November 13, 2007 Agenda
ORDERS OF THE DA Y
FOR TUESDA ~ NOVEMBER 13.2007 - 9:00 A.M
PAGE # ORDER
1 st Meeting Called to Order
2nd Adoption of Minutes - for the meeting of October 16, 2007
3rd Disclosure of Pecuniary Interest and the General Nature Thereof
4th Presenting Petitions, Presentations and Delegations
DELEGATIONS:
9:00 a.m. Gus Walters with update regarding the old Elgin Manor
1) Completion of demolition; 2) Start of construction - March 2008;
3) Marketing response to site signage (verbal)
9:15 a.m. Richard Innes, Brain Trust Marketing & Communication re:
Premier Ranked Tourist Destination Framework Project
Findings - St. Thomas-Elgin Tourist Association (enclosed
separately)
Motion to Move Into "Committee Of The Whole Council"
Reports of Council, Outside Boards and Staff
Council Correspondence - see attached
1). Items for Consideration
2) Items for Information (Consent Agenda)
OTHER BUSINESS
1) Statementsllnquiries by Members
2) Notice of Motion
3) Matters of Urgency
9th fn;..Camera Items (see separate agenda)
10th Recess
11 th Motion to Rise and Report
12th Motion to Adopt Recommendations from the Committee Of The Whole
64-76 13th Consideration of By-Laws
14th ADJOURNMENT
5th
2-40 6th
7th
41..43
44-63
8th
~ .
"
NOTICE:
LUNCH WILL BE PROVIDED
November 24, 2007- Elgin County Christmas Party at St. Anne's Centre - Doors open at
6:00 p.m. and dinner at 7:00 p.m. Final day for ticket sales Nov. 17th
Revised Procedural. By-Law is expected to be presented at the next meeting.
Incred16{e
ELGIN
st. Thomas
O~cdy S~ C~
PREMIER RANKED
TOURIST DESTINATION FRAMEWORK
PROJECT
November 1, 2007
.. ,.,
REPORTS OF COUNCIL AND STAFF
NOVEMBER 13. 2007
Councillor Reports - (A TT ACHED)
3 Councillor John R. Wilson, Chair, Rural Initiatives Committee - Resolution on Community
Mailboxes
4 Councilor John R. Wilson, Chair, Ambulance Base Building Committee - Building Process
Update
Staff Reports - (A TT ACHED)
5 Curator, Director of Cultural Services - Port Stanley Terminal Rail Agreement
7 Director of Cultural Services - Naming the Library Mascot
8 Director of Cultural Services, Directors of Senior Services TIL & ElM - Annual Request to
Carry Forward 2007 Vacation
10 Director of Financial Services - Budget Comparison - September 30, 2007
15 Director of Financial Services - Amendment - By-Law No. 05-34
16 Director of Financial Services - Performance Measures - Year Ended December 31,2006
18 Financial Analyst, Director of Financial Services, Director of Engineering Services - Capital
Projects Budget as at October 25, 2007
24 Economic Development & Tourism Services - County of Elgin Economic Development
Plan 2007 - 2011 (Appendix 1 and
Appendix 2 [Executive Summary] enclosed separately)
28 Director of Human Resources - Code of Conduct for Members of Municipal Council
37 Director of Engineering Services - Bridge Weight Restrictions
2
RURAL INITIATIVES COMMITTEE
Resolution on Community Mailboxes
Moved by Jim Mcintyre
Seconded by Graham Warwick
WHEREAS the Canada Post Corporation desires to install and erect Community
Mailboxes in place of individual mailboxes in rural areas; and,
WHEREAS individual ratepayers will be inconvenienced by the relocation of rural
mail delivery to points some distance from their current mailbox location; and,
WHEREAS individual ratepayers will be forced to drive to community mailboxes
exposing them to risk of injury as opposed to obtaining their mail in a more
approximate location; and,
WHEREAS this practice will impose unnecessary barriers to elderly residents
and those with physical challenges; among others; and,
WHEREAS school buses, newspaper carriers and others continue to supply
services to individual rural residences without forcing residents to obtain said
service from other more distant locations; and,
NOW BE IT THEREFORE RESOLVED that the Council of the County of Elgin
hereby opposes the creation and installation of community mailboxes in rural
areas and strongly urges the Canada Post Corporation to cease and desist the
degradation of rural mail service delivery by forcing residents to retrieve mail
from distant mailbox outlets; and,
THAT copies of this resolution be sent to local municipalities, A.M.O., R.O.M.A.,
Canada Post Corporation, F.C.M. and Mr. Joe Preston, M.P.
- Carried.
MEMORANDUM
DATE: November 2,2007
TO: ELGIN COUNTY COUNCIL
FROM: JOHN R. WILSON, CHAIR, AMBULANCE BASE BUILDING COMMITTEE
SUBJECT: Building Process Update
The Ambulance Base Building Committee has been meeting since last April and progress
is being made.
MTO has recently approved a separate egress for ambulances from the ambulance base
at the Terrace Lodge site. This is important from a traffic safety perspective and to meet
mandated response times.
The Committee is grateful to Steve Peters, M.P.P. for facilitating this approval through his
connections with the MTO. We are doubtful approvals would have been granted in such a
timely fashion without his assistance. A letter thanking Mr. Peters will be issued on
Council's behalf.
The Committee can now move forward with the building process and will be coming
forward to Council with more information for approval. Draft building plans and a site plan
will be presented to Council in the coming months.
The tentative timeframe the committee would like to follow is to issue an Open Tender
Process to close mid-March 2008, with building construction to be completed by late
August or early September.
REPORT TO COUNTY COUNCIL
FROM:
Michael Baker, Curator
Cathy Bishop, Director of Cultural Services
DATE:
October 22,2007
SUBJECT:
Port Stanley Terminal Rail Agreement
CORPORATE GOAL(S) REFERENCED:
To promote cultural services;
To forge community partnerships.
INTRODUCTION:
In June 2007, the County of Elgin entered into an agreement with Port Stanley Terminal
Rail Inc. (PSTR Inc.) to cover the cost of bringing the regular Thursday trains from
White's Station to the museum during the months of July and August. The cost of
running the extra distance was subsidized by the County and a platform next to the
Administration Building was provided by the County. If a minimum of five riders indicated
a desire to stop at the museum, the train would make the extra run from White's Station
and leave the riders at the museum platform to be picked up by the next train. This gave
visitors a 90 minute stop during which they could tour the museum and archives. It was
intended that the two-month trial in 2007 would serve to gauge riders' interest in tile
museum stop for future planning.
DISCUSSION:
Three trains carrying 25 people stopped at the museum during the trial period in 2007.
Feedback revealed that the 90 minute interval was too long for most riders and the
option of stopping at White's Station or the museum only served to confuse riders. At
the conclusion of the trial, it was agreed that a different arrangement was needed. PSTR
Inc. has since offered to move the regular stopping point of their Tuesday and Thursday
trains from White's Station to the Museum platform in the months of July and August.
The museumwould be the only stop on those days and the train would remain atthe
museum's platform for 20 minutes. This would allow riders to make a brief visit to the
museum, archives and the County's new tourism office, with the likelihood that some
riders would then come back for a lengthier visit. This approach could result in as much
as one hundred visitors per day, a vast improvement from 2007.
Given that the. museum will be a regular stop beginning in 2008, staff do notforesee the
need to establish a formal agreement with PSTR Inc for 2008 and beyond. The County
has already been added as in insured party for liability purposes under the agreement
established in June 2007. The terms of the 2007 agreement also makes it clear that the
platform is on PSTR Inc. property and they retain ownership. Furthermore, PSTR will no
longer be requiring a subsidy from the County to stop at the museum during the months
of July and August.
Staff recommend that County Council endorse the proposed plan for PSTR Inc. to make
regular stops at the museum on Tuesdays and Thursdays for the months of July and
August on an annual basis and until otherwise notified. Such endorsement will enable
museum staff to proceed with promotional literature in partnership with PSTR Inc. to
include reference to the Tuesday and Thursday trains as the "Museum Train". Staff will
continue to find better ways of working with the PSTR Inc. to promote the train
throughout the coming season, including a more tangible link to the County's emerging
tourism office.
Staff wish to acknowledge the excellent support they have received from PSTR Inc. and
their willingness to develop a strategy that will be of benefit to both the County and
PSTR Inc. The recognition that the museum should be a regular stop without a financial
subsidy is a major gesture of goodwill and confidence in the County's cultural
operations. Staff therefore recommend that the Warden issue a letter of appreciation to
PSTR inc. thanking them for their support.
CONCLUSION:
A two-month trial which saw the PSTR Inc. run an optional stop to a new platform built in
2007 behind the County Administration Building came to a end in September. The
results from 2007 were modest, largely due to a lack of time to properly market the stop
and the length of stay. PSTR Inc. has since decided to move their stop from White's
Station to the County Administration Building for its regular runs on Tuesdays and
Thursdays in July and August. A 20 minute stop will allow interested riders to visit the
museum, the archives and the tourist office where Cultural Services and Tourism staff
will provide them with information on both the County's past and present, with the hope
that a more in-depth visit will take place in the future. As there is no cost or obligation on
the part of either party, a new contract will not be needed.
RECOMMENDATION:
THAT County Council endorse the plan of Port Stanley Terminal Railway Inc. to make
regular stops at the Elgin County Administration Building for the purposes of visiting the
Elgin County Museum, Archives and tourism office for the months of July and August in
2008 and beyond;
AND THAT the Warden issue a letter of appreciation to Port Stanley Terminal Railway
Inc. for their partnership with the County.
Mark G.
Chief Administrative Officer
~~
Michael Baker
Curator
REPORT TO COUNTY COUNCIL
FROM:
Cathy Bishop,
Director of Cultural Services
DATE:
November 5, 2007
SUBJECT:
Naming the Library Mascot
CORPORATE GOALCSl REFERENCED:
1. To promote cultural services
2. To provide innovative and collaborative quality service
3. To recognize and seize opportunities for improvement
INTRODUCTION:
A contest was held to name the Elgin County Library mascot.
DISCUSSION:
Ballot boxes were placed in each branch library in an effort to name the Elgin
County Library mascot. Two hundred and sixty eight suggestions were received.
CONCLUSION:
Two hundred and sixty eight suggestions were received to name the library
mascot. The mascot name with the most ballots was "Larry" the library card.
RECOMMENDATION:
THAT County Council accept the name of "Larry the Library Card" as the official
Elgin County Library mascot name.
Respectfully Submitted
~
Director of Cultural Services
ission
Mark
Chief Administrative Officer
REPORT TO COUNTY COUNCIL
FROM:
Cathy Bishop, Director of Cultural Services
Melissa Lewis, Director of Senior Services for Elgin Manor
Rhonda Roberts, Director of Senior Services for Terrace
Lodge
DATE:
October 16, 2007
SUBJECT:
Annual Request to Carry Forward 2007 Vacation
CORPORATE GOAL(S) REFERENCED:
To be recognized as a desired employer.
INTRODUCTION:
Language within the CUPE and ONA Collective Agreements and County Policy
provide for staff to request a portion of their vacation quantum to be carried
forward into the following year. This request is subject to Employer approval,
which will not be unreasonably denied.
DISCUSSION/CONCLUSION:
As per the current Collective Agreements, one ONA member and one CUPE
member have submitted a written request to carry forward a portion of their 2007
vacation entitlement into the 2008 calendar year. Also, a Management position
at our Home for Seniors has submitted a request to carry vacation forward into
the following year.
. Elgin Manor
. Home for Seniors
. Dutton Library
Registered Nurse
Management Position
Library Assistant
37.5 hours
70 hours
18.50 hours
RECOMMENDATION:
THAT the report entitled Annual Request to Carry Forward 2007 Vacation be
received and filed.
Respectfully Submitted
Approved for Submission
tffi"'d ~
Chief Administrative Officer
~
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Cathy hop (J
Director of Cultural Services
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~:Ii:S: ewis, Elgin Mano~
Director of Senior Services
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Rhonda Roberts, Terrace odge
Director of Senior Services
REPORT TO COUNTY COUNCIL
FROM:
Linda B. Veger, Director of Financial Services
DATE:
October 24, 2007
SUBJECT:
Budget Comparison - September 30,2007
Corporate Goal Referenced:
To ensure fiscal responsibility and accountability.
Introduction:
Attached is the budget comparison to September 30, 2007 for the County operating
departments.
Discussion:
The departmental totals are reasonable for the ninth month of the year. Wage and benefit
lines continue to be very close to the budgeted amount. The benefit lines will improve as more
staff reach the maximums for Canada pension and employment insurance.
Administration Building - 29,136 - purchased services positive 16,665, utilities positive
14,609. Rental income negative 14,182 - rentals less than anticipated at budget time. Utility
expenditures fluctuate depending on the season and may increase later in the year.
Corporate Ex~enditures - 72,108 - insurance paid late 2006. Next billing will come due
November 15t . Legal and professional fees under budget 16,878. Small positive variances in
several other lines make of the balance of this positive variance.
Overall the three Homes are in a positive position - 190,135. The increases in revenues
started flowing in April. Effective September 1 st the Homes received an increase in raw food
costs of $1.43 per diem. This equates to approximately $129,000 annually. Terrace Lodge is
over in the wage lines with several outbreaks including one ongoing now. Other budget lines
are being closely scrutinized to make up some of the wage line negative variance.
Library - 220,606 - grants from 2006 and 2007. The Library is in the process of carefully
selecting expenditures for these grants. Also the annual grant from the Province has been
received.
Provincial Offences - 356,981 - revenues higher, indicating the increase from 401 fines. The
first payment to the municipalities was made in early July. The municipalities benefiting from
the 401 revenues will receive their first payment for those fines after the year end is closed. In
2008, they will receive a first payment in July for the first half of 2008.
Ambulance Services - 110,243 - contractor payments lower than expected at budget time.
Theses lower payments lead to lower payments from the City of St. Thomas.
Recommendation:
THAT the report titled Budget Comparison - September 30, 2007 and dated October 24,
2007 be received and filed.
Respectfully Submitted
Approved for S
~~
~:~~;ger .
Director of Financial Services
Mark G.
Chief Administrative Officer
COUNTY OF ELGIN
Departmental Budget
Comparisons
For The 9 Periods Ending September 30, 2007
Total YTD YTD Variance %OF
Budget Budget Actual 0 Budget
Warden & Council
Wages 178,520 133,890 133,887 4
Benefits 8,000 6,000 5,475 525
Operations 72,000 54,375 45,318 9,057
Total 258,520 194,266 184,680 9,586 71.44 %
Administrative Services
Wages 270,450 197,429 193,753 3,675
Benefits 59,500 43,435 44,298 (863)
Operations 15,600 11,700 14,612 (2,912)
Total 345,550 252,564 252,663 (99) 73.12%
Financial Services
Wages 305,968 224,458 225,440 (982)
Benefits 73,891 54,206 53,969 237
Operations 16,200 12,150 13,432 (1,282)
Total 396,059 290,815 292,841 (2,027) 73.94%
Human Resources
Wages 320,000 233,600 230,891 2,709
Benefits 85,200 62,503 50,125 12,378
Operations 16,800 12,600 11,955 645
Total 422,000 308,703 292,971 15,732 69.42%
Administration Building
Wages 180,000 131,400 127,012 4,388
Benefits 45,000 32,850 27,996 4,854
Operations 96,500 71,869 51,975 19,894
Total 321,500 236,119 206,983 29,136 64.38%
Corporate Expenditures
Insurance 263,500 254,030 225,617 28,413
Telephone 30,000 22,500 25,342 (2,842)
Legal & Professional 95,000 71,250 54,372 16,878
Retiree Benefits 25,000 18,750 13,060 5,690
Other Expenditures 87,990 65,993 42,024 23,968
Total 501,490 432,523 360,415 72,108 71.87%
Engineering
Wages 259,000 189,070 201 ,459 (12,389)
Benefits 59,000 43,070 45,378 (2,308)
Operations 80,100 60,075 14,645 45,430
Maintenance 2,586,850 1,933,887 1,927,884 6,003
Total 2,984,950 2,226,102 2,189,366 36,736 73.35%
Agriculture
Fees Revenue 0 0 (210) 210
Operations 32,953 24,715 15,624 9,091
Total 32,953 24,715 15,414 9,301 46.77%
Elgin Manor
Revenues (4,585,470) (3,439,103) (3,486,148) 47,046
Wages 4,106,768 2,997,941 3,019,115 (21,174)
Benefits 1,032,002 753,361 800,641 (47,280)
Operations 969,361 728,771 580,259 148,512
Total 1,522,661 1,040,971 913,867 127,104 60.02%
Terrace Lodge
Revenues (5,172,542) (3,879,407) (3,915,266) 35,859
Wages 4,093,056 3,030,429 3,215,870 (185,440)
Benefits 1,166,521 863,672 836,395 27,278
Operations 982,404 738,678 638,730 99,948
Total 1,069,439 753,373 775,729 (22,355) 72.54%
Bobier Villa
Revenues (2,927,060) (2,195,295) (2,218,709) 23,414
Wages 2,883,810 2,105,181 2,113,824 (8,643)
Benefits 723,980 528,505 511,944 16,561
Operations 718,602 540,202 486,147 54,054
Total 1,399,332 978,593 893,207 85,386 63.83%
Museum
Wages 84,681 61,897 59,670 2,227
Benefits 20,977 15,313 13,274 2,040
Operations 25,300 18,975 31,871 (12,896)
Total 130,958 96,186 104,815 (8,629) 80.04%
Library
Wages 1,108,648 809,613 820,307 (10,694)
Benefits 267,944 195,599 191,554 4,046
Collections 239,500 179,625 196,575 (16,951)
Operations 243,173 182,380 (61,825) 244,205
Total 1,859,265 1,367,217 1,146,611 220,606 61.67%
Archives
Wages 85,358 62,311 77,946 (15,634)
Benefits 22,193 16,201 19,593 (3,392)
Operations 51,800 38,850 19,425 19,425
Total 159,351 117,362 116,963 399 73.40%
Land Division
Wages 57,640 42,397 39,892 2,505
Benefits 9,610 7,026 7,558 (532)
Operations (67,250) (50,438) (42,911 ) (7,527)
Total 0 (1,014) 4,540 (5,554) 0.00%
Emergency Measures
Wages 5,300 3,869 3,869 0
Benefits 1,375 1,004 1,004 0
Operations 9,000 6,750 4,291 2,459
Total 15,675 11,623 9,164 2,459 58.46%
Information Technologies
Wages 197,525 144,193 146,624 (2,431 )
Benefits 49,381 36,048 35,276 772
Operations 299,749 224,812 187,316 37,496
Total 546,655 405,053 369,216 35,837 67.54%
Provincial Offences
Grant (75,045) (56,284) (93,004) 36,720
Fines Revenues (700,000) (525,000) (753,150) 228,150
Shared Revenues - Municipal 381,655 190,828 120,709 70,118
Wages 146,275 106,781 107,761 (980)
Benefits 32,200 23,506 27,066 (3,560)
Operations 185,975 123,581 97,139 26,442
Total (28,940) (136,588) (493,479) 356,891 1705.18%
Ambulance Services
Province of Ontario (3,097,692) (2,323,269) (2,359,111 ) 35,842
City of S1. Thomas (1,476,139) (1,107,104) (1,046,950) (60,154)
Contractor Payments 6,590,990 4,943,243 4,824,518 118,725
Wages 67,817 49,506 50,198 (692)
Benefits 17,972 13,120 11,685 1 ,435
Operations 35,300 26,475 11 ,388 15,087
Total 2,138,248 1,601,970 1,491,727 110,243 69.76%
Collections
Revenue (305,000) (228,750) (191,654) (37,096)
Shared Revenues - Municipal 147,919 73,960 77 ,269 (3,310)
Wages 47,520 34,690 28,884 5,806
Benefits 12,545 9,158 7,897 1,261
Operations 34,300 25,725 15,940 9,785
Total (62,716) (85,218) (61,664) (23,554 ) 98.32%
Economic Development
Grants (90,000) (67,500) (50,000) (17,500)
Wages 106,390 77 ,544 82,558 (5,014)
Benefits 18,260 13,330 16,271 (2,941 )
Operations 127,200 95,400 49,856 45,544
Total 161,850 118,774 98,684 20,090 60.97%
REPORT TO COUNTY COUNCIL
FROM:
Linda B. Veger, Director of Financial Services
DATE:
October 25, 2007
SUBJECT:
Amendment - By-Law No. 05-34
CORPORATE GOAL(S) REFERENCED:
To ensure fiscal responsibility and accountability.
INTRODUCTION:
By-Law 05-34 provides residential tax relief to low income seniors and low
income persons with disabilities. Some of the wording in the by-law requires
amendment in order to agree with the intent of the by-law.
DISCUSSION:
The by-law refers to assessment related increases however the intent, as
proposed by staff and agreed by Council in September 2005, was to calculate
the relief on total taxes. Tax increases related to improvement of the property are
excluded from the calculation in the year the improvement is recognized in the
assessed value of the property.
CONCLUSION:
The intent of by-law 05-34 is to provide relief on total taxes and not just on
assessment related increases.
RECOMMENDATION:
THAT By-Law No. 05-34 be amended to delete the reference to assessment
related increases.
Respectfully Submitted
Mark G. McDona
Chief Administrative Officer
~~~.
Linda B. Veger
Director of Financial Services
REPORT TO COUNTY COUNCIL
FROM: Linda B. Veger, Director of Financial Services
DATE: October 24, 2007
SUBJECT: Performance Measures - Year Ended December 31,2006
INTRODUCTION/DISCUSSION:
This is the seventh year that the County is required to report Performance Measures
(MPMP) to the Province. Following is a comparison of 2004, 2005 and 2006.
2004 2005 2006
Adequacy of % of paved lane 66% 71% 71%
Roads kilometres rated
adequate
An adequate road is a road where surface distress is minimal and no maintenance or
rehabilitation action is required.
2004 2005 2006
Maintenance Per paved lane $2,056.36 $2,038.60 $2,250.90
Costs 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 maintenance
activities include crack sealing, spray patching, and slurry seal.
The County of Elgin contracts with its seven member municipalities to provide roads
maintenance based on a set per kilometre dollar amount.
General 2004 2005 2006
Government
General Government - % of total 4.0% 4.8% 4.3%
operating costs for governance
and corporate management.
General government administration includes departments primarily involved in general
administration, financial management, and human resources.
."
for library services per
2004
$40.03
$2.05
2005
$43.30
$2.38
2006
$42.78
$2.55
Libra uses er erson
Electronic library uses as a percentage of
totallibra uses
Non-electronic library uses as a percentage
of total Iibra uses
18.182
15%
18.198
27.8%
16.751
28.5%
85%
72.2%
71.5%
Library measures were introduced in the 2004 Financial Information Return (FIR).
RECOMMENDATION:
THAT the 2006 Municipal Performance Measures as outlined in the October 24, 2007
report titled Performance Measures - Year Ended December 31, 2006 be reported to the
public on the County web site with the 2006 Audited Financial Statements.
Respectfully Submitted
Approved for Submission
(/J J
c/1~..J0V~
Linda B. Veger
Director of Financial Services
Mark G. Mc on
Chief Administrative Officer
REPORT TO COUNCIL
FROM:
Jennifer Ford, Financial Analyst
Linda Veger, Director of Financial Services
Clayton Watters, Director of Engineering Services
DATE:
November 2,2007
SUBJECT:
Capital Projects Budget as of October 25, 2007
CORPORATE GOAL REFERENCED:
To ensure fiscal responsibility and accountability
INTRODUCTION:
In May 2007, the approved capital projects budget stood at $18,418,778 with a
remaining project budget of $9,288,435. This report serves to update Council on the
full slate of projects underway in 2007 up to and including October 25, 2007.
Appendix A has been included for Council's information and includes a brief
explanation of the status of each project at the time of this report.
DISCUSSION:
Budget Update: Project Remaining
Budget Project Budget
Balance Forward: $ 18,418,778 $ 9,288,435
Council approved Capital changes 695,436
Additional Funding:
Rural Initiatives Funding 1,500,000
Rent since last report - White Street
Station 14,864
Comrif Funding - Sunset 3,112,778
Comrif Funding - New Sarum 282,907
$ 24,024,763 $ 5,702,146
Staff suggest that projects 2660-07-04 - Boiler Replacement - Garage and 2660-07-
05 - Miscellaneous Garage be closed and their fund balances be combined with
project 2660-05-01 - Garage in order to be used for upgrades that are forthcoming.
Staff advise that the preliminary estimated surplus from projects completed in full at
this time covers the shortfall of $154,129 in the 2007 budget.
CONCLUSION:
This report serves to update Council on the Capital projects currently in progress at
the County as outlined in Appendix A.
RECOMMENDATION:
THAT projects 2660-07-04 - Boiler Replacement - Garage, and 2660-07-05 -
Miscellaneous - Garage be closed and their fund balances be combined with project
2660-05-01 - Garage for future use; and,
THAT the report titled Capital Projects Budget as of October 25, 2007 and dated
November 2, 2007 be received and filed.
Respectfully Submitted
Approved for S
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Financial Analyst
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Mark G. McDonald
Chief Administrative Officer
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Linda Veger ..
Director of Financial Services
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REPORT TO COUNCIL
FROM: Alan Smith, Manager, Economic Development & Tourism Services
DATE: October 30th, 2007
SUBJECT: County of Elgin Economic Development Plan 2007-2011
Corporate Goals:
. To promote Elgin as "The Place to Live"
. To forge community partnerships
. To provide innovative and collaborative quality service
. To recognise and seize opportunities for improvement
Introduction:
During the December 14th, 2006, County Council meeting, the Manager of Economic
Development presented County Council members with an overview of current and future
initiatives that will form the foundation of the County's economic development program.
One of the key projects that were discussed was the undertaking of an Economic
Development Plan.
In order to assist Economic Development staff with this planning initiative, an RFP was
issued in late January 2007 for the retaining of consulting services. In April 2007 the firm
Millier Dickinson Blais inc. was contracted by the County of Elgin to prepare an action
oriented and innovative economic development plan that would guide the economic
development activities of the County for the next five years.
An economic development plan has now been created that is both strategic and practical
and positions the County of Elgin to best respond to the economic opportunities that will
ensure the growth and marketability of the County in the future. The plan addresses the
need for a departmental mandate and mission statement and clearly articulates the role of
the County in the delivery of economic development services. A recommendation for
endorsement of the County of Elgin Economic Development Plan 2007-2011 is given for
Council's consideration.
Discussion:
Strategic planning is one of the most important tools that an economic development
department/organization can use for effective program development. It is a means for
establishing and maintaining essential programs based on economic opportunities,
constraints and the needs of a community. With Elgin County Council initiating the
strategic planning process, an Economic Development Plan has been developed that will
serve both as a means of promoting County Council's economic development activities
and as a guide to the work to be undertaken by the Economic Development and Tourism
Services department.
The plan as presented in Appendix 1 (an Executive Summary is contained in Appendix 2)
meets the overall objectives of the County's strategic planning process:
1. To provide the County of Elgin and its lower tier municipalities with clear strategic
direction and goals towards realising a common regional economic vision; and
2. To provide Elgin County's Economic Development Office with a detailed
implementation plan that will enable the County to take advantage of identified local,
regional and international opportunities that will attract and retain business
investment, create employment, diversify the economy and broaden the tax base.
In order for the County and the lower tier governments to support the overall vision as
described in the Plan and to achieve the desired outcomes of the economic development
planning process, four high level goals, each with supporting objectives, have been
identified: (1) Investment readiness (2) Pursue partnerships and outreach in the
community (3) Effective marketing and promotion of Elgin County and (4) Growth in key
industries.
A recommended approach to the implementation of these goals involving specific actions
to address essential issues to ensure and enhance the County's competitive market
position is provided. Potential partnerships, timing, and when appropriate specific
budgetary requirements are presented. It should be stressed that the Plan acts as a guide
for the Economic Development and Tourism Services department. Recommendations
contained in the Plan will be expanded upon or operationalized which will be reflected
during the normal budgetary process. This is not an exhaustive list of all of the potential
actions for Elgin economic development program. Over the lifespan of the plan, initiatives
will be added while some will be changed, as this is the nature of a strategic document.
In order to successfully implement the actions contained within the Plan, a delivery model
is recommended. This model defines the roles of the County and the lower tier
governments, and addresses the current structure of the Economic Development and
Tourism Services department. Increased staffing levels are highlighted in order to
accomplish the variety of actions contained in the Plan. However, this issue will require
further exploration before a recommendation can be made to County Council.
A number of key activities were undertaken that helped shape and provided direction for
the initiatives contained in economic development plan and the delivery model. A detailed
analysis of the County's economic base was completed. This provided an understanding of
the current and historical economic performance of the County of Elgin. Further sector
analysis also revealed 5 (five) sectors having the best potential to attract new business
investment or that could represent the existing and future export base of the County of
Elgin: Agriculture; Transportation and Warehousing; Manufacturing; Construction; and
Tourism. Opportunities within each sector were also explored.
2
A detailed analysis of the County's strengths, weaknesses, opportunities, and threats
(SWOT) was also undertaken. The "SWOT" was completed based on the economic
analysis, literature reviews, and extensive public consultations. The latter involved four
focus groups sessions - one for the west, east, and central portion of the County. Given
the new responsibility or lead role for the delivery of tourism services, a focus group
session specific to the tourism sector was given. In total, approximately 100 individuals
participated in the four focus groups. It should be noted that an innovative approach of
conducting these sessions was utilized using an electronic facilitation system, which
resulted in full engagement of those in attendance. The use of this system resulted in
greater retention of information over conventional facilitation methods. This is reflective in
the final product. Also, in order to investigate specific issues and opportunities, 30 (thirty)
interviews were conducted with business and community leaders. Staff is confident that
the Plan is one that the residents of Elgin County can embrace.
As mentioned earlier, the Plan also provides recommendations on the delivery model or
structure required to undertake the actions contained in the strategic document. These
recommendations are based on a best practice review of several municipalities/counties
within Ontario. Economic development practices such as staffing, budgets, and
responsibilities for the delivery of initiatives are given for consideration.
It should be stressed that the County of Elgin Economic Development Advisory Committee
(CEEDTAC) were fully engaged throughout the strategic planning process. The Committee
has reviewed the document, revisions have been incorporated, and the Committee has
endorsed the resulting County of Elgin Economic Development Plan 2007-2011 - and is
recommending that County Council also endorse the Plan as presented in Appendix 1 of
this report:
Moved by Donna Lunn
Second by Susan Gardner
"THA T the County of Elgin Economic Development and Tourism Advisory Committee
accepts and endorses the County of Elgin Economic Development Plan 2007 - 2011 and
recommends County Council endorsement of the Plan."
Carried.
Given the tremendous support and interest by stakeholders throughout the strategic
planning process, a "rollout" of the Plan is scheduled for November 20th, 7:00pm, at the
New Sarum Diner. This will give those that participated in the strategic planning process
an opportunity to view the final document. All members of Council representing each lower
tier government will also receive an invitation for their consideration.
On November 29th, 2007, at a luncheon, the Manager of Economic Development and
Tourism Services will present the key findings of the Plan to members of the St. Thomas
Chamber of Commerce - approximately 120 to 150 persons are expected to attend.
Similar venues will be undertaken as promotion of the Plan is important. The Manager of
Economic Development and Tourism Services will take full advantage of such
3
opportunities to communicate the direction of the County's economic development
program.
Conclusion:
The County of Elgin's first economic development strategy is now complete. After six
months of economic analysis, literature reviews, public consultations, and best practice
research, a plan has been created that is both strategic and practical and positions the
County of Elgin to best respond to economic opportunities that will ensure the growth and
marketability of the County in the future.
The County of Elgin Economic Development Plan 2007-2011 will be used to guide the
activities of the Economic Development and Tourism Services department over the next five
years. Over this time frame, when delivering on specific objectives or actions contained
within the Plan, there will be financial and resource implications for the County. However,
those recommendations will be brought forward for consideration through County Council's
budgetary process. The Plan recognises that economic development at the County level is
intended to be complementary to, not in competition with, locally driven initiatives.
Recommendation:
1. That County Council endorse the County of Elgin Economic Development Plan 2007-
2011 as presented in the October 30th, 2007, report by the Manager of Economic
Development and Tourism Services; and
2. That those recommendations from the County of Elgin Economic Development Plan
2007-2011 that have financial and/or resource implications for the County of Elgin be
considered through County Council's budgetary process.
Respectfully Submitted
Approved for S
n
Name: Ian Smith
Position: Economic Development Manager
4
millierdickinsonblais inc.
County of Elgin
Economic Development Plan 2007-2011
Final Report
~tyt -t"
communi ran.li!'~m!
.!l_MY .. El-611l . lI!o)~"l)lJo; . (lJCFOR..
REPORT TO COUNTY COUNCIL
FROM:
Heather Rosevear, Human Resources Assistant
DATE:
November 13, 2007
SUBJECT: Code of Conduct for Members of Municipal Council
CORPORATE GOALCS) REFERENCED:
To be recognized as a desired employer
To provide innovative and collaborative quality service
To recognize and seize opportunities for improvement
INTRODUCTION/DISCUSSION:
Human Resources Policy 2.100 - Code of Conduct for Members of Municipal
Council was established prior to recent amendments made to the Municipal Act.
This policy requires amending to include Council's Local Board and Committee
Members.
CONCLUSION:
Human Resources Policy 2.100 - Code of Conduct for Members of Municipal
Council be amended to include Council's Local Board and Committee Members.
RECOMMENDATION:
THAT Human Resources Policy 2.100 - Code of Conduct for Members of
Municipal Council be approved as amended.
Respectfully Submitted
Approved for Submission
~Bld ~~
Chief Administrative Officer
......."\1.1), 'C'-. \ \. ).l ~ "-
Heather Rosevear
Human Resources Assistant
~w~
H'arley J. U e hill
Director of Human Resources
County of Elgin
~, ~ - ----
~ -'I
Section: 2
Human Resources Policy Manual
Subject: Code of Conduct for
Members of Municipal Council
And Council's Local Board and
Committee Members
Policy Number: 2.100
Code - NUlL
Date Approved: Jan. 20/04
Page 1 of 8
Date Last Revision: Jan. 20/04
Code of Conduct for Members of Municipal Council and, where applicable, Council's
Local Board and Committee Members
Purpose: The purpose and intent of this Policy is to establish guidelines for
ethical and interpersonal standards of conduct for Members of Council
and Council's Local Board and Committee Members in the
performance of County business and the duties of elected office and to
provide a process for resolving complaints about inappropriate conduct
that might arise.
A. STANDARDS OF CONDUCT
1. Members of Council and Council's Local Board and Committee Members shall at
all times seek to advance the common good of the community which they serve.
2. Members of the Council and Council's Local Board and Committee Members
shall truly, faithfully and impartially exercise the office to the best of their knowledge
and ability.
B. CONDUCT TO BE OBSERVED
1. Foster Respect for Decision-making Process
All Members of Council and Council's Local Board and Committee Members shall
accurately and adequately communicate the attitudes and decisions of the Council, even if
they disagree with Council's decision, such that respect for the decision-making processes
of Council is fostered.
2. Release of Confidential Information Prohibited
Members of Council and Council's Local Board and Committee Members have a duty
to hold in strict confidence all information concerning matters dealt with at In-Camera
meetings. A Member of Council and Council's Local Board and Committee Members
shall not, either directly or indirectly, release, make public or in any way divulge any such
J:\HR\Policy Manual\DRAFT\2007\2.100 - Code of Conduct Members ofMun. Council (Draft Oct 07).doc
County of Elgin
- - -~ -
~, -..
Section: 2
Human Resources Policy Manual
Subject: Code of Conduct for
Members of Municipal Council
And Council's Local Board and
Committee Members
Policy Number: 2.100
Code - NUlL
Date Approved: Jan. 20104
Page 2 of 8
Date Last Revision: Jan. 20104
information or any aspect of the In-Camera deliberations to anyone, unless expressly
authorized by Councilor required by law to do so.
Members of Council and Council's Local Board and Committee Members shall not
release information in contravention of the provisions of the Municipal Freedom of
Information and Protection of Privacy Act.
Members of Council and Council's Local Board and Committee Members shall not
release information subject to solicitor-client privilege, unless expressly authorized by
Councilor required by law to do so.
Members of Council and Council's Local Board and Committee Members shall not
misuse confidential information (information that they have knowledge of by virtue of their
position as Councillor, Board or Committee Member is not in the public domain, including
e-mails and correspondence from other Members of Council, Board or Committee
Member or third parties) such that it may cause detriment to the Corporation, Councilor
others, or benefit or detriment to themselves or others.
3. Release of Information to Public and Media
Members of Council and Council's Local Board and Committee Members acknowledge
that official information related to decisions and resolutions made by Council will normally
be communicated to the community and the media by the Council as a whole or the
Warden as Head of Council or by his or her designate.
4. Acceptance of Gifts Prohibited
The stipend paid to each Member of Council and Council's Local Board and Committee
Members is intended to fully remunerate Members of Council and Council's Local Board
and Committee Members for service to the Corporation. Members of Council and
Council's Local Board and Committee Members shall not solicit, accept, offer or agree
to accept a commission, reward, gift, advantage or benefit of any kind, personally or
through a family member or friend, which is connected directly or indirectly with the
performance or duties of office.
J:\HR\Policy Manual\DRAFT\2007\2.100 - Code of Conduct Members ofMun. Council (Draft Oct 07).doc
County of Elgin
Section: 2
Code - NUlL
Subject: Code of Conduct for
Members of Municipal Council
And Council's Local Board and
Committee Members
Policy Number: 2.100
Date Approved: Jan. 20/04
Human Resources Policy Manual
Page 3 of 8
Date Last Revision: Jan. 20/04
Members of Council and Council's Local Board and Committee Members are not
precluded from accepting:
(a) personal gifts, normal hospitality among persons doing business, benefits,
rewards, commissions or advantages from any person or organization not
connected directly or indirectly with the performance or duties of office;
(b) political contributions that are otherwise offered, accepted and reported in
accordance with applicable law;
(c) food and beverages at banquets, receptions, ceremonies or similar events;
(d) services provided without compensation by persons volunteering their time;
(e) food, lodging, transportation and entertainment provided by other levels of
governments or by other local governments, boards or commissions;
(f) a reimbursement of reasonable expenses incurred in the performance of
duties or office;
(g) a reimbursement of reasonable expenses incurred and honorariums received
in the performance of activities connected with municipal associations;
(h) token gifts such as souvenirs, mementos and commemorative gifts that are
given in recognition of service on a committee, for speaking at an event or
representing the Corporation at an event, and
(i) gifts that are received as an incident of protocol or social obligation that
normally and reasonably accompany the responsibility of office.
Members of Council and Council's Local Board and Committee Members shall return
any gifts or benefits which exceed these limits, along with an explanation why the gifts or
benefits cannot be accepted.
5. Engaging in Incompatible Activity Prohibited
Members of Council and Council's Local Board and Committee Members shall not
engage in any activity, financial or otherwise, which is incompatible or inconsistent with the
ethical discharge of official duties in the public interest.
J:\HR\Policy Manua1\DRAFT\2007\2.100.- Code of Conduct Members ofMun. Council (Draft Oct 07).doc
County of Elgin
Section: 2
Human Resources Policy Manual
Subject: Code of Conduct for
Members of Municipal Council
And Council's Local Board and
Committee Members
Policy Number: 2.100
Code - NUlL
Date Approved: Jan. 20/04
Page 4 of8
Date Last Revision: Jan. 20/04
Without limiting the generality of the foregoing, Members of Council and Council's Local
Board and Committee Members shall not:
(a) use any influence of office for any purpose other than official duties;
(b) act as an agent before Council or any committee, board or commission of
Council;
(c) solicit, demand or accept the services of any corporate employee, or
individual providing services on a contract for service, for re-election purposes
during hours in which the employee, or individual providing services under a
contract for service, is in the paid employment of the Corporation;
(d) use any information gained in the execution of office that is not available to
the general public for any purpose other than for official duties;
(e) place themselves in a position of obligation to any person or organization
which might reasonably benefit from special consideration or may seek
preferential treatment;
(f) give preferential treatment to any person or organization in which a Member
or Members of Council have a financial interest;
(g) influence any administrative or Council decision or decision-making process
involving or affecting any person or organization in which a Member or
Members of Council have a financial interest; and
(h) use Corporate materials, equipment, facilities or employees for personal gain
or for any private purpose.
6. Avoidance of Waste
Members of Council and Council's Local Board and Committee Members shall avoid
waste, abuse and extravagance in the provision of use of public resources, and shall
expose fraud and corruption of which the Member of Council and Council's Local Board
and Committee Member is aware.
J:\HR\Policy Manual\DRAFT\2007\2.100 - Code of Conduct Members ofMun. Council (Draft Oct 07).doc
County of Elgin
Section: 2
Human Resources Policy Manual
Subject: Code of Conduct for
Members of Municipal Council
And Council's Local Board and
Committee Members
Policy Number: 2.100
Code - NUlL
Date Approved: Jan. 20/04
Page 5 of 8
Date Last Revision: Jan. 20/04
C. INTERPERSONAL BEHAVIOUR OF MEMBERS OF COUNCIL
1. Treat Every Person with Dignity, Understanding and Respect
Members of Council and Council's Local Board and Committee Members shall abide by
the provisions of the Human Rights Code and, in doing so, shall treat every person,
including other Members of Council and Council's Local Board and Committee
Members, corporate employees, individuals providing services on a contract for service,
students on placements, and the public, with dignity, understanding and respect for the
right to equality and the right to an environment that is safe and free from harassment and
discrimination.
2. Not to Discriminate
In accordance with the Human Rights Code, Members of Council and Council's Local
Board and Committee Members shall not discriminate against anyone on the basis of
their race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual
orientation, age, record of offences, martial status, same-sex partnership status, family
status, or disability. "Age", "disability", "family status", "record of offences", "same-sex
partnership status" shall be as defined in the Human Rights Code.
3. Not to Engage in Harassment
In accordance with the Human Rights Code, harassment shall mean engaging in a course
of vexatious comment or conduct that is known or ought reasonably to be known to be
unwelcome.
Without limiting the generality of the foregoing, Members of Council and Council's Local
Board and Committee Members shall not:
(a) make racial, homophobic, sexist or ethnic slurs;
(b) display pornographic, homophobic, sexist, racist or other offensive or
derogatory material;
(c) make leering (suggestive staring) or other offensive gestures;
J:\HR\Policy Manua1\DRAFT\2007\2.100 - Code of Conduct Members ofMun. Council (Draft Oct 07).doc
County of Elgin
Section: 2
Human Resources Policy Manual
Subject: Code of Conduct for
Members of Municipal Council
And Council's Local Board and
Committee Members
Policy Number: 2.100
Code - NUlL Date Approved: Jan. 20/04
Page 6 of 8 Date Last Revision: Jan. 20/04
(d) make written or verbal abuse or threats;
(e) vandalize the personal property of others;
(f) commit physical or sexual assault;
(g) make unwelcome remarks, jokes, innuendoes or taunting statements about a
person's physical appearance, racial background, colour, ethnic origin, place
of origin, citizenship, ancestry, creed (religion or belief), sex, sexual
orientation, age, record of offences, martial status, same-sex partnership
status, family status, disability (physical or mental);
(h) make unwelcome remarks, insulting gestures or jokes which cause
embarrassment or awkwardness;
(i) refuse to converse or interact with anyone because of their racial or ethnic
background, colour, creed, sex, sexual orientation, age, record of offences,
marital status, same-sex partnership status, family status, or disability;
m make unnecessary or unwanted physical contact, including touching, patting,
or pinching; and
(k) demand sexual favours or requests.
Harassment which occurs in the course of or related to the performance of duties by
Members of Council and Council's Local Board and Committee Members is subject to
this policy.
A good faith exercise of performance management with respect to corporate employees for
legitimate purposes by Council is not harassment.
D. ALLEGATIONS OF PROHIBITED ACTIVITY
Organizations or individuals (including the public, Members of Council, and corporate
employees) who have:
. Identified or witnessed any prohibited activity by a Member of Council under
this policy;
. Witnessed or been subject to discriminatory treatment by a Member of Council
under this policy; or
J:\HR\Policy Manual\DRAFT\2007\2.100 - Code of Conduct Members ofMun. Council (Draft Oct 07).doc
County of Elgin
Section: 2
Human Resources Policy Manual
Subject Code of Conduct for
Members of Municipal Council
And Council's Local Board and
Committee Members
Policy Number: 2.100
Code - NUlL
Date Approved: Jan. 20/04
Page 7 of 8
Date Last Revision: Jan. 20/04
. Witnessed or been subject to harassment by a Member of Council under this
policy
May address the prohibited behaviour or activity as set out below.
1. Complaints made by Corporate Employees of Discrimination or Harassment
Where a corporate employee makes a complaint of harassment or discriminatory
treatment by a Member of Council or Council Local Board or Committee Member, the
Member of Council and Council's Local Board and Committee Members may
participate in the Informal Resolution and/or Mediation processes under the Workplace
Harassment/Discrimination Prevention Policy and Complaint Procedure for employees.
If the Member of Council and Council's Local Board and Committee Members does
not participate in these processes or if the complaint is not resolved through these
processes, the complainant may lodge a complaint to the Ontario Human Rights
Commission.
2. Other Complaints made by Any Person (Allegations of Activity Other Than in
1. above)
Any complainant may take the following steps, if applicable, to address prohibited
activity by a Member of Councilor Council Local Board or Committee Member:
1. a complainant may contact the Elgin Detachment of the Ontario Provincial Police
Department with respect to an investigation under s. 122 of the Criminal Code of
Canada, where the allegation is that a Member of Council, in a matter connected
to the duties of office, commits fraud or a breach of trust.
2. a complainant may contact the Elgin Detachment of the Ontario Provincial Police
Department with respect to an investigation under s. 123 of the Criminal Code of
Canada, where the allegation is that a Member of Council, in a matter connected
J:\HR\Policy Manual\DRAFT\2007\2.l00 - Code of Conduct Members ofMun. Council (Draft Oct 07).doc
County of Elgin
Section: 2
Human Resources Policy Manual
Subject: Code of Conduct for
Members of Municipal Council
And Council's Local Board and
Committee Members
Policy Number: 2.100
Code - NUlL
Date Approved: Jan. 20/04
Page 8 of 8
Date Last Revision: Jan. 20/04
to the duties of office, demands, accepts, or offers or agrees to accept from any
person, a loan, reward, advantage or benefit of any kind.
3. (a) a complainant may advise the Member of Council or Council's Local
Board or Committee Member verbally or in writing that the activity
contravenes this by-law.
(b) a complainant may encourage the Member of Councilor Council's Local
Board or Committee Members to stop the prohibited activity.
(c) a complainant should keep a written record of the incidents including dates,
times, locations, other persons present, and any other relevant information.
4. a complainant may refer his or her complaint to the Ontario Human Rights
Commission where the alleged misconduct involves a violation of the Human
Rights Code.
E. JUDICIAL INVESTIGATION
In circumstances where liability is denied and the alleged misconduct is serious in nature,
Council may pass a resolution, pursuant to s. 274(1) of the Municipal Act, requesting a
judicial investigation into the Member of Council, or Council's Local Board or Committee
Members conduct.
J:\HR\Policy Manual\DRAFT\2007\2.100 - Code of Conduct Members ofMun. Council (Draft Oct 07).doc
REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Director of Engineering Services
DATE: October 27, 2007
SUBJECT: Bridge Weight Restrictions
CORPORATE GOALS
To ensure fiscal responsibility and accountability,
To build and maintain an efficient, affordable, effective and safe transportation network
that accommodates the diverse needs of our communities and is able to support economic
development and sustainable growth.
INTRODUCTION
All municipalities are required to re-evaluate the condition of weight restricted structures
every two (2) years as per the Ontario Highway Bridge Design Code.
DISCUSSION
The County of Elgin has six (6) structures that have weight restrictions. There are two on
County Roads: Meeks Bridge and King George Lift Bridge (See Schedule No.1). The
remaining four bridges are on local roads: Fulton, Gillets, Jamestown and Vienna
(See Schedule No.2).
Spriet Associates London Limited was retained to analyze and review the weight
restrictions on the six structures. The present load rating as described in Schedule 1 and 2
continue to meet the requirements CSA S6.00 Bridge Design Code, and therefore no
changes are required to bridge weight limits.
CONCLUSION
The County of Elgin bridge weight by-law is required to be updated bi-annually as per the
Ontario Bridge Code. Six County bridges: Fulton, Gillets, Jamestown, Meeks, King George
IV and Vienna can retain the current limit posting with no remedial action.
RECOMMENDATION
That no vehicle or any class thereof, whether empty or loaded shall be operated over any
bridge designated on Schedules No. 1 and No. 2 forming part of this by-law with a weight
in excess of the weight limited prescribed in the schedule for such bridge and that this by-
law become effective until November 8, 2009; and also,
That this by-law become effective once the weight postings have been posted; and also,
That By-Law No. 05-38 be repealed.
~bI\h
APPROVED FOR SUBMISSION
~;)
MARK MCDONALD
CHIEF ADMINISTRATIVE OFFICER
RESPECTFULLY SUBMITTED
CLAYTON WATTERS
DIRECTOR OF ENGINEERING
SCHEDULE NO. 1
By-Law No. 07-XX
BRIDGES ON COUNTY ROADS
No. Bridge Road Name of Location Weight Year of Type of
No. No. Bridge Limit in Construction Floor
(MTO) Tonnes Finish
1. 5-133 27 Meeks Lot 16, Range 1 8 1900 Concrete
North of Union
Road, Township
of Southwold
2. 5-136 4 King Reg. Plan 117, former Level 1 - 13 1938 Steel
George IV Village of Port Stanley, Level 2 - 18
Lift Bridge now Municipality of Level 3 - 23
Central Elgin, East Side
of Kettle Creek, Lot 5,
West Side of Kettle
Creek, Lots 5 and 6.
This weight limit is based on the detailed evaluations and recommendations of Spriet Associates
as per their report dated October 23,2007.
SCHEDULE NO.2
By-Law No. 07-XX
BRIDGES ON LOCAL ROADS
No. Bridge Name of Location Weight Year of Type of
No. Bridge Limit in Construction Floor
(MTO) Tonnes Finish
1. 5-60 Fulton Lots 3 and 4, Range I, Level 1-12 1912 Concrete
West of River Road, Level 2-18
Township of Southwold Level 3-23
2. 5-139 Gillets Lot 27, Con. IV Level 1-25 1930 Concrete
Municipality of Level 2-32
Central Elgin Level 3-34
3. 5-138 Jamestown Lot 28, Con. II 2 1909 Wood
Municipality of
Central Elgin
4. 5-158 Vienna Lot 14, Con. III Level 1-10 1925 Concrete
Municipality of Level 2-15
Bayham Level 3-24
This weight limit is based on the detailed evaluations and recommendations of Spriet Associates
as per their report dated October 23, 2007.
CORRESPONDENCE - NOVEMBER 13. 2007
Items for Consideration
1. Hon. Steven W. Mahoney, Chair, WSIB Ontario, requesting support for the WSIB
Insurance Board's "Community Workplace Health and Safety Charter. (ATTACHED)
Hon. Steven W. Mahoney P.C.
Chair
President du conseil
WS~B
- ONTARIO
CSPIAl
Workplace Safety &
Insurance Board
Commission de la securite
professionnelle et de l'assurance
contre les accidents du travail
200 Front Street West
Toronto, Ontario
Canada M5V 3J1
200, rue Front Ouest
Toronto (Ontario)
Canada M5V 3J1
416-344-4451
1-800-387 -0750
Fax: 416-344-4969
TTY: 1-800-387-0050
416-344-4451
1-800-387 -0750
Telecopieur : 416-344-4969
ATS: 1-800-387-0050
Warden Lynn Acre and Members of Council
The County of Elgin
450 Sunset Dr.,
St. Thomas, ON N5R 5V1
Friday, September 14, 2007
Re: Workplace Safety and Insurance Board
Community Workplace Health & Safety Charter
Dear Warden Acre and Members of Council,
In Ontario, two people die from preventable work-related incidents each week - another
1,800 lose time from work due to on-the-job injuries. The direct and indirect cost to the
Ontario economy amounts to a staggering $15 billion annually. Ontario municipalities
paid more than $100 million in WSIB costs last year. More importantly, the social and
emotional costs of a devastating workplace incident on the families, friends and
neighbours in our communities are incalculable.
I know you will agree these numbers are unacceptable and, I can assure you the incidents
these statistics represent are preventable!
At the Annual AMO Conference in August of this year, I had the pleasure of addressing
the Members of the Board of Directors and introducing them to the Workplace Safety and
Insurance Board's Community Workplace Health and Safety Charter. The WSIB is
launching this initiative to give local councils an opportunity to make a meaningful
public commitment to improved workplace safety in all sectors of their community.
Based on simple and effective principles, this Charter affIrms a municipality's
commitment to building safer workplaces for their employees and providing leadership
for the employers and families in their communities. Safe workplaces mean healthy
businesses and healthy businesses mean successful communities.
The WSIB recognizes that municipal corporations do rank workplace health and safety as
one of their top priorities. I know Warden Acre; your Council believes the County of
Elgin's employees are among your community's most valuable assets.
www.wsib.on.ca
~
2
Because of this commitment and as community leaders, you have an opportunity to act as
a model employer, strengthening the awareness of superior health and safety practices
throughout your municipality. As health and safety leaders in the County of Elgin, you
are in the unique position to demonstrate to employers in your community that an
investment in workplace health and safety prevention reaps bottom-line benefits.
By supporting the Community Workplace Health and Safety Charter, your Council
will visibly demonstrate its commitment to the welfare of the employers, employees and
the families who live and work in the County of Elgin.
Over the next year, I will be visiting municipal councils throughout Ontario to show them
the value of becoming a supporter of the Community Workplace Health and Safety
Charter initiative. And, you have my personal commitment I and staff at the WSIB will
work along side you to help employers of the County of Elgin understand the importance
of workplace health and safety.
I know, Warden Acre, that your Council understands we must take action to end the
terrible carnage we're seeing in Ontario's workplaces. I'm asking you to continue to lead
your municipal employees, your local employers, and every man, woman, and child in
the County of Elgin in building healthier, safer workplaces and a more prosperous
Ontario.
You can set the tone. You can make a difference. You can lead the way to zero.
And, you can save lives.
Sincerely,
Hon. Steven W. Mahoney P.C.
Chair
CORRESPONDENCE - NOVEMBER 13. 2007
Items for Information (Consent Agenda)
1. Hon. Loyola Hearn, Minister of Fisheries and Oceans, acknowledging Council's
resolution of support for the Township of South Stormont requesting that Fisheries
and Oceans Canada review the drainage construction and maintenance approval
process. (ATTACHED)
2. Randall Denning, President, Thames Elgin ST. Thomas EMS, acknowledging
Council's position regarding the renewal of the Land Ambulance Service Contract.
(ATTACHED)
3. Denise McLeod, Deputy Clerk, Township of Southwold,
Margaret Lewis, Deputy Clerk, Municipality of Thames Centre,
with a resolution of support for the appointment of Lloyd Perrin as a municipal
representative for Group #7 on the Lake Erie Source Protection Committee.
(ATTACHED)
4. R. Millard, C.A.O./Clerk, Township of Malahide, with a resolution supporting the
appointment of John Maddox as Closed Meeting Investigator for the County of Elgin
and member municipalities. (ATTACHED)
5. Ontario Ministry of Labour, Labour Management Services, Collective Bargaining
Information Services, with Collective Bargaining Highlights update. (ATTACHED)
6. Barbara Finlay, Deputy Ombudsman, Ombudsman Ontario, with general information
concerning the responsibility of the Ombudsman's Office in regard to their
responsibility of investigating closed meeting complaints. (A TT ACHEDO
7. Deborah Newman, Deputy Minister of Community Safety and Correctional Services,
acknowledging Council's resolution on provincial funding for the Ontario 911 Advisory
Board. (ATTACHED)
8. Pat Vanini, Executive Director, Association of Municipalities of Ontario, with
information concerning the new closed meeting investigator position. (ATTACHED)
~
Minister of
Fisheries and Oceans
Ministre des
Peches et des Oceans
10
Ottawa, Canada K1 A OE6
Mrs. Sandra J. Heffren
Manger of Administrative Services
County of Elgin
450 Sunset Drive
St.Thomas, Ontario
N5R 5V1
OCT2 2001
Dear Mrs. Heffren:
Thank you for copying me on your correspondence of September 12, 2007, on
behalf of the County of Elgin, regarding the resolution of the Council of the Township
of South Stormont requesting that Fisheries and Oceans Canada (DFO) review the
drainage construction and maintenance approval process.
I recognize the importance of adequate and cost-efficient drainage for municipalities
in Ontario. Nevertheless, DFO has an obligation to balance those needs with the
conservation and protection of fish and fish habitat as per the habitat protection
provisions of the federal Fisheries Act.
DFO reviews works or undertakings in and around water to evaluate potential
impacts to fish and fish habitat. If a review predicts that a harmful alteration,
disruption or destruction (HADD) of fish habitat will occur as a result of the proposed
undertaking, DFO staff will work with the proponent to mitigate the impacts to avoid
a HADD of fish habitat. When a HADD of fish habitat is unavoidable through project
redesign and mitigation, a compensation plan is prepared to offset the impacts as
per DFO's Policy for the Management of Fish Habitat. As the Policy outlines, the
costs associated with mitigation and compensation measures are the responsibility
of the proponent.
DFO continues to work to meet its legislative mandate while trying to ensure
timeliness and economic feasibility in reviews of drainage works. An example of this
effort is the use of Class Authorizations, which streamline the process for the
issuance of an authorization under section 35(2) of the Fisheries Act for
maintenance work on municipal drains. The Class Authorizations have been
developed to allow certain types of drain maintenance activities to proceed
according to the sensitivity of the fish habitat found within them. However, certain
drains do contain sensitive fish and fish habitat, including fish and mussel species at
risk, requiring a greater level of protection underthe federal Species at Risk Act.
.. ./2
Canada
- 2-
In addition, DFO issues Operational Statements for low-risk works to streamline the
approval process, and we continue to explore other"streamlining efforts. DFO's
Operational Statements for Ontario are located on the DFO website at:
< http://www.dfo~mpo.qc.ca/reqions/central/habitat/os-eo/prov-terr/on/indexe.htm >.
In closing, I want to assure you that DFO is committed to working with municipalities
to develop innovative solutions to help ensure that the needs of the communities are
balanced with the conservation and protection of fish and fish habitat. If you have
further questions or concerns, I encourage you to contact Tom Hoggarth, Southern
Ontario A/District Manager, at 905-639-2935.
Thank you for bringing this matter to my attention.
Sincerely,
Loyola Hearn, P.C., M.P.
ELGIN
ST. THOMAS
EMS
Phone: (519) 637-3098
Fax: (519) 637-3484
E-mail: office@thamesems.com
October 16, 2007
Mrs. Larysa Andrusiak,
Ambulance and Emergency Management Coordinator,
County of Elgin,
450 Sunset Dr.,
St. Thomas, ON
N5R 5Vl.
f7t'f"" 1: r;
t.~li~~ ,;1
Dear Larysa:
Re: County of El2in Land Ambulance Contract Renewal
Thank-you for your letter dated October 12, 2007 outlining Elgin County Council's position regarding the renewal of
the Land Ambulance Service Contract. We are very pleased that Elgin County Council has decided to extend the
ambulance contract for a further five years with Thames Emergency Medical Services Inc. and look forward to
negotiating the terms of the extension in the Spring of 2008.
As regards the report on "Potential Future Costs for Emergency Services" Thames Emergency Medical Services Inc. is
very aware of the potential bargaining issues related to the ambulance sector as some have already been dealt with in
recent contract bargaining in Middlesex County. We thank County Council for making it very clear as to their position
with respect to the issues. In negotiating contract renewals with the bargaining agent representing the paramedics in
Elgin County, the management of Thames EMS will take all steps necessary to avoid any of the items so identified in
the aforementioned report from appearing in the collective agreement.
~~
' ~~l Denning,
President.
340 Waterloo Street, London, Ontario N6B 2N6
colorletterhead .doc
10/24/2007 11:50 FAX
141 002
TOWNSHIP OF SOUTHWOlD
35663 Fingal Line
Fingal, ON NOL 1 KO
Phone: (519) 769-2010
Fax: (519) 769-2837
Email: dmcleod@twp.southwold.on.ca
October 24, 2007
DELIVERED BY FAX: (519) 621-4844
Ms. Lorrie Minshall
Source Protection Program Director
lake Erie Source Protection Region
c/o Grand River Conservation Authority
400 Clyde Road
P.O. Box 729
Cambridge, ON N1 R 5W6
Dear Ms. Minshall:
Re: Council Decision - Group # 7 Municipal Representative to the Lake Erie Source
Protection Committee
Please be advised that Council at its regular meeting on October 22, 2007 passed the
following resolution:
"THAT Lloyd Perrin be appointed as a municipal representative for Group # 7 on
the lake Erie Source Protection committee. II
Please do not hesitate to contact me if you should have any questions.
Yours very truly,
~,. :k /7l~
nise Mcleod
. Deputy Clerk
Cc: County of Elgin
Municipality of Bayham
Township of Malahide
Town of Aylmer
Municipality of Central Elgin
Middlesex County
Township of Thames Centre
Township of Middlesex Centre
City of S1. Thomas
City of london
~C~~
~
--
--.......
Corporation of the Municipality of Thames Centre
4305 Hamilton Road, Dorchester, Ontario NOL 1 G3 - Phone 519-268-7334 - Fax 519-268-3928 - www-thamescentre.on.ca - inquiries@thamescentre.on.ca
File: E08
October 31, 2007
BY FAX: (519) 621-4844
Ms. Lorrie Minshall
Source Protection Program Director
Lake Erie Source Protection Region
C/O Grand River Conservation Authority
400 Clyde Road
P.O. Box 729
Cambridge, ON N1R 5W6
Dear Ms. Minshall:
RE: GROUP 7 MUNICIPAL REPRESENTATIVE TO THE LAKE ERIE SOURCE
PROTECTION COMMITTEE
At its last regular meeting held on October 29, 2007, the Council of the Municipality of Thames
Centre discussed the above-noted matter.
I wish to advise that the Council enacted the following resolution:
Moved by: M. Meyer
Seconded by: D. Reiche
(Resolution #784-2007)
RESOL VED THA T the Council of The Corporation of the Municipality of Thames Centre
does hereby support the appointment of Mr. Lloyd J. Perrin as the Municipal
Representative for Group 7, being Elgin County, Municipality of Bayham, Township of
Malahide, Town of Aylmer, Municipality of Central Elgin, Township of Southwold,
Middlesex County, Township of Thames Centre, Township of Middlesex Centre, City of
Sf. Thomas, City of London, for the Lake Erie Region Source Protection Committee.
Carried.
If you have any questions concerning this matter, please advise.
Letter - L. Minshall
October 31,.2007
. Page 2
Thank you.
Sincerely,
. ,.~
~......-.
Margaret Lewis
Deputy Olerk
Iml
Copy: County of Elgin
Municipality of Bayham
Township of Malahide
Town ofAylme,r
TGwnshipofMiddlesex Centre
Muniicpality of Central Elgin
_ County of Middlesex .
City of St. Thomas :
City of london '
Tdwns~ip of Southwold'
A proud tradition, a bright future.
87 John Street South,
Aylmer, Ontario N5H 2C3
Telephone: 519-773-5344
Fax: 519-773-5334
WNW. township. malahide. on. ca
IIALAHS.H.II
October 22, 2007.
County of Elgin,
450 Sunset Drive,
St. Thomas, Ontario
N5R 5V1
L
Attention: Mr. Mark McDonald
Dear Sir:
RE: Meeting Investigator.
Malahide Township Council passed the following Resolution on October 19,2007:
THAT the Township of Malahide supports Option #1 appointing Mr. John Maddox
as a Meeting Investigator;
THAT the County of Elgin, member municipalities and the City of St. Thomas be
advised.
Please do not hesitate to contact this office if you have any questions or further
requirements.
Yours very truly,
TOWNSHIP OF MALAHIDE
a-~
R. MILLARD, C.A.O./CLERK
Copy - Township of South wold
Municipality of West Elgin
Municipality of DuttonlDunwich
Municipality of Central Elgin
Municipality of Bayham
Town of Aylmer
City of St. Thomas
H:\diana's files\Randy - 2007\county of elgin - meeting investigator maddox.doc
RANDALL R. MILLARD
C.A.O./Clerk
SUSAN E. WILSON
Treasurer
treasurer@township.malahide.on.ca
Ontario Ministry of Labour
Labour Management Services
Collective Bargaining Information Services
@ Ontario
Collective Bargaining Highlights
Data for the months of March, June, September and December include quarterly information
AGREEMENTS SETTLED IN AUGUST
~ In August, 17 collective agreements were ratified, each covering
200 or more employees. These agreements covered a total of
9,458 employees, 54% of whom were in the public sector (5,153),
with the majority in public administration (2,595).
~ The overall average annual wage increase in base wage rates in
August was 3.6%, up from 2.9% for the month of July. In the public
sector, 12 agreements were ratified for an average annual wage
increase of 3.2%, up slightly from 3.1 % reported in the previous
month. In the private sector, five agreements were settled for an
average annual wage increase of 4%, also up from 2.6% reported
last month.
~ Major settlements in August included two, three-year agreements
betweenAlgoma Steel and the USW, which provided 2,700 hourly
and 560 salaried employees with an average annual wage
increase of 4.4% including COLA. In health care, the Participating
Central Care Nursing Homes and the CAW reached two
agreements providing 526 employees with an average annual wage
increase of 2.8% over three years. The Hamilton Police Services
Board and its Association reached two, three-year agreements
providing 749 uniform and 275 civilian employees with an average
annual wage increase of 3.2%. The Waterloo Regional Police
Services Board and its Association settled two, three-year
agreements for 652 uniform and 237 civilian employees. The
settlements provided an average annual wage increases of 3.2%,
respectively.
August 2007
ALSO SETTLED IN THE PREVIOUS MONTH
~ Bridgepoint Health and CUPE (350 employees)
Average Annual Wage Increase: 3% over one year
IN THIS ISSUE
page
Agreements Settled in August .......................................... 1
Also Settled in the Previous Month .................................... 1
Wage Settlements - by Industry .......................................1
August Settlements ................. ......................................... 2
Selected Settlement Summaries ........................................3
Major Negotiations Underway ...........................................4
Consumer Price Index ....................................................... 4
WAGE SETTLEMENTS - BY INDUSTRY
AUGUST ANNUAL
Average Annual Year-to-date
Aareements Emoloyees Increase 1!!.2I ~ ~
% % % %
All Settlements 17 9,458 3.6 3.0 2.5 2.7
Public Sector 12 5,153 3.2 3.1 3.0 2.7
Private Sector 5 4,305 4.0 2.9 1.8 2.4
Industries
Primary 2.7 3.1 2.5
Manufacturing 4 3,805 4.1 2.6 2.2 2.4
Construction 1 500 3.4 3.1 3.2 3.5
Trade and Finance 1.9 1.1 2.3
Transportation, Communications & Utilities 2 856 3.1 3.2 2.8 2.9
Public Administration 5 2,595 3.0 3.0 2.9 2.6
Education & Related Services 1 490 2.6 3.1 3.1 2.7
Health & Social Services 4 1,212 4.1 3.0 2.8 2.9
Other Services 3.0 2.3 2.1
AUGUST SETTLEMENTS
Average 1st Approx. Duration Agml
Annual 12 Number of Wage Expiry
Employer Union Wage Incr. months of Empls. Schedule Date
% % (Ontario) (months)
Manufacturing
Algoma Steel (hourly) United Steelworkers 4.4* 3.5 2,700 36 2010-07-31
Algoma Steel (salaried) United Steelworkers 4.4* 3.5 560 36 2010-07-31
Mahle Filter Systems (Tilbury Plant) Cdn Auto Workers 1.5 * 0.0 315 36 2010-08-25
Scepter Corp CdnAuto Workers 2.6 3.9 230 36 2010-06-30
Construction
Ontario Utility Contractors Assn Labourers 3.4 2.9 500 36 2010-04-30
Transportation, Communications & Utilities
Brampton City Corp (transit) Amalgamated Transit 3.1 3.0 500 48 2011-06-30
Via Rail Canada (off-train) CdnAuto Workers 3.0 3.0 356 36 2009-12-31
Public Administration
Canadian Food Inspection Agency Public Service Alliance 2.5 2.5 682 12 2007-12-31
Hamilton Police Services Board (civilians) Pol ice Association 3.2 3.3 275 36 2008-12-31
Hamilton Police Services Board (uniform) Police Association 3.2 3.3 749 36 2008-12-31
Waterloo Regional Police Services Board (civilians) Police Association 3.2 3.2 237 36 2009-12-31
Waterloo Regional Police Services Board (uniform) Police Association 3.2 3.2 652 36 2009-12-31
Education & Related Services
Dufferin Peel Catholic District School Board (office) Cdn Public Empls 2.6 2.5 490 36 2009-09-30
Health & Social Services
Central Care Corp (Carling view Manor) Cdn Auto Workers 2.8 2.8 311 36 2010-06-30
(service, office, RPN)
Central Care Corp (Windsor Place) Cdn Auto Workers 2.8 2.8 215 36 2010-06-30
(service, office, RPN)
Elgin Association for Community Living Ont Public Service Empls 5.1** 8.7 236 36 2010-03-31
(full-time, part-time, relief)
London Community Living Ont Public Service Empls 5.1** 8.6 450 36 201 0-03-31
Including COLA clauses and/or COLA estimates
Job classification adjustments
Page 2
Collective Bargaining Highlights
August 2007
SELECTED SETTLEMENT SUMMARIES*
Algoma Steel Inc. and United Steel, Paper and
Forestry, Rubber, Manufacturing, Energy, Allied
Industrial and Service Workers International Union
(USW), Locals 2251 and 2724 (2,700 hourly and 560
salaried employees)
two, three-year renewal agreements effective August 1, 2007,
expiring July 31, 2010
. general wage increases of 3.5% in each year, in
addition to cost of living adjustments and profit sharing
for both hourly and salaried employees; lump sum
payment of $500 for salaried employees only
. increases in evening, night and weekend shift
premiums
. improvements to health care and pension benefits for
both active and retired employees
City of Brampton and Amalgamated Transit Union,
Local 1573 (500 full-time and 40 part-time employees)
two, four-year renewal agreements, effective July 1, 2007,
expiring June 30, 2011
. wage increases of 3% in the first three years and
3.5% in the final year; special adjustments for
operators and mechanics
. increases to coffee break and meal allowances, as
well as shift premium and tool allowances
. improvements to health and dental benefits
. new letter of intent on contracting out
Waterloo Regional Police Services Board and
Waterloo Regional Police Association (652 uniform
and237dvmanemp0yee~
two, three-year renewal agreements, effective January 1,
2007, expiring December 31, 2009
. wage increases of 3.2% in each year; special
increases to Staff Sergeant and service pay for both
uniform and civilian employees
. new bonus pay for Emergency Response Unit
members
. increases to clothing and footwear allowances
. improvements to benefits, dental and vision care plans
. new family leave provision
Participating Central Care Nursing Homes and
National Automobile, Aerospace, Transportation and
General Workers' Union of Canada (CAW-Canada),
various locals (two agreements covering 526 R.P.N.,
service, and office employees)
part of a jointly bargained Memorandum of Settlement for
14 Central Care Participating Nursing Homes involving 15
three-year renewal agreements covering 1,987 employees,
effective various dates in 2007, expiring on various dates in
2010
. general wage increases of 2.75% in the first year,
2.6% in the second year, and 3% in the final year,
with special adjustments for R.P.N.s
. increases in weekend premiums and vacation leave
for eligible employees
. improvements to health care benefits
Hamilton Police Services Board and Hamilton Police
Association (749 uniform and 275 dvilian employees)
two, three-year renewal agreements, effective January 1,
2006, expiring December 31, 2008
. wage increases of 3.31 % in the first year, 1.6% on
January 1, 2007, 1.535% on July 1, 2007, and 3.16%
in the final year; increases to performance pay for
both uniform and civilian employees
. improvements to health and dental benefits, including
vision coverage
. new joint steering committee on part-time policing
. new committee to study the merit to accommodate
sworn members into the Communication Operations
. joint working committees to review the current conflict
resolution practices and workload efficiencies
. Based on available information
Page 3
Collective Bargaining Highlights
August 2007
MAJOR NEGOTIATIONS UNDERWAY
Approx.
Number
Employer Union Location Empls. Expiry Date
(Ontario)
Federal Government Various unions Canada-wide 75,000 Various dates
Various School Boards Various unions Various locations 11,700 Various dates
Various Municipalities Various unions Various locations 24,000 Various dates
Hospitals Various unions Various locations 16,500 Various dates
Nursing Homes/Homes for the Aged Various unions Various locations 30,000 Various dates
A&P Various unions Various locations 16,800 Various dates
Construction (ICI & non-ICI) Various unions Province-wide 42,000 2007-04--30
Greater Toronto Transit Authority (GO Transit) Amalgamated Transit (ATU-Intl) Province-wide 912 2007-06-01
Garda Security (previously Initial Security) USW Province-wide 2,000 2007-06-30
Group 4 Securicor (Canada) Ltd. USW Province-wide 4,000 2007-06-30
(previously Group 4 Falck)
Securitas Canada Ltd. USW Province-wide 2,000 2007-06-30
University of Ottawa (PT academic, and Various unions Ottawa 2,600 2007-08-31
teaching/research assistants)
As of August 31,2007, there were 172 agreements, each covering 200 or more employees, that have expired and not been renewed.
CONSUMER PRICE INDEX (2002 = 100)
(Percentage change from year earlier) 2007 JUNE JULY AUGUST
2004 2005 2006 vear-to-date 2007 2007 2007
Canada 1.9 2.2 2.0 2.0 2.2 2.2 1.7
( Ontario 1.9 2.2 1.8 1.6 1.6 1.9 1.6
Toronto 1.7 1.8 1.6 1.6 1.7 2.0 1.9
Ottawa-Gatineau (Ont. part) 1.9 2.3 1.7 1.7 1.7 2.0 1.7
Thunder Bay 1.3 1.7 1.5 0.8 0.7 1.3 1.0
Source: Statistics Canada
Information in this report is based on collective agreements covering 200 or more employees. a sample that represents 76% of unionized employees in
Ontario. Wage data in this report are derived exclusively from information reported to the Collective Bargaining Information Services. Data for the
current month are preliminary. All percentage wage data are calculated on the base rate, weighted by the number of employees. and include cost-of-
living adjustments (COLA) where applicable, calculated at projected rates of inflation. The increases do not necessarily reflect the average increase for
each member of the bargaining unit.
The Collective Bargaining Highlights may be reproduced and circulated freely. However, the Collective Bargaining Information Services should
be acknowledged as the source.
This document is available on the Ministry of Labour Web site at http://www.labour.gov.on.ca/english/lr/pubs_type.html. For further
information on this report or other services, please contact us at ocbi@ontario.ca or call 416-326-1260.
ISSN 1209-6296
Page 4
Cette publication est egalement disponible en fran!;ais.
Collective Bargaining Highlights August 2007
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CI-T1E~ DE Cfd".(DE DE L:()YT/,-P".10
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October 22, 2007
Dear Clerk! Administrator/Council:
As of January 1,2008, the provisions of the City of Toronto Act, 2006 and the Municipal
Act, 2001 relating to investigation of closed meetings will come into effect. Under these
new legislative provisions, the Office of the Ombudsman of Ontario will have the
responsibility of investigating complaints about closed meetings if the municipality in
question has not appointed an investigator.
I would like to take this opportunity to provide you with some general information
regarding our Office's processes and how it will be dealing with this new jurisdiction.
Attached for your information and assistance is some additional information in the form
of a "frequently asked questions" document. This information can also be found on the
Ombudsman's web site at www.ombudsman.on.ca.
The Ombudsman's Office will be maintaining information about closed meetings on its
website and will be available to the public and municipalities as a resource. The
Ombudsman's services are free of charge. Our Office is independent from government
and functions in an impartial and confidential manner, conducting thorough, objective
and credible investigations.
The Ombudsman's process has proven effective in resolving tens ofthousands of cases
on an annual basis. When we receive a complaint, our normal practice is to contact the
parties involved and first attempt to resolve issues informally. If this is unsuccessful, a
formal investigation may be launched. Prior to launching an investigation, notice is
given in writing to the organization that is the subject of the complaint - in the case of
complaints about closed meetings, notice would go to the relevant municipality or local
board. Under the Ombudsman Act, the Ombudsman also has discretion to decline to
investigate a complaint.
Given that the Ombudsman will have jurisdiction to investigate complaints about closed
meetings in any case where a municipality has not appointed an investigator for this
purpose, it is important that all Ontario municipalities provide our Office with up-to-date
information regarding any investigator(s) they may appoint. This will also assist the
Ombudsman's Office in providing appropriate referral information to complainants in
cases where municipalities have appointed investigators.
Bell Trinity Square
483 Bay Street, 10th Floor, South Tower, Toronto, ON M5G 2C9
483, rue Bay, lOe etoge, Tour sud, Toronto (Ontario) M5G 2C9
416-586-3300
416-586-3485 1-866-411-4211
vV"\/Y'\N.ornbudsiTlan .on ,co
- 2 -
We would appreciate it if you could notify our Office of any investigator(s) appointed by
your municipality, including name and contact information. In addition, please provide
us with any Council minutes confirming the investigator's appointment, and any relevant
bylaw relating to the terms and conditions governing the investigator. This can be done
bye-mail at info@ombudsman.on.ca or by mail, addressed to the attention of Sherrie
Nicholson, Ombudsman Ontario, Bell Trinity Square, 483 Bay Street, 10th Floor, South
Tower, Toronto, ON, M5G 2C9.
If you have any questions, please feel free to visit our website or contact us via e-mail at
info@ombudsman.on.ca or by phone at 1-800-263-1830.
Yours truly,
Encl.
o
Ombudsman
ONTARIO'S WATCHDOG. CHIEN DE GARDE DE L'ONTARIO
Investigating Closed Municipal Meetings:
Frequently Asked Questions
Municipalities and local boards in Ontario are required to pass bylaws setting out the
procedure for holding meetings. The law now requires that public notice be given that a
meeting will be held. All meetings must be open to the public unless they come within
limited exceptions.
As of January 1, 2008, the City of Toronto Act, 2006 and the Municipal Act, 2001 provide
that any person may request an investigation into whether a municipality or local board
has complied with the open meeting requirements or the procedural bylaw relating to any
meeting or part of a meeting that was closed to the public.
If a municipality has not appointed an investigator, the Ombudsman of Ontario has
authority to investigate complaints about closed meetings. The Ombudsman's
investigations are conducted at no cost to those who complain or to municipalities or
local boards. The Ombudsman's process respects the values of independence,
impartiality, confidentiality and a credible investigative process and has been proven
effective in resolving tens ofthousands of cases per year in a timely manner.
Who must hold an open meeting?
All municipal and local boards - except conservation authorities, police services boards,
school boards, and public library boards - are required to hold meetings that are open to
the public, subject to some exemptions.
When can a meeting be closed to the public?
A municipal or local board meeting, or part of a meeting, may be closed if the subject
matter being considered concerns:
. the security of the property ofthe municipality or local board;
. personal matters about an identifiable individual, including municipal or local
board employees;
. a proposed or pending acquisition or disposition of land by the municipality or
local board;
. labour relations or employee negotiations;
. litigation or potential litigation, including matters before administrative tribunals,
affecting the municipality or local board;
. advice that is subject to solicitor-client privilege, including communications
necessary for that purpose;
. a matter in respect of which a council, board, committee or other body may hold a
closed meeting under another Act.
A meeting may also be closed if it is held for the purpose of educating or training the
members, so long as no member discusses or otherwise deals with any matter during the
closed meeting in a way that materially advances the business or decision-making of the
council, local board or committee.
In addition, meetings must be closed if the subject matter relates to the consideration of a
request under the Municipal Freedom of Information and Protection of Privacy Act ifthe
council, board, commission or other body is the head of an institution for the purposes of
that Act.
Can members vote during a closed meeting?
Generally, meetings are not supposed to be closed to the public during the taking of a
vote. However, voting in a closed meeting is permitted if the closed meeting is otherwise
authorized and the vote is for a procedural matter or for giving directions or instructions
to officers, employees or agents of the City; to officers, employees or agents of a local
board or of a committee of either of them; or to persons retained by or under a contract
with the municipality or local board.
Does a municipal council or local board have to follow a specific procedure to close
a meeting?
Yes, in order to close a meeting a specific process must be followed:
The municipality, local board, or committee must state by resolution that a closed
meeting will be held and state the general nature of the matter to be considered at the
closed meeting. Public notice of a meeting is required even if the meeting is closed. In
the case of meetings for the purpose of educating or training members, the subsection of
the Municipal Act authorizing meeting closure for this purpose must also be cited.
Does a municipal body have to keep a record of a closed meeting?
A municipal council, local board or committee, must record without comment all
resolutions, decisions and other proceedings, whether the meeting is open or closed.
Who can ask for an investigation relating to a closed meeting?
Any person or corporation may ask for an investigation relating to a closed meeting.
What municipal bodies can be investigated for failing to hold an open meeting?
The investigation provisions cover municipalities and local boards, which include:
. municipal councils;
. municipal boards, including boards of health or planning boards;
. transportation commissions;
2
Investigating Closed Municipal Meetings: FAQ
. any other board, commission, committee, body or local authority established or
exercising any power under any Act with respect to the affairs or purposes of one
or more municipalities.
Who investigates closed meeting complaints?
If a municipality has appointed an investigator, he or she will investigate complaints
about closed meetings. If the municipality has not appointed an investigator, the Ontario
Ombudsman may investigate. Once the Ontario Ombudsman has received a complaint,
the Ombudsman will retain jurisdiction over a complaint even if an investigator is
subsequently appointed by the municipality.
Complaints may be made to a municipality or local board or to the Ontario Ombudsman.
Ifthe Ombudsman receives a complaint about a municipality where an investigator has
been appointed, the complaint will be referred to that investigator. Similarly, it is
expected that municipalities and local boards will refer complaints to the Ontario
Ombudsman when no investigator has been appointed.
How will the Ombudsman know if a local investigator has been appointed?
The Ontario Ombudsman is encouraging municipalities to notify his office if an
investigator has been appointed, and to provide the investigator's contact information.
The Ombudsman's Office will contact a municipality in cases where no notification has
been received.
Does the Ombudsman have the ability to conduct investigations in both English and
French?
Yes, the Ombudsman's office can conduct investigations in either English or French.
Does the Ombudsman charge a fee to either the municipality or the person bringing
the complaint?
No, there is no fee charged by the Ombudsman to either the municipality or the person
bringing the complaint to our Office. In keeping with the tradition of ombudsman offices
around the world, the Ombudsman's services are free of charge in order to ensure they
are fully accessible to everyone.
Will the Ombudsman notify the municipality or local board when a complaint is
received?
The Ombudsman's usual process is to document and confirm the details of a complaint,
and then to contact the municipality or local board to advise them of the complaint and
obtain information. If the complaint cannot be resolved informally, a formal
investigation may be commenced. In the case of a formal investigation, the head of the
municipality or local board will be notified.
3
Investigating Closed Municipal Meetings: FAQ
Can closed meetings prior to January 1,2008 be investigated?
The investigation provisions apply to meetings held on or after January 1, 2008. As a
general rule, legislative provisions only apply on or after their commencement date.
What powers of investigation does the Ombudsman have with respect to closed
meeting complaints?
The investigative powers set out in the Ombudsman Act - including the power to issue
summonses, inspect premises and compel municipal officials and staff to provide
information and documents - apply to investigations of closed meeting complaints.
Will the Ombudsman investigate every complaint received?
The Ombudsman's Office will conduct an initial review of each complaint regarding
open meetings. Not all complaints will necessarily result in a formal investigation. Some
cases will be resolved informally, and there may also be circumstances when an
investigation is otherwise considered unnecessary.
Will the Ombudsman establish time frames for the municipality or local board to
respond to a complaint?
The time frame for responding to a complaint will depend on the nature of the
circumstances. As a general rule, the Ombudsman expects timely responses so that
complaints may be resolved without undue delay.
What happens to municipal documents after an Ombudsman investigation?
The Ombudsman's practice is to return original documents. Copies of documents
retained in the Ombudsman's file are kept confidential. The Ombudsman is not subject
to the Municipal Freedom of Information and Protection of Privacy Act or the Freedom
of Information and Protection of Privacy Act.
What can the Ombudsman do if he finds a meeting was improperly closed or
procedural requirements were contravened?
If the Ombudsman concludes, after an investigation, that there was a contravention of the
procedural bylaw relating to a closed meeting, or that the closed meeting provisions were
contravened, he may report his opinion and reasons to the municipality or local board,
and make recommendations to address his concerns.
Will the Ombudsman's reports about closed meetings be made public?
Yes, once an Ombudsman report is provided to the municipality or local board, that body
is required to make it public. Copies of the reports may also be found on the
Ombudsman's web site, www.ombudsman.on.ca .
4
Investigating Closed Municipal Meetings: F AQ
Ministry of Community Safety
and Correctional Services
Ministere de la Securite communautaire
et des Services correctionnels
Office of the Deputy Minister
Bureau du sous-ministre
@ Ontario
25 Grosvenor Street
11 th Floor
Toronto ON M7A 1Y6
Tel: 416-326-5060
Fax: 416-327-0469
25, rue Grosvenor
116 etage
Toronto ON M7A 1Y6
Tel.: 416-326-5060
Telec. : 416-327-0469
CU07 -03729
OCT 2 52007
Mrs. S.J. Heffren
Manager of Administrative Services
County of Elgin
450 Sunset Drive
St. Thomas ON N5R 5V1
Dear Mrs. Heffren:
Thank you for your letter of September 19, 2007, addressed to the Honourable Monte Kwinter,
Minister of Community Safety and Correctional Services, regarding council's resolution on
provincial funding for the Ontario 911 Advisory Board (OAB). I am pleased to respond on behalf
of the Minister.
With respect to the request that council sets out with its resolution, the provincial government
does not directly fund the operation of 911 services in any jurisdiction. Those costs are covered
by the ratepayers of the municipality that directly receives the services. The province does,
however, support the OAB's activities by financially sponsoring the participation of staff from
several ministries and agencies. Participants contribute to the OAB their input and expertise.
Provincial ministries involved in these activities obtain necessary resources from their own
ministry funds.
If you wish to discuss this matter in more detail, please feel free to contact Mr. Tom Kontra,
Deputy Chief, Operations and Analysis, Emergency Management Ontario, at telephone
(416) 314-8595.
Once again, thank you for writing to share your concerns.
Yours truly,
?G{\~
Deborah Newman
Deputy Minister of Community Safety
and Correctional Services
c: The Honourable Monte Kwinter
Minister of Community Safety and Correctional Services
The Honourable Steve Peters
Mr. Tom Kontra
Mr. Dan Van Londersele
Open Meetings
The Ontario Government's Ombudsman, Andre Marin, has made several comments recently in the
media about the use of closed-door meetings by municipal governments. They are consistent with
views that he presented in November 2006 during the Committee hearings stage of Municipal Act
amendments.
Regrettably, the Ombudsman is making sweeping generalizations about municipalities on the basis
of presumption.
AMO has made its own views known to the Ontario Government during committee hearings and in
MOU discussions. AMO wants to share them again with you, as well as considerations related to the
new meetings investigator position.
Key Messages:
. The Ontario Government and its Ombudsman do not have a monopoly on integrity:
o If it is appropriate for the Provincial Ombudsman to be appointed and paid by the Provincial
Government, it is appropriate for municipal councils to appoint and pay for a qualified
individual to investigate the appropriateness of a decision to close a meeting for a matter.
o If the Province can be trusted to respect the work of their Ombudsman, Ontario's
municipalities can be trusted to respect their municipal equivalent.
. We respect the Ombudsman's interest in open and transparent government, however we have a
much greater appreciation for the degree to which municipalities conduct their affairs in full view
of the public.
. Municipal councils address a wide variety of business through Council meetings and a relatively
small number of those circumstances provide for closed meetings under the Municipal Act.
These include matters pertaining to labour relations or employee negotiations; litigation or
potential litigation; solicitor-client privilege; security of property; personal matters about
identifiable individuals, including employees; and proposed or pending acquisition or disposition
of land.
. The vast majority of municipal debates and decisions occur in full view of the public, which is in
sharp contrast to the Provincial and Federal Governments where most significant public policy
decisions are made in closed Cabinet and caucus meetings, or in closed discussions between
party representatives.
. AMO expects that it would be highly unlikely for a council to appoint a member of their municipal
staff to this position, even though the legislation does permit it, and we have not heard of this
happening.
. AMO is confident that municipal governments will consider the Act as it specifically speaks to
impartiality, credibility, confidentiality, and independence with respect to the investigation
process.
AMO
November 2, 2007
Contact: Pat Vanini, Executive Director, (416) 971-9856, ext. 316, e-mail: pvanini@amo.on.ca
IN-CAMERA AGENDA
NOVEMBER 13. 2007
Staff Reports: (ATTACHED)
1. Director of Engineering Services - CONFIDENTIAL - security of the property of the
municipality - Restoration of Removed Railway Crossings
2. Manager of Road Infrastructure - CONFIDENTIAL - security of the property of the
municipality - Encroachment Agreement Update
Other Business:
1) Annual Performance Evaluation of Chief Administrative Officer (previous
evaluation and forms sent to Warden under separate cover)