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May 26, 1998 Minutes COUNTY COUNCIL Tuesday, May 26th, 1998 The Elgin County Council met this day at the Administration Building, at 9:08 AM., in accordance with adjournment, with all members present except Councillors McPhail (family emergency) and Rock. The Warden in the Chair. Moved by Councillor VanBrenk Seconded by Councillor van Kasteren THAT the minutes of the meeting held on April 28th, 1998 be adopted. Moved by Councillor Habkirk Seconded by Councillor van Kasteren THAT an amendment be made to the minutes of the meeting held April 28th, 1998 under Subheading "Waste Manaqement Master Plan and Continqency" to reflect that Councillor Habkirk is in favour of a full Environmental Impact Study on the proposed Certificate of Approval, to be sure all issues are put to the public, and, also, an amendment be made under Subheading "Statementsllnquiries by Members" to indicate that even though Councillor Habkirk voted against the budget increase, he appreciated Council and staff efforts and debate in suggestions for budget reductions. - Carried. Moved by Councillor Stewart Seconded by Councillor VanBrenk THAT the minutes of the meeting held April 28th, 1998, as amended, be approved. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF None. Moved by Councillor Walters Seconded by Councillor Stewart THAT we do now go into Committee Of The Whole. - Carried. REPORTS OF STAFF Mr. Wayne Grey, Homes' Building Supervisor, was in attendance to answer questions from Council. 1998 Custodial CleaninQ Proposal for the EIQin County Administration BuildinQ - ManaQer. EnQineerinQ Services Mr. Watters noted that additional cleaning is required to maintain the Building to proper standards and would like to hire two part-time cleaners for 70 hours per week and confirm one full-time position. County Council Moved by Councillor Walters Seconded by Councillor Habkirk 2 May 26, 1998 THAT, after analyzing the RFP's for cleaning services for the County Administration Building and after comparing these proposals to current cleaning costs using County forces, we continue to use existing staff resources; and That the Manager, Engineering Services be authorized and directed to post for (1) Full-Time and (2) Part-Time cleaners, the cost of which are covered in the 1998 Budget. - Carried. Mr. Grey left the Chambers at 9:20 AM. Structures in Lower-Tier Municipalities - ManaQer. EnQineerinQ Services A proposal to have the County assume responsibility for structures in the Lower-Tier was presented by the Manager, Engineering Services. Moved by Councillor Walters Seconded by Councillor Habkirk THAT County Council receive the report from the Manager, Engineering Services, entitled "Structures in Lower-Tier Municipalities", and refer it to the Lower-Tier Municipalities for consideration. - Carried. ConnectinQ Links - Colbome Street (Port Stanley). Robinson Street (Port Burwell). Imperial Road (Aylmer). Belmont Road (Belmont). Graham Road (West Lome) - ManaQer. EnQineerinQ Services A report suggesting that the County assume responsibility for connecting links was introduced by the Manager, Engineering Services. Councillors directed that other roads, such as Imperial Road, Colen Street and Dexter Line in Port Bruce and John Street in Aylmer, be included in the investigation. Moved by Councillor Walters Seconded by Councillor Wilson THAT County Council receive the report from the Manager, Engineering Services, entitled "Connecting Links", and refer it to the Lower-Tier Municipalities for consideration. - Carried. Mr. Watters responded to questions from Council regarding the Elm Line Reconstruction. He addressed Council's concern that a more binding type of gravel is needed on some roadways and indicated that since the tenders are with different companies, the problem should be rectified. Elm Line Reconstruction (Contract No. 1998-02) - ManaQer. EnQineerinQ Services The following contracts were approved using one motion: Moved by Councillor van Kasteren Seconded by Councillor Stewart THAT we accept the low tender from Birnam Excavating Limited for the reconstruction of Elm Line at their tendered price of $594,069.94 (GST included); and Hot Mix Asphalt PavinQ (Contract No. 1998-04) THAT we accept the low tender from Walmsley Bros. Limited, for Hot Mix Asphalt Paving, at their tendered price of $1 ,691 ,821.40 (GST included); and County Council 3 May 26, 1998 Supply. HaulinQ. SpreadinQ and Compaction of Granular Materials (Contract 1998-07) THAT we accept the low tender from McKenzie and Henderson Limited, for the Supply, Hauling, Spreading and Compaction of Granular Materials, at their tendered price of $650,506.50 (GST included); and Terminal Rail and DinQle Street BridQe Deck Rehabilitations (Contract No. 1998-08) THAT we accept the low tender from Jarlian Construction Incorporated, for Terminal Rail and Dingle Street Bridge Deck Rehabilitations, at their tendered price of $127,168.43 (GST included); and Supply and Installation of Steel Beam and Cable Guide Rail (Contract No. 1998-09) THAT we accept the low tender from Royal Fence Limited, for the Supply and Installation of Steel Beam and Cable Guide Rail, at their tendered price of $132,225.25 (GST included); and THAT the Warden and the County Administrator/Clerk be authorized to sign the contracts. - Carried. Recycle Asphalt Product from HiQhway #401 Between Rodney and Dutton - ManaQer. EnQineerinQ Services The following resolution was approved in response to a report from the Manager, Engineering Services. Moved by Councillor Wilson Seconded by Councillor Habkirk THAT the Manager of Engineering Services be authorized to sign an agreement with Towland (London) 1970 Limited at their tendered price of $56,000.00 for the supply of recycled asphalt products from the west bound lane of Highway #401 between Rodney and Dutton. The County will also rent Towland's equipment for spreading and compaction. The monies for this project shall come from the "Reserve for Roads"; and THAT the Manager of Engineering Services be authorized to extend Contract No. 1998-07 with McKenzie and Henderson Limited to supply granular materials and to supply, haul, spread, compact and use dust suppressant and that the monies be allocated from the "Reserve for Roads" . - Carried. Cost Recovery for Infrastructure Depreciation - ManaQer. EnQineerinQ Services The Ministry of Transportation will be using three County roads for the detour of Highway #3 bridge reconstruction. Traffic counts show that approximately 10,000 cars and heavy trucks will use these County roads at an estimated rate of capital failure of 8.5%. The Treasurer calculated this expenditure for usage to be $99,471.00. Inspection of the roads would be done before and after the detour and Councillors were asked to remind the Lower-Tier Road Departments to document maintenance activities carried out on these roads, during the detour period. Legislative authority exists in Section 28 of the Public Transportation and Highway Improvement Act to request funds from the Province for this type of maintenance. A letter will be sent to the Ontario Good Roads Association outlining the proceedings of the County on this Issue. Moved by Councillor Wilson Seconded by Councillor Stewart THAT the Ministry of Transportation be sent a notice of our intent to pursue costs associated with the increased traffic flow resulting from a detour for construction/bridge repair on Highway County Council 4 May 26, 1998 #3 and that the residents of Elgin County not be asked to shoulder this financial burden for capital works and maintenance requirements; and, THAT the County Treasurer be authorized to invoice the Ministry of Transportation $99,471.00 for costs associated with the increased traffic flow on County roads caused by the detours from the Highway #3 bridge repair; and further, THAT the report from the Manager of Engineering Services dated May 20th, 1998 be approved. - Carried. Reduced Speed Limit on County Road #35 - ManaQer. EnQineerinQ Services Mr. Watters reported that two letters have been received from concerned ratepayers regarding the speed on County roads when the bridge detour on Highway #3 takes place. Although only one accident can be attributed to speed in the recent past, there is a great potential for risk due to the anticipated increased usage of these roads. Council directed that a reduction in speed to 60 km/hr would be appropriate for these areas. Council instructed Mr. Watters to review the speed limits on all County roads to determine if appropriate and report back to Council. Moved by Councillor VanBrenk Seconded by Councillor Wilson THAT the Manager, Engineering Services, be authorized and directed to reduce the speed limit on County Road #35, approximately 1 kilometre south of Highway #3, from 80 km/hr to 60 km/hr; and THAT the Manager, Engineering Services, be authorized and directed to reduce the speed limit on County Road #35, approximately 1/2 kilometre north of Conservation Line and 1/2 kilometre south of Southdale Line from 80 km/hr to 60 km/hr; and THAT the appropriate municipalities be requested to install the necessary signs supplied by the County of Elgin; and THAT the necessary by-law be prepared, to be reviewed when the Highway #3 detour is no longer necessary; and further THAT the Manager, Engineering Services, be instructed to investigate speed limits on all County Roads to ascertain if appropriate. - Carried. Shared Boundary Roads - ManaQer. EnQineerinQ Services Mr. Watters advised Council that, at the direction of Council, a meeting with the County of Oxford and the County of Middlesex to discuss shared concerns on boundary roads should be organized. Warden Clutterbuck, Councillor Wilson and Councillor van Kasteren will attend with Mr. Watters. Council took a short break at 10: 1 0 AM. and reconvened at 10:30 AM. Resume WritinQ Policy and Guidelines - ManaQer. Library Services The resume software is now installed at the Aylmer Library and the County Library would like to have guidelines in place to regulate the usage of the new service. Moved by Councillor VanBrenk Seconded by Councillor Habkirk THAT the attached policy and guidelines entitled "Elgin County Resume Writing" be approved. - Carried. County Council 5 May 26, 1998 April Occupancy Report - Director. Homes for Seniors Moved by Councillor Stewart Seconded by Councillor VanBrenk THAT the April Occupancy Report for the Homes for Seniors be received and filed. - Carried. News Releases - LonQ Term Care ChanQes Correspondence was received regarding additional funding to the County of Elgin of $3.8 million and $2.1 million respectively, for Homes infrastructure and operations. There is no indication on how the funds will be allocated. Moved by Councillor Stewart Seconded by Councillor VanBrenk THAT the Report "New Releases - Long Term Care Changes" be received for information purposes. - Carried. Funeral Payments - Director. Social Services Mr. Bell advised that the 80% subsidy payment for funerals has been eliminated, other than those on GWA and FBA There is no legislation in place to pay for others, such as seniors, and he requested Council's direction on this matter. The County pays for a limited number of funerals per year and revenue will be still received to help offset costs (CPP Death Benefit and final Old Age Pension cheque). Moved by Councillor Habkirk Seconded by Councillor van Kasteren THAT the County continue to do the financial assessment for funeral costs and be responsible for approved payments. - Carried. Projector - Treasurer Mrs. Veger outlined to Council the advantages to the County of having a multi-media projector and the many applications in the County operations that would be available with this equipment. She pointed out that it will enhance the use of our PowerPoint program in the MS Office Suite. Moved by Councillor Habkirk Seconded by Councillor VanBrenk THAT staff be directed to purchase a multi-media projector, carrying case and laser pointer from Duplicom Presentation systems at a cost of $7,622.00 plus applicable taxes; and further, THAT the cost of the projector be charged to the Restructuring Grant - County Share Reserve. - Carried. Relocation of Departments - County Administrator/Clerk The County's restructuring exercise included organization and functions of County Departments. Last year the County Library moved temporarily to the lower level to accommodate the relocation of Central Elgin. With Social Services possible relocation to another location with the City, space will open up to relocate some County Departments to the first floor. County Council Moved by Councillor Walters Seconded by Councillor VanBrenk 6 May 26, 1998 THAT staff be authorized and directed to investigate the possible relocation of the Personnel and Library Departments to the south end of the County Administration Building and report back with an analysis of options by no later than the Fall of 1998. - Carried. Summer Schedule of Council MeetinQs - County Administrator/Clerk Much staff time will be spent researching implementation options for the downloaded Provincial programs over the summer and the focus will be on administrative items as opposed to policy matters. Mr. McDonald noted that the 1998 County Budget must be adopted by July 15 and the July 14, 1998 meeting could accommodate this. Moved by Councillor VanBrenk Seconded by Councillor Walters THAT County Council's meeting schedule, as amended, be approved as follows with the understanding that the Warden may call a special meeting for a specific purpose at any time one is required: June 23rd, 1998 July 14th, 1998 August - no meeting required September - resume regular schedule of bi-monthly meetings. - Carried. Cellular Towers - EmerQency Services Co-Ordinator The Elgin-St. Thomas 9-1-1 Steering Committee requested Council's consideration to send a letter to the Solicitor General, requesting that Cellular Towers in Elgin County be changed to a Class 5 Office. This will allow emergency calls from cellular phones to be accommodated through the County's 9-1-1 answering service. Moved by Councillor Walters Seconded by Councillor Habkirk THAT the Corporation of the County of Elgin petition the Solicitor General and Minister of Correctional Services for the Province of Ontario to require cellular telephone companies to provide a Class 5 Office to allow for immediate connection with the primary answering service responsible for handling cellular telephone 9-1-1 emergency calls. - Carried. EIQin-St. Thomas 9-1-1 Promotion and SteerinQ Committees - EmerQency Services Co- Ordinator Ms. Dunn advised that an insert would be placed in the St. Thomas Times-Journal and the Extra which would be paid for through sponsorship. Newsletters were sent out with the last tax bills and will be sent out again with the next tax bill to inform ratepayers of the Implementation Date for 9-1-1. The question of the location for the cutover ceremony needs to be decided and Council felt that Warden Clutterbuck and Mayor Peters could decide the location and report back. Council directed that ads be placed in all newspapers in Elgin County, promoting the cutover to 9-1-1, and Ms. Bishop will provide a list to Ms. Dunn. The question arose in regard to erecting signs on main roads indicating that 9-1-1 is in operation in Elgin County and Ms. Dunn will look into it. Councillor McPhail arrived at 11 :00 AM. County Council 7 May 26, 1998 Civic AddressinQ - EmerQency Services Co-Ordinator Councillors Wilson and van Kasteren asked that the Civic Addressing Guidelines be reviewed as it relates to private mobile home parks. The guidelines provide for one municipal number to be assigned to the private road entrance and there are quite often more than 100 trailers on the premises. The Councillors indicated that each mobile home should have a unique address assigned, other than a unit number, to aid emergency personnel to find them. Councillors for the areas that have mobile home parks will provide maps with street names and numbers to Ms. Dunn. Moved by Councillor Wilson Seconded by Councillor Walters THAT the Civic Addressing Guidelines be reviewed in relation to the numbering policy for privately owned mobile home parks and options be presented for consideration by Council. - Carried. Ms. Dunn left at 11: 20 AM. Review of April/May 1998 Operations Report - Tree CommissionerlWeed Inspector Mr. Geurts highlighted items from the Operational Report and indicated that one lumber and timber buyer did not want to adhere to County policies. Mr. Geurts explained that he had resolved the situation with this person. Moved by Councillor Walters Seconded by Councillor McPhail THAT the Operations Report of the Tree Commissioner/Weed Inspector be received and filed. - Carried. Mr. Geurts presented a Minor Exception to the Trees Act on behalf of Shelley Doan, to square off a woodlot for drainage purposes and the wood cleared will be for personal use. Moved by Councillor Wilson Seconded by Councillor Walters THAT the Application for Minor Exception to the Trees Act from Shelley Doan, Lot 1, Concession 5, Municipality of Bayham, to clear approximately 30 trees to clean up a fence row be approved. - Carried. Mr. Geurts left at 11 :25 AM. Waste ManaQement ContinQency Plan - County Administrator/Clerk This item was deferred from the previous meeting. Mr. McDonald informed Council that nothing has been heard from the Ministry of the Environment regarding an Environmental Assessment for Green Lane and was seeking Council's direction on the development of a Contingency Plan. Moved by Councillor Habkirk Seconded by Councillor McPhail THAT, with the assistance of Bill McKay and Steve Janes, staff prepare a Contingency Plan outlining all options available for disposal of municipal waste following the expiry of the current contract, in the event that Green Lane's Certificate of Approval is not issued and implemented in a timely manner. - Carried. County Council 8 May 26, 1998 Council directed a letter be sent to the Ministry of the Environment, expressing their displeasure that no response to Council's request for action by the Ministry, pertaining to the Green Lane Environmental Assessment application had been received, resulting in the need for additional correspondence. CORRESPONDENCE Items for Consideration 1. Ms. Laura S. Lee, Manager of Council Services/Clerk, City of Orillia re: French/English Twinning Program. 2. Mr. Gord Perks, Policy and Communications, Toronto Environmental Alliance, asking for Council's support for a deposit return system as an option for funding recycling. 3. Mr. Sam Coghlan, Chief Librarian, Oxford County Library, requesting support for their resolution which asks for Ministry funding for Internet connectivity for public libraries. 4. Mrs. Pat Kemp, Deputy Clerk, County of Peterborough, requesting support of their resolution to delay implementation of the new Municipal Act. 5. Township of North Dorchester, with a resolution requesting the Provincial Government to enact legislation for immediate action to permit the use of only a reusable plastic (PET) pop bottle for beverages program. 6. Garfield Dunlop, Warden, County of Simcoe, requesting Council's support for their resolution to the Provincial Government to reconsider the transferring of ambulance services. Moved by Councillor Walters Seconded by Councillor Stewart THAT Correspondence Item #1 be received and filed. - Carried. Moved by Councillor McPhail Seconded by Councillor Habkirk THAT Correspondence Items #2 and 5 be received and filed. - Carried. The following recommendation was adopted respecting Correspondence Item #3. Moved by Councillor VanBrenk Seconded by Councillor Walters THAT the Corporation of the County of Elgin supports the resolution from the Oxford County Library Board requesting the Ministry of Citizenship, Culture and Recreation to pay all costs for Internet Connectivity for public libraries. - Carried. The following recommendation was adopted respecting Correspondence Item #4. Moved by Councillor McPhail Seconded by Councillor Wilson THAT the Corporation of the County of Elgin supports the resolution from the County of Peterborough demanding the Government of Ontario delay the implementation of the new Municipal Act. - Carried. County Council 9 May 26, 1998 The following recommendation was adopted respecting Correspondence Item #6. Moved by Councillor Habkirk Seconded by Councillor VanBrenk THAT the Corporation of the County of Elgin supports the resolution from the County of Simcoe refusing the requisition for Ambulance Services because they are health services which need to be provided by the Ministry of Health's mandate. - Carried. Items for Information - (Consent AQenda) 1. "Thank You" card from Fred Boyes for flowers sent during his recent illness. 2. Mrs. Heather Wice, Chairperson, Thames Valley District School Board, thanking the County for donating a County Flag for the Thames Valley District School Board time capsule. 3. The Honourable AI Leach, Minister of Municipal Affairs and Housing, with a report summarizing the findings of six consultants on the condition of 119 public housing projects in the OHC portfolio. 4. The Honourable Tony Clement, Minister of Transportation, thanking Warden Clutterbuck and the delegation who met with the Minister to relay the County's concern for the method of funding for highway transfers. 5. Ms. Gail Ure, Regional Director, Long Term Care Division, Ministry of Health, with information concerning health service and the expansion of long-term care facilities. 6. The Honourable Stephane Dion, President of the Queen's Privy Council for Canada and Minister of Intergovernmental Affairs, regarding Council's resolution of support for new Terms of Reference for Municipal Government. 7. Ms. Marian Smith, Business Manager, Tillsonburg & District Multi-Service Centre, thanking Council for support through the approval of their request for a grant of $5,000.00. 8. The Honourable Chris Hodgson, Chair, Management Board, Special Circumstances Fund, regarding the proposals put forward by municipalities towards consolidation of services to better plan for the future of their municipality. Moved by Councillor Habkirk Seconded by Councillor van Kasteren THAT Correspondence Items #1-8 be received and filed. - Carried. Correspondence Item #4 The Manager of Engineering Services noted that, in his opinion, the funding from the Ministry of Transportation has not been equitable and consistent and after discussion with them, the Ministry has agreed to review the information on County roads. Once Mr. Watters has heard from the Ministry in this regard, he will present a report to Council outlining options. CLOSED SESSION Moved by Councillor Walters Seconded by Councillor Wilson THAT we do now proceed "In-Camera" to discuss property and personnel matters. - Carried. County Council 10 May 26, 1998 Warden Clutterbuck named Councillor VanBrenk as Chairman of the Committee Of The Whole for the In-Camera portion. Moved by Councillor Stewart Seconded by Councillor Walters THAT we do now rise and report. - Carried. The Warden assumed the Chair. Moved by Councillor Stewart Seconded by Councillor Habkirk THAT the contract position of Ontario Works Co-Ordinator become a full-time position and be recruited according to the current County Personnel Policy. - Carried. Moved by Councillor VanBrenk Seconded by Councillor van Kasteren THAT the recommendations of Committee of the Whole Council be adopted. - Carried. OTHER BUSINESS 1) STATEMENTS/INQUIRIES BY MEMBERS Councillor van Kasteren advised Council that the annual Pioneer Museum Strawberry Social will be held on June 24th from 2-4 p.m. Councillor Habkirk requested that any questions or concerns from Councillors on ambulance service be provided to him, to take to an upcoming meeting with Thames Valley District Health Council. 2) NOTICE OF MOTION - None. 3) MATTERS OF URGENCY Councillor Habkirk asked if we had received a firm date on the release of assessment rolls to the Lower-Tier. Warden Clutterbuck responded that he had attended a meeting of the Western Warden's Association which revealed that no firm date has been forwarded on this issue, however, the bill for downloaded services will be forwarded later, so as not to burden municipal cash flow. The County Treasurer noted that the first payment from the Community Reinvestment Fund should arrive sometime in June. The Deputy Clerk asked Council if they wanted photographs taken this year, and if so, would they prefer a date of June or September. Council would like photographs taken in September and the Deputy Clerk will obtain prices. BY-LAWS Moved by Councillor Wilson Seconded by Councillor VanBrenk THAT By-Law No. 98-20 "Being a By-Law to Authorize Speed Limits" be read a first and second time. - Carried. County Council Moved by Councillor VanBrenk Seconded by Councillor van Kasteren 11 May 26, 1998 THAT By-Law No. 98-20 be read a third time and finally passed. - Carried. Moved by Councillor Stewart Seconded by Councillor McPhail THAT By-Law No. 98-21 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the May 26th, 1998 Meeting" be read a first and second time. - Carried. Moved by Councillor Walters Seconded by Councillor van Kasteren THAT By-Law No. 98-21 be read a third time and finally passed. - Carried. The Manager, Engineering Services, reminded Council that the annual hand car races would probably be held in August and if anyone is interested, to please contact him. Moved by Councillor VanBrenk Seconded by Councillor McPhail THAT we do now adjourn at 12:30 P.M. to meet again on June 23rd, 1998 at 9:00 AM. - Carried. Mark G. McDonald, County Administrator/Clerk. W. Perry Clutterbuck, Warden.