21 - December 13, 2018 County Council Agenda Package
1
DRAFT COUNTY COUNCIL MINUTES
Tuesday, November 27, 2018
Accessible formats available upon request.
The Elgin County Council met this day at the Administration Building at 9:00 a.m. with all
members present.
Warden Marr in the Chair.
ADOPTION OF MINUTES
Moved by Councillor Mennill
Seconded by Councillor Jenkins
THAT the minutes of the meeting held on October 16, 2018 be adopted.
- Carried.
DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF
None.
PRESENTATIONS
Paramedic Services Exemplary Service Awards
Pauline Meunier (General Manager/Chief of Medavie EMS Elgin Ontario) spoke to council about
the gala which is held each year to recognize many awards such as Paramedic acts of bravery,
leadership, as well as the Governor award for Exemplary Service. Paramedics Snell,
Fehr and Roberts (now retired) were awarded this most prestigious honour at the Ontario
Association of Paramedic Chiefs Gala that was held in London on September 20th 2018. Chief
Meunier was presented with three certificates from the County to recognize the accomplishments
of the recipients.
Moved by Councillor Ens
Seconded by Councillor Martyn
THAT the report titled Services Exemplary Service from the General
Manager of Medavie EMS Elgin Ontario, dated November 27, 2018, be received and filed.
- Carried.
DELEGATION
Elgin County & ERBC 2018 Year-in-Review
Kevin Jackson (General Manager, ERBC) presented a year-in-review for Council regarding the
partnership between the ERBC and the County. He highlighted many of the years activities,
such as numbers of businesses assisted, new loans advanced, total active loans, and presented
some pictures and context for different business that the ERBC and County have impacted
across the short, medium, and long term.
Moved by Councillor Mennill
Seconded by Councillor McWilliam
THAT the PowerPoint titled EBRC & County of Elgin A Perfect Partnership from the General
Manager of the Elgin Business Resource Centre be received and filed.
- Carried.
Taking Back the Schools Envisioning School Board Reform in Elgin County
Heather Derks (Sparta PAR Committee Chair) presented on the topic of school board reform in
Elgin County. The purpose of the delegation was to seek County support to investigate
the possibility of an Elgin County or Regional Board of Education to protect local interest. In
going over the history of the school board, she discussed how the system ran prior to
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County Council 2 November 27, 2018
amalgamation and afterwards. The presenter believes that amalgamation has not allowed for the
proper autonomy that is needed to separate the urban and rural differences. The presenter
suggested an Education Advisory Committee be formed to help offset potential cost associated
with any potential changes.
Moved by Councillor Mennill
Seconded by Councillor Ens
THAT the PowerPoint titled Taking Back the Schools Envisioning School Board Reform in
Elgin County from the Chair of the Sparta PAR Committee, be received and filed; and;
THAT County Council investigate the possibility of an Elgin County or Regional Board of
Education to protect local interest.
- Carried.
Insurance Review Report
Joy Jackson (Cunnart Associates) presented the Insurance Review Report of Elgin for Council.
This report was commissioned to examine the proposals received in response to the County of
RFP 2018-26 General Insurance and Risk Management Services Program. Specifically,
the work is to evaluate the risk management services offered by each proponent and the
accompanying risk financing options provided through insurance coverage.
Moved by Councillor Mennill
Seconded by Councillor Martyn
THAT the report titled urance Review Report to from Cunnart Associates be received
and filed.
- Carried.
Council recessed at 10:01 a.m. and reconvened at 10:11 a.m.
THAT we do now move into Committee of the Whole Council.
Moved by Councillor Jenkins
Seconded by Councillor Jones
- Carried.
REPORTS
General Insurance and Risk Management Services Program Purchasing Coordinator
This report provided details on the Request for Proposal (RFP) for General Insurance and Risk
Management Services. The existing five year contract is expiring and a new five year contract is
required. Four (4) firms provided a proposal. Before close of the RFP, Cunnart Associates was
hired as an independent consultant to review the proposals. The evaluation process has
identified Jardine Lloyd Thompson Canada (JLT) as the highest scoring firm. The total premium
proposed for 2019 is $305,611 which represents a 26% savings from the 2018 premium cost of
$385,229. JLT Canada has also offered a three year rate guarantee for the General Liability
policy which represents about 50% of the premium cost. During this Lame Duck Period, the CAO
will be delegated authority to consent pursuant to By-law 18-23.
Moved by Councillor Wiehle
Seconded by Councillor Jones
THAT the report titled General Insurance and Risk Management Services Program, from the
Purchasing Coordinator, dated November 14, 2018 be received and filed.
- Carried.
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County Council 3 November 27, 2018
External Audit Services - Director of Financial Services
This report provides details on the Request for Proposal (RFP) for External Audit Services. The
existing five year contract has expired and a new five year contract is required for the 2018
annual audit beginning at the end of this year. Four (4) firms submitted a proposal. Based on an
evaluation from the Director of Finance and three (3) financial analysts, Graham Scott Ens was
determined to receive the highest score. The pricing for the five year term is $143,500. During
this Lame Duck Period, the CAO will be delegated authority to consent pursuant to By-law 18-23.
Moved by Councillor Jenkins
Seconded by Councillor Mennill
THAT the report titled l Audit , from the Director of Financial Services, dated
October 31, 2018 be received and filed.
- Carried.
Quarterly Information Report - Contract Awards (July 1, 2018 to September 30, 2018)
Purchasing Coordinator
The Purchasing Coordinator presented the report that details relevant to the exercise of
delegated authority for all contracts awarded in the excess of $15,000 from the period of July 1,
2018 to September 30, 2018.
Moved by Councillor Jones
Seconded by Councillor Ens
- Contract Awards, July 1, 2018 to
September 30, 2018, from the Purchasing Coordinator, dated November 5, 2018 be received
and file.
- Carried.
Award of Tender Winter Maintenance Services Purchasing Coordinator
A tender was advertised and issued as per the County's Procurement Policy for Winter
Maintenance Services for Bobier Villa, Dutton EMS (Part A); Elgin Manor and Final Line Waste
Water Treatment Plant (Part B); Terrace Lodge and Aylmer EMS Station (Part C); Administration
Building (Part D); and, Heritage Centre (Part E). Three companies submitted their proposals.
Elgin Clean Cut Lawn Care provided the lowest compliant bid with an estimated price of $142,
310 for a two-year term. During this Lame Duck Period, the CAO will be delegated authority to
consent pursuant to By-law 18-23.
Moved by Councillor Martyn
Seconded by Councillor McWilliam
Tender from the Purchasing
Coordinator, dated November 9, 2018 be received and filed.
- Carried.
Proposed Draft Plan of Subdivision Seaglass in Port Stanley, Wastell Developments Inc.
Manager of Planning
The report provided County Council with information required in order to consider granting draft
application meets planning standards in accordance with the Planning Act, and that a statutory
public meeting was held on June 18, 2018 to address concern. Affordable housing was also
discussed. The manager was satisfied with conditions of the plan of subdivision.
Moved by Councillor Wiehle
Seconded by Councillor Jones
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County Council 4 November 27, 2018
THAT the Council of the Corporation of the County of Elgin grants draft plan approval to
Seaglass in Port Stanley Draft Plan of Subdivision (Wastell Homes) in the Municipality of Central
Elgin (Port Stanley) File No. 34T-CE1801; and;
THAT staff be directed to provide notice of this decision subject to the conditions for final
approval in with the Planning Act.
Councillor Martyn requested a recorded vote. These were recorded as follows:
ABSTAINED
YEASNAYS
Wiehle
McWilliam
Martyn
Jones
Currie
Mennill
Jenkins
Ens
Marr
TOTAL:7 1 1
As a result of the Recorded Vote the motion was Carried.
- Carried.
Land Division Committee Appointments Manager of Planning
The CAO presented a report that highlighted many different directions that the Land Division
Committee could go. With expected turnover to be high, it is of the opinion of the CAO and
Manager of Planning to revoke the sunset clause on a one-time basis and allow for an additional
term to be served by those who have previously served two consecutive terms. It was also
suggested by the Warden and a Councillor that the Committee be temporarily suspended until a
full review and recommendations can be completed by County Council.
Moved by Councillor Mennill
Seconded by Councillor Ens
from the Chief Administrative
Officer and Manager of Planning, dated November 7, 2018, be received and filed; and;
THAT the Chief Administrative Officer and Manager of Planning provide supplementary reports to
the next term of Council in regard to the ongoing review of Land Division in Elgin County; and;
THAT County Council proceed with local appointments to the Land Division Committee as
requested by County CAO on October 2, 2018 and continue with the ongoing review of the Land
Division Committee, land division process and fees and report the results to the next term of
County Council; and;
THAT County Council permit the three (3) members who have served two consecutive terms to
reapply to the committee, forgoing the sunset cla-law 18-38
(Section 37).
- Carried.
Ride Elgin Bike Share Program: Dropbike Director of Economic Development
The director presented the report to update Council on the latest advancements in the Ride Elgin
Bike Share Program. After receiving three (3) proposal ranging between $34,000 and $80,800
bike-share-system, as the preferred
vendor based on price ($36,500 per year), and the prominent features that they offer
(smartphone unlocking system, hub locations, etc.). The two year contract would cost the County
and partner municipality, Central Egin, $5,750 each for year one. The cost estimate is based on
Southwestern Public Health and Southwest Ontario Tourism Corporation donating $10,000 and
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County Council 5 November 27, 2018
$15,000 respectively for year one. With no outside funding secured for year two, the County and
Central Elgin would share cost at $18,250 each. The next step is to present the preferred vendor
Moved by Councillor Martyn
Seconded by Councillor Mennill
THAT the County Warden and Chief Administrative Officer be directed to sign a contract with
Dropbike for bike sharing services as described in the November 16, 2018, report conditional on
the Municipality of Central Elgin agreeing to the services provided by Dropbike.
- Carried.
2018 Library Branch Facility Improvements Director of Community and Cultural Services
on renovations and improvements that have been completed in
2018 at Fred Bodsworth Public Library of Port Burwell, Aylmer Library, Southwold Township
Library, Shedden and John Kenneth Galbraith Reference Library, and Dutton during the past
year. This rep
Moved by Councillor Jones
Seconded by Councillor Ens
from the Director of
Community and Cultural Services, dated October 15, 2018, be received and filed.
- Carried.
Library Guidelines Performance Director of Community and Cultural Services
The director presented the report as an update to council on the ARUPLO Guidelines. With the
exception of facilities, all other areas follow the guidelines. Staff will continue to follow guidelines
and advocate for benchmarking data to ensure that performance can be assessed against other
systems.
Moved by Councillor Wiehle
Seconded by Councillor Mennill
THAT the report
Cultural Services, dated September 27, 2018, be received and filed.
- Carried.
10 Year Capital Plan Museum and Archives Director of Community and Cultural
Services
The director provided background information to support inclusion of a 10 year capital plan for
ear capital plan on an
annual basis. This remuneration will allow for needed storage space, upgrades, and repairs to
HVAC system. If approved, the proposed capital plan would be funded by a 0.1% increase in
property taxes.
Moved by Councillor Martyn
Seconded by Councillor Jenkins
November 19, 2018, be referred to the 2019 capital budget review and 10-year capital plan.
- Carried.
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County Council 6 November 27, 2018
Homes Infection Prevention and Control Policy and Procedure Manual Review and
Revisions Director of Homes and Seniors Services
As per the Long-Term Care Homes Act, 2007, policies and procedures are to be reviewed
annually. All revisions were minor in nature which dealt with an updated name change for
Southwestern Public Health Unit, an updated name change from CCAC to LHIN, and minor word
changes. The policy manual in its entirety and the noted policy revisions may be reviewed
through the County Website http://www.elgincounty.ca/homes-seniors-services/employee-portal/.
Moved by Councillor Jenkins
Seconded by Councillor Jones
THAT Council approve the County of Elgin Homes and Seniors Services Infection Prevention
and Control Policy Manual review and revisions for 2018; and;
Infection Prevention and Control Policy and Procedure Manual
2018, be received and filed.
- Carried.
Homes YWCA Pool Agreement Renewal Director of Homes and Seniors Services
The current pool rental agreement between the Corporation of the County of Elgin (Terrace
Lodge) and YWCA St. Thomas-Elgin expires December 31, 2018. The County Solicitor and
Purchasing Coordinator reviewed the current agreement, release and waiver, and insurance
documents and provided recommendations for change. Negotiations with YWCA St. Thomas-
Elgin were successful in securing a one (1) year renewal agreement based on simultaneous work
being done to outline options for Terrace Lodge redevelopment/rebuild, and an increase of three
(3) % to the annual fees paid by YWCA for the period of this agreement was successfully
negotiated.
Moved by Councillor Jones
Seconded by Councillor Mennill
THAT Council authorize staff to sign the one (1) year agreement with YWCA St. Thomas-Elgin
for the use of the Terrace Lodge pool; and, the 3 % increase to the annual fees; and;
Homes from the Director of Homes
and Seniors Services, dated November 12, 2018, be received and filed.
- Carried.
Homes Laboratory Service Agreements Director of Homes and Seniors Services
Long-term care homes (LTCH) contract with licensed labs to ensure the collection and
transportation of specimens for the purposes of diagnostic testing and timely access to resident
specific laboratory results. As a result of staff negotiations with Life Labs, they have proposed a
three-year term contract and no increase in fees.
Moved by Councillor Martyn
Seconded by Councillor McWilliams
THAT Council authorize staff to sign the three (3) year agreement with Life Labs for the provision
of laboratory services to residents of Elgin County Homes (subject to approval by the County
solicitor); and, the EHR practice agreement for Launchpad; and;
Homes from the Director of Homes
and Seniors Services, dated November 20, 2018, be received and filed.
- Carried.
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County Council 7 November 27, 2018
Emergency Management Program Committee Terms of Reference Chief Administrative
Officer
The CAO presented the report to highlight
Management Plan. The new Plan has an updated program committee and control group that are
requires by The Emergency Management and Civil Protection Act. By-law 18-37 that was
presented will replace by-law 04-26 to reflect these updates. This committee must be appointed
by Council in an official by-law.
Moved by Councillor Jenkins
Seconded by Councillor Mennill
THAT Elgin County Council approve the Terms of Reference for the Elgin County Emergency
Management Program Committee, as attached; and;
THAT By-Law 04-26 be repealed and any other By-Laws that are inconsistent with the
By-; and;
-s presented be approved and By-law 18-
37 be enacted.
- Carried.
Transportation Funding from Southwestern Public Health Chief Administrative Officer
The CAO presented the report to inform council that Southwestern Public Health has offered
$25,000 to go towards an Elgin County transportation study which will be entered into if the
Memorandum of Understanding is signed. The County currently is waiting on OMAFRA Rural
Economic Development Program (RED) to make a decision regarding funding for a
transportation study. The County is seeking $50,000 from RED to offset the costs of a County-
wide feasibility study. The application status will not be known until late January/early February.
Should funding not be granted by RED, the $25,000 contributed by Southwestern Public Health
will be used for a similar scale, transportation study as per the Memorandum of Understanding.
Moved by Councillor Jones
Seconded by Councillor Martyn
THAT Elgin County Council authorize the CAO to enter into a Memorandum of Understanding
with Southwestern Public Health to accept $25,000 in funding to be used towards an Elgin
County transportation study, following a review of the Memorandum of Understanding by the
County Solicitor.
- Carried.
Final Draft of Elgin County Council Procedural By-Law Chief Administrative Officer
-law.
The two main areas of focus were electronic participation and closed meetings. A new provision
in Bill 68 allows Members to participate electronically in a meeting that is open to the public. This
new provision does not allow Members who participate electronically to be counted towards
quorum and electronic participation is not allowed during closed meetings.
Moved by Councillor Mennill
Seconded by Councillor Ens
THAT the report titled - from the Chief
Administrative Officer, dated November 21, 2018, be received and filed; and;
THAT the CAO/Clerk be directed to contact the Ministry of Municipal Affairs to bring to their
attention the lack of clarity associated with the provision in regard to Electronic Participation
introduced by Bill 68; and;
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County Council 8 November 27, 2018
THAT By-law 11-06 be repealed and any other By-l
County Council Procedural by- and;
-s presented be approved and By-law 18-
38 be enacted.
- Carried.
Additional Long Term Care Beds Follow Up Report Chief Administrative Officer
The CAO presented the report which requested that Council advocate for a change in LTC beds
assignments and the need for better funding from the Ministry. The regional model for LTC bed
neighbouring municipalities, will be supporting residents outside of our County. Changes to the
provincial funding model are neede
complement.
Moved by Councillor Ens
Seconded by Councillor Jones
THAT the report titled Long Term Care Home Beds Follow Up from the Chief
Administrative Officer, Director of Homes and Seniors Services and Director of Financial Services,
dated November 7, 2018, be received and filed; and;
THAT County Council direct the Chief Administrative Officer, Director of Homes and Seniors
Services and Director of Financial Services to share this report with the next term of County
Council and request their commitment to advocating for a change to the manner in which LTC
beds are assigned by way of governance and producing cost neutral funding in Elgin County.
- Carried.
Proposed Amendment to the Woodlands Conservation By-Law 05-03 Chief
Administrative Officer
The CAO presented the report pursuant to Section 135 of the Municipal Act, 2001, County
Council enacted By-law No. 05-03 (Woodlands Conservation By-Law) to prohibit or regulate the
harvest, destruction, or injury of trees in the County of Elgin. The Municipality of Central Elgin
has requested an amendment to its Woodland Conservation By-law to regulate the harvest,
destruction or injury of trees upon specified slopes within its territorial limits. Extensive work has
been undertaken on the part of the Municipality of Central Elgin regarding revisions to the
Woodlands Conservation By-law.
Moved by Councillor Martyn
Seconded by Councillor Jones
THAT By-Law No. 18--law to amend By-Law 05-03 (Woodlands Conservation By-
- Carried.
DELEGATIONS CONTINUED
Elgin County Land Division Activities for 2018
Lorne McLeod (Chairman, Elgin County Land Division Committee), presented the Countys Land
Division Activities for 2018.
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County Council 9 November 27, 2018
Moved by Jenkins
Seconded by Jones
THAT the report titled Elgin County Land Division Activities for 2018 from the Chairman of the
Land Division Committee, dated November 15, 2018 be received and filed.
- Carried.
CORRESPONDENCE
Items for Information (Consent Agenda)
1. Dillon Consulting MTO Notice of Completion Transportation Environmental Study
Report Addendum Highway 401 & Highway 4 Interchange Improvements and Highway
4 & Glanworth Drive Underpass Replacements.
2. Paul Jenkins, Executive Director, STEGH Foundation with a request to come as a
delegation to Council in 2019 to provide foundation updates.
The following recommendation was adopted in regard to Correspondence Item #1:
Moved by Councillor Jones
Seconded by Councillor Ens
THAT the County Solicitor and County Engineer provide further review and provide comments to
MTO if warranted.
- Carried.
The following recommendation was adopted in regard to Correspondence Item #2:
Moved by Councillor Jones
Seconded by Councillor Ens
THAT the request from the Executive Director, STEGH Foundation, be received and filed.
- Carried.
Items for Information (Consent Agenda)
1. Dave Phillips, Town Crier 2018 Report to Elgin County Council
2. AMO, Federal Gas tax Fund 2017 Annual Report
3. Township of Southwold, 2018 Recognition of Shedden Library Committee
4. TVDSB, School and Child Care Projects Delayed in Government Review Process
Moved by Councillor Jones
Seconded by Councillor Martyn
THAT Correspondence Items #1 4 be received and filed.
- Carried.
OTHER BUSINESS
Statements/Inquiries by Members
Councillor Mennill lets it be known that he will be running for Warden at this election and will be
seeking the support of the returning Councillors.
The Warden thanked everyone for the Wardens Dinner and for serving on Council over the past
4 years.
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County Council 10 November 27, 2018
Councillors McWilliam, Currie, Jenkins, Wiehle and Ens provided comments on the previous
term.
Notice of Motion None.
Matters of Urgency None.
Closed Meeting Items
Moved by Councillor Mennill
Seconded by Councillor Jenkins
THAT we do now proceed into closed meeting session in accordance with the Municipal Act to
discuss matters under Municipal Act Section 239.2;
In-Camera Item #1
(e) litigation or potential litigation, including matters before administrative tribunals, affecting the
municipality or local board; (f) advice that is subject to solicitor-client privilege, including
communications necessary for that purpose; (k) a position, plan, procedure, criteria or instruction
to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality
or local board Port Bruce Bridge.
In-Camera Item #2
(f) advice that is subject to solicitor-client privilege, including communications necessary for that
purpose; (k) a position, plan, procedure, criteria or instruction to be applied to any negotiations
carried on or to be carried on by or on behalf of the municipality or local board Notification of
Breach of Contract/Road Allowance Agreement.
- Carried.
Moved by Councillor Jones
Seconded by Councillor Mennill
THAT we do now rise and report.
- Carried.
In-Camera Item #1
Moved by Councillor Martyn
Seconded by Councillor Jenkins
THAT staff proceed as directed.
- Carried.
In-Camera Item #2
Moved by Jones
Seconded by Wiehle
THAT staff proceed as directed.
- Carried
Motion to Adopt Recommendations of the Committee of the Whole
Moved by Councillor Jones
Seconded by Councillor Ens
THAT we do now adopt recommendations of the Committee Of The Whole.
- Carried.
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County Council 11 November 27, 2018
BY-LAWS
Moved by Councillor Mennill
Seconded by Councillor Martyn
THAT By-Law No. 18-37 -Law to Repeal By- Law No. 04-26 and to Adopt an Emergency
Management Program tor The County Of Elgin
passed.
- Carried.
Moved by Councillor Jones
Seconded by Councillor Jenkins
THAT By-Law No.18-To Regulate the Proceedings in the Municipal Council of The
Corporation of The County Of Elgin and Committees Thereof, and to Repeal By-Law No. 11-06
be read a first, second and third time and finally passed.
- Carried.
Moved by Councillor Jones
Seconded by Councillor Martyn
THAT By-Law No.18-Being a By-Law to Amend By-Law 05-03 (Woodlands Conservation By-
Lawbe read a first, second and third time and finally passed.
- Carried.
Moved by Councillor McWilliam
Seconded by Councillor Wiehle
THAT By-Law No. 18-40 -Law to Confirm Proceedings of the Municipal Council of
the Corporation of the County of Elgin at the November 27, 2018
and third time and finally passed.
- Carried.
ADJOURNMENT
Moved by Councillor McWilliam
Seconded by Councillor Weihle
THAT we do now adjourn at 12:08 p.m. sine die.
- Carried.
Julie Gonyou, Duncan McPhail,
Chief Administrative Officer Warden
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REPORTS OF COUNCIL AND STAFF
December 13, 2018
Council Reports
Warden – Draft 2019 Committee Appointments (verbal)
Staff Reports – (ATTACHED)
Manager of Information Technology – Laserfiche Consulting / Support Services
Deputy Director of Engineering Services – Traffic Signal Maintenance Agreement –
Contract Extension
Director of Homes & Seniors Services – Homes – Long-Term Care Service Accountability
Agreement (L-SAA) 2019-2022
Manager of Library Programming and Community Development – Elgin County Library-
Recent Projects, Programs, Partnerships and
Activities – May to October 2018
Manager of Museum and Archives – Elgin County Museum 2018 Annual Report
General Manager of Economic Development – Elgincentives 2018 Year End Review
Chief Administration Officer – Schedule of Council Meetings for 2019
Chief Administrative Officer – Organizational Developments in Response to Local Municipal
Needs – County Fire Training Officer/Community Emergency
Management Coordinator Position
Chief Administrative Officer – Elgin County School Board Proposal
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REPORT TO COUNTY COUNCIL
FROM:Al Reitsma, Manager of Information Technology
Mike Hoogstra,Purchasing Coordinator
DATE:December 4, 2018
SUBJECT:Laserfiche Consulting / Support Services
INTRODUCTION:
This report provides details on the Requestfor Proposal (RFP) for Laserfiche
Consulting and Support Services. The existing five yearcontract has expired and a
new threeyear contract with a two year option is proposed.
DISCUSSION:
The RFP for Laserfiche Consulting and Support Serviceswas issued on October 23,
2018 and closed on November 15.A total of two (2)firms downloaded the RFP
document from the County’s Bids & Tenders website. The two (2) firms noted below
submitted a proposal for providing the required services:
- Ricoh Canada
- ThinkDox Inc.
An evaluation committee consisting of the Director of Community and Cultural Services,
Financial Analyst and Information Technology Coordinator was created to review the
proposals. The committee members individually scored each proposal based on the
following criteria that was listed in the RFP:
Company Support / Consulting Qualifications and Experience;
Assigned Project Manager Qualifications / Experience;
References indicating previous experience;
Overall Proposal Submission / Additional Recommendations;
Pricing / Total Overall Cost
The results of the scoring identified that Thinkdox was the highest scoring firm.
ThinkDoxInc. provided firm pricing for a three year term as requested in the RFP. The
total cost per year is $27,968 plus HST, which is the same cost as the previous contract.
CONCLUSION:
Staff is pleased with the results of the competitive RFP process for Laserfiche
Consulting and Support Services. The recommended firm has been working with the
County for the last fiveyears and is familiar with the County’s Laserfiche workflows,
processes and system architecture.
14
RECOMMENDATIONS:
THAT Thinkdox Inc.be selected for Laserfiche Consulting and Support Services for a
three year term commencing January 1, 2019 through to December 31, 2021; and,
THAT the County at its discretion extend the contract for an additional two (2) years, upon
mutualagreement between both parties; and,
THAT the Warden and Chief Administrative Officer be authorized to sign the contract.
All of which is Respectfully Submitted Approved for Submission
Al Reitsma Julie Gonyou
Manager of Information Technology Chief Administrative Officer
Mike Hoogstra
Purchasing Coordinator
15
REPORT TO COUNTY COUNCIL
FROM:Peter Dutchak, Deputy Director of Engineering Services
Mike Hoogstra, Purchasing Coordinator
DATE:October 24, 2018
SUBJECT:Traffic SignalMaintenanceAgreement – Contract Extension
INTRODUCTION:
The County of Elgin owns various electrical infrastructureson its roads and these
facilities must be inspected and maintained by a certified contractor.
The County of Elgin had previously partnered with the County of Middlesex to secure a
contract for the maintenance and inspection of traffic signals, intersection beacons and
luminaries in the counties of Elgin and Middlesexin an effort to attract a serviceprovider
at the lowest cost.
DISCUSSION/ CONCLUSION:
Guild Electric Ltd. has been providing thisservice to both Counties under the current
traffic signal maintenance agreement which expires at the end of 2018. Guild has been
providing excellent service over the term of the current agreement.
Middlesex County has requested pricing from Guild for a three year extension. Guild
provided favourable pricing that resultin annual increases of approximately 1.5% per
year. It is recommended that the County of Elgin also renew the contract under the
same terms and conditions.
The total estimated cost for routine inspections, conflict monitoring and service calls is
approximately $35,000 for Elgin County.
RECOMMENDATIONS:
THAT the County of Elgin enter into an agreement with Guild Electric Limitedto service
all electrical traffic control devices for the period of January 1, 2019 to December 31,
2021;and;
THAT the Warden and Chief Administrative Officer be authorized to sign the contract.
All of which is Respectfully SubmittedApproved for Submission
Peter Dutchak Julie Gonyou
Deputy Director of Engineering ServicesChief Administrative Officer
Mike Hoogstra
Purchasing Coordinator
16
REPORT TO COUNTY COUNCIL
FROM:Michele Harris,Director of Homes and Seniors Services
DATE: December 3, 2018
SUBJECT: Homes – Long-Term Care Service Accountability Agreement (L-SAA) 2019-2022
INTRODUCTION:
It is a requirement of the Local Health System Integration Act, 2006(LHSIA) that Local Health
Integration Networks (LHINs) enter into a service accountability agreement (SAA) with each
Health Service Provider (HSP) that it funds. The role of the L-SAA is to clarify that the LTCH
will be responsible for delivering not only performance, but also planning and integration
towards the development of a health system.
DISCUSSION:
The current L-SAA is set to expire on March 31, 2019. The Provincial Advisory Committee
has endorsed a new three (3) year agreement to beginApril 1, 2019.
There are two phases to the L-SAA agreement. The first phase requires Homes to prepare a
Long-Term Accountability Planning Submission (LAPS) which includes a Description of
Homes and Services document; and, a Service Plan Narrative which identifies partnerships,
quality improvement opportunities, strategic goals and organizational risk.
The Homes have many partnerships with community partners including, but not limited to the
following:
Alzheimer Society
Elgin and Southwest Hospice Palliative Care Collaborative(s)
Age Friendly Committee
Behavioural Supports Ontario
Elgin Sub-Region Integration Table (SRIT)
Elgin Elder Abuse Committee
Facility Operators Group (FOG)
AdvantAge Ontario
STEGH
Southwestern Public Health
Regional Mental Health
Health Quality Ontario(HQO)
Victorian Order of Nurses
Ontario Stroke Network
Registered Nurse Association of Ontario (RNAO)
17
Potential opportunitiesfor improvementinclude but may not be limited tothe following:
Clinical Connect - Electronic health record portal that provides real time access to
resident/patient information required to support positive resident outcomes and
streamline communication between health care providers
RNAO Best Practice Spotlight Organization (BPSO) - Submission of an RFP
application to the 3 year RNAO BPSO initiative for the 3 County of Elgin Homes to
support implementation of Best Practice Guidelines r/t falls, restraints, pressure ulcers,
palliative and end-of-life care reducing the costs to external health care
partners/overall system
HQO/EHPCC - Through involvement with the Elgin Hospice Palliative Care Committee
(EHPCC) assisting with promoting the implementation of the HQO IDEAS project work
r/t palliative and end-of-life care planning acrossElgin/St. Thomas long-term care
Homes
SRIT - Ongoing involvement at the SRIT committee meetings and working groups to
identify opportunities for improvement r/t ALC beds and transitions from
community/hospital to LTC
Potential organizational risks include but may not be limited to the following:
Uncertainty of provincial funding increases
Continued increased acuity of residents admitted from home or hospital; and, of
residents with significant responsive behaviours which are not well supported through
funding
Health Human Resources - recruitment and retention of nursing staff – personal
support workers and registered staff
Changes to the indicator classifications based on renewed LHIN mandates will result in a
total of five (5)versus the previous three (3) SAA indicator classifications – performance,
explanatory, development; and new for the 2019-2022 LSAA will be monitoring and future
indicator classifications.
The LAPS submission, as well as subsequent review and dialoguebetween the South West
LHIN and Long-Term Care Homes, allows for two-way communication in relation to service
delivery, performance commitments and pressures or changes that might be occurring within
their organization and sub-region.The final LSAA template and schedules will be sent to
LTCHs in February 2019 for Board approval; followed by LHIN Board approval by March 31,
2019.
CONCLUSION:
Through the evolution of the L-SAA there continues to be a focus on reducing costs across
the health care system while ensuring quality care is accessible to all.
The County of Elgin Homes and Seniors Services, through the 2019-2022 L-SAA agreement
will continue to focus on quality improvement in support of its mission to create a caring
environment where residents feel safe, respected and valued.
18
RECOMMENDATIONS:
THAT Council approves the Long-Term Accountability Planning Submission (LAPS) for 2019-
2022 with the Southwest LHIN for Bobier Villa, Elgin Manor and Terrace Lodge; and,
THAT the report entitled “Homes – Long-Term Care Service Accountability Agreement (L-SAA)
2019-2022” from the Director of Homes and Seniors Services dated December 3, 2018 be
received and filed.
All of which is Respectfully SubmittedApproved for Submission
MicheleHarris Julie Gonyou
Director of Homes and Seniors Services Chief Administrative Officer
19
A.1 General Information
Corporation of the County of Elgin Elgin Manor
Name of Licensee:
(as referred to on your Long-Term Care
Home Licence)
Elgin Manor
Name of Home:
(as referred to on your Long-Term Care
Home Licence)
H11056
LTCH Master Number (e.g. NH9898)
39262 Fingal Line
Address
St. Thomas N5P 3S5
City Postal Code
No
Accreditation organization
N/A 0
Date of Last Accreditation Year(s) Awarded
(Award Date e.g. May 31, 2019) (e.g. 3 years)
Yes No
French Language Services (FLS) Identified (Y/N) Designated Y/N
20
A.2 Licenced or Approved Beds & Classification / Bed Type
Total # of Beds
Comments/Additional
Licence Expiry
1. Licence Type
Upgraded
Information
A B C New
Date
D
(e.g. May 31, 2025)
Note: Each individual
licence should be on a
separate row. Please add
Municipal Approval)
8
additional rows as
8 N/A
required.
Add total of all beds
TOTAL BEDS (1)
88
(A,B,C, UpD, New)
Note: Each individual
Please include information specific to the following types of licenses on a
licence should be on a
separate line below. Temporary Licence, Temporary Emergency Licence, or
separate row. Please add
Short-Term Authorization
additional rows as
required.
Licence Expiry
Comments/Additional
2. Licence Type
Date
Information
Total # of Beds
(e.g. May 31, 2025)
Temporary
Temporary
Emergency
Short-Term
Authorization 2 N/A
TOTAL BEDS (2)
Add total of all beds
TOTAL # OF ALL
Add total # of all licenced
LICENSED BEDS
beds captured under (1)
(1) + (2) 90
and (2) above
Usage Type Total # of Beds Comments/Additional
Expiry Date
Information
(e.g. May 31, 2025)
Long Stay Beds
(not including Input number of regular
beds below) 88 long stay beds
Convalescent Care
Beds
Respite Beds
2
ELDCAP Beds
Interim Beds
21
A.2 Licenced or Approved Beds & Classification / Bed Type
Access beds
Expiry date represents
Beds in Abeyance
the end date of the BIA
(BIA)
Agreement
Designated
specialized unit
beds
Other beds *
Total # of 90 Add total number of
all Bed Types (3) beds by usage type
*Other beds available under a Temporary Emergency Licence or Short-Term Authorization
22
A.3 Structural Information
Type of Room (this refers to structural layout rather than what is charged in accommodations).
Room Type Rooms Multiplier Number of beds
Number of rooms with 1 bed 78 x 1
78
Number of rooms with 2 beds 6 x 2 12
Number of rooms with 3 beds 0 x 3 0
Number of rooms with 4 beds 0 x 4
0
Total Number of Rooms 84 Total Number of Beds* 90
.2
Original Construction Date
2003
(Year)
1) Flooring and wall tile replacement in 3 tub/shower rooms r/t moisture
Renovations: Please list
issues and uneven flooring 2016 -2017. Fourth tub/shower room work
year and details (unit/resident
beginning in 2018
home area, design
2) Call bell and telephone system replacement/upgrade 2017
standards, # beds, reason for
3)
renovating)
4)
Number of Units/Resident Home Areas and Beds
Unit/Resident Home Area Number of Beds
Meadowview/Countryview 30
Orchard Grove 30
Garden Grove 30
Total Number of Beds (Ensure total matches
from Table A.2 90
23
A.4 Additional Services Provided
Service Contract
Provided for Service
Explanation if applicable
Yes No Yes No
Nurse Practitioner x x
Physiotherapy x x
Occupational therapy x x
Ophthalmology/ Optometry x x
Audiology RFP submitted no
x x
proposals received
Dental x x
Respiratory Technology x x Use external sources
Denturist x x Use external sources
IV Therapy Use external sources for
x x
(antibiotics or hydration) IV start and restart
Peritoneal Dialysis (PD) x x Use external sources
Support for hemodialysis (HD) x x
French Language Services x x
Secure residential home area(s) x x 30 bed secure unit
Specialized Dementia Care unit(s) 30 bed secure unit
x x supported by internal and
external BSO teams
Designated smoking room(s) x x Outdoor shelter only
Specialized unit for younger physically
x x
disabled adults
Support for Feeding Tubes x x Supported by dietitian
Specialized Behavioural treatment unit(s) x x Use external sources
Transportation Services
x x
Use external sources
Additional service commitments for new bed
x x
awards (1987 to 1998)
Other (specify)
Other (specify)
Other (specify)
Other (specify)
A.5 Specialized Designations Please note whether designation is official (e.g. MOHLTC, CCAC)
Designated
Comments
Yes No
Religious x
Ethnic x
24
Linguistic x
French Language Service
Designation x
Aboriginal x
Other (specify)
Other (specify)
Other (specify)
A.6 Community Linkages
Service Provided
Comments
Yes No
Volunteer program x
Service groups x Auxiliary, Shananigans
Language interpreters x Internal List of Staff
Cultural interpreters x Internal List of Staff
Advisory council x Family council, resident council, PAC
Community board x
Faith communities x
Other (specify) Elgin Hospice Palliative Care
Collaborative & Southwest Hospice
x Palliative Care Collaborative
Other (specify) SRIT (Elgin Sub-Region Integration
x Table LTC representative)
Other (specify) Elgin Elder Abuse Committee- LTC
representative; Age Friendly
x Committee member
Other (specify) x Advantage Ontario Region 1 chair
25
A.7 Services Provided to the Community
Service Provided
Comments
Yes No
Meal Services x Meals on Wheels
Social Congregate Dining x
Supportive Housing /SDL x
Adult Day Program x
Retirement living x
Other (specify) x Guest room/suite
Other (specify)
Other (specify)
Other (specify)
A.8 Quality Improvement Practices
Initiatives
Initiative Comments
Reduce the # of potentially avoidable ED visits
Reduce the # of new and/or worsening pressure ulcers No control over new admissions with
pressure ulcers; and/or residents
returning from hospital with
new/worsening pressure ulcers
Reduce the # of falls and/or the # of falls resulting in injury Submission of application to 3 year
RNAO BPSO initiative for 2019 to
support best practice implementation
Reduce the # of residents using physical restraints Submission of application to 3 year
RNAO BPSO initiative for 2019 to
support best practice implementation
Increase the % of residents whose care plans captures Ideas project r/t this initiative under
expressed wishes r/t palliative and end-of-life care way at sister Home which will be
spread to this Home
26
LTCH Name: Elgin Manor
Facility Number: H11056
Service Plan Narrative Part A: 2019-21
1.Strategic Goals and Priorities:
2.Advancement of the IHSP:
1
27
Service Plan Narrative Part A: 2019-21
3.Partnership/Integration Opportunities:
2
28
Service Plan Narrative Part A: 2019-21
4.Situation Analysis:
3.
4.
5.Evaluation of Prior Year Performance (optional):
6.Changes to Operations Summary (optional):
7.Risks & Mitigations:
3
29
Type of Risk Level of Potential Risk Mitigating Strategy
(i.e. Financial, Program, Operational, (low, medium, high)
etc.)
8.Impact of Redevelopment Project (if any)
NOTE: PLEASE DELETE THESE INSTRUCTIONS BEFORE SUBMITTING -
http://www.fimdata.com/LTCHome
(Source Long Term Care Homes Accountability Planning Submissions (LAPS) Guidelines,
section 4.2 Service Plan)
The LAPS service plan narrative should be no more than four (4) pages in length on letter size
paper using Arial 11pt font. Do not include attachments or any other additional documents with the
LAPS.
The Service Plan Narrative is an opportunity for the LTCH to describe for the LHIN the role that it
plays within the local community and how it will support the sustainability of the local health care
system. The information will describe the programs and services provided by the LTCH, to meet
the unique needs of the local community. This section may include information related to the
4
30
parent corporation in relation to corporate service improvement initiatives but must be provided in a
local context.
The Service Plan narrative is intended to cover the term of the LSAA 2019-21. The Service Plan
will allow the LTCH to provide information that describes services that the home operates or plans
to operate within the 2019/20 year, and any information related to services that the home plans to
operate in 2020/21 and 2021/22 fiscal years.
Service Plan
The LTCH should complete the Service Plan for 2019/20, and provide any relevant information, if
available, regarding the 2020/21 and 2021/22 fiscal years that the LHIN should be made aware. If
information is provided for 2020/21 and 2021/22, please indicate in which year the information is
applicable.
1.Strategic Goals and Priorities
This may include:
Key messages for the LHIN such as:
Services or programs the LTCH operates or plans to operate that meet the
unique needs of the resident population and/or the local community. These
would include unique clinical programs or programs meeting the needs of local
cultural, linguistic or religious groups. Describe the characteristics of the
specific population(s) served and the needs the services are intended to
address. The narrative should address all services described in Description of
Services above.
Francophone community if the LTCH is required to provide services to the
public in French under the French Language Services Act.
Communication strategies planned or underway with other HSPs or the local
community.
-Term Care
Home Renewal Strategy.
Any other activity of which the LHIN should be aware.
2.Advancement of the IHSP
improve service capacity, delivery and coordination of care/services within the local
health system. For example, outline any partnerships/alliances with other HSPs or
other service providers such as linkages with mental health services or hospitals for
residents with complex medical needs, etc.
How the LTCH plans to meet its obligations within the LHSIA that include:
Ώ Community engagement obligations under sections 16(6);
Ώ Identify integration opportunities under section 24.
The results of any community engagement and integration activities. Specifically, the
impact these resu
capacity and improve service delivery to meet identified community needs.
5
31
3.Partnership/Integration Opportunities: Are there potential partnerships/integration
opportunities between your LTCH and other HSPs in the next 3 years to improve service
delivery? If there are, please list up to three opportunities and potential partnerships and
what improvements will be achieved as a result?
4.Situation Analysis
Prudent business assumptions and rationale regarding bed occupancy, service
delivery and overall expenses and revenues, including collection of resident co-
payment revenue.
A description of significant budgetary and operational risks (no more than three (3)), if
ability to meet compliance standards, resident care
needs, operational objectives and financial objectives. This should include the
compliance standards.
An outline of the realistic strategies to mitigate or manage the identified risk(s).
5.Evaluation of Prior Year Performance (optional)
Challenges encountered;
Strategies undertaken to address these challenges.
6.Changes to Operations Summary (optional)
Highlight changes to operations that are being considered for the duration of the LSAA
(Changes that require pre-approval from the LHINs cannot be included unless the
change has already been approved
7.Risks & Mitigations: Identify 3 potential risks to your LTCH over the next three years, the
level of potential risk, and proposed mitigation strategies to manage each.
8.Impact of Redevelopment (if any); briefly describe any plans for redevelopment, and the
potential impact on the performance targets and obligations of the LSAA agreement.
6
32
A.1 General Information
Corporation of the County of Elgin Bobier Villa
Name of Licensee:
(as referred to on your Long-Term Care
Home Licence)
Bobier Villa
Name of Home:
(as referred to on your Long-Term Care
Home Licence)
H11052
LTCH Master Number (e.g. NH9898)
29491 Pioneer Line
Address
Dutton N0L 1J0
City Postal Code
No
Accreditation organization
N/A 0
Date of Last Accreditation Year(s) Awarded
(Award Date e.g. May 31, 2019) (e.g. 3 years)
Yes No
French Language Services (FLS) Identified (Y/N) Designated Y/N
33
A.2 Licenced or Approved Beds & Classification / Bed Type
Total # of Beds
Comments/Additional
Licence Expiry
1. Licence Type
Upgraded
Information
A B C New
Date
D
(e.g. May 31, 2025)
Note: Each individual
licence should be on a
separate row. Please add
Municipal Approval)
5
additional rows as
6 N/A
required.
Add total of all beds
TOTAL BEDS (1)
56
(A,B,C, UpD, New)
Note: Each individual
Please include information specific to the following types of licenses on a
licence should be on a
separate line below. Temporary Licence, Temporary Emergency Licence, or
separate row. Please add
Short-Term Authorization
additional rows as
required.
Licence Expiry
Comments/Additional
2. Licence Type
Date
Information
Total # of Beds
(e.g. May 31, 2025)
Temporary
Temporary
Emergency
Short-Term
Authorization 1 N/A
TOTAL BEDS (2) 1
Add total of all beds
TOTAL # OF ALL
Add total # of all licenced
LICENSED BEDS
beds captured under (1)
(1) + (2) 57
and (2) above
Usage Type Total # of Beds Comments/Additional
Expiry Date
Information
(e.g. May 31, 2025)
Long Stay Beds
(not including Input number of regular
beds below) 56 long stay beds
Convalescent Care
Beds
Respite Beds
1
ELDCAP Beds
Interim Beds
34
A.2 Licenced or Approved Beds & Classification / Bed Type
Access beds
Expiry date represents
Beds in Abeyance
the end date of the BIA
(BIA)
Agreement
Designated
specialized unit
beds
Other beds *
Total # of 57 Add total number of
all Bed Types (3) beds by usage type
*Other beds available under a Temporary Emergency Licence or Short-Term Authorization
35
A.3 Structural Information
Type of Room (this refers to structural layout rather than what is charged in accommodations).
Room Type Rooms Multiplier Number of beds
Number of rooms with 1 bed 45 x 1
45
Number of rooms with 2 beds 6 x 2 12
Number of rooms with 3 beds 0 x 3 0
Number of rooms with 4 beds 0 x 4
0
Total Number of Rooms 51 Total Number of Beds* 57
.2
Original Construction Date
1997
(Year)
1)
Renovations: Please list
2018 as needed r/t uneven flooring changes happening over time
year and details (unit/resident
2)Flooring and wall tile replacement Birch RHA tub and shower room
home area, design
upgrades r/t uneven flooring issues 2018
standards, # beds, reason for
3) Call bell and telephone system replacement/upgrades 2014
renovating)
4) Common areas flooring replacement 2013
Number of Units/Resident Home Areas and Beds
Unit/Resident Home Area Number of Beds
Magnolia Lane 19
Birch Lane 19
Oak Lane 19
Total Number of Beds (Ensure total matches
from Table A.2 57
36
A.4 Additional Services Provided
Service Contract
Provided for Service
Explanation if applicable
Yes No Yes No
Nurse Practitioner x x
Physiotherapy x x
Occupational therapy x x
Ophthalmology/ Optometry x x
Audiology RFP submitted no
x x
proposals received
Dental x x
Respiratory Technology x x Use external sources
Denturist x x Use external sources
IV Therapy Use external sources for
x x
(antibiotics or hydration) IV start and restart
Peritoneal Dialysis (PD) x x Use external sources
Support for hemodialysis (HD) x x
French Language Services x x
Secure residential home area(s) x x 19 bed secure unit
Specialized Dementia Care unit(s) 19 bed secure unit
x x supported by internal and
external BSO teams
Designated smoking room(s) x x Outdoor shelter only
Specialized unit for younger physically
x x
disabled adults
Support for Feeding Tubes x x Supported by dietitian
Specialized Behavioural treatment unit(s) x x Use external sources
Transportation Services x x Use external sources
Additional service commitments for new bed
x x
awards (1987 to 1998)
Other (specify)
Other (specify)
Other (specify)
Other (specify)
A.5 Specialized Designations Please note whether designation is official (e.g. MOHLTC, CCAC)
Designated
Comments
Yes No
Religious x
Ethnic xx
37
Linguistic x
French Language Service
Designation x
Aboriginal x
Other (specify)
Other (specify)
Other (specify)
A.6 Community Linkages
Service Provided
Comments
Yes No
Volunteer program x
Service groups x Auxiliary, Shananigans
Language interpreters x Internal List of Staff
Cultural interpreters x Internal List of Staff
Advisory council x Family Council, Resident Council, PAC
Community board x
Faith communities x
Other (specify) Elgin Hospice Palliative Care
Collaborative & Southwest Hospice
x Palliative Care Collaborative
Other (specify) SRIT (Elgin Sub-Region Integration
x Table LTC representative)
Other (specify) Elgin Elder Abuse Committee- LTC
representative; Age Friendly
x Committee member
Other (specify) x Advantage Ontario Region 1 chair
38
A.7 Services Provided to the Community
Service Provided
Comments
Yes No
Meal Services x Meals on Wheels; Diners Club
Social Congregate Dining x
Supportive Housing /SDL x
Adult Day Program x 3 days/week
Retirement living x
Other (specify) x Guest room suite
Other (specify)
Other (specify)
Other (specify)
A.8 Quality Improvement Practices
Initiatives
Initiative Comments
Reduce the # of potentially avoidable ED visits
Reduce the # of new and/or worsening pressure ulcers No control over new admissions with
pressure ulcers; and/or residents
returning from hospital with
new/worsening pressure ulcers
Reduce the # of falls and/or the # of falls resulting in injury Submission of application to 3 year
RNAO BPSO initiative for 2019 to
support best practice implementation
Reduce the # of residents using physical restraints Submission of application to 3 year
RNAO BPSO initiative for 2019 to
support best practice implementation
Increase the % of residents whose care plans captures Ideas project r/t this initiative under
expressed wishes r/t palliative and end-of-life care way at sister Home which will be
spread to this Home
39
LTCH Name: Bobier Villa
Facility Number: H11052
Service Plan Narrative Part A: 2019-21
1.Strategic Goals and Priorities:
2.Advancement of the IHSP:
1
40
Service Plan Narrative Part A: 2019-21
3.Partnership/Integration Opportunities:
2
41
Service Plan Narrative Part A: 2019-21
4.Situation Analysis:
3.
4.
5.Evaluation of Prior Year Performance (optional):
6.Changes to Operations Summary (optional):
7.Risks & Mitigations:
3
42
Type of Risk Level of Potential Risk Mitigating Strategy
(i.e. Financial, Program, Operational, (low, medium, high)
etc.)
8.Impact of Redevelopment Project (if any)
NOTE: PLEASE DELETE THESE INSTRUCTIONS BEFORE SUBMITTING -
http://www.fimdata.com/LTCHome
(Source Long Term Care Homes Accountability Planning Submissions (LAPS) Guidelines,
section 4.2 Service Plan)
The LAPS service plan narrative should be no more than four (4) pages in length on letter size
paper using Arial 11pt font. Do not include attachments or any other additional documents with the
LAPS.
The Service Plan Narrative is an opportunity for the LTCH to describe for the LHIN the role that it
plays within the local community and how it will support the sustainability of the local health care
system. The information will describe the programs and services provided by the LTCH, to meet
the unique needs of the local community. This section may include information related to the
4
43
parent corporation in relation to corporate service improvement initiatives but must be provided in a
local context.
The Service Plan narrative is intended to cover the term of the LSAA 2019-21. The Service Plan
will allow the LTCH to provide information that describes services that the home operates or plans
to operate within the 2019/20 year, and any information related to services that the home plans to
operate in 2020/21 and 2021/22 fiscal years.
Service Plan
The LTCH should complete the Service Plan for 2019/20, and provide any relevant information, if
available, regarding the 2020/21 and 2021/22 fiscal years that the LHIN should be made aware. If
information is provided for 2020/21 and 2021/22, please indicate in which year the information is
applicable.
1.Strategic Goals and Priorities
This may include:
Key messages for the LHIN such as:
Services or programs the LTCH operates or plans to operate that meet the
unique needs of the resident population and/or the local community. These
would include unique clinical programs or programs meeting the needs of local
cultural, linguistic or religious groups. Describe the characteristics of the
specific population(s) served and the needs the services are intended to
address. The narrative should address all services described in Description of
Services above.
cal
Francophone community if the LTCH is required to provide services to the
public in French under the French Language Services Act.
Communication strategies planned or underway with other HSPs or the local
community.
Plans for structural redevelopment wi-Term Care
Home Renewal Strategy.
Any other activity of which the LHIN should be aware.
2.Advancement of the IHSP
improve service capacity, delivery and coordination of care/services within the local
health system. For example, outline any partnerships/alliances with other HSPs or
other service providers such as linkages with mental health services or hospitals for
residents with complex medical needs, etc.
How the LTCH plans to meet its obligations within the LHSIA that include:
Ώ Community engagement obligations under sections 16(6);
Ώ Identify integration opportunities under section 24.
The results of any community engagement and integration activities. Specifically, the
capacity and improve service delivery to meet identified community needs.
5
44
3.Partnership/Integration Opportunities: Are there potential partnerships/integration
opportunities between your LTCH and other HSPs in the next 3 years to improve service
delivery? If there are, please list up to three opportunities and potential partnerships and
what improvements will be achieved as a result?
4.Situation Analysis
Prudent business assumptions and rationale regarding bed occupancy, service
delivery and overall expenses and revenues, including collection of resident co-
payment revenue.
A description of significant budgetary and operational risks (no more than three (3)), if
any
needs, operational objectives and financial objectives. This should include the
compliance standards.
An outline of the realistic strategies to mitigate or manage the identified risk(s).
5.Evaluation of Prior Year Performance (optional)
Challenges encountered;
Strategies undertaken to address these challenges.
6.Changes to Operations Summary (optional)
Highlight changes to operations that are being considered for the duration of the LSAA
(Changes that require pre-approval from the LHINs cannot be included unless the
change has already been approved
7.Risks & Mitigations: Identify 3 potential risks to your LTCH over the next three years, the
level of potential risk, and proposed mitigation strategies to manage each.
8.Impact of Redevelopment (if any); briefly describe any plans for redevelopment, and the
potential impact on the performance targets and obligations of the LSAA agreement.
6
45
A.1 General Information
Corporation of the County of Elgin Terrace Lodge
Name of Licensee:
(as referred to on your Long-Term Care
Home Licence)
Terrace Lodge
Name of Home:
(as referred to on your Long-Term Care
Home Licence)
H13117
LTCH Master Number (e.g. NH9898)
49462 Talbot Line
Address
Aylmer N5H 3A5
City Postal Code
No
Accreditation organization
N/A 0
Date of Last Accreditation Year(s) Awarded
(Award Date e.g. May 31, 2019) (e.g. 3 years)
Yes no
French Language Services (FLS) Identified (Y/N) Designated Y/N
46
A.2 Licenced or Approved Beds & Classification / Bed Type
Total # of Beds
Comments/Additional
Licence Expiry
1. Licence Type
Upgraded
Information
A B C New
Date
D
(e.g. May 31, 2025)
Note: Each individual
licence should be on a
separate row. Please add
Municipal Approval)
additional rows as
99 N/A
required.
Add total of all beds
TOTAL BEDS (1)
99
(A,B,C, UpD, New)
Note: Each individual
Please include information specific to the following types of licenses on a
licence should be on a
separate line below. Temporary Licence, Temporary Emergency Licence, or
separate row. Please add
Short-Term Authorization
additional rows as
required.
Licence Expiry
Comments/Additional
2. Licence Type
Date
Information
Total # of Beds
(e.g. May 31, 2025)
Temporary
Temporary
Emergency
Short-Term
Authorization 1 N/A
TOTAL BEDS (2)
Add total of all beds
TOTAL # OF ALL
Add total # of all licenced
LICENSED BEDS
beds captured under (1)
(1) + (2) 100
and (2) above
Usage Type Total # of Beds Comments/Additional
Expiry Date
Information
(e.g. May 31, 2025)
Long Stay Beds
(not including Input number of regular
beds below) 99 N/A long stay beds
Convalescent Care
Beds
Respite Beds
1
ELDCAP Beds
Interim Beds
47
A.2 Licenced or Approved Beds & Classification / Bed Type
Access beds
Expiry date represents
Beds in Abeyance
the end date of the BIA
(BIA)
Agreement
Designated
specialized unit
beds
Other beds *
Total # of 100 Add total number of
all Bed Types (3) beds by usage type
*Other beds available under a Temporary Emergency Licence or Short-Term Authorization
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A.3 Structural Information
Type of Room (this refers to structural layout rather than what is charged in accommodations).
Room Type Rooms Multiplier Number of beds
Number of rooms with 1 bed 20 x 1
20
Number of rooms with 2 beds 40 x 2 80
Number of rooms with 3 beds 0 x 3 0
Number of rooms with 4 beds 0 x 4
0
Total Number of Rooms 60 Total Number of Beds* 100
.2
Original Construction Date
1977
(Year)
Renovations: Please list
1) Delayed as will be redeveloped
year and details (unit/resident
2)
home area, design
3)
standards, # beds, reason for
4)
renovating)
Number of Units/Resident Home Areas and Beds
Unit/Resident Home Area Number of Beds
Lower North 25
Upper North 25
Lower South 25
Upper South 25
Total Number of Beds (Ensure total matches
from Table A.2 100
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A.4 Additional Services Provided
Service Contract
Provided for Service
Explanation if applicable
Yes No Yes No
Nurse Practitioner x x
Physiotherapy x x
Occupational therapy x x
Ophthalmology/ Optometry x x
Audiology RFP submitted no
x x
proposals received
Dental x x
Respiratory Technology x x Use external sources
Denturist x x Use external sources
IV Therapy Use external sources for
x x
(antibiotics or hydration) IV start and restart
Peritoneal Dialysis (PD) x x Use external sources
Support for hemodialysis (HD) x x
French Language Services x x
Secure residential home area(s) x x 25 bed secure unit
Specialized Dementia Care unit(s) 25 bed secure unit
x x supported by internal and
external BSO teams
Designated smoking room(s) x x Outdoor shelter only
Specialized unit for younger physically
x x
disabled adults
Support for Feeding Tubes x x Supported by dietitian
Specialized Behavioural treatment unit(s) x x Use external sources
Transportation Services x x Use external sources
Additional service commitments for new bed
x x
awards (1987 to 1998)
Other (specify)
Other (specify)
Other (specify)
Other (specify)
A.5 Specialized Designations Please note whether designation is official (e.g. MOHLTC, CCAC)
Designated
Comments
Yes No
Religious x
Ethnic x Low German Mennonite
Linguistic x
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French Language Service
Designation x
Aboriginal x
Other (specify)
Other (specify)
Other (specify)
A.6 Community Linkages
Service Provided
Comments
Yes No
Volunteer program x
Service groups x Auxiliary, YWCA
Language interpreters x Internal list of staff
Cultural interpreters x Internal list of staff
Advisory council x Family council, Resident Council, PAC
Community board x
Faith communities x
Other (specify) Elgin Hospice Palliative Care
Collaborative & Southwest Hospice
x Palliative Care Collaborative
Other (specify) SRIT (Elgin Sub-Region Integration
x Table LTC representative
Other (specify) Elgin Elder Abuse Committee- LTC
representative; Age Friendly
x Committee member
Other (specify) x Advantage Ontario Region 1 chair
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A.7 Services Provided to the Community
Service Provided
Comments
Yes No
Meal Services x
Social Congregate Dining x
Supportive Housing /SDL x
Adult Day Program Includes 2 overnight stays, Stroke
x Rehab Program, transportation
Retirement living x
Other (specify) x Therapy Pool Aquatic Programs
Other (specify)
Other (specify)
Other (specify)
A.8 Quality Improvement Practices Quality Improvement
Initiatives
Initiative Comments
Reduce the # of potentially avoidable ED visits
Reduce the # of new and/or worsening pressure ulcers No control over new admissions with
pressure ulcers; and/or residents
returning from hospital with
new/worsening pressure ulcers
Reduce the # of falls and/or the # of falls resulting in injury Submission of application to 3 year
RNAO BPSO initiative for 2019 to
support best practice implementation
Reduce the # of residents using physical restraints Submission of application to 3 year
RNAO BPSO initiative for 2019 to
support best practice implementation
Increase the % of residents whose care plans captures Ideas project r/t this initiative under
expressed wishes r/t palliative and end-of-life care way which will be spread to sister
Homes
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LTCH Name: Terrace Lodge
Facility Number: H13117
Service Plan Narrative Part A: 2019-21
1.Strategic Goals and Priorities:
2.Advancement of the IHSP:
1
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Service Plan Narrative Part A: 2019-21
3.Partnership/Integration Opportunities:
2
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Service Plan Narrative Part A: 2019-21
4.Situation Analysis:
3.
4.
5.Evaluation of Prior Year Performance (optional):
6.Changes to Operations Summary (optional):
7.Risks & Mitigations:
3
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Type of Risk Level of Potential Risk Mitigating Strategy
(i.e. Financial, Program, Operational, (low, medium, high)
etc.)
8.Impact of Redevelopment Project (if any)
NOTE: PLEASE DELETE THESE INSTRUCTIONS BEFORE SUBMITTING -
http://www.fimdata.com/LTCHome
(Source Long Term Care Homes Accountability Planning Submissions (LAPS) Guidelines,
section 4.2 Service Plan)
The LAPS service plan narrative should be no more than four (4) pages in length on letter size
paper using Arial 11pt font. Do not include attachments or any other additional documents with the
LAPS.
4
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The Service Plan Narrative is an opportunity for the LTCH to describe for the LHIN the role that it
plays within the local community and how it will support the sustainability of the local health care
system. The information will describe the programs and services provided by the LTCH, to meet
the unique needs of the local community. This section may include information related to the
parent corporation in relation to corporate service improvement initiatives but must be provided in a
local context.
The Service Plan narrative is intended to cover the term of the LSAA 2019-21. The Service Plan
will allow the LTCH to provide information that describes services that the home operates or plans
to operate within the 2019/20 year, and any information related to services that the home plans to
operate in 2020/21 and 2021/22 fiscal years.
Service Plan
The LTCH should complete the Service Plan for 2019/20, and provide any relevant information, if
available, regarding the 2020/21 and 2021/22 fiscal years that the LHIN should be made aware. If
information is provided for 2020/21 and 2021/22, please indicate in which year the information is
applicable.
1.Strategic Goals and Priorities
This may include:
Key messages for the LHIN such as:
Services or programs the LTCH operates or plans to operate that meet the
unique needs of the resident population and/or the local community. These
would include unique clinical programs or programs meeting the needs of local
cultural, linguistic or religious groups. Describe the characteristics of the
specific population(s) served and the needs the services are intended to
address. The narrative should address all services described in Description of
Services above.
Francophone community if the LTCH is required to provide services to the
public in French under the French Language Services Act.
Communication strategies planned or underway with other HSPs or the local
community.
-Term Care
Home Renewal Strategy.
Any other activity of which the LHIN should be aware.
2.Advancement of the IHSP
improve service capacity, delivery and coordination of care/services within the local
health system. For example, outline any partnerships/alliances with other HSPs or
other service providers such as linkages with mental health services or hospitals for
residents with complex medical needs, etc.
How the LTCH plans to meet its obligations within the LHSIA that include:
Ώ Community engagement obligations under sections 16(6);
Ώ Identify integration opportunities under section 24.
5
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The results of any community engagement and integration activities. Specifically, the
impact these results have on the community and the L
capacity and improve service delivery to meet identified community needs.
3.Partnership/Integration Opportunities: Are there potential partnerships/integration
opportunities between your LTCH and other HSPs in the next 3 years to improve service
delivery? If there are, please list up to three opportunities and potential partnerships and
what improvements will be achieved as a result?
4.Situation Analysis
Prudent business assumptions and rationale regarding bed occupancy, service
delivery and overall expenses and revenues, including collection of resident co-
payment revenue.
A description of significant budgetary and operational risks (no more than three (3)), if
ds, resident care
needs, operational objectives and financial objectives. This should include the
compliance standards.
An outline of the realistic strategies to mitigate or manage the identified risk(s).
5.Evaluation of Prior Year Performance (optional)
Challenges encountered;
Strategies undertaken to address these challenges.
6.Changes to Operations Summary (optional)
Highlight changes to operations that are being considered for the duration of the LSAA
(Changes that require pre-approval from the LHINs cannot be included unless the
change has already been approved
7.Risks & Mitigations: Identify 3 potential risks to your LTCH over the next three years, the
level of potential risk, and proposed mitigation strategies to manage each.
8.Impact of Redevelopment (if any); briefly describe any plans for redevelopment, and the
potential impact on the performance targets and obligations of the LSAA agreement.
6
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REPORT TO COUNTY COUNCIL
FROM:Sandra Poczobut
Manager of Library Programming and Community Development
DATE:November 16, 2018
SUBJECT:Elgin County Library- Recent Projects, Programs, Partnershipsand
Activities – Mayto October 2018
INTRODUCTION:
The Elgin County Library is pleased to present Council with an overview and update of
projects,programs, partnerships,and activities that have occurred from May to October
2018.
DISCUSSION:
Elgin County Library continues to offer programs and services that are responsive to the
needs of our communities and reflective of a partnership approach to unique program
delivery. This summer ushered in another year ofparticipation in the TD Summer
Reading Club. The program engagedfamilies to continue to build literacy skills through
the summer months while bringing communities together through dynamic educational
programs. Additionally, special events such as Ontario Public Library Week brought
engagement with our community schools, as Clifford the Big Red Dog visited classroom
for story times. As strength is found in partnerships, continued success with STEAM
Centre’s E-waste program saw County residents reducing electronic waste at Elgin
County Library drop-off bins, and an exciting opportunity emerged to expand and grow
the Books 2 Go program with the help of VON Canada and West Elgin Community
Health Centre. Additionally, growth in social media use and communication through
these platforms has brought us closer to patrons and enableddynamic storytelling to
emerge, thus informing more patrons of our services.
Projects
E- Waste Recycling Program
The E-waste recycling program offers residents the opportunity to dispose of unused
electronics. The partnership has generated $4,238.74for STEAM Centre programsto
date with e-waste collection sites at the Elgin County Libraries and STEAM Education
Centre. Items such as computer towers and electronics have been repurposed to
empower youth to learn valuable skills such as coding and computer networking. Elgin
County Library binsalone have kept 28,747 lbs. of e-waste out of landfills with the
following amounts collected at each site to date: Springfield – 6,329lbs., Belmont –
7,454 lbs., Shedden 3,925 lbs., Dutton – 7,464 lbs. and West Lorne – 3,573 lbs. Bins
will be monitored during the winter months ahead to ensure that they remain accessible
for e-waste drop-off.
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Books 2 Go
The Books 2 Go program launchedin the west end of the County in 2015in partnership
with the West Elgin Community Health Centre to offer book delivery to seniors and
homebound patronsin areas servicedby our Dutton, Rodney and West Lorne
branches. Last spring, the program was expanded into the east through our Aylmer
branch.Now, in partnership with VON, the program will be available as of December in
all parts of the county through volunteer programs delivered by both organizations. Any
patron overthe age of 55, patrons experiencing physical or mental challengesand
those who are temporarily homebound due to a disability areeligiblefor the service.
Programs
Summer ReadingClubProgram
The TD Summer ReadingClubprogram enables branches to connect with families and
patrons in the community while bridging the reading gap that occurs during the summer
months. This year 966 children registered for the program, and 3,126 patrons attended
over 109 Individual programs that were being offered at the 10 Elgin County Library
branches.This year’s theme of “follow your passions” enabled a variety of unique
programs and performers. Familiesexplored programs that provided new experiences
and enabled youth to feel connected to the community.
Staff-run programs were anchored with special guestsincluding localfire and police
departments, horticultural societies, and wellness programs. From raptors to virtual
reality, from garden building to yoga, the TD Summer Club Reading Club offered a
plethora of unique experiences for visitors. In addition to tracking participants and
number ofbooks read, both caregivers andchildren were surveyed using aqualitative
data collection tool developed for libraries called Project Outcome. When asked how
families felt about programsthis summer, responses included that “the programs gave
children independence as they were able to requestbooks on their own and learned
how to interact with library staff” and thatlibraries “should continue to offer great
programs that encourage reading.”
Culture Days
Culture Days is an annual national celebration designed to assist communities in
showcasing their cultural assets through unique interactive programs that are free to
attend. In keeping with this year’stheme of “on beat”, branchesorganized programs
that had patrons tapping their toes to music featuring local talent. Ukuleles,keyboards,
victrolas, fiddles, guitars, violins, and voices could be heard throughoutthe weekend in
branches.Supportformarketing, as well asan interactive website and app,were
available from Culture DaysOntario, including a special webpage to promote
CultureDays@TheLibrary.
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National Science Literacy Week
This was the library’s inaugural year in participating in Science Literacy Week,
September 17 – 23. The initiativeis facilitated throughthe Natural Sciences and
Engineering Research Council of Canada’sPromoScience program and is funded by
the Government of Canada. The programbrought attention to the importance of
science literacy and enabled branches to showcase our non-fiction science collection,
databases and science-themed program kits.
Ontario Public Library Week
Ontario Public LibraryWeek, October 14 – 20, is a weeklong celebration of libraries and
their impact on communities. The tagline “a visit will get you thinking” encourages
community members to explore the various ways that libraries have become gathering
spaces for access, exploration and community engagement. Elgin County Library
hosted Clifford the Big Red Dog atbranches and local schools to share ourlove of
reading. Additionally, author Paul E. Allenheld book talks in the west and east end of
the County based on his book“When Tobacco was King”.The talk resonated with
patrons due to the linkagesto local farming history, and the Elgin County Archives
collaborated with the library on an exhibit which told the storyofElgin County’s tobacco
past with local archival images and documents.
St. Joseph’s High School- Renaissance Robotics
Elgin County Library has welcomed the St. Joseph’s robotics team to the branches for
special programs that feature a sample of the types of projects the robotics team
embarks on to inspire a new generation of engineers. Students fromthe team have
joined us at branches across the countyand recently made a guest appearance at our
partnership program with Terrace Lodge which bringstogether our youngest and most
senior patrons. Residentshad a unique opportunity to interact with these technologies
and share intergenerationalknowledge amongst one another.
Elgin Elder Abuse
In partnership with Elder Abuse Elgin, a successful grant was received to provide
outreachsurrounding this topic. Librarybranches will serve asa venue for information
sessions and programsfor the duration of the program to the end of March 2019. The
sessions focus on building capacity and awareness surrounding the topic of elder abuse
affecting some of the most vulnerable seniors in our county, showcasing how we can
all, regardless of age of background, be champions of change for seniorswho
experience financial, emotional or physical abuse.
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Partnerships
Elgin Children’s Network (ECN)
The Elgin Children’s Networkisa planningtable consisting oflocalstakeholder
representation. Currently ECN members are being consulted to support a five year
children’s services planthrough the St. Thomas Elgin Children’s Services Department.
This opportunity enables input from various stakeholder and local organizations that
support early years programs.ECN as a planning table is also looking at updating goals
and priorities for 2019 – 2021.
STELIP
The St. Thomas and Local Immigration Partnership (STELIP) has embarked on a
planning project with the support of Innoweave Consulting to refine itsmission and
planning prioritiesand will be entering into phase two of the planning process in the new
year.
This fall, Elgin County Library participated in STELIP’s annual ‘Walk with Me” event
which brings together service providers in the region to discuss issues relating to
building capacity to support newcomers. The Elgin County Library was able to highlight
some of the resources available at the branches to help support those new toour region
looking to build community and find information.
Of noteis the www.welcometoste.cawebsite developed as a special project by STELIP
to bea comprehensive tool for those looking to moveto our communities. This tool has
recently been updated to include more local success stories by newcomers to the
community,as well asan interactive component that enables those looking to move to
the area an option to connect to others who have gone through the same move. As our
communities are becoming more diverse, partnerships with organizations such as
STELIP enable more capacity to grow our caring, inclusive and supportivecommunities.
STEAM Centre
Now completing its second year of operations, the STEAM Centre has undergone
various changes to help support the future sustainability of the organizationand its role
st
in supporting 21 century programming and skills to youth in our community.
In the fall, the Centre held its grand re-opening after relocating from the Wellington
Street School to an open-concept space on 168 Curtis Street, St. Thomas. The new
location enables a more efficient use of space for12 months of the year, allowing
camps and programs to run throughout the summer months without the need to seek
alternate locations.
In the year ahead, the centre will continue to be a partnering site for programs and field
trips for educators and students from both the London District Catholic School Board
and the Thames Valley District School Board. The second year of STEAM school has
also launched this September and sees high school students from various partnering
schools utilize the centrefor project-based learning.In addition, evening programs for
the public are being run out of the STEAM Centre on week nights ontopics that vary
62
from 3D printing, to coding, to art creation. As attendance of girls and Indigenous
students hasbeen identified as a gap, the centre is also seeking grants andother
funding streams to launch future programing specific to these under-represented groups
in the field of STEAM.
Activities
Social Media and Marketing
Social media is an invaluable way for the library to reach a large targeted demographic
of patrons. As capabilities for promotion increase through platforms such as Facebook
and Instagram, so does the way libraries can utilize these tools to create marketing
campaigns and promotions to reach our users. Using a three pronged approach of
Facebook,Twitter and Instagram in partnership with ourcomprehensive new website
has enabled engagement growth and reach. Increased use of video and storytelling
tools has also benefited the library in showcasing programs, collections and
communities in innovativeand uniqueways.
From May to November, Facebook followers have increased by 14% from 1024 to1167
with more patrons often using the platform to comment on programs and request
offerings. Twittersaw a 6% increase from 847to 897followers with 43,455interactions
during the same time period. Instagram, an image based social platform, has had
steady growth with a 34% increase from 340to 447followers engaging in our page.
Using Instagram’s story feature has also enabled the library to build a Reader’s
Advisory feature which highlights new items in our collection the moment they arrive in
our system. As our fastest growing platform with the22 to 44 year old demographic, the
library will continue to grow its social media strategy to optimize this platform further.
CONCLUSION:
The Elgin County Library is pleased to present Council with an update on projects,
programs, partnerships and activities which highlight some of the dynamic offerings and
collaborations.
RECOMMENDATION:
THATthe report titled “Elgin County Library- Recent Projects, Programs, Partnerships
and Activities – May to October 2018” from the Manager of Programs and Community
Development dated November 16th,2018be received and filed.
All of which is Respectfully SubmittedApproved for Submission
Sandra Poczobut Julie Gonyou
Manager of Library Programming and Chief Administrative Office
Community Development
Brian Masschaele
Director of Community and Cultural Services
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REPORT TO COUNTY COUNCIL
FROM: Jessica DeBackere, Economic Development Coordinator
Alan Smith, General Managerof Economic Development
DATE: November 27, 2018
SUBJECT: Elgincentives 2018Year End Review
INTRODUCTION:
In October 2015 the Elgincentives Community Improvement Plan was launched. In
threeyearsthe program has seenhuge success across the County. The following is a
summary on the total number and value of incentivesfrom January – November 2018
and cumulative from October 2015 – November 2018.
Staff will continue to report on an annual basis in December of every year on the
program results.
DISCUSSION:
2015*201620172018Total
$ 255,000
$ 100,000 $ 250,000 $200,000$ 805,000
Yearly Allocation
$ 283,095
$ 100,000 $ 271,407 $200,547$ ----------
Funds Available
Total Value of Project
$ 241,537 $ 792,368 $ 1,463,711$ 837,920$ 3,341,832
Costs
$ 265,656
$ 80,134 $ 273,000 $ 391,765$980,672
Total Grant Requests
$ 240,724
Total Grants Approved$ 78,593 $ 270,860 $ 199, 343$ 762,629
39
Total Number of Projects 104059146
$ 6,506
Average Grant Amount:$ 7,859 $ 6,785$ 3,399 $ 6,137
*2015 – October – December
Elgincentives GrantsNumber of Approved
Approved Grant Value
Projects*
Façade 15$72,979
Signage 13$33,038
Property5$14,054
Building Improvement 19$107, 775
Building Conversion/Expansion 00
Energy Efficiency 1$7, 000
Outdoor Art Grant (located in priority area)1$2, 450
Savour Elgin4$2, 587
Arts Trail2$841
Planning and Building Fees Grant2TBD
Tax Increment Equivalent Grant 00
*several applications were approved for more than one grant
100
# of Grant Value of
By MunicipalityApplicationsValueProjects
$10, 071$20, 142
Aylmer2
$24, 941$60, 217
Bayham5
$56, 580$347, 415
Central Elgin9
$34, 453$70, 159
Dutton Dunwich4
$18, 624$58, 120
Malahide6
$50, 391$126, 839
Southwold7
$45, 664$155, 028
West Elgin6
As indicated in the above tables Elgincentives had 39approved applications from
January – November 2018withtotal investment by Elginof $240,724resulting in private
investment of $837,920.
In 2018, the first two Planning and Building Fee Grant applications werereceived.One
application was received from the Municipality of Bayham and the other from the
Township of Malahide.
Two approved applicants did not meet theircontractual obligations to start theirproject
within six months of approval andhave forfeited their funding towards the project.
As was the case in 2018, Elgincentives will receive an additional $80,000forthe budget
from the removal of the vacancytax rebate. This will allow for a 2019budget of
$272,341($150,000 approved by Council, $80,000 from the vacancy tax rebateand
$42, 371 from leftover funding, projects that have come under budgetand the two
applications that forfeited theirfunding).This will once again be allocated over five
meetings over the course of the year.
CONCLUSION:
The popularity of the Elgincentives program continues to grow, improving Elgin’s
downtowns, waterfronts, agricultural and tourism areas. This program is stimulating
economic growth and development by assisting businesses and property owners with
restorationand redevelopment projectsCounty wide.
Elgincentives is a shining example of how Elgin County is “Progressive by Nature”. This
year alone, two Counties and one Municipality reached out for assistance in starting
their own Community Improvement Plan. These communities saw the Elgincentives
program as a best practice to implement for their own business community.
The Elgincentives Implementation Committee will meet January23, 2019 to reviewthe
first applications for 2019.
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RECOMMENDATION:
THAT the report titled “Elgincentives 2018Year End Review”from the Economic
Development Coordinator dated November 27, 2018be received and filed.
All of whichis Respectfully Submitted Approved for Submission
Jessica DeBackere Julie Gonyou
Economic Development Coordinator Chief Administrative Officer
Alan Smith
General Managerof Economic Development
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Vision and Implementation Guidelines
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Њ
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Ћ
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Ў Њ
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39 Projects Approved in 2018 $240, 724 in Grants Provided to Local Business in 2018 $837, 920 Total Project Value in 2017
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146 Projects Approved Since 2015 $762, 629 in Grants Provided to Local Business Since 2015 $3.34M Total Project Value Since 2015
Business/Community Development
39
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Approved applications in 2018
CIP Incentives
$120, 071
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Savour Elgin/Arts Trail $3, 428
Planning & Building Fees Grant TBD
Energy Efficiency $7, 000
Façade, Signage, Property
Building Improvement $107, 775
Outdoor Art Grant $2, 450
Elgincentives
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Marketing Activities
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2 grants $10, 071
Aylmer
132
5 grants $24,941
Bayham
133
9 grants $56, 580
Central Elgin
134
4 grants $34, 453
Dutton Dunwich
135
6 grants $18, 624
Malahide
136
7 grants $50,391
Southwold
137
6 grants $45, 664
West Elgin
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REPORT TO COUNTY COUNCIL
FROM:Julie Gonyou, Chief Administrative Officer
DATE:December 1, 2018
SUBJECT:Schedule of Council Meetings for 2019
INTRODUCTION:
After its Inaugural Meeting, County Council mustapprove a schedule of regular
meetings of Council for each calendar year. Once approved, the schedule may be
1
amended when notice is given as provided for in the Municipal Act, 2001and pursuant
2
to Elgin County Council’s Procedural By-Law 18-38.Special Meetings of Council may
3
be scheduledat any time, as provided for in the Municipal Act, 2001. The purpose of
this report is to adopt a schedule of Council Meetings for 2019. A draft schedule is
attached to this report.
DISCUSSION:
4
Pursuant to County Council’s Procedural By-Law,Council endeavours to meet in the
Council Chambers of the Elgin County Administration Building, 450 Sunset Drive, St.
Thomas, ON or other designated location, at a time designated by the Warden (typically
9:00 am), on the second and fourth Tuesday of each month or as amended and when
notice is given.
As much as possible, the attached schedule facilitates a meeting schedule of holding
meetings on the second and fourthTuesdays of each month. The draft schedule
suggests holding one meeting in February due to a conflict with the Ontario Good
Roads Conference.Additionally, proposed dates in May have been shifted to the first
and third Tuesday of the month avoid a conflict with the Canadian Association of
Municipal Administrators and Federation of Ontario Municipalities Conference.
RECOMMENDATIONS:
THAT the report titled “Schedule of Council Meetings for 2019”from the Chief
Administrative Officer dated December 1, 2018 be adopted; and
THAT notice of the annual schedule of regular meetings and any special meetings
outside of the annual schedule of regular meetings of Council shall be available from
the Municipal Office and posted on County’s website in accordance with Procedural By-
Law 18-38.
All of which is Respectfully Submitted,
Julie Gonyou
Chief Administrative Officer
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Section 238(2)(2.1), Municipal Act, 2001
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Elgin County Council Procedural By-Law 18-38
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Section 240, Municipal Act,2001
4
Elgin County Council Procedural By-Law 18-38, Section 11
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PROPOSED SCHEDULE FOR 2019
Meeting Date (2019)TimeSpecial Considerations
January 8 9:00 a.m.Rural Ontario Municipal Association Conference
January 229:00 a.m.held January 27-29, 2019
February 129:00 a.m.One meeting proposedfor February, due to a
conflict with Ontario Good Roads Conference
held February 24-27, 2019
March 129:00 a.m.March Break 11-15, 2019
March 269:00 a.m.
April 99:00 a.m.
April 239:00 a.m.
May 79:00 a.m.Moved up one week to avoidconflict with
May 219:00 a.m.Canadian Association of Municipal Administrators
Conference held May 27-29, 2019 and
Federation Canadian Municipalities Conference
held May 30 – June 2, 2019
June 119:00 a.m.
June 259:00 a.m.
July 99:00 a.m.Typically only one meeting is held in July.
July 239:00 a.m.
August 139:00 a.m.Typically only one meeting is held in August.
August 279:00 a.m.AMO Conference held August 18-21, 2019
September 109:00 a.m.
September 249:00 a.m.
October 8 9:00 a.m.
October 229:00 a.m.
November 129:00 a.m.
November 269:00 a.m.
December 107:00 p.m.Inaugural Meeting -Warden’s Election
December 129:00 a.m.Inaugural Meeting resumes –regular meeting
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REPORT TO COUNTY COUNCIL
FROM: Julie Gonyou,Chief Administrative Officer
DATE:December 5, 2018
SUBJECT:Elgin County School Board Proposal
BACKGROUND:
On November 27, 2018 County Council received a presentation from Heather Derks,
former chair of the Pupil Accommodation Review Committee for Sparta Elementary
School. Ms. Derks requested that County Council ask staff to report on the possibility of
creating an Elgin County or regional board of education in an effort to protect the
localized interests of Elgin County residents.
The purpose of this report is to share a copy of the presentation material from the
delegation that Ms. Derks presented to County Council and to seek the supportof
current Council for this initiativeincluding direction to arrange a meeting with MPP
Yurek.
ANALYSIS:
Elgin County had its own school Board until 1997 when amalgamation took place and
the Thames Valley District School Board (TVDSB) was formed. As our school system
and society evolve and become more complex, there is a growing and widespread
concern that we need to ensure that governance by school boards effectively responds
to both provincial priorities and local contexts through enhanced community
engagement, accountability and transparency.
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According to the TVDSB website,
with a total of 160 schools, TVDSBis one of the
largest public school boards in Ontario, serving an area that stretches more than 200
km and across more than 7,000 square kilometers. TVDSB is the amalgamation of the
Elgin County Board of Education, the Board of Education for the City of London,
Middlesex County Board of Education and the Oxford County Board of Education.
School boards occupy an interesting place in our society. In Ontario, they are under the
jurisdiction of the provincial government, but board members are elected at the same
time and for the same length of office as municipal officials. While school boards report
to the Ministry of Education, they also have electoral responsibilities to the wards from
which they are elected.
CONCLUSION:
The question moving forward is – should we consideradvocating for a return of Boards
to their former decision-making power? Will this protect local interests as it relates to
school closures and program delivery? Will this initiative result in cost-savings and
efficiencies?
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https://www.tvdsb.ca/en/our-board/about-us.aspx
For a shift of this magnitudeto happen, it willbe necessary to advocate for a top-to-
bottom re-think of governance with a goal of having a plan in place thatparents, teacher
and education workers across Ontario could support. Forming an Elgin County School
Board or smaller regional Board would be a significant policy reversal for this
government to undo what their predecessors championed. The next logical step when
considering this proposal is to have a conversation with MPP Yurek.
RECOMMENDATION:
THAT the Chief Administrative Officer be directed to request a meeting with MPP Jeff
Yurek and the 2019 Warden to discuss this initiative.
All of which is Respectfully Submitted
Julie Gonyou
Chief Administrative Officer
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ELGIN COUNTY
COMMITTEE CHAIR
BY HEATHER DERKS, SPARTA PAR
the Schools
Taking Back
ENVISIONING SCHOOL BOARD REFORM IN
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support to investigate the possibility of an Elgin County or regional Board of Education to protect our local interests
Purpose of Delegation
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Until 1997, Elgin county managed its Academic excellence was a priority, in According to documents contained in
BEFORE AMALGAMATION own school system. Through careful scrutiny of provincial grant opportunities, buildings were routinely maintained with virtually all costs recouped. fact, standards
for French and Music were higher than they are today. the Archives, the guiding philosophy was a real motivation to take excellent care of the tangible assets while focusing on delivering
quality education to the children of Elgin.
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The Next Generation of Citizen Maintaining the physical structures of the buildings was conducted as asset management. It was a guiding philosophy that having core services like schools
kept rural communities viable. In much the same way, providing a stable, quality learning environment to academic achievement was seen as an citizenship. Quality Education was seen
as a key building block in the development of productive adults.
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1997 Teachers go on Strike to Protest Changes
The Fewer
removed the
Province Introduces Bill 104, the Fewer School Boards Act in January 1997 amongst multiple other government shake-ups, Bill 104, School Boards Act, Education Portfolio from county governance,
transferring the responsibility to regional school boards. For Elgin, that meant Amalgamation into TVDSB. This legislation was strongly opposed, resulting in the largest American History
from Oct. 27 to Nov. 7, 1997
made sense.
Combining education governance into larger, regional boards was part of the deal with the budgetary constraints of the day. The pendulum had swung in this direction and the province
was trying to promote good fiscal management. In this aspect, the Fewer School Boards Act
Seen as a Cost-Saving Measure
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Other Services like Land Ambulance, care homes, roads, and libraries became the responsibility of the counties
TVDSB was formed to manage the Education Resources of Oxford, Elgin, Middlesex, and London
Many Changes resulted from Mega Week:
The 2015 Pupil Accommodation Review Guidelines
Then Came the 2015 PARG removed consideration of the value of the school to the community from closure decisions and weakened the role of Municipal councils. Additional changes included
a shorter timeline and a strictly regimented schedule of meetings that parent groups were expected to present at but trustees need not attend. The changes resulted in a sweep of unprecedented
school closures in the rural ridings including 4 in Elgin County.
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From the Elgin Board of Ed Annual Report for 1971
a very narrow consideration of the
This is a far cry from the Elgin
The 2016-17 Review undertaken by
the TVDSB in Elgin County consisted of impacts viewed from a very urban model of economy of scale. resources and prioritizing quality education as investment in the
A Very Urban-Centric Philosophy
board
service
Regional,
urban school
manages one
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-ground
the
of services
County of Elgin
manages remainder
A more holistic approach to planning could be adopted.
Division of Services Exists
From a municipal planning perspective, School Boards have become an example of extreme silo-ism, in which closure completely separate and apart from the on-planning of the other public
services. If the County was to take back the provision of education down from within the silo negatively impacting other, more comprehensive municipal planning initiatives.
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FROM EPAR01 PUBIC DELEGATION AGENDA MAY 2017
Despite provincial policy stating that the school board ought to listen to municipal councils, the various resolutions, written submissions, and personal delegations at pubic meetings
during the PAR process made by so many members of Council in which you noted that the closures being proposed would result in considerable negative socio-economic impact to your respective
municipalities or county initiatives were largely ignored by the school board.
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,
schools
Complete Communities Model of Municipal Planning Returning the management of education resources back to the county can be seen which is emerging and widely gaining popularity as a logical,
sustainable, and progressive approach to municipal planning in Ontario.
living throughout an entire lifetime by providing convenient access to an appropriate mix of jobs, local services, a full range of housing, and community infrastructure including affordable
housing,
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Returning the provision of schools to the county portfolio seems like a natural progression of the Complete Communities Philosophy
SCHOOL
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Potential for Joint Use Arrangements
If the County were to regain control of its education assets, space that was not being used for teaching within school buildings could be viewed not as a detriment, but as an asset for
its potential to house other services such as libraries or childcare. Many examples of this type of shared arrangement within other services have proven cost-effective and beneficial
to residents. a symbiotic financial arrangement while increasing public access to services. This model can also reduce carbon footprint. One building is being heated and lighted, but
the services provided are doubled. Any energy efficient upgrades like geothermal or solar benefit multiple services. CAO Julie Gonyou has the skills to make this model a success.
to the Province.
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Demonstrated Efficiencies
The return of education governance to the county would not be without challenges. It would be a significant policy reversal for the government. It could also create a ripple effect
across the province that might be complicated by the movement that is afoot to combine Catholic and Provincial Education. In order to make it work, Elgin must be able to demonstrate
efficiencies Thankfully we have the keen business sense of our CAO to help with this.
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Province Receptive to Change
A very good operational model of the Elgin County Board of Education Timing-wise, the provincial government wants to reduce the size of Because school board senior executives are paid
on average between
exists in the Archives, but a new model of operating schools as a department of the county could be considered. government and is hinting at education reform. $20,000-$40,000 higher
than their county and municipal counterparts, significant savings could be realized. This could be attractive to the province.
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A Challenge for our Tax Base
The widespread removal of 4 of our single community rural schools by TVDSB during the EPAR01 review has negatively impacted the ability of these otherwise complete communities to attract
the kind of residents who are willing to pay a little more in property taxes in return for the excellent quality of life our rural communities offer. The threat of an impending school
closure makes our communities less attractive to new residents with young families, harming the ability of these communities to generate needed tax revenue to provide services. This
is the opposite of the distributed economic development model.
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New Grant Programs offer Additional Advantages Conversely, if a return of the education portfolio to the county ethos of investing in routine maintenance of the buildings and carefully
studying provincial and federal grant opportunities to recoup costs could be a part of that. Investing in quality education for our children could once again be seen as an investment
in the next generation of productive citizens of our county. The motivation to KEEP rural schools in our complete communities so that they can continue to attract young families would
allow county staff to carefully study the ever-changing fabric of provincial and federal grant opportunities for efficiencies, such use of green energy grants to replace aging boilers
with energy efficient upgrades
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Education Advisory Committees at the upper or lower tier could be formed similar to those currently operating in North Middlesex and Zorra Townships. The already strong Associations
and School Council executives could participate in the decision-making process. This group could also run an annual fundraiser, gala, or benefit to help offset some of the costs.
Education Advisory Committee
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Conclusion
service to Elgin County Council. I urge you to please consider engaging your CAO to investigate whether the return of the education portfolio to County authority is possible, and to
bring that report to the incoming council.
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CLOSED MEETING AGENDA
December 13, 2018
Staff Reports:
1) Director of Human Resources - Municipal Act Section 239.2 (b) personal matters
about an identifiable individual, including municipal or local board employees; (d)
labour relations or employee negotiations ONA Arbitration Update (verbal)
2) Director of Human Resources - Municipal Act Section 239.2 (b) personal
matters about an identifiable individual, including municipal or local board
employees; (d) labour relations or employee negotiations ONA Labour
Relation Matters (attached)
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ADDENDUM
FOR THURSDAY,DECEMBER 13, 2018 - 9:00 A.M.
REPORT TO COUNTY COUNCIL
INTRODUCTION:
DISCUSSION:
CONCLUSION:
RECOMMENDATIONS:
Applicant: Harrington McAvan Ltd. Date of Decision: 2018
Talbotville Subdivision Date of Notice:2018
File No.: 34T-SO1802 Last Date of Appeal: 2018
Municipality: Township of Southwold Lapsing Date: 2021
Subject Lands: Part of Lots 39 and 40 Concession SNBTR
Township of Southwold,
County of Elgin
NOTICE OF DECISION
On Application for Approval of Draft Plan of Subdivision
Subsection 51(37) of the Planning Act
When and How to File an AppealHow to receive Notice of Changed Conditions
Other Related Applications:
Who Can File an Appeal
Getting Additional Information
Mailing address for Filing a Notice of Appeal
Right of Applicant or Public Body to Appeal
Conditions
Applicant: Harrington McAvan Ltd. Date of Decision: 2018
Talbotville Subdivision Date of Notice: 2018
File No.: 34T-SO1802Last Date of Appeal: 2018
Municipality: Township of Southwold Lapsing Date: 2021
Subject Lands: Part of Lots 39 and 40 Concession SNBTR
Township of Southwold,
County of Elgin
No. CONDITIONS
1.
2.
3.
4.
Applicant: Harrington McAvan Ltd. Date of Decision: 2018
Talbotville Subdivision Date of Notice: 2018
File No.: 34T-SO1802Last Date of Appeal: 2018
Municipality: Township of Southwold Lapsing Date: 2021
Subject Lands: Part of Lots 39 and 40 Concession SNBTR
Township of Southwold,
County of Elgin
5.
6.
7.
8.
9.
10.
11.
12.
Applicant: Harrington McAvan Ltd. Date of Decision: 2018
Talbotville Subdivision Date of Notice: 2018
File No.: 34T-SO1802Last Date of Appeal: 2018
Municipality: Township of Southwold Lapsing Date: 2021
Subject Lands: Part of Lots 39 and 40 Concession SNBTR
Township of Southwold,
County of Elgin
13.
14
15.
Applicant: Harrington McAvan Ltd. Date of Decision: 2018
Talbotville Subdivision Date of Notice: 2018
File No.: 34T-SO1802Last Date of Appeal: 2018
Municipality: Township of Southwold Lapsing Date: 2021
Subject Lands: Part of Lots 39 and 40 Concession SNBTR
Township of Southwold,
County of Elgin
16.
17.
Applicant: Harrington McAvan Ltd. Date of Decision: 2018
Talbotville Subdivision Date of Notice: 2018
File No.: 34T-SO1802Last Date of Appeal: 2018
Municipality: Township of Southwold Lapsing Date: 2021
Subject Lands: Part of Lots 39 and 40 Concession SNBTR
Township of Southwold,
County of Elgin
18.
19.
20.
21.
Applicant: Harrington McAvan Ltd. Date of Decision: 2018
Talbotville Subdivision Date of Notice: 2018
File No.: 34T-SO1802Last Date of Appeal: 2018
Municipality: Township of Southwold Lapsing Date: 2021
Subject Lands: Part of Lots 39 and 40 Concession SNBTR
Township of Southwold,
County of Elgin
22.
NOTES TO DRAFT APPROVAL:
1.
2.
3.
4.
Applicant: Harrington McAvan Ltd. Date of Decision: 2018
Talbotville Subdivision Date of Notice: 2018
File No.: 34T-SO1802Last Date of Appeal: 2018
Municipality: Township of Southwold Lapsing Date: 2021
Subject Lands: Part of Lots 39 and 40 Concession SNBTR
Township of Southwold,
County of Elgin
5.
6.
7.
8.
9.
10.
Applicant: Harrington McAvan Ltd. Date of Decision: 2018
Talbotville Subdivision Date of Notice: 2018
File No.: 34T-SO1802Last Date of Appeal: 2018
Municipality: Township of Southwold Lapsing Date: 2021
Subject Lands: Part of Lots 39 and 40 Concession SNBTR
Township of Southwold,
County of Elgin
11.
12.
Applicant: Harrington McAvan Ltd. Date of Decision: 2018
Talbotville Subdivision Date of Notice: 2018
File No.: 34T-SO1802Last Date of Appeal: 2018
Municipality: Township of Southwold Lapsing Date: 2021
Subject Lands: Part of Lots 39 and 40 Concession SNBTR
Township of Southwold,
County of Elgin
13.
, 2021
14.
REPORT TO COUNTY COUNCIL
INTRODUCTION:
DISCUSSION:
CONCLUSION:
RECOMMENDATIONS: