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March 27, 2001 Minutes COUNTY COUNCIL Tuesday, March 27,2001 The Elgin County Council met this day at the Administration Building, at 9:04 AM., in accordance with adjournment, with all members in attendance except Councillor Rock. Warden McPhail in the Chair. Moved by Councillor VanBrenk Seconded by Councillor Faulds THAT the minutes of the meeting held on March 13, 2001 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF - None. Moved by Councillor Mcintyre Seconded by Councillor Crevits THAT we do now proceed in Committee Of The Whole Council. - Carried. COUNCIL AND STAFF REPORTS Application for Minor Exception. Lot 14. Concession 5. Township of Malahide - Tree CommissionerlWeed Inspector The Tree Commissioner advised that Mr. Walker would like to clear approximately one acre of trees to increase production of grain for livestock feed. The Tree Commissioner noted that the application meets County policies. Moved by Councillor Wilson Seconded by Councillor Stewart THAT the Application for Minor Exception to the Trees Act from Mr. John Walker, Lot 14, Concession 5, Township of Malahide, to clear approximately 1 acre of bush, be approved. - Carried. Application for Minor Exception. Lot 94. Concession 7. Township of Malahide - Tree CommissionerlWeed Inspector Mr. John Evers, East Elgin Sportsmen's Association, and Mr. Difazio from Catfish Creek Conservation Authority, were also in attendance. The Tree Commissioner advised that the East Elgin Sportsmen's Association would like to clear 4.4 acres for construction of an expanded rifle range. Construction of a network of berms to remedy sound noise and to prevent accidental high shots from straying into the abutting areas will be done. CCCA expressed environmental concerns, but it was pointed out that the County's concern is with the Tree By-Law and environmental issues are beyond their jurisdiction. Moved by Councillor Habkirk Seconded by Councillor VanBrenk THAT the Application for Minor Exception to the Trees Act from East Elgin Sportsmen's Association of Aylmer, Lot 94, Concession 7, Township of Malahide, to clear approximately 4.4 acres of bush, be approved. - Carried Unanimously. County Council 2 March 27,2001 Mr. Bryan Hall of Kettle Creek Conservation Authority introduced Mr. Rob Lindsay who is joining the Kettle Creek Staff, and will be the new Tree Commissioner/Weed Inspector for the County of Elgin. The delegation left at 9:24 AM. StoraQe of Railroad Ties - ManaQer of EnQineerinQ Services Council discussed the potential hazards storage of railroad ties can present. There is concern with regards to contamination of groundwater, the possibility of fire, and injury due to the extremely high piles of ties. Council instructed staff to notify CNR that the ties are to be removed from County property or the County will remove them at CNR's expense. The Manager of Engineering Services will contact CNR to present the County's concerns with the abandoned ties and report to the next Council meeting with the results of his discussion. Moved by Councillor Mcintyre Seconded by Councillor VanBrenk THAT the County of Elgin notify Canadian National Railway that the storage of used railway ties from the abandoned railway lines in our community is unacceptable; and, THAT CNR dispose of the used railway ties in an acceptable environmental method as soon as possible; and further, THAT information be forwarded to Gar Knutson, M.P., and other government agencies who might have an interest in this matter. - Carried. Plank Road (County Road #19) and Calton Line (County Road #45) Intersection Safety Improvements - ManaQer of EnQineerinQ Services The Technical Services Officer presented two options to reconfigure the design requirements for improvement to the intersection of Plank Road and Calton Line. Moved by Councillor Habkirk Seconded by Councillor Crevits THAT the report on the Plank Road (County Road #19) and Calton Line (County Road #45) Intersection Safety Improvements be received and filed for information purposes. - Carried. Councillor Wilson requested staff to prepare a summary of accidents at the intersection of County Road #52 and Imperial Road over the past 5 years, and report at the next Council meeting. PurchasinQ Policy Revision Proposal - Technical Services Officer The Technical Services Officer reported that it would help to alleviate the escalating costs for the procurement of goods and services by raising the ceiling requirement from $25,000 to $50,000 for tendering. Moved by Councillor Wilson Seconded by Councillor Faulds THAT the existing Purchasing Policy be amended to indicate that at least three (3) written quotations must be obtained when procuring goods or services within the approved budget valued between $5,000 and $49,999; and, THAT all values of or exceeding $50,000 be publicly tendered. - Carried. County Council 3 March 27,2001 Road Salt Proposed Re-Classification as a Toxic Substance - ManaQer of EnQineerinQ Services The Technical Services Officer presented the report concerning the recent proposal by Environment Canada to reclassify road salt as a toxic substance. Staff feel it would be unrealistic to class road salt as toxic, but excessive amounts are harmful and the storage, disposal and monitored efficiencies of use may be mandated. Environment Canada would most likely ask for comments and staff would find out how far along this process is. Moved by Councillor VanBrenk Seconded by Councillor Mcintyre THAT the report on the Road Salt Proposed Re-Classification as a Toxic Substance be received and filed. - Carried. Council took a break at 10:03 AM. and reconvened at 10:24 AM. TeachinQ Technical Courses - ManaQer of EnQineerinQ Services Engineering staff have been teaching technical courses and in exchange have been getting an equal number of days free for attendance at OGRA courses. Moved by Councillor VanBrenk Seconded by Councillor Faulds THAT the Manager of Engineering Services be permitted to instruct at the Bridge and Culvert Management Course and the Ontario Structure Inspection Course for the Ontario Good Roads Association. - Carried. EmerQency Detour RoutinQ HiQhway #401 - ManaQer of EnQineerinQ Services The Manager of Engineering Services reported that Council previously agreed to purchase signage for detour routing and the Ministry has determined the signage should be orange in colour. Moved by Councillor VanBrenk Seconded by Councillor Mcintyre THAT the Corporation of the County of Elgin endorse the Highway #401 emergency detour routing (EDR) traffic plans and that said plans be forwarded to the Ministry of Transportation, and Ontario Provincial Police; and, THAT the suggestions in the letter from Mr. Martin Favell, Ministry of Transportation dated February 2, 2001 regarding Emergency Detour Routing be approved for implementation; and, THAT the municipalities of West Elgin, Dutton/Dunwich and Southwold be requested to install the trailblazer signs on the County Roads in their municipality at their cost; and, THAT the County of Elgin purchase the signs and invoice the Ministry of Transportation for its agreed upon share; and, THAT the Manager of Engineering Services in consultation with the Detachment Commander of the O.P.P., MTO, and road superintendents, be directed to write a communication plan and a traffic management plan for the detour of Highway 401 traffic onto the County of Elgin Road system; and further, THAT the Ministry of Transportation and the Ministry of the Solicitor General be directed to participate in the above plans as they are the cause of the detours. - Carried. County Council 4 March 27,2001 Proposals for PrintinQ of the County Atlas and the Book of Rare PhotoQraphs- ManaQer of Library Services The Manager of Library Services reported that RFP's were issued and the lowest bidders have been recommended. Moved by Councillor Habkirk Seconded by Councillor Wilson THAT Impressions be awarded the contract for the printing of 500 hard cover copies of the County Historical Atlas to commemorate the 2002 Sesquicentennial of the County of Elgin at a cost of $25,185 including taxes; and, THAT Aylmer Express be awarded the contract for the printing of 500 soft cover and 500 hard cover copies of the book of rare photographs on behalf of the Elgin Photographic Heritage Society at a cost of $21 ,241.65 including taxes. - Carried. Health Unit MortQaQe - Director of Financial Services The Director of Financial Services reported that the existing mortgage is maturing and the bank suggests paying out the mortgage from existing funds. Moved by Councillor Wilson Seconded by Councillor Crevits THAT the Manulife Financial mortgage for the purchase of 99 Edward Street, St. Thomas, which expires on April 1 , 2001 be paid in full; and, THAT the funds be drawn from current cash reserves. - Carried. Archives 2000 BudQet - Director of Financial Services The Director of Financial Services reported that some approved funds, as well as capital renovations, have not been expensed and should be reserved. Moved by Councillor Mcintyre Seconded by Councillor Stewart THAT the balance of funds ($246,593) as set aside in the year ending 1999 and also as budgeted in 2000 for the development of the County Archives, be transferred to reserve for the year ended December 31,2000; and, THAT the transfers be $136,593 to the Archives Reserve and $110,000 to the Capital Reserve; and, THAT the Archives Reserve be depleted as required for operations in 2001 and 2002. - Carried. Resolution to Award the Contract for Three-Year Computer Audit - Chief Administrative Officer The Chief Administrative Officer reported that the original report did not reflect the GST expense correctly and the motion from the adopted report should be rescinded and replaced. County Council 5 March 27,2001 Moved by Councillor VanBrenk Seconded by Councillor Wilson THAT LGS Group Incorporated be awarded the contract for the preparation of a Systems Audit and Three-Year Computer Plan for the County of Elgin at a total cost not to exceed $33,725.00 (including all expenses) plus GST; and, THAT the funds for the study be allocated from the Computer Reserve Account; and further, THAT all resolutions contrary to this one be hereby rescinded. - Carried. EIQin Manor BuildinQ Committee Update - Director of Homes and Seniors Services The Director of Homes and Seniors Services reported that the Building Committee has met and highlighted progress for Council's information. Council discussed the need for a basement in the new Home and staff will instruct the architects to cost construction of a basement under part or all of the building, for Council's consideration. Moved by Councillor Mcintyre Seconded by Councillor Stewart THAT the report on the Elgin Manor Building Committee Update be received and filed. - Carried. Correspondence for Consideration 1. Marion I. Koepke, Deputy Clerk, City of Owen Sound, with a resolution petitioning the Province to provide prisoner/patient transportation and court coverage or financial support for municipalities affected by the provincial mandate. The following recommendation was adopted respecting Correspondence Item #1. Moved by Councillor Habkirk Seconded by Councillor Faulds THAT the Corporation of the County of Elgin supports the resolution of the City of Owen Sound requesting the Province to give immediate and binding assurance that the function of prisoner transportation and court security will be assumed by the Province; and, THAT alternatively each affected municipality will be fully reimbursed for the actual costs if they are required to carry out these responsibilities. - Carried Unanimously. Items for Information - (Consent AQenda) 1. Helen Johns, Associate Minister, Ministry of Health and Long-Term Care, with announcement of funding eligibility for land ambulance services. 2. Naomi Gibson and family, thank you for floral tribute for the late Mr. Gibson. 3. Phil Chartrand, General Manager Emergency Services (9-1-1), Bell Canada, advising that Bell Canada is requesting authorization to withdraw the Bell Neutral Answer Service. 4. Catherine Upfold/Cathy Grodin, Employment Services Elgin, announcing the relocation of their office and an extension of services provided. County Council 6 March 27,2001 5. Janice Robertson, Supervisor of Community Relations, Long Point Regional Conservation Authority, with a copy of the Long Point 2000 Annual Report. 6. Barb McCallum, Secretary/Manager, Aylmer & East Elgin Agricultural Society, thanking County Council for the grant supporting the 154th Aylmer Fair. 7. Steve Peters, M.P.P., Elgin-Middlesex-London, with information on Molson Canada's 2001 Local Heroes program. 8. Jesse's Journey - A Father's Tribute, Fundraising Friday on April 6, 2001. 9. Allen Millman, President, Ralph Millman, OPA Director for Elgin, and Shirley Bechard, Secretary-Treasurer, Elgin County Plowmen's Association, announcing that the Association may drop their bid to host the International Plowing Match. 10. Honourable Brian Coburn, Minister of Agriculture, Food and Rural Affairs, with information regarding the Ministry's "Healthy Futures for Ontario Agriculture" program. 11. Rural Municipal Workshop Series: Rural Planning and Nutrient Management: Issues and Approaches, registration information for a series of workshops concerning rural planning and nutrient management issues. Moved by Councillor Habkirk Seconded by Councillor Crevits THAT Correspondence Items #1-11 be received and filed. - Carried. Draft 2001 Composite BudQet - Director of Financial Services Grant ReQuests Mr. Brent Shaw, Chairperson, and Ms. Lori Chamberlain, Executive Director, St. Thomas Public Art Gallery, attended at 11: 15 AM. They advised Council that circumstances have changed as the City of St. Thomas has reduced their grant significantly to an amount of $20,000 for 2001. The Gallery is requesting $20,000 from the County, which would still place them in a deficit position. The Warden thanked the delegation for attending and they left at 11 :23 AM. The Director of Financial Services presented, by PowerPoint, the highlights of the Draft 2001 Grants and Capital Budgets. Council reviewed the proposed 2001 Grants, made revisions, and requested further information regarding the requests from St. Thomas-Elgin Art Gallery, Children's Safety Village, and West Elgin Community Health Centre. Grants will be revisited at a future meeting. The Manager of Library Services read a prepared statement thanking Council for its decisions to establish a County Archives and hire an Archivist. Mr. Brian Masschaele, the new Archivist, was introduced to Council. Mr. Masschaele addressed Council and highlighted actions that he would like to undertake to establish a successful Archives for the County of Elgin in partnership with local municipalities and other bodies. Warden McPhail welcomed Mr. Masschaele to the County and invited him to lunch. OTHER BUSINESS Statements/InQuiries by Members Warden McPhail advised that he received a telephone call from Mr. Klees, Government House Leader and Whip, who had been speaking to the Parliamentary Assistant to the Minister of Transportation about the County's lake shore erosion concerns. Mr. Klees assured the Warden that discussions will move forward on this item. County Council 7 March 27,2001 Notice of Motion - None. Matters of UrQency - None. Council recessed at 12:22 P.M. and reconvened at 1 :24 P.M. Moved by Councillor Faulds Seconded by Councillor Mcintyre THAT we do now proceed In-Camera to discuss property and legal matters. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Crevits THAT we do now rise and report. - Carried. Moved by Councillor Wilson Seconded by Councillor Stewart THAT we adopt the recommendations of the Committee Of The Whole Council. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Mcintyre THAT the Director of Homes and Seniors Services and the Director of Human Resources be authorized to proceed with the recruitment of the positions identified in the "Homes Staffing" report dated March 2, 2001. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Mcintyre THAT the Warden and the Chief Administrative Officer be authorized and directed to sign a Lease Agreement with Paul Murray for Room #223 in the County Administration Building for a three (3) year term at the rate of $14.00 per square foot. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Mcintyre THAT the Manager of Library Services and the Chief Administrative Officer be authorized and directed to negotiate a new lease with the Port Stanley Festival Theatre for the space occupied by the Port Stanley Library according to the principles of agreement described in the confidential report from the Manager of Library Services dated March 19, 2001. - Carried. Council took a break at 2:30 P.M. and reconvened at 2:40 P.M. Capital BudQet - Director of Financial Services The Director of Financial Services reviewed each Departmental Capital Budget and staff answered questions posed by Council. An amendment was made to the Library Services Capital Budget to correct the total to $32,123.00. County Council 8 March 27,2001 The Manager of Engineering Services was directed to circulate the previous report on Road 42 Lake Bank Erosion to the next meeting. Warden McPhail requested staff to investigate the costs of placing a "COUNTY OF ELGIN" sign above the entrance door to the Administration Building, much like the signage used at the Court House and report back. Councillor Habkirk requested that additional hours of operation for the Aylmer Library be investigated. Moved by Councillor Habkirk Seconded by Councillor Stewart THAT the Capital Budget for 2001 be approved, as amended. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Mcintyre THAT By-Law No. 01-10 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the March 2th, 2001 Meeting" be read a first and second time. - Carried. Moved by Councillor Crevits Seconded by Councillor Wilson THAT By-Law No. 01-10 be read a third time and finally passed. - Carried. Moved by Councillor Faulds Seconded by Councillor VanBrenk THAT we do now adjourn at 3:33 P.M. to meet again on April 1 oth, 2001 at 9:00 AM. - Carried. Mark G. McDonald, Chief Administrative Officer. Duncan J. McPhail, Warden.