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February 10, 2004 Minutes COUNTY COUNCIL Tuesday, February 10,2004 The Elgin County Council met this day at the Administration Building, at 9:05 AM. in accordance with adjournment, with all members present. Warden Rock in the Chair. Moved by Councillor Mcintyre Seconded by Councillor Baldwin THAT the minutes from the meeting held on January 20,2004 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF- None. PRESENTATIONS Mr. Chester Hinatsu, Director, and Elizabeth Sebestyen, Housing Administrator, St. Thomas- Elgin Ontario Works, attended at 9:06 AM. to present the 2003 Year-End Report and Building Condition Assessments and Capital Reserve Studies Report. Mr. Hinatsu noted caseloads have declined during 2003 and Ontario Works would come in under budget. A few social housing units would require extensive renovations and Capital Reserves would be utilized to address the needs, however, would be insufficient to cover the entire costs. At Warden Rock's request, Mr. Hinatsu provided an overview of the "Service Delivery Partnership" between the City and the County. Discussion ensued regarding the expiry date of the current service agreement and the Chief Administrative Officer noted the Ministry has not accepted the term of the agreement and the document stands until both parties agree to renegotiate. Warden Rock thanked the delegation for attending and the persons left at 9:33 AM. Moved by Councillor Faulds Seconded by Councillor Acre THAT the 2003 Year-End Report and the Building Condition Assessments and Capital Reserve Studies Report for St. Thomas-Elgin Ontario Works be received and filed. - Carried. Moved by Councillor Baldwin Seconded by Councillor Hofhuis THAT we do now move into Committee Of The Whole Council. - Carried. REPORTS Application for Minor Exception. Part Lot 30. Concession 2. Township of Malahide - Tree Commissioner Moved by Councillor Faulds Seconded by Councillor Hofhuis THAT the Application for Minor Exception to the Trees Act from Mr. and Mrs. Neufeglise, Part Lot 30, Conc. 2, Township of Malahide, to clear 0.4 hectares of woodlands to construct a home be approved, subject to 700 trees being replanted or an equivalent donation being made to a local conservation/heritage association. - Carried. County Council Minutes 2 February 10, 2004 The Tree Commissioner noted that public review of the draft Tree By-Law would begin soon and letters were forwarded to local municipalities requesting a meeting location. Disposal of Assets - PurchasinQ Co-Ordinator The Purchasing Co-Ordinator indicated the County has medical items that are surplus to its requirements. These items could be donated to impoverished nations if Council wished through the Dubois Charitable Foundation. Staff was directed to contact the Foundation to ascertain if they would be interested in including surplus books with the shipment of surplus medical items. Staff noted the surplus beds that are fairly new would be tendered for sealed bids, with a time limit and if a suitable bid were not received, then could be shipped with the surplus medical items. Councillors noted that books are required in Northern Ontario and if the Foundation does not want them, to offer the books for their use. Staff was directed that for future auctions to solicit pricing from local auctioneers. Moved by Councillor Faulds Seconded by Councillor Baldwin THAT the Purchasing Co-Ordinator be given the authority to contact Dubois Charitable Foundation to execute the donation of selected surplus medical items, as determined by the Purchasing Co-Ordinator, to impoverished nations with the remainder offered publicly through sealed bid advertisement. - Carried. Aylmer Library Master Plan InvestiQation - ManaQer of Library Services The Manager of Library Services highlighted the report for Council. Councillor Baldwin noted that the historic building being considered is sound and the Town would appreciate sharing of the cost of the plan with the County and the involvement of County staff. Moved by Councillor Baldwin Seconded by Councillor Acre THAT the County Council partner with the Town of Aylmer to do a Library Master Plan Investigation Study; and, THAT County Council contribute up to $2,500, provided that the Town of Aylmer matches the contribution; and, THAT the funds be allocated to the Millrate Stabilization Reserve; and, THAT the Manager of Library Services be designated as the liaison to County Council and participate in the study with the consultants and Town of Aylmer to determine the space needs and proposed programs for service delivery to the public. - Carried. Report on Inter-Library Loan Pilot Proiect in Branch Libraries - ManaQer of Library Services Staff indicated they would be interested in participating, however, the project would need additional staffing time and due to tight budgets would not be pursued at this time. Moved by Councillor Faulds Seconded by Councillor Baldwin THAT the report entitled "Inter-Library Loan Pilot Project in Branch Libraries" dated January 22, 2004, from the Manager of Library Services be received and filed. - Carried. Council took a break at 10:10 AM. and reconvened at 10:23 AM. County Council Minutes 3 February 10, 2004 Sparta Line - Chevron WarninQ SiQns Update - ManaQer of EnQineerinQ Services The Manager of Engineering Services noted that if the area in question was urban in nature and illuminated, chevron signage would not be required. Also, if the speed limit were reduced chevron signage would not be needed on the south side but would be needed on the north curve. Mr. and Mrs. Cummings, residents from the area, were in attendance and the Warden offered them an opportunity to speak. Mrs. Cummings noted that no collisions have occurred at this area on Sparta Line during the past 28 years, the area is well lit and signage offers additional obstacles that could be hit, if someone veered off the road. The matter was deferred for further investigation and the site will be visited during the April road tour. Moved by Councillor Hofhuis Seconded by Councillor Wilson THAT the report entitled "Sparta Line - Chevron Warning Signs Update" dated January 30, 2004, from the Manager of Engineering Services, be deferred until May 2004 to allow for further investigation into resident concerns, local options, and firm costs for using existing hydro poles for illumination. - Carried. Purchase of Beds by Terrace LodQe Auxiliary - General ManaQer. LonQ- Term Care Moved by Councillor Wilson Seconded by Councillor Baldwin THAT the General Manager, Long-Term Care be authorized to arrange a ceremony at Terrace Lodge whereby Warden Rock or his designate can accept and publicly thank the Terrace Lodge Auxiliary for their generous donation of six Stryker-Bertec electric beds and mattresses to the Lodge. - Carried. Ontario Association of Non-Profit Homes and Services for Seniors 2004 Membership Renewal- General ManaQer. LonQ-Term Care Councillors questioned the high membership fee and noted that this matter was discussed last year. The General Manager, Long-Term Care expanded on the benefits of belonging to the Association, some of which were: lower pricing on items; and presenting a unified voice in dealing with matters with the Province. Staff was directed to provide additional information at a later date. Moved by Councillor Mcintyre Seconded by Councillor Faulds THAT the report entitled "Ontario Association of Non-Profit Homes and Services for Seniors 2004 Membership Renewal", dated January 27,2004, from the General Manager, Long-Term Care, be received and filed. - Carried. 2004 Facility Service AQreements - General ManaQer. LonQ- Term Care Moved by Councillor Hofhuis Seconded by Councillor Vowel THAT Warden Rock and the Chief Administrative Officer be authorized to sign the 2004 Facility Service Agreements for Bobier Villa, Elgin Manor and Terrace Lodge Homes for the Aged and return the documents to the Ministry of Health and Long-Term Care. - Carried. The General Manager, Long-Term Care, introduced Mr. Gerry Moniz, Manager of Program and Therapy Services to Council. County Council Minutes 4 February 10, 2004 Family Councils at the Homes for the AQed - ManaQer. ProQram and Therapy Services The Manager, Program and Therapy Services, noted that the primary role of the program is to ensure quality of life for residents living in long-term care facilities. Moved by Councillor Wilson Seconded by Councillor Acre THAT the General Manager, Long-Term Care, be authorized to include start-up costs of $1,000 to each from Bobier Villa, Elgin Manor and Terrace Lodge's 2004 budget to support the Family Councils that are being established. - Carried. Compliance. Terrace LodQe - General ManaQer. LonQ- Term Care The General Manager, Long-Term Care, noted that the most recent report on dietary is not yet available from the Ministry. Moved by Councillor Warwick Seconded by Councillor Mcintyre THAT the report entitled "Compliance - Terrace Lodge", dated February 2,2004, from the General Manager, Long-Term Care, be received and filed. - Carried. Post-Occupancy - EIQin Manor - General ManaQer. LonQ- Term Care Moved by Councillor Faulds Seconded by Councillor Hofhuis THAT the report entitled "Post-Occupancy - Elgin Manor" dated February 2,2004, from the General Manager, Long-Term, be received and filed. - Carried. New Sarum BridQe - ManaQer of EnQineerinQ Services Discussion ensued regarding priority of the work required on the Vienna North Bridge, which had previously been identified to OST AR as urgent. Moved by Councillor Baldwin Seconded by Councillor Faulds THAT staff obtain quotations for engineering services for the replacement of the New Sarum Bridge as per the County of Elgin purchasing policy; and, THAT staff report on the results at the next County Council meeting; and, THAT the cost of engineering services for the replacement of the New Sarum Bridge be included in the 2004 Capital Projects Budget. An amendment was: Moved by Councillor Wilson Seconded by Councillor Warwick THAT the following amendment replace the third paragraph of the resolution: THAT the cost for construction of the Vienna North Bridge be included in the 2004 Capital Projects Budget. The main motion, as amended, was voted upon and Carried. County Council Minutes 5 February 10, 2004 Winter Operations - ManaQer of EnQineerinQ Services Discussion ensued regarding Council participation on the Municipal Road Supervisors Staff Committee. Staff was directed to forward a schedule of meetings to the Councillors and if they wished to attend, to contact the Manager of Engineering Services directly. Moved by Councillor Faulds Seconded by Councillor Baldwin THAT a committee be formed to include participation from all seven Municipal Road Supervisors and County of Elgin Engineering staff to complete a report on reducing costs while improving the level of service for winter control; and also, THAT the Councils of our municipal partners are requested that staff be involved in that Committee. - Carried. DELEGATIONS Ms. Helen LeFrank, General Manager, and Ms. Anne Kenny of the Elgin Community Futures Development Corporation, attended at 11 :37 AM. to update Council on their Corporation's purpose and activities. Ms. LeFrank reviewed their mandate, which is to help small businesses and to provide economic development initiatives. The Corporation receives funding from the Province and offers loans to small businesses that have problems getting financing from other sources. Ms. Kenny provided a presentation by PowerPoint that outlined products and exports from businesses in Elgin County. Ms. LeFrank offered the assistance of the Corporation with economic development initiatives to local municipalities. Warden Rock thanked the delegation for attending and the persons left at 12:18 P.M. Council recessed at 12: 18 P.M. and reconvened at 12:50 P.M. REPORTS (continued) SprinQ Council Tour - ManaQer of EnQineerinQ Services Councillors discussed the dates for the tour and deferred the decision until later. Lakeshore Line (County Road 42) Shoreline Protection - ManaQer of EnQineerinQ Services Initiatives for shore protection is well beyond the financial capabilities of the County. Councillors noted that Dexter Line west of Port Bruce is eroding significantly and a protection strategy needs to determined. Moved by Councillor Hofhuis Seconded by Councillor Mcintyre THAT the report entitled" Lakeshore Line (County Road 42) Shoreline Protection" dated January 15, 2004, from the Manager of Engineering Services be received and filed. - Carried. Sanitary ServicinQ for Administration BuildinQ - ManaQer of EnQineerinQ Services The Administration Building has to provide its own sanitary servicing shortly and the Municipality of Central Elgin has future requirements as well. A formula for cost-sharing will be established. County Council Minutes 6 February 10, 2004 Moved by Councillor Hofhuis Seconded by Councillor Acre THAT the County of Elgin approve the engineering services for sanitary services to the County Administration Building as outlined by the Municipality of Central Elgin, to Dillon Consulting Limited, in the amount of $55,000 plus applicable taxes with disbursements to be funded from the previously established reserve account according to an agreed upon formula. - Carried. Terrace LodQe Quotations - ManaQer of EnQineerinQ Services Moved by Councillor Wilson Seconded by Councillor Faulds THAT staff follow the County purchasing policy in awarding the quotation for Staff Room, Laundry Room, Secured Adult Day Care and Kitchen Air Conditioning and Exhaust at Terrace Lodge; and, THAT the results of the awards be reported at the Council meeting of March 9, 2004. - Carried. Review of MileaQe Rates - Director of Human Resources Moved by Councillor Mcintyre Seconded by Councillor Acre THAT effective January 1, 2004, the rate paid for use of personal vehicles for County business by Council and staff be $.40 per km.; and, THAT the necessary by-law be amended. - Carried. TacklinQ the Doctor ShortaQe - The Middlesex Initiative - Chief Administrative Officer Moved by Councillor Baldwin Seconded by Councillor Acre THAT the County of Elgin agree to participate in a pilot project, led by Middlesex County, designed to certify doctors trained in other countries for practice in local communities. - Carried. CORRESPONDENCE Items for Consideration 1. Joyce Bennett, Chair, Thames Valley District School Board, advising of the provincial government's announced Rural Education Strategy. (deferred from October 21, 2003) 2. Norma Bryant, Clerk, Municipality of West Elgin, with a resolution requesting the Minister of Revenue pass a regulation to exempt "omitted assessment" for trailers for the 2003 taxation year. 3. Michael Reader, Executive Director, Ontario Federation of Anglers and Hunters, requesting Council support in urging the Ontario government to reinstate the spring bear hunt. 4. Brenda Tabor, Deputy Clerk, County of Oxford, with a resolution requesting the Province of Ontario and Government of Canada to commit OST AR funding for water system upgrades. County Council Minutes 7 February 10, 2004 5. Mayor Ron Eddy, County of Brant, with a resolution requesting the Provincial Government to amend the Police Services Act to allow municipalities with Section 10 Police Services Boards the opportunity to participate in contract negotiations. The following recommendation was adopted respecting Correspondence Item #1 : Moved by Councillor Wilson Seconded by Councillor Mcintyre THAT Elgin County Council extend an invitation to the Thames Valley District School Board (TVDSB) to discuss the Rural Education Strategy; and, THAT the Council dates of June 8th and June 22nd, 2004 at 9:00 AM. be extended to the TVDSB as possible dates to meet. - Carried. The following recommendation was adopted respecting Correspondence Item #2: Moved by Councillor Mcintyre Seconded by Councillor Acre THAT Elgin County Council supports the resolution of the Municipality of West Elgin requesting that the Ministry of Finance pass a regulation to exempt the "omitted assessment" for trailers for the 2003 taxation year. - Carried. The following recommendation was adopted respecting Correspondence Item #3: Moved by Councillor Mcintyre Seconded by Councillor Wilson THAT Elgin County Council supports the Ontario Federation of Anglers and Hunters' call to the Provincial Government to reinstate the spring bear hunt; and, THAT the Government is urged to reconsider its decision and restore the hunt to reverse the negative impact on wildlife management. - Carried. The following recommendation was adopted respecting Correspondence Item #4: Moved by Councillor Mcintyre Seconded by Councillor Warwick THAT Elgin County Council supports the resolution of the County of Oxford requesting that the Provincial and Federal Governments commit their fair share of OSTAR funding for water system upgrades; and, THAT the OST AR percentage of funding be established. - Carried. The following recommendation was adopted respecting Correspondence Item #5: Moved by Councillor Wilson Seconded by Councillor Faulds THAT Correspondence Item #5 be received and filed. - Carried. Correspondence for Information (Consent AQenda) 1. Elgin Community Care Access Centre, Community Report for 2002-2003. County Council Minutes 8 February 10, 2004 2. Lower Thames Valley Conservation Authority BEACON July-December 2003 Newsletter. 3. Diane Gagner, Mayor, Municipality of Chatham-Kent, with best wishes for 2004. 4. Thank you from Ann, Lindsey and Meghan Smith. 5. Honourable Marie Bountrogianni, Minister of Citizenship and Immigration, with information concerning implementation of the Ontarians with Disabilities Act, 2001. 6. Earl D. Moore, Secretary, The Elgin Military Museum, requesting the opportunity to address Council in future concerning the recommendations by the consultants and the future of the Elgin County Pioneer Museum. 7. Honourable Greg Sorbara, Minister of Finance, acknowledging Council's support of the Village of Point Edward's resolution concerning Trillium Foundation funding for local charities to replace lost revenues from bingo events and lotteries. 8. Steve Peters, M.P.P., Elgin-Middlesex-London, with copy of correspondence concerning security and accessibility concerns with the existing court facilities in the Justice Building in St. Thomas. 9. Charlotte McDonald, Program Coordinator, Elgin Community Nutrition Partnership, thanking Council for support of the School Breakfast and Snack Program. 10. Lisa Guthrie, Inspector, London District Office, Ministry of the Environment, with a Provincial Officer's Order and Report regarding the well located at the Whites Station Municipal Works Yard. Regarding Correspondence Item #6, the Warden will forward a letter encouraging the Military Museum to request a meeting with Council, once the consultant's report is received. Moved by Councillor Acre Seconded by Councillor Baldwin THAT Correspondence Items #1-10 be received and filed. - Carried. OTHER BUSINESS Statements/InQuiries by Members - none Notice of Motion - none Matters of UrQency Councillor Hofhuis read a resolution regarding the GST rebate and requested Council's consideration at this meeting. Moved by Councillor Warwick Seconded by Councillor Mcintyre THAT the resolution from Councillor Hofhuis regarding the GST rebate matter be considered at this Council Meeting as a Matter of Urgency. - Carried. Moved by Councillor Hofhuis Seconded by Councillor Mcintyre THAT Elgin County Council formally acknowledge the Federal Government for recognizing Municipalities and the need for funding assistance; and, County Council Minutes 9 February 10, 2004 THAT the Corporation of the County of Elgin publicly recognize and thank the Paul Martin Government through our Member of Parliament, The Honourable Gar Knutson, for this recognition; and, THAT the County of Elgin vows to use the GST Rebate to fund projects of importance to the Elgin Community for which the rebate is intended. - Carried Unanimously. Councillor Wilson requested the reintroduction of a previous resolution to send to the new Minister of Education, regarding School Board matters, as little feedback had been received from the former government. The matter was considered urgent as a meeting with the new Minister is being scheduled soon. Moved by Councillor Mcintyre Seconded by Councillor Hofhuis THAT the resolution passed at the January 14th, 2003 Council Meeting concerning the size and composition of the Thames Valley District School Board be reopened for discussion. - Carried. Councillor Wilson reviewed the discussions during the caucus meeting that was convened between the County and the Thames Valley District School Board a few months ago and noted that the Honourable Steve Peters has agreed to attempt to set up a meeting with the Minister of Education at the upcoming ROMA Conference. Moved by Councillor Wilson Seconded by Councillor Faulds WHEREAS the Thames Valley District School Board (TVDSB) encompasses a region of more than 7,000 square kilometres, involving 90,000 students, a third of which require transportation, and is comprised of 156 elementary and 30 secondary schools; and, WHEREAS the TVDSB is the fourth largest school board in the Province of Ontario; and, WHEREAS the Board administers education to a mix of urban and rural communities; and, WHEREAS the Board's boundaries, which were formed in 1998, have not been reviewed in five years; and, WHEREAS there is evidence to suggest that smaller, more rural schools have been targeted for closure in order to build new schools closer to urban (city) centres; and, WHEREAS there are significant social, economic and other impacts of school closures in rural areas that outweigh cost containment concerns; and, WHEREAS it has been well documented that students in smaller schools have lower dropout rates, a greater sense of belonging, less feeling of alienation and higher student achievement; and, WHEREAS it has been recommended that "geographic circumstances grants" be extended to small schools in recognition of their value and unique contributions to education in rural areas; and, WHEREAS the current size and composition of the TVDSB represents a blending of urban and rural trustees making it difficult to build a consistent consensus on the nuances inherent in rural versus urban educational requirements; and, WHEREAS by separating Oxford, Elgin and Middlesex (approximately 40,000 students) from the City of London (approximately 50,000 students) and creating two separate boards, these new boards would recognize the urban/rural differences and would approximate the size of boards such as Avon Maitland, Grand Erie and Lambton Kent, among others. County Council Minutes 10 February 10, 2004 NOW THEREFORE BE IT RESOLVED THAT the Council of the County of Elgin hereby petitions the Minister of Education for Ontario to conduct a review of the size and composition of the Thames Valley District School Board to more adequately reflect the urban and rural differences in the delivery of education; to recognize that schools, particularly in single school communities, have geographic needs that differ from more urban centered schools; and to acknowledge that smaller schools have particular value as evidenced by numerous studies indicating that smaller schools improve student achievement; and, THAT copies of this resolution be forwarded to Oxford and Middlesex Counties for their endorsement and to the Thames Valley District School Board, local parent councils, local municipalities, the Premier of Ontario, the Leader of the Opposition, and local M.P.P.'s., for support. - Carried. Moved by Councilor Mcintyre Seconded by Councillor Faulds THAT we proceed In-Camera to discuss personnel and property issues. - Carried. Senior Staff was excused at 1 :50 P.M. Moved by Councillor Warwick Seconded by Councillor Hofhuis THAT we do now rise and report. - Carried. Mr. Houlne of Gazda, Houlne and Associates Inc. attended to the first item and was excused thereafter. Moved by Councillor Wilson Seconded by Councillor Baldwin THAT the Confidential Compensation Review be deferred to the March 9, 2004 Council meeting. - Carried. Mr. Charles Humphries, Employment Solicitor, attended and provided legal advice. Moved by Councillor Hofhuis Seconded by Councillor Faulds THAT the confidential staffing reports entitled Museum Staffing; Assistant Archivist; and Library Driver/Maintenance be referred to the 2004 budget deliberations. - Carried. Moved by Councillor Acre Seconded by Councillor Baldwin THAT the General Manager, Long-Term Care, be authorized to amend the current lease agreement with the St. Thomas-Elgin YWCA for the unlimited use of the pool at Terrace Lodge at an annual fee of $1.00, recoverable by the County, and that the County Solicitor be involved in the preparation of the amended lease agreement, which shall have a specified term and contain control approval mechanisms. - Carried. County Council Minutes 11 February 10, 2004 Moved by Councillor Hofhuis Seconded by Councillor Faulds THAT the confidential report on the Port Stanley Harbour be received and filed and staff be authorized to participate as an observer. - Carried. Moved by Councillor Wilson Seconded by Councillor Vowel THAT the confidential request from an interested party requesting copies of confidential studies regarding the Port Stanley Harbour be approved, subject to concurrence of the Municipality of Central Elgin, The Honourable Gar Knutson, and Transport Canada. - Carried. Moved by Councillor Faulds Seconded by Councillor Baldwin THAT the tentative agreement with the SEIU at the County's three Homes for the Aged be approved, subject to ratification of the parties and the necessary by-law be prepared. - Carried. Moved by Councillor Acre Seconded by Councillor Mcintyre THAT we do adopt the recommendations of the Committee of The Whole Council. - Carried. BY-LAWS Moved by Councillor Warwick Seconded by Councillor Wilson That By-Law 04-03 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the February 10th, 2004 Meeting" be read a first and second time. - Carried. Moved by Councillor Faulds Seconded by Councillor Baldwin THAT By-Law No. 04-03 be read a third time and finally passed. - Carried. Moved by Councillor Acre Seconded by Councillor Wilson THAT we do now adjourn at 5:18 P.M. to meet again on March 9,2004 at 9:00 AM. - Carried. Mark G. McDonald, Chief Administrative Officer. Lynn Acre, Acting Warden.