December 11, 2003 Agenda
r
ORDERS OF THE DA Y
FOR THURSDAY, DECEMBER 11TH, 2003 AT 9:00 A.M.
PAGE # ORDER
1 st Meeting Called to Order
2nd Adoption of Minutes - meeting held on November 25, 2003
3rd Disclosure of Pecuniary Interest and the General Nature Thereof
4th Presenting Petitions, Presentations and Delegations
DELEGATIONS:
9:00 A.M. Rob Lindsay, Kettle Creek Year-End Tree Report (see Reports
page 2)
11:45 A.M. Presentation to Outgoing Land Division Committee Members:
Tere Lebedz, Murray Silcox and Dave Mennill
Motion to Move Into "Committee Of The Whole Council"
Reports of Council, Outs.ide Boards and Staff
Council Correspondence - see attached
1) Items for Consideration
2) Items for Information (Consent Agenda)
OTHER BUSINESS
1) Statements/Inquiries 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
5th
1-56 6th
7th
57-73
74-95
8th
96-112
LUNCH WILL BE PROVIDED
REPORTS OF COUNCIL AND STAFF
December 11. 2003
Councillors Reports - (ATTACHED)
9:00 A.M. 2
Rob Lindsay, Tree CommissionerlWeed Inspector- Year-End
Tree and Weed Report 2003 (ATTACHED)
Staff Reports - (ATTACHED)
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27
29
31
32
33
38
40
42
43
44
45
46
48
54
55
Manager of Engineering Services - Encroachment Agreement - 36 Robinson
Street, Port Burwell
Manager of Engineering Services - No Parking Final By-Law Revision and
Amended Report
Manager of Engineering Services - Repairs to Pool at Terrace Lodge, Home for
Seniors
Manager of Engineering Services - Encroachment Agreement, Clachan Road
Technical Services Officer - Autodesk Software Purchase
Technical Services Officer- Greentree Gas & Oil Ltd. - Proposed Pipeline
Installation Agreement
Technical Services Officer - Aylmer Pedestrian Crossing
General Manager, Long-Term Care - Accreditation Standards - An Update
General Manager, Long-Term Care - Replacement of Hot Water Heater
At Bobier Villa
General Manager, Long-Term Care - 2003 Holiday Gift for Residents of Homes
General Manager, Long-Term Care - Christmas Dinner for Homes' Staff
Director of Human Resources - Amendments to Policy 5.60 Short-Term
Disability
Director of Human Resources - 2004 OMERS Contribution Rates
Director of Human Resources - NHL Alumni Benefit Hockey Game
Director of Human Resources - Warden and Councillor's Remuneration
Human Resources Co-ordinator - Excess Indemnity Insurance, Occupational
Accident Insurance
Director of Financial Services - WSIB: New Accounts Receivable System
Director of Financial Services - Surplus Funds, Bobier Villa
Library Coordinator - Revised Library Fine and Replacement Cost Policy
County Archivist - Archive's Annual Report
Manager of Information Technologies - Sale of Net Integrators
Deputy Clerk - Schedule of Còuncil Meetings for 2004
Chief Administrative Officer - Provincial Issues In Elgin County
REPORT TO COUNTY COUNCIL
FROM: Rob Lindsay, Tree Commissioner
DATE: 10 November 2003
SUBJECT: Year-End Report for 2003
INTRODUCTION:
Following is the year-end summary of activities regarding the Elgin County Tree By-Law
87-6 for the months of November 1, 2002 to October 31, 2003 and the weed orders issued
between June 14 and October 1, 2003.
DISCUSSION:
Logging Activity/Notice of Intents: This year 179 Notices of Intent have been submitted
from November 1, 2002 to October 31, 2003. Municipalities filed Intents as follows:
Bayham 37; Malahide 53; Central Elgin 22; Southwold 25; DuttonlDunwich 24; and
West Elgin 17. This number is up 62 from last year.
Applications for Minor Exception: There were 2 applications to clear woodlands within
the County. Two applications were approved with 1.262 hectares being cleared.
Approved clearings conformed to the County No Net Loss policy with equivalent hectares
replanted. Summary of approved clearings and replanted areas by municipality: 0.4
hectares in Southwold and 0.862 hectares in Central Elgin,.
Replanting for the above land clearings are as follows:
1. Central Elgin: Trees will be replanted in the spring of 2004 in the Port Stanley area.
2. Southwold: The landowner will be replanting trees on unworkable land in the spring
of 2004.
Violations: There were no violations this year.
Weed Complaints and Orders: This yearth~Weed Inspector received 30 complaints
regarding weed problems. Upon inspection of the complaint, there were 12 Weed Orders
issued when the affected landowner could not be reached by telephone. There were 5
weed complaints that could not be dealt with under the Weeds Act, as the areas were not
within close proximity to agricultural or horticultural operations.
Promotion/Open House: This year the By-Law was promoted at the Out Door Farm
Show in Woodstock.
Pamphlets are available at all municipal offices and two newspapers ads go out in all Elgin
newspapers about the By-Law.
2
Tax notice mail outs have assisted in informing landowners of the County of Elgin's Tree
By-Law.
Tree By-law: Currently revising the 2nd Draft for the Tree Cutting By-Law that was
presented last November. Due to changes in the template that was used in the first draft
some major revisions were necessary. Upon completion of the 2nd draft, it will be available
for public review and comment and will then be brought back to Council in March 2004.
RECOMMENDATION:
THAT the 2003 Year-End Report dated November 10,2003 from the Tree Commissioner/
Weed Inspector be received and filed.
Respectfully Submitted
Approved for S
ion
Mark aid
Chief Administrative Officer
REPORT TO COUNTY COUNCIL
FROM:
DATE:
SUBJECT:
Clayton Watters, Manager of Engineering Services
18 November 2003
Encroachment Agreement - 36 Robinson Street, Port Burwell
Introduction
1498944 Ontario Limited, The Lighthouse Tavern, purchased property at 36 Robinson
Street in December 2001. Upon a legal survey of the building and lot it was noticed that
the patio on the northside of the building encroaches onto Wellington Street (County
Road #42) by 4.5 feet to 4.6 feet.
Discussion
The property is located on part of Lot 20/ East of Robinson Street and south of
Wellington Street and part Lot 19/ east of Robinson Street, Registered Plan No. 12/
Township of Bayham. A portion of the patio on the north side of the building encroaches
onto Wellington Street (County Road #42) by 4.5 feet to 4.6 feet.
The present owner is requesting the continued use of the patio, so therefore the County
of Elgin will be required to enter into an Encroachment Agreement with 1498944
Ontario Ltd.
.The County of Elgin's solicitor will be requested to prepare an encroachment agreement
for the Warden and CAO to execute. Our insurance provider stated that a hold harmless
clause be included, the County of Elgin be an additional insured on the policy for the
building and also that the insurance policy have a targeted amount of $5/000/000/ copy
of the memo is attached.
Conclusion
In order for the continued use of the patio, an encroachment agreement should be
entered into with the property owner 1498944 Ontario Incorporated locally known as
the Lighthouse Tavern. The insurance provider for the County of Elgin has provided
recommendations for this policy, which are all reasonable and will be included in the
agreement
Once executed, this agreement should be registered in the local registry office.
J:\Engineering\ROADS\Council Reports\2003\Encroachment Agree Road 42.docPage 1 of 3
REPORT TO COUNTY COUNCIL
FROM:
DATE:
SUBJECT:
Clayton Watters, Manager of Engineering Services
18 November 2003
Encroachment Agreement - 36 Robinson Street, Port Burwell
Recommendation
That the Warden and Chief Administrative Officer be directed and authorized to enter
into an Encroachment Agreement with the 1498944 Ontario Incorporated; and also,
That the lands described in the Encroachment Agreement are on Wellington Street
(County Road #42) Part of Lot 20/ East of Robinson Street and South of Wellington
Street and part Lot 19/ East of Robinson Street, Township of Bayham, Registered Plan
No. 12/ designated as Part #1 on Reference Plan No. llR-5103; and also,
That this agreement be registered in the County of Elgin Registry Office.
RESPECTFULL Y SUBMITTED
APPROVED.
ûOtv h
'ISSION
CLAYTON D. WATTERS, MANAGER
ENGINEERING SERVICES
MARK
CHIEF ADMINISTRATIVE OFFICER
J:\Engineering\ROADS\Council Reports\2003\Encroachment Agree Road 42.docPage 2 of 3
REPORT TO COUNTY COUNCIL
FROM:
DATE:
SUBJECT:
Clayton Watters, Manager of Engineering Services
18 November 2003
Encroachment Agreement - 36 Robinson Street, Port Burwell
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17-11-200317:32
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To:
Clayton Watters From: Bryce SibbJck
CC?unly of Elgin Date: Nov.17, 2003
631-4297 Pages~ 1
company;
Fax:
cc:
Re; Encroachment Agreements
o Urgent
~ For Review
o Please Reply
Clayton,
re: _
Encroachment Agreement - Port Burwell
We would, suggest the çounty add ëi specia! provision to the encroach~ent
ágreêmëöt...-- - -- - - - -- n -- -
1 The County should add a hold harmless dause in favor of the Cbunty.
2 The County should request proof of in~uran~e with a limit of liability of
$5 !\1i!!!cn (In the c¡¡:se of the Bar owner you. may' have to reduce this
to $2 MiHion depending on cÎrcumstances bi..rt I would ask for $5
Million)
3 The countý should b,e added to the owners liabi1îty policy as an
additional insured as it applies to the encroachment.
Of course the other option with the bar owner is to remove the Portion of
the p~t¡o tl1.ç:ri: encroaches on County property,
~;d;'D
~¡ck
Regional Manager
Frank Cowan Company Ltd.
This information IS dir'eCt;ed in =rrlïdenO!! roJeJy:ro r:he pe~n named ~bQve and-may not oth/ffi\lise be
cfistributed, copfM: or dIsclosed. TherefO~, tI1Îs Jnfon-natlon shot¡Jd'be considereD strictly conlidentiaL If
you have reœ1ved thìsfax: in em:>r, plêaS<! not/Ii¡ us ImmedIatEly by telephone at (519) 453-'4331..
Thiilnk y¡;ou foryourâSSist:;mce.
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J:\Engineering\ROADS\Council Reports\2003\Encroachment Agree Road 42.docPage 3 of 3
REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Manager of Engineering Services
DATE: 04 December 2003
SUBJECT: No Parking Final By Law Revision
INTRODUCTION
While preparing the No Parking By Law, staff has been contacted by one
municipality to make a few minor measurement revisions to reflect more
accurately actual signage in place. Staff then circulated the No Parking By Law
schedule to all Municipalities to ensure no additional amendments were required.
DISCUSSION:
The County has circulated the Elgin County No Parking By Law schedule listing
areas that are signed and enforced on County Roads to our lower tier
Municipalities. Staff has received a few' amendments and have incorporated
them into the attached schedule of the By Law.
Staff does not object to these change requests and feel that this would be an
opportune time to make revisions to this By Law.
For Council's information, the Town of Aylmer has also requested the inclusion of
other areas of traffic enforcement, namely No Stopping, School Bus and Bus
Loading Zones. These schedules along with their corresponding areas are not
included in the Elgin County By Law at this time. Before inclusion, approval must
be obtained from the Ministry of the Attorney General for short form wording.
Once this approval is obtained, the By Law will be amended to include these
areas.
CONCLUSION:
Staff has reviewed the municipalities requests and has no concerns with
incorporating these requests into the County's No Parking By-Law.
Page 1 of:,;(
REPORT TO COUNT COUNCIL
FROM: Clayton Watters, Manager of Engineering Services
DATE: 04 December 2003
SUBJECT: No Parking Final By Law Revision
RECOMMENDATION:
THAT the Elgin County No Parking By-Law be amended to include:
County Road # 103 (Furnival Road) south (not north) of Queens Line on the
west side of Road #103 for a distance of 34 (not 30) meters and also;
County Road #2 (Pioneer Line) east of Graham Road on the north side of Road
#2 for a distance of 35 (not 30) meters and also;
County Road #2 (Pioneer Line) east of Graham Road on the south side of Road
#2 for a distance of 30 (not 19) meters and also;
County Road #2 (Pioneer Line) west of Graham Road on the north side of Road
#2 for a distance of 25 (not 28) meters and also;
County Road #2 (Pioneer Line) west of Graham Road on the south side of Road
#2 for a distance of 46 (not 20) meters and also;
County Road #76 (Graham Road) west from 244 (not 344.4) meters south from
the centerline of Mehring Street for a distance of 348.0 meters south, from 8:00
a.m. to 4:00 p.m., Monday to Friday and also;
County Road #76 (Graham Road) east, 109 meters south of Jessie Street for a
distance of 43 (not 33) meters south and also;
County Road #15 (Miller Road) 211 metres west of John Street on the north and
south sides of Road#15.
Respectfully Submitted
OOJJ~~
Approved for
IS
Clayton Watters
Manager of Engineering Services
Mark
Chief Administrative Officer
Page 2 ofbl..
REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Manager of Engineering Services
DATE: 09 December 2003
SUBJECT: No Parking Final By Law Revision - AMENDMENT
INTRODUCTION
Staff has received additional amendments for the County's No Parking By Law.
Although these amendments were received after the date in which they were
requested, staff believes that it is imperative to create the most accurate and
binding by-law as possible.
DISCUSSION:
The County of Elgin's No Parking By-Law has been circulated to our lower tier
partners requesting that it be reviewed and that any amendments be returned so
that they may be,included in the By-Law.
A late request for changes was received by staff and these amendments have
been incorporated into the By-Law Schedule attached. BOLD text locations in
the attached schedule 'B' indicate the proposed changes. Staff does not object
to any of the proposed amendments.
CONCLUSION:
Staff has reviewed the municipalities requests and has no concerns with
incorporating these requests into the County's No Parking By-Law.
Page 1 of 11
1 1
REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Manager of Engineering Services
DATE: 09 December 2003
SUBJECT: No Parking Final By Law Revision - AMENDMENT
RECOMMENDATION:
THAT the Elgin County No Parking By-Law be amended to include the following:
14.2 County Road #47 (Putnam Road) south of Lyons Line on the west side of Road #47 for a
distance of 50 metres.
14.3 County Road #47 (Putnam Road) south of Lyons Line on the east side of Road #47 for a
distance of 50 metres.
15.1 County Road #48 (Lyons Line) east of Putnam Road on the north side of Road #48 for a
distance of 50 metres.
15.2 County Road #48 (Lyons Line) east of Putnam Road on the south side of Road #48 for a
distance of 50 metres.
15.3 County Road #48 (Lyons Line) west of Putnam Road on the north side of Road #48 for a
distance of 100 metres.
15.4 County Road #48 (Lyons Line) west of Putnam Road on the south side of Road #48 for a
distance of 100 metres.
16.8 County Road #73 (Imperial Road) 570 metres north of GI,mcolin Line on the east side of
Road #73 northerly for a distance of 236 metres.
16.9 County Road #73 (Imperial Road) 570 metres north of Glencolin Line on the west side of
Road #73 northerly for a distance of 236 metres.
Respectfully Submitted
onw^-Yl~
Clayton Watters
Manager of Engineering Services
Approve
ubmissl
Mark
Chief Administrative Officer
Page 2 of 11
12
REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Manager of Engineering Services
DATE: Og December 2003
SUBJECT: No Parking Final By Law Revision - AMENDMENT
PART "S"
When properly worded signs have been erected and are on display no person shall park
a vehicle on the highway or part of the highway known as:
1. County Road #2 (Pioneer Line) east of Graham Road on the north side of Road #2 for a
distance of 35 metres.
1.1 County Road #2 (Pioneer Line) east of Graham Road on the south side pf Road #2 for a
distance of 30 metres.
1.2 County Road #2 (Pioneer Line) west of Graham Road on the north side of Road #2 for a
distance of 25 metres.
1.3 County Road #2 (Pioneer Line) west of Graham Road on the south side of Road #2 for a
distance 46 metres.
2. County Road #3 (Talbot Line) east of Currie Road on the north side of Road #3 for a distance
of 51 metres.
2.1 County Road #3 (Talbot Line) east of Currie Road on the south side of Road #3 for a
distance of 41 metres.
2.2 County Road #3 (Talbot Line) east of Union Road on the north side of Road #3 for a distance
of 56 metres.
2.3 County Road #3 (Talbot Line) east of Union Road on the south side of Road #3 for a distance
of 46 metres.
2.4 County Road #3 (Talbot Line) west of Currie Road on the north side of Road #3 for a
distance of 79 metres.
2.5 County Road #3 (Talbot Line) west of Currie Road on the south side of Road #3 for a
distance of 79 metres.
2.6 County Road #3 (Talbot Line) west of Union Road on the north side of Road #3 for a distance
of 32 metres.
2.7 County Road #3 (Talbot Line) west of Union Road on the south side of Road #3 for a
distance of 54 metres.
Page 3 of 11
13
REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Manager of Engineering Services
DATE: 09 December 2003
SUBJECT: No Parking Final By Law Revision - AMENDMENT
3. County Road #4 (Bridge Street) north and south from the east end of King George VI Lift
Bridge for a distance of 30 metres east.
3.1 County Road #4 (Bridge Street) north and south from the west end of King George VI Lift
Bridge for a distance of 30 metres west.
3.2 County Road #4 (Bridge Street) north and south from the stop block for a distance of 25
metres west.
3.3 County Road #4 (Colborne Street) east and west from the stop block for a distance of 30
metres north.
3.4 County Road #4 (Colborne Street) west from the south side of Warren Street to a point in line
with the centre of Lot 10.
3.5 County Road #4 (Colborne Street) west from a point in line with the centre of Lot 10 to the
south limit of Lot 12.
3.6 County Road #4 (Colborne Street) east from the north side of Matilda Street to the south limit
of Lot 59.
3.7 County Road #4 (Sunset Drive) east and west, 200 metres from the south property line of
Glenwood Avenue for a distance of 90 metres south.
4. County Road #8 (Main Street) north of Mary Street on the east side of Road #8 for a distance
of 17 metres.
4.1 County Road #8 (Main Street) 105 metres north of Mary Street on the east side of Road #8
for a distance of 87 metres.
4.2 County Road #8 (Main Street) north of Mary Street on the west side of Road #8 for a distance
15 metres.
4.3 County Road #8 (Main Street) 79 metres north of Mary Street on the west side of Road #8 for
a distance of 54 metres.
5. County Road #15 (Miller Road) 211 metres west of John Street on the north and south sides
of Road #15.
6. County Road #16 (Fingal Line) east of Union Road on the north side of Road #16 for a
distance of 50 metres.
Page 4 of 11
, 4
REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Manager of Engineering Services
DATE: 09 December 2003
SUBJECT: No Parking Final By Law Revision - AMENDMENT
6.1 County Road #16 (Fingal Line) east of Union Road on the south side of Road #16 for a
distance of 54 metres.
6.2 County Road #16 (FingaI Line) 223 metres east of Lyle Road on the north side of Road #16
for a distance of 260 metres.
6.3 County Road #16 (FingaI Line) 223 metres east of Lyle Road on the south side of Road #16
for a distance of 260 metres.
7. County Road #19 (Plank Road) north of Heritage Line on the east side of Road #19 for a
distance of 80 metres.
7.1 County Road #19 (Plank Road) north of Heritage Line on the west side of Road #19 for a
distance of 80 metres.
7.2 County Road #19 (Plank Road) south of Heritage Line on the east side of Road #19 for a
distance of 70 metres.
7.3 CÇ>unty Road #19 (Plank Road) south of Heritage Line on the west side of Road #19 for a
distance of 65 metres.
7.4 County Road #19 (Robinson Street) east and west from the west side of County Road #50
(Victoria Road) south to the north property line of County Road #42 (Wellington Road).
8. County Road #21 (Warren Street) south side from Sunset Road to Union Road a distance of
400m.
9. County Road #25 (Weilington Road) east and west, 190 metres from the north property line
of Ron McNeil Line for a distance of 80 metres north.
10 County Road #27 (Sparta Line) 1501 metres west of Quaker Road on the north side of Road
#27 for a distance of 359 metres.
10.2 County Road #27 (Sparta Line) 1501 metres west of Quaker Road on the south side of Road
#27 for a distance of 359 metres.
10.3 County Road #27 (Sparta Line) 1250 meters west of Quaker Road on the north side of Road
#27 for a distance of 250 metres.
10.4 County Road #27 (Sparta Line) 1267 meters west of Quaker Road on the south side of Road
Page 5 of 11
1 S
REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Manager of Engineering Services
DATE: 09 December 2003
SUBJECT: No Parking Final By Law Revision - AMENDMENT
#27 for a distance of 250 metres.
10.5 County Road #27 (Sparta Line) west of Quaker Road on the south side of Road #27 for a
distance of 73 metres.
11 County Road #31 (Radio Road) 900 metres south of Ron McNeil Line on the east side of
Road #31 for a distance to the city limits.
11.1 County Road #31 (Radio Road) 900 metres south of Ron McNeil Line on the west side of
Road #31 for a distance to the city limits.
12 County Road #35 (Springwater Road) south of Conservation Line on the east side of Road
#35 for a distance of 722 metres.
12.1 County Road #35 (Springwater Road) south of Conservation Line on the west side of Road
#35 for a distance of 722 metres.
13 County Road #39 (Chatham Street) 482 metres south of Libbye Street on the east side of
Road #39 for a distance of 482 metres.
13.1 County Road #39 (Chatham Street) 482 metres south of Libbye Street on the west side of
Road #39 for a distance of 482 metres.
14 County Road #47 (Putnam Road) north of Lyons Line on the west side of Road #47 for a
distance of 100 metres.
14.1 County Road #47 (Putnam Road) north of Lyons Line on the east side of Road #47 for a
distance of 100 metres.
14.2 County Road #47 (Putnam Road) south of Lyons Line on the west side of Road #47 for
a distance of 50 metres.
14.3 County Road #47 (Putnam Road) south of Lyons Line on the east side of Road #47 for
a distance of 50 metres.
15.1 County Road #48 (Lyons Line) east of Putnam Road on the north side of Road #48 for a
distance of 50 metres.
15.2 County Road #48 (Lyons Line) east of Putnam Road on the south side of Road #48 for
a distance of 50 metres.
Page 6 of 11
1 h
REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Manager of Engineering Services
DATE: 09 December 2003
SUBJECT: No Parking Final By Law Revision - AMENDMENT
15.3 County Road #48 (Lyons Line) west of Putnam Road on the north side of Road #48 for
a distance of 100 metres.
15.4 County Road #48 (Lyons Line) west of Putnam Road on the south side of Road #48 for
a distance of 100 metres.
15.5 County Road #48 (Ferguson Line) 1126 metres west of Belmont Road on the north side of
Road #48 for a distance of 625 metres.
15.6 County Road #48 (Ferguson Line) 1126 metres west of Belmont Road on the south side of
Road #48 for a distance of 626 metres.
16 County Road #73 (Imperial Road) 400 metres north of Lyons Line on the east side of
Road #73 for a distance of 350 metres.
16.1 County Road #73 (Imperial Road) 400 metres north of Lyons Line on the west side of
Road #73 for a distance of 350 metres.
16.2 County Road #73 (Imperial Road) north of Van Patter Line on the east side of Road #73 for a
distance of 225 metres.
16.3 County Road #73 (Imperial Road) north of Van Patter Line on the west side of Road #73 for a
distance of 225 metres.
16.4 County Road #73 (Imperial Road) south of Van Patter Line on the east side of Road #73 for a
distance of 50 metres.
16.5 County Road #73 (Imperial Road) south of Van Patter Line on the west side of Road #73 for
a distance of 50 metres.
16.6 County Road #73 (Imperial Road) 115 metres south of Bradley Creek on the east side of
Road #73 for a distance of 110 metres.
16.7 County Road #73 (Imperial Road) 115 metres south of Bradley Creek on the west side of
Road #73 for a distance of 110 metres.
16.8 County Road #73 (Imperial Road) 570 metres north of Glencolín Line on the east side
of Road #73 northerly for a distance of 236 metres.
16.9 County Road #73 (Imperial Road) 570 metres north of Glencolín Line on the west side
of Road #73 northerly for a distance of 236 metres.
1 7
Page 7 of 11
REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Manager of Engineering Services
DATE: Og December 2003
SUBJECT: No Parking Final By Law Revision - AMENDMENT
17. County Road #73 (John Street) east side from Chestnut Street to County Road #53
(Beech Street).
17.1 County Road #73 (John Street) east side from Talbot Street to Sydenham Street.
17.2 County Road #73 (John Street) east side from Talbot Street for a distance of 18
metres north.
17.3 County Road #73 (John Street) east side from Pine Street for a distance of 13 metres north.
17.4 County Road #73 (John Street) east side from 25 metres south of Chestnut Street to 87
metres south of Chestnut Street.
17.5 County Road #73 (John Street) west side from Sydenham Street for a distance of 21 metres
south.
17.6 County Road #73 (John Street) west side from County Road #53 (Beech Street) north to the
town limit.
17.7 County Road #73 (John Street) west side from Pine Streetfor a distance of 15 metres south.
17.8 County Road #73 (John Street) west side from South Street for a distance of 18 metres north.
17.9 County Road #73 (John Street) west side from Pine Street for a distance of 15 metres north.
17.10 County Road #73 (John Street) west side from Talbot Streetfor a distance of 15 metres
south.
17.11 County Road #73 (John Street) west side from Maple Street to Spruce Street.
17.12 County Road #73 (John Street) west side from Chestnut Street for a distance of 50 metres
south.
17.13 County Road #73 (John Street) west side from Talbot Street northerly for a distance of 84
metres.
18. County Road #74 (Belmont Road) north of New Sarum Line on the east side of Road #74 for
a distance of 250 metres.
18
Page 8 of 11
REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Manager of Engineering Services
DATE: 09 December 2003
SUBJECT: No Parking Final By Law Revision - AMENDMENT
18.1 County Road #74 (Belmont Road) north of New Sarum Line on the west side of Road #74 for
a distance of 250 metres.
19. County Road #74 (Main Street) east from the northwest corner of Lot 33, Plan 231 to the
northwest corner of Lot 26, Plan 231.
19.1 County Road #74 (Main Street) east from the south side of Caesar Road for a distance 21
metres south.
19.2 County Road #74 (Main Street) east from the north side of Caesar Road for a distance 16
metres north.
19.3 County Road #74 (Main Street) east from the south side of Union Street for a distance 23
metres south.
19.4 County Road #74 (Main Street) east from the north side of Union Street for a distance 20
metres north.
19.5 County Road #74 (Main Street) east from the south side of Church Street for a distance 21
metres south.
19.6 County Road #74 (Main Street) east from the north side of Church Street for a distance 19
metres north.
19.7 County Road #74 (Main Street) east from the south side of Washburn Street for a distance 20
. metres south.
19.8 County Road #74 (Main Street) east from the north side of Washburn Street for a distance 20
metres north.
19.9 County Road #74 (Main Street) west from the north side of 7th Avenue for a distance 15
metres north.
19.10 County Road #74 (Main Street) west from the south side of 7th Avenue for a distance 19
metres south.
19.11 County Road #74 (Main Street) west from the north side of North Street for a distance 17
metres north.
19.12 County Road #74 (Main Street) west from the south side of North Street for a distance 40
metres south.
19
Page 9 of 11
REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Manager of Engineering Services
DATE: . 09 December 2003
SUBJECT: No Parking Final By Law Revision - AMENDMENT
19.13 County Road #74 (Main Street) west from the north side of Odell Street for a distance 22
metres north.
19.14 County Road #74 (Main Street) west from the south side of Odell Street for a distance 26
metres south.
19.15 County Road #74 (Main Street) west from the north side of Copeland Street for a distance 57
metres north.
19.16 County Road #74 (Main Street) west from the south side of Copeland Street for a distance 21
metres south.
19.17 County Road #74 (Main Street) westfrom the north side of the north entrance of the plaza to
a point 24 metres north of plaza.
19.18 County Road #74 (Main Street) westfrom the south side of the south entrance of the plaza
for a distance of 8 metres south.
19.19 County Road #74 (Main Street) west from the north side of Rouen Street for a distance of 20
metres north.
20
Page 10 of 11
REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Manager of Engineering Services
DATE: 09 December 2003
SUBJECT: No Parking Final By Law Revision - AMENDMENT
19.20 County Road #74 (Main Street) west from the south side of Rouen Street for a distance of 12
metres south.
19.21 County Road#74 (Main Street) west from the south side of Dyer Street for a distance of 20
metres south.
19.22 County Road #74 (Main Street) west from the north side of Borden Avenue for a distance of
36 metres north.
20. County Road #76 (Graham Road) east from 119 metres from the centre line of Marsh Line for
a distance of 364 metres north, from 8:00 a.m. to 4:00 p.m., Monday to Friday.
20.1 County Road #76 (Graham Road) west from 244 metres south from the centre line of
Mehring Street for a distance of 348 metres south, from 8:00 a.m. to 4:00 p.m., Monday to
Friday.
20.2 County Road #76 (Graham Road) east, 109 metres south of Jessie Street for a distance of
43 metres south.
21. County Road #103 (Furnival Road) south of Queens Line on the west side of Road #103 for a
distance of 34 metres.
21
Page 11 of 11
REPORT TO COUNTY COUNCil
FROM: Clayton Watters, Manager of Engineering Services
DATE: 04 December 2003
SUBJECT: Repairs to Pool at Terrace Lodge, Home for Seniors
INTRODUCTION
On October 1, 2003, Council approved the report ''Terrace Lodge Pool", recommending
that the Repairs to the Swimming Pool and Pool Room at Terrace Lodge be completed
as outlined at an upset cost of $30,000.00, inclusive of taxes, and the costs allocated
from the Mill Rate Stabilization Fund.
DISCUSSION:
The Request for Quotation to obtain sealed bids for Repairs to the Swimming Pool was
prepared and executed on November 6, 2003. Our Purchasing Policy dictates that we
must obtain at least 3 bids for each item. We invited 11 firms to Bid. A total of 8
Quotation Packages were distributed and only 5 firms submitted prices.
Description: To Supply & Install New
Mechanica¡"System for SWimming Pool.
COMPANY TOTAL OF BID
1 Acapulco Pools $11,976.00
2 Hollandia Pools $16,760.00
3 Caseys $32,600.00
Description: Dry Wall Demolition/ Supply
and Install Building Insulation/Drywall
Installation.
COMPANY TOTAL OF BID
1 CD Drywall $ 2,703.74
2 Caseys $ 5,820.00
Description: Supply Pool Tank Grout and
New Stair Rail
COMPANY TOTAL OF BID
1 Acapulco Pools $ 4,550.00
2 Caseys $28,597.00
3 Hollandia Pools Incomplete
Description: Supply and install Ceramic or
Porcelain Tiles.
COMPANY TOTAL OF BID
1 Bernardo Group $ 2,582.00
2 Caseys $ 6,013.40
The proposal to Supply and Install New Mechanical System for the Swimming Pool was
awarded to Acapulco Pools at their quoted price of $11 ,976.00.
The proposal to Supply Pool Tank Grout and New Stair Rail was awarded to Bernardo
Group at their quoted price of $ 3,220.00.
The proposal for Dry Wall Demolition, Supply and Install Building Insulation and Drywall
Installation was awarded to CD Drywall at their quoted price of $2,703.74.
Page 1 of 2
The proposal to Supply and Install Ceramic or Porcelain Tiles was awarded to Bernardo
Group at their quoted price of $2,582.00.
The total cost to complete the Repairs to the Swimming Pool and Room is $21,811.74,
which is below the estimated cost ($30,000.00) submitted to Council on October 1,2003.
*Pricíng does not include taxes.
CONCLUSION:
Alcapulco Pools, CD Drywall and Bernardo Group's were awarded the jobs as bids and
past performance are favourable, the recommendation would be to proceed as soon as
possible to ensure completion no later than January 1, 2004.
RECOMMENDATION:
THAT this report titled Repairs to Pool at Terrace Lodge, Home for Seniors, dated
November 19, 2003, is for Council information; and
THAT the report be received and filed.
Respectfully' Submitted
OìvJv~
Clayton Watters
Manager, Engineering Services
~~'J
Mark G. c d
Chief Administrative Officer
Page 2 of 2
REPORT TO COUNTY COUNCIL
FROM:
DATE:
SUBJECT:
Clayton Watters, Manager of Engineering Services
04 December 2003
Encroachment Agreement, Clachan Road
Introduction
At the October 28/ 2003 County Council meeting, Council directed staff to investigate
properties that are encroaching on Clachan Road in the Municipality of West Elgin.
Discussion
In the early 1990's municipal employees for the former County of Kent purchased
property on Clachan Road in order to rebuild the road to present day standards. The
road allowance was widened from 20 meters to 26 meters in the rural sections and in
the urban area a few property owners declined to sell the 3 meter strip to the
municipality.
Staff reviewed engineering drawings and files for Clachan Road to determine if the
existing buildings are encroaching on the municipal right of way. The base information
data used to start the design for the project engineering drawings was obtained from
aerial photography. The aerial photography does not accurately portray information and
a legal survey was required.
In January 1993 and August 1994 an Ontario Land Survey completed a building lot
survey of three properties in the Hamlet of Clachan.
The review indicated that two of the properties encroach on municipal property. The
two properties transferred 3 meters to the County of Elgin for road widening purposes.
The first property has a step and overhanging eaves, the second property has
overhanging eaves encroaching on municipal property.
When the County of Elgin purchases property for road widening purposes we only
purchase.the land. If a building was in the area to be purchased we would not include
any structures (house, barn, tobacco kiln etc) in the land to be purchased.
\\NW-ADM IN\DA T A\DEP ART -1\Engineering\ROADS\Council Reports\2003\Encroachment
Agree Road 7.doc Page 1 of 3
() " ./J .L __I £) 'TÆt0. 20/0 lL
r.t..f£/<J<..-r-O --J I
REPORT TO COUNTY COUNCIL
FROM:
DATE:
SUBJECT:
Clayton Watters, Manager of Engineering Services
04 December 2003
Encroachment Agreement, Clachan Road
The County of Elgin has several options;
Option
1. Do nothing, since both partie;; are aware of a physical building encroaching on
municipal property this option is not recommend.
2. Complete an encroachment agreement, this would legally solve the issue but would
pose other concerns like insurance, hold harmless clause for a building that we
should not have purchased.
3. Sell the encroaching area back to landowner. Re-selling the land to the landowner
would solve the issue but costs would be incurred for the legal surveying 'and
solicitor to register the deed.
4. Simply demolish the step and or porch that is encroaching and erect a new step and
porch on property that is on private property. This would involve a local contractor to
complete this action and would cause an inconvenience to the property owner.
5. Re-sell the 3 meters to the property owner. This would also solve the issue but the
intent of the municipality is to purchase road widening where possible. Since the
road will exist for many decades (longer than the house) it is always wise to
purchase land for future road construction projects.
Some issues that County Council should be made aware of are; if the land is sold to the
individual, what would be the price? The cost that the landowner accepted 10 years
ago, the cost accepted 10 years ago plus inflation or the cost that the County of Elgin is
presently using to purchase for residential in developed areas, an amount directed by
Council.
Other costs that will be associated with this issue are legal surveying (if required), and
the County of Elgin's solicitor will be requested to prepare an encroachment agreement
for the Warden and CAO to execute.
\\NW-ADMIN\DA T A\DEPART -1\Engineering\ROADS\Council Reports\2003\Encroachment
Agree Road 7.doc Page 2 of 3
REPORT TO COUNTY COUNCIL
FROM:
DATE:
SUBJECT:
Clayton Watters, Manager of Engineering Services
04 December 2003
Encroachment Agreement, Clachan Road
If an encroachment agreement is required our insurance provider stated that a hold
harmless clause be included, the County of Elgin be an additional insured on the policy
for the building and also that the insurance policy have a targeted amount of
$5/000/000/ copy of the memo is attached.
Conclusion
Our standard practice for purchasing land for road widening is not to include building(s)
in that transaction.
Staff would suggest in these two instances that land that holds the encroaching
structure portions be sold back to the property owner at the same price the County paid
for it (option 3). Also, all costs associat~d with the transfer be borne by the County.
Recommendation
That staff be directed to complete a legal survey off 21691 and 21683 Clachan Road, in
order that the encroaching land can be transferred to the abutting landowner; and also
That the County of Elgin sell this land to the landowner at the same rate that was
purchased several years ago; and also,
That this information be forwarded to the Municipality of Chatham-Kent.
RESPECTFULL Y SUBMITTED
APPROVED FO
TON
{))~~~
CLAYTON D. WATTERS, MANAGER
ENGINEERING SERVICES
MARK MCDONA
CHIEF ADMINISTRATIVE OFFICER
\\NW-ADM IN\DA TA \DEPART-1 \Engineering\ROADS\Council Reports\2003\Encroachment
Agree Road 7.doc Page 3 of 3
REPORT TO COUNTY COUNCil
FROM:
DATE:
SUBJECT:
PETER DUTCHAK, TECHNICAL SERVICES OFFICER
SEPTEMBER 24, 2003
AUTODESK SOFTWARE PURCHASE
INTRODUCTION
The Engineering Services Department utilizes Autodesk software to assist in
many of the department's duties. The current software suite is outdated and a
new version must be purchased.
DISCUSSION:
Autodesk software assists the Engineering Services Department with their daily
duties to review submitted drawing and to survey, design and draft future projects
completed in-house. The existing software suite is unable to "open" drawings
created with newer software versions, therefore, an updated suite package
needs to be purchased.
The Information Technology Department has received a quotation to supply this
required software suite along with applicable licensing. A quotation from CAD
MicroSolutions Inc. was received in the amount of $7,804.05 (plus taxes).
Support and updates are included in the annual subscription fee of $1 ,209.42.
CAD MicroSolutions Inc. is an authorized Autodesk dealer and have provided a
government price for the software suite at 30% lower than the retail price. This
software suite is only available through an authorized Autodesk dealer and
pricing is fixed by Autodesk Inc., therefore, additional quotations for this software
are not necessary.
CONCLUSION:
CAD MicroSolutions Inc. has provided a price of $7,804.05 (plus taxes) to supply
new Autodesk Civil Series - Networked Software to replace existing outdated
software in the Engineering Services Department. An annual subscription fee of
$1,209.42 has also been recommended by the County's IT department.
AutoCAD Software Purchase.doc
Page 1 of 2
REPORT TO COUNTY COUNCil
FROM:
DATE:
SUBJECT:
PETER DUTCHAK, TECHNICAL SERVICES OFFICER
SEPTEMBER 24, 2003
AUTODESK SOFTWARE PURCHASE
RECOMMENDATION:
THAT Autodesk Civil Series - Networked Software be purchased from
MicroSolutions Inc. at their quoted price of $7,804.05 (plus taxes), and,
THAT annual subscription be also purchased for $1 ,209.42 (plus G.S.T.), and,
THAT funds be allocated from the 2004 Information Technology Budget.
RESPECT FULL Y SUBMITTED
APPROVED FOR SUBMISSION
~
PETER DUTCHAK,
TECHNICAL SERVICES OFFICER
OovJ~~
CLAYTON D. WATTERS, MANAGER
ENGINEERING
MARK MCD
CHIEF ADMINISTRATIVE OFFICER
AutoCAD Software Purchase. doc
Page 2 of 2
REPORT TO COUNTY COUNCIL
PETER DUTCHAK, TECHNICAL SERVICES OFFICER
ENGINEERING SERVICES DEPARTMENT
NOVEMBER 28, 2003
GREENTREE GAS & OIL L TO. - PROPOSED PIPELINE INSTALLATION
AGREEMENT
FROM:
DATE:
SUBJECT:
Introduction
The County has received a request from Greentree Gas & Oil Ltd. to install a 75mm natural gas
pipeline on County Road #104 (Queens Line) in the Municipality of West Elgin.
Discussion
The County of Elgin has entered into agreements with other natural gas pipeline companies to
use county road allowances without issue to date. This proposed pipeline will encroach onto
County road property for approximately 300 metres and include one road bore.
In the past, existing agreements have been re-used and amended as seen fit by staff. Staff has
requested the County's solicitor to review a couple of existing agreements to derive a standard
County agreement to be used for all future projects of this nature. In the meantime, the
County's solicitor has asked staff to utilize an existing agreement with a term of one year so that
a standard agreement can be produced.
Conclusion
The Engineering Services Department has no objection to Greentree Gas & Oil using County
road allowances to facilitate the installation of a proposed pipeline on County Road #104
(Queens Line) in the Municipality of West Elgin. Staff will utilize an existing agreement with a
one-year term until the County's solicitor has had an opportunity to create a standard
agreement to be used for all similar projects in the future.
Recommendation
THAT the Warden and Chief Administrative Officer be authorized and directed to enter into an
agreement with Greentree Gas & Oil Ltd. to utilize County Road #104 (Queens Line) in the
Municipality of West Elgin to install a natural gas pipeline.
TFULL Y SUBMITTED
APPROVED FOR SUBMISSION
ÛDvJ~~
PETE DUTCHAK,
TECHNICAL SERVICES OFFICER
CLAYTON D. WATTERS, MANAGER
EN~RICJ
MARK M~ ,
CHIEF ADMINISTRATIVE OFFICER
REPORT TO COUNTY COUNCIL
FROM: PETER DUTCHAK
TECHNICAL SERVICES OFFICER
DATE: NOVEMBER 25, 2003
SUBJECT: AYLMER PEDESTRIAN CROSSING
Introduction
On February 11!1i 2002, County Council adopted the following pedestrian crossover policy:
1. The installation of pedestrian crossovers will be considered on county roads upon the
request of the local municipal council in which the crossing is to be located.
2. If, in accordance with Ontario Traffic Manual guidelines, the proposed crossover meets
justification criteria, 100% of the capital costs will be borne by the County and 100% of the
operational costs borne by the municipality.
3. If the pròposed crossover does not meet the justification criteria and the municipality
recommends its installation, then 100% of the capital cost and 100% of the operational costs
will be borne by the Municipality.
Discussion
As part of our assumed roads sign updates and in conjunction with the countywide school
crossing review, staff performed pedestrian counts at two locations on John Street, McGregor
Public School and the existing pedestrian crossover. McGregor Public School is located south
of Highway #3 between Harvey and Clearance Streets while the existing crossover is located
north of Highway #3, in front of the Valu-Mart grocery store.
Counts were taken on two separate occasions in response to concerns from Aylmer that the
initial counts would not adequately represent the pedestrian volumes due to the cold weather.
The public school pedestrian counts took place on January 22nd 2003 as well as May 26th 2003,
and taken at the existing crossing on February 24th 2003 as well as May 27th 2003. Please
refer to the chart below for pedestrian count summary at each location.
In accordance with Ontario Traffic Manual (OTM) guidelines, the need for a pedestrian
crossover is based on both Average Annual Daily Traffic (MDT) and pedestrian volumes. The
basic principal of the calculations is that the higher the MDT, the fewer pedestrians are
required for justification. All calculations were based on the highest, most recent MDT value of
7900 for County Road #73 in Aylmer. For this traffic volume, a minimum of 266 pedestrians
must cross the road within an 18-m (60-ft) long zone during the stipulated busiest 8-hour period.
Rttff-lL.l_ÆíJ To {-úíùll¿ rntJ!ílL/é¡
DATE:
SUBJECT:
, REPORT TO COUNTY COUNCIL
FROM: PETER DUTCHAK
TECHNICAL SERVICES OFFICER
NOVEMBER 25, 2003
AYLMER PEDESTRIAN CROSSING
Discussion (continued)
Based on the counts and the justification criteria, a pedestrian crossover is only justified at the
McGregor Public School location. As per the County policy, a pedestrian crossover at McGregor
Public School would have 100% of the capital costs borne by the County and 100% of the
operational costs borne by the municipality. Since the existing crosswalk is not justified due to
low pedestrian volume and the fact that there is a signalized intersection less than 150 meters
south, the existing system could be removed.
A crossing guard is present at the north end of McGregor Public School property for the
morning (8:15 - 9:00 am), lunchtime (11 :30 am - 1 :OOpm) and evening (3:15 - 4:00 pm)
pedestrian cornmutes. Site observation showed that an average of 37% of the total pedestrian
volumes crossed in the morning, only 3% crossed at lunchtime and 50% crossed in the
evening.
Based on the observed traffic and pedestrian patterns, a crossing guard has been and could
continue to be an ideal solution at the public school location due to the fact that they gather
children insubstantial groups before stopping traffic to let the children cross, thus allowing a
reasonably free moving traffic flow. If a mechanical pedestrian crossing system was installed in
the place of a school crossing guard, thé school should educate their students on the safe and
proper use of the system.
Another solution Council may entertain is to install a traffic signal head type pedestrian crossing
system rather than the traditional amber flashing lights. Staff believes that the traffic signal
heads may attract more attention to motorists not very familiar with the traditional crossing
system and therefore be more accustomed to stopping on a red signal and creating a safer
situation for pedestrians.
On request from staff, Devgroup Ltd., an electrical and traffic signal contractor reviewed the
existing pedestrian crossover system and found it capable of being moved and timed in
accordance with the needs of the McGregor Public School location. The cost of relocating and
reconfiguring the timing of the existing system would be approximately $15,000, while the
purchase and installation of a new system would be approximately $30,000. A new traffic
signal head type of system would cost approximately $40,000 to install.
REPORT TO COUNTY COUNCIL
FROM: PETER DUTCHAK
TECHNICAL SERVICES OFFICER
DATE: NOVEMBER 25, 2003
SUBJECT: AYLMER PEDESTRIAN CROSSING
Conclusion
That due to the traffic and pedestrian volumes on John Street (County Road #73) in Aylmer, the
study area at the existing crossover does not meet the policy requirements, while the study area
at McGregor Public School does meet the policy requirements. Therefore, since the existing
location is not warranted, the pedestrian crossing should be removed and relocated to
McGregor Public School and timed according to traffic and pedestrian patterns, for an estimated
cost of $15,000.
Recommendation
THAT the existing crossover on John Street in Aylmer, be relocated to John Street at McGregor
Public School for an estimated cost of $15,000.00; and,
THAT these funds be allocated from the 2004 Capital Budget.
CTFULL Y SUBMITTED
APPROVED FOR SUBMISSION
{]0JJ~
PE R DUTCHAK,
TECHNICAL SERVICES OFFICER
CLAYTON D. WATTERS, MANAGER
ENGINEERING SE S
MARK MCDO
CHIEF ADMINISTRATIVE OFFICER
REPORT TO COUNTY COUNCIL
FROM:
Helen L. Notte, General Manager, Long-Term Care
DATE:
November 28, 2003
SUBJECT: Accreditation Standards - An Update
INTRODUCTION:
On October 29, 2002, County Council approved that the Director of Homes and
Seniors Services be authorized to:
"apply for membership and standards documents only, from the
Canadian Council on Health Services Accreditation, at an upset limit
of $1 ,382.00 to be allocated from the 2002 approved Homes operating
budget."
This approval was to facilitate the work of the Policy and Procedure Task Force.
The purchase was not able to be processed at that time as the Accreditation
Council were discussing its' pricing strategy. After several months, we have
been advised that the rules have changed. This report provides updated
information for Council and seeks approval before further action can be taken.
DISCUSSION:
The long-term care accreditation standards are no longer available for purchase
unless the requesting facility applies to the accreditation program. For this
reason, the General Manager has not been able to proceed with the purchase of
the accreditation standards. The application fee for our three homes totals
$1800.00. Yearly thereafter, total fees are based on a percentage of the homes'
operating budget. Subsequent fees, in total, are expected to be at least
$1800.00.
Facility membership in the Canadian Council of Accreditation triggers entitlement
for the facility(s) to receive copies of the Program Standards. In the homes'
case, the relevant standards are for long-term care. Membership also sets the
stage for the state of accreditation readiness and the survey. The time from
readiness to survey is two (2) years at minimum.
The Policy and Procedure Task Force has completed its work. The revised
policies are in the final review stage by the General Manager and the Homes'
management team before the policies are released to the staff. The
accreditation standards would still be an important reference tool at this stage.
Staff recommend the purchase of a membership application for our three (3)
homes, at a total entry level cost of $1800.00, the costs of which would be
allocated from the 2004 homes' operating budget. Council approval is required
before further steps can be taken.
CONCLUSION:
Whereas Council had earlier given direction to the then Director of Homes and
Seniors Services to purchase accreditation standards only, the rules from the
Canadian Council on Health Services Accreditation have changed. Purchase of
standards, only, is no longer possible. A membership application to the
Accreditation Council triggers the facility's receipt of the relevant standards and
sets the facility up in the accreditation readiness phase in preparation for an
actual survey.
Membership application costs $1800.00 in total for our three (3) homes.
Thereafter, annual fees, in total, are expected to mirror closely to the original
$1800.00. Subsequent years' requests for fees approvals would be brought
forward during budget discussions at County Council.
Staff recommend the purchase of a membership application at this time and asks
Council's approval of same.
RECOMMENDATIONS:
THAT the November 28, 2003 report, 'Accreditation Standards - An Update,' be
approved as presented.
THAT a membership application to the Canadian Council on Health Services
Acçreditation for Bobier Villa, Elgin Manor and Terrace Lodge be submitted at a
total upset limit of $1800.00 and the costs allocated from the Homes' 2004
operating budget.
THAT annual membership fees to the Canadian Council on Health Services
Accreditation forthe Homes for the Aged beyond December 31,2003 be
presented in each subsequent year as part of the Homes annual budget
deliberations.
ission
Helen L. Notte
General Manager
Long-Term Care
Mark Id
Chief Administrative Officer
REPORT TO COUNTY COUNCIL
FROM:
Helen L. Notte, General Manager, Long-Term Care
DATE:
November 28, 2003
SUBJECT: Replacement of Hot Water Heater at Bobier Villa
INTRODUCTION:
One (1) of the two (2) hot water heaters malfunctioned at Bobier Villa. This was
deemed to be an emergency situation and a new unit has been installed. In
accordance with the Purchasing Policy, this report is presented for Council's
information.
DISCUSSION:
The Villa has two (2) hot water tanks. One (1) malfunctioned and was not
possible to repair despite attempts to do so. Written quotes were obtained
quickly from three (3) companies.
Comcany Price/Comments
Wallis Plumbing and Heating $5,987.50
Price includes heater, material and labour;
GST extra
Curney Mechanical Ltd. $7,400.00
Price includes supply and installation;
Electrical not included; GST extra
Barrett Mechanical $7,500.00
Price includes heater, and installation
GST extra
Based on the urgent need to replace the hot water heater, work proceeded. The
General Manager authorized the emergency purchase and Wallis Plumbing and
Heating completed the work.
CONCLUSION:
One (1) of the two (2) hot water heaters at Bobier Villa was beyond repair.
Written quotes were obtained from three (3) contractors. The unit has been
installed by the lowest bidder, Wallis Plumbing and Heating. Costs are allocated
to the Villa's 2003 maintenance envelope. This emergency purchase is reported
for Council's information in accordance with the Purchasing Policy.
REPORT TO COUNTY COUNCIL
FROM: Helen L: Notte, General Manager, Long-Term Care
DATE: December 3, 2003
SUBJECT: 2003 Holiday Gift for Residents of Homes
INTRODUCTION:
Last year, at its November 26, 2003 meeting, Council approved:
"That the hairdressing and barber charges to residents be waived for
the month of December 2002 as a Holiday Gift from County Council to
all residents at Bobier Villa, Elgin Manor and Terrace Lodge."
Since the tribute was well received by residents last year, the same request is brought forward
this season for Council's consideration.
DISCUSSION:
Last year, charges to residents for wash/sets and/or wash/cuts provided by our hairdressers or
barber were waived for the month of December as County Council's Holiday tribute to residents.
At the regular cost of $8.00 or $9.00 per person, and on the assumption that these services are
provided once per week in December to each of our 247 residents, the maximum lost
opportunity for revenue generation would be $10,000.
Council's Tribute was well received in 2002 by residents and, for this reason, staff recommend
that Council provide the same Tribute for this 2003 Holiday Season.
RECOMMENDA nONS:
THAT the December 3,2003 report, '2003 Holiday Gift for Residents of Homes', be approved.
THAT the hairdressing and barber charges be waived for the month of December 2003 as a
Holiday Gift from County Council to all residents at Bobier Villa, Elgin Manor and Terrace
Lodge.
APPRO~ORE:J
MARK~
CHIEF ADMINISTRATIVE OFFICER
1
REPORT TO COUNTY COUNCIL
FROM: Helen L. Notte, General Manager, Long-Term Care
DATE: December 3, 2003
SUBJECT: Christmas Dinner for Homes' Staff
INTRODUCTION:
In accordance with the Staff Recognition Task Force recommendation and at Council's direction
of April 22, 2003, staff who are working at the Homes on Christmas Day will be provided with a
turkey dinner at no charge. This is for Council's information.
DISCUSSION:
The Staff Recognition Task Force recommended that consideration be given to staff who
normally enjoyed family time on special holidays (Easter, Thanksgiving and Christmas) but were
required to work. The recommended consideration was a meal.
One hU(1dred and fifty (150) staff are scheduled to work all shifts on Christmas Day. A full
turkey dinner, dessert included, costs approximately $3.25, labour excluded. The total raw food
costs for this Holiday meal is less than $500.00.
Staff meal arrangements were handled somewhat inconsistently throughout the Homes for the
Thanksgiving meal. Planning is underway to ensure that this is not a missed opportunity on
Christmas Day.
This is for Councils' information.
RECOMMENDA TlONS:
THAT the December 3, 2003 report, , Christmas Dinner for Homes' Staff, be approved, and filed
as information.
RESPECTFULLY SUBMITTED
~~;/!~
HELEN L. NOTTE
GENERAL MANAGER
MARK MC D
CHIEF ADMINISTRATIVE OFFICER
1
~-
()
REPORT TO COUNTY COUNCil
FROM:
Harley J. Underhill, Director of Human Resources
DATE:
09 October 2003
SUBJECT: Amendments to Policy 5.60 Short-Term Disability
INTRODUCTION
With the privacy legislation changes, third party claims adjudication and
questions about topping up sick leave when an individual is in receipt of only
sixty six and two thirds pay we found it necessary to review policy 5.60 to ensure
it meets the needs of the employees and the County.
DISCUSSION:
The employees of the County of Elgin need to be assured that their confidential
medical information is in the hands of those individuals that are qualified to make
decisions on their ability to perform their duties. The third party firms that
adjudicate claims have that ability and provide additional services to our
employees in assisting them in their return to work.
Topping up the short term payment to 100% was run by our Labour Lawyer. He
cautioned us to allow only those employees with greater than two weeks vacation
the opportunity to top up so as not to contravene the employment standards act.
CONCLUSION:
With consideration given to legal, legislative, good business practice and
employee relations we have amended policy 5.60 in sections E and H. as
attached for your consideration. Section E now provides for an employee to top
up their pay when receiving 66 2/3 from vacation credits in excess of two weeks.
Section H ensures that the privacy of medical information is maintained and the
appropriate professionals are dealing with the absence.
RECOMMENDATION:
THAT Human Resources Policy 5.60 (Short-Term Disability) be approved as
amended.
Respectfully Submitted
Approved for Submission
Harley . Underhill
Direc r of Human Resources
Mark G.
Chief Administrative Officer
DRAFT
County of Elgin
Section: 5
Human Resources Policy Manual
Subject: Short-Term Disability
Policy Number: 5.60
Code - NUlFT/CT
Date Approved: April 25/00
Page 1 of 3
SHORT-TERM DISABILITY
Date Last Revision:
A. Each non-union employee, upon completion of three months continuous service with the
County, shall be eligible for the new short-term disability benefit.
Employees that begin their service with the County of Elgin, as contract employees, will be
eligible for short-term benefits when they attain regular employment, subject to section 1.20 (d)
ii.
B. Benefits as outlined below (C.) will commence on the first day of disability due to a non-
occupational accident or sickness and will be payable at current rates for up to 75 days in
any calendar year.
C. Insured Days
Length of Service 66 2/3 of
(At December 31st) Full Salary Salary
3 months but less than 1 year 5 70
1 year but less than 2 years 10 65
2 years but less than 3 years 15 60
3 years but less than 4 years 20 55
4 years but less than 5 years 25 50
5 years but less than 6 years 30 45
6 years but less than 7 years 35 40
7 years but less than 8 years 45 30
8 years but less than 9 years 55 20
9 years but less than 10 years 65 10
Over 10 years 75 0
Where an employee completes his/her three (3) months of continuous service and is unable
to be credited with insured days as indicated in the table, full or 66 2/3 insured days shall be
calculated on a prorated basis for the current year by taking the number of days from the
completion of the probation period to December 31st of that year over 365 and multiplied by
5 and 70 respectively. Credits will be in multiples of one-quarter days
ego Employee starts March 15 and completes probation period June 14. Calculation - June 15
to December 31 = 200 days
County of Elgin
DRAFT
Section: 5
Human Resources Policy Manual
Subject: Short-Term Disability
Policy Number: 5.60
Code - NUlFTlCT Date Approved: Sept. 11/91
Page 2 of 3 Date Last Revision: April 25/00
C. 200 x 5 = 2.73 or 2 3/4 days at full pay
365
200 x 70 = 38.36 or 381/4 days at 66 2/3's pay
365
D. Full salary days will automatically be reinstated at January 1st of each year, based on the
length of service at that time, whether off sick at the time or working.
E.
(a)
These days may not be used to top up Workplace Safety and Insurance Board
benefits.
(b) Employees with greater than two weeks of vacation entitlement may, at
their written request, use the vacation credits in excess of two weeks to
top up their payment of 66 2/3.
F. An employee absent on a Statutory Holiday while on Short Term Disability, will have that day
charged against their insured days.
G. Any days to the credit of the employee contain no cash value, on termination of employment,
by reason of retirement or otherwise.
H.
(b)
(a)
After an employee has had three (3) periods of sick leave of three (3) days or
less within a calendar year, the Employer may refuse to pay for the fourth or
subsequent period of sick leave, notwithstanding that the employee has
accumulated sick leave to his/her credit. It is understood that this provision is
an endeavour to eliminate abuses of sick leave and is in addition to any other
disciplinary action which the Employer may deem fit to invoke.
In order to protect the privacy of all employees and provide a fair and
consistent method of managing all claims, where sick leave absence has
or will be in excess of three consecutive days the following will apply:
1. The supervisor shall notify the Human Resources Assistant.
2. The Human Resources Assistant shall, by registered mail, forward the
forms to the employee to be sent directly to the third party firm
selected by the employer.
3. The third party firm shall work closely with the employee, attending
physician and the employer to have a successful return to work.
4. Employees shall be responsible for all medically required
documentation.
DRAFT
County of Elgin
Section: 5
Human Resources Policy Manual
Subject: Short-Term Disability
Policy Number: 5.60
Code - NUlFT/CT
Date Approved: Sept. 11191
Page 3 of 3
Date Last Revision: April 25/00
I. An employee who is absent from employment due to pregnancy related illness or childbirth is
not eligible for Sick Leave Pay during:
(a) the period commencing ten (10) weeks prior to the calendar week of the
expected date of delivery and ending with the sixth (6th) week after the
calendar week at which the actual delivery takes place or;
(b) any maternity leave of absence mutually agreed to by you and the Employer or;
(c) any period of time for which you are eligible to receive maternity benefits as provided
by the Employment Insurance Act.
J. Short-term disability benefits, which begin to be paid prior to age 65, will continue until the
employee has received a total of at least fifteen (15) weeks of benefits or has exhausted
accumulated paid sick leave or, until the employee is no longer disabled or the employee
retires, whichever comes first.
Special Circumstance: Example
An employee has returned to work following a lengthy illness. All seventy-five (75) sick days were
exhausted. Perhaps the employee was even on long term disability.
In the unlikely event that this employee becomes ill again:
a) If the medical documentation indicates that the illness is a recurrence of the original condition,
every effort will be made with the long-term disability insurance carrier to have the long-term
disability claim re-established.
b) If the medical documentation clearly indicates that the reason for the absence is totally unrelated to
the condition that previously caused the employee to be absent, the employee will have the short
term disability plan restarted: i.e. 75 days, but @ 66 2/3 of salary.
REPORT TO COUNTY COUNCIL
FROM:
Harley J. Underhill, Director of Human Resources
Linda Veger, Director of Finance
01 December 2003
DATE:
SUBJECT: 2004 Omers Contribution Rates
INTRODUCTION
As Council is aware the contributions to the Omers pension plan began in 2003
after a long contribution holiday for staff and the County. The contribution rate for
2003 was introduced at 2.1 % on earnings below $39,900 and 2.6% on earnings
above $39,900.
DISCUSSION:
When the contributions started up in January of 2003 we also were made aware
that the contribution rate would be increasing on a gradual basis in order to
support the pension plan. The Omers actuarial group made recommendations to
the Provincial Government for contribution rate increases that are needed to
address poor returns from the investment market over the past three years in
order to sustain the Plan.
CONCLUSION:
The Provincial Government recently approved the following rates for the first full
pay period in January 2004; 6% on earning up to the YMPE(Yearly Maximum
Pensionable Earnings) $39,900 in 2003 and 8.8% on earnings over the YMPE.
The approximate increase to the County of Elgin will be in excess of $350,000 or
approximately a 2.2% increase to the 2004 budget.
RECOMMENDATION:
For Councils Information.
Respectfully Submitted
Approved for Submission
~~r~~
Director of Finance
Mark G. c onald
Chief Administrative Officer
REPORT TO COUNTY COUNCIL
FROM:
Harley Underhill, Director of Human Resources
Tanya Tilton-Reid, Human Resources Co-ordinator
DATE:
November 28,2003
SUBJECT: NHL Alumni Benefit Hockey Game
INTRODUCTION:
Elgin Manor has been asked to support the 5th Annual NHL Alumni vs.
St. Thomas Law Enforcement All-stars hockey game to be played at the
Elgin Memorial Community Centre on Saturday, January 31, 2004. The request
is brought forward to Council for consideration as a County-supported event.
DISCUSSION:
The All-star hockey game supports the Law Enforcement Torch Run for Special
Olympics. Special Olympics enables local athletes with mental disabilities to
compete in a variety of sports. The information package is available in
Administrative Services. A wide range of support options are available ranging
from an upset limit of $1800.00 through to ticket purchases.
Staff recommend that the County consider support totalling $100.00, in exchange
for which, a business card sized advertisement with the County Crest would be
included in the program brochure. In addition, the County would receive four (4)
tickets to the game. Staff recommend that the tickets be auctioned off and the
proceeds set aside for the 2004 United Way Staff Campaign.
CONCLUSION:
The 5th Annual NHL Alumni vs. St. Thomas Law Enforcement All-star hockey
game organizers have asked Elgin Manor to consider some form of support.
Staff recommend that Council may wish to support this event and, by so doing,
contribute to the opportunity for a local mentally challenged athlete to participate
in sport activities.
Sponsorship of $1 00.00 from the Mill-rate stabilization fund is recommended.
RECOMMENDATIONS:
THAT the November 28,2003 report, 'NHL Alumni Benefit Hockey Game', be
approved and the $100.00 sponsorship be allocated from the Mill-rate
Stabilization Fund.
THAT the results of the ticket auction be reported back to Council as part of the
2004 United Way wrap-up report by staff.
Mark Mc 0
Chief Administrative Officer
,/ÞÆJp
Tanya Tilton-Reid
Human Resources Co-ordinator
REPORT TO COUNTY COUNCil
FROM:
Harley Underhill, Director of Human Resources
DATE:
24 November 2003
SUBJECT: Warden and Councillor's Remuneration
INTRODUCTION
It is once again time to follow up on County Council's approved recommendation
for an automatic increase based on the provincial rate of inflation as determined
in September each year.
DISCUSSION/CONCLUSION:
The statistics have just come down and the provincial rate of inflation for
'cS'eptember is 2.2%. Therefore, as has been previously approved, the
remuneration for the Warden and Councillor's for 2004 is to be adjusted by 2.2%
an approximate cost of $3,500.
RECOMMENDATION:
THAT, in keeping with established policy the report entitled "Warden and
Councillor's Remuneration" be received and filed.
Respectfully Submitted
. /l
/)/1 '
/ {¡ ,
¡ /, ;,
VI"
Harley
Director
Approved fo
. sion
REPORT TO COUNTY COUNCIL
FROM: Harley Underhill, Director of Human Resources
Tanya Tilton-Reid, Human Resources Co-ordinator
DATE: December 9,2003
SUBJECT: Excess Indemnity Insurance, Occupational Accident Insurance
INTRODUCTION:
The County's Excess Indemnity policy, insured by Employers Reinsurance Corporation as well as
the County's Occupational Accident insurance, carried by Chubb Insurance Company of Canada,
is due for renewal at 12:01 a.m. on January 1, 2004.
DISCUSSION:
The quotation received December 8, 2003 from Employers Reinsurance Corporation is attached
for your review. Increases to the premium costs are 61% for the County grouping and 50% for the
Homes grouping. A comparison of the premium costs from 2003 and the quoted costs for 2004
are outlined below.
$15,000,000 Limit
2003 - $250,000 Retention 2004 - $300,000 Retention
County $3,000 $4,922
Homes $17,720 . $35,610
An explanation of the rate increases as provided by the County's benefit consultants, Heath
Lambert, has been attached for your review.
It is anticipated that no premium rate increases will be seen for the Occupational Accident
insurance policy. The premium costs for this coverage in 2003 was $4,777.00.
CONCLUSION:
Excess Indemnity coverage as well as Occupational Accident coverage for the County for 2004
must be secured.
RECOMMENDATION:
THAT Council approve this report as presented.
7
:p~"bm"J
M~
Chief Administrative Officer
ill "
Human Resources
~Æ~
Tanya Tilton-Reid
Human Resources Co-ordinator
8
-.,
(Q) Heath Lambert Benefits Consulting Inc.
December 6, 2003
305, 191 the West Mall
Toronto, ON M9C 5K8
The Corporation of the County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5Vl
Attention: Harley J. Underhill
Director of Human Resources
Telephone: 416-620-0779
Toll Free: 1-877-432-8486
Fax: 416-620-9416
WWW.heath.ca
Dear Harley,
Writer's Direct Dial Number: (416) 620-1993, en. 226
Writer's e-mail Address:d.tinnnins@heath.ca
Excess Indemnity: 2004
Thank you for your Application to Renew your Excess Indemnity coverage for 2004. It was submitted
to Parapet Underwriters Inc., acting on behalf of Employers Reinsurance Corporation.
We have received quotations for renewal of your coverage. The insurer has increased its minimum re-
tention ITom $250,000 to $300,000 per accident, reflecting the effect of inflation since 1995. Further, although
we had anticipated premium increases between 10% and 30%, many have come in at or above 50%. I will en-
close an explanation of the increases, prepared by Pierre Grégoire, President of Parapet.
Based on your application, and your projection of assessable eamings @ $10,316,000, and supple-
mented by Claim Costs Summary Reports obtained ITom the WSIB, fOllowing are the Parapet/ERC quotations
for coverage during 2004.
$15,000,000 Limit
$300,000 $350,000
Retention Retention
County $ 4922 $ 3771
Homes $35 610 $27 285
Again, we are not pleased that our clients face significant increases. However, we are forced to recog-
nize, and to accept, some of the factors that continue to influence the cost of insurance. We understand that, in
North America, the cost ofD&O Liability insurance ill 2003 is about 8.7 times the cost only three years earlier.
Heath Lambert will continue the practice, in1roduced in 2003, of reducing its broker's cOmmission by
50%. The premiums shown above will be discounted by 4~%.
Because the retention per accident has been increased to a minimum of $300,000, we assume that you
will wish to increase your Occupational Accident insurance (Chubb) to the same level. The premium will in-
crease pro rata. (We anticipate no change in the rates for this insurance.) We will make the same assumption should you
elect to increase the retention to $350,000. If that assumption is incorrect, please infonn us promptly.
Please provide your instructions as early as possible and, certainly, well before the end of the month. It
will be very helpful, and appreciated very much, if they are received not later than December 19th.
As before, we continue to seek alternate insurers for the future. Unfortunately, at this time there con-
tinues to be very little appetite for this type of coverage.
We appreciate your continued confidence in Heath Lambert.
Cordially,
d)~-
,
,
VANCOUVER
Donald G. (Don) Timmins,
Senior Consultant.
Heath lambert Benefits Consulting Inc.
CALGARY
WINNIPEG
TORONTO
OTTAWA
9
.... !:E~R~t
88 Weber Street West
Kitchener, ON N2H 3Z5
Tel: (519) 772-1977
Fax: (519) 772-1979
E-mail: insure@parapet.ca
www.varapet.ca
2004 Premium Rate Increase
December 5, 2003
In May 2003, Business Insurance reported that the workers' compensation insurance
industry was still hurting because of investment returns, medical inflation and the need to
fund future terrorist acts. TIùs is even more so in Canada where rates went down every
year since 1996, while in the last 18 months we witnessed a steep upturn in claims
frequency and severity. Private workers' compensation insurers are not alone in this
difficult situation: in 2002, the Ontario Workplace Safety and Insurance Board lost
$1.784 billion on revenue of $2.243 billion and this large loss followed a 2001 loss of
$842 million on revenue of$2.612 billion.
Our 2004 rates are a reflection of the above factors as detennined by our insurer's
actuaries who now believe that the rates set for 2003 were not sufficient to support the
claims activity. The rates have been adjusted to bring the excess workers' Compensation
line to a profitable level. Likewise, minimum retentions have been raised to reflect the
effect of inflation since 1995 when Employers Reinsurance Corporation (ERC) first started
to write this business in Canada through Parapet.
ERC has been in excess workers' compensation for 100 years.
XSCOMP Underwriting/2004 Premium Rate Increase.z
1 0
REPORT TO COUNTY COUNCIL
FROM:
Linda B. Veger, Director of Financial Services
DATE:
October 16, 2003
SUBJECT: WSIB: New Accounts Receivable System
INTRODUCTION:
The Workplace Safely and Insurance Board will be implementing a new accounts
receivable system starting November 1, 2003.
DISCUSSION:
Benefit payments made to, or on behalf of, injured employees will be processed
daily and will be summed up each Friday. On Monday invoices will be prepared
and mailed to employers. From that day, "day one", daily interest @ prime plus
2% will be calculated. Daily interest charges will accrue several days before the
invoice is received and will continue to accrue until payment is received.
WSIB holds a County working capital deposit in the amount of $62,650 that earns
interest @ prime less 2%. This deposit will be credited to the County account and
may have invoices charged against it until the deposit is depleted.
CONCLUSION:
In order to avoid interest charges, it may be prudent to leave a certain amount of
this deposit in the account in order to avoid daily interest charges. Payments to
WSIB may exceed $300,000 in 2003.
RECOMMENDATION:
THAT, once the new WSIB accounts receivable is implemented, staff determine
a reasonable deposit to be retained by WSIB in order to avoid interest charges.
Respectfully Submitted
~~..J~J
Linda B. Veger
Director of Financial Services
~~~:'J
-
Chief Administrative Officer
- - ---- --
--- -- ----
REPORT TO COUNTY COUNCIL
FROM:
Linda B. Veger, Director of Financial Services
DATE:
November 5, 2003
SUBJECT: Surplus Funds, Bobier Villa
INTRODUCTION:
At the time Bobier Villa was constructed, additional funds were released by the Province under a
file entitled Bobier Supportive Housing. Significant dollars were expended within Bobier in areas
that fit the criteria set out by the Province. However, at the completion of construction a surplus
of these dollars remained.
DISCUSSION:
Staff has contacted the Province several times about this issue. The Province responded that
they consider this file accounted for, and reconciled to the fiscal year 2001/2002. Therefore,
surplus funds remain in the amount of $147,659 that can be directed towards Homes projects.
Senior staff at all three Homes will be canvassed for suggestions.
CONCLUSION:
During the construction of Bobier Villa, the Province directed funds to be allocated to areas
fitting a certain criteria. A surplus remains. Senior staff will review the needs within the Homes
and make suggestions for Council's consideration.
RECOMMENDATION:
THAT the surplus of $147,659, remaining from the construction of Bobier Villa, be set aside in a
reserve account; and,
THAT staff prepare a report with recommendations on the use of these funds for Council's
consideration.
Respectfully Submitted
L~~
Director of Financial Services
~'d~'¡J
Mark ~
Chief Administrative Officer
REPORT TO COUNTY COUNCIL
FROM: Dianne Palmer, Library Coordinator
Cathy Bishop, Manager of Library Services
DATE: 17 November 2003
SUBJECT: Revised Library Fine and Replacement Cost Policy
INTRODUCTION
The Elgin County Library has for many years been charging a lower rate for overdue
library materials than the amount charged by other library systems. With the migration to
a new library database taking place early in the new year, library staff decided that an
appropriate time to introduce a new overdue policy would be when the branches begin
using the new system for circulatio/J.
DISCUSSION
The following chart shows the current rate for overdue and lost materials and the
proposed rate which, with Council's approval, will be put into effect in 2004.
Changes are in bold 1Ype.
Daily Fines
Current (per davl New (per davl
Print material $0.05 $0.10
Videos $1.00 $1.00
Music CD's $0.50 $0.50
CD-ROM's $0.50 $1.00
Audiobooks $0.05 $0.50
Maximum Fines .
Current New
Adult & Juvenile hardcover $6.00 $7.00
Paperbacks $4.00 $5.00
Magazines $2.00 $3.00
Videos $10.00 $10.00
CD-ROM's $6.00 $10.00
Music CD's $6.00 $7.00
AudioBooks $6.00 $7.00
Lost or Damaged Materials
Current New
Hardcover Materials $27.00 $30.00
Paperbacks $7.00 $10.00
Cassettes (including $12.00 $12.00
iuvenile book & cassette)
2
Lost or Damaged Materials
Current New
Audiobooks Actual cost plus $5.00 for Actual cost pluS $5.00 for
processing or $27.00 if processing or $35.00 if
actual cost not recorded actual cost not recorded
Videos: Juvenile $20.00 $20.00
Videos: Adult Actual cost plus $5.00 for Actual cost plus $5.00 for
Processing or $20.00 if processing or $25.00 if
actual cost not recorded actual cost not recorded
Music CD's $20.00 $20.00
CD-ROM's Actual cost plus $5.00 for Actual cost plus $5.00 for
jJrocessir¡g jJrocessil19
Magazines $3.00 $5.00
CONCLUSION
Staff recommends that, with Council's approval, the change to the new fine structure
take place in 2004, concurrent wit~ the installation of the new circulation system.
RECOMMENDATION
That County Council approve the revised fine and replacement cost policy, and
That By-law No. 02-34 be amended, and
That County Council approve that the new policy take place in 2004 concurrent with the
introduction of the new circulation system.
LJ2"bm~d
Dianne Palmer
Library Coordinator
~S"bm;";)
IVlarK Id------
Chief Administrative Officer
~c4 .
Cathy B' op ~
Manager of Library Services
REPORT TO COUNTY COUNCIL
FROM: Brian Masschaele, Archivist
Cathy Bishop, Manager of Library Services
DATE: 3 November 2003
SUBJECT: Archives' Annual Report
INTRODUCTION
The Elgin County Archives opened to the public in November 2002. This report provides an
overview of the Archives' activities and operations during its first year, with statistics beginning
as of January 1 st, 2003.
DISCUSSION:
The mandate of the Elgin County Archives is established through By-law No. 01-21. This by-
law govems the Archives' operations with respect to acquisition, preservation and public
access. The Archives has a full-time staff of two comprised of the Archivist and Archivist
Assistant plus a summer student position. There were also two grant-funded contact positions
during the past year. The Archivist is pleased to report the following activities and statistics
over the past year:
Usage (for the periOd January 1s', 2003 to October 31st, 2003)
}> Patron Visits: 228. This figure represents the number of individuals who formally
registered to use the Archives. The average user session was approximately three hours.
Well Over half of users came between the months of June and August. The following is a
breakdown of the origin of these visitors:
St. Thomas - 82; Elgin County - 74; Ontario - 48; United States -19; Other Provinces _ 3;
Japan - 2.
}> Telephone I Letter I Electronic Mail Inquiries: 1200. The Archives periodically tracked
the number of weekly telephone calls, letters and/or electronic mail messages it received
inquiring about the Archives' collections (i.e. non-administrative inquiries). Many of these
were answered by Archives' staff without requiring a patron visit. On average, the
Archives handled 30 research inquiries per week, leading to the figure of approximately
1200 inquiries for the year to date.
}> Research Topics: Genealogy was by far the largest use at approximately 80 per cent of
all patrons. Other topics of research included: dating buildings / houses, property
ownership, St. Thomas Psychiatric Hospital environmental assessment, prohibition, Alma
College, County Councillors; zoning / planning research; Bank of Elgin; military history;
railway history.
Municipal Transfers
The Archives continues to work on the protection and transfer of records from local
municipalities, particularly those that existed prior to amalgamation in 1998. This is a very
time-consuming process but significant progress was at least made over the past year. The
following is a summary of activity in this regard:
>- West Elgin: The transfer of records of the former Villages of Rodney and West lome as
well as the Township of Aldborough has now been completed. Records were sorted on-
site at both Rodney and West Lome. Permanent records were then transferred with
recommendations made to West Elgin staff on the retention of any remaining material.
West Elgin Council subsequently passed a by-law to designate the Archives as "the
archivist" under the terms of the new Municipal Act. West Lome's records were
subsequently microfilmed Upon transfer as the village had not done this previously;
>- Bayham: Staff have begun the process of inventorying records of the former Villages of
Vienna and Port Burwell as well as the Township of Bayham. Transfers are likely to OCcur
in 2004;
>- Southwold: Township Council has endorsed the transfer of its records to the Archives with
work slated to take place in SUmmer 2004;
>- University of Westem Ontario: The Archives repatriated a number of records from several
municipalities in the County during the past year, especially early tax assessment rolls.
These are now integrated into the Archives' collection.
All municipalities in the County have at least been visited and a letter has been sent to each
Clerk providing them with an overview of the Archives' proposed plans.
Private Acquisitions
The following are highlights of the numerous acquisitions made by the Archives over the past
year, joining the existing collection that was previously under the management of the Elgin
County Library:
>- Women's Institute Tweedsmuir Histories and records for the following branches:
Wallacetown, West Elgin, lona Station, lyons, Bayham/Richmond, Dutton, East Elgin,
Springfield;
>- Masonic Lodge records, Sf. Thomas, 1844 _ present;
>- IOOF Lodge records, Rodney, 1899-1988
>- Elgin Historical Society Collection, ca. 1850 -1950;
>- City I County Directories, ca. 1900 _ 1990;
>- London & Port Stanley Railway records, 1905-1955;
>- Alma College records (including Alumnae Association records), 1877 _ ca. 1994;
>- No.4 Bombing & Gunnery School (Fingal) records, 1940-1945;
>- RCAF Technical Training School, Sf. Thomas, records, 1939-1945;
>- Port Burwell I Port Bruce postcard negative collection, ca. 1930-1950;
>- Sf. Thomas Cable I George Thorman local history videos, ca. 1975 -1995;
>- Sf. Thomas Times-Joumal (hardcopies), 1880"1950.
2
Microfilm Collection
The Archives transferred approximately 1500 rolls of microfilm from the St. Thomas Public
Library in the past year. These films were originally deposited by the Elgin County Library.
The collection is now under the management of the Archives and is receiving extensive use.
It is largely comprised of local municipal records, census returns, local newspapers and land
records.
Records Management
An important COmponent of the Archives' mandate is to preside over active records
management within all County departments. The Archivist is responsible for maintenance of
the County's records retention by-law and ensuring that all schedules are enforced. The
Archives also provides assistance on information management practices under the terms of
provincial legislation, including the Municipal Act and the Municipal Freedom of Information
and Protection of Privacy Act. The following are highlights of the Archives' activities with
respect to records management over the past year:
» The Archives presided Over the creation of a master records retention schedule for all
County departments. The previous records retention schedule was approved in 1989 and
has not been updated since that time. The new schedule incorporates new functions such
as Provincial Offences, Ambulance Services and Emergency Planning. The schedule has
been approved by the Municipal Auditor according to the terms of the Municipal Act and
will be submitted to County Council for approval by by-law in early 2004;
» Records destruction: The Archives presided over the secure shredding of County
documents no longer needed for operational purposes;
» Electronic Document Management: The Archives is providing guidance in the
implementation of electronic document management software within the Corporation. This
includes establishing a filing protocol for the software and indexing terms. When fully
implemented, this software will enable efficient retrieval of County documents in electronic
form and wiJ/ play an important role in the County's contribution to initiatives such as Elgin
Connects and the development of the County website.
Special Projects and Outreach
The Archives has engaged in the following special projects during the past year:
» "Yesterday and Today" feature in the St. Thomas Times-Journal _ This involves the daily
PUblication of a photograph from the Scott Studio Collection. The public is enCOuraged to
contact the Archives with further information about the photo or to request a copy. The
Archives also receives a copy print of the photograph;
» Talbot BiCentennial Celebrations - The Archives has been a major partner in these
celebrations, handling duties pertaining to planning and communication of events and
providing copies of records for display and publication;
» Website - The Archives launched its website at www.elqin.ca. The site was produced as
a result of a grant received from the Canadian Council of Archives and contains
information about the program as well as virtual exhibit containing over three hundred
photographs from the Scott Studio Collection;
» County of Middlesex - The Warden and Archivist welcomed a delegation to discuss the
development of the Archives and details in its operation;
3
Special Projects and Outreach (continued)
~ St. Thomas Kiwanis Club Memory Quilt - The Archives provided photographs for the
creation of this quilt, a fundraising project for the club;
~ Vienna Sesquicentennial Celebrations - The Archives assisted volunteers in the
compilation of a book entitled "Vienna - Historical Highlights from 1853 to 2003" as well as
providing materials for a display during celebrations in May 2003;
~ Wallacetown Fair - The theme of this year's fair was "Elgin's Past." The Archives
provided close to a hundred photographs for display;
~ John Kenneth Galbraith Monument - The Archives provided Photographs of the Galbraith
family for a display at a ceremony to dedicate a monument in his honour. Photographs
were also provided for an upcoming CBC documentary on Dr. Galbraith as part of the "Life
& Times" series;
~ St. Thomas Times-Joumal newspaper project - The Archives partnered with members of
the Ontario Genealogical Society to inventory and cull duplicates of the newspaper from
approximately 1880 to 1989;
~ Alma Comerstone - The Archives provided safe haven to the contents of the Alma
College comerstone after the stone was damaged. This generated considerable media
coverage, including Rogers Cable and the London Free Press;
~ New PL Television - News pertaining to the Archives appeared three times on the six
o'clock and eleven o'clock broadcasts during the past year. These pertained to: the
Archives' grand opening; collections on the 4th floor of the Elgin County Administration
Building and the Times-Journal newspaper project;
~ Rogers Cable Television - The Archives has partnered with Rogers to re-format a series
of local history broadcasts that ran on the former St. Thomas cable station during the
1970's and 1980's. Rogers is currently in the Process of re-formatting the approximately
60 broadcasts to DVD format from the original VHS and U-Matic tapes. These will then be
available for viewing in the Archives;
~ New Elgin Manor - The Archives provided a display on the former House of Industry and
Elgin Manor as part of celebrations to open the new home;
~ Springfield Library - The Archives provided railway photographs pertaining to Springfield
for display at the library.
Speaking Engagements / Presentations
The Archivist has made presentations to a number of groups within the community about the
Archives since the position was created in May 2001. During the past year, these include:
~ Crinan Women's Institute;
~ Kiwanis Club of St. Thomas;
~ Faculty of Information and Media Studies, University of Western Ontario;
~ Middlesex Centre Historical Society I County of Middlesex;
~ Ex-Warden's Association;
~ Elgin -Oxford - Norfolk Curator's Group.
4
Volunteers
The Archives has benefited greatly from the services of volunteers over the past year. The
members of the Elgin St. Thomas Archives Association continue to be strong advocates for
the Archives in the community. Mr. Ken Verrell of the Elgin Photographic Heritage Society
has devoted countless hours in providing guidance with the Scott Studio collection,
particularly submission of photographs to the Times-Joumal and orders for re-prints. The
members of the Elgin County Branch of the Ontario Genealogical Society have also been of
tremendous support to the Archives, assisting with the Times-Joumal newspaper project and
fumishing the reference room with their numerous publications. Mr. Jim McCallum, Branch
President, deserves special recognition in this regard. The members of the Alma College
International Alumnae Association continue to support and promote the college's collection at
the Archives.
Hours of Operation
The Archives' reference room is currently open from 10:00 am to 4:00 pm Tuesday to Friday,
plus Tuesday evening by appointment only from 6:00 pm to 9:00 pm. Staff work regular
business hours from Monday to Friday with lieu time granted if there is a Tuesday evening
appointment.
Very little feedback has been received about these hours, positive or negative, although a
few patrons have commented that they would like non-business hours increased, a matter
that may be addressed for 2004.
Financial Analysis
The Archives 2003 operating budget is approximately $170,000. This budget supports staff
wages, collection expenses, records management activities and community outreach.
Revenue from sales of photographs, photocopies and archival services was projected at
$3000 in the 2003 operating budget. As of October 31s', revenue stood at approximately
$2600, on course to meet the projected target. The largest proportion of revenue was
derived from photograph reproductions, followed by photocopies, microfilm reader-printer
copies and long-distance research requests.
Public response to the Archives' current schedule of fees has been receptive, although the
Archivist will be bringing forward a proposal in 2004 to eliminate the membership category
given the lack of interest in such a membership.
During the past year, the Archives also received the following donations or grants, all of
which have beèn duly acknowledged:
» $5700 from thè Canadian Council of Archives to process the Alma College collection;
» $2400 from the Elgin Photographic Heritage Society to assist with the development of a
virtual exhibit on the Scott Studio Collection;
» $2600 from the Alma College Alumnae Association to assist with the hiring of a project
archivist for the college's records.
5
Facility
The Archives facility has been performing well. The reference room in particular has been well
receiVed by the public and is able to accommodate user demand. Problems were
encountered with the environment during the first year. The Archives' monitoring equipment
indicated that adjustments were required to alleviate high rates of relative humidity that were
OCCurring during the summer months. This problem has now been rectified but the results will
only be fully verified during the summer of 2004. Storage space is quickly reaching a limit.
The Archives will therefore have to look for additional space within the Elgin County
Administration Building or in close proximity within the coming year. The large volume of
municipal transfers is putting particular pressure in this regard.
CONCLUSION:
The Elgin County Archives opened to the public in November 2002. This report provides an
overview of the Archives' first year of operations for the information of County Council.
RECOMMENDATION:
THAT this report be received as information;
£'
Cathy Bis p
Manager of Library Services
~ Â-<-->Lp .LJfÞI. ¿ ¡Yl
Brian sschaele /
Archivist
6
REPORT TO COUNTY COUNCIL
FROM: Allan Reitsma, Manager of Information Technologies
DATE: 11 December 2003
SUBJECT: Sale of Net Integrators
INTRODUCTION
The County of Elgin currently owns 17 Net Integrators of various models and vintages. Fourteen of these
are currently in use: 13 to provide Virtual Private Network (VPN) connections betweens the librarys, seniors
home, the museum and the administration building. One Net Integrator is used as a file server while the
remaining devices are in storage. The 14 active Net Integrators are scheduled to be decommissioned by the
end of February 2004.
DISCUSSION:
Policy dictates that any surplus or obsolete equipment be disposed of via auction. Janus Information
Technologies have offered $5,000 for the 17 Net Integrators. Twelve (12)of the devices are Lite models and
are obsolete and have an estimated scrape value of $100. The four (4) Mark I models have an estimated
value of $750. The Mark /I model has an estimated value of $800. Therefore the total estimated value for
the 17 devices is $5,000.
These devices are very specialized, have no remaining warranty and are in very low demand. The devices
cannot function as normal computers therefore the general public would have very little use for them. The
only part of the devices that could be salvaged and used in a normal desktop computer is the hard drive.
The amount that the devices would be sold for at auction is questionable and may be far less than the
$5,000 being offered by Janus Information Technologies.
Since the Net Integrators are a specialized devices and there is a very low demand for the devices it is
unlikely that there would be much interest in the devices outside of that expressed by Janus Information
Technologies.
CONCLUSION:
The 17 Net Integrator devices being decommissioned by the end of February 2004 will net a questionable
sale price at public auction. The devices have an estimated value of $5,000. Janus Information
Technologies have offered the County of Elgin $5,000 for the devices.
RECOMMENDATION:
THAT the 17 Net Integrators be sold to Janus Information Technologies for $5,000.
Respectfully Submitted
Approved for Sub . ion
¿;:; 4/ -
AI Reitsma
Manager of Information Technologies
Mark G. c
Chief Administrative Officer
REPORT TO COUNTY COUNCil
FROM:
Sandra Heffren, Deputy Clerk
DATE:
04 December 2003
SUBJECT: SCHEDULE OF COUNCIL MEETINGS FOR 2004
Attached for your consideration are suggested meeting dates for County Council for 2004.
Council can change meeting dates at any time with advanced notice.
RECOMMENDATION:
THAT the attached schedule of meeting dates for County Council be approved.
Respectfully Submitted
Approved for Submission
0~,~
S.J. ffren
Deputy Clerk.
Mark G.
Chief Administrative Officer.
SCHEDULE OF COUNTY COUNCIL MEETINGS FOR 2004
DATE OF MEETING TIME
January 20 9:00 a.m. - 3rd Tuesday
February 10 9:00 a.m.
February 24 - no meeting - ROMNOGRA Conference Feb 22-25
February 27 - DRAFT BUDGET mailed to Council
March 9 9:00 a.m. - Council review of budget
March 23 9:00 a.m. - Budget approved by Council
March 30 9:00 a.m. - additional Budget meeting if required
April 13 9:00 a.m.
April 27 9:00 a.m
May 11 9:00 a.m.
May 25 9:00 a.m.
June 8 9:00 a.m.
June 22 9:00 a.m.
July 13 9:00 a.m.
July 27 9:00 a.m.
August 10 9:00 a.m. - meetings are not
August 24 9:00 a.m. normally held in August
September 14 9:00 a.m.
September 28 9:00 a.m.
October 19 9:00 a.m. - 3'd Tuesday - one meeting in October due to AMO
Counties & Regions·Conference
November 9 9:00 a.m.
November 23 9:00 a.m.
December 14 7:00 p.m. - Warden's Election
December 16 9:00 a.m. - Regular Council Meeting
Council Meetings are normal/v held every 2nd and 4th Tuesday of the month and are
subject to change.
REPORT TO COUNTY COUNCIL
FROM:
Mark G. McDonald,
Chief Administrative Officer
DATE:
December 9,2003
SUBJECT: Provincial Issues In Elgin County
Introduction:
Our Member of Provincial Parliament has asked for a synopsis of the key issues affecting
the County that may require the attention of the Provincial Government. What follows is a
list of items for your consideration.
Discussion:
The following matters are not ranked in order of importance.
Ambulance Fundinq:
The refusal to fund 50% of actual costs of providing ambulance services is a Province-
wide phenomenon. The Province approves 50% of the "approved costs" not 50% of the
true costs. In Elgin, we estimate that in 2004 the Province will actually contribute
approximately 38% of the total costs of the service, assuming the present funding formula
is used.
A major drawback is the Provincial policy of approving 50% of wage increases to a
maximum of 2%. For example, if Ministry appointed arbitrators award salary increases for
paramedics in excess of 2%, the Province funds only the first 1 % of the increase. The
municipality must pay the difference. Therefore, as wages increase so does the disparity
between the provincial and municipal cost sharing formula.
This growing disparity, also caused by paramedic bargaining units taking advantage of
labour shortages, has lead to a call for Province-wide collective bargaining. This, in
theory, will eliminate the "leap frogging" effect that has driven up paramedic wage rates
across the Province.
In addition, it has been at least five years since the Province announced the transfer of
services to the municipalities, yet many transition issues remain unresolved. Cross-border
billing, non-emergency inter-facility transfers and service standards remain outstanding.
Hiahwav #401 Traffic Offences:
The Province has dedicated 23 O.P.P. Officers to patrol Highway #401 from Elgin to
Windsor. Traffic offences issued along the 401 in Elgin County are returnable to Chatham-
2
Kent and the fines remain there. The Province pays for the officers and cruisers and
Chatham-Kent retains all proceeds from fines. Conservatively estimated, more than
$250,000 in revenue is lost in Elgin County every year through this arrangement.
Communitv Reinvestment Fund (CRF):
The reconciliation process is lengthy and results in cash flow delays. Usually the
reconciliation Occurs in the Fall of the following year to which it applies. Furthermore, the
calculation of the current year's base formula is determined by the prior year's actual which
may not accurately accommodate changing costs and rising standards. Compounding
matters is the fact that the base year used for the initial calculation was 1997. Grants were
determined on the relative "prosperity" of municipalities; meaning some municipalities
received a disproportionate share of the CRF during this "snapshot" approach. Had
another year been chosen the grant would have changed dramatically.
Downloaded Hiahwavs:
Like many municipalities, the County assumed responsibility for additional roads and
infrastructure through the local services realignment. The monies provided by the
Province at the time of the download have long been exhausted and local taxpayers must
now fund the full burden of the maintenance and capital costs. A new funding formula for
the transferred highways should be developed. Perhaps a maintenance allocation from
the Province in the form of a CRF adjustment could be established ($5,000 per year per
two-lane kilo metre). A capital allocation set aside by the Province perhaps on a five-year
basis may be appropriate.
Fundina lona-term Care Facilities:
Elgin County owns and operates three long-term care facilities with a total complement of
247 beds. The level of care required of residents continues to increase, to the point where
some people have described our "Homes" as a microcosm of a hospital environment. The
Province needs to recognize these care requirements and support those needs with
adequate funding.
lakeshore Erosion:
The County has had to close a portion of the "Lake Road" near Port Burwell, due to
erosion. We have attempted to bring the various parties together to explore the elements
of a pilot study, designed to eliminate the devastating effects of erosion on infrastructure.
The Province should playa key role in any study as a solution in Elgin will have general
application across the Province. The problem is much bigger than Elgin County-
therefore the Province should take the lead and work with us.
Centralizina Services in London:
The propensity to move key services out of Elgin and St. Thomas is a very real concern.
Psychiatric services, for example,. have been relocated to London. The County is fearful
that other important services may be consolidated in London to the detriment of residents.
3
Infrastructure Requirements:
There is a need for significant investment in infrastructure. The required capital infusion is
far greater than the resources available through property taxation. Deteriorating roads and
bridges, used by all Ontarians, community facility upgrades, and long-term care facilities all
require financial assistance from the Province. Our relatively small population base,
coupled with a vast geographical area, makes local investment in infrastructure difficult.
The economic viability of communities will be affected.
MTO Flvover Maintenance:
The Public Transportation and Highway Improvement Act delegates maintenance
responsibilities for the road section on MTO property that crosses Highway 401 to the local
road authority. We are not directly compensated by the MTO for this work. Additionally,
MTO maintenance contractors drive over these same sections during their maintenance
patrols and activities. What make matters worse is that these road sections were not
designed properly when they were upgraded in 2000, so we are having to repair them
soon after the work was completed.
Nutrient Manaqement
The County finds the Provincial Government's decision to enforce the Nutrient
Management Act through the Ministry of the Environment instead of the Ministry of
Agriculture very troubling. We believe the Ministry of Agriculture is more responsive and
has a clear understanding of the issues at play in this matter.
Conclusion:
The list above is not exhaustive and may need refining. However, it is important to
highlight to our Member the more pOignant issues facing Elgin County and the Province.
Hopefully, Mr. Peters will take action on these items where Possible.
Recommendation:
That the report entitled "Provincial Issues In Elgin County" dated December gth, 2003 be
approved for submission to the Honourable Steve Peters, Minister of Agriculture and Food
and Member of Provincial Parliament for his consideration.
ALL of which is respectfully submitted,
Mark McD
Chief Administrative Officer.
5.
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6.
CORRESPONDENCE - December 11. 2003
Items for Consideration
1.
Eleanor B. McMillan, Secretary, Elgin County Pioneer Museum Executive Committee,
regarding: 1) Appointment of Bertha Vickerman as the I.O.D.E. Representative to the
Executive Committee; 2) Reappointment of Andre VanKasteren and Mary
Clutterbuck as Members-At-Large to the Elgin Pioneer Museum Executive
Committee. (ATTACHED)
2.
2004 ROMAlOGRA Combined Annual Conference, regarding ROMA Nominations
and Elections with Zone Representative Nominations Form. (ATTACHED)
3.
Roger Anderson, Regional Chair, Regional Municipality of Durham, regarding the
Durham Region's 'Juno Beach Challenge'to all municipalities in Canada to support
the veterans through a donation of $2500 to buy a brick at the Juno Beach Centre.
(ATTACHED)
4.
Federation of Canadian Municipalities, with the invoice for the Membership for 2004-
2005. (ATTACHED)
P.J. Leack, City Clerk, City of St. Thomas, regarding the appointment of Alderman
Marie Turvey to the Green Lane Community Trust Fund.
Federation of Canadian Municipalities, FCM Member Advisory - Consent Form for
Member of the National Board of Directors of the Federation of Canadian
Municipalities. (ATTACHED)
7. Joyce Bennett, Chair, Thames Valley District School Board, advising of the
j)¡¿ v-E.ll.j{ß. f) provincial government's recently announced Rural Education Strategy.
- F 2 -')0"- (ATTACHED) (deferred from the October 21,2003 Council)
I D 1=..0/D I
ELGIN COUNTY PIONEER
32 Talbot Street, St. Thomas, Ontario N5P 1A3
MUSEUM
Phone 631-6537
November 20,2003
30251 Luff Line
Dutton On t.
NOL lJO
To the Warden of Elgin & Council Members _
450 sUnset Drive--
St.Thomas,Ont. ,
N 5R 5'11
At the regular meeting of the Executive Committee of the Elgin
COQ~ty Pioneer Museum on Nov. 20/03 the following motion was made
re an-. I.O.D.E. Representative to the Executive Committee.
(
.. Moved by Oatherine Smi th/paul Faulds Bertha Vickerman be appointed
as the I.D.D.E. representative to the Executive Oommittee of the
Elgin OOUc'1t3'- Pioneer Museum Exeoutive Committee." CARRIED.
On behalf of the Executive Oommittee of the Pioneer ~J.seum I
submit the name of this nominee for your consideration. A short
bio of this candidate is enclosed.
Yours Trul~
~ 8m(ùJn~
Eleanor B.McMillan
Secretary
o
c
A Memorial to the Past and its Traditions
November 6, 2003
Name: Bertha Vickerman
Museum volunteer for over 25 years, acting on executive board for several
months replacing Mary Durkin.
President of advisory Board.
Volunteer at museum for all coffee breaks, strawberry socials, Christmas
decorating and school tours.
Employed by insurance company restoring artifacts after the fire plus
replacing the artifacts back in the museum.
Chaired the committee for decorating the museum with monies raised
from bingo.
Husband Don was treasurer for the museum before the county
involvement.
Hosted a video for local TV station promoting the museum.
Six year term on Family & Children Services
Past President of S1. Thomas Opti-Mrs service club
1952 - Joined lODE in Tilbury, Ontario. Transferred to Stirling Chapter
lODE in the 60's holding many offices including President.
President of Municipal Chapter lODE, St. Thomas. Attended
monthly provincial meetings in Hamilton.
1984 - Certi.ficate of appreciation for years of service from the Canadian
Diabetes Association for (husband) Don and Bertha acting treasurer
for Elgin County
1988 - Certificate of Merit in recognition of contribution to the community
from the office of Prime Minister Brian Mulroney on behalf of the
Olympic Partners
- Certificate of appreciation for community services from the office
of Mayor Steve Peters S1. Thomas
1993 - Presented a life membership from Stirling Chapter lODE
2001 - 30+ Ontario Volunteer Service award from the office ofthe
Honourable Michael D. Harris, Premier of Ontario
c
c
ELGIN COUNTY PIONEER
32 Talbot Street, St. Thomas, Ontario N5P 1A3
Elgin County Council
450 SUL,set Drive
St. Thomas
Ontario
N 5R 5Vl
Dear Council l"lembers
RECEIVED
NOV 14 as
COUNTY OF ELGIN
ADMINISTRATIVE SERVlQE~
MUSEUM
- Phone 631-6537
At a recent meetL~g of the Elgin County Pioneer Museum Executive
Committee the following motion was made.
140ved by Luella Iviontieth/Joan r1ansell " thefollo],ing l'Iembers At
Large,namely Andre VanKasteren ~~d Mary Clutterbuck be reappointed
as Members at Large tó the Elgin Pioneer Museum Executive Committee
for a three year term. CARRIED.
~..'!tt::~~
Executive Committee
Secretary
A Memorial to the Past and its Traditions
11/25/03 23:09:33 EST; ASSUCIATIUN UF?-}
519 633 7661 CLERK-Elgin Co
Page BB2
NOV-25-03 rUE 08:35 AM 280
FAX NO. 418 971 8191
P. 01
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Rural Ontario Municipal Association
Rum/ S'i'cIiOl! of IIssodiltion of MUl!icipéllities of Ontario
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2004 ROMA/OGRA Combined Annual Conference
FBbrual"y 22 - 25. 20M 'airmon! Roy,¡1 York Hotel. Toronto, qn!ario
'¡~\~'" ,"2·'.< ,':'\. .;,:. I". 'Roni1Ä NOMINATIONS AND ELECTIONS
. :~,¡'; ; ...;:. . ,.'..:.. ., . . : . 2004 ANNUAL CONFERENCE
Ait<1chod please find a list of persons currently serving as members of Rural Executive
Committee, logetherwith any indicated vacancies or resignations as known atthetime ofthis
writino. fA s<)(;!ìon Zon!'; Map has also been included to assist in identifying the municipalities
within 8 pmlicular Zone.}
In orderlo qualifyfornornination and election for Zone Representative position, the attached
nomination form must be reccìved by the deadline. Zone Representatives elected at the
conforence shall hold office for a period of three years. These Zone Representatives serve
on the rl0MA Executive Committee along with the elected member of AMO's Rural Caucus.
The namos of all qualified individuals who am duly nominated will appear on the ballot for
election to the Rural Executive CommiHee. All candidatos wHl be contacted to confirm their
nornil/<1tion and to provide further informalion as to the election process.
N(Jrnioation$ must be submitted by January 30, 2004 to:
Association of Municipalities of Ontario
393 Univ;';Jrsity Avenue, Suite 1701
Toronto, ON M5G 1 E6
Fax: (416) 971-6191
Mtention: Pat Vflllini, Executive Director
If you h¡¡ve any quostions, you may e-mail JUlianTortsat:iulian.tofts@_svmQatico.ca
This j¡ Iform;¡,tion is ¿¡vail;:¡b/~ though AMO's Municom Notwork at ~~munjcom.t;Q!J] and the ROMA
V'J~~tJsit() at l1!;"~u~n)Ma&Q .
11/25/03 23:10:06. EST: ASSOCIATION OF?-)
519 633 7661 CLERK-Elgin Co
Fage 003
NOV-25-03 TUE 08:36 AM 260
FAX NO, 416 971 6191
P. 02
Rural Ontario Municipal Association
Flu",1 Section of AS5()çi"'tíol1 of MunÎt::ip"fities of Ontario
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MEMBERS OF THE
RURAL SECTION (ROMA) eXECUTIVE COMMITTEE
PEfJ,q~B.~
Chsir:
Gary O'Connor, Mayor, Municipality of West Nipissing
Irnrnedi:,tG pust Cf1¡¡ir':
Vacant
Fxr;cu/ivc Tr",asur¡;;-r:
Julian Tofts
Fir:>! Vice CIlair:
Allen Taylor, Deputy Reeve, Township of East Garafraxa'
Se(1Ç¡fI("f Vico·Ch¡¡ir:
Bill Vrcbosch, Reeve, Township of East Ferris
?.J,t~.~.B.r,;;P.Bgß.g,~TA Tly!;s
7.one 1:
Bill Bilton, Mayor, Township of Dawn-Euphemia
Vacant
Bill Semeniuk, Mayor, Township of Zorra
Allen Taylor, Deputy Reeve, Township of East Garafraxa
VaC<1nt
Jim Sheedy, Councillor, Township of Laurentian Valley'
Vacant
Doug Thornpson, Councillor, City of Ottawa
Bill Vrebosch, Reeve, Township of East Ferris
:!0110 ~:
10110 3:
ZonG 4:
ZOI1C{¡:
Zone 6;
Zone 7:
Zone 11:
Zonc Ð:
(» T l1Gse mombors a{sç¡ {wid Rural Caucus positions on the AMO Board of Directors, effective unti'
Auguoo( 2004.
11/25/03 23:10:31 EST; ASSOCIATION OF?-)
519 633 7661 CLERK-Elyin Co
Paye 004
NOV-25-03 rUE 08:36 AM 260
FAX NO. 416 971 6191
P. 03
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11/25/83 23:11:28 EST; ASSO~IATION OF?-)
519 633 7661 ~LERK-Elyin ~o
Pitye 885
NOV-25-03 TUE 08:37 AM 280
FAX NO. 418 971 6191
p, 04
ROMAZONE REPRESENTATIVE NOMINATION FORNI
·2004 -- 2007 ROMA Executive Committee
"--,_. - --- .- - -.-----.-.----
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It is the responsibility of tile person being nominated to file a complete and accurate Nomination Form.
Sr;nd (;lItnr1cll'd forms Altention of Pat Van/ni, Executive Director - by mail to: Association of Municipalities of Ontario.
303 University Avenue, $IJite 1701, Toronto, ON M5G 1E6 or by FAX to: 416-971-6191
Nomination.. will bo accepted no later t!l~@-º.l'!!!..:L~.!Y- 30, 2004,
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GONSENT Of: NOMINeE AND STATEMENT OF QUALIFICATION
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1------.----- the Nominee mentioned in this Nomination Form do
horoby consent to such nomination and declare that I am qualified to be elected and to hold the office
for which I am nomin<'lt¡')d.
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Dated:""--- -..---. h__"_·_,,_.,,·,w.___..___ Signature: ____.____~
'8; m:¡lure of Nomineø
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CERTIFICATE
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Dnte Nomina1Jon Form Received at AMO offices:
I, tho Ch¡",¡ Returning Offlcér, appointéd by the Association of Municipalities of Ontario to officiate over these
elections, do homey certify that I have examined the Nomination farm of the aforementioned Nominee, fîlE)d
with me, and am satisfied that such NominÐc is qualified to be nominated to the office indicated above.
Dnted:---_ -. Signature: ______.__._____._____
..-----.-- --..-. . .. ..-- - ..-.-.----.--- --'-..-...- --......-.-j~!~t.!!R.!J!!!J!!:!!l..Q!IJ.¡¡S1)_____________.__._._..
AMO ~ 3G3 University AvcnuQ, Suite 1701, Toronto, ON M5G 1E6. Tel: 416-971-9856. Fax: 416-971-£191
The Regional
Mlinicip~lity
of Durham
Officè ofthe Regional Chair
BOX 623
605 ROS$LAND. ROAD E..
WHITBY ON L1 N6A3 .
CANADA
(905) 666'7711
1-800-372'1102
Fax: (905) 668-1567
E-mail:
ro'ger,anderson@region.dUrham,on.pa
www..rE3gion.durham.on.ca
Roger- M. Anderson
Regional Chair
November 6, 2003
RECEIVED
Mayor and Members of Council
County of Elgin
450 Sunset Dr.
St. Thomas ON N5R 5V1
.M(Nt'7 .,
COI.iNlY OF ElGiN . .
ADfI,41t1\ISTAATNE SERVIceS
Dear Mayor and Members of Council:
Re: Juno Beaçh Challønge
Congratulations on your election to council in your municipality. We
all realize the enormo.us responsibility to our communities thét is part
of the job we have undertakeri as fepresentativesof our constituents.
One of the components of elected life is recognizing ançf supporting
groups of individuals who have coritributed to our municipalities.
Durh¡:¡m Region recently had the pleasure of hosting the Durham
Region Challenge förthe Juno Beach Centre. As you kllow,the Juno
Beach Centre was officially opened in June of this year in Normandy,
France, at the site where the Canadian regimentsJanded on D-Day
in 1944.
The Canadian veterans of the D':'Day assault on Normandy banded
together more than fifty years after the event, to raise money to build
a museum and educational center on the beach they landed on.
While the building has been opened, many enhancements are still
needed, and ourveteranshave appealed to us to assist.
Durham Region's Juno Beach Challenge is to all municipalities in
Canada to buy a brick at the Juno Beach Centre for $2500. This will
support our veterans, who fought to free Europe, and will ensure that
generationsto COffieare able to view displays, which depict
Canada's contribution to the war effort. Every mUnicipality in Canada
had young men leave to join the armed forces in World War II, and
our municipalíties must ensure that they are remembered,
If your municipality has not yet purchased a brick at the Juno Beach Centre, please add
thisJetter to your Council's agenda and discuss it-It isan ideal Way for all municipalities
to p~~étribute to those who gave their future, so that we may have a tomorrow.
"SERJlJJ!jÌl<1fi£I¡LLENCE
for wPiX/ÒMMJjNITY"
>,-"'-'/-
i/j>;:_
;:-"';l~)/
*
100% Post Consumer
Attached to thiS. letter is a ietter from GarthWebb, President of t6e Juno Beàch . ..
Association, and Iriformationaoout pùrchasinga group brick. Please join uS in hl3lping to
. support the Juno Beach Centre. . . ... ..
.. - - - . ~
Yours truly, .
~~0.,.¿
Roger Andl3rson
Regioné1 Chair
JUNO
BEACH
CENTRE
~
~
«
Row I
November 19, 2003
Roger Anderson, Regional Chair
Region of Durham
605 Rossland Road East
Whitby, ON LIN 6A3
Dear Roger,
Thank you for the opportunity to raise the awareness of the Juno Beach Centre to
municipalities across Canada. We are pleased to learn of the Durham Region Challenge
for the Juno Beach Centre, and hope to see many municipalities participate and give their
support to preserve the memories of the many Canadians who fought for peace.
On June 6, 2003, we celebrated the opening of the Juno Beach Centre located in
Courseulles-sur-Mer, where the Canadian troops landed on D-Day, 59 years ago. Prime
Minster Jean Chretien, and Jean Pierre Raffarin, the Prime Minister of France joined
more than four thousand Canadian Veterans, their families and guests in a moving
ceremony that was televised live by the CBC.
We are continuing the drive to raise funds for Juno Beach Centre programs and for
improving and landscaping the grounds and nearby beach. Most importantly, we hope to
raise funds to help us to commemorate the 60th anniversary of D-Day.
The funds that each municipality raises will be recognized in France as part of the Group
Brick Program, and on our educational web site at www.iunobeach.org. Each titanium
brick is engraved with the donor's name, logos and other memorial/dedication text. These
bricks are placed on kiosks that line the entrance walkway to the Centre. Many visitors,
both Canadians and our French friends, have taken the time to look at the kiosks, which
have become an important part of the Centre. The historical significance of the Centre
has made it a visit that many traveling Canadians make, where visitors get the chance to
learn, to understand, and to pay tribute to Canada's heroes.
Each municipality's contribution will go a long way in helping the Juno Beach Centre
become a legacy for all Canadians.
I would be pleased to respond to any questions. We are available at (877) 828-JUNO or
email at<lisecooper@cogeco.ca> .
Yours very truly,
oJ2£Ç w.ÞÚ
Garth Webb
President
Juno Beach Centre Association· 24-2407 Woodward Avenue, Burlington, Ontario, l7R 4J2
Telephone: 1-877-828·JUNO Fax # (905) 333-0233 Email; lisecooper@cogeco.ca
JUNO ., ~
BEACH ~
CENTRE ..
The Group Memorial Bnck Proe-ram
The .Juno Beach Centre
There is a compelling need to properly preserve the memory and tell the story of Canada's contribuûons and
sacriiices during WW IT. To date there is no significant Canadian memorial for the Second World War that
marks these achievements.
To fulfill this compeillng need the Juno Beach Centre will bè built at Courseulles-sur-Mer on the Normandy
Coast of France. It was here that Canadi'ln« landed on ~Day, June 6, 1944. This memorial education facility is
bèing developed to inform visitors on site, and through the Internet, of Canadian participation in the war; the
story of the men and women working at home to SUppQrt the war effort; and the emergence of Canada as an
important participant on the world stage today.
Built Bv Donations - The GroUDMemorial Brick
The Juno Beach Centre will open on June 6, 2003 and will bè built through donations. One key part of the
- donation program is_the_Group-Memorial-ßrick-that-provides-an-opportuniWfor oreanh'lfJons to recognize the
.. contrib~tions of their group or local area in Canada's war effort and sacrifice.
The Group Memorial Brick is 3 ~ inches (92 rom) high by 5 ~ inches (142 rom) wide. The brick will car.ry
eight lines of text of up to 26 characters per line, including spaces, or four lines of text with a coat of arms,
regimental badge or crest. The Memorial Bricks will be mounted on the Centre's Memorial Kiosks that will be
located near the entrance to the.facility.
Donation cost for the Group Memorial Brick is $2500. Tax receipts will bè issued.
The Group Memorial Brick has been of particular interest to municipal governments wishing to honour WW IT
participants 1Ì'omtheir local area; regiments or other local military units; corporations; families; and service
clubs or other local fiatemal OfEllni73tions;
Please note that Memorial Bricks purchased by December 31,2001 will bè included in the unveiling of the
Memorial Brick Kiosks at ceremonies on the site in France on June 6, 2002. Group Memorial Bricks applied for
after December 31, 2001 will bè included in Memorial Kiosks unveiled at the Official Opening of the Juno
Beach Centre on June 6, 2003.
Donations for Group Memorial Bricks should be forwarded to the Juno Beach Centre at 24-2407 Woodward
Avenue, Burlington, ON L1R 4J2. On receipt of the donation we will contact the donating group to finalize the
Group Memorial Brick infonnation and content. Thànk you for your support.
..
JUNO ~ ~
BEACH ~
CENTRE ..
The Group Memorial Brick Protmtm
The .Juno Beach Centre
There is a compelling need to properly preserve the memory and tell the story of Canada's contributions and
sacriíìces during WW II. To date there is no significant Canadian memorial for the Second World War that
marks these achievements.
To fuIfilI this compelling need the Juno Beach Centre will be built at Cs)Urseulles-sur-Mer on the Normandy
Coast of France. It was here that Canadian" landed on D-Day, JOOe 6,1944. This memorial education facility is
being developed to infonn visitors on site, and through the Internet, of Canadian participation in the war; the
story of the men and women working at home to support the war effort; and the emergence of Canada as an
important participant on the world stage today.
Built Bv Donations - The GrouD Memorial Brick
The Juno Beach Centre will open on June 6, 2003 and WIll be built through donations. One key part of the
donation program is the GmupMemorial-Brick-that-provides-an-opportunityfororgani7"tìons to recogmze the
contributions of their group or local area in Canada's war effort and sacrifice.
The Group Memorial Brick is 3 ~ inches (92 mm) high by 5 ~ inches (142 mm) wide. The brick will carry
eight lines of text of up to 26 characters per line, including spaces, or four lines of text with a coat of arms,
regimental badge or crest. The Memorial Bricks will be mounted on the Centre's Memorial Kiosks that will be
located near the entrance to the facility.
Donation cost for the Group Memorial Brick is $2500. Tax receipts will be issued.
The Group Memorial Brick has been ofparticuIar interest to municipal governments wishing to honour WW II
participants ftoIÌltheir local area; regiments or other Ioeal military units; corporations; families; and service
clubs or other local 1ÌatemaI organi73tions.
Please note that Memorial Bricks purchased by December 31,2001 will be included in the unveiling of the
Memorial Brick Kiosks at ceremonies on the site in France on June 6, 2002. Group Memorial Bricks applied for
after Decernber 31, 2001 will be included in Memorial Kiosks unveiled at the Official Opening of the Juno
Beach Centre on June 6, 2003.
Donations for Group Memorial Bricks should be forwarded to the Juno Beach Centre at 24-2407 Woodward
Avenue, Burlington, ON L7R 4J2. On receipt of the donation we will contact the donating group to finalize the
Group Memorial Brick infonnation and COntent. Thank you for your support.
" ."..
JUNO BEACH CENTRE
Group
Brick Program
To commemorate Ihe saerifice of Canadian WW JJ veterans, and to recognize the suppor1
of Projecl donors, Juno Beach Cenlre is offering the opportunity to purchase an engraved
_Brick 10 be placed on ,he walls of a Kiosk On the Project's property on the beach of
Courseulles-sur-Mer.
The group bricks are aváiJabJe in two styles. The first style contains a graphic symbol
such as a city crest, coat of arms, regimental arm flash, combined with up to four lines of
lexl placed below the graphic. The second style conlains up 10 eight lines of text. Each
line of lexl can contain up to 26 characlers and spaces. The bricks will be mounted on the
walls of one of several kiosks built near the entrance to the Centre.
Each brick is 96 mm (3 ~j high by 142 mine 5 ~j wide. Tbe group bricks will be
mounted on separate panels of tbe kjosk from the veteran's bricks.
-
The donation for a Brick, engraving and installation is $2500 Cdn~·
pa)'able '0 Juno Beach Cen're, 24-2407 Woodward Avenue, Bur1ington,
ON, L 7R 4J2. Please tick here to order
Payment may be made by cheque, Visa or Mastercard. A receipt for tax purposes Will be
issued for the full donation amount. Total amount donated $
for further information, please contact phone/fax (90S) 333-0233 or e-mail
liscl'oolX"l"W!oome-.C"om. The Juno Beach Centre website is www.i\IDobeach.or,
»»»>
Donor's Name - please print
Donor's Signature
»»»>
Address
City; PlOvjnce, Postal Code
(
) »»»>
Telephone
»»»>
e-mail
Date
Payment enclosed Cheque
Visa
Expiry
MaleTCard
Expiry
Eligibility Criteria and Application For Registration on Reverse
Juno Beach Centre Group Brick Project
Eligibility Criteria
An entries wjIJ be subject to recording using a standard fonnat. Comment lines are
subject to Ihe approval of the Executive Commil1ee of the Project. ]f Ihe oplion 10 include
a graphic image is chosen a goodiqua}ity original image must be supplied before
engraving of Ihe brick can be started. Please fin out only one of the boxes below for eacb
$2500.00 brick purchased.
Group Brick (Tex' Only)
(MAx. 26 CHARACTERS AND SPACES PER LINE)
.;. , ' . - ',-..<, ',.'.( ~ ,.'
, "'-J;:::. ", ~ - - .
> ',~: . ."_':' c.t'j. :::;;>~ ,
Giòu'p'Briék tGiàpbic:& Text)
OR
-. - ," ..,.. '.~
H PLACE FOR
.~.
GRAPHIC IMAGE
Nole: Your contribution for tbe putchase of Bricks will be used for Ihe conlinued
development of the Project, including the building of the kiosks witb the Bricks.
12/U4/2U03 14:51 FAX 519 633 9019
CITY OF ST. THOMAS
141 0021002
Peter J. Leack, M.P.A.
City Clerk
TIŒCORXJRATlONOFTr!:¡ùTYOF
ST. THOMAS
Office of the Clerk
P.O. Box 520, City Hall
St. Thomas, ON N5P 3V7
Telephone: (519) 631-1680 Ext. 100
Fax: (519) 633-9019
Richard J. Beachey, B.A.
Deputy City Clerk
545 Talbot Street. P.O Box 520 . City Hall. Sf. Thomas. Ontario N5P 3V7
December 4"', 2003
County of Elgin
450 Sunset Drive
St. Thomas, ON
N5R 5V1
Attention: Mark McDonald, CAO
Re: 2004 AppOintments - Green Lane Community Trust Fund
Dear Mark:
Please be advised that at the December 1st, 2003 meeting, the Council of the Corporation of the
City of St. Thomas appointed Mayor Jeff Kohler to the Green Lane Community Trust Fund.
Since the Trust requires a member jointly appointed by both the City and the County would you
please let me know of your Council confIrms the appointment of Mayor Jeff Kohler.
sm=ci~
~
P.J. Leack
City Clerk
PJL/jr
25
J)l:õftfU..£j) ïUc.JÃH ¿../D 5
Federation
of On",.¡"n
Municipalities
Fédération
c.anadienne des
municipalités
FCM MEMBER ADVISORY
ATTENTION FCM ONTARIO MUNICIPAL MEMBERS
The recent municipal elections in Ontario have created a vacancy for the position of
FCM Third Vice-President and one vacancy on the FCM National Board of Directors. A
second seat on the Board of Directors will become available if a current board member
fills the position ofThird Vice-President.
The Ontario Caucus has decided to offer elected officials In Ontario member
municipalities the opportunity to fill these positions.
If you are an elected official in an FCM member municipality and would like to fill one of
these positions, please fax the attached form and a short résumé to FCM before
December 31,2003.
Note that Directors' expenses for tr¡¡vel, accommodation, etc. are the responsibility of
the elected officials or their Council. Those interested should have their Council's
approval.
For more information, telephone Kelena McDowell at (613) 244-1514.
PLEASE FAX TO:
Federation of Canadian Municipalities
Attention: Curtis O'Nyon
(613) 241-2126
26
FEDERATION OF CANADIAN MUNICIPALITIES
CONSENT FORM
I, the undersigned, do hereby submit my name for èonsideration as a member of the
National Board of Directors of the Federation of Canadian Municipalities.
CONDITIONS:
i)
I am an elected municipal official holding office in an FCM Municipal
Member in good standing.
ii)
I have secured approval that my municipal govemment is prepared to
meet the cost of my attending meetings of FCM's National Board of
Directors, or that when elected, I will secure such approval.
NAME:
TITLE:
E-MAIL:
MUNICIPALITY:
SIGNATURE:
Position of Interest
Board Member
Third Vice-President
Please retum to:
Curtis O'Nyon
Federation of Canadian Municipalities
24 Clarence Street
Ottawa, Ontario
K1 N 5P3
(613) 241-2126 Fax
All Consent Forms must be received by December 31, 2003.
27
Bill Bryce, Director of Education and Secretary
2003 September 24
RE'· '.); "...... '''.'. ;·"··V···'···"".... ~D'·
~... .-' -~
\,ßCï' ..~.. .
Warden John Wilson
Elgin County Council
450 Sunset Drive
St. Thomas, Ontario
N5R 5V1
SfP .¡i~ Ii.IiIJ
~Jt¡fry ßf ab.~
Aÿ~~l~~þtj~~1,~b~:~~~~
Dear Warden Wilson:
At our meeting last spring we all agreed that it is important to improve communications
between the Thames Valley District School Board and County Council. It is my
understanding thàt we also agreed to meet once or twice a year to discuss matters of
common concern. We had hoped to have detailed information to share with you
concerning the provinCial government's recently announced Rural Education Strategy.
Unfortunately, to date, few specific details have been released. I felt it was important,
however, to share with you the most current information that we have.
As you are no doubt aware, the provincial government received the report of Dr. James
Downey, the government's Advisor on a Rural Education Strategy around the end of the
last school year. In early September a general announcement was made concerning the
government's response to his recommendations on how to allocate the $50 million in
committed funding for the 2003-2004 school year. Subsequently, District School Boards
received more detailed information which I shall explain below, concerning special funding
for what the Ministry has identified as "distant" schools.
The initial funding announcement from the Ministry indicated that Thames Valley
would receive a Net New Allocation of $486,375 for our "distant" schools.
The Ministry has nòt yet released the names of the schools which are covered by
the additional funding in the Rural Education Strategy grant but hopes to do so in
early October. They have provided the relevant formulae to each board to do its
own calculations but to date we have been unable to get our calculations to coincide
with those of the Ministry. Hence it is premature to attempt to publicly name the
schools for which we will receive the money.
Thames Valley District School Board - Office of the Chairperson
1250 Dundas Street, P.O. Box 5888, Landon, Ontario N6A 5L1 Tel: (519) 452-2545 Fax: (519) 452-2396 website: www.tvdsb.an.ca
-.ø
. '"Our Students, Our Future'"
.f){ff~l¿j1..¡t 1) . 7<> FE- 0 /0/2..00 'f
-2-
The Ministry did confirm with our Board that because of the distance criteria
contained in the grant none of the secondary schools within the jurisdiction of the
Thames Valley District School Board generate any grant money. (A secondary
school must be at least 32 km from the nearest secondary school within the Board's
jurisdiction to qualify for any grant.)
It appears that the additional funds that we will receive must be used to provide
increased supports for the designated "distant" schools in ways specified by the
Ministry. It thus seems that the requirements attached to these grants will preclude
us from taking money already allocated to the "distant" schools under our existing
budget and using it to benefit the maintenance and operation of any other school
that does not qualify as a "distant" school.
I have included a copy of the Ministry Memorandum that sets forth the reporting
requirements that all District School Boards must meet in order to receive dollars under the
Rural Education Strategy. When the Ministry releases the names of the schools that
generate these funds I will be pleased to share them with you. Also, we will forward you
a copy of the report that we are required to publish by 2003 October 31 on the use of the
new funds.
Based on the Ministry's timelines, it appears that specific detailed information will not
become available until we are all in the midst of our re-election campaigns. . Since we will
subsequently be involved in orientation sessions and inaugural meetings, it seems to us
that it would be a good idea to meet early in the new calendar year. This would be an
òpportunity for new members of Council and the Board to be introduced to each other, for
all of us to review the impact on our schools of the provincial election results and the
specific details of the Rural Education Strategy and continue our dialogue commenced last
spring. It is our suggestion that this meeting could also involve our school council chairs
for the county so that we could all benefit from a full and frank exchange of information.
Could you please advise me as to your thoughts on the proposed agenda, meeting format
and timing of the meeting?
Yours truly,
~~ ~~,~~~
JOYCE BENNETT
Chair
Thames Valley District School Board
JB/tI
att.
c: Trustees
Ministry of Education
Transfer Payments and
Financial Reporting Branch
21" Roor, Mowat Block
900 Bay Street
Toronto, Oritaño M7A 1L2
Tel.: "(416) 325-2034
Fax: (416) 325-2007
Email: Wavne.Burtnvkíaædu.20V.on.ca.
Ministère de 17Éducation
Direction des paiements de lransfart
at des rapþorts financiers
21' élage, édifice Mowat
900, rue Bay
Toronto, Ontaño M7A 1L2
Tél: (416) 325-2034 "
Téléc.: (416) 325-2007
CounieI: Wame.Burtnvk(iùedU.20V.on.ca.
® Ontario
2003: SB21
MEMORANDUM TO:
Directors of Education
FROM:
Wayne Burtnyk
Director
Transfer Payments and Financial Reporting
DATE:
September 8, 2003
SUBJECT:
Reporting for the Rural Education Strategy
This is to provide' you with further details about the reporting requirements for the goverrtment's
" "
-recently announced Rural Education Strategy.
As indicated in memorandum 2oo3:B 17, school boards are required to publish a report for
parents and taxpayers explaining how the new funding ftom the Rural Education Strategy will be
used to improve supports for eligible distant schools. The report must be published by October
31,2003 in the local press and on the board's website. It must also be distributed to all school
councils and provided to the local district office of the Ministry of Education.
Boards have the flexibility to determine the format for their rural education strategy report;
however, as a minimum the report must provide:
. an estimate of the board's toW distant schools allocation (exclusive of the principals
component) and the enhancèd top-up for school operations,
. an explanation of how the board plans to apply these funds to provide supports for
distant schools in the following areas: additional teachers, increased adult presence in
eligible schools (principals, vice-principals, other1eachers With adnµnistrative duties and
secretarieS), more leanùng resources and more resources to meet the operational costs of
distant schools, and .
. an explanation of how these supports will address the educational needs of the pupils in
the distant schools.
If total spending for these additional supports among all eligible schools of a board is less than
the new allocation for distant schools and the enhanced top-up for school operations, boards are
required to place the difference in a distant schools reserve fund, to be spent on distant schools in
a future year.
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CORRESPONDENCE - December 11. 2003
Items for Information - (Consent AQenda)
1. Honourable John McCallum, Minister of National Defence, responding to County
Council's letter regarding exclusion of County dignitaries at the recent reception for
Lord and Lady Elgin. (ATTACHED)
2. AMO Member Communication ALERT: 1) Local Decisions To Be In Hands Of Local
Politicians; 2) New Municipal-Provincial Relationship Begins Today; 3) Martin Confirms
His Interest In A Strong Municipal Agenda - AMO Optimistic Federal-Provincial-
Municipal Relations to Enter New Era; 4) AMO Affordable Housing Concerns
Addressed by Minister
AMO Member Communication FOR YOUR INFORMATION: 1) Government Has
Released Long-Awaited Nuisance Bear Report; 2) New Source Water Protection
Committees Announced. (ATTACHED)
3. Honourable Lyle Vanclief, Minister of Agriculture and Agri-Food, acknowledging Council's
support of the City of Brampton's resolution concerning the development of a
comprehensive strategy to control and remediate the invasive Emerald Ash Borer.
(ATTACHED)
4. Thank you from Ron and Gail Austin (Terrace Lodge), the Family of Mrs. Ruth Austin.
Thank you from the Fo~ter Parents Plan in memory of Mr. John Mayhew.
Thank you from Luci Lyons and Family. (ATTACHED)
5. Honourable Gar Knutson, thanking County Council for the presentation of the Elgin County
Courthouse circa 1855 print. (ATTACHED)
6. John Martyn, President, Elgin St. Thomas Archives Association, with a resolution of
support for a new Archives facility. (ATTACHED)
7. Ontario Good Roads Association, with information concerning the Combined Annual
Conference from February 22-25, 2004 at the Fairmont Royal York Hotel in Toronto.
(ATTACHED)
Minister
of National Defence
Ministre
de la Défense natíonale
Ottawa, Canada K1A OK2
RECE\VED
?
NOV 2 Ô 2003
m:c 1. ~
COUNiV O~ ELGIN CE.S
f\.DM\N\S"'fBÞ,iNE SER\I\ .
Warden John R. Wilson
County of Elgin
Office of the Warden
450 Sunset Drive
St. Thomas ON N5R 5V1
Dear Warden Wilson:
Thank you for your letter, received on November 3, 2003, concerning the recent
reception for Lord and Lady Elgin hosted by 31 Canadian Engineer Regiment 31
(The Elgins).
I am informed that Lord Elgin requested that attendance be limited to former and serving
members of 31 Canadian Engineer Regiment 31 (The Elgins) and the Regimental
Association. The London Garrison Community Council sponsored the luncheon; the
dinner at the Union Golf Club was a private one and the attendees were Lord Elgin's
guests.
I am advised that Major Ray Lalande, the Commanding Officer of 31 Canadian Engineer
Regiment 31 (The Elgins), was not aware of any discussions between members of the
Elgin County Council and his regiment. Nevertheless, he would be delighted to invite
members of the Elgin County Council to future functions. He requests that you contact
him at (519) 631-3316 extension 2203 to discuss the administrative details.
I trust this information is of assistance.
Yours sincerely,
~~
The Honourable John McCallum, P.C., M.P.
Canadfi
11/21/83 23:81:44 EST; ASSOCIATION OF?-}
519 633 1661 CLERH-EIgin Co
Pag" 882
NOV-21-03 FRI 06:22 PM 260
FAX NO. 416 971 6191
P. 01
I ~r Association of
" \'.' \. ) Municipalities
. __ ., ,t' I. ..' of Ontario
---~'~Î e rt
393 univcrnily AV",,"à, Suile 1701
Tcron\o, ON M93 183
Td: (416) 971-9856' fax: (416)971-6191
e~n: aïIo@1mo.munÎcorn.com
1QIII.&ii.'~.~~j ., ~~' ~"n ,__n_ .~ ~ ¿.~ ... _£
to tJw immediate iittrJntion of the Clerk and Council
November 21, 2003 - Alert 03/052
Local Decisions To Be In Hands Of Local Politicians
)65110; Proposed Planning Reforms
Tho Ool.;J¡fio Governmant is proposing a number of reforms to the planning system in
Ont.-n·io as follows:
~ RQt¡uire all urb<ln expansions to be iniliated by municipal councils. Ensure that these
initialives are subject to public input and scrutiny;
e I~xp¡¡¡nd the time frame to consider and make decisions on planning applications from the
curront90 days to 180 days; and
~ Change! tho Planning Act requirements for the consideration of the provincial planning
policies from "have regard to" provincial policies to "shall be consistent with" the province's
I<md use policies.
In response, AMO issued the following News Release and will be following up with provincial
officials on next steps. AMO's Task Force will be meeting to consider the government's
propO$¡1!s and other ideas to strengthen the role of municipal government in the planning
procoss, includinu changes to the OMB.
T<;:m.m(D, Ollt., November 21, 2003 - Today, the AMO Board of Directors applauded John
Garretson, the Minister of Municipal Affairs, for his proposal to change the planning legislation
so lhélt Urbi'Hl boundaries can only be expanded by municipal councils. AMO President Ken
BO$hcoff said, "Giving Councils [he due credit to mak0 decisions for their communities is an
importHnt stop in recognizing municipalities as a responsible and accountable order of
gov0rnm..,nt, elected by their constituents to look after their municipality."
MlIoicipalilies h8ve been struggling with the current gO-day time limit for making a planning
decision, which does not reflect the actual worl< involved in evaluating proposals and consulting
tho puhlic. Pal Venini, AMO Executive Director noted, "I think municipalities will be relieved to
hear that the current gO-day limit will be doubled to 180-days. Municipa! governments need
DÙNllI(1!O time to make quality decisions on all planning proposals to ensure that they will
contributo to their communily vision." In order for Council to make informed decisions on the
gro',\'th ¡¡nd (If)velopmont of their community, all the facts must be made available, Today's
propo~¡"11 by the government will go a long way in involving the public in decision-making and
hop;?)"fully avoiding unnecessary and CQslly Ontario Muniçipal Board hearings.
"Given this new direction, municipalities are keenly interested in joining the Minister in the
review ,"H)d upd¡:¡to of the Provincial Policy Statement and other changes to the planning
proc8m>, including the Ontario Municipal Board," says Ken Boshcoff.
71,1'" inrOf/¡¡;:¡/IQ/J is "v;;¡iiable ttJroug[¡ liMO's subscription based MUN/COM network at www_rrJ.lIlJ.igom.com.
For O1O<Q infcrnw.ti¡)/J, pl,,~se contact: Milem' Avramovlc, Senior Policy Advisor at 416-971-9856 ext. 342.
11/28/83 23:84:48 EST; ASSOCIATION OF?-)
519 633 7661 CLERH-EIgin Co
Page 882
NOV-20-03 THU 06:26 PM 260
FAX NO. 416 971 6191
P. 01
I 1,/0. Associ¡¡tion of
'. \'-'1" ' Munícip~lities
__.". .,t"t. ofOntano
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Taonto. ON MOO 1Eß
Td: (416) 971·9856' Fox: (416)971-619"1
email: a01o@):Imo.mur¡icorn.oom
To 010 ¡mmodi¿!t~ attcntion of We Clerk and Council
November 20, 2003 - Alert 03/051
New Municipal-Provincial Relationship Begins Today
Is,;!!'!!: MunicìpÐI priorities reflocted throughout Throne Speech.
Tho;¡ following ara highlights for municipal governments from the Throne Speech:
Commullity & Soej¡'J.[ Services
. t~ÐW $tandards for nursing homes
.. Now IqJÎ!:>lalion for Ontarians with Disabilities
~ New mOê!sures "to onsure children get what they need and what they are owed" (i.e. AMO's
propos:CI1 to tal<o children off welfare)
Munici.\MJ Affair,<;;
~ Will work with municìpalleadcrs as partners
~ CwatH northern dE;velopment councils
Lal!{)u( :
^n íncn¡,¡se in minimum wage and end to 60-hour workweek
PI;¡¡¡n;l1g ¡mil Development
@ GíV€J the OMS a new direction - "one that encourages sustainable growth instead of sprawl"
" Hch<.!bilitaling brownfields
" ESt,lblish a Greater Toronto Transportation Authority
!:¡lifi¡OfJ/I/<)y¡t
.. Establish Golden Horseshoe greenbelt and commission
" (Jar¡ the <)Isposal of untrmJted toxic sludge
.. Changes to process around water-taking
.. Implement tho O'Connor recommendations
HcMth
" Provinœ-wide smoking legislation
.. Mora indeþendençe for Chief Medical Officer of Health
" BoUer 3CGeptance of ¡nt(~rnational professional qualifications (Le, doctors)
Ekctricity: Now elcctricíty supply, conservation, generation and pricing
.../2
11/28/83 23:85:24 EST: ASSOCIATION OF?-)
519 &33 7&&1 CLERK-Elgin Co
Page 883'
NOV~20-03 THU 06:27 PM 260
FAX NO. 416 971 6191
P. 02
- 2-
In ro~¡pom;e, AMO i5sued tho following News Release and will be following up with provincial
officials on next stops.
'(oron[l), Ont., Novembor 20, 2003 - Today AMO President Ken Boshcoff accepted the
governmont's invitotion for a new and better relationship to build stronger communities.
"prom¡er McGuinty has listened to municipal leaders across Ontario and knows our Association
and its mcmlJor$ me always ready to work with the other orders of government," says Boshcoff.
"We're pirmscd to hei~r that the Premier is ready for a 'new deal'."
AMO lncorning President Ann Mulvale noted that "legislating the Premier's commitment for pre-
consultation with municipill government is certainly one of AMO's key priorities in the coming
months. Municipalities wore recognized today as a responsible order of gov0rnment and as
tl10ir pmlrwm, we look forward to enshrining this in legislation."
Municipalities afJpreciate lhe government's fiscal circumstances because municipalities face
growing budget constraints every year. Many promises involve programs that are delivered by
municipalities und we anxiously await meeting with the Premier and Cabinet Ministers on
evo!vinu the details. Like the province, municipalities must live within their means and so the
finnncial implic¡Üions require early discussion.
Murticip¡,lìtics h~we long been asking for province-wide smoking legislation - a call which was
answcmd todDy by Premier McGuinty. We are pleased by this commitment and will help the
nOV,Jffunont implement this promise as soon as possible.
AMO í!; ready to work on other government priorities mentioned today - restructuring the
Ontario Municipal Bomd, Affordable Housing, Electricity Reform, and Transportation. Boshcoff
ref/octed "lhe tinie for divergence between the three orders of government is history - it's now
time for coopcmtion and the public expects nothing less - let's get on with it."
7))j.;; mrontli.ltion i$ avafl,ilble through AMOs subscrÎptjon based MUN/COM network at www.nwnicom.com.
For ..,Pt", inFormation, plCa5Q contact: Pat Val1íni, ExúcuUvc Direclor, AMO at 416-971-9856 ex!. 316.
11/17/03 23:03:51 EST: ASSOCIATION OF?-)
519 &33 7&&1 CLERH-EIgin Co
Page 002
NOV-17-03 MON 04:46 PM 260
FAX NO, 416 971 6191
I r....'".. r",
'.. ~~'/~' '
p, 01/03
Association of
Municipalities
of Ontario
~;~"";'"'''' '71,"';""'·'-
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3.Q3 Unìversily AVÇ!)ual Suite 1701
T "onto, ON M5G 11"$
1'<1: (416) 971,,9856' ro)C (416) 971-6191
eman; amo@Þmo.rnunir.omcom
~h'l¡¡'II(~"""'M~'I¥t~~V"
,--,,~_. - ~
To tIle iimYle,rliai"a attention of the Clerk and Council
November 17. 2003 - Alert 03/050
MARliN CONFIRMS HIS INTEREST IN A STRONG MUNICIPAL AGENDA
AMO OPTIMISTIC FEDERAL.PROVINCIAL-MUNICIPAL RELATIONS
TO ENTER NEW ERA
1$3u0:
New De..! for Municipalities
^MO is!òued the News Release that follows below. It will be important for this new era of
GOOpor¡¡Uon to rosult in some tangible outcomes. While there has been a great deal of
emf1hai;i¡~; on aGGii!S$ to the gas tax both federally mld provincìally, AMO will be working to see
~1fIY 'New De¡¡' becomes more than just tho gas tax.
In Or,lmio, gÐS tllX from both the federal and provincial will only go a short distance in helping
Ontmio's municipalities meet their fiscal challenges as they deliver services that make our
cí!rnmunílics strong and make a difference to their citizens and business. Moving the 'New
Don!' forward will require unique and creative ideas. Municipal government excels are problem-
solving and 'IÏndíng innovation and AMOwill bring this to discussions that can effectively shape
Lhe 'New Do,¡'.
rriJ<>;............~..........u.,.,~__·_R
Toronto, Ol1t., November 16/ 2003 - AMO was extremely pleased to see Paul Martin confirm
his commitment to cilios, towns, and all communities with such passion and fortitude in his
Spcoctl ¡¡ccaptini) tho leodership of the Liberal Party and Prime Minister. Premier McGuinty
committed to Ontario's municipalíties that his government would treat municipalities with greater
respocl And involvement In order to serve the public better. In the past, when it came to federal-
provincial programs that required municipal financial contribution and delivery, AMO could not
be at Iho table to negotiate and design programs because of Constitutional arrangements.
"Both Mmtin and McGuinty are now in the position to make intergovernmental relations,
involvinG the fed{~ral, provincial and municipal governments a truly effective approach in
Ontmio, " said Ken ßoshcoff, AMO Presidcnt."The public expect and are probably surprised
and sornewhat dismayed that this has not been the case,"
There is much to be donG - affordable housing, our crumbling infrastructure, child care, and
services to immigrants, "Thera arc fiscal challenges being faced by all governments, which
minfon~os AMO's belief that we must move forward in a much beller way in Ontario:' said Ann
Mulvale, AMO Past President. "A good start is if we all sit at tile same table at the same time,
roll lip Ollr sloovcs and get ¡¡ plan in place. We can do this. We must do this,"
This infonnatípn Ici ovailabla 1l1rougl¡ IlMO's subsçription based MUNICOM l1etwork at WWVj£.municom·C<è.m·
For mom infotm"tion. pica.." contact: Pat Venini, AMO Executive Director at 416-971-9B56 ext. 316.
12/83/83 23:86:51 EST; ASSO~IATION OF?-)
519 633 7661 ~LERH-Elgin ~D
Page 882
DEC-03-03 WED 05:24 PM
280
F^X HO. 418 071 8101
}'I"'-/''-
\ .;r'"J t
..' .\H.
P. 01
Association of
MunicipaliLics
ur Ontorio
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- --
393 Unìvorsity AVGIUe, Suito 1701
,((onlo, ON M5G 1 E6
T€!: (416) 971-9856' ¡"x: (416)971-6191
ernail: r.moCW-)mo.n¡un¡con~cörn
~~~Ii'-~'"
To tf¡1i) iWI1lCúlale attention of the Clerk and Council
December 3, 2003 - Alert 03/054
AMO AFFORDABLE HOUSING CONCERNS
ADDRESSED BY MINISTER
1$$lH;;
Minister of Public Infrastructure Renewal announces some early improvements to Affordable
HOllGin\. ProQram.
Baclí~Jl'ound:
Tho ~ lon, [);wid Caplan. Minister of Public Infrastructure Renewal, stated in a recent letter to
AMO that ho <\91"8e5 with our concerns with the Affordable Housing Program and has made two
interim (:hrmges as requcsted by AMO earlier this year.
In particulm, AMO was con corned that the deadline of october 31, 2003 was too short a
tummotJnd lor muniClpall<lcs, al1ù "':, .. re5ult fewer rnunìoipalitiøs WQrl!> able to f'"rtidpate in the
Progmm. Tlw Minister has extended the deadlinê to March 31/ 2004. Furthermore, the
Minister h...s conlirmod th¡;¡t pilot projt;¡Gt~ may be selected uain9 øxìsting municipal pror.uremGflt
procodures, which greatly recluce the complexity of approving and ultimately implementing
f.1íford<Jblù hou$in9 projects.
Minister Caplan also indicated that he will be collaborating with the Hon. Steve Mahoney,
Secrclary of State responsiblG for Canada Mortgage and Housing Cqrporation (CMHC), on the
Nfordable ¡-lousing PlOgram for Ontario. He agreed with AMO's concerns that the current
pmf1r~m h;; nQt ",Hedivn and needs improvernent. AMO expeds the Minister to involve it early
on, mHceling the emphasis the Premier has put on pr(:¡-consultatiofl.
Action:
AMO members will be Kept updät!::Ù UII çon,,"ultation3 and any further annollnr:p.mf!nts by
Minb"ter Caplan.
l1Ji', i¡¡fo(, notion i,o, eW"Ji/oble Ihrougl¡ AMOs subscription based MUNICOM lJ",twork at www.nwnicom.com...
I~(>r more infQrmation, pi...."" contact: Milena Avraroovic, AMO Senior Policy Advisor at 416-971-9856 ex\. 342.
.....______..._...,. ,_~~.~.~ _~_,'~ .,n~_.,....-..,......_·_~~.....~""I"O'"~""'.....~_
11/17/83 23:84:42 EST; ASSOCIATION OF?->
NOV-17-03 MON 04:47 PM 260
519 ~33 7~~1 CLERK-EIyÏn Co
P"ye 883
FAX NO. 416 971 6191
p, 02/03
~;~
~j~~ iØ _ G .
For Your
6r¡formation
£~. Association of
M unlclpalitic$
;¡. 01 Ontario
393 Unjvc~~nYÃ.VQnuo.S",i\f' 1701
foro)jto, oN M5G 156
'rol: (416) 971-BBJJfJ . f¡I)';' (~1û) 071~1}1g1
umtlil (.I¡na@ama,munlco1{1 corn
To tll.a immcdi¡¡tv attention of th~ Clerk and Council
November 17, 2003 - FYI03f019
Government Has Released Long~Awaited Nuisance Bear Report
Issue: HOIl. David Ham¡;¡ay (MNR) released a nuisance bear report commissioned by the previous
govommcnt and will respond to it in soveral weeks.
Background: A fow·.person committel), chaired by Royal poulin, was asked in September 2002 to mak~
rücornrnendalirJ!1s on (IQaling with nuisance bears.
l'Î1<;¡ report cont<1íns soclions on bear biology; geography; socio-econom!c issues (including interaction with
I\Umom;); Î1t'1rvosting; municípal input; and provides a jurisdictional comparison. Follow this link:
!.iJ.!p'jJ::fJ.'!!':!.{ ,r.~10W9Y eel!, cH/Olllr/¡¡,þ'r/nbrc/inc!gx. hlml
. fmpfjç¿¡!fom; for M¡mlclp;;¡f Operations: The report has several recommendations for more effectively
òv<1lìng with nuisi'lr\ce bear management. Below are three key recommendations that imp<lct municipal
Op0rations.
1. MNH would playa "lead coordinaling" role in preventing bear cbnfHcts and would provide "seed
mon¡,¡y" to rnuniciµ¡;¡lities to msnage these programs, after "arrangements" me made betweell MNR
Hnd municipalities.
2. MNR would address "inconsistencies and confusion" regarding MNR involvement with
ITillflicip¡ìlitics; MNR would es1.<1blish "clear policies on handling of nuisance bears and take the lead
to e!ì{J:1go all munícipnlitics In proactive approaclles".
3. MNI< would "conduct a critical evaluation oftrapping and relocating of bears to review the efficacy of
tho ¡;¡pproacl\",
o AN/O Comments: AMO, FONOM and NOMA share the position that managing bears across Ontario,
Includinø nuisance bears, is a ciear responsibility, inciudíng financial for the Ministry of Natural
nosources. Creating anoLher layer of administration and resources at the municipal level is unworkable
¡md co:;Uy to local taxpayers. The report appears to recommend that the Province would Impose
st;mdard$ on municip¡¡litícs for boar management programs, record keeping and reporting, equipment
pnd ::¡(aff, wl\ilo still requiring that municipalities pay all the costs. Short term "seed money" is not
:i¡¡J"qu,lIe M beE1r m::magcment costs will be on-going. AMO is disappointed that the report failed to
rocognlze th",t consistency in boar management is provided most effectIvely and efficiently at the
Provincial h;vel. The recommendations in the report only meet part of the challenge and appear to
kJava municip¡tlilies mE1n;:¡ging the costs related to human safety.
G f'rov{lIda! Rcspo¡¡s/;>: Minister Ramsay is expected to respond to the report in the next fow weeks. It
1,; unknown Wllether any legislation, regulations or policies will be introduced as a result of the report.
AMO will monitor this Thursday's ThronG Speech for an indication of tho government's intent and will
t.rack whether further cosls will be imposed on municipalities.
AcHfnl: All members are encouragod to share till.'lir concerns and comments with the Minister of Natural
RCf,OurC8S, tho lion. D.wid Ramsay Ðnd their local MPP.
TI)/" ¡"IQrm"t¡()( I.~ av",lk¡blo U7rollg]¡ AMO~ SlIoocrlptiotJ based MUNICOM network at www.munJ..colll.com.
For m,¡t" infcrm¡¡1Ît1n, pICaS!) Gont::.ct: Kate Zavitz, liMO Policy Advisor at 416-971-9856 ext.320
...·ø _,. .__.._-,-,. _~~_.....
11/17/83 23:85:32 EST; ASSOGIATION OF?-)
519 633 7661 GLERK-EIgin Go
Page 884
NOV-17-03 MON 04:47 PM 260
FAX NO. 416 971 6191
P. 03/03
~:)Ï~
~~~ ~ - .
For Your
6Ir'~formation
ÂtiJ. Association of
Municipalities
.¡. of Ontario
3~3 U nlvètttity I\Vßnu:o:. Stille n01
'toronto, ON M5G 166
'ral: (411;1) 971·9&56 . rax~(416) tJ71~t)1f)1
cmai, <\!'nQ@.amo.rnunlcam com
'(0 tflc attclItion of the Clerk and Cotmcil.
November 17, 2003 - FYI 03/020
Now Source Water Protection Committees Announced
¡"sue; Two committees created to provide advice to the Minister of Environment.
ß¡;¡ckOl'oIllHI:
As part of its mandate to implement all the recommendations from the Justice O'Connor reports,
the government wili move forward to est,lblish two advisory committees to deal with
implementation. AMO had representation on the previous committee that advised the Progressive
Consorv¡:¡tivc government on developing a framework to guide the source water protection process
(seo Alml 03/021 for further details).
The 1\i1inh;;ter of Environment, Hon. Leona Dombrowsky announced the committees last week. A
technical comrniUee will be charged with advising government on developing a "threat-assessment
proCHSS" and is to be composed of scientific experts. The implementation committee will advise
government on tools and approaches to implement watershed-based source protection planning
including how it wil! bo financed.
AcHor;: AMO will be considering its representation and draft Terms of Reference are not yet
QV<:1i!¡:blo. As mom infQrmation un"folds, AMO wíll keep its membership informed.
TI¡1c1 !¡¡{QrJiw/íú/1 i$ (jvaiI.Jvle tlJroug/J AMO's -subscription bosed MUN/COM network at J{;'XiXf~m(l/JiCQ!J.1Çprn.
for r..oro i..f(>ml',~Í(m, plcase contact: Milerlél Avramovic, AMO Senior Policy Advisor at 416-971-9856 ex!. 342.
....---.-..,---........-.-..............................
Minister
of Agriculture and
Agri-Food
Ministre
de l'Agriculture et de
I'Agroalimentaire
Ottawa, Canada K1A Des
NOV 2 0 2003
Quote: 125334
Mrs. Sandra J. Heffren
Deputy Clerk
The County of Elgin
450 Sunset Drive
St. Thomas, Ontario N5R 5V1
RECEIVED
NQV 24 2O!J3
CQUNlY OF ELGIN
A.nM!~!!"'QAT!\IE SERVICES
Dear Mrs. Heffren:
This is in response to your letter to the Honourable David Anderson, Minister of the
Environment, regarding the emerald ash borer (EAB) situation and your support for the City of
Brampton's resolution. As you know, Mr. Anderson forwarded a copy of your letter to me for
consideration.
The Canadian Food Inspection Agency (CFIA) has the legal authority, under the Plant Protection
Act, to take control actions to manage invasive quarantine pests, including EAB, that threaten
Canada's agricultural and forestry sectors. The CFIA recognizes the importance of ash trees, and
its activities are directed to contain and control EAR
Since EAB's discovery in Ontario, the CFIA has been working with federal, provincial and local
departments and agencies to seek the necessary resources and management strategies to fight the
threats posed by EAB. For 2002-03, the CFIA received $5.4 million in emergency funding
specifically assigned to fight EAB. It is important to note that additional funds have already been
requested for 2003-04 to achieve eradication and/or effective controL The CFIA is actively
seeking partnerships with other federal and provincial departments to consolidate an approach to
effectively control and eventually eradicate EAB in Canada. Scientific research and surveys are
underway, and once the information becomes available, the CFIA will examine and re-evaluate
its containment and control strategies for EAB. This includes consideration of a "fire-break"
zone, which would require the removal of all ash trees within a designated area. CFIA officials
have not yet completed the determination of the designated area for this zone since survey data
for this year is incomplete.
.../2
Canadã
Mrs. Sandra J. Hernen
Page 2
The CFIA is actively working with the scientific community and regulatory experts in both
Canada and the U.S. to obtain the most current information on the biology, behaviour and
potential control ofEAB. While significant progress has been made, there is still no efficacious
means of either surveying for EAB or controlling this pest species. At this time, the EAB
Research Committee, a sub-committee of the EAB Science and Risk Mitigation Committee, has
prioritized a list of potential research projects that are deemed essential in support of the CFIA's
EAB program. With respect to the use of various pesticides, the Canadian Forestry Service and
the CFIA have put forward a request to the sub-committee to consider the merit of this proposal.
The CFIA has developed a "slow the spread" program targeting EAB. The program includes
delimitation surveys along the leading edge of the infestation in Essex County, detection surveys
to locate any outlying populations that may have been established prior to implementation of
regulatory restrictions, and active enforcement of the provisions contained in the Emerald Ash
Borer Infested Places Order. Where new populations are detected, on the leading edge and
outside the area known to be infested, they will be aggressively eradicated through the removal
and destruction of infested trees. Movement restrictions on infested properties will also be
imposed.
It is important to note that the CFIA has dedicated more than 45 officials, network specialists,
and scientists to conduct surveys and inspections and to carry out enforcement procedures in an
effort to contain EAB. To date, the CFIA has inspected more than 1,745 square kilometres of
Essex County, 700 square kilometres of Chatham/Kent County and more than 200 square
kilometres of Lambton County, and it has authorized removal of approximately 8,000 trees at the
CFIA's expense. Much of the infested ash material has either been reduced to chips or burned.
With the assistance of the city of Windsor, the CFIA has also set up a secure disposal site for
property owners to safely dispose of infested ash material within the quarantine zone.
In addition to the work being done in Essex County, the CFIA has initiated surveys specific to
EAB that include high-risk sites such as nurseries, saw mills, campgrounds, parks and
conservation areas throughout Ontario. The CFIA has recently developed and distributed fact
sheets and self-survey packages to all towns and cities in Ontario. These actions will ensure that
any EAB population that may exist outside the current regulated areas will be quickly detected
and eradicated.
The CFIA has also developed an EAB-specific import policy to prevent the potential
reintroduction and spread ofEAB from infested countries into Canada. This policy will be
harmonized with U.S. regulations. The CFIA has also worked closely with authorities from
national and provincial parks, regional conservation authorities and private campgrounds to
develop a policy to reduce the risks posed by firewood. The CFIA has emphasized the risks
posed by EAB-infested firewood and that the public's co-operation is vital to the success of this
policy.
.../3
Mrs. Sandra J. Heffren
Page 3
Please be assured that CFIA officials appreciate your concerns and that we are continuing to
work as effectively as possible to prevent the spread of EÁB to new areas of Canada.
Again, thank you for bringing your concerns to my attention.
Yours sincerely,
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Foster Parents Plan
95 St. Clair Avenue West
Suite 1001
Toronto, ON Canada
M4V 3B5
14169201654
F 4ì6 920 9942
1 8003871418
www.fosterparentsplan.ca
info@fosterparentsplan.ca
FOSTER
PARENTS
PLAN
ø
Plan
November 20, 2003
REC
~VED
NDV2S_
County of Elgin
450 Sunset Dr
St Thomas, ON
N5R 5Vl
COUNTY OF EUJIN
'n"I"!('~'" ....1;/'" ""'''''II'''-~
f\U'WL~'~:""l' t (\it' ,^ "'l: ~ ~EA\;~fjES
Dear County of Elgin:
Thank you so much for your kind gift to Foster Parents Plan in memory of Mr. John
Mayhew. It was good of you to remember Mr. Mayhew in this way and we are most grateful. I
have sent word of your gift to Mr. Alan Mayhew and I know he will be pleased by your
thoughtfulness.
Your contribution is being used to help the children, and their families, in greatest need.
You are helping to provide clean water, nutritious food, education, and a brighter future to
children, their families and communities. Rest assured that your gift will be used wisely to provide
families with the tools they need to better their lives.
I have enclosed a tax receipt for your gift. We at Foster Parents Plan share your grief with
the passing of Mr. Mayhew but have been heartened by your generous support to honour his
memory. Thank you again.
Through your gift you have made a difference.
Sincerely,
~.
Racquel Marshall
Development Co-ordinator
Enclosure: Tax receipt
National Organizations Australia Belgium Canada Denmark Finland France, Germany Japan The NetherIarJds Nol"W'aY Republic of Korea Spain Sweden United Kingdom United States
Program Countrie5 Albania Bangladesh Benin BolIvIa Bi3zH Burkina Faso CambOdia Cameroon China Colombia Dominican Republic East Timor Ecuador Egypt EI Saivador Ethiopia Gha~a
Guatemala Guî.nea Guinea Bissau Haiti HOrJdlJra5 IrJdIa Indonesia Kenya Malawi Mali Nepal Nicaragua Nige. Pakistan Paraguay Peru Philippines Senegal SIerra Leone Sri Lanka Sudan
Tanzania Thailand Togo Uganda Vìetrlam Zambia Zimbabwe @
OTTAWA OFFICE
Room 658
Confederat1on Building
House of Commons
K1AOA6
Tel. (613) 990-7769
Fax (613) 996-0194
..
CONSTITUENCY OFFICE
499 Talbot St.
St. Thomas, Ontario
N5P 1C3
Tel. (519)631-3921
1-800-265-7810
Fax (519) 631-8555
HOUSE OF COMMONS
OTTAWA,CANADA
K1A OA6
ST. THOMAS
November 22, 2003
RECEiVED!
Warden John Wilson
Members, Elgin County Council
Elgin County Administration Building
450 Sunset Dr.
St. Thomas, ON N5R 5VI
NO" 26 2OCI5
GOU~ì'f Of t\..~\N.c!;ì~:
ADMINISTRA11\lt S~~\I\C",5
Dear Warden Wilson and Members of Council:
I would like to express my sincere gratitude for the special presentation made to me last
night at the Warden's Banquet.
It has been a pleasure serving the constituents of Elgin-Middlesex-London as the Member
of Parliament for the past 10 years. I have enjoyed my relationship with council and look
forward to continuing to providing assistance and representing council at the federal level
in the future.
The beautiful artwork of the county's historical and architecturally significant court
house will be displayed with pride at my office in Ottawa.
I thank you, again, for your acknowledgement of my service as your MP and Secretary of
State for Central andEastemEurope and the Middle East.
I wish council success as you work together on behalf of the residents of Elgin.
GK:smc
THE HON. GAR KNUTSON, P.C., M.P.
E¡gin~Middlesex-Loridon
.+.
Elgin St. Thomas Archives Association
c/o p.o. Box 20167, 800 Talbot Street, St. ThOifl§'CËiŸËc
DEC 2 2IIIJ3
To:
Mark McDonald, Administrator, Elgin County
Peter Leack, City Clerk, City of St. Thomas
Board: Elgin County Pioneer Museum c/o L. Louwagie-Neyens
Brian Masschaele, Archivist, Elgin County Archives
COUf.¿"!Y
ADMI~J!ST"
ELGIN
. ':-~¡:R'nœs
25 November 2003
The appended motion was unanimously passed by the Board of Directors of the
Elgin St. Thomas Archives Association at a meeting held on Friday, November 21, 2003.
We respectfully submit it for your consideration. W . !Alii I ..hM I
¿)UlAlI\/ Y.VJ 'D~' f" "l
John Martyn, President
Elgin St. Thomas Archives Association
Motion:
"That the Elgin St. Thomas Archives Association supports an expanded, new facility for
Museum and Archive purposes.
1. Land is available
2. An opportunity would exist to extend participation with local groups and the City
of St. Thomas.
3. We would envision joint programs involving seniors, youth, rural and urban
communities.
4. Accessibility and parking can easily be accommodated.
5. This facility, with proper signage and promotion can be a major tourist draw."
Please circulate to: Mark G. McDonald
December 3, 2003
Please distribute this notice to all newly-elected
members of council. Thank you.
Dear Mernber of Council:
The Rural Ontario MunicipalAssociation (ROMA) and the Ontario Good Roads Association
would like to invite you to attend the upcoming Combined Annual Conference. The dates
are February 22 to 25,2004 atthe Fairmont Royal York Hotel in Toronto.
This Annual Conference is attended by over 1100 municipal delegates from across
Ontario. This year the theme ofthe conference is "The New 3R's: Responsibilities Require
Resources". The prograrn will examine the need that municipalities have for additional
resources with which to fund additional responsibilities.
As a newly-elected member of council, you need information and contacts. You will find
both at the Cornbined ROMNOGRAAnnual Conference.
The Honourable Paul Martin has been invited to speak on Sunday afternoon and
Premier McGuinty has been invited to speak at the Opening Session on Monday morning.
As well, the Ministers of Municipal Affairs, Transportation, Agriculture and Food, and Public
Infrastructure Renewal have been invited to speak to the delegates.
There are 12 workshops on a variety of current issues facing municipalities and a
Ministers' Open Forum to which 15 Cabinet Ministers have been invited to answer your
questions.
Additional inforrnation on the conference can be found at www.rorna.on.ca and
I.NWW.oqra.orq or contact the OGRA office.
rll~
II!fJJiA
:!.:::=::=::f~:
ONTARIO GOOD ROADS ASSOCIATION
530 Otto Road, Unit #2 Mississauga, ON Tel: (905) 795-2555 Fax: (905) 795-2660 Email: info@ogra.org
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