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January 25, 2000 Minutes COUNTY COUNCIL Tuesday, January 25, 2000 The Elgin County Council met this day at the Administration Building, at 9:03 AM., in accordance with adjournment, with all members present except Councillors Habkirk (regrets) and VanBrenk (regrets). Warden McPhail in the Chair. Moved by Councillor Walters Seconded by Councillor Wilson THAT the minutes of the meeting held on January 11, 2000 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF - None. PRESENTATIONS Warden McPhail and Councillor Clutterbuck presented employee Retirement Certificates and gifts to Wayne Fishleigh with 25 years service; Ella Kyle with 24 years service; Erika Lang with 21 years service; Margaret Mulhern with 8 years service; and Willard Shackleton with 21 years service. Moved by Councillor Stewart Seconded by Councillor Rock THAT we do now move into Committee Of The Whole Council. - Carried. COUNCIL AND STAFF REPORTS Update of Application for Minor Exception. Brad Beharell. Lot 10. Conc. II. Southwold - EIQin County Tree Commissioner Mr. Geurts reported that, subsequent to Council's resolution passed at the last meeting, Mr. Beharell has indicated all harvested trees will be utilised for his own use, and, therefore, tree replanting will not be required. Mr. Beharell maintains it is his right to have proper drainage from farm fields and should be exempt. Mr. Geurts indicated that once these trees begin to grow, the area is considered forest again and is subject to the Tree By-law, however the Tree Commissioner has discretionary powers to decide if the area has forest capabilities such as wildlife habitat and timber value. Council suggested wording could be set out in the policy/by- law to avoid interpretation concerns, and photos could be taken of each inspection, to assist with issues that may arise. Moved by Councillor Clutterbuck Seconded by Councillor Walters THAT the report on the Update of Application for Minor Exception, Brad Beharell, Lot 10, Conc. II, Southwold, presented by the Elgin County Tree Commissioner be received and filed. Carried. County Council 2 January 25, 2000 Tours of Continuum of Care Centres - Director of Homes and Senior Services Mrs. Fleck indicated the tours would include two centres in Stratford and one in the Cambridge/Kitchener area. Moved by Councillor van Kasteren Seconded by Councillor Wilson THAT the Director of Homes and Senior Services be authorized to organize tours of Continuum of Care Centres for Council, Management and Homes Supervisors (dates to be confirmed for March 2000); and, THAT the minutes of the Visioning Session be received and filed. - Carried. 1999/2000 Community Support Services BudQet Approval - Director of Homes and Senior Services Moved by Councillor Stewart Seconded by Councillor Clutterbuck THAT the Warden and the Chief Administrative Officer be authorized to sign the 1999/2000 Community Support Budget-Schedule 1 for the Ministry of Health. - Carried. DELEGATIONS Mr. Bryce Sibbick, Frank Cowan Company, attended at 9:23 AM., to present the County's 2000 Comprehensive Insurance Program. The Frank Cowan Company is also offering a rate stabilization plan over the next three years with a 5% discount in each year. The report from the Chief Administrative Officer, Comprehensive Insurance Program 2000, was considered at this time. The delegation left at 9:30 AM. Moved by Councillor Wilson Seconded by Councillor Rock THAT the County of Elgin's comprehensive insurance program be renewed with Frank Cowan Company Limited for a three-year term with the 2000 premium being set at $117,305.00 less a 5% reduction plus applicable taxes. - Carried. Millennium Babies - Director of Financial Services The Chief Administrative Officer presented the report on behalf of the Director. Councillors noted they had received comments from ratepayers that the County should maintain control over the money if possible, and that putting restrictions on the gift might be discriminatory. The parents and children will be invited to a future meeting for presentation of the gifts. Moved by Councillor Wilson Seconded by Councillor Clutterbuck THAT the Council of the Corporation of the County of Elgin, in recognition of the magnitude of the Year 2000, present a gift of $1 ,000.00 each to the first baby girl and baby boy born within the County of Elgin and whose parents are residents of the County. - Carried. County Council 3 January 25, 2000 EmerQency Operations Centre - Director of Financial Services Moved by Councillor Rock Seconded by Councillor Stewart THAT the $5,000.00 budgeted in 1999 for Emergency Operations Centre Equipment not yet expended be transferred into a reserve. - Carried. Schedule of Council MeetinQs for 2000 - Chief Administrative Officer Moved by Councillor Walters Seconded by Councillor Rock THAT the attached schedule of meeting dates for County Council be approved. - Carried. Departmental Reports - Director of Human Resources Councillors noted that this would be advisable to get the most out of the Crystal Report Writer program. Moved by Councillor Clutterbuck Seconded by Councillor Rock THAT staff be authorized to hire one part-time contract/student position to develop reports from the Crystal Report Writer Program and to train County staff, with a cost not to exceed $4,000.00, less any offsetting grants. - Carried. Archives Activity Report - ManaQer of Library Services Moved by Councillor van Kasteren Seconded by Councillor Clutterbuck THAT the report on Archives Activity be received and filed. - Carried. Council took a break at 9:35 AM. and reconvened at 9:56 AM. Mr. Frank Clarke, Special Projects Officer - Archives, presented an overview of the activities involved in preparing an inventory and types of records stored on the fourth floor. Council suggested that a scanner may be a useful item to consider in the future. Mr. Clarke left at 10:10 AM. EIQin Telecommunications Study Ms. Donna Lunn, attended at 10: 1 0 AM., to present an overview of the Elgin Telecommunications Study, a community based approach to increase information technology and to improve and expand telecommunications to County residents. Ms. Lunn noted that with the closing of the OMAFRA offices, now more than ever, the availability of resources "on- line" is imperative and noted that residents require access and training. Ms. Lunn was requesting assistance from municipalities and membership of one or two persons on the steering committee. County Council 4 January 25, 2000 Moved by Councillor Clutterbuck Seconded by Councillor Wilson THAT the Manager of Library Services and a staff person from Information Technology be appointed to the Elgin Telecommunications Study Steering Committee. - Carried. New or Leased County Vehicle - ManaQer of EnQineerinQ Services Mr. Watters reported that the vehicle used in Engineering Services is becoming costly to maintain and the mileage is high. Staff are requesting permission to obtain quotes for a new or leased truck. Moved by Councillor Walters Seconded by Councillor Rock THAT Engineering Services be authorized to obtain quotations for Council's approval for the purchase and lease of a new pick-up truck; and, THAT the existing County vehicle be used as a trade-in with the balance of the purchase or lease to be taken from the Roads Reserve Account. - Carried. 2000 Sf. Thomas Municipal Air Show - ManaQer of EnQineerinQ Services Mr. Watters indicated that the Air Show may become a yearly event and require permanent signage. Council consensus was to wait and see if the Air Show becomes a yearly event and that the recommendation should read "temporary signage". Moved by Councillor Rock Seconded by Councillor Walters THAT, should the City of St. Thomas agree by resolution, to permit Walsh Air Show Productions to co-ordinate the 2000 St. Thomas Municipal Air Show; and, THAT liability insurance and other County concerns are satisfied; and, THAT the County of Elgin, shall amend the Parking By-Law to restrict "No Parking", "No Standing" and "No Stopping" for a specified period on the following County Roads: County Road #36 from Highway #3 to County Road #56, and County Road #56 from County Road #36 to Yarmouth Centre Road, provided that all costs for temporary signage are borne by the organizer and/or City of St. Thomas. - Carried. Assistance to the Township of Malahide - ManaQer of EnQineerinQ Services Mr. Watters noted if Council agrees to the assistance, the County would be covered for Insurance purposes. Moved by Councillor Walters Seconded by Councillor Stewart THAT Engineering Services staff be directed to assist the Township of Malahide in determining the size for the new culvert at Putnam Road and Century Line and the size of the ditch downstream in order for the Township to purchase land to accommodate the ditch. - Carried. County Council 5 January 25, 2000 CORRESPONDENCE Items for Consideration 1. Township of Colborne, with a resolution petitioning the Province to enact legislation to protect and provide for responsible control of manure spills. 2. Steve Peters, M.P.P., Elgin-Middlesex-London, with correspondence regarding the closure of the Examination Centre in St. Thomas and the lack of Driver's Examination Centres throughout the County. 3. K.G. Sloan, Administrator/Clerk, Municipality of Central Elgin, with notice of the sale of the former Port Stanley Village Hall. 4. G. Murray, G.P. Murray Research Limited, offering a bi-weekly subscription to "Inside Queen's Park" an analysis of Ontario politics and government. 5. Barbra Anne Runstedler Vaspori, Risk Management/Business Planning, Frank Cowan Company Limited, with correspondence concerning the proposed Trans Canada Trail. 6. Kyle Kruger, Administrator, Municipality of Bayham, requesting assistance of the County's Human Resources staff for negotiating a Collective Agreement. 7. Carl-Wilhelm Bienefeld, St. Thomas-Elgin Tourist Association, requesting Council to appoint two persons to the Tourism Board for the Year 2000. Moved by Councillor Walters Seconded by Councillor Clutterbuck THAT Correspondence Item #1 be received and filed. - Carried. The following recommendation was adopted respecting Correspondence Item #2: Councillor Clutterbuck received correspondence from a ratepayer indicating a one year wait for a driver test, which denies access for rural students to obtain work. Council requested that a letter be sent to The Minister of Transportation expressing concern over the excessive waiting period to obtain a drivers license and to continue to pursue the request for a testing centre to be located in the Elgin area since service levels have not been maintained as suggested by the Minister. Moved by Councillor Clutterbuck Seconded by Councillor Wilson THAT a letter be sent to the Minister of Transportation, expressing concern over the excessive waiting period for appointments for driver's tests and indicating that service levels have been reduced; and, THAT a testing centre be located in the County of Elgin to alleviate the length of time it takes to obtain an appointment for licensing. - Carried. Moved by Councillor Walters Seconded by Councillor Stewart THAT Correspondence Item #3 be received and filed. - Carried. County Council 6 January 25, 2000 Moved by Councillor Rock Seconded by Councillor van Kasteren THAT Correspondence Item #4 be received and filed - Carried. The following recommendation was adopted respecting Correspondence Item #5: Moved by Councillor Walters Seconded by Councillor Clutterbuck THAT Correspondence Item #5 be deferred to County Council's March meeting. - Carried. Council took a break at 11: 15 AM. and reconvened at 11 :35 AM. The following recommendation was adopted respecting Correspondence Item #7: Moved by Councillor Clutterbuck Seconded by Councillor Wilson THAT Mr. Brent Spilak and Mr. Ron Lackey be appointed as County representatives to the St. Thomas-Elgin Tourist Association for 2000. - Carried. Items For Information - (Consent AQenda) 1. Steve Peters, M.P.P., Elgin-Middlesex-London, with correspondence re: 1) the resolution of the Western Ontario Wardens' Association concerning the Ontario Housing Corporation insurance 2) Council's resolution concerning the education tax rates. 2. Brenda McCurdy, Senior Director of Operations, Jewal International Inc., thanking former Warden VanBrenk for the County pins to give out at their seminar. 3. James M. Flaherty, Attorney General and Minister Responsible for Native Affairs, with an update on the status of the Provincial Offences Act (POA) transfer. 4. FCM Members' Advisory - CRTC Initiating Rights-of-Way Proceeding. 5. Lynda Millard, Clerk, Municipality of Bayham, with resolutions 1) supporting County Council's resolution regarding a Collective Pricing Arrangement with Communication Service Providers 2) supporting Council's resolution regarding concerns with the closing of the OMAFRA offices. 6. Ontario News Release Communique, "Government Moves to Establish Fairness in the Property Tax Treatment to Vacant Business Properties". 7. Premier Michael D. Harris, responding to Council's concerns with Bill 25 and the provision that allows a petition of 75 citizens to seek a municipal restructuring commission. 8. P.J. Leack, City Clerk, City of St. Thomas, with the nomination of Ms. Lorraine Vallee- Moczulski to the Elgin County Pioneer Museum Board for a three-year period. 9. Honourable Elizabeth Witmer, Minister of Health, with the Order under the Ambulance Act formally designating the County as delivery agent for the County of Elgin and City of St. Thomas. 10. Honourable Ernie Hardeman, Minister of Agriculture, Food and Rural Affairs, concerning the protection of drainage ditches for agriculture and the Fisheries Act. County Council 7 January 25, 2000 Councillor Walters noted that Correspondence Item #4 has been referred to the County by Central Elgin through a forthcoming resolution. Moved by Councillor Walters Seconded by Councillor Stewart THAT Correspondence Items #1-10 received and filed. - Carried. OTHER BUSINESS Statements/InQuiries By Members Councillor Rock enquired as to the status of the caution light at Wellington Road and #52. The Manager of Engineering Services indicated the materials have been purchased and will advise Councillor Rock of an installation date, since there is some delay with the locates. Warden McPhail indicated he has minutes from the Friends of the Games Committee meetings available for Councillors to read. Notice of Motion - None. Matters of UrQency - None. Moved by Councillor Rock Seconded by Councillor Wilson THAT we do now proceed In-Camera to discuss personnel and property matters. - Carried. Warden McPhail asked Councillor Rock to Chair the In-Camera portion of the meeting. Council recessed for lunch at 12:07 P.M. and reconvened at 12:58 P.M. DELEGATION Staff Sergeant Stephens, Sgt. Mark Brown, Inspector Bob Goodall, Constable Chris Gheysen, Jim Trevors, Curran Scott and Charlie Williamson, from the O.P.P., were in attendance at 1 :00 P.M. The delegation left at 2:25 P.M. Council took a break and reconvened at 2:47 P.M. Council will complete the Chief Administrative Officer's Performance Evaluation on February 2, 2000, after the meeting with the Ministry of Transportation. Moved by Councillor Wilson Seconded by Councillor Walters THAT we do now rise and report. - Carried. County Council 8 January 25, 2000 Moved by Councillor van Kasteren Seconded by Councillor Walters THAT, in keeping with Compliance Standards, the Director of Homes and Seniors Services be authorized to engage the consulting services of Ms. Leslie Whittington-Carter for the role of a Dietician for Elgin County Homes at an hourly rate of $35.00 and $.32 per km, effective February 1, 2000. - Carried. Moved by Councillor Wilson Seconded by Councillor Clutterbuck THAT the Director of Financial Services be authorized to write off the Robert Snazel account. - Carried. Moved by Councillor Rock Seconded by Councillor Stewart THAT Uffen Incorporated be permitted to sub-lease office #227 on the second floor of the County Administration Building, providing the County approves the sub-lease first. - Carried. Moved by Councillor Wilson Seconded by Councillor Rock THAT the Warden be authorized and directed to forward a letter to the St. Thomas Public Library Board advising that the County is unable to provide any financial assistance, as suggested in their letter dated January 21, 2000. - Carried. Moved by Councillor Walters Seconded by Councillor Rock THAT the Corporation of the County of Elgin endorse and support the installation of a watermain along Fingal Line from the Hamlet of Fingal to the site of the new Elgin Manor; and, THAT the County of Elgin agree to fund up to a maximum of $400,000.00 as its share of the costs of the project, providing the Township of Southwold contributes a minimum of 60 connections at $7,500.00 per connection ($450,000.00), it being understood that the Township of Southwold may approach the County for an enhanced contribution if final costs exceed the estimates. - Carried. Moved by Councillor Stewart Seconded by Councillor Rock THAT staff be authorized and directed to advertise for bids from qualified firms for the design and construction of a small sewage treatment system for the Elgin Manor properties, including the decommissioning of the existing lagoon system and report back to Council. - Carried. County Council 9 January 25, 2000 Moved by Councillor Rock Seconded by Councillor van Kasteren THAT the County of Elgin's Room Usage Policy be amended as follows: 1.(f) " Fees will be charged to all outside groups, and for Court sittings the fee shall include the cost of providing court security as estimated by the Ontario Provincial Police plus a 10% administration fee." - Carried. Moved by Councillor Wilson Seconded by Councillor Clutterbuck THAT we adopt the recommendations of the Committee of the Whole. - Carried. BY-LAWS Moved by Councillor van Kasteren Seconded by Councillor Clutterbuck THAT By-Law No. 00-02 "Being a By-Law to Confirm and Appoint John David Huether as Deputy Treasurer for the County of Elgin and to Repeal By-Law No. 99-25" be read a first and second time. - Carried. Moved by Councillor Rock Seconded by Councillor Wilson THAT By-law No. 00-02 be read a third time and finally passed. - Carried. Moved by Councillor van Kasteren Seconded by Councillor Clutterbuck THAT By-Law No. 00-03 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the January 25, 2000 Meeting" be read a first and second time. - Carried. Moved by Councillor Stewart Seconded by Councillor Rock THAT By-Law No. 00-03 be read a third time and finally passed. - Carried. Moved by Councillor Walters Seconded by Councillor Stewart THAT we do now adjourn at 3:52 P.M. to meet again on February 2,2000 at 1 :00 P.M. - Carried. Mark G. McDonald, Chief Administrative Officer. Duncan J. McPhail, Warden.