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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. County Council 2 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. County Council 3 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. County Council 4 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. County Council 5 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. County Council 7 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. County Council 8 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: County Council 9 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, County Council 10 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. County Council 11 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. County Council 12 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.