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September 24, 2002 Minutes COUNTY OF ELGIN Tuesday, September 24, 2002 The Elgin County Council met this day at the Administration Building, at 9:06 AM. in accordance with adjournment, with all members in attendance except Councillor Crevits. Warden Wilson in the Chair. Moved by Councillor Habkirk Seconded by Councillor Mcintyre THAT the minutes of the meeting held on September 10, 2002 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF- None. DELEGATION Ms. Karen Chan, Director, Ontario's Promise, attended at 9: 10 A M. to present background information on "The Partnership for Children and Youth - Ontario's Promise". Ms. Chan presented a short video which outlined the five promises to Ontario's children: a healthy start; an adult who cares; safe places to learn and grow; the tools to succeed and a chance to make a difference. Ms. Chan left information packages and Warden Wilson requested that the Councillors refer the handout to their local Councils for discussion. Warden Wilson thanked the delegation for attending and Ms. Chan left at 9:35 AM. Moved by Councillor Rock Seconded by Councillor Habkirk THAT we do now move into Committee Of The Whole Council. - Carried. REPORTS Application for Minor Exception. Lot 4. Concession 7. Township of Malahide - Tree CommissionerlWeed Inspector The Tree Commissioner explained that the two areas, totaling 0.22 hectares, would be cleared to create an area for tee-off blocks for a proposed golf course. The neighbours and Catfish Creek have been contacted and have no concerns. There will be 375 trees replanted around the golf course to replace those removed. Moved by Councillor Faulds Seconded by Councillor VanBrenk THAT the application for Minor Exception to the Trees Act from Mr. Karl Row, Lot 4, Concession 7, Township of Malahide, to clear approximately 0.22 hectares of woodlands for the construction of a golf course be approved, subject to 375 trees being replanted or an equivalent donation being made to a local conservation heritage association. - Carried. The Tree Commissioner left at 9:43 AM. Thames Valley District Health Council - Annual Report- Councillor Habkirk Councillor Habkirk noted that in seven of the past fourteen years an Elgin County resident has been named Chair of the Thames Valley District Health Council. Councillor Habkirk reported that the St. Thomas-Elgin General Hospital is on the list for possible designation as a stroke protocol centre. County Council 2 September 24, 2002 Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT the annual report of the Thames Valley District Health Council be received and filed. - Carried. EIQin-St. Thomas Health Unit Annual Report - Councillor Mcintyre Councillor Mcintyre highlighted various items of the report and it was noted that the Health Unit hopes the community will take advantage of the free flu shots offered. Moved by Councillor Rock Seconded by Councillor Faulds THAT the annual report of the Elgin-St. Thomas Health Unit be received and filed. - Carried. Warden's BanQuet Councillor Rock presented the 2002 Warden's Banquet report. Moved by Councillor VanBrenk Seconded by Councillor Mcintyre THAT the annual Warden's Banquet be held at the Springfield Lion's Club Hall on Friday, November 15, 2002, with the social hour from 5:30 - 6: 15 p.m. and the banquet beginning at 6:30 p.m.; and, THAT all other costs and items be approved as detailed on the attached spreadsheet; and, THAT the charge for each purchased ticket be set at $15.00, to cover the cost of the meal, taxes and gratuities; and further, THAT County Councillors and Officials dress in standard Council attire. - Carried. Council took a break at 9:58 AM. and reconvened at 10:11 AM. EnQineerinQ Services for Terrace LodQe Home for the AQed - ManaQer of EnQineerinQ Services The Manager of Engineering Services advised that staff had met with the low tenderer, checked references and is satisfied the firm can meet the requirements of the job. The building is heated by electricity and the possibility of changing to natural gas would be considered in the engineering analysis. Moved by Councillor Habkirk Seconded by Councillor Faulds THAT Peter T. Mitches & Associates Limited be awarded the contract for Engineering Services for heating, ventilation, air conditioning, automatic sprinkler systems, fire alarm, and voice communications at Terrace Lodge at their price of $40,874.00; and also, THAT $10,000.00 from the approved Capital budget for engineering services be allocated to a legal survey of Terrace Lodge which will include the building and service locations (water, sewage, etc.). - Carried. County Council 3 September 24, 2002 Museum Renovation Contract - ManaQer of EnQineerinQ Services The Manager of Engineering Services noted that the scope of work originally planned has changed greatly in order to make the entire building accessible to disabled persons. Consensus was that the entire project needs to be revisited to address accessibility issues and to determine whether the building structure could handle the significant amount of renovations it would take to bring the facility into compliance and whether the cost to do the project would be feasible. Moved by Councillor Habkirk Seconded by Councillor VanBrenk THAT a working group be established to examine the Museum Renovation project in detail and report back to Council by November 1; and, THAT the report from the Manager of Engineering Services dated September 5, 2002 entitled Museum Renovation Contract be approved. - Carried. V.O.N. Volunteer ProQrams - EIQin. Dinner and Silent Auction - Director of Homes and Seniors Services Moved by Councillor Faulds Seconded by Councillor Rock THAT the Warden, on behalf of County Council, forward one (1) copy of the Tremaine's Atlas, signed by County Councillors, to the Victorian Order of Nurses Volunteer Programs - Elgin, for their 5th Annual Dinner and Silent Auction to be held on October 18, 2002. - Carried. EIQin Manor Redevelopment Process - Director of Homes and Seniors Services The Director of Homes and Seniors Services report that she is working with the Thames Valley District Health Council to identify a possible use for the undesignated 15 bed unit at the new Elgin Manor. Possibilities are: a stroke protocol unit, palliative care, respite care or some other service that would not duplicate a program already available in the community. Moved by Councillor Habkirk Seconded by Councillor Rock THAT the report "Elgin Manor Redevelopment Process", dated September 13,2002, presented by the Director of Homes and Seniors Serviced be approved as presented. - Carried. FundinQ IneQuities in LonQ-Term Care - Director of Homes and Seniors Services Moved by Councillor Faulds Seconded by Councillor VanBrenk THAT the Warden, on behalf of County Council, forward the "Funding Inequities in Long- Term Care, June 2002 Backgrounder", as provided by the Ontario Association of Non- Profit Homes and Services for Seniors, to our M.P.P., Mr. Steve Peters, to present to the Provincial Government prior to its 2003 budget discussions. - Carried Unanimously. County Council 4 September 24, 2002 Ontario Works - July 31. 2002 - Director of Financial Services The Director of Financial Services advised Council that the City of St. Thomas has over- invoiced the County by $77,709 for Ontario Works programs. The City will reduce the next invoice to the County by this amount and will take a look at their estimation practices to avoid potential over-payments in the future. Moved by Councillor Mcintyre Seconded by Councillor Rock THAT the report "Ontario Works - July 31,2002", dated September 12,2002, presented by the Director of Financial Services, be received and filed. - Carried. Rodney Ambulance Service Ltd. 2002 BudQet - Director of Financial Services Moved by Councillor Rock Seconded by Councillor Stewart THAT the dollars apportioned to the Rodney Ambulance Service Ltd. in the 2002 approved budget for ambulance services be reduced by $9,115 from $789,540 to $780,425; and, THAT the monthly payments to Rodney Ambulance Service be reduced to recover any overpayments to date; and, THAT the City of St. Thomas be apprised of the reduction to the budgeted amount. - Carried. EIQin Tourist Association - TODS SiQnaQe - Director of Financial Services Councillors noted that the signage on the 401 is difficult to see and the depictions on the signs are too "busy". Discussion ensued regarding the sign format and investigation of the location on the 401 for 2003. The County's representative on the Elgin Tourist Association Board will be requested to discuss this issue with the Board. Moved by Councillor Habkirk Seconded by Councillor McPhail THAT the County of Elgin reimburse St. Thomas-Elgin Tourist Association annual TODS signage maintenance fees for the year 2002, at the customary 60/40% split; and, THAT, since these signs specifically advertise the City and County, that the St. Thomas- Elgin Tourist Association be encouraged to contact the City of St. Thomas to receive reimbursement for the City's share of the cost. - Carried. Interim Report for 2002 Capital Projects - AccountinQ Clerk. Financial Services Moved by Councillor VanBrenk Seconded by Councillor Mcintyre THAT the "Interim Report for 2002 Capital Projects" dated September 12,2002, from the Director of Financial Services be received and filed. - Carried Archives - Grand OpeninQ and Reference Room Hours - Archivist The Archivist announced that the Grand Opening for the new Archives facility is set for November 8,2002 at 1 :30 P.M. Additional details of the Opening will be forwarded at a future date. County Council 5 September 24, 2002 Moved by Councillor Habkirk Seconded by Councillor Faulds THAT the Grand Opening of the Elgin County Archives take place on Friday, November 8th, 2002 at 1 :30 P.M.; and, THAT the Archives Reference Room be open to the public commencing the week of November 11th, 2002, during the following hours: Monday Tuesday - by appointment only between 10:00 AM. and 4:00 P.M. - 10:00 AM. - 4:00 P.M. - 6:00 P.M. to 9:00 P.M. (by appointment only) Wednesday - 10:00 AM. - 4:00 P.M. Thursday - 10:00 AM. - 4:00 P.M. Friday - 10:00 AM. - 4:00 P.M. - Carried Unanimously. Corporate Software Review - ManaQer of Information TechnoloQies The Manager of Information Technologies reported that each department would be surveyed to determine their software requirements and a report would be forthcoming. Moved by Councillor Habkirk Seconded by Councillor Faulds THAT the Manager of Information Technologies be authorized to initiate a Corporate software evaluation project that will begin by the end of September. - Carried IT Policy Update - ManaQer of Information TechnoloQies The Manager of Information Services reported the policy requires revision to ensure IT staff are the only persons installing or moving hardware. The sharing of IT related information outside the Organization and protection for the type of systems being used should be channeled through the IT Manager to survey the risks. Council directed staff to review the proposed policies, as the wording is too severe and report further. Moved by Councillor Rock Seconded by Councillor VanBrenk THAT the report "IT Policy Update" dated September 16,2002 from the Manager of Information Technology be referred back to staff to review the proposed policies regarding disciplinary and responsibility issues and report back to Council at a future meeting. - Carried. ParkinQ By-Law Update - EmerQency Measures Co-Ordinator The Emergency Measures Co-Ordinator will report to the next meeting regarding the development of a standard parking ticket and the process required for enforcement and collection. Moved by Councillor VanBrenk Seconded by Councillor Mcintyre THAT the report entitled "Parking By-Law Update" dated September 16,2002, from the Emergency Measures Co-Ordinator, be received and filed. - Carried. County Council 6 September 24, 2002 Joint Accessibility Advisory Committee - Deputy Clerk The Deputy Clerk noted that Committee minutes and information would be circulated to lower-tier municipalities, which should assist them in developing their Municipal Accessibility Plans. To date three applications have been received and staff will request that local municipalities in the east-end of the County solicit interested applicants to make committee representation "County-wide". Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT, subject to concurrence by the Council of the Municipality of Central Elgin, the following five items are hereby approved: 1. THAT a joint ElginlCentral Elgin Accessibility Advisory Committee be established; 2. THAT the joint committee shall operate in accordance with the attached Terms of Reference; 3. THAT committee members shall be reimbursed for their specialized travel arrangements or paid mileage at $.35 per kilometer; 4. THAT no per diem shall be paid, as this is a voluntary advisory committee; 5. THAT all costs for the operation of the joint committee shall be shared on an equal basis between the Municipality of Central Elgin and the County of Elgin; and, THAT a budget be established for 2003 and amounts required for 2002 be acquired from the Mill Rate Stabilization Reserve at an upset limit of $5,000.00 for the County's share of Committee operations; and further, THAT any resolution contrary to this be and is hereby rescinded. - Carried. CORRESPONDENCE Correspondence for Consideration 1. Randy Millard, C.AO.lClerk, Township of Malahide, with a request to amend the County speed limit by-law. 2. Ted Arnott, M.P.P., Waterloo-Wellington, requesting Council's support of Bill 30, the Volunteer Firefighters Employment Protection Act. 3. Alderman John Schmal, President, Federation of Canadian Municipalities, requesting support of a resolution calling on the Government of Canada to accelerate the delivery of its Clean Air Agenda. 4. Carolyn Downs, Manager Council Support/City Clerk, City of Kingston, with a resolution regarding the Hay West Initiative. The following recommendation was adopted respecting Correspondence Item #1 : The Manager of Engineering Services highlighted the issues regarding reducing the speed limit and Council discussed the potential dangers and problems at the intersection. Moved by Councillor Faulds Seconded by Councillor Rock THAT the County of Elgin amend its speed limit by-law to reflect 50 km per hour for an appropriate distance east and west of the intersection of Avon Drive and Putnam Road (County Road #37) in the Township of Malahide. - Carried. County Council 7 September 24, 2002 The following recommendation was adopted respecting Correspondence Item #2: Moved by Councillor Habkirk Seconded by Councillor Stewart THAT the Council of the County of Elgin supports the Private Member's Bill 30, the Volunteer Firefighters Employment Protection Act. - Carried. The following recommendation was adopted respecting Correspondence Item #3. Moved by Councillor Rock Seconded by Councillor Habkirk THAT the Council of the County of Elgin supports the Federation of Canadian Municipalities' position that urges the Federal and Provincial Governments to enter into a partnership with municipal governments to develop and implement programs and policies to improve air quality; and, THAT the Government of Canada follow through on their 2001 Speech from Throne to make clean air a priority and deliver its "Clean Air Agenda". - Carried. The following recommendation was adopted respecting Correspondence Item #4. Moved by Councillor Habkirk Seconded by Councillor Faulds THAT the Council of the County of Elgin supports the resolution of the City of Kingston requesting FederallProvincialleadership in providing immediate assistance programs for farmers effected by the recent drought conditions; and, THAT the Federal Government consider documenting the relief efforts of the "Hay West" initiative and using it as a basis to create a National Farm Plan to provide immediate response to similar emergencies that may occur in any part of Canada. - Carried. Items for Information - (Consent AQenda) 1. The Honourable Ernie Eves, Premier of Ontario, acknowledging Council's resolution concerning tax capping. 2. Martin Cauchon, Minister of Justice and Attorney General, acknowledging Councils' support for the Township of North Himsworth's resolution to permit municipalities to access funds raised through provincial lotteries and provincially-licensed lotteries. 3. AMO Member Communication "For Your Information" 1) Province Funds Municipalities to "CERV" Communities Better During Emergencies with Volunteers; 2) Province Proposes Safe Drinking Water Act; AMO Member Communication "ALERT' 1) Government Moves Forward With $29 Million of EMS Funding. 4. Industry Canada, with information regarding Canada-Ontario Infrastructure Program funded projects and the environmental mitigation measures and the assessment screening of the Vienna South Bridge. 5. Honourable Tony Clement, Minister of Health and Long-Term Care, acknowledging Council's resolution concerning widening the scope of practice for nurse practitioners. County Council 8 September 24, 2002 6. Lynda Millard, Clerk, Municipality of Bayham, supporting County Council's resolution concerning the reduction of Court time at Provincial Offences Court by the Attorney General for Ontario. 7. Marianne Berube, Ontario Director, Wood WORKS, with copy of correspondence to the Honourable Allan Rock, Minister of Industry Canada thanking him for support through Fed Nor funding. 8. The Honourable Lyle Vanclief, Minister of Agriculture and Agri-Food, acknowledging Council's support of the City of Kawartha's resolution concerning an enhanced long- term safety net program to aid Ontario agricultural producers. 9. Sharon Larmour, Director of FinancelTreasurer, Municipality of Central Elgin, forwarding payment of the reserve funds held for the Port Stanley Lift Bridge. 10. Dave R. McAdams, President, St. Thomas-Elgin Tourist Association, thanking County staff for their co-operation and assistance to the Tourism Co-ordinator and members of the Tourism Board. 11. Association of Municipalities of Ontario, with a registration form for the AMO 2002 Counties and Regions Conference. 12. The Honourable Chris Hodgson, Minister of Municipal Affairs and Housing, with a copy of "Ontario Smart Growth, A New Vision". 13. The Honourable Janet Ecker, Minister of Finance, and the Honourable Chris Hodgson, Minister of Municipal Affairs and Housing, with information concerning a "Tax Incentive Zones" program for municipalities pursuing economic development opportunities to meet Smart Growth opportunities. 14. National Guide to Sustainable Municipal Infrastructure, "Timely Preventive Maintenance For Municipal Roads, A Primer and Deterioration and Inspection of Water Distribution Systems'. Moved by Councillor Habkirk Seconded by Councillor VanBrenk THAT Correspondence Items #1-14 be received and filed. - Carried. Warden Wilson read a light-hearted letter addressed to Councillor McPhail from a St. Thomas resident regarding the site selection for the City Home for the Aged and comments on the new Elgin Manor. OTHER BUSINESS StatementsllnQuiries by Members Councillor Mcintyre commented on the Elgin County's Emergency Response Plan test conducted last Tuesday and commended the Warden, Mayors and staff involved, as well as volunteers, for their participation and attendance at the mock disaster. Councillor Faulds noted that the Pioneer Museum is hosting a mystery evening "Murder by the Book" at the Rosebery Place Bed and Breakfast at 7:00 P.M. on September 2ih and requested a donation from the County for the "Silent Auction" being held. Moved by Councillor McPhail Seconded by Councillor VanBrenk THAT the County of Elgin donate a signed Tremaine's Atlas for the Pioneer Museum "Silent Auction" to be held on September 27,2002. - Carried. County Council 9 September 24, 2002 Councillor Rock apprised Council on the matter of the St. Thomas Elgin General Hospital Ambulance Service not providing assistance with the 'automobile extrication simulation' at the recent Fire Muster held in St. Thomas. He noted that Lambton EMS provided assistance for this demonstration. Council directed staff to review provisions in the St. Thomas Elgin General Hospital Ambulance Service Contract pertaining to "community service" and contact the St. Thomas Elgin General Hospital Ambulance Service to review the situation and report. Notice of Motion - None. Matters of UrQency - None. Council recessed at 12:11 P.M. and reconvened at 1 :02 P.M. Mr. John Wise and Mr. Cliff Baron attended at 1 :02 P.M. and left at 1 :34 P.M. Moved by Councillor McPhail Seconded by Councillor Faulds THAT we do now proceed In-Camera to discuss property and personnel issues. - Carried. Moved by Councillor Mcintyre Seconded by Councillor Rock THAT we do now rise and report. - Carried. Moved by Councillor Habkirk Seconded by Councillor Faulds THAT a meeting be scheduled with the contractor and architect for Bobier Villa to discuss building deficiencies and report back to Council; and also, THAT the Warden, the Chief Administrative Officer, the Director of Homes and Seniors Services, the Manager of Engineering Services, and the Corporate Facilities Officer attend at this meeting. - Carried. Moved by Councillor Mcintyre Seconded by Councillor VanBrenk THAT the County of Elgin reimburse the landowner, without precedent or prejudice, the amount of $415.85 for the application of a minor variance on County Road #22, Lot 8, Concession 5, Municipality of Central Elgin; and also, THAT the Manager of Engineering Services be directed to consult with the planners and administrators of the municipalities, in order that the Official Plans and Zoning By-Laws might be amended to reflect the right of way requirements for the County of Elgin, as this would avoid the necessity for minor variances of this nature in the future. - Carried. Moved by Councillor Stewart Seconded by Councillor Faulds THAT the report entitled "Court Closures in Elgin" dated September 16, 2002 from the Emergency Measures Co-Ordinator be received and filed. - Carried. County Council 10 September 24, 2002 Moved by Councillor Rock Seconded by Councillor Mcintyre THAT the legal opinion from the County Solicitor regarding Temporary Closure of County Roads for Highway 401 Emergencies be received and filed. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT the recommendations of Committee Of The Whole Council be adopted. - Carried. BY-LAWS Moved by Councillor Habkirk Seconded by Councillor Faulds THAT By-Law No. 02-24 "Being a By-Law to Authorize Rowe Energy Corporation (Hereinafter Called 'The Grantee' and Which Term Shall Include Its Successors and Assigns), to Construct, Use and Operate Works on County Road Allowances in the County of Elgin (Hereinafter Called 'The County')" be read a first and second time. - Carried. Moved by Councillor VanBrenk Seconded by Councillor McPhail THAT By-Law No. 02-24 be read a third time and finally passed. - Carried. Moved by Councillor Faulds Seconded by Councillor VanBrenk THAT By-Law No. 02-25 "Being a By-Law to provide for the Operation of the Elgin County Pioneer Museum" be read a first and second time. - Carried. Moved by Councillor Stewart Seconded by Councillor Habkirk THAT By-Law No. 02-25 be read a third time and finally passed. - Carried. Moved by Councillor Rock Seconded by Councillor Habkirk THAT By-law No. 02-26 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the September 24th, 2002 Meeting" be read a first and second time. - Carried. Moved by Councillor McPhail Seconded by Councillor Faulds THAT By-Law No. 02-26 be read a third time and finally passed. - Carried. County Council 11 September 24, 2002 Warden Wilson noted that Information Meetings have been scheduled at the three Homes on September 25th, 2002 and will report to Council on the outcome later. Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT we do now adjourn at 2: 19 P. M. to meet again for a special meeting on October 15th, 2002 at 1 :00 P.M. - Carried. Mark G. McDonald, Chief Administrative Officer. John R. Wilson, Warden.