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February 11, 2003 Minutes COUNTY OF ELGIN Tuesday, February 11, 2003 The Elgin County Council met this day at the Administration Building, at 9:05 AM. in accordance with adjournment, with all members present. Warden Wilson in the Chair. MINUTES Moved by Councillor Habkirk Seconded by Councillor VanBrenk THAT the minutes of the meeting held on January 28, 2003 be amended to reflect that Correspondence for Consideration Item #4 on Page 7 was supported and not received and filed as indicated. - Carried. Moved by Councillor Mcintyre Seconded by Councillor Faulds THAT the minutes from the meeting held on January 28, 2003, as amended, be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF- None. DELEGATIONS Ms. Gillian Martin and Mr. Ed Vandermaarel from On-Track, attended at 9:05 AM. to present the "Save Our Station" initiative. Through the CASO Station Restoration Project, it is the intention of On-Track to return the look of the station in St. Thomas to "turn of the century". On-Track requested an initial grant from the County of $25,000 and a total of $350,000 over the next several years. Councillors noted that funding should be available through infrastructure programs and should be pursued by the City of St. Thomas and On-Track. Council agreed to refer the funding request to the County's 2003 budget deliberations. The delegation left at 9:25 AM. Ms. Beverly Wright, President, Ms. Gloria Scoyne, Board Member, St. Thomas-Elgin Second Stage Housing attended at 9:25 AM. A funding request was made in the amount of $3,500 from the County towards programs to assist women fleeing abusive relationships. Ms. Scoyne noted that at least one-third of the women in requiring housing come directly from the County. Council agreed to refer the funding request to the County's 2003 budget deliberations. The delegation left at 9:40 AM. Mr. Dave McAdams and Ms. Marg Emery of St. Thomas-Elgin Tourist Association (STETA) attended at 9:40 AM. to present their 2003 Marketing Plan, 2002 Year in Review, and several new initiatives proposed for 2003. Councillors suggested that the STET A investigate issuance of tax receipts for membership or donations to the Association and Mr. McAdams agreed to take this item to the Board for discussion. The STET A request for funding for 2003 was referred to the County's budget deliberations. The delegation left at 9:52 AM. Council took a break at 9:52 AM. and reconvened at 10:06 AM. County Council 2 February 11, 2003 Mr. Robert Musty, President, Integral Network Solutions (INS), attended at 10:07 AM. to update Council on its review of the County's Information Technology matters. Mr. Musty handed out an IT Progress Review and presented the information by PowerPoint. Connectivity, obsolete hardware and software, and IT human resources are significant issues that need to be addressed by the County. Councillors requested a copy of the questionnaire from the Town of Tillsonburg regarding residents' satisfaction with the Town's IT initiatives and Mr. Musty agreed to provide a copy to the County upon request. The Chief Administrative Officer noted a proposal from INS to continue with the County's IT Management would be presented to Council on February 18, 2003. Moved by Councillor Rock Seconded by Councillor Faulds THAT the report "IT Progress Review" dated February 11,2003, presented by Integral Network Solutions, be received and filed. - Carried. Moved by Councillor Mcintyre Seconded by Councillor Crevits THAT we do now move into Committee Of The Whole Council. - Carried. REPORTS Intersection Study Main Street/Graham Road - ManaQer of EnQineerinQ Services The Manager of Engineering Services reported that a petition had been received from residents of West Lorne requesting changes to this intersection, which has been ongoing for the past ten years. Moved by Councillor Habkirk Seconded by Councillor Mcintyre THAT the Municipality of West Elgin be requested to move the information sign on the southeast corner of Graham Road and Main Street westerly; and further, THAT Part "B" of By-Law No. EG1 (01-40), known as the Parking By-Law, be amended as follows: 1.0 County Road #2 (Pioneer Line) east of Graham Road on the north side of Road #2 for a distance of 34 metres. 1.1 County Road #2 (Pioneer Line) east of Graham Road on the south side of Road #2 for a distance of 18.5 metres. 1.2 County Road #2 (Pioneer Line) west of Graham Road on the north side of Road #2 for a distance of 22 metres. 1.3 County Road #2 (Pioneer Line) west of Graham Road on the south side of Road #2 for a distance of 43 metres. 15.0 County Road #76 (Graham Road) north of Pioneer Line on the east side of Road #76 for a distance of 17 metres. 15.1 County Road #76 (Graham Road) north of Pioneer Line on the west side of Road #76 for a distance of 17 metres. 15.2 County Road #76 (Graham Road) south of Pioneer Line on the east side of Road #76 for a distance of 23.5 metres. 15.3 County Road #76 (Graham Road) south of Pioneer Line on the west side of Road #76 for a distance of 23.5 metres. - Carried. County Council 3 February 11, 2003 Museum Renovations - Update and ReQuest for Lease Extension - ManaQer of EnQineerinQ Services Warden Wilson noted he had copies of the full report on the renovations with all options listed if Councillors wished to look at it. Councillor Faulds reviewed the rationale of the request for renovations to the Museum, as well as, the layout of the downtown location where the Museum operations is currently housed. He further indicated that most of the Museum Board members were in favour of a new building location. Councillors did not feel it was a wise expenditure to invest $400,000-$500,000 as an interim measure when it does not solve the accessibility issues. Council requested the matter be referred back to Management to investigate the feasibility of a new structure to house Archives, the Pioneer Museum, possibly with the Military Museum, and other partnerships. It was noted that the approved funding from SuperBuild may be withdrawn, as this is an entirely different project scope. Council instructed staff to send a letter to each group who commented on the Museum renovations, thanking them for their input and indicating that Council wants to make the right decision the first time for the future and will be investigating other alternatives. Moved by Councillor Rock Seconded by Councillor McPhail THAT the Warden and the Chief Administrative Officer be authorized to sign an extension to the lease for property at 449-453 Talbot Street, occupied by the Elgin County Pioneer Museum, for six months to September 1, 2003 at the rate of $2,500 per month, under the existing terms and conditions. - Carried. Moved by Councillor Stewart Seconded by Councillor VanBrenk THAT the report from the Manager of Engineering Services dated January 6, 2003 entitled "Museum Renovations - Update" be referred to administration for review and investigation of alternatives, including combined uses, for location of the Elgin County Pioneer Museum and report to Council at a future date. - Carried. Case-Mix Index (CMI) Results - Director of Homes and Seniors Services Bobier Villa received a poor rating and the Ministry of Health has agreed to revisit and audit again the level of care, due to technological problems encountered by Bobier Villa staff at the time of the first review. Moved by Councillor Habkirk Seconded by Councillor Faulds THAT the report entitled "Case-Mix Index (CMI) Results" dated February 3,2003, from the Director of Homes and Seniors Services, be received and filed. - Carried. Annual Compliance Report - EIQin Manor - Director of Homes and Seniors Services The Director of Homes and Seniors Services noted that all front line staff were given the opportunity to meet with the Compliance Officer for a debriefing meeting following the on- site review. Moved by Councillor VanBrenk Seconded by Councillor Crevits THAT the report entitled "Annual Compliance - Elgin Manor" dated January 27,2003, from the Director of Homes and Seniors Services be received and filed; and, County Council 4 February 11, 2003 THAT Ms. Sherriff, Mrs. Vandevenne, Mrs. Beavers, Mr. Moniz and the Elgin Manor staff be acknowledged for their continued efforts to ensure that resident care, programming and services meets or exceeds Ministry standards. - Carried. SesQuicentennial Publication - County Archivist The County Archivist reported that this is the final Sesquicentennial project and that 100 copies were produced "in-house". A copy of the publication was circulated for Councillors to review. Moved by Councillor Faulds Seconded by Councillor Rock THAT the publication "Documenting Our Roots"; A Sesquicentennial History of the County of Elgin, 1852-2002, be made available for public sale at a price of $25.00 each; and, THAT complimentary copies be provided to the County's Member of Parliament, Member of Provincial Parliament, and other officials as determined by Council. - Carried. Tender for DiQital Copiers/Document ManaQement Software - County Archivist The County Archivist reported that some photocopiers in use have outlived their life span and staff has researched options to include document management, for future requirements of the County. The new software would make documents available in electronic format for anyone searching the system. It was emphasized that the tender would be issued for lease or purchase of equipment. Moved by Councillor Rock Seconded by Councillor Faulds THAT a tender be issued for the lease or purchase of four digital copier units with integrated copying, scanning, faxing, electronic mail and document management capabilities; and, THAT $100,000 plus applicable taxes be allocated in the 2003 capital budget request for this purpose; and, THAT the County's Information Technology Department be authorized to assist with the installation of this technology and software. - Carried. Fire Alarm System/Belmont Library - ManaQer of Library Services The Manager of Library Services noted that the Municipality of Central Elgin has agreed to install the fire alarm system in the Belmont Library. Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT a 24-hour fire alarm monitoring system be installed in the Belmont Library; and, THAT Central Elgin make the necessary arrangements with Edwards Service Division; and, THAT the cost of $750 plus taxes be included in the 2003 Library budget. - Carried. County Council 5 February 11, 2003 Up-staffinQ EIQin-St. Thomas Ambulance Services - EmerQency Measures Co- ordinator Members of the Land Ambulance Technical Advisory Committee were also in attendance. The Emergency Measures Co-ordinator noted that staffing for 'call-backs' is a particularly problematic issue, as well as, response times in the eastern end of the County. Moved by Councillor VanBrenk Seconded by Councillor Habkirk THAT the St. Thomas-Elgin General Hospital Ambulance Service (STEGHAS) up-staff the Sunday 1500-2300 shift at a cost of $14,493.26 ($7,246.63 Ministry portion, $4,347.98 County portion, and $2,898.65 City portion); and, THAT, from April to June, the STEGHAS phase-in a temporary up-staff of the Aylmer station from 1700-0900 at a cost of $289,623.08 ($144,811.54 Ministry portion, $86,886.92 County portion, and $57,924.62 City portion); and, THAT the Aylmer service be monitored until December 31,2003 to determine the validity of the up-staff; and, THAT the 2300-0700 call-back shift at the STEGHAS be maintained and monitored until December 31, 2003 to determine the effects of the Aylmer up-staff and whether on-site staffing of this shift is required; and, THAT the Rodney Ambulance Service (RAS) temporarily up-staff the Rodney station daily from 1900-0700 at an annual cost of $246,000 ($1123,000 Ministry portion, $73,800 County portion, and $49,200 City portion); and, THAT the RAS be monitored until December 31,2003 to determine the impact and validity of the up-staff; and, THAT the 1900-0700 call-back shift of the Dutton station be maintained and monitored to determine the effects of the Rodney up-staff and whether on-site staffing of this shift is required; and, THAT County staff be directed to investigate an amendment to the present station coverage boundaries in the Bayham area and report to the Land Ambulance Technical Advisory Committee and to County Council on their findings; and, THAT County staff be directed to investigate an amendment to the existing emergency coverage statement with Dispatch to ensure that, with this additional staffing, sufficient coverage of Elgin-St. Thomas is provided at all times, and report to the Land Ambulance Technical Advisory Committee and to County Council on their findings; and, THAT, in keeping with the Provincial Standards, the contract with both operators be amended to reduce the maximum reaction time of a non-emergent call from 15 to 10 minutes. - Carried Unanimously. EIQin-St. Thomas Ambulance Fleet - Purchase of New Vehicle - EmerQency Measures Co-ordinator The Emergency Measures Co-ordinator advised Council that one vehicle in Rodney has been taken off the road, one vehicle in St. Thomas should be replaced, and the surplus vehicles put up for sale by tender. Moved by Councillor Habkirk Seconded by Councillor Mcintyre THAT County Council approve the purchase of a new ambulance (158" wheelbase chassis Demers) for the St. Thomas Elgin General Hospital Ambulance Service at a total cost of $107,065 (County portion $32,119.50, City portion $21,413.00, and Ministry portion $53,532.50) and the funds be included in the 2003 Capital Budget; and, County Council 6 February 11, 2003 THAT County Council approve the sale of the reserve vehicle, and both replaced vehicles (94-0140 and 96-0056), with the proceeds to be returned to the vehicle replacement reserve to offset future purchases; and further, THAT St. Thomas City Council and the Ministry of Health Emergency Services be advised. - Carried. ParkinQ By-Law Amendment - EmerQency Measures Co-ordinator The Emergency Co-ordinator reported that the Municipality of West Elgin Parking By-Law had been misplaced by the Ministry and another copy has been forwarded. Moved by Councillor VanBrenk Seconded by Councillor Faulds THAT By-Law No. EG1 (01-40), known as the Parking By-Law, be amended as follows: Schedule "F", Section 39, of By-Law No. EG1 (01-40) be amended to increase the set fine for Parking in a Disabled Person Parking Space to $300. - Carried. Provincial Offences Prosecutor Contract Renewal- EmerQency Measures Co-ordinator Moved by Councillor Habkirk Seconded by Councillor McPhail THAT staff be directed to extend the current contract with the County Prosecutor for two years, effective February 27,2003, at the amended rate of $125 per hour; and, THAT the existing contract be amended to add Mr. Jack Huber as a second authorized Prosecutor. - Carried. Support for County of Renfrew Petition Bill 198 - Provincial Ministries CircumventinQ Court Protocol- EmerQency Measures Co-ordinator Moved by Councillor McPhail Seconded by Councillor VanBrenk THAT the Council of the County of Elgin supports the opposition by the County of Renfrew to the adoption of the Administrative Monetary Penalties Policy by any Ministry of the Government of Ontario; and, THAT the Government of Ontario be urged to honour its commitment of working with its Municipal Partners across the Province of Ontario in accordance with the signed Memorandum of Understanding entered into between the parties; and, THAT should the Government of Ontario proceed with policy allowing the redirection of funds from municipalities administering Provincial Offences, that a full and accurate accounting of those funds redirected to the Province be made available to the Municipal Partner; and, THAT we expect the Province to compensate Municipal Partners for lost revenues through the Community Reinvestment Fund, or otherwise; and, THAT the Councils for the City of St. Thomas and Elgin County's local municipalities be encouraged to support the County of Renfrew's request. - Carried. County Council 7 February 11, 2003 Provincial Offences OutstandinQ Fine Collection - EmerQency Measures Co-ordinator Moved by Councillor Faulds Seconded by Councillor Rock THAT staff be permitted to issue a Request for Proposal for a collection agency to assist in Provincial Offences Outstanding Fine Collections; and, THAT staff be permitted to hire a one-year contract full-time position to monitor and enforce the collections of the outstanding Provincial Offences accounts receivable; and, THAT staff monitor the contract position for a one-year period and report to Council on the efficiencies gained from the position. - Carried. Administration BuildinQ Fire Plan - EmerQency Measures Co-ordinator Council directed staff to investigate health and safety issues in the plan to ensure compliance. Moved by Councillor Mcintyre Seconded by Councillor Crevits THAT the attached Administration Building Fire Plan be approved for implementation. - Carried. Social Committee Update - Chief Administrative Officer The Chair of the Social Committee, Suzanne Edwards, was in attendance. Councillors questioned if staff were contributing towards the events and Chair Edwards noted that tickets would be sold for both events to help cover costs. Moved by Councillor Habkirk Seconded by Councillor VanBrenk THAT the Social Committee be renamed as the "Special Events Committee"; and, THAT Council support and endorse the annual County Christmas Party and Summer Picnic and allocate $2,500 towards these events. - Carried. Council recessed at 12:05 P.M. and reconvened at 12:49 P.M. CORRESPONDENCE Correspondence for Consideration 1. Jenny Phillips, with information regarding the reproduction of prints of the original County Courthouse and Jail circa 1853. 2. P.J. Leack, Clerk, City of St. Thomas, with a resolution nominating Mrs. Lorraine Vallee-Moczulski as a City appointment to the Elgin County Pioneer Museum Board. 3. Jenny Phillips, Chair, Joint Elgin/Central Elgin Accessibility Advisory Committee, requesting the process to be followed by County Council when dealing with issues regarding accessibility barriers. 4. Beverley A Wright, President, St. Thomas & District Labour Council, inviting a representative from Council to attend a meeting at the Labour Centre concerning how to save our local hospital. County Council 8 February 11, 2003 The following recommendation was adopted respecting Correspondence Item #1 : Moved by Councillor VanBrenk Seconded by Councillor McPhail THAT the County of Elgin purchase fifty (50) signed limited edition prints of the Elgin County Courthouse and Jail circa 1853 from Ms. Jenny Phillips; and, THAT twenty (20) of the purchased prints be matted and framed, and sold on a cost recovery basis. - Carried. The following recommendation was adopted respecting Correspondence Item #2: Moved by Councillor Habkirk Seconded by Councillor Rock THAT Mrs. Lorraine Vallee-Moczulski be appointed as the City Representative on the Elgin County Pioneer Museum Board from January 1,2003 to December 31,2004. - Carried. The following recommendation was adopted respecting Correspondence Item #3: Moved by Councillor Habkirk Seconded by Councillor Crevits THAT County Council authorize staff to forward items concerning accessibility barriers to the Joint Elgin/Central Elgin Accessibility Advisory Committee for comment and input prior to Council making a determination on the issue. - Carried. The following recommendation was adopted respecting Correspondence Item #4: Moved by Councillor Rock Seconded by Councillor Faulds THAT Councillor Rien VanBrenk be appointed as Council representative to attend the St. Thomas & District Labour Council meeting regarding how to save our local hospital. - Carried. Items for Information - (Consent AQenda) 1. P.J. Leack, Clerk, City of St. Thomas, endorsing Council's resolution of support for the Elgin County Pioneer Museum's proposed plan to encourage youth volunteerism under Ontario's Promise #5. 2. Honourable Gar Knutson, M.P., Elgin-Middlesex-London, acknowledging Council's resolution of support requesting Federal/Provincial co-operation to promote economic growth in Ontario through tax incentives capital for infrastructure programs. 3. Federation of Canadian Municipalities, Members Advisory: 1) A Unified World Voice for Municipal Government; 2) A Call To Action: Open Letter to PM Stresses Commitments to Municipal Governments; 3) "Federal Court of Appeal Decision Fails to Recognize Full Municipal Authority to Manage Municipal Rights-of-Way. 4. Ruby G. Silcox, Secretary-Treasurer, Elgin Federation of Agriculture, announcing the winners of the Elgin Agricultural Hall of Fame for this year. County Council 9 February 11, 2003 5. Correspondence endorsing Council's resolution concerning rural school closures in the Thames Valley District School area; 1) Lynda Millard, Clerk, Municipality of Bayham 2) R. Millard, C.AO.lClerk, Township of Malahide 6. ROMAlOGRA Combined Conference, 2003 Plenary Speakers - Coming Your Way!, with a schedule of the confirmed speakers for the Conference. 7. Ms. Cynthia St. John, Chief Administrative Officer, Elgin-St. Thomas Health Unit, with an update on the 2003 West Nile Virus Funding application. 8. Premier Ernie Eves, acknowledging Council's resolution concerning recruitment of physicians by municipalities in Ontario. 9. Brenda J. Tabor, Deputy Clerk, County of Oxford, endorsing Council's resolution petitioning the Minister of Education for Ontario to review the size and composition of the Thames Valley District School Board. 10. Mayor James Taylor, County of Prince Edward, with registration and accommodation information for the 50th Anniversary Conference of the Organization of Small Urban Municipalities. 11. Ontario Good Roads Association, Heads UP FYI, "Minimum Maintenance Standards - Meeting the Standard Should Protect Your Municipality". 12. Marvin Rubinstein, Associate, IBI Group, with a letter of proposal to carry out a review of land ambulance service delivery options. 13. Honourable Robert G. Thibault, Minister of Fisheries and Oceans, concerning Council's request for funding to help with costs to develop concept design plans to address the Highway #42 shoreline erosion and stabilization problem. 14. Bryce Sibbick, Senior Account Manager, Frank Cowan Company Limited, regarding non-repair of road claims involving both the County and the lower-tier municipalities. Moved by Councillor Habkirk Seconded by Councillor Rock THAT Correspondence Items #1-14 be received and filed. - Carried. OTHER BUSINESS Statements/InQuiries by Members Councillor Mcintyre thanked Council for the support of the Township of Southwold's resolution regarding nutrient management and noted an information meeting has been set for February 17, 2003, at the Keystone Complex in Shedden. An information flyer was passed out to all members of Council. Notice of Motion - None. Matters of UrQency - None. Moved by Councillor Habkirk Seconded by Councillor Stewart THAT we do now proceed In-Camera to discuss property and legal matters. - Carried. County Council 10 February 11, 2003 Moved by Councillor Rock Seconded by Councillor Mcintyre THAT we do now rise and report. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Crevits THAT staff be directed to establish a meeting between the County's Warden, Chief Administrative Officer, Manager of Library Services, and Archivist, and the City of St. Thomas' Mayor, Chief Administrative Officer, and Chair of the Library Board; and, THAT this meeting proceed, as soon as possible to discuss the disposition of the County of Elgin's microfilm collection that is housed at the St. Thomas Public Library. - Carried. Moved by Councillor McPhail Seconded by Councillor Mcintyre THAT the Warden and the Chief Administrative Officer be authorized and directed to sign a Lease Agreement with Professional Appraisal Associates for Rooms #230 and #232 in the County Administration Building for a three (3) year term, at lease rates of $13.00 per square foot, for year one (annual lease $4,563.00) and at $13.25 per square foot for years two and three (annual lease $4650.75). - Carried. Moved by Councillor Faulds Seconded by Councillor Habkirk THAT the confidential report entitled "Money Handling Practices at the Manor" dated February 3,2003, from the Director of Homes and Seniors Services, be received and filed. - Carried. Moved by Councillor Stewart Seconded by Councillor Rock THAT the confidential report entitled "OANHSS Update" dated February 4,2003, from the Director of Homes and Seniors Services, and the accompanying confidential February 3, 2003 "OANHSS Executive Report", be received and filed. - Carried. Moved by Councillor Mcintyre Seconded by Councillor Rock THAT the confidential report on the fundraising contract dated February 7,2003 be referred to the February 18, 2003 Council meeting. - Carried. Moved by Councillor Habkirk Seconded by Councillor Faulds THAT the confidential correspondence from the County Solicitor dated February 4,2003 regarding disposition of an estate be received and filed. - Carried. County Council 11 February 11, 2003 Moved by Councillor Rock Seconded by Councillor Stewart THAT the confidential correspondence from McCall Dawson Osterberg dated January 29, 2003 regarding a legal matter be received and filed. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Crevits THAT we do adopt the recommendations of the Committee Of The Whole Council. - Carried. BY-LAWS Moved by Councillor Stewart Seconded by Councillor Habkirk THAT By-Law No. 03-05 "To Amend By-Law No. EG1 (01-40), Being A By-Law For The Regulation of Traffic" be read a first and second time. - Carried. Moved by Councillor Habkirk Seconded by Councillor VanBrenk THAT By-Law No. 03-05 be read a third time and finally passed. - Carried. Moved by Councillor Stewart Seconded by Councillor Faulds THAT By-Law No. 03-06 "Being A By-Law to Authorize the Warden and the Chief Administrative Officer to Sign a Lease With Professional Appraisal Associates" be read a first and second time. - Carried. Moved by Councillor Habkirk Seconded by Councillor McPhail THAT By-Law No. 03-06 be read a third time and finally passed. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Habkirk THAT By-Law NO. 03-07 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the February 11, 2003 Meeting" be read a first and second time. - Carried. Moved by Councillor Mcintyre Seconded by Councillor Crevits THAT By-Law No. 03-07 be read a third time and finally passed. - Carried. County Council 12 February 11, 2003 Moved by Councillor Crevits Seconded by Councillor Habkirk THAT we do now adjourn at 2:17 P.M. to meet again on February 18,2003 at 9:00 AM. - Carried. Mark G. McDonald, Chief Administrative Officer. John R. Wilson, Warden.