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June 26, 2001 Minutes COUNTY OF ELGIN Tuesday, June 26, 2001 The Elgin County Council met this day at the Administration Building, at 9:00 A M. in accordance with adjournment, with all members present except Warden McPhail, Councillors Rock and Faulds. Councillor Wilson in the Chair. Deputy Warden Wilson announced that Warden Duncan McPhail's wife, Liz, passed away during the night. He advised Council they would be informed of the funeral arrangements as soon as they are known. Council held a moment of silence in memory of Liz. Moved by Councillor Habkirk Seconded by Councillor VanBrenk THAT the minutes of the meeting held on June 12, 2001 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF - None. PRESENTATIONS Deputy Warden Wilson presented Long Service Award Certificates and gifts to: HOMES Pamela Stewart 25 years (full-time) Bobier Home Carol Beauchamp Ernest Schned Nettie Wieler 20 years (full-time) 20 years (full-time) 20 years (full-time) Elgin Manor Terrace Lodge Elgin Manor Joanne Bolt Patricia Emerson Servat Sobhani Joyce Terpstra Loree Vandemaele 15 years (full-time) 15 years (full-time) 15 years (full-time) 15 years (full-time) 15 years (full-time) Elgin Manor Terrace Lodge Elgin Manor Terrace Lodge Terrace Lodge Carol Adams Dianne Uitvlugt Dorothy Fife 10 years (full-time) 10 years (full-time) 10 years (part-time) Elgin Manor Bobier Home Elgin Manor ADMINISTRATIVE SERVICES Marilyn Payler 10 years (part-time) LIBRARY SERVICES Mary Brown Shelley Fleming 15 years (part-time) 15 years (part-time) Port Stanley Library RodneylWest Lorne Library Moved by Councillor Mcintyre Seconded by Councillor VanBrenk THAT we move into Committee of the Whole Council. - Carried. County Council 2 June 26, 2001 COUNCIL AND STAFF REPORTS Application for Minor Exception Lot 11. Conc. 5. West EIQin - County Tree Inspector Moved by Councillor Stewart Seconded by Councillor Crevits THAT the Application for Minor Exception to the Trees Act from Mr. Allan Binks, Lot 11, Concession 5, Municipality of West Elgin, to clear approximately 1.01 acres of bush, be approved, subject to a 10 metre wide treed buffer (250 trees) being placed along the northern edge of the wetland area located on the applicant's property and L TVCA's confirmation of their receipt of funding to replant the buffered area; and further, THAT to maintain the integrity of the County's "No Net Loss Policy" an additional 1500 trees be replanted for a grand total of 1750 trees or a donation equivalent to 1750 trees be made to the L TVCA - Carried. Year 2001 Road SiQn Replacements - Tender Results - Technical Services Officer The Technical Services Officer reported that the lowest bids for these tenders are being recom mended. Moved by Councillor Stewart Seconded by Councillor Habkirk THAT Dutton Building Products be awarded the tender to supply sign posts at their quoted price of $11 ,827.18 (inclusive of all taxes); and, THAT Mobile Striping and Sweeping be awarded the tender for replacement of road signs at their quoted price of $28,221.25 (inclusive of all taxes). - Carried. ReQulation of Traffic (ParkinQ) By-Law - ManaQer of EnQineerinQ Services The Manager of Engineering Services reported the County and the lower-tier municipalities must agree upon wording and pass an adopting by-law before the documentation can be forwarded to the Solicitor General's office for approval. Moved by Councillor Mcintyre Seconded by Councillor Crevits THAT County Council approve the content of the draft "model" by-law for the regulation of traffic. - Carried. Pioneer Line. County Road 2. VeQetation DamaQes The Manager of Engineering Services advised MTO policy provides that damages be proven in court and monies awarded only if proven through litigation that road salt was the cause of damage to vegetation. The County may be leaving itself open to future legal action if the County accepts the claim made by the ratepayer. Moved by Councillor Habkirk Seconded by Councillor Mcintyre THAT the County of Elgin acknowledge the letter from the concerned ratepayer on Pioneer Line in Dutton/Dunwich; and, THAT no action be taken. - Carried. County Council 3 June 26, 2001 Attendance ManaQement System (AMS) Software - Director of Human Resources The Director of Human Resources reported that the AMS has clearly reduced the amount of employee absenteeism. However, the completely manual process of tracking absenteeism issues is very time consuming for the Human Resources Department and the accuracy and speed of monitoring the system is of concern. Moved by Councillor VanBrenk Seconded by Councillor Habkirk THAT the County of Elgin purchase the NexTrak system at the upset limit of $16,500.00 to automate the current manual tracking system used for administration of the AMS policy; and, THAT funds for this purchase including the annual maintenance fee be allocated from the automation budget. - Defeated. 1999 LonQ Term Care Facility Annual Report - Director of Financial Services The Director of Financial Services reported that Ministry of Health requires an Annual Report in order to receive funding. Moved by Councillor Habkirk Seconded by Councillor Mcintyre THAT the Warden and the Chief Administrative Officer be authorized to sign the 1999 Long-Term Care Facility Annual Report for the Ministry of Health. - Carried. Response to County of Brant ReQuest to Support its Lobby to MOH to Standardize Cost for Cross-Border Ambulance Transfers - EmerQency Measures Co-Ordinator The Emergency Measures Co-Ordinator reported that, on average, larger centres such as London/Middlesex have lower billing costs per call due to higher call volumes and Elgin/St. Thomas provides cross-border service at a higher rate to the London/Middlesex area due to the lower volume of calls experienced in the municipality. Larger centres should look to the Ministry to subsidize the increased cost of having Elgin/St. Thomas ambulances provide cross-border service to their area. Moved by Councillor Habkirk Seconded by Councillor VanBrenk THAT the resolution from the County of Brant regarding cross-border ambulance billings be received and filed; and, THAT a copy of the report from the Emergency Measures Co-Ordinator be forwarded to AMO and to the County of Brant. - Carried Unanimously. Response to County of Simcoe ReQuest to Petition the Discontinuation of Bell Neutral AnswerinQ Service (BNAS) - EmerQency Measures Co-Ordinator The Emergency Measures Co-Ordinator reported that as Bell has applied to the CRTC to allow them to discontinue the BNAS service, it would be advisable to seek viable alternatives for the answering service at a lower cost. Moved by Councillor Mcintyre Seconded by Councillor Habkirk THAT County Council take the official position that if Bell wishes to discontinue the BNAS they should be permitted to do so, without objection; and, County Council 4 June 26, 2001 THAT County Council encourage the Council for the City of St. Thomas to take the same position. - Carried. Selection of a FundraisinQ Consultant - Director of Homes and Seniors Services The Director of Homes advised that representatives of four firms that submitted proposals had been interviewed. Moved by Councillor Habkirk Seconded by Councillor Crevits THAT Anne Moore and Associates be retained to conduct the Capital Campaign Planning Study for the new Elgin Manor Building Project, on behalf of the County of Elgin, at the upset fee of $18,000 plus GST and expenses, and provide professional consulting for the implementation of the Capital Campaign as identified by our needs and according to their submission dated June 1 ih, 2001; and, THAT the funding for this project be allocated from the Building Reserve Account. - Carried. Council took a short break at 9:50 AM. and reconvened at 10:08 AM. Deputy Warden Wilson announced that Councillor Faulds had an accident on the weekend and had undergone surgery to repair abdominal muscle injuries. Councillor Faulds was resting well and recovering. ReQistered Nurse ShortaQe at Terrace LodQe - Director of Homes and Seniors Services Moved by Councillor Habkirk Seconded by Councillor VanBrenk THAT the Director of Homes and Seniors Services and the Director of Human Resources be authorized to hire two regular part-time RPN's for a six month term to fill the RN vacancies; and, THAT we continue to explore options available for recruitment and retention of Registered staff. - Carried. CORRESPONDENCE Items for Consideration 1. Mr. George MacDonald, Mayor, Town of Midland, with a resolution petitioning the Provincial Government to provide legislation to municipalities permitting the option of determination of opening prayer by municipal councils. 2. Ms. Kathy Reid, Clerk-Administrator, Township of Stirling-Rawdon, with a resolution concerning the deferral of radio communication fees collected by the Federal Government and municipally owned vehicle licensing fees collected by the Provincial Government. 3. Mr. Edward R. Sajecki, Assistant Deputy Minister, Ministry of Municipal Affairs and Housing, with an invitation to attend the Ontario Smart Growth strategy with Ministry staff on Thursday, June 28,2001, 1-4 P.M., County of Middlesex Building, London. 4. Theresa Wates, Circulation Control, Municipal World Inc., with information concerning the Municipal World Charter Program available to subscribers of the magazine. County Council 5 June 26, 2001 Moved by Councillor VanBrenk Seconded by Councillor Habkirk THAT Correspondence Item #1 be received and filed. - Carried. The following recommendation was adopted respecting Correspondence Item #2: Moved by Councillor Habkirk Seconded by Councillor Mcintyre THAT the Council of the County of Elgin supports the resolution of the Township of Stirling- Rawdon requesting the indefinite deferral of radio communications fees for municipal purposes collected by the Federal Government and the indefinite deferral of municipality owned vehicle licensing fees collected by the Provincial Government respectively. - Carried. Moved by Councillor Crevits Seconded by Councillor Stewart THAT Correspondence Item #3 be received and filed. - Carried. Moved by Councillor Mcintyre Seconded by Councillor Stewart THAT Correspondence Item #4 be received and filed. - Carried. Items for Information - (Consent AQenda) 1. Honourable Brad Clark, Ministry of Transportation, acknowledging Council's resolution concerning allocation of fuel tax revenues to municipalities. 2. AMO Member Communication - For Your Information: 1) "AMO Submits Report on Financing of Waterworks to Walkerton Inquiry"; 2) "AMO and Ontario 911 Advisory Board Make Submission to CRTC on BNAS". 3. Federation of Canadian Municipalities, with information regarding FCM's National Symposium: Communities in an Urban Century. 4. Terry Carroll, United Way of Elgin-St. Thomas, with a newsletter follow-up to the E5 "Where do you want Elgin to be in 5 years?" workshop held in May. 5. Honourable David Turnbull, Ministry of the Solicitor General, responding to the County's support for the City of Weiland and the Town of Oakville's resolutions regarding the funding proposal from the Ontario Association of Fire Chiefs. 6. Phyllis Ketchabaw, Clerk, Town of Aylmer, endorsing the resolution of the County of Brant concerning cross-border ambulance services. 7. Ontario News Release, Ontario Ministry of Agriculture, Food and Rural Affairs, "New Ontario Legislation will Protect Water and Set Clear Standards for Farms". 8. AMO-Municom Network, with information regarding on-line training modules available over the Internet. 9. Judi Hartman, Deputy Registrar General, Ministry of Consumer and Business Services, with information concerning the "Amendment to Regulation 1094 under the VITAL STATISTICS ACT by the Ministry of Consumer and Business Services". County Council 6 June 26, 2001 10. Honourable James M. Flaherty, Minister of Finance, acknowledging Council's support for the funding of fire services in the Province of Ontario. 11. Steve Peters, M.P.P., Elgin-Middlesex-London, with copies of correspondence to: 1) the Minister of Municipal Affairs and Housing regarding funding for municipalities to help with the cost of downloading of services; 2) the Attorney General and Minister of Native Affairs regarding exemption for municipalities re: Provincial Court filing and enforcement fees; 3) the Minister of the Environment regarding sharing of costs for residential recycling programs by industry and municipalities. 12. St. Thomas REACT Inc. Newsletter. 13. Honourable Chris Hodgson, Ministry Municipal Affairs and Housing, with an update on recent changes to the Municipal Performance Measurement Program. 14. Honourable James M. Flaherty, Ministry of Finance, announcing the Ministry of Finance Community Reinvestment Fund consultations to begin shortly. 15. Lucas Thacker, University of Guelph, with a copy of the Nutrient Management Bylaws in the Province of Ontario report. Moved by Councillor Habkirk Seconded by Councillor Stewart THAT Correspondence Items #1-15 be received and filed. - Carried. OTHER BUSINESS Statements/InQuiries by Members - None. Notice of Motion - None. Matters of UrQency - None. Moved by Councillor Crevits Seconded by Councillor VanBrenk THAT we do now proceed In-Camera to discuss personnel and property matters. - Carried. Council took a short break at 11: 15 AM. and reconvened at 11 :30 AM. Moved by Councillor Habkirk Seconded by Councillor Mcintyre THAT we do now rise and report. - Carried. Moved by Councillor Stewart Seconded by Councillor VanBrenk THAT Operators of the Elgin-St. Thomas Ambulance Service be encouraged to implement a mandatory Road Familiarizing Training Program for all new employees of their service, if one is not already in place; and, THAT the dispatch policy be amended to reflect that at the start of all Code 3 and 4 calls the dispatcher supply a reference to the page number and geo-code for the map books; and, THAT the Operators be encouraged to schedule the crews in such a way that a new employee is paired up with an experienced employee who is familiar with the area. - Carried. County Council 7 June 26, 2001 Moved by Councillor VanBrenk Seconded by Councillor Mcintyre THAT the Acting Warden and the County Chief Administrative Officer be authorized and directed to express Council's disappointment with the letter dated June 11, 2001 from Steve Peters, M.P.P., regarding opposition to Bill 58, The Ambulance Service Collective Bargaining Act; a Bill that was initiated by Ambulance Delivery Agents and responds to municipal concerns. - Carried. Moved by Councillor Crevits Seconded by Councillor VanBrenk THAT LGS be engaged to oversee the implementation of the automation projects identified in their letter dated June 20th, 2001 and at the quoted price; and, THAT the funds be allocated from the 2001 approved budget for automation; and, THAT the cost of the system upgrades be allocated from the approved budget. - Carried. Deputy Warden Wilson introduced a letter from the Township of Malahide concerning proposed entrances in the Hamlet of Copenhagen. Moved by Councillor Mcintyre Seconded by Councillor Stewart THAT staff be directed to prepare a draft policy on the process for staff to comment on Land Severances (particularly as it affects Hamlets) and report to Council - Carried. Moved by Councillor VanBrenk Seconded by Councillor Stewart 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. 01-20 "A By-Law to Amend By-Law No. 99-33 Designating Through Highways" be read a first and second time. - Carried. Moved by Councillor Crevits Seconded by Councillor VanBrenk THAT By-Law No. 01-20 be read a third time and finally passed. - Carried. Moved by Councillor Habkirk Seconded by Councillor VanBrenk THAT By-Law No. 01-21 " Being a By-Law to Establish the Mandate and Activities of the Elgin County Archives" be read a first and second time. - Carried. County Council 8 June 26, 2001 Moved by Councillor Mcintyre Seconded by Councillor Stewart THAT By-Law No. 01-21 be read a third time and finally passed. - Carried. Moved by Councillor Stewart Seconded by Councillor Crevits THAT By-Law No. 01-22 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the June 26th, 2001 Meeting" be read a first and second time. - Carried. Moved by Councillor Mcintyre Seconded by Councillor Habkirk THAT By-Law No. 01-22 be read a third time and finally passed. - Carried. The Chief Administrative Officer reminded Councillors that the scheduled July 10th Council meeting has been cancelled. The Council picture retake will be scheduled for 3:00 P.M. on July 24th, 2001. Moved by Councillor Stewart Seconded by Councillor Habkirk THAT we do now adjourn at 12:15 P.M. to meet again on July 24,2001 at 9:00 AM. - Carried. Mark G. McDonald, Chief Administrative Officer. Duncan J. McPhail, Warden.