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April 28, 1998 Minutes COUNTY COUNCIL Tuesday, April 28th, 1998 The Elgin County Council met this day at the Administration Building, at 9:00 AM., in accordance with adjournment, with all members present except Councillors Rock and Wilson. The Warden in the Chair. Moved by Councillor VanBrenk Seconded by Councillor Habkirk THAT the minutes of the meeting held on April 14th, 1998 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF - None. Moved by Councillor Walters Seconded by Councillor Habkirk THAT we do now go into Committee Of The Whole. - Carried REPORTS OF STAFF Temporary ClosinQ of County Road #103 - ManaQer. EnQineerinQ Services Moved by Councillor VanBrenk Seconded by Councillor Walters THAT a By-Law be passed to temporarily close Furnival Road (County Road #103) from Victoria Street to Moriah Street in the geographical location of the Village of Rodney to be closed from 8:00 AM. to 1 :30 P.M., Saturday, May 30, 1998 for the Tiny Tots Co-Operative Nursery School Annual Trikeathon. - Carried. Maintenance of Traction Elevators at the Administration BuildinQ - ManaQer. EnQineerinQ Services Mr. Watters reported that the tenders received reflected decreases over previous years due to intense competition in bidding for the job. The contract specifies a 90 day cancellation clause. Moved by Councillor Walters Seconded by Councillor van Kasteren THAT we accept the lowest quotation from Skyline Elevators Incorporated for a five-year period at their quoted price of $328.00 per month for a yearly price of $3,936.00; and, THAT the Warden and the Administrator/Clerk be authorized to sign the contract which will commence June 1, 1998 and expire on May 31, 2003. - Carried. Maintenance Person Administration BuildinQ - ManaQer. EnQineerinQ Services Mr. Watters reported that the Maintenance Person for the County Administration Building will be off on sick leave and staff from the Homes for Seniors will cover for this period. County Council - 2 - April 28, 1998 Moved by Councillor McPhail Seconded by Councillor Stewart THAT the Elgin County Homes for Seniors be authorized to provide a maintenance person to fill the temporary vacancy following the surgery of the Administration Building maintenance person. - Carried. PlowinQ In Drain Tiles (Contract No. 1998-06) - ManaQer. EnQineerinQ Services Mr. Watters reported that bids were received from two companies for this tender. Moved by Councillor Walters Seconded by Councillor Habkirk THAT we accept the low tender from Van Bree Drainage & Bulldozing Limited for Plowing In Drain Tiles at their tendered price of $62,064.16 (GST included); and, THAT the Warden and the Administrator/Clerk be authorized to sign the contract. - Carried. Hot Mix Asphalt PavinQ (Contract No. 1998-05) - HiQhway Transfers - ManaQer. EnQineerinQ Services Mr. Watters reported that bids were received from three companies for this tender. Moved by Councillor van Kasteren Seconded by Councillor VanBrenk THAT we accept the low tender from Walmsley Bros. Limited for Hot Mix Asphalt Paving at their tendered price of $1 ,926,904.15 (GST included); and, THAT the Warden and the Administrator/Clerk be authorized to sign the contract. - Carried. Cold In Place Asphalt RecyclinQ (Contract No. 1998-03) - HiQhway Transfers - ManaQer. EnQineerinQ Services Mr. Watters reported that bids were received from three companies for this tender. Moved by Councillor Walters Seconded by Councillor VanBrenk THAT we accept the low tender from Hard Rock Paving Company Limited for Cold In-Place Asphalt Recycling at their tendered price of $811 ,620.68 (GST included); and, THAT the Warden and the Administrator/Clerk be authorized to sign the contract. - Carried. Statistical Report for February and March 1998 - ManaQer. Library Services Ms. Bishop noted that usage is up according to the March 1998 figures. Moved by Councillor van Kasteren Seconded by Councillor Stewart THAT the Elgin County Library Statistical Reports for February and March 1998 be received and filed. - Carried. County Council - 3 - April 28, 1998 West Lome Library Expansion - ManaQer. Library Services Ms. Bishop reported that agreement has now been reached for the West Lorne Library expansion for the term of January 1, 1995 to December 31, 1999. Moved by Councillor VanBrenk Seconded by Councillor McPhail THAT the Warden and the Administrator/Clerk be authorized and directed to sign the standard Elgin County Library Municipal Lease with the Municipality of West Elgin for the term ending December 31, 1999, according to the terms and conditions outlined therein. - Carried. Summary of County Settlements - Personnel Administrator Moved by Councillor Stewart Seconded by Councillor Walters THAT the Summary of County Settlements Report be received and filed. - Carried. Occupancy Report - Assistant Administrator. Homes for Seniors Moved by Councillor van Kasteren Seconded by Councillor VanBrenk THAT the Occupancy Report for March 1998 be received and filed. - Carried. EQuipment Replacement - Air ConditioninQ Unit - Assistant Administrator. Homes for Seniors Council questioned replacing equipment and Mrs. Fleck noted that personal laundry will continue to be done at Homes. Moved by Councillor VanBrenk Seconded by Councillor McPhail THAT the quote submitted by Rite Temp Refrigeration in the amount of $5,850.00 plus G.S.T. be accepted for the replacement of the air-conditioning unit at Elgin Manor. - Carried. Supportive HousinQ ProQram - Assistant Administrator. Homes for Seniors Mrs. Fleck indicated that Bobier Villa staff could provide off hour attendant care to the residents of Caledonia Gardens, on a fee for service, per hour basis. Moved by Councillor VanBrenk Seconded by Councillor Walters THAT the Director/Administrator be authorized to engage in the participation of the Supportive Housing Program at Caledonia Gardens, and that the proposal for services to be provided by Bobier Villa be approved, subject to concurrence of Frank Cowan Insurance Company. - Carried. County Council - 4 - April 28, 1998 Grant ReQuest from Quad County Support Services - referred from March Council - Assistant Administrator. Homes for Seniors Mrs. Fleck advised Council that volunteers from this agency come in and decorate the Bobier Home for the enjoyment of the residents. Moved by Councillor Walters Seconded by Councillor McPhail THAT the grant request from Quad County Support Services in the amount of $2,000 be approved for consideration in County Composite Budget. - Carried. Terrace LodQe Therapeutic Garden - Assistant Administrator. Homes for Seniors Mrs. Fleck reported that through donations and fundraising activities enough money has been raised to provide the funds needed to complete the Therapeutic Garden Project. Moved by Councillor VanBrenk Seconded by Councillor Habkirk THAT the report on the Terrace Lodge Therapeutic Garden be received and filed. - Carried. Transfer of Family Benefits Cases and InteQration of Staff - Director. Social Services Mr. Bell reported that the transfer will not affect the County as the City of St. Thomas will be the delivery agent after consolidation of services has been achieved. However, the staffing implications may affect future budgets. Moved by Councillor McPhail Seconded by Councillor van Kasteren THAT the Transfer of Family Benefits Cases and Integration of Staff Report be received and filed. - Carried. RestructurinQ Funds - Administrator/Clerk The Administrator/Clerk noted that the actual amount received for the grant requested cannot be determined, as the criteria for the grant breakdown was not given. He further explained that staff is proposing that the County would receive 60% of the total grant and the remaining 15% of eligible funds would be divided up between the five municipalities involved. Moved by Councillor Walters Seconded by Councillor van Kasteren THAT the County of Elgin invoice the lower-tier municipalities for the full amount of the eligible restructuring costs (75% of full costs or $504,000.00) and provide a grant back to the five lower-tier municipalities who made the application in the amount equal to 15% of the full costs or approximately $100,000.00 in the aggregate; and, THAT, in consideration of the lower-tier municipalities' cash flows, the County of Elgin issue the invoices on October 31, 1998. - Carried. County Council - 5 - April 28, 1998 Kettle Creek Conservation Authority Renewal of Contract - Deputy Clerk Moved by Councillor VanBrenk Seconded by Councillor McPhail THAT the renewal of the Kettle Creek Conservation Authority agreement to provide Tree Commissioner and Weed Inspector services to the County be deferred to later in the meeting. - Carried. Waste ManaQement Master Plan and ContinQency - Administrator/Clerk The Administrator/Clerk reported that the necessity for an Environment Assessment Hearing is still unknown. The current contract with St. Thomas Sanitary Collection terminates in February 1999, at which time the Ministry of Environment approval for the site to remain open also ends. Councillor Habkirk questioned that there appeared to be no geographical boundaries for import of waste, no agreement to save the County harmless if environmental impact caused by a spill occurred and indicated that he felt more groundwork is needed. The Administrator/Clerk discussed the safeguards in the agreement for the County and the City that guarantees that waste will be put in the ground somewhere. Lower-tier municipalities can make changes to their agreements in any event. Mr. McDonald asked what involvement Council wanted from County. Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT staff be authorized to finalize the Waste Management Master Plan with the assistance of S. Janes and W. McKay at an upset limit of $10,000.00. - Carried. Moved by Councillor McPhail Seconded by Councillor Walters THAT Paragraph 2 of the recommendation contained in the Waste Management Master Plan and Contingency Report dated April 20th, 1998 regarding the development of a Contingency Plan be deferred to the next Council meeting. - Carried. County of EIQin Draft EmerQency Response Plan - EmerQency Measures Co-Ordinator Mrs. Heffren pointed out that the plan was circulated for information purposes only and staff were requesting that Council allow the document to be referred to the lower-tier municipalities for comment before submitting to County Council for final approval. Moved by Councillor Habkirk Seconded by Councillor Walters THAT the draft Emergency Response Plan for the County of Elgin be approved for circulation to the lower tier municipalities for their comment and input. - Carried. CORRESPONDENCE Items for Consideration 1. Hennessey, Bowsher, Gibson & Carrie re: the 1986 Cowan Park-St. George Street agreement (brought forward from April 14th Council Meeting). County Council - 6 - April 28, 1998 2. Mr. Herb Brown, President St. Thomas-Elgin Tourist Association on behalf of the Board of Directors, requesting the appointment of two members of the public to the Elgin Tourist Association Board. 3. Mr. Roy Stewart, Chairman, Canada Indivisible, with a Unity Resolution expressing the wish of some municipalities who want to remain part of Canada regardless of any future referenda in the Province of Quebec. 4. Ms. Paula M. Dill, Assistant Deputy Minister, Ministry of Municipal Affairs & Housing, re: Delegation of Subdivision Approval Authority to the County. It was noted that the City of St. Thomas was in agreement with the solicitor's request and the following recommendation was adopted respecting Correspondence Item #1 : Moved by Councillor van Kasteren Seconded by Councillor VanBrenk THAT the Warden and the Administrator/Clerk be authorized to sign the Quit Claim Transfer, between the County of Elgin and the City of St. Thomas, removing the County's interest in Cowan Park; and further THAT the County of Elgin contribute $400.00, payable to the City of St. Thomas, towards the City's legal costs. - Carried. The following recommendation was adopted respecting Correspondence Item #2: Moved by Councillor VanBrenk Seconded by Councillor McPhail THAT the County of Elgin approve the appointment of Irene Puddester and one additional person from the Rodney Chamber of Commerce as County representatives to the St. Thomas- Elgin Tourist Association for the term ending December 31, 1998. - Carried. The following recommendation was adopted respecting Correspondence Item #3: Moved by Councillor Habkirk Seconded by Councillor van Kasteren THAT the Corporation of the County of Elgin supports in its entirety the Unity Resolution from Canada Indivisible and promotes a united Canada for all who live within its borders. - Carried. Correspondence Item #4 re: Delegation of Subdivision Approval Authority to the County indicates that the County would need to request the delegation authority by motion. The Administrator/Clerk advised that Mr. Ron Kennedy would like to meet with Council to discuss how subdivision/condominium approvals will be handled in Elgin. The Ministry's preference is to have Upper Tier planning, but it has not been legislated. The consensus of Council was to invite Mr. Kennedy to a future meeting to discuss the issue. Moved by Councillor Walters Seconded by Councillor VanBrenk THAT Correspondence Item #4 be received and filed. - Carried. County Council - 7 - April 28, 1998 CORRESPONDENCE Items for Information - (Consent AQenda) 1. Mr. D. Hearse, Regional Clerk, Regional Municipality of York, with information concerning the famine in North Korea. 2. Mr. Don Dean CRS, Chief Administrative Officer, Association of Ontario Road Supervisors, re: Spring AO.R.S. Newsletter. 3. Ms. Erika MacKenzie, Appointments Adviser, Ministry of Municipal Affairs and Housing, re: Nomination Process for Municipal Membership on Elgin and St. Thomas Housing Authority Board. 4. The Ontario Ambulance Operators' Association Inc., re: Land Ambulance Provision and Governance. 5. The Honourable Robert W. Runciman, Ministry of the Solicitor General and Correctional Services, acknowledging Council's resolution supporting an amendment to the Emergency Plans Act, 1983, to allow for a county to declare an emergency. 6. "Sample Resolution" re: Auto Tariff Campaign. 7. Mr. Doug Galt, MPP, Parliamentary Assistant - Environment, Ministry of Environment and Energy, re: closure date of February 7, 1999 for the Green Lane Landfill. The following recommendation was adopted respecting Correspondence Item #6. Moved by Councillor Habkirk Seconded by Councillor McPhail THAT the Corporation of the County of Elgin supports the resolution petitioning the federal government to reverse their decision on eliminating the auto tariffs on vehicle assembly, as it would adversely affect jobs, housing, and the morale of Elgin's inhabitants who depend greatly on the auto industry. - Carried. With respect to correspondence Item #4, Councillors Habkirk and McPhail indicated that Mr. Price has offered to make a presentation to Council in regard to Land Ambulance Provision and Governance. Council concurred with the request and Mr. Price will be invited to a future meeting. Moved by Councillor Habkirk Seconded by Councillor Walters THAT Correspondence Items #1-3,5 and 7 be received and filed. - Carried. Council took a short break at 10:20 P.M. and reconvened at 10:40 P.M. CLOSED SESSION Moved by Councillor Walters Seconded by Councillor Stewart THAT we do now proceed "In-Camera" to discuss property matters. - Carried. Warden Clutterbuck named Councillor Walters as Chairman of the Committee Of The Whole for the In-Camera portion. County Council - 8 - April 28, 1998 Moved by Councillor VanBrenk Seconded by Councillor van Kasteren THAT we do now rise without reporting. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Habkirk THAT the agreement with Kettle Creek Conservation Authority for the provision of Tree Commissioner and Weed Inspector services be renewed, in the amount of $24,500.00, for the term May 1, 1998 to April 30, 1999; and THAT the Kettle Creek Conservation Authority administer maintenance and repairs of the County vehicle, in consultation with County staff, and forward the invoices to the County for payment; and further THAT an aggressive program be undertaken to promote the County Tree By-Law throughout Elgin County and presentations be made by the Tree Commissioner to lower-tier councils and other groups explaining the contents of said By-Law. - Carried. Council recessed at 11:40 AM. and reconvened at 12:37 P.M. with Councillor Walters arriving at 12:40 P.M. 1998 COUNTY BUDGET The Treasurer highlighted changes to the budget since Council's last meeting. The Warden reviewed the budget, ten lines at a time, and asked for questions/comments from Council. The Treasurer noted that the Elgin-St. Thomas Art Gallery had requested a grant of $10,000.00 which had not been included in the grants line. Councillor Habkirk presented three options to reduce the County budget: Line 38 - Roads Reserve $545,000.00 be removed resulting in a 6.2% reduction Lines 28, 33, 37 and 38 totaling $933,500.00 be removed resulting in a 10% reduction Lines 28, 33, 37 and 38 be reduced to $50,000.00; $80,000.00; $79,000.00; and $275,000.00 respectively, resulting in a 0% increase. Moved by Councillor VanBrenk Seconded by Councillor Walters THAT staff deliberate with the goal of reducing the County budget to a maximum 2% increase over the 1997 County-controlled expenditures. - Carried Council took short break at 1 :33 P.M. and reconvened at 1 :55 P.M. County staff reported their discussions and recommended that the proposed budget be reduced by $313,672.00. This could be accomplished by reducing the Mill Rate Stabilization Reserve by $50,000.00; reducing the Civic Addressing Signage Reserve by $127,500.00; reducing the Infrastructure Projects Reserve by $91,172.00; and reducing the Roads Reserve by $45,000.00. The equipment replacement reserve would be utilized to complete the Civic Addressing and Infrastructure Projects this year. This results in a total reduction of $313,672.00 to reduce the County-controlled portion of the budget to an increase of 1.55% or $125,790.00, plus the Harris download increase of 9.5% or $851,766.00. County Council - 9 - April 28, 1998 Moved by Councillor VanBrenk Seconded by Councillor Walters THAT the 1998 County budget representing a 1.5% County-controlled increase and a 9.5% Harris download increase be approved for implementation and the Treasurer be instructed to prepare the necessary By-Law once Tax Relief and Phase-In information is available from the Province. - Carried. Moved by Councillor McPhail Seconded by Councillor Habkirk THAT the Council of the Corporation of the County of Elgin petition the Premier of Ontario and the Minister of Finance to honour the Premier's promise of revenue neutrality by providing the funds necessary to offset the increased costs of the Provincial downloaded services; and THAT Council indicate to the Premier that if revenue neutrality is not maintained, the County of Elgin will be forced to increase taxes thereby eliminating any benefit derived from the 30% Provincial income tax reduction. - Carried. Moved by Councillor Walters Seconded by Councillor Habkirk THAT the recommendations of the Committee of the Whole be adopted. - Carried. OTHER BUSINESS 1) STATEMENTS/INQUIRES BY MEMBERS- Councillor Walters commented that the Elgin Village sign on County property should be removed until such time as the project is decided. Council concurred. Councillor Stewart offered the name of Ron Bradfield from Port Burwell as a replacement for himself on the Tillsonburg District Memorial Hospital Board. Moved by Councillor Stewart Seconded by Councillor VanBrenk THAT for the remainder of 1998 Mr. Ron Bradfield from Port Burwell replace Councillor Max Stewart as the County appointee to the Tillsonburg District Memorial Hospital Board. - Carried. Councillor Habkirk commented on Council and staff efforts and debate in suggestions for budget reductions. Councillor VanBrenk also commented on the budget efforts, believing a responsible budget has been approved. The Manager, Engineering Services asked that Councillors take a look at the information signs that have been recently installed at Fingal and also at County Road #45 and offer their comments. He also advised that the lower-tier municipalities had not indicated what population centres they wanted put on the fingerboards. Mr. Watters will fax a letter to the lower-tier Road Superintendents requesting the information be returned as soon as possible and also noted the final order will be placed in approximately one month. 2) NOTICE OF MOTION - None. 3) MATTERS OF URGENCY - None. County Council - 10- April 28, 1998 BY-LAWS Moved by Councillor VanBrenk Seconded by Councillor McPhail THAT By-Law No. 98-18 "A By-Law to Authorize the Temporary Closure of a Portion of County Road #103 (Furnival Road) in the Municipality of West Elgin" be read a first and second time. - Carried. Moved by Councillor Stewart Seconded by Councillor Walters THAT By-Law No. 98-18 be read a third time and finally passed. - Carried. Moved by Councillor Stewart Seconded by Councillor VanBrenk THAT By-Law No. 98-19 "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 van Kasteren Seconded by Councillor Walters THAT By-Law No. 98-19 be read a third time and finally passed. - Carried. Moved by Councillor Walters Seconded by Councillor VanBrenk THAT we do now adjourn at 2:25 P.M. to meet again on May 12th, 1998 at 9:00 AM. - Carried. Mark G. McDonald, County Administrator/Clerk. W. Perry Clutterbuck, Warden.