04 - March 14, 2017 County Council Agenda Pkg.
ORDERS OF THE DAY
FOR TUESDAY, MARCH 14, 2017 9:00 A.M.
ORDER
1st Meeting Called to Order
2nd Adoption of Minutes February 14, 2017
3rd Disclosure of Pecuniary Interest and the General Nature Thereof
4th Presenting Petitions, Presentations and Delegations
5th
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 none
10th Motion to Rise and Report
11th Recess
12th Motion to Adopt Recommendations from the Committee Of The Whole
13th Consideration of By-Laws
14th ADJOURNMENT
LUNCH WILL NOT BE PROVIDED
NOTICE:
Deputy Warden for March Councillor Martyn
Deputy Warden for April Councillor McWilliam
March 28, 2017 County Council Meeting - 9:00 a.m. (Not Required)
April 11, 2017 County Council Meeting 9:00 a.m.
November 24, 2017 Shedden Keystone Complex
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DRAFT COUNTY COUNCIL MINUTES
Tuesday, February 14, 2017
The Elgin County Council met this day at the Administration Building at 9:00 a.m. with all
members present except Councillor Ens (vacation).
Warden Jones in the Chair.
Council stood and observed a moment of silence for the late Councillor Mike Wolfe.
Moved by Councillor Martyn
Seconded by Councillor Currie
THAT the minutes of the meeting held on January 24, 2017 be adopted.
- Carried.
None.
Heather Derks, Sparta PS PAR Committee Chair and School Council Co-Chair with a
PowerPoint presentation expressing the concern regarding the
recommendation to close several Elgin schools Sparta Public School in particular. The
group was in favour of a new school in Belmont but did not think the recommendation
for a new school in Southeast St. Thomas was justified. The group requested support
for this position.
Moved by Councillor Martyn
Seconded by Councillor Marr
THAT the proposed resolution be amended by inserting the word s instead
of es regarding the need for a new school in Belmont; and,
THAT the word be inserted in the place of the word and,
THAT all schools be included in the study be added to the end of the resolution.
- Carried.
The delegations proposed main motion, as amended, was then voted on as follows.
Moved by Councillor Mennill
Seconded by Councillor Wiehle
WHEREAS the current Accommodation Review Process is not reflective of the reality of rural
school and community life; and,
WHEREAS EPAR01 does not take into account all available capacity in assessing the need for
a new St. Thomas School; and,
WHEREAS across the province municipalities and counties are calling for a moratorium on the
closure of rural schools;
BE IT RESOLVED THAT the County of Elgin agrees that EPAR01 should be broken into two
pieces, one that supports the need for a new Belmont School and one that assesses the need
for a new Southeast St. Thomas School. We further call for a halt on rural school closures in
Elgin County until such time as the funding model can be reassessed to include all schools (not
just those in the study area) as well as to incorporate elements of resource conservation and
economic impact on rural and community life.
- Carried Unanimously.
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County Council 2 February 14, 2017
Tara McLaughlin and Travis Forrest, +VG The Ventin Group Architects presented the floor plan
and animated design concept for the Elgin County Heritage Centre. Anticipated completion of
the project is fall 2017. Following extensive discussion the following motion was introduced.
Moved by Councillor Mennill
Seconded by Councillor Currie
THAT the floor plan and design concept plus the gant chart and estimated budget for the Elgin
County Heritage Centre as presented by The Ventin Group Architects be approved.
- Carried.
Council recessed at 10:15 a.m. and reconvened at 10:30 a.m.
Moved by Councillor Currie
Seconded by Councillor Martyn
THAT we do now move into Committee Of The Whole Council.
- Carried.
The coordinator presented the report informing Council that the County has received funding
in the amount of $9,044.10 from the Enabling Accessibility Fund to construct/extend the exterior
sidewalks at Bobier Villa.
Moved by Councillor Marr
Seconded by Councillor Currie
THAT Warden and Chief Administrative Officer enter into a funding agreement with the
Government of Canada in the amount of $9,044.10 under the Enabling Accessibility Fund to
support accessibility improvements at Bobier Villa; and,
THAT the Warden on behalf of Council issue a letter of appreciation to the Federal Minister of
Human Resources and Skills Development Canada and Member of Parliament Mrs. Karen
Vecchio.
- Carried.
The director presented the results of a review of the County of mileage rates and
recommended that these rates remain unchanged for 2017.
Moved by Councillor Martyn
Seconded by Councillor Currie
THAT County Council direct staff to freeze the mileage rate for 2017 at the current level of
49.5 cents per kilometre.
- Carried.
The Director of Engineering Services presented the report recommending that fees for land
division consent applications be increased in order to off-set expenditures and remain revenue
neutral.
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County Council 3 February 14, 2017
Moved by Councillor Mennill
Seconded by Councillor Currie
THAT the report titled of Fees for Land Division Consent from the Secretary-
Treasurer, Land Division Committee dated January 30, 2017, be received and filed; and,
THAT the Fees and Charges By-law be amended.
- Carried.
The director presented the report recommending that Council approve the purchase of portable
weigh scales to be used by the OPP to discourage overweight vehicles from driving within the
county borders and causing premature deterioration on County roads.
Moved by Councillor McWilliam
Seconded by Councillor Mennill
THAT the report be deferred for consideration by the Elgin Group Police Services Board for a
discussion with the Commander on the impacts of deployment of officers with the introduction
of scales.
- Carried.
The director presented the report recommending that Council approve the adoption of an
automated call system for the Elgin County Homes.
Moved by Councillor Currie
Seconded by Councillor Marr
THAT the Warden and Chief Administrative Officer be authorized to sign the one year agreement
for an automated call system with One Call Now for Bobier Villa, Elgin Manor and Terrace Lodge.
- Carried.
The director presented the results of the Ministry of Health and Long-Term Case Mix
Index.
Moved by Councillor Marr
Seconded by Councillor Currie
THAT the report titled -Term Care (LTC) Case Mix Index (CMI) Results for 2017-18
, from the Director of Homes and Seniors Services, dated January 31, 2017 be
received and filed.
- Carried.
The supervisor presented the report recommending that a permanent part-time year round staff
that works on scheduled court days be added to POA in the place of a summer student.
Moved by Councillor Marr
Seconded by Councillor Wiehle
THAT a permanent part-time Provincial Offences Clerk be hired at the estimated annual cost of
$10,500 commencing January 2017, containable within current budget allocation by eliminating
the summer student position.
- Carried.
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County Council 4 February 14, 2017
The Director of Financial Services presented the report informing Council that the County has
issued an RFP seeking partnerships to apply for funding through the Connect to Innovate
Program. The report explained the details of the program and the RFP.
Moved by Councillor Martyn
Seconded by Councillor McWilliam
THAT the report titled to Innovate from the Manager of Information Technology,
dated February 1, 2017, be received and filed.
- Carried.
The director presented the report outlining the financials for 2016. Revenue for the year was
$66.1 million and expenses were $61.1 million for a net income of $4.9 million and a favourable
performance of just under $0.9 million.
Moved by Councillor Currie
Seconded by Councillor Martyn
THAT the $0.9 million of preliminary 2016 operating year-end budget performance be applied
to the 2017 budget to partially offset future Canada Pension Plan cost increases.
- Carried.
1. H. R. Warren, Committee Chair, New Veterans Memorial Garden, requesting County
Council revisit their decision to only grant the War Memorial Site Committee $2,500.00.
2. Township of Montague with a resolution requesting the Ministry of Tourism, Culture and
Sport and the Southern Ontario Library Service maintains funding for libraries for internet
connectivity.
3. Kim White, Clerk, County of Prince Edward with resolutions seeking support for the Minister
of Education to:
a) rewrite the Pupil Accommodation Review Guideline (PARG); and,
b) initiate immediate stay of execution on the Accommodation Review Process
4. Rosalie A. Evans, Solicitor-Clerk with a resolution requesting the Ministry of Finance to
accrue any carbon tax credits applicable to tax-exempt private properties within Ontario
Municipalities, to the Municipality in which the land is situated, rather than to the property
owner.
The following recommendation was adopted in regard to Correspondence Item #1:
Moved by Councillor Marr
Seconded by Councillor Currie
THAT Correspondence Item #1 be received and filed.
- Carried.
The following recommendation was adopted in regard to Correspondence Item #2:
Moved by Councillor Marr
Seconded by Councillor Currie
THAT Correspondence Item #2 be received and filed.
- Carried.
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County Council 5 February 14, 2017
The following recommendation was adopted in regard to Correspondence Item #3:
Moved by Councillor McWilliam
Seconded by Councillor Currie
THAT Correspondence Item #3 be received and filed.
- Carried.
The following recommendation was adopted in regard to Correspondence Item #4:
Moved by Councillor Wiehle
Seconded by Councillor Marr
THAT Correspondence Item #4 be received and filed.
- Carried.
1. South West LHIN with Residential hospice planning in the South West LHIN Update.
2. AMO Communications titled Announces Increase to Ontario Gas Tax Fund for
3. Hon. Jeff Leal, Minister of Agriculture, Food and Rural Affairs announcing the launch of
the renewed community-focused Rural Economic Development (RED) program. The
deadline for applications is March 31, 2017.
4. Patrick Brown, Leader of the Official Opposition, reiterating the Ontario PC
support for natural gas expansion in Ontario.
5. St. Thomas-Elgin Local Immigration Partnership with February Newsletter which also
announces their free drop-in event at the St. Thomas Centre on February 22,
2017 titled Forward
6. The Southwestern Integrated Fibre Technology (SWIFT) Newsletter.
7. Dan Mathieson, Mayor City of Stratford inviting Municipal Staff, Elected Officials, their
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friends and families to Civic Night on Tuesday, June 27, 2017 where and
will be playing at the Festival Theatre.
Moved by Councillor Martyn
Seconded by Councillor Wiehle
THAT Correspondence Items #1 7 be received and filed.
- Carried.
Councillor McWilliam inquired about changes to the Police Funding Model. The Chief
Administrative Officer explained that a letter had recently been sent to him and the Chair of
the Police Services Board regarding proposed changes to the grant structure but a one-year
moratorium has been put on these changes. The current program remains in place. The Chief
Administrative Officer will send the letter to the councillor.
Councillor Martyn was pleased to see that the Warden has sent out an email reminding
municipalities to respond to the school safety zone inquiry from the County
The Chief Administrative Officer informed Council that the County had received a request
from Fanshawe College to donate towards a $500 award for the Personal Support
Worker Program.
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County Council 6 February 14, 2017
Moved by Councillor Marr
Seconded by Councillor Martyn
THAT the County of Elgin fund the Personal Support Worker Award at Fanshawe Collage or
split the amount with the City of St. Thomas if they choose to participate.
- Carried.
None.
None.
Moved by Councillor Marr
Seconded by Councillor Martyn
THAT we do now proceed into closed meeting session in accordance with the Municipal Act to
discuss matters under Municipal Act Section 239.2;
(a) the security of the property of the municipality or local board Marianne Barrie - Lease
Extension and Mervin Riddell - Lease Extension.
(d) labour relations or employee negotiations SEIU Settlement.
(b) personal matters about an identifiable individual, including municipal or local board employees
and (d) labour relations or employee negotiations Bobier Villa Management Reorganization and
Case Mix Index (CMI) Supervisor.
- Carried.
Moved by Councillor Martyn
Seconded by Councillor Mennill
THAT we do now rise and report.
- Carried.
Moved by Councillor Mennill
Seconded by Councillor Currie
THAT the Warden and Chief Administrative Officer be authorized and directed to sign a lease
agreement with Marianne Barrie for Room #246 and Room #343-A; and,
THAT the lease for Room #246 start on May 1, 2017, for a lease rate of $16.10 per square foot,
($4,105.50 annual payment), plus the HST; and that the lease for Room #343-A remain constant
at $4.00 per square foot ($400.00 annual payment), plus the HST; and,
THAT the Warden and Chief Administrative Officer be authorized and directed to sign a lease
agreement with Mervin Riddell for Rooms #225 and #227; and,
THAT the lease commence on May 1, 2017 for a lease rate of $16.15 per square foot ($8,704.85
annual payment), plus the HST for year one, and $16.50 per square foot ($8,893.50 annual
payment), plus the HST for year two; and that the lease rate for Room #19 remain constant at
$4.00 per square foot ($1,080.00 annual payment) plus the HST for both years; and that the
lease may be terminated after year one with sixty (60) days notice.
- Carried.
Moved by Councillor Currie
Seconded by Councillor McWilliam
THAT County Council approve the confidential report titled Relations Matters Seeking
Approval for New Collective Agreement with Service Employees International Union (SEIU -
Homes dated February 6, 2017, subject to being ratified, and the recommendations
contained therein; and,
THAT the necessary by-law be prepared.
- Carried.
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County Council 7 February 14, 2017
Moved by Councillor Martyn
Seconded by Councillor Currie
THAT County Council approve the status change of the current Manager of Support Services
from 28 hours per week to full time; and,
THAT the confidential report titled Villa Management dated January 31,
2017 be received and filed.
- Carried.
Moved by Councillor Currie
Seconded by Councillor Marr
THAT Council approve the position of full time CMI Supervisor to oversee the MDS/RAI
Coordination at Bobier Villa and Terrace Lodge; and,
THAT staff provide Council with additional options for MDS/RAI position coverage for Elgin
Manor for future consideration.
- Carried.
Moved by Councillor Martyn
Seconded by Councillor Marr
THAT we do now adopt recommendations of the Committee Of The Whole.
- Carried.
(continued)
The director presented the proposed 2017 Composite Budget for Councils approval.
Moved by Councillor Mennill
Seconded by Councillor Marr
THAT the 2017 proposed budget, which includes the operating budget, the capital budget and
grants, be approved with a levy of $32.3 million or 2.8% on the average household; and,
THAT the multi-residential ratio be reduced to 1.9999 to avoid provincially imposed levy
restrictions; and,
THAT the necessary by-law be prepared once the landfill tax ratio calculation is available from
the province.
- Carried Unanimously.
Councillor Martyn informed Council that they are invited to a joint meeting with the City of St.
Thomas and the St. Thomas Elgin General Hospital Board on March 22, 2017.
Moved by Councillor Marr
Seconded by Councillor Currie
THAT By-Law No. 17-05 -Law to Confirm Proceedings of the Municipal Council of the
Corporation of the County of Elgin at the February 14, 2017
third time and finally passed.
- Carried.
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County Council 8 February 14, 2017
Moved by Councillor McWilliam
Seconded by Councillor Wiehle
THAT we do now adjourn at 11:46 a.m. and meet again on March14, 2017 at the County
Administration Building Council Chambers at 9:00 a.m.
- Carried.
Mark McDonald, Grant Jones,
Chief Administrative Officer. Warden.
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CAO Selection Committee Warden Jones, Councillors Mennill and Wiehle
CAO Succession Planning Update
Senior Financial Analyst Council and Outside Boards Remuneration and Expenses
Library Coordinator 2016 Library Usage and Statistics Report
Director of Community and Cultural Services 2016 Census for Elgin County
Director of Community and Cultural Services Increased Hours of Operation Southwold
Township Library, Shedden
Director of Community and Cultural Services Approval to Award Tender Elgin County
Heritage Centre Construction
Director of Community and Cultural Services Aylmer Town Council Request for Feedback on
Aylmer Library Re-Location to East Elgin
Community Complex
Accessibility Coordinator Joint Accessibility Advisory Committee Terms of Reference Update
Accessibility Coordinator Accessibility Procedures
Director of Human Resources Employee Benefits Renewal 2017
Director of Human Resources 2017 Non-Union Economic Adjustment
Deputy Director of Engineering Services Award of Seven Tenders Cold In-Place Recycling
with Expanded Asphalt Material, Hot Mix Asphalt
Paving, Microsurfacing, Asphalt Crack Sealing,
Culvert Sliplining, Brooks Bridge Replacement and
Heritage Line Storm Sewer Rehabilitation
Deputy Director of Engineering Services County Road Maintenance Agreement
Deputy Director of Engineering Services 2016 County Road Maintenance Expenditures
Deputy Director of Engineering Services Oversize/Overweight Moving Permits
Deputy Director of Engineering Services School Zone Signage Update
Director of Homes and Seniors Services Homes Long-Term Care Home Service
Accountability Agreement (L-SAA) Schedule E
Director of Homes and Seniors Services Homes Policy Manual Review and Revisions
Maintenance
Manager of Planning Approval of Official Plan Amendment No. 2, Township of Southwold,
File No. SO-OPA2-16
Manager of Planning Approval of Official Plan Amendment No. 3, Township of Southwold,
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File No. SO-OPA3-16, 776480 Ontario Ltd.
FROM: CAO Selection Committee
DATE: February 24, 2017
SUBJECT: CAO Succession Planning Update
The CAO Selection Committee met for the purpose of reviewing and finalizing the job
advertisement and process rollout. The purpose of this report is to provide County
and to seek approval of the
attached Draft CAO/Clerk Appointment By-law and revised job description.
The Selection Committee reviewed and approved the draft job advertisement that will
be used in the recruiting phase. The job advertisement incorporates direction provided
by Council at the January 10, 2017 meeting. A copy of the CAO/Clerk job description
that will be used during the recruitment phase was circulated. The committee requested
that Human Resources develop a Draft CAO/Clerk Appointment By-law based on the
circulated job description and job advertisement . The
draft by-law will be used and formally adopted following the confirmed hiring of the new
CAO/Clerk.
Draft CAO/Clerk Appointment By-law will
allow for the Selection Committee to proceed in a timely manner with recruiting, which
will commence at the end of March. A further update will be provided to Council in May.
The Selection Committee will continue to meet as required and provide timely updates
to Council. The process is continuing on schedule without issue.
THAT County Council approve the form and content of the attached by-law to amend the
position of CAO/Clerk and to define the duties with the understanding that the by-law will
be presented for formal adoption once the successful candidate has been determined.
All of which is Respectfully Submitted Approved for Submission
Warden Jones, Councillors Mennill and Wiehle Mark G. McDonald
CAO Selection Committee Chief Administrative Officer
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WHEREAS Section 229 of the Municipal Act, R.S.O. 2001, and amendments thereto,
provides that a Council may appoint a Chief Administrative Officer, who shall have such
general control of the administration of the government and affairs of the Municipal
Corporation and perform such duties as the Council by by-law prescribes; and shall be
responsible for the efficient administration of all its departments to the extent that he or she
is given authority and control over them by by-law; and
WHEREAS pursuant to Section 228, a municipality shall appoint a clerk with duties as
described therein; and
THEREFORE the Municipal Council of the Corporation of the County of Elgin (hereinafter
1. THAT (Insert name) be and is hereby appointed Chief Administrative Officer/Clerk
of the Corporation.
2. THAT the Chief Administrative Officer/Clerk shall be responsible only to the Council
of the Corporation, perform such duties as are lawfully prescribed and generally
manage the business affairs of the Corporation in a diligent, competent and lawful
manner through Department Heads and others reporting to him/her and subject
always to the policies and directions of Council.
3. THAT the Chief Administrative Officer/Clerk shall co-ordinate, lead and direct the
Department Heads in the efficient administration of the Corporation in a diligent,
competent and lawful manner through Department Heads and others reporting to
him/her and subject always to the policies and directions of Council.
4. THAT the Chief Administrative Officer/Clerk shall delegate appropriate duties and
responsibilities to Department Heads within the approved organizational structure.
5. In keeping with By-Law 09-29, being a by-law to delegate to certain persons on
behalf of the corporation the authority to hire employees, enter into contracts of
employment and terminate the employment of employees the Chief Administrative
Officer/Clerk shall have the following authority:
a) to hire employees on behalf of the corporation;
b) to enter into contracts of employment with employees on behalf of the
corporation;
c) to terminate the employment of employees in accordance with the contractual
entitlements of the employees.
6. THAT the Chief Administrative Officer/Clerk shall attend all meetings of County
Council and may attend its standing or ad-hoc committees except when excused
from doing so by the Warden by reason of sickness, vacation or attendance
elsewhere on Corporation business, with the right to speak, but not to vote thereat.
7. THAT the Chief Administrative Officer/Clerk shall meet regularly with and co-ordinate
the activities of the Department Heads of the Corporation through a management
committee for the purpose of developing policy recommendations, determining staff
development needs and coordinating administrative activities.
8. THAT the Chief Administrative Officer/Clerk shall ensure that information and reports
requested by Committee/Council or which could be of assistance to Committee/
Council are obtained or prepared and submitted for consideration.
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9. THAT the Chief Administrative Officer/Clerk shall refer sensitive or serious issues to
Committee/Council and recommend responses or solutions.
10. THAT the Chief Administrative Officer/Clerk shall, in accordance with County Policy,
conduct annual performance evaluations of Department Heads
11. THAT the Chief Administrative Officer/Clerk shall develop and implement, in
conjunction with the Department Heads, long-term plans and objectives within the
County, including recommending changes to the organizational structure to improve
effectiveness and/ or efficiency.
12. THAT the Chief Administrative Officer/Clerk shall consult with Council, Department
Heads, Local Boards and Committees to assist in determining effective programs and
ensuring efficient operation within approved budgets and in compliance with applicable
legislation.
13. THAT the Chief Administrative Officer/Clerk shall assist in the exercise of general
financial control of all departments, in conjunction with the Director, Financial Services/
Treasurer.
14. Despite anything herein contained, this by-law shall not be deemed to empower the
Chief Administrative Officer/Clerk, in any way whatsoever, to exercise or encroach
upon the powers of Council.
15. THAT the Chief Administrative Officer/Clerk shall perform all of the powers and duties
of the position as prescribed by the Statutes of Ontario and as may be from time to
time prescribed by the Council.
16. THAT the incumbent will be subject to a twelve (12) month probationary period as per
County policy.
17. THAT at least once per year, the Chief Administrative Officer/Clerk shall meet with the
Warden or his/her designate for the purpose of a performance appraisal.
18. THAT a complete job description shall be attached to this by-
19. THAT this by-law shall not be repealed except by by-law, passed by a vote of 60% of
all members of Council, at a meeting duly called, in accordance with the procedural
by-law.
20. THAT this by-law shall not come into force and take effect upon its passing.
READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS XX DAY OF
XXXXX 2017.
___________________________________ ___________________________________
Mark G. McDonald, Grant Jones,
Chief Administrative Officer Warden
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Title:
Status:
Department:
Reports To:
Acts as Secretary of and provides administrative services to County Council and specified Council Committees, prepares budgets
for own Department, maintains liaison with a wide variety of parties concerned with the operation of County government and co-
ordinates relations between Council and staff on matters affecting the County as a whole.
1. Manages the Administrative Services Department, including Planning, Legal Services, Tree Commissioner/Weed Inspector,
Police Services (Board Only), Economic Development and Tourism.
2.Co-ordinates, leads and directs the Department Heads in the efficient administration of the municipality, in accordance with the
policies and plans approved and established by County Council.
3.Provides support and assistance where required to other Officers of the Corporation in the discharge of their statutory duties.
4.Consults with Council, Department Heads, Local Boards and Committees to assist in determining effective programs and
ensuring efficient operation within approved budgets and in compliance with applicable legislation.
5.Ensures that information and reports, requested by Committee/Council or which could be of assistance to Committee/Council, are
obtained or prepared and submitted to the Committee/Council.
6.Refers sensitive or serious issues to Committee/Council and to recommend responses or solutions.
7.Involved in the recruitment, selection, and discipline (including termination) of all Department Heads, with such process being
conducted in conjunction with the Director of Human Resources and in accordance with Council policy.
8.Conduct performance evaluations of Department Heads in accordance with County policy.
9.Develops and implements, in conjunction with the Department Heads, long-term plans and objectives within the County; including
recommending changes to the organizational structure to improve effectiveness and/or efficiency.
10. Exercises all of the powers and duties of the position of Chief Administrative Officer and Clerk, as prescribed by the Statutes of
Ontario, and as may be from time to time prescribed by the Council.
11. Plans, directs, organizes and controls the on-going operation of the Administrative Services Department in accordance with the
Statutory Duties laid out in the Municipal Act, other relevant Acts, and as assigned by Council.
12. Custodian of all records and accounts of the Corporation required for public inspection, certifying copies when required by
external agencies and giving evidence in Court when subpoenaed as Officer of the Corporation.
13. Advises and counsels Council, its Committees, and special purpose bodies, on the jurisdictional and legal authority for Corporate
actions during meetings of Council and Committees as well as in other actions required by law, keeping abreast of constant
change in statute and regulation and advising how this legislation would impact on possible Council action.
14. Acts as Council's parliamentarian recommending changes and improvements to the Rules of Order and counsels Council on
appropriate procedure for orderly conduct of business.
15. Acts as Council's protocol officer assisting in the planning of receptions, banquets, openings, counselling Warden on ceremonial
duties, and attends Civic functions.
16. Directly reports to the Warden and Council.
17. Acts as liaison between the Council and the Management Team.
18. Acts as Secretary of all Council Committees as directed by Council by: Preparing and circulating agendas, ensuring all relevant
items are included and attaching all necessary documentation; Attending committee meetings, recording decisions, writing and
circulating minutes, producing and distributing correspondence and reporting results from meetings and following-up to ensure
committee decisions have been carried-out; Advising committee members on matters within their jurisdiction and informing them
of relevant items concerning other committees and the County as a whole.
19. Acts as Secretary of Council as above and as Chairman for annual election of Warden.
20. Prepares all by-laws and other legal documents for presentation to Council and where necessary consults with County Solicitor.
21. Ensures that all by-laws requiring approval from other agencies or levels of Government are presented to the appropriate party for
approval.
22. Co-ordinates new and proposed legislation to the Department Heads and committees and follows-up on the same.
23. Acts as central reference source for inquiries from the public regarding County operations, providing prompt and accurate
responses and referring technical items to the appropriate department; Co-ordinates flow of information and instructions between
Council and departments, interprets Council's wishes and informs Department Heads of County-wide policies and directives
affecting their operations; Assists in developing policies and procedures affecting operation of entire County and co-ordinates their
submission to, and discussion by Council with Department Heads.
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24. Provides information to, and answers questions from elected officials, staff of local municipalities, business and community
representatives and the public on operations of County government; Maintains continuing liaison with personnel of provincial
government departments and agencies, utilities, professionals, consultants, local groups and others interested in County
government.
25. Prepares and submits budget for Administrative Services Department and Council expenses and administers department within
budget, reports periodically to Council on operation vs. budget.
26. Maintains departmental budget involving independent decisions about expenditures and priorities pertaining to Administrative
Services.
27. Researches grant possibilities, and communicate the same to Council and/or the appropriate committee. Forwards grant
applications to the appropriate Ministry or agency on behalf of the County Department.
28. Processes applications to the Ontario Municipal Board for financial or other purposes.
29. Supervises all Departmental Staff: Interviews, screens and selects all staff within County policy guidelines; Reviews the
performance of staff, takes corrective action where needed and recommends salary and status changes; Deals with disciplinary
matters in the Department and, if necessary, terminates within County policy guidelines.
30. Directs Tree Commissioner/Weed Inspector/By-law Enforcement Officer, County Planner, County Solicitor and General Manager
of Economic Development.
31. Acts as Secretary/Administrator to Elgin Group Police Services Board.
32. Responsible for the day-to-day administration of the Municipal Freedom of Information and Protection of Privacy Act for the
County, and/or delegates same.
33. Responsible for developing, with the assistance of the Department Heads, and delivering an orientation program to new members
of Council following regular municipal elections.
34. Assuming ownership responsibility and maintenance as required by the legislation, for property and buildings owned by the
County.
35. , goals, and strategic vision.
36. Assembles data and prepares periodic special reports, manuals and correspondence.
37. Severe costs are associated with any errors made in this position (i.e. incorrect budget projections, incorrect automation
plans, not projecting technological changes, violation of Labour Relations Act, etc.)
38. Works with the Department Heads in the development of policies, standards and procedures for the Human Resources
Policy Manual.
39. Reviews existing Administrative Services systems and recommends/implements productivity enhancement tools and
software for approval.
40. Maintains a high degree of confidentiality in performing daily job tasks and relations with other parties.
41. Complies with appropriate legal regulations regarding Administrative Services.
42.
43. Must be imaginative and possess thorough decision making skills to meet often non-routine needs of the department in an
efficient and economical manner.
44. Incumbent uses research (i.e. reference manuals), analytical and reasoning skills to handle multiple tasks.
45. Incumbent must possess excellent conflict management and leadership skills to work within a unionized environment.
46. Interpersonal skills are essential to deal with a wide variety of contacts.
47. Maintains effective communication with volunteers, the general public, suppliers, etc. Failure to maintain contact with these
parties could result in a breakdown in communication.
48. Takes, as time permits, high profile appointments with municipal organizations such as OMAA, AMO, etc.
1. A University graduate degree or equivalent in Business/Municipal Administration and/or relevant education, experience, and
training.
2. A.M.C.T. Designation is an asset.
3. Experience working directly with Council and involvement with staff supervision.
4. Strong and demonstrated interpersonal, analytical and communication skills.
5. At least 10 years of senior municipal experience preferred.
6. A valid driver's license and a dependable vehicle are required.
Prepared By: _________________________ Date: ____________ Effective Date:
Approved By: _________________________ Date: ____________ JD Code:
Employer Signature: ____________________ Date: ____________
15
FROM: Lisa Czupryna, Senior Financial Analyst
DATE: February 21, 2017
SUBJECT: Council and Outside Boards Remuneration and Expenses
Each year it is required that reports be filed on remuneration, mileage, and expenses for
Council and Outside Boards. As well, a report on convention expenses must be
published.
Warden and Council remuneration and expenses totaled $231,257.79 for the 2016
calendar year and convention expenses were $23,690.28. Details by member are
provided in the attached documents. Remuneration and expenses paid to persons on
Outside Boards totaled $20,288.91 for that same time period.
For 2016 the total remuneration and expenses, including conventions, for both Elgin
County Council and Outside Boards was $275,236.98.
2016 be received and filed by Council; and,
and Expenses for Outside Boards
for 2016 be received and filed by Council; and,
dated
January 18, 2017 be received and filed by Council.
All of which is Respectfully Submitted Approved for Submission
Lisa Czupryna Mark G. McDonald
Senior Financial Analyst Chief Administrative Officer
Jim Bundschuh
Director of Financial Services
16
17
Treasurer's Statement Of Remuneration and Expenses - for Outside Boards
March-14-17
To the Warden and Members of the Elgin County Council,
The following is a statement of the remuneration, mileage, and expenses paid to persons
appointed to Outside Boards for the period January 1, 2016 to December 31, 2016
as authorized by the following By-Laws:
LAND DIVISION COMMITTEE
Jenkins, Jim3,716.86
Lidster, Stan3,028.20
McLeod, Lorne2,685.39
Schaper, Kathleen2,284.63
Stewart, Brent2,090.16
Walters, Bill3,032.67
Warwick, Graham3,451.00
Total20,288.91
All of which is Respectfully SubmittedApproved for Submission
Lisa CzuprynaMark G. McDonald
Senior Financial AnalystChief Administrative Officer
Jim Bundschuh
Director of Financial Services
18
TREASURER'S STATEMENT ON CONVENTION EXPENSES
To the Warden and Members of the Elgin County Council,
The following is an itemized statement of the conventions attended and expenses paid to
each Member of Elgin County Council, during the calendar year ending December 31, 2016.
2016 CONVENTIONS
123TOTAL FOR
COUNCILLORROMA/OGRAAMOOWMCCOUNCILLOR
Currie, Greg1,892.741,914.440.003,807.18$
Ens, Paul2,224.870.000.002,224.87$
Jones, Grant0.000.000.00-$
Marr, David834.802,162.500.002,997.30$
Martyn, Sally1,892.740.000.001,892.74$
McWilliam, Cameron1,821.690.000.001,821.69$
Mennill, Dave2,182.900.000.002,182.90$
Wiehle, Bernie (Warden)2,051.381,848.09475.164,374.63$
Wolfe, Mike2,302.902,086.070.004,388.97$
TOTALS15,204.02$ 8,011.10$ 475.16$ 23,690.28$
All figures include H.S.T.
ROMA/OGRARURAL ONTARIO MUNICIPAL ASSOCIATION
ONTARIO GOOD ROADS ASSOCIATION
AMOASSOCIATION OF MUNICIPALITIES
OWMCONTARIO WEST MUNICIPAL CONFERENCE
All of which is Respectfully Submitted Approved for Submission
Lisa CzuprynaMark G. McDonald
Senior Financial AnalystChief Administrative Officer
Jim Bundschuh
Director of Financial Services
19
CONVENTION EXPENSES2016
COUNCILLORS'WARDEN'S
1A1B2A2B3A3BTOTALUNUSED FROMUNUSED FROM
ROMA/OGRAROMA/OGRAAMOAMOOWMCOWMCCONVENTIONS$4,000 MAXIMUM$11,000 MAXIMUM
RegistrationPer DiemRegistrationPer DiemRegistrationPer DiemTO(PER DIEM
COUNCILLOR& MileageExpenses& MileageExpenses& MileageExpensesDEC. 31, CONV& TRAVEL)
$4,000 - (1B+2B+3B)$11,000 - (1B+2B+3B)
Currie, Greg585.121,307.62712.321,202.123,807.181,490.26n/a
Ens, Paul785.931,438.940.000.002,224.872,561.06n/a
Jones, Grant0.000.000.000.000.004,000.00n/a
Marr, David585.12249.68957.411,205.092,997.302,545.23n/a
Martyn, Sally585.121,307.620.000.001,892.742,692.38n/a
McWilliam, Cameron785.931,035.760.000.001,821.692,964.24n/a
Mennill, Dave785.931,396.970.000.002,182.902,603.03n/a
Wiehle, Bernie (Warden)785.931,265.451,002.98845.1170.52404.644,374.63n/a8,484.80
Wolfe, Mike785.931,516.97880.981,205.094,388.971,277.94n/a
TOTALS$5,685.01$9,519.01$3,553.69$4,457.41$70.52$404.64$23,690.28$20,134.14$8,484.80
20
21
22
23
24
25
26
27
28
29
FROM: Brian Masschaele, Director of Community and Cultural Services
DATE: February 15, 2017
SUBJECT: 2016 Census for Elgin County
This report informs Council of the results of the 2016 Census profile for Elgin County.
Population figures from the 2016 census have now been released and are available at:
http://www12.statcan.ca/census-recensement/2016/dp-pd/prof/index.cfm?Lang=E
The following is a summary of population figures for the municipalities in Elgin County,
the City of St. Thomas and Ontario:
West Elgin 4,995 5,157 -3.1
Dutton/Dunwich 3,866 3,876 -0.3
Southwold 4,421 4,494 -1.6
Central Elgin 12,607 12,743 -1.1
Malahide 9,292 9,146 +1.6
Aylmer 7,492 7,151 +4.8
Bayham 7,396 6,989 +5.8
St. Thomas 38,909 37,905 +2.6
Ontario 13,448,494 12,851,821 +4.6
2016 marks the first year that population has surpassed the 50,000
threshold. The population ratio between the County of Elgin and the City of St. Thomas
now stands at 56.3% county and 43.7% city.
th
THAT the rep Census for Elgin Countyuary 15, 2017 by the Director
of Community and Cultural Services 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
30
FROM: Brian Masschaele, Director of Community and Cultural Services
DATE: February 15, 2017
SUBJECT: Increased Hours of Operation Southwold Township Library, Shedden
Staff have engaged in a review of current hours of operation at Shedden Library in light
of the imminent opening of the new facility to be known as Southwold Township Library,
Shedden. This report recommends to Council that hours of operation be increased from
st
19 hours per week currently to 21 hours per week effective as soon as May 1, 2017.
Construction of the new Southwold Township Library, Shedden is now substantially
complete. Library staff will soon be taking occupancy under the terms of the recently
approved lease to install shelving, equipment and furniture. This will take place
throughout April in anticipation of a soft opening as soon as early May 2017. Further
information about the opening date and a grand opening celebration will be provided to
Council in the coming weeks.
Staff have engaged in a review of current hours of operation and ways that service may
be increased in the new building without impacting overall operating costs for the library.
Staff are recommending that hours of operation at Shedden be increased to 21 hours
per week from 19 hours currently. This can be accomplished by adjusting schedules
within the overall staffing complement between Port Stanley and Shedden in a manner
that does not impact service at either location and without increasing the number of
hours that staff work alone.
Library staff rely upon the Guidelines for Rural / Urban Public Library Systems produced
by the Administrators of Rural and Urban Public Libraries of Ontario (ARUPLO) for
planning ines suggest that 20 to 25 hours per week is
2,000
residents. The proposed increase to 21 hours per week will enable Shedden to now
meet these guidelines. The following hours are proposed for the new library effective as
st
soon as May 1, 2017 (changes noted in bold):
Current Hours Proposed Hours
Monday Closed Closed
Tuesday 2:30 pm 8:30 pm
Wednesday Closed Closed
Thursday 2:00 pm 5:00 pm
Friday 10:00 am 5:00 pm 10:00 am 5:00 pm
Saturday 2:00 pm 5:00 pm 2:00 pm 5:00 pm
Total Open Hours 19
31
The revised hours will enable the branch to be open one more afternoon and evening
per week (Thursday) to better serve the community, particularly during after-school
hours. A second evening will also provide an opportunity to introduce more adult
programming in response to community feedback. At the same time, the proposed
schedule does not compromise successful child
during the week, particularly on Friday mornings.
Recent evidence in branches such as Straffordville, Port Stanley, Springfield and
Belmont suggests that library usage increases whenever a new or renovated facility is
opened and this will likely be the case in Shedden as well. Staff are confident that
these revised hours will better meet the anticipated demand but this matter will be
closely monitored. If further adjustments can be justified in the future, staff will bring
forward these adjustments
considerations that may be associated. For the time being, an increase of two hours
per week is appropriate and the most that can be accommodated without increasing the
for staffing and without impacting service in Port Stanley.
The opening of a new library facility to serve Shedden and the surrounding area
provides an ideal time to examine all aspects of service being provided, including
programs, types of collections and hours of operation. Council can be assured that
library staff have been diligently planning in these areas to better serve the community
in the new space. As part of this process, it is recommended that two more hours of
library service be added in Shedden.
THAT the hours of operation for Southwold Township Library, Shedden as outlined in
the report Increased Hours of Operation Southwold Township Library, Shedden
st
dated February 15, 2017 be hereby approved effective as soon as May 1, 2017.
All of which is Respectfully Submitted Approved for Submission
Brian Masschaele Mark G. McDonald
Director of Community and Cultural Services Chief Administrative Officer
32
FROM: Brian Masschaele, Director of Community and Cultural Services
Mike Hoogstra, Purchasing Coordinator
DATE: March 1, 2017
SUBJECT: Approval to Award Tender Elgin County Heritage Centre Construction
At the February 14, 2017 meeting, Council received the design concept and approved the
project budget for the development of a new facility for the Elgin County Museum (to be
known as the Elgin County Heritage Centre). The Ventin Group Limited have now
prepared construction ready documents and staff have issued the tender under the terms
. This report requests permission for staff to award this
tender as soon as feasible in order to meet grant requirements under the Canada Cultural
Spaces Program, subject to the accepted bid staying within budget and subject to
reporting of the tender results to County Council as soon as feasible.
Construction of the Elgin County Heritage Centre is now out to tender. 12 companies
have been pre-qualified to participate which bodes well for a competitive process. The
tender is scheduled to close on March 30, 2017 and will need to be awarded immediately
in order to satisfy federal funding requirements under the Canada Cultural Spaces
Program. Should Council so authorize, the tender will be awarded according to the
to the lowest bid and only if that bid falls
total budget of $1 million. Results will be reported to County Council as soon as feasible.
THAT staff award the tender for construction of the Elgin County Heritage Centre (Tender
No. 2017-20) according to provided that the accepted
bid is within budget allocations; and,
THAT staff report back to Council with the results of the tender as soon as feasible.
All of which is Respectfully Submitted Approved for Submission
Brian Masschaele Mark G. McDonald
Director of Community and Cultural Services Chief Administrative Officer
Mike Hoogstra
Purchasing Coordinator
33
FROM: Brian Masschaele, Director of Community and Cultural Services
DATE: February 17, 2017
SUBJECT: Aylmer Town Council Request for Feedback on Aylmer Library Re-
Location to East Elgin Community Complex
Aylmer Town Council is seeking feedback on whether County Council would object to
a re-location of the Aylmer Library to the East Elgin Community Complex. This report
reiterates that any future location of the Aylmer Library should be at the direction of
Aylmer Town Council in accordance with past precedent and
Resolution No. 53-17 passed by Aylmer Town Council on February 13, 2017 as attached
seeks uld be any objection to locating the
Aylmer Library at the East Elgin Community Complex. County Council has endorsed a
(also attached) which can provide guidance on this
matter. To cite aspects of this policy:
population centres will be preferred. Co-location with other community services
will be preferred.
The Municipality shall determine if, in the opinion of their Council,
there is a need for a new Library, expansion of a Library or a relocation of a
Library
\[Interior\] fittings are to be included in construction costs and are
to be paid by the municipality. Additional furnishings for library use are the
responsibility of the County.
Based on the above, the location of library facilities in the County system is at the
recommendation of the local municipality, in this case the Town of Aylmer. This has
always been the case when it comes to the location of library facilities in other
municipalities. For instance, the recent re-locations of Shedden and Springfield branches
were both initiated by the local municipality after consultation with the community.
Furthermore, location at the East Elgin Community Complex does -
Based on these factors, no formal objections
can be cited to such a potential move.
Nevertheless, there are matters for Aylmer Town Council to consider should such a
move be contemplated which are as follows:
34
A new lease with the Town of Aylmer will be required based
standard lease for library facilities. Implicit in this is an understanding that the
current lease and any associated revenue for the Old Town Hall location will be
terminated whenever the new lease is adopted, assuming re-location occurs
before June 2022 when the current lease expires.
Any future location for a new or expanded Aylmer Library must be encompassed
in a one-site solution. This was reiterated by County Council at the September
22, 2015 meeting when a resolution was passed s
position is for a one-site solution to meet the future space needs of the Aylmer
, including
any proposed space at the East Elgin Community Complex. This means that
capital improvements for matters such as millwork, flooring, lighting and electrical
will be at , regardless of how that work
is facilitated between the Town of Aylmer and the Township of Malahide.
Furthermore, lease payments on any proposed facility for the purposes of acting
will be directed to the Town of Aylmer. Any further
.
Policy and past precedent makes it clear that the process to renovate, re-locate or expand
a branch library s
role to object to any location as long as it conforms generally to the rary
of a future Aylmer Library at
the East Elgin Community Complex could be contemplated, but so could other locations. At
this particular point in time, the Town of Aylmer has not made any formal recommendation
regarding expansion or re-location of the Aylmer Library to the East Elgin Community
Complex, nor any other location in town.
Request for Feedback on Aylmer Library Re-Location to East Elgin
Community Complex
17, 2017 be received and filed; and,
THAT a copy of this report be circulated to Aylmer Town Council.
All of which is Respectfully Submitted Approved for Submission
Brian Masschaele Mark G. McDonald
Director of Community and Cultural Services Chief Administrative Officer
35
Aylmer Town Council Proceedings February 13, 2017
Moved by Councillor Oslach and seconded by Councillor Barbour:
That the following actions be taken with respect to the feasibility of re-locating the
Aylmer Library to the East Elgin Community Complex (EECC):
(a) That Council directs Staff to contact the Township of Malahide to confirm their
interest in re-locating the Aylmer Library at the EECC;
(c) That following receipt of positive input from the Township of Malahide and the
County of Elgin, that Staff be authorized to obtain a full cost estimate from Spriet
Associates to determine the cost for the conversion of the EECC to a library facility;
noting that funds in the Municipal Building Reserve for a library project be used to cover
this cost.
The motion is Carried.
Moved by Councillor Laur and seconded by Deputy Mayor French:
That the following actions be taken with respect to the feasibility of re-locating the
Aylmer Library to the former Public Works property on Myrtle Street:
(a) That Council directs Staff to review the feasibility of re-locating the Aylmer Library
to the former Public Works property on Myrtle Street, and report back to Council about
the estimated costs to do so, and the steps required for Council to move forward, should
they wish to do so following receipt of the Report.
The motion is Carried.
36
The following shall constitute the policy of the County of Elgin to be followed in considering any
participation it will have with any Municipality represented on County Council in the renovation,
relocation or expansion of Library facilities anywhere in the County.
This policy applies to capital construction or relocation of library facilities only. Operational
issues and related costs pertaining to each facility are addressed in respective leases signed
for each facility. New, expanded or relocated branches will require a new operational lease
The square footage of new, expanded or relocated library facilities will adhere, wherever
time by the Administrators of Rural and Urban Public Libraries of Ontario (ARUPLO) in which
the Elgin County Library is a voting member. The following are current guidelines for the
assignable size of library facilities (excluding utility rooms):
Small Branches: Branches serving catchment areas of 1,000-5,000 population:
greater;
Medium Branches: Branches serving catchment areas of 5,000-10,000 population:
greater;
Large Branches: Branches serving catchment areas of 10,000-35,000 population:
is greater.
preferred. Co-location with other community services will be preferred.
County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5V1 Canada
Phone: 519-631-1460
www.elgin-county.on.ca
37
In all cases, Municipalities shall strive to set the highest standards in terms of public
accessibility, including compliance with provincial accessibility legislation.
An Interest Free Loan from the County for renovation, relocation or expansion of library
facilities is available up to the following amounts: Small branches, $100,000; Medium
branches $200,000; Large branches, $400,000. The loan must be repaid within ten years. All
requests for new libraries, expansion of libraries or relocation of libraries in the following year
must be received by Council no later than December of each year for budgeting purposes.
st
Any request received after December 31 will be considered for the following year. County
Council reserves the right to deny such a loan for financial reasons.
1.0 The Municipality shall determine if, in the opinion of their Council, there is a need
for a new Library, expansion of a Library or a relocation of a Library. A review of
Cultural Services (or designate) is strongly encouraged in this process.
2.0
C.A.O. and Director of Community and Cultural Services, outlining the following
information:
2.01 The address and description of the proposed site and building to be
constructed, expanded or relocated.
2.02 The approximate interior gross area of the new building, expanded
building or relocated building.
2.03 The approximate size of the area designated to be for Library use.
2.04 Approximate loan requested from the County.
2.05 The proposed date to commence construction.
3.0 The Director of Community and Cultural Services shall forward the proposal to
County Council.
County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5V1 Canada
Phone: 519-631-1460
www.elgin-county.on.ca
38
4.0 County Council shall consider the proposal (Letter of Intent) and notify the
Municipality of its decision. If acceptable, and County Council determines that it
wishes to participate in a new Library facility, expanded Library facility, or
relocated Library facility, a Letter of Intent detailing the arrangements will be
signed by the C.A.O. of the County of Elgin and the Municipality.
5.0 The Municipality, at its expense, shall cause plans and specification of the
Library premises to be prepared and sent to the Director of Community and
Cultural Services who will forward to County Council for approval. The plans and
specifications must include the information set out in this policy and if required
may include a request for an Interest Free Loan.
The plan and specifications must include:
5.01 The address and description of the proposed site and building to be
constructed, expanded or relocated building.
5.02 The interior gross area of the new building, expanded building or relocated
building.
5.03 The size of the area designated to be for library use.
5.04 Construction timetables.
5.05 Approximate move in date for library staff.
5.06 Cost of construction or renovation including mechanicals.
5.07 Confirmation of interior fittings required for library use (such as custom
millwork). These fittings are to be included in construction costs and are
to be paid by the municipality. Additional furnishings for library use are the
responsibility of the County.
5.08
5.09 Interim financing cost (if applicable).
5.10 Source of funding for project.
5.11 Request for an Interest Free Loan indicating when the loan will be
required. The loan must be repaid within ten years of being issued.
County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5V1 Canada
Phone: 519-631-1460
www.elgin-county.on.ca
39
5.12 The Director of Community and Cultural Services shall forward the
proposal to County Council with a recommendation on acceptance. At
g the anticipated costs of
deadline to execute the lease. Should an interest-free loan be requested
and approved, the Director of Financial Services shall be authorized to
issue a loan agreement up the maximum allowable in each category with
terms stating that the loan is payable within a ten year period upon
execution and subject to the provision of actual invoices. County Council
reserves the right to deny such a loan for financial reasons.
6.0 Both Parties shall be responsible for their own legal costs in the negotiation
and/or drafting of any Lease or Loan Agreement.
7.0 The Municipality shall be the owner or leaser of the land and/or building.
County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5V1 Canada
Phone: 519-631-1460
www.elgin-county.on.ca
40
FROM: Jennifer Cowan, Accessibility Coordinator
Rob Bryce, Director of Human Resources
DATE: February 23, 2017
SUBJECT: Joint Accessibility Advisory Committee Terms of Reference Update
Members of the Joint Accessibility Advisory Committee requested that the committee
Terms of Reference be updated to allow individual members the opportunity to receive
an accommodation, should they not be able to attend scheduled committee meetings.
In addition, the Province of Ontario repealed sections of the Ontarians with Disabilities
Act, which requires the Terms of Reference to be updated.
The Committee is recommending the following be changed in the Terms of Reference:
Accommodations should a member of the committee not be able to attend
scheduled committee meetings due to a disability, the member may request an
process when an employee requests an accommodation. The accommodation
Coordinator and the Deputy Clerk for Central Elgin. An accommodation would
be granted initially for a three month trial period to determine feasibility. Any
extension past the three months would be considered by the Joint Accessibility
Advisory Committee for approval.
Electronic participation in the event that an accommodation has been granted,
the member may participate in the meetings electronically (via conference call),
but is not able to vote or be counted in determining whether or not quorum is
present.
All instances of the Ontarians with Disabilities Act be removed.
The recommended updates are intended to promote inclusion within the committee,
ensure full participation where possible, and respond to changing regulatory requirements.
The Joint Accessibility Advisory Committee is requesting that the Terms of Reference be
updated to reflect the need for an accommodation process, and electronic participation in
certain instances.
41
THAT the recommended changes to the Joint Accessibility Advisory Committee Terms
All of which is Respectfully Submitted Approved for Submission
Jennifer Cowan Mark G. McDonald
Accessibility Coordinator Chief Administrative Officer
Rob Bryce
Director of Human Resources
42
These Terms of Reference are developed under the provisions of the Accessibility for
Ontarians with Disabilities Act. The purpose of the aforementioned legislation is to
improve opportunities for people with disabilities and to provide for their involvement in
the identification, removal and prevention of barriers.
The Committee shall be known as the Joint Accessibility Advisory Committee.
In conjunction the Accessibility for Ontarians with Disabilities Act, the Joint Accessibility
Advisory Committee shall provide advice to participating municipal councils in relation to
accessibility planning and legislated standards
Central Elgin
County of Elgin
means anything that prevents a person with a disability from fully participating
in all aspects of society because of his or her disability, including a physical barrier, an
architectural barrier, an information or communications barrier, an attitudinal barrier, a
technological barrier, a policy or practice.
means,
a) any degree of physical disability, infirmity, malformation or disfigurement that is
caused by bodily injury, birth defect or illness and, without limiting the generality of
the foregoing, includes diabetes mellitus, epilepsy, a brain injury, any degree of
paralysis, amputation, lack of physical co-ordination, blindness or visual
impediment, deafness or hearing impediment, muteness or speech impediment, or
physical reliance on a guide dog or other animal or on a wheelchair or other
remedial appliance or device,
b) a condition of mental impairment or a developmental disability,
c) a learning disability, or a dysfunction in one or more of the processes, involved in
understanding or using symbols or spoken language,
d) a mental disorder, or
1
43
e) an injury or disability for which benefits were claimed or received under the
insurance plan established under the Workplace Safety and Insurance Act, 1997;
("handicap")
Advise Councils, regarding the preparation, implementation and effectiveness of
the multi-year accessibility plans of the participating municipalities.
Advise participating municipalities on the accessibility of buildings, structures or
premises that the municipalities lease, purchase, construct or significantly
renovate.
Review and advise municipalities on the accessibility of site plans and drawings
described in Section 41 of the Planning Act that the committee selects.
Advise councils about the requirements and implementation of accessibility
standards and the preparation of accessibility reports and such other matters for
which the councils may seek its advice.
Perform all other functions specified in the Accessibility for Ontarians with
Disabilities Act.
The Committee shall consist of six (6) members and shall be comprised of:
Four residents with disabilities, from the County, at large
OR three residents with disabilities, plus a member of the community who is
actively involved in a disability related profession, or caregiver for a person
with a disability.
Mayor or Deputy Mayor from Central Elgin
A member of County Council
A majority of members must have a disability as defined by the Ontarians with Disabilities
Act and the Accessibility for Ontarians with Disabilities Act.
Committee members shall serve a three (3) year term. No member shall serve more than
two (2) consecutive terms unless no candidates come forward.
2
44
Staff members from Central Eglin and Elgin County will undertake a bias-free recruitment
and selection process. A recommendation will be sent to participating Councils regarding
the selected candidates.
Committee members will be chosen for their life experience with a disability and their
knowledge of such and/or expertise in barrier-free initiatives or disability issues. Each
member of the Committee shall serve as an independent representative to the
Committee and shall not represent concerns of only one disability or group.
Accessibility Advisory Committee.
A representative from each participating municipality will attend meetings and provide
support.
Should a member of the committee be unable to attend meetings, they may request an
accommodation. Accommodations will be decided upon by: the JAAC Chairperson,
designate.
If an accommodation is granted, an accommodation plan will be developed for a three
month period. At that time, the individual may request to have the accommodation
extended or terminated. If an extension is granted, the extension will be taken to the
JAAC for approval.
Accommodations might include, but are not limited to: accessible formats, communication
supports or electronic participation in a meeting.
Meetings will be held in the Central Elgin Boardroom, unless otherwise noted.
The Joint Accessibility Advisory Committee will meet four (4) times per year. The
Committee will meet on a date a specified by the Committee. Additional meetings will be
held as needed.
Meetings will conform to appropriate requirements of the Municipal Act, 2001.
A quorum shall consist of a majority of voting members.
3
45
Members may participate electronically in a meeting in the event of an accommodation.
The member participating electronically shall not be counted in determining whether or
not a quorum is present, and cannot vote.
If a Committee member is absent for three (3) consecutive meetings without notice or
justifiable reason, their membership will be reviewed by staff support followed by a
recommendation to Council regarding their membership.
Members must submit agenda items at least three (3) weeks in advance of a meeting to
allow staff enough time to research and respond accordingly.
4
46
FROM: Jennifer Cowan, Accessibility Coordinator
Rob Bryce, Director of Human Resources
DATE: February 23, 2017
SUBJECT: Accessibility Procedures
The Integrated Accessibility Standard Regulation (O. Reg 191/11) requires that
municipalities demonstrate how they are meeting the requirements in the regulation.
The following procedures provide County staff with direction on implementing the
Corporate Accessibility Policy (HR # 2.130)
The following is a summary of the accessibility procedures.
Accessibility Training Procedure
The training procedure identifies who is responsible for the training itself, as well as who
will track the training records.
Accessibility Feedback Procedure
The feedback procedure allows people with disabilities to comment on the services they
have received by the County. The procedure outlines who to contact, and how the
County will respond to the feedback provided. This procedure also outlines the
igations to ensure that when seeking feedback from the public, that the
process takes into consideration accessibility requirements.
Support Person Procedure
The requirements for support persons have changed under the Integrated Accessibility
Standards Regulation. This procedure outlines when the County would require a
support person to accompany a person with a disability, and how to address this
request.
Request for Accessible Formats and Communication Supports
This procedure outlines the process for staff when there is a request for an alternate
format or communication support.
Service Animals in the Workplace Procedure
This procedure provides context for staff in the event that an individual with a disability
brings a service animal into a County owned or operated facility. The definition of
47
service animal was updated in the Integrated Accessibility Standards Regulation, which
is outlined in this procedure.
Temporary Service Disruption Procedure
This procedure outlines the steps that the County must take when there is a disruption in
service that would affect people with disabilities.
The County has developed procedures to accompany the Corporate Accessibility Policy
(HR # 2.130) to ensure compliance with the Integrated Accessibility Standards Regulation.
THAT County Council approve the accessibility procedures as outlined in the report titled
All of which is Respectfully Submitted Approved for Submission
Jennifer Cowan Mark G. McDonald
Accessibility Coordinator Chief Administrative Officer
Rob Bryce
Director of Human Resources
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County of Elgin
Human Resources Procedure
______________________________________________________________________
Subject: Accessibility Feedback
Associated Policy: 2.130 County Accessibility Policy
Date Approved:
Date Last Revision:
______________________________________________________________________________
Purpose and Application:
The purpose of this procedure is to establish a process to enable members of the public to
comment on the goods, services or facilities offered by the County of Elgin.
Implementation:
The County of Elgin welcomes public input as feedback helps to identify areas where changes
need to be considered and ways in which the County can improve the delivery of goods,
services and facilities.
The County is committed to establishing, implementing and maintaining a process for receiving
and responding to feedback about how to enhance the provision of goods, services and
facilities to people with disabilities.
All staff should be advising those who want to provide feedback related to County goods,
services or facilities to fill out a Feedback Form.
To Submit Feedback:
If a member of the public wants to provide feedback regarding the goods, services or facilities
they have received:
The member of the public with the concern should have a discussion with the staff
member who is involved in the situation where possible.
o Should discussion not resolve the complaint or the member of the public is
uncomfortable discussing the issue with the staff person, the member of the
public should fill out a Feedback Form.
Staff will assist the member of the public with providing feedback, when requested.
The information to be provided should include the date, a description of feedback, a
suggestion by the member of the public on how to resolve if there was an issue and
personal contact information if they want to be contacted with a response.
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The form shall be forwarded to the Accessibility Coordinator who will forward
to the appropriate Manager responsible for the Department.
The Manager will attempt to resolve the complaint in a timely manner, with the
assistance of the Accessibility Coordinator, as required.
If the member of the public has requested a response, the staff should include:
o An explanation of how the suggestion will be implemented;
o Whether further investigation is necessary;
o The reason if the County is unable to resolve the matter or implement the
suggestion; and
o What other steps may be taken to improve the service.
When Requesting Feedback from the Public:
If the County is requesting feedback from the public, it shall ensure that materials associated
with the feedback process can be made available in an accessible format or with a
communication support, upon request.
Refer to the Accessible Formats and Communication Support Procedure for more information.
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County of Elgin
Human Resources Procedure
______________________________________________________________________
Subject: Accessibility Training
Associated Policy: 2.130 County Accessibility Policy
Date Approved:
Date Last Revision:
______________________________________________________________________________
Purpose and Application:
The purpose of this procedure is to address the training requirements of the Integrated
Accessibility Standards Regulation. (O. Reg 191/11)
The County of Elgin is committed to establishing, implementing and maintaining a program for
training on accessibility standards and regulations.
The County shall ensure that the following receive training about the provision of its goods,
services or facilities to people with disabilities:
Elected officials, members of boards and committees, all employees (full time, part
time, temporary, students) and volunteers
Every person who participates in developing the policies, procedures and
practices governing the provision of goods, services or facilities to members of the
public.
All other people who provide goods, services or facilities on behalf of the
organization.
Training shall be provided as soon as practicable after assigned the applicable duties as well as
on an ongoing basis as changes occur to County of Elgin policies, procedures and practices
governing the provision of goods, services or facilities to people with disabilities.
Implementation:
The Human Resources Department is responsible for:
Ensuring training compliance with the Integrated Accessibility Standards Regulation (O.
Reg 191/11) and other regulations under the Accessibility for Ontarians with Disabilities
Act.
Coordinating and maintaining training records for compliance reporting and audit
purposes.
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Departments are responsible for:
Coordinating and maintaining training records for volunteers.
The Finance Department (Purchasing) is responsible for:
Maintaining training records for third parties/contractors.
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County of Elgin
Human Resources Procedure
______________________________________________________________________
Subject: Request for Accessible Formats and Communication Supports
Associated Policy: 2.130 County Accessibility Policy
Date Approved:
Date Last Revision:
______________________________________________________________________________
Application
This procedure applies to County employees, volunteers and other persons or organizations
that provide goods, services or facilities to the public or other third parties on behalf of the
County, in accordance with the Integrated Accessibility Regulation developed under the
Accessibility for Ontarians with Disabilities Act (AODA), 2005, and in support of the County of
This procedure applies to all materials and communications products produced or purchased
(e.g. consultant reports) by the County for release to the public. It does not apply to products
and product labels, unconvertible information, or information that the County does not control
directly or indirectly through a contractual relationship.
Each publication should be produced in such a way as to reduce barriers in the original
document. Adaptation to another format can be accommodated easily and quickly when
accessibility is considered during the development.
Notification
The County will advise the public of the availability of accessible formats and communication
supports.
The County will include:
A link on the County website to the Accessible Formats and Communication Supports
Request Form
is to be placed at the bottom of the front page of:
o all Council and Committee agendas;
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County of Elgin
Human Resources Procedure
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o all documents for public consultation (such as the Budget Overview or the
Official Plan);
o anywhere else the County determines that notification is reasonable.
Processing Requests
Requests for an accessible format or communication support can be received by staff in person,
by phone or by electronic formats such as emails or service requests. Upon receipt of a request,
staff will complete the request form, which is forwarded to the Accessibility Coordinator. The
request is to be responded to by the Accessibility Coordinator in consultation with the
department from where the request is originating.
All County staff shall, upon request, and in consultation with the person making the request,
provide or make arrangements to provide accessible formats and communication supports for
persons with disabilities. Accessible formats and communication supports shall be provided:
in a timely manner;
at a cost that is no more than the regular cost charged to other persons.
Once the appropriate format or support is determined with the requestor, staff shall provide or
arrange for the provision of the accessible formats and/or communication supports for persons
with disabilities.
If the Accessibility Coordinator determines that information is unconvertible, they shall,
in consultation with the department from which the information is originating, provide
the person requesting the information or communication with:
(a) a written explanation as to why the information or communications are unconvertible; and,
(b) a summary of the unconvertible information or communication.
Timeframe
The timeframe for the conversion process of a document into an accessible format, or the
provision of a communication support, can vary depending on the media chosen, the size,
complexity, quality of source documents and the number of documents to be converted. The
information requested shall be provided in a timely manner depending on the factors
previously noted.
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If the document being requested is the subject of a public consultation or has a set timeframe
for public comment, the timeframe for document conversion and distribution must be taken
into consideration.
Cost of Conversion
Creating information and communications in accessible formats on websites can help reduce
the cost of conversion.
When a member of the public requests a County document in an accessible format or
information with a communication support, the department of origin is responsible for the cost
of conversion, materials and distribution of information.
Definitions
Accessible Formats these may include, but are not limited to, large print, recorded audio and
electronic formats, Braille and other formats usable by persons with disabilities.
Common Accessible Formats
limited to):
HTML or electronic text version online that meet the WCAG 2.0 level A or AA;
Text saved as an accessible Word document;
Large text;
Plain language versions; and,
Braille.
Communications
combination of them, where information is provided, sent or received.
Communication Supports these may include, but are not limited to: captioning, alternative
and augmentative communication supports, plain language, sign language and other supports
that facilitate effective communications.
Common Communication Supports some of the most common communication supports are
(but are not limited to):
Screen reader software;
Verbal plain language explanation of a written document;
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County of Elgin
Human Resources Procedure
______________________________________________________________________
Video captioning, transcripts;
Alternative and augmentative communication supports such as an FM Loop system or
Communication Access Realtime Translation (CART); and,
Sign language interpretation
Electronic Text an electronic text means of presentation of information that enables various
computer programs to convert the information into a "readable" format; electronic text where
all illustrations or graphical information is explained fully in text.
Information includes data, facts and knowledge that exist in any format, including text, audio,
digital or images, and that convey meaning. The AODA information and communication
standard does not apply to the following:
1. Products and product labels.
2. Unconvertible information or communications.
3. Information that the County does not control directly or indirectly through a contractual
relationship.
Unconvertible it is not technically possible to convert the information or communications, or
the technology to convert the information or communications is not available.
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County of Elgin
Human Resources Procedure
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American Sign Language (ASL) Interpreters
If you receive a request for an ASL Interpreter, fill out form titled
You will need to get some information from the resident
making the request, including:
Name
Best way to contact the individual. (Keep in mind that the individual requesting an
interpreter will likely have a communication disability, and may not be able to use a
telephone. Suggest email, fax or Bell Relay Service as a way to communicate.)
Date of meeting
Location of meeting
Make note of what type of meeting it is. (Organizations such as the Canadian Hearing
Society often prioritize meetings by type. Legal, Medical or Social Services
appointments tend to get ranked higher on the priority scale.)
*NOTE: An individual may request a specific interpreter. If they do, you are obligated to try to
obtain that specific interpreter for the meeting.
Private interpreters are found through the Ontario Association of Sign Language Interpreters.
You can search by individual or by geographical location.
The Canadian Hearing Society also provides real time captioning (CART) services as an
alternative to interpreting.
service
providers.
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Request for Accessible Information or Communications
Name of RequestorDate of Request
AddressE-mail Address
Telephone Number
Request information in an accessible format (in English):
Name of DocumentDepartment the document originated:
Type of Format Requested:Please include specifics related to format:
Braille
Audio
Large Print
Accessible Electronic Document
Plain Language
Type of Communication Support Required:If other, please specify:
American Sign Language (ASL)
Other
Date of support required:Location of Meeting:
County of Elgin
Accessibility Coordinator
450 Sunset Drive, St. Thomas ON N5R 5V1
Email: jcowan@elgin.ca
Phone: 519-631-1460 x 167
Fax: 519-633-7785
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County of Elgin
Human Resources Procedure
______________________________________________________________________
Subject: Service Animals in the Workplace
Associated Policy: 2.130 County Accessibility Policy
Date Approved:
Date Last Revision:
______________________________________________________________________________
Purpose:
To provide a safe and healthy work environment for all employees and members of the public
with regards to service animals in the workplace. To welcome people with disabilities and their
service animals on the parts of our premises open to the public.
Staff shall ensure that accessible customer service is provided to all customers in accordance
with this procedure and HR Policy # 2.130 County Accessibility Policy.
Definition:
Service animal: An animal is a service animal for a person with a disability if,
a) the animal can be readily identified as one that is being used by the person for reasons
harness worn by the animal; or
b) the person provides documentation from one of the following regulated health
professionals confirming that the person requires the animal for reasons relating to the
disability:
i. A member of the College of Audiologists and Speech-Language Pathologists of
Ontario.
ii. A member of the College of Chiropractors of Ontario.
iii. A member of the College of Nurses of Ontario.
iv. A member of the College of Occupational Therapists of Ontario.
v. A member of the College of Optometrists of Ontario.
vi. A member of the College of Physicians and Surgeons of Ontario.
vii. A member of the College of Physiotherapists of Ontario.
viii. A member of the College of Psychologists of Ontario.
ix. A member of the College of Registered Psychotherapists and Registered Mental
Health Therapists of Ontario. O. Reg. 165/16, s. 16.
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County of Elgin
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Implementation:
Staff Responsibilities
If a service animal accompanies a person with a disability, staff shall ensure that the person is
permitted to keep the animal with him or her.
The person with the service animal shall be welcomed in the areas of County owned premises
that are open to the public.
Customer's Responsibility
A customer with a disability who is accompanied by a service animal is responsible for
maintaining care and control of the animal at all times.
In the unlikely circumstance that the customer is unable to gain control of their service animal
staff shall:
Step One:
Advise the customer about their responsibility to maintain appropriate care and control of the
animal at all times. Allow the customer an opportunity to gain control and rectify the situation.
In the event that the animal is acting in a manner that causes health and safety concerns (i.e.
acting in an aggressive manner), staff may proceed directly to step two.
Step Two:
In the event that the animal is acting in a manner that causes health and safety concerns staff
may request the customer to remove the animal from the situation and/or area of concern until
such time that care and control is resumed. ln such a situation staff shall use reasonable efforts
to make sure other measures are available to enable the person with a disability to access
goods or services.
General Information
Service animals are specially trained to assist a person with a disability. They might open
doors, pick up items, predict seizures, alert to sounds, etc.
Service animals may be dogs or other types of animals.
Service animals are not pets they are working animals. Do not pet or talk to a service
animal.
Service animals provide a vital service; they are allowed to be with their owner at all
times, unless otherwise prohibited by law.
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County of Elgin
Human Resources Procedure
______________________________________________________________________
Service animals in training will be welcome in all County owned facilities, provided they
adhere to all County procedures relating to service animals.
Identifying a Service Animal
A service animal can be easily identified through visual indicators, such as when it wears a
harness or a vest, or when it helps the person perform certain tasks.
When a service animal cannot be easily identified, staff may ask a person to provide
documentation (template, letter or form) from a regulated health professional that confirms
the person needs the service animal for reasons relating to their disability.
Exceptions
If service animals are prohibited by another law, County staff will do the following to ensure
people with disabilities can access our goods, services or facilities:
explain why the animal is excluded
discuss with the customer another way of providing goods, services or facilities
Where Food is Prepared, Stored or Sold
The Health Protection and Promotion Act states that animals are not allowed in places where
food is manufactured, prepared, processed, handled, served, displayed or stored. It does make
an exception for service animals to allow them to go where food is normally served or sold.
Other types of service animals are not included in this exception.
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County of Elgin
Human Resources Procedure
______________________________________________________________________
Subject: Support Persons
Associated Policy: 2.130 County Accessibility Policy
Date Approved:
Date Last Revision:
______________________________________________________________________________
Purpose:
To ensure a safe and welcoming environment for people with disabilities and their support
workers. Staff shall ensure that accessible customer service is provided to all customers in
accordance with this procedure and HR Policy # 2.130 County Accessibility Policy.
To welcome people with disabilities and their support persons in County-owned or operated
facilities.
Definition:
Support person:
A support person, in relation to a person with a disability, another person who accompanies
him or her in order to help with communication, mobility, personal care or medical needs or
with access to goods, services or facilities.
Examples:
A support person may provide transportation, communication, interpretation services or help
with daily activities. A support person does not necessarily have to be a paid individual.
Implementation:
People with disabilities are permitted to be accompanied by their support person in
areas/premises that are open to the public, when accessing goods, services or facilities
owned or operated by the County of Elgin.
Where fees for services are charged, staff shall ensure that the fee is waived for the
support person.
If there is confidential information to be disclosed, consent must be received from the
person with the disability.
The County reserves the right to request a person with a disability be accompanied by a
support person when on County owned or operated facilities, but only after consulting
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Human Resources Procedure
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with the person and considers the available evidence, the County determines that
because of a health and safety risk a person would benefit from attending with a
support person. In this situation, employees must:
o Support the person to the best of their ability while respecting the dignity of the
individual; and
o Contact their supervisor after the support is requested.
o Supervisors/Managers are to contact the Accessibility Coordinator to discuss
how the individual can be supported.
In the event that the County requires that a support person be present, the following
criteria shall be used when consulting the customer:
o There is a possibility of a significant risk to the health and safety of the
customers or others.
o The risk cannot be eliminated or reduced by other means.
o The assessment of the risk is based on consideration of the duration of the risk,
the nature and severity of the potential harm, the likelihood that the potential
harm will occur, and the imminence of the potential harm.
o The risk assessment should be based on the actual and apparent
characteristics, not on generalizations, misperceptions, ignorance or fears about
a disability.
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County of Elgin
Human Resources Procedure
______________________________________________________________________
Subject: Temporary Service Disruptions
Associated Policy: 2.130 County Accessibility Policy
Date Approved:
Date Last Revision:
______________________________________________________________________________
Purpose:
The purpose of this procedure is to establish guidelines for providing notification of temporary
disruptions of service to people with disabilities. These notices may be for either planned or
unexpected disruptions of service.
Implementation:
Notices for both unexpected and planned service disruptions will be provided in a variety of
formats that will take into account a range of disabilities and will outline:
The reason for the disruption;
Its anticipated duration;
A description of alternative facilities or services, if any are available; and,
Contact information.
Notices for unexpected service disruptions will be posted as soon as possible, using large, clear
print and plain language at the physical entrances to the facility and throughout the facility (if
required) and in any other location that the County deems is necessary.
Notices for planned service disruptions will be posted using large, clear print and plain language
at the physical entrances to the facility and throughout the facility where necessary. In
addition, planned service disruptions that are intended to last more than 48 hours will be
64
REPORT TO COUNTY COUNCIL
FROM: Rob Bryce, Director of Human Resources
DATE: February 17, 2017
SUBJECT: Employee Benefits Renewal 2017
INTRODUCTION:
is subject to annual renewal on March 1, 2017. In conjunction with
benefits consultant Mosey and Mosey, the group benefits program was marketed ahead
of the 2017 renewal to ensure the most competitive costs. Typically, timely marketing of
a group benefits program will generate competitive proposals. The group benefits
program was last marketed in conjunction with the 2012 renewal.
The annual renewal report for the County of Elgin and member municipalities from
Mosey and Mosey, Benefits Consultants was received on February 16, 2017. The
report summarizes analysis of the marketing effort and group benefits
renewal action required effective March 1, 2017.
County staff is satisfied with the renewal as negotiated on our behalf by Mosey and
Mosey with Manulife Financial and recommends renewal of
program with them.
DISCUSSION:
As part of the 2017 benefits renewal, Human Resources staff worked with Mosey and
Mosey to ensure that benefit coverage and associated underwriting costs continue to
remain competitive.
including the incumbent. Quotations were received from four (4) carriers. The remaining
carriers declined to provide a proposal for various reasons ranging from an inability to
offer any cost savings over existing premium rates, group not in target market, or inability
to duplicate current contractual provisions.
Following thorough review and analysis, and in full consideration of the quoted premium
costs, rate guarantees, and the deviations, Mosey and Mosey recommends retaining the
incumbent insurer, Manulife Financial.
For rating purposes, the County of Elgin and member municipalities consortium plan have
been regarded as one large group in order to attain the best rates, allowing participating
lower-tier members the benefit of increased purchasing power that is available through
pooled insurance. Membership currently includes Central Elgin, Bayham, Malahide,
Dutton/Dunwich, Aylmer and Southwold.
65
The Extended Health Care and Dental Care benefits are underwritten on a fully
experience-rated basis. Rates are established based on the financial results generated
by the paid premium and paid claims experience for the County of Elgin and member
municipalities consortium plan.
he table below summarizes the recent history of Manulife
Financial renewal rate action, by benefit line:
20132014201520162017
Renewal
BenefitRenewal RenewalRenewalRenewal
Life No Change 9.0% 11.0% 8.0% No Change
AD&D No Change No Change No Change No Change No Change
LTD No Change 15.5% 7.0% 7.0% 11.1%
EHC 9.0% No Change No Change 5.0% (5.6%)
Dental (4.1)% (1.8%) 6.0% 9.0% 6.7%
+ODA Fee +ODA Fee +ODA Fee + ODA Fee + ODA Fee
Guide Guide Guide Guide Guide
Increase Increase Increase Increase Increase
Overall4.0%2.4%3.1%6.4%0.5%
The negotiated renewal costs with Manulife Financial will result in an upward adjustment
in overall premiums an increase of 0.5representing an
additional annual cost over current rates of $5,676 including provincial sales tax.
CONCLUSION:
Human Resources staff recommends acceptance of the annual renewal rate adjustments
with Manulife Financial effective March 1, 2017.
RECOMMENDATION:
THAT County Council approve the negotiated renewal rate adjustments with Manulife
Financial for the County of Elgin, effective March 1, 2017.
All of which is Respectfully Submitted Approved for Submission
Rob Bryce Mark G. McDonald
Director of Human Resources Chief Administrative Officer
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FROM: Rob Bryce, Director of Human Resources
DATE: March 6, 2017
SUBJECT: 2017 Non-Union Economic Adjustment
Human Resources staff is seeking approval to implement a 1.8% wage
increase for non-union staff and Council in 2017. Each year, Human Resources staff
recommends to County Council a non-union salary increase which, by policy, is applied to
The purpose of this annual action is to ensure the County of Elgin
remains a desired employer; that the County is attracting and retaining skills and talent in the
organization by remaining competitive in its compensation practises; and that the County
avoid any spikes or gaps in its compensation practises from one year to the next.
Non-union salaries are reviewed annually to ensure that the County is paying competitively
to the market. Recommended adjustments to wages are made on the basis of both
benchmark data and comparative market trends.
In reviewing such data, the County considers a number of factors including, but not limited
to, negotiations mandates and outcomes, inflationary trends, attrition data, market factors,
and union avoidance.
The most recent Ministry of Labour data (released at the end of November 2016) shows the
Broader Public Service (BPS) Municipal Sector average annual base wage increase was
1.6% from January to November 2016.Consumer Price Index in Ontario for November was
1.8% and averaging 1.8% for the year. In January 2017, two of the County unionized
partners received a 1.8% (Homes employees) and a 1.75% wage increase (Libraries
employees), respectively. The collective agreement with
expired on March 31, 2016 and the parties are scheduled for conciliation.
Area municipalities have announced and/or planned the following 2017 salary adjustments
for non-union staff:
Tillsonburg 1.5%County of Wellington 2.0%
Woodstock 1.75% County of Norfolk 2.0%
Waterloo 1.5% County of Dufferin 1.5%
Orangeville 1.9% County of Middlesex 1.5%
Stratford 1.5% County of Oxford 1.5%
St. Thomas TBDCounty of Brant 1.75%
Haldimand County 1.75% Cambridge 2.0%
67
West Elgin 1.2% Perth County 1.42%
Dutton Dunwich 2.0% Southwold 2.0%
Malahide 2.0%Aylmer 1.5%
Central Elgin TBD% Bayham 2.1%
From those surveyed above, area municipalities are providing an average adjustment of
1.72%. Although what is being recommended for County staff is slightly higher than the
average of the comparators shown above, it is
practise. Additionally, what is recommended matches the average increase being provided
by partner municipalities within the County of Elgin and it matches the increase negotiated
union partner.
In 2016, the County of Elgin paid approximately $5,264,009 in wages to non-union staff.
The cost of a 1.8% increase for non-union employees is approximately $ 94,752 and
represents 0.3% on the levy. This is containable in the 2017 budget in which staff had set
aside 1.9% for planning purposes, which Council has approved.
In view of recent economic trends, comparative data, and other factors, Human Resources
staff believes a 1.8% economic adjustment in 2017 for non-union staff is appropriate. It
matches wage increases provided to the Countyunion partner (SEIU) and
approximates the expected rate of inflation in Ontario for 2017. In accordance with municipal
bylaw, the 2017 economic adjustment would be applied to Members of Council.
THAT the Council approve a non-union economic adjustment of 1.8% effective on the first
full pay period of 2017; and,
THAT the necessary by-law be prepared.
All of which is Respectfully Submitted Approved for Submission
Rob Bryce Mark G. McDonald
Director of Human Resources Chief Administrative Officer
68
FROM: Peter Dutchak, Deputy Director of Engineering Services
Mike Hoogstra, Purchasing Coordinator
DATE: February 28, 2017
SUBJECT: Award of Seven Tenders Cold In-Place Recycling with Expanded
Asphalt Material, Hot Mix Asphalt Paving, Microsurfacing, Asphalt Crack
Sealing, Culvert Sliplining, Brooks Bridge Replacement and Heritage Line
Storm Sewer Rehabilitation
As part of the approved 2017 Capital Budget, tenders were advertised and issued as
per the County's Procurement Policy. Submissions were received for the following
seven projects:
a) Cold In-Place Recycling with Expanded Asphalt Material Contract No. 6200-17
b) Hot Mix Asphalt Paving Contract No. 6220-17
c) Microsurfacing (Type 3) and Surface Treatment Contract No. 6250-17
d) Asphalt Crack Sealing Contract No. 6090-17-08
e) Culvert Sliplining and Culvert Replacements Contract No. 6290-17-02
f) Brooks Bridge Replacement Contract No. 6290-17-01
g) Heritage Line Storm Sewer Rehabilitation Contract No. 6200-17-01
Tenders issued this year once again
Municipal Partners the option of contracting with the successful bidder of the contracts
identified below.
Cold In-Place Recycling with Expanded Asphalt Material (CIREAM)
A total of nine (9) contractors downloaded tender documents for this project. Three (3)
contractors submitted bids for this tender; bids were received as follows:
Roto-Mill Inc. $1,197,304.00
Coco Paving Inc. $1,252,000.00
Lavis Contracting Co. Limited $1,299,353.00
Roto-Mill Inc. submitted the lowest compliant bid for the project at a total price of
$1,197,304 inclusive of a contingency allowance and exclusive of HST for the supply of
labour, equipment and materials to rehabilitate five sections of county roads. The
lowest submitted bid is within budget estimates.
69
Hot Mix Asphalt Paving
A total of eight (8) contractors downloaded tender documents for this project. Four (4)
contractors submitted bids for this tender; bids were received as follows:
Walmsley Bros. Ltd. $3,489,182.50
Brantco Construction $3,614,636.50
Coco Paving Inc. $3,787,000.00
Dufferin Construction Company $3,846,475.00
Walmsley Bros. Ltd. submitted the lowest compliant bid for the project at a total price of
$3,489,182.50, inclusive of a contingency allowance and exclusive of HST for the
supply of labour, equipment and materials to place hot mix asphalt on various roads
throughout Elgin County. The lowest submitted bid is within budget estimates.
Microsurfacing (Type 3) and Surface Treatment
A total of five (5) contractors downloaded tender documents for this project. Two (2)
contractors submitted bids for this tender; bids were received as follows:
Duncor Enterprises Inc. $686,125.75
MSO Construction Limited $891,822.50
Duncor Enterprises Inc. submitted the lowest compliant bid for the project at a total price
of $686,125.75, inclusive of a contingency allowance and exclusive of HST for the
supply of labour, equipment and materials to place Microsurfacing (Type 3) on various
roads throughout Elgin County. The lowest submitted bid is within budget estimates.
Asphalt Crack Sealing
A total of thirteen (13) contractors downloaded tender documents for this project. Four
(4) contractors submitted bids for this tender; bids were received as follows:
Niagara Crack Sealing $132,600.00
Roadmaster Road Construction & Sealing $194,650.00
Falcon Road Services $212,500.00
AVL Construction Group $276,250.00
Niagara Crack Sealing submitted the lowest compliant bid for the project at a total price
of $132,600.00, exclusive of HST for the supply of labour, equipment and materials to
crack seal various roads throughout Elgin County. The lowest submitted bid is within
budget estimates.
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Culvert Sliplining and Culvert Replacement
A total of twenty three (23) contractors downloaded tender documents for this project.
Six (6) contractors submitted bids for this tender; bids were received as follows:
Gary D. Robinson Contracting $191,717.00
Birnam Excavating $228,553.44
Clearwater Structures $346,040.00
Network Sewer and Watermain $366,193.23
Jarlian Construction $418,235.00
CRS Tunnelling $692,000.00
Gary D. Robinson Contracting submitted the lowest compliant bid for the project at a
total price of $191,717.00, exclusive of HST for the supply of labour, equipment and
materials to install pipe liners inside existing culverts and to replace existing culverts on
various roads throughout Elgin County. The lowest submitted bid is within budget
estimates.
Brooks Bridge Replacement
A total of twenty nine (29) contractors downloaded tender documents for this project.
Five (5) contractors submitted bids for this Tender; bids were received as follows:
Facca Incorporated $296,940.00
Theo Vandenberk Construction $301,841.48
Weathertech Restoration Services $356,427.50
Lancoa Contracting $368,538.93
SLR Contracting Group $470,670.00
Facca Incorporated submitted the lowest compliant bid for the project at a total price of
$296,940.00, inclusive of a contingency allowance and exclusive of HST, for the supply
of labour, equipment and materials to replace Brooks Bridge located on Lyons Line
(County Road 48) just west of Newel Road in the Township of Malahide. The lowest
submitted bid is within budget estimates.
Heritage Line Storm Sewer Rehabilitation
A total of fifteen (15) contractors downloaded tender documents for this project. Five (5)
contractors submitted bids for this Tender; bids were received as follows:
Cassidy Construction $811,547.90
Gary D. Robinson Contracting $1,086,438.00
R. Russell Construction $1,140,300.90
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Murray Mills Excavating $1,945,422.70
Allcan Colony $2,462,232.06
Cassidy Construction submitted the lowest compliant bid for the project at a total price
of $811,547.90, inclusive of a contingency allowance and exclusive of HST, for the
supply of labour, equipment and materials to rehabilitate the storm sewers and install
concrete curb on two sections of Heritage Line (County Road #38) located between
Richmond Road and Sandytown Road in the Municipality of Bayham. The lowest
submitted bid is within budget estimates.
All of the submitted tender prices are based upon assumptions regarding material
quantities and expected conditions and therefore, actual project costs may differ. Also,
Asphalt Cement (AC) is a significant component of many of these projects and can
influence actual project costs. Submitted pricing ties AC to an index that normally
fluctuates. For example, the Asphalt Cement Index is assumed to be worth $600 per
tonne at the time of construction. If the AC Index increases to $700, this increase will
translate into $250,000 of additional costs to the projects.
Strictly observing the lowest tender prices received, compared to the funds allocated to
the projects within the Capital Budget, a $1 million surplus is projected at this time. This
surplus was predominantly created from excellent pricing received for the Brooks Bridge
Replacement Project and the Heritage Line Storm Sewer Rehabilitation Project. Once
projects are completed, and actual project costs are calculated, any potential surplus
funds will be directed to the shortfall in funding the Wonderland Road Reconstruction
project planned in 2019, as provided for in the Capital Plan.
These seven tender awards represent 16 different projects within the Capital Budget.
All of the low tenders submitted are within the approved budget amounts, and a
preliminary projected surplus is estimated at $1 million. Once actual project costs are
calculated, any potential surplus will be allocated towards the funding shortfall for the
Wonderland Road Reconstruction Project as part of the approved Capital Plan.
cost increases above the tender amount approved by Council by less than 10%, and the
amount is within the overall budgeted project amount, work will proceed upon
authorization by the Director. However, if the cost increases above the tender amount
approved by Council by more than 10%, the Director will prepare a further report to
Council outlining the expenditures.
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THAT Roto-Mill Inc. be selected for the Cold In-Place Recycling with Expanded Asphalt
Material (CIREAM) Tender, Contract No. 6200-17 at a total price of $1,197,304.00,
inclusive of a contingency allowance and exclusive of H.S.T.; and,
THAT Walmsley Bros. Ltd. be selected for the Hot Mix Asphalt Tender, Contract No.
6220-17 at a total price of $3,489,182.50, inclusive of a contingency allowance and
exclusive of H.S.T.; and,
THAT Duncor Enterprises Inc. be selected for the Microsurfacing (Type 3) and Surface
Treatment Tender, Contract No. 6250-17 at a total price of $686,125.75, inclusive of a
contingency allowance and exclusive of H.S.T.; and,
THAT Niagara Crack Sealing be selected for the Asphalt Crack Sealing Tender,
Contract No. 6090-17-08 at a total price of $132,600.00, exclusive of H.S.T.; and,
THAT Gary D. Robinson Contracting be selected for the Culvert Sliplining and Culvert
Replacement Tender, Contract No. 6290-17-02 at a total price of $191,717.00,
exclusive of H.S.T.; and,
THAT Facca Incorporated be selected for the Brooks Bridge Replacement Tender,
Contract No. 6290-17-01 at a total price of $296,940.00, inclusive of a contingency
allowance and exclusive of H.S.T.; and,
THAT Cassidy Construction be selected for the Heritage Line Storm Sewer Rehabilitation
Tender, Contract No. 6200-17-01 at a total price of $811,547.90, inclusive of a
contingency allowance and exclusive of H.S.T.; and,
THAT the Warden and Chief Administrative Officer be authorized to sign the contracts.
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
Clayton Watters
Director of Engineering Services
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FROM: Peter Dutchak, Deputy Director of Engineering Services
DATE: February 15, 2017
SUBJECT: County Road Maintenance Agreement
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The current County Road Maintenance Agreement expires on December 31, 2017 and
therefore a revised agreement must be prepared and executed.
local municipalities have been maintaining the County Road system since 1997
under formal agreements. The agreement was substantially revised in 2013 after many
years of experience. The new agreement has been very successful by defining
responsibilities, allowing flexibility to municipalities to determine how services are
delivered and providing sufficient funding to maintain the County road system. The
current agreement expires at the end of 2017 and therefore a revised agreement must
be created and executed to extend the term and make minor improvements.
Staff plans on meeting with the area Road Supervisors and the County Solicitor during
the coming months to review the existing agreement with a goal of extending the term
and making only minor improvements where necessary. Once a draft agreement is
prepared, staff will report back to Council and seek approval to circulate the draft
agreement to our municipal partners for their comments.
THAT
All of which is Respectfully Submitted Approved for Submission
Peter Dutchak Mark G. McDonald
Deputy Director of Engineering Services Chief Administrative Officer
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FROM: Peter Dutchak, Deputy Director of Engineering Services
DATE: February 17, 2017
SUBJECT: 2016 County Road Maintenance Expenditures
This report summarizes County Road maintenance expenditures as reported by the
municipalities for the 2016 calendar year.
The County of Elgin has outsourced road maintenance activities to the local municipalities
since 1997.
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expenditures before February 15 of the following year.
The compensation model allows each municipality the flexibility
of how to complete a defined scope of maintenance activities and provides a lump sum
annual allocation (paid monthly) calculated from the number of kilometres and type
(Highway Classification) of County roads maintained. Allocations are increased annually
by the Ontario CPI (October October).
In 2016, municipalities generated a collective surplus of $120,239. The following table
summarizes total allocations and expenditures as reported by each municipality and is
unaudited.
$ 20,278.94 $18,480.72 $1,798.22 91%
$ 437,984.26 $366,987.57 $70,996.69 84%
$ 641,059.14 $653,313.07 -$12,253.93 102%
$ 428,846.92 $429,739.17 -$892.25 100%
$ 669,550.53 $671,886.41 -$2,335.88 100%
$ 489,298.87 $455,586.23 $33,712.64 93%
$ 444,907.72 $415,694.66 $29,213.06 93%
Road maintenance expenditures are managed by each municipality in a manner they
decide to be most effective. With this full autonomy, municipalities are able to retain any
surpluses they create and must also manage deficits. After many years of experience,
allocation amounts have been tested and found to be adequate to fund maintenance
activities over a longer term. In other words, in any given year, a municipality may
experience a surplus or deficit, however, over time the account will balance (mainly due to
fluctuating winter weather). Therefore, it is important for municipalities to reserve
surpluses to offset years with higher expenditures. It is also important for municipalities to
seek and implement efficiencies to reduce costs for their benefit.
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Winter maintenance activities account for the greatest annual expenditure and can
fluctuate drastically from year to year. Winter control costs typically consume 60% of the
total maintenance allocation. The following table summarizes winter control costs for the
2016 calendar year.
$ 9,116 45%
$ 188,242 43%
$ 327,603 51%
$ 210,129 49%
$ 348,143 52%
$ 211,222 43%
$ 127,673 29%
Municipalities report their total maintenance expenditures to the County annually. In
2016, the municipalities had a collective surplus of $120,239. In comparison, in 2014 the
reported collective shortfall was $153,153, and in 2015 a collective surplus of $107,267
was realized. These fluctuations in expenditures can be directly related to the severity of
winter weather conditions during those years.
Over the last 3 years, $9.3 million has been allocated to municipalities to provide County
road maintenance services and the collective reported surplus was $74,353 representing
a 0.8% difference over this period. Over a longer term, annual maintenance allocations
and expenditures have proven to balance.
s municipalities the flexibility to
manage their own activities and costs. It is recommended that surpluses be reserved to
offset years with maintenance spending deficits.
2016 County Road Maintenance Expenditures
filed.
All of which is Respectfully Submitted Approved for Submission
Peter Dutchak Mark G. McDonald
Deputy Director of Engineering Services Chief Administrative Officer
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FROM: Peter Dutchak, Deputy Director of Engineering Services
DATE: February 15, 2017
SUBJECT: Oversize / Overweight Moving Permits
The County of Elgin issues Oversize / Overweight Moving Permits to applicants who
require loads to be moved in excess of the Highway Traffic Act regulations. The
permit form requires revision to clarify requirements and simplify the fee structure.
The County of Elgin issues over 100 Oversize / Overweight Moving Permits annually.
Loads that are in excess of the Highway Traffic Act widths, lengths, heights
and weights trigger an application process to ensure loads are moved along permissive
routes in a safe manner and so that infrastructure is not negatively affected.
Staff administers and approves the permit process. When an overweight load must
cross a bridge, a third party structural analysis is completed by a Structural Engineer to
ensure the bridge can support the load. The existing permit process requires the
expedite the process.
In order to simplify and clarify the permit fee process, the application form has been
revised to increase the Overweight permit fee (from $200 to $1,000) to include the cost
for the County to have the structural analysis completed by a third party. The fee
increase results in a revenue neutral position for the County.
No other substantial changes have been made to the permit application form. The
THAT the fees and charges by-law be amended to include the following fees:
Single Move Fee (Oversize) - approval in 10 or more business days - $200,
Single Move Fee (Oversize) - approval in less than 10 business days - $400,
Single Move Fee (Overweight) - approval requires a minimum of 10 business days
$1,000.
All of which is Respectfully Submitted Approved for Submission
Peter Dutchak Mark G. McDonald
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Deputy Director of Engineering Services Chief Administrative Officer
Permit No.__________________
450 Sunset Drive St. Thomas, Ont. N5R 5V1 Phone (519) 631-1460 Ext. #4 Fax (519) 631-4297
____________________________________________________ CONTACT PERSON_____________________________
E-MAIL ADDRESS ______________________________
______________________________________________________________ POSTAL CODE_________________________________
____________________________________ FAX___________________________________________
_____________________________________ CONTACT PERSON _____________________________
__________________________________________
(Please indicate all dimensions in )
DESCRIPTION OF LOAD ______________________________________________________________________________________
DESCRIPTION OF VEHICLE ___________________________________________________________________________________
NO. OF AXLES __________NO. OF WHEELS PER AXLE ____________TOTAL WIDTH AT TIRES ______________________(metres)
TOTAL WEIGHT _____________________ (tonnes) OVERALL HEIGHT _____________________ (metres)
OVERALL WIDTH ____________________ (metres) OVERALL LENGTH _____________________ (metres)
PRESENT LOCATION __________________________________________________________________________________________
DESTINATION ________________________________________________________________________________________________
EXACT ROUTE TO BE FOLLOWED _______________________________________________________________________________
_____________________________________________________________________________________________________________
_____________________________________________________________________________________________________________
MOVING DATE _____________________________________ PROPOSED TIME OF MOVE _________________________________
*\[If approval is required in more than 10 business days\]
*\[If approval is required in less than 10 business days\]
*\[Requires a minimum of 10 business days for approval\]
I have read, understand and agree to the conditions set forth on this application and assume all cost incurred by the County of Elgin, liability for
all damages which may be incurred and to indemnify and hold harmless the County of Elgin from any actions, claims, suits or demands made
against the County by any person arising out of the issuance of this permit. **
_____________________________________________ ______________________________________________
SIGNATURE OF APPLICANT DATE SIGNED
_____________________________________________
POSITION
PROOF OF LIABILITY INSURANCE: YES___ NO___ AMOUNT OF COVERAGE: $_____________________________________
FOLLOW SPECIAL CONDITIONS IN SEPARATE ATTACHMENT: YES___ NO___
SPECIAL CONDITIONS_________________________________________________________________________________________
_____________________________________________________________________________________________________________
_____________________________________________________________________________________________________________
_____________________________________________ ______________________________________________
Director of Engineering Services / Designate Date Signed
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1. This permit is issued pursuant to Section 110 of the Highway Traffic Act (Ontario) and is subject to the conditions set forth below. The permit
holder must comply with all requirements of the Highway Traffic Act (Ontario) and this Permit shall not and does not grant permission to disobey
any such requirement or provision of such Act or any Regulation enacted in relation thereto.
2. Overweight Vehicles/Load:
Where required by the Director of Engineering Services or an authorized designate for the County of Elgin and prior to commencement of any
move authorized by a Permit issued therefore, the Applicant, at his, her, or its full expense, shall arrange for and produce an assessment or, if
directed, multiple assessments of the structural integrity of any and all County Roads incorporated within the intended route of the permitted move
and as to the capacity of such road or roads, or any portion thereof, to withstand and support the size and weight of the load/vehicle to be moved,
provided that such assessment or assessments shall at all times be completed by a qualified engineer acceptable to and approved by the Director
of Engineering Services prior to commencement of any such assessment or assessments.
Applications for any overweight vehicles must include accurate axle spacing diagrams and calculations.
3. No portion of any County road shall be closed at any time to accommodate the move for which a Permit is issued. The transporter must at all
times cause the least degree of interference with vehicular and pedestrian traffic on any County road during the course of such permitted move.
4. A refundable security deposit as against damage repair costs may be required by the County of Elgin in respect of any permitted move. The
Applicant agrees to pay/submit such deposit in the form and of the amount specified by the Director of Engineering Services or an authorized
designate. The Applicant and/or the transporter shall at all times be responsible for and shall arrange for repair of any and all damage caused to
any County road through the course of any move for which a Permit is granted.
5. Before submitting any Application for an Oversize/Overweight Moving Permit, the Applicant shall arrange for and thereafter maintain and produce
evidence of paid up property damage and public liability insurance of not less than $5,000,000.00 coverage for the period during which the Permit
is to be effective, in respect of which policy of insurance the Corporation of the County of Elgin is to be named as an additional insured.
6. This Permit is t valid:
a) On roads other than County roads under the jurisdiction of the Corporation of the County of Elgin and as defined and identified pursuant to the
Elgin County Road Consolidating By-Law, as amended;
b) At any time when, due to insufficient light or unfavourable atmospheric conditions, persons and vehicles on such County road are not clearly
visible at a distance of 150 metres;
c) Between one half hour before sunset and one half hour after sunrise; and
d) On any Saturday, Sunday, or statutory holiday.
7. This Permit valid:
a) Between one half hour after sunrise and one half hour before sunset; and
b) On each Monday through Friday of the calendar year save and except for any statutory holiday falling on those days.
8. Over
force.
9. This Permit must be produced on demand of a police officer or an officer appointed for carrying out the provisions of the Highway Traffic Act
(Ontario).
10. This Permit is issued on the condition the Permit holder accepts responsibility for any and all damage that may be caused to overhead wires,
structures, roads, infrastructure, signs or railway right-of-ways. The Permit holder must obtain the necessary approvals from all encroachments
and/or any provincial or municipal Permits required for the proposed routes.
11. The load/vehicle for which an Overweight/Oversize Moving Permit is issued shall be configured in compliance with the following rules:
a) Where Permit required due to excess height articles not to be loaded one on top of the other.
b) Where Permit required due to excess width articles not to be loaded side by side or crosswise.
c) Where Permit required due to excess length articles not to be loaded one behind the other and, in the event of any overhang over the rear of
the support vehicle and trailer, such overhang shall not exceed 4.65 metres from the centre of the rear most axle.
d) Where Permit required due to excess weight only one article permitted when crossing bridges, vehicles over 45,400 kg gross weight must
be operated at lowest practicable speed bridge postings and load restrictions pursuant to Part 8 of the Highway Traffic Act (Ontario) shall
apply.
12. Vehicles and loads in excess of the width and/or length prescribed under Section 109 of the Highway Traffic Act (Ontario) shall be marked with four
or more flags, one as near as practicable to each corner of the vehicle or load. The flags shall be bright red or orange in colour and shall be not
less than 40 cm X 40 cm square. Where a vehicle or load is wider at any point or points on either side than at the corner, it shall, where
practicable, be so marked with such a flag at the widest point on each side.
13. Vehicles and loads in excess of the length prescribed under Section 109 of the Highway Traffic Act (Ontario) shall, in addition to the flags required
under Condition 11, display on th
with lines forming the letters at least 30 mm wide on a yellow background. The sign to be removed or covered when not in use.
14. Private and/or police escort shall accompany any overweight/oversize load and/or vehicle where such load and/or vehicle exceeds the dimensions
set forth below:
a) Load/Vehicle Width Escort Requirement
2.61 m to 3.99 m No escort required
4.0 m to 4.59 m One Private escort required
4.6 m to 4.99 m Two Private escorts required (one in front and one behind load)
5.0 m and greater Police escort required
b)Load/Vehicle Length Escort Requirement
23.01 m to 36.75 m No escort required
36.76 m to 45.74 m Private escort required
45.75 and greater Police escort required
Where escort vehicles are required, the following rules apply:
a) The escort vehicle or vehicles shall be operated by a person not less than 18 years of age licensed to operate a motor vehicle in the Province
of Ontario.
b) The escort vehicle or vehicles shall not have more than 2 axles and a wheelbase length of not less than 2.65 metres and shall be equipped with
an amber flashing roof light visible from the front and rear for a distance of at least 150 metres and shall precede on a two lane roadway or
follow on a four lane roadway at a distance of 60 to 150 metres and shall bear a sign clearly visible for a distance of at least 150 metres,
with lines forming the letters at least 30 mm wide on a yellow background. The sign to be removed or covered when not in use.
c) When escorting a load/vehicle in excess of 4.00 metres in width, the escort vehicle or vehicles and towing vehicles shall be equipped with a
working two-way radio communication device permitting inter-communication between vehicles.
d) All escort vehicle or vehicles shall be equipped with a fire extinguisher in effective working order and at least six 45 cm (18) traffic cones.
e) All units involved in the permitted move, including load vehicle and escort vehicles, will be operated with headlights activated when traveling on
a County road.
f) One escort vehicle (pole car) is required for all loads greater than 4.87m in HEIGHT.
15. This Permit may be terminated at the discretion of the Director of Engineering Services or an authorized designate for the breach of any condition
of this Permit.
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FROM: Peter Dutchak, Deputy Director of Engineering Services
DATE: March 7, 2017
SUBJECT: School Zone Signage Update
Elgin County Council adopted the following resolution at its meeting held on November
22, 2016:
school zone along an Elgin County road as follows:
All school zones adjacent to a county road are posted at 50km/h, unless
otherwise directed by the municipality to lower the speed limit to 40km/h,
have oversized (80cm x 80cm) florescent yellow School Area signs and
are signed as Community Safety Zones from September 1st to June 30th
annually; and,
THAT each municipality be requested to provide a list of schools along
County roads in their communities; and,
THAT each municipality indicate the need and desire to have a
Community Safety Zone established at schools in their communities
adjacent to County roads, and whether or not 50km/h or 40km/h speed
zones are required.
This report shall update Council with respect to the responses received to date and
provide an implementation plan.
limit and requirement of Community Safety Zones along County roads adjacent to
schools within their communities. The responses are summarized in the table below
and actual responses are appended to this report.
1 - -
6 yes 40
3 yes 40
1 yes 40
5 no 50
1 no 50
2 no 50
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The Town of Aylmer has indicated that they are reporting to Council in the coming weeks
and expect to provide a formal response to the County by the end of March.
Local Council responses are equally split. Essentially, half the schools along County
roads will be signed at 50km/h and half will be signed as 40km/h with Community Safety
Zones established.
New speed and Community Safety zones will be established approximately 150 metres in
advance of the school property frontage in either direction or to the nearest intersection.
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Community Safety Zones be in effect from September 1 to June 30 annually.
Staff will now proceed with measuring specific locations for each 40km/h speed zone and
Community Safety Zone so that exact descriptions can be provided in the by-laws. At
least ten (10) new 40km/h zones will be established adjacent to schools along County
roads. Oversized (80cm x 80cm) School Area signs will be installed at all school locations
along County roads. Staff will present revised by-laws to Council for adoption in April.
Road signage supply and installation tenders are being prepared with the anticipation of
having signs installed before June. There is an opportunity for municipalities to have their
signage installed immediately after Council adopts the revised by-laws in April if they have
their own forces install the signage. If any municipality desires signage to be installed in
April, County staff will assist in providing sign materials and layouts upon request.
Once by-laws are adopted by Council in April, the OPP will be notified of the establishment
of the new speed and Community Safety zones.
Staff has received responses from most municipalities with respect to their desired signing
scheme along County road sections that abut schools. Responses are equally split
between requesting 40km/h speed zones with Community Safety Zones, and the status
quo which is currently 50km/h.
Revised by-laws will now be prepared and presented to Council for adoption in April. Sign
material and installation tenders are being prepared with the anticipation of installing signs
before June. Municipalities may install signage immediately upon by-law adoption in April
with their own forces. The County will supply all sign materials and provide layout
locations upon request.
THAT this School Zone Signage - Update
All of which is Respectfully Submitted Approved for Submission
Peter Dutchak Mark G. McDonald
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Deputy Director of Engineering Services Chief Administrative Officer
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FROM: Rhonda L. Duffy, Director of Homes and Seniors Services
DATE: March 2, 2017
SUBJECT: Homes-Long-Term Care Home Service Accountability Agreement (L-SAA)
Schedule E
The South West Local Health Integration Network (SWLHIN) Service Accountability
Agreement Schedule E Form of Compliance Declaration is an annual reporting
requirement.
The Long-Term Care Home Service Accountability Agreement (L-SAA) includes a
schedule of reporting requirements for specific reports related to performance,
occupancy, staffing, funding, compliance, etc. Schedule E,
by the Chief Administrative Officer that the Health
Service Provider has fulfilled its obligations under the L-SAA during the applicable
period. The reporting period is from January 1, 2016 December 31, 2016.
To the best of knowledge, the (3) three County of Elgin Homes have satisfied the
requirements of Schedule E Form of Compliance Declaration and recommend that
this form be signed for all (3) three homes.
THAT Council authorize staff to sign the Long-Term Care Home Service Accountability
Agreement Schedule Efor the Homes for January 1, 2016 December 31, 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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FROM: Rhonda L. Duffy, Director of Homes and Seniors Services
DATE: February 13, 2017
SUBJECT: Homes - Policy Manual Review and Revisions - Maintenance
Departmental policy and procedure manuals ensure consistency and quality in the
services provided by Elgin County Homes and Seniors Services, ensure inclusion of
Best Practice Guidelines, health and safety requirements and align with the Long Term
Care Homes Act, 2007.
The Homes Policy Manual for Maintenance has been reviewed and revised as
required. The revisions involved one minor change to safety procedures and the
balance of revisions involved wording and grammatical corrections.
The above noted policy manual sections may be reviewed upon request through the
at: http://www.elgincounty.ca/seniors-
services/our-team/employee-portal-0.
THAT Council approve the County of Elgin Homes and Seniors Services Policy Manual
review and revisions for Maintenance dated February 13, 2017.
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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FROM: Steve Evans, Manager of Planning
DATE: February 13, 2017
SUBJECT: Approval for Official Plan Amendment No. 2
Part Lot 40, Concession SNBTR
Township of Southwold
File No.: SO-OPA2-16
Applicant: Township of Southwold
This report will provide County Council with information required in order to consider
granting approval to the above noted Official Plan Amendment.
In accordance with Section 17 of the Planning Act is required to
make a decision in which it may approve, modify and approve as modified or refuse to
approve this official plan amendment.
The lands that are the subject of this application for Official Plan Amendment approval
are located at 10441Talbotville Gore Road and consist of a portion of the existing
Talbotville Park. The Township wishes to exchange a portion of the existing Talbotville
Park lands with an abutting land owner to the west in order to provide better access to
a property that has future development potential. The exchange of lands would also
result in the Township of Southwold receiving lands from the abutting landowner to
increase the size of Talbotville Park. This land exchange is the subject of a separate
Official Plan Amendment No. 3.
The Open Space which permits recreational
uses. The purpose of this official plan amendment is to re-designate the subject lands
Residentialprovide for residential development and better
access to proposed residential development to the west. (see attached)
official plan amendment and recommended the approval of the applications for both
Official Plan and Zoning By-Law Amendment.
The Township of Southwold held a public meeting to consider this Official Plan
Amendment on October 11, 2016 at which time a number of verbal and written
comments were received from the public with respect to traffic and parking and a
general concern that the exchange of lands with an abutting land owner was premature
until subdivision plans were submitted for review. As a result of these comments the
municipality deferred adoption of the proposed official plan amendment in order to
obtain more information. vided additional information with
respect to traffic, parking and better soccer scheduling. His report was submitted at a
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regular Council meeting on December 12, 2016 which recommended that a second
public meeting was not required and that Council should proceed to adopt the Official
Plan Amendment. As a result, By-Law 2016-47 was passed and Official Plan
Amendment No. 2 was forwarded to the County of Elgin for approval.
The Manager of Planning has reviewed the adopted Official Plan Amendment along
with the background material that was submitted by the municipality. The Council of the
Township of Southwold supports this Amendment and there were no concerns raised
from any agency or Ministry.
Based on the site-specific nature of this Official Plan Amendment, the Manager of
Planning has determined that a full circulation to ministries and agencies is not
warranted. 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 Township of Southwold Official Plans. An exchange of lands to provide better
access to residential lands to the west is considered to be appropriate at this location.
Any future development of the site will be subject to the plan of subdivision process to
ensure proper development of this land.
THAT the Council of the Corporation of the County of Elgin gives approval to Official
Plan Amendment No. 2 to the Township of Southwold Official Plan, File No.SO-OPA2-
16; and,
THAT staff are 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
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FROM: Steve Evans, Manager of Planning
DATE: February 14, 2017
SUBJECT: Approval for Official Plan Amendment No. 3
Part Lot 40, Concession SNBTR
Township of Southwold
File No.: SO-OPA3-16
Applicant: 776480 Ontario Ltd.
This report will provide County Council with information required in order to consider
granting approval to the above noted Official Plan Amendment.
In accordance with Section 17 of the Planning Act is required to
make a decision in which it may approve, modify and approve as modified or refuse to
approve this official plan amendment.
The lands that are the subject of this application for Official Plan Amendment approval
are located on the west side of Talbotville Park. The owner wishes to exchange a
portion of the existing residential lands with the Township of Southwold in order to
provide better access to the subject lands that have future development potential.
The subResidential where there is potential for
future residential development. The purpose of this official plan amendment is to re-
Residential resulting in the
Township of Southwold receiving 3.3 acres of land to increase the size of Talbotville
Park. In exchange the applicant acquires better access to residential lands to the west.
(see attached)
e proposed
official plan amendment and recommended the approval of the applications for both
Official Plan and Zoning By-Law Amendment.
The Township of Southwold held a public meeting to consider this Official Plan
Amendment on October 11, 2016 at which time a number of verbal and written
comments were received from the public with respect to traffic and parking and a
general concern that the exchange of lands with an abutting land owner was premature
until subdivision plans were submitted for review. As a result of these comments the
municipality deferred adoption of the proposed official plan amendment in order to
obtain more information. vided additional information with
respect to traffic, parking and better soccer scheduling. His report was submitted at a
regular Council meeting on December 12, 2016 which recommended that a second
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public meeting was not required and that Council should proceed to adopt the Official
Plan Amendment. As a result, By-Law 2016-49 was passed and Official Plan
Amendment No. 3 was forwarded to the County of Elgin for approval.
The Manager of Planning has reviewed the adopted Official Plan Amendment along
with the background material that was submitted by the municipality. The Council of the
Township of Southwold supports this Amendment and there were no concerns raised
from any agency or Ministry.
Based on the site-specific nature of this Official Plan Amendment, the Manager of
Planning has determined that a full circulation to ministries and agencies is not
warranted. 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 Township of Southwold Official Plans. An exchange of lands to provide more
parkland to improve Talbotville Park is considered to be appropriate at this location
given that future residential development will require this local park amenity.
THAT the Council of the Corporation of the County of Elgin gives approval to Official
Plan Amendment No. 3 to the Township of Southwold Official Plan, File No.SO-OPA3-
16; and,
THAT staff are 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
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CORRESPONDENCE March 14, 2017
Items for Consideration (Attached)
1. Kelly Elliott, Ward 1 Councillor, Municipality of Thames Centre with a resolution seeking
endorsement for AEDs (Automated External Defibrillators) to be placed in every Thames
Valley District School Board school as well as support resolutions from:
a) Jim Maudsley, Mayor, Municipality of Thames Centre.
b) Karen Martin, Clerk, Township of Zorra.
2. Janet Jaynes, Deputy City Clerk, City of Kingston with a resolution seeking support for
Parliament to adopt Bill C-323 an Act to Amend the Income Tax Act (Rehabilitation of
Historic Property).
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1. Hon. Laura Albanese, Minister of Citizenship and Immigration informing County Council
of successful approval for funding for up to $75,000 over three fiscal years to the
Innovative Immigration Initiatives.
2. Katharine Myrans, Project Manager, Stantec Consulting Ltd. with Notice of a Proposal
and Notice of First Public Meetings by Strong Breeze Wind Power Partnership to
Engage in a Renewable Energy Project.
3. David Mihlik, Project Planner, Spriet Associates with Notice of Completion, Proposed
Bayham Drive Bridge Closure, Class Environmental Assessment, Municipality of
Bayham.
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4. Margaret Bird, with invitation to May 6, 2017 Book Launch Event Special Anthology
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Celebrating Canada birthday to be held from 1 4 p.m. at the Aamjiwnaang
Community Centre, 1972 Virgil Avenue, Sarnia.
5. M. Casavecchia-Somers, Chief Administrative Officer, Township of Malahide with a
resolution expressing concerns regarding the proposed Elementary Pupil Accommodation
Review.
6. Hon. Mitzie Hunter, Minister of Education with an update on new government initiatives to
support education in rural and remote communities.
7. Carla Y. Nell, Vice President, Municipal & Stakeholder Relations, Municipal Property
Assessment Corporation with an update on Assessing Properties in Proximity to Industrial
Wind Turbines.
8.
12:00 p.m. at the Elgin St. Thomas Public Heath.
9. AMO Communications titled AMO Policy Update Highlights of Bill 68: Modernizing
Municipal Legislation.
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From: AMO Communications <communicate@amo.on.ca>
Date: March 8, 2017 at 4:05:31 PM EST
To: "mmcdonald@elgin.ca" <mmcdonald@elgin.ca>
Subject: AMO Policy Update - Highlights of Bill 68: Modernizing Municipal Legislation
March 8, 2017
With the legislature back in session, the House debate on the Bill has
resumed. Timing for the Standing Committee hearing could be this month,
earlier than previously anticipated. AMO will complete its request for
amendments shortly. Some proposed changes are welcome and others are
problematic from a policy or implementation lens. We will be asking
legislators to make certain that any changes are clear, fair, and do not
generate unintended consequences.
Proposed Integrity Commissioner (IC) Regime:
The most significant proposal is to the authority and related provisions of a
new and greatly expanded municipal Integrity Commissioner (IC) regime. It is
to apply to all municipal councils and local boards in Ontario. This part of the
Bill provides the most significant challenges.
The Bills IC accountability framework treats municipal governments and its
local boards in a manner that is in stark contrast to the provincial
governments own integrity regime. The latter is narrower limited to MPP
complaints of another MPP, current and former public servants, and staff in
MPP offices. Like that regime, members of council and local boards can seek
advice on a matter from a municipal IC for matters related to the Municipal
Conflict of Interest Act (MCIA) and municipal code of conduct. Codes of
Conduct for all councils and local boards will be mandatory across Ontario.
AMO believes that the intent of providing other recourses besides the courts
is worthy. However, the proposed IC regime goes too far, too fast. It brings an
untried complexity that could result in unintended consequences and costs
that will be difficult to determine let alone manage.
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In making the IC regime mandatory for all municipal governments and local
boards, the following are some of the key challenges identified with the Bill:
Its application to members of all local boards (even those without decision-
making authority and those without a council representative on them) may
dampen the interest of citizens willing to join local boards, which would be an
unfortunate outcome. Educating and training these boards is no small task
based on the experience of the introduction of closed meeting investigators.
Any "person" anywhere can make a code of conduct or MCIA complaint
whether they are an elector or not and whether or not they are doing business
with the municipal government or its boards which makes the administration
such as Municipal Freedom of Information and Protection of Privacy Act
(MFIPPA) and budgeting extremely unpredictable;
MCIA sets out principles of the duties of members councils and local boards
but it is silent on the duties of complainant nor is there any real onus on
complainants;
Where there are joint service boards, it is unclear which municipal IC has
jurisdiction or how it is to be determined and other rules applied;
Are ICs in effect officers of the municipal government similar to provision
that a municipal clerk is a designated position in the Municipal Act;
It is unclear whether the authority to impose penalties could be delegated by
council or local board to the IC and should there be a greater range of
penalties at this stage of the process in light of the greater range of penalties
available to a judge should a matter end up in the courts; and
Determining how to have an IC (e.g., own, shared, functional relationships;
budget requirements; administration set up; managing MFIPPA, etc.) is more
complex than the mandatory closed meeting investigator system and will
require at least 18 months before proclamation.
Meetings:
The proposed definition of a meeting is welcome and should put to end the
inconsistency that has been used by office of the Ontario Ombudsman and
other closed meeting investigators;
Three new exceptions to resolve some of the difficulties of the original
framework but will require amendment. For example, the Province or
agencies of the Crown may supply confidential information and, municipal
governments and municipal share corporations should be added to that list as
they can supply another municipal government or entity with confidential
information;
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Proposed authority for each council to decide locally whether or not it wants
to adopt a policy on electronic meetings and the related rules except that a
person joining electronically cannot be counted for quorum; and
Temporary replacement at an upper tier meeting where a lower tier councillor
is to be absent is helpful but could benefit from the alternate being designated
for a period of time rather than sporadically so there is some knowledge of
the upper tiers procedures and other policies.
A few other matters:
Working with the Municipal Finance Officers Association (MFOA), we want to
see that all municipal governments can benefit from improved investment
authority offered by a prudent investor standard approach, done in a way that
doesnt create new internal administration for municipal governments;
Proposal to move council start of term to November 15 to help manage some
of the unintended consequences of a longer period between the now earlier
election date of October and term of council;
Proposal to put a limit on self funding election campaigns;
Clarify that municipal bylaws can have effect in areas under conservation
authorities and clear authority to regulate advertising devices; and
All councils to develop policies related to council-employee relationships; also
pregnancy and parental leave of council members.
This is the link to Bill 68, Modernizing Ontario's Municipal Legislation Act,
2017 and to a chart, Bill 68: Summary of Key Provincial Proposals, that
summarizes the Bills proposed changes.
Pat Vanini, Executive Director, E-Mail: pvanini@amo.on.ca,
416-971-9856 ext. 316.
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WHEREAS the Service Employees International Union Local 1 Canada by
certificates dated December 20th, 1972 for full-time employees and September 30th, 1974
for part-time employees of Elgin Manor; March 24th, 1982 for full time and part-time
employees of Terrace Lodge; and February 29, 1972 for full-time employees and April 11,
1972 for part-time employees of Bobier Villa, is the certified bargaining agent, save and
except supervisors, persons above the rank of supervisor, registered nurses, office staff,
persons regularly employed for not more than twenty-four hours per week, and students
employed during the school vacation period; and
WHEREAS negotiations have taken place over a period of time, between the County
and the Union, towards establishing orderly collective bargaining relations and providing an
orderly procedure for the disposition of grievances and defining working conditions and
terms of employment for all employees who are represented by the Union, in the form of a
Collective Agreement; and
WHEREAS agreement has now been reached by both parties on the said procedures,
conditions and terms of employment to be included in agreements to cover the period
January 1, 2017 to December 31, 2019 for full and part-time employees of Bobier Villa, full
and part-time employees of Elgin Manor, and full and part-time employees of Terrace Lodge.
NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin
enacts as follows:
1. THAT the Warden and the Chief Administrative Officer of the County of Elgin be and
are hereby authorized to sign the Collective Agreement between the County of Elgin and
the Service Employees International Union Local 1 Canada setting forth collective bargaining
relations, disposition of grievances and to define working conditions and terms of employment
for all full and part-time employees of Elgin Manor; all full and part-time employees of Terrace
Lodge; and all full and part-time employees of Bobier Villa represented by the said Union.
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READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 14 DAY OF
MARCH 2017.
Mark G. McDonald, Grant Jones
Chief Administrative Officer. Warden.
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WHEREAS Section 391 of the Municipal Act, 2001, S.O. 2001, c.25, as amended,
states that a municipality and a local board may pass by-laws imposing fees or charges on
persons for services or activities provided or done for persons; and,
WHEREAS the Corporation of the County of Elgin did pass By-Law No. 16-14
imposing fees or charges on services or activities provided to persons by the County of
WHEREAS the Corporation of the County of Elgin has deemed it advisable to
amend the fees and charges applicable to some of its services or activities, and to make
provision for the addition of taxes where appropriate.
NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin enacts
as follows:
1. attached hereto and forming part of this by-law setting out services
and activities which are subject to fees and charges, and taxes where applicable, and the
amount of such fees or charges be and is hereby adopted.
2. THAT By-Law No. 16-14 and any by-law that is contrary to this one be and is hereby
repealed.
3. THAT this by-law shall come into force and take effect upon its passing.
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READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 14DAY OF
MARCH 2017.
Mark McDonald, Grant Jones,
Chief Administrative Officer Warden
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The Corporation of the County of Elgin has deemed it advisable to provide activities and services
that are subject to fees and charges. The following list details such activities and services and
the fees and charges that will apply:
Please note that the fees and charges below include taxes, where applicable.
SERVICE FEE
GENERAL (authority under the Municipal Act)
Copy charge per printed page
- per printed side (black & white) $0.25
- per printed side (colour) $1.00
ADMINISTRATIVE SERVICES (authority under the Municipal Act)
Submission of a Closed Meeting Complaint for Investigation $25.00
FINANCIAL SERVICES (authority under the Municipal Act)
Late payment of County Levy 15%/year
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(i.e. - installment due on the 15 and not received until the 16, one day of interest would be charged)
COMMUNITY & CULTURAL SERVICES (authority under the Municipal Act)
$40.00 per hour
Letter/Legal $0.25
11 x 17 $0.50
Letter/Legal per page $0.50
11 x 17 per page $0.75
Digital image files $0.25
4 x 6 $17.00
4 x 6 additional print $10.00
5 x 7 $20.00
5 x 7 additional print $12.00
8 x 10 $30.00
8 x 10 additional print $17.00
11 x 14 $40.00
11 x 14 additional print $30.00
Larger Sizes On a case by case basis
Digital image files for personal use $10.00
Digital set-up fee $10.00
Digital image files for commercial use/publication $20.00
Image scanning $10.00
Document scanning $5.00
Recordable CD $2.50
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SERVICE 2 FEE
Acid-free storage box $20.00
Newspaper storage box $50.00
Acid-free file folders $1.00
General archival supplies Market value
Actual cost with a $5.00 minimum cost
COMMUNITY & CULTURAL SERVICES - (authority under the Public Libraries Act)
Daily Overdue $0.10
Maximum Overdue $7.00
Daily Overdue $0.50
Maximum Overdue $7.00
Daily Overdue $0.10
Maximum Overdue $5.00
Daily Overdue $1.00
Maximum Overdue $10.00
Daily Overdue $0.50
Maximum Overdue $7.00
Daily Overdue $0.10
Maximum Overdue $5.00
Daily Overdue $0.10
Maximum Overdue $7.00
Daily Overdue $1.00
Maximum Overdue $10.00
Daily Overdue $1.00
Maximum Overdue $10.00
Local $1.50
- Each Additional Page $0.50
Long Distance $2.50
- Each Additional Page $1.00
Per Page $1.00
Canadian Library or University plus shipping (if they charge) $10.00
U.S. Library or University plus shipping (if they charge) $15.00
Microfilm plus shipping (where applicable) $4.00
Black & White/Colour per page $0.25
Colour $1.00
Blank DVD $2.50
Recordable CD $2.50
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SERVICE 3 FEE
Per Page $1.00
All Material Types Actual Cost plus $5.00 Processing
Bag of Books $160.00
Video/DVDs $20.00
Playaways $80.00
Microfilms $30.00
Music CDs $20.00
Game Kits $20.00
Program Kits $20.00
Computer Kits $80.00
Library Card Replacement $1.00
Hardcover $30.00
Magazines $5.00
Paperbacks $10.00
Audio Books $50.00
(no charge for non-profit group) $25.00
$10.00
$0.10/gram
COMMUNITY & CULTURAL SERVICES (authority under the Municipal Act)
Donation basis
Annual $5.00
Lifetime $100.00
Adult off-site programs $33.90
plus travel paid at the rate established by the County for use of personal vehicles
(designed for children under the age of 14) $1.75
- Chaperones are no charge
School programs offered in-school
(designed for children under the age of 14) $3.00
Fees for programs delivered by the Museum may vary according to the program
ENGINEERING SERVICES (authority under the Municipal Act)
$3.00
(authority under the Municipal Act)
For use of meeting rooms in the County Administration Building by outside groups:
Lunchroom $56.50
Committee Rooms/Lounge $45.20
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SERVICE 4 FEE
(authority under the Highway Traffic Act)
Permit for moving heavy vehicles, loads, objects or structure in excess of dimensional & weight
limits set out in the Highway Traffic Act:
Single Move Fee (if action is requested with greater than 10 $200.00
Single Move Fee (if action is requested with less than 10 $400.00
Single Move Fee - Overweight, greater than 63,500 kg (approval requires a
minimum of 10 business days) $1,000.00
Annual Oversize Moving Permit Fee $500.00
(authority under the Municipal Act)
Cost Recovery Basis taxes not applicable may be added to the property tax roll for collection,
on behalf of the County, by a local municipality
(authority under Public Highway & Transportation Improvement Act)
To regulate the construction or alteration of any entranceway, private road or other facility that
permits access to County Roads:
Request greater than 5 days notice $200.00
Request less than 5 days notice $400.00
(authority under the Municipal Act) $50.00
LONG-TERM CARE HOMES (authority under the Long-Term Care Act, 2007)
Fees as set by the Province
Shampoo and Set $19.50
Shampoo, Cut & Set $32.25
$13.50
$11.75
Shampoo, Perm & Set $51.25
Shampoo, Perm, Cut & Set $63.50
Shampoo, Colour & Set $34.75
Shampoo, Colour, Cut & Set $43.00
$12.75
$14.50
Bang Trim $3.00
Shampoo Only $3.00
Comb Out & Curling Iron $12.75
Beard Trim $6.00
Market Rate
Market Rate
Wheelchair and mobility equipment repair fees (Contract Provider) Market Rate
- per night including breakfast at Elgin Manor & Bobier Villa $45.00
- per meal $6.60
(cost does not reflect fee charged by VON and WECHC, $6.60 retained
by Home for cost recovery, additional fee of $3.30per meal for double portions)
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SERVICE 5 FEE
Cost of drug plus $2.00 - ODB co-payment
Market Rate
Resident fees are
charged in accordance with the rates set by the Province of Ontario which may change from
time to time.
Resident requested sundry products, therapy services, supplies, etc. Market Rate
Resident Fees are charged in accordance with the rates set by the Province of Ontario which
may change from time to time. Minimum 2 year wait time, based upon availability.
: Residents may apply for a rate reduction based on annual income
$40.00
- minimum fee may apply
$10.00
Market transportation rate, plus, if accompanied
the length of absence from the workplace, plus
benefits if applicable. (Minimum of 4 hours may
apply)
(mending or clothing) $6.45
Full Course Meals (lunch) $9.00
Full Course Meals (supper) $6.00
Under the age of 5 years $2.50
Volunteers $4.50
Special Event Meals $15.00
Under the age of 5 years $6.00
Volunteers $6.00
$7.00
HUMAN RESOURCES (authority under the Municipal Act)
Participation by Public Partners Cost Recovery Basis
Accessibility Training Services Cost Recovery Basis
Loss of Employee Identification Badge & Fob $5.00
LAND DIVISION(authority under the Planning Act)
Application for Consent $1,250.00
Application for Validation Title $1,250.00
Stamping of Deed $300.00
Validation Certification $300.00
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SERVICE 6 FEE
If an Application for Consent/Validation is:
(i) withdrawn at least fourteen (14) days prior to the hearing date $50.00 will be retained. If
amended at least fourteen (14) days prior to the hearing date, an additional $50.00 will be
charged.
(ii) withdrawn after the time limit set in (i), the entire fee will be retained. If amended after the
time limit set in (i), an additional $50.00 will be charged.
(iii) requested to be reconsidered once consent has been granted, in order to alter the original
decision in a minor way, it will be treated as if it were a new application, and a fee of
$300.00 must accompany the letter explaining the reason for the change.
(iv) requested to be deferred from having action taken on it, by the applicant, in writing, whether
after or before a hearing date has been set, a fee of $300.00 must accompany the request
for deferral.
PLANNING APPLICATION FEES (authority under the Planning Act)
Plans of Subdivision: $4,000.00
- (deposit for appeal) $2,000.00 (returnable if no appeal)
Extension to draft plan approval $ 500.00
Plans of Condominium $4,000.00
- (deposit for appeal) $2,000.00 (returnable if no appeal)
- (no deposit for exemption)
County Official Plan Amendment $4,000.00
Local Official Plan Amendment $1,000.00 (municipally - initiated OPA exempt)
Part lot control exemption $ 500.00
TOURISM FEES (authority under the Municipal Act)
FEE per year
Elgin County Members (Elgin County businesses only) $100 (+HST)
$388 (+HST)
Elgin County Tourism Members (Elgin County businesses and those $150 (+HST)
businesses that pay the Affiliate Member fee to be part of the Elgin
County Tourism Membership Program)
Tourism Signage Re-entry Fee $350/sign
Businesses who do not have a Tourism Membership $200 (+HST)
Elgin County Members (Elgin County businesses only) $500 (+HST)
$2,437 (+HST)
Elgin County Members (Elgin County businesses only with the exception $500 (+HST)
of STEPAC)
$3,017 (+HST)
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SERVICE 7 FEE
PROVINCIAL OFFENCES(authority under the Provincial Offences Act)
Photocopies $1.00
Certified Copies
- per certification $3.50
Transcripts
- per page for first copy $4.30
- per page for additional copies $0.55
The above items are not applicable to Judiciary and County Prosecutor.
NSF Cheques $40.00
Cost of Collection A range of 10% to 45% for Collection Agents.
All other costs of enforcement as incurred.
Cost of Collecting Delinquent Fines to be charged 25% of the fine amount
back to the Defendant as a percentage of the Fine.
Fees for copies and transcripts are set by the Ministry.
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