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January 11, 2000 Minutes COUNTY COUNCIL Tuesday, January 11, 2000 The Elgin County Council met this day at the Administration Building, at 9:05 AM., in accordance with adjournment, with all members present. Warden McPhail in the Chair. Councillor Walters requested that the minutes from December 16, 1999 be amended on page 6 under "Updated Overweight/Oversize Moving Permit" by changing "issuing of one permit to farmers" to "issuing of one permit to farmers and contractors" in the motion. Moved by Councillor VanBrenk Seconded by Councillor Habkirk THAT the minutes of the meeting held on December 14 and 16, 1999 as amended, be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF - None. Moved by Councillor VanBrenk Seconded by Councillor van Kasteren THAT we do now move into Committee Of The Whole Council. - Carried. COUNCIL AND STAFF REPORTS RecoQnition for Millennium Births - Warden McPhail Warden McPhail reviewed the news release, he had previously announced, indicating that Council was planning to recognize the first male and first female born to County residents in 2000. The Warden indicated that given the magnitude of the Year 2000, it was important to recognize the first babies born in the new millennium in a significant way, and offered options for Council to consider. Council discussed the possibility of contributing to an education fund that could be paid out only upon entrance to College or University. Councillors also noted that the gift must reflect wise spending of taxpayers dollars. Council consensus was to grant each of the first born $1,000 and that staff investigate a registered education fund, which the County could maintain control over, and the possibility of other government sources matching dollar for dollar. Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT a monetary gift be made to the first male and first female born to Elgin County residents in 2000 in the amount of $1 ,000 each, and that staff be directed to research options for said gift with a view to setting up a fund that may be accessed once the recipient reaches 18 years of age. - Carried. Intersection Control Beacons at County Roads #45 and #16 (John Wise Line and FinQal Line) - ManaQer of EnQineerinQ Services Councillor Clutterbuck indicated his Council is in agreement with the report. County Council 2 January 11, 2000 Moved by Councillor VanBrenk Seconded by Councillor Wilson THAT the report from the Manager, Engineering Services dated November 26, 1999 indicating that intersection controls are not required at John Wise Line and Fingal Line, be approved. - Carried. Data RecordinQ for Winter Control on County Roads - ManaQer of EnQineerinQ Services Mr. Watters reported that an electronic data recorder to monitor time and materials on County roads was expensive and unnecessary since this information could be gathered manually. Moved by Councillor Wilson Seconded by Councillor Clutterbuck THAT each Lower-Tier Municipality monitor each road section for time and material used and provide a summary to the Manager of Engineering Services for reporting to County Council. - Carried. EIQin County Pioneer Museum Report - Director of Financial Services Mrs. Veger reviewed the programs and operation of the Museum over the past year. Councillors noted that the sharing arrangement with the Military Museum seems to be working well. Moved by Councillor Rock Seconded by Councillor Habkirk THAT the report on the Elgin County Pioneer Museum yearly activities be received and filed. - Carried. Mr. Hugh Geurts arrived in the Council Chambers at 9:30 AM. Application for Minor Exception - EIQin County Tree Commissioner Mr. Geurts reviewed an Application for Minor Exception from Mr. Brad Beharell, Lot 10, Concession II, Township of Southwold, to clear approximately 1.3 acres of a ravine woodlot. Mr. Geurts indicated this clearing would have minimum impact on the County's forest resources, and Lower Thames Valley Conservation Authority and neighbours have not put forward any objections. Mr. Beharell has requested that the County's "No Net Loss Policy" not apply, as this clearing is necessary to improve drainage. Councillor Clutterbuck indicated that Mr. Beharell only wants to repair tile that is presently in place and reforestation should not be required. Mr. Geurts indicated that two areas of the bush requested are mature woodlots. Council consensus was that the County's "No Net Loss Policy" be followed. Moved by Councillor Rock Seconded by Councillor Walters THAT the Application for Minor Exception to the Trees Act from Mr. Brad Beharell, Lot 10, Concession II, Township of Southwold, to clear approximately 1.3 acres of ravine woodlot to allow for drainage outlet from field tile drains, be approved. - Carried. Mr. Geurts left at 9:40 AM. County Council 3 January 11, 2000 DELEGATIONS Mr. Mark Quinn, Buffett, Taylor & Associates, attended at 9:40 AM., to discuss flex benefits for employees. Mr. Quinn presented an overview by PowerPoint of the two types of benefit packages available, basic coverage and a flex package. The County is required to provide certain basic benefits but others are elective. An elective package would give an employee the opportunity to pick and choose what they require, with agreement by Revenue Canada, rather than an all-inclusive package that may not be necessary. Salaries would be adjusted to reflect savings to employees and over-expenditures by employees, according to the benefits they select. Municipalities could piggyback on the plan and would maintain their autonomy with claims experience. Councillors could be covered under the same elective plan. Council consensus was to have staff investigate the feasibility of flex benefits for County employees and report at a future date, and that a similar presentation be made to the Lower-Tier. Warden McPhail thanked the delegation for the presentation and Mr. Quinn left at 10:33 AM. Council took a short break and reconvened at 10:45 AM. CORRESPONDENCE Items for Consideration 1. Ontario Property Assessment Corporation, requesting Council's assistance to develop a roster of candidates from which to fill vacancies on their Board of Directors. 2. John Harrison, Regional Chair, Municipality of Haldimand-Norfolk, with a resolution concerning the closure of rural schools. 3. Association of Municipalities of Ontario, with an invoice for the 2000 Membership fee and the "1999 - Year in Review - A Record of Achievement". 4. Naomi Alboim, Secretary General to The Order of Ontario and Deputy Minister, Ministry of Citizenship, Culture and Recreation, inviting Council to submit a nomination for membership in The Order of Ontario. 5. Corporation of the Township of Grey, with a resolution concerning the announcement by the Ministry of Agriculture, Food and Rural Affairs to close 35 OMAFRA agricultural field offices. 6. AMO Member Communication ALERT, re: "Volunteer Fire Fighters Under Attack". 7. Barbra Anne Runstedler Vaspori, Risk Management/Business Planning, Frank Cowan Company Limited, with correspondence concerning the proposed Trans Canada Trail. 8. Honourable Ernie Hardeman, Ministry of Agriculture, Food and Rural Affairs, re: discussion paper and questionnaire concerning the environmental needs of the agriculture sector and rural residents. Councillor Habkirk spoke regarding Correspondence Item #1 and the importance of this Issue. Moved by Councillor Habkirk Seconded by Councillor VanBrenk THAT Correspondence Item #1 be received and filed and referred to the Lower-Tier Municipalities for their consideration. - Carried. County Council 4 January 11, 2000 The following recommendation was adopted respecting Correspondence Item #2. Moved by Councillor Wilson Seconded by Councillor Rock THAT the Corporation of the County of Elgin supports the resolution from the Regional Municipality of Haldimand-Norfolk requesting the Provincial Government through the Ministry of Education to formulate a "New Rural Education Funding Formula" to protect educational services in rural communities. - Carried. The following recommendation was adopted respecting Correspondence Item #3. Moved by Councillor VanBrenk Seconded by Councillor van Kasteren THAT the Corporation of the County of Elgin renew its membership in the Association of Municipalities of Ontario for the Year 2000 in the amount of $2,724.21. - Carried. Moved by Councillor Walters Seconded by Councillor van Kasteren THAT Correspondence Item #4 received and filed. - Carried. The following recommendation was adopted respecting Correspondence Item #5. Councillor Wilson had received a list of former employees of OMAFRA and those still working. Approximately half from the South Central Region have been terminated and were notified via a memo posted at their work place. Moved by Councillor Walters Seconded by Councillor Rock THAT the Corporation of the County of Elgin supports the resolution from the Township of Grey petitioning the Minister of Agriculture, Food and Rural Affairs to cancel the reorganization of its field offices and consult with agricultural organizations to ascertain the needs and requirements of the Ontario Farmer; and further, THAT a letter from the Warden be sent to the Premier and the Minister expressing Council's disappointment in the closing of said offices and particularly the manner in which the terminations were carried out. - Carried Unanimously. Moved by Councillor Rock Seconded by Councillor Walters THAT Correspondence Item #6 received and filed. - Carried. The following resolution was adopted respecting Correspondence Item #7. Councillors expressed some confusion with agreements and other items concerning the proposed trails, and Councillor Clutterbuck agreed to present their concerns to the next meeting of the Trans Canada Trail Council for clarification and report back. County Council 5 January 11, 2000 Moved by Councillor VanBrenk Seconded by Councillor van Kasteren THAT Correspondence Item #7 be tabled until more information is available from the Trans Canada Trail Council. - Carried. Warden McPhail indicated the Municipality of West Elgin is dealing with the issue contained in Correspondence Item #8, on the environmental needs of the agriculture sector and rural residents. Councillor Habkirk noted OMAFRA is to provide a third party review, yet with offices closing, he wondered what staff would be left to conduct the exercise. The following resolution was adopted respecting Correspondence Item #8. Moved by Councillor VanBrenk Seconded by Councillor Rock THAT Correspondence Item #8 be received and filed. - Carried. Items for Information - (Consent AQenda) 1. Ontario Trucking Association, with information concerning the organization "CRASH" and trucking issues that impact municipalities. 2. Howard Greig, Warden, County of Grey, with copy of correspondence supporting the Town of Hanover and Wm. Murdoch, M.P.P. concerning objections to Bill 25. 3. Steve Peters, M.P.P., Elgin-Middlesex-London, with endorsement of the County's resolution regarding: 1) re-establishment of Drivers Examination Centres, 2) shortage of family physicians in the County of Elgin and 3) need for improvements on Highway No.3 due to the increased volume of traffic. 4. Larry Smith, Chair, Elgin Physician Recruitment Partnership, thanking Council for the $7500.00 to assist the EPRP initiative. 5. Honourable Ernie Hardeman, Minister of Agriculture, Food and Rural Affairs, acknowledging Council's resolution concerning programs for Ontario farmers for competitive trading opportunities. 6. City of Belleville, announcing the OSUM Annual Conference and Trade Show. 7. Colin O. D'Cunha, Director, Public Health Branch and Chief Medical Officer of Health, Ministry of Health and Long-Term Care, confirming that the final 1999 public health allocations for the boards of health will be based on the 1999 reported budgets. 8. Honourable Tony Clement, Minister of Municipal Affairs and Housing, with copy of correspondence to Michael Power, President of AMO, concerning the rights of municipalities to make decisions regarding the provision of French language services. 9. RG. Morgan, Chair, Ontario Family Fishing Weekend Steering Committee, announcing the licence-free fishing weekend from Friday, July 7 through Sunday, July 9,2000. (ATTACHED) 10. William Shurish, Executive Director, Quad County Support Services, thanking Council for the grant of $2,000.00. County Council 6 January 11, 2000 11. Steve Peters, M.P.P., Elgin-Middlesex-London, with copy of correspondence to The Honourable Elizabeth Witmer, Ministry of Health, concerning "Consolidation Agreement" for the governance of the Elgin-St. Thomas Health Unit. 12. Honourable Helen Johns, Ministry of Citizenship, Culture and Recreation, with copy of correspondence to Steve Peters, M.P.P. concerning community recreation programs. 13. AMO Member Communication ALERT, re: "As The Provincial Legislature Rises". 14. Premier Michael D. Harris, acknowledging the County's submission to the Ministry of Health. The following recommendation was adopted respecting Correspondence #1. Councillors discussed this item and indications are that more information is coming in regard to it. Moved by Councillor VanBrenk Seconded by Councillor van Kasteren THAT Correspondence Item #1 from the Ontario Trucking Association be tabled until further information is available. - Carried. Moved by Councillor Habkirk Seconded by Councillor Rock THAT Correspondence Items #2-14 be received and filed. - Carried. OTHER BUSINESS Statements/InQuiries By Members Councillors Habkirk and Walters noted that since lights have gone up at Highway 45 (John Wise Line) and Sunset Road, vehicles turning right onto Sunset are using the shoulder of the road to make the turn. The Manager of Engineering Services advised that this intersection is designated for lane improvement in year three of the five-year plan. Councillors asked that the intersection improvement be made as soon as possible, due to the beating the pavement is taking. The Manager of Engineering Services will advance this lane improvement to the year 2000. Councillor VanBrenk, having attended a Warden's social gathering, asked for any items that Council wished to appear on the agenda for the upcoming Western Wardens meeting. There was discussion suggesting that Council should consider obtaining the services of a professional lobbyist to keep our mutual issues of importance at the Ministry table. However, it was pointed out that we pay a membership to AMO to provide us with that service and if we are unhappy with AMO's results, we should address the issue. Warden McPhail will raise this item at the next Western Wardens meeting. Notice of Motion - None. Matters of UrQency - None. Moved by Councillor Walters Seconded by Councillor Rock THAT we do proceed In-Camera to discuss personnel matters. - Carried. County Council 7 January 11, 2000 Warden McPhail asked Councillor Clutterbuck to Chair the In-Camera portion of the meeting. Staff was excused with the exception of the Director of Human Resources at 11 :35 AM. The Director of Human Resources was excused at 11:40 AM. and Council proceeded with the written portion of the Chief Administrative Officer's annual performance evaluation. Council recessed at 12:20 P.M. and reconvened at 1 :00 P.M. with no staff present. The Director of Human Resources and the Deputy Clerk were called back to Council Chambers at 1 :30 P.M. Moved by Councillor VanBrenk Seconded by Councillor Walters THAT we do now rise and report. - Carried. Moved by Councillor Habkirk Seconded by Councillor van Kasteren THAT the position of Temporary Part-Time Clerk at the Bobier Villa be changed to Permanent Part-Time, and that the incumbent be offered the position. - Carried. Moved by Councillor Rock Seconded by Councillor Habkirk THAT we adopt the recommendations of the Committee of The Whole Council. - Carried. BY-LAWS Moved by Councillor Walters Seconded by Councillor van Kasteren THAT By-Law No. 00-01 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the January 11, 2000 Meeting" be read a first and second time. - Carried. Moved by Councillor Wilson Seconded by Councillor VanBrenk THAT By-Law No. 00-01 be read a third time and finally passed. - Carried. Moved by Councillor van Kasteren Seconded by Councillor Stewart THAT we do now adjourn at 1:44 P.M. to meet again on January 25,2000 at 9:00 AM. - Carried. Mark G. McDonald, Chief Administrative Officer. Duncan J. McPhail, Warden. County Council 8 January 11, 2000