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April 27, 2010 MinutesThe Elgin County Council met this day at the Administration Building, 450 Sunset Drive, St. Thomas, at 10:00 a.m., with all members present. Warden Vowel in the Chair. ADOPTION OF MINUTES Moved by Councillor Habkirk Seconded by Councillor Marks THAT the minutes of the meeting held on April 13, 2010 be adopted. Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF Warden Vowel and Councillors Marks and Wilson declared, at the appropriate time, a conflict of interest with regard to the Closed meeting report concerning a lease at 99 Edward Street, St. Thomas, as it might prejudice their position as Council appointees on the Elgin St. Thomas Public Health Board. At the appropriate time, the Warden and Councillors vacated the Council Chambers and refrained from discussing and voting on the item. Moved by Councillor Mennill Seconded by Councillor Acre THAT we do now move into Committee Of The Whole Council. REPORTS Moved by Councillor Acre Seconded by Councillor Marr COUNTY COUNCIL Tuesday, April 27, 2010 Carried CAP Program Impact on Youth Interns and the Residents of the Elgin County Branch Supervisor A Power Point report was presented by Mary Lou McMillan, Dutton Library Branch Supervisor and Manager of the Community Access Program (CAP). This program is a federally funded initiative of approximately $65,000 per year that has been used throughout County libraries. A total of eight CAP youth interns have been working in all 10 library branches from September 2009 March 2010. THAT the Warden on behalf of Elgin County Council issue a letter to the Federal Minister of Industry in support of the Community Access Program encouraging long-term sustainable support for the program; and, THAT the Warden write a letter encouraging M.P. Joe Preston and the Federation of Canadian Municipalities to also write the Minister in support of the program. Carried Unanimously. Creative Communities Prosperity Fund Successful Application Director of Community Cultural Services The director reported the County was successful in an application to the Ontario Ministry of Tourism and Culture for funding from the Creative Communities Prosperity Fund to extend the cultural asset map project. County Council 2 April 27, 2010 Moved by Councillor McIntyre Seconded by Councillor Marr THAT the Warden and/or Chief Administrative Officer be authorized to enter into a contribution agreement with the Ontario Ministry of Tourism and Culture under the Creative Communities Prosperity Fund for the purposes of extending the Elgin County Cultural Asset Map Project. Carried. Branding of Library Van Director of Community and Cultural Services The director presented a report recommending that Council approve a one-time exemption from the Visual Identity Standards for use of the County's logo on branding of the library delivery van. It was noted that the present colour of the van does not exactly match the pallet of the visual identity standards. Moved by Councillor Marks Seconded by Councillor Warwick THAT an exemption be granted to the Community and Cultural Services Department to proceed with use of the County logo for promotional purposes on the Library Services delivery van. Moved by Councillor Mennill Seconded by Councillor Warwick Carried. County Road Inventory Low Class Bituminous Roads Director of Engineering Services The director presented a report of a recommendation of the Hipson Inquest to review the County's low class bituminous roads and provide an assessment. A consulting company has provided the County with the report. THAT the report titled "Count Road Inventory Low Class Bituminous Roads" be received and filed; and, THAT the consultant's identified works be added to the County's infrastructure capital needs list. Carried. Dexter Line Environmental Assessment Public Meeting Director of Engineering Services The County of Elgin is in Phase 2 of an Environmental Assessment (EA) planning process to address lakeshore erosion west of Port Bruce. A public meeting is being planned for May 12, 2010 from 7:00 9:00 p.m. at Dexter Hall. Moved by Councillor Marr Seconded by Councillor Wilson THAT the report titled "Dexter Line Environmental Assessment Public Meeting" dated February 9, 2010 be received and filed. Carried. Tourism Signage Policy Manager of Economic Development and Tourism The manager presented the report and samples of signage. He updated Council on the results of the two public meetings held on the proposed policy. It was emphasized that many changes were made to the draft policy recommendations as a result of public and business input. County Council 3 April 27, 2010 Moved by Councillor Acre Seconded by Councillor Warwick THAT the County Tourism Signage Policy be ratified by County Council; and, THAT the County's Schedule of Fees and Charges By-Law be updated to include the tourism signage user fee; and, THAT staff have the County lawyer assist with the preparation of the tourism directional signage application form and user fee terms and conditions/agreement; and, THAT County Council create a Tourism Signage Reserve and approve net expenditures of $85,459 to be allocated from this new reserve account to the 2010 economic development budget; and, THAT County Council increase the annual grant disbursement with an upset limit of $25,800 to accommodate Elgin County non-profit organizations who currently have former St. Thomas Elgin Tourist Association signage, Tourism Ontario directional signage, and Municipality of Bayham directional signage, with new County tourism directional signage; and, THAT County Council consider tourism directional signage grant request on an on-going basis; and, THAT in the spirit of partnership, Elgin County Council grants the City of St. Thomas permission to display its logo on strategic locations on County property in areas of obvious ingress and egress to the City (e.g. Highbury Ave, Sunset Drive, and Wellington Road) in the form, number, and location approved by the General Manager of Economic Development; and, THAT there is an understanding should the City of St. Thomas logo change, it will be the responsibility of the City, and at its cost, to change the header if it so desires to update the image of the selected signs in the form, number, and location approved by the General Manager of Economic Development; and, THAT in order to meet production deadlines the City of St. Thomas be respectively requested to inform its interest in the proposal by no later than May 12, 2010. Moved by Councillor Wilson Seconded by Councillor Mennill Items for Information (Consent Agenda) Carried. CORRESPONDENCE Items for Consideration 1. Dave Martin requesting safety signage on Avon Drive in Belmont. The Director of Engineering Services briefed Council on the concerns regarding speed limit. THAT staff be directed to investigate concerns outlined by Dave Martin on Avon Drive, Belmont, and report back to Council. Carried. 1. Gabriel Miller, Director of Advocacy, Federation of Canadian Municipalities (FCM) thanking Council for supporting FCM's survey with letter to Minister Jim Flaherty. 2. Jim Pine, Secretary-Treasurer, Association of Municipalities of Ontario with Request for Nominations for the 2010 2012 AMO Board of Directors. County Council 4 April 27, 2010 3. Mayor Dan Mathieson and Stratford City Council with an invitation to Civic Night at the Stratford Festival Theatre on Wednesday, June 16 2010 for the 8 p.m. production of "Kiss Me, Kate" with reception to follow. Moved by Councillor Habkirk Seconded by Councillor McIntyre THAT Correspondence Items #1 3 be received and filed. Carried. Council recessed at 11:00 a.m. and reconvened at 11:12 a.m. Closed Meeting Items Moved by Councillor Acre Seconded by Councillor McIntyre THAT we now proceed into closed meeting session in accordance with the Municipal Act to discuss matters under Section 240.2 (e) litigation of potential litigation, including matters before administrative tribunals, affecting the municipality or local board Tree Clearing; Section 240.2 (a) the security of the property of the municipality or local board Marianne Barrie Lease; and, matters under Section 240.2 (d) labour relations or employee negotiations 2010 Negotiations Mandate. The County Tree Commissioner attended. Carried. The County Tree Commissioner presented a report to Council regarding tree clearing in Dutton-Dunwich Township Lot 8, Conc. 5, S of A. He concluded there was a serious violation of the Elgin Woodlands Conservation By-Law and the clearing of trees demonstrated the continuing pressure on southwestern Ontario woodlands. Staff was advised to look into ways of educating landowners on the by-law. The County Tree Commissioner left the Council Chambers. The Director of Engineering presented a report with recommendations for a lease renewal in regard to Marianne Barrie for the County of Elgin Administration Building. The Director of Human Resources presented a report on recommendations for a negotiations mandate. Warden Vowel and Councillors Wilson and Marks left the Council Chambers at 11:35 a.m., having already declared a conflict of interest regarding the Elgin St. Thomas Public Health Board as they serve as Council appointees on this Board. Councillor Warwick took the Chair as Deputy Warden. The Director of Finance presented a report updating Council on an extension of the lease at 99 Edward Street, St. Thomas. Motion to Rise and Report Moved by Councillor Acre Seconded by Councillor Mennill THAT we do now rise and report. Carried. Warden Vowel and Councillors Wilson and Marks returned to the Council Chambers at 12:08 p.m. County Council 5 April 27, 2010 Moved by Councillor Mennill Seconded by Councillor Wilson THAT County Council take direction from the County Solicitor who recommended that Woodlands Conservation By-Law charges be laid against those involved; and, THAT County Council consider planting on this site as part of penalties levied against the individuals involved in order to maintain the 'No Net Loss' policy. Moved by Councillor Marks Seconded by Councillor McIntyre Moved by Councillor Acre Seconded by Councillor Warwick Carried. THAT the Warden and Chief Administrative Officer be directed and authorized to sign a lease with Marianne Barrie for Room 246 at the County of Elgin Administration Building for a two-year term to start May 1, 2010 and terminate April 30, 2012; and, THAT the lease rate (office space) for year one is $3,367.75 (annual payment) and year two is $3,697.50 (annual payment) for the 255 square feet; and, THAT the storage lease rate for year one and two is $400.00 (annual payment) for the 100 square feet. Carried. THAT County Council support the suggested negotiations mandate for the upcoming bargaining of the new collective agreements included in this report; and, THAT staff apprise County Council of the status of negotiations and the progress being made. Moved by Councillor McIntyre Seconded by Councillor Marr Carried. THAT the Deputy Warden and Chief Administrative Officer be authorized and directed to negotiate and enter into a lease extension with the Elgin St. Thomas Public Health Board for a term ending on October 31, 2011 with a double net lease rate at $25.98 per square foot (current rate), subject to the satisfaction of the County Solicitor; and, THAT, as an alternative, the County of Elgin re-submit its offer to lease made to the Elgin St. Thomas Board of Health in August 2009 at the market rate of $13.50 per square foot (an approximate annual reduction/savings of $250,000) as attached; and further, THAT, as a further alternative, the Elgin St. Thomas Board of Health be also encouraged to consider making an offer to purchase the building at 99 Edward Street; and, THAT any recommendation or resolution that is contrary to this one shall hereby be rescinded." Carried OTHER BUSINESS Statements/Inquiries by Members Councillor Acre thanked engineering staff for making air temperature changes in the Council Chamber more comfortable. County Council 6 April 27, 2010 Warden Bonnie Vowel presented the Director of Community and Cultural Services a plaque from the St. Thomas-Elgin Olympics Torch Hosting Committee for his work as a volunteer on the committee and thanked him for a job well done. Councillor Habkirk updated Council on the corporation of SCOR and noted that Warden Vowel was County Council's voting delegate at the annual general meeting. Councillor Marks stated that Central Elgin Council had an historic Council meeting last week when it signed an agreement with the federal government to assume operations of Port Stanley harbour. Warden Vowel promoted the 2 Annual Warden's Charity Golf Tournament on June 17, 2010 at the Tarandowah Golfers Club, encouraging everyone to participate. Warden Vowel said she was pleased Speaker of the Ontario Legislature, Elgin-Middlesex- London, M.P.P. Steve Peters, had not only agreed to Council's request to invite the Legislature to the International Plowing Match during Question Period, but he will do so twice, this Parliament session and the fall session. Notice of Motion None. Matters of Urgency None. Motion to Adopt Recommendations from the Committee of the Whole Moved by Councillor Mennill Seconded by Councillor Habkirk THAT we do now adopt recommendations of the Committee Of The Whole Council. Carried. BY-LAWS Moved by Councillor Marks Seconded by Councillor Warwick THAT By-Law No. 10-14 "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 Warwick Seconded by Councillor Acre THAT By-Law No. 10-15 "Being a By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the April 27, 2010 Meeting" be read a first, second and third time and finally passed. ADJOURNMENT Moved by Councillor Marks Seconded by Councillor McIntyre Mark G. McDonald, Chief Administrative Officer. Carried. Carried. THAT we do now adjourn at 12:15 p.m. to meet again on May 25, 2010 at 9:00 a.m. Carried. Bonnie Vowel, Warden.