October 21, 2008 Minutes
COUNTY COUNCIL
2008
Tuesday, October 21
The Elgin County Council met this day at the Administration Building, at 9:04 a.m., in
accordance with adjournment, with all members present except Warden Hofhuis (arrived
at 9:32 a.m.)
Warden Hofhuis, Deputy Warden Habkirk took the Chair.
Moved by Councillor Marks
Seconded by Councillor Acre
n the absence of
the minutes of the meeting held on September 23, 2008 be adopted
THAT
Carried
DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF -
None.
DELEGATIONS
Ms. Sandra Datars Sere, Director, Ontario Works and Social Housing, St. Thomas-Elgin
Ontario Works, attended at 9:00 a.m. to present the St. Thomas-Elgin Ontario Works
Services Plan 2008-2009. Ms. Datars Bere indicated Elgin-St. Thomas has the highest
rate in the Province of 28.9% for persons on Social Assistance, which was calculated
before the vast cuts in employment in the local manufacturing sector, and noted the
increases are expected to continue.
Moved by Councillor Wilson
Seconded by Councillor Warwick
THAT the presentation on the St. Thomas-Elgin Ontario Works Services Plan 2008-2009
from the Director of Ontario Works and Social Housing, St. Thomas-Elgin Ontario Works,
be received and filed.
Carried
Deputy Warden Habkirk thanked the delegation for the presentation and Ms. Datars-Bere
left the meeting at 9:10a.m
Ms. Sine Herold attended at 9:11 a.m. to make a presentation regarding the need for a
renal dialysis unit for St. Thomas and Elgin. There are no dialysis units in Elgin County
and persons are required to travel to London for treatment. Ms. Herold indicated funding
required for the unit is expected to be found by "repositioning" existing funds and further
noted it is hoped that space for a clinic could be rented from the St. Thomas-Elgin Genera
Hospital or other suitable central location. Ms. Herold requested Council to adopt a
resolution supporting the creation of a renal dialysis unit in Elgin. Councillors suggested
that Ms. Herold make a presentation to the St. Thomas-Elgin General Hospital Board of
Directors to solicit their support as well.
Moved by Councillor Wilson
Seconded by Councillor Marks
THAT the Council of the County of Elgin support in principle the establishment of a renal
dialysis unit to serve residents of Elgin County and St. Thomas; utilizing the most efficient
and cost effective method of service delivery available.
Carried Unanimously.
Deputy Warden Habkirk thanked Ms. Herold for the presentation and the delegation left at
9:32 a.m.
2008
October 21
2
County Counci
9:32 a.m. and took the Chair.
Warden Hofhuis arrived in the Council Chambers at
Moved by Councillor Mcintyre
Seconded by Councillor Acre
THAT we do now proceed in Committee Of The Whole Counci
Carried
Reports
and
n Public Art Centre - Warden Hofhuis
Warden Hofhuis noted the Art Centre would be holding an auction on November 1st
encouraged Councillors to attend.
St. Thomas-EI
Moved by Councillor Habkirk
Seconded by Councillor Menn
report on activities of the St. Thomas-Elgin Public Art Centre be received
THAT the annual
and filed
Carried
Museum - Councillor Habkirk
Councillor Habkirk highlighted and expanded on items from the report. Staff noted
negotiations are underway with the Port Stanley Terminal Railway to continue the stop at
the County Building in the summer to enable train passengers to visit the Museum
EI
Moved by Councillor Habkirk
Seconded by Councillor Acre
the annual report on activities of the Elgin County Museum be received and filed
THAT
Carried
Terrace LodQe Ambulance Base Update - Councillor Wilson
Councillor Wilson noted the basement that was included in plans for the building cannot be
built due to flood level concerns from the Conservation Authority.
Moved by Councillor Habkirk
Seconded by Councillor Mcintyre
THAT the report "Terrace Lodge Ambulance Base Update" dated October 1, 2008, from
Councillor Wilson, Chair, Ambulance Base Building Committee, be received and filed.
a plaque
Carried
Councillor Mcintyre was excused at 9:49 a.m. to attend at Elgin Manor to present
recognizing the efforts of Region 1 Auxiliaries, on behalf of Warden Hofhuis.
Council Per Diems - Chief Administrative Officer
Councillors spoke to their contributions to various committees and compensation received
indicating they did not believe a per diem for meetings was necessary. Council discussed
increasing per diems for conferences to $150.00, as previously recommended in the
compensation review document, as well as increasing the conference budgetary amou
as the present $2,000.00 yearly limit does not cover costs incurred.
nt,
2008
October 21,
3
County Counci
Moved by Councillor Wilson
Seconded by Councillor Acre
the Chief
THAT the report "Council Per Diems" dated September 16, 2008, from
Administrative Officer be received and filed.
Carried
Moved by Councillor Warwick
Seconded by Councillor Vowel
THAT the per diems for conference/workshop attendance be increased to $150.00,
effective January 1, 2009, and the conference line in the budget be increased to reflect
actual costs anticipated for consideration during the 2009 budget deliberations.
Carried
ations - Chief Admmistrative Officer
Procedure for Police Investi
Moved by Councillor Wilson
Seconded by Councillor Marks
Police Investigations dated September
THAT the following Policy for the Procedure for
1yth, 2008 be approved for implementation
When an Officer of the Law approaches a County department requesting the temporary
removal of County property, the following policy is to be followed:
Card)
then the Officer's Police Force
(Warrant
A badge must be shown along with photo identification of the Officer
If there is any doubt as to the Officer's authenticity,
must be called for verification:
1)
2)
A duly executed Warrant signed by a Judge/Justice of the Peace must be issued
before the item leaves the premises;
3)
must be contacted before the
Chief Administrative Officer
The relevant Director or
material is released;
4)
item is released from County
A receipt for the item must be provided before the
custody.
5)
Carried
Road at Sparta - Chief Admmistrative Officer
Moved by Councillor Acre
Seconded by Councillor Menn
Quaker
riation
Expro
from
THAT the report "Expropriation - Quaker Road at Sparta" dated October 17, 2008
the Chief Administrative Officer be received and filed.
Carried
took a break at 10:07 a.m. and reconvened at 10:20 a.m
Annual Reauest to Carl Forward 2008 Vacation - Director of Senior Services
Bobier Villa and Elain Manor
Counci
Moved by Councillor Marks
Seconded by Councillor Habkirk
THAT the report "Annual Request to Carry Forward 2008 Vacation" dated October 6,2008
from the Director of Senior Services, Bobier Villa and Elgin Manor be received and filed.
Carried
2008
October 21
Ministl of Health & Lon Term Care LHIN - PSW Fundma Announcement-
Directors of Senior Services. Bobier Villa & Elain Manor and Terrace LodQe
4
County Counci
Moved by Councillor Habkirk
Seconded by Councillor Menn
THAT the report "Ministry of Health & Long Term Care LHIN - PSW Funding
Announcement" dated October 8, 2008, presented by the Director of Senior Services
Terrace Lodge be received and filed.
&
ro
Carried
nsurance - Pa
Excess Indemni Renewal 2009 - Occupational Accident
Benefits Coordinator. Director of Finance
Moved by Councillor Mennill
Seconded by Councillor Habkirk
Coverage for 2009 in
THAT the Excess Indemnity Coverage and Occupational Accident
the amount of approximately $75,377 be approved; and,
the WSIB Reserve Account.
the premium be funded from
THAT
and Cultural
Carried
- Director of Communi
Moved by Councillor Marks
Seconded by Councillor Warwick
THAT the leased 2006 GM Savana be purchased for the buy-out residual price of
$14,144.11 inclusive of taxes plus other applicable charges related to the purchase of the
vehicle with funds allocated from the Capital-Vehicle Replacement Fund and from Surplus
Capital Funds (approximately $5,200.00).
and Cultural
Carried
- Director of Commun
ue at Rodne
Socie
Horticultura
Services
Moved by Councillor Warwick
Seconded by Councillor Acre
to install a
THAT permission be granted to the Rodney & District Horticultural Society
commemorative plaque inside the Rodney Library.
and Cultural
Carried
Office - Director of Commun
Surplus Furniture at Land Re
Services
The Director of Community and Cultural Services was directed to request an on-site visit at
the Court House to photograph and to update the inventory of County-owned furniture that
is housed in the building.
Moved by Councillor Wilson
Seconded by Councillor Marks
THAT any furniture and assets belonging to the County of Elgin located at the Elgin
County Land Registry Office in St. Thomas of on-going or historic value to the County be
claimed by the end of 2008; and,
2008
to the Province of Ontario or be declared surplus by the
October 21
5
County Counci
THAT all other assets be offered
end of 2008; and,
to
THAT the Province of Ontario be released from any further claims by the County
furniture and equipment at the Registry Office effective January 1, 2009.
and
Carried
- Director of Commun
New Slanaae m Front of Admmistration Buildin
Cultural Services
Moved by Councillor Menni
Seconded by Councillor Vowel
THAT promotional signage with a digital display board be installed in front of the Elgin
County Building adjacent to Sunset Drive that incorporate the County's new brand; and
to an upset
THAT funds be drawn from the operating budget of the Elgin County Library
limit of $30,000 and in accordance with the County's purchasing policy.
Carried
Coordinator
ment and Marketin
Moved by Councillor Warwick
Seconded by Councillor Marks
Tourism Pro
Coun
the
THAT the report "County Tourism Progress Report" dated October 9,2008, from
Tourism Development and Marketing Coordinator be received and filed.
Carried
Mcintyre returned to Council Chambers at 10:49 a.m
New Sarum School - Director of
Zone
Councillor
es
Moved by Councillor Habkirk
Seconded by Councillor Mcintyre
THAT the request for the establishment of a Community Safety Zone in New Sarum
School area from the Municipality of Central Elgin be denied for the reasons of not meeting
the County's warrant policy criteria.
These were recorded as follows:
Marks requested a recorded vote
Councillor
ABSENT
NAYS
YEAS
Warwick
Vowel
Mcintyre
Marks
Wilson
Mennill
Habkirk
Acre
Hofhuis
5
the motion was defeated
4
of the Recorded Vote,
TOTAL
As a result
2008
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County Counci
Moved by Councillor Marks
Seconded by Councillor Menn
THAT the request for the establishment of a Community Safety Zone in New Sarum
School area frorn the Municipality of Central Elgin be granted with all costs being borne by
the Municipality.
Carried
2008 - Director of Financial Services
arison to AUQust 31
Moved by Councillor Mcintyre
Seconded by Councillor Acre
THAT the report "Budget Comparison to August 31, 2008" dated September 25, 2008
from the Director of Financial Services be received and filed
Carried
- Director of Financial Services
Moved by Councillor Habkirk
Seconded by Councillor Wilson
Reserve Polic
WHEREAS, Council acknowledges that an adequate undesignated reserve balance is
essential in maintaining the County's strong financial standing, and;
WHEREAS, should the County rnove into a borrowing or debenture situation, a healthy
undesignated reserve balance provides evidence to bond rating agencies of financial
stability and credit worthiness, and;
reserve balance can provide for capital expenditures,
revenue shortfalls, and one-time expenditures;
WHEREAS, an undesignated
unanticipated emergency expenses
NOW,
THAT an amount equal to at least 10% of operating revenues be established as a
minimum undesignated reserve balance
that the following be adopted
it resolved
THEREFORE be
1
THAT annually, until such time as the undesignated reserve balance is equal to 10% of
operating revenues, no less than $200,000 be budgeted for the Mill Rate Stabilization
Reserve.
2
THAT, in the event of an operating surplus and until such time as the 10% target is
met, as a minimum the first $250,000 of the surplus be set aside in the Mill Rate
Stabilization Reserve
3.
4. THAT Council may determine to expend or reserve amounts greater than that listed
above based on the immediate or long-term needs of the County.
Carried Unanimously.
CORRESPONDENCE
nformation (Consent Aaenda
Peter Hume, President, Association of Municipalities of Ontario, thanking the
membership for their support, outlining some issues the Association will be working
on in the coming year and with a copy of the 2007 Annual Report.
Items for
1
R. Millard, CAO.lClerk, Township of Malahide, with copy of correspondence to the
Ministry of the Environrnent concerning the Imperial Tobacco Waste Disposa
Application for soil washing within the Town of Aylmer.
2
Hon. Dalton McGuinty, Premier of Ontario; and M. Bredeson, Executive
Correspondence Officer, Office of the Prime Minister; acknowledging Council's
resolution concerning the protection of Canada's water resources.
3
Thank card from Councillor Jim Mcintyre's family.
4.
2008
to be held at the
October 21,
7
Central Community Health Centre, announcing a Community Forum
St. Thomas Seniors' Centre on November 5, 2008.
County Counci
5
Danny Brouillette, NManager, Enabling Accessibility Fund, Office for Disability
Issues, Human Resources and Social Development Canada, advising the County's
grant application for a barrier free accessibility ramp upgrade submitted under the
Small Projects Enabling Accessibility Fund Program was approved for $50,000.00
6
Moved by Councillor Habkirk
Seconded by Councillor Acre
THAT Correspondence Items #1-6 be received and filed
Carried
Concerning Correspondence Item #2, Councillor Habkirk indicated that the Imperial
Tobacco Waste Disposal application for soil washing within the Town of Aylmer has been
granted. (* see correction on page 8 of Minutes)
OTHER BUSINESS
Members
Councillor Acre announced that the Edison Museum will be holding their Annual Murder
Mystery and Silent Auction on November 1 st and that she has tickets available for sale
Statements/In
Councillor Mcintyre requested the status of rehabilitation of railroad crossings in western
Elgin County. The Director of Engineering Services indicated the railroad indicated a year
or so ago that the crossing remediation is on their workplan, but nothing has been done to
date.
Councillor Habkirk congratulated Councillor Warwick for putting his name forward for the
position of 2009 Warden and indicated he would also be running for the position.
Councillor Vowel noted that the service centre in the west end of the County is closed
completely for recor,lstruction and is not even available for parking purposes. The OPP
has asked DuttonlDunwich for consideration to access the municipal fuel supply in the
interim until the service centre reopens
The Deputy Clerk reminded Councillors that the November 25th Council Meeting is also
Student Day and asked Councillors to inform staff by November 18th if they are bringing a
student, for preparation purposes
The Deputy Clerk requested that Councillors who are not attending the OGRNROMA
Conference February 22-25, 2009 to inform staff before November 1 yth as once the rooms
are booked the charges are non-refundable.
Notice of Motion - None.
- None.
Moved by Councillor Marks
Seconded by Councillor Mcintyre
Matters of Url
THAT we do proceed in a Closed Meeting at 11 :47 a.m., in accordance with the Municipal
Act, to discuss matters under Section 239 and 240.2(b) personal matters about identifiable
individuals regarding contract negotiations for waste management; Tree By-Law
Violations; and the performance review of the Chief Administrative Officer.
Carried
The County Tree Commissioner attended at 11 :47 a.m. and left Council Chambers at
12:07 p.m.
Council recessed for lunch at 12:07 p.m. and reconvened at 12:45 p.m. without staff in
attendance, to discuss the performance review of the Chief Administrative Officer.
2008
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County Counci
Chief Admmistrative Officer's Performance Evaluation
The Chief Administrative Officer returned to the Council Chambers at 1 :25 p.m. and was
informed of a successful annual review the details of which would be discussed directly
with Warden Hofhuis.
Moved by Councillor Habkirk
Seconded by Councillor Mcintyre
and report.
30p.m
rise at 1
THAT we do now
Carried
Moved by Councillor Habkirk
Seconded by Councillor Menn
THAT the services of GWG Resources be retained to perform an investigation of violations
of the Woodlands Conservation By-Law at Lot 20, Concession 4, Township of Malahide
and,
THAT based on the results of the investigation, subject to concurrence of the County
Solicitor, charges be laid under the Woodlands Conservation By-Law; and,
THAT subject to concurrence of the County Solicitor, a media release be issued regarding
the upcoming court appearance on October 23rd of individuals involved in tree by-law
violations in the Municipality of Bayham in order to help curtail further violations of the
Woodlands Conservation By-Law.
Carried
Moved by Councillor Mcintyre
Seconded by Councillor Marks
THAT the report concerning Woodlands Conservation By-Law violations in the Municipality
of West Elgin be received and filed.
Carried
Moved by Councillor Acre
Seconded by Councillor Menn
THAT the County Chief Administrative Officer be authorized and directed to conclude the
negotiations with the City of Toronto on behalf of the participating municipalities for the
development of a disposal agreement and common tipping fee at the Green Lane Landfi
site; and,
execution
the necessary agreements be prepared for
THAT
Carried
* Correspondence for Consent Item #2 - Councillor Habkirk had previously indicated that
the application for soil washing within the Town of Aylmer had been granted; however,
clarification was sought regarding the process and it was found that the Ministry of the
Environment and the University of Guelph have called a meeting on October 28, 2008 at
9:00 a.m. to explain the application for a certificate for cleanup of DDT on the Imperial
Tobacco property, to alleviate any concerns that affected municipalities may have. No
certificate of approval has been granted as of this date and Councillor Habkirk apologized
for relaying incorrect information.
Moved by Councillor Vowel
Seconded by Councillor Marks
THAT we do adopt the recommendations of the Committee Of The Whole Counci
Carried
2008
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9
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BY-LAWS
Moved by Councillor Mcintyre
Seconded by Councillor Menn
THAT By-Law No. 08-28 "A By-Law to Confirm Proceedings of the Municipal Council of
the Corporation of the County of Elgin at the October 21, 2008 Meeting" be read a first,
second and third time and finally passed.
Carried
Moved by Councillor Marks
Seconded by Councillor Warwick
9:00 a.m
to meet again on November 25, 2008 at
Carried
30p.m
THAT we do now adjourn at 1
Marl ,
Chief Administrative Officer.