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March 11, 2003 Minutes COUNTY OF ELGIN Tuesday, March 11,2003 The Elgin County Council met this day at the Administration Building, at 9:08 A.M. in accordance with adjournment, with all members present except Councillors Habkirk and VanBrenk. Warden Wilson in the Chair Warden Wilson advised that Councillor Habkirk had suffered the loss of two family members over the weekend and requested that Council observe a moment's silence in recognition of the Family's bereavement. Moved by Councillor Mcintyre Seconded by Councillor Stewart THAT the minutes from the meetings held on February 11 and 18, 2003 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF- None. PRESENTATIONS Mr. Scott Howard, Department Head, Co-operative Education, and Mr. Richard Pincombe, Vice-Principal, Parkside Collegiate Institute, attended at 9:11 A.M. to present a "School- To-Work Transition Program" for secondary school students. The program will be looking at apprenticeship positions in the industrial, sales and services area, to provide life skills, as well as, academic skills to better prepare students entering the workforce after completion of their schooling. The hours that the students would accumulate would count towards their Grade 12 graduation diploma. Thames Valley Board School is competing for grant funding and Parkside has forwarded a proposal to receive $10,000 in seed money for this program. Mr. Howard requested a letter of support for the program from Council. Moved by Councillor Rock Seconded by Councillor Mcintyre THAT the Council of the Corporation of the County of Elgin supports the "School to Work Transition Program" and encourages Parkside Collegiate Institute and other schools within the Thames Valley District School Board system to pursue this program in the future; and further, THAT the Lower-Tier Councils in Elgin County be requested to endorse the program. - Carried Unanimously. The delegation left at 9:45 A.M. Moved by Councillor Faulds Seconded by Councillor Stewart THAT we do now move into Committee Of The Whole Council. - Carried. REPORTS EnQineerinQ Services for Terrace LodQe - ManaQer of EnQineerinQ Services Representatives from Peter T. Mitches & Associates were present at 9:45 A.M. to answer technical questions. Four options to improve the HVAC system, Fire Alarm, Sprinkler County of Elgin 2 March 11, 2003 System, and Voice Communication were presented to Council. The Director of Homes and Seniors Services noted the installations would cause a significant amount of disruption to residents and users of the Homes' services. Council consensus was that a future long- term plan for Terrace Lodge needs to be discussed and requested a new report be prepared to address what has to be done immediately and what could be done later. Moved by Councillor Faulds Seconded by Councillor Rock THAT staff be directed to investigate options for the development of a long-term plan for Terrace Lodge and report to Council; and, THAT a report outlining the costs and options to remedy the most pressing concerns (i.e. improved ventilation and fire sprinkler systems) be presented to Council; and, THAT the report entitled "Engineering Services for Terrace Lodge" from the Manager of Engineering Services dated February 12, 2003 be received and filed. - Carried. Council took a break at 10:32 A.M. and reconvened at 10:47 A.M. Administration BuildinQ EmerQency Generator - ManaQer of EnQineerinQ Services The Manager of Engineering Services reported that the emergency generator was installed in 1999 and cannot meet the current requirements of the entire building. Councillors noted that in the event of an emergency, power would be required only for emergency lighting as people would vacate the building reducing the draw on power and the current generator should be sufficient to operate the fire pumps. Various solutions were discussed concerning energy draws and isolating power on electrical functions that would not be required during an emergency situation. Moved by Councillor Stewart Seconded by Councillor Faulds THAT the specific requirements for isolating emergency power for the fire pump, emergency exit lighting, and the County's Emergency Operations Centre, be determined separately, and the estimated costs for said isolation be presented to Council for consideration; and, THAT the report entitled "Administration Building Emergency Generator" dated February 12, 2003, from the Manager of Engineering Services be received and filed. - Carried. The gentlemen from Peter T. Mitches & Associates left at 11 :34 A.M. Land Severances - ManaQer of EnQineerinQ Services Council had requested that staff review the policy outlining the process to be followed for commenting on land severance applications. Moved by Councillor Mcintyre Seconded by Councillor Crevits THAT staff continue with the existing process with respect to providing comments on land severance applications. - Carried. County Land Purchase Policy - Review Appraisal Costs - ManaQer of EnQineerinQ Services Council had earlier requested that staff obtain an appraisal to determine a fair amount to be paid for land purchases by the County. Consensus of Council was that the amount for County of Elgin 3 March 11, 2003 Rural Residential Building Lots in the West Elgin & Dutton/Dunwich area be increased to $10.00 per square metre. Moved by Councillor Faulds Seconded by Councillor McPhail That the County of Elgin purchase property, for road widening, at the rates described below: Land Type - Agricultural Area Price Unit West Elgin & Dutton/Dunwich $6,600 Ha Southwold & Central Elgin $6,800 Ha Malahide & Bayham $7,000 Ha Land Type - Rural Residential Building Lot (0.50 to 3.00 Ha) Area Price Unit West Elgin & Dutton/Dunwich $10.00 Square metre Southwold & Central Elgin $14.00 Square metre Malahide & Bayham $12.00 Square metre Land Type - Residential Building Lot in Developed Areas (0.10 to 1 Ha) Area Price Unit West Elgin & Dutton/Dunwich $15.00 Square metre Southwold & Central Elgin $25.00 Square metre Malahide & Bayham $20.00 Square metre Land Type - Rural Industrial and Commercial Building Sites I Area I Price I Unit All $20.00 Square metre Land Type - Urban Industrial and Commercial Building Sites Area Price Unit All By Appraisal Square metre - Carried. Council recessed for lunch at 11 :56 A.M. and reconvened at 1 :00 P.M. Mr. Steve Gibson, County Solicitor, attended at 1 :00 P.M. and left at 1 :39 P.M. Moved by Councillor Rock Seconded by Councillor Mcintyre THAT we do now proceed In-Camera to discuss property matters. - Carried. Moved by Councillor McPhail Seconded by Councillor Mcintyre THAT we do now rise and report. - Carried. Moved by Councillor McPhail Seconded by Councillor Rock THAT the County Solicitor be directed to pursue the accounting of a legal matter regarding an estate and report back to Council. - Carried. County of Elgin 4 March 11, 2003 Moved by Councillor Crevits Seconded by Councillor Faulds THAT the Warden and the Chief Administrative Officer be authorized to sign the Ministry of Transportation of Ontario agreement to permit staff to access the Ministry computer program to administer parking tickets; and, THAT a one-time fee of $250 be drawn from the 2003 Provincial Offences budget to cover the costs of the software. - Carried. Moved by Councillor Stewart Seconded by Councillor Mcintyre THAT County Council approve the Library re-ordering periodicals, which had been paid in advance, and absorbing the loss of approximately $7,000 in the 2003 Library budget; and, THAT the Library be authorized to request the County Solicitor to forward a letter to divine Inc. requesting a refund if proof of supply is not forthcoming. - Carried. Moved by Councillor Rock Seconded by Councillor McPhail THAT County Council approve the Library's participation in the Inter-Library Loan Pilot Project; and, THAT two additional staff hours for Aylmer and Dutton branches be approved to be added to the Library's 2003 Operating Budget; and, THAT the Library report to Council at the conclusion of the pilot project. - Carried. NeQotiation Mandate Staff direction was given regarding a negotiating mandate for collective bargaining purposes. Museum - Cultural Centre - ManaQer of EnQineerinQ Services Council had directed staff to research opportunities for replacement of the Pioneer Museum and in the process the concept of incorporating the Archives into the project was also investigated. The County Archivist spoke to the model to achieve synergies in existing County programs and the potential to include additional services. Councillors questioned the location for a new Museum building and the views from the community on a joint project. Council requested that the report be tabled for further discussion after 2003 budget deliberations. Moved by Councillor Stewart Seconded by Councillor McPhail THAT the report entitled "Museum - Cultural Centre" from the Manager of Engineering Services dated February 14, 2003, be tabled for further discussion at a later date. - Carried. Proposed Amendment to the Road ConsolidatinQ By-Law No. 99-17 Moved by Councillor Rock Seconded by Councillor Mcintyre THAT the Warden and the Chief Administrative Officer be authorized to sign By-Law No. 03-10, being an amendment to the Consolidated Elgin County Road System. - Carried. County of Elgin 5 March 11, 2003 KinQ GeorQe Lift BridQe WeiQht Restriction - ManaQer of EnQineerinQ Services Moved by Councillor McPhail Seconded by Councillor Mcintyre THAT Byrne Engineering Inc., be retained to evaluate the King George Lift Bridge for the Bridge Weight By-Law for their submitted fee of $13,700 plus tax; and, THAT Byrne Engineering Inc. be retained in future years to update the King George Lift Bridge Weight By-Law for their submitted fee of $6,950 plus tax and inflation. - Carried. KinQ GeorQe Lift BridQe Tender Results - ManaQer of EnQineerinQ Services Moved by Councillor Rock Seconded by Councillor Stewart THAT Jarlian Construction Inc. be awarded the project for the King George Lift Bridge Sidewalk Replacement Contract No. 6280-02 at their submitted tender price of $87,500 exclusive of all taxes; and, THAT the Warden and the Chief Administrative Officer be authorized and directed to sign the necessary contract with Jarlian Construction Inc.; and, THAT the purchase of the steel grating for this project, from Borden Metal Products (Canada) Limited, at their price of $49,700 plus applicable taxes be approved; and, THAT the monies for this project be allocated from the reserve for the King George Lift Bridge and the 2003 capital budget. - Carried. Road Allowance ClosinQ and Sale. Township of Malahide - ManaQer of EnQineerinQ Services Moved by Councillor Crevits Seconded by Councillor McPhail THAT the County of Elgin has no objections to the Township of Malahide closing up and selling the road allowance between Lot 19, Concession 10, Municipality of Central Elgin, geographic location Township of Yarmouth, and Lot 42, Concession 12, Township of Malahide, geographic location Township South Dorchester, Registered Plan #11 R-7197; and also, Lots 23 and 24, Concession 12, Township of Malahide, geographic location Township of South Dorchester, and Lots 19 and 20, Concession 10, Municipality of Central Elgin, geographic location Township of Yarmouth, Registered Plan #11 R-7197 as the road allowances are not on a County Road. - Carried. Road SiQnaQe. Quotation Results - ManaQer of EnQineerinQ Services Moved by Councillor Mcintyre Seconded by Councillor Rock THAT the quotation of BMR Mfg. Inc. for their price of $6,426.28 (including taxes) be accepted for Roadway Signage Manufacture and Delivery as included in the 2003 Capital Budget. - Carried. County of Elgin 6 March 11, 2003 Roadway Crack SealinQ. Quotation Results - Technical Services Officer Moved by Councillor Rock Seconded by Councillor Crevits THAT the quotation from Roadmaster Roads Construction and Sealing Ltd. of $44,137.50 (including taxes) be approved to complete pavement crack sealing work on various County roads; and, THAT these funds be allocated from the approved 2002 Capital Budget; and, THAT the remaining $9,137.50 shortfall be allocated from efficiencies and the unallocated Capital Budget. - Carried. Community Safety Zones - Dutton - Technical Services Officer Moved by Councillor Mcintyre Seconded by Councillor Stewart THAT the report "Community Safety Zones - Dutton" dated February 10,2003 from the Technical Services Officer, be deferred to the next meeting when the representative from Dutton/Dunwich is present. - Carried. Contract Extension - Archives DiQitization Assistant - County Archivist Moved by Councillor Stewart Seconded by Councillor Faulds THAT the contract for the position of Archives Digitization Assistant be extended at the current rate of pay for a duration of 20 working days beginning on March 1 ih, 2003 and expiring on April 1 ih, 2003; and, THAT funds be transferred from the account of the Elgin Photographic Heritage Society to the Elgin County Archives to support this extension; and, THAT a letter of appreciation be issued by the Warden to thank the Elgin Photographic Heritage Society for their generous support. - Carried. Town Crier Position Description - Deputy Clerk Moved by Councillor Rock Seconded by Councillor McPhail THAT the attached position description for the County of Elgin Town Crier be adopted and forwarded to the incumbent for signing. - Carried. Human Resources Policy Amendments - Director of Human Resources Moved by Councillor Crevits Seconded by Councillor Stewart THAT the amendments to Human Resources Policies 3.30 Employment of Relatives; 3.40 Required Medical Examinations; 3.40.1 Criminal Checks; 3.60 Probationary Period; 4.10 Salary Schedule; 4.30 Time Sheets; 4.40 Acting Appointments (deleted); 4.50 Call-in Pay; 4.80 SalarylWage Administration; 4.90 Performance Appraisal for All Staff; 8.30 Incident & Accident Reporting; 8.40 Accident Investigations 8.60 Asbestos in Building; 8.70 County of Elgin 7 March 11, 2003 Contractors/Sub-Contractors; 8.90 Workplace Hazardous Information Systems; 8.130 Excavations and Trenching; 8.150 Herbicide & Pesticide Applications (deleted); 8.160 Hygiene Surveys; 8.170 Lifting Devices; 8.190 Mercury Spills; 8.210 Smoking in the Workplace; 8.280 Tree Cutting and Disposal; 8.310 Procedure-Elevator Malfunction; 11.10 General; 11.20 Warning Procedure; 12.10 Authority, be adopted. - Carried. London Employee Assistance Consortium Update - Director of Human Resources Moved by Councillor Faulds Seconded by Councillor McPhail THAT the report "London Employee Assistance Consortium Update" dated February 6, 2003, presented by the Director of Human Resources be received and filed. - Carried. County of EIQin Bereavement AcknowledQement Policy - Director of Human Resources Moved by Councillor Rock Seconded by Councillor Crevits THAT the attached Bereavement Acknowledgement Policy be approved for immediate implementation. - Carried. United Way FundraisinQ Update - Director of Human Resources Moved by Councillor Stewart Seconded by Councillor Mcintyre THAT the Krispy Kreme Donut fundraising initiative towards the County's contribution to the 2004 United Way campaign be fully supported by all members of County Council and the Management Team. - Carried. Meals-On-Wheels Food Costs - Director of Homes and Seniors Services Moved by Councillor Crevits Seconded by Councillor Faulds THAT the charge to the Victorian Order of Nurses "Meals-On-Wheels" program in central and east Elgin be maintained at $4.45 per meal, for the period April 1 , 2003 to March 31, 2004; and, THAT the costs be recovered back to the Dietary Operating Budgets of Elgin Manor and Terrace Lodge. - Carried. CORRESPONDENCE Correspondence for Consideration 1. Honourable Gar Knutson, M.P., Elgin-Middlesex-London, with information and funding application form for the "Celebrate Canada!" program. 2. John K. Bice, City Clerk, City of Thorold, with resolution of endorsement for the Romanow Report entitled "Building on Values", The Future of Health Care in Canada. County of Elgin 8 March 11, 2003 3. Nicole Warnock, Executive Director, Aylmer and Area Chamber of Commerce, with membership application, Group Insurance Plan information and Chamber newsletter. 4. Larry J. McCabe, Secretary-Treasurer, Organization of Small Urban Municipalities, with Conference Program outline and OSUM Executive Committee nomination forms. 5. Warden David Oliphant, County of Oxford, inviting representatives of Council and staff to an educational forum on Nutrient Management March 27, 2003 and requesting a response from anyone planning to attend. Moved by Councillor Mcintyre Seconded by Councillor McPhail THAT Correspondence Items #1-5 be received and filed. - Carried. Items for Information - (Consent AQenda) 1. Elgin County Archives NEWSLETTER 2. AMO Member Communication For Your Information: 1) Joint Recommendations - Ontario Municipal Board Process and Procedures; 2) Municipal Needs in Ontario Not Met In Federal Budget. 3. Thank you card from Mr. Frank Edwards, Residents Council President, Bobier Villa. 4. Honourable Janet Ecker, Minister of Finance, acknowledging Council's resolution concerning recent restructuring at the Municipal Property Assessment Corporation. 5. Honourable Tony Clement, Minister of Health and Long-Term Care, with copy of correspondence to Steve Peters, M.P.P., concerning issues created through supplementary funding initiatives for Ontario's long-term care facilities. 6. Doug Bocking, Chair, Thames Canadian Heritage River Committee, with information concerning the 3rd Annual Thames River Symposium on Friday, March 28th at the Chatham Cultural Centre. 7. Resolutions and correspondence supporting Elgin's resolution concerning the composition of the Thames Valley School Board: 1) Jennie Hinan, Deputy Clerk, Township of Zorra 2) Brenda J. Tabor, Deputy Clerk, County of Oxford 3) Steve Peters, M.P.P., Elgin-Middlesex-London 4) Phyllis Ketchabaw, Town of Aylmer 5) Dianne Wilson, Municipality of Central Elgin 8. Honourable Helen Johns, Minister of Municipal Affairs and Housing, acknowledging Council's support of the joint resolution from the County of Perth, City of Stratford and Town of St. Mary's with regard to the federal/provincial affordable housing program. 9. Cynthia St. John, Chief Administrative Officer, Elgin-St. Thomas Health Unit, with the Board of Health resolution approving the draft #2 budget and a copy of the 2003 Approved Budget. 10. Association of Municipal Managers, Clerks and Treasurers of Ontario, Ontario Good Roads Association and Association of Municipalities of Ontario, announcing the development of an on-line municipal directory. 11. Laurie Ann Egan, Asset Reviewer, Real Estate Planning, announcing potential surplus Provincial property - London and Port Stanley Railway Block Plan 3, City of St. Thomas. 12. Bonnie Winchester, President and CEO, Ontario Exports Inc., announcing Ontario Global Traders Awards ceremony and Export Forum in London on April 1 0, 2003. County of Elgin 9 March 11, 2003 13. Honourable Tony Clement, Minister of Health and Long-Term Care, acknowledging Council's concerns regarding repatriation of physicians to the province. 14. Honourable David H. Tsubouchi, Minister of Culture, with information on the changes to the Ontario Heritage Act. 15. Steve Peters, M. P. P., Elgin-Middlesex-London, supporting Council's resolutions to: 1) Honourable Janet Ecker, regarding available funding for a project to stem erosion on the north shore of Lake Erie; 2) Honourable John Manley, Deputy Prime Minister and Minister of Finance, regarding Federal/Provincial co-operation in providing tax incentives to promote economic growth; 3) Honourable Tony Clement, Minister of Health and Long-Term Care, concerning municipalities providing financial incentives to lure medical professionals to their communities. 16. Ken Bosheoff, President, Association of Municipalities of Ontario, with "Early Bird" Conference Registration and accommodation information. 17. Resolutions supporting Elgin's resolution regarding the Administrative Monetary Penalties Policy: 1) Norma I. Bryant, Clerk, Municipality of West Elgin 2) Dianne Wilson, Deputy Clerk, Municipality of Central Elgin. 18. Doug Barnes, Assistant Deputy Minister, Integrated Environmental Planning Division, Ministry of the Environment, re: Changes to the Submission Date of Second Engineers' Report - Safe Drinking Water Act. 19. Federation of Canadian Municipalities, Members' Advisory, Budget Fails to Deliver for Canadian Municipalities, Says FCM. 20. J.L. Oliver, General Manager/Secretary-Treasurer, Long Pont Region Conservation Authority, with Approved 2003 Budget and Municipal Levy and Audited Financial Statements for 2002. 21. James Knight, Chief Executive Office, Federation of Canadian Municipalities, Members' Advisory, "Smoke-Free Public Places: You Can Get There". 22. AMO Member Communication, 'For Your Information' and 'Alert': 1) "AMO Drinking Water Seminar Program Available; 2) "Ontario Child Supplement Proposal". 23. Federation of Canadian Municipalities, National Affordable Housing Forum, with information and registration form. Staff was directed to forward Consent Agenda Item #11 to the City of St. Thomas for their information. Moved by Councillor Rock Seconded by Councillor Crevits THAT Correspondence Items #1-23 be received and filed. - Carried. OTHER BUSINESS Statements/InQuiries by Members Councillor Mcintyre informed Council that the Therapy Department at the St. Thomas Elgin General Hospital is having an Open House on March 19th, 2003 from 3:00 - 6:00 P.M. and suggested Councillors may wish to attend. Councillor McPhail informed Council that Constable Dennis Harwood is no longer with the Elgin O.P.P. Detachment and suggested that a certificate be presented to him recognizing his years of service to the County of Elgin. Council agreed to present a recognition certificate to Constable Harwood. County of Elgin 10 March 11, 2003 Notice of Motion - None. Matters of UrQency - None. Moved by Councillor Rock Seconded by Councillor Mcintyre THAT we do adopt the recommendations of the Committee Of The Whole Council. - Carried. BY-LAWS Moved by Councillor Crevits Seconded by Councillor McPhail THAT By-Law No. 03-10 "Being a By-Law to Amend By-Law No. 99-17, Adopting a Plan of County Road Improvement and Establishing a County Road System in the County of Elgin" be read a first and second time. - Carried. Moved by Councillor Stewart Seconded by Councillor Mcintyre THAT By-Law No. 03-10 be read a third time and finally passed. - Carried. Moved by Councillor Faulds Seconded by Councillor Rock THAT By-Law No. 03-11 "Being a By-Law to Authorize the Execution of a Collective Agreement Between the Corporation of the County of Elgin and the Ontario Nurses' Association, with Respect to All Nurses at Elgin Manor, Terrace Lodge and Bobier Villa" be read a first and second time. - Carried. Moved by Councillor Crevits Seconded by Councillor Faulds THAT By-Law No. 03-11 be read a third time and finally passed. - Carried. Moved by Councillor Mcintyre Seconded by Councillor Rock THAT By-Law No. 03-12 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the March 11, 2003 Meeting" be read a first and second time. - Carried. Moved by Councillor Stewart Seconded by Councillor Crevits THAT By-Law No. 03-12 be read a third time and finally passed. - Carried. County of Elgin 11 March 11, 2003 Moved by Councillor Mcintyre Seconded by Councillor McPhail THAT we do now adjourn at 3:07 P.M. to meet again on March 25,2003 at 9:00 A.M. - Carried. Mark G. McDonald, Chief Administrative Officer. John R. Wilson, Warden.