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March 13, 2001 Minutes COUNTY COUNCIL Tuesday, March 13, 2001 The Elgin County Council met this day at the Administration Building, at 9:08 A.M., in accordance with adjournment, with all members in attendance except Councillor Faulds (arrived 9:16 A.M.). Warden McPhail in the Chair. Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT the minutes of the meeting held on February 13, 2001 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF - None. Warden McPhail asked the Director of Homes and Seniors Services to introduce Irene Rimnyak, Homes' Assistant Administrator, to Council. PRESENTATIONS Warden McPhail and Councillor VanBrenk presented certificates and extended the County's congratulations on their retirement to the following: Elgin Manor Mrs. Mary Young - 20 years of service Mrs. Donna LeCourtois - 19 years of service Terrace Lodge Ms. Thea Dygos - 23 years of service Moved by Councillor Mcintyre Seconded by Councillor Wilson THAT we do now move into Committee Of The Whole Council. - Carried. Councillor Faulds arrived at 9: 16 A.M. Formal Maintenance AQreement for Exterior Boundary Roads - ManaQer of EnQineerinQ Services The Technical Services Officer reported in the absence of the Manager of Engineering Services. Staff was reminded to check legal issues of agreements with townships regarding boundary roads. Moved by Councillor VanBrenk Seconded by Councillor Wilson THAT the County's Solicitor proceed with drafting a formal agreement between the County of Elgin and each of the exterior municipalities, making reference to the Ministry Order with respect to the road maintenance responsibilities, to clarify each party's responsibility and transfer liability to the responsible party. - Carried. County Council 2 March 13, 2001 Microfilm Reader Printer - ManaQer of Library Services Moved by Councillor Rock Seconded by Councillor Stewart THAT the Elgin County Library be authorized to purchase one microfilm reader printer for approximately $15,000.00 including taxes; and, THAT the amount of $15,000.00 be included in the 2001 capital budget. - Carried. Temporary StoraQe for the Archives of Alma ColleQe - ManaQer of Library Services Moved by Councillor Rock Seconded by Councillor Habkirk THAT the Archive Committee of the Alma College International Alumnae Association be granted a one-year extension of the temporary storage arrangement commencing on March 4, 2001 with the proviso that if the County requires the storage space on the third floor then the Alma College International Alumnae Association would be given thirty days notice to vacate the premises; and, THAT all materials must be removed on or before the one-year term is up; and, THAT the Alumnae would be solely responsible for transporting all materials to and from the building; and, THAT the County would not be liable for any damages to the collection; and, THAT the County continues to supply the Alumnae with one key to the storage area. - Carried. FundraisinQ - Director of Homes and Senior Services The Director of Homes and Senior Services requested authorization to issue a Request for Proposal to hire a fundraising consultant to ensure a successful campaign for the new Elgin Manor project. Moved by Councillor Mcintyre Seconded by Councillor Rock THAT the Director of Homes and Senior Services, the Director of Financial Services and the Chief Administrative Officer be authorized to prepare a Request for Proposal for the engagement of a Fund Raising Consultant; and, THAT the Director of Homes and Senior Services report to Council upon review of the submissions with a recommendation. - Carried. Annual Report of Terrace LodQe Auxiliary - Director of Homes and Senior Services The Director of Homes and Senior Services suggested Council may wish to make a presentation to recognize the retirement of Mrs. Hoshal who has recently retired as Secretary to the Auxiliary. Moved by Councillor VanBrenk Seconded by Councillor Wilson THAT the Annual Report for 2000 from the Terrace Lodge Auxiliary be received, filed and acknowledged with our appreciation; and further, County Council 3 March 13, 2001 THAT the Director of Homes and Senior Services arrange a special recognition award for Mrs. Grace Hoshal on her retirement as Secretary of the Terrace Lodge Auxiliary - Carried. Volunteer RecoQnition - Director of Homes and Senior Services The Director of Homes and Senior Services invited County Councillors to attend the recognition luncheons, honouring Auxiliary volunteers. Staff was instructed to compose suitable wording for plaques to be placed in each of the Homes in recognition of the volunteers. Moved by Councillor Wilson Seconded by Councillor Habkirk THAT the Director of Homes and Senior Services be authorized to arrange the Auxiliary luncheons, and purchase imprinted pens according to the County's Purchasing Policy. - Carried. 2001 Group Insurance Renewals - Director of Human Resources The Director of Human Resources indicated that a meeting would be requested with the Lower-Tier in the near future to discuss the renewal. Moved by Councillor Habkirk Seconded by Councillor Crevits THAT, based on the recommendation of Buffett Taylor & Associates, the Liberty Health and Manulife premium rates presented in the 2001 Renewal Report be adopted for the County of Elgin and the Elgin Member Municipalities, effective March 1, 2001. - Carried. Correspondence for Consideration 1. Joanne Groch, Administrator/Clerk-Treasurer, Municipality of West Elgin, with a resolution requesting the Federal and Provincial Governments to defend the farm community from the unfair trade practices of the U.S. 2. J.A. Murray, Clerk-Administrator, County of Huron, with a resolution requesting the Provincial Government to reconsider closing of psychiatric institutions across Ontario. 3. Mary-Jo Aspden, Director of Finance, Town of Aylmer, with a resolution requesting reduction of 7.5% in the first installment of the County Rate due March 31, 2001. 4. Carl-Wilhelm Bienefeld, President, St. Thomas-Elgin Tourist Association, requesting appointment by County Council of a third person to the Tourist Association Board. 5. Laura Rowley, Clerk-Treasurer, Township of Armour, with a resolution concerning the difficulties experienced and revisions needed to the Proxy Voting system used in the Municipal Election in November 2000. 6. Keith J. McNenly, CAO/Clerk-Treasurer, Town of Mono, with a resolution concerning the proper capping of municipal wells. 7. Maria Konefal, Deputy Clerk, Township of Southwold, with a resolution requesting funding for a future library building in Southwold Township. 8. Peter McFadden, President and CEO, Southern Ontario Tourism Organization (SOTO), inviting Council to become a tourism partner of the newly formed SOTO. County Council 4 March 13, 2001 The following recommendation was adopted respecting Correspondence Item #1. Moved by Councillor Habkirk Seconded by Councillor Wilson THAT the Corporation of the County of Elgin supports the resolution of the Municipality of West Elgin requesting the Federal and Provincial Governments to defend the farm community from the unfair and predatory practices, by means of improper subsidies, being imposed by the United States and Europe. - Carried. The following recommendation was adopted respecting Correspondence Item #2. Council discussed the need to impress upon the Province that programs and support services be in place for the residents of the psychiatric facilities before closures of these institutions take place. Communities affected by these closures must have some way of meeting the immediate and long-term support services required by the patients that are being dispersed into the communities. Moved by Councillor Rock Seconded by Councillor Wilson THAT the Corporation of the County of Elgin supports the resolution of the County of Huron requesting the Province of Ontario to reconsider the closing of psychiatric institutions across Ontario. - Carried Unanimously. The following recommendation was adopted respecting Correspondence Item #3. Councillor Habkirk discussed the impact that reassessment had on the Town of Aylmer and requested a reduction in the first instalment of the County Rate due March 31 sl. Other Councillors indicated their municipality's were also experiencing this problem but could cover the shortfall. The Chief Administrative Officer suggested deferring the March payment to June 30th, on a one-time special circumstance basis for the Town of Aylmer. Moved by Councillor Rock Seconded by Councillor Wilson WHEREAS, considering the special circumstances regarding the large amount of ARB Decision reductions affecting the Town of Aylmer, and the specific request from the municipality to reduce the first installment due to the County of Elgin on March 31 st in the amount of $35,221.00; NOW THEREFORE BE IT RESOLVED THAT the Council of the County of Elgin hereby authorizes the deferral of $35,221.00 to June 30th, 2001 representing a 7.5% reduction in the first installment required by the County from the Town of Aylmer; with the understanding that this deferral is granted on a one-time only basis, and shall accrue interest on the deferred amount at the County's borrowing rate. - Carried. The following recommendation was adopted respecting Correspondence Item #4. Moved by Councillor Crevits Seconded by Councillor Habkirk THAT Mr. Mark Wales, President of the Elgin Federation of Agriculture, be appointed as a County representative to the St. Thomas-Elgin Tourist Association for 2001. - Carried. County Council 5 March 13, 2001 Moved by Councillor Stewart Seconded by Councillor Mcintyre THAT Correspondence Item #5 be received and filed. - Carried. The following recommendation was adopted respecting Correspondence Item #6. Council discussed the importance of proper procedures to decommission abandoned wells. Moved by Councillor Wilson Seconded by Councillor Mcintyre THAT the Corporation of the County of Elgin supports the resolution of the Town of Mono requesting the Ministry of the Environment to include decommissioning of abandoned wells in its evaluation criteria for issuing Certificates of Authority for the spreading of biosolids (sludge) and septage. - Carried. The following recommendation was adopted respecting Correspondence Item #7. Moved by Councillor VanBrenk Seconded by Councillor Faulds THAT the Corporation of the County of Elgin grant the Township of Southwold an interest- free loan of up to $50,000.00, subject to the requirements of the Branch Library Construction Policy, to be paid back over a period of ten years. - Carried. The following recommendation was adopted respecting Correspondence Item #8. Moved by Councillor Rock Seconded by Councillor Habkirk THAT the correspondence from the Southern Ontario Tourism Organization Board of Directors with request to present an update on tourism marketing in Southern Ontario be referred to St. Thomas-Elgin Tourist Association for consideration. - Carried. Correspondence for Information 1. Denis Carmel, Media Relations, Canadian Radio-television and Telecommunications Commission, with information on the Working Group to Plan for Telephone Number Depletion in the 519 Area Code. 2. Deb Prothero, Promotions, Southern Ontario Locomotive Restoration Society, with a copy of the Operating Schedule 2001 and 2001 Fare Schedule and announcing the plan to have steam engine rides the week of the Summer Games August 12-17. 3. AMO Member Communication 1) The AMO/EMA Municipal Value Assessment Workshop; 2) President Mulvale Continues to Speak Out on 'Unloading'; 3) AMO Attends Ontario Pre-Budget Consultations 4) AMO Active Participant in Next Phase of Inquiry Which Begins March 6th. 4. Federation of Canadian Municipalities 1) News Release, "Throne Speech: Lack of Specifics Disappoints"; 2) Member Advisory "FCM Partners with NRC to Establish National Guidelines and Best Practices for Municipal Infrastructure Development and Renewal; 3) Member Advisory "Mixed CRTC Decision on Rights-Of-Way Disappoints FCM Members; 4) FCM Annual Report. County Council 6 March 13, 2001 5. Roy Lyons, Fire Chief, City of St. Thomas Fire Department, with a letter assuring availability of City funds to purchase equipment for Emergency Operations Centre. 6. Catherine Frank, Manager, Ministry of Health and Long Term Care, acknowledging receipt of correspondence concerning the funding responsibility for the St. Thomas- Elgin Patient Shuttle (STEPS). 7. Steve Peters, M.P.P., Elgin-Middlesex-London, with copy of correspondence concerning provincial start-up funding for land ambulance services. 8. Robert A. Richards, President and Chief Administrative Officer, Ontario Property Assessment Corporation, with an update on the proposed alliance of OPAC and the Ontario Government and Teranet to produce standardized digital parcel mapping for Ontario. 9. John Mills, Regional Director General, Ontario Region, Environment Canada; 1) with a copy of a case study done on the Town of Cadedon's groundwater, 2) case study on the importance of restoring and protecting natural areas for the environment. 10. Organization of Small Urban Municipalities, with registration forms and a program outline for the 48th Annual Conference & Trade Show. 11. Cate Soroczan, Research Division, Canada Mortgage and Housing Corporation, concerning water efficiency and a Guide available to homeowners through CMHC "Household Guide to Water Efficiency". 12. Ramona Kaptyn, National Kids Day, announcing the 4th National Kids Day - Saturday, June 9th, 2001. 13. 2001 AMO Annual Conference, August 19-22, 2001, registration form and accommodation information. 14. Keith C. Norton, Chief Commissioner, Ontario Human Rights Commission, regarding future election standard practices to provide accessibility for persons with visual disabilities. 15. Ministry of Municipal Affairs and Housing, News Release Communique, "Province to Introduce Legislation That Promotes Cleaner, Healthier Communities" 16. Y. Davies, Secretary, Board of Health, City of Toronto, with report concerning the City of Toronto's low sulphur fuel purchasing practice in order to reduce air emissions. 17. Health Canada, with information concerning the United Nations Convention on the Rights of the Child (UNCRC) and National Child Day on November 2001. 18. Honourable James M. Flaherty, Minister of Finance and Honourable Chris Hodgson, Minister of Municipal Affairs and Housing, announcing the 2001 Community Reinvestment Fund (CRF) will equal the 2000 year-end levels. 19. David Oliphant, Warden, County of Oxford, announcing an educational seminar on Nutrient Management Planning, March 29th, 2001 in Woodstock. Warden McPhail indicated he would be attending the seminar on Nutrient Management Planning and encouraged others to try to attend. Moved by Councillor Habkirk Seconded by Councillor Stewart THAT Correspondence Items #1-19 be received and filed. - Carried. Council took a break at 10:00 A.M. and reconvened at 10: 19 A.M. County Council 7 March 13, 2001 OTHER BUSINESS Statements/InQuiries by Members Warden McPhail reported that a delegation from the County met at OGRA with Mr. John Hastings, Parliamentary Assistant to the Minister of Transportation, and Minister without Portfolio Frank Klees, concerning the erosion situation on County Road 42. Mr. Hastings agreed to convene a meeting with MTO and interested stakeholders on March 14th. The meeting was cancelled when Ms. Julia Munro, who will not be sworn in until March 20th, replaced Mr. Hastings. Staff was instructed to call back at frequent intervals to schedule another meeting date, on site, and notify Councillors when arrangements are finalized. Councillor Faulds apologized for being late. Councillor Faulds requested further information and cost comparisons on alternate products to road salt currently being used, as it is about to be classed as a toxic substance. The Technical Services Officer will report on this matter at the next Council meeting. Councillor Wilson requested completion dates of remedial work, previously authorized, for intersections where serious accidents occurred over the past weekend in Malahide Township. The Technical Services Officer advised that they are waiting for the frost to come out of ground and the work will probably be started around the end of April. Due to the seriousness of the situation Councillor Wilson requested that the work schedule be reviewed and the Technical Services Officer advised that police reports will be requested and the situation re-evaluated. Warden McPhail noted the inaugural meeting of the Elgin Group Police Services Board would be held this afternoon at 3:00 P.M., in the Council Chambers. Notice of Motion - None. Matters of UrQency - None. Moved by Councillor Wilson Seconded by Councillor Rock THAT we do now proceed In-Camera to discuss property matters. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT we do now rise and report. - Carried. Moved by Councillor Habkirk Seconded by Councillor VanBrenk THAT the Warden and the Chief Administrative Officer be authorized and directed to respond to the request of the Elgin-St. Thomas Health Unit to forego the escalation clause contained in the lease agreement at 99 Edward Street by indicating that the County expects the Health Unit to honour the terms of the lease agreement including the built-in escalation clause. - Carried Unanimously. Moved by Councillor Habkirk Seconded by Councillor Rock THAT we adopt the recommendations of the Committee Of The Whole Council. - Carried. County Council 8 March 13, 2001 BY-LAWS Moved by Councillor Habkirk Seconded by Councillor Rock THAT By-Law No. 01-08 "Being a By-Law to Authorize the Execution of a Collective Agreement Between the Corporation of the County of Elgin and the Ontario Nurses' Association, With Respect to All Nurses at Elgin Manor, Terrace Lodge and Bobier Villa", be read a first and second time. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Wilson THAT By-Law No. 01-08 be read a third time and finally passed. - Carried. Moved by Councillor Stewart Seconded by Councillor Habkirk THAT By-Law No. 01-09 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the March 13th, 2001 Meeting" be read a first and second time. - Carried. Moved by Councillor Wilson Seconded by Councillor Crevits THAT By-Law No. 01-09 be read a third time and finally passed. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Mcintyre THAT we do now adjourn at 11:41 A.M. to meet again on March 2th, 2001 at 9:00 A.M. - Carried. Mark G. McDonald, Chief Administrative Officer. Duncan J. McPhail, Warden.