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December 13, 2001 Minutes COUNTY COUNCIL Tuesday, December 11,2001 The Elgin County Council met this day at the Administration Building, 450 Sunset Drive, St. Thomas at 7:00 P.M., as required by by-law. The Chief Administrative Officer called the meeting to order and welcomed all in attendance to the Annual Warden's Election. ELECTION OF WARDEN The Chief Administrative Officer asked members of Council wishing to run for the Office of Warden to please stand. Councillors Habkirk and Wilson offered their candidacy for the position of Warden of Elgin County for the Year 2002. Each candidate was then given an opportunity to address Council in alphabetical order. BALLOTING PROCEDURES Ballots were cast and counted in the Warden's Chambers, in the presence of Mr. Don Lemon of Raven & Shaw, County Auditors. RESULTS The Chief Administrative Officer announced that the Warden for Elgin County for the Year 2002 is John R. Wilson, Mayor of the Township of Malahide. Warden Wilson took the Declaration of Office and Oath of Allegiance, administered by the Chief Administrative Officer. The Warden left the room, was gowned and re-entered the Council Chambers, where he was officially presented with the Chain of Office, the Lord Elgin Watch and the Gavel of Office, by Immediate Past Warden Duncan McPhail. Warden Wilson delivered his Inaugural Address to Council, thanked them for their support and outlined the items of interest and importance for consideration in the Year 2002. Moved by Councillor McPhail Seconded by Councillor Habkirk THAT the ballots used for the election of the 2002 Warden be destroyed. - Carried. COMMITTEE APPOINTMENTS Moved by Councillor Faulds Seconded by Councillor Mcintyre THAT the appointments to Outside Boards and Committees for 2002 be confirmed as follows: Dispute Resolution Warden Wilson Councillor Mcintyre Councillor Rock Councillor Faulds Warden Wilson Councillor Mcintyre Councillor McPhail Councillor Rock Councillor Stewart Councillor VanBrenk Councillor Crevits Councillor Habkirk Mr. Ron Bradfield; and, Elgin County Pioneer Museum Elgin-St. Thomas Health Unit Social/Entertainment Committee St. Thomas-Elgin General Hospital St. Thomas-Elgin Tourist Association Thames Valley District Health Council Tillsonburg District Memorial Hospital County Council 2 December 13, 2001 THAT the Councillors appointed to the Thames Valley District Health Council and the Elgin-St. Thomas Health Unit be permitted to accept per diems for these appointments, in addition to their monthly stipend. - Carried. OTHER BUSINESS Warden Wilson invited all those in attendance to the Warden's Reception, following recess, to be held in the County Administration Building lower level. Moved by Councillor VanBrenk Seconded by Councillor Rock THAT we do now recess (7:25 P.M.) to meet again on December 13th, 2001 at 9:00 AM. - Carried. COUNTY COUNCIL Thursday, December 13, 2001 The Elgin County Council met this day at the Administration Building, at 9:04 AM., in accordance with the recess from the December 11 th meeting, with all members present except Councillor McPhail. Warden Wilson in the Chair. Moved by Councillor VanBrenk Seconded by Councillor Rock THAT the minutes of the meeting held on November 27,2001 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF - None. DELEGATIONS Mr. Dave Blakely, Director, Customer Service, Municipal Property Assessment Corporation, attended at 9:05 AM. to present an overview of the functions and changes to MPAC due to new Provincial legislation. Mr. Blakely indicated MPAC is changing from "paper-based" to primarily electronic and Internet based, and requested municipalities to investigate the interactive program "Municipal Connect" which allows for changes to assessment databases. Various items were discussed including withholding tax rate reductions on vacant property until landowners clean up derelict property; unfair assessment on farmland due to urban pressure and offshore purchases that inflate value and do not reflect the value of the land; people with farmland who may forget to complete the required form designating farm property; and elderly persons who may not know how or have access to Internet communications. Council requested that MPAC flag for review, sudden changes in designation of farm property and Mr. Blakely indicated this should be possible. Warden Wilson thanked Mr. Blakely for attending and the delegation left at 9:51 AM. Moved by Councillor Crevits Seconded by Councillor Stewart THAT we do now move into Committee of the Whole Council. - Carried. County Council 3 December 13, 2001 NOTICE OF MOTION Councillor Mcintyre presented a Notice of Motion requesting that Council recognize appropriately five young adults from the West Elgin 4-H Club, who received Reserve Champion Awards and one individual that received the Queen's Guineas Award at the recent Royal Winter Fair. Moved by Councillor Mcintyre Seconded by Councillor Rock THAT Elgin County Council recognize the five young adults from the West Elgin 4-H Club who received "Reserve Champion Awards" at the Royal Winter Fair, as well as, the one individual who received the recognition "Queen's Guineas Award"; and, THAT staff research appropriate and permanent recognition for display in the Elgin Agricultural Heritage Room. - Carried. RecoQnition Awards for AQricultural Youth and Permanent Display PlaQue - Deputy Clerk Moved by Councillor Rock Seconded by Councillor Faulds THAT staff purchase 5 - 7" x 9" scroll type wooden recognition plaques with laser engraved County Crest and appropriate wording, at a cost of $52.90 each plus taxes, to be awarded to the recipients of agricultural awards received at the Royal Winter Fair; and, THAT staff purchase 1 - 18" x 24" wooden Recognition Plaque with adequate spacing for additional award recipients, at a cost of $195.00 plus engraving and taxes, to be permanently displayed in the Elgin Agricultural Heritage Room to recognize Outstanding Agricultural Achievements; and, THAT the funds be allocated from the County Council budget; and, THAT the award recipients and the Elgin Federation of Agriculture be invited to the County Council meeting on January 22,2002 at 10:00 a.m., for presentation of the County awards and unveiling of the permanent display in the Elgin Agricultural Heritage Room. - Carried. COUNCIL AND STAFF REPORTS Temporary Road Closures - ManaQer of EnQineerinQ Services Moved by Councillor Stewart Seconded by Councillor VanBrenk THAT the report entitled "Temporary Road Closures" presented by the Manager of Engineering Services, dated November 22,2001, be received and filed. - Carried. 2002 Renewal for Excess Indemnity CoveraQe - Director of Human Resources Moved by Councillor Habkirk Seconded by Councillor Faulds THAT the January 2002 renewal rates for Excess Indemnity underwritten by the American Re-Insurance Company be approved as follows: County @ $1,780,000. x 0.055% per $100= $ 979. (rounded) Homes for the Aged @ $7,567,000. x 0.187% per $100= $14,150. (rounded) TOTAL $15,129. plus tax; and, County Council 4 December 13, 2001 THAT this policy takes effect January 1,2002 at 12:01 a.m. through January 1,2003. - Carried. WSIB Schedule 2 and Accidental Death and Disablement Insurance - Director of Human Resources Moved by Councillor Rock Seconded by Councillor Mcintyre THAT the January 2002 renewal rates for WSIB Schedule 2 and Accidental Death and Disablement Insurance underwritten by Chubb Insurance Company of Canada be approved as follows: Based on the projection of 235 FTE (full time equivalent) number of employees, the premium deposit for the coverage effective January 1, 2002 to January 1, 2003 is $250,000 @ $0.048/$1,000. x 41 FTE 365 days $ 492.00 $250,000 @ $0.019/$1,000. x 29 FTE 365 days $ 138.00 $250,000 @ $0.096/$1,000. x 165 FTE 365 days $3,960.00 Sub Total $4,590.00 Ontario Sales Tax $ 367.20 TOTAL $4,957.20 - Carried. Employment Standards Act Seminar - Director of Human Resources The Director of Human Resources reported that various participants have been invited to participate in the seminar. Council requested that Catfish Creek conservation Authority be contacted with an invitation to participate. Moved by Councillor Faulds Seconded by Councillor Mcintyre THAT the County of Elgin be presented with the amended changes to the Employment Standards Act by Charles Humphries on January 15, 2002, at the upset limit of $3,500 which will be allocated from the Corporate Expenditure Account. - Carried. Schedule of Council MeetinQs for 2002 - Deputy Clerk Moved by Councillor VanBrenk Seconded by Councillor Crevits THAT the report entitled "Schedule of Council Meetings for 2002" from the Deputy Clerk dated December 6, 2001, be approved. - Carried. Council took a short break at 10:03 AM. and reconvened at 10:25 AM. United Way CampaiQn - Director of Human Resources The Director of Human Resources introduced Ms. Joan McBurnie, County Health and Safety Co-Ordinator, who is also Chair of the 2001 County United Way Committee. Ms. McBurnie advised that United Way contributions from Council, Staff and others totalled to date $6,091.65 which was a decrease of approximately $600 from last year. Warden Wilson asked Councillors to consider donating to the United Way if they have not already done so. Warden Wilson drew the names of the County staff for days off with pay. The draws were made, winners announced, and the Health and Safety Co-ordinator left the meeting. County Council 5 December 13, 2001 Comprehensive Insurance ProQram - 2002 - Deputy Clerk Councillors expressed that they hoped re-insurers were not using the tragedies of September 11th as an excuse to gouge the public with anticipated premium increases of 40-60%. Moved by Councillor Habkirk Seconded by Councillor VanBrenk THAT the Corporation of the County of Elgin renew its Comprehensive Insurance Program with the Frank Cowan Company Limited for the year 2002; and, THAT an RFP be considered prior to renewing the County's insurance requirements for 2003. - Carried. AQreement for the Provision of 9-1-1 CERB Services - Deputy Clerk Moved by Councillor Mcintyre Seconded by Councillor Rock THAT the Warden and the Chief Administrative Officer are hereby authorized to sign an agreement with the OPP to provide the 9-1-1 CERB Services, setting out terms and conditions under which the management and operation of the 9-1-1 service area will be provided in the County of Elgin and the appropriate By-Law be prepared. - Carried. 2002 Community Reinvestment Fund (CRF) - Director of Financial Services Moved by Councillor Crevits Seconded by Councillor Habkirk THAT the entire 2002 Community Reinvestment Fund allocation to the County of Elgin be applied to the benefit of taxpayers. - Carried. Provincial Offences Act - Transfer of Funds The Director of Financial Services advised Council that currently the split with the City is 60/40 but will change to actual offences in 2002. Moved by Councillor VanBrenk Seconded by Councillor Rock THAT the report entitled "Provincial Offences Act - Transfer of Funds" dated November 27, 2001, from the Director of Financial Services be received and filed. - Carried. Departmental and County of EIQin BudQet Comparisons to October 31. 2001 - Director of Financial Services Moved by Councillor Rock Seconded by Councillor Mcintyre THAT the Departmental Budget and County of Elgin Budget Comparisons to October 31, 2001 be received and filed. - Carried. County Council 6 December 13, 2001 Implementation of Nurses' Notes within the County Homes - ManaQer of Information TechnoloQY. and ActinQ Director Homes and Seniors Services The Manager of Information Technology highlighted the report and indicated that implementation of this system would set the stage for the future. Moved by Councillor Rock Seconded by Councillor Habkirk THAT the County proceed with the implementation of Nurses' Notes in the first quarter of 2002 based on the following schedule: December 2001 January 2002 F eb/March 2002 Place order for network hardware and begin installation plans Begin training staff on basic computer skills Set up registered nurses with e-mail, utilizing new servers Set up data redundancy and backup on new servers Train staff on Nurses' Notes Re-deploy 'play' version of note account for trial Implement software in 'live' environment in Bobier Villa Jan/Feb 2002 THAT the cost for the servers, warranties and 3-year service agreement not exceed $35,000 and be taken from the 2001 IT Reserve account; and, THAT additional hardware and training not exceed $4600 and be taken from the 2002 IT budget. - Carried. Year 2001 Summary - EIQin County Tree By-Law 87-6 and Weed Control Act - EIQin County Tree Commissioner The Tree Commissioner advised that a final report would be presented early in the New Year and answered questions from Councillors. Moved by Councillor Faulds Seconded by Councillor Stewart THAT the report" Year 2001 Summary - Elgin County Tree By-Law 87-6 and Weed Control Act" dated November 27,2001 be received and filed. - Carried. The Tree Commissioner presented each Councillor with a copy of the booklet "Elginature" for which the County had provided funding. CORRESPONDENCE Items for Consideration 1. Federation of Canadian Municipalities, with invoice for Membership Fee April 1 , 2002 to March 31, 2003 for the County of Elgin. 2. Cheri Cowan, Clerk, Town of Caledon, requesting support for their resolution containing comments in response to the Provincial Consultation on Smart Growth Management Councils. 3. Mary Mysyk, CAO/Clerk-Treasurer, Town of Laurentian Hills, with a resolution petitioning the Provincial Government to amend the Safe Street Act (Bill 8), allowing the Canadian Fire Fighters to conduct fundraising campaigns in locations that the general public can support such events. County Council 7 December 13, 2001 4. Laurie Whyte, President, Ontario Fur Managers Federation, requesting Council to oppose the Ministry of Natural Resources' proposed regulations for a moratorium on wolf hunting and trapping in and around Algonquin Provincial Park. 5. Sharon Vokes, County Clerk, County of Grey, with a resolution regarding announced creation of Smart Growth Management Councils and asking the Province to reconsider the imposition of an non-elected body assuming authority of the Province over elected Municipal Councils. 6. Ken Monteith, 2001 Campaign Chair, United Way of Elgin-St. Thomas, with request for a corporate contribution to the United Way. The following recommendation was adopted respecting Correspondence Item #1 : Moved by Councillor Habkirk Seconded by Councillor VanBrenk THAT the Corporation of the County of Elgin renew its membership in the Federation of Canadian Municipalities for 2002 in the amount of $5,022.82. - Carried. The following recommendation was adopted respecting Correspondence Item #2: Moved by Councillor Habkirk Seconded by Councillor Mcintyre THAT the Corporation of the County of Elgin supports the resolution from the Town of Caledon containing their comments in response to the Provincial Consultation on Smart Growth Management Councils; and further THAT the Town of Caledon's resolution be amended to include that the Ontario Government work with all proposed Councils of Ontario to develop a provincial vision for Smart Growth. - Carried. The following recommendation was adopted respecting Correspondence Item #3. Moved by Councillor Habkirk Seconded by Councillor Rock THAT the Corporation of the County of Elgin supports the resolution of the Town of Laurentian Hills petitioning the Province to amend "Bill 8 Safe Streets Act" and to continue to allow the Canadian Fire Fighters to conduct fundraising campaigns that receive support of the general public. - Carried. The following recommendation was adopted respecting Correspondence Item #4: Moved by Councillor VanBrenk Seconded by Councillor Faulds THAT the Corporation of the County of Elgin supports the position of the Ontario Fur Managers Federation concerning the proposed regulations for a 30-month moratorium on the hunting and trapping of wolves around Algonquin Provincial Park as being beyond what is necessary for adequate management. - Carried. Moved by Councillor Mcintyre Seconded by Councillor Rock THAT Correspondence Item #5 be received and filed. - Carried. County Council 8 December 13, 2001 The following recommendation was adopted respecting Correspondence Item #6, noting that the matter may be considered during 2002 budget deliberations: Moved by Councillor VanBrenk Seconded by Councillor Faulds THAT County Council review the request from the United Way of Elgin-St. Thomas to consider a Corporate contribution to the 2001 United Way Campaign once the final reconciliation is completed for this year's campaign. - Carried. Items for Information (Consent AQenda) 1. Honourable Chris Hodgson, Minister of Municipal Affairs and Housing, acknowledging Council's resolution regarding the Province's role in the proposed federal affordable housing program. 2. Federation of Canadian Municipalities, News Release "Green Municipal Funds Investments worth $4.5 Million will Improve Municipal Infrastructure and the Environment. 3. Thank you card from Marilyn Fleck. 4. Honourable Chris Hodgson, Minister of Municipal Affairs and Housing, acknowledging Council's resolution of September 25th, 2001 adopting a Mission Statement. 5. Honourable Tony Clement, Minister of Health and Long-Term Care, acknowledging Council's resolution regarding funding for the St. Thomas-Elgin Patient Shuttle (STEPS) project. 6. S. Russell, Executive Correspondence Officer, Office of the Prime Minister, acknowledging receipt of Council's correspondence concerning the National Broadband Taskforce. 7. Steve Peters, M.P.P., Elgin-Middlesex-London, supporting Council's resolutions to: 1) Premier Michael Harris concerning the County's resolution on the maintenance of strong public infrastructures 2) Prime Minister Jean Chretien concerning the County's resolution on the maintenance of strong public infrastructures 3) Honourable Chris Hodgson, Ministry of Municipal Affairs and Housing, concerning Council's resolution on the provision and funding of programs for low- income households 4) Honourable Tony Clement, Minister of Health and Long-Term Care, concerning Council's resolution for increasing the daily rate allotted to Medical Directors at long-term care facilities and provide subsidies to Doctors working in geriatric care 5) Mr. David Lindsay, CEO, SuperBuild, concerning Council's resolution for provision of reliable confirmation of OSTAR funding levels to municipalities 6) Honourable Brian Coburn, Minister of Agriculture, Food and Rural Affairs, concerning Council's resolution for provision of reliable confirmation of OSTAR funding levels to municipalities 7) Honourable Jim Wilson, Minister of Energy, Science and Technology, concerning Council's resolution regarding the economic implications of the .07 cent per kilowatt-hour increase approval to service Ontario Hydro's debt 8. Thank you card from Cynthia St. John. 9. Carl Isenburg, Vice-President, Customer Relations, Municipal Property Assessment Corporation, with an information kit concerning the recent Property Assessment Notice received by property owners in Ontario. 10. "ADVISORY" - Protecting the Environment and Road Safety - Government of Canada Launches Consultations for Better Management of Road Salts. County Council 9 December 13, 2001 11. S. Poirier, Executive Correspondence Officer, Office of the Prime Minister, acknowledging Council's resolution concerning federal infrastructure funding. 12. AMO Member Communication- For Your Information, "Members Frustrated by Delays in Provincial Funding for Ambulance. Moved by Councillor Mcintyre Seconded by Councillor Rock THAT Correspondence Items #1-12 be received and filed. - Carried. OTHER BUSINESS Statements/InQuiries by Members The Manager of Information Services commented on the bios that have been requested from Councillors for the County website and that he would produce and forward a template for the Councillors to fill in to be returned as soon as possible. Notice of Motion - None. Matters of UrQency - None. Councillor Mcintyre updated Council on Perry Clutterbuck's condition after recent surgery. The County Tree Commissioner left the Council Chambers at 11 :22 AM. Moved by Councillor Stewart Seconded by Councillor Crevits THAT we proceed In-Camera to discuss personnel and legal matters. - Carried. Moved by Councillor Mcintyre Seconded by Councillor Faulds THAT we do now rise and report. - Carried. Moved by Councillor Rock Seconded by Councillor Crevits THAT the property owner identified in the Confidential Report from the County Tree Commissioner, dated November 29, 2001, plant 300 trees or donate the equivalent, in accordance with the County of Elgin's "No Net Loss Policy" to replace those trees that were destroyed for the squaring of the field. - Carried. Moved by Councillor Mcintyre Seconded by Councillor Crevits THAT staff be directed to fill the vacancies within Financial Services as two new clerical positions; and, THAT the signing authority of the Deputy Treasurer position be transferred to the Deputy Clerk; and, THAT the two financial positions be evaluated at six months; and, County Council 10 December 13, 2001 THAT the necessity of the Deputy Treasurer position be reviewed in conjunction with these changes. - Carried. Moved by Councillor Habkirk Seconded by Councillor Stewart THAT the Acting Director of Homes be permitted to implement the clerical restructuring plan; and, THAT the Acting Director of Homes work collaboratively with the Director of Human Resources in the revision of the job description for the Payroll and Accounts Clerk positions. - Carried. Moved by Councillor Faulds Seconded by Councillor Rock THAT the confidential correspondence dated December 6, 2001 requesting an extension on the conditional date to January 5, 2002 and an extension on the closing date of the offer to purchase 57 Nursing Beds to March 29th, 2002 be granted. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Habkirk THAT we adopt the recommendations of Committee Of The Whole Council. - Carried. BY-LAWS Moved by Councillor Rock Seconded by Councillor Crevits THAT By-Law No. 01-39 "Being a By-Law to Authorize the Warden and the Treasurer to Borrow Up To the Sum of Fifteen Million Dollars" be read a first and second time. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Faulds THAT By-Law No. 01-39 be read a third time and finally passed. - Carried. Moved by Councillor Rock Seconded by Councillor Mcintyre THAT By-Law No. EG1 (Internally Designated as By-Law No. 01-40) "Being a By-Law for the Regulation of Traffic" be read a first and second time. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Faulds THAT By-Law No. EG1 (Internally Designated as By-Law No. 01-40) be read a third time and finally passed. - Carried. County Council 11 December 13, 2001 Moved by Councillor Rock Seconded by Councillor Stewart THAT By-Law No. 01-41 "To Authorize the Warden and the Chief Administrative Officer to Sign an Agreement with Her Majesty The Queen in Right of the Province of Ontario as Represented by the Ministry of the Solicitor General on Behalf of the Ontario Provincial Police (OPP) to Provide for 9-1-1 Central Emergency Reporting Bureau (CERB) Services in the County of Elgin" be read a first and second time. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Mcintyre THAT By-Law No. 01-41 be read a third time and finally passed. - Carried. Moved by Councillor Stewart Seconded by Councillor Faulds THAT By-Law No. 01- 42 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the December 11 th and 13th, 2001 Meeting" be read a first and second time. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Rock THAT By-Law No. 01-42 be read a third time and finally passed. - Carried. Moved by Councillor Faulds Seconded by Councillor Habkirk That we do now adjourn at 11 :53 AM. to meet again on January 22nd, 2002 at 9:00 AM. - Carried. Mark G. McDonald, Chief Administrative Officer. John R. Wilson, Warden.