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July 27, 2010 MinutesTuesday, July 27, 2010 COUNTY COUNCIL The Elgin County Council met this day at the Administration Building, 450 Sunset Drive, St. Thomas, at 9:02 a.m. with all members present except Councillors Dave Marr, Tom Marks, and John R. Wilson (regrets). Warden Vowel in the Chair. ADOPTION OF MINUTES Moved by Councillor McIntyre Seconded by Councillor Mennill THAT the minutes of the meeting held on July 13, 2010 be adopted. Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF None. Moved by Councillor Warwick Seconded by Councillor Acre THAT we do now move into Committee Of The Whole Council. Carried. REPORTS 2010 IPM Elgin County Showcase Update IPM Events Coordinator The IPM Events Coordinator outlined the County's participation in the International Plowing Match (IPM), September 21-25, 2010, east of St. Thomas. IPM chairperson Duncan McPhail was present. He reported he will be visiting with local councils in August to provide updates. He said initiative shown by volunteers will provide a legacy for the County when the match is over and planning for the event has already been a "community building" success story. Moved by Councillor Mennill Seconded by Councillor McIntyre THAT the report titled "2010 IPM Elgin County Showcase Update" dated July 27, 2010 be received and filed. Carried. Sutherland Line/Ron McNeil Line Boundary Adjustment Chief Administrative Officer As part of the development process for the Dalewoods Area, a minor reconfiguration was required at the Sutherland Line and Ron McNeil Line reconfiguration. Moved by Councillor Habkirk Seconded by Councillor Warwick THAT the Chief Administrative Officer/Clerk be authorized and directed to issue a statutory declaration in the matter of the boundary adjustment between the City of St. Thomas and the Municipality of Central Elgin, within the County of Elgin; and, THAT the necessary by-law be prepared. Carried. County Council 2 July 27, 2010 Archives Acquires Unique Portrait of Colonel Thomas Talbot Manager of Archives The manager outlined the important acquisition of a portrait of Colonel Talbot by the County archives. Moved by Councillor McIntyre Seconded by Councillor Acre THAT the report titled "Archives Acquires Unique Portrait of Colonel Thomas Talbot" dated July 5, 2010 be received and filed. Library Summer Reading Club Awards for 2009 Director of Community and Cultural Services Three branches of the County's library system received national recognition for their summer 2009 reading programs. Janet Given, Assistant Librarian at the West Lorne and Rodney libraries, gave a PowerPoint presentation on the program. Moved by Councillor McIntyre Seconded by Councillor Mennill THAT a $2,000 prize for the West Lorne and Rodney branches of the County's library system from Library and Archives Canada for the 2009 TD Summer Reading Club be used to support activities in these two branches; and, THAT the Warden issue a letter of congratulations to the appropriate library staff. Elgin County Library 75 Anniversary in 2011 Director of Community and Cultural Services Elgin County Library will celebrate its 75 anniversary in 2011. The director introduced Colleen McCauley, rural development officer in partnership with the Foundation for Rural Development, who will help coordinate the 75 anniversary. Moved by Councillor Habkirk Seconded by Councillor Mennill Carried. Carried. THAT staff be authorized to engage in formal planning and events for the 75 anniversary of the Library; and, THAT staff be authorized to engage in community fundraising to support anniversary celebrations with a goal of raising at least $10,000 by the end of 2010; and, THAT up to $15,000 be allocated from the Library Operating Reserve between 2010-2011 to support these celebrations. Carried. Collaborative Support for The Arts Cookery Bank Director of Community and Cultural Services The director reported progress of the County's partnership with The Arts Cookery Bank, a volunteer-driven initiative, which opened July 17, 2010 in West Lorne. Moved by Councillor Habkirk Seconded by Councillor Mennill THAT the report titled "Collaborative Support for The Arts Cookery Bank" dated July 8, 2010 be received and filed. Carried. County Council 3 July 27, 2010 Pedestrian Crossing Study: John Street at South Street, Aylmer Deputy Director of Engineering Services The County of Elgin received a request from the Town of Aylmer to review the site conditions for a controlled pedestrian crossing on John Street (County Road #73) at South Street in Aylmer. Moved by Councillor Mennill Seconded by Councillor McIntyre THAT the report titled "Pedestrian Crossing Study: John Street at South Street, Aylmer" dated July 5, 2010 be received and filed; and, THAT a copy of the report be sent to the Town of Aylmer. Carried. Council recessed at 10:10 a.m. and reconvened at 10:20 a.m. 'Today in America' Progress Report Marketing Communications Coordinator The coordinator gave an update on planning for the one-day shoot on August 10, 2010, for the "Today in America" TV show. The script has been finalized and will focus on the progressive nature of the County. Moved by Councillor Acre Seconded by Councillor McIntyre THAT the report titled "Today in America Progress Report" dated July 27, 2010 be received and filed. Carried. Glen Erie Line Slope Rehabilitation Deputy Director of Engineering Services As part of the approved 2010 capital budget, tenders were advertised and submissions were received until July 6, 2010, for the Glen Erie Line Slope Rehabilitation project. Moved by Councillor Acre Seconded by Councillor Warwick THAT Gary D. Robinson Contracting Limited be selected for Glen Erie Line Slope Rehabilitation Contract No. 6090 -07-01 at a total price of $463,175.70, inclusive of HST and a $35,000 contingency allowance; and, THAT $175,000 be allocated to the rehabilitation project account from the Talbot Line Rehabilitation project account; 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 Chief Administrative Officer be authorized to enter into an agreement with Gary D. Robinson Contracting Limited for the Glen Erie Line Slope Rehabilitation, Contract No. 6090-07-01. Carried. Traffic Signals: Tender Award Pre-Approval Deputy Director of Engineering Services As part of the approved 2010 Capital Budget, tenders were advertised on July 13, 2010 and submissions were received until August 4, 2010, for the supply and installation of traffic signals at John Street and Beech Street intersection in Aylmer. County Council 4 July 27, 2010 Moved by Councillor Habkirk Seconded by Councillor Warwick THAT staff is authorized to award the John Street and Beech Street traffic signal tender to the lowest bidder, provided that the awarded price is within the budget allocation; and, THAT the Warden and Chief Administrative Officer be authorized to enter into an agreement with the lowest bidder for the John Street and Beech Street traffic signal tender, Contract No. 6200-10-01. Elm Street Culvert Replacement Deputy Director of Engineering Services Tenders were advertised as per the County's procurement policy and submissions were received until July 20, 2010 for the Elm Street Culvert Replacement, part of the approved 2010 Capital Budget. Moved by Councillor Habkirk Seconded by Councillor Acre THAT Elgin Construction 2153592 Ontario Limited be selected for Elm Street Culvert replacement tender, contract No. 6290-10-06B at a total price of $198,353.85 exclusive of HST and no 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 Chief Administrative Officer be authorized to enter into an agreement with Elgin Construction 2153592 Ontario Limited for the Elm Street Culvert Replacement, Contract No. 6290-10-06B. Court Facilities Space Review Court Services Supervisor As a result of concern from tenants, a review of the court facilities at the County administration building was completed. The court services supervisor presented the report to Council. Moved by Councillor Mennill Seconded by Councillor Warwick Carried. Budget Comparison: June 2010 Director of Financial Services The budget comparison for the month of May 2010 showing a favourable performance was presented by the Director of Financial Services. Moved by Councillor Acre Seconded by Councillor McIntyre Carried. Carried. THAT the report titled "Court Facilities Space Review" dated July 13, 2010 be received and filed. THAT the report titled "Budget Comparison: June 2010" dated July 15, 2010 be received and filed. Carried. Revised Royal Canadian Legion Tax Relief Director of Financial Services The report advised council that a previous motion to authorize and delegate the local municipalities to grant the Royal Canadian Legions relief on the County portion of the property tax cannot be delegated to the municipalities, but can be delegated to the County Treasurer. County Council 5 July 27, 2010 Moved by Councillor Habkirk Seconded by Councillor Mennill THAT any resolution contrary to this one shall hereby be rescinded; and, THAT the County authorize and delegate the County Treasurer to grant Royal Canadian Legions relief on the County portion of the property tax consistent with the relief granted on the municipal portion of the property tax. Carried. CORRESPONDENCE Items for Consideration 1. Carolyn Downs, City Clerk, City of Kingston, with a resolution seeking support for the federal government to reconsider their position and not close prison farms in Kingston. 2. Draft Letter of Support from SCOR re: Ontario Market Investment Fund Application. The following recommendation was adopted regarding Correspondence Item #1: Moved by Councillor Habkirk Seconded by Councillor Acre THAT the Corporation of the County of Elgin support the City of Kingston's resolution seeking that the federal government reconsider its position and not close prison farms in Kingston. Carried The following recommendation was adopted regarding Correspondence Item #2: Moved by Councillor Habkirk Seconded by Councillor Acre THAT the Corporation of the County of Elgin support an application to the Ontario Market Investment Fund Application from SCOR. Carried. Items for Information (Consent Agenda) 1. Media Release from Ontario Good Roads Association re: Minimum Maintenance Standards (MMS) Litigation Fund Well accepted by Ontario municipalities. 2. Media Release from St. Thomas-Elgin General Hospital re: Renovations underway to improve the waiting room and triage area in the emergency department. 3. Honourable Jim Bradley, Minister of Municipal Affairs and Housing, announcing October 17-22, 2010 as Student Vote and Local Government Week. 4. Micheline Riopelle, Director, Municipal Services Officer Western, Ministry of Municipal Affairs and Housing with information on the 2010 Ontario West Municipal Conference. 5. Dennis Travale, chairperson, SCOR Economic Development Corp. announcing date of inaugural annual general meeting for SCOR Inc. 6. Laura Woermke, Director, St. Thomas-Elgin Public Art Centre, thanking Council for continued support. Moved by Councillor Habkirk Seconded by Councillor Warwick THAT Correspondence Items #1 6 be received and filed. Carried. County Council 6 July 27, 2010 OTHER BUSINESS Statements/Inquiries by Members Councillor Mennill noted that Malahide Township Council turned down a request from the Elgin St. Thomas Public Health Board to waive rental fees for "Gr. 8 2 Be Me!" conference, April 2011 at East Elgin Community Centre. A similar request went to the Town of Aylmer. Councillor Mennill asked for clarification of issues at the Health Board including reported overcrowding of staff, and future plans for the Health Board. Warden Vowel suggested that he direct his questions in a letter to the Health Board. Councillor Warwick expressed concerns about program funding. Since Malahide, along with the six other county partners already fund the Health Board annually, staff were directed to clarify why the Health Board requested to have the fees waived. 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 Acre THAT we do now adopt recommendations of the Committee Of The Whole Council. Carried. BY-LAWS Moved by Councillor Habkirk Seconded by Councillor Mennill THAT By-Law No. 10-25 "Being a By-Law to Establish Revenue Neutral Clawback Percentages for Certain Property Classes", be read a first, second and third time and finally passed. Moved by Councillor Acre Seconded by Councillor Warwick THAT By-Law No. 10-26 "Being a By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the July 27, 2010 Meeting" be read a first, second and third time and finally passed. ADJOURNMENT Moved by Councillor McIntyre Seconded by Councillor Acre THAT we do now adjourn at 10:48 a.m. to meet again on September 14, 2010 at 9:00 a.m. Chief Administrative Officer. Carried. Carried. Carried. Bonnie Vowel, Warden.