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March 28, 2000 Minutes COUNTY COUNCIL Tuesday, March 28,2000 The Elgin County Council met this day at the Administration Building, at 9:04 AM., in accordance with adjournment, with all members in attendance (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 March 14, 2000 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF - None. PRESENTATIONS Warden McPhail presented certificates of recognition to employees who achieved perfect attendance in 1999. DELEGATIONS Mr. Tim Sample, Chief Operating Officer, Canada Games, attended at 9: 1 0 A M. to provide Council with an update on the progress of the 2001 Games. Their website will be launched in mid April, risk management is well underway, and open and closing ceremonies are being planned. The torch run will start in Ottawa, through to Toronto, and then into the stadium for the opening. The Alliance is working with Tourism Ontario to promote the Games with a concentrated promotion effort in the Toronto area and possibly some advertising at U.S.lCanada border points. Approximately 6000-7000 volunteers from the surrounding areas will be involved in efforts towards the Games. Ms. Deborah Mountenay, Co-Vice Chair of Volunteer Services, 2001 Alliance London, Canada Games, attended at 9:30 AM. to provide Council with an update on the Volunteer Services Committee. Sub-Committees are being formed in each area to work on an event specific to their group and May 1 is the launch date for volunteers. Applications may be submitted online or by obtaining a form from Shoppers Drug Mart and submitting to the Games Office. A screening process will be carried out, with references required, to allocate volunteers where their expertise is most needed. Advertising for volunteers will be by newspaper, television, posters, etc. Ms. Mountenay advised that a baseball game is scheduled for June, as a test event, and will be held in the Elgin area. Warden McPhail thanked both delegations for attending and they left at 9:40 AM. Ms. Lori Chamberlain, Executive Director, St. Thomas-Elgin Public Art Centre (SEPAC), attended at 9:41 A M. and presented an overview of the programs and services which they provide. The Provincial Government has cut all funding to SEPAC, and the delegation was requesting an amount of $20,000.00 towards their 2000 operating budget. SEPAC programs allow school students to become familiar with artwork and to volunteer in various capacities. Councillor Habkirk questioned projected income versus expenditures. Ms. Chamberlain noted that they do not charge entrance fees, but have found that they receive more income from a donation box sitting at their entrance. Councillors suggested that, as there are a large number of students who attend at the Centre free of charge, the School Boards should be contacted to request funding for student ventures. Mr. Monteith extended an invitation for County Council to appoint a member to sit on their board. Warden McPhail thanked the delegation for attending and indicated that Council would consider their request during budget deliberations. County Council 2 March 28, 2000 Council took a break at 9:57 AM. and reconvened at 10:09 AM. Moved by Councillor Rock Seconded by Councillor Mcintyre THAT we do now move into Committee of the Whole Council. - Carried. REPORTS OF STAFF Employee RecoQnition - Human Resources Policy 10.130 - Director of Human Resources Moved by Councillor VanBrenk Seconded by Councillor Wilson THAT the report entitled "Employee Recognition - Human Resources Policy 10.130" from the Director of Human Resources be received and filed. - Carried. EIQin County Woodlot Harvest Update - EIQin County Tree Commissioner Mr. Geurts indicated that the County woodlot was not logged this year as there was little interest expressed by loggers, most likely because they were very busy. This may be due to the announcement by Revenue Canada that they are considering placing Capital Gains on the sale of logs from a woodlot and farmers were scrambling to get woodlots cut before this occurred. Prices on softwood have fallen and it is in our best interest to wait until next year for better prices. Moved by Councillor VanBrenk Seconded by Councillor van Kasteren THAT the Tree Commissioner's report entitled "Elgin County Woodlot Harvest Update" be received and filed. - Carried. Mr. Geurts left at 10: 15 AM. Liberty Health March 1. 2000 Renewal - Chief Administrative Officer - presented on behalf of the Director of Human Resources Moved by Councillor Rock Seconded by Councillor Stewart THAT based on the recommendation of Buffett Taylor & Associates, the Liberty Health rates for the March 1, 2000 renewal be adopted for the County of Elgin, effective April 1 , 2000. - Carried. Structures in Lower Tiers - ManaQer of EnQineerinQ Services Council Walters questioned if the replacement costs for bridges included structures as they are presently or if it took into consideration future needs, i.e. single lane versus double lane. The Manager of Engineering Services indicated that replacement costs for structures are assigned by bridge codes and that is what designates lane requirements. Much discussion took place regarding inspections by County staff, or shared with a contractor, the possible results of lack of continuity, and questioned if a contractor could inspect roads and County staff inspect bridges. The Manager will investigate this suggestion. Councillors further questioned if the County should be responsible for inspections on Lower-Tier structures and if costs for inspections could be recovered from County Council 3 March 28, 2000 the Lower-Tier. The Manager of Engineering Services was directed to prepare an inventory report and assessment of Upper-Tier and Lower-Tier structures in the County. Moved by Councillor VanBrenk Seconded by Councillor Habkirk THAT the Manager of Engineering Services be directed to prepare a report on the County providing inspection services for structures in Lower-Tier municipalities with a suggested cost recovery mechanism; and, THAT the Manager of Engineering Services revise the report on structures in Lower-Tiers to include the County's infrastructures on page two of the report. - Carried. Trans Canada Trail ReQistration - ManaQer of EnQineerinQ Services Councillors discussed the need to erect appropriate signage that would indicate the trails are on the road allowance and not on the pavement, and the rules that govern how the trails are to be used. Some Councillors felt it was necessary from a liability standpoint, and others felt it was not necessary as road uses are adopted by by-law and non-uses are in contravention. Signage suggestions included posting a map at the outset of the trail, indicating users must stay off the pavement, and the possibility of adding to the signage already in place on the 401. The Manager of Engineering Services was directed to investigate the signage issue as well as samples and report. Moved by Councillor VanBrenk Seconded by Councillor Walters THAT, where possible, the proposed trail for Trans Canada Trail purposes be located outside the clear zone as defined by the Roadside Safety Manual; and, THAT the municipality in which the trail section is located, be solely responsible for maintaining the trail for its intended use(s) and inspect the trail, when road inspections are being done, to the same conditions as per By-Law No. 96-15, being a by-law to establish minimum and desirable roadway services standards for the Corporation of the County of Elgin; and, THAT a formal agreement be entered into with each municipality responsible for a trail section located on County property; and, THAT the agreement transfers all liability risks to the responsible party; and, THAT once the formal agreements have been signed, sections of County Roads as passed by the local resolutions, as follows, will be registered with the Ontario Trails Council to form parts of the Trans Canada Trail. West Elgin - County Road #3 (Talbot Line) - County Road #103 (Furnival Rd) - County Road #3 (Talbot Line) Dutton / Dunwich - County Road #3 (Talbot Line) - County Road #8 (Lake View Line) - County Road #16 (Fingal Line) - County Road #14 (Iona Road) Southwold - County Road #20 (Union Road) - County Road #45 (John Wise Line) Central Elgin - County Road #28 (Centennial Road) - County Road #56 (Elm Line) Malahide - County Road #35 (Springwater Rd) - County Road #40 (Springfield Road) - County Road #42 (Nova Scotia Line) - from McPherson Road east to Black's Road - crossing at Gray Line - from Graham Road east to Dunborough Road - from Dunborough Road east to Coyne Road - from Currie Road east to end - crossing at Lake View Line - from Homestead Line south to Fingal Line - crossing at Boxall Road - crossing at Bush Line - from Highway #3 south to Elm Line - from Centennial Road east to Quaker Road - from Brouwers Line south to Conservation Line - from Highway #3 south to Nova Scotia Line - from Springfield Road east to Richmond Road - Carried. County Council 4 March 28, 2000 ConnectinQ Links in Lower Tiers - ManaQer of EnQineerinQ Services Much discussion ensued regarding Lower-Tier input, opposition to various items, responsibility issues, uniqueness of some structures, and maintenance responsibilities. Councillor Habkirk read a resolution passed by Aylmer Council objecting to being included in the County's Connecting Links. The Chief Administrative Officer noted that a special levy could be adopted, but cautioned it is not advisable due to other controversial items that are supported by all municipalities when the benefits may apply only to some. Moved by Councillor Mcintyre Seconded by Councillor VanBrenk THAT the report from the Manager of Engineering Services entitled "Connecting Links in Lower Tiers" be tabled and the matter be investigated during the upcoming Road Tours. - Carried. 1999 Fourth Quarter Maintenance by Lower Tiers - ManaQer of EnQineerinQ Services Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT the report from the Manager of Engineering Services entitled "1999 Fourth Quarter Maintenance by Lower Tiers" be received and filed. - Carried. 1999 Year End Financial Report on Maintenance by Lower-Tiers - ManaQer of EnQineerinQ Services Moved by Councillor VanBrenk Seconded by Councillor Rock THAT the report from the Manager of Engineering Services entitled "1999 Year End Financial Report on Maintenance by Lower-Tiers" be received and filed. - Carried. Maintenance Allocations for County Roads - Chief Administrative Officer Staff believes that, after two years of operation, the current amount being paid to the municipalities is fair, but could be adjusted to reflect inflation rates. The Chief Administrative Officer also noted that the County Engineer cannot dictate to the Lower- Tier how road issues should be handled. Councillor Walters asked the Manager of Engineering Services if the winter control policy had been reviewed regarding the possibility of including patrols between 11 :00 P.M. and 4:00 AM. He further indicated that if the policy was changed Central Elgin could not do the work without an increase in funding. The Manager of Engineering Services advised that the matter requires more investigation before he can make a recommendation, but changes may not be forthcoming. Further discussion centred around the maintenance reporting/recording issue, the possibility of giving grants for roads maintenance, how routes are designated, and that some roads require minimum standards while others need more work. Councillor Walters questioned that because there is no written agreement for the Lower-Tier to provide maintenance service to the County, what would happen it they did not provide it. The Chief Administrative Officer advised that, as part of the Restructuring Order by the Minister, responsibility for maintaining County Roads was assigned to the Lower-Tier, and if they do not provide it they would be in contravention of the Order. Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT, in an effort to streamline the accounting system, to build consistency and predictability in the budgeting process and to provide an incentive to manage the County Council 5 March 28, 2000 allocation effectively, the maintenance allocation on County roads be set at $2805.00 per kilometre and be adjusted yearly to account for inflation; and, THAT the allocation be adjusted to account for inflation in 1998, 1999 and 2000 (approximately 8%); and, THAT the special road maintenance reserve account, previously established, be available for exceptional circumstances and be dispersed upon application to County Council; and further, THAT the formula be reviewed once during each term of Council; and, THAT any funds underspent be retained by the municipality for its own use as an incentive to work efficiently. - Carried. Road Closure - Municipality of Bayham - ManaQer of EnQineerinQ Services Moved by Councillor Stewart Seconded by Councillor Mcintyre THAT the County of Elgin has no objection to the Municipality of Bayham stopping up, closing and conveying part of the given road known as "Garner Road" described as Part Lot 18, Concession South Gore and part Lot 126, Concession South Talbot Road. - Carried. Roadside Maintenance on County Road #45 - ManaQer of EnQineerinQ Services Moved by Councillor VanBrenk Seconded by Councillor Wilson THAT the Municipality of Central Elgin be requested to install culverts on John Wise Line and charge the County on time and material basis in conjunction with the roadside maintenance ditching. - Carried. Homes Summer StaffinQ ReQuirements - Director of Homes and Senior Services Moved by Councillor Wilson Seconded by Councillor Walters THAT the Director of Homes and Senior Services be authorized to proceed with the recruitment of the positions in the report "Homes Summer Staffing Requirements" dated March 7, 2000 as follows: Classification Elqin Manor Terrace Lodqe Bobier Villa Registered Nurse 2 2 1 Reg. Practical Nurse 2 2 0 Health Care Aide 2 3 1 Activation 1 1 0 Groundskeeper 1 1 1 - Carried. Bobier Villa "MortQaQe" - Director of Homes and Senior Services The Director noted that June is "Senior Citizens' Month" and it may be more appropriate to recognize the "mortgage burning" on June 13, 2000. Warden McPhail noted that exceptional efforts had been put forth to have the Villa paid off so soon. County Council 6 March 28, 2000 Moved by Councillor VanBrenk Seconded by Councillor Wilson THAT the report Bobier Villa "Mortage" be adopted as amended, to authorize the Director of Homes and Senior Services to organize a ceremony on the afternoon of June 13, 2000, for the "Mortgage Burning" for Bobier Villa. - Carried. PaintinQ Proiects for Terrace LodQe and Bobier Villa - Director of Homes and Senior Services Moved by Councillor Walters Seconded by Councillor Wilson THAT the Director of Homes and Senior Services be authorized to advertise for tenders for the painting projects for the Homes and report back to Council in April. - Carried. 2000-2001 Community Support Services FundinQ ReQuest - Director of Homes and Senior Services Moved by Councillor van Kasteren Seconded by Councillor Mcintyre THAT the Warden, Treasurer and Director of Homes and Senior Services be authorized to sign the 2000/2001 Community Support Funding Request for the Ministry of Health. - Carried. County of EIQin HomepaQe - Director of Financial Services/ManaQer of Library Services Councillor Walters noted that a recent presentation at the Health Unit indicated students were available to produce a Homepage and asked that this be pursued. Staff will investigate all options available. It was noted that separate quotes would be requested for Southwold and West Elgin and homepages would be paid for by the municipalities and not the County. Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT staff be directed to obtain quotes for: a) developing a County homepage, b) developing a homepage for the County and the Municipalities of Southwold and West Elgin, and; THAT the cost of the training and the web page designer for the County be included in the proposed automation budget for 2000. - Carried. ContinQency - Director of Financial Services Moved by Councillor VanBrenk Seconded by Councillor Wilson THAT the 1999 contingency for unforeseen cost overruns, and set out in our Consolidated Agreement with the City of St. Thomas, be set aside in a reserve; and, THAT future budgeted amounts for this contingency be set aside until an amount, as determined by Council, has been reserved. - Carried. County Council 7 March 28, 2000 Purchase of an Ambulance - EmerQency Measures Co-Ordinator Ms. Dunn was not in attendance and Council discussed the report in her absence. Moved by Councillor Habkirk Seconded by Councillor VanBrenk THAT the Corporation of the County of Elgin purchase one ambulance to replace the aged vehicle at the Rodney Ambulance Station at an approximate cost of $79,000.00 ($84,900.00-$5,000.00 from the sale of the replaced ambulance). - Carried. Council recessed at 12:03 P.M. and reconvened at 1 :00 P.M. CORRESPONDENCE Items for Consideration 1. Gordon M. Burns, Clerk, Town of North Perth, with a resolution concerning CRF Funding for Farmland/Managed Forest Tax Rebate/Ratio (deferred from February 15, 2000). 2. P.J. Leack, City Clerk, City of St. Thomas, with a resolution requesting Land Ambulance detail of costs. 3. Gordon Ludington, Clerk-Treasurer, Township of Wellesley, with a resolution requesting the Provincial government to return a percentage of gasoline taxes collected to the lower tier municipalities for the maintenance of Provincially downloaded roads. The following recommendation was adopted respecting Correspondence Item #1. Moved by Councillor Walters Seconded by Councillor van Kasteren THAT the Corporation of the County of Elgin supports the resolution from the Town of North Perth petitioning the Province of Ontario to retroactively fund the revenue deficiency created by the LSR Farmland/Managed Forest Rebate calculation; and, THAT action be taken to enable planning and financing for the Year 2000 budget. - Carried. The following staff direction was adopted respecting Correspondence Item #2. Staff was directed to forward a letter to the City of St. Thomas indicating that the information on Land Ambulance costs supplied to them previously is as current as we have, and that we have requested further information from the Ministry. Once we have received additional input, it will be forwarded to the City. The following recommendation was adopted respecting Correspondence Item #3. Moved by Councillor Habkirk Seconded by Councillor VanBrenk THAT the Corporation of the County of Elgin supports the resolution from the Township of Wellesley requesting the Provincial government to forward a percentage of the taxes collected on gasoline and license and registration fees to municipal tier governments for the maintenance of provincially downloaded roadway systems. - Carried. County Council 8 March 28, 2000 Items for Information - (Consent AQenda) 1. Mary Jo Woollam, Regional Clerk, Regional Municipality of Ottawa-Carlton, concerning the changes to the Child Care Fee Subsidy Guidelines. 2. Organization of Small Urban Municipalities, announcing the 4th Annual Conference and Trade Show to be held May 3,4, and 5,2000, and Conference Program outline. 3. Premier Michael D. Harris, MPP, acknowledging Council's support for: 1) the resolution of the Municipality of South Bruce asking the Province to recognize and support the importance of the Agricultural Industry to the Province of Ontario and, 2) Council's request for funding for the St. Thomas-Elgin General Hospital. 4. Federation of Canadian Municipalities, with registration information for the 63rd Annual Conference and Municipal Expo, June 2-5, 2000, London, Ontario. 5. AMO Member Communication, "For Your Information" - Premier Fills Parliamentary Assistant Vacancies". 6. Municipality of Bayham, regarding the Port Burwell Provincial Park Management Plan. 7. AMO Member Communication, "AMO Secures Extension of Date for Setting Tax Rates" . Councillor Habkirk indicated that the Town of Aylmer should have been invited to the Highway #3 bypass meeting. The Manager of Engineering Services noted this was an oversight and that the Town of Aylmer would be invited to future meetings as well as the Township of Malahide. The following recommendation was adopted respecting Correspondence Item #1. Moved by Councillor VanBrenk Seconded by Councillor Rock THAT the Corporation of the County of Elgin supports the resolution from the Regional Municipality of Ottawa-Carlton objecting to the discriminatory policy introduced by the Ministry of Community and Social Services regarding Child Care Fee Subsidy Guidelines. - Carried. Moved by Councillor Mcintyre Seconded by Councillor Walters THAT Correspondence Items #2-7 received and filed. - Carried. 2000 Proposed County BudQet The Director of Financial Services reviewed the report entitled "1999 Surplus and 2000 One- Time Funding", corrected a typing error of the 1999 surplus amount to $471,270.00, and presented options for consideration. Council reviewed the Proposed Budget line by line. Councillors advanced a number of suggested amendments to the draft budget, some of which were agreed to as described in the following resolutions: Moved by Councillor Habkirk Seconded by Councillor Wilson THAT a grant to the Agricultural Societies in the amount of $1 ,000.00 per day times the number of days that the fair is scheduled to run, be approved. - Carried. County Council Moved by Councillor Rock Seconded by Councillor VanBrenk 9 March 28, 2000 THAT a grant in the amount of $5,000.00 to the St. Thomas-Elgin Art Centre be approved. Moved by Councillor Wilson Seconded by Councillor Rock - Carried. THAT a grant in the amount of $10,000.00 in each of five years with disbursements beginning in 2001 to the YMCA, be approved. Moved by Councillor VanBrenk Seconded by Councillor Wilson - Carried. THAT a grant in the amount of $38,000.00 to the Four Counties Health Services be approved. - Carried. Moved by Councillor Wilson Seconded by Councillor VanBrenk THAT the following grants be approved for consideration in the 2000 County Composite Budget: Shedden Agricultural Society Wallacetown Agricultural Society Rodney-Aldborough Agricultural Society Aylmer & East Elgin Agricultural Society Elgin 4-H Association Fanshawe College Tillsonburg & District Multi-Service Centre Quad County Support Services Millennium Seniors Picnic VON St. Thomas React St. Thomas-Elgin Art Centre St. Thomas-Elgin YMCA St. Thomas-Elgin Friends of the Games Four Counties Health Services Total Moved by Councillor Walters Seconded by Councillor van Kasteren $ 3,000.00 3,000.00 3,000.00 5,000.00 2,000.00 20,000.00 (final year) 2,000.00 2,000.00 2,000.00 2,000.00 500.00 5,000.00 10,000.00 (2000, 2001, 2002, 2003, 2004) 25,000.00 (2000, 2001) 38,000.00 $122,500.00 - Carried. THAT an amount of $250,000.00 towards establishing a County Archives be approved for consideration in the 2000 County Composite Budget. - Carried. Staff was directed to bring back a proposal on how the funds to establish an Archives would be expended, utilizing existing space in the Administration Building. Council consensus was to increase the Roads Budget by $350,400.00 Council took a break at 2:52 P.M. while the Director of Financial Services calculated the changes made by Council to the Proposed Budget and reconvened at 3:08 P.M. County Council 10 March 28, 2000 The Director of Financial Services indicated an increase to the County budget of 3.23% would result in a tax rate increase of 3.78% on an assessment base of $125,000.00 or an increase of $21.36 to the County portion of the tax bill. Moved by Councillor VanBrenk Seconded by Councillor Rock THAT the draft 2000 County Composite Budget of $13,442,604.00 be approved in principle, which would increase the budget by 3.23%, subject to Provincial Grants, to be considered in the final budget deliberations. - Carried. Warden McPhail indicated that with the direction the Province is taking, planning may be coming to the County level and perhaps should be looked at. Staff was directed to investigate options and report back at a future meeting. OTHER BUSINESS Statements/InQuiries By Members Councillor Mcintyre indicated that Councillor Clutterbuck may be back at the next Council meeting and thanked County Council for the good working relationship he experienced during the meetings he attended. Warden McPhail thanked Councillor Mcintyre for his participation during Councillor Clutterbuck's absence. The Director of Homes and Senior Services reminded Council that the Homes' Tour is leaving from Elgin Manor at 8:00 AM. tomorrow morning. Notice of Motion - None. Matters of UrQency - None. Moved by Councillor Mcintyre Seconded by Councillor Wilson THAT we do now proceed In-Camera to discuss personnel matters. - Carried. Moved by Councillor Rock Seconded by Councillor Walters THAT we do now rise and report. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Wilson THAT the Director of Homes and Seniors Services and Director of Human Resources be authorized to proceed with the recruitment of additional Registered Nurses, as outlined in the confidential report entitled "Nursing Staff Requirements" dated March 7, 2000. - Carried. Moved by Councillor Mcintyre Seconded by Councillor Stewart THAT the part time clerical position at Terrace Lodge be altered to a full-time position; and, the current incumbent be offered the position. - Carried. County Council 11 March 28, 2000 Moved by Councillor van Kasteren Seconded by Councillor Wilson THAT we adopt the recommendations of the Committee of the Whole. - Carried. BY-LAWS Moved by Councillor van Kasteren Seconded by Councillor Wilson THAT By-Law No. 00-07 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the March 28, 2000 Meeting" be read a first and second time. - Carried. Moved by Councillor van Kasteren Seconded by Councillor Walters THAT By-Law No. 00-07 be read a third time and finally passed. - Carried. Moved by Councillor Wilson Seconded by Councillor van Kasteren THAT we do now adjourn at 3:31 P.M. to meet again on April 11 ,2000 at 9:00 AM. - Carried. Mark G. McDonald, Chief Administrative Officer. Duncan J. McPhail, Warden.