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September 23, 2008 Minutes Councillor Wilson highlighted underway at Public Health. items in the report and commented on marketing Initiatives E n St. Thomas Public Health Annual Report - Councillor Wilson REPORTS Carried THAT we do now proceed in Committee Of The Whole Counci Moved by Councillor Acre Seconded by Councillor Marks Warden Hofhuis thanked Ms delegations left at 9:23 a.m Patrick and Ms. Datars-Bere for the presentations and the Carried THAT the presentation on the 2008 Elgin-St. Thomas United Way Campaign from Ms Datars-Bere be received and filed. THAT the presentation from Ms. Amber received and filed; and Moved by Councillor Vowel Seconded by Councillor Menn Patrick on her experiences with "Hero Holiday" be Ms. Sandra Datars-Bere, Co-Chair for Public Service, United Way Elgin-St. Thomas, attended at 9:10a.m. to present the 2008 United Way Campaign kick-off. Ms. Datars- Bere handed out a brochure with pledge cards and highlighted the agencies funded by the United Way. Councillors were encouraged to support the campaign personally. Ms. Datars-Bere noted the Public Sector goal has been set at $78,000 and that with the layoffs in the local area, this sector is being asked to contribute more this year. The County was encouraged to enrol a team to participate in the 2008 Campaign Competitions. Ms. Amber Patrick attended at 9:05 a.m. to present a report on a trip to the Dominican Republic for a humanitarian relief project called "Hero Holiday" and thanked Council for the grant money she received towards her expenses. Ms. Patrick relayed her experiences and commented on friendships made during her volunteer efforts in a small village. DELEGATIONS DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF- None Warden Hofhuis asked Council to stand in a moment of silence to honour the passing of Councillor's Mcintyre's mother and expressed the condolences of Council and staff. Carried THAT Moved by Councillor Marks Seconded by Councillor Mcintyre the minutes of the meeting held on September 9. 2008 be adopted Warden Hofhuis in the Chair. The Elgin County Council met this day at the Administration Building, at 9:03 a.m., In accordance with adjournment, with all members present except Councillor Habkirk. Tuesday, September 23. 2008 COUNTY COUNCIL Carried THAT the City of St. Thomas Council be offered a similar challenge for the 2008 Campaign with the understanding that contributions from the Elgin Detachment of the O.P.P. and the Town of Aylmer Police Services be included in the final calculation. THAT Elgin County Council match the City of St. Thomas' contribution level to the 2007 United Way Campaign by donating an additional $468.00 to the United Way; and, Moved by Councillor Wilson Seconded by Councillor Mcintyre 2007 United Wa n - Chief Admmistrative Officer Carried THAT the report ''Weed Inspection in the County of Elgin" dated August 19. 2008 from Tree CommissionerNVeed Inspector, be received and filed Moved by Councillor Mcintyre Seconded by Councillor Marks the The Tree CommissionerNVeed Inspector brought a sample of a Garlic Mustard plant and a Dog Strangling Vine for Council's information and advised that these two plants are a great threat to woodlots. The Weed Inspector asked Councillors to contact him if they see these weeds in woodlots so he can investigate further. Councillor Wilson commented on the efforts that would be undertaken to ensure better communication with lower-tier staff and that a presentation on the Weed Inspector role to the Federation of Agriculture would be beneficial. The Weed Inspector also noted he is always available to attend Council Meetings upon request. Weed Inspection m the Coun n - Tree CommissionerlWeed Inspector Carried THAT County Councillors and Officials dress In standard Council attire THAT the charge for each purchased ticket be set at $20.00, to cover the cost of the meal taxes and gratuities; and further, items be approved as detailed on the spreadsheet; THAT all other costs and THAT the annual Warden's Banquet be held at St. Anne's Centre, on Friday, November 7 2008 with the social hour beginning at 5:30 p.m. and the Banquet commencing at 6:30 p.m and and Moved by Councillor Marks Seconded by Councillor Menn Councillor Marks highlighted various items in the report. Councillor Mennill noted the roles that Councillors are to play during the evening and asked Councillors to contact staff if changes need to be made to the Programme. Warden's Banauet - Councillor Marks Carried THAT the annual report on activities of Elgin St. Thomas Public Health from Councillor Wilson be received and filed. Moved by Councillor Wilson Seconded by Councillor Mcintyre County Council 2 September 23, 2008 THAT Frank Cowan Insurance Company be selected to provide the General Insurance and Risk Management Program commencing November 15, 2008 to November 14, 2009 at the proposed annual premium of $237,387 plus applicable taxes, with an option to renew up to and including an additional 2 year term provided that the premium increase does not exceed 10% of the previous years' insurance program, exclusive of any program changes; and, Moved by Councillor Mcintyre Seconded by Councillor Wilson General Insurance and Risk Manaaement Services Pro Ordinator. Manaaer of Administrative Services ram - Purchasin Co- Carried THAT the report entitled "Capital Projects as at August 19, 2008" dated September 12, 2008, from Financial Analyst and the Director of Financial Services be received and filed Moved by Councillor Warwick Seconded by Councillor Vowel Ca ital Prolects as at AUQust 19. 2008 - Financial Analyst Carried Director of Financial Services THAT the appropriate by-law be prepared THAT Moved by Councillor Warwick Seconded by Councillor Acre the Policy entitled "Cease Active Collection - Write-off Policy" be adopted and Cease Active Collection - Write-off Policy - Financial Ana Co-ordinator. Director of Financial Services st Provincial Offences Carried THAT the 2007 Municipal Performance Measures as outlined in the report titled "Performance Measures - Year Ended December 31, 2007" dated September 1, 2008 be reported to the public on the County web site with the 2007 Audited Financial Statements. Moved by Councillor Marks Seconded by Councillor Mcintyre Performance Measures Year Ended December 31 2007 - Director of Financial Services Carried THAT the report titled "Budget Comparison - July 31,2008" dated August 20,2008 from the Director of Financial Services, be received and filed Moved by Councillor Mennill Seconded by Councillor Acre arison Ju 31 2008 - Director of Financial Services Carried THAT Councillors and Senior Management staff inform the Administrative Services Department of the numbers attending by no later than November 18, 2008 THAT Moved by Councillor Mcintyre Seconded by Councillor Marks the Student Education Day Itinerary for November 25. 2008 be adopted and Student Education Da County Council Itinera - Director of Communi 3 and Cultural Services September 23, 2008 Carried THAT the use of Elgin Manor as a temporary evacuation site for Southwold Public School be supported and the Director of Senior Services for Elgin Manor be authorized to work out the appropriate details. Moved by Councillor Marks Seconded by Councillor Mcintyre Reauest for Tempora Evacuation Site - Director of Senior Services Carried THAT THAT a letter be forwarded to Steve Peters M.P.P. and Joe Preston M.P. thanking them for supporting this program and assisting municipalities with infrastructure needs; and also, the appropriate documentation be prepared THAT staff complete and submit an application to the Building Canada Fund Component to rehabilitate Calton Line; and, Communities THAT the rehabilitation of Calton Line in the Municipality of Bayham is the County of Elgin's highest infrastructure priority; and, Moved by Councillor Acre Seconded by Councillor Wilson Buildin Services Canada Fund Communities Component - Deput Director of En Carried THAT the Warden and the Chief Administrative Officer be directed and authorized to enter into an agreement with Birnam Excavating Limited to replace the Mill Creek Culvert, Contract No. 6290-08-02. THAT the project be funded by the Capital Budget from the Bridge Replacement Reserve; and, ($300,000) with the remainder allocated THAT Birnam Excavating Limited be selected for the supply of all labour, material and equipment necessary for the replacement of Mill Creek Culvert located in Sparta in the Municipality of Central Elgin at their quoted price of $715,901.88 (including taxes) and Moved by Councillor Marks Seconded by Councillor Mcintyre M Creek Culvert Replacement - Deput Director of En Services THAT a letter be forwarded this matter. Carried to Mr. THAT the $1,604,467 received from the Ontario Government, from Act, be allocated to the Talbot Line Rehabilitation project; and, Steve Peters M.P.P thanking him for his assistance In Moved by Councillor Wilson Seconded by Councillor Menn the Investing In Ontario Ontario Government - nvestin n Ontario Act - Director of En Carried Services THAT the Warden and the Chief Administrative Officer be directed and authorized to enter into an agreement for the Provision of General Insurance and Risk Management Program County Council 4 September 23, 2008 Carried THAT Correspondence Moved by Councillor Acre Seconded by Councillor Vowel Item #1 be received and filed The following recommendation was adopted respecting Correspondence Item #1 2 Karen B. Canivet, Deputy Clerk, Township of East Garafraxa, with a resolution of support concerning the concept of Compensation for Land Use Restrictions Kyle Kruger, Administrator, Municipality of Bayham, with a resolution requesting the County of Elgin to use funding received under the Investing in Ontario Act to repair Calton Line (County Road #45) from Plank Road to the hamlet of Calton 1 Items for Consideration CORRESPONDENCE THAT the appropriate by-law be prepared Carried THAT the County Solicitor be directed to initiate expropriation proceedings and authorize the Warden and the Chief Administrative Officer to execute any related documentation and, THAT lands adjacent to Quaker Road, as shown (approximately) on Schedule 'A', be expropriated by the County of Elgin, for the purpose of the Mill Creek Culvert replacement project; and, Moved by Councillor Marks Seconded by Councillor Wilson lacement - A roval to Ex ro riate Lands - Depu Director Carried THAT the report entitled "Mill Creek Culvert Replacement - Approval Lands" be considered as a Matter of Urgency. Moved by Councillor Mcintyre Seconded by Councillor Menn to Expropriate Council was asked to consider a report on Mill Creek Culvert Replacement - Approval to Expropriate Lands as a Matter of Urgency. Council took a break at 10:20 a.m. and reconvened at 10:30 a.m Carried THAT the capital expenditure for accessibility renovations to the therapy pool/change area at Terrace Lodge for the proposed 2009 and 2010 Capital Budgets be approved Moved by Councillor Acre Seconded by Councillor Menn room The Director of Engineering Services noted that an application was also made for accessibility renovations to the rear entrance of the Administration Building and had received word that this project would also receive a grant. County Council Fund Proaram -Grant Award - Director of Senior Services 5 September 23, 2008 Councillor Mcintyre complimented staff and Councillors on the program for County Brand that was held recently at GTs in Port Stanley unveiling of the Warden Hofhuis thanked Councillors and staff for attending at the Bruce County Plowing Match and commented on the good information gathered that could be expanded on for the Elgin County Plowing Match in 2010. Councillor Warwick announced for the support of Council. that he is seeking the Office of Warden for 2009 and asked Statements/In Members OTHER BUSINESS Carried THAT Correspondence Moved by Councillor Mcintyre Seconded by Councillor Marks Items #1-9 be received and filed Correspondence Item #6 - Councillor Acre asked if staff would be attending the public meeting and it was indicated there would be representation from County staff. Tobi Maniacco, Senior Support Coordinator, Elgin Elder Abuse Resource Committee, West Elgin Community Health Centre, with information on confidential assistance available to callers who require information, referral, support, and advocacy services or who wish to report elder abuse. 9 Hon. Lincoln M. Alexander, Chairman, Ontario Heritage Trust, the 2008 Young Heritage Leaders program 8 with information on Joe Preston, M.P., Elgin-Middlesex-London, acknowledging Council's resolution requesting support for increasing tax exemption allowances for employees using personal vehicles for business purchases. 7 City of St. Thomas with an invitation to attend a Public Information Centre on September 24, 2008 from 5:00-7:30 p.m., at the St. Thomas Timken Community Centre, to review and comment on the infrastructure master plan work being undertaken to support the St. Thomas Urban Area Expansion project. 6 Hon. Donna Cansfield, Minister of Natural Resources, with strategy information concerning human-wildlife conflicts in both urban and rural area. 5 Erica Arnett, Health Promoter, Elgin St. Thomas Public Health, announcing a new initiative "Active Elgin", promoting participation in leisure and recreational programming in Elgin County. 4. Scott Brunelle, thanking Council for supporting his trip Leadership Congress in Washington, D.C. 3 to Ken Arnold, President, Ontario Medical Association, concerning the doctor shortage across the province and its role in a recruitment and retention strategy. the 2008 HOBY World 2 Hon. James M. Flaherty, Minister of Finance, acknowledging Council's concerns regarding the tax-exempt per kilometre limit for automobile allowance deductions. 1 Items for nformation Consent A Carried THAT Correspondence Moved by Councillor Marks Seconded by Councillor Acre Item #2 be received and filed The following recommendation was adopted respecting Correspondence County Council 6 Item #2 September 23, 2008 Carried THAT we do adopt the recommendations of the Committee Of The Whole Council Moved by Councillor Mcintyre Seconded by Councillor Warwick Carried THAT the lease rate for year one is $14.00 per square foot (annual payment of $10,220.00 plus GST), the lease rate for year two is $14.25 (annual payment of $1 0,425.50 plus GST), the lease rate for year three is $14.50 (annual payment of $10,585.00 plus GST), and the lease rate for year four is $15.00 (annual payment of $10,950.00 plus GST). THAT THAT the Warden and the Chief Administrative Officer be authorized and directed to sign a lease agreement with SCM Adjusters Canada Limited for Room 303 (730 square feet) in the County Administration Building; and, the lease start on December 1 2008 for a five (5) year term and Moved by Councillor Mennill Seconded by Councillor Acre Carried THAT the Warden and the Chief Administrative Officer be authorized to sign the agreement renewing the provision of Land Ambulance Services by Thames EMS behalf of the County of Elgin for a further five (5) year term commencing January through December 31, 2013 Inc. on 1 , 2009 THAT Moved by Councillor Vowel Seconded by Councillor Marks the Land Ambulance Contract Renewal Agreement and Budget be approved: and Carried THAT we do now Moved by Councillor Marks Seconded by Councillor Mcintyre rise at 11:10 a.m and report. Carried THAT we do proceed in a Closed Meeting at 10:48 a.m., in accordance with the Municipa Act, to discuss matters under Section 240.2(b) personal matters about identifiable individuals regarding a tenant lease; and under Section 240.2(d) labour relations or employee negotiations regarding contract negotiations. Moved by Councillor Marks Seconded by Councillor Mcintyre Matters of Ur - None Notice of Motion - None Councillor Wilson reported that the Town of Aylmer had won the Blackout Day 2008 competition for energy conservation efforts with a reduction of 4.8% of overall usage and congratulated the Town on its achievement. Warden Hofhuis noted that a letter had been placed on the Council desks from Farm Credit Canada inviting Council and Staff to conduct a canned goods campaign during the 2008 Drive Away Hunger campaign. As the letter was received only yesterday, the campaign was too late to consider before the deadline, however, the Warden encouraged Councillors and staff to participate on a personal basis by attending the barbecue and taking canned goods with them. If anyone wished to participate, the telephone number listed in the letter could be called to confirm attendance. County Council 7 September 23, 2008 MartM:5 cLTonald, Chief Administrative Officer. Carried THAT we do now adjourn at 11 :45 a.m Moved by Councillor Marks Seconded by Councillor Mcintyre to meet again on October 21 2008 at 9:00 a.m Warden Hofhuis presented certificates and gifts to Mrs. Ella Kyle and Mrs. Erika Lang recognizing their many years of service as caterers of great lunches for Elgin County Council. The ladies in turn thanked Council for their kind words. Warden Hofhuis invited the ladies to stay for lunch with Council. PRESENTATIONS Council took a break at 11 15 a.m and reconvened at 11 :41 a.m Carried THAT By-Law No. 08-27 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the September 23, 2008 Meeting" be read a first, second and third time and finally passed. Moved by Councillor Mcintyre Seconded by Councillor Acre Carried THAT By-Law No. 08-26 "A By-Law to approve a Policy Regarding the Collection of Overdue and Unpaid Fines Imposed by the Corporation of the County of Elgin's Provincial Offences Court" be read a first, second, and third time and finally passed Moved by Councillor Wilson Seconded by Councillor Menn Carried THAT By-Law No. 08-25 "Being A By-Law to Authorize the Warden and the Chief Administrative Officer to Sign an Agreement with Chippewa of the Thames Land Claim Trust to Install Fibre Optic Lines in the County of Elgin" be read a first, second, and third time and finally passed. Moved by Councillor Mennill Seconded by Councillor Acre Carried. THAT By-Law No. 08-24 "Being a By-law to Establish a Pay Schedule for Employees Covered by the Job Evaluation Scale" be read a first, second, and third time and finally passed. Moved by Councillor Mcintyre Seconded by Councillor Marks BY-LAWS County Council 8 September 23, 2008