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October 24, 2000 Minutes COUNTY COUNCIL Tuesday, October 24, 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 Stewart (regrets). Warden McPhail in the Chair. Moved by Councillor VanBrenk Seconded by Councillor Bond THAT the minutes of the meeting held on September 26, 2000 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF - None. DELEGATIONS Mr. Terry Carroll attended at 9:08 AM. and addressed Council on activities and agencies funded through the United Way. Mr. Carroll thanked County Council and staff for their past support and left pledge cards for Council should they wish to contribute to the 2000 United Way Campaign to help raise $1,000,001.00. Mrs. Louise Eastbury, County Human Resources Department, reminded Council of the "Blitz Day" on November 17, 2000 and asked for participation. Warden McPhail wished the United Way good luck with their campaign and the delegation left at 9: 15 AM. Moved by Councillor Habkirk Seconded by Councillor VanBrenk THAT we do now move into Committee of the Whole Council. - Carried. COUNCil AND STAFF REPORTS Warden's BanQuet - Councillor Rock Councillor Rock outlined each Councillor's participation in the program and highlighted aspects of the report. Moved by Councillor VanBrenk Seconded by Councillor Habkirk THAT the annual Warden's Banquet be held at St. Anne's Community Centre on November 18, 2000, with the social hour from 5:00 - 6: 15 P.M. and the banquet at 6:30 P.M.; and, THAT all other costs and items be approved as detailed on the attached spreadsheet; and, THAT the charge for each purchased ticket be set at $15.00, to cover the cost of the meal, taxes and gratuities; and further, THAT County Councillors and Officials dress in standard Council attire. - Carried. County Council 2 October 24, 2000 EIQin-St. Thomas Health Unit Annual Report - Councillor Wilson Councillor Wilson highlighted key items from the report, commenting on the excellent co- operation of the Health Unit staff and the enthusiasm of the new Administrator, Cynthia St. John. Council requested that the Health Unit be asked to look into the problem with murky water in the Psychiatric Hospital area and questioned the safety of the drinking supply. Councillor Wilson agreed to take this matter to tomorrow's meeting for discussion, and asked for a letter from the Municipality of Central Elgin requesting further investigation into the water quality issue, and pointed out that the Health Unit is concerned with bacterial problems and discolouration of water may not indicate contamination. Warden McPhail suggested a meeting be convened by Central Elgin, with all those involved to discuss the matter further. Moved by Councillor VanBrenk Seconded by Councillor Bond THAT the annual report of the Elgin-St. Thomas Health Unit be received and filed. - Carried. Water and Sanitary Services for Administration BuildinQ Mr. Joe Heyninck, Cumming Cockburn Ltd., was in attendance to answer questions from Council regarding water and sanitary services to the Administration Building. Council discussed the option of installing new piping, in the event problems may be encountered with relining existing lines, and Mr. Heyninck agreed that some lines may need replacing. Mr. Heyninck advised that the City is currently investigating extending the lines on Southdale Road. Council discussed the possibility of looping the line to extend services down County Road 45 to the pumping station on Centennial Road which would benefit County residents as well as the City of St. Thomas, or a waterline could come from Port Stanley which would serve many more people. The Chief Administrative Officer advised that the Municipality of Central Elgin has sent a letter of intent to OST AR requesting funding for the extension of a water line along Sunset Drive and has requested the County upfront the cost. Central Elgin would be required to make an amendment to the OST AR application to make changes, as Council has suggested. The report was deferred to allow time for staff to make inquiries whether the application can be amended or not and if the City has applied for any upgrades to the system. Summary of Weed Orders - Year 2000 - EIQin County Weed Inspector The Elgin County Weed Inspector reported that the number of Weed Orders were down this year. The Tree Commissioner updated Council on the Verbrugge Application for Minor Exception from the Trees Act granted at the September 26,2000 Council meeting. Mr. Verbrugge had forgotten to contact one of the landowners when asking for permission to clear the area and the landowner has now objected to the clearing. The dispute could not be rectified and Mr. Verbrugge is no longer planning to proceed with the clearing. Moved by Councillor Bond Seconded by Councillor Rock THAT the report from the County Weed Inspector on the Summary of Weed Orders - Year 2000 be received and filed. - Carried. Council took a break at 10:03 AM. and reconvened at 10:20 AM. Capital BudQet - 2001 - Director of Financial Services The Director of Financial Services presented, by PowerPoint, the benefits of capital budgeting over a five to ten year period to plan and fund for significant expenditures of a County Council 3 October 24, 2000 lasting nature. She reviewed each recommendation asking for comments or changes. It was noted that the $10,000.00 minimum might not be low enough to cover all capital expenditures (ie. riding lawnmower). Moved by Councillor VanBrenk Seconded by Councillor Wilson THAT Council approve the recommended capital budget policies as set out in the report from the Director of Financial Services dated September 20, 2000; and, THAT staff be directed to prepare a separate capital budget for the 2001 budget year. - Carried. Water and Sanitary Services for Administration BuildinQ - ManaQer of EnQineerinQ Services - (continued) Mr. Watters, Mr. Heyninck, and Mr. Perrin from the Municipality of Central Elgin, returned to Council to report that funds are not available from Province to City for upgrades. One- third of the water system has murky water and there is no history of problems on this line. City staff has recommended relining be done next year when they take over the water line, as this is the most cost-effective solution. Breakage has occurred infrequently, which indicates there is no need for replacing. Mr. Perrin said that Central Elgin has not looked at bringing a pipeline from Port Stanley and does not want to loop back into the City system due to water charges, etc., and may need a pumping station to boost the system. After discussion it was decided that the resolution be amended to encourage Central Elgin to evaluate the quality of the current waterline. Moved by Councillor Rock Seconded by Councillor Wilson WHEREAS the Municipality of Central Elgin has made application under the OSTAR Program to rehabilitate and reconstruct the Sunset Drive Water Main; and, WHEREAS the County Administration Building would benefit directly from the proposed project. NOW THEREFORE BE IT RESOLVED THAT the County of Elgin upfront the cost of the water main (up to $360,000.00), providing the offsetting funds from the Federal and Provincial Government are deemed satisfactory by the County and that costs can be recovered over time through the municipality's Development Charges By-Law and other users; and further, THAT the Municipality of Central Elgin be encouraged to evaluate the quality of the waterline scheduled for relining and report back to County Council with revised cost estimates if replacement is required; and further, THAT, if possible, the original OSTAR application be revised to reflect these new cost estimates. - Carried. AudibleNisual WarninQ Indicators Policy - ManaQer of EnQineerinQ Services The Manager of Engineering Services reported the Department has tested the new policy and favourable feedback has been received. Moved by Councillor Habkirk Seconded by Councillor Rock THAT the new AudibleNisual Warning Indicators system designed by the Engineering Services Department be used in all future installations; and, County Council 4 October 24, 2000 THAT the AudibleNisual Warning Indicators System only be installed when resurfacing operations are being completed at that location or upon Council's request. - Carried. Road 4 EnQineerinQ Services ReQuest for Proposals - ManaQer of EnQineerinQ Services Moved by Councillor van Kasteren Seconded by Councillor Habkirk THAT the Engineering Services Department proceed with Request for Proposals for consulting services for Drainage Improvements on County Road #4 at an estimated cost of between $75,000.00 and $100,000.00 for design and inspection; and, THAT the funds be allocated from the 2001 Engineering Services Budget. - Carried. 1999 lonQ-Term Care Facility Service AQreements - Director of Financial Services Moved by Councillor Wilson Seconded by Councillor Clutterbuck THAT the Warden and the Chief Administrative Officer be authorized to sign the 1999 Long-Term Care Facility Service Agreements. - Carried. Employee Benefit ConsultinQ Services for the County-Wide Umbrella ProQram - Director of Human Resources Moved by Councillor VanBrenk Seconded by Councillor Rock THAT effective September 1,2000, the services of Buffett Taylor & Associates Limited be extended for an additional three-year term and the Terms of Engagement be as follows: 1. That the present fee schedule be maintained. 2. That Council reserves the right to terminate the contract if dissatisfied in any way with performance, the fee charged, or any other elements of the service provided. - Carried. Physical Demands Analyses (PDA's) - Director of Human Resources Moved by Councillor van Kasteren Seconded by Councillor Bond THAT the County of Elgin contract with the Canadian Back Institute to develop Physical Demands Analyses of all positions within Elgin Manor, Terrace Lodge and Bobier Villa; and, THAT the cost for this project be taken from the Schedule Two reserve fund. - Carried. United Way CampaiQn 2000 - Director of Human Resources Moved by Councillor Rock Seconded by Councillor VanBrenk THAT County Council approve the draws for time-off with pay for the Year 2001; and, County Council 5 October 24, 2000 THAT the draws take place on November 17,2000, and the winners be announced that day. - Carried. Display Cabinet for Council Chambers - Deputy Clerk Councillor Rock spoke in favour of the report and thought screen printing of the County Crest should be done. Moved by Councillor Rock Seconded by Councillor VanBrenk THAT staff obtain prices for a wooden two-door cabinet and framing that would display the Warden's photo and County Crest when closed and open up to display Central Elgin's Coat of Arms and Granting Text, when their Council is meeting; and, THAT staff be authorized to proceed with the purchase and installation from the lowest- priced sources. - Carried Unanimously. Review of Convention Policy and MileaQe Rates - Deputy Clerk The report was discussed and an amendment was made to exclude mileage from the maximum of $2,000.00. Moved by Councillor VanBrenk Seconded by Councillor Habkirk THAT, effective January 1, 2001, the following segments of Council's Convention Attendance and Courtesy Room Policy be implemented as follows and the necessary by- law be amended: The Warden and Members of County Council shall be paid the following rates for attending conventions: c) The per diem rate of $110.00 per day shall be paid and limited to the actual number of days that the convention has sessions listed which the delegate attends. d) Accommodation, at the approved hotel rate, shall be reimbursed from receipts and limited to the actual number of days that the convention has sessions listed which the delegate attends. e) A meal allowance of $50.00 per day will be paid if not included in the registration and limited to the actual number of days that the convention has sessions listed which the delegate attends. f) Parking shall be reimbursed from receipts and limited to the actual number of days that the convention has sessions listed which the delegate attends. g) The above provisions shall be subject to the payment of a maximum of $2,000.00 plus registration fee and mileage, per Councillor, per calendar year; and further, THAT effective January 1, 2001, the rate paid for use of personal vehicles for County business by Council and staff be $.35 per km. and the necessary by-law be amended. - Carried. london Central Ambulance Communication Centre Pilot Proiect (Dispatch)- EmerQency Measures Co-Ordinator Council questioned the practise of non-emergent transfers being performed by our ambulances while responding to calls in other jurisdictions and staff indicated that a local policy could exclude non-emergent transfers, but this may impact Rodney calls. Staff will investigate this further and report in due course. County Council 6 October 24, 2000 Moved by Councillor Rock Seconded by Councillor Wilson THAT County Council approve Elgin County's participation in the Central Ambulance Communications Centre Pilot Project (dispatch), providing that the Ministry of Health continues to pay 100% of the costs of this project. - Carried. Judson Street Store - Operator PurchasinQ Approval - EmerQency Services Co- ordinator Moved by Councillor Clutterbuck Seconded by Councillor Habkirk THAT County Council approve access, by the operators, to the County's account at the Judson Street Store in an amount of not more than $5,000.00 for the Rodney Ambulance Service and not more than $8,000.00 for the St. Thomas-Elgin General Ambulance Service. - Carried. Councillor Habkirk commented on a report received from STEPS and noted that there had been no significant difference in ambulance transfers. He advised that there is a meeting tomorrow regarding funding for the program and that he would be attending. DELEGATION Former Staff Sergeant John Stephens, O.P.P., attended at 11 :38 AM. to inform Council of his promotion to Inspector for the London-Middlesex area. Inspector Stephens introduced Sergeant Mike Burton and Acting Detachment Commander Dan Grant to Council, and thanked Council for their support and excellent working relationship during his years in Elgin County. Warden McPhail presented an appreciation plaque to Inspector Stephens, thanked him for his dedicated years of service to the residents of the County and invited the delegation to lunch with Council. CORRESPONDENCE Items for Consideration 1. Mayor Karen Bond, Town of Charlton, with a resolution petitioning the Province of Ontario to provide 100% funding to Northern Ontario Municipalities for the cost of testing all water treatment plants under the new guidelines implemented by the Province of Ontario. 2. Steve Peters, M.P.P., Elgin-Middlesex-London, with copies of correspondence from the Honourable Herb Dhaliwal, Minister of Fisheries and Oceans, concerning agricultural drainage maintenance and the protection of fish habitat. 3. Donald Leitch, Acting Administrator/Clerk, Municipality of Central Elgin, requesting the services of the County's Director of Human Resources for Collective Agreement Negotiations. 4. Larry McCabe, Clerk-Administrator, Town of Goderich, with resolution concerning the designation of road salts as "toxic" under the Canadian Environmental Protection Act. 5. William Roberts, CAO/Clerk, Town of Hanover, requesting a resolution of support for a stamp to be issued honouring volunteer fire fighters. 6. George Wikki, Acting Commissioner of Council Services and City Clerk, City of Windsor, with a resolution concerning the environmental impact the City of Toronto's proposal will have on the Windsor area, if garbage is shipped by truck traffic to a waste disposal site in Michigan. County Council 7 October 24, 2000 Moved by Councillor Clutterbuck Seconded by Councillor Rock THAT Correspondence Item #1 be received and filed. - Carried. Moved by Councillor Rock Seconded by Councillor Wilson THAT Correspondence Item #2 be received and filed. - Carried. Correspondence Item #3 was referred to the In-Camera portion of County Council. Moved by Councillor Rock Seconded by Councillor van Kasteren THAT Correspondence Item #4 be received and filed. - Carried. The following recommendation was adopted respecting Correspondence Item #5. Moved by Councillor Rock Seconded by Councillor Clutterbuck THAT the Council of the County of Elgin supports the resolution from the Town of Hanover endorsing the request from the Saugeen Stamp Club to have a stamp issued by Canada Post honouring Volunteer Fire-fighters. - Carried. The following recommendation was adopted respecting Correspondence Item #6. Moved by Councillor VanBrenk Seconded by Councillor Habkirk THAT the Council of the County of Elgin supports the resolution from the City of Windsor concerning the negative environmental consequences the transfer of waste materials to the Republic Landfill site in Detroit Michigan by truck will have on communities directly abutting the Highway 401; and, THAT the City of Toronto be requested to maximize the use of rail options for the transport and disposal of their municipal waste to the Republic Landfill site to minimize or eliminate the consequences associated with the trucking option. - Carried. Items for Information - (Consent AQenda) 1. AMO Member Communication ALERT: 1) Province Plans Special Purpose Body 2) AMO/ROMA Respond to Consultation on Nutrient Management 3) OEB Delivers Decision on Minister's Directive and Ministry of Finance Grandfathers Transfer Tax Exemption 4) Province Introduces Social Housing Legislation 5) Decision on "Approved Costs" for Land Ambulance Services Released 2. AG Care Update Fall 2000: Information Newsletter. 3. Ken Sloan, Municipality of Central Elgin, with thank you for Retirement Gifts. County Council 8 October 24, 2000 4. Marian L. Robson, Chairman, Canadian Transportation Agency, with information for municipalities faced with the reduction or discontinuance of domestic services by air carners. 5. Honourable Lyle Vanclief, Minister of Agriculture and Agri-Food, with a response to Council's support for the Town of Lakeshore recommendation regarding farm incomes and subsidies. 6. ROMAlOGRA Combined Conference, Official Housing Form, accommodation information, OGRA Service Awards Information and call for resolution information. 7. Better Roads Coalition, News Release re: Province refuses to participate in symposium on future of Ontario's roads and bridges. 8. Federation of Canadian Municipalities FCM - News Release re: 1) Meeting of Federal, Provincial and Territorial Housing Ministers "FCM Presents Plan for solving Canada's Homelessness and Affordable Housing Crisis and Calls for Immediate Action". 2) World Habitat Day 2000 "FCM Proposes Solution to End Affordable Housing and Homelessness Crisis. FCM Members' Advisory: 3) Call for Resolutions for Consideration by the FCM National Board of Directors, December 2000. 9. Honourable Tony Clement, Minister of Municipal Affairs and Housing, re: the Ontario Learning Opportunities Calendar (OLOC) Web Site information. 10. Steve Peters, M. P. P., Elgin-Middlesex-London, with copies of correspondence to: 1) the Minister of Finance re: Council's resolution concerning interest charges for late payment of Education Levy; 2) negotiations with rail companies in regard to the right of way on rail lines 3) the Minister of Agriculture, Food and Rural Affairs re: Council's resolution concerning the survival of the Ontario cash crop producers thorough Agricorp 4) Council's resolution in support of the position paper "Proposed Standards for Agricultural Operations in the Ontario Act". 11. Emil Kolb, Regional Chair and Chief Executive Officer, with a resolution concerning the Ministry of the Environment (MOE) Regulatory Changes and the impact on Municipalities. 12. Ontario News Release Communique, re: Ontario Government Introduces Legislation for Municipalities to Administer Social Housing. 13. Bill Fisch, Regional Chair, Regional Municipality of York, with copy of correspondence to the Ministry of Municipal Affairs and Housing concerning social housing devolution. 14. Honourable Tony Clement, Minister of Municipal Affairs and Housing, introducing a new initiative "Municipal Performance Measurement Program", to enhance local service delivery. 15. Pat Kemp, Clerk, County of Peterborough, requesting assistance with regard to "A Claims Made Policy Trail" insurance coverage. 16. AMO 2000 Conference Proceedings. Moved by Councillor Habkirk Seconded by Councillor VanBrenk THAT Correspondence Items #1-16 be received and filed. - Carried. County Council 9 October 24, 2000 OTHER BUSINESS Statements/InQuiries by Members Councillor Rock advised of a safety problem at the corner of Centennial Road and Elm Street. A vehicle recently drove through the fence, damaging the house on the property. This has happened several times in the past. Staff will look into alternative methods of marking this intersection. Moved by Councillor VanBrenk Seconded by Councillor Wilson THAT staff investigate installing flashing lights and other options for improving the roadway at both sections of the corner of Centennial Road and Elm Street, in the Municipality of Central Elgin, to prevent future accidents from occurring and report to a future meeting. - Carried. Councillor Habkirk declared his intention to run for the Office of Warden for 2001. Notice of Motion - None. Matters of UrQency - None. Council recessed at 11 :56 AM. and reconvened at 12:56 AM. Moved by Councillor VanBrenk Seconded by Councillor van Kasteren THAT we do now proceed In-Camera to discuss personnel and legal matters. - Carried. Warden McPhail asked Councillor VanBrenk to Chair the In-Camera session. Ms. Jane Perry and Mr. Paul Collins, St. Thomas-Elgin General Hospital, attended at 1 :00 P.M. Moved by Councillor Wilson Seconded by Councillor Bond THAT we do now rise without reporting. - Carried. DELEGATION Mr. Harry Mezenberg and Mr. Doug Stewart attended at 1 :36 P.M. to present the Functional Program and Spatial Study for the West Elgin Community Health Centre. Mr. Mezenberg indicated the Centre is extremely crowded and a new functional plan has been proposed to the Ministry of Health. The delegation was requesting support for their initiative. Councillor VanBrenk indicated the Council for Dutton/Dunwich had recently supported their request. Moved by Councillor VanBrenk Seconded by Councillor van Kasteren THAT the Corporation of the County of Elgin supports in principle the West Elgin Community Health Centre's application to the Ministry of Health to build a new facility in West Lorne to meet the needs of the West Elgin Community. - Carried. County Council 10 October 24, 2000 Moved by Councillor Habkirk Seconded by Councillor VanBrenk THAT we do now proceed In-Camera to discuss personnel and legal matters. - Carried. Moved by Councillor Rock Seconded by Councillor Bond THAT we do now rise and report. - Carried. Moved by Councillor Clutterbuck Seconded by Councillor Rock THAT the confidential report from the Emergency Measures Co-ordinator, dated October 11, 2000, regarding the St. Thomas-Elgin General Hospital Ambulance Contract, be approved, as amended, and staff report back on any outstanding issues. - Carried. Moved by Councillor Habkirk Seconded by Councillor van Kasteren THAT the Warden and appropriate signing officers be authorized to sign the agreement with Service Employees International Union, Local 220, representing the full and part-time workers at Terrace Lodge, for the term expiring on December 31 S\ 2002, subject to ratification by SEIU. - Carried. Moved by Councillor VanBrenk Seconded by Councillor van Kasteren THAT the Archivist position be established as a three-year contract position, subject to negotiation if required. - Carried. Correspondence for Consideration Item #3 was referred to the In-Camera portion of the meeting. Moved by Councillor Rock Seconded by Councillor Clutterbuck THAT the Director of Human Resources be directed to assist the Municipality of Central Elgin in their bargaining process by providing advice to the Management Bargaining Team. - Carried. Staff except the Director of Human Resources, Human Resources Officer, and Chief Administrative Officer were excused at 2:30 P.M. Moved by Councillor Habkirk Seconded by Councillor Rock THAT the staff direction from the Chief Administrative Officer in the report dated September 11, 2000 regarding a human resources matter be approved for implementation. - Carried. County Council 11 October 24, 2000 The Deputy Clerk returned to Chambers at 2:45 P.M. Moved by Councillor Wilson Seconded by Councillor Clutterbuck THAT we adopt the recommendations of the Committee Of The Whole Council. - Carried. Moved by Councillor Bond Seconded by Councillor Habkirk THAT By-Law No. 00-24 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the October 24, 2000 Meeting" be read a first and second time. - Carried. Moved by Councillor Clutterbuck Seconded by Councillor Bond THAT By-Law No. 00-24 be read a third time and finally passed. - Carried. Councillor Rock asked Council to consider the possibility of the County of Elgin taking over responsibility and ownership of the Port Stanley lift bridge, with Central Elgin continuing to maintain the bridge. The Manager of Engineering Services was directed to investigate the structural integrity of the bridge and operating costs, in consultation with Central Elgin staff, and report back to Council at a later date. Councillor Wilson indicated he had received an invitation from the St. Thomas Chamber of Commerce to their Annual New Members meeting on November 27,2000. The invitation will be faxed to Council for their information. Moved by Councillor Bond Seconded by Councillor VanBrenk THAT we do now adjourn at 2:50 P.M. to meet again on November 28,2000 at 9:00 AM. - Carried. Mark G. McDonald, Chief Administrative Officer. Duncan J. McPhail, Warden.