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June 12, 2001 Minutes COUNTY COUNCIL Tuesday, June 12, 2001 The Elgin County Council met this day at the Administration Building, at 9:04 AM., in accordance with adjournment, with all members present. Warden McPhail in the Chair. Moved by Councillor VanBrenk Seconded by Councillor Mcintyre THAT the minutes of the meeting held on May 29,2001 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF - None. Warden McPhail welcomed Lynn Acre, Deputy Mayor, Municipality of Bayham, to the Council proceedings. PRESENTATIONS - Warden McPhail presented awards to employees who achieved perfect attendance for the year 2000 and thanked them for their dedication. Moved by Councillor Wilson Seconded by Councillor Faulds THAT we move into Committee of the Whole Council. - Carried. REPORTS - County Road #54 (PiQram Road) ThrouQh Road By-Law - ManaQer of EnQineerinQ Services The Manager of Engineering Services noted the specific requirements for signage. Moved by Councillor Wilson Seconded by Councillor VanBrenk THAT By-Law No. 99-33, the Through Road By-Law, be amended by deleting Section 54A and replacing with the following new description: Road Section 54 A Description From the south side of Ron McNeil Line to the north side of Lyons Line - Carried. OSTAR Update - ManaQer of EnQineerinQ Services and Technical Services Officer The Manager of Engineering Services and the Technical Services Officer reported that the project will take six months to complete and that the engineering work can be done this year and tendered early in 2002. Council discussed groveling the shoulders on County Road #3 as a priority and amended the report accordingly. County Council 2 June 12,2001 Moved by Councillor VanBrenk Seconded by Councillor Wilson THAT Spriet Associates be selected to design and create the contract documents for the Vienna Bridge Rehabilitation projects in 2001 and be selected to administer and inspect the works in 2002; and, THAT the remaining funds originally allocated for the Vienna Bridge Rehabilitation projects in 2001 be utilized to extend the Asphalt Paving and Gravel Shouldering program for 2001 by adding the following projects: 1. Installing tiles on the west side of Port Talbot Hill on County Road #16 to drain groundwater and prepare the hill for reconstruction proposed in 2002. 2. Patching a small section of County Road #19 (immediately north of Port Burwell). 3. Gravel shouldering on County Road #36 (from Highway #3 south to Sparta). 4. Reallocating approximately $200,000 from proposed paving of County Road #16 to gravel shouldering on County Road #3 (from County Road #45) until the allocated funds are exhausted. - Carried. Renovations to Social Services Department for Library Services Department- ManaQer of EnQineerinQ Services Warden McPhail left the Chambers at 9:31 AM. and asked Councillor Rock, Deputy Warden, to Chair in his absence. The Manager of Engineering Services noted that Spriet Associates will provide architectural services and the County Corporate Facilities Officer will handle contracting for the project. Moved by Councillor Mcintyre Seconded by Councillor Stewart THAT Spriet Associates be hired to complete the architectural services for the renovations for the Library Services Department in the space recently vacated by the Social Services Department; and, THAT the Corporate Facilities Officer be the contract administrator for the project; and, THAT the project is not to exceed $65,000 with the funds allocated from the Building Reserve and report back to Council on final costs. - Carried. Attendance ManaQement Policy 9.30 - Director of Human Resources The Director of Human Resources advised that the amendments to the policy addressed many concerns from the bargaining unit. Moved by Councillor Habkirk Seconded by Councillor Faulds THAT, as every policy is a living document, Policy 9.30, Attendance Management, be amended as follows: (a) THAT ongoing training with staff to understand the intent and interpretation of the policy continue. (b) THAT under the MANAGEABLE ABSENCES add LEAVE OF ABSENCE as a category with the following language: "An approved unpaid leave of absence other than what is listed under approved absences will be subject to the Attendance Management Procedures". County Council 3 June 12,2001 (c) THAT under APPROVED ABSENCES, add LEAVE OF ABSENCE as a category with the following language: "An approved unpaid leave of absence of one day to a maximum of five incidents per year". (d) THAT under MANAGEABLE ABSENCES, delete the section on LATE. (e ) THAT the levels in the system be renumbered to 1, 2 a and b, 3 a and b, 4 and 5. (f) THAT at levels 1 and 2, there will not be an interview unless the employee requests it. - Carried. Employee RecoQnition - Director of Human Resources Moved by Councillor Crevits Seconded by Councillor Mcintyre THAT the report "Employee Recognition" from the Director of Human Resources be received and filed. - Carried. By-Law of Mandate and Statement of Purpose for EIQin County Archives - ManaQer of Library Services The Manager of Library Services reported that the County Archivist felt it was desirable to establish a "Mandate and Statement of Purpose" for Archives' activities. Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT the Elgin County Archives By-Law of Mandate and Statement of Purpose be adopted by County Council. - Carried. Warden McPhail returned at 9:39 AM. Policy - Chronic Wound Assessment & Interventions - Director of Homes and Seniors Services The Director of Homes reported that the policy should not increase costs for the Homes for the high-intensity needs involved. Moved by Councillor VanBrenk Seconded by Councillor Faulds THAT the Policy and Procedure "Chronic Wound Assessment and Interventions" be approved for implementation in the Homes. - Carried. EIQin Community Wide Area Network - Director of Financial Services The Director of Financial Services reported that those involved: City of St. Thomas; St. Thomas Public Library; St. Thomas-Elgin General Hospital; and Information Elgin are equal partners in this initiative for high speed connectivity and the next step is to issue an RFP for provision of a plan. Council discussed the need for assurance that other parties will not change their minds and the Director of Financial Services will pursue contracts among the partners. County Council 4 June 12,2001 Moved by Councillor Habkirk Seconded by Councillor VanBrenk THAT staff be directed to include the County of Elgin as an equal partner in the request for proposals for an Elgin Community Wide Area Network; and, THAT the Warden and the Chief Administrative Office be authorized to sign the applicable agreements; and, THAT the first year cost of this project, not to exceed $18,000, be charged to the Mill Rate Stabilization Reserve; and, THAT the cost for future years be included in the Information Technology proposed budgets. - Carried. Warden McPhail wished Tom Froese, St. Thomas Times-Journal reporter, best wishes on his forthcoming marriage and best of luck as he pursues a new career after he leaves the Times-Journal at the end of June. Council took a break at 10:10 AM. and reconvened at 10:26 AM. CORRESPONDENCE Items for Consideration 1. Mr. Norm Lemke, Clerk, County of Renfrew, with a resolution concerning gas franchise agreements between municipalities and the natural gas industry. 2. Mrs. Pat Kemp, Clerk, County of Peterborough, with a resolution advising of the need for approval of land ambulance funding and standards in order to meet legislative standards. 3. P.G. Page, City Clerk, City of Ottawa, with a resolution endorsing the Environmental Farm Plan and requesting Federal and Provincial funding support to Ontario's agricultural industry. 4. Mr. Dave Aristone, Chief Administrative Officer, Township of Southwold, requesting the County to participate in and help fund a third party review of issues pertaining to the Ford Motor Company request for assessment adjustment. 5. Mrs. Jenny Phillips, 2002 Provincial Town Criers' Competition, requesting the appointment of two County representatives on the 2002 Provincial Championship of Town Criers. 6. St. Thomas Times Journal, requesting the County place an ad in the "Cycling Week in Elgin County" publication. Moved by Councillor Rock Seconded by Councillor Crevits THAT Correspondence Item #1 be received and filed. - Carried. The following recommendation was adopted respecting Correspondence Item #2. Moved by Councillor Rock Seconded by Councillor Wilson THAT the Council of the County of Elgin supports the resolution of the County of Peterborough advising the Minister of Finance and the Minister of Health of the need for the approval of land ambulance funding in order for the municipalities to meet legislative standards. - Carried. County Council 5 June 12,2001 The following recommendation was adopted respecting Correspondence Item #3. Moved by Councillor VanBrenk Seconded by Councillor Wilson THAT the Council of the County of Elgin defer Correspondence Item #3 from the City of Ottawa pending comments and input to be requested from the Ontario Federation of Agriculture. - Carried. The following recommendation was adopted respecting Correspondence Item #4. Mr. Dave Aristone, Administrator/Clerk-Treasurer for the Township of Southwold attended at 10:30 AM., and provided input on the assessment adjustment appeal of the Ford Motor Company. Council discussed the impact of this adjustment on farmland and what effect the adjustment would have on the Township, County, and School Board. The Director of Financial Services outlined the process for a third party review (approx. $5,000 for preliminary 1 st phase). Moved by Councillor Rock Seconded by Councillor Wilson THAT the County of Elgin agrees to a maximum financial contribution of 50% of the estimated costs of retaining Municipal Tax Equity Consultants to conduct the first phase of a third party review of the Ford Motor Company appeal to the Assessment Review Board, with the understanding that the Township of Southwold will co-ordinate this effort and approach the benefiting parties to solicit funding to help defray costs. - Carried. The following recommendation was adopted respecting Correspondence Item #5. Moved by Councillor VanBrenk Seconded by Councillor Rock THAT Councillor Bob Habkirk and Ms. Cathy Bishop, Manager of Library Services, be appointed as County Representatives on the 2002 Provincial Championship of Town Criers organizing committee. - Carried. The Chief Administrative Officer read a letter from Warden McPhail to the Minister of Finance concerning the OPT A problems. The following recommendation was adopted respecting Correspondence Item #6. Moved by Councillor VanBrenk Seconded by Councillor Mcintyre THAT an ad be placed in the St. Thomas Times-Journal in support of Cycling Week in Elgin County June 24, 2001, at a cost of $99.00 plus taxes. - Carried. Items for Information - (Consent AQenda) 1. Mr. Steve Peters, M.P.P., Elgin-Middlesex-London with: 1) copy of correspondence to the Honourable Jean Chretien and the Honourable Lyle Vanclief, Minister of Agriculture and Agri-Food, concerning Council's resolution calling for the government to honour its election promise of the commitment of $1 billion to farmers in Canada; 2) copy of correspondence to the Honourable David Turnbull, Solicitor General and the Honourable Brad Clark, Minister of Transportation concerning highway #401 detour routing signage and funding; 3) copy of correspondence to the Honourable Tony County Council 6 June 12,2001 Clement, Minister of Health and Long-Term Care, regarding the impact of increases in medical student tuition fees 2. The Honourable Tony Clement, Minister of Health and Long-Term Care, concerning Council's resolution with regard to the modification of the hospital funding formula to ensure the same level of medical services throughout Ontario. 3. AMO Member Communication ALERT 1) AMO Seeks Clarification on How General Agreements on Trade and Services (GATS) May Impact Municipalities. AMO Member Communication FOR YOUR INFORMATION: 1) Ontario Small Urban Municipalities Hold Successful Conference; 2) Town of Port Hope and Hope Takes Action on Understanding Local Fuel Tax Revenues. 4. Mr. R. Millard, CAO/Clerk, Township of Malahide, thanking the County Human Resources Department for assistance with Malahide's Pay Equity plan. 5. Mr. Robert A Richardson, President and Chief Administrative Officer, Ontario Property Assessment Corporation, with an update on OPAC initiatives to reduce costs and improve the quality of products and delivery of customer service. 6. The Honourable Lyle Vanclief, Minister of Agriculture and Agri-Food, acknowledging Council's resolution regarding agricultural subsidies imposed by the U.S. and the European Union. 7. Mr. William Shurish, Quad County Support Services, thanking the County for $2000 grant. 8. The Honourable Elizabeth Witmer, Ministry of the Environment, acknowledging Council's support of the Town of Mono's resolution concerning the spreading of biosolids and its effect on abandoned wells and groundwater. 9. The Honourable Brian Coburn, Minister of Agriculture, Food and Rural Affairs, acknowledging Council's resolution and response to Steve Peters concerning the economic impact de-normalizing the tobacco industry would have on area farmers and workers. 10. Ms. Linda M. Cranston, Clerk/Deputy-Treasurer, Municipality of West Elgin, with a resolution agreeing to maintenance allocations based on traffic volumes. 11. The Honourable David Young, Attorney General and Minister Responsible for Native Affairs, with an update on the transfer of Provincial Offences Act to the municipal sector. 12. St. Thomas & District Chamber of Commerce, with notification of the 26th Annual Free Enterprise Awards. 13. The Honourable John C. Snobelen, Minister of Natural Resources, acknowledging Council's resolution of support for the Municipality of Durham's resolution concerning circulation of pit/quarry applications and amendments. 14. Announcing the St. Thomas Seniors Picnic will be held on July 11, 2001 from 9:30 to 4:00 P.M. Moved by Councillor Habkirk Seconded by Councillor Rock THAT Correspondence Items # 1-14 be received and filed. - Carried County Council 7 June 12,2001 OTHER BUSINESS Statements/InQuiries by Members Councillor Mcintyre announced that the blueprints have been received from Mekinda Snyder for the new Home "Elgin Manor" and the Director of Homes and Seniors Services has them for viewing. Notice of Motion - None. Matters of UrQency - None. DELEGATION Warden McPhail welcomed Chief Joseph Gilbert, Walpole Island First Nation, Council of Three Fires, and Dean Jacobs, Executive Director, Walpole Island Heritage Centre, to Council at 10:56 AM. The delegation attended to present their position and to give Council an understanding of their litigation actions regarding land disputes. The First Nations are seeking declaration of Aboriginal Title to the beds of some areas of the Great Lakes and lands in dispute throughout Ontario, and once decided, will be seeking jurisdiction. Chief Gilbert thanked Council for the opportunity to address Council and explain their position and to keep the lines of communication open. Warden McPhail invited the gentlemen to lunch with Council; however, the delegation had other commitments and declined the offer. The delegation left at 11 :35 AM. Council recessed at 11 :36 AM. to have the annual Council photograph taken and for lunch, and reconvened at 12:50 P.M. Moved by Councillor Rock Seconded by Councillor Stewart THAT we do now proceed In-Camera to discuss personnel and property matters. - Carried. Moved by Councillor Mcintyre Seconded by Councillor Crevits THAT we do now rise and report. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Mcintyre THAT the Warden and Chief Administrative Officer meet with the Board of the St. Thomas- Elgin Tourist Association to further discuss the possible development of a Tourism Officer position for the County of Elgin. - Carried. Moved by Councillor Rock Seconded by Councillor Crevits THAT we do now adopt recommendations of Committee of Whole Council. - Carried. BY-LAWS Moved by Councillor Habkirk Seconded by Councillor Stewart THAT By-Law No. 01-19 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the June 1 ih, 2001 Meeting" be read a first and second time. - Carried. County Council 8 June 12,2001 Moved by Councillor VanBrenk Seconded by Councillor Rock THAT By-Law No. 01-19 be read a third time and finally passed. - Carried. Moved by Councillor Habkirk Seconded by Councillor Wilson THAT we do now adjourn at 2:11 P.M. to meet again on June 26,2001 at 9:00 AM. - Carried. Mark G. McDonald, Chief Administrative Officer. J. R. Wilson, Deputy Warden.