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February 12, 2002 Minutes COUNTY OF ELGIN Tuesday, February 12, 2002 The Elgin County Council met this day at the Administration Building, at 9:00 AM. in accordance with adjournment, with all members in attendance except Councillors McPhail (vacationing), Mcintyre (vacationing) and Stewart (arrived 12:20 a.m.) Warden Wilson in the Chair. Moved by Councillor VanBrenk Seconded by Councillor Rock THAT the minutes of the meeting held on January 22,2002 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF- None. The Chief Administrative Officer introduced Helen Notte, Director of Homes and Seniors Services, and the Director of Human Resources introduced Tanya Tilton, Human Resources Co-ordinator, to Council. Warden Wilson welcomed the new employees to the team. DELEGATIONS Mrs. Jenny Phillips and Mrs. Dianna Player, from the 2002 Provincial Criers' Competition Committee, attended at 9:00 AM. to update Council on their upcoming Three-Cry Event. Mrs. Phillips outlined the composition of the Competition Committee, the Joint 2002 Sesquicentennial Committee, and the 2003 Bicentennial Committee for the Talbot Settlement. The Committee requested funding in the amount of $5000 from the County, to help offset expenses for the Sesquicentennial and the Town Crier Reception and Ball. The list of invited Dignitaries, venue for the Ball, and security issues were expanded upon. Councillors suggested contacting OPP Staff Sergeant Ryan Cox and the St. Thomas City Police, to invite them to Committee meetings for advice on security issues. Warden Wilson thanked the delegation for attending and the ladies left at 9:27 AM. Moved by Councillor Rock Seconded by Councillor VanBrenk THAT the Corporation of the County of Elgin approve a grant in the amount of $5000 to the 2002 Provincial Criers Competition Committee to assist with expenses for the Town Crier Reception, Ball, and Sesquicentennial events; and, THAT the funds be acquired from the previously approved budget for the County's 150th Anniversary celebrations. - Carried Unanimously. Moved by Councillor Crevits Seconded by Councillor Faulds THAT we do now move into Committee Of The Whole Council. - Carried. REPORTS Application for Minor Exception - EIQin County Tree Commissioner The County Tree Commissioner reported that the neighbours and the local conservation authority were contacted and had no objections to the application by A&M Sod Supply Ltd., c/o James and Jean Glover, to clear 2.83 hectares of woodlands, Lot 14 and 15, Conc. Range 1 North of Lake Road, Municipality of Central Elgin, for creation of a golf course. County Council 2 February 12, 2002 Council directed staff to ensure that the trees were replanted in Elgin County and to produce an annual report detailing the number of trees harvested and the location of replanting. Moved by Councillor Rock Seconded by Councillor Faulds THAT the Application for Minor Exception to the Trees Act from A&M Sod Supply Ltd., c/o Mr. & Mrs. James Glover, Lot 14 and 15, Conc. Range 1 North of Lake Road, Municipality of Central Elgin, to clear approximately 2.83 hectares of woodland be approved; and, THAT in order to maintain the integrity of the County's "No Net Loss Policy" the applicant replant 1,500 large stock trees on the proposed golf course and donate 3,400 seedlings to the KCCA for replanting in Elgin County. - Carried. The County Tree Commissioner left at 9:31 AM. EIQin County Municipal Supervisors Association Newsletter - Technical Services Officer The Technical Services Officer requested consideration by Council for the County to pay for the circulation of the bimonthly Association Newsletter. Moved by Councillor Rock Seconded by Councillor VanBrenk THAT the County pay the costs to circulate the Elgin County Municipal Supervisors' Association Newsletters to an upset limit of $300.00 annually funded by the Engineering Services Operational Budget. - Carried. Pedestrian Crosswalk - ManaQer of EnQineerinQ Services The Manager of Engineering Services reported that schools, as well as other groups, have requested crosswalks and an established policy would help with decisions on this type of request. Discussion on responsibility for liability issues ensued and would be dealt with by the local municipalities. Moved by Councillor VanBrenk Seconded by Councillor Crevits THAT the following guidelines become the County of Elgin's Pedestrian Crossover Policy: 1. The installation of pedestrian crossovers will be considered on County Roads upon the request of the local municipal council in which the crossing is to be located. 2. If, in accordance with the Ontario Traffic Manual guidelines, the proposed crossover meets justification criteria, the County will install said crossovers with 100% of the capital and operational costs being borne by the municipality. 3. If the proposed crossover does not meet the justification criteria and the municipality recommends its installation, the Municipality will fund 100% of the cost of capital and operations. - Carried. County Council 3 February 12, 2002 Terrace LodQe Generator Replacement and BuildinQ to House Diesel Generator- ManaQer of EnQineerinQ Services Moved by Councillor Habkirk Seconded by Councillor Rock THAT ICORR Construction Incorporated be awarded the contract for the replacement of the generator at Terrace Lodge and a freestanding building to house the generator, at the tendered price of $241 ,035.69 (including GST); and, THAT the Warden and the Chief Administrative Officer be authorized and directed to sign the contract with ICORR Construction Incorporated; and, THAT this contract amount be included in the 2002 Capital Budget. - Carried. Roads Network Study - ManaQer of EnQineerinQ Services Councillor VanBrenk requested that this report be deferred until we have a full Council complement. Moved by Councillor VanBrenk Seconded by Councillor Crevits THAT the report entitled "Roads Network Study" from the Manager of Engineering Services be deferred to the Council meeting of March 12, 2002. - Carried. Lease Rates for StoraQe at Administration BuildinQ - ManaQer of EnQineerinQ Services The Manager of Engineering Services reported that a non-tenant had requested storage space in the building. Council discussed utilization of storage space in the Administration Building and the ability to relocate storage areas if rental space is required for normal office operations. Moved by Councillor VanBrenk Seconded by Councillor Rock THAT space not currently leased and located in areas of the Administration Building lacking the architectural, mechanical and electrical features for office space, be available as storage; and, THAT only tenants leasing within the County Administration Building be given the option of negotiating a storage area based on availability; and, THAT the lease rate for storage areas be increased to $8.00 per square foot per year; and, THAT the above guidelines become the County of Elgin Policy for Leasing Storage Space at the Administration Building. - Carried. Employment Standards Act (ESA) - Director of Human Resources The Director of Human Resources reported that a number of changes will have to be made to Human Resources Policies, due to the impact the new ESA will have on many of the County's current policies. County Council 4 February 12, 2002 Moved by Councillor Habkirk Seconded by Councillor Faulds THAT effective immediately Council repeal the Human Resources Perfect Attendance Policy 10.130. - Carried. AMS Policy Revision - Director of Human Resources The Director of Human Resources reported that in order to comply with the new Employment Standards Act provisions, it is necessary to amend the AMS Policy. Council discussed the need to hold information sessions with the bargaining units and the Director of Human Resources confirmed that information meetings would be held with employees to explain the changes. Moved by Councillor Rock Seconded by Councillor VanBrenk THAT Elgin County Council accept, in principle, the amendments to the AMS Policy outlined in the report "AMS Policy Revision" dated January 17, 2002; and, THAT the Human Resources Department hold information meetings with all employees to provide explanations of the changes to the current Policy. - Carried. Council took a break at 10:13 AM. and reconvened at 10:33 AM. Mr. Paul Mistele, President, Elgin Federation of Agriculture, attended at 10:33 AM. to present a request for funding in the amount of $1500 for items for the Elgin Agricultural Heritage Room. Council discussed concerns regarding matching the colour of woodwork to be done in the room and Mr. Mistele agreed to take the concerns back to the Heritage Committee. Moved by Councillor Faulds Seconded by Councillor Rock THAT the Council of the Corporation of the County of Elgin grant $1500 to the Elgin Federation of Agriculture Heritage Committee for 2002 to complete the Elgin Agricultural Heritage Room. - Carried. Mr. Mistele distributed a copy of the 2002 budget for the Farm Animal Coalition of Elgin Committee. The budget showed contributions of $6300 have been received towards operating expenses and the Committee is requesting that the County confirm its commitment to support animal agriculture in Elgin County as well as provide funding. Mr. Mistele handed out information on agricultural initiatives in Perth County, which parallel concerns in Elgin County. He will forward additional information on the topic, as well as a report outlining the importance of agriculture to Elgin County. This information will be forwarded to the Management Team for review and to prepare a report for Council. Moved by Councillor VanBrenk Seconded by Councillor Rock THAT the document received from the Farm Animal Coalition of Elgin Committee and forthcoming additional information be referred to the Management Team to prepare a report for Council's consideration. - Carried. The Warden thanked the delegation for attending and Mr. Mistele left at 10:46 AM. County Council 5 February 12, 2002 IT Plans and BudQet for 2002 - ManaQer of Information TechnoloQY The Manager of Information Technology reported that funding can be significantly decreased for implementation of 2002 IT Plans than was estimated earlier in the 2001 LGS report. "Thin Client" will not be included with the 2002 IT initiatives. Moved by Councillor VanBrenk Seconded by Councillor Rock THAT the initiatives identified in the report "Help Desk, Council Technology, and Documentation Management (limited)" be implemented in 2002; and, THAT additional projects identified in the report "Nurse's Notes, web sites for the County and Archives, Disaster Recovery Planning and Library Connectivity" be implemented in 2002; and, THAT the proposed IT budget be approved, in principle, for consideration with the 2002 County Composite Budget. - Carried. Temporary StoraQe for the Archives of Alma ColleQe - ManaQer of Library Services The Manager of Library Services reported that the Archives Committee of the Alma College International Alumnae has been temporarily storing materials at County since 2000. The Archives Committee has requested permission from the County to continue to store the records for another year. The Manager of Library Services noted that a request might be received to transfer these records permanently to the County Archives. Moved by Councillor Faulds Seconded by Councillor Habkirk THAT the Archives Committee of the Alma College International Alumnae Association be granted a one-year extension of the temporary storage arrangement, commencing on March 4, 2002, with the proviso that if the County requires the storage space on the third floor that 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 material to and from the building; and, THAT the County of Elgin would not be liable for any damages to the collection; and, THAT the Alumnae be supplied with one key to the storage area. - Carried. Archives Status Report - County Archivist The County Archivist reported that the project is now commencing and a tender ad has been placed for construction of the Archives facilities. The Archivist advised Council that the County was successful with its grant application and there will be an announcement made shortly. Slides of the Archives' floor plan were shown to Council. Moved by Councillor Rock Seconded by Councillor VanBrenk THAT the report entitled "Archives Status Report" presented by the County Archivist, dated January 24, 2002, be received and filed. - Carried. County Council 6 February 12, 2002 Southern Ontario Library Service Trustee Council - ManaQer of Library Services The Manager of Library Services reported that the current representative has done well over the past year and has expressed an interest in remaining the representative to the SOLS Trustee Council. Moved by Councillor Crevits Seconded by Councillor Faulds THAT Mr. Richard Harding be appointed as the County of Elgin's representative to the Southern Ontario Library Service Trustee Council for the term January 1, 2002 to December 31,2002; and, THAT the mileage costs associated with the appointment, and membership fees in the amount of $250.00, be reimbursed through the Library budget; and, THAT Mr. Harding provide a written report to the Manager of Library Services on the activities of the Trustee Council shortly after each meeting. - Carried. POA Revenues - Share to Municipalities - Director of Financial Services The Director of Financial Services explained that the revenue was broken down according to number of tickets issued in each municipality and the best way to recoup start-up costs would be to apply the surplus of $99,500 towards the renovation costs and to charge the City of St. Thomas for their share. Some tickets could not be allocated and Council discussed the need to identify all tickets according to the municipality they are issued in and to bring this matter to the attention of the PSB and police officers. Moved by Councillor Faulds Seconded by Councillor Habkirk THAT the same ratios as determined from Provincial Offences tickets that identify the issuing municipality be utilized to determine each municipality's share of 2002 net fines revenues; and, THAT the constituent municipalities share of start-up costs be provided from the 2000 P.O.A reconciliation funds received from the Province; and, THAT the City of St. Thomas share of 2001 fines revenues be reduced by its share of the start-up costs; and, THAT the revenues be dispersed once the audit is complete. - Carried. Treasurer's Statement of Remuneration and Expenses for Council; Treasurer's Statement of Remuneration and Expenses for Outside Boards; Director of Finance 2001 Report on Council Convention Expenses - Director of Financial Services Moved by Councillor VanBrenk Seconded by Councillor Faulds THAT the Treasurer's Statement of Remuneration and Expenses for Council; Treasurer's Statement of Remuneration and Expenses for Outside Boards; and Director of Finance 2001 Report on Council Convention Expenses presented by the Director of Financial Services be received and filed. - Carried. County Council 7 February 12, 2002 CORRESPONDENCE Items for Consideration 1. Ross Snetsinger, Chair, Rail Ways to the Future Committee, requesting support for a proposal concerning a time extension for comments for the discontinuance of 83 miles of CN and CP track between St. Thomas and Attercliffe. 2. Dutton and Dunwich Chamber of Commerce, with an invoice for the 2002 Chamber Membership Fee for Elgin County. 3. Jack Riddell, Ontario Institute of Agrologists, with program information and registration forms for the "Regulating Agriculture: How Much Can Farmers Cope With seminar, February 21,2002. 4. Douglas G. Graham, Executive Director, West Elgin Community Health Centre, requesting the second disbursement of the grant from the County be issued as soon as possible. The following recommendation was adopted respecting Correspondence Item #1 : Council noted that this issue is very important and that MPP Ernie Hardeman is holding a meeting on Friday in Tillsonburg to discuss the situation concerning the rail line. Moved by Councillor Habkirk Seconded by Councillor Faulds THAT Correspondence Item #1 be deferred to the next County Council meeting. - Carried. The following recommendation was adopted respecting Correspondence Item #2: Moved by Councillor VanBrenk Seconded by Councillor Rock THAT the Corporation of the County of Elgin renew its membership with the Dutton and Dunwich Chamber of Commerce for 2002. - Carried. Moved by Councillor Habkirk Seconded by Councillor Faulds THAT Correspondence Item #3 be received and filed. - Carried. The following recommendation was adopted respecting Correspondence Item #4: Moved by Councillor VanBrenk Seconded by Councillor Faulds THAT the Corporation of the County of Elgin advance the grant funds for 2002 immediately to the West Elgin Community Health Centre. - Carried. Correspondence for Information 1. Government of Canada NEWS RELEASE, announcing the results of the new business study "Competitive Alternatives: Comparing Business Costs in North America, Europe, and Japan". County Council 8 February 12, 2002 2. Ontario and Federal Government Programs Guide (2002), with Order Form for the "Grants and loans information for all business located in Ontario" publication. 3. Tracey Bell, Ruth Carmichael, and Rhonda Emery, Client Services Advisor, Government Information Centre London, introducing the Information Centre and outlining the services provided. 4. Ann Mulvale, AMO President, with conference registration forms and accommodation reservation information for the 2002 AMO Annual Conference August 18-21, 2002. 5. ROMAlOGRA Combined Conference Workshop Line-up for February 2002. 6. James Wilgar, Pentagon Capital Partners Inc., with information concerning AIM PowerGen Corporation, a Canadian-based wind-power generation company located in the Haldimand-Norfolk-Brant and Elgin-Middlesex area. 7. Pat Vanini, Director of Policy and Government Relations, Association of Municipalities of Ontario, concerning Council's resolutions regarding exempting municipalities from paying filing and enforcement fees to Small Claims Courts and Superior Courts of Justice. 8. Debbie Laman and Heather Whyte, St. Joseph's Health Care, with information on the role of the Emergency Care Program Transfer Steering Committee and the Emergency Program Transfer. 9. Jack Layton, President, Federation of Canadian Municipalities, with a list of the FCM Board Members for Ontario. 10. Ted Garrard, Vice-President, Friends of the Games, 2001 Canada Summer Games Alliance Partners, thanking the County for their financial gift and support of the event. 11. Honourable Tony Clement, Minister of Health and Long-Term Care, acknowledging Council's resolutions concerning: 1) the medical practitioner shortage in Ontario; 2) medical school tuition fees. 12. RA Fowler, Secretary, Ontario Property and Environmental Rights Alliance, with information concerning the Alliance and a newsletter update. 13. Honourable Chris Hodgson, Minister of Municipal Affairs and Housing, acknowledging Council's resolution concerning the Provinces' role in the proposed federal affordable housing program. Moved by Councillor Rock Seconded by Councillor Crevits THAT Correspondence Items #1-13 be received and filed. - Carried. OTHER BUSINESS Statements/InQuiries by Members Councillor Faulds enquired if any problems were encountered with the transfer of the 9-1-1 answering service to the OPP. The Chief Administrative Officer advised that the procedure was a seamless process and no problems were noted. The Deputy Clerk announced that the County had two rooms still available at the OGRAlROMA Combined Conference for anyone who may be interested. The constituent municipalities will be advised of the availability of the rooms. The report from the Manager of Engineering Services on the Lakeshore Line was deferred to the afternoon when Councillor Stewart would be in attendance. County Council 9 February 12, 2002 Notice of Motion - None. Matters of UrQency - None. Moved by Councillor Habkirk Seconded by Councillor Faulds THAT we do now proceed In-Camera to discuss property and personnel issues. - Carried. Councillor Stewart arrived at 12:20 P.M. Council recessed at 12:40 P.M. and reconvened at 1 :20 P.M. Moved by Councillor VanBrenk Seconded by Councillor Rock THAT we do now rise without reporting. - Carried. Lakeshore Line (County Road 42) - Road Closure - ManaQer of EnQineerinQ Services The Manager of Engineering Services reported that efforts to stabilize the erosion from Lake Erie at County Road 42 have failed. Public safety has become a concern, necessitating the closure of a portion of County Road #42. The landowners affected by the closure will be notified, by hand delivery, that a portion of the roadway will be closed. Moved by Councillor Rock Seconded by Councillor Stewart THAT a portion of Lakeshore Line (County Road #42) 634 metres from the west limit of Elgin County Road #55 for 715 metres to the east property limit of Godby Road, in the Municipality of Bayham, be closed; and, THAT this information be circulated to all emergency services, M.P.P., M.P.s, and other agencies that have an interest in this matter. - Carried Unanimously. Members of the Town of Aylmer Council and Staff attended at 1 :27 P.M. and the Chief Administrative Officer presented, by PowerPoint, an overview of County operations, challenges and opportunities. Questions were asked of County Council and staff. Members of the Town Council thanked Council for the opportunity of attending the meeting and Warden Wilson thanked them for their attendance. The Warden also urged Aylmer Council, that should they have subsequent questions, to please contact County staff for answers. Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT we do now proceed In-Camera to discuss a property matter. - Carried. Moved by Councillor Faulds Seconded by Councillor Stewart THAT we do now rise and report. - Carried. County Council 10 February 12, 2002 Staff was directed to carry out the recommendation contained in the confidential report regarding the Medical Director at Elgin Manor. Moved by Councillor Faulds Seconded by Councillor VanBrenk THAT the Acting Director of Homes and Seniors Services be authorized to maintain the current cost/meal at $4.45 in support of maintaining a reasonable and affordable cost/meal to the clients of the Meals on Wheels Program within our community. - Carried. Moved by Councillor Habkirk Seconded by Councillor Crevits THAT staff be directed to extend the current contract with the County Prosecutor for one year, effective February 27, 2002, at the current rate of $100 per hour. - Carried. Moved by Councillor Faulds Seconded by Councillor Habkirk THAT the Media Release dated February 1ih, 2002 regarding announced program cutbacks at the St. Thomas-Elgin General Hospital be approved for circulation. - Carried Unanimously. Moved by Councillor Stewart Seconded by Councillor Rock THAT the correspondence concerning provision of land erosion efforts, dated February 7, 2002, be received and filed. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Crevits THAT we adopt the recommendations of the Committee Of The Whole Council. - Carried. BY-LAWS Moved by Councillor Habkirk Seconded by Councillor Stewart THAT By-Law 02-02 "Being a By-Law to Authorize the Temporary Closure of a Portion of County Road #42 (Lakeshore Line) in the Municipality of Bayham" be read a first and second time. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Faulds THAT By-law No. 02-02 be read a third time and finally passed. - Carried. County Council 11 February 12, 2002 Moved by Councillor Rock Seconded by Councillor Habkirk THAT By-Law No. 02-03 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the February 12, 2002 Meeting" be read a first and second time. - Carried. Moved by Councillor Crevits Seconded by Councillor Stewart THAT By-Law No. 02-03 be read a third time and finally passed. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT we do now adjourn at 2:37 P.M. to meet again on March 1ih, 2002 at 9:00 AM. - Carried. Mark G. McDonald, Chief Administrative Officer. John R. Wilson, Warden.