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October 19, 1999 Minutes COUNTY COUNCIL Tuesday, October 19, 1999 The Elgin County Council met this day at the Administration Building, at 9:04 AM., in accordance with adjournment, with all members present except Councillor Walters (arrived 9:10 AM.). Warden VanBrenk in the Chair. Warden VanBrenk welcomed visitors from the Wallacetown Women's Institute who attended to observe the proceedings of County Council. Moved by Councillor Rock Seconded by Councillor Habkirk THAT the minutes of the meeting held on September 28, 1999 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF - None. DELEGATIONS Mr. Ken Verrell attended at 9:00 AM. to request a grant of $2,000.00 for a Millennium Seniors Picnic, to be held in 2000, that would recognize those seniors who have experienced the passing of two centuries. The Senior's Picnic held this year was a great success, with attendance much higher than expected, and the International Year of Older Persons Elgin Committee would like to hold it once again in 2000. Mr. Verrell further indicated that the City of St. Thomas has also agreed to grant $2,000.00 towards their efforts. Moved by Councillor Habkirk Seconded by Councillor Wilson THAT the Corporation of the County of Elgin grant $2,000.00 towards the 2000 Millennium Seniors Picnic. - Carried. Warden VanBrenk thanked the delegation for attending and Mr. Verrell left at 9: 1 0 AM. Moved by Councillor Habkirk Seconded by Councillor Stewart THAT we do now move into Committee Of The Whole Council. - Carried. STAFF REPORTS St. Thomas-EIQin Tourist Association - Councillor Clutterbuck Councillors noted that signs recently placed on the roadsides by the Tourist Association cannot be read by passing motorists and require a colour scheme that is readable. Also, the community name should be placed on the signs to properly identify the area, not just the designation Elgin-St. Thomas. Councillor Clutterbuck will discuss these concerns at the next meeting. County Council 2 October 19, 1999 Moved by Councillor Habkirk Seconded by Councillor Wilson THAT the annual report of the St. Thomas-Elgin Tourist Association be received and filed. - Carried. Archives Activity Report - ManaQer of Library Services Staff is working on an inventory of all stored items and will report once this is completed. Councillors commented they are pleased the process is proceeding at a careful pace. Ms. Bishop indicated other archivists are being contacted to gain input into what should be placed in the collection and what should be discarded. Councillors questioned what would happen to the discarded items. Ms. Bishop indicated that the originating body would be contacted for disposition of records received from other than County sources, and a list of anything not wanted could be provided to Council prior to destruction. Moved by Councillor Rock Seconded by Councillor van Kasteren THAT the records created by the Ontario Ministry of Agriculture and Food - Elgin County Office be retained by the Elgin-St. Thomas Archives Association; and, THAT the government publications and reports, which have been declared surplus by the Special Projects Officer-Archives, be offered to the following institutions; the University of Western Ontario; London Public Library; the City of London; the London and Middlesex Historical Society. Anything not claimed by these institutions shall be destroyed; and, THAT the bound volumes of the Financial Post which have been declared surplus by the Special Projects Officer-Archives be offered to the Financial Post organization; secondly to the Archives of Ontario; and thirdly to the private sector. Should no one be interested, the material shall be destroyed; and, THAT the collection of hard copies of St. Thomas newspapers be compared to the microfilm of the same material owned by the St. Thomas Public Library; and, THAT the Special Projects Officer-Archives continue to search for an alternative off-site storage for these newspapers; and, THAT the Special Projects Officer-Archives make every reasonable effort to find a good home for material that is not needed by the County of Elgin and report to Council before it is to be purged; and, THAT documentation be kept regarding the above. - Carried. Records ManaQement/Archives - ManaQer of Library Services Ms. Bishop noted that Archives and Records Management are very similar in nature. Moved by Councillor Clutterbuck Seconded by Councillor Rock THAT the report from the Manager of Library Services entitled Records Management/ Archives be received and filed. - Carried. County Council 3 October 19, 1999 The Future of the County's Records ManaQement Initiative - ManaQer of Library Services Ms. Bishop indicated that a software program that links records management and archives material would be beneficial to the Corporation. A projected cost was not available and staff was requesting permission to investigate program options. Councillors questioned the rationale of the two projects being linked; however, it was pointed out that today's records are tomorrow's archives. Staff were directed to also investigate any grants that may be available for the project. Moved by Councillor Walters Seconded by Councillor van Kasteren THAT those involved in the records management initiative, investigate the purchase of software to deal with the physical, electronic, and archival documents, linking them to our record disposition rules; and, THAT staff investigate the possibility of grants to help cover the cost of implementing such a program and report back to Council. - Carried Unanimously. Circulation Report for AUQust - ManaQer of Library Services Moved by Councillor Clutterbuck Seconded by Councillor McPhail THAT the report from the Manager of Library Services entitled Circulation Report for August be received and filed. - Carried. DELEGATIONS Mr. Terry Carroll, Elgin-St. Thomas United Way, attended at 9:30 AM. to highlight activities and promote awareness of the 1999-2000 Campaign and its goal of $900,000. Mr. Carroll indicated more funding is being apportioned throughout the geographical area of the County. Elgin/St. Thomas participation in the past has raised $11-$12 per capita, which is a high percentage. Warden VanBrenk thanked the delegation for attending and Mr. Carroll left at 9:35 AM. EIQin PhotoQraphic Society Members - County Council Luncheon - ManaQer of Library Services Ms. Bishop indicated that Councillors had mentioned at a past meeting that the members of the Society could be invited to a Council luncheon. The Director of Homes and Seniors Services could arrange to have a luncheon at Elgin Manor. Moved by Councillor Habkirk Seconded by Councillor Rock THAT the members of the Elgin Photographic Heritage Society be invited to attend a special County Council luncheon on November 23, 1999 at Elgin Manor from 12:30 P.M. to 2:00 P.M. and that the volunteers be presented with a County pen and lapel pin. - Carried. Vienna Library - ChanQe in Library Hours - ManaQer of Library Services Ms. Bishop noted that a change in hours would help to promote the Library image and perhaps more patrons would make use of the service. Councillors discussed that some of the changes in hours would not allow student use and the Manager indicated this was done to promote adult usage of the Library during normal school hours. The change in County Council 4 October 19, 1999 hours will be monitored for a three-month trial period and the Manager will report the results to Council. Moved by Councillor Wilson Seconded by Councillor van Kasteren THAT the current open hours of the Vienna Library be changed, effective October 1999, to Monday from 4:00 P.M. to 8:00 P.M. and Thursday from 12:00 P.M. to 3:00 P.M. for a total of seven (7) hours with no cost or change to the current number of open hours for the Branch Library; and, THAT this change in hours be monitored for a three month period and the outcome reported to Council. - Carried. Warden VanBrenk commented that he and the Chief Administrative Officer were present at the opening of the Government Information Network at the Aylmer Library. Each Branch Library will be hosting an Open House to showcase what is available to patrons. Proposed Workplan for the EIQin Manor Redevelopment - Director of Homes and Senior Services The Director indicated meetings are set tentatively for the afternoon and evening of November 24 for public input on design and information sharing on the Elgin Manor Redevelopment. Staff were directed to invite Mr. Mel Mekinda to attend the Council luncheon on November 23rd where he could present an overview of what will be presented to the public information meeting. Moved by Councillor Stewart Seconded by Councillor van Kasteren THAT the proposed workplan outlined in the report from the Director of Homes and Senior Services for the Elgin Manor Redevelopment be approved. - Carried. EIQin Manor Redevelopment BuildinQ Committee - Director of Homes and Senior Services Moved by Councillor Walters Seconded by Councillor Habkirk THAT a Building Committee for the Elgin Manor Redevelopment be designated to be the following members of Council: Warden Mayor of the Township of Southwold; and THAT Councillor Rock be named as the County's representative. - Carried Unanimously. EIQin Manor Redevelopment FundraisinQ - Director of Homes and Senior Services Moved by Councillor Walters Seconded by Councillor Clutterbuck THAT the Director of Homes and Senior Services be authorized to enlist the assistance of volunteers to form a Fundraising Committee for the Elgin Manor redevelopment; and, THAT the Fundraising Committee report back to Council in a timely fashion. - Carried. County Council 5 October 19, 1999 The Wallacetown Women's Institute left and Council took a short break at 9:47 AM. Council reconvened at 10:07 AM. EIQin Manor Redevelopment - Site Survey - Director of Homes and Senior Services The Director indicated a survey would cost between $1,500.00-$5,000.00. Councillors asked the status of the property purchase. The Chief Administrative Officer indicated that, as a cautionary measure, the purchase option is valid for one year, which allows time for septic system approval before securing the property. The County's solicitors have completed a title search and all is in order. Staff was directed to obtain three prices for the site survey. Moved by Councillor Rock Seconded by Councillor McPhail THAT the Director of Homes and Senior Services be authorized to engage the services of an Ontario Land Surveyor to complete a survey on the property that has been selected for the option adjacent to the current site of Elgin Manor. - Carried. County Road 54 Extension (Brownsville Road to SprinQfield Road) - ManaQer of EnQineerinQ Services Moved by Councillor Wilson Seconded by Councillor Stewart THAT the County of Elgin and the County of Oxford jointly assume Pigram Line/Road from the south property line of Springfield Road to the south property line of Brownsville Road and the necessary by-law be prepared. - Carried. Township of Malahide - Temporary Closure of County Road #52 (Ron McNeil Line) in SprinQfield - ManaQer of EnQineerinQ Services Staff were directed to research if granting temporary road closures could be delegated to the Manager of Engineering Services, rather than requiring Council approval by by-law. Moved by Councillor Rock Seconded by Councillor Walters THAT a by-law be passed to temporarily close Ron McNeil Line (County Road #52) from Catherine Street to Omemee Street in the geographical location of the Village of Springfield in the Township of Malahide; and, THAT the road closure shall be from 1 :00 P.M. to 3:00 P.M., Saturday, December 4, 1999 for the purpose of the Springfield Santa Claus Parade; and, THAT safety requirements are to be met to the satisfaction of the Manager of Engineering Services. - Carried. Proposed Trans-Canada Trail on EIQin County Roads - ManaQer of EnQineerinQ Services This report was deferred to the afternoon meeting when a delegation from Trans-Canada Trail would be attending. County Council 6 October 19, 1999 Update on Installation of County Information SiQns - ManaQer of EnQineerinQ Services Councillors will remind their Lower-Tier Road Superintendents of the importance of erecting these signs in a timely manner. Moved by Councillor van Kasteren Seconded by Councillor Walters THAT local road authorities be given a required completion date for the sign installation project as the end of November 1999 to ensure prompt conclusion to this project. - Carried. 1998/1999 Community Support Services Reconciliation Report - Director of Financial Services Moved by Councillor Habkirk Seconded by Councillor Stewart THAT the Warden and Director of Financial Services be authorized to sign the 98/99 Community Support Services Reconciliation Report for the Ministry of Health. - Carried. ReQuest for Increase in land Division InvestiQation Fees - Deputy Clerk Moved by Councillor Habkirk Seconded by Councillor Walters THAT fees paid to Land Division Members for investigating properties for consent purposes be increased to $50.00 for each application and $25.00 for all subsequent applications relating to the same parcel of land. - Carried. Councillors commented that receiving faxes the day before Council does not allow much time to read the paperwork before the meeting. Also, the construction of the machine spills paper out the back and it is difficult to organize the reports in their proper order. Council directed that when new machines are purchased, they accommodate plain paper with trays affixed on the back to hold the printed paper as it feeds out. It was pointed out that the fax machines were purchased to allow fast transmission of items to be considered for Council meetings. Staff were directed to send out faxes by the Friday preceding Council meetings unless items must be dealt with due to the situation or time constraints. Third Quarter levy Payment - Director of Financial Services Moved by Councillor Wilson Seconded by Councillor Stewart THAT the County Levy payment from the Lower-Tier Municipalities due September 30, 1999 be deferred until October 22, 1999. - Carried. Warden VanBrenk advised he had received a fax from the 2001 Alliance Committee requesting the appointment of a County representative to the Committee. The Warden further commented that the name has been changed to the St. Thomas-Elgin Alliance. County Council 7 October 19, 1999 Moved by Councillor Habkirk Seconded by Councillor Walters THAT the Manager of Library Services, Cathy Bishop, be appointed as the County representative on the St. Thomas-Elgin Alliance. - Carried Unanimously. A letter was received from the Municipality of Central Elgin requesting reconsideration of Council's decision to allow them to display their Coat of Arms in the Council Chambers only when their Council is meeting. The Chief Administrative Officer advised that a motion of reconsideration must first be passed before the item can be discussed. Moved by Councillor McPhail Seconded by Councillor Wilson THAT the letter from the Municipality of Central Elgin requesting County Council to reconsider the resolution concerning the display of their Coat of Arms in the Council Chambers be received and filed. - Carried. CORRESPONDENCE Items for Consideration 1. Brian W. Knott, Director of Legal Services/Clerk, Municipality of Chatham-Kent, with a resolution concerning competitiveness of the agri-food sector. 2. P.L. Mailloux, CEO, Haldimand War Memorial Hospital, requesting an extension to November 30, 1999 of their offer to purchase the licence for the 57 nursing home beds. 3. Honourable J.S. Gilchrist, Ministry of Municipal Affairs and Housing, with correspondence acknowledging that Ms. Eva Tippel is no longer able to serve on the Board of the Elgin and St. Thomas Housing Authority and requesting a nominee. The following recommendation was adopted respecting Correspondence Item #1 : Moved by Councillor Walters Seconded by Councillor Habkirk THAT the Corporation of the County of Elgin supports the resolution from the Municipality of Chatham-Kent urging the Federal and Provincial Governments to provide programs that will enable farmers to remain competitive with other primary trading partners/competitors and protect our farmers from unfair market practices. - Carried Unanimously. 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 agrees to grant the Haldimand War Memorial Hospital an extension to the deadline date to November 30, 1999 for their offer to purchase the 57 bed licenses. - Carried. The following recommendation was adopted respecting Correspondence Item #3: County Council 8 October 19, 1999 Moved by Councillor Walters Seconded by Councillor Clutterbuck THAT Correspondence Item #3 be referred to a future Council meeting. - Carried. Items for Information - (Consent AQenda) 1. Steve Peters, M.P.P., Elgin-Middlesex-London with a copy of correspondence: 1) to the Minister of Finance concerning School Board Remittances; 2) regarding the resolution of the Western Ontario Wardens' Association concerning the cost of the consolidation of services; 3) to the Minister of Transportation concerning the dredging of the harbour in Port Stanley. 2. Honourable James M. Flaherty, Attorney General and Minister Responsible for Native Affairs, with an update on the Provincial Offences Act (POA). 3. Robert A Maginnis, offering his expertise in the area of community policing services. 4. Maureen Beatty, Co-ordinator of Planning/Deputy Clerk, Municipality of Bayham, announcing the appointment of Kyle Sean Kruger as Administrator for the Municipality and thanking County staff for assistance in the selection process. 5. Municipal Electric Association, re: "Managing Your Utility Assets" with information and training seminars. 6. Roy Lee, Chairman, Port Bruce Ratepayers' Association, thanking Council and the staff of Elgin County for the road and bridge work completed in Port Bruce. 7. Maria Konefal, Deputy Clerk, Township of Southwold; K.G. Sloan, Administrator/ Clerk, Municipality of Central Elgin; Lynda Millard, Clerk, Municipality of Bayham; and R. Millard, C.AO.lClerk, Township of Malahide; with resolutions agreeing to request a costing proposal for contract policing on a county-wide basis from the Ontario Provincial Police. 8. Claude Guillemette, Chair ROMA, and P. Jeffrey Seaton, President, OGRA, ROMAlOGRA Combined Conferences, February 20-23,2000, Royal York Hotel, Toronto, with registration forms, reservation and conference information. 9. Pat Moyle, Executive Director, Association of Municipalities of Ontario, with a copy of the 1999 Conference Proceedings from the AMO Conference held in Toronto in August 1999. 10. Graham P. Brand, Ministry of Health and Long-Term Care, with a memorandum regarding "Access to Emergency Health Services Ambulance and Equipment Inventories and Supply Agreements". 11. AMCTO EXPRESS Newsletter, re: "Integrity Checks Which Municipalities Can Perform Before Signing Off and Ordering the 1999 Capping Reports". 12. Ian Thomson, Director - Public Affairs, CN Rail, regarding train safety "Why Trains Whistle". 13. Courtney Pratt, Acting President & CEO, and Lori Cranson, Vice President, Program, The Learning Partnership, with a copy of Newsbrief Fall 1999 outlining the organization's programs and accomplishments. County Council 9 October 19, 1999 Moved by Councillor Rock Seconded by Councillor Stewart THAT Correspondence Items #1-13 be received and filed. - Carried. OTHER BUSINESS Statements/InQuiries By Members Councillor Walters remarked that his daughter had recently turned 16 and he was surprised to find out that there are only three locations in the Province of Ontario where application for beginner's licences and testing for drivers licences is carried out. Due to demand, the earliest appointment they could get for the driver's examination was July 2000. (This item was amended on November 9th, 1999 by deleting "in the Province of Ontario" in the second line and replacing with "within our immediate area".) Moved by Councillor Walters Seconded by Councillor Habkirk THAT the Corporation of the County of Elgin petition the Minister of Transportation to re- establish an examination centre in the geographical location of the County of Elgin and the City of St. Thomas, and copies of this resolution be forwarded to Elgin's Lower-Tier Municipalities and local M.P. requesting their support. - Carried. Councillors Walters advised that dredging still has not been carried out in the Port Stanley Harbour. The Warden and the Chief Administrative Officer will be attending the ACRO Conference next week and will be meeting with Elgin's M.P., Gar Knutson and Ministry of Transport staff to discuss the harbour. They will invite Mr. Knutson to a Council meeting to discuss the harbour issue. Notice of Motion - None. Matters of UrQency - None. REPORTS Councillor McPhail introduced Dr. Sharon Hertwig, Acting Medical Officer of Health, Mr. Craig Nicks, Administrator, Carolyn Kuntz, Health Promotion Programs and Laura McLaughlin, Health Protection Programs, who presented the annual report of the Elgin-St. Thomas Health Unit activities. Dr. Hertwig highlighted activities as Acting Medical Officer of Health over the past year, commented on the shortage of doctors in Elgin and that the Health Unit could co-ordinate efforts to bring doctors into the community. Ms. Kuntz highlighted the Health Promotion Programs being provided through the County. Councillors noted that the legislation is confusing, because it is illegal to sell tobacco products to minors but not illegal for them to use it. The delegation advised that the Province is being lobbied to change the Tobacco Control Act to correct this inequity. Ms. McLaughlin highlighted the Health Protection programs provided throughout the County. Mr. Nicks, Administrator, highlighted the current funding arrangement by the Province of 50% of the 1997 level, however the Province has notified the Health Unit that funding will be flowed at 50% of the 1999 budget by the end of the year. Mr. Nicks thanked Council for its leadership and administrative support provided by County staff. Warden VanBrenk thanked the delegation for attending and for their comments. Councillors commented that people are not always aware of all the programs the Health Unit provides and requested Board members to approach the Board to request a presentation be made to Lower-Tier Councils on their programs and activities. County Council 10 October 19, 1999 Moved by Councillor Rock Seconded by Councillor Walters THAT the annual report of the Elgin-St. Thomas Health Unit be received and filed. - Carried. Moved by Councillor Wilson Seconded by Councillor Walters THAT we do now proceed In-Camera to discuss personnel and property matters. - Carried. Moved by Councillor Walters Seconded by Councillor Clutterbuck THAT we recess at 12:04 P.M. - Carried. Council re-convened at 1 :00 P.M. Moved by Councillor Walters Seconded by Councillor Stewart THAT we rise without reporting. - Carried. DELEGATION Ms. Paula Neice, Regional Trails Coordinator, and Mrs. Marie Turvey, Chair, Elgin County Trans-Canada Trails Committee, attended at 1 :00 P.M. to update Council on the efforts for the Trans-Canada Trail. All Elgin County municipalities and the City of St. Thomas have agreed to participate, in principle. The process of preparing maps to ensure that all trails link up is being undertaken at the present time. Municipal Councils were very concerned with signing a Memorandum of Understanding, the wording of which implied future responsibilities to property owners. Ms. Neice advised that these concerns have been discussed and that signing this agreement is no longer required. The Manager of Engineering Services reported that there could be liability issues for the County should these trails travel along road allowances. Ms. Neice noted that road allowances can be utilized for existing uses without liability concerns, however, may require the municipality to grade them once more per season. Proposed Trans-Canada Trail on EIQin County Roads - ManaQer of EnQineerinQ Services Moved by Councillor Habkirk Seconded by Councillor Clutterbuck THAT the report from the Manager of Engineering Services on the Proposed Trans- Canada Trail on County Roads dated September 30, 1999, be received and filed; and THAT the Trans-Canada Trail Committee be permitted to utilize County road allowances for the Trail's development with the understanding that local municipalities will create the Trails using local forces and seek all necessary approvals from the County's Manager of Engineering Services before proceeding with any works on said road allowances; and THAT Frank Cowan Company, the County's insurer, be so advised. - Carried Unanimously. County Council 11 October 19, 1999 The Warden thanked the delegation and they left at 1 :32 P.M. Moved by Councillor Stewart Seconded by Councillor Habkirk THAT we do now proceed In-Camera to discuss personnel and property matters. - Carried. Senior staff, except the Director of Human Resources, Assistant to the Director of Human Resources, Manager of Engineering Services, and Chief Administrative Officer, were excused at 2:10 P.M. The Deputy Clerk re-entered Council Chambers at 3:10 P.M. Moved by Councillor van Kasteren Seconded by Councillor Stewart THAT we do now rise and report. - Carried. Moved by Councillor Clutterbuck Seconded by Councillor Walters THAT the contract position of Construction Technician be changed to permanent full time and that the incumbent, Justin Lawrence, be offered the position, effective January 1, 2000. - Carried. Moved by Councillor Wilson Seconded by Councillor Habkirk THAT we adopt the recommendations of the Committee Of The Whole Council. - Carried. BY-lAWS Moved by Councillor van Kasteren Seconded by Councillor Habkirk THAT By-Law No. 99-35 "Being a By-Law to Authorize the Temporary Closure of a Portion of County Road #52 (Ron McNeil Line) in the Township of Malahide" be read a first and second time. - Carried. Moved by Councillor Wilson Seconded by Councillor Stewart THAT By-Law No. 99-35 be read a third time and finally passed. - Carried. Moved by Councillor Walters Seconded by Councillor Habkirk THAT By-Law No. 99-36 "A By-Law to Amend By-Law No. 99-17, Adopting a Plan of County Road Improvement and Establishing a County Road System" be read a first and second time. - Carried. County Council 12 October 19, 1999 Moved by Councillor Clutterbuck Seconded by Councillor van Kasteren THAT By-Law No. 99-36 be read a third time and finally passed. - Carried. Moved by Councillor McPhail Seconded by Councillor Stewart THAT By-Law No. 99-37 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the October 19th, 1999 Meeting" be read a first and second time. - Carried. Moved by Councillor Rock Seconded by Councillor Walters THAT By-Law No. 99-37 be read a third time and finally passed. - Carried. WARDEN'S BANQUET Councillor Walters reviewed the Banquet Programme, noting each Councillor's role, and requested responses to the invitation as soon as possible, to enable staff to make the final revisions. He further indicated that there will be a time allotment on the programme for Councillors to express comments and asked that if they wished to do so, please advise him in advance. Moved by Councillor Stewart Seconded by Councillor Rock THAT we do now adjourn at 4:10 P.M. to meet again on November 9,1999 at 9:00 AM. - Carried. Mark G. McDonald, Chief Administrative Officer. Rien VanBrenk, Warden.