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October 21, 2003 Agenda
REPORTS OF COUNCil AND STAFF October 21. 2003 Councillors Reports - (AITACHED) 3 Councillor Bob Habkirk - Thames Valley District Health Council ,/ 7 Councillor Dennis Crevits - St. Thomas-Elgin Tourist Association v Staff Reports - (AITACHED) Manager of Engineering Services - Bobier Villa Drainage v Manager of Engineering Services - Sanitary Servicing for County v Administration Building Manager of Engineering Services - Update - No Parking on County Roads / Manager of Engineering Services - Improved Deer Warning Area Signs v Manager of Engineering Services - Elgin Manor Waste Water Treatment ./ Plant - Update #2 Technical Services Officer- Chevron Signs Installations ./ Director of Human Resources - Amendments to Policy 5.60 Short-Term Disability Director of Human Resources - Policy Creation and Amendments (Civil Respectful Workplace, Accommodation, and Harassment) Human Resources Officer - Required Medical Examination 3.40 v Criminal Checks 3.40.1 71 Chief Administrative Officer - Orientation 2004 v 73 Deputy Clerk - Restricted Acts After Nomination Day v 75 Director of Financial Services - Elgin Manor Rebuild v 77 Director of Financial Services - Performance Measures - Year Ended v December 31, 2002 9 11 15 27 31 -R~h<..L./l.AO 35 37 43 65 79 Director of Financial Services - Ambulance Base v 83 Accounting Clerk - Budget Comparison to August 31, 2003 v 89 Accounting Clerk - Interim Report for 2003 Capital Projects ,/ 93 Accounting Clerk - Courthouse Prints v 95 Purchasing Co-Ordinator - Purchasing v 99 Purchasing Co-Ordinator - Special Offer for Provincial and Municipal v Employees 1 2 103 Purchasing Co-Ordinator - St. Thomas and District Labour Council v 107 General Manager, Long-Term Care- Terrace Lodge Pool v 109 General Manager, Long-Term Care - Compliance Report - Bobier Villa v 111 General Manager, Long-Term Care - Service Agreement for Elgin Manor (D-026)v 113 General Manager, Long-Term Care - Vacation Carryover v 115 Manager of Information Technology -Internet Access v 117 Ambulance Administrative Co-Ordinator - Request to Sit On Elgin Health / System Planning Committee Manager of Engineering Services - Emergency Culver Repair - Plank v Road (County Road #19) at New England ~~'\ 1)istrict He. <,.~ ..~ ~ 'J tf ¡g, A healthy life journey in a safe, caring community i::i ~ ~ ~ Une vie en santé au sein d'une communauté sécuritaire et bienveilfante <> "'" ~ ~ ~... .~ ~-. ~ :%, ~ 17../ de san\~ ~' Thames Valley District Health Council August 2002 - August 2003 Council's Advice tothe Minister of Health and LonQ-Term Care ~ Highlighted the similarities of Council's Discussion Paper on "the George Report" Shaping Ontario's Physician Workforce and the Ontario Medical Association's Position Paper on Physician Workforce Policy and Planning. ~ Recommended the proposal for a Satellite Dialysis Unit at Tillsonburg. ~ Supported St. Thomas-Elgin General Hospital's proposed Phase 1A Redevelopment Project and reaffirmed support for the Phase 1 B portion of the project (as stated in October 2000 and April 1996) that the recommeOdation of London as the site for the Psychiatric Hospital not be acted upon until the community is able to plan and ensure support systems are in place prior to any downsizing; that a Schedule 1 unit be established at St. Thomas-Elgin General Hospital prior to the closure of the St. Thomas site and that the Ministry of Health proceeds as quickly as possible to examine the decentralized option. ~ Recommended expansion of the MDS Laboratory Services licence to include general and vascular ultrasound services within a flexible schedule, to include service provision during 'evenings and weekends. Selected Accomplishments from the Past Year ~ Developed Nursing Supply - Phase II (Recruitment And Retention Work Group & Education Work Group) ~ Produced Thames Valley Health System Monitoring Report ~ Held a district session titled: Primary Care: The Keystone to Health Care Integration ~ Developed Elgin Mental Health Network ~ Participated in The Year of Healthy Living - Health Promotion Fair ~ Development Partner for the Community Advisory Committee, Community Care Access Centre of Loodon-Middlesex ~ Held Third Annual Operating Plan Consultation Sessions ~ Created Health Human Resources Committee Report - Recommendations to the Minister of Health and Long-Term Care on Physician Planning ~ Held Thames Valley Regional Stroke Strategy Consultation Session ~ Produced East Elgin Health Needs Assessment ~ Provided Student Placements for Seven Medical and Three Health Science Students ./ Held a Middlesex County Information Technology Session ./ Facilitated a Nurse Practitioner Demonstration Project for Tillsonburg ./ Held Two Long Term Care Consultation Sessions in Elgin County ./ Facilitated Two Information Technology Sessions in Elgin County ./ Facilitated the Thames Valley Primary Care Nurse Practitioner Process ./ Presented the First French Language Health Services Advisory Committee Recognition Award to the Middlesex-London Health Unit ./ Held Future Life Planning - Workshop 1 "Identify Changes And Success Factors", and Workshop 2 "Develop The Strategies For Success" ./ Facilitated the Request for Proposal Process for Primary Care Nurse Practitioners in Elgin County In Partnership: ./ Participated in the London Economic Development Corporation Health Human Resource Roundtable ./ Utilized Blueprinting and the Balanced Scorecard to Determine How the Homeless Who Have a Serious Mental Illness (In London) are Experiencing Quality. Workshop Held to Identify Strategies. ./Southwest Regional Hospital Laboratory Planning Alliance - Framework for an Integrated Laboratory Service ./ Facilitated Southwest Mental Health Implementation Task Force Report Development ./ Participated in the Regional Stroke Strategy Roll-Out of Oxford County Local Stroke Strategy Implementation ./ Worked With Oxford Stakeholders on Local Cancer Care Network Initiatives ./ Coordinated Mental Health Network Development ./ Northeast London Collaborative to Develop a Primary Health Care Centre In Collaboration with the DHCs: ./ Produced Ontario Labour Market Survey for Health Human Resources ./ With the Provincial District Health Councils, Met With the Minister of Health and Long- Term Care to Give Advice on the Federal, Provincial, and Territorial Discussion on Sustaining Health Care in Canada. Outlook for This Year - On the Plannina Horizon ./ Nursing Supply - Phase II, Reports & Information Session ;r Local Comprehensive Integrated Health System Plan ./ Primary Health Care: The Keystone To Health Care Integration Session advancement ./ Information Technology Session in Middlesex County- Part III ./ Collaboration With London Regional Cancer Centre - Strategic Planning Initiative ./ Continued Elgin Mental Health Network Development ./ Information Technology Consensus in London ./ Produce Future Life Planning Report ./ Develop a Process for Coordinated Access to Palliative Care ./ French Language Health Services Health Careers Forum to be held in London ./ Provincial Health Human Resources Forum on Capacity and Utilization ./ Develop a Blueprinting Process with the Interagency Coalition for the Disabled to Complement the Future Life Planning Process ./ Continue Sayham Community Action Committee involvement ./ Completion of the Environmental Scan for Elgin, Middlesex, Oxford Counties and the City of London ./ Northeast London Collaborative to Develop a Primary Health Care Centre Reaional Collaboration: ./ Regional Health Planning Partnership ./ Southwest Cardiac Care Network ./ Southwest Regional Perinatal Project ./ Southwest Regional Stroke Committee ./ Support the Regional Health Planning Partnership in Developing a Data Decision Support Tool for Southwest Hospitals and Health Planning Organizations St. Thomas - Elgin Tourist Association Annual Report for the County of Elgin October 21, 2003 General Remarks A number of new initiatives as well as expanding upon tried and true activities became the theme for success for 2003, At the Annual General Meeting held on January 28, 2003, the fiscal year end of the tourist association was changed to December 31" . STETA (St Thomas - Elgin Tourist Association) by-laws stipulate that the AGM must be held within 90 days of the fiscal year end, the old September 30th date meant the AGM was required to be held before Christmas season creating scheduling challenges. The change also afforded STET A the opportunity to be consistent with the County of Elgin and the City of St Thomas year ends for financial reporting purposes. We are thankful to report that the County of Elgin and the City of St Thomas chose to extend their financial support of the tourism coordinator position for a further two years thereby extending the position for 2004 and 2005. This year the tourist booths in Elgin County and St. Thomas were expanded to include various Ontario tourism guides and maps. Since Elgin County does not have an Ontario Travel Centre, visitors look to STETA to provide this service. In an effort to ensure visitors to Elgin are provided with the best service we can offer, additional information, available at no cost from the Ontario government, was included in STETA display racks as space permitted. Visitors were very grateful for the added service. The tourism coordinator was invited to sit on a sub committee for the Association of Roads Supervisors Organizing Committee which will host the 2004 Municipal Trade Show at the new East Elgin Community Complex in Aylmer. We are pleased to report that the Committee chose to use the "Incredible Elgin" print as the cover of the trade show program This office assisted in providing contact information and promotion for advertising in the program as well as provided promotiorialliterature, i.e. Visit & Tour Guides and CyclinglHiking Elgin, for the committee to distribute as they attended various events throughout the summer in conjunction with the trade show. Membership We are pleased to report that the paid membership revenue for the St Thomas - Elgin Tourist Association doubled during this past year. Following an initial invoicing process, members still not paid were sent personal letters reminding them of the services offered by the Tourist Association and finally a personal telephone call completed the renewal process. Offering additional value for the membership fee is an ongoing goal. Membership in the Southern Ontario Tourism Organization (SOTO) This year the STET A Board decided to join SOTO. Benefits for membership with SOTO are numerous. This year saw 17 entries for the area in the SOTO produced Southem Ontario Travel Guide. 300,000 copies of this guide are distributed throughout Ontario, Quebec and the US border states. The office has provided documentary on various things to see and do in Elgin County and St. Thomas and has been included in special interest features such as "Outdoor Adventures, Heritage and Architecture, Farmers Markets, Beaches, Family Fun, Driving Tours, Romantic Getaways and the most recent Holiday Magic & Lights". Each feature reaches out to another special interest group of travellers. STETA also made use of the tourism student grant whereby SOTO provides $1,400 towards student wages for summer staff. This benefit was extremely helpful this year when HRDC reduced the number of students to one since more businesses applied to take advantage of the summer staffing programs. SOTO also offers affordable group advertising opportunities which STETA alone could not afford, i.e. full colour centre spread in the Toronto Globe and Mail with other SOTO partners. Promotional Items A new Talbot Trail map was produced which highlights the Talbot Trail in Elgin County and includes primary and secondary roads for easy direction by visitors. The new map was placed on the web site and can be printed easily from any home computer as an 8 Yz x 11 document This colourful version of the County of Elgin map 2 includes an insert which provides a bird's eye view of the proximity of Elgin County to Toronto and Detroit corridors. The Visit and Tour Guide was upgraded with a new high gloss cover that received a very positive response from the public. An additional 5,000 copies of the guide were produced to ensure sufficient supplies for distribution at the various Bi-Centennial Events held throughout Elgin County. An updated Jumbo brochure was created in partnership with the St. Thomas and District Chamber of Commerce. Jumbo is a major attraction for this area and an appropriate promotional piece is a necessity. Anew Hikin¡¡ / Cvcling booklet was created which promotes the cycle and hiking routes found in Elgin County and St. Thomas. The booklet provides seven cycle routes (including the new this year West Elgin Route) complimented by seven hiking routes in the area along with the Talbot Trail Map and the Trans Canada Trail map as it travels through Elgin County. The booklet has been very well received by the public and demand has been strong. An El¡¡in County brochure has been created and is in the process of being printed. The brochure is intended as an eye catching promotional piece to support the Visit and Tour Guide. This brochure is much more user friendly than the . Guide in that it will fit into a standard brochure rack Its bright blue and red colouring make it a brochure that jumps right off the shelf. The brochure is intended to be a precursor to the Visit and Tour Guide. Prospective visitors who review the brochure are encouraged to contact our office and will then be provided with a copy of the Guide which includes detailed information. A Place to Love pins were produced this year in a small number on a trial basis. Pins are distributed at tourism association special events. This year summer staff wore matchinl! golf shirts and hats to enable visitors to identify organizers at various special events and to ensure staffwere easily recognizable when staffing tourist locations. Seminars This year SJETA held its first tourism seminar. The seminar, "How to Promote vour Business to Tourists", was offered in April in a one day format, with lunch included, at no cost to SJETA members and a $25 fee for non- members. The seminar boasted four speakers from the tourism industry, each of whom volunteered their time to present. An optimistic goal of attracting 50 participants saw 47 actual participants who were very pleased with the entire day. We are pleased to report that SJETA has secured the "Bevond the City Lights" tourism conference, to be offered this April 2004. This is a conference organized and offered by the Ministry of Agriculture and Food to help educate participants in promoting tourism in rural areas. This will be an excellent opportunity for our members to attend a conference of this quality right in their own backyard. Partnerships This past year saw a number of partnerships generated which resulted in new promotional items for Elgin County as mentioned above. Partnerships included a SO/50 split with the St. Thomas and District Chamber of Commerce for the Jumbo brochure. SJETA partnered with the Elgin-St. Thomas Health Unit ($2,000) and the Kettle Creek Conservation Authority ($875) to produce the 10,000 Hiking Cycling booklets which resulted in a net cost to SJETA of only $875. The new Elgin County brochure is a SO/50 partnership with Elgin Community Futures Development Corporation and will be complete within the very near future. Copies will be provided to Council as soon as they are available. Website Continuous upgrades to the web site are ongoing. New features include the Talbot Trail map in a printable version, all SJETA created cycling routes and hiking routes and the Trans Canada Trail. A mail out feature which allows the office to email all SJETA members directly from the database, an updated Tracking System so we are able to track visitors accessing specific listings in the members database and determine from which search engines site. Coming next year is a new calendar of events module which will allow groups to input information for their own events 711 3 which will then be forwarded to the office to be approved Also planned is an updatable template which will allow the office to update and complete information sections (pages) still requiring input Events Kick offfor Cvcle Elgin was held in West Elgin at the Port Glasgow Marina to introduce the newest cycle route - West Elgin. Even though we had an exceptionally warm day, several cyclists collected goodie bags filled with ITuit and water among other treasures and headed up the hill following words of welcome rrom local dignitaries. The 2nd Annual Canada Dav $10.000 Perch Search kick-off was held in Port Burwell at the Marine Museum. A good turnout enjoyed entertainment, lots of rree handouts and prize draws along with a special hay wagon ride provided by Loyall Grainger with words of welcome rrom Mayor Stewart. Four fish were caught this year (2 after the competition was over). A funding grant rrom Heritage Canada was used to help promote the event Plans for next year include all cash prizes and perhaps more tagged fish. The Talbot Trail of Yard Sales was our best yet This year summer staff, supported by Board members, hand delivered a flyer to each home or business along the Talbot Trail route to ensure that homeowners and businesses were aware of the sale and to encourage them to take part Reports rrom the vendors indicated that business was great especially on Saturday. Artfest El~in. held at Pinafore Park this year, featured sixteen artists rrom around the County including Port Stanley, Dutton, Aylmer, Union, St Thomas and even one rrom London. Entertainment included à hmpist, acoustic gnitar players/singers, a local clown who face painted, made balloon animals and did magic tricks all complimented by a mobile rerreshment cart. All in all a great day with the artists indicating a very worthwhile day, very well attended by window shoppers and purchasers alike. The new format worked well and will be expanded upon next year. Closing Remarks The Talbot Settlement Bi-Centennial Historic District Revitalization Project (Jumbo Parkette) is moving forward with a cautiously optimistic attitude. In an effort to provide additional financial information to prospective partners, STET A is currently costing four modules of the project to enable service clubs and other philanthropic groups in the area to choose a module affordable to them. Promoting Incredible Elgin as Lake Erie's North Shore will be an added focus in all advertising. We also plan to create a new ruraI tour brochure and county-wide mural brochure. Recent projects which will culminate next year include a possible application to the Tourism Recovery Fund, a promotional video created by the Ontario Vision Heritage Program ($50.000 grant project), a fact finding mission to see if Elgin County would be eligible for a Doors Open program and as mentioned above the "Beyond the City Lights" conference. The St Thomas - Elgin Tourist Association will distribute our "Year in Review" document in late December or early January. Following confirmation of the budget, our "Marketing Plan" will be distributed as soon as it is completed Sincere thanks to Warden Wilson and County Council for their continued support and to Mark McDonald and his stafffor their ongoing assistance and kind cooperation. Special thanks to President Dave McAdams and the members of the Board of Directors for the St Thomas - Elgin Tourist Association for their absolute support and enthusiastic encouragement RespiJY submitted, Marg me Tourism Coordinator 8<Tho· -FJgmTorrm~ 7B REPORT TO COUNTY COUNCIL FROM: DATE: SUBJECT: Clayton D. Watters, Manager of Engineering Services 10 October 2003 Bobier Villa Drainage INTRODUCTION Bobier Villa has been experiencing excessive moisture problem for some time. Staff have investigated and have found that foundation drain tiles were not installed at the time of construction. This along with other findings such as insufficiently sized rainwater leaders and storm sewer outlet has created the need for drainage improvements. DISCUSSION: As part of the approved 2003 Capital Budget, $80,000 has been allocated to provide drainage around Bobier Villa. In an attempt to reduce project costs, the drainage design has been completed in-house. Also, materials and installation costs have been solicited separately. The following tables summarize quotation results as per the County's Purchasing Policy: Materials Supplier Total Price (including all taxes) Just Pipe and Fittinqs $7,477.01 Armtec Limited $9,815.25 Coldstream Concrete Limited $12,308.71 Installation Contractor Total Price (including all taxes) Preferred Draina e and Excavatin Strieb Truckin Limited Birnam Excavatin Limited $38,000.00 $42,848.15 $46,564.59 CONCLUSION: The Bobier Villa requires extensive upgrading of new drainage infrastructure to eliminate their experiences with excessive moisture in the building that has caused damage. New rain water leaders, foundation drain tiles and storm sewer outlet must be installed to properly and adequately service the building. Bobier Villa Drainage.doc Page 1 of 2 REPORT TO COUNTY COUNCIL FROM: DATE: SUBJECT: Clayton D. Watters, Manager of Engineering Services 10 October 2003 Bobier Villa Drainage Quotations were solicited separately for the materials and installation services for this project per the County's Purchasing Policy. Just Pipe and Fittings submitted the lowest price to supply and deliver the materials and Preferred Drainage and Excavating submitted the lowest price to install these materials. RECOMMENDATION: THAT Just Pipe and Fittings be selected to supply pipe and associated drainage materials, at their quoted price of $7,477.01, for the drainage at Bobier Villa; and also, THAT Preferred Drainage and Excavating be selected to install drainage infrastructure, at their quoted price of $38,000 at the Bobier Villa; and also, THAT these funds be allocated from the approved 2003 Capital Budget. Respectfully Submitted OOWv-.-hrs ion C. D. Watters Manager of Engineering Services Mark G. Chief Administrative Officer Bobier Villa Drainage.doc Page 2 of 2 REPORT TO COUNTY COUNCIL FROM: DATE: SUBJECT: Clayton D. Watters, Manager of Engineering Services 06 October 2003 Sanitary Servicing for County Administration Building INTRODUCTION At the January 23, 2001 County Council meeting the following resolution was adopted, "That the Municipality of Central Elgin be requested to undertake a Class Environmental Assessment for the provision for sanitary sewer servicing for the Administration Building and report back to the County of Elgin on the cost sharing formula and the time frame for the discontinuance through the existing Ontario Psychiatric Hospital system" DISCUSSION: Central Elgin discussed the correspondence at their September 15,2003 Council meeting and adopted the following resolution, "That: The council of the Corporation of the Municipality of Central Elgin direct staff to prepare a "Request for Proposal " for the provision of engineering services to complete an Environmental Assessment for the provision of Sanitary Sewage Services for the area along Sunset Drive to the westerly municipal boundary of the Municipality of Central Elgin; That staff be directed to negotiate a front ending agreement with the County of Elgin for the financing of the study," The following is a brief background of the facts in regards to this matter. In 1985 when the County purchased the building the Ministry of Government Services (MGS) provided services to the building. In 1985 the County installed the electric meter, but water and sanitary sewers were still provided by the MGS. In 1998 the Ontario Reality Corporation gave notice that the services would be terminated in two years. That notice was given with the assumption that the hospital would close within two years. Then the facility was given a five-year extension. Administration Building EAdoc Page 1 of 3 REPORT TO COUNTY COUNCIL FROM: DATE: SUBJECT: Clayton D. Watters, Manager of Engineering Services 06 October 2003 Sanitary Servicing for County Administration Building In the fall of 2001 the waterline was relined on Sunset Drive and also extended to the Administration Building so our reliance through the OPH was no longer required for potable water, however, the service continues to be required for fire flow. A notice from the Ontario Reality Corporation (ORC) in the summer of 2003 states: "a decision has been taken recently that solidifies the direction by the ORC to decommission the sewage pumping station at the time of vacancy by the current tenant,... While the date of the vacancy and the subsequent decommissioning of the buildings and pumping station is not exactly known, planning for mid 2005 could be a wise decision, ... All this to say that whatever that date occurs, the County should have alternate sewage pumping facilities in place to serve both the existing needs as well as the future St. Joseph Health Care Forensic Unit." The area stated by Central Elgin for the Environmental Assessment is from Sunset Drive to the westerly border, although our need is for the County Administration Building only. The cost to provide the EA as requested by Central Elgin is estimated at $100,000. Presently there are only two parties that require the sanitary services at this time the County of Elgin Administration Building and the new Forensic Unit. There may be other benefiting parties who may be required to contribute to costs. In addition, while the County would be a major contributor and benefactor, a more equitable cost sharing formula may be available. A reputable engineering firm should be engaged to determine the appropriate formula. CONCLUSION: The County of Elgin has been given notice several times when the services from the OPH will be terminated. In 2001 the potable water was taken over by the Municipality of Central Elgin. Two services yet to be completed: the fire flow for water services of which a study is now being completed and the sanitary services. Staff is seeking direction as to the costs that the County of Elgin is willing to contribute for the Environmental Assessment to provide sanitary services. Administration Building EAdoc Page 2 of 3 REPORT TO COUNTY COUNCIL FROM: DATE: SUBJECT: Clayton D. Watters, Manager of Engineering Services 06 October 2003 Sanitary Servicing for County Administration Building Since the window is closing on the services provided by the OPH site staff require direction as to our share for the EA study. Since the expenditure is estimated to be in excess of $50,000 this will need to be approved in the 2004 capital budget RECOMMENDATION: THAT the Municipality of Central Elgin be asked to obtain an estimate to complete the Environmental Assessment from a reputable engineering firm and staff from the County of Elgin and Municipality of Central Elgin with guidance from the engineering firm establish a cost sharing formula between all benefiting parties; and also, That this information be reported back to County Council for their approval during the 2004 Capital Budget deliberations. Rä)W:~-Grzubmitted C. D. Watters Manager of Engineering Services Mark . Chief Administrative Officer Administration Building EAdoc Page 3 of3 REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Manager of Engineering Services DATE: 06 October 2003 SUBJECT: Update - No Parking on County Roads INTRODUCTION A report noting the need to amend the County No Parking By-Law to include both the existing no parking zones within the recently assumed road by the County of Elgin as well as two areas identified by staff where road side congestion is causing a sight distance restriction was presented to County Council on July 22, 2003 and the following recommendation was made: 'That the report entitled "No Parking on County Roads" from the Manager of Engineering Services dated June 30, 2003 be referred to the Lower- Tier Councils and local Road Superintendents for written comment." DISCUSSION: The four municipalities affected by these proposed amendments to the Parking By-Law were asked to provide comments on the proposed recommendation. The municipality's recommendations are as follows (attached for County Councils information). Municipality of Bayham Intersection of Plank Road and Eden Line. Currently, no parking is permitted within 9 metres of any road intersection Town of Aylmer County Road #73 (John Street) east from 39.4 meters north of Talbot to 49.68 meters north of Talbot. To be removed, parking is now allowed on the bridge. County Road #73 (John Street) west side from Pine Street for a distance of 18 metres south. Should be 15 metres south. County Road #73 (John Street) west from Talbot Street for a distance of 14 metres south. Should be 15 metres south. Page 1 of 11 REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Manager of Engineering Services DATE: 06 October 2003 SUBJECT: Update - No Parking on County Roads County Road #73 (John Street) west south limit of bridge over Catfish Creek for a distance of 54 metres south. Should be County Road #73 (John Street) west from Talbot northerly for a distance of 84.3 metres. County Road 73 (John Street) west from Spruce Street northerly 69 metres. Remove from No Parking Schedule and add to No Stopping Schedule. County Road #73 (John Street) east north of Elk Street to South Street, any time. Add to No Stopping Zone Schedule. County Road #73 (John Street) east Elk Street 36 metres southerly. Add to No Stopping Zone Schedule. County Road #73 (John Street) west South Street to Harvey Street. Add to No Stopping Zone Schedule. County Road #73 (John Street) west Spruce Street 59 metres northerly. Add as a bus loading zone. County Road #73 (John Street) west 9 metres north of Harvey for a distance of 81 metres. Add as a School Bus Zone. Municipality of Central Elgin Warren Street between Colborne Street and Carlow Road on one side (a total distance of 400m). Currently when there are events at Selbourne Park patrons of the park utilize both sides of Warren Street for parking. This action makes it difficult for vehicles to manoeuvre and cuts down the travelled portion of the road to one lane of traffic. CONCLUSION: Staff has reviewed the municipality's requests and has no concerns with incorporating these requests into the County's No Parking By-Law. Page 2 of 11 REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Manager of Engineering Services DATE: 06 October 2003 SUBJECT: Update - No Parking on County Roads RECOMMENDATION: THAT the Elgin County No Parking By-Law be amended to include: County Road #4 (Bridge Street) north and south from the east end of King George VI Lift Bridge for a distance of 30 metres east and also; County Road #4 (Bridge Street) north and south from the west end of King George VI Lift Bridge for a distance of 30 metres west and also; County Road #4 (Bridge Street) north and south from the stop block for a distance of 25 metres west and also; County Road #4 (Colborne Street) east and west from the stop block for a distance of 30 metres north and also; County Road #4 (Colborne Street) west from the south side of Warren Street to a point in line with the centre of Lot 10 and also; County Road #4 (Colborne Street) west from a point in line with the centre of Lot 10 to the south limit of Lot 12 and also; County Road #4 (Colborne Street) east from the north side of Matilda Street to the south limit of Lot 59 and also; County Road #4 (Sunset Drive) east and west, 200 meters from the south property line of Glenwood Avenue for a distance of 90 meters south. County Road #19 (Robinson Street) east and west from the west side of County Road # 50 (Victoria Road) south to the north property line of County Road #42 (Wellington Road) and also; County Road #25 (Wellington Road) east and west, 190 meters from the north property line of Ron McNeil Line for a distance of 80 meters north and also; County Road #73 (John Street) east from Chestnut Street to County Road #53 (Beech Street) and also; County Road #73 (John Street) east from Talbot Street to Sydenham Street and also; County Road #73 (John Street) east from Talbot Street for a distance of 18 meters north and also; Page 3 of 11 REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Manager of Engineering Services DATE: 06 October 2003 SUBJECT: Update - No Parking on County Roads County Road #73 (John Street) east from Pine Street for a distance of 13 meters north and also; County Road #73 (John Street) east from 24.69 meters south of Chestnut Street to 87.02 meters south of Chestnut Street and also; County Road #73 (John Street) west from Sydenham Street for a distance of 21 meters south and also; County Road #73 (John Street) west from County Road #53 (Beech Street) north to the town limit and also; County Road #73 (John Street) west from Pine Street for a distance of 18 meters south and also; County Road #73 (John Street) west from South Street for a distance of 18 meters north and also; County Road #73 (John Street) west from Pine Street for a distance of 15 meters north and also; County Road #73 (John Street) west from Talbot Street for a distance of 15 meters south and also; County Road #73 (John Street) west from Maple Street to Spruce Street and also; County Road #73 (John Street) westfrom Chestnut Streetfor a distance of 50.14 meters south and also; County Road #73 (John Street) west from Talbot Street northerly for a distance of 84.3 metres and also; County Road #74 (Main Street) east from the northwest corner of Lot 33, Plan 231 to the northwest corner of Lot 26, Plan 231 and also; County Road #74 (Main Street) east from the south side of Caesar Road for a distance 21 meters south and also; County Road #74 (Main Street) east from the north side of Caesar Road for a distance 16 meters north and also; Page 4 of 11 REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Manager of Engineering Services DATE: 06 October 2003 SUBJECT: Update - No Parking on County Roads County Road #74 (Main Street) east from the south side of Union Street for a distance 23 meters south and also; County Road #74 (Main Street) east from the north side of Union Street for a distance 20 meters north and also; County Road #74 (Main Street) east from the south side of Church Street for a distance 21 meters south and also; County Road #74 (Main Street) east from the north side of Church Street for a distance 19 meters north and also; County Road #74 (Main Street) east from the south side of Washburn Street for a distance 20 meters south and also; County Road #74 (Main Street) east from the north side of Washburn Street for a distance 20 meters north and also; County Road #74 (Main Street) west from the north side of yth Avenue for a distance 15 meters north and also; County Road #74 (Main Street) west from the south side of yth Avenue for a distance 19 meters south and also; County Road #74 (Main Street) west from the north side of North Street for a distance 17 meters north and also; County Road #74 (Main Street) west from the south side of North Street for a distance 40 meters south and also; County Road #74 (Main Street) west from the north side of Odell Street for a distance 22 meters north and also; County Road #74 (Main Street) west from the south side of Odell Street for a distance 26 meters south and also; County Road #74 (Main Street) west from the north side of Copeland Street for a distance 57 meters north and also; County Road #74 (Main Street) west from the south side of Copeland Street for a distance 21 meters south and also; Page 5 of 11 REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Manager of Engineering Services OA TE: 24 October 2003 SUBJECT: Update - No Parking on County Roads County Road #74 (Main Street) west from. the north side of the north entrance of the plaza to a point 24 meters north of plaza and also; County Road #74 (Main Street) west from the south side of the south entrance of the plaza for a distance of 8 meters south and also; County Road #74 (Main Street) west from the north side of Rouen Street for a distance of 20 meters north and also; County Road #74 (Main Street)west from the south side of Rouen Street for a distance of 12 meters south and also; County Road #74 (Main Street) west from the south side of Dyer Street for a distance of 20 meters south and also; County Road #74 (Main Street) west from the north side of Borden Avenue for a distance of 36 meters north and also; County Road # 76 (Graham Road) east from 118.5 meters from the centerline of Marsh Line for a distance of 363.9 meters north, from 8:00 a.m. to 4:00 p.m., Monday to Friday and also; County Road #76 (Graham Road) west from 344.4 meters south from the centerline of Mehring Street for a distance of 348.0 meters south, from 8:00 a.m. to 4:00 p.m., Monday to Friday and also; County Road #76 (Graham Road) east, 109 meters south of Jessie Street for a distance of 33 meters south. Respectfully Submitted OJW~~ Clayton Watters Manager of Engineering Services ~c6~'O Mark ~ Chief Administrative Officer Page 6 of 11 REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Manager of Engineering Services DATE: 06 October 2003 SUBJECT: Update - No Parking on County Roads *c s,p 15 1003 1: 55PM TOWN Of AYLMER N0.8900 P I CORPORATION OF THE TOWN OF AYLMER 46 Talbot 51., W., Aylmer, Ont N5H 1J7 (519) 773-3164 (519) 765-1446 September 15, 2003 BY FAX 631-4297 CLAYTON WATERS WENDELL GRAVES REVIEW OF COUNTY NO PARKING BY·LAW REPORT TO: FROM: SUBJECT: The following information highlights changes required to the pending County By-Law reiating to No Parking on John Street. 1. County Rd 73 (John st.) east from 39.4 meter$ north of TalboUo 49.68 meters north of Talbot To be removed, parking is now allowed on the bridge, 2. County Rd 73 (John St.) west side from Pine St. fort a distance of 18 metres south. Should be 15 metres south. 3. County Rd. 73 (John St.) west from Talbot St. for a distance of 14 metres south. Should be 15 metres south, 4. County Rd. 73 (John St) west south limit of bridge over Catfish Creek for a distance of 54 metres south, Should be "County Rd. 73 (John St) west from Talbot northerly for a di$tance of 84.3 metres 5. County Rd. 73 (John St.) west from Spruce st northerly 59 metres. Change to "No Stopping" - -- -.-- -.-...-..---- -------..-.-- Page 7 of 11 REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Manager of Engineering Services DATE: 06 October 2003 SUBJECT: Update - No Parking on County Roads SIP 15. 2101 1:55PM TOIN OF AYLMER No.8900 P 2 -2- No Stopping Zones 8. County Rd. 73 (John St.) east north of Elk St to South Street, any time 7. County Rd. 73 (John St.) east Elk St 38 metres southerly 8. County Rd. 73 (John St.) west South St to Harvey 51. Remove as It is a bus loading zone. 9. County Rd. 73 (John St.) west Spruce St 59 metres northerly School Bus Zones 10. County Rd 73 (John St.) west 9 metres north of Harvey for a distance of 81 metres. ¡fyou have any questions please contact me. ~ ---------- Page 8 of 11 REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Manager of Engineering Services DATE: 06 October 2003 SUBJECT: Update - No Parking on County Roads Municipality of Bayham P.O. Box 160,9344 Plank Road, Straffordville; Ontario NO] lYO Te1'(519) 866.5521 . F"',(519) 866.3884 email: bayham@bayham.on.ca August 27,2003 Fax 1 (519) 633-7661 COUNTY OF ELGIN 450 Sunset Drive. St. Thomas, Oiitario N5R SVl Attention: Mr. Clayton D. Wátters, Manager, Engineering Services Dear Sir: Re: Bayham & Elgin County Parking By-laws Please be ;:¡.dvised that the opp have attended the Bayham Municipal Office to indicate that a number of complaints are being received ITom residents Vvithin the Eden area concerning boulevard parking along Plank Road in front of the Eden General Store. It has been suggegted by the police that this area be posted with '''No Parking" signage (intersection of Plank Road & Eden Line). Once people have been put on notice that parking is prohibited, violators will be ticketed. . If you have any questions with respect to the above, please do not hesitate to contact the undersigned. Yours truly, ~ Carol Judd Assistant By-law Enforcement Officer F11e:T02parkîns )iECEIVED SEP 0 22003 ------.- .- ----..-.-- .- Page 9 of 11 REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Manager of Engineering Services DATE: 06 October 2003 SUBJECT: Update - No Parking on County Roads 'The Corporation of the :Municipafit!f of Centra{ 'Efgin 450 Sunset Drive, 1st Floor, St. Thomas, Ontario N5R 5V1 Ph" 519-631-4860 Fax 519-631-4036 County of Elgin 450 Sunset Drive St. Thomas, On N5RSVl Attention: Mr. Clayton Watters, P.Eng. Manager of Engineering Services Dear Sir: Re: CountyofElgin~ParkingBy-Law - Request for Review At their Regular Meeting on August 181b, 2003, the Council of the MunîcipalityofCentral Elgin passed the following resolution: "THAT: Council of the Municipality of Central Elgin adopt the recommendations as set out in Staff Report PW-83- 03 with respect to the report prepared by Mr. Clayton Watters, Manager ofEngineering Services respecting the desigaation of''No Parking" areas on County Roads within the Municipality of CentralEIgin and that the recommendations be forwarded to the County bfEIgin for comment." Staffhave attached a copy of Report PW-83-03 and the recoInmendations set out therein for your review and consideration of revisions for the proposed County of Elgin ''No Parking" By-Law. We would also note that during conversation and discussion with Council there was a concern raised that any landowners which maybe affected by the proposed ''No Parking" zone changes (i.e. the Ferguson's Fruit Stand on Wellington Road) should be notified prior to the iristalIation of the signs. If you have any further questions, please do not hesitate to contact the undersigned at (519) 631-4860 x 277. ~~~ l.loydJ.Perrin Director ofPl1ysicaI Services File - County Roads - General -~--,.-"--~..._-- __..__m ____ _____,,__._ Page 10 of 11 REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Manager of Engineering Services DATE: 06 October 2003 SUBJECT: Update - No Parking on County Roads /lµ- ~,- I I The Municipality of . Çentral Elgin REPORT DATE: August 6, 2003 REPORT: PW-83,03 TO: Councir of the Whole :,;. PREPARED BY: Lloyo J. Perrin. o . Dirgctor of-Physical'Servi~ ·SOBJECt: County of Elgin "No Parking ByI.aw" TO COUNCfL: August 11, 2003 APPROVED Y N OTHER . . . RESOLUTION NO. . .' RECOMMENDATION: "THAT Council Of the Municipality of Cèntra~ Elgin 8_dópt the recommendations as set out in staff report PW-8-3-03 with respect to the report ·pr.epared by Mr. Clayton Watters, Manager of Engineering Services respecting the designation af, "No Parking Areas" on county roads wiff1in the Municipality of Central Elgin.' . :AND Tf-!AT the recommendations be forwarded to the Cou~ty of Elgin for comment REPORT: The County of Elgin recently took overoWnershiþ bf a number of roads within the County which were previously undE!~ the jurisdiction of thefower tier municipality. In ten,tra!, Etgin this included Belmont Road through thé former Vìllage of Belmont, COlbome, st in Port Stanley.from Warren· st. to Bridge" St, and·Bridge Sf. fr'9m Colbome St to Carlqw Road. As ~ result of the :Gounly taking over the ownership of these roads they have evaluated the designated no p~rking zones on these streets In order to revise their current "No Parking Bylaw" These areas have been identified in. a County of Ergill Engineering Report (copy attached) _and have been fotwarded to the lower tier muniéipalíties for cOmment Central Elgin staff have revi,ewed the report and .commentas follows: 1) Coun1y Road'74 - in the report this: street is reterred ~ as Main St The ciorreCt namé far thE? road is "Bel~ont Roád~ '. County Road 74-- east from oorth side of Caesar Road for a distance 16 meters north. ThIs area would Perri:1it parkIng. on the existing_structure" The' county sh~urd confirm tha~ this is i~s i~!~ntion. In theV¡jlage of PorfStanleyon còunty Road #4 (Carlow Road)., Carlow Road should read Colbome StorB~dge st '. ... - County Road74- west from north side Ç>fNorth st North Sf. Street has been reilamedto ~ashbum SL 2) 3) 4) WIth res¡)"ectto the designation~f 'No Parking' along Co,!nty Roa~ 25 (WelfingtonRoad) adjacent to Fergusçm's Fruit Stand. We would recommend !hat this actior) be conveyed to the Ferguson's by the County prior to the posting of the signs; . .In àdditio.n to the items noted in the County of Elgin report, staff would also recommend that Warren St between Colbome Sf. and Cártowroád be posted as no parking on one_sld~. Currentfy, when there are events atSelboume park-patronsofthè park utirlZe both.sides ofWarre for parkln.g. Thf action ~es ~ it dffficuft for v?;hicles to .manoeuver and cuts down the travelled porti fthe d to on. ne of fñc. 5) Mid N. Leitch CAO &. Clerk Page 11 of 11 REPORT TO COUNTY COUNCIL FROM: DATE: SUBJECT: Clayton Watters, Manager of Engineering Servièes 09 October 2003 Improved Deer Warning Area Signs INTRODUCTION On County of Elgin Roads in 2002 there were 143 deer car collisions. Each accident cases harm to the vehicle occupants, vehicles as well as the animals. Accidents from these types of collisions cause minor to major automobile and or personal damage. These costs range from a few thousands dollars and some cases fatalities. DISCUSSION A working group composed of representatives from the Aylmer District Stakeholders Committee representing WMU 91/92 had a meeting with County of Elgin staff to discuss ways to improve the awareness of automobile and deer accidents. This same group has also had meetings with the Ontario Provincial Police (OPP), Ministry of Natural Resources and recently with county staff (Chief Administrative Officer, Warden and Engineer) to find creative solutions to highlight the seriousness. The County of Elgin has endorsed the Ontario Traffic Manual (OTM) as its guidelines for all traffic signs on County Roads. Many other road authorities adopt this manual across the province as well. The guidelines for the installation of Deer Crossings signs are: }> Where it is known that deer or moose are accustomed to crossing the road (established through field observations) and thereby present a hazard to drivers; }> At sections of road 8km or less in length, that have at least one deer or moose collisions annually, for a minimum of five years, or; }> At sections of road less than 1.5 km in length, that has at least four deer or moose accidents over a one-year period. The tab sign Wc-12t ("night danger") may be used where, based on field observations, the potential hazard is more severe at night. The location for the sign should be installed at intervals of 8km or less in length, that has at least one deer or moose collision annually, for a minimum of five years and immediately downstream of major intersections. J:\Engineering\ROADS\Council Reports\2003\Deer Signs for improved visability2.doc Page 1 of3 REPORT TO COUNTY COUNCIL FROM: DATE: SUBJECf: Clayton Watters, Manager of Engineering Services 09 October 2003 Improved Deer Warning Area Signs On Highbury Avenue, two deer crossing signs currently exist, one placed north of Ron McNeil Line and one placed South of Ferguson Line where a frequency of deer/ car collisions occur at the Dan Patterson Conservation Authority. It was decided by consensus that the County would continue to follow the Ontario Traffic Manual - but to enhance major areas where these collisions occur. By completing this objective the travelling public would be made aware of the increased hazard for deer in an area. Since the only signs available are in the OTM the committee has decided to pilot a project of 10 areas on County of Elgin roads. Three different types of warning signs to use were agreed upon. 1) This sign represents the deer/car collision 2) This sign is the regular deer sign with an amber flasher beacon e 3) This sign is the regular deer sign with the addition of a danger sign The purpose of these signs is to bring additional attention to these areas. The signs will be placed where our records indicate an increased activity of deer accidents. The signs will be placed in the three highest months of accidents on the roads for the five years, which are October/November/December. The sign will be installed in early October and removed in early January. J:\Engineering\ROADS\Cauncil Reparts\2003\Deer Signs far improved visabiiity2.dac Page 2 of 3 REPORT TO COUNTY COUNCIL FROM: DATE: SUBJECT: Clayton Watters, Manager of Engineering Services 09 October 2003 Improved Deer Warning Area Signs CONCLUSION The County of Elgin should assist the working group in reducing the automobile deer accidents on County roads each year. The County is proposing to supply the standard deer signs, posts and hardware and the Stakeholder group agreed to supply the flashing beacons, danger tab and the custom signs (deer/car). This group has been working in partnership with the County/ OPP/ Municipalities/ Stakeholders. The OPP also indicated that they are willing to assist in the educational component by stopping the traffic to provide tips during the deer collision accident-prone months. County roads are currently signed at per the OTM and these signs will be in addition to the established standards. RECOMMENDATION: That the County of Elgin purchase the standard deer signs (Wc-ll1), wood posts and hardware for the pilot project to enhance warning signage to the 10 areas on County roads that exhibit the greatest number of deer collisions; and also, That the municipalities be requested to provide assistance in the installation of the signs; and also, It is estimated this pilot project will cost $3,000 and those funds to be allocated from the Mill Rate Stabilization Fund. Re(JrJw~Gitted Clayton D. Watters Manager of Engineering Services ion Mark. nald Chief Administrative Officer J:\Engineering\ROADS\Council Reports\2003\Deer Signs for improved visability2.doc Page 3 of 3 REPORT TO COUNTY COUNCIL FROM: DATE: SUBJECT: Clayton Watters, Manager of Engineering Services 09 October 2003 Elgin Manor Waste Water Treatment Plant - Update (2) INTRODUCTION At the June 24, 2003 County Council Meeting the following resolution was adopted; "That staff be authorized and directed to take all action necessary to mitigate all losses incurred at the Elgin Manor Waste Water Treatment Plant. As well as to proceed with the estimated $120,000 repairs as recommended by Conestoga - Rovers & Associates (CRA); and also, That the funds for these measures be allocated from the Mill Rate Stabilization Reserve. " This report will update the process since the June 24, 2003 County Council update. DISCUSSION: The report submitted to County Council had the estimated cost of the modifications at $120,000. The project was to be completed in 3 to 4 weeks. The cost is broken down as follows; Task Cost Civil; dewaterinq . $10,000 Mechanical; Convert three existing tanks to equalization, aerated sludge, $58,000 aeration and anoxic Electrical $15,000 Engineering, construction supervision and start up costs $15,000 Certificate of Authorization . $5,000 Contingency . $20,000 Total $120,000 The old Elgin Manor produced 50m3 of wastewater per day, however, the new Elgin Manor produces only 20m3 per day, a 60 % reduction in wastewater due to modern and energy efficient fixtures. This has also reduced our trucking by the same 60%. Page 1 of4 REPORT TO COUNTY COUNCIL FROM: DATE: SUBJECT: Clayton Watters, Manager of Engineering Services 09 October 2003 Elgin Manor Waste Water Treatment Plant - Update (2) The instrumentation and equipment was designed so that it could be used in a newly constructed plant. A site meeting was held to review the project with all parties involved; electrical and mechanical contractors, Ontario Clean water Agency (OCWA), CRA, and County staff. The contractor completed the dewatering sump on August 20th, the mechanical contractor started on August 19th, the upgraded electrical service consisted on a 600 volt, 100 amp 3 phase electrical system and the instrumentation and mechanical equipment was delivered on September 8. The amending Certificate of Authorization for the repairs was sent to the Ministry of the Environment (MOE) September 8th with approval received September 23,d. The electrical and mechanical work was completed on September 30th with testing of the plant taking about 5 days. The final completion of the wastewater treatment plant is scheduled before October 14th. When the plant was started up on October 6 (CRA, OCWA, mechanical and electÌ"ical contractors, county staff were present) the mechanical and electrical system was tested with no deficiencies. Upon filling the tanks for testing, the aeration tank shifted slightly (this is one of the tanks that did not move during the flotation of tanks in April). The tank leaked, and the leakage was directed to the sump and subsequently, the leakage was then temporarily pumped onto the ground until it was redirected back into the system. The MOE was notified in writing of the event and the leakage in the aeration tank has been repaired. Page 2 of 4 REPORT TO COUNTY COUNCIL FROM: DATE: SUBJECT: Clayton Watters, Manager of Engineering Services 09 October 2003 Elgin Manor Waste Water Treatment Plant - Update (2) As of October 10, the project is estimated to cost $163,500, which is more than $40,000 above the estimate. The chart below sumerizes the costs; Task Cost Civil; dewatering, tank stabilization and sealing $6,500 Mechanical; convert four existing tanks to equalization, aerated sludge, new $78,000 aeration and anoxic Electrical $9,000 Enqineerinq, construction supervision and start up costs $33,500 Certificate of Authorization $6,500 Continqency $10,000 Winterization of Plant $20,000 Total $163,500 The engineering was increased for the following reasons; time needed to ensure contractor obtained timely specifications, actual time needed to conduct repairs (estimate was 3-4 weeks actual time was 6-7 weeks) and also daily inspection for the start up ofthe plant. Another aspect of the project that will need to be completed is the winterization of the plant. Staff is reviewing options for this phase, which could include a portable building, insulation blankets or heat tracing wiring. Council will be updated on that aspect of the project upon direction from CRA. CONCLUSION: CRA has been diligently progressing with the repairs to the Elgin Manor wastewater treatment plant. This type of project does not happen often so the original cost estimate was highly speculative due to the emergency nature of the project. Page 3 of 4 REPORT TO COUNTY COUNCIL FROM: DATE: SUBJECT: Clayton Watters, Manager of Engineering Services 09 October 2003 Elgin Manor Waste Water Treatment Plant - Update (2) RECOMMENDATION That this report be received and filed; and also, That another status report is provided to County Council when the project has been completed. RëHW~~mitted Clayton D. Watters Manager of Engineering Services Page 4 of 4 REPORT TO COUNTY COUNCIL FROM: OATE: SUBJECT: PETER DUTCHAK, TECHNICAL SERVICES OFFICER 07 October 2003 CHEVRON SIGNS INSTALLATIONS INTRODUCTION As part of the approved 2003 Capital Budget, Chevron Warning Signs will be installed on County Roads to remain in compliance with the Ontario Traffic Manual. Council has recently approved the purchase of these materials and now a contractor must be hired for their installation. DISCUSSION: Part of this year's sign program involves the installation of Chevron Warning Signs on County Road curves where advisory speed tabs are present. Over the past 2 years, our lower tier municipal partners have been given the opportunity to install new signs on Elgin County Roads. In return, the County would pay the respective municipality per sign installed and this arrangement allows the lower tiers to schedule and complete this work during less busy times. For those municipalities who choose not to install these signs for the County of Elgin, a contractor must be retained to complete the work. Quotations were distributed as per the County's purchasing policy and the following prices were submitted: Company Price (including G.S.T.) AODA Construction $ 10,218.50 Royal Fence Ltd. . $ 19,527.50 McKelvey Contracting Limited . $ 21,935.00 CONCLUSION: To complete Chevron Warning Sign Installations in the Municipality of Bayham, a contractor must be hired. The lowest price to complete sign installations on County roads was received by ADOA Construction for $10,218.50. AOOA Construction installed road signage for the County of Elgin in the year 2000. Chevron Sign Installation.doc Page 1 of 2 REPORT TO COUNTY COUNCIL FROM: DATE: SUBJECT: PETER DUTCHAK, TECHNICAL SERVICES OFFICER 07 October 2003 CHEVRON SIGNS INSTALLATIONS RECOMMENDATION: THAT ADDA Construction install warning signs on County roads, and, THAT these funds be allocated from the approved 2003 Capital Budget. RESPECTFULL Y SUBMITTED PET~ TECHNICAL SERVICES OFFICER APPROVED FOR SUBMISSION 0)vJ6~ CLAYTON D. WATTERS, MANAGER ENGINEERI MARK MC ALD CHIEF ADMINIS FICER Chevron Sign Installation.doc Page 2 of 2 ...{':-. J ."- . REPORT TO COUNTY COUNCIL FROM: Harley J. Underhill, Director of Human Resources DATE: 09 October 2003 SUBJECT: Amendments to Policy 5.60 Short-Term Disability INTRODUCTION With the privacy legislation changes, third party claims adjudication and questions about topping up sick leave when an individual is in receipt of only sixty six and two thirds pay we found it necessary to review policy 5.60 to ensure it meets the needs of the employees and the County. DISCUSSION: The employees of the County of Elgin need to be assured that their confidential medical information is in the hands of those individuals that are qualified to make decisions on their ability to perform their duties. The third party firms that adjudicate claims have that ability and provide additional services to our employees in assisting them in their return to work. Topping up the short term payment to 100% was run by our Labour Lawyer. He cautioned us to allow only those employees with greater than two weeks vacation the opportunity to top up so as not to contravene the employment standards act. CONCLUSION: With consideration given to legal, legislative, good business practice and employee relations we have amended policy 5.60 in sections E and H. as attached for your consideration. Section E now provides for an employee to top up their pay when receiving 66 2/3 from vacation credits in excess of two weeks. Section H ensures that the privacy of medical information is maintained and the appropriate professionals are dealing with the absence. RECOMMENDATION: THAT Human Resources Policy 5.60 (Short-Term Disability) be approved as amended. Respectfully Submitted Approved for Submission Harley . nderhill Direc r of Human Resources Mark G. Chief Administrative Officer DRAFT County of Elgin Section: 5 Human Resources Policy Manual Subject: Short-Term Disability Policy Number: 5.60 Code - NUIFT/CT Date Approved: April 25/00 Page 1 of3 SHORT-TERM DISABILITY Date Last Revision: A. Each non-union employee, upon completion of three months continuous service with the County, shall be eligible for the new short-term disability benefit. Employees that begin their service with the County of Elgin, as contract employees, will be eligible for ~hort-terrn benefits when they attain regular employment, subject to section 1.20 (d) ii. B. Benefits as outlined below (C.) will commence on the first day of disability due to a non- occupational accident or sickness and will be payable at current rates for up to 75 days in any calendar year. C. Insured Days Length of Service 66 2/3 of (At December 31st) Full Salarv Salary 3 months but less than 1 year 5 70 1 year but less than 2 years 10 65 2 years but less than 3 years 15 60 3 years but less than 4 yearS 20 55 4 years but less than 5 years 25 50 5 years but less than 6 years 30 45 6 years but less than 7 years 35 40 7 years but less than 8 years 45 30 8 years but less than 9 years 55 20 9 years but less than 1 0 years 65 10 Over 10 years 75 0 Where an employee completes his/her three (3) months of continuous service and is unable to be credited with insured days as indicated in the table, full or 66 2/3 insured days shall be calculated on a prorated basis for the current year by taking the number of days from the completion of the probation period to December 31st of that year over 365 and multiplied by 5 and 70 respectively. Credits will be in multiples of one-quarter days ego Employee starts March 15 and completes probation period June 14. Calculation - June 15 to December 31 = 200 days County of Elgin DRAFT Section: 5 Human Resources Policy Manual Subject: Short-Term Disability Policy Number: 5.60 Code - NUlFTlCT Date Approved: Sept. 11/91 Page 2 of 3 Date Last Revision: April 25/00 C. 200 x 5 = 2.73 or 2 3/4 days at full pay 365 200 x 70 = 38.36 or 381/4 days at 66 2I3's pay 365 D. Full salary days will automatically be reinstated at January 1st of each year, based on the length of service at that time, whether off sick at the time or working. E. (a) These days may not be used to top up Workplace Safety and Insurance Board benefits. (b) Employees with greater than two weeks of vacation entitlement may, at their written request, use the vacation credits in excess of two weeks to top up their payment of 66 2/3. F. An employee absent on a Statutory Holiday while on Short Term Disability, will have that day charged against their insured days. . G. Any days to the credit of the employee contain no cash value, on termination of employment, by reason of retirement or otherwise. H. (a) (b) After an employee has had three (3) periods of sick leave of three (3) days or less within a calendar year, the Employer may refuse to pay for the fourth or subsequent period of sick leave, notwithstanding that the employee has accumulated sick leave to hislher credit. It is understood that this provision is an endeavour to eliminate abuses of sick leave and is in addition to any other disciplinary action which the Employer may deem fit to invoke. In order to protect the privacy of all employees and provide a fair and consistent method of managing all claims, where sick leave absence has or will be in excess of three consecutive days the following will apply: 1. The supervisor shall notify the Human Resources Assistant. 2. The Human Resources Assistant shall, by registered mail, forward the forms to the employee to be sent directly to the third party firm selected by the employer. 3. The third party firm shall work closely with the employee, attending physician and the employer to have a successful return to work. 4. Employees shall be responsible for all medically required documentation. DRAFT County of Elgin Section: 5 Human Resources Policy Manual Subject: Short-Term Disability Policy Number: 5.60 Code - NUlFT/CT Date Approved: Sept. 11/91 Page 3 of 3 Date Last Revision: April 25/00 I. An .employee who is absent from employment due to pregnancy related illness or childbirth is not eligible for Sick Leave Pay during: (a) the period commencing ten (10) weeks prior to the calendar week of the expected date of delivery and ending with the sixth (6th) week after the calendar week at which the actual delivery takes place or; (b) any maternity leave of absence mutually agreed to by you and the Employer or; (c) any period of time for which you are eligible to receive matemity benefits as provided by the Employment Insurance Act. J. Short-term disability benefits, which begin to be paid prior to age 65, will continue until the employee has received a total of at least fifteen (15) weeks of benefits or has exhausted accumulated paid sick leave or, until the employee is no longer disabled or the employee retires, whichever comes first. Special Circumstance: Example An employee has returned to work following a lengthy illness. All seventy-five (75) sick days were exhausted. Perhaps the employee was even on long term disability. In the unlikely event that this employee becomes ill again: a) If the medical documentation indicates that the illness is a recurrence of the original condition, every effort will be made with the long-term disability insurance carrier to have the long-term disability claim re-established. b) If the medical documentation clearly indicates that the reason for the absence is totally unrelated to the condition that previously caused the employee to be absent, the employee will have the short term disability plan restarted: i.e. 75 days, but @ 66 2/3 of salary. REPORT TO COUNTY COUNCIL FROM: Harley J. Underhill, Director of Human Resources DATE: 09 October 2003 SUBJECT: Policy Creation and Amendments (Civil Respectful Workplace, Accommodation, and Harassment) INTRODUCTION As is customary we review sections of the human resources policy on a regular basis and as the issues of respectful workplaces, harassment and accommodation are very topical in the media we have taken a proactive approach to review our policies and make the appropriate amendments. DISCUSSION: Upon the review of our poliçies we discovered that we needed to expand the scope to cover legal and legislative requirements and that training would be necessary for all County employees as a result of the new/revised policies. We obtained the advice of our legal labour resource team in preparing the new and revised policies and they have agreed to assist us in the training required. CONCLUSION: With the support of the management team and our legal advice we have amended policy 2.80 Workplace Harassment and Discrimination. Created two new policies 2.80.1 Commitment to a Civil Workplace Environment and Workplace Interactions and 2.80.2 Accommodation in the Workplace. We will ensure that all County employees receive training in these areas. RECOMMENDATION: THAT County Council approve policies 2.80 (Workplace Harassment and Discrimination) as amended, 2.80.1 (Commitment to a Civil Workplace Environment and Workplace Interactions) and 2.80.2 (Accommodations in the Workplace) Respectfully Submitted Approved for Submission MarK . Chief Administrative Officer DRAFT County of Elgin Section: 2 Human Resources Policy Manual Subject: Workplace Harassment & Discrimination Policy Policy Number: 2.80 Code - A Date Approved: Sept. 26/95 Page 1 of8 Date Last Revision: May 14/02 WORKPLACE HARASSMENT POLICY THE COUNTY OF ELGIN'S COMMITMENT The County of Elgin's policy is that individuals will be free from harassment on the basis of age, sex, race, colour, religion, creed, national origin, citizenship, language, marital status, family status, pregnancy/childbirth, sexual orientation, disability/handicap, political belief or any other prohibited ground of discrimination. This policy also includes the right to freedom from sexual harassment The County of Elgin is committed to providing a work environment that is free of harassment and discrimination. The County of Elgin will not tolerate any form of harassment or discrimination and will take all steps necessary to ensure that employees are not subject to harassment or discrimination; be it from other employees, managers, supervisors, clients or any contacts made in the course of their duties. 1.0 OBJECTIVES The County of Elgin's policy and resolution procedures have been developed to accomplish the following: create and maintain a working environment free from harassment and discrimination; set out the types of behaviour that may be considered offensive; ensure the prevention of harassment and discrimination by and against our employees; and establish impartial, effective and confidential procedures to resolve concerns of harassment and discrimination. 2.0 DEFINING THE PROHIBITED CONDUCT The Ontario Human Rights Code guarantees employees the right to employment in a workplace free from harassment and discrimination based on race, ancestry, place of origin, colour, citizenship, creed, age, record of offences, marital status, family status, handicap, sex, sex orientation. DRAFT County of Elgin Section: 2 Human Resources Policy Manual Subject: Workplace Harassment & Discrimination Policy Policy Number: 2.80 Code - A Date Approved: Sept. 26/95 Page 2 of 8 Date Last Revision: May 14/02 2.1 What is Discrimination? Discrimination is differential treatment in employment or denial of employment opportunities based on any of the prohibited grounds of the Code. Discrimination does not have to be intentional. Discrimination can result from practices and policies that appear to be neutral, but in reality have a negative effect on groups or individuals because of their sex, race, religion, etc. 2.2 What is Harassment? Objectionable conduct that may have the effect of creating an intimidating, hostile or offensive work environment, interfering with an individual's work performance, adversely affecting an individual's employment relationship and/or denying an individual dignity and respect. Harassment is defined as a course of vexatious (offensive, demeaning) comments or conduct on the part of one individual or group of individuals towards another or on any of the prohibited grounds under the Code. It includes deliberate or intentional gestures, comments, slurs, questions, representations or other behaviours that ought reasonably to be known by the harasser to be unwelcome. 2.3 What is Sexual Harassment? Sexual harassment is any unsolicited conduct, comment or physical contact of a sexual nature that is unwelcome to the recipient It includes any unwelcome sexual advances (oral, written or physical), requests for sexual favours, sexual and sexist jokes, and the display of degrading or offensive material. When: (a) such conduct might reasonably be expected to cause insecurity, discomfort, offence or humiliation to another person; or (b) such conduct has the purpose or effect of interfering with a person's work performance or creating an intimidating, hostile or offensive work environment; or (c) submissions to such conduct is made either implicitly or explicitly a condition of employment; or (d) submission to or rejection of such conduct is used as a basis for any employment decision (including, but not limited to, job security, promotion, change in salary and benefits). DRAFT County of Elgin Section: 2 Human Resources Policy Manual Subject: Workplace Harassment & Discrimination Policy Policy Number; 2.80 Code - A Date Approved: Sept. 26/95 Page 3 of 8 Date Last Revision: May 14/02 Which can further be defined as: unwanted sexual advances including derogatory comments, gestures, looks, unnecessary/unwanted physical contact, jokes, slurs, derogatory or demeaning posters, cartoons, graffiti, drawings or display of sexually suggestive pictures; implied or expressed promises of reward or benefit for complying with a sexually oriented request; implied or expressed threats of reprisal in the form of either actual reprisal or denial of opportunity for refusal to comply with a sexually oriented request; or sexually oriented conduct which becomes or is implied to be a term or condition of employment, is used as a basis for employment, is used as a basis for employment decisions, or has the effect of interfering with work performance. 2.4 Other Forms of Harassment Unwanted actions, derogatory comments, jokes, slurs, derogatory or demeaning posters, cartoons, graffiti, drawing, e-mails, innuendoes or taunting about or motivated by a person's race, colour, citizenship, national origin, age, religion, creed, language, marital status, family status, pregnancy/childbirth, sexual orientation, disability/handicap, political belief or any other prohibited ground of discrimination. 2.5 Poisoned or Hostile Work Environment Furthermore, jokes, offensive literature (for example, pinups), derogatory comments or other activities based on sex or racial characteristics that intrude upon a person's dignity or that create an intimidating, hostile or offensive atmosphere constitute what is referred to as a poisoned or hostile work environment. A poisoned or hostile environment is a form of harassment and is also prohibited by law. DRAFT County of Elgin Section: 2 Human Resources Policy Manual Subject: Workplace Harassment & Discrimination Policy Policy Number: 2.80 Code - A Date Approved: Sept. 26/95 Page 4 of 8 Date Last Revision: May 14/02 Harassment may occur as a single encounter or a series of incidents, persistent innuendoes or threats. Behaviour constituting harassment is often a matter of perception and interpretation. Tolerance for what is considered acceptable behaviour may vary widely among individuals. As a general rule, harassment is considered to have taken place if a person knows or ought reasonably to know that behaviour is unwelcome. Workplace is any place where business or work-related activities are carried out. It includes, but is not limited to, the office, office-related social functions, work assignments outside of the office, work-related travel, and work-related conferences or training sessions. 3.0 RESPONSIBILITIES FOR ENSURING A WORKPLACE FREE FROM HARASSMENT AND DISCRIMINATION: ALL MEMBERS OF THE WORKPLACE COMMUNITY SHARE IN THIS RESPONSIBILITY 3.1 Managers, Supervisors and Union Representatives These individuals are responsible for creating and maintaining a workplace free of harassment and discrimination and for promoting a positive work environment by: 1. understanding and upholding the principles of this policy; 2. setting a personal example of conduct consistent with this policy; 3. ensuring that employees are informed of the company's policy and procedures for dealing with concerns of harassment; 4. responding to any concern or issues of harassment that comes to their attention, treating it as a serious matter and supporting a resolution; 5. confer with human resources with respect to the proper process for handling the situation; 6. not allowing or condoning behaviour contrary to this policy; responding to any and all conduct that comes to your attention; and 7. to the extent possible, maintaining confidentiality with respect to the concerns they are involved in resolving. DRAFT County of Elgin Section: 2 Human Resources Policy Manual Subject: Workplace Harassment & Discrimination Policy Policy Number: 2.80 Code - A Date Approved: Sept. 26/95 Page 5 of 8 Date Last Revision: May 14/02 3.2 Employees each employee is responsible for ensuring adherence to the spirit and intent of this policy; employees are responsible for understanding and avoiding any offensive, unwelcome comments or conduct that would constitute harassment, sexual harassment or discrimination under this policy; employees are encouraged to communicate to co-workers when they are exposed to conduct or comments that are unwanted and objectionable harassment as defined by this policy; all employees are requested to discourage their co-workers from persisting with comments, discussions and conduct that are inconsistent with the spirit of this policy. 4.0 PROCEDURES FOR RESOLVING HARASSMENT AND DISCRIMINATION CONCERNS Resolution of harassment means the conduct doesn't occur in the work environment, or in the alternative, ceases immediately. Prompt and clear communication of the fact that the conduct is objectionable and must stop supports the most effective resolution. Any employee who believes helshe has been subjected to harassment should promptly pursue any of the following steps and strategies to resolve the issues: 4.1 Self-Help by the Employee you are encouraged to communicate your disapproval to the individual whose conduct or comments are offensive - ask them to stop; employees who are advised that their comments or conduct are unwanted and offensive are expected to cease such behaviour immediately; DRAFT County of Elgin Section: 2 Human Resources Policy Manual Subject: Workplace Harassment & Discrimination Policy Policy Number: 2.80 Code - A Date Approved: Sept. 26/95 Page 6 of 8 Date Last Revision: May 14/02 if the conduct doesn't stop, seek the assistance of supervisors, union representatives or human resources; if the conduct doesn't stop, keep a written record of the date, times and details of the conduct and your efforts to stop it 4.2 Informal Resolution Supports: Third Party Intervention by Supervisors or Union Representatives Not all employees will be comfortable with using self-help to resolve harassment concerns. Employees are encouraged to seek the assistance of supervisors, union representatives or managers to assist them in informally resolving harassment concerns and stopping the objectionable conduct. Managers, supervisors and union representatives have been trained to and are committed to supporting you in confidentially and informally resolving such concerns. As an alternative, you may contact human resources and receive assistance in reviewing the concern and the options available to resolve the problem. 4.3 Complaint Procedure Where a harassment concern is not successfully resolved through self-help, or the informal support of your supervisor or union representative; or where you are comfortable only with a formal complaint process, you are encouraged to fill out a complaint form and submit it to human resources. Should an employee decide to file a formal complaint, he or she should: (a) set it down in writing (with the assistance of a supervisor, union representative or human resources, if requested); (b) sign and file the complaint with the supervisor, union representative or human resources. (c) co-operate with those responsible for investigating the complaint. DRAFT County of Elgin Section: 2 Human Resources Policy Manual Subject: Workplace Harassment & Discrimination Policy Policy Number: 2.80 Code - A Date Approved: Sept. 26/95 Page 70f8 Date Last Revision: May 14/02 Complaint Investigation Procedure Where a formal complaint is filed the following steps will occur: 1. an investigation will be initiated and completed promptly; hopefully within 30 days; 2. all individuals who have relevant information with respect to the alleged complaint will be interviewed and statements taken; 3. every effort will be made to ensure confidentiality to the extent possible; 4. a written report of findings will be prepared at the conclusion of the investigation; 5. the findings will be reviewed with the parties to the complaint; 6. appropriate remedial action will be determined and implemented where there is a finding of harassment, discrimination or reprisal in violation of this policy. Remedial Action If the investigation substantiates acts of harassment, discrimination or reprisal, corrective action will be taken. The objective of the remedial and corrective action is to change behaviour, eliminate harassment, discrimination or reprisal, and remedy the effects of such policy violations on either the individual or work environment. Such action may include educational initiatives, counselling or disciplinary action, including transfers, demotions, suspensions or terminations. Any disciplinary action will be noted on the offender's personnel file. 5.0 PROHIBITION OF REPRISAL Any retaliation or reprisal against a person pursuing the resolution of a concern under this policy, whether informally or through the complaint procedure, or against any individual for co- operating in the investigation of a complaint is strictly prohibited both at law and under this policy. Any such conduct will be subject to immediate corrective action. DRAFT County of Elgin Section: 2 Human Resources Policy Manual Subject: Workplace Harassment & Discrimination Policy Policy Number: 2.80 Code - A Date Approved: Sept. 26/95 Page 8 of 8 Date Last Revision: May 14/02 6.0 CONFIDENTIALITY It is recognized that the parties to a concern or complaint raised under this policy have a significant interest in confidentiality. To the extent possible, in both informal resolution processes and formal complaint processes, all available steps will be taken to ensure confidentiality. No record of the complaint will be maintained on the employee file of the complainant. If there is a finding of harassment that results in disciplinary action, it will be reflected on the employee file of the harasser, in the same way as any other discipline. DRAFT County of Elgin Section: 2 Human Resources Policy Manual Subject: Workplace Harassment: What Employees Need to Know Policy Number: 2.80a Code - A Date Approved: Sept. 26/95 Page 1 of3 Date Last Revision: May 14/02 WORKPLACE HARASSMENT: WHAT EMPLOYEES NEED TO KNOW AND TO DO TO ENSURE THE QUALITY OF WORK ENVIRONMENT AND INTERACTIONS REQUIRED TODAY Employees With the Knowledge Of Current Workplace Environment Expectations and the Commitment to Make Their Contribution to Appropriate Workplace Environments LEARN: Impact of Law on Rights and Responsibilities in the Workplace I. Equality Rights Guarantees (the Code) a) Review of Substantive Requirement Understanding protected statuses Guarantee of freedom from discrimination Guarantee of work environment and interactions free from harassment Freedom from reprisal Guarantee of accommodation in the employment relationship Exploration of the substance of the guarantees and the rights and responsibilities attending equality rights guarantees. b) Understanding Your Responsibility as an Employee With Respect to Equality Rights Guarantees Context: Discrimination, harassment, accommodation Expectations at law Expectations under the employer's policies and values Responsibility for your own conduct Responsibility for the conduct of others DRAFT County of Elgin Section: 2 Human Resources Policy Manual Subject: Workplace Harassment & Discrimination Policy Policy Number: 2.80a Code - A Date Approved: Sept. 26/95 Page 2 of 3 Date Last Revision: May 14/02 c) Contributing to a Harassment-Free and Respectful Workplace The employee as a role model Support co-workers' right to respectful workplace Active intervention Employee as the advisor d) Understanding the Role and Responsibilities of the Employer and Of Person in Authority With Respect to Equality Rights Compliance in the Workplace II. Civil, Respectful Workplace Context for new standards and new responsibilities Reviewing our interests in a civil, respectful workplace (organizations, employees, managers) Defining the standards. Rights and responsibilities re a civil, respectful workplace Interactions between workplace issues (absenteeism, problem with performance issues, behavioural problems) and the demand of civil, respectful workplace III. Prevention, Early Detection and Resolution Mutual interest in prevention, early detection and resolution (i) The employee as a role model (ii) Management in action Role model Policy clarification Monitoring the workplace Early detection and intervention (iii) Advisory support Support for informal reinforcement of equality rights guarantees Merits of early access to informal support How the advisor will function? (iv) Internal formal complaint process Context for formal complaint investigations Understanding the process DRAFT County of Elgin Section: 2 Human Resources Policy Manual Subject: Workplace Harassment & Discrimination Policy Policy Number: 2.80a Code - A Date Approved: Sept. 26/95 Page 3 of 3 Date Last Revision: May 14/02 (v) Consequences of a failure to contribute to legal and corporate expectations with respect to the workplace environment Costs to the workplace Cost to co-workers Spectre of employment sanctions Risk of significant legal liabilities DRAFT County of Elgin Section: 2 Human Resources Policy Manual Subject: Workplace Harassment: What Supervisors and Managers Need to Know Policy Number: 2.80b Code - A Date Approved: Sept. 26/95 Page 1 of2 Date Last Revision: May 14/02 WORKPLACE HARASSMENT: WHAT SUPERVISORS AND MANAGERS NEED TO KNOW AND TO DO TO ENSURE THE QUALITY OF WORK ENVIRONMENT AND INTERACTIONS REQUIRED TODAY Supervisors And Managers Without Knowledge Of Current Obligations to the Quality of the Work Environment Risk Exposing Themselves And The Employer To Increasing Liabilities LEARN: Scope of current expectations for acceptable work environments and acceptable workplace interactions: expanding definition of harassment, higher standards of conduct for supervisors and managers, new harassment risks: age, gender orientation, personal harassment, harassment of accommodees; personal harassment; kinder, gentler workplace Impact of broadening scope of harassment on your obligations as a supervisor and manager Scope of your responsibility for the quality of the work environment: for your own conduct; for the conduct of others in the workplace Scope of current liabilities: risk of increasing and joint liabilities for employer and supervisors and managers for failure to meet the current standards required in the workplace environment How to meet your obligations with respect to the quality of the work environment: civil, respectful and safe environment, equality rights compliance BENEFITS OF PROGRAM TO EMPLOYERS, SUPERVISORS AND MANAGERS Position supervisors and managers to reduce the risk of unacceptable workplace environment that falls below currently required standards Reduces the risk of exposing the company, supervisors and managers, to increasingly costly liabilities Positions supervisors and managers to effectively support human rights compliance in the workplace Provides employer, supervisors and managers with due diligence evidence DRAFT County of Elgin Section: 2 Human Resources Policy Manual Subject: Workplace Harassment: What Supervisors and Managers Need to Know Policy Number; 2.80b Code - A Date Approved: Sept. 26/95 Page 2 of 2 Date Last Revision: May 14/02 WHAT YOU WILL LEARN! SUBSTANTIVE WORKING KNOWLEDGE OF THE CURRENT EQUALITY RIGHTS ISSUES The broadening parameters of harassment under the Code: new developments, scope of conduct: single incidents? Scope of victim? Scope of workplace; new harassment priorities: aging employees, gender orientation, disability New developments: supervisors and managers increasing responsibilities for harassment New obligations re personal harassment: preventing violence, bullying New obligation to provide a respectful and civil workplace and workplace interactions Supervisors and managers practical and legal obligation POSITIONING You As A SUPERVISOR AND MANAGER To MEET YOUR OBLlGA TlONS FOR PREVENTION, DETERRENCE AND RESOLUTION Legal obligations - due diligence Practical obligations - strategies to secure an acceptable workplace environment Communications Supporting and empowering employees for self-help How to provide effective advisory support? Understanding the advantages of early informal resolution How the supervisor and manager can contribute to successful early informal resolution BE KNOWLEDGEABLE THE UNACCEPTABLE COSTS AND CONSEQUENCES OF A WORKPLACE ENVIRONMENT AND WORKPLACE INTERACTIONS FALLING BELOW THE CURRENT AND EMERGING STANDARDS Impact on workplace and workplace participants: the employer, employees, managers, supervisors, victims, individuals whose conduct falls below required standards Update: Increasing liabilities for non-compliance; shared liabilities for non-compliance New developments: no limits on general damages; increasing wage loss liabilities (i.e. ten years); more aggressive interventions into the workplace DRAFT County of Elgin Section: 2 Human Resources Policy Manual Subject: Commitment to a Civil, Workplace Environment and Workplace Interactions Policy Number: 2.80.1 Code - A Date Approved: Page 1 of3 Date Last Revision: Our Commitment The County of Elgin values all members of this workplace community. The County of Elgin is committed to ensuring that all members of this workplace community experience the following: 1. A civil and respectful workplace environment. 2. Interactions, communications and dealings with all individuals in the workplace community that are polite, supportive, civil, constructive and respectful (including but not limited to co-workers, supervisors, managers, etc.). The County of Elgin is committed to securing, maintaining, enforcing and reinforcing a workplace environment and workplace communications and interactions that are civil, respectful and valuing of all members of our workplace community. Understanding The Standards Of Conduct Required Acceptable Conduct All members of the community are to ensure that all communications and interactions are pursued at all times in a professional, businesslike, respectful and civil manner, both in terms of tone and content Unacceptable Conduct All members of the community are to avoid any communications or interactions that as a result of their content or tone would be offensive, threatening or embarrassing to the recipient Conduct that is inconsistent with our commitment to a civil and respectful workplace includes but is not limited to the following: » Yelling or screaming » Volatile displays of temper or anger » Rude, demeaning and belittling remarks directed at anyone in the workplace » Directing foul and abusive language to anyone in the workplace. DRAFT County of Elgin Section: 2 Human Resources Policy Manual Subject: Commitment to a Civil, Workplace Environment and Workplace Interactions Policy Number: 2.80.1 Code - A Date Approved: Page 2 of3 Date Last Revision: The Law Legal developments require employers to provide a civil and respectful workplace environment and interaction. The law requires all workplace participants (employees, supervisors, managers) to contribute to a civil and respectful workplace by ensuring that your individual dealings and interactions with each other are consistent with the required standards of conduct. The law prohibits personal harassment, which is conduct that exposes employees to abusive, hostile, uncivil or disrespectful workplace dealings (yelling, screaming, belittling, demeaning, berating). Anyone who exposes other members of the workplace community to personal harassment place themselves at risk in terms of legal liabilities, including damages and exposes themselves to corrective disciplinary action. Our Shared Responsibilities As A Workplace Community We have a mutual interest and shared responsibilities in connection with securing and maintaining a civil and respectful workplace environment and workplace interactions: Our Commitment as Employer: The County of Elgin is committed to ensuring all employees contribute to a civil and respectful workplace environment by pursuing the following initiatives: 1. Ensuring all members of this community (employees, supervisors, managers) understand the standards of conduct expected of them. 2. Empowering you to require respectful and civil treatment by communicating your expectations in this regard. 3. Reinforcing and enforcing acceptable conduct. Anyone who engages in communications or conduct falling below the standards discussed herein will expose themselves to corrective counselling and discipline. DRAFT County of Elgin Section: 2 Human Resources Policy Manual Subject: Commitment to a Civil, Workplace Environment and Workplace Interactions Policy Number: 2.80.1 Code - A Date Approved: Page 3 of 3 Date Last Revision: Responsibilities of Supervisors and Managers: Given your responsibility for other employees, you are responsible for ensuring the following: 1. That at all times your dealings with employees and with each other are conducted in a civil, respectful and professional manner. 2. Taking the necessary steps to ensure that employees conduct themselves in a manner consistent with our commitment to a civil and respectful workplace. This includes responding to any incidents of conduct falling below the standards outlined in this policy that come to your attention. Responsibilities of Employees: 1. Ensuring that you communicate and interact with your co-workers, managers and supervisors in a civil, courteous and respectful manner. 2. Communicate to your peers or persons in authority (supervisors and managers) or human resources any concerns you have of being exposed to any communications or interactions inconsistent with our commitment to a civil and respectful workplace. A civil, respectful and supportive work environment in which all members of this workplace community feel secure, respected and valued is secured and maintained when we commit as a community to such an environment. DRAFT County of Elgin Section: 2 Human Resources Policy Manual Subject: Accommodations in the Workplace Policy Policy Number: 2.80.2 Code - A Date Approved: Page 1 of4 Date Last Revision: THE LEGAL ENVIRONMENT The Ontario Human Rights Code creates a legal duty of accommodation in Ontario workplaces. The duty of accommodation provides Employees who have needs related to a disability, religious obligation or sex that conflict with their working conditions with the right to be provided with reasonable assistance or accommodation to enable them to participate in the activity of work. The Employer, the Bargaining Agent and all Employees who are members of the workplace community share a legal obligation to identify, implement and/or support appropriate accommodation initiatives where employees can be accommodated in the workplace without undue hardship. THE COUNTY OF ELGIN'S COMMITMENT The County of Elgin is committed to ensuring equality rights in the workplace. The County of Elgin is committed to assessing and addressing the legitimate accommodation needs of Employees. Accommodation issues can be successfully identified, assessed and addressed only where all parties are meeting the expectations and responsibilities outlined in this policy. Successful accommodation initiatives require the cooperation of and a consultive approach by Management, the Employee seeking accommodation, the workplace community, the Bargaining Agent and attending medical practitioners. The objective of this policy is to facilitate the identification and resolution of accommodation issues that arise out of the following circumstances: 1. The existence of needs attending a condition of "handicap" that are in conflict with the employment obligations; 2. The existence of needs arising out of a protected status under human rights legislation that are in conflict with the employment obligations. It is understood that the Employer's ability to identify, properly assess and implement appropriate accommodation initiatives is dependent upon the support and input of all of the parties as outlined herein. DRAFT County of Elgin Section: 2 Human Resources Policy Manual Subject: Accommodations in the Workplace Policy Policy Number: 2.80.2 Code - A Date Approved: Page 2 of 4 Date Last Revision: A) EMPLOYEE RESPONSIBILITIES 1. Obligation to Communicate Need Employees have an obligation to promptly advise Management or Human Resources of any condition of disability or need related to any other protected status that conflicts with their ability to either provide regular attendance at work, perform their regular duties or comply with other terms and conditions of employment. 2. Obligation to Provide Information (Medical or Other) Where a potential accommodation issue has been identified, the Employee seeking accommodation is responsible for promptly responding to all Employer requests for information that the Employer identifies as relevant to assessing or pursuing accommodation initiatives. 3. Obligation to Facilitate Accommodation Initiative Any Employee requiring accommodation is expected to conduct himself/herself reasonably and. provide his/her full cooperation and support to the implementation of accommodation initiatives. Employees should recognize that a failure to: 1. Communicate an accommodation need; 2. Provide all relevant information in a timely manner; and 3. Cooperate with the implementation of accommodation measures; may limit the Employer's ability and obligations to successfully address the Employee's accommodation needs. DRAFT County of Elgin Section: 2 Human Resources Policy Manual Subject: Accommodations in the Workplace Policy Policy Number: 2.80.2 Code - A Date Approved: Page 3 of 4 Date Last Revision: B) MANAGEMENT'S RESPONSIBILITIES 1. Upon an accommodation issue being raised or communicated by an Employee, Management will: (a) assess and verify the existence of an accommodation need; (b) assess and identify appropriate accommodation options. 2. Where accommodation options have a potential to impact on Collective Agreement terms or other Employees' rights under such Agreement, Management will consult with the Union prior to finalizing any accommodation option. 3. Management will monitor the progress of Employees who are being accommodated. Such monitoring will include requests for up-dated information from Employees and/or attending medical practitioners from time to time. The monitoring and current information will enable the Employer to respond to changing needs and/or identify when the need for accommodation ends. C) BARGAINING AGENT'S RESPONSIBILITIES The Bargaining Agent is jointly responsible for pursuing and successfully identifying and facilitating appropriate accommodation initiatives in -the workplace wherever there is a conflict between an accommodation option and a collective agreement right. The Union will provide any relevant input, as well as its cooperation in identifying and facilitating relevant accommodation initiatives. D) WORKPLACE COMMUNITY'S RESPONSIBILITIES Successful accommodation requires the support and commitment of everyone in the workplace community. All employees are expected to provide their assistance and support where required to facilitate accommodation initiatives. All members of the workplace community have an obligation to respect the right to accommodation of any employee with a qualifying need. DRAFT County of Elgin Section: 2 Human Resources Policy Manual Subject: Accommodations in the Workplace Policy Policy Number: 2.80.2 Code - A Date Approved: Page 4 of 4 Date Last Revision: E) RESPONSIBILITIES OF ATTENDING PHYSICIANS The verification of accommodation issues and identification of appropriate accommodation initiatives is dependent upon relevant and timely input from attending medical practitioners. The attending physicians of any Employee who is faced with an accommodation issue in the workplace shall provide their full cooperation and support by: 1. Responding in a complete and timely manner to any request for information initiated by the Employer. 2. Communicating to the Employer in a timely manner any changes in the Employee's condition that may alter the required scope, duration or nature of an accommodation initiative. OUR COMMITMENT AT THE COUNTY OF ELGIN Successful accommodation initiatives require the cooperation, input and support of all parties; the Employer, the Employee seeking accommodation, attending physicians, Bargaining Agents and all employees in the workplace community. It is expected that all parties will provide their cooperation and relevant input to ensure that they can successfully address accommodation issues that arise in the workplace. REPORT TO COUNTY COUNCIL FROM: Paul Vandenberg, Human Resources Officer DATE: 09 October 2003 SUBJECT: Required Medical Examinations 3.40 Criminal Checks 3.40.1 INTRODUCTION HR has been requested to review the recruitment process to reduce the timeframe for the recruitment process. We indicated that we would review the steps required to be hired at the County and look for areas that could be reduced or eliminated, without compromising the integrity of our hiring process. DISCUSSION: Two main areas, which were identified, in taking considerable time, were: (1) pre-placement medical reviews and the (2) criminal background checks. Both these steps take considerable time to complete and would greatly reduce the time frame for job offers if the current process were modified. Policy 3.40 Required Medical Examinations Currently we have one County Doctor that conducts all Pre-placement Medical reviews, Dr. Hertwig. Due to the volume of new candidates it is difficult to get an appointment within 2-3 weeks. Candidates would be able to get appointments with there own physician on a more timely basis, and this would greatly reduce the burden we have placed on Dr. Hertwig. We have also received comments that from many-candidates that they would prefer to use their family doctor. Criminal Checks 3.40.1 Currently we require candidates to obtain reference checks just prior to the job offer. This process can take anywhere from 2 days to 4 weeks. A more timely approach would be to request this as a requirement of the position, in the postingljob advertisement, and re-enforce this message in the interview to allow the candidates to start this process. As is customary in many environments, documentation that is a requirement for a position is not paid by the employer and will be a requirement of the applicant prior to the job offer. While reviewing this policy it was recognised that several other amendments were required, such a formal appeals process, to solidify this policy. These amendments are included on the attached policy 3.40.1. CONCLUSION: In reviewing policy 3.40 we were able to make the process for placement medical reviews more timely for the County and more flexible for the candidates. Currently the County pays 75.00 for the medical review and it would be our recommendation that the County would continue payment with a cap at $75.00 for candidates that use another doctor. This pre-placement medical is after the job offer to the candidate, at which point they are County employees. The proposed changes to policy 3.40.1 allow for an improved process to obtain the criminal reference checks, while also adding an appeal process for candidates. The County currently pays for the criminal check and it is our recommendation that the County no longer reimburse this fee, as it is a requirement of the position prior to the employment of the candidate. RECOMMENDATION: THAT Council approves policy 3.40 Required Medical Examinations and policy 3.40.1 Criminal Checks as amended. Respectfully Submitted Approved for Submission Paul Vandenberg Human Resources 0 Icer Mar nald Chief Administrative Officer County of Elgin Section: 3 Human Resources Policy Manual Subject: Required Medical Examinations Policy Number: 3.40 Code - A Date Approved: Oct. 1/87 Page 1 of 1 Date Last Revision: Mar. 11/03 All chosen applicants for positions shall have a pre-placement medical at the County's expense, to a maximum of $75.00, prior to commencing work, where possible. Such medicals shall be performed by a physician Delete [designated by the County] of the applicants choice. .< County of Elgin Section: 3 Human Resources Policy Manual Subject: Criminal Checks Policy Number: 3.40.1 Code - L Date Approved: Feb. 13/01 Page 1 of3 Date Last Revision: Mar.11/03 BACKGROUND It is the responsibility of the Corporation to ensure that when selecting candidates for employment, or when utilizing volunteers or students, that such persons are not a potential risk to the safety of persons under the Corporation's care or to the assets of the Corporation. Persons who have a record of offences may pose such a risk depending upon the job function for which they are being considered. APPLICATION This policy refers only to Criminal Code offences for which a pardon has not been granted and applies to all candidates applying for positions of employment at the Corporation of the County of Elgin. In the Homes, volunteers, including those individuals who are involved with a work experience placement or co-operative education placement, who provide direct service to residents will also be covered under this policy. Individuals who provide short term or one-time volunteer services (eg. Friendly Visiting, school visits) under the auspices and supervision of a volunteer organization, service club or educational institution do not require a criminal record check. It is understood that the supervising organization will ensure that their volunteers are appropriately screened. Further, students who participate in one-day or job shadowing visits do not require a criminal record check. A positive criminal record check does not necessarily preclude the candidate from employment The nature of, and circumstances surrounding, the charges and convictions will be reviewed by the Human Resources Department, as they relate to the position for which the individual is being considered. A record of offences or criminal charges that are a potential risk to residents will render the candidate's application rejected. The decision made by the Human Resources Department to preclude a candidate from employment may be appealed. The candidate will put in writing the appeal and present it to the Director of Human Resources who shall review the material with the affected Department Head and the Chief Administrative Officer. Their decision will put in writing and given to the candidate. A candidate subject to pending criminal charges may also be considered unemployable for the position for which he/she is applying. County of Elgin Section: 3 Human Rescues Policy Manual Subject: Criminal Checks Policy Number: 3.40.1 Code - L Date Approved: Feb. 13/01 Page 2 of 3 Date Last Revision: Mar. 11/03 PROCEDURE 1. Applicants will be informed through job advertisements, during their interview for employment, volunteer work or an educational/work experience placement, that a criminal record search is a factor for consideration for employment/placement and will be provided with the appropriate information to assist them. 2. [Delete]Only applicants who are being seriously considered for employment should be requested to have a criminal record search completed. 3. The candidate will obtain a form titled RELEASE AND DISCHARGE RELA TlNG TO CONSENT TO DISCLOSURE OF CRIMINAL RECORD INFORM A TlON from the appropriate Police Department in the area that they live. 4. [Delete]The candidate will present the completed form, provide two pieces of identification (one photo) and pay the appropriate fee to the Police Department. A search will be conducted to determine if the candidate has a criminal record or any outstanding charges. 5. The candidate will submit the completed Criminal Record Search, in a timely manor, to the Human Resources Department. 6. Human Resources will review the status of the candidate's potential for employment based on the outcome of the Criminal Record Check and other pre-employment requirements (i.e. employment reference checks, employment medical, etc.). In the event of a positive Criminal Record Check, the candidate may be asked to provide in writing to the Human Resources Department, the particulars surrounding the charges/convictions listed. The candidate may then have the opportunity to meet with Human Resources to discuss the results of the check. County of Elgin Section: 3 Human Resources Policy Manual Subject: Criminal Checks Policy Number: 3.40.1 Code - L Date Approved: Mar. 11/03 Page 3 of 3 Date Last Revision: Human Resources will review the offence, taking into consideration: 1. 2. 3. 4. the nature of the offence; sentencing received; the length of time since the offence was committed; the relevance of the particular conviction to the position for which the candidate is being considered; the risk posed to residents as a result of employing the candidate in the position. 5. Once a final decision has been made regarding employment, Human Resources will ensure that the confidentiality of any candidate's Criminal Record Search is maintained and secured in the Human Resources Department. 7. [Delete]The County of Elgin will reimburse the application fee for all candidates who submit a reference check and are hired for the position. REPORT TO COUNTY COUNCIL FROM: Mark G. McDonald, Chief Administrative Officer DATE: October 3, 2003 SUBJECT: ORIENTATION 2004 INTRODUCTION In keeping with tradition and the County's procedural by-law, staff have planned the orientation session for Council as per the attached program. DISCUSSION: At the time of this writing we have not confirmed the keynote speaker, but have a couple of interesting prospects involved in the municipal field. Our goal is to introduce ourselves to Council and Councillors to one another while providing some basic information on County operations and functions. There is a social gathering after the formal proceedings. CONCLUSION: We hope that the program will be of interest to returning Councillors and new Councillors. Please mark your calendars accordingly. RECOMMENDATION: THAT the report entitled Orientation 2004 dated October 3rd, 2004 from the Chief Administrative Officer be received and filed. ALL of which is respectfully submitted, Respectfully Submitted Mark G. c Chief Administrative Officer COUNCIL ORIENTATION 2004 THURSDAY, NOVEMBER 27TH, 2003 2:00 P.M. COUNCIL CHAMBERS, COUNTY ADMINISTRATION BUILDING 1) Opening Remarks and Introductions - Warden Wilson 2) Introduction of Key Note Speaker- Mark McDonald 3) PRESENTATION - To be announced. 4) Presentation to Guest Speaker - Warden Wilson 5) Coffee Break 6) Overview of Council Operations, the Administrative Structure and the Administrative Services Department - Mark McDonald 7) Overview of Departments: Library Services - Cathy Bishop Engineering Services - Clayton Watters Financial Services - Linda Veger Homes and Senior Services - Helen Notte Information Technology - Allan Reitsma Human Resources - Harley Underhill 8) Corporate Challenges and Opportunities - Mark McDonald 9) Open Discussion/Comments from Council 10) Adjournment (5:00 P.M.) 11) Social Hour and Dinner at Kettle Creek Inn (5:15 p.m. To 7 p.m.) REPORT TO COUNTY COUNCIL FROM: Sandra Heffren, Deputy Clerk DATE: 08 October 2003 SUBJECT: Restricted Acts after Nomination Day INTRODUCTION: There are clauses. in the new Municipal Act that restrict actions after Nomination Day when the new council will include less than 75% of the members of an outgoing council. Three members of Council have determined not to seek re-election in 2004 thereby reducing the numbers that could return to less than 75%. DISCUSSION: In accordance with Section 275 of the Municipal Act, because less than 75% of Council will be returning, the following actions are restricted for the balance of the current term: 1. the appointment or removal from office of any officer of the municipality 2. the hiring or dismissal of any employee of the municipality 3. the disposition of any real or personal property of the municipality which had a value exceeding $50,000 when it was acquired, and 4. making any expenditures or incurring any other liability which exceeds $50,000 There is an exception, Clauses 3 and 4 do not apply if the disposition or liability was included in the most recent budget adopted by the Council before Nomination Day. CONCLUSION: Council needs to be aware that some actions are restricted for the balance of the current term, as indicated above, in accordance with Section 275 of the new Municipal Act. RECOMMENDATION: THAT the report entitled "Restricted Acts after Nomination Day" dated October 8, 2003 from the Deputy Clerk be received and filed for information. Respectfully Submitted Approved for Submission ~'!J4,~ Depu y Clerk. Mark G. aid Chief Administrative Officer. REPORT TO COUNTY COUNCIL FROM: DATE: SUBJECT: Linda B. Veger, Director of Financial Services September 25, 2003 Elgin Manor Rebuild INTRODUCTIONIDISCUSSION: The rebuild project is nearing completion and most expenditures have been processed. Attached to this report is a budget comparison to September 2003. As indicated in the comparison, the project is in a positive position. There are some outstanding issues including a number of deficiencies that require action. However, the Building Committee is confident there are sufficient funds to resolve these issues. Cash donations received to date total $355,158. The campaign achieved its goal of $1 M as announced by Mr. John Wise at the Grand Opening. Most of the pledges will be collected over the next five years with some of the larger pledges going for as many as seven years. Larger suppliers will continue to be solicited for donations. In kind contributions total $73,975. RECOMMENDATION: THAT the report titled Elgin Manor Rebuild dated September 25, 2003 be received and filed. Respectfully Submitted ðW-Þ-J~£-U Linda B. Veger /" Director of Financial Services ;,ro'~,"~m) M~~ooãt? Chief Administrative Officer -, ELGIN MANOR REDEVELOPMENT PROJECT SEPTEMBER 2003 Variance to Approved Budget Expenses to Date Appr. Budget Waterline 454,000 454,050 (50) Sewage Treatment Plant 568,000 542,686 25,314 Land Purchase 148,000 151,416 (3,416) Dillon Consulting Limited 20,000 46,056 (26,056) Cumming, Cockburn Limited 20,000 51,606 (31,606) Legal and Other Professional 50,000 70,848 (20,848) Construction (HIRA) Net of GST 10,366,270 10,323,679 42,591 Architects Fees @ 6% Net of GST 605,000 631,011 (26,011 ) Furniture Allowance 800,000 555,305 244,695 Equipment Allowance 300,000 48,559 251,441 Capital Campaign Costs 0 260,262 (260,262) Capital Campaign Donations Received 0 (337,449) 337,449 Payroll Contributions ° (6,709) 6,709 Contingency 205,680 172,227 33,453 Total Budget Cost 13,536,950 12,963,546 573,404 Note: Capital Campaign donations do not include "in kind" contributions. Total Budget Approval Original Estimate Basement Reconciliation 12,300,000 650,000 586,950 13,536,950 ~ REPORT TO COUNTY COUNCIL FROM: Linda B. Veger, Director of Financial Services DATE: September 26, 2003 SUBJECT: Performance Measures - Year Ended December 31,2002 INTRODUCTIONIDISCUSSION: This is the third year that the County is required to report Performance Measures (MPMP) to the Province. Following is a comparison of 2000, 2001, and 2002. 2000 2001 2002 Adequacy of % of paved lane 82.5% '79.5% 82% Roads kilo metres rated adequate. An adequate road is a road where surface distress is minimal and no maintenance or rehabilitation action is required. 2000 2001 2002 Maintenance Per paved lane $1,498.03 $1,629.21 $1,544.10 Costs kilometre Per unpaved lane $1,525.00 $3,400.00 $2,000.00 kilometre Paved roads are defined as roads with asphalt surface, concrete surface, composite pavement, portland cement or surface treatment. Maintenance includes frost heave/base/utility cut repair, cold mix patching, hot mix patching, shoulder maintenance, surface maintenance, surface sweeping, and surface flushing. Surface måintenance activities include crack sealing, spray patching, and slurry seal. Unpaved roads are defined as roads with gravel, stone or other loose travelling surface. Maintenance includes dust suppression, loose top grading, loose top gravelling, spot base repair and washout repair. The County of Elgin contracts with its seven member municipalities to provide roads maintenance based on a set per kilometre dollar amount. 2000 2001 2002 $2.63 .69% 7.02% General Government - % of total munici al 0 eratin costs General Government - % of total operating costs for governance and cor orate mana ement. 8.04% 3.91% General government administration includes departments primarily involved in general administration, financial management, and human resources. In 2001, the measure changed slightly to include members of Council, general government support, corporate overhead and other expenditures. In the second year of new format FIR, numbers were refined which had an effect on the comparisons. In 2002, the measure has again changed to include governance and corporate management costs. The Province continues to refine the definitions. RECOMMENDATION: THAT the 2002 Municipal Performance Measures as outlined in the September 26, 2003 report titled Performance Measures - Year Ended December 31, 2002 be included with the newspaper reporting of the 2002 Audited Financial Statements. Respectfully Submitted £~J~~ Linda B. Veger (7 Director of Financial Services Mark . Chief Administrative Officer REPORT TO COUNTY COUNCIL FROM: Linda B. Veger, Director of Financial Services Larysa Andrusiak, Ambulance Administrative Co-Ordinator DATE: October 10, 2003 SUBJECT: Ambulance Base INTRODUCTION: Council has instructed staff to compare leasing an ambulance base station versus building the station and leasing it back to the Thames EMS. The following provides those details. DISCUSSION: Assumptions: Cost to build including land - $885;000 ($110/ ft2 plus land) Taxes (if leased) - $40,000 - est. only Interest rate - 6% Lease rate charged to Thames EMS - $14 ft2 or $87,220/annum Revenues from Province based on incremental costs - $87,220 X 50% =$43,610 Cost to the City - $87,220 X 50% X 40% = $17,444 Cost to Lease: Cost to City remains unchanged whether lease or $17,444 build Cost to County $87,220 X 50% X 60% $26,166 Cost if Base owned b the Count : Pa ment to Thames EMS Providor a ment - art of contract Payment from Thames Lease - Thames lease payment to EMS the Count Cit Share Same as lease Provincial Share Same as lease Net revenue to Count Add back lease amount To compare lease vs. build (apples to from above ales Available for financin $87,220 ($87,220) Based on the above assumption of 6% interest, the $87,220 available would support a mortgage of $885,000 over approximately sixteen (16) years. Any increase or decrease in interest rates would lengthen or shorten the amortization period. Major repairs to the building after completion would be the County's responsibility. A building of this nature could have twenty to thirty years before major work may be required. There is a certain residual value to the building should needs change. However, this would be a specialized building and may not be readily marketable. In that case, the County would be left with the cost of demolishing the building and selling the land. Some of the processes involved in a major project such as this are: · Locating suitable land · RFP for an architect · RFP for a contractor · Selecting a Building Committee to oversee the project · Site Supervision - Clerk of Works or staff · Management fee from Thames EMS to oversee construction period · Timelines involved in completing the project Council must also consider whether or not the County should own another building. There is much greater flexibility with leasing should the County wish to relocate the station in the future. Through experience gained with previous leases, the County would be very cautious of the lease agreement and of any escalation clauses. From the Human Resources side, the County must maintain arms length from Thames EMS so as to give no indication that the paramedics may be employees of the County. Ie. the County owns the ambulances; the County owns the building; the County funds ambulance services; does the County then become the employer? The County of Huron was contacted. Huron decided to build three, three bay stations in 2000/01 when they took ambulance services in-house. The total cost was approximately $1.3M. They are considering another station. Costs have increased to $550,000 per station. Their Treasurer indicated that the County is very satisfied with the end product and the price they paid. A municipally owned building is exempt from property taxes. The current commercial rate including education taxes within the City is 4.7643% and would approximate $40,000. These dollars would be lost to the City should the County build and lease back the property under an occupancy agreement with Thames EMS. The savings to the County and City would be $40,000 X 50% = $20,000 or $8,000 to the City and $12,000 to the County. However, the City would have a loss of revenues of $32,000 net. CONCLUSION: There are a number of pros and cons in the decision of whether to lease or build the new ambulance base as outlined in this report. From a strictly financial point of view it may be preferred to build rather than lease. However, there is a certain loss of flexibility and the risk that the County may be deemed the employer. RECOMMENDATION: THAT Thames EMS be instructed to proceed with arrangements to have the new ambulance base constructed; and, THAT in accordance with the contract with Thames EMS, the leasing costs of the new ambulance base are a part of that contract. or THAT staff, in consultation with Thames EMS, proceed with negotiations to purchase property for a new ambulance base; and, THAT staff proceeds with the necessary arrangements and documents in order to facilitate the construction of an ambulance base. Respectfully Submitted ~~L~ Linda B. Veger Director of Financial Services ission eX Ovn~v~ La~usiak Ambulance Administrative Co-Ordinator REPORT TO COUNTY COUNCIL FROM: Lisa M. Terrio, Accounting Clerk DATE: 08 October 2003 SUBJECT: Budget Comparison to August 31,2003. INTRODUCTION I DISCUSSION: A budget comparison to August 31,2003 is presented for your information. The budg'et allocated to August 31 equals approximately 63.44% of the annual amount. Most departments are within their allocated budget Significant variances are as follows: Lines 1: Timing differences. Line 2: Health Unit - unfavourable variance $101,705 - Timing differences with payments to the Health Unit Line 8: Corporate Expenditures - unfavourable variance $72,819 -Insurance paid early in the year. Line 9: Engineering - favourable variance $404,863 - The timing of maintenance payments to lower tier municipalities. Line 10: Homes - favourable variance $303,141 - The per diem for the Homes increased July 1, 2003. The increase for the three Homes totalled $9.29 per diem. Secondly, negotiations with the SEIU are not complete. Line 13: Library Services - unfavourable variance $40,700 - The provincial grants are usually received later in the year. Line 17: Information Technologies - favourable variance $139,604 - Most spending was placed on hold until the IT manager was hired. Line 18: Provincial Offences - favourable variance $371,411 - Revenue will be allocated to municipalities at year-end. The gross revenue to August 31,2003 has a favourable variance of approximately $27,000. Lines 19-23: City of St. Thomas - favourable variance $499,326 - The invoices for July & August were not received until September. These invoices total $287,145. In addition it appears that the social programs may have a favourable variance at year-end. Lines 24-25: Grants & Elgin Tourist Association - favourable variance $107,428 - Due to timing differences. Line 31: Ambulance Services - unfavourable variance $207,277 - A book entry for revenues receivable for inter-municipal transfers in the amount of $250,000 has forced ambulance services into an unfavourable position. A sub-committee of LAISC (disbanded) was set up to investigate inter-municipal transfers. Line 32: Property Assessment - favourable $97,081 - Due to timing differences. Line 36: Community Reinvestment Fund - favourable $478,333 - Due to timing differences. Lines 38-39: Collections & Parking Tickets - unfavourable $6,233 - These projects are in the beginning stages. RECOMMENDATION: That the budget comparisons report to August 31,2003 be received and filed. Respectfully Submitted Approved for Submission ~ /' AA~ isa M. errio Accounting Clerk MarK Chief Administrative Officer ~~~~pJ Linda B. Veger c7 Director of Financial Services COUNTY OF ELGIN 2003 Budget Comparison For the Period Ending August 31, 2003 1 1 1 1 1 1 1 2 3 4 5 6 7 8 9 o 1 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 VARIANCE TO 31 -Aug-03 o (2,489,157) (232,120) (100,002) 59,D83 145.494, (3,000)1 101,705) 6,709 13,928, 8,570 29,305 33,479 (72,819) 404,863 303,141 2,442 (1,670) (40,700) 36,261 26,471 10,265 139,604 371,411 2003 YTD BUDGET (140,000) (9,956,630) (233,063) (100,000) 83,333 83,333 (12'000)'1' 799,985 152,633 194,212 211,931' 238,567 169,987 247,640 1,680,812 1,431,238 20,320 43,367 969,258 113,517 o 34,147 336,428 (18,992 %TO 31 -Aug-03 100.00% 50.00% 0.27% 0.00% 19.40% ~49.73% 50.00% 75.14% 63.74% 61.89% 63;97% 58.48% 53.54% 86.27% 50.61% 52.55% 58.65% 69.23% 69.47% 45.37% 0.00% 46.63% 39.00% 1370.41% 2003 ACTUAL EXPENDITURES NETIIEXPENDITURES RECEIPTS NET 140,000 7,467,473 944 (140,000 (7,467,473 (944; 2 24,250 (62,161) (9,000) 901,690 145,924 180,284 203,361, 209,262 136,508 320,459 1,275,949 1,128,097 17,878 45,037 1 ,009,958 77,256 (26,471) 23,882 196,824 (390,403 62,161 9,000 35,405 6,813,644 7,123 22,031 7,993 57,591 2 24,250 901,690 145,924 180,284 203,361 209,262 136,508 320,459 1,311,354 7,941,741 17,878 52,160 1,031,989 85,249 31,120 23,882 196,824 136,925 (140,000 4,934,945 (349,595: (150,000: 125,000 125,000 (18,000) 1,199,978 228,95 ' 291,31 317,89 357,85 254,981 371,46 2,521,21 2,146,85 30,480 65,050 1,453,88 170,27 51,221 504,642 (28,488' 2003 APPROVED BUDGET EXPENDITURESI RECEIPTS - 140,000 4,934,945 349,595 150,000 468,901 58,632 o 107,542 (135,749) 84,615 22,8131 o o 584 o o (207,277) 97,081, o o 18,256 478,333 o 0,151 3,918 1,208 o (461,441 1,506,119 231,553 50,000 122,399 687,006 95,500 23,700 100,000 100,000 (268,263) 11,123 5,000 655,617 388,323 o o o (3,826,667) 5,680,212 (3,867)' (333)'1 1,333 40,000 1,948,778 45.91% 49.79% 100.00% 8.09% 79.84% 7.60% 2.50% 100.000/. 100.000/. 66.81% 100.00% 100.000/. 87-.74% 50.00% 0.00% 0.00% 0.00% 75.00% 100.00% -108.340/. 850.200/. 6.25% 100.00% 1,037,2181 172,921 50,000 14,857, 822,755 10,885 888 100,000 100,000' (268,847) 11,123 5,000 862,894 291,242 o o (18,256) (4,305,000) 5,680,212 6,2841 (4,251) 125 40,000 2,410,219 527,328 - 268,847 1,627,205 32,430 4,305,000 6,180 21,390,355 1,037,218 172,921 50,000 14,857 822,755 1d,885 888 100,000 100,000 1,123 5,000 2,490,099 291,242 74 5,680,212 6,284 1,929 125 40,000 23,800,574 4, 2,259,,178 347,329 50,000 183,59 1,030,50 143,25 35,550 100,00 100,00 (402,395 11,123 5,000 983,426 582,48~ 0' (5,740,000¡ 5,680,21 (5,800) (500) 2,00 40,000 8,000 232,620 60,000 0,049,337 21,300 167,000 3,000 65,000 1,200 750,000 402,395 2,431,184 32,430 5,740,000 63,800 5,500 35,617,306 125,000 125,QOO 1,199,978 228,950 291,318 317,896 357,850 487,601 371,460 2,581,218 12,196,194 30,480 86,350 1,620,887 173,275 65,000 52,421 504,642 721,512 2,259,178 347,329 50,000 183,598 1 ,030,509 143,250 35,550 100,000 100,000 1,123 5,000 3,414,610 582,485 32,430 5,680,212 58,000 5,000 2,000 40,000 35,617,306 DESCRIPTION SURPLUS FROM PRIOR YEAR REQUISITIONS PAYMENTS IN LIEU SUPPLEMENTARY TAXES TAXES WRITTEN OFF INTEREST CHARGES & INCOME FEES, KETTLE CREEK CONSERVATION HEALTH UNIT COUNCIL MEMBERS & LOCAL BOARDS ADMINISTRATIVE SERVICES FINANCIAL SERVICES HUMAN RESOURCES ADMINISTRATION BUILDING CORPORATE EXPENDITURES ENGINEERING SERVICES HOMES FOR SENIORS SERVICES AGRICULTURE PIONEER MUSEUM LIBRARY SERVICES ARCHIVES LAND DIVISION EMERGENCY MEASURES INFORMATION TECHNOLOGIES PROVINCIAL OFFENSES CITY OF ST. THOMAS: SOCIAL SERVICES & ONTARIO WORKS ADMINISTRATIVE FEE - CITY OF ST. THOMAE CONTINGENCY FEE CHILD CARE SOCIAL HOUSI NG GRANTS ELGIN TOURIST ASSOCIATION RESERVE FOR MILL RATE STABILIZATION RESERVE FOR WSIB RENTAL INCOME - HEALTH UNIT RESERVE FOR INSURANCE DEDUCTIBLES RESERVE FOR PERFORMANCE EXCELLENCE AMBULANCE SERVICES PROPERTY ASSESSMENT TAX RELIEF CAPPING POLICE SERVICES BOARD COMMUNITY REINVESTMENT FUND TRANSFER TO CAPITAL COLLECTIONS - POA PARKING TICKETS JOINT ACCESSIBILITY COMMITTEE TOURISM OFFICER Total LINE # 1 1 1 1 1 1 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 COUNTY OF ELGIN Departmental Budget Comparisons For The 8 Periods Ending August 31, 2003 Total YTD YTD Variance %OF Budget Budget Actual 0 Budget Warden & Council Wages 159,850 106,567 106,567 (0) Benefits 5,875 3,917 5,686 (1,769) Operations .63,225 42,150 33,671 8,479 Total 228,950 152,633 145,924 6,710 63.74% Administrative Services Wages 229,818 153,212 149,706 3,506 Benefits 48,000 32,000 24,119 7,881 Operations 13,500 9,000 6,459 2,541 Total 291,318 194,212 180,284 13,928 61.89% Financial Services Wages 248,606 165,737 161,472 4,266 Benefits 52,207 34,805 30,637 4,167 Operations 17,083 11,389 11,252 137 Total 317,896 211,931 203,361 8,570 63.97% Human Resources Wages 280,000 186,667 168,308 18,359 Benefits 58,800 39,200 33,812 5,388 Operations 19,050 12,700 7,142 5,558 Total 357,850 238,567 209,262 29,305 58.48% Administration Building Wages 101,162 67,441 61,310 6,131 Benefits 17,939 11,959 13,100 (1,141) Operations 135,880 90,587 62,098 28,489 Total 254,981 169,987 136,508 33,479 53.54% Corporate Expenditures Insurance 170,000 113,333 173,684 (60,351) Telephone 37,245 24,830 20,789 4,041 Legal & Professional 60,000 40,000 54,206 (14,206) Retiree Benefits 47,000 31,333 27,112 4,221 Other Expenditures 57,215 38;143 44,668 (6,524) Total 371,460 247,640 320,459 (72,819) 86.27% Engineering Wages 223,000 148,667 141,565 7,101 Benefits 47,000 31,333 25,773 5,560 Operations 92,500 61,667 48,522 13,145 Maintenance 2,158,718 1,439,145 1,060,088 379,057 Total 2,521,218 1,680,812 1,275,949 404,863 50.61% Homes for Seniors Revenues (10,049,337) (6,699,558) (6,813,644) 114,086 Wages 8,432,509 5,621,673 5,410,965 210,707 Benefits 1,770,828 1,180,552 1,261,137 (80,585) Operations 1,992,860 1,328,574 1,269,639 58,935 Total 2,146,860 1,431,240 1,128,097 303,143 52.55% Agriculture Operations 30,480 20,320 17,878 2,442 Total 30,480 20,320 17,878 2,442 58.66% Pioneer Museum Wages 55,300 36,867 34,867 2,000 Benefits 10,400 6,933 8,922 (1,989) Operations (650) (433) 1,248 (1,682) Total 65,050 43;367 45,037 (1,671) 69.23% Library Wages 945,400 630,267 598,245 32,022 Benefits 186,080 124,053 119,344 4,709 Collections 232,000 154,667 148;832 5,835 Operations 90,407 60,271 143,538 (83,266 Total 1,453,887 96 , 58 1,009,959 0,7 1 69. 70 Archives Wages 97,730 65,153 67,103 (1,950) Benefits 19,545 13,030 11,930 1,100 Operations 53,000 35,333 (1,776) 37,110 Total 170,275 113,517 77 ,256 36,260 45.37% Land Division Wages 49,936 33,291 24,111 9,180 Benefits 7,294 4,863 3,921 942 Operations 57,230) (38,153) (54,502) 16,349 Total 2q,471 2 ,47 Emergency Measures Wages 36,960 24,640 17,778 6,862 Benefits 5,961 3,974 3,282 692 Operations 8,300 5,533 2,823 2,711 Total 51,221 34,147 23,882 10,266 . 46.62% Information Technologies Wages 181,798 121,199 53,058 68,141 Benefits 38,178 25,452 11,547 13,905 Operations 284,667 189,778 132,220 57,558 Total 504,643 336,429 196,824 139,605 39.00% Provincial Offences Fines Revenues (750,000) (500,000) (527,328) 27,328 Shared Revenues - Municipal 436,635 291,090 0 291,090 Wages 114,332 76,221 71,791 4,431 Benefits 25,495 16,997 14,528 2,469 Operations 124,000 82,667 50,607 32,060 Total (49,538) (33,025) (390,403) 357,378 788.09% REPORT TO COUNTY COUNCIL FROM: Jennifer Ford, Financial Services Linda Veger, Director of Financial Services DATE: September 25, 2003 SUBJECT: Interim Report for 2003 Capital Projects INTRODUCTION In keeping with the Capital Budget Policy, Council will find attached a detailed summary of the current Capital Projects currently in progress which have budgets of $50,000 or more. The Elgin Manor rebuild project has not been included as it will be submitted to Council under a separate report. DISCUSSION: Of the 105 projects that are approved, there are three that are currently over budget : Project 14 - Road 2 Resurfacing has been over expensed by $27,173.00 due to an increase in asphalt quantity required on the road curves as well as additional shouldering gravel requested by Municipality of West Elgin. Project 30 - Road 25 Resurfacing has been over expensed by $8,616.00 due to additional asphalt that was required and application of road markings. Project 35 - Sunset Road Engineering Services has been over expensed by $42,025.00 due to Consultant fees increased over estimate once actual road condition was assessed. Staff anticipate that efficiencies in other projects will offset the overexpenditures on the above. Projects with no expenditures include Centennial Drive Resurfacing, Road 36 Resurfacing, Road 4 and 45 Resurfacing, Drainage at Bobier Villa & Road 19 Resurfacing which are all currently underway. The Library Accessibility, and Terrace Lodge Renovations projects were recently added to the capital budget and will be underway this fall. Several smaller jobs include painting, and many indoor renovation projects that can be completed without weather implications. Interim Report for 2003 Capital Projects -2- September 25, 2003 CONCLUSION: Most of the projects between numbers 1 to 38 are in the final stages of completion at the time of this report Efficiencies and completed projects will be identified in the later stages of the year once several contractor hold backs are paid. Another report will be forthcoming to Council with further expenses captured at a later date. RECOMMENDATION: Presented for Council's information. Mark . Chief Administrative Officer Respectfully Submitted ~~~.vJ Linda Veger " Director of Financial Services Capital Projects Summary as at September 25/03 Description 2003 Budget Total Budget Expenditures 1 Road 74 Rehab (Belmont) 650,000 650,000 333,675 2 Bridge Replacement Allocation 100,000 603,504 14,954 3 Road 7 Construction 600,000 600,000 51,828 4 Municipal Drains 220,000 558,000 342,832 5 Vienna Bridge South Rehab(485K OSTAR) 515,000 493,037 6 UnaJlocated Homes Projects 500,000 367,692 7 Road 45 & 4 Intersection Reconstruction 440,000 398,129 8 Road 16 Resurfacing (14to FingaJ) 380,000 380,000 336,800 9 Waterlines 358,470 38,368 10 Ambulance Replacement 30,900 348,085 161,036 11 Tennant Improvements 100,000 300,000 182,938 12 Road 42 Relocation 300,000 300,000 33,821 13 Generator Upgrade - TL 280,000 249,632 14 Road 2 Resurfacing 275,000 275,000 302,173 15 Guide Rail 225,000 198,524 16 Land Purchase 100,000 215,000 173,936 1 7 King George Lift Bridge Rehabilitation 90,000 207,519 195,862 18 IT - Hardware 207,400 207,400 43,188 19 Road 6 Resurf~cing 175,000 175,000 153,610 20 Road Sign Replacements 50,000 175,000 133,498 21 Road 18 Double Surface Treatment 175,000 175,000 75,864 22 Town of Aylmer 170,142 24,866 23 Road 47 Resurfacing (Rd 48 & Rd 52) 165,000 165,000 157,507 24 Downspouts for Administration Building 150,000 118,104 25 Museum Improvements - SuperbuiJd 4,000 133,500 85,285 26 Road 51 Reconstruction (PST to Meilor Rd 125,000 125,000 25,829 27 Road 13 Gravel Shouldering 110,000 110,000 74,825 28 Humidifier System - BV 100,000 94,404 29 Robbin's Bridge Removal 100,000 100,000 7,302 30 Road 25 Resurfacing 75,000 83,616 31 Photocopier/Document Management 75,000 75,000 70,261 32 Mechanical System Review - TL 75,000 64,229 33 Engineering Evaluation of Building- TL 75,000 75,000 3,273 34 IT - Special Projects 73,900 73,900 15,791 35 Sunset Road Engineering Services 70,000 112,025 36 Replace Heat Pumps - Admin 50,000 65,000 31,119 37 Bothwell Bridge 60,000 60,000 27,123 38 Misc Engineering Services 55,000 55,000 2,622 39 Projects (25) under $50,000 with Expenditures 243,000 679,700 402,186 40 Projects (42) with no Expenditures 1,494,155 1,715,205 0 6,083,355 11,560,425 5,681,761 REPORT TO COUNTY COUNCIL FROM: Jennifer Ford, Financial Services Linda Veger, Director of Financial Services DATE: September 25/03 SUBJECT: Courthouse Prints INTRODUCTION Earlier this year, Jenny Phillips presented Council with an original watercolour painting of the Courthouse. Mrs. Phillips produced 50 prints for Council so that they could be given as gifts or purchased by interested parties. Council very much appreciated this gift and directed staff to proceed to determine the best way to make these prints available. DISCUSSION: It is suggested that the museum may be the most appropriate outlet for the sale of these prints. The large display area would allow the County to display one framed print and sell from this accessible downtown location. CONCLUSION: Council has made available 0"ints of the prints of the "Old Elgin County Courthouse circa 1855". These prints can be made available through the Elgin County Pioneer Museum on Talbot Street in downtown St. Thomas. PST and GST will be charged on the cost of the prints in accordance with government regulations surrounding the sale of items to the consumer. RECOMMENDATION: THAT the prints known as the "Old Elgin County Courthouse circa 1855" be made available through the Elgin County Pioneer Museum on a not for profit basis including applicable taxes. Mark . Chief Administrative Officer Respectfully Submitted ~~~ Linda Veger y Director of Financial Services REPORT TO COUNTY COUNCIL FROM: Sonia Beavers - Purchasing Co-Ordinator DATE: 08 October 2003 SUBJECT: Purchasing INTRODUCTION The role of the Purchasing Co-Ordinator is to obtain the right product, at the right time, in the right quantity, at the right quality, at the right price. When performing purchasing duties, the Purchasing Co-Ordinator must always: o Keep the tax payer in mind o Understand the needs of each department o Keep knowledge and needs of clients current o Establish good working relationships The Purchasing Co-Ordinator's position has been in effect since February 10, 2003. Procurement of Goods and Services in a fair and consistent manner is important and the role of Purchasing requires support of Council and Senior Management In order for Purchasing to receive support, Council and Senior Management need to be aware of how the role of the Purchasing Co-Ordinator is evolving. DISCUSSION: . The Purchasing Co-Ordinator is now a member of two purchasing groups; o Elgin/Middlesex/Oxford Purchasing Co-Operative Group o Ontario Public Buyers Association Enrolment in the Purchasing Education Sessions offered by the Ontario Public Buyers Association has taken place. The completion of the first seminar "Introduction to Public Purchasing" took place on May 23, 2003. Two more courses will be completed 'by the end of September 2003. Certification should be completed by February 2004. During the month of March 2003, the Purchasing Co-Ordinator had the opportunity to meet with all departments to find out what purchases each department makes and most importantly what the new corporate role could do for each department. The first step was to begin developing the foundation for building a trusting relationship. At the same time the Purchasing Policy that is currently in place was reviewed and the role of the Purchasing Co-Ordinator is to ensure that all departments comply. 1 Each Department provided a list of who their vendors are and staff was asked to itemize the type of product that is being purchased from that particular vendor. The plan is to develop a procurement strategy by reviewing where purchases are being made, co-ordinate purchases when possible, in addition to taking advantage of co-operative purchasing. Serious cost management needs to be investigated, implemented and monitored. A carefully defined procurement process is presently being developed in partnership with vendors and staff for business office, nursing and environmental services supplies. In addition, the Purchasing Co-Ordinator is researching information and working with vendors regarding certain products that are currently being used to ensure that the County is receiving the best product and service at the right price. For example, one of the major concerns is the cost of the incontinence system that is currently in place at the three long term care facilities. The vendor and the Purchasing Co-Ordinator met and together mapped out a strategy that included the vendor and customer in the hopes of reducing the cost of the incontinence products. The Managers of Resident Care are monitoring the usage and both the Manager of Resident Care and the Purchasing Co-Ordinator receive a monthly report from the vendor, which outlines the monthly usage. Both parties agreed that a six-month evaluation would be fair and the costs will be revisited in October 2003. Tenders and Requests for Proposals have been developed for some departments, which seemed to be successful. For the time being, Engineering continues to develop their own tenders however, the tenders are shared with the Purchasing Co-Ordinator prior to being advertised. This allows the Purchasing Co-Ordinator the opportunity to review the tender and conduct some research to ensure the tender is acceptable. The Purchasing Co-Ordinator is present at the opening of all Tenders and Requests for Proposals. Risk Management and consistency are two key issues of purchasing, therefore a standard form for Quotation Request, Tender and Request for Proposal will be developed that will be used by all departments. . Reducing the extensive amount of invoices and the number of cheques that are being issued from Financial Services on a weekly basis is also being investigated and a report should be available to Council within the next few months. Catalogue flyers, brochures, etc., received from vendors are being catalogued and will be accessed when a department requests a quotation. Certainly, one of the main focus' since April 2003, has been to acquire quotes for what is known as "Off the Shelf Products" for the new Elgin Manor. All purchases have been completed and most items have been delivered to the site. The Asset Disposal Policy was developed. Some departments have been inserviced. Of course, inservicing will be ongoing. Currently a surplus list is 2 being prepared. All items will be offered to other departments prior to sending to public auction. There are changes to the Municipal Act requiring municipalities to adopt policies with respect to its procurement of goods and services. This is to be completed prior to January 1, 2005. The Purchasing Co-Ordinator will work closely with the Ontario Public Buyers Association and the Elgin/Middlesex/Oxford Purchasing Group to ensure the revisions to the County's Purchasing Policy will be completed on time and furthermore, ensure the standards are both ethically and legally compliant. There are times when preferred vendors will be used, however, we must consider other vendors as well. The Corporation needs to be fair and consistent with all vendors. This builds a strong relationship and the Corporation wins respect with all vendors. Finally, if Staff Purchases are taking place, it should cease. Absolutely, no employee of the County of Elgin should receive any preferential treatment. Donations received from suppliers should be forwarded to the Purchasing Co- Ordinator. Requests for donations should be submitted in writing to the Purchasing Co-Ordinator. Donations will be used as prizes for employee events or for fundraising events. CONCLUSION: Although this position has only been in place for less than 6 months there has been a number of purchases made that have resulted in cost savings to the Taxpayers of Elgin County and the Taxpayers of Ontario. In essence, the procurement process is ongoing which requires result management, (planning, implementing and monitoring). There are seven professional competencies that must always be demonstrated in Purchasing. The key competencies are leadership, communication, continuous development of skills and knowledge, consumer/community responsiveness and public relations, political and health environment awareness, conceptual skills and finally result management RECOMMENDATION: THAT the report titled Purchasing be received and filed. Respectfully Submitted ~- '-- .í\.. -:' '........... Sonia Beavers Purchasing Co-Ordinator ission 3 ò 1W~¡ "h"- . REPORT TO COUNTY COUNCIL FROM: Sonia Beavers, Purchasing Co-Ordinator DATE: 08 October 2003 SUBJECT: Special Offer for Provincial and Municipal Employees INTRODUCTION Bell Mobility and Rogers AT&T. would like to offer the Employees of the County of Elgin a cell phone purchase plan. This is a corporate rate offering that is extended to the employees and their families. DISCUSSION: Perceptions of others are critical to the reputation of an individual employed by public service. The best insurance against loss of public confidence is adherence to the highest of standards of honesty and personal integrity. The County of Elgin recognizes its responsibility and accountability to the public through the Council of Elgin County. To ensure that the Corporation is not affected in any way, The County of Elgin's Code of Ethics Policy 2.90 and the Purchasing Policy was reviewed. The offer from Bell Mobility and AT&T should not be viewed as a conflict of interest, or be interpreted as a gift or as an unfair advantage. This offer should not be viewed as any different than any other employee plan. For example: Computer Purchasing Plan, Canada Wonderland Tickets, Costco. However, prior to sharing the offer with the Employees, it was necessary to develop a Promotions Policy which will provide direction as to what is acceptable in terms of employee purchase programs, promotions, discounts, etc. CONCLUSION: A copy of the standing offer to the Employees of the Corporation to obtain a phone at roughly 10% below standard cost is attached. It is a corporate rate offering. Bell Mobility and Rogers AT&T is extending the pricing that the Corporation is receiving to its employees and families. The employee andlor family is totally responsible for the contract. If an employee chooses to engage in the offer made by Bell Mobility or Rogers AT&T, then the employee contacts the vendor directly and the agreement is solely between the employee and the vendor. There is no liability on behalf of the corporation. RECOMMENDATION: THAT the Promotions Policy be approved and implemented; and, THAT the County of Elgin Employees and their families be made aware of the opportunity offered from Bell Mobility and Rogers AT&T for information purposes only; and, THAT Employees should be encouraged to compare prices; and, THAT Employees be made aware that the County of Elgin is not promoting these offers in any way. Respectfully Submitted .j~~ ~....~.- 'Sonia Beavers Purchasing Co-Ordinator Ma Chief Administrative Officer J(~~¿u Linda Veger Director of Financial Services CORPORATE POLICY AND PROCEDURE Policy # Page 1 of 1 Effective Date: July 11, 2003 Revision Date: TAB: Finance AUTHORITY: Purchasing Co-Ordinator SUBJECT: Promotions RELATED POLICIES: Purchasing Policy and Code of Ethics APPROVED BY: Senior Management and County Council PURPOSE The intent of the Promotions Policy is to provide direction as to what is acceptable in terms of employee purchase programs, promotions, discounts, etc. PROCEDURE Supplier Offered Discounts to Staff Employee Purchase Programs must be unsolicited. Suppliers that approach staff to offer employee purchasing programs and discounts must be directed to Financial Services - Purchasing. Financial Services will endeavour to promote any unsolicited purchase programs to all County Staff. No employee will solicit or request from suppliers special discounts or purchasing privileges for said employee or for all staff, as outlined in the County's Purchasing Policy and Code of Ethics Policy. USE OF COUNTY FACILITIES FOR STAFF PROMOTIONS Distribution via e-mail and posting of posters and flyers will be considered the preferred form of promoting employee-purchasing programs. ~~, ~~.¡¡. #--~.,>. "~~'\ i(~ ïl .: REPORT TO COUNTY COUNCIL FROM: Sonia Beavers DATE: 08 October 2003 SUBJECT: St Thomas and District Labour Council INTRODUCTION On March 19, 2003, the Corporation of the County of Elgin received a letter from the St. Thomas and District Labour Council. The letter requested that the Warden and Council consider developing guidelines for workplace procurement and that the County of Elgin also consider looking into creating and/or amending the County's Purchasing Policies. On April 22, 2003, CounciJ made a resolution to develop a No Sweat Procurement Policy in consultation with the Corporation's Purchasing Co- Ordinator, the District Labour Council, Employee Unions, and other interested community groups and citizens. Council requested the opportunity to review a draft "No Sweat Procurement Policy" prior to adoption. A draft copy of a No Sweat Procurement Policy was received from the St Thomas and District Labour Council, which was forwarded to the County Solicitor for review. DISCUSSION: A preliminary evaluation of Council's Recommendations has been completed. The evaluation included input from a) several municipalities, b) the Ontario Public Buyers Association, c) the Elgin/Middlesex/Oxford Purchasing Group, d) County Solicitor. If the County wishes to pursue the request from the District Labour Council, the following concerns must be considered. o Purchasing in general should allow for open, fair and competitive pricing. The development of a procurement policy that details where purchases can be made would in fact restrict competition. o Who monitors the companies? Who's responsibility should that lie with, and how does the County determine whether the goods have been made in actual sweat shops or in a foreign country who use young children as labourers? o A No Sweat Procurement Policy would not be enforceable therefore open to liability. o To request that all suppliers of apparel or textile goods and services, and all trademark licenses to provide the names, addresses and contact information of each subcontractor and manufacturing facility to be used in the production of products or rendering of services to the Corporation and its Agencies, Boards, Commissions or Authorities, and for us to share this information with the public may again result in liability. In addition, it is difficult to ask a supplier to identify each item used when manufacturing a product Suppliers will not be able to provide the information we are requesting and therefore their bids will be disqualified and may be perceived by the supplier as discrimination. No doubt there is considerable value in seeking to use municipal purchasing power to advance socially worthwhile causes. Unfortunately, there often appears to be no end to such causes. Advancement of one cause can only take place at the sacrifice of others. o To specify what brands the County purchases is a restriction of trade as there is no list of approved brands generated and/or regulated by any government body. The County may be exposing itself to legal action by any organization or person who disagreed with the list. Ultimately the County could be creating the parameter for abusive buying restrictions. o To specify particular brands and vendors based on unsolicited recommendations from third parties, no matter how well intentioned, may expose the County to litigation. o As far as the Ontario Public Purchasing Association is aware, the Legislative Assembly of Ontario does not and as of yet has not been asked to consider the request made by any District Labour Councils. CONCLUSION: Although the County of Elgin sympathizes with the St. Thomas & District Labour Council's intent and would like to thank them for their interest in what is a global problem, the County needs to assure the St. Thomas & District Labour Council that we will do and will continue to do everything in our power to purchase from ethically and socially responsible vendors. The proposed policy received from the St. Thomas and District Labour Council is too broad and, as such, the County Solicitor recommends against adoption. RECOMMENDATION: THAT a letter be issued to the St. Thomas and District Labour Council a) sympathizing with their intent, b) thanking them for their interest in what is a global problem, c) assuring the St. Thomas & District Labour Council that the County of Elgin will do and will continue to do everything in its power to purchase from ethically and socially responsible vendors; and, THAT the proposed policy received from the St Thomas & District Labour Council, be received and filed. Respectfully Submitted ~.,. ~""'H'A Sonia Beavers Purchasing Co-Ordinator ~~»~~/ Li da B. Veger Director of Financial Services Mark . Chief Administrative Officer REPORT TO COUNTY COUNCIL FROM: Helen L. Notte, General Manager, Long-Term Care DATE: October 1, 2003 SUBJECT: Terrace Lodge Pool INTRODUCTION: At its' April 11 , 2003 meeting, County Council directed that the pool at Terrace Lodge was to remain open and repairs, as needed, were to be at County's expense. Estimates for the required repairs have been obtained. Approval from Council is necessary before work can begin to repair the pool. DISCUSSION: The Corporate Facilities Officer has received verbal estimates from pool contractors for the following: y Repair of pool room walls and door frames estimated to cost between $8,000 and $10,000. y Pool drain upgrade and re-grouting to cost between $18,000 and $20,000. Currently, the YWCA rents the pool for a variety of community swim programs. The Y has been consulted about the proposed pool and pool room repairs. The window of opportunity for repairs is the month of December since swim programs are not held in that month. Programs resume in early January. Staff recommend that the full scope of repair work be completed in December in order to have no impact on the YWCA swim programs. Council approval of the project and its' costs is required before the written quotes will be obtained and the work begins. Staff will accept the lowest bidder for the project. CONCLUSION: County Council is being asked for approval in order that staff will obtain written quotations for repairs to the pool at Terrace Lodge. Estimates received from reliable pool contractors suggest that the complete project will cost $30,000 at the upset limit. The YWCA prefers that repair work to the pool be completed in December when no swim programs are scheduled. Staff recommend that plans proceed and 1 work be completed in December at an upset limit of $30,000, inclusive of taxes. Council approval is required before the project can proceed. RECOMMENDATION: THAT the October 1, 2003 report, ' Terrace Lodge Pool', be approved, repairs to the pool and pool room at Terrace Lodge be completed as outlined at an upset cost of $30,000, inclusive of taxes, and the costs allocated to the Millrate Stabilization Fund. Respectfully Submitted Approved for Submission !rtÁld~ Helen L. Notte General Manager Long-Term Care Mark aid Chief Administrative Officer 2 REPORT TO COUNTY COUNCil FROM: Helen L. Notte, General Manager, Long-Term Care DATE: September 29,2003 SUBJECT: Compliance Report - Bobier Villa INTRODUCTION: The Ministry of Health and Long-Term Care did the annual compliance review at Bobier Villa on September 17, 19, and 25, 2003. The report is presented for Council's information and staff direction. DISCUSSION: The annual compliance review was conducted at Bobier Villa by the Compliance Officer on September 17,19 and 25, 2003. Two (2) unmet standards or criteria were cited. These are: 1. The person responsible for managing recreation and leisure services is not qualified by education and experience for the responsibilities of the position. 2. The care and services provided to each resident is not always documented in the resident's record according to facility policies and procedures. Ten (10) observations were noted by the Officer. In general, observations included comments related to: 1. Clean, odour-free and well maintained facility. 2. Resident's neat dress, grooming and seating. 3. Resident's satisfaction with meals. The Officer noted occasions where staff levels prevented residents from being assisted to eat within five (5) minutes of meal service. 4. Documentation by activity staff. 5. Multi-disciplinary staffing at care conferences. 6. Evaluation of weight changes. 7. Physician documentation. 8. Chemical storage. 9. Emergency procedures staff education. 1 O.lnfection control program be reviewed. The full hand-written report is available in the Administrative Offices. Strategies have been set in place with registered staff to meet compliance of the unmet documentation standard. The Ministry of Health and Long-Term Care's Regional Director and Compliance Officer have been asked to meet with the County's CAO and General Manager to discuss the unmet standard regarding the supervision model of the activation staff. A meeting is scheduled on October 20,2003. Details of that meeting and staff recommendations will be brought back to County Council for information and further staff direction. A preliminary discussion has been held between the General Manager and Consultant, Fred Galloway. CONCLUSION: The Ministry of Health and Long-Term Care's September 2003 annual review of Bobier Villa resulted in two (2) unmet standards and ten (10) obervations. The County's CAO has requested a meeting with Regional Office representatives to discuss the unmet standard as related to the Homes' new organization structure. The meeting is scheduled on October 20, 2003. Today's report is for County Council's information. Staff will report back to Council once the meeting with the Regional Office has been held. RECOMMENDATIONS: THAT the September 29, 2003 report, 'Compliance Report - Bobier Villa' be approved as presented. THAT the results of the October 20, 2003 meeting between the CAO, General Manager and Ministry of Health and Long-Term Care's Regional Office representatives be brought back for County Council review and further staff direction. Respectfully Submitted Approved for Submission ~~~~ ) Chief Administrative Officer ... dtud~ Helen L. Notte General Manager Long-Term Care ., .;".-'-,:'."~: :'.::;,.'.". ':_'~~-::~-~~;-7:::-'~ ~ )ntario Ministry of Health Long-Term Care Division Residential SelVÎœs Branch 5700 Yonge Slreet, 7th Floor North York ON M2M 4K2 Report of Un met Standards or Criteria Rapport sur les normes ou critères non respectés Ministère de la Santé Division des soins de longue durëe Direction-des services en établissement 5700, rue Yonge. 78 élage North York. ON M2M 4K2 Regional Offices/Bureaux régionaux Toronto (416) 327-8994. London (519)434-1105. Ottawa (613)787-4040 I 9 <I.;;z.s; ð 3 ong- Term Care FacilitylEtablissement de soins de longue durée -"l3.o~J~ UJ L~ ¡ -a.ø¡a I C~ ddresslAdresse !ame and Ime of LTC Divisron representaliveJNom at fonction du (de la) représentant(e) de la Division C. ~e, COYY\ PL uq,uc.e: 40ULSCJ¡¿ LANe. -ou.--n-o",] "ype of review/Genre d'inspection ¡,A,nnual ::::r Annuelle ] Fo Jow~up Suivi O Complaint Investigation Enquête à la suite d'une plainte O Complaint investigation follow-up Suivi d'une enquête à la suite d'une plainte O Pre-sale Préalable à la vente O Post-sale Postérieure à la vente O Pre-license Préalable à la délivrance du permis ] Referral Visite d'un(e) conseiller(ère) O Other (specify) Autre (précisez) he following statements reflect the results of the faciHty perational rev;ew as based on Ministry of Health standards and riteria for resident care, programs and services in Long- Term Care Icilities. 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UtL-U4 ~u:J I DAJ ddress{Adresse "BE eLJF¡L UA-TEJ) q I+C-T/DAJ ~R PAr 1/ 17'--/ POLl C'--/ ~ DETITIPt!\J, PL-E:Jq-S:E EIÙ>..uK?r= m"KF pJ.?F:-A uEiÙTL '-I . , ' (? ,D:x:.u P7=<ITP 0 J r+ s J ð ¡¿ ö tl2 € t:> "J3 'I PI! Y'5, DR.. /¡t:}KF/ù IF uJe; 1('...--#-/$ ¡q..u:;-~ C"/vnPL.F:tEn ?L. EAS.¡=:::- 'Pf-t. 'I $1 CIA r-J REvtE'W POLl CY / P~II ,E: / R,IE". rAé'ILlìY ~ l , I4-!2Te;€. L. '-4 R E u I E=:u.. ) s ~ (' é'ì m PLE:77 c\ù Of=: Ì't'\ C-l.L rn. €"J\ \ 'TA- ¡- ¡ () ^-.J . -SI A- F F Ft-¡Q 1= IFf 1+., R~It0ÙED C-f-I.EìY1LCA-L ~ SNOCLL b ~E rrîAlflJTA/llfEI'::> )/LJflC<~""'=:<:::I(BII-=- 10 ,(2E?;::::lnE/L¡i<:; 'E )-JOU:S¡=-K"EFP¿ILlL~ f>.A-.e:T) ¡¿FC~lS.TFRFí) ST;+FF R.e¡=- 2.pmlI\JIìF ,0 Yì£D [c: A-T/o~ I Ù ) //1 )(">-- f' ~"" fY\ J() E¡U"" .,<2 F A PP¡;;;DPf? IA-TE / ("j rt:::.1 IV/-.-- /1F c.Æ- ,(¿T 4 DI sTRi ¡?,u- ¡-¡n0 fJf!t:JciIÇES /,.0 CotUSu JrJF.IJ t3Y ,REs. ') (, pc FlU Su II? F' /'YltD Ie- A-//é! AJ ç J: /s STfiFF E/.Joc4T/olÙ ¡Q¿J'f/lJIU/A-le;.- hlJ/"L.u-tJE II ~mFÞ&FJ¡ \é'-/ REO c- ð 1?1 /77 e71 ) £X:::7J /H fiT 8F.<:;<:lo/t) ($ \ Ð/U FAc fL flV ~ fJ R t"1 r F'Dr I Æ'~<:; R JL) /Lh{ fiG 1- '--I ¢ RES I n E/UT Or€¿;:) ,HAr ~<5-ð/AJcS- ~LJELCP/7J~ -:Tn .4, ¡:¡ -ÞZE¿) f E2Ù oF TlTr h- /:5 fl)FCc:T7ð.A..J FrJc.J L II O'-lC/éS v P.eoe-. /$ "^'OE.Æ!.w ¿:?~r (')/77/YJ~ ìDE /ì CDAiT£o L P R (,)é-;-R >"h7i ßÆ? Cð/71? .?-f:=;" &,0 , Jõ ÐLJ<;;u..ð=- :.oAJ""/~TE)1JT /IVTERPR.-'I;;:TH¡ /Ðr0 ó t= r:rx- ¡.A R-t:=;R K. Pr=:F /lU I T? oAJ l' ~ J?7.CJ/1.J / 'TDÆ / /lJ 6- rfE Signature of Health Care Programs Division representative/Signature du (de Ja) représentant(e) de la DiVIsion des programmes des soins de sanlá . ~ Original; Health rograms .Division Copy: Lorg.Term Care FacilityOriginaJ Original: Division des programmes des soins de santê Copie: Etablissement de soins de longue durée ·52 (01109) Page .3 011'. 3 7530-5556 ) Ontario , ...."! ~_._~~- Ministry of Health and Long-Term Care Ministère de la Santé et des Soins de ongue durée Observation/Discussion Summary Sommaire des observations et discussions :mal Offices/Bureaux régionaux Iton (905) 546-8294, Kingston (613) 536-7230, London (519) 675-7680 ,ury (705) 564-3130, Toronto (416) 327-8952 Dale of review/Dale de I1nspection S €.fOr n 19 ;¡.::;- 03 erm Care Facility/Etablissement de sains de longue durée '72=ÖI6'e. U'L.LA sfAdresse I &i'F.YEV'L LANe:, D<-L-..o,J ~nd title of LTC Division mprasentative{Nom et fonction du {de la} représentant(e} de la Divis1an C-- c.,eA-Ne- , e of review/Genre d'inspection nnua! nnuelle oUow-up uivi ¡eferral ¡site d'un(e) conseH!er(ère) CDYn.PLJo'TNC-Eõ A¡:;UIs.oe. O Complaint Investigation Enquête à Ja suite d'une plainte O Complaint investigation follow-up Suivi d'une enquête à la suite d'une plainte O Pre-sale Préalable à la vente O Post·sale Postérieure à la vente O Pre-license Préalab!e à ra délivrance du perm is O Other (specify) Autre (prscisez) Jlfowing ref/eçt exp/anator¡ detail related to vations/discussions over the course of the review. This 1ation is provided as guidance to the facility and written nse is not required. On trouvera ci-dessous une explication détail/ée des obseNations st discussions formu/ées au cours de /'inspection. Ces renseignements sont fournis à f'établissement à titre d'information; iI n'est pas nécessaire d'y répondre par Scrif. - / .#e- "c;:;C/Á / T'I' ;:tF>PEP/2.S G lJ f ù ElljCF Co L£'J910 > Oùov-!?- FR.EE, Gi W CL..'- /YJ"VN?;q/}.JEJ) J of EFFEcTiVE /!c>ClSeXEcP/N& g m-4IN-rt;;,J ~G ~ðGRfM7S, STfiFF p¡¿/E ~flJC..ð(..J.fi'.~b '"fë, mOANToÆ. IH€ CoAJD/77o..J or l(~? / \ DRAINS IN #-"!LLs' \.../-= /YlA6NO¿JR.,j 7b C'fi!I4CK£D B£ /9Æ£J95 «'UAl.t::EJU (FbSSiß¿£ ¡::LCöJe,A1r;. ARci't S J4te oLLAJD :.u-S" u.,eE FL.oOR.lfIJ(." 1<; A.b/" TRIPP/Dr-.- NR2.AR.D 'RES,IDEÃIT<. YoSfTI()t0E-Ù 1<~SIDENTS PO$:ITI1/6 rHRoÚ~~(iT ¡:¡J:),O~ uE)"¿y NEATL'-I VRESSE,[) '1 GteoðrtTED ~ CLJ""'FcR:TA:6LY hJ CHAIR5> JRFD /7-; /Jj7,¡7,¿o/,¿/~. , Re: PoRTP: D .sA-T/~J'tCTI O,J l.( J lTI-f STRPF ) 7<.tE"SIDl;::túT 1Af7£RAGTJoAlS I C<iÆ.E PÆOUJbe':'D· I-V,<=:RJ= aR<.t:P 117= /') THE ¡:::Ac It ITV Y<r=:s. ID P-AJT S. SI4TIS'F./TC-7'l¿:ø,J {..LJrr>-l /77~L:S <:--6'> 1E1?"'t/ 1.'-/ R£plJp-n=;-£¡ leE<;;; /" ÐúTS Signature of Health Care Programs representative/Signature du {de fa) reprêsentant(e} de la programmes de soins de santé ~ Origil'lal: Health Care Programs Original: Programmes de scins de santé 100/02) Copy: LOf1g-Term Care Facility Copie: Etab!issement de soins de longue durée I '3 Page of/de 10/03/2003 08:25 6312530 CBARON ELGIN COUNTY HOMES & SENIORS SERVICES DATE: TO: Attn: FAX# ~ #p¡¡ge ?' fM . ~t1AJ FAX COVER SHEET FROM: Elgin Manor, R#1, 39232 Fingal Line, St. Thomas. N5P 3S5 ELGIN MANOR Fax (519) 631"2307 o TERRACE LODGE F'ax (519) 765-2627 ü BOBIER VILLA Fax (519) 762-2361 TEL (519) 644·0140 OR ïï3-9205 TEL (519) 762-2~17 FROM: =~~~========~============~======~=============;~~===~~=====~==~=~= Message , PrI- ~. -:-~Ë :~;¡::?~.1A-;-:CÌ' :;-'1 7'HIS :=ACS;.\lIl= S :NïS::'-4C:::: ~·:R THE :--JA~,1E:J ~ECIPtENT CNL'( ;7 \IAY :::::NTAi~ :\"'Jí=CR~I'A7'ICN -HA-;-:S ?RIV!L=GE~, ::JNFiCËN71AL. AND EXE~J1PT F?C:.! :jSç~:sc~= :"';NCE~ .~FPUc...;aL= L.AYJ. !F ï~E ~~4E~ OF THIS ,\IESSAGE 15 NCT ï"H= i~¡7ENC"ëJ ;<.e·:::PIE;-.jT. CR TCiE ":<tPl-ÇY,,E R=SPGNS:SLE: ¡::CR [;E!.NERING TCiE \1ESS"'Gc ,C 7HE :NTENDEQ R=CIP!E~'. YOU "'Rê' ";="E3Y NOTiFIED THA, ANY C¡SSE\HNA7rCN, LiISTRJ8:JT1CN ~R ~=~YrNG CF Ti-:!S COMMUN1C)¡T:ON IS SïR!CïL.Y ?QÇH!317=O, :F YCU H~VE Rt=,::~¡\j~: ~~!S çç~1~.tL',"'iiC,J.. TlCN iÑ ::RRCR. QR THE~E ,;~= ANY ~RçaL=~,1S ¡.\J:-RANS~IISS:CN. ?L.E.AS~~Cî¡FY 'JS ;MME~IA -;-:::...'( 3Y \E!....E?~CNE. PAGE 01 10/1'13/21'11'13 1'18: 2~. 5312531'1 CBARON PAGE 1'12 ® Ministry of He;alth and Long-Term Care Health Care Programs DiVision Report of Unmet Standards or Criteria Mlnistilre de la Santé et des Soins de longue durée Division des programes des soins de santè Raport 3ur les normes ou critères non respectés Long.Tenn Care FacIIltyl bll....m.nt de sol"" de longus durée Terrace Lad S Standards or criteria Review l'e$ults Nommes 01,1 crltèfes R'sultats de l'lns ection Date for çorrective action Dat.,. de Ia. me&ure corrective Pi.tO Each resident did not rscaNe nutritional care according to hi9lher assessed needs Of measures Wêfe not taken to identñy and addlÐ9S problems refated to nutrition (examples discussed). The following unmet Cliteñon was identified at the time of this follow-up review: Changes to the meal were not mar1l:ed on the production menu before the preparation olthe meai commenced (examples discusSed). Reissued I TIme Expired Corrective action to be initiated immediately. 6323 NOV. 1403 ,',",. Ø3.'->t IVtJ;(. Compliance Plan due: October 16, 2003 Signatuno 01 He.1tI1 Care Programs Division representativeJSignature ré. ) de r.. Division . soins da ..nté Ort!;!1 af; Heatth Care Programs Division Origin;¡¡¡l; Division des programmes dM. some de santé Copy; Long-Term Co", Facility Copie:Élablissemsnt de Soln. de longue du. page /ollde ;;. 10/03/2003 ~8:25 5312530 CBARON PAGE 03 ® Ministry of Health and Long-Term Care Health Care Programs Division Report of Unmet Standards or Criteria Mlnlstère de la Santé et dea Solos de longue dum Division des programes des soins de santé Raport sur les norm8S ou critères non respectés Regional OfflcelBureau régional Southwest Region, Health Care Programs ste. 201-231 Dundas Street, Landon ON N6A 1H1 Date of _lewlDate de l'lnspecllon October 1 and 2, 2003 Long-Tarm Care Faclllty/Établiaemant da soIns dalongua du"" Terrace Lodge ...ddress/Ad...... 475 Talbot Street East, Aylmer ON N4H 3A5 Nam.. and title of LTC DIVISIon represantallvelNom et fonetlon du(da la) rep..-..tant(..) de la DivISion Carol Durocher and THna Tralman. Dietary Advisors Type of rev iewl Genre d'lnspeçtiòn .'.- DAl"Inua' Annuell.. Complaint Investigation Enqut118 à la suite d'una plalnte o Post-sale POSÍIIri8Ure à la vente r:I Follow-uP L:J SuM SW2137 D o D Complaint inve&1lgation follow-up 0 P....Icen.e Sullli d'une enquota à la suite d'une plain préalable è la déllvrance du permls D Referral Vlsite d'un(e) consoiller(ère) Pre.gale Préalable à Ie vante o other (speclty) Autre ( p!écisez) The Ibllowing statements reflect the results of the facility operational review as based on MiniStry of Health standards and criteria for reskjent care, programs and MrvIces in' long-Term Care facilities. Les Obse/Vatlons sulvant". IIlustrent lea resulta1s d& I'inspection des operations do 't!itabJissen1&nt e1rectuée sur la base des nOJJT1es et critènts du mioiat$1'I!t de fa Santé en ma~ra de soins aux Pensionnaires et de programmes et d& seMces offerts dans Ie. établlasements de soins de longue durée. Standards or criteria Review re.ults Dele fer colfBctive eclion Normmes au crilères Réaullals de l"inll........on Dabs de la mesure corrective The following unmet criteria have been rei&sued at this follow-up dietary review. P1.4 Each day. each resident was not always provided with a variety of foods Reissued I Time Expired incfuding at least the following: Corrective action to be Grain products: live servings of whole grain Of en~breadS and cereals initiated immediately. (examples discussed). !è-..rvìttf'? çf ,¡~/ ;/5 ~MoI/C fY¡¡p{¡ç/S P1.24 1'e:"iJlllt"ef_ Not all residents were provided a pleasurable dining experience with meals Reissued I Time Expired served in an unhurried manner, in comfortable dining areas equipped to meet Cor¡ec!ive action to be the meal se/Vice requirements of reaidents (examples discussed). initiated immediately. PI.27 Dietery services is not organized to provide nutritional care according to ReiS$ued I Time Expired residents' needs consistent with their plans of care (examples discussed). Corrective action to be Initiated immediately. Copy: Long-Term Care Facility COp;e:~tabll$semer1l de aoina de longue dUrée pag~ of/de :l 10/03/2003 08:25 6312530 CBARON PAGE 1'14 ® Ministry of Health and Long-Term Care Ministère de la Santé et des Soins de longue durée Observation/Discussion Summary Sommaire des observations et discussions Regional Offlce/Bu....u t6gIonal Southwest Region, Health Care Programs Ste. 201-231 Dundas Street London ON N6A 1H1 Data of __/Data de ¡'lnapeCllon October 1 and 2, 2003 Long-Tenn Ca... FacllltylÉtoÞliaeem8fJt de solne de long"" du..... Terrace Lodge ~1'1I8SI^al_. 475 Talbot Street East, ~Imer, ON N4H 3A5 N.me and title of L IC Divis "'pI'Ð8entatlv8/Nom at fonctlon du {de la) reprèa8ntantte' de I. DMalon Carol Durocher and Tiina Tralman, Dietary Advisors Type of review/Genre d'inspection D Annual Annl,Jélle D D Complaint Inwstigation D POSI...ale Enquate à la suite d'uns plainte Postêrleure à fa vente Complaint Investigation follow-up D Pre-llcenos . Suivi d'una enquèls /lie suite d'une plalnle Préalabls à la dllllvranœ du pelmlS Pre-sale 0 other (specify) Prllalable à la ..,nle Autre (prllcisaz) r:l Follow-up SW2137 ~suivi D ~~!un(e) consailler(ère) D The fDi1ow¡ng reflecl 8Xp/anelOty de/alltø/a/ad /0 observation$/dfscussions overt/'te COU138 of the review, This infomtation i$ provtdtJd as guidenœ to th8 facility and written f8sponæ is flot requirød. On Irouve", ci-dø$sous une eIIpllcalion dé/aHI6e des observations sl discussions ronnu/des au couro dal'1nspsclion. Caa renseignøments $011/ roumis" r6tablissemet"lt S tIt1a d7nronna/ftJn; 1/ n'est pas nêc&ssaira d'y nlpondre par 6crlt The facility has made some progress since the last follow-up review (ApriI2003) however all of the unmet criteria observed remain in non compliance. Not all corrective action and timelines were implemented, monitored and followed. Menu Planning In regards to unmet P1.4 · Residents receiving a puree menu plan did not receive the required servings of whole grains/enriched cereals. Not all residents on a regular diet were offered bread as per the therapeutic menu. · The vegetable servings appear to be adequate however there are attemate menu items that are not considered a vegetable serving i.e. Pickles (week 3 day 3 supper), (week 2 day 2 supper). · The menu continues to lack variety as evidenced by the following observed menu days - week 1 day 3 menu was changed from corned beef to roast beef; roast beef sandwich was also served at dinner - note that therapeutic menu identifies beef sandwich on week 1 day 4; ground beef ~.r¡(ed 2 consecutive days i.e. as hamburger served week 1 day 1 lunch and as shepherd's pie day 2 dinner; comed'ffidentif!ed on the menu week 1 dey 3 lunch and day 5 dinner; peas are served week 2 day 3 lUnch and dinner, angel food cake and straWberry shortcake (two similar cake types) served 2 consecutive days; sandwich served day 7 dinner- no hot entrée available. · Protein at breakfast is not identified on the week (1) at glance menu (day 4). · Nutrient analysis (menu items) do not reflect the actual menu week 1 day 3, 4. As well, 1" choice menu plan i.e. broccoli rice casærole may not reflect a full protein serving. e The therapeutic menu and week at a glance do not consistently reflect what is on the menu and/or being served i.e. week 1 day 3 and day 4. · Menu analysis for a resident's renal diet is not available. The dialysis menu is repetitive and lacks variety. The menu does not identify resident's name. There is no therapeutic menu to complement the week at a glance and to provide ¡dance for staff in regards to fluid restriction, protein etc. The menu is incomplete - alternates are not identified. Signature of Health Care Prog""". rep""",nlativølSignat1Jre du (de la) ~~desolnsdesantll Original: Hearth Care Progrmns Division Original: Division des programmes de soins de sent' Copy: Lon!/- Term Care Facility Cople: åabllssement de soin. de longue durée PO_ /""_- Lf 10/03/2003 08:25 6}12530 CBARDN PAGE 05 ® Ministry of Health and Long-Term Care ObservationIDiscussion Summary Sommaire des observations et discussions Ministère de la Santé et des Soins de longue durée long.- T$I'm Care FaclIitylÉt.abnssement de soin$ de longue dLltM Terrace Lodge AddJeSSlAdresse 475 Talbot Street East, Aylmer ON Menu Planning In regards to unmet P1.1 0 . . . · Menu week 1 day 3 lunch (entrée) and dinnet (vegetable) were not 'dentlfi~d on the produGtJon menu. · It was noted and confirmed that frequent menu changes are made. Production staff do not follow the planned menu. ....'... Meal Service In regards to unmet P1.24 .. . . . · It is noted that additional supervision is provided in the dining room h~ver Identified resl~ents ~Id not receive adequate encouragement at meal times on observed days. Three r~sidents were s~d With th~1r soup, en!Tée and dessert - left uneaten and no altemate was provided to encourage Intake. Not all residents rece,ved SUpervision during ice cream pass. A resident with impaired swallowing wes eating ice cream in the hallway unattended (P1.19/B3.32) · Residents on a pureed meal plan were provided only the first choice (83.28). · Course by course meal service was not provided on observed days. Dishes (soup, entrée and dessert) were stacked on the dining table as observed at breakfast, lunch and dinner meal service. A number of residents were served their dessert during which time they were still eating their entré¡:;. Residents left their entrée and proceeded to eat their dessert (P1.21). · Second helpings of food and fluid were not routinely offered (Dietary P-Guldelines). · ~ot all food and fluid temperatures are probed/recorded at point of meal service ·for desserts, texture modified menu items, Soup was pre-portioned at dinner (18 bOWls)-the last bowl ofsoupwes probed at 130F. Milk was probed at 50F (P1.23). · Knowledge of dletltexture by staff involved in eating assistance is not evident and requires further ¡nservice education (P1.6). · AM snack cart arrived in the upper nursing station before 10am (Oct 2) and was not delivered until after 10:30 am. This affects the temperature of fluids (P1.17/P1.18). · Improvement is noted in the delivery of nutritional supplements and ice cream - a list is available however It does not identify residenrs diet; texture, fluid consistency or allergy. For example, staff identified a resident with an allergy to chocolate however this is not reflected on the diet sheet or nutritional care plan. Nutritional supplements remain unlabelled. · Reassessment in relation to appropriat¡:;ness of residents receiving trays in their room is recommended at least quarterly by the interdisciplinary team members. In regards to unmet P1.27 · Current resources (kardex) are available to provide guidance to staff but was not used by dietary aides responsible for portioning and plating to ensure the correct diet, texture, preferences and special utensils are provided. This practice was observed at observed meal and nourishment delivery. · It is recommended that the diet kardex system be reviewed - it is not organized by table for service and sUbsequently staff do not refer to the available information. · Residents on a pureed meal plan received meat resembling a minced texture. The product was runny. Recipes for minced and pureed menu items need review. · Men altemates for ureed and minced were not re ared and rovided at meals on observed da s P1.8. R8_ '!he F"'" ity~YJR u' rét.bl~a' slgnatu'" of Long-T8rm ea", DMalon "'pteaer¡!¡¡tiveiSi¡¡noture du(de la) rep ) de la L-L ~ j I D n SQins de Eon~uEl duté$ .-~ .' K'~. Orig~naf: Lo~9'" Term Care Division Copy: Long-Tern Care Facility Ori¡¡lnal: Division dl!S 50Ina de longue durée Copy: É!ablissAment de sains de longue durée pagep--- ofIde L( 10/03/2003 08:25 5312~30 CBARON PAGE 05 ® Ministry of Health and Long-Term Care Observation/Discussion Summary Sommaire des observations et discussions Minietère de la Santé et des Soins de longue durée Long-TðfTI1 Cate FaGilily/E.tabliS5ement de soins de longue durée Terrace Lodge AddnosslAd....... 415 Talbot Street East, Aylmer ON Nutrition In regards to unmet B3.23 . .' . . · Documented care assessed needs/intervention were not acknowtedg,:d or.practlced ~s,e\llden~ by residents need for appropriate texture-modified foods, thickened fluids, hi fibre, Vitamin C ¡UlCeS, asslstive devices and preferences. ~~~. . . Thickened fluids are not prepared according to a prescribed consistency. Current policies and procedures are not in place to guide the staff and service delivery of thickened fluids. Directions for fluid consistency are not clearly identified in the care plan. R!,\~idents on thickened fluids received thin fluids. Chocol.ate milk was not thickened. · Not all diet and nutritional supplements orders are written. , . It is recommended that orders for trialling textures be written. It is unclear as to how tolerance IS monitored. · Several diet discrepancies and inconsistencies were noted between progress notes, care plan, resident profile information, MARS and dietary. · Not all documented dietary care plan requirements are carried through to the diet kardex. · Meal service assistive devices are not routinely identified in the resident's plan of care I.e. nosey cup, assitive devices. · A resident was identified on a diabetic diet and received regular Gingerale (Diet Gingerale was available on the nourishment). Diet list of all residents is not available to guide staff. · Although a quarterly review was conducted for a resident identified at high nutritional risk (renal diet and dialysis treatment), monthly follòw-up was not completed as per consult schedule. It is recommended that the identified residenrs individualized diet be available in the care plan section to provide guidance to staff. · An identified resident's initial assessment was incomplete including resident preferences (B2.4). · Not all quarterly assessments have been reviewed by the dietitian in a timely manner (B1.6/2.6). · HCA documentation record incorrectly indicated checkmark to reflect amount of food and fluid taken (B5.4). · It is recommended that a poHcy be developed to clarify the dietitian's role in writing diet orders including nutritional supplements. · There has been progress made in regards to B3.24. · Bath charts ara available however, goal weights are not recorded. It is recommended that this form be reviewed to ensure reweighs are recorded. An identified resident request for reweigh was not followed up by the dietitian: Quality Assurance · Management and dietary need to review the quality assurance program and evaluate dining and meal service (through performance indicators/audits reinforced by continual staff training and job routines. This will ensure aJI staff involved in meal service: a) understand meal service requirements b) practice and promote pleasurable dining techniques c) practice and promote safe food handling techniques (M2), · It was also that there was a high number plate waste. Monitoring of the acceptance of menu items is recommended. · It was noted that production sheets section to record leftover or food shortage is not completed. · It is recommended that the wooden counter be replaced with a stainless steel countertop to prevent the potential for cross contamination and foodborne iJIness (M1.19), Signature 01 Long-Term Care DiviBiOn·representalivolSignaluro du(d.la) ... n~Urée Copy: Long.- Tem Care FaclßIy . Copy: Ë!aÞlissem.nt d. som de longue durée Pase3of!de i rlglnal: Long.- Term Care Division Oñgimll: Division des soins de longue durée 10/03/2003 08:25 6312530 CBARON PAGE 07 ® Ministry of Health and Long-Term Care Observation/Discussion Summary Sommaire des observations et discussions Minisœre de la Santé et des Soins de longue durée Long- Te"" Care FacllltyiStabllssement d.. sol"" de longue durée T efface Lodge AddreoslAdre..e 475 Talbot Street East, Aylmer ON It is noted that the purchase of med carts and steamtable are on order. Purchase order reviewed. Expected date of arrival is CèkbeY 3o/ò,j, . ...... Raœivod the Facility bylRoçu ~ I'ét.blissom..nt par Ie n nt(èdè/a ¿/).~ Ort inul; lOng-Term Cal& DiviSion Original: Division des soins de longue dUr8e Slgn~Iu'" of L~g- Term Co'" DMaion rep""",nlativelSlgnatule du(de Ii) to. des soms d longue durée . K'1J- Copy; Long-Tern Care Facility Copy: É\ab/l8sement de aolna d.. longUlt dur6e pag"'1Dflde i REPORT TO COUNTY COUNCIL FROM: Helen L. Notte, General Manager, Long-Term Care DATE: September 29,2003 SUBJECT: Service Agreement for Elgin Manor (D-026) INTRODUCTION: A new service agreement between the new Elgin Manor and the Ministry of Health and Long-Term Care is required to provide for our 20-year construction funding. Subject to County Council's approval today, the documents are available for signature by the Warden and Chief Administrative Officer. DISCUSSION: The development agreement and legislation governing the development and operation of Elgin Manor require that it be the subject of a service agreement. The service agreement provides for construction funding in respect of our redeveloped facility. Construction funding from the Province is paid at $10.35 per resident day for twenty (20) years, totalling $6.9 million. Funding to the County was triggered by the move of our first resident on August 11, 2003. The service agreement covers the period from move day, August 11 , 2003 to December 31, 2004, at which time, the agreement is renewable by both Parties. Subject to County Council's approval today, the service agreement for the new Elgin Manor is available for signature by the Warden and Chief Administrative Officer. CONCLUSION: The service agreement with the Ministry of Health and the new Elgin Manor must be authorized in compliance with the development agreement and legislation related to our redeveloped facility. Council's approval will trigger signatures by the Warden and Chief Administrative Officer. RECOMMENDATION: THAT the service agreement between the Corporation of the County of Elgin (D-026) and the Ministry of Health and Long-Term Care covering the time period August 11, 2003 to December 31, 2004 be approved and carry the signatures of the Warden and Chief Administrative Officer. Respectfully Submitted Approved for Submission kd~ Helen L. Notte General Manager MarK Chief Administrative Officer 1 REPORT TO COUNTY COUNCIL FROM: Helen L. Notte, General Manager, Long-Term Care DATE: September 29, 2003 SUBJECT: Vacation Carryovers INTRODUCTION: Three (3) nursing staff have requested permission to carry over 2003 vacation credits into 2004. It may also not be possible for two (2) Elgin Manor Managers to use their vacation entitlement pre-December 31. Human Resources Policy 7.10 requires County Council approval of vacation carry-over requests. DISCUSSION: Three (3) nursing staff have requested permission to carry over 2003 vacation credits into 2004. These include: Name Home Carry-Over Reason Provided Requested Deb Prikken, RN Elgin 10 days Personal Manor Dorothy Fife, RN Elgin 5 days Winter holiday booked Manor Jan.14-18 Margaret Lyle, Bobier Villa 48 hours Personal RN The County's Human Resources Policy 7.10, section (a), 'Vacation Year/Scheduling and Pay, reads: "Employees must take their vacation during the year to which it refers and no carryover of credits to the following year will be allowed unless recommended by the Management Team and approved by County Council." Article 13.06 of the ONA Collective Agreement reads: "With prior approval of the Employer, vacations may be carried over for up to two (2) weeks into the next year and must be used in the first six (6) months of that year. Request to carry over vacation, must be made in writing to the Director of Homes/designate by no later than October 15 and will not be unreasonably denied by the Employer." 1 Both Mrs. Prikken and Mrs. Fife received approval last year to carry-over vacation days into 2003. Both utilized their vacation in accordance with the collective agreement. Staff support these front-line nurses in their requests. Managers will ensure that the carry-over days, if approved by Council, are taken by June 30, 2004. It is important to note that two (2) managers at Elgin Manor may have difficulty using their remaining vacation days before December 31, 2003. Vacation scheduling was somewhat challenged this year as the managers were kept very busy with details related to the new Manor move and settling in period. Every effort is being made to schedule Sue Sherriff and Pat Vandevenne's remaining vacation, however, this outcome may not be possible, balanced against operational requirements and manager coverage requirements that are Ministry dictated. Staff recommend that each of these managers, as a contingency, be granted approval to carry over up to five (5) vacation days, to be used by March 1, 2004. CONCLUSION: County Council is being asked to approve vacation carryover for three (3) nursing staff and, as a contingency, for two (2) Elgin Manor managers. The nurses' collective agreement provides vacation carryover as a right and benefit. Human Resources Policy 7.10 'Vacation Year/Scheduling and Pay', grants authority to County Council for such requests. Staff recommend approval of vacation carryover for the three-(3) nurses and, if necessary, that two-(2) managers at Elgin Manor be allowed the same privilegé. RECOMMENDATION: THAT the September 29, 2003 report, Vacation Carry-overs' be approved as presented. Respectfully Submitted Approved for Submission ~~ Helen L. Notte General Manager Long-Term Care Mark Mc 0 Chief Administrative Officer 2 REPORT TO COUNCIL FROM: Allan Reitsma, Manager of Information Technology DATE: 07 October 2003 SUBJECT: Internet Access INTRODUCTION Over the past several months slowdowns in network response time has been noticed by I. T. staff and systems users. DISCUSSION: Slowdowns can be cause by a number of factors both hardware and software related. However, the main determinant in network speed is the available bandwidth versus the .' amount of data being moved across the available bandwidth. With the proliferation of multimedia web pages the demands on bandwidth are steadily increasing with a negative impact to network response time. The Information Technology department is currently working on improving network speed through hardware and network configuration improvements. Aside from these improvements policy changes will also help to improve available bandwidth. Policy 13.10, section V of the HR policy (related to computer usage) states: V. Personal Use: Access to the Internet is for business purposes, therefore personal use is restricted to non-business hours and times. If an employee receives E-mail that conflicts with any section of this policy, they must notify the Information Technology Department immediately. The employee or staff from Information Technology will notify the sender of such E-mail that it is not appropriate and to cease sending any further such type of E-mail. Modifying this policy to state: Access to the Internet is for business purposes only. Will help eliminate those users that are accessing multime.dia sites (Le. radio stations) that are negatively impacting bandwidth availability. It is our desire that this revised p'olicy will be adhered to on a voluntary basis however at some point in the near futùre monitoring tools will be put in place that will help to identify those users that might be abusing the policy. The revised policy is not intended to stop individuals from sending or receiving personal email, however, this practice should be discouraged because personal email may expose the employee and the County to legal liabilities. . CONCLUSION: Modifying policy 13.10 section V of the HR manual to: Access to the Internet is for business purposes only. If an employee receives E-mail that conflicts with any section of this policy, they must notify the Information Technology Department immediately. The employee or staff from Information Technology will notify the sender of such E-mail that it is not appropriate and to cease sending any further such type of E-mail. will help to reduce bandwidth usage and help to improve network response time for users engage in work related activities. RECOMMENDATION: THAT policy 13.10 section V of the HR manual be amended to: Access to the Internet is for business purposes only. If an employee receives E-mail that conflicts with any section of this policy, they must notify the Information Technology Department immediately. The employee or staff from Information Technology will notify the sender of such E-mail that it is not appropriate and to cease sending any further such type of E-mail. Respectfully Submitted U~ Ian Reitsma Manager of Information Technology Approv mission REPORT TO COUNTY COUNCil FROM: Larysa Andrusiak, Ambulance Administrative Co-Ordinator DATE: 09 October 2003 SUBJECT: Request to sit on Elgin Health System Planning Committee INTRODUCTION The Ambulance Administrative Co-Ordinator has been requested to sit on the Elgin Health System Planning Committee by the Thames Valley District Health Council Senior Health Planner for Elgin County. DISCUSSION: The Elgin Health System Planning Committee is comprised of 16 to 20 members representing consumers, health providers and other sectors such as education, municipal, social services etc. Committee members serve two or three year terms. The objectives of this committee include increasing the degree of integration among health care providers in Thames Valley; developing integrated county-specific annual plans which identify proirities; to monitor and evaluate the impact of changes to the health system and to identify issues which require cross-county, district-wide or regional planning. It has been identified by the Senior Health Planner that emergency health service issues are of interest to this committee. CONCLUSION: Council is requested to grant approval for the Ambulance Administrative Co-Ordinator to sit as a member of the Elgin Health System Planning Committee. RECOMMENDATION: THAT Elgin County Council approve the Ambulance Administrative Co-Ordinator to sit on the Elgin Health System Planning Committee. Respectfully Submitted Approved for Submission c\~~ a\d~u.o~ wL Larysa ndruslak Ambulance Administrative Co-Ordinator Mark G. onald Chief Administrative Officer. REPORT TO COUNTY COUNCIL FROM: DATE: SUBJECT: Clayton Watters, Manager of Engineering Services 22 October 2003 Emergency Culvert Repair - Plank Road (County Road #19) at New England INTRODUCTION In the immediate past a heavy rain fell in the north part of the Municipality of Bayham causing a washout at a road crossing on Plank Road. This washout resulted in the Municipality of Bayham installing new jersey barriers along the road under the direction of county engineering staff. DISCUSSION: Two years ago on Plank Road (County Road #19) south of Straffordville a washout occurred that forced the County of Elgin to close the road to stabilize the side slope. Upon a review of the road crossing it was necessary to replace the road crossing at the same time. The cost for that project, still not 100% completed is $70,000. The crossing north of New England on Plank Road is now under investigation and emergency repairs are required. Staff has reviewed the site to determine what remedial action is required of which there are at least three alternatives: . . . 1. Slip line the culvert with a reduced size with better hydraulic capacity. This would allow the road to remain open to traffic and would incur the least cost. 2. The second alternative would be to bore a new culvert under the road near the existing crossing. This alternative would also allow the traffic to continue to use the road but with any bore is the unknown of what is you do not see. Existing soil conditions or the presence of old pipe crossings are not known. 3. The third alternative is to excavate the road and replace the crossing. This would not allow the existing traffic to use the road for approximately two weeks. The detour would be Highway #3 and Eden Line (County Road #44). In the immediate future County staff will complete our investigation on whether the culvert can be sliplined. This will involve opening the culvert to complete the flushing so that an interior visual investigation can be investigated. Page 1 of2 \\NW-ADMIN\DAT A\DEPART -1\Engineering\ROADS\Council Reports\2003\Road #19 Emergency Culvert Repairs.doc REPORT TO COUNTY COUNCIL FROM: DATE: SUBJECT: Clayton Watters, Manager of Engineering Services 22 October 2003 Emergency Culvert Repair - Plank Road (County Road #19) at New England CONCLUSION: Another emergency similar to one that occurred two years ago on Plank Road required the County to complete slope stability and culvert repairs. The estimate to complete the project is estimated at $70,000 which will be included in the 2004 Capital Budget for County Council approval. RECOMMENDATION That the culvert replacement on Plank Road (County Road #19) be include in the 2004 Capital Budget for County Council approval; and also That local vendors be selected for labour and materials based on availability. Respectful!y ~ubmitted 019vVi-- '1dI0 'on 0",<.. Clayton D. Watters Manager of Engineering Services Mark G. c Chief Administrative Officer Page 2 of 2 \\NW-ADMIN\DATA\DEPART-1\Engineering\ROADS\Council Reports\2003\Road #19 Emergency Culvert Repairs.doc CORRESPONDENCE - October 21. 2003 Items for Consideration 1. Ken Loveland, Clerk-Treasurer Administrator, Municipality of Dutton/Dunwich, with a resolution concerning enforcement of Parking By-Law EG1. (ATTACHED) 2. Norma I. Bryant, Clerk, Municipality of West Elgin, with copy of correspondence regarding a resolution conceming the West Elgin Parking By-Law 2001-50. (ATTACHED) 3. Dela Horley, Deputy Clerk-Treasurer, Village of Point Edward, with a resolution asking the Ontario Government to take immediate steps to increase funding for the Trillium Foundation; amend the funding; and to streamline the approval process for funding. (ATTACHED 4. Allan Smith, Fire Chief, Malahide Fire Services, requesting financial support to send five members of the Critical Incident Stress Management Team used by the County fire departments to the "Critical Incident Stress Management Conference 2003. (ATTACHED) 5. Inky Mark, M.P., Dauphin-Swan River-Marquette, requesting input on the effectiveness of the new Youth Criminal Justice Act on communities. (ATTACHED) f(£,,¿t'L1I.~() 6. Joyce Bennett, Chair, Thames Valley District School Board, advising of the provincial ""'0 Alf.u> Cou"'CI\..ogovernment's recently announced Rural Education Strategy. (ATTACHED) 7. P.J. Leack, City Clerk, City of St. Thomas, requesting confinmation for the 2003 Appointment of Alderman Marie Turvey to the Green Lane Community Trust Fund and appointing Aldenman Gord Campbell and Alderman Terry Shackelton to the 2003 Dispute Resolution Committee. (ATTACHED) Rt.¡::t:llllt9 .,.." "'14.1 CO ) lico'.... 8. Nicole Sullivan, Acting City Clerk, City of Kingston, with a resolution concerning the deregulation and privatization ofthe electricity market. (ATTACHED) 9. Walt Nother, Sales Associate, Nothers, with infonmation on promotional services provided by their company. (ATTACHED) 10. Donald N. Leitch, Chief Administrative Officer, Municipality of Central Elgin, with a resolution concerning O.P.P enforcement ofthe Municipality's Parking By-Laws. MAYOR Rien Van Brenk 31760 Erin Une R R # 1, Fingal NOL 1 KO DEPUTY MAYOR Bonnie Vowel 259 Mary Street Dutton, NOL 1JO M !MIlidþcil.Uy ofVuftcm/VlMl\M.lí,c]v Box 329. 199 Main Street. DUlTON. Ontario NOL 1 JO Telephone: 762-2204 Fax No. 762-2278 Clerk Treasurer Administrator Ken Loveland COUNCILLORS Gerry Leeson 214 Jordon St.Box 174 Dutton, NOL 1JO Rosemary Sealey 29136 Pioneer Line RR#l Dutton, NOL 1JO John Yokom 32543 Pioneer Une RR~ibJ. ~$1I September 24, 2003 SEÞ 26 ~ ~~·i¡:'t-{~'~i:":· .~.~....~, ''''~ _. ~ J",i-~J~~.~t~ \:. ~\ t\.'!';, ;;,;-,~. ~~ti>i¿: ~""-"",,·,,,y,,<.i·. . """~ ",.,.:,¡.,.,¡t,-.:.~~W County of Elgin 450 Sunset Drive St. Thomas ON N5R 5Vl Attention: Mark Mac Donald Dear Mark, Re: Parking By-law On Wednesday, September 17, 2003, the Council of the Municipality of DuttonJDunwich discussed the enforcement of the Parking By-law EGl as it effects the roads in our Municipality. Please find enclosed the resolution that was passed. Should you have any questions or concerns on this matter, please contact the undersigned. y~ Ken Loveland Clerk-Treasurer Administrator KL:kc encl. SEP-30-03 10:44 FROM-OPP EI¡in County Admin 519-531-29Z3 T-5B9 P OOZ/OM F-55Z '<ìrly~¿lf.ntunicipmit-g of ~m ~ September 26, 2003 Elgin County OPP Detachment 42696 John Wise Une . St. Thomas, ON N5P SS9 Attn: RB. Cox Dear Sir: RE: PARKING BY-LAW Please be advised that the Council of the Municipalìty of West Elgin, passed the following resolution at its meeting held on September 25, 2003. Properly Moved and Seconded: RESOLVED that Council of the Corporation of the Municipality of West Elgin direct the C.P.P. to suspend the issuing of parking tickets under the Municipality of West Elgin Parking By-law 2001-50 unless direction received or upon request from the Municipality of West Elgin. This shall not apply to areas signed "no parking" and areas where safety issues are a concern. AND FURTHER BE IT RESOLVED that Council hereby requests the O.P.P. to enforce the Elgin County Parking By-law EG1 on county roads within the former village limits of Rodney and West Lome. Effective November 15, 2003 DISPOSITION: Carried. Should you require any further information please contact the undersigned directly. -~ ,.... ~---- ,... ~ .0_- 0. Yours truly. ~r¡~~T Clerk .- ,- ~G:""'~ l') C'. :::-::- ':'~:.J 1-- - . 22413 Hoskis'ns Une, Box 490, Rodney, Ontario NOl2CO Tel; (519) 785-0560 Fax: (5] 9} 785"0644 ce. . Gibson SEP-30-03 10:45 FROM-OPP Eliin County Admin 518-631-28Z3 T -688 P. 003/004 F-65Z MAYOR Rien Van 6,en!< 31760 Erin line R. R.# 1. Rngal NOL 1KO DEPUTY MAYOR Bonnie Vowel 259 Mary street Dutton. NOL 1JO M~alit:y o{-Vufto-rt/VlM'1MJicJv 80"329.199 Main Street. DUTTON. Onlarto NOL IJO Telephone; 762.-2204 Fepc No. 762-2278 Cleck TtêCl!iUfêt' AdrnfnWrat¢t Ken Loveland COUNCIU,ORS Gerty L!>èson 214 Jordon StBox 174 Dutton. NOL 1JO Rosema,y Sealey 29136 Pioneer Line R.R.#1 Dutton, NOL 1JO John Yokom 32543 Plon_ line RR#1 lana station NOL 1 PO September 24, 2003 County of Elgin Police Service Board 450 Sunset Drive St. Thomas ON N5R 5Vl Attention: Mark Mac Donald Dear Mark, Reo ParkÎ11Q" Bv-law On Wednesday, September 17, 2003, the Council of the Municipality of Dutton/Dunwich discussed the enforcement of the Parking By-law EGl as it effects the roçds in our Municipality. Please find enclosed the resolution that was passed. Should you have any questions or concerns on this matter, please contact the undersigned. Ken Loveland Clerk-Treasurer Administrator KL:kc encL r".:"', r'~ ...""l" 1'......." ".~ .~.. J ". ..r_~>___.~,~~_,,___ n__'-. I " ,"".1 'j. ~ Z g :::...::- ./j.......,~ ¡ ~' ':;......: -- LuU~ '. . .Le£'StaffSergeant, Ryan Cox ~ ~:~_._. ·C·O"p·y: . - .-: .-.,.,_. I ~ _ _ :.::~".....::;;. -. -' -..: "'- - R SEP-30-03 10:45 FROM-OPP Eliin County Admin 519-631-2923 T-6S9 P.004/004 F-652 THE MUNICIPALITY OF DUTTON/DUNWICH MOVED BY ~ Leeson" SECONDED BY "S..a 1 ey" DATE Wednesday SeDtember 17. 2003 THAT The council of the Municipality of Dutton/Dunwich recommends that the E1gin O. P. P. be requested to enforce the parking on boulevard. parking longer then five hours and parking between 3:00 a.m. and 5:00 a.m. infractions on By-law EGl by complaint only on roads under our jurisdiction in the built-up areas of our municipality_ The comp1aints shou1d all be handled through the Municipal office. The remaining infractions in the by-law in the built-up axeas and the entire by-law in the rural area roads under our jurisdiction should be enforced on a proactive basis without the requirement of a complaint. Council also recommends to the County of Elgin that the infractions on roads under the jurisdiction in both the built-up areas and the rural areas be enforced on a proactive basis. Council further recommends to their residents that it would be in their best interest to consider constructing a proper parking area on their property. I HEREBY DECLARE THIS TO BE A TRUE AND EXACT COPY OF,,~E~ DOCUME~ Clerk, Mun. of Dutton/DunWiCh CARRIED " VanBrenkll Mayor KEN LovelAND. OI.<I<-T......ure., Corporation of lIIe Murùcipa\!IY oIf ._u_ Dutton I Dunwich. Cornnusslooer or ~'9 affIdavl19. County of Elgin. COpy 89/25/83 22:84:23 EST; ASSOCIATION OF?-) 519 633 7661 CLERR~EIgin Co Page Et83 SEP-25-03 THU 04:54 PM 260 FAX NO, 416 971 6191 p, 02/02 J35 I(clilhlll Strcct, Point Edward, Ontario N7V 4G6 I'hunc (519) 337-3021 F>\csimile (519) 337-5963 Them W¡¡S a motion by COlllleiI1or Mcllneh. seconded by Councillor .Tanice Robson, >\lId F,'I.<fi.\:!!, WIlHN1ÙjS /lUll/)' InclIl "'II/ritles (mil 11001-projit organizations lIavC! foufIIl tlwt their tlhiiify to rpi"e fiJJ/lls through bingo el'ent.f ant! lotteries have be,m seriously affeL'iell by tlu! l'."(¡lbJi,,'hme!lt llfctlSÎ1IOS and slots at I'ac'etracks t(¡mllghollt Ontario; ANi) WI/1£R¡.;AS the clwritÌ<!,v (/11(1 1/01l-1,,'ojil o"gullizatiOlI.f provide valuable serl'ices 1(> the /""SÏilt'llt.~ ofthdr NIlf//ll/ll/ilfe.v; AN/) WllI{IŒ'AS it is im¡;o/'tlwt It} I'eplace (lie lost l'eVl!nlle; NOW T/llìI?UFORE ¡,~ it re.\·oll'l!d tl1M tile Onta/"Îo Governmel11 take immediate steps t<J ÌlH"I""áf,";J t¡'~ fill/ding fi)f the Trillium POlllllllflioll fl'om One llundred Million (SWO,()I){J,OOO.O()) Dol/III's to One HIII/tlr£'l! andFiJ~v Million ($150,000,000.00) f}ßI{{lr.,.; ¿INO FUR1'IJl:"R T/lATtlll!fllntling fOrt/mla be (ulIemletlfrom Seven ($7.00) Do//ar.ç J!.or C:flpitalto "tcn ($10.00) /Jollars Pel' (:(¡pUtl; AN/) FURTHER 11/A l' t/¡£' application process b~ ~'trelI11lIined to allow easier IIccess flIUlfl1.1't<!1' upproval of Trilliunt FOlll/(fationfimdingj ANI> Fl IRTl1RR TI/A l' a letter reque.,·tînK MlpPlJrtfor this resolution be ,fent to tile A.I'.I'odmi¡J1i ()f MIfJ/kipltliiÍl!s ofOnta,.iof()Y di.ftribulio/! to its membe,. municipalitie,l"; AND FUH7'IlER THAT {/ copy be .~ellt to Caroline /J;CO""o, M.P.P.for Surnia- fllil/blllil. ("""I:>N: U"',) (torley. I Jcl'''iy Ckrk-Tfc:,",lfor, Vilbgc of Point Etlwdrd dJlôJ·!~: '((~:vi{lr[g~....(?tþ(ÛI1 fcdH·(fnl.cO¡;l ~"""IIIOr~~"""'_II""~iIf_~_ ........ ~,~&a.r.t"""",~~"~~'¡II~"o.-....~.Iu ~~~~.........-_- SØfJæmbé:l 12, 200J County of Elgin 450 Sunset Drive, St. 1'homas, ()ntario N5R5Vl MALAHIDE FIRE SERVICES Corporation of the 1'ownship of Malahide 87 John Street South, Aylmer, ()ntario N5H 2C3 1'elephone (519) 773-5344 Fax (519) 773-5334 Web: www.township.malahide.on.ca email: firechief@township.malahide.on.ca REC£:lvED SEP 23 2003 "'N>!1>,"'" ~~I ~liU \$;j\;j,~n w !i.~ ",^ ~~¿-'''M'I!',<''~'t'.,~ ~f{f,}"'t'f,~ It!,~:t'~ ...~·~1;"<Á"7tiþ<~;r.;-'14<~....,~ i"~~':-?,m'" ,~> , :'''':.~~L ,~" ~"'...~.. . .-' RE: Critical Incident Stress Management Conference 2003 Dear Warden and Members of Council: Please find enclosed infonnation regarding the ()ntario Critical Incident Stress Management training conference, taking place November 7-8th, 2003 in ()rillia, ()ntario. As Council is aware we have a Critical Incident Stress Management team that is used by the County fire departments, police and civilian population. 1'his team of volunteers provides critical support in the event of disaster. We all volunteer overtime and the cost of our initial training has been paid for by our respective Municipaliti<.èsJQentral Elgin, Malahide, St. lrhomas). 1'0 provide the best service possible to our peers we believe we should remain current to teclmiques and infonnation available in CISM. As our team is utilized by all stakeholders in the County, we are asking for financial support ITom the County to attend the enclosed CISM conference. We would like to send 5 members of our team to the conference, the costs would be as follows: 3 hotel rooms @ $85.00 per night x 2 nights = $510.00 Meals $50 per day x 2 days x 5= 500.00 Flat rate mileage= 100.00 5 members x $150.00 registration fee 750.00 1'otal $1860.00 If we register prior to ()ctober 5th the cost for the seminar is $150.00 per person. After ()ctober 5th the cost increases to $175.00 and at the door is $205.00. 1'hank: you for your consideration and improving the resources available to the first responders serving the County of Elgin. Yours Very 1'mly, MALAHIDE FIRE SERVICES, ALLAN SMllrH, FIRE CHIEF MAIN OFFICE 87 John St. South Aylmer MALAIllDE # 1 50896 Vieuna Line MOUllt Salem MALAIllDE # 2 9036 Springfield Road Summers Corners MALAIllDE # 3 5]221 Ron McNeil Line Springfield MALAIllDE # 4 4943] Lyons Line Lyons '" OTTAWA OFFICE: TEL: (613) 992-3176 FAX: (613) 992-0930 HOUSE OF COMMONS OTTAWA, ON K1A OA6 CENTRAL RIDING OFFICE: TEL: (204) 622-INKY (4659) FAX: (204) 622-4654 E-MAIL: inkymark@mb.sympatico.caINKY MARK, M.P. DAUPHIN - SWAN RIVER - MARQUETTE, MANITOBA "Accountable to You" OTTAWA HOUSE OF COMMONS CHAMBRE DES COMMUNES OTTAWA, 15 September, 2003 ,",-, , ,'. "-_U'~ REC~'VED BE? ;:;0 2003 Dear Mayor/Reeve and Council: ~ ...,.""'''''q íA~ ...n¡ W.· '--w"¥\"' --""". <,rw,",·.I, v. ~ '- ". -".~-",,~ ~~,~~~fJ1h!'fi'$¡¡¡:' ~':r;~oi'J~"~> Alt;"~:\,~,, ¡, .. ,. - _.. In February of 2002, the Youth Criminal Justice Act that replaced the Young Offenders Act received Royal Assent. The purpose of the Youth Criminal Justice Act is to establish a more effective youth justice system that promotes accountability. It was hoped that a renewed youth justice system would ensure that youth face consequences reflecting the seriousness of their crime and that improved rehabilitation would enable youth to return as a positive influence in their community. Now, more than a year later, it is time to evaluate the effectiveness of this legislation. Has the Youth Criminal Justice Act helped to deter crime in your community? In what ways can the Act be amended to be more effective? Your input on this issue is very important I look forward to receiving your reply. Sincerely, -~ Inky Mark, M.P. Dauphin-Swan River-Marquette Bill Bryce, Director of Education and Secretary 2003 September 24 R· E" ·'·C"'~'·'·:J"·'."hV'. "1:""''''1)'' '"cBu, Warden John Wilson Elgin County Council 450 Sunset Drive St. Thomas, Ontario N5R 5V1 SfP ~ij t!IOJ ~'ffrY6f!i~~ ~. '¡;"¡'*~*"';ð1i.<\<¡~iWI2·'"'..·~,· ~. :~ F~"..~ _,_.~_" "'~]j_ .v,.; ~. ~_'j'.~>$..,»-f?j! Dear Warden Wilson: At our meeting last spring we all agreed that it is important to improve communications between the Thames Valley District School Board and County Council. It is my understanding that we also agreed to meet once or twice a year to discuss matters of common concern. We had hoped to have detailed information to share with you concerning the provincial governmenfs recently announced Rural Education Strategy. Unfortunately, to date, few specific details havè been released. I felt it was important, howèver, to share with you the most current information that we have. As you are no doubt aware, the provincial government received the report of Dr. James Downey, the governmenfs Advisor on a Rural Education Strategy around the end of the last school year. In early September a' general announcement was made concerning the governmenfs responsè to his recommendations on how to allocate the $50 million in committed funding for the 2003-2004 school year. Subsequently, District School Boards ~eceived more detailed information which I shall explain below, concerning special funding for what the Ministry has identified as "distant" schools. The initial funding announcement from the Ministry indicated that Thames Valley would receive a Net New Allocation of $486,375 for our "distant" schools. The Ministry has not yet released the names of the schools which are covered by the additional funding in the Rural Education Strategy grant but hopes to do so in early October. They have provided the relevant formulae to each board to do its own calculations butto date we have been unable to get our calculations to coincide with those of the Ministry. Hence it is premature to attempt to publicly name the schools for which we will receive the money. Thames Valley District School Board Office of the Chairperson 1250 Dundas Street, P.O. Box 5888, Landan,Ontnria N6A 5L1 Tel: (519) 452-2545 Fax: (519) 452-2396 website: www.1vdsb.an.ca ::Ø- . "Our Students, Our Future" -2- The Ministry did confirm with our Board that because of the distance criteria contained in the grant none of the secondary schools within the jurisdiction of the Thames Valley District School Board generate any grant money. (A secondary school must be at least 32 km from the nearest secondary school within the Board's jurisdiction to qualify for any grant.) It appears that the additional funds that we will receive must be used to provide increased supports for the designated "distant" schools in ways specified by the Ministry. It thus seems that the requirements attached to these grants will preclude us from taking money already allocated to the "distant" schools under our existing budget and using it to benefit the maintenance and operation of any other school that does not qualify as a "distant" school. I have included á copy of the Ministry Memorandum that sets forth the reporting requirements that all District School Boards must meet in order to receive dollars under the Rural Education Strategy. When the Ministry releases the names of the schools that generate these funds I will be pleased to share them with you. Also, we will forward you a copy of the report that we are required to publish by 2003 October 31 on the use of the new funds. Based on thè Ministry's timelines, it appears that specific detailed information will not become available until we are all in the midst of our re-election campaigns. . Since we will subsequently be involved in orientation sessions and inaugural meetings, it seems to us that it would be a good idea to meet early in the new calendar year. This would be an opportunity for new members of Council and the Board to be introduced to each other, for all of us to review the impact on our schools of the provincial elèction results and the. specific details ofthè Rural Education Strategy and continue our dialogue commenced last spring. It is our suggestion that this meeting could also involve our school council chairs for the county so thåt we could all bènefit from a full and frank exchange of information. Could you please advise me as to your thoughts on the proposed agenda, meetin"g format and timing of the meeting? Yours truly, &ru, ~~~<~~ JOYCE BENNETT Chair Thames Valley District School Board JB/tl att: c: Trustees Ministry of Education Transfer Payments and FlI1ancial Reporting Branch 21" Floor, Mowat Block 900 Bay Street Toronto. Orítaoo M7A 1L2 Tel.: (416) 325-2034 Fax: (416) 325-2007 Email: Wavne.Burtn~u.2OV.OIi.ca Ministère de fÉducation Direction des paiements de transfe¡t et des rapports financiers 21' étage, édifice Mowat 900, rue Bay Toronto, Ootaoo M7A 1L2 TéI.: (416) 325-2034 . Téléc.: (416) 325-2007 Courriet Wame.Burtnvk(Q>.edu.20V.On.C3. ® Ontario 2003: SB21 MEMORANDUM TO: Directors of Education FROM: Wayne Burtnyk Director Transfer Payments and Financial Reporting . DATE: SeptemberS, 2003 SUBJECT: Reporting for the Rural Education Strategy TIús is to provide' you with further details about the reporting requirements for the government's .recently announced Rural Education Strategy. As indicated in memorandum 2003:B 17, school boards are required to publish a report for parents and taxpayers explaining how the new funding ftom the Rural Education: Strategy will be used to improve $UPPOrts for eligible distant schools. The report must be published by October 31,2003 in the local press' and on the board's website. It must also be distributed to all school councìls and provided to the local district office of the Ministry of Educ8.tion. Boards have the flexibility to detennine the format for their rural education strategy report; however, as a minimum the report must provide: . an estimate of the board's total distant sc1:).ools allocation (exclusive of the principals component) and the enhanced top-up for school operations, . an eipÌanation of how the board plans to apply these funds to provide supports for distant schools in the following areas: additional teachers, increased adult presence in eligible schools (principals, vice-principals, other teachers with adnµnistrative duties and secretarieS), more learning ~ources and mòre resources to meet the operational costs of distant schools, and , . an explanation of how these supports will address the educational needs of the pupils in the distant schools. If total spending for these additional sùpports among all eligible schools of a board is less than the new allocation for distant schools and the enhanced top-up for school operations, boards are required to place the difference in a distant schools reserve fund, to be spent on distant schools in a future year. -2- Boards should be awate that the base for giant advances haS 'been adjusted by the estimated additional funding arid boards will be receiving the fIrst installment of the additional funding in their September payment. Revised Estimates forms will be available in early OCtober to assist boards in confirming which schools generate revenue under the Rural Education Strategy and the level of funding. The Revised Estimates will be populated by the ministry with data showing the distance to the nearest . school based on the most recent goo-positioning data available to the ministry. Boards win have an opportunity to request a review of the calculation of a distance if they believe the ministry's data is incorrecL In the interim, your ministry fInance officer would be pleased to work with your board staff to assist in developing the formulas to calculate your board's rural education funding. For further information, please contact your ministry fInance officer. Wayne Burtnyk cc: Superintendent ofBqsiness and FÌIíanèe O:\TPFR\Memos'SBMemos'SB2003'SB2lE Reporting for the Rural Education Stratègy.doc . . 10/01/2003 10:44 FAX 519 633 9019 CITY OF ST. THOIIAS 141 0011001 Peter J. Ltack, M.P.A. City Clerk Richard J. Beacbey, B.A. Deputy City Clerk "'·';;;"¡d¡.,:~~:,,¡.;::.,-,.:;.. .'n:II('"'" ".'n~.. .;r;~¡11: . Office of the C1erk P. O. Box 520, City Hall 31. Thomas, Ontario NSP 3V7 Telephone: (519) 631-1680 ExtlOO Fax: (519) 633-9019 1'H1~ CORI"ORATI01\õ O¡':THEGTY OF ST. THOMAS October 1st, 2003 County of Elgin 450 Sunset Drive St. Thomas, Ontario N5R 5Vl Attention: Mark McDonald, CAO Re: 2003 Council Appointments - Green Lane Community Trust Fund Dear Mr. McDonald: Please be advised that at the September 22nd, 2003 meeting, the Council of the Corporation of the City of St. Thomas appointed Alderman Marie Turvey to the Green Lane Community Trust Fund. Since the Trust requires a member jointly appointed by both the City and the County, would you please confirm your concurrence with Alderman Turvey's replacement oHormer Mayor Ostojic's appointment. Sincerely, ~ P.J. Leack, City Clerk PJUmkk cel Peter J. Leack, M.P.A. City Clerk Richard J. Beachey, B.A. Deputy City Clerk TIlE CORPORATION OF'J"HE ClTYOF Office of the Clerk P.O.8ox 520, City Hall St Thomas, ON N5P 3V7 Telephone: (519) 631-1680 Ext. 100 Fax: (519) 633-9019 ST. THOMAS 545 Talbot Street. P.O Box 520. City Hall. St. Thomas. Ontario N5P 3V7 October 1, 2003 REceiVED County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 OCT 3 2003 œ&tm6f~ r~,~~I$'ffiÄ'i'i"~<"¿·~ Attention: Mark McDonald, CAO Re: 2003 Appointments - Green Lane Community Trust Fund Dear Mark: Please be advised that at the September 22nd, 2003 meeting, Council of the Corporation of the City of St. Thomas appointed Alderman M. Turvey to the Green Lane Community Trust Fund. Since the Trust requires a member jointly appointed by both the City and the County would you please confirm your concurrence with Alderman Turvey's replacement of former Mayor Ostojic's appointment. Alderman Marie Turvey 45645 80uthdale Line.R.R.#2, N5P 386 631-0936 Fax 631"2778 Sincerely, ~ City Clerk PJL/ccb cc: David Aristone PeterJ. Leack, M.P.A. City Clerk THE CORPOAA,!,[O~ OF 'THE CITY OF ST. THOMAS Office of the Clerk P.O. Box 520, City Hall St. Thomas, ON N5P 3V7 Telephone: (519) 631-1680 Ext. 100 Fax: (519) 633-9019 Richard J. Beachey, B.A. Deputy City Clerk 545 Talbot Street. P.O Box 520. City Hall. St. Thomas. Ontario N5P 3V7 October 1, 2003 County of Elgin 450 Sunset Drive St. Thomas, ON N5R 5V1 OCT S 2003 ~Gf~ Am~!Sffi~~ Attention: Mark McDonald, CAO Re: 2003 ADDointments - DisDute Resolution Committee Dear Mr. McDonald: Please be advised that at the September nnd, 2003 meeting, Council of the Corporation of the City of St. Thomas appointed Alderman Gord Campbell and Alderman Terry Shackelton to the Dispute Resolution Committee. Aldermen Campbell and Shackelton will be replacing former Mayor Ostojic and the late Alderman Parks. Alderman Gord Campbell 28 Elizabeth Street, N5R 2W9 631-1365 Fax 631-6527 Alderman Terry Shackelton 53 Luton Crescent, N5R 5V 4 633-6.535 Fax 633-4988 ~ .J. City Clerk PJL/ccb I '('",I" u; .@-~~Ji'~ ~~ml@~ ~~1IIJJf'!(t1!1\)~, ~ON pC~C¡iV'~S.['~~ If"'~~~~u ~ ,-~~_\!e,,,,- ':1GT 6 2003 City of Kingston 216 Ontario Street Kingston, Ontario Canada K7L2Z3 where history and innovation thrive ""roV""",rD::;': ~'1' !i!!l!!.' v~""\'-" -. ~~;"< ~~~ . ...",~~:,' .~,._;:'., _"",,~¡Yebsite: www.city.kingston.on.ca K~J')'\1i:"ii ';; '.1It ~.."f>".. i Hearing Impaired Telephone: 711 2003-09-17 TO: Ontario Municipalities with populations greater than 50,000 Gentlemen: RE: DEREGULATION AND PRN ATlZATlON OF THE ELECTRICITY MARKET This will confinn that City Council at its regular meeting held on September 16, 2003, approved the following Motion: (1) Moved by Councillor Pater Seconded by Councillor Rogers WHEREAS Kingston City Council, along with 41 other Ontario cities, has passed a resolution calling on the provincial government to stop deregulation and privatization of the electricity market, and; WHEREAS there is a need for reliable, affordable, environmentally sustainable electricity which can only be realized through a publicly owned and regulated electricity system, and; WHEREAS there is concern that the Electricity Distributors Association may, in effect, be promoting the provincial government's vision of privatized power; THEREFORE BE 1T RESOLVED THAT Kingston City Council call on the Electricity Distributors Association to support all municipal governments, including Kingston, Toronto, Ottawa, Windsor, and London, in their efforts to have generation and distribution of electricity in Ontario returned to the public domain, and; BE 1T FURTHER RESOLVED THAT this resolution be sent for action to the Electricity Distributors Association; for iriformation to Premier Ernie Eves; Dalton McGuinty, MPP; Howard Hampton, MPP; John Gerretsen, MPP; Leona Dombrowsky MPP; and for endorsement to the Association of Municipalities of Ontario and all Ontario municipalities with populations greater than 50,000. ~~ rJtJAw~ Nicole Sullivan Acting City Clerk Idkm cc J. Keech, President & c.E.a., Utilities Kingston File No. E06 Council Support Division Corporate Services Phone: (613) 546-4291 ex!. 1262 Fax: (613) 546-5232 nsullivan@city.kingston.on.ca NOTHERS 323Horton Str~et London, Ontario Canada N6B lL5 phone (519) 663-9440 fax (519) 663-0909 www.Ï1õ.thers.com October 9, 2Q03 RECEN'ED OCT 10_ COunty of Elgin CountY .Council 45Q Sunset Drive, . St. Thomas, Ontario N5R 5Z1 ~~1¡'rVefr~ >.">. '\'!.\I,,,,·¡,.,:,,~,,,,§>1;;(,·JIJ¡'il·~.q !1.'iil't!W~ t~~! ni;)\.'r;I'~.,I:},"ff~,~W..M To the Council Members: J havehad the pleasure ofworkingonsignageprojectsJorthe COunty. Namely, ElginManoranc1 upcoming, the West Elgin COmmunity Centre. On behalf of~others I woùld like to express our gratitude to the County. Now as. our relationship develops I would like to introduce to the comidl another service from Nothers. Recently we have had made available to us, six(6) highway tntcktrailers;. They are thus provided for thepurp9se of marketing and advertising. We have the capability to produce large outdoor, dµrable photographic quality images. .. The intent would beto visually present thedients interests in an impacting way. . . Several communities in Ontario have promoted thèir regions in this manner and have. met withsucc,ess beyond what was expected. Our.trailers travel on a daily basis to markets in the 1'oronto,HaJJ1ilton region. On aless ftequent . basis, the trucks travel the highway 40 I towards Windsor. It is estimated that between 200,QOQanBOQ,000 people woùld view your graphics every day. The CountY of.Elginisge8graphicaHYUlliquein that it has a much desired CQastl~~ along'L£;:ke Eti~._ Tlu~~fe an:~ G1.lso·'rrí;uiy intere,stil1g points to, stop away from the shoreline. . I suggest that itis time more people becanle much more aWare ofEígin County. One of the attractive facts about this advertising medium is its relative low cost. Whenyoil compare the cost to produce and run the ad compared with other forms of advertising, I think you will agree that the cost per viewer is very low. Obviously you will ask the question, How much wiÍl this cost? Areàsonable measure of costing is as follows. $8090 to sign the trailer (producing, applying and later removal) and the monthly running charge would be .~..'.' . ~. Innovative ~ewa.. rd & . . ". Recognition Centre approximately $1 ,000. Out research has shown that a 2-year campaign is the logical arrangement. If there is mterest from CountyCoUIJ.cil to explore this oppörtUIJ.ity; I wo1.Ùd be . pleased to discussth¡:matter further. . NOTHERS I thank the Cöuncil ¡" advance for their time and consideration. 323 Horton Street Respectfully, London, Ontario Canada N6B I L5 phone (519) 663-9440 Walt Nother Salès Associate fax (519) 663.0909 w:'NW;nothers.com ~.'. .~ In.n. ov.ative ReW.ard. & . .' . Recognition Centre The Corporation of the !Jv{unicipafit!:l of Centra[ 'E[gin 450 Sunset Drive, 1st Floor, SI. Thomas, Ontario N5R 5Vi Ph.519·631·4860 Fax519·631·4036 RECEIVED VIA FACSIMILE & REGULAR POST OCT 16" COUNTY OF e~Glffctober 15, 2003 ADMINISTRATIVE SeRVICES Staff Sergeant Ryan Cox Elgin County OPP 42696 John Wise Line, RR 5 St. Thomas, ON N5P 3S9 Dear Staff Sergeant Cox: Re: OPP Enforcement - Municipality of Central Elgin Parking By-laws I am writing to advise that Central Elgin Municipal Council passed the following resolution at its meeting of October 14, 2003 respecting the OPP's enforcement of the Municipality's parking by-law: THA TCouncil direct the OPP to enforce Municipality of Central Elgin By-law EG1 (Parking By-law) on the following basis: · Within built-up areas, the OPP will enforce sections 21(2), 21(5), 21(7) and 21 (8) proactively and uniformly; · Within built-up areas, the OPP will enforce all other sections including sections 21(3) and 21(4) when advised of a complaint by the municipal CAO or his designate; · Notwithstanding the forementioned direction, the OPP will enforce all violations involving public safety; and · Within non-built-up areas, the OPP is directed to enforce the parking by- law proactively and uniformly; AND FURTHER THAT Council recommend that County of Elgin By-law EG1 be enforced by the OPP within the Municipality of Central Elgin on the same basis as the Municipality's by-law. This resolution is intended to supersede any previous direction provided by Council to the Elgin County OPP. If you require any additional information regarding this matter, kindly advise. .../2 //J 1'.' " ~~?N4ø¡:~:truIY' I .i ß /".' / - d If;',' !. ti .' . ! Clcionald N. Leitch, Chief Administrative Officer. 2 C: Mayor Dave Rock Stephen H. Gibson, Hennessey, Bowsher, Gibson & Carrie Mark G. McDonald, CAO, County of Elgin Chief Building Official Victor Kinsella, By-law enforcement Officer CORRESPONDENCE - October 21. 2003 Items for Information - (Consent AQenda) 1. David Cohen, Director, Economic and Social Policy, Federation of Canadian Municipalities, Members' Advisory, "Call For Resolution For Consideration By The FCM National Board of Directors". (ATTACHED) 2. J.L. Oliver, General Manager, Long Point Region Conservation Authority, with information concerning a Water Supply Source Protection Planning Partnership Agreement. (ATTACHED) 3. Thank you card from the Family of Victor C. McMillan. (ATTACHED) Thank you from the Kidney Foundation of Canada in memory of Agnes Sharkey. 4. Tillsonburg & District Multi-Service Centre Board of Directors, with information concerning the services offered to the Counties of Elgin, Oxford and Haldimand- Norfolk and the decline of service hours due to funding cuts. (ATTACHED) 5. Lori Chamberlain, Director, St. Thomas Elgin Public Art Centre, thanking County Council for the 2003 grant in support of the Public Art Centre. (ATTACHED) 6. Honourable David Anderson, Minister of the Environment, acknowledging Council's resolution supporting the development of a comprehensive strategy to control and remediate the invasive Emerald Ash Borer. (ATTACHED) 7. Allan Gotlieb, Chairman, Ontario Heritage Foundation, with nomination forms and information regarding "Young Heritage Leaders 2003". (ATTACHED) 8. Frank Ingratta, Deputy Minister, Minister of Agriculture and Food, acknowledging Council's resolution concerning the Nutrient Management Act. (ATTACHED) 9. Paul Collins, President and CEO, St. Thomas-Elgin General Hospital, congratulating the County on the opening and dedication of the new Elgin Manor. (ATTACHED) 10. Ontario CISM Conference 2003, information on conference registration and accommodations for the Conference. (ATTACHED) 11. Malcolm Bates, Director, Ministry of Health and Long-Term Care, announcing the province approved increase to the Land Ambulance Services Grant for the 2003- 2004. (ATTACHED) EF""': :~ MEMBERS' ADVISORY September 24, 2003 Please bring to the attention of council CAll FOR RESOLUTIONS FOR CONSIDERATION BY THE FCM NATIONAL BOARD OF DIRECTORS The Federation of Canadian Municipalities (FCM) annually invites members to submit resolutions on subjects of national municipal interest for debate at the meetings of its National Board of Directors. These meetings are scheduled for November 26-29,2003, March 3-6,2004 and September 8-11, 2004. FCM wiff take a stand onfy on issues that are dearly of nationaf municipal interest and which fall within the jurisdiction of the federal government. Indirect municipal issues, /ocaVregiona/ issues and issues that are not directly linked to the 2003-2004 FCM priorities as adopted by the Executive Committee last June will not be supported by major research and lobbying activity, unless otherwise directed by delegates at the Annual Conference or by FCM's National Board of Directors. Resolutions should meet the enclosed guidelines and must be received by FCM no later than midnight on October 17,2003, February 18,2004 and July 28, 2004. Resolutions received after the deadline will be processed for the next meeting' of the National Board of Directors. Please forward your resolution(s) to: Cathy Ozimac, Federation of Canadian Municipalities, 24 Clarence Street, Ottawa, Ontario, K1N 5P3 (Tel: (613) 241-5221 ext. 224; Fax: (613) 241-7440). To facilitate the processing of your resolution(s), FCM requests that you also submit an electronic copy of your resolution(s) bye-mail to:cozimac@fcm.ca. FCM looks forward to hearing from its members. Enclosure David Cohen Director Economic and Social Policy June 18, 2003 Memorandum to the National Board of Directors FCM POLICY PRIORITIES FOR 2003-2004 On June 23, 2003 the Executive Committee approved the following as policy priorities for 2003 -2004: 1) new revenue sources (including gas tax); 2) infrastructure programming; 3) program co-ordination (program dollars, planning and policy) in areas such as: a) immigration; b) off reserve aboriginals; c) affordable housing; d) environment; and 4) effective intergovemmental relations RECOMMENDATION: It is recommended that the National Board of Directors endorse the policy priorities adopted by the Executive Committee. James Knight CEO GUIDELINES FOR PRESENTATION OF RESOLUTIONS TO FCM 1. It is by way of resolutirns that Municipal Members bring their concerns to FCM for crnsideration at the Annual Conference, heid in June of each year, or at meetings of the Natirnal Board of Directors, held in September, December and March. 2. Resolutions may be submitted by any municipality or provincial/territorial municipal associatirn that is a member in good stancing of the Federation of Canacian Municipalities. 3. All resolutirns endorsed at the Annual Conference or at the Natirnal Board of Directors and which require action fran the Government of Canada shall be submitted to the appropriate minister, department or agency for resprnse. 4. It is therefore important that resolutia1s be carefully worded so that FCM is directed to take the appropriate actirn and that the proper message is crnveyed. 5. FCM does not wish to receive resolutions that pit one municipality against another. 6. Members submitting resolutions regarding Canmunity Safety and Crime Preventirn matters are aclvised to focus on the "principle" of the issue being addressed and avdd attempts to re- word the criminal code. 7. A national vocabulary should be used at all times when drafting resolutions. Local references may detract fran the national significance of resolutions. CONSTRUCTION OF RESOLUTIONS 8. All members are urged to observe the following guidelines when preparing resolutions for submission to FCM: a) FCM will take a stand rnly rn issues which are clearly of natirnal municipal interest and which fall within the jurisdiction of the federal government, the provincial and territorial govemmen15 acting at the interprovincial leveL Indirect municipal issues and locallregirnal issues will not be supported by major research and lobbying activity, unless otherwise cirected by the Annual Conference or by FCM National Board of Directors. b) The descriptive clauses (WHEREAS....) should clearly and briefly set out the reasons for the resolutirn. If the sponsor believes that the rationale cannot be explained in a few preliminary clauses, the problem should be more fully stated in supporting documentation. c) The Operative Clause (BE IT RESOLVED...) must set out i15 intent clearly and briefly, stating a specific proposal for actirn to be taken by FCM (I.e., BE IT RESOLVED that FCM urge/endorse/petition...). Generalizatirn should be avdded. Further, the resolution must clearly include a municipal thrust (I.e., how does or will the intent of the resolution affect municipal governments?). d) Background information must be submitted with the resolutirn. When a resolutirn is not self-explanatory and when adequate information is not received, FCM staff may return the resolutirn to the sprnsor IMth a request for adcitirnal information or clarificatirn. e) Proof of endorsement by the sponsoring council must accanpany the resolution. PLEASE NOTE: Resolutions that do not canply with the foregoing guidelines will be returned to the sponsoring municipalitylrnunicipal association for revision/rewriting and/or receipt of adequate informatirn in justification and support of the intent of the resolution. CATEGORIZATION OF RESOLUTIONS Category A: Category B: Category C: Category C: Natirnal municipal issues Locallregirnal municipal issues Issues not within municipal jurisciction Matters dealt with by FCMin the previous three years and in accordance with FCM pelicy Matters dealt with by FCM in the previous three years and NOT in accordance with FCM pelicy Category E: SUPPLEMENTARY INFORMATION The Executive Committee is resprnsible for receiving and taking actirn on all reselutirns in accordance with the above stated guidelines. Resolutirns which fall within the mandate of an FCM Stancing COOlmittee, 'AÅII be reviewed by that cOOlmit!ee for the purpose of categorizing them and presenting recOOlmendations to the Natirnal Board of Directors and/or the Annual Conference, in accordance with FCM's guidelines. The Standing Committee will select suitable resolutirns for inclusirn in a Consent Agenda. THE DEADLINE FOR SUBMISSION OF RESOLUTIONS TO THE NOVEMBER 2003 MEETING OF THE NATIONAL BOARD OF DIRECTORS IS OCTOBER 17TH. 2003. PLEASE REFER TO THE FOLLOWING NEW PROCEDURES FOR RESOLUTIONS AS APPROVED BY THE FCM NATIONAL BOARD OF DIRECTORS ON DECEMBER 8,2001. 1) Staff, with the crncurrence of sprnsors, will act immeciately on reselutirns where they are clearly in accordance with FCM policy. Staff will crntact sprnsors immediately where clarificatirn is required. Where a sponsor wishes to have the Board discuss a resolutirn or the resolutirn is not in accordance with FCM policy, the resolution will be processed for the Board meeting, provided it has been received by the deadline. 2) Policy Stancing COOlmit!ees will recOOlmend resolutions deemed suitable for debate at the Annual General Meeting to the Board for approval. Only resolutions judged to be of natiOnal importance will be crnsideredatthe Annual General Meeting. 3) The Executive Committee will attend a meeting prior to the resolutirns plenary at the Annual General Meeting, where resolutirns going to the floor (already viewed by StandingaCOOlmittees in March) and resolutirns plenary procedures will be reviewed. · LONG POINT REGION CONSERVATION AUTHORITY R.R.#3, Simcoe, Ontario N3Y 4K2· Phone: (519) 428-4623 Fax: (519) 428-1520 E-mail: conservation@Iprca.on.ca . Web Site: http://www.Iprca.on.ca REceiVe.O September 16,2003 File: 3.9 (Water Supply Source Protection) SEP 23 2003 MEMORANDUM: OOl~1V ßf~! . ~ :'\O,-,{.fJ'¥-~"~~~~~'" Ar;/g~~V;S~gt0~f , };<: ~,t:t~ \1 ~",/",¡,~¡,; TO: Member Municipalities Within the Long Point Region Conservation Authority FROM: J.L (Jim) Oliver, General Manager, LPRCA RE: Water Supply Source Protection Planning Partnership Agreement As our municipalities are aware, the Province released the Report of the Provincial Advisory Committee on Watershed-based Source Protection in April. It called on the Province to introduce legislation to direct the development, implementation and funding of water supply source protection plans. The upcoming provincial election has placed this process on hold, but LPRCA and other conservation authorities remain committed to encouraging the new government to proceed quickly with this process following the election, as recommended in the advisory committee report and as called for in the (O'Connor) Part Two Report of the Walkerton Inquiry. There are four conservation authorities whose watersheds drain directly into Lake Erie from the Ontario side. These are the Grand River, Catfish Creek and Kettle Creek CAs, as well as LPRCA. Because we share this direct influence on the Låke and because we felt collectively that we may be able to influence the senior governments to support and fund water supply source protection planning within our watersheds more effectively together than singly, we have entered a memorandum of understanding (MOU) to work together in this regard. Our MOU recognizes that we share a commitment to the concept of protecting the drinking water supply at its source, and a belief that we are well suited to facilitate the protection planning at the watershed level. The agreement acknowledges that each CA and its municipalities and other partners will have their own source protection plan (or plans), but we will try to share resources, expertise and materials where possible. We will attempt to coordinate funding proposals where we can implement shared or common programs. In fact, we jointly serve municipalities in some instances, such as GRCA and LPRCA with Haldimand County and GRCA, LPRCA and CCCA with Oxford County, and so we hope a cooperative approach to source protection planning will serve us well in those municipalities. We hope the above approach will have your support, and we will look forward to working with our municipalities in the coming months on this issue. .L Oliver General Manager ~ e A member of the Conservation Ontario Network SOUTHWESTERN ONTARIO CHAPTER London Health Sciences Centre, Westminster Campus 800 Commissioners Road E., P.O. Box 5375 London, ON N6A 4G5 Tel: (519) 685-1007 Chatham: (519) 352-0049 Fax: (519) 685-6459 e-mail: kidney@execuJink.com REGlt:i V I:U Charitable Tax No. 1D7567398RROOOl September 4, 2003 County of Elgin 450 Sunset Drive St. Thomas ON N5R 5VI ;:¡c¡.> ",0 2005 OOîJîìlWOF~ P4}~,~i1!;;;:"".;!>.í1'V"ii!: ",~." '¥_~' ""o!"'«.'{'~~¡ri'.'C [1;',,- "~~~.. ,~"'w. ".m."..-,: "'~. . v_ ."."...~ ".-?"'"'''ò',,";!''';¡;¡' Dear Sir or Madam: The Kidney Foundation of Canada, Southwestern Ontario Chapter, would Ìike to'thank the County of Elgin for their donation of $75.00 in memory of Agnes Sharkey. The Kidney Foundation of Canada is a national volunteer organization dedicated to improving the health and quality of life of people living with kidney disease. The Foundation relies entirely on donations from the public to achieve its goals. Since 1964, our fundraising campaigns have allowed us to contribute millions of dollars to kidney- related research, and to provide a variety of services to the millions of Canadians who suffer from kidney failure and kidney-related diseases. People with kidney disease in the City of London and in the surrounding communities of Middlesex, Elgin, Oxford and Chatham-Kent Counties benefit from the financial assistance you have provided. These funds allow them to attend adult or children's dialysis camps and participate in our Peer Support program. They also receive the Living With Kidney Disease manual at no cost to them. We are very proud of the fact that The Kidney Foundation of Canada is investing nearly 1/2 a million dollars in London's medical research community over the coming year. Once again, please accept our sincere appreciation for your generosity and thoughtful ness. . Sincerely, Selley Field ampaigns Co-ordinator. Saves Lives... Talk To Your Family Wishes ~.~\'i.FOb~~ ...., . -- i5~~~ .. ~. Of' fA Rt.~" . §pvnsvrnd br. S· t \~V ~ ~ ~ .~ Gio ?\. OUIBACK '" STEAKHOUSE Saturday!> ()ct()ber 2(j~ :lV(X) £!()yal £anadian Leei()n~ Vict()..", Eranch· ~().. 317 311 ()akland Á ve!) L{)nd()n Dinner 6:30 p.m., Doors open at 5:45p.m. SPECIAL GtIESTS, DAVE AND JACQt1IE Country Fovourites BX9J ~~ \ct{1:.1'S . ",,>£j fOb", All Pl;ocoods tv, l' 0 eacb ~_~ THE KIDNEY fOUNDATION Of CANADA $2.5.0 . .,~,.~. . SOUTHWESTERN ONTARIO CHAPTER For further information & tickets cali: London (519) 685-1007 or Chatham (519) 3!';2-0049 NICK PAPARELLA "~- " Jacks~n.:a. n· . POOlS'" Œ S;E~"f]J1of!~!g \J jel!mi.'lII!~ + ~:? C4S.o:. n84R Ti1Isonburg & District Multi -Service Centre Telephone (519) 842-9000 Fax (519) 842-2202 The Livingston Centre 96 Tillson Avenne, Tillsonbnrg, ON N4G 3Al The Honourable Tony Clement Minister of Health and Long-Term Care 10th Floor Hepburn Block Queen's Park Toronto, ON M7A 2C4 September 1Jt 2-Q,03 n~ . ¡ ~..~J r¡i~j;;¡}~,"~ .~ ~¡;¡ OCT 1 2003 ~"..,,~..,~~¡¡m., " ···':¡':~<;'~,1 ~~..~~ '-',.'ø:>!;i¡.".,.,,,,,,;,,,,-,:_,, _'~~" ~"",""''''''''''~ '''''4:I::~'W''''"''' ~.:~.(.),<~...,,~; ;""'~~1':.'~.,:~_,~"Çn"lf'.l"';"i;.~~,., The Tillsonburg & District Multi-Service Centre offer several serVlcestò tlÌecounties of Elgin, Oxford and Haldimand-Norfolk. Dear Minister: Among these services is our Home Support Services most of which is in conjunction with contracts with CCAC-Oxford, and Elgin CCAC. We service approximately 1000 clients with a staff base of approximately 130. In support of our association the Ontario Community Support Association, we wish to inform you of how very disturbed we are regarding the continued decline in service hours to clients. Clients need increases, yet the service hours over the year, in comparison to the previous year, have clearly decreased. We believe financial challenges experienced by the CCAC's certainly contribute to this ongoing struggle. Funding clearly is the major issue at hand. Hours of service directly linked into our CCAC çontracts has decreased overall by approximately 20% averaged over the past year. Not only does the much needed service for clients concern us, but the continued domino effect on providing secure work for Personal Support Workers who express critical concern regarding continued significant loss of home and community services thus affecting their work life. It is all interconnected. These continued cutbacks destabilize home care, and communities. We struggle with maintaining an excellent well-trained personnel who need work to sustain their' own livelihood. It is distressing to say the least. We have no control over this. We are obligated to simply provide service hours to clients as assigned by these CCAC's. These service hours are dropping, our revenue is dropping, and it is a constant gamble as we continue to vie for CCAC contracts while not knowing what we are actually vying for. A major challenge is developing a healthy budget, while having no true sense of what revenue will be generated through CCAC allocated service hours. We implore you to not consider this just one more letter. This is a vibrant community in need. We respectfully request a reply to our concern. Respectfully, The T&D Multi-Service Centre Board of Directors Over .-4 1 October 2003 '. cn,r::n REC~a ~ t:'~~"IY Elgin County Council, Elgin County Administration Office, 450 Sunset Drive St Thomas, ON N5R 5Vl OCT 9_ OO'!.u\R'N£f~ Mitmtl$tRÃffw!$m;ìßü!9 Dear Members of Council; On behalf of the St. Thomas-Elgin Public Art Centre, I would like to extend to you my sincerest thanks for including STEP AC in your 2003 budget This is always a positive step for the Art Centre and the community members that it serves. In addition, I would like to thank you for supporting the Public Art Centre by granting it $5,000 towards its operations for the community of Elgin County. Your understanding and support of the community's needs are greatly appreciated by so many who enjoy the Art Centre's services. Once again, I thank you for your understanding and support, and I encourage you to come and take part in the wonderful programs that the Art Centre has to offer. Sincerely yours, c1~' Lori Chamberlain, STEP AC Director Enclosed with this letter is a copy of STEP AC's audited financial statement for 2002. Minister of the Environment Ministre de l'Environnement Ottawa, Canada K1A OH3 OCT - 1 2003 Ms. Sandra J. Heffren Deputy Clerk The Corporation of the County of Elgin 450 Sunset Drive St. Thomas ON N5R 5V1 OC'f 9- Ç(Øifi{t'f~: ~~~~~"3 Dear Ms. Heffren: Thank you for your letter in which the Corporation of the County of Elgin recommends the development of a comprehensive strategy to control and remediate the effects of the invasive Emerald Ash Borer. Your Member of Provincial Parliament, Mr. Steve Peters, has also forwarded to me a copy of your correspondence. The Government of Canada recognizes that invasive alien species, such as the Emerald Ash Borer, are a significant threat to the environment and the economy, and require a co-ordinated and action-oriented response. My colleague, the Honourable Lyle Vanclief, Minister of Agriculture and Agri-Food Canada, is the Minister responsible for the Canadian Food Inspection Agency, which is leading the federal government's response to this plant quarantine pest. The Agency is co-ordinating its response to the Emerald Ash Borer with municipalities, the Province of Ontario, Natural Resources Canada (Canadian Forest Service), Environment Canada, and stakeholders. This response reflects the high priority assigned to this issue. I am forwarding a copy of our exchange of correspondence to Minister Vanclief for his consideration. As the Agency leads the development of a strategy to respond to this invasive alien species, it is using surveys to determine containment and eradication measures, and activities to educate the public. The strategy and existing measures seek to prevent the spread of the Emerald Ash Borer to other regions in Ontario and the rest of Canada. Environment Canada appreciates the interest of the County of Elgin and its citizens in minimizing Emerald Ash Borer damage and preventing its further spread. ~'é"'"'''' .. . \ -} Q."..."".,~~ .../2 Canadã - 2 - I am pleased to report that the Government of Canada is taking action to address the threat of invasive species. In September 2001, a joint meeting of the federal, provincial and territorial Wildlife, Forest, and Fisheries and Aquaculture Ministers identified invasive alien species as a priority issue for enhanced inter-jurisdictional collaboration under the Canadian Biodiversity . Strategy. Specifically, the Ministers called for the development of a draft plan to address the threat of invasive alien species. At their joint council meeting in September 2002, Ministers approved a blueprint for a national plan, and requested four thematic working groups to advance the initiatiVe: aquatic invasives, terrestrial animals, terrestrial plants, and leadership and co-ordination. Each of the groups is tasked with assessing priority policy issues, invasive alien species, pathways/vectors of invasion, and developing recommendation and implementation plans to address them. I appreciate your bringing this important conservation issue to my attention, and trust that my comments are helpful. Yours sincerely, ~~jl ~~ \ r-- David Anderson, P.C., M.P. c.c.: The Honourable Lyle Vanclief, P.C., M.P. ~ - '(J R~Cǧ"t:' ~ FONDATION DU - PATRIMOINE - ONTARIEN Anot_for_prof<t3gency ofdJeGovernmentofOntaJio Un organismeà but non lucrntif relevamdu gouvememem de l'Omario f1r' ~0 September 10, 2003 ......,IM'···"'~ ~~¡ii$' "~~.ii¡r~~'ff't!,~Æ~ ~~.. Warden Duncan McPhail The County of Elgin 420 Sunset Drive St. Thomas, ON NSR SVl Dear Warden McPhail: I am pleased to invite your council to participate in the Ontario Heritage Foundation's Young Heritage Leaders Program 2003. Now in its fourth year, this London Life-sponsored program provides you with the opportunity to recognize young people, 18 years old and under, who have made significant contributions to community heritage preservation. Looking around Ontario, it's easy to see the difference young people have made to heritage in their communities. In 2002, hundreds of people from across the province participated, confirming the program is an excellent way to promote awareness of heritage preservation projects and encourage young people to continue their interest in the heritage field. Councils may submit up to three nominations - one in each of the heritage areas - built, cultural and natural. Small project groups may also be considered for nomination where there has been a shared accomplishment. The enclosed poster and brochure are being distributed to local heritage organizations, school boards and youth groups to help promote the program. I encourage your council to work with these groups to identifÿ worthy young people. A Guidefines and Nomination Form brochure explaining the program in detail is enclosed. The nomination deadline is Monday. December 15. 2003. I encourage your council to participate in this program to recognize the significant work being done to preserve and promote heritage in your community. Yours truly, ~dá4 Allan Gotlieb Chairman 10 Adelaide Street East, Toronto, Ontario MSC lJ3 Telephone: (416) 325-5000 Facsimile: (416) 325-5071 10, rue Adelaide est, Toronto (Ontario) M5C 1)3 Téléphone: (416) 325-5000 Télécopieur: (416) 325-5071 Website: WW\v.heritagefdn.on.ca I HERITAGEf , everything we have inherited, that we value and wish to preserve fOr future generarions. It is a living legacy that 'understand our past, provides context for the present and influences the future. THE YOUNG HERITAGE LEADERS PROGRAMf 10 Heritage Foundarion's Young Heritage Leaders program ìs designed to recognize the outstanding ins that young people are making to local heritage preservarion It is the only recognition program in Ontario i:a1ly focuses on heritage. her serving as volunteers for local heritage organizations or initiating their own projects, these young people are !ing a commitment to preserving and promoting the heritage of their communities, By honouring their ~ts now, we can encourage them to continue their Înterests în heritage. þung Heritage Leaders Program enables municipal and regional councils, First Nations and Métia communi- WUze individuals who have made significant contributions to heritage preservation in their communities. ~LlGIBLE FOR NOMINATIONf ~t of Ontario, 18 years old and under, who has made outstanding contriburions to their local community in I built, cultural or natural heritage preservation is eligible for nomination ~ooJs, a specific class or small project group may also be considered for nomination where the effort is shared. fudent body of a sthooJ is not eligible. Project groups from youth organizations, suth as Girl Guides, iield Naturalists, 4-H Oubs and Boy Scouts, Cadets and Cubs also qualifÿ for nomination to the program. (PES OF ACTIVITIES UALlFY FOR NOMINATIONf rg are examples of activities that qualifÿ: i hands-on voluntary work to restore or maintain a heritage structure (buildings, bridges, ete.) isignífìcant fundraising to support restoration of a historical building ~earch or writing (books, brochures, walking tours, exhibits, Web sites) on heritage buildings ~al: ~ignificant volunteer service to a museum or historic site ~esearch or writing (books, brochures, walking tours, exhibits, Web sites) related to local history ~ustained participation in historical re-enactments at local events signífìcant voluntary parricipation on an archaeological dig collection of local artifacts, heritage photographs or memotabilia that are shared with the community ~oIunteer work in preserving, restoring or re-creating a heritage garden based on historical research ~olunteer participation in activities or events that protect, preserve or promote First Nacions, MétÌs or franco-Ontarian heritage \.1: significant volunteer work at a conservation authority / area or other parkland 4emonstrated leadership in the protection of natutal heritage - for example, endangered species habitats, 6re Carolinian forests and tall grass prairies þands-on efforts to împrove a natural heritage site - for example, wetlands, watercourses research or writing (books, brochures, walking tOlliS, exhibits, Web sires) related to local rutural heritage resources , , HOW ARE NOMINATIONS SUBMITTEDf Nominations must be endorsed by the Ü1air, Mayor, Reeve, Warden, Chief or Council President (or delegate) of a municipal council, regional council, First Nations council or Métis community council A Council may submit a maximtun of .QDf nomination for each of the three categories. Staff and volunteers of community; youth and heritage organizations are ideally suited to identifjr young people who are making exceptional contributions to heritage preservation in their local area. The Foundation encourages these organizations to contact their local Council with proposed nominations. Endorsed nominations must be submitted on the form provided. A detailed desctiption of the nominee and his/her achievements must be included. Additional material (publications, media stories, photographs) supporting the nomina- tion may be provided. Please limit the addirional material to irems that will provide new information and insight into the nature of the nominee's contributions. Please do not send originals of important or official documents, as they will not be returned. HOW ARE THE RECIPIENTS SELECTEDf Ontario Heritage Foundation staff will review all nominations to ensure compliance with the program guidelines. WHO MAKES THE PRESENTATIONS TO RECIPIENTSf The Foundation will notifjr the Council of the status of the nominarions by mail and will provide cerrifÌcates and achievement pins for the recipients. Groups receive group cerrifÌcates. It is the responsibility of the Council to fÏ:ame the certificates. The Foundation will send out letters of congratulations to the recipients after the Councils have been noti- fied. Councils must notifjr the Foundation when and where their presentations will take place - for example, at a council meeting. volunteer recognition event or annual celebration. Whenever possible, the Foundation or London Life will send a representative to the community to make the presentation to the recipient( s). WHAT IS THE DEADLINE FOR NOMINATIONSf Completed nomination packages must be submitted no later than Monday. December IS. 2003. If you are submitting more than one nomination, please photocopy the original blank form. Please send completed forms and support material to: Young Heritage Leaders Program Ontario Heritage Foundation Marketing and Communicarions Unit 10 Adelaide Street East, Suite 302 Toronto, Ontario MSC I}3 Additional information may be obtained by contacting the Ontario Heritage Foundation at: Tel: (416) 325-5015 Fax: (416) 314-0744 E-mail: marlœting@heritagefdn.onca Web site: www.heritagefiln.onca London Ì,i£is pleased to 'P!'nsor y';ung Herirage ~ders,a program that f!>ste!:s . 'a sense of local pride, comm;ull.y invólvement and vohmteerÏsm. Aussi dispouible en &ançais. NOMINATION FORM NOMINATING COUNCIL tM"""'P'1 Ccumi( lVgi""z C_( í---~C-- ADDRESS I TOWN/mY I POSTAL CODE I COUNTY/REGION/DISTRICT OF THE COUNOL I NAME OF ADMINISTRATIVE CONTACT I TITLE I TEL I E-MAIL I I enibrse the atta<hed nomination. NAME (Mry",/R-/W"dm/Chiif/Prnidmt '" '¡'k.!"') I TITLE I SIGNATURE I DATE I NAME OF NOMINEE/GROUP FOR GROUPS- NAME OF SCHOOL OR ORGANIZATION NAME OF PARENT, GUARDIAN OR GROUP LEADER MAILING ADDRESS OF NOMINEE(S) TOWN/mY POSTAL CODE TEL E-MAIL o INDIVIDUAL NOMINEE Age o SMALL PROJECT GROUP Age Rimge Number of group members If nominating a small project group, please attach a list of names, addresses and telephone numbers of all members. CATEGORY OF SUBNIISSION (maximum of one nominee per category): o BUILT 0 aJLTURAL 0 NATURAL THE ACTIVITIES OFTHE NOMINEE/GROUP OCCURRED FROM / Month .Year / Month Year TO DESCRIPTION OF ACTIVITIES/ACHIEVEMENTS: (250 words or less - please print or attach a separate typed page) Additional material (publications, media stories, photographs) sUpporting the nomination may be submitted. . . . . . Personal infonnaton on this form is collected under the Ontario Heritage Act,. PSG. 1990; c. / 8 and will be used to determine eligibility of the nominees and notifY nominators, This information will not be used for promotionaJ purposes without the permission of the recipients. @ © Ontario Heritage Foundation 08/03 E&OE Office of the Deputy Minister 77 Grenville Street, 11th Floor Toronto, Ontario M5S 163 Tel: (416) 326-3101 Fax: (416) 326-3106 Bureau du sous-ministre ® Ontario Ministry of Agriculture and Food Ministère de ('Agriculture et de l'Alimentation 77, rue Grenville, 11 e étage Toronto {Ontario} M5S 1 B3 TéL: (416) 326-3101 Téléc.: (416) 326-3106 ,.,_~, _ \'0'% j}\%,¿' _ A'~''.i~-Œ¡f£·:èE.~\ RECt;,í"¡;U' October 1, 2003 0':~1 $ ~ Mrs. Sandra J. Heffren Deputy Clerk 450 Sunset Drive St. Thomas, Ontario N5R WI , ~.",,, (~f~é~;; P.:@;~< .¡~ ':'_'M1f.![ "'~"-' i~i~':Tt'~fl"..~~~,," , Dear Mrs. Heffren: The Honourable Helen Johns, Minister of Agriculture and Food, has asked me to respond to your letter of September 10, 2003 supporting the resolution of North Algona Wilberforce Township. The closure of international borders to Canadian exports of ruminants and related products has placed many industries under significant stress. The obvious solution for the long term is to have all bovine spongiform encephalopathy (BSE) related trade sanctions lifted as early as possible. That is why we are pleased with the decision of the United States to start lifting the BSE-related restrictions that have been in place since May 20, 2003. This announcement affects largely boneless meat cuts, therefore Canada must continue to work with US officials to open up trade for other beef products as well as for live ruminants. We must also continue to encourage our other trading partners to follow suit. Meetings have taken place in Pennsylvania and Michigan with political representatives and farm leaders to share information about Ontario's plight, to identify barriers to further openings and to seek support for our science-based approach to food safety. Given the high value of trade in ground beef, bone-in beef, breeding stock and ot.'1er live ~nin:!als, we are optimistic that our counterparts in the United States share our interest in bringing the flow of trade back to normal in short order. The Ontario government has committed a combined $82.5 million to help compensate ruminant producers for losses resulting from the closure of international markets to Canadian beef and related products. .../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 Invite Ontario Home Invitez ¡'Ontario chez soi ~.~ - , - 2- Under the Canada Ontario BSE Recovery Program, Ontario is partnering with the federal gove=ent on a 60:40 basis to provide up to $35 million in assistance for the ruminant industry. Producers are eligible for compensation if they owned cattle or other ruminants on May 20,2003 that were sold by August 31, 2003 and slaughtered by September 5,2003. An additional $17.5 million has been allocated to the Ontario BSE Recovery Initiative. These funds will provide compensation for slaughter-ready steers and heifers of at least 1100 pounds live weight that are ready for market, but cannot yet be slaughtered due to constraints on abattoir capacity. To qualify for compensation, eligible ~nim~ls must be uniquely identifiable, market-ready on the date of application and set aside from slaughter for a minimum of eight weeks. On August 29,2003, the Premier announced a further $30 million to support the long-term competitiveness of Ontario's ruminant livestock industry under phase three of Ontario's BSE recovery strategy. Discussions on this proposal continue with industry representatives. For more information on Ontario's BSE recovery initiatives, please visit the Ontario Ministry of Agriculture and Food's web site at www.omaf.gov.on.ca. The ministry also offers two toll-free numbers to help producers get answers to their BSE-related questions: the Canada Ontario BSE Recovery Program at 1-877-838-5144 for compensation package inquiries, and the BSE Help Line at 1-888-292-5856 for technical inquiries. With the proclamation of the Nutrient Management Act on July 1, 2003, the Ontario gove=ent is better able to protect our environment and provide the citizens of this province with safe drinking water. The act forms a significant part of the water protection system envisioned by Conunissioner Dennis O'Connor in his Report of the Walkerton Inquiry. The first regulation was effective on September 30, 2003, and outlines a number of key requirements to ensure environmental protection, including the preparation of nutrient management plans and strategies, restrictions on land application of nutrients, and minimum setback distances from municipal wells and surface water. It applies initially to new and expanding large livestock farms. OMAF continues to promote the voluntary adoption of best management practices on farms not governed by the regulations. The ministry has developed a number of tools to help farmers implement environmental improvements on their fä1TI1S.For more information about best management practices, please visit our web site or call our Agricultural Information Contact Centre toll free at 1-877-424-1300. Thank you for sharing your views on this important matter. Yours very truly, w Frank Ingratta Deputy Minister St. Thomas-Elgin General Hospital Working Together for Your Good Health 189 Elm Street, PO 80x 2007 St. Thomas, Ontario, Canada N5P 3W2 Tel 519631-2020 . Fax519631-1825 October 3,2003 AJIE''c · ·CE·liiI'¡¡-"""'D c····.· '.' ..~.·,.¡¡¡;'T'.' ,. -~, . 7}-~ - -~ f~J-" Warden John R. Wilson and Members of County Council Corporation of the County of Elgin 450 Sunset Drive St Thomas, Ontario N5R 5V1 OCT 8 2I)Q1 1'Iflò,~,''''J '.' . . 'c." ~ ~,~1-r {~:-" ~~. a.NlWd~~~£;?-~~~i:»,~ RIt:wmJ'lb"'~- - '- , ,,!!;.1~~foM¡;~ Dear Warden and Members of Council, It's my pleasure on behalf of the STEGH Board of Governors and all Staff to congratulate you on the occasion of the recent opening and dedication of the new Elgin Manor! It seems only yesterday we gathered for the ground breaking ceremony. I intended to attend the ceremony but was deterred by a family health matter. Nevertheless, as a Hospital family, we were well represented by a number of members from our Board of Governors and other members of the Hospital family. Please know that the messages delivered during your program and hospitality, were sincerely appreciated by them. Again, congratulations to you and all who have worked so effectively to achieve your success. I look forward to visiting your new facility at the earliest opportunity. I share in your confidence that your new facility and all those associated with the delivery of care and programs, will provide enduring benefits and enhance the care for the resid s of the region. CC: Helen Notte, General Manager of Long Term Care STEGH Board of Governors Our Core Values Compassion Respect Accountability Simplicity IIserving tho.':;€) whQ S"erve ötIJer$' presents Ontario CISM Conference 2003 (plus three two-day CISM training courses) Conference Dates: November 7 - 8, 2003 10 nn Hwy Financial, administration and logistical assistance provided by: Emergency Management Ontario, Ministry of Public Safety and Security BGF Enterprises Canadian Critical Incident Stress Foundation Orangeville Business Machines not be acknowledged except for Registrations will be accepted. They wi oversubscription or cancellation. first come, first served Hote nformation imited Space is inquire about, and book your accomodations, contact: Orillia Highwayman Inn & Conference Centre 201 Woodside Drive, Orillia, ON L3V 6T4 Phone: 705.326.7343 Tol www.highwaymaninn.com/ 0269 800.461 1 Free: To For discounted rates, be sure to mention the C!SM conference! Please complete one Registration per person Name (first -last): Representing: Address: City: Province/State: Postal code: Phone: ( ) e-mail: I'll attend (complete as appropriate): Welcome reception Conference These workshops: A ,ß ,C ,0 (insert the workshop # of your choice - space is limited) CISM Basic Training CISM Advanced Training Peer Support workshop ***** ***** ***** I'm paying my fee of $ by .: rliEl Cheque: Money Order: Card # Expiry date:_/ _ Name on card Signature No post-dated cheques please! How to contact the Georgian CISM Team For more information, or to register for this conference please: E-mail us at: georgiancismteam@sympatico.ca Phone us at: 705.739.6226 FAX us at: 705.725.9849 Mail to: Georgian CISM Team PO Box 20157 Barrie ON L4M 6E9 6&9 a Highwayman 12.0rillia, Ontario 5 November I Tramlng Dates Ori Location at 11 Hwy Conference Details Conference Details Welcome Reception, Thursday November 6, from 19:00 to 23:00 - cash bar 08:30) Responding to a Line of Saturday Tea & coffee (08:00 Keith Lusk, Barrie Fire and Rescue Services Duty Death. (08:30 - 09:15) Times 07:45 - 08:15 08: 15 - 08:45 5 08:45 - 09: 1 (approx.) Friday Registration. Tea & coffee available Welcome & introductions Keynote speaker - James G. Young, M.D., Commissioner of Public Security, Chief Coroner for the Province of Ontario, Assistant Deputy Minister, Public Safety Division, Ministry of Public Safety and Security. Gord Favelle, Manitoba Fire Commissioners Office - Manitoba's C/SM Experience. Coffee break Cec Smale, Bruce Power EFAP - Bruce Power's Pianned CISM Response to Catastrophic Events. Lunch provided Workshops Workplace Safety and 5 09:15 -10:1 (approx) Randy Reid, Assistant Chief, Community Programs, Emergency Management Ontario - Emergency Management Ontario's New Role and the integration of CISM - 10:45 -11:45 10:15 10:45 Coffee break Neil Orr, York Regional Police - Canadian Police Response to 9/11 Worid Trade Center Attacks. Lunch provided Workshops Mary Anne Chapman and CISM 11:45 - 13:00 13:00 - 14:30 - - (A1) (C1) Dennis Potter, Kantu Consultants - Fun & Games: Training, Maintaining & Other Activities in the Care of a CISM Team. Based CiSM: What nsurance Board - WSIB Colleen Collier, Children's Hospital of Western Ontario, London Regional CISM Team. - CISM: Perceptions, Parinerships and Possibilities On the Road to the Future. I (C2) (A2) Milli Laing, Winnipeg Health Sciences - Hospital We Have Learned. Glenda Shields & Geoff Hancock, Peel Regional Police - Stress Management for the Rescue Personality. Cathy Love. Firefighter's spouse - CISM and Spousal Issues. Coffee & tea break Workshops Dennis Potter, Kantu Consultants - Fun & Games: Training, Maintaining & Other Activities in the Care of a CISM Team. (C3) -15:00 -16:30 (04) (A3) 14:30 15:00 (B4) Coffee & tea break Workshops Ron Mellish. Halton Family Services - CiSM in an EAP Environment. AI Thomas, Toronto Fire Services - Heavy Urban Search and Rescue Team, Family Support Unit. (05) (06) (65) (B6) Gord Favelle, Manitoba Fire Commissioner's Office - CISM and the Implications of Research. Barrie Police Service (ret) Peter Maher, CISM - Police Perspectives on Conference Registration 50 Conference Notes the speaker list are subject to change, as circumstances dictate Times and $1 $175 $205 5th 5th Up to October After October At the door - We are pleased to be able to offer Post-Conference Training - Nov 9 the following We are pleased to be able to offer the following Pre-Conference Training - Nov 5 10 Stress Management (Advanced ncident Advanced Critica CISM) . 6 Basic Critical Incident Stress Management (Basic CISM) Peer Support I Crisis Intervention (Peer Support) · · be The facilitator for the Advanced CISM program wi Murray Firth . The facilitators will be · Murray Firth for the Basic CISM program · Glenda Shields and Geoff Hancock for the Peer Support. Training fee: If paid by October 5th - $199 After October 5th - $224 At the door - $254 5th - $180 $205 $235 Training fee: If paid by October After October 5th At the door - Advanced CISM Training Objective The advanced CISM training program has been designed to provide participants with the latest information on critical incident stress management techniques and post-trauma syndromes. The program emphasizes a broadening of the knowledge base concerning critical incident stress interventions as wen as post-traumatic stress disorder, which was established in the basic program, and/or in publications. At the conclusion of this educational program participants will have been exposed to specific, proven strategies to intervene with those suffering the ill effects of their exposure to trauma. The emphasis will be on advanced defusings and debriefings in complex situations. Training Notes: Workshops are taught in accordance with International Critical Incident Stress Foundation (ICISF) standards, and meet team registration requirements of the Foundation. An ICISF Resource Workbook will be provided. All training is eligible for ICISF and Association o' certification. (ATSS) Traumatic Stress Specialists The advanced CISM training has been developed for EAP, human resources and public safety personnel, mental health professionals, chaplains, paramedics, fire fighters, physicians, police officers, nurses, dispatchers, airline personnel, and disaster workers who are already trained in the critical incident stress debriefing format. It will also be useful for those who are working extensively with traumatized victims from various walks of life. Basic Course Training Objective The twoMday Basic CISM course prepares mental health professionals and peer support personnel to provide a variety of crisis services for distressed personnel. The training is specifically designed around emergency service personnel and their occupational demands, but is used successfully by other groups or communities impacted by a traumatic event. The Basic CISM training is open to any person who wishes to know more about crisis intervention strategies for personnel impacted by traumatic stress. and book your accomodations. contact & Conference Centre nqulre about, Orillia Highwayman 201 Woodside Drive Orillia, ON L3V 6T4 Phone: 705.326.7343 Toll Free: 1.800.461.0269 nn To Training Objective Crisis intervention is NOT psychotherapy, rather it is a specialized acute emergency mental health intervention which requires specialized training. As physical first~aid is to surgery, crisis intervention is to psychotherapy. Thus, crisis intervention is sometimes called "emotional first- aid." Crisis interventions are typically done individually (one~on~one) or In groups. This program is designed to teach participants the fundamentals of, anda specific protocol for, individual intervention. The audience for this class includes both emergency services, military, and business/industrial peer support personnel without forma! trainIng in mental health, as well as mental health professionals who desire to increase theIr knowledge of individual (one-on~one) crisis Intervention techniques. Peer Support For discounted rates, be sure to mention the CISM conference! Fact & Fiction CISM "The CISM Team is a direct pipeline to management." October 2002, went to Bali in order to identify Canadians who died in terrorist bombings and to assist in the international forensic investigation. April 2002, arranged and oversaw the autopsies of four Canadian soldiers killed in Afghanistan under friendly fire by the United States. September 2001, was appointed Chief Medical, Emergency and Forensic Services Adviser for the Canadian Consulate General in New York. In this capacity, was responsible for coordinating the efforts to identify Canadians thought to be missing and presumed dead as a result of the terrorist activities which occurred at the World Trade Center in New York City on September 11,2001. Held a key role in Ontario's successful response to the 1998 ice storm, which devastated the eastern portion of the Your keynote speaker JAMES G. YOUNG. M.D Dr. Young has been involved in several significant national and international events, including · FICTION This is a common misconception. Any discussion with a CISM Team or Team member will be held in the strictest confidence possible. Names are not recorded. Management is not contacted at any point through the response to an incident. CISM Team members do not discuss what takes place at any debriefing, defusing or other CISM reactive service. · · · " FACT Have you ever left the scene of a call visibly shaken, only to have someone pat you on the back, laugh and say, "If that one bothered you, what are you going to do when something really bad happens?" The best advice we can possibly give you is this - do not measure your reactions to a critical incident against the reactions of your peers. You know your own body and mind better than anyone else - and you know when you are feeling stressed or "a little off." The next time you feel the urge to say something sarcastic or judgemental about the way a colleague has been affected by an incident, remind yourself that you may find yourself in their shoes tomorrow! mpact you. mpacts me may not "What · · province September/ October 1998, provided expert support and guidance to the Chief Medical Examiner of Nova Scotia identifying the victims of Swiss Air flight 111 · · Join us in welcoming Dr. Young and his message to Ontario's CISM Teams. " FICTION Have you checked the independent variable, the manner the evaluation tool was applied, the test and control groups, etc., etc. Research can be misleading, review the full report or set the generic conclusions aside! CISM doesn't work. "The research proves that · · Welcome Receptionl Thursday November 61 from 19:00 to 23:00 - cash bar Ministry of Health and Long-Term Care Ministère de la Santé et des Soins de longue durée (i) Ontario Emergency Health Services Branch 5700 Y onge Street, 6th Floor Toronto ON M2M 4K5 Direction des services de santé d'urgence 5700 rue Yange, 6e étage Toronto ON M2M 4K5 RECEIVED Telephone: (416) 327-7909 Facsimile: (416) 327-7879 Toll Free: (800) 461-6431 Téléphone: (416) 327-7909 Télécopieur: (416) 327-7879 Appels sans frais: (800) 461-6431 September 26, 2003 OCT aim "_'.. 'Ui"\J'@©¡¡¡¡¡~.. . ..' t1Ø~~~·i ~"'~~'4 !i'I!\~*'. ·~l-fÆ1~~ Aiv:t:miAt~~...~~~~t!I~ ~~~ Mark MacDonald Chief Administrative Officer County of Elgin 450 Sunset Drive St. Thomas ON N5R 5V1 Dear Mr. MacDonald: RE: Grant for Salaries. WaCles and Other OperatinCl Costs Increases We are pleased to advise you that the province has approved an increase to your Land Ambulance Services Grant for the 2003/04 provincial 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 Nations Communities. Detailed calculations of this payment are enclosed. The cash flow for the full amount for the 2003/04 fiscal year will be included in your electronic transfer. 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. ¡¡;.~ Malcolm Bates Director Attachments c: Senior Field Managers lanation of Recent 2003-04 Increases Detailed Ex to the land Ambulance Servicßs Grant EI D 2003-04 Increase (B+C) C 2003-04 Increase Operating Cost of A B 2003-04 Salary & Wage Increase (85% of A' 2%)' A Total Annualized Approved Base Grant 36,385 $ $ $ $ . 4.5%)2 0,341 (15% 26,044 ,531,987 $ $ $ $ Provincial Grant 100% First Nations 100% Unincorp Territories 100% Other Total 36,385 on provincial etc. Assumptions used to calculate increase in grant: , Assumption that 85% of provincial grant pertains to wages. grant for purposes of wages. 2 Assumption that 15% of provincial grant pertains to other cost factor such as fuel, supplies, utilities, Utilized a 4.5% increase factor on provincial grant for purposes of other operating costs. $ increase factor 0,341 Utilized 2% $ 26,044 $ 531,987 $