February 16, 1999 Minutes
COUNTY COUNCIL
Tuesday, February 16, 1999
The Elgin County Council met this day at the Administration Building, at 9:00 AM., in
accordance with adjournment, with all members present.
The Warden in the Chair.
Moved by Councillor Habkirk
Seconded by Councillor Walters
THAT the minutes of the meeting held on January 25th, 1999 be adopted.
- Carried.
DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF -
None.
DELEGATIONS
Mr. Chester Hinatsu, Director of Ontario Works, and Mr. Roy Main, Administrator, City of
St. Thomas, were in attendance at 9:00 AM. to present the Provincial/Municipal Case
Integration Plan for the City of St. Thomas and the County of Elgin. Mr. Hinatsu indicated
he would provide a copy of the Child Care Plan to the Chief Administrative Officer. It was
discussed that additional temporary staffing would be required for a two-year period and
the cost would be shared 50/50 with the Province. At present, accommodations to
integrate the service have not been acquired, and a space requirements review indicated
that 8200 sq. ft. would be needed. The Warden suggested that available existing
accommodations should be pursued, rather than go to the expense of building a new
facility. Councillor Habkirk noted that operation budgets should decrease once the
consolidation of services are "on stream", and savings realized from the integration of
services should be reported to the public. Warden VanBrenk thanked the delegation and
they left at 9:16 AM.
Moved by Councillor Rock
Seconded by Councillor Walters
THAT the Corporation of the County of Elgin adopts "The Provincial/Municipal Case
Integration Plan for the Corporation of the City of St. Thomas (the Consolidated Municipal
Service Manager) and the Corporation of the County of Elgin, dated November 16, 1998",
in its entirety.
- Carried.
Moved by Councillor Clutterbuck
Seconded by Councillor Stewart
THAT we move into Committee Of The Whole Council.
- Carried.
COUNCIL REPORTS
UnderfundinQ - The Municipal Road System - Warden Van Brenk
Council directed the Manager of Engineering Services to review all County roads, and in
particular the roads that are heavily travelled (Highbury Road, Wellington Road, Highway
#74, etc.), and provide recommendations on half-load season restrictions and permits to
the next meeting. Councillor Habkirk requested all Counties be asked to endorse
Council's resolution, as well as provide a copy to OGRA
County Council
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February 16, 1999
Moved by Councillor Wilson
Seconded by Councillor Walters
THAT the Corporation of the County of Elgin adopts the resolution from the OGRA
requesting the Provincial Government to give municipalities access to revenue from road
user taxes and fees; and,
THAT copies of this resolution of support be forwarded to the Western Warden's
Association, Peter North, M.P.P., all Counties in Ontario, and local municipalities in the
County of Elgin for endorsement.
- Carried Unanimously.
Lower Thames Valley Conservation Authority - Councillor Clutterbuck
Councillor Clutterbuck introduced a report on the Lower Thames Valley Conservation
Authority.
Moved by Councillor Clutterbuck
Seconded by Councillor McPhail
THAT the Lower Thames Valley Conservation Authority undertake a detailed assessment
of the organizational alternatives of Renewal of the L TVCA; and amalgamation with
UTRCA; and,
THAT each said alternative studied include a full review of Elgin County needs and
preferences as documented on Page VII of the Executive Summary for the Organizational
Review for the Lower Thames Valley Conservation Authority, dated October, 1998; and,
THAT a study team be organized by L TVCA to undertake the said assessment to include
one representative from Elgin municipalities within the jurisdiction of the L TVCA
watershed; and further,
THAT the Councils of West Elgin, Dutton/Dunwich and Southwold be permitted to appoint
the said representative.
- Carried.
STAFF REPORTS
Donor RecoQnition Board - Director of Homes and Senior Services
Moved by Councillor Rock
Seconded by Councillor Habkirk
THAT the Director of Homes and Senior Services be authorized to proceed with the plans
for the Donor Recognition Board to indicate the levels of donation as follows:
That there be three sizes of print to distinguish the level of the donations. For donations
of more than $1,500 large print; for donation of $1 ,000 to $1,499 medium print; and for
donations of $500 to $999 smaller print. All other donations would appear in the donor
book. These levels are keeping within the parameters set for the Fundraising Campaign.
- Carried.
Road Appraisals - ManaQer of EnQineerinQ Services
Mr. Watters noted that appraisals are done each year on County roads and that half need
resurfacing and half are in good shape.
County Council
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February 16, 1999
Moved by Councillor Clutterbuck
Seconded by Councillor Walters
THAT the Road Appraisal Report from the Manager of Engineering Services be received
and filed.
- Carried.
Lease of R. Paul Murray (Transamerica Life)- ManaQer of EnQineerinQ Services
Moved by Councillor Habkirk
Seconded by Councillor Wilson
THAT the Warden and the Chief Administrative Officer be authorized and directed to sign
a Lease Agreement with Paul Murray for Room #225 in the County Administration Building
for a two-year period at the rate of $14.00 per square foot.
- Carried.
OMERS Pension Fund Surplus ManaQement - Director of Human Resources
Councillor Habkirk noted that the contribution holiday term is not guaranteed, and he
questioned OMERS' "prudent management" as lawsuits are ongoing regarding the surplus
funds.
Moved by Councillor Habkirk
Seconded by Councillor Rock
THAT the Council of the Corporation of the County of Elgin supports the OMERS Board
initiatives which are being recommended, and that the County further advise the Minister
of Municipal Affairs and Housing, of this endorsement.
- Carried.
SavinQs Realized by the Reduced E.!. Initiative - Director of Human Resources
Mr. Underhill suggested that Councillors may wish to ask their municipalities to apply for
this assistance if they have not done so.
Moved by Councillor Walters
Seconded by Councillor van Kasteren
THAT the report on Savings Realized by the Reduced E.1. Initiative Report presented by
the Director of Human Resources be received and filed.
- Carried.
On-GoinQ Proiect Results - Director of Human Resources
The Director of Human Resources indicated that this report is a summary of what the
Personnel assistant has done over the past year.
Moved by Councillor Walters
Seconded by Councillor Stewart
THAT the report on On-Going Project Results from the Personnel assistant be received
and filed.
- Carried.
Code of Ethics - Amendments - Director of Human Resources
Mr. Underhill explained the former policy was extremely tight and has been amended to
allow for token exchanges. He further indicated that if an employee refused to sign the
document, this refusal would be noted in their file.
County Council
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February 16, 1999
Moved by Councillor Clutterbuck
Seconded by Councillor Walters
THAT the amendments to Policy 2.100, Code of Ethics, be adopted.
- Carried.
Records ManaQement ProQram - Director of Human Resources
Mr. Underhill suggested that Councillors may want to take the document back to their
municipalities for consideration.
Moved by Councillor Rock
Seconded by Councillor Wilson
THAT the attached Policy Statement on Records Management be adopted.
- Carried.
County Settlements - Director of Human Resources
Moved by Councillor Rock
Seconded by Councillor van Kasteren
THAT the report on County Settlements be received and filed.
- Carried.
Treasurer's Statements of Remuneration and Expenses for Council; Remuneration
for Outside Boards; and Convention Expenses - Director of Financial Services
Moved by Councillor Rock
Seconded by Councillor McPhail
THAT the Treasurer's Statements of Remuneration and Expenses for County Council;
Convention Expenses for County Council; and Remuneration and Expenses for Outside
Boards be adopted.
- Carried.
Expansion of Rodney Library - ManaQer of Library Services
Ms. Bishop advised that the Municipality of West Elgin had requested an expansion of
6,500 sq. ft. to the Rodney Library. Such an expansion would require one additional staff
member for 12 hours per week, and reshelving of the entire building would be required.
Councillor McPhail indicated that the Rodney Library has not been changed significantly
in many years. Program and Library usage is fully utilized and space is very tight at the
facility.
Moved by Councillor McPhail
Seconded by Councillor Wilson
THAT the report on the Expansion of the Rodney Library be adopted.
- Carried.
Branch Construction Policy and Standard EIQin County Library Municipal Lease -
ManaQer of Library Services
Ms. Bishop indicated this report was to clarify the current policy which does not address
expansions and relocations. Questions arose regarding the dollar amount for Library
leases paid by the County, and differences in lease terms and rates per square foot.
County Council
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February 16, 1999
Warden VanBrenk reviewed the report, item by item, and asked for Council's decision on
each. Item #3 was clarified by indicating that any request for Library expansion, etc., must
be received by December 31 st and will be considered in the next year's budget. The Draft
Policy was amended by deleting item #2, and leaving items #13 and 14 as they are
presently.
Moved by Councillor Rock
Seconded by Councillor van Kasteren
THAT item #3 of the Library Branch Construction Policy and Standard Elgin County
Library Municipal Lease be amended to clarify that request for expansion must be
received by December 31 st in order to be considered in the next year's budget; and
THAT the Draft Policy be amended by deleting item #2 and leaving items #13 and 14 as
they appear in the current Policy.
- Carried.
Council took a short break at 10: 18 AM. and reconvened at 10:38 AM.
Councillor Rock left the meeting at 10: 18 AM. to attend a meeting on the ambulance
transfer.
CORRESPONDENCE
Items for Consideration
1. Excerpt from the Town of Pickering Council Minutes of January 18, 1999, concerning
"Ontario Campaign 2000" a Provincial/Federal initiative to eliminate child poverty.
2. Mr. Claude Cantin, President, Federation of Canadian Municipalities, with application
for FCM Municipal Membership.
3. Mr. Michael Power, President, Association of Municipalities of Ontario, requesting
Council support for AMO's 1999 Municipal Mandate initiative.
4. Ms. Donna L. Besman, Chief Administrative Officer, Seguin Township, with a
resolution concerning Bill 79 which relates to taxation capping and the impact on
restructured municipalities.
5. Town of Tillsonburg, with a resolution requesting the Province to restrict and regulate
rottweiler and pitbull dogs through the Municipal Act.
6. Ms. Maria Konefal, Office of the Clerk, City of St. Thomas, with copy of letter
regarding the brief submitted to the Ministry of Health concerning the Medical Officer
of Health.
7. Ms. Maria Konefal, Office of the Clerk, City of St. Thomas, with copy of letter
concerning the replacement of Valleyview Home for the Aged.
Moved by Councillor Stewart
Seconded by Councillor Wilson
THAT Correspondence Item #1 be received and filed.
- Carried.
Moved by Councillor Walters
Seconded by Councillor Habkirk
THAT Correspondence Item #2 be received and filed.
- Carried.
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February 16, 1999
The following recommendation was adopted respecting Correspondence Item #3.
Moved by Councillor Stewart
Seconded by Councillor Clutterbuck
THAT the Council of the Corporation of the County of Elgin submit the following areas of
critical concern for consideration in AMO's 1999 Municipal Mandate:
1) Improved Health Care
2) Road System Funding
3) Autonomy and Financial Stability of Municipalities
4) Implementation of the Energy Competition Act.
- Carried.
The following recommendation was adopted respecting Correspondence Item #4.
The Director of Financial Services indicated that complete information has not been
received from the Province to date. If we proceed ahead of receiving the Province's
instructions on tax matters, we would be placed in Division C. We would not be able to
claw back decreases from the industrial class to apply to residential classes and
increases would have to be funded from operational budgets. Further, tax billings would
not be legal and taxpayers could refuse to pay.
Moved by Councillor Clutterbuck
Seconded by Councillor Wilson
THAT the Council of the Corporation of the County of Elgin supports the resolution from
Seguin Township concerning Bill 79 and the implementation by restructured municipalities
relating to taxation capping.
- Carried.
The following recommendation was adopted respecting Correspondence Item #5.
Moved by Councillor Habkirk
Seconded by Councillor Stewart
THAT the Council of the Corporation of the County of Elgin supports the resolution from
the Town of Tillsonburg requesting the Ministry of Municipal Affairs and Housing to enact
the permissive legislation to restrict and regulate both the rottweiler and pitbull dog breed
through the Municipal Act, RSO, 1990.
- Defeated.
Moved by Councillor Walters
Seconded by Councillor McPhail
THAT Correspondence Item #5 be received and filed.
- Carried.
Moved by Councillor Wilson
Seconded by Councillor Stewart
THAT Correspondence Item #6 and #7 be received and filed.
- Carried.
Items for Information - (Consent AQenda)
1. Mr. Ronald T. Sapsford, Assistant Deputy Minister, Ministry of Health, advising
Council that no further funding is available for the purchase or lease of
accommodations for the Elgin-St. Thomas Health Unit.
County Council
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February 16, 1999
2. Mr. Peter Vivian, Executive Director, Telecommunication, Canadian Radio-Television
and Telecommunications Commission, with copy of correspondence regarding
Council's resolution concerning 9-1-1 service by cellular carriers.
3. Ms. Sandra Tychsen, Director, POA Transfer Project, Ministry of the Attorney
General, with an update on the demonstration sites for the Provincial Offences Act
transfer.
4. Mr. Peter Steckenreiter, Area Manager, London Area Office, Ministry of Community
and Social Services, with copy of correspondence concerning the Homelessness
Initiative Funding.
5. Ontario Association of Non-Profit Homes and Services for Seniors, "Seniors' Issues
Today" Newsletter and Executive Report.
6. Mr. Emil Kolb, Chair, Board of Directors, Ontario Property Assessment Corporation,
with a memorandum update on OPAC.
7. Association of Municipalities of Ontario "ALERT" - "Regulation Forces Recognition of
Seniority of Crown Employees".
8. Mr. David DeJonge, Chair, Board of Directors, Four Counties Health Services,
advising that their Board supports Council's resolution concerning rural physicians.
9. Mr. Wendell Graves, Administrator, Town of Aylmer, requesting the services of
County staff for input on the Town's OH&S Committee.
10. Ontario Good Roads Association, with 1999 Annual Conference Program.
11. Graeme Craig, Chair, 1999 International Plowing Match and Farm Machinery Show,
with information on the upcoming match.
12. Premier Michael D. Harris, thanking Council for their endorsement of the City of
Nepean's and the County of Brant's resolution regarding school funding.
The following recommendation was adopted respecting Correspondence Item #1.
Councillors expressed their disappointment that the response from the Minister of Health
in regard to this item has taken nearly ten months, even though two letters were forwarded
in this regard.
Moved by Councillor McPhail
Seconded by Councillor Walters
THAT the Corporation of the County of Elgin express its disappointment that the Minister
of Health has decided not to grant the County's request for further funding for the
purchase of the Elgin-St. Thomas Health Unit, and for the unsatisfactory response time to
convey this decision to the County.
- Carried.
The following recommendation was adopted respecting Correspondence Item #6.
Council is very concerned that the Province has transferred responsibility for assessment
issues to the Ontario Property Assessment Commission.
Moved by Councillor McPhail
Seconded by Councillor Wilson
THAT the Corporation of the County of Elgin objects to the Province of Ontario
transferring responsibility of assessment issues to the Ontario Property Assessment
Commission.
- Carried.
County Council
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February 16, 1999
Concerning Correspondence Item #9, Mr. Underhill noted that assistance from the
County's Health & Safety Co-ordinator is available to all municipalities.
Moved by Councillor Walters
Seconded by Councillor Stewart
THAT Correspondence Items #2-5 and 7-12 be received and filed.
- Carried.
OTHER BUSINESS
Statements/InQuiries By Members - Councillor van Kasteren announced that he has
Museum memberships for sale at $5.35 each, for any Council members and staff that may
be interested in purchasing one.
Councillor Habkirk noted that in the Road Superintendent Minutes of January 7, 1999, it
was recorded that monthly reporting of maintenance carried out on County Roads was not
stated specifically in County Council minutes and, as such, the Lower-Tier Road
Departments were not required to provide the documentation. Council consensus was
that a written, standardized form was to be provided monthly and submitted to the
Manager of Engineering Services to summarize and report to Council quarterly. The
paper trail must be there to avoid problems later.
Moved by Councillor Habkirk
Seconded by Councillor Walters
THAT a standardized form be compiled for reporting the maintenance carried out on
County Roads by the Lower-Tier Road Departments; and
THAT this form be provided monthly to the Manager of Engineering Services; and further,
THAT the Manager of Engineering Service summarize the forms and report to County
Council on a quarterly basis.
- Carried Unanimously.
Councillor McPhail advised that there would be a meeting regarding the Federal Fisheries
Act held in London shortly. It was noted that the Minister of Agriculture and Rural Affairs
has not responded to Council's January letter regarding agricultural and drainage issues
and Councillor Wilson requested two copies of the related documentation and he would
discuss this matter with the Minister at the meeting.
Councillor McPhail advised that former Warden Harry J. Mezenberg has accepted
Council's invitation to sit as a member on the Local Housing Authority Board.
Moved by Councillor McPhail
Seconded by Councillor Walters
THAT the Corporation of the County of Elgin nominate Mr. Harry J. Mezenberg to serve
on the Elgin and St. Thomas Housing Authority Board as a County representative, for the
term January 1, 1999 to December 31, 2001.
- Carried.
Councillor McPhail advised that a person who is knowledgeable with Farm Nutrient
Management Plans was willing to speak to Council and Council agreed to invite him to a
future meeting. Councillor McPhail will make the initial contact with the person.
Councillor Walters enquired about the status of the report on Lower-Tier Structures and
Connecting Links. The Manager of Engineering Services advised the report was
completed and it would be presented when budget items were discussed. Councillors
requested that the report be forwarded to the Lower-Tier for their input prior to budget
review and directed the Chief Administrative Officer to forward the report shortly.
County Council
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February 16, 1999
The Deputy Clerk asked Council's direction on which stickers they wished to use to
promote the 1999 International Year of Older Persons. The consensus of Council was to
use the stickers which staff had obtained at no charge.
Notice of Motions - none.
Matters of UrQency - none.
Moved by Councillor Stewart
Seconded by Councillor Wilson
THAT we proceed "In-Camera" to discuss legal and personnel matters.
- Carried.
The media and the Director of Social Services and Ontario Works left at 11 :30 AM.
Council recessed at 12:16 P.M. and reconvened at 1 :00 P.M. with all members in
attendance except Councillor Wilson (arrived at 1 :06 P.M.).
Senior staff were excused at 1 :50 P.M. with the exception of the Director of Human
Resources and the Chief Administrative Officer.
The Deputy Clerk returned to Council Chambers at 1 :57 P.M.
Moved by Councillor Clutterbuck
Seconded by Councillor McPhail
THAT we do now rise and report.
- Carried.
Moved by Councillor Walters
Seconded by Councillor Stewart
THAT Part of Lot 20, Concession S.N.B.T.R., Township of Southwold, be sold to the
Township of Southwold for a fee of $1.00, and all surveying and legal costs be borne by
the Township for the transfer; and,
THAT the County of Elgin transfer a one foot reserve on Part #2 and Part #3 of Lot 2,
Concession 9, County Road #19, Municipality of Bayham, Registered Plan 11 R-3-4117,
to the property owner of Part #1, for the sum of $10,000.00 per hectare; and,
THAT the Manager of Engineering Services notify the owner at 53245 Calton Line that all
salvage materials be removed from the County right-of-way by May 1 st, 1999, or the
County will remove the materials at the owners expense and a ditch will be installed along
the front of the property; and,
THAT the owner of Lot 2, Concession XI, County Road 48, Township of Malahide
(geographic Township of South Dorchester) move the fence to the property line by no
later than May 1 st, 1999, or the County will remove the fence at the Property owners
expense; and,
THAT the owner of Lot 18, Concession 4, County Road #104, Municipality of Chatham-
Kent (geographic Township of Orford) move the fence to the property line by no later
May 1, 1999, or the County will remove the fence at the Property owners expense.
- Carried.
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10
February 16, 1999
Moved by Councillor Habkirk
Seconded by Councillor McPhail
THAT the Job Evaluation Committee's recommendations for non-union positions be
implemented for all positions as reported.
- Carried.
Moved by Councillor Stewart
Seconded by Councillor Walters
THAT the Corporation of the County of Elgin support Mr. McCaig's appeal of the
Certificate of Approval on any matters which are of interest to the County, on the basis
that Green Lane will pay the reasonable costs of the County's support and will appeal
what is now Condition #14 as to matters raised by the Technical Committee in its
response to the previous Certificate.
- Carried.
Moved by Councillor van Kasteren
Seconded by Councillor Wilson
THAT we adopt the recommendations of the Committee Of The Whole Council.
- Carried.
Moved by Councillor McPhail
Seconded by Councillor Clutterbuck
THAT By-Law No. 99-4 "A By-Law to Confirm Proceedings of the Municipal Council of the
Corporation of the County of Elgin at the February 16th, 1999 Meeting" be read a first and
second time.
- Carried.
Moved by Councillor Clutterbuck
Seconded by Councillor Wilson
THAT By-Law 99-4 be read a third time and finally passed.
- Carried.
Moved by Councillor Stewart
Seconded by Councillor van Kasteren
THAT we do now adjourn at 2:20 P.M. to meet again on Thursday, February 25th, 1999 at
3:00 P.M.
- Carried.
Mark G. McDonald,
Chief Administrative Officer.
R. W. Walters,
Deputy Warden.