Loading...
November 23, 2004 Minutes COUNTY COUNCIL Tuesday, November 23, 2004 The Elgin County Council met this day at the Administration Building, at 9:00 AM. in accordance with adjournment, with all members present. Warden Rock in the Chair. Moved by Councillor Baldwin Seconded by Councillor Acre THAT the minutes for the meeting held on November 9,2004 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF- None. PRESENTATIONS Warden Rock presented Certificates and Recognition Awards for Long Service to the following employees and thanked them for their dedication: Homes Dianne McFadden 30 years (full-time) Bobier Villa Margaret Lyle 25 years (full-time) Bobier Villa Wanda Barratt 20 years (full-time) Elgin Manor Karen Conway 20 years (full-time) Bobier Villa Connie Froats 20 years (full-time) Elgin Manor Linda Irvine 20 years (part-time) Elgin Manor Barbara Shackleton 20 years (full-time) Elgin Manor Betty Belanger 15 years (full-time) Terrace Lodge Pauline Frohlick 15 years (full-time) Elgin Manor Lynn MacPherson 15 years (full-time) Elgin Manor Gerry Moniz 15 years (full-time) Elgin Manor Bonnie Richardson 15 years (full-time) Elgin Manor Marilee Roth 15 years (part-time) Elgin Manor Kim Clarke 1 0 years (full-time) Terrace Lodge Peggy Johnson 1 0 years (full-time) Bobier Villa John Kersten 1 0 years (full-time) Bobier Villa Petra Richardson 1 0 years (full-time) Terrace Lodge Library Services Susan Lamont 20 years (part-time) Dutton Library Anne Bray 15 years (part-time) RodneylWest Lorne Library Jacqueline Jeffery 15 years (part-time) Aylmer Library Heather Hudson 15 years (part-time) Belmont Library Dianne Palmer 15 years (full-time) Main Office Renee Sarloos 15 years ((part-time) Aylmer Library EnQineerinQ Services Ann Bennie 25 years (full-time) Peter Dutchak 10 years (full-time) Financial Services Linda Veger 15 years (full-time) Administrative Services Donna Butcher 15 years (full-time) County Council 2 November 23, 2004 Human Resources Harley Underhill 15 years (full-time) Moved by Councillor Seconded by Councillor THAT we do now move into Committee Of The Whole Council. - Carried. DELEGATIONS Mr. Chester Hinatsu, Director Ontario Works, attended at 9: 15 A M. to present the 3rd Quarter Report. Mr. Hinatsu noted it might be mid 2005 before funding formulas for the employment program are known, as well, the rent bank agreement has not been returned and once it is received rent assistance can be made. The Housing Needs Assessment Report that was presented at the Joint St. Thomas/Elgin County meeting last night made 43 recommendations and many questions still need answering before Council can commit to the Study. Mr. Hinatsu noted that a committee could be struck to research the impact of the recommendations in the Study. Warden Rock thanked the delegation for attending and Mr. Hinatsu left Chambers at 9:33 AM. Town Crier Activities and EIQin County Land Division Committee The remaining scheduled delegations were unable to attend the meeting. Moved by Councillor Baldwin Seconded by Councillor Hofhuis THAT the Third Quarter Report from the Director of St. Thomas-Elgin Ontario Works be received and filed; and, THAT the Annual Report of the 2004 Town Crier Activities be received and filed; and, THAT the Annual Report of the Elgin County Land Division Committee be received and filed. - Carried. Moved by Councillor Faulds Seconded by Councillor Acre THAT we do now move into Committee Of The Whole Council. - Carried. REPORTS 2004 Year End Report - Tree Commissioner and Weed Inspector Councillors commended the Tree By-Law Review Committee and staff for the substantial progress being made with the Draft Tree By-Law and commented on the professional and open approach to the By-Law review by each member of the Committee. Councillor Warwick, Chairman of the Tree By-Law Review Committee was particularly complimentary of the committee's progress and work ethic. Moved by Councillor Wilson Seconded by Councillor Mcintyre THAT the report "2004 Year-End Report" dated November 15, 2004, presented by the Tree Commissioner and Weed Inspector be received and filed. - Carried. County Council 3 November 23, 2004 2005 BudQet Impacts - Director of Financial Services The Director of Financial Services noted the efforts being made by staff to minimize impact to the 2005 budget and that budget information would be sent out in January for Council to review. The Homes' Directors noted overtime hours are being kept to a minimum but are sometimes needed in order that Resident Care is not affected. The Director of Financial Services pointed out that reserves over the past 5 years have been cut nearly in half. A percentage benchmark for reserves has not been determined; however, some municipalities use 10% of an overall budget as a guide. Staff will conduct a survey to better determine what amount the County should be placing into reserves. Council requested access to deficits/surpluses figures much sooner in the year and that the reserves be clearly defined when budgets are sent out for review. Councillors noted the Ambulance Services was taken over with the understanding it was at 50% funded by the Province and it was pointed out to provincial representatives at a recent meeting that the funding received was considerably less. Staff advised that Provincially imposed response times, arbitrated settlements and call volumes drove up costs but Provincial funding has not kept up, as they use the base year of 2001 for funding increases. The projection for 2005 is 30% funding from the Province. Moved by Councillor Faulds Seconded by Councillor Acre THAT the dates for budget review and consideration be set for January 25, 2005 and February 15, 2005; and, THAT Council determine any additional budget review dates as required. - Carried. Council took at break at 10:09 AM. and reconvened at 10:23 AM. BudQet Comparison - September 30. 2004 - Director of Financial Services Moved by Councillor Hofhuis Seconded by Councillor Faulds THAT the report "Budget Comparison to September 30,2004" dated November 5,2004, from the Director of Financial Services be received and filed. - Carried. Vienna North BridQe Deck Replacement - Director of EnQineerinQ Services Moved by Councillor Acre Seconded by Councillor Wilson THAT the Warden and Chief Administrative Officer be authorized and directed to sign a contract with Facca Incorporated in the amount of $1 ,067,617.11 for the Vienna North Deck Replacement Project No. 6290-04-02. - Carried. FloorinQ at Bobier Villa - Director of EnQineerinQ Services The Director of Engineering Services addressed questions regarding the moisture issues with the floor at Bobier Villa and what could be done to mitigate the problem. Councillors directed that protocols be put in place that the floor not be sealed, to allow moisture to be released into the air where it could be handled by the dehumidification system. County Council 4 November 23, 2004 Moved by Councillor Warwick Seconded by Councillor Hofhuis THAT Bernardo Group Ltd. be awarded the project to replace the flooring at Bobier Villa at the quoted price of $31 ,933.08 (including taxes). - Carried. IT Room Renovations - Director of EnQineerinQ Services Moved by Councillor Faulds Seconded by Councillor Acre THAT the following list of companies who supplied the lowest price to complete specific activities be selected to complete the IT Room Renovation Project: Activity Company Price Demolition G & G Troughers $ 1,072.41 Drywall, Frames and Acoustics C.D. Drywall $ 6,558.83 Doors Southwest Doors & Hardware (1995) Ltd. $ 1,558.99 Painting Earle's Painting & Contracting $ 695.50 Flooring and Base Bernardo Marble & Tile Ltd. $ 2,580.00 Electrical Pro-Electric $ 6,340.00 Plumbing and Mechanical Pro-Electric $ 5,235.00 Fire Suppression System Vipond Systems Group $ 8,881.00 Air Cooled Air Conditioning Unit Liebart Corporation (only supplier) $20,125.00 TOTAL SUB TRADE COSTS $53,046.32 - Carried. Councillor Wilson requested an update on the crossing issue on County Road 48 with CN Rail. The Director of Engineering Services advised that staff had met with Transport Canada and a letter is forthcoming regarding the upgrades that would be carried out. Staff were directed to send a letter requesting remediation of roadways at crossings be carried out to a suitable state with a copy being sent to the local MP and MPP. Visual HeritaQe Proiect Update - ManaQer of Archives The Archivist noted that the Project should be ready for presentation in February 2005 Moved by Councillor Baldwin Seconded by Councillor Acre THAT the report "Visual Heritage Project Update" dated November 4, 2004, presented by the Manager of Archives be received and filed. - Carried Unanimously. Vacation Carry-Over Policy - ManaQer of Human Resources Moved by Councillor Hofhuis Seconded by Councillor Baldwin THAT Policy 7.10 entitled Vacation Year/Scheduling and Pay be amended as follows: THAT employees must take their vacation during the year to which it refers and no carry- over of credits to the following year will be allowed unless approved by the Management Team. The Management Team, at its discretion, may refer exceptional requests to County Council for its approval. At least once annually, an information report to Council shall be presented indicating the number of vacation carry-over requests submitted and granted by the Management Team. - Carried. County Council 5 November 23, 2004 Use of Vacant EIQin Manor by Southwold Fire Department for a TraininQ Exercise - Deputy Clerk Moved by Councillor Wilson Seconded by Councillor Vowel THAT the request from the Township of Southwold Fire Department to use the vacant Elgin Manor to conduct a search and rescue training exercise be granted, subject to notification of the test to all surrounding neighbours and the Elgin OPP well in advance of the testing date, and that sirens not be used during the exercise. - Carried Public ReportinQ of LonQ Term Care Homes - Director of Seniors Services. EIQin Manor The Chief Administrative Officer presented the report in the absence of the Director of Homes for Elgin Manor who was attending a meeting with the Ministry of Health on his behalf. The Chief Administrative Officer noted the Ministry of Health has launched a public reporting website for long-term care homes that Council may wish to visit, as it identifies the finding of compliance reports, and questions may be forthcoming from ratepayers. Moved by Councillor Mcintyre Seconded by Councillor Warwick THAT the Directors of Seniors Services within the Elgin County Homes continue to work within our organization and with the Provincial association OANHSS to provide meaningful, consistent and appropriate public information regarding long-term care homes in Ontario. - Carried. Attendance ManaQement Policy - ManaQer of Human Resources and Human Resources Co-Ordinator The Manager of Human Resources presented the aspects and the tracking of statistics by the policy through a PowerPoint presentation, noting that WSIB absences were not tracked. An automated system is in place to monitor the Policy and upgrades would be approximately $2500. A breakdown of information by department is provided to supervisors and could be provided to Council if requested. Staff would report on sick time comparisons in six months' time. Moved by Councillor Hofhuis Seconded by Councillor Acre THAT the Attendance Management Policy be re-activated January 1,2005 and that Human Resources notify the unions and all staff. - Carried. CORRESPONDENCE Correspondence for Consideration 1. Susan Duke, C.AO., Township of Wellesley, with a resolution seeking support for the fair distribution of gas tax revenues to Municipalities. 2. Brenda Colquhoun, Clerk, Township of Adjala-Tosorontio, with a resolution seeking support for the reinstatement of Dairy Herd Improvement Funding. 3. J. McCrea, Reeve, Township of Augusta, with a resolution seeking support for the Community Reinvestment Funding formula remaining the same or the Community Reinvestment Fund being replaced with comparable funding. County Council 6 November 23, 2004 4. J. McCrea, Reeve, Township of Augusta, with a resolution seeking support for the re- examination of access to the gas tax fund allocation for Municipalities without public transportation. The following recommendation was adopted respecting Correspondence Item #1 : Moved by Councillor Faulds Seconded by Councillor Acre THAT the Corporation of the County of Elgin supports the resolution from the Township of Wellesley requesting the fair distribution of gas tax revenues to Municipalities. - Carried Unanimously. The following recommendation was adopted respecting Correspondence Item #2: Moved by Councillor Warwick Seconded by Councillor Wilson THAT the Corporation of the County of Elgin supports the resolution from the Township of Adjala-Tosorontio seeking the reinstatement of Dairy Herd Improvement Funding. - Carried. The following recommendation was adopted respecting Correspondence Item #3: Moved by Councillor Mcintyre Seconded by Councillor Wilson THAT the Corporation of the County of Elgin supports the resolution from the Township of Augusta regarding the Community Reinvestment Funding formula to remain the same or the Community Reinvestment Fund to be replaced with comparable funding. - Carried. The following recommendation was adopted respecting Correspondence Item #4: Moved by Councillor Hofhuis Seconded by Councillor Baldwin THAT Correspondence Item #4 be received and filed. - Carried. Correspondence for Information - Consent AQenda 1. Malcolm Bates, Director of Emergency Health Services Branch, Ministry of Health and Long-Term Care, Emergency Health Services Branch, advising Approval of Request for 50% Automatic Vehicle Locator (AVL) Annual Operating Costs. 2. Cynthia St. John, Chief Administrative Officer, Elgin-St. Thomas Health Unit, advising Council of Health Unit's 2005 Budget. 3. OANHSS Member Alert - November 3, 2004 re: Government's Launching of Consultation Paper on New Long-Term Care Act. 4. Denise McLeod, Deputy Clerk, Township of Southwold with a resolution concerning continuation of the County's role in the renewal of the O.P.P. Police Services Contract. 5. Neil T. McKerrell, Chief, Ministry of Community Safety and Correctional Services, Emergency Management Ontario, with notification of Emergency Management Regulations approval. County Council 7 November 23, 2004 6. Association of Municipalities of Ontario Member Communication Alert dated November 15, 2004 re: Canada, Ontario and AMO Launch COMRIF Program. Moved by Councillor Mcintyre Seconded by Councillor Hofhuis THAT Correspondence Items #1-6 be received and filed. - Carried. OTHER BUSINESS Statements/InQuiries by Members - none Notice of Motion - none Matters of UrQency - none Moved by Councillor Hofhuis Seconded by Councillor Mcintyre THAT we do now proceed In-Camera to discuss property matters. - Carried. Council recessed for lunch at 12:14 P.M. and reconvened at 1 :02 P.M. Moved by Councillor Mcintyre Seconded by Councillor Baldwin THAT we do now rise and report. - Carried. Insurance ReQuirements for Snow Removal Moved by Councillor Faulds Seconded by Councillor Hofhuis THAT the removal of the following clauses: a) "The Contractor shall save harmless the County of Elgin and its agencies specifically by the actions or inaction's of the Contractor for any and all accidents, damage and injury for the scope of the contract. The insurance policy as required herein shall be in force during the term of the contract"; and b) "shall include the County of Elgin as an additional insured" from the Snow Plowing/Removal/ Salting Contract, (#2004-09) be approved; and, THAT the removal of these two clauses will apply only to the Snow Plowing/Removal/ Salting Contract; and, THAT the Purchasing Co-Ordinator contact the contractors regarding the changes to the level of insurance requirements. - Carried. Moved by Councillor Wilson Seconded by Councillor Acre THAT the confidential report on a property matter in Central Elgin be approved. - Carried. Moved by Councillor Baldwin Seconded by Councillor Acre THAT the information on an Ontario Municipal Board Appeal be received and filed. - Carried. County Council 8 November 23, 2004 Staff was directed to carry out instructions from Council regarding confidential lease negotiations. Moved by Councillor Baldwin Seconded by Councillor Wilson THAT Council approve of actions taken during a mediation meeting. - Carried. Moved by Councillor Mcintyre Seconded by Councillor Vowel THAT we do adopt the recommendations from the Committee of the Whole Council. - Carried. BY-LAWS Moved by Councillor Faulds Seconded by Councillor Wilson THAT By-Law No. 04-28 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the November 23, 2004 Meeting" be read a first and second time. - Carried. Moved by Councillor Warwick Seconded by Councillor Hofhuis THAT By-Law No. 04-28 be read a third time and finally passed. - Carried. Warden Rock thanked Council for the opportunity and privilege to serve as Warden for 2004 and offered best wishes to the Councillors running for Warden for 2005. Warden Rock reminded Councillors of the Warden's Election on December 14, 2004 at 7:00 P.M. and Council's regular business on December 16,2004 at 9:00 AM. Moved by Councillor Baldwin Seconded by Councillor Faulds THAT we do now adjourn at 2:45 P.M. to meet again on December 14,2004 at 7:00 P.M. - Carried. Mark G. McDonald, Chief Administrative Officer. James Mcintyre, Warden.