March 14, 2000 Minutes
COUNTY COUNCIL
Tuesday, March 14, 2000
The Elgin County Council met this day at the Administration Building, at 9:02 A.M., in
accordance with adjournment, with all members present (Councillor Mcintyre sitting for
Councillor Clutterbuck, who is recuperating from surgery).
Warden McPhail in the Chair.
Moved by Councillor VanBrenk
Seconded by Councillor Walters
THAT the minutes of the meeting held on February 15, 2000 be adopted.
- Carried.
DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF -
None.
Councillor Mcintyre reported that Councillor Clutterbuck is recovering well and is
beginning to attend business meetings.
The first delegation was not scheduled until 9:30 A.M., however since they were already
in attendance, Council consensus was to hear them now.
DELEGATIONS
Ms. Sylvia Roach, CEO, and staff from the St. Thomas-Elgin YMCA, attended at 9:05 A.M.
and presented, by video, the facilities and programs that are available at the YMCA. Ms.
Roach reviewed the history of the YMCA in St. Thomas for the past 138 years. A Capital
Renewal Campaign was launched on January 26, 2000, "2000-01 People Building
People", in an effort to raise $1.2 million for facility updates. The delegation is requesting
$100,000.00 pledge from Elgin County as a Leadership Gift and will be requesting an
identical pledge from the City of St. Thomas, at a later date. Approximately 10% of dollars
raised will be expended for the fund-raising campaign. Warden McPhail thanked the
delegation for attending and advised their request would be considered during budget
deliberations. The delegation left at 9:49 A.M.
Council took a break at 9:50 and reconvened at 10:04 A.M.
Mr. John Martyn, and members of the Elgin-St. Thomas Archives Association, attended at
10:04 A.M., to inform Council of their efforts to date, and to solicit capital and operational
financial/resource support to establish an Archives. The Association reviewed the need
for a professional archivist, governance bodies, materials policy, and projected capital and
operating expenditures, as well as outlined the procedure and benefits of establishing an
Archives. Councillor Habkirk suggested an Option IV be added, to hire an Archivist on
contract to sort out the documents and return them to their rightful owners who already
have a proper storage environment. Staff was directed to locate the Spriet report that was
completed in 1990 and inform Council of the pros and cons of utilizing the fourth floor as
an Archives. Warden McPhail thanked the delegation and indicated their request may be
considered in the 2000 budget. The delegation left at 10:30 A.M.
Moved by Councillor Rock
Seconded by Councillor Mcintyre
THAT we do now move into Committee Of The Whole Council.
- Carried.
County Council
2
March 14, 2000
STAFF REPORTS
West Lorne SiQn - ManaQer of Library Services
Moved by Councillor VanBrenk
Seconded by Councillor Habkirk
THAT the Manager of Library Services be given permission to contact Ms. Cathy Grondin
of Employment Services Elgin; and,
THAT the Elgin County Library be permitted to pay for one half (1/2) of the cost of the sign
for the West Lorne Library and West Elgin Support Services in the amount of
approximately $2000.00; and,
THAT if any maintenance is required for the sign, the cost be shared equally between
West Elgin Support Services and the Elgin County Library; and,
THAT the County's cost be absorbed through the Library budget.
- Carried.
Gates Library FundinQ for Ontario Public Libraries - ManaQer of Library Services
Ms. Bishop indicated that the Gates Foundation stipulated what libraries would receive
funding.
Moved by Councillor Habkirk
Seconded by Councillor Stewart
THAT the Manager of Library Services be permitted to apply for the Gates Library
Initiative grants for Aylmer and Port Burwell Libraries with the understanding that there be
no cost to the County.
- Carried.
Vienna Library - RearranQement of Vienna Open Hours - ManaQer of Library Services
Councillor Habkirk asked if the change in hours is acceptable to the Bayham Council. Ms.
Bishop indicated the statistical information will be forwarded shortly to the Municipality of
Bayham for their review.
Moved by Councillor Wilson
Seconded by Councillor Mcintyre
THAT Council approve the change in the Vienna Library "open hours" implemented
October 1999.
- Carried.
Additional Community Access FundinQ - ManaQer of Library Services
The Library is requesting approval from Council to apply for this grant. Ms. Bishop
indicated the in-kind contribution currently exists, such as equipment, volunteer time, etc.
Moved by Councillor Walters
Seconded by Councillor van Kasteren
THAT the Elgin County Library be permitted to apply for additional Community Access
Funding in the amount of $60,000.00 from Industry Canada to help sustain their
respective CAP sites; and,
THAT there be no additional cost borne by the County.
- Carried.
County Council
3
March 14, 2000
EmerQency Detour RoutinQ 400 Series HiQhways - ManaQer of EnQineerinQ Services
Mr. Watters indicated that this policy will be used to establish a standardized routing
procedure. Councillors suggested the County should petition the Province to provide
financial compensation to municipalities for municipal roads that are used during detour
routing on 400 Series Highways. Warden McPhail suggested the lower-tier road
superindentents should formulate their own routing procedure in conjunction with the
County. Staff was directed to investigate these suggestions and report further.
Moved by Councillor Wilson
Seconded by Councillor VanBrenk
THAT all costs to purchase, install and maintain the signage on the County Roads for the
emergency detour routing of the 400 series highways be borne by the Province of Ontario,
as traffic using the detour route will be from the Provincial Highway System.
- Carried.
Detour RoutinQ AlonQ HiQhway #3 and HiQhway #4 - ManaQer of EnQineerinQ Services
Moved by Councillor Walters
Seconded by Councillor Stewart
THAT the Manager of Engineering Services be authorized and directed to approve,
modify or reject Ministry of Transportation drawings and plans for emergency detouring on
Highways #3 and #4.
- Carried.
Road WideninQ for Road #35 - ManaQer of EnQineerinQ Services
Mr. Watters reported that some residents in the area are not willing to sell their property
for the amount established to purchase land for road widening purposes in the County
policy, and do not feel the road requires improvements. Councillors noted that different
values are paid for farmland than for residential property and directed that staff survey
other Counties for their land purchase policies.
Moved by Councillor Wilson
Seconded by Councillor Walters
THAT the Manager of Engineering Services be authorized to complete Road #35, from
Road #52 to Orwell, as follows:
Option #5 Complete Road Within Parameters of Land Purchased:
Completing the road within the parameters would require very steep side
slopes on several sections. The main concern of the County would be for
the 7.5 meters (24.5 feet) of asphalt surface and 3.0 meters (10 feet) of
gravel shoulders. This would leave 3.25 meters (10.5 feet) for the slopes to
accommodate the ditches.
- Carried.
Assistance to the Township of Malahide for DesiQn of Hacienda Road Improvements
- ManaQer of EnQineerinQ Services
Councillor Habkirk noted that County personnel is again performing a function for
municipalities at no cost and appropriate charges should be made to the municipality
requesting the service. The Manager of Engineering Services indicated that every Road
Superintendent has requested assistance from County Engineering staff at some point in
time.
County Council
4
March 14, 2000
Moved by Councillor VanBrenk
Seconded by Councillor Walters
THAT the Engineering Services Department investigate, survey, design and prepare
drawings for the Township of Malahide for the proposed Hacienda Road improvements as
requested by the Council; and,
THAT this work be completed in the Spring of 2000 to work within the Engineering
Services Department's schedule.
- Carried.
Road Tour - ManaQer of EnQineerinQ Services
Council consensus was that a two-day tour is advisable and will discuss the dates over
lunch before making a decision.
Moved by Councillor Walters
Seconded by Councillor Mcintyre
THAT the Manager of Engineering Services set up a two-day road tour for the County
road system.
- Carried.
Appeal to the Ontario DrainaQe Tribunal - ManaQer of EnQineerinQ Services
Staff felt that the County has been assessed unfairly and has appealed the Court of
Revision's decision to the Tribunal. Councillor Walters indicated that no one from the
County had attended meetings to provide input, and only after the ten-day appeal period
expired, were comments provided. Councillor Walters noted that in the future, staff
should provide input much sooner in the process to avoid additional costs and
misunderstanding. The Manager of Engineering Services indicated staff had kept in
contact with personnel although they did not attend the meetings.
Moved by Councillor VanBrenk
Seconded by Councillor Rock
THAT the report entitled "Appeal to the Ontario Drainage Tribunal" from the Manager of
Engineering Services be received and filed.
- Carried.
Early AdvertisinQ of Contracts - ManaQer of EnQineerinQ Services
Mr. Watters advised that the early advertising of contracts allows for better prices
Moved by Councillor VanBrenk
Seconded by Councillor Wilson
THAT the following contracts be advertised on March 25,2000 and close on April 12,
2000 for consideration by County Council on April 25,2000:
Contract #
2000-02
2000-03
2000-04
2000-05
2000-06
2000-12
Tender Title
Gravel Resurfacing
Surface Treatment
Roadway Tiles
Hot Mix Asphalt Paving
Guide Rail Supply and Install
Springwater Road Reconstruction
Enqineer's Estimate
$ 332,000.00
$ 307,000.00
$ 90,000.00
$1,600,000.00
$ 50,000.00
$ 700,000.00
- Carried.
County Council
5
March 14, 2000
Final Ambulance Report-1998 - Director of Financial Services
The Province has audited the 1998 Ambulance Expenditures and the County is in a
surplus position of $125,000.00.
Moved by Councillor Stewart
Seconded by Councillor Walters
THAT an amount of $125,000.00 from the 1998 Provincial Ambulance Reconciliation be
set aside as a contingency in preparation of the County assuming ambulance services;
and,
THAT the balance of the surplus be recognized as 1999 income to assist in offsetting the
PIL shortfall.
- Carried.
Terrace LodQe Auxiliary Annual Report - Director of Homes and Senior Services
Moved by Councillor VanBrenk
Seconded by Councillor Wilson
THAT the Terrace Lodge Auxiliary report be received and recognized by letter from Elgin
County Council.
- Carried.
Offer to Purchase the NursinQ Home Bed Licenses - Director of Homes and Senior
Services
Councillor Walters suggested we should amend the motion to again offer the licences for
public bid. Councillors noted that the Ministry of Health approval is holding up the sale of
the bed licences.
Moved by Councillor Habkirk
Seconded by Councillor Walters
THAT Elgin County Council agrees to the time limit extension and that the Haldimand War
Memorial Hospital be so advised; and indicate,
THAT the County will be actively soliciting interest in the sale of the bed licences
simultaneously.
- Carried.
WSIB - Schedule 2 and Accidental Death and Disablement (AD&D) Insurance
Underwritten by Hartford Fire Insurance - Director of Human Resources
Mr. Underhill noted that municipalities are informed when the County becomes aware of
changes that occur in benefits.
Moved by Councillor Habkirk
Seconded by Councillor Mcintyre
THAT based on the recommendation of Heath Benefits Consulting, the Chubb Insurance
Company of Canada be retained to provide Permanent Partial Disability (PPD) and
Accidental Death and Disablement (AD&D) for the County of Elgin.
- Carried.
County Council
6
March 14, 2000
CORRESPONDENCE
Items for Consideration
1. Brian Huis, Parks Planning Specialist, Southwestern Zone, Ontario Parks, with notice
of Port Burwell Provincial Park Management Plan - Proposed Amendment to
accommodate the sewage treatment plant expansion in the Municipality of Bayham.
2. Wm. Bouma, Clerk-Administrator, County of Hastings, with a resolution petitioning
the Provincial Government to reinstate "Special Circumstances Funding" to cover
transitional and implementation costs created by downloaded services.
3. Bruce Taylor, Town Clerk, City of Pickering, with a resolution requesting the
Provincial and Federal Governments to uphold the Criminal Code law against
possession of child pornography.
4. Linda Alton and Barbara Johnson, Women of Distinction Award Committee, YWCA
of St. Thomas and Elgin, inviting Council to submit nominations for the "Women of
Distinction Award" and "Young Women of Distinction Award".
5. Marcel Lapierre, Administrator & Co-ordinator, Township of South Glengarry, with a
resolution petitioning the Treasurer of Ontario and the Minister of Environment to
ensure funding is maintained in the "Provincial Water Protection Fund".
6. AI Bod, St. Thomas and District Chamber of Commerce, with membership
application.
7. Paul Courey, Paroian Raphael, with correspondence re: Maintenance Guidelines for
Municipal Drains.
8. Ken Sloan, Administrator, Municipality of Central Elgin, concerning the recognition of
the 1998 Fingal Juniors Fastball Team - National Champions.
Councillor Stewart noted that the Municipality of Bayham would be requesting support
from Council for their position on the sewage treatment plant expansion.
Moved by Councillor Rock
Seconded by Councillor Walters
THAT Correspondence Item #1 be received and filed.
- Carried.
Staff was directed to send a letter to the Municipality of Bayham indicating that, upon
receipt of a written request, Council would discuss support of their position.
The following recommendation was adopted respecting Correspondence Item #2:
Moved by Councillor Habkirk
Seconded by Councillor Rock
THAT the Corporation of the County of Elgin supports the resolution from the County of
Hastings petitioning the Provincial Government to reinstate "Special Circumstance
Funding" to cover transitional and implementation costs for downloaded services incurred
through the Consolidated Municipal Services Management Agreements.
- Carried.
The following recommendation was adopted respecting Correspondence Item #3:
County Council
7
March 14, 2000
Moved by Councillor Rock
Seconded by Councillor Habkirk
THAT the Corporation of the County of Elgin supports the resolution from the City of
Pickering requesting the Provincial and Federal Governments to re-enforce to the Supreme
Court of Canada, their commitment to the protection of children from sexual exploitations.
- Carried.
Moved by Councillor Rock
Seconded by Councillor Mcintyre
THAT Correspondence Item #4 be received and filed.
- Carried.
The following recommendation was adopted respecting Correspondence Item #5:
Moved by Councillor Habkirk
Seconded by Councillor Walters
THAT the Corporation of the County of Elgin supports the resolution from the Township of
Glengarry petitioning the Minister of the Environment and the Treasurer of Ontario to
ensure that adequate funding is forthcoming in the Provincial budget for the Provincial
Water Protection Fund.
- Carried.
The following recommendation was adopted respecting Correspondence Item #6:
Councillor VanBrenk indicated there are separate Chambers of Commerce located
throughout the County who should also be considered for membership. Council
consensus was that if they requested membership, it would be considered.
Moved by Councillor Rock
Seconded by Councillor Walters
THAT the Corporation of the County of Elgin take out membership with the St. Thomas
and District Chamber of Commerce in the amount of $140.00.
- Carried.
The following recommendation was adopted respecting Correspondence Item #7:
Warden McPhail requested that Council consider sending the legal opinion out to
municipalities requesting support.
Moved by Councillor Rock
Seconded by Councillor Mcintyre
THAT the legal opinion on Maintenance Guidelines from Paroian Raphael be forwarded,
via AMO fax, to all municipalities in Ontario requesting their support, and that copies be
sent to the local M.P.P's for their information.
- Carried.
Council Correspondence Item #8 from the Municipality of Central Elgin regarding
recognition for the 1998 Fingal Juniors Fastball Team National Champions, was
considered by Council and consensus was to recognize the members of the team at a
future meeting.
County Council
8
March 14, 2000
Items for Information - (Consent AQenda)
1. Perry Clutterbuck, thanking Council for the flowers sent during his recent illness.
2. AMO Member Communication ALERT - Municipalities Successful in Holding Line
on Taxes
AMO - For Your Information - AMO Makes Pre-budget Submission
3. Michael Power, President, Association of Municipalities of Ontario, thanking the
County for renewing its membership in AMO.
4. Susan McConnell, Community Relations Co-ordinator, and Dave Martin, Kettle Creek
Conservation Authority, introducing Mr. Clifford Baron as the Authority's new
education co-ordinator and indicating the Elginature publication is scheduled for
distribution in the Fall.
5. Randy Millard, C.A.O.lClerk, Township of Malahide, with copy of correspondence to
the Premier of Ontario supporting Council's position on the closure of the OMAFRA
offices.
6. Honourable Ernie Hardemen, Minister of Agriculture, Food and Rural Affairs,
regarding Council's concerns with the closure of the OMAFRA offices.
7. Steve Peters, M.P.P., Elgin-Middlesex-London, with 1) copy of correspondence to
the Minister of Transportation, concerning safety conditions on Highway 401 and the
Honourable David Turnbull, Minister of Transportation's reply. 2) copy of
correspondence to the Minister of Agriculture, Food and Rural Affairs and the
Minister's reply, concerning competitive trading programs for Ontario farmers.
8. Susanne Sadleir, Executive Consultant, Bell Canada, with Bell Canada's position on
telephone lines used in Municipal Emergency Operating Centres.
9. Honourable John C. Snobelen, Minister of Natural Resources, concerning Council's
support of the County of Hasting's objection to the sale of private recreation
campsites.
10. Honourable Tony Clement, Acting Minister of Municipal Affairs and Housing,
concerning Council's letter to the Premier regarding the "Fewer Municipal Politicians
Act, 1999".
11. Suzanne Meunier, Media Relations Officer, Federation of Canadian Municipalities,
with an update on possible funding of a new national infrastructure program for the
fiscal year April 1 , 2000 - March 31, 2001.
12. Honourable David Turnbull, Minister of Transportation, with copy of correspondence
to Steve Peters, M.P.P., in reply to Council's concern for the need of a railway
overpass on Highway 3 and Council's request for the establishment of a Driver's
Examination Centre in the County of Elgin.
13. Randy Jackiw, Director, Ministry of Agriculture, Food and Rural Affairs, with a
discussion paper and questionnaire regarding the Drainage Program.
14. Cathy Bishop, Manager of Library Services, with copy of correspondence in regard to
volunteering for the 20001 Canada Games.
15. Sam Synard, Federation of Canadian Municipalities, with call for nominations for the
2000 FCM Race Relations Award and Proclamation "The International Day of the
Elimination of Racial Discrimination March 21".
16. Jennifer Wilson, Manager, Client Services, Canadian Radio-televison and
Telecommunications Commission, concerning Collective Pricing Arrangement with
Bell Canada for phone lines installed in Municipal Emergency Operations Centres.
County Council
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March 14, 2000
17. Association of Municipal Managers, Clerks and Treasurers of Ontario, workshop
registration form and information for the upcoming "2000 Municipal Elections".
18. Honourable Andy Mitchell, Secretary of State (Rural Development) (Federal
Economic Development Initiative for Northern Ontario), with a letter thanking Warden
McPhail and Councillors who met with him to discuss rural issues.
Councillor Walters indicated that the response from the Honourable David Turnbull to Mr.
Steve Peters, M.P.P., (Correspondence Item #12), regarding Drivers Examination
Centres, was not acceptable. The County, including the City of St. Thomas, exceeds the
Minister's criteria of 50,000 residents and should be considered for an Examination
Centre.
Moved by Councillor Rock
Seconded by Councillor VanBrenk
THAT the County send a letter to Premier Harris expressing displeasure with the Minister
of Transportation's position regarding not re-establishing a Drivers Examination Centre in
the Elgin/St. Thomas area.
- Carried.
Warden McPhail noted that input on the Drainage Program, referred to in
Correspondence #13, is an important issue and encouraged Councillors to review it.
Moved by Councillor Mcintyre
Seconded by Councillor Walters
THAT Correspondence Items #1-11 and #13-18 be received and filed.
- Carried.
Council recessed for lunch at 12: 1 0 P.M. and reconvened at 1 :00 P.M.
The Chief Administrative Officer informed Council that the Municipal Finance Association
has requested an extension for the upper-tier tax rate of four weeks from the time they
receive their CRF numbers.
Moved by Councillor Mcintyre
Seconded by Councillor Habkirk
THAT the Corporation of the County of Elgin respectfully requests that the Minister of
Municipal Affairs extend the March 31 st deadline for setting upper tier tax rates by at least
4 weeks from the time that the final LSR/CRF figures are made available.
- Carried.
DELEGATIONS
Mr. Danny Young, Spriet & Associates, attended at 1 :05 P.M., with a presentation on
Small Package Treatment Plants. Mr. Young indicated that the design plant should be
larger than required to counteract unforeseen circumstances. The average cost is $6-$7
per gallon and would cost approximately $175,000.00 for a small pre-packaged treatment
plant. If the school located across the highway was to use the system, it would have little
impact on the plant because of its hours of operation. Mr. Young suggested it would be
advisable for the County to design for 100 cubic metres per day and allow the school to
use the system. Warden McPhail thanked the delegation for attending and Mr. Young left
at 1 :27 P.M. The Chief Administrative Officer indicated that this information would be
inserted into the build/design ad that will be put out for bid.
County Council
10
March 14, 2000
OTHER BUSINESS
Statements/InQuiries By Members
Warden McPhail thanked all those who worked so hard to make the OGRA convention
and hospitality room a success.
Councillor Walters commented that the Riding Associations knew about Premier Harris
visiting in St. Thomas and did not make it known to the County. Warden McPhail
indicated that he had sent a letter to Premier Harris apologizing for not attending and
welcoming the Premier to the County, as the County had not been notified of the pending
visit. Staff will send a letter to the Riding Associations requesting that the County be
notified when visits from dignitaries are being planned, so that the County of Elgin can be
included when these events are being organized.
Notice of Motion - None.
Matters of UrQency - None.
Mr. Bryce Sibbick, Frank Cowan Company, attended at 1 :30 P.M.
Moved by Councillor Walters
Seconded by Councillor Stewart
THAT we do now proceed In-Camera to discuss property matters.
- Carried.
Moved by Councillor VanBrenk
Seconded by Councillor van Kasteren
THAT we do now rise and report.
- Carried.
Council consensus was that the Road Tour for the East End be held on April 4th and for
the West End May 2nd, leaving from the County Building at 8:30 A.M.
Moved by Councillor Habkirk
Seconded by Councillor Mcintyre
THAT Sheridan and Associates Insurance Brokers Limited lease be extended to
September 22, 2000, at an annual lease rate of $12.00 per square foot, with a three-
month notice of cancellation of the lease extension.
- Carried.
Moved by Councillor VanBrenk
Seconded by Councillor Stewart
THAT we adopt the motions of the Committee of the Whole Council.
- Carried.
BY-LAWS
Moved by Councillor Rock
Seconded by Councillor van Kasteren
THAT By-Law No. 00-06 "A By-Law to Confirm Proceedings of the Municipal Council of
the Corporation of the County of Elgin at the March 14, 2000 Meeting" be read a first and
second time.
- Carried.
County Council
11
March 14, 2000
Moved by Councillor VanBrenk
Seconded by Councillor Habkirk
THAT By-Law No. 00-06 be read a third time and finally passed.
- Carried.
Moved by Councillor Walters
Seconded by Councillor Wilson
THAT we do now adjourn at 2:47 P.M. to meet again on March 28,2000 at 9:00 A.M.
- Carried.
Mark G. McDonald,
Chief Administrative Officer.
Duncan J. McPhail,
Warden.