November 28, 2006 Agenda
ORDERS OF THE DA Y
FOR TUESDA ~ NOVEMBER 289 2006 AT 9:00 A.M.
PAGE # ORDER
1 st Meeting Called to Order
2nd Adoption of Minutes - meeting November 14, 2006
3rd Disclosure of Pecuniary Interest and the General Nature Thereof
4th Presenting Petitions, Presentations and Delegations
PRESENTATIONS:
11 :45 A.M. Presentations to Retiring Land Division Members
5th Motion to Move Into "Committee Of The Whole Council"
2-60 6th Reports of Council, Outside Boards and Staff
7th Council Correspondence - see attached
1) Items for Consideration
61-69 2) Items for Information (Consent Agenda)
8th OTHER BUSINESS
1) Statementsllnquiries by Members
2) Notice of Motion
3) Matters of Urgency
9th In-Camera Items (see separate agenda)
10th Recess
11 th Motion to Rise and Report
12th Motion to Adopt Recommendations from the Committee Of The Whole
13th Consideration of By-Laws
14th ADJOURNMENT
LUNCH WILL BE PROVIDED
November 29/06 2:00 P.M. Orientation for New and Returning Councillors
December 12/06 7:00 P.M. Warden's Election
Decemb~r 14/06 9:00 A.M. Regular County Council Meeting
REPORTS OF COUNCIL AND STAFF
November 28. 2006
Reports of Council, Outside Boards and Staff
3 Chairman Bill Walters - Land Division Committee Report
Staff Reports - (ATTACHED)
5 County Tree Commissioner & Weed Inspector - Year-End 2006
7 Collections Officer, Financial Analyst - Collection Agency - Defaulted Fines
9 Financial Analyst, Director of Financial Services, Director of Engineering Services -
Capital Projects Budget as at October 31, 2006
14 Financial Analyst, Director of Financial Services - Donations Received by County
as at September 30, 2006
16 Director of Financial Services - Wastewater Treatment Plant - Elgin Manor
18 Director of Financial Services - Museum Construction
20 Ambulance & Emergency Management Coordinator - Update Ambulance Contract
Chute Time Requirements Code 1 & 2 Calls
22 Ambulance & Emergency Management Coordinator - 2005 Ambulance Cross Border
Billings
24 Ambulance & Emergency Management Coordinator - Proposed Amendments to Bill 130
Regarding Emergency Management
29 Director of Cultural Services, Manager of Cultural Services - County Newsletter
31 Director of Senior Services for Bobier Villa - Annual Compliance Review
33 Director of Senior Services for Bobier Villa - New Horizons for Seniors Program
35 Director of Cultural Services, Director of Senior Services BN, Director of
Senior Services ElM - ONA & CUPE Request to Carry Forward 2006 Vacation
37 Manager, Support Services TIL, Purchasing Co-Ordinator - Steamer - Terrace Lodge
39 Joint Municipal Accessibility Committee - Joint ElginlCentral Elgin 2006-2007 Annual
Municipal Accessibility Plan
59 Manager of Administrative Services - Southwold Guiding Group Request for Loan of a
County Flag to Fly at a Christmas Parade
2
LAND DIVISION COMMITTEE REPORT
November 28th Meeting, 2006
To the Warden and Members of the Elgin County Council,
The Land Division Committee reports as follows:
LAND SEVERANCES
NOVEMBER 1, 2005 TO OCTOBER 31, 2006
G.C. N.G. E.L. N.L. S.D. Ret. Ease. Def.
R.O.W. or
Lease Tabled
AYLMER 6 3 3
BAYHAM 23 4 16 3 4
CENTRAL ELGIN 22 1 13 8 1 4
DUTTON/DUNWICH 8 7 1 3
MALAHIDE 23 1 6 13 4
SOUTHWOLD 11 1 4 7 3
WEST ELGIN 7 1 1 1 5 2
TOTAL (105)
100
5
31
55
13
1
16
G.C.
N.G.
E.L.
N.L.
S.D.
Granted Conditionally
Not Granted
Existing Lot
New Lot
Surplus Dwelling
Ret.
Ease.
R.O.W
Lease
Def. or Tab.
Retirement Lot
Easement
Right of Way
Lease
Deferred or Tabled
Number of Hearings - Full Days - 6
- Half Days - 5
ALL of which is respectfully submitted.
5J/~
Bill Walters,
Chairman.
LAND SEVERANCES
NOVEMBER 1, 2004 TO OCTOBER 31, 2005
G.C. N.G. E.L. N.L. S.D. Ret. Ease. Def.
R.O.W. or
Lease Tabled
AYLMER 6 1 5
BAYHAM 35 2 4 27 3 1 10
CENTRAL ELGIN 18 3 8 6 4
DUTTON/DUNWICH 15 2 5 7 3
MALAHIDE 44 2 5 30 6 3 5
SOUTHWOLD 5 3 2 1
WEST ELGIN 4 2 2
TOTAL (136)
127
9
28
79
12
8
o
16
G.C.
N.G.
E.L.
N.L.
S.D.
Granted Conditionally
Not Granted
Existing Lot
New Lot
Surplus Dwelling
Ret.
Ease.
R.O.W
Lease
Def. or Tab.
Retirement Lot
Easement
Right of Way
Lease
Deferred or Tabled
Number of Hearings - Full Days - 6
- Half Days - 5
REPORT TO COUNTY COUNCIL
FROM:
Rob Lindsay, County Tree Commissioner & Weed Inspector
DATE:
16 November 2006
SUBJECT: Year-End 2006
INTRODUCTION:
Below is a year-end summary of activity regarding the Elgin County Woodlands
Conservation By-Law 05-03 for the months of November 1,2005 to October 31,2006 and
the weed orders issued between June 15 and October 31,2006.
DISCUSSION:
Logging Activity/Applications to Harvest: This year 158 Notices of Intent have been
submitted from November 1, 2005 to October 31, 2006. Notices were filed as follows by
municipality: Bayham 38, Malahide 37, Central Elgin 10, Southwold 29, Dutton/ Dunwich
15, and West Elgin 29. This number is down 51 from last year. This was the first full year
under the new Woodlands Conservation By-Law No. 05-03. There were approximately 4.6
million board feet of lumber harvested from 1470 hectares of woodlands within the County
of Elgin this past year.
Applications for Woodland Clearings: There were 4 applications to clear woodlands
within the County. The four applications for land clearing totalled 1.42 hectares of
woodland. Approved clearings conformed to the County No Net Loss Policy with
equivalent hectares replanted. Summary of approved clearings and replanted areas by
municipality: 0.408 hectares in the Municipality of West Elgin, 0.782 hectares in the
Township of Malahide, 0.230 hectares in Municipality of West Elgin.
Violations: There were no violations in the County of Elgin this year.
Replanting of Cleared Trees: There were 3 applications for funds for replanting of trees
that were cleared for the erection of power lines from the Wind Farm. These applications
were from the Municipality of Bayham for the Edison Museum and Sewage Treatment
Plant and the Straffordville Lions Club.
Replanting of trees cleared along the road allowance in the Municipality of Bayham and
the Township of Malahide will be carried out in the spring of 2007 by Clean Power Income
Fund.
2
Weed Complaints and Orders: This year the Weed Inspector received 17 complaints
regarding weed problems. Upon inspection of the complaints, there were 5 Weed Orders
issued when the affected landowner could not be reached by telephone. There were 9
complaints that were dealt with by telephone to inform the landowner that they were in
violation of the Weeds Act, who complied without an order. There were 3 weed complaints
that could not be dealt with under the Weeds Act, as the areas were not within close
proximity to agricultural or horticultural operations.
Promotion/Open House: Pamphlets and copies of the Woodlands Conservation By-Law
are available at all municipal offices and ads are taken out in all Elgin newspapers
regarding the By-Law.
During the past year, the Tree Commissioner attended the Elgin/Middlesex Woodlot
Owners Association Annual General Meeting, the Western Fair Farm Show, the Outdoor
Farm show in Woodstock and two Canadian Food Inspection Agency Open Houses
regarding Emerald Ash Borer.
The annual Tree Commissioner's two-day workshop was held in Norfolk County with field
trips in Dutton/Dunwich and Oxford County.
RECOMMENDATION:
THAT the report entitled "Year End 2006" dated November 16,2006 from the County Tree
CommissionerlWeed Inspector be received and filed.
Respectfully Submitted
Approved for Submission
~~-
Rob Lindsay
Tree Commissioner
...~
~-~
Chief Administrative Officer
REPORT TO COUNCIL
FROM:
Carol-Noele Ward, Collections Officer
Jennifer Ford, Financial Analyst
DATE:
November 1, 2006
SUBJECT:
Collection Agency - Defaulted Fines
CORPORATE GOAL(S) REFERENCED:
To ensure fiscal responsibility and accountability.
To recognize and seize opportunities for improvement.
INTRODUCTION:
In September 2003, Council agreed to enter in to contract with Canadian Bonded
Credit Limited (CBCL) to provide collection services for Defaulted Provincial
Offences fines, with the provision to extend the contract at a later date.
This report serves to update Council and to discuss further avenues for the
continued successful collection of these fines.
DISCUSSION:
Canadian Bonded Credit Limited has been working our defaulted fines in a "First
Placement" agency capacity. To date CBCL has collected $230,529 on our
behalf. CBCL is meeting the needs of the County at this level of collection and
staff suggest a two year contract extension with CBCL be entered into at this
time.
Staff have discussed best practices with other Provincial Offences Collection
Departments. These discussions determined the importance of increasing the
level of collection efforts through the addition of a "Second Placement" agency as
commission rates serve to motivate agencies to further successfully collect.
Historically, fines assigned with lower commission rates render lower returns.
While Second Placement commissions are at a higher percentage rate estimated
between 25% and 45%, these agencies seem to rejuvenate the re-assigned fines
into additional revenues thought originally to have been deemed uncollectible.
CONCLUSION:
Approximately, 2 % years ago, a recommendation was approved by Council to
assign delinquent fines to a collection agency. To date, $2.8 million remains
assigned to Canadian Bonded Credit Limited. However, staff feel additional
revenue may be collected with a more aggressive approach by re-assigning
selected files to a Second Placement Agency. In order to move in that direction,
staff require the assistance of an additional collection agency functioning within a
Second Placement capacity.
RECOMMENDATION:
THAT, the Warden and Chief Administrative Officer be directed and authorized to
enter in to a two year contract extension with Canadian Bonded Credit Services
to continue to provide collection services for the County's defaulted Provincial
Offences fines as our First Placement Agency; and,
THAT, staff be directed to issue a Request for Proposal for an additional
collection agency to provide collection services for the County's defaulted
Provincial Offences fines as our Second Placement Agency.
Respectfully Submitted
~
Carol-Noele Ward
Collections Officer
Approved for
ission
Mark G. McDonald
Chief Administrative Officer
~~
Linda Veger
Director of Financial Services
REPORT TO COUNTY COUNCIL
FROM:
Jennifer Ford, Financial Analyst
Linda Veger, Director of Financial Services
Clayton Watters, Director of Engineering Services
DATE:
November 16,2006
SUBJECT:
Capital Projects Budget as at October 31,2006
CORPORATE GOAL REFERENCED:
To ensure fiscal responsibility and accountability
INTRODUCTION:
In July 2006, staff reported on the progress of capital projects to the end of June
30,2006. The capital budget approved atthat time stood at $16,120,472 with a
remaining project budget of $8,727,487. This report serves to further update
Council on the status of capital projects to October 31 , 2006. Appendix A has
been included with notes for Council's information.
DISCUSSION:
Budget Update:
Project
Budget
Remaining
Project Budget
Capital Projects to June 30, 2006
COIP funding - Museum Project
COMRIF One funding - Sunset Drive
Federal Gas Tax - Talbot Line
$16,120,472
136,000
94,460
235.538
$8,727,487
Current Budget for 2006
$16,586,470
$5,744,581
Surplus in Capital Account:
2006 Approved Budget surplus 7,703
Transfer of 2005 Budget Surplus
To Capital - May 16 18,696
OST AR funding outstanding from prior
Year received for closed project
- Vienna Bridge 244,694
7,703
18,696
Current Budget with Additions $16,857,563
244,694
$6,015,674
Funding from government programs continue to be applied to their respective
project budgets as payments are received. The OSTAR project known as Edison
Bridge Deck in Vienna was reported in February 2006 to Council to be eligible to
receive additional funding which was to be applied to the capital account as
surplus when received. In August 2006, a cheque from OSTAR was received in
the amount of $244,694.
In May 2006, Council approved additions to the capital account to be funded by
the 2005 operating surplus. The surplus of $822,096 less the additions of
$803,400 created a small surplus of $18,696.
CONCLUSION:
Projects listed are proceeding as outlined in Appendix A. It is suggested by staff
that the surplus of $271 ,093 be reported under a new project number 9000-06
called "Capital Surplus - 2006" for future reference.
RECOMMENDATION:
THAT the surplus of $271 ,093 be maintained as project 9000-06 known as
Capital Surplus - 2006; and,
THAT the report titled Capital Projects Budget as at October 31,2006 and dated
November 3, 2006 be received and filed.
Respectfully Submitted
A~UbmiS)
Mark G. McDonala
Chief Administrative Officer
~~r--J~
Director of Financial Services
Ul1w&'-~
Clayton Watters
Director of Engineering Services
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REPORT TO COUNTY COUNCIL
FROM:
Jennifer Ford, Financial Analyst
Linda Veger, Director of Financial Services
DATE:
November 16, 2006
SUBJECT:
Donations received by County as at September 30, 2006
CORPORATE GOAL REFERENCED:
To ensure fiscal responsibility and accountability.
INTRODUCTION:
In October 2005, Council received a report outlining donations received to
September 30, 2005 by the County of Elgin from outside sources. This report
serves to further update Council on donations received to September 30, 2006
which were monetary in nature or were received and appraised as "gifts in kind".
DISCUSSION:
Pledges made to the Elgin Manor Capital Campaign continue to flow in as annual
correspondence to the many dedicated donors is maintained by staff. The
County has received $863,900 with $237,930 in outstanding pledges remaining
which is expected to be realized over the next 6 years.
The County's three long term care facilities receive numerous donations in
memory of residents who have resided at the facilities. Many of these donations
are received as a general donation towards enhancement of the home. Bobier
Villa's streetscape main entry way is one such project that was made possible by
these donations. Other donations are directed towards a specific project such as
the palliative care team's cook book fundraiser at Terrace Lodge that will help to
purchase specialized equipment in the near future. Since September 2005,
donations received for the homes were: Bobier Villa - $9,816; Terrace Lodge-
$3,008; and Elgin Manor - $2,327.
The Cultural Services Department receives many donations on behalf of the
Libraries, Archives and Museum. The Library has received $15,350 since
January 2006. Most of these donations were earmarked for the children's
programming for the Summer Reading Program at the branch libraries.
The Archives has received $50.00 in cash donations and numerous in kind gifts
totalling $52,902 towards the Anderson Collection.
The Museum had a relatively slower year with all the renovations that took place
resulting in $342 in cash and in kind gifts.
CONCLUSION:
The generosity of the residents of Elgin County is greatly appreciated by the
various departments throughout the County. Staff continue to monitor these gifts
to ensure that they are used for their intended purposes.
RECOMMENDA liON:
THAT the report titled "Donations received by County as at September 30,2006".
Respectfully Submitted
Approved for
ion
GW riHd
J nifer d
Financial Analyst
Mark G. c
Chief Administrative Officer
~~~
Linda Veger ~
Director of Financial Services
REPORT TO COUNTY COUNCIL
FROM: Linda B, Veger
Director of Financial Services
DATE: November 10, 2006
SUBJECT: Wastewater Treatment Plant - Elgin Manor
CORPORATE GOAL(S) REFERENCED:
To ensure fiscal responsibility and accountability,
INTRODUCTION:
The construction of the wastewater treatment plant at Elgin Manor is now
complete. Staff present the following analysis of expenditures for Council's
information.
DISCUSSION:
The budget for the replacement of the failed plant was set out in three
recommendations approved by Council:
September 24, 2004
"THAT Conestoga-Rovers & Associates (CRA) complete the design and
tendering, construction management, certificate of authorization amendment and
decommissioning to replace the existing temporary wastewater treatment at Elgin
Manor at an estimated cost of $175,000; and ..."
May 17, 2005
Are ort to Council included the estimated costs for the ro'ect.
Construction $850,000
En ineerin /Contract Administration 240,000
Geotechnical En ineerin 5,000
Contin enc 75,000
Total $1,170,000
"THAT Council approve the anoxic, oxic, biological Waste Water Treatment Plant
designed by Conestoga-Rovers & Associates, and ..."
June 14,2005
"THAT the tender for the new wastewater treatment plant for Elgin Manor be
awarded to the second lowest bidder, Averio Constructors Limited, at the quoted
price of $1,113,524.39, inclusive of all taxes; ..."
The tender came in higher than originally estimated therefore the total budget to
be funded from the capital financing line was $1,433,524.
The expenditures are:
Averio Constructors Limited $1,080,968
ConestoQa-Rovers & Associates 266,197
Ontario Clean Water AQency 20,966
Golder Associates 7,087
Hennessey, Gibson, HOQan 6,067
Minister of Finance 4,600
SCL Controls Inc. 3,736
Other expenses under $3,000 11,942
Total 1,401,563
Less Total Budget 1,433,524
Surplus $31,961
In order to save monies a decision was made to reuse the existing sand filters in
the new plant. After the project was 90% designed a failure occurred in the
existing sand filters which required significant repairs. A meeting was held
between the Warden, consulting engineer, and senior staff to discuss the issue.
Due to plant efficiencies and future cost savings, the plant would be redesigned
to incorporate new sand filters. The new design was completed and tendered but
added $59,000 to the engineering design and contract administration which was
not considered in the original budget
The final project expenditures are under budget by approximately 2% or $31,961.
CONCLUSION:
The wastewater treatment plant for Elgin Manor is now complete and this final
report is provided for Council's information.
RECOMMENDATION:
THAT the report titled Wastewater Treatment Plant - Elgin Manor dated
November 10,2006 be received and filed.
Respectfully Submitted
oI~"~
Linda B. Veger
Director of Financial Services
Approved for Submission
~
=---
Chief Administrative Officer
REPORT TO COUNTY COUNCIL
FROM: Linda B. Veger
Director of Financial Services
DATE: November 9, 2006
SUBJECT: Museum Construction
CORPORATE GOAL(S) REFERENCED:
To ensure fiscal responsibility and accountability.
INTRODUCTION:
The construction of the Museum on the fourth floor is now complete. This report
outlines the expenditures to date as well as all expenditures since the decision to
apply for OST AR and the subsequent changes to plans.
DISCUSSION:
Funding
Capital - Rebuild Museum - Superbuild 133,500
Capital - Agricultural Building 25,891
Capital - Museum Miscellaneous 2,000
Federal Government 80,000
Provincial Government 80,000
Archives & One Wellington Place 287,173
Bingo Funds 71,986
Total Funding 680,550
Expenditures
Construction - 4tn floor
Mycon Construction 350,728
Spriet Associates 35,670
RMB Communication Systems 5,574
Gray's Flooring & Decorating 4,282
C D Drywall 3,288
Municipality of Central Elgin 3,220
Carr McLean 3,006
Total Construction Expenses 405,768
Other Expenditures
Hurok 62,871
Venton Group 30,619
Campbell Brothers 24,732
Farhi Holdings 8,507
Houghton & Company 5,408
POI London 4,493
Brenneman Filinq 4,309
Expenditures - under $3,000 each 26,879
Total Other Expenditures 167,818
Grand Total 573,586
Surplus 106,964
The project is now complete and leaves a surplus of $106,964 that originated
from the bequest at One Wellington Place. That bequest was designated for
Museum/Archive purposes and should be reserved.
CONCLUSION:
The construction project for the Museum is now complete and has remained well
within the budget guidelines as set out by Council. In addition, surplus funds
remain and should be reserved for future use.
RECOMMENDATION:
THAT the report titled Museum Construction and dated November 9, 2006 be
received and filed; and,
THAT the surplus funds in the amount of $106,964 be set aside in a reserve
account for Museum/Archive purposes.
Respectfully Submitted
L"~~
Director of Financial Services
Approved for Su . sion
REPORT TO COUNTY COUNCIL
FROM: Larysa Andrusiak, Ambulance & Emergency Management Coordinator
DATE:
November 16, 2006
SUBJECT: Update Ambulance Contract Chute Time Requirements Code 1 &2 Calls
CORPORATE GOAL(S) REFERENCED:
To recognize and seize opportunities for improvement.
To provide innovative and collaborative quality service.
INTRODUCTION:
At the September 12, 2006 Council Meeting, staff presented a report entitled
Ambulance Contract Review in which a proposal by the Operator to change
required service reaction times for Code 1 and 2 calls from 3 minutes 90% of the
time to 10 minutes 90% of the time to account for dispatching practices beyond
the control of the Operator was considered.
This is an update report on this proposal.
DISCUSSION:
At the September 12th Council Meeting, when considering the above proposal,
Councillors expressed concern regarding the lowering of this standard, albeit it
reflected the operational reality of the dispatch function being beyond the control
of the Operator.
In consideration of the Councillors concerns, staff reexamined the issue. The
Manager of the London Central Ambulance Communications Centre (CACC) was
contacted. As a result, direction was provided to CACC staff not to start the
chute time clock when providing pre-notification to crews of Code 1 & 2 calls and
Supervisers were directed to monitor this situation.
Staff consulted with the Operator. The Operator will monitor the effect of CACC's
highlighting of this issue on the chute times for the service's Code 1 & 2 calls.
There is recognition by Operator and County staff that dispatchers may find old
habits hard to break, however the result is the proposal to retain the original
wording of the Ambulance Contract which stipulates: "For dispatch priority codes
1 and 2 - a maximum of three (3) minutes 90 percent of the time, unless
otherwise approved by CACC."
To keep this issue in perspective, providing emergency response is the priority
and mandate of the ambulance service. The chute times for the medically urgent
Code 3 and 4 calls, and emergency coverage Code 8 calls are excellent. In fact,
code 3 and 4 chute time requirements are being further reduced from 2 minutes
to 1.5 minutes. Code 1 & 2 calls (routine transfers, transfers for appointments)
represented 14% of total call volume in 2005.
CONCLUSION:
Prompted by Councillors concerns, the proposal to change reaction time
requirements for Code 1 & 2 calls was reexamined.
Due to good working relationships and cooperation with London CACC, the
Operator, and staff, direction has been provided to dispatchers to be aware not
to start the chute time clock when providing pre-notification of Code 1 & 2 calls.
As well, it will be recognized that the contractual language provides some latitude
in reaction times as approved by CACC for Code 1 & 2 calls.
Therefore, it is proposed that the orginal contractual wording and requirement for
reaction times for Code 1 & 2 calls remain in effect.
Council approval granted September 12, 2006, regarding the reduction of
required service reaction times for Code 3 and 4 ambulance calls to 1.5 minutes
90% of the time from the current time requirement of 2 minutes 90% of the time
remains in effect, pending staff proceeding with the amendment process as
stipulated in the Contract.
RECOMMENDATION:
That the resolution passed on September 12, 2006 regarding a contractual
change for ambulance service reaction times for Code 1 and 2 calls be and is
hereby rescinded; and
That Council approve the request to retain the original contractual requirement
respecting reaction times for Code 1 and 2 calls to remain at "a maximum of
three (3) minutes 90 percent of the time, unless otherwise approved by CACC ",
and direct staff to proceed with the agreed upon amendments, as per the
process stipulated in the Contract.
Respectfully Submitted
d~c- ~
Larysa f\ndrusiak, Ambulance &
Emergency Management Coordinator
Mar
Chief Administrative Officer
REPORT TO COUNTY COUNCIL
FROM: Larysa Andrusiak, Ambulance & Emergency Management Coordinator
DATE: November 16, 2006
SUBJECT: 2005 Ambulance Cross Border Billings
CORPORATE GOALfS) REFERENCED:
To ensure fiscal responsibility and accountability.
To forge community partnerships.
INTRODUCTION:
This is an information report regarding the 2005 cross border call billings
between Middlesex and Elgin Counties.
DISCUSSION:
A meeting was held on August 30th, 2006 with Middlesex County Director of
Emergency Services and Elgin County Ambulance and Emergency Management
Coordinator to review 2005 cross border billings between the two counties.
Ambulance call data was examined. Consistent with the July 2005 Western
Ontario Warden's Caucus recommendation supporting negotiated settlements
between municipalities of cross border billings based on the Elgin - Middlesex
model, an agreement was reached with Middlesex County for cross border
billings for the 2005 fiscal year.
The results were as follows:
Year Middlesex Calls Elgin Calls In Net Calls Cost Per Amount
in Elgin Middlesex By Elgin Call Owing to
Elgin
2005 131 426 295 $171.36 $50,552
The cost per call represents a 2% increase over the 2004 cost per call according
to the Elgin-Middlesex Cross Border Agreement. Monies have been received by
Elgin County and a Mutual Release Agreement has been signed off.
Elgin and Middlesex Counties were the first two counties to come to an
agreement regarding Cross Border Billings. Other counties have now also
signed agreements and indeed, Elgin County has been approached by Oxford
County to review cross border call data with a view to come to an agreement.
CONCLUSION:
A Cross Border Billing agreement has been reached between Middlesex and
Elgin Counties for the 2005 fiscal year. Elgin County has been approached by
Oxford County to review cross border data in preparation of pursuing an
agreement and other counties may also soon pursue such action.
RECOMMENDATION:
That the report entitled "2005 Ambulance Cross Border Billings" be accepted
and filed as information.
Respectfully Submitted
2L
Larysa ndrusiak, Ambulance &
Emergency Management Coordinator
Mark G.
Chief Administrative Officer
REPORT TO COUNTY COUNCIL
FROM: Larysa Andrusiak, Ambulance & Emergency Management Coordinator
DATE: November 16, 2006
SUBJECT: Proposed Amendments to Bill 130 Regarding Emergency Management
CORPORATE GOAL(S) REFERENCED:
To provide innovative and collaborative quality service.
To recognize and seize opportunities for improvement.
INTRODUCTION:
The Ontario Association of Emergency Managers (OAEM) is requesting the
support of municipalities to proposed amendments to Bill 130 - An act to amend
various Acts in relation to municipalities. The proposed amendments seek to
match powers conferred on the province to the municipal level regarding the role
of municipalities in emergencies.
DISCUSSION:
AMO shares OAEM concerns that Bill 56, An Act to amend the Emergency
Management Act gives extensive powers to the Province but no new powers to
municipalities where the emergency is managed.
Among other aspects, Bill 56 confers the ability to the Province to make orders in
respect of regulating or prohibiting travel, evacuating individuals and removing
personal property from any specified area, closing any place, fixing prices, using
any necessary goods, services and resources within any part of Ontario, using,
destroying, removing or disposing of property to prevent, respond to or alleviate
effects of emergency, etc. and the ability to enforce these orders.
The OAEM asked for amendments to Bill 56, concerned that the powers that
were conferred on the province were not being matched by equivalent powers at
the municipal level. Since the majority of emergencies are managed at the local
level it was felt that this was lacking in the existing legislation and proposed Bill
56. Bill 56 reached Royal Assent in June without substantial changes to the
text.
Another opportunity to bring in the changes to the legislation arose through Bill
130. OAEM has drafted proposed clauses to be introduced through Bill 130
which confer powers to the designated Incident Commander coordinating
response to an emergency and to the Head of Council to make such orders as
considered necessary to protect the health, safety and welfare of the inhabitants
of the emergency area and the ability to enforce those orders. The proposed
clauses are attached for information.
CONCLUSION:
The OAEM is making a presentation to the Standing Committee on General
Government November 21 st. The deadline for letters of support is November
29th, 2006. If Council so decides, correspondence could be faxed by that time
frame with original to follow by mail.
RECOMMENDATION:
That a letter of support for the Proposed Amendments to Bill 130 as presented
by the Ontario Association of Emergency Managers be sent to the attention of
the Standing Committee on General Government to include wording to the effect
that
"We recognize that most emergencies are managed by municipalities and
therefore local authorities require the power to take action during emergencies to
preserve health and safety and to protect property. Present legislation does not
provide adequately for such action and in particular does not provide for
enforcement of any orders being issued under emergency conditions.
We would like to confirm therefore that the proposed amendments to Bill 130 are
required in order for municipalities in Ontario to be able to protect their citizens."
Respectfully Submitted
~ ~~
La~rusiak, Ambulance &
Emergency Management Coordinator
Mark G.
Chief Administrative Officer
Ontario Association of Emergency Managers
2150 Burnhamthorpe Road West, PO Box 67043
Mississauga, Ontario L5L 5V4
www.oaem.ca
Proposed clauses to be introduced through Bill 130, Municipal Statute Law Amendment Act, 2006
Definitions
"emergency services" means services related to the provision of emergency services, including fire
services, police services, emergency medical services, search and rescue, water rescue, evacuation, and
assistance and protection for people and property in the event of disasters including, but not limited to,
floods, tornadoes, major fires, motor vehicle accidents, chemical spills and epidemics;
"incident commander" means any emergency services employee assigned with the responsibility for
coordinating the response to an emergency, including issuing orders and taking action related to the
provision of emergency services;
Powers during an emergency
(1) When any fire, rescue or emergency occurs, the designated incident commander, and any person
under the direction of that officer, shall endeavour to mitigate the emergency by taking actions including
but not limited to extinguishing fires and prevent them from spreading, conducting search and rescue, or
dealing otherwise with the emergency and, for that purpose, may
(a) command the assistance of persons present and any inhabitant ofthe municipality;
(b) remove property from buildings at risk;
( c) take charge of property;
(d) enter, break into or tear down any building;
( e) exclude and remove persons and vehicles from the building or vicinity; and
(f) generally do all things necessary to respond to the emergency.
(2) It is an offence to disobey any lawful order or command of the incident commander or any person
under the direction of the officer.
(3) A municipality, a village, a fire protection district, a fire department, an emergency services provider
and an officer in charge, and a person acting under the direction or authority of that officer, are not liable
for an act done in the exercise of any of the powers conferred by this Section.
Emergency Declaration
(1 )When an emergency is such that the Head of Council of a municipality issues a formal Declaration of
Emergency pursuant to article 4 (1) ofthe Emergency Management and Civil Protection Act R.S.O.
1990, c. E.9, s. 4 (1)
(a) that Head of Council may take such action and make such orders as he or she considers
necessary and are not contrary to law to implement the emergency plan of the municipality and
to protect property and the health, safety and welfare of the inhabitants of the emergency area
(b) any person under the direction of that Head of Council shall take necessary actions and
implement orders issued by the Head of Council and, for that purpose, may
To promote, support and enhance the profession of emergency management in Ontario .
Ontario Association of Emergency Managers
2150 Burnhamthorpe Road West, PO Box 67043
Mississauga, Ontario L5L 5V4
www.oaem.ca
(i) command the assistance of persons present and any inhabitant of the municipality;
(ii) remove property from buildings deemed to be at risk;
(iii) take charge of property;
(iv) enter, break into or tear down any building;
(v) exclude and remove persons and vehicles from the building or vicinity; and
(vi) generally do all things necessary to respond to the emergency.
(2) It is an offence to disobey any lawful order of the Head of Council.
(3) A municipality, a village, a fire protection district, a fire department, a Head of Council, and a person
acting under the direction or authority of that Head of Council, are not liable for an act done in the
exercise of any of the powers conferred by this Section.
(4) Notwithstanding subsection 5 (3) of the Municipal Act 2001, a municipality, a village, a fire
protection district, a fire department, a Head of Council, and a person acting under the direction or
authority of that Head of Council are authorized to take action without need for a by-law.
Offence and penalty
(1) A person who
(a) violates a provision of this Act or of an order, regulation or by-law in force in accordance
with this Act;
(b) fails to do anything required by an order, regulation or by-law in force in accordance with
this Act;
(c) permits anything to be done in violation ofthis Act or of an order, regulation or by-law in
force in accordance with this Act; or
(d) obstructs or hinders any person in the performance of their duties under this Act or under any
order, regulation or by-law in force in accordance with this Act,
is guilty of an offence.
(2) In particular, it is an offence to:
(a) refuse to comply to orders issued during an emergency declaration by a Head of Council and
any person under the direction of that Head of Council
(b) refuse to comply to orders issued by a designated incident commander, and any person under
the direction of that officer during an emergency
(c) interfere with efforts of an emergency services provider to mitigate the emergency and render
assistance in emergencies;
(3) Unless otherwise provided in a by-law, a person who commits an offence is liable, upon summary
conviction, to a penalty of not less than one hundred dollars and not more than ten thousand dollars and
in default of payment, to imprisonment for a term of not more than two months.
(4) Every day during which an offence pursuant to subsections (1) and (2) continues is a separate
offence.
(5) In addition to a fine imposed for contravening a provision of this Act, a regulation or a by-law of a
municipality made pursuant to this Act, a judge may order the person to comply with the provision,
order, regulation or by-law under which the person was convicted, within the time specified in the order.
(6) Any person who fails to comply with an order under subsection (5) is guilty of an offence.
To promote, support and enhance the profession of emergency management in Ontario
Ontario Association of Emergency Managers
2150 Burnhamthorpe Road West, PO Box 67043
Mississauga, Ontario L5L 5V4
www.oaem.ca
Mutual aid/Mutual Assistance
(1) A municipality may assist at fires, rescues or other emergencies occurring outside its boundaries.
(2) A municipality may agree with municipalities, villages, fire protection districts, federal and
provincial departments and agencies or others to provide assistance at fires, rescues and other
emergencies and to receive assistance at fires, rescues and other emergencies.
(3) A municipality that assists another municipality pursuant to a mutual aid or mutual assistance
agreement is entitled to all of the protections provided by this Act for the assisted municipality.
Conflict
In the event of a conflict between this Act and the Occupational Health and Safety Act or a regulation
made under it, the Occupational Health and Safety Act or the regulation made under it prevails.
Proposed by the Ontario Association of Emergency Managers, November 2006
To promote, support and enhance the profession of emergency management in Ontario
REPORT TO COUNTY COUNCIL
FROM:
Cathy Bishop, Director of Cultural Services
Brian Masschaele, Manager of Cultural Services
November 9th, 2006
DATE:
SUBJECT:
County Newsletter
CORPORATE GOAL(S) REFERENCED:
To promote Elgin as "The Place to Live";
To ensure fiscal responsibility and accountability;
To be recognized as a desired employer;
To forge community partnerships.
INTRODUCTION:
This report proposes the development of a County newsletter to promote
services provided by the County and to increase communication between County
departments, related agencies and lower-tier municipalities. Acting basically as
a 'Warden's Newsletter", the newsletter's aim would be to promote the County
both internally and to external stakeholders.
DISCUSSION:
Each department within the County would be responsible for assigning
responsibility for submissions to a staff member who would then act as a key-
contact on behalf of the department. It is proposed that Stephen Francom,
Assistant Archivist, would act as editor-in chief with responsibility for encouraging
submissions, developing story lines, editing and clarifying final content with each
department. Stephen has excellent writing and editing skills and has expressed
an interest in assuming this responsibility in balance with his current job duties.
The following are potential topics for such a newsletter:
.:. Profiles of the Warden and County Council;
.:. Achievements of County staff;
.:. County events and celebrations;
.:. Profiles of County services and projects;
.:. Economic development initiatives;
.:. Local tourism and cultural events;
.:. Demographic information.
It is foreseen that the newsletter would be four pages at most with each
department contributing approximately 200 words per issue. Relevant
photographs could be included.
If approved, the newsletter would be issued twice yearly in the spring and fall,
with submission deadlines March 31st and September 30th annually. Additional
issues may be considered in 2008 and beyond.
External assistance will be required in terms of final layout and graphic design. A
modest budget will therefore be required to facilitate this work. Printing/copying
will be performed in-house, enabling staff to publish the newsletter on demand,
although initial printing would likely be in the vicinity of 200 copies. It will also be
posted on the County's website.
It is foreseen that an annual budget of $1500 will be required to cover design
costs, increased toner and paper.
As far as the newsletter's name, it is suggested that a contest be held among all
staff with Management Team making the final decision. The winning participant
could then be offered a modest prize.
CONCLUSION:
This report lays out a framework for the production of a County newsletter,
suggesting that two editions per year be produced until further review.
RECOMMENDATION:
THAT the Department of Cultural Services be responsible for the production of a
County newsletter beginning with two editions in 2007 with frequency to be
reviewed in subsequent years;
AND THAT $1500 be allocated within the annual operating budget of the
Department of Cultural Services to support production of the newsletter.
Respectfully Submitted
~
Director of Cultural Services
~~
Brian Masschaele
Manager of Cultural Services
ion
~
REPORT TO COUNTY COUNCIL
FROM:
Pat Vandevenne
DATE:
November 14, 2006
SUBJECT:
Annual Compliance Review
CORPORATE GOALS:
1. To nurture and support dignified Long Term Care.
2. To forge community partnerships.
3. To provide innovative and collaborative quality service.
4. To recognize and seize opportunities for improvement.
INTRODUCTION:
The Ministry of Health and Long-Term Care visit each Long-Term Care Home
throughout the province at least once per year. Our last review was done late
Oct. 2005. This years Annual Review took place on October 30th, November 1
and November 6.
DISCUSSION:
During the Review period this year, Lorell Jones, our Compliance Advisor, visited
all departments, home areas and with residents, to ensure that the Standards of
Practice have been maintained. On November 7/06 she presented her Findings
to 16 staff members of Bobier Villa. She had very positive comments on the
transformation of the Bobier environment. She used terms such as: Quality of
Life, Personhood, Respect and Dignity. She also expressed the evidence of team
spirit of the home. She was delighted that even the residents were getting into
the "spirit" of the home. Within the Nursing Department, Lorell noted some
Documentation/Communication issues had been identified for improvement.
Already, the Manager of Resident Care, Pat Pol has developed a plan to address
these identified weaknesses.
CONCLUSION:
The Annual Review for Bobier Villa is now posted for Public, Staff and Residents
and their Families to view. Corrective measures will be put into place to address
areas identified. Ongoing efforts will continue as we transform the home to a
"home-like" environment.
RECOMMENDATION:
That this report be received and filed.
R~ctfUIIY Submitted
1'- J~"'1 cLL.ljMt~
Pat Vandevenne
Director of Senior Services
~:~:J
Chief Administrative Officer
-------
REPORT TO COUNTY COUNCIL
FROM: Pat Vandevenne
DATE: November 15, 2006
SUBJECT: New Horizons for Seniors Program
CORPORATE GOALS
1. To nurture and support dignified Long Term Care
2. To forge community partnerships
3. To provide innovative and collaborative quality service
4. To recognize and seize opportunities for improvement
INTRODUCTION
In early July 2006, the Director of Senior Services and the CAG for the County prepared a grant
proposal to the Federal Government, under the New Horizons for Seniors Program.
DISCUSSION:
The New Horizons for Seniors Program were looking for
. Involvement with volunteers
. Be original and innovative
. Involve partners who bring other resources
. Benefit the community where you live
Bobier Villa requested consideration for $23,800.00 for the conversion of the smoking room into
the General Store. Partnerships with the Shenanigans Community Living Centre, in Dutton, as
well as the active Auxiliary, proved to be what the committee was looking for.
CONCLUSION:
Joe Preston called to deliver the news, that Bobier Villa would receive the full amount of $23,800
for this innovative project. A press release will be prepared for November 28, 2006.
RECOMMENDATION:
That County Council receives and file.
Respectfully Submitted
Approved for Submission
12 L~ r:{u ~A/U-
PatVandevenne
Director of Senior Services
Mark .
Chief Administrative Officer
REPORT TO COUNTY COUNCIL
FROM:
Cathy Bishop, Director of Culture Services
Pat Vandevenne, Director of Senior Services for Bobier Villa
Melissa Lewis, Director of Senior Services for Elgin Manor
DATE:
November 13, 2006
SUBJECT:
ONA & CUPE Request to Carry Forward 2006 Vacation
CORPORATE GOALS REFERENCED:
To be recognized as a desired employer.
INTRODUCTION:
Language within the ONA and CUPE Collective Agreements provide for staff to request
a portion of their vacation quantum to be carried forward into the following year. This
request is subject to Employer approval, which will not be unreasonably denied.
DISCUSSION/CONCLUSION:
As per the current Collective Agreements, three full-time ONA members and two CUPE
members have submitted a written request to carry forward a portion of their 2006
vacation entitlement into the 2007 calendar year.
· Bobier Villa
· Elgin Manor
· Elgin Manor
· Aylmer Library
· Rodney/West Lome
Registered Nurse
Registered Nurse
Registered Nurse
Library Assistant
Library Assistant
45 hours
75 hours
30 hours
15 hours
22.75 hours
RECOMMENDATION:
THAT the report entitled DNA and CUPE Request to Carry Forward 2006 Vacation be
received and filed.
Respectfully Submitted
~
Director of Cultural Services
JJ ~~ol, ,ck- "-'--
Pat Vandevenne, Bobier Villa
Director of Senior Services
~-
Melissa Lewis, Elgin Manor
Director of Senior Services
REPORT TO COUNTY COUNCIL
FROM: Liz Gloin, Director, Manager, Support Services - Terrace Lodge
Sonia Beavers, Purchasing Co-Ordinator
DATE: November 17, 2006
SUBJECT: Steamer - Terrace Lodge
CORPORATE GOALS:
To ensure fiscal responsibility and accountability.
To nurture and support dignified long-term care.
INTRODUCTION:
The Convection Steamer at Terrace Lodge was purchased in 1999. The steamer is no
longer operable and requires extensive parts and labour.
DISCUSSION:
Serv Quip has repaired the steamer four times since July 2006 at a cost of
approximately $2,000. The steamer is not operable and further repairs are estimated at
$600 which includes labour and parts. The life expectancy of the steamer is seven
years. Since the steamer was purchased in 1999 and the life expectancy of the
steamer is seven years, staff obtained quotes for the purchase of a new steamer.
In compliance with the purchasing policy, Financial Services obtained three quotes for
the replacement of the Convection Steamer. The quotes were received as follows:
uotation taxes not included
$ 14,915.00
$ 15 991.80
$ 16,330.50
Longo Foodservice Equipment provided the lowest bid of $ 14,915.00 (exclusive of
taxes) for a new Double Convection Steamer. The quote includes delivery, taxes and
installation are extra.
CONCLUSION:
Terrace Lodge currently has a single steamer that has not been operating effectively
since July 2006. The frequent repairs has made it difficult to provide dietary services to
the residents. In addition the size of the current steamer (single steamer versus a
double steamer) slows dietary production time and has been causing delays in meal
service to cook the quantities that are needed. Therefore due to a) the frequent
number of repairs, b) the exhausted life expectancy of the steamer, c) the need to
upgrade to a larger unit so residents needs are being met, and d) the quote to
purchase a new steamer is favourable, staff are recommending that a double capacity
steamer be purchased from Longo Foodservice Equipment at their quoted price of
$14,915.00 plus taxes. There will also be an additional cost of approximately $1,500.00
for the installation of the steamer.
The 2006 operational budget will not support the purchase of a new steamer. Staff
recommend that the funds for the purchase of the new steamer be allocated from the
Terrace Lodge 2006 Capital Budget, "Door and Wall Protection Project," 5920-01-04.
RECOMMENDATION:
THAT a new convection double capacity steamer for Terrace Lodge be purchased from
Longo Food Service Equipment at the quoted price of $ 14,915.00 exclusive of taxes,
installation extra and;
THAT the purchase be funded from the 2006 capital budget, "Door and Wall Protection
Project," 5920-01-04.
Respectfully Submitted
I#I~
Liz Gloin
Manager, Support Services
Terrace Lodge
~~~M~
Sonia Beavers
Purchasing Co-Ordinator
~n
Rhonda Roberts
Director
Mark
Chief Administrative Officer
JOINT ELGIN/CENTRAL ELGIN
2006-2007
ANNUAL MUNICIPAL
ACCESSIBILITY PLAN
Adopted by County Council -
Adopted by Central Elgin Council -
INDEX
JOINT ELGIN/CENTRAL ELGIN
MUNICIPAL ACCESSIBILITY PLAN (JAAC)
SECTION
PAGE NO.
Executive Summary 1
Mission Statement 1
Aim 2
Objectives 2
Municipal Highlights, Population and Organizational Structure
County of Elgin 2
Municipality of Central Elgin 2
Establishment of Accessibility Working Group 3
Co-Ordinators 3
Members of JAA C 3
County of Elgin/Municipality of Central Elgin Commitment to Accessibility Planning 4
Achievements from April30-November 30, 2005 4
Barrier Identification Methodologies 6
Barriers Identified and Status of Elimination 7
Focus for 2007 13
Review and Monitoring Process 13
Communication of the Plan 13
Recommendations and Signature Page 14
Appendix "A" - County of Elgin 2006 Summary of Barriers Addressed 15
Appendix "B" - Municipality of Central Elgin 2006 Summary of Barriers Addressed 16
Appendix "C" - Photographs of Accessible Locations 17
JOINT ELGIN/CENTRAL ELGIN
ANNUAL MUNICIPAL ACCESSIBILITY PLAN
2006-2007
EXECUTIVE SUMMARY
The purpose of the Ontarians with Disabilities Act, 2001 (ODA) is to improve opportunities for
persons with disabilities and to provide for their involvement in the identification, removal and
prevention of barriers to their full participation in the life of the province. To this end, the ODA
mandates that each municipality with a population over 10,000 forms a committee to identify
accessibility barriers with membership composed of a majority of persons with disabilities and to
prepare and publish annual accessibility plans.
A new Accessibility for Ontarians with Disabilities Act, 2005 (AODA) became effective June 13,
2005. In addition to requirements of the ODA, an Accessibility Standards Advisory Council has
been formed to advise the Province on the process for the development of accessibility standards
and the progress made by newly formed Standards Development Committees in developing
proposed accessibility standards. Groups of standards will be developed for completion within
1-5 year periods. Legislation includes that Ontario is to be barrier-free by the year 2025. Until
repealed, the ODA remains in effect as well.
This is the fourth annual plan prepared by the Elgin/Central Elgin Joint Accessibility Advisory
Committee (JAAC). The report describes: (1) the measures/achievements of the County of Elgin
and the Municipality of Central Elgin (Elgin/Central Elgin) over the past year, and (2) the
measures committed to be taken during the current year (2006-2007), to identify, remove and
prevent barriers to persons with disabilities who use the facilities and services of Elgin/Central
Elgin, including employees, volunteers, visitors, and other members of the community.
This year, Elgin/Central Elgin committed itself to the continual improvement of access to
municipally-owned or leased premises, facilities and services for employees, volunteers, and
visitors with disabilities; the participation of persons with disabilities in the development and
review of its annual accessibility plan; and the provision of quality services to all members with
disabilities within its jurisdictional community.
The accessibility working group, in its first annual plan, identified 70 barriers to persons with
disabilities. The most significant findings were that Elgin/Central Elgin facilities are not fully
wheelchair/mobility/vision/hearing accessible. Over the next several years, budgets need to
include funds to eliminate these barriers. For 2007, the JAAC recommends removing 12 barriers
in Central Elgin and 14 barriers in the County of Elgin, or as legislated by Provincial standards.
MISSION STATEMENT
The JAAC adopted the following as its Mission Statement:
"To identify, remove and prevent barriers to persons with disabilities who use the facilities and
services of the County of Elgin and the Municipality of Central Elgin, including employees,
volunteers, visitors, and all members of our Community."
2
AIM
This report describes: (1) the measures that Elgin/Central Elgin have taken in the past, and
(2) the recommendations from the JAAC for measures to be undertaken by Elgin/Central Elgin
during the year 2006-2007, to identify, remove and prevent barriers to persons with disabilities
who use the facilities and services of Elgin/Central Elgin, including employees, volunteers,
visitors, and other members of the community.
OBJECTIVES
This report:
1. Recommends the process by which Elgin/Central Elgin can identify, remove and prevent
barriers to persons with disabilities.
2. Reviews earlier efforts to remove and prevent barriers to persons with disabilities.
3. Lists the facilities, policies, programs, practices, and services that JAAC recommends
Elgin/Central Elgin to review in the coming year to identify barriers to persons with
disabilities.
4. Describes the measures Elgin/Central Elgin should undertake in the coming year to
identify, remove and prevent barriers to persons with disabilities.
5. Describes how Elgin/Central Elgin would make this accessibility plan available to the
public.
MUNICIPAL HIGHLIGHTS. POPULATION AND ORGANIZATIONAL STRUCTURE
COUNTY OF ELGIN
The County of Elgin is situated along the north shore of Lake Erie and encompasses more than
187,966 Ha. with a population of 45,140 citizens (2006 figures from MP AC). The County is an
"upper tier" municipality, which includes seven constituent "lower-tier" municipalities within the
County structure, and one separated City. Each of these has their own separate system of
governance. Corporate headquarters is located at the County Administration Building, 450
Sunset Drive, S1. Thomas, partway between the City of S1. Thomas and the Village of Port
Stanley.
Areas of jurisdiction under the County corporate structure include responsibility for: County
Council directives, by-laws, policies and procedures; protection of County assets and
expenditures; design and construction of the County Road System; Ontario Court of Justice/
Traffic Ticket Payment Centre; County Libraries (11 branches plus 1 main office); Museum;
Archives; operation of three Long Term Care Homes; emergency services (emergency
response, 9-1-1, land ambulance, co-ordination of policing contract for 6 municipalities); a
regional approach to Economic Development; Ontario Works/Social Services (administered
through City of S1. Thomas); protection of County forest cover; and severing of land.
MUNICIPALITY OF CENTRAL ELGIN
The Municipality of Central Elgin is a progressive, dynamic urban and rural municipality, located
on the shores of Lake Erie in the heart of southwestern Ontario connected by 370 kms. of
municipal roads. The Municipality of Central Elgin encompasses 325 square kms. in area and
has a population of 12,071 citizens (2006 figures from MPAC).
3
The Municipality of Central Elgin is a "lower tier" municipality with its own separate system of
governance within the County of Elgin structure. The Administration Office for the Municipality of
Central Elgin is located at 450 Sunset Drive, North Wing, S1. Thomas.
Areas of jurisdiction under the Municipality of Central Elgin structure include: Council by-laws,
policies and procedures; protection of Central Elgin assets and expenditures; Human
Resources; Strategic Planning; Building Inspection; By-law Enforcement; Zoning/ Committee of
Adjustment; Municipal Roads System; Sanitary Sewer; Storm Sewers and Municipal Drains;
Potable Water; Parks and Recreation; and Solid Waste.
THE ACCESSIBILITY WORKING GROUP
Establishment of the Joint Accessibilitv Advisory Committee
In accordance with the ODA legislation, the Councils for the County of Elgin and the Municipality
of Central Elgin formed an optional joint accessibility advisory committee in 2002, known as the
Elgin/Central Elgin Joint Accessibility Advisory Committee (JAAC). The Committee is comprised
of five persons representing all geographic areas of the County of Elgin with the majority of
membership being persons with disabilities.
The responsibilities of the JAAC are as follows:
. Identify barriers to persons with disabilities in all facilities, regulations, policies, programs,
practices and services offered by Elgin/Central Elgin.
. List facilities, regulations, policies, programs, practices and services that cause or may
cause barriers to persons with disabilities.
. Identify barriers that are to be removed or prevented in the coming year.
. Describe and recommend how these barriers should be removed or prevented in the
coming year.
. Prepare an annual report on these activities, for approval by the Councils of the County of
Elgin and the Municipality of Central Elgin, and make the plan available to the public.
. Review building plans and make recommendations on accessibility issues.
Co-Ordinators
The Deputy Clerk positions for the County of Elgin and for the Municipality of Central Elgin were
appointed by the respective Councils as the Co-Ordinators of the JAAC to provide administrative
support and assistance.
Members of the JAAC
Elgin/Central Elgin appointed the following members to the JAAC
Working Group
Member
Ms. Jenny Phillips
Municipality/Agency Department
Telephone/E-mail
Chair JAAC
olden.net
Ms. Sylvia Hofhuis
Vice-Chair - represents JAAC
Elgin and Central Elgin
Councils
4
Ms. Becky Marks Mem ber JAAC 519 886-6330
bmarkskin hotmail.com
Ms. Donna Baldwin Member JAAC 519 866-3230
Vacant osition Member JAAC
Ms. Dianne Wilson Municipality of Central Adm inistration
EI in
Ms. Sandra Heffren County of Elgin Administrative
Services
ELGIN/CENTRAL ELGIN COMMITMENT TO ACCESSIBILITY PLANNING
The Councils for the County of Elgin and the Municipality of Central Elgin adopted its first
Accessibility Plan on September 23, 2003, and has adopted Annual Accessibility Plans each year
thereafter, to identify and eliminate accessibility barriers to disabled persons. Elgin/Central Elgin
is committed to:
The continual improvement of access to Elgin/Central Elgin premises, facilities, and
. services for employees, volunteers, visitors, and other members of the community.
. participation of persons with disabilities in the development and review of its annual
accessibility plans.
. provision of quality services to all employees, volunteers, visitors, and other members of
the community.
The Councils of Elgin/Central Elgin authorized the JAAC to prepare annual accessibility plans
that will enable Elgin/Central Elgin to meet these commitments.
ACHIEVEMENTS FROM APRIL 30-NOVEMBER 30. 2005
. The JAAC prepared the third Annual Joint Elgin/Central Elgin Municipal Accessibility Plan,
which was adopted by both Councils.
. Awareness and resolution of accessibility barriers has been promoted throughout the
various departmental staff with the importance of addressing these barriers emphasized.
Departments are budgeting towards elimination of barriers over the next several years.
. Attitudinal training was conducted with all employees of Elgin/Central Elgin to assist with
recognizing various types of disabilities and dealing appropriately with residents, co-
workers, and the public.
. Signage for Elgin/Central Elgin buildings was investigated for purchase during 2005. All
signage purchases were then delayed pending possible criteria recommendations from the
newly formed Provincial Standards Development Committees.
. A survey was conducted, through the branch libraries, to gain public input into accessibility
barriers located throughout the Elgin/Central Elgin libraries and buildings.
5
. The JAAC reviewed site plans for Elgin/Central Elgin and made recommendations to
improve accessibility to the new or renovated facilities. These recommendations were
incorporated into plans for renovations to Terrace Lodge for a secured dining area and
nurses' station and the Administration Building 4th Floor to house the Elgin County Museum,
which included, but were not limited to:
. Lever-type door handles
. 36" (.91 m) width doorways
. Lowered counter space
. Accessible washroom facilities
. 5 ft turning radius would be maintained in the Museum display area
. Power assist doors if required.
Elqin
. Curb Cuts and Sidewalks - Avon Drive, Township of Malahide, intersections and
sidewalks were constructed for accessibility
. Hiring policies, job postings and advertisements include liThe County of Elgin is an equal
opportunity Employer and carries out hiring based on non-discrimination of the Human
Rights Code"
. Human Resources Policy Manual is available in large-print
. Main computer lab door in Information Technology department has been widened and a
lever-type opener installed
. Furniture and desks in Information Technology department have been removed/
repositioned to allow for clear access
. Two tenant doorways have been widened and lever-type openers installed
. New tenant area has lever type handles on doorways. Section of reception desk is lower
. Shelving in Director of Library Services' office has been lowered
. Lower vertical file cabinets have been purchased for Director of Library Services' office
. Temporary Braille labelling was affixed marking floor positions in elevators in the
Administration Building
. A complaint was received regarding low volume on the automated answering for the
Administration Building telephone system. Investigated for replacement in 2006
. Bobier Villa - a concrete ramp to the gazebo was installed and the sidewalk is wheelchair
accessible
. Bobier Villa - a toggle-type on/off switch was installed on the side of the front lobby
fireplace for wheelchair accessibility
. Elgin Manor - a wall-mounted hair dryer with adjustable arm was installed to facilitate any
type of seating/adaptive equipment
6
. Elgin Manor - a desk in the Residents' Council office was installed to provide accessibility
for different styles of chairs/seating
. Elgin Manor - One three-drawer file cabinet was purchased
. Health Unit - elevator signs indicating ground floor have been lowered to no more than
48" (1.22 m) from the floor
. Health Unit - several door openers have been replaced with lever type handles
. Health Unit - the water fountain was replaced with water coolers
. Health Unit - a redesigned wheelchair ramp from the parking lot to the front door was
com pleted
. Libraries - Bayham - the reception counter was replaced with one that has a section
lowered
. Belmont - the reception counter was replaced with one that has a section lowered; public
access computer desks have been replaced with adjustable workstations
. Dutton/Dunwich - public access computer desks were replaced with adjustable
workstations
. Port Burwell - the reception counter was replaced with one that has a section lowered;
public access computer desks were replaced with adjustable workstations; old shelving
was replaced with narrower shelving arranged to allow room for wheelchairs to manoeuvre
. Port Stanley - the reception counter was replaced with one that has a section lowered;
public access computer desks were replaced with adjustable workstations.
Central Elain
. Belmont Arena (new addition) - all door widths are a minimum of 36" (.91 m); lever style
handles were installed throughout; an accessible washroom was built; fire pull stations
are no higher than 48" (1.22 m) from floor; lighting is motion-sensored; a power assist
door was installed at the entrance; two disabled parking spaces are marked in the parking
lot; the entrance is flush with the parking lot; barrier-free access was ensured from the
new addition to older portion
. Port Stanley Arena - elevators have temporary Braille labelling affixed marking floor
positions; signage installed at entrance door to indicate "Persons requiring assistance
please enquire at the office"
. Curb Cuts and Sidewalks - 85% of existing curbs and sidewalk ramps have been
retrofitted.
BARRIER IDENTIFICA TION METHODOLOGIES
The Working Group used two barrier identification methodologies:
Methodolo
Promotion and
awareness of
accessibility
barriers and
JAAC activities
Staff reviewed
accessibility
barriers in all
facilities
7
Description
An invitation was extended to Elgin/Central
Elgin Councils and Senior Staff, service
agencies, St. Thomas-Elgin Tourist
Association, Accessibility Directorate, and
media to attend a promotional event
highlighting the accessible beach wheelchair
in use at Port Stanley and accessibility
renovations completed at a local restaurant.
It is anticipated that promotion of accessibility
issues and efforts of the JAAC will spur
reater interest from the communit .
Staff inspected owned premises and identified
accessibility barriers. A survey was posted in
local libraries requesting the public to voice
concerns about barriers in County and Central
Elgin facilities, services, and policies, and
su estions to remove them.
BARRIERS IDENTIFIED
Status
The event was held on June
21 , 2006 and was attended by
a few stakeholders. Photos of
the beach wheelchair in use
appeared in local newspapers.
As well, the JAAC meeting of
July 26, 2006 was held at the
Port Burwell accessible beach
area to promote public
awareness.
County Libraries are using the
information gathered from the
survey as a tool to plan for
accessibility improvements.
The JAAC identified 70 barriers in 2003. The Councils of Elgin and Central Elgin adopted the
recommendations of the JAAC to begin eliminating these barriers. As well, when new or renewal
Leases are discussed, (e.g. Libraries and vehicles) consideration would be given to eliminate
accessibility barriers as previously identified.
The Barriers were prioritized into categories as follows:
#1 - High Importance - measures to be undertaken to address the barrier as soon as possible
#2 - Medium Importance - measures to be undertaken to address the barrier within the next five
years
#3 - Low Importance - measures to be undertaken to address the barrier when renovations
occur.
The following list contains the barriers completed and those remaining:
INFORMA TION/COMMUNICA TION/POLlCY BARRIERS
CATEGORY BARRIER AND RESOLUTION STATUS STATUS
ELGIN CENTRAL ELGIN
1 Signage throughout all buildings to Planned but delayed Planned but
be in Braille or routed letters no delayed
higher than 4 feet (1.22 m) from the
floor, and in a standardized location.
Note: Acquisition of signage was
delayed pending possible criteria
for lettering etc. from the new
Provincial standards committees
8
INFORMA TION/COMMUNICA TION/POLlCY BARRIERS (cant'd.)
CATEGORY BARRIER AND RESOLUTION STATUS STATUS
ELGIN CENTRAL ELGIN
1 Elevator floor buttons and selection Temporary Braille Temporary Braille
panel to include Braille and be signage installed in signage installed in
positioned no higher than 4 feet Admin. Bldg. and Port Stanley Arena.
(1.22 m) from the floor. Emergency Terrace Lodge. Redesign of interior
telephone to be positioned no higher Redesign of these of elevator in this
than 4 feet (1.22 m) from the floor. elevators and other and other buildings
buildings ongoing ongoing
1 Voice or chime enunciators for floor Planned 2010 - Ongoing
positions to be installed in elevators Admin. Bldg. Other
buildinQs onaoina
1 Investigate acquiring TTY device at JAAC decided it was JAAC decided it
main reception front service counter not required was not required
1 Create website version for persons Resources are Resources are
with visual loss available through available through
web browsers web browsers
1 Re-mark suitably sized accessible 2007 Admin. Bldg.- Port Stanley Main
parking spaces and install signage signage to be Beach signage
installed, wording to installed, wording
include fine amount. includes fine
Other buildings amount. Other
onQoinQ locations onQoing
1 Hiring and interviewing policies to Ongoing Ongoing
include accommodation procedures
for persons with disabilities
2 Human Resources and Health & Policy Manual is Ongoing - is
Safety reading material, policies, available in large available in large
warnings, notices, to be in multi- font. Other formats font
formats. will be provided over
the next few years
2 Fire pull station and extinguishers to New Museum - Under discussion
be lowered to no higher than 4 feet complete. Planned
(1.22 m) from floor 2008 -Eng. Serv.,
Main Library, IT.
Other buildings
onaoina
2 PC's for public use to be compatible 2006 - Libraries n/a
for Braille translation software. (except Vienna)
Purchase screen readers (e.g. Job installed Zoom Text
Access With Screen Reading). Magnifier/Reader
Purchase Braille software and program to assist
keyboard (e.g. Dragon Dictate) that patrons with vision
a person uses to dictate information loss. Neo Speech
and it writes it down. Install Braille voice recognition
embosser and soundtrack on being investigated.
narrative Windows XP offers
alternatives to users
9
INFORMA TION/COMMUNICA TION/POLlCY BARRIERS (cont'd.)
2 Investigate computers to
communicate with persons with
hearing/visualloss
STATUS
ELGIN
JAAC concluded
front counter staff
could handle
situations
a ro riatel
STATUS
CENTRAL ELGIN
JAAC concluded
front counter staff
could handle
situations
a ro riatel
CATEGORY BARRIER AND RESOLUTION
PHYSICAL/ARCHITECTURAL BARRIERS
CATEGORY BARRIER AND RESOLUTION STATUS STATUS
ELGIN CENTRAL ELGIN
General
1 When new/renewal Leases are Ongoing Ongoing
discussed, consideration to be given
to barriers identified throuqhout Plan
1 All interior exit doors require panic Planned 2007 - Ongoing
bars Health Unit. Other
buildinqs onqoinq
1 Library book trucks (dollies) require Com plete n/a
wheels that spin freelv
1 Investigate book drop off zones for Ongoing n/a
libraries
1 Lower shelves in libraries or ask for Some completed. n/a
staff assistance in interim Onqoinq
1 Portion of bars/rods in coat closets Planned 2007 - Belmont Arena new
and hooks in lockers to be lowered County Garage, addition under
Admin. Bldg. Other discussion. Other
buildinqs onqoinq buildinqs onqoinq
1 Vertical difference in elevation not to Ongoing Ongoing
exceed 12mm (sidewalks)
1 Require extenders on fans and mini Com plete Ongoing
blinds to allow for adiustinq
1 Disabled parking space(s) to be To be discussed at To be discussed at
identified, signed and promoted for Joint Administrators' Joint
buildings, shopping, beach areas meeting Adm inistrators'
meetina
1 Signage for accessible viewing area n/a Installed
glass to indicate special needs September 2006
patrons have priority at Port Stanley
Arena
2 Install power operators on exterior Planned 2008 - 2006 - Belmont
main entrance doors Bobier Villa server Library and Port
room. 2010- Stanley Arena
County Garage. complete. Other
Other buildings buildings ongoing
onqoina
10
PHYSICAL/ARCHITECTURAL BARRIERS (cont'd.)
CATEGORY BARRIER AND RESOLUTION STATUS STATUS
ELGIN CENTRAL ELGIN
General
2 Power door operator control button Under discussion Under discussion
to be located 3-4 feet (.91-1.22 m)
from doorway to allow for opening
2 All access ramps and washrooms to Ongoing Ongoing
have minimum turnaround radius of
5 feet (1.52 m)
2 All access ramps to be minimum Under investigation Ongoing
unobstructed width of 3 feet (.91 m) - Admin. Bldg.
inside railings Other buildings
ongoing
2 All door widths to be minimum of 3 2006 - Terrace Ongoing
feet (.91 m) Lodge Locked Unit
washroom doorway
widened. Other
buildings ongoing
2 All turn-type knobs to be replaced Health Unit - more Ongoing
with lever style planned for 2007.
Terrace Lodge
Locked Unit
washroom
completed. Planned
2007 - Prosecutor
Office. Other
buildings ongoing
2 Lower section of concession n/a Ongoing
counters
2 Paths to be constructed to provide n/a Research in 2007
access to playgrounds/sports fields
2 Playground equipment to be barrier n/a Research in 2007
free or add on barrier free section
3 Mailroom in Administration Building Being investigated Ongoing
to be rebuilt. Mailroom in Central
Elgin to be redesigned
3 Installation of non-glarelindirect Covers on Ongoing
lighting in offices and work stations fluorescent lighting
are being replaced
with grids that reflect
the light downwards.
3 Workstations to be adjustable Being tested Being tested
3 Curb cuts and sidewalk ramps to be Done during new 15% of existing
included in new construction and construction curbs & sidewalks
others to be retrofitted to be retrofitted.
Others done during
new construction
11
PHYSICAL/ARCHITECTURAL BARRIERS (cont'd.)
CATEGORY BARRIER AND RESOLUTION STATUS STATUS
ELGIN CENTRAL ELGIN
General
3 Water coolers to be barrier free OnQoinQ OnQoinQ
3 Lifts and/or elevators to other floors Ongoing Ongoing
or basements to be installed if
necessary
3 Provide accessible scooter/storage Ongoing Ongoing
locations in Senior Homes and not-
for-profit housinQ
3 All thresholds to be level with Planned 2007 - Ongoing
flooring or entrances Eng. Serv.; Bobier
Villa; 2010 - County
Garage. Other
buildinqs onQoinQ
3 All light switches to be lowered to no Ongoing Ongoing
higher than 4 feet (1.22 m) from the
floor
3 Storage of parts and chemicals to Ongoing Ongoing
be moved to an accessible area
3 Should an employee with physical Policy adopted Policy adopted
limitations require the use of a
leased vehicle to perform duties, an
accessible vehicle will be leased
3 Hair salons in Homes for Seniors Complete n/a
require adjustable dryers
3 Power control panels to be lowered Ongoing - device to Ongoing - device
(access to fuses/breakers) reach switches to reach switches
beinQ investiQated beinq investiQated
Kitchens
2 Lower section of counter, provide Planned 2012 - Planned 2007 -
accessible sink and cupboard area, Main Library. Other Port Stanley Arena.
and sufficient space for wheelchair buildings ongoing Other buildings
access in kitchens available for ongoing
public or employee use
3 Microwaves to be at an accessible Ongoing Planned 2007 -
height and placement or purchase Belmont Arena
moveable carts Other buildings
onQoinQ
Office
Ergonomics
1 Office furniture to be repositioned to 2010 - Archivist. Ongoing
allow clear access Other buildings
onQoinQ
2 Equipment stands (fax, printers, Planned 2007 - Ongoing
etc.) to be at accessible height or be Libraries. Other
adiustable buildinQs by 2012.
12
PHYSICAL/ARCHITECTURAL BARRIERS (cont'd.)
CATEGORY BARRIER AND RESOLUTION STATUS STATUS
ELGIN CENTRAL ELGIN
General
2 Reception desks to have lower Ongoing Complete
section or be adiustable
2 Mailing machines to be at Complete Ongoing
accessible height or be adiustable
3 Replacement desks to be adjustable Upon new purchase. Upon new
and with rounded corners purchase.
3 Com puter workstations - desks and Libraries and Ongoing
chairs to be adjustable buildings ongoing
3 Photocopiers to have controls at Not available on the Not available on the
accessible height market yet. market yet.
Assistance available Assistance
upon request. available upon
request.
3 Filing cabinets to be no higher than Cabinets are 4- Ongoing
4 drawers or purchase revolving drawer or lower in all
side file cabinets areas
3 Lower bookshelves and Planned 2007 - Ongoing
informational material Libraries, County
Garage. Other
buildings ongoing
3 Grates in floor to be level with Ongoing Ongoing
flooring material
3 Lower control buttons for garage Ongoing Ongoing
doors and wash bay
Washrooms
2 Provide barrier free washroom Not necessary to Not necessary to
facilities as per the Ontario Building renovate office renovate office
Code washrooms if washrooms if
accessible accessible
washrooms are washrooms are
available in close available in close
proximity. Ongoing proximity. Ongoing
3 Showers require a bench, well- nfa Ongoing
anchored grab bars, and handheld
showerheads. All controls to be
within easy reach
TECHNOLOGICAL BARRIERS
CATEGORY BARRIER AND RESOLUTION STATUS STATUS
ELGIN CENTRAL ELGIN
2 Purchase headsets for computer Funding being Ongoing
access for persons with vision loss pursued for
Libraries. Other
buildings ongoing
13
TECHNOLOGICAL BARRIERS (cont'd.)
CATEGORY BARRIER AND RESOLUTION STATUS STATUS
ELGIN CENTRAL ELGIN
3 Outfit telephones with volume Admin. Bldg. new Upon new
control/flashing light and large system has volume purchase
keypad control and flashing
light. Large keypad
phones can be
purchased as
required. Other
buildings ongoing
3 Install rotational lighting on fire Ongoing Ongoing
alarm systems
3 Relocate or lower heat thermostats Ongoing Ongoing
no higher than 4 feet (1.22 m) from
the floor
FOCUS FOR 2007
By-Laws, Policies, Practices, Services to be Reviewed
The JAAC will review various by-laws, policies, practices, and services to determine their effect
on persons with disabilities as follows:
· Planning, building practices, subdivision policies, and development of a criteria list.
· Disabled parking spaces in core business areas - a letter has been forwarded to local
municipalities requesting an inventory of the number and location of disabled parking spaces.
. CNIB and the Hearing Society to be invited to a meeting to provide an overview of services/
equipment available for persons with vision/hearing loss.
· Promotion of public awareness.
REVIEW AND MONITORING PROCESS
The JAAC will meet monthly to review progress and staff would be reminded, through personal
contacts or bye-mail, about their roles in implementing the Plan. The ChairNice-Chair will
request to attend a meeting(s) with Senior Management Teams to review the progress of
accessibility barrier elimination.
COMMUNICATION OF THE PLAN
Copies of this plan are to be available at the County of Elgin Administrative Services front
counter, Municipality of Central Elgin front counter, County Libraries, local municipal offices, and
on the County of Elgin and on the Municipality of Central Elgin websites. On request, the report
can be made available on computer disk, or in large print.
14
RECOMMENDATIONS
THAT the Elgin/Central Elgin Joint Accessibility Advisory Committee recommends to the Council
for the County of Elgin and to the Council for the Municipality of Central Elgin that the following
barriers to persons with disabilities be addressed during 2007:
1. Designation of disabled parking spaces in core business areas to be investigated (as
recommended in the 2004-2005 Annual Plan). An inventory of existing disabled parking spaces
has been requested from the local municipalities.
2. All items identified by departmental staff for barrier elimination in 2007, which are detailed
on Pages 7-13, are to be scheduled for completion during 2007, or as legislated by Provincial
Stand~rds, within budgetary limitations.
Respectfully Submitted
f ' n ,
/",J /b \:,\" ~l' r--~
Donna Baldwin, Committee Member
15
APPENDIX "A"
COUNTY OF ELGIN
2006 SUMMARY OF ACCESSIBILITY BARRIER ELlMINA liON
Department/Building Barrier Addressed
Administration Building Telephone system was replaced to address concerns with low
volume and clarity on the automated attendant recording.
Two remote-controlled screens have been installed - one in the
Museum for video displays and one in Council Chambers.
Braille and raised lettering signage has been installed to identify
Museum rooms and washrooms on the 3rd floor.
Uneven flooring at the 3rd floor washroom entrances has been
removed and replaced with 36" aluminum thresholds.
Human Resources Hiring policies include accommodation wording for persons with
disabilities. Wording includes "the County of Elgin will provide
reasonable accommodation to all qualified candidates".
Libraries Zoom Text Magnifier/Reader program was installed on Branch
Libraries public computers (except Vienna) to assist patrons with
vision loss.
- Springfield Power doors have been installed on interior door at Springfield
Library.
Bobier Villa Barrier-free wall-mounted hair dryer with adjustable arm was
installed in beauty shop.
Fireplace in Whitelock Room was redesigned on an 8" rise to
enhance enjoyment by Residents.
Zoom Text Magnifier/Reader program was installed on one public
computer to assist Residents with vision loss.
Elgin Manor One office was equipped with accessible furniture.
One office was equipped with computer, large-screen monitor and
adjustable desk on casters.
Volunteer office was equipped with a wheelchair accessible desk.
Phone with flashing light, volume control and large buttons for
public access was installed in front foyer
Zoom Text Magnifier/Reader program was installed on one public
computer to assist Residents with vision loss.
16
Terrace Lodge
Locked Unit washroom was made barrier-free - wider door with
lever handles, barrier free sink, accessible mirror and accessible
toilet with grab bars was installed.
Braille lettering was added next to the elevator buttons.
Barrier-free wall-mounted hair dryer with adjustable arm was
installed in hair salon.
Zoom Text Magnifier/Reader program was installed on one public
computer to assist Residents with vision loss.
Oct/06
APPENDIX "B"
MUNICIPALITY OF CENTRAL ELGIN
2006 SUMMARY OF ACCESSIBILITY BARRIER ELIMINATION
Department/Building Barrier Addressed
Belmont Library Power assist doors have been installed on interior and
exterior doors.
Port Stanley Arena Power assist doors have been installed on interior and
exterior doors.
Port Stanley Beach A policy was developed for use of the accessible beach
wheelchair.
Oct/06
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REPORT TO COUNTY COUNCIL
FROM:
Sandra Heffren, Deputy Clerk
DATE:
November 20,2006
SUBJECT: SOUTHWOLD GUIDING GROUP REQUEST FOR LOAN OF A COUNTY
FLAG TO FLY AT A CHRISTMAS PARADE
INTRODUCTION:
The Southwold Guiding Group has requested the loan of a County Flag to fly at the Fingal,
Shedden and District Optimists' Christmas Parade on Sunday, December 3, 2006.
DISCUSSION:
Council's policy regarding County Flags allows that a flag, complete with pole or stand, is
available for use upon request by outside organizations, with the approval of County
Council. The theme of the Optimists' parade this year is "Christmas in Elgin County".
Carrying a County Flag during the festivities by the Southwold Guiding Group would be
consistent with the parade theme and provides an opportunity for the Guiding Group to
display the Flag as an integral part of the festivities.
CONCLUSION:
Carrying the County Flag by the Southwold Guiding Group at the Optimists Christmas
Parade would be consistent with their theme "Christmas in Elgin County" and would help to
promote a County presence.
RECOMMENDATION:
THAT one County of Elgin Flag be loaned to the Southwold Guiding Group to carry at the
Fingal, Shedden and District Optimists' Christmas Parade on Sunday, December 3, 2006,
to be returned to the County by no later than Monday, December 4, 2006.
Respectfully Submitted
Approved for Submission
yJr?J~ -
Sa a He n,
Deputy Clerk.
Mark Me
Chief Administrative Officer
REPORT TO COUNTY COUNCIL
FROM:
Mark G. McDonald,
Chief Administrative Officer.
DATE:
November 22,2006
SUBJECT: TEMPORARY ROAD CLOSURES - PARADES
Introduction:
At the November 14th, 2006 Council Meeting, a request came forward from the Municipality
of Central Elgin seeking an exemption (waiver) from the County's current policy on
temporary road closures. Specifically, the request was to allow a third party (not the
Municipality) to insure a parade and to indemnify the County. Based on the advice of the
County's insurer, Council agreed to allow the third party to obtain the required insurance
but insisted that the Municipality (as well as the third party) hold the County harmless and
indemnify it as well. Council was aware at that time that the Municipality of Central Elgin
may not be able to obtain the required insurance, since the Municipality was not involved
in organizing the parade. Council further understood and acknowledged that this matter
could be revisited if new information became available.
Discussion:
The County Chief Administrative Officer met with the insurance provider and explained the
dilemma in providing insurance for the parade. Having reviewed the matter with its Risk
Management Department, the insurer is prepared to alter the original advice, provided that
the third party (not the Municipality) holds the County harmless and adds the County as an
additional insured to their $5M liability policy.
In addition, the County Solicitor is prepared to recommend this arrangement under the
following conditions:
1) Confirmation that the municipality (in this case Central Elgin) has reviewed and
approved the request for said parade in the municipality;
2) If applicable, Council acknowledgement that local roads will be closed as part
of the parade route;
3) If applicable, Council support for the request of organizers to close specified
County Roads as part of the parade route; and,
4) Indication of security measures (Le. Police presence/barricades) required of the
organizers by the municipality.
2
Conclusion:
In an effort to assist community groups in holding events such as parades, the County's
current temporary Road Closure Policy can be amended to include the option of involving
the third party directly in the insurance requirements, instead of the municipality. However,
due to its involvement, the affected municipality should be required to meet specific
expectations as defined by the County Solicitor. It should be understood that this situation
may arise with other municipalities in the County and therefore a policy amendment would
be in order.
Recommendation:
THAT the County of Elgin's current policy on temporary road closures be amended to
include the following additional option:
THAT should the host municipality be unable to obtain the required insurance coverage as
per the County's temporary road closure policy for events such as parades, the following
requirements shall apply:
1) The host municipality shall confirm that it has reviewed and approved the
request by the organizers of the proposed parade to hold the event in the
municipality;
2) If applicable, local Council acknowledgement that local roads will be closed as
part of the parade route;
3) If applicable, Council support for the request of organizers to close specified
County Roads as part of the parade route;
4) An indication of security measures (Le. Police presence/barricades) required of
the organizers by the municipality;
5) Proof of $5 Million General Liability Insurance by the third party;
6) Proof that the third party, through its insurance coverage, has held the County
harmless, named the County as an additional insured and indemnified the
County; and,
THAT any resolution contrary to this one shall hereby be rescinded.
ALL of which is respectfully submitted,
~~~
MarkG. ~ .~
Chief Administrative Officer.
Page 1 of 1
From: Emily Finch
Sent: Fri 11/17/2006 1:44 PM
To: Mark McDonald
Subject: County Flag
Mr. Mark McDonald,
The Fingal, Shedden and District Optimists' Christmas Parade is on Sunday December 3rd.
The theme this year is "Christmas in Elgin County".
As the leader of our Southwold Guiding Groups I would like to borrow an
Elgin County Flag for our group to walk with in this parade. Each girl will be dressed to promote
the 8 municipalities of Elgin County. I would need the flag by November 30th and
would return it Monday December 4th.
Thank you for considering this request,
Emily Finch
519-769-2514
https://mai1.elgin-county.on.ca/ exchange/sheffrenlInbox/FW :%20County%20Flag.EML?.;. 11/20/2006
CORRESPONDENCE - NOVEMBER 28. 2006
Items for Information (Consent Aaenda)
1. R. Millard, C.AO./Clerk, Township of Malahide, with a resolution of support for the
need of an exit strategy to help producers to transition out of tobacco production.
(ATTACHED)
2. B.A Archibald, Deputy Minister, Ministry of Agriculture, Food and Rural Affairs,
acknowledging Council's concerns regarding Ontario's agricultural sector.
(ATTACHED)
3. Marg Emery, Executive Director, St. Thomas-Elgin Tourist Association, with an
invitation to attend the launch of the Premier Ranked Tourist Destination Project
AK.A Tourism Growth Audit on November 29th, 2006, 8:30 a.m. to 10:00 a.m. at the
St. Thomas Seniors' Centre. (ATTACHED)
4. Sam Erry, Director, Ministry of Transportation, acknowledging Council's resolution
concerning the exemption of vehicles owned by municipalities from vehicle
registration requirements in Ontario and use of coloured fuel in these vehicles.
(ATTACHED)
5. P. Monteith, Executive Correspondence Officer, Office of the Prime Minister,
acknowledging Council's support of the Town of Leamington's resolution requesting
annual funding for infrastructure.
A proud tradition, a bright future.
87 John Street South,
Aylmer, Ontario N5H 2C3
Telephone: (519) 773.5344
Fax: (519) 773.5334
www.township.malahide.on.ca
l
IIALAiiS.H..
November 7, 2006.
The Ontario Flue-Cured Tobacco Growers'
Marketing Board,
P. O. Box 70,
Tillsonburg, Ontario
N4G 4H4
NOV = 3 2006
ELGIN
l~~;f~4jNiSTRA TIVE SERVICES
Dear Sirs:
RE: Resolution - Tobacco Industry.
Malahide Township Council passed the following Resolution unanimously on November
2, 2006:
Moved by: Paul Faulds
Seconded by: George Cleminshaw
WHEREAS the Township of Malahide's economy has relied on the tobacco industry
for decades; and,
WHEREAS our area represents the second largest amount of production of tobacco
in Ontario; and,
WHEREAS the tobacco industry is in crisis, requiring the full attention of the
federal government; and,
WHEREAS THE Ontario Flue-Cured Tobacco Growers' Marketing Board
presented a principle-based exit strategy to the Federal and Provincial Governments
in the Spring of 2006; and,
WHEREAS there has been no policy announcement relative to that proposed exit
strategy since it was presented.
NOW THEREFORE BE IT RESOLVED THAT the Council of the Township of
Malahide hereby supports the need for an exit strategy to help producers to
RANDALL R. MILLARD
C.A.O./Clerk
SUSAN E. WILSON
Treasurer
l'
Page 2,
transition out of tobacco production and strongly urges the Federal Government to
take immediate measures to develop and implement a strategy as soon as possible.
Carried.
Recorded Vote
Name Yes No
Deputy Mayor Paul Faulds x
Councillor Mark Widner x
Councillor Chester Glinski x
Councillor Max Moore x
Councillor Mike Phillimore x
Councillor George Cleminshaw x
Mayor John R. Wilson x
Yours very truly,
TOWNSHIP OF MALAHIDE
~~
R MILLARD, C.A.O./CLERK
Copy - County of Elgin. ~
Prime Minister Stephen Harper
Premier Dalton McGuinty
AMO
H:\diana's files\Randy - 2006\tobacco growers- res - noy 2.doc
Ministry of Agriculture,
Food and Rural Affairs
Ministere de l'Agriculture,
de l'Alimentation et
des Affaires rurales
~ Ontario
Office of the Deputy Minister
77 Grenville Street, 11 th Floor
Toronto, Ontario M5S 1 B3
Tel: (416) 326-3101
Fax: (416) 326-3106
Bureau du sous-ministre
77, rue Grenville, 11 e etage
Toronto (Ontario) M5S 1 B3
Tel.: 416326-3101
Telec.: 416 326-3106
November 7, 2006
~ Ltr
Mrs. Sandra J. Heffren
Manager of Administrative Services
County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5Vl
"ymrj;
1i __'su I ~\ftL.
Dear Mrs. Heffren:
Thank you for your letter of October 23,2006, and an earlier letter from Mr. John
Wilson, Chair of the Elgin County Rural Initiatives Committee.
While I would enjoy the opportunity to speak to the Rural Initiatives Committee about
Ontario's agricultural sector, I believe that council's concerns could be better addressed
by either the Honourable Leona Dombrowsky, Minister of Agriculture, Food and Rural
Affairs, or one of her Parliamentary Assistants, Mrs. Maria Van Bommel, Parliamentary
Assistant for Agriculture and Food and MPP for Lambton-Kent-Middlesex, or Mr. Lou
Rinaldi, Parliamentary Assistant for Rural Affairs and MPP for Northumberland. .
I encourage you to extend your written invitation to Minister Dombrowsky's office for
consideration at 77 Grenville Street, 11th Floor, Toronto, Ontario, M5S IB3.
Thank you again for extending this invitation to me.
Yours truly,
Ministry Headquarters: 1 Stone Road West, Guelph, Ontario N1G 4Y2
Bureau principal du ministere: 1 Stone Road West, Guelph (Ontario) N1G 4Y2
Pick Ontario Freshness
Cueillez la fraicheur de l'Ontario
\Il. ~.~ .
""11I00
St. Thomas - Elgin Tourist Association
,;;.,;:::-=,~ -<',A"'''''''", _.....
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;:);>:"~',:, ;~p:~' ~,~ ~~ ~":':~ \ ,}I .
7',} i j"'~;,;:, "\ ::")" ;'._';:
November, 2006
B 6
Dear Tourism Supporters,
PREMIER RANKED TOURIST DESTINATION PROJECT A.K.A. TOURlSM~OOOMtlf&:~..3
The St. Thomas - Elgin Tourist Association is pleased to announce that we will undertake a thorough
collection of tourism product, services and infrastructure for the St. Thomas and Elgin County area. The
program is an evaluation of Elgin's tourism industry that provides information to create a tourism development
strategy aimed at increasing the economic benefit oftourism in Elgin. On our own, Elgin would not have
qualified for the program; however, by joining in partnership with Norfolk and Haldimand, the Ministry of
Tourism approved the project. The Ministry of Tourism committed funding ($20,000) to assist the three
communities in implementing the Framework. The three communities have been working for well over a year
to plan for the project. In order to provide the adequate resources for the initiative, a Job Creation Partnership
application was submitted to Service Canada (formerly Human Resources & Skills Development Canada). In
August 2006, Service Canada staff advised the partners that the funding had been approved.
The contract with Service Canada has been signed and the project has begun with the first step of hiring staff.
In total the project will take 52 weeks to complete. Staff will number 7 - 2 in each office and one project
coordinator who will travel between the offices to oversee the project. Staff started Monday, October 23.
The total value of this project is over $300,000. When complete, we will have a comprehensive inventory of
tourism assets, an understanding of our tourism demand generators, and a foundation for a tourism development
strategy, including recommendations for future growth and sustainability. We will have a benchmark to
measure tourism performance and market position, a foundation for new branding or marketing initiatives -
locally and region-wide - and we will have engaged tourism industry stakeholders in discussions and planning.
The St. Thomas - Elgin Tourist Association is thrilled to be a part of this project. Our local Launch is set for
November 29,2006 from 8:30am to lOam at the St. Thomas Seniors' Centre on Chestnut Street in St.
Thomas so please mark your calendars. Please RSVP to 519-631-8188 or toll free 1-877- GO ELGIN
The enclosed brochure provides additional information on the project. Surveys will be distributed at the launch
followed the next day by an all-member mailing. The full program details can be found on our web site at
www.elgintourist.com
Should you have any questions, please do not hesitate to contact me.
Sincerely,
0/)
ID'
, <. . \ /
Marg ery, Executive Director
St. Thomas - Elgin Tourist Association
P.O. Box 22042, 545 Talbot Street, St. Thomas, Ontario N5R 6Al Telephone: 5196318188 Fax: 519631-3836
Web site: www.eleintonrist.com Email: sightsee@elgintourist.com
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@Ontario
Ministry of Ministere des
Transportation Transports
-c.\
\,':) ];!}
Service Delivery Partnerships Branch
1201 Wilson Avenue, Room 148, Bldg. C
Downsview, Ontario M3M 1 J8
Tel: (416) 235-4793 Fax: (416) 235-4433
NOV 2 0 2~06
Mrs. S. J. Heffren
Manager of Administrative Services
County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5V1
November 10, 2006
Dear Mrs. Heffren:
Thank you for your letter of September 27,2006, addressed to the Honourable
Dalton McGuinty, Premier of Ontario, and copied to the Honourable Donna
Cansfield, Minister of Transportation, regarding the exemption of vehicles owned
by municipalities from vehicle registration requirements in Ontario, as well as
permitting the use of coloured fuel in these vehicles. I have been asked to respond
on behalf of the ministry.
Your letter indicates that the County of Elgin Council endorses the resolution
passed by the Council of the Corporation of the Township of Carlow/Mayo
requesting, among other things, that the ministry exempt all vehicles owned by
municipalities from licensing requirements.
Regulation 628 made under the Highway Traffic Act (HTA) exempts municipal fire
trucks from vehicle registration requirements. The ministry has no plan to seek a
regulatory amendment to exempt any other class or type of municipally owned
motor vehicles from registration under the HTA or any other applicable statute.
Exempting these vehicles may adversely affect vehicle standards requirements in
Ontario. In particular, the ministry believes it is important that we continue to
register municipal fleets to ensure we have up-to-date data on vehicle registrants,
and to facilitate through the licence renewal process, that vehicles are emission
tested regularly under the Drive Clean program.
Regarding the use of coloured fuel, the fuel tax program is under the authority of
the Ministry of Finance. As such, I have forwarded a copy of your letter to the
Ministry of Finance for their consideration.
.../2
~
-2-
Thank you again for bringing your concerns to our attention.
~'
Sam Erry
Director
c: Brad Lawrance
Director, Motor Fuels and Tobacco Tax Branch
Ministry of Finance
Association of Municipalities of Ontario
Ii!il
Office of the
Prime Minister
Cabinet du
Premier ministre
Ottawa, Canada K1A OA2
November 10, 2006
');)1 ".d'lt'5
t",:iJ) ~iJlJ
Mrs. Sandra J. Heffr'en
Manager of Administrative Services
Coupty of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5Vl
Dear Mrs. Heffren:
On behalf of the Prime Minister, I would like to acknowledge receipt of
your correspondence, with which you enclosed a resolution of the Council of the County
of Elgin endorsing the Town of Leamington's resolution requesting annual funding for
infrastructure. I regret the delay in replying.
You may be assured that the views expressed in the resolution have been
carefully considered. As the issue raised falls within the responsibilities of the
-Honourable Lawrence Cannon, Minister of Transport, Infrastructure and Communities, I
have taken the liberty of forwarding a copy of your correspondence to the Minister, who, I
am certain~ will also appreciate receiving this information.
~
Yours sincerely,
P. Monteith
Executive Correspondence Officer
Canada