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June 13, 2000 Minutes COUNTY COUNCIL Tuesday, June 13, 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. Warden McPhail in the Chair. Moved by Councillor VanBrenk Seconded by Councillor Clutterbuck THAT the minutes of the meeting held on May 16, 2000 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF - None. DELEGATIONS Ms. Jenny Phillips, Chairman of Signage Committee, and Mr. Carl Bienefeld, President, St. Thomas-Elgin Tourist Association, attended at 9: 15 AM. to provide information on their proposed 2000 Signage Program. Mr. Bienefeld provided a handout outlining the programs and efforts of the STET A and emphasized that service infrastructure should be in place for the 2001 Games, in order to entice tourists to stop here. Ms. Phillips thanked the Lower-Tier municipalities for their input and co-operation with signage discussions. Warden McPhail noted that the new request is for $17,592.13 and not $8,000 as originally requested. Installation and hardware had not been included in their request, as STET A would prefer that the Lower-Tier provide installation to ensure the signs are in the correct place. The County's Engineering Services Department has estimated the all-inclusive total would be $27,700. Councillors Wilson, Clutterbuck, VanBrenk and Warden McPhail indicated that their municipality would most likely be receptive to installing the signage. The issue will be raised at the next Road Superintendents meeting. Moved by Councillor VanBrenk Seconded by Councillor Wilson THAT a one-time grant for the installation of tourism signage in Elgin County in the amount of $17,000.00 be allocated to the St. Thomas-Elgin Tourist Association from the Millrate Stabilization Reserve, and the Lower-Tier Municipalities be encouraged to install said signage as their contribution towards tourism; and further, THAT the Minister of Transportation be requested to permit the installation of tourism signs along portions of Highway #3 in Elgin County. - Carried. The delegation left at 9:54 AM. Council took a break and reconvened at 10: 13 AM. Moved by Councillor Walters Seconded by Councillor Wilson THAT we do now move into Committee of the Whole Council. - Carried. County Council 2 June 13, 2000 REPORTS OF STAFF STEPS (St. Thomas-EIQin Patient Shuttle) - EmerQency Measures Co-Ordinator Mr. John Roberts, City of St. Thomas, and Mr. Charles Fitzsimmons, Techknowledge Consulting, were in attendance to update Council on the STEPS program. STEPS discontinued the program as of June 1 S\ when their funding ran out, and the delegation is requesting that the City of St. Thomas and the County of Elgin continue funding the program. The delegation requested that Council consider appointing a Councillor and a staff person to a review committee. The Warden indicated Council would take it under consideration. The following resolution was introduced following a number of questions from Council and staff: Moved by Councillor Rock Seconded by Councillor VanBrenk THAT bridge funding in the maximum amount of $23,000 (County share) be approved, from the Millrate Stabilization Reserve, to continue the STEPS Program with a user fee until September 30,2000; and THAT staff be directed to report back on the future of the program including implications for ambulance services, budgets and the Provincial-Municipal funding relationship. - Carried. The delegation left at 11: 11 AM. Council stood and observed a moment of silence in honour of the passing of O.P.P. Sergeant Eves. Roadside BurninQ - ManaQer of EnQineerinQ Services The Manager of Engineering Services indicated that roadside burning puts the County at great risk and exposes the Corporation to increased liability. Councillors noted that most municipalities have a system in place whereby residents notify the fire department that they intend to burn roadside brush and, therefore, the risk is controlled in that way. Accordingly, Council authorized roadside burning. Moved by Councillor van Kasteren Seconded by Councillor Wilson THAT the report from the Manager of Engineering Services recommending that Open Burn Permits be denied be received and filed. - Carried. Road Closure - Township of Malahide - ManaQer of EnQineerinQ Services Moved by Councillor Habkirk Seconded by Councillor VanBrenk THAT the County of Elgin has no objection to the Township of Malahide stopping up, closing and conveying part of the given road known as "Mill Road", Orwell described as Lots 4 and 5, Plan #15, Parts #1, #3, #5 and #6, Registered Plan #11 R-7283. - Carried. PavinQ of County Road #35. SprinQwater Road - ManaQer of EnQineerinQ Services Mr. Watters reported that paving this road would result in savings to the County. County Council 3 June 13, 2000 Moved by Councillor VanBrenk Seconded by Councillor Wilson THAT approximately $200,000 be taken from the proposed paving of County Road #16 to be used with other available funds to add additional Granular 'A' material and Hot Mix asphalt to County Road #35, thereby avoiding a future cost of approximately $100,000. - Carried. 1999 Additional Surplus - Director of Financial Services The report was presented by the Chief Administrative Officer in the Director's absence. Moved by Councillor Wilson Seconded by Councillor Walters THAT the additional 1999 surplus, $140,000 be reserved to: a) offset the 2000 shortfall created by the commitment from Council to place a one year moratorium on the escalation in the Health Unit's lease; and, b) offset Engineering expenditures as determined by Council. - Carried. OPP Contract - InvoicinQ - Director of Financial Services The report was presented by the Chief Administrative Officer in the Director's absence. The CAO indicated that the original motion to establish an upper-tier levy would have to be rescinded if Council wished to invoice for police services. Councillor Habkirk noted that the Police Services Board must now submit their budget to Council for approval. Moved by Councillor VanBrenk Seconded by Councillor van Kasteren THAT the six participating municipalities involved in the group contract for OPP services confirm, by resolution, their desire to have the County invoice them for police services instead of establishing a special upper-tier levy for that purpose. - Carried. 2000 Community Reinvestment Fund (CRF) - Director of Financial Services The report was presented by the Chief Administrative Officer in the Director's absence. Moved by Councillor Habkirk Seconded by Councillor Rock THAT the entire 2000 Community Reinvestment Fund allocation to the County of Elgin be applied to the 2000 operations budget thereby passing the benefit to taxpayers through the tax rate; and, THAT the 2000 budgeted transfer to reserves be reduced by $114,516 as compared to 1999. - Carried. CORRESPONDENCE Items for Consideration 1. Association of Municipalities of Ontario, Request for Nominations - 2000-2001 AMO Board of Directors. 2. George Gilvesy, Chairman, The Ontario Flue-Cured Tobacco Growers' Marketing Board, re: Province-Wide Smoking Policy Resolution. County Council 4 June 13, 2000 3. Chris Stoneman, Fish Habitat Management-Ontario Area, Fisheries and Oceans, with copy of correspondence to 1) Town of Fort Frances; 2) Township of South Stormont, regarding the County's position concerning the Maintenance Guidelines for Municipal Drains. 4. AMO Member Communication re: "Brockton (Walkerton) assistance". 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 Wilson noted that Malahide will be sending a letter to AMO indicating there should be designated areas for smoking and let the person decide if they choose to smoke or not. He pointed out there are a number of tobacco farmers in the area and many students get summer employment in the tobacco industry. Moved by Councillor Habkirk Seconded by Councillor Rock THAT Correspondence Item #2 be deferred pending receipt of a letter from the Township of Malahide. - Carried. Moved by Councillor Walters Seconded by Councillor Stewart THAT Correspondence Item #3 be received and filed. - Carried. The following recommendation was adopted respecting Correspondence Item #4. Moved by Councillor Rock Seconded by Councillor Habkirk THAT the Corporation of the County of Elgin donate $5000.00 to the Brockton Response Centre for relief efforts towards Walkerton residents affected by the recent E.coli bacteria outbreak in the water supply. - Carried Unanimously. Councillor Habkirk asked if correspondence had been received from the Municipality of Chatham-Kent regarding drainage and farming operations. Staff noted that Council considered and supported the correspondence at the April 25, 2000 meeting. Items for Information - (Consent AQenda) 1. Betty Hanley, Office Manager, Elgin-St. Thomas Health Unit, with a copy of the Auditor's Report and Financial Statements to December 31, 1999. 2. Randy Millard, C.AO.lClerk, Township of Malahide, supporting the County's resolution concerning the CRF calculation. 3. Susan McConnell, Community Relations Co-ordinator, and Bryan D. Hall, General Manager, Kettle Creek Conservation Authority, concerning the publication of Elginature. County Council 5 June 13, 2000 4. Howard Noseworthy, General Manager, Ontario Fur Managers Federation, concerning provincial legislation regarding fur trapping. 5. The Honourable Paul Martin, Minister of Finance, acknowledging Council's resolution concerning the Canadian Neutron Facility at Chalk River. 6. Shirley Vojin, Secretary, Rodney-Aldborough Agricultural Society, thanking Council for the increase in funding to the Fairboard. 7. AMO Member Communication: 1) "Results of the AMO Board of Directors Meeting"; 2) "Toward More Effective Rural Economic Development in Ontario a Timely and Relevant Project"; 3) "AMO Confirms it will Help Restore Confidence in Municipal Water Systems". 8. Honourable Tony Clement, Minister of Municipal Affairs and Housing, with Order in Council appointing Mr. Donald Pearson to Elgin and St. Thomas Housing Authority. 9. Ontario Super Build, Communications Bulletin, re: infrastructure initiatives announced in the May 2, 2000 Budget. 10. The Honourable Ernie Hardeman, Minister of Agriculture, Food and Rural Affairs, acknowledging Steve Peters support of the drainage program. 11. Paul Scott, CEO, Ontario Clean Water Agency re: safety of water supply. 12. The Honourable Dan Newman, Minister of the Environment, re: Ontario's Drinking Water and concerns with E.coli in the water supply. 13. Steve Peters, M.P.P., Elgin-Middlesex-London, with an open letter to the Minister of Health and Long-Term Care concerning hospital funding. 14. N. Roy Main, City Administrator with City Council's resolution on Health Unit Governance. 15. Valerie Clark, Regional Information Co-ordinator, Elgin/Middlesex, Ministry of Agriculture, Food and Rural Affairs, outlining OMAFRA's services. 16. The Honourable Ernie Hardeman, Minister of Agriculture, Food and Rural Affairs, re: Ontario's agricultural and horticultural societies. 17. Ron Running, Manager, Water Resources, Ministry of Natural Resources, re: low water levels. 18. Joseph P. Dion, Director, Policy and Public Affairs, Federation of Canadian Municipalities, re: 2000 FCM Policy Book Development. 19. The Honourable Ernie Eves, Minister of Finance, re: calculation of municipal costs resulting from the elimination of the Ontario Farm Tax Rebate Program. 20. K.G. Sloan, Administrator/Clerk, Municipality of Central Elgin, with resolution authorizing the County to take on responsibilities under the Provincial Offences Act. 21. The Honourable John Baird, Minister of Community and Social Services, re: support for child care fee subsidy guidelines. 22. The Honourable David Turnbull, Minister of Transportation, regarding the need to re- open a Driver Education Centre in the Elgin/St. Thomas area. 23. Steve Peters, M.P.P., Elgin-Middlesex-London, with copy of correspondence 1) from the Minister of Agriculture and Agri-Food concerning the competitiveness of the agri- food sector; 2) from the Minister of Natural Resources concerning the problem of rabies; and 3) to the Minister of Health and Long Term Care concerning the governance of the Elgin-St. Thomas Health Unit. County Council 6 June 13, 2000 24. The Honourable Elizabeth Witmer, Minister of Health, sending regrets that she is unable to attend the Mortgage Burning Ceremony at Bobier Villa. 25. Task Force on Rural Child Care and Early Childhood Education with invitation to a Special Forum on Rural Child Care June 19, 2000. Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT Correspondence Items #1-25 be received and filed with appropriate actions taken. - Carried. Alternative Work ArranQements - Human Resources Officer The Human Resources Officer presented, by PowerPoint, a three-tiered policy for providing flextime for employees. Discussion ensued regarding usage of flextime in other municipalities, communication problems, and public perception of open hours. Moved by Councillor VanBrenk Seconded by Councillor Rock THAT the report and policy entitled Alternate Working Arrangements, dated April1ih, 2000, be approved for implementation for a six month trial period and staff be directed to report back to Council. - Carried. Council recessed at 12: 13 P.M. and reconvened at 12:56 P.M. OTHER BUSINESS Statements/InQuiries By Members Councillor Wilson advised Council there is a sight problem at the intersection of Lyons Line and Imperial Road, due to people parking at the corner store, and requested that the Manager of Engineering Services investigate a flashing light for this intersection. Moved by Councillor Wilson Seconded by Councillor Rock THAT the Manager of Engineering Services be directed to investigate the feasibility of a flashing light at the intersection of Lyons Line and Imperial Road in the Township of Malahide. - Carried. Councillor VanBrenk advised that the Ford family has requested investigation of rumble strips in front of their property in Dutton/Dunwich. Councillor VanBrenk announced that Dutton/Dunwich has a doctor locating to their area on a five-year contract and their old municipal building is being renovated to suit. The Municipality is hosting a golf game on June 24th as a fundraiser to help defray the cost of renovations. Councillor van Kasteren announced that tickets for the "Strawberry Social" to be held on June 28th at the Elgin County Pioneer Museum are $3.00. Notice of Motion - None. Matters of UrQency - None. County Council 7 June 13, 2000 Warden McPhail recently attended a meeting concerning the use of the Administration Building cloak room to display the Agricultural Hall of Fame artefacts. Moved by Councillor van Kasteren Seconded by Councillor Rock THAT the Elgin County Pioneer Museum Executive Committee and the Elgin Federation of Agriculture be encouraged to develop a plan to display agricultural artefacts in the cloak room at the County Administration Building, with the understanding that the County of Elgin is willing to provide financial assistance to renovate said room and to display items. - Carried. Moved by Councillor Habkirk Seconded by Councillor Walters THAT we do now proceed In-Camera to discuss legal matters. - Carried. Staff Sergeant John Stephens and Sergeant Charlie Williamson, O.P.P., and Police Services Advisor Maurice Hodgson from the Ministry of the Solicitor General, attended at 12:56 P.M. and left at 2: 11 P.M. Moved by Councillor Rock Seconded by Councillor Walters THAT we do now rise and report. - Carried. Moved by Councillor Walters Seconded by Councillor VanBrenk THAT the Warden and the Chief Administrative Officer be authorized and directed to sign a Lease Agreement with Mr. Brad Bedford for Room #246 in the County Administration Building for a two year period at the rate of $13.00 per square foot. - Carried. Moved by Councillor Walters Seconded by Councillor Stewart THAT the Warden and the Chief Administrative Officer be authorized and directed to sign a Lease Agreement with William I. Dick and William J. Glover for the rates starting at $13.00 per square foot on June 9, 2000 (year one) and to $13.50, $13.50, $14.00 and $14.00 in year five. Carried. Moved by Councillor Clutterbuck Seconded by Councillor Stewart THAT the Elgin County Library Proposed Staffing and Service Plan dated February 2000 be adopted and implemented as soon as possible. - Carried. County Council 8 June 13, 2000 Moved by Councillor VanBrenk Seconded by Councillor Walters THAT the Warden and the Chief Administrative Officer be authorized and directed to exercise the option to purchase land for the redevelopment of Elgin Manor from Mr. E. Hoffsuemmer and the County Solicitor be directed to process the option for Part Lot 39 and 40, Township of Southwold, County of Elgin. - Carried. Moved by Councillor Walters Seconded by Councillor Clutterbuck THAT staff be directed to retain an engineering firm to review all bids for a sewage treatment plant and decommissioning at Elgin Manor and make a recommendation to Council. - Carried. Moved by Councillor Walters Seconded by Councillor Habkirk THAT staff be directed to take appropriate action with a staff termination relative to incidents at the Bobier Villa. - Carried. Moved by Councillor van Kasteren Seconded by Councillor Walters THAT the O.P.P. be requested to convene a meeting with all Lower-Tier Councils, to discuss the composition of the Police Services Board, on June 20, 2000 at 7:30 p.m. at the County Administration Building. - Carried. Moved by Councillor Rock Seconded by Councillor VanBrenk 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. 00-15 "Being a By-Law to Authorize the Execution of a Collective Agreement Between the Corporation of the County of Elgin and Canadian Union of Public Employees with Respect to the Corporation's County Library Employees" be read a first and second time. - Carried. Moved by Councillor Clutterbuck Seconded by Councillor VanBrenk THAT By-Law No. 00-15 be read a third time and finally passed. - Carried. County Council 9 June 13, 2000 Moved by Councillor Wilson Seconded by Councillor Rock THAT By-Law No. 00-16 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the June 13, 2000 Meeting" be read a first and second time. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Habkirk THAT By-Law No. 00-16 be read a third time and finally passed. - Carried. Moved by Councillor Stewart Seconded by Councillor Walters THAT we do now adjourn at 2:55 P.M. to meet again on June 27,2000 at 9:00 AM. - Carried. Mark G. McDonald, Chief Administrative Officer. Duncan J. McPhail, Warden.