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March 23, 2004 Minutes COUNTY COUNCIL Tuesday, March 23,2004 The Elgin County Council met this day at the Administration Building, at 9:04 A.M. in accordance with adjournment, with all members present except Councillor Vowel (on vacation). Warden Rock in the Chair. Councillor Wilson requested an amendment to the March 9, 2004 Minutes dealing with the private well issue to indicate that his firm had provided advice on the well and not completed work on the well as indicated. Moved by Councillor Baldwin Seconded by Councillor Faulds THAT the minutes from the meeting held on March 9,2004, as amended, be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF- None. DELEGATIONS Ms. Linda Stevenson, Trustee, Thames Valley District School Board attended at 9:05 A.M. to introduce Elgin's new Trustee to the Board, Mr. Don Mugford. Ms. Stevenson updated Council on projects that are ongoing with the Board such as funding, accommodation studies, small rural school issues and utilities matters. Councillors noted that the accommodation studies and potential rural school closures are of great importance to the County. The Trustees indicated they are not in favour of school closures and would be attending upcoming meetings on the issue, however due to declining enrolment, fourteen schools may be closed to meet the Ministry of Education funding formula. Warden Rock thanked the delegation for attending and their efforts on behalf of the County and the delegation left at 9: 19 A.M. Moved by Councillor Mcintyre Seconded by Councillor Acre THAT we do now proceed in Committee Of The Whole Council. - Carried. REPORTS Volunteer RecoQnition at the Homes for the AQed - ManaQer of ProQram and Therapy Services The Manager of Program and Therapy Services informed Council of the plans to recognize the volunteers at the Homes with an afternoon social and presentation of a recognition pin. Councillors would be contacted with a schedule of the Volunteer Recognition ceremonies and the Warden encouraged all Councillors to attend if they are able. Moved by Councillor Wilson Seconded by Councillor Hofhuis THAT the Homes' Manager of Program and Therapy Services be authorized to include $1200.00 in the Homes 2004 budget to purchase volunteer recognition pins. - Carried. County Council 2 March 23, 2004 Human Resources Policy - Criticallniury - Director of Human Resources The Director of Human Resources indicated a serious injury had precipitated the need for a formal policy. Councillors noted that photos are required in the event of serious injury and Section 5 is to be amended to include, "that disposable cameras would be readily available at each facility" for the purpose. Moved by Councillor Acre Seconded by Councillor Hofhuis THAT the Human Resources Policy "Critical Injury" be approved, as amended; and, THAT the Policy be communicated to all Managers and Supervisors, including registered staff at all County Homes for Seniors immediately; and, THAT the Policy be included in the Human Resources Policy Manual. - Carried. Sustainability Grant for Public Internet Access - Library Coordinator Moved by Councillor Faulds Seconded by Councillor Baldwin THAT the Sustainability for Public Internet Access Program grant from the Ministry of Culture in the amount of $40,000 to maintain Public Internet access sites at the County Libraries be accepted, and funds be distributed towards computer equipment and software, and promoter/trainer, benefits and mileage. - Carried. HirinQ Procedure - Director of Human Resources The Director of Human Resources reported that a change to the Policy is advisable in order to control the hours required by the position rather than indicating full-time or part- time, which will help alleviate overtime issues. The Policy would mandate that managers are responsible for budgeted hours, which cannot be exceeded. Moved by Councillor Acre Seconded by Councillor Faulds THAT the report entitled "Hiring Procedures" Policy 3.10, dated March 18, 2004, from the Director of Human Resources be approved. - Carried. 2004 Proposed Capital BudQet - Director of Financial Services The Director of Financial Services distributed a summary of reserves and reviewed the Capital Budgets by department. Councillors questioned items in the Engineering Services Capital Budget among which were: traffic signals on Wellington Road at Ron McNeil Line; prioritizing items on the budgets as well as a timetable for projects; land purchases and use of reserves to cover; Bridge Reserves; Sunset Road guide-rail replacement; urban road work; Clachan Road issues; communications concerns with project managers and lower-tier supervisors; and road resurfacing. Councillor Mcintyre noted that a waterline may be installed on Thomas Road to Fingal and resurfacing of this road might require rescheduling. The Manager of Engineering Services noted the Vienna Bridge North replacement was not indicated clearly in the summary but is included in the figures. Council took a break at 10:18 A.M. and reconvened at 10:33 A.M. The Manager of Engineering Services prioritized the items on the Capital Projects Summary. Discussion ensued regarding the lower prioritizing of Vienna North Bridge deck replacement, which had been previously identified as a high priority project. County Council 3 March 23, 2004 Warden Rock requested that the Director of Financial Services continue with the Departmental Capital Budgets and Council could return to items if they wished. Upgrading of items at the new Elgin Manor was discussed which included Nurse Call upgrade; power door operators; exit walkways; door and wall protection; card access upgrade; and Tuck Shop flooring; and the responsibility of the architects for these issues. A suggestion was made that these items be referred back to the Elgin Manor Building Committee for discussion. It was further noted that upgrades requested for the Elgin Manor could be reflected and financed through the Elgin Manor Redevelopment Project. The Homes would be scheduled for viewing during the upcoming Road Tour and Councillors are to let staff know what items they would like to review during the tour. Ambulance Replacement and Equipment - The Ambulance Administrative Co-Ordinator attended to explain the need for a first response vehicle by the Duty Manager, which is included in the Ambulance Contract. Ambulance Bases and Property - The expenditures would be financed over a period longer than one year. Vehicle Replacement - Setting aside funds each year would save in leasing costs for replacement of vehicles when required. Museum - Museum renovations are on hold at the present time but would require mechanical/electrical repairs in the future. Information Technology - Fiber Network would connect remote sites to the Elginconnect project that is bringing a high-speed connectivity network to the rural areas. STAFF DIRECTION Staff was directed to refer the Elgin Manor Capital Upgrade Items to the Elgin Manor Building Committee for consideration, with the understanding that finances would come from the building project or sources other than the Capital Budget. Moved by Councillor Wilson Seconded by Councillor Hofhuis THAT the Draft 2004 Capital Budget in the amount of $5,680,212 be referred to the County Composite Budget deliberations. - Carried. CORRESPONDENCE Items for Consideration 1. Jim Pine, C.A.O., County of Hastings, with a resolution requesting the Province to make available to the Municipal Property Assessment Corporation (MPAC) on an ongoing basis, access to records of all births and deaths in the province and that the delivery of the Preliminary List of Electors be made available closer to election day. 2. Janice McKinnon, Deputy Clerk, Township of Ramara, with a resolution requesting the Provincial Government to retain all Power Generation in public ownership. 3. Sandra Richardson, Deputy Clerk, City of Kawartha Lakes, with a resolution requesting the Premier and Energy Minister take immediate steps to permanently reinstate the prohibition on the disconnection of electricity in the winter months by Hydro One. 4. Jane Lunn, Chief Administrative Officer, City of Kawartha Lakes with a resolution petitioning the Ontario Government to review the system of Current Value Assessment and the implementation of a system to protect property owners from volatile significant property assessment increases. County Council 4 March 23, 2004 5. Joanne Groch, AdministratorlTreasurer, Municipality of West Elgin, with a grant request by Four Counties Transportation Service towards purchase of vehicle. The following recommendation was adopted respecting Correspondence Item #1 : Moved by Councillor Wilson Seconded by Councillor Mcintyre THAT Elgin County Council endorses the resolution of the County of Hastings concerning improving the accuracy and currency of the Municipal Voters' Lists. - Carried. The following recommendation was adopted respecting Correspondence Item #2: Moved by Councillor Baldwin Seconded by Councillor Hofhuis THAT Correspondence Item #2 be received and filed. - Carried. The following recommendation was adopted respecting Correspondence Item #3: Moved by Councillor Mcintyre Seconded by Councillor Baldwin THAT Correspondence Item #3 be received and filed. - Carried. The following recommendation was adopted respecting Correspondence Item #4: Moved by Councillor Baldwin Seconded by Councillor Acre THAT Correspondence Item #4 be received and filed. - Carried. After much discussion regarding transportation issues throughout the County, the following recommendation was adopted respecting Correspondence Item #5: Moved by Councillor Hofhuis Seconded by Councillor Wilson THAT Correspondence Item #5 be received and filed. - Carried. Council recessed at 12:08 P.M. and reconvened at 1 :01 P.M. Items for Information 1. Honourable Dalton McGuinty, Premier of Ontario: 1) acknowledging Council's resolution regarding the Nutrient Management Act; 2) acknowledging Council's support of the City of Sarnia's resolution regarding Municipal Property Assessment Corporation; 3) acknowledging Council's resolution regarding the spring bear hunt. 2. Honourable Harinder S. Takhar, Minister of Transportation, announcing the creation of the Emergency Detour Route (EDR) protocol and outlining the impact of the initiative to stakeholders. County Council 5 March 23, 2004 3. Resolutions of support for Council's resolution regarding the size and composition of the Thames Valley District School Board: i) Ken Whiteford, C.A.O.lClerk, County of Oxford ii) Tena Michiels, Deputy Clerk, Township of Southwold iii) Lynda Millard, Clerk, Municipality of Bayham 4. C. Ron Phillips, Phillips & Associates, concerning the proposed tree cutting by-law. 5. Ontario News Release, re: "McGuinty Government Listens to Property Tax Concerns". 6. R. Millard, C.A.O.lClerk, Township of Malahide, with a resolution concerning off-road vehicle legislation. 7. Paul W. Huras, Executive Director, Thames Valley District Health Council, supporting Elgin and Middlesex Counties' plan to address local Primary Care Doctor shortage. 8. AMO Member Communication ALERT: 1) Municipal Election Candidates; 2) MOF Announces Changes to Seasonal Campground Assessments; 3) MOF Announces Modification to Property Tax Regulations for 2004 Tax Year. 9. Honourable Greg Sorbara, Minister of Finance, advising of decisions regarding municipal flexibility and autonomy in setting tax policy for the 2004 tax year. Moved by Councillor Warwick Seconded by Councillor Acre THAT Correspondence Items #1-9 be received and filed. - Carried. OTHER BUSINESS Statements/InQuiries by Members Councillor Mcintyre encouraged all Councillors to attend the public meeting on the proposed Tree By-Law at the County Building on April 27 at 7:00 p.m., to hear comments from the general public first hand. Discussion ensued regarding staff recording comments from the public versus written submissions. Consensus of Council was that presentations would be submitted in writing, so that concerns are recorded as presented, as verbal comments may be recorded with a different intent. Notice of Motion - None. Matters of UrQency Council consensus was that the dates for the annual Road Tour would be April 5th for the west end and April 23rd for the east end. Councillor Baldwin requested that the museums in the County be included on the driving route. Moved by Councillor Baldwin Seconded by Councillor Mcintyre THAT we do proceed In-Camera to discuss a personnel matter. - Carried. Moved by Councillor Faulds Seconded by Councillor Wilson THAT we do now rise and report. - Carried. County Council 6 March 23, 2004 Moved by Councillor Acre Seconded by Councillor Hofhuis THAT the confidential correspondence regarding a resident issue at Terrace Lodge be received and filed. - Carried. Moved by Councillor Warwick Seconded by Councillor Faulds THAT the recommendations of the Committee Of The Whole be adopted. - Carried. BY-LAWS Moved by Councillor Acre Seconded by Councillor Faulds THAT By-Law No. 04-07 "Being a By-Law to Establish a Pay Schedule for Employees Covered by the Job Evaluation Scale" be read a first and second time. - Carried. Moved by Councillor Wilson Seconded by Councillor Hofhuis THAT By-Law No. 04-07 be read a third time and finally passed. - Carried. Moved by Councillor Baldwin Seconded by Councillor Warwick THAT By-Law No. 04-08 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the March 23rd, 2004 meeting" be read a first and second time. - Carried. Moved by Councillor Acre Seconded by Councillor Mcintyre THAT By-Law No. 04-08 be read a third time and finally passed. - Carried. Casual dress would be permitted at the meeting on March 30, 2004 and the package for that meeting would be delivered to the Municipal Offices for pick up on March 25. Warden Rock reminded Council of the tour of the Pioneer Museum, the Talbot Street location, and the CASO Building immediately following adjournment. Moved by Councillor Warwick Seconded by Councillor Acre THAT we do now adjourn at 1 :52 P.M. to meet again on March 30,2004 at 9:00 A.M. - Carried. Mark G. McDonald, Chief Administrative Officer. David Rock, Warden.