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May 11, 1999 Minutes COUNTY COUNCIL Tuesday, May 11, 1999 The Elgin County Council met this day at the Administration Building, at 9:05 AM., in accordance with adjournment, with all members present except Councillors Stewart and Walters. Warden VanBrenk in the Chair. Moved by Councillor Habkirk Seconded by Councillor Wilson THAT the minutes of the meeting held on April 27, 1999 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF - None. DELEGATION Ms. Cynthia Nurse, Economic Development, and Catherine Upfold, HRDC, were in attendance to address Council on Economic Development programs, and provided an outline for a County-wide project. Ms. Nurse indicated that if Council was in agreement to pursue such an endeavour, she would work with the Warden and staff to investigate the feasibility of a partnership to co-ordinate economic development throughout the County. Councillors questioned the feasibility of such a project when some municipalities have already expended large sums of money on economic development and have partnership agreements with other agencies. Moved by Councillor McPhail Seconded by Councillor Clutterbuck THAT the Warden and Chief Administrative Officer be authorized to investigate the feasibility of a partnership between the County of Elgin and Human Resources Development Canada for a County-wide Economic Development Project Proposal and report to a future Council meeting. - Carried. The delegation left at 9:35 AM. Mr. Michael Power, President of the Association of Municipalities of Ontario, was in attendance to discuss AM.O.'s programs and planning. He prompted Councillors to take issues to the candidates campaigning for election, to ensure they understand and support the local municipal concerns. Mr. Power indicated that there has been a shift in the focus of AMO to provide client-oriented services and staff at AMO are ready to answer questions from all member municipalities and encouraged Councillors to call them. The Municipal Mandate has been mailed out and Ontario municipalities indicated that the four most important items to them are: 1. removal of social and health programs and education from the property tax base; 2. reliable revenue sources for municipal services; 3. renewed Provincial/Municipal relationships; 4. reliable municipal infrastructure supports. Councillors are concerned with the potential loss of the "rural voice" through amalgamations and Mr. Power assured them that five seats are reserved for rural appointees and the Rural Section of AMO will not disappear. Warden VanBrenk thanked the delegation for attending and Mr. Power left at 10:08 AM. Council took a short break at 10:08 AM. and reconvened at 10:23 AM. County Council 2 May 11, 1999 Ms. Paula Neice, Trans Canada Trail Foundation, Regional Co-Ordinator, was in attendance to inform Council about the Trans Canada Trail and to determine interest in the trail running through Elgin County. Ms. Neice provided a handout entitled "Trail News" which outlined the progress through Canada and showed, by overhead, the proposed route. The trail will open in September 2000 and a relay will pass through Ontario in August 2000, for which Councillors will receive an invitation to participate. Councillors expressed concern with the trail running along abandoned rail lines, as suggested, and felt their ratepayers would be more receptive to a route along the lake shore or another location. Councillors agreed to take the issue back to their Councils for discussion. A meeting will be held in St. Thomas on May 20th at 10:00 AM. and any Councillors who wish to attend were requested to bring with them a map of their respective municipality. Moved by Councillor van Kasteren Seconded by Councillor Habkirk THAT Elgin County Council agree in principle with the concept of the Trans Canada Trail and encourage lower-tier municipalities to participate in the trail's development. - Carried Unanimously. The Warden thanked the delegation for attending and Ms. Neice left at 11: 13 AM. Moved by Councillor Habkirk Seconded by Councillor Rock THAT we do now move into Committee Of The Whole Council. - Carried. STAFF REPORTS Municipality of Dutton/Dunwich - Temporary Closure of County Road #8 (Currie Road) in the VillaQe of Dutton - ManaQer of EnQineerinQ Services Moved by Councillor Habkirk Seconded by Councillor Rock THAT a by-law be passed to temporarily close Currie Road (County Road #8) from Mary Street to Shackleton Street, in the geographical location of the Village of Dutton, in the Municipality of Dutton/Dunwich; and, THAT the road closure shall be from 5:00 P.M., Friday, July 9th, 1999 to 5:00 P.M. Saturday, July 10th, 1999, for the purpose of the Downhill Derby; and, THAT, safety requirements are to be met to the satisfaction of the Manager of Engineering Services. - Carried. Intersection Control Beacons at County Roads #19 and #45 (Plank Road and Calton Line) - ManaQer of EnQineerinQ Services A petition was received from local ratepayers requesting installation of an overhead flashing beacon for safety purposes. The Manager of Engineering Services was requested to complete the review and report on the configuration of County Road intersections as quickly as possible. Moved by Councillor Wilson Seconded by Councillor Rock THAT an Intersection Control Beacon be installed at the Intersection of County Road #19 (Plank Road) and County Road #45 (Calton Line) in the Municipality of Bayham. - Carried. County Council 3 May 11, 1999 Closure of Road Allowance - Municipality of West EIQin. Concession 7 and 8 - ManaQer of EnQineerinQ Services Moved by Councillor Rock Seconded by Councillor Wilson THAT the Municipality of West Elgin be informed that the County of Elgin has no concerns with the proposed road closure of Parts #2 and #5 on Reference Plan #11 R-6738. - Carried. Purchase Of A New SurveyinQ Total Station - ManaQer of EnQineerinQ Services The Manager noted that the old system is not Y2K compliant. Moved by Councillor van Kasteren Seconded by Councillor Clutterbuck THAT the Engineering Services Department be authorized to purchase a Leica TCR305 Total Station, at the quoted price of $12,195.00 plus taxes, including the trade-in of our existing unit; and, THAT the necessary funds be taken from the Road Reserve Account. - Carried. Councillor Wilson requested the Manager of Engineering Services to investigate the possible installation of flashing lights at Imperial Road and Elgin Road #52. Councillor Wilson further noted that transports are again parking on the edge of roadways north of Lyons and it is creating a safety hazard. Warden VanBrenk noted he has received the same complaint along Fingal Line. Fax Machine UsaQe Policy - ManaQer of Library Services Moved by Councillor Rock Seconded by Councillor van Kasteren THAT the Elgin County Fax Machine Usage Policy be approved. - Carried. Scanner UsaQe Policy - ManaQer of Library Services Moved by Councillor McPhail Seconded by Councillor Habkirk THAT the Elgin County Library Scanner Usage Policy be approved. - Carried. PoolinQ of Group Insurance with Other Municipalities - Director of Human Resources Moved by Councillor Habkirk Seconded by Councillor Rock THAT the County of Elgin participate in a feasibility study to investigate a group insurance pooling arrangement with other area municipalities; and, THAT the cost of the study be shared proportionately, based on the number of lives insured; and, THAT the estimated cost for the County of Elgin of $1,135.00 be taken out of reserves. - Carried. County Council 4 May 11, 1999 EIQin County Benefit Renewal for 1999 - Director of Human Resources The Director indicated this renewal does not include L TD and Life Insurance, which will be presented later in the year. Moved by Councillor McPhail Seconded by Councillor Habkirk THAT the attached premium rates as presented by Buffett Taylor & Associates Ltd., be adopted effective April 1 , 1999. - Carried. ACQuisition of a Human Resource Information System - Director of Human Resources Councillor Habkirk questioned whether the staff complement will remain the same or eventually be reduced with acquisition of this system, and the Director indicated this would not decrease the staff complement. Should retirements occur, County practice is to prepare a justification report to Council for any replacements. Moved by Councillor Rock Seconded by Councillor van Kasteren THAT the County purchase the InfoHR Human Resources Information System from HR Systems Strategies, Inc., at a total cost of $25,000.00, to be taken from the current automation budget. - Carried. Year 2000 BudQet (Y2K) - Director of Financial Services The Director reported that this report contains the first of expenditures needed to become Y2K compliant. Moved by Councillor Clutterbuck Seconded by Councillor Wilson THAT, in order to move towards Y2K compliancy, staff be directed to purchase GroupWise 5.5, a server, and Office '97 at the lowest quoted price of $26,722.00 plus taxes; and, THAT the Mill Rate Stabilization Reserve be charged with the cost of these purchases. - Carried. Special Circumstances Fund - Chief Administrative Officer The CAO reported that additional funds were provided by the Province that we were not expecting and requested Council's direction on their disposition. Councillors suggested the funds be used to pay down the Health Unit purchase in order to reduce interest payments, or be set aside and decide their disposition at a later date. Moved by Councillor McPhail Seconded by Councillor Wilson THAT the $615,000.00 received from the Province of Ontario Special Circumstances Fund be set aside in a reserve and the decision on how to expend these funds be made at a later date. - Carried Unanimously. County Council 5 May 11, 1999 CORRESPONDENCE Items for Consideration 1. Cora Hallsworth, Waste Reduction Week Co-Ordinator, Recycling Council of Ontario, announcing that November 1-7 is Waste Reduction Week "Make Your R2K Resolution: Step Lightly Into 2000". 2. Mayor Hugh O'Reilly, Resort Municipality of Whistler, requesting support for a journey across Canada by John Ryan to raise $5 Million for spinal cord regeneration research. 3. Nancy Michie, Clerk-Treasurer, Township of Morris, with a resolution concerning rural water quality programs. Moved by Councillor Rock Seconded by Councillor Habkirk THAT Correspondence Item #1 be received and filed. - Carried. Moved by Councillor Habkirk Seconded by Councillor van Kasteren THAT Correspondence Item #2 be received and filed. - Carried. The following recommendation was adopted respecting Correspondence Item #3: Moved by Councillor Clutterbuck Seconded by Councillor McPhail THAT the Corporation of the County of Elgin supports the resolution from the Township of Morris petitioning the Provincial Government to implement a Rural Water Quality Improvement Program. - Carried. Items for Information - (Consent AQenda) 1. The Honourable Janet Ecker, Minister of Community and Social Services, congratulating the City of St. Thomas on being designated as the Ontario Works delivery agent. 2. The Honourable Isabel Bassett, Minister of Citizenship, Culture and Recreation, regarding $1 Million new funding to support Internet connectivity for public libraries. 3. Susan E. Dunn, Board Secretary, Environmental Assessment Board, regarding rescheduling of the preliminary hearing of a Provisional Certificate of Approval for Waste Disposal. 4. The Honourable AI Leach, Ministry of Municipal Affairs and Housing, regarding extended deadline for Local Services Realignment (LSR) program costs. 5. Harold B. Rudy, Manager, Program Division, with a summary from the Focus Group on Nutrient Management Planning workshops. 6. Anthony Zwig, President, Horizon Legacy, outlining their services as a consultant for health care facilities and finance and construction management. County Council 6 May 11, 1999 7. Donna Rupert, President, Elgin Historical Society, regarding the "Talbot Anniversary Dinner" to be held on Friday, May 21, 1999. 8. Henry Valks, Park Superintendent, Ontario Parks, regarding an Interim Management Statement for Port Bruce Provincial Park. 9. AMO Member Communication ALERT, re: "OMERS Surplus Plan Announcement - Contribution Holiday Extended" and "1999 Ontario Budget". 1 O. The Honourable Ernie Eves, Minister of Finance, concerning the 1999 Local Services Realignment (LSR) with respect to the sharing of residential education tax room. Moved by Councillor Habkirk Seconded by Councillor Rock THAT Correspondence Items #1-10 be received and filed. - Carried. OTHER BUSINESS Statements/InQuiries By Members Councillors McPhail and Wilson reported a meeting was held regarding the drainage issue. Members of the Ontario Federation of Agriculture were in attendance, however, the Christian Farmers' Federation and Conservation Authorities had sent their regrets. The consensus of persons in attendance was to solicit professional help to further their case. Councillors McPhail and Wilson indicated they had contacted a person who is willing to meet with themselves and the Chief Administrative Officer to review the matter. This item was referred to the In-Camera agenda for further discussion. Notice of Motion - None. Matters of UrQency - None. Moved by Councilor Wilson Seconded by Councillor van Kasteren THAT we do now recess at 12:02 P.M. - Carried. Council reconvened at 1 :07 P.M. Moved by Councillor Habkirk Seconded by Councillor Wilson THAT we move In-Camera to discuss personnel and property matters. - Carried. Warden VanBrenk asked Councillor Rock to Chair the In-Camera portion. Senior Staff were excused at 2: 15 P.M. except the Chief Administrative Officer and the Director of Human Resources. The Deputy Clerk re-entered Chambers at 2:45 P.M. Moved by Councillor Wilson Seconded by Councillor van Kasteren THAT we do now rise and report. - Carried. County Council 7 May 11, 1999 Moved by Councillor Rock Seconded by Councillor McPhail THAT the Director of Homes and Seniors Services and the Director of Human Resources implement the necessary steps for the recruitment of the positions identified in the Confidential report dated April 26, 1999 entitled "Staffing Requirements - Dietary and Activation" . - Carried. Moved by Councillor van Kasteren Seconded by Councillor Habkirk THAT, at the request of the Municipality of Bayham, the County agree to allow the Municipality of Bayham to close the Vienna Library effective August 31, 1999, with advanced notification given to the residents; and, THAT the County Library staff will endeavour to provide library service to "shut-ins" or seniors identified as Vienna patrons that cannot use the other library facilities located in Port Burwell or Straffordville; and further, THAT the current 7 open hours, 7 staff hours, and selected materials and resources of the Vienna Library be added to the Bayham Township Library (Straffordville) in an effort to provide more accessible, economical and efficient services in response to the changing demographics; and, THAT all enquiries regarding this policy decision be directed to the Council of the Municipality of Bayham who initiated the request. - Carried Unanimously. Moved by Councillor Habkirk Seconded by Councillor Wilson THAT the offer to purchase 57 licensed nursing home beds from Haldimand War Memorial Hospital be accepted according to the terms and conditions of the proposal dated April 29th, 1999 and revised on May 10th, 1999; and, THAT the County Solicitor be requested to close the transaction as soon as possible. - Carried. Moved by Councillor Habkirk Seconded by Councillor van Kasteren THAT we adopt the recommendations of the Committee of The Whole Council. - Carried. BY-LAWS Moved by Councillor Clutterbuck Seconded by Councillor McPhail THAT By-Law No. 99-14 "Being A By-Law to Authorize the Temporary Closure of a Portion of County Road #8 (Currie Road) in the Municipality of Dutton/Dunwich" be read a first and second time. - Carried. Moved by Councillor van Kasteren Seconded by Councillor Wilson THAT By-Law No. 99-14 be read a third time and finally passed. - Carried. County Council 8 May 11, 1999 Moved by Councillor Habkirk Seconded by Councillor Wilson THAT By-Law No. 99-15 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the May 11 th, 1999 Meeting" be read a first and second time. - Carried. Moved by Councillor van Kasteren Seconded by Councillor Rock THAT By-Law No. 99-15 be read a third time and finally passed. - Carried. Moved by Councillor Habkirk Seconded by Councillor Clutterbuck THAT we do now adjourn at 2:50 P.M. to meet again on June 8, 1999 at 9:00 AM. - Carried. Mark G. McDonald, Chief Administrative Officer. Rien VanBrenk, Warden.