86-35
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G. C. Leverton,
Clerk
READ a
third
time and finally passed
this
21st day of
May
1986
READ a
READ a first time
1. That the attached Elgin County Council Policies"
marked Schedule "A" be formally adopted for use as they apply
to the various circumstances listed
second
time
this 21st day of
this 21st day of
May
May
1986
1986
NOW THEREFORE the Municipal Council of the Corpora-
tion of the County of Elgin enac~s as follows
time
to
and
WHEREAS changes
have been made
to
them
from
time
WHEREAS they have been documented in written form
WHEREAS policies have been formulated over a period
of time for use by County Council and
POLICIES
TO FORMALLY ADOPT ELGIN COUNTY COUNCIL
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A BY-LAW
COUNTY OF ELGIN
By-Law No 86-35
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SCHEDULE A
ELGIN COUNTY COUNCIL POLICIES
1 COUNTY CRESTS AND TIES
County Crests and Ties, supplied to Co~ncillors and Officials,
should be expected to last at least three years, without having
to be replaced. Anyone requiring a replacement prior to the end
of the three years will be required to purchase it at actual
cost.
2 FLOWERS
Flowers are to be sent, in the event of bereavement, for current
Councillors, Ex-Councillors who served during the previous term
and all Past Wardens.
3 CHAIRMAN OF RECEPTION AND ENTERTAINMENT COMMITTEE
The Chairman of the Reception and Entertainment Committee is to
be paid an annual remuneration of $200.00 for performing the
duties of his office.
4 WARDEN'S BANQUET
( i) Thirty (30 ) complimentary banquet and dance tickets will
be made available for the Warden's guests. Additional
tickets over this amount are to be purchased.
( ii) Complimentary invitations to the Warden's Banquet will be
extended to all Ex-Councillors holding office during the
previous term.
( iii) The Warden's Watch and a round 12 inch silver tray for
the First Lady will be obtained by the Clerk.
(iv) The program will list only living Ex-Wardens.
(v) The County will provide a Guest Book.
5 WARDEN
( i) The Warden may, when requested, sign and issue proclama-
tions on behalf of the County, provided that the wording
of such proclamation is submitted to the Clerk for the
Warden's approval, prior to publication and that there be
no cost to the County.
(ii) The Warden is authorized to use his own discretion as to
whether he wears the traditional gown and/or Chain of
Office for meetings of Council, other than at the time of
election to Office, or other events or occasions as
warranted.
6 WARDEN'S RECEPTION
The County will provide and pay for the cost of a reception
after the Warden's election each year. The Clerk will make the
necessary arrangements in consultation with the Reception and
Entertainment Committee. The County will provide a Guest Book
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PINS
(i One metal County Lapel Pin will be supplied to the cur-
rent Councillors, Department Heads and Deputies annually
Additional ones may be purchased in minimum lots of
twenty (20) pins.
[ii Metal County stick pins will be available on the same
basis as item (i) .
r·· . Five ( 5 ) plastic lapel pins will be supplied to each
,lll
Councillor in January of each year.
[ iv) Plastic pins will be supplied to each new employee along
with his/her first paycheque.
[v) The Warden has authority to give out plastic pins.
8 POCKET GREETERS
A pocket type and pin type greeter with the County Crest and
name on it and the person's name will be supplied at the
beginning of each term of Council to the following:
(a) County Councillors (Warden each year).
(b) Department Heads and Deputies, upon completion of their
probationary period.
These greeters are supplied at no charge; any replacements will
be at the expense of the person requiring it.
9 COUNTY BOOKENDS, PLATES AND GLASSES
The Warden may, without direction from County Council, use his
discretion in the distribution of County bookends, plates and
glasses, as gifts to visiting dignitaries.
10 PHOTOCOPIES FOR THE PUBLIC
A charge of $1.00 per sheet will be made for persons requesting
copies of documents.
11 MEALS
Councillors and appointed Officials shall be provided with a
meal, when the Committee meeting is in both the forenoon and
afternoon. The Chairman or the Warden must sign the bill to
authorize payment.
12 COUNTY CREST
All County departments have been authorized to use the Crest
for any County purposes.
13 RETIREMENT GIFT
Every retiring County Councillor shall receive a desk pen set
with the County Crest and a suitable plaque indicating the term
held on Council.
14 RESOLUTIONS
1 Where å resolution is endorsed, a reply be sent to the
originating body only, regardless of the request for
copies to be sent to others.
2 Where a resolution is filed or not endorsed, no reply be
sent, it being felt that no response will indicate non-
support
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otinci.l 'w.i?$hès copies d'f resolÚt i0J?E;>e.tc. _.
than the originating body, directions to
incorporated into the recommendation.
15 COFFEE
The County will purchase coffee or tea for Committee meetings
and to be used by the staff in the Municipal Building.
16 GRANTS
County Grants to Organizations, Corporations, Institutions,
etc. will be paid December 15th each year, except for:
(a) ( i) Memberships
( ii) Scholarships
( iii) Payment to the Local Agricultural Office on behalf
of 4-H Clubs etc. and these would be paid upon
request
( iv) Grants indicating a specific date in the original
motion
(b) February 1st of each year will be the cutoff for receiving
grant requests
(c) Council will set aside a separate day, in February, to
hear all the delegations
(d) Financial Statements will be required from each organ~za-
tion and sufficient copies (30) of the brief and Financial
Statements are to be provided for distribution to Members
of Councilor the request will not be considered
(e) In January of each year Council will decide which delega-
tions to invite to the special February meeting.
17 WARDEN AND COUNCIL REMUNERATION
A review is to be made in the remuneration of the Warden and
Members of Council each year, in time to have any revisions
presented to the November Session of County Council, for imple-
mentation in January of the following year.
18 WORK INCENTIVE PROGRAM
All requests for grants in connection with work incentive or
other programs made available to the County, are to be
channelled through the County Government Committee only if a
specific amount has been allocated to the County. All others
shall be made with reference only to their own Committee.
19 SCHOLARSHIPS
All scholarships given to the various Universities will be
provided for persons attaining the highest academic standing
and not restricted to boys or girls.
20 BUDGETS
All budgets (Committees of Council and Outside Boards) are to
be submitted to the Clerk-Treasurer by March 1st of each year
and they are to be provided in sufficient copies (30 ) to be
distributed to Council, prior to the actual Budget Session.
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21. COUNTY VEHICLES
ROADS DEPARTMENT
(a) All new licensed vehlcles purchased are to be North
American manufactured, chrome yelíow in colour, with the
exception of the autQmobiledriven by the Engineer which
may be any colour, all of which shall have a County Crest
decal affixed on the front doors.
(b) Personal use is restricted to the persons presently
enjoying this privilege and future replacements be not
extended this benefit.
(c) The policy of providing vehicles for Supervisors be limited
to one car for the use by the Engineer, and any other vehi-
cles be pickups and future personal use of all vehicles be
restricted to the Province of Ontario, unless otherwise
approved by County Council.
HOMES FOR THE AGED
(a) All new licensed passenger vehicles purchased are to be
North American manufactured and have a County Crest decal
affixed on the front doors.
(b) Any other new vehicles, other than passenger ones, shall
be North American manufactured, chrome yellow in colour,
and have a County Crest decal affixed on the front doors.
LIBRARY
(a) All new licensed vehicles purchased are to be North
American manufactured, chrome yellow in colour, and have a
County Crest decal affixed on the front doors.
22. CONVENTIONS
The convention procedures are to be printed and handed out to
all County Councillors at the December Session and reimburse-
ment will be made within ten days after receipt of accounts.
23. HEARINGS
All applications for hearings must be sanctioned by County
Council.
24. REPORTS AND/OR MINUTES
( i) All Reports mailed prior to Council need not be read and
the Chairman move its adoption as circulated.
( ii) In order to streamline the keeping of minutes of the
various Committees and Reports, it is recommended that a
summary of the correspondence be listed by number in the
minutes and action taken on each item merely refer to the
correspondence number, rather than repeating a brief des-
cription of its contents.
25. COMMITTEE MEETINGS
Meetings for the Agricultural Committee and Homes for Senior
Citizens Committee are to be open to the public.
26. ST. THOMAS SUBURBAN ROAD COMMISSION
The Members of the St. Thomas Suburban Road Commission are to
be invited to the May Session luncheon each year
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27. APPOINTMENTS TO OUTSIDE BOARDS
The policy for re-appointment to local boards and Committees is
that they not necessarily be renewed if a person has served for
six consecutive years and that all appointments be made through
the County Government Committee.
Any local board or Committee to which County Council makes
appointments must receive Council's approval prior to anyone
being appointed to a further board, in order to receive payment
for his/her attendance on the second board.
28. CORRESPONDENCE
The cutoff for correspondence is the Thursday before Council
unless it is urgent and must be acted upon prior to the next
Council Session and that it be at the discretion of the Warden
and the Clerk.
That all notices of proposed zoning by-law changes and public
hearings, received from the local municipalities, be no longer
referred to the County Government Committee, but, be listed
under the "Filed" Communications. It is understood that any
that affect County roads or property will be forwarded to the
appropriate Committee.
29 COMMITTEE OF THE WHOLE
In order to keep time spent in Committee Of The Whole to a
minimum, only topics forwarded to the Clerk by the Thursday
before Council for insertion on an agenda will be discussed.
The name of the person who will speak to the topic will also be
relayed.
30 PENS
Pens may be given out at the discretion of the Warden.
31 LIBRARY BRANCH CONSTRUCTION
The Library Branch Construction Policy and Agreement, attached
as Schedule 11111 , will be the one used for all Library Branch
construction.
32 PURCHASES
Any Member of Council may purchase any of the following County
items at cost -
(a) Bookends
(b) Glasses
(c) Pens
(d) Plates
(e) Coloured Metal County Crest Medallions
(f) Flags.
33. ROAD CLOSING NOTICE
That where a Township gives notice to the County of a proposed
road closing and the County Roads Committee does not object, a
letter to this effect be forwarded to the Township in lieu of
passing a by-law, upon adoption by County Council
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