April 27, 2004 Minutes
COUNTY COUNCIL
Tuesday, April 27, 2004
The Elgin County Council met this day at the Administration Building, at 9:02 AM. in
accordance with adjournment, with all members present
Warden Rock in the Chair.
Moved by Councillor Baldwin
Seconded by Councillor Warwick
THAT the Minutes for the meeting held on April 13, 2004 be adopted.
- Carried.
DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF-
Councillor Wilson declared a conflict, left the room and refrained from discussing the
report on "Decommission of Wells on Union Road and Centennial Road", as his firm has
tendered on the project.
PRESENTATIONS
Warden Rock presented a certificate and gifts to Carol Beauchamp in recognition of her
retirement and more than 22 years of service to Elgin Manor.
DELEGATIONS
Mr. John Maddox, Southwestern Services Director, and Mr. Roger Moyer, Manager of
Local Government Section, Ministry of Municipal Affairs and Housing, attended at 9:05
AM. to introduce themselves, and update Council on Ministry activities and office
contacts. Mr. Moyer outlined the Ministry business plan, education, training and
networking initiatives offered to municipalities, as well as the responsibilities of Ministry
staff and what they are not responsible to provide, i.e. legal advice. Councillors raised
concerns regarding incomplete voters' lists for the last election and confusion with the
forms and voting locations due to local and provincial elections being held close together;
as well as problems with water usage at local community centres by volunteer groups who
provide church suppers and fish fries etc. Mr. Maddox indicated they are aware of these
issues and would investigate further. Warden Rock thanked the delegation for attending
and the gentlemen left at 9:37 AM.
Mr. Chester Hinatsu, Director, St. Thomas-Elgin Ontario Works, attended at 9: 15 A M. to
present the quarterly report and noted that staff is working hard to help gain employment
for harder to place individuals. A Social Housing report would be presented to Council
soon outlining current needs and shortfalls in affordable housing. Mr. Hinatsu highlighted
the Rent Bank initiative, which is funded by Municipal Affairs to municipalities to help offset
up to two months' of unpaid rents, as well as emergency utility issues and are awaiting
distribution of funds. Discussion ensued regarding checks and balances in place to
ensure social assistance payments are used to pay landlords and utilities and Mr. Hinatsu
indicated that staff reviews the paid rent and utility receipts before the next month's
cheque is issued.
Moved by Councillor Faulds
Seconded by Councillor Acre
THAT the Ontario Works Quarterly Report (January to March 2004) for St. Thomas-Elgin
Ontario Works be received and filed.
- Carried.
Mr. Hinatsu left at 10:05 AM.
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April 27, 2004
Moved by Councillor Baldwin
Seconded by Councillor Hofhuis
THAT we do now proceed in Committee Of The Whole Council.
- Carried.
REPORTS
Application for Minor Exception Lot 14. Concession 1. Township of Southwold-
Tree Commissioner
The Tree Commissioner reported that there were no concerns and the owner will be
replanting trees on his property.
Moved by Councillor Faulds
Seconded by Councillor Mcintyre
THAT the Application for Minor Exception to the Trees Act from Mr. John D. Lyle, Lot 14,
Concession 1, Township of Southwold, to clear 0.75 hectares of woodlands to allow for a
private field drainage outlet and to provide an access laneway to the rear of the farm, be
approved, subject to a minimum of 1300 trees being replanted or an equivalent donation
being made to a local conservation/heritage association.
- Carried.
Council took a break at 10:10 AM. and reconvened at 10:23 AM.
Decommission of Wells on Union Road and Centennial Road - ManaQer of
EnQineerinQ Services
Councillor Wilson left the Chambers and refrained from discussion or voting on the matter.
Councillors expressed concerns relating to the receipt of only one bid on the project.
Moved by Councillor Hofhuis
Seconded by Councillor Baldwin
THAT J.B. Wilson & Son Well Drilling Limited be selected for the project to decommission
two wells: 7986 Centennial Road (County Road 28); and Union Road (County Road 20)
north of the Fifth Line at their quoted price of $6,200.00 plus G.S.T.; and,
THAT the funds be allocated from the 2004 Engineering Miscellaneous Operations
account.
- Carried.
Councillor Wilson returned to Council Chambers.
lona Road Slope Instabilitv - ManaQer of EnQineerinQ Services
The Manager of Engineering Services noted there are no contingency funds available to
cover a worst case situation.
Moved by Councillor Hofhuis
Seconded by Councillor Baldwin
THAT the report "Iona Road Slope Instability" dated April 6, 2004, from the Manager of
Engineering Services, be received and filed.
- Carried.
EnQineerinQ Services for Replacement of the New Sarum BridQe - ManaQer of
EnQineerinQ Services
Councillors discussed the three-phase quotation and reviewing each phase on its own
merit to come within allowances in the County's Purchasing Policy before the necessity to
tender. Council consensus was to accept the bid for the project as an exceptional
circumstance to the Purchasing Policy.
County Council
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April 27, 2004
Moved by Councillor Baldwin
Seconded by Councillor Wilson
THAT under these exceptional circumstances, and given that the bids were solicited and
received in good faith, the County's $50,000 threshold for public tendering be waived; and,
THAT the quotation from Spriet Associates in the amount of $54,900 plus GST be
accepted to provide detail design, assist with contract preparation, and construction
supervision for the replacement of the New Sarum Bridge.
- Carried.
Union Road ResurfacinQ - ManaQer of EnQineerinQ Services
This project could proceed once the Township of Southwold has indicated when the
waterline issue has been decided, most likely in 2005. Discussion ensued regarding
expenditure of funds for upgrading the King George Lift Bridge. Staff noted it is working
properly now but there is potential for liability, if the Bridge is not upgraded.
Moved by Councillor Wilson
Seconded by Councillor Mcintyre
THAT the 2004 proposed capital project on Union Road be reduced to $15,000; and,
THAT the remaining funds, $115,000, be allocated for the following projects: Engineering
for electrical power and control system by Byrne Engineering Incorporated, project costs
$40,000; and also road refurbishing on Third Line between Mill Road and Southdel Drive
and Southminster Borne between Highway #4 and Southdel Drive, project costs $75,000.
- Carried.
EIQin Manor Waste Water Treatment Plant EnQineerinQ Services - ManaQer of
EnQineerinQ Services
Staff noted that costs could be included in the Financing Budget. Councillors noted that
some municipalities are also investigating alternative sewage treatment facilities. A great
deal of discussion centred around size and location of the treatment plant at the Elgin
Manor; the County becoming involved in sewage treatment operations; requirements for
and results from an Environmental Assessment; and the possibility of a partnership with
St. Thomas for sewage treatment.
Moved by Councillor Warwick
Seconded by Councillor Hofhuis
THAT the Warden be authorized to initiate discussions with the City of St. Thomas and the
Township of Southwold to determine their interests in pursuing a regional solution for the
treatment of waste water; and,
THAT staff be directed to obtain further information from Conestoga-Rovers & Associates
regarding the size of the plant required to treat septage, and the likelihood of approving a
plant located near a seniors' home.
- Carried.
Chatham-Kent Maintenance AQreement - ManaQer of EnQineerinQ Services
Moved by Councillor Faulds
Seconded by Councillor Warwick
THAT the County of Elgin enter into a maintenance agreement with the Municipality of
Chatham-Kent for the provision of maintenance on our shared boundary roads; Clachan
Road and McPhereson Road; and the shared boundary bridges: Bothwell Bridge and
Fleming Creek Bridge.
- Carried.
County Council
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April 27, 2004
Ambulance Emen::Jency Response Vehicle (ERV) - Ambulance and EmerQency
ManaQement Co-Ordinator
Moved by Councillor Faulds
Seconded by Councillor Mcintyre
THAT the award to the lowest bidder, Talbot Ford of St. Thomas, for a Ford Excursion
SSV, 6.8 litre V-8 engine in the amount of $42,319.80 to be converted to an Emergency
Response Vehicle be accepted.
- Carried.
Council recessed at 12: 13 P.M. and reconvened at 1 :01 P.M.
ReQuest to Reconstruct Sunset Road - ManaQer of EnQineerinQ Services
Council discussed building up or moving money into a reserve towards the construction of
this road.
Moved by Councillor Vowel
Seconded by Councillor Wilson
THAT the Council of the Corporation of the Municipality of Central Elgin be informed that,
with available funding resources, other County road projects are taking precedence over
the reconstruction of Sunset Road; and,
THAT a copy of the report entitled" Request to Reconstruct Sunset Road", dated Apri I 13,
2004, from the Engineering Technical Services Officer, be forwarded to the Municipality of
Central Elgin for information purposes.
- Carried.
HirinQ of Contract Full-Time BilinQual Administrative Clerk/Clerk Monitor - Court
Services Co-Ordinator
The Federal Government has designated the Elgin-St. Thomas Court as bilingual and will
fully fund the clerk position and the court bilingual operations.
Moved by Councillor Baldwin
Seconded by Councillor Faulds
THAT one full-time contract position for a bilingual administrative/court clerk be posted as
soon as possible to take advantage of the Federal funds provided; and,
THAT the terms of employment clearly state that the position is dependent on receipt of
financing and the said position will terminate upon cessation of Federal funding.
- Carried.
Ministry of Health-Enhanced Risk Reviews - Director of Human Resources
Moved by Councillor Wilson
Seconded by Councillor Faulds
THAT the report "Ministry of Health-Enhanced Risk Review" dated April 16, 2004,
presented by the Director of Human Resources be received and filed.
- Carried.
2004 Operational Needs - Director of Financial Services
The Director of Financial Services discussed budgetary items from the last meeting that
were not dealt with fully and need to be decided for the 2004 budget.
County Council
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April 27, 2004
Moved by Councillor Warwick
Seconded by Councillor Wilson
THAT in order to offset 2004 operational costs, funds from Reserves Surplus Construction
in the amount of $147,659 and funds from Ambulance Severance in the amount of
$246,797 be utilized.
- Carried.
Terrace LodQe - Compliance ReQuirements/2004 Construction - ManaQer of
EnQineerinQ Services
Moved by Councillor Warwick
Seconded by Councillor Acre
THAT the report Terrace Lodge Compliance Requirements 2004 Construction dated
March 31,2004 from the Manager of Engineering Services be adopted as follows:
THAT CCL Contracting Limited be selected as the contractor for the Compliance
Requirements/2004 Construction Project for Terrace Lodge in the amount of $478,489.02;
which includes the electrical portion of the project awarded to Tourney Electric at their
quoted price of $37,350.00 plus GST; and,
THAT the monies from the following projects be allocated to Terrace Lodge Compliance
Requirements/2004 Construction: engineering evaluations at Terrace Lodge, $71,000;
paint exterior trim at Terrace Lodge, $20,000; mechanical system review at Terrace
Lodge, $9,700; dresser replacement at Terrace Lodge, $4,900; door wall protection at
Terrace Lodge, $10,000; barn repairs at Elgin Manor, $28,000; sewer charge at the
Administration Building, $19,000; communication conduits at the Administration Building,
$15,000; miscellaneous building improvements, $7,300; and unallocated capital projects
at the Homes, $29,500.
- Carried.
CORRESPONDENCE
Correspondence for Consideration
1. J.D. Leach, City Clerk, City of Vaughan, with a resolution requesting the Federal and
Provincial Governments share 5% of the Gasoline Tax with Municipalities.
2. City of Peterborough, with a resolution requesting the Province to cover 75% of the
funding costs for the County-City Health Unit.
3. Anne O'Reilly, with a letter of concern regarding the County overspending and
specifically relating to care of seniors.
4. Spencer C. McKee, Member Services Co-Ordinator, St. Thomas & District Chamber
of Commerce, with the annual membership renewal invoice and requesting
confirmation of three County contacts.
5. Pat Berfelz, Deputy Clerk, Town of North Perth, requesting the Ministry of the
Environment to exempt washroom facilities at municipally owned rural sports fields,
from all portions of Ontario Regulation 170/03.
6. Kathy Robitaille, Vice Chair, T.Y.P.S. Incorporated, Community Development
Consultant, Councillor, Township of North Shore, requesting support for Town Youth
Participation Strategy, TYPS Inc. to be invited to the final round table discussion with
the Ministry of Children and Youth on the needs of children and youth in Ontario.
7. Responses to County 2004 Budget increase:
1) Mayor Paul Baldwin, Town of Aylmer
2) Danial R. Dale, Northridge
3) Dianne Wilson, Deputy Clerk, Municipality of Central Elgin
4) Kyle Kruger, Administrator, Municipality of Bayham.
5) Mike Reiter, President, J. Frisch Construction
6) Glen White, President, Steelway Building Systems
County Council
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April 27, 2004
7) Loretta and J. Ayerst, Aylmer
8) Debbie and Paul Desrosiers, Aylmer
9) Bob Nesbitt, Springfield (2)
The following recommendation was adopted respecting Correspondence Item #1 :
Moved by Councillor Baldwin
Seconded by Councilllor Hofhuis
THAT Correspondence Item #1 be received and filed.
- Carried.
The following recommendation was adopted respecting Correspondence Item #2:
Moved by Councillor Baldwin
Seconded by Councillor Faulds
THAT Correspondence Item #2 be received and filed.
- Carried.
The following recommendation was adopted respecting Correspondence Item #3:
Moved by Councillor Acre
Seconded by Councillor Hofhuis
THAT Correspondence Item #3 be received and filed.
- Carried.
The following recommendation was adopted respecting Correspondence Item #4:
Moved by Councillor Mcintyre
Seconded by Councillor Baldwin
THAT the Corporation of the County of Elgin take out membership with the St. Thomas
and District Chamber of Commerce for 2004/2005 in the amount of $145.00.
- Carried.
The following recommendation was adopted respecting Correspondence Item #5:
Moved by Councillor Acre
Seconded by Councillor Baldwin
THAT Correspondence Item #5 be received and filed.
- Carried.
The following recommendation was adopted respecting Correspondence Item #6:
Moved by Councillor Mcintyre
Seconded by Councillor Acre
THAT Correspondence Item #6 be received and filed.
- Carried.
The following recommendation was adopted respecting Correspondence Item #7:
Moved by Councillor Wilson
Seconded by Councillor Baldwin
THAT Correspondence Item #7 be received and filed.
- Carried.
Items for Information - (Consent AQenda)
County Council
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April 27, 2004
1. Robert A. Richards, President and CAO, Municipal Property Assessment Corporation
(MPAC), with copy of correspondence to the Ontario Public Service Employees
Union concerning a proposal to improve the quality of MPAC's service.
2. Peter Hume, Chairman, MPAC Board of Directors, with the 2003 Annual Report and
Financial Statements.
3. Gar Knutson, M.P., Elgin-Middlesex-London, with copy of correspondence: 1) to the
Minister of Transport regarding the status of funding from CN Rail for rail crossings
on County Road 48; 2) with copy of correspondence to the Minister of State -
Infrastructure Concerning the Municipal Rural Infrastructure Fund.
4. Responses to the Middlesex-Elgin Community Residency Program:
a) Margaret Underhill, Bayham Community Health Action Committee, Municipal Staff
Resource
5. Steve Peters, M.P.P., Elgin-Middlesex-London, with copy of correspondence:
1) to the Ministers of Finance, Transportation and Public Infrastructure Renewal,
regarding the County of Elgin report "Provincial Issues In Elgin County"; 2) to the
Minister of Health, Environment and Natural Resources, regarding the County of
Elgin report "Provincial Issues In Elgin County"; 3) to the Minister of Transportation
regarding Emergency Detour Route for Highway 401.
6. AMO Member Communication "For Your Information" 1) Environment Canada
Issues Final Road Salts Code of Practice; 2) Province Reverses Decision To Close
Judson; 3) Province Amends ESA to Allow Family Medical Leave.
7. Jean-Francois Trepanier, Chief Elections Officer, Federation of Canadian Municipalities,
Consent Form for National Board of Directors for 2004 Annual Conference.
8. Mark Cousins, Committee Chair, Ontario Family Fishing Weekend Steering
Committee, advising that July 9-11, 2004 is a licence-free-fishing weekend.
9. Shmuel Farhi, President, Farhi Holdings Corporation, thanking Council for the
opportunity to speak to Council recently regarding the Pioneer Museum.
10. Honourable John Gerretsen, Minister of Municipal Affairs and Housing, with copy of
correspondence to Honourable Steve Peters, M.P.P., regarding the Line Fences Act.
11. Jeff Okrucky, Manager, Operations, London/Sarnia, Union Gas, with information
regarding rate changes effective April 1 st.
12. St. Thomas-Elgin General Hospital Auxiliary, with an invitation to the 50th Birthday
Celebration for the St. Thomas-Elgin General Hospital - R.S.V.P. required by May 1
to Sharon Little at 633-6781.
Moved by Councillor Wilson
Seconded by Councillor Mcintyre
THAT Correspondence Items #1-12 be received and filed.
- Carried.
OTHER BUSINESS
Statements/InQuiries by Members
Warden Rock indicated that he and Councillor Mcintyre and the Chief Administrative
Officer met yesterday with Mr. Michael Bryant, Attorney General, regarding receipt of POA
revenue from 401 tickets in Elgin County and the Attorney General indicated he would
respond to the matter sometime later following a review of the facts.
Notice of Motion - None.
Matters of UrQency - None.
County Council
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April 27, 2004
Moved by Councillor Acre
Seconded by Councillor Wilson
THAT we do now proceed In-Camera to discuss personnel issues.
- Carried.
Moved by Councillor Hofhuis
Seconded by Councillor Acre
THAT we do now rise and report.
- Carried.
Moved by Councillor Mcintyre
Seconded by Councillor Vowel
THAT the reports on additional staffing from the Archivist, Manager of Library Services and
Manager of the Elgin County Pioneer Museum be received and filed and no action taken.
- Carried.
Moved by Councillor Wilson
Seconded by Councillor Faulds
THAT the recommendations of the Committee Of The Whole be adopted.
- Carried.
BY-LAWS
Moved by Councillor Warwick
Seconded by Councillor Faulds
THAT By-Law No. 04-11 "Being a By-Law for the Adoption of the 2004 Budget of the
Corporation of the County of Elgin" be read a first and second time.
Councillors requested clarification on various items throughout the budget.
Councillor Hofhuis requested a recorded vote.
YEAS NAYS ABSENT
Warwick
Vowel
Mcintyre
Hofhuis
Baldwin
Wilson
Faulds
Acre
Rock
TOTAL 5 4 0
- Carried.
Council took a break at 4:12 P.M. and reconvened at 4:25 P.M.
Councillor Hofhuis requested a recorded vote.
Moved by Councillor Vowel
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April 27, 2004
Seconded by Councillor Acre
THAT By-Law No. 04-11 be read a third time and finally passed.
YEAS NAYS ABSENT
Warwick
Vowel
Mcintyre
Hofhuis
Baldwin
Wilson
Faulds
Acre
Rock
TOTAL 5 4 0
- Carried.
Moved by Councillor Wilson
Seconded by Councillor Faulds
THAT By-Law No. 04-12 "A By-Law to Confirm Proceedings of the Municipal Council of
the Corporation of the County of Elgin at the April 2ih, 2004 Meeting" be read a first and
second time.
- Carried.
Moved by Councillor Acre
Seconded by Councillor Hofhuis
THAT By-Law No. 04-12 be read a third time and finally passed.
- Carried.
Moved by Councillor Faulds
Seconded by Councillor Wilson
THAT we do now adjourn at 4:39 P.M. to meet again on May 11,2004 at 9:00 AM.
- Carried.
Mark G. McDonald,
Chief Administrative Officer.
David Rock,
Warden.