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September 23, 2003 Minutes COUNTY OF ELGIN Tuesday, September 23, 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 Habkirk. Warden Wilson in the Chair Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT the minutes from the meeting held on September 9,2003 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF- None. Moved by Councillor Faulds Seconded by Councillor Rock THAT we do now move into Committee Of The Whole Council. - Carried. REPORTS EIQin-St. Thomas Health Unit - Councillor Mcintyre Councillor Mcintyre presented the annual report of the Elgin-St. Thomas Health Unit and highlighted staff challenges and performance on matters dealt with during SARS, West Nile Virus, and Aylmer Meat Packers issues, among others. Councillors questioned the changes for septic system testing and the applicant fee of $100 and Councillor Mcintyre indicated he would request staff from the Health Unit to provide an answer. Warden Wilson thanked the administration and staff at the Health Unit for their efforts. Moved by Councillor VanBrenk Seconded by Councillor Rock THAT the report on activities of the Elgin-St. Thomas Health Unit be received and filed. - Carried. County RinQ DesiQn - Councillor McPhail. Warden Wilson. Deputy Clerk The Deputy Clerk presented the report "County Ring Design" dated September 15, 2003. Mr. Dan Muscat of Muscat Jewellers attended at 9: 15 AM. to speak to the design and presented a wax cast for Council's consideration. Councillors questioned if dates could be engraved on either side of the crest and Mr. Muscat indicated that could be done if desired, as well, the ring shape could be reduced slightly in size. Mr. Muscat noted a sample would be available to circulate during the Warden's Banquet and any ring orders could be handed out then. The Warden thanked Mr. Muscat for attending and he left at 9:29 AM. Moved by Councillor Crevits Seconded by Councillor McPhail THAT the attached design and pricing from Muscat Jewellers for a gold County Ring, with and without gems, available in men's and women's sizes be adopted; and, THAT, as Wardens, County Councillors and staff, past and present, would bear the cost of the rings, the individual would attend at Muscat Jewellers to determine ring type, size, and method of payment at the time of ordering; and, County Council 2 September 23, 2003 THAT Muscat Jewellers confirm eligibility of the purchaser with County staff prior to processing the order. - Carried Unanimously. Thames Valley District Health Council - Councillor Habkirk (absent) Moved by Councillor VanBrenk Seconded by Councillor Crevits THAT the annual report on activities of the Thames Valley District Health Council be deferred to the October meeting. - Carried. NOTICE OF MOTION Councillor McPhail presented the following Notice of Motion for consideration by Council: Moved by Councillor McPhail Seconded by Councillor Crevits WHEREAS the practice of electing Wardens for the County of Elgin and sitting for a two- year term has been established as acceptable, over the traditional long-standing one-year term; and, WHEREAS, in an environment where policy is the foundation that is necessary to accomplish the work that we do on behalf of the public, in a timely and organized fashion; THEREFORE BE IT RESOLVED, that a lifetime limit of two terms be established for the Office of Warden of Elgin County; and, THAT this policy be added to the policy manual with an additional clause that will show it may be amended if necessary by the unanimous consent of Council as situations may arise; and, THAT this policy be deemed retroactive. Written comments from Councillor Habkirk were considered in his absence. Moved by Councillor Mcintyre Seconded by Councillor Rock THAT the Notice of Motion to change the term for the Office of Warden be amended by removing the words "a lifetime limit of two terms" in the third clause and replacing with "a limit of two consecutive terms". Councillors discussed concerns with the limit on terms a Councillor could serve as Warden and why unanimous consent was needed rather than normal majority vote. Councillor VanBrenk requested a Recorded Vote on the amendment: YEAS NAYS ABSENT McPhail VanBrenk Mcintyre Rock Crevits Habkirk Faulds Stewart Wilson TOTAL 5 3 1 - Carried. County Council 3 September 23, 2003 The Chief Administrative Officer noted the Municipal Act provides for one-year terms or for the term of Council and that the Ministry of Municipal Affairs noted that we should receive a legal opinion. The Deputy Clerk noted that should the Motion be adopted, provision of Public Notice is required, as the County's Procedural By-Law would require amendment. Councillor VanBrenk requested a Recorded Vote on the Main Motion, as amended: YEAS NAYS ABSENT McPhail VanBrenk Mcintyre Rock Crevits Habkirk Faulds Stewart Wilson TOTAL 5 3 1 - Carried. As a result of the Recorded Vote the Main Motion was Carried, as amended. REPORTS - continued Pioneer MuseumlArchives Feasibility Study Process and Timeline - Director of Financial Services. ManaQer of EnQineerinQ Services. and Archivist Councillors discussed concerns with the reference to possible relocation of the Pioneer Museum as well as the large number of dollars a cultural centre, to house the Museum and an expansion of the County Archives, would involve. Moved by Councillor Faulds Seconded by Councillor VanBrenk THAT a public meeting to determine the future for the Elgin County Pioneer Museum, as well as the future for the Elgin County Archives and related uses be held on Thursday, December 11th, 2003, in the evening, with the meeting to be facilitated by the firm of Goldsmith, Borgal & Company and Canadian Cultural Resource Consultants; and, THAT the process and timeline contained in the report be received as information. - Carried. Council took a break at 10:23 AM. and reconvened at 10:43 AM. DELEGATIONS Mr. Cliff Nordal, President, and Ms. Sandy Whittall, Integrated Vice-President of Mental Health Programs, attended at 10:43 AM. at the invitation of Council, to discuss the Geriatric Psychiatric beds being moved to the London facility. MPP Steve Peters was also in attendance. Mr. Nordal highlighted the Hospital's restructuring Tier 1 and Tier 2 initiatives, the role of local government, and Task Force findings. Ms. Whittall presented PowerPoint slides outlining the rationale behind moving the Geriatric Psychiatric beds and noted the forensics program would remain in Elgin County. Council discussed the impact the move would have on patients' families; on Elgin's long-term care facilities; frustration with decision delays for the local hospitals; and the Provincial Government's neglect of the health care system, among other issues. Mr. Nordal indicated that he shares Council's frustration with not knowing the outcome of the Ministry report. MPP Steve Peters noted that he has written to the Minister of Health at least twice concerning the Task Force report but has heard nothing since May, and on finding a balance between community-based service and institutional programs. Warden Wilson thanked the delegation for attending and requested that Council be kept updated on issues. The delegation left at 11:46 AM. County Council 4 September 23, 2003 Moved by Councillor McPhail Seconded by Councillor VanBrenk THAT the Council for the County of Elgin request, for a second time, that the Minister of Health release the report of the Southwest Mental Health Implementation Task Force which has been residing on the Minister's desk since December 2002, to enable affected parties to plan in a prudent and proactive manner. - Carried Unanimously. Council took a break at 11:46 AM. and reconvened at 11 :53 AM. Mrs. Jenny Phillips, Chair, Joint ElginlCentral Elgin Accessibility Advisory Committee, attended at 11 :53 AM., to again present the Joint ElginlCentral Elgin Municipal Accessibility Plan that had been deferred from the September 9th meeting. Some minor editorial amendments were suggested by Councillor Crevits and accepted by Council. Mrs. Phillips thanked Council for their continued support of disability issues. Warden Wilson thanked Mrs. Phillips for her presentation and commented on the hard work completed by the Committee. The delegation left at 12:01 P.M. Moved by Councillor Rock Seconded by Councillor VanBrenk THAT the Joint ElginlCentral Elgin Municipal Accessibility Plan and the recommendations contained therein be adopted. - Carried. REPORTS - continued Warden's BanQuet - Councillor Rock Councillor Rock presented and highlighted items contained in the report. Moved by Councillor Rock Seconded by Councillor Stewart THAT the annual Warden's Banquet be held at the Saxonia Hall on Friday, November 21, 2003, with the social hour from 5:30-6:15 p.m. and the banquet beginning at 6:30 p.m.; and, THAT all other costs and items be approved as detailed on the spreadsheet; and, THAT the charge for each purchased ticket be set at $18.50, to cover the cost of the meal, taxes and gratuities; and further, THAT County Councillors and Officials dress in standard Council attire. - Carried. Special Events Committee Update - Chair Suzanne Edwards The Chair highlighted the report and indicated that she had tickets available for the County Christmas Party to be held at St. Anne's Centre on November 29. Moved by Councillor VanBrenk Seconded by Councillor Faulds THAT the report "Special Events Committee Update" dated September 16,2003, from the Special Events Committee Chair be received and filed. - Carried. County Council 5 September 23, 2003 Provincial Offences Directive for Collection of OutstandinQ Fines - EmerQency Measures Co-Ordinator The Emergency Measures Co-Ordinator highlighted the process staff would like to use to become proactive in collecting outstanding traffic fines. Councillors directed staff to report every six months on the status of the collection process. Moved by Councillor Rock Seconded by Councillor Faulds THAT the collections procedures and protocols contained in the report entitled "Provincial Offences Directive for Collection of Outstanding Fines", dated September 5, 2003 from the Emergency Measures Co-Ordinator be approved for implementation. - Carried. RFP for a Fine Collections AQency - EmerQency Measures Co-Ordinator Moved by Councillor VanBrenk Seconded by Councillor Mcintyre THAT the Corporation of the County of Elgin enter into a two-year contract with Canadian Bonded Credit Limited to provide collection services for Provincial Offences' outstanding fines for a retail commission rate of 10% and a commercial commission rate of 16.9%. - Carried. United Way CampaiQn 2003-04 - Human Resources Co-Ordinator and Director of Human Resources Council directed that the amounts for payroll deductions for the United Way agencies be reviewed for next year's campaign with a view to increasing it. Moved by Councillor VanBrenk Seconded by Councillor Crevits THAT the United Way Committee members be afforded time away from their regular work schedule, pre-approved by the Department Head, during the month of October, to attend the Homes for Seniors, Libraries and Museum, to meet with as many County employees as possible in order to facilitate a strong face-to-face payroll deduction sign-up campaign for the United Way; and, THAT, as in previous campaign years, the County approve a draw for a paid day off for all employees that sign up for payroll deductions of at least $2,00 per pay for 26 pays, and a draw for two paid days off for all employees that sign up for payroll deductions of at least $4.00 per pay for 26 pays. - Carried. Compliance Report -Terrace LodQe - General ManaQer. LonQ-Term Care The General Manager, Long-Term Care, advised that favourable compliance reports for Terrace Lodge have been received from the Ministry of Health and Long-Term Care Moved by Councillor Faulds Seconded by Councillor Stewart THAT the report entitled "Compliance Report, Terrace Lodge" dated September 15,2003 from the General Manager, Long-Term Care, be received and filed; and, THAT Council acknowledge Terrace Lodge staff and managers for their continued teamwork to ensure compliance with the Ministry of Health and Long-Term Care Program Standards. - Carried. County Council 6 September 23, 2003 Bobier Villa Compliance Report - General ManaQer. LonQ- Term Care Moved by Councillor Rock Seconded by Councillor VanBrenk THAT the report entitled "Bobier Villa Compliance Report" dated September 15,2003, from the General Manager, Long-Term Care be received and filed. - Carried. Facility Condition Study. Administration BuildinQ - ManaQer of EnQineerinQ Services The Manager of Engineering Services expanded on what would be involved in the study. Councillors noted this was a large sum of money to expend on top of what has already been approved and that the County Corporate Facilities Manager should be able to do the study. The Manager of Engineering Services pointed out the contract would include preventative maintenance on mechanical and electrical systems. Moved by Councillor VanBrenk Seconded by Councillor Faulds THAT Peter T. Mitches & Associates Limited be selected to complete the facility condition study for the County Administration Building at their submitted price of $31 ,320.00 exclusive of all taxes; and, THAT $20,000 be paid from the approved 2003 Capital Budget; and also, THAT the approved 2003 Capital Project; Paint Exterior Building, Railings and Lamppost $20,000 be deleted and the funds reallocated to the facility condition study. - Motion Defeated. Moved by Councillor Rock Seconded by Councillor Mcintyre THAT the report "Facility Condition Study, Administration Building" dated September 16, 2003, from the Manager of Engineering Services be received and filed. - Carried. CORRESPONDENCE Correspondence for Consideration 1. Jane M. Steller, Clerk, Township of Wilmot, with a resolution requesting the Federal and Provincial Governments to investigate fluctuating prices in regards to insurance premiums and gas prices. 2. Stephen H. Gibson, Hennessey, Bowsher, Gibson & Carrie regarding Term Limits for Warden. 3. Councillor Bob Habkirk with suggested amendments to Councillor McPhail's Notice of Motion regarding Terms of Warden, or consideration for placing election for Warden on the municipal ballot. 4. Ken Verrell, Chairperson, Seniors Picnic Committee, thanking County Council for financial support of the 2003 Seniors Picnic and requesting funding of the 2004 event. 5. Lisa VanBrenk requesting permission to use the business name of Elgin County Foot Services. The following recommendation was adopted respecting Correspondence Item #1 : County Council 7 September 23, 2003 Moved by Councillor Rock Seconded by Councillor Mcintyre THAT Elgin County Council supports the resolution of the Township of Wilmot requesting the Federal and Provincial Governments to investigate fluctuating prices regarding insurance premiums and gas prices. - Carried. The following recommendation was adopted respecting Correspondence Items #2 and 3: Moved by Councillor Mcintyre Seconded by Councillor Faulds THAT Correspondence Items #2 & 3 be received and filed. - Carried. The following recommendation was adopted respecting Correspondence Item #4: Moved by Councillor Mcintyre Seconded by Councillor McPhail THAT the request for $2,500 in funding for the 2004 Seniors Picnic Event be forwarded to Financial Services to be considered during the 2004 budget deliberations. - Carried. The following recommendation was adopted respecting Correspondence Item #5: Moved by Councillor McPhail Seconded by Councillor Crevits THAT the Council of the County of Elgin grant the usage of "Elgin County" to Ms. Lisa Van Brenk for the business known as Elgin County Foot Services. - Carried. Correspondence for Information 1. Helen Simpson, Manager, Fund Development, VON Middlesex-Elgin, acknowledging County's support for the "Great VON Community Walk - Springwater". 2. Honorable Tony Clement, Minister of Health and Long-Term Care, acknowledging Council's resolution concerning banning of financial incentives by communities to attract physicians. 3. Steve Peters, M.P.P., Elgin-Middlesex-London, supporting Council's resolution to Honourable Tony Clement, Minister of Health and Long-Term Care, regarding development of fair and consistent dental care programs for Ontario's low wage earners. 4. Ken Boshcoff, President, Association of Municipalities of Ontario, with information from the 2003 AMO Conference. 5. Thank you card from the Hansen Family, and from Terry and Joan Lale and Family. 6. Grant Clarke, Director, Secondary Policy and Programs Branch, Ministry of Education, responding to Council's resolution supporting the School-to-Work Program at Parkside Collegiate Institute. 7. Ministry of Culture, Community Heritage Ontario (CHO), and Heritage Woodstock, with registration information for an information session regarding heritage initiatives in Ontario, Thursday, October 23, 2003, 7:00-10:00 P.M. at Woodstock Public Library. County Council 8 September 23, 2003 Moved by Councillor Crevits Seconded by Councillor Stewart THAT Correspondence Items #1-7 be received and filed. - Carried. OTHER BUSINESS StatementsllnQuiries by Members Councillor Faulds reminded Council of the "Murder Mystery" being sponsored by the Pioneer Museum on September 26th and tickets are available for purchase through the Museum. Notice of Motion - None. Matters of UrQency - None. Moved by Councillor Rock Seconded by Councillor Stewart THAT we do now proceed In-Camera to discuss property matters. - Carried. Mr. Randy Denning and Mr. Mac Gilpin of Thames EMS attended at 12: 15 P. M. and left Chambers at 1:13 P.M. Moved by Councillor VanBrenk Seconded by Councillor Crevits THAT we do now rise and report. - Carried. Moved by Councillor Faulds Seconded by Councillor Mcintyre THAT the confidential report entitled "Thames EMS Transition-St. Thomas Ambulance Station Issues" dated September 10, 2003 from the Ambulance Administrative Co- Ordinator be approved, as amended. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT we do adopt the recommendations of the Committee Of The Whole Council. - Carried. BY-LAWS Moved by Councillor McPhail Seconded by Councillor Stewart THAT By-Law No. 03-30 "Being a By-Law to Establish Minimum Maintenance Standards for the Corporation of the County of Elgin Road System and to Repeal By-Laws No. 96-15 and 01-30" be read a first and second time. - Carried. County Council 9 September 23, 2003 Moved by Councillor Crevits Seconded by Councillor Rock THAT By-Law No. 03-30 be read a third time and finally passed. - Carried. Moved by Councillor Mcintyre Seconded by Councillor Faulds THAT By-Law No. 03-31 "Being a By-Law to Amend By-Law No. 03-23 Designating Community Safety Zones on County Roads. - Carried. Moved by Councillor Rock Seconded by Councillor McPhail THAT By-Law No. 03-31 be read a third time and finally passed. - Carried. Moved by Councillor Stewart Seconded by Councillor Faulds THAT By-Law No. 03-32 "Being A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the September 23rd, 2003 Meeting" be read a first and second time. - Carried. Moved by Councillor Crevits Seconded by Councillor Faulds THAT By-Law No. 03-32 be read a third time and finally passed. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT the next meeting of County Council be held on October 21S\ 2003. - Carried. Moved by Councillor VanBrenk Seconded by Councillor Stewart THAT we do now adjourn at 1 :15 P.M. to meet again on October 21,2003 at 9:00 AM. - Carried. Mark G. McDonald, Chief Administrative Officer. John R. Wilson, Warden.