, IV therapy,
Medication Administration and Medical Directives. The Managers of Resident Care of
each of the Homes has reviewed and approved the revisions which align with the
LTCHA, 2007 and Regulations, improve resident and staff safety and service delivery.
The policy manual in its entirety and the noted policy revisions may be reviewed through
the County Website http://www.elgincounty.ca/seniors-services/our-team/employee-
portal-0.
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RECOMMENDATION:
THAT Council approve the County of Elgin Homes and Seniors Services Nursing (Section
A M) Policy Manual review and revisions for 2016.
All of which is Respectfully Submitted Approved for Submission
Rhonda L. Duffy Mark G. McDonald
Director of Homes and Seniors Services Chief Administrative Officer
Michele Harris
Administrator Bobier Villa and Elgin Manor
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REPORT TO COUNTY COUNCIL
FROM: Peter Dutchak, Deputy Director of Engineering Services
Mike Hoogstra, Purchasing Coordinator
DATE: July 11, 2016
SUBJECT: Award of Tender Phillmore Bridge Rehabilitation
INTRODUCTION:
As part of the approved 2016 Capital Budget, a tender was advertised and issued as per
the County's Procurement Policy for the Rehabilitation of the Phillmore Bridge located on
Richmond Road, County Road 43 in the Municipality of Bayham.
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This tender was pre-approved by Council at the June 14 meeting to expedite the project
schedule. Staff has
Procurement Policy. This report provides Council with the bid result information.
DISCUSSION:
A total of twenty five (25) companies downloaded documents and drawings for this
tender which closed on June 14. Bids were received as follows:
CompanyBid Price
(exclusive of taxes)
Gary D. Robinson Contracting Ltd. $397,000.00
Kilmarnock Enterprises $486,310.65
Intrepid General $544,900.00
W.G. Kelly Construction $569,386.00
Clearwater Structures $571,400.00
Eastwood 88 Manufacturing $662,095.00
Gary D. Robinson Contracting Ltd. submitted the lowest compliant bid for the project at
a total price of $397,000.00, inclusive of a contingency allowance and exclusive of HST
for the supply of labour, equipment and materials to rehabilitate the Phillmore Bridge.
The lowest submitted bid is well within budget estimates.
CONCLUSION:
Work on this bridge rehabilitation project is expected to begin sometime in August and will
be completed within a consecutive six week period. The bridge will be closed to traffic for
this time period and a detour route will be in place.
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RECOMMENDATIONS:
THAT Council confirm the selection of Gary D. Robinson Contracting Ltd. for the Phillmore
Bridge Rehabilitation Tender, Contract No. 6290-16-01; and,
THAT the Warden and Chief Administrative Officer be authorized to sign the contract.
All of which is Respectfully Submitted Approved for Submission
Peter Dutchak Mark G. McDonald
Deputy Director of Engineering Services Chief Administrative Officer
Mike Hoogstra
Purchasing Coordinator
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REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Director of Engineering Services
Mike Hoogstra, Purchasing Coordinator
DATE: July 18, 2016
SUBJECT: Approval to Award Tender Edison Drive Bridge Replacement
INTRODUCTION:
Staff has issued a tender, , to accelerate a project
timeline that forms part of the capital budget. This report is requesting permission for
staff to award one tender in an effort to expedite the project. The tender will be awarded
follo
DISCUSSION/CONCLUSION:
One tender has been issued for the replacement of the Edison Drive Bridge located in
the Municipality of Bayham. This project is included in the approved 2016 capital budget,
estimated at $600,000.
The tender is scheduled to close on August 10, 2016 and the next Council meeting is
September 13, 2016. In order to expedite the project, staff is requesting permission to
award this tender, if the lowest tender is selected and within budget allocations. Results
will be reported to County Council at the next scheduled meeting.
RECOMMENDATIONS:
THAT staff award the tender according to
budget allocations for the Edison Drive Bridge Replacement project, Contract No 6090-
14-09; and,
THAT the Warden and Chief Administrative Officer be authorized to sign the contract;
and,
THAT staff report back to Council with the results at the next scheduled meeting.
All of which is Respectfully Submitted Approved for Submission
Clayton Watters Mark G. McDonald
Director of Engineering Services Chief Administrative Officer
Mike Hoogstra
Purchasing Coordinator
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REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Director of Engineering Services
DATE: May 12, 2016
SUBJECT: Natural Gas Leak Policy
INTRODUCTION:
The County of Elgin is implementing a new policy that identifies the protocol in the event
of a natural gas leak at all County owned and leased facilities that use natural gas. All
staff employed by the County of Elgin will be required to execute the procedures
outlined in Appendix A (attached).
DISCUSSION:
It is essential that all staff members are able to recognize and respond effectively
should a natural gas leak occur at any County owned or leased facility that uses natural
gas.
This policy will set the guidelines to ensure that proper procedures are in place in the
event of a natural gas leak. Appendix A (attached) provides the appropriate procedures
to follow.
CONCLUSION:
The County of Elgin will be implementing a new policy (Appendix A) that outlines the
procedures to follow in the event of a natural gas leak at County owned and leased
facilities. It is crucial that all staff know the proper steps to take to ensure the safety of
all staff, residents, and patrons.
RECOMMENDATION:
THAT the attached Natural Gas Leak Policy (Appendix A) be approved and adopted to
identify the procedures to be followed by all County of Elgin employees in the event of a
natural gas leak at the County owned and leased facilities.
All of which is Respectfully Submitted Approved for Submission
Clayton Watters Mark G. McDonald
Director of Engineering Services Chief Administrative Officer
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APPENDIX A
County of Elgin Section:
Human Resources Policy Manual Subject: Natural Gas Leaks
Policy Number:
Code - Date Approved:
Page 1 of 2 Date Last Revision:
Policy
In the event of a natural gas leak, any employee shall, upon discovering a gas leak,
implement the following procedure:
Procedure
1. Immediately evacuate all persons from immediate area to a safe location.
2. Open all doors and windows in the affected area if it is safe to do so.
3. To minimize the chances of an explosion during a suspected natural gas leak,
DO NOT:
turn electrical equipment on or off
unplug anything
operate any electrical devices
use phones, including cell and portable phones
light a match or candle
smoke
use elevators
4. Once it is safe to do so, contact the following:
a) Fire Department 911
b) Department Head
c) Corporate Facilities Manager (or designate)
d) Union Gas (24 hours) at 1-877-969-0999
e) The Department Head will contact the Chief Administrative Officer and the
Warden
f) The Department Head will contact the owners of the building.
5. In the event the gas release overcomes any portion of the facility and poses a
risk to staff and patrons, the appropriate evacuation procedures shall be
implemented.
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County of Elgin Section:
Human Resources Policy Manual Subject: Natural Gas Leaks
Policy Number:
Code - Date Approved:
Page 2 of 2 Date Last Revision:
6. Once the workplace is determined to be safe, the Manager, Supervisor or
Designate shall notify staff that the emergency has ended.
Long Term Care Homes
Follow H&S Emergency Response and Planning Code Grey Gas Leak Policy
# 3.15.10.
How to detect a natural gas leak
Smell
Transmission natural gas has a stale petroleum/hydrocarbon smell. Before it is
delivered, natural gas has mercaptan added which gives the gas a sulphur or
Sight
pressures. A gas leak may also be indicated by bubbles in wet or flooded areas,
distinct patches of dead vegetation, dust blowing from a hole in the ground or
flames if the leak has ignited.
Sound
A hissing or roaring noise along the right-of-way of a pipeline could also indicate
a natural gas leak.
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REPORT TO COUNTY COUNCIL
FROM: Steve Evans, Manager of Planning
DATE: June 16, 2016
SUBJECT: Final Approval
Plan of Subdivision
Robin Ridge Estates Ltd. (Phase 3)
Part of Lot 24, Concession 6
Geographic Township of North Dorchester
Municipality of Central Elgin, County of Elgin
File No. 34T-04002
INTRODUCTION:
This report is to advise County Council that final approval was given for a plan of
subdivision in the Village of Belmont on June 16, 2016. (see attached maps)
DISCUSSION:
This plan of subdivision comprises 25 lots for single detached dwellings in the final phase
of a 3 phase subdivision that includes 84 lots. Draft plan approval for the entire subdivision
and final approvals for the first two phases were approved by the Ministry of Municipal
Affairs and Housing prior to the transfer of approval authority to the County of Elgin.
The subject lands are located in the Village of Belmont and they will be developed on full
municipal services. The County has received clearance letters from the Municipality of
Central Elgin and other ministries and agencies which indicate that all conditions of draft
approval have been satisfied.
In accordance with By-Law No. 13-28 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 County Council that final approval of this plan of subdivision was
granted and the plans were signed by the Manager of Planning on June 16, 2016 and
forwarded to the Land Registry Office for registration. The Municipality of Central Elgin and
the developer have been notified.
RECOMMENDATION:
THAT the report tpproval for a Plan of Subdivision, Robin Ridge Estates Ltd.
(Phase 3)from the Manager of Planning, dated June 16, 2016 be received and filed.
All of which is Respectfully Submitted Approved for Submission
Steve Evans Mark G. McDonald
Manager of Planning Chief Administrative Officer
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REPORT TO COUNTY COUNCIL
FROM: Steve Evans, Manager of Planning
DATE: June 16, 2016
SUBJECT: Notice of Final Approval
Plan of Subdivision
Country View Estates Phase 2
Part of Lot 7, Concession 8
Municipality of Bayham, County of Elgin
File No. 34T-BA1501
INTRODUCTION:
This report is to advise County Council that final approval was given for a plan of
subdivision in the Municipality of Bayham (North Hall) on June 16, 2016. (see attached
maps)
DISCUSSION:
This plan of subdivision comprises 5 lots for single detached dwellings at the end of a
cul-de-sac street. Draft plan approval for the subdivision was given by the Council of the
County of Elgin on April 12, 2016.
The subject lands are located in the Hamlet of North Hall where there are no municipal
services (piped water/sanitary sewers). The lots will be developed with private water wells
and individual on-site sewage services. The County has received clearance letters from the
Municipality of Bayham and other ministries and agencies which indicate that all conditions
of draft approval have been satisfied.
In accordance with By-Law No. 13-28 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 County Council that final approval of this plan of subdivision was
granted and the plans were signed by the Manager of Planning on June 16, 2016 and
forwarded to the Land Registry Office for registration. The Municipality of Bayham and the
developer have been notified.
RECOMMENDATION:
THAT thpproval for a Plan of Subdivision, Country View Estates
(Phase 2)from the Manager of Planning, dated June 16, 2016 be received and filed.
All of which is Respectfully Submitted Approved for Submission
Steve Evans Mark G. McDonald
Manager of Planning Chief Administrative Officer
84
REPORT TO COUNTY COUNCIL
FROM: SteveManager of Planning
Evans,
DATE: July 19, 2016
SUBJECT: Planning Activities Report
INTRODUCTION:
This report will provide County Council with updated information about planning
activities that staff has been involved in
function over the past year.
BACKGROUND:
approvals for plans of subdivision/condominium and local official plan amendment.
Over the past year the County has approved the following:
14 Local Municipal Official Plan Amendment approvals
2 Draft Plan Approvals for vacant land condominiums
West Elgin (Lighthouse) 8 units
Central Elgin (Jacklin) 28 units
2 Draft Plan Approvals for plans of subdivision
Southwold (DHP) 67 lots
Central Elgin (Jacklin) 44 lots
4 Final approvals for plans of subdivision/condominium
Bayham (Peters) 5 lots
Central Elgin (Sunset Bluffs) 110 lots
(Robin Ridge) 25 lots
Dutton/Dunwich (Highland Estates) 75 lots
In the next year staff will be involved in the following developments proposals:
1. West Elgin (Seaside)
This proposal is proceeding by way of an integrated Municipal Class
Environmental Assessment and Plan of Subdivision process under the
Planning Act. This proposal is proceeding to Phase 3 of the Class EA
process which will identify the preliminary design concepts for stormwater
and wastewater servicing. A public meeting is scheduled for July 28, 2016.
At which time the public can receive information and provide feedback.
Approximately 300 dwelling units are proposed in this development in a
variety of housing types.
87
2. Aylmer (Forest St. condos)
This is a reactivation of a previous application submitted to the Province.
A potential of 28 townhome units is proposed
3. Aylmer (Cottonwood subdivision)
This is a reactivation of an application submitted to the Province There is a
potential for about 150 units in a variety of housing types.
4. Central Elgin (Port Stanley)
Phase 4 of Little Creek is proposed to create 20 new dwelling units.
DISCUSSION:
effectively reduce the time frames for approving subdivisions, condominiums and official
plan amendments. The result reduces costs to the proponent and provides an economic
benefit to the community.
Staff will continue to provide annual reports to County Council on the performance of
RECOMMENDATION:
THAT th
July 19, 2016 bet be received and filed.
All of which is Respectfully Submitted Approved for Submission
Steve Evans Mark G. McDonald
Manager of Planning Chief Administrative Officer
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COUNTY OF ELGIN
By-Law No. 16-19
THE SCHEDULE TO BY-LAW NO. EG1 (16-11)
BEING A BY-LAW FOR THE
WHEREAS pursuant to Section 210, of the Municipal Act, being Chapter M.45,
R.S.O. 1990, as amended, the Council of the Corporation of the County of Elgin did pass
By-Law No. EG1 (16-11) for the regulation of traffic; and,
WHEREAS now pursuant to Section 11(2) of the Municipal Act, 2001, S.O. 2001, c.
25, an upper-tier municipality may pass by-laws respecting matters within the spheres of
jurisdiction described in the Table to this section; and,
WHEREAS said Table authorizes an upper-tier municipality to pass by-laws
regulating parking and traffic on highways; and,
WHEREAS it was deemed necessary and appropriate to amend
B to By-Law No. EG1 (16-11) to restrict parking on a section of County Road #73
(Imperial Road) in Port Bruce.
NOW THEREFORE BE IT RESOLVED THAT the Municipal Council of the
Corporation of the County of Elgin enacts as follows:
1. -Law No. EG1 (16-11) be and is hereby amended
by including the following:
20.29 County Road #73 (Imperial Road) south side starting 185 metres west of
(Levi Street), for a distance of 15 metres.
2. THAT this by-law shall come into force and take effect upon erection of appropriate
signage indicating said No Parking Zones.
TH
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 26DAY OF
JULY 2016.
Mark G. McDonald, Bernie Wiehle,
Chief Administrative Officer Warden
133
COUNTY OF ELGIN
By-Law No. 16-20
"TO AMEND THE SCHEDULE TO BY-LAW NO. 15-32
BEING A BY-LAW TO AUTHORIZE SPEED LIMITS
WHEREAS pursuant to Section 128(2) of the Highway Traffic Act, being Chapter H.8,
R.S.O. 1990, as amended, the council of a municipality may by by-law prescribe a different
rate of speed for motor vehicles driven on a highway or portion of a highway under its
jurisdiction than is prescribed in Section 128(1a); and
WHEREAS the County of Elgin did pass By-Law No. 15-32 prescribing different rates
of speed for motor vehicles on certain highways under its jurisdictions; and
WHEREAS it is deemed expedient to amend said By-Law to prescribe a different rate
of speed on certain highways under its jurisdiction.
NOW THEREFORE BE IT RESOLVED THAT the Municipal Council of the Corporation
of the County of Elgin enacts as follows:
1. THAT a maximum rate of speed of 60 km/hr (formerly 80 km/h) be established for a
section of Furnival Road (County Road #103)beginning 237m south of the south
property limits of Johnston Line and extending north along Furnival Road for 420m.
2. THAT the penalties provided in Section 128(14) of the Highway Traffic Act shall apply
to offences against this by-law.
3. THAT this by-law shall become effective once signage setting out the speed limit has
been duly posted.
th
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 26 DAY OF
JULY 2016.
Mark G. McDonald, Bernie Wiehle,
Chief Administrative Officer Warden
134
CLOSED MEETING AGENDA
July 26, 2016
Staff Reports:
1) Director of Engineering Services - Municipal Act Section 239.2 (a) the security
of the property of the municipality or local board Turris Communications Ltd.-
Lease Extension
2) Chief Administrative Officer & County Solicitor - Municipal Act Section 239.2
(c) a proposed or pending acquisition or disposition of land by the municipality
or local board Dexter Line Land Acquisitions - Status Update #8
3) Director of Homes and Seniors Services - Municipal Act Section 239.2 (b)
personal matters about an identifiable individual, including municipal or local
board employees Behavioural Care Needs and Safety and Security of
Residents (verbal)
4) General Manager of Economic Development - Municipal Act Section 239.2
(c) a proposed or pending acquisition or disposition of land by the municipality
or local board Perspective Agri Business Development (verbal)
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