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March 23, 1999 Minutes COUNTY COUNCIL Tuesday, March 23, 1999 The Elgin County Council met this day at the Administration Building, at 9:03 A.M., in accordance with adjournment, with all members present except Councillors Stewart (attended later) and Walters (family reasons). Warden VanBrenk in the Chair. Moved by Councillor Habkirk Seconded by Councillor Clutterbuck THAT the minutes of the meetings held on March 9th, 1999 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF - None. DELEGATIONS Mr. Steve Bailey, Executive Director, and Mr. Ken Monteith, Member of the Board, Family & Children's Services of St. Thomas and Elgin, addressed Council on their fundraising efforts for renovations to their building. Caseload has increased by approximately 60%, due to downloading from the Province and general welfare assistance cuts, and more office area is required. The basement area of 4,000 sq. ft. is being renovated to accommodate the increased staff complement and for meeting rooms, at a total cost of $275,000.00. The delegation is requesting consideration of a grant of $5,000.00 towards their fundraising efforts. Warden VanBrenk thanked the delegation for their presentation and referred the grant request to budget deliberations. The delegation left at 9:24 A.M. Mr. Ed Lewinsky of St. Thomas-Elgin Tourist Association, addressed Council on additional tourism "Welcome" signage the Association wished to purchase. This signage would be placed at the five major entrances to the County and the Association indicated it would be requesting municipalities to consider installing them on their behalf. The Manager of Engineering Services indicated that he had spoken to the Lower-Tier Road Superintendents in this regard and they indicated they would have no problem with putting them up. The Manager of Engineering Services further expressed concern regarding responsibility for the signage on County Road allowances if vandalism or accidents occurred. Mr. Lewinsky noted the "Visitor's Guide to Elgin County" will be ready on April 14, 1999 which they expect will produce a marked increase in tourism in the County of Elgin. The delegation requested consideration of a grant of $5,000 towards their efforts. Councillors requested that the wording on the signage be addressed to make it more "County" oriented and would like inclusion of "A 9-1-1 Community". Warden VanBrenk thanked the delegation for his presentation and referred the grant request to budget deliberations. The delegation left at 9:41 A.M. Councillor Stewart arrived at 9:41 A.M. Moved by Councillor Rock Seconded by Councillor Stewart THAT we do now move into Committee Of The Whole Council. - Carried. County Council 2 March 23, 1999 STAFF REPORTS Urban Rebates - ManaQer of EnQineerinQ Services and Chief Administrative Officer Moved by Councillor Habkirk Seconded by Councillor McPhail THAT a reserve for County Road #73 improvements be established in the total amount of $300,000.00 to be dedicated to work conducted in the Town of Aylmer; and, THAT the Manager of Engineering Services be authorized to release funds to senior administration at the Town of Aylmer, based on actual receipts for the work completed; and, THAT the Town of Aylmer be responsible to co-ordinate all work related to the project, subject to approval of the County's Manager of Engineering Services. - Carried. Maintenance Allocation to Lower-Tier Municipalities - A Review - ManaQer of EnQineerinQ Services The Manager of Engineering Services highlighted the report outlining expenditures made by the Lower-Tier on maintenance of County Roads and that the County allocation is over and above what was spent. Councillors questioned variations in line items and if maintenance programs are being carried out properly across the County. The Manager of Engineering Services indicated that he performs two quality assurance tests per year and contacts the Lower-Tier if there is a problem. Although the Lower-Tier Road Superin- tendents are responsible for maintenance programs, Councillors requested the Manager to watch expenditures more closely, as he is responsible for overseeing road maintenance. Moved by Councillor Habkirk Seconded by Councillor Clutterbuck THAT for 1999 Budget purposes, the maintenance allocation to Lower-Tier municipalities remain at $2,805 per kilometer. - Carried Unanimously. Homes Donation Accounts - Director of Homes and Senior Services The County Audit revealed it would be beneficial to consolidate the donation accounts into reserve accounts in order to realize more interest and for better tracking. Moved by Councillor Habkirk Seconded by Councillor van Kasteren THAT the Homes' Donation Accounts be closed and all funds transferred to the County of Elgin Financial Services Department where reserve accounts will be organized for each Home. - Carried. Lower Tier Roads Maintenance Payment - Director of Financial Services Moved by Councillor Rock Seconded by Councillor Stewart THAT staff be directed to issue the first quarter roads maintenance payment to the Lower- Tier based on 1998 figures. - Carried. County Council 3 March 23, 1999 Photocopier for the Human Resources Department - Director of Human Resources The Chief Administrative Officer reported that the Human Resources' photocopier is in poor running order and requires replacement, either by purchase or lease. Moved by Councillor Wilson Seconded by Councillor Habkirk THAT the Human Resources Department be authorized to purchase or lease a photocopier in 1999, with an upset limit of $15,000.00 and the cost be included in the Corporate Expenditures Budget. - Carried. The Chief Administrative Officer noted that the copier in Administrative Services is beginning to breakdown and the high-volume copier used by all County Departments is old and parts are hard to come by. This machine could be given to the Pioneer Museum, as their volume of copying is much less. Council consensus was to investigate getting two copiers, which may realize a cost-savings, and to report back to Council on the findings. County Library Automation Update - ManaQer of Library Services The Library would like to make a database available to the public to track books, via the Internet, and indicated that dollars have been placed in the Information Technology budget line for Council's consideration. Moved by Councillor Rock Seconded by Councillor McPhail THAT the Report on County Library Automation Update be received and filed. - Carried. MileaQe Claims Policy for County Councillors - Chief Administrative Officer The CAD noted that the Implementation Committee had recommended that mileage and remuneration be paid out in one lump sum to reduce paperwork. However, distances travelled by Councillors to attend meetings varies dramatically depending on the individual's home location. Moved by Councillor Clutterbuck Seconded by Councillor Rock THAT commencing immediately County Councillors be permitted to claim mileage for all functions attended on behalf of the County; and, THAT the mileage be paid at the current rate of $.30 per kilometer, adjusted from time to time as determined by Council; and, THAT expense claims for mileage be submitted on the attached form once a month for processing. - Carried. Council took a short break at 10:15 A.M. and reconvened at 10:29 A.M. Moved by Councillor Stewart Seconded by Councillor Rock THAT we move In-Camera to discuss personnel matters. - Carried. County Council 4 March 23, 1999 Warden VanBrenk named Councillor van Kasteren as Chairman of the Committee Of The Whole Council for the In-Camera portion. Moved by Councillor Rock Seconded by Councillor McPhail THAT we do recess at 12:14 P.M. - Carried. Council reconvened In-Camera at 1 :14 P.M. Moved by Warden VanBrenk Seconded by Councillor Rock THAT we do now rise and report. - Carried. Moved by Councillor Rock Seconded by Councillor Clutterbuck THAT the Confidential Report dated March 15, 1999, from the Chief Administrative Officer entitled "Staff Re-organization - A Consolidated Review" be received and filed. - Carried. Moved by Councillor McPhail Seconded by Councillor Stewart THAT the Confidential Report from the Director of Homes and Seniors Services entitled "Administration Structure of Homes" dated February 4, 1999, and actions contained therein be received and approved; and, THAT the Director of Homes report back to Council in a timely manner. - Carried. Moved by Councillor Rock Seconded by Councillor van Kasteren THAT the Building Services Supervisor be assigned to the position of Corporate Facilities Co-ordinator, effective March 25, 1999, and that the Assistant Building Services Supervisor be assigned to the Homes position of Supervisor of Environmental Services; and further, THAT these two positions be reviewed no later than September 30, 1999 for salary administration purposes. - Carried. Moved by Councillor Clutterbuck Seconded by Councillor Habkirk THAT we accept the Confidential Report entitled "Homes Staffing Requirements" and that the Director of Homes and Seniors Services and Director of Human Resources implement the necessary steps to recruit positions, and re-evaluate certain positions. - Carried. County Council 5 March 23, 1999 Moved by Councillor Stewart Seconded by Councillor Habkirk THAT the Confidential Report entitled "Expiry of Library Contract Position" from the Manager of Library Services be received and filed. - Carried. Moved by Councillor Rock Seconded by Councillor van Kasteren THAT staff be directed to proceed with consolidation of the automation responsibilities; and, THAT Mr. Frank Clarke be transferred to the Financial Services Department as a lateral move; and, THAT Mrs. Dianne Palmer assume the remaining duties of the Public Services Co- ordinator by expanding her current role, and that said position become permanent; and, THAT the report from the Director of Financial Services, Director of Human Resources and the Manager of Library Services be approved. - Carried. Moved by Councillor Clutterbuck Seconded by Councillor Rock THAT staff be directed to develop a new technical assistant position for a one-year contract within Financial Services; and, THAT this position commence on June 1, 1999; and, THAT staff be directed to investigate the availability of funding through HRDC to cover the costs of the new position; and, THAT should HRDC funding not be available, staff be directed to include the contract position in the 1999 budget; and, THAT staff be directed to report back to Council in the fall of 1999 on the demonstrated need for a technical assistant; and further, THAT the report from the Director of Financial Services and the Director of Human Resources be approved. - Carried. Moved by Councillor Wilson Seconded by Councillor McPhail THAT when the contract expires for the position of Assistant to the Director of Human Resources, the position be renewed for a further one year term, and the 1999 departmental budget be adjusted accordingly. - Carried. Moved by Councillor Wilson Seconded by Councillor Stewart THAT the Manager of Engineering Services be authorized to fill the contract position of Construction Technician for the period of April 15 to December 15, 1999, and for similar time periods in proceeding years, as the need is recognized. The hours of work per week and rate of pay will follow County policies. - Carried. County Council 6 March 23, 1999 Moved by Councillor Clutterbuck Seconded by Councillor McPhail THAT the Commercial Industrial Multi-Residential Taxpayers notice, as amended, be approved for circulation. - Carried Unanimously. CORRESPONDENCE Items for Consideration 1. Todd R. Pepper, General Manager, Essex-Windsor Solid Waste Authority, concerning the amendment of Section 1 of the Municipal Affairs Act with regard to the exclusion of the definition of "public utility" in the Municipal Act for the purpose of assessment. 2. E.J. Lewinsky, Executive Vice President, Elgin Tourist Association, advising that the Board of Directors has renewed the ETA's membership in S.W.O.T.A. at the $500.00 "Gold Level". 3. Anna Lapointe, City Clerk, City of Kanata, concerning equitable taxation of Canadian NHL hockey teams competing with subsidized foreign competitors. 4. Peggy Malcolm, Consultant, Southern Ontario Library Service, announcing "Library Advocacy Now!" Workshops for Library Trustees, Library Staff and Friends' Groups. 5. Paul Huras, Executive Director, Thames Valley District Health Council, requesting nominations for two positions on the "Integrated Health Planning Committee". 6. Honourable Isabel Bassett, Minister of Citizenship, Culture and Recreation, with nomination forms for the "Ontario Medal for Good Citizenship". 7. Carolyn Cameron, President, Beth Evans, Administrator, and Rick Kish, Artistic Director, Port Stanley Festival Theatre, requesting Council's endorsement of the Theatre's organization. 8. Randy Millard, C.A.O.lClerk, Township of Malahide, requesting that the County defer the Commercial and Industrial share of the March levy installment for six weeks. 9. John Laughlin, Director of Education, Thames Valley District School Board, announcing that the Eden Public School property is surplus and offering it for sale. 10. Bettyanne Cobean, Clerk-Treasurer, County of Bruce, regarding Land Ambulance Dispatch. Moved by Councillor van Kasteren Seconded by Councillor Stewart THAT Correspondence Item #1 be received and filed. - Carried. Moved by Councillor Habkirk Seconded by Councillor Stewart THAT Correspondence Item #2 be received and filed. - Carried. A letter will be forwarded to SWOTA advising that membership is an ETA decision. County Council 7 March 23, 1999 Moved by Councillor Habkirk Seconded by Councillor McPhail THAT Correspondence Item #3 be received and filed. - Carried. Moved by Councillor Habkirk Seconded by Councillor Stewart THAT Correspondence Item #4 be received and filed. -Carried. The following recommendation was adopted respecting Correspondence Item #5: Moved by Councillor Rock Seconded by Councillor Wilson THAT the Corporation of the County of Elgin nominates Councillor Bob Habkirk to serve as a member on the Integrated Health Planning Committee. - Carried Unanimously. Moved by Councillor Wilson Seconded by Councillor Rock THAT the Corporation of the County of Elgin nominates Mrs. Marilyn Fleck, Director of Homes and Senior Services to serve as a member on the Integrated Health Planning Committee. - Carried. Moved by Councillor van Kasteren Seconded by Councillor Habkirk THAT Correspondence Item #6 be received and filed. - Carried. Moved by Councillor Wilson Seconded by Councillor Stewart THAT Correspondence Item #7 be received and filed. - Carried. The following recommendation was adopted respecting Correspondence Item #8: Moved by Councillor Wilson Seconded by Councillor Habkirk THAT the Corporation of the County of Elgin defer payment of the Commercial and Industrial share of the March levy installment from the Lower-Tier municipalities to May 15th, 1999. - Carried Unanimously. Moved by Councillor Habkirk Seconded by Councillor Stewart THAT Correspondence Item # 9 be received and filed. - Carried. County Council 8 March 23, 1999 A letter will be forwarded advising the County has no interest in this property. Moved by Councillor Wilson Seconded by Councillor Stewart THAT Correspondence Item #10 be received and filed. - Carried. Items for Information - (Consent AQenda) 1. AMO Member Communication ALERT - concerning: 1) "Social Housing 'Say for Pay' Potentially at Risk" and 2) "Important Extensions to Deadlines and School Board Payment Dates". 2. Ken Taylor, Vice President, Technical Standards & Safety Authority, offering a brochure from the Carbon Monoxide Awareness Task Group for distribution to increase public awareness of the danger from carbon monoxide. 3. Susan Wilson, Treasurer, Township of Malahide, advising that the Pigram Road upgrading will be completed by mid-July by the Township of Malahide, for transfer jointly to the County of Elgin and County of Oxford. 4. Ian Thomson, Director-Public Affairs & Community Relations, Canadian National, announcing a new toll-free number for CN operations information. 5. Honourable Isabel Bassett, Minister of Citizenship, Culture and Recreation, providing the names of the community volunteers appointed to the 16 Grant Review Teams of the new Ontario Trillium Foundation. 6. Michael Power, President, Association of Municipalities of Ontario, regarding the 999 AMO Annual Conference, with Conference Registration and accommodation forms. 7. Wm. Bouma, Clerk-Administrator, County of Hastings, advising of support for Council's resolution concerning the OGRA request for the Provincial Government to access revenue from road user taxes and fees to municipalities. Moved by Councillor Habkirk Seconded by Councillor McPhail THAT Correspondence Items #1-7 be received and filed. - Carried. OTHER BUSINESS Statements/InQuiries By Members Councillor Clutterbuck indicated the family of a deceased resident at Elgin Manor had contacted him to say that they were appreciative of the care and concern that staff had given their relative during the years of residence at the Home. Councillor Clutterbuck asked the Director of Homes and Senior Services to convey these sentiments to the staff. Warden VanBrenk presented a card and travel certificate to Rob Bell in recognition of his retirement on March 31, 1999 and appreciation for his more than 25 years of service to the County of Elgin as Director of Social Services. Rob addressed Council, thanked them for their presentation and reviewed his years with the County. County Council 9 March 23, 1999 Notice of Motion - none Matters of UrQency - none 1999 County BudQet Review - The Manager of Financial Services highlighted various budget lines and explained variances. Warden VanBrenk reviewed the draft budget, five lines at a time, and asked for questions from Council. Line #30 Grants Moved by Councillor Habkirk Seconded by Councillor van Kasteren THAT a grant in the amount of $2,000 to the Tillsonburg & District Multi-Service Centre be approved. - Carried. The Director of Homes for Senior Services was requested to gather further information regarding the co-ordination of volunteers for Meals-On-Wheels through Terrace Lodge by the Victorian Order of Nurses. Moved by Councillor Wilson Seconded by Councillor McPhail THAT a grant of $3,500 to the International Year of Older Persons, to be paid out upon request, be approved. - Carried. Moved by Councillor Habkirk Seconded by Councillor Wilson THAT a grant of $8,000 to Family & Children's Services of St. Thomas and Elgin be approved. - Carried. Moved by Councillor van Kasteren Seconded by Councillor McPhail THAT a one-time grant of $5,000 to Elgin-St. Thomas Tourist Association be approved. - Carried. Moved by Councillor van Kasteren Seconded by Councillor Wilson THAT the following grants be approved for 1999. Shedden Agricultural Society Wallacetown Agricultural Society Rodney-Aldborough Agricultural Society Aylmer & East Elgin Agricultural Society Elgin 4-H Association St. Thomas-Elgin General Hospital (final year) Fanshawe College $ 2,000 $ 2,000 $ 2,000 $ 2,000 $ 2,000 $40,000 $20,000 - Carried Unanimously. County Council 10 March 23, 1999 Moved by Councillor Habkirk Seconded by Councillor van Kasteren THAT budget line #31 Elgin Tourist Association be increased to $12,000. - Carried. Council took a short break at 3:00 P.M. and reconvened at 3:14 P.M. Council will discuss grants for St. Thomas React Inc. and Pitch-In Ontario at the next meeting when more information is available. Moved by Councillor Clutterbuck Seconded by Councillor McPhail THAT we adopt the recommendations of Committee Of The Whole Council. - Carried. BY-LAWS Moved by Councillor Rock Seconded by Councillor Stewart THAT By-Law No. 99-9 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the March 23rd, 1999 Meeting" be read a first and second time. - Carried. Moved by Councillor Wilson Seconded by Councillor van Kasteren THAT By-Law No. 99-9 be read a third time and finally passed. - Carried. Moved by Councillor van Kasteren Seconded by Councillor McPhail THAT we do now adjourn at 3:32 P.M. to meet again at 9:00 A.M. on April 13, 1999. - Carried. Mark G. McDonald, Chief Administrative Officer. Rien VanBrenk, Warden.