November 24, 2015 County Council Agenda

Transcription

ORDERS OF THE DAY
FOR TUESDAY, NOVEMBER 24, 2015 – 9:00 A.M.
ORDER
1st
Meeting Called to Order
2nd
Adoption of Minutes – October 27, 2015
3rd
Disclosure of Pecuniary Interest and the General Nature Thereof
4th
Presenting Petitions, Presentations and Delegations
DELEGATIONS:
9:00 a.m.
Jessica Jaremchuk, Regional Manager, Frank Cowan Company with
PowerPoint titled “Elgin County Council Presentation” (attached)
9:05 a.m.
Dave Phillips, Town Crier Annual Report 2015 (attached)
9:15 a.m.
Kyle Cronk, Dexter Line Resident, Elgin County Shoreline
Management Plan concerns (attached)
9:30 a.m.
Dominique Giguere, Resident, Elgin County Shoreline Management
Plan concerns (attached)
9:45 a.m.
Elizabeth VanHooren, General Manager Kettle Creek Conservation
Authority with PowerPoint titled “Elgin County Shoreline Management
Plan” (attached)
10:15 a.m.
Laura Woermke, Executive Director, St. Thomas – Elgin Public Art
Centre – Annual Community Report 2015 (attached)
11:45 a.m.
Graham Warwick, Vice Chair, Land Division Committee – 2015 Land
Land Division Committee PowerPoint (attached)
11:55 a.m.
Jeff Lawrence, Tree Commissioner/Weed Inspector, Year End Report
for 2015 (attached)
5th
Motion to Move Into “Committee Of The Whole Council”
6th
Reports of Council, Outside Boards and Staff
7th
Council Correspondence
1)
2)
8th
OTHER BUSINESS
1)
2)
3)
9th
Items for Consideration
Items for Information (Consent Agenda)
Statements/Inquiries by Members
Notice of Motion
Matters of Urgency
Closed Meeting Items – (see separate agenda)
10th
Recess
11th
Motion to Rise and Report
12th
Motion to Adopt Recommendations from the Committee Of The Whole
13th
Consideration of By-Laws
14th
ADJOURNMENT
LUNCH WILL BE PROVIDED
NOTICE:
November 27, 2015
2015 Warden’s Dinner – Vienna Community Centre
December 8, 2015
Warden’s Election 7:00 p.m. (Official Attire)
December 10, 2015
County Council 9:00 a.m. (THURSDAY)
December 11, 2015
County of Elgin Christmas Party (CASO Station)
RECEPTION TO FOLLOW
1
DRAFT COUNTY COUNCIL MINUTES
Tuesday, October 27, 2015
The Elgin County Council met this day at the Administration Building at 9:04 a.m. with all
members present.
Warden Ens in the Chair.
ADOPTION OF MINUTES
Moved by Councillor Currie
Seconded by Councillor Mennill
THAT the minutes of the meeting held on September 22, 2015 be adopted.
- Carried.
DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF –
None.
Moved by Councillor Martyn
Seconded by Councillor Wiehle
THAT we do now move into Committee Of The Whole Council.
- Carried.
REPORTS
Update on Health Recruitment Partnership – Councillor McWilliam
Councillor McWilliam presented the report updating Council on the recent activities and
successes of the Health Recruitment Partnership.
Moved by Councillor McWilliam
Seconded by Councillor Marr
THAT the report titled “Update on Health Recruitment Partnership” from Councillor McWilliam,
dated October 15, 2015 be received and filed.
- Carried.
Procurement of Natural Gas Update – Senior Financial Analyst
The Director of Financial Services presented the report seeking approval to continue to use
the daily average spot market for the procurement of natural gas for the next three years.
Moved by Councillor Mennill
Seconded by Councillor Jones
THAT the County of Elgin continue to purchase natural gas at the daily average spot market
rate for the next three years.
- Carried.
Provincial Offences Act (POA) Facilities – Provincial Offences Supervisor
The supervisor presented the report updating Council on the progress made in obtaining a
meeting with the Minister regarding POA space needs.
THAT a copy of the report titled “Provincial Offences Act (POA) Facilities” dated October 13,
2015 be forwarded to MPP Jeff Yurek’s office; and,
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October 27, 2015
THAT a letter of appreciation for ongoing consideration be sent to the Minister’s office; and,
THAT the report titled “Provincial Offences Act (POA) Facilities” from the Provincial Offences
Supervisor, dated October 13, 2015 be received and filed.
- Carried.
September Budget Performance – Director of Financial Services
The director presented the report showing the budget comparison for September 2015
year-to-date.
Seconded by Councillor Wolfe
THAT the report titled “September Budget Performance” from the Director of Financial
Services, dated October 15, 2015 be received and filed.
- Carried.
Elimination of Provincial Subsidy for Library Databases – Library Coordinator
The coordinator presented the report outlining changes to the Library’s online resources as
a result of the elimination of a Provincial subsidy for library databases.
Moved by Councillor Marr
Seconded by Councillor Martyn
THAT renewal of certain on-line library databases to mitigate the elimination of a Provincial
subsidy be referred to the 2016 budget process; and,
THAT the report titled “Elimination of Provincial Subsidy for Library Databases” from the
Library Coordinator, dated October 20, 2015 be received and filed.
- Carried.
Elgin County Council Student Day – Director of Community and Cultural Services
The director presented the report requesting Council’s direction regarding the hosting of an
Elgin County Student Day.
Moved by Councillor Wiehle
THAT County Council hold an Elgin County Council Student Day on December 10, 2015.
- Carried.
Canada 150 Fund Application – Director of Community and Cultural Services
The director presented the report requesting Council’s endorsement of an application to the
Canada 150 Fund.
THAT Elgin County Council hereby endorses the County of Elgin’s application to the Canada
150 Fund for the projects outlined in the report “Canada 150 Fund Application” dated October
14, 2015; and,
THAT a copy of this report be sent to Karen Vecchio, M.P., Elgin-Middlesex-London.
- Carried.
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October 27, 2015
Accessibility Compliance Reporting for 2015 – Accessibility Coordinator
The coordinator presented the report outlining what the County has done in order to be in
compliance with The Accessibility for Ontarians with Disabilities Act (AODA).
THAT the report titled “Accessibility Compliance Reporting for 2015” from the Accessibility
Coordinator, dated October 13, 2015 be received and filed.
- Carried.
Multi-Year Accessibility Plan 2015 - 2020 – Accessibility Coordinator
The coordinator presented the report outlining updates to the County’s Multi-Year
Accessibility Plan for 2015 - 2020.
Seconded by Councillor McWilliam
THAT the Elgin County Multi-Year Accessibility Plan 2015 - 2020 be approved.
- Carried.
Bridge Weight By-Law – Director of Engineering Services
The director presented the report recommending that Council approve changes to the Bridge
Weight By-Law.
Moved by Councillor Wiehle
Seconded by Councillor Currie
THAT no vehicle or any class thereof, whether empty or loaded, shall be operated over any
bridge designated on Schedules No. 1 and No. 2 with a weight in excess of the weight limit
prescribed in the schedule for such bridge and that this by-law become effective until
October 22, 2017; and,
THAT this by-law become effective once the weight postings have been posted; and,
THAT By-Law No. 13-22 be repealed; and,
THAT the report titled “Bridge Weight By-Law” dated September 23, 2015 be received and
filed.
- Carried.
Flag Half-Masting Protocol Policy – Director of Engineering Services
The director presented the report recommending that Council approve a formal policy for
flag half-masting at County owned buildings.
THAT the Flag Half-Masting Protocol Policy be approved and adopted to identify halfmasting protocol for flags flown at County owned buildings.
- Carried.
Award of Tender - Winter Maintenance Services – Director of Engineering Services
The director presented the report seeking Council’s approval to select Clean Cut Lawn Care
for the Winter Maintenance Services Tender.
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October 27, 2015
THAT Clean Cut Lawn Care be selected for the Winter Maintenance Services Tender,
Contract No. 2015-34 at an estimated total price of $106,425 exclusive of H.S.T. for a threeyear term; and,
THAT Staff be authorized to extend the contract for two additional years, subject to
satisfactory contractor performance and pricing negotiations.
- Carried.
Emergency Response Vehicle Replacement – Director of Engineering Services
The director presented the report recommending that Council approve the acquisition of a
replacement Emergency Response Vehicle from Rowland Emergency to best meet the
needs of the County.
Moved by Councillor Jones
THAT the contract for the Supply and Delivery of one (1) Emergency Response Vehicle
(RFP# 2015-21) be awarded to Rowland Emergency and Specialty Vehicles; and,
THAT the additional funds required be sourced from Capital Project #2800-15-01; and,
THAT the 2004 Ford Excursion ERV be auctioned and the proceeds from the sale be used
to offset the additional funds required.
- Carried.
Reduced Speed Zones – Deputy Director of Engineering Services
The deputy director presented the report requesting Council approve several amendments
to the Reduced Speed Zone By-Law.
Moved by Councillor Wolfe
THAT the Reduced Speed Zone By-Law be amended to include the following:
1 – A new 60km/h zone be established on Plank Road from 350m north of Jackson Line to
230m south of Jackson Line; and,
2 – The existing 60km/h zone on Ron McNeil Line at Springwater Road be extended 225m
west; and,
3 – The existing 50km/h zone on Imperial Road north of Dexter Line be extended north on
Imperial Road for 525m; and,
THAT the OPP be notified of these changes.
- Carried.
East Road Resurfacing - Project Deferral – Deputy Director of Engineering Services
The deputy director presented the report informing Council that the East Road resurfacing
project has been deferred until 2016 as a result of unknown requirements for an adjacent
development.
THAT the report titled “East Road Resurfacing – Project Deferral” from the Deputy Director
of Engineering Services, dated September 25, 2015 be received and filed.
- Carried.
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October 27, 2015
Canadian Army - Communication Exercise – Deputy Director of Engineering Services
The deputy director presented the report requesting that Council approve the use of County
property for a Canadian Army communications exercise on November 21, 2015.
THAT the Warden and Chief Administrative Officer be authorized and directed to sign a
land use agreement with the Canadian Army to permit use of County property for a
communications training exercise on November 21st, 2015.
- Carried.
Road User Agreement - Tribute Resources Inc. – Deputy Director of Engineering
Services
The deputy director presented the report requesting authorization to revise an existing road
user agreement with Tribute Resources Inc.
THAT the Warden and Chief Administrative Officer be authorized and directed to sign an
agreement with Tribute Resources Inc. revising the October 21, 2014 agreement schedules
to add one additional crossing facility.
- Carried.
Road User Agreement - Rowe Energy Corporation – Deputy Director of Engineering
Services
The deputy director presented the report requesting authorization to renew a road user
agreement with Rowe Energy Corporation.
Seconded by Councillor Wiehle
THAT the road user agreement with Rowe Energy Corporation pertaining to Graham Road
in the Municipality of West Elgin be presented for execution subject to the terms and
conditions outlined in this report; and,
THAT the Warden and Chief Administrative Officer be authorized and directed to sign the
agreement.
- Carried.
Edison Drive Access Road - EA Update – Deputy Director of Engineering Services
The deputy director presented the report seeking Council’s approval to select a modular
bridge to replace the existing Vienna Bridge as the preferred option.
THAT the existing Vienna Bridge be replaced with a modular bridge as the preferred
solution to the Class EA; and,
THAT the Municipality of Bayham be requested to approve the modular bridge option as
the preferred solution to the Class EA Problem Statement; and,
THAT in concurrence with Bayham Council, the Vienna Bridge replacement be included
in the 2016 Capital Budget.
- Carried.
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October 27, 2015
Council recessed at 10:10 a.m. and reconvened at 10:25 a.m.
Withdrawal of Approval for a Plan of Subdivision: 1370934 Ontario Inc. (Mark Wales)
– Manager of Planning
The manager presented the report containing information required for Council to withdraw
final approval of the above noted plan of subdivision as per the owner’s request.
THAT Elgin County Council withdraws final plan approval for subdivision File No. 34T89003 Dixie Estates, Phase 3 and that the Owner and the Township of Malahide be given
notice of this decision.
- Carried.
Draft Approval for a Plan of Subdivision: 1873828 Ontario Ltd. (Dave Sparenberg) –
Manager of Planning
The manager presented the report containing the information required in order to consider
granting draft plan approval to the above noted plan of subdivision.
THAT the Council of the Corporation of the County of Elgin grants draft plan approval to
1873828 Ontario Ltd. c/o Dave Sparenberg Draft Plan of Subdivision (10065 Talbotville
Gore Road) in the Township of Southwold (Talbotville) File No. 34T-SO1501; and,
THAT staff be directed to provide notice of this decision subject to the conditions for final
approval in accordance with the Planning Act.
- Carried.
Approval for Official Plan Amendment (Township of Malahide) File No. MA-OPA14-15
– Manager of Planning
The manager presented the report providing County Council with information required in
order to consider granting approval to the above noted Official Plan Amendment.
THAT the Council of the Corporation of the County of Elgin gives approval to Official Plan
Amendment No. 14 to the Township of Malahide Official Plan, File No. MA-OPA14-15; and,
THAT staff be directed to provide notice of this decision in accordance with the Planning Act.
- Carried.
Renewal of Franchise Agreement with Natural Gas Limited (NRG) – Marketing and
Communications Coordinator
The coordinator presented the report requesting approval to enter into a franchise agreement
with Natural Gas Limited (NRG) for the distribution, transmission, and storage of Natural Gas
in Elgin County.
THAT a franchise agreement between Natural Resource Gas Limited and the Corporation of
the County of Elgin to distribute, store and transmit natural gas in Elgin be approved; and,
THAT draft By-Law 15-25 “Being a By-Law to Authorize a Franchise Agreement between
the Corporation of the County of Elgin and Natural Resources Gas Limited” be approved
and submitted to the Ontario Energy Board; and,
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October 27, 2015
THAT County Council request that the Ontario Energy Board make an Order declaring and
directing that the assent of the municipal electors to the draft By-Law is not necessary.
- Carried.
2015 International Economic Development Council Award – Marketing and
Communications Coordinator
The coordinator presented the report informing Council that Elgin County has received an
International Economic Development Award for its Savour Elgin/Elgin Arts Trail Discovery
Guide.
THAT the report titled “2015 International Economic Development Council Award” from the
Marketing and Communications Coordinator, dated October 9, 2015 be received and filed.
- Carried.
YWCA Agreement Renewal – Director of Homes and Seniors Services
The director presented the report recommending that Council renew an agreement with the
YWCA to use the pool at Terrace Lodge.
THAT Council direct staff to negotiate at minimum a 1.5% increase for the 2015/2016
agreement with the YWCA; and,
THAT Council direct staff to sign the 2015/2016 agreement with the YWCA.
- Carried.
Homes - Social Work Services – Director of Homes and Seniors Services
The director presented the report recommending that Council authorize staff to enter into a
one-year contract for the provision of social work services at Elgin’s long-term care homes.
THAT Council authorize staff to sign the Social Worker agreement for a one-year (1) term
at the hourly rate of $35.00 with option for renewal of an additional one-year (1) term.
- Carried.
Homes - Documentation Consultant – Director of Homes and Seniors Services
The director presented the report informing Council that a documentation and coding
consultation for all 3 County of Elgin Long-Term Care Homes have been conducted by
SCK Health Consulting Inc. The ultimate goal of this consultation is to ensure data accuracy,
positive resident care outcomes, achieve improvements in quality indicators and fair
reimbursement through the CMI funding beginning 2017.
THAT the report titled “Homes – Documentation Consultant” from the Director of Homes
and Seniors Services, dated October 21, 2015, be received and filed.
- Carried.
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October 27, 2015
CORRESPONDENCE
Items for Information (Consent Agenda)
1. Charlotte McDonald, Community Coordinator, Eat2Learn, thanking council for the
support to the School Nutrition Programs and 2015 grant.
2. Pat Kinch, Manager, Source Protection Programs Branch, Ministry of the Environment
and Climate Change, with amendment to the extension of the Source Protection
Municipal Implementation Fund (SPMIF) grant funding agreement.
3. Heather McClintock, Assistant Manager, Sustainable and Innovative Transportation
Office, Ministry of Transportation, informing council that the Ontario Municipal Cycling
Infrastructure Program (OMCIP) Expression of Interest was not selected.
4. Patricia Li, Assistant Deputy Minister, Ministry of Health and Long-Term Care,
announcing a one time funding for 2015-2915 to support Ebola Virus Disease (EVD)
preparedness costs.
5. Nancie J. Irving, CMO, Town of Aylmer, informing Council of resolutions re:
a) September 8th County Council correspondence re: Aylmer Library Space Needs
(Resolution 461-15)
b) Aylmer Library Location Options – Direction from Aylmer Council (Resolution 462-15)
6. Madeleine Meilleur, Attorney General, responding to concerns regarding the increase of
Provincial Offences Act (POA) cost recovery rates for adjudication and the monitoring
and enforcing of POA transfer agreements.
7. Yannick Landry, Counsel, CN, advising of active railway line that cannot be removed
between Cayuga and St. Thomas.
8. Gary McNamara, AMO President, with information on the Federal Gas Tax Fund.
THAT Correspondence Items #1 – 8 be received and filed.
- Carried.
OTHER BUSINESS
Statements/Inquiries by Members
Councillor Mennill remarked that he has had lots of positive comments regarding the
resurfacing of Imperial Road between Aylmer and Port Bruce.
Councillor Jones attended the Enterprise Elgin Business Plan Competition Finale hosted by
the Elgin Business Resource Centre and the County of Elgin on October 21, 2015. He
thanked the EBRC and Economic Development departments for hosting this “Dragon’s
Den” style business competition.
The Marketing and Communications Coordinator provided an update on the Elgincentives
Community Improvement Plan. Laurence Grant has been awarded $15,000 under the
program for façade improvements and restoration of the Iona General Store, energy
efficiency improvements, and the creation of a bed and breakfast. Great Lakes Farms will
receive $11,500 for upgrades to its cold storage system.
Notice of Motion – None.
Matters of Urgency – None.
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October 27, 2015
Closed Meeting Items
THAT we do now proceed into closed meeting session in accordance with the Municipal Act
to discuss matters under Section 240.2 (b); four items: personal matters about an
identifiable individual, including municipal or local board employees – Workers’ Safety and
Insurance Board (WSIB) Appeal Decision; Contract Considerations for County Planning;
In-House Legal Counsel and POA Prosecutor Contract Proposal; and Verbal Update on
Personal Matter about an Identifiable Individual.
- Carried.
THAT we do now rise and report.
- Carried.
THAT the confidential report titled “Workers’ Safety and Insurance Board (WSIB) Appeal
Decision” from the Manager of Human Resources, dated October 9, 2015 be received and
filed.
- Carried.
THAT the Chief Administrative Officer be authorized and directed to sign a contract extension
to December 31, 2016 with the incumbent County Planner under the existing terms of
conditions of the present contract; and,
THAT the Chief Administrative Officer be authorized and directed to survey Elgin’s municipal
partners to compare local land use planning costs as against the costs and services provided
by a County Planning function and report back to Council.
- Carried.
THAT the Warden and Chief Administrative Officer be authorized and directed to negotiate
and sign a five year contract with Mr. Stephen Gibson (commencing on January 4, 2016) as
In-House County Barrister and Solicitor according to the terms and conditions outlined in
the confidential report titled “In-House County Solicitor and POA Prosecutor” dated October
20, 2015; and,
THAT Mr. Gibson’s services be offered to Elgin’s lower-tier partners on a cost-recovery fee
for service basis; and,
THAT the Chief Administrative Officer be authorized to increase the Secretarial/Administrative
support in the Administrative Services Department from part-time to full-time, should the
demand for legal services warrant additional support in the future; and,
THAT the necessary by-law be prepared.
- Carried.
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October 27, 2015
THAT the confidential verbal update about an identifiable individual be received and filed.
- Carried.
Motion to Adopt Recommendations of the Committee of the Whole
Seconded by Councillor McWilliam
THAT we do now adopt recommendations of the Committee Of The Whole.
- Carried.
BY-LAWS
THAT By-Law No. 15-25 “Being a By-Law to Authorize a Franchise Agreement between the
Corporation of the County of Elgin and Natural Resource Gas Limited” be read a first,
second and third time and finally passed.
- Carried.
THAT By-Law No. 15-26 “Being a By-Law to Restrict the Weight of Vehicles Passing Over
Bridges and to Repeal By-Law No. 13-22” be read a first, second and third time and finally
passed.
- Carried.
THAT By-Law No. 15-27 “Being a By-Law to Confirm Proceedings of the Municipal Council
of the Corporation of the County of Elgin at the October 27, 2015 Meeting” be read a first,
second and third time and finally passed.
- Carried.
ADJOURNMENT
Moved by Councillor McWilliam
THAT we do now adjourn at 11:40 a.m. and meet again on November 24, 2015 at the
County Administration Building Council Chambers at 9:00 a.m.
- Carried.
Mark G. McDonald,
Chief Administrative Officer.
Paul Ens,
Warden.
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Elgin County
Council Presentation
November 24th, 2015
12
Agenda
1. Municipal Insurance Program
2. 2015 Renewal Report
13
2
You cant control everything…
That’s why we have insurance
14
Municipal Coverages
•
•
•
•
General Liability
Errors & Omissions
Non Owned Auto
Environmental
Liability
• Crime
• Councillor’s Accident
•
•
•
•
Conflict of interest
Legal Expense
Property
Equipment
Breakdown
• Automobile
15
General Liability Insurance
• $25,000,000 Limits
• The Frank Cowan Company Municipal Program
incorporates a comprehensive and broadly
worded liability policy.
• Liability coverage provided for Bodily Injury,
Property Damage, and Personal Injury
16
Errors and Omissions Liability Insurance
•
•
•
•
$25,000,000 Limits.
This is a claims-made policy
Broad Form definition of Insured applies
Third party financial loss due to alleged wrongful
acts
17
Non-Owned Automobile Insurance
• $25,000,000 Limits.
• Provides legal liability protection against claims
arising out of accidents involving vehicles not
owned by the Insured but being operated on
their behalf.
18
Environmental Liability Insurance
• $2,000,000 Limits per claim.
• $4,000,000 Limits per year.
• This is a policy that protects the Insured from
environmental liability for claims because of
bodily injury, property damage and the
prevention, control, repair, clean-up or
restoration of environmental impairment.
19
Crime Insurance
• $1,000,000 Bond Limits.
• $200,000 Money & Security Limits.
• The Commercial Blanket Bond insures the loss
of money, securities or other property sustained
through the fraudulent or dishonest acts of any
of the Insured’s Employees and Board
Members.
20
Councillor’s Accident
• Coverage applies while the individual is acting
within the scope of their duties, including all
travel required.
• Coverage applies to Insured Persons under the
age of 80 years.
21
Conflict of Interest
• $100,000 Limits.
• This policy provides for the reimbursement of legal
fees and expenses incurred by the elected or
appointed members of Council who are charged
under the Municipal Conflict of Interest Act (or other
similar provisions of other Provincial legislation)
provided that a court finds:
• (1) there has been no contravention, or
• (2) contravention has occurred by reason of
inadvertence, remoteness, or insignificance, or
• (3) contravention has occurred by reason of a
bona fide error in judgment.
22
Legal Expense Insurance
• $100,000 Limits per Claim.
• $250,000 Limits per Year.
• This policy provides for reimbursement of costs
incurred, (up to Limit of Insurance and Aggregate
Limit) for legal defence by the Insured for charges
under:
• Provincial statute or regulation;
• Criminal code coverage when being investigated
or prosecuted. Coverage is applicable whether
pleading guilty or a verdict of guilt is declared;
• Civil action for failure to comply under privacy
legislation.
23
Property Insurance
• Limits in Excess of $70 million
• This policy provides “All Risk” coverage to
protect the Insured’s assets from direct physical
loss or damage.
• Blanket Amount on Insured Property
• Replacement Cost (unless specified on the
Highlights of Coverage).
• Replacement on Same Site not required.
24
Equipment Breakdown Insurance
• Up to Limits of $50,000,000
• Insures for sudden and accidental breakdown to
boilers, pressure vessels, mechanical and
electrical objects and electronic equipment.
25
Automobile Insurance
• Coverage is provided for Third Party Liability for
Bodily Injury and Property Damage arising from
the use or operation of all licensed vehicles
owned and/or leased by the Insured.
• Replacement Cost coverage provided on
specified vehicles
26
2015 Renewal Report
• Expiring premium  $355,869
• Renewal Premium  $361,762
27
THANK YOU
28
Jessica Jaremchuk BA, LL.B
Regional Manager
[email protected]
excellence.frankcowan.com
frankcowan.com
29
David Phillips
Town Crier for the County of Elgin County
Report to County Council 2015
January 31 May 2 May 16 May 17 May 30 May 30 June 12 June 13 June 13 June 14 July 1 July 1 July 1 July 1 July 11 July 12 August 30 September 5 September 13 -
Celebration of the Scotts - Dutton
St. Thomas Railway City fish fry for Big Brothers Big Sisters - CASO Station
Road to Culloden - Backus Page Museum
Road to Culloden - Backus Page Museum
741 Royal Canadian Air Cadets - Parkside Collegiate Institute - St. Thomas
A&W - BBQ and carwash for MS - Dutton
Rosy Rhubarb Opening Ceremonies - Shedden
Rosy Rhubarb - Shedden
71st Birthday cry - Derrick Pickering at Rosy Rhubarb
Rosy Rhubarb - Shedden
Canada Day - 150th Anniversary Port Burwell Lighthouse
Canada Day - Port Burwell
Canada Day - Dutton
Canada Day - Aylmer
Open Doors - Aylmer
Living History weekend - Backus Page Museum
On Track Elevated Park - Picnic
Reopening of Port Stanley Pier to public
Oakville Town Crier Betty Kading’s Memory Tree Planting - Orangeville,
representing the Ontario Guild of Town Criers
October 17 -
2015 John Kenneth Galbraith Literary Award at West Elgin Dramatics Society
Theatre - Dutton
November 1 November 7 November 8 November 8 November 8 -
Attended Dr. Hofhuis’ Open House - Port Stanley
Honouring our vets - Military Heroes - Dutton
Honouring our vets - Military Heroes - Dutton
Remembrance Day Service - Shedden
Dutch Canadian Friendship Garden Dedication - with guest Town Crier from
Holland, Michigan, John Karsten – Dutton
November 10 November 11 November 11 December -
Remembrance Day Evening Service - Dutton
Dutton Dunwich Public School Remembrance Day Assembly
St. Mary’s Catholic School
Hamilton presenting the 2015 winner of the John Kenneth Galbraith Literary
Award with her engraved medal & cheque. She was in Panama and missed
the ceremony when she won the award.
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02 November 2015
Board Members of the KCCA, LTVCA, CCCA, LPRCA and
Council Members of Elgin County.
I am writing to express my concerns with the proposed revisions
by the Kettle Creek Conservation Authority to its policy and its
impacts on local landowners.
The proposed policy changes of Kettle Creek’s Conservation
areas are inappropriate and fail to take into account the
draconian impacts that the proposed policy will have on the
rights of landowners. The existing policy that is in place provides
landowners with the right to protect their property from adverse
effects and if they choose they can install erosion processes that
assist in saving and protecting their land.
Kettle Creek’s new policy takes away the rights of landowners.
It is my understanding that our legal system is premised on one
of “due process” and founded on the principles of procedural
fairness. Unfortunately, we have not been provided with due
process or procedural fairness in our dealings with the Kettle
Creek Conservation Authority (“KCCA”).
As you may know, my wife Isabel and I purchased our property
approximately five (5) years ago with the intent to build our dream
home and retire there. Prior to purchasing the property, we did
our due diligence and asked numerous questions of the
regulators to ensure that we made an informed decision about
what we could and could not do to improve our property. We
approached the KCCA to ask what work we could undertake at
the property recognizing that our property lines had a long lake
frontage. We received a written confirmation from the KCCA that
erosion control was possible and that our application would be
considered and processed by the KCCA. We then spoke to
Central Elgin and asked similar questions. Based on the
responses to our questions we proceeded to purchase the
2743465.1
2743091.1
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property and initiated our application for shoreline erosion
protection.
Our concern with the policy being proposed is the long lasting
negative impacts that will result into the future. What happens in
the next several years when under the new policy provisions the
erosion is behind Port Bruce and cuts into Cat Fish Creek. Port
Bruce will be washed away and no longer exist. What about the
impacts to private properties? Do you not think it is time to look
ahead. What happens when the lake gets to Sparta. Ensuring
that erosion is controlled is the KCCA’s practice over the last 50
to 100 years.
We should look to our neighbours to the south - look at the
shoreline. Most of it is protected. Consider the practices that
occur in Leamington the Essex Region Conservation Authority
appears to be protecting the shoreline,
I am not asking for a miracle. I am asking for the continued
protection of my property so that it is safe for my family. My
rights should not be overlooked. It is important for each property
to be assessed on its own merits. A blanket policy is wrong and
will result in long term impacts.
In my opinion, it is inappropriate to hire a company from Ottawa
to look at Lake Erie. This simply does not make sense. The
present policy is effective and appropriately protects the
shoreline.
I have done my due diligence. Once my foundation cracks on my
house, as a result of the uncontrolled erosion, whose fault will it
be –KCCA? The County?
How does the KCCA propose that my wife and I move our 3,000
Square foot house? How can KCCA stand by and watch me
watch my family home be destroyed without considering any
steps to protect it from the uncontrolled erosion that is occurring.
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A revetment at my sole cost and expense is the only way to
protect my property. The KCCA should not be taking away my
property and property rights.
The KCCA proudly celebrated their 50 year anniversary and told
everyone in the paper how great they are and how they protect
people and property. My concern is that the KCCA have
obstructed my efforts to protect my family home.
We ask that you defer this policy until you have conducted
complete due diligence and taken into account the private
property owners who are truly impacted by this change.
Kyle and Isabel Cronk
Dexter Line
2743465.1
2743091.1
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DATE: FROM: November 13, 2015 Elizabeth VanHooren General Manager Kettle Creek Conservation Authority on behalf of Lower Thames Valley Conservation Authority (LTVCA), Catfish Creek Conservation Authority (CCCA) and Long Point Region Conservation Authority (LPRCA) RE: Elgin County Shoreline Management Plan RECOMMENDATION: That the County of Elgin adopt the Elgin County Shoreline Management Plan and incorporate it into the Elgin County Official Plan; and That the Elgin County Shoreline Management Plan as adopted be forward to the shoreline municipalities for their endorsement. BACKGROUND: On behalf of the Steering Committee Ms. VanHooren will present the report to council. The full report may be viewed at the following link: http://www.kettlecreekconservation.on.ca/wp‐
content/uploads/2015/10/ElginCoSMP‐2015.10.13.pdf Maps can be viewed by contacting your local conservation authority. In 2014 the Catfish Creek Conservation Authority (CCCA), Kettle Creek Conservation Authority (KCCA), Long Point Region Conservation Authority (LPRCA) and Lower Thames Valley Conservation Authority (LTVCA) and the County of Elgin and its shoreline municipalities collaborated on an Elgin County Shoreline Management Plan (SMP). Prior to 2014, CCCA, KCCA, LPRCA and LTVCA had separate Shoreline Management Plans covering the coastal zone of the Lake Erie shoreline in their respective watersheds. These reports were prepared independently by the same consultant in the late 1980s or in the case of LTVCA were a compilation of different reports pertaining to shoreline erosion and management. The existing plans were out‐of‐date and needed to take into consideration current mapping and technical standards pertaining to shoreline hazards. A collaborative approach to shoreline management for the entire north shore of Lake Erie within Elgin County provided a more consistent technical study area and guide for municipal land‐use planning along the shoreline and a more accurate investigation into the dynamics of the entire extent of the shoreline rather than a sectional or watershed view. In addition, a joint plan eliminated the retention of multiple consultants and streamlined meeting and administrative costs. 35
Elgin County Council agreed to cover fifty per cent of the project costs with lower tier shoreline municipalities being asked to fund the other half based on the amount of shoreline within their jurisdiction. The project was tendered in 2014 and the winning bid was submitted by W.F. Baird & Associates for $186,000. While the price of the project was over the projected budget of $144,000 the conservation authorities felt strongly about the quality of product offered by Baird and agreed to cover the shortfall. In addition, because of the collaborative nature of the project Environment Canada came to the table with $40,000. Three Open Houses were held in August 2014, one in West Elgin, one in Central Elgin and one in Port Burwell. At each Open House an afternoon and evening session was held. A formal presentation was provided on the development of the SMP and the consultant presented the preliminary findings and management approaches. In addition, a select number of the draft hazard maps were on display for the attendees to view. Each session also included a question and answer sections. A synopsis of these sessions is included in Appendix C of the SMP. Drafts of the report including its recommendations were vetted through the Technical Advisory Committee, which included representatives of each Conservation Authority, the County of Elgin, the shoreline municipalities and MNRF. Once approved by each individual CA board the SMP will be presented to Elgin County Council for adoption and incorporation in the County’s Official Plan. SUMMARY The Elgin County SMP contains eight main chapters. Chapters One to Four outline the background and purpose of the study, detail the technical analysis, and describe the region’s shoreline hazards and the overall coastal management approach. Chapters 5 – 8 each pertain to an individual CA. While the report needs to be read in its entirety, the individual chapter pertaining to a CA is in essence an executive summary for each CA and clearly outlines management approaches unique to its jurisdiction. The consultant traversed the Elgin County shoreline from the west to the east boundary in July 2014 visiting a total of 51 sites and was struck by the severity of the erosion. The plan itself was shaped from the following objectives: 
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Maintain natural physical processes along the coast Protect and restore coastal habitat Focus new development in the port communities No negative impact for new development Standardize interpretation of the SMP Regular communication of coastal hazards Maintain public access to the coastline in port communities Shoreline erosion is a natural process along the north shore of Lake Erie and is an important source of new sand and gravel for these littoral systems. Sediment eroded from the bluffs is transported along the shore and ultimately accumulates in large depositional features along the coast, such as the Long Point and Rondeau sand spits. To maintain natural coastal processes along the north shore of Lake Erie and 36
protect these significant natural heritage features requires a holistic regional scale approach to coastal management. The Elgin County SMP recognizes the inter‐connected nature of the coastline and the need to manage the coast at large spatial scales. This approach is similar to the principals of Section D2 in the Elgin County Official Plan (2012) for protecting and restoring water resources, which recognizes that watersheds are the appropriate scale for effective planning and management of issues related to water. The study area, as defined by the spatial extent of the Elgin County shoreline, represents approximately 90 km of Lake Erie coastline. In order to quantify coastal hazards and establish suitable management objectives, the shoreline was sub‐divided into a series of reaches that featured similar geologic and geomorphic conditions, land use patterns, and exposure to coastal hazards. The primary shoreline reach types are summarized as High Bluff, Large Beaches, Port Lands and Navigation Channel and Residential Development in Port Communities. Each reach and its overarching management recommendation is described below. High Bluffs: Managed Retreat Baird & Associates confirmed that erosion rates in the study area are some of the highest in the Great Lakes Region, ranging from a low of 0.6 m/yr to a high of 4.5 m/yr. To put these rates in context the average annual recession rate on Lake Ontario is 0.26 m/yr and Lake Michigan is 0.3 m/yr. The previous shoreline management plans used an average annual recession rate to generate the hazard mapping. However, to generate the mapping for the Elgin County Shoreline Management Plan the annual average rate of recession was used plus one standard deviation. If the annual average rate of erosion is used, the erosion hazard setback would only be 50% successful at mitigating future erosion over the 100 year planning horizon in Elgin County. The annual average rate of erosion plus one standard deviation is 86% successful at locating future development landward of the eroding bluff over the 100 year planning horizon. The new mapping was shown during the public consultation. Losses due to erosion in the high bluff areas are not limited to agricultural land but affect road networks, building and utility lines. Therefore, the SMP recommends that no additional shoreline protection structures be permitted along the High Bluff coastline in Elgin County. The recommended approach is “managed retreat” which includes relocating structures and critical infrastructure, such as roads, when the erosion hazard reaches a critical threshold, (e.g. within the 3:1 stable slope setback.) Large Beaches: Protect Dune Habitat and Promote Public Access Each of the four Port Communities feature jettied navigation structures which protrude into the lake at varying distances, trapping sediment in fillet beaches. Over time, both Port Bruce and Port Burwell Provincial Parks were established because of this process. These areas should be protected with ongoing investments in associated facilities including parking and multi‐use trails. Navigation Channels: Maintain Flood Conveyance and Sediment Bypassing 37
The jettied navigational structures in the four port communities were initially constructed to improve navigation into the river mouths and marina basins for commercial vessels and local fishing fleets. Maintaining the hydraulic conveyance in these navigation channels is required to mitigate flooding risks and ice jamming upstream. Before extending the harbour jetties in the future it is recommended that technical investigations be undertaken to capture key physical processes such as littoral cell. Recommendations include quantifying rates of sediment accumulation in the fillet beaches using historical and modern bathymetry and aerial photography. Port Community Development: Hold the Line Elgin County features four prominent port communities, including Port Glasgow, Port Stanley, Port Bruce, and Port Burwell and are all important economic components of the local economies. Given the high long‐term erosion rate in Elgin County, some of the waterfront development in these communities is protected with engineering structures, such as rock revetments, steel sheet pile walls, and ad hoc structures (e.g. dumped concrete rubble). The shoreline protection is typically located on the downdrift (east side) of the port communities since the western beaches feature a long‐term accretion trend. The SMP recommends that this existing shoreline protection should be maintained to “Hold the Line” and stop any further erosion in these areas of high settlement density. Further, shore parallel or linear development along the eroding bluff crest should be discouraged. Where possible, community planning should focus on maintaining public open spaces along the lakeshore and connecting the existing and new residential areas to the lake with a multi‐
use trail system. Based on the severity of the erosion hazards in Elgin County and the results of the geo‐technical engineering review, two additional hazard mapping lines were developed during the study: Zone of Pending Failure and Zone of Higher Risk. Based on site observations and the geotechnical review completed for the SMP, the tablelands located in a 10 m buffer from the existing top of bank have been identified as a “Zone of Pending Failure”. Within this narrow strip of land along the top of bank, it is not a question of “will” the land be lost due to erosion, it is just a question of “when”. While this is a non‐regulatory line the SMP recommends that landowners be educated on the hazards associated with any activity in close proximity to the eroding bluff. A 3:1 stable slope setback is included on all the hazard maps generated for the SMP, with all the tablelands within this zone forming the Zone of Higher Risk. The 3:1 stable slope setback is also presently a non‐regulatory line with respect to the existing development. However, for proposals dealing with new development the SMP uses the 3:1 setback line as part of the formula to define the locations of regulated lands. Finally, the SMP identified a policy gap that conservation authorities and municipalities will have to consider in the future. In most cases, buildings constructed decades ago, long before present regulatory guidelines, when the top of bank was much further lakeward are now within the Zone of Higher Risk. Ongoing erosion processes will bring the top of bank within close proximity to the existing development. The regulatory authority of the CA pertains to new development on hazard lands not existing development that becomes threatened due to erosion and bluff recession over time. Currently, there is no regulatory or policy regime to address this development risk. 38
The SMP recommends that landowners within both the Zone of Pending Failure and Zone of Pending Risk be educated on the hazards associated with any activity in close proximity to the eroding bluff, and further that conservation authorities and municipalities advocate with the province to provide for solutions to the policy gap noted above. Shoreline management plans were first developed twenty‐five years ago when shoreline erosion first became a concern along the Great Lakes, jeopardizing development and municipal infrastructure. In the past, the province acquired hazard lands, but this became too expensive. Instead, regulating agencies turned to development policies that would direct development away from hazards. The problem is that erosion is catching up to the planning horizon. The never‐ending lake erosion is now reaching structures that were developed within a safe zone twenty‐five years ago or more. The goal of shoreline management plans is not to stop shoreline erosion. Shoreline erosion is unstoppable. SMPs are designed to help regulators evaluate future development permits and assess infrastructure at risk along the Lake Erie shoreline. The Elgin County Shoreline Management report provides landowners with best management practices to help slow shoreline erosion and to avoid exacerbating coastal hazards. Some of the best management practices include: 
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Maintaining tile drain outlets so they don’t drain down the bluff face Avoiding dumping debris on the bluff crest Utilizing vegetated buffer strips along the bluff crest. The lost revenue from cropping the land might be small versus the savings in avoided erosion Locate lightweight moveable structures, such as gazebos landward of the Zone of Higher Risk NEXT STEPS The Elgin County Shoreline Management Plan and its associated recommendations have been vetted through the Steering Committee and Technical Advisory Committees. The plan has now been adopted by the Lower Thames Valley Conservation Authority, the Long Point Conservation Authority and the Catfish Creek Conservation Authority. It will be considered by the Kettle Creek Conservation Authority Board of Directors at its November 18, 2015 Full Authority meeting. At a meeting on September 29, 2015 the SMP Steering Committee passed the following motion: Moved by: Sally Martyn Seconded: Cliff Evanitski That the Technical Advisory Committee established for the purposes of the development of the Elgin County Shoreline Management Plan remain in place to collaboratively consider how the plan’s recommendations may be carried out. Carried There is merit in continuing the Technical Advisory Committee to collaboratively address some of the recommendations included in the plan and to continue to work cooperatively on shoreline erosion 39
issues. CA Boards, the County of Elgin and the shoreline municipalities will be encouraged to continue to name a representative to this body so that discussion on how to enact many of the recommendations in the report can be achieved. 40
Elgin County
Shoreline Your
Management
Plan
What’s
Message?
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42
Lower Thames
Kettle Creek
Catfish Creek
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Long Point
Lower Thames
Kettle Creek
Catfish Creek
Conservation Authorities
LTVCA, KCCA, CCCA, LPRCA
Steering Committee (SC)
Technical Advisory Committee (TAC)
County of Elgin Shoreline Municipalities
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Long Point
The Process
Data Analysis Public Consultation
• Three Open Houses (6 Sessions)
• Draft Recommendations, Draft Mapping Plan Writing
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• Literature Review
• Shoreline Reconnaissance
• Generate Hazard Mapping
• Community Input Incorporated
• TAC review and revisions
What was confirmed?
The rate of erosion ranging from 0.6m/yr
to a high of 4.5 m/yr
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What was confirmed?
Need to protect life and property from this natural hazard with preventative measures … development setbacks, prohibitions
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What is new?
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No Armoured Shorelines in high bluffs
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Mapping
What is new?
Erosion Hazard Limit = Stable Slope + 100 year erosion rate
3:1 Stable Slope Allowance
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Mapping
What is in the plan?
• Uses the Lake Erie watershed as a ecologically meaningful scale for planning
• Speaks to the significance of coastal wetlands and the need to protect them
• It recommends against development and site alteration in areas of significant coastal wetlands
• It recommends that new development be kept out of hazardous lands that could be unsafe for development due to naturally occurring processes
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Steering Committee Schedule of Approvals October 19
Municipal Info Sessions
Southwold
West Elgin
Dutton Dunwich
Bayham (report)
Central Elgin
Malahide
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CA Board Approvals
Lower Thames
Long Point
Catfish Creek Kettle Creek
Mapping
Why County Approval ?
• Provides a broad upper tier policy framework
• Sets a framework for coordination and cooperation amongst the local municipalities and the County on planning and development issues 5 year Review
Consistency
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Ongoing Collaboration
Mapping
Our Work is not Done
• For the CA’s approval of the plan by our Boards means it becomes a regulatory document that will inform policy and decisions relative to CA Natural Hazard Regulations
• The CA’s collectively and on their own will be looking at their individual CA policies and updating them as necessary …. this may involve public information sessions
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Why aren’t you protecting me?
Public Consultation
• We pay taxes to three levels of government … the government should fix the problem. • I can’t afford to lose any more land.
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Mapping
Our Work is not Done
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Education and Outreach
Education and Outreach
Maintain a vegetated buffers
Regularly monitor drains 57
Process Moving Forward
Plan Approval
Policy Development
Policy Approval
Outreach and Education 58
Public Information Sessions
County of Elgin
That the County of Elgin adopt the Elgin County Shoreline Management Plan and incorporate it into the Official Plan and forward the adopted plan to the shoreline municipalities for their endorsement. 59
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It is the mission of the St. Thomas-Elgin Public Art Centre to encourage and support an appreciation for and support the practice of the visual arts in St. Thomas and Elgin County
through a variety of exhibitions, educational programs and through the preservation of a
permanent collection.
Essential to the success of any organization is the ongoing cooperation of its supporters. The
Art Centre thanks the County of Elgin and the City of St. Thomas, it membership, donors,
grantors and sponsors for their generous support.
The St. Thomas-Elgin Public Art Centre is a highly valued and respected art centre that is a
focal point for the St. Thomas-Elgin community. The Art Centre is dedicated to fostering a
welcoming, enriching and engaging environment of art and creativity, which inspires, challenges and educates our community.
Attendance (Oct 2014 to Oct 2015)
Social Media
Visitors to exhibitions 4970
Twitter 3869
Tours and Community Outreach 2250
Facebook fans 1731
Adult Programming 308
Instagram 230
Children Programs 1072
Website 22134
Special Events and Programs 1665
Pinterest 54
Facility rentals 2560
Total attendance 12825
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Our 2015 report records the events of the past year, one of many accomplishments in which
we take great pride, challenges we met, and new programs that have moved us forward in
our mission of engaging people with the visual arts. But this publication isn't just a way to
communicate our numbers and our accomplishments, it's also a roadmap for how we continually strive to improve and enhance healthy community through arts and culture. Our
hope is that with every year we are inspiring change that will make the Art Centre, our members, our volunteers and the communities we serve more engaged with art today, tomorrow
and in the years ahead.
In 2015, we continued our commitment to artists who hail from St. Thomas, Elgin County and
the regional area, with incredible exhibitions from Larry Russell, Jeff Willmore and selections
from our permanent collection. This fall we re-energized our exhibition area with our first annual juried art exhibition, featuring forty local/regional artists and an intersection of art, music
and poetry at the West End Arts Mingle.
The St. Thomas-Elgin Public Art Centre is focused on the future. For the past number of years
we've had a clear plan, and the plan is working. We continue to attract new audiences,
and to build on past success with new programs and exhibitions.
The staff at the Art Centre are professional, dedicated and extremely hard working. They
are committed to the communities in which they live. Year after year, they redefined what
it means to make a difference. They deliver critical services and make an enormous impact
on all the visitors - young and old, and for that we should be all grateful.
In coming months and the new year we invite you to visit the Art Centre to experience our
exhibitions and to participate our programs. We hope that you will learn something new
about art, culture and about your local artists and their role in the world. We are sure that
you will be surprised and impressed by something unexpected, and will go away feeling
proud of your St. Thomas-Elgin Public Art Centre.
The St. Thomas-Elgin Public Art Centre is committed to engaging people in an enhanced experience with art, through its professional collection, preservation, exhibition and interpretation. As a public institution, the Art Centre has a responsibility to the art-loving public to con62
tinue its commitment to encouraging and supporting the appreciation for the visual arts in
St. Thomas and Elgin County and to presenting exhibitions that have a wide appeal.
On display at the Art Centre are exhibitions of both historical and contemporary art. These
exhibitions help tell the stories and histories of St. Thomas and Elgin County artists and the
community. Gallery Three features artwork which is held in trust by the art centre. A special
exhibition titled “On Loan”, featured works by local artist, Clark McDougall which celebrated his special place in our community and highlighted artwork in the community as estates
loaned work from their private collections to hang on the Art Centre walls.
A few examples of our 2015 temporary exhibitions include recent works by Michael Durham,
the interactive exhibition by Ron Milton and Cultural Properties, which drew work from the
permanent collection and told the story of St. Thomas and Elgin County through works
deemed cultural assets by Heritage Canada.
Our collection is diverse and is accessible to all. We are the hub of artistic and cultural energy, and an inspiring resource for St. Thomas and Elgin County. Works from the permanent
collection were loaned to shows across the county and regions, including works by local artist Ron Kingswood and Ron Milton in the exhibition “On the Trail of the Monarch Butterfly” –
September 8 to December 24, 2015 at the Elgin County Museum and “Maurice Stubbs – Primary Forces” at the McIntosh Gallery, University of Western Ontario.
This past year we have pursued partnerships with local collectors to produce exhibitions,
and broaden the reach of the projects and exhibitions. Special attention has been paid to
highlighting local and regional artists, through solo projects and group exhibitions highlighting the strength of the artistic practice. “In View of the Artist” was a juried exhibition produced by the Art Centre, and juried by Gerald Pedros.
Larry Russell – Mind & Memory
Curator: Laura Woermke
Gallery One and Two
January 10 to February 28, 2015
Selections from the Permanent Collection
Gallery Three
January 10 to February 28, 2015
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Michael Durham – Home and Away
Gallery One and Two
March 7 to April 18, 2015
Michael Durham
Gallery Three
March 7 to April 18, 2015
Ron Milton – The Who, The How, The Why
Gallery One, Two and Three
April 25 to June 7, 2015
Gerald Pedros – Taking a Line for a Walk
Gallery One and Two
June 13 to July 25, 2015
Gerald Pedros – Taking a Line for a Walk
Video Projection – Brian Saby
Gallery Three
June 13 to July 25, 2015
Cultural Property
Gallery One and Two
August 1 to September 12, 2015
On Loan – Selections from the Sloan Estate
Works by Clark McDougall
Gallery Three
August 1 to December 23, 2015
In View of the Artist – Annual Juried Exhibition
Juror: Gerald Pedros
Gallery One and Two
September 19 to October 24, 2015
Jeff Willmore – Aerial Selections
Gallery One and Two
November 14 to January 2, 2016
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Our Permanent Collection now numbers 1554 works. The Art Centre’s collection focuses on
works by visual artists with strong ties to St. Thomas and Elgin County, such as Clark McDougall and William St. Thomas Smith, Canadian artists – both historical and contemporary – as
well as international visual artists that complement the Permanent Collection.
The Art Centre has adopted a rigorous acquisition review process, that formally assesses,
through the Curator/Executive Director and the Acquisitions Committee, whether donations,
bequests or purchases will be accepted. We review and consider how an artwork might fit
into the collection plan, exhibition opportunities, and the condition of the work. The committee carefully evaluates the long-term requirements of each piece for exhibition and storage. Justification for each work detailing why the addition of that work is important to the
permanent collection.
The Art Centre’s collection increased by eight works in 2015, of which six came from donations or bequests. Historical works accounted for three of the eight works of the new acquisitions.
List of Works
Farquhar McGilvray Knowles– Portrait of Lila Knowles, nd
Patrick Thibert: Linear Compositions with Fire Circles, Sept 2011
James Kemp, Figure in the Doorway, 1959
Tom Hodgson, Portrait of Tom Hodgson, acrylic on canvas, 1972
Talsia Walvius, Atlantic Coast, Acrylic and watercolour on paper
Bernice Vincent, Flat Land #4 Acrylic on board, 2001
Amanda Caldwell, Field VI, Lindocut Print, 2015
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Jeff Yurek MPP – Office
Canadian Southern Railway Station
Ferguson Dimeo Lawyers
Canadian Southern Railway Station
Mayor’s Office
City of St. Thomas – St. Thomas, Ontario
Brent Shaw Professional Accountant
300 Southedgeware Road
Elgin Business Resource Centre
Elgin County Museum
“On the Trail of the Monarch Butterfly”
September 8 to December 24, 2015
McIntosh Gallery,
University of Western Ontario
“Maurice Stubbs – Primary Forces”
March 19 to May 9, 2015
This year the St. Thomas-Elgin Public Art Centre has offered a successful array of programs
for people of all ages, inspired by the contemporary and historical permanent collection
and the ongoing exhibition programs. The Educational Coordinator was diligent with the
design and development of the FREE educational programs offered to all students in St.
Thomas and Elgin County, additional programs for educators, consultation and implementation with outside organizations, and a host of community collaborative projects that support
the Art Centre’s growth, development and appreciation for the visual arts in the community.
The school tour program continues to provide a strong foundation for our core on-site programming. For many students, the school visit is their first. Our goal is to ignite their curiosity
so they return. Students ranging from age three to their young adult years participate in interactive tours and activities, led by the Education Coordinator – Sherri Howard, who encourages the development of inquiring, open and curious minds. A special thank you to
Sherri Howard for her dedication, flexibility and commitment to life-long learning.
Since its inception, the Art Centre has placed great importance on art education in our
community. Over the past decade and a half new strategies of incorporating the elementary school art curriculum into our tours and the corresponding hands-on component have
been received with great enthusiasm by the teachers in St. Thomas and Elgin County. This
enthusiasm has translated into thousands of students visiting the Art Centre each year and
wonderful working relationships with so many of the dedicated teachers in both the TVDSB
and the LDCSB.
Over the last few years the Art Centre has sought to develop new ways of engaging not just
students and teachers but entire families. So that events at the Art Centre are thought of as
fun, active and welcoming experiences for the whole family to enjoy together. With the
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added benefit that all of these programs are offered free, in order to be truly inclusive for
our entire community.
In 2015 we brought our children’s programming one step further, realizing that distance can
sometimes be a barrier to children participating in our public programs and community
events. So when the Art Centre was approached this past summer by Sandra Poczobut
from the Elgin County Libraries we were eager to work together to launch a traveling program that would see self-guided, hands-on art activities rotating throughout the county libraries. We look forward to building on this partnership and developing new, fresh ideas
based on the positive feed-back received so far.
One of the most meaningful changes that has taken place over the past year is in the area
of adult educational programming. The decision to direct funds, whether they be city and
county funding, sponsorship, or donations, is one the Art Centre gives enormous consideration to, endeavoring to develop programs based on where we think we could affect the
greatest benefit.
A screening of the documentary, “I Remember Better When I Paint”, hosted by the Alzheimer Society Elgin St. Thomas, at the Art Centre, was the inspiration for a remarkable new
partnership and adult art program. The film highlighted the tremendous benefit of creating
art for individuals living with Alzheimer’s and dementia and inspired both agencies to create a multigenerational art program entitled, Creating Connections, that was launched at
the end of 2014. The program engages local high school students, caregivers, and clients
from the Alzheimer Society in weekly art workshops, fellowship and the opportunity to view
current exhibitions at the Art Centre. Two rounds of the program took place in 2015 and
winter and spring sessions are already being organized for 2016.
It is a distinct privilege to have the opportunity to provide these, and all our programs to the
community and to see first hand the positive impact that visual arts education generates in
St. Thomas and Elgin County.
Sherri Howard
Education/Event Coordinator
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B
irthday parties at the Art Centre incorporate creativity and fun into the celebration. The Art Centre supplies the ideas, materials, and instructor for the
theme of your choice (we do the clean-up too).
Parents are welcome to supply a cake and other goodies for the party-goers
Cost: $10/child (minimum of 6 children) Length of time: 2 hours
Days: Saturday & Sunday
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The Art Centre is excited
to be participating,
again this year, in the
Ontario Early Years
Centre Teddy Bear
Picnic . For more information about this event
contact the OEYC at
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The St. Thomas – Elgin Public Art Centre Gift Shop offers a variety of unique items such as
original paintings, drawings, pottery, jewellery, books and art cards. The Gift Shop showcases local and regional artists to our community. We carry over 30 artist and artisans with displays that are constantly changing. Visitors will have a unique experience with each visit. Annually we host the Winter Gift Shop Sale where a selection of our artists display their
work in the main gallery. Come visit this unique shopping destination that helps to raise
funds for the St. Thomas – Elgin Public Art Centre and provides a space for artists to sell their
one of a kind works of art.
Gift Shop Artists
Joel Berry
Pat Curtis
Heather Keating
Ethel Mitrovic
Alice Plummer
Joseph Sawicki
Jennifer Squires
Mary Louise White
Julie Berry
Diane Dobson
Christine Noble
Crystal McMaster
Larry Russell
Dorothy Steven
Katelyn Tippin
Laura Woermke
Ann-Marie Cheung
Alberta Harmsen
Terry Lanning
Candy McManiman
Victoria Rich
Aganetha Sawatzky
Ian Tyson
Medlyn Stained Glass
Mandy Carter
Kim Hughson
Reagan Little
Judy Ross
Jan Row
Scott Shakir
Aidan Urquhart
Every January the Art Centre calls for the renewal of membership. Membership offers many
benefits, such as 10% off in in the Gift Shop, invitations to exhibitions openings where future
artists can meet the featured artists and much more.
Richard & Susan Andrews
Eric Atkinson
Clifford Barwick
Agnes Bennett
Agnes Berko
Ken & Diane Bocking
Elizabeth Bourque
David & Margaret Brewster
Janet Brodie
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Ann-Marie Cheung
Jerome & Mary Jane Collins
Jenny Couse
Catherine Craig
Pat & Bob Curtis
Diane Dobson
Lauree Dunlop
Mary Dunn
Don Ferguson
Ray Galloway
Lisa Gerrard
Connie Greger
Robin Grindley
Mary Gullis
Jo-anne Harding
Joseph Hubbard
Tom & Colleen Hughes
Chantal Hutchingame
Dagny Ingolfsrud
Paul Jenkins & Sandra Poczobut
Heather Jackson
Evelyn & Ray Knight
Sharon Koyle
John Krygsman
Elizabeth Kusinski
Patrick Landsley
Mike & Dana Lindsay
Brian Masschaele
Melanie McBain
Catherine McCoy
Katherine Medlyn
Minerva Art Gallery
Rob Mise
Rosemary Nagel & Patrick Harding
Paul & Mara Nicli
Miss Marion Orchard
Margaret Patterson
Steven McLarty Payson
Jan Row
Meaghan Shaw
Shirley Shore
Susan Shurish
John & Lois Smith
Sue Fortin-Smith
Tony Stacpoole
Jim Bundschuh & Suzanne Steed
Patrick Thibert
Wendy Tippin
Josepha van den Anker
Joan Walker
Pat White
Harry Wilkinson
Fanny Yeager
Jack & Bev Yurek
Contributing
Fred & Ardythe Anderson
Phillip & Janet Ballantyne
Christine Barrie
Suzanne Baehr
Betty Burrell Beaudry
Brian & Mary-Ellen Bolt
Marguerite Buckland
Paul & Sue-Ann Collins
Darrell & Joan Dennis
George & Lynn Disbrowe
Don & Judy Durkee
Robert Farley
Jim Barber & Brenda Fuhrman
Bob Hammersley
Bob & Maryanne Heath
Sine B. Herold
John Hofhuis
Jean Johnson
Robert & Jill Jones
Joel Keenleyside
Nonie Ketchum
Roman & Margaret Kuchmak
Donald & Gillian Lawrence
Ellen Luft
Diane Martin
John & Sally Martyn
William & Jean McKay
Paul Prevet & Candy McManiman
David Morris & Elaine McGregorMorris
Dan Reith & Brian Helmer
Helen Roberts
Marietta Roberts
John D. Shaw & Catherine Elliot
Shaw
Rowena Spursrud
Ian & Flora Tripp
Supporting
Carl & Debra Bagshaw
Kathy Collier
Colin & Joyce Ferguson
Rod & Margaret Ferguson
Louise Ferriman
John & Karen Hueston
Patricia Johnson
Wayne & Maxine Kentner
Elizabeth Kitts
Sharon Little
Gary & Carolyne McLeod
Sustaining
Elgin Contracting & Restoration Ltd.
Frances E. Tarry
Art Centre Staff
Laura Woermke – Executive Director / Curator
Sherri Howard – Education and Event Coordinator
Katelyn Tippin – Reception / Gift Shop / Volunteer Coordinator
Avalon Budd-Cheung – Part Time Reception
Peri Hayes – Part Time Reception
Frances Santiago – Part Time Reception
Departing
Dang Ho – Part Time Reception
Mira Rogosin Lovoie – Part Time Receptionist
Shelby Hayward - Summer Art Instructor
Ashley Johnson – Part Time Receptionist
71
Board of Directors
Patricia Johnson - President
Meaghan Vreman -Treasurer
Ardythe Anderson
Kathy Collier
Deb Bagshaw
Suzanne Baehr
Mayor Heather Jackson (City rep.)
Tom Hughes - Vice President
Laura Woermke - Recording Secretary
John Hueston
Kevin Morrell
Katherine Medlyn
Joan Dennis
Mayor Greg Currie (County Rep.)
Acquisitions Committee
Patricia Johnson – Chair
Kevin Morrell
Laura Woermke
Elaine McGregor Morris
Gerald Pedros
Finance Committee
Patricia Johnson
Tom Hughes
Katherine Medlyn
Laura Woermke
Joan Dennis
Sherri Howard
Membership Committee
Tom Hughes – Chair
Ardythe Anderson
Human Resource Committee
Patricia Johnson – Chair
Tom Hughes
Meaghan Vreman
Katherine Medlyn
John Hueston
Sponsorship Committee
Kathy Collier – Chair
Laura Woermke
In addition to Board and Committee members the Art Centre has 24 regular volunteers who
donated a total of 492.25 hours
Events:
Dang Ho
Erika Harris
Chris Golding
Flyer Distribution:
Richard Anderson
Reception:
Ruth Wallace
Elizabeth Bourque
Suzanne Behr
Education:
Bailey Asher
Blaire Mackenzie
Marley Leslie
Leah Fellows
Makenzie Verbruggen
Kennedy Pressey
72
Carrie McAnaulty
Avalon Cheung Budd
Jenna Taylor
Lindsay Lee
Alanna Vreman
Aaliyay Paul
Christine Black
Noah Butler
Aya Chirry
Daisy Pare
Carrie Dam
Donors and Event Sponsors
Inspire a Student 2015
Talbot Trail Optimist
Centennial Sports Club
Lions Club of St. Thomas
Annual Giving
Jerry and Mary Jane Collins
Wendy Tippin
Rod and Margaret Ferguson
Liz Kitts
Greg Currie
Women’s Committee
Agnes Bennett
Ardythe Anderson
Agnes Berko
Margurite Buckland
Fay Vandenburg
Marion Hummel
Mary Louise White
Kinsmen Club of St. Thomas
Dr. Wood & Mrs. Wood
Carolyn McLeod
Williams Funeral Home
Elgin Contracting and Restoration LTD.
Ray Galloway
Marietta Roberts
Dr. and Mrs. Wood
Gerald Pedros
Dr. John Hofhuis
Eric Atkinson
Suzanne Baehr
Christine Barrie
Helen Roberts
Margaret Patterson
Liz Kitts
Betty Jones
Eleanor Ryder
Shirley Shore
Louise Ferriman
Sharon Little
Elizabeth Raven
Joyce Hughson
Jennie Carswell
Nancy Johnson
Evelyn Knight
Redtail Silent Auction and Cocktail Party
Hollis Weath
Doug Tarry Homes LTD.
Aylmer Express
Shawn Jackson Funeral Home
Railway City Tourism
GCW Custom Kitchens
Talbot Trail Physiotheraphy
Masco Canada
Dowlar-Karn
Cedarhurst Salon
Annual Art Auction Sponsors and Artists
Paul J. Collins Medicine Corp.
myFM 94.1
Locke Insurance
Railway City Tourism
Ferguson DiMeo Lawyers
Beamish Landscape
Theilsen Gallery
Rev with Nev Fitness Definition
Friends of the Art Centre
Sharon Little
Ardythe Anderson
Agnes Berko
Margaret Ferguson
73
Locke Insurance
Minerva Art Gallery
myFM 94.1
Graham Scott Enns
PJ Smith & Associates
Simply Pure Water
Baker Autobody
McBain Signs
Agnes Bennett
Helen Roberts
Joyce Hughson
Margaret Patterson
Liz Kitts
Noad Chiropractic
Louise Ferriman
Artists
Chris Cherry
Laura Woermke
Ann- Marie Cheung
Evelyn Knight
Pat Fairhead
Mary Intven Wallace
Diane Dobson
Thielsen Gallery
Chris Golding
Ron Milton
Ron Kingswood
John McGregor
Kim Hughson
Ethel Mitrovic
Paul Schleusner
Jan Row
Elizabeth Lamb
Patricia Johnson
Betty Burrell
Michael Durham
Elizabeth Kunsinski Lisa Gerard
Candy McManiman
Al McGrath
Eric Atkinson
Francis Caprani
Mary Louise White
Will Herold
Katelyn Tippin
Gerald Pedros
The St. Thomas-Elgin Public Art Centre has received a very generous bequest from the estate of longtime and founding member Barbara Anne Bridge, possibly the largest single gift
in the Art Centre’s history. This gift is a symbol of the aspirational phase at the Art Centre
and a very positive signal.
Anne Bridge, an active figure on St. Thomas and Elgin’s cultural scene for decades who
was married to the late Ernie Bridge, died 2012.
The Anne Bridge bequest will be used to shore up the Art Center’s capital improvements
and offer many exciting new public programs in the future. The bequest will help chart a
path for growth, offer steps towards stability and puts us into a position where we can look
toward the future.
By all accounts, Anne Bridge was fiercely committed to the Art Centre. She was a member
of its board in various capacities from 1969 until her death. Anne Bridge was also a longtime
member of the Women’s Committee, who were the founding supporters and fundraisers of
the Art Centre.
She should be praised for her commitment to the Art Centre and made her gift with a full
awareness of the Art Centre’s situation in our community and the potential of the centre in
its leading role in arts and culture in St. Thomas and Elgin County.
For this we thank Barbara Anne Bridge.
74
Land Division
Chairman’s Report to County Council – November 2015
75
History of Land Division in Elgin County
— In 1971, Elgin County Council, by by-law, in accordance with the
Planning Act, appointed a five member Land Division Committee to
decide County planning matters.
— Planning decisions for Yarmouth, Southwold, Port Stanley and
Belmont were delegated to the County in 1974
76
History of Land Division Continued
— Presently there are seven members on the Land
Division Committee. These members were appointed by
County Council for the term of January 1, 2015 to
December 31, 2018
— The Committee has been a County function for over 40
years. Committee members are appointed by Council
but the relationship is unique as members are at arms
length from the political process.
77
Mandate
— The Land Division Committee determines the viability of
Applications for Consent and makes decisions that reflect sound
planning principles based on judgement of the information
provided.
— Consent may be given if satisfied that a plan of subdivision of land
is not necessary for the proper and orderly development of the
municipality.
— In making a decision on an application, the approval authority shall
have regard to the requirements of the Planning Act, the policies of
the Official Plan (County and Municipal), the Provincial Policy
Statement, agency comments and input from the public.
78
Secretary-Treasurer’s Role
— Responsible for the daily operations of Land Division
—
—
—
—
activities.
Fields initial public enquiries.
Prepares for and attends Land Division meetings.
Records meetings and Decisions of Committee in
accordance with statutory requirements.
Acts in an advisory capacity regarding policy and
procedure.
79
Committee Members
Brent Stewart – Chairman of the Land Division Committee
— Family are long-time residents of Bayham
— Father was a member of Bayham Council for 22 years, Elgin County
—
—
—
—
Council for 18 years and a member of the Elgin Land Division
Committee from 1988-1997.
Previous member of the Straffordville Cemetery Board and a member
of Bayham’s Agricultural Advisory Committee during the Official Plan
Review.
Served as Chairman of the Elgin Land Division Committee for three
terms.
Raised on a farm and actively employed in agriculture for 35 years.
Works for Univar Canada – Eastern Canada Business Manager,
involved in numerous work related boards and committees.
Brent is responsible for the following area:
— Municipality of Bayham
80
Committee Members Continued
Graham Warwick –Vice Chairman of Land Division Committee
— Graham has 22 years of municipal experience.
— Nine years as a Councillor of Aldborough Township, six years as Deputy
—
—
—
—
Mayor, and seven years as Mayor of West Elgin.
Served as Elgin County Warden in 2009
President of the Elgin Federation of Agriculture and serving as a
provincial director.
Also served as chair of the committee that updated Elgin County’s Tree
By-Law
Five years of experience on Land Division Committee, one year as
chairman.
Graham is responsible for the following area:
— Municipality of West Elgin
81
Kathleen Schaper
— Elected to Aylmer Town Council in the 80s as a Councillor for the first
term and as Deputy Reeve for the second term.
— While a member of Aylmer Council she served as Chair of Planning.
— Was elected to Malahide Township Council at the time of
amalgamations in 2000 where she also served as Chair of Planning.
— She has served at the Land Division Committee in 2003, 2004, 2005,
2006, 2011, 2012, 2013, 2014 and 2015.
Kathleen is responsible for the following area:
- Town of Aylmer
82
Committee Members
Stan Lidster
— Served on Southwold Council from December 1997 – November
2010 inclusive, for a total of 13 years. Three years as Councillor
and 10 years as Deputy Mayor.
— Member of Planning Board for nine years.
— Five years of experience on Land Division Committee serving one
as Chairman.
Stan is responsible for the following area:
— Township of Southwold.
83
Lorne McLeod
— Born and raised in the former Township of Dunwich.
— Appointed to the Land Division Committee to complete the term
vacated by Ken Loveland.
— Retired Chief Building Official for the Municipalities of Dutton/Dunwich
(34yrs), West Elgin (32yrs), and the Township of Southwold (15yrs),
where he was involved with zoning, planning, and severances.
— Served as the Secretary-Treasurer for the Crinan Community Centre for
20 years.
— Currently farms with the family operation in North Dunwich for over 36
years.
Lorne is responsible for the following area:
— Municipality of Dutton/Dunwich
84
Bill Walters
— Served on municipal council representing the Municipality of Central
—
—
—
—
Elgin and the former Yarmouth Township for 14 years.
Served two separate terms as Mayor of Central Elgin.
Was a member of County Council for 10 years, serving as Warden in
2012.
Was previously appointed to the Land Division Committee and served 7
years.
Bill and his wife cash crop farm in the St. Thomas area.
Bill is responsible for the following area:
— Municipality of Central Elgin
85
Jim Jenkins
— Was appointed to the Land Division Committee by Elgin County Council for
—
—
—
—
—
the term of Council commencing January 1,2015.
Served as Deputy Mayor for the Township of Malahide and on Elgin County
Council from 2010 – 2014.
During this time he represented both Malahide and Elgin County on several
boards and committees, including the Catfish Creek Conservation Authority
and the Elgin County Museum Advisory Board.
Jim retired from farming in 2011.
Jim has served on and chaired a number of agricultural boards including
Western Ontario Breeders Inc., Ontario DHI and Canwest DHI.
Jim has travelled to Poland and the United Kingdom representing the dairy
genetics industry and dairy farming in Ontario.
Jim is responsible for the following area:
— Township of Malahide
86
Training
— The Ontario Association of Committee of Adjustment and Consent
Authorities (OACA) offers seminars, conferences and workshops
annually.
— The Association offers a four-day Spring Conference and a one-day
Fall Seminar. These seminars offer a full schedule of workshops
which are intended to keep members up-to-date on the
requirements of their job and on changing legislation.
— The OACA also offers in-house “Back to Basics” workshops which
include a “how to” resource for committee members and staff.
87
Land Severances
November 1, 2014 – October 31, 2015
Number of Hearings
Full Days – 6
Half Days88– 2
REPORT TO COUNTY COUNCIL
FROM:
Jeff Lawrence, Tree Commissioner/Weed Inspector
DATE:
November 5, 2015
SUBJECT: Tree Commissioner/Weed Inspector Year End Report for 2015
INTRODUCTION:
The following is a summary of activity related to the Elgin Woodlands Conservation ByLaw for the period of November 1, 2014 to October 31, 2015 and weed inspection activity
for the 2015 season.
DISCUSSION:
Logging Activity/Applications to Harvest:
A total of 187 applications to harvest were submitted from November 1, 2014 to October
31, 2015. This number is up from 156 in 2014. Applications were filed by municipality as
follows: West Elgin 25 (43), Dutton/Dunwich 45 (38), Southwold 23 (28), Central Elgin 16
(7), Malahide 29 (24), and Bayham 49 (15). The total volume harvested was up as well
from three and a half million board feet to roughly three and three quarter million board
feet. The total forested area involved in these harvests was approximately 3700 acres.
(2014 totals are in brackets).
Applications for Woodland Clearings:
There were six applications received to clear woodlands within the county in 2015, for a
total area to be cleared of 5.27 hectares (~13 acres). These applications were approved
conditional upon conformity with Elgin County’s “No Net Loss” policy.
Violations:
There were a number of circumstances where trees were cleared by landowners without
first receiving the required permit or authorization. Most of these situations were
considered minor and were resolved. Two recent occurrences are under investigation
and will proceed as directed by the County Solicitor.
Weed Complaints and Orders:
A total of 19 weed related complaints were received over the summer of 2015. This
number is down from 28 in 2014. Weed complaints received for CN Rail lands remain
unresolved. Planned consultation with CN Rail over the winter months should result in a
maintenance plan and schedule that will reduce these complaints going forward.
89
Giant Hogweed continued to be the primary focus of weed complaints, however the
number of Giant Hogweed complaints were down from previous years. No new sites
were identified in 2015.
Significant changes to the Schedule of Noxious Weeds were enacted as of January 2,
2015. Ten weeds were removed and eleven weeds were added to the Schedule.
Observations of weed growth throughout the summer this year appear to suggest that the
addition of Wild Parsnip to the Schedule of Noxious Weeds may present the greatest
impacts to residents of Elgin County as it is well established on roadsides, adjacent
watercourses and along field edges at many locations throughout Elgin County.
Meetings and Workshops:
The Tree By-law Enforcement Officers annual two day workshop was hosted by South
Bruce Peninsula at the Bluewater Outdoor Education Centre this year. The workshop
included tree harvest and management discussion topics as well as tours of recent
harvests.
The Woodlands Conservation By-law was promoted at the Elgin-Middlesex Woodlot
Owners Association annual meeting and the Western Fair Farm Show. The “Measuring
Up” presentation was given at the Carolinian Forest Festival.
Promotional Campaign:
Advertising efforts initiated and undertaken over the past couple years appear to have
improved public awareness of the Elgin County Woodlands Conservation By-law. In an
effort to maintain this awareness, new mini-posters advertising the By-law will be created
and distributed at various locations through-out the county in the winter of 2015/2016.
The tri-fold brochure produced in spring 2013 will continue to be distributed through the
libraries and partner municipality offices, the Conservation Authorities and farm supply
stores.
CONCLUSION/RECOMMENDATION:
THAT the report titled “Tree Commissioner/Weed Inspector Year End Report for 2015”
from the Tree Commissioner/Weed Inspector, dated November 5, 2015 be received and
filed.
All of which is Respectfully Submitted
Approved for Submission
Jeff Lawrence
Tree Commissioner/Weed Inspector
Mark G. McDonald
Chief Administrative Officer
90
REPORTS OF COUNCIL AND STAFF
November 24, 2015
Staff Reports – (ATTACHED)
Purchasing Coordinator – General Insurance and Risk Management Services Program for
2016
Purchasing Coordinator – Quarterly Information report - Contract Awards July 1, 2015 to
September 30, 2015
Director of Financial Services – Transfer of Responsibility for Property Assessment Appeals
Director of Financial Services – Finance Employee Extended Sick time
Library Coordinator – Launch of New Library Software
Manager of Programming & Community Development – Elgin County Library - Recent
Programs, Partnerships and Activities
- May to November 2015
Manager of Archives – Elgin County Archives – Recent Acquisitions, Projects and Activities
Manager of Planning – Approval for Official Plan Amendment (Aylmer) AY-OPA15-15
Manager of Planning – Exemption from Approval (Official Plan Amendments) Ontario
Regulation 320/15
Chief Administrative Officer – Re-appointment of Integrity Commissioner (2016)
Chief Administrative Officer – Re-appointment of Closed Meeting Investigator (2016)
Director of Homes and Seniors Services – Homes - Approval - Policy Manual Review and
Revisions - Nursing Sections N-W
Director of Homes and Seniors Services – Homes - Policy Revisions- ImmunizationInfluenza Vaccine Administration - Staff and
Residents
Director of Homes and Seniors Services – Homes - Wander Alert System Policy Approval
91
FROM:
Mike Hoogstra, Purchasing Coordinator
DATE:
November 3, 2015
SUBJECT:
General Insurance and Risk Management Services Program for 2016
INTRODUCTION:
This report provides details on the County’s discussions regarding General Insurance
and Risk Management Services for 2016.
DISCUSSION:
As per Council’s resolution on December 12, 2013, Frank Cowan Insurance Company
Limited was selected to provide a General Insurance and Risk Management Services
Program for 2014, for the premium of $340,458 with options to renew for up to four, one
year terms provided that the premium increase does not exceed 10% of the previous
years’ insurance program, exclusive of any program changes. In 2015, the premium
increased 4.3% to $355,869.
Staff recently entered into discussions with Frank Cowan Company regarding the
extension of the contract for our insurance program for 2016. Frank Cowan Company
provided the following premium information:
2016 Annual Premium (Proposed)
$361,762
2015 Annual Premium
$355,869
Difference
$5,893 (1.7% increase)
The 2016 premium increase is approximately 1.7%. The increases are broken down as
follows:

General Liability up 2%

Follow Form Excess Liability up 0.2%

Automobile down 0.8%

Property up 1.7%
In 2014 the County increased the principal General Liability Insurance limits (including
Automobile Liability) to $25 million from $20 million and also changed the deductible to
$25,000 from $10,000. The other deductible limits for Property ($10,000), Equipment
Breakdown ($10,000), Environmental Liability ($10,000), Errors & Omissions Liability
($10,000) and Owned Automobile Damage ($1,000) remained the same.
For the 2016 renewal, staff discussed other deductible options with Frank Cowan and
reviewed claim experience for two specific coverages. Over the last 10 years there has
92
not been a claim for Environmental Liability or Errors and Omissions Liability.
Increasing the deductible for these two coverages from $10,000 to $25,000 will result in
a credit of $1,315 thereby lowering the annual premium increase to approximately 1.5%.
Staff is recommending that the deductible limits be increased. No changes to the
deductible limits for Property ($10,000), Equipment Breakdown ($10,000) and Owned
Automobile Damage ($1,000) are being proposed.
New program enhancements included in this year’s policy include the following:



Master Key and Personal Effects cover added to property policy
AD&D of spouse while travelling on Business added at renewal
Voluntary Medical Pay and Property Damage Added at renewal
CONCLUSION:
Frank Cowan Company has been the County’s General Insurance and Risk
Management Services Program provider for many years. In late 2013 Council approved
renewals for the subsequent four years provided increases do not exceed 10%. A
summary of the increases for this contract term are noted below:
2014 $340,458
2015 $355,869
2016 $361,762
(First year of new contract term)
4.3%
1.7%
The 2016 premium cost is $361,762 which represents an approximate 1.7% increase
from the 2015 premium, well below the 10% limit. Staff is also recommending that the
deductible limits be increased for Environmental Liability or Errors and Omissions
Liability resulting in a credit to total annual premium cost. Per Council’s 2013 resolution,
the contract with Frank Cowan should be renewed for a further year.
RECOMMENDATIONS:
THAT Frank Cowan Company be selected to provide General Insurance and Risk
Management Services at the proposed annual premium cost of $361,762 plus taxes
commencing December 15, 2015 until December 15, 2016; and,
THAT the deductible limits for Environmental Liability or Errors and Omissions Liability
be increased to $25,000 from $10,000 resulting is a credit of $1,315 to be applied to the
annual premium cost; and,
THAT the Warden and Chief Administrative Officer be authorized to sign the contract.
Mike Hoogstra
Purchasing Coordinator
Mark G. McDonald
Jim Bundschuh
Director of Financial Services
93
FROM:
Mike Hoogstra, Purchasing Coordinator
DATE:
October 23, 2015
SUBJECT:
Quarterly Information Report - Contract Awards
July 1, 2015 to September 30, 2015
INTRODUCTION:
As per the County of Elgin's Procurement Policy, an information report containing the
details relevant to the exercise of delegated authority for all contracts awarded that
exceed $15,000 including amendments and renewals is to be prepared and reported to
Council. This report covers the period from July to September 2015.
DISCUSSION/CONCLUSION:
The Council of the Corporation of the County of Elgin delegated authority to the Directors
to award contracts as follows:
Value
Greater than $15,000
but less than $50,000
Greater than $50,000
but less than $100,000
Report Status
No report to Council required if within 10% of the
approved budget allocation
No report to Council required if within approved
budget
Council also approved that an information report would be brought forward containing
details of the award of contracts including amendments and renewals. The detailed report
of the award of contracts is attached as Appendix A.
RECOMMENDATION:
THAT the report titled “Quarterly Information Report - Contract Awards, July 1, 2015 to
September 30, 2015” dated October 23, 2015 be received and filed.
Mike Hoogstra
Mark G. McDonald
Jim Bundschuh
94
APPENDIX A
Purchases/Projects greater than $15,000
July 1, 2015 to September 30, 2015
Department
Budget
Allocation
Project
Homes &
Senior
Services
IT Services
Capital
Rational Electric Combi Oven for
Bobier Villa
Capital
Twenty Five (25) Lenovo
ThinkCentre all-in-one Computers
IT Services
Operating
Engineering
Services
Capital
Engineering
Services
Supplier /
Contractor
Amount
(HST excluded)
Hendrix
Restaurant
Equipment
RU-Link Computer
Corp
$18,143
Kronos
$21,131
Liebert Cooling System for IT
Server Room
Emerson Network
Power
$23,779
Capital
2015 Dodge Ram 4X4 Pickup
Truck
Elgin Chrysler
$22,967
Engineering
Services
Capital
Beecroft Culvert Rehabilitation
Intrepid General
$33,500
Engineering
Services
Capital
IT Room Expansion at Elgin Manor
Elgin Contracting
& Restoration
$93,000
Kronos Workforce Software
Support Services
95
$16,106
FROM:
Jim Bundschuh, Director of Financial Services
DATE:
October 26, 2015
SUBJECT:
Transfer of Responsibility for Property Assessment Appeals
INTRODUCTION:
Currently the County’s municipal partners take the lead on property assessment tax
appeals. In doing so, the municipalities hire a consulting company to assist in the
process. These consultants work with staff, providing comprehensive assessment base
management support and professional representation in these appeal matters. As the
County also benefits from the defence of the tax rolls, County Council felt it important to
share in the costs. On March 8, 2011 Council passed a motion:
“THAT the County Treasurer be authorized to approve requests from the municipalities
for 50% funding of property assessment appeals.”
DISCUSSION:
The local treasurers are interested in transferring the management of the consulting
services to the County. In doing so, the local treasurers wish to continue in the role of
identifying possible property appeals that they wish to have challenged. Once they have
identified such a property assessment appeal they would forward the property information
to the County treasurer, who would then take the lead in managing the consultants through
the appeal challenge process. The costs would continue to be shared 50/50 between the
local municipality and the County, but under the new process the County would pay the
costs and obtain 50% reimbursement from the local municipality.
CONCLUSION:
The proposed process revisions only make one substantive change, that being that the
County treasurer becomes the prime point of contact with the property assessment
consultants. Otherwise there are no material changes. Communication between the
County and local treasurers remains paramount and the costs of challenging appeals will
continue to be shared 50/50. The local treasurers will take this report to each of their
Councils for approval of the change.
RECOMMENDATION:
THAT, pending unanimous approval by all Municipal Councils in the County of Elgin, the
County Treasurer take the lead role in managing the consulting firms during the property
tax assessment appeal process, and bill the local municipality 50% of the incurred appeal
costs.
Jim Bundschuh
Mark G. McDonald
96
FROM:
Jim Bundschuh, Director of Financial Services
DATE:
November 4, 2015
SUBJECT:
Finance Employee Extended Sick Time
INTRODUCTION:
Since mid-October, the Financial Services Department has been short-staffed in a
critical role as a result of an employee’s medical absence. Although it is impossible to
predict the length of time the employee will be off work, it is likely to extend into the first
quarter of 2016.
DISCUSSION:
The employee is a senior financial analyst responsible for financial reporting for the
Homes, tax reporting and bank reconciliations. Non-time critical tasks can be delayed
until the department is back to a full contingent. However; to ensure that time-critical
finance activities are completed on a timely basis, the department will require additional
support. Municipal partners have been solicited to determine if any qualified municipal
retirees might be interested in working some hours, but no candidates have been
identified.
A second alternative would be to contract an agency to provide financially qualified
candidates on a part-time basis. Two issues exist with this alternative: the agency
candidate is unlikely to have municipal experience and would take time to get up to
speed; and the cost of an agency is more than double an in-house wage rate.
A third alternative, that is far more attractive than the agency alternative, would be to
provide the department staff - comprised of two financial analysts, a purchasing
coordinator and an administrative assistant - a special purpose job rate to compensate
them for the added responsibilities being under taken. This compensation premium for
assuming additional duties for an extended period, is consistent with Human Resources
Policy 4.70. For illustration purposes, the cost of the special purpose rate, based on a
two step increase, as compared to agency costs is as follows:
Senior Financial Analyst
Financial Analyst
Administrative Assistant
Incremental Rate
Bi-Weekly Hours
Bi-Weekly Cost
$ 3.39
2.61
3.14
2.38
70.0
70.0
70.0
70.0
$238
183
220
166
$11.53
Agency Cost
$ 80.00
97
$807
35.0
$2,800
CONCLUSION:
The special purpose rate provides lower costs to the County when compared to hiring
agency personnel and will more efficiently maintain service delivery to our internal
customers and residents. In order to compensate the employees taking on added
responsibility and workload during this challenging time, staff is recommending that
special purpose rate be extended to those employees effective October 15, 2015. The
special purpose rate will continue until the employee on sick leave fully returns to work.
If this period is to extend beyond six months, staff will bring further alternatives to
Council for consideration. The added costs will be contained within the department
budget.
RECOMMENDATION:
THAT the special purpose rate be used to compensate those employees identified in
the report titled “Finance Employee Extended Sick Time” dated November 4, 2015.
Jim Bundschuh
Mark G. McDonald
98
FROM:
Laura Molnar, Library Coordinator
Brian Masschaele, Director of Community and Cultural Services
DATE:
November 4, 2015
SUBJECT:
Launch of New Library Software
INTRODUCTION:
In early 2015, Council approved a new integrated library system for the Elgin County
Library through Innovative Interfaces called the Sierra library services platform. The
migration to this new system is being completed in partnership with London Public
Library which will be acting as host for the software. St. Thomas Public Library is also
migrating to the Sierra platform under a similar arrangement and is a collaborative
partner on this project. This report informs Council of the “go-live” date for the new
system and the anticipated impact.
DISCUSSION:
Staff are pleased to inform Council that the Elgin County Library (ECL) will be launching
the Sierra Library Services platform on December 16th, 2015. This is an exciting
development for the library that will set the framework for effective library service for
many years to come. This go-live date means that the existing library catalogue
provided through SirsiDynix will no longer be available to patrons.
The launch of the new system is part of a regional partnership with London Public
Library (LPL) which will be acting as host to the software. A hosting agreement with
LPL was concluded earlier this year which addresses matters such as the County’s
obligation to remain in compliance with the Municipal Freedom of Information and
Protection of Privacy Act for patron information, liability for data breaches, and service
level expectations. St. Thomas Public Library (STPL) has concluded a similar
agreement and will be launching its version of the software at the same time. The
hosting agreement with LPL will make it possible to provide a level of integration
between ECL, STPL and LPL’s catalogues which will only benefit patrons. It should
also be noted that Middlesex County Library will be launching Sierra shortly through a
directly hosted solution. Libraries in the London region will therefore be using the same
software and will be able to offer a similar patron experience in terms of the catalogue.
With the launch of the Sierra platform and its related Encore catalogue, there will be
many new exciting features for patrons such as:




The creation of personal book lists.
Promotions for new library materials (e.g., new DVDs, new Non-Fiction, etc.).
A new and improved event calendar that promotes library programs directly
within the catalogue. This calendar allows patrons to register for programs online.
A ‘Library Book Bag' in the catalogue for easy tracking for lists and holds.
99

e-commerce for patrons to pay their fines online from the comfort of their home.
Staff wish to advise the public that there will be occasional disruptions to services, such
as inter-library loans, during the transition to Sierra. As a result of these potential
disruptions, and given the vast change that will be unfolding in the library in December,
staff are recommending that the annual Christmas “Food for Fines” campaign be moved
to February 2016. Foodbanks and service agencies have already been given advanced
notification of this change pending Council’s approval. Feedback to date suggests that
local agencies welcome this move as the need within foodbanks is often greater in the
months that follow the Holiday season.
CONCLUSION:
Staff have now received extensive training on the new system and will have resources
available to assist patrons as well. Staff are confident that patrons will find Sierra easy
to navigate and will appreciate the greater functionality the system provides. An official
launch event will be scheduled with St. Thomas Public Library and members of Council
are invited to attend.
RECOMMENDATIONS:
THAT the Elgin County Library’s annual “Food for Fines” campaign take place in February
2016 due to the launch of new library software in December 2015; and,
THAT the report titled “Launch of New Library Software” dated November 4, 2015 be
received and filed.
Laura Molnar
Library Coordinator
Mark G. McDonald
Brian Masschaele
Director of Community and Cultural Services
100
FROM:
Sandra Poczobut, Manager of Programming & Community Development
DATE:
November 4, 2015
SUBJECT: Elgin County Library – Recent Programs, Partnerships and Activities – May
to November 2015
INTRODUCTION:
The Elgin County Library is pleased to present to Council an overview of recent
programs, partnerships, and activities being implemented through the Library since the
last report presented to Council on May 12, 2015.
DISCUSSION:
This report provides information about the growing number of strategic partnerships and
programs being implemented by Elgin County Library staff, both county-wide and at the
branch level.
Programs
- TD Summer Reading Club: In July and August, all 10 branches participated in
the TD Summer Reading Club. With a theme focusing around the word “Play”,
branches offered interactive programs that included physical literacy and utilized
resources from Public Health to promote both reading and physical activity. 77
programs were delivered with 2,138 patrons attending these programs
throughout the summer.
-
Culture Days: Elgin County Library participated in Culture Days on September
25th and 26th with specialized activities focusing on cultural assets in County
communities. Some highlights include historical re-enactors and traditional crafts
presented at the John Kenneth Galbraith branch, Maker Culture Days held at the
Aylmer branch, and a historical 4H Club exhibition at the Springfield branch. 7
programs were run with 225 patrons participating in Culture Days across the
County.
-
Ontario Public Library Week: Branches celebrated the Library during Ontario
Public Library Week, October 19th – 23rd, with the theme of “Libraries Rock”,
highlighting library programming focusing on music and audio book collections.
Concerts and music writing workshops with musician Tia McGraff were held in
branches and at the following schools: South Dorchester, St. Mary’s, Aldborough,
Springfield and East Elgin. Additionally, with the support of pumpkin donations
from local farmers, many families participated in a Storybook Pumpkin
Decorating Contest promoting family literacy. In total, 1663 patrons participated
in these Ontario Public Library week events throughout the County.
101
Partnerships
Over the past several months, Elgin County Library has partnered with various
community organizations to support programming and foster more community
development and collaboration.
-
Elgin Children’s Network – The Elgin Children’s Network – formally CANElgin,
is currently undergoing a series of strategic planning sessions to identity top
mandates and priorities for St. Thomas and Elgin County. The Elgin County
Library continues to provide input into planning with a focus on supporting
greater inter-agency collaboration in East and West Elgin. Strategic planning is
scheduled to be completed at the end of 2015 with key directives identified by
2016.
-
St. Thomas Elgin Local Immigration Partnership (STELIP) – STELIP
continues to successfully partner with Elgin County Library on various initiatives.
Building on the success of National Canadian Film week, STELIP aims to grow
this initiative in 2016 with library branches and agencies utilizing Canadian film to
connect to organizational mandates.
-
Elgin County Library successfully participated in STELIP’s “Walk with Me” event
in September with a focus on inter-agency collaboration, sharing of resources
and promoting inclusivity across the County.
-
West Elgin Community Health Centre (WECHC) – Elgin County Library
continues to partner with WECHC to implement the “Books to Go” program
through branches in Dutton, Rodney and West Lorne. Over a dozen seniors that
face mobility issues are receiving library materials regularly delivered to their
home through WECHC with continued efforts from both agencies to promote the
service to clients and patrons.
-
Mennonite Community Services (MCS) – MCS continues to be a valuable
partner in East Elgin. MCS has identified clients that require computer support
and training, and are planning to collaborate with staff at the Aylmer branch to
offer computer training in English and Low-German by the end of 2015. MCS
continues to support the Library’s weekly radio program for kids on its station,
105.9 De Brigj.
-
St. Thomas Elgin Public Art Center (STEPAC) – Elgin County Library has
partnered with STEPAC in order to provide art literacy and enrichment
programming to patrons at the branches. STEPAC has developed mobile art kits
that have enabled a new drop-in program that piloted in 6 branches in October
with positive feedback from patrons and staff. The program aims to be
implemented in all branches by the end of 2015, with further collaboration with
STEPAC in 2016.
102
Social Media
Elgin County Library continues to strategically utilize social media to promote library
programs / events, highlight collections, provide thought leadership and build
relationships with local agencies and patrons. Currently, the Library’s Twitter page has
493 followers, and saw 6,020 Tweet impressions in the month of October; the Countywide Facebook page currently has 409 followers, and saw 6,020 organic post
impressions in the month of October, with increases on both platforms averaging two to
six per cent per month.
The Library continues to promote best practices in the area of social media to branch
staff, and aims to merge individual branch Facebook accounts in 2016 to centralize
messaging and content. Additionally, in order to further expand demographic reach, the
library aims to establish a presence on the social media platform Instagram in 2016.
In addition to social media, Elgin County Library continues to promote events and
programs through traditional media, public relations, in branches and through interagency collaboration in order to reach patrons from various demographics.
CONCLUSION:
The Elgin County Library is pleased to present to Council recent programs, projects and
activities as implemented through the 10 library branches for the period May to
November 2015.
RECOMMENDATION:
THAT the report titled “Elgin County Library – Recent Programs, Partnerships and
Activities – May to November 2015” dated November 4, 2015 be received and filed.
Sandra Poczobut
Manager of Programming & Community Development
Mark G. McDonald
Brian Masschaele
103
PROGRAMS,
PARTNERSHIPS &
ACTIVITIES
MAY-NOVEMBER 2015
104
TD Summer Reading Club 2015 –
Theme “Play"
SRC PARTICIPATION STATISTICS
# PROGRAMS
# PARTICIPANTS
77
2,138
105
106
ONTARIO PUBLIC LIBRARY
WEEK - OCTOBER 19th to
23rd
Programs
Participants
2 County-Wide Programs
Ran
• Tia McGraff Concerts &
Writing Workshops at
branches and partnering
schools
• County-wide Story Book
Pumpkin Decorating
Contest
107
1663
108
109
CULTURE DAYS
Programs
Participants
7
225
110
111
112
• Collaborating to highlight
resources available
through the Elgin County
Library that feature
diversity.
• Working together to
promote inclusivity in
communities across the
County.
113
Julie Berry running
a workshop for the
South West
Regional
Programming
Meeting held this
fall at the Port
Stanley branch
114
115
Books 2 Go volunteers trained and
ready to deliver materials at the West
Lorne Branch of Elgin County Library
Strategic Planning with ECN
continues with interagency
collaborations. A vision has been
identified and key directives are
being developed by the end of 2015.
EVERY CHILD: ENGAGED, THRIVING, EMPOWERED
116
Collaborating with STEPAC to bring Art Literacy and
Enrichment programming to East and West Elgin
117
Social Media
118
Social Media
• Instagram is a popular social
media application that enables
users to share images with one
another
• Instagram can only be used on
mobile devices and is very
popular with the 15-35 year old
demographic
• Many Libraries use Instagram
as a form of visual story telling
and a way to engage younger
and attract younger patrons to
the library
119
• Elgin County Library will add
Instagram as a platform in 2016
One of the most popular posts
in October, this is an example
how social media assists
agencies and communities to
work together and share
information
Mayor Dave Mennill joined
the Springfield branch for a
fun and interactive story time
during Ontario Public Library
Week.
120
Social Media
Social media
enables in-depth
usage analytics and
tracking that can be
used to demonstrate
impact of library
services.
Social Media Analytics
Platform
Month
Followers
Total Unique
Impression
Facebook
October
493
6, 020
Twitter
October
409
6,509
121
122
FROM:
Stephen Francom, Manager of Archives
DATE:
November 3, 2015
SUBJECT:
Elgin County Archives – Recent Acquisitions, Projects and Activities
INTRODUCTION:
The Elgin County Archives is pleased to present an overview of recent acquisitions,
projects and activities for Council’s information.
DISCUSSION:
This report provides information on recent acquisitions and projects of the Elgin County
Archives, and work ongoing and recently completed by the Archives’ staff, summer
student employees, and volunteers.
Acquisitions
- Clachan Women’s Institute records, donated April, 2015, including a six-volume
Tweedsmuir History, one of the last known to exist outside the Archives’ collections.
- St. Thomas Times-Journal publication photograph negatives ca. 1970-2005, donated
October, 2015.
- Council minutes and by-laws of the Municipality of Bayham and former Township of
Bayham and Village of Port Burwell, 1931-2013.
- By-laws of the Township of Malahide, 2010-2013.
- St. Thomas Elgin General Hospital\Memorial Hospital\Amasa Wood Hospital records,
repatriated from the Archives of Ontario, May, 2015.
Projects
The Elgin County Archives has worked with community organizations and municipal
government partners on a variety of significant projects:
- Assisted the Municipality of Central Elgin with images and information for banners
displayed on the West Breakwater, Port Stanley and for use in the development of
Hofhuis Park, Port Stanley.
- Assisting the St. Thomas Elgin General Hospital in designing a History Wall to be
featured in the Hospital’s “Great Expansion”.
- Assisted the Elgin Federation of Agriculture in successful efforts to nominate F.S.
Thomas for induction in the Ontario Agricultural Hall of Fame and Ken Monteith for
induction in the Elgin County Agricultural Hall of Fame.
- Completed comprehensive digitization of pre-amalgamation council minutes and bylaws for the Township of Malahide (including the former Village of Springfield and
Township of South Dorchester) and Municipality of Dutton/Dunwich (including the
former Township of Dunwich and Village of Dutton).
- Received a $5,000 donation from the Elgin County Branch of the Ontario Genealogical
Society (OGS) to support various digitization initiatives.
123
- Currently engaged in an extensive project to digitize and publish online under license
records of Thomas Talbot from the Archives of Ontario – a collection of outstanding
local and regional significance: 45 original maps and a lease settlement register created
1802-1846 documenting the allocation of land to settlers in Elgin County and throughout
south western Ontario. Partners from various Southwestern Ontario branches of the
OGS will assist by creating indexes to data contained in the maps.
Social Media
The Archives continues to expand its online social media presence as a means of
increasing awareness of its resources and services and communicating with patrons
and stakeholders. The Archives recently surpassed 4 million total views on its Flickr
photo sharing site, and regularly publicizes significant events and initiatives via its
Twitter feed. The Archives established a Facebook page in May, 2015 which has
quickly attracted a substantial following.
Volunteers
For the past several months, volunteer graduates and students from the University of
Western Ontario have been assisting the Archives with various projects, including:
- Identifying and describing previously unprocessed photographs from the Hugh Sims
Collection.
- Digitizing Thomas Talbot maps on loan from the Archives of Ontario.
Summer Students
From May to August, 2015, using in part funds provided under the Government of
Canada’s Young Canada Works and Canada Summer Jobs programs, the Archives
employed two Elgin County university students to continue work on an existing project
to digitize and publish online original photographs and accompanying captions originally
published in the St. Thomas Times-Journal, ca. 1950-1985 and previously unidentified
and unprocessed photograph negatives in the Scott Studio Collection. As a result of
these projects, an additional 10,000 photographs and captions are now accessible to
researchers via the Archives’ online public access database.
CONCLUSION:
The Elgin County Archives is pleased to present this overview of recent acquisitions,
projects and activities.
RECOMMENDATION:
THAT the report titled “Elgin County Archives – Recent Acquisitions, Projects and
Activities” dated November 3, 2015 be received and filed.
Stephen Francom
Manager of Archives
Mark G. McDonald
Brian Masschaele
124
RECENT PROJECTS,
ACQUISITIONS & ACTIVITIES
NOVEMBER 24, 2015
125
RECENT ACQUISITION – CLACHAN TWEEDSMUIR
HISTORIES
126
RECENT ACQUISITION – CLACHAN TWEEDSMUIR
HISTORIES
127
RECENT ACQUISITION – ST. THOMAS ELGIN
GENERAL HOSPITAL RECORDS REPATRIATED
128
RECENT ACQUISITION – ST. THOMAS TIMESJOURNAL PUBLICATION NEGATIVES
129
PROJECTS – WEST BREAKWATER, PORT STANLEY
130
PROJECTS – WEST BREAKWATER, PORT STANLEY
131
ST. THOMAS-ELGIN GENERAL HOSPITAL
GREAT EXPANSION “HISTORY WALL” PROJECT
132
ST. THOMAS-ELGIN GENERAL HOSPITAL
GREAT EXPANSION “HISTORY WALL” PROJECT
133
PAST WARDEN KEN MONTEITH INDUCTED IN
ELGIN COUNTY AGRICULTURAL HALL OF FAME
134
MUNICIPAL RECORDS DIGITIZATION PROJECT
135
136
137
ARCHIVES OF ONTARIO
DIGITIZATION PARTNERSHIPS PROGRAM
138
TALBOT MAPS DIGITIZATION - SOUTHWOLD
139
TALBOT MAPS DIGITIZATION PROJECT - YARMOUTH
140
SOCIAL MEDIA SUCCESS:
FLICKR PHOTO SHARING SITE: 4 MILLION + VIEWS
141
SOCIAL MEDIA SUCCESS: TWITTER 1K+ FOLLOWERS
142
SUMMER STUDENTS
143
SUMMER STUDENTS: DIGITIZING TIMES-JOURNAL
PHOTOGRAPHS
144
145
146
147
148
149
150
151
152
153
154
155
156
157
FROM:
Mark G. McDonald, Chief Administrative Officer
DATE:
October 29, 2015
SUBJECT:
Re-appointment of Integrity Commissioner (2016)
INTRODUCTION:
The current contract for Integrity Commissioner (IC) expires at the end of the year. This
report recommends that the current IC be re-appointed for a further year with an option
to renew for an additional year subject to mutual agreement.
DISCUSSION:
The primary role of the IC is to review and investigate, as an impartial adjudicator, any
complaints with respect to County Council’s Code of Conduct. The agreement for
services is similar to those provided in the contract for Closed Meeting Investigator but
with three main differences:
1) The retainer is $1,500 each year for the County (compared to $1,000) and
$500 for each participating municipality (compared to $300). This is to reflect
the comparative differences in responsibility and the attendant informational/
educational requirements of the Integrity Commissioner.
2) The County and the participating municipalities would also be responsible for
covering the legal expenses incurred should a third party present a legal
challenge to JGM Consulting on any investigation or decision relative to the
Code.
3) As a Statutory Officer, the County’s insurance provider will insure JGM
Consulting as the Integrity Commissioner.
JGM Consulting will charge for investigative services at $125/hr (currently at $100/hr)
and each participating municipality shall be responsible for the costs of the investigation
with the County covering the retainer fee. Further, a 90 day termination clause shall be
added in place of the 30 day clause that now exists.
The alternative to this arrangement is to utilize the fall-back Statutory requirement that
the Ontario Ombudsman’s Office investigate these types of complaints. As Council is
aware, in 2014 legislation was passed that expands the jurisdiction of the Ontario
Ombudsman to include municipalities.
CONCLUSION:
The current contract for Integrity Commissioner services is coming to an end. This
report recommends renewing the current arrangement for another year or possible two
with slight modifications to the agreement.
158
RECOMMENDATIONS:
THAT JGM Consulting be re-appointed as Integrity Commissioner for 2016 (with an
option to renew for a further one-year term subject to mutual agreement) according to
the terms and conditions of the existing agreement as amended; and,
THAT each constituent municipality be requested to inform the County if the services of
JGM Consulting as Integrity Commissioner are required with the understanding that the
County will supply the retainer fee; and,
THAT the necessary be-law be prepared.
Mark G. McDonald
159
FROM:
Mark G. McDonald, Chief Administrative Officer
DATE:
October 29, 2015
SUBJECT:
Re-appointment of Closed Meeting Investigator (2016)
INTRODUCTION:
Since 2008, Elgin County and its local municipal partners have been contracting Closed
Meeting Investigator Services with Mr. John Maddox of JGM Consulting. As Council is
aware any person may request an investigation into whether or not a municipality or
local board has complied with the ‘Closed Meeting’ requirements in the Municipal Act.
Essentially there are two options for appointment available to Council; appoint an
independent investigator of Council’s choosing or, by default, the Office of the Provincial
Ombudsman fulfils the role.
This report recommends the re-appointment of the current investigator for a one-year
term.
DISCUSSION:
For the past several years, JGM Consulting has been providing closed meeting investigator
services to Elgin County and local municipal partners. There is an agreement for services
based on an annual retainer of $1,000 for the County and $300 for each local municipality.
The County budgets the full $3,100 retainer fee and pays this amount on behalf of each
municipality. In addition, should an investigation be warranted, then each municipality is
responsible for reimbursing the investigator directly for this cost at $100/hr plus expenses.
JGM Consulting has agreed to extend the current service agreement for one more year
with a further one year renewal clause subject to mutual concurrence. The only change
in the agreement relates to the notice of termination being 90 days by either party instead
of the current language of 30 days prior to the end of the contract.
CONCLUSION:
JGM Consulting has been the Closed Meeting Investigator for Elgin County and local
municipal partners for the last eight years. These services are being offered for 2016
with an optional one-year renewal clause subject to mutual agreement.
RECOMMENDATIONS:
THAT Mr. John Maddox (JGM Consulting) be re-appointed as Closed Meeting Investigator
for the County of Elgin for 2016 with a renewal option for a further one-year term subject to
mutual agreement; and,
160
THAT Elgin County agrees to pay the retainer fee for each participating lower-tier
municipality in Elgin County; and,
THAT the Warden and Chief Administrative Officer be authorized and directed to sign the
necessary documents and agreements; and,
THAT the necessary by-law be amended.
Mark G. McDonald
161
FROM:
Rhonda L. Duffy, Director of Homes and Seniors Services
DATE:
November 3, 2015
SUBJECT:
Homes - Approval - Policy Manual Review and Revisions- Nursing
Sections N-W
INTRODUCTION:
Departmental policy and procedure manuals ensure consistency and quality in the
services provided by Elgin County Homes and Seniors Services, ensure inclusion of
Best Practice Guidelines and align with the Long Term Care Homes Act, 2007.
DISCUSSION/CONCLUSION:
The Homes’ Policy Manual for Nursing Sections N-W have been reviewed and revised
as required. Policy updates include practices related to nail care, oxygen therapy, pain
management, palliative and end-of-life care, restraints, responsive behaviours, skin and
wound management and tuberculosis screening for each County Home.
The above noted policy manual sections may be reviewed upon request through the
Clerks’ office and through the County Website at: http://www.elgincounty.ca/seniorsservices/our-team/employee-portal-0.
RECOMMENDATION:
THAT Council approve the County of Elgin Homes and Seniors Services Policy Manual
review and revisions for Nursing Sections N-W effective November 3, 2015.
Rhonda L. Duffy
Director of Homes and Seniors Services
Mark G. McDonald
162
FROM:
DATE:
November 3, 2015
SUBJECT:
Homes – Policy Revisions: Immunization – Influenza Vaccine
Administration - Staff and Residents
INTRODUCTION:
The Long-Term Care Homes Act, 2007 and Ontario Regulation 79/10, section 229 (10)
states: “Residents must be offered immunization against influenza at the appropriate time
each year”; and, “There must be a staff immunization program in accordance with
evidence-based practices and, if there are none, in accordance with prevailing practices”.
DISCUSSION:
In collaboration with Elgin St. Thomas Public Health and the Homes Medical Directors;
the County of Elgin Long-Term Care Homes have developed and revised policies and
directives that align with evidence-based practices as follows:










Policy - Immunization – Residents (Influenza, Pneumovax, Antiviral) (attached)
Policy - Immunization – Staff Influenza (attached)
Policy - Management of Fainting and Anaphylaxis Related to Vaccine
Administration (attached)
Medical Directive for Administration of the Influenza Vaccine for County of Elgin
Staff (attached)
Medical Directive for Administration of the Influenza Vaccine for County of Elgin
Residents (attached)
Medical Directive for Administration of Epinephrine and Benadryl for the
Management of Anaphylaxis Related to Vaccine Administration (attached)
Policy - Medical Directives – Influenza Vaccine (attached)
Policy - Medical Directives (attached)
Amending Agreement to Physician Agreement – Appendix A (attached)
Influenza (Flu) Vaccine Consent Form – Elgin County Staff
The Medical Directors for all 3 Elgin County Homes have reviewed and concur with the
above policy changes, revised medical directives and the amendment to the Attending
Physician Agreement.
CONCLUSION:
To the best of staff’s knowledge, the changes in the above noted policies and directives
support the processes and concepts required to assist the Homes in meeting the
Requirements regarding influenza vaccine immunization, screening, and guidelines for
the management of fainting and anaphylaxis related to vaccine administration.
163
RECOMMENDATION:
THAT Council approve the policy revisions for Immunization – Influenza Vaccine
Administration – Staff and Residents and corresponding attachments.
Rhonda L. Duffy
Mark G. McDonald
164
DRAFT REVISIONS
HOMES AND SENIORS SERVICES
POLICY & PROCEDURE NUMBER:
DEPARTMENT: Infection Control
SUBJECT: Immunization –Residents (Influenza,
Pneumovax, Antiviral)
APPROVAL DATE: April 2004
REVISION DATE: April 2007
REVISION DATE: Oct. 2015
Page 1 of 2
PURPOSE:
Elgin County Homes will provide influenza vaccination to eligible residents, as per the National
Advisory Committee on Immunization recommendations, public health and Ministry of Health
and Long-Term Care direction.
The Professional Advisory Committee (PAC), including Pharmacist, Public Health, Medical
Director and Manager of Resident Care, will develop and keep up-to-date-vaccination protocols
within the Homes.
PROCEDURE:
INFLUENZA VACCINATION:
1. All eligible residents will be offered influenza vaccine, except as contraindicated or otherwise
ordered by the attending physician. The attending physician may delegate the authority to
registered staff through the annual signed “Medical Directive for Administration of the Influenza
Vaccine for County of Elgin Homes Residents”. Registered staff may administer the influenza
vaccine to eligible residents according to manufacturer’s instructions after performing a health
assessment, reviewing contraindications and receiving informed consent.
2. An influenza vaccine “Flu fact sheet” will be provided to the resident and informed consent
will be obtained annually for influenza vaccination. When the resident is not competent to sign
an informed consent, the substitute decision maker will be contacted to provide informed
consent.
3. A physician’s order for “influenza vaccine (or designated name)“will be obtained. prior to
administration.
4. Adrenaline 1 ml. (1:1000) I.U.) ampoule will be available on the injection tray, to be used in
case of adverse reaction. Registered staff to check Medical Directives for adrenaline dosage.
5. Vaccine name, Lot #, expiry date, dose, route, site and date/time of the influenza vaccination
will be recorded in the resident’s eMAR
165
DRAFT REVISIONS
SUBJECT: Immunization –Residents (Influenza,
Pneumovax, Antiviral)
REVISION DATE: April 2007
REVISION DATE: Oct. 2015
Page 2 of 2
PNEUMOVAX:
1. A pneumovax vaccine will be offered as per medical directive to all eligible residents
who have not received a pneumovax vaccine unless contraindicated.
2. A pneumovax vaccine fact sheet will be provided to the resident and informed consent
for pneumovax will be obtained. When the resident is not competent to sign and provide
informed consent, the substitute decision maker will be contacted to provide informed
consent.
3. A physician’s order for “Pneumovax Vaccine 0.5ml. I>M> or S>C>” will be obtained
4. Adrenaline 1 ml. (1:1000 ) ampoule will be available as per medical directive to be
5. used in case of adverse reaction. Registered staff to check Medical Directives for
adrenaline dosage.
ANTIVIRAL:
1. Antiviral therapy may be recommended by the Medical Officer of Health to be given to
2. the residents of long term care homes during a confirmed influenza outbreak.
3. Annually, prior to flu season, the resident/substitute decision maker will be asked to
provide informed consent for antiviral medication.
4. The Home will provide pharmacy with any information required (age, weight, lab
results)to assess individual resident dosing for antiviral medication..
5. The pharmacist will provide individual resident dosing for antiviral medications.
6. See “Elgin County Homes and Seniors Services Consent Form – Influenza and
Pneumococcal Vaccine and Antiviral Therapy.
166
DRAFT REVISIONS
POLICY & PROCEDURE NUMBER: 3.4
DEPARTMENT: Infection Control-Screening
& Surveillance of Infections
SUBJECT: Immunization – Staff Influenza
REVISION: November 26, 2013
REVISION DATE: October 2009
Page 1 of 4
PURPOSE:
Elgin County Homes will provide influenza vaccination to staff members as protection for
residents and staff, and to ensure appropriate staffing availability for resident care.
The National Advisory Committee states “Health Care Workers and their employers have a duty
to actively promote, implement and comply with influenza recommendations in order to decrease
the risk of infection and complications in the vulnerable populations they care for.”
PROCEDURE:
1. Elgin County Homes will promote and provide the influenza vaccine to staff in the
Home.
2. Promotional material regarding the vaccine and this policy will be made available in the
workplace in the fall of each year.
3. An on-site influenza vaccination clinic, where sanctioned by the Attending Physician
through a signed medical directive, will be provided for staff members who have signed
consents.
4. The nurse giving the injections may administer the influenza vaccine to eligible County
of Elgin staff members according to the applicable manufacturers instructions after
performing a health assessment, reviewing contraindications and receiving informed
consent. Adrenaline 1:1000 IU 1 ml will be available on the injection tray in case of
adverse reaction. Registered staff to read the medical directive for dosage of Adrenalin
prior to vaccination.
5. Staff members must provide proof of influenza vaccination to the Home by the end of
November, or earlier in the event of an influenza outbreak. A list of immunized staff will
be compiled in each Home by the MRC.
167
DRAFT REVISIONS
Page 2 of 4
6. Staff members who receive their vaccine at the Home will be recorded on the list of
immunized staff members in each Home. Upon request by the staff, a record of
immunization will be provided by the Home.
7. Staff members who receive their vaccine at a physician’s office or clinic shall provide
documentation of the immunization to the Manager of Resident Care no later than
November 30. If appropriate proof of vaccine is not provided, the staff member will not
be recorded on the list of immunized staff for the Home. In the event of an Influenza
outbreak, the staff will be sent home without pay until appropriate documentation
indicating the employee had been previously vaccinated and/or the outbreak is declared
over by the Medical Officer of Health, whichever occurs first.
8. Staff members who are unable to receive the influenza vaccine for medical reasons will
provide a note to the Manager of Resident Care from their physician documenting the
specific reasons (i.e. anaphylactic reaction to a previous dose or known anaphylactic
hypersensitivity to eggs). The Home will provide the employee with FORM # IC3.4 for
the physician to complete. The Home will reimburse the staff member for such expense
incurred in completing the form by the physician.
9. Pregnancy is not considered a contraindication for the influenza vaccination.
10. Staff members who have not provided proof of influenza vaccination by November 30
will be contacted and advised of the exclusion policy that would take place during an
outbreak. Documentation of such discussion and alternatives during an outbreak will be
made on the Influenza Vaccine Refusal form, ref: FORM #IC3.4
11. When an influenza outbreak in a long-term care home is confirmed by the Medical
Officer of Health, staff who cannot work because they haven’t been vaccinated will be
paid the remainder of that scheduled shift or will be reassigned to non-resident care duties
for the remainder of that shift or as directed by Medical Officer of Health may complete
their shift using approved Personal Protective Equipment (PPE). Un-immunized staff
members will not be allowed to return to work at the Home until:
a. They receive the vaccine and two (2) weeks have passed, OR
b. The outbreak is declared over, OR
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DRAFT REVISIONS
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c. They begin alternative anti-viral measures for the influenza outbreak (as outlined
below).
12. Alternative anti-viral measures include:
a. Un-immunized staff who HAVE NOT had any contact with the affected facility in
the period commencing twenty-four (24) hours prior to the onset of the first case
of influenza may take antiviral treatment and return to work four (4) hours after
ingesting their first dose as long as they do not have influenza-like symptoms or
as directed by the Medical Officer of Public Health.
b. Un-immunized staff who HAVE HAD contact with the affected facility in the
period commencing twenty-four (24) hours prior to the onset of the first case of
influenza, may take the alternative measures available and return to work seventytwo (72) hours after their last contact with the facility (one incubation period) and
at least four (4) hours after ingesting their first dose, as long as they do not have
influenza-like symptoms or as directed by the Medical Officer of Public Health.
c. Staff members taking antiviral medication will provide evidence satisfactory to
the Home that they received and filled a prescription for antiviral medication.
d. Un-immunized staff members WITH an appropriately documented medical
reason (refer to FORM # IC3.4) for not receiving the influenza vaccine and who
cannot take the alternative measures or cannot tolerate the alternative measures
will be assigned alternate work and hours within the home until such time the
outbreak is declared over. This will be done in accordance with direction from
Public Health, on a case by case basis provided that the staff member does not
have direct resident contact and/or provide direct resident care. Re-assignment
will be accomplished in a manner that is consistent with provisions of the
collective agreements in force in the Homes.
e. Un-immunized staff members WITHOUT an appropriately documented reason
for not receiving the influenza vaccine and do not take the alternative measures
available will remain off work unpaid until the outbreak is declared over.
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13. Staff shall remain on unpaid leave until criteria described in #12 is satisfied.
14. Exclusion of un-immunized staff members will be applied as per this policy or if
necessary, by the Medical Officer of Health through an order under Section 22 of the
Health Protection and Promotion Act. The Section 22 will order the Director of the
Home to exclude un-immunized staff members.
15. In the event of a Pandemic, as declared by the Medical Officer of Health, un-immunized
staff will be required to report to work within the home as scheduled and/or necessary.
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SUBJECT: Management of Fainting and
Anaphylaxis Related to Vaccine Administration
Page 1 of 9
PURPOSE:
All vaccines have the potential to cause adverse reactions. In order to minimize adverse
reactions, clients should be carefully screened for contraindications to a vaccine before it is
administered. Even with careful screening, reactions may occur. These reactions can vary from
trivial and inconvenient (i.e. soreness, itching) to severe and life threatening (i.e. anaphylaxis).
If reactions occur, staff must be prepared to manage them until the client recovers or care is
transferred to another health care provider (i.e. Emergency Medical Services or EMS).
The procedure below outlines the steps to follow in the event of an adverse reaction to a
vaccination.
POLICY:
The key categories to consider when providing a safe environment in the management of fainting
and anaphylaxis are:
• effective screening tools and procedures to proactively identify persons with potential vaccine
reactions;
• staff training re: how to identify client reactions in a timely fashion;
• emergency response procedures in case of anaphylaxis
All recipients (residents and staff) of immunizations who experience fainting or
anaphylaxis will be managed according to the procedure outlined below.
For the purposes of this document, fainting or syncope will be defined as a “temporary loss of
consciousness due to insufficient oxygen to the brain”. Symptoms include dizziness, temporary
loss of vision (blacking out), temporary loss of hearing, weakness, sweating, a feeling of heat,
palpitations (pounding heart), and nausea. Signs include pale skin and rapid, shallow breathing.
Loss of consciousness may happen in seconds and can be accompanied by brief clonic seizure
activity (rhythmic jerking of the limbs).
Syncope is very common, occurring for the most part in two age ranges: the teenage years and
older age. There are three broad categories of syncope: cardiogenic, reflex (i.e. neurally
mediated) and orthostatic hypotension; the latter is most common.
Swelling and urticarial rash (hives) at the injection site can occur but are not always caused by an
allergic reaction.
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Anaphylaxis is defined as a “serious potentially life-threatening allergic reaction to foreign
antigens; it has been proven to be associated with vaccines.” Anaphylaxis is rare with an
estimated occurrence rate of 1 – 10 episodes per million doses of administered vaccine.
Symptoms are usually evident within 15 to 30 minutes of injection. A shorter onset means a
more severe reaction. Signs and symptoms develop over several minutes and by definition
involve at least two body systems (i.e. the skin, respiratory, gastrointestinal or circulatory
systems). The cardinal features include:
 Itchy hives (in over 90% of cases);
 Progressive, painless swelling of the face and mouth, which may be preceded by
itchiness, tearing, nasal congestion or facial flushing;
 Respiratory symptoms (in 70% of cases) including sneezing, coughing, wheezing,
laboured breathing and upper airway swelling (indicated by hoarseness and/or difficulty
swallowing) possibly causing airway obstruction;
 Gastrointestinal symptoms (in 45% of cases) including crampy abdominal pain and
vomiting;
 Sudden reduced blood pressure or symptoms of end-organ dysfunction (i.e. hypotonia
and incontinence). Hypotension can progress to shock and collapse. Unconsciousness is
rarely the sole manifestation of anaphylaxis; rather it is a late event in severe cases.
Other features of anaphylaxis include cardiovascular symptoms (in 45% of cases) such as chest
pain, palpitations or tachycardia and central nervous system symptoms (in 15% of cases) of
uneasiness, altered mental status, dizziness or confusion.
PROCEDURE:
FAINTING, SEIZURES, VOMITING, LOSS OF CONSCIOUSNESS, INJURY
Prevention:
 Introduce measures to reduce stress in those awaiting immunization such as short waiting
times, comfortable room temperature, preparation of vaccines out of view of recipients when
possible, and privacy during the procedure;
 Immunize clients while seated;
 Immunize clients with a history of anxiety and fainting while they are lying down;
 Watch for clients who appear particularly anxious, pale, sweating and/or trembling or have
cool clammy skin prior to or after vaccination. Watch for clients who complain of dizziness,
numbness, or tingling in their extremities prior to or after vaccination;
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If noted prior to vaccination, bring client to recovery area to be vaccinated lying down;
If noted after vaccination, physically support client to a mat in the recovery area. Ask for
assistance if you cannot support them adequately on your own;
Sometimes counter-pressure manoeuvres that involve crossing the legs or squeezing the
thighs together can be used to ward off a fainting spell;
Clients who are hyperventilating should be offered a paper bag for rebreathing.
Management of All Reactions
 Offer reassurance;
 Check vital signs as appropriate before the client leaves the clinic area (i.e. if client loses
consciousness for > 2 minutes);
 Offer the client juice, if available and client is able to swallow safely;
 When the client begins to feel better, s/he should be advised to get up slowly;
Management of Fainting:
 Lay client down and elevate feet;
 Keep the client in the clinic area until s/he feels well enough to leave (minor faint only). Counsel
clients to avoid unsafe activities such as stair climbing or driving immediately after vaccination.
Management of Seizure Activity
 If seizure activity is noted, ensure that the client cannot injure him/herself by keeping away from
hard objects, cushioning head (if not on mat);
 For staff member, advise staff member to follow-up with their physician ASAP. For residents,
registered staff to notify residents physician.
Management of Vomiting
 If the client vomits or appears likely to vomit, place him/her on his/her side in the recovery position.
Be careful to avoid bending the neck if a spinal injury is suspected as a result of a fall;
 Keep the client in the clinic area until s/he feels well enough to leave. Counsel clients to avoid
unsafe activities such as stair climbing or driving immediately after vaccination.
Management of Loss of Consciousness
 Keep the client in the clinic area until s/he feels well enough to leave (loss of consciousness < 2
minutes). Counsel clients to avoid unsafe activities such as stair climbing or driving immediately
after vaccination.
 If loss of consciousness persists for more than two minutes, ask someone to call 911, continue to
assess client’s airway, breathing, and circulation and monitor for signs of an anaphylactic reaction
until care is transferred to EMS;
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Management of Injury
 If the client hits his/her head, advise re need to follow-up with physician ASAP. For residents,
follow home’s policy and procedures.
 If the client sustains a serious injury, call 911 and transfer care to Emergency Medical Services.
Discharging client
 Arrange for staff member to leave clinic area attended by another adult. S/he should be
driven home by someone else and observed by an adult for several hours following the
episode. Residents will be monitored by registered staff unless transferred to hospital.
 Document non-minor reactions like seizures, unconsciousness lasting longer than two
minutes, or injuries in Point Click Care (PCC) for residents; or, on a “Accident Incident
Report” for staff and notify the Resident Physician and Manager of Resident Care;
 Follow-up on the condition of the client later in the day if an injury, seizure, or faint greater
than two minutes occurred.
SWELLING AND HIVES AT THE INJECTION SITE
Management of swelling and hives:
 Swelling and urticarial rash i.e. hives can occur at the injection site but are not always caused
by an allergic reaction. The swelling or hives should be observed for at least 30 minutes in
order to ensure that the reaction remains localized, and if so, the vaccine recipient may leave
after this observation period.
 If the hives or swelling disappears and there is no evidence of any progression to other parts
of the body and there are no other symptoms within the 30 minute observation period, the
vaccine recipient can leave.
 However, if any other symptoms arise, even if considered mild (e.g. sneezing, nasal
congestion, tearing, coughing, facial flushing), or if there is evidence of any progression
of the hives or swelling to other parts of the body during the observation period,
epinephrine should be given.
ANAPHYLAXIS
Prevention:
 Screen clients for increased risk of anaphylaxis including known allergies to vaccines and
vaccine components
 Screen clients for risk factors of increased severity of anaphylaxis including very old age;
pregnancy; asthma; allergic rhinitis and eczema; thyroid disease; cardiovascular disease
including hypertension; exercise; acute infection; menses; emotional stress; and concurrent
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use of certain medications (i.e. angiotensin-converting enzyme [ACE] inhibitors, angiotensin
receptor blockers [ARB] or beta-blockers. If multiple risk factors, refer to health care
provider for vaccination;
Keep vaccine recipients under observation for at least 15 minutes after immunization; 30
minutes is a safer interval when there is a specific concern about possible vaccine allergy. In
low risk situations, observation can include having vaccine recipient remain within a short
distance of the vaccinator and return immediately if feeling unwell.
Be prepared by having anaphylaxis management kits readily available wherever vaccines are
administered.
List of recommended items in an anaphylaxis management kit
1. Clear concise summary of anaphylaxis emergency protocol
2. Laminated table of dosage recommendations for epinephrine and diphenhydramine
hydrochloride by weight and age
3. Two vials of aqueous epinephrine 1:1000
4. One vial of injectable diphenhydramine hydrochloride
5. Two – 1 cc syringes with attached needles (1 – 25 gauge, 1” needle; 1 – 25 gauge, 5/8 “
needle)
6. One extra 25 gauge, 5/8” needle
7. Two 25 gauge, 1” and 1.5 inch needles (extra for larger adults)
8. Scissors
9. Alcohol swabs
10. Pocket mask
11. Equipment for taking blood pressure
12. Tongue depressors
13. Flashlight
Emergency Management of Anaphylaxis:
IMMEDIATELY
 Assess circulation, airway, breathing, mental status, skin, and body weight.

Direct someone to call 911 or emergency medical services;

Position the client on his/her back or semi-recumbent if client is pregnant and/or
experiencing respiratory distress. Elevate the lower extremities. Place the client on their side
if vomiting or unconscious;

Inject epinephrine subcutaneously as below. Scissors may be needed to cut away clothing:
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DRAFT REVISIONS
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
Use a different injection site from vaccination injection site and epinephrine injection site.

There should always be two nurses in attendance when a client is experiencing anaphylaxis. One
nurse should draw up/administer epinephrine and the other nurse should manage the client/check
that the dosage is correct
Dose of epinephrine (1:1000, 1mg/ml solution) 0.3 mg SC every 5 minutes to a
maximum of 3 doses.
Epinephrine can cause mild and transient effects such as pallor, tremor, anxiety,
palpitations, headache and dizziness which occur within minutes after injection of the
recommended dose. These effects confirm that a therapeutic dose has been given.
Ensure the client lies down. Fatality can occur within seconds if s/he stands or sits suddenly
after receiving epinephrine.
IF CLIENT’S BREATHING MORE LABORED OR LEVEL OF CONSCIOUSNESS
DECREASES


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Repeat epinephrine every 5 minutes as needed for a maximum of 3 doses;
Alternate right and left thigh for repeat doses of epinephrine;
Elevate head and chest slightly;
Use head tilt, chin lift or jaw thrust if airway is blocked;
ADJUNCTIVE TREATMENT

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One dose of diphenhydramine hydrochloride may be given when symptoms are not well
controlled by epinephrine or if it takes a longer time for an ambulance to arrive;
Diphenhydramine hydrochloride should be given IM. IM is preferably given at a different
site to that in which epinephrine was given. If necessary, use same thigh as the one in which
epinephrine was given. Can also be given into same muscle mass as vaccine was given.
Should be given deep IM because it is painful;
Can give at any time interval, either after the initial or repeat doses of epinephrine if
indicated;
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Page 7 of 9
Client should be observed closely after diphenhydramine hydrochloride is given to ensure there is no
progression of reaction.
Dose of diphenhydramine hydrochloride (Benadryl) 25 mg IM – one dose only
Monitoring during anaphylaxis:
 Reassess airway, breathing and circulation constantly;
 Record blood pressure, pulse, and respirations every five to ten minutes;
 Record all actions on Vaccine Incident Report (found on clipboard in emergency kit);
 Notify the Manager of Resident Care;
 Complete an Adverse Event Following Immunization report;
 Note the incident on the client’s vaccination record. Consult the resident’s attending
physician re: whether vaccine is contraindicated the future; advise staff member with
adverse reaction to consult their own physician re: whether the vaccine is contraindicated in
the future
 Follow-up on the condition of the client later in the day.
All clients receiving emergency epinephrine must be transported to hospital immediately
after evaluation and observation. Since symptoms of an anaphylactic reaction can reoccur
after the initial reaction (biphasic anaphylaxis) in up to 23% of adults hospitalization is
recommended. A biphasic course is more likely to occur if the administration of
epinephrine is delayed.
Key features of anaphylaxis, vasovagal reactions, and anxiety reactions (Govt of New
Brunswick, 2011).
ANAPHYLAXIS
DEFINITION
An acute systemic and
potentially fatal allergic
reaction to a foreign
substance. IgEmediated antibody
induces histamine
release from tissue
mast cells.
VASOVAGAL
A temporary
unconsciousness
caused by diminished
blood supply to the
brain due to painful
stimuli or emotional
reaction.
177
ANXIETY
A protective
physiological state
recognized as fear,
apprehension or worry.
DRAFT REVISIONS
Page 8 of 9
ANAPHYLAXIS
ONSET
SKIN
BREATHING
PULSE
BLOOD
PRESSURE
SYMPTOMS &
BEHAVIOURS
GASTROINTESTINAL
OTHER
SYMPTOMS
Usually slower, most
instances begin within
30 minutes of
immunization.
Warm, clammy&
flushed. Pruritus and
urticaria present in >
90% of cases.
Progressive painless
swelling of face, mouth
and tongue.
Sneezing, coughing,
wheezing, labored
breathing; upper airway
swelling (hoarseness
and/or difficulty
swallowing) possibly
causing airway
obstruction.
Rapid, weak, irregular.
Hypotension which may
progress to shock and
collapse.
Uneasiness,
restlessness, agitation.
Not all signs/symptoms
will be exhibited in each
person. Usually one
body system
predominates.
Nausea & vomiting,
abdominal pain,
diarrhea.
Loss of consciousness,
progression of injection
site reaction beyond
hives and swelling.
VASOVAGAL
ANXIETY
Sudden, occurs before,
during or shortly after
immunization; recovery
occurs within one to two
minutes.
Sudden, occurs before,
during, or shortly after
immunization; recovery
occurs within one to two
minutes.
Pale, excessive
perspiration, cold,
clammy.
Pale, excessive
perspiration, cold,
clammy.
Normal or shallow,
irregular, laboured.
Rapid and shallow
(hyperventilation).
Slow, steady.
Rapid
Fearfulness, lightheadedness, dizziness,
numbness, weakness,
sometimes
accompanied by brief
clonic seizure activity.
Fearfulness, lightheadedness, dizziness,
numbness, weakness,
tingling around lips and
spasm in hands and
feet, hyperventilation.
Nausea.
Nausea.
Loss of consciousness
is possible; of short
duration (one to two
minutes).
Loss of consciousness
in severe cases; of short
duration.
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Reference:
Elgin St. Thomas Public Health “Fainting & Anaphylaxis” policy and procedure MD-VPD-4.2 05, October 1, 2015.
179
DRAFT REVISIONS
October 2015
Medical Directive for Administration of the Influenza Vaccine for County of Elgin Staff
Order/Delegated Procedure:
The Attending physician delegates the authority to Registered Nurses and Registered
Practical Nurses to administer the influenza vaccine to County of Elgin staff members
provided the conditions outlined in this directive and the product monograph(s) are met.
This medical directive is to be used in conjunction with Infection Control policy and
procedure 3.4 “Immunization – Staff Influenza”.
Authorized Implementers:
The Registered Staff may administer the influenza vaccine to eligible County of Elgin
staff members according to the applicable manufacturer’s instructions after performing a
health assessment, reviewing contraindications and receiving informed consent.
Recipients:
Those who are eligible for vaccination based on the following:
 Publicly funded immunization schedule for the province of Ontario
 Canadian Immunization Guide recommendations
 Public Health Ontario recommendations
 Recommendation of the Medical Officer of Health
 Nursing Assessment
Indications:
All individuals who work at the home are eligible and recommended for the publicly
funded influenza vaccine provided they have no contraindications. The Canadian
Immunization Guide states that there should be a special focus on certain high risk
groups including:
 Adults 65 years of age and older
 Individuals of any age who are residents in long term care homes or other
chronic care facilities
 Individuals with underlying health condition (e.g. cardiac/pulmonary disorders,
renal disease, morbid obesity, diabetes and cancer or weakened immune systems
 Pregnant women
 Individuals capable of transmitting influenza to those at high risk:
o Health care workers
o Household contacts of those at high risk
Vaccines for specific age groups will be as directed by public health and attending
physician.
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DRAFT REVISIONS
October 2015
Contraindications:
See applicable product monographs and consent form.
Consent:
Informed consent is obtained and documented.
Risks and benefits of the vaccine are explained to the person.
Education resources from the health unit or other government agencies may be given to the
person (i.e. fact sheets)
Procedure:
1. The person is assessed to determine eligibility and suitability for vaccine
administration according to the following: a) the publicly funded immunization
schedule for the province of Ontario; b) National Advisory Council on Immunization
recommendations; c) available vaccination records; d) a health status review with a
focus on adverse vaccination events, allergies, and sensitivities, and e) vaccine
indications and contraindications.
2. Informed consent is obtained and documented.
3. The vaccine is administered according to the manufacturer’s instructions.
4. The person is asked to remain in the clinic waiting area for 15 minutes to ensure
he/she does not experience an adverse reaction. Adverse reactions are managed
according to policy and procedure for fainting and anaphylaxis.
5. Epinephrine HCL (1:1000) is immediately available should the person experience an
anaphylactic reaction to any component of the vaccine.
6. The immunization is documented in the client’s health record.
Review and Quality Monitoring Guidelines:
If there is any question that the person should NOT receive the immunization, the
immunization will be held and the staff member will follow up with their own physician.
If the person experiences any immediate adverse effects, they will be managed according to
policy. The person will be counselled regarding the signs and symptoms of delayed adverse
effects and how to manage them.
Authorizing Signatures:
Attending Physician
Date:
Manager of Resident Care
Date:
Director of Homes and Seniors Services/Administrator
Date:
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DRAFT REVISIONS
October 2015
Medical Directive for Administration of the Influenza Vaccine for County of Elgin Homes
Residents
Practical Nurses to administer the influenza vaccine to County of Elgin Homes' residents
provided the conditions outlined in this directive and the product monograph(s) are met.
procedure 3.3 “Immunization – Residents (Influenza, Pneumovax, and Antiviral)”.
The Registered Staff may administer the influenza vaccine to eligible residents
according to the applicable manufacturer’s instructions after performing a health
assessment, reviewing contraindications and receiving informed consent.
Recipients:
Those who are eligible for vaccination based on the following:
 Publicly funded immunization schedule for the province of Ontario
 Canadian Immunization Guide recommendations
 Public Health Ontario recommendations
 Recommendation of the Medical Officer of Health
 Nursing Assessment
Indications:
All individuals who reside at the home are eligible and recommended for the publicly
funded influenza vaccine provided they have no contraindications. The Canadian
Immunization Guide states that there should be a special focus on certain high risk
groups including:
 Adults 65 years of age and older
 Individuals of any age who are residents in long term care homes or other
chronic care facilities
 Individuals with underlying health condition (e.g. cardiac/pulmonary disorders,
renal disease, morbid obesity, diabetes and cancer or weakened immune systems
 Pregnant women
 Individuals capable of transmitting influenza to those at high risk:
o Health care workers
o Household contacts of those at high risk
Vaccines for specific age groups will be as directed by public health and attending
physician.
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DRAFT REVISIONS
October 2015
Contraindications:
See applicable product monographs and consent form.
Consent:
Informed consent is obtained and documented.
Risks and benefits of the vaccine are explained to the person.
Education resources from the health unit or other government agencies may be given to the
person (i.e. fact sheets)
Procedure:
1. The person is assessed to determine eligibility and suitability for vaccine
administration according to the following: a) the publicly funded immunization
schedule for the province of Ontario; b) National Advisory Council on Immunization
recommendations; c) available vaccination records; d) a health status review with a
focus on adverse vaccination events, allergies, and sensitivities, and e) vaccine
indications and contraindications.
2. Informed consent is obtained and documented.
3. The vaccine is administered according to the manufacturer’s instructions.
4. The person is asked to remain in a designated area for 15 minutes to ensure he/she
does not experience an adverse reaction. Adverse reactions are managed according
to policy and procedure for fainting and anaphylaxis.
5. Epinephrine HCL (1:1000) is immediately available should the person experience an
anaphylactic reaction to any component of the vaccine.
6. The immunization is documented in the client’s health record.
Review and Quality Monitoring Guidelines:
If there is any question that the person should NOT receive the immunization, the
immunization will be held and the concerns passed onto the residents’ attending physician.
If the person experiences any immediate adverse effects, they will be managed according to
policy. The person will be counselled regarding the signs and symptoms of delayed adverse
effects an how to manage them.
Authorizing Signatures:
Attending Physician
Date:
Date:
Date:
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DRAFT REVISIONS October 2015
HOMES AND SENIOR SERVICES
Medical Directive for Administration of Epinephrine and Benadryl for the Management of
Practical Nurses to administer Epinephrine and Benadryl, in the event of an adverse
reaction to a vaccination, to County of Elgin Homes residents and staff provided the
conditions outlined in this directive, the product monograph(s) and Infection Control
Policy and Procedure 2.6 “Management of Fainting and Anaphylaxis Related to Vaccine
Administration” are met.
procedures 3.3 “Immunization - Residents (Influenza, Pneumovax, Antiviral)”, and 3.4
“Immunization - Staff Influenza & Surveillance of Infections”.
The Registered Staff may administer Epinephrine and Benadryl to eligible residents or
staff according to the applicable manufacturer’s instructions after performing a health
assessment in an emergency situation only.
Directive: Epinephrine and Benadryl according to Infection Control policy and
procedure 2.6 “Management of Fainting and Anaphylaxis” in the event of an adverse
reaction to a vaccination.
Recipients:
Those residents who are eligible for influenza/pneumovax vaccination; and staff who are
eligible for influenza vaccination, and have had an adverse reaction to same.
Indications:
All individuals who work or reside at the home are eligible in the event of an adverse
reaction to the influenza or pneumococcal vaccination as per ICP 2.6 Management of
Fainting and Anaphylaxis”.
Contraindications:
See applicable product monographs.
Consent:
Not applicable in an emergency situation.
Procedure:
1. Follow Infection Control policy and procedure 2.6 Management of Fainting and
Anaphylaxis
Authorizing signatures:
Attending Physician
Date
Date
184
Date
DRAFT REVISIONS
DEPARTMENT: Nursing
SUBJECT: Medical DirectivesInfluenza vaccine
REVISION DATE: December 2008
REVISION DATE: November 2015
Page 1 of 1
PURPOSE:
The Registered staff at Elgin County Homes may provide influenza immunizations to residents
and to Corporation of the County of Elgin staff, provided that:
Resident:
 A current physicians order if placed on the chart for all residents,
 A current Medical Directive for Influenza vaccine administration and the management of
adverse reactions which is signed and dated by the residents’ attending physician; and
signed and dated by any administrative authority that is approving the directive of each
respective home on an annual basis.
Staff:
 The Home shall ensure that informed consent is given prior to the administration of the
vaccine as per current Public Health Guidelines. The County shall annually review
policies and procedures to ensure alignment with Public Health and Best Practice
Guidelines”.
 A current Medical Directive for Influenza vaccine administration and the management of
adverse reactions which is signed and dated by the Homes’ attending physician; and
signed and dated by any administrative authority that is approving the directive of each
respective home on an annual basis.
The Medical Directive must coincide with the College of Nurses of Ontario standard of practice
and include the specific medication(s), specific condition(s) that must be met; and any specific
circumstance(s) that must exist before the directive can be implemented.
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DRAFT REVISIONS
HOMES AND SENIOR SERVICES
DEPARTMENT: Nursing
SUBJECT: Medical Directives
APPROVAL DATE: April 2004 REVISION DATE: May 2008 REVISION DATE: Nov. 2015
Page 1 of 1
POLICY:
1. It is the policy of Elgin County Homes that medical directives are available to registered
nursing staff to follow for residents for the treatment and management of medical
symptomology, allergic reactions, palliative and end-of-life care, INR protocol and
immunization protocols.
2. The medical directives must coincide with the College of Nurses of Ontario standards of
practice.
3. The Medical Director shall annually review, revise as needed, and sign the existing medical
directives.
4. The original medical directives will be dated and signed by the Medical Director, Manager of
Resident Care and Administrator of each home. The original will be filed for safekeeping in
the Manager of Resident Care’s office.
5. Admission, medication, palliative/end-of-life, INR protocol and immunization medical
directives must be confirmed by contacting the attending physician.
6. Medical Directives are individualized and reviewed with each quarterly medication review.
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AMENDING AGREEMENT
THIS AMENDING AGREEMENT dated this ___th day of _________, 20__
BETWEEN:
_______________________________
OF THE FIRST PART
- AND THE CORPORATION OF THE COUNTY OF ELGIN,
A municipal body operating a Home for the Aged known as
“________________________________________” (herein referred to as the “Home”)
OF THE SECOND PART
Background
A. The Corporation of the County of Elgin and ________________ (the “Parties”) entered
into the contract (the “Contract”) dated October 26, 2015, for the purpose of
Amendment to Appendix A of the attending physician agreement.
B. The Parties desire to amend the Contract on the terms and conditions set forth in this
Amending Agreement (the “Agreement”).
C. This Agreement is the first amendment to the Contract.
IN CONSIDERATION OF the Parties agreeing to amend their obligations in the existing
Contract, and other valuable consideration, the receipt and sufficiency of what is hereby
acknowledged, both Parties agree to keep, perform, and fulfill the promises, conditions and
agreements below:
Amendments
1. The Contract is amended as follows:
a. The following provision is hereby added immediately to Appendix A of the
Attending Physician Agreement after Section r) of the Agreement: “The
Attending Physician shall review and sign annually the Medical Directive for the
administration of the Influenza Vaccine to the Homes’ staff as delegated to the
Homes’ Registered Staff. The Home shall ensure that informed consent is
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given prior to the administration of the vaccine as per current Public Health
Guidelines. The County shall annually review policies and procedures to ensure
alignment with Public Health and Best Practice Guidelines”.
IN WITNESS WHEREOF the parties hereto have executed this Addendum to the
Attending Physician Agreement, as signed ________________, either personally or by
hand of duly authorized officers at, St. Thomas, Ontario this _____ day of ____________
20 __.
SIGNED, SEALED & DELIVERED
)
)
In the presence of
)_______________________________
) Attending Physician
)
)
) Corporation of the County of Elgin
)
)
) Per: ___________________________
)
Warden
)
)
) Per: ___________________________
)
Mark McDonald, CAO
)
)
) Per: ___________________________
Rhonda Duffy, Director of Homes and Seniors
Services
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DRAFT REVISIONS
October 2015
INFLUENZA (FLU) VACCINE CONSENT FORM – COUNTY OF ELGIN STAFF
Staff Name: ______________________Phone Number:_______________Age:______________
*Please answer all questions:
1. a) Have you ever had a flu vaccine?
b) Have you ever had a reaction to the flu vaccine (hives, difficulty breathing
2. Do you have a fever or feel sick today?
3. Have you ever had Guillain-Barré Syndrome (GBS), a disease that causes your muscles to
stop working or Oculo-Respiratory Syndrome (ORS)?
4. Are you allergic to:
 thimerosal (mercury)
 neomycin
 kanamycin
 formaldehyde
 eggs /egg products
5. Do you have a bleeding disorder (i.e.: hemophilia)?
6. Do you have severe asthma or have you seen a doctor for wheezing in the last week?
7. Do you take blood thinners (i.e.: aspirin, Coumadin, warfarin)?
8. Do you have any problems with your nervous system? (i.e.: multiple sclerosis, migraines,
dementia, epilepsy, Parkinson’s disease, muscular dystrophy, etc.).
9. Are you currently taking a beta-blocker (e.g. acebutolol, propranolol, nadolol)?
If you answered “yes” to questions 1b-9, please explain below:
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
I have read (or it has been read to me) and I understand the Influenza (Flu) Vaccine Information
sheet. I have had my questions answered and I consent to receiving the influenza vaccine.
I understand that I cannot receive the vaccine at the County of Elgin Homes if I answer YES to
any of the above questions. I understand, however, that I may still be able to get the vaccine and
to do so, I should contact my own physician.
Signature: ____________________________________ Date: ________________________
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DRAFT REVISIONS
October 2015
INFLUENZA (FLU) VACCINE CONSENT FORM – COUNTY OF ELGIN STAFF
Personal information on this consent form is collected by law under the Health Protection and
Promotion Act and Personal Health Information Protection Act. The information may be used
for evaluation or research purposes.
Any questions about the collection of this information should be directed to the Manager of
Resident Care of the Home.
Vaccine Name: ______________________________
Lot # of Vaccine: _____________________________
Expiry Date of Vaccine: _______________________
Dose: ______________________________________
Route: _____________________________________
Site: _______________________________________
Date /Time Vaccinated: ________________________
RN/RPN signature: _____________________________
190
FROM:
DATE:
November 3, 2015
SUBJECT:
Homes - Wander Alert System Policy Approval
INTRODUCTION:
The Long-Term Care Homes Act, 2007 section 5 states: “Every licensee of a LongTerm Care Home shall ensure that the home is a safe and secure environment for its
residents”; and the Homes is expected to comply with section 45 (1) 2. “Alternatives to
admitting the person to a secure unit have been considered but would not be effective
to address the risk”. This report seeks Council’s approval on a policy to govern the
system’s usage.
DISCUSSION:
A secure unit is often the most appropriate intervention/placement for a resident with
wandering and exit seeking behaviours to ensure resident safety and well being.
Residents with mild cognitive impairment and occasional wandering/exit seeking
behaviours may not require a secure unit initially. In these situations, a wander alert
system may provide the resident with a safe and secure environment without secure
unit placement.
Each of the County of Elgin Homes has recently purchased a “Wander Alert System” to
provide an alternative and/or adjuvant to the secure unit. The system involves the use
of a wrist/ankle strap and tag which is connected through a hardware system to the front
door entrance of the home. The wrist/ankle strap and tag, when worn by the resident,
locks the front door of the home as the resident approaches the front entrance
promoting resident safety.
A policy and procedure “Wander Alert System” has been developed to promote the
appropriate assessment, usage, monitoring and evaluation of the wrist/ankle strap and
tag system. Staff are now seeking Council’s approval of that policy.
The wander alert system is considered an environmental restraint and follows all the
requirements of the “Restraints – Minimizing Restraining of Residents” policy and
procedure (physicians order, consent, monitoring, care planning and evaluation).
CONCLUSION:
The Elgin County Homes will continue to identify and apply alternatives to secure unit
admission where appropriate while maintaining the ultimate goal of resident safety.
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RECOMMENDATION:
THAT the Wander Alert System Policy as attached to this report be hereby approved for
use in the County of Elgin’s Long-Term Care Homes.
Rhonda L. Duffy
Mark G. McDonald
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DRAFT NEW
DEPARTMENT: Administration
SUBJECT: Wander Alert System
APPROVAL DATE: October 2015
REVISION DATE:
Page 1 of 3
PURPOSE:
To provide a system to support resident safety and minimize the risk of wandering/elopement
from the long-term care home.
PROCEDURE:
1. Residents with documented wandering/exit seeking behaviours identified in the
Continuing Care Access Centre (CCAC) paperwork will be admitted to the Memory Care
Home Area (MCHA) upon admission to the home as per the Long-Term Care Home Act,
Section 43, (6), Section 44, Section 45.
2. Newly admitted residents to the MCHA will be monitored for wandering/exit seeking
behaviours. The internal Behaviour Supports Ontario (BSO) team in collaboration with
the MCHA staff, Manager of Resident Care (MRC)/delegate will assess the resident for
wandering and exit seeking behaviour.
3. Current residents that begin to exhibit wandering/exit seeking behaviours, whose safety is
deemed to be at risk and do not currently reside on the MCHA, will be assessed by the
Home’s BSO team, MCHA staff, MRC/delegate to determine appropriateness of transfer
to the MCHA:
a. Assessments may include – Mini-Mental State Examination (MMSE), Cognitive
Performance Scale (CPS), behaviour mapping, review of progress notes including
documented incidents of exit seeking/wandering, and risk management
information within Point Click Care (PCC).
4. Following the assessment, if identified as appropriate, the internal BSO team may
recommend the wander alert system be trialled with the resident to evaluate effectiveness.
5. The recommendation for the wander alert system will be discussed with the physician,
resident (if appropriate) and personal representative/substitute decision maker (SDM).
Any resident being considered for the wander alert system will be informed that if the
wander alert system is not an effective intervention (i.e. elopements, elopement attempts,
frequent exit seeking behaviour, responsive behaviour, etc.) then the resident will be
considered for placement on the MCHA and a meeting will be scheduled to discuss
resident safety.
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DRAFT NEW
REVISION DATE:
Page 2 of 3
6. The wander alert system is considered an environmental restraint and requires a
physician’s order, consent, monitoring, care planning and evaluation – see policy and
procedure “Restraints – Minimizing Restraining of Residents”.
7. When the decision is made to trial the wander alert system, a wrist/ankle strap and tag
will be applied to the resident. Communication to all departments re: the initiation of the
trial period will occur by MRC/designate.
8. The date of expiry and serial number of the wrist tag will be recorded in the eMar and
will be replaced one week prior to expiry date. It will be noted on the eMar to check the
resident’s wrist/ankle every shift to ensure that the strap and tag are in place.
9. The registered staff or designate will walk with the resident to the front door to ensure the
bracelet/tab is functional. If the bracelet/tab is not functional, the resident will be
escorted back to the MCHA until a replacement bracelet/tab is obtained from the
MRC/designate.
10. The effectiveness of the wander alert system for the resident will be reassessed regularly
by the internal BSO team in collaboration with the Registered Staff and Personal Support
Worker (PSW) staff of the MCHA.
11. Any safety concerns will be immediately reported to the registered staff and MRC for
immediate evaluation for relocating the resident to the MCHA.
12. A resident trialled with the wander alert system will be provided with the initial strap and
tag at no cost which must be returned upon discharge. Replacement strap/tag costs will
be billed to the resident as per market rate as per County By-law.
13. The wander alert system is considered an additional safety precaution and is not designed
to be used in place of a “MCHA (secure unit)” within the home. The wander alert system
is an additional measure to aide in the deterrent/management of exit seeking behaviour
and the potential risk associated with exit seeking and elopement.
14. In the event the resident is not appropriate for the wander alert system and a MCHA is
recommended, Sections 45 and of the Long Term Care Home Act will apply.
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DRAFT NEW
REVISION DATE:
Page 3 of 3
Door Alarm Operation:
1. The inside sliding door is always in the locked position to staff, residents and visitors.
2. If a resident with the “Roam Alert Securaband” tag and strap approaches the door:
a) The door will remain locked as long as the resident remains in the area and,
b) An alert alarm will sound at the wander alert station located at the front door and on
the identified home area. The doors will remain locked at this time.
3. When the alarm sounds, staff will go to the front doors as quickly as possible to ensure that
the resident has not exited the building and to redirect the resident away from the door.
4. To escort a resident with the tag/strap through the door, the following BY-PASS function
must be performed:
a) you must enter 1938# at the wander alert station mounted at the front door
b) this allows a 20 second period to escort the resident through the doors without causing
an alarm.
c) the alarm will automatically reset to “normal” secure operation after the 20 seconds
5. If the front door is open, and a resident with the tag/strap wanders near the wander alert
station, the alarm will sound and the station must be reset by entering the DISABLE function 1939#; or by moving the resident away from the door for a period of 20 seconds.
6. The bypass and disable codes should be provided to registered staff, management, and
administrative clerk staff. Family, visitors and residents will not be provided with the bypass
codes.
NOTE:
This is a stand alone system. It does not operate in conjunction with the fire alarm or fire panel.
The system will still work if there is a fire trouble. If fire bells are going off the wander alert still
works as it normally would. The wander alert does not need to be reset at any time. The only
time wander alert would not work is if power to the building was off or the system was
physically unplugged from power.
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ADDENDUM
FOR TUESDAY, NOVEMBER 24, 2015 – 9:00 A.M.
1. DELEGATION: 9:40 a.m. following Dominique Giguere - Ron Allensen, Resident, Elgin
County Shoreline Management Plan concerns. (attached)
2. Additional Report from Director of Homes and Seniors Services titled “Homes – Employee
Extended Leaves and Vacancy. (attached)
1
“You Give Me Your Sand, I’ll Give You Mine”
Warden, Elgin County Councillors, thank you very much for allowing me to
speak to you today with respect to the document entitled ‘Elgin County
Lakeshore Management Plan’.
Greeting citizens of Elgin. I bring you tidings of great joy! For unto you has
come a New Lakeshore Management plan. Unfortunately, there are no angels
nor trumpets, but NO DEVILS either. It is not a Messiah document that we
have been craving, but it is, however, quite wonderful: full of lots of
information and great intellectual assets, especially to someone like me who
truly loves our great Lake Erie.
I believe this document is an important step toward a comprehensive
lakeshore plan. However, I do not believe it is a thorough or comprehensive
planning document that should be adopted with respect to Elgin’s Lakeshore
management. I ask that Council, after hearing my arguments, elect to receive
the document as information only, and I urge them to not adopt it as an
official planning policy.
Its science is based on fact that attempts to explain to a layman this incredibly
complex dynamic, with an even more complex number of variables that
apply or do not apply to various stages along Lake Erie’s shoreline.
One of my greatest concerns if this plan were to be adopted is the blatant
neglect to accommodate thoughtful input from concerned citizens,
stakeholders and landowners. How are we to come to a superior
understanding and, hopefully, some consensus on how to move forward?
The whole process seems tainted with expediency, and bent on trying to
prevent liability and lawsuits, which is where we are all headed if the process
doesn’t change. I abhor the underlying tenure of an adversarial posture that
seems to be taken up by some involved. We are not your adversaries, so make
us your allies. Let us not deteriorate into a lawsuit and counter-lawsuit
scenario that would be so unnecessary and such a waste of money that could,
instead, be used toward more partial solutions to our human problem. I said
2
partial solutions to our problem, and will comment more on this shortly.
The Elgin County Lakeshore Management Plan took over a year to prepare,
yet stakeholders were given little time to learn of its pending adoption or to
respond with thoughtful suggestions. Why don’t we agree right here to give
any other stakeholders a year to write up counter proposals? A peer review, as
it were. Unlike the Conservation Authorities, we will invite input and
discussion at the end of the year.
I am asking everyone to not be intimidated by knowledge, but embrace it and
diverse opinions. Don’t let yourself be bullied by misplaced authority, or
people who won’t listen and are compelled to speak. To use a favourite quote
of mine:“Do not underestimate the transformative power of a few dedicated
individuals, to illicit and bring about change. In fact, they are often the only
ones who can.”
This county is rich with talent, intelligence, creativity, imagination and
expertise. Let’s engage some of this talent and bring young people, teachers
and anyone with an interest onboard. I believe the long-term health and
vibrancy of our lakeshore is key to our prosperous future.
THIS IS TOO IMPORTANT TO NOT GET IT RIGHT.
Before I get into discussing a few points, I would like to thank all those
involved in producing the Elgin County Lakeshore Management Plan.
This includes the Steering Committee, The Technical Advisory Committee
and even the much-maligned yet appreciated Baird and Associates. I
especially want to thank Elizabeth for her work and dedication to this process
and the often difficult job of presenting it. She has had to deal with angry and
upset people, but has done a great job in presenting a consistent information
package to the Conservation Authority boards, and will shortly be presenting
it to this Council. Please don't shoot the messenger. Listen carefully to her
presentation: it will be a permutation on my presentation, or should I say
mine will be a permutation on hers, but with different conclusions.
The plan tells us that “erosion cannot be stopped.” It is a natural process that
3
will continue on into the future. I think we are all aware of that. I believe we
are all asking for some measures that will slow down the present rates of
erosion to a rate that can be lived with.
I believe the historical estimates of the sink of sand and gravel beds within
the lake are way underestimated and are extremely hard to calculate, except
by the constant monitoring of littoral sediment volumes, as well as changing
lake depths in the near-shore environment. Nowhere did this study look at
existing or historical near-shore water depth. For this reason, I would
advocate the exploration of whether or not there exist any cost-effective
technologies that could be installed as permanent monitoring equipment at
important data sites, such as the updrift and downdrift of our dynamic
beaches.
I have a problem with the repetition of some information that has often been
presented as fact: supposed facts that we were saddled with from as far back
as the 70's and 80's with respect to the Long Point Sand Spit. For example, I
take issue with the phrase “ultimate deposition” in the Long Point Sand Spit.
Deposition of sand is by its very nature a very dynamic process. And there is
no “ultimate deposition”, which implies that once we get the sand to the
sacred cow of Long Point, it somehow magically becomes glued to the sand
spit. This is a misconception: sand and water are always dynamic. They are
intimately tied together as an eternal couple, like fire is tied to the continued
existence of prairie.
Note that the Long Point Sand Spit projects 20 miles out into the lake after
10,000 years of erosion. Huge waves are not that forgiving on a pile of sand.
Long Point is there simply because it is underlain by bedrock. Fact: without
the bedrock, Long Point could not have withstood the incredible winds and
waves it has over the years. And yes, the longitudinal dunes are, in places, 30
feet or more in height and contain countless tons of sand deposited over
thousands of years.
Most of us realize the incredible importance of this sand spit in terms of the
ecology of Lake Erie and its species. Its importance as such has been
acknowledged through its acknowledgement as a world Biosphere reserve
4
and a UNESCO World Heritage Site, while the adjacent Turkey Point marsh
complex produces a huge number of the fish found in the eastern end of the
lake.
There are still supporters of a proposal to punch holes in the long rock groin
that extends out into the lake, guarding the western edge of the Port Burwell
harbour navigational channel. This groin was built to accommodate and
protect the harbour for the coal-car-carrying freighter the Ashtabula for its
maiden voyage in 1906. Its construction dramatically changed the
depositional dynamic at Port Burwell, and there are often-quoted figures of
the huge numbers of metric tons of sand this groin blocked from proceeding
east to Long Point.
A great deal of sand has formed to the west of the rock groin and that sand is
the basis of perhaps the nicest beach on the north shore, which now also
serves as a major stopping point for migratory birds, including thousands of
common Terns, rare Little Gulls, endangered Piping Plovers, gorgeous
American Avocets, and a host of others that would not stop here without it.
Pt. Burwell Provincial Park has recorded over 230 species of birds, rare
butterflies, nesting endangered snakes, turtles and countless other
invertebrates, most of which would not be there had this beach not been
created.
I believe the dynamic of this beach changed dramatically some 20 years ago
and continues to evolve and change. But, this beach has now become a
dynamic stable beach where storms take out big swaths of sand and storms
bring them back. Thousands if not millions of yards of sand go around the tip
of that groin every year. Come to Port Burwell and watch the wave action
and witness the lake as it turns from blue to a big chocolatey latte for days
after a major storm. You cannot stop sand for long: you just borrow it
temporarily.
With over a hundred years of working with the lake and Mother Nature’s
forces, we have several fixed dynamic beaches, which as our study author
tells us are “stable in the long-term future” (these are in addition to Long
Point, which we have had for thousands of years and I might add we still
5
have to present day, despite predictions that it was threatened with imminent
extinction).
A “dynamic beach” is one that has reached a stable rate of inward and
outward flow of sand, primarily inward from the west and outward to the east
in our section of the lake. There is a constant net deposition of sand that will
always proceed toward the Long Point Sand Spit, even if temporarily stopped
or interrupted by a blockage of littoral drift. A big storm that blows from the
east or southeast, or a cliff collapse – these types of blockages happen
naturally over time by slump or slides, or major collapses of the cliff face
from high bluffs, even to a lesser extent by a large dead tree lying stranded on
the shoreline, particularly if it is stuck at a perpendicular angle to the
shoreline drift. It doesn’t take an engineer to notice this effect.
If there is an extremely large cave-in, this debris material can significantly
alter and block shoreline drift for many months or sometimes years. As a net
effect in terms of the total sediment load in the lake, it really has little.
In just over 100 years of man’s intervention in natural shoreline deposition
processes, we have seen a net gain of three or four stable beaches and
shoreline communities. We have tens of thousands of visitors every year in
the wildlife category, not to mention international tourist and local devotees
to our beaches . . . and we still have Long Point – healthy and thriving as
ever.
I want to address another very important point in this dynamic. There are
long-term studies that indicate the volume of sand suspended in the water
coming down Big Otter Creek and emptying into Lake Erie every day is
something in the neighbourhood of hundreds of metric tons = truck loads and
truck loads of sand. Would anyone in this room like to provide us with that
exact figure? If LPRCA will share that figure with me, it will be included as
part of this presentation. If not, perhaps it is available under the Freedom of
Information Act.
My friends at LPRCA, and they really are that, are constantly trying to
reduce the sediment load in Big Otter Creek by planting buffer strips at field
6
edges, constructing “sand traps” near outflows from farm fields, and
engaging in other worthwhile and important conservation activities that help
reduce and/or slow down erosion.
I want to challenge all of our Conservation Authorities to pick their favourite
lakeshore outflow within their mandate boundaries and work with
landowners and stakeholders to design a plan to permanently stabilize the
outflow where it meets the valley, and enhance the fish habitat and restore
some biodiversity. For example, I am talking about Talbot Creek, Silver
Creek, Salters Gully, South Otter Creek, and Hemlock Creek outflows, etc.
As a concerned naturalist, and a founding member and past President of Otter
Valley Naturalists, I have served on a large committee of stakeholders whose
task it was to document and produce a Conservation Action plan for Elgin
County. The group was sponsored by Ontario Nature and the Thames Talbot
Land Trust. A number of people in this room also served on that committee
and I thank them for their contribution to our county. We served as a group
that included farm organizations, Conservation Authorities, nature clubs,
concerned farmers and other stakeholders. It soon became obvious that the
relatively narrow strip of lakeshore lands and the treed gullies and watersheds
within them contained a huge percentage of rare or endangered species, and
that these lands were vitally important to the cohesive management of our
ecosystem health and, by extension, our own health and quality of life.
Since that study was completed, little has been done by Conservation
Authorities to preserve or enhance that diversity at the lakeshore itself. They
have been doing great work inland, but we all need to up our game. The
recent, wonderful exception to this lack of action on the lakeshore has been
The Thames Talbot Land Trusts, Hawk Woods Campaign, which is in the
process of acquiring the historical and important Hawk Cliff area and the
adjoining woods and lakeshore. They will work to restore and enhance its
biodiversity and preserve what is already there. They are leading by example.
I’d like to share an incident that happened several years ago at the mouth of
Hemlock Creek where it enters Lake Erie. This was a magnificent natural
site, with high treed cliffs and some 200-year-old plus trees and a gravelly
7
outflow into a narrow but relatively stable year-round beach. The most
wonderful part of this site was a large patch of deep blue-fringed Gentians
that bloomed in late summer and early fall. At this time of year, there were
also large clumps of White Lady's Tresses Orchids, Grass of Parnassus, and
other fall delights. You could approach the outflow along a well-vegetated
farmer’s tractor trail that led to a patch of short, thickly growing gnarled
Willows that guarded and held the slope toe at the outflow with several feet
of thickly tangled roots. You stepped down two or sometimes three feet to the
sand beach. Due to a very unfortunate incident involving a blocked drain
upstream that was not cleared of spring debris, a wall of water 10- to 12-feet
high built up in the creek valley and eventually burst, washing out the road
and scouring the valley walls, taking with it all that amazing vegetation I just
described. These species had undoubtedly taken a long time to come to
inhabit that spot in which they had flourished. So should we stand by and
weep? Or shrug our shoulders and say “Oh well, gone now, nothing more to
be done.” No, definitely not.
We will set about creating restoration plans, and a better drain and due
diligence to monitor it in spring; assign more concerned guardians, residents
near the site, and create action plans. These spots belong to all of us, and are
at once our legacy and responsibility to preserve and enhance. Let me be the
first to volunteer to work at the mouth of Hemlock Creek on a restoration
plan.
I think it is high time for a study by Conservation Authorities to scout
potential lakeshore outflows for the creation of some new conservation areas
that provide increased public access to the lakeshore instead of just talking
about it. I say this not in an accusatory fashion, but in a spirit of cooperation
and fir the enhancement of Lake Erie’s habitat and bio diversity.
Finally, no discussion about Lake Erie erosion would be complete or fair
without giving mention of and full credit to Mr. Frank Lennard of Port
Stanley. Frank is a true Titan on this issue; he probably has a copy of every
article, news item, letter to the editor, and most, if not all, of the engineering
studies done over a 20- to 30-year period.
8
I have the ultimate respect and admiration for this man. He has been a tireless
worker with respect to solving the complex erosion problem with hands-on,
practical, low-cost, low-tech solutions that simply and elegantly work with
the forces of nature to stabilize and maximize accretion, and allow the
shoreline drift to continue unabated. Frank not only talks the talk, he really
walks the walk.
Frank has taken every slump and slide in stride, and bounced back to
continue on. It is truly amazing what he has done at his property above the
cliff in Port Stanley. Not only has he done this for himself, there was a time
in the past when he lobbied virtually every politician and person with any
authority on the issue to implement an action plan and get to work!
He has been, I am sure, an almost intolerable thorn in the side of many, many
county officials. Everyone from Clayton Waters, Joe Preston, Steve Peters,
Karen Vecchio and countless County Wardens, alder persons and others.
However, Frank’s mission is always to ask, “Why not?” Especially when it
makes so much sense.
For all his tireless work and especially for his encouragement, I thank him
from the bottom of my heart as one Lake Erie lover to another. We all stand
on the shoulders of those who went before us.
So, to close, I would like to quote Robert Kennedy, former U.S. Attorney
General, who said, "Only those who dare to fail greatly can ever achieve
greatly."
Let’s make today a new beginning with respect to the erosion issue. Let us all
pledge a more open, inclusive and listening posture. Let’s not make it black
or white, win or lose. We are not adversaries, but allies.
Our task is at hand. Let’s see what we can do and inspire the next generation
to great things.
Thank you for your time.
9
FROM:
Rhonda Duffy, Director of Homes and Seniors Services
DATE:
November 19, 2015
SUBJECT:
Homes-Employee Extended Leaves and Vacancy
INTRODUCTION:
Most recently, the Homes have been faced with several short staff situations which
have impacted all three Homes. There are three situations due to one vacancy and two
extended leaves.
DISCUSSION:
Two employees are on leave, one with an unknown return to work date and the second
returning by January 2016. The first employee on leave has no known return date at
this time. The position is the full-time Manager of Resident Care for Elgin Manor. At
present the Administrator for Bobier Villa and Elgin Manor, who is also an RN, is filling
in for this role and in effect performing three senior roles: Administration for Bobier
Villa, Administrator for Elgin Manor and Manager of Resident Care for Elgin Manor.
This is not sustainable. The Administrator will continue to perform two roles at Elgin
Manor and the Director of Homes and Seniors Services will assist in overseeing Bobier
Villa in the interim. In the event the absence is for an extended period of time, a
temporary full time vacancy will be posted.
The second temporarily vacant position, an Administration Clerk at Bobier Villa, will be
backfilled utilizing an existing clerk within the Homes and County. There will be an
incremental cost of 1-2 days per week to cover the employee's absence.
As the Director of Homes and Seniors Services is assisting at Bobier Villa, the Manager
of Support Services at Terrace Lodge will be given increased responsibilities two days
per week and a special purpose rate. A Diet Technician role has been developed to
provide additional support to the Food Service Department at Terrace Lodge.
The following provides an estimate of additional bi-weekly costs to the Homes for 2015:
Estimated Incremental Costs Across
Manager of Support Services – TL
Diet Technician – TL
Administrative Clerk – BV
Total Bi-Weekly Cost
Incremental
Cost/rate/hour
$ 1.67
27.43
24.88
10
Bi-Weekly
Hours
70.0
28.0
28.0
Bi-Weekly
Cost
$117
768
697
$1,582
CONCLUSION:
The three County Homes are experiencing unforeseen staffing shortages requiring
additional measures in order to maintain operations. Utilising existing staff will eliminate
unnecessary training and recruitment costs that would be incurred to obtain coverage
on a short-term basis and help to ensure departmental operations are sustained at the
highest possible level. The status of the duration of the Manager of Resident Care for
Elgin Manor's leave may be better known by January 2016. If the leave extends beyond
the end of January 2016, staff will bring further alternatives for coverage for this position
to Council. The current added costs will be contained within the Homes’ 2015 budget.
RECOMMENDATIONS:
THAT the special purpose rate be used to compensate the employee identified in the
report titled “Homes Employee Extended Leaves and Vacancy” dated November 19,
2015; and,
THAT Council approve the additional staffing costs as identified above to be contained
within the Homes’ budget.
Rhonda Duffy
Mark G. McDonald
11
CLOSED MEETING AGENDA
November 24, 2015
Staff Reports:
1) Director of Engineering Services – Municipal Act, Section 240.2 (a) the security
of the property of the municipality or local board – Graham, Scott, Enns Lease
of the property of the municipality or local board – Clinical Associates Lease
of the property of the municipality or local board – Municipality of Central Elgin –
Short Term Lease
Chief Administrative Officer’s Annual Performance Evaluation

November 24, 2015 County Council Agenda

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