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November 27, 2007 Agenda ORDERS OF THE DA Y FOR TUESDA Y. NOVEMBER 27. 2007 - 9:00 A.M PAGE # ORDER 1 st Meeting Called to Order 2nd Adoption of Minutes - for the meeting of November 13, 2007 3rd Disclosure of Pecuniary Interest and the General Nature Thereof 4th Presenting Petitions, Presentations and Delegations DELEGATIONS: 2-3 9:00 a.m. Dave Phillips, Town Crier Annual Report for 2007 (attachment) 4-25 9:05 a.m. Jenny Phillips, Chair, Joint Elgin/Central Elgin 2007-2008 Annual Municipal Acc;essibility Plan (attachment) 26-43 9:15 a.m. Sandra Datars Bere, Director of Ontario Works and Social Housing, St. Thomas - Elgin Ontario Works, re: Water Filter Fund Program and 3rd Quarter Report (attachment) 11 :45 a.m. Bill Walters, Chair, Land Division Committee - 2007 Land Division Committee Report (attachment) Motion to Move Into "Committee Of The Whole Council" Reports of Council, Outside Boards and Staff Council Correspondence - see attached 1) Items for Consideration 2) Items for Information (Consent Agenda) OTHER BUSINESS 1) Statementsllnquiries by Members 2) Notice of Motion 3) Matters of Urgency 9th In-Camera Items (see separate agenda) 10th Recess 11 th Motion to Rise and Report 12th Motion to Adopt Recommendations from the Committee Of The Whole 92 13th Consideration of By-Laws 14th ADJOURNMENT 44 5th 45-79 6th 7th 80-82 83-91 8th LUNCH WILL BE PROVIDED NOTICE: December 11, 2007 - 7:00 p.m. - 2008 Warden's Election to be held in Council Chambers December 13, 2007 - 9:00 a.m. - Regular Council Meeting REPORT TO COUNTY COUNCIL FROM: Dave Phillips, Town Crier DATE: October 20,2007 SUBJECT: TOWN CRIER ANNUAL ACTIVITIES The following is the list of appearances that I have made as Town Crier for the year 2007: - Robbie Burns Day - St. Josephs Regional Health Centre, St. Thomas - Easter Seal Telethon - St Thomas Seniors Center - Trip to Chatham as COPD but introduced as County Town Crier - National Volunteer Appreciation week North American Railway Hall of Fame, St. Thomas - National Volunteer Recognition Week - St. Thomas Railway Station - Faith Academy Medieval Day as Town Crier - bestowed pins upon the King and Queen June 2 - People in Motion - CNE Grounds, Toronto June 8 - Open Rosy Rhubarb - Shedden June 9 - Rosy Rhubarb all day - Shedden June 10 - Rosy Rhubarb all day - Shedden June 11, 12, 13 - COPD - Holiday Inn, King Street, Toronto June 16 - Meet and greet with London Centennial Wheelers - they ride as a club annually through Elgin County. - gave two pins to Michigan residents cycling Circle Erie and traveling the Talbot Trail to Tillsonburg - also visiting the wind farm on July 1 - Canada Day - Port Burwell - Grand Opening and Ribbon Cutting - Erie Shore Wind Farm Interpretive Centre, Nova Scotia Line - Canada Day - Dutton - Met with owner of McLellan and Stewart Publishing presented pins on behalf of the Her Worship Warden Lynn Acre - 2nd anniversary Thamesville Credit Union, Dutton Branch - Met and presented pin to California driver delivering new transit bus with wheelchair provisions to Mississauga - Took bus on tour of Dutton/Dunwich and east through Elgin County - Prearranged cry for family members of the Gunn family who visited Dutton from Spokane Washington September 1 - Attended reopening of library in West Lome September 18 - Attended and read official writ for call to election 2007 of the Ontario Provincial Government - 109 Inkerman, St. Thomas (given wrong time) September 23 - Attended 50th anniversary of Elgin County Museum - Colour only September 28 - Arranged and greeted 28 people from Calgary traveling via Carson Tours to Maritimes and back - yth anniversary for this activity September 30 - Attended book launch and author signing at Southgate Pines, Grand Bend as the author's "Crier" January 16 March 5 April 1 April 20 April 26 June 1 June 30 July 1 July 1 July 1 July 20 July 27 August 8 August 20 October 3 October 13 October 16 November 2 November 10 November 24 December 5 2 - Presented Pin and photo package to Wallacetown Fair Ambassador - John Kenneth Galbraith Literary Award, WEDS performing Arts Center - Attended John Kenneth Galbraith Library - library week function - Wardens Banquet - St. Anne's Centre - evening Remembrance Day - Currie Road, Dutton - Santa Claus Parade - Dutton - Attending Air Cadets as Reviewing Officer - St. Thomas Armories Respectfully Submitted, Dave Phillips, Elgin's Town Crier. JOINT ELGIN/CENTRAL ELGIN 2007-2008 ANNUAL MUNICIPAL ACCESSIBILITY PLAN Adopted by County Council - Adopted by Central Elgin Council - INDEX JOINT ELGIN/CENTRAL ELGIN MUNICIPAL ACCESSIBILITY PLAN (JAAC) SECTION PAGE NO. Executive Summary 1 Mission Statement 1 Aim 2 Objectives 2 Municipal Highlights, Population and Organizational Structure County of Elgin 2 Municipality of Central Elgin 2 Establishment of Accessibility Working Group 3 Co-Ordinators 3 Members of JAA C 3 County of Elgin/Municipality of Central Elgin Commitment to Accessibility Planning 4 Achievements from October 200S-September 2006 4 Barrier Identification Methodologies 6 Barriers Identified and Status of Elimination 7 Mandatory Accessibility Standards 12 Focus for 2008 12 Review and Monitoring Process 13 Communication of the Plan 13 Recommendations 13 Signature Page 14 Appendix "A" - Mandatory Provincial Accessibility Standards 15 Appendix "B" - County of Elgin 2007 Summary of Barriers Addressed 18 Appendix "C" - Municipality of Central Elgin 2007 Summary of Barriers Addressed 19 Appendix "D" - Joint County of Elgin and Municipality of Central Elgin 2007 Initiatives 19 Appendix "E" - Photographs of Accessible Locations 20 JOINT ELGIN/CENTRAL ELGIN ANNUAL MUNICIPAL ACCESSIBILITY PLAN 2007-2008 EXECUTIVE SUMMARY The purpose of the Ontarians with Disabilities Act, 2001 (ODA) is to improve opportunities for persons with disabilities and to provide for their involvement in the identification, removal and prevention of barriers to their full participation in life. To this end, the ODA mandates that each municipality with a population of over 10,000 forms a committee to identify accessibility barriers with membership composed of a majority of persons with disabilities and to prepare and publish annual accessibility plans. An Accessibility for Ontarians with Disabilities Act, 2005 (AODA) became effective June 13, 2005. In addition to requirements of the ODA, an Accessibility Standards Advisory Council advises the Province on the process for the development of accessibility standards and the progress made by Standards Development Committees in developing proposed accessibility standards. Legislation includes that Ontario is to be barrier-free by the year 2025. Until repealed, the ODA remains in effect as well. This is the fifth annual plan prepared by the Elgin/Central Elgin Joint Accessibility Advisory Committee (JAAC). The report describes: (1) the measures/achievements of the County of Elgin and the Municipality of Central Elgin (Elgin/Central Elgin) over the past year, and (2) the measures committed to be taken during the current year (2007-2008), to identify, remove and prevent barriers to persons with disabilities who use the facilities and services of Elgin/Central Elgin, including employees, volunteers, visitors, and other members of the community. This year, Elgin/Central Elgin committed itself to the continual improvement of access to municipally-owned or leased premises, facilities and services for employees, volunteers, and visitors with disabilities; the participation of persons with disabilities in the development and review of its annual accessibility plan; and the provision of quality services to all members with disabilities within its jurisdictional community. The accessibility working group, in its first annual plan, identified 70 barriers to persons with disabilities. The most significant findings were that Elgin/Central Elgin facilities are not fully wheelchair/mobility/vision/hearing accessible. Over the next several years, budgets need to include funds to eliminate these barriers. For 2008, the JAAC recommends removing 4 barriers in Central Elgin and 7 barriers in the County of Elgin, or as legislated by Provincial standards. MISSION STATEMENT The JAAC adopted the following as its Mission Statement: "To identify, remove and prevent barriers to persons with disabilities who use the facilities and services of the County of Elgin and the Municipality of Central Elgin, including employees, volunteers, visitors, and all members of our Community." 2 AIM This report describes: (1) the measures that Elgin/Central Elgin have taken in the past, and (2) the recommendations from the JAAC for measures to be undertaken by Elgin/Central Elgin during the year 2007-2008, to identify, remove and prevent barriers to persons with disabilities who use the facilities and services of Elgin/Central Elgin, including employees, volunteers, visitors, and other members of the community. OBJECTIVES This Plan: 1. Recommends the process by which Elgin/Central Elgin can identify, remove and prevent barriers to persons with disabilities. 2. Reviews earlier efforts to remove and prevent barriers to persons with disabilities. 3. Lists the facilities, policies, programs, practices, and services that JAAC recommends Elgin/Central Elgin to review in the coming year to identify barriers to persons with disabilities. 4. Describes the measures Elgin/Central Elgin should undertake in the coming year to identify, remove and prevent barriers to persons with disabilities. 5. Describes how Elgin/Central Elgin would make this accessibility plan available to the public. MUNICIPAL HIGHLIGHTS. POPULATION AND ORGANIZATIONAL STRUCTURE COUNTY OF ELGIN The County of Elgin is situated along the north shore of Lake Erie and encompasses more than 187,966 Ha. with a population of 44,975 citizens (2007 figures from MPAC). The County is an "upper tier" municipality, which includes seven constituent "lower-tier" municipalities within the County structure, and one separated City. Each of these has their own separate system of governance. Corporate headquarters is located at the County Administration Building, 450 Sunset Drive, St. Thomas, partway between the City of St. Thomas and Port Stanley. Areas of jurisdiction under the County corporate structure include responsibility for: County Council directives, by-laws, policies and procedures; protection of County assets and expenditures; design and construction of the County Road System; administration of Ontario Court of Justice and Provincial Offences operation; County Libraries (11 branches plus 1 main office); Museum; Archives; operation of three Long-Term Care Homes; emergency services (emergency response, 9-1-1, land ambulance, co-ordination of policing contract for 6 municipalities); a regional approach to Economic Development; Ontario Works/Social Services (administered through City of St. Thomas); protection of County forest cover; and severing of land. MUNICIPALITY OF CENTRAL ELGIN The Municipality of Central Elgin is a progressive, dynamic urban and rural municipality, located on the shores of Lake Erie in the heart of southwestern Ontario connected by 370 kms. of municipal roads. The Municipality of Central Elgin encompasses 325 square kms. in area and has a population of 12,174 citizens (2007 figures from MPAC). 3 The Municipality of Central Elgin is a "lower tier" municipality with its own separate system of governance within the County of Elgin structure. The Administration Office for the Municipality of Central Elgin is located at 450 Sunset Drive, North Wing, S1. Thomas. Areas of jurisdiction under the Municipality of Central Elgin structure include: Council by-laws, policies and procedures; protection of Central Elgin assets and expenditures; Strategic Planning; Building Inspection; By-law Enforcement; Zoning/Committee of Adjustment; Municipal Roads System; Sanitary Sewer; Storm Sewers and Municipal Drains; Potable Water; Parks and Recreation; and Solid Waste. THE ACCESSIBILITY WORKING GROUP Establishment of the Joint Accessibilitv Advisorv Committee In accordance with the ODA legislation, the Councils for the County of Elgin and the Municipality of Central Elgin formed an optional joint accessibility advisory committee in 2002, known as the Elgin/Central Elgin Joint Accessibility Advisory Committee (JAAC). The Committee is comprised of five persons representing all geographic areas of the County of Elgin with the majority of membership being persons with disabilities. The responsibilities of the JAAC are as follows: . Identify barriers to persons with disabilities in all facilities, regulations, policies, programs, practices and services offered by Elgin/Central Elgin. . List facilities, regulations, policies, programs, practices and services that cause or may cause barriers to persons with disabilities. . Identify barriers that are to be removed or prevented in the coming year. . Describe and recommend how these barriers should be removed or prevented in the coming year. . Prepare an annual report on these activities, for approval by the Councils of the County of Elgin and the Municipality of Central Elgin, and make the plan available to the public. . Review building plans and make recommendations on accessibility issues. Co-Ordinators The Deputy Clerk positions for the County of Elgin and for the Municipality of Central Elgin were appointed by the respective Councils as the Co-Ordinators of the JAAC to provide administrative support and assistance. Members of the JAAC Elgin/Central Elgin appointed the following members to the JAAC Working Group Member Ms. Jenny Phillips Municipality/Agency Department Telephone/E-mail Chair JAAC olden.net Ms. Sylvia Hofhuis Vice-Chair - represents JAAC Elgin and Central Elgin Councils 4 Ms. Donna Baldwin Member JAAC 519 866-3230 Vacant osition Vacant osition Ms. Dianne Wilson Ms. Sandra Heffren Member Mem ber Municipality of Central EI in County of Elgin JAAC JAAC Adm inistration Administrative Services ELGIN/CENTRAL ELGIN COMMITMENT TO ACCESSIBILITY PLANNING The Councils for the County of Elgin and the Municipality of Central Elgin adopted its first Accessibility Plan on September 23,2003, and has adopted Annual Accessibility Plans each year thereafter, to identify and eliminate accessibility barriers to disabled persons. Elgin/Central Elgin is committed to: . The continual improvement of access to Elgin/Central Elgin premises, facilities, and . services for employees, volunteers, visitors, and other members of the community. . participation of persons with disabilities in the development and review of its annual accessibility plans. . provision of quality services to all employees, volunteers, visitors, and other members of the community. The Councils of Elgin/Central Elgin authorized the JAAC to prepare annual accessibility plans that will enable Elgin/Central Elgin to meet these commitments. ACHIEVEMENTS FROM OCTOBER 2005-SEPTEMBER 2006 . The JAAC prepared the fourth Annual Joint Elgin/Central Elgin Municipal Accessibility Plan, which was adopted by both Councils. . Awareness and resolution of accessibility barriers has been promoted throughout the various departmental staff with the importance of addressing these barriers emphasized. Departments are budgeting towards elimination of barriers over the next several years. . The JAAC reviewed site plans for Elgin/Central Elgin and made recommendations to improve accessibility to the new or renovated facilities. These recommendations were incorporated into plans for renovations to Terrace Lodge for a secured dining area and nurses' station and the Administration Building 4th Floor to house the Elgin County Museum, which included, but were not limited to: . Lever-type door handles . 36" (.91m) width doorways . Lowered counter space . Accessible washroom facilities . 5 ft turning radius would be maintained in the Museum display area . Power assist doors if required. 5 Elain . Administration Building telephone system was replaced to address concerns with low volume and clarity on the automated attendant recording. . Two powerized screens were installed - one in the Museum for video displays and one in Council Chambers. . Braille and raised lettering signage was installed to identify Museum rooms and washrooms on the 3rd floor. . Uneven flooring at3rd floor washroom entrances was removed and replaced with 36" aluminum thresholds. . Human Resources Hiring Policies include wording "The County of Elgin is an equal opportunity employer and carries out hiring based on non-discrimination of the Human Rights Code. The County of Elgin will also provide reasonable accommodation to all qualified candidates." . Libraries - Zoom Text Magnifier/Reader program was installed on Branch Libraries public computers (except Vienna) to assist patrons with vision loss. . Bobier Villa - Barrier-free wall-mounted hair dryer with adjustable arm was installed in beauty shop. . Bobier Villa - Fireplace in Whitelock Room was redesigned on an 8" rise to enhance enjoyment by all persons. . Bobier Villa - Zoom Text Magnifier/Reader program was installed on one public computer to assist persons with vision loss. . Elgin Manor - One office was equipped with accessible furniture. . Elgin Manor - One office was equipped with computer, large-screen monitor and adjustable desk on casters. . Elgin Manor - Volunteer office was equipped with a wheelchair accessible desk. . Elgin Manor - Phone with flashing light, volume control and large buttons for public access was installed in front foyer . Elgin Manor - Zoom Text Magnifier/Reader program was installed on one public computer to assist persons with vision loss. . Terrace Lodge - Locked Unit washroom was made barrier-free with wider door, lever handles, barrier free sink, accessible mirror and toilet with grab bars was installed. . Terrace Lodge - Braille lettering was added next to the elevator buttons. . Terrace Lodge - Barrier-free wall-mounted hair dryer with adjustable arm was installed in hair salon. 6 . Terrace Lodge - Zoom Text Magnifier/Reader program was installed on one public computer to assist persons with vision loss. Central Elain . Belmont Library - Power assist doors were installed on interior and exterior doors. . Port Stanley Arena - Power assist doors were installed on interior and exterior doors. . Port Stanley Beach - A policy was developed for use of the accessible beach wheelchair. BARRIER IDENTIFICA TION METHODOLOGIES The Working Group used the following barrier identification methodologies: Methodolo Promotion and awareness of accessibility barriers and JAAC activities Staff reviewed accessibility barriers in all facilities Accessibility website Description An invitation was extended to the Mayor and Council for West Elgin, Dutton/Dunwich, Southwold, and Elgin's Manager of Economic Development to attend a JAAC meeting held at the accessible area of the Port Glasgow Marina. It is anticipated that promotion of accessibility issues and efforts of the JAAC will s ur reater interest from the communit . Staff inspected owned premises and identified accessibility barriers. A survey was posted in local libraries requesting the public to provide input concerning barriers in County and Central Elgin facilities, services, and policies, and su estions to remove or im rove them. The JAAC requested establishment of a website, linked from the County of Elgin homepage. The website would house the JAAC Minutes, annual Accessibility Plans, accessibility information and links to sites of interest to visitors. The site would also act as a public forum for input into accessibility issues. The JAAC reviews renovation/construction Plan Approvals plans to ensure accessibility barriers are addressed prior to construction Status The JAAC meeting of July 18, 2007 was held at the Port Glasgow Marina accessible area to promote public awareness, with a few stakeholders present. A photo of the accessible area will be included in this ear's Plan. County Libraries are using the information gathered from the survey as a tool to plan for accessibility improvements. The domain name of AccessElgin.ca has been secured. Design and content is to be developed. The Chair's husband has agreed to design the website. Staff to maintain the site is to be determined. All content is to be reviewed by the JAAC prior to ostin on the website. Plans reviewed were: gazebo & sidewalk construction at Elgin Manor; HV AC units and fire alarm upgrade at Terrace Lodge; renovations to women's washrooms on first & second floors; men's washroom on first floor; and construction of new Warden's and Administrative Services offices on third floor of Elgin Administration Buildin . 7 BARRIERS IDENTIFIED The JAAC identified 70 barriers in 2003. The Councils of Elgin and Central Elgin adopted the recommendations of the JAAC to begin eliminating these barriers. As well, when new or renewal Leases are discussed, (e.g. Libraries and vehicles) consideration would be given to eliminate accessibility barriers as previously identified. The Barriers were prioritized into categories as follows: #1 - High Importance - measures to be undertaken to address the barrier as soon as possible #2 - Medium Importance - measures to be undertaken to address the barrier within the next five years #3 - Low Importance - measures to be undertaken to address the barrier when renovations occur. The following list contains the barriers completed during 2007 and those remaining: INFORMA TION/COMMUNICA TION/POLlCY BARRIERS CATEGORY BARRIER AND RESOLUTION STATUS STATUS ELGIN CENTRAL ELGIN 1 Signage throughout all buildings to Planned but delayed Planned but be in Braille or routed letters no delayed higher than 4 feet (1.22 m) from the floor, and in a standardized location. Note: Acquisition of signage was delayed pending possible criteria for lettering etc. from the new Provincial standards committees 1 Elevator floor buttons and selection Temporary Braille Temporary Braille panel to include Braille and be signage installed in signage installed in positioned no higher than 4 feet Admin. Bldg. and Port Stanley Arena. (1.22 m) from the floor. Emergency Terrace Lodge. Redesign of interior telephone to be positioned no higher Redesign of these of elevator in this than 4 feet (1.22 m) from the floor. elevators and other and other buildings buildings ongoing ongoing 1 Voice or chime enunciators for floor Planned 2010 - Ongoing positions to be installed in elevators Admin. Bldg. Other areas onQoinQ 1 Create website version for persons Resources may be Resources may be with visual loss available through available through web browsers web browsers 1 Re-mark suitably sized accessible Health Unit spaces Ongoing parking spaces and install signage remarked. Admin. worded to include the fine amount Bldg. signage includes fine amount. Other areas onQoinQ. 2 Voice or buzzer indicators at traffic To be investigated To be investigated lights to be installed in built-up, and planned for and planned for urban areas where pedestrians may 2012 2012 cross the street 8 INFORMA TION/COMMUNICA TION/POLlCY BARRIERS (cont'd.) CATEGORY BARRIER AND RESOLUTION STATUS STATUS ELGIN CENTRAL ELGIN 1 Hiring and interviewing policies to Com plete Ongoing include accommodation procedures for persons with disabilities 2 Human Resources and Health & Policy Manual is Ongoing - is Safety reading material, policies, available in large available in large warnings, notices, to be in multi- font. Other formats font formats. will be provided over the next few years 2 Fire pull station and extinguishers to Planned 2008 - Under discussion be lowered to no higher than 4 feet Eng. Serv., Cultural (1.22 m) from floor Serv., IT. Other areas onQoinQ. 2 PC's for public use to be compatible Libraries (except n/a for Braille translation software. Vienna) installed Purchase screen readers (e.g. Job Zoom Text Access With Screen Reading). Magnifier/Reader Purchase Braille software and program to assist keyboard (e.g. Dragon Dictate) that patrons with vision a person uses to dictate information loss. Neo Speech and it writes it down. Install Braille voice recognition embosser and soundtrack on being investigated. narrative Windows XP has accessibility options for users 2 Investigate computers to JAAC concluded JAAC concluded communicate with persons with front counter staff front counter staff hearing/vision loss could handle could handle situations situations appropriately appropriately PHYSICAL/ARCHITECTURAL BARRIERS CATEGORY BARRIER AND RESOLUTION STATUS STATUS ELGIN CENTRAL ELGIN General 1 When new/renewal Leases are Ongoing Ongoing discussed, consideration to be given to barriers identified throughout Plan 1 All interior exit doors require panic Health Unit complete. Ongoing bars Other areas onQoinQ. 1 Investigate book drop off zones for Ongoing n/a libraries 1 Lower shelving in libraries or ask for Some completed. n/a staff assistance in interim Others ongoinQ 9 PHYSICAL/ARCHITECTURAL BARRIERS (cont'd.) CATEGORY BARRIER AND RESOLUTION STATUS STATUS ELGIN CENTRAL ELGIN General 1 Portion of bars/rods in coat closets 2008 - investigate for Belmont Arena new and hooks in lockers to be lowered or Admin. Bldg., White addition under purchase hook & rod devices that Station Garage. discussion. Other hanQ from existinQ rods to lower level Other areas onQoina. areas ongoinQ. 1 Vertical difference in elevation not to Ongoing Ongoing exceed 12mm (sidewalks) 1 Require extenders on fans and mini Complete Ongoing blinds to allow for adiusting 1 Disabled parking space(s) to be To be discussed at To be discussed at identified, signed and promoted for Joint Administrators' Joint Administrators' buildinQs, shoppinQ, beach areas meetina meetinQ 2 Install power operators on exterior Planned 2008 - Ongoing. main entrance doors Bobier Villa servery; 2010 - White Station Garage. Other areas onaoina. 2 Power door operator control button Under discussion Under discussion to be located 3-4 feet (.91-1.22 m) from doorway to allow for opening 2 All access ramps and washrooms to Ongoing Ongoing have minimum turnaround radius of 5 feet (1.52 m) 2 All access ramps to be minimum Under investigation - Ongoing unobstructed width of 3 feet (.91 m) Admin. Bldg. Other inside railinQs areas onQoinQ. 2 All door widths to be minimum of 3 Other areas ongoing Ongoing feet (.91 m) 2 All turn-type knobs to be replaced Health Unit some Ongoing with lever style changed - more planned for 2008. Planned 2008 - Prosecutor Office. Other areas onaoina. 2 Lower section of concession counters n/a OnaoinQ 2 Paths to be constructed to provide n/a To be considered in access to olavarounds/sports fields 2008. 2 Playground equipment to be barrier n/a To be considered in free or add on barrier free section 2008 3 Mailroom in Administration Building Planned 2010 Ongoing to be rebuilt. Mailroom in Central EIQin to be redesianed 3 Installation of non-glare/indirect Grids on lighting Ongoing lighting in offices and work stations being replaced with grids that reflect light downwards. 10 PHYSICAL/ARCHITECTURAL BARRIERS (cont'd.) CATEGORY BARRIER AND RESOLUTION STATUS STATUS ELGIN CENTRAL ELGIN General 3 Workstations to be adjustable Sit/stand workstation Being tested purchased 3 Curb cuts and sidewalk ramps to be Done during new 15% of existing included in new construction and construction curbs & sidewalks others to be retrofitted to be retrofitted. Others done during new construction 3 Water coolers to be barrier free Com plete - White Ongoing Station Garage. Other areas onaoina. 3 Lifts and/or elevators to other floors Ongoing. Ongoing or basements to be installed if necessary 3 Provide accessible scooter/storage Ongoing Ongoing locations in Homes for Seniors and not-for-profit housinq 3 All thresholds to be level with Planned 2010 - Ongoing flooring or entrances Eng. Serv.; Bobier Villa; 2010 - White Station Garage. Others onaoina. 3 All light switches to be lowered to no Ongoing White Station higher than 4 feet (1.22 m) from the Garage - complete. floor Onaoinq for others. 3 Storage of parts and chemicals to Ongoing Ongoing be moved to an accessible area 3 Should an employee with physical Policy adopted Policy adopted limitations require the use of a leased vehicle to perform duties, an accessible vehicle will be leased 3 Power control panels to be lowered Ongoing - device to Ongoing - device (access to fuses/breakers) reach switches to reach switches beinq investiqated beina investiqated Kitchens 2 Lower section of counter, provide Planned 2008 - Port Stanley Arena accessible sink and cupboard area, Cultural Services. lower section of and sufficient space for wheelchair Other areas ongoing counter-alternatives access in kitchens available for to be reviewed in public or employee use 2008. Others onaoina. 3 Microwaves to be at an accessible Ongoing Planned 2008 - height and placement or purchase Belmont Arena moveable carts Others onqoinq. 11 PHYSICAL/ARCHITECTURAL BARRIERS (cont'd.) CATEGORY BARRIER AND RESOLUTION STATUS STATUS ELGIN CENTRAL ELGIN Office Ergonomics 1 Office furniture to be repositioned to Land Division Ongoing allow clear 3' (.91m) access complete. 2010- Archivist. Other areas ongoing 2 Equipment stands (fax, printer, etc.) Planned 2008 - Ongoing to be at accessible height or be Libraries. Other adjustable areas by 2012 2 Reception desks to have lower Complete Dutton! Com plete section or be adjustable Dunwich Library. Planned 2008 - Econ. Dev.; Cultural Services. Other areas ongoing 2 Mailing machines to be at Com plete Ongoing accessible height or adjustable 3 Replacement desks to be adjustable Sit/stand workstation Upon new and with rounded corners purchased. More purchase. could be purchased as needed. 3 Computer workstations - desks and Ongoing Ongoing chairs to be adjustable 3 Photocopiers to have controls at Not available on the Not available on the accessible height market yet. market yet. Assistance available Assistance available upon request. upon request. 3 Filing cabinets to be no higher than Cabinets are 4 Ongoing 4 drawers or purchase revolving drawers or lower in side file cabinets all areas 3 Lower shelving and informational Complete - Cultural Ongoing material Services hallway. Other areas ongoing 3 Grates in floor to be level with Ongoing Ongoing flooring material 3 Lower control buttons for garage Ongoing Ongoing doors and wash bay Washrooms 2 Provide barrier free washroom Not necessary to Not necessary to facilities as per the Ontario Building renovate office renovate office Code washrooms if washrooms if accessible accessible washrooms are washrooms are available in close available in close proximity. Ongoing proximity. Ongoing 12 PHYSICAL/ARCHITECTURAL BARRIERS (cont'd.) CATEGORY BARRIER AND RESOLUTION STATUS STATUS ELGIN CENTRAL ELGIN 3 Showers require a bench, well- n/a Ongoing anchored grab bars, and handheld showerheads. All controls to be within easy reach TECHNOLOGICAL BARRIERS CATEGORY BARRIER AND RESOLUTION STATUS STATUS ELGIN CENTRAL ELGIN 2 Purchase headsets for computer Funding being Ongoing access for persons with vision loss pursued for Libraries. Other areas onQoinQ 3 Outfit telephones with volume Admin. Bldg. Upon new control/flashing light and large telephones have purchase keypad volume control and flashing light. Large keypad phones can be purchased as required. Other areas ongoing 3 Install rotational lighting on fire Ongoing Ongoing alarm systems 3 Relocate or lower heat thermostats Ongoing Ongoing no higher than 4 feet (1.22 m) from the floor MANDATORY ACCESSIBILITY STANDARDS The first of a group of Standards, the Customer Service Standard, is now law and comes into force on January 1,2008. Information on the Customer Service Standard (see Appendix "A") can be fou nd at htto:/ /www.mcss.qov.on.ca/m css/ enqlish/oillars/accessibil ityOntario/accesson business/ customer/index.htm. Standards for Transportation; Information and Communications; Built Environment; and Employment will be developed over the next several months. Compliance with Standards, once legislated, is mandatory and applies to both the public and private sectors. FOCUS FOR 2008 By-Laws, Policies, Practices, Services to be Reviewed The JAAC will review various by-laws, policies, practices, and services to determine their effect on persons with disabilities as follows: . Design and development of an accessibility website. The domain name AccessElgin.ca has been reserved and design and development of the website will be undertaken over the next two-or-three-years. ~-~-~ 13 · Planning, building practices, subdivision policies, and development of a criteria list. . Disabled parking spaces in core business areas. A survey has been returned by local municipalities detailing the number and location of municipal parking spaces for persons with disabilities in their respective municipality. · CNIS and the Hearing Society to be invited to a meeting to provide an overview of services/ equipment available for persons with vision/hearing loss. . Follow up with Elgin and Central Elgin staff to ensure policies and procedures are being developed to comply with the Mandatory Customer Service Standard. . Holding of a meeting or meetings at the County Long-Term Care Homes to help solicit membership . Promotion and public awareness. REVIEW AND MONITORING PROCESS The JAAC will meet regularly to review progress and staff would be reminded, through personal contacts or bye-mail, about their roles in implementing the Plan. The ChairNice-Chair will request to attend a meeting(s) with Senior Management Teams to review the progress of accessibility barrier elimination. COMMUNICATION OF THE PLAN Copies of the plan are to be available at the County of Elgin Administrative Services front counter, Municipality of Central Elgin front counter, County Libraries, local municipal offices, and on the County of Elgin and on the Municipality of Central Elgin websites. On request, the report can be made available on computer disk, or in large print. The domain name of AccessElgin.ca has been secured and the website will be developed over the next few years. The website, once in operation, would house JAAC Minutes, annual Accessibility Plans, accessibility information and links to sites of interest to visitors. The site would also act as a public forum for input into accessibility issues. An article outlining JAAC initiatives and campaign for membership was published in the October 2007 Elgin County Matters Newsletter. RECOMMENDATIONS THAT the Elgin/Central Elgin Joint Accessibility Advisory Committee recommends to the Council for the County of Elgin and to the Council for the Municipality of Central Elgin that the following barriers to persons with disabilities be addressed during 2008: 1. Designation of disabled parking spaces in core business areas to be investigated (carried over annually from the 2004-2005 Plan). An inventory of existing disabled parking spaces has been returned from most local municipalities. This item is to be reviewed further in 2008; 2. All barriers identified by departmental staff for elimination in 2008, which are detailed on Pages 7-12, are to be scheduled for completion during 2008, or as legislated by Provincial Standards, within budgetary limitations; and further, THAT Elgin and Central Elgin staff work toward development and implementation of processes and-polieies-ro-eomply-with-the-new-Mandator-y-AeeessibHity-S-tandards. 14 (), G~ Donna Baldwin, Committee ember 15 APPENDIX "A" INFORMATION FROM MINISTRY OF COMMUNITY AND SOCIAL SERVICES WEBSITE ON CUSTOMER SERVICE STANDARD Customer Service Standard Compliance . Who has to comply with the customer service standard? . What businesses and organizations have to do to comply? . When businesses and organizations have to comply and report . When businesses and organizations don't meet their accessibility obligations . Helping businesses and organizations meet their accessibility obligations Ontario's accessible Customer Service Standard is now the law. It comes into force on January 1, 2008. Businesses and organizations that provide goods or services to people in Ontario are now legally required to make their customer services operations accessible to people with disabilities. This will be done by identifying and removing barriers to customer service in such areas as operational practices, policies and procedures, communications and staff training. The legal requirements of the standard are set out in two Ontario Regulations under the Accessibility for Ontarians with Disabilities Act, 2005: . Ontario Regulation 429/07 (Accessibility Standards for Customer Service), and . Ontario Regulation 430/07 (Exemption from Reporting Requirements). The regulations will be reviewed in five years (by 2013) to determine whether any of the requirements should be changed. The standard is based on the recommendations of the Accessible Customer Service Standards Development Committee, whose membership included people with disabilities or their representatives and people from the private, public and non-profit sectors. It's the first in a series of standards that will help lead to a fully accessible Ontario by 2025. Who has to comply with the customer service standard? The standard applies to all businesses and organizations that: . provide goods or services to the public, and . have at least one employee. Businesses and organizations in the following sectors are affected: . private . non-profit, and . public, including provincial and municipal governments, universities, colleges, hospitals, school boards and public transportation organizations. 16 What businesses and organizations have to do to comply? Businesses and organizations are required to: . meet mandatory compliance requirements, and . file accessibility reports to show that they are meeting the requirements of the standard. Specifically, businesses and organizations must: . establish policies, practices and procedures governing the provision of goods or services to persons with disabilities, including a policy about the use of assistive devices. . use reasonable efforts to ensure that their policies, practices and procedures are consistent with the following principles: . the goods or services must be provided in a manner that respects the dignity and independence of persons with disabilities . the provision of goods or services to persons with disabilities and others must be integrated unless an alternate measure is necessary, whether temporarily or on a permanent basis, to enable a person with a disability to obtain, use or benefit from the goods or services . persons with disabilities must be given an opportunity equal to that given to others to obtain, use and benefit from the goods or services . communicate with customers with disabilities in a manner that takes into account the customer's disability (for example, providing a publication in an alternate format, such as audio or Braille) . train their customer service staff, volunteers and people responsible for developing the organization's customer service policies, practices and procedures in the provision of accessible customer service . permit customers with disabilities who have support persons or service animals to use them while accessing goods or services in premises open to the public and, where admission fees are charged, provide advance notice concerning what admission, if any, would be charged with respect to a support person . provide notice when accessibility to services or facilities for customers with disabilities is temporarily disrupted (for example, posting signs at the entrance of a building to let customers know that one or more elevators is temporarily out of service) . establish a process for customers to provide feedback respecting the provision of customer services to persons with disabilities and for the organization to take action on complaints. When businesses and organizations have to comply and report For purposes of compliance and reporting, the standard divides businesses and organizations into three categories. 1. designated public sector organizations with one or more employees have to: . comply with the standard starting January 1, 2010 . file accessibility reports starting in 2010. Designated public sector organizations include: . provincial ministries . designated provincial agencies that provide customer services (for a complete list of designated provincial agencies, please refer to Schedule 1 of Ontario Regulation 17 . Legislative Assembly and its offices . municipalities . universities . colleges of applied arts and technology . public hospitals . school boards and public transportation organizations. 2. private sector and non-profit businesses and organizations with 20 or more employees have to: . comply with the standard starting January 1, 2012 . file accessibility reports starting in 2012. 3. private sector and non-profit businesses and organizations with 1 to 19 employees have to: · comply with the standard starting January 1, 2012. These organizations are not required to file an accessibility report. The exemption to reporting (Ontario Regulation 430107) is being done so that smaller organizations, that have limited resources, can focus their efforts on achieving results. When businesses and organizations don't meet their accessibility obligations Business and organizations must comply with the accessibility standards that apply to them. Failure to do so may result in penalties, such as fines. For each person that is found guilty of an offence, a fine of up to $50,000 per day may be levied for each day that the offence continues to occur. For corporations, a fine of up to $100,000 per day may be levied for each day that the offence continues to occur. Helping businesses and organizations meet their legal obligations The Ministry of Community and Social Services will be providing information and tools to help businesses and organizations understand and comply with their legal responsibilities. Compliance assistance materials, tools and templates will be posted on the Ministry of Community and Social Services website by January 1, 2008. Legislative References . Accessibility for Ontarians with Disabilities Act, 2005 . Ontario Regulation 429/07 (Accessibility Standards for Customer Service) . Ontario Regulation 430107 (Exemption from Reporting Requirements) More information can be found at http://www.mcss.gov.on.ca/mcss/enqlish/pillars/ accessibil ityOntario/accesson/businessl customerlindex. htm 18 APPENDIX "B" COUNTY OF ELGIN ACHIEVEMENTS FROM OCTOBER 2006 TO OCTOBER 2007 TOWARDS ELIMINATION OF ACCESSIBILITY BARRIERS Department/Building Administration Building Administrative Services Elgin County Museum Libraries - West Lorne - Dutton/Dunwich Long Term Care Homes - Bobier Villa - Elgin Manor Barrier Addressed Men's and Women's washrooms on first floor are being reconstructed for accessibility - 1 barrier free toilet in each; 5' turning radius; barrier free sink installed; lever hardware; hands- free soap dispenser and water taps; automatic toilet flusher. Women's Washroom on second floor had an accessible barrier- free stall added. Sit/Stand workstation was purchased for use by any department Moving to 3ra Floor - complete renovations for barrier-free access - double entrance doors; wide hallways and doorways; lowered reception desk area; washroom facilities with lever hardware, open area under sink, grab bar etc. - open area under kitchen sink, microwave on movable cart; 5' turning radius in all rooms; New Museum constructed on 4th floor designed to be barrier-free Re-opened after a fire and built to be barrier free - office furnishings are barrier-free; doorways are 3' wide; circulation desk is 32 ~" high; automatic door opener installed, etc. Barrier free circulation desk installed with a lowered section and to ensure 5' turning radius; ceramic tile flooring was installed. General Store was renovated - accessible cupboards and shelving installed Exterior 2m wide walkways with curb cuts and shade structure installed to accommodate wheeled equipment, emergency safety and outdoor access - replaced interlock brick with concrete Town Square area carpet replaced by smooth surface flooring Gazebo & Railings installed for accessibility - concrete sidewalk with a 5% slope leads to the gazebo. Tile flooring installed through core of building to provide a continuous floor level 19 - Terrace Lodge Front office renovations - wider doorways with lever hardware; new counter lowered for accessibility; Chapel door changed to a double door; new library with lowered counter. Tuck Shop seating redesigned to allow more for wheelchair travel; counter was replaced with a lowered counter Activation Room - barrier free counters being installed with open areas underneath. Exterior walkways with curb cuts leading from exit doors at end of Resident Wings to accommodate wheeled equipment, emergency safety and outdoor access Fire Alarm Upgrade - pull stations were lowered to no more than 48" from the floor. Health Unit Accessible parking spaces were remarked Lever hardware installed on some doors. Panic bars installed on all interior exit doors Oct/OJ APPENDIX "C" MUNICIPALITY OF CENTRAL ELGIN ACHIEVEMENTS FROM OCTOBER 2006 TO SEPTEMBER 2007 TOWARDS ELIMINATION OF ACCESSIBILITY BARRIERS Department/Building Barrier Addressed White Station Garage Water coolers are barrier free Light switches are located 1.2m from the floor Port Stanley Beach Wheelchair Usage statistics were gathered for future planning purposes. Oct/OJ APPENDIX "D" COUNTY OF ELGIN AND MUNICIPALITY OF CENTRAL ELGIN 2007 JOINT INITIATIVES Department/Building Barrier Addressed County of Elgin and The domain name AcessElgin.ca has been secured as the web Municipality of Central Elgin address for joint Elgin/Central Elgin accessibility issues and links. It is anticipated the site would be developed over the next few years. 20 APPENDIX "E" PHOTOGRAPHS OF ACCESSIBLE LOCATIONS Photo taken at the Port Glasgow Marina highlighting the accessible boardwalk. Pictured from left to right - First Row: Jenny Phillips, Chair, and Donna Baldwin, Member, Joint Elgin/Central Elgin Accessibility Advisory Committee; Second Row: Trudy Balint, Councillor, Municipality of West Elgin; Alan Smith, County Manager of Economic Development and Tourism; and Sylvia Hofhuis, Vice-Chair, Joint Elgin/Central Elgin Accessibility Advisory Committee. ST. THOMAS ST. THOMAS - ELGIN ONTARIO WORKS 423 Talbot Street St. Thomas, Ontario N5P leI THE CORPORATION OF '11m cn'Y Of REPORT TO COUNTY COUNCIL FROM: Sandra Datars Bere, Director of Ontario Works and Social Housing St. Thomas - Elgin Ontario Works MEETING DATE: November 27,2007 SUBJECT: Water Filter Fund Program Report OW37-06 Attachments Included INTRODUCTION: The purpose of this report is to provide information about the Water Filter Fund Program being delivered in Elgin County by St. Thomas Elgin Ontario Works. DISCUSSION I REPORT: In June 2007, the Ministry of Environment (MOE) announced Ontario's Action Plan on Lead. One component of this plan was implemented in September 2007, when the Ministry of Community and Social Services (MCSS) introduced a new $4.4 million funding initiative entitled the Water Filter Fund. The objective of this initiative is to provide water filters and replacement cartridges to eligible low-income households that have verified that there are elevated lead levels present in their household water supply. Low-income households who meet eligibility requirements may receive a benefit of up to $100.00 to purchase a filter and replacement cartridges. The Water Filter Fund (WWF) is 100% provincially funded on a one-time fiscal basis. MCSS has chosen Consolidated Municipal Service Managers (CMSM) including the St. Thomas- Elgin Ontario Works to deliver this program province wide. Our CMSM will receive $10,000 to deliver the Water Filter Fund program (subsidies to eligible households) for 2007/08 as well as $1,000 to support the cost of administration for the program, for a total allocation of $11,000. -2- ProCJram Eliaibilitv Criteria: In order to be eligible to receive a subsidy, households must be: . Social Assistance recipients with at least one member of the household (benefit unit) pregnant or with children aged 0 to 6 years and/ or . Low-income households (including those on fixed incomes) that have a net household income of $20,000 or less with family members that are pregnant or with children 0 to 6 years. Households who meet these eligibility requirements may receive funding to purchase an acceptable tap water filter (as outlined in Attachment B to this report) if they are able to demonstrate that the lead content in their residence's water supply exceeds the 10ug/L Ontario Drinking Water Standard. Documentation / Verification of lead levels are possible through a number of sources including: . Be able to verify that household receives drinking water from a drinking water system that provides water to a home associated with elevated test results from the May 23, 2007 Chief Drinking Water Inspector Order (Attachment A to this report) . Documentation from the household's drinking-water system that 10% of lead test results have exceeded the 10ug/L ODW Standard . Have a community notice from the Local Medical Officer of Health stating that testing of the drinking water system shows the lead content exceeds the 10ug/L ODW Standard . Submit a certificate of analysis from a licensed laboratory and notification/ verification from their drinking-water system owner that demonstrates lead content in the residence exceeding the 10ug/L ODW Standard . Be a First Nation household that provides a certificate of analysis with notification/ verification from Health Canada that demonstrates lead content exceeding the 10ug/L ODW standard. Costs incurred to complete water tests will be the expense of the household, except in the case of those in receipt of social assistance, where discretionary benefits assistance may be allocated to support the testing costs. Proaram Deliverv: St. Thomas - Elgin Ontario Works began delivery of this program in the City of St. Thomas and throughout the County earlier in November. At this point, MCSS has indicated that funding is available until March 31, 2008. Any extension to the current funding past that date is not known at this time. Information about the program has been circulated in number of various ways including reports to both City Council, County Council, information bulletins to community partner agencies as well as news releases/articles/ advertisements in local newspapers. St. Thomas-Elgin Ontario Works will also include inserts in OW subsidy payments. -3- In developing this plan of action, St. Thomas-Elgin Ontario Works has been in consultation with Elgin St. Thomas Public Health. As possible, St. Thomas Elgin Ontario Works will work in partnership with municipalities and provide information to possible eligible clients through municipal information channels as well. The Special Program Officer within the St. Thomas-Elgin Ontario Works Department maintains the lead for this initiative. Households requiring further information or assistance should contact Deb Cassidy at (519) 631-9350, ext. 143 for further assistance. Staff is available to provide additional information and/ or clarification as required. A Water Filter Fund Fact Sheet is also provided as Attachment C to this report. RECOMMENDATION: It is recommended that County Council receive this report for information and that copies of this report be circulated to Elgin Municipalities for their consideration. Report OW36-07 Attachment A INFORMATION FROM THE ONTARIO TAP WATER ORDERS Ontario's Chief Drinking Water Inspector issued Provincial Officer Orders to 36 municipalities on May 23, 2007 to collect and test drinking water samples for lead from homes known or likely serviced by lead lines, as well as distribution systems adjacent to these homes. 17 of the 36 municipalities had at lead one tap water sample with lead levels above the current provincial standard of 10ug/L. As a result of this testing, the government decided that Ontario's Lead Action plan should expand water safety projections and reduce potential levels of intake for vulnerable Ontarians in these 17 municipalities. While the benefit is available province-wide to those individuals and families who otherwise meet the eligibility criteria, below is a list of municipalities associated with the May 23, 2007 order that had at least one tap water sample with lead levels above the provincial standard and the water treatment plant that provides drinking water to the home(s) associated with the test result. To view the summary report associated with these municipalities and water treatment plants and for the complete results of the May 23, 2007 order please visit: htt :/Iwww.ene.ov.on.ca/ublicationsllead/Summar Table. h . 1. London London Water Treatment Plant 2. Brantford Brantford (Holmedale) Water Treatment Plan Cainsville Distribution System 3. Guelph Guelph Well Supply 4. Hamilton Hamilton Water Treatment Plant 5. Kawartha Lakes Lindsay Water Treatment Plant 6. Kenora Kenora Area Water Treatment Plant 7. North Bay North Bay Water Treatment Plant 8. Peterborough Peterborough Water Treatment Plant 9. Quinte West Trenton Water Treatment Plant 10. Renfrew Renfrew Water Treatment Plant 11. Sault Ste. Marie Sault Ste. Marie Water Supply System 12. Smiths Falls 13. St. Catharines 14. Thunder Bay 15. Toronto 16. Weiland 17. Windsor Smith Falls Water Treatment Plant St. Catharines Distribution System Loch Lomond Treatment Plant R.C. Harris Water Treatment Plant Weiland Distribution System Windsor Water Treatment Plant Report QW36-07 Attachment B ACCEPTABLE TAP WATER FIL TERS* (NSF 53 STANDARD OR BETTER) as of July 24, 2007 (information provided by the Ministry of Environment) To assist CMSM/DSSABs and First Nations with the implementation of this fund, MOE has researched the available water filters that meet the NSF 53 standard. Manufacturer Model Availability Approx. Cost Applica Consumer Various Black and Decker $40 Products brand name Aqua Select Various PC Choice Brand $40 (Clear Flow) Name Culligan Faucet mount water Culligan $25 International filter FM-15, Company IC1000, WFM 17, Professional 150. Pur Water Systems FM-3000 and Pur Water Systems $60 FM-3700 Brita Products Aquaview On tap Brita $60 Company Faucet Filtration System A VFF-1 00 Please note that some filters may be added or deleted over time. Service delivery agents should check the following web site: http://www.nsf.orq/Certified/DWTU/to obtain the most up-to-date information on acceptable water filters. The prices indicated above reflect the initial cost of water filters only. Households can also use the remaining funds to purchase replacement filters for the year. * there are other water filter products on the market. However, the cost exceeds the allowable level, therefore they are not being recommended for this program. 1 Report OW 36-07 Attachment C WATER FILTER FUND FACT SHEET KEY MESSAGES · The health and safety of the people of Ontario is one of the government's top priorities. · The health risks of lead in drinking-water are minimal, and drinking water is a minor contributor to blood lead levels (Acting Chief Medical Officer of Health Dr. George Pasut). · The Water Filter Fund will further protect pregnant women and children aged six and under in households with elevated lead levels. KEY FACTS · A news release, dated June 7, 2007, was issued by the Ministry of the Environment (MOE) indicating that the government would be implementing recommendations from the Drinking Water Advisory Council, with advice from the Chief Medical Officer of Health and Chief Drinking Water Inspector, to expand water safety protections and reduce potential levels of lead intake for pregnant women and children 0 to 6 years. · Ontario's action plan to address lead in drinking water was announced on June 7,2007. The action plan aims to expand water safety protections and reduce potential levels of lead intake for pregnant women and children 6 and under. The action plan includes the commitment to assist low-income parents with infants and young children and pregnant women living in older neighbourhoods with the cost of filters where they are recommended. · The WFF provides $4.4 million for low income households (including those on social assistance and fixed incomes) with children aged six and under and/or pregnant women that have elevated lead levels in their household drinking and cooking water to purchase National Sanitation Foundation (NSF) 53 International certified on-tap water filters. · Low-income households may be entitled to receive assistance for up to $1 OO/year to purchase an on-tap filter, if they meet the eligibility requirements. Updated September 27, 2007 · Eligibility would be restricted to low-income households in Ontario, including social assistance households, who: o Receive drinking-water from a drinking water system that provides water to a home associated with elevated test results from the May 23, 2007 Chief Drinking Water Inspector order (please see Appendix A of the Water Filter Fund Program Framework). o Receive drinking-water from a drinking-water system and have verified with the local water system owner (i.e. municipality) that the residence is within the drinking-water system where greater than 10% of lead test results have exceeded the 10ug/L Ontario Drinking Water Standards; or, o (Have) A community notice from the Local Medical Officer of Health stating that testing of the drinking water system(s) shows that lead content exceeds the 10ug/L Ontario Drinking Water Standard - community notice could take a number of forms, including a website posting or announcements to the community via the media; NOTE: If the community notice does not identify a specific drinking water system, municipal staff must verify that the household is located within the service area of the drinking water system showing elevated lead levels; or o Submit a certificate of analysis from a licensed laboratory and notification/verification from their drinking-water system owner that demonstrates lead content in the residence exceeds the 10ug/L Ontario Drinking Water Standard; or, o Are a First Nation that provides a certificate of analysis with notification/verification from Health Canada that demonstrates lead content exceeds the 10ug/L Ontario Drinking Water Standard. · Households would also have to provide documentation to verify: o Age of children (if applicable); o Income level/ receipt of social assistance; o Pregnancy and (if applicable); o Ontario residency. · This benefit is not available to households that are under a "Boil Water Advisory" as notified by the local Medical Officer of Health, or in the case of First Nations, notice from Health Canada. Public health officials have advised that using filters with water that is not microbiologically safe presents a potential health risk. Updated September 27,2007 · The WFF will be administered by CMSMs/DSSABs and First Nations. · The benefit is 100 per cent provincially funded. · Each CMSM/DSSAB and First Nations community have been allocated funding. · All CMSMs and DSSABs will receive a base allotment of $10,000. · Municipalities that have been previously identified as having elevated lead levels in their drinking water will receive an additional share of the $4.4 M funding envelope based on their estimated eligible population within the social assistance caseload. · Assistance from this fund can be provided in the form of a cheque or a voucher. · Eligible low-income households are entitled to receive assistance only once per year. · The funding mechanism for this initiative is through a service contract agreement. · The Water Filter Fund will have performance measures and reporting requirements similar to the Emergency Energy Fund. Reporting requirements will include: o number of households assisted; o type of household assisted; (i.e., Ontario Works, Ontario Disability Support Program, and other low income) o total expenditures by program and administration; and, o the balance in the fund at fiscal year end (March 31st). · While it is important to monitor lead levels in drinking-water and undertake regular flushing it should be highlighted that: · The tap water in the province of Ontario is among the safest in the world. · Adjusting water chemistry in municipal systems so it picks up less lead should effectively resolve the issue of elevated lead levels in many municipalities. · Due to the phasing-out of lead in paint, gasoline and water pipes the lead levels in blood samples of Ontarians has fallen dramatically during the past three decades. Updated September '1.7, 2007 · The Water Filter Fund will further protect pregnant women and children six and under in low income households with elevated lead levels · Acting Chief Medical Officer of Health Dr. George Pasut has indicated that the health risks of lead in drinking-water are minimal and drinking water is a minor contributor to blood lead levels. Updated September 27, 2UU ( First Nations · Water is a federal responsibility on First Nations. A comprehensive water protection program is being developed by the federal government although this program is not ready for implementation. Given that there are no mechanisms currently to assist First Nations with lead in their drinking water, the provincial government is extending this benefit to all eligible First Nations to protect all Ontarians at risk. · Regional offices will determine funding levels for First Nation communities that are interested in accessing the program. · The provincial government will work with the federal government to phase out the WFF as the new federal water protection program is implemented on First Nations. Updated ~eptember 2/, 2007 Ontario Action Plan on Lead Ontario's Action Plan involves several elements including regulatory amendments related to testing and flushing requirements and a strengthened standard, municipal responsibilities regarding lead asset replacement, capital infrastructure costs, public education, best practices for municipalities to make lead service line replacement more affordable for homeowners, and a financial benefit to assist low-income families with the cost of water filters. A news release, dated June 7,2007, was issued by the Ministry of the Environment (MOE) indicating that the government would be implementing recommendations from the Drinking Water Advisory Council, with advice from the Chief Medical Officer of Health and Chief Drinking Water Inspector, to expand water safety protections and reduce potential levels of lead intake for pregnant women and children 0 to 6 years. The action plan outlined in the news release included the commitment to assist low-income parents with infants and young children and pregnant women living in older neighbourhoods with the cost of filters where they are recommended. The provincial action plan on lead includes the following: · Annual testing for lead for all schools as well as day cares built before 1990, and daily flushing for schools and day cares built before 1990. · A new regulation to make it mandatory for municipalities to regularly sample for lead at a specified number of taps, notify home and facility owners of the results from their taps and take corrective action in systems with elevated lead levels. · Assisting low-income parents with infants and young children, and pregnant women living in older neighbourhoods with the cost of filters where they are recommended. · Providing expert advice to municipalities to adjust water chemistry in municipal systems to pick up less lead. · Encouraging municipalities to conduct public education campaigns, such as inserts in water bill mailings. · Providing best practices for municipalities to help make lead line replacement more affordable for homeowners, such as on-bill financing. updated September 2 {, 200 { ST.TH01YIAS ST. THOMAS - ELGIN ONTARIO WORKS 423 Talbot Street St. Thomas, Ontario N5P leI THE CORPORATION OF'l1lE crl'Y Q[' REPORT TO COUNTY COUNCIL FROM: Sandra Datars Bere, Director of Ontario Works and Social Housing St. Thomas - Elgin Ontario Works MEETING DATE: November 27, 2007 SUBJECf: Ontario Works and Social Housing - 3rd Quarter Report Report OW35-07 Attachments included INTRODUCTION: This report reflects the activities of the Ontario Works Department in the 3rd quarter, from July to September 2007. Specific information will be presented for each of the major program areas. DISCUSSION I REPORT: Income Maintenance: The caseload over the summer months has continued to increase and when compared to last year, it represents a 10.6% increase in caseload size. The attached caseload information provides a schematic overview of the increases. The OW Department did budget for an increase in caseload over 2006, based on potential changes in local economic conditions and possible job losses, but the increase in caseload exceeds the budgeted increase. As a result, it is expected that there will be an increased municipal cost to be incurred for social assistance subsidies (based on the 80/20 cost sharing arrangement. A new program, the Water Filter Fund, has been introduced by the Ministry of Community and Social Services. This initiative will provide financial assistance to low-income households (including those on social assistance and fixed incomes) with children ages six and under/or pregnant women living in the home that have elevated lead levels in their drinking water to obtain water filters that will r~mov~ th~ I~nd content from the drinking water. Low income households may be eligible to receive a benefit of up to $100.00 per -2- year to purchase a filter and replacement cartridges, if they meet eligibility requirements. The Water Filter Fund is 100% provincially funded on a one-time fiscal basis. The community has received $11,000 to support the delivery of the program. Additional information on the program is provided under a separate report. Employment: The Innovation Grant program continues and as of this date four individuals are now employed full time in the field of truck driving. Two individuals have recently completed their AZ truck driver training and a number of participants have been interviewed and are in the screening process with Forest City Transportation. We recently received approval to extend the program to March 2008, which will enable us to meet our targets. The Personal Support Worker and Hairdressing Programs at the Adult Learning Centre continue to be an excellent training opportunity for our clients. Both programs started their sessions on September 6, 2007 and have a total of eleven of our clients enrolled. Our Employment Team continues to service the ODSP spouses and dependents in employment activities. To date we have received approXimately 57 referrals from ODSP. Approximately 20% of the individuals referred are now employed part time or full time. Child Care: The Early Learning. Centre at the intersection of Ron McNeil Line and Burwell Road has been completed and the Centre opened its doors October 2, 2007. The Grand opening was October 25, 2007, with the ribbon cutting ceremony at 4:00 pm followed by the Community Open House at 5:00 pm. The new Early Learning Centre has created 96 new child care spaces in St. Thomas and the breakdown of the spaces is as follows: 20 new infant spaces (under 18 months) 20 new toddler spaces (18-30 months) 56 new preschool spaces (31 months to 5 years). At this time the Early Learning Centre on Parish Street will also remain open and the Parish Street Centre, carries a licensed capacity of 78 child care spaces, which are broken down to 10 infant, 10 toddler and 58 Preschool spaces. Forest Ave Child Care Centre had their sod turning ceremony on August 13, 2007 and is presently under construction of their new site at the corner of Sunset Drive and Shaw Valley Drive. The Centre is expected to be completed in the spring of 2008 and will offer 24 additional child care spaces, which will include 10 additional infant spaces and 10 additional toddler spaces. -3- Recreation and Summer Camp programs for school aged children making the switch from full time school to full time summer care programs were extremely busy this summer. The Best Start Community Committee continues to meet on a monthly basis to move forward Phase Two of the Best Start planning, which is system integration, and creation of early learning and care hubs. The Committee has approved the incorporation of child care in the Ontario Early Years, Central (OEYC) and the YWCA St. Thomas-Elgin and both facilities now offer JK/SK child care spaces. Currently the Committee is working on coordinating the children's services that are offered at the OEYC and initiating children's services that will be offered at the YWCA. Social Housina: Canada-Ontario Affordable Housina Proaram update Rental & Supportive (capital) component: Contribution Agreements between the City and the final two AHP proponents (for 16 units in West Lorne and 30 units in Dutton) were approved by City Council in August. Expected completion date for both projects is August 2008. Meanwhile, construction on the two projects in St. Thomas is nearing completion. The Steele Street apartment building (12 units) is expected to be ready for occupancy in January 2008, while the Scott Street apartments (23 units) will be completed in March 2008. Federal funds for all four projects have been received by the City and will be flowed to the proponents as milestones are met during construction. The Provincial portion of the AHP funding will be forwarded monthly over the 20-year affordability period. On August 29, an official sod-turning ceremony was held at the site of the West Lorne project being built by Heritage Homes Non-Profit Housing. Federal, provincial, and municipal dignitaries attended the ceremony. Official ceremonies will be arranged for the other three projects in the new year but no dates have yet been set. Homeownership component: The process for delivery of the Homeownership component was finalized in September. An information session took place on September 27 to outline the Program to realtors and financial institutions. Advertisements ran in the St. Thomas Times-Journal, the West Elgin Chronicle, and the Aylmer Express during the first two weeks of October. Applications will be accepted at the Ontario Works office beginning October 23, 2007. AHP funding of $189,000 was received for St. Thomas and Elgin County for 24 units. The first 24 eligible applicants submitting fully completed application packages will be awarded down payment assistance of $7,875 toward the purchase of a home. Maximum home purchase price cannot be higher than $150,000 and maximum household income has been set at $55,900. Information and forms are available on the City of St. Thomas website Ilndpr "Sari;:!1 HOIlc:;ing" -4- RECOMMENDATION: It is recommended that County Council receive this report for information. Corporation of City of St Thomas - Ontario Works Income Maintenance Caseload Statistics Month Caseload City County Jan-05 878 639 239 Feb-05 903 649 254 Mar-05 905 657 248 Apr-05 883 652 231 May-05 837 629 208 Jun-05 823 638 185 Jul-05 810 637 173 Aug-05 816 626 190 Sep-05 805 618 187 Oet-05 800 598 202 Nov-05 814 591 223 Dee-05 853 571 282 Jan-06 885 611 274 Feb-06 881 606 275 Mar-06 893 617 276 Apr -06 857 583 274 May-06 841 572 269 Jun-06 800 536 264 J u 1-06 788 533 255 Aug-06 788 533 255 Sep-06 787 537 250 Oet-06 749 514 235 Nov-06 759 523 236 Dee-06 795 552 243 Jan-07 829 583 246 Feb-07 863 599 264 Mar-07 892 623 269 Apr-07 870 608 262 May-07 874 605 269 Jun-07 848 590 258 Jul-07 841 577 264 Aug-07 868 591 277 Sep-07 882 610 272 Oet-07 Nov-07 Dee-07 863 CY Avg # Months Current YTD QTR 819 YTD Avg 2006 844 YTD Avg 2005 872 YTD Avg 2004 930 Y I DAvg 2003 1052 YTD Avg 2002 l"- e e N CD e e N '0 l: ~ I- '0 ell o Qj Ul ell o Ul .II:: ... o 3: o 'i: ell ... l: o >- "EO 5 ~ C) C) .. 8 o ..- "'C C ~ UI'- f- ~o ..... ctl I Q) >1'- >- ~o N ~ <SI'- ctl 00 ~ 0.1'- N ~o l"- e e 0,1'- N ~o (f) f- ..!.I'- c::( f- ~o (f) cr--- ~ =>0 .., (9 I I"- >-1'- e ::l110 e N - I ..q- '-I'- ..- ~o - ..- ..- I '-I'- ::l110 1::.1'- tfo , <=1'- CUO ..c: .., "EO 0 Uco :2: ~o >co ~o I t5co 00 0. co ~o 0, co ~o ..!.co ~o I <=co =>0 .., , >-co ::l110 , '-co ~o I '-co ::l110 1::. co tfo , <=co CUo .., 0 0 0 0 0 0 0 0 '-' '-' ..... ..... 0 0 (3 I'- co LO "<t C') N ..- peOlase::> o u en o '-' co LAND DIVISION COMMITTEE REPORT November 27,2007 To the Warden and Members of the Elgin County Council The Land Division Committee reports on the number of applications and their disposition as follows: LAND SEVERANCES NOVEMBER 1, 2006 TO OCTOBER 31, 2007 Granted Not Existing New Surplus Easement! Deferred Municipality Conditionally Granted Lot Lot Dwelling Right of Way! or Lease Tabled 2006 2007 2006 2007 2006 2007 2006 2007 2006 2007 2006 2007 2006 2007 AYLMER 6 5 - 3 3 3 - - 2 - BAYHAM 23 18 - 1 4 5 16 9 3 2 - 2 4 7 CENTRAL ELGIN 22 17 1 13 10 8 6 - 1 1 4 1 DUTTONIDUNWICH 8 14 - - 3 7 9 1 2 - 3 1 MALAHIDE 23 33 1 1 6 6 13 23 4 3 - 1 - 2 SOUTHWOLD 11 14 1 4 6 7 8 - - 3 2 WEST ELGIN 7 6 1 1 1 1 1 5 4 - 2 TOTAL (2006 - 105) 100 4 31 55 13 1 16 TOTAL (2007 - 109) 107 2 34 56 12 5 13 Number of Hearings - Full Days 8 - Half Day~ 2 ectfully submitted. Bill Walters, Chairman. REPORTS OF COUNCIL AND STAFF NOVEMBER 27. 2007 Staff ReDorts - (ATTACHED) 46 County Tree Commissioner & Weed Inspector - Year-End Report 2007 48 Manager of Cultural Services, Director of Cultural Services - Elgin Regiment and "Freedom of the County" Event 50 Manager, Economic Development & Tourism Services - Marketing Strategy and Branding Design 56 Manager of Administrative Services - Revisions to County Council's Procedural By-Law 71 Ambulance & Emergency Management Coordinator - Service Level Increase Consideration 74 Director of Engineering Services - Renovations to the County Administration Building Warden and Administrative Services - Update 76 Director of Engineering Services, Director of Senior Services -Terrace Lodge, Purchasing Co-Ordinator - Terrace Lodge - New Elevator Link Addition 45 REPORT TO COUNTY COUNCIL FROM: Rob Lindsay Tree Commissioner DATE: 15 November 2007 SUBJECT: Year-End Report for 2007 INTRODUCTION: Below is a year-end summary of activity regarding the Elgin County Woodlands Conservation By-Law 05-03 for the months of November 1,2006 to October 31, 2007 and the weed orders issued between June 15 and October 31,2007. DISCUSSION: Logging Activity/Applications to Harvest: This year 102 Applications to Harvest have been submitted from November 1, 2006 to October 31, 2007. Applications were filed as follows by municipality: Bayham 28, Malahide 22, Central Elgin 13, Southwold 18, Dutton/Dunwich 11, and West Elgin 10. This number is down 55 from last year. There were approximately 2.4 million board feet of lumber harvested from 1,050 hectares of woodlands within the County of Elgin during this past year. Applications for Woodland Clearings: There were 4 applications to clear woodlands within the County. The four applications for land clearing totalled 2.0 hectares of woodland. Approved clearings did conform to the County No Net Loss policy with equivalent hectares replanted. Summary of approved clearings and replanted areas by municipality: 1.3 hectares in the Municipality of Bayham, 0.38 hectares in the Municipality of Central Elgin and 0.336 hectares in the Municipality of Dutton/Dunwich. Violations: There was one violation in the County of Elgin this year and the landowner has agreed to replant the area in the spring of 2008. Replanting of Cleared Trees: There have been 2 applications for funds for replanting of trees that were cleared for the erection of power lines from the Wind Farm. These applications were from the Long Point Region Conservation Authority and the Straffordville Lions Club. Replanting of trees cleared along road allowance in the Municipality of Bayham and the Township of Malahide has been completed. Weed Complaints and Orders: This year the weed inspector received 10 complaints regarding weed problems. Upon inspection of the complaints, there were 3 letters issued to landowners that could not be reached by phone, 4 complaints that were dealt with by phone or in person to inform the landowner that they were in violation of the Weeds Act, which complied without an order. There were 3 weed complaints that could not be dealt with under the Weeds Act, as the areas were not within close proximity to agricultural or horticultural operations. Promotion/Open House: Pamphlets and copies of the By-Law are available at all municipal offices and newspaper ads go out in all Elgin newspapers about the By-Law. During the past year, the Tree Commissioner has attended the Elgin/Middlesex Woodlot Owners Association Annual General Meeting, the Western Fair Farm Show and the Outdoor Farm show in Woodstock. The annual Tree Commissioners' two-day workshop was held in Simcoe County. RECOMMENDATION: THAT this report be received for information and filed. Respectfully Submitted Approved for S ion .~. Mark Mc Chief Administrative Officer REPORT TO COUNTY COUNCIL FROM: Brian Masschaele, Manager of Cultural Services Cathy Bishop, Director of Cultural Services DATE: 14 November 2007 SUBJECT: Elgin Regiment and "Freedom of the County" event CORPORATE GOAL'S) REFERENCED: To promote cultural services; To forge community partnerships. INTRODUCTION: The Elgin Regiment wishes to convene a ceremony on Saturday, April 19th, 2008 in honour the Regiment's close ties to the County. This report provides a brief overview of proposed plans. DISCUSSION: The 31st Combat Engineering Regiment, commonly referred to as the Elgin Regiment, wishes to convene a special ceremony on April 19th, 2008 to acknowledge the close ties between the County and the regiment. This ceremony would grant to the Regiment "freedom of the County", an honour- bound tradition that extends back to Roman times. Research to date indicates that the Elgin Regiment is the only remaining regiment in Canada still serving within the boundaries of a County with the same name. Most other county named regiments have amalgamated or disbanded over the years. April 19th, 2008 has been chosen because this is also the day of the annual St. George's Day dinner which the Regiment celebrates each year. It is expected that Lord Bruce, Earl of Elgin, will be in attendance and will be part of the above proceedings. The Warden has had an initial meeting with the past Commanding Officer of the Regiment to discuss plans and obligations on behalf of the County for this event. At that meeting, the past Commanding Officer indicated that there is a strong possibility that each municipality in the County will also be involved in the proceedings. Staff will be bringing forward a further report about this event once more information is known. CONCLUSION: The Elgin Regiment will be convening a ceremony on April 19th, 2008 asking the Warden and Council for "freedom of the County" in acknowledgement of the regiment's historic and unique ties to the County. RECOMMENDATION: THAT this report be received and filed. Respectfully Submitted ~ Manager of Cultural Services ~- (, ~ ) Cathy . hop ap-- Director of Cultural Services REPORT TO COUNTY COUNCIL FROM: Alan Smith Manager, Economic Development & Tourism Services DATE: November 13th, 2007 SUBJECT: Marketing Strategy and Branding Design CORPORATE GOAl(S) REFERENCED: 1. To ensure fiscal responsibility and accountability 2. To promote Elgin as "The Place to Live" 3. To forge community partnerships 4. To provide innovative and collaborative quality service 5. To recognize 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 future initiatives that would form the foundation of the County's economic development program. In particular, two initiatives of considerable importance would be undertaken in 2007: (1) a County Economic Development Plan and (2) a Marketing Strategy and Branding Design. Now that the Economic Development Plan is complete the Marketing Strategy and Branding Design initiative can now proceed - as this project builds on the results of the strategic planning process. However while developing the Economic Development Plan it has become apparent that in order to undertake a detailed "County" branding initiative extra funds of $10,000 will be required to be allocated to the 2008 Economic Development and Tourism Services budget to complete the project. DISCUSSION: County Council allocated funds in the 2007 Economic Development budget to complete an Economic Development Plan ($60,000), and a Marketing Strategy and Branding Design initiative ($40,000). The need for the undertaking of the latter initiative has been reinforced with the recent completion of the County of Elgin Economic Development Plan 2007-2011. One of the primary roles for the County as identified in the Plan is ".. .the implementation of a marketing strategy and creating an identity for the County..." Furthermore the Plan highlights four key goals to support the overall vision and desired outcomes of the County and residents: 1. Investment Readiness 2. Pursue Partnerships and Outreach in the Community 3. Effective Marketing and Promotion of Elgin County 4. Growth in Key Industries In order to work towards any of these goals, especially goal #3, a practical and effective marketing strategy and branding design needs to be developed. The consulting firm that completed the County of Elgin Economic Development Plan 2007-2011, Millier, Dickinson, Blais inc. (MOB), are prepared to undertake the Marketing Strategy and Branding Design project beginning in early/mid December 2007. MOB will partner with Yfactor a marketing and design firm that has developed numerous successful campaigns, marketing strategies and technology projects for over 300 clients, many of which are economic development organizations or departments. Given the quality of the final product (Plan) developed by MOB, the excellent customer service provided, the detailed knowledge that the firm now has of Elgin County, and the involvement of Yfactor, the Manager of Economic Development and Tourism Services is recommending that MOB be retained to complete the Marketing Strategy and Branding Design initiative. It should be noted that item 8 of the County's procurement policy allows for the retaining of preferred consulting services: II ...where a previously retained firm has provided similar services or has an intimate knowledge of the project and it would be beneficial to have that same firm provide new or extended . " services. .. The project will contain two parts. The first component to be developed will be a five-year Marketing Strategy. The Strategy will result in a well researched and appropriately targeted approach with a focus on business retention and attraction as well as workforce attraction in keeping with the vision of the County - as described in the County of Elgin Economic Development Plan 2007-2011. Although a more detailed work plan will be developed at the beginning of the project, the strategy will follow a format similar to the outline contained in Appendix 1. The second portion of the project is branding design. The recommend process 1 to be followed, in order to complete branding work that will result in a new brand for the County including logo, colours and tagline(s), is contained in Appendix 2. The entire project will take approximately 5 months to complete2. 1 Process is subject to change 2 The project does not include the costs of future marketing materials that will be produced with the new County brand. As mentioned earlier, $40,000 is allocated in the 2007 Economic Development and Tourism Services budget for completion of the five-year Marketing Strategy and Branding Design project. During the recent strategic planning process it became apparent that in order to deliver a desired "County" brand that goes beyond a "departmental" brand would require more resources. Therefore in order to complete the process outlined in Appendix 2 an additional $10,000.00 to be allocated to the 2008 Economic Development and Tourism Services budget is recommended. Given that the project will start in early to mid December the majority of the initial $40,000 budgeted amount will not be spent this year. Therefore, it is recommended that the remaining funds be accrued to 2008. It should be noted that the Community Transition Project would be contributing $20,000 to the completion of the Marketing Strategy and Branding Design initiative. Therefore, total cost to the County will be $30,000.00 (taxes not included). CONCLUSION: As identified in the County of Elgin Economic Development Plan 2007-2011, one of the key goals for the County to undertake over the next five years is "Effective Marketing and Promotion of Elgin County". The first step in meeting that goal is the development of a five - year Marketing Strategy and Branding Design. Monies have been set aside in the 2007 budget for this project however developing a County brand that will assist in the attraction and retention of investment in a competitive global environment will require a more detailed approach to branding design. Consequently more funds are required to be allocated in the 2008 Economic Development and Tourism Services budget to successfully complete this important project. RECOMMENDATION: 1. That the consulting firm Millier, Dickinson, Blais inc. be retained to complete a Five-year Marketing Strategy and Branding Design as described in the November 13th, 2007, report submitted by the Manager of Economic Development and Tourism Services; and 2. That $10,000 be allocated to the 2008 Economic Development and Tourism Services budget to complete the Five-year Marketing Strategy and Branding Design as described in the November 13th, 2007, report submitted by the Manager of Economic Development and Tourism Services; and 3. That at the end of the year, any remaining funds from the current 2007 Economic Development and Tourism Services budget currently allocated for the Five-Year Marketing Strategy and Branding Design be accrued to 2008. Res~ Alan Smith Manager, Economic Development Approved for Submission ~onaIJ---- Chief Administrative Officer Appendix One Marketing Strategy Executive Summa Introduction Challenges and Opportunities Marketing and Brandin Strategy Action Plan Measurement Bud et Conclusion A brief summary of the contents of the document This section will define the purpose of the plan and provide background information to the reader, including a summary of the current situation. A review of the County's competitive advantages will be included here as well as an identification of the challenges and o ortunities. Introduction to marketing and branding for economic develo ment, im ortance of and ower of. Target audiences, sectors, timing and marketing tactics will be discussed in this section. This section will include a cost-effective, practical and results- oriented marketing tactics that can be implemented by the County of Elgin. A handy activities map will be provided for staff to follow. A guide to measuring the results of the marketing initiatives will be provided along with Key Performance Indicators that can be used to communicate the results of the marketing investment to external stakeholders. A detailed marketin bud et will be ro osed. A brief conclusion Appendix 2 Branding Process 1. Review of Existing Materials . Existing material, such as the economic development strategy, tourism promotion materials, web sites etc will be reviewed to help us understand the County and the local culture 2. Assessing Elgin's Competitive Advantages . Building on the results of the Economic Development Plan's SWOT results, a more thorough analysis of the region's competitive advantages and disadvantages as it relates to its target sectors will be identified. . Interviews with business operations in each of the target sectors will be undertaken . Interviews with lower tier communities will be conducted to ascertain their marketin and romotion needs 3. Identifying Direction for Marketing Strategy . A comprehensive review of the marketing and promotional efforts of SOMA, SWEA, St. Thomas, London and Chatham-Kent will be undertaken . 0 ortunities for com lementa marketin will be identified 4. Competitive Review . An examination of other County and municipal branding will be conducted and documented. 5. Creative Briefing Meeting . During this face-to-face meeting with the branding committee a creative discussion will be facilitated with emphasis on desired perception and brand identity. . In ut will be athered from all attendees with re ard to their ideas 6. Design & Tagline(s): Round 1 . Design and development of no less than 4 logo concepts will be completed. All options will be presented electronically, along with descriptions of rationale for each logo design. . Exploration of potential taglines and development of no less than 8 potential tag lines. . Committee members will have the opportunity for comments and discussion with re ard to re uired revisions 7. Design & Tagline(s): Round 2 . Revisions as per discussion . Online (or face-to-face) presentation of revised concepts and taglines(s) . 0 ortunit for comments and discussion with re ard to final revisions 8. Design & Tagline(s): Final . Revisions as per discussion . Online presentation of final logo and tagline . Selection and a roval of final 10 0 and ta line 9. Design: Formats and Applications . Completion of all logo file formats: black/white, colour, .eps, .jpg . Completion of brief identify manual with logo usage guidelines . A lication desi n of stationa items: 8 business cards, letterhead, envelo e REPORT TO COUNTY COUNCIL FROM: Sandra Heffren Manager of Administrative Services DATE: November 15, 2007 SUBJECT: Revisions to County Council's Procedural By-Law CORPORATE GOAl(S) REFERENCED: 1. To ensure fiscal responsibility and accountability. INTRODUCTION: Revisions to the Municipal Act, 2001 require that Council review and make amendments to its procedural by-law. DISCUSSION: The Municipal Act requires Council to include public notice provisions in its procedural by-law. In addition, the by-law was reviewed in its entirety and includes several amendments to wording and content. These changes have been made in bold on the attached draft by-law and attached for Council's consideration. The draft by-law includes measures to streamline Council proceedings. For instance, by-laws can be read and voted upon collectively unless a member of Council requests a separate reading and vote for an individual by-law or where there may be a requirement for a separate reading and vote. Another item of particular note is the election of Warden. The current by-law restricts the term of Warden to two consecutive terms and can only be amended by unanimous consent of Council. Our solicitor has advised that this may be discriminatory and staff has deleted it from the by-law. CONCLUSION: Council's procedural by-law requires amendment to comply with revisions to the Municipal Act as well as wording amendment and suggestions to help streamline Council meetings. RECOMMENDATION: THAT the attached draft by-law "To Regulate the Proceedings in the Municipal Council of the Corporation of the County of Elgin and Committees Thereof, and to Repeal By-Laws No. 02-37 and No. 03-33" be adopted. Respectfully Submitted w~,~_/ Sa a He n Manager of Administrative Services COUNTY OF ELGIN By-Law No. 07-xx "TO REGULATE THE PROCEEDINGS IN THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE COUNTY OF ELGIN AND COMMITTEES THEREOF. AND TO REPEAL BY-LAWS NO. 02-37 AND 03-33" WHEREAS pursuant to Section 238 of the Municipal Act, 2001, S.O. 2001, Chapter M.45, as amended, every municipality shall pass a procedure by-law for governing the calling, place and proceedings of meetings; and WHEREAS the Council of the Corporation of the County of Elgin did pass By-Law No. 02-37, and amendments thereto, in order to make and establish rules and regulations for governing the proceedings of the Council.; and WHEREAS it is necessary to further amend By-Law No. 02-37 to comply with amendments to the Municipal Act, 2001, S.O. 2001. NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin enacts as follows: 1.0 DEFINITIONS In this By-Law: a) Ad Hoc or Special Committee means a committee established by the Council to review a specific matter and report to the Council with respect to its findings and/or recommendations; b) Committee means any advisory or other committee, subcommittee, or similar entity composed of one or more members of Council; c) Committee of The Whole means Members of the Council sitting as a committee to facilitate discussion by using less restrictive rules than those used in the formal meeting of the Council; d) Ex-Officio means by virtue of office or position and carries with it the right to participate fully in the committee meeting and to vote unless prohibited bylaw; e) Meetinq means any regular, special, committee or other meeting of the Council; f) Member means a Member of the Council and includes the Head of the Council. g) PresidinQ Officer means the Head of Council or other person presiding over a meeting; h) Quorum means a majority (more than 50%) of the whole number of members required to constitute the Council. i) Special MeetinQ means a meeting not scheduled or held at a regularly scheduled date and time. 2.0 RULES AND REGULATIONS In all the proceedings had or taken in the Municipal Council of the Corporation of the County of Elgin, the following rules and regulations shall be observed, and shall be the rules and regulations for the order and dispatch of business in the said Council. 2.1 In all unprovided cases in the Proceedings of the Councilor in Committee, "Robert's Rules of Order" shall be followed. 2- 3.0 MEETINGS AND ADJOURNMENT 3.1 The First or Inaugural Meeting of the Council, after a regular election and the first meeting of each subsequent year of its term, shall be held at 7:00 P.M. the hour of seven o'clook in the evening on the second Tuesday in December, and for every other day or sitting in the meeting, such hour shall be regulated at the previous adjournment or recess. 3.2 The Regular Meetings of the Council shall be held in the Council Chambers of the Elgin County Administration Building, 450 Sunset Drive, St. Thomas, ON, or other designated location, at 9:00 A.M., on the second and fourth Tuesday of each month. 3.3 Council may, by Resolution, alter the date and/or time of the Regular Meeting provided that adequate notice of the change is provided to local media and posted on the County website. 3.4 Unless there shall be a quorum present within thirty (30) minutes after the time appointed for the meeting of the Council, the Council shall then stand absolutely adjourned until the next regular hour of meeting, and the Chief Administrative Officer or the Deputy Clerk designate, if required by two members, shall take down the names of the members present at the expiration of such thirty minutes. 3.5 The Council shall always recess/adjourn at the houro of twelve o'olook, 12:00 noon, and nix o'olook, ofternoon 6:00 P.M., if in meeting at these hours, unless otherwise determined by a resolution, but shall always adjourn at the hour of ten o'clook, evening 10:00 P.M. 3.6 The members of the Council shall not leave their places on adjournment, until the Warden or other Presiding Officer leaves the Chair. 3.7 a) All meetings shall be open to the public. Persons may only be excluded when the Council is in Committee Of The Whole and proceeding in a Closed Meeting in accordance with section 6.5 and 6.6 of this By-Law. b) Special Meeting: i) The Warden may, at any time, summon a special meeting. ii) The Warden shall summon a special meeting upon receipt of a petition on requinition in writing nigned of the majority of the Council members, ealI-a npeoiol meeting of the Counoil for the purpose and at a time and date mentioned in the wfitteR petition. Hi) In the absence of the Warden or the neglect or refusal of the Warden to convene such a meeting, the Chief Administrative Officer or the Deputy Clerk designate shall call a special meeting. 4.0 NOTICE 4.1 The Agenda shall be considered as notice of regular meetings 4.2 The Clerk shall cause to be delivered to each member of the Council by personal delivery, facsimile transmission or electronic mail, an Agenda for each regular meeting of the Council to the address provided by the member of the Council. The Agenda of the regular council meeting shall be provided on the Tuesday preceding each meeting. 4.3 Notice of a Special Meeting called in accordance with this by-law shall be delivered to the Members of the Council by means of personal delivery, facsimile transmission or electronic mail to the address provided by the member of the Council. The Notice of a Special Meeting shall be provided not later than twenty-four (24) hours before the hour appointed for the holding of such meeting. Where time is of the essence, notice may be given by telephone call to the members. -3- 4.4 No business except the business dealing directly with the purpose mentioned in the Agenda shall be transacted at a special Meeting. 4.5 Notice of meetings will be sent to the media upon request and posted on the County website but no sooner than four (4) days in advance of the meeting. 4.6 Agendas for the Council will be released to the public and the media upon request and posted on the County website but no sooner than four (4) days in advance of the meeting. 4.7 Reports or actions before the Council that requires enactment of a by-law, with notice, shall be subject to the terms of the "Provision of Notice By-Law". and caid report chall be precented at one meeting and the enacting by law chall be presented at the next concecutivo mooting. 5.0 ROLE OF THE WARDEN 5.1 It is the role of the Warden as Head of Council: a) to act as Chief Executive Officer of the municipality; b) to preside over Council meetings so that its business can be carried out efficiently and effectively; c) to provide leadership to the Council; d) to represent the County at official functions; e) to carry out the duties of the Head of Council under any other Act; 6.0 ROLE OF THE COUNCIL a) to represent the public and to consider the well-being and interests of the County; b) to develop and evaluate the policies and programs of the County; c) to determine which services the County provides; d) to ensure that administrative policies, practices and procedures and financial policies, practices and procedures are in place to implement the decisions of the Council; e) to ensure the accountability and transparency of the operations of the County, including the activities of the senior management of the County; f) to maintain the financial integrity of the County; g) to carry out the duties of Council under any Act. 7.0 ORDER OF PROCEEDINGS IN COUNCIL 7.1 As soon after the hour of meeting as a quorum is present, the Warden shall take the Chair and members present shall be called to order. 7.2 When the Warden is not in attendance, the Chief Administrative Officer or tAe Doputy Clerk designate shall call the meeting to order until a Deputy Warden is chosen, and the member so chosen to preside shall take the Chair during the absence of the Warden, but only at the meeting for which the member has been so chosE'n -4- 7.3 Immediately after the Warden or other Presiding Officer has taken his seat at the first day of each meeting, the minutes of the preceding meeting as mailed to each member shall be adopted as printed or amended and signed by the Warden and the Chief Administrative Officer or the Deputy Clerk designate. 7.4 When two or more members wish to speak to a question or motion, the Warden shall name the member who is to speak first. 7.5 When the Warden or other Presiding Officer is putting the question, no member shall walk across or out of the room, nor interrupt the speaker, except to a question of order, nor pass between the speaker and the Chair. 7.6 Any member called to order shall at once cease speaking, unless permitted to explain, and the ruling of the Warden or other Presiding Officer shall be final, unless otherwise decided by the Council on an appeal from such ruling. 7.7 No member chall Gpeak dierocpectfully of The Reigning Monarch or of any of the Royal Family, nor of the Governor General, Lieutenant Governor, nor other person adminictering the Government of Canada, or of this Province; nor chall he use offencive worde neither againet the Council, nor against any member thereof. 7.7 No member shall speak disrespectfully of any person or use unparliamentary or offensive language in or against the Council or against any member, staff or other person in the Council Chamber. 7.8 No member shall partake of food in the Council Chamber while the Council is meeting. 7.9 No member shall speak beside the question in debate. 7.10 Any member may require the question or motion under discussion to be read at any time during the debate, but so as not to interrupt a member while speaking. 7.11 No member shall speak more than once on the same question, until all other members have had the opportunity to speak to the question. 7.12 After a motion is passed, or a report adopted, no motion to alter or amend the same shall be considered during the same meeting of the Council, unless the motion to alter or amend is moved and seconded by two members from among those who voted with the majority that carried said motion or report 7.13. Upon a division of any question before the Council, except Committee Of The Whole in a Closed Meeting, and if required by any member of the Council, the names of those voting on the matter before the Council shall be recorded YEA or NAY as the members vote on the question. All members present during a division must vote. 7.14 Questions under the proper Orders Of The Day may be put to the Warden or other Presiding Officer, or through him to any member of the Council, relating to any motion, or other matter connected with the business of the Councilor the affairs of the County, but no argument or opinion is to be offered, nor any facts stated, except as may be necessary to explain the same; and in answering any such questions a member is not to debate the matter to which the same refers. 7.15 Members of the Council, except the Warden, shall be referred to as County Councillors. 7.16 At any time when a vote, taken by a show of hands, is unclear as to the outcome, the Warden or other Presiding Officer may request the members to stand to indicate their YEA or NAY. 7.17 Upon a tie vote on any question, by a show of hands, a recorded vote shall then be t::lkpn -5- 7.18 Upon a tie recorded vote the question shall be considered a defeated motion. 8.0 AGENDA/ORDERS OF THE DAY 8.1 The Chief Administrative Officer or the Deputy Clerk designate shall have prepared an agenda of the Orders Of The Day, containing: Reqular Meetinq 1st 2nd 3rd 4th 5th 6th ih Meeting Called to Order Adoption of Minutes Disclosure of Pecuniary Interest and the General Nature Thereof Presenting Petitions, Presentations and Delegations Motion to Move into Committee Of The Whole Council Reports of Councillors, Outside Boards and Staff Council Correspondence i) Items for Consideration ii) Items for Information (Consent Agenda) Other Business: i) Statement/Inquiries by Members ii) Notice of Motion iii) Matters of Urgency In C3mern Closed Meeting Items Recess Motion to Rise and Report Motion to Adopt Recommendations from the Committee Of The Whole Consideration of By-Laws Adjournment Public Notice. 8th 9th 10th 11th 1ih 13th 14th 15th Inauqural Meetinq 1 st Meeting Called to Order 2nd Receipt of Declaration of Acclamation to Office or Declaration of Election from Councillors (the first year only atter a municipal election) 3rd Declaration of Office by Councillors (the first year only atter a municipal election) 4th Election of Warden 1) Candidates for Warden to Stand 2) Prospective Candidates to Speak (alphabetical order) 3) Proceed with Election (Ballot or Resolution) 5th Administering and Signing of Declaration of Office 6th Gowning ih Presentation by Past Warden - Chain of Office - Lord Elgin Watch - Gavel of Office 8th Warden's Address 9th Resolution to Destroy the Ballots (if required) 10th Adoption of Minutes 11 th Warden to Recommend Committee and Outside Boards Appointments 12th Consideration of By-Laws 13th Other Business: i) Statements/lnquiries by Members ii) Notice of Motion iii) Matters of Urgency 14th Recess. 8.2 Matters of Urqencv/Addendum to AQenda When a Councillor wishes to inform the Council of a matter that must be considered immediately, due to extreme time constraints or utmost importance, after the Agenda has been prepared, the Council by majority vote shall determine if the matter IS admissible and reqUires Immediate action and such Item may be -6- included as an Addendum to the Agenda without prior Notice being given. Only m3tters of urgency, which have been previously precented to the VI/arden 3nd recommended ac admiccible, chall be concidered by the Council without prior f\€ltire; 8.3 OTHER BUSINESS: a) Statements/Inquiries bv Members When a Councillor wishes to inform the Council of a matter that does not require action and consideration by the Council or wishes clarification of a matter, such information may be announced under "Statements/lnquiries by Members". It is understood that these announcements are made solely for Council's information and that under no circumstances shall the Council undertake an action within this category. b) Notice of Motion Notice of Motion shall be received by the Chief Administrative Officer or the Deputy Clork designate at any time the Council is meeting and in his office in advance of the production and distribution of the agenda material and shall be printed in the agenda. A Notice of Motion shall be dealt with by the Council, at the meeting at which it appears printed in the agenda. A Notice of Motion that is not printed in the agenda shall be dealt with in the order of business of motions at any subsequent meeting of the Council. 8.4 The business shall, in all cases, be taken up in the way in which it stands upon the Orders Of The Day, unless otherwise determined by a vote of the majority of the members present taken without debate thereon. 8.5 All motions shall be seconded before being debated or put to vote; and all motions shall be read and then conveyed to the Warden, who may again read the same. 8.6 After a motion has been received by the Warden or other Presiding Officer, it shall be deemed to be in possession of the Council, but may be withdrawn at any time by consent of a majority of the members present. 8.7 A motion to refer the main motion to staff or an outside board shall preclude all amendment of the main question until decided. 8.8 A motion to adjourn shall always be in order unless a vote is being taken. 8.9 A motion to table is always in order and will supersede the main motion. 8.10 All amendments shall be put in the reverse order in which they are moved; and every amendment submitted shall be reduced to writing, and be decided upon or withdrawn before the main question is put to vote. 8.11 There shall not be more than two (2) amendments to the main question. 8.12 Not more than one (1) amendment shall be allowed to either amendment. 8.13 After any question is finally put to vote by the Warden or other Presiding Officer, no member shall speak to the question, nor shall any other motion be made until after the result is declared. 8.14 Whenever the Warden or other Presiding Officer is of the opinion that a motion offered to the Council is contrary to law, or the rules and privileges of the Council, he shall apprise the members thereof immediately. 8.15 Members shall always take their places when any division is called. -7- 8.16 When the Warden or other Presiding Officer is called on to decide a point of order or practice, he shall state the rule or authority applicable to the case. 9.0 PROCEEDINGS IN COMMITTEE OF THE WHOLE AND IN CLOSED MEETINGS When the Council wishes to consider a subject(s) with all the freedom granted an ordinary committee, it may refer the matter to Committee Of The Whole. Members may speak more than once to the same question and the limitations on length of speaking, if any, are relaxed. 9.1 Whenever it shall be moved and carried that the Council go into Committee Of The Whole and in a Closed Meeting, the Warden or other Presiding Officer may leave the Chair, and appoint a Chair, who shall maintain order in the Committee. 9.2 The rules of the Council shall be observed in Committee Of The Whole, so far as may be applicable. 9.3 The Chair, subject to an appeal to the Council, shall decide questions of order arising in Committee Of The Whole, and if any sudden disorder should arise in the Committee, the Warden or other Presiding Officer will resume the Chair, without any question being put. 9.4 On motion in Committee Of The Whole in a Closed Meeting to rise and report, the question shall be decided without debate. 9.5 The only motions allowed while in a Closed Meeting are: a) motion to rise without reporting b) motion to rise and report 9.6 Exclusion of Persons from Committee and the Council at Closed Meetings: a) Pursuant to Section 239, of the Municipal Act, when a motion to proceed in a Closed Meeting is carried, the Warden or the Chair may, with the approval of the Council, exclude such persons as deemed appropriate from the meeting room. b) When in a Closed Meeting, no one shall leave and re-enter the meeting room without the approval of the Warden or Chair. c) A meeting or part of a meeting may be closed to the public if the subject matter being considered is: i) the security of the property of the municipality or local board; Ii) personal matters about an identifiable individual, including municipal or local board employees; Iii) a proposed or pending acquisition or disposition of land by the municipality or local board; iv) labour relations or employee negotiations; v) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board; vi) advice that is subject to solicitor-client privilege, including communications necessary for that purpose; vii) a matter in respect of which the Council, board, Committee of Council, local board, or other body may hold a closed meeting under another Act. d) A meeting shall be closed to the public if the subject matter relates to the consideration of a request under the Municipal Freedom of Information and Protection of Privacy Act if the Council, board, commission or other body is designated as head of the institution for the purposes of that Act. e) A meeting may also be closed to the public if the following conditions are both satisfied: -8- i) The meeting is held for the purpose of educating or training the members; and ii) At the meeting, no member discusses or otherwise deals with any matter in a way that materially advances the business or decision- making of the Council, local board or committee. f) Clause 6.1 (b) of the Municipal Freedom of Information and Protection of Privacy Act does not apply to a record of a meeting closed under subsection (e), therefore the record of a meeting closed under education and training is a public record g) Before holding a meeting or part of a meeting that is to be closed to the public, a councilor local board shall state by resolution the fact of the holding of the closed meeting and the general nature of the matter to be considered at the closed meeting. h) Despite this section a meeting shall not be closed to the public during the taking of a vote, unless: i) subsection (c) or (d) permits the meeting to be closed to the public and if the vote is for a procedural matter or for giving directions or instructions to officers, employees or agents of the municipality, or persons retained by or under a contract with the municipality. i) If a meeting is closed to the public, no resolution or record of the meeting shall disclose any information that the Head of an institution is not permitted to disclose under the Municipal Freedom of Information and Protection of Privacy Act. 10.0 CLOSED MEETING INVESTIGATION The Council has appointed a Closed Meeting Investigator to carry out Closed Meeting Investigations, upon request by any person, to determine whether the Council or a local board has complied with its Closed Meeting Proceedings or the Council's Procedural By-Law in respect of a meeting or part of a meeting that was closed to the public, in accordance with Section 239.2 of the Municipal Act. 11.0 READING OF BY-LAWS AND PROCEEDINGS 11.1 Every by-law shall be in printed form and introduced by the Chief Administrative Officer or the Deputy Clerk designate and shall be adopted by the Council. 8.2. 1\11 by lawe shall be given three readingc before taking effect. 11.2 All By-Laws collectively shall be given first, second and third readings in a single motion, unless a Member wishes to discuss the contents of a by-law or a matter requires that the by-law receive first and second reading only and third reading at a future meeting, at which time the subject by-law shall be removed from the motion and dealt with separately. The headnote only of the by-law shall be read and a by-law shall not be enacted until it has received three readings. 11.3 After by-laws have passed, the Chief Administrative Officer or the Deputy Clerk designate shall be responsible for their corrections should they be amended. 11.4 The Proceedings of every regular and special meeting shall be confirmed by by-law so that every decision of the Council and every resolution passed at that meeting shall have the same force and effect as if each one of them had been the subject matter of a separate by-law duly enacted. 11.0 All oy-Iaws aaoptea snail oe prlntea In me annuall-'roceedlngs of the CouncIl. -9- 12.0 PETITIONS. DELEGATIONS AND CORRESPONDENCE 12.1 Every petition, protest, or other written application intended to be presented to the Council, must be legibly written or printed on paper, and signed by at least one person, complete with their mailing address and telephone number. 12.2 Every member presenting any petition, protest, or other written application to the Council, shall examine the same, and shall be answerable that they contain only relevant or proper matter, and that the same is respectful and temperate in its language; he shall also endorse thereon the name of the applicant and the substance of such application, and sign his name thereto, which endorsement only shall be read by the Chief Administrative Officer, unless a member shall require the reading of the paper, in which case the whole shall be read. 12.3 All petitions or other written communications received prior to the Council on any subject within the cognizance of any outside board shall, on presentation, be referred to the relevant outside board by resolution. Any matters arising subsequently shall be referred by the Warden without motion; and no member shall speak upon, nor shall any debate be allowed on the presentation of any petitions or other communications to the Council. 12.4 Any person or group of persons, wishing to address the Council, is required to make the necessary arrangements through the Chief Administrative Officer, at least eight (8) days prior to the date of the Council meeting. Written briefs shall be provided so that sufficient time will permit distribution to the members of the Council, prior to the said meeting. 12.5 Once a delegation has addressed the Council, no further request on the same issue will be entertained until written information is produced to the Council and it agrees that another visit is warranted. 12.6 A delegation shall be limited to a maximum of twenty (20) fifteen (15) minutes. 12.7 No more than four (4) delegations shall be scheduled to address Council at any regular meeting. 12.8 The Chief Administrative Officer or the Deputy Clerk designate shall provide all individuals or groups, indicating that they wish to address the Council, with a copy of the appropriate section of the Procedural By-Law dealing with delegations. 12.9 The deadline for receiving correspondence is eight (8) days prior to a regular Council meeting. Correspondence received after the deadline may be forwarded to the Council by facsimile by no later than the Friday preceding a regular Council meeting. Notwithstanding the deadline limitation, if an item must be dealt with due to an emergency situation or extreme time constraints, the item could be forwarded by facsimile to the Council or be dealt with as an Addendum to the Agenda in accordance with Section 8.2 of this by-law. 13.0 ORGANIZATION OF COMMITTEES 13.1 The Warden shall recommend and the Council shall appoint representatives from within their membership to various committees/boards/agencies at the first meeting in December of each year. 13.2 a) All members of the Council shall be appointed to at least one position on any comm ittee/board/agency. b) All members of the Council are equally eligible to serve on any committee/board/ agency. 1 ;;S.;;S Ad HOC or ~Declal (.;ommlttees -10- The Council may appoint Ad Hoc or Special Committees if an issue must be addressed and it does not fall within the scope of management staff. 13.4 Vacancies/Appointments Committee/board/agency vacancies, which occur during the year, shall be tilled at the Council. 14.0 OTHER COMMITTEES/BOARDS/AGENCIES COMMITTEE NAME NO. OF APPOINTEES Dispute Resolution Economic Development and Tourism Advisory Elgin County Museum Advisory Elgin-St. Thomas Health Unit Rural Initiatives Social/Entertainment St. Thomas-Elgin General Hospital St. Thomas-Elgin Public Art Centre St. Thornoo Elgin Touriot /\ocociotion Tillsonburg District Memorial Hospital Waste Management/Liaison Warden + 2 Warden + 1 1 3 3 2 1 1 1 1 All members of Council land Division - The Council shall appoint a five (5) member land Division Committee who shall hold office during the term of the Council that appointed them. Persons serving on local boards or committees shall be eligible for re- appointment, but shall not be eligible for re-appointment to the same position for a period of more than eight (8) consecutive years. After an absence of not less than one (1) year, such person shall be eligible for re-appointment. 15.0 DUTIES OF COMMITTEES 15.1 The general duties of the Committees of the Council shall be to report to the Council at least annually, and as often as the interests of the County may require, on all matters connected with the duties imposed on them respectively, and to recommend such action by the Council in relation thereto as may be deemed necessary. 15.2 Reportinq Appointees to committees/boards/agencies shall present a report on the activities at least once a year to County Council, in accordance with the following schedule: JULY St. Thomas-Elgin General Hospital Tillsonburg District Memorial Hospital SEPTEMBER Elgin-St. Thomas Health Unit OCTOBER St. Thomoo Elgin T ourict .^.ooociotion St. Thomas-Elgin Public Art Centre Elgin County Museum - 11- NOVEMBER Land Division Committee Note: The Dispute Resolution Committee; Rural Initiatives Committee; Social/ Entertainment Committee; and Waste Management/Liaison Committee; meet on an infrequent basis, therefore scheduled reporting for these committees may not be required. Members may report to the Council at any time and more frequently if they wish. 16.0 SOCIAL/ENTERTAINMENT COMMITTEE (SEC) 16.1 The SEC shall be an Ad Hoc Committee of the Council consisting of two (2) Members of the Council, with the understanding that the workload will be divided, thereby not placing undue hardship on one Member. 16.2 The SEC shall oversee and implement all social arrangements concerning County functions, including, but not limited to the following: a) organizing and conducting the Warden's Banquet b) organizing hospitality rooms. 16.3 The SEC shall report to the Council from time to time as required. 16.4 The Deputy Clerk or designate shall be Secretary/Co-ordinator for the SEC. 17.0 MONEY APPROPRIATIONS. ACCOUNTS. EXPENDITURES. CONTRACTS AND IMPROVEMENTS 17.1 No tenders shall be accepted on behalf of the County Corporation for any purpose unless a certified cheque accompanies such tender for such amount as the Council may determine. 17.2 No member of the Council shall have power to direct or interfere with the performance of any work for the County Corporation. 18.0 ELECTION OF WARDEN 18.1 The Chief Administrative Officer or the Deputy Clerk designate shall take the Chair at seven o'clock in the evening of the second Tuesday of the month of December in each year, or at such hour and on such day thereafter as the majority of the Members of the Council are present in the Council Chamber. 18.2. The Chief Administrative Officer or the Deputy Clerk designate shall prepare ballots for each member with the names of the members written or printed thereon. 18.3 a) The Chief Administrative Officer or the Deputy Clerk designate shall announce that any person aspiring to the position of Warden, cubject to the limitation in 18.3 b), shall be granted an opportunity, not exceeding five (5) minutes, to address the Council. Candidates will address the Council in alphabetical order. b) .^. limit of tv.<o consecutive terms shall be established for the Office of Warden. Thin limitation may be amended by unanimoun connent of the Council. 18.4 The Chief Administrative Officer or the Deputy Clork designate shall inform the members that he is ready to proceed with the election of one of their number to be Warden, unless only one member indicates his intention to run for the Office, in which case the election procedure is dispensed with in favour of a resolution appointing the Warden. -12 18.5 a) Voting shall be by secret ballot and balloting will continue until a candidate obtains a majority of votes. The Chief Administrative Officer or the Deputy Clerk designate shall count the votes, in the presence of a representative of the County's auditing firm if in attendance. b) In the event there are more than two (2) candidates, the candidate receiving the lowest number of votes shall retire after each ballot. c) By motion, the Chief Administrative Officer or the Deputy Clerk designate shall be directed to destroy the ballots after the election has been completed. 18.6 For the purposes of electing the Warden, each member of County Council shall have one vote. 18.7 In the case of an equality of votes for Warden, the successful candidate shall be determined by the Chief Administrative Officer or the Deputy CierI< designate placing the names of the candidates on equal sized pieces of paper in a box and one name being drawn by a person chosen by the Chief Administrative Officer or the Deputy Clerk designate. 18.8 The Warden-Elect shall forthwith sign and declare and read aloud the Declaration of Office, and on completion thereof, he shall take the Chair. 19.0 DEPUTY WARDEN 19.1 A position of "Deputy Warden" shall be established on a rotating monthly schedule amongst all Councillors, and the Warden may request said Deputy Warden or any other member of the Council to represent him at social or other functions where the Warden is unable to attend. 19.2 Councillors attending a function as "Deputy Warden" shall be paid mileage at the same rate established for the use of personal vehicles for County business. 20.0 CONVENTION ATTENDANCE AND HOSPITALITY ROOMS 20.1 County Councillors shall be permitted to attend any convention or conference within the Province of Ontario in accordance with the established convention policy, provided the said convention/conference is relevant to the business of the County, subject to a maximum allowance as established by by-law for convention attendance. 21.0 GENERAL CLAUSES 21.1 No person shall be allowed to address the Council during the sittings of the Council without the permission of the Warden or other Presiding Officer. 21.2. He/she, his/her means that where the masculine pronoun is used, it includes the feminine pronoun where the context so requires or vice-versa. 21.4 This By-Law shall apply to the Council's local boards and committees where applicable. 22. THAT this By-Law comes into force and take effect upon passing. 22. THAT By-Laws No. 02-37 and 03-33 and any previous by-law inconsistent with this by-law be and is hereby repealed. -13 - READ a first and second time this 27th day of November 2007. READ a third time and finally passed this 27th day of November 2007. Mark G. McDonald, Chief Administrative Officer. Lynn Acre, Warden. REPORT TO COUNTY COUNCIL FROM: Larysa Andrusiak, Ambulance & Emergency Management Coordinator DATE: November 13, 2007 SUBJECT: Service Level Increase Consideration CORPORATE GOAL(S) REFERENCED: To recognize and seize opportunities for improvement. To provide innovative and collaborative quality service. INTRODUCTION: Call volumes for Elgin-St. Thomas EMS have increased significantly since 2004. This increase is impacting the service and Council is being asked to consider an increase in the existing service level to help deal effectively with the increased call volume pressure. DISCUSSION: Call volumes for Elgin-St. Thomas EMS in 2004, 2005,and 2006 were 9,909; 11,715; and 12,023 respectively. This represents a 21 % increase from 2004 to 2006. The 2007 call volume January 1st to September 30th is 8,813, extrapolated to a full year it is estimated to be 11,750, an increase of 19% from 2004. The St. Thomas bases respond to 60 to 63% of all calls. The increase in call volumes affect the vehicles stationed in St. Thomas most. However there are repercussions throughout the system as vehicles must move outside their normal service area to provide balanced emergency coverage throughout the county when St. Thomas vehicles are busy on emergency calls. The current service level is as follows: There is one ambulance staffed 24 hours, 7 days per week and second ambulance staffed 8 hours, 9 a.m. to 5 p.m. Monday through Friday, except holidays, at the Edward St. Base. At the Shaw Valley Base, one ambulance is staffed 24 hours, 7 days per week. All county bases, Rodney, Dutton and Aylmer have one ambulance staffed 24 hours, 7 days per week. There is a Duty Manager with the ERV (Emergency Response Vehicle) staffed 24 hours, 7 days per week as well. There have been more and more frequent occasions when the county has been down to only one car available for emergency response across the county or no ambulances available for an estimated 10 - 15 minute periods until one becomes free. Of course at those times neighbouring county ambulances are placed in position to respond in our county should that become necessary, by the same token, neighbouring counties call volumes have increased as well and our vehicles are used to respond in neighbouring counties in those instances when they are overloaded. Call data for St. Thomas was recently studied and results are provided in the following tables: All D f th W k ayso e ee Time! Year 8:00- 5-6 6-7 7-8 8-9 9 -10 10-11 9:00 p.m. p.m. p.m. p.m. p.m. p.m. a.m. 2004 335 263 257 280 273 261 228 2005 350 337 296 321 286 281 252 2006 330 346 311 351 311 317 245 2007 344 310 368 316 281 288 213 % Difference +3% +18% +43% +13% +3% +10% -6% S t d dS d a ur ay an un av Time! 8:00- 5-6 6-7 7-8 8-9 9 -10 10-11 Year 9:00 p.m. p.m. p.m. p.m. p.m. p.m. a.m. 2004 59 70 78 94 72 73 71 2005 79 92 92 99 80 87 64 2006 69 108 94 89 97 87 81 2007 75 84 89 77 79 68 86 % Difference +27% +20% +14% -18% + 10% -7% +21% S t d d S d 9 t 5 a ur ay an un ay a.m. o p.m. Time! 9- 10-11 11 -12 12 -1 1-2 2-3 3-4 4-5 Year 10:a.m a.m. a.m. p.m. p.m. p.m. p.m. p.m. 2004 73 79 96 82 97 77 95 80 2005 95 110 89 122 97 96 86 84 2006 94 116 88 106 93 88 70 122 2007 80 112 109 106 119 104 113 95 % Difference +10% +42% + 14% +29% +23% +35% +19% +19% * 2007 figures actual to Sept. 30th, projected to full year. As the tables above indicate call volumes have increased substantially through the early evening and particularly during the weekend. The crews experience marked call volume pressure when the 9 to 5 vehicle is no longer available. The Operator is proposing to increase the hours of the St. Thomas 9 to 5 Monday to Friday car to a 12 hour shift, 9 a.m. to 9 pm., seven days a week in response to the increased demand for ambulance services. This will assist in alleviating the existing call volume pressure placed on all of the vehicles. This proposal would mean the addition of 2,384 hours (3% increase) of service annually (4 additional hours Monday through Friday and an additional 12 hours each Saturday and Sunday) at an estimated cost at the current wage level of $260,000 or $21,700 per month. This would be cost shared with the City of St. Thomas at a 60/40% split with the County amount approximately $156,000; City portion approximately $104,000. It is suggested that this request be considered in budget deliberations. Staff will put forth a business case to the MOH for shared funding, however the County should not anticipate a positive financial response from the Ministry as they have not previously funded such requests. CONCLUSION: There has been a 21 % increase in ambulance call volumes in the county from 2004 through 2006, with 2007 call volumes projecting an increase of 19% from 2004. This increased volume is particularly evident during early evening and the weekend when the 9 to 5 car is not in service. This has resulted in increased pressure on the service resulting in incidences of only one vehicle available for the county to respond to calls or of no ambulances available for a 10 to 15 minute interval while an ambulance is cleared from a call. It is proposed that the 9 to 5 car increase its hours of service to 9 p.m., 7 days per week, from an 8 hour shift to a 12 hour shift to more effectively manage the increased call volumes. The annual cost of this increase is estimated at $260,000 at current wage levels. This cost would be cost shared with the City of St. Thomas at a 60/40% basis. RECOMMENDATION: That Council consider during budget deliberations the increase in hours of service of the 9 a.m. to 5 p.m. Edward St. Base ambulance from the current 8 hours of service, Monday to Friday, excluding holidays, to 12 hours, seven days per week at an estimated cost of $260,000 annually at the current wage rate, to address the significant increase in ambulance call volumes and resultant pressure on service capacity. Respectfully Submitted n cfl c- Ck~alu La~ndrusiak, Ambulance & Emergency Management Coordinator REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Director of Engineering Services DATE: October 14, 2007 SUBJECT: Renovations to the County Administration Building Warden and Administrative Services - Update CORPORATE GOALS To recognize and seize opportunities for improvement. INTRODUCTION: In June, Council approved the renovations to the third floor for the Warden, Administrative Services and a conference room utilizing an existing reserve of approximately $165,000 for construction and adding $50,000 from the Mill Rate Stabilization Reserve for furniture, draperies, blinds, photocopier and other equipment. This report will update Council on the construction costs for this project. DISCUSSION: The renovations on the third floor for the Warden's Office and Administrative Services was estimated at $165,000 and $50,000 for: furniture, draperies, equipment, photocopier, etc., for a total project cost of $215,000. Work is nearing completion and now that the project has been designed and prices are being received, staff has projected the total project cost will be approximately $275,000, or $60,000 more than the original estimate. The costs are higher than anticipated mainly due to an increase in the Heating, Ventilation and Air Conditioning system (HVAC). Staff had originally intended to install 10 additional heat pumps that the County had in stock for the heating and cooling needs, however, the location (being on the 3rd / top floor) provided an opportunity to provide a better system that meets modern building air quality standards. An HVAC system has been chosen because it is more efficient, provides fresh air and has lower operating costs. The total cost to install the HVAC system is $75,000 and has largely contributed to the increased project cost. When the HVAC equipment was acquired from the manufacturer, additional structural requirements were identified in order to install the equipment on the roof and these needs escalated project costs. By sub-contracting construction trades, staff has managed to reduce the costs as much as possible without hampering the quality or the needs of the project. The over expenditure of $60,000, can be allocated from the anticipated 2007 Capital Projects Surplus. CONCLUSION: The costs for the renovations and office furnishings on the third floor was estimated at $215,000. Now that the project has been designed and prices have been received, the projected total project cost will be $275,000. The project overrun can be largely attributed to the cost to install an HVAC system for the project's heating, cooling and ventilation needs. The HVAC system is more efficient, provides fresh air and has lower operating costs as compared to heat pumps and meets modern building air quality standards. The additional project funds required can be allocated from the anticipated 2007 Capital Projects Surplus. RECOMMENDATION: THAT the over-expenditure for the third floor renovation, for Administration Services and the Warden's Office, be allocated from the anticipated 2007 Capital Surplus. Respectfully Submitted I ~ ~(2.. Cia on Watters Director, Engineering Services Mar nald Chief Administrative Officer REPORT TO COUNTY COUNCIL FROM: Clayton Watters, Director of Engineering Services Rhonda Roberts, Director, Terrace Lodge Sonia Beavers, Purchasing Co-Ordinator DATE: November 14, 2007 SUBJECT: Terrace Lodge - New Elevator Link Addition CORPORATE GOALS: To nurture and support dignified long term care. INTRODUCTION: As part of the approved capital budget, tenders were issued as per the County's purchasing policy and sealed bids were received on Thursday, November 8, 2007 for a new three floor elevator link addition at Terrace Lodge. DISCUSSION: Formal tenders were received as follows: Com an Graceview Enter rises M con Construction HIRA Contractin Reid & Dele e Sierra Construction Tender Bid $ $ $ $ $ The current elevator is meeting the basic requirements of a Class 'C' home, however, it is not meeting the needs of the residents within. The new elevator will improve the operational procedures for both staff and residents by decreasing wait times for residents going to the dining room, chapel or activation areas, eliminate unsafe scenarios, and enable staff to use their time more efficiently. The total capital budget allocated for this project was $250,000 as provided by the County's architect, Murphy and Murphy. The Consultant Fees to date is $38,551 which leaves $211,449 available for the Elevator project. The total monies required for the construction of the Elevator Link Addition, Engineering Services plus a contingency allowance will be approximately $630,000 a difference of $418,551. The County's architect has cited a few reasons for the significant price difference between the original estimate and the received prices. Consultant Fees The Architect did not anticipate that the value for engineering/architectural services would form part of the original estimate. It was intended that the consultant fees would be in addition to the cost estimate of $250,000. Elevator Link The original design layout plan was to construct an addition of approximately 800 square feet on 3 levels. Throughout the course of the project, the design increased in size to an overall size of approximately 1500 square due to the creation of a circulation link that separates the main public corridor from the elevator link thereby removing wheelchair traffic conflicts with the main corridor. Increased Cab Size A portion of the increase in cost can also be attributed to the oversized elevator cab which accommodates several large powered wheel chairs in one lift. Additional Electrical I Machinery Room A necessary dedicated electrical room and elevator machine room were also required on the Basement Level. Industry Pricing The volume of work available in the building industry and the time of year to construct also elevates the price tag to some degree. It is estimated the building prices have exceeded as much as 30% this year due to demand. Exterior Finishing The Tender was designed with one Separate Price to reduce the cost of the exterior finishes of the elevator shaft portion of the work. A credit of $ 24,375 + GST could be realized if the exterior finishing was changed from glass curtain wall exterior finish scheme to a stucco exterior finish scheme. It should be noted that the architect has offered to reduce the percentage based design fee to assist in reducing the overall project cost, however, at least a $400,000 shortfall remains. Some options that Council may want to consider to move this project forward include: . Accept the lowest bid and allocate funds from the existing Terrace Lodge Reserves ($414,445 exists). . Accept the lowest bid and add additional funds from the 2008 Capital Budget. . Cancelling the project and re-tendering in 2008. Allocating new Capital Project funds in the 2008 Capital Budget noting that prices will likely increase and a budget number of $700,000 should be used. . Cancel the project until potential funding opportunities for 'B' and 'C' facilities are clearly defined by the Ministry of Health. CONCLUSION: The New Elevator Project at Terrace Lodge has been designed and tendered. The existing capital account will have a projected project shortfall of over $400,000. The consultant has offered rationale to explain the significant price difference between their original estimate and the tendered prices received. There has been some indication that the Government may provide funding to upgrade Class 'B' and Class 'C' Long Term Care Facilities and therefore it is would be prudent to defer this project at this time until further developments occur. At $630,000 or more than 250% greater than the original estimate, and given the circumstances at Terrace Lodge and a potential for funding assistance, staff cannot recommend moving forward with the project at this time. Engineering and architectural fees accrued to date are not lost and remain as an investment for any future works. RECOMMENDATION: THAT the New Elevator Project at Terrace Lodge be postponed until further developments with potential Government funding towards upgrading Class 'B' and Class 'C' facilities occur. Respectfully Submitted Approved for Submission lJYAJ/}~)~rh$ Rhonda Roberts Directorr Terrace Lodge !~ j' - -" . Wi Clayton Watters Directorr Engineering Services ~ ~~-,~ Sonia Beavers Purchasing Co-Ordinator Mark~onald Chief Admifilstrati e Officer CORRESPONDENCE - NOVEMBER 27,2007 Items for Consideration 1. Nancy Michie, Administrator Clerk-Treasurer, Municipality of Morris- Turnberry, with a resolution requesting the Provincial government seek to develop a program that will provide a rebate for tire disposal through either a new program or enhancement to the current Stewardship Ontario program. (ATTACHED) 2. Susan Greatrix, City Clerk, City of Waterloo, with a resolution calling on the Federal government to confirm the safety and efficacy of all chemical pesticides that have been approved the federal government; that the Ontario government review and verify the safety of all chemical pesticides approved by the provincial government for sale and use in the province; remind the provincial government of its promise to legislate on the use and sale of cosmetic chemical pesticides. (ATTACHED) November 8, 2007 Municipality of Morris- Turnberry The Council of the Municipality of Morris-Turnberry, at a meeting held on November 6,2007, adopted the following resolution: "Whereas, Waste Diversion Ontario and Stewardship Ontario, in collaboration with the Ontario Ministry of the Environment have implemented Ontario's Municipal Blue Box program, which financially supports the recycling of materials; 'And Whereas' tires are now being stockpiled, burnt and disposed of on roadsides and lots throughout the Province of Ontario, which creates additional work for public works crews and an unpleasant appearance of our landscape in this beautiful Province of Ontario; 'And Whereas' tires can be recycled into useful products; eg: hard surface products for roads and highways and waste products for incineration plants; 'And Whereas' a tire rebate program would provide an incentive to recycle tires; Therefore, be it resolved that the Council of the Municipality of Morris- Turnberry request that the Provincial government seek to develop a program that will provide a rebate for the tire disposal, either a new program or an enhancement to the current Stewardship Ontario program; And further that copies of this resolution be forwarded to the Premier of the Province of Ontario, the Minister of the Environment, local members of parliament, and the Association of Municipalities of Ontario for circulation to all municipalities in Ontario, requesting their support." Nancy Michie, Administrator Clerk-Treasurer, 41342 Morris Road, RR 4, Brussels, ON NOG lHO Email morris@scsinternet.com Telephone: 519-887-6137/Fax: 519-887-6424 DISCLAIMER This material is provided under contract as a paid service by the originating organization and does not necessarily reflect the view or positions of the Association of Municipalities of Ontario (AMO), its subsidiary companies, officers, directors or agents. THE CITY OF 1:.-::-..:..':: ...:1 Waferloo RESOLUTION OF THE COUNCIL OF THE CORPORATION OF THE CITY OF WATERLOO NOVEMBER 5, 2007 RE: Use and Sale of Cosmetic Chemical Pesticides WHEREAS some citizens of Waterloo have expressed concern with the continued use of cosmetic pesticides in the City of Waterloo; WHEREAS some citizens of the City of Waterloo believe that cosmetic pesticides are a health hazard, particularly related to respiratory illness; WHEREAS some citizens believe that cosmetic pesticides adversely affect our drinking water supply; WHEREAS the Federal government has the responsibility and authority to approve chemical compounds for use in Canada, including cosmetic pesticides; WHEREAS the Ontario provincial govemment has the responsibility and authority to legislate and regulate the use and sale of products in the province including cosmetic pesticides; WHEREAS the Liberal Party of Ontario made an election promise to legislate some sort of ban on the use of chemical pesticides in the Province of Ontario; and WHEREAS the most effective, fair, reasonable and informed approach to addressing public concerns with respect to cosmetic use of chemical pesticides is through a comprehensive province wide approach (that will address exemptions such as those for agriculture). THEREFORE BE IT RESOLVED THAT: 1) Waterloo City Council call on the Federal government to immediately review and confirm the safety and efficacy of all chemical pesticides that have been approved for use in Canada by the federal government or federal agencies; 2) Waterloo City Council also call on the Ontario Provincial government to immediately review and verify the safety of all chemical pesticides that the provincial government or provincial agencies have approved for sale and use in the province of Ontario; 3) Waterloo City Council remind the Ontario Provincial government of its promise to legislate on the use and sale of cosmetic chemical pesticides in the province of Ontario. FURTHER BE IT RESOLVED THAT Waterloo City Council direct that this resolution be forwarded to: the Prime Minister of Canada, Minister of the Environment, Minister of Health and Minister of Public Safety the Premier of Ontario, Minister of the Environment, Minister of Health Promotion and Minister of Municipal Affairs and Housing Association of Municipalities of Ontario, Federation of Canadian Municipalities, all local Members of Provincial Parliament, all local Members of Parliament, all local municipalities including the Region of Waterloo all municipalities in Ontario with a request that those municipalities endorse the City of Waterloo's resolution and forward their endorsement to the Prime Minister of Canada, Minister of the Environment, Minister of Health and Minister of Public Safety and to the Premier of Ontario, Minister of the Environment, Minister of Health Promotion and Minister of Municipal Affairs and Housing." CARRIED UNANIMOUSLY For further information, please contact Susan Greatrix, City Clerk The Corporation of the City of Waterloo 100 Regina Street South, Waterloo, ON N2J 4A8 Telephone. 519-747-8705 Fax: 519-747-8510 E-mail: sgreatrix@.city.waterloo.on.ca CORRESPONDENCE - NOVEMBER 27. 2007 Items for Information (Consent Aaenda) 1. Eugenio Dimeo, Township of Malahide; Ken Loveland, Clerk Treasurer Administrator, Municipality of Dutton/Dunwich; Danial R. Dale, Director of Planning and Municipal Services, Town of Aylmer; confirming that premises leased by the County from the Township/Municipality does not have any construction materials containing asbestos as per compliance with the Ontario Regulation 278/05. (ATTACHED) 2. Sharon Bailey, Director, Land and Water Policy Branch, Ministry of the Environment, responding to Council's resolution concerning a moratorium on new permits for commercial water bottling companies. (ATTACHED) 3. 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) 4. Premier Dalton McGuinty, acknowledging Council's support of the City of Kingston's resolution requesting that the province increase the per student levy at rated public educational institutions each year and forwarding to the Minister of Finance for consideration. 5. Liz Brown, Executive Director, Violence Against Women, Services Elgin County, thanking the County for sponsoring highschool students to attend this year's Women's Breadfast program. (ATTACHED) A proud tradition a bright future. 87 John Street South. Aylmer, Ontario N5H 2C3 Telephone: 519-773-5344 Fax: 519-773-5334 www.township.malahide.on.ca llAuHS.H.1I November 5, 2007 County of Elgin, 450 Sunset Drive, St. Thomas, Ontario N5R 5Vl Attention: Mrs. S. Heffren Dear Mrs. Heffren: RE: Ontario Regulation 278/05.' In regards to your letter of October 29,2007, regarding Ontario Regulation 278/05, this letter is to confirm that the Springfield and Area Community Services Building at 51221 Ron McNeil Line does not have any construction materials containing asbestos. Further to this, the building was completed and occupied in the spring of 2002. Asbestos has not been available in Ontario since 1991; therefore, we feel it is safe to conclude that no asbestos exists in this building. Please do not hesitate to contact me if you have any further questions. Yours very truly, TOWNSHIP OF MALAHIDE ~~~ EUGENIO~, C.B.O. H:\diana's files\Gene\county ofelgin - 0 reg 278-05 nov 2007.doc RANDALL R. MILLARD C.A.O'/Clerk SUSAN E. WILSON Treasurer treasurer@township.malahide.on.ca MAYOR Bonnie Vowel 259 Mary Street Dutton, NoL lJO CJ1unicipaCity Of (])u t to n/(])u nwicli Box 329,199 Currie Road, DUTTON, Ontario NoL 1JO Telephone: (519) 762-2204 Fax No. (519) 762-2278 Clerk Treasurer Administrator Ken Loveland DEPurY MAYOR Cameron McWilliam 28740 Celtic Line R. R. # 1 Dutton, NoL lJO COUNCILLORS Ian Fleck 272 MiIIer.Road, Box 542 Dutton, NoL lJO John Yokom 32543 Pioneer Line, R.R. # 1 Dutton, NoL lJO Donald H.Page 7949 Coyne Road R. R. # 2 WaIIacetown, NoL 2Mo November 5, 2007 The County of Elgin 450 Sunset Drive St. Thomas, Ontario N5R 5V1 Attention: Mrs. S. J. Heffren, Manager of Administrative Services Dear Mrs. Heffren, Re: Jolm Kenneth Galbraith Library and Regulation 278/05 I have reviewed the plans for the construction of the John Kenneth Galbraith Reference Library and have discussed the construction with the building contractor. Since this facility was constructed in 1991 and 1992 and since the entire finish is natural wood, drywall and flooring, we are sure that there was no building materials used in its construction which contained asbestos. If you require any additional information regarding this matter, please contact the undersigned. Yours truly, Ken Loveland Clerk Treasurer Administrator KLht (2] II . Proud Heritage. Bright Future. The Corporation of the Town of Aylmer 46 Talbot Street, West, Aylmer, Ontario N5H 117 Office: 519-773-3164 Fax: 519-765-1446 www.aylmer.ca November 13,2007 l." County of Elgin 450 Sunset Drive St. Thomas, 'ON N5R 5Vl Attention: S.J. Heffren Manager of Administrative Services Further to your letter of October 29, 2007 regarding compliance with Ontario Regulation 278/05. Please be advised that the Town of Aylmer is in the process of assessing all of its facilities with respect to this legislation and will provide the County with a written response regarding the Library space within the Old Town Hall facility, once the assessment is completed. I trust this response meets with your approval. Should you have any further comments or questions, please do not hesitate to contact me directly. Respectfully /I~ <~~ Danial R. Dale Director of Planning and Municipal Services C. Heather Adams, Administrator File Ministry of the Environment Ministere de ('Environnement ~..Ontario 135 St. Clai r Avenue West Toronto, ON M4V 1 P5 6th Floor 135 avenue Sf Clair ouest Toronto, ON M4V 1P5 Tel: 416-314-7020 Fax: 416-314-7200 October 25, 2007 Mrs. S.J. Heffi'en County of Elgin Manager of Administrative Services 450 Sunset Drive St. Thomas, Ontario N5R 5Vl Dear Mrs. Heffi-en, Thank you for your letter to Minister Broten dated September 11, 2007 regarding the County of Elgin's recommendation for a moratorium on new Permits to Take Water for commercial water bottling companies and to put in place a levy which would be payable to municipalities. I have been asked to respond to your letter on behalf of the Ontario Ministry of the Environment (MOE). I would like to assure you that the Ministry of the Environment is committed to ensuring Ontario's lakes, streams and aquifers meet our water supply needs today and in the future. The Government of Ontario has the responsibility to ensure that water taken out of the natural environment is done so in a sustainable manner and without environmental harm. Ontario is a leader in implementing some of the most rigorous regulations to protect water resources Several Ontario programs are in place to fulfill this management responsibility. Until now, these programs have been fully funded by Ontario tax payers. In spring 2007, Ontario introduced legislation that, among other things, provides the authority for the province to charge commercial and industrial users of water for their portion of the costs the province incurs to manage that water resource. This legislation, called the Safeguarding and Sustaining Ontario's Waters Act, 2007 (SSOW A), passed in June with unanimous consent from all three parties. Recently, regulations requiring highly consumptive water users were developed, such as water bottlers, to pay a water charge to support Ontario's efforts to manage our water resources in a sustainable manner. This cost-recovery regulatory charge for highly consumptive commercial and industrial water use will be imposed through regulations starting in January 2009. In 2005 Ontario took actions to safeguard Ontario's water by establishing new rules for Permits to Take Water. The Water Taking Regulation, under the Ontario Water Resources Act, sets out rules governing Permit to Take Water decisions, including rules for groundwater and surface water takings in high use watersheds, as defined in the regulation, and uses which remove water out of watersheds such as beverage manufacturing, including bottled water. Where there is a high level of water use in a watershed, relative to the existing water flows, the Ministry of the Environment Director is required to refuse permits for new or expanded takings that remove water from a watershed, such as bottled water. Other factors considered by the Ministry of the EnVIronment when assessmg PermIt to Take Water applIcatIOns mclude protection of the natural function of the ecosystem, such as the natural variability of water flow and minimum stream flow; groundwater and surface water quantity and quality; and water conservation measures. I trust this information is helpful in addressing your concerns and provides a sense of Ontario's ongoing work to protect Ontario's shared water resources. Yours truly, f...///; V Sharon Bailey Director Land and Water Policy Branch October 22, 2007. County of Elgin, 450 Sunset Drive, St. Thomas, Ontario N5R 5VI 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 R. MILLARD, C.A.O.lCLERK Copy - Township of Southwold Municipality of West Elgin Municipality of DuttonJDunwich 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 The Premier of Ontario Le Premier ministre de l'Ontario ltj "Ilma" Ontario Legislative Building Queen's Park Toronto, Ontario M7A1A1 Edifice de ]'Assemblee legislative Queen's Park Toronto (Ontario) M7A1A1 November 13, 2007 I, ;; \ . Mrs. Sandra J. Heffren Manager of Administrative Services County of Elgin 450 Sunset Drive St. Thomas, Ontario N5R 5V1 Dear Mrs. Heffren: Thank you for your letter providing me with a copy of council's resolution regarding education taxes. I appreciate your keeping me informed of council's activities. As this issue falls under the jurisdiction of the Honourable Dwight Duncan, Minister of Finance, I have sent him a copy of council's resolution. I trust that the minister will also take council's views into consideration. Thank you again for the information. Yours truly, ~ Dalton McGuinty Premier c: The Honourable Dwight Duncan @ VIOLENCE AGAINST WOMEN, SERVICES ELGIN COUNTY 300 Talbot Street. St. Thomas. Ontario N5P 4E2 Phone: 519-633-0155 or 1-800-265-4305 Fax: 519-633-6575 November 6,2007. [~, I -'.oil Ms. Lynn Acre AD;~d~iSi Warden of Elgin County 450 Sunset Drive St. Thomas, Ontario N5R 5VI Dear Ms. Acre, On behalf of Violence Against Women, Services Elgin County we'd like to thank you for sponsoring highschool students to attend this year's women's breakfast for everyone with guest speaker, Sheree Fitch. This was our third annual breakfast event and we were again delighted with the community's response. Ms. Fitch recognized our community's investment in creating safe places and working toward ending violence against women and children in Elgin. It was a proud moment and we thank you for helping us bring students together to listen to an empowering message about the possibility of change. Thanks for your support. Together, we believe it is possible to create safer places for all. Sincerel, IN-CAMERA AGENDA NOVEMBER 27,2007 Staff Reports: 1) Chief Administrative Officer - personal matters about an identifiable individual- Performance Excellence Program Report