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July 25, 2000 Minutes COUNTY COUNCIL Tuesday, July 25, 2000 The Elgin County Council met this day at the Administration Building, at 9:07 AM., in accordance with adjournment, with all members in attendance except Councillor Rock. Warden McPhail in the Chair. Moved by Councillor VanBrenk Seconded by Councillor Walters THAT the minutes of the meeting held on June 27,2000 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF - None. PRESENTATIONS Mr. Bill Horne, Mr. Lorne Thomson and Mr. Clarke Wismer, members of the Boxall/Fingal Junior Fastball Team who won the 1998 Canadian Junior Men's Fastball Championship, attended at 9:00 a.m. Warden McPhail and Councillor Clutterbuck presented certificates and mementoes congratulating them on their achievement. Warden McPhail presented framed certificates and congratulations to Councillors Clutterbuck and Stewart in commemoration of the Township of Southwold's and the Municipality of Bayham's 150th Anniversary. Moved by Councillor Walters Seconded by Councillor Stewart THAT we do now move into Committee of the Whole Council. - Carried. COUNCIL AND STAFF REPORTS TillsonburQ District Memorial Hospital Annual Report - Mr. Ron Bradfield Mr. Bradfield, County Council's representative on the Tillsonburg District Memorial Hospital Board, and Mr. Ross Greer, member, attended at 9: 15 AM. Mr. Bradfield reported that the Hospital continued to operate in the black in 1999/2000. Results of a patient survey that rated care received at Ontario hospitals indicated Tillsonburg District placed in the top 16%. Councillors commended the Hospital for these achievements and Warden McPhail requested these remarks be relayed to the Board. Warden McPhail thanked the delegation for attending and the gentlemen left at 9:25 AM. Moved by Councillor Wilson Seconded by Councillor Habkirk THAT the report of the Tillsonburg District Memorial Hospital be received and filed. - Carried. St. Thomas-EIQin General Hospital - Councillor Van Brenk Councillors congratulated the Hospital on its development of a software program to help manage quality of care and bed utilization. Warden McPhail asked that Council's remarks commending the Hospital for its efficient operation be relayed to the Board. County Council - 2 - July 25, 2000 Moved by Councillor Stewart Seconded by Councillor Clutterbuck THAT the report of the St. Thomas-Elgin General Hospital be received and filed. - Carried. County Golf Shirts and Golf Balls - Director of Homes and Senior Services Moved by Councillor VanBrenk Seconded by Councillor Clutterbuck THAT the Management staff be directed to purchase golf shirts and golf balls from Finstar Promotions and that funds from the Mill Rate Stabilization Reserve be utilized; and, THAT shirts and balls be offered for purchase to Council and staff at $2.00 above cost. - Carried. 1999/2000 Community Support Services Reconciliation Report - Director of Financial Services Moved by Councillor Walters Seconded by Councillor Habkirk THAT the Warden and the Director of Financial Services be authorized to sign the 1999/2000 Community Support Services Reconciliation Report and forward to the Ministry of Health. - Carried. Forecast - Capital Fund Operations - Director of Financial Services Moved by Councillor van Kasteren Seconded by Councillor Habkirk WHEREAS, the Province of Ontario is providing the County of Elgin a Community Reinvestment Fund (CRF) allocation; and, WHEREAS the intended use of the CRF allocation is to mitigate increases in property taxes; and, WHEREAS the Province has requested this information by June 30,2000; and, WHEREAS the Minister of Finance and Municipal Affairs & Housing have requested that each municipality submit an electronic copy of a forecast of the Year 2000 capital fund operations (FIR Schedule 5), NOW THEREFORE, be it resolved that the County of Elgin has complied with the Minister's request and has attached the electronic copy of a forecast of the Year 2000 capital fund operations (FIR Schedule 5) to this resolution; and furthermore, THAT the following Schedule forms part of the Council resolution: Municipality I Elgin Co I 5 9 $ ANALYSIS OF CAPITAL OPERATIONS (FORECAST) for the year ended Dec. 31, 2000 Unfinanced capital outlay (Unexpended capital financing) at the beginning of the year 1 3,504,150 Sources of financing County Council - 3 - Contributions from own funds Revenue fund Reserves and reserve funds Long term liabilities incurred Central Mortgage and Housing Corporation Ontario Financing Authority Commercial Area Improvement Program Other Ontario housing programs Ontario Clean Water Agency Tile drainage and shoreline property assistance programs Serial debentures Sinking fund debentures Long term bank loans Long term reserve fund loans Grants and loan forgiveness Ontario Canada Other municipalities Other financing Prepaid special charges Proceeds from sale of land and other capital assets Investment income From own funds Other Donations July 25, 2000 2 1 ,411 ,932 3 Subtotal 4 1,411,932 5 7 9 10 11 12 13 14 15 16 17 Subtotal* 18 o 20 21 22 Subtotal 23 o 24 25 26 27 28 30 31 Subtotal 32 Total sources of financing 33 Applications Own expenditures Short term interest costs Other Transfers of proceeds from long term liabilities to: Other municipalities Unconsolidated local boards Individuals o 1,411,932 34 35 Subtotal 36 37 38 39 Subtotal 40 175,000 175,000 o Transfers to reserves, reserve funds and the revenue fund 41 Total applications 42 175,000 Unfinanced capital outlay (Unexpended capital financing) at the end of the year 43 2,267,218 Amount reported in line 43 analyzed as follows: Unapplied capital receipts (negative) To be recovered from: - taxation or user charges within term of council - proceeds from long term liabilities - transfers from reserves and reserve funds 44 45 46 47 2,267,218 48 49 2,267,218 Total unfinanced capital outlay (unexpended capital financing) *amount in line 18 raised on behalf of other municipalities - Carried. 19 County Council - 4 - July 25, 2000 Forecast - Continuity of Reserves - Director of Financial Services Moved by Councillor VanBrenk Seconded by Councillor Walters WHEREAS, the Province of Ontario is providing the County of Elgin a Community Reinvestment Fund (CRF) allocation; and, WHEREAS the intended use of the CRF allocation is to mitigate increases in property taxes; and, WHEREAS the Province has requested this information by June 30,2000; and, WHEREAS the Minister of Finance and Municipal Affairs and Housing have requested that each municipality submit an electronic copy of a forecast of the 2000 continuity of reserves and reserve fund schedule (FIR Schedule 10), NOW THEREFORE, be it resolved that the County of Elgin has complied with the Minister's request and has attached the electronic copy of a forecast of the 2000 continuity of reserves and reserve fund schedule (FIR Schedule 10) to this resolution; and furthermore, THAT the following Schedule forms part of the Council resolution: Municipality I Elgin Co I 10 15 $ CONTINUITY OF RESERVES AND RESERVE FUNDS (FORECAST) for the year ended Dec, 31, 2000 Balance at the beginning of the year Revenues Contributions from revenue fund Contributions from capital fund Development Charges Act Lot levies and subdivider contributions Recreational land (the Planning Act) Investment income - from own funds - other 1 5,111 ,700 2 2,159,400 3 67 60 61 5 6 10 12 Total revenue 13 2,159,400 Expenditures Transferred to capital fund Transferred to revenue fund Charges for long term liabilities-principal and interest Building Information Technologies Total Expenditure 14 943,800 15 16 1 ,411 ,900 63 100,000 20 337,400 21 22 2,793,100 Balance at the end of the year for: Reserves Reserve Funds 23 4,478,000 24 Total 25 4,478,000 Analyzed as follows: Reserves and discretionary reserve funds: Working funds Contingencies Ontario Clean Water Agency funds for renewals, etc. - sewer - water Replacement of equipment Sick leave 26 27 500,000 28 29 30 31 County Council - 5 - July 25, 2000 Insurance Workers' compensation Capital expenditure - general administration - roads - sanitary and storm sewers - parks and recreation - library - other cultural - water - transit - housing - industrial development - other and unspecified Waterworks current purposes Transit current purposes Library current purposes Mill Rate Stabilization Other 32 1 7,300 33 176,200 34 35 36 64 65 30,000 66 38 39 40 41 42 990,000 49 50 51 0 52 721,000 53 2,043,500 54 Obligatory reserve funds: Development Charges Act Lot levels and subdivider contributions Recreational land (the Planning Act) Parking revenues Debenture repayment Exchange rate stabilization 68 44 46 45 47 48 55 56 57 Total 58 4,478,000 - Carried. Minimum Maintenance Standards - ManaQer of EnQineerinQ Services Councillors requested deferral for a month until the local road superintendents can review the report and that staff emphasize to the lower-tier these are minimums only and some roads may require additional maintenance. A letter will be forwarded to the MTO advising that comments will be forthcoming, but due to lateness of receipt from the Province, it is still being prepared. Council directed staff to prepare a comprehensive study of speeds on County Roads and bordering roads and report to Council. The Manager of Engineering Services indicated that a report is being prepared and should come to Council in the Fall. Moved by Councillor Walters Seconded by Councillor VanBrenk THAT the report from the Manager of Engineering Services "Minimum Maintenance Standards" be deferred to a future Council meeting to allow the lower-tier municipalities to provide input. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Wilson THAT a comprehensive report be prepared on Speeds on County Roads and bordering roads and presented to Council in the Fall of 2000. - Carried. County Council - 6 - July 25, 2000 Road Closure - Municipality of Central EIQin - ManaQer of EnQineerinQ Services Moved by Councillor VanBrenk Seconded by Councillor Walters THAT the County of Elgin has no objection to the Municipality of Central Elgin closing a portion of John Street in Part of Lot 3, Concession 4, geographic Township of Yarmouth, Municipality of Central Elgin (Union), west of Sunset Road, Part #1, Reference Plan #11 R-7307. - Carried. Contract Workers - ManaQer of EnQineerinQ Services The Manager of Engineering Services thanked the lower-tier municipalities for their assistance, which decreased the County's need to hire one employee for the summer season. Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT the report from the Manager of Engineering Services entitled "Contract Workers" be received and filed. - Carried. Small Municipal Drain - ManaQer of EnQineerinQ Services Moved by Councillor Walters Seconded by Councillor Habkirk THAT the report from the Manager of Engineering Services entitled "Small Municipal Drain" be received and filed. - Carried. Intersection Control Beacons at County Roads #3 and #14 (Talbot Line and lona Road) - ManaQer of EnQineerinQ Services Members of Council discussed the possibility of a standard policy governing Intersection Control Beacons and deferred the report to another Council meeting to allow the Lower- Tier to provide input. Moved by Councillor Wilson Seconded by Councillor Clutterbuck THAT the reports from the Manager of Engineering Services entitled "Intersection Control Beacons at County Roads #3 and #14 (Talbot Line and lona Road)", "Intersection Control Beacons at County Roads #3 and #8 (Talbot Line and Currie Road)", and "Intersection Control Beacons at County Roads #48 and #73 (Lyons Line and Imperial Road)" be deferred to a future Council meeting. - Carried. Moved by Council Habkirk Seconded by Councillor Walters THAT the Lower-Tier Municipalities be requested to provide input on the following draft policy for the installation of Red/Amber Overhead Flashing Beacons at Intersections: 1. The installation of red/amber overhead flashing beacons will be considered upon the request of the local municipal council in which the proposed beacon is situated. 2. If, in accordance with MUTCD guidelines, the proposed beacon meets the warrant criteria, the County's Manager of Engineering Services will install and maintain said beacon with all costs being borne by the County. County Council - 7 - July 25, 2000 3. If the proposed beacon does not meet the warrant criteria and the municipality recommends its installation, then the County will fund 50% of the costs of installation and 50% of the ongoing costs of maintenance. - Carried. Council took a break at 10:35 and reconvened at 10:47 AM. Warden McPhail requested that the "reserved" parking for Warden be turned into a handicapped parking space. Councillor Wilson requested no parking on the inner part of the circle and to make it one-way only. The Manager of Engineering Services will implement these changes. Intersection at County Roads #48 and #73 (Lyons Line and Imperial Road)- ManaQer of EnQineerinQ Services Moved by Councillor Wilson Seconded by Councillor VanBrenk THAT the report from the Manager of Engineering Services "Intersection at County Roads #48 and #73 (Lyons Line and Imperial Road)" be deferred until a decision is made on Intersection Control Beacons. - Carried. Centennial Road Sod and Topsoil Restoration - ManaQer of EnQineerinQ Services Moved by Councillor Walters Seconded by Councillor Clutterbuck THAT the report from the Manager of Engineering Services "Centennial Road Sod and Topsoil Restoration (Update)" be received and filed. - Carried. Replacement of ExistinQ SiQns at Administration BuildinQ (Update) - ManaQer of EnQineerinQ Services Councillor Walters indicated that the County may need a minor variance to replace the sign in its present location. The Manager of Engineering Services will consult with Central Elgin and comply with their requirements. Moved by Councillor Habkirk Seconded by Councillor Clutterbuck THAT the quotation of $10,818.00 be accepted from Excellent Signs to remove and reinstall the pylon sign at the front of the County Administration Building. - Carried. Commercial Entrance onto Sunset Road (County Road 4) - ManaQer of EnQineerinQ Services Moved by Councillor Walters Seconded by Councillor Wilson THAT the County of Elgin transfer the one foot reserve to the abutting landowner, described as Part of Parcel 4-4, Section Y AR-4, being Part of Lot 4, Concession 4, geographic Township of Yarmouth, designated as Part 3 on 11 R-6819 in the Municipality of Central Elgin, with all costs to be borne by the property owner. - Carried. County Council - 8 - July 25, 2000 "Draft" Brief to Minister of Transportation - ManaQer of EnQineerinQ Services Councillors requested that the draft brief to the Minister of Transportation be amended to place more emphasis on the lakeshore erosion problem. The suggestion that the County of Elgin be chosen as a "pilot site" with assistance from the Provincial as well as the Federal government to gauge results of efforts to curtail the lakeshore erosion, will also be included in the brief. Moved by Councillor VanBrenk Seconded by Councillor Wilson THAT the "Brief to the Minister of Transportation", as amended, dated August 2000 be presented to the Minister of Transportation at the AMO Conference. - Carried. Contract for Lakeshore Erosion - ManaQer of EnQineerinQ Services Council requested a report on the status of the County Road #42 Lakeshore Erosion and the Manager of Engineering Services indicated that it was forthcoming. Moved by Councillor Habkirk Seconded by Councillor van Kasteren THAT the quotation received from Higgs and Higgs Inc., in the amount of $19,529.64 including GST, be accepted to complete proactive erosion control work on Elgin County Road #42, Lake Shore Line, in the Municipality of Bayham. - Carried. Lyons Line (County Road #48) - Roadway RebuildinQ Councillor Wilson noted that materials used in rebuilding did not meet tender specifications and the condition of Lyons Line roadway is deteriorating. The contractor tried different products to remedy the situation, however the material is shrinking and causing a washboard effect. Recent rains have proven the shoulders are not adequate, ditches are too deep, and culverts are not large enough to handle heavy runoff. Councillor Wilson requested that the culverts be replaced and the roadway be redone. The Manager of Engineering Services was instructed to investigate, consult with the County Solicitor, and report to the next meeting of Council. Moved by Councillor Wilson Seconded by Councillor Walters THAT the Manager of Engineering Services be directed to prepare a comprehensive report on improving the refinished section of Lyons Line (County Road #48), including drainage, and request comments from the County Solicitor on action that could be taken. - Carried. CORRESPONDENCE Items for Consideration 1. Joseph P. Dion, Director, Policy and Public Affairs, with information and guidelines concerning call for resolutions for consideration by the FCM National Board of Directors, September 2000. 2. Jack Layton, 1 st Vice-President, FCM, requesting Council's consideration to participate in the National Housing Policy Options Team, assigning a senior staff person to assist with meetings, and contribution $.02 per capita towards the work. County Council - 9 - July 25, 2000 3. Municipality of Chatham-Kent requesting support for their resolution regarding Remuneration for Fire Service Responses on Provincial Highways. 4. Lois Corbett, Executive Director, Toronto Environmental Alliance, requesting support for the Provincial government to review the need for an Ontario Safe Drinking Water Act. Moved by Councillor VanBrenk Seconded by Councillor Walters THAT Correspondence Item # 1 be received and filed. - Carried. Moved by Councillor Walters Seconded by Councillor Habkirk THAT Correspondence Item #2 be received and filed. - Carried. Moved by Councillor Walters Seconded by Councillor van Kasteren THAT the Corporation of the County of Elgin supports the Municipality of Chatham- Kent's resolution concerning Ontario municipalities recovering costs incurred resulting from fire service responses on Provincial Highways. - Carried. Moved by Councillor Habkirk Seconded by Councillor Clutterbuck THAT Correspondence Item #4 be received and filed. - Carried. Items for Information - (Consent AQenda) 1. Dan VanLondersele, Chairman, Long Point Region Conservation Authority, with copy of correspondence to the Ministry of Natural Resources regarding Board Restructuring. 2. Doug Arbour, Regional Manager, Ministry of Health and Long-Term Care, regarding Council's resolution concerning funding for ambulance services in Elgin County. 3. Jerry and Shirley Elliott, Port Stanley, thanking the County for installing a 4 Way Stop at the corner of Carlow Road and Warren Street, Port Stanley. 4. The Honourable Tony Clement, Minister of Municipal Affairs and Housing, with copy of correspondence regarding Special Circumstances Funding. 5. AMO Member Communication ALERT 1) OMAFRA Issues Directive Relating to Agricultural Operations; 2) AMO's Municipal Action Plan for Water; 3) Province- Wide Retirement Home Hotline to be in Place September 1,2000; 4) Results of AMO Board of Directors Meeting; 5) Provincial Proposals for Nutrient Management Legislation. 6. Ministry of Municipal Affairs and Housing 2000 Southwestern Regional Conference. 7. N. Roy Main, City Administrator, City of St. Thomas, with resolution regarding the Southdale Road Intersection project. County Council - 10- July 25, 2000 8. Randy Jackiw, Director, Resources Management Branch, Ministry of Agriculture, Food and Rural Affairs, concerning a directive issued under the Farming and Food Production Protection Act with regard to by-laws affecting agricultural operations and nutrient management planning. 9. Steve Peters, M.P.P., Elgin Middlesex London, with 1) copy of an open letter to the Minister of Agriculture, calling for implementation of a disaster assistance fund for farmers affected by the high amount of rainfall; 2) open letter to Federal Minister of Transport re: dredging Port Stanley Harbour. 10. Craig Curtis, City Manager, City of Owen Sound, and Norm Gamble, CAO, County of Grey, with a news release announcing the Owen Sound/Grey County Restructuring Proposal was approved by the Minister of Municipal Affairs and Housing. 11. Gar Knutson, M.P., acknowledging Council's resolution regarding Subsidies for Agricultural Commodities. 12. Municipality of Central Elgin and Township of Malahide requesting that the County invoice their municipalities for OPP contract services rather than establishing an upper-tier levy. 13. Michael Power, President, AMO, clarifying that the Proposed-Resolution - Smoking Policy is not an adopted policy of the Association. 14. Betteanne Cadman, Clerk, Township of Delhi, with resolution encouraging member- ship of AMO to not endorse the AMO proposed Province-Wide Smoking Policy. 15. Town of Aylmer with resolution approving that the County assume responsibilities under the Provincial Offences Act. 16. N. Roy Main, Administrator, City of St. Thomas, with resolution approving that the County assume responsibilities under the Provincial Offences Act. 17. Tony Clement, Minister of Municipal Affairs and Housing, re: appointments to Local Housing Board. 18. Robert Richards, President & CAO, OPAC, with 1) Date for Mailing Notices of Property Assessment; 2) Personal Privacy and Assessment Roll Information. 19. Kathy Daniel, Tobacco Control Officer, Elgin-St. Thomas Health Unit, expressing disappointment that Council supported the Township of Malahide's resolution objecting to province-wide restrictions on smoking. 20. Honourable Allan Rock, Minister of Health, acknowledging Council's support of the resolution from the City of Woodstock concerning the health care system. 21. Peter Ostojic, Chairman, Board of Health, Elgin-St. Thomas Health Unit, expressing appreciation for Council's decision not to increase the rent. Moved by Councillor Habkirk Seconded by Councillor Walters THAT Correspondence Items #1-21 be received and filed. - Carried. DELEGATION Mr. Charlie Williamson and Mr. Don McGinnis, O.P.P., attended at 11 :35 AM. to discuss a Community Policing Partnerships Application. The OPP can write a letter to the Ministry stating the PSB is currently being formed, but a signature is still required on the application to apply for funding for Community Policing. The Chief Administrative Officer suggested that each of the Mayors of the participating six municipalities sign the application, as the County is not the contracted authority, and Council concurred. County Council - 11 - July 25, 2000 Mr. McGinnis handed out sheets listing 1999 Actual and 2000 Estimated OPP Policing Costs. An invoice for OPP services for July has been received, but as a Police Services Board has not been established, payment cannot be authorized. Mr. Williamson suggested the County may act on behalf of the Elgin Group and either pay the bill or request the Ministry to defer invoicing until the PSB is set. Council directed that the Director of Financial Services write to the Ministry requesting deferral of invoicing until the Board is in operation. The Warden thanked the delegation for attending and invited them to lunch with Council. Council recessed at 11 :58 AM. and reconvened at 1 :01 P.M. Warden McPhail discussed with Council that he would prefer the Warden's Banquet be held centrally this year. St. Anne's Community Centre is available for November 18th, 2000 and staff was directed to book the hall. Moved by Councillor Walters Seconded by Councillor Habkirk THAT we proceed In-Camera to discuss personnel and property matters. - Carried. Staff, except the Director of Human Resources, Human Resources Officer, and the Chief Administrative Officer, were excused at 1 :06 P.M. The Director of Homes and Seniors Services entered Chambers at 2:15 P.M. and the Deputy Clerk returned at 3:00 P.M. Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT we do now rise and report. - Carried. OTHER BUSINESS Statements/InQuiries by Members Councillor Clutterbuck reported that he had represented the Warden at the Seniors Millennium Picnic and commented that everyone in attendance had a good time. Notice of Motion - None. Matters of UrQency - None. Moved by Councillor VanBrenk Seconded by Councillor Clutterbuck THAT the confidential presentation dated July 25th, 2000 from the Director of Homes and Seniors Services and the Director of Human Resources regarding a position in the Homes be approved and Option #3 of said report be implemented. - Carried. Council requested that staff send a letter to the Federal Minister of Transportation thanking him for the decision to dredge the Port Stanley Harbour. Council also expressed that had the dredging been done much earlier the negative impact on local commerce could have been avoided. County Council - 12 - July 25, 2000 Moved by Councillor Habkirk Seconded by Councillor van Kasteren THAT we adopt the recommendations of the Committee Of The Whole Council. - Carried. BY-LAWS Moved by Councillor Clutterbuck Seconded by Councillor Stewart THAT By-Law No. 00-18 "Being a By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the July 25, 2000 Meeting" be read a first and second time. - Carried. Moved by Councillor van Kasteren Seconded by Councillor Wilson THAT By-Law No. 00-18 be read a third time and finally passed. - Carried. Moved by Councillor Stewart Seconded by Councillor Clutterbuck THAT we do now adjourn at 3:07 P.M. to meet again on September 12,2000 at 9:00 AM. - Carried. Mark G. McDonald, Chief Administrative Officer. Duncan J. McPhail, Warden.