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April 24, 2001 Minutes COUNTY COUNCIL Tuesday, April 24, 2001 The Elgin County Council met this day at the Administration Building, at 9:06 AM., in accordance with adjournment, with all members in attendance. Warden McPhail in the Chair. Moved by Councillor VanBrenk Seconded by Councillor Mcintyre THAT the minutes of the meeting held on April 1 0,2001 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF - None. DELEGATIONS Ms. Susan McConnell and Mr. Ryan Smith, Kettle Creek Conservation Authority, attended at 9:07 AM. and presented a proposal of partnership to establish an educational woodlot display. The delegation requested the County to supply land for the establishment of a Carolinian forest. Ms. McConnell left posters promoting Carolinian forests and asked Councillors to take one back to their respective municipalities. Moved by Councillor VanBrenk Seconded by Councillor Rock THAT staff be authorized to investigate the possibility of establishing a Carolinian Forest on County property suitable for the purpose and report back to Council with a location and site plan. - Carried. The delegation left at 9: 15 AM. Moved by Councillor Mcintyre Seconded by Councillor Habkirk THAT we do now go into Committee Of The Whole Council. - Carried. REPORTS Speed Zones on EIQin County Roads - ManaQer of EnQineerinQ Services Engineering Services' staff had completed a comprehensive investigation of speed zones County-wide and presented suggested limits for Council's consideration. Council discussed that some of the input used in this report from the Lower-Tier municipalities was two years old and several of the municipalities have experienced a change in their Road Superintendent position, who may have additional concerns. Moved by Councillor VanBrenk Seconded by Councillor Wilson THAT the report from the Manager of Engineering Services entitled "Speed Zones on Elgin County Roads" be referred to Lower-Tier municipalities. - Carried. County Council 2 April 24, 2001 Road Maintenance Allocations Based on Traffic Volumes - ManaQer of EnQineerinQ Services Council requested clarification on maintenance items and capital items. Council consensus was to defer the report and include a list of maintenance and capital items for comment from local Road Superintendents. Moved by Councillor VanBrenk Seconded by Councillor Wilson THAT the report on Road Maintenance Allocations Based on Traffic Volumes be approved in principle for consideration and input from Lower-Tier municipalities. - Carried. Councillor Wilson introduced Mr. Morris Lewis, Councillor and former Warden/Reeve, Red Deer County, Alberta, who is visiting the area. Mr. Lewis thanked Council for the opportunity to observe its proceedings. Council took a break at 9:57 AM. and reconvened at 10:14 AM. Three-Year Maintenance Reconciliation for County Roads - ManaQer of EnQineerinQ Services Councillor Rock disagreed that the service Central Elgin provided is above County standards as it has more highly travelled roads and has to maintain them to proper standards. Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT road maintenance reporting be adjusted for 2001 and subsequent years, as per Council's recommendations; and, THAT municipalities avoid expenses that are above Council's direction, such as sweeping, flushing, cleaning, at rates greater than warranted, using 100% of the MR-135 equipment rates, gravel shouldering in excess of 100 feet, performing asphalt patching, culvert replacements and/or extensions; and, THAT all municipalities incorporate 5% of approved expenditures for administrative overhead; and further, THAT the report from the Manager of Engineering Services dated April 2,2001 summarizing the maintenance allocation for County roads be approved. - Carried. Sf. Thomas and District Chamber of Commerce Board - Director of Human Resources The Director of Human Resources reported that the St. Thomas and District Chamber of Commerce Board have requested names for membership on the Board for 2001. Moved by Councillor VanBrenk Seconded by Councillor Faulds THAT Councillor Wilson and Councillor Crevits be named as County representatives on the St. Thomas and District Chamber of Commerce Board for 2001. - Carried. Warden McPhail noted that the second Council meeting in May might not be required. County Council 3 April 24, 2001 Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT Council's second meeting in May be scheduled for May 29th at 9:00 AM., if required. - Carried. Fire Inspection of the County Administration BuildinQ - ManaQer of EnQineerinQ Services Moved by Councillor Mcintyre Seconded by Councillor Crevits THAT the report "Fire Inspection of the County Administration Building" presented by the Manager of Engineering Services be received and filed. - Carried. KinQ GeorQe Lift BridQe - Port Stanlev - ManaQer of EnQineerinQ Services The Manager of Engineering Services introduced gentlemen from Burgess Engineering and M. R. Burns who could respond to technical questions on the Lift Bridge. Mr. Lloyd Perrin from Central Elgin was also in attendance. Councillor Rock noted that Central Elgin alone cannot afford to continue to fund the lift bridge indefinitely and has requested the County take ownership of the bridge which serves all residents of Elgin County. Discussion ensued regarding the extent of repairs/modifications outlined in the report and the engineering firm pointed out that costing was done in a comprehensive manner, to take all items into consideration and to bring it up to today's standards. The engineering firm also indicated that repairs should begin on the bridge as soon as possible, to avoid increases in costing and more extensive repairs later. The gentlemen left at 11 :02 AM. Moved by Councillor Wilson Seconded by Councillor VanBrenk THAT the report from the Manager of Engineering Services on "King George Lift Bridge - Port Stanley" be deferred to a future meeting after an onsite visit is held. - Carried. Intersection Control Beacon Installation at Ron McNeil Line and Imperial Road - Technical Services Officer The Technical Services Officer reported that because the municipality did not request the beacon, installation would be at 100% County cost. No funds (up to $10,000) have been allocated in the Engineering Services Capital budget, which might produce a shortfall in their 2001 Budget. Moved by Councillor Rock Seconded by Councillor Stewart THAT the costs for the Intersection Control Beacon at Ron McNeil Line and Imperial Road be allocated from the 2001 Engineering Services Capital Budget. - Carried. EIQin Manor Redevelopment - Basement - Director of Homes and Seniors Services Council previously directed that staff investigate options for inclusion of a basement in the new Elgin Manor design. The addition of a basement would delay construction of the new home. County Council 4 April 24, 2001 Moved by Councillor Faulds Seconded by Councillor Rock THAT revised construction plans allowing for inclusion of a full basement under the Core Area (Option 1) in the design of the new Elgin Manor be approved in the amount of $585,500 plus plumbing and pumps, wall partitions and finishing, and forwarded to the Home Building Committee for implementation. - Carried. Councillor Habkirk left at 11 :25 AM. ContinQency - Ontario Works - Director of Financial Services The Chief Administrative Officer reported in the absence of the Director of Financial Services. Moved by Councillor Wilson Seconded by Councillor Mcintyre THAT the $100,000 contingency fee, as provided for in the Consolidation Agreement, and not required to offset expenses in 2000, be set aside in the Ontario Works Contingency Reserve. - Carried. County of EIQin BuildinQ SiQn - ManaQer of EnQineerinQ Services The Manager of Engineering Services advised that costs were investigated for a "COUNTY OF ELGIN" sign to be placed on the front entrance to the County Administration Building. Moved by Councillor Wilson Seconded by Councillor Stewart THAT staff arrange for the manufacture and installation of the County of Elgin lettering on the Administration Building; and, THAT the project be funded (approximately $3,000 plus taxes) by the Building Capital Reserve Account. - Carried. Sunset Drive (County Road #4l Waterline The Manager of Engineering Services reported in a memorandum, that construction on the Sunset Drive (County Road #4) Waterline will commence between April 1 th and May 11th, 2001. County staff will inspect the portions of the waterline in Central Elgin to ensure the relining process meets specifications. Draft 2001 County Composite BudQet - Chief Administrative Officer In the absence of the Director of Financial Services, the CAO presented the Draft Budget representing a 2.28% increase. Grants Moved by Councillor Rock Seconded by Councillor Mcintyre THAT the following grants be approved for 2001 : Shedden Agricultural Society Wallacetown Agricultural Society $ 3,000 $ 3,000 County Council Rodney-Aldborough Agricultural Society Aylmer & East Elgin Agricultural Society Elgin 4-H Association Tillsonburg & District Multi-Service Centre Quad County Support Services Millennium Seniors Picnic St. Thomas Elgin YMCA St. Thomas Elgin Friends of the Games West Elgin Community Health Centre Children's Safety Village St. Thomas - Elgin Art Gallery Moved by Councillor Wilson Seconded by Councillor VanBrenk 5 April 24, 2001 $ 3,000 $ 5,000 $ 2,000 $ 2,000 $ 2,000 $ 2,000 $10,000 $25,000 $50,000 for 2001 and for 2002 $ 5,000 $ 5,000 - Carried. THAT staff be directed to prepare a report on the establishment of a County Tourism Officer and $40,000 be set aside as a line item in the 2001 operating budget for said purpose. Moved by Councillor VanBrenk Seconded by Councillor Stewart - Carried. THAT the 2001 County Composite Budget resulting in an increase of 2.51 % over 2000 levels be approved, and the necessary by-law be prepared once final taxation rations are known. - Carried. Council recessed at 12:15 P.M. and reconvened at 1:35 P.M. CORRESPONDENCE Items for Consideration 1. Steve Peters, M.P.P., Elgin-Middlesex-London, with a copy of the City of London resolution calling on the Provincial Government to abandon its proposed drug testing and treatment program for social assistance recipients. 2. Town of Oakville, with a resolution supporting the recommendations of the Ontario Association of Fire Chiefs requesting the Provincial Government to provide a multi- year funding program to assist in providing services and programs that will reduce loss of life and property from fires and other emergencies. Moved by Councillor VanBrenk Seconded by Councillor Mcintyre THAT Correspondence Item #1 be received and filed. - Carried. The following recommendation was adopted respecting Correspondence Item #2. Moved by Councillor VanBrenk Seconded by Councillor Faulds THAT the Corporation of the County of Elgin supports the resolution from the Town of Oakville supporting the Ontario Association of Fire Chiefs' request to the Provincial government to provide a multi-year funding program for local fire departments to assist in providing services and programs that will reduce loss of life and property from fires and other emergencies; and, County Council 6 April 24, 2001 THAT the Provincial government fund improvements and upgrades recommended by the Ontario Fire College to improve fire service training. - Carried. Items for Information - (Consent AQenda) 1. Phyllis Ketchabaw, Clerk, Town of Aylmer, with copy of their Council's correspondence to the Premier of Ontario concerning the County of Elgin's resolution requesting the Province to reconsider the closure of psychiatric institutions across Ontario. 2. James Knight, Chief Executive Officer, Federation of Canadian Municipalities, thanking the County for renewing membership with the FCM. 3. Cynthia St. John, Administrator, Elgin-St. Thomas Health Unit, with a copy of the Health Unit's 2001 Budget. 4. AMO Membership Communication-For Your Information: ROMA Web Page Open for Business. 5. Premier Michael D. Harris, acknowledging Council's recommendation concerning the closure of psychiatric hospitals in Ontario. 6. Pat Troop, Field Manager, Ministry of Health and Long-Term Care, with a breakdown of ambulance services severance funding. Moved by Councillor Mcintyre Seconded by Councillor Stewart THAT Correspondence Items # 1-6 be received and filed. - Carried. OTHER BUSINESS Statements/InQuiries by Members - None. Notice of Motion - None. Matters of UrQency - None. Moved by Councillor Rock Seconded by Councillor Crevits THAT we do now go In-Camera to discuss personnel and property matters. - Carried. Council took a break at 2:36 P.M. and reconvened at 2:44 P.M. Councillor Crevits left at 3:05 P.M. The Chief Administrative Officer advised that Mr. Steve Peters, M.P.P., is organizing a Public Information Meeting on May 25th, 2001, regarding the Lakeshore Erosion and had requested attendance by Council. Moved by Councillor VanBrenk Seconded by Councillor Rock THAT we do now rise and report. - Carried. County Council 7 April 24, 2001 Moved by Councillor VanBrenk Seconded by Councillor Faulds THAT the Corporation of the County of Elgin enter into an agreement with the Canadian Back Institute to provide a Functional Abilities Evaluation on a "Fee for Service" basis, with the costs for a Specific FAE being $950.00; and, THAT these costs be taken from the Workplace Safety and Insurance Board Reserve Fund; and further, THAT the Director of Human Resources be authorized to utilize these services on a discretionary basis and report back to Council regularly. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT the Warden and the Chief Administrative Officer be authorized and directed to sign a lease agreement with the Municipality of Central Elgin, under the terms and conditions set out in the letter from the Municipality of Central Elgin dated April 4, 2001. - Carried. Moved by Councillor Mcintyre Seconded by Councillor Faulds THAT the Manager of Engineering Services and the Chief Administrative Officer be authorized and directed to negotiate a Lease Agreement with the Diocese of London for Suite #301 in the County Administration Building, according to the terms outlined in the report from the Manager of Engineering Services dated April 17, 2001. - Carried. Moved by Councillor Rock Seconded by Councillor Wilson THAT the Warden be authorized and directed to sign a lease agreement with the Port Stanley Festival Theatre for the premises occupied by the Port Stanley Library according to the following terms and conditions: THAT the County agrees to pay the difference between the 1999 lease payment and the 2000 lease payment in the amount of $1 ,335 to close off and reconcile our year 2000 lease obligations; and, THAT the County agrees to pay an annual lease payment of $24,000 for the year 2001; and, THAT all references to the quarterly lease payments shall be removed and replaced with a monthly lease payment of $2,000 for the year 2001 due on the first day of each month January-December 2001. The amount due May 1,2001 would be $10,000 (5 months); $3,000 has recently been paid to the Port Stanley Festival Theatre; and, THAT the current lease be terminated by mutual agreement and a new five (5) year lease with a five (5) year renewal option by the County be drafted; and, THAT the new lease contain an annual cost of living adjustment effective on January 15\ 2003 and calculated yearly thereafter based on the Ontario Cost of Living Index as reported each October; and, THAT both parties agree to meet at least six month's prior to the expiry date of the new lease to discuss the terms of renewal; and, County Council 8 April 24, 2001 THAT all references to the County paying 100% of all operating, maintaining and repairing the building be removed and be replaced with the annual lease payment, adjusted to inflation; and, THAT a security monitoring system be installed in the Port Stanley Library in 2001 at a cost of $1 ,400 including taxes and that the costs be paid from the Mill Rate Stabilization Fund; and, THAT the ongoing yearly monitoring of the system in the amount of $282.00 a year be included in the Library's 2001 budget; and, THAT the County of Elgin pay to the Port Stanley Festival Theatre a yearly lease payment of $33,000 for 2002, payable at $2,750 the first day of each month commencing January 1,2002; and, THAT the County of Elgin's Solicitor review the lease prepared by the Port Stanley Festival Theatre; and further, THAT the remaining details of the lease arrangement (i.e. cleaning requirements) be negotiated at the discretion of the Manager of Library Services. - Carried. Moved by Councillor Wilson Seconded by Councillor Faulds THAT we adopt recommendations of Committee Of The Whole Council. - Carried. BY-LAWS Moved by Councillor Mcintyre Seconded by Councillor Stewart THAT By-Law No. 01-15 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the April 24th, 2001 Meeting" be read a first and second time. - Carried. Moved by Councillor Wilson Seconded by Councillor Rock THAT By-Law No. 01-15 be read a third time and finally passed. - Carried. Moved by Councillor Stewart Seconded by Councillor Mcintyre THAT we do now adjourn at 3:39 P.M. to meet again on May 8th, 2001 at 9:00 AM. - Carried. Mark G. McDonald, Chief Administrative Officer. Duncan J. McPhail, Warden.