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March 9, 2010 MinutesREPORTS COUNTY COUNCIL Tuesday, March 9, 2010 The Elgin County Council met this day at the Administration Building, 450 Sunset Drive, St. Thomas, at 9:03 a.m., with all members present. Warden Vowel in the Chair. A moment of silence was observed for the late Max Stewart, former county councillor. ADOPTION OF MINUTES Moved by Councillor McIntyre Seconded by Councillor Acre THAT the minutes of the meeting held on February 16, 2010, be adopted. Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF None. Moved by Councillor Mennill Seconded by Councillor Warwick THAT we do now move into Committee Of The Whole Council. Carried. County of Elgin Recognizes Earth Hour 2010 Manager of Programs Therapy Earth Hour is an internationally recognized event promoting environmental awareness: this year it falls on March 27, 2010 at 8:30 p.m. Moved by Councillor Marks Seconded by Councillor Wilson THAT the County of Elgin promotes participation of employees and County Councillors in Earth Hour 2010 through the provision of e-mail reminders as well as web site links, tips, and tools for honouring Earth Hour 2010. Moved by Councillor Mennill Seconded by Councillor Habkirk Carried. Ambulance Vehicle Purchase Director of Engineering Services Staff has determined two vehicles must be replaced to meet Ministry of Health and Long- Term Care guidelines. Operational costs and hours records are to be acquired for future reference. THAT the Warden and the Chief Administrative Officer be authorized and directed to purchase two 2010 GM gasoline powered vehicles from Crestline Coach, at their quoted price of $211,117.90 (price includes a credit of $18,000 for trading in two vehicles 03-1243 and 03-1167), which is in the proposed 2010 Budget; and, THAT the County trade in the two vehicles, 2003 Ford E-350, 03-1243 and 03-1167 to Crestline Coach for $18,000. Carried. County Council 2 March 9, 2010 Fire Panel Replacement, Contract #2660-09-03 Director of Engineering Services and Purchasing Coordinator A tender was advertised to replace the fire panel at the County Administrative Building, according to the County's Procurement Policy and as part of the approved 2009 Capital Budget. Moved by Councillor Habkirk Seconded by Councillor Marks THAT R.A. Barnes Electric Contractors Limited be selected for the Fire Panel Replacement Tender at a total price of $113,117.90, inclusive of all taxes and $10,000 contingency allowance; and, THAT, if the cost increases above the tender amount approved by Council by more than 10 per cent, the Director will prepare a further report to Council outlining the expenditures; and, THAT the Warden and the Chief Administrative Officer be authorized to enter into an agreement with R.A. Barnes Electrical Contractors Limited at a total cost of $113,117.90, inclusive of all taxes and a $10,000 contingency allowance. Moved by Councillor Marks Seconded by Councillor Wilson Carried. Motor Vehicle Collision Review on County of Elgin Roads 2009 Director of Engineering Services A report was prepared of motor vehicle collisions to be used to determine if any preventive measures are required on the County road system. THAT the report Motor Vehicle Collision Review on County of Elgin Roads 2009 be forwarded to the Elgin County OPP and Aylmer Police Services Boards for their information; and, THAT letters from the County be forwarded to Elgin County OPP and Aylmer Police Services Boards thanking them for their support in providing motor vehicle collision information to the County of Elgin. Carried. Oversize/Overweight Moving Permit Update- Deputy Director of Engineering Services A revised and updated Oversize/Overweight Moving Permit by-law and application was prepared by the County solicitor. Moved by Councillor Mennill Seconded by Councillor Marr THAT a by-law be prepared to provide for the granting of permits to move oversize and overweight loads on County roads and that previous by-laws be repealed. Carried. Property Transfer, John Street, Aylmer Director of Engineering The recommendation was made to transfer a small portion of property from Town of Aylmer to Elgin County as the identified property is under the jurisdiction of the County. County Council 3 March 9, 2010 Moved by Councillor Habkirk Seconded by Councillor Warwick THAT the Warden and the Chief Administrative Officer be directed and authorized to sign the necessary documents to transfer Part 1 on 11 R-5704 from the Town of Aylmer. Draft Tourism Signage Policy- Tourism Development Coordinator, Economic Development General Manager, Deputy Director of Engineering Services The report outlines the need to replace old tourism directional signs. Public meetings will be held March 24 at New Sarum Diner and March 25 at Shedden Keystone Complex. County staff will report back to Council with recommendations, likely in April, at a convenient time for residents. Moved by Councillor Habkirk Seconded by Councillor Marks THAT the process to develop a County Tourism Signage Policy as described in the February 23, 2010 report be approved; and, THAT staff reports back to County Council with a final Tourism Signage Policy for Council's ratification. Carried. Council and Outside Boards Remuneration and Expenses Financial Analyst Each year a report must be filed by the end of March on Council's and Outside Boards members' remuneration, mileage and expenses. Moved by Councillor Habkirk Seconded by Councillor McIntyre Moved by Councillor Marks Seconded by Councillor Acre Carried. THAT the Treasurer's Statement of Remuneration and Expenses for County Council be received and filed; and, THAT the Treasurer's Statement for Remuneration and Expenses for Outside Boards be received and filed; and, THAT the Treasurer's Statement on Convention Expenses be received and filed. Carried. Capital Projects Budget as of December 31, 2009 Financial Analyst Council in 2009 approved a carry forward Capital Budget and a New Projects Capital Budget for 2009. This report updates Council on projects completed and those that remain outstanding. THAT the report titled "Capital Projects Budget as of December 31, 2009" dated March 1, 2010 be received and filed; and, THAT the surplus of $913,093 be utilized as a source of funding for the 2010 Capital Budget. Carried. 2010 Information Technology Plan Manager of Information Technology The Information Technology Department each year undertakes a number of projects aimed at improving service or productivity. This report outlines plans for 2010. County Council 4 March 9, 2010 Moved by Councillor Habkirk Seconded by Councillor Acre THAT the 2010 Information Technology Plan report be received and filed, noting that the funds for these projects have been included in the 2010 capital and operational budgets. Carried. Council recessed at 9:55 a.m. and reconvened at 10:10 a.m. Capital Budget Director of Finance The Director presented highlights of the draft Capital Report. Moved by Councillor Habkirk Seconded by Councillor McIntyre THAT the report titled "Capital Budget" be received and filed for a final approval with the 2010 Operating Budget. Depreciation Rates Director of Finance Moved by Councillor Habkirk Seconded by Councillor Marks Carried. The Director gave a PowerPoint presentation on Depreciation Rates. The report outlines the need to establish depreciation rates, as the County is required to move to Tangible Capital Asset accounting. THAT the depreciation rates be approved for inclusion in the County's Tangible Capital Asset Policy; and, THAT a Capital Reserve Policy based on this report be formalized together with a Long- Term Capital Asset Plan. Carried. Revised Charitable Organizations Property Tax Rebate Application The Municipal Act 2001 specified changes to the Charitable Organizations Property Tax Rebates and this report outlines changes in the application form. Moved by Councillor Warwick Seconded by Councillor Habkirk THAT the Revised 2010-03 Charitable Organizations Property Tax Rebate Application form replace the 1998 version for the purpose of registered charitable organizations applying for a property tax rebate. CORRESPONDENCE Items for Consideration Carried. 1. Gayle C. Jackson, CMO, City Clerk, City of Orillia, requesting that County Councils that have Community Futures catchment areas within their geographical jurisdiction, consider passing a resolution petitioning the federal government to continue the funding allocation to Community Futures organizations from the Community Adjustment Fund in the 2010-2011 fiscal year. County Council 5 March 9, 2010 2. Cynthia St. John, Executive Director, Elgin St. Thomas Public Health, with the organization's 2010 budget requiring a County contribution of $851,990, exclusive of the amount required for the West Nile virus. Moved by Councillor Warwick Seconded by Councillor Wilson THAT a letter be sent to the federal government supporting the funding allocation to Community Futures program regarding Correspondence Item #1. Moved by Councillor Habkirk Seconded by Councillor Marks THAT Council invite a representative from Elgin St. Thomas Public Health to speak to the budget regarding Correspondence Item #2 and defer the item until the presentation. CORRESPONDENCE Items for Information (Consent Agenda) Moved by Councillor Habkirk Seconded by Councillor McIntyre THAT Correspondence Items #1 4 be received and filed. OTHER BUSINESS Statements/Inquiries by Members Carried. Carried. 1. Honourable Peter Fonseca, Minister of Labour, responding to the County's correspondence regarding the role of arbitrators and the outcome of a recent arbitration hearing. 2. Normand Genest, Program Manager, Plant Products, Canadian Food Inspection Agency, apologizing for the delay in responding to the County's letter of July 2, 2009 regarding the Ministerial Order concerning the Emerald Ash Borer and noting staff would be willing to return to Council to answer any outstanding issues or provide other information in a timely manner. 3. Joe Preston MP, Elgin-Middlesex-London, with copy of correspondence from the Minister of Transport, Infrastructure and Communities regarding ineligibility of Dexter Line for funding. 4. FCM Members Advisory FCM's Response to the Federal Budget. Carried. The Chief Administrative Officer reported that Correspondence Item #3 indicated there was no federal funding available for Dexter Line, and that the Dexter Line sub-committee will review next steps. The Chief Administrative Officer reported a letter had gone to Mr. Genest inviting him to a future meeting to answer questions concerning the Emerald Ash Borer, in regard to Correspondence Item #2. Councillor McIntyre commended the County Economic Development and Tourism Services on the recent Evolution of the Harvest conference. Councillors Warwick and Marks also added their congratulations. County Council 6 March 9, 2010 Councillor Marks noted International Plowing Match (IPM) chair Duncan McPhail, at the recent Ontario Plowmen's Association conference, commended the County staff on work being done for the IPM, hosted by Elgin this September. Notice of Motion None. Matters of Urgency None. Closed Meeting Items Moved by Councillor Habkirk Seconded by Councillor Warwick THAT Council move into closed meeting session to consider identified items under the Municipal Act, Section 240.2(c) a proposed or pending acquisition or disposition of land by the municipality or local board. Declaration of Conflict of Interest Regarding an item concerning 99 Edward Street, Councillors Marks and Wilson and Warden Vowel declared a conflict of interest, departed Council Chambers at 11 a.m., and refrained from discussing and voting on this item, as their participation may prejudice their position as Council appointees on the Board of Health. Councillor McIntyre, Deputy Warden, in the Chair. Staff Direction The Director of Finance provided a verbal update on 99 Edward Street, St. Thomas, under the Municipal Act, Section 240.2(c) a proposed or pending acquisition or disposition of land by the municipality or local board, and was given direction on how to proceed. Warden Vowel and Councillors Wilson and Marks returned to Chambers at 11:07 a.m. Warden Vowel in the Chair. Motion to Rise and Report Moved by Councillor Mennill Seconded by Councillor Habkirk Carried. THAT we do now rise and report that staff direction was given on potential disposition of 99 Edward Street. Carried. Motion to Adopt Recommendations from the Committee of the Whole Moved by Councillor Mennill Seconded by Councillor McIntyre THAT we do now adopt recommendations of the Committee of the Whole. Carried. BY Moved by Councillor Mennill Seconded by Councillor Warwick THAT By-Law No. 10-06 "Being a By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the March 9, 2010 Meeting" be read a first, second and third time and finally passed. Carried. County Council 7 March 9, 2010 ADJOURNMENT Moved by Councillor Marks Seconded by Councillor Warwick THAT we do now adjourn at 11:10 a.m. to meet again on March 23, 2010 at 9:00 a.m. Carried. Mark 61VI.plonald Chief Administrative Officer. Jim Mclnt re, Deputy Warden.