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September 25, 2001 Minutes COUNTY OF ELGIN Tuesday, September 25,2001 The Elgin County Council met this day at the Administration Building, at 9: 15 AM. in accordance with adjournment, with all members in attendance except Councillor Habkirk. Warden McPhail in the Chair. Warden McPhail noted that the County had sent flowers in remembrance of Jason Sibbick, who had recently passed away, son of Mr. Bryce Sibbick of Frank Cowan Company. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF- None. Moved by Councillor Stewart Seconded by Councillor VanBrenk THAT the minutes of the meeting held on September 11, 2001 be adopted. - Carried. PRESENTATIONS AND DELEGATIONS EMPLOYEE PRESENTATIONS Warden McPhail presented a certificate and gifts to Dorothy Streets in recognition of her retirement from the County Library Department after 17 years of dedicated service. DELEGATIONS Mr. Ken Monteith, Director, Elgin-St. Thomas United Way, Mr. Ray Stoddard, and Mr. Terry Carroll, attended at 9:20 AM. to review the Organization's 2001 activities and highlight the 2002 Campaign "The Spirit of Community", hoping to raise $1,002,001 for United Way Services. Mr. Monteith commented that a workshop called "E5" was held in May and Youth and Rural Issues were identified as being most important to the community. Forums are being held across the County to expand on these two issues. Pledge cards were handed out to Council and will be circulated to staff in the event they wish to support the 2002 Campaign. The Warden thanked the delegation for attending and the gentlemen left at 9:34 AM. Moved by Councillor Rock Seconded by Councillor Mcintyre THAT we do now move into Committee Of The Whole Council. - Carried. COUNCIL AND STAFF REPORTS Mission Statement for the County of EIQin - Chief Administrative Officer The Chief Administrative Officer highlighted the report, on behalf of the Management Team. Moved by Councillor Faulds Seconded by Councillor Wilson THAT the official Mission Statement for the Corporation of the County of Elgin be adopted as follows: County Council 2 September 25,2001 "The County of Elgin strives to provide a safe, pleasant community for all citizens through a variety of services designed to promote quality of life and our rich historical and agricultural heritage." - Carried. Road Maintenance Allocations Based on Traffic Volumes Update - ManaQer of EnQineerinQ Services The report was originally presented on April 24, 2001 and was forwarded to Lower-Tier Municipalities for consideration and input. The Municipalities had reviewed the proposal and agreed that the higher volume roads should receive more compensation than roads with less volume. Staff indicated that allocation based on higher volume roads should cover the additional winter maintenance that may be required on such roads. Moved by Councillor Wilson Seconded by Councillor VanBrenk THAT the report from the Manager of Engineering Services, dated April 2,2001, entitled "Road Maintenance Allocations Based on Traffic Volumes" be approved; and, THAT commencing on January 1,2001, County Road Maintenance payments to Lower- Tier Municipalities be adjusted according to the attached formula, to more accurately reflect the costs associated with maintenance on higher volume roads. - Carried. Road ClosinQ - Town of Aylmer - ManaQer of EnQineerinQ Services Moved by Councillor VanBrenk Seconded by Councillor Faulds THAT the County of Elgin has no concerns with the Town of Aylmer stopping up, closing and conveying the road allowance in Lot 82, North Talbot Road, Part #3, Reference Plan 11 R-7548, being part of Elm Street, Geographic Township of Malahide, Town of Aylmer. - Carried. Speed Zones on EIQin County Roads - Update - ManaQer of EnQineerinQ Services The report was originally presented in April 24,2001 and was forwarded to Lower-Tier Municipalities for their input. The Manager noted that increasing speeds from 80 to 90 km was not advisable due to farm machinery traffic and sight distances on rural roads. Correspondence Item #5 from the Municipality of Dutton/Dunwich concerning speed zones in their municipality was considered at this time. Questions arose regarding consistent speed limits on like roadways. Moved by Councillor Faulds Seconded by Councillor Mcintyre THAT the report on Speed Zones on Elgin County Roads Update be amended to increase the speed limit north and south of Highway #3 at Shedden to 60 Km per hour. - Carried. Moved by Councillor Rock Seconded by Councillor Stewart THAT the recommended reduced speed zones on Elgin County Roads in the report dated March 13, 2001 be adopted, amended as follows, to form a reduced speed zone by-law; and, County Council 3 September 25,2001 THAT the report be amended to increase the speed zone 315 metres extending from the north limit of North Street in the Hamlet of Sparta and to reduce the speed limit to 50 km/h on Wellington Road from the City of St. Thomas boundary to Highway #3; and THAT the report be further amended to adjust the speed limit north and south of Highway #3 at Shedden to 60 Km per hour; and further, THAT the 2002 capital budget include the costs to make the adjustments for the reduced speed zones as per the Highway Traffic Act. - Carried. Council took a break at 10:05 AM. and reconvened at 10:18 AM. Winter Maintenance - ManaQer of EnQineerinQ Services The Manager of Engineering Services advised that staff had inspected Highbury Road at various times and found no conditions of concern in regard to winter maintenance on this roadway. Council discussed the legal requirements and cost for 24-hour service. The Chief Administrative Officer indicated that road crews could always override the policy and provide a greater standard than what was set out in the by-law if they wished. The Chief Administrative Officer also indicated the maintenance allocation system allows for County review of extraordinary costs by the Lower-Tier at year-end if they request it. A suggestion was made that the Road Superintendents meet on a monthly basis during the winter months to discuss issues as they arise. Council consensus was to review the new policy following the winter control season. Moved by Councillor VanBrenk Seconded by Councillor Faulds THAT Schedule "C" to By-Law No. 96-15 "Being a By-Law to Establish Minimum and Desirable Roadway Services Standards for the County of Elgin Road System" be amended by removing the statement regarding no winter control between 11 p.m. and 4 a.m. and inserting the following: Temporary conditions may prevent the County from achieving the goals of the by-law, in such cases attempts should be made to keep the roads open, consistent with resources and time restrictions imposed; and, THAT this Policy amendment be reviewed at the end of the winter control season. - Carried. Access Control - BuildinQ Security - ManaQer of EnQineerinQ Services The Manager of Engineering Services noted that three interior doors had been added to the original request. Moved by Councillor Mcintyre Seconded by Councillor Wilson THAT RMB Communication Systems Inc. supply and install a Computer Card Access System on the exterior doors of the Administration Building for their submitted price of $22,923.57. - Carried. Union Road Reconstruction Update - Technical Services Officer The Technical Services Officer requested that the Warden and the Chief Administrative Officer be authorized to sign the contract from the lowest bidder to start the construction as soon as possible. County Council 4 September 25,2001 Moved by Councillor VanBrenk Seconded by Councillor Crevits THAT the Warden or the Chief Administrative Officer be authorized to sign Contract No. 6200-01-08, Union Road Reconstruction, with the contractor who submits the lowest bid, as soon as possible, so that the work may be completed before the end of the construction season. - Carried. Access Road - Terrace LodQe - Director of Homes and Seniors Services and ManaQer of EnQineerinQ Services The Director of Homes reported the need for an access road had been identified as necessary during the mock evacuation in the Fall of 2000. After further investigation it was determined that additional fire lines would also be required to meet the Ontario Building Code. Moved by Councillor VanBrenk Seconded by Councillor Wilson THAT the Director of Homes and Seniors Services be authorized to proceed with the installation of the Terrace Lodge Access Road as included in the 2001 Capital Budget and the installation of a new 8" water line service for Terrace Lodge to be funded by savings from other Home's Capital Projects this year. - Carried. Redevelopment AQreement for EIQin Manor - Director of Homes and Seniors Services The Director of Homes and Seniors Services advised Council that the agreement has been reviewed by the County Solicitor and signing will start the flow of funding dollars from the Ministry of Health and Long Term Care. Moved by Councillor Faulds Seconded by Councillor Crevits THAT the Warden and the Chief Administrative Officer be authorized to sign the "Agreement for Development of Long-Term Care Facility Beds in Elgin". - Carried. 2000/2001 L-T Care Community Services Reconciliation Report - Director of Financial Services Moved by Councillor Rock Seconded by Councillor Wilson THAT the Warden, Director of Homes and Seniors Services, and the Director of Financial Services be authorized to sign the 2000/2001 Long-Term Care Community Services Annual Reconciliation Report. - Carried. CORRESPONDENCE Items for Consideration 1. Town of Gravenhurst, with a resolution requesting the Province to provide for public debate of the development of a policy in the area of electronic access and matching of data for the protection of personal information. 2. Township of Armour, with a resolution requesting the Government of Canada to do everything within its power to assist the American people during the recent crisis. County Council 5 September 25,2001 3. Dorothy Wilson, Marketing Director, Children's Safety Village of London Area, inviting Council to visit the Village for a personal tour of the facilities. 4. Allan Gotlieb, Chairman, Ontario Heritage Foundation, inviting the County to participate in the Young Heritage Leaders Program 2001. 5. Municipality of DuttonlDunwich, concerning the proposed speed zones in Elgin County. 6. Hon. Tony Clement, Minister of Health and Long-Term Care, announcing a grant to the County of Elgin for hospital, ambulance services, and cancer care. 7. John King, Assistant Deputy Minister, Ministry of Health and Long-Term Care, with information concerning the terms and conditions for the grant announced by the Minister of Health. 8. Letter of support to Mayor Rudolph Giuliani, New York City and Mayor Anthony A Williams, Government of the District of Columbia. The following recommendation was adopted respecting Correspondence Item #1 : Moved by Councillor Rock Seconded by Councillor Wilson THAT Correspondence Item #1 be deferred for input from the IT Department. - Carried. The following recommendation was adopted respecting Correspondence Item #2: Moved by Councillor Rock Seconded by Councillor Mcintyre THAT the Council of the County of Elgin supports the resolution of the Township of Armour in its expression of heartfelt concern and prayers for all those affected by the recent events in the United States; and, THAT Mr. Gar Knutson, M.P., Elgin-Middlesex-London, express our community's support to the American people during this tragic period in history. - Carried. Moved by Councillor Rock Seconded by Councillor VanBrenk THAT Correspondence Item #3 be received and filed. - Carried. Moved by Councillor Rock Seconded by Councillor Mcintyre THAT Correspondence Item #4 be received and filed. - Carried. Moved by Councillor Crevits Seconded by Councillor Mcintyre THAT Correspondence Items # 5, 6, and 7 be received and filed. - Carried. County Council 6 September 25,2001 Moved by Councillor Wilson Seconded by Councillor Faulds THAT the Warden forward letters of support to Mayor Rudolph Giuliani of New York City and Mayor Anthony A Williams of the Government of the District of Columbia. - Carried. Councillor Rock suggested that a plaque of recognition be sent to Mayor Giuliani acknowledging his strong leadership during the September 11th crisis. This matter will be discussed at a future meeting. Warden McPhail noted that the testing of the County's Emergency Plan, scheduled for later today, had been postponed to a future date due to the recent tragic events in the U.S. and heightened awareness and anxiety those events have created. Items for Information - (Consent AQenda) 1. Honourable Rob Sampson, Minister of Correctional Services, acknowledging Council's support for the City of Owen Sound's resolution concerning the effects on municipalities in regard to responsibility and costs for prisoner transportation and court security. 2. Honourable Elizabeth Witmer, Ministry of the Environment, acknowledging Council's support of the Town of Arnprior's resolution regarding legislation of municipal recycling programs. 3. Pat Moyle, Executive Director, Association of Municipalities of Ontario, with a copy of the AMO 2001 Conference Proceedings. 4. Honourable Paul Martin, Federal Minister of Finance, acknowledging Council's support of the City of North Bay's resolution concerning gasoline taxes. 5. Honourable James M. Flaherty, Provincial Minister of Finance, acknowledging Council's concerns regarding 2001 tax policy decisions. 6. John Maddox, Director, Municipal Services Office, MMAH, and Ann Mulvale, President, AMO, announcing the Annual Southwestern Municipal Conference- November 16, 2001. 7. Ken Loveland, Municipality of DuttonlDunwich, with a resolution of request for a flashing warning light. 8. Association of Municipalities of Ontario, with information concerning the AMO Conference Agenda October 14-17, 2001 and registration form. 9. Honourable Rob Sampson, Minister of Correctional Services, with an invitation to Council to attend the Ontario Crime Control Commission's Safe Community Technology Exhibit on October 4, 2001. Moved by Councillor Mcintyre Seconded by Councillor Crevits THAT Correspondence Items #1-9 be received and filed. - Carried. OTHER BUSINESS Statements/lnQuiries By Members Councillor Faulds announced that the Pioneer Museum is hosting a Mystery Night "Murder for Bachelors Only" on September 28th and tickets are available at $22 each. County Council 7 September 25,2001 Councillor Faulds addressed Council concerning the landscaping at the Pioneer Museum. The City of St. Thomas has responsibility for cutting the grass, but in order to maintain the grounds properly maintenance of trees, flowerbeds, and weed control need to be ongoing. Staff will contact the City of St. Thomas and see what can be done. Councillor Rock spoke to Council concerning the New York Disaster and the local radio stations that had started a one-week campaign called the "Fallen Heroes Fund". The local fire departments are sponsoring this campaign throughout Canada and donations are being collected in support of emergency service workers on site at the disaster in the U.S. The funds will be forwarded to the International Fire Fighters for presentation to the U.S. and no tax receipts can be issued. Councillor Wilson suggested that the County donate $5,000 to the Campaign on behalf of its residents. Moved by Councillor Wilson Seconded by Councillor Mcintyre THAT the Corporation of the County of Elgin donate $10,000 to the "Fallen Heroes Fund", through the St. Thomas Fire Department, on behalf of the County and its residents. - Carried Unanimously. Councillor Mcintyre announced that the sewage treatment plant at the new Elgin Manor has been completed and water will soon be running to test the system. Warden McPhail indicated that plans were underway for this year's Warden's Banquet. After discussion, Council decided the annual Banquet would be held on November 23, 2001, at St. Anne's Parish Centre. Notice Of Motion - None. Matters Of UrQency - None. Council took a break at 11 :20 AM. and reconvened at 11 :35 AM. Mr. Randy Banks, LGS Group Inc. was in attendance. Moved by Councillor Crevits Seconded by Councillor Mcintyre THAT we do now proceed In-Camera to discuss personnel matters. - Carried. Council recessed at 12:29 P.M. and reconvened at 1: 15 P.M. with Councillor Stewart absent. Staff, except the Chief Administrative Officer, Director of Human Resources, Manager of Library Services, and the Archivist, were excused at 1 :53 P.M. Moved by Councillor Mcintyre Seconded by Councillor Faulds THAT we do now rise and report. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Crevits THAT the Confidential Information Technology Strategic Plan dated July 1ih, 2001 as prepared by LGS Group Incorporated be approved in principle as a reference document to guide the County's involvement in information technology; and, County Council 8 September 25,2001 THAT staff be directed to hire an IT Manager on a contract assignment according to the terms outlined in the confidential report dated September 1 ih, 2001; and, THAT the IT Manager be a member of the Management Team and have a seat at the Management table (to be reviewed in six months' time); and further, THAT the IT Manager be directed to develop a refined budget to implement the various recommendations contained within the Information Technology Strategic Plan (i.e. to execute the Technical Plan, the Human Resources Plan and the IT Strategy) for consideration by Council. - Carried. Moved by Councillor Faulds Seconded by Councillor Rock THAT the Council of the Town of Aylmer be invited to attend County Council on October 23, 2001 at 1 :00 P.M. to discuss the role and responsibilities of the County of Elgin. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Rock THAT the Director of Human Resources be authorized and directed to complete the Human Resources matter as directed by Council on September 25, 2001. - Carried. Moved by Councillor Rock Seconded by Councillor Mcintyre THAT we adopt the recommendations of the Committee Of The Whole Council. - Carried. BY-LAWS Moved by Councillor Wilson Seconded by Councillor Mcintyre THAT By-Law No. 01-26 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the September 25, 2001 Meeting" be read a first and second time. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Crevits THAT By-Law No. 01-26 be read a third time and finally passed. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Wilson THAT we do now adjourn at 3:25 P.M. to meet again on October 23,2001 at 9:00 AM. - Carried. Mark G. McDonald, Chief Administrative Officer. Duncan J. McPhail, Warden.