March 25, 2003 Agenda
REPORTS OF COUNCIL AND STAFF
March 25th, 2003
Staff Reports - (ATTACHED)
6 Manager of Engineering Services - Minimum Maintenance Standards
18 Manager of Engineering Services - Urban Road Policy Review
21 Manager of Engineering Services - Bobier Villa Humidification System - Update
23 Manager of Engineering Services - Belmont Road - Resurfacing
26 Manager of Engineering Services - Ontario Good Roads Association Member
Services Committee
27 Technical Services Officer - Community Safety Zones - Dutton (deferred from
March 11, 2003 Council Meeting)
31 Manager of Library Services - Student Position - Archivist
33 Director of Human Resources - Benefit Renewal Report - 2003 - Effective
March 1, 2003
38 Director of Homes and Seniors Services - Quality Council for the Homes
51 Emergency Measures Co-ordinator - Request from St. John Ambulance to
Purchase or Donate the Reserve Ambulance
53 Emergency Measures Co-ordinator - Emergency Management Co-ordinator - Job
Description
58 Director of Financial Services - Treasurer's Statement of Remuneration and
Expenses Jan. 1 - Dec.31, 2002 - Outside Boards
59 Director of Financial Services - Treasurer's Statement of Remuneration and
Expenses Jan. 1 - Dec. 31, 2002 - Members of
of Elgin County Council Remuneration, Mileage
and Expenses
60 Director of Financial Services - Director of Financial Services Statement of
Convention Expenses
Director of Financial Services - POA Revenues - Share to Municipalities
5
~
~ REPORT TO COUNTY COUNCIL
FROM: CLAYTON WATTERS, MANAGER ENGINEERING SERVICES
DATE: MARCH 5, 2003
SUBJECT: MINIMUM MAINTENANCE STANDARDS
Introduction
A report on Minimum Maintenance Standards (MMS) - Ontario Regulation 239/02, see
Appendix ;4', was presented to County Council on November 26, 2002. Council approved the
standards in principle and requested that the municipalities review the standards and provide
comments by January 31, 2003.
Discussion
Two municipalities responded Bayham and Central Elgin, with the correspondence listed in
Appendix 'B'. Bayham supported the adoption of the MMS as provided by Regulation 239/02.
Central Elgin is prepared to meet the MMS if directed by the County of Elgin noting other
issues.
The County of Elgin has several choices for maintenance standards; repeal the present
standards, adopt Regulation 239/02, retain existing standards (or modify) or set a new set of
standards. Adopting the MMS will help in fiscal policy, risk management, permits performance
assessments, creates a foundation for defense of claims and a benchmark for level of service
that the taxpayer expects. The MMS are not construction standards, design standards, best
practices or sufficient to maintain infrastructure.
Two statements in the MMS that are worth noting and deserve extra attention:
The first statement of concern is "as soon as practicable". This would allow the truck to be
loaded with salt, but it would not allow a lunch break, then time to fill the truck with salt and
proceed on the patrol. This statement would presume time is of the essence. Any time not
devoted to the attention of the action would be deemed to be in excess and should have been
previously completed.
The second statement of concern is "after becoming aware". This would include calls to staff,
elected officials, e-mails or phone messages. Staff can not rely on the fact they are not aware if
the message was given to the Mayor. Staff should review the practices they now employ in
order to capture the message, which can be sent in many forms either verbally or electronically.
The message should be written, otherwise it can be disputed or argued that it did not occur. In
this litigious society the person with the most comprehensive written record of events has the
best defense in court.
Several issues were raised with the response form the Municipality of Central Elgin. The first
issue is the maintenance expectations or Level of Service (LOS). As we are all aware the MMS
are the minimum, not the expected outcome or the LOS. The level of service provided to the
travelling public by the municipalities exceeds the minimum maintenance standards. If this was
not the case, lawsuits would make insuring the municipality for these actions so expensive that
6
- - - - -
REPORT TO COUNTY COUNCIL
FROM: CLAYTON WATTERS, MANAGER ENGINEERING SERVICES
DATE: MARCH 5, 2003
SUBJECT: MINIMUM MAINTENANCE STANDARDS
insurance could not be purchased therefore they would be self insuring which puts the
municipality in peril. Therefore changing the LOS to that of the MMS is not recommended.
Another issue raised by the Municipality of Central Elgin is the need for 24-hour operational
service for winter control. It is engineering staff belief that the municipalities providing the
maintenance service are best able to decide on issue's such as 2 shifts. The MMS can be
achieved with one shift, however, cost efficiencies in reduced overtime premiums occur
annually that would require around the clock activities to achieve the MMS.
Conclusion
The Minimum Maintenance Standards will provide a consistent level of service for the travelling
public throughout Ontario. Whether or not insurance premiums are reduced will directly depend
on our claims experience, therefore, getting the right information and recording all events is the
key to any defense.
Recommendation
That the County of Elgin adopt the Minimum Maintenance Standards Ontario Regulation
239/02; and also,
That the municipalities be so informed; and also,
That the standards become effective July 1, 2003.
RESPECT FULL Y SUBMITTED
APPROVED FOR SUBMISSION
OnWA '$0
CLAYTON D. WATTERS, MANAGER
ENGINEERING SERVICES
~ 4L~ >={2CA ~
MARK M ONALD
CHIEF ADMINISTRATIVE OFFICER
7
Appendix A
Ontario Regulation # 239/02 Minimum Maintenance Standards for Municipal Highways
O. Reg_ 238/02
THE ONTARIO GAZETIE/ LA GAZETTE DE L'ONTARIO
O. Reg. 239/02 ] 069
ONTARIO REGULATION 239102
made under the
MUNICIPAL ACT
Made: July 23, 2002
Filed; August 8, 2002
MINIM1JM MAINTENANCE STANDARDS
FOR MUNICIPAL mGHW AYS
INTERPRETATION AND APPLICATION
Definitions
1. (1) InthisRegulation,
«em" means centimetres;
"day" means a 24-hour period;
"moror vehicle" has the same meaning as in subsection I (1) of the
Highway Traffic Act, except that it does not include a motor
assisted bicycle;
"non·paved surface" means a surface that is not a paved surface;
491
8
Appendix A
1070
THE ONTARIO GAZETTE / LA GAZETTE DE L'ONfARIO
O. Reg. 239/02
''paved surface" means a smface with a wearing layer or layers of
asphalt, concrete or asphalt emulsion;
"roadway" has the same meaning as in subsection 1 (1) of the
Highway TraffIC Act;
"shoulder" means the portion of a highway that provides lateral
support to the roadway and that may accommodate stopped
motor vehicles and emergency use;
"surface" means the top of a roadway or shoulder.
(2) For the purposes of this Regulation, every highway or part of
a highway under the jurisdiction of a municipality in Ontario is
classified in the Table to this section as a Class t, Class 2, Class 3,
Class 4, Class 5 or Class 6 highway, based on the speed limit appli-
cable to it and the average annual daily traffic on it.
(3) For the purposes of subsection (2) and the Table to this sec-
tion, the average annual daily traffic on a highway or part of a
highway under mUIÛcipaljwisdiction shall be determined.
(a) by counting and averaging the daily two.way traffic on the
highway or part of the highway for the previous calendar
year; or
(b) by estimating the average daily two-way traffic on the high-
way or part of the highway in accordance with accepted traf¥
fic engineering methods.
TABLE
CLASSIFICATION OF H/GHW A YS
Average Annual Daily Traffic Posted or Statutory Spct:d Limit (kilometres per hour)
(number of motor vehicles) 100 90 80 70 60 50 40
15,000 or more 1 1 1 2 2 2 2
12,000 - 14,999 1 1 1 2 2 3 3
10.000 - 11,999 1 1 2 2 3 3 3
8,000 - 9,999 1 1 2 3 3 3 3
6,000 - 7,999 1 2 2 3 3 3 3
5,000 - 5,999 1 2 2 3 3 3 3
4,000 - 4,999 1 2 3 3 3 3 4
3.000 - 3.999 1 2 3 3 3 4 4
2,000 - 2,999 1 2 3 3 4 4 4
J,OOO- 1,999 1 J 3 3 4 4 5
500- 999 1 3 4 4 4 4 5
200· 499 1 3 4 4 5 5 5
50- 199 I 3 4 5 5 5 5
0- 49 1 3 6 6 6 6 6
Application
2. (1) This Regulation sets out the minimwn standards ofrepair
for highways under municipaJjurisdíction for the purpose ofsubsec-
tion284 (1.4) oftheAcl
(2) The minimum standards of repair set out in this Regulation
are applicable only in respect of motor vehicles using the highways.
(3) TIñs Regulation does not apply to Class 6 highways.
M1NIMuM STANDARDS
Rontine patrolling
3. (1) The minimum standard for the frequency of routine
patrolling ofbighways is set out in the Table tothis section.
492
9
~ - ~ -
Appendix A
O. Reg. 239/02
THE ONTARIO GAZETTE /LA GAZETTE DEL'ONTARIO
1071
(2) Routine patrolling shall be carried out by driving on or by
electronically monitoring the highway to check for conditions
descnòed in this Regulation.
(3) Routinepatrolling is not required between sunset and sunrise.
TABLE
ROUTINE PATROLLING FREQUENCY
Class of Highway Patrolling Frequency
1 3 times every 7 days
2 2 times evel}' 7 days
3 once every 7 days
4 0!1cc every 14 days
S once every 30 days
SnowaccamulatioD
4. (1) The minimum standard for clearing snow accmnulation is,
(a) while the snow continues to accumwate. to deploy resources
to clear the snow as soon as pmcticable after becoming aware
of the fact that the snow accumulation on a roadway is
greater than the depth set out in the Table to tlûs section; and
(b) after the snow accumulation has ended and after becoming
aware that the snow accumulation is greater than the depth
set out in the Table to this section,. to clear the snow acx:umu~
!ation in accordance with subsections (2) and (3) or subsec-
tions (2) and (4), as the case may be, within the time set out
in thc Table.
(2) The snow accumulation must be cleared to a depth less than
or equal to the depth set out in the Table.
(3) The snow accumulation must be cleared from the roadway to
within a distance of 0.6 metres inside the outer edges of the road-
way,
(4) Despite subsection (3), for a Class 4 highway with two lanes
or a Class 5 highway with two lanes, the snow accum1ilation on the
roadway must be cleared to a width of at least 5 metres.
(5) Thissection,
(a) does not apply to that portion of the roadway designated for
parking; and
(b) only applies to a municipality dwing the season when the
municipality performs, winter highway maintenance.
(6) In this section,
"snow accumulation" means the natural accumulation of new fallen
snow or wind-blown snow that covers morc than half a lane
width of a roadway.
TABLE
SNOW ACCUMULATION
Class of Highway Depth TUne
1 2.5cm 400"'"
2 Sem 6 hours
3 8em 12hoUIS
4 8em 16 hours
S 10 em 24","",
Icy roadways
5. (1) The minimum standard for treating icy roadways is,
(a) to deploy resources to treat an icy roadway as soon as practi-
cable after becoming aware that the roadway is icy; and
(b) to treat the icy roadway within tbe time set out in the Table to
this section after becoming aware that the roadway is icy.
(2) This section only applies to a mtmicipality during the season
when the municipality performs winter highway maintenance.
TABLE
ICY ROADWAYS
Class of Highway Time
1 3hoUI'S
2 4hoUIS
3 Shoms
4 12 hours
5 16bours
Potholes
6. (1) If a pothole exceeds both the swface area and depth set
out in Table 1,2 or 3 to this section, as the case maybe, the mini·
mum standard is to repair the pothole within the time set out in
Table 1,2 or 3, as appropriate, after becoming aware of the fact.
(2) A pothole shall be deemed to be repaired ifits surface area or
depth is less than or equal to that set out in Table I, 2 or 3, as appro-
priate.
TABLE 1
POTHOLES ON PAVED SURFACE OF ROADWAY
Class of Surface Area Depth Time
Highway
J 600cm1 8an 4 days
2 800 cm~ 8an 4 days
3 1000 cm~ 8em 7 days
4 1000 cnf 8em 14 days
S 1000 cnr 8em 30 days
TABLE 2
POTHOLES ONNON·PAVED SURFACE OF ROADWAY
Class of Surface Area Depth Time
Highway
3 1500 cur 8em 7 days
4 1500 cm~ lOcm 14 days
S 1500cm~ 12 em 30 days
TABLE 3
POTHOLES ON PAVED OR NON-PAVED SURFACE
OF SHOULDER
C1assof Surface Area Depth Time
Highway
1 1500 cm1 8em 7 days
2 1500 em2 8em 7 days
3 1500 cm~ 8em 14 days
4 1500 cm~ 10 em 30 days
S I 500 cm~ 12 em 60 days
493
1 0
Appendix A
1072
THE ONTARIO GAZETTE/ LA GAZETTE DE L'ONTARIO
O. Reg. 239/02
Shoulder drop-offs
7. (1) Jfa shoulder drop-off is deeper. for a continuous distance
of 20 metres Of more, than the depth set out in the Table to this
section, the minimum standard is to repair the shoulder drop-off
within the time set out in the Table after ~ aware of the fael
(2) A shoulder drop-off shall be deemed to be repaired if its
depth is less than or equal to that set out in the Table.
(3) Inthissection.
"shoulder drop-off' means the vertical differential, where the paved
surface of the roadway is hîgherthan the surface of the shoulder,
between the paved surface oCthe roadway and the paved or non-
paved surface of the shoulder.
TABLE
SHOULDER DROP·OFFS
Class of Highway Depth Time
I 8= 4 days
2 8em 4da,.
3 8= 7da,.
4 8em 14 days
5 8em 30 days
Craeks
8. (I) (fa crack on the paved surface ora roadway isgrea.ter, for
a continuous distance of three metres or more, than both the width
and depth set out in the Table to this section, the minimum standard
is to repair the crack within the time set out in the Table after
becoming aware ortbe fact.
(2) A crack shall be deemed to be repaired ifits width or depth is
less thanorequaJ to that set out in the Table.
TABLE
CRACKS
Class or Width D""th Time
Highway
I 5cm 5= 30 days
2 5em 5= 30 days
3 5= 5em 60 days
4 5= 5= 180 days
5 5= 5= 180 days
Debris
,. (1) If there is debris on a roadway, the mitrimum standard is
to deploy resources, as soon as practicable after becoming aware of
the fact, to remove the debris.
(2) In this section,
"debris" means any material or object on a roadway,
(a) that is not an integral part of the roadway or bas not been
intentionally placed on the roadway by a municipality, and
(b) that is reasonably likely to cause damage to a motor vehicle
or to injure a person in a motor vehicle.
Luminaires
10. (1) For conventional illumination, ¡fthree or more consecu-
tive luminaires on a highway are not functioning, the minimum
standard is to repair the luminaires within the time set out in the
Table to this section after becoming aware of the fact.
(2) For conventional illumination and high mast illumination, if
30 per cent or more of the luminaires on any kilometre ofhîgbway
are not functioning, the minimum standard is to repair the lumi-
naires within the time set out in the Table to this section after
becoming aware of the fact.
(3) Despite subsection (2), for high mast illumination, if aU of
the luminaires on consecutive poles are not functioning, the mini-
mwn standard is to deploy resources as soon as practicable after
becoming aware of the fact to repair the- luminaÎres.
(4) Despite subsections (1), (2) and (3), for conventional illumi-
nation and high mast illumination, if more than 50 per cent of the
luminaires on any kilometre of a Class I highway with a speed limit
of90 kilometres per hour or more are not functioning, the minimum
standard is to deploy resoun;es as soon as practicable after becom-
ing aware of the fact to repairthe luminañ'es.
(5) Luminaires shaJ] be deemed to beœpaired,
(a) for the purpose of subsection (I), if the number of non.
functioning consecutive luminaires does not exceed two;
(b) for the pmpose of subsection (2), if more than 70 per cent of
luminaires on any kilometre ofhigbway are functioning;
(c) f{lr the purpose ofsubsection (3), if one or more of the lumi-
naires on consecutive poles are functioning;
(d) for the purpose of subsection (4), ifmore than 50 percent of
luminaires on any kilometre of highway are functioning.
(6) Subsections (1), (2) and (3) only apply to,
(a) Class 1 and Class 2 highways; and
(b) Class 3, Class 4 and Class 5 highways with a posted speed of
80 kilometres per hour or more.
(7) Inthissection,
"conventional iHwnination" means lighting, other than high mast
illumination, where there are one or more luminaires per pole;
"high mast illumination" means lighting where there are three or
more luminaires per pole and the height of the pole exceeds 20
metres;
"luminaire" means a complete lighting unit consisting of.
(a) a lamp, and
(b) parts designed to distribute the light. to position or protect the
lamp and to connect the lamp to the power supply.
TABLE
LUMINAIRES
Class of Highway Time
I 7da,.
2 7da,.
3 14 days
4 14 ðays
5 14 days
Signs
11. (I) If any sign of a type listed in subsection (2) is illegible,
improperly oriented or missing, the minimum standard is to deploy
resources as soon as practicable after becoming aware of the fact to
repair or replace the sign.
(2) This section applies to the following types of signs:
494
1 1
Appendix A
O. Reg. 239/02
THE ONTARlÖ GAZETIE ILA GAZETIE DE L'ONTARlO
1073
1. Checkerboard.
2. CUrve sign with advisory speed tab.
3. Donotcnter.
4. One Way.
5. School Zone Speed Limit.
6. Stop.
7. Stop Ahead.
8. Stop Ahead. New.
9. Traffic SignaI Ahead. New.
10. Two--WayTrafficAhead.
11. Wrong Way.
12. Yield.
13. Yield Ahead.
14. Yield Ahead, New.
Regulatory or warning signs
12. (1) Ifa regulatory orwaming sign other than a sign listed in
subsection 11 (2) is illegible. improperly oriented or missing. the
minimum standard is to repair or replace the sign within the time set
out in the Table to this section after becoming aware oftbe fact.
(2) In this section,
"regulatory sign" has the same meaning as in the Manual of Uni-
form Traffic Control Devîc~ published"in 1985 by the Ministry
of Transportation;
"warning sign" has the same meaning as in the Matwal of Uniform
Traffic Control Devices published in 1985 by the Ministry of
Transportation.
TABLE
REGULATORY AND WARNING SIGNS
Class of Highway Time
1 7da",
2 14 days
3 21 days
4 30 days
5 30 days
Traffic: control signal systems
13. (1) If a traffic control signal system is defective in any way
described in subsection (2), the minimum standard is to deploy
resources as soon as practicable after becoming aware of the defect
to repair the defect or rep1ace the defective component of the traffic
control signal system.
(2) This section applies if a traffic control signal system is defec-
tive in any of the following ways:
I. One or more displays show conflicting signal indications.
2. The angle of a traffic control signal or pedestrian control
indication has been changed in such a way that the traffic or
pedestrian facing it does not have clear visibility of the
information conveyed or that it conveys confusing
infonnation to trnffic orpedestrians facing other directions.
3. A phase required to allow a pedestrian or vehicle to safely
travel through an intersection fails to occur.
4. Thr:re are phase or cycle timing errors interfering with the
ability of a pedestrian or vehicle to safely travel through an
intersection.
5. There is a power failure in the traffic control signal system.
6. The traffic control signal system. cabinet has been displaced
from its proper position.
7. There is a failure of any of the traffic control signal support
structures.
8" A signal lamp or a pedestrian control indication is not func-
tioning.
9. SignaIs are flashing when flashing mode is not a part of the
normal signal operation.
(3) Despite subsection (I) and paxagraph 8 of subsection (2), if
the posted speed of all approaches to the intersection or location of
the non.fimctioning signal lamp or pedestrian control indication is
less than 80 kilometres per hour and the signal that is not function-
ing is a green or a pedestrian "walk" signal, the minimum standard
is to repair or replace the defective component by the end of the next
business day.
(4) In this section and section 14,
"cycle" means a complete sequence of traffic control indications at a
location;
"display" means the illuminated and non-illuminated signals facing
the traffic;
"indication" has the same meaning as in the Highway Traffic Act;
"phase" means a part of a cycle from the time where one or more
traffic directions recci-æ a green indication to the time where one
or more different traffic directions receive a green indication;
"power failure" means a reduction in power or a loss in power
preventing the traffic control signal system trom open.ting as
intended;
"traffic control signal" has the same meaning as in the Highway
TrafficAct;
"traffic control signal system" bas the same meaning as in the
Highway Traffic Act;
Traffic: control signal system sub-systems
14. (1) The minimuin staJidard is to inspect, test and maintain
the fonowing traffic control signal system sub-systems every 12
months:
1. The display sub-system, consisting of traffic signal and
pedestrian crossing heads. physical support structures and
support cables.
2. The traffic control sub-system, including the traffic control
signal cabinet and internal devices such as timer, detection
devices and associated hardware, but excluding conflict
monitors.
3. The external detection sub-system, consisting of detection
sensors for aU vehicles, including emergency and railway
vehicles and pedestrian push- buttons.
(2) The minimum standard is to inspect, test and maintain con-
flict monitors every five to seven months and at ¡east twice a year.
(3) lnthisscction,
"conflict monitor" means a device that continually checks for con-
flicting signa! indications and responds to a conflict by emitting a
signal.
495
12
1074 0.Reg.239!02
Appendix A
THE ONTARIO GAZETTE! LA GAZETTE DE L'ONTARIO
Bridge deck spaDr
15. (1) If a bridge deck spall exceeds both the surface area and
depth set out in the Table to this section. the minìmum standard is to
repair the bridge deck spall witbin the time set out in the Table after
becoming aware of the fact.
(2) A bridge deck spall shall be dccm,ed to be repaired if its sur-
face area or depth is less than or equal to that set out in the Table.
(3) IntbissectiOD,
"bridge deck spall" means a cavity Ieft by one or more fiagments
detaching from the paved surface of the roadway or shou1derofa
bridge.
TABLE
BRIDGE DECK. SPALLS
Class of Surface Area Dopth Time
Highway
I 600~ 8em 4 daY'
2 800~ 8em 4 daY'
3 ItOOOem'" 8em 7 daY'
4 1,OOOcnr 8em 7 daY'
5 l,OOOcm1 8em 7 daY'
Surface discontinuities
16. (1) If a surface discontinuity, other than a surface disconti-
nuity on a bridge deck, exceeds the height set out in the"Table to this
section. the minimum standard is to repair the surface discontinuity
witbin the time set out in the Table after becoming aware of the fact.
(2) If a surface discontinuity on a bridge deck exceeds 5 em, the
minimum standard is to deploy resources as SOOD as practicable after
becoming aware of the fact to repair the surface discontinuity on the
bridge deck.
(3) Inthissection.
"surface discontinuity" means a vertical discontinuity creating a step
formation at joints or cracks in the paved surface of the roadway,
including bridge deck joints, expansion joints and approach slabs
to abridge.
TABLE
SURFACE DISCONTINUITIES
Class of Highway Height Time
1 5em 2 daY'
2 5em 2daY'
3 5em 7 daY'
4 5em 21 days
5 5em 21 days
REvIEw OF REGULATION
Review
]7. (1) The Minister of Transportation shall conduct a review of
this Regulation every five years.
(2) The firstrevìew shall be started before the endof2007.
COMMENCEMENT
Commeneement
]8. This Regulation comes into force on November]. 2002.
NORMAN W. STERLING
Minister of Transportation
Dated on July 23, 2002.
34/02
1.3
Appendix B
Municipality øf
Bayham
P.0.1!ox 16l~, 9;;44 J?1à<>k Roa<~
Srmffordvllle, CoWio NQT 1YO
Tel: (5 J.9) 8&S.5~m . Fax: (519) 8660884
e",,,.iI, b¡¡y ,<un@b¡¡yham.on.ca
Janua¡y 27,2003
Fax No. (519) 631·4297
Clayton Watte!'S
Manager ofEnzineering Services
CountyofB1gin
450 Sunset Road
St. Thoma.s, @N
N'SR SVl
Dear MI'. Watt~
Re: 0ntario R~tion 239/02 - Minimum MJlÍtl.tenanee StJitnd.rds
Counci1l\as had '(b¡ô oppòrtUI!ity to revièw the issue of the Minimum Maintenance
Standards .~¡:jno!uded in Regwation 239/02 atIts meetiI1g Qf January 23,%\1, 2003. After
coI1SÏderi~ ib.e infortl1atioI1, the fu1!owing resolution was adopted:
"l"lIat the Municipality of Bayham inform the County of Elgin of iU
support for adoption -of the Minimum Maintenanœ Standa.ds for
Municipal l{ighways "" pro'llided in Regulation 239/ )2."
11' YOIl réquire anything fUrther. please do riot hesitate to contact me.
14
Appendix B
'I'ne Corporation ()f tlíe Municipality} of Centr.d 'Efgin
450$unset Ðril/e~-1 sfF-¡oor,$t ThomËiS~ 0rÙariON5R5V1
Ph.519·631.4580 F,," 519-631-4036
December 10,2002
Co~nty 01 EJgin
450 Sunset ¡¡¡rive.
ST. THOMAS, ON
N5R 5v1
At!énti0n: Mr. Clayton Wat!érs, P. Eng
Manager of EngineMng Services
Dear Clayton.
Re; Minimum Maintenance Standards
Municioaliw of Gêntral Eloin
The following shall sen¡e as written confirmation of the M~nlçjpallty of Central Elgin's comments
regarding the new Min¡m~m MaintenahCe standards for municipal highways as requested in your
correspondence dated November 28, 2002. Councii 0fthe Municipalily of Cent",1 Elgin reviewed your
correspondence;¡lt theinegula' oouncii m...ting held on l3eœmbe' 9, 2002 and would comment as
1011ows:
1. ii is the 0U' unde,st<mding that unless there are other higher standards curren~y in place ;¡Ind
approved by the road authority (municipality} than the new minimum maintenance-standards
wjhpply.
2 The Municipality pf Centràl Eigin has adopted the new minimum m;¡lintenance standards as
our minimum standard, We would note that for the most part, the current Leve' of SeMce
{LOS} currently being delivered by Central Eigin is higher than those Identified in the Minimum
Maintenance Standards.
3. Although we have adopted the Minimum MaintJmance Standard. as our minimum standard it
is Central Elgin's position thet the LOS should not radically drop belew what is currently being
provided. By suddenly letting tI1eL0S drop, this couid in fact p0se a potential liability due tø a
'Standard of Care' that the motoring public has Come to expecf being suddenly reduced. Due
to the: foregoing, we woutd ask that the County clarit'y it's positïon regarding It's
expectations of the tower tier municipalities when maintaining County roads.
4. The Municipelity 01 Centr.'; agin is prepared to meet the minimum maintenancestandarda if
directed to by the County. We wouid note that fer Central Elgin and the amount of Class 1
and 2 roads which we are required to maintain for the Ceunty we will require 24 hour seMce,
As a r""ult 01 this requirement, Central Eigin has engaged a night shift dliring winter controi
operations.
15
Appendix B
5. Wîth respect to whether1he standards can be used Syccas$fully in defeme of lawsuits, we
would respectfully suggest that tltey may aid in assisting against law suits, but;¡ta!l feel !hit>
will have to be tested in the courtt> in ortlerto be sure.
tf you have any questions or require any additional information please feel free to contact the
municipal Dffices at 631 4860 ext277.
~Tru~)¡.~
~~~ .
. Director of Physical Services
Jjp:ijp
cc: File: Minimum MaintenanCe'Standards
File: CDunty RDads,
16
Ontario Regulation 239/02 at a Glance
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1 7
REPORT TO COUNTY COUNCIL
CLAYTON WATTERS MANAGER OF ENGINEERING SERVICES
JANUARY 29, 2003
URBAN ROAD POLICY REVIEW
FROM:
DATE:
SUBJECT:
Introduction
In light of recent urban road uploads to the County level and a request from the Town of Aylmer, staff
has undertaken a review of its policies as they relate to urban road sections.
The existing policy defining responsibilities in urban areas was last adopted by County Council 20 years
ago. It is therefore prudent to review the policy and amend it to reflect current practices and standards.
Discussion
County Council adopted the policy, which defines responsibility on County Roads that are within urban
areas, in December 1983. The original framework of the policy was derived from the Provincial Methods
Manual for Municipal Road Systems, July 1978. .
The County Road system is an arterial network to provide an efficient route between and through
populated areas. Once a motorist is close to their final destination, secondary (lower tier) roads provide
their route.
The function of a County road that traverses through an urban area has always been the same. Its
purpose is to facilitate the movement of vehicular traffic to enter, exit or traverse through the populated
area. The existing policy defining responsibility on County roads in urban areas also used this rationale
to delegate responsibility, therefore, when re-visiting the document, much of the policy has been
unchanged except to reflect current standards. The revised policy is attached to this report.
It should also be noted that the lists of County responsibilities in the policy are all "maintenance" issues.
All of these items relate to existing features and form part of the municipality's responsibilities as outlined
in the maintenance agreements that the municipalities entered into and are reimbursed for. This policy
is therefore redundant to those agreements, however, it should be defined and updated for future
reference. All capital improvements to these road sections remain as the County's responsibility.
Conclusion
Staff has reviewed the existing policy outlining responsibilities on County roads through urban areas.
The attached policy has kept the same ideology as the existing policy and has not changed significantly.
Recommendation
For Council's information.
RESPECT FULL Y SUBMITTED
APPROVED FOR SUBMISSION
{iìWá4lJl,
MAC~A~ ~ Ap 'pOV
CHIEF ADMINISTRATIVE OFFICER
CLAYTON D. WATTERS, MANAGER
ENGINEERING SERVICES
I\NW-ADMIN\DATA\DEPART -l\EngineeringIROADSICouncil Reports\20031Urban Road Policy Review - Aylmer.doc
Page 1 of3 1 8
REPORT TO COUNTY COUNCIL
CLAYTON WATTERS MANAGER OF ENGINEERING SERVICES
JANUARY 29, 2003
URBAN ROAD POLICY REVIEW
FROM:
DATE:
SUBJECT:
County's Responsibilities in Urban Areas
This policy applies to work on County Roads within the limits of an existing or former Town, Village or
Hamlet. These areas typically (but not necessarily) have curb and gutter, storm sewers and sidewalks.
The County is responsible for:
1. Maintenance of pavement full width including side street intersections to the property line.
2. Maintenance of shoulders of road whether these be paved or gravel (including grading, any
necessary gravelling, elimination of water holes, etc.).
3. Installation and maintenance of catchbasins including broken grates, deteriorated concrete, etc., but
not the cleaning of dirt and debris from the catch basin sumps.
4. Maintenance of storm sewers, but not sanitary sewers.
5. Maintenance of curb and gutters.
6. Pavement markings to facilitate the movement of traffic and provide warning as prescribed by the
Ontario Traffic Manual (including: centreline markings, stop blocks, rail road crossing markings,
etc.).
7. Machine cutting of weeds.
8. Maintenance of all Regulatory and Warning signage as prescribed by the Ontario Traffic Manual.
9. Sanding and salting for ice control.
10. Plowing of snow from pavement to shoulders, curb line or parking lane, but not for the removal of
snow from the right-of-way.
11. Maintenance of guide rail necessary for vehicle safety.
12. Maintenance of bridges and culverts (including: brushing and washing).
13. Mechanical sweeping as practical.
I\NW-ADMIN\DATA\DEP ART -I\EngineeringIROADSICouncil Reports\20031Urban Road Policy Review - Aylmer.doc
Page 2 of3 1 9
REPORT TO COUNTY COUNCIL
CLAYTON WATTERS MANAGER OF ENGINEERING SERVICES
JANUARY 29, 2003
URBAN ROAD POLICY REVIEW
FROM:
DATE:
SUBJECT:
The lower-tier Municipality is responsible for:
1. Cleaning of all catch basins.
2. Pavement markings for parking.
3. All signs other than the regulatory and warning signs as prescribed in the Ontario Traffic Manual.
4. Trimming and removal of trees.
5. Maintenance of waterlines, sanitary and combined sewers.
6. Repair and maintenance of sidewalks.
7. Hand cutting of weeds and grass.
8. Removal of snow from the right-of-way after it has been plowed off the roadway and removing of
snow to open catchbasins.
9. Street lighting and lights on bridges.
1\NW-ADMIN\DATA\DEPART-l\Engineering\ROADSICouncil Reports\20031Urban Road Policy Review - Aylmer.doc
Page3 of3 20
REPORT TO COUNTY COUNCIL
FROM: CLAYTON WATTERS, MANAGER OF ENGINEERING SERVICES
DATE: MARCH 4,2003
SUBJECT: BOBIER VILLA HUMIDIFICATION SYSTEM - UPDATE
Introduction
Engineering staff has reported on three operational issues at Bobier Villa; humidification, drainage and
sheet flooring. This report will address the humidification system.
At the November 26, 2002 County Council meeting approved the following:
"That the humidification system for Bobier Villa be replaced at an estimated cost of $100,000; and also,
That Smylie and Crow Associates provide the mechanical/electrical services for the project; and also,
That the contracts for the humidification system be awarded to the lowest tender contractor and reported
to Council at the next meeting."
Discussion
The equipment for the humidification system has been purchased and now the contractors are installing
the system. The attached chart lists the supplierslcontractors and their quoted prices, which includes all
taxes.
The equipment supplied is a Nortec electronic steam humidifier at their quoted price of $31,743.45. The
mechanical and electrical contractor for the installation for the system is Pro Electric Incorporated at their
quoted price of $47,502.65. Smylie and Crow Associates Incorporated price for their services is
$4,280.00.
Therefore, the total project cost including taxes and engineering is $83,526.10 for the humidification
system replacement at Bobier Villa. This project, Number 5930-02-02, is included in the 2002 capital
program.
Conclusion
The humidification system is nearing completion, the drainage system requires additional engineering
and the sheet flooring will be completed when the previous two issues are complete.
Recommendation
That this report, Bobier Villa humidification system update dated March 4, 2003 be received and filed.
RESPECT FULL Y SUBMITTED
{frvJlt lM1
APPROVED FOR SUBMISSION
CLAYTON D. WATTERS
MANAGER OF ENGINEERING SERVICES
CLJj~~,~
MARK MCDí;t>NALD
CHIEF ADMINISTRATIVE OFFICER
21
COUNTY OF ELGIN - HUMIDIFICATION REPLACEMENT - BOBIER
VILLA
(TAXES INCLUDED)
FEBRUARY 2003
EQUIPMENT
Company Amount
Palser Enterprises $31,743.45
Raytec $31,797.75
HTS Engineering Ltd. $35,132.50
ELECTRICAL
Company Amount
Pro Electrical $17,922.50
Koolen Electrical $19,775.74
Elgin Electrical $27,805.02
MECHANICAL
Company Amount
Pro Mechanical $29,580.15
Millcreek Mechanical $32,635.00
Barrett Mechanical $35,203.00
22
REPORT TO COUNTY COUNCIL
CLAYTON WATTERS, MANAGER ENGINEERING SERVICES
FEBRUARY 13, 2003
BELMONT ROAD - RESURFACING
FROM:
DATE:
SUBJECT:
Introduction
On Belmont Road (County Road #74) in 2003, the Municipality of Central Elgin in the Village of
Belmont, will be replacing an existing water line. In conjunction with this project the County of
Elgin will rehabilitate the roadway, repair the drainage systems, install pieces of curb and
improve the truck-turning radii at Borden Avenue and Caesar Road.
The Municipality of Central Elgin has requested that the County of Elgin pay all road surface
restoration costs for the waterline replacement.
Discussion
In recent years, the County has jointly completed projects with our lower tier municipalities to
create construction and financial efficiencies. Our past practice has kept the municipality
responsible for all of the costs for the work associated with the installation of their services
including restoration of the roadway where those services were installed under the road.
Meanwhile, the County would cover all costs associated with rehabilitation of the remainder of
the undisturbed road allowance. Recent projects in Eden, Straffordville and Lawrence Station
have used this philosophy and have worked well. In all three cased the municipalities paid all
costs to restore the road allowance that was disturbed due to the installation of their service
while the County paid all costs associated with rehabilitating the remainder of the road
allowance.
This year on Belmont Road within the Village of Belmont, the Municipality of Central Elgin will
be replacing the existing water line. Central Elgin has requested that the County review its
"past practice" as to who pays for trench rehabilitation over the municipality's new water line.
The County is completing work on Belmont Road in conjunction with the Municipality of Central
Elgin's project in order to produce a uniform road surface and create as many synergies and
efficiencies as possible.
Conclusion
The County's past practice for joint projects with the lower tier municipalities has been that the
municipality who owns the service is responsible for the rehabilitation of the trench over that
installed surface. This practice is consistent if the service is installed in the ditch line or down
the road centre line. This practice also applies to future repairs and connections.
The Municipality of Central Elgin has asked the County to review its past practice for cost
responsibility in this regard. It should also be noted that if the Municipality was not planning to
install these services this year, the County may not have scheduled this work in 2003.
23
J:\Engineering\ROADS\Council Reports\2003\Belmont Road Resurfacing"doc
Page 1 of3
REPORT TO COUNTY COUNCIL
CLAYTON WATTERS, MANAGER ENGINEERING SERVICES
FEBRUARY 13, 2003
BELMONT ROAD - RESURFACING
FROM:
DATE:
SUBJECT:
Recommendation
That the County continues as per past practice to make it the responsibility of the local
municipality to cover all costs associated with the complete restoration of services installed on
County Roads.
RESPECT FULL Y SUBMITTED
0i?W{A4L~
APPROVED FOR SUBMISSION
CLAYTON D. WATTERS, MANAGER
ENGINEERING SERVICES
G~
~~ ~OA'
MARK M ONALD
CHIEF ADMINISTRATIVE OFFICER
24
J :\Engineering\ROADS\Council Reports\2003\Belmont Road Resurfacing.doc
Page 2 of3
II
.. ~~) REPORT TO COUNTY COUNCIL
FROM: CLAYTON WATTERS, MANAGER ENGINEERING SERVICES
DATE: FEBRUARY 13, 2003
SUBJECT: BELMONT ROAD - RESURFACING
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J:\Engineering\ROADS\Council Reports\2003\Belmont Road Resurfacing.doc
Page 3 of3
REPORT TO COUNTY COUNCIL
CLAYTON WATTERS, MANAGER
ENGINEERING SERVICES DEPARTMENT
MARCH 14, 2003
ONTARIO GOOD ROADS ASSOCIATION MEMBER SERVICES COMMITTEE
FROM:
DATE:
SUBJECT:
Introduction
Municipal Engineers Association (MEA) has a member sitting on the Ontario Good Roads Association
(OGRA) "Member Services Committee". The MEA member has now been elected to the Board of
Directors for OGRA at the last annual conference and is unable to represent our association. The MEA
has requested that the Manager of Engineering Services for the County of Elgin fill this seat on the
committee.
Discussion
The County of Elgin has had staff sit on numerous committees for various government organizations in
Ontario. The Manager of Engineering Services has been a committee member for the Pit and Quarry
Rehabilitation, review the Railway Crossing Act, Audit for the MEA Association, to name a few. Recently
the MEA has requested that the Manager of Engineering Services be the representative on the Member
Services Committee for the OGRA.
The mandate for the committee is to provide to the Board of Directors with recommendations on a wide
range of member services including education and training programs, infrastructure management
services, information services and marketing/communication initiatives.
The committee meets five times per year, with four afternoon meetings taking place in Toronto and the
fifth meeting is two days that is hosted by the President of OGRA (this year in Espanola). The MEA and
OGRA pay all expenses associated with the Member Services Committee.
Conclusion
The OGRA provides a valuable service to its members by hosting conferences, education and training to
all municipal groups.
Recommendation
For Councils information.
RESPECT FULL Y SUBMITTED
úl1\lJV\~
APPROVED FOR SUBMISSION
CLAYTON D. WATTERS, MANAGER
ENGINEERING SERVICES
~-
~L )
MA D~ ~
CHIEF ADMINISTRATIVE OFFICER
¡aøu
26
REPORT TO COUNTY COUNCIL
PETER DUTCHAK, TECHNICAL SERVICES OFFICER
ENGINEERING SERVICES DEPARTMENT
FEBRUARY 10, 2002
COMMUNITY SAFETY ZONES - DUTTON
FROM:
DATE:
SUBJECT:
Introduction
The County of Elgin has received a request from the Municipality of Dutton / Dunwich by Municipal
Council Resolution and by the Dunwich/Dutton Public School Council to establish Community Safety
Zones (CSZ) on County Road #8 (Currie Road) and County Road #15 (Miller Road) within the former
Village of Dutton.
Discussion
In 1998 the Province of Ontario passed a Bill that amended the Highway Traffic Act to allow municipal
councils to designate Community Safety Zones (CSZ) where there is "documented evidence that public
safety is of special concern" and fines for traffic infractions within the CSZ are substantially increased.
Observations and a traffic study conducted in the spring of 2002 indicated that vehicles mostly tend to
travel at the posted speed limits through the village of Dutton on Currie Road. The 85th percentile speed
recorded was between 55 and 58 km/h, which are within acceptable limits for a 50km/h zone.
Police reported accidents from 1995 to 2001 do not indicate that any occurrences within the village
involved dangerous driving behaviors. In other words, collisions that occurred during that time were
usually parking maneuvers or backing out from private entrances. These incidents are typically
expected in urban areas and the presence of a CSZ would not have stopped these collisions from
occurring.
Studies have been conducted in different communities to determine the effectiveness of CSZ's over the
past few years. Most recently, the Region of Durham established 13 CSZ's to determine their
effectiveness. It was found that the average operating speeds within the zones had only decreased by
2.4 km/h and that enforcement levels were found to be crucial in ensuring the on-going effectiveness of
the CSZ's. Similar studies were conducted in the Region of Niagara and the cities of Toronto,
Mississauga, Windsor, Ottawa and Kitchener/Waterloo in which they have concluded that that CSZ
programs have generally not been effective in modifying driver behavior.
Staff assumes that the intention of the Municipality of Dutton / Dunwich and the Dutton / Dunwich Public
School Council is to ensure the safety of the children attending the local school. If this indeed is the
case, more appropriate "School Area" warning signage could be installed on the road allowance. The
purpose of the signage is to attract driver attention to potentially increased hazards or dangers related to
the unpredictable behavior of school children near traffic.
27
\\NW-ADMIN\DAT A\DEPART -l\Engineering\ROADS\Council Reports\2003\Community Safety Zones - Dutton.doc
Page 1 of4
REPORT TO COUNTY COUNCIL
PETER DUTCHAK, TECHNICAL SERVICES OFFICER
ENGINEERING SERVICES DEPARTMENT
FEBRUARY 10, 2002
COMMUNITY SAFETY ZONES - DUTTON
FROM:
DATE:
SUBJECT:
Conclusion
There must be a demonstrated need for the CSZ along with on-going enforcement in order to modify
driving behaviors through an area. "Community Safety Zone" signs are dismissed by the driver if the
road itself and its adjacent land use do not communicate to the driver that this section of roadway is
obviously different.
Police presence and enforcement levels are crucial in ensuring the effectiveness of a CSZ and it has
been argued that any section of roadway would benefit in regards to creating safer driver behavior with
increased enforcement.
A requirement for a CSZ is a "demonstrated need that public safety is of special concern". It does not
appear that the County Roads within the former Village of Dutton have satisfied this requirement and
therefore a CSZ is not recommended at this time.
"School Area" signs could be installed to indicate to drivers the potentially increased hazards or dangers
related to the unpredictable behavior of school children in the area.
Recommendation
That in response to the request for a Community Safety Zone from the Municipality of Dutton/Dunwich
on Currie Road and Miller Road within the former Village of Dutton, "School Area" (Wc-101) signs be
placed as per the Ontario Traffic Manual.
APPROVED FOR SUBMISSION
mvJ~~
CLAYTON D. WATTERS, MANAGER
ENGINEERING SERVICES
PETER DUTCHAK,
TECHNICAL SERVICES OFFICER
7f
dê--h-Jd~
MARK MCDONA
CHIEF ADMINISTRATIVE OFFICER
28
\\NW-ADMlN\DATA\DEPART-I\Engineering\ROADS\Council Reports\2003\Community Safety Zones - Dutton.doc
Page 2 of 4
FROM:
DATE:
SUBJECT:
REPORT TO COUNTY COUNCIL
PETER DUTCHAK, TECHNICAL SERVICES OFFICER
ENGINEERING SERVICES DEPARTMENT
FEBRUARY 10, 2002
COMMUNITY SAFETY ZONES - DUTTON
Municipality øfJ'Jutton/Øunwich
199 Main St.
Dutton, @N NØL lJO
Re: .Ðesigrnrting Safety Zones and additional signage
To the Çonncil of the Municipality of1)uttonlIDunwich and Elgin County,
@nbehalfofthe.Ðunwich/]¡)uttonPublic School Council, I am writing to you to request
the following:
1. It Jw¡ come to our attention that some motori,sts are net stQPping when the new
crosswalk.sign·;s £lashing. This creates gre.at tI"~B~ for our chiltl,""" and will Qn!y
increase when an emergency deto'lf route is in effect. @urcouncil would like to'request
from the municipality or county {whoever is resIJßnsible)-that"¡his <!rea-'be-ilesignated as a
"Safety Zone" and that additiølÌat signs be pnt up indicating that itis a safety zone and
what fines are incUITed if diS0beyed. Tche area.·alsoneedssignsput'upwayaheadofthe
signal indiecting that the signal is ahead. These signs need to be brigbt ànd obrlous:--
2. We request that the area in ftont of our school be desigmtted as a "Safety Zone" also.
Additiona! signs WilI Ileed to pllt up for this area along with uew paint on the road for the
crossing area.
3. The parking in ftont of the school is stiJ! a problem. Even thoùgh we .bave increased
our parking space ÌIÌ the back of the SChoel ahd .bave put in a drop off and pick 11.1' 'Z0J!re:in
the back, people,are sti/!..parl<i!!&-:in ÍÌQntof the.schoo!' We are requestiP.g tIu¢ new signa
be put up that indicate there is no parhing allowed (the present enes are not obvious Imd
are {aded} and signs.indicaling.their-veb.ic1es.wil!be-tewedlmd tire ñnes .the¡rwilL ÌlÌcur.
The principal of our school has mentioned:in the school newsletter that parl<:ing is not
allowed ont in :!ì:Qnt "f1he<>Chøøl'{>nt'sonwpeoplestiil do it. Thisis aIle!hCJ:'greatdanger
area feI our childfen and we wish "to make it šBfer. A by-Iiiw officer should be ill plæe by
now. Hopefully the above request will be enforced.
Yeur illtentioil to thh matter Will be greatly appreciated. lfyou bave anyquéStÌmJS,
please feel free to cønmct myself at 762-0631 or Perry McMillan àt 762-3464.
Thànk }'Ou,
Theresa Whalen
Chairperson - Ðunwioh/]¡)utlon SchQol Council
29
I\NW-ADMIN\DATA\DEPART-l\Engineering\ROADSICouncil Reports120031Community Safety Zones - Dutton.doc
Page3 of 4
FROM:
DATE:
SUBJECT:
REPORT TO COUNTY COUNCIL
PETER DUTCHAK, TECHNICAL SERVICES OFFICER
ENGINEERING SERVICES DEPARTMENT
FEBRUARY 10,2002
COMMUNITY SAFETY ZONES - DUTTON
02.16.223
THE MUNICIPALITY GF IDUTT(¡)N/ÐUNWICH
M@VED BY SEALEY
SEC@NÐED BY LEESON
DATE SEPTEMBER 25. 2002
THAT
The Council of the Municipalitv of Ðutten/lÐunwich respectfullv requests that the Cøuntv
òf ElaÍl1 establish "Safetv Zones" on Countv Read Ne. 8 and Ceuntv Read Ne. 15 within
the former Villaae of Ðutton.
CARRiEÐ
"V13ye.r\J<:,'~
Mayer
30
I\NW-ADMIN\DATA\DEPART-llEngineeringIROADSICouncil Reports\20031Community Safety Zones - Dntton.doc
Page 4 of 4
REPORT TO COUNTY COUNCIL
FROM:
Cathy Bishop, Manager of Library Services
Brian Masschaele, Archivist
DATE:
27 February 2003
SUBJECT: Student Position - Archives
INTRODUCTION
The Elgin County Archives requires a student through the busy summer months
to assist with general duties in the Archives. This report outlines the proposed
nature of this position and recommends that funds be allocated within the
Archives' operating budget.
DISCUSSION:
Patron use of the Elgin County Archives is expected to rise dramatically during
the summer months. The nature of archival and genealogical research is such
that patrons usually require intensive assistance from staff. The presence of two
or more researchers in the reference room at any given time makes it difficult for
staff at current levels to provide a high-level of service while also ensuring
sufficient security and ample time for staff relief. An additional, summer student
position would alleviate this situation. Consideration may also be given to
increasing the number of hours that the Reference Room is open during the
summer. Additional staffing would also make this possible. At the same time,
these months are an ideal time for a number of other projects to take place given
suitable weather conditions, particularly the transfer of local municipal records
and other collections.
Staff are recommending that a summer student position be created on an annual
basis to provide general support to the Archives between the months of May and
August. The position would have the following duties:
· Assistance with reference enquiries in the Archives' Reference Room,
including short-term relief of current staff;
· Inventorying and transfer of local municipal records and other collections
under the direction of the County Archivist;
· Backlog reduction of archival collections on the fourth floor of the Elgin
County Administration Building.
$9500 has been allocated within the 2003 Archives' Operating Budget to support
this position (including all wages and benefits). If approval is given to recruit for
this position, the Human Resources Department will then proceed with a job
description, job posting and determination of suitable placement within the
31
County's hourly wage grid. This position would then become part of the Archives'
annual operating budget request.
CONCLUSION:
The Elgin County Archives requires additional staffing during the busy summer
months. Staff recommend that a summer student position be created to maintain
a high-level of service to the public and carry out a number of special projects.
$9500 has been allocated within the 2003 Archives' operating budget for this
purpose.
RECOMMENDATION:
THAT $9500 (including all wages and benefits) be included in the Elgin County
Archives 2003 operating budget and subsequent operating budget requests to
support a summer student position;
THAT this position report to the County Archivist;
THAT the Human Resources Department proceed with a job description, job
posting and evaluation according to the County's hourly wage grid;
And THAT recruitment for this position begin as soon as possible.
Approved for Submission
Cd~A/~~
Mark McDo I
Chief Administrative Officer
ç~ ¿~~
Cathy Bis· p
Manager of Library Services
32
REPORT TO COUNTY COUNCIL
FROM:
Harley Underhill, Director of Human Resources
DATE:
25 March 2003
SUBJECT: Benefit Renewal Report -2003 - Effective March 1,2003
INTRODUCTION
On March 5, 2003 we received the annual renewal report for the County of Elgin and it's
member municipalities from Buffett Taylor & Associates Ltd., Benefits Consultants. The
report summarizes their analysis of the group benefits renewal action required by
Manulife Financial, Liberty Health, and Unum, effective March 1, 2003
DISCUSSION:
Please refer to the attached Executive Summary prepared by David Czuczman,
Assistant Vice President from the firm of Buffett Taylor & Associates Ltd.
Points of Emphasis:
1. As a result of aggressive negotiations on our behalf, Buffett Taylor & Associates
have been able to, reduce the carrier's initial renewal position across all benefit lines.
2. The County operate~ an umbrella style group benefits program, and by doing so
allows participatiÍ1g lower-tier members the benefit of increased purchasing power
that is available through pooled insurance. Membership currently includes Central
Elgin, Bayham, Malahide, Dutton/Dunwich, Aylmer and Southwold.
3. The groups partnering with the County of Elgin are benefiting from rates lower than
they would likely be able to achieve in the open marketplace on a stand-alone basis.
The County itself is providing an inherent subsidy to the lower tier municipalities but
continues to support the pooled arrangement of the group.
RENEWAL OVERVIEW
The table below summarizes the 3-year history of renewal rate action, by benefit line:
Benefit Line 2001 Renewal 2002 Renewal 2003 Renewal
Life +2.4% No change -3.8%
AD&D* No change No change No change
LTD +9.41% +17.5% No change
Extended Health +30.7% -3.0% +10.0%
Care
Dental Care +1.9% + ODA fee -8.0% + ODA fee +13.0% + ODA fee
quide increase quide increase quide increase
Overall Chan!le +17.9% +1.4% +7.4%
Note - approximate increase to the total plan $87,000.00. County of Elgin share
$45,000.00
A meeting with the member municipalities and Buffett Taylor took place on March 18,
2003, to discuss the renewal in particular and other group benefit issues in general.
CONCLUSION:
Buffett Taylor are confident that the final renewal position negotiated with the above
carriers is fair and reasonable, given the underlying claims experience and demographic
composition, and taking into account what they would expect to achieve from the group
insurance marketplace.
Our consultants recommend that the County rates should be adjusted as per the
attached renewal summary spreadsheet¡;, effective March 1, 2003.
A copy of the report, in its entirety, is available at the County Administration Services
Office on the first floor.
RECOMMENDATION:
THAT based on the recommendation of Buffett Taylor & Associates, the Liberty Health
and Manulife premium rates presented in the 2003 Renewal Report be adopted for the
County of Elgin and the Elgin Member Municipalities, effective March 1 , 2003.
Approved for Submission
MaC~ald ~~ -pV
Chief Administrative Officer
34
EXECUTIVE SUMMARY
2003 Gronp Insnrance Renewals with Manùlife Financial and Liberty Health
This pmpose of this document is to summarize our formal Renewal Report that was provided to the
County of Elgin on March 3, 2003.
We believe the final renewal position negotiated with Mannlife Financial and Liberty Health is
reasonable, given the underlying claims experience and demographic composition. In order to
completely assess the renewal results against the competitive group insurance market; we have
undertaken a market survey exercise, which is currently underway. The results of the marketing will
be available in April 2003, at which time, Buffett Taylor & Associates Ltd. will meet with the County
to review the results in detail.
We recommend that this renewal structure be presented to Council for its approval. We look forward
to sharing the results with the Member Municipalities, and to the presentation/discussion with those
participants scheduled for Tuesday, March 18' at 9:00 am at the County office.
Please note, although renewal with the current carriers is recommended, the County is only required
to provide 30 days termination notice to current carriers, should the market survey result in a
recommended carrier change. Again, the complete details ofthe market survey will be available in
April 2003.
In summary, the overall renewal results lead to premium rate changes required as of March 1, 2003.
As a result of ongoing negotiations with the carriers, renewal rates will not be implemented for
billing until April 1 , 2003. The final negotiated rate changes reflect:
Life
Long Term Disability
Health/Hospital
Delnxe Travel
-3.8% reduction
No change to current rates
+ 10% increase
-11.8% reduction (for active employees); -7.6% reduction (for
retirees)
+13% (+2.3% to +4% for ODA Fee Guide upgrades)
Dental
We are pleased to confirm that as a result of aggressive negotiations on behalf of the County, we have
been able to reduce the carrier's initial renewal position for the Health/Hospital and Dental benefit
lines. As mentioned, these negotiations have unfortunately delayed the communication ofthe March
1 s, rating position until earlier this month. However, given the results of our intervention, in our view
the County and the participant municipalities will benefit fÌ'om the fmancial terms that have been
negotiated.
Prepared by Buffett Taylor & Associates Ltd.
Confidential Page 1
03/25/03
In summary, the Life and LTD (Manulife) and Health, Hospital, Travel, Dental (Liberty) renewals
were subject to an in-depth analysis and review, and the end result was that:
· Manulife's Life benefit was negotiated to a -3.8% reduction
· Manulife's LTD benefit was negotiated to reflect no change to current rates
· Liberty's "+12.1 %" renewal on Health/Hospital was negotiated down to plus 10%
· Liberty's "+21 %" renewal on Dental was negotiated down to "plus 17% " (note, this
represents the overall change in rates based on +13% rate increase to dental rates and the
inclusion of applicable ODA fee guide changes)
The table below will summarize the 3-year history of renewal rate action, by benefit line:
Benefit Line 2001 Renewal 2002 Renewal 2003 Renewal
Life +2.4% No change -3.8%
AD&D (Unum) No change No change No change
LTD +9.41 % +17.5% No change
EHC (Liberty Health) +30.7% -3.0% +10.0%
Dental Care + 1.9% + ODA fee -8.0% + ODA fee + 13% + ODA fee
guide increase guide increase guide increase
Overall Chan2e +17.9% +1.4% +7.4%
For the County itself, the combined annualized Life/LTD premium costs (excluding 8% sales tax)
with Manulife will reduce :ITom approximately $183,414 to a level of$181,528 (or a decrease of
$1,885 or-1.0%) as a result of the new premium levels.
For the County itself, the combined Health/Travel/Dental premium costs (excluding 8% sales tax)
with Liberty Health will increase :ITom $375,132 to a level of $419,448 (or an increase of$44,316 or
+ 11.8%) as a result of the new premium levels.
The County operates an umbrella style group benefits program, and by doing so allows participating
lower-tier members the benefit of increased purchasing power that is available through pooled
insurance. Membership currently includes Central Elgin, Bayham, Malahide, Dutton/Dunwich,
Ayhner and Southwold.
The member municipalities benefit £tom participating in the Umbrella program on the following
basis:
. The County of Elgin provides subsidy in pooled Life/L TD rates for member municipalities
(i.e., the County would have lower rates on a stand-alone basis, and conversely the member
municipalities would pay higher on a stand-alone basis)
· County of Elgin provides subsidy in EHC/Semi-Privàte/Dental rates for member
municipalities (the County claims-to-premium ratios are lower than the combined member
municipalities)
Prepared by Buffett Taylor & Associates Ltd.
Confidential Page 2
03/25/03
· Member municipalities benefit from lower administration costs due to economies-of-scale
from belonging to a larger group.
Buffett Taylor looks forward to continuing to provide you with a complete range of services to assist
in the management of your benefit program over the coming year. We will be working with the
County in particular in the area of establishing cost management strategies for the benefit program in
advance of collective bargaining timetables.
Prepared by Buffett Taylor & Associates Ltd.
Confidential Page 3
03/25/03
REPORT TO COUNTY COUNCIL
FROM:
Helen L. Notte, Director, Homes and Seniors Services
DATE:
16 March 2003
SUBJECT: Quality Council for the Homes
INTRODUCTION:
A Quality Council is being established at the Homes to develop, implement and
monitor a continuous quality improvement report card. This report is presented
for County Council's information.
DISCUSSION:
Almost consistently over the past years, the Homes' Annual Evaluation Reports
by the Ministry have encouraged the Homes to develop a comprehensive quality
assurance program. No such comprehensive program exists.
The Director is building on the spirit that has been displayed in recent weeks with
staff participation on Task Forces. A Quality Council for the Homes, working
directly with the Director, is being set up.
Quality Council membership will be multi-disciplinary, representing all Homes.
The Council will work directly with the Director of Homes. Staff are being invited
to participate on the Council at the recommendation of their immediate
supervisor. The Council is considered a duty assignment. The committee costs
will be monitored very carefully; every effort will be made to avoid additional
staffing costs to support this initiative.
At the outset, the Quality Council will use quality indicators that a Long-Term
Care Expert Panel has developed. The Expert Panel initiative was led by the
Ontario Association of Municipalities in concert with the Ontario Association of
Non-Profit Homes and Services for Seniors (OANHSS). The quality indicators
will assist pur Homes to 'benchmark' against required standards. Benchmarking
allows few ~ency-to-agency comparisons. The Indicators are provided for
Council's .i¡\iformation.
The Mini::¡try of Health and Long-Term care is currently studying benchmarking
as a futY.r~finitiative and requirement for all health and health-related facilities.
The quality ir¡dicatorsqre being made available by OANHSS to the Ministry at
their r~quest. .
1
38
The development of a Homes' Quality Council has four (4) important features:
1. Front-line staff participation;
2. Ministry expectations will be exceeded;
3. The process is a proactive approach to quality indicator measurement and
benchmarking
4. The initiative positions our Homes to be accredited in the fall of 2004 by
the Canadian Council on Health Services Accreditation.
Other stakeholder representatives - residents and families, as examples - will be
involved in this initiative.
Quality reports will be featured for the staff in the Homes' Newsletter. A semi-
annual report card will also be provided to County Council.
This initiative is expected to generate considerable enthusiasm within the Homes
and build on the high energy levels that currently exist since the Task Forces
reported on their work.
CONCLUSION:
A Quality Council is being established at the Homes to develop, implement and
monitor a continuous quality improvement report card. The initiative will use the
recently developed quality indicators from the Ontario Municipal Benchmarking
Initiative. The indicators are provided for County Council's information. A semi-
annual progress report will be presented to County Council. Today's report is
presented for County Council's information.
RECOMMENDATION:
THAT the March 16,2003 report, as presented about the formation and mandate
of the Homes' Quality Council be received and filed.
Respectfully Submitted
Approved for Submission
~d.c;¡;;
Helen L. Notte
Director, Homes and Seniors Services
Ma
Chief Administrative Officer
2
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· -- . --"- ~-. --------~._-_._-------~~-------------------:-
YOUR OPINION COUNTS
Dear Resident/Family Member:
We believe it is important to obtain feedback from residents and family members about
the service we provide. You can help us maintain our commitment to excellence by
providing feedback in the attached survey. If you are a family member we ask that you
complete this survey on behalf of the resident. We appreciate return of the survey by
in the self addressed stamped envelope. Individual responses will be
anonymous. A summary of the results will be posted at the facility
46
RESIDENT SATISFACTION SURVEY
RESIDENT CARE:
Excellent
Good
Fair
Poor
Opportunities for me to be involved
in decisions that relate to my care
have been
Please indicate your overall fating of
the assistance received in the
following areas;
a) Eating
b) Bathing
c) Dressing
d) Going to the bathroom
My privacy is respected
Availability and helpfulness of the
Nursing staff
The medical care provided is
Availability and helpfulness of the
physician(s)
If you are currently receiving therapy
please rate the quality of the
program
(physi%ccupational/speech)
Quality and variety of activities
I offered
How would you rate the volunteers'
services in the facility
Availability and helpfulness of the
Programs and Services staff
47
;·1·'t:;t:?f~Y+·1,A¡.·:..~~ ·:~·::'~~r~~:r";'~;·~;'~"::'';::~~~~::~Ä~,~r:~'~..~~~~~/~~~~~>~~~?~t;~~~.~.~;iJ~;,¡¡{?-w:.~r~~~~~~::*'·-f:~:)?(}f~S~~+1~~~~~~~~~~~~~:.~·
-- "' ""_..-.~."-' .-..,... ~'. .- '- -,. ,-.- ..,~,-~_._.._..--
_~'.___.c_-----,..,-,...-_·.'...·__.__.·_.' _,,'c_.., '.', _';'.';":"':"'_;~"'~.'-'.' _ _._._'.'.".. ,-....,~__:..::......:.:..::~:~~,;.,~~
RESIDENT SATISFACTION SURVEY
HOUSEKEEPING & BUILDING SERVICES:
Excellent
Good
Fair
Poor
Not
A licable
Cleanliness of the Facility
General repair and upkeep of the
building and grounds
Laundry service
Availability and helpfulness of the
Housekeeping & Building Services
staff
ADMINISTRATION:
Excellent
Good
Fair
Poor
Efficiency in dealing with my
finances/accounting
Availability and helpfulness of the
Administration Staff.
FOOD SERVICES:
Excellent Good Fair Poor 0jj Not
Acclicable
Menu variety ,1"
,
The dining experience is satisfying "-
Special diet needs (i.e. diabetic,
swallowing problem etc.) are being
met
Availability and helpfulness of the , Ii'
Food Services Staff 10,
.
48
RESIDENT SATISFACTION SURVEY
'.
OTHER SERVICES:
Excellent
Good
Fair
Poor
Level of support received in
adjusting to living in the facility
Level of support I receive from the
facility (i.e. support group,
counsellin , robIem resolution
Spiritual care needs are being met
OVERALL:
Excellent
Good
Fair
Poor
Please indicate your overall rating of
the facility as a place to live
In recommending the facility to
others I would give the following
I rating
COMMENTS:
---~.
Not
licable
49
~ '_'."'~.. ,..._.... u '.
. _.~ n'. .;,.~ ...-_....,:..,.~~:--'.....'----'--'--_.
RESIDENT SATISFACTION SURVEY
This survey was completed by (please check appropriate box):
Family Member
Friend
Resident
Please complete the following if you would like us to contact you for additional
input or follow up.
Name:
Address:
Telephone Number:
50
REPORT TO COUNTY COUNCIL
FROM: Karen Dunn
DATE: March 14,2003
SUBJECT: Request from St. John Ambulance to Purchase or Donate the Reserve
Ambulance
INTRODUCTION
Council previously authorized the purchase of new ambulances to replace aged
vehicles and, once new vehicles are received, three ambulances would be declared as
surplus.
DISCUSSION
Under the County's Surplus Property Policy, surplus property is offered to Department
Heads to determine if there is an interest for the property within the County. If there is
no interest, the policy dictates that the property be disposed by public auction or tender.
The reserve ambulance stored at the Rodney Fire Department is a 1992 Ford E350
dual box ambulance that has been held in reserve in the event three of our vehicles are
out-of-commission at once. At the February 11, 2003, County Council meeting, Council
determined that the storage of the reserve vehicle was not necessary and that we
should sell the vehicle.
The St. Thomas St. John Ambulance Brigade have been active supporters of Elgin
County Emergency Planning initiatives and has requested consideration by Council to
sell the 1992 Ford E350 dual stretcher ambulance to them for a nominal fee (see
attached letter). Council may wish to consider selling this ambulance to the St. Thomas
St. John Ambulance Brigade for $1.
RECOMMENDATION:
How does Council wish to proceed?
Respectfully Submitted,
Approved for Submission,
f?JuJ¡J)
Karen Dunll--
Mar~¿GÞ4 ~
Chief Administrative Officer
51
St.John Ambulance Saint-Jean
St.Thomas - Elgin Branch, 656 Talbot Street, St.Thomas, Ontario N5P lC8
ph.(519) 633-2290 [x.(519) 631-3368
RECEIVED
February 26, 2003
~i,~.R
Ms. Karen Dunn
County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5VI
ONi/:;RIO COURT
OF ,JUSTICE
Re: 1992 Land Ambulance
Dear Ms. Dunn
It has come to the attention of the St. Thomas - Elgin Branch ofSt. John Ambulance that
the County is preparing to sell off three of their more out dated vehicles.
For the past number of years the Branch has been operating two land Ambulances to
cover a variety of events within Elgin County. These events range from; school track and
field meets, skating carnivals, spring and fall fairs and special community events. Our
vehicles have also been used to assist with County Disaster Planning and testing.
During the winter we had to reluctantly retire our 1975 Ambulance due to age, and have
now found our selves in an unfortunate deficit of vehicles for use by the Brigade.
The Brigade does not charge a fee for their services and must rely solely on donations
and funding from the Upjted Way.
Since St. John Ambulance is a non-profit organization, our Branch would be very
appreciative if the County will consider donating or charging a minimal fee for the 1992
Ambulance.
If further infonnation is required please feel free to contact me at anytime.
Yours truly,
£v.9J;;~~
Raymond Onnerod
Branch Chair.
52
.
REPORT TO COUNTY COUNCIL
FROM: Karen Dunn
DATE: March 14,2003
SUBJECT: Emergency Management Co-Ordinator - Job Description
INTRODUCTION
At the January 28, 2003 County Council meeting, Council authorized staff to hire an
Emergency Management Coordinator to implement the new requirements of the
Emergency Management Act for the County and to assist lower-tier municipalities by
providing their expertise and advice to municipal emergency planning initiatives.
DISCUSSION
While the Province has not disclosed the Regulations that will enforce the requirements
of the Act, the following attached job description is the direction that staff envision the
duties of an Emergency Management Co-Ordinator will entail. This position has been
evaluated at a Level 5 on the County's pay grid.
These duties are subject to change once the Regulations become available.
RECOMMENDATION:
THAT this report is for Council's information.
Respectfully Submitted,
Approved for Submission,
Kar~J
~
. -pßA
Mark M onald .
Chief Administrative Officer
c,'Z.
",,-,
DRAFT
Community Emergency Management Coordinator Position Description
Effective Date: March 2003
THE COUNTY OF ELGIN
Human Resources Department
450 Sunset Drive, St. Thomas, ON N5R 5V1
LAST REVISED:
March 18, 2003
Date:
rOSITION DESCRIPTION I
Initials:
Date:
Initials:
This Position Covers: For Use of Human Resources:
L:J an existing position
X a new position
L1 a revised position
Department Incumbent and/or Number of Status
Persons Holdinq This Position
ADMINISTRATIVE SERVICES X Full-Time
(Contract)
TBA L:J Part-Time
1. Position Title L:J Casual
COMMUNITY EMERGENCY
MANAGEMENT COORDINATOR
2. Summarv of Position:
Develops coordinates, manages and evaluates Community Emergency Planning.
3. Title(s) oflmmediate Incumbent(s):
Supervisor(s):
EMERGENCY MEASURES Karen Dunn
COORDINATOR
4. Positions Supervised (Provides Overall Supervision For): 0
5. Position Prereauisites:
1. A degree/diploma in Municipal Planning or the equivalent in experience.
2. Excellent oral and written communication skills, organizational skills, and
demonstrated ability to prioritize tasks.
3. Familiarity with police, fire and ambulance response protocol's including Incident
Command System, tiered medical response, fire department structure and
terminology
4. Thorough understanding of emergency preparedness program (prevention/mitigation,
preparedness, response, recovery) including the operation of a Emergency
Operations Centre
5. Awareness of industry standards relating to hazardous materials response and
related NFPA guidelines
6. Can develop and provide training and presentations
7. Working knowledge of Microsoft Word and PowerPoint
54
Emergency Measures Coordinator Position Description
Page 2 of 4
6. KEY FUNCTIONS
ADMINISTRA TIVE RESPONSIBILITY:
Emerç¡encv Planninç¡
1. Assist lower-tier municipalities and their Emergency Planning Committees with expertise
and advice on the establishment of an Emergency Management Program as well as on
the setup and maintenance of their Emergency Operations Centre, for their respective
municipality.
2. Provides expertise and guidance to all lower-tier municipalities in all areas of Emergency
Planning.
3. In accordance with the regulations, assist the Coordinator to establish an Emergency
Management Program for the County.
4. Coordinates meetings of the County's Emergency Planning, Social Services, and other
communities to write, implement, maintain and test the County's Emergency Plan.
5. Maintain an Emergency Operations Centre at the County Administration Building, and
identify any required upgrades for County Council approval.
6. Liaison for the County and all Emergency Services (Police, Fire, Ambulance),St.
Thomas-Elgin General Hospital, seniors' homes, local industries, Red Cross, Provincial
and Federal Government agencies.
7. Conduct an annual review of the County's Emergency Management Program.
8. Successfully complete all training as required by Emergency Management Ontario and
maintain familiarity at all times with current standards and legislated community
accountabilities, ensuring that senior management and elected officials are aware of the
latter.
9. Identify emergency management program financial and resource requirements and
assist in the preparation of annual emergency program budget submissions for Council's
review and approval.
10. Maintain familiarity with the Joint Emergency Preparedness Program (JEPP) and prepare
funding requests and submissions for the County and provide expertise and advice to
lower-tier municipalities.
11. Conduct a Hazard Identification and Risk Assessment process for the county, and assist
involved municipalities with their assessment.
12. Develop and implement a community emergency management public awareness
program for both the County and involved lower-tier municipalities.
13. Provide and instruct Emergency Management courses to municipal staff and emergency
service personnel within the Community (a train the trainer course will be provided).
14. Promote public awareness through workshops, seminars, and public education sessions
for residents of the community.
C:\WINDOWSITEMP\Communi1,doc
t::;t:;
-J-.J
Emergency Measures Coordinator Position Description
Page 3 of4
ADMINISTRA TIVE RESPONSIBILITY (con't):
15. Conduct annual training for the members of the County Control Group and Emergency
Operations Centre staff and provide expertise and advice to lower tier municipalities with
annual training and testing.
16. Conduct an annual exercise to evaluate the County Emergency Response Plan and
provide expertise and advice to lower-tier municipalities with exercising their individual
plans.
17. Advise the immediate supervisor of the existence of any potential or actual danger to the
health and safety of a worker of which he/she is aware.
18. Work in a manner and with the protective devices, measures and procedures required by
the County of Elgin and the Occupational Health and Safety Act and Regulations.
7. INFORMA TION/MA TERIAL RESOURCES RESPONSIBILITY:
1. Maintains a high degree of confidentiality in performing daily job tasks and relations with
other parties.
2. Complies with appropriate legal regulations regarding Emergency Measures / Provincial
Offences.
3. Complies with the County's Code of Ethics.
8. PHYSICAUSENSORY (SKILL & EFFORT) REQUIRED:
1. Position requires moderate attachment to individual workstation and periods of
concentration on job tasks.
2. Occasional lifting and repetitive motion will be required of the incumbent.
3. Incumbent must possess a coordination of movement and manual skills.
4. Incumbent will be exposed to minimal health risks.
5. Coworkers, other management, the public will predictably disrupt work flows.
9. PROBLEM SOLVING & JUDGMENT REQUIRED:
1. Must be mature and capable of a high degree of interaction with staff, management,
and ministries both verbally and in writing.
2. Must be imaginative and possess thorough decision making skills to meet often non-
routine needs of the department in an efficient and economical manner.
3. Incumbent uses research (i.e. reference manuals), analytical and reasoning skills to
handle multiple tasks.
C:\WINDOWS\TEMP\Communi1,doc
56
Emergency Measures Coordinator Position Description
Page 4 of 4
10. CONTACTS:
1. Interpersonal skills are essential to deal with a wide variety of contacts
2. Maintains effective communication with volunteers, the general public, suppliers, etc.
3. Failure to maintain contact with these parties can result in a breakdown in communication.
11. WORKING CONDITIONS/ENVIRONMENT:
1. Temperature in the working environment will vary within normal comfort levels.
2. Work will be interrupted by coworkers, supervisors, etc.
3. Regular, unobtrusive supervision will be the norm.
4. Position exposes the individual tö minimal health risks.
Signature of Employee
Date
Signature of Supervisor
Date
Signature of Department Head
Date
Signature of Director of Human Resources
Date
C:\W!NDOWS\TE~J1P\Commun¡1 ,doc
57
TREASURER'S STATEMENT OF REMUNERATION AND EXPENSES
March 11 Session, 2002
To the Warden and Members of the Elgin County Council,
The following is a statement of the remuneration, mileage, and expenses paid to persons
appointed to Outside Boards for the period January 1, 2002 to December 31, 2002 as
authorized by the following By-Laws:
LAND DIVISION COMMITTEE (Bv-Law 00-261
HENTZ
LEBEDZ
MENNILL
SCHAFER
SILCOX
TOTAL
PETER
TERE R.
DAVID E.
MATTHEW A.
MURRAY
1,960.80
2,073.00
1,961.25
2,532.50
2,343.00
10,870.55
ELGIN ST. THOMAS HEALTH UNIT
(COUNCIL RESOLUTION DECEMBER 11, 2002)
MCINTYRE J.
MCPHAIL D. J.
WILSON J. R.
TOTAL
3 HRS 3+HRS MEETINGS TRAVEL
5 6 880.00 207.90
4 6 818.00 490.00
6 6 942.00 231.00
1,087.90
1,308.00
1,173.00
3,568.90
THAMES VALLEY DISTRICT HEALTH COUNCIL
(COUNCIL RESOLUTION DECEMBER 11, 2002)
HABKIRK ROBERT C.
EXPENSES
138.60,
TOTAL
14,578.05
All which is respectfully submitted.
Approved for submission.
~/~
Linda B. Veger
Director of Financial Services
Mar~-iL4 ~
Chief Administrative Officer
58
TREASURER'S STATEMENT OF REMUNERATION AND EXPENSES
March 11 Session, 2002
To the Warden and Members of the Elgin County Council,
The following is a statement of the remuneration, mileage, and expenses paid to each
member of the Elgin County Council for the period of January 1, 2002 to December 31, 2002.
REMUNERA nON and MILEAGE
COUNCIL. COMMITTEES and OUTSIDE BOARDS
CREVITS
FAULDS
HABKIRK
MCINTYRE
MCPHAIL
ROCK
STEWART
VANBRENK
WILSON
TOTAL
DENNIS A.
PAUL
ROBERT C.
JIM
DUNCAN
DAVID M.
MAX
RIEN
JOHN
7,616.47
8,413.42
8,106.82
8,099.82
7,616.47
5,366.47
7,616.47
7,616.47
32,638.91
93,091.32
By-Law 01-28, By-Law 01-29 and By-Law 00-25
All which is respectfully submitted.
Approved for submission.
d~~.bU
Linda B. Veger ¡j'
Director of Financial Services
Ma~"8ona~ ~-
Chief Administrative Officer
59
DIRECTOR OF FINANCIAL SERVICES STATEMENT ON CONVENTION EXPENSES
FIRST REPORT
To the Warden and Members of the Elgin County Council,
the following is an itemized statement of the conventions attended and expenses paid to
each Member of Elgin County Council, during the calendar year ending
31-Dec-02
2002 CONVENTIONS
1 2 3 4 5 TOTAL FOR
COUNCILOR ROMAlOGRA OSUM AMO OANHSS ACRO COUNCILLOR
CREVITS, D. A. 0.00 0.00 0.00 0.00 0.00 $
FAULDS, P. 1,969.32 0.00 0.00 0.00 0.00 $ 1,969.32
HABKIRK, R. 0.00 0.00 378.78 0.00 0.00 $ 378.78
MC INTYRE, J. A. 0.00 0.00 0.00 0.00 0.00 $
MCPHAIL, D. J. 0.00 0.00 0.00 0.00 0.00 $
ROCK, D. M. 0.00 0.00 0.00 0.00 0.00 $
STEWART, M. H. 0.00 0.00 0.00 0.00 0.00 $
VAN BRENK, R. 0.00 0.00 0.00 0.00 0.00 $
WILSON, J. R. 1,825.81 0.00 1,533.21 0.00 0.00 $ 3,359.02
TOTALS $ 3,795.13 $ $ 1,911.99 $ $ $ 5,707.12
All figures include G.S.T.
OSUM
AMO
OANHSS
ACRO
ROMAlOGRA RURAL ONTARIO MUNICIPAL ASSOCIATION
ONTARIO GOOD ROADS ASSOCIATION
ONTARIO SMALL URBAN MUNICIPALITIES
ASSOCIATION OF MUNICIPALITIES
ONTARIO ASSOCIATION OF NON-PROFIT HOUSING FOR SENIORS
AMO COUNTIES AND REGIONS
All of which is respectfully submitted.
¿~
LINDA B. VEGE
DIRECTOR OF FINANCIAL SERVICES
MA~C~~ ~
CHIEF ADMINISTRATIVE OFFICER
60
5.
0-v,}J
\)~)(\.
CORRESPONDENCE - March 25. 2003
Items for Consideration
1.
Cynthia St. John, Chief Administrative Officer, Elgin-St. Thomas Health Unit,
requesting the County forward the County portion of funding for the 2003 West Nile
Virus activities. (ATTACHED)
2.
Christine Hale-Sanders, Little Rock Coordinator and Cheryl Jermyn, Bantam
Coordinator, St. Thomas Curling Club, requesting financial support to purchase
specialized equipment to be used by children between the ages of 6 and 12.
(ATTACHED)
3.
David Carey, Treasurer and Deputy Clerk, County of Huron, with copy of
correspondence regarding a recommendation petitioning the Province of Ontario to
allow access to all Counties and Regions of the information supplied by the Road
Weather Information System. (ATTACHED)
4.
Louise Gartshore, City Clerk, City of Woodstock, requesting support of their
resolution requesting the Province to immediately review its capping program with
an aim to eliminate it completely.
Sandra Pupatello, MPP Windsor West, Deputy Leader and Health Critic, Ontario
Liberal Party, requesting support that the Ernie Eves Government to provide
funding and provincial standards for the West Nile Virus.
elgin
st.thomas
health unit
99 Edward Street
St. Thomas, Ontario
N5P 1 Y8
Telephone: (519) 631-9900
Toll Free Telephone: 1-800-922-0096
- Fax: (519) 633-0468
www.elginhealth.on.ca
March 4, 2003
MAR I û 2DD3
Mr. Mark G. McDonald
Chief Administrative Officer
The County of Elgin
450 Sunset Drive
St. Thomas, ON N5R 5V1
Dear Mark:
This letter is a follow up to our letter of January 9, 2003 concerning the Elgin St.
Thomas Health Unit's activities regarding West Nile Virus. As the January letter
outlined, the Elgin St. Thomas Health Unit will be engaged in West Nile Virus
activities that will include public education, surveillance, and other preparatory
work in 2003. The cost of this work is $93,500 in total including the Ministry and
Municipality portions.
At the February 2003 Board of Health meeting, the Board directed the Health
Unit staff to implement the approved 2003 activity plan but with the
understanding that once $65,000 of the $93,500 budget has been spent,
additional Board of Health approval to spend the rest, would be required. The
breakdown of the 93,500 is as follows:
Ministry of Health and Long Term Care (50%)
City of St. Thomas (41 % of 50%)
County of Elgin (59% of 50%)
$46,750.00
$19,167.50
$27,582.50
The 2002 West Nile Virus activities that were funded by the Province and the
Municipalities are ongoing and ultimately contribute to the 2003 West Nile Virus
activities. Therefore, the County of Elgin monies that we were unable to spend
by December 31,2002 will be credited towards the balance owing by the County
for the continuation of the West Nile program in 2003. Please forward a cheque,
at your earliest convenience, in the amount of $22,393.81 which represents your
portion of thé $93,500 minus 5,188.69 that was not spent by De¡cember 31, 2002
but will be spent this year.
62
Mr. Mark McDonald, County of Elgin
Tuesday, March 4, 2003
Page 2
The Board of Health will be kept up-to-date regarding the activity plan progress
and I will ensure that the County of Elgin is also kept aware of West Nile Virus
planning progress. One of the next action items that will be undertaken by the
Health Unit is to organize larval dipping for the year. Larval dipping is a
necessary step in West Nile Virus surveillance.
If you have any questions concerning the above information, please contact me
at 519-631-9900, ext. 202.
Cynthia St. John
Chief Administrative officer
c. Board of Health member, Elgin St. Thomas Health Unit
Mary Ens, Accounting Supervisor, Elgin St. Thomas Health Unit
63
t':JI.~ St. '::I~OPHt.. CU'ÚH/J CluJ
Box 20165
ST. THOMAS, ONTAJUO
NSP 4H4
.
MAR 1:3 2003
March 8, 2003
Mark McDonald
County of Elgin - Administration
450 Sunset Dr
St. Thomas ON N5R 5V1
Dear Mark:
As you mayor may not be aware St. Thomas is and has been home to an active and vital Curling Community.
Members of the St. Thomas Curling Club have represented St. Thomas with the utmost respect and
professional manner (within and outside our club) and the membership have proven their incredible hosting
capabilities as the most recent endeavour included the Canadian Seniors Championship (2002). We now have
the opportunity to improve that capability within our youth curlers with your help.
We are contacting you as representatives of the Little Rock/Bantam Program. These two programs currently
have approximately 73 members between the ages of 6 and 12. In order to allow the younger children to play
to their full potential, they need to use specialized equipment i.e. they deliver smaller stones called Little Rocks
and the brooms are shortened.
Currently, the Little Rock Committee wants to purchase new granite Little Rocks in order that these children
can excel at this sport. These rocks react and feel the same as regular curling stones, but they only weigh 25
pounds, instead of the usual 44 pounds. These rocks will cost us approximately $3000 per sheet (16 rocks)
and the committee would like to purchase six sheets in total, as this is the size of our club. The acquisition of
these rocks would allow for the growth of our Little Rock Program and enable our club to host bonspiels
(tournaments) for our youngest members to participate in, which our objective is for the children is to have fun!
In order to raise the funds needed to purchase these stones, we are currently seeking sponsorship from the
community. In recognition of your contributions, an engraved bar plaque will be displayed within the curling
club, and a public acknowledgement of your gift will be made. With a $500 donation (Gold Donation), you
would get your organizations name on two rocks as well on a plaque, with a $250 donation (Silver Donation)
you would get your organizations name on one rock, and a donation of $100 would allow you to become a
friend of the Little Rockers on the plaque.
We would like to thank you in advance for your time, consideration, and as well as your support of the children.
As we all know, we need to invest in our youth, in order to see profits in our future. If you have any questions,
please feel free to contact us and we will try to answer your questions.
Sincere~~ ~~~
Christine Hal~~~~~tor(633-0016)'
and
Cheryl Jermyn, Bantam Coordinator (633-0749),
St. Thomas Curling Club.
64
Corporation of the
COUNTY of HURON
CLERK-ADMINISTRATOR
Court House, Goderich, Ontario, N7 A 1M2
(519) 524-8394
Fax (519) 524-2044
January 10, 2003
The Honourable Ernie Eves
Premier of Ontario
Legislative Building
Queen's Park
Toronto, Ontario
M7A 1A1
,IðN , 3 2003
Dear Mr. Premier:
Re: Road Weather Information System
On January 9, 2003, Council of the County of Huron adopted the following
recommendation from the Agriculture, Public Works and Seniors Committee of
December 6, 2002:
"That the County of Huron petition the Province of Ontario to allow all
Counties and Regions to access the information supplied by the Road
Weather Information System which would be of great assistance to all
roads departments throughout the province when performing winter
operations. In addition, this motion is to be sent to all Counties and
Regions in the province for support."
Yours truly,
David C ey
Treasurer and Deputy Clerk
DC/bl
cc All Counties and Regions
Association of Municipalities of Ontario
65
CORRESPONDENCE - March 25. 2003
Items for Information - (Consent AQenda)
1. E.J. Uffen, Vice President, West Elgin Chamber of Commerce, with a resolution
concerning enforcement of existing parking by-laws and marking of no parking areas
at the intersection of Main and Graham in West Lorne. (ATTACHED)
2. Helen Johns, Minister of Agriculture and Food, acknowledging the Council's concerns
regarding consultations with stakeholders in regard to the Nutrient Management Act. '
(ATTACHED)
3. Mayor John Rowswell, City of Sault Ste. Marie, with copy of correspondence regarding
MPAC and the assessment services for northern communities. (ATTACHED)
4. AMO Member Communication "FOR YOUR INFORMA nON" 1) New Minister and AMO
President to Meet Soon; 2) AMO Supports Kids Voting Canada - You Can Too!
(ATTACHED)
5. Honourable Elizabeth Witmer, Deputy Premier and Minister of Education, acknowledging
Council's resolution requesting a review of the composition and size of the Thames Valley
District School Board. (ATTACHED)
6. Phyllis Ketchabaw, Clerk, Town of Aylmer, endorsing the County of Elgin's resolution of
support for the County of Renfrew's resolution concerning the adoption of the
Administrative Monetary Penalties Policy. (ATTACHED)
7. Malcolm Bates, Director, Ministry of Health and Long-Term Care, advising that the
Province approved an increase to the County's Land Ambulance Service Grant for the
2002/03 fiscal year. (ATTACHED)
8. Ken Boshcoff, President, Association of Municipalities of Ontario, announcing upcoming
seminars on the changing drinking water responsibilities for municipalities and registration
information. (ATTACHED)
9. Steve Peters, M.P.P., Elgin-Middlesex-London, supporting Council's resolutions to:
1) Honourable Elizabeth Witmer, Minister of Education, regarding the closure of rural schools a
funding. (ATTACHED)
2) Honourable David Young, Minister of Municipal Affairs and Housing, regarding federal subsi(
portion to assist in the cost of retroactive Union Gas charges be forwarded to social housing
program service managers.
3) Honourable Gar Knutson, Secretary of State (Central and Eastern Europe and Middle East),
regarding the Federal Firearms Registration Act cost over-runs.
10. The Senate Business Report - Winter 2003 Issue, with highlights of Legislative Activities (copy
available for viewing Administrative Services)
11. Ken Boshcoff, President, AMO, with registration form for the 2003 AMO Annual Conference.
12. Ministry of Transportation, with Notice of Public Information Centre, Preliminary Design
Study and Class Environmental Assessment, Highway 3 Improvements, St. Thomas
easterly to Aylmer.
'EST ELGIN
HAMBER OF
OMMERCE
P.O. Box 276, Rodney, Ontario · NOL 2CO
MAR !\ 2003
26 Feb 2003
Elgin County Council
450 Sunset Drive
S1. Thomas, ON N5R 5VI
Dear Members:
Re: Intersection of Main Street and Graham Road
West Lome, ON
In response to an open letter written by Roxanne Kirschner of West Lome, the West
Elgin Chamber of Commerce members have discussed this issue at a general meeting in
November of2002. As a result of the discussion, the following motion was passed, and is
respectfully submitted.
The West Elgin Cluµnber of Commerce strongly supports the
enforcem~nt of any existing parking by laws and the clear and
proper IIlarking of no parking areas to ensure pedestrian safety at
the intersection of Main and Graham in West Lome
Thank you for accepting our input to this matter.
67
Office of the Minister
77 Grenville Street, 11th Floor
Toronto, Ontario M5S 183
Tel: (4161 326-3074
Fex: (416) 326-3083
Bureau du ministre
® Ontario
Ministry of Agriculture
and Food
Ministère de ¡'Agriculture et
de ¡'Alimentation
77, rue Grenville, 11t1 étage
Toronto {Ontario} M5S 183
Tél.: (4161 326-3074
Téléc.: (4161 326-3083
MAR 0 3 2003
MAR 6 2ûG3
Mrs. Sandra J. Heffren
Deputy Clerk
County of Elgin
450 Sunset Drive
St. Thomas, C>ntario
N5R 5Vl
Dear Mrs. Heffren:
Thank you for your letter of January 30, 2003 about consultations on the Marient Management
Act.
Consulting with stakeholders is an integral part of developing 'legislatioIl. The Nutrient
Management Act has been in development for years, and the C>ntario Ministry of Agriculture
and Food (OMAF) has consulted with stakeholders at every opportunity along the way.
I remain committed to gathering everyone's ideas about what should be in the regulations.
"
The first stage of our public consultations on the draft regulations has been completed.
The comments we received from famlers, environmentalists, municipalities and others were
instrumental in making key improvements to the draft regulations.
C>n December 2, 2002, I launched the stage two consultations with a presentation to
some 70 agri-food stakeholder representatives in Toronto.
In preparation for the public meetings, ministry staff delivered information sessions across the
province throughout the month of December to help people better understand the regulations
before commenting on them. These sessions were held in Milton, Cambridge, Woodstock,
Casselman, Caledonia, Midland, Trenton, Perth, Seaforth, Port Perry, Alvinston, Dryden,
Chatham, Alfred, Stratton and Thunder Bay.
Between December 11 and 18, 2002, I was pleased to host public meetings in Teeswater and
Brockville, while my Parliamentary AssistaIlt, Mr. Toby Barrett, led meetings in Mississauga
and Grimsby. The Honourable Doug Galt, MPP, Northumberland, also hosted a meeting in
Trenton. People were able to make presentations, voicing their ideas and concerns.
.../2
Ministry Headquarters: 1 Stone Road West, Guelph, Ontario N1 G 4Y2
Bureau principal du ministère: 1, rue Stone ouest, Guelph (Ontario) N1 G 4Y2
6 Q Invite Ontario Home
, Ynvitez ¡'Ontario chez soi
\I§
-2-
At these meetings stakeholders told us there was a need to clarify several areas of the draft
regulations. That is why we took some extra time after the holidays to ensure that everyone
will be able to understand more clearly the regulations we're proposing
Eight more meetings were held across the province in early February. The meetings were held
in Stratford, Carleton Place, Alfred (French), Barrie, New Liskeard, Leamington, Lindsay and
Rainy River.
I have also discussed the act and draft regulations at a number of key agricultural events over
the last few months. In November, I spoke at both the Ontario Federation of Agriculture's
Annual Meeting and the Oxford County Federation of Agriculture's Annual Meeting. In the
new year, I spoke about the Nutrient Management Act and our draft regulations at the Dairy
Herd Improvement Annual General Meeting, the Dairy Farmers of Ontario Annual General
Meeting, the Ontario Pork Lenders' Conference, as well as the Ontario Fruit and Vegetable
Growers Annual General Meeting. In my speeches, I continue to invite listeners to participate
in the consultations by submitting written comments if they aren't able to present at a meeting.
We continue to gather public input on stage two regulations. The draft regulations are posted
on the ministry's web site at http://www.gov.on.calOMAF/englishlagops/index.htnù. For
those without Internet access, please call the Agricultural Infonnation Contact Centre toll free
at 1-877-424-1300 to obtain hard copies of the draft regulations.
People can provide comments to me bye-mail at minister@omaf.gov.on.ca, by surface mail at
Ontario Mirùstry of Agriculture and Food, 77 Grenville Street, 11th Floor, Toronto, Ontario,
M5S IB3, by fax at (416) 326-3083, or by phone at (416) 326-3074. I encourage anyone with
ideas or concerns to contact me at any time.
We must all work together to ensure the future of both our environment and our essential
agri-food industry - one of the top three contributors to the provincial economy.
Sincerely,
, 69
JOHN ROWSWELL, M.Eng.. P.Eng", P.E
MAYOR
MAR 6 ?On,
[
OntariO"'" Canada
THE CORPORATION OF THE CITY OF SAULT STE.".MARIE
20030218
Municipal Property Assessment Corporation
1305 Pickering Parkway
Pickering, ON L 1V 3P2
Attention: Mr. Robert A. Richards
President and Chief Administrative Officer
Dear Mr. Richards,
Subiect: MPAC and Northern Communities
Your letter of January 3, 2003 which does not respond to the City of Sault Ste. Marie's concerns
about employee reductions and decreased service levels from MPAC was placed on the
February 10111, 2003 City Council Agenda for discussion. Joe Sniezek, the City's Long Range
Planner was asked to prepare a report for Council's consideration after doing an analysis of
your response which appears to be nothing more than the "boiler plate" response which
appeared recently in the Municipal World Magazine.
Municipalities in Northern Ontario are very concerned that call centres and assessors located in
Southern Ontario will not do an adequate job of assessment in northern communities and in
fact, will compound many of the problems that we are already experiencing with assessment
processes and procedures. Assessment is a service that municipalities pay for and in return for
payment, municipalities should reasonably expect a quality service. We cannot accept that the
proposed changes in the MPAC Northern Ontario delivery model will achieve that quality,
especially in view of the significant reductions in staffing, combined with the need to do more
frequent assessments. Past complaints have included those that MPAC was so short staffed
that assessors could barely do "drive-by" assessments. Now, with these further significant
cutbacks, not even "drive-by" assessments will be possible for all properties and assessments
will be determined by people hundreds of miles away using computer models and applying
general factors.
Costs to ensure that assessments are complete and indeed defended are being transferred to
municipalities begging the question, "what exactly are we paying for?"
...2 .
~~..
~.
70
CIVIC CENTRE' P.O BOX 580 . SAULT STe MARIE, ONTARIO P6A 5N1 . (705) 759-5344 . FAX (705) 541-7171
Mr. Robert A. Richards
President and Chief Administrative Officer
Municipal Property Assessment Corporation
Subiect: MPAC and Northern Communities (2003 02 18)
Paqe 2
Sault Ste. Marie is calling on Northern Ontario municipalities to pass resolutions objecting to the
transfer of jobs out of Northern Ontario and to the reduction in levels of service that each
municipality expects while at the same time incurring new costs.
Such a resolution was passed by Sault Ste. Marie City Council and I am enclosing a copy of
that resolution along with the report that was received by City Council from Mr. Sniezek. Copies
are being distributed to all Northern Ontario Municipalities asking that they endorse the call for a
meeting with both MPAC officials and the Minister of Finance to deal with this important matter.
Obviously one of the ways in which the Province might consider assisting is to make
amendments to the legislation/regulations which would permit municipalities to either do their
own assessments, or to hire private sector firms which are quite. capable of providing this
service on a competitive basis. In essence, we are asking the Provincial Government to stop
the monopoly which MPAC has on the delivery of this service, a service which is totally
unacceptable to at least this customer.
I am aware that Mayor Ken Boshcoff of Thunder Bay has written to you. His response is indeed
mild and polite compared to what we here in Sault Ste. Marie are feeling. There needs to be a
northern and rural solution and either MPAC needs to reconsider how it delivers its services in
the north, or changes need to be made to allow us to look elsewhere for these services. This is
the message that we will pass on to Minister Ecker and we request that a meeting be arranged
in the very near future with Minister Ecker and yourself to deal with this problem.
Sincerely,
Attachments
cc: _The Honourable Janet Ecker, Minister of Finance
Member of City Council
71
':;ITY COUNCIL RESOLU\ .¿)N
Date: February 10,2003
Agenda Item
5(rYI)
MOVED BY
SECONDED BY
Councillor
Councillor
B.lrwin
D. Jones
Resolved that the report of the Planning Division dated 2003 02 10 concerning
Municipal Property Assessment (MPAC) be acceptéd and the Planning Director's
recommendation that Council request a meeting with the Minister of Finance and
officials from MPAC to respond to concerns about employee reductions and
decreased service levels in Sault Ste. Marie be endorsed; and
Further that this resolution be distributed to all affected municipalities.
ß/ CARRIED
D REFERRED
D DEFEATED D AMENDED
D OFFICIALLY READ NOT DEALT WITH
D DEFERRED
SIGNATURE
o CAO
0' City Solicitor
g Comm. Finance/Treasurer
~ Comm. Eng" & Planning
D Comm. Human Resources
D Comm. Community Services
D Comm. P.W. & Transportation
D City Clerk
D Fire Chief
D Police Chief
D Mayor
D Dir. Libraries
D E.DC
D Cons Authority
!M'PI(l1'/1) ;r1J
72
S(m)
2003 02 10
REPORT OF THE ENGINEERING & PLANNING DEPARTMENT
PLANNING DIVISION
TO:
Mayor John Rowswell
and Members of City Council
SUBJECT:
Municipal Property Assessment (MPAC)
Response to City Council's Resolution
Introduction
At the Council Meeting of 2002 1118, the following resolution was passed:
"Whereas the property tax is a vital part of municipal funding, and all
municipalities and ratepayers depend on accurate assessments; and
Whereas the Municipal Property Assessment Corporation (MPAC) has ignored the
wishes of over 100 municipalities and is implementing a corporate restructuring
program, called "Futures", that is dramatically changing property assessment in
this province; and
Whereas MPAC has already cut its front-line staff from over 2,100 to 1,350 and
will further reduce them to 1,100 once futures is fully implemented, with job
losses in every region of Ontario; and
Whereas this has shattered workplace morale and disrupted families; and
Whereas municipalities are already noticing a loss of local expertise and a
decrease in service quality as a result of this centralization plan; and
Whereas futures is reducing the number of people who collect hard data on
property values by 75 percent and replacing hard data with computer program;
and
Whereas MPAC assessors have been ordered not to speak directly with municipal
officials; and
Whereas MPAC is now required to reassess every Ontario property annually,
instead of every four years; and
1
73
· "'(IONO,,
~r "
</0. "'~ 'Ý",
~. .
o . c;,
1.1 ..
...
o
...
, ';ITY COUNCIL RESOLU'I ..IN
Date: February 10, 2003
Agenda Item
5(M)
MOVED BY
SECONDED BY
Councillor
Councillor
B.lrwin
D. Jones
Resolved that the report of the Planning Division dated 2003 02 10 concerning
Municipal Property Assessment (MPAC) be acceptêd and the Planning Director's
recommendation that Council request a meeting with the Minister of Finance and
officials from MPAC to respond to concerns about employee reductions and
decreased service levels in Sault Ste. Marie be endorsed; and
Further that this resolution be distributed to all affected municipalities.
~ CARRIED
o REFERRED
o DEFEATED 0 AMENDED
o OFFICIALLY READ NOT DEALT WITH
o DEFERRED
SIGNATURE
o CAO.
g City Solicitor
g Comm. FinancefTreasurer
~ Comm. Eng. & Planning
o Comm. Human Resources
o Comm. Community Services
o Comm. P.W & Transportation
o City Clerk
o Fire Chief
o Police Chief
o Mayor
o Dir. Libraries
o EDC.
o Cons" Authority
1M" PltUlI'I;J"/ J
5(m)
Whereas a plan to do four times the work with just over half the people will not
work;
Therefore be it resolved that the City of Sault Ste. Marie hereby calls on the
Ontario Minister of Finance to intervene to repair the damage futures has done
to Ontario property assessment and to bring forward a plan to restore local
assessment expertise and good working relationships between assessment staff
and municipalities at the local leveL
ReSDonse bv MPAC
We should respond to the issues raised by Mr. Richards in his letter of January 3,
2003 (attached).
(1) Local Office Access
Municipal Relations Representatives: for the most part do not answer value
related questions directly. They refer them either to Customer Service
Representatives or the Property Values person responsible for that property type.
This means that the answers are not readily available and could be sometime in
coming. Pre Futures, the municipalities in most cases could speak directly to the
person who valued the property or properties in question and usually received an
answer to their enquiry, if not immediately, but that some day.
Mr. Richards states that based on normal business considerations and municipal
restructuring, some amalgamations may occur in the future. The office in Little
Current is slated for closure and that area will be amalgamated with the Sudbury
Office. Since the Sault Ste. Marie office has been reduced to fewer staff
members than the other offices in the north, it makes me wonder if Futures II
means the closure of this office, especially since the staff who will be in existence
after the full implementation of futures I will largely be in Customer Service, and
Municipal Relations oriented positions as opposed to valuation driven positions.
(2) Improved Contact
MPAC's state of the art Customer contact centre (CCC) has not been well
received by northern ratepayers. Ratepayers have commented that the people
at the call centre do not have local knowledge of the properties being discussed
let alone where the ratepayer is calling from. A lot of these people are frustrated
with the CCC because they cannot get through to the local staff and their
inquiries have not been responded to in months, in some cases they have been
waiting for a response since late last November. Mr. Richards says that the
removal of this operational pressure from the local offices permits staff to focus
on providing excellent service to walk-in customers. Most of the walk-in
customers are as a result of them not being able to get through to the local
2
74
5(m)
office by telephone and frustration at having to deal with the call centre. The
ratepayers have decided to come straight to the office and speak to someone
there. By the time they reach us they are considerably more irate than when
they started out.
Assessments Exceed International Standards
Discussions with our taxation officials indicate a decline in levels of service. One
example is lack of follow up on properties with building permits. The other is the
absence of service on properties where improvements have been made without
the necessary permits.
Employee Impact
MPAC neglected to mention that over this whole restructuring process and
current value assessment they have employed numerous contract employees
who have since been let go. Without this additional manpower MPAC would
never have been able to complete the past two re-assessments. Now, regular
full time staff is being cut as legislated annual reassessments take affect. Please
see the attached chart outlining the changes to staffing levels in the Sault Ste.
Marie office. There are no more retirements expected in this office. All but one
clerk has taken a voluntary exit option (because they knew that there was no
other option). These four people ranged in seniority from 19 years to 26 years
of service. The remaining clerical person in this office who has not secured a
position with the new MPAC is slated for layoff sometime in February, 2003 after
26 years of service. All of these jobs have been moved to the central processing
facility. The remainder of the staff slated for surplus will not be leaving
vOluntarily and will not be retiring.
Improved Customer Service
MPAC has invested heavily in technology and has adopted a blind reliance on
that technology. Technology is a tool that greatly assists the people who do the
work, it should not be used as a replacement of the local knowledge and
understanding of the job at hand. Data integrity is of the utmost importance to
a computer generated model. This will be difficult to achieve with only three
property inspectors, even if they are using a handheld computer. The use of
questionnaires to collect permit information and sales information is another tool
that is employed by MPAC. All useful as an aid but not a satisfactory substitute
for visual on sight inspections, not if the goal is Current Value Assessments.
Not all of MPAC's customers are computer savvy and are intimidated by the
internet, which is a means by which MPAC intends to use in order to meet
customers needs.
3
75
5(m)
. Whereas a plan to do four times the work with just over half the people will not
work;
Therefore be it resolved that the City of Sault Ste. Marie hereby calls on the
Ontario Minister of Finance to intervene to repair the damage futures has done
to Ontario property assessment and to bring forward a plan to restore local
assessment expertise and good working relationships between assessment staff
and municipalities at the local level,
ReSDonse bv MPAC
We should respond to the issues raised by Mr. Richards in his letter of January 3,
2003 (attached).
(1) Local Office Access
Municipal Relations Representatives: for the most part do not answer value
related questions directly. They refer them either to Customer Service
Representatives or the Property Values person responsible for that property type.
This means that the answers are not readily available and could be sometime in
coming. Pre Futures, the municipalities in most cases could speak directly to the
person who valued the property or properties in question and usually received an
answer to their enquiry, if not immediately, but that some day.
Mr. Richards states that based on normal business considerations and municipal
restructuring, some amalgamations may occur in the future. The office in Little
Current is slated for closure and that area will be amalgamated with the Sudbury
Office. Since the Sault Ste. Marie office has been reduced to fewer staff
members than the other offices in the north, it makes me wonder if Futures II
means the closure of this office, especially since the staff who will be in existence
after the full implementation of futures I will largely be in Customer Service, and
Municipal Relations oriented positions as opposed to valuation driven positions.
(2) Improved Contact
MPAC's state of the art Customer contact centre (CCC) has not been well
received by northern ratepayers. Ratepayers have commented that the people
at the call centre do not have local knowledge of the properties being discussed
let alone where the ratepayer is calling from. A lot of these people are frustrated
with the CCC because they cannot get through to the local staff and their
inquiries have not been responded to in months, in some cases they have been
waiting for a response since late last November. Mr. Richards says that the
removal of this operational pressure from the local offices permits staff to focus
on providing excellent service to walk-in customers, Most of the walk-in
customers are as a result of them not being able to get through to the local
2
S{m)
The mapping departments have been moved out of the regional offices.
Property splits and changes will now be done out of the Central Processing
Facility by staff who have no local knowledge of the property or even the area
they are working on. The values will be done by the property values people out
of whatever location they happen to work from, and won't necessarily have local
knowledge of the property they are valuing.
There are Requests for Reconsideration outstanding from February 2002 and
hundreds have been filed for 2003. Ratep<'lyers are being told they should file
appeals because the reconsideration process will not be completed prior to the
deadline for appealing 2003 assessment notices.
Property inspections will only be done if a permit is taken out, reconsideration
has been filed or an appeal is pending,
Data collection will largely be dependent on mail outs for things like,
enumeration, school support, sales questionnaires, even minor permit
information will be collected through a questionnaire.
See charts below as well as further attachments
4
76
5(m)
Sault Ste. Marie Office
Pre - Futures
Regular full time staff
On site managers are balded corresponding staff
are listed below their managers
Assessment
Commissioner
CommissionêrsSecretary
2 Manager Manager
Valuation Managers Data Services &. Budget &. Office
Mapping
2 Senior Clerk General Clerk
Senior Assessors
8 3 Clerk Typist/Receptionist
Property Assessors Assessment Clerks
6 1
Property Inspectors Drafter
1
Registry Clerk
1 Manager 1
Quality Assurance Technical Support
Assistant
At any given time during the 3 to 4 years prior to Futures the Sault office
employed eight to ten contract employees as well as two to four summer
students. These positions were all discontinued when Futures was announced.
5
77
5{m)
Sault Ste. Marie Office
After Futures Implementation
Full Time Staff at this location are bolded
-c-
Municipal Property Customer Residential Entertainment &
Relations Inspection Service Valuation Recreation
Representative Manager Representative Manager Valuation
(Sault Office) (Sault Manager (Located (Located in Manager
Office) in Timmins) Pickering) (Located in
Pickeñng)
Municipal 1 Property 4 1 1
Relations Inspection Customer' Residenti Entertainment
Assistant Analyst SelVice al & Recreation
Representatives Valuation Valuation
Analyst Analyst
1 Office 3
Administrator Property
Inspectors .
1 Technology
Support
Analyst
The following property types will be handled by MPAC staff working in locations
other than Sault Ste. Marie. In some cases they will deal with these property
types in the whole north and in other cases the whole Province,
Farm Properties: 1 Senior Valuation Analyst-North (Located in Parry Sound)
Small Retail/Commercial: 1 Manager and 1 Senior Valuation Analyst-North
(Located in Sudbury)
Office Buildings/Shopping Centres: 1 Senior Valuation Analyst-North
(Located in Sudbury)
Multi Residential: 1 Senior Valuation Analyst - North (Located in Sudbury)
Large Industrial: 1 Senior Valuation Analyst-North (Located in Thunder Bay)
Small Industrial: No Valuation Analysts have been assigned to the Sault Office
Condominiums: 1 Senior Valuation Analyst - Province wide (Located in
Pickering)
This list does not encompass all property types.
6
78
5(m)
Algoma Area encompasses 23 municipalities and 48rOOO square miles of
territory.
MPAC has designated the North as AREA 6.
AREA 6 includes the Territorial Districts of Nipissingr Cochraner Timiskamingr
Sudburyr Manitoulinr Algomar Kenorar Rainy River & Thunder Bay and the
Regional Municipality of Sudburyr North BaYr Timminsr Sudburyr Little Currentr
Sault Ste. Mê\rier Thunder BaYr Drydenr Fort Frances & Kenora.
Sault Ste. Marie is not alone
The attached list illustrates that resolutions have been passed by 139
municipalities.
The Response by MPAC
The response by MPAC does little to respond to our concerns. The letter virtually
repeats the arguments contained in an article of Muniçipal World (attached).
Plannina Directo....s Recommendation - That the City of Sault Ste. Marie
state that Mr. Richards letter inadequately responds to our concerns and we
request a mætingwith the Minister of Finance and officials from MPAC to
respond to our concerns.
JES/pms
PUBLIC HEARING - 2003 02 10, Council Chambersr Civic Centre
fra.tesi
--- Jose? . . !Ne QIIi"'"
Ch\et Ni01\flISUa:
7
79
~paè'
MUNICIPAL PROPERTY ASSESSMENT CORPORATION
~E.CEIVED
FEB - 5 2003
MAYOR'S OFFICE
January 30, 2003
Dear Mayor
Thank you for your letter of December 16, 2002, to Ms. Darlene Morgan of the Municipal
Property Assessment COIporation's (MPAC) Thunder Bay office. It has been forwarded to me
for my consideration.
First, I must apologize if we have in any way offended you or your colleagues. We appreciate the
challenges faced by Ontario's northern communities and are committed to providing you with
exceptional customer service.
To address the concerns raised in your letter, I would like to provide some background on the
rationale for these necessary changes.
MPAC was established in 1998 with ,lTI annual revenue budget of $130 million, which, as you
know, it collects from municipalities. For the first five years of operation, we froze the cost we
charged to municipalities at $130 million, even though the expenditures required to meet job
demànds ranged from $149 million to more than $160 million per year over the same period. The
difference between revenues and expenditures was met by drawing down MPAC reserves. While
the-reserves were intended to manage the initial transition from the Ontario Ministry of Finance,
it was clear that MPAC's costs could not continue to exceed its revenues for an extended period
of time.
Office of the Chair. cj 0 City of Ottawa
110 Laurler Avenue West, Ottawa, Ontario K 1 P 1 J 1
T: 613,5802488 F: 613.580 2528 E: peterhume@ottawaca
'80
Mayor Ken Boshcoff
January 30,2003
Page 2 of3
.
MP AC had three options to deal with this issue: make across-the-board reductions in service
levels, increase revenues from municipalities, or change its business processes. We recognized
that a decline in services was not acceptable. Increasing the costs we charge to municipalities
was considered, but not until we had looked at all opportunities to reduce costs without cutting
service levels. This left the third option, a thorough examination of all our business processes to
find ways to do business better and more cost effectively, without sacrificing service quality.
Our efforts to examine every aspect of our business process included a review of the distribution
of our resources throughout Ontario. We had to ensure that the realignment of staff and
resources more appropriately reflect present and future workload demands. Our resource
allocation will be monitored closely and adjusted as future demands dictate.
Management and staff have, together, developed solutions that allow us to address our financial
requirements while maintaining the quality of service municipalities have come to expect from
MP AC. As part of this effort, MP AC established a Customer Contact Centre to provide property
owners across Ontario with a single point of access to assessment information. Property owners
can contact us toll free and be assured they are receiving consistent, accurate information for all
general enquiries.
The small percentage of enquiries that require detailed follow-up or local expertise are' forwarded
to the appropriate specialist in one ofMPAC's 36 field offices across the province, a network of
which we are working to maintain across northern Ontario. We feel that by having specialists
able to address issues in any part of the Province, irrespective of their base location, we can bring
a larger pool of talent to deal with local issues and concerns as they arise. In addition, removal of
this operational pressure from local offices permits staff to focus on providing excellent service
to walk-in customers, and affords more time for reviewing more complex, local issues. ..
We understand that restructuring has raised concerns, but are confident that our organization is
adopting better ways of doing business that will position us to deliver a superior level of service
and product quality.
It is essential for any business that wants to be successful to provide the highest level of customer
ser:vice possible. This has been - and will continue to be - MPAC's mission.
81
~iJ¡;Y
500 Donald 5treet East
Thunder Bay, Ontario P7E 5V3
Tel: (807) 625-3600
Fax: (807) 623-1164
OFFICE OF THE MAYOR
December 16, 2002
Ms. B. Darlene Morgan
Mwricipal Relations Representative
Mwricipal Property Assessment Corporation
Box 10578
TIIUNDERBAY, ON P7B 6T9
~ECEnfED
DEC 2 3 2002
MAYOR'S OFFICE
Dear Ms. Morgan:
MPAC STAFF REDUCTIONS AND TRANSFERS TO TORONTO
Thank you for your letter regarding the downsizing of North= MP AC offices and the relocation of
staff and operations to the Toronto area.
This is offensive. In a time when very consistent and rational messaging has been forwarded to the
Provincial Government regarding the evisceration of public sector jobs from the North, your letter
confums our needs are not being heard.
Building new operations centres and staff in the South compounds existing gridlock sprawl and
congestion. Loss of professional jobs from the North limits co=writies across the North, large and
small.
What is with you people? Do you not understand that rental costs.in premium G.T.A.locations exceed
operational expenses that maintain Nor'.h= offices.
Current attempts to seek responses to assessment questions are daily being met with ad hoc answers
confirming a lack of understanding.
I am thoroughly dismayed by your ignorance of Northern concerns.
Your letter is being distributed to mobilize those who have concerns àbout protecting the North. The
Smart Growth Panels and the five Northern Mayors will be making presentations to the Premier and
Cabine1 in the near future to stop organizations such as yours in their abandonment of Northern Ontario.
I urge you to have MP AC reconsider their plans so that they can re-affirm their support for workers in
Northern Ontario.
Yours truly,
K.~~,~~.or
City of Thunder ~~~r \J (
Attachment
".J
".,(.
v
Mayor Ken Boshcoff
January 30, 2003
Page 3 of 3
I trust this has provided some additional background to the infonnation you have received to
date. If you require any further details, please do not hesitate to contact me at (613) 580-2488 or
Mr. Carl Isenburg, Vice-President, Customer Relations, at (905) 837-6190.
Ik
Peter Hume
Chair, MP AC Board of Directors
Copy Ms. Ling Mark, Smart Growth Secretariat
Richard Adams, President, Federation of Northern Ontario Municipalities
Ken Taniwa, Executive Director, Northernwestern Ontario Municipal Association
Mayor Jack Burrows, City of North Bay
Mayor Jim Gordon, City of Greater Sudbury
Mayor Jamie Lim, City of Timmins
Mayor John Rowswell, City of Sault Ste. Marie ¡./
Ian Pattison, Editor, Chronicle Journal
Leith Dunick, Editor, Thunder Bay Post
MP AC Board of Directors
Robert A. Richards, President and Chief Administrative Officer
Carl Isenburg
Darlene Morgan, Municipal Relations Representative
:82
c.c. Ms. Ling Mark c.c. Mayor Jack Burrows
Smart Growth Secretariat City of North Bay
777 Bay Street
TORONTO, ON M5E 2E5 c.c. Mayor Jim Gordon
City of Sudbury
C.c. A.M.O. c.c. Mayor Jamie Lim
MP AC Board Representatives City of Timmim
c.c. Richard Adams G,c. Mayor John Rowswell
F.O.N.O.M. City of Sault Ste. Marie
c.c. Ken Taniwa, Executive Director
N.O.MA
c.c. Chronicle Journal
c.c. Thunder Bay Post
84
83/84/83 23:87:48 EST; ASSOCIATION OF?-)
MAR-04-03 rUE 01:08 PM 260
1 519 ~33 7~~1 CLERK-Elgin CO
FAX NO, 416 971 6191
Page 882
p, 01/01
Àtz1 _ Associ"lion of
. M unicipatities
... of 0 ntario
For Your
Orlforrr1 ation
393 UI'I\\lersH)' A\lc(\ue, Sidle 1701
Tcrenla, ON M5C3 ,eG
T31. {41S) ~71·965Q . fax: (416) 97Hi1~1
smail: a.mO@:3mc.munlconl.aom
To tho attention of the Clerk and Council.
For Ifnrn~diate Attention
March 4, 2003 - FYI 03/002
New Minister and AMO President to Meet Soon
One of the first priorities for the new Minister of Municipal Affairs and Housing, the
Honourable David Young, is to get together in the very near future with AMO
PrcHidenl Ken Boshcoff. Both President Boshcoff and the Minister have expressed
a desire to continue to grow an effective provincial-municipal relationship,
PrcsicJünt Boshcoff said, "The new Minister has some familiarity with municipal
government from his previoLls portfolios, and he is looking forward to working with
the ASSOGiation." AMO believes that the new Minister will be an effective voice for
municipalities ot the Cabinet table as we continue to purse new ways to finance
municipal ~Jovernmenl services to ensure high quality service delivery to our
comrnunilies. A strong Ontario needs strong communities, The Province and
rnllnidréll governments must work together to develop initiatives to support Ontario
municipalities.
The Aßsociation would like to publicly thank Minister Helen Johns for her availability
to us and her openness during her interim posting. Like many other Ministries,
Agriculture and Food plays an important role in the work that municipal governments
undertake.
This i¡¡lollY/ation is aV<1i1alJlo tMollgh AMO's subscription based MUNICOM nctwork at J¥.WW.munICof!1.COf11,
FGr mall> Inform.lUau, ploaso contact 416-971-9856: Pat Van;n;, Executive Director; 8l416-971-9856.
85
".....,.....n'~~_·..,.. ,,...,.,
B3/17/B3 23:B4:17 EST; ASSOCIATION OF?-)
MAR-17-03 MON 05:00 PM 260
1 519 533 7551 CLERK-Elgin Co
Page BB2
FAX NO, 416 971 6191
p, 01
M~);r(tier Qpml"lÌ un ¡cation
£!tij_ AssooiaHon of
. Municipalities,
. i of Ontario
For Your
Onfornlation
~93 Un[\lor$Hy Avønue. $1.1111'11101
Toronto, QN M5011:C
Tel' (416) 911·9(!{j(¡· ròlx: (4tG) 971.{j Hi 1
e(r .(I¡H:amo@:1ft\o..mvnlcorn.CQlfI
To tlw alÚmtien of the Clerk and Council.
For Immediate Attention
March 17, 2003 - FYI 03/004
AMO Supports Kids Voting Canada - You Can Too!
13ACKOHOUND:
At th(1 reGGnt AMO Board of Directors meeting In Toronto, a delegation from Kids Voting Canada
asked for the support of Ontario's municipalities for an initiative designed to encourage students in
gr~¡des 9 -- '12 to participate in the electoral process.
Toylor Gunn, the Clliaf Election Officer of Kids Voting Canada, spoke about the deciining electoral
tltmoul for all three levCJls of government. Reports from Kids Voting USA show that adult voter
participation in òlections incre¡¡ses due to a "trickle up" effect. student newspaper readership and
Imowk:dgc elf thÐ media's role in the;; political process doubles.
Upon isr,uo of the Provincial Election Writ, participating schools will learn of the democratic process
nnrl discuss issues that students bring to the classroom. Schools will receive ballots and ballot
boxos, (jnd will coordinate a student voters' list within each school. On election day, students will
vote on c(1I1didates in their local ridings. After official polls close, the CBC will report the results of
lhe student vote alongside the official results. Kids Voting Canada has developed an impressive
li~t or partners inclu(Jing the CBC, EJectìons Ontario, Ontario Principals Council and the Toronto
Star.
President I(en 8osheoff said, "It is very important for all of our futures that Canadian youth
participate in tho political process. AMO is pleased to support this exciting initiative," Individual
Bomd memtJers havo made services in their own municipalities available to Kids Voting Canada,
from access to local media, to correspondence with local schools. AMO encourages all
munícip¡:¡litl()$ to support this initiative in growing democracy.
To find out moro about Kids Voting Canada. municipalities are encouraged to contact Taylor Gunn
at (416) 3ß1-9tifJG, toll free 1-866-488-8775, e-mail: tavlomunncŒ.K[dsvotinaçanada.com. or visit
their wobsi1.c: ~\}I.kir,J§Y9tinqC;f.j..nad<!£9m
AMO Cont".:j', I orna Rueter, Execulivo AS$istcnt, tel: (416) 971-9856, ex!. 341, Iru.Q~r@amQ,municom.ç.9m
86
Office ,ófthe Deputy Premier
and Minist$r òfEducation
MoWat Block, 2200 Floor
900 B~y §tr~et _-
Toronto ON M7A:1L2
Telephone: 416325.-2600
Facsimile:" 416-325-2608
BureaU=de la-vJce-premièremiriistre
etminis~rede l'Éducati_on
Èdific~: Mo~at 22e etag~
.900; rue Bay
Toronto ON M7A1L2
Té,léphone:, 416325~26qo
T~[éccipieur: 41"6 325~2608
~
........
-Ontario
MAR '( 2rG~
March 6, 2003
Mrs. S.J. Beffren
Deputy Clerk.
Cmpty of Elgin
. 450 Sunset Drive
St. ThomasON N5R 5Vl
.".
DearMrs. Heffren,
Thank you for your letter of January 16, 2003 about Elgin County's request for the
ministry to review the composition and sizeoft!Íe Thames ValleyDistrict School Board
to more adequately reflect urbanandrural differences, and to consider the creation of an
additional school board to represent rural schools. Mr.Steve Pet~rs, MPP for
ElgiÍ1"Middlesex-Löndon; has also forwarded to me a copy of your letter. I appreciate the
opportunity to respond.
As you mayknow, the Fewer SchoolBoards Act, 1997 ertabled us to streamline the
administration of the education system, and direct mote resources to students and
teachers in the classro.om. The Act, together with reforlllS in curriculum and funding, has
allowed us to develop an education system that is high quality, more cost effective, ¡md
more a.Ccountable.
You should also be assured that the existing rules for determining the number and
geographic representatión of school board trustees, outlined in Ontario Regulation 412/QO
of the Education Act, ensure that the composition of district school bOards reflects the.
size of the electoral population and, where applicable, population density.
I am confident the dedicated trustees serving on the Thames Valley District School Board
will work cooperatively with representatives of Elgin, Middlesex, and Oxford counties to
address any issues of cortœrrt. .
.../2
87
c 2-
We do not believe that it is in the public's interest to duplicate school bòard
administrative processes. Accordingly, there are no plans to review the. existing .
jurisdiction of the Thames Valley District School Bóard, or create an additional school
board.
Thank you for taking the time to write.
Sincerely,
c: Mr. Steve>Peters
MPP, Elgin-Middlesex -London
88
Mar. 7. 2003 4:08PM
TOWN OF AYLMER
N0.4086 p. ¡Ii
TOWN OF
AYLMER
46 Talbot Street, West, Aylmer, Ontario N5H 1J7
Office: (519) 773-3164 Fax: (519) 765-1446
Administration, Wendell Graves - Administrator . Phyllis Ketch.baw - Clerk
March 7,2003.
The Honouable Ernie Eves,
Premier of Ontario:
The Honourable Janet Ecker,
Minister of Finance:
The Honourable Elizabeth Witmer,
Minister of the Environment:
The Honourable Brian Coburn,
Associate MinIster of Municipal Affairs & Housing:
The Honourable David Young,
Attorney General:
Mr. Steven Peters, MPP Elgin I Middlesex I London:
SUBJECT: ADMINISTRATIVE MONETARY PENALTIES POLICY
Please be advised of the following resolution passed by Aylmer Town Council on
February 24, 2003:
"That Aylmer Town Council endorse the resolutIon of the County of Elgin,
and hereby supports the County of Renfrew, In opposing the adoption of
the Administrative Monetary Penalties Policy by any Ministry of the
Government of Ontario, and that a copy of this resolution be forwarded to
the Minster of Finance; Premier Ernie Eves; Minister of the Environment;
Minister of Municipal Affairs and Housing; Attorney General; MPP Steven
Peters; AMO; County of Renfrew; and the County of Elgin."
We look forward to your favourable consideration and response.
Yours truly, ..It. ~,.,;; J:: /,L
Clerk Phyllis ~abaw'T'-<4'---
c.c. AMO I County of Renfrew I County of Elgin
89
Ministry of Health
And Long-Term Care
Ministère de la Santé
et des Soins de longue durée
® Ontario
Emergency Health Services Branch
5700 Yonge Street. 6th Floor
Toronto ON M2M 4K5
Direction des services de santé d'urgence
5700 rue Yonge, 6e étage
Toronto ON M2M 4K5
Telephone: (416) 327-7909
Facsimile: (416) 327-7879
Toll Free: (800) 461·6431
Téléphone: (416) 327-7909
Télécopieur: (416) 327-787,9
Appels sans lTais: (800) 461-6431
MAR 1 G 200J
February 24, 2003
Mark MacDonald
Chief Administrative Officer
County of Elgin
450 Sunset Drive
St. Thomas ON N5R 5V1
Dear Mr. MacDonald:
RE: Grant for Salaries. WaQes and Other OperatinQ Costs Increases
We are pleased to advise you that the province has approved an increase to your Land
Ambulance Services Grant for the 2002/03 fiscal year to meet its commitment to share in the
approved costs of Land Ambulance operations. If applicable, this increase includes an
additional grant for the 100%. provincial share of the cost of Land Ambulance Services to First
Nation Communities and Territories without Municipal Organization.
Detailed calculations of this payment are enclosed. The cash floW for the full amount for the
2002/03 fiscal year will be included in your electronic transfer of March 28, 2003. This grant is
subject to the existing terms and conditions of the Land Ambulance Services Grant. Any books,
records or materials associated with the grant are subject to audit by the Ministry of Health and
Long-Term Care or its agents.
If you have any questions, please contact your local Field Office.
Thank you.
Attachment
c: Jill Migliardi, Senior Field Manager
90
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OFFICE OF THE PRESIDENT
March 7, 2003
MAR 1 2 2003
Dear Municipal Clerk,
AMO is proud to offer its members another series of one-day seminars on your changing drinking
water responsibilities. You will find enclosed copies of the program for AMO's upcoming seminar,
'Overseeing Public Drinking Water Systems in the Post-Walkerton Era'.
I encourage your councillors and senior administrators with oversight responsibility for municipal
drinking water to attend the seminar, in order to gain a better understanding of the new legislative and
regulatory requirements that they must now meet. - - -
In order to maximize the number of municipalities who can participate, the one-day seminar is being
held in four locations: Toronto on March 27th, London on April 1st, Greater Sudbury on April 7th, and
Kingston on April 14th. A special90-minute session is also being held in Fort Frances on May 1st at the
Northwestern Ontario Municipal Association (NOMA) conference.
The seminar will focus on:
· The new Safe Drinking Water Act and the new statutory standard of care for those with
oversight responsibility over drinking water services;
· The new Sustainable Water and Sewage Systems Act, and how to move to full cost recovery;
· The new drinking water regulation and proposed relief for small water systems;
· How to handle 'Zero Tolerance' MOE inspections of municipal water plants; and
· The emerging Provincial source water protection policy framework.
Would you kindly circulate copies of the seminar program to your council members and senior
administrators as soon as possible, to ensure that they have the opportunity to registered before the
sessions fill up.
If you would like more copies of the program, you may download the program on our AMO websites
(www.amo.on.ca under 'What's New' or www.municom.com under 'In the News').
I hope your municipality is able to participate in these important and infomiative seminars.
~~~f(
President
92
393 University Ave., Suite 1701 Toronto, ON M5G 1E6
tel: (416) 971-9856 . toll free: 1-877-426-6527 . fax: (416) 971-6191 . email: amo@amo.municom.com
Room 331
Main Legislative¡ Building
Quee¡n's Park
Toronto, Ontario
M7A 1A4
lIÆ
-
Ontario
Constitue¡ncy Office¡:
542 Talbot Stme¡t
SI. Thomas, Ontario
N5P 1C4
Te¡I: (416) 325-7250
Fax: (416) 325-7262
Email: steveyeters-mpp
@ontla.ola.org
STEVE PETERS,M.P.P.
ELGIN - MIDDLESEX - LONDQN
Tä (519) 631-0666
. Fax: (519) 631-9478
Toll Fre¡è: 1-800-265-7638
Email: steve¡_pete¡rs-mpp-co
@ontla.ola.org
M.1\R r;? 2DD3
March 7,2003
Honourable Elizabeth Witmer
Minister of Education
22nd Floor, Mowat Block
900 Bay Street
Toronto, ON M7A IL2
Dear Minister:
Please find enclose¡d a resolution trOll the County of Elgin that supports a Municipality
of West Elgin resolution calling on your government to stop closing rural schools and
provide adequate education funding. The resolution also asks your government to
consider the social costs before making decisions to close rural schools.
Minister, I feel the issue this resolution addresses is of utmost importance and should be
reviewed by your ministry immediately.
We both know rural communities have received the short end of the stick when it comes
to the fallout of school board mergers across the province. Rural schools are most often
the ones targeted for closure while urban schools with similar occupancy and capacities
seem to be immune trom closure discussions. As well, rural schools have different needs
trom those in urban settings, needs that get lost in the shuffle in large amalgamated
school boards.
This fall the communities of Springfield and West Lome were shaken by the fact their
schools, Springfield Public School and West Elgin Secondary School respectively, were
on a potential closure list. These rural schools are the focal points of their communities
and are much more than places of education. These schools playa vital role in their
communities and without them places like Springfield and West Lome become mere
shadows of their former selves. Young parents often place whether there is a school in a
community at or near the top of criteria for whether to raise their families there.
Minister, I would appreciate your reviewing this issue, responding to the County of Elgin
and forwarding a copy of your letter to my office.
/2...
97
Thank you in advance for your time and consideration.
Sincerely,
~~
Steve Peters, M.P.P.
Elgin-Middlesex-London
Cc: The County of Elgin, 450 Sunset Drive, St. Thomas, Ontario, N5R 5Vl
Ms. Joyce Bennett, Chairperson, Thames Valley District School Board
Mr. Gerald Kennedy, Ontario Liberal Education Critic
98
Room 331
Main Legislative Building
Queen's Park
Toronto, Ontario
M7A 1A4
~
~
Ontario
Constituency Office:
542 Talbot Street
SI. Thomas, Ontario
N5P 1C4
Tel: (416) 325-7250
Fax: (416)325-7262
Email: steve_pet8rs-rnpp
@ontla.ola.org
STEVE PETERS, M.P.P.
E~GIN - MIDDLESEX - LONDON
rei: (519) 631-0666
Fax: (519) 631-9478
Toll Free: 1-800-265-7638
, Email: steve_peters-mpp-co
@ontla.ola.org
MAR J ~ 2003
March 7, 2003
Honourable David Young
Minister of Municipal Affairs and Housing
17th Floor, 777 Bay Street
Toronto, ON M5G 2E5
Dear Minister:
Please find enclosed a letter from the County of Elgin that contains a resolution
supporting a County of Huron resolution (also enclosed). The Huron County resolution
calls on your goverrunent to adopt a recommendation from the Social and Cultural
Services Committee to forward to social housing program service managers the federal
portion of the subsidy to assist in the cost of retroactive Union Gas charges.
Minister, I would appreciate your reviewing this resolution, responding to Elgin County
and sending a copy of your letter to my office. Thank you in advance for your time and
consideration.
Sincerely,
~~~
Steve Peters, M.P.P.
Elgin-Middlesex-London
Cc: The County of Elgin, 450 Sunset Drive, St. Thomas, Ontario, N5R 5Vl
Room 331
Main Legislative Building
Queen's Park
Toronto, Ontario
M7A 1A4
yj
~
Ontario
Constituency Office:
542 Talbot Street
St. Thomas, Ontario
N5P 1C4
Tel: (416) 325-7250
Fax: (416) 325"7:262
Email: steve_pelers-mpp
@ontla.ola.org
StEVE PEtERS,'M.P.P.
ELGIN - MIDDLESEX - LONDON
Tel: (519) 631-0666
Fax: (519) 631-9478
Toll Free: 1-800-265-7638
tEmail: steveyeters-mpp-co
@ontla.ola.org
MhR "S 2003
March 7, 2003
Honourable Gar Knutson
Secretary of State (Central and Eastern Europe and Middle East)
499 Talbot Street
St. Thomas, ON N5P IC3
Dear Minister:
Please find enclosed a resolution from the County of Elgin that supports a Township of
Malahide resolution addressing the federal Firearms Registration Act and its cost over
runs. Since this is a matter of federal jurisdiction, I felt your office would best address
this matter.
Thank you in advance for your time and consideration.
Sincerely,
~~
Steve Peters, M.P.P.
Elgin-Middlesex-London
Cc: The County of Elgin, 450 Sunset Drive, St. Thomas, Ontario, N5R 5VI
COUNTY OF ELGIN
By-Law No. 03-13
"BEING A BY-LAW TO PROVIDE FOR THE ADOPTION OF THE 2003 BUDGET OF
THE CORPORATION OF THE COUNTY OF ELGIN AND TO ESTABLISH THE 2003
TAX RATIOS. AND TO ESTABLISH THE 2003 TAX RATES FOR THE COUNTY
CONSTITUENT MUNICIPALITIES"
WHEREAS Section 289 of the Municipal Act, 2001, S.D. 2001, c.25, provides that
the Council of each upper-tier municipality shall in each year prepare and adopt estimates
of all sums required during the year for the purposes of the upper-tier municipality; and
WHEREAS Section 308(5) of the Municipal Act, 2001, S.O. 2001, c.25, provides
that the Council of an upper-tier municipality shall in each year establish the tax ratios for
that year for the upper-tier municipality and its lower-tier municipalities; and
WHEREAS Section 308(7) of the Municipal Act, 2001, S.O. 2001, c.25, provides
that the Council of each upper-tier municipality establish for each property class, a single
tax ratio for the upper-tier municipality and its lower-tier municipalities; and,
WHEREAS Section 308(15-18) of the Municipal Act, 2001, S.O. 2001, c.25,
provides that the Council of each upper-tier municipality may opt to have certain optional
property classes apply within the County.
NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin
enacts as follows:
1. That the 2003 tax ratios for the County of Elgin set out on Schedule "A", attached
hereto and forming part of this by-law, be approved and adopted by Council.
2. That the 2003 budget of the County of Elgin set out on Schedule "B", attached
hereto and forming part of this by-law, which incorporates estimates for revenue and for
expenditures be approved and adopted by Council.
3. That the 2003 tax rates for the assessment in each property class set out in
Schedule "C", attached hereto and forming part of this by-law, be approved and adopted
by Council.
4. That the large industrial class be chosen as an optional property class.
READ a first and second time this 25th day of March 2003.
READ a third time and finally passed this 25th day of March 2003.
Mark G. McDonald,
Chief Administrative Officer.
John R. Wilson,
Warden.
38
County of Elgin and '.
Member Municipalities
Renewal Report
Effective March 1, 2003
(Deferred to Aprill, 2003 implementation)