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April 22, 2003 Minutes COUNTY OF ELGIN Tuesday, April 22, 2003 The Elgin County Council met this day at the Administration Building, at 9:08 AM. in accordance with adjournment, with all members present except Councillor Rock. Warden Wilson in the Chair Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT the minutes from the meeting held on April 8,2003 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF- None. PRESENTATIONS Warden Wilson presented a certificate and gift to Rose Lyons in recognition of 24 years of service at the Bobier Villa and extended the County's best wishes with her retirement. Moved by Councillor Mcintyre Seconded by Councillor Habkirk THAT we do now move into Committee Of The Whole Council. - Carried. Mr. Fred Galloway attended at 9:12 AM. and left at 9:45 AM. Moved by Councillor Habkirk Seconded by Councillor Crevits THAT we do now proceed In-Camera to discuss property matters. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Habkirk THAT we do now rise and report. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT the Confidential Report entitled "Alternate Uses for the Elgin Manor" be referred to the Township of Southwold Council for its consideration and response, by no later than July 1, 2003, with the understanding that Elgin County Council is not interested in establishing a financial partnership for the future disposition of the Elgin Manor building. - Carried. DELEGATIONS Mr. Chester Hinatsu, Director, Ontario Works, attended at 9:45 AM. to present the Ontario Works 2003 First Quarter Report. A decrease of 2.68% to the 2003 budget has resulted in a reduction to the County share of approximately $367,000. The Building Condition Assessment and Capital Reserve Study for social-housing complexes is nearing County Council 2 April 22,2003 completion and a report should be available soon. Mr. Hinatsu noted that the reduction in the capital budget was due to funds not expended in 2002 and rolled forward into 2003. Moved by Councillor Faulds Seconded by Councillor McPhail THAT the report from the Director of Ontario Works entitled "2003 First Quarter Report" be received and filed. - Carried. REPORTS Administration BuildinQ Generator - Update - ManaQer of EnQineerinQ Services The Manager of Engineering Services requested funding to hire a consultant to provide a review of the load requirements necessary to power up the rooms for the Emergency Operations Centre. The report was deferred to later in the day to allow time for staff to contact the firm who installed the current generator and request reports for load requirements for the various rooms. 2002 Lower-Tier Maintenance Costs and Maintenance Summary - ManaQer of EnQineerinQ Services Moved by Councillor Habkirk Seconded by Councillor Faulds THAT the report "2002 Lower-Tier Maintenance Costs and Maintenance Summary" dated April 9, 2003, from the Manager of Engineering Services be received and filed. - Carried. EnQineerinQ Services Pickup Truck - ManaQer of EnQineerinQ Services Moved by Councillor McPhail Seconded by Councillor Mcintyre THAT a 2003 Ford F-150 be leased from Talbot Ford Lincoln for their submitted up-front one-lease-payment price of $15,507.61, inclusive of all taxes and fees; and, THAT $6,000.00 be allocated from the Engineering Services Operations Account for Vehicle Expenses and the remainder of the funds ($9,507.61) be allocated from the Vehicle Purchase Reserve. - Carried. Council took a break at 10:20 AM. and reconvened at 10:36 AM. Task Force Recommendations - Chief Administrative Officer The Chief Administrative Officer noted there are 31 Category "A" recommendations and not 27 as indicated in the report. Moved by Councillor VanBrenk Seconded by Councillor Habkirk THAT the Chief Administrative Officer be authorized to oversee the implementation of the thirty-one (31) Category 'A' Task Force recommendations and a progress report be provided to County Council; and, THAT the Chief Administrative Officer be authorized to direct the Category 'B' recommendations to the respective Bargaining Agents and the outcome of discussions with the Agents be reported to County Council; and, County Council 3 April 22,2003 THAT the Chief Administrative Officer be authorized to recall the Purchasing, Temporary Pool, Staff Recognition, Scheduling, and Communications Task Forces, and request their participation to further explore and develop possible long-term strategies for the Category 'c' recommendations and to ensure that no recommendations have been missed for presentation to County Council; and further, THAT the Warden and the Chief Administrative Officer report details of the April 10, 2003 report, 'Task Force Recommendations' and Council's decision to all Homes' staff and Bargaining Agents. - Carried. Provincial Offences AlonQ the 401 Corridor - Chief Administrative Officer The Chief Administrative Officer advised Council that a directive from the Province requires that fines for traffic infractions collected along the 401 corridor be returned to the Municipality of Chatham-Kent. Staff have prepared a brief for presentation to the Minister of the Attorney General requesting that the funds be returned to Elgin for incidents occurring within the geographic boundaries of the County. Council consensus was that the Warden, the three west-end Mayors, and the Chief Administrative Officer would present the brief once a meeting date with the Minister has been established. Moved by Councillor Faulds Seconded by Councillor Mcintyre THAT the attached brief to the Minister of the Attorney General on POA activity along the 401 corridor be endorsed and the assistance of Mr. Steve Peters, M.P.P., be engaged to help resolve the matter. - Carried. Councillor McPhail noted that a de-amalgamation group in Chatham-Kent has gained much interest from citizens unhappy with the forced decisions by the Province. The Emergency Measures Co-Ordinator entered Chambers at 10:50 AM. and introduced AI Smith, the new County Emergency Management Co-Ordinator. DeleQation The Emergency Measures Co-Ordinator introduced Mr. Marv Rubinstein, IBI Group. Mr. Rubinstein presented the Land Ambulance Service Delivery Options and Review of Ambulance Stations. Two models were reviewed, those being, the issuing of a competitive RFP, and providing an in-house service. Questions were asked by Council, some of which were: the need for and responsibilities of an Ambulance Administrative Co-ordinator (noting that the position would include other functions as required); companies who could offer competitive bids; quick selection of ambulance operator(s); and capital costs of stations. Councillor McPhail was excused at 11 :50 AM. to attend an appointment. Moved by Councillor McPhail Seconded by Councillor Mcintyre THAT, based on the assessment contained in the Land Ambulance Service Delivery Options and Review of Ambulance Stations report, dated April 7,2003, from the IBI Group, the following be adopted: THAT Option 3b, to consolidate the County's two ambulance operations and issue a competitive RFP to secure the services of a single ambulance operator, be endorsed. The operator is to assume responsibility for the County's consolidated ambulance operation upon expiry of the current term of contracts on December 31, 2003; and, THAT the existing two ambulance operators be notified of this decision, in writing, at the earliest opportunity; and, County Council 4 April 22,2003 THAT the Ministry of Health and Long Term Care be notified of this decision; and, THAT staff be authorized to commence an RFP process to implement the decision of Council. The process to be targeted for completion by July 31, 2003, or sooner, in order to provide the successful bidder time to implement the transition by December 31, 2003. Transition activities are to include: staff recruitment, resolution of issues pertaining to labour, ambulance operator certification (if applicable), refinement of operational policies, access to stations, as well as other items; and, THAT the terms of the RFP shall be structured so as to request the bidders to identify as part of their submission: a) a suitable location within St. Thomas to replace the existing hospital ambulance station and; b) as a value added component, the cost to operate a single paramedic response unit; and, THAT staff be directed to amend the ambulance contract, to define clearly, the County's expectations of the operator. The terms should reflect pay-for-performance and a draft of the contract shall be included in the RFP. The Contract shall be finalized through negotiations with the successful proponent; and further, THAT staff be authorized to recruit one additional full-time position, an Ambulance Administrative Co-ordinator, to assist in the administration and oversight of the Ambulance Service Contract. - Carried. The Warden thanked the delegation for the presentation and Mr. Rubinstein left the Chambers at 11 :57 AM. RFP for Off-the-Shelf Products for new EIQin Manor- Director of Homes and Seniors Services The Director of Homes and Seniors Services noted that a condition of purchase for the bed system would be that the supplier ensures compatibility with the Nurse Call system. Moved by Councillor Mcintyre Seconded by Councillor Crevits THAT staff workstations, twelve (12) chairs and three (3) folding tables be purchased from P.O.1. at a total cost of $2,140.02, plus applicable taxes, to be allocated from the building project's furnishings and equipment envelope; and, THAT four (4) domestic refrigerators, three (3) compact refrigerators, one (1) upright frost- free freezer and one (1) electric range be purchased from Mudge's at a total cost of $4,791.00 plus applicable taxes, to be allocated from the building project's furnishings and equipment envelope; and, THAT one (1) each of exercise tablemat, upright bike and space saver staircase be purchased from Sammons at a total cost of $4,780.00, to be allocated from the building project's furnishings and equipment envelope; and, THAT twenty (20) staff lounge chairs and seating for the multi-purpose room be purchased from Lovers At Work at a total cost of $1 ,523.58 plus applicable taxes, to be allocated from the building project's furnishings and equipment envelope; and, THAT the bed monitoring system be purchased from Sammons at a total price of $4,176.00 plus applicable taxes only if the system is compatible with the nurse call system, and the costs to be allocated from the building project's furnishings and equipment envelope. - Carried. County Council 5 April 22,2003 Terrace LodQe Compliance InvestiQation - Director of Homes and Seniors Services Moved by Councillor VanBrenk Seconded by Councillor Faulds THAT the report "Terrace Lodge - Compliance Investigation" dated April 11 ,2003, from the Director of Homes and Seniors Services be received and filed. - Carried. Council recessed at 11 :59 AM. and reconvened at 1 :00 P.M. 2003 Revised BudQet - Director of Financial Services Council previously directed staff to review the confidential compliance matters at Terrace Lodge, the confidential Human Resources Plan for the new Elgin Manor and the Capital Budget to eliminate some expenditures in order to result in the adopted 4.99% budget increase. Staff was directed to report later on the specifics of the program for Enhanced Activation, once implemented, Moved by Councillor Habkirk Seconded by Councillor Faulds THAT the Director of Homes and Seniors Services develop an Enhanced Activation program to be introduced as a test project for one year only; and, THAT at the end of the one-year period, a report be provided to Council detailing the tangible results of the program in order for Council to determine the future of said program; and, THAT the 2003 Engineering Capital Projects, Road 16 Resurfacing (14 to Fingal- 5.8 km) - $380,000 and Robbins Bridge Removal and EA - $100,000 be charged to the Special Circumstances Reserve; and, THAT staff prepare a report outlining the consequences of closing the Terrace Lodge pool; and, THAT the 2003 Capital Projects as presented be approved; and, THAT the 2003 Revised Budget be approved thereby incorporating the matters addressed in the confidential Ministry Annual Review of Terrace Lodge and the confidential Human Resources Plan for the new Elgin Manor. - Carried. Accident Summary for 2002 - Human Resources Co-ordinator Moved by Councillor Habkirk Seconded by Councillor Crevits THAT the report "Accident Summary for 2002" dated April 14, 2003, from the Human Resources Co-ordinator be received and filed. - Carried. Workplace Safety and Insurance Board - ProQram of Care - Human Resources Co-ordinator Moved by Councillor Stewart Seconded by Councillor Mcintyre THAT the report "Workplace Safety and Insurance Board - Program of Care" dated April 14, 2003, from the Human Resources Co-ordinator be received and filed. - Carried. County Council 6 April 22,2003 Potential Workplace Safety and Insurance Risk - Human Resources Co-ordinator Council discussed at length what is involved in assuming the risk for student/volunteers and the potential liability should a workplace accident occur. Moved by Councillor VanBrenk Seconded by Councillor Crevits THAT participation in programs, such as Human Resources Development Canada's Job Trial Program, Ontario Works Job Creation Program, and the Library's CAP initiatives, continue despite the potential risks for a Workplace Safety and Insurance Board claim. - Carried. EIQin Manor Rebuild Proiect - Director of Financial Services Moved by Councillor Faulds Seconded by Councillor Stewart THAT the report "Elgin Manor Rebuild Project" dated April 16, 2003, from the Director of Financial Services be received and filed. - Carried. Administration BuildinQ Generator - Update - ManaQer of EnQineerinQ Services This report was deferred from this morning. The Manager of Engineering Services indicated he would report to Council on this matter at the next meeting, as the person who worked on the project is retired and could not be reached by telephone at this time. Moved by Councillor Mcintyre Seconded by Councillor Crevits THAT the report "Administration Building Generator - Update" dated April 8, 2003 from the Manager of Engineering Services be deferred to the next Council meeting. - Carried. CORRESPONDENCE Correspondence for Consideration 1. Janis Lankester, Clerk, Haldimand County, with a resolution concerning the Municipal Septage Strategy. 2. Cynthia O'Neill, CEO & President, Junior Achievement London & District Inc., requesting financial support for the "Economics of Staying in School" program. 3. Beverley Wright, President, St. Thomas & District Labour Council, thanking Councillor VanBrenk for attending a recent meeting which discussed changes at the St. Thomas Elgin General Hospital and requesting the opportunity to discuss the issue of Medicare with County Council at some time in the future. 4. Perry Clutterbuck, Elgin Tourist Association, requesting appointment of Mary Pfeffer as the County Agricultural Representative on the Elgin Tourist Association. 5. Beverley Wright, President, St. Thomas & District Labour Council, with a resolution concerning "Full Public Disclosure and Commitment to No Sweat Policy". 6. Scott Anderson requesting a donation to "Heather's Dream 3" charity auction to be held April 27. The following recommendation was adopted respecting Correspondence Item #1 : County Council 7 April 22,2003 Moved by Councillor Habkirk Seconded by Councillor Faulds THAT the Elgin County Council supports the resolution from Haldimand County requesting the Ministry of the Environment to reconsider the proposed five year phase-out of land application of untreated septage. - Carried. The following recommendation was adopted respecting Correspondence Item #2: Moved by Councillor Habkirk Seconded by Councillor VanBrenk THAT Correspondence Item #2 be received and filed. - Carried. The following recommendation was adopted respecting Correspondence Item #3: Moved by Councillor Habkirk Seconded by Councillor VanBrenk THAT Correspondence Item #3 be received and filed. - Carried. The following recommendation was adopted respecting Correspondence Item #4: Moved by Councillor Habkirk Seconded by Councillor Mcintyre THAT Elgin County Council supports and endorses the appointment of Mary Pfeffer as the County of Elgin's agricultural representative on the St. Thomas Elgin Tourist Association Board. - Carried. The following recommendation was adopted respecting Correspondence Item #5: Moved by Councillor Habkirk Seconded by Councillor VanBrenk WHEREAS it is in the interests of the Corporation of the County of Elgin (Corporation) to purchase goods and services from responsible manufacturers that provide quality products and services at a competitive price; and, WHEREAS the Corporation does not wish to do business with companies that compete by exploiting their workers; and, WHEREAS the Corporation purchases items of apparel, an industry in which there have been many recent reports of workers rights abuses and sweatshop conditions, such as poverty wages, excessive hours of work, discrimination, abusive treatment, child labour, and failure to provide statutory benefits; and, WHEREAS the spread of sweatshop practices in the apparel and related industries threatens the jobs and working conditions of all manufacturing workers; and, WHEREAS sweatshop abuses flourish when the conditions of workers are hidden; and, WHEREAS pressure from institutional purchasers such as governments is an effective way to combat sweatshop practices; and, County Council 8 April 22,2003 WHEREAS the Corporation chooses to allocate its purchasing dollars in order to enhance, rather than degrade, the economic and social well being of the Corporation. THEREFORE, BE IT RESOLVED THAT the Council of the Corporation of the County of Elgin requires all suppliers of apparel or textile goods and services and all trademark licenses to provide the names, addresses and contact information of each subcontractor and manufacturing facility to be used in the production of products or rendering of services to the Corporation and its Agencies, Boards, Commissions or Authorities. This information shall be considered as public information; and, BE IT FURTHER RESOLVED THAT the Council of the Corporation of the County of Elgin commit to the adoption of a No Sweat procurement policy within the next year; and, THAT the policy shall ensure that all aforementioned products and services purchased by the Corporation, whether produced in Canada or abroad, are manufactured in accordance with local labour laws and international labour standards of the International Labour Organization Conventions regarding wages, hours of work, workplace health and safety, discrimination, forced labour, child labour, freedom of association and collective bargaining and any other relevant conventions; and further, THAT a No Sweat procurement policy shall be developed in consultation with the Corporation Purchasing Co-Ordinator, the district labour council, employee unions and other interested community groups and citizens, for review by County Council prior to adoption. - Carried. The following recommendation was adopted respecting Correspondence Item #6: Moved by Councillor Habkirk Seconded by Councillor Stewart THAT Elgin County Council donate a County golf shirt and a package of golf balls to the silent auction for "Heather's Dream". - Carried. Items for Information - (Consent AQenda) 1. Steve Peters, M.P.P., Elgin-Middlesex-London, supporting Council's resolutions to: 1) Honourable Helen Johns, Minister of Agriculture and Food, concerning proposed Nutrient Management Act regulations; 2) Honourable Tony Clement, Minister of Health and Long-Term Care, with an "Open Letter" to the Minister concerning funding to Community Health Care Centres. 2. Andy Mitchell, Secretary of State (Rural Development) (Federal Economic Development Initiative for Northern Ontario), regarding funding under the Canada- Ontario Infrastructure Program. 3. Paavo Kivisto, Deputy Minister of Labour, responding to Council's resolution concerning the development of an active auto strategy for Canada. 4. Federation of Canadian Municipalities, Members Advisory, "FCM Urges Municipal Government to Participate in National Antenna Tower Policy Review". 5. Bev Brasier, Buffett Taylor & Associates Ltd., re: Maritime Life to Assume the Business of Liberty Health. 6. Thank you card from the Habkirk Family. 7. Molson Local Heroes, with information on a neighbourhood-based program in which Molson provides funding to help repair, revamp or revitalize existing adult recreational facilities in communities. County Council 9 April 22,2003 8. Phyllis Ketchabaw, Clerk, Town of Aylmer, with a resolution concerning shotgun hunting of deer in Wildlife Management areas. 9. Honourable Gar Knutson, M.P., Elgin-Middlesex-London, advising that Port Burwell lake road remedial work project does not qualify for funding through the Strategic Highway Infrastructure Program (SHIP). 10. P.J. Leack, City Clerk, City of St. Thomas, with a resolution concurring to the "Sale of the 1992 Reserve Ambulance". Moved by Councillor Habkirk Seconded by Councillor Mcintyre THAT Correspondence Items #1-10 be received and filed. - Carried. OTHER BUSINESS Statements/InQuiries by Members - None. Notice of Motion - None. Matters of UrQency - None. Moved by Councillor Habkirk Seconded by Councillor Stewart THAT we do now move In-Camera to discuss personnel issues. - Carried. Council took a break at 2:02 P.M. and reconvened at 2:12 P.M. Councillor McPhail was in attendance. Staff except for the Chief Administrative Officer were excused at 2:59 P.M. Moved by Councillor Faulds Seconded by Councillor Habkirk THAT we do now rise and report. - Carried. Moved by Councillor Crevits Seconded by Councillor Habkirk THAT the confidential report "Grass Cutting at the Homes" dated April 8, 2003, be approved and staff be directed to continue with the practice utilized in 2002 for Bobier Villa, Elgin Manor, and Terrace Lodge, the costs of which to be allocated from the Homes' approved 2003 Operating Budgets for purchased services. - Carried. Moved by Councillor McPhail Seconded by Councillor Mcintyre THAT IBI Group be engaged to prepare a Request for Proposal to secure a Land Ambulance Operator for the County of Elgin at an upset limit of $29,500 plus applicable taxes, with the costs to be allocated from the Mill Rate Stabilization Reserve. - Carried. County Council 10 April 22, 2003 Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT we do adopt the recommendations of the Committee Of The Whole Council. - Carried. BY-LAWS Moved by Councillor Crevits Seconded by Councillor Faulds THAT By-Law No. 03-16 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the April 22, 2003 Meeting" be read a first and second time. - Carried. Moved by Councillor Stewart Seconded by Councillor Mcintyre THAT By-Law No. 03-16 be read a third time and finally passed. - Carried. Moved by Councillor Habkirk Seconded by Councillor Crevits THAT we do now adjourn at 3:25 P.M. to meet again on May 13, 2003 at 9:00 AM. - Carried. Mark G. McDonald, Chief Administrative Officer. John R. Wilson, Warden.