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February 18, 2003 Minutes COUNTY OF ELGIN Tuesday, February 18,2003 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 Crevits. Warden Wilson in the Chair. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF- None. DELEGATIONS The Warden welcomed representatives of the various Homes' Task Force Committees who have reviewed operational aspects of the County's Homes for Seniors and asked the members to highlight their individual reports. 9:08 A.M. Ms. Sonia Beavers, Ms. Lynn McCann, and Ms. Diane Kuranyi, members of the nineteen-member Scheduling Task Force, attended to present the Committee's findings and recommendations regarding scheduling at the Homes. 9:16 A.M. Ms. Sue Sherrif, a member of the Temporary Pool Task Force, attended to present the committee's findings and recommendations regarding temporary staffing pools at the Homes. 9:20 A.M. Ms. Sue Sherrif, and Ms. Jennifer Ford, members of the six-member Purchasing Task Force, attended to present the Committee's findings and recommendations regarding purchasing at the Homes. 9:27 A.M. Ms. Pam Muma, a member of the Recognition Task Force, attended to present the Committee's findings and recommendations regarding recognition to employees at the Homes. 9:36 A.M. Ms. Diane Kuranyi, a member of the Policies and Procedures Task Force, attended to update Council on the Committee's status regarding policies and procedures in the Homes. 9:39 A.M. Ms. Pat Vandevenne, Ms. Lois Ashton-Diniz, Ms. Diane Palmer, and Mr. Rob Marcus, members of the eleven-member Communications Task Force, attended to present the Committee's findings and recommendations regarding communications at the Homes. The Warden and Councillors thanked all the Task Forces for their presentations and commended them for their comprehensive efforts in identifying issues within the County Homes that they feel should be addressed. Council took a break at 10:10 AM. and reconvened at 10:25 AM. Council began consideration of the various Task Force reports in order of presentation. As Council proceeded further into the reports, discussion ensued regarding the need for further research into the feasibility and implications of implementing the recommendations. The reports were referred to the Senior Management Team to research, review, and develop a priority list, in consultation with the Task Forces. The resultant report to Council would be presented with both Management and staff views, and should differences in thought occur, staff would have the ability to explain their position to Council. Councillors further noted that many recommendations in the Task Forces' reports are collective agreement matters and concerns would need to be communicated to their Union representatives for negotiation. Council asked if any member of the Task Forces wished to comment on the discussions. Ms. Jennifer Ford thanked Council for the support and commitment shown today and that staff was pleased that the work of the Committees is proceeding to the research and review phase. County Council 2 February 18, 2003 Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT the Task Forces' reports and recommendations be received and acknowledged by Council; and, THAT staff be directed to develop a comprehensive implementation plan which would address priority items, items for discussion at the bargaining table, and items requiring further research and discussion, for consideration by County Council; and, THAT the development of the implementation plan shall include input and comment from representatives involved in the development of the initial recommendations. - Carried Unanimously. The Warden again thanked the Task Force Members in attendance for their hard work and commitment to provide excellent services to Elgin County and the Homes' Residents. The Warden reminded the Task Force Members of the invitation for lunch and the delegations left at 11 :14 AM. Moved by Councillor Faulds Seconded by Councillor Stewart THAT we do now move into Committee Of The Whole Council. - Carried. REPORTS Belmont Road Rehabilitation - EnQineerinQ Services- ManaQer of EnQineerinQ Services The Manager of Engineering Services noted that the condition of the storm sewer is not known at this time and would report further to Council if additional costs are necessary. Moved by Councillor Mcintyre Seconded by Councillor Rock THAT Dillon Consulting Limited be selected to supply engineering Services to the County of Elgin for the rehabilitation of Belmont Road for their submitted fee of $18,000 plus G.S.T.; and, THAT $20,000 plus G.S.T. be allocated to fund sub-consultant operations for the project. - Carried. OSTAR By-Law - ManaQer of EnQineerinQ Services Moved by Councillor Habkirk Seconded by Councillor Stewart THAT a by-law be prepared and passed designating the signing officers and authorizing the execution of the Funding Agreement with the Ministry of Municipal Affairs and Housing as part of the Ontario Small Town and Rural Development Infrastructure Initiative (OSTAR). - Carried. RFP - Window Treatment and Draperies for the New EIQin Manor - Director of Homes and Seniors Services The Director of Homes and Seniors Services reported that the recommendation of the Building Committee was to proceed with the purchase. The Chief Administrative Officer noted that an update on the budget would be presented to Council once all RFP's have been received. County Council 3 February 18, 2003 Moved by Councillor Rock Seconded by Councillor Mcintyre THAT the window treatments and draperies for the new Elgin Manor be awarded to Phillips Dry Goods of St. Thomas at their total bid price of $66,657.31, taxes included, the costs of which are to be allocated to the Building Project. - Carried. RFP - Products for the New EIQin Manor - Director of Homes and Seniors Services The Director of Homes and Seniors Services noted that priority items have been recommended for purchase, as some items received no bids. The remaining items will be reviewed with the Building Committee to determine if items from the current Elgin Manor could be utilized at the new Elgin Manor. Moved by Councillor VanBrenk Seconded by Councillor Faulds THAT Central Beauty Supply be awarded the bid for beauty shop supplies at their quoted price of $4,378.05, the costs to be allocated from the Building Project; and, THAT a revised list of items and associated costs be brought forward to a future Building Committee meeting. - Carried. Art for the New EIQin Manor - Director of Homes and Seniors Services Three local artisans have offered to donate fifty-two pieces of artwork in exchange for a tax receipt. An independent source has appraised the artwork at a value of $35,000. The Building Committee requested that staff obtain an opinion from the County Auditor to ensure that we are in compliance with provisions of the Federal Income Tax Act. Staff would also be soliciting artwork from other local artisans for all three Homes. Moved by Councillor Mcintyre Seconded by Councillor Faulds THAT the report "Art for the New Elgin Manor" dated February 10, 2003, from the Director of Homes and Seniors Services be approved. - Carried. CORRESPONDENCE Correspondence for Consideration 1. Sharon Vokes, Clerk, County of Grey, with a resolution opposing draft Stage 2 Regulations under Bill 81 until a financial analysis is completed by the Ministry of Agriculture, Food and Rural Affairs, showing costs associated with meeting regulations. The following recommendation was adopted respecting Correspondence Item #1 : Moved by Councillor Habkirk Seconded by Councillor Faulds THAT the Council of the County of Elgin supports the resolution from the County of Grey concerning the draft Stage 2 Regulations of Bill 81 and the potential negative impact and cost implications on the agriculture and the agri-food industry; and, THAT the financial analysis be completed and presented to the agriculture community before proceeding with the regulations. - Carried. County Council 4 February 18, 2003 Items for Information - (Consent AQenda) 1. Steve Peters, M.P.P., Elgin-Middlesex-London, supporting Council's resolution to Honourable Janet Ecker, regarding the damage Futures has done to Ontario property assessment. 2. Louise Comeau, Director, Centre for Sustainable Community Development, Federation of Canadian Municipalities, with information for municipalities concerning the protection of the air in the community. 3. Honourable Janet Ecker, Minister of Finance, advising that the Municipal Property Assessment Corporation has completed the province-wide reassessment of properties in Ontario for the 2003 taxation year. 4. Frank Mazzilli, Co-Chair and Bob Wood, Co-Chair, Ontario Crime Control Commission, with information and a nomination form for the Ontario Crime Control Commission Award of Excellence in Crime Control. 5. AMO Member Communication ALERT - "AMO Voices Concerns Over Province's Nutrient Management Policy". 6. Resolutions of support for the County of Elgin's resolution regarding a review of the size and composition of the Thames Valley District School Board: 1) Betteanne M. Cadman, Clerk-Administrator, Township of Norwich 2) Norma I. Bryant, Clerk, Municipality of West Elgin 3) Western Ontario Wardens' Association. Moved by Councillor Habkirk Seconded by Councillor VanBrenk THAT Correspondence Items #1-6 be received and filed. - Carried. OTHER BUSINESS Statements/InQuiries by Members Councillor Mcintyre noted that more than 300 people attended an excellent presentation on Nutrient Management recently held at the Keystone Complex. Councillor VanBrenk attended a meeting at the St. Thomas Labour Council at which a discussion took place on how the Labour Council and County Council could work together on issues. Councillor VanBrenk indicated that Council's door is open to delegations and the Labour Council could make a presentation to Council directly on issues. Councillor McPhail noted that he had attended a presentation recently in memory of Bob Padfield held at the Rodney Ambulance Station. Councillor Rock suggested that a suitable presentation be made to Bob Padfield's family from the County in recognition of his service at the ambulance station. Following discussion it was decided that Councillor McPhail would inform Council of appropriate timing to present a plaque to the Family. Notice Of Motion - None. Matters of UrQency - None. Council recessed at 11:46 AM. and reconvened at 1: 13 P.M. Warden Wilson requested input from Council on raising the road detour issue and non- response from the Minister of Transportation, at the ROMA conference. The consensus was that staff compile correspondence and outstanding road issues for presentation through Steve Peters to Dalton McGuinty for response. Mr. Bruce Smith may also be asked for assistance. County Council 5 February 18, 2003 The Manager of Engineering Services advised Councillors that he was making arrangements for a Road Tour for April 15 for west end and April 17 for east end of the County and asked Councillors to make note of these dates in their calendars. Warden Wilson noted that an invitation has been received from Green Lane for lunch during the road tour of the west end. Mr. Tom Dawe and Mr. Robert Musty of Integral Networking Solutions, attended at 1 :34 P.M. and left at 3:05 P.M. Moved by Councillor VanBrenk Seconded by Councillor Habkirk THAT we do now go In-Camera to discuss human resources and property matters. - Carried. Council took a break at 3:06 P.M. and reconvened at 3:15 P.M. Moved by Councillor Mcintyre Seconded by Councillor VanBrenk THAT we do now rise and report. - Carried. Moved by Councillor Faulds Seconded by Councillor Rock THAT the Warden and appropriate signing officers be authorized to sign the collective agreement with the Ontario Nurses Association, representing the full and part-time nurses at Elgin Manor, Terrace Lodge and Bobier Villa, for the term January 1,2002 to December 31, 2004, subject to ratification by the Union. - Carried. Moved by Councillor Stewart Seconded by Councillor McPhail THAT the verbal update from the Director of Human Resources on a number of grievance and arbitration matters be received for information purposes. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Faulds THAT, based on the recommendation from the Campaign Cabinet at their meeting held on February 13, 2003, the consulting contract for the Elgin Manor Capital Campaign with Anne Moore and Associates be extended by up to four (4) months, according to the existing terms, to June 18, 2003 at a monthly cost of $7,921.00 plus expenses and G.S.T., with the understanding that the funds for the contract will be allocated from the Capital Campaign Budget. - Carried. Moved by Councillor Rock Seconded by Councillor Faulds THAT the proposal from Integral Networking Solutions dated February 17, 2003 regarding an IT Maintenance Resource Plan be approved for implementation at a total upset fee of $50,000. - Carried. County Council 6 February 18, 2003 Moved by Councillor Stewart Seconded by Councillor Habkirk THAT we do adopt the recommendations of the Committee Of The Whole Council. - Carried. BY-LAWS Moved by Councillor VanBrenk Seconded by Councillor Rock THAT By-Law No. 03-08 "Being a By-Law to Authorize the County of Elgin to Enter a Funding Agreement with Her Majesty the Queen in Right of Ontario, as Represented by the Minister of Municipal Affairs and Housing, Respecting the Ontario Small Town and Rural Development Infrastructure Initiative" be read a first and second time. - Carried. Moved by Councillor Rock Seconded by Councillor Mcintyre THAT By-Law No. 03-08 be read a third time and finally passed. - Carried. Moved by Councillor Stewart Seconded by Councillor Faulds THAT By-Law 03-09 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the February 18, 2003 Meeting" be read a first and second time. - Carried. Moved by Councillor Habkirk Seconded by Councillor McPhail THAT By-Law No. 03-09 be read a third time and finally passed. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Mcintyre THAT we do now adjourn at 4:40 P.M. to meet again on March 11,2003 at 9:00 AM. - Carried. Mark G. McDonald, Chief Administrative Officer. John R. Wilson, Warden.