April 14, 1998 Minutes
COUNTY COUNCIL
Tuesday, April 14th, 1998
The Elgin County Council met this day at the Administration Building, at 9:10 AM., in
accordance with adjournment, with all members present.
The Warden in the Chair.
Moved by Councillor Walters
Seconded by Councillor Wilson
THAT the minutes of the meeting held on March 24th, 1998 be adopted.
- Carried.
DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF - None.
Moved by Councillor Rock
Seconded by Councillor van Kasteren
THAT we do now go into Committee Of The Whole.
- Carried
REPORTS OF STAFF
Vacation Pavon a Bi-Weeklv Basis for P.T. Non-Union - Personnel Administrator
A survey was circulated to part-time staff for their input. The majority of those who responded
indicated they would prefer to be paid vacation pay as earned.
Moved by Councillor VanBrenk
Seconded by Councillor Habkirk
THAT the payment of vacation earnings be paid on a bi-weekly basis, for all part-time non-
union employees, effective May 1, 1998.
- Carried.
HVAC Maintenance at EIQin Administration BuildinQ - ManaQer. EnQineerinQ Services
Mr. Watters reported that bids were received from three companies for the tender to supply
maintenance for the BoilerSmith boilers and other mechanical devices in the Administration
Building. The contract would be for five-years beginning April 15, 1998, with some
maintenance duties covered by County staff. Council modified the recommendation to include
a 90 day cancellation clause.
Moved by Councillor Habkirk
Seconded by Councillor VanBrenk
THAT we accept the lowest quotation, from Johnson Controls Limited, for a five-year period for
the prices stated below:
1998 - $8,069.00, 1999 - $8,311.00,2000 - $8,560.00,2001- $8,817.00 and 2002 - $9,082.00;
and,
THAT the Warden and Administrator/Clerk be authorized to sign the contract; and further,
THAT the contract commence on April 15, 1998 and expire April 14, 2003, with the insertion
that either party could terminate the contract at any time with 90 days notice in writing.
- Carried.
County Council
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April 14, 1998
PRESENTATIONS
Councillor McPhail made a "Special Presentation" to Councillors Walters and Rock, noting that
Council has set policy to recognize special efforts and feels this will make them feel even more
a part of the team. Warden Clutterbuck presented the Councillors with official County ties,
steeped in County history, and recounted the age old tradition from County Archives, "the
ceremony of the tying of the knot". Councillor McPhail felt that perhaps the tie presented three
years ago to Councillor Walters may have been used for other purposes and he did not want to
ask for another one. Councillor McPhail also commented that Councillor Rock has worn his
"training tie" for many meetings and now, with his official tie, he is a full-fledged member.
Various other Councillors congratulated the two Councillors and welcomed them into the
County fold.
Temporary ClosinQ of County Roads - ManaQer. EnQineerinQ Services
Moved by Councillor Stewart
Seconded by Councillor Wilson
THAT a by-law be passed to temporarily close Currie Road (County Road #8) from Mary Street
and Shackleton Street in the geographical location of the Village of Dutton, from 5:00 P.M. on
Friday, July 10, 1998 to 5:00 P.M., on Saturday, July 11, 1998, for the Annual Downhill Derby.
- Carried.
Surplus EQuipment and ReQuest for Proposals for Transportation - Assistant
Administrator. Homes for Seniors
Mrs. Fleck reported that the current County-owned buses are in poor shape and need a great of
deal of repairs. Contracting out of the service appears to be more cost-effective. Councillor
McPhail noted that the CTAP proposal is looking into the bus issue and a short term agreement
is preferred at this time. It was felt that the Homes should be involved in the CT AP discussions
and a report will come forth on the busing issue at a later date. The Request for Proposals will
indicate on an "as needed basis".
Moved by Councillor van Kasteren
Seconded by Councillor Habkirk
THAT the buses (3) be declared surplus equipment, and that the appropriate steps be taken to
receive "Request for Proposals - for the purchase of the buses"; and
THAT the Director/Administrator be authorized to advertise for "Request for Proposals" for the
provision of transportation services for Elgin County Homes on an "as needed basis" with the
revenues generated from the sale of the buses to be directed to the operational budgets of the
Home.
- Carried.
SiQninQ Authorities for Homes Trust Accounts - Assistant Administrator
Mrs. Fleck reported that in order to provide timely disposition of resident funds, the Homes
requires one additional eligible signature in the event of absence of one of the signing
authorities.
Moved by Councillor VanBrenk
Seconded by Councillor Walters
THAT the signing officers for the Homes Trust Accounts be amended as follows:
Elgin Manor, Terrace Lodge, and Bobier Villa two (2) of four (4) signatures
Director/Administrator
Treasurer
Deputy Treasurer
Assistant Administrator
County Council
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April 14, 1998
Bobier Villa Trust Account (for specific resident) two (2) of four (4) signatures
Director/Administrator
Treasurer
Deputy Treasurer
Assistant Administrator; and
THAT the Treasury Department be directed to take the necessary actions to complete this
recommendation.
- Carried.
Partnership - EIQin County Pioneer Museum and the Sf. Thomas-EIQin Tourist
Association - Treasurer
Mrs. Veger reported that discussions have been ongoing and the Museum Executive feels that
a partnership at the present time is not suitable. Items that concerned the Executive are
washroom facilities that are not wheelchair accessible, the fact that the parking lot is very small
for buses and RV's and the use of space in the Museum by the Tourist Association may impede
Museum operations. Councillor van Kasteren questioned support by Council for the renovation
to the Agricultural Building. It was noted that financial support has not been committed to by
Council, as discussed in November 1997.
Moved by Councillor McPhail
Seconded by Councillor Walters
THAT the report on the partnership between the Elgin County Pioneer Museum and the St.
Thomas-Elgin Tourist Association be received and filed.
- Carried.
Museum Statistics - Treasurer
Mrs. Veger noted that a request for a donation was sent to Rotary Club, but no response has
been received to date.
Moved by Councillor Rock
Seconded by Councillor van Kasteren
THAT the Museum Statistics Report be received and filed.
- Carried.
Council took a short break at 10:03 AM. and reconvened at 10:20 AM.
BUDGETS
Administration BuildinQ
Mr. Watters reviewed the Administration Building budget, noting that some tenants may not be
renewing their lease this year. The budget for janitorial services has been increased to provide
for additional cleaning staff. Mr. Watters advised that he is currently reviewing the Request for
Proposals which have been received for the janitorial service tender and will report at a later
date.
Warden and Council
Mrs. Veger highlighted items on the Warden and Council budget and answered questions from
Council.
land Division
Mrs. Veger reviewed the Land Division budget noting that the request to attend training
sessions was included in conventions/seminars.
County Council
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April 14, 1998
AQricultural
Mrs. Veger reviewed the Agricultural budget, noting that the contract remained the same as in
the last budget, however, an increase of $900 was needed to cover vehicle maintenance which
is no longer being provided by County Road's staff.
Museum
Mrs. Veger highlighted the Pioneer Museum budget advising that the reduction reflects wages
for vacant Curator position. The increase in the maintenance portion of the budget was to
cover attic repairs.
Reserves
Mrs. Veger explained the Reserves budget and answered questions from the Council.
CLOSED SESSION
Moved by Councillor Stewart
Seconded by Councillor Habkirk
THAT we do now proceed "In-Camera" to discuss a property matter.
- Carried.
Council recessed at 12:10 P.M. and reconvened at 1:10 P.M.
Moved by Councillor VanBrenk
Seconded by Councillor Wilson
THAT we do now rise without reporting and revert back to Committee Of The Whole Council.
- Carried.
EmerQencv Measures - PlanninQ BudQet
Mrs. Veger highlighted the Emergency Measures and Planning budgets for Council.
Moved by Councillor Habkirk
Seconded by Councillor Walters
THAT the following budgets be approved for consideration in the 1998 County Composite
Budget:
Administration Building
Warden and Council Members
Land Division
Agricultural
$72,200
$141,110
$G
$25,500
Museum
Reserves
Emergency Measures
Planning
$56,450
$2,189,756
$40,250
$41 ,125
- Carried.
CORRESPONDENCE
Items for Consideration
1. J.A. Murray, Clerk-Administrator, County of Huron, with a resolution requesting the
application to homes for the aged for basic accommodations be amended according to
facilities available at the home.
2. Peter Steckenreiter, Area Manager, London Office, Ministry of Community and Social
Services, regarding a grant for Municipal Consolidation planning budgets and terms
respecting this funding.
County Council
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April 14, 1998
3. The Ontario Local Government Innovative Public Service Delivery Award re: entry
requirements, entry form and review of past winning municipalities.
4. Hennessey, Bowsher, Gibson & Carrie re: the 1986 Cowan Park-St. George Street
agreement.
5. Warden David Stewart, County of Renfrew, Chair, Eastern Ontario Warden's
Association, and Warden Delton Becker, County of Grey, Chair, Western Ontario
Warden's Association emphasizing their continued concern to the Premier of Ontario
regarding downloading costs to municipalities.
6. Warden Delton Becker, County of Grey, with copy of letter to the Honourable Elizabeth
Witmer expressing concern regarding the transfer of responsibilities, accountability and
financial obligations to municipal governments from the province.
7. Warden Delton Decker, County of Grey, with copy of letter to Mr. Frank Klees,
Parliamentary Assistant to the Minister of Community & Social Services, concerning the
transfer of responsibilities to municipalities in the area of Social Assistance and Ontario
Works.
8. The Honourable Janet Ecker, Minister of Community and Social Services, concerning
the cost sharing agreements between separated cities and counties.
9. The Honourable Isabel Bassett, Minister of Citizenship, Culture and Recreation, with
guidelines and nomination form for the "1998 Community Action Award".
10. Carolyn L. Blewett, Thames Valley District School Board, requesting a County flag to be
placed in a time capsule marking the history of each individual Board and the
establishment of the new Board.
Moved by Councillor Rock
Seconded by Councillor van Kasteren
THAT Correspondence Item #1 be received and filed.
- Carried.
Moved by Councillor Wilson
Seconded by Councillor Rock
THAT Correspondence Item #2 be received and filed.
- Carried.
Moved by Councillor McPhail
Seconded by Councillor Walters
THAT Correspondence Item #3 be received and filed.
- Carried.
The following recommendation was adopted respecting Correspondence Item #4.
Moved by Councillor Walters
Seconded by Councillor VanBrenk
THAT Correspondence Item #4 be deferred to the April 28th, 1998 Council meeting and the
Administrator/Clerk be directed to discuss the matter with the City Administrator.
- Carried.
Moved by Councillor VanBrenk
Seconded by Councillor Wilson
THAT Correspondence Items #5-8 be received and filed.
- Carried.
County Council
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April 14, 1998
Moved by Councillor McPhail
Seconded by Councillor van Kasteren
THAT Correspondence Item #9 be received and filed.
- Carried.
The following recommendation was adopted respecting Correspondence Item #10.
Moved by Councillor VanBrenk
Seconded by Councillor Habkirk
THAT a County flag be donated to the former Elgin County Board of Education to be placed in
a time capsule commemorating the Board's contribution to the Elgin Community.
- Carried.
CORRESPONDENCE
Items for Information - (Consent AQenda)
1. Heffren Family, thanking Council for the flowers sent during their recent bereavement.
2. Canada/Ontario Infrastructure Works, "Infrastructure Project Approved".
3. The Non-Union Staff, Elgin County Library, thanking Mark McDonald and Harley
Underhill for their efforts during the recent C.U.P.E. negotiations.
4. AM.O., Member Communication ALERT:
1) Province Releases Revised Who Does What Data concerning realignment
of services.
2) Province Releases Proposals for Municipal Referendum Legislation.
5. The Honourable Michael D. Harris, Premier of Ontario, thanking Council for informing
the Premier's office of Council's endorsement of the resolutions by the Association of
Municipalities of Ontario regarding realignment of the provincial-municipal services.
6. John Bray, A1Director General, Communications Branch, Indian and Northern Affairs
Canada, re: National Aboriginal Day.
7. Hugh Geurts, Weed Inspector, County of Elgin, re: Biological Control Option for the
Control of Purple Loosestrife.
Moved by Councillor van Kasteren
Seconded by Councillor Habkirk
THAT Correspondence Items #1-7 be received and filed.
- Carried.
CLOSED SESSION
Moved by Councillor Rock
Seconded by Councillor Stewart
THAT we do now proceed "In-Camera" to discuss personnel and property matters.
- Carried.
County Council
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April 14, 1998
Warden Clutterbuck named Councillor McPhail as Chairman of the Committee Of The Whole
for the In-Camera portion.
Moved by Councillor VanBrenk
Seconded by Councillor Walters
THAT we do now rise and report.
- Carried.
The Warden assumed the Chair.
Moved by Councillor van Kasteren
Seconded by Councillor Rock
THAT the Treasurer's and Administrator/Clerk's report on the Preliminary 1998 Budget
Highlights be received and filed.
- Carried
Moved by Councillor Habkirk
Seconded by Councillor Stewart
THAT the incumbent Museum Assistant for the Elgin County Pioneer Museum be appointed
acting Manager for the term ending December 31, 1998 and fulfill the duties of Curator required
by the Ministry; and
THAT a part time Museum Assistant be recruited for the same time period; and further
THAT staff review the requirements of the positions and report back to Council in the Fall of
1998.
- Carried
Moved by Councillor Habkirk
Seconded by Councillor VanBrenk
THAT the firm of D.C. Jackson Realty Corporation be engaged as the agent to list the Bobier
Home property (265 Shackleton Street, Dutton) for the commission fee of 6% of the selling
price; and,
THAT the property be listed for sale at $150,000.00.
- Carried
Moved by Councillor McPhail
Seconded by Councillor Wilson
THAT the Consolidation Plan dated April 14th, 1998 for the County of Elgin and the City of St.
Thomas be approved; and,
THAT the Warden be authorized to sign the necessary agreement.
- Carried.
The following item was approved for consideration by the Elgin/St. Thomas Board of Health.
Moved by Councillor Wilson
Seconded by Councillor McPhail
THAT the Elgin County Homes' Assistant Administrator, Mrs. Marilyn Fleck, be appointed as
Acting Manager, Elgin-St. Thomas Health Unit for a three month term commencing May 1 st,
1998; and
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April 14, 1998
THAT the position of Manager, Elgin-St. Thomas Health Unit be advertised immediately, with
the understanding that the position is under review and subject to final approval by the
responsible delivery agent on or before August 1 st, 1998; and
THAT the County's Personnel Administrator, Mr. Harley Underhill, be appointed as Negotiator
for the Elgin-St. Thomas Health Unit for all labour relations matters; and
THAT the County's Treasury Department be assigned the responsibility of reconciling accounts
for the Health Unit; and
THAT the confidential report dated April 8th, 1998, as amended, entitled "Staff Assistance to
the Elgin-St. Thomas Health Unit" be approved for implementation.
- Carried
Moved by Councillor Wilson
Seconded by Councillor Rock
THAT for the remainder of 1998 Councillor VanBrenk replace Councillor Walters as the County
appointee to the St. Thomas-Elgin General Hospital Board; and,
THAT a replacement be sought for Councillor Stewart as a County appointee to the Tillsonburg
District Memorial Hospital Board, to be reported to a future meeting.
- Carried.
Moved by Councillor van Kasteren
Seconded by Councillor VanBrenk
THAT we adopt the recommendations from the Committee Of The Whole.
- Carried.
OTHER BUSINESS
1. STATEMENTS/INQUIRIES BY MEMBERS-
Councillor Habkirk informed Council that a recommendation was forwarded from the Thames
Valley District Health Council to the St. Thomas Psychiatric Hospital, requesting the current
Forensic Unit not be closed until the new one is fully operational. They have also requested
that transportation costs for CPAC teams be included in their budget.
Councillor Walters received a request from a ratepayer that flashing lights be installed at the
corner of County Road #45 and #36. The Manager, Engineering Services, will investigate the
cost and feasibility of installing flashing lights and report back. Mr. Watters also indicated that
when Highway #3 is closed for upgrading, sometime before September, signal lights will be
installed and the benefits should be evaluated.
2) NOTICE OF MOTION - None.
3) MATTERS OF URGENCY - None.
BY-LAWS
Moved by Councillor VanBrenk
Seconded by Councillor Walters
THAT By-Law No. 98-16 "Being a By-Law to Authorize the Temporary Closure of a Portion of
County Road #8 (Currie Road) in the Municipality of Dutton/Dunwich" be read a first and
second time.
- Carried.
County Council
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April 14, 1998
Moved by Councillor Walters
Seconded by Councillor Rock
THAT By-Law No. 98-16 be read a third time and finally passed.
- Carried.
Moved by Councillor Stewart
Seconded by Councillor van Kasteren
THAT By-Law No. 98-17 "A By-Law to Confirm Proceedings of the Municipal Council of the
Corporation of the County of Elgin at the April 14th, 1998 Meeting" be read a first and second
time.
- Carried.
Moved by Councillor VanBrenk
Seconded by Councillor McPhail
THAT By-Law No. 98-17 be read a third time and finally passed.
- Carried.
Moved by Councillor VanBrenk
Seconded by Councillor Wilson
THAT we do now adjourn at 3:09 P.M. to meet again on April 28th, 1998 at 9:00 AM.
- Carried.
Mark G. McDonald,
County Administrator/Clerk.
W. Perry Clutterbuck,
Warden.