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February 15, 2000 Minutes COUNTY COUNCIL Tuesday, February 15, 2000 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 Clutterbuck. Warden McPhail in the Chair. Council observed a moment of silence to honour the passing of Past Warden Albert Auckland. Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT the minutes of the meetings held on January 25 and February 2,2000 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF - None. Warden McPhail welcomed Councillor Jim Mcintyre to County Council. Councillor Mcintyre will represent the Township of Southwold on County Council while Councillor Clutterbuck is recovering from surgery. Councillor Mcintyre commented that Councillor Clutterbuck is healing well and is recuperating at home. PRESENTATIONS Warden McPhail welcomed the millennium babies and their parents to Council and congratulated them on this important event in their lives. Warden McPhail and Councillor Stewart presented certificates and gifts to Nathan Aron Dyck and parents Mr. and Mrs. Dyck, and to Sara Bueckert and parents Mr. and Mrs. Bueckert. The recipients of the awards left at 9:13 AM. Moved by Councillor Wilson Seconded by Councillor Rock THAT we do now move into Committee Of The Whole Council. - Carried. COUNCIL AND STAFF REPORTS St. Thomas-EIQin General Hospital FundinQ Levels - Councillor Van Brenk Councillors noted that it appears the Ministry of Health seems to have forgotten about small hospitals when it comes to funding. Moved by Councillor VanBrenk Seconded by Councillor Wilson THAT the Council of the Corporation of the County of Elgin petition the Minister of Health to fund the St. Thomas-Elgin General Hospital to at least the 1994/95 levels and reinstate hospital care to the level promised by the Ontario Government. - Carried Unanimously. County Council 2 February 15, 2000 Application for Minor Exception - Albert and Annette PenninQs. Lots B. C. Concession XI. XII. Dutton/Dunwich - EIQin County Tree Commissioner Mr. Geurts indicated that this clearing of nearly four acres is the largest he has encountered. The applicant has agreed to the County's no net loss policy and neighbours have no objection. Council requested Mr. Geurts to report on the number and location of tree replantings that have taken place in the County, at a future meeting. Moved by Councillor VanBrenk Seconded by Councillor Walters THAT the application for Minor Exception to the Trees Act from Albert and Annette Pennings, Lots B, C, Concessions XI, XII, Municipality of Dutton/Dunwich, to clear approximately four acres of trees, in order to square off a woodlot to assist with farming operations, be approved. - Carried. Mr. Geurts left at 9:30 AM. Vacation Policy Amendments - Director of Human Resources The Director noted that the Vacation Policies have been updated to reflect adopted changes. Moved by Councillor van Kasteren Seconded by Councillor Rock THAT Vacation Policy Number 7.10, 7.20, 7.20.1, 7.30, 7.50 and 7.70 be amended, as attached, with January 1, 2000 being noted as the last revision date. - Carried. January 1. 2000 Renewal - County of EIQin Life/LonQ Term Disability Group Insurance ProQram with Manulife Financial - Director of Human Resources Mr. Underhill clarified that L TD is quoted per $1,000.00. Moved by Councillor Rock Seconded by Councillor Walters THAT, based on the attached report entitled, "January 1,2000 Renewal - County of Elgin Life/Long Term Disability Group Insurance Program with Manulife Financial" and the recommendations from Buffett Taylor & Associates Ltd., the premium rates for Long Term Disability Group Insurance be approved, effective January 1, 2000. - Carried. January 1. 2000 Renewal - Excess Workers' Compensation Insurance for the County of EIQin (except for Homes) - Director of Human Resources Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT the attached report entitled "January 1,2000 Renewal - Excess Worker's Compensation Insurance for the County of Elgin" be adopted. - Carried. County Council 3 February 15, 2000 Treasurer's Statement of Remuneration and Expenses for 1999 - Director of Financial Services Moved by Councillor Rock Seconded by Councillor van Kasteren THAT the Treasurer's Statement of Remuneration and Expenses for 1999 for County Council be adopted. - Carried. Statement of Remuneration and Expenses for Outside Boards for 1999 - Director of Financial Services Moved by Councillor VanBrenk Seconded by Councillor Walters THAT the Treasurer's Statement of Remuneration and Expenses for 1999 for persons appointed to Outside Boards be adopted. - Carried. Statement on Convention Expenses for Council 1999 - Director of Financial Services Moved by Councillor Rock Seconded by Councillor Habkirk THAT the Treasurer's Statement of Convention Expenses paid to each Member of County Council in 1999 be adopted. - Carried. Final Report - 1998 CappinQ - Director of Financial Services Moved by Councillor Rock Seconded by Councillor VanBrenk THAT the balance of $85,726.00 remaining from the 1998 surplus to fund clawbacks be rolled into the 2000 Composite Budget. - Carried. Payment-In-Lieu (PIL) Rates - Director of Financial Services The Director reminded Council that the Province assured it would not change the method of calculating PIL's but this has not proven to be true, as two municipalities have a shortfall of $444,000.00 which the County will have to reimburse. Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT the shortfall in revenues experienced by the County, as it relates to the calculation of Payment-In-Lieu taxable amounts, be funded by the 1999 surplus; and, THAT any amount not fully funded by the surplus be paid from the Mill Rate Stabilization Reserve. - Carried. County Council 4 February 15, 2000 Policy for Influenza Prevention and Surveillance Protocol - Director of Homes and Senior Services The Director reported that the bargaining units have reviewed the policy, provided input, and have agreed to implementation. Moved by Councillor Walters Seconded by Councillor VanBrenk THAT the policy entitled "Influenza Prevention and Surveillance Protocol" be approved for implementation in Elgin County Homes. - Carried. Service AQreement with West EIQin Community Health Centre. Supportive HousinQ ProQram - Director of Homes and Senior Services Moved by Councillor VanBrenk Seconded by Councillor Rock THAT the Director of Homes and Senior Services be authorized to sign the service agreement with the West Elgin Community Health Centre for the provision of On-Call Emergency Service for the Supportive Housing Program at Caledonia Gardens. - Carried. Volunteer RecoQnition of Auxiliary Members - Director of Homes and Senior Services Moved by Councillor Mcintyre Seconded by Councillor Rock THAT the Director of Homes and Senior Services be directed to organize the Auxiliary Recognition Luncheon in each Home; and, THAT imprinted pens and award certificates, designed to honour Auxiliary Members with service of 10, 15, 20 and 25 years, be presented to the volunteers by the Warden and Council. - Carried. The Director of Homes and Senior Services announced that the Visioning Tour for Homes has been tentatively set for March 29, 2000 at 8:30 AM. Additional Hours. SprinQfield Library - ManaQer of Library Services The Manager of Library Services was directed to report back to Council on the effectiveness of the increased hours. Moved by Councillor Wilson Seconded by Councillor Stewart THAT the Springfield Library staff be permitted to increase their open hours from 9 hours a week to 13 hours a week effective March, 2000; and, THAT the Springfield staff be permitted to increase their staff hours by 5 hours a week each, effective March 2000, with an approximate increase of $9,300.00 in the Library budget. - Carried. County Council 5 February 15, 2000 Road ClosinQ. Municipality of Bayham - ManaQer of EnQineerinQ Services Moved by Councillor Stewart Seconded by Councillor van Kasteren THAT the County of Elgin has no objection to the Municipality of Bayham closing the road allowance, in the former Village of Vienna, between Lots 15 and 16, Concession 3, described as Part #2 on Reference Plan #11 R-6293. - Carried. Tender for SiQn Replacement/2000-01- ManaQer of EnQineerinQ Services Moved by Councillor VanBrenk Seconded by Councillor Mcintyre THAT Scugog Signs Ltd. price of $18,175.41 including taxes be accepted for Sign Replacement/Contract No. 2000-01 per the proposed 2000 Capital Program. - Carried. EnQineerinQ Services Pick-up Truck - Lease - ManaQer of EnQineerinQ Services Moved by Councillor van Kasteren Seconded by Councillor Habkirk THAT Engineering Services be authorized to lease a pick up truck from Lease Source Ltd. for the monthly payment of $395.00 including taxes for 36 months including the County's 1995 Ford Taurus as trade. - Carried. Councillor Wilson advised of the need for improved signage at the Belmont/Malahide boundary. The road name changes from Caesar Road (Hwy #74) to Avon Drive at the intersection and improved signage is needed in order to assist the travelling public and emergency response agencies. Council consensus was that Engineering Services take a look at the signage and, if warranted, the appropriate bodies install properly worded slgnage. ServicinQ Evaluation Summary - The New EIQin Manor - Chief Administrative Officer The Chief Administrative Officer requested Council's direction on the Servicing Evaluation Summary - The New Elgin Manor. Council consensus was that the site should take into consideration any future development or partnerships that might be desirable. The C.AO. will contact the Thames Valley District School Board and the Township of Southwold to ascertain if they have interest in future expansion. Council requested that Spriet and Associates be invited to a future meeting to answer questions and provide estimated costs of an enhanced system. Council took a break at 10: 14 AM. and reconvened at 10:38 AM. CORRESPONDENCE Items for Consideration 1. K.G. Sloan, Administrator/Clerk, Municipality of Central Elgin, with a resolution concerning the FCM Municipal Rights-of Way Defence Fund. 2. Municipality of South Bruce, with a resolution demanding that the Provincial Government continue a level of funding that reflects the importance of the agricultural industry to the Province. County Council 6 February 15, 2000 3. E.C. Wagg, City Clerk, City of Niagara Falls, regarding a resolution endorsing a petition calling for the Federal Government to make amendments to the Young Offenders Act. 4. Steve Peters, M.P.P., Elgin-Middlesex-London, with information and requesting Council's support for the "Healthy Futures for Ontario Agriculture". 5. Louise Gartshore, City Clerk, City of Woodstock, with a resolution requesting the Federal and Provincial Governments to fund health care to provide a standard acceptable to the OMA 6. Paul Courey, Paroian, Raphael, with correspondence to the Department of Fisheries & Oceans regarding Maintenance Guidelines for Municipal Drains. 7. Lloyd Perrin, Co-ordinator of Physical Services, Municipality of Central Elgin, requesting review of Maintenance of Highbury Avenue Winter Control Operations. 8. Gordon M. Burns, Clerk, Town of North Perth, regarding CRF Funding Issue for Farmland/Management Forest Tax Rebate/Ratio. 9. Jayne Carman, Deputy Clerk, County of Brant, with a resolution concerning OMAFRA's review of Bill 66 and the impact on the programs and organizations funded under this Bill. 10. Ruby Allen, President, Elgin County Unit, Canadian Cancer Society, requesting Council's support for retaining the Elgin County Unit office in the event of a possible merger of the Elgin County and London Middlesex Unit offices. The following recommendation was adopted respecting Correspondence Item #1. Moved by Councillor Habkirk Seconded by Councillor VanBrenk THAT the Corporation of the County of Elgin contribute to the FCM's Municipal Rights-of- Way Defence Fund at $.03 per capita, on behalf of the County and area municipalities, in accordance with the FCM's Members' Advisory; and, THAT the necessary expenditure be included in the 2000 Budget. - Carried. The following recommendation was adopted respecting Correspondence Item #2. Moved by Councillor Walters Seconded by Councillor Wilson THAT the Corporation of the County of Elgin supports the resolution from the Municipality of South Bruce requesting that the Provincial Government support and recognize the importance of the Agricultural Industry in the Province; and, THAT funding and cost-cutting decisions be re-examined due to the importance of the agricultural industry to the Province. - Carried. The following recommendation was adopted respecting Correspondence Item #3. Moved by Councillor Habkirk Seconded by Councillor Rock THAT the Corporation of the County of Elgin supports the resolution from the City of Niagara Falls calling for the Federal Government to make amendments to the Young Offenders Act. - Carried. County Council 7 February 15, 2000 The following recommendation was adopted respecting Correspondence Item #4. Moved by Councillor Habkirk Seconded by Councillor Mcintyre THAT the Corporation of the County of Elgin supports the "Healthy Future for Ontario Agriculture" initiative developed by the Ministry of Agriculture, Food and Rural Affairs in co-operation with the Farmers of Ontario, to maintain and continue to build Ontario's agri- food industry; and, THAT the Elgin County Lower-Tier Municipalities be requested to encourage their communities to become involved with this program. - Carried. The following recommendation was adopted respecting Correspondence Item #5. Moved by Councillor Habkirk Seconded by Councillor Stewart THAT the Corporation of the County of Elgin supports the resolution from the City of Woodstock requesting the Federal and Provincial Governments to sufficiently fund health care to the standard acceptable to the OMA - Carried. The following recommendation was adopted respecting Correspondence Item #6. Moved by Councillor Rock Seconded by Councillor van Kasteren THAT Correspondence Item #6 be received and filed. - Carried. The following recommendation was adopted respecting Correspondence Item #7. Councillor Walters indicated that the letter from the Sterling Truck Manufacturing Plant complaining of the lack of winter control between 11 :00 P.M. and 4:00 AM. on Highbury Avenue was originally received by the Municipality of Central Elgin and was referred to the County, as the County sets the winter road maintenance guidelines. The County Chief Administrative Officer noted that the issues involved are liability, economics, and insurance, and the location of the plant which is in St. Thomas. Moved by Councillor Wilson Seconded by Councillor Rock THAT the County of Elgin petition the Minister of Transportation to reinstate the Suburban Road Commission, and copies be sent to AMO, OGRA, and local M.P.P. requesting support. - Carried. Moved by Councillor Wilson Seconded by Councillor Stewart THAT the Manager of Engineering Services investigate winter maintenance control on Highbury Avenue, in consultation with the Central Elgin Road Superintendent, and report back to Council. - Carried. County Council 8 February 15, 2000 The following recommendation was adopted respecting Correspondence Item #8. The Director of Financial Services indicated the local Treasurers are currently reviewing this subject. Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT Correspondence Item #8 on the CRF funding for Farmland/Management Forest Tax Rebate/Ratio be deferred to a future Council meeting when more information is available. - Carried. The following recommendation was adopted respecting Correspondence Item #9. Moved by Councillor VanBrenk Seconded by Councillor van Kasteren THAT the Corporation of the County of Elgin supports the resolution from the County of Brant petitioning the Ministry of Agriculture, Food and Rural Affairs (OMAFRA) to reconsider its review of Bill 66; and, THAT the OMAFRA consult with agricultural organizations to ascertain the needs and requirements of the Ontario Farmer. - Carried. The following recommendation was adopted respecting Correspondence Item #10. Moved by Councillor Habkirk Seconded by Councillor Mcintyre THAT the Corporation of the County of Elgin supports the Executive of the Elgin County Unit, Canadian Cancer Society's concerns with regard to the possible merger of the Elgin County Unit and London Middlesex Unit; and, THAT the local Elgin County Unit office remain open at the St. Thomas location, due to the impact the closure may have on donations from the residents of Elgin County and the need for a highly visible and accessible unit in the community. - Carried Unanimously. Items for Information - (Consent AQenda) 1. Jeffrey C. Lozon, Deputy Minister and Gail Paech, Assistant Deputy Minister, Ministry of Health, congratulating the County on a smooth transition into the Year 2000 for our Elgin Manor Community Support Services. 2. Jennifer Wilson, Manager, Client Services, Canadian Radio-television and Telecommunications Commission, with correspondence referring Council's resolution concerning a special rate for phone lines installed in Municipal Emergency Operation Control Centres to Bell Canada for response. 3. Steve Peters, M.P.P., Elgin-Middlesex-London, with copies of correspondence regarding 1) Council's concern with Bill 25, Fewer Municipal Politicians Act of 1999 and 2) the closing of OMAFRA field Offices in Southern Ontario. 4. David B. Weldon, Chair, The 1878 Societies, regarding the County's gift to the Friends of the Games Campaign. 5. Marian Smith, Business Manager, Tillsonburg & District Multi-Service Centre, thanking Council for the 1999 grant of $2,000.00. County Council 9 February 15, 2000 6. Honourable Allan Rock, Minister of Health, responding to Council's correspondence concerning the shortage of family physicians. 7. Michael Power, President, Association of Municipalities of Ontario, thanking Council for its support by the renewal of membership with Association. 8. Marilyn D. Fleck, Director of Homes and Senior Services, on behalf of Homes' staff, thanking Warden McPhail and Council for the Year 2000 pens. 9. Michael Power, AMO President, with registration and accommodation forms for the 2000 AMO Annual Conference. 10. AMO Member Communication ALERT, "First Step For A New Infrastructure Program" . 11. George Dawson, Manager, Health Protection Programs, Elgin-St. Thomas Health Unit, with update on Racoon Rabies Contingency Plan and population control. 12. Sheila Keating-Nause, Senior Policy Analyst, FCM Members' Advisory, regarding the "National Infrastructure Program: Press Reports". 13. Gar Knutson, M.P., Parliamentary Secretary to the Prime Minister, Elgin-Middlesex- London, with acknowledgement of Council resolutions. 14. Susan Humphries, Regional Manager, Southwest Ontario, with changes in OMAFRA Agriculture and Rural Division. 15. John Roberts, STEPS-St. Thomas Patient Shuttle - "Transportation 2000 and Beyond in Elgin County" Transportation Forum to be held on Tuesday, March 7,2000. Moved by Councillor Stewart Seconded by Councillor Walters THAT Correspondence Items #1-15 be received and filed. - Carried. OTHER BUSINESS Statements/InQuiries By Members Councillor Walters advised that former Councillor Theo Webber's wife had passed away and the funeral service was today at 1 :30 P.M. Notice of Motion - None. Matters of UrQency - None. Council recessed for lunch at 11:48 AM. and reconvened at 1 :00 P.M. with all in attendance except Councillor Walters. Moved by Councillor VanBrenk Seconded by Councillor Mcintyre THAT we do now proceed In-Camera to discuss property and legal matters. - Carried. Senior staff was excused at 1 :20 P.M., except the Director of Human Resources, assistant to the Director of Human Resources and the Chief Administrative Officer. Council completed the Chief Administrative Officer's performance evaluation. County Council 10 February 15, 2000 The Director of Financial Services and Deputy Clerk returned to Chambers at 2:45 P.M. Councillor Wilson left at 2:45 P.M. and returned at 3:20 P.M. Mr. Mark Conway, Dillon Consulting Limited, attended at 2:45 P.M. and left at 3:28 P.M. Moved by Councillor Mcintyre Seconded by Councillor Rock THAT we do now rise and report. - Carried. Moved by Councillor VanBrenk Seconded by Councillor van Kasteren THAT the Warden and the Chief Administrative Officer be authorized to sign a Lease Agreement with Professional Appraisal Associates for Rooms #230 and #232 in the County Administration Building for a three year term at the rate of $13.00 per square foot. - Carried. Moved by Councillor Stewart Seconded by Councillor Rock THAT the Corporation of the County of Elgin expend from the Workplace Safety and Insurance Board Reserve, an outstanding administration fee to avoid any further increase, subject to concurrence by the County Solicitor; and, THAT we seek advice from the County Solicitor to assist us to receive reimbursement for this amount from Gore Mutual Insurance Company. - Carried. Moved by Councillor Mcintyre Seconded by Councillor VanBrenk THAT the position known as assistant to the Director of Human Resources be constituted as permanent full time; and, THAT the position be retitled as Human Resources Officer; and further, THAT the present incumbent, Mr. Paul Vandenberg, be confirmed as Human Resources Officer. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Habkirk THAT the Manager of Library Services and the Director of Human Resources be authorized to meet with CUPE 841.6 to discuss the Elgin County Library Proposed Staffing and Service Plan and report back to Council. - Carried. Moved by Councillor Mcintyre Seconded by Councillor Habkirk THAT the Corporation of the County of Elgin renew the BNAS contract with Bell for a further two years (August 27, 2000-August 27, 2002), subject to concurrence by the City of St. Thomas. - Carried. County Council 11 February 15, 2000 Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT the attached Non-Union Salary Grid be approved for implementation effective the first pay period of 2000. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Habkirk THAT we adopt the recommendations of the Committee Of The Whole Council. - Carried. BY-LAWS Moved by Councillor Wilson Seconded by Councillor van Kasteren THAT By-Law No. 00-05 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the February 15, 2000 Meeting" be read a first and second time. - Carried. Moved by Councillor Stewart Seconded by Councillor Mcintyre THAT By-Law No. 00-05 be read a third time and finally passed. - Carried. Moved by Councillor VanBrenk Seconded by Councillor van Kasteren THAT we do now adjourn at 4:16 P.M. to meet again on March 14, 2000 at 9:00 AM. Mark G. McDonald, Chief Administrative Officer. Duncan J. McPhail, Warden.