June 8, 1999 Minutes
COUNTY COUNCIL
Tuesday, June 8, 1999
The Elgin County Council met this day at the Administration Building, at 9:00 AM., in
accordance with adjournment, with all members present.
Warden VanBrenk in the Chair.
Moved by Councillor van Kasteren
Seconded by Councillor Habkirk
THAT the minutes of the meeting held on May 11, 1999 be adopted.
- Carried.
DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF-
None.
DELEGATION
Mr. Bob Heath of the Canada Summer Games 2001 Alliance Committee spoke to Council
about the plans underway for the 2001 Games and introduced other Committee members
who were in attendance. The Committee will be attempting to raise $500,000.00 for the
Elgin/St. Thomas area. He noted that there is an initiative underway to open the rail line
between London and Port Stanley in time for the Games. There will also be an
endowment fund set up in the amount of $2M from which the interest earned can be used
by the five-member Alliance for athletics. Mr. Heath indicated that the City of St. Thomas
has pledged $75,000.00 and was requesting Council to consider contributing a like
amount. Council had concerns regarding what economic spin-offs would be generated for
Elgin County from such an undertaking, why the County was not included in the original
setup of the Alliance and how the County would be included in future advertising of the
event. Mr. Heath indicated he would take these questions to the Committee for
discussion. Warden VanBrenk thanked the Committee members for attending and
indicated that Council would discuss the funding matter further.
The delegation left at 9:38 AM.
Mr. Stan Mendyk, Project Co-ordinatorlTrainer, County Library, reported to Council on the
Delivery of Government Information Project. Mr. Mendyk's mandate, through HRDC, is to
provide access and training to aid patrons to find the information they are looking for (e.g.
Income Security Programs). Libraries are the most convenient way to deliver government
information County-wide. The Library Main Branch will have its' web site and home page
available in about one month, and the County Branch Libraries are being worked on.
These websites will aid patrons to find government information on their own without the
need to travel to other centres to gain information or to get application forms. Mr. Mendyk
will be investigating areas to acquire funding to sustain this service, once the contract has
expired. A report will be presented for Council's information detailing the benefits and
accomplishments at the end of the project. Warden VanBrenk thanked the delegation for
attending.
Mr. Mendyk left at 10:04 AM.
Council took a short break at 10:04 AM. and reconvened at 10: 18 AM.
Warden VanBrenk began discussion on the request from the 2001 Alliance Committee.
Council consensus was to detail their unanswered questions in letter form and defer the
matter, pending a response to Council's concerns.
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June 8, 1999
Moved by Councillor Habkirk
Seconded by Councillor Rock
THAT the request for funding from the 2001 Alliance Committee be deferred until a
response is received to Council's concerns regarding an estimate of economic spin-offs
that would be realized by the County, and recognition through advertising and print media,
should Council decide to contribute financial support.
- Carried.
Moved by Councillor Stewart
Seconded by Councillor Habkirk
THAT we do now move into Committee Of The Whole Council.
- Carried.
STAFF REPORTS
ConsolidatinQ By-Law - ManaQer of EnQineerinQ Services
Mr. Watters handed out Schedule "A" to the Consolidating By-Law and requested
Councillors take it to the local Clerks for their information.
Moved by Councillor Clutterbuck
Seconded by Councillor Wilson
THAT the Consolidating By-Law, officially known as By-Law No. 85-27, and all of its
amending by-laws be repealed; and,
THAT a new Consolidating By-Law be passed containing all updated properties related to
the Elgin County Road System.
- Carried.
Municipality Of West EIQin ReQuests Temporary Road Closure - ManaQer Of
EnQineerinQ Services
Moved by Councillor McPhail
Seconded by Councillor Wilson
THAT a by-law be passed to temporarily close Main Street (County Road #2) from
Graham Road to Ridge Street in the geographical location of West Lorne, in the
Municipality of West Elgin; and,
THAT the road closure shall be from 6:00 P.M., Friday, September 3,1999 to 6:00 P.M.
Saturday, September 4, 1999, for the purposes of a Downhill Derby; and,
THAT should inclement weather prohibit the scheduled proceedings, an alternative date
of 6:00 P.M. Friday, September 10 to 6:00 P.M. Saturday, September 11, 1999 be agreed
to; and,
THAT safety requirements are to be met to the satisfaction of the Manager of Engineering
Services.
- Carried.
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June 8, 1999
Road ClosinQ - Township of Malahide - ManaQer of EnQineerinQ Services
Moved by Councillor van Kasteren
Seconded by Councillor Stewart
THAT the Township of Malahide be informed that the County of Elgin has no concerns
with the closure of the road allowance between Concessions 2 and 3 in Lots 5 and 6,
Parts #1 and 2, Registered Plan #11 R-6693; Parts #1 and 2, Registered Plan #11 R-6694
and Parts #1,#2,#3 and #4 Registered Plan #11 R-6697, running northerly from
Jamestown Line to Sparta Line.
- Carried.
HirinQ of Casual Part-Time Cleaner - ManaQer of EnQineerinQ Service
Moved by Councillor Rock
Seconded by Councillor Walters
THAT the Manager of Engineering Services hire a casual part-time cleaner for a maximum
of 300 hours per year to cover cleaning staff sick leaves, vacations and the additional
workload during spring and fall cleanups.
- Carried.
HiQhway Transfer Reserve - ManaQer of EnQineerinQ Service
Councillors questioned if trucks are using #119 rather than Highway #4 to get to the
landfill. Mr. Watters indicated that he is not aware of any such use and that residents in
the area would make him aware if this should happen. Councilors also questioned the
cost-effective use of highfloat rather than gravel on the roads and the Manager indicated
that it saves dollars in the long term.
Moved by Councillor Walters
Seconded by Councillor Stewart
THAT monies be used from the Highway Transfer Reserve to apply gravel to Road #5
from Road #2 to the Walkers Bridge and Road #9 from Road #8 to Road #5 in 1999; and,
THAT gravel be applied on Road #5 from Road #2 to Walkers Bridge and Road #9 from
Road #8 to Road #5 in the year 2000; and,
THAT double highfloat surface be applied to Road #5 from Road #2 to Walkers Bridge
and Road #9 from Road #8 to Road #5 in the year 2000; and,
THAT Road #19 in Eden, Straffordville and Vienna, after the completion of the servicing of
those villages, be set as priority for capital projects.
- Carried.
Asset ManaQement System - ManaQer of EnQineerinQ Services
The Manager noted that since the report was prepared, more municipalities have
indicated support and as such, our cost will be lower.
Moved by Councillor Rock
Seconded by Councillor Clutterbuck
THAT the Ontario Good Roads Association be informed of the County's interest in the
Asset Management System Project; and,
THAT the direct cost to the County of Elgin be set at a maximum of $7,000.00; and,
THAT the monies be taken from the Roads reserve.
- Carried.
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June 8, 1999
Land ReQuirements by County of EIQin from Severances - ManaQer of EnQineerinQ
Service
Mr. Watters would like to reduce operating costs by placing the onus on property owners
to obtain surveys and pay legal costs to register documents relating to severances that
require daylight corners or road widening for County purposes. Council consensus was to
leave the process as it is currently and the County remain responsible for requirements for
registering land required for road purposes from land severances.
Moved by Councillor van Kasteren
Seconded by Councillor Wilson
THAT the report entitled" Land Requirements by County of Elgin from Severances" be
received and filed.
- Carried.
Councillor Walters questioned why the County was paying for land required for severance
purposes, when his municipality, as well as others, do not pay. The Manager of
Engineering Services was directed to investigate and report back on the policies of lower-
tier municipalities.
Benefits for Early Retirees - Director of Human Resources
Mr. Underhill reported that the OMERS 80 Factor for early retirement will remain open
until Dec. 31, 2001 and requested that it, as well as other benefits, be offered to County
employees. Councillor Habkirk requested the report be deferred and cost projections be
presented on the proposed benefits for early retirement. The Chief Administrative Officer
noted that we can prepare cost projections, but it is difficult to determine whether or not
employees would be replaced. Councillors noted that some of the former County
employees taken on by the lower-tier through amalgamation want the same offer as the
County, and will the County take on some responsibility for these payments. The Chief
Administrative Officer indicated that the County offered a voluntary exit program to
employees at the time of amalgamation which included some benefits. The County's
liability for its former employees ended with that exit package, therefore the responsibility
for early retirement rests with the municipality.
Moved by Councillor Habkirk
Seconded by Councillor Rock
THAT the report entitled "Benefits for Early Retirees" be deferred and a report be
presented to a future meeting projecting the proposed benefits for early retirement versus
payout at normal retirement.
- Carried.
GallaQher Bassett Canada Inc. - Director of Human Resources
Moved by Councillor Walters
Seconded by Councillor Habkirk
THAT the County of Elgin switch immediately to the new claims Management Service Plan
with Gallagher Basset Canada Inc., retroactive to November 27,1998.
- Carried.
Non-Union Vacation Entitlement - Director of Human Resources
The Director requested the Vacation Policy be amended to current year entitlement for
vacation purposes.
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June 8, 1999
Moved by Councillor Walters
Seconded by Councillor Habkirk
THAT, section seven of the personnel policy manual be amended to reflect vacation being
earned and taken in the current year; and
THAT, for the current staff affected, the following option approved:
a) In order to minimize the budget payout, no more than two weeks of vacation will
be paid out in 1999 and that the one-time costs of such payment be made from
the Millrate Stabilization Reserve.
b) Any remaining vacation, as a result of this change, will be utilized prior to
December 31,2001, as agreed to by the Department Head and the employee.
- Carried.
Service AQreements for Homes - Director of Homes and Senior Services
Moved by Councillor Habkirk
Seconded by Councillor Stewart
THAT the Warden and Chief Administrative Officer be authorized to sign and seal the
1998 Service Agreements for Elgin Manor, Terrace Lodge and Bobier Villa.
- Carried.
Surplus EQuipment - Director of Homes and Seniors Services
Moved by Councilor Rock
Seconded by Councillor van Kasteren
THAT the Director of Homes and Seniors Services be authorized to advertise as surplus
equipment for public bids the following items:
1 Dominion Slate Billiard Table and Ball Rack
1 Circa 1940 Allis Chalmers 4 cylinder gas tractor
1 Barber's Chair
- Carried.
EIQin-St. Thomas Ambulance Fleet - Replaced Vehicles - EmerQency Measures Co-
Ordinator
Three vehicles are surplus to County/City requirements, after acquiring new ambulances.
One vehicle should be kept as a reserve, and the other two should be sold.
Moved by Councillor Habkirk
Seconded by Councillor Rock
THAT the County retain a reserve vehicle, to be shared between the two services, from
the replaced vehicle stock; and,
THAT the remaining two replaced ambulances be sold through a sealed bid tendering
process with minimum bids on each vehicle; and,
THAT if the minimum bids are not achieved, the vehicles be placed in the year 2000
County auction; and,
THAT the profits from the vehicle sales be used to help offset the cost of the reserve
vehicle.
- Carried.
County Council
6
June 8, 1999
CORRESPONDENCE
Items for Consideration
1. Carolyn Hacking, Clerk, Township of Centre Wellington, requesting Council's
endorsement of a resolution to petition the Province for an Infrastructure for Bridge
Replacement and Repairs Program.
2. Kelly Gillis and Stephanie Loomer, Thames Valley District Health Council, inviting
Mayors/Reeves and Clerks/CAD's to a Health Sector Operational Continuity and
Emergency Preparedness Planning Workshop.
3. Diane Hall, Deputy Clerk, Township of Front of Leeds and Lansdowne, with a
resolution petitioning that prayer and Bible reading be reinstated in schools.
4. Wendy Kobayashi, Town of Bosanquet, with a resolution concerning financial
assistance for extension of waterlines into rural areas.
The following recommendation was adopted respecting Correspondence Item #1.
Moved by Councillor Habkirk
Seconded by Councillor van Kasteren
THAT the Corporation of the County of Elgin supports the resolution from the
Township of Centre Wellington petitioning the Federal and Provincial governments
to bring forward an Infrastructure Program for the funding of a major portion of the
cost to maintain or replace municipal bridges.
- Carried.
Moved by Councillor Habkirk
Seconded by Councillor Wilson
THAT Correspondence Item #2 be received and filed.
- Carried.
Moved by Councillor Rock
Seconded by Councillor van Kasteren
THAT Correspondence Item #3 be received and filed.
- Carried.
The following recommendation was adopted respecting Correspondence Item #4.
Moved by Councillor Clutterbuck
Seconded by Councillor Walters
THAT the Corporation of the County of Elgin supports the resolution from the Township of
Bosanquet petitioning the Provincial government to provide grants and subsidies to
extend waterlines into rural areas.
- Carried.
Items for Information - (Consent AQenda)
1. The Honourable Michael D. Harris, Premier of Ontario, acknowledging Council's
resolution in support of re-establishing a subsidy for bridge reconstruction and
maintenance.
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June 8, 1999
2. J.W. Tiernay, Administrator, County of Peterborough, endorsing Council's resolution
requesting the provincial government give municipalities access to revenue from
road user taxes and fees.
3. Harry Chandler, Deputy Commissioner (Criminal Matters), Industry Canada,
concerning gasoline prices in the province.
4. The Honourable A. Anne McLellan, Minister of Justice, with information concerning
the "Youth Criminal Justice Act" and acknowledging Council's resolution regarding
youth justice.
5. P. Jeffrey Seaton, President, Ontario Good Roads Association, concerning a major
project to collect data on roads in Ontario.
6. Brenda Clark, Assistant Clerk, County of Simcoe, with support for Council's
resolution giving municipalities access to revenue from road user taxes and fees.
7. Ken Monteith, Chairperson, Fundraising Committee, and Steve Bailey, Executive
Director, Family & Children's Services of St. Thomas and Elgin, thanking the County
for its contribution towards the agency's building expansion project.
8. Tim Hudak, Parliamentary Assistant to the Minister of Health, with an update on the
progress of the Joint Land Ambulance Implementation Steering Committee.
9. The Honourable Robert W. Runciman, Solicitor General and Minister of Correctional
Services, acknowledging the County's support of the Kearney resolution concerning
the sentencing of an armed robber.
10. The Honourable AI Leach, Minister of Municipal Affairs and Housing, thanking Mr.
Harry Mezenberg for accepting a position on the Elgin and St. Thomas Housing
Authority.
11. R. Millard, C.A.O.lClerk, Township of Malahide, with a resolution approving in
principle the TransCanada Trail.
12. Vic Gillman, Area Manager-Ontario, Fisheries and Habitat Management-Ontario
Area, thanking Council for inviting the Department of Fisheries and Oceans to April
27th Council meeting.
13. R. Millard, C.A.O., Township of Malahide, thanking the County and the Health and
Safety Co-Ordinator for providing first aid training to their employees.
14. The Honourable Michael D. Harris, Premier of Ontario, acknowledging Council's
support for the Township of Morris' resolution regarding rural water quality
improvement.
15. 1999 AMO Annual Conference Registration Form to be held from August 22-25, 1999.
16. Murray Segal, Assistant Deputy Attorney General, Criminal Law Division, Ministry of
the Attorney General, concerning the sentencing following the criminal act of robbery
of the Kerney liquor store.
17. Gar Knutson, Parliamentary Secretary to the Prime Minister, regarding Council's
resolution concerning the proposed changes to the Tobacco Act.
18. K. G. Sloan, Administrator/Clerk, Municipality of Central Elgin, with a resolution
concerning the TransCanada Trail through Central Elgin.
19. Ministry of Labour, with a Fact Sheet "Fairness Is A Two-Way Street Act (Construction
Labour Mobility) 1999.
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June 8, 1999
Moved by Councillor Habkirk
Seconded by Councillor Stewart
THAT Correspondence Items #1-19 be received and filed.
- Carried.
OTHER BUSINESS
Statements/InQuiries Bv Members
Councillor Walters requested that letters of congratulations be forwarded to former M.P.P.
Peter North, newly elected M.P.P. Stephen Peters and Mayor Joanne Brooks.
Warden VanBrenk issued an invitation to Councillors and Senior Staff to his home for a
Summer Barbecue on August 21, 1999.
Notice of Motion - None.
Matters of UrQencv - None.
Moved by Councillor van Kasteren
Seconded by Councillor Walters
Council recessed at 11 :26 AM. to tour the fourth floor.
- Carried.
Council reconvened at 1 :00 P.M.
Moved by Councillor Walters
Seconded by Councillor Rock
THAT we move In-Camera to discuss personnel and property matters.
- Carried.
Warden VanBrenk asked Councillor Stewart to Chair the In-Camera portion.
Senior Staff, except for the Director of Human Resources and Chief Administrative Officer,
were excused at 2:49 P.M. and the Deputy Clerk re-entered the Chambers at 3:03 P.M.
Moved by Councillor Wilson
Seconded by Councillor Rock
THAT we do now rise and report.
- Carried.
Council took a short break at 3:07 P.M. and reconvened at 3:15 P.M.
Moved by Councillor Habkirk
Seconded by Councillor Rock
THAT, to insure a smooth transition without limiting flexibility or future delivery options, the
current ambulance service arrangements in the County of Elgin and the City of St.
Thomas continue until December 31 st, 2000; and,
THAT, providing the Government of Ontario does not reclaim responsibility for land
ambulance services prior to December 31 st, 2000, the County of Elgin develop a plan to
administer land ambulance services according to the following principles:
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June 8, 1999
1. Negotiate a service management contract with the existing operators for a specified
term;
2. The Council of the County of Elgin will govern the land ambulance service;
3. The County of Elgin (on behalf of the County and the City of St. Thomas) will retain
ownership of the "rolling stock" used by the service operators; and,
THAT, the Emergency Measures Co-Ordinator be directed to investigate the following and
report back to Councils before December 31, 2000:
a) Design a contract for the provision of ambulance services by the existing operators;
b) Develop a vehicle and equipment replacement schedule;
c) Develop a risk management plan for land ambulance operations which will consider
ownership of operating infrastructure, insurable risks, financial and operational
integrity of service providers, personnel training and development, benchmarking and
performance measurement;
d) Establish inter-municipal agreements with other UTM's to ensure seamlessness,
advance common interests, reduce duplication of efforts, encourage joint purchasing,
among other items;
e) Establish a reporting protocol with the operators through to County Council;
f) Clearly delineate the role and responsibilities of Council, the operators and the
Emergency Measures Co-Ordinator;
g) Establish a technical advisory committee comprised of key stakeholders along with a
defined terms of reference;
h) Pursue an involvement in the management and operation of the provincial dispatch
centre by negotiating with the Ministry of Health a formal service agreement setting out
standards and reporting requirements for both service monitoring and financial
statements.
- Carried Unanimously.
Moved by Councillor Clutterbuck
Seconded by Councillor Walters
THAT the incumbent be offered the permanent full time position of Emergency Measures
Co-Ordinator and a revised job description be developed and evaluated based on the
duties and responsibilities envisioned in the report on Land Ambulance Services.
- Carried.
Moved by Councillor van Kasteren
Seconded by Councillor Walters
THAT commencing immediately, Mr. Frank Clarke be reassigned from automation to the
position of Special Projects Officer - Archives; and,
THAT Mr. Clarke report to the Manager of Library Services; and,
THAT the Elgin-St. Thomas Archives Association be permitted to utilize Mr. Clarke's
services subject to the approval of the Manager of Library Services, to help develop a
plan for archives for consideration by the various funding partners and stakeholders in the
County and the City; and,
THAT the new position be charged with the responsibility of purging the current archival
material in the County Administration Building as soon as possible; and further,
THAT County Council be apprised regularly of the progress and activities of the Special
Projects Officer-Archives; and,
THAT the Director of Human Resources develop a complete job description for the
position; and,
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June 8, 1999
THAT the Director of Financial Services be authorized to hire one contract full-time
Automation Technician to replace the transferred incumbent.
- Carried Unanimously.
Moved by Councillor Wilson
Seconded by Councillor McPhail
THAT Mr. Paul Courey, Solicitor, be retained to provide advice and direction regarding the
relationship between the Drainage Act and the Fisheries Act as per the confidential
proposal dated June 7, 1999.
- Carried.
A letter was received from the Elgin-St. Thomas Archives Association requesting that
Council appoint a representative to their organization.
Moved by Councillor van Kasteren
Seconded by Councillor Walters
THAT Councillor Clutterbuck be appointed as the County of Elgin representative to the
Elgin-St. Thomas Archives Association.
- Carried Unanimously.
Moved by Councillor Habkirk
Seconded by Councillor Walters
THAT we adopt the recommendations of the Committee Of The Whole Council.
- Carried.
BY-LAWS
Moved by Councillor Rock
Seconded by Councillor Habkirk
THAT By-Law No. 99-16 "Being a By-Law to Authorize the Temporary Closure of a
Portion of County Road #2 (Main Street) in the Municipality of West Elgin" be read a first
and second time.
- Carried.
Moved by Councillor Rock
Seconded by Councillor van Kasteren
THAT By-Law No. 99-16 be read a third time and finally passed.
- Carried.
Moved by Councillor Clutterbuck
Seconded by Councillor Habkirk
THAT By-Law No. 99-17 "A By-Law to Adopt A Plan of County Road Improvement and
Establish a County Road System in the County of Elgin Under the Public Transportation
and Highway Improvement Act" be read a first and second time.
- Carried.
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June 8, 1999
Moved by Councillor Walters
Seconded by Councillor Stewart
THAT By-Law No. 99-17 be read a third time and finally passed.
- Carried.
Moved by Councillor McPhail
Seconded by Councillor Stewart
THAT By-Law No. 99-18 "Being a By-Law to Establish the Salaries for Various Positions
of the County of Elgin" be read a first and second time.
- Carried.
Moved by Councillor Walters
Seconded by Councillor van Kasteren
THAT By-Law No. 99-18 be read a third time and finally passed.
- Carried.
Moved by Councillor Rock
Seconded by Councillor Wilson
THAT By-Law No. 99-19 "Being a By-Law to Establish a Pay Schedule for Employees
Covered by the Job Evaluation Scale" be read a first and second time.
- Carried.
Moved by Councillor McPhail
Seconded by Councillor Clutterbuck
THAT By-Law No. 99-19 be read a third time and finally passed.
- Carried.
Moved by Councillor Habkirk
Seconded by Councillor Walters
THAT By-Law No. 99-20 "Being a By-Law to Authorize the Execution of Collective
Agreements Between the Corporation of the County of Elgin and London and District
Service Workers' Union, Local 220, S.E.I.U., AF.L., C.1.0., C.L.C., With Respect to the
Corporation's Full and Part-Time Employees at the Elgin Manor, Terrace Lodge and
Bobier Villa" be read a first and second time.
- Carried.
Moved by Councillor Walters
Seconded by Councillor McPhail
THAT By-Law No. 99-20 be read a third time and finally passed.
- Carried.
Moved by Councillor Rock
Seconded by Councillor McPhail
THAT By-Law No. 99-21 "A By-Law to Confirm Proceedings of the Municipal Council of
the Corporation of the County of Elgin at the June 8th, 1999 Meeting" be read a first and
second time.
- Carried.
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June 8, 1999
Moved by Councillor Clutterbuck
Seconded by Councillor Walters
THAT By-Law No. 99-21 be read a third time and finally passed.
- Carried.
Councillor Habkirk advised that he would present a Notice of Motion to the next meeting
as follows:
THAT, when County services are provided or requested by another municipality or
organization, that are not the direct and sole responsibility of the upper tier, the cost of
providing said services be charged at the appropriate rate to the requesting body.
Moved by Councillor Walters
Seconded by Councillor Stewart
THAT we do now adjourn at 3:20 P.M. to meet again on June 22, 1999 at 9:00 AM.
- Carried.
Mark G. McDonald,
Chief Administrative Officer.
Rien VanBrenk,
Warden.