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December 9 & 11 MinutesCOUNTY COUNCIL Tuesday, December 9, 2008 The Elgin County Council met this day at the Administration Building, 450 Sunset Drive, St. Thomas at 7:00 p.m., as required by by-law, with all members present. The Chief Administrative Officer called the meeting to order and welcomed all in attendance to the Annual Warden's Election. ELECTION OF WARDEN The Chief Administrative Officer asked that members of Council wishing to run for the Office of Warden to please stand. Councillors Habkirk and Warwick offered their candidacy for the position of Elgin County Warden for 2009. Each candidate was then given an opportunity to address Council in alphabetical order. BALLOTING. PROCEDURES Ballots were cast and counted in the Warden's Chambers, in the presence of Mr. Don Lemon of Raven & Shaw, County Auditors. RESULTS The Chief Administrative Officer announced that the Warden of Elgin County for 2009 is Graham Warwick, Mayor of the Municipality of West Elgin. Warden Warwick took the Declaration of Office, administered by the Chief Administrative Officer. The Warden left the room, was gowned and re-entered the Council Chambers, where he was officially presented with the Chain of Office, the Lord Elgin Watch and the Gavel of Office, by Immediate Past Warden Sylvia Hofhuis. Warden Warwick delivered his Inaugural Address to Council, thanked them for their support, and outlined the items of interest and importance for consideration in 2009. Moved by Councillor Habkirk Seconded by Councillor Hofhuis THAT the ballots used for the election of the 2009 Warden be destroyed. - Carried. COMMITTEE APPOINTMENTS Moved by Councillor Habkirk Seconded by Councillor Acre THAT the appointments to Outside Boards and Committees for 2009 be confirmed as follows: County of Elgin Economic Development & Tourism Advisory Committee (CEEDTAC) -Warden and 1 appointee Dispute Resolution - Warden and 2 appointees Elgin County Museum - 1 appointee Elgin St. Thomas Public Health - 3 appointees Green Lane Community Trust Fund Rural Initiatives - 3 appointees Warden Warwick Councillor Acre Warden Warwick Councillor Hofhuis Councillor Mennill Councillor Habkirk **Councillor McIntyre Councillor Vowel Councillor Wilson Councillor Hofhuis Councillor Marks Councillor McIntyre Councillor Wilson County Council Social/Entertainment - 2 appointees St. Thomas-Elgin General Hospital - 1 appointee St. Thomas-Elgin Public Art Centre -1 appointee Tillsonburg District Memorial Hospital -1 appointee Waste Management/Liaison and, December 9 & 11, 2008 Councillor Marks Councillor Mennill Councillor Marks Councillor Hofhuis Councillor Acre Committee of the Whole Council THAT Councillor Hofhuis be re-appointed as the Council appointee to the Joint Elgin/Central Elgin Accessibility Advisory Committee; and further, **THAT Council McIntyre's appointment to the Board of Elgin St. Thomas Public Health will cease once negotiations have been finalized for the Elgin St. Thomas Public Health property lease and a new appointment will be made at that time. - Carried Unanimously. OTHER BUSINESS Warden Warwick invited all those in attendance to the Warden's Reception, following recess, to be held in the County Administration Building lower level. Moved by Councillor Marks Seconded by Councillor Wilson THAT we do now recess (7:24 p.m.) to meet again on December 11, 2008 at 9:00 a.m. - Carried. COUNTY COUNCIL Thursday, December 11, 2008 The Elgin County Council met this day at the Administration Building, at 9:04 a.m., in accordance with the recess from the December 9t" meeting, with all members present. Warden Warwick in the Chair. Moved by Councillor McIntyre Seconded by Councillor Habkirk THAT the minutes from the meeting held on November 25, 2008 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF - None. Councillor Warwick reminded Council of the Long Service Award presentations to be conducted at lunch and noted the Press has been invited as well. Moved by Councillor Acre Seconded by Councillor Mennill THAT we do now move into Committee Of The Whole Council. - Carried. County Council REPORTS December 9 & 11, 2008 Joint Elgin/Central Elgin 2008-2009 Annual Municipal Accessibility Plan - Councillor Hofhuis Councillor Hofhuis, Vice Chair, Joint Elgin/Central Elgin Accessibility Advisory Committee, presented the 2008-2009 Annual Municipal Accessibility Plan, noting the challenges in finding membership and encouraged Councillors to enquire in their municipalities if anyone might be interested in serving on the Committee. The Director of Human Resources noted Customer Service Standards Legislation requires policies and that training is required for all staff including Council before the end of 2009. Moved by Councillor Hofhuis Seconded by Councillor Wilson THAT the Joint Elgin/Central Elgin 2008-2009 Annual Municipal Accessibility Plan be adopted and the following barriers to persons with disabilities be addressed during 2009: All barriers identified by departmental staff for elimination in 2009, which are detailed on Pages 7-12 of the Plan, are to be scheduled for completion during 2009, or as legislated by Provincial Standards within budgetary limitations; and further, THAT Elgin and Central Elgin staff work toward development and implementation of processes and policies to comply with the new Mandatory Accessibility Standards. - Carried. Council Meetings Schedule for 2009 - Manager of Administrative Services Moved by Councillor Hofhuis Seconded by Councillor Marks THAT the report "Schedule of Council Meetings for 2009" dated December 5, 2008 from the Manager of Administrative Services, be adopted. - Carried. Memorandum of Agreement for Road Maintenance Study and Capital Needs Study - Chief Administrative Officer Moved by Councillor Marks Seconded by Councilor Wilson THAT the Warden and Chief Administrative Officer be authorized and directed to sign the Memorandum of Agreement with Totem Sims Hubicki Associates (1997) Limited doing business under AECOM for provision of a Capital Needs Study and a Road Maintenance Study. - Carried. Tourism Destination Development and Marketing Plan - Deputy Director of Community and Cultural Services Moved by Councillor Marks Seconded by Councillor Acre THAT the consulting firm Millier, Dickinson, Blais Inc. be retained to complete a Tourism Destination Development and Marketing Plan for a fee not to exceed $40,000, with the County's portion, $24,000, being drawn from the Library Reserve as described in the report dated December 2, 2008, from the Deputy Director of Community and Cultural Services. - Carried. County Council December 9 & 11, 2008 Tender Awards - Black Bridge and Talbot Line (CIREAM) - Deputy Director of Engineering Services. Purchasing Coordinator Moved by Councillor Acre Seconded by Councillor Wilson THAT Premier Concrete Inc. be selected for the Black Bridge Tender, Contract No. 6290- 07-03 at their submitted price of $1,798,813.47 inclusive of all taxes; and, THAT Roto-Mill Services Limited be selected for the Talbot Line Rehabilitation Tender, Contract No. 6200-06-03C at their submitted price of $1,219,427.48 inclusive of all taxes; and also, THAT the Warden and the Chief Administrative Officer be authorized to enter into an agreement with Premier Concrete Inc. for the Black Bridge Tender, Contract No. 6290-07- 03, and Roto-Mill Services Limited for the Talbot Line Rehabilitation (CIREAM) Tender, Contract No. 6200-06-03C. - Carried. Third Line - Green Lane Expansion - Director of Engineering Services Moved by Councillor Hofhuis Seconded by Councillor McIntyre THAT the report "Third Line - Green Lane Expansion" dated November 27, 2008, from the Director of Engineering Services be received and filed. - Carried. Equipment Replacement Plan - Manager of Information Technologies Moved by Councillor Mennill Seconded by Councillor Habkirk THAT a server replacement reserve with a maximum balance of $125,000 be created and that $25,000 be added to the fund annually starting in 2011; THAT a switch replacement reserve with a maximum balance of $20,000 be created and that $3,000 be added to the fund annually starting in 2010; THAT a router replacement reserve with a maximum balance of $30,000 be created and that $5,000 be added to the fund annually starting in 2010; THAT a UPS replacement reserve with a maximum balance of $16,000 be created and that $2,000 be added to the fund annually starting in 2010; and, THAT a Capital Line item for copier replacement remain in the Capital Budget but that the annual amount be reduced to $15,000. - Carried. Terrace Lodge Theft - Director of Senior Services. Terrace Lodge Council directed staff to seek costing for provision of a security audit for all County owned premises prior to the 2009 budget deliberations. Moved by Councillor Wilson Seconded by Councillor Acre THAT the report "Terrace Lodge Theft" dated November 14, 2008, from the Director of Senior Services, Terrace Lodge be received and filed. - Carried. 0 0 ar rn N Q U tf) •U c 0 a c 0 U a .~ .a ° o N ~ -O N ~ •6 V ~ O N •N N~ . ~ mQ N ~ ~,.- s o~ (6 "_' = C U O 3 ~ ms ~ m a? O = +~ ~ N N . m tL6 Q N = ~ V ~ ~ m ~ ~ s N= O ~ 0 0 L .. a~ ._ L ~ N _ N N '~ o O°" aU ~ ~ T ~ N ~ ~ N L N iC ~ Q ~ J C ° '~ LU ._ L p U ~ -a ~ i ~ ~ ~ U ~ = ~ "' U O m L (6 ~ ~ -O c O O J ~ w O ~ p ` L ""' ~G ~ O +~ "-- J N -~ a. O v -. N ~ (6 ~ t6 N U C V 'O 0 >. N~ N O d7 c ~ 7 ~n ~ ~ 4 ~U F- ~ ~ L = U O ~ ~ ' ~ ~ N O ~ C Q N O_ ~ N N O -O ~ d 7 4- (6 > ~ ~ ~ U ~ , ~ ~ ~ •~ > ~ O O _ W u i ~ N N Y ' L ~ N N O =~ ~ U O ~ t ~ f U p] N ~ .' •~ O O c~ ~~ 4? o D a c> s m cE _° w3 . 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O ~' ¢ cG ~ O = µ' O O 7 c O N (6 C S O ~-: c N s p N E 0 ~=fin U 3 N N O c m V U:«=- ~? j ~° c~v» L O ~d N o~•L w . • O ; a ~ • ° O ~ Y ~ 3 ~ m~ ~ o .cF ,v = 0 0 a 3 m o ~ ~ Y o~ U O a ~ U Q ~ (6 ~ O m t6 U U ~ C p N T'+~ UJ C N N ¢ o ' .. ~~ .~ . - N ~ O c - N V 0.. c4 N O~ m c 0 3~ O O "_ W ,~ = 0>oc ~~ ca ~ g~~ °~ c•c~o ~~ Ora U ~ O YK i, S¢d~ O ~ O` f6 =~ v- O ~ F- O~ -gym O '- C. =~Wm (6 N Y~ .c Q cn~~ ° ~ ~ m ° o v , ~ U ~ ' • U ± r- N M d' ~O CO !~ 00 County Council 6 December 9 & 11, 2008 9. Debbie Zimmerman, Chair, MPAC Board of Directors, with an update on the Municipal Property Assessment Corporation's 2008 activities and support of changes to the property assessment system. 10. R. Millard, C.A.O./Clerk, Township of Malahide, with concerns regarding the Elgin County Road 24 relocation project. 11. Lyle McLean, Chair, Board of Governors, Paul Collins, President and CEO, St. Thomas Elgin General Hospital, with an invitation to attend a cocktail reception on Tuesday, January 27, 2009 from 5:00 to 7:00 p.m., for an information discussion on the relationship between our local hospital and the business/manufacturing base within the region it serves. 12. Norm Gamble, Board Chair, South West LHIN, giving notice of its intention to enter into a service accountability agreement with the Grey Bruce Health Services effective April 1, 2009. 13. William Shurish, Executive Director, Quad County Support Services, thanking County Council for the grant of $2000.00. Moved by Councillor McIntyre Seconded by Councillor Hofhuis THAT Correspondence Items #1-13 be received and filed. - Carried. OTHER BUSINESS Statements/Inquiries by Members Councillor Habkirk requested a special meeting to be held on January 13, 2009 to discuss human resources and financial matters and their budget implications. The Chief Administrative Officer noted Council would have challenges when considering the 2009 budget and this meeting would provide an opportunity to discuss the preliminary figures. The Director of Financial Services highlighted some of the major challenges Council may face with the 2009 budget and that the 2010 budget challenges may be greater. Moved by Councillor Habkirk Seconded by Councillor Mennill THAT a Special Council meeting be held on January 13, 2009 at 10:00 a.m. to discuss financial and human resources matters related to the proposed 2009 and 2010 budgets. - Carried. Warden Warwick suggested the County and City of St. Thomas lobby jointly on the matter of reductions in the OMPF. Staff was directed to verify the pending losses of over $500,000 in 2009 and $3.1 M in 2010 with the Ministry of Finance and the M.P.P's office. Councillor Wilson advised that he had received an invitation to attend a pre-budget consultation in Windsor on Monday, December 15, 2008 with the Minister of Finance to participate in a discussion about the 2009 Ontario Budget. Council felt this might present an opportunity to bring forward the County's circumstances and staff was directed to prepare a Brief to the Minister to explain the challenges Elgin County is facing. Councillor Habkirk advised he had attended the Health Force Ontario Conference and noted that there was no representation from St. Thomas or London for the discussion on MedQuest and the local hospital does not seem to be interested in participating in the project. Councillor Marks, County representative on the St. Thomas-Elgin General Hospital Board, agreed to raise the issue and report back to Council. Councillor Habkirk _ noted the annual amount requested from the County for MedQuest was $3,500. 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(D O n 0 c 0 c w 0 m m a fp N O O 00 County Council 9 December 9 & 11, 2008 LONG-TERM Linda Pinchak 30 years Terrace Lodge CARE HOMES Grace Ford 25 years Bobier Villa Yvonne Gavey 25 years Terrace Lodge Shannel Taggart 25 years Elgin Manor Julie Acre 20 years Terrace Lodge Nancy Cole 20 years Elgin Manor Robin Fleming 20 years Elgin Manor Marianne Merks 20 years Bobier Villa Jacoba Pennings 20 years Bobier Villa Barbara Pressey 20 years Elgin Manor Debra Prikken 20 years Elgin Manor Wanda Teeple 20 years Terrace Lodge Kim Welch 20 years Bobier Villa Jeffrey Casey 15 years Elgin Manor Lois Ashton-Diniz 15 years Terraced Lodge Kathy Somerville 15 years Terrace Lodge Vanessa Arseneau 10 years Elgin Manor Donna Begg 10 years Bobier Villa Michelle Bowerman 10 years Terrace Lodge Marisa Brokenshire 10 years Bobier Villa Karen Chapman 10 years Elgin Manor Janet Childs 10 years Elgin Manor Kimberly Deziel 10 years Bobier Villa Stella Dunn 10 years Terrace Lodge Laurie Edwards 10 years Bobier Villa Cecile Erskine 10 years Terrace Lodge Julie McIntyre 10 years Bobier Villa David McDonald 10 years Bobier Villa Marjorie Smith 10 years Terrace Lodge Monique Telfer 10 years Terrace Lodge FINANCIAL SERVICES Anne Murray 20 years ENGINEERING SERVICES INFORMATION TECHNOLOGY Clayton Watters Suzanne Edwards Chief Administrative Officer. 20 years 20 years Graham Warwick, Warden.