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December 14, 1999 Minutes COUNTY COUNCIL Tuesday, December 14th, 1999 The Elgin County Council met this day at the Administration Building, 450 Sunset Drive, St. Thomas at 7:00 P.M., as required by by-law. The Chief Administrative Officer called the meeting to order and welcomed all in attendance to the Annual Warden's Election. ROLL CALL - All members present. ELECTION OF WARDEN The Chief Administrative Officer asked that members of Council wishing to run for the Office of Warden to please stand. Councillors Habkirk and McPhail offered their candidacy for the position of Warden of Elgin County for the Year 2000. Each candidate was then given an opportunity to address Council in alphabetical order. BALLOTING PROCEDURES Ballots were cast and then counted in the Warden's Chambers, in the presence of Mr. Don Lemon of Raven & Company, County Auditors. RESULTS The Chief Administrative Officer announced that the Warden for Elgin County for the Year 2000 is Duncan J. McPhail, Mayor of the Municipality of West Elgin. Warden McPhail took the Declaration of Office and Oath of Allegiance, as administered by the Chief Administrative Officer. The Warden left the room, was gowned and re- entered the Council Chambers, where he was officially presented with the Chain of Office, the Lord Elgin Watch and the Gavel of Office, by Past-Warden Rien VanBrenk. Warden McPhail delivered his Inaugural Address to Council, thanked them for their support and outlined the items of interest and importance for consideration in the Year 2000. Moved by Councillor Habkirk Seconded by Councillor Walters THAT the ballots used for the election of Warden be destroyed. - Carried. COMMITTEE APPOINTMENTS Moved by Councillor Wilson Seconded by Councillor van Kasteren THAT the 2000 appointments to Outside Boards and Committees be confirmed as follows: Dispute Resolution Committee - Warden McPhail Councillor Clutterbuck Councillor Habkirk Councillor van Kasteren - Warden McPhail Councillor Walters Councillor Wilson Councillor Rock Councillor Stewart Councillor VanBrenk Councillor Clutterbuck Councillor Habkirk Mr. Ron Bradfield Elgin County Pioneer Museum Elgin-St. Thomas Health Unit Social/Entertainment Committee St. Thomas-Elgin General Hospital St. Thomas-Elgin Tourist Association Thames Valley District Health Council Tillsonburg District Memorial Hospital County Council OTHER BUSINESS 2 December 16, 1999 Warden McPhail invited all those in attendance to the Warden's Reception, following recess, to be held in the County Administration Building lower level. Moved by Councillor Habkirk Seconded by Councillor VanBrenk THAT we do now recess (7:26 P.M.) to meet again on December 16th, 1998 at 9:00 AM. - Carried. COUNTY COUNCIL Tuesday, December 16, 1999 The Elgin County Council met this day at the Administration Building, at 9:04 AM., in accordance with the recess from the December 14th Warden's election with all members present except Councillor Clutterbuck (regrets). Warden McPhail in the Chair. Moved by Councillor VanBrenk Seconded by Councillor van Kasteren THAT the minutes of the meeting held on November 23, 1999 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF - None. DELEGATIONS Ms. Catherine McLeod, Communications Co-ordinator, Service Employees International Union, Local 220, and a number of members attended at 9:00 AM. to discuss the County's Human Resources Policy 9.30 Attendance Management System. An overview of the SEIU organization was presented, by PowerPoint. Ms. Linda McCann, Local Member, addressed Council and outlined sections of the policy the Union felt was unfair. The delegation requested cessation of the current policy and a meeting to develop a new attendance system, in consultation with the Union, by January 14, 2000. The Director of Human Resources noted that this policy applies to all County employees. The delegation was asked to document where the policy is in violation of the collective agreement, define the section of Labour Relations Act that has been violated, and how the doctor/patient confidentiality is contravened. The Warden thanked the delegation for attending and indicated that Human Resources would contact them shortly to discuss a mutually agreeable meeting date to discuss SEIU's proposed amendments to the policy. The delegation left at 9:27 AM. Mr. Michael Plant, Project Manager, Ministry of Transportation, attended at 9:30 AM., at Council's request, to discuss the proposed Highway #3 improvements. Mr. Plant presented a Key Plan to Council that outlined an initial project which would end at Centennial Avenue and a second project that will encompass Centennial Avenue into the west limits of the Town of Aylmer. Council indicated to Mr. Plant that new industry is hesitant to locate in Central Elgin due to the state of the road system and the need to continue to upgrade if we want industrial growth to continue. Council requested the name of a contact person at the Ministry with whom they could discuss where growth is going to happen, and to take into consideration local input and future plans. Mr. Plant indicated Council could contact Mr. Peter Jackson, Regional Manager, with their concerns and that he would make available a copy of the 1995 MTO Appraisal. Mr. Plant requested a copy of Council's minutes when available. County Council Moved by Councillor VanBrenk Seconded by Councillor Walters 3 December 16, 1999 THAT the County staff, in consultation with the Regional Manager and Senior Engineer of the London Office of the Ministry of Transportation and local road superintendents, organize a meeting with County Council to discuss traffic and growth patterns affecting major arteries in the County of Elgin with a view to determining mutually agreeable highway improvements to facilitate new and anticipated growth patterns. - Carried. The delegation left at 10:30 AM., at which time Council took a short break and reconvened at 10:40 AM. Mr. Bryce Sibbick, Frank Cowan Company Limited, attended at 10:42 AM., at Council's request, to discuss pooling of insurance and a three-year insurance program with a rate stabilization plan. Pooling of insurance would require that liability limits, renewal dates, and deductible levels be the same across the County, with one administration person responsible for all claims. A centralized risk management and a self-insured fund would have to be set up, to offset potential claims, which would be handled by one administrative person. There would be some monetary savings realized, more control over premiums and premiums would most likely not fluctuate significantly. Moved by Councillor Walters Seconded by Councillor Rock THAT the correspondence from Frank Cowan Company regarding pooled insurance County-wide be received and filed. - Carried. Mr. Sibbick also spoke to Council on a rate stabilization plan for the County. Moved by Councillor Wilson Seconded by Councillor van Kasteren THAT the correspondence from Frank Cowan Company Limited for a rate stabilization plan for the County's insurance requirements for the three-year term January 29, 2000 to January 28, 2000, at a reduced premium of 5% per year over current rates, be referred to January 2000. - Carried. The delegation left at 11 :04 AM. Moved by Councillor VanBrenk Seconded by Councillor van Kasteren THAT we do now move into Committee Of The Whole Council. - Carried. STAFF REPORTS VisioninQ Opportunity for EIQin Manor Development - Director of Homes and Senior Services Moved by Councillor VanBrenk Seconded by Councillor Habkirk THAT the Chief Administrative Officer and Director of Homes and Senior Services proceed with plans for the strategic planning exercise for the redevelopment of Elgin Manor; and, THAT the afternoon of January 11, 2000 be set aside for that purpose. - Carried. County Council 4 December 16, 1999 Y2K Status Report - Director of Financial Services The Director of Financial Services outlined the expenditures necessary for due diligence that had been paid out from the Millrate Stabilization Reserve. Moved by Councillor van Kasteren Seconded by Councillor Walters THAT the "Y2K Status Report" from the Director of Financial Services be received and filed. - Carried. Attendance ManaQement System. Policy 9.10 - Director of Human Resources The Director of Human Resources noted that if this Policy was in contravention of any type, the Union would have lodged a grievance, which has not been the case. Also, the policy had been challenged in other municipalities and was deemed appropriate. Moved by Councillor Habkirk Seconded by Councillor VanBrenk THAT the "Attendance Management System, Policy 9.10" report from the Director of Human Resources be received and filed. - Carried. Southern Ontario Library Service Trustee Council - ManaQer of Library Services Moved by Councillor Rock Seconded by Councillor Stewart THAT Mr. E.A Wells be re-appointed as the County of Elgin's representative to the Southern Ontario Library Service Trustee Council for the term January 1 S\ 2000 to December 31 S\ 2000, 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 to the Manager of Library Services on the activities of the Trustee Council shortly after each meeting. - Carried. Replacement of Microfilm/Microfiche Readers in Libraries The Manager of Library Services requested replacement of 2 readers with printers and 3 readers for the County Branch Libraries. Moved by Councillor Rock Seconded by Councillor VanBrenk THAT the request form the Elgin County Library to budget for two microfilm/microfiche reader printers (motorized) from DocuCom Imaging at a cost of approximately $28,000.00 and three microfilm/microfiche readers (manual) at a cost of approximately $2,700.00, including taxes, be approved for consideration in the 2000 budget. - Carried. September and October Library Branch Statistical Reports - ManaQer of Library Services Councillor Habkirk noted no drop or increase in circulation between 1998 and 1999. The Manager of Library Services indicated use of electronic resources would most likely increase in 2000, due to updated computer programs. Warden McPhail informed Council that the Rodney Library conceptual drawings have been completed, are being reviewed by the public and, hopefully, construction will start in the spring. County Council Moved by Councillor VanBrenk Seconded by Councillor Walters 5 December 16, 1999 THAT the "September and October Library Branch Statistical Reports" from the Manager of Library Services be received and filed. - Carried. Third Quarter Financial Report on Maintenance by Lower-Tier - ManaQer of EnQineerinQ Services Councillor Walters indicated a monitoring unit is available that would help to determine winter road maintenance costs for different types of roads. It was suggested that the County and Central Elgin share the cost to purchase one unit, at approximately $5,500, and install it on a truck to test the results. Discussion ensued regarding the number of units required to provide a County-wide monitoring of winter control maintenance costs. Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT the "Third Quarter Financial Report on Maintenance by Lower-Tier" from the Manager of Engineering Services be received and filed. - Carried. Moved by Councillor Habkirk Seconded by Councillor VanBrenk THAT staff investigate the purchase, lease or rental and installation of winter control monitoring units, in consultation with Central Elgin's road superintendent, and report to the January 11, 2000 meeting. - Carried. Third Quarter Written Report on Maintenance by Lower-Tier - ManaQer of EnQineerinQ Services Moved by Councillor VanBrenk Seconded by Councillor van Kasteren THAT the "Third Quarter Financial Report on Maintenance by Lower-Tier" from the Manager of Engineering Services be received and filed. - Carried. Formal Maintenance AQreement - ManaQer of EnQineerinQ Services Moved by Councillor Habkirk Seconded by Councillor Stewart THAT a copy of the draft Formal Maintenance Agreement between the County of Elgin and the Lower-Tier Municipalities be forwarded to local municipalities for their approval. - Carried. Intersection Control Beacons at County Roads #45 and #16 (John Wise Line and FinQal Line) - ManaQer of EnQineerinQ Services Moved by Councillor VanBrenk Seconded by Councillor Wilson THAT the report "Intersection Control Beacons at County Roads #45 and #16 (John Wise Line and Fingal Line)" from the Manager of Engineering Services be deferred to the January 11, 2000 meeting. - Carried. County Council 6 December 16, 1999 Updated OverweiQht/Oversize MovinQ Permit - ManaQer of EnQineerinQ Services Mr. Watters noted that about three moving permits per year are requested from the farming environment. Council directed that the permit form be amended to cover different loads and different weights to eliminate the need for issuing individual permits each time. Moved by Councillor Walters Seconded by Councillor Wilson THAT the new by-law and permit form application for overweight/oversize loads be referred back to staff for amendment to allow for the issuing of one permit to farmers that covers different loads and weights. - Carried. Rumble Strip Policy - ManaQer of EnQineerinQ Services Moved by Councillor van Kasteren Seconded by Councillor VanBrenk THAT the new Rumble Strip Policy, designed by the Engineering Services Department, detailed in the report dated November 11, 1999, be implemented for 2000 on a trial basis, and once the performance has been tested, staff report the results back to Council. - Carried. Moved by Councillor Habkirk Seconded by Councillor Walters THAT the Manager of Engineering Services be directed, as a courtesy, to notify lower-tier municipalities, prior to the installation of rumble strips. - Carried. Council recessed at 12:24 P.M. and reconvened at 1: 1 0 P.M. Moved by Councillor Wilson Seconded by Councillor Habkirk THAT the County's Rumble Strip Policy, adopted at today's meeting, be implemented at the Fairview Avenue/Sparta Line intersection, as one of the first test sites. - Carried. EmerQency Plans and 9-1-1 Status Report - EmerQency Measures Co-Ordinator Moved by Councillor Habkirk Seconded by Councillor Rock THAT the Corporation of the County of Elgin support the resolution from the County of Peterborough requesting Bell Canada to consider a special rate for phone lines installed in Municipal Emergency Operation Control Centres, and copies be sent to AM.O., CRTC, Gar Knutson, M.P., and Elgin County Lower-Tier Municipalities requesting their support; and, THAT the status report on Emergency Plans and 9-1-1 from the Emergency Measures Co- Ordinator be received and filed. - Carried. County Council 7 December 16, 1999 EIQin/St. Thomas Ambulance Fleet Replaced Vehicles - EmerQency Measures Co- Ordinator Moved by Councillor Walters Seconded by Councillor Habkirk THAT the 1991 Dodge II be sold to Bestt Cabs & Couriers for $5,250.00; and, THAT the 1994 Dodge II be sold to St. John Ambulance for $9,500.00; and, THAT should either of the above decide not to purchase the vehicles, staff be authorized to accept the next highest bid. - Carried. CORRESPONDENCE Items for Consideration 1. a) Helen Munro, Past Regent, F/O Kenneth Lucas Chapter lODE, with nomination of Mrs. Catherine Smith, present Regent, F/O Kenneth Lucas Chapter, to the Elgin County Pioneer Museum Executive Committee for the term January 1, 2000 to December 31,2002. b) Elgin County Pioneer Museum Executive Committee with nomination of Mrs. Dianne Sharkey as a County Member-At-Large appointee to replace Mrs. Gundy Goutouski, for the term ending December 31,2000. 2. A Michael Jagger, Clerk-Treasurer, Township of St. Joseph, with a resolution regarding Home Care Services Funding. 3. Martin vanWeert, Chair, St. Thomas Public Library Board, asking for Council's commitment to renew funding. 4. Donna Rupert, Elgin Historical Society, requesting consideration of their participation in any proposed celebrations of the Sesquicentennial of the County in 2002 and the 200th Anniversary of the Talbot Settlement in 2003. 5. Backgrounder dated December 6, 1999 entitled "Reform in Counties, Separated Municipalities and Northern Municipalities". 6. Colin O. D'Cunha, MBBS, MHSc, FRCPC, Director, Public Health Branch and Chief Medical Officer of Health, Ministry of Health, acknowledging the submission of the application for the County of Elgin to become the board of health for the Elgin-St. Thomas Health Unit. The following recommendation was adopted respecting Correspondence Item # 1 a) & b). Moved by Councillor Habkirk Seconded by Councillor VanBrenk THAT the nomination from the lODE to re-appoint Mrs. Catherine Smith to the Elgin County Pioneer Museum Executive Committee, for the term January 1, 2000 to December 31,2002, be adopted. - Carried. Moved by Councillor Habkirk Seconded by Councillor VanBrenk THAT Mrs. Dianne Sharkey be confirmed as a County Member-At-Large appointee to the Elgin County Pioneer Museum Executive Committee, for the term ending December 31, 2000. - Carried. County Council 8 December 16, 1999 The following recommendation was adopted respecting Correspondence Item #2. Moved by Councillor Seconded by Councillor Walters THAT the Corporation of the County of Elgin supports the resolution from the Township of St. Joseph petitioning the provincial government to increase funding to Community Care Access Centres to levels sufficient to meet the increased demand for services. - Carried. Moved by Councillor Habkirk Seconded by Councillor VanBrenk THAT Correspondence Item #3 be received and filed. - Carried. The following recommendation was adopted respecting Correspondence Item #4. Moved by Councillor VanBrenk Seconded by Councillor van Kasteren THAT the letter from the Elgin Historical Society regarding the 2002 Sesquicentennial be referred to the County Management Team for consideration; and THAT the Elgin Historical Society be asked to provide Council with more information concerning plans for the 200th Anniversary of the Talbot Settlement. - Carried. Moved by Councillor Habkirk Seconded by Councillor Wilson THAT Correspondence Item #5 be received and filed. - Carried. The following resolution was adopted respecting Correspondence Item #6. Moved by Councillor Wilson Seconded by Councillor VanBrenk THAT a letter be sent to Dr. Colin O. D'Cunha re-emphasizing that an agreement has been reached by all parties, the County, the City and the Health Unit Board, for the County of Elgin to become the board of health for the Elgin-St. Thomas Health Unit and that the earlier the approval is granted, the sooner efficiencies can be realized; and THAT a copy of the letter be sent Premier Michael D. Harris. - Carried Unanimously. Items for Information - (Consent Aqenda) 1. Rien & Helen VanBrenk, thanking staff and County Council for the gifts and flowers received at the Warden's Banquet. 2. Nellie Mezenberg, thanking Council for the Warden's Banquet invitation and gifts received on her retirement. 3. Steve Peters, MPP, Elgin-Middlesex-London, and Phyllis Ketchabaw, Clerk, Town of Aylmer, supporting the County's resolution requesting that the Ministry of Transportation re-establish a license testing centre in Elgin County. County Council 9 December 16, 1999 4. Hon. David Turnbull, Minister of Transportation, responding to the letter from the County regarding the backlog for road test appointments. 5. Member Communication, AM.O., 1) Federal-Provincial Agreement Achieved on Social Housing; 2) Province Introduces Further Red Tape Reduction Measures; 3) Property Tax Payers Hit Again. 6. Tony Clement, Minister of the Environment, responding to Council's support for the Township of Severn's resolution requesting the provincial government provide grants and subsidies to municipalities for water and sewage infrastructure works. 7. Ernie Hardeman, Minister of Agriculture, Food and Rural Affairs, responding to Council's support for the Town of Saugeen Shores resolution requesting the Ministry to put in place nutrient management regulation to monitor and enforce intensive livestock operations which involve environmental concerns. 8. James W. Knight, Executive Director, Federation of Canadian Municipalities, welcoming the County of Elgin as a member. 9. Gary McLeod, Project Manager, HIRA General Contractors Ltd., re: Elgin Village Sewage Treatment Plant project. 10. Ken Verrel, President, Elgin Photographic Heritage Society, thanking Council for the Christmas dinner provided to it's members on November 23, 1999. 11. Linda Andrew, Clerk-Treasurer, Township of Ashfield, re: Application before the Ontario Drainage Referee. 12. Lyle Vanclief, Minister of Agriculture and Agri-Food, responding to Council's support of the Municipality of Chatham-Kent's resolution regarding low commodity prices and competitiveness in the agri-food sector. 13. Elgin Government Information Network Information Sheet. 14. Ministry of Natural Resources acknowledging receipt of the letter from the County regarding Hunt Camps. 15. Mary Kardos Burton, Executive Director, Health Care Programs, Ministry of Health, advising of the Ministry order formally designating the County as the delivery agent for land ambulance services. 16. Howard Hampton, Leader, Ontario NDP, regarding Council's correspondence to the Premier concerning the proposed "Fewer Municipal Politicians Act". 17. Steve Peters, M.P.P., Elgin-Middlesex-London, concerning Bill 25, "Fewer Municipal Politicians Act". 18. Mayor Joanne Brooks, City of St. Thomas, with copy of correspondence regarding the "Fewer Municipal Politicians Act 1999 (Bill 25)". The following recommendation was adopted respecting Correspondence Item #4. Moved by Councillor Walters Seconded by Councillor Wilson THAT the Corporation of the County of Elgin requests that the Ministry of Transportation designate one of the proposed temporary road test facilities to be located in the County of Elgin in order to better serve the residents in the community. - Carried. Warden McPhail emphasized the need for some form of legislation to enable municipalities to regulate nutrient management in regard to Correspondence Item #7. County Council 10 December 16, 1999 Councillor Walters, in reference to Correspondence Item #12, provided Council with additional information on the value of products and exports for their consideration. Moved by Councillor Rock Seconded by Councillor van Kasteren THAT Correspondence Items #1-3 and 5-18 be received and filed. - Carried. OTHER BUSINESS Statements/InQuiries By Members Councillor Habkirk informed Council that the Honourable Ernie Hardeman announced the Ministry of Agriculture has undertaken a review of the OMAFRA field offices, and requested a letter be sent to Minister Hardeman expressing concern that the closure of any OMAFRA field offices would be unfortunate, as they are economically necessary. Moved by Councillor Habkirk Seconded by Councillor Rock THAT the Corporation of the County of Elgin express its concern with the impact any closure of OMAFRA offices will have on the local agricultural economic community, as it will place more hardship on farmers having to travel further distances to receive assistance from an agricultural resource centre and force people onto unemployment rolls. - Carried. Notice of Motion - None. Matters of UrQency - None. Moved by Councillor VanBrenk Seconded by Councillor Walters THAT we do proceed In-Camera to discuss legal and personnel matters. - Carried. Mr. Mark Conway, Dillon Consulting, was in attendance. Warden McPhail asked Councillor VanBrenk to Chair the In-Camera portion of the meeting. Mr. Conway left and Council took a break at 2:31 P.M. and reconvened at 2:36 P.M. Moved by Councillor Rock Seconded by Councillor Habkirk THAT we do now rise and report. - Carried. Moved by Councillor Walters Seconded by Councillor van Kasteren THAT the confidential report from Dillon Consulting Limited on the Municipal Strategy for the Port Stanley Harbour Divestiture be received for information purposes. - Carried. County Council Moved by Councillor Stewart Seconded by Councillor Habkirk 11 December 16, 1999 THAT the Corporation of the County of Elgin agrees to grant Haldimand War Memorial Hospital an extension to February 29, 2000 for their offer to purchase 57 bed licenses - Carried. Moved by Councillor Rock Seconded by Councillor Wilson THAT the Warden and Chief Administrative Officer be authorized to sign a Lease Agreement with William Dick and William Glover for Suite #303 in the County Administration Building for a six month period, January 9, 2000 to June 9, 2000, at the rate of $13.00 per square foot. - Carried. Moved by Councillor Habkirk Seconded by Councillor Wilson THAT $233,799.28 be transferred from the Engineering Services Budget into a reserve fund for the final payment for Contract #1999-02 (Ashwarren). - Carried. Moved by Councillor Stewart Seconded by Councillor van Kasteren THAT the Confidential Report dated December 6, 1999 regarding the restructuring of various maintenance positions into one combined position known as Corporate Facilities Officer be approved for implementation. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Stewart That we adopt the recommendations of Committee of The Whole Council. - Carried. BY-LAWS Moved by Councillor VanBrenk Seconded by Councillor Habkirk THAT By-Law No. 99-42 "Being a By-Law to Authorize the Warden and the Treasurer to Borrow Up to the Sum of Fifteen Million Dollars" be read a first and second time. - Carried. Moved by Councillor Stewart Seconded by Councillor van Kasteren THAT By-Law No. 99-42 be read a third time and finally passed. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Rock THAT By-Law No. 99-43 "A By-Law to Confirm the Proceedings of the Municipal Council of the Corporation of the County of Elgin at the December 16th, 1999 Meeting" be read a first and second time. - Carried. County Council Moved by Councillor Wilson Seconded by Councillor Walters 12 December 16, 1999 THAT By-Law No. 99-43 be read third time and finally passed. - Carried. Warden McPhail wished everyone a Merry Christmas and Happy New Year. Moved by Councillor Walters Seconded by Councillor VanBrenk THAT we do now adjourn at 3:06 P.M. to meet again on January 11,2000 at 9:00 AM. - Carried. Mark G. McDonald, Chief Administrative Officer. Duncan J. McPhail, Warden.