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March 25, 2003 Minutes COUNTY OF ELGIN Tuesday, March 25,2003 The Elgin County Council met this day at the Administration Building, at 9:07 AM. in accordance with adjournment, with all members present except Councillor Rock. Warden Wilson in the Chair Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT the minutes from the meeting held on March 11,2003 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF- None. DeleQations Ms. Linda Stevenson, Trustee, Thames Valley District School Board, and Mr. Graham Hart from Oxford County, attended at 9: 15 AM. to thank Council for their support of the Board by way of the recent motion regarding rural versus urban school issues. The Trustees indicated that two motions would be forwarded to the School Board for discussion, the first one regarding the amalgamation of the Board and to request that an independent study be done by the Minister of Education to investigate the effects; and secondly, regarding a Communication strategy with a request for a meeting with the Minister of Education. The motions will be copied to the County and Lower-Tier Councils, as well as school councils to keep them informed. Warden Wilson thanked Ms. Stevenson and Mr. Hart for their presentation and the delegation left at 9:37 AM. Mr. Brian Kope, Senior Project Engineer Planning and Design Section, Susan Wagter Environmental Planner, and Peter Freure, Ministry of Transportation, attended at 9:37 AM. to presented the Preliminary Design and Class Environmental Study for Highway #3 - St. Thomas easterly to Aylmer. The Ministry is requesting comments and concerns from the County regarding the planned improvements and detour routes. Once comments have been reviewed, the MTO would forward the final design. Much discussion ensued on items including: the bypass around St. Thomas; the freeze on designated land that has been in place for 30 plus years and the possibility of releasing this land for development; the possibility of funding from the Province to pay for deterioration on County and Municipal Roads that would receive heavy traffic from the proposed detours; availability of funding for dispatch of firetrucks responding to an emergency and accidents that may occur on the detour roads; and, construction of temporary signage to businesses affected by the detour. Mr. Kope indicated he would take these concerns back to the MTO for consideration, and further noted that County, Lower-Tier staff, and MTO personnel would assess the condition of the detour routes during the design phase and the Province would be requested to provide funding to return these roads to the pre-detour condition. Warden Wilson thanked the delegation for the presentation and the delegation left at 9:45 AM. Council took a break at 10:30 AM. and reconvened at 10:47 AM. Moved by Councillor Crevits Seconded by Councillor Faulds THAT we do now move into Committee Of The Whole Council. - Carried. County Council 2 March 25, 2003 REPORTS Minimum Maintenance Standards - ManaQer of EnQineerinQ Services The Municipality of Central Elgin has concerns regarding meeting the minimum standards and that if adopted they would have to implement 24-hour service. The Manager of Engineering Services pointed out that deployment of staff resources is a local decision and that major storm events occur about 5 times a year. Moved by Councillor VanBrenk Seconded by Councillor McPhail THAT the County of Elgin adopt the Minimum Maintenance Standards in Ontario Regulation 239-02; and, THAT the County constituent municipalities be so informed; and, THAT the standards become effective July 1, 2003. - Carried. Urban Road Policy Review - ManaQer of EnQineerinQ Services Councillors noted that the policy has been in place since 1983 and has not been reviewed by the lower-tiers in the recent past. Staff was directed to discuss the report at the next meeting of the Elgin Road Superintendents and that the importance of sweeping and washing of structures be emphasized. The report will come back to Council at a later date. Bobier Villa Humidification System - Update - ManaQer of EnQineerinQ Services Moved by Councillor VanBrenk Seconded by Councillor Mcintyre THAT the report entitled "Bobier Villa Humidification System - Update" dated March 4, 2003, from the Manager of Engineering Services be received and filed. - Carried. Belmont Road ResurfacinQ - ManaQer of EnQineerinQ Services The Manager of Engineering Services pointed out that the County would not necessarily have done paving on this roadway in 2003 if the Municipality was not rehabilitating the trench over its waterline. Mr. Lloyd Perrin from Central Elgin was in attendance and spoke to the proposed work. The Municipality was trying to create efficiencies by completing both works at the same time. Councillors noted that most municipalities will be rehabilitating waterlines in the future and to amend the County's policy to accommodate local improvements may not be desirable. Local priorities would then heavily influence County planning, making County needs secondary. Mr. Perrin left at 11: 13 AM. Moved by Councillor Habkirk Seconded by Councillor Stewart THAT the County continue as per past practice, that being, the responsibility remaining with the local municipality to cover all costs associated with the complete restoration of services installed on County Roads. - Carried. Ontario Good Roads Association Member Services Committee - ManaQer of EnQineerinQ Services The Manager of Engineering Services has been asked to sit as a member on the Committee. County Council 3 March 25, 2003 Moved by Councillor McPhail Seconded by Councillor Faulds THAT the report entitled "Ontario Good Roads Association Member Services Committee" dated March 14, 2003, from the Manager of Engineering Services be received and filed. - Carried. Community Safety Zones - Technical Services Officer The Technical Services Officer reported that research has indicated this type of signage does not affect driving behaviour and that school area signs would alert drivers to school children in the area. Staff will continue to monitor the intersection. Moved by Councillor Faulds Seconded by Councillor Mcintyre THAT in response to the request for a Community Safety Zone from the Municipality of Dutton/Dunwich on Currie Road and Miller Road within the former Village of Dutton, "School Area" (Wc-1 01) signs be placed as per the Ontario Traffic Manual. - Carried. DELEGATIONS Mr. Jim Price, General Manager, Rodney Ambulance Service, attended at 11 :22 AM. to present their budget, requesting a funding increase of $54,717, to a total request of $1,186,117 for 2003. The difference in the budget is due to wage increases, an approved manager position, and provision of 24-hour coverage. Warden Wilson thanked the delegation for the presentation. Ms. Jane Perry, Director of Financial Services, St. Thomas-Elgin General Hospital Ambulance Service, attended at 11 :30 AM. to present their budget, requesting a funding increase of $168,204 to a total request of $2,182,593 for 2003. The difference in the budget is due to wage increases, benefit increases, increases in on-site staff, and increased usage in supplies and equipment. Warden Wilson thanked the delegation for the presentation. The delegations left at 11 :35 AM. Student Position - Archives - County Archivist Councillors noted that the rate proposed to be paid seems excessive for a summer student position. Council directed the Archivist to pursue employment grants for the position and that the rate be reviewed prior to recruitment. The Archivist noted that on April 12 the County of Middlesex would be touring the Archives and invited the Warden to attend. Also, the County's microfilm collection, which has been housed at the St. Thomas Public Library, would be transferred to the Archives on April 2. Moved by Councillor VanBrenk Seconded by Councillor Faulds THAT an upset limit of $9,500 (including all wages and benefits) be included in the Elgin County Archives 2003 operating budget and subsequent operating budget requests to support a summer student position; and, THAT the position report the County Archivist; and, THAT the Human Resources Department proceed with a job description, job posting and evaluation according to the County's hourly wage grid; and, THAT recruitment for this position begins as soon as possible. - Carried. County Council 4 March 25, 2003 Benefit Renewal - 2003 - Effective March 1. 2003 - Director of Human Resources The Director noted that the report be amended to reflect the overall change in the charts as 1.4% rather than 1.8% as presented. Moved by Councillor VanBrenk Seconded by Councillor Mcintyre THAT based on the recommendation of Buffett Taylor & Associates, the Liberty Health and Manulife premium rates presented in the 2003 Renewal Report be adopted for the County of Elgin and the participating Elgin Member Municipalities, effective March 1, 2003. - Carried. Quality Council for the Homes - Director of Homes and Seniors Services The Committee would be comprised of staff, whose mandate would be to develop, implement and monitor improvements in services at the Homes and would be reporting to Council semi-annually. Staff would be reminded that changes have to be balanced against availability of funding. Moved by Councillor Stewart Seconded by Councillor Crevits THAT the report entitled "Quality Council for the Homes" dated March 16, 2003, from the Director of Homes and Seniors Services, be received and filed. - Carried. ReQuest from Sf. John Ambulance to Purchase or Receive Donation of the Reserve Ambulance - EmerQency Measures Co-Ordinator Moved by Councillor VanBrenk Seconded by Councillor Crevits THAT the 1992 Ford E350 dual box reserve ambulance housed at the Rodney Fire Department be sold to the St. Thomas St. John Ambulance Brigade for $1.00, subject to concurrence by the City of St. Thomas. - Carried. Community EmerQency ManaQement Co-Ordinator Position Description - EmerQency Measures Co-Ordinator Moved by Councillor Mcintyre Seconded by Councillor Faulds THAT the report entitled "Community Emergency Management Co-Ordinator Position Description" dated March 14, 2003, from the Emergency Measures Co-Ordinator, be received and filed. - Carried. Treasurer's Statement of Remuneration and Expenses - Outside Boards; Treasurer's Statement of Remuneration and Expenses - Council; and Director of Financial Services Statement on Convention Expenses Statements - Director of Financial Services Moved by Councillor VanBrenk Seconded by Councillor McPhail THAT the Treasurer's Statement of Remuneration and Expenses - Outside Boards; Treasurer's Statement of Remuneration and Expenses - Council; and Director of Financial Services Statement on Convention Expenses be approved. - Carried. County Council 5 March 25, 2003 P.O.A. Revenue Share to Municipalities - Director of Financial Services Moved by Councillor Faulds Seconded by Councillor Mcintyre THAT the same ratios as determined from Provincial Offences tickets that identify the issuing municipality be utilized to determine each municipality's share of 2002 net fine revenues; and, THAT the revenues be dispersed once the audit is complete. - Carried. Council recessed at 12:07 P.M. for lunch and reconvened at 1 :01 P.M. Warden Wilson thanked all those who were involved in the redecoration of the Council Chamber and noted they did an excellent job. CORRESPONDENCE Correspondence for Consideration 1. Cynthia St. John, Chief Administrative Officer, Elgin-St. Thomas Health Unit, requesting the County forward its portion of funding for the 2003 West Nile Virus activities. 2. Christine Hale-Sanders, Little Rock Co-ordinator and Cheryl Jermyn, Bantam Co- ordinator, St. Thomas Curling Club, requesting financial support to purchase specialized equipment to be used by children between the ages of 6 and 12. 3. David Carey, Treasurer and Deputy Clerk, County of Huron, with correspondence regarding petitioning the Province of Ontario to allow access to all Counties and Regions to the information supplied by the Road Weather Information System. 4. Louise Gartshore, City Clerk, City of Woodstock, requesting support of their request to the Province to immediately review its capping program with an aim to eliminate it completely. 5. Sandra Pupatello, MPP Windsor West, Deputy Leader and Health Critic, Ontario Liberal Party, requesting support for the Ernie Eves Government to provide funding and provincial standards for the West Nile Virus. The following recommendation was adopted respecting Correspondence Item #1 : Moved by Councillor Mcintyre Seconded by Councillor Stewart THAT Correspondence Item #1 be received and filed. - Carried. The following recommendation was adopted respecting Correspondence Item #2. Moved by Councillor VanBrenk Seconded by Councillor Crevits THAT Correspondence Item #2 be received and filed. - Carried. The following recommendation was adopted respecting Correspondence Item #3. County Council 6 March 25, 2003 Moved by Councillor Habkirk Seconded by Councillor McPhail THAT Elgin County Council supports the County of Huron's recommendation petitioning the Province of Ontario to allow access to the information supplied by the Road Weather Information System to all Counties and Regions of Ontario; and further, THAT this information be provided free of charge. - Carried. The following recommendation was adopted respecting Correspondence Item #4. Moved by Councillor Habkirk Seconded by Councillor Mcintyre THAT Elgin County Council supports the City of Woodstock's resolution requesting the Province to immediately review its capping program with an aim to eliminate it completely. - Carried. The following recommendation was adopted respecting Correspondence Item #5. Moved by Councillor Habkirk Seconded by Councillor Mcintyre THAT Correspondence Item #5 be deferred until the issue is dealt with at the next Health Unit Board meeting. - Carried. Correspondence for Information - (Consent AQenda) 1. E.J. Uffen, Vice President, West Elgin Chamber of Commerce, with a resolution concerning enforcement of existing parking by-laws and marking of no parking areas at the intersection of Main and Graham in West Lorne. 2. Helen Johns, Minister of Agriculture and Food, acknowledging Council's concerns regarding consultations with stakeholders in regard to the Nutrient Management Act. 3. Mayor John Rowswell, City of Sault Ste. Marie, with copy of correspondence regarding MPAC and the assessment services for northern communities. 4. AMO Member Communication "FOR YOUR INFORMATION" 1) New Minister and AMO President to Meet Soon; 2) AMO Supports Kids Voting Canada - You Can Too! 5. Honourable Elizabeth Witmer, Deputy Premier and Minister of Education, acknowledging Council's resolution requesting a review of the composition and size of the Thames Valley District School Board. 6. Phyllis Ketchabaw, Clerk, Town of Aylmer, endorsing the County of Elgin's support of the County of Renfrew's resolution concerning the adoption of the Administrative Monetary Penalties Policy. 7. Malcolm Bates, Director, Ministry of Health and Long-Term Care, advising that the Province approved an increase to the County's Land Ambulance Service Grant for the 2002/03 fiscal year. 8. Ken Boshcoff, President, Association of Municipalities of Ontario, announcing upcoming seminars on the changing drinking water responsibilities for municipalities and registration information. County Council 7 March 25, 2003 9. Steve Peters, M.P.P., Elgin-Middlesex-London, supporting Council's resolutions to: 1) Honourable Elizabeth Witmer, Minister of Education, regarding the closure of rural schools and funding. 2) Honourable David Young, Minister of Municipal Affairs and Housing, regarding federal subsidy portion to assist in the cost of retroactive Union Gas charges be forwarded to social housing program service managers. 3) Honourable Gar Knutson, Secretary of State (Central and Eastern Europe and Middle East), regarding the Federal Firearms Registration Act cost over-runs. 10. The Senate Business Report - Winter 2003 Issue, with highlights of Legislative Activities. 11. Ken Boshcoff, President, AMO, with registration form for the 2003 AMO Annual Conference. 12. Ministry of Transportation, with Notice of Public Information Centre, Preliminary Design Study and Class Environmental Assessment, Highway 3 Improvements, St. Thomas easterly to Aylmer. Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT Correspondence Items #1-12 be received and filed. - Carried. 2003 Composite BudQet - Director of Financial Services The Director of Financial Services presented the 2003 County Composite Budget highlights, noting that increases to wages and the return of OMERS deductions have had a significant impact on the budget. Consideration of Grants - Council consensus was to include the following grants in the 2003 County Budget: TOTAL $ 4,500 $ 4,500 $ 4,500 $ 7,500 $ 2,000 $ 2,000 $ 2,000 $ 2,500 $ 5,000 $ 10,000 $ 7,500 $ 5,000 $ 2,000 $ 750 $ 3,500 $ 5,000 $ 50,000 $ 5,000 $ 10,000 $ 10,000 $143,250 Shedden Agricultural Society Wallacetown Agricultural Society Rodney-Aldborough Agricultural Society Aylmer $ East Elgin Agricultural Society Elgin 4-H Association Tillsonburg & District Multi-Service Centre Quad County Support Services Seniors Picnic St. Thomas-Elgin Art Gallery St. Thomas-Elgin YMCA Talbot Bi-Centennial Committee Non-specific Town Crier Galbraith Project Second Stage Housing St. Thomas Gun Club East Elgin Medical Facility Easter Seal Society - St. Thomas-Elgin Elgin Community Nutrition Partnership Dutton/Dunwich Medical Building The Director of Financial Services reviewed the 2003 Proposed Budget on a line by line basis. County Council 8 March 25, 2003 Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT we do now proceed In-Camera to discuss personnel matters. - Carried. Mr. Gerry Moniz and Ms. Erin MacGuire attended at 2:20 P.M. to speak to a report on Restoration Care and left Chambers at 2:47 P.M. Council took a break at 2:47 P.M. and reconvened at 3:03 P.M. The Deputy Clerk left to attend another meeting at 4:30 P.M. and returned to Chambers at 5:28 P.M. Council took a break at 5:47 P.M. and reconvened at 5:54 P.M. Moved by Councillor VanBrenk Seconded by Councillor McPhail THAT we do now rise and report. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Faulds THAT the 2003 County Composite Budget resulting in an increase of 4.85% over 2002 levels be approved, and the necessary by-law be prepared once final taxation ratios are known. - Lost. Council consensus was that we meet again on April 8, 2003 at 1 :00 P.M. to discuss the 2003 County Budget. Casual dress is permitted. Moved by Councillor Stewart Seconded by Councillor Faulds THAT the report entitled "Restorative Care - A Proposed New Program" dated March 21, 2003 be deferred to the April 8,2003 Council meeting. - Carried. Moved by Councillor Habkirk Seconded by Councillor Crevits THAT staff contact a post-secondary institution to investigate the County's IT requirements and report back with options; and, THAT the contract with Integral Network Solutions not be renewed; and, THAT the 2003 draft IT budget be approved. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT a new position of Part-Time Human Resources Clerk, Level 2, to assist with the basic clerical needs of the Human Resources Department be approved. - Carried. County Council 9 March 25, 2003 Moved by Councillor McPhail Seconded by Councillor Habkirk THAT the maintenance position review in the confidential report entitled "Human Resources Plan for the new Elgin Manor" dated March 20, 2003, be approved. - Carried. Moved by Councillor Stewart Seconded by Councillor Faulds THAT the balance of the confidential report entitled "Human Resources Plan for the New Elgin Manor" be deferred to April 8, 2003 Council meeting. - Carried. Moved by Councillor Habkirk Seconded by Councillor Faulds THAT the maintenance employee position at the County Administration Building be increased from two full days and three half days to five full days per week. - Carried. Moved by Councillor McPhail Seconded by Councillor Mcintyre THAT the lease with the Victoria Order of Nurses (VON) for space at Terrace Lodge be approved at no cost; and, THAT renovations be undertaken to provide an area of 200 square feet for the VON Office; and further, THAT the cost for said renovations be borne by the VON. - Carried. Moved by Councillor Habkirk Seconded by Councillor Crevits THAT no action be taken on any unsigned and unsolicited correspondence received by County staff with said correspondence being received and filed. - Carried. Moved by Councillor Habkirk Seconded by Councillor Stewart THAT F.J. Galloway Associates Inc. be approved to lead the Homes' Strategic Planning process at an upset limit of $22,000 exclusive of GST, the cost of which is to be allocated to the Reserves-Strategic Planning Account; and, THAT the resultant Homes' Strategic Plan be presented to Council for approval prior to implementation. - Carried. Moved by Councillor Habkirk Seconded by Councillor Crevits THAT the report from the Chief Administrative Officer entitled "An Omnibus Report on Outstanding Matters" be received and filed. - Carried. County Council 10 March 25, 2003 Moved by Councillor Stewart Seconded by Councillor VanBrenk THAT staff be authorized to engage an architectural firm to develop a conceptual drawing for the Pioneer Museum and Archives and other related uses, and that the development of said drawings shall include a public consultation phase to enable Council to determine future priorities; and, THAT the funds be allocated from the Millrate Stabilization Reserve (approximately $20,000). - Carried. Moved by Councillor Faulds Seconded by Councillor Stewart THAT staff be directed to hold a public meeting with stakeholders to determine the interest in renovating Terrace Lodge to improve ventilation, fire protection, and other matters, and report back to Council. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Habkirk THAT funds to implement some of the Homes' Task Forces' recommendations in 2003, be allocated from an appropriate reserve (approximately $15,000). - Carried. OTHER BUSINESS Statements/InQuiries by Members Councillor Habkirk thanked everyone for their expressions of condolence for his recent bereavement. Councillor Mcintyre reminded Council that tickets to Municipal Association Dinner, to be held on April 2,2003, are available at $20.00 each. Notice of Motion - None. Matters of UrQency - None. Moved by Councillor VanBrenk Seconded by Councillor Mcintyre THAT we do adopt the recommendations of the Committee Of The Whole Council. - Carried. Moved by Councillor Stewart Seconded by Councillor Faulds THAT By-Law No. 03-13 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the March 25, 2003 Meeting" be read a first and second time. - Carried. County Council 11 Moved by Councillor Habkirk Seconded by Councillor Crevits THAT By-Law No. 03-13 be read a third time and finally passed. - Carried. Moved by Councillor McPhail Seconded by Councillor Mcintyre THAT we do now adjourn to meet again at 1 :00 P.M. on April 8,2003. - Carried. March 25, 2003 Mark G. McDonald, Chief Administrative Officer. John R. Wilson, Warden.