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January 28, 2003 Minutes COUNTY OF ELGIN Tuesday, January 28, 2003 The Elgin County Council met this day at the Administration Building, at 9:06 AM. in accordance with adjournment, with all members present except Councillors Stewart and Habkirk (arrived at 9:20 AM.). Warden Wilson in the Chair. Moved by Councillor VanBrenk Seconded by Councillor Rock THAT the minutes of the meeting held on January 14, 2003 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF- None. PRESENTATIONS Warden Wilson noted that the recipients were not in attendance to receive the following retirement recognition awards: Vera Vachon - Elgin Manor Home for Seniors - 22 + years of service Stewart Burberry - Homes for Seniors - 12 + years of service. DELEGATIONS Mr. Steve Beatty, Emergency Management Ontario, Community Officer Southwestern Ontario, attended at 9:09 AM. to present an overview of the changes to the Emergency Plans Act which will be replaced shortly by the Emergency Management Act. Mr. Beatty emphasized that municipalities have until the end of 2003 to bring their Emergency Response Plans to "Essential Program" standards for a community based emergency management program. Also requirements are forthcoming to bring the Essential Program to the "Enhanced Program" standards and finally to a "Comprehensive Program" by the end of 2005. Each municipality will need to form a committee to review its community risk profile and determine if the resources are available to ensure sufficient control during emergency situations and to conduct annual exercises to evaluate the plan. No funding is available from the Province and it is estimated the plans will take three months for one full- time person to prepare. Council requested that Mr. Beatty provide support to the County and municipalities throughout the process and Mr. Beatty indicated that is part of his mandate. Councillor Habkirk arrived. Moved by Councillor McPhail Seconded by Councillor Mcintyre THAT the County of Elgin provide a Community Emergency Management Co-Ordinator, perhaps on a contract basis, to lead and advise in the development of the "Essential Program" of emergency preparedness for all local municipalities in Elgin, in keeping with the requirements of the new Emergency Plans Act; and, THAT staff be directed to develop a job description for a contract position and costing options and report. - Carried. Mr. Beatty left at 10:06 AM. Mr. Chester Hinatsu, Director Ontario Works, attended at 10:05 AM. to present the St. Thomas-Elgin Ontario Works quarterly report to the end of November 2002. Mr. Hinatsu County Council 2 January 28, 2003 requested that the report be amended to reflect child care service fees are per week and not per day as indicated in the report. Mr. Hinatsu reported that child care numbers have decreased slightly during 2002 and budgets have decreased accordingly. A contract has been awarded to conduct a study to fully assess Social Housing units and would be presented at a later date. Councillors questioned if capital reserves are deficient would additional funds be available to the City and the County and Mr. Hinatsu indicated that could be the case. Mr. Hinatsu noted the 4th quarter year-end report would come in under budget and reconciliation would be forwarded shortly. Moved by Councillor Rock Seconded by Councillor Mcintyre THAT the "St. Thomas-Elgin Ontario Works Quarterly Report" dated November 20,2002 reported by the Director of Ontario Works be received and filed. - Carried. Mr. Darrell Dennis and Mr. Tom Martin from the St. Thomas Gun Club attended at 9:45 AM. Mr. Martin informed Council that the St. Thomas Club would be hosting the Canadian Trapshooting Championships in June 2003 and requested funding from the County, as well as a letter of welcome from the Warden for the event. The Warden advised that the request for funding would be considered during the County's 2003 budget deliberations and asked that more financial figures be forwarded as soon as possible. Moved by Councillor VanBrenk Seconded by Councillor Mcintyre THAT the request for funding from the St. Thomas Gun Club to assist in hosting the Canadian Trapshooting Championship Event in June 2003 be deferred to County's 2003 budget deliberations; and, THAT the Warden be authorized to supply a welcoming message in the event's program. - Carried. The delegation left at 10:26 AM. Council took a break at 10:26 AM. and reconvened at 10:40 AM. Ambulance Service Delivery Models Mr. Jim Malik, St. Thomas Paramedic Association attended at 10:40 AM. and presented slides and rationale for "Maintaining Ambulance Service by the County In-house". The Warden thanked Mr. Malik for his presentation. Mr. Denis Merrall, Director of Transportation and Emergency Services, Middlesex County attended at 11 :06 AM. and presented slides regarding the pros and cons of issuing an RFP for Land Ambulance Delivery and their successes using this process. The Warden thanked Mr. Merrall for his presentation. Mr. Carmen D'Angelo, Oxford County EMS was to have attended at 10:45 AM., however due to budget meetings, could not attend until 2:00 P.M. Mr. Malik and Mr. Merrallleft at 11 :27 AM. The Deputy Clerk handed out tickets to the upcoming Elgin Federation of Agriculture Annual Banquet and indicated one ticket is left should a Councillor require it. Moved by Councillor VanBrenk Seconded by Councillor Faulds THAT we do now move into Committee Of The Whole Council. - Carried. County Council 3 January 28, 2003 REPORTS Temporary Road Closures - Technical Services Officer Moved by Councillor VanBrenk Seconded by Councillor Rock THAT the report "Temporary Road Closures", dated December 11,2002, presented by the Technical Services Officer be received and filed. - Carried. KinQ GeorQe Lift BridQe Sidewalk Repairs - Technical Services Officer Moved by Councillor Faulds Seconded by Councillor McPhail THAT Byrne Engineering Inc. be authorized to proceed with the design, tendering and inspection of the Port Stanley Lift Bridge. - Carried. Capital Proiect Communication Protocol - Technical Services Officer The Technical Services Officer advised that a Project Description form and Project Request form have been added to what was originally presented. Moved by Councillor McPhail Seconded by Councillor Faulds THAT the "Capital Projects Communication Protocol" dated January 3, 2003 be approved for implementation. - Carried. Appointment to Talbot Settlement Bi-Centennial Committee - ManaQer of Library Services Moved by Councillor Mcintyre Seconded by Councillor Rock THAT the County Archivist be appointed as the County's representative on the Talbot Settlement Bi-Centennial Committee. - Carried. Bayham Township Library Renovations - ManaQer of Library Services Moved by Councillor VanBrenk Seconded by Councillor Rock THAT the Manager of Library Services be authorized to proceed with moving expenses, carpeting, painting, circulation desk, furniture and installation of a window in the office of the Bayham Township Library; and, THAT the Manager of Library Services be authorized to sign a one-month lease rental with Sandy town Development Ltd., to relocate the Library; and, THAT an upset limit of $35,000 exclusive of taxes be included in the 2003 capital budget. - Carried. Apprenticeship Opportunities for Staff - Director of Homes and Seniors Services The Director of Homes indicated that five staff members at Terrace Lodge have indicated interest in the Assistant Cook Apprenticeship Program and requested an amendment to the report be made to provide for $5,000 as an upset limit, which would allow eight staff County Council 4 January 28, 2003 members to participate. Council consensus was to amend the recommendation to indicate the registration fee would be returned to the employee after successful completion of the program and passing of the Provincial examination. Moved by Councillor Faulds Seconded by Councillor Rock THAT the report "Apprenticeship Opportunities for Staff', dated January 20, 2003 from the Director of Homes and Seniors Services, detailing a special training opportunity that concludes in certification as an assistant cook, be approved; and, THAT an upset limit of $5000 be included in the Homes 2003 Operating Budget as the County's share of the program; and, THAT the registration fee of $40.00 paid by each individual staff member be reimbursed upon successful completion of the course and passing of the Provincial examination. - Carried. Participation in Canadian Health Services Research - Director of Homes and Seniors Services Moved by Councillor Mcintyre Seconded by Councillor Habkirk THAT the report "Participation in Canadian Health Services Research" dated January 20, 2003, from the Director of Homes and Seniors Services be approved. - Carried. Complaint InvestiQation - Director of Homes and Seniors Services The Director reported that during the Influenza A outbreak at Terrace Lodge a complaint had been received that care to residents was not meeting standards. Upon investigation by a Ministry compliance officer, it was found that there were no unmet standards and the situation was handled appropriately. More aggressive promotion of the benefits to staff of inoculations for flu will be investigated for 2003. Moved by Councillor VanBrenk Seconded by Councillor Faulds THAT the report "Complaint Investigation", dated January 20, 2003 from the Director of Homes and Seniors Services, dealing with the Ministry of Health and Long Term Care investigation during the Influenza A outbreak at Terrace Lodge be approved; and, THAT County Council acknowledge appreciation to Mrs. Benwell, Mrs. Beavers, Mrs. Muma and all Terrace Lodge staff who worked together to ensure continued essential delivery of resident care during the outbreak that occurred between January 7-16, 2003 at Terrace Lodge. - Carried. OANHSS 2003 Membership Fees - Director of Homes and Seniors Services Council requested that a report come forward prior to consideration of the fees for 2004 outlining the benefits of membership. The Director noted that training and development workshops can be delivered to frontline staff through the membership and would be investigated during the coming year. Moved by Councillor VanBrenk Seconded by Councillor Habkirk THAT the Director of Homes and Seniors Services be authorized to renew the 2003 membership fees for the County Homes to the Ontario Association of Non-Profit Homes County Council 5 January 28, 2003 and Services for Seniors, at a total cost of $12,307.89, to be allocated from the 2003 Homes Operating Budget; and, THAT a report be presented near the end of the year outlining the benefit of membership; and, THAT membership with the Ontario Long-Term Care Association for Bobier Villa be discontinued effective January 1, 2003; and, THAT the Ontario Long-Term Care Association be so advised and thanked by the Director of Homes for its support to that Home and the County in previous years. - Carried. Council recessed at 12: 19 P.M. and reconvened at 1 :05 P.M. Moved by Councillor VanBrenk Seconded by Councillor Mcintyre THAT we do now proceed In-Camera to discuss property, human resource, and legal matters. - Carried. Mr. John Wise and Mr. Cliff Baron were in attendance and left at 1 :36 P.M. Mr. Jim Price attended at 1:45 P.M. and left at 1 :57 P.M. Moved by Councillor Rock Seconded by Councillor McPhail THAT we do now rise and report. - Carried. Moved by Councillor Rock Seconded by Councillor Mcintyre THAT staff be authorized to open the contract with Rodney Ambulance Service to include an additional $67,000 for an Operations Manager, and that the funds be included in the Draft 2003 Ambulance Budget; and, THAT the payment of One-Time Extraordinary Funding for unforeseen circumstances (2002) in the amount of $26,030 for the Rodney Ambulance Service be authorized and that these funds be drawn from the Mill Rate Stabilization Reserve; and, THAT the City of St. Thomas and the Ministry of Health and Long-Term Care be advised of these expenditures so that their contribution toward the costs can be set aside; and, further, THAT on behalf of County Council, the Warden forward a letter of commendation to Mr. Price and each employee of the Rodney Ambulance Service in recognition and appreciation of their dedication and efforts to ensure that quality care to patients is maintained. - Carried Unanimously. Moved by Councillor Crevits Seconded by Councillor Faulds THAT the confidential report from the Emergency Measures Co-Ordinator, dated January 23, 2003, regarding fines on the 401 corridor, be received and filed. - Carried. County Council 6 January 28, 2003 Moved by Councillor VanBrenk Seconded by Councillor Faulds THAT the position description for a County Purchasing Co-Ordinator be accepted. - Carried. Moved by Councillor Rock Seconded by Councillor VanBrenk THAT the confidential recommendation from the County's Solicitor regarding an estate be accepted. - Carried. Ambulance Service Delivery Models - continued from the MorninQ Mr. Carmen D'Angelo, Oxford County EMS attended at 2:00 P.M. and presented slides and explained Oxford's rationale for In-House Ambulance Delivery. The Warden thanked Mr. D'Angelo for his presentation. REPORTS - continued LonQ-Term Care Facility Service AQreements - Director of Financial Services Moved by Councillor Mcintyre Seconded by Councillor Rock THAT the Warden and the Chief Administrative Officer be authorized to sign the 2001 and 2002 Long-Term Care Facility Service Agreements for Elgin Manor, Terrace Lodge and Bobier Villa. - Carried. County of EIQin Excess Indemnity Insurance - Director of Human Resources Moved by Councillor Faulds Seconded by Councillor McPhail THAT County Council approve the $5000 increase in premium costs to ensure adequate excess indemnity coverage for the County. - Carried. United Way CampaiQn 2003 - Human Resources Co-ordinator The Human Resource Co-ordinator thanked Council, on behalf of staff, for their continuing support of United Way initiatives and indicated that donations had reached 93% of its target. Moved by Councillor Rock Seconded by Councillor Mcintyre THAT the United Way Committee members be recognized and thanked for their ongoing efforts in ensuring a successful campaign for the County. - Carried. East EIQin Medical Facility - Chief Administrative Officer Councillor Faulds noted they are still recruiting for doctors to fill the offices in the building and invited Councillors to come and tour the facility. Warden Wilson thanked Council for its support of the project. Moved by Councillor Faulds Seconded by Councillor McPhail THAT the request for funding assistance from the Board of Management of the East Elgin Medical Facility be approved; and, County Council 7 January 28, 2003 THAT the County of Elgin commit $100,000 to the project over a two-year period with the first allocation ($50,000) commencing in 2003; and, THAT the funds for this commitment be included in the 2003 County budget. - Carried Unanimously. Correspondence for Consideration 1. Federation of Canadian Municipalities, with 2003 Annual Membership Fee renewal. 2. Beverley A Wright, President, St. Thomas & District Labour Council, with a resolution concerning the development of an active auto strategy for Canada. 3. Ross Snetsinger, Chair, Rail Ways to the Future Committee, requesting support for the Town of Fort Erie's resolution respecting preservation of the Canada Southern Railway. 4. Phyllis Ketchabaw, Clerk, Town of Aylmer, concerning costs associated with urban County roads and requesting a review of County policies relating to urban roads. The following recommendation was adopted respecting Correspondence Item #1 : Moved by Councillor Habkirk Seconded by Councillor Crevits THAT the membership in the Federation of Canadian Municipalities for the period of April 1,2003 to March 31,2004 in the amount of $5,173 be renewed. - Carried. The following recommendation was adopted respecting Correspondence Item #2: Moved by Councillor Habkirk Seconded by Councillor Faulds THAT the Council of the County of Elgin supports the St. Thomas & District Labour Council's resolution concerning the development of an active auto strategy for Canada. - Carried. The following recommendation was adopted respecting Correspondence Item #3: Moved by Councillor Faulds Seconded by Councillor Habkirk THAT the Council of the County of Elgin supports the resolution of the Rail Ways to the Future Committee of Transportation 2000 Ontario concerning preservation of the Canada Southern Railway. - Carried. Councillor Habkirk noted that the issue in Correspondence Item #4 was addressed at the last meeting and the following recommendation was adopted: Moved by Councillor Habkirk Seconded by Councillor VanBrenk THAT Correspondence Item #4 be received and filed. - Carried. Correspondence for Information - (Consent AQenda) 1. Honourable Norm Sterling, Minister of Transportation, advising that Council's request for funding to address the Lake Erie shoreline erosion near Elgin Road 42 was denied. County Council 8 January 28, 2003 2. S. Russell, Executive Correspondence Officer, Office of the Prime Minister, acknowledging receipt of Council's resolution concerning infrastructure funding. 3. Dan Newman, Associate Minister of Health and Long-Term Care, expressing the Ministry's appreciation to Helen Notte for her hard work during the transition of the Royalcrest chain of Long-Term Care facilities. 4. The Honourable Ernie Eves, Premier of Ontario, acknowledging receipt of Council's resolution concerning the Union Gas retroactive rate adjustment. 5. Resolutions supporting Council's endorsement of the Elgin County Pioneer Museum's proposed plan under Ontario's Promise, encouraging youth volunteerism: 1) Dianne Wilson, Deputy Clerk, Municipality of Central Elgin 2) Norma Bryant, Clerk, Municipality of West Elgin. 6. Shelley Dooher, Manager, Volunteerism Initiatives, Human Investment Programs, Human Resources Development Canada, with a nomination kit for the 2003 Therese Casgrain Volunteer Award. 7. The Honourable Dianne Cunningham, Minister of Training, Colleges and Universities, acknowledging Council's resolution concerning the certification of water treatment and distribution facility operators. 8. Pat Vanini, Executive Director, Association of Municipalities of Ontario, with a copy of the 2002 AMO Annual Conference Proceedings. Moved by Councillor Habkirk Seconded by Councillor Rock THAT Correspondence Items #1-8 be received and filed. - Carried. OTHER BUSINESS Statements/InQuiries by Members - None. Notice of Motion - None. Matters of UrQency Councillor Mcintyre handed out a copy of a letter from the Township of Southwold which requests that the Ministry of Agriculture and Food hold a public information meeting, within the County, to promote dialogue with those affected by Nutrient Management Legislation. Moved by Councillor VanBrenk Seconded by Councillor Faulds THAT the correspondence from the Township of Southwold be accepted as "Matter of Urgency" . - Carried. Councillor Habkirk noted that correspondence has been forwarded by the Ministry of Agriculture to stakeholders regarding upcoming public meetings. Councillor Mcintyre indicated that the Minister of Agriculture is sending confusing messages regarding meetings and would like a letter of support from the County for a public meeting within Elgin and copied to all interested agricultural groups. Moved by Councillor Faulds Seconded by Councillor VanBrenk THAT County Council supports the initiative by the Township of Southwold requesting the Ministry of Agriculture and Food to hold a public information meeting within the County of Elgin, for all interested parties, to discuss the impact the Nutrient Management Act will have on the Elgin community; and, County Council 9 January 28, 2003 THAT a copy of the letter be sent to Steve Peters, MPP, Elgin's Lower-Tier Councils, and affected agricultural groups, for support. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Crevits THAT we do now proceed In-Camera to discuss human resources matters. - Carried. Staff except for the Director of Human Resources and the Chief Administrative Officer was excused at 3:03 P.M. Moved by Councillor McPhail Seconded by Councillor Habkirk THAT we do now rise and report. - Carried. Moved by Councillor Rock Seconded by Councillor Crevits THAT staff be directed to retain an independent firm to review the provision of ambulance services in Elgin County with a view to making a recommendation of the most appropriate method of delivery. - Carried. Moved by Councillor Faulds Seconded by Councillor Habkirk THAT we do adopt the recommendations of the Committee of Whole Council. - Carried. BY-LAWS Moved by Councillor McPhail Seconded by Councillor VanBrenk THAT By-Law No. 03-02 "Being A By-law to Establish the Annual Remuneration to be Paid to the Warden of the County of Elgin" be read a first and second time. - Carried. Moved by Councillor Crevits Seconded by Councillor Mcintyre THAT By-Law No. 03-02 be read a third time and finally passed. - Carried. Moved by Councillor McPhail Seconded by Councillor Faulds THAT By-Law No. 03-03 "Being a By-Law to Establish the Annual Remuneration to be Paid to Members of the Elgin County Council for Attendance at Meetings of the Elgin County Council and Committees Thereof" be read a first and second time. - Carried. County Council 10 January 28, 2003 Moved by Councillor VanBrenk Seconded by Councillor Mcintyre THAT By-Law No. 03-03 be read a third time and finally passed. - Carried. Moved by Councillor Rock Seconded by Councillor Habkirk THAT By-Law No. 03-04 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the January 28, 2003 Meeting" be read a first and second time. - Carried. Moved by Councillor Crevits Seconded by Councillor Faulds THAT By-Law No. 03-04 be read a third time and finally passed. - Carried. Moved by Councillor Rock Seconded by Councillor Habkirk THAT we do now adjourn at 3:55 P.M. to meet again on February 11,2003 at 9:00 AM. - Carried. Mark G. McDonald, Chief Administrative Officer. John R. Wilson, Warden.