January 23, 2007 Agenda
ORDERS OF THE DA Y
FOR TUESDA Y. JANUARY 23. 2007 - 9:00 A.M.
PAGE # ORDER
1 st Meeting Called to Order
2nd Adoption of Minutes - for the meeting of December 12 and 14, 2006
3rd Disclosure of Pecuniary Interest and the General Nature Thereof
4th Presenting Petitions, Presentations and Delegations
DELEGATIONS:
9:00 A.M. - Presentation to Elgin County Council by Diana Player, President
of the Elgin Historical Society
10:00 A.M. - Kent Kristensen, Short Sea Lines, PowerPoint presentation for
proposed ferry service from Port Burwell to Fairport Harbor Ohio
5th Motion to Move Into "Committee Of The Whole Council"
2-85 6th Reports of Council, Outside Boards and Staff
7th Council Correspondence - see attached
86-88 1) Items for Consideration
89-118 2) Items for Information (Consent Agenda)
8th OTHER BUSINESS
1) Statements/lnquiries by Members
2) Notice of Motion
3) Matters of Urgency
9th In-Camera Items (see separate agenda)
10th Recess
11th Motion to Rise and Report
12th Motion to Adopt Recommendations from the Committee Of The Whole
119-121 13th Consideration of By-Laws
14th ADJOURNMENT
I LUNCH WILL BE PROVIDED I
February 25-28 2007 OGRA/ROMA Combined Conference - Fairmont Royal York, Toronto
REPORTS OF COUNCIL AND STAFF
January 23. 2007
Staff Reports - (ATTACHED)
4 Director of Financial Services - 2007 Ontario Municipal Partnership Fund (OMPF)
6 Director of Financial Services - Mileage Reimbursement - 2007
7 Director of Financial Services - Budget Comparison - November 30,2006
11 Director of Engineering Services - Ontario Government Rural Infrastructure
Investment Initiative
13 Director of Engineering Services - Sanitary Services for the County Administration
Building
16 Director of Engineering Services - Administration Building Generator
18 Director of Engineering Services -Intersection Study - Highbury Avenue and
Ferguson Line
20 Director of Engineering Services - Severance Appeal - Highbury Avenue and the
Need for a County of Eglin Transportation Master Plan
29 Director of Engineering Services - Highway #3 Planning Study
32 Manager, Road Infrastructure - Maintenance Best Practices (MBP's) - Update
42 Manager of Administrative Services - Council Remuneration - One-Third Tax Free
Allowance
43 Chief Administrative Officer - POA Charges Filed in Chatham-Kent
47 Chief Administrative Officer -Inspection Boundaries for Land Division Committee
50 Ambulance & Emergency Management Coordinator - SWOAG and AMEMSO
Updates
2
52 Ambulance & Emergency Management Coordinator - 2006 Bi-Annual Ambulance
Performance Review and Quarterly Report
58 Ambulance & Emergency Management Coordinator - 2007 New Ambulance Vehicle
Purchase
61 Director of Human Resources - Probationary Period Update
65 Payroll and Benefits Coordinator - Excess Indemnity Renewal 2007, Occupational
Accident Insurance
67 Human Resources Coordinator, Director of Human Resources - County of Elgin Health &
Safety Policy
71 Human Resources Assistant - Summer Student Subsidy Reimbursement
72 Director of Cultural Services, Manager of Cultural Services - Museum and Archives 2006
Annual Reports
82 Director of Cultural Services - Ontario Ministry of Culture - Literacy Funding - April 2006
84 Director of Senior Services - T/L - New Position - Ward Clerk
3
REPORT TO COUNTY COUNCIL
FROM:
Linda B. Veger
Director of Financial Services
DATE:
January 9, 2007
SUBJECT: 2007 Ontario Municipal Partnership Fund (OMPF)
CORPORATE GOAL(S) REFERENCED:
To ensure fiscal responsibility and accountability.
INTRODUCTION:
The Province has announced that the County's 2007 OMPF funding will not be less
than the 2006 funding levels, $5,841,000.
DISCUSSION:
The OMPF is the main transfer payment to municipalities from the Province and
replaces the Community Reinvestment Fund (CRF). As Council will recall, through
the new OMPF funding calculations, the Province determined that certain
municipalities were being over-funded. The County of Elgin was one of those
municipalities and would see a decrease in funding of approximately $3.25 million.
The Province did not decrease the funding level immediately but did set in place a
phase-in strategy. Municipalities that should receive an increase would do so over
approximately four years. Municipalities, including the County of Elgin, would see
funding phased out from 2006 to 2011. However, the Province did not decrease the
County's funding in 2006 and again in 2007.
The phase in formula would affect the County as follows:
2006 $ 250,000 - Province provided additional assistance to offset this
amount
2007 500,000 - Province is providing additional assistance to offset
this amount
2008 1,000,000
2009 1,500,000
2010 2,000,000
2011 Balance of loss
The Province has maintained funding levels since 2005. However, there is no
guarantee that this will continue and the County could see a decrease of $1,000,000
in 2008.
A plan to soften the effect of the eventual $3.25 million dollar loss was presented to
and approved by Council in 2006.
"THAT, in order to lessen the impact of the reduction to the OMPF grant, reserve
dollars be set aside in the OMPF Reserve each year until 2010; and,
THAT the requirement for the reserve be reviewed each year; and,
THAT this reserve be utilized in the future to offset the impact to the levy related to
the final reduction of grant monies."
CONCLUSION:
The Province has not withdrawn its plan to drastically reduce the OMPF funding to
the County. Staff recommends that the additional funding of $500,000 be set aside in
the OMPF Reserve to be utilized in the future and that the OMPF net revenue budget
be set as $5,341,000.
RECOMMENDATION:
THAT the "Additional Assistance" included in the 2007 Ontario Municipal Partnership
Fund (OMPF) grant in the amount of $500,000 be set aside in the Reserve for OMPF
Replacement.
Respectfully Submitted
Le::~9~
Director of Financial Services
Approved for Submission
~~on~
--------
Chief Administrative Officer
REPORT TO COUNTY COUNCIL
FROM:
Linda B. Veger, Director of Financial Services
DATE:
January 9,2007
SUBJECT: Mileage Reimbursement - 2007
INTRODUCTION/DISCUSSION:
Human Resources Policy 10.50 - Mileage recommends that the annual kilometric rate will
be the same as that established each year by the Treasury Board of Canada. The rate will
remain constant for the entire 2007 year and will be adjusted each December thereafter for
the following year.
The new rate established by the Treasury Board effective September 1, 2006 is
$.485/kilometre.
RECOMMENDATION:
THAT the report titled Mileage Reimbursement - 2007 and dated January 9, 2007 be
received and filed.
Respectfully Submitted
Approved for Submission
d:~~
Director of Financial Services
Mark G.
Chief Administrative Officer
REPORT TO COUNTY COUNCIL
FROM:
Linda B. Veger, Director of Financial Services
DATE:
December 22, 2006
SUBJECT:
Budget Comparison - November 30,2006
Corporate Goal Referenced:
To ensure fiscal responsibility and accountability.
Introduction:
Attached is the budget comparison to November 30,2006 for the County operating
departments.
Discussion:
The departmental totals are reasonable for the eleventh month of the year. Some
departments are slightly over budget. Benefit lines were budgeted very tightly for 2006.
Administration Building - negative variance - 10,698 -Purchased services is over
budget - expenditures higher than anticipated at budget time. The heat pumps
required significant dollars this year.
Engineering Services - positive variance - 46,045 - Timing of maintenance payments
and operations below budget to November.
Overall the three Homes are in a positive position. The increases in revenues started
flowing in April and small positive variances are showing there. Terrace Lodge and
Bobier Villa are having some difficulty with wage lines. Contributing factors include
construction projects, infection control, and difficulty attracting and retaining
registered staff. This has lead to significant overtime hours that were not anticipated at
budget time. The Bobier Villa wage lines were under-budgeted for 2006.
Library - positive variance - 137,083 - Literacy grant received along with the annual
Provincial grant. A total of 126,000 was received for the literacy grant. However, due to
time constraints, not all has been spent. If the funds cannot be expended by year end,
a report may come forward asking Council to reserve the balance until next year.
Information Technologies - positive variance - 84,409 - Consulting fees and support
and maintenance lower than anticipated.
Provincial Offences - positive variance - 130,124 - semi-annual payment to
municipalities will be made once the 2006 figures have been finalized. Revenues may
be down due to the time officers have spent on the multiple murders in Southwold.
Ambulance Services - positive variance - 139,981 - lump sum payment for increased
grant received in April. Contractor payments lower than budgeted.
Recommendation:
THAT the report titled Budget Comparison - November 30, 2006 and dated December
22,2006 be received and filed.
Respectfully Submitted
~~~
Director of Financial Services
Approved for Submission
~Dona)--
Chief Administrative Officer
COUNTY OF ELGIN
Departmental Budget
Comparisons
For The 11 Periods Ending November 30, 2006
Total YTD YTD Variance %OF
Budget Budget Actual 0 Budget
Warden & Council
Wages 173,320 158,877 159,541 (665)
Benefits 6,692 6,134 6,143 (9)
Operations 66,560 61,013 50,376 10,638
Total 246,572 226,024 216,061 9,964 87.63%
Administrative Services
Wages 251,848 230,861 227,289 3,572
Benefits 51,866 47,544 50,750 (3,206)
Operations 13,914 12,755 14,895 ~2, 140~
Total 317,628 291,159 292,933 1,774 92.23%
Financial Services
Wages 292,905 268,496 260,393 8,103
Benefits 70,004 64,170 62,756 1,414
Operations 14,490 13,283 14,306 (1 ,02~
Total 377,399 345,949 337,456 8,49 89.42%
Human Resources
Wages 293,000 268,583 261,814 6,769
Benefits 64,500 59,125 64,380 (5,255)
Operations 13,900 12,742 12,594 148
Total 371,400 340,450 338,788 1,662 91.22%
Administration Building
Wages 155,100 142,175 125,075 17,100
Benefits 40,300 36,942 28,420 8,522
Operations 64,800 59,400 95,719 ~36,319~
Total 260,200 238,517 249,214 10,698 95.78%
Corporate Expenditures
Insurance
Telephone
Legal & Professional
Retiree Benefits
Other Expenditures
Total
Engineering
Wages 255,000 233,750 232,624 1,127
Benefits 58,000 53,167 52,340 827
Operations 79,300 72,692 48,717 23,974
Maintenance 2,564,295 1,933,900 1,913,782 20,118
Total 2,956,595 2,293,508 2,247,463 46,045 76.02%
Agriculture
Fees Revenue 0 0 (840) 840
Operations 29,423 26,971 21,435 5,536
Total 29,423 26,971 20,595 6,376 70.00%
Elgin Manor
Revenues (4,440,167) (4,070,153) (4,097,818) 27,665
Wages 3,876,131 3,553,120 3,438,211 114,909
Benefits 1,037,703 951,228 882,113 69,114
Operations 897,979 823,148 815,913 7,235
Total 1,371,646 1,257,342 1,038,420 218,923 75.71%
Terrace Lodge
Revenues (4,970,489) (4,556,282) (4,604,837) 48,555
Wages 4,009,168 3,675,071 3,681,003 (5,932)
Benefits 1,059,288 971,014 953,568 17,446
Operations 919,634 842,998 807,797 35,202
Total 1,017,601 932,801 837,530 95,271 82.30%
Bobier Villa
Revenues (2,829,670) (2,593,864 ) (2,612,958) 19,094
Wages 2,588,097 2,372,422 2,463,191 (90,769)
Benefits 617,894 566,403 560,772 5,631
Operations 730,880 669,974 545,640 124,334
Total 1,107,201 1,014,934 956,645 58,289 86.40%
Pioneer Museum
Wages 81,275 74,502 58,966 15,536
Benefits 20,725 18,998 10,871 8,127
Operations 19,400 17,783 29,315 (11,532)
Total 121,400 111 ,284 99,153 12,131 81.67%
Library
Wages 1,065,258 976,487 958,835 17,651
Benefits 261,048 239,294 223,422 15,872
Collections 233,000 213,583 238,928 (25,345)
Operations 112,019 102,684 ~6,220) 128,904
Total 1,671,325 1,532,048 1, 94,965 137,083 83.46%
Archives
Wages 139,514 127,888 133,641 (5,753)
Benefits 36,273 33,250 27,798 5,452
Operations 48,800 44,733 35,989 8,744
Total 224,587 205,871 197,429 8,443 87.91%
land Division
Wages 58,015 53,180 47,267 5,914
Benefits 9,035 8,282 8,623 (341 )
Operations (67,0506 (61,4626 (64,973~ 3,511
Total (9,083 9,083 0.00%
Emergency Measures
Wages 5,150 4,721 4,721 0
Benefits 1,340 1,228 1,228 0
Operations 9,000 8,250 7,155 1,095
Total 15,490 14,199 13,104 1,095 84.60%
Information Technologies
Wages 183,255 167,984 170,076 (2,092)
Benefits 38,900 35,658 40,231 (4,573)
Operations 324,500 297,458 206,384 91,074
Total 546,655 501,100 416,691 84,409 76.23%
Provincial Offences
Grant (73,000) (66,917) (58,705) (8,212)
Fines Revenues (650,000) (595,833) (548,968) (46,866)
Shared Revenues - Municipal 343,842 315,189 189,257 125,932
Wages 142,100 130,258 124,347 5,912
Benefits 31 ,250 28,646 30,701 (2,056)
Operations 177,975 163,144 107,730 55,414
Total (27,833) (25,514) (155,638) 130,124 559.18%
Ambulance Services
Province of Ontario (2,013,030) (1,845,278) (2,217,717) 372,440
City of S1. Thomas (1,789,703) (1,640,561) (1,350,257) (290,304)
Contractor Payments 6,270,996 5,748,413 5,663,450 84,963
Wages 65,560 60,097 57,693 2,404
Benefits 17,373 15,925 13,072 2,853
Operations 29,800 27,317 59,691 (32,374 )
Total 2,580,996 2,365,913 2,225,932 139,981 86.24%
Collections
Revenue (305,000) (279,583) (241,770) (37,813)
Shared Revenues - Municipal 144,291 132,267 104,175 28,092
Wages 45,255 41 ,484 40,087 1,397
Benefits 11,947 10,951 10,725 226
Operations 51,600 47,300 20,993 26,307
Total (51,907) (47,581) (65,789) 18,208 126.74%
REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Director of Engineering Services
DATE: January 11, 2007
SUBJECT: Ontario Government Rural Infrastructure Investment Initiative
Coroorate Goals
To ensure fiscal responsibility and accountability,
To recognize and seize opportunities for improvements,
To build and maintain an efficient, affordable, effective and safe transportation network
that accommodates the diverse needs of our communities and is able to support economic
development and sustainable growth.
Introduction
The Province of Ontario has a Rural Infrastructure Investment Initiative (RIll), which is
intended to help rural and small municipalities provide a safe and reliable infrastructure.
Applications for this initiative must be submitted before February 5, 2007.
Discussion:
At the December meeting of County Council the following resolution was adopted:
THAT the replacement of the Largie Bridge on Duff Line in the Municipality of
DuttonjDunwich is the County of Elgin's highest infrastructure priority; and also,
THAT staff complete and submit an application to Infrastructure Ontario for the
Rural Infrastructure Investment Initiative (RIll) to replace the Largie Bridge unless
the County is unsuccessful with its COMRIF #3 submission whereby the RIll
submission would be to replace the Black Bridge; and also,
THAT a letter be forwarded to Steve Peters M.P.P. thanking him for supporting this
program and assisting municipalities with infrastructure needs.
On January 10, 2007 the County was informed that we were unsuccessful with our
COMRIF Intake #3 application for the Black Bridge Replacement on Plank Road, therefore,
this project has become the County's highest infrastructure priority and will form our RIll
application to the Province.
As part of the application process, a specific by-law template must be adopted by
resolution and submitted with our RIll application. Therefore, our previous by-law citing
the Largie Bridge replacement project must be rescinded and a new by-law must be
prepared for the Black Bridge replacement project.
CONCLUSION:
Staff was directed to apply for funding to replace the Largie Bridge on Duff Line in the
Municipality of DuttonjDunwich as our Rural Infrastructure Investment Initiative (RIll). If
however, the County's COMRIF Intake #3 application was unsuccessful, the Black Bridge
Replacement project on Plank Road in the Municipality of Bayham would become our
submission for RIll.
Now that the County has been informed that our COMRIF Intake #3 application was
unsuccessful, staff will apply for funding to replace Black Bridge on Plank Road.
As part of the application submission, a by-law citing this project must be prepared and
submitted and the previously prepared by-law identifying the Largie Bridge replacement
project must be rescinded.
The Largie Bridge replacement project was valued at $1,000,000 and the Black Bridge
replacement project is estimated to cost $1,500,000.
RECOMMENDATION:
THAT By-Law No. 06-27 be rescinded, and;
THAT a By-Law be prepared to authorize the submission of an application to the Ontario
Infrastructure Projects Corporation for funding from the Rural Infrastructure Investment
Initiative for the replacement of the Black Bridge on Plank Road valued at $1,500,000.
Respectfully Submitted
3[::~
Chief Administrative Officer
an ~v r-fu~
v
Clayton Watters
Director of Engineering Services
REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Director of Engineering Services
DATE: December 16, 2006
SUBJECT: Sanitary Services for the County Administration Building
CORPORATE GOALS
To ensure fiscal responsibility and accountability.
INTRODUCTION:
The County of Elgin purchased the property at 450 Sunset Drive in November 1985. As
part of that purchase the County of Elgin agreed that the St. Thomas Psychiatric
Hospital would provide water, sewage and hydro to the County Administration Building
for a period no longer than two years from the date of closing.
The County of Elgin by agreement, with the Management Board of Cabinet, on January
1, 2000 agreed that the Government of Ontario would provide sewage and water
services to the County of Elgin for period of three years with the option to renew for an
additional two years.
In an e-mail from Gary Sirove on July 29, 2003, of SNC Lavlin Profac - the service
provider for the Ontario Reality Corporation at the St. Joseph's Health Care (SJHC), to
Lloyd Perrin Director of Physical Services for Central Elgin, indicated that would be
decommissioning the sewage pumping station at the time of the vacancy by the current
tenant. He states that while the date of decommissioning is not known, however he
suggested removal of the system by mid 2005.
At the February 10, 2004 County Council meeting the following was approved, "That
the County of Elgin approve the engineering services (sanitary services) as outlined by
Central Elgin."
DISCUSSION:
Central Elgin is proceeding with the Class Environmental Assessment as requested by
the County of Elgin. They have hosted a public meeting and residents have made
presentations to Central Elgin Council. Still to be completed is a condition study or
assessment of the pumping station at the SJHC. Also, Central Elgin has requested that
the County of Elgin provide written confirmation as to its position regarding the front
ending of the Karen Street pumping station and Sunset Drive forcemain.
A letter was submitted to Mr. Gary Sirove, Asset Manager for Ontario Reality
Corporation. In part it stated that the County of Elgin is interested in obtaining an
assurance, that the Province of Ontario will continue with the present arrangement for
the disposal of the sanitary sewage for the County of Elgin Administration Building.
Their response is below:
"Due to the pumping station condition it must be noted that this can not be considered in
your long term solution for sewage services to the community. While we have made
some interim repairs, the pumping station will need to be decommissioned when the
Hospital closes. In fact, if a new smaller hospital is to be constructed on the property, its
sewage services must be handled by your new planned system.
That being said, I have not been informed of any specific closing date for the hospital so
I am unable to provide you with an estimated date for you to build your facility. ORC will
be able to continue the present arrangements for the foreseeable future, and provide 12
months notice of termination of this arrangement if the situation changes. The only thing
that may interrupt this arrangement is if the present system becomes unserviceable,
and we have to truck our sewage off site. Under these condition, ORC will not be able to
continue services under these emergency conditions. "
ORC has offered to continue with the present short term solution so that taxpayers of
Elgin County can maximize the efficiency and cost of pumping station, but at some
point in time a long term solution will be required. Therefore, Phase 1 of the Class EA
should be completed, so that when notice is served that the pumping station is no
longer required the basis for the new EA will be completed. It should be emphasised
that this is a short term solution and if the pumping station has to be completed the
County must act quickly.
CONCLUSION:
The County of Elgin has received notices that we must remove our infrastructure or
connections (hydro, water and sewage) from the lands of the St. Joseph's Health Care,
formerly known as the Ontario Psychiatric Hospital. According to certain time frames
which have never been enforced.
The hydro service was removed within the original two years. The water service was
removed after the Administration received contaminated water from the St. Joseph's
Health Care. The County has requested that Central Elgin provide a sewage outlet and
disposal for the Administration Building. The County made that request due to our
previously agreed commitments with SJHC.
The County of Elgin has written the Ontario Reality Corporation regarding continuing
the present arrangement. ORC has agreed to continue with the present arrangement,
but they emphasised - that the condition of the pumping station and the closing of the
hospital could change the arrangement very quickly.
Due to those statements the County of Elgin must realize that this arrangement is only
temporary and a long term solution must be addressed when the final notice is given by
ORe.
RECOMMENDATION:
That a letter be forwarded to, Mr. Gary Sirove Ontario Reality Corporation thanking
them for extending the present arrangement at the property of the St. Joseph's Health
Care; and also,
That a copy of the letter be forwarded to Mr. Steve Peters, M.P.P. thanking the Province
of Ontario for the arrangement; and also,
That the Municipality Central Elgin be notified that the County of Elgin is interested in
the completion of Phase 1 of the Class Environmental Assessment.
Respectfully Submitted
Co/M0-\W{
Mark McDona
Chief Administrative Officer
Clayton Watters
Director, Engineering Services
REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Director of Engineering Services
DATE: December 12, 2006
SUBJECT: Administration Building Generator
CORPORATE GOALS
To ensure fiscal responsibility and accountability.
INTRODUCTION:
In the fall of 1999 the County of Elgin installed an emergency generator for the
Administration Building. The generator was sized according to the needs at that time.
In 1999 the potable water and fire flow water was originating from the City of St.
Thomas through the St. Joseph Health Care (London) to the Administration Building. In
the summer of 2001 there was contaminated water in the SJHC facility which caused
the County of Elgin to request a new water line from the City of St. Thomas by the
SJHC.
That new waterline was installed to the County of Elgin Administration Building in the
fall of 2001.
Due to the change in the water system the County was required to install a water
pump, so as not to change the pressure after a change in water service.
Since the fire pump has added an additional electrical load various studies have been
completed to verify the current electrical loads. This study verified that the generator is
unable to handle the present electrical loads.
DISCUSSION:
The present generator is a 250 Kva/ 200 Kw 600 volt 3 phase. In order to verify the
electrical loads a data recorder was installed to monitor the actual loading and the
results indicate that the maximum loading varies from 210 to 225 Kva, this is without
the fire pump activated. The fire pump has a loading of 40 kw or approximately 40Kva.
The present loading on the building is 296 Kw at start up conditions and our maximum
generator loading is 200 Kw at steady state. This requires 96 Kw to be either removed
from the system, shedding 96 Kw or installing a new larger generator. Removal of 96
Kw is not an acceptable alternative, shedding can be accommodated by use of the
building controls system at an estimated cost of $20,000 and a new generator is
estimated at $400,000.
Shedding of the load would require control points to be installed at each system that is
to be controlled. The cost for such a system is approximately $1500 per unit. Controls
would be required on heating systems, elevators, etc... in the event of an emergency
the fire pump requires activation and the other system that were operating at that time
would be temporarily (a matter of seconds) shut off so that the emergency fire pump
could be operational.
CONCLUSION:
The present 200 Kw generator was installed in 1999 and still in very good electrical and
mechanical conditions. It is serviced according to acceptable standards and should
function effectively for many years.
But, due to the additional electrical loading since its installation, the present electrical
loading: has to be reduced by 96 Kw, which is not a cost effective alternative; shedding
electrical loads by use of the building controls system at an estimated cost of $30,000
and a new generator is estimated at $400,000.
Shedding is the preferred solution, which is cost effective while still maintaining all the
present services.
RECOMMENDATION:
That $30,000 be allocated from the anticipated 2006 surplus, to make modifications to
the software and electrical systems to accommodate the electrical loading at the County
of Elgin Administration Building.
Respectfully Submitted
Approved for S
ifvrvJ r- ~
Clayton Watters
Director, Engineering Services
Mark McD
Chief Administrative Officer
REPORT TO COUNTY COUNCIL
FROM:
Clayton Watters, Director of Engineering Services
DATE:
December 28, 2006
SUBJECT: Intersection Study - Highbury Avenue and Ferguson Line
Corporate Goals
To build and maintain an efficient, affordable, effective and safe transportation network that
accommodates the diverse needs of our communities and is able to support economic
development and sustainable growth.
Introduction
The County of Elgin received a request from the Council of the Municipality of Central
Elgin "to install turning lanes on Highbury Avenue (County Road 30 at the intersection of)
and Ferguson Line (County Road 48)".
Discussion
A request has been received from the Municipality of Central Elgin Council to install turning
lanes at the intersection of Highbury Avenue and Ferguson Line.
A review of this issue included: collision history, signal warrants, turning lane criteria and
also a physical conditions study.
The Annual Average Daily Traffic (MDT) volumes on Highbury Avenue north of Ferguson
Line were 13,250 in 2003. On Ferguson Line west of Highbury Avenue the MDT was 500
in 2005 and 700 east of Highbury Avenue. The average AADT for all Elgin County Roads
is 1,700.
A traffic study was completed on June 20, 2006 during the peak 8 hours. The southbound
bound peak hour had 18 vehicles making left turns (or 3.3% per hour). The amount of left
turn movements meets the Ministry of Transportation methodology, therefore the need to
install left turn lanes is met.
A traffic study with the "smart traffic counters" on October 25, 2005 indicated that there
was 12, 561 vehicles, the 85th percentile speed (or the speed at which drivers tend to drive
and feel safe driving at) was 116.22 km/h and there was 98.01 % car equivalents or 1.99
% trucks.
In the last five years there were three accidents within the inter~ection. During two of those
accidents the vehicle stopped at the stop sign and proceeded into the oncoming vehicle
and the third accident involved a vehicle that made a right turn and struck a stopped
vehicle. Therefore, all accidents were driver error.
A physical study on the sight lines indicated that there is 301 meters (west bound to north
bound) and 256 meters (east bound to north bound) of sight distance available. The
technical requirements are: 185 meters for a speed of 100 km per hr, 215 meters for 110
km per hr and 245 meters for 120 km per hr.
In summary there is adequate stopping sight distance and signals warrants would not be
required within the next 20 years (with normal growth), however, the volume of left turn
movements does require the need for left turn lanes due to the methodology requirements
of the Ministry of Ontario.
Conclusion
A request was received from the Council of the Municipality of Central Elgin to investigate
the need for left turn lanes on Highbury Avenue and Ferguson Line. Staff reviewed
information on AADT, accidents, sight distance, physical study and turning movements. All
requirements indicate that the intersection is operating satisfactorily but following the MTO
methodology the intersection warrants left turn lanes.
Therefore, staff have included in the five year capital plan an allocation to install left turn
lanes at the intersection of Highbury Avenue and Ferguson Line.
Recommendation
THAT the installation of turning lanes at Highbury Avenue and Ferguson Line be included
in the County of Elgin five year Capital Plan; and also,
THAT a letter be forwarded to the Municipality of Central Elgin of this decision.
RESPECTFULL Y SUBMITTED
APPROVED FO UBMISSION
UrrJ ~ ttA1
Clayton Watters
Director of Engineering
Mark Mc
Chief Administrative Officer
REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Director of Engineering Services
DATE: December 28,2006
SUBJECT: Severance Appeal - Highbury Avenue and the need for a
County of Elgin Transportation Master Plan
CORPORATE GOALS REFERENCED
To build and maintain an efficient, affordable, effective and safe transportation network
that accommodates the diverse needs of our communities and is able to support economic
development and sustainable growth.
INTRODUCTION
A severance was requested on Truman Line in the Municipality of Central Elgin to the Land
Division Committee, in the fall of 2005. A request was made by Engineering Services for
widening along County Road 30 (Highbury Road).
The Landowners requested that they be able to discuss this decision before County
Council, which occurred on December 15, 2005. Staff also presented information, which
described the past practices.
The following is an excerpt of County Council minutes of December 15, 2005.
"The Landowners attended to request a change in the County's Road Widening Policy as it
applies to severance applications. The Landowners feel road widening requirements on
their property is premature and requested the condition be withdrawn. The report entitled
"Land Purchase Practices for County Road Widening" dated December 7, 2005 from the
Director of Engineering Services, was considered. The Director of Engineering Services
explained the rationale for road widening requirements and that it has been County
practice for over three decades. He further noted this type of acquisition is authorized
through the Planning Act. Much discussion took place regarding the pros and cons of the
previously established road widening policy.
A motion to withdraw staff's recommendation for the 10 foot road widening was defeated.
And that the report entitled "Land Purchase Practices for County Road Widening" dated
December 7, 2005 from the Director of Engineering Services be received and filed."
After reviewing County Councils decision, the Landowners appealed the decision against
the Elgin County Land Division Committee.
DISCUSSION
On March 21, 2006 the Ontario Municipal Board conducted a hearing of evidence in
regards to the appeal from the Landowners on Truman Line.
The Landowners hired legal counsel and a planner, which made submissions on behalf of
their client.
The planner gave expert testimony as a land use planner and of essence stated that the
condition for road widening was unreasonable on anyone or a combination of the
following:
. The absence of an official plan or transportation plan policy requiring or authoring such
requirements and expansions,
. An alleged inconsistent approach of the County of Elgin to such land transfers,
. The absence of actual need for expansion of Highbury Road,
. Physical impediments to the expansions of Highbury Road, including the Elgin Primary
Water Line as located immediately west of the existing travelled portion of Highbury
Road,
. Inconsistent application of demand for lands for expansion of Highbury Road.
The Board Hearing continued for a second day on July 4, 2006, to hear evidence on
transportation pl'anning. The County of Elgin retained an expert in transportation
engineering for transportation planning and traffic impact. The transportation expert
stated that it would be appropriate and prudent to take measures necessary for additional
right-of-way to allow for widening of the Highbury Avenue to four lanes.
The Ontario Municipal Board made a decision on November 6, 2006, copy attached, in
allowing the appeal, the board member stated as follows:
"The Board finds that the condition is not reasonable. There is no established need for
acquisition of additional lands for road widening. In the absence of a policy to acquire
additional lands and in the absence of a plan to widen Highbury Avenue, the County needs
to demonstrate that the acquisition is necessary. The Board finds the possibly of widening
Highbury Avenue is too remote to be considered necessary.
The Board is not convinced that the traffic volume study indicates that there is increased
traffic pressure on Highbury Avenue, which justifies the acquisition of the subject lands.
On the contrary, the traffic volumes presented to the Board indicate that the volume
fluctuates. Some years there have decreased volumes and other years there have been
slight increases. The Board is unable to conclude, based on this study, that there is any
justification at present, for acquiring additional lands for road widening. That Board finds
at this time the County is merely speculating that the need to expand Highbury Avenue
will arise someday. If that day materializes in the future there are other methods to
acquire the lands rather removing them from a very productive agricultural operation.'!
The OMB made reference for the need of an "Official Policytt or Transportation Master
Plan. To complete such a Plan the County would need the assistance of a planner, traffic
engineer and lawyer. Staff has reviewed the Plan of a County with similar attributes and
would use that as the starting point. The traffic engineer would specify what roads within
the next twenty years would require improvements (four lanes, traffic signals, directional
turning lanes) and finally the solicitor would need to review the Plan to ensure that the
document is compatible with the OMB decision.
Once that process was complete, the County would hold a public meeting(s) to solicit their
comments. Staff would review the comments and make any changes to the Plan if
required. Then the municipalities would be requested to include the Plan within their
Official Plan so that the document could be assessed by any person who may have an
interest in that document.
And finally, the document would be reviewed after three years to make sure that the
intentions of the Plan are actually materialized.
In a preliminary review of our needs for the Plan staff has identified two areas in our
County: the area surrounding St. Thomas and in and surrounding Aylmer, which would
require additional lands for future traffic lanes in the next two decades. The roads that are
listed below have volumes that will be in the next two decades reaching 10,000 to 15,000
vehicles per day.
In the St. Thomas area those roads or portions of those roads are: Sunset Road,
Wellington Road, Dalewood Road, Highbury Avenue, Centennial Road, Fairview Road, Ron
McNeil Line, Elm Line, John Wise Line, Southdale Line, and Talbot Line. In the Aylmer
area the roads or portions of roads are: Elm Street, Beech Street, John Street and Imperial
Road.
The traffic analysis would require a review of: the volumes, accidents and turning
movements. In the last few years staff has been gathering data for individual studies due
to interest from County Council or residents.
CONCLUSION
Due to the recent challenges to the Ontario Municipal Board by landowners, now is the
time for a Transportation Master Plan in Elgin County.
There is presently no policy adopted by County Council that addresses additional traffic
lanes due to growth from the present two lane County road. County roads that lead into
the City of St. Thomas and the City of London plus several County roads in the Aylmer
area within the next two decades will require additional transportation infrastructure to
accommodate the growth, i.e. four lanes.
Staff is recommending that a Transportation Master Plan be developed with the assistance
of a transportation engineer, land use planner and a solicitor. This Plan would be reviewed
by County Council and the public so that it can represent the best interests of both the
County of Elgin who provides services and the landowners who will then have information
on the transportation.
The cost of these services is estimated at $25,000 and will be included in the 2007 Capital
Budget.
RECOMMENDATION
That a Transportation Master Plan be completed and that funds, $25,000, be allocated
from the Land Purchase Capital Account and be included in the 2007 Capital Budget.
c~w~
Mark G. McDona
Chief Administrative Officer
Respectfully Submitted
Clayton D. Watters
Director of Engineering Services
1:--
I
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~,.
Ontario
Ontario Municipal Board
_c~..~=_._._.~=~==~==c="=~==Gommiss.ion_..de_s_.aft~~~!l1J,!DlQiR.alelHI~l:Q_IJ!~!~===_~==~~~. ~===.===,=
ISSUE DATE:
Nov. 06, 2006
DECISION/ORDER NO:
PL051275
3120
Joanne Ferguson et aI., have appealed to the Ontario Municipal Board under subsection 53(19)
of the Planning Act, R.S.O. 1990, c. P .13, as amended, from conditions imposed by the County
of Elgin Land Division Committee which approved an application numbered E101/05 for consent
to convey part of the lands composed of Lot 8, Concession 13, in the Municipality of Central
Elgin
OMB File No. C050403
APPEARANCES:
Parties
Counsel
Joanne and Colin Ferguson
P. Brooks
Corporation of the County of Elgin
S. Gibson
DECISION DELIVERED BY K.J. HUSSEY AND ORDER OF THE BOARD
This is an Appeal by Joanne Ferguson and others (Applicants) from a decision of
the County of Elgin Land Division Committee that imposed a condition on a consent that
was approved to sever 40.2 hectares from lands known as Lot 8, Concession 13 in the
municipality of Central Elgin. The condition requires the Applicant to transfer to the
County, a 10-foot strip of land along County Road 30 (Highbury Avenue) for a road
widening allowance. The County has set a purchase price on the lands of $6800 per
hectare. The Applicants have appealed the condition.
The Applicants' objections are on the grounds that there is no policy basis for the
condition and in the absence of policy the condition is not reasonable, necessary or fair.
The Applicants assert that the municipality has done no research and has no
transportation plans, which necessitate acquisition of the lands. The Applicants claim
that the Municipality has not applied this condition uniformly to other severances.
I~
-2-
PL051275
The Board heard evidence from the Applicant Colin Ferguson and from Laverne
~=~'=-====Kirkness-;=a=c()nsultant=l::afld=Use=Planl'ler=in=sljpp€l1t=0Mhe=Af)l'>liGants~QsjtiQIl-:r-l:u~----~======-=
County presented evidence by Clayton Watters, the County's Director of Engineering
services and Frank Berry, a Transportation Engineer retained by the County.
The subject lands are located north on Truman line along the west side of
Highbury Avenue. These lands are part of the large farm holdings of the Fergusons who
are bean growers. They have supplied beans to domestic packers and canners and to
foreign markets for over forty years. Mr. Ferguson has lived on these lands all his life.
The purpose for the severance is to merge the lands in title with the agricultural holdings
to the west, also owned by the Fergusons, on which they intend to continue their farm
operation. A dwelling on .28 hectares would be retained and continue to be used as a
residence.
Mr. Ferguson objects to losing his lands, which he said, are all needed for his
cash crop operation. But in addition, Mr. Ferguson claims that the purchase price of
$6800 per hectare offered by the County is well below the value of his property.
Mr. Ferguson testified that he was unaware of the County's road allowance
requirement as there is no written policy informing the public of this; nor is this a uniform
practice. He testified that he was recently granted consent to sever lands south of the
subject property. Those lands are also located along the west side Highbury Avenue
south of Ferguson Line and there was no similar requirement for a road allowance.
The Applicants' planning consultant gave evidence that in his opinion the
condition imposed is neither reasonable nor necessary and there is no planning basis
for that condition. Mi". Kirkness informed the Board that usual practice is to describe in
policy terms the conditions that are imposed on applications for consent. However, the
County of Elgin does not have an Official Plan and there are no other policies either
through the County of Elgin, the former Yarmouth County or Central Elgin that iNould
inform the public of the requirement for a road widening allowance with consent
applications.
The Applicants submit that in the absence of policy, Section 51 (25) of Planning
Act guides the conditions that can be imposed. That section gives the approval authority
(
r--
- 3-
PL051275
~~"~~~~,"~o~=R~r!I!il?_si.fm._i()Jrl1JlQ~~_~()_ndi!ions that are reasonable and necessary having regard to
the n~tu~;-;;fth-e- de~~I~pm;~tP;-;P;;-d:-Th~-APPi~~-~t~-;-positiOn"[S=Hlatthere is no'--
need emanating from the application or the area in general that would justify taking
lands away from the farm operation.
Highbury Avenue is a two-way road, which provides a link between the City of St.
Thomas, south of the subject property, and the City of London to the north. It is one of
three such links. The current traffic volume on HighbUry is approximately 12,000 per day
and is expected t6 grow to approximately 14,000 per day over the next 15 to 20 years.
There appears to be no plans for improvement for the section of Highbury Avenue to the
north, within the next twenty years, set out in the City of London's Transportation plan
2004.
The Applicant questions the County's ability to widen the road on the west side of
Highbury because it contains the water pipes from Lake Erie to the City of London
buried 3 to 6 metres below grade. This pipeline is approximately 3 metres away from
the required road widening allowance. The Applicants submit that the pipelines with its
valves, chambers and vents, some of which rise above the surface, would obstruct
construction of a roadway. The Applicant therefore questions the utility of a road
widening allowance in that location.
The County's position is that there is ~ review process for severances in place. A
'severance committee', approved by County Council, reviews applications on a monthly
basis. There is a written guideline for the process. Mostly, it establishes the timeline for
the application process. Engineering Staff comments on each severance that occurs
adjacent to a county road. There is a comment sheet with a sub-heading "Land for Road
Widening" which states that a policy has been in existence for many years requesting a
right of way of 30 metres in rural areas for future road widening. It states that the
purpose of this additional width is for utilities. In areas where creeks or valleys exist this
width will vary. Daylight corners are also requested at County Road intersections in rural
areas.
The County's Director of Engineering services testified that he drove to the
subject site and came to the conclusion that the land was needed for road widening.
This road widening allowance is additional to the 30 metre right of way mentioned in the
-4-
PL051275
policy. He made the decision on the basis that Highbury Street has seen increased
. -'-'==~"-~""tfaffic'VbILime:'~Mr:=Watters=testified~that=he=antieipates~4hat~there,~willc~be=a~fel:lr~lanec,=,~=~c=":===
highway between St. Thomas and London but there was no specific project designed at
this time. Mr. Watters confirmed that the municipality does not have a transportation
policy.
The County submits that the absence of a Plan does not preclude the County
from seeking a dedication of land. There is no precondition under the statutory scheme
that a policy has to be in place for this purpose. All that is required, is the dedication to
be reasonable and the traffic expert's evidence reflect that the request is reasonable.
The County submits that Increased traffic volume on Highbury Street justifies expansion
and acquisition of land. According to the County's traffic consultant, projected use will
necessitate expansion and land acquisition. It is therefore prudent to start now to
acquire lands for that purpose. The County argues that situation renders the decision to
impose the condition, reasonable.
The Board finds that the condition is not reasonable. There is no established
need for acquisition of additional lands for road widening. In the absence of a policy to
acquire additional lands and in the absence of a plan to widen Highbury Avenue, the
. County needs to demonstrate that the acquisition is necessary. The Board finds the
possibility of widening Highbury Avenue is too remote to be considered necessary.
The Board is not convinced that the traffic volume study indicates that there is
increased traffic pressure on Highbury Avenue, which justifies the acquisition of the
subject lands. On the contrary, the traffic volume counts presented to the Board indicate
that the volume fluctuates. Some years there have been decreased volumes and other
years there have been slight increases. The Board is unable to conclude, based on this
study, that there is any justification at present, for acquiring additional lands for road
widening. The Board finds that at this time the County is merely speculating that the
need to expand Highbury Avenue will arise some day. If that day materialises in the
future there are other methods to acquire the lands rather than removing them now from
a very productive agricultural operation.
For these reasons, the Board finds that the condition is unreasonable. The Board
allows the appeal, confirms that provisional consent shall be given and orders that the
/"
(
-5-
F-
PL051275
condition requiring the Applicant to transfer to the County, a 10 foot strip of land along
~=c==~Couniy-Road -3(r(HighburyAve"n~ue)for-a-roacrwlCle-n'ng-anowanse;. beremoved~------
This is the order of the Board.
"K. J. Hussey"
K. J. HUSSEY
MEMBER
REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Director of Engineering Services
DATE: January 8, 2007
SUBJECT: Highway #3 Planning Study
CORPORATE GOALS:
To build and maintain an efficient, affordable, effective and safe transportation network
that accommodates the diverse needs of our communities and is able to support
economic development and sustainable growth.
To provide innovative and collaborative quality service.
INTRODUCTION:
In December 1999, a representative from the Ministry of Transportation (MTO)
attended County Council to discuss the proposed Highway #3 improvements. Council
indicated to the MTO that new industry could be attracted to locate in Central Elgin if
the state of the road system was improved and the status of the proposed Highway
network was known.
County Council suggested that County staff organize a meeting with MTO and the local
municipalities to discuss traffic growth patterns with a view to determine mutually
agreeable highway improvements to facilitate new and anticipated growth.
The resolution is as follows" That the Ministry of Transportation be requested to fund
50% of the Highway #3 Planning study; and,
That the MTO be requested to confirm in writing their willingness to move the date of
construction upon completion of the study."
DISCUSSION:
Staff held two meetings in the summer and fall of 2000 and discussed the then
proposed re-construction of Highway #3 and the extension of the proposed Highway
#3 by-pass. In this report we will only be discussing the Highway #3 proposed by-pass.
In 1999 the Highway #3 bypass was on the MTO priority list, but it was still 15 or more
years away from being initiated. Other Provincial Highways have as much as 2.5 times
the volumes and counts. Therefore, there are more pressing needs than building a new
Highway #3 from St. Thomas to Aylmer, especially since Highway #3 had a major
resurfacing completed in the last few years.
Preliminary costs have a new highway at more than $1 million per kilometre or more
than $14 million.
The current uncertainty of the proposed project creates many problems for the eastern
half of Elgin County. Restrictions posed against any lands that have been designated by
the Province under the Route Planning Study of 1975 have resulted in negative
economic impacts on all communities involved.
If the lands have been designated by the MTO to be used for a future project, that
designation restricts the land owner from re-c1assifying, re-zoning, or severing any part
of those lands. These restrictions are imposed against the entire property rather than
the specific portion required by the project because a complete and through detailed
design is not completed and these areas are not known.
To alleviate the majority of concerns and current conflicts the by-pass would not
necessarily have to be constructed at this time. What needs to be completed is an
updated planning study and design of the proposed project. A current planning study
and functional design would enable adjacent lands to be developed and plan for the
future.
To initiate the creation of an up to date planning study and functional design the local
municipalities and County could enter into a cost sharing agreement with the MTO. This
sort of arrangement has been accomplished in the past in other areas of Ontario to
initiate works that would not have otherwise been completed by the Province. Without
action from the local municipalities involved, a new route planning study may not get
completed for many years. A rough estimate in for planning study and functional design
of this scope is approximately $800,000 and requires two years to complete.
CONCLUSION:
Realistically, construction of the proposed Highway #3 by-pass would not be initiated
within the near future due to other roads within the Province having greater
importance. An updated and current route planning study and functional design would
enable involved lands, communities and municipal government to proceed with
servicing, development and future planning.
To initiate the competition of such a study in the near future a cost sharing agreement
could be arranged with the MTO. The study would cost approximately $800,000 and
take as much as two years to complete. The MTO would be responsible for selecting
the consultant and facilitate the completion of the study to ensure it would be
recognized by the Province.
In 1999 the MTO has suggested it would fund, if approached, 50% of the cost or
$400,000 (50% of $800,000), in today's dollars. And, the municipalities would fund the
remaining.
One solution on funding the remaining 50% within the municipalities is to share costs
based upon the length of road within their respective municipality. In 1975 the
proposed route was 17.8 kilometres from St. Thomas to east of Aylmer. In percentage
terms it would be: Central Elgin - 52%, Malahide - 36% and Aylmer - 12%. Another
option is to have the County upfront some or all the costs and be reimbursed through
development charges.
Finally, these amounts and suggested contributions have not been agreed to between
parties involved.
RECOMMENDATION:
That Mr. Steve Peters M.P.P. representing Elgin County, be requested to arrange a
meeting with the Minister of Transportation to discuss the completion of the Planning
Study and Functional Design for the Highway #3 from St. Thomas to Aylmer.
fmJ ~-tw0
Approved for Submission
~
Chief Administrative Officer
Respectfully Submitted
Clayton Watters
Director, Engineering Services
REPORT TO COUNTY COUNCIL
FROM: Peter Dutchak, Manager, Road Infrastructure
DATE: January 8, 2007
SUBJECT: Maintenance Best Practices (MBP's) - Update
CORPORATE GOALS:
To build and maintain an efficient, affordable, effective and safe transportation network
that accommodates the diverse needs of our communities and is able to support
economic development and sustainable growth.
To provide innovative and collaborative quality service.
INTRODUCTION:
The County of Elgin invests more than $2.5 Million annually on County Road
maintenance activities. The lower tier municipalities provide road maintenance services
to the County of Elgin through formal agreements.
Although our formal agreements include minimum maintenance criteria (Minimum
Maintenance Standards) they do not acknowledge many maintenance activities being
completed. Examples are: tree removal, grass cutting, ditching and culvert flushing.
Staff is proposing to amend the existing maintenance agreements to include
Maintenance Best Practices (MBP's) as a reference appendix to formally acknowledge
and provide guidance for the various maintenance activities being completed on County
Roads daily.
At the September 12, 2006 session of County Council, the following recommendation
was adopted: "THAT the Elgin County Maintenance Best Practices be circulated to the
lower tier municipalities for their comment with the intent of incorporating these
guidelines into the formal maintenance agreements."
DISCUSSION:
Maintenance Best Practices (MBP's) have been developed to assist the lower tier in the
delivery of their road maintenance program. MBP's are guidelines that represent
experience and expertise in the effective delivery of roadway maintenance. These MBP's
have been reviewed, modified and accepted by the lower tier road supervisors at our
regular monthly meetings.
It has been staff's intention to incorporate these MBP's into our formal maintenance
agreements to formally acknowledge these activities and to provide guidance for these
operations. It will remain the responsibility of each individual municipality to complete
road maintenance activities in an efficient and cost-effective manner to remain within
their annual maintenance allocations.
Also included within the MBP's are Environmental Protection (EP's) practices that
protect the environment and comply with the requirements of environmental legislation
during maintenance work.
Following Council's direction, the MBP's have been circulated to the lower tiers and
comments were requested. Attached to this report are those responses. In short, no
municipality had objection to the MBP's and some have favourably commented on the
benefits of identifying the need to improve the efficiency of providing services.
Although the Municipality of Bayham is supportive of the establishment of best
practices, they did not feel the MBP's needed to form part of the maintenance
agreement. Further discussion with the County Solicitor on this point reaffirmed staff's
desire to include them within the agreement so that one, formally recognised document
is utilized.
CONCLUSION:
The existing formal maintenance agreements do not identify many common
maintenance activities being performed daily on County Roads. Also, no guidance is
provided to define and suggest how an activity should ideally be completed. Once
incorporated, the MBP's will provide a reference tool for municipalities who likely
already follow many of these "common sense" guidelines. The MBP's will also
encourage consistent maintenance practices and standards across Elgin County.
Now that the MBP's have been circulated and comments have been received, the
County Solicitor will revise the maintenance agreements for their inclusion. Once
prepared, the agreements will be sent to the lower tiers for execution.
RECOMMENDATION:
THAT the Elgin County Maintenance Best Practices be incorporated into the formal
maintenance agreements with the County's local municipal partners and then be
circulated to them for their execution.
Respectfully Submitted
~
Manager, Road Infrastructure
Approved for Submission
WvJ~~
Clayton Watters
:{~ering 55:
Mar~o~
Chief Administrative Officer
TOWN OF
AYLMER
46 Talbot Street, West, Aylmer, Ontario N5H 1J7
Office: (519) 773-4918 Fax: (519) 773-3029 Cell: (519) 808-7500
Rod Tapp
. ... Pire.~tor of Qpera_#oIl~.__n_
October 26, 2006
Mr. Peter Dutchak, C.E.T.
Manager of Road Infrastructure
County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5Vl
Dear Mr. Dutchak;
RE: REVIEW AND CONSENT WITH RESPECT TO MAINTENANCE BEST PRACTICES
This letter is to inform the County of Elgin that the Town of Aylmer has thoroughly reviewed
the Maintenance Best Practice's that the County intends to include as an appendix within our
formal maintenance agreement and does not have any issues with the proposal or its content.
The Town of Aylmer would like to thank the County of Elgin for identifying the need to
improve the efficiency and cost-effectiveness of providing superior service to our constituents
and look forward to an excellent continued working relationship in the future.
~
Rod T,pp
Director of Operations
Town of Aylmer
RECEIVED OCT 3 1 2006.
~1/06/2006 ION 11:38
FAX 519 866 3884 Municipality of Bayham
~ 0011001
Municipality of
Bayham
.... _}~~~();x:_16Q~1,~~_ P!:l~~o_a<1,
Strdffurdville. Ontario NO] 1YO
Tel: (519) 866-5521 . Fa'K: (519) 866-3884
t':IIlail: bayham@bayham.on.ca
I
_ .---..--.. ==i
November 3,2006
1. ~
Fax No. (519) 631- 4297
Peter Dutchak, C.E.T.
Manager of Road Infrastructure
County of Elgin
450 Sunset Road
St. Thomas, ON
N5R 5Vl
Dear Mr. Dutchak,
Re: Maintenance Best Practiccs - Ehrln County Roads
Thank you for the opportunity to comment regarding the proposal to include the Elgin County
Maintenance Best Pmctices as a part of the current maintenance agreements.
In principal, the Municipality of Bay ham is supportive of the establishment and sharing of best practices
as a guideline/tool to improve maintenance activities. In addition, our Public Works department has not
expressed any concerns with the MBP's as circulated.
However, it is our view that inclusion of the MBP's in the formal maintenance agreements is not
necessary. The Minimum Maintenance Standards will continue to govern, and there would be concern
should any MBP's conflict with such standards. Additionally, funding for maintenance activities is
intended to be unaffected by MBP's_
Therefore, the agreements themselves need not formaUy include the MBP's. It is understood that the
primary purpose of the MBP's are to identify industry accepted methods to complete maintenance
activities (including some that may not be in the MMSs) and to be a g:uidance dOC'UJJ1ent A municipality
may still utilize their own methods as local situations warrant.
Perhaps it would more appropriate to adopt the Maintenance Best Practices outside ofthc current formal
agreements. Each Municipality can review/comment/contribute to update the document as a guideline.
Amendments, additions etc. may then also occur without the need for an amendment to the existing
Maintenance Agreements.
Thank you again for the opportunity to comment. If you require anything further, please do not hesitate
to co act me.
.'
crhe Corporation of the %uniciparity of Centra[ ~Cgin
450 Sunset Drive, 1 st Floor, St. Thomas, Ontario N5R 5V1
Ph.519-63104860 Fax 519-631-4036
====:-.==..-=:-...=:-.==="-~.=",,,,=~-=-~-=====-...--::..=_=..:.~o,,,,:..,,===----====--=--:=...=,,,-=:-.:;:.,:..:=.:=,==-::,=--~","=",,--,"--~~=~---===,=~::,::=,-';";';;'-";'~-'-';".,
';
October 18, 2006
County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5V1
Attention: Mr. Peter Dutchak
Dear Sir:
Re: Maintenance Best Practices, Elgin County Roads
Please be advised that the Municipality of Central Elgin has reviewed the Maintenance Best
Practices as developed by the County of Elgin for maintenance on Elgin County roads and have
taken these Best Practices to Central Elgin Council for their endorsement.
We would advise that the Municipality of Central Elgin have no comments on the proposed
Maintenance Best Practices for the County of Elgin.
If you have any questions please do not hesitate to contact the undersigned at
519-631-4860 ext. 277.
Yours truly,
~~Q .
Lloyd J. Perrin
Director of Physical Services
Corporation of the Municipality of Central Elgin
LJP/bp
Cc: Elgin County Roads General
Mike Hare; Operations Superintendent, Municipality of Central Elgin
RECEIVED OCT 2 5 2006
MAYOR
Bonnie Vowel
259 Mary Street
Dutton, NoL tJo
DEPUlY MAYOR
Cameron McWilliam
'-'~"""~'~='='~-='2874o-eeltie'Line-RR#'~==~=======""----"-
DuttoD, NoL WO
9dunicipaEity of (])utton!CDunwicli
Box 329, 199 Main Street, DUTfON, Ontario NoL 1JO
Telephone: (519) 762-2204- Fax No. (519) 762-2278
ClerkTreasurer Administrator
Ken Loveland
COUNCILLORS
Elizabeth Komaker
1 Lions Road, Box 214
Dutton, NoLtJo
John Yokom
32543 Pioneer Line, RR # 1
lona Station, NoL IPo
Donald H. Page
7949 Coyne Road RR # 2
WalIacetown, NuL 2Mo
November 1 ih, 2006
County of Elgin
450 Sunset Drive
St. Thomas; Ontario
N5R 5Vl
Attention: Peter Dutchak, C.E. T.
Dear Peter
Re: Maintenance of Best Practices
The Council of the Municipality of DuttonJ])unwich has no objection to the inclusion of the
Maintenance Best Practices as an appendix to our formal maintenance agreement.
Yours truly, -~/7 ~
~~
Ken Loveland
Clerk Treasurer Administrator
. KL:ht
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
IIALA.iS.H.II
October 20, 2006
Mr. Peter Dutchak, C.E.T.
Manager of Road Infrastructure
County of Elgin Engineering Services
450 Sunset Drive
St. Thomas, Ontario
N5R 5VI
Dear Sir:
Re: Maintenance Best Practices - Elgin County Roads - Follow Up
Further to your letters dated September 13, 2006 and October 12, 2006, please be advised
that the Township of Malahide Council and Staffhave now concerns in the above matter.
Yours truly,
TOWNSHIP OF MALAHIDE
Q~
Randall R. Millard
:gt
RECEIVED OCT 2 4 2006
RANDALL R. MILLARD
C.A.O'/Clerk
SUSAN E. WILSON
Treasurer
TOWNSHIP OF SOUTHWOLD
35663 Fingal Line
Fingal, ON NOL 1 KO
Phone: (519) 769-2010
Fax: (519) 769-2837
Email: tmichiels@twp.southwold.on.ca
November 10, 2006
Mr. Peter Dutchak
County of Elgin
450 Sunset Drive
St. Thomas, ON N5R 5V1
Dear Mr. Dutchak:
Please be advised that the Council of the Corporation of the Township of Southwold at
its regular Council meeting held on October 16,2006 passed the following resolution:
"THAT the information received from the County of Elgin regarding
Maintenance Best Practices for Elgin County Roads be received and
filed."
Please contact the Township if you require any further information.
Yours truly,
~'1fltkte
Tena Michiels
Deputy Clerk
RECEIVED NOV 1 5 2006
m
10-27-'06 09:23 FROM-WEST ELGIN MUNICIPAL 519-785-0644
T-246 P001/001 F-651
m42~rip&lif~ of ~zt ~lgi1t
October 27,2006
County of Elgin
450 Sunset Drive
St. Thomas, ON
N5R 5V1
BY FACSIMILE 519-631-4297
Attn: Peter Dutchak
Dear Sir:
RE: MAINTENANCE BEST PRACTICES - ELGIN COUNTY ROADS
Please be advised that the Council of the Municipality of West Elgin, passed the
following resolution at their meeting held on October 26, 2006:
Properly Moved and Seconded: .
RESOLVED that the Council of the Municipality of West Elgin has reviewed the
County of Elgin Maintenance Best Practices document and acknowledges that
this document is provided as a reference tool for maintenance activities on County
roads.
FURTHER the Council of the Municipality of West Elgin agrees, in part, with the
document as presented. Council suggests that an Introduction be added to the
document, which outlines that the document is for guidance and as a reference
tool for maintenance on County of Elgin roads.
DISPOSITION: Carried.
Should you have any questions please contact the undersigned.
Yours truly,
~~~~T
Clerk
22413 Hoskins LIne, Box 490, Rodney, Ontario NOl 2CO Tel: (519) 785-0560 Fax: (519) 765-0644
REPORT TO COUNTY COUNCIL
FROM:
DATE:
SUBJECT:
Sandra Heffren, Manager of Administrative Services
January 12, 2007
Council Remuneration - One-Third Tax Free Allowance
INTRODUCTION:
The Municipal Act made it mandatory that Council review its current practice, at least once during
its four-year term of office after a regular election, in order to continue or discontinue the one-third
tax-free allowance on remuneration paid to Councillors. The previous Council passed such a
resolution and the practice requires review.
DISCUSSION:
Council has two options to consider regarding the tax-free allowance as follows:
1. Continue with the practice of the one-third tax free allowance on remuneration paid to
Councillors and pass a resolution to this effect.
2. Discontinue with the practice of the one-third tax-free allowance on remuneration paid to
Councillors and pass a by-law to this effect, which would become effective on January 1 of
the next year. It is important to note that once the tax-free allowance has been allowed to
lapse. or the bv-Iaw continuina it has been repealed. there is no provision for a subseauent
Council to reinstate it.
CONCLUSION:
Council has utilized this tax-free allowance for many years in consideration of expenses
Councillors may have in the dischargeoftheirduties and there would seem to be no reason to
discontinue this practice. To preserve this allowance, a resolution must be passed stating
Council's intention that the one-third tax-free allowance on remuneration paid to its elected
members of Council and its local boards shall continue.
RECOMMENDATION:
THAT the Council of the Corporation of the County of Elgin, in accordance with Section 283(5)
and (7) of the Municipal Act, shall continue to apply a one-third tax free allowance on
remuneration paid to its Warden and Councillors deemed to be for expenses incidental to the
discharge of duties as a member of the Council or its local boards.
Respectfully Submitted
Approved for Submission
(~.<
San Heffr
Manager of Administrative Services.
Mark G. McDona ,
Chief Administrative Officer.
REPORT TO COUNTY COUNCIL
FROM: Mark G. McDonald,
Chief Administrative Officer.
DATE: January 8, 2007
SUBJECT: POA Charges Filed in Chatham-Kent
Corporate Goals Referenced:
#1 To ensure fiscal responsibility and accountability
#7 To provide innovative and collaborative quality service
#8 To recognize and seize opportunities for improvement
Introduction:
As Council is aware, for several years Elgin County has taken issue with the Ministry of the
Attorney General's decision to have Part 1 Traffic Offences along Highway 401 returnable
to the Chatham-Kent POA Court. Since May 2000, the Chatham-Kent POA Court has
been responsible for collecting and processing all tickets issued along the 401, including
Elgin's catchment area. This represents a significant loss of revenue to Elgin County. In
fact, from July 2001 to May 2005 Chatham-Kent has collected and retained $1.2 million
from tags issued in Elgin County.
Elgin County has met several times with the Municipality of Chatham-Kent at a staff level,
directly with two Ministers of the Attorney General from different governments and recently
with officials at the Ministry of the Attorney General on this matter. The persistence has
finally paid off. In the attached letter from Mr. Marc Garson, Director of Crown Operations,
Ministry of the Attorney General, Council will note that tags and the corresponding revenue
will be issued to the Elgin POA Court this year.
Discussion:
This is welcomed news from a long-standing issue faced by several Councils. The tags
will be issued by the Provincial Government's Highway Enforcement Action Team which is
fully funded by the Province. Up to three Elgin Group O.P.P. Officers may be deployed
when practical, however their time will be charged to the Provincial side of the ledger and
not to the local O.P.P. contract.
In essence, this can be considered "found money", since we have not been accruing this
revenue due to the jurisdictional uncertainty. It is important to note that traffic offences
along the 401 have dropped dramatically in the last couple of years with a corresponding
decline in expected revenue. For 2007, staff estimate that, after court costs and other
fees, Elgin County may expect a net revenueof$150jOOO. Staff emphasize that this isa
best "guestimate" since the impact of reduced enforcement for 2007 will not be known until
year end.
2
In staffs view, this new revenue stream should be dedicated to a long-term strategy to
offset expected costs in the future: A plan for the redevelopment of Terrace Lodge is in
the offing. Past Councils have redeveloped Long-term Care Homes in the west with
Bobier Villa in 1997 and in the centre with Elgin Manor in 2003. Terrace Lodge is next on
the agenda and would complete a County-wide upgrade of services to Elgin's residents
from west to east.
To that end, it is recommended that the net revenue generated from tags issued along
Highway 401 in Elgin County be collected in a reserve account, for the redevelopment of
Terrace Lodge.
Conclusion:
Finally, after years of discussion, negotiation and persistence, Elgin County will be
responsible for processing Part 1 POA charges occurring in its jurisdiction along Highway
401. Since the Province's Highway Enforcement Action Team provides the enforcement at
no direct cost to the Elgin Group O.P.P. contract, the attendant revenue should be
dedicated to a specific Elgin County initiative such as the redevelopment of Terrace Lodge.
This would have the further benefit of completing a County-wide upgrade of services to our
Long-term Care Residents from west to east.
Recommendation:
THAT the net revenue collected from Part 1 POA charges issued along Highway 401 in
Elgin's catchment area be allocated to a reserve account for the redevelopment of Terrace
Lodge.
ALL of which is respectfully submitted,
Mark G. McDona ,
Chief Administrative Officer.
@ Ontario
Ministry of the
Attorney General
West Regional Directorate
Criminal Law Division
150 Dufferin Avenue
Suite 202
London, Ontario
N6A 5N6
Telephone (519) 660-2400
Facsimile (519) 661-2887
Ministere du
Procureur general
Direction g{merale de l'Ouest
Division du droit criminel
150. avenue Dufferin
Bureau 202
London (Ontario)
N6A 5N6
Telephone (519) 660-2400
Telecopieur (519) 661-2887
-z,,-CD
Decembe~2006
Mr. Gerry Wolting
Acting Chief Administrative Officer
Municipality of Chatham Kent
P.O. Box 640, Civic Centre
315 King Street West
Chatham, ON N7M 5K8
JAN - 2 2007
Mr. Mark MacDonald
Chief Administrative Officer
Elgin County
450 Sunset Drive
St. Thomas, ON N5R 581
Staff Sergeant John Moffatt
Detachment Commander
Chatham Detachment
Ontario Provincial Police
535 Park Avenue East
R.R.4
Chatham, ON N7M 5J4
Dear Gentlemen:
As you all well know, there has been a long-standing issue regarding the filing of POA Part 1
Certificates of Offence along the 401 corridor. More particularly, tickets issued along the Elgin
catchment area of the 401 have been returnable (from the inception of devolution up until this
point) to Chatham Kent. This decision relates back to an OPP decision to dedicate in excess
of twenty officers to police the section of Highway 401 between London and Sarnia as a result
of a surge in highway accidents that occurred between 1999 and 2001.
At that time, the Ontario Provincial Police, the judiciary and the Ministry all recognized the
public interest in this decision. Since that time, there have been significant reductions in the
accident rates along that corridor of the 401 coupled with significant new challenges facing the
Ontario Provincial Police. I am advised by Staff Sergeant Moffatt that the current deployment
of officers along that corridor of the 401 is such that it is no longer operationally viable for all of
the Elgin tags to be returned to Chatham Kent. More particularly, he advises me that his Elgin
officers spend a significant amount of time commuting to the Chatham Kent court facility since
.. ./2
-2-
they are currently residing in areas closer to Elgin County. By having these Elgin County
officers return their matters to the Elgin Court facility, Staff Sergeant Moffat indicates that he
would then have more time to put officers on the road.
He further advises me that additional operational pressures support this change at this time.
This will ultimately be in the public interest to achieve this outcome.
I appreciate the historical issues behind this matter. I am also supportive of the operational
decision of the OPP. I am advised that this will commence in January 2007.
I am mindful of the lengthy time it has taken to address the many concerns that have been
raised. However, at the end of the day, and in light of current issues and challenges faced by
the Ontario Provincial Police, I am satisfied that this is both an appropriate and proper course
of action.
I trust the above is satisfactory. Please do not hesitate to contact me if you have any further
issues or concerns in this regard.
~~~.. $. :r~Id4..
~.
Marc A. Garson
Director of Crown Operations
West Region
REPORT TO COUNTY COUNCIL
FROM:
Mark G. McDonald,
Chief Administrative Officer.
DATE:
January 9, 2007
SUBJECT: Inspection Boundaries for Land Division Committee
Corporate Goals Referenced:
#8 To recognize and seize opportunities for improvement
Introduction:
At the December 14th, 2006 meeting County Council approved a recommendation,
emanating from the Township of Malahide, requesting that County staff review the
inspection boundaries for the Land Division Committee. This report examines those
boundaries.
Discussion:
The Land Division Committee is composed of five appointees representing seven
municipalities (refer to map attached). Elgin County Council is ultimately responsible for
confirming appointments based on nominations from the municipalities.
Severances and development in general occur at different rates depending on the activity
in each municipality. For example, in the three-year period from 2004 to 2006, the West
Elgil1/Dutton-Dunwich representative investigat~d 27 applications for severance while the
representative from BayhamlMalahide investigated 130. The following chart summarizes
the application statistics for that period:
Number of Land Division Applications
Total Number in Each
Inspection Boundaries 2004 2005 2006 Total Municipalitv
West Elgin
& Dutton/Dunwich 12 9 6 27 WE 25 DID 2
Dutton/Dunwich
& Southwold 16 17 14 47 DID 36 SO 11
Central Elgin .,
& Southwold 17 23 29 69 CE 54 SO 15
Malahide & Central Elgin
& Avlmer 46 35 26 107 MA 79 CE 14 AY 14
Bayham
& Malahide 60 39 31 130 BA 88 MA 42
Total 151 123 106 380
2
Traditionally the Land Division Committee members review the boundaries at the first
meeting in January, with a view to balancing the workload to the extent possible. The
determination of workload has been considered an operational/administrative decision and
has not involved County Council.
However, the determination of boundaries, while meant to serve administrative/operational
purposes, does affect the appointment process. When inspection boundaries overlap
municipal boundaries it means that more than one municipal government becomes
involved in the nomination process. For example, currently Malahide, Central Elgin and
Aylmer must agree on a nominee for an area where the vast majority of applications reside
in the Township of Malahide. Similarly, Bayham holds the majority of the applications in its
catchment area, but must seek Malahide's endorsement for a nominee.
On its merits, it makes sense to allow the Land Division Committee members to determine
their workload, since they are performing the function. Travel to and from inspection sites
is paid through a flat fee ($60 per inspection) so economies cannot be realized by strategic
location of members relative to sites visited. All are paid the same no matter the distance
travelled and all are compelled to conduct the investigation within defined timeframes.
The main issue is the requisite need to have agreement from more than one municipality
for an appointment, a natural occurrence when five members serve seven municipalities.
An option to eliminate the possibility of having several nominations from different
municipalities for the same position is to simply allow one municipality to make the
nomination on behalf of all who are affected. Referring to the statistics in the chart above,
the municipalities of West Elgin, Dutton/Dunwich, Central Elgin, Malahide and Bayham
would be responsible for recommending appointments due to the abundance of
applications in their municipality. The Town of Aylmer and the Township of Southwold
would not be given an opportunity for nomination due to the limited number of severances
occurring onayearly~basis.Ofcourse, municipalities could consult one another before a
nominee is advanced, however this would be optional.
In addition, to ensure fairness and consistency, the number of applications within municipal
boundaries should be reviewed in September of the year in which appointments are
necessary, with the understanding that the municipality in the boundary area with the most
number of severances over that period is granted the nomination rights for the next term of
appointments.
Conclusion:
Accepting the premise that the workload of committee members is best left to those who
conduct the work and that those municipalities that have the majority of land severances
should have the right to nominate a member for their area, the following recommendation
is presented for Council's consideration.
3
Recommendation:
THAT the Elgin County Land Division Committee be authorized to determine its workload
through boundaries that may cross municipal jurisdictions; and,
THAT commencing with the next vacancy for appointment, the municipality with the largest
number of severances occurring in the previous three-year period be granted the right to
nominate an appointee for the entire area served by the appointee; and further,
THAT notwithstanding paragraph two above, staff be authorized and directed to review the
number of severances in each municipality in September of the year in which nominations
are being requested to ensure that the municipality with the majority of severances in the
preceding three-year period is granted the right to nominate on behalf of all municipalities
within the boundary established by the Land Division Committee.
ALL of which is respectfully submitted,
Mark G. c ,
Chief Administrative Officer.
Land Divisio
Municipal Border
REPORT TO COUNTY COUNCIL
FROM: Larysa Andrusiak, Ambulance & Emergency Management Coordinator
DATE: January 11, 2007
SUBJECT: SWOAG and AMEMSO Updates
CORPORATE GOAL'S) REFERENCED:
To forge community partnerships.
To recognize and seize opportunities for improvement.
To provide innovative and collaborative quality service.
INTRODUCTION:
The Southwest Ontario Ambulance Group (SWOAG) has voted Elgin County
Ambulance & Emergency Management Coordinator as Vice- Chair of the
organization for 2007.
The Association of Municipal Emergency Medical Services of Ontario (AMEMSO)
has awarded the 2008 Annual Conference to London. Middlesex County
Emergency Services has approached Elgin County Ambulance & Emergency
Management Coordinator to organize the conference as a joint initiative.
This report is to inform Council of these developments.
DISCUSSION:
SWOAG is comprised of municipal ambulance directors/coordinators and
operators in Windsor/Essex, Chatham-Kent, Lambton, Elgin, Middlesex, Huron,
Perth, Oxford, Norfolk, Bruce, Grey, Haldiman and Wellington Counties. This
group meets quarterly to discuss local issues, propose local solutions, develop
positions on issues to bring forward to the provincial body, identify issues that
require a provincial approach and propose resolutions to the provincial
organization - AMEMSO.
During it's last meeting in mid October elections were held. The Vice-Chair was
voted as Chair and Elgin's Ambulance & Emergency Management Coordinator
was voted as Vice-Chair for 2007. It is expected that this additional responsibility
will be incorporated in this positions current workload.
AMEMSO holds its annual conference in late September. In addition to
conference sessions, EMS vendors showcase their products from new
ambulances and defibrillators to computer programs for electronic Ambulance
Call Reports. The highlight is the Awards Banquet at which Canadian EMS
Exemplary Service Medals and Bravery Awards are presented by Major-General
Rohmer. Traditionally Wardens and Mayors bring greetings to the upwards of
400 participants at the Awards Banquet.
As mentioned above Elgin County Ambulance Services was asked to organize
the conference as a joint Middlesex Elgin initiative. Elgin County's Ambulance &
Emergency Management Coordinator has been invited to sit on the 2008
Conference Committee.
The Coordinator is pleased to showcase Elgin-St. Thomas EMS and Elgin
County in this endeavour and to gain experience in the organizing of such a
conference. It is expected that Elgin-St. Thomas EMS staff will volunteer, assist
and participate in the Conference as will Middlesex-London EMS. There is no
net cost to the Municipality in this endeavour.
CONCLUSION:
The Southwest Ontario Ambulance Group (SWOAG) has voted Elgin County
Ambulance & Emergency Management Coordinator as Vice- Chair of the
organization for 2007.
Middlesex County Emergency Services has offered to share hosting of the 2008
Association of Municipal Emergency Medical Services of Ontario Conference in
London with Elgin County Ambulance Services as a joint initiative.
RECOMMENDATION:
That Council acknowledge the election of the Ambulance & Emergency
Management Coordinator as Vice- Chair of the Southwest Ontario Ambulance
Group (SWOAG) for 2007 and,
That Council acknowledge the organizing of the 2008 Association of Municipal
Emergency Medical Services of Ontario (AMEMSO) Annual Conference as a
joint venture with Middlesex County.
Respectfully Submitted
~~.~
Lary~rusiak, Ambulance &
Emergency Management Coordinator
REPORT TO COUNTY COUNCIL
FROM: Larysa Andrusiak, Ambulance & Emergency Management Coordinator
DATE: January 5, 2007
SUBJECT: 2006 Bi-Annual Ambulance Performance Review and Quarterly Report
CORPORATE GOAL(S) REFERENCED:
To ensure fiscal responsibility and accountability.
To provide innovative and collaborative quality service.
To recognize and seize opportunities for improvement.
INTRODUCTION:
This report addresses the bi-annual Performance Review of Thames EMS which
took place December 12, 2006 and the Quarterly Report for the period July 1 to
September 30, 2006.
DISCUSSION:
The performance review of Thames EMS resulted in a score of 97 out of 110. It
is attached for Council's information.
One area to highlight for Council is that response time comparisons of 2005 to
2006 show an improvement of 16 seconds, from 13 minutes, 55 seconds (13:55)
in 2005 to 13 minutes, 39 seconds in 2006. As our Ministry requirement is 15
minutes, 14 seconds, this statistic continues to be favorable.
The Quarterly Report for the period July 1 to September 30,2006 was received
by staff and reviewed December 14,2006.
Chute time compliance (time from notification from dispatch to being mobile -
requirement: 2 minutes 90% of the time) continues to be excellent in city and
county stations for Code 4 calls, ranging from 98.7% to 100% compliance in the
city to 2 months of 100% compliance and one month at 99.1 % compliance in the
county.
For Council's information, the Amending Agreement amending chute time
requirements from 2 minutes to 1.5 minutes 90% of the time is in effect as of
January 1, 2007.
Response times in the city were 12 minutes in July and 11 minutes in August and
September of 2006, 90% of the time. In the County, response times ranged from
14 minutes in July to 16 minutes in August and 12 minutes in September, 90% of
the time.
A comparison of third quarter response times since 2004 indicate an overall
response time of 14 minutes in 2004 and 2005, and 12 minutes in 2006.
CONCLUSION:
County staff continue to be pleased with the performance of Elgin-St. Thomas
EMS and will carry on working for continued service improvements.
RECOMMENDATION:
That the report entitled "2006 Bi-Annual Ambulance Performance Review and
Quarterly Report" be received and filed.
Respectfully Submitted
'<\~~ Ck~.:tv
Larysa ndruslak, Ambulance &
Emergency Management Coordinator
Schedule "H"
PERFORMANCE-BASED INCENTIVE PLAN
Performance Review
Six month Performance Review (July 1, 2006 - December 31, 2006)
Conducted December 12,2006, 1 :30 p.m.- 4:45 p.m. by Larysa Andrusiak,
Ambulance and Emergency Management Coordinator and Linda Veger, Director
of Financial Services.
Total Score Earned: 97 out of 110
Scores and Criteria:
._____i'L~_Shift Coverage: 9 __ _________
There was one instance of downstaffing of 1 hour in October. Another case was
investigated and it was found that no down staff had occurred.
The two Float positions are working well. They get the first shifts that become
available and ease the scheduling function immensely.
Replacement of Duty Managers is done by Station Managers and other part time
staff who work as managers, rather than replacing management with unionized
staff.
Level of shift overruns remains reasonable.
2. Reaction Times: 9.5
An Amending Agreement was signed by all parties in December, amending the
reaction or chute time requirement from 2minutes.90% of the time to 1.5 minutes
. 90% of the time for Code 3, 4 and 8 calls. MOH Data Division has been
contacted to provide data to the second rather than to the minute for chute times
to accurately monitor this new requirement.
Obtained from the Ministry ADDAS data, the 90th Percentile Response Times
Report (Ambulance Act) for Elgin County for the period January 1 , 2006 to
November 30,2006 showed 13 minutes: 39 seconds (13:39). The 2005 90th
Percentile Response time was 13 minutes: 55 seconds (13:55). This shows an
improvement in response times over last year.
The 1996 90th Response Time Standard that Elgin County is required to meet is
15 minutes, 14 seconds (15:14) 90% of the time. This statistic continues to be
very favorable.
2
3. Paramedic Staff Recruitment & Training: 9
There are 47 full time staff including management and apprbximately 28 part time
staff. 6 staff were hired this past spring, and several staff have moved on. 2 staff
are off on maternity leave, 1 is on long term leave due to illness, and 1 staff has
retired at the end of November.
The staff shortage experienced by EMS over the past several years has ended.
There is now an abundance of new graduates looking for jobs. It is an employers
market. Dealing with the. vast amount of resumes has become an issue
The Mobile Locator program has become operational. Crews report the
program is working well. The call location as well as ambulance location is
showing up on the map on the computer.
Annual staff recertification training conducted by Base Hospital is starting in
Decemb~r. andOODtillyJng on through January. This wilL includ~c.l~_~n~~-'I:ato[
inservice bY[aerCfa[ .. . .. .
;:.' .; ..
4. labourl Management Environment: 8.5
Thames EMS felt it was a significant accomplishment that no grievances have
gone forward.
An issue of discussion is the Lieu Day Bank, which consists of12 eight hour
days. Staff work 12 hour shifts and some want 12 hour lieu days, which currently
would result in 8 twelve hour lieu days.
Discussion took place regarding the removal of the current clause in the
collective agreement that the employer pays for Advanced Life Support (ALS)
tuition costs. This was initiated by the MOH OPALS study in which the
government paid for all training and costs associated with ALS. This is nbw no
longer in place. As well, the labour market has changed significantly in that this
incentive is no longer relevant from the employer's perspective and represents a
considerable cost.
...
.. \'.
5. CQII QA: 8.5
A Mutual Aid Agreement has been put in place with Middlesex County regarding
the sharing of vehicles in emergency situations.
MOH Certification Review took place November 7 - 9, 2006. The exit interview
indicated that the review went very well. Some minor points were highlighted for
improvement and have subsequently been addressed and Ministry notified.
Operator and County are awaiting the draft report.
The Patient Satisfaction survey report has been improved.
3
6. Records and Reports: 8.5
The monthly ambulance invoice review process is working well. The ambulance
budget to date was reviewed and indicates a slight surplus of approximately .5%
($30,000).
The Quarterly Reports are being completed in a more timely fashion due to
receipt of monthly ADDAS data disks from the MOH.
Additional ad hoc reports requested by the Ambulance Coordinator are being
provided in a timely fashion.
7. Ambulance Stations: 9
The landscaping at the Shaw Valley Base has been completed and that building
project has been closed out.
___c:cc=:c.::JJle wirin~lfQrtheJEPP funded portablegen~rClt()rf()rY'!~st Lome Legion and
Rodney Base is being completed and will be tesfed.---- -
Drop Lines to plug in vehicles were installed in the bases allowing batteries to
recharge.
The leases for the county bases have been put in place. Some new contractual
language clarifying insurance coverage and a contingency clause regarding an
event rending the base inhabitable (fire, flood) has been added.
It was noted that planning for the new Aylmer Base will begin in 2007.
8. Readiness of Personnel, Vehicles and Equipment: 8.5
A preliminary survey comparing gas and diesel vehicles was completed.
Secondary ambulances are being well utilized by crews coming on shift enabling
them to be ready to respond to a call while the previous shift completes their
current call. The Operator expressed a desire that in future all bases will house
two vehicles allowing this to be the practice at all our bases. Currently this is
occurring at our busiest bases in St. Thomas.
The status of defibrillators was discussed. In June, the Operator will provide a
current status report of the defib's. It was felt that this was a fair timeframe to
assess the effects of the Laerdal inservice on the staffs use of the defib's.
FED MED money purchasing options were discussed in addition to or as a fall
back to vehicle purchase. Fracture boards were mentioned (20-30 required at
$250 each).
4
9. Security and Continuity of Service: 8
CBRN training is being offered through the MOH to management staff. This will
be a two day course in London.
A priority agreement has been put in place with the oxygen supplier. Other such
agreements may be contemplated in future.
Station entry lock combinations were changed in October.
10. Interaction with Client & Stakeholders: 9.5
This is an area of strength for the operators. The Operator's projected budget
surplus commended.
Discussion ensued regarding computer replacement costs, with that cost to be
appropriate to the office supply budgeUine.Ibis was a costtbat had not been
--contemplated by Operator or County. .......mpmm____...
Elgin-St. Thomas EMS participated in the Med Quest Emergency Exercise at the
St. Thomas Airport in July as well as at the Snow Birds Air Show at the airport.
The Colour Guard participated in the Opening of Fire Station #2 in St. Thomas in
September.
It was noted that the Operator would again participate in the planning of a new
base for Aylmer in 2007.
.11. Value Added: 9
Thames is supporting a Color Guard representing Elgin-St. Thomas EMS.
Status of the Volunteer Incentive Program was provided.
Thames attends municipal functions such as the Municipal Dinners and Warden
functions. The Operator hosted several functions on behalf of Glen Szusz on the
occasion of his retirement - a dinner at the Wayside Restaurant, a reception at
. the Legion in Rodney and a commemorative plaque presented at the Thames
EMS Christmas party at the Stoneridge Inn.
AMEMSO, the provincial ambulance association, will be hosting a conference in
London in 2008. Elgin County has been asked to co-host this event. It is
anticipated that Thames EMS will be an integral partner in this endeavor.
REPORT TO COUNTY COUNCIL
FROM: Larysa Andrusiak, Ambulance & Emergency Management Coordinator
DATE: January 5, 2007
SUBJECT: 2007 New Ambulance Vehicle Purchase
CORPORATE GOAL(S) REFERENCED:
To ensure fiscal responsibility and accountability.
To recognize and seize opportunities for improvement.
INTRODUCTION:
In accordance with the Ministry Ambulance Vehicle Replacement Schedule, staff
and Operator have determined that replacement of one vehicle would meet our
fleet needs for 2007.
This report seeks approval for the purchase of a replacement ambulance vehicle.
DISCUSSION:
In assessing the county's ambulance replacement status, staff and Operator
determined that replacement of the 1999 vehicle (321,601 km's and 6,675 hours
at Dec. 31, 2006) would meet fleet needs in 2007. It is expected that in 2008
ambulance replacement would revert back to two replacement vehicles.
As Council is aware two gas ambulance vehicles were purchased in 2006 and
delivered this past summer. A pilot project has been initiated to compare gas
and diesel vehicles. Though still very early in the process (vehicles were put in
service in early July), a staff survey was initiated regarding the vehicles to
provide as much information as possible to this impending vehicle purchase.
Survey
Four vehicles were compared for the first three months of ownership: two diesels,
one used in the city and one in the county; two gas, one used in the city, one in
the county.
With regard to fuel economy, the evidence supports a half a kilometer per liter
gain in using a diesel engine compared to a gas engine. As the vehicles are of
similar weight and carry the same equipment, the difference between gas and
diesel regarding fuel consumption is minimal.
With respect to preventative maintenance, oil changes are done every 6000
kms. The cost for diesel ranged from $180 to $220 per oil change in 2005. The
cost for gas was $45. The cost differential is primarily due to diesel vehicles
requiring 15 liters of oil versus 6 liters for gas, and oil and air filters being more
expensive for diesels.
Elgin ambulances accumulate between 32,000 and 60,000 km per year. At
60,000 km, the cost for oil changes ($200 average price) for the year would be
$2,000 per vehicle and $450 for gas per vehicle. Also generally diesel
components are more costly to purchase than gas. This represents a substantial
cost savings for gas vehicles.
A paramedic user survey was done. Overall the data provided support a gas
over a diesel vehicle. Acceleration, room inside the cab, exhaust fumes smell,
quality of auscultation during emergency patient care and level of noise both in
the cab, patient compartment and outside the vehicle were reported to be more
favorable for the gas vehicle. Braking, driver comfort, visibility in the cab and fuel
economy were reported to be comparable between the gas and diesel. The ride
in the cab and passenger comfort inside the vehicle were reported to be slightly
better for the gas than the diesel. Paramedics indicated they were satisfied with
the decrease in the noise level of the gas allowing them to communicate better
with the patient and allowing them to more accurately hear lung sounds and
blood pressures.
It has been indicated that idling of the engine, for example while on stand by
providing balanced emergency coverage primarily done in o.ur county vehicles,
is better borne by the diesel engine. Also noted is that diesel engines require a
warming up period to start. Not allowing for this time results in excessive wear
on batteries and starter. Gas engines can be started cold.
The comparison report concluded by indicating that the best approach may be
the use of both gas and diesel vehicles relative to whether they were being used
in the city or county.
There has been a problem with the Ford 6.0 liter diesel engine. This is a problem
staff is aware of throughout the province. Our fleet has one such vehicle and it
has proven to be problematic.
Therefore, the information presented below includes price comparisons of GM
Gas vehicles and GM diesel vehicles from both ambulance manufacturers.
Gas Diesel
Demers $99,312 $107,268
Crestline $102,530 $108,822
Prices quoted are excluding taxes.
CONCLUSION:
In consultation with the Operator, it has been determined that replacing one
ambulance vehicle will meet fleet requirements for 2007.
Due to substantially lower maintenance costs, minimal differences in fuel
consumption between gas and diesel, quieter performance, avoidance of diesel
exhaust and particulate issues, paramedic satisfaction, and significant cost
differential, it is recommended that the Demers Gas vehicle be purchased.
The pilot project comparing gas and diesel vehicles will continue to capture
longer term use information.
RECOMMENDATION:
That Council approve the purchase of a 2007 Chevrolet Gasoline Engine
Ambulance from Demers Ambulances.
Respectfully Submitted
O\~~ ~~Ju
Larysa ndrusiak, Ambulance &
Emergency Management Coordinator
~r
Chief Administrative Officer
REPORT TO COUNTY COUNCIL
FROM: Harley Underhill, Director of Human Resources
DATE: January 15, 2007
SUBJECT: Probationary Period update
CORPORATE GOAL(S) REFERENCED:
4) To be recognized as a desired employer
8) To recognize and seize opportunities for improvement
INTRODUCTION:
Staff reviews of policy 3.60 regarding the probationary period for non-union and
contract positions with the County of Elgin have resulted in the proposed
recommendations for change (please see the attached draft policy).
DISCUSSION:
In efforts to ensure an appropriate timeframe that will allow for a full assessment
and evaluation of all new employees the changes to policy 3.60 are proposed.
RECOMMENDATION:
THAT Council approve the attached draft of policy 3.60 and that upon approval
policy 3.60 be adopted as submitted into the Human Resources manual.
mlsslo
r "I
uman Resources
Mark G. Mc
Chief Administrative Officer
DRAFT
County of Elgin,
Section: 3
Human Resources Policy Manual
Subject: Probationary Period
Policy Number: 3.60
Date Approved: Oct. 1/87
Date Last Revision: Dec. 15/05
Code - NU/CT
Page 1 of 3
(a) CHIEF ADMINISTRATIVE OFFICER, DEPARTMENT HEADS, MANAGERS AND
THOSE
IN
OTHER
SUPERVISORY
POSITIONS:
delete
[ASSISTANTS/DEPUTIES]
i) The first one hundred and twenty (120) days worked, including paid holidays,
for Department Heads, Assistants/Deputi~s, shall be a probationary
period. A performance review shall be conducted by the fortieth (40th) day,
eightieth (80th) day and end of the probationary period.
ii) For the Chief Administrative Officer (CAO) the performance review will
be conducted by County Council. Upon satisfactory completion of the
probationary period, County Council will recommend and confirm
permanent employment of the CAO by letter.
Department Heads the performance review will be conducted by the Chief
Administrative Officer. Upon satisfactory completion of the probationary
period, the CAO will recommend to County Council permanent
employment and confirm the same to the employee by letter.
Delete [For ^3Gictants/DcputieG, the performance revie'vv will be conducted by
the Department Head.
Subsequent to the performance reviews, progress reportc will be provided to
Council.]
For Managers and those in other Supervisor Positions, the performance
review will be conducted by the Department Head. Upon satisfactory
completion of the probationary period, the Department Head will recommend
DRAFT
County of Elgin
Human Resources Policy Manual
Section: 3
Code - NU/eT
Page 2 of 3
Subject: Probationary Period
Policy Number: 3.60
Date Approved: Oct. 1/87
Date Last Revision: Dee 15/05
to County Council permanent employment and confirm the same to the
employee by letter.
iii) If not satisfactory, based on just cause and in accordance with the Human
Resources Policy 11.1 0 (b), where applicable, the employee may be
terminated before the end of the probationary period or be granted an
extension of a further sixty (60) days worked, requiring performance reviews,
as in (a) ii) above, prior to the twentieth (20th) day, fortieth (40) day and end
of the probationary period in accordance with policy 12.10 (b).
(b) ALL OTHER EMPLOYEES
i) The first sixty (60) days worked, including paid holidays shall be the
probationary period for all other employees. A performance review shall be
conducted by the Department Head by the twentieth (20th) day, fortieth day
(40th) and end of the probationary period delete [and progress shall be
reported to the Committee of the whole Council].
ii) If satisfactory, the Department Head will confirm the individual's employment
by letter and a copy forwarded to the Human Resources Department for the
employees file.
iii) If not satisfactory, based on just cause, the Department Head in conjunction
with the Director of Human Resources may terminate the employee or
DRAFT
County of Elgin
Section: 3
Human Resources Policy Manual
Subject: Probationary
Period
Policy Number: 3.60
Code - Nu/er
Date Approved: Oct. 1/87
Page 3 of 3
Date Last Revision: Dee 15/05
authorize a further extension of sixty (60) days work and the performance
review would be the same as in (b) i) above in accordance with policy
12.1 0 (b).
(c) PROBATIONARY PERIOD -INTERNAL TRANSFERS
Employees transferred to other Departments will have the first sixty (60) days
worked treated as a probationary period and be subject to a performance review
before the end of the period as described above. Department Heads are under no
obligation to offer reinstatement in the previous Department to employees who do
not succeed in their new position.
(d) CONTRACT EMPLOYEES
Contract employees who are offered regular employment:
i) and have completed the probation period, outlined in section 3.60 (a) or (b),
will not be subject to a new probationary period.
ii) And are within the probation period will be required to continue the probation
period outlined in section 3.60 (a) or (b).
The County of Elgin is an equal opportunity employer and carries out hiring based on non-
discrimination of the Human Rights Code.
REPORT TO COUNTY COUNCIL
FROM: Dorothy Schaap, Payroll & Benefits Coordinator
DATE: January 11, 2007
SUBJECT: Excess Indemnity Renewal 2007, Occupational Accident Insurance
CORPORATE GOALS:
. To ensure fiscal responsibility and accountability
. To be recognized as a desired employer
. To provide innovative and collaborative quality service
INTRODUCTION:
The County's Excess Indemnity and Occupational Accident Insurance was to be
renewed at 12:01 a.m. on January 1,2007.' This report was late due to the fact the
provider was not able to confirm the rates until January 9,2007.
DISCUSSION:
The Excess Indemnity Policy assists with liability for claims in excess of $350,000
and to date we have forwarded six claims that have a potential to reach this amount.
The Occupational Accident Policy covers for partial or permanent disability on the
job and to date we have forwarded six claims for adjudication.
We are happy to report that overall, the effective premium is 6% lower than for 2006.
The premium for the Excess Indemnity for 2007 is $49,673.52 including taxes and
$8,952.12 including taxes for the Occupational Accident Insurance premium.
CONCLUSION:
Excess Indemnity coverage as well as Occupational Accident coverage for the
County for 2007 must be secured. It is imperative that we have no lapse in
coverage, which would open us up to liability. That the renewal rates for 2007 be
approved.
RECOMMENDATION:
THAT County Council approves the Excess Indemnity coverage and Occupational
Accident coverage for 2007 in the amount of $58,625.64. That the premium be
funded from the WSIB Reserve Account.
Respectfully Submitted
Mark
Chief Administrative Officer
LOAL~
Dorothy Schaap
Payroll & Benefits Coordinator
REPORT TO COUNTY COUNCIL
FROM:
Tanya Tilton-Reid, Human Resources Coordinator
Harley Underhill, Director, Human Resources
DATE:
January 15, 2007
SUBJECT: County of Elgin Health & Safety Policy
CORPORATE GOALS:
1) To ensure fiscal responsibility and accountability
4) To be recognized as a desired employer
INTRODUCTION
As outlined in the Occupational Health & Safety Act it is necessary for the
Employer to review, at least annually, a written occupational health and safety
policy.
DISCUSSION:
The Occupational Health and Safety Act requires that all Employers prepare and
review an occupational health and safety policy on an annual basis. In an effort
to ensure all County workplaces are compliant with the Act, a copy of the
County's Health & Safety policy has been forwarded for review. It is
recommended that a copy be signed by the County of Elgin's CAO and Warden
on an annual basis in order to establish compliance with the Act. Following the
review of the County's policy a signed copy of the policy must be posted in a
conspicuous location in each workplace in order to comply with the provisions of
the Act.
CONCLUSION:
In order to maintain the County's compliance with the Occupational Health &
Safety Act it is imperative that a review of the County's Health & Safety policy
occur onan annual basis. In order to demonstrate compliance it is advisable that
the Chief Administrative Officer and Warden sign and date a copy of the County's
Health & Safety policy for each separate workplace.
Each County Joint Health and Safety Committee has been asked to review the
current policy and provide any concerns or suggestions prior to 4:00 p.m. on
January 26,2007.
RECOMMENDATION:
THAT the members of County Council review the County's Health & Safety
policy.
THAT following the deadline for County JHSCs to provide concerns or
suggestions, and pending no changes, the Chief Administrative Officer and
Warden sign a copy of the policy for each workplace for 2007 to post in a visible
location (copies will be forwarded following the January 26,2007 deadline).
THAT in future years, should the JHSCs reviews result in no changes to the
policy that the authority for signing all copies of the policy be delegated directly to
the CAO without requiring reports through Management Team and/or County
Council.
Respectfully Submitted
rz:/~~~
Tanya Tilton-Rela
Human Resource~ Co-o
Ma McDonald
Chief Adminis ra Ive qfficer
County of Elgin
Health & Safety Policy
APPLICATION:
This policy applies to all work places under the authority of the County of Elgin.
INTENT:
. It is the intention of the County:
. To comply, to the fullest extent possible, with the spirit and intent of the Occupational Health and
Safety Act and all related legislation.
. To prevent risk of injury and illness arising from the workplace environment.
. To establish and maintain a Health & Safety program in co-operation with the Joint Occupational
Health & Safety Committees.
. To encourage the co-operation of all employees, in complying with the Health & Safety Policy and
Program.
POLICY:
The County of Elgin is dedicated to operating at a standard which will establish our County as a leader in
promoting and protecting the health and safety of all employees.
Through active le.adership and support the County's goal is to promote atti~udes amongst our employees
that will ultimately lead to the reduction and elimination of workplace hazards.
RESPONSIBILITIES:
The responsibility for the County of Elgin's Health and Safety Policy is delegated to all personnel.
Council Responsibilities:
. Continuing support of the Occupational Health & Safety Policy and Program and for the provision of
consistent application of Health & Safety standards across the County.
. Establishing and maintaining an internal system for program management, allocating funds, time and
human resources as necessary for Health & Safety.
Department Head Responsibilities:
. Administration and communication of the Occupational Health and Safety Policy and Program within
their departments.
. Encouraging attitudes and work practices that reflect the intent of the policy by ensuring employees
and supervisors receive regular and applicable safety training, according to their needs.
. Including Health & Safety responsibilities in performance criteria, as appropriate for management and
supervisory staff.
. Assuming ownership responsibility and maintenance as required by the legislation, for property and
buildings owned by the County.
. Ensuring that all contractors and sub-contractors and their employees meet or exceed the
expectations of the County's Health & Safety Program.
. Appointing Management representatives for the Joint Occupational Health & Safety Committee within
their department. Consulting with the Joint Occupational Health & Safety Committee and ensuring a
21 day response to recommendations.
. Ensuring the highest level of safety and health standards that exceed requirements of the
Occupational Health & Safety Act and related legislation, within their department.
Supervisory Staff Responsibilities:
. Familiarizing themselves and communicate to their staff, the Health & Safety Policy, the Safety
Program and the requirements of the legislation, as it applies to the workplace.
. Liaising with all staff and being of assistance to the Joint Occupational Health & Safety Committee, in
an effort to reduce and eliminate physical hazards and influence safe work attitudes among
employees.
. Instructing, informing and supervising employees to protect their Health & Safety.
. Investigating and responding to any safety or health related concerns which may be brought to their
attention and initiating corrective measures, as may be appropriate.
Employee Responsibilities:
. Uphold the requirements of the Policy, the Program and the legislation in order to assist the County in
providing a healthy and safe work environment. Communicating any violations to their immediate
Supervisor.
. Assuming responsibility for their own actions to prevent injury to themselves and other employees.
. Immediately reporting workplace and near miss accidents, no matter how minor.
Joint Occupational Health & Safety Committee Responsibilities:
. Identifying workplace hazards, through inspections, and recommending remedial action to the
Department Head.
. Conducting or assisting in investigations, as specified by the legislation.
. Making recommendations to Department Heads to enhance the effectiveness of the Health & Safety
Program.
. Promoting a high standard of safety values among all workplace parties.
. Members are entrusted with confidentiality of information concerning employees and the workplace.
Chief Administrative Officer
County of Elgin Warden
Date
Date
REPORT TO COUNTY COUNCIL
FROM:
Heather Rosevear, Human Resources Assistant
DATE:
January 23, 2007
SUBJECT: Summer Student Subsidy Reimbursement
CORPORATE GOAL(S) REFERENCED:
To be recognized as a desired employer
To forge community partnerships
To provide innovative and collaborative quality service
To recognize and seize opportunities for improvement
INTRODUCTION/DISCUSSION:
The County of Elgin participated in the Summer Jobs Service Program (SJS),
provided by Employment Services Elgin. This program is offered to employers to
support students with their search for summer employment as well as helping
employers by offering a $2.00 per hour wage subsidy to hire students.
CONCLUSION:
The County of Elgin was reimbursed $6,422.00 for 12 students hired from May
23, 2006 - September 5, 2006.
RECOMMENDATION:
THAT this report be received and filed.
Respectfully Submitted
mls
~~\ 1 \-l (\_1
Heather Rosevear
Human Resources Assistant
Mark McDo
Chief Administrative Officer
REPORT TO COUNTY COUNCIL
FROM:
Cathy Bishop, Director of Cultural Services
Brian Masschaele, Manager of Cultural Services
DATE:
January 12th, 2007
SUBJECT:
Museum and Archives 2006 Annual Reports
CORPORATE GOAL(S) REFERENCED:
To promote cultural services;
To forge community partnerships.
INTRODUCTION:
Attached for Council's information are the annual reports for the Elgin County
Archives and Elgin County Museum.
DISCUSSION:
The attached reports provide an overview of the operations of the Elgin County
Archives and Elgin County Museum for the year 2006 for Council's information.
Pending Council's approval, these reports will be made available to the public
and will be posted on the County's website.
CONCLUSION:
Attached to this report are the annual reports of the Elgin County Archives and
Elgin County Museum.
RECOMMENDATION:
That the annual reports of the Elgin County Archives and Elgin County Museum
be received as information.
Respectfully Submitted
~A'.
Cathy Bi op ~
Director of Library Services
~kQ
Bnarl'Masschaele
Manager of Cultural Services
Mar a
Chief Administrative Officer
FROM:
REPORT TO COUNTY COUNCIL
Brian Masschaele, Manager of Cultural Services
DATE:
20 December 2006
SUBJECT:
Elgin County Archives - 2006 Annual Report
INTRODUCTION
This report provides an overview of the Archives' activities and operations for the 2006 calendar year.
DISCUSSION:
The mandate of the Elgin County Archives is established through By-law No. 01-21. This by-law
governs the Archives' operations with respect to acquisition, preservation and public access. The
archives is administered by the Department of Cultural Services alongside the Elgin County Library and
Elgin County Museum. The Manager of Cultural Services is pleased to report the following highlights,
activities and statistics over the past year:
2006 Highlights
The following are highlights of activities and accomplishments within the past year, in addition to regular
activities associated with the program:
./ West Lome Community Complex fire salvage - Staff in the archives played a major role in the
salvage of municipal records and local history materials from the complex which was destroyed by
fire on February 8th, 2006. The village's archival records were once stored in this complex but were
transferred to the archives in 2002, highlighting the important service that the program provides to
the County's municipalities;
./ Elgin County Museum Relocation - Staff assisted with the re-location of the museum's archival
collections to their new location in the Elgin County Administration Building. Staff also assisted with
the installation of the museum's grand opening exhibit;
./ House of Industry monument - Staff facilitated the installation of a monument in partnership with
the Elgin branch of the Ontario Genealogical Society on the grounds of the former Elgin County
House of Industry located adjacent to Elgin Manor. The monument acknowledges deceased
residents of the home buried on the property. Warden Baldwin presided over a public ceremony to
dedicate the monument on July 25th, 2006.
./ Elgin County Tweedsmuir History Digitization Project - The archives received a federal grant to
undertake a project to scan Tweedsmuir history books from County Women's Institute branches for
eventual posting on-line. The project will be completed by spring 2007.
Collection Overview
The size of the Archives collection has grown considerably during the past year and now stands at
close to 500 linear metres of records as well as over a hundred thousand photographs, close to a
thousand maps and several audio-visual records. Highlights of the collection include County records
dating back to incorporation in 1852, records of amalgamated municipalities, the Scott-Sefton
Photograph Collection, Alma College records, Elgin County Library Microfilm Collection (comprising
over 1600 reels), Women's Institute records, Anderson's department store records and records of
numerous service organizations. The appraised value of the collection is now over $1.5 million dollars.
The following are highlights of private collections processed into the archives over the past year:
* Anderson's Limited I Anderson Family collection - A public launch ceremony, hosted by Warden
Baldwin, took place in June 2006 and received excellent publicity in the St. Thomas Times-Journal.
The collection is nationally significant, documenting the operation of an important retail establishment
for nearly a century. Family papers cover an array of community interests and contain one of the only
known series of correspondence covering the Boer War, First World War and Second World War in
Canada.
* Bob Moore postcards - This collection of close to two thousand images was donated by the County's
former Engineer and provides invaluable images of most of the County's communities, especially for
the period between 1900 and 1930.
* Ministry of Agriculture and Food -Elgin County branch records. This includes records pertaining to
partnerships with the agricultural community in the County and records of agricultural organizations,
including Junior Farmers. A long-term loan agreement was negotiated with the Archives of Ontario for
these records, likely establishing a precedent for other County records held by that institution.
* Land Division Committee records - Significant progress was made on a project to gain archival control
over this important series of records in partnership with the Deputy Clerk and Land Division Secretary.
* During the past year, the archives acquired records of Municipal World magazine, particularly the
editorial and research files of Michael Smither. This will be an extremely valuable collection on local
government in Canada and is expected to be launched in 2007.
Municipal Transfers
The archives continues to work on the protection and transfer of large volumes of records from local
municipalities, particularly those that existed prior to amalgamation in 1998. The process generally
involves sorting records on-site, transfer to the archives, conservation work, arrangement and
description, microfilming (as required) and integration into climate controlled storage. Significant
progress was made during the past year, with the Town of Aylmer, Township of Malahide and former
municipalities of South Dorchester and Springfield completed. The following is a summary of past
activity and future timelines for each municipality:
~ Bayham - Port Burwell, Vienna and Bayham completed and agreement issued in 2005;
~ Malahide - Springfield, South Dorchester and Malahide completed and agreement issued in 2006;
~ Aylmer - Completed and agreement issued in 2006;
~ Central Elgin: Yarmouth, Port Stanley and Belmont proposed for 2007;
~ Southwold - Completed and agreement issued in 2004;
~ Dutton - Dunwich - Completed in 2005 with agreement issued in 2006;
~ West Elgin -Transfer completed and agreement issued in 2003 for West Lome, Rodney and
Aldborough.
2006 Usage
The archives remains well used and patron feedback continues to be positive. One couple who use
archives across the province submitted a note of appreciation acknowledging County Council's support
of the program, stating that "we are impressed when a municipality understands the importance of
preserving its past and making its history available to the public". They also stated that "the Elgin
Archives is one of the most complete and best organized facilities that we have visited." The following
are statistics on patron usage over the past year:
~ Patron Visits: 343. This figure represents the number of individuals who formally registered to use
the Archives. The average user session was approximately three hours. Usage was steady from
April until October and was particularly heavy during summer months. The following is a
breakdown of the origin of these visitors:
Elgin County - 92; St. Thomas 77; Ontario - 130; United States - 38; Other Provinces - 6.
This number is down approximately twenty per cent from 2005 levels, although on-line usage
indicates that reference services overall have increased. The number of patrons from other parts of
Ontario and the United States nevertheless increased substantially during the past year, indicating
that the archives continues to play an important role in cultural tourism within the County. In the
case of almost all American patrons, the sole purpose of their visit to the County was to use the
archives.
~ Telephone I Letter I Electronic Mail Inquiries: 2000. Staff periodically tracked the number of
weekly telephone calls, letters and/or electronic mail messages received inquiring about the
archives' collections (i.e. non-administrative inquiries). Many of these were answered by archives'
staff without requiring a patron visit. On average, the archives handled 40 research inquiries per
week, leading to the figure of approximately 2000 for the year (minus holidays). Electronic mail
constituted the vast majority of these inquiries and this trend is expected to continue given the
archives' popular Internet presence. The number of inquiries received from local municipalities
continued to rise steadily during the past year, a reflection of the service delivery aspect of the
archives' mandate. In almost all cases, the archives was able to fulfil these requests the same day.
~ Research Topics: Genealogy was by far the largest use at approximately 75 per cent of all
patrons, with Scott-Sefton Studio photographs comprising another 15 per cent. Other topics of
research included heritage homes, environmental site assessments, drainage by-laws, by-law
enforcement, railway lines, land ownership, military history, history of schools, Alma College and
Anderson's Limited.
Website Analysis
The Archives' website at www.elgin.ca continues to be an essential tool in providing access to
collections and in raising public awareness. The site has a strong global presence and continues to
receive numerous compliments. According to figures provided by the Canadian Council of Archives,
the archives' descriptive catalogue is among the most comprehensive of any archival institution in
Canada relative to the size of the institution. A virtual exhibit pertaining to Anderson's department store
in St. Thomas was added to the site during the past year. Several Scott studio photographs were also
added and now number nearly a thousand.
The archives also has a strong partnership with ElginConnects (www.elginconnects.ca). During the
past year, County Council minutes and by-laws from 1852 to the present were made searchable
through the County's site on the portal.
The following are statistics on usage of the archives' website over the past year:
Visitor Sessions, 2006:
Average Session Length:
Countries of Origin:
61,931 (average of 235 per day)
10 minutes
United States, 70 per cent; Canada, 14 per cent; all other countries, 16
per cent.
Visitor sessions continued to increase at a rapid pace, up approximately 25 per cent from 2005 levels.
While primary usage was within North America, international visitors again came from six continents
and over fifty countries. The average session length of ten minutes is considered very high in an on-
line environment.
Records Management
An important component of the archives' mandate is to preside over active records management within
all County departments. This includes the maintenance of the County's records retention by-law
(updated January 2006) and ensuring that all schedules are enforced. Several hundred boxes of
departmental records were securely shredded during the past year. In partnership with the Department
of Information Technology, the archives also plays a leading role in the maintenance and on-going
development of the County's electronic document management system called Laserfiche. The
archives employed a Document Assistant to continue scanning records into the system from several
County departments. Funding for this position ended in April and departments are hoping to continue
this work internally. Several hundred thousand documents are now stored on this system for
searchable access by staff and the public.
Special Projects and Outreach
The Archives engaged in the following special projects and outreach activities during the past year:
)0> "Yesterday and Today" feature in the St. Thomas Times-Journal - This involves the daily publication
of a photograph from the Scott Studio collection with contact information;
)0> Use of photographs in the Sf. Thomas Times-Journal to commemorate International Women's
Week in partnership with Violence Against Women, Services Elgin County;
)0> Assistance to the counties of Middlesex, Norfolk and Huron regarding archives and records
management programs;
)0> Significant additions to the Archives' presence on "ARCHEION", Ontario's archival information
network;
)0> Photos for a public display to acknowledge Red Cross Month in Elgin County;
)0> Use of photographs for Municipal World magazine's 11Sth anniversary virtual exhibit;
)0> Several outreach initiatives with the Elgin County Branch of the Ontario Genealogical Society,
including indexing of the St. Thomas Times-Journal for births, marriages and deaths;
)0> Publication of an article on records pertaining to the Elgin County House of Industry in the spring
2006 edition of Ontario History;
)0> Publication of an article entitled "Alleviating the Paper Burden: 10 Tips for Implementing an
Electronic Document Management System"; Municipal World (June 2006);
)0> Publication of an article in the Archives Association of Ontario's newsletter Off the Record on
conducting a facility tour;
)0> Publication of photographs in the Canadian Numismatic Bibliography pertaining to local railways;
)0> Supervision of practicum placements for information studies students at the University of Western
Ontario's Faculty of Information and Media Studies, including the creation of an on-line exhibit
pertaining to the Elgin County Museum for posting in 2007;
)0> Display and participation in the children's education day at Backus-Page House museum;
)0> Open House and display for the Alma College International Alumnae Association's annual reunion;
)0> Display for the St. Thomas and District Chamber of Commerce's annual golf tournament;
)0> Display for senior's day in the park in partnership with the West Elgin Community Health Centre at
Backus-Page House museum;
)0> Display for the Iron-Horse Festival in St. Thomas;
)0> Display for the Wallacetown Fair;
)0> Display and participation in Doors Open Port Stanley.
Speaking Engagements I Presentations
The Manager of Archives/Cultural Services made presentations to a number of groups within the
community during the past year, including:
)0> West Lorne Kiwanis Club
)0> Parkside High School Grade 10 and 12 classes
)0> Evangelical Missionary Church, St. Thomas
~ Association of Municipal Clerks and Treasures Regional Meeting
~ Victorian Order of Nurses Lunch for Seniors
~ Ontario Genealogical Society
~ Elgin Manor monthly presentations
Volunteers
The archives continues to benefit greatly from the services of volunteers. Mr. Ken Verrell of the Elgin
Photographic Heritage Society has devoted countless hours in providing guidance with the Scott
Studio collection, particularly submission of photographs to the Times-Journal. The Elgin County
Branch of the Ontario Genealogical Society has also been of tremendous support, including the
deposit of vital statistics microfilm and on-going indexing of the St. Thomas Times-Journal. The
members of the Alma College International Alumnae Association also continue to support and promote
the college's collection.
Reference Room Hours
The Archives' reference room is open from 10:00 am to 4:00 pm Tuesday to Friday, plus Tuesday
evening by appointment from 6:00 pm to 9:00 pm. Staff work regular business hours from Monday to
Friday. Feedback received to date indicates that reference room hours are able to satisfy public
demand for use of the collection, although evening hours may be modified in light of the Elgin County
Museum's hours on Thursday instead of Tuesday.
Financial Analysis
The Archives 2006 operating budget was approximately $227,000. This budget supported staff
wages, collection expenses, records management activities and community outreach. Revenue from
sales of photographs, photocopies and archival services was approximately $3000 during the past
year.
In 2006, the Archives received the following grants:
~ $9100 from Library and Archives Canada through the Canadian Council of Archives and $600 from
Women's Institutes to support digitization of Elgin County Tweedsmuir history books;
~ $8,000 of in-kind employment support funding from Human Resources and Skills Development
Canada to employ one individual for the County's electronic document management project;
~ $5000 from Mrs. Marjorie Howell in support of the Alma College Collection;
~ $4200 from Heritage Canada's Young Canada Works in Cultural Institutions Program to employ
one summer student.
Staffing Analysis
The archives maintained a permanent full-time staff of three comprised of the Archivist Assistant, the
Assistant Archivist and the Manager of Archives. The latter job title was changed to Manager of
Cultural Services in September but the position still entails overall management of the program. It
should be noted that the Archivist Assistant also provides support to the Elgin County Museum by
providing staff relief on the reception desk and through database support. These activities average
two to three days per month.
The following were other temporary staff positions within the Archives in 2006:
.:. A summer student was hired from June to August under Heritage Canada's Young Canada
Works Program.
.:. A digitization assistant was hired in October for a six month contract to work on the
Tweedsmuir history digitization project.
.:. A Document Assistant was employed under Human Resources and Skills Development
Canada's Job Creation Partnership Program from January to April as part of the Laserfiche
project.
Facility
The Archives facility continues to perform well in terms of public access, staff work areas and
preservation management. Environmental control systems performed relatively well in terms of
temperature and relative humidity levels.
The archives main facility is almost at capacity. The development of the Elgin County Museum on the
fourth floor of the Elgin County Administration Building provides an expansion of between 800 and 900
. boxes to the archives which will enable the collection to grow over the next few years. However, a
further expansion will likely be required within the next five to ten years. The archives also has non-
climate controlled storage space in the basement of Elgin Manor for lower demand items. This space
should ideally be relocated if the opportunity arises, speaking also to the need for a future expansion of
the archives.
Future Goals - 2007 and beyond
Youth outreach - Staff have made progress in this area through presentations at Parkside High
School and this work needs to continue at other schools.
Partnerships with the Elgin County Museum - The museum's proposed exhibit on the Scott Studio
in summer 2007 will afford an opportunity to highlight the strategic partnership between these two
institutions given their location in the same building. It is expected that there will be great interest in this
exhibit given the extensive and rare artifactual and photographic holdings of both institutions. This will
be one of many partnerships between these two institutions 'as the year unfolds.
CONCLUSION:
This report provides an overview of the Archives' 2006 operations for the information of County Council.
Respectfully Submitted
~~
~Masschaele /
Manager of Cultural Services
REPORT TO COUNTY COUNCIL
FROM:
Brian Masschaele, Manager of Cultural Services
Cathy Bishop, Director of Cultural Services
January 3rd, 2007
DATE:
SUBJECT:
Elgin County Museum 2006 Annual Report
INTRODUCTION
This report provides an overview of the Museum's activities and operations for the 2006 calendar
year.
DISCUSSION:
The mandate of Elgin County Museum is established through By-law No. 05-44. This by-law
governs the Museum's operations with respect to collections management, conservation, and
exhibitions. The Museum is administered by the Department of Cultural Services. The Director
of Cultural Services is pleased to report the following highlights and statistics over the past year:
2006 HIGHLIGHTS
The following are highlights of activities and accomplishments within the past year, in addition to
regular activities associated with the program:
0' Move to 450 Sunset Drive - Staff planned and initiated the successful move of
approximately 10,000 artefacts from 32 Talbot Street to both 450 Sunset Drive and to
Elgin Manor. This was completed in a 3 % month period.
0' Grand Opening - Staff planned the grand opening of the Museum for October 26th, with
presentations by Warden Paul Baldwin, MP Joe Preston and MPP Steve Peters along
with a reception and tour of the facilities.
0' Opening Exhibit - The Museum's exhibit schedule was launched with Dear Old Alma:
The History of a Progressive School. The exhibit was comprised of objects from the
Museum's and Archives' collection and loans from the community.
0' Community Partnerships - The Museum ensured that items that would not be moved to
450 Sunset Drive were distributed to County museum partners. Also, the Museum has
assisted with the furnishing of the Backus-Page House Museum through a loan program.
0' Collections Management Database - Artefacts in the collection are in the process of
being catalogued according to museum standards. They are photographed, documented
and placed in storage. These items are than entered into the collections management
database. Currently, there are 7,000 records entered.
COLLECTION OVERVIEW
The size of the Museum collection has grown during the past year and now comprises
approximately 10,000 artefacts. Highlights of the collection include Alma College memorabilia,
Jumbo ephemera, Andersons Limited and Anderson family objects and hundreds of objects
relating to the cultural and agricultural heritage of the County of Elgin and the City of St. Thomas.
The following are highlights of private donations processed into the Museum collection over the
past year:
{> Pearce family household items and textiles;
{> Alma College memorabilia and uniforms;
-} Sterling Silver pin for RCAF Sg1. Air GunnerW.C. Colwill.
VISITORS
Visitor numbers were down drastically during 2006 given that the Museum was closed during the
summer to facilitate relocation. 32 Talbot Street was open from January to June. Number of
daily visitors who paid an admission fee of $2 was 91. Daily visitors to 450 Sunset Drive from
October to December on a "by donation" basis was 148.
Major special events included a volunteer appreciation evening and the grand opening of the new
facility, both of which took place in late October. These events attracted 49 and 105 visitors
respectively.
Patrons can visit the Museum by booking guided tours or requesting special programmes. 32
Talbot Street was visited by two local schools (Fairview and Summers Corner) and a Girl Guide
group. 450 Sunset Drive was visited by the Elgin Royals Red Hat Society and a road rally
coordinated by area museums.
VOLUNTEERS
The Museum has benefited greatly from the services of volunteers over the past year. Sixteen
active volunteers contributed to Museum projects, including assisting with preparations for the
move, cataloguing artefacts and preparing storage units for housing artefacts. Volunteers helped
the Museum maintain a public presence at both City of S1. Thomas and County of Elgin events,
including the Home and Garden Show, Historical Steam Show, Rosy Rhubarb Days, and Senior's
Day in the Park. Volunteers also assist with community programmes, including rug hooking
instruction.
FINANCIAL ANALYSIS
The Museum operating budget was approximately $132,000, with the County contribution at
approximately $121 ,000. This budget supported staff wages, curatorial expenses, maintenance
of 32 Talbot Street and furnishings at the new location. Revenue was generated from the
following sources:
32 Talbot Street
Gift Shop:
Programs:
Donations:
Admissions:
$299.25
$229.55
$366.00
$131.00
450 Sunset Drive
Gift Shop:
Programs:
Donations:
$219.25
$170.00
$ 179.14
In 2006, the Museum received the following grants:
-} $6,686 from the Ministry of Culture for the Community Museum Operating Grant for
general museum operations;
-} $1,914 from the Ministry of Culture for the Summer Experience Program to employ one
individual to assist with the move of the Museum;
{> $816 from the Canadian Museums Association for Preserving Canadian Treasures, a
funding program that will enable us to hire a conservator to clean cameras from The
Scott Studio Collection in preparation for a 2007 exhibition.
STAFFING ANALYSIS
The Museum maintained a full-time staff of two comprised of the Curator and Museum Assistant.
A summer student was also employed.
FACILITY
The Museum's new facility on the fourth floor of the Elgin County Administration Building was
completed on-budget and on-time in May 2006. Collections were moved to the new facility from
32 Talbot Street in July 2006. Response to the new space has been overwhelmingly positive.
The collection now has climate controlled storage for the very first time and exhibit areas are
vastly improved. Disability accessibility has also improved. Public use areas include The
Founders Room which is named in honour of the lODE's and Elgin County Women's Institutes
who founded the Museum at 32 Talbot Street. This room has audio-visual equipment and can be
used for public programming or special events. The availability of storage space in the basement
of Elgin Manor has been a major benefit; this has enabled the Museum to store large artefacts in
a secure environment without compromising prime storage space allocated to small artefacts,
works of art, and costumes and textiles.
FUTURE GOALS
Educational Programmes - Staff will make it a priority to update their educational program
offerings and communicate with schools.
Website Enhancement - Staff will work to make the website more user-friendly and interactive.
Collections Database - Staff will complete the cataloguing of all artefacts and enter their records
into the database.
CONCLUSION:
This report provides an overview of the Museum's 2006 operations for the information of County
Council.
Respectfully submitted,
....
~~9-
r1an Massctlaele
Manager of Cultural Services
REPORT TO COUNTY COUNCIL
FROM:
Cathy Bishop
Director of Cultural Services
DATE:
SUBJECT:
January 9, 2007
Ontario Ministry of Culture - Literacy Funding - April 2006
CORPORATE GOALCSl REFERENCED:
To recognize and seize opportunities for improvement;
To promote cultural services.
INTRODUCTION:
In April 2006, the Elgin County Library system received $126,000.00 in funding
from the Ministry of Culture. Communities under 20,000 people received one-
time funding in the amount of $10,500.00 per location to promote family literacy
and lifelong learning. The Elgin County Library was funded for 11 branch
locations, with the main office also considered as a branch library.
DISCUSSION:
The Ministry of Culture provided the Elgin County Library with a one-time grant of
$126,000.00 in 2006 to strengthen literacy and promote lifelong learning in the
branch libraries.
As of December 31,2006, the Elgin County Library has purchased the following
items totalling $45,639.60. Remaining literacy funds from the Ministry of Culture
is $80,360.40.
. Eleven Early Literacy Computer Stations with 17" LCD Screens.
. Eleven children's workstations.
. Eleven 13 %" children's chairs.
. Eleven USB drives for the branch libraries.
. Two Acer 19" LCD black monitors.
. Twenty-two headphones (two for each branch library).
. Fourteen Liteon 52X black combos.
. Nine 512 MB, 80G, CD RW-DVD XP Computers.
CONCLUSION:
There is $80,360.40 remaining in literacy funding in the 2006 library budget. The
Library is requesting that these funds be rolled over from the 2006 library
operating budget into the 2007 library operating budget.
RECOMMENDATION:
THAT the balance of the one-time literacy funding received from the Ministry of
Culture in the amount of $80,360.40 in the 2006 library operating budget be
rolled over to the 2007 library operating budget; and
THAT the remaining purchases for the literacy funding be made in 2007.
Respectfully Submitted
c~7f
Director of Cultural Services
Approve
Mark G. nald
Chief Administrative Officer
REPORT TO COUNTY COUNCIL
From: Rhonda L. Roberts-Director of Senior Services- TL
Date: January 10, 2007
Subject: New Position - Ward Clerk
CORPORATE GOALS:
To nurture and support dignified long-term care
To be recognized as a desired employer
To provide innovative and collaborative quality service
To recognize and seize opportunities for improvement
INTRODUCTION
In 2005, County Council approved the permanent position of a full time Charge Nurse for
Terrace Lodge. That position was not filled due to provincial funding changes. While the
position was not filled, the budgeted dollars are still within the budget.
DISCUSSION:
Registered Staff have been and continue to perform an increasing variety of non-clinical or
clerical tasks. While there are many clerical responsibilities such as documentation,
assessments, performance reviews, etc., some tasks can be delegated to non-registered
staff. Increasing demands continue and MOH requirements place mounting pressures on
the registered staff.
Some of the non-clinical/clerical tasks range from basic filing and form copying, to thinning
charts, to booking appointments and transportation, to replacing call-ins and to contacting
family members in order to communicate resident clothing or other personal needs. A
significant amount of time is spent performing these tasks on a daily basis taking the
registered nurse's focus away from ensuring College of Nurses and Ministry of Health
Standards are being met. Inconsistent or incomplete nursing documentation can occur
which puts the Home at risk of having unmet standards. The CMI could ultimately be
negatively affected as well. Registered staff is not able to be on the floor supervising
Health Care Aides and overseeing resident care as they should.
A part-time clerk could reduce use of Registered Staff time in performing these clerical
functions. The position would be a trial to ensure it's effectiveness as well as a savings of
approximately $50,000.
2
CONCLUSION:
There has been an increasing focus on training and education of registered staff to assist
them in becoming more effective supervisors, i.e., Performance Reviews. Significant time
and funds have been spent in this area, yet the Registered Staff workload does not allow
the time for implementation and practice.
The County of Elgin is investing a substantial amount in leadership training for RN's,
RPN's, in 2007. If Registered Staff is to have the opportunity to improve their
effectiveness as supervisors, there needs to be a better balance of clerical versus
supervisory time.
RECOMMENDATION:
THAT, a temporary part-time position of Ward Clerk be approved for Terrace Lodge for
2007.
Rhonda L. Roberts
Director of Senior Services, TL
cDonald
Chief Adminls ra Ive Officer
Respectfully Submitted
Approved for
CORRESPONDENCE - JANUARY 23, 2007
Items for Consideration
1. Association of Municipalities of Ontario, 2007 Membership Invoice. (ATTACHED)
2. Federation of Canadian Municipalities, 2007-2008 Membership Invoice. (ATTACHED)
.bte
Association of Municipalities of Ontario
aoD7
Association of Municipalities of Ontario
2007 MEMBERSHIP INVOICE
Accounts Payable
County of Elgin
450 Sunset Dr.
S1. Thomas, ON N5R 5V1
Invoice No.: 2007-M-10707
Invoice Date: December 6, 2006
Due Date: January 5, 2007
VENDOR:
AGGT NO:
APPROVED BY: .
fr$S (() rJj
BILLED TO AMOUNT
County of Elgin $ 3,667.46
Membership fee for the period: January 1, 2007 - December 31, 2007 GST EXEMPT
Membership Grouping: MUN/UPP
(fold bottom edge to this line)
At its meeting on November 17, 2006, the AMO Board passed the Association's 2007 budget which provided that membership fees
be calculated using the most current household data available from the Municipal Property Assessment Corporation and that a 3%
across-the-board increase be added to the calculated fee.
Your Municipality's fee was based on a total of 19,456 households as reported by the Municipal Property Assessment Corporation.
Please direct inquiries to:
Deborah Hannah at 416-971-9856 Ex1. 310
dhannah@amo.on.ca
393 University Avenue, Suite 1701 Toronto, Ontario M5G 1E6
Tel: 416-971-9856 Toll Free: 1-877-426-6527 Fax: 416-971-6191
~o07
FCM
n_.J_---..!!__ -.to cia 1lL.._,:.-=_1:.;....
~w ~u .D,Ji'A~,~
M07080380
2006-11-30
1
'edlrMioacaudieftlJe .. mumdpdU:is
zt 'rue Cla:Dee Sm:s
OtiMW. (ON) KIN 'P3
uL (6tS) 241~,':!21
Fa: on,) 24t..7440
Mr. Mark G. McDonald
Chief Administrative Officer
County of Elgin
450 Sunset Drive
St. Thomas, ON N5R 5V1
r:'" (. p c,
LJk::.l. Li L(
"'6
i'
.,,,:jlJ
'D' (613) 241-5221
Q!I (613) 241-7440
federation@fcm.ca
Web site/site Web: www.fcm.
2007-2008
Membership for 2007-2008 5704.77
-Membership Fee for April 1107 to March 31/08
Base fee $ 100 + fee population of 48317 @ 11.6rp per capita.
Please note that population figures are taken from the
Statistics Canada 2001 Census.
5704.77
Cotisation 2007-2008
-Frais de cotisation pour la periode du 1er avril 2007 au 31
mars 2008
Taux de base de 100 $ + les frais selon votre population de
48317 au taux de 11 ,6rp par habitant.
Veuillez noter que les chiffres de population ont ete tires du
Recensement de 2001 de Statistique Canada.
Centre fot Sustainable
Community Development
Centre pour Ie dbeloppemem
des collectivites viables
Q!I (613) 244-1515
communities@fcm.ca
International Ceocte fOl'
Municipal Development
Centre imernational poue Ie
deve!oppement municipal
Q!I (613) 241-7117
international@fcm.ca
Policy, Advocacy and
Communications Departme:
Service des politiques, promot:
des interet.~ et commurucatic
Q!I (613)241-7440
policy@fcm.ca
FCM's 70" Annual Conferenc
and Municipal Expo Thl
June 1-4, 2007
Calgary, Alberta
See you there!
GST # I No. De TPS: 11891 3938 RT0001
5704.77 70' Congd,s annue! et
Expo municipale"" de la Fe
Du 1 au 4 juin, 2007
Calgary, Alberta
Au plaisir de vous rencontrer!
5704.77
Please include a copy of this invoice with your payment.
Veuillez retourner un copie de la facture avec votre paiement.
Thank You I Merci
CORRESPONDENCE - JANUARY 23. 2007
Items for Information (Consent Aaenda)
1. Hon. George Smitherman, Ministry of Health and Long-Term Care, announcing
grant funding adjustments for 2006 and 2007 for the provision of land ambulance
services. (ATTACHED)
2. Provincial-Municipal Fiscal and Service Delivery Review Communique with
information concerning the Political Table's first meeting. (ATTACHED)
3. Donald McKillop, Earla F. Walker, Margaret Murray, Christian Church (Disciples of
Christ) in Canada, concerning a donation to Bobier Villa for a Chapel. (ATTACHED)
4. Emily Finch, Shedden Brownies and Guides, thanking Elgin County Council for the
use of the County flag in the Fingal Santa Claus Parade. (ATTACHED)
5. Mayor Lynn Acre, Municipality of Bayham, with a resolution outlining the potential
concerns for the impact that an international ferry service would have on the local
community. (ATTACHED)
6. Ministry of Municipal Affairs and Housing; 1) News Release Communique concerning
"Municipalities Better Equipped to Serve Ontario Residents"; 2) News Release
Communique concerning "Amendments to Municipal Act, 2001 Proclaimed; 3)
Backgrounder re: "Amendments to Municipal Act, 2001 Proclaimed"; 4) News
Release Communique" Province supports Federal Housing Initiatives". (ATTACHED)
7. Alzheimer Society Elgin-St. Thomas, announcing that January is Alzheimer's
Awareness Month, providing the dates for "The Dementia Journey Series" and a
reminder of the "Walk for Memories" fundraiser on January 27,2007. (ATTACHED)
8. Joy McLeod, Deputy Chief, Program Delivery, Emergency Management Ontario,
Ministry of Community Safety and Correctional Services, with information concerning
the changes to the structure of Emergency Management Ontario (EMO).
(ATTACHED)
9. Thank you note to Council for the book light Christmas gift from the staff of:
- the Aylmer Public Library
- the Bayham Public Library
- Administrative Services
10. Thank you note from Sandra Grylicki for the County Service Recognition she received.
(ATTACHED)
Ministry of Health
and Long-Term Care
Office of the Minister
Bureau du ministre
Nj
~1II!IIllII"
Ontario
Ministere de la Sante
et des Soins de longue duree
10th Floor, Hepburn Block
80 Grosvenor Street
Toronto ON M7A 2C4
Tel 416-327-4300
Fax 416-326-1571
www.health.gov.on.ca
10e etage, edifice Hepburn
80, rue Grosvenor
Toronto ON M7 A 2C4
Tel 416-327-4300
Telec 416-326-1571
www.health.gov.on.ca
106-04076
DEe 0 4 2006
JAN . 'j 2007
Warden Paul Baldwin
The County of Elgin
450 Sunset Drive
St. Thomas ON N5R 5Vl
Dear Warden Baldwin:
The McGuinty government recognizes that the common goal of the Ministry of
Health and Long-Term Care and of delivery agents responsible for providing
land ambulance services is improving the timely delivery of excellent, affordable
pre-hospital health care services.
The additional funding announced by Premier McGuinty in February 2006 for the
provision of land ambulance services reinforced the government's commitment
to work co-operatively with delivery agents towards 50-50 funding for the
delivery of municipal land ambulance services by 2008. To this end, in 2006 the
ministry increased your organization's funding for the provision of land
ambulance services as detailed below.
. Grant funding adjustment:
$863,286
Additionally, the ministry has reviewed the planned funding for land ambulance
services for the year 2007 in an effort to continue narrowing the funding gap.
Your organization's share of the recently announced 2007 funding is planned as
follows:
. Grant funding adjustment:
$572,678
.../2
- 2 -
Warden Paul Baldwin
Your funding increase will be processed shortly.
This additional planned funding will strengthen and improve land ambulance
service delivery across the province.
I would like to take this opportunity to again convey my sincere appreciation for
the considerable contributions all members of your organization make in the
provision of health services in your community.
Yours truly,
~
.~
c: Honourable Steve Peters, MPP Elgin-Middlesex-London
Norm Gamble, Chair, South West LHIN
In Case of Transmission Difficulties, please Call 416-863-2101 or
1-866-309-3811
Attention: Heads of Council and Clerks
please Deliver To: County of Elgin
CommuniQue
First Meeting of the Political Table of the
Provincial-Municipal Fiscal and Service Delivery Review
Decem ber 2006
The members of the Political Table leading the joint Provincial-Municipal Fiscal
and Service Delivery Review held their inaugural meeting on December 13,
2006, and set the course of the Review's work.
The initial meeting focused on the Review's Charter (see below).
The purpose of the Review is to build a sustainable provincial-municipal
relationship in which both orders of government can meet their responsibilities.
The Review will shape the future of the provincial-municipal relationship in
Ontario and demonstrate the productive and mature approach to
intergovernmental cooperation that the province, the Association of Municipalities
of Ontario and the City of Toronto have adopted.
In keeping with the principles and goals expressed in the Charter, the outcome
will be a consensus-based report regarding a new fiscal and service delivery
partnership that focuses on how the best possible services can be delivered to
the people of Ontario in an affordable way.
Considering the breadth of services delivered to Ontarians and the volume of
inter-jurisdictional issues, this is an undertaking of significant proportions.
The Review will be broad in scope, but will not duplicate existing initiatives and
reviews being undertaken by the province and municipalities. In addition, the
Review will not address program design issues.
The members of the Political Table comprise municipal and provincial elected
officials from across the province who, together, are providing the leadership for
the Review. The members are:
. Richard Adams, Mayor, Town of
Parry Sound
. Roger Anderson, Chair, Region of
Durham and AMO Immediate Past
President
. Eddie Francis, Mayor, City of
Windsor
. John Gerretsen, Minister of
Municipal Affairs and Housing
. Peter Hume, Councillor, City of
Ottawa
. Hazel McCallion, Mayor, City of
Mississauga and AMO Past President
. David Miller, Mayor, City of Toronto
. Michael Power, Mayor, Town of
Greenstone and AMO Past President
. Doug Reycraft, Mayor, Municipality of
Southwest Middlesex and AMO
President
. Greg Sorbara, Minister of Finance
. Bob Sweet, Mayor, Town of
Petawawa
Public release of the Review's consensus report is expected in spring 2008. On
some issues, there may be opportunities for earlier consensus.
The members agreed on the importance of developing and implementing a
consultation plan to ensure the views of municipal governments and others
interested in the Review are heard and considered.
@ Ontario
IIJ~JO.NTO
- 1 -
PROVINCIAL-MUNICIPAL FISCAL AND SERVICE DELIVERY REVIEW
CHARTER DOCUMENT
Introduction
The Government of Ontario and Ontario's municipal governments, as represented by the
Association of Municipalities of Ontario and the City of Toronto, have embarked on a new
partnership of mutual respect and a shared objective of strong and sustainable communities.
This builds on a relationship that has been characterised in recent years by consultation,
significant investments, cooperation, and joint achievements.
Important progress has been made, but areas of concern remain.
In accordance with the commitment to consultation outlined in the Municipal Act, 2001 and
the City of Toronto Act, 2006 the Province and its municipal partners have agreed to
undertake a joint review (the "Review") of the provincial-municipal fiscal and service delivery
relationship.
Each order of government recognizes this Review as a priority; and, will commit the
necessary resources to facilitate its timely and thorough completion.
Pu rpose
The Government of Ontario and its municipal partners will embark on a review of the
provincial-municipal relationship that will focus on identifying a new fiscal and service delivery
partnership for the 2151 century. The Review will be broad in scope, including the financing
and funding relationship, as well as service delivery and service governance.
The Review shall begin in fall 2006 and be completed in spring 2008, and produce a
consensus-based summary report for public release, including recommendations for next
steps and implementation thereafter.
The process will not preclude other provincial-municipal discussions including those related to
specific municipal governments.
Main Goal
The Review should lead to a sustainable, provincial-municipal relationship where both orders
of government can meet their responsibilities and will focus on:
. Affordability and fiscal sustainability for both orders of government;
. Fairness for taxpayers and residents;
. Timely infrastructure investments;
. Provincial and municipal services effectively delivered across Ontario; and
. Long-term economic development and prosperity for Ontario and its communities.
- 2 -
Guiding Principles of Review
1. Strategic and Forward-looking - The Review will focus on a new fiscal and service
delivery partnership for the 2151 century.
2. Affordable - Solutions must work and be consistent with the fiscal plans of both
orders of government.
3. Flexible - Arrangements should acknowledge the diversity of Ontario's municipalities
(single, upper and lower tier municipalities) and areas of the province (north-south,
east-west, and rural-urban).
4. Accountable - The roles and responsibilities of each order of government in delivery
and/or funding of a given service should be clear to avoid duplication and overlap.
5. Transparent - To the greatest extent possible, service delivery and fiscal
arrangements should be straightforward, consistently applied and not complicated by
ad hoc adjustments.
6. Good public and fiscal policy- Changes in fiscal and service delivery arrangements
must be driven by a clear public policy purpose and evidence that new arrangements
will better achieve that purpose.
7. Fair and Equitable - Solutions should be fair and equitable for the Province, for
municipalities, and for taxpayers.
8. Responsive - Delivering a high quality of service that responds to the needs of
Ontarians.
9. Sustainable - Long term solutions should be sustainable for both the Provincial and
municipal governments and recognize the ability of both orders of government to
manage financial risks.
Review Structure
The Review will be guided by a political table of provincial and municipal elected officials
leading to a final consensus-based report.
The Review process shall be conducted jointly between the Province and its municipal
partners and include a common set of procedures and a communications protocol.
The joint Review will benefit from full and timely sharing of provincial and municipal
information, data and analysis.
- 3 -
The Review will be managed by a coordinating table of senior provincial and municipal staff
who will:
· Develop a detailed Review plan, to be approved by the political table, including:
o timelines to spring 2008;
o sequencing of Review issues;
o key milestones;
o communications and information-sharing protocols; and
o other elements as necessary
· Coordinate financial, staff and technical resources/expertise needed to support the Review
in order to provide for a wide-ranging exploration of all options.
· Advise the political table regarding the need to consult with other groups which may have
an interest in the Review.
12/13/2006 18:18
7622361
BOBIER VILLA
PAGE 02
CHRISTIAN CHURCH
(DISCIPLES OF CHRIST)
in Canada
ONTARIO AREA OFFICE
P.O. Box MY ~~:)
West LQme, Onto NOl 2PO
Telephone (519) 768-13n
EGLlSE CHRETIENNE
.(DISCIPlES DU CHRIST)
au Canada
/()~ CJ /0 ~
Bobier Villa
1 Bobier Ln
Dutton, Ontario NOL VO
Dear Sirs:
The West Lome Church of Christ Disciples, have sold their church building in West
Lome. It has been decided by the con.gregation of the church to contribute to your
services provided in West Elgin and District in the amount of$ 1 0,000.
We trust that even though we are not meeting at the present time, that thru our
contribution we will continue to provide and support our community thru your much
appreciated services.
With. reference to recent conversations we understand that Bobier Villa would like to
designate an area for a Chapel. The congregation of the Church of Christ would like to
assist by donating this $10,000. A stained glass window was also mentioned, it is our
hope that the Church of Christ Disciples name would be mentioned as a donor for your
new Chapel, possibly incorporated in the window.
We should also appreciate your forwarding a charitable receipt to the Church of Christ, at
-.. ---P 0 Box 303~ West Lome, Ont&re NOL 2PO
Yours Truly,
Trustees, Church of Christ Disciples, West Lome, Ontario
;fJ/II~
------
~
/c~.J.iJ~
7ntP1:l~7
CANADIAN OFFICE
39 Arkell Road, R.R. #2
Guelph; Ontario N1H 6H8
Telephone (519) 823.5190
MARlnMI; MEA OfFICE
105 Belleshire Drive
lower Sackvlll~. N.S. B4C 1M7
Telephone (902) 865"2235
WESTERN AREA FELLOWSHIP OFFICE
8856 - 92nd Street
Edmonton. Alberta T6C 3~1
telephone (40~) 469-7067
Thank you
Elgin County Council for
lending us your flag for the
Fingal Santa Claus Parade.
The theme of the parade
was "Christmas in Elgin
County". The Brownies
and Guides were dressed as
candles, each repres~nting
one of our Municipalities.
(1 candle came late and
missed pictures) We won
Best Theme.
Shedden Brownies and Guides
~~
Municipality of
Bayham
Op ~"""
~ortunity Is ~o
P.O. Box 160,9344 Plank Road,
Straffordville, Ontario NO] 1 YO
Tel: (519) 866-5521 · Fax: (519) 866-3884
email: bayham@bayham.on.ca
December 11, 2006
DEe 1 3 2006
COiJN1'Y OF ELGiN
An~'iN1STRATIVE SERVICES
Elgin County
450 Sunset Drive
St. Thomas, ON N5R 5Vl
Dear Warden & Council,
Re: International Ferry Service - Port Burwell. Ontario
As you may be aware, the Municipality of Bayham has been investigating the establishing of a
US/Canada border crossing & international ferry service between Port Burwell, Ontario and
Fairport Harbour, Ohio. Numerous meetings have been held with various federal and provincial
government officials and agencies to discuss the concept of an international ferry service at the
Port Burwell Harbour.
However, it should be confirmed that the project is a concept plan only at this time. While we
believe that such a development would provide a needed economic boost locally and, according
to the ferry service proponent, would create new businesses and jobs on a wider scale and with
shorter transportation routes reduce fuel consumption, there are certain local impacts that will
need to be carefully examined prior to proceeding.
Further to those local impacts, Council for the Municipality of Bayham adopted the attached
resolution outlining the potential concerns. It is therefore requested that Federal and Provincial
agencies carrying out feasibility reviews of the project ensure that these items are included is
such reviews.
We look forward to further discussions regarding this project.
Y olrTly,
cfY1~-AJ ~
Mayodynn Acre
Municipality of Bayham
Lo{JIi..D (0 W-rTC,;) / ~ t/~
MUNICIPALITY OF BAYHAM
RESOLUTION OF COUNCIL
November 21,2006
WHEREAS the council of the Municipality of Bayham did pass a motion to explore the potential
of having a ferry service between Port Burwell, Ontario and Fairport Harbour, Ohio;
WHEREAS it has become evident for the ferry service to be profitable for Short Sea Line and to
have the Federal and Provincial Governments give consideration of the establishment of a border
crossing, it would require a significant large number of daily movement of trucks throughout our
municipality;
WHEREAS County Road 19 (Plank Road), County Road 46 (Culloden Road) are the proposed
routes, and we feel that County Road 38 (Heritage Line) will become a major traveled route as a
result;
WHEREAS each of the above named routes traveled by these trucks will have to pass within our
villages (no matter which proposed route is chosen), namely Eden, Straffordville, Vienna, Port
Burwell, Richmond, Corinth and North Hall as well as Brownsville, part of South West Oxford
and Courtland, part of Norfolk County;
WHEREAS Council wishes to let it be known that we are concerned with the extra cost of
maintaining the traveled roads, the safety factor of school buses picking up and dropping off
children, the children walking to catch the buses and attending school, as one of the schools is
situated along Plank Road in Straffordville, the other is situated in Port Burwell;
WHEREAS the increased traffic rate will result in a negative impact upon the quality of life for
our residents living along these routes - increased engine noise, braking of trucks using their
engines to slow down, pollution from diesel engines, visual pollution of increased truck usage,
and the loss of quiet-time reflection. These trucks will be rolling through our municipality,
twenty-four hours a day, three hundred-sixty five days a year;
AND WHEREAS Council is concerned with the loss of property value to individuals and loss of
assessment for tax purpose to the municipality, and concerned that this will deter the attraction of
future residential growth;
THEREFORE, be it resolved that the Council of the Municipality of Bayham does not support
the establishment of a truck ferry service in Port Burwell until these issues and concerns are fully
addressed to the satisfaction of Council and residents of Bayham.
Recorded Vote
In Favour
Mayor Acre
Councillor Ens
Councillor Evanitski
Deputy Mayor Schafer
Councillor Taylor
Opposed
Disposition: Motion Carried Unanimously on a Recorded Vote 5 to 0
Mayor & Council
Township of South-West Oxford
RR# 1
Mount Elgin, ON
NOJ INO
Mayor & Council
Norfolk County
50 Colbome St South
PO Box 545
Simcoe, ON
N3Y 4N5
Mayor & Council
Town of Aylmer
46 Talbot Street West
Aylmer, ON
N 5H 117
Mayor & Council
Township ofMalahide
87 John Street South
Aylmer, ON
N5H 2C3
Mayor & Council
Town ofTillsonburg
200 Broadway Street
Tillsonburg, ON
N4G SA 7
Warden & Council
Elgin County
450 Sunset Drive
St Thomas, ON
N5R 5Vl
Warden & Council
County of Oxford
Court House
415 Hunter Street
PO Box 397
Woodstock, ON
N4S 7Y3
Circulation List
Mayor
Village of Grand River, Ohio
PO Box 216
205 Singer Ave
Grand River, Ohio 44045-0215
i"
Ministry of Transportation
Ferguson Block, 3rd Floor
77 Wellesley Street West
Toronto, ON
M7 A lZ8
David O'Toole
Assistant Deputy Minister
3rd Floor, Ferguson Block
77 Wellesley Street West
Toronto, ON
M7 A lZ8
The Honourable Lawrence Cannon
Minister of Transport, Infrastructure
& Communities
Tower C - 330 Sparks S1.
Ottawa, ON
KIA ON5
Hon. Steve Peters
542 Talbot Street
S1. Thomas, ON
N5P .1C4
Joe Preston, MP
24 First Ave, Unit 2
St. Thomas, ON
N5R 4M5
Rob Bergevin
Regional Director, Coordination and
Policy Advice
4900 Y onge Street
Toronto, ON
M2N 6A5
Kent Kristensen
Seaport Management Corporation
800 Concession 6
RRl
Jarvis, ON
NOA lJO
News Release
Communique
~ Ontario
Ministry of
Municipal Affairs
and Housing
Mlnlstere des
Affalres munlclpales
et du Logement
For Immediate Release
December 20, 2006
MUNICIPALITIES BETTER EQUIPPED TO SERVE ONTARIO RESIDENTS
Amendments to Municipal Act, 2001Become Law
TORONTO - Legislation that will help Ontario municipalities better meet the needs of their
communities now has Royal Assent.
"The Municipal Statute Law Amendment Act, 2006 strengthens our municipal partners by giving
them more tools commensurate with their status as mature governments," said Municipal Affairs
and Housing Minister John Gerretsen.
Once the new act is proclaimed, municipal councils will have broader powers to pass bylaws
regarding matters that range from public safety to the municipality's economic, social and
environmental well being. At the same time, they could take steps to enhance the accountability
and transparency of municipal operations through clarified rules regarding open meetings and the
permissive authority to appoint integrity officers.
Proclamation ofthe Municipal Statute Law Amendment Act, 2006 will bring about a new
relationship between the municipal sector and the province based on mutual respect, consultation
and cooperation. The act also will ensure that municipalities are accountable to the public and that
the processes for making decisions are transparent. Local councils will be better able to determine
the appropriate mechanisms for delivering municipal services to their communities.
"This marks the next step in realizing the McGuinty government's long-term vision of stronger,
more prosperous communities across Ontario," said Gerretsen.
-30 -
Contact:
Patti Munce
Minister's Office
416585-6333
Ralph Walton
Ministry of Municipal Affairs and Housing
416585-7620
Disponible en fran9ais
www.mah.gov.on.ca
News Release
Communique
@ Ontario
Ministry of
Municipal Affairs
and Housing
Minlstere des
Affalres municipales
et du Logement
For Immediate Release
January 1, 2007
AMENDMENTS TO MUNICIPAL ACT, 2001 PROCLAIMED
New Era Begins For Ontario Municipalities
TORONTO - Amendments to the Municipal Act, 2001, the legislation providing the authority
for Ontario municipalities, were proclaimed today providing local governments with new broad
powers and significant legislative freedoms.
"Today is a milestone for Ontario municipalities," said Municipal Affairs and Housing Minister
John Gerretsen. "Through this legislation, the McGuinty government and our municipal partners
are beginning a new era in which local governments across Ontario have new powers and more
autonomy reflective of their status as mature, responsible governments."
The Municipal Statute Law Amendment Act, 2006 recognizes municipalities as responsible,
accountable governments. The broader powers enable municipalities to better determine the
appropriate mechanisms for delivering municipal services to their communities.
"This is a noteworthy and welcomed piece oflegislation," said Doug Reycraft, President ofthe
Association of Municipalities of Ontario. "It encompasses a new accountability framework that
sees the end to the one-size-fits-all, over-legislating and over-regulating provincial approach that
has hindered municipal governments in the past."
Municipal governments now have broader powers to pass bylaws ranging from local governance
structure to the economic, social and environmental well-being oftheir communities to the
protection of persons and property, including consumer protection.
The act ensures that local councils are accountable to the public and that the processes for making
decisions are transparent. Municipalities can now have a more effective accountability regime
with the authority to establish an integrity commissioner, ombudsman, auditor general and
lobbyist registrar.
"Today's proclamation of these amendments to the Municipal Act, 2001 allows local
governments across the province to better respond to their citizens' needs," said Gerretsen. "The
McGuinty government believes that by strengthening our municipalities, we are making Ontario
stronger. "
-30 -
Contact:
Patti Munce
Minister's Office
416-585-6333
Ralph Walton
Ministry of Municipal Affairs and Housing
416-585-7620
Disponible enfram;ais
www.mah.gov.on.ca
Backgrounderl
Document d'information
@ Ontario
Ministry of
Municipal Affairs
and Housing
Ministere des
Affaires municipales
et du Logement
For Immediate Release
January 1, 2007
AMENDMENTS TO MUNICIPAL ACT, 2001 PROCLAIMED
The Municipal Statute Law Amendment Act, 2006, which was proclaimed in force today, replaces
prescribed or specific powers with broad permissive powers for municipalities. The intent is to provide
municipal governments with more flexibility in meeting their communities' expectations and fulfilling
their responsibilities.
For single-tier municipalities (examples are City of Ottawa, City of Hamilton and Prince Edward
County), broad permissive powers will enable a municipality to pass bylaws in respect of:
. the governance structure of the municipality and its local boards;
. the accountability and transparency of the municipality and its operations, and its boards and
their operations;
. the financial management ofthe municipality and its local boards;
. the public assets acquired by a municipality for the purpose of exercising its authority;
. the economic, social and environmental well-being ofthe municipality;
. the health, safety and well-being of persons;
. services and items the municipality is authorized to provide;
. the protection of persons and property, including consumer protection;
. animals;
. structures, including fences and signs; and
. business licensing.
Both upper-tier municipalities (examples are Region of Durham, Region of Peel and Grey
County) and lower-tier municipalities (examples are City of Os haw a, City of Brampton and City
of Owen Sound) now also have broad powers. However, those powers exclusive to the upper-tier
and those exclusive to the lower-tier under the existing Municipal Act, 2001 remain exclusive.
Municipal responsibilities affected by the proposed legislation are:
. Accountability - To promote accountability and transparency, municipal councils now have
the power to establish codes of conduct for members of council and members of certain local
boards. They can also, at their discretion, appoint an integrity commissioner, an ombudsman,
an auditor general and a lobbyist registrar.
. Local Boards - Municipalities now have broad permissive powers to establish, dissolve,
change or impose requirements on certain local boards and have the power to establish a
municipal service board for any municipal service or activity.
. Delegation - Municipalities now have expanded authority to delegate their powers and
duties to a person or body subject to certain restrictions. Some specific powers and duties
cannot be delegated, such as zoning bylaws and imposing taxes.
. Roles of Council and Head-of-Council - The role and responsibilities of the head-of-council
and council are now strengthened to provide for greater oversight in the operations of
municipalities.
. Open Meetings - Municipal councils and local boards are now required to give public
notice of upcoming meetings. Minutes must be recorded at all meetings, including closed
meetings. Municipalities now have the authority to appoint a person to investigate and
provide a report when it is suspected that these requirements have not been fulfilled. The
provincial Ombudsman is able to undertake the investigation if a municipality has not
appointed its own investigator. The current legislation is clarified to clearly state that a
meeting may be closed to the public ifthe meeting is for education or training purposes.
. Business Regulation - Municipalities now have broad powers to license businesses, subject
to certain limits. Specific new powers authorize municipalities to administratively suspend a
licence prior to a hearing where there is a danger to health or safety. In addition,
municipalities are now able to impose an administrative penalty for failure to comply with
any part of a licensing system.
. Enforcement - Municipalities now have broader enforcement abilities, such as the authority
to set fines for bylaw offences and an administrative power of entry to determine bylaw
compliance, subject to special provisions respecting dwelling units.
. General Policies Replace Specific Provisions - Municipalities are now required to adopt
policies for:
the sale and other disposition ofland,
hiring,
procurement,
when and under what circumstances notice is given,
accountability and transparency of municipal operations, and
delegation of municipal powers and duties.
. Economic Development - Municipalities now have the authority to offer financial
incentives within a community improvement plan. In addition, Ministerial approval, rather
than Cabinet approval, is now all that is necessary for a municipality to establish a small
business incubator program.
. Business Improvement Areas (BIAs) - Municipalities now have the authority to establish
their own rules and conditions for BIAs. The current BIA rules and conditions in the
Municipal Act, 2001 continue if a municipality does not establsih its own rules and
conditions.
. Housing - Municipalities now have the authority to prohibit and regulate the demolition or
conversion of residential rental properties with six or more dwelling units.
2
Changes to Other Legislation Includes:
. Line Fences Act - When a railway company sells an abandoned railway line, the new owner
is not responsible for the entire costs of a line fence unless an abutting farming business has
made a written request. The usual fence viewing arbitration process continues to apply to all
other lands abutting an abandoned railway line.
. Highway Traffic Act - Municipalities now have the authority to set speed limits up to 100
km/h in any increments chosen by the municipality on local roads. Previously, municipalities
could set speed limits in 10 km/h increments only.
. Housing Development Act - Ministerial consent is no longer required for a municipality to
provide temporary housing in an emergency.
. Social Housing Reform Act, 2000 - Upon provision of an indemnity, Ministerial approval
is no longer required for a municipality to transfer, lease, dispose of or offer, list, advertise or
hold out for transfer, lease or other disposal of all or part of a housing project.
. Ontario Heritage Act - Municipalities now are authorized to determine the manner in which
public notice is given when they intend to designate a property of cultural heritage value or
interest.
- 30-
Contact:
Ralph Walton
Ministry of Municipal Affairs and Housing
(416) 585-7260
Disponible enfran9ais
www.mah.gov.on.ca
3
please Deliver To / SVP REMETTRE A
County of Elgin
News Release
Communique
~ Ontario
Ministry of
Municipal Affairs
and Housing
Ministere des
Affaires municipales
et du Logement
For Immediate Release
December 19, 2006
PROVINCE SUPPORTS FEDERAL HOUSING INITIATIVES
QUEEN'S PARK - Minister of Municipal Affairs and Housing John Gerretsen today
applauded the announcement by the federal government that it is continuing funding for
homelessness initiatives and home renovation programs for an additional two years.
"I'm pleased that we could work together and that the federal government has responded to our
government's continued efforts to protect these housing initiatives, which are so important in
complementing Ontario's affordable housing investments," Gerretsen said. "These federal
programs also play an important role in municipal efforts to address homelessness, build
transitional and supportive housing, and preserve Ontario's affordable housing stock."
In Ontario, the McGuinty government has moved forward with a variety of investments designed
to create new affordable housing in the province.
The Canada - Ontario Affordable Housing Program comprises a commitment of $30 1 million
from each of the two senior levels of government. In total, the federal, provincial and municipal
governments will invest at least $734 million in the program, which will create 15,000 new units
of affordable housing for low-income households, victims of domestic violence, and people with
mental illness, plus create 5,000 new housing allowances.
In addition, Ontario has provided municipalities with a long-term funding commitment of $50
million per year for 20 years - $1 billion dollars - for rent supplements across Ontario; created a
$14 million provincial Rent Bank Program; and passed a new Residential Tenancies Act.
"Affordable housing remains a top priority for the McGuinty government, and we will continue
to ensure the most vulnerable among us can obtain decent, affordable housing," Gerretsen said.
"The creation of affordable housing requires a partnership among all three levels of government,
and I'm glad to see the federal government has decided to remain at the table."
- 30-
Contact:
Patti Munce
Minister Gerretsen's Office
(416) 585-6333
Disponible enfran9ais
UTUTW ml'lh (T(HT on ~l'I
JAN
") 2007
Alzheimer i ty
ELGIN - ST. THOMAS
C.~ii.1
).~!I'J
January Is Alzheimer's Awareness Month
Here is what is happening in our community....
.:. The "Dementia Journey Series" will be taking place this year at the St.
Thomas Seniors' Centre beginning January 1~ until February 'th. The
"Dementia Journey" consists of four free community presentations on
various topics that directly affect people living with dementia and their
caregivers. This year's list of speakers and topics include:
~ January l~-"Understanding Medications"-presented by
Luis Viana, a pharmacist consultant working in London and area.
~ January 24th-"Driving and Dementia"-presented by Dr. Mark
Rapoport, a psychiatrist with Sunnybrook Health Centre in
Toronto.
~ January 31 sU'Caring for You: Reducing Caregiver
Burnout"-presented By Dr. Norman Barlow.
~ February ~- "My Personal Journey with Dementia"-
presented by Jeff Timmermans, a nationally recognized speaker
who talks about his own experience caring for someone with
Alzheimer's disease.
To register for one or more of the Dementia Journey presentations, please call
Tracey Jones at 519-633-4396
Or email education(a)alzheimerelgin.ca
Join us for our annual "Walk for Memories" fundraiser
Date: January 27th, 2007
Where: Parkside Collegiate Institute
241 Sunset Dr., St. Thomas, ON
Time: 10:00am-n:30am
www.walkformemories.ca
Manu/ife
WalkftiT
Memories
Please call Randy at 519-633-4396 for more information.
Ministry of Community Safety
and Correctional Services
Emergency Management Ontario
77 Wellesley Street West
Box 222
Toronto ON M7A IN3
Telephone/Telephone
Facsimile/ Telecopieur
E-mail
File Reference/Reference
November 30, 2006
To All Heads of Council
Dear Sir/Madam:
Ministere de la Securite communautaire
et des Services correctionnels
'~..........M................ '.~.:
. . '. .'
o.
.
Gestion des situations d'urgence Ontario
77, rue Wellesley Ouest
C.P.222
Toronto ON M7A IN3
(416) 314-3723
(416) 314-3758
Information.EMO@Ontario.ca
J~,N =, 2 2007
< ~'~ i: ,.,: ;"1\ ,~~ '''''''~.\~";fB ",' ~"',-';;.. ..,~
f;~;;iiiH\ij~ I nA i IVt SERVICES
I am writing to introduce myself and to advise you of some of the changes to the
structure of Emergency Management Ontario (EMO) that have resulted from an internal
Program Review, that will change the way in which our services are provided in some
Ontario municipalities. As you are aware, EMO undertook a full review of our
organization over the past eighteen months in the interest of defining how we may best
meet the needs of the residents of Ontario and our stakeholders. A key element of this
review was an analysis of how we provide advice and assistance to the municipal sector
in implementing and maintaining the regulated emergency management programs that
are required under the Emeraencv Manaaement and Civil Protection Act and the
associated Ontario Regulation 380/04. This analysis was undertaken in consultation
with a broad spectrum of stakeholders, which included the Association of Ontario
Municipalities, as well as municipal emergency management and public safety officials.
As a result of this review, EMO will be adding more Field Officers to our current staffing
profile, and increasing the number of our sectors from twelve to fourteen. We have also
added two Program Managers who will provide field program oversight. This
restructuring, which will come into effect January 1, 2007, will reduce the number of
communities serviced by individual Field Officers, and provide greater access to EMO's
services for municipalities. Our field staff will also become part of a new EMO section,
to be named Program Delivery, which in addition to working directly with communities,
will in future assist in coordinating liaison between municipalities and other provincial
ministries, First Nation communities, the private sector, and the federal government
including the Department of National Defence.
I am attaching for your information a map that depicts the outline of our new sector
structure. I am also enclosing a copy of our revised staffing list, which indicates the
L /J DI 02...101
C of/cD 7<;> t4/{yS'/1/1. /I.~.
names and contact information for our field staff, as well as a listing of the
municipalities that they will serve. You will note that all of our sectors have received
new names and all but one, reflect new boundary alignments. As a result of this
realignment, some communities will be served by new Field Officers so it is important
that this information be shared with local emergency management officials and
municipal first responders within your jurisdiction.
EMO shares with its municipal partners, the vision of creating an Ontario of safe,
secure, and disaster-resilient communities. We believe that this restructuring,
together with the incremental staff that have been added will help us to achieve this
objective.
I look forward to the opportunity of meeting with many of you over the next few
months to discuss how we may continue to move forward together.
Sincerely,
9cJ~~~~ .
Joy McLeod
Deputy Chief, Program Delivery
Emergency Management Ontario
Encls.
c: W. Cotgreave, A1Chief, Emergency Management Ontario
EMERGENCY MANAGEMENT ONTARIO
COMMUNITY PROGRAMS LIST
(EXTERNAL)
@
H
E Joy Mcleod Deputy Chief - Program Tel 416-314-8610
A Delivery Fax 416-314-3758
0 Emergency Management Ontario
Q
u 77 Wellesley Street West
A Box 222 JOY. McLeod@ontario.ca
R
T Toronto, ON. M7A 1N3
E
R
5
Joseph Moore Program Manager (South & Tel 416-243-1969 Sectors
West) St. Clair
Emergency Management Ontario Tecumseh
P.O. Box 41562 HlRPO Golden Horseshoe
230 Sandalwood Pkwy. Joseph. Moore@ontario.ca GTA
Brampton, ON L6Z 4R1 Bruce
Lakes
Severn
Jeff Edwards Program Manager (North & Tel 705- 356- 5630 Sectors
East) Fax 705- 356- 5629 Capital
Emergency Management Ontario Seaway
P.O. Box 958 Jeff. G. Edwards@ontario.ca Loyalist
Blind River, ON POR 1 BO Magnetewan
Killarney
Albany
Amethyst
Philippe Field Officer Tel 613- 828-6689 · City of Ottawa
Geoffrion Emergency Management Ontario Fax 613-828-6690 Counties of :
P.O. Box 30027 · Renfrew
CAP IT AL Ottawa, ON K2H 8X4 · Lanark
SECTOR Philippe. Geoffrion@ontario.ca
1
EMERGENCY MANAGEMENT ONTARIO
COMMUNITY PROGRAMS LIST
(EXTERNAL)
@
Suzanne Field Officer Tel 613-933-1363 Counties of:
Carrier- Emergency Management Ontario Fax 613-933-5223 Prescott & Russell
Armstrong P.O. Box 1694 Stormont, Dundas &
Cornwall, Ontario K6H 5V7 Glengary
SEAWAY Leeds & Grenville
SECTOR Suzanne. Carrier -Armstrono@ontario.ca
2
Dave Clarke Field Officer Tel 613-545-0372 · City of Kingston
Emergency Management Ontario Fax 613-545-3614 Counties of:
LOYALIST P.O. Box 130 Frontenac
SECTOR Lennox & Addington
Kingston, ON K7L 4V6
Dave. Clarke@ontario.ca Hastings
Prince Edward
3
JoAnn Field Officer Tel 905-377-1648 City of Kawartha
Kropf-Hedley Emergency Management Ontario Fax 905-377-1513 Lakes
P.O. Box 823 Counties of:
SEVERN Station Main
SECTOR Cobourg, ON K9A 4S3 JoAnn. Kroof. Hedlev@ontario.ca · Peterborough
· Northumberland
4 · Haliburton
Steve Elliott Field Officer Tel 705-932-2200 · City of Toronto
Emergency Management Ontario Fax 705-932-2713 Regions of:
GTA P.O. Box 189 · Durham
SECTOR Millbrook, ON LOA 1 GO · York
Steohen. Elliott@ontario.ca · Peel
5 · Halton
Ernest Hills Field Officer Tel 705-286-6653 District of:
Emergency Management Ontario Fax 705-286-3258 · Muskoka
LAKES P.O. Box 134 County of:
SECTOR Minden, ON KOM 2KO · Simcoe
6 I Ernest. H iIIs@ontario.ca I
EMERGENCY MANAGEMENT ONTARIO
COMMUNITY PROGRAMS LIST
(EXTERNAL)
@
Kathy Grantis Field Officer Tel 416-255-7333 Counties of:
Emergency Management Ontario Fax 416-314-3758 · Bruce
77 Wellesley St West, Box 222 · Dufferin
BRUCE · Grey
SECTOR Toronto, ON · Wellington
M7 A 1 N3 Kathv. Grantis@ontario.ca
7
Daphne Farrell Field Officer Tel 905-812-7602 · City of Brantford
Emergency Management Ontario Fax 905-812-7603
P.O. Box 42256 · City of Hamilton
GOLDEN 128 Queen Street South Counties of:
HORSESHOE Mississauga, ON L5M 1 K8 · Brant
SECTOR · Haldimand
Daohne. Farrell@ontario.ca · Norfolk
8 Regions of:
· Niagara
· Waterloo
Steve Beatty Field Officer Tel 519-679-7055 · City of London
Emergency Management Ontario Fax 519-675-7691 Counties of:
TECUMSEH 80 Du ndas Street · Huron
SECTOR Unit L, Suite 1-068 · Middlesex
London, ON N6A 6A8 · Oxford
Steve. Beattv@ontario.ca · Perth
9
Drew Maddison Field Officer Tel 519-355-1606 · Municipality of
Emergency Management Ontario Fax 519-355-0374 Chatham-Kent
416 St. Clair St Counties of:
St. CLAIR · Elgin
SECTOR Suite 20018
Chatham ON N7L 5K6 Drew. Madisson@ontario.ca · Essex
· Lambton
10
John Stothers Field Officer Tel 705 - 389-3499 Districts of:
Emergency Management Ontario Fax 705 - 389-2763 · Parry Sound
MAGNETAWAN P.O. Box 147 · Nipissing
Parry Sound, ON P2A 2X3 · Manitoulin
SECTOR John. Stothers@ontario.ca
11
EMERGENCY MANAGEMENT ONTARIO
COMMUNITY PROGRAMS LIST
(EXTERNAL)
@
Jeannine Morin Field Officer Tel 705-693-9124 · City of Greater
Emergency Management Ontario Fax 705-693-9850 Sudbury
P.O. Box 2631 Districts of:
KILLARNEY 1776 Lasalle Blvd. · Sudbury
SECTOR
Sudbury, ON P3A 5J2 Jeann ine. Morin@ontario.ca · Timiskaming
12
Vacant Field Officer For interim assistance contact Jeff · City of Sault Ste.
Emergency Management Ontario Edwards, Program Manager, North Marie
and East
Districts of:
ALBANY Tel 705-356-5630 · Algoma
SECTOR
Fax 705-356-5629 · Cochrane
13
Dale Smyk Field Officer Tel 807 -622-4650 · City of Thunder
Emergency Management Ontario Fax 807-622-4684 Bay
307 Euclid Avenue, Suite 404 Districts of:
AMETHYST Thunder Bay, ON P7E 6G6 . Kenora
SECTOR . Rainy River
Dale. Smvk@ontario.ca · Thunder Bay
14
EMO Field Officers provide advice, assistance, and emergency response to municipalities and First
Nation communities within their assigned sectors.
EMO E-Mail:
information. emo@ius.qov.on.ca
operations. emo@ius.qov.on.ca
trainina. emo@ius.aov.on.ca
EMO Web Site:
www.mpss.ius.aov.on.ca
www.emerqencvmanaaementontario.ca
www.emotrainina.on.ca
EMERGENCY MANAGEMENT ONTARIO
COMMUNITY PROGRAMS LIST
(EXTERNAL)
@
EMO Tech Support E-Mail: JUS-G-PSD-EMO Tech Support
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IN-CAMERA AGENDA
JANUARY 23. 2007
Reports: (Attached)
1. Warden Acre - Update on Municipal Negotiations (verbal)
2. Chief Administrative Officer - CONFIDENTIAL - Property Matter
3. Chief Administrative Officer - CONFIDENTIAL - Highway 401 Provincial Offences Act
(POA) Revenue Prior to 2007 - Options
4. Chief Administrative Officer - CONFIDENTIAL - Personal Matter About An Identifiable
Individual
5. Director of Cultural Services, Manager of Cultural Services - Personal Matter
6. Director of Human Resources - Tentative Agreement - SEIU at Terrace Lodge (verbal)
Correspondence: (Attached)
1. Rachele Dabraio, Director, Citizenship Branch, Ministry of Citizenship and
Immigration, Personal Matter About An Identifiable Individual
Administrative Services Department
Administration Building
450 Sunset Drive, St. Thomas, Ontario, N5R 5V1
Phone: (519) 631-1460 Ext. 156
Fax: (519) 633-7661
County of Elgin
www.elgin-county.on.ca
Fax
To:
Warden Acre and
Elgin County Councillors
Call Group
From:
Mark G. McDonald
mmcdonald@elgin-county.on.ca
January 19, 2007
including cover sheet
Fax:
Phone:
Re:
Additional Items for Council Agenda of
January 23, 2007
Date:
Pages:
CC:
Comments:
DeleQation:
10:00 A.M. Kent Kristensen, Chairman, Seaport Management Corporation, with an Executive Summary of
the proposed ferry service from Port Burwell to Fairport Harbour Ohio. (ATTACHED)
Draft Brief
Chief Administrative Officer, Elgin County's Submission to the Standing Committee on Social Policy
Regarding Bill 140, The Long-Term Care Homes Act (ATTACHED)
THE INFORMATION IN THIS FACSIMILE IS FOR THE NAMED RECIPIENT ONLY. IT MAY CONTAIN INFORMATION THAT IS PRIVILEGED,
CONFIDENTIAL AND EXEMPT FROM DISCLOSURE UNDER APPLICABLE LAW. IF THE READER OF THIS MESSAGE IS NOT THE INTENDED
RECIPIENT, OR RESPONSIBLE FOR DELIVERING THE MESSAGE TO THE INTENDED RECIPIENT, ANY DISSEMINATION, DISTRIBUTION OR
COPYING OF THIS COMMUNICATION IS STRICTLY PROHIBITED. IF YOU HAVE RECEIVED THIS COMMUNICATION IN ERROR, OR THERE
ARE ANY PROBLEMS IN TRANSMISSION, PLEASE NOTIFY US BY TELEPHONE.
Short Sea Lines
Lake Erie U.S. - Canada Ferry Border Crossing
Fairport Harbor Ohio - Port Burwell Ontario
EXECUTIVE SUMMARY OF PROPOSAL
BY SEAPORT MANAGEMENT CORPORATION
OJ) . ~i-"
:PQ.ttll~ity n <iO
e:
Lake County, O!:Jio
Executive Summary
The Village of Grand River, Lake County, and the Municipality of Bayham has partnered
and Seaport Management Corporation of Jarvis Ontario to implement a new international
ferry border crossing between USA and Canada at the middle of Lake Erie therefore,
providing an urgently needed new direct transportation link between the State of Ohio
and Province of Ontario.
Such new border crossing now has local, regional, national and international interest with
government, stakeholders and potential users at highest levels. As it has direct
significance in support of current and future U.S.-Canada trade, regional economic
development initiatives, tourism, etc. and cost savings, efficiencies and new opportunities
derived from the project will help improve our global competitiveness and have many
positive impacts on our environment in; reductions of road miles, fossil fuel emissions,
green house gasses, traffic accidents, etc. The business case for the project at all levels of
participation is now well known on both sides of the lake and there is no immediate
competitor for the scope and scale of the project.
The entire proposal leverages the business plans, port-route paring, vessel selection,
contacts and extensive partnerships developed by Seaport Management Corporation of
Jarvis Ontario over more than five years. The project will be implemented as a Private-
Public Partnership (3P) where public entities on both sides of the lake will implement
necessary highway extensions and border terminals and a private ferry operator, Short
Sea Lines, will acquire and manage ships and perform day-to-day ferry operations. Three
docks or ferry berths will be installed at each terminal and more than six ships can
traverse the lake simultaneously.
The system can scale to carry 2-3,000 trailers and 1-2,000 cars per day (365 days per
year) providing 20-30% new border capacity in the Great Lakes Region. Also included
with the proposal is a new intermodal transportation hub in Lake County Ohio;
transloading trailers, containers, new vehicles and other freight enabling an all new
NAFTA trade and WHTI travel corridor between Ohio and Ontario. Total investment for
the project is estimated at approximately $500 million: $50 million for Canadian
terminal, $45 million for U.S. Terminal and between $150-400 million for ships and ferry
operating. As many as 1,000 new jobs and up to $56 million in annual expenditures will
jumpstart the local economy from operations. In addition, the project will act as a catalyst
for many new regional partnerships and economic development initiatives, thereby
providing an engine for many more in-direct jobs and spin-offs causing new opportunities
for industry and business attraction, tourism, services, etc.
The project is planned to be implemented in phases with an expected in-service date 18-
24 months upon receipt of all necessary approvals, concessions and funding. Due to the
complexity and scale of this transportation infrastructure project, approvals and permits
for individual components, staged implementation and interim funding may be a reality
on both sides of the lake. Flexibility and accommodation for such requirements will be
considered and accommodated as necessary within the proposed project management
organization.
Contact
Lynn Acre
Mayor
The Municipality of Bayham
9344 Plank Road
Straffordville NOJ 1 YO Ontario
Phone: (519) 866-5521
e-mail: lynnacre@amtelecom.net
Christopher W. Conley
Mayor
The Village of Grand River
205 Singer Avenue
Grand River, Ohio 44045-0125
Phone: (440) 352-7012
e-mail: tnccon@sbcglobal.net
Jeff Oegema
VP Sales & Freight Logistics
Short Sea Lines
23 Cavanaugh Cr.
St. Thomas N5R 5Y3 Ontario
Phone: (519) 631-1880
E-mail: ioegema@yahoo.com
Kent Kristensen
Chairman
Seaport Management Corporation
800 Concession RRl
Jarvis NOA 110 Ontario
Phone: (440) 338-6526
e-mail: kkristensen@30akcommunications.com
Additional Information
Please contact Kent Kristensen for project coordination and partnership information, Jeff
Oegema for customer inquiries, Mayor Conley for all U.S. Government relations and
Mayor Acre for all Canadian Government relations.
To view a short video of Short Sea Lines (SSL Ferries) proposed operations, please
follow this link http://www.smarterthinking.net/pages/film-video frames.html (click on
the ferry image to play - Quick Time player required). The video shows actual service of
SSL Ferries business partner: Mols Linien AlS's ferry operations and related experience
in Denmark, Scandinavia, Europe and Canada.
ELGIN COUNTY'S SUBMISSION TO THE STANDING
COMMITTEE ON SOCIAL POLICY
REGARDING BILL 140, THE LONG-TERM CARE HOMES ACT
JANUARY 24TH, 2007 AT 2 P.M.
LONDON, ONTARIO
BY:
WARDEN LYNN ACRE ON BEHALF OF ELGIN COUNTY
COUNCIL
-1-
TO THE CHAIR AND MEMBERS OF THE SOCIAL POLICY COMMITTEE:
MY NAME IS LYNN ACRE AND I AM THE WARDEN OF ELGIN
COUNTY. WITH ME TODAY ARE MEMBERS OF STAFF INCLUDING
OUR C.A.O. AND DIRECTORS OF OUR THREE LONG-TERM CARE
HOM ES.
FIRST OF ALL, WE WANT TO THANK YOU FOR ADJUSTING YOUR
TIMETABLE AND HOLDING THESE PUBLIC CONSULTATIONS.
IMPORTANT AND TIMELY LEGISLATION SUCH AS THIS DESERVES
OUR FULL ATTENTION. WHILE WE SALUTE THE DESIRE TO
IMPROVE, WE LAMENT MANY ASPECTS OF YOUR APPROACH.
-2-
BY WAY OF BACKGROUND, ELGIN COUNTY OWNS AND OPERATES
THREE LONG-TERM CARE HOMES FOR A TOTAL OF 247
RESIDENTS. WE HAVE AN ANNUAL OPERATING BUDGET IN
EXCESS OF $15 MILLION AND WE "TOP UP" THE MINISTRY'S
CONTRIBUTION BY MORE THAN $3.5 MILLION EVERY YEAR.
FOR THE RECORD, WE SUPPORT THE SUBMISSIONS OF AMO AND
OANHSS. THE FEAR OF ADMINISTRATIVE OVERBURDEN IS REAL;
THE APPARENT LACK OF SPECIFIC SUPPORT FOR THE "NOT-FOR-
PROFIT" SECTOR IS OF CONCERN; THE POTENTIAL FOR
MICROMANAGEMENT AND SOMEWHAT PUNITIVE REGULATIONS IS
WORRISOME; THE IMBALANCE OF INDIVIDUAL RIGHTS AT THE
EXPENSE OF THE COLLECTIVE IS TROUBLING; THE PROBLEMS
OF FIXED TERM LICENSES AND MANDATORY CAPITAL
IMPROVEMENTS IS DISCONCERTING; AND, THE LIABILITY OF
DIRECTORS IS EXTREMELY PROBLEMATIC. WE NOTE THAT
DETAILED EXPLANATIONS OF THESE CONCERNS ARE WELL
DOCUMENTED IN THE SUBMISSIONS FROM OUR COLLEAGUES.
-3-
WE ARE CERTAIN THAT YOU WILL HEAR MORE ABOUT THOSE
CONCERNS FROM OTHERS AND WE ENCOURAGE YOU TO
CONSIDER AND ADDRESS THOSE ISSUES.
OUR FOCUS TODAY IS ON BUT ONE OF MANY IMPORTANT AND
TROUBLING ASPECTS OF THE PROPOSED LEGISLATION, THAT
BEING, THE NEW TRAINING REQUIRMENTS ENVISIONED IN
SECTION 74.
IN SHORT, ALL VOLUNTEERS, STAFF AND ANYONE WHO
PROVIDES DIRECT SERVICES TO RESIDENTS IS MANDATED TO
HAVE RECEIVED TRAINING (BEFORE COMMENCING SERVICES) ON
A VARIETY OF COMPREHENSIVE SUBJECTS SUCH AS FIRE
PREVENTION, RESIDENT ABUSE, RESTRAINTS, INFECTION
CONTROL AND RESIDENTS' BILL OF RIGHTS, TO NAME A FEW.
IN AN IDEAL WORLD WITH ADEQUATE FUNDING, THE GOALS OF
THE ACT WOULD BE LAUDIBLE. HOWEVER, IN THE REAL WORLD
-4-
WITH INADEQUATE PROVINCIAL FUNDING (REMEMBER ELGIN'S
MUNICIPAL SUBSIDY EXCEEDS $3 MILLION ANNUALLY) THEY ARE
NOT REALISTIC.
BESIDES, WE CURRENTLY PROVIDE AN EXTENSIVE AND VALUE
ADDED ORIENTATION PROGRAM TO STAFF, A PROGRAM THAT
WILL HAVE TO BE CURTAILED IN ORDER TO MEET THE NEW
REQUIREMENTS.
MOREOVER, INCLUDING VOLUNTEERS IN MANY OF THE TRAINING
REQUIREMENTS SUCH AS RESTRAINT POLICIES, ADDS ANOTHER
BURDEN, COST AND UNNECESSARY STRAIN ON RESOURCES. NO
VOLUNTEER IS EXPECTED TO APPLY SUCH POLICIES AS IT IS A
MATTER FOR THE HOME AND ITS' PAID PERSONNEL.
INDEED, THE OPPOSITE WILL BE ACHIEVED, AS LIMITED
RESOURCES GET MOVED AROUND IN AN ATTEMPT TO COMPLY
WITH THE LEGISLATION. VOLUNTEERS MAY DECLINE TO OFFER
-5-
THEIR TIME DUE TO STRINGENT TRAINING REQUIREMENTS AND
CERTAINLY ADMINISTRATORS, WITH ALREADY LIMITED TRAINING
BUDGETS, WILL MAKE SACRIFICES IN THE ESTABLISHED
TRAINING MODULES WHICH WE SUBMIT ARE ALREADY REFINED.
PRESCRIBING A STRICT ORIENTATION OUTLINE AND TIMEFRAME
WILL BE A PRESCRIPTION FOR FAILURE FOR MANY HOMES AND
ACTUALLY WORK AGAINST THE INTENT OF THE LEGISLATION.
IN ADDITION, WRITING SUCH PRESCRIPTIVE LEGISLATION LIMITS
FLEXIBILITY AND INNOVATION, AND EVEN MORE CONCERNING, IT
LIMITS OUR FUTURE ABILITY TO ADAPT AND ANTICIPATE
CHANGING NEEDS, BECAUSE OUR RESOURCES WILL BE TAPPED
AS WE ATTEMPT TO FINANCE THE UNNECESSARY REGULATIONS
INVOLVED IN THE TRAINING SECTION OF THE ACT.
BEFORE I CONCLUDE, I FEEL COMPELLED TO COMMENT ON HOW
CONTRADICTORY THIS LEGISLATION REALLY IS WHEN COMPARED
-6-
TO THE MCGUINTY GOVERNMENT'S PROFESSED DESIRE TO TREAT
MUNICIPALITIES AS AN ORDER OF GOVERNMENT. THE MUCH
TOUTED MEMORANDUM OF UNDERSTANDING BETWEEN ONTARIO
AND ITS MUNICIPALITIES SEEMS LIGHT YEARS AWAY FROM THE
INTENT OF THIS PROPOSED LEGISLATION. THE MINISTER OF
MUNICIPAL AFFAIRS HAS STATED REPEATEDLY THAT
MUNICIPALITIES SHOULD BE TREATED WITH RESPECT - THIS
PROPOSED LEGISLATION FLIES IN THE FACE OF THE MINISTER'S
MANTRA.
AS AMO STATES IN ITS BRIEF, WE ARE THE MOST ACCOUNTABLE
FORM OF GOVERNMENT AND WE HEAVILY SUBSIDIZE THE
PROVISION OF LONG-TERM CARE IN THIS PROVINCE. OUR
RECORD DEMONSTRATES OUR COMMITMENT AND MATURITY.
PLEASE DON'T UNDERMINE THAT RECORD WITH HEAVY-HANDED
LEGISLATION.
-7-
I WILL CLOSE BY URGING YOU TO CONSIDER OUR COMMENTS AND
THOSE OF OUR PARTNERS. DON'T TRY TO FIX SOMETHING THAT
IS NOT BROKEN. AND, IF YOU SEE NEEDED IMPROVEMENTS,
THEN HELP FUND THEM IN A PREDICTABLE MANNER, AT AN
ADEQUATE LEVEL AND IN THE TRUE SPIRIT OF PARTNERSHIP.
THANK YOU FOR THE OPPORTUNITY TO ADDRESS YOU TODAY
AND GOOD LUCK IN YOUR DELIBERATIONS!
~bt
Association of Municipalities of Ontario
Bill 140, Long-Term
Care Homes Act, 2006
AMO's Presentation to the
Standing Committee on Social
Policy
January 16, 2007
Association of
Municipalities
of Ontario
393 University Avenue, Suite 1701
Toronto, ON M5G 1 E6 Canada
tel: 416-971-9856 fax: 416-971-6191
email: amo@amo.on.ca
website: www.amo.on.ca
AMO Presentation on Bill 140, Long-Term Care Homes Act, 2006
INTRODUCTION
Good morning, ladies and gentlemen. My name is Doug Reycraft. I am the Mayor of
the Municipality of Southwest Middlesex, Councilor with the County of Middlesex and
the President of the Association of Municipalities of Ontario.
I want to begin my presentation by making a few observations that AMO believes are
very important.
First, I believe we all recognize that the quality of life, safety and well-being of
residents in Ontario's long-term care facilities is a top priority for the Province, for our
communities and for the people of Ontario.
Second, I know we agree that individuals, private and not-for-profit agencies, and
governments providing services to vulnerable populations, must be truly accountable
for the quality of care they provide.
Third, I think it is widely recognized that municipally operated homes for the aged do
an excellent job, under the current legislative framework, of providing the highest
quality services that routinely exceed provincial standards.
Fourth, and perhaps less widely recognized, Ontario's municipal governments go far
beyond what they are required to do in law by investing a net $270 million a year of
municipal resources in the provincial long-term care system through the funding and
operation of homes for the aged. They do so because they recognize the need for
services in their communities and because provincial funding for the provincial long-
term care system is woefully inadequate. In Middlesex County, the municipal subsidy
to this provincial program will be over $825,000 in 2007 for 160 beds.
My final observation is that, given what I have just said, it is surely not the intent of this
Bill to encourage municipal governments to vacate the industry to the greatest extent
possible.
Page 1
AMO Presentation on Bill 140, Long-Term Care Homes Act, 2006
Yet, that is the concern that is being expressed among municipal governments today.
While we believe the Government's intentions are laudable, our assessment of the Bill
itself is that it is excessively heavy-handed when it comes to regulating the operation
of municipal homes for the aged - with many of the measures having nothing
whatsoever to do with the quality of life, safety or well-being of residents.
In the case of municipally-operated homes for the aged, this Bill sets out to fix
something that is not broken.
The result is a level of liability exposure for municipal councillors and property tax
payers that is unprecedented in Ontario's legislative history.
As the Bill reads currently, municipalities would be well advised to reduce services and
investment in Ontario's long-term care system and provide only the minimum
mandated level of service in their communities.
And there is another result. By compounding the current administrative responsibilities
of those operating homes for the aged, without increasing provincial funding in the
system, the Bill will require administrators to reallocate resources away from patient
care to administration with a consequence of reduced services.
Surely, it is not anyone's intention to reduce the number of beds in our communities by
taking a heavy-handed approach to addressing a problem that does not seem to exist
in the municipal operation of provincial long-term care services.
Page 2
AMO Presentation on Bill 140, Long- Term Care Homes Act, 2006
THE MUNICIPAL CONTEXT AND LONG-TERM CARE
Before I address a number of specific concerns, I would like to provide the Committee
with some contextual information.
Municipal governments operate over 16,500 beds in long-term care homes in Ontario.
That is nearly a quarter of the total beds in the province. In any given year, that is over
6 million days of care.
As I mentioned earlier, municipalities also invest a net $270 million of property tax
revenues per year into the operation and capital development of their long-term care
homes.
As the most accountable of the three orders of government, municipalities operate
under significant scrutiny. As a mayor and municipal councillor, I can tell you that
poor service or poor standards in a municipal facility would not escape this scrutiny.
As the Minister has acknowledged, municipalities are not only leaders in long-term
care but committed to the provision of quality long-term care services.
Yet, over the years, municipalities have seen the increased cost of new standards
without the corresponding provincial funding support.
And finally, by way of context, the Government's commitment to increase operating
funding to $6,000 per resident has not been achieved.
Page 3
AMO Presentation on Bill 140, Long-Term Care Homes Act, 2006
SPECIFIC CONCERNS
New Administrative & Operational Requirements
This Bill places great emphasis on the enforcement of standards.
AMO agrees that the administrators of homes for the aged must be accountable. But
the Bill will require administrators to spend a great deal more of their time and
resources on compliance and documentation and, unless the Government provides
additional funding, homes will be forced to apply even more of their limited resources
to meeting all the new administrative requirements.
Without provision for additional funding from the Province, the Act will lead to existing
staff resources being reallocated to administrative and other non-resident care activity.
That means less money will be getting to the care of residents.
Excessive Liability for Municipal Councillors and Municipal Governments
Bill 140 would create unprecedented liability for municipal councillors, municipal
governments and property tax payers through its heavy-handed approach to the issue
of duty of care.
Section 67 is a remarkably blunt instrument. It would set out a requirement that a
committee of management or board of management for a municipal home for the aged
will "take all reasonable care to ensure" that the operation of the home for the aged
complies with "all requirements under this Act." Every person who fails to do so would
be "guilty of an offence."
That means, without any exaggeration, that if a municipal councillor or a member of a
board of management cannot demonstrate "reasonable care" to ensure that the
administration of the home meets even the most minuscule administrative requirement
- of a Regulation that we have not yet seen - the councillor or board member is guilty
of an offence.
Page 4
AMO Presentation on Bill 140, Long-Term Care Homes Act, 2006
This section is not about offences related to the specific wrongdoing such as failing to
report an incident of abuse. Those serious matters are dealt with directly in the Bill. In
fact, this section is not about safeguarding the rights or interests of long-term care
residents. This section is a catchall of liability that would make anyone think twice
about operating a home for the aged or running for a seat on council.
The penalty set out in the Bill includes a fine of up to $25,000 or imprisonment of up to
12 months for a first offence.
Furthermore, this section will likely be a significant barrier to recruiting and retaining
directors.
Interestingly, the penalties far exceed similar accountability sanctions for members of
hospital boards under the Public Hospitals Act, imposing harsher offence provisions on
the Board members of homes than those serving on hospital Boards. If this is the road
the Province is choosing to travel, it would seem reasonable to align the offence
provision under Bill 140 with the Public Hospitals Act 1.
Increased Risk to the Viability of Municipal Homes
I want to turn for a moment to issues of standards and licensing.
AMO appreciates the need for the ongoing upgrading of homes. But the fact of the
matter is that there is no evidence that there is any problem with the maintenance or
upkeep of facilities in the municipally-operated homes sector.
This begs the question of why Bill 140, sections 150,151,156, would provide ministry
officials with the authority to order municipalities to undertake upgrading and other
work as a condition of licensing.
1 The Public Hospitals Act has general offence provisions but the penalty on a conviction is minor ($50
and not more than $1,000).
Page 5
AMO Presentation on Bill 140, Long-Term Care Homes Act, 2006
This authority could be used by the ministry to require municipal governments to make
any number of unbudgeted and perhaps unnecessary expenditures without recourse.
If this Committee agrees that municipal governments are accountable and responsible,
then surely giving such sweeping authority to the ministry is unnecessary.
CONCLUSION
These provisions that I have raised act as disincentives to the expansion of long-term
care services, and fail to recognize that it is municipalities and municipal revenues -
and not provincial standards - that are what is holding the provincial long-term care
system together and filling a quarter of a billion dollar gap in provincial health care
funding.
The future is clear regarding long-term care in Ontario. For the municipal role in the
Province's long-term care system, Bill 140 appears to be moving the sector towards
fewer beds, reduced funding for care, greater risk and greater costs.
AMO and many others in the sector foresee an overall erosion of quality resident-
focused long-term care in the province.
What is clearly missing in Bill 140 is a statement that commits the Province to
preserving and promoting long-term care through adequate and sustainable funding.
The Government must consider that any new or enhanced standards must be
accompanied by appropriate operating funding, and must consider the added financial
burden that will be placed on homes for the aged and municipalities as a result of the
new requirements. The Government must at a minimum, increase operating funding
by that amount.
Page 6
AMO Presentation on Bill 140 , Long- Term Care Homes Act, 2006
AMO's position on which order of government should be funding provincial health care
services is well known. Until we have achieved our goal of good public policy and
good fiscal policy in Ontario, please do not undermine our ability to deliver provincial
services effectively.
Implementation of Bill 140 without appropriate and sustained provincial funding bodes
poorly for the future of long-term care in Ontario.
Finally, let us not undo the good and productive work between AMO, municipalities,
and the Province as a result of legislation that, on the face of it, is designed to fix a
problem that does not exist - legislation that fails to recognize the municipal
contribution to the long-term care system in Ontario.
We look forward to building on our successes to ensure that long-term care legislation
meets the needs of our vulnerable residents in a sustainable and realistic manner.
And we urge the committee to consider the important matters we have raised today.
Page 7