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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 - 2 - 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 - 3 - 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 - 4 - 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 - 5 - 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 - 6 - 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 - 7 - 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 County Council - 8 - 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 - 9 - 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.