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March 24, 1998 Minutes COUNTY COUNCIL Tuesday, March 24th, 1998 The Elgin County Council met this day at the Administration Building, at 9:00 A.M., in accordance with adjournment, with all members present. The Warden in the Chair. Moved by Councillor Walters Seconded by Councillor Habkirk THAT the minutes of the meeting held on March 10th, 1998 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF - None. PRESENTATIONS Councillor VanBrenk presented Mrs. Yvonne Jewell with a watch and Certificate of Recognition congratulating her upon her retirement after 28 years of service at the Bobier Villa; and a Certificate of Recognition to Mrs. Mary Louise Brown, congratulating her upon her retirement after 16 1/2 years of service at Elgin Manor. Moved by Councillor Stewart Seconded by Councillor Wilson THAT we do now go into Committee Of The Whole. - Carried. REPORTS OF COUNCILLORS Library/School Partnerships - Warden Perry Clutterbuck and Councillor Duncan McPhail Moved by Councillor VanBrenk Seconded by Councillor Rock THAT the study to relocate the West Lorne Library be curtailed until the location of the West Elgin municipal headquarters is finalized. - Carried. Itemized Printout of Benefit Premiums on Pay Statements - Personnel Administrator Moved by Councillor VanBrenk Seconded by Councillor McPhail THAT the practice of printing benefit premiums on pay statements be discontinued and once a year a cost summary be produced for each employee. - Carried. Liberty Health Benefit Rates - Personnel Administrator Moved by Councillor Walters Seconded by Councillor Habkirk THAT the attached Liberty Health reduced interim rates be approved, effective March 1, 1998, and final rates be presented, once available. - Carried. County Council 2 March 24, 1998 Sparta Pit Environmental Assessments I and II - ManaQer. EnQineerinQ Services Mr. Watters reported that the environmental impact at the Sparta Pit has been found to be minimal and would like to proceed to list the property for sale. Moved by Councillor Wilson Seconded by Councillor Rock THAT the Sparta Pit Environmental Assessments I and II Report be received and filed. - Carried. Approval of Proiects - ManaQer. EnQineerinQ Services To avoid unnecessary time lags the Manager, Engineering Services requested permission to tender certain road works. Mr. Watters reported that if Cold In Place were to be applied now, it would avert problems that would appear later if paving only was done. In addition, it was decided that tenders are to be opened in the presence of the Warden or designate. Moved by Councillor Wilson Seconded by Councillor Stewart THAT the Manager of Engineering Services be directed to close the tenders for the following projects by April 22nd, 1998 or earlier, for consideration by County Council on April 28th, 1998: I. Tile Drains Contract 1998 (Engineering Services Budget) - $122,000 II. Cold-In-Place Recycling Contract 1998 (Highway Transfer Reserve) - $215,000 III. Hot Mix Resurfacing Contract (Highway Transfer Reserve) - $1,934,000 and further, THAT Cold In Place will be used on all resurfacing projects on transferred highways. - Carried. Lawn Maintenance - County Administration BuildinQ - ManaQer. EnQineerinQ Services Mr. Watters reported that quotations were received from five lawn maintenance companies. Moved by Councilllor van Kasteren Seconded by Councillor VanBrenk THAT we accept the lowest quotation from Jim's Lawn Care Service, in the amount of $3,154.00 per year, for lawn maintenance at the County Administration Building for a three (3) year period ending November 2000. - Carried. County Road Information SiQn Policy - County Road Information SiQn Policy - ManaQer. EnQineerinQ Services Mr. Watters reported that a maximum of three fingerboards should be mounted per post. He also indicated that a small number of signs will be purchased and tried out, before final orders for all signs at County/road County/road intersections are submitted. Moved by Councillor Rock Seconded by Councillor McPhail THAT the following be adopted as the County of Elgin Road Information Signage Policy: 1. Information Signs to be placed at County road/County road intersections only. Elgin County road route markers will be located at these intersections only. County Council 3 March 24, 1998 2. One information sign at each approach (4 signs per intersection). Exact location of sign placement will conform to M.U.T.C.D. guidelines. 3. Information sign type, size and format will generally conform to "G-43" of the M.U.T.C.D. (section A 4.12.01). 4. Lower-Tier Municipalities will provide the Manager, Engineering Services, with the population centres to be used on directional fingerboards. The sign size and format will generally conform to the guidelines set out in section A 4.11.05 of the M.U.T.C.D. Finger board signs will be placed underneath information signs for County roads that intersect population centres. No more than (3) three directional finger boards will be placed on one sign. To determine which destinations are identified, hamlets with the greater populations will be identified first. All other population centres wishing signage will use the services available to them through Canadian TODS (Tourism Oriented Directional Signing). 5. The County will purchase the signs and support wood structure. 6. The Lower-Tier Municipalities will install the signs. 7. All existing information signs and redundant markers will be removed. - Carried. ChanQes to County Road System - ManaQer. EnQineerinQ Services Mr. Watters reported that the one foot reserves in the Municipality of Bayham are now under County jurisdiction and can be dealt with later as Council sees fit. Moved by Councillor Walters Seconded by Councillor Wilson THAT the County add or delete the following roads/part of roads to the Elgin County Road System and amend By-Law 85-27: (1) Deleting County Road #3, being the road allowance of County Road #3 from a point 390 metres south from the southern limits of the road allowance between Concessions 13 and 14, Lots 6 and 7, in the Municipality of West Elgin, north, to the Elgin County boundary, which is the Thames River. (2) Deleting County Road #4, being the road allowance of County Road #4 from the west side of the road allowance of County Road #3 in the Village of Rodney, west, to its limits at the County of Kent/County of Elgin boundary line. (3) Adding County Road #103, being the road allowance of the former County Road #3 from a point 390 metres south of the southern limits of the road allowance between Concessions 13 and 14, Lots 6 and 7, in the Municipality of West Elgin, north, to the Elgin County boundary, which is the Thames River. (4) Adding County Road #104, being the road allowance of the former County Road #4 from the west side of the road allowance of County Road #3 in the Village of Rodney, west, to its limits at the County of Kent/County of Elgin boundary line. (5) Adding County Road #3 being the road allowance of the former Provincial Highway #3 from the boundary line of Chatham/Kent and County of Elgin to the west limit of the intersection of Highway #3 in Talbotville. (6) Adding County Road #4 being the road allowance of the former Provincial Highway #4 from the north limit of the former municipal Village of Port Stanley to the centre of the road allowance in the Municipality of Central Elgin called Glenwood Street. (7) Adding County Road #4 being the road allowance of the former Provincial Highway #4 from the centre of the road allowance Talbotville Gore Road to the south limit of the intersection of Highway #3 and County Road #3. County Council 4 March 24, 1998 (8) Adding County Road #73 being the road allowance of the former Provincial Highway #73 from the north limit of the Town of Aylmer to the boundary line between the County of Elgin and the County of Middlesex. (9) Adding County Road #19 being the road allowance of the former Provincial Highway #19, the areas are as follows: a) One foot reserves numbered R-1 and R-2, Registered Plan #279, Municipality of Bayham, County of Elgin. b) Part of Lots 23 and 24, Concession 9, Municipality of Bayham, Geographic Township of Bayham, County of Elgin, designated as Part 11 on Plan #11 R-5905. c) Part of Lot 23, Concession 9, Municipality of Bayham, Geographic Township of Bayham, County of Elgin, designated as Part 12 on Plan #11 R-5905 and Part 1 on Plan #11 R-5911. d) Part of Lot 22, Concession 8, Municipality of Bayham, Geographic Township of Bayham, County of Elgin, designated as Part 6 on Plan #11 R-6366. e) Part of Lot 24, Concession 9, Municipality of Bayham, Geographic Township of Bayham, County of Elgin, designated as Part 3 on Plan #11 R-6461. Subject to an easement as described in Instrument No. 90128. f) Part of Lots 23 and 24, Concession 9 and Part of Lot 12, East of Main Street North from First Street Plan #113 (Village of Eden), Municipality of Bayham, Geographic Township of Bayham, County of Elgin, designated as Part 2 on Plan #11 R-6461. Subject to an easement as described in Instrument No. 90128. g) Part of Lots 9, 10, 11 and 12, East of Main Street North from First Street Plan #113 (Village of Eden), Municipality of Bayham, County of Elgin, designated as Part 1 on Plan #11 R-6461. Subject to an easement as described in Instrument No. 90128. - Carried. ChanQes to OMSSA Board of Directors - Director. Social Services Mr. Bell reported that ballots have been supplied to the County's voting members to vote on a reduction in numbers to the OMSSA Board of Directors and Executive Committee. Moved by Councillor Walters Seconded by Councillor VanBrenk THAT the OMSSA Board of Directors Report be received and filed. - Carried. Occupancy Report of Homes - Director. Homes for Seniors Mrs. Fleck, Assistant Director, reported that, due to a flu outbreak, admittances have been curtailed, which has resulted in the percentages in all Homes being below the 95% occupancy rate necessary for 100% funding from the Ministry. Moved by Councillor Stewart Seconded by Councillor VanBrenk THAT the Homes' Occupancy Report be received and filed. - Carried. County Council 5 March 24, 1998 TillsonburQ & District Multi-Service Centre ReQuest for Grant - Director. Homes for Seniors Mrs. Fleck, Assistant Director, reported that the operation provides valuable Meals On Wheels service in the east end of the County and serves all of Elgin in various aspects. Mark McDonald, County Administrator/Clerk, entered the Council meeting at 9:42 A.M. Moved by Councillor McPhail Seconded by Councillor VanBrenk THAT a grant for the Tillsonburg & District Multi-Service Centre of $5,000.00 be approved for consideration in the 1998 County Composite Budget. - Carried. Community Appointment to County Performance Excellence Committee - Administrator/Clerk The Administrator/Clerk requested Council's input on the selection process for an outside appointee to the County Performance Excellence Committee. Moved by Councillor Habkirk Seconded by Councillor VanBrenk THAT an advertisement be placed requesting nominees for appointment on the County Performance Excellence Committee, for the term of Council; and further THAT the Performance Excellence Committee make a recommendation to County Council on the selection of the appointee. - Carried. The Mayors will discuss this appointment at their next Council meeting in an effort to promote interest. Roads Maintenance Payments to Lower-Tier - Treasurer Mrs. Veger informed Council that the policy, as presented, may put the County in borrowing position. Moved by Councillor Wilson Seconded by Councillor Habkirk THAT the County disburse roads maintenance funding to the lower-tier on the basis of quarterly payments in conjunction with levy payments beginning on March 31 st, 1998. - Carried Councillor Walters questioned what would happen if overruns were experienced on amounts budgeted for lower-tier roads maintenance. The Manager, Engineering Services meets with the lower-tier road superintendents on a monthly basis, throughout the County, and will ask them to monitor spending and report quarterly on any cost overruns. Council requested that a letter be forwarded to the lower-tier clerks asking that the host municipality provide secretarial support to record proceedings of these meetings. Councillor Wilson questioned whether inspections are being done in accordance with insurance requirements. Mr. Watters indicated that the paperwork trail will be reviewed in April; however, Frank Cowan Company has conducted an "In-Service" for the road superintendents to inform them of their record keeping obligations. County Council 6 March 24, 1998 Bill 99 - Workplace Safety and Insurance Board Neer Rebate/SurcharQe - Personnel Administrator Mr. Underhill highlighted changes that occurred when Workers' Compensation Board was reorgan ized. Moved by Councillor Walters Seconded by Councillor Rock THAT the Bill 99-Workplace Safety and Insurance Board Neer Rebate/Surcharge Report be received and filed. - Carried. Payroll Deductions - United Way and Other Charitable OrQanizations - Personnel Administrator Moved by Councillor Wilson Seconded by Councillor VanBrenk THAT the Payroll Deductions - United Way and Other Charitable Organization report be received and filed. - Carried. Council took a short break at 10:30 A.M. and reconvened at 10:50 A.M. CORRESPONDENCE Items for Consideration 1. Mr. Jae Eadie, President, Federation of Canadian Municipalities, with a resolution requesting Council's support for new 'Terms of Reference' and a copy of FCM's policy statement "Canada: A Community of Communities". 2. Mr. James Malik, Chairperson, Elgin County Paramedic Association, expressing their group's interest in becoming involved with any committee that is set up to deal with ambulance service to the County. 3. The Trillium Foundation, News Release, "Do You Live In A 'Caring Community'?", with information on the Foundation's 1998 Caring Communities Awards. 4. Warden David J. Stewart, County of Renfrew, with a memo regarding Provincial Downloading of Provincial Employees, and attached letter to Ministry of Community and Social Services from the County of Renfrew's Department of Human Resources. The following recommendation was adopted respecting Correspondence Item #1 : Moved by Councillor VanBrenk Seconded by Councillor van Kasteren THAT the Corporation of the County of Elgin supports the Federation of Canadian Municipalities' resolution for new "Terms of Reference for Municipal Government" to deal with the increasing provision of services, programs and facilities affecting municipal governments and their local residents. - Carried. County Council 7 March 24, 1998 Moved by Councillor Walters Seconded by Councillor Rock THAT Correspondence Item #2 be received and filed. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Walters THAT Correspondence Item #3 be received and filed. - Carried. Moved by Councillor Habkirk Seconded by Councillor Rock THAT Correspondence Item #4 be received and filed. - Carried. CORRESPONDENCE Items for Information - (Consent Aqenda) 1. Mr. Chris Hodgson, Chair of Management Board, Province of Ontario, with an update on the status of the Special Circumstances Fund (SCF) change of deadline date to April 17th, 1998. 2. Mr. Andrew Wright, Siskind, Cromarty, Ivey & Dowler, with copy of letter to Robert A. McCaig regarding Access Road Payment by Green Lane Landfill to the County of Elgin. 3. Mr. C. Hinatsu, Director of Social Services, City of St. Thomas and RE. Bell, Director of Social Services, Elgin County, with copy of letter to Mr. L. Nusink, Ministry of Community and Social Services, requesting one-time funding for a Municipal Consolidation submission. 4. D. Blair Tully, President and CEO, Ontario Clean Water Agency, advising that Sharon Gray, Vice President, Central Area, and Fausto Saponara, Vice of Business Development, will be responsible for operations while Mr. Tully is on a Medical Leave. 5. J.F. Janse, Director, Ministry of Environment South Western Region, responding to the Council's support of the Township of Colborne's resolution on contamination of groundwater. 6. The Honourable Elizabeth Witmer, Ministry of Health, regarding Councillor Habkirk's appointment to the Thames Valley District Health Council. 7. Government of Canada, "News Release Communique", Canada's Aboriginal Action Plan, Focused on Communities, Founded on Reconciliation and Renewal. Moved by Councillor Wilson Seconded by Councillor VanBrenk THAT Correspondence Items #1-7 be received and filed. - Carried. County Council 8 March 24, 1998 BUDGETS EIQin Manor Mrs. Fleck, Assistant Administrator, Homes for Seniors, explained the variances in the budget over 1997 figures. Members of Council wanted clarification on why maintenance items such as painting, window cleaning, and new draperies in the Home have not been kept up. A discussion took place regarding washrooms not working, the bus needing repairs and that nothing extra has been done due to money being placed in reserves for the new Elgin Village. It was decided that the reserves will be looked into at the next budget meeting with a view to using some of the funds for maintenance. Terrace LodQe Mrs. Fleck, Assistant Administrator, highlighted items and answered questions from Council. Bobier Villa Mrs. Fleck, Assistant Administrator, reviewed the budget with Council. Council recessed at 11 :55 A.M. to meet again at 12:50 P.M. LAND DIVISION The Deputy Clerk reported that the Ministry of Transportation will not release conditions nor comment further on previously granted severances, due to transferred highways no longer being their responsibility. Moved by Councillor Wilson Seconded by Councillor van Kasteren WHEREAS the Ministry of Transportation has imposed certain conditions on granted Applications for Consent that involve transferred highways that were under their jurisdiction; and, WHEREAS these conditions form part of the Consent Decision and are to be met prior to stamping of deeds; and, WHEREAS the Ministry of Transportation will not release the conditions nor comment on them as said transferred highways are no longer their responsibility; NOW THEREFORE BE IT RESOLVED THAT the Corporation of the County of Elgin hereby authorizes the Elgin County Land Division Secretary-Treasurer to proceed with the stamping process on the basis of the conditions imposed by the Manager, Engineering Services, if any, and disregard Ministry of Transportation conditions of severance on roads no longer under their jurisdiction. - Carried. Social Services BudQet Mr. Bell, Director of Social Services, reviewed and explained the significant increase to the 1998 budget, due to downloaded programs from the Province. Personnel Department Mr. Underhill highlighted the Personnel Department budget and answered questions from Council. County Council 9 March 24, 1998 Moved by Councillor van Kasteren Seconded by Councillor VanBrenk THAT the following budgets be approved for consideration in the 1998 County Composite Budget: Homes Social Services Personnel $1,574,110 $3,100,680 $328,223 - Carried. Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT the Corporation of the County of Elgin re-appoint Ms. Eva Tippel to serve on the Local Housing Authority Board as a County Representative, for the term January 1, 1998 to December 31, 1999; and further, That an advertisement be placed in the local newspaper requesting nominees to fill one vacant position to serve as a County Representative on the Local Housing Authority Board. - Carried. CLOSED SESSION Moved by Councillor McPhail Seconded by Councillor Walters THAT we do now proceed "In-Camera" to consider personnel and legal matters. - Carried. Warden Clutterbuck appointed Councillor Habkirk as Chairman of the Committee Of The Whole for the In-Camera portion. Hugh Geurts, Tree Commissioner/Weed Inspector for the County of Elgin and Mr. Steve Gibson, Solicitor for the County of Elgin, attended at 1 :30 P.M. and were excused at 2: 1 0 P.M. Council took a short break at 3:00 P.M. and reconvened at 3:15 P.M. Moved by Councillor VanBrenk Seconded by Councilllor Walters THAT we do now rise and report. - Carried. Moved by Councillor Habkirk Seconded by Councillor Rock THAT the Collective Agreement between the Corporation of the County of Elgin and Library CUPE Local 841.6 for the term commencing January 1, 1997 and expiring December 31, 1999, be approved according to the terms and conditions outlined in the memorandum dated March 18,1998. - Carried. County Council 10 March 24, 1998 Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT the confidential report from the County Tree Commissioner dated March 9th, 1998, regarding violations of the County Tree By-Law be approved, as amended. - Carried. Moved by Councillor Wilson Second by Councillor Walters THAT the Engineering Services Department be allowed to hire two (2) construction technicians to assist in construction projects, one for an eight (8) month contract and one for a four (4) month contract, as indicated in the report dated March 19, 1998. - Carried. Moved by Councillor van Kasteren Seconded by Councillor VanBrenk THAT the County Personnel Administrator be authorized to assist the Municipality of Bayham in regard to a personnel matter. - Carried. Moved by Councillor VanBrenk Seconded by Councillor McPhail THAT, subject to confirmation of 100% Ministry funding, the contract position for Adult Day Program Coordinator be renewed for a one-year period April 1 , 1998 to March 31, 1999, and that the incumbent be advanced to the next step in the grid (from $18.17 to $18.87) in accordance with established policy; and further THAT all other terms and conditions of the previous contract remain in force. - Carried. Moved by Councillor Habkirk Seconded by Councillor Walters THAT the Consolidation Plan for the County of Elgin and the City of St. Thomas, as amended, be approved for submission to the relevant ministries, subject to the concurrence of the Council of the City of St. Thomas. - Carried. Moved by Councillor van Kasteren Seconded by Councillor Habkirk THAT the Personnel Administrator be authorized to recruit an assistant to the Personnel Administrator on a one-year contract. - Carried. Operations Report - Tree Commissioner Moved by Councillor Walters Seconded by Councillor Habkirk THAT the Operations Report from the Tree Commissioner be received and filed. - Carried. County Council 11 March 24, 1998 Moved by Councillor VanBrenk Seconded by Councillor Walters THAT we adopt the recommendations from the Committee Of The Whole. - Carried. OTHER BUSINESS 1) STATEMENTS/INQUIRIES BY MEMBERS- Councillor VanBrenk was recently in Antiqua and thought Council would be interested in the fact that residents paid no property tax or income tax there. 2) NOTICE OF MOTION - None. 3) MATTERS OF URGENCY - None. BY-LAWS Moved by Councillor Stewart Seconded by Councillor van Kasteren THAT By-Law No. 98-13 "Being a By-Law to Provide for Amounts to be Raised by the County Constituent Municipalities Required for County Purposes for the March 31, 1998 Levy Installment" be read a first and second time. - Carried. Moved by Councillor VanBrenk Seconded by Councillor McPhail THAT By-Law No. 98-13 be read a third time and finally passed. - Carried. Moved by Councillor Wilson Seconded by Councillor Rock THAT By-Law No. 98-14 "A By-Law to Amend By-Law No. 85-27, As Amended, Adopting a Plan of County Road Improvement and Establishing a County Road System" be read a first and second time. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Walters THAT By-Law No. 98-14 be read a third time and finally passed. - Carried. Moved by Councillor Stewart Seconded by Councillor van Kasteren THAT By-Law No. 98-15 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the March 24th, 1998 Meeting" be read a first and second time. - Carried. County Council 12 March 24, 1998 Moved by Councillor Rock Seconded by Councillor Walters THAT By-Law No. 98-15 be read a third time and finally passed. - Carried. Moved by Councillor Wilson Seconded by Councillor Walters THAT we do now adjourn at 3:32 P.M. to meet again on April 14th, 1998 at 9:00 AM. - Carried. Mark. G. McDonald, County Administrator/Clerk. W. Perry Clutterbuck, Warden.