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June 24, 2003 Minutes COUNTY OF ELGIN Tuesday, June 24, 2003 The Elgin County Council met this day at the Administration Building, at 9:01 AM. in accordance with adjournment, with all members present. Warden Wilson in the Chair Moved by Councillor VanBrenk Seconded by Councillor Habkirk THAT the minutes from the meeting held on June 10, 2003 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF- None. PRESENTATIONS Warden Wilson presented certificates and awards to the following employees in recognition of long service to the County and thanked them for their dedication: Retirement RecoQnition Joanne Bolt Georgina Ousterhout 17 years (full-time) 17 years (part-time) Years of Service Homes Sylvia Underhill Shannel Taggart Julie Acre Jacoba Pennings Barbara Pressey Julie Taylor Robin Fleming Jill Hindley Tammy Jackson Lois Ashton-Diniz Jeff Casey Linda Pinkerton 20 years (full-time) 20 years (part-time) 15 years (full-time) 15 years (full-time) 15 years (full-time) 15 years (full-time) 15 years (part-time) 15 years (part-time) 15 years (part-time) 10 years (full-time) 10 years (full-time) 10 years (part-time) Library Services Katherine Corneil Janice Nicholson Cheryl Campbell Lorelei Gloor 20 years (part-time) 20 years (part-time) 15 years (part-time) 10 years (part-time) Information TechnoloQY Suzanne Edwards 15 years (full-time) Administrative Services Mark McDonald 10 years (full-time) DELEGATIONS MUSEUMS Elgin Manor Terrace Lodge Terrace Lodge Elgin Manor Terrace Lodge Bobier Villa Elgin Manor Terrace Lodge Elgin Manor Elgin Manor Terrace Lodge Terrace Lodge Elgin Manor Terrace Lodge Dutton/Dunwich Library Port Stanley Library Aylmer Library Port Stanley and Shedden Library Mr. Earl Moore, Mr. Noble Tufford, and Mr. Ian Raven, of the Elgin Military Museum, attended at 9: 14 AM. to discuss matters of concern with regard to the Elgin County Pioneer Museum. County Council 2 June 24, 2003 Mr. Raven highlighted the rationale and history for locating the Military Museum next to the Pioneer Museum. The Military Museum Board is concerned that the Pioneer Museum Board is not keeping them informed of changes that may occur to the building. Mr. Raven spoke to the merits of combining the two collections and authorizing the Military Museum to assist with operations of the Pioneer Museum, for which they would charge a management fee. Councillors noted that storage and parking problems, adherence to the Disabilities Act, structural issues to bring the present Museum building up to code, among others, are being reviewed. Copies of the Military Museum presentation were handed out to Council. Mrs. Mary Clutterbuck, Mrs. Georgia Sifton and Mrs. Linda Louwagie-Neyens, Elgin County Pioneer Museum, were present and spoke to the presentation by the Elgin Military Museum. Mrs. Sifton noted that many structural changes have been made over the past years to the Museum that has diminished the historical nature of the home. Storage is a problem and artefacts that have been in storage at the County Building are now being inventoried for display. Mrs. Clutterbuck spoke to the accessibility issue and noted that space does not allow for modifications at the current Museum site. She further noted that the Pioneer Museum Board wishes to remain a County operation. Warden Wilson advised that the architectural study for the Cultural Centre is due back to Council in September. Mr. Ken Verrell spoke regarding the pressing need for space to display artefacts from the Scott-Sefton Collection. The Warden pointed out that Council has not made a decision on what course the County will take and that all alternatives are being discussed for location of the Pioneer Museum. Mr. Moore indicated the Military Museum is not interested in moving from their present location because of substantial renovations made fairly recently. Warden Wilson thanked the delegations for attending and indicated all comments would be considered when the future of the Pioneer Museum is discussed. The delegations left at 9:51 AM. ELGINCONNECTS/BROADBAND Ms. Donna Lunn, Elgin Community Futures Development Corporation, and Mr. Rob Earnshaw, Amtelecom Inc., attended at 9:54 AM. to update Council on ElginConnects and Broadband Internet activities. Ms. Lunn provided a handout that detailed the various funding programs for which she has applied. Ms. Lunn spoke to the recent $900,000 grant received through COBRA, that pre-approved the initiative as a "model project", provided details on what this grant would cover, and expanded on the entire project and connectivity issues. Correspondence #1 from Ms. Lunn requesting a letter of support for the initiative was considered at this time. Ms. Lunn spoke to the business plan for the County Administration Building and indicated that 1/3 of the COBRA grant has been held back and could be used to match County dollars to bring in high-speed connectivity to the Building. Ms. Lunn requested that a committee be formed with County representatives to discuss the COBRA funding towards the County. The Manager of Library Services indicated that she and a representative from IT would be pleased to meet with the group and Council concurred. Warden Wilson thanked the delegation for attending and Ms. Lunn and Mr. Earnshaw left at 10:23 AM. Moved by Councillor Faulds Seconded by Councillor VanBrenk THAT the Corporation of the County of Elgin supports the proposal from the Elgin Community Futures Development Corporation to implement Broadband for Rural and Northern Development and commends the Elgin Community Futures Development Corporation for this initiative. - Carried Unanimously. Council took a break at 10:23 AM. and reconvened at 10:38 AM. Mr. Perry Clutterbuck, Mr. Stan Lidster, Mr. John Andrew, and Mr. Dave Aristone attended at 10: 38 AM. and left at 11 :22 AM. County Council 3 June 24, 2003 Moved by Councillor Stewart Seconded by Councillor Crevits THAT we proceed In-Camera to discuss a property matter. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Crevits THAT we do now rise and report. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Faulds THAT a committee be struck involving representatives from the County of Elgin and the Township of Southwold to review and investigate options for the disposition of the old Elgin Manor property and report to Council by no later than November 2003. - Carried. Ms. Cynthia St. John, and Ms. Laura McLaughlin, Elgin-St. Thomas Health Unit, attended at 11 :30 AM. to speak to the West Nile Virus activities. Handouts regarding control of and programs for West Nile Virus control were circulated. Ms. St. John noted that the Province requires the budget for the West Nile Virus Control program to be resubmitted and that the lower-tier municipalities develop and submit a budget to the Health Unit outlining their costs for larviciding and adulticiding, application of the chemicals, and other items that may be funded. The Health Unit noted that their staff is available to offer assistance to the municipalities in determining their costs. The Health Unit requested that Councillors forward the handouts that were provided today to the local Clerks for completion and to be returned as soon as possible. The Warden thanked the delegation for their presentation and the delegation left at 12:01 P.M. Council recessed at 12:03 P.M. and reconvened at 12:33 P.M. Moved by Councillor Rock Seconded by Councillor Faulds THAT we do now move into Committee Of The Whole Council. - Carried. REPORTS Terrace LodQe - Update 2 - ManaQer of EnQineerinQ Services The Manager of Engineering Services noted that if all items were not completed at the same time, remaining items would become more expensive if done on a piece-meal basis. Councillors questioned items that "must" be done; the justification for them; where the funds would come from; compliance timelines; the Ministry of Health Compliance Officer to attend a Council meeting; minimizing disruption to Residents; separation and costing of items that do not affect each other; among other items. Staff was directed to investigate and report on the feasibility of outsourcing Residents' personal laundry at Terrace Lodge. Moved by Councillor VanBrenk Seconded by Councillor Faulds THAT the Ministry of Health and Long Term Care Compliance Officer be invited to attend an upcoming Council meeting to discuss compliance matters and options to meet compliance standards; and, THAT the report from the Manager of Engineering Services, dated June 16, 2003, entitled "Terrace Lodge - Update 2", be deferred to said meeting. - Carried. County Council 4 June 24, 2003 Mr. Steve Gibson, County Solicitor, Mr. Duncan Miller and Mr. Andrew Leukowski, Conestoga-Rovers & Associates, and Mr. Jim Carter and Ms. Taryn Shelley, County Engineering Services Department attended at 1: 13 P. M. and left at 1:46 P. M., with the exception of Mr. Gibson. Moved by Councillor VanBrenk Seconded by Councillor Faulds THAT we proceed In-Camera to discuss a property and legal matter. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Mcintyre THAT we do now rise and report. - Carried. Moved by Councillor Stewart Seconded by Councillor Habkirk THAT staff be authorized and directed to take all action necessary to mitigate losses incurred at the Elgin Manor Sewage Treatment Plant, as well as to proceed with the estimated $120,000 repairs as recommended by Conestoga-Rovers & Associates; and, THAT the funds for these measures be allocated from the Mill Rate Stabilization Reserve. - Carried. Mr. Gibson left at 2:45 P.M. Council took a break at 2:45 P.M. and reconvened at 2:58 P.M. MOMENT OF SILENCE Warden Wilson advised Council that St. Thomas Alderman Ray Parks had passed away and asked Council to stand for a moments silence in his memory. The flag on the Administration Building will be flown at half-staff until after the funeral. Moved by Councillor Rock Seconded by Councillor Stewart THAT we do now move back into Committee Of The Whole Council. - Carried. VON Middlesex-EIQin Community Walk - General ManaQer of LonQ- Term Care Moved by Councillor Habkirk Seconded by Councillor Crevits THAT the report entitled "VON Middlesex-Elgin Community Walk" dated June 3, 2003, from the General Manager of Long-Term Care be received and filed. - Carried. Compliance Follow-up at EIQin Manor - General ManaQer of LonQ- Term Care Moved by Councillor Habkirk Seconded by Councillor Crevits THAT the report "Compliance Follow-up at Elgin Manor" dated May 26,2003, from the General Manager of Long-Term Care be received and filed. - Carried. County Council 5 June 24, 2003 Hot Mix Asphalt PavinQ - Contract No. 6220-03 - Technical Services Officer Moved by Councillor Mcintyre Seconded by Councillor Habkirk THAT Walmsley Bros. Limited be selected to provide Hot Mix Asphalt Paving, Contract No. 6220-03 for their submitted price of $1 ,643,807.83 inclusive of all taxes; and also, THAT the Warden and the Chief Administrative Officer be authorized to enter into an agreement for the said contract. - Carried. Urban Road Policy Review - Technical Services Officer Moved by Councillor Rock Seconded by Councillor VanBrenk THAT the revised Urban Road Policy dated June 2003 be adopted to outline road maintenance responsibilities on County roads in urban areas; and, THAT the lower-tier maintenance allocations be increased 2% per road kilometre to reflect these added responsibilities effective for 2003; and, THAT the Mill Rate Stabilization Reserve fund the additional allocations for 2003 ($43,174.36). - Carried. Community Safety Zone ReQuest and Policy - Technical Services Officer The Technical Services Officer reported that traffic studies do not warrant establishment of a "Community Safety Zone" for John Street in the Town of Aylmer. Councillors discussed "demonstrated need that public safety is of special concern" and that the driving public needs to be alerted to the school children in the area and that this matter would be an enforcement issue. Moved by Councillor VanBrenk Seconded by Councillor Faulds THAT in response to the request for a Community Safety Zone on John Street from the Town of Aylmer, their request be approved and granted at their cost, and the necessary by-law be prepared; and, THAT all future requests for Community Safety Zones use the following policy to determine if the zone is warranted: In order for the establishment of a Community Safety Zone the area must comply with 3 out of 4 of the following criteria: . Minimum traffic volume of 2,500 vehicles per day. . High truck traffic (>5%). . High volume of children/seniors crossing the road or walking on the shoulder of the road where sidewalks are not present (school or home for the aged near or within area). . Poor sight distance for the posted speed limit; and further, THAT regardless of this policy, Council may elect to grant requests received by local municipal councils at any time so long as all costs are borne by the requesting municipality. - Carried. County Council 6 June 24, 2003 County Road #51 (Fruit RidQe Line) Reconstruction - Technical Services Officer Moved by Councillor Mcintyre Seconded by Councillor VanBrenk THAT the Grader Operator Training Course hosted by Central Elgin from July 7-10 utilize the Fruit Ridge Line reconstruction project as a practical training exercise; and, THAT the Municipality of Central Elgin be reimbursed for their time and materials to assist the County with the installing of culverts and other work as required as part of the reconstruction of Fruit Ridge Line; and, THAT funds for this project be allocated from the approved capital project for the Reconstruction of Fruit Ridge Line. - Carried. Market Survey 2003 - Director of Human Resources Moved by Councillor Crevits Seconded by Councillor Stewart THAT the County of Elgin direct Buffet Taylor and Associates Ltd. to transfer the coverage for the Life and L TD benefit lines to Liberty Health. - Carried. 2003/2004 Community Support Services Proposed BudQet - AccountinQ Clerk Moved by Councillor Faulds Seconded by Councillor Rock THAT the 2003/2004 Community Support Services Budget be approved; and, THAT the Warden, the Director of Financial Services, and the Director of Homes for Seniors be authorized to sign the Budget and forward same to the Ministry of Health and Long-Term Care. - Carried. BudQet Comparison to March 31. 2003 - AccountinQ Clerk Moved by Councillor McPhail Seconded by Councillor VanBrenk THAT the report "Budget Comparison to March 31,2003" dated June 19, 2003, from the Accounting Clerk be received and filed. - Carried. DiQital Copiers/Document ManaQement Software Contract - PurchasinQ Co- Ordinator. Financial Services AccountinQ Clerk. Deputy Clerk. and County Archivist Moved by Councillor VanBrenk Seconded by Councillor Faulds THAT IKON Office Solutions of London be awarded the contract for the purchase of four digital copiers and document management software. The purchase agreement is pending successful completion of a thirty-day trial period and verification through a Memorandum of Understanding issued by the Warden and the Chief Administrative Officer; and, THAT funds be drawn from the 2003 Capital Budget as previously approved. - Carried. County Council 7 June 24, 2003 County Representative on the EIQin-St. Thomas Archives Association - ManaQer of Library Services Moved by Councillor Faulds Seconded by Councillor Mcintyre THAT Mr. Perry Clutterbuck be appointed to serve as County Council's representative to the Elgin-St. Thomas Archives Association until notice is received otherwise. - Carried. Ministry Complaint InvestiQation at Bobier Villa - General ManaQer of LonQ- Term Care The General Manager, Long-Term Care reported that the Ministry of Health conducted an investigation in response to an anonymous complaint concerning the humidity level at Bobier Villa. Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT the report "Ministry Complaint Investigation at Bobier Villa" dated June 19, 2003, from the General Manager, Long-Term Care be received and filed. - Carried. CORRESPONDENCE Items for Consideration 1. Donna Lunn, Elgin Community Futures Development Corporation, requesting support for broadband Internet access initiative. 2. Thomas K. Findlay, Chairman and Linda Todd, Secretary, Kirkin' of the Tartan Committee, with a request to borrow the Elgin County flag and pole for the Kirkin' 0' the Tartan parade and service on September 21, 2003 at Knox Presbyterian Church. 3. St. Thomas Gun Club, with a request to borrow the County flag to fly during the Canadian Trapshooting Championship June 25-30, 2003. Correspondence #1 was considered earlier in the meeting. The following recommendation was adopted respecting Correspondence Items #2 & 3. Moved by Councillor Habkirk Seconded by Councillor Faulds THAT the request by the Kirkin' of the Tartan Committee of Knox Presbyterian Church to borrow the County flag to fly during the Kirkin 0' the Tartan parade and service on September 21,2003 be granted; and, THAT the request by the St. Thomas Gun Club to borrow the County flag to fly during the Canadian Trapshooting Championship, June 25-30, 2003 be granted. - Carried. Items for Information - (Consent AQenda) 1. St. Thomas REACT Inc., NEWSLETTER - May 2003. 2. Steve Peters, M.P.P., Elgin-Middlesex-London, supporting Council's resolutions to: 1) Honourable Jerry Ouellette, Minister of Natural Resources and Honourable Chris Stockwell, Minister of the Environment, concerning the City of Brampton's resolution regarding the Emerald Ash Borer; 2) Honourable Harbrance Singh Dhaliwal, Minister of Natural Resources and Honourable David Anderson, Minister of the Environment, concerning the Emerald Ash Borer. County Council 8 June 24, 2003 3. Gerald Crowell, Media Contact, Ministry of Consumer and Business Services, NEWS RELEASE, "Retail Closing on Canada Day". 4. Honourable Gar Knutson, Elgin-Middlesex-London, acknowledging Council's resolution concerning changes to the Corrections Policy with respect to first degree murder and incarceration in minimum-security facilities. 5. Brad Searchfield, Executive Vice President, Real Estate & Sales, Ontario Realty Corporation, regarding the Provincial Secondary Land Use Program on Hydro Corridor lands and the two-year municipal planning period start date. 6. Diana Summers, OGRA Manager of Policy, Ontario Good Roads Association, HeadsUP Alert, regarding the P.C. Party proposal to require municipalities to pass a referendum in order to raise existing taxes or introduce new ones. 7. Claude Fortin, Chief Municipal Wastewater Effluents Division, Environmental Protection Service, Environment Canada, concerning the proposed use of a long- term strategy for pollution preventative planning for managing wastewater effluents. 8. Herb Kreling, President, Canadian Association of Police Boards, acknowledging Councils support of the CAPB's resolution concerning the incarceration of criminals convicted of first degree murder in minimum security facilities. 9. David J. Johnson, Chair, Assessment Review Board, with information concerning a complaint streaming strategy adopted by the Assessment Review Board. 10. Honourable Ernie Eves, Premier of Ontario, acknowledging Council's resolution concerning the jurisdiction over farmed and ranched deer and elk. 11. Honourable Jerry J. Ouellette, Minister of Natural Resources, acknowledging Council's resolution re: proposed shot gun use for deer hunting and points of clarification. 12. John Wellard, President of Union Gas, with a follow-up to the announcement of his appointment as President of Union Gas. 13. K. C. Emerson, Honorary Chairman, Carol Judd, Chairman, Lynda Millard, Secretary, Vienna Sesquicentennial Celebration, thanking the County for its part in the activities. 14. Nick Wells, Chair, and Diana Player, Secretary, The Talbot Settlement Bi-Centennial Committee, thanking the Warden and County Staff for their assistance with the Talbot Settlement Bi-Centennial Celebrations. 15. Cynthia St. John, Chief Administrative Officer, Elgin-St. Thomas Health Unit, with a copy of the Audited Statements for the period ending December 31, 2002. 16. AMO Member Communication ALERT: 1) Fair Deal Is No Deal for Municipalities - AMO to Conduct Independent Municipal Financial Review. 17. Honourable Frank Klees, Minister of Transport, with correspondence re: the County of Wellington's resolution concerning Advanced Road Weather Information System. 18. Steve Peters, M. P. P., Elgin-Middlesex-London, with copy of correspondence re: financial burden to municipalities to fight West Nile Virus. 19. Geoff Kettel, Senior Manager Corporate Liaison and Resource Service, Public Health Branch, Ministry of Health and Long-Term Care, acknowledging Council's resolution concerning West Nile Virus funding. Moved by Councillor Habkirk Seconded by Councillor Rock THAT Correspondence Items #1-19 be received and filed. - Carried. County Council 9 June 24, 2003 OTHER BUSINESS Statements/InQuiries by Members Councillor VanBrenk requested that a standard policy be researched regarding flying the flag at half-staff. Staff will investigate. Councillor Mcintyre requested that the method of staff recognition be investigated in an effort to bring more employees out for the presentations. Notice of Motion - None. Matters of UrQency - None. Moved by Councillor Habkirk Seconded by Councillor Stewart THAT we adopt the recommendations of the Committee Of The Whole Council. - Carried. Moved by Councillor Habkirk Seconded by Councillor Faulds THAT any In-Camera items not dealt with at today's Council meeting be deferred to the July 8,2003 County Council meeting. - Carried. BY-LAWS Moved by Councillor Crevits Seconded by Councillor Stewart THAT By-Law No. 03-22 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the June 24, 2003 Meeting, be read a first and second time. - Carried. Moved by Councillor Mcintyre Seconded by Councillor McPhail THAT By-Law No. 03-22 be read a third time and finally passed. - Carried. Moved by Councillor Rock Seconded by Councillor Faulds THAT we do now adjourn at 3:54 P.M. to meet again on July 8,2003 at 9:00 AM. - Carried Mark G. McDonald, Chief Administrative Officer. John R. Wilson, Warden.