May 22, 2007 Agenda
ORDERS OF THE DA Y
FOR TUESDA Y. MA Y 22. 2007 - 9:00 A.M.
PAGE # ORDER
1 st Meeting Called to Order
2nd Adoption of Minutes - for the meeting of April 24, 2007
3rd Disclosure of Pecuniary Interest and the General Nature Thereof
4th Presenting Petitions, Presentations and Delegations
2-6 9:00 A.M. Sandra Datars Bere, Director, Ontario Works and Social
Housing, 2007 1st. Quarter Report. (Attachment)
7 -29 9:15 A.M. Tracy Grant and Frank Exley, Trustees, Thames Valley
District School Board, to provide an update on the Draft
Capital Plan and Accommodation Review Committee
Activities. (Attachment)
9:45 A.M. Andy Paterson, Communications Manager, Canada Post,
To speak about "Traffic Safety Assessment Criteria"
(Attachment)
Motion to Move Into "Committee Of The Whole Council"
Reports of Council, Outside Boards and Staff
Council Correspondence - see attached
1) Items for Consideration
2) Items for Information (Consent Agenda)
OTHER BUSINESS
1) Statementsllnquiries by Members
2) Notice of Motion
3) Matters of Urgency
9th In-Camera Items (see separate agenda)
10th Recess
11 th Motion to Rise and Report
12th Motion to Adopt Recommendations from the Committee Of The Whole
13th Consideration of By-Laws
14th ADJOURNMENT
30-35
5th
36-78 6th
7th
79-85
86-116
8th
I
5:00 P.M. County/City Liaison Meeting at the Shedden
Keystone Com plex
MUSEUM EXHIBIT - 'Iroquois Beadwork' from the ROM - April 19 - May 26,2007 -
Tues-Sat 10-4 and Thurs 10-7 - Historic and contemporary beadwork on costume and
ceremonial objects portraying the traditional symbols and imagery of the Iroquois.
I
Mav 24. 2007
LUNCH WILL BE PROVIDED
S'[ THOMAS
Corporation of the
City of St. Thomas
Report No.
OW13-07
File No.
Directed to:
Warden Lynn Acre and the members of Elgin County
Council
Ontario Works and Social Housing
Sandra Datars Bere, Director
Ontario Works and Social Housing
Report for the months of January, February & March 2007
Date
April 24, 2007
Attachment(s)
Department:
Prepared By:
Subject:
(1)
Recommendation:
That the report OW13-07 of the Director of Ontario Works and Social Housing for the months of
January, February & March 2007 be received and filed.
Income Maintenance:
The Ontario Works Income Maintenance division was kept busy in the first quarter of 2007 as
intake for Social Assistance increased dramatically over last quarter. The staff has rallied to the
challenge and has kept our turn around time for applications to the prescribed four-day time
period. In March, the Service Delivery Model Technology under went an upgrade to make it more
efficient; two more ofthese "productions" are planned for 2007. The ever-changing legislation and
staff turnover make the Income Maintenance division a very interesting and challenging place to
work. Our staff's main focus is to provide quality service for the residents of the City of St. Thomas
and the County of Elgin.
The Homelessness Initiative, Rent Bank and Energy Emergency Funds continue to assist the
residents of the St. Thomas-Elgin community, aiding those in need to avoid eviction, and utility
disconnections. The Affordable Housing/Rental Supplement has also been successful providing
affordable housing options to vulnerable members of our community. Still a relatively new
program, in conjunction with our Social Housing division it is expected that this program will
expand in 2007.
Emoloyment:
The Employment division began this year with a running start. On January 16th, 2007 our
departmental staff collaborated with our Innovation Grant partner, Forest City Transportation, to
conduct a Job Fair for 31 potential candidates for the program. These candidates were interviewed
and short-listed. The successful candidates underwent medicals and drug testing and to date,
three (3) have successfully completed their AZ Truck Driver Training. These individuals will be
working with Forest City Transportation to obtain employment in their field. We continue to work
towards our target of training fifteen participants by December of 2007.
A representative from the employment team has been attending the "Rapid Re-Employment and
Training Service" Meetings. This is a committee that has been formed through the Ministry of
Training, Colleges and Universities (MTCU) and Employment Ontario to meet the needs of displaced
workers (through layoffs/shutdowns, etc). Our staff representative recently attended the
information session for the workers who lost their positions at Contran Manufacturing.
The Joint Implementation Project, which was coordinated with the local Ontario Disability Support
Program (ODSP) office in mid 2006, continues to service spouses and dependents of ODSP clients.
To date, our office has received 44 referrals. Out of these 44 referrals, 37 clients have been
interviewed and placed in various employment activities within our program.
The "Task Force for Enhanced Referrals", a community collaborative working group, which has
been in existence since late 2006, has developed a common referral document for interagency
referrals to be used by all community partners in St. Thomas and Elgin County. This document will
be presented to all agencies for final approval in the near future.
The employment team is "ramping up" in its planning to successfully transition from an operational
standpoint from activity-based funding to outcome-based funding. Several brainstorming meetings
have occurred within the management team and a focus group consisting of employment resource
workers and caseworkers will be established to develop suggestions and ideas on the best practices
to successfully integrate the new funding model. We continue to engage all parties in this process
from the early planning stages in order to ensure all components of our employment program are
fully considered.
Child Care:
The New Year began with the implementation of Income Testing. Ontario Works Child Care staff
switched to this new process January 1, 2007 and as of that date all new families applying for
subsidized child care were assessed based on the income test formula, with the exception of social
assistance recipients. Families currently receiving fee subsidy will be income tested at the time of
their next review. Grand-parenting provisions apply for current families until the child enters grade
one. Verifying income is now done through use of the income tax Notice of Assessment (NOA) or
the Canada Child Tax Benefit.
The impact of this change continues to be monitored. Since the Income Testing initiative was
introduced in January 2007 our department has observed an increase in the amount of fee subsidy
paid out as well as an increase in parental contributions. Our department will continue to monitor
the increased expenditures in fee subsidy throughout the year.
Childcare spaces continue to fill quickly in full day programs in the city. Infant and toddler spaces
and programs with transportation run at full capacity. Rural childcare programs continue to have
open spaces in all age groups. Currently Ontario Works does not have a fee subsidy wait list
however some child care operators are experiencing the inability to offer child care spaces for some
age groups as they have reached capacity in these age groups.
There have been several Best Start meetings with community organizations as we continue to work
with our partners to plan system Integrations in the area of children's services. A new working
committee, comprised of numerous key community stakeholders, has been formed and will work
with our department to develop a Best Start community plan for submission to the Ministry of
Children and Youth Services by June 30, 2007.
Our department continues to monitor the development process in regards to the new child care
centre being developed by the Early Learning Centre. Currently the agency is in the process of
reviewing construction tenders with completion expected for fall 2007.
Social Housing:
Canada-Ontario Affordable Housina Proaram uodate
Rental & Suooortive:
In January, City of St. Thomas Council approved four projects for funding under the Canada-
Ontario Affordable Housing Program capital component, as follows:
1. $1,504,108 for a new 23-unit apartment building at 25 Scott Street in St. Thomas to be
developed by Novi Construction;
2. $1,167,892 for a new 16-unit seniors' apartment building in West Lorne based on a
proposal submitted by West Lorne Heritage Homes;
3. $828,000 for a new 12-unit apartment building at 78 Steele Street in St. Thomas to be
developed by Walter Ostojic & Sons Ltd.;
4. $2,100,000 for a new 30-unit seniors apartment building in Dutton based on a proposal
submitted by Dutton & District Lions Non-Profit Housing, conditional on the receipt of an
additional allocation of units and funding from the Province of Ontario.
In March, notice was received from the Minister of Municipal Affairs and Housing, John Gerretsen,
that an additional allocation of 30 units ($2.1-million) was approved for the Dutton Lions proposal.
This additional allocation brings the total funding committed for St. Thomas and Elgin to $5.6-
million for the construction of 81 new affordable housing units at four sites.
Also in March, Council approved entering into Contribution Agreements to set out the terms of the
AHP funding with two proponents, Novi Construction Limited and Walter Ostojic & Sons Ltd.
Contribution Agreements for the other two proponents will be ready for Council's approval once
donated land transfer arrangements have been finalized between the proponents and their
respective municipalities and when building permits are secured.
New Residential Tenancies Act
The new Residential Tenancies Act came into effect on January 31, 2007 to amend and replace the
1997 Tenant Protection Act. The new Act affects all social housing providers. A number of training
sessions have been held in the St. Thomas area, hosted by the Elgin-Oxford Legal Clinic and by the
Ontario Non-Profit Housing Association, to inform local residents and housing providers of the new
rules and regulations around rental properties.
London Homeless Coalition
Connections have been established between St. Thomas - Elgin Ontario Works and the London
Homeless Coalition to assist with the placement of needy individuals from the St. Thomas - Elgin
area. The Homeless Coalition is an association of agencies in London and area which provide
......2......
shelter and services to people who are homeless. Staff from Ontario Works will attend the
Coalition's monthly meetings on the first Monday of each month.
DOOR fundina
As part of the recent Provincial Budget, it was announced that the Province is investing $127-
million in a new initiative called DOOR (Delivering Opportunities for Ontario Renters). The funding
is part of $392-million transferred to the province by the federal government for housing. It has
been distributed as unconditional funding for Service Managers to use as required to enhance
affordable housing opportunities. The St. Thomas - Elgin area was one of only seven Service
Manager areas across the province which did not receive an allocation of funds under this initiative.
Housing staff sent a letter of concern to the Ministry, copied to local politicians.
su mitted by
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S . Thomas-Elgin Ontario Works and Social Housing
Reviewed By:
Treasury
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Annual
Annual Avg % Prior
Month Case load City County Proof year
Jan-05 878 639 239 0
Feb-05 903 649 254 0
Mar-05 905 657 248 0 895
Apr-05 883 652 231 0
May-05 837 629 208 0
Jun-05 823 638 185 0 872
Jul-05 810 637 173 0
Aug-05 816 626 190 0
Sep-05 805 618 187 0 851
Oct-05 800 598 202 0
Nov-05 814 591 223 0
Dec-05 853 571 282 0 844 844 96.83%
Jan-06 885 611 274 0
Feb-06 881 606 275 0
Mar-06 893 617 276 0 886
Apr-06 857 583 274 0
May-06 841 572 269 0
Jun-06 800 536 264 0 860
Jul-06 788 533 255 0
Aug-06 788 533 255 0
Sep-06 787 537 250 0 836
Oct-06 749 514 235 0
Nov-06 759 523 236 0
Dec-06 795 552 243 0 819
Jan-07 829 583 246 0
Feb-07 863 599 264 0
Mar-07 892 623 269 0 861
Apr-07 0
May-07 0
Jun-07 0 431
Jul-07 0
Aug-07 0
Sep-07 0 287
Oct-07 0
Nov-07 0
Dec-07 0 215
861. CY Avg
3 # Months
819 YTD Avg 2006
844 YTD Avg 2005
872 YTD Avg 2004
930 YTDAvg 2003
1052 YTD Avg 2002
93.69% Percentage Of previous case load
6.31 Percentage Increase
10536 Projected 2005
05-04-2007 09:14 TRUSTEE T GRANT 519 762 6839
PAGE2
2007-05-04
As Tru.l.;tees on the Thames Valley District School Board, Wt; are aware of the mutual
interests of our municipal partners, and desire regular communication, and welcome input
from OUf included municipalities.
The CP AC process is an ongoing planning process to serve the needs of our students,
communities and the TVDSB while meeting OUT legal obligations in the budget process.
The Draft. Capital Plan that is being reviewed by the CP AC can be found at:
h1tP:/ /www.tvdsb.on.ca/arcastudy/capitalplan.shtml
The Chair's overview of the process to date can be found at:
http://www.tvdsb.on.calboardroom/2007/m2007aprIO.pdf(pages 4-7)
We are pleased to discuss the process to date, the ARCs which arc being established in
Elgin County, and future plans for the process.
Thank: you for the opportunity to discuss these important issues.
Please ensure that the contact information for the Municipal representatives on the ARCs
fbr Elgin county and St. Thomas should be forwarded to Sharron Christie by May 14,
2007.
Most sincerely.
Frunk Exley and Tracy Grant
Trustees for Elgin County and St. Thomas
For the Thames Valley District School Board
Tracy Grant
FAJ{:519~762-6839
Phone: 519-762-6838
Frank Exley
F'AX: 519-633~4603
Phone: 519-633-1330
2007 April 10...4
13. REPORTS FROM THE ADMINISTRATION - cont'd
a. BUDGET ISSUES - FACILITY COSTS - SURPLUS CAPACITY - cont'd
Summary
The School Operations Allocation does not cover the cost of maintaining our total inventory of
schools. The following is a summary of the 2006-07 Revised Estimates:
School Operations Allocation
Net Expenditures - 2006-07 Revised Estimates
Shortfall
$59011 628
61 618736
($2607 108)
2006-07 Budget Solution (one-time)
- Carry-over from 2005-06 one-time grant allocation for Cleaner, Safer
Schools
Net Shortfall 2006-07 Budget
1 067312
($1 539796)
Ministry funding grant
TVDSB average area funding
TVDSB average area cost
$5.97/ sq. ft
$5.67/ sq. ft
$5.92/ sq. ft
If the Board were funded for total area serviced at the Ministry area rate, an increase in
operating budget would be:
10,416,637 sq. ft X $5.97/ sq. ft = $62187322 or an increase of $3175695.
NOTE
The one-time Cleaner, Safer Schools allocation was a budget solution for 2006-07 only. Those
funds are not available for 2007-08. The utilities budget in the 2006-07 approved budget did not
reflect the actual costs of utilities. The estimated increased cost of utilities for 2006-07 was
$1.7M. The utilities expenditure budget was only increased by $.4M to match the Ministry of
Education grant increase in the School Operations Allocation. As a result, this will leave a
shortfall of approximately $1.4M in the utilities budget for 2006-07. The true cost of maintaining
all school facilities for 2006-07 is that costs will exceed Ministry of Education funding by $4.01 M.
This represents the shortfall between the 2006-07 budget expenditures and Ministry grant, and
the actual costs of utilities in excess of the Ministry grant. The one-time budget solution of the
2005-06 carry-over is not included in this calculation.
Exec. Supt. Greene advised that the Board receives additional monies of 5% over funding
because some schools have additional space; however, there is no specific funding for
administrative buildings. These expenses must be covered from the Board and Administrative
accounts, not the Facilities line. Trustee R. Tisdale requested the cost for non-permanent
facilities.
Trustee Roberts thanked the Business staff for the report noting the difficult decisions to be made
during the Budget process.
b. POSSIBLE ACCOMMODATION REVIEW COMMITTEES FOR IMMEDIATE AND FUTURE
ESTABLISHMENT
Chair Sattler opened the discussion with an overview of the Capital Planning process.
The following motion moved by Trustee P. Jaffe, seconded by G. Hart was approved:
That the Chair's remarks of April 10, 2007, related to the Capital Planning process be
included in the report of Budget Issues, Facility Costs and Surplus Capacity.
2007 April 10...5
13. REPORTS FROM THE ADMINISTRATION - cont'd
b. POSSIBLE ACCOMMODATION REVIEW COMMITTEES FOR IMMEDIATE AND FUTURE
ESTABLISHMENT - cont'd
"I thought it would be helpful to begin by recapping the events that have brought us to tonight's
meeting, in case there is anyone out there who thinks we are pressing ahead with a plan
conceived only last week. The decisions we are making this evening are the result of a process
that has been underway for at least five years, a process that has evolved and taken shape in
response to changes in government, changes in ministers of education, and changes in provincial
policies.
In 2002 and 2003, the board began to plan for a projected and widespread decline in the number
of students attending our schools by establishing a series of Accommodation Study Committees
in different areas across the District. Over many months, these committees worked long and hard
to review vast amounts of information, and come up with recommendations to address the
accommodation needs of Thames Valley students.
By late 2003, most had completed their work and submitted detailed reports containing valuable
insights and information. Around that same time, a new provincial government was elected, and
one of its first actions was to implement a voluntary, one-year moratorium on school closures,
along with a promise of new guidelines to govern the process of closures across the province.
While some boards decided to proceed with closures regardless of the moratorium, Thames
Valley chose to honor the request, and voted to table the Accommodation Study Committee
reports until there was clear direction from the province about the implementation of school
closures. During the meetings of the Accommodation Study Committees, we recognized that
questions were raised about the validity of our declining enrolment projections.
To address these concerns, in 2004 the board contracted CN Watson to provide an impartial
third-party assessment ofthe system-wide demographic trends and population projections for our
Board.
The CN Watson report, released in November 2005, predicted a total decline of 8,500 students
by 2015, and developed a possible 15-year roadmap to meet future accommodation needs.
Although the report went far beyond what we as a community were prepared to even consider,
it identified specific accommodation pressures in different parts of Thames Valley, and raised
awareness of the system-wide challenges faced by the Board.
In February 2005, the government announced that all boards in the province would be required
to develop rolling five-year capital plans by the end of that year, accompanied by exhaustive data
about facilities condition and enrolment projections. A staff-prepared draft capital plan was
presented to trustees in February 2006 and submitted to the ministry for review and feedback.
Understandably, the recommendations outlined in the plan sparked considerable interest and
public debate.
Trustees continued to reinforce our strong commitment that no decisions about any of the staff
recommendations would be made without full and meaningful public input, following ministry
response to the capital plan. The last step in our accommodation journey occurred on October
31, 2006 when a letter from the minister made clear that the ministry would NOT be formally
responding to the draft capital plan, and new Pupil Accommodation Review guidelines were finally
announced. The Minister's letter encouraged school boards to use their capital plans as
"planning tools" to work with their communities to "review capital needs together and determine
priorities for investment.".
2007 April 10...6
13. REPORTS FROM THE ADMINISTRATION - cont'd
b. POSSIBLE ACCOMMODATION REVIEW COMMITTEES FOR IMMEDIATE AND FUTURE
ESTABLISHMENT - cont'd
The release of the new guidelines officially ended what had lingered into a three-year moratorium
on school closures, and outlined a rigorous and comprehensive process of public consultation
by which matters of pupil accommodation were to be decided. The guidelines give boards the
authority to establish Accommodation Review Committees (or ARCs) in areas where there are
particular accommodation challenges facing a group of schools.
ARCs bring together schools within an area and enable them to have a conversation about
whether they can do things differently to accommodate students, while ensuring that the quality
of the students' educational experience is maintained. They can look at various alternative
accommodation plans for the students of the schools involved, including changes to existing
facilities to implement a re-organized structure, the types of programs available to students, and
transportation needs.
The decision to establish an ARC officially launches the comprehensive public input process that
school communities have a right to expect - and that we as trustees need - in order to make fair
and appropriate accommodation decisions for our students. ARCs must assess each of the
schools involved on the basis of the school's value to students, the school board, the community
and the local economy, according to very specific criteria which will be applied equally to all
schools involved in the ARC.
The membership of the ARC, the timelines under which it operates, and the information it must
consider are all tightly prescribed, to ensure full community participation and input. The ARC will
give the board a concrete basis for decision-making, and will settle accommodation issues at the
schools involved for a period of at least five years.
Although school boards are responsible for determining the appropriate areas for ARCs to be
created, throughout the late fall and winter, our board sought the advice of our four regional
Capital Planning Advisory Committees (orCPACs) in our decision about ARCs. CPACs include
representatives from the public, community, school councils, Home & School, teachers,
principals, and municipalities, and were established to help gather feedback from the broader
community at an early stage.
We asked our CPACs to review the section of the staff draft Capital Plan specific to their region,
in order to offer advice to trustees on where ARCs could or should potentially be established.
Last month, the CPAC recommendations were referred to staff for comment and prioritization,
which led to the report that is before us tonight. As we move forward with this process, we must
always keep in mind the reality we face in Thames Valley.
Since our peak enrolment in 1999, our Board has experienced a loss of 5,000 students and
enrolment is continuing to decline. With funding generated on a per-pupil basis, this has direct
consequences for our ability to deliver quality programming to students. To some extent, we have
been cushioned from the full impact of declining enrolment by increases in the per-pupil grant
amounts, and temporary grants to help boards adjust to the decline in student numbers. We
cannot escape the fact, however, that maintaining the same numbers of buildings, with fewer and
fewer students in them, is requiring us each year to spread our resources a little more thinly. We
have an obligation to our students to consider whether there are ways we can organize ourselves
differently, not only to maintain - but perhaps to enhance - student learning.
It may be that once an ARC has completed its work and reported back to the board, trustees will
decide that there are no reasonable grounds on which to re-organize students and close a school
- which is fine, because at least it will be a proactive, measured decision, made on the basis of
2007 Aoril10...7
a careful and thorough assessment of the situation. It will not be a default position we are forced
into because of an unwillingness to even have the conversation.
13. REPORTS FROM THE ADMINISTRATION - cont'd
b. POSSIBLE ACCOMMODATION REVIEW COMMITTEES FOR IMMEDIATE AND FUTURE
ESTABLISHMENT - cont'd
If you were to go around the horseshoe you would find that virtually every trustee has some kind
of personal connection to at least one of the schools proposed for an ARC - some of us may
have graduated from one of the schools, some of us have children who attended the school in
the past, and some of us have children who currently attend the school. We know what it means
to have strong emotional ties to a school, and to care passionately about its future but we also
know that it is not bricks and mortar that determine whether or not children are successful at
school.
It is the quality of the supports we can provide for our teachers, the resources we can offer to our
students, the safe and caring environment we can create within the building, the leadership of our
principals, the involvement of our parents, and the engagement of our communities. I don't think
there is any disagreement that, in the end, these are the things that are most worth fighting for.
I want to conclude by thanking all those who have volunteered their time so generously over the
years to help us grapple with these challenging issues - those who have sat on Accommodation
Study Committees, those who regularly attend board meetings to listen in the gallery, those who
have sent emails and letters in response to board accommodation proposals. I especially want
to thank the members of our CPACs, who got a taste of the balancing act we playas trustees in
trying to take a system-wide approach to complex and difficult issues. And finally I want to
acknowledge the efforts of our staff, who have patiently and persistently brought these issues to
our attention, reminded us of our options, and provided us with detailed information and analysis
to assist us.
With those remarks, I will move on to the report before you tonight, and ask Superintendent
Thorpe to make some brief introductory comments."
J. Thorpe, Executive Superintendent, Operations Services, responded to Trustee direction from
the 2007 March 20 meeting of the Board regarding Administration's recommendations for the
establishment of Accommodation Review Committees (ARCs) for the current school year and to
suggest a process for subsequent annual reviews leading to the potential establishment of ARCs
in future years. He stressed that it is not possible for the Board to maintain both effective
programming and facilities at the current level.
PUPIL ACCOMMODATION PLANNING GUIDING PRINCIPLES:
In all situations involving pupil accommodation planning, attention will be given to improving
program excellence, enhancing program opportunities, and addressing school renewal
requirements.
In light of declining enrolment, funding which is mostly based on a per student amount and current
excess pupil places, where possible and feasible, pupil accommodation planning will identify
closure, consolidation and conversion of use opportunities which lead to the operation of fewer
schools.
The preferred models of school organization are JK-8 elementary, SK-8 French Immersion
elementary, and 9-12 secondary. The preferred models of French Immersion program delivery
are single-track for elementary and dual-track for secondary.
2007 April 10...30
SUMMARY OF APPROVED RECOMMENDATIONS OF 2007 APRIL 10
That approval of the Administrative Capital Planning Guiding Principles be deferred to the end of 2007
June, to provide an opportunity for trustees to fully consider them.
That Trustees direct Administration to prepare annually for a November meeting of the Board an
Accommodation Report which may recommend Accommodation Review Committees for
establishment in January of each school year;
That Trustees approve the establishment of the following Accommodation Review Committees:
Elgin Study Area 1:
Elmdale, Myrtle Street, Port Stanley, Scott Street Public Schools
London Study Area 1:
Huron Heights French Immersion School, Centennial Central, Northridge and
Northdale Public Schools, Stoney Creek Holding Zone
Middlesex Study Area 1:
Caradoc Central, Caradoc North, Caradoc South, Ekcoe Central, Metcalfe Central
Public Schools
Oxford Study Area 4:
College Ave Secondary School, Norwich District High School, Glendale High School,
Annandale School
Elgin Study Area 2:
French Immersion for Homedale, Wellington Street Public Schools
Middlesex Study Area 2:
Biddulph Central, Lucan, Leesboro Central, Plover Mills, Prince Andrew Public
Schools
Oxford Study Area 2:
Drumbo Central, Princeton Central Public Schools
London Study Area 3:
Brick Street, Manor & Highland Park, Woodland Heights Public Schools
Oxford Study Area 1:
East Oxford Central, Sweaburg Public Schools
London Study Area 2:
A. E. Duffield, M. B. McEachren Public Schools-
That Trustee Graham Hart be appointed the voting delegate for the OPSBA General Meeting on June
7 and Trustee Roberts as the alternate.
That effective 2007 September 01 for Grade 7 pupils, and 2008 September 01 for Grade 8 pupils,
Lord Elgin Public School be re-designated a Junior Kindergarten to Grade 8 school.
That a Transition Team be established by the Superintendent of Education for Lord Elgin Public
School to facilitate the Junior Kindergarten to Grade 8 restructuring and to report findings to the Board
by the end of 2007 June.
That, in accordance with the independent procedure, Promotional Practices: Selection Procedures
and Appointment of Principals and Vice-Principals, the following people be appointed to the pool of
candidates ready for appointment to the position of Vice-Principal.
Candidates
Present Assignment
Roger Kennedy
Chris McCrady
Andrea Morrison
Mary Riezebos
Acting Vice-Principal, Strathroy DCI
Guidance/LST,m H B Beal SS
Dept. Head, Special Education, Oakridge SS
Student Success Teacher, Sir George Ross SS
2006 May 23
CAPITAL PLAN RATIONALE - ELGIN AREA
The following is an overview of the methodology used initially and generally by the Capital Plan
Co-ordinating Committee, and subsequently by all supervisory officers Board-wide, by study
area, which led to the specific recommendations in the draft Capital Plan submission. The
process parallels the Ministry's intentions province-wide in the Good Places to Learn document.
It is an attempt to bring coherence and commonality of approach to the major planning issues
which all boards face in light of the specific issues each faces.
1. The Administration reviewed demographic data looking for trends and indications of future
student populations which would be served in the future. In response to overall declining
enrolment, areas were initially sought where, with or without the use of Capital Plan dollars
for additions, future student populations could be appropriately served in fewer schools.
2. Areas of growth where new schools could be justified based on forecasted future enrolment
were reviewed.
3. Accommodation needs for French Immersion were reviewed on the basis of a Board-wide
common delivery model of single track, where feasible, to further equity of approach for all
students.
4. Each school's current organization for program was reviewed to determine if changes could
be recommended in support of greater consistency and equity, if desirable and possible.
5. Each school facility was examined to seek opportunities for improvement and enhancements
of current school buildings, where possible, and cost effective based on its current state and
future renewal needs and the Board's ability to bring it up to the Ontario Disability Act
requirements. The various program and facility enhancements such as gymnasiums and arts
instruction areas, Primary Class Size and Community Use standards etc. required by the
Good Places to Learn process were considered.
6. While the Administration did not undertake the specific and detailed review and study
which would be required if recommendations were to proceed to the next stages, it did
address possible boundary changes and also review and attempt to minimize the impact on
future student transportation in the development of draft recommendations.
7. The same broad criteria was applied to each study area and every school in Thames Valley
to ensure that the results would be consistent, fair, equitable and objectively applied to every
area of the Board. Using this approach, trustees can be assured that similar situations will be
treated identically throughout the process.
-2-
The following overview of the Elgin County area was presented.
A detailed review led to the recommendations and a total request through the draft Capital Plan
of $44,748,000.00 which includes an additional $510,000 from the total reported to trustees on
February 28 because of a refinement of the Primary Class Size needs in Elgin.
RECOMMENDATIONS:
· That a new school should be built in south-east S1. Thomas to accommodate population
shifts, population growth and a reconfiguration of the adjacent schools, including the French
Immersion proposals.
· That the Elmdale school be replaced with a new facility in a location which would better
accommodate current and future students. Elmdale is a very small building on a small site
and cannot be appropriately modified to meet future needs. The new school could also
accommodate students from the Lyndhurst area who are currently bused out of the City of
S1. Thomas to Port Stanley and Southwold schools.
· That South Dorchester School be redesignated as a JK-8 school (it is currently JK-6) and
rebuilt in a location closer to Belmont so as to allow it also to accommodate students from
Westminster Central which is experiencing significant enrolment decline and would close.
· Given future population decline in both school areas and that the total number of students
could be accommodated in one school, the JK-6 Port Burwell school would close with its
students largely accommodated at the Straffordville school where they are already
designated for grades 7 and 8.
· Because of shifting populations, declining enrolment and a reconfiguration of French
Immersion delivery from the current unique model in Elgin, three very challenging schools
from a facility perspective are recommended for closure - Balaclava Street, Scott Street and
Wellington Street PS.
· Following a boundary review which would involve the Locke's School as well, the future
students from the two closed English program schools would be accommodated there and at
a substantially upgraded Edward Street School. Following the closure of Wellington Street
School, JK - 6 French Immersion school, the Homedale School would be reconfigured
from its current unique use as a dual track grade 7-8 school to a single track K-8 F.I. school
with the necessary program renovations made to accommodate, for example, a kindergarten
program.
-3-
· Program renovations are recommended to the East Elgin and Parkside secondary schools
Science labs., consistent with the overall plan for secondary schools, and to Southwold
Public School as required. Also, major enhancements and additional program upgrades are
proposed to address the current state of West Elgin Secondary School. West Elgin has been
identified as the current secondary school most in need of attention to the fabric of the
building.
In summary, the first draft, five-year Capital Plan recommendations for the Elgin area include
three new schools, one addition to an existing school, five program-driven additions and
renovations, one conversion of current use and four consolidations or closures.
John Thorpe
Executive Superintendent, Operations Services
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REPORT OF THE CAPITAL PLANNING ADVISORY COMMITTEE - ELGIN
2007 MARCH 7
7:05-9:00 p.m.
VOTING MEMBERS
TRUSTEES
ADMINISTRATION AND OTHERS
D. McKillop
L. Schneider
J. Hanbuch
C. Walker
C. Webb
G. Scoyne
L. Stevenson
J. Wilson
B.Aarts
F. Exley (Chair)
T. Grant
B. Bryce
a. Wagner
J. Thorpe
K. Wilkinson
K. Bushell
G. Owens
S. Christie
Trustee Visitor ~ J. Bennett
1. WELCOME
Chair Exley welcomed those in attendance and introduced the committee members. He advised
the group that once the business of the committee had been completed, questions and input would
be invited from the audience.
2. APPROVAL OF THE AGENDA
The agenda was approved by motion.
3. PURPOSE OF THE MEETING
Chair Exley provided an overview of the history of the committee as recommended by the Minister
of Education Gerard Kennedy in February, 2005, noting guidelines around establishing a CPAC
were not included. The structure of the committee was determined by trustees including a broad
range of representation.
4. CLARIFICATION OF VOTING MEMBERS
Chair Exley clarified that trustees participate on the Capital Planning Advisory Committee as non-
voting members only as they will have a vote when it comes to the Board. Staff serve as resource
members to the committee. All other CPAC members are encouraged to participate in the
discussion and to cast a vote. It was clarified that a majority is 50% plus one of the voting members
in attendance.
5. PUPIL ACCOMMODATION REVIEW PROCEDURE
Exec. Supt J. Thorpe described the Pupil Accommodation Review Procedure and described the
process in de'Veloping the procedure consistent with the guidelines prepared by the MinisUy. It will
be taken to the Board at its March 20 meeting in sufficient time to meet the Ministry timeline of
March 31.
He advised that the revised Section 2.2.5 makes the Ministry's intent clear that for schools normally
a school will not experience a review process and does not apply retroactively. It will be on a go-
forward basis that the ~year recommendation will apply. The document sets out the role of the
Accommodation Review Committee (ARC) in seeking public input, analysing data, collecting
information and preparing valuation reports on each of the schools involved in the review.
Exec. Supl. Thorpe responded to questions posed by members noting that an ARC may determine
that it wishes to have input from any group. Section 2.2.3 of the procedure outlines the membership
of an ARC.
2::3!:)tJd
6~89 29L 6~S lNtJ~!:) 1 ::3::31Sn~1 S~:0~ L002-b~-S0
2
5. PUPIL ACCOMMODATION REVIEW PROCEDURE ~ cont'd
The sub committee Is established to detennine the top three priorities fur an ARC tor the Elgin
region. The Board will make the decision as to which ARCs will move forward this spring. It is
possible that a recommendation may support a recommendation from the draft Capital Plan. The
regional CPAC will identify areas of concern and the ARC to determine a solution and seek public
input
6. OVERVIEW OF MATERIAlS
Exec. Supt. Thorpe described the materials prepared for committee members:
· February 6, 2007, report to the Board;
· Capital Plan summary for the Board;
. summaries by region;
. all elementary schools in lVDSB sorted in ascending order of classes;
· summaries by area of the four regions.
· February 27,2007 report to the Board;
. excerpt from the Infonnation Committee of the Whole for the summary and recommendations for
the London area;
· OTGs of aU schools alphabetical by board;
· Capital Plan FAQs; and
. a copy of the Pupil Accommodation and Facility Organization independent procedure.
He distributed copies of Elgin area maps for members' retention and review.
7. POSSIBLE ACCOMMODATION REVIEW COMMITTEES
Chair Exley invited discussion regarding the identification of Accommodation Review Committees
(ARCs). Exec. Supt. Thorpe indicated that two committees were authorized for the new south east
school - a boundary committee of the three schools affected (Forest Park, Elgin Court, New Sarum
PS)_ Schools are asked to propose members from the schools for the committee. A second
committee will be required to design the new school with an opening target date of September 1,
2008.
He described plans for the south and north sections of the City of 81. Thomas and indicated that the
MOE may fund the replacement of Elmdale School. If the MOE replaces Elmdale, the Board would
have sufficient funds to build a school sufficient for the Elmdale population. He felt a school should
not be built to accommodate an enrolment of 140 students and proposed having students from
Southwold and Port Stanley to support the school if the MOE agrees with the concept
An ARC may be required to address the Elmdale situation. If the school is replaced with a slightly
larger school, it may be useful to establish an ARC for that part. of the City and expand it to a school
the size of that planned for south east S1. Thomas.
Exec. $upt. Thorpe indicated that it was hoped that the Capital Plan would be a rolling plan which
has not been the case. Director Bryce indicated the MOE requested that the Administration prioritize
its capital plan issues. Elmdale was listed as the top priority and will be the first new school in
Thames Valley.
Exec. Sup\. Thorpe responded to members' questions. Manager K Bushell indicated that the
minimum elementary school funded has been a population of 200. Exec. Supt Thorpe cautioned
that the Board should not be pursuing a new school of the size of schools that are being considered
for closing.
The following motion was moved:
That an Accommodation Review Committee be established for the Elmdale community.
~::39I:1d
6~89 29L 6TS lNI:I~9 1 ::3::31Sn~1 S~:0T L002-bT-S0
3
7. POSSIBLE ACCOMMODATION REVIEW COMMITTEES, cont'd
The ARC will address the issue of the new Elmdale school being a JK-8. Enrolment may be derived
from Port Stanley, Southwold and Scott Street PS and possibly Myrtle Street PS. The trustees will
determine which ARC is created and which schools will be recommended to be part of the ARC.
The ARC could ask that its mandate be increased to include other schools.
Exec. Supt. Thorpe clarified that if the Board creates an ARC and if the ARC determines that the
schools should be altered, the ARC may make such a recommendation to the Board, Sections j, k.
and I outline the process in accordance with the process outlined by the Ministry.
It was noted that the Thames Valley ARCs do not include teaching representation. Mr. Thorpe
noted that the recommendation is consistent with the fonnat of accommodation studies. It supports
the concept that no employee of the Board would be a voting member of an ARC to avoid a
potential for conflict. There are provisions for educators to have substantial input to the process. All
employee groups potentially affected by an ARC will be given an opportunity for input and input will
be sought from them to ensure appropriate opportunities from staff while protecting them from a
conflict of interest.
It was suggested that the schools affected be included with the motion. It was amended and carried
as follows:
That an Accommodation Review Committee be established for south-west Sl Thomas
including Elmdale, P~rt Stanley, Scott Street and Southwold Public Schools.
Exec. Supt. Thorpe described the areas of growth in S1. Thomas where new schools could be
justified noting that the population in the core is declining. He suggested consolidation in the core
area of Balaclava into Edward street and Lockes Street Public Schools.
The following motion was moved and carried:
That an Accommodation Review Committee be established in north-central St. Thomas for
Balaclava, Edward Street and Locke's Public Schools.
Mr. Thorpe indicated that all of the recommended ARCs may not make the initial list of established
ARCs but will be considered by the Board at a later time. He responded to questions related to the
motion. He suggested that an annual review be undenaken in September/October of each year.
He noted that January/February is the ideal time of year to establish an ARC in the Board's
timetable.
The following motion was moved:
That an Accommodation Review Committee be established for Port Burwell PS.
The motion was discussed as well as the question of an ARC to close Wellington Street PS. Exec.
Supt. Thorpe indicated that for any school to close, it will be necessary to have an ARC to authorize
it The Board's analysis last year found that when a program is relocated in tact. an ARC is not
required. It may be helpful to have such a recommendation. The motion was subsequently
withdrawn.
The follOWing motion was moved and carried:
That an Accommodation Review Committee be established to address the French Immersion
question at Wellington street and Homedale PS.
b:3Sil;jd
6[89 29L 61S lNI;j~Si 1 :3:31Sn~1 9[:01 L002-b1-S0
4
8. RESPONSES TO OTHER DRAFT CAPITAL PLAN RECOMMENDATIONS
Exec. Supt. Thorpe clarified that the sub-committee may recommend other types of capital projects
that do not require the establishment of an ARC.
9. CPAC RECOMMENDATION TO BOARD
The following motion was moved and carried:
That the Elgin Accommodation Review Committees be recommended in the following order of
priority:
1, Elmdale,
2. Wellington.
3. Balaclava.
It was requested that the committee be advised when the r~ommendations will be considered by
the Board. Director Bryce indicated that the report of the meeting will be presented to the Board on
March 20. On April 1 0, the Board will determine what, if any, ARCs will be established.
10. ADDITIONAL ITEMS - none
11. ADJOURNMENi
The meeting adjourned at 9:25 p.m. by motion.
RECOMMENDATIONS:
1. That an Accommodation Review Committee be established for south-west 51. Thomas including
Elmdale, Port Stanley, Scott Street and Southwold Public Schools.
2. That an Accommodation Review Committee be established in north-cenlral 5t. Thomas for
Balaclava, Edward Street and Locke's Public Schools.
3. That an Accommodation Review Committee be established to address the French Immersion
question at Wellington Street and Homedale PS,
4. That the Elgin Accommodation Review Committees be recommended in the following order of
priority: 1. Elmdale,
2. Wellington,
3. Balaclava.
S3!:)tjd
6E89 29L 6lS1Ntj~!:) 1 331sn~1 9E:0l L002-bl-S0
THE NATURE OF MANY OF CANADNS RURAL AND SUBURBAN AREAS IS CHANGING. Population growth,
leading to increased traffic, is making delivery of mail to many rural mailboxes potentially hazardous for
Canada Post mail carriers and other drivers. Today, there are about 840,000 rural mailboxes which represent
about six percent of Canada Post's 14 million delivery points. Given the company's responsibility to provide a
safe working environment, Canada Post has taken steps to increase the visibility of the vehicles driven by its
Rural and Suburban Mail Carriers (RSMC); equipping each with rooftop signs and flashing amber lights. But
enhanced visibility does not address all situations where Canada Post employees, customers and other drivers
are at risk.
Canada Post responsibilities and obligations
Canada Post is committed to delivering the highest standards of service possible to all Canadians. However,
as an employer and corporate citizen, Canada Post, like all Canadian companies, is also bound by both the
Criminal Code and the Labour Code to ensure that its operations do not put its employees or members of the
public at undue risk. As a result, Canada Post is obligated to address increasing concerns about the safety of
delivering to rural and suburban mailboxes.
The panel of safety experts
Canada Post engaged the services of an expert panel to develop a tool that would assess the traffic on RSMC
delivery routes. The three panelists are from:
i~TRANS Consulting, a North American professional engineering consulting firm serving clients across Canada,
the United States and internationally in the areas of transportation planning, transportation systems, and
transportation safety.
Human Factors North, a Canadian consulting firm providing ergonomics expertise to design work and
workplaces based on human characteristics. HFN brings expertise in traffic safety, interface design and
occupational ergonomics.
Cotton law, a legal specialist and advisor in the area of occupational health, safety and the environment.
Developing the criteria
Developing the traffic safety assessment criteria required research and expertise in the areas of traffic safety,
road design, driver behaviour and the law. The result of the combined work of the multi-disciplinary team
identified above is a traffic safety assessment tool, or TSAr, that can be applied to individual rural and
suburban mail boxes.
The traffic safety assessment criteria are accompanied by documentation that guides an assessor as to the road
and traffic parameters which require measurement at a mailbox. The information gathered enables the
assessor to make the decision to modify a mailbox or allow it to remain.
The approach
The approach adopted was a driver behaviour approach. This approach assesses the driving tasks of a RSMC
and their requirements, as well as the driving tasks of other drivers who encounter a stopped or merging mail
carrier vehicle in typical traffic and road conditions. The approach determines whether time available for drivers
to carry out their driving tasks encompasses the needs of the majority of drivers.
The road conditions considered in the traffic safety assessment tool include two and four-lane roads, with and
without shoulder width sufficient for stopping the mail carrier's vehicle, at the mailbox, whether completely off
or partly in the path of another vehicle traveling in the same direction as the mail carrier.
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What the tooiassesses
The tool assesses whether there is sufficient" decision sight distance" for other drivers, traveling at typical speeds
on the particular road, to respond appropriately to a stopped RSMC vehicle. Drivers need time to perceive the
situation ahead, make a decision on how to react to it, and start and complete the action chosen.
The tool also assesses the ability of the mail carrier to merge safely back into traffic. Mail carriers need to see far
enough behind so that they can select a reasonable gap between passing vehicles to merge back into traffic.
The assessment also includes the number of vehicles using the road for two- and four-lane roads, when the RSMC
vehicle is stopper on or off the road. Research has found that the drivers need to wait for long periods of time
due to high volumes to get a gap to merge back into traffic, they tend to accept shorter and less safe gaps.
Traffic volume measurements are taken between 9:30 a.m. and 3:30 p.m. or as close as possible to actual
delivery times an RSMC is usually on the road delivering, which also takes rush hours out of the equation.
In addition, the tool assesses whether the location of the mail box meets the present legal restrictions, such as its
distance from an intersection or no stopping zones.
A final word
To conclude, the traffic safety assessment tool is applied to an individual rural or suburban mailbox in order to
make a legally and scientifically-based decision on whether or not the mail box can remain where it is or needs
to be modified. This decision is based a number of factors including:
" an assessment of legal restrictions that apply to the location
.. the number of lanes
III the number of vehicles
" the position of the stopped mail carrier's vehicle
.. the presence of double yellow centerline markings
.. the sight distances for approaching drivers to the stopped mail carrier's vehicle
" the sight distances for the mail carrier to merge in traffic
.. the waiting time for a safe gap to merge back into traffic
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Canada Post employees face a number of challenges delivering
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dangerous issues.
Partially on road, unsafe to merge
into traffic
Double line, Legal restrictions
Too close to intersection,
insufficient sightlines
Insufficient sightlines, double solid
line, on curve
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... ../:"'~ ?~',~" RURAL MAILBOX TRAFFIC SAFETY ASSESSMENT
. ~..:~w..~~ .:~] Frequently Asked Questions
What is Canada Post doing?
Canada Post is assessing the safety of delivering mail to rural mailboxes.
Why is Canada Post doing this?
Canada Post is committed to and responsible for providing a workplace free of unreasonable risk
for its employees, the motoring public, and customers. Like all Canadian companies, Canada
Post has a legal responsibility to ensure its operations do not place its employees or the public
at risk. If an employee identifies a concern about the safety of their working conditions, Canada
Post must address the concern.
Why is Canada Post doing this now?
The nature of many of Canada's rural and suburban areas is changing. Population growth,
leading to increased traffic, is making delivery of mail to many rural mailboxes potentially
hazardous for Canada Post mail carriers and other drivers. Canada Post has already equipped
its Rural and Suburban Mail Carrier (RSMC) vehicles with signs and flashing lights, but increased
visibility does not address all situations where there is a potential risk. Canada Post is responsible
for ensuring employee and public safety under both the Criminal Code and Labour Code.
I thought the people delivering mail to my rural mailbox
were contractors?
Canada Post has a legal responsibility to ensure a safe working environment - for employees and
contractors alike. RSMC's are employees of Canada Post.
How does the safety assessment work?
Canada Post applies a set of scientific criteria developed by an independent panel of traffic
safety experts. The assessment can be applied to any rural mailbox, and considers factors such
as volume, type (trucks and cars) and speed of traffic, sight lines and stopping distance, and the
RSMC's vehicle position on the road.
When and where are the safety assessments being done?
Canada Post is conducting safety assessments whenever and wherever a potentially hazardous
rural mailbox location is identified. Canada Post is committed to keeping customers and
community officials in affected areas fully informed.
How do customers know their rural mailbox is being assessed?
Canada Post will contact any customer whose rural mailbox has been identified as potentially
hazardous before it is assessed, and then inform them of the findings of the safety assessment.
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C?, -', Frequently Asked Questions
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What happens when a rural mailbox is found to pose a risk?
Canada Post will inform the customer in person and advise them if their rural mailbox location
can be made to conform to current safety criteria, or if their method of local mail delivery will
have to change. Canada Post's priority is to maintain rural mailbox delivery.
Can customers move their rural mailboxes to make
them safer?
In some cases, rural mailboxes can be moved or clustered in groups to make delivery safer.
Will customers lose local service if their rural mailbox
is unsafe?
No. Canada Post is committed to maintaining local delivery service at all times for all customers
affected by the assessment. Service will be provided via one of Canada Post's safe and proven
centralized mail delivery systems, such as a Community Mailbox or a box at a local post office
(a service provided at no charge).
Does centralized delivery simply shift risk to customers?
No, centralized delivery systems such as Community Mailboxes are always placed in a safe
location close to the customers they serve, and are maintained year round by Canada Post.
Will converting customers to centralized delivery save Canada Post
money?
No. Switching customers' method of delivery is a costly undertaking for Canada Post.
This initiative is in response to serious questions of safety to which Canada Post is legally
obliged to respond.
When you talk about safety, how many accidents have occurred?
In the last half of 2006, there have been 13 serious traffic accidents related to rural mailbox
mail delivery.
How many mailboxes will be assessed?
All rural mailboxes will, over time, be assessed from a safety perspective. Today, there are
about 843,000 rural mailboxes which represent six percent of Canada Post's over 14 million
delivery points.
How long will it take to assess all the rural mailboxes in Canada?
Three to four years.
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~:,~: ' Frequently Asked Questions
If my mailbox has to be moved, who moves it and who pays for
any costs incurred?
Canada Post will indicate to the customer where the mailbox needs to be moved in order to
make it safe. Moving the mailbox and any costs incurred are the customer's responsibility.
Once I've been notified that my mailbox has to move, how long
do I have to move it?
Canada Post is asking that customers move their mailboxes within 15 days of being notified.
If there is another community mailbox site that is more convenient
than the one you have provided, can I switch?
Yes, provided there is space at the more convenient community mailbox location.
Why does my community newspaper continue to deliver to my
mailbox if it is unsafe?
The legal responsibility to provide a safe working environment applies to all Canadian
companies. For Canada Post, the safety of its employees and customers is a priority.
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REPORTS OF COUNCIL AND STAFF
MAY 22. 2007
Staff Reports - (ATTACHED)
37 Human Resources Co-ordinator - Update to Policy 8.100 - Flammable Liquids
39 Manager of Cultural Services, Director of Information Technology - Electronic
Communications Retention Policy
44 Manager of Cultural Services, Director of Cultural Services, Manager of Economic
Development - PSTR Stop at the Elgin County Museum
47 Director of Cultural Services - Shedden Library Program
51 Director of Engineering Service - Sparta South Cemetery Board
53 Manager, Road Infrastructure - Maintenance Best Practices (MBP's) - Amending
Agreement
60 Manager, Road Infrastructure, Purchasing Co-Ordinator - Tender Awards (Hot Mix
Asphalt Paving, Roadway Crack Sealing, Polymer Modified Slurry Seal Type 2)
63 Manager, Economic Development - Economic Development Plan - Focus Groups
66 Director of Financial Services - Budget Comparison - March 31,2007
70 Financial Analyst, Director of Financial Services, Director of Engineering Services -
Capital Projects Budget as at April 16, 2007
76 Director of Financial Services - Health Unit - Refund of Surplus
77 Director of Senior Services ElM - Non-Prescription Drug Stock from Government Supply
36
REPORT TO COUNTY COUNCIL
FROM:
Amy Hoogsteen, Human Resources Co-ordinator
Harley Underhill, Director, Human Resources
DATE:
April 18, 2007
SUBJECT:
Update to policy 8.100 - Flammable Liquids
CORPORATE GOAL(S) REFERENCED:
1) To ensure fiscal responsibility and accountability
INTRODUCTION:
Following a recent loss control audit completed by the Frank Cowan Company, some
hazard prevention suggestions were forwarded to the Engineering department regarding
the storage of flammable liquids.
DISCUSSION:
Upon a review of the flammable liquid containers currently in use throughout the County,
in conjunction with a review of the current requirements of the Occupational Health and
Safety Act, the attached changes to the Human Resources policy 8.100 - Flammable
Liquids is proposed. The proposed policy change will allow the County to effectively
meet and/or exceed the Occupational Health and Safety requirements while limiting
costs in order to ensure ongoing fiscal responsibility.
CONCLUSION:
The proposed changes to policy 8.100 - Flammable Liquids as attached do meet the
County's obligations under the Occupational Health and Safety Act as well as meet the
hazard prevention suggestions as provided through the loss control audit. The proposed
policy changes also help to minimize the costs required of the County of Elgin in order to
maintain the County's compliance with legislated requirements.
RECOMMENDATION:
THAT Council approve the attached changes to the Human Resources policy 8.100 -
Flammable Liquids. .
Harley Underhill
Director of Human Resources
Respectfully Submitted
v#n I i,tIt\-~{JJ-
y Haog teen
Human Resources Coordinator
1/
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County of Elgin
Section: 8
Human Resources Policy Manual
Subject: Flammable Liquids
Policy Number: 8.100
Code - A
Date Approved: Oct. 16/91
Page 1 of 1
Date Last Revision:
. A "Flammable Liquid" means a liquid having a flash point below 37.80C (1000F) and a
vapour pressure below 275 kilopascals absolute at 37.80C (1000F). ie. some paints; toluene,
gasoline.
. Always refer to the product material safety data sheet to determine if a product is a
. flammable liquid. For consumer products, contact the supplier directly.
. Flammable liquids must be labelled with a supplier or workplace label.
. Flammable liquids must be stored away from any source of ignition; ideally outdoors
protected from direct sunlight and a minimum of 3 metres (10 ft.) from exit doors. An
approved flammable liquid storage cabinet can be used to store up to 235 Iitres (50 gallons)
indoors.
... All flammable liquid containers must be sealed or tightly capped. Portable containers must
be C.S.A. or U.L.C. approved. In a workplace, portable containers must ensure the
prevention of any leakage or spillage of the liquids or be in containers equipped with
spring loaded caps. be fitted with a spring loaded cap and flame arrestor. Containers
holding gasoline will be red in colour. Containers holding diesel will be yellow.
. Dispense flammable liquids outdoors. They can only be dispensed indoors if the area is
provided with mechanical ventilation.
. Portable containers must be bonded and grounded during dispensing of flammable liquids.
Continuity of ground assemblies must be checked at the time of installation and quarterly
thereafter.
. A current Material Safety Data Sheet must be readily available. Refer to the MSDS for
handling, use, storage procedures, and wearing of personal protective equipment.
. Employees who may handle, use or store flammable liquids must be trained accordingly.
. Always refer to the product material safety data sheet to determine if a product is a
flammable liquid. For consumer products, contact the supplier directly.
REPORT TO COUNTY COUNCIL
FROM:
Brian Masschaele, Manager of Cultural Services
AI Reitsma, Director of Information Technology
DATE:
30 April 2007
SUBJECT:
Electronic Communications Retention Policy
CORPORATE GOAL'S) REFERENCED:
To ensure fiscal responsibility and accountability.
INTRODUCTION:
This report recommends that a policy be adopted to address retention of
electronic communications.
DISCUSSION:
The County's electronic communications, including electronic mail, text
messaging and voice mail, need to be managed like any other corporate record
in order to mitigate legal risks and to be accountable to the public. Attached to
this report is a policy to govern such communications. The general theme of this
policy is that retention is governed by the content of the message, not the format.
If the content merits retention, the communication should then be filed and
managed like any other corporate record.
Another purpose of this policy is to remind staff that electronic communications
are considered the property of the County and that the County has the right to
manage and inspect.electronic files and communications of current and former
employees, similar to any other type of corporate record.
Finally, it is hoped that this policy will establish a protocol for determining which
version of a message should be retained by making this the responsibility of the
sender. This will help to eliminate duplicate messages on County servers,
thereby making it easier to search for and find specific messages should it be
required in the future.
If approved, the Manager of Cultural Services will work with County staff to
implement this policy.
CONCLUSION:
This report established a policy for the retention of electronic communications for
the County.
RECOMMENDATION:
THAT Policy 13.10 "Acceptable Use Policy for Computer Equipment" be modified
to incorporate the attached "Electronic Communications Retention Policy" with
changes also integrated into the County's records management procedures.
Respectfully Submitted
Brian Masschaele
Manager of Cultural Services
afF
AI Reitsma
Director oflnformation Technology
County of Elgin
Electronic Communications Retention Policy
Policy Scope
This policy governs the retention of electronic communications within the County
of Elgin. For the purposes of this policy, electronic communications includes
electronic mail, text messaging and voice mail which are defined as follows:
Electronic mail: The transmission of typed messages and/or attached
documents of unlimited length over an electronic telecommunications network
that can be read and replied to using either a personal computer or hand-held
device.
Text messaging: The transmission of short, textual messages over a
telecommunications network that can be read and replied to using a portable
phone, pager, personal digital assistant, or other handheld device.
Voice mail: The transmission of verbal messages sent over a
telecommunications network stored in a private recording medium wherein the
called party can later retrieve the messages.
General principles
It is generally recognized that most electronic communications are temporary in
nature and can be routinely discarded. However, on occasion these
communications may also take on the properties of a record, thereby requiring
active management under the County's records retention by-law. For the
purposes of this policy, a record can be defined as recorded communications
made or received in connection with official County business that are retained
because they contain evidence which has a direct bearing upon the outcome of
that business. The overlying principle in this policy is that decisions regarding
retention of electronic communications and the extent to which they constitute a
corporate record are at the discretion of the end-user. The end-user must
assess if the communication's content affects the County's corporate interests
and must decide if on-going retention is required to protect those interests.
A further principle of this policy is that electronic communications are not a record
series of their own. Retention is determined by the content of the
communication, not the format. For instance, an electronic communication
pertaining to the. outcome of a tender application should be retained and filed in
the appropriate file folder for tender applications along with other records if the
end-user determines that the communication has a binding impact on the
outcome of the tender and if it could impact the corporation's interests in that
tender.
Methods of Retention
Electronic communications, particularly electronic mail systems, are not storage
mechanisms on their own. Back-up tapes produced by Information Technology
are for disaster recovery purpose only and should not be viewed as a method of
retention. "In-boxes" and "sent messages" folders are also not formal methods of
retention and may be subject to culling upon notice by the Director of Information
Technology. To ensure an electronic communication is retained, it must be filed.
The following procedures are recommended for those electronic communications
that require on-going retention:
1. For electronic mail, users are encouraged to create a permanent file folder
within Outlook in which both sent messages and any in-bound messages
of corporate interest can be filed. One simple approach is to establish a
permanent folder each year within the "Cabinet" section of Outlook. This
folder could be called "Permanent2006". It is recommended that a new
file folder be created each year for future retrieval and retention review
purposes. Alternatively, users can also establish a permanent folder
within "Cabinet" that corresponds to a specific file code under the County's
records retention policy. This .should also be established on an annual .
basis. Using the example of tender applications, all messages pertaining
to this subject which need to be retained can be filed in a folder called
"F18-2006".
2. Electronic mail messages can be transferred to Laserfiche (the County's
electronic document management system) using the software's "snapshot"
feature. The message can then be added to the appropriate electronic
folder along with all other relevant documentation. This approach has the
added benefit of immediately linking the content of messages with all other
types of documentation in a manner that is much easier to search and that
still has legal standing as evidence. The original message in Outlook can
then be deleted given that Laserfiche preserves the "meta-data" behind
that message for legal admissibility. Further guidance on how to use this
feature can be obtained from the County's Information Technology
Department.
3. Electronic communications can be printed and filed in the appropriate
paper-based folder. In such cases, the electronic communication should
also be maintained using one of the above methods in order to preserve .
meta-data for legal reasons.
It is also possible to convert important voice mails and text messages into a
permanent folder within Outlook and ultimately Laserfiche. Staff within
Information Technology can provide further guidance on how to utilize this
featu re.
Responsibility for Retention
The sender of the electronic communication is responsible for ensuring proper
retention of messages sent intra-County. All other copies are duplicates and
may be deleted. Communications from outside of the County are the
responsibility of the recipient. Previous responses to the same message should
be deleted as further communications take place. Users should avoid retaining
each stage of a forwarded message or response. Only the latest communication
should be retained as long as it contains the message history.
Electronic Mail Attachments
Attachments should be retained or disposed of according to the content of the
attachment itself, not thee-mail which transmits the attachment. Thus,
attachments should be retained if they constitute a document which the recipient
or the sender would ordinarily retain in the course of the County's business under
the County's records retention policy.
Electronic Communications as County Property
Electronic communications sent or received on County equipment are the
property of the County of Elgin and may be subject to inspection and review
under the County's "Acceptable Use Policy for Computer Equipment, Software,
Internet Access and Internet E-mail". This policy applies to the communications
of current and former employees.
REPORT TO COUNTY COUNCIL
FROM:
Brian Masschaele, Manager of Cultural Services
Cathy Bishop, Director of Cultural Services
Alan Smith, Manager of Economic Development
DATE:
30 April 2007
SUBJECT:
PSTR Stop at the Elgin County Museum
CORPORATE GOAL'S) REFERENCED:
To promote cultural services;
To promote Elgin as "The Place to Live";
To forge community partnership.
INTRODUCTION:
Staff have approached the Board of Directors of the Port Stanley Terminal
Railway about a stop at the Elgin County Museum. This report recommends that
a partnership be established to facilitate such a stop for the months of July and
August 2007.
DISCUSSION:
The Port Stanley Terminal Railway (PSTR) is a highly successful tourism train
that makes regular runs from Port Stanley to White's Station from spring to fall,
with an extended run to Parkside on weekends. Staff have approached PSTR's
Board of Directors about a potential stop at the Elgin County Museum during the
months of July and August given that the tracks run adjacent to the Elgin County
Administration Buildin9 and given the significant tourism and marketin9 potenticll
of such a partnership. .
Staff are proposing that the train make a stop at the museum on Thursdays only
for 2007 on a trial basis. This amounts toa total of nine days in July and August.
Thursdays are proposed because it is the only day in which the museum has
extended evening hours and yet is close enough to the weekend to see a .
significant rise in ridership. The train makes three runs on that particular day
departingJrom Port Stanley at 12:00 pm, 1 :30 pm and 3:00 pm and arriving at
the museum approximately 30 minutes later. It is anticipated that patrons would
have 45 minutes to visit the museum and re-board the train.
Given that the.train normally only operates to White's Station on that particular
day, PSTR requires a subsidy to operate the train the additional three mile return
trip to the museum. The following are .associated costs with this proposal:
. Subsidy per trip $135 (or $45/mile)
. Maximum subsidy per day: $405
. Total maximum subsidy for July and August, 2007: $3645
In addition, a platform and portable steps is required to receive passengers.
Engineering staff estimate that this will cost $5000. Part of this cost pertains to
the need to provide drainage adjacent to the tracks in order to facilitate a proper
landing. Therefore, the total maximum cost of this proposal is $8645.
Taking advantage of the run to Parkside on weekends is not seen as an option to
alleviate costs given the regimented schedule of this train and the fact that it only
departs at 3:00 pm on Saturdays, shortly before the museum closes for the day.
Staff are recommending that a "Memorandum of Understanding" be established
with PSTR Inc. under the following terms and conditions:
· For 2007, the stop will occur onThursdays during the months of July and
Aug~st,a total of nine days;
. On each of those days, the train will only proceed to the museum (Le.
beyond Whyte's Station) if there is a minimum offive passengers
who. express an interest in going to the museum. This means that th.ere
will be a maximum of three stops per Thursday;
· Visitors will be permitted a 45 minute stay at the museum; .
. The additional distance of 3 miles return from Whyte's Station 'is 1.5 miles
or 3 miles to. the Elgin County Museum will be subsidized at the rate of .
$45 per mile or $135 per trip payable to Port Stanley Terminal Railway
InG;
. All promotion of the stop will be facilitated by the Elgin County Museum.
This includes brochures on the train, a sandwich board at the station. and
exhibit panels or posters at the station to compliment exhibits;
. The County of Elgin will install a platform and necessary infrastructure
adjacent to the tracks on land owned.by Port Stanley Terminal Railway
Inc.;
· PSTR shall "hold harmless" the County for insurance purposes. PSTR is
liable for passengers until the point they enter upon County property.
Costs asso.ciated with subsidizing the .additional mileage could be drawn from the
museum's.operating budget as a promotional expense. Costs associated with
constructing the platform could also be drawn from operating funds of the
Department of Cultural Services. There would be no additional charge to
customers. taking the train to the museum given that the fees are collected by
PSTR.lnstead, it is hoped that donations to the museum from the increased
number of visitors would help to off-set costs associated with this proposal.
The County's Manager of Economic Development and Tourism Coordinator have
both lent their support to this proposal in light of the potential opportunity for
increased tourism and exposure to County services as a whole. The results of
this partnership will be reviewed by Economic Development and Cultural
Services staff to determine future long-term feasibility of this proposal in
cooperation with the County's tourism operations as a whole, with future
recommendations brought forward for County Council's consideration.
If Council approves of this partnership, staff recommend that the County's
Solicitor establish a formal "Memorandum of Understanding" between the Elgin
County Museum and PSTR under terms as outlined in this report for presentation
to the PSTR Board of Directors.
CONCLUSION:
Staff are recommending that a partnership be established with the Port Stanley
Terminal Railway to facilitate a stop at the Elgin County Museum on Thursdays'
during the months of July and August 2007.
RECOMMENDATION:
THAT a "Memorandum of Understanding" be established between the County of
Elgin and Port Stanley Terminal Railway Inc. to facilitate a stop at the Elgin
County Museum on Thursdays during the months of July and August 2p07;
THAT funds to support this initiative be drawn from the operating budget oithe
Department of Cultural Services;
AND THAT the project be assessed in fall 2007 with a report presented to
County Council assessing future feasibility.
Respectfully Submitted
Mark
Chief Administrative Officer
f".., e
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Bnan Masschaele -
::~~
Director of ultura ices
Alan Smit
Manager of Economic Development
REPORT TO COUNTY COUNCIL
FROM:
Cathy Bishop, Director of Cultural Services
DATE:
SUBJECT:
8, May 2007
Shedden Library Program
CORPORATE GOAL{Sl REFERENCED:
To ensure fiscal responsibility and accountability.
To forge community partnerships
INTRODUCTION:
This report recommends that a temporary lease be drafted with the Bethany
United Church in Shedden for the facilitation of the Shedden Library children's
program and that a fee of $42.40 including GST per program be provided to
Bethany United Church for their support. (Lease is attached for your review)
DISCUSSION:
As council is aware, the Shedden Library has been temporarily closed to the
public as of January 27,2007. Recognizing how valued children's programming
is in any community, the Bethany United Church in Shedden has generously
offered space to facilitate our children's program during the temporary closure of
the Shedden Public Library. Having discussed with Frank Cowan Company, the
Bethany United Church's Liability Policy does respond to claims in connection
with the children's program.
The first children's program at the church began on February 9,2007 and takes
place every Friday between 10:30 am and 12:30 pm. The weekly children's
program is averaging 30 people per program.
Staff are recommending that a temporary lease be drafted and that a fee of
$42.40 including GST per program be provided to the Bethany United Church for
the facilitation of the Shedden Library children's program. This amount is based
on the County of Elgin's fee structure for committee room rental.
CONCLUSION:
With the temporary closure of the Shedden Library, staff feel that it is very
important to the community to continue with the children's program on Friday
mornings at the church until which time as the Shedden Library is reopen for
business. Staff are recommending that a temporary lease be drafted with the
Bethany United Church and that a fee of $42.40 including GST per program be
provided to the Bethany United Church for the facilitation of the Shedden Library
children's program.
RECOMMENDATION:
THAT the Warden and C.A.O be authorized to sign the temporary lease for
program space rental at the Bethany United Church in Shedden and;
THAT the cost of the lease be taken from the 2007 library operating budget.
~~
Cathy BI hop
Director of Cultural Services
ission
Respectfully Submitted
OFFER TO LEASE
Bethany United Church, Shedden
c/o Jack McNiven
36067 Third Line
RR #1 Southwold
Ontario NOL 200
TO:
Jack McNiven, Bethany United Church
FROM:
Cathy Bishop, Director of Cultural Services
County of Elgin
RE:
Leasing of Space at 36067 Third Line
RR # 1 Southwold, Ontario NOL 200
Bethany United Church, Shedden
for the Shedden Library's children's program.
PROGRAM DATES REQUIRED: Friday, February 9,2007 and every Friday following
until such time as the Shedden Library reopens for
business. Two weeks written notice must be given to
the Director of Cultural Services if the Bethany United
Church is unable to accommodate the Shedden
Library's children's program.
TIME REQUIRED:
10:30 a.m. to 12:30 p.m (Friday mornings).
SPACE REQUIRED:
Approximately 400 square feet. The programming area
must be open and cleared any furniture or obstacles.
The Elgin County Library is responsible for all clean-
up resulting from the program.
RESPONSffiILITY:
The Bethany United Church must maintain liability
insurance in the amount of $1 million dollars and that
the use of the programming space by the Shedden
Library is at the Bethany United Church's risk.
Bethany United Church understands that the County of
Elgin is not a third-party to any claims that may result.
The Bethany United Church are the owners of property known for municipal purposes as
36067 Third Line, R R #1 Southwold, Ontario.
The Shedden Library requires space for a weekly children's program (every Friday) between
10:30 a.m. to 12:30 p.m. while the present Shedden Library is temporarily closed.
The Bethany United Church proposes to lease the basement (approximately 400 square feet)
to the Library at the sum of $42.40 weekly (including GST).
Page 2
Offer to lease
Bethany United Church
Shedden, Ontario
Rent is due on the last day of the month payable to the Bethany United Church, Shedden,
retro-active from February 9,2007 until such time the Shedden Library re-opens for business
or the Bethany United Church is unable to accommodate the Shedden Library's children's
program.
Dated this
day of May, 2007 at Shedden, Ontario.
COUNTY OF ELGIN
(SHEDDEN LffiRARY)
Per:
BETHANY UNITED CHURCH
Per:
Lynn Acre, Warden
Jack McNiven
Mark McDonald
Chief Administrative Officer
REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Director of Engineering Services
DATE: April 20, 2007
SUBJECf: Sparta South Cemetery Board
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:
A request has been made from the Sparta South Cemetery Board to transfer 120 feet
by 17 feet wide strip of property from the County of Elgin to the cemetery. The
property is located in Lot 21, Concession 3, Geographic Township of Yarmouth in the
Municipality of Central Elgin.
DISCUSSION:
South Sparta Cemetery Board has made a request to the County of Elgin to transfer a
strip of land 120 feet long by 17 feet wide. When the road was constructed many years
ago, property was purchased from the landowner, a 17 foot strip, so as to have a 100
foot right-of-way.
The present cemetery has an existing steel - concrete fence along the original property
line. The cemetery is increasing in size, to the south and west, and the Board is
interested purchasing a small strip of land so that the fence can be extended.
The County of Elgin has transferred property in the past but this has been for specific
reasons such as: one foot reserves or a portion of the cemetery and grave sites located
on the road allowance. Otherwise, it has been the practice to keep all property
purchased for road widening County roads.
County Council has another option, which is to deviate from our practice of not selling
property and transfer the property to the cemetery board. If that were to occur, then it
should be subject to the following conditions:
. that the property be declared surplus, and
. an appraisal for the property be completed for the property, and
. that the land transfer price be the appraised value, and
. that the surplus property be advertised in the local paper, and
. that all costs to transfer the property be borne by the Sparta South Cemetery
Board.
CONCLUSION:
Staff is recommending that we continue with past practice and not transfer County road
allowance. County Council does have another option to transfer the property with
conditions.
RECOMMENDATION:
That the property acquired by the County of Elgin for road widening purposes known as
Part of Lot 21, Concession 3, Part #3 on 11R-8677 Quaker Road remain in possession
of the County of Elgin; and
That the Sparta South Cemetery Board be so advised.
Respectfully Submitted
{()N"k
Mark G.
Chief Administrative Officer
Clayton Watters
Director, Engineering Services
REPORT TO COUNTY COUNCIL
FROM: Peter Dutchak, Manager, Road Infrastructure
DATE: April 20, 2007
SUBJECT: Maintenance Best Practices (MBP's) - Amending Agreement
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."
At the January 23, 2007 session of County Council, the following recommendation as
adopted: "THAT the Elgin County Maintenance Best Practices be incorporated into the
formal maintenance agreements with the County's local municipal partners and then
circulated to them for execution."
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.
Following Council's direction, the MBP's have been circulated to the lower tiers and
comments were requested. Comments were received and no municipality had objection
to the MBP's.
The County solicitor has prepared an amending agreement to include the MBP's. The
amending agreement acknowledges that the minimum maintenance standards will be
achieved through compliance with the MBPs, and states the MBPs are guidelines only
and further empowers each municipality to deviate from those best practices so long as
the alternative practice is as effective and meets the minimum standard.
At the January 23rd meeting of County Council, some concern was expressed with the
wording of incorporating the MBP's into the formal agreements. . Therefore, before the
amending agreements are circulated to the lower tiers, the draft agreement is attached
to this report for Council's consideration.
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.
The MBP's have been circulated and comments have been received. The County
Solicitor has prepared an amending agreement for their inclusion. Once approved by
County Council, the amending agreement will be circulated to the lower tiers for
execution.
RECOMMENDATION:
THAT the Elgin County Road Maintenance Amending Agreement, to incorporate the
Maintenance Best Practices, be approved and circulated to the lower tier municipalities
for execution; and also,
That the Warden and Chief Administrative Officer be authorized and directed to sign the
County Road Maintenance Amending Agreement.
Approved for Submission
Pet r Dutchak
Manager, Road Infrastructure
J1lJ~~
Clayton Watters
Director,
Mark G. Mc
Chief Administrative Officer
This Agreement made in triplicate this
day of
,2007
BETWEEN:
THE CORPORATION OF THE COUNTY OF ELGIN
(hereinafter called the "County")
OF THE FIRST PART
. and -
THE CORPORATION OF THE MUNICIPALITY OF
(hereinafter called the "Municipality")
OF THE SECOND PART
WHEREAS the parties hereto have previously executed a written Agreement dated
, 2001, detailing the terms and conditions governing repair and maintenance of County Road
Allowances by the Municipality;
AND WHEREAS the said Agreement establishes the standards, policies, procedures
(referred to as "Performance Standards") to which the County Roads are to be repaired and
maintained;
AND WHEREAS the said Agreement contemplates periodic revision of such
Performance Standards and resulting amendment to the said Agreement;
AND WHEREAS the Performance Standards incorporated within such Agreement were
revised by further Agreement dated , 2004;
AND WHEREAS the County has established Maintenance Best Practices for the Elgin
Road Network which identify maintenance and repair services to be provided and by which
minimum Performance Standards can be achieved;
AND WHEREAS the Municipality has agreed to repair and maintain County Road
Allowances in accordance with such Maintenance Best Practices and to the minimum
Performance Standards prescribed by the County;
AND WHEREAS the County and Municipality desire to amend the underlying County
Road Repair and Maintenance Agreement to incorporate such Maintenance Best Practices in
conjunction with minimum prescribed Performance Standards;
NOW THEREFORE in consideration of payment of ONE DOLLAR ($1.00) by the County
to the Municipality, the parties hereto agree with each other and their respective heirs,
administrators, successors, and assigns, as follows:
1.0 Amendment
1.1 The parties agree that the Agreement relating to repair and maintenance of
County Roads by the Municipality as dated , 2001, as
revised by a subsequent amending Agreement dated , 2004, is
hereby amended as follows:
1.1.1 Paragraph 1.1 (iii) is deleted and thereafter replaced as follows:
"(iii) Schedule "C" referred to as Performance Standards for
maintenance/repair services for Elgin Road System;"
1.1.2 Paragraph 1.1 be amended by inclusion of the following paragraph
subsequent to paragraph 1.1 (iii):
"(iii)a Schedule "C1" referred to as Maintenance Best Practices for Elgin
Road System;"
1.1.3 Paragraph 3.1 of the said Agreement is deleted and thereafter replaced,
as paragraph 3.1, as follows:
"3.1 The Municipality hereby agrees to maintain and keep in repair
those Road Allowances and bridge/culvert facilities, including but
not limited to, as the case may be, the full width of any roadway
and any bridge/culvert structure, railing, and encroachment, as
identified on Schedule "A" hereto."
1.1.4 Paragraph 3.4 of the said Agreement is deleted and thereafter replaced,
as paragraph 3.4, as follows:
"3.4 Subject to paragraph 3.9 below, the Municipality covenants to
perform maintenance/repair services upon those Road
Allowances and bridge/culvert facilities identified in Schedule "A"
hereto. The maintenance/repair services to be provided by the
Municipality are as identified and/or contemplated by the
Maintenance Best Practices for Elgin Road System as attached as
Schedule "C1" hereto and shall meet the minimum standards
prescribed by the County Performance Standards attached as
Schedule "C" hereto. The parties hereto acknowledge and agree
that the minimum Performance Standards prescribed by the
County for the Elgin Road System will be achieved through
compliance with the Maintenance Best Practices for the Elgin
Road System attached as Schedule "C1" hereto."
1.1.5 Paragraph 3.0 is further amended by addition of the following paragraph
subsequent to paragraph 3.10:
"3.11 Notwithstanding that set forth in paragraph 3.4 above, the parties
further agree as follows:
"3.11.1 Except for paragraphs 6.1 and 6.2 below, the parties agree
that in the event of a dispute as to the interpretation of the
minimum Performance Standards prescribed by the
County for the Elgin Road System, the decision of the
County Road Superintendent or his/her designate
(hereinafter referred to as the "County Superintendent")
shall prevail; and
3.11.2 The Maintenance Best Practices for the Elgin Road
System is to be considered as a guideline for performance
of maintenance and repair services by the Municipality.
Notwithstanding the acknowledgment of the parties that
minimum Performance Standards as prescribed by the
County will be achieved by compliance with such minimum
Best Practices, the Municipality, on written notice to the
County, is entitled to deviate from such Maintenance Best
Practices on condition that the alternate practice adopted
is as effective as the practice approved by the County in its
Maintenance Best Practices and, in all circumstances and
in all events, such alternate practice adopted by the
Municipality satisfies any applicable minimum Performance
Standard as prescribed by the County."
1.1.6 The Maintenance Best Practices for the Elgin Road System, attached as
Schedule "A" to this Agreement shall be incorporated in the underlying
County Road Repair and Maintenance Agreement as between the parties
as Schedule "C1" thereto.
2.0 Agreement otherwise to remain in full force and effect without amendment
2.1 Save and except those amendments referred to in paragraph 1 above, the terms
and provisions of the afore noted Agreement relating to the repair and maintenance of
County Roads by the Municipality as dated , 2001, revised
pursuant to an amending Agreement dated , 2004, shall remain
in full force and effect as originally established, without further change or revision.
IN WITNESS WHEREOF the parties hereto have caused this Agreement to be executed
by their respective officers which are duly authorized as of the date first written above.
REPORT TO COUNTY COUNCIL
FROM: Peter Dutchak, Manager, Road Infrastructure
Sonia Beavers, Purchasing Co-Ordinator
DATE: May 9, 2007
SUBJECT: Tender Awards (Hot Mix Asphalt Paving, Roadway Crack Sealing, Polymer
Modified Slurry Seal Type 2)
Introduction:
As part of the approved 2007 Capital Budget, tenders were advertised as per the
County's Purchasing Policy and were received until Wednesday, May 9, 2007 for Hot Mix
Asphalt Paving, Roadway Crack Sealing and Polymer Modified Slurry Seal Type 2.
Discussion I Conclusion:
The tenders were publicly advertised as per the County's Purchasing Policy.
Three companies submitted bids for the Hot Mix Asphalt Paving Tender as follows:
TENDER BID
$ 1,116,066.58
$ 1 270690.90
$ 1,347,055.87
Walmsley Bros. Ltd. submitted the lowest bid for the Hot Mix Asphalt Paving Tender at
a total price of $ 1,116,066.58 (including taxes) to complete work on a number of
County Roads included in the approved 2007 Capital Budget. Five (5) separate capital
projects are wholly or partially represented within this tender and collectively their
capital budget allocations total is $ 1,395,000 therefore, the lowest submitted bid is
within budget estimates.
Three companies submitted bids for the Roadway Crack Sealing Tender as follows:
COMPANY
Nia ara Crack Sealin 788893 ant. Ltd.
Road Savers 2000 Ltd.
ueenswa Excavatin and Landsca in
TENDER BID
$ 169,335.00
$ 178875.00
$ 233,200.00
Niagara Crack Sealing (788893 ant. Ltd.) submitted the lowest bid for the Roadway
Crack Sealing Tender at a total price of $ 169,335.00 (including taxes) to complete
work on a number of County Roads included in the approved 2007 Capital Budget. The
capital budget allocations total is $ 188,000 therefore, the lowest submitted bid is
within budget estimates.
Two companies submitted bids for the Polymer Modified Slurry Seal Type 2
as follows:
COMPANY TENDER BID
Duncor Enterprises Inc. $ 615, 552.60
MSO Construction Limited $ 673,100.00
Duncor Enterprises Inc. submitted the lowest bid for the Polymer Modified Slurry Seal
Type 2 at a total price of $ 615, 552.60 (including taxes) to complete work on a number
of County Roads included in the approved 2007 Capital Budget. Eight (8) separate
capital projects are wholly or partially represented within this tender and collectively
their capital budget allocations total is $ 632,000 therefore, the lowest submitted bid is
within budget estimates.
Recommendation:
THAT, Walmsley Bros. Ltd. be selected to provide Hot Mix Asphalt Paving, Contract No.
6220-07 at their submitted price of $ 1,116,066.58 inclusive of all taxes; and
THAT, Niagara Crack Sealing (788893 Ont. Ltd.) be selected to apply Asphalt Crack
Sealing, Contract No. 6090-07-03 at their submitted price of $ 169,335.00 inclusive of
all taxes; and
THAT, Duncor Enterprises Inc. be selected for the application of Polymer Modified Slurry
Seal Type 2, Contract No. 6250-07 at their submitted price of $ 615, 552.60 inclusive of
all taxes; and also,
THAT, the Warden and Chief Administrative Officer be authorized to enter into an
agreement for Hot Mix Asphalt Paving No. 6220-07, Asphalt Crack Sealing, Contract No.
6090-07-03, and Polymer Modified Slurry Seal Type 2, Contract No. 6250-07.
Approved for Submission
LYMJ.
Clayton Watters
Direc , nglneen
~~SA ~O~ -tKly
Sonia Beavers
Purchasing Co-Ordinator
Mar
Chief Administrative Officer
REPORT TO COUNTY COUNCIL
FROM: Alan Smith, Manager, Economic Development
DATE: May 9th, 2007
SUBJECT: Economic Development Plan - Focus Groups
Corporate Goals:
. To promote Elgin as "The Place to Live"
. To forge community partnerships
. To provide innovative and collaborative quality service
. To recognize and seize opportunities for improvement
Introduction:
On March 2ih, County Council passed the following resolution:
"That the consulting firm Millier, Dickinson, Blais, be engaged to develop an Economic
Development Plan for the County of Elgin at a cost of $59,913.00 (excluding taxes) as
described in the March 2ih, 2007, County Council report submitted by the Manager of
Economic Development."
The community consultation component of this project includes the conducting of personal
interviews and four (4) focus group sessions. Originally, the focus group sessions were to
be held over a two-day period. However, as development of the Economic Development
Plan proceeds, it has become apparent that in order to accommodate all areas of the
County and to have an effective public participation process, the sessions will be required
to be conducted over a three-day time frame. Consequently, this extra day will incur an
additional expense that was not included in the original approved proposal of $59,913.00.
Discussion:
On April 23rd a "project initiation" meeting was held by the County of Elgin Economic
Development and Tourism Advisory Committee (CEEDTAC). Representatives of the
retained consulting firm Millier, Dickinson, Blais, were invited to review and confirm details
of the project (reporting schedules, deliverables, dates, methodology etc). A great deal of
the meeting's discussion involved the public participation process that is a key component
of the Plan's methodology. This process includes the undertaking of thirty (30) personal
interviews and the conducting of four (4) focus group sessions. The latter to be held over a
two-day period. Committee members agreed that the focus group sessions should be held
in various locations throughout the County thus retaining an appreciation of key local as
well as important regional issues - rather than having purely sectoral sessions located in
one area of the County. Furthermore that in order to achieve the desired public turnout, the
sessions should be held in evenings rather than afternoons. Therefore, Committee
members expressed concerns that in order to achieve an effective public participation
process based on geographical representation that has the desired level of public input,
conducting of the four focus group sessions over a two-day period would not be possible.
Rather, an extension of one extra day would give the time required to thoroughly engage
members of the broader community in the east, west, and central areas of the County. The
table below provides information on the focus group sessions:
DATE
Focus Group
Time
Location
West
Tourism
Central
East
m
As indicated in the above table, each "area" of the County is allocated a dedicated evening
session which is required for achieving the best public turnout. It should be stressed that
the proposal highlighted the undertaking of four (4) focus group sessions. After discussions
with Millier, Dickinson, Blais, the Economic Development Manager has allocated the
remaining focus group session specifically to tourism given the County's new responsibility
for that sector. Given the flexibility of those individuals/organizations in the tourism sector
and the enthusiasm shown to date, this session can be held during a time that would not
be suitable for the other general sessions. There is not a cost difference to having four or
three sessions during this three-day period as the time for the facilitator (Eric Lockhart of
the Queens Executive Decision Centre) is based on a daily fee.
Millier, Dickinson, Blais, retain the services of Mr. Eric Lochhart of the Queens Executive
Decision Centre to conduct focus group sessions. The Centre was established in 1987 to
facilitate executive meetings using Group Decision Support Software (GDSS) and
improves on conventional meetings. The normal fee for Mr. Lockhart is $3500.00 per day.
However, due to the established working relationship between the consulting firm and the
Queens Executive Decision Centre, the cost is reduced to $2000.00 per day plus
expenses (expenses will be covered by the Consultant).
Therefore, in order to provide the appropriate time to conduct thorough and effective focus
group sessions that are reflective of all areas of the County and to gain the required public
input that will result in a meaningful product, $2000.00 for one extra day of facilitation
services is required over the awarded contract amount of $59,913.00. Funds are available
in the Strategic Planning Reserve account for such a request/situation. It should be noted
that the approved budget for this project is $60,000.00 (excluding taxes). The County of
Elgin will be receiving 50% funding dollars from the Community Transition Program for this
project.
Conclusion:
The County of Elgin is in the process of developing an action based and innovative
Economic Development Plan that the lower tier governments, stakeholders, and the
2
residents of Elgin County can embrace. An important component of the Plan's
methodology is the public consultation process. As development of the Plan proceeds it
has become apparent that obtaining successful public input through the use of focus group
sessions will require an extra day of a facilitators time from the Queens Executive Decision
Centre as retained by the consulting firm Millier, Dickinson, Blais, at a cost to the County of
$2000.00. The funds are being requested from the County's Strategic Planning Reserve
account.
Recommendation:
That $2000.00 be allocated from the Strategic Planning Reserve Account for the extension
of facilitation services as described in the May 9th, 2007, County Council report entitled
"Economic Development plan - Focus Group Sessions", submitted by the Manager of
Economic Development.
Respectfully Submitted
Na~
Position: Economic Development Manager
Mark .
Chief Administrative Officer.
3
REPORT TO COUNTY COUNCIL
FROM:
Linda B. Veger, Director of Financial Services
DATE:
May 8, 2007
SUBJECT:
Budget Comparison - March 31,2007
Corporate Goal Referenced:
To ensure fiscal responsibility and accountability.
Introduction:
Attached is the budget comparison to March 31, 2007 for the County operating
departments.
Discussion:
The departmental totals are reasonable for the third month of the year. Once again staff
prepared a budget that has little room for unforeseen expenditures. Wage and benefit lines
will be very close to the budgeted amount by year end.
Warden & Council - (4,354) - convention early in the year.
Overall the three Homes are in a positive position. The increases in revenues will start
flowing in April. There has been an overcharge of approximately $30,000 in utilities for
Terrace Lodge. The exact amount will be calculated and the overcharge rectified shortly.
Provincial Offences - 104,707 - revenues higher, showing the increase from 401 fines.
The first payment to the municipalities will be made in early July.
Collections - (22,099) - revenues lower than anticipated.
Recommendation:
THAT the report titled Budget Comparison - March 31, 2007 and dated May 8, 2007 be
received and filed.
/~JJ~
Linda B. Veger
Director of Financial Services
'ssion
Respectfully Submitted
Mark G.
Chief Administrative Officer
COUNTY OF ELGIN
Departmental Budget
Comparisons
For The 3 Periods Ending March 31, 2007
Total YTD YTD Variance %OF
Budget Budget Actual 0 Budget
Warden & Council
Wages 178,520 44,630 44,629 1
Benefits 8,000 2,000 1,835 165
Operations 72,000 24,925 29,445 (4,520)
Total 258,520 71,555 75,909 (4,354) 29.36%
Administrative Services
Wages 270,450 63,556 62,922 634
Benefits 59,500 13,983 15,596 (1,614)
Operations 15,600 3,900 6,231 (2,331 )
Total 345,550 81 ,438 84,749 (3,310) 24.53%
Financial Services
Wages 305,968 73,310 73,391 (81 )
Benefits 73,891 17,704 17,729 (25)
Operations 16,200 4,050 4,262 (212)
Total 396,059 95,064 95,383 (318) 24.08%
Human Resources
Wages 320,000 75,200 74,698 502
Benefits 85,200 20,414 17,329 3,085
Operations 16,800 4,200 5,001 (801 )
Total 422,000 99,814 97,028 2,786 22.99%
Administration Building
Wages 180,000 42,300 40,254 2,046
Benefits 45,000 10,575 8,323 2,252
Operations 96,500 28,838 32,380 (3,542)
Total 321,500 81,713 80,957 756 25.18%
Corporate Expenditures
Insurance 263,500 235,088 225,617 9,471
Telephone 30,000 7,500 7,754 (254)
Legal & Professional 95,000 23,750 33,614 (9,864 )
Retiree Benefits 25,000 6,250 3,238 3,012
Other Expenditures 87,990 21,998 9,496 12,501
Total 501,490 294,586 279,719 14,866 55.78%
Engineering
Wages 259,000 60,865 58,501 2,364
Benefits 59,000 13,865 14,375 (510)
Operations 80,100 20,025 17,491 2,534
Maintenance 2,586,850 956,944 963,981 (7,037)
Total 2,984,950 1,051,699 1,054,348 (2,649) 35.32%
Agriculture
Fees Revenue 0 0 0 0
Operations 32,953 8,238 7,462 777
Total 32,953 8,238 7,462 777 22.64%
Elgin Manor
Revenues (4,585,470) (1,146,368) (1,129,833) (16,535)
Wages 4,106,768 965,090 957,237 7,853
Benefits 1,032,002 242,520 251,578 (9,058)
Operations 969,361 247,590 115,949 131,641
Total 1,522,661 308,834 194,932 113,902 12.80%
Terrace Lodge
Revenues (5,172,542) (1,293,136) (1,264,357) (28,779)
Wages 4,093,056 1,000,357 1,025,252 (24,894 )
Benefits 1,166,521 285,102 287,542 (2,440)
Operations 982,404 251,226 280,560 (29,334 )
Total 1,069,439 243,550 328,997 (85,447) 30.76%
Bobier Villa
Revenues (2,927,060) (731,765) (719,486) (12,279)
Wages 2,883,810 677 ,695 656,100 21,596
Benefits 723,980 170,135 154,663 15,472
Operations 718,602 183,401 147,335 36,065
Total 1,399,332 299,466 238,612 60,854 17.05%
Museum
Wages 84,681 19,960 9,560 10,400
Benefits 20,977 4,930 2,491 2,438
Operations 25,300 6,325 20,948 (14,623)
Total 130,958 31,215 33,000 (1,785) 25.20%
Library
Wages 1,108,648 260,757 269,072 (8,315)
Benefits 267,944 62,967 62,730 237
Collections 239,500 59,875 69,933 (10,058)
Operations 243,173 60,793 (14,306) 75,099
Total 1,859,265 444,392 387,429 56,963 20.84%
Archives
Wages 85,358 20,059 26,895 (6,835)
Benefits 22,193 5,215 6,215 (999)
Operations 51,800 12,950 6,562 6,388
Total 159,351 38,225 39,671 (1,446) 24.90%
Land Division
Wages 57,640 13,785 13,493 292
Benefits 9,610 2,267 2,836 (569)
Operations (67,250) (16,813) (16,103) (709)
Total 0 (761 ) 226 (986) 0.00%
Emergency Measures
Wages 5,300 1,246 1,246 0
Benefits 1,375 323 323 0
Operations 9,000 2,250 3,088 (838)
Total 15,675 3,819 4,656 (838) 29.71%
Information Technologies
Wages 197,525 46,418 47,862 (1,443)
Benefits 49,381 11,605 11,719 (114)
Operations 299,749 74,937 57,139 17,798
Total 546,655 132,960 116,720 16,240 21.35%
Provincial Offences
Grant (75,045) (18,761) 0 (18,761)
Fines Revenues (700,000) (175,000) (273,784 ) 98,784
Shared Revenues - Municipal 381,655 0 0 0
Wages 146,275 34,375 35,002 (628)
Benefits 32,200 7,567 8,333 (766)
Operations 185,975 41,194 15,117 26,077
Total (28,940) (110,626) (215,333) 104,707 744.07%
Ambulance Services
Province of Ontario (3,097,692) (774,423) (783,168) 8,745
City of St. Thomas (1,476,139) (369,035) (333,673) (35,362)
Contractor Payments 6,590,990 1,647,748 1,562,331 85,417
Wages 67,817 15,937 16,403 (466)
Benefits 17,972 4,223 3,990 233
Operations 35,300 8,825 8,475 350
Total 2,138,248 533,275 474,359 58,916 22.18%
Collections
Revenue (305,000) (76,250) (49,456) (26,794)
Shared Revenues - Municipal 147,919 0 0 0
Wages 47,520 11 ,167 11,093 74
Benefits 12,545 2,948 2,762 186
Operations 34,300 8,575 4,140 4,435
Total (62,716) (53,560) (31,461) (22,099) 50.16%
Economic Development
Grants (90,000) (22,500) 0 (22,500)
Wages 106,390 19,848 19,236 612
Benefits 18,260 4,291 4,458 ( 167)
Operations 127,200 31,800 2,978 28,822
Total 161,850 33,439 26,673 6,766 16.48%
REPORT TO COUNCIL
FROM:
Jennifer Ford, Financial Analyst
Linda Veger, Director of Financial Services
Clayton Watters, Director of Engineering Services
DATE:
May 14, 2007
SUBJECT:
Capital Projects Budget as at April 16, 2007
CORPORATE GOAL REFERENCED:
To ensure fiscal responsibility and accountability
INTRODUCTION:
In March 2006, the approved capital projects budget stood at $17,469,487 with a
remaining project budget of $4,027,852. Council approved $4,788,235 of these
projects to be closed with the surplus of $115,498 to be added to project 9000-06 for
future consideration. Council also approved a capital projects budget early in 2007.
This report serves to update Council on the full slate of Capital projects to the end of
April 16, 2007 with all approvals and additions to date. Appendix A has been
included for Council's information.
DISCUSSION:
Budget Update: Project
Budget
Balance Forward $ 17,469,487
Projects Closed -$ 4,788,235
Projects Added $ 5,466,769
Surplus 270,757
$ 18,418,778
Remaining
Project Budget
$ 4,027,852
$ 9,288,435
CONCLUSION:
This report serves to update Council on the total Capital projects currently in progress
at the County as outlined in Appendix A.
RECOMMENDATION:
THAT the report titled Capital Projects Budget as at April 16, 2007 and dated May 14,
2007 be received and filed:
Respectfully Submitted
. '/rl~ ~
Je~nifer ord
Financial Analyst
Mark G. c
Chief Administrative Officer
cl:'~~~
Director of Financial Services
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REPORT TO COUNTY COUNCIL
FROM:
Linda B. Veger, Director of Financial Services
DATE:
April 23, 3007
SUBJECT: Health Unit - Refund of Surplus
CORPORATE GOAL REFERENCED:
To ensure fiscal responsibility and accountability.:.
INTRODUCTION/DISCUSSION:
The Elgin S1. Thomas Health Unit refunded to the County $114,145.43 as a result of a
surplus in their financial statements. Staff suggest that the refund be recorded as revenue
to the Mill Rate Stabilization Reserve.
RECOMMENDATION:
THAT the Elgin S1. Thomas Health Unit surplus funds be credited to the Mill Rate
Stabilization Reserve.
Respectfully Submitted
Approved for Submission
~~A/
Director of Financial Services
Mark G. McDona d
Chief Administrative Officer
REPORT TO COUNCIL
FROM:
Melissa Lewis, Director of Senior Services, Elgin Manor
DATE:
May 11, 2007
SUBJECT:
Non-Prescription Drug Stock from Government Supply
CORPORATE GOALS REFERENCED:
· To recognize and seize opportunities for improvement.
· To nurture and support dignified long-term care.
INTRODUCTION:
Historically, long-term care Homes have ordered non-prescription drug stock
from Ontario Government Pharmaceutical Medical Supply. Non-prescription
drugs are received at the facility, and then subsequently picked up and
dispensed by pharmacy according to physician orders, before being returned for
resident use in the Home.
DISCUSSION/CONCLUSION:
The province has recently been reviewing and revising the drug system in
Ontario. A legislation change as of February 1,2007 will enable LTC Homes and
their pharmacy partners to voluntarily have non-prescription medications
delivered from central supply directly to the pharmacy. This is an advantage to
both the Home and the pharmacy, as it increases efficiency, more closely
controls the supply chain of non-prescription medications and streamlines the
process of dispensing multi-dose medication systems.
RECOMMENDATION:
THAT, should the contracted pharmacy services be in agreement, the Warden
and Chief Administrative Officer be authorized to sign the declaration for Ontario
Government Pharmaceutical and Medical Supply Service to allow the direct
delivery, receipt and dispensing of non-prescription medications at the Elgin
County Homes.
Respectfully Submitted
~::~) ~
Chief Administrative Officer
/)!
/-;(j - I
, t'l i-f...1.tL-;-r7(,(I( J,-l' .4'1AG
Pat Vandevenne, Bobier Villa
Director of Senior Services
rAlJI~r/JJJJ/5
Rhonda Roberts, Terrace Lodge
Director of Senior Services
-~~~nMa~r
Director of Senior Services
CORRESPONDENCE - MAY 22. 2007
Items for Consideration
1. Beverley D. Wood, Clerk/Manager of Council Services, Norfolk County, with a
resolution of support for the proposal to sell Ontario fruit wine at seasonal farmers
markets. (ATTACHED)
I11J COft
April 11, 2007
Bert Andrews
Director, Government Liaison
Fruit Wines of Ontario
9365, R. R. # 5, 10 Sideroad
Milton ON L9T 2X9
Dear Mr. Andrews:
Re: Proposal to sell Ontario Fruit Wine at Seasonal Farmers Market.
The Council of the Corporation of Norfolk County considered your communication regarding the
above noted at its regular meeting on Tuesday, Aprill 0, 2007
Please be advised that the following resolution was passed by Council regarding this matter.
"THAT Norfolk County support the proposal from Bert Andrews, Director, Government
Liaison, Fruit Wines of Ontario, regarding proposal to sell Ontario Fruit Wine at Seasonal
Farmers Market."
Trusting this is satisfactory.
Yours truly,
~tq ~ WdW
Beverley m. Wood, AMCT, CMC, CMMIII
Clerk/Manager of Council Services
Corporate Services
Governor Simcoe Square
P.O. Box 545
50 Colborne Street South, Simcoe, Ontario N3Y 4N5
519-426-5870 Fax: 519-426-8573
,tfIIt..
~
'\
PROPOSAL TO THE LIBERAL RURAL CAUCUS
March 27,12:30 p.m.
Rm. 363, Legislative Bldg, Queen's Park
SELLING 1000.10 ONTARIO FRUIT WINE AT
SEASONAL FARMERS' MARKETS
Background: The average food miles that food and beverage travels from field to plate is
accepted to be 1500 miles or 2400 kilometres. The return to the Ontario economy for a
bottle of wine from France, Italy, South Africa, Chile, Australia etc. is considered to be
$0.56. The return to the Ontario economy for a bottle of Ontario Wine is estimated to be at
least $4.29. That is over 7 times the return to the Ontario economy per bottle. Not only is
locally produced wine good for the economy, it is also good for the environment as
greenhouse gases from transportation is reduced. Local wine is sold at Farmers' Markets
in Quebec, New Brunswick, Nova Scotia, New York, Ohio, New Jersey, Iowa and many
other jurisdictions.
The Fruit Wines of Ontario Association has been diligently gaining support for the concept
of selling 100% Ontario Fruit Wine at Seasonal Farmers' Markets.
The following is a partial list of supporters for this concept.
Honourable Leona Dombrowsky
Honourable Steve Peters
Maria Van Bommel, MPP
Ted Arnott, MPP
Ted Chudleigh, MPP
Lou Rinaldi, MPP
Kevin Flynn, MPP
Jeff Leal, MPP
Garth Turner MP
Joyce Savoline, Region of Halton
Town of Halton Hills
Town of Milton
Farmers' Markets Ontario
Fruit Wines of Ontario
Greenbelt Foundation (also Grape Wines)
Greater Toronto Area Agricultural Action Committee (Enhancing and Energizing the --
GT A Local Food System)
Prince Edward County Winegrowers Association
Milton Chamber of Commerce
Halton Hills Chamber of Commerce
"""
.--.
Ontario Federation of Agriculture
Halton Region Federation of Agriculture
Ontario Farm Fresh Marketing Association
Ontario Berry Growers Association
Downtown Georgetown Farmers' Market
Central Ontario Viticulture Association
Grape Growers of Ontario
Milton Farmers' Market
St. Jacobs' Farmers' Market
For the concept of selling 100% Ontario Fruit Wine at Local Farmers' Markets to be
acceptable to all provincial ministries, consumers and wineries, it is suggested the following
parameters and information be considered in any decision making.
1) For 2007, it is recommended that a pilot project be undertaken at 12-13 Farmers'
Markets selling Fruit Wine. If successful in 2007, it is suggested that small grape
wineries be added to the program in 2008.
2) Please consider only seasonal Farmers' Markets or year round Farmers' Markets
that have a seasonal Farmers' Market component.
3) A special temporary retail permit (May I-Oct. 31) needs to be issued by AGCO to
each winery for each Farmers' Market that a winery attends.
4) The individual seasonal Farmers' Market and Farmers' Markets Ontario will need
to apply to the AGCO for permission to have temporary seasonal fruit winery
vendors at each specific Farmers' Market.
5) Special temporary (Mayl-0ct. 31) retail permits will only be issued by AGCO in
consultation with the specific Farmers' Market Management and the Farmers'
Markets Ontario Association.
6) The temporary retail permits will be an extension in every way of the farm winery
retail license except for the length of season component. That includes sampling
privileges as well as AGCO, LCBO and Excise Canada deductions and taxation.
7) If it is proven that Ontario citizens are not as socially responsible as other
jurisdictions, this pilot project will be discontinued immediately and not repeated in
2008. To be more specific, AGCO and LCBO presently issues permits and licenses
covering social responsibility for society at large as well as individual wineries.
Whenever infractions occur, enforcement officials take the necessary steps to rectify
the situation. These same rules and regulations would be in place at Farmers'
Markets as they are at Farm Retail Fruit Wineries.
~
~
8) Fruit Wineries are spread throughout Ontario. It is expected that only a limited
number of Fruit Wineries will wish to participate in the 100% Ontario Wine
proposal at seasonal Farmers' Markets. Such a new program for Fruit Wineries
cannot possibly cause any blip in international trade. Some fruit wineries are
already attending Farmers' Markets selling local fresh fruits and vegetables. This
would be a natural extension of their farm product line.
9) QC(Quality Certified) Fruit Wine be recognized by decision makers in the
same quality light as VQA. The same LCBO quality taste testing is employed for
both QC and VQA.
10) Fruit Wines of Ontario and the QC program have not been the beneficiaries of
provincial government support programs that have benefited VQA wineries in the
past year.
11) QC Fruit Wines do not have the same tax deductions as VQA i.e. Licensees
12) Fruit wineries must limit their 100% Ontario fruit wine making to 20:80. That is
they must not go over the fermentation level of 20% Ontario grown grapes. If fruit
wineries go over the 20% mark, AGCO will close down the winery. It doesn't
matter if the grapes are grown by the winery or another grape grower. No
explanation or reason has ever been put forward by AGCO for the 20:80 rule.
In summary, some members of the Liberal Rural Caucus openly support our initiative of
selling 100% Ontario Fruit Wine at Farmers' Markets. Today our delegation is seeking the
unanimous support of all.....members. It is suggested the Liberal Rural Caucus send a
letter and verbally recommend to the Ministry of Government Services that they develop
and implement a program as described above, in consultation with all Farm Retail Fruit
Winery Licensees for the 2007 season.
Yours truly,
Bert Andrews, B.Sc.A. OAC
Director, Government Liaison
Fruit Wines of Ontario
Member, Ontario Federation of Agriculture
Vendor at Farmers' Markets
#9365, R.R. #5,10 Sideroad
Milton, ON L9T 2X9
farm@AndrewsScenicAcres.com
cell 905-691-2672
Farm 905-878-5807
Yours truly,
Jim Warren, M.A.
Executive Director
Fruit Wines of Ontario
9 Crozier Court
Hamilton, ON L8T 2V8
paradise@mountaincable.net
ph. 905-383-3982
I/fIII1Ii\
~
Page 1 of 1
newine
NORFOLK COUNTY
Mayor's Office
2 2007
From:
To:
Sent:
Attach:
Subject:
"Bert Andrews I Andrews Scenic Acres" <farm@andrewsscenicacres.com>
"Bert Andrews I Andrews Scenic Acres" <farm@andrewsscenicacres.com>
March 31, 20074:18 PM
PROPOSAL TO THE LIBERAL RURAL CAUCUS.doc
It is crunch time for all Fruit Wineries
RECEIVED
Dear Fruit Wineries
Jim Warren, Laura Alderson-FMO, Bette Jean Crews-OFA, Burkhard Mausberg-Greenbelt Foundation and
Bert, met and presented the attachment to the Liberal Rural Caucus. The good news is that Leona Dombrowsky
and Steve Peters remain vocally supportive. On the down side Chair Carol Mitchell is the Parliamentary Assistant
to David Caplan Minister responsible for the LCBO. David Caplan was being grilled in the legislature the same
day on the Ontario Lottery Corporation. Hopefully we are not being set up but Carol Mitchell's office is asking for
an encapsulation of our request immediately. Jim and I need every possible bit of support particularly regarding
the selling of fruit wine at Farmers' Markets. To that end, please phone your MPP on Monday and put the
pressure on. Please let me know by Monday night if I can add your MPP to the list of supporters or if not what
reaction you obtained and why. Sorry to be invasive but we need support from across Ontario, particularly from
the Liberal Rural Caucus. You may wish to quote Leona and Steve with your Liberal MPPs. Please ask your
Liberal MPP to be vocal with Leona, Steve, Carol and Maria Van Bommell. Please try to get Lou Rinaldi off the
fence and be vocal. Jim and I need all the ammunition we can muster at this exact time. Thanking you in
advance.
Cheers
Bert Andrews
Andrews Scenic Acres
9365 10th Side Road
Milton, ON
L9T 2X9
Cell: 905-691-2672
Farm: 905-878-5807
Fax: 905-878-4997
farm.@anqrew~.$~njG.aGres..CQm
www.andrewsscenicacres.com
www.scotchblockwin..ery.com
No virus found in this incoming message.
Checked by AVO Free Edition.
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01/04/2007
Page 1 of 1
Attached please find a resolution passed by Norfolk County Council to support the proposal to sell Ontario Fruit
Wine at Seasonal Farmers Market with background information. Norfolk County has been requested to forward
this information to neighbouring municipalities for their support as well.
Beverley D. Wood,
Clerk/Manager of Council Services,
Norfolk County,
50 Colborne St. 5., Simcoe ON N3Y 4N5
Tel. (519) 426-5870 Ext. 1228
Fax: (519)426-8573
Email: bev.wood@norfolkcounty.ca
CORRESPONDENCE - MAY 22, 2007
Items for Information (Consent AQenda)
1. Premier Dalton McGuinty acknowledging Council's support of: 1) the Township of
King's resolution regarding municipal funding and program review; 2) Council's
resolution regarding the need for a tobacco exit strategy.
2. Hon. Leona Dombrowsky, Minister of Agriculture, Food and Rural Affairs, with copy of
correspondence to John R. Wilson, Chair of the Rural Initiatives Committee,
concerning the Committee's meeting with the Minister to discuss tobacco exit strategy.
(ATTACHED)
3. Mayor Ron Eddy, County of Brant, with a resolution supporting the invitation from the
Mayors and Wardens of the communities in the tobacco growing regions to key
decision makers from the federal, provincial governments and the tobacco growing
industry to negotiate an tobacco industry exit and community transition program.
(ATTACHED)
4. Association of Municipalities of Ontario with 2007 Conference preview and registration
information. (ATTACHED)
5. Wm. Bryant, thanking the Staff and Management of Bobier Villa for the quality of care
given to members of his family. (ATTACHED)
6. Andrew Walasek, Special Assistant - Ontario, Officer of the Minister of Transport,
acknowledging Council's support of the Town of Minto's resolution regarding
reimbursement of application fees paid by municipalities who were unsuccessful in
receiving COMRIF funding. (ATTACHED)
7. Cynthia St. John, Executive Director, Elgin-St. Thomas Health Unit, with
correspondence and cheque for $114,145.43 reflecting the County of Elgin's portion of
the Elgin St. Thomas Health Unit's 2006 mandatory program surplus.
8. Mark Cousins, Ontario Family Fishing Weekend Steering Committee, announcing the
2007 Ontario Family Fishing Weekend and the 2008 Ontario Family Ice Fishing
Weekend. (ATTACHED)
9. Ontario Good Roads Association ALERT, "OGRA Meets with Ministers to Discuss Key
Municipal Issues". (ATTACHED)
1 O. Ms. Rebecca McLean, Supervisor of Planning, London District Catholic School Board,
concerning the offer of surplus school property located at 307 Furnival Road, Rodney.
(ATTACHED)
11. Hon. Donna Cansfield, Minister of Transportation, acknowledging Council's
endorsement of the Town of Newmarket's resolution regarding fluorescent yellow-
green school signs. (ATTACHED)
12. Staff Sergeant Ryan Cox, Detachment Commander, Elgin County OPP, concerning
the support by the Elgin County OPP of the planned Shore-to-Shore Road Race June
1,2007. (ATTACHED)
13. Debbie Zimmerman, Chair, MPAC Board of Directors, with an update of the changes
to property assessment announced in the March 22, 2007 Ontario Budget.
(ATTACHED)
14. Hon. Monte Kwinter, Minister of Community Safety and Correctional Services,
acknowledging Council's support of the Township of Scugog's resolution on the
funding formula and application process for the JEPP program. (ATTACHED)
15. Ken Loveland, Clerk Treasurer Administrator, Municipality of Dutton/Dunwich;
Tena Michiels, Deputy Clerk, Township of Southwold;
R. Millard, C.A.O./Clerk, Township of Malahide;
supporting the County of Elgin's resolution objecting to Canada Post Corporation's
recent announcement to select County residents to discontinue roadside mail delivery
service due to apparent safety concerns. (ATTACHED)
16. Hon. Michael Bryant, Attorney General, with highlights from the 2007 Provincial
Budget. (ATTACHED)
17. David Kingston, Chair, OMERS Board, with a copy of the 2006 OMERS Annual
Report. (report available for viewing in Administrative Services)
18. Erin McClintock, Customer Service Assistant, Farm Credit Canada, with information
concerning the AgriSpirit fund designed to better the life of people in rural
communities. (ATTACHED)
19. Thank you from the Family of Past Warden Sydney J. Glover.
20. Ministry of Municipal Affairs and Housing, with information on a workshop "Improving
Your Services - Putting the Municipal Performance Measurement Program and
Service Delivery Review to Work for You!" on Tuesday, May 29th, 2007.
The Premier
of Ontario
Le Premier ministre
de l'Ontario
1Ij
"11I_"
Ontario
Legislative Building
Queen's Park
Toronto, Ontario
M7A 1A1
Edifice de l'Assemblee legislative
Queen's Park
Toronto (Ontario)
M7 A 1 A 1
April 23, 2007
L, 1 2001
Mrs. Sandra J. Heffren
Manager of Administrative Services
County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5Vl
Dear Mrs. Heffren:
Thank you for your letter informing me of council's support of the Township of King's
resolution regarding municipal funding and program review. I appreciate your keeping
me updated on council's activities.
I note that you have sent a copy of council's resolution to my colleague the Honourable
Greg Sorbara, Minister of Finance. I trust that the minister will also take council's views
into consideration.
Thank you again for the information.
Yours truly,
~qjf.,
Dalton McGuinty
Premier
c: The Honourable Greg Sorbara
@
The Premier
of Ontario
Le Premier ministre
de l'Ontario
~
"'Il_"
Ontario
Legislative Building
Queen's Park
Toronto, Ontario
M7 A 1 A 1
Edifice de I'Assemblee legislative
Queen's Park
Toronto (Ontario)
M7A 1A1
April 20, 2007
t:
L
'-"~i'l7
".:;.::Jj
Mrs. Sandra J. Heffren
Manager of Administrative Services
County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5Vl
Dear Mrs. Heffren:
Thank you for your letter providing me with a copy of council's resolution regarding a
tobacco exit strategy. I appreciate your keeping me informed of council's activities.
I note that you have sent a copy of council's resolution to my colleague the Honourable
Leona Dombrowsky, Minister of Agriculture, Food and Rural Affairs. I trust that the
minister will also take council's views into consideration.
Thank you again for the information.
Yours truly,
(Qqff~
Dalton McGuinty
Premier
c: The Honourable Leona Dombrowsky
@
Ministry of Agriculture,
Food and Rural Affairs
Ministere de l'Agriculture,
de I' Alimentation et
des Affaires rurales
Office of the Minister
77 Grenville Street, 11 th Floor
Toronto, Ontario M5S 183
Tel: (416) 326-3074
Fax: . (416) 326-3083
Bureau de la ministre
77, rue Grenville, 11 · etage
Toronto (Ontario) M5S 183'
Tel.: (416) 326-3074
Telec.: (416) 326-3083
~
~"...
Ontario
April 17, 2007
f~ ,~~.;r C
ti Irs ~~
APR 2 4 2007
Mr. John R. Wilson
Chair
Elgin County Rural Initiatives Committee
County of Elgin
450 Sunset Drive
. St. Thomas, Ontario
N5R 5V1
~~ .Ai~~
,-.' . .~ ''r'l{ , ..j ,~","!
<'i~!l.ia~ ~ '_!l'il"'~:~ :l'.(> f'f
" !'\~A;~j\~'f~~ ~'\1~. ~f.~V\1,jE~
hl,-'I"l~,@l~ H1 '
Dear Mr. Wilson
I would like to thank you and your delegation for meeting with me during the Ontario
Good Roads Association and Rural Ontario Municipal Association 2007 Combined
Conference. I welcome the opportunity to meet with delegations so I can gain a better
understanding of the wide array of issues facing Ontario's rural and northern
municipalities.
Further to your request for our government's position on the tobacco exit strategy
proposed by the Ontario Flue-Cured Tobacco Growers' Marketing Board, I have written
to Minister Strahl to express my willingness to discuss an industry solution with him and
industry representatives. I can assure you that Ontario will be an active participant in
federally-led talks to find a long-term solution for the tobacco growers. Given the
challenges facing the sector, I have encouraged the federal government to give serious
consideration to the Tobacco Board's proposal for exit assistance. The concept of
funding an exit strategy through a national charge applied to tobacco products seems a
'. reasonable approach, but falls under federal jurisdiction and therefore requires federal
endorsement.
For the 2003-04 to 2006-07 fiscal years, the Ontario government will have had
expenditures of approximately $1 billion for farm income stabilization and income
support. We have also made significant investments in rural communities including $75
million for rural infrastructure announced last September. The break down of
government support for farmers includes:
.. ./2
Ministry Headquarters: 1 Stone Road West, Guelph, Ontario N1G 4Y2
Bureau principal du ministere: 1 Stone Road West, Guelph (Ontario) N1G 4Y2
2l~Q
Pick Ontario Freshness <6~~~
Cueillez la fraTcheur de l'Ontario ~IVDO~
Mr. Wilson
Page 2
March 2005:
$79 million for grain and oilseed producers
$50 million for tobacco producers and tobacco region community transition
March 2006
$80 million for grain and oilseed producers
$35 million for edible horticulture producers
$10 million for livestock traceability
September 2006
$96 million for payments on retroactive changes to the Canadian Agricultural Income
Stabilization (CAIS) inventory valuation changes
$10 million for horticulture producers by extending the Self-Directed Risk Management
program for the 2006 and 2007 program years
$4 million for continued bovine spongiform encephalopathy support
In addition, nearly $600 million has been delivered directly to producers in CAIS
payments for the 2003, 2004 and 2005 program years.
Thank you, once again, for bringing forward your concerns. I trust this information will
assist you addressing your constituents' concerns.
Sincerely,
~N
Leona Dombrowsky
Minister of Agriculture, Food and Rural Affairs
c: The Honourable Steve Peters, MPP
Elgin-Middlesex - London
Warden Lynn Acre
County of Elgin
R.E.F. Eddy, Mayor
Rick Fiebig, CAO,
Telephone 519-449-2451
Fax 519-449-2454
E-mail brant@countv.brant.on.ca
Web Site http://www..brant.on.ca
B COUNTY OF
rant Simply Grand
County Administration Building
26 Park Avenue
Burford, ON
Mailing Address:
P,O. Box 160
Burford, ON NOE 1AO
April 5, 2007
'i i\ ';finl
t::. ~ b::J:i.iJ
Hon. Chuck Strahl
Minister of Agriculture and Agri-Food Canada
St. John Carling Building
930 Carling Avenue
Ottawa, ON K1A OC5
Hon. Leona Dombrowsky
Minister of Agriculture, Food and Rural
Affairs
77 Grenville Street, 11 th Floor
Toronto, ON M5S 1 B3
Dear Ministers Strahl and Dombrowsky:
Brant County Council adopted the following resolution at their meeting held on April 3,
2007:
II Whereas the communities within the tobacco growing regions of Southwestern
Ontario have met and discussed the issue of the demise of the tobacco industry
and the impact on their economies;
And whereas the municipalities issued a unanimous resolution to the federal and
provincial governments in support of an exit strategy similar in principle and
objectives of the program introduced by the Ontario Flue-Cured Tobacco
Growers' Marketing Board;
And whereas the municipalities recommended implementation of such a program
by March 1, 2007;
And whereas the federal and provincial governments did not act upon the
message from the municipalities, and did not address the needs of the
communities within the tobacco growing regions of Southwestern Ontario in their
budgets relative to a tobacco exit strategy or community transition funding for
economic renewal;
And whereas the impacts of the demise of tobacco growing in the tobacco
growing regions of Southwestern Ontario can be measured as more than 15,500
jobs lost or at risk and $770 million in economic impact lost or at risk;
And whereas the impact goes beyond the tobacco grower and has significant
spin-off effects on the economic, social and mental well-being of the community;
And whereas options and suggestions have been proposed to help in the
transition, including an Agri-Food Innovation Centre, proposals for alternative
energies and fuels, and other initiatives;
.. ..continued
Hon. Chuck Strahl, Minister of Agriculture and Agri-Food Canada
Hon. Leona Dombrowsky, Minister of Agriculture, Food and Rural Affairs
April 5, 2007
Page 2
/
And whereas illegal activity in the tobacco trade will continue to grow, intensifying
its negative impact on the health and security of residents of Canada;
Now therefore be it resolved that the Council of the County of Brant supports the
invitation from the Mayors and Wardens of the communities within the tobacco-
growing regions of Southwestern Ontario to key decision-makers from the federal
and provincial government, and the tobacco growing industry to a meeting prior
to June 1, 2007, with the purpose of commencing negotiations on the issues of
tobacco exit and community transition strategy. "
It is extremely important that the County of Brant and the other municipalities
within the tobacco-growing regions of Southwestern Ontario meet with Federal and
Provincial Government representatives as soon as possible to negotiate a strategy for
an exit program for tobacco farmers and a community transition program to mitigate the
economic losses within our municipalities.
Yours truly,
~
Ron Edd~
Mayor
County of Brant
cc L. St. Amand, M.P., Brant Riding
D. Levac, M.P.P., Brant Riding
T. Barrett, M.P.P., Haldimand-Norfolk-Brant Riding
Mayor D. Travale, Norfolk County
Mayor S. Molnar, Town of Tillsonburg
Mayor B. Habkirk, Town of Aylmer
Mayor D. Doan, Township of Norwich
Warden L. Acre, County of Elgin
Mayor G. Warwick, Municipality of West Elgin
Mayor M. Trainer, Haldimand County
ostcard
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OntWf'itl$ MtmidpllUtiCS
de.. Mm1itip,*Utcs .it rOIlMrio
Note: the program idenitified herein is subject to change. A full program with all details of the conference program, along
with other information will be part of each delegates' registration kit.
Throughout the conference there will be an opportunity to hear from the three party leaders - yet to be confirmed.
Sunday August 19
1 :00 pm - 8:00 pm
2:00 pm - 6:00 pm
8:00 pm - 10:00 pm
Registration (Colonel By Room! Congress Centre)
Exhibit Hall Open
Welcome Reception (National Gallery of Canada)
Monday August 20
7:30 am - 5:00 pm Registration (Colonel By Room! Congress Centre)
7:45 am - 6:00 pm Exhibit Hall Open
8:15 am
8:30 am
9:15 am
10:30 am
11:15 am
Noon
1 :45 pm
2:30pm
3:00 pm
4:30pm
Conference Opening
Keynote Speaker: Thomas Homer Dixon on Climate Change
Annual General Meeting
Plenary - Alternative Infrastructure Financing Panel
The Honourable Lawrence Cannon!
Minister ofTransport Infrastructure and Communities (invited)
Learning Lunches - Meet the AMO Caucus Candidates
The Honourable John Gerretsen,
Minister of Municipal Affairs and Housing
Jay Hope, Commissioner of Emergency Management
Concurrent Workshops
. Brownfields - A legislative framework
. Alternative Finance for Infrastructure - a UK Experience
. Whats on the Horizon for Waste Management & Waste
Diversion in Ontario
. Integrated Community Sustainability
. Whats New in Labour Relations
AMO Reception
ostcard
fr(ml Ont'll';"';" MIIHidpdiiti~$
,if'S Ahmitip,rlit6$ dt l'OnMrfo
Tuesday
ugust 21
7:30 am - 2:30 pm Registration (Colonel By Room, Congress Centre)
7:30 am - 2:00 pm Elections and Exhibit Hall Open
8:30 am
9:45am
10:45 am
12:15 pm
1:30pm
3:10 pm
3:15 pm
3:45 pm
5:00 pm
6:00 pm
7:30pm
Plenary - Municipal Liability
Philip Mangano, Executive Director,
United States Interagency Council on Homelessness (invited)
Concurrent Workshops (Westin Ottawa Hotel)
. Waste Diversion - Blue Box Practices, the New Household & Special Waste Program
. PSAB/Asset Management
. A New Framework for Housing
. Provincial Offenses Act
. Renewable Energy
Lunch (Delegates on their own)
Concurrent Workshops (Westin Ottawa Hotel)
. Energy Conservation
. What~ New in Planning - Endangered Species,Altemative Energy & The New Planning Act
. Recent Changes in Property Assessment Policy
. High Property Taxes & Low Income Families - Public Policy at a Crossroads
. Implementing the Clean Water Act
Election Results
Keynote Speaker: Robert Fisher on Ontario's Pre-Election Landscape
Minister's Forum
Province of Ontario Reception
Delegates Pre-Banquet Reception
Banquet
ednesday August 22
8:00 am
9:15 am
nOOam
Early Morning Sessions / Delegate Continental Breakfast
Programming to be determined
President's Wrap Up, Final Drize Draw & Adjournment
Program at a Glance brought to you by:
Association of Municipalities of Ontario
200 University Avenue, Suite 801
Toronto, ON, M5H 3(6
P: 416-971-9856
F:416-971-6191
E: amo@amo.on.ca
'f)(MfcaJ1flll4.0m Ontar-io d IJ11Jlnici}.1alitieJ
Annuat (c.~1yferenGe August 19~12, 2007 vVG$tin ZH'talova H0tO! a~d (Yt-:iV'!~':; (onq;€"s~ C-e:ntr~! OtLr:..x..:,a, GnL.:;,.ic
Preview: Conference 2007
Monday Keynote Speaker:
Thomas Homer Dixon
· Director of the Trudeau
Centre for Peace and Conflict
Studies at the University of
Toronto
Dr. Homer-Dixon challenges
conventional thinking and
perceptions on how societies
are adapting to complex
economic, ecological, and
technological change. Dr. Homer-Dixon will address
the hottest issue today: Climate Change.
Plenary and Concurrent Sessions
AMO's plenary, concurrent sessions and workshops
showcase the issues that matter most to your
municipality, some of which may include:
· Key environmental issues such as sustainability,
waste diversion, Ontario's new Clean Water
Act and the latest developments on Brownfield
rehabilitation
· Energy issues including conservation and climate
change
· Changing nature of Council and Staff liability
· Infrastructure financing, and new asset
management requirements
· Emerging social policy issues
· The latest in labour relations
· And much more.
Sunday Evening Welcome Reception
Explore a Canadian Cultural Treasure as you mix
with fellow delegates at the National Art Gallery of
Canada.
Tuesday Keynote Speaker:
Robert Fisher
Looking for a sharp analysis of
Ontario's political landscape
just a few weeks before
Ontario's next provincial
election. Come and hear
what our Tuesday Keynote
Speaker, CBC Broadcaster
Robert Fisher has to say.
Conference Banquet
Tuesday night take a trip to
the Vinyl Cafe. Every weekend
more than 700,000 people
tune in to CBC Radio to hear
Stuart McLean's liThe Vinyl
Cafe." Stuart McLean, one
of Canada's most beloved
storytellers and humorists,
entertains his listeners with
Canadian music, colourful
fiction and his thoughts on a wide range of topics,
from the trivial to the thought-provoking. McLean
is also an award-winning journalist, a professor
emeritus of Ryerson University and the author of a
number of bestselling non-fiction books.
Companion Program
One and one half days of programming for
companion's is available. With three full day
options on Monday including a steam train tour;
aritsan's tour and new this year a full day of plenary
style programming at the Chateau Laurier, and two
boat cruises on Tuesday. The 2007 Companion's
Program is something to talk about. A full itinerary
of the companion's program can be found on
our website or please contact Anita Surujdeo at
asurujdeo@amo.on.ca for a copy of the program.
For more details on the Conference visit the
AMO website at www.amo.on.ca
tO~~_:~i~~:d I ~\~~~:'~~~i~ale
108to Annual Conference
August 19 - 22, 2007 @ the
Westin Ottawa Hotel & Ottawa Congress Centre
11 Colonel By Drive, Ottawa, Ontario, K1 N 9H4
CONFERENCE REGISTRATION FORM
(please type or print)
Name
Municipality
Mailing Address
Telephone
E-mail
Title
Fax
Payment MUST accompany registrations. FAX Credit Card Payments to 416-971-9372
Please indicate re istration choice below:
AMO MEMBERS
Fee does not include GST Early Bird Regular On Site
Before After Aug 19-22
April 25 April 25
560.00 610.00
500.00 550.00
300.00 340.00
300.00 340.00
155.00 165.00
250.00 270.00
Federal/Provincial Governments
Early Bird Regular On Site
Before After Aug 19-22
April 25 April 25
600.00 650.00
525.00 575.00
320.00 360.00
320.00 360.00
175.00 185.00
260.00 280.00
Non-Members
Early Bird Regular On Site
Before After Aug 19-22
April 25 April 25
700.00 750.00
600.00 675.00
350.00 400.00
350.00 400.00
195.00 205.00
270.00 280.00
x
GST exempt
x
Fee does not include GST
x
660.00
610.00
375.00
375;00
165.00
270.00
110.00
700.00
630.00
380.00
380.00
185.00
280.00
110.00
800.00
750.00
400.00
400.00
205.00
280.00
110.00
Summary of Charges:
Registration Fee $
*Companion's Fee $
Extra Banquet $
GST (6%) $
TOTAL $
Payment Method:
o Cheque 0 MasterCard 0 Visa
Card Number:
Expiration Date: m y
Cardholder's Name (exactly as on card):
Signature:
Please make cheques payable to:
Association of Municipalities of Ontario
393 University Avenue, Suite 1701, Toronto, ON, M5G 1E6
Refund Policy: Cancellation MUST be made in writing
before August 1, 2007. An administration charge of $74.20
($70.00 plus $4.20 GST) will apply
Registration Inquiries:
Anita Surujdeo . asurujdeo@amo.on.ca
1-877-426-6527.416-971-9856 ext. 344
Fax: 416-971-9372
Please note any special dietary requirements here:
CAUCUS VOTING INSTRUCTIONS: Each delegate who is an elected municipal official from an AMO member municipality is
eligible to vote but MUST declare a Caucus when they submit this conference registration form. July 27, 2007 is the last date for
changing Caucus for either the Monday Caucus Candidate Lunch or the Tuesday Board of Directors election. After July 27,
changes to a declared Caucus are not permitted. Please indicate below which caucus you wish to participate in:
o County 0 Large Urban 0 Northern
o Regional/Single Tier 0 Rural 0 Small Urban
AMO collects, uses and discloses the information requested to promote the interests of the municipal sector. It may also be shared with selected third parties to generate
operating revenues for AMO. Under the Federal Personal Information Protection and Electronic Documents Act (PIPEDA) some of the information may constitute personal
information. By filling out this form you agree that all personal information provided by you on the form may be collected, used and disclosed by AMO for all purposes
described above.
04/18/2007 17:17 7622361
BOBIER VILLA
PAGE 02
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PAGE 03
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Office of the Minister of Transport,
Infrastructure and Communities
Cabinet du ministre des Transports,
de l'lnfrastructure et des Collectivites
Ottawa, Canada K1A ON5
APR 1 6 2007
Mrs. Sandra J. Heffren
Manager of Administrative Services
Corporation of the County of Elgin
450 Sunset Drive
St. Thomas ON N5R 5V1
APF~ 2 i) 2007
Dear Mrs. Heffren:
Thank you for your letter of February 14, 2007, addressed to the Honourable Lawrence Cannon
and the Honourable David Caplan, regarding reimbursement for engineering fees for
unsuccessful applications to the Canada Ontario Municipal Rural Infrastructure Fund
(COMRIF). Minister Cannon has asked me to reply on his behalf.
Under the COMRIF program, the expenses to which your resolution refers are not eligible for
reimbursement. The government can only consider costs for approved projects incurred after
their date of approval. While Minister Cannon is responsible for the overall national
coordination of the Municipal Rural Infrastructure Fund, the day-to-day implementation of
COMRIF, including the prioritization of project categories for each intake, falls under the
purview of the Honourable Tony Clement, Federal Minister of Health and Federal Minister
responsible for the Canada-Ontario Municipal Rural Infrastructure Fund. I have therefore taken
the liberty of forwarding your correspondence to his office for information.
Budget 2007 makes a historic investment of more than $16 billion over seven years in
infrastructure - bringing federal support under a new long-term plan for infrastructure to a total
of$33 billion, including the funding provided in Budget 2006. In the months ahead, we will be
continuing discussions with provinces, territories and the municipal sector regarding the
operation of the new programs. Following this, we will need, in discussion with our partners, to
identify priorities, assess projects and negotiate the necessary agreements with the new terms and
conditions for our funds. Additional details on the delivery of programs will be announced in the
months ahead.
Thank you again for writing and please accept our best wishes.
Yours truly,
Qmw w W oJ. <<A.JtJ(
Andrew Walasek
Special Assistant - Ontario
c.c.
Office of the Honourable Tony Clement, P.C., M.P.
The Honourable David Caplan, M.P.P.
The Honourable Steve Peters, M.P.P.
Mr. Joe Preston, M.P.
Ms. Hazel Soady-Easton, Deputy Clerk, Town of Minto
Canada
03-0388 (0602-01)
elgin
st.thomas
health unit
99 Edward Street
St. Thomas, Ontario
N5P 1 V8
Telephone: (519) 631-9900
Toll Free Telephone: 1-800-922-0096
Fax: (519) 633-0468
www.elginhealth.on.ca
Friday, April 20, 2007
t\ pc:) '} C"
i";,j h f~ I
?IGn]
t.,..',)::,)
Mr. Mark McDonald
Chief Administrative Officer
County of Elgin
450 Sunset Drive
St. Thomas, ON 1 I. ,. It
N5R5V1 ~l
//"
Dear M~c6onald,
.t"/
RE: 2006 SURPLUS
Further to my letter and accompanying audited statements for the year ending
December 31,2006, enclosed is a cheque in the amount of $114,145.43. This
amount reflects the County of Elgin's portion of the Elgin St. Thomas Health
Unit's 2006 mandatory program surplus.
If you have any questions, please contact me at 519-631-3159, ext. 202.
.w~u
V/~ I I/}
Cynthia St. John
Executive Director
c. Mary Ens, Supervisor, Accounting, Elgin St. Thomas Health Unit
.~.
POntario
(CSIA.. .
~=.=~~~~:r~=-:7;~~~i#fii~~)
",~~,;,,~"':;
1.1
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April 27 , 2007
TO: All Ontario Municipalities
SUBJECT: 2007 Ontario Family Fishing Weekend
As you know, the Province of Ontario, in partnership with many nongovernment orga-
nizations like the Ontario Federation of Anglers and Hunters, declares one summer
weekend (Friday, July 6 through Sunday, July 8, 2007) a licence-free fishing weekend.
This special weekend, now run in conjunction with National Fishing Week, July 1-8,
2007, includes fish festivals, clinics, or conservation and educational activities that may
be held in your area.
Would you please help us publicize the 2007 Ontario Family Fishing Weekend in any
calendar of summer events you may participate in or publish. In addition, please
consider "declaring" this date as Ontario Family Fishing Weekend.
Please also remember that there will be an Ontario Family Ice Fishing Weekend Feb-
ruary 23 and 24, 2008. There will be more details on this later in the year.
For further information, please contact the following during business hours:
Ontario Federation of Anglers and Hunters
Ontario Ministry of Natural Resources
(705)-748-6324
(705)-755-1902
Thank you for your assistance.
Yours in Conservation,
/'1 .
~//
/-Y~ . v;g'~
. i./'
Mark Cousins
Ontario Family Fishing Weekend Steering Committee
c/o Ontario Federation of Anglers and Hunters
P.O. Box 2800
Peterborough, Ontario
K9J 8L5
Fax: (705)-748-9577
/mc
To: Mark G. McDonald;
Fm:OGRA
20:07 04/26/07 PG 001
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Apri I 26, 2007
OGRA Meets with Ministers to Discuss Key
Municipal Issues
OGRA President Jim Harrison and Executive Director Joe Tiernay met recently with the
Ministers of Transportation and Public Infrastructure Renewal.
OGRA discussed the issue of strategic transportation planning with Minister Cansfield and she
agreed on the need for long-term planning and recognized the significant role that infrastructure
plays in the economic health of municipalities. Tied to the need for planning and maximizing
resources, OGRA stressed the necessity for sustainable long-term unconditional funding so that
municipalities can adequately plan and address infrastructure issues. OGRA offered to
participate in any discussions related to strategic infrastructure planning and the challenges that
currently exist.
OGRA also thanked Minister Cansfield for supporting Municipal DataWorks and asked that MTO
continue its support. The Minister was assured that OGRA remains committed to developing
MDW to meet the needs of municipalities.
In a meeting with Minister Caplan, OGRA discussed Municipal DataWorks and asset
management, including PSAB requirements and the impact they will have on municipalities. The
need for Municipal road and bridge funding was also raised. OGRA acknowledged that transit is
critical in urban centres but stressed that outside the GT A and large urban centres, roads and
bridges are required to move almost all goods and people. Dedicated provincial gas tax revenue
to transit is only the first step in meeting funding requirements and OGRA will continue to
approach the MinistlY to discuss other sources of financial support.
ONT A.RIO GOOD ROADS ASSOCIATION
6355 KENNEDY ROAD, UNIT #2, MISSISSAUGA, ON L5T 2L5
TEL: (905) 795-2555 FAX: (905) 795-2660 EMAIL: info@ogra.org
PREMIER SPONSOR:
cl~n
PION"
CUAMI'ION IWAD MACHINErn !lALES
", . . ,.'. ,. " I ~ ',f,. I'" . .. 10. I'".'.
April 24, 2007
LONDON DISTRICT
Catholic School
Mr. Mark McDonald, Chief AdministrativeCOffi&er
County of Elgin
450 Sunset Drive
St. Thomas, Ontario N5R 5Vl
Dear Mr. McDonald:
,-..am"
''''cr"l''j
L~J~%' :
Re:
":i'=il ~.:~.{ ~~j ~~W.~.l.J!::f1t'K!1\H~;{: ~f~~t.~l~f~'f1,~:~
St. Thomas More Elementary School Sitei\"~1m~~€l't\'1'i~f~~iljlM.L ;,J;,i;::J~Wl\i>~
307 Furnival Road, Rodney, Ontario
Under Regulation 445/06 ofthe Education Act, the London District Catholic School
Board is required to offer surplus school property to specified public agencies. You are
oneofthose agencies.
At its regular meeting on April 23, 2007, the Board determined that the St. Thomas More
Elementary School site, located at 307 Furnival Road, Rodney, Ontario, is no longer
required. Originally there was a 4 classroom elementary school building consisting of
100 pupil places on site. It was demolished in 2003 and the site is now vacant.
Accordingly, the Board is offering the 3.99 acre property at fair market value to you and
other agencies listed in Regulation 445. If more than one agency expresses an interest in
the property, the Board is required to convey the property to the highest ranking agency
as per the priority ranking specified in the regulation.
If your agency wishes to acquire the property at fair market value, please notify the
undersigned before Tuesday, July 24, 2007:
Ms. Rebecca McLean
Supervisor of Planning
London District Catholic School Board
P. O. Box 5474
5200 Wellington Road South
London, ON N6A 4X5
;f::::,/h,f:':/ ':::: ../'
~L~
~
CATHOLIC EDUCATION CENTRE
Mailing Address: P.O. Box 5474, N6A 4X5
5200 WELLINGTON RD. S., N6E 3X8
London, Ontario Canada
Fax (519) 663-9250 Tel (519) 663-2088
All offers will be subject to the approval of the Board of Trustees and the Ministry of
Education.
Yours truly,
~~~
Rebecca McLean
Supervisor of Planning
Ministry of
Transportation
Office of the Minister
Ferguson Block, 3rd Floor
77 Wellesley St. West
Toronto, Ontario
M7A 1Z8
416 327-9200
www.mto.gov.on.ca
Ministere des
Transports
Bureau du ministre
Edifice Ferguson, 3" etage
77, rue Wellesley ouest
Toronto (Ontario)
M7A 1Z8
416 327-9200
www.mto.gov.on.ca
lti
Ontario
MAY 0 1 2007
Mrs. Sandra J. Heffren
Manager of Administrative Services
County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5V1
":"7
ciJi1J
Dear Mrs. Heffren:
Thank you for your letter of February 14, 2007, endorsing the Town of Newmarket's
Resolution regarding fluorescent yellow-green school signs. I take the safety of school
children very seriously and am pleased to be able to offer you some encouraging news
on this issue.
In view of the growing use of the fluorescent yellow-green school signs in Ontario and
the Transport Association of Canada's adoption of this colour as a national standard,
the ministry will include the recognition of this sign/colour in its Ontario Traffic Manuals
(Book 5 - Regulatory Signs and Book 6 -Warning Signs), and Regulation 615 of the
Highway Traffic Act.
Changes to the regulation are expected to include a transitional period where both
signs can be used. This will give road authorities time to implement the changes.
Notice to municipalities will also be provided following approval of the regulation and
placement in the Ontario Gazette.
Changes to the Ontario Traffic Manuals will be made in the next printing. However,
municipalities may use the yellow-green school zone and warning signs immediately.
While the timing of the legislated changes for the speed signs is difficult to predict, I
assure you that this process will proceed expeditiously. To obtain updates on the
status of this initiative and the Ontario Traffic Manuals, please contact Gordon
Troughton, P. Eng., manager of the ministry's Traffic Office, at (905) 704-2940.
Thank you again for your interest in this matter.
Sincerely,
~~~/
Donna Cansfield
Minister
c: The Honourable Steve Peters, MPP, Elgin-Middlesex-London
Ontario
Police
Ontario Provincial Police
42696 John Wise Line
St. Thomas, Ontario N5P 3S9
Provincial
provinciale
Police de I'Ontario
Tel: (519) 631-2920 Fax: (519) 631-2923
To: Lynn Acre, Warden (County of Elgin)
'" ')f1\ffll7
tJ 1m;
From: Ryan Cox, Staff Sergeant
Date: April 20th 2007
RE: Letter of Support - Shore-to-Shore Road Race (June 1S\ 2007)
Dear Lynn Acre,
This letter is to confirm that the Elgin County OPP fully support the planned
Shore-to-Shore relay event within our detachment area.
Paid duty police officers will be present and monitoring this event as per the
request from Shore to Shore Relay Technical Director Jason Vurma.
If you require any further information regarding this event, please do not hesitate
to contact me.
Sincerely, ~
Staff Sergeant Ryan Cox
Detachment Commander
Elgin County OPP
42696 John Wise Line,
St. Thomas, ON
N5R-6A 1
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@'pae"
MUNICIPAL PROPERTY ASSESSMENT CORPORATION
April 27, 2007
, '::0017
r-3.yJJ
Warden Lynn Acre
County of Elgin
450 Sunset Drive
St. Thomas, ON N5R 5Vl
\;/ '~:; .:.::
Dear W arden Lynn Acre:
In the March 22, 2007 Ontario Budget, Finance Minister Greg Sorbara announced some
significant changes to property assessment in Ontario:
. province-wide assessment updates will take place every four years following the next
update in 2008;
. beginning with the 2008 assessment update, assessment increases for residential, farm
and managed forest properties will be phased in over four years; and
. converting the current optional Request for Reconsideration program into a mandatory
first stage of the assessment appeal process.
Minister Sorbara also said he would consult municipalities, the Assessment Review Board
(ARB) and the Municipal Property Assessment Corporation (MPAC) on these changes. We
welcome the changes and look forward to participating in the consultation.
The MP AC Board of Directors has met and a Board Steering Committee has been formed to
work with staff to review these changes. The Committee will review how these changes
affect all aspects of our ongoing operations as well as the implementation of the
recommendations made by the Ontario Ombudsman.
As you know from my previous updates, MP AC has taken action on all 20 ofthe
Ombudsman's recommendations that fall within its jurisdiction. However, three have
significant cost implications. Our Board has made a commitment to consult all Ontario
municipalities before taking any further action on these three recommendations.
Weare planning to begin these consultations shortly after the Board has completed a review
on how the government's recent changes will impact the three outstanding recommendations.
Office of the Chair c/o Municipal Property Assessment Corporation
1305 Pickering Parkway, Pickering, Ontario L 1 V 3P2
T: 905.685.3101 F: 905.831.0040
www.mpac.ca
Form No L5050M
Warden Lynn Acre
April 27, 2007
Page 2 of2
I will continue to keep you informed on our progress. In the meantime, if you have any
questions, please do not hesitate to contact Carl Isenburg, our President and Chief
Administrative Officer, at (905) 837-6150, or Arthur Anderson, Director of Municipal
Relations, at (905) 837-6993, or andersar@mpac.ca.
Yours truly,
Debbie Zimmerman
Chair, MPAC Board of Directors
Copy: The Honourable Greg Sorbara, Minister of Finance
Doug Reycraft, President, Association of Municipalities of Qntario
Richard Stephenson, Chair, Assessment Review Board
MPAC Board of Directors
Carl Isenburg
Arthur Anderson
Office of the Chair c/o Municipal Property Assessment Corporation
1305 Pickering Parkway, Pickering, Ontario L 1 V 3P2
T: 905.685.3101 F: 905.831.0040
www.mpac.ca
Form No L5051 M
Ministry of Community Safety
and Correctional Services
Ministere de la Securite communautaire
et des Services correctionnels
Office of the Minister
Bureau du ministre
~~i
~~-
""-"
Ontario
25 Grosvenor Street
18th Floor
Toronto ON M7A 1Y6
Tel: 416-325-0408
Fax: 416-325-6067
25, rue Grosvenor
188 etage
Toronto ON M7A 1Y6
Tel.: 416-325-0408
Telec.: 416-325-6067
CU07-01047
APR 2 3 2007
Mrs. S.J. Heffren
Manager of Administrative Services
County of Elgin
450 Sunset Drive
St. Thomas ON N5R 5V1
Dear Mrs. Heffren:
Thank you for your letter enclosing council's resolution, which endorses the Township of
Scugog's resolution on the funding formula and application process for the Joint Emergency
Preparedness Program (JEPP). I am pleased to respond and apologize for the delay.
As you may know, JEPP is a national program initiated in 1980 by the federal Department of
Public Safety to enhance national emergency response capabilities. Through funding of.
community projects, the program is designed to establish a reasonably uniform level of
emergency services across Canada. It is a joint undertaking between the federal
government and the provinces/territories and is administered by Public Safety and
Emergency Preparedness Canada. Emergency Management Ontario (EMO) administers
JEPP for Ontario and I have delegated them with the responsibility of managing the
province's emergencies.
C"'
The issues that the Township of Scugog identifies in its resolution have already been raised with
the federal government at previous Provincial Emergency Management Advisory Council
meetings and, for the present, JEPP remains unchanged. The implementation of any proposed
changes to the program would have to be supported and ratified by Senior Officials Responsible
for Emergency Management (SOREM) representatives from across Canada. My ministry will
review municipal concerns and continue to consult with partners through the SOREM process.
The next planned review of JEPP is scheduled for March 31, 2009. In order to permit the
federal presentation to Treasury Board before March 31,2009, consultations and reviews will
take place in early 2008. Individual municipalities can present their case to EMO and EMO will
advise the municipality on a case-by-case basis.
Please be assured that Ontario is committed both to community safety and to working with
the County of Elgin in ongoing efforts to ensure that the community and its citizens are
prepared for, and resilient against, emergencies and disasters.
Again, thank you for writing.
Sincerely,
..
'J:"-
Monte Kwinter
Minister
c: The Honourable Steve Peters, MPP
Elgin-Middlesex-London
. Mr. Jay Hope
Commissioner of Community Safety
COPuE.O 10 L.11-"'y!lvSJA-f..
b'y/o.Jfo7
MAYOR
Bonnie Vowel
259 Mary Street
Dutton, NoL IJO
:Municipafity Of (])utton/(])unwicli
Box 329,199 Main Street, DUTfON, Ontario NoL IJO
Telephone: (519) 762-2204 Fax No. (519) 762-2278
Clerk Treasurer Administrator
Ken Loveland
DEPUTY MAYOR
Cameron McWilliam
28740 Celtic Line R. R. # 1
Dutton, NoL IJO
COUNCILLORS
Ian Fleck
272 Main Street, Box 542
Dutton, NoL IJO
John Yokom
32543 Pioneer Line, R.R. # 1
Dutton, NoL IJO
Donald H.Page
7949 Coyne Road R. R. # 2
Wallacetown, NoL 2Mo
May 2nd, 2007
Ms. Moya Greene
President, Canada Post
2701 Riverside Drive
Ottawa, Ontario
KIA OB 1
Dear Ms. Greene
On behalf of the Council of the Corporation of Municipality of Dutton/Dunwich we would
like to express our concerns regarding the cancellation of some rural mail services in Elgin
County. Although we understand that this change is being undertaken for safety reasons,
however we are concerned that this is part of a long term plan to simply reduce rural service.
Council therefore supports the resolution passed by the County of Elgin on April 24th, 2007,
which is attached.
Yours truly,
.....
Ken Loveland
Clerk Treasurer Administrator
Enc!.
Cc:
Joe Preston
Rural Ontario Municipal Association
Association of Municipalities of Ontario
County of Elgin
,
;,...i
04/26/2007 THU 10:05 FAX 519 633 7661 County of Elgin ~~~ Dutton/Dunwich
@002l002
MARK G. McDONALD
CHIEF ADMINISTRATIVE OFFICER
(Mrs.) SANDRAJ. HEFFREN
MANAGER OF
ADMINISTRATIVE SERVICES
450 SUNSET DRIVE
ST. THOMAS, ONTARIO
N5R 5V1
PHONE 519.631-1460
FAX 519-633-7661
WWW.elgin-county.on.ca
April 24, 2007
Inc. 1852
Ms. Moya Greene
President, Canada Post
2701 Riverside Drive
OTTAWA, Ontario K1A 081
~
Dear Ms. Greene:
The Council of the Corporation of the County of Elgin, at its meeting held .on April 24,
2007, adopted the following recommendation:
"THAT the Council of the Corporation of the County of Elgin strongly objects to
. Canada Post Corporation's recent announcement, to select County Residents to
discontinue roadside mail delivery service due to apparent safety concerns; and,
THAT Canada Post Corporation be strongly encouraged to continue to provide
rural mail delivery to all Residents, given improvements to the transportation
network and the propensity of other services that make deliveries such as
newspaper delivery and garbage collection without concerns; and,
THAT Mr. Joe Preston be advised of these concerns.
M Carried Unanimously.
(Signed) Warden Lynn Acre"
County Council firmly believes that the rural residents should be treated equally with their
urban counter-parts and that roadside mail 'delivery continue to be provided to all rural
communities.
;We look forward to your response to this matter.
:;O:'Y4!PP.. .
S.J.~ff~~
Manager of Administrative Services.
cc Joe Preston, M.P., Elgin-Middlesex-London
Rural Ontario Municipal Association
Association of Municipalities of Ontario
3
TOWNSHIP OF SOUTHWOLD
35663 Fingal Line
Fingal, ON NOL 1 KO
Phone: (519) 769-2010
Fax: (519) 769-2837
Email: tmichie/s@twp.southwold.on.ca
May 1 , 2007
County of Elgin
c/o 8. J. Heffren
450 Sunset Drive
81. Thomas, ON N5R 5V1
Dear. Mrs. Heffren:
RE: CANADA POST CORPORATION
Please be advised that the Council of the Corporation of the Township of 8outhwold at
its regular Council meeting held on April 30, 2007 passed the following resolution:
"THAT the Council of the Township of Southwold objects to Canada
Post Corporation's recent announcement, to select County
Residents to discontinue roadside mail delivery service due to
apparent safety concerns;
AND THAT Canada Post Corporation be strongly encouraged to
continue to provide rural mail delivery to all Residents, given
improvements to the transportation network and the propensity of
other services that make deliveries such as newspaper delivery and
garbage collection without concerns; and,
THAT Mr. Joe Preston, MP, be advised of these concerns."
y ~::1rUIY,
~ cnPJiI
Tena Michiels
Deputy Clerk
CC: Mr. Joe Preston, MP
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
lIiLARS.H..
May 4, 2007
~1H'u!il7
',.} {{~vU
County of Elgin,
450 Sunset Drive,
St. Thomas, Ontario.
N5R 5'.11
il' ..~."",\"""",,., 0",\ .-- -"~-Th"'C!;S
~, r?- ~., t. ,),\, '; f" " I? " ,"1- -". !; \ '1 w'" v'~.n- ~I"'H \I tt [1
AlJ~lm~h,,1! r~t'i $. ~ f, g ~g;~'~ \~ i. (,.
Attention: S. J. Heffren
Dear Mrs. Heffren:
RE: Canada Post - Rural Delivery
Malahide Township Council passed the following Resolution on May 3, 2007:
THAT the Township of Malahide support the Resolution of the County of Elgin
dated April 24, 2007, concerning Canada Post's announcement on rural mail
delivery.
Yours very truly,
TOWNSHIP OF MALAHIDE
LY~
R. MILLARD, C.A.O./CLERK
H:\diana' 5 files\Randy - 2007\elgin county - postal delivery may 4.doc
RANDALL R. MILLARD
CAO./Clerk
SUSAN E. WILSON
Treasurer
Attorney General
McMurtry-Scott Building
720 Bay Street
11th Floor
Toronto ON M5G 2K1
Tel: 416-326-4000
Fax: 416-326-4016
Procureur general
Edifice McMurtry-Scott
720, rue Bay
11. etage
Toronto ON M5G 2K1
Tel.: 416-326-4000
Telec.: 416-326-4016
~
.---. ra=-1
~
Ontario
APR 3 0 2007
Our Reference #: M07-02084
Ms; Lyne Acre
Warden
County of Elgin
450 Sunset Drive
St. Thomas, ON
N5R 5V1
MAY <..4. 2007
Dear Ms. Acre:
I am pleased to share with you some highlights ofthe McGuinty government's 2007
Budget, tabled on March 22, 2007.
The McGuinty government's fourth budget contains initiatives to expand opportunity for
all Ontarians by investing in communities, children, strengthening education, health care
and infrastructure while also balancing the budget.
A modem, effective and accessible justice system is key to supporting our citizens, and
the Ministry of the Attorney General will receive an additional $82 million in 2007/2008
for vital programs and initiatives. This includes:
. $51 million in increased funding to Legal Aid Ontario (LAO) over three years,
including $15 million for 2007/08. This funding would support expanded access
to legal aid for vulnerable Ontarians, and would allow LAO to increase tariff
rates, expand access to family law services, and address the impact of guns and
gang cases.
. An additional $8 million invested in Ontario's new human rights system over
three years. This would include $3 million in 2007/08, a 22 per cent increase over
2006/07. This is the largest budget allocation in the history of Ontario's human
rights system and would help ensure a smoother transition to the new system,
including the establishment of the Human Rights Legal Support Centre.
. Funding to hire 30 more justices of the peace. These new appointments would
provide the Ontario Court of Justice with maximum flexibility in its scheduling,
helping to ensure that Ontario's courts have the resources they need to operate
efficiently and effectively.
.../2
- 2 -
. $49 million to extend current funding levels to the Criminal Injuries
Compensation Board over three years, including $14.75 million to enable the
Board to directlycompensate victims of violent crime, and provide additional
resources to address the backlog while we review the current compensation
system. The budget would also invest $6 million to establish new, community-
level programs to provide immediate services to victims in the aftermath of a
violent crime.
In addition, the ministry's capital budget would increase to $71 million in 2007/08, an
increase of $4 million from 2006/07. This funding is part of a much larger commitment
of $1 billion made by this government over the past three years to construct new
courthouses and improve existing court facilities.
. We have opened new courthouses in Chatham and Owen Sound and completed
extensive renovations to courthouses in Brockville, Well and and Midland.
. Weare in the process of providing consolidated courthouses for Durham,
Pembroke, Waterloo Region, St. Thomas, Thunder Bay, Guelph and Quinte
Region.
. We have undertaken extensive rehabilitation of the Orangeville and Brantford
courthouses. Other large-scale courthouse rehabilitation projects are currently
underway or planned in Cobourg, Cornwall, London, Perth, Toronto and
Woodstock.
. In Toronto, new major crime courthouses will be made available to increase the
justice system's capacity to respond to large-scale prosecutions.
I am proud of the commitments our government has made in the 2007 Budget, and in
particular our investments in the justice system. I know that these investments are an
important step forward in maintaining a justice system that is efficient, modem and open
for all Ontarians.
Yours truly,
?-? . 'l
Michael Bryant
Attorney General
~:;j}i3J');Si1Ti;'f?ii:~;~\~:;';
"':2:~;i,;,jr~Y~<~:f~':;!:i~K'Mi~;'i;~1'f-';':""""'" '. -,~
MERS
One University Ave.
Suite 700
Toronto, ON MSJ 2P1
Tel: 416-369-2400
Fax: 416-360-0217
Toll-free: 1-800-387-0813
E-mail: c1ient@omers.com
Internet: WWW.omers.com
April 27,2007
Dear CAO/Municipal Administrator:
~~, ',[., '"
I am pleased to enclose a copy of OMERS 2006 Annual Report.
OMERS posted a total fund return of 16.4 per cent in 2006, a top quartile performance that
exceeded its benchmark return of 13.7 per cent. The Fund earned net investment income of
$6.5 billion, compared with $5.5 billion in 2005.
The publication of the report follows the release of the Fund's 2006 financial results on
February 26, 2007. The 2006 Annual Report contains details of member services,
management's discussion and analysis, governance practices and consolidated financial
statements and notes.
Additional copies of OMERS 2006 Annual Report are available on request, in English and in
French, from Laural Adams at (416) 369-2456 or you may view them on our website at
www.omers.com.
Yours truly,
1Wk-
David Kingston
Chair, OMERS Board
Enclosure
~fi
r..
MAY'" .-J
282 Huron Street W, P.O. Box 1501
282, rue Huron 0, c.P. 1501
Clinton ON NOM 1 LO
'B'(519) 482-5115 e:](519) 482-5116
Toll Free/Sans frais 1 800 387-3232
www.fcc-fac.ca
Monday, May 7, 2007
The County of Elgin
450 Sunset Drive
St. Thomas, ON
N5R 5Vl
To Whom It May Concern:
Enclosed you will find posters and postcards from Farm Credit Canada endorsing one of
our projects called AgriSpirit. If you are not already familiar with the term, AgriSpirit is
a fund designed to help better the life of people in rural communities.
This year we have $500,000 in capital funding for community improvement projects.
Weare asking you to spread the word about the FCC AgriSpirit Fund by dispersing these
posters and postcards to any local charities looking at developing a project. Almost any
charity that is committed to enhancing the quality oflife for people in rural communities
is eligible. Successful candidates will receive between $5,000 and $25,000 for their
projects, such as recreation centres, food banks, shelters, and emergency services.
We encourage you to visit the website, www.AgriSpirit.ca. to learn more. Applications
are available on this site, and must be received by Friday, June 15th, 2007.
We thank you for your assistance in this project. I am sure you will agree that this fund is
one that will benefit all of us in the London and surrounding area.
If you have any questions, do not hesitate to contact your nearest FCC office:
1-800-387-3232.
Sincerely,
~intoCk
Customer Service Assistant
Farm Credit Canada
Financement agricole Canada
One of the 50 best employers in Canada - Report on Business
Lun des 50 employeurs de choix au Canada - Report on Business
Canada
1;'.'1" I .,.~".," - JIB ~~'Jilli;WY IJ) umana
;II,~"":>~
The Ministiy ofMUnieipab:Affairs and Housing invites you to a local wotkshop on:
, ,',. ,,'. . .,_,:I~;'I;~t . ......'.'.1',:.,...11 -ng Vour Se~~ces
'to ',.:..' -' .~.; ~< . :," . ~ :~~;;; ,,;;' '" .1..1.1 .I. Y.I.
~lf: "~i ~ipal Pedonnance Measurement Program
''4(iff/l~fiAS~_ee Delivel)/ Review to Work for You!
. ~ .
:!!In:i:';~-:J:-', }~
iXr:O , ,)q"l(,',.i . fiiJLjPl'i':,,,, ' Guest Speaker(s)
..., "~i:..:;}''''.AA;.", '-y.. ,....-.;,Wi~:~' ka.&:'l
Brian Anderstfti, Coordinator Infrastructure Services, Ontario Good Roads Association
"lt~
Linda Ross, B.A, LL.B., General Manager, Corporate Services, County of Lambton
Deborah Hannah, Business Systems Analyst, Association of Municipalities of
Ontario
During this r.iQ,n you will:
~ hear how ~!ionaL;1l1unicipalleaders are using the :MP1vlP and SDR programs to
. " ' . '~', .
rmprove commurn,ty. servIces
~ work through real:municipal examples
~ have an opportunity to engage in conversations with peers and subject matter experts
~ see a demonstration of the new Municipal Information & Data Analysis
System (MIDAS), a web-based tool developed in a partnership between AMO and
the Province that allows municipal staff to quety, view and analyse their MPMP and
FIR data and run comparative reports between groups of municipalities
Leam how to:
~ analyze and interpret 1vlP1vlP information
~ evaluate and share tools and techniques
~ apply the SDR process to create improvements in your municipal operations
~ create reports that are meaningful and relevant to your community
~ use a team approach to integrate 1vlP1vlP information into your service planning, decision
making, and service delivery reviews
~ improve services and get better value for your dollar
Who Should Attend?
Chief Administrative Officers
Oerks and Treasurers
Heads of Department and Senior Staff who oversee service delivery
Councillors may be interested as well
When: Tuesday; May29th, 2007
9:30 am - 4:00 pm
W11ere: Province of Ontario Building, MMAH, Southwest Learning
Centre, 659 Exeter Rd., London
IN-CAMERA AGENDA
MAY 22. 2007
Staff Reports: (ATTACHED)
1) Ambulance & Emergency Management Coordinator - CONFIDENTIAL - Negotiating
Defibrillator Purchases
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
May 18, 2007
-1 including cover sheet
Fax:
Phone:
Re:
Additional Items for Council Agenda of
May 22, 2007
Date:
Pages:
CC:
Comments:
Staff Reports:
1. Director of Financial Services - Summer Student
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.
REPORT TO COUNTY COUNCIL
FROM:
Linda B. Veger, Director of Financial Services
DATE:
May 16, 2007
SUBJECT:
Summer Student
CORPORATE GOAL(S) REFERENCED:
To ensure fiscal responsibility and accountability.
INTRODUCTION:
A team consisting of employees from financial services and engineering are
developing a plan to bring tangible capital assets into the financial statements as
required by the Public Sector Accounting Board (PSAB 3150). Asset accounting
and asset management will be the focus of the team.
DISCUSSION:
One of the first steps is to develop an inventory of all capital assets. Engineering
is compiling the roads and bridges information; information technologies have a
complete listing of computers and peripheral equipment; and the library has a
listing of the collection. However, there are a significant number of assets that
have not been compiled to date. Examples of items to inventory are homes
furnishings and equipment, and library furniture and shelving.
The team has set a date of August 31 to finish the inventory and start the costing
segment of the project. In order to meet this tight timeline staff is requesting
consideration by Council of a summer student. This is the starting point for the
recording of capital assets and it is important that the inventory include all items
that are considered capital in nature. Examples of the duties for this position are:
. Assisting assigned staff by entering preliminary data into a software
template "on the go" - eliminates paperwork.
. Assisting assigned staff with the bar-coding of movable assets.
. Ensuring that questions regarding particular assets are communicated to
the team.
. Ensuring consistency between County facilities
. Eliminating the need to train many individuals on a repetitive process.
This position will not do the actual inventory but will work with an assigned
employee from each department to set up the inventory, barcode moveable
assets, and input preliminary information. The hourly rate has not been
determined as yet however a conservative estimate would be approximately
$8,000 for a period of mid June to August 31. At this time there does not appear
to be any funding available for this position. Staff will continue to investigate any
opportunities that may be offered.
CONCLUSION:
Staff has begun the implementation plan to bring tangible capital assets into the
financial statements. The starting point is a comprehensive inventory listing. Staff
is seeking the assistance of a summer student to complete the listing.
RECOMMENDATION:
THAT Human Resources develop a complete job description for the summer
student as outlined in the report titled Summer Student and dated May 16, 2007;
and,
THAT recruitment begin as soon as possible; and,
THAT the funds for this position be allocated from the Mill Rate Stabilization
Reserve.
\_~. . I
t/J:~ >>~
Linda B. Veger
Director of Financial Services
Approved for Submission
:ft!{iald~
Chief Administrative Officer
Respectfully Submitted