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November 9, 1999 Minutes COUNTY COUNCIL Tuesday, November 9, 1999 The Elgin County Council met this day at the Administration Building, at 9:01 AM., in accordance with adjournment, with all members present. Warden VanBrenk in the Chair. Moved by Councillor Habkirk Seconded by Councillor Walters THAT the minutes of the meeting held on October 19, 1999 be adopted. Councillor Walters requested the minutes be amended under "Other Business" by changing "three locations within the Province of Ontario" to "three locations within our immediate area". Moved by Councillor Stewart Seconded by Councillor Wilson THAT the minutes of the meeting held on October 19, 1999, be amended by changing "three locations within the Province of Ontario" to "three locations within our immediate area". - Carried. The original motion, as amended, was voted on and Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF - None. PRESENTATIONS Warden VanBrenk and Councillor Clutterbuck presented letters of congratulations and County pins and pens to Players and Staff Members of the Fingal Disbrowe 99'ers Ball Team, in recognition of their second place finish at the 1999 Canadian Senior Men's Fastball Championship, held in September at the Doug Tarry Ball Complex. The same presentation was also made to the Host Committee who organized the event. The recipients thanked Council for their recognition and left at 9: 11 AM. Moved by Councillor Wilson Seconded by Councillor Stewart THAT we do now move into Committee Of The Whole Council. - Carried. STAFF REPORTS DeleQation of Authority for Temporary ClosinQ of HiQhways - ManaQer of EnQineerinQ Services Moved by Councillor Habkirk Seconded by Councillor Walters THAT, in accordance with the Municipal Act, Section 207(44), the Corporation of the County of Elgin delegates authority to the Manager of Engineering Services, by passing of the necessary by-law, to authorize temporary closing of County Roads for social, recreational, community or other related purposes, subject to the following: County Council 2 November 9, 1999 1. A written request is received from the municipal council, setting out the dates, times, and reasons for such closure; and, 2. The municipality shall be responsible for providing the appropriate level of liability insurance, naming the County as an additional insured, naming the County harmless during road closure, and for providing materials, labour and equipment required to maintain a safe detour route; and further, THAT the Manager of Engineering Services report, in the fall of each year, on the number and type of temporary closures authorized during the previous year, at which time Council will review the procedure. - Carried. Road ClosinQ - Municipality of Central EIQin - ManaQer of EnQineerinQ Services Moved by Councillor Walters Seconded by Councillor Rock THAT the County of Elgin has no objection to the Municipality of Central Elgin closing up a portion of the road allowance between Lots 21 and 22, Concession 6. - Carried. Carpet Replacement - Basement Area Administration BuildinQ- ManaQer of EnQineerinQ Services Moved by Councillor Clutterbuck Seconded by Councillor Habkirk THAT the quotation of $9,347.50 be accepted from Carpet One Elgin Floor Covering, for carpet replacement in the basement area of the Administration Building with the work to be completed prior to December 31, 1999; and, THAT the monies be taken from the Building Reserve. - Carried. St. Thomas-EIQin Ontario Works Community Placements ProQram - ManaQer of Library Services Ms. Bishop advised that the Library was approached by Ontario Works to consider a work placement for a 6-month period. Ontario Works will cover all costs. Moved by Councillor Rock Seconded by Councillor Walters THAT the report on the St. Thomas-Elgin Ontario Works Community Placement Program be received and filed. - Carried. Y2K ContinQent Liability Insurance - Director of Financial Services Moved by Councillor Wilson Seconded by Councillor Rock THAT the County of Elgin purchase Y2K Contingent Liability Insurance from Frank Cowan Company at $10,689.00 with the funds being allocated from the Mill Rate Stabilization Reserve Account. - Lost. County Council 3 November 9, 1999 Councillors questioned the need for this liability insurance if due diligence has been carried out. Mrs. Veger indicated that such cautionary coverage offers peace of mind. Questions regarding what happens if a computer crash occurs, and what areas of County functions would be involved in such a situation, were discussed. Council consensus was that staff have taken preventative measures wherever possible and the additional cost of this insurance is not necessary. Moved by Councillor McPhail Seconded by Councillor Rock THAT the report from the Director of Financial Services entitled Y2K Contingent Liability Insurance be received and filed. - Carried. DELEGATION Mr. Michael Mazza, Executive Director, and Mr. Dale Peters and Mr. Bruce Edwards, members of the Board, from Four Counties Health Services, appeared before Council at 9:35 AM. to request funding towards their Seniors' Day Program Building Expansion. The present Four Counties Community Villa would be expanded by 1,600 square feet and allow a greater number of seniors to utilize the facilities. A 16-unit apartment building is expected to be completed by March 2000 and 60 applications have been received for the units that are available. The Ministry has verbally assured their expansion should receive favourable consideration for funding. Mr. Mazza extended an invitation to Councillors to tour their facilities. Moved by Councillor Wilson Seconded by Councillor McPhail THAT the request for funding by the Four Counties Health Services be referred for discussion to the 2000 County Composite budget considerations. - Carried. Warden VanBrenk thanked the delegation for attending and Mr. Mazza and Mr. Edwards left at 9:30 AM. Councillor McPhail introduced Mr. Dale Peters, a private consultant, who has developed a nutrient management by-law and suggested that Council may want to discuss the issue. Council consensus was to allow Mr. Peters to make a presentation. Mr. Peters addressed Council and discussed that nutrient management regulates the amount of manure that is stored and that may be absorbed into the soil. He advised that other Counties are developing county-wide by-laws to handle nutrient management. Mr. Peters provided copies of a current by-law for Council's information. The delegation left at 10:00 AM. Council took a short break and reconvened at 10: 15 AM. Application for Minor Exception Lot 23. Conc. 3 Malahide - EIQin County Tree Commissioner Mr. Geurts was not in attendance and Council considered the report in his absence. Moved by Councillor Habkirk Seconded by Councillor Walters THAT the Application for Minor Exception to the Trees Act from Mr. A Lankhuijzen, Lot 23, Concession 3, Township of Malahide, to clear approximately 1.0 acres of trees to work the land more efficiently, be approved. - Carried. County Council 4 November 9, 1999 United Way CampaiQn. 1999 - ManaQer of Library Services Council has allowed staff that contribute to the United Way Campaign to dress down on Fridays for the past two years. The City of St. Thomas has issued a challenge to the County of Elgin for pledges towards the United Way Campaign. The County has planned a book sale, bake sale, hot dog sale and sale of tickets for draws for donated items. Ms. Bishop indicated that we could use Council support to cook and sell hotdogs on November 19th and handed out sign-up sheet for volunteers. The time off could be donated back to the United Way if they wished. Moved by Councillor Rock Seconded by Councillor Wilson THAT the draws for time-off with pay for employees who contribute to United Way through payroll of at least $2.00 per pay, be approved by County Council; and, THAT the draws take place on November 19, 1999, with the winners to be announced on that day. - Carried. Councillor Wilson noted that in the past Councillors have donated one day's pay to the United Way and suggested Council may wish to fill in their pledge cards again. September 30. 1999 BudQet Comparison - Director of Financial Services Mrs. Veger highlighted and explained variances. The Chief Administrative Officer has met with the lower-tier administrators to discuss the Provincial Offences Act, and will meet again to further discuss this issue. It is hoped that agreement can be reached early next year and funding can be accessed at that time. Moved by Councillor Walters Seconded by Councillor McPhail THAT the report from the Director of Financial Services on the September 30, 1999 Budget Comparisons be received and filed. - Carried. CORRESPONDENCE Items for Consideration 1. D. Vance Bedore, Director of Planning and Economic Development, Ottawa Valley Economic Development, with a resolution concerning the need for the development of the new Canadian Neutron Facility at Chalk River Laboratories. 2. Gilles Lortie, Municipal Clerk, Village of Casselman, petitioning the Province to make available a location in their municipality for the purpose of taking written tests and road tests. 3. Donald N. Leitch, Co-ordinator of Planning & Development, Municipality of Central Elgin, with a copy of the Restructuring Proposal-Township of Southwold, Municipality of Central Elgin. 4. William Roberts, CAO/Clerk, Town of Hanover, with a resolution concerning the shortage of Family Physicians. Moved by Councillor Habkirk Seconded by Councillor Rock THAT Correspondence Item #1 be received and filed. - Carried. County Council 5 November 9, 1999 The following recommendation was adopted respecting Correspondence Item #2: Moved by Councillor Habkirk Seconded by Councillor Wilson THAT the Corporation of the County of Elgin supports the resolution from the Village of Casselman petitioning the Ministry of Transportation to provide a location in communities for written and road test appointments, on a weekly basis. - Carried Unanimously. The following recommendation was adopted respecting Correspondence Item #3. Moved by Councillor Habkirk Seconded by Councillor van Kasteren THAT the Corporation of the County of Elgin supports the restructuring proposal between the Corporation of the Township of Southwold and the Corporation of the Municipality of Central Elgin regarding a 200 foot by 620 foot strip of land on the north side of George Street in Port Stanley. - Carried Unanimously. The following recommendation was adopted respecting Correspondence Item #4. Moved by Councillor Habkirk Seconded by Councillor Rock THAT the Corporation of the County of Elgin supports the resolution from the Town of Hanover urging the Federal and Provincial Governments to provide sufficient funding to allow for increased medical school enrolment to meet projected physician shortages in rural and northern communities. - Carried. Items for Information - (Consent Aqenda) 1. Bob Siskind, Co-Chair, Friends of the Games and Ted Garrard, Co-Chair, Friends of the Games, thanking the Council for their financial support. 2. K. G. Sloan, Administrator/Clerk, Municipality of Central Elgin, and Rita DeWild, Clerk, Municipality of West Elgin, supporting Council's resolution petitioning the Province for a capital assistance program to help improve recreational opportunities throughout the province. 3. Robert A Richards, President & CAO, Ontario Property Assessment Corporation, re: OPAC rates for the Year 2000. 4. Robert J. Heil, CAO, Regional Municipality of Haldimand-Norfolk, with copy of correspondence concerning the Ontario Tobacco Strategy. 5. Eleanor Clitheroe, President and CEO, Ontario Hydro Services Company, with the "Ontario Hydro Services Company's Year 2000 Operation Readiness Report". 6. Kyle Kruger, CAO, Municipality of Bayham, with copy of correspondence regarding the incorporation of the Township of Norfolk and the Township of Bayham into the County of Oxford. 7. Rita DeWild, Clerk, Municipality of West Elgin, with a resolution agreeing to request a costing proposal for contract policing on a county-wide basis from the Ontario Provincial Police. County Council 6 November 9, 1999 8. Ontario News Release Communique, Ministry of Finance, regarding property tax classification for professional sporting facilities. 9. AMCTO Express, newsletter update on issues related to Bill 79 assessment and tax policies. 10. Mayor of St. Thomas with an invitation to the St. Thomas City Hall 100th Anniversary and New Year's Eve Parties. Items for Information - (Consent Aqenda) Moved by Councillor van Kasteren Seconded by Councillor Walters THAT Correspondence Items #1-10 be received and filed. - Carried. Correspondence #7 The County has received resolutions from all municipalities within the County, except the Town Aylmer, requesting a costing proposal for contract policing on a county-wide basis. Ontario Provincial Police have been instructed to proceed with the costing. OTHER BUSINESS Statements/InQuiries By Members Warden VanBrenk and Mark McDonald attended the 1999 Counties and Regions Conference in Ottawa in October and had the opportunity to meet Prime Minister Chretien. They presented a County tie, a plate and a spoon to the Prime Minister, who assured them that he would wear the tie. Councillor Rock attended the open house at the Library and noted that not all microfilm readers are consistent across the County. Ms. Bishop indicated that readers are old, inadequate and require updating. Council requested the Manager of Library Services to prepare a report with costing on replacements. Councillor Rock asked for a status report on the rumble strips at Fairview Avenue and Sparta Line. The CAO reported that dampening efforts are difficult, however this is being investigated and a report will be forthcoming to the next meeting. Councillor Rock recognized that time constraints are a factor, however would appreciate action on this as soon as possible. Warden VanBrenk indicated he had toured the fourth floor with the Archives Association and that the City has supported, in principle, the development of an Archives. A report will be forthcoming on the status of the Archives. The Manager of Library Services informed Council that the meeting went well between the County, City and the Archives Association and that it provided an opportunity for the Association and the City to see the amount of records stored on fourth floor. Attendees felt everyone could work together on the project. Councillor Habkirk announced he is running for the Office of Warden for the Year 2000. Councillor McPhail announced he is running for the Office of Warden for the Year 2000. Councillor McPhail advised that the West Elgin Road Superintendent asked him to bring forward items to Council. It has been suggested that the Mayors be invited to the meetings of the Road Superintendents Association on a rotating schedule. The Warden is invited to all meetings. The Road Superintendents' Association put on a training course on winter maintenance, which included the legal aspects of winter control, for all road employees. This was done in-house for approximately a $6,300.00 savings, rather than outsourcing. The Manager of Engineering Services informed Council that self-training is working and that the Road Superintendent from West Elgin did an excellent job. County Council 7 November 9, 1999 The Director of Homes and Senior Services invited Councillors to an Art Show at the Bobier Villa this Saturday and Sunday between 2:00 and 4:00 P.M. Notice of Motion - None. Matters of UrQency - None. Moved by Councillor Habkirk Seconded by Councillor Stewart THAT we proceed In-Camera to discuss personnel and property matters. - Carried. Moved by Councillor Stewart Seconded by Councillor Wilson THAT we do rise without reporting. - Carried. Council recessed at 12: 18 P.M. and reconvened at 1 :00 P.M. Moved by Councillor Habkirk Seconded by Councillor Stewart THAT we proceed In-Camera to discuss personnel and property matters. - Carried. Gar Knutson, M.P. was in attendance to discuss Harbour Divestiture concerns. Moved by Councillor Rock Seconded by Councillor Wilson THAT we do rise without reporting. - Carried. Mr. Knutson left the meeting at 1 :20 P.M. EIQin County Land Division Committee Annual Report - Mr. Tere Lebedz. Chairman Mr. Lebedz attended at 1 :20 P.M. and highlighted the report indicating applications are down by 18 from last year. Councillors questioned deferrals of some applications and Mr. Lebedz indicated the applicant or the municipality might have asked for that action. Councillor McPhail questioned if requirements are the same throughout the County and Mr. Lebedz indicated it differs as to lot requirements etc. according to the particular zoning by-law or official plan. Mr. Lebedz indicated there is a great deal more responsibility placed on the members of the Committee now, because agencies such as Ministry of Agriculture, the Health Unit, and the Ministry of Natural Resources no longer comment and it is up to the Committee to know their requirements and apply them in their decision making. Mr. Lebedz indicated the system works well and thanked Council for the recent increase in remuneration. Warden VanBrenk thanked Mr. Lebedz, who left the Chambers at 1 :33 P.M. Moved by Councillor Walters Seconded by Councillor Stewart THAT the annual report of the Elgin County Land Division Committee be received and filed. - Carried. County Council 8 November 9, 1999 Moved by Councillor McPhail Seconded by Councillor Rock THAT we do now proceed In-Camera to discuss personnel and property matters. - Carried. Senior Staff, except the Director of Human Resources, the Manager of Engineering Services, and Chief Administrative Officer were excused at 2:50 P.M. The Deputy Clerk re-entered Chambers at 3:58 P.M. Moved by Councillor Wilson Seconded by Councillor van Kasteren THAT we rise and report. - Carried. Moved by Councillor Clutterbuck Seconded by Councillor McPhail THAT one IT contract be changed to permanent full-time and the incumbent, Jeremy Sharkey, be offered the position; and, THAT the position move to the appropriate position on the County salary grid. - Carried. Moved by Councillor Walters Seconded by Councillor Stewart THAT the Township of Southwold be requested to consider, through a financial partnership with the County of Elgin, the development of a waterline from either County Road #3 or Fingal to service the new Elgin Manor. - Carried. Moved by Councillor Rock Seconded by Councillor van Kasteren THAT we adopt the recommendations of the Committee Of The Whole Council. - Carried. BY-LAWS Moved by Councillor Walters Seconded by Councillor Rock THAT By-Law No. 99-38 "Being a By-Law to Authorize the Manager of Engineering Services to Temporarily Close County Roads" be read a first and second time. - Carried. Moved by Councillor Rock Seconded by Councillor Clutterbuck THAT By-Law No. 99-38 be read a third time and finally passed. - Carried. County Council 9 November 9, 1999 Moved by Councillor Stewart Seconded by Councillor Habkirk THAT By-Law No. 99-39 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the November 9, 1999 Meeting" be read a first and second time. - Carried. Moved by Councillor Wilson Seconded by Councillor van Kasteren THAT By-Law No. 99-39 be read a third time and finally passed. - Carried. WARDEN'S BANQUET Councillor Walters reviewed the Programme for the Warden's Banquet and requested that a list of the ex-wardens and visiting clerks who indicated they would be attending be faxed out. He asked that everyone be prepared for their part in the programme. Moved by Councillor van Kasteren Seconded by Councillor Stewart THAT we do now adjourn at 4:05 P.M. to meet again on November 23,1999 at 9:00 AM. - Carried. Mark G. McDonald, Chief Administrative Officer. Rien VanBrenk, Warden.