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November 13, 2001 Minutes COUNTY OF ELGIN Tuesday, November 13,2001 The Elgin County Council met this day at the Administration Building, at 9:05 AM. in accordance with adjournment, with all members in attendance except Councillor Crevits (arrived 9:10 AM.) Warden McPhail in the Chair. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF- Councillor Crevits declared a Conflict of Interest on the issue of the Lakeshore Erosion Quotation, as he may be operating equipment for the gully work. Moved by Councillor Mcintyre Seconded by Councillor Habkirk THAT the minutes of the meeting held on October 23,2001 be adopted. - Carried. PRESENTATIONS Warden McPhail, Marilyn Fleck, Director of Homes and Seniors Services, and Cathy Bishop, Manager of Library Services, presented Employee Long Service Certificates and gifts to the following who were present and those in absentia. Library Services Jim Welch 15 years (full-time) Library (Main Branch) Bonnie Barons Jean Bircham Maria McLellan Sharon Podeszwa 15 years (part-time) 15 years (part-time) 15 years (part-time) 15 years (part-time) Library Library (Main Branch) Library Library Homes Wayne Mifflin Sonia Beavers Helena Kyle Douglas Pearce Debbie Petrushevsky Carletta Slaght 25 years (full-time) 20 years (full-time) 20 years (full-time) 10 years (full-time) 10 years (full-time) 10 years (full-time) Elgin Manor Terrace Lodge Elgin Manor Elgin Manor Bobier Villa Terrace Lodge Nancy Hunter Rhonda Rieger Georgina Ousterhout Carol Boyle 20 years (part-time) 20 years (part-time) 15 years (part-time) 10 years (part-time) Bobier Villa Elgin Manor Terrace Lodge Elgin Manor Warden McPhail suggested the County could consider holding an evening presentation to employees and their spouses where more could attend. Management will research recognition policies and report back. The Manager of Engineering Services introduced Taryn Shelley, the County's new Engineer in Training, to Council. Moved by Councillor VanBrenk Seconded by Councillor Faulds THAT we do now move into Committee Of The Whole Council. - Carried. County Council 2 November 13, 2001 STAFF REPORTS Land Division Committee Annual Report - Murray Silcox Mr. Murray Silcox, 2001 Chairman of the Land Division Committee, highlighted the report and commented on the decreased number of land severances to date. Warden McPhail asked Mr. Silcox to extend Council's appreciation to the Committee for the work done on behalf of the County. Councillor Rock reiterated the request on behalf of the Municipality of Central Elgin. Moved by Councillor Crevits Seconded by Councillor Habkirk THAT the Land Division Committee's Annual Report for 2001, presented by Chairman Silcox, be received and filed. - Carried. 2001 Warden's BanQuet - Social Committee Councillor Rock reviewed the programme and highlighted Councillors' participation in the festivities. Councillor Wilson's wife and others are planning a "Tribute to Liz McPhail" which would be added to the programme. Councillor Rock noted that entertainment for the evening would be confirmed later. It was decided that because some members of the lower-tier municipalities and other staff may wish to attend the Banquet, letters would be sent out advising that tickets are available to them at a cost of $15 per person with a r.s.v.p. date of Friday, November 16. Warden McPhail requested that the recognition gift for the Warden be in the form of a donation to Palliative Care at St. Thomas Elgin General Hospital in memory of Liz. Councillor Wilson suggested that an exception be made to the usual recognition amount of $500 and be increased to $1,000 for this year. Moved by Councillor Wilson Seconded by Councillor VanBrenk THAT the 2001 Warden's recognition gift be presented to the Palliative Care Unit of the St. Thomas Elgin General Hospital in memory of Liz McPhail in the amount of $1000.00. - Carried. Moved by Councillor Mcintyre Seconded by Councillor Stewart THAT the report from the Social Committee dated October 25, 2001 entitled "2001 Warden's Banquet" be adopted, as amended. - Carried. St. Thomas-EIQin Tourist Association Annual Report - Councillor Crevits Councillor Crevits handed out budget comparisons for the St. Thomas Elgin Tourist Association and indicated the annual report would be forthcoming in December or January. He further noted that the tourism officer position would be advertised soon and thanked Council for the additional support to the Tourist Association over the past year. Moved by Councillor VanBrenk Seconded by Councillor Habkirk THAT the St. Thomas-Elgin Tourist Association Budget Report presented by Councillor Crevits be received and filed. - Carried. County Council 3 November 13, 2001 Township of Malahide Assumption of Roadways - ManaQer of EnQineerinQ Services The Manager of Engineering Services questioned Council on whether they would like a policy formulated for assumption/transfer of roads in the County considering the effect this type of action has on County and Lower-Tier road networks. After much discussion the following motion was passed: Moved by Councillor Mcintyre Seconded by Councillor Stewart THAT a County Transportation Network Study be completed as soon as possible, but no later than March 1, 2002; and THAT the request from the Township of Malahide Council concerning the County of Elgin assuming the extension of County Road #47 (Putnam Road) in exchange for the Township of Malahide assuming County Road #49 (Whittaker Road) be examined as part of the study. - Carried. Railroad Ties Update - ManaQer of EnQineerinQ Services The Manager of Engineering Services reported that Canadian National Railway has removed the railroad ties from County property and a letter of thanks should be sent in recognition of their efforts. Council instructed a letter of thanks also be sent to Mr. Jim Crane, who was instrumental in organizing the project. Moved by Councillor Wilson Seconded by Councillor VanBrenk THAT a letter be sent to Canadian National Railway in appreciation for removing railway ties on private properties and preventing a potential safety hazard; and, THAT a separate letter be sent to Mr. Jim Crane thanking him for his assistance in this matter. - Carried. Intersection AQreement - Southdale Line (County Road #57) and Fairview Avenue (County Road #22) - ManaQer of EnQineerinQ Services Moved by Councillor Habkirk Seconded by Councillor Mcintyre THAT the Warden and the Chief Administrative Officer be authorized and directed to sign an Intersection Agreement with the City of St. Thomas for Southdale Line and Fairview Avenue, and the necessary by-law be prepared. - Carried. EmerQency Detour Route SiQnaQe Update - Technical Services Officer Council agreed that additional signs are needed to reassure motorists that they are on the designated route to get them back to the 401. The Warden will forward a response to the letter from the Minister of Transportation expressing Council's displeasure with the Minister's lack of understanding of the impact and frequency of Highway 401 detours. Moved by Councillor Rock Seconded by Councillor Mcintyre THAT staff design and order 5 additional Emergency Detour Route information signs to be erected at locations immediately south of Highway 401 property on County Roads 103, 76, 8, 14 and 20; and, THAT the local municipalities be requested to install these signs. - Carried. County Council 4 November 13, 2001 Lyons Intersection Control Beacon - Technical Services Officer The request from the Township of Malahide for an intersection control beacon at Lyons will be dealt with through the Intersection Control Beacon Policy. Moved by Councillor VanBrenk Seconded by Councillor Habkirk THAT the existing Intersection Control Beacon Policy be amended, by deleting the following "If County Council approves the request". - Carried. Plank Road Culvert Replacement - Technical Services Officer The Technical Services Officer reported that the drain needed to be addressed on an urgent basis, as it had collapsed and remedial actions were taken at the time. Councillor Stewart noted that the detour routing was kept to a minimum and thanked staff for their quick action. The following recommendation was introduced since this was an unplanned expenditure: Moved by Councillor VanBrenk Seconded by Councillor Wilson THAT the proposed Road 16 Sub Drains project be deferred until 2002 and be completed in conjunction with the proposed Hot Mix Asphalt Paving of Fingal Line at this location; and, THAT these funds be re-allocated to cover expenditures realized to complete the culvert replacement on Plank Road just south of Jackson Line. - Carried. Lakeshore Erosion Work Quotation. County Road 42 - Technical Services Officer Councillor Crevits, who had previously declared a conflict, refrained from speaking or voting on the subject since he may be working for the successful bidder. Moved by Councillor Mcintyre Seconded by Councillor Habkirk THAT Dan Higgs Excavating be chosen to complete erosion gully work on County Road 42 for their quoted price of $35,738.00, including G.S.T. - Carried. Municipal Performance Measures - Director of Finance The Director of Finance reported that the new Provincial reporting program will standardize the data municipalities collect and comparisons with similar sized counties would be forwarded at a later time. Moved by Councillor VanBrenk Seconded by Councillor Crevits THAT the report entitled "Municipal Performance Measures" presented by the Director of Finance, dated October 25, 2001, be received and filed. - Carried. EIQin County Pioneer Museum Artifacts - Director of Financial Services The Director of Financial Services reported that the Elgin Historical Society would like to transfer ownership of the blue gown, worn at an event to honour the Prince of Wales, to the Elgin County Museum. County Council 5 November 13, 2001 Moved by Councillor Faulds Seconded by Councillor Rock THAT the Warden forward a letter to the Elgin Historical Society expressing County Council's appreciation for the generosity extended to the Elgin County Pioneer Museum through the donation of the "blue gown" and other artifacts currently on permanent loan. - Carried. Schedule 2 Administration Fee Increase - Director of Financial Services Moved by Councillor Mcintyre Seconded by Councillor Faulds THAT the report entitled "Schedule 2 Administration Fee Increase" presented by the Director of Human Resources, dated November 6, 2001, be received and filed. - Carried. Health Unit ReQuest to Sublease - Chief Administrative Officer Moved by Councillor VanBrenk Seconded by Councillor Faulds THAT the request from the Elgin-St. Thomas Health Unit to sublease 1200 square feet of office space to the Early Years Steering Committee be approved. - Carried. CORRESPONDENCE Items for Consideration 1. Mel Lastman, Mayor, City of Toronto, with a resolution requesting support in establishing a tax holiday for Ontario residents to help stimulate the economy and assist low income families. 2. Michael Swim, Project Engineer, Ministry of Transportation, Planning and Design Section, regarding Notice of Study Commencement, Highway 3, St. Thomas Easterly to Aylmer. The following recommendation was adopted respecting Correspondence Item #1. Moved by Councillor Habkirk Seconded by Councillor VanBrenk THAT the Council of the County of Elgin supports the City of Toronto's resolution requesting the Federal and Provincial governments to suspend collecting PST and GST on all clothing items below $75.00 and school supplies below $20.00, including Canadian books, this November and next August. - Defeated. Moved by Councillor Faulds Seconded by Councillor Stewart THAT Correspondence Item #2 be received and filed. - Carried Items for Information - (Consent AQenda) 1. Adrian Gordon, General Manager, Canadian Centre for Emergency Preparedness, with copy of correspondence concerning the current state of emergency preparedness in Ontario. County Council 6 November 13, 2001 2. Fareed Amin, Assistant Deputy Minister, Ministry of Transportation, Policy and Standards Division, acknowledging Council's support of the Windsor City Council's resolution on railway rationalization. 3. Steve Peters, M.P.P., Elgin-Middlesex-London, supporting Council's resolutions to: 1) Premier Michael Harris concerning the County hosting the July 2002 World Youth Days - The Days in the Diocese 2) Mayor Anthony A Williams, Government of the District of Columbia with a letter of condolence in response to the events of September 11 th 3) Mayor Rudolph W. Giuliani, City of New York, with a letter of condolence in response to the events of September 11th. 4) the Honourable Chris Hodgson, Minister of Municipal Affairs and Housing, concerning Council's resolution on its mission statement to provide a "safe, pleasant community for all citizens" 5) the Honourable David Turnbull, Solicitor General, concerning the County's donation of $10,000 to the Fallen Heroes Fund 4. Raven & Shaw, Chartered Accountants, with the Corporation of the County of Elgin's Consolidated Financial Report for Year Ended December 31,2000. 5. P.J. Leack, City Clerk, City of St. Thomas, with a resolution regarding the Tourism Co-ordinator Position - Elgin Tourist Association. 6. Brian Klunder, Special Assistant - Ontario, Office of the Minister of Transport, acknowledging Council's support for the City of Windsor's resolution concerning a Railway Rationalization Study for Southwestern Ontario. 7. AMO Member Communication: 1) Further Update on BNAS 2) Walkerton Public Inquiry Wrap Ups 3) Bill111 - The New Municipal Act, What's It All About and What Is Its Progress - A Message from the President 8. Ontario News Release: 1) Province, Association of Municipalities of Ontario and City of Toronto Urge Ottawa to Keep Transit Promises 2) Ontario's Transit Plan 9. Lorne McCool, City Manager, City of Brampton, with a copy of the City of Brampton's 2000 Annual Report. 10. Jack Layton, President, Federation of Canadian Municipalities, with a news release re: "Rebuild the Economy: Support Infrastructure Says FCM". 11. Honourable Brian Coburn, Minister of Agriculture, Food and Rural Affairs, with information concerning the level of funding to health and safety projects under the municipal infrastructure investment SuperBuild initiatives. 12. Andy Mitchell, Secretary of State (Rural Development) (Federal Economic Development Initiative for Northern Ontario), with correspondence concerning the Federal Governments commitment to equal funding for the Canada Ontario Infrastructure Program. 13. AMO Member Communication ALERT, regarding "AMO Sees Progress with Provincial Return to 1/3 Infrastructure Funding". 14. ROMAlOGRA Combined Conference, February 24-27,2002, Fairmont Royal York Hotel, Toronto, registration form, housing and program information. 15. Max Stewart, Mayor, Municipality of Bayham, invitation to Council and Staff to attend fundraising event for the new museum facility. 16. Michael D. Harris, Premier of Ontario, acknowledging Council's resolution concerning funding for public infrastructure. County Council 7 November 13, 2001 17. Pat Vanini, Director of Policy and Government Relations, Association of Municipalities of Ontario, with copy of correspondence from Transport Minister Brad Clark in regards to the Governments commitment to rail use and AMO's request for clarification for a Task Force. 18. David Campbell, Policy Analyst, Federation of Canadian Municipalities, acknowledging Council's resolution concerning the Railway Rationalization Study. 19. Honourable Cam Jackson, Ministry of Citizenship, with a copy of the Province's vision statement. 20. Honourable Chris Hodgson, Ministry of Municipal Affairs and Housing, acknowledging Council's resolution of support for the City of Woodstock's resolution requesting provincial funding for budgetary requirement to offset municipal tax increases. 21. W. Michael Fenn, Deputy Minister, Ministry of Municipal Affairs and Housing, thanking and commending the County on successfully submitting the Financial Information Return and Municipal Performance Measurement Schedules to the Ministry. Councillor Habkirk noted that municipalities should comment to Marcel Beaubien on MPAC's policies, within the next 10 days. Finance Staff will prepare a list of questions or concerns. Moved by Councillor Habkirk Seconded by Councillor Crevits THAT Correspondence Items #1-21 received and filed. - Carried. OTHER BUSINESS Statements/InQuiries by Members Councillor Wilson announced that he will be seeking the position of Warden for 2002 and that he would appreciate support from Councillors. Councillor Habkirk announced that he will be seeking the position of Warden for 2002 and that he would appreciate support from Councillors. Councillor Mcintyre reminded Council of the Sod Turning Ceremony at Elgin Manor on Thursday, November 15th at 2:00 P.M. and Council attire would be appreciated. Councillor Stewart invited Council to attend the November 24th fundraiser for the Edison Museum. Notice Of Motion - None. Matters Of UrQency - None. Council took a break at 11 :24 AM. and reconvened at 11:40 AM. Senior staff except the Chief Administrative Officer, Director of Financial Services, Director of Human Resources and Human Resources Officer were excused. Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT we do now proceed In-Camera to discuss personnel matters. - Carried. County Council 8 November 13, 2001 Moved by Councillor Mcintyre Seconded by Councillor Stewart THAT we do now rise and report. - Carried. Moved by Councillor Habkirk Seconded by Councillor Crevits THAT the confidential staff report dated November 13, 2001 regarding a Human Resources matter be approved for implementation. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Wilson THAT we adopt the recommendations of the Committee Of The Whole Council. - Carried. BY-LAWS Moved by Councillor Habkirk Seconded by Councillor Mcintyre THAT By-Law No. 01-34 "Being a By-Law to Authorize the County of Elgin to Enter Into an Agreement With the City of St. Thomas to Permit Construction of an Intersection at Southdale Line and Fairview Avenue" be read a first and second time. - Carried. Moved by Councillor Stewart Seconded by Councillor Faulds THAT By-Law No. 01-34 be read a third time and finally passed. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Habkirk That By-Law No. 01-35 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the November 13th, 2001 Meeting" be read a first and second time. - Carried. Moved by Councillor Rock Seconded by Councillor Crevits THAT By-Law No. 01-35 be read a third time and finally passed. - Carried. The Warden reminded Council of the drop-in to honour of Marilyn Fleck at 2:30 P.M. in the Administration Building lower level. Moved by Councillor Faulds Seconded by Councillor Mcintyre THAT we do now adjourn at 12:10 P.M. to meet again on November 2ih, 2001 at 9:00 AM. - Carried. Mark G. McDonald, Chief Administrative Officer. Duncan J. McPhail, Warden.