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March 10, 1998 Minutes COUNTY COUNCIL Tuesday, March 10th, 1998 The Elgin County Council met this day at the Administration Building, at 9:10 A.M., in accordance with adjournment, with all members present except Councillor VanBrenk (vacation). The Warden in the Chair. Moved by Councillor Walters Seconded by Councillor McPhail THAT the minutes of the meeting held on February 26th, 1998 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF - None. DELEGATION Ms. Anne Kenny presented a proposal from Elgin Community Partnership for a Millennium Project called "Tree 2000" designed to encourage various groups to plant 200,000 trees between now and the Year 2000. She also requested that County Branch Libraries be authorized to participate by allowing residents, who have planted trees for "Tree 2000", to sign Registry Books which will be supplied to and housed in the Branch Libraries. Discussion ensued regarding the appropriateness and liability of roadside tree planting. Moved by Councillor Rock Seconded by Councillor McPhail THAT the Corporation of the County of Elgin supports the millennium project known as "Tree 2000" and authorizes the Elgin County Branch Libraries to register tree planting activities reported by residents; and further THAT the request to participate in off-roadside planting programs and to designate a contact person be referred to the lower-tier municipalities. - Carried. Ms. Kenny left at 9:25 A.M. Moved by Councillor Wilson Seconded by Councillor Stewart THAT we do now go into Committee Of The Whole. - Carried. REPORTS OF STAFF Posted Speed Reductions on Transferred Provincial HiQhways - ManaQer. EnQineerinQ Services Mr. Watters reported that speed zones have not been standardized (on transferred highways) as agreed to in a November 1993 Roads Committee First Report. Council discussed that many areas in the County do not meet with the report's requirements and prefer to see speed zones changed on an as requested basis. Mr. Watters indicated that a By-Law is required if speeds are not in accordance with the Highway Traffic Act. Moved by Councillor Wilson Seconded by Councillor Walters THAT the posted speeds on transferred provincial highways remain as they are presently posted and a by-law be presented to reconfirm the speed limits. - Carried. County Council - 2 - March 10, 1998 Stop SiQns - ManaQer. EnQineerinQ Services Mr. Watters report on Stop Signs indicated that the large stop signs are more clearly visible and safer than smaller signs and that the larger signs would be installed when routine replacement of the smaller signs occurs. Moved by Councillor Rock Seconded by Councillor Habkirk THAT when the Stop signs on County/County intersections are replaced that they be replaced with Stop sign Ra-1101 (120cm x 120cm). - Carried. Stop Ahead SiQns - ManaQer. EnQineerinQ Services Mr. Watters indicated that Stop Ahead signs would not be needed if larger Stop signs are erected. Moved by Councillor Wilson Seconded by Councillor Stewart THAT we install Wb-11 01 Stop Ahead signs at all County/County intersections with speed zones greater than 50 kmph. - Carried. Temporary ClosinQ of County Roads - ManaQer. EnQineerinQ Services In order to adequately protect the County's interests, the following policy amendment was suggested by the Manager of Engineering Services: Moved by Councillor van Kasteren Seconded by Councillor Walters THAT the Policy for "Temporary Closing of County Roads" be amended to include the following: 1. The County be named as an additional insured. 2. The amount of general liability be $5,000,000. 3. The Lower-Tier Municipalities be responsible for the necessary signing. - Carried. Council took a short break at 9:55 A.M. and reconvened at 10.08 A.M. DELEGATION Mr. Ron Kennedy and Ms. Barb Konyi, from the Policy Planning Branch, Ministry of Municipal Affairs, presented an overview of the Province's Exemption/Delegation Implementation Strategy on Municipal Planning. Legislation and Provincial Policy will remain the Ministry's responsibility, but it intends to get out of local planning approval matters by shifting responsibilities to municipalities. The Province's preference, at the present time, is to assign responsibility for subdivision/condominium approval to counties which would be administered through a Municipal Plan Review. Amendments to change the Planning Act to accommodate this shift will likely be made in 1998, after introduction of the new Municipal Act. A resolution would be required from the County stating it will take over subdivision/condominium approvals and should get prepared to deliver the function. Mr. Kennedy indicated that the Province would not likely look favourably on delegation of approvals downward to the lower-tier municipalities nor contracting with one agency for approvals for some lower-tiers and another agency(ies) for others. The Province will still deal with municipalities for official plans and official plan amendments and the Province would retain the right to appeal local decisions to the OMB. It would be worthwhile for amalgamated municipalities to adopt one Official Plan and Mr. Kennedy stressed the need for Council to decide what the County role will be and what the Lower-Tier role will be in planning matters. The Province will provide assistance to staff of both the lower and upper tiers, to help them decide County Council - 3 - March 10, 1998 what role they will assume. The Province will provide information and consultation to make sure the Provincial Policy Statement is being respected. The separated City of St. Thomas has own its own Official Plan and would remain that way. Mr. Kennedy and Ms.Konyi left Council Chambers at 10:58 A.M. CANCOPY (Canadian CopyriQht LicensinQ AQency) Public Library CopyinQ License - ManaQer. Library Services Ms. Bishop reported that the County Library may be held liable for patrons using the Library equipment and taking copies of copyrighted material. In April 1997 changes to the Federal Copyright Act received Royal Assent and if the agreement with CANCOPY is not signed, we could be liable for fines of up to $200,000 per infringement. Staff will check with Frank Cowan Company Limited to find out what the premium costs might be, if insured through them. Moved by Councillor McPhail Seconded by Councillor Habkirk THAT the Warden and County Administrator/Clerk be authorized and directed to sign the mandatory contract with CANCOPY allowing all County Libraries and Headquarters to copy certain publications and indemnifying same against certain liabilities, and that the cost of this contract be allocated to the Library's 1998 budget. - Carried. Southern Ontario Library Service Trustee Council - ManaQer. Library Services Ms. Bishop reported that mileage will be the responsibility of the County now for our appointee. Moved by Councillor Walters Seconded by Councillor McPhail THAT Mr. E.A. Wells be reappointed as the County of Elgin's representative to the Southern Ontario Library Service Trustee Council, for the term March 1998 to December 31 st, 1999, with the understanding that mileage costs associated with the appointment are reimbursed through the Elgin County Library budget; and THAT Mr. Wells provide a written report on the activities of the Trustee Council shortly after each meeting. - Carried. Statistical Report for January 1998 - ManaQer. Library Services Moved by Councillor Rock Seconded by Councillor Stewart THAT the Elgin County Library Statistical Report for January 1998 be received and filed. - Carried. Membership Fees - Treasurer Moved by Councillor Walters Seconded by Councillor van Kasteren THAT, Personnel Policy 10.80 be deleted; and THAT, as part of the annual budget process, membership fees for professional and technical organizations be included in the regular operations budget of a department; and THAT, such fees be expensed as budgetary restraints permit and as determined by the Department Head or Manager. - Carried. County Council - 4 - March 10, 1998 Mr. Peter Dutchak, Engineering Technologist, attended at 11 :20 A.M. and was introduced by the Warden to Council. County Road Map - EmerQency Measures Co-Ordinator Mr. Dutchak reported that the new County Road maps will be available in about one week's time. The printing of the maps has taken longer due to the ice storm, which affected the Ottawa area where the firm producing the maps is located. Any errors or additions to the map should be reported and the changes will be made on the next printing. Outside companies have contacted the County to enquire about producing maps with their logo on it. This type of sponsorship will be investigated for future map reprinting. Moved by Councillor van Kasteren Seconded by Councillor Stewart THAT the County Road Map be sold to the public for $3.00 each; and THAT twenty-five (25) County Road Maps be provided to Elgin lower-tier municipalities free of charge and additional copies be sold to them for $3.00 each; and THAT the County Road Map be distributed free of charge to emergency services (police, fire, and ambulance); and further THAT proceeds from the sale of County Road Maps be placed in a reserve from which further printing(s) of the map will be purchased. - Carried. County Road Information SiQn Policy - EmerQency Measures Co-Ordinator Mr. Watters, Manager, Engineering Services, indicated installation of these signs requires utility locates and is very time consuming. Council indicated that they prefer overlays on 9.!! existing signs. Mr. Watters explained that existing signs are showing signs of age and many need to be replaced. Signs must be updated to include the new road name changes which will involve many replacements. Mr. Watters has a meeting with the Road Supervisors tomorrow, and will speak with them at that time regarding installation, identifying signage changes required due to road name changes, and the existing signage. Moved by Councillor Wilson Seconded by Councillor Walters THAT the County Road Information Sign Policy Report be deferred to the next Council meeting. - Carried. Council recess at 12: 1 0 P.M. and reconvened at 1 :00 P.M. BudQets - Treasurer Mrs. Veger reviewed the departmental budgets. Council agreed by consensus that the 1998 budget be amended to include a fax machine in the Treasury Department. EnQineerinQ Services Mr. Watters reviewed the Engineering Services budget. Mr. Watters indicated that a line for Drainage and Railroad Protection needs to be added yet, but the dollars have been included in the overall budget. Library Ms. Bishop highlighted the County Library budget. The budget was adjusted by removing $1,000 from the Legal Expense line and moving $1,000 from the Book Van Reserve and placing it into the Sale of Truck Reserve. It was noted that surplus furniture may exist at the County Council - 5 - March 10, 1998 lower tier and Ms. Bishop will check into the possibility of the Library making use of such furniture. Corporate Expenditures Mrs. Veger highlighted the Corporate Expenditures budget and answered questions from Counci Ilors. Council would like to see a standardized budget format and Mrs. Veger explained that this cannot be done for larger budgets as they are too complex. Administrator/Clerk Mr. McDonald reviewed the Administrator/Clerk's Department budget and answered questions from Council. Moved by Councillor Walters Seconded by Councillor Wilson THAT the following budgets be approved for consideration, as amended, in the County Composite Budget: Treasury Engineering Services Library Corporate Expenditures Administrator/Clerk $271,843 (plus fax machine) $5,544,805 $1,413,094 (minus $1,000 legal fees) $366,553 (plus telephone charges for fax machine) $205,610 - Carried. CORRESPONDENCE Items for Consideration 1. The Honourable AI Leach, Ministry of Municipal Affairs and Housing, with a copy of the Delegation/Exemption under the Planning Act, Implementation Study. 2. Erika MacKenzie, Appointments Adviser, Ministry of Municipal Affairs and Housing, with information for the "Nomination Process for Municipal Membership on Local Housing Authority Boards". 3. Mrs. Catherine Smith, Chairman, Elgin County Pioneer Museum Executive Committee, announcing Mrs. Gundy Goutouski's nomination as one of the Museum's members at large. Discussion took place earlier following the presentation by the delegation from the Ministry of Municipal Affairs. The following recommendation was adopted respecting Correspondence Item #2: Moved by Councillor Wilson Seconded by Councillor Rock THAT the nomination of a Municipal Member to the Local Housing Authority Board be deferred to the next County Council meeting. - Carried. The following recommendation was adopted respecting Correspondence Item #3: Moved by Councillor Wilson Seconded by Councillor McPhail THAT Mrs. Gundy Goutouski be confirmed as a Member-At-Large appointee to the Elgin County Pioneer Museum Executive Committee for the term ending December 31,2000. - Carried. County Council CORRESPONDENCE - 6 - March 10, 1998 Items for Information - (Consent AQenda) 1. The Honourable David J. Johnson, Ministry of Education and Training, with information concerning the Province's provision of $215 million to assist the District School Boards and School Authorities with their transition programs. 2. The Honourable AI Leach, Ministry of Municipal Affairs and Housing, with information concerning the local housing authority (LHA) boards and increased municipal involvement. 3. Mr. Geoffrey Quirt, Director under s.s. 3(2) Nursing Homes Act RS.O. 1990, c.N.7, Ministry of Health, confirming closure of the Bobier Convalescent Home and surrender of the licence. 4. Premier Michael D. Harris, acknowledging Council's support of the County of Bruce's resolution regarding realignment of provincial-municipal services and the potential financial impact on Ontario municipalities. 5. Ontario "Backgrounder" - Co-operative Activities by School Boards. 6. Information Kit from the AMO Special Meeting of February 6/98 - Toronto, Member Communication: 1) Michael Power, Office of the President, AMO 2) WDW Backqrounder - Key Stages in the Evolution of Who Does What (WDW) 3)" "- AMO's Goals and Objectives for WDW 4) - Changes to Provincial Municipal Transfers (1993-1997) 5) - Evolution of WDW Program Transfer and Provincial Financial Estimates 6) - Municipal Responses to Managing With Less 7) - Preparing Your Own Municipal Profile on Your Municipality's Management Track Record and the Consequences of Downloading 8) - 'Pay But No Say' Services Status of Legislation, Regulations and Billing Process 9) For Your Information - Members Approve AMO Restructuring Plan 10) AMO Restructurinq - Association Members Approve Changes to AMO's Backqrounder Structure and Operations 11) - Questions and Answers About the Approved Changes to AMO's Structure and Operations 12) - Changes to AMO's Resolutions Process 13) - Amendments to AMO By-Law No. 1 Approved at February 6, 1998 Special Meeting 7. AMO Membership Communication 'ALERT', "Province Confirms Timing For Revised WDW Data". Moved by Councillor van Kasteren Seconded by Councillor Habkirk THAT Correspondence for Information Items #1-7 be received and filed. - Carried. Ms. Bishop reported that the Supervisor of Aylmer Library was approached and asked if the Library would like to apply for a grant for automation at the Aylmer Library. Moved by Councillor Stewart Seconded by Councillor Wilson THAT the Manager of Library Services be authorized and directed to apply to the Aylmer Area Community Foundation for a grant for the purchase of a computer, printer and software to be used by patrons primarily for resume writing and word processing. - Carried. County Council CLOSED SESSION - 7 - March 10, 1998 Moved by Councillor van Kasteren Seconded by Councillor Rock THAT we do now proceed "In-Camera" to consider personnel and legal matters. - Carried. Warden Clutterbuck appointed Councillor Rock as Chairman of the Committee Of The Whole for the In-Camera portion. Moved by Councillor Walters Seconded by Councillor Wilson THAT we do now rise and report. - Carried. Warden Clutterbuck assumed the Chair. Moved by Councillor van Kasteren Seconded by Councillor Rock THAT the Strike Manual, as amended, and Proposed Contingency Plan for County and Branch Library operations be approved. - Carried. Moved by Councillor Walters Seconded by Councillor Stewart THAT the Director, Social Services, be authorized and directed to issue a Request for Proposals to provide a Joint County/City Ontario Works Employment Placement Component. - Carried. Moved by Councillor McPhail Seconded by Councillor Wilson THAT we adopt the recommendations from the Committee Of The Whole. - Carried. OTHER BUSINESS 1) STATEMENTS/INQUIRIES BY MEMBERS - None. 2) NOTICE OF MOTION - None. 3) MATTERS OF URGENCY The Administrator/Clerk presented a letter received from CTAP, agreeing in principle to contribute $17,500.00 towards preparation of a joint Elgin/St. Thomas proposal and asking for representation on the Committee. Moved by Councillor Rock Seconded by Councillor Wilson THAT the Corporation of the County of Elgin appoint Councillor McPhail as part of the team to participate in the preparation of the Elgin/St. Thomas Community Transportation Plan. - Carried. County Council BY-LAWS - 8 - March 10, 1998 Moved by Councillor Rock Seconded by Councillor Stewart THAT By-Law No. 98-12 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the March 10th, 1998 Meeting" be read a first and second time. - Carried. Moved by Councillor Walters Seconded by Councillor Wilson THAT By-Law No. 98-12 be read a third time and finally passed. - Carried. Moved by Councillor Stewart Seconded by Councillor Walters THAT we do now adjourn at 4:25 P.M. to meet again on March 24th, 1998 at 9:00 A.M. - Carried. Mark G. McDonald, County Administrator/Clerk. W. Perry Clutterbuck, Warden.