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March 23, 2010 MinutesCOUNTY COUNCIL Tuesday, March 23, 2010 The Elgin County Council met this day at the Administration Building, 450 Sunset Drive, St. Thomas, at 9:00 a.m., with all members present (except Warden Vowel, absent due to illness). Deputy Warden McIntyre in the Chair. A moment of silence was observed for the late Noble Tufford, former county councillor. ADOPTION OF MINUTES Moved by Councillor Habkirk Seconded by Councillor Acre THAT the minutes of the meeting held on March 9, 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. REPORTS Dexter Line Proposed Solution: Warden Vowel, Councillors Marks Wilson The Dexter Line committee and county staff have made recommendations on how Council can move forward regarding the erosion problem, and the Environmental Assessment (EA) process soon underway. Councillor Wilson said financial support was not forthcoming from upper levels of government. The erosion situation is to be monitored by staff. Moved by Councillor Wilson Seconded by Councillor Mennill THAT the proposed staff solution, the relocation of Dexter Line without shoreline protection, be approved for consideration during the EA process where public input and consultation will be measured against the various options under consideration. Carried Unanimously. POA Staffing Court Services Supervisor The report outlines the need to bring in a freelance court monitor and summer student to handle the increased work load and summer hours. Moved by Councillor Marks Seconded by Councillor Marr THAT a freelance court monitor be brought in as and when required to provide court services for full day and multiple day trials and for each court that is held on the fourth Friday of the month; and, County Council 2 March 23, 2010 THAT staff hire a summer student for a 16-week period over May, June, July and August 2010, to assist with the increased workload and off-set staff shortages. Carried. Budget Comparison: 2009 Full Year Director of Financial Services The Director of Financial Services presented highlights of the full year budget comparison for 2009 showing a $1,733,000 favourable performance. The director reported social services numbers from the City of St. Thomas came in lower than anticipated. Moved by Councillor Wilson Seconded by Councillor Marks THAT the report titled "Budget Comparison 2009 Full Year" dated March 12, 2010 be received and filed. Carried. Red Fridays Canada Administrative Services Coordinator A request for a Council proclamation for Red Fridays Canada by its vice chair was presented by the Administrative Coordinator with the recommendation that since Council, according to policy, does not make declarations, that staff and councillors participate in Red Fridays on a volunteer basis. Moved by Councillor Warwick Seconded by Councillor Habkirk THAT Elgin County Council members, county staff and residents of homes, be encouraged to support Red Fridays Canada on a volunteer basis by wearing red on Fridays; and, THAT Mr. Garrie be thanked for his request and forwarded a copy of this resolution. Carried. County Planning Housekeeping Matters Chief Administrative Officer The report formalized the discussions and previous decisions of Council involving the hiring of an administrative assistant in response to the development of an Official Plan. Moved by Councillor Mennill Seconded by Councillor Acre THAT staff be authorized and directed to hire a part-time administrative assistant as described in the report titled County Planning Housekeeping Matters and dated March 15, 2010; and, THAT staff be authorized and directed to outsource the development of an Official Plan document with the funds for said plan (estimated at $300,000) to be allocated to the Millrate Stabilization Reserve. Carried. 911 Service Contract Engineering Technologist/Emergency Measures Coordinator The report, presented by the Engineering Technologist/Emergency Measures Coordinator outlined that the current 911 Central Emergency Reporting Bureau Services Contract with the OPP expires December 31, 2010 and service will need to be established. Moved by Councillor Mennill Seconded by Councillor Habkirk THAT the County staff and 911 Steering Committee develop and advertise an RFP to solicit a 911 Emergency Services Contract and report back to Council with recommendations once quotations are received; and, County Council 3 March 23, 2010 THAT this report be forwarded to the City of St. Thomas for their approval. Carried. Speed Zone Amendments Deputy Director of Engineering Services The report outlines the need for three reduced speed zones on County roads in the Township of Malahide and Municipality of Bayham. Moved by Councillor Mennill Seconded by Councillor Habkirk THAT the existing speed zone by-law be amended to include the following changes: 1. Calton Line (County Road #45) From the east property line of Springfield Road to 959 metres east, in the Township of Malahide, be posted at 50km/h (changed from 60km/h); 2. Imperial Road (County Road #73) From 530 (changed from 326) metres south of the south property line of Nova Scotia Line to 517 (changed from 317) metres north of the south property line of Nova Scotia Line, in the Township of Malahide; 3. Calton Line (County Road #45) From 177 metres west of the west property line of Richmond Road to 2450 (changed from 300) metres east of the west property line of Richmond Road, in the Municipality of Bayham, be posted at 60 km/h (changed from 50km/h). 2009 Library Usage and Statistics Report Library Coordinator The report was presented by the Library Coordinator and outlines trends at the County's 10 library branches showing an increase by library users. Elgin will be the first library in the province to offer patrons iphone service. Moved by Councillor Marks Seconded by Councillor Wilson THAT the report titled "2009 Library Usage and Statistics" dated March 11, 2010 be received and filed. Archives Use of Online Social Networking Services Manager of Archives Elgin County Archives has content to promote its resources, activities, programs and services on online social networking outlets and the report, presented by the Manager of Archives, provided an update. Social networking is offered through outlets such as Flickr, Twitter.com, and Our Ontario through Knowledge Ontario. The Archives plans to use other social networking outlets in the future. The county's IT staff were thanked for their assistance and expertise. Moved by Councillor Habkirk Seconded by Councillor Acre Carried. Carried. THAT the report titled "Archives Use of Online Social Networking Services" dated March 8, 2010 be received and filed. Carried. Council recessed at 10:05 a.m. and reconvened at 10:20 a.m. War of 1812 Documentary Support Director of Community Cultural Services Tourism Coordinator The report outlines that Living History Multimedia Association is looking for financial and in-kind support to produce a documentary on the War of 1812. The county curator will serve on the project's steering committee. County Council 4 March 23, 2010 Moved by Councillor Mennill Seconded by Councillor Marr THAT $2,500 in each of years 2010 and 2011 be allocated from the operating budgets of the Department of Community Cultural Services and Economic Development (Tourism Services) to support the production of a documentary on the County's contribution to the War of 1812; and, THAT the Director of Community Cultural Services be authorized to issue a letter of support for this project to the Living History Multimedia Association. Carried. Library Exhibition Policy Director of Community Cultural Services The report formalizes an agreement for exhibitions in the County's libraries by community groups. Moved by Councillor Wilson Seconded by Councillor Marks THAT the report titled "Library Exhibition Policy" dated March 4, 2010 for the Elgin County Library be approved. Carried. Evolution of the Harvest IPM Events Coordinator The Coordinator presented a report on the recent successful event, hosted by the County's Economic Development department. Moved by Councillor Marks Seconded by Councillor Marr THAT the report titled "Evolution of the Harvest" dated March 10, 2010 be received and filed. Carried. Savour Elgin Culinary Trail Progress Marketing Communications Coordinator The Coordinator presented a progress report and business plan on the Elgin County Culinary Trail, now known as Savour Elgin. Businesses that meet the criteria have been invited to attend a meeting at the County building on March 29, 2010 at 5:30 p.m. Moved by Councillor Mennill Seconded by Councillor Acre THAT Council endorse the Savour Elgin Business Plan as described in the March 11, 2010 report; and, THAT components of the plan that have financial and/or resource implications for the County be considered through Council's budgetary process. CORRESPONDENCE Items for Consideration Carried 1. Barbara L. Wilson, CMO, County of Huron, requesting Council's consideration of Huron's resolution supporting the lobbying efforts of the Ontario Agriculture Sustainability Coalition (OASC) for immediate adjustments to the Agri-Stability program. County Council 5 March 23, 2010 Moved by Councillor Habkirk Seconded by Councillor Wilson THAT the Corporation of the County of Elgin supports the resolution from the County of Huron requesting the Provincial Government to adjust the Agri-Stability program and the letter be copied to SCOR. Carried. Items for Information (Consent Agenda) 1. Heather Chapman, Chair, Kettle Creek Conservation Authority (KCCA), announcing that, effective immediately, Elizabeth VanHooren has been appointed General Manager/Secretary Treasurer of the KCCA. Moved by Councillor Acre Seconded by Councillor Marks THAT Correspondence Item #1 be received and filed. OTHER BUSINESS Statements/Inquiries by Members Carried. Councillor Habkirk asked for an update on EMS ambulance service in regard to a Letter to the Editor in the March 19, 2010 edition of the London Free Press. The Director of Engineering Services clarified the information and provided an overview of the service. Councillor Habkirk commented he was pleased with receiving the minutes from the March 5, 2010 meeting of the Elgin Roads Supervisors and noted progress was being made regarding a new maintenance agreement. Councillor Marks requested that a review of county apparel be undertaken, now that new county branding has been introduced. Councillors Habkirk, Wilson and Mennill and the Chief Administrative Officer spoke to the issue. Council directed staff to present options. Councillor Warwick, responding to an article in the March 17, 2010 edition of The Aylmer Express, talked about his representation on the Elgin Official Plan Steering Committee. The subject of Aylmer not having a representative on the committee came up at a recent Aylmer council meeting where the Manager of Planning had made a report. The Director of Community and Cultural Services reported that on Tuesday, April 6 at 6:30 p.m. at the Timken Centre, St. Thomas, Councillor McIntyre will be participating in an event honouring the history and contributions made by the Ford plant, one of many events being planned before the plant closes in 2011. The event is open to the public. Notice of Motion None. Matters of Urgency None. Council recessed at 11:05 a.m. and reconvened at 11:15 a.m. Closed Meeting Items Moved by Councillor Mennill Seconded by Councillor Marr 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 property matter (verbal); and Municipal Act, Section 240 (b) personal matters about an identifiable individual, including municipal or local board employees. Carried. County Council 6 March 23, 2010 Motion to Rise and Report Moved by Councillor Acre Seconded by Councillor Warwick THAT we do now rise and report. Moved by Councillor Marks Seconded by Councillor Acre Moved by Councillor Warwick Seconded by Councillor Marr Carried. THAT the verbal report from Councillor Habkirk on a property matter be received and filed. Carried. THAT the Warden and Chief Administrative Officer be directed and authorized to sign a lease with the following tenants: Brad Bedford for Rooms 237 and 239 in the County of Elgin Administration Building for a two year term starting on May 1, 2010 and terminating on April 30, 2012; and, THAT the lease rate for year one is $8,550 (annual payment) and year two is $8,700 (annual payment) for the 600 square feet; and, Tony Brooks (Coffee News) for Rooms 234 and 236 in the County of Elgin Administration Building for a five year term starting on August 1, 2010 and terminating on July 31, 2015; and, THAT the lease rate for year one is $5,541.25 (annual payment); year two is $5,642.00 (annual payment); year three is $5,762.90 (annual payment); year four is $5,883.80 (annual payment); and year five is $6,004.70 (annual payment) for the 403 square feet. Carried. Motion to Adopt Recommendations from the Committee of the Whole Moved by Councillor Wilson Seconded by Councillor Acre THAT we do now adopt recommendations of the Committee of the Whole. Carried. BY-LAWS Moved by Councillor Mennill Seconded by Councillor Habkirk THAT By-Law No. 10-07 "Being a By-Law to Provide for the Granting of Permits to Move Oversize or Overweight Loads on County Roads and to Repeal By-Law No. 00-13" be read a first, second and third time and finally passed. Moved by Councillor Marks Seconded by Councillor Marr Carried. THAT By-Law No. 10-08 "Being a By-Law to amend By-Law No. 05-40 to Authorize the County of Elgin to Enter Into an Agreement with the Association of Municipalities of Ontario Respecting the Transfer of Federal Gas Tax Revenues Under the New Deal for Cities and Communities" be read a first, second and third time and finally passed. Carried. County Council 7 March 23, 2010 Moved by Councillor Wilson Seconded by Councillor Habkirk THAT By-Law No. 10-09 "Being a By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the March 23, 2010 Meeting" be read a first, second and third time and finally passed. ADJOURNMENT Moved by Councillor Marks Seconded by Councillor Acre Carried. THAT we do now adjourn at 11:35 a.m. to meet again on April 13, 2010 at 9:00 a.m. Mar G. McDonald, Chief Administrative Officer. Carried. Bonnie Vowel, Warden.