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November 9, 2004 Minutes COUNTY COUNCIL Tuesday, November 9, 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 Baldwin Seconded by Councillor Acre THAT the minutes for the meeting held on October 19, 2004 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF- None. DELEGATIONS Mr. Laurie Skinner, Distribution Superintendent, Tim Stafford and Rob Vader, Hydro One, attended at 9:06 AM. to present an overview of services provided in Elgin County. Mr. Skinner reviewed local staffing, lines and forestry work programs, communications and storm response processes, alternate sources of power (wind turbines), and contact information for municipalities in the event of operational issues (1-800-434-1235). Mr. Skinner noted that Hydro One would be contacting municipalities to provide a presentation to local Councils. Councillors questioned, among other items, the possibility of developing a better method to inform rural areas of the approximate length of time power is expected to be out and the need for a method to identify theft of hydro by illegal grow houses. The delegation explained that technology is improving that will allow Hydro One to identify hydro spikes and track down unusual usage. Mr. Skinner provided the County with a copy of his presentation if anyone would like to use it. Warden Rock thanked the Delegation for attending and the gentlemen left at 9:48 AM. Moved by Councillor Faulds Seconded by Councillor Mcintyre THAT we do now move into Committee Of The Whole Council. - Carried. REPORTS Thames Valley District Health Council Annual Report - Councillor Wilson Councillor Wilson presented the Annual Report on activities of the Thames Valley District Health Council and commented that Health Council territories may be changing and the outcome is unknown. Moved by Councillor Hofhuis Seconded by Councillor Acre THAT the annual report on activities of the Thames Valley District Health Council be received and filed. - Carried. County Council 2 November 9, 2004 St. Thomas-EIQin Tourist Association Annual Report - Councillor Hofhuis Councillor Hofhuis presented the Annual Report on activities of the St. Thomas-Elgin Tourist Association and noted that a more in depth report is available if anyone wished to review it. Councillors extended their appreciation to the Tourism Co-Ordinator on her substantial efforts in promoting tourism in Elgin County, and, as well, expressed disappointment that the Perch Search would be discontinued due to costs and government regulations. Council requested that these comments be conveyed to the Tourist Association. Councillor Baldwin noted that Aylmer has purchased animated Christmas figures that would soon be set up throughout storefronts and requested that the Tourism Association help to promote the endeavour. Moved by Councillor Baldwin Seconded by Councillor Faulds THAT the annual report on activities of the St. Thomas-Elgin Tourist Association be received and filed. - Carried. St. Thomas-EIQin General Hospital Annual Report - Councillor Vowel Councillor Vowel presented the Annual Report on activities of the St. Thomas-Elgin General Hospital. Moved by Councillor Mcintyre Seconded by Councillor Hofhuis THAT the annual report on activities of the St. Thomas-Elgin General Hospital be received and filed. - Carried. EIQin PhotoQraphic HeritaQe Society Interest Free Loan - Director of Library Services The Director of Library Services noted that the Society has sold sufficient copies of the "Scott-Sefton Collection - Elgin's History Through a Photographer's Lens" to repay the $30,000 loan from Council and a presentation would be made later in the meeting. Moved by Councillor Wilson Seconded by Councillor Acre THAT the report "Elgin Photographic Heritage Society Interest Free Loan" dated October 23, 2004, from the Director of Library Services be received and filed. - Carried. Vacation Carry-Over - Director of Library Services The Manager of Human Resources noted that vacation carry-over is allowed through Collective Agreements and questioned if Council wished reports of this nature to continue. Staff was directed to prepare a policy on this matter whereby Council would only be involved in decisions of an exceptional nature. Moved by Councillor Faulds Seconded by Councillor Hofhuis THAT the report "Vacation Carry-Over" dated October 27,2004, from the Director of Library Services requesting vacation carry-over for a Branch Assistant of 16.25 hours to 2005 be approved. - Carried. Council took a break at 10:15 AM. and reconvened at 10:26 AM. County Council 3 November 9, 2004 ONA ReQuest to Carry Forward 2004 Vacation - Director of Seniors Services. EIQin Manor Moved by Councillor Hofhuis Seconded by Councillor Acre THAT the request from ONA members from Elgin Manor and Bobier Villa be granted to carry forward three, five, and ten days of vacation entitlement from 2004, to be scheduled at a mutually agreeable time during the first six months of 2005. - Carried. Ministry of Health and LonQ Term Care AmendinQ Service AQreement - Directors of Senior Services for Bobier Villa. EIQin Manor and Terrace LodQe Staff reviewed the Ministry Standards that are changing and noted funding increases that would be received from the Province, as well as, approximate costs to the County. Staff further cautioned that the requirements from the Province are still not finalized nor are the implications of these announcements. Moved by Councillor Mcintyre Seconded by Councillor Warwick THAT the Ministry of Health and Long-Term Care Amending Agreements for Bobier Villa, Elgin Manor and Terrace Lodge be accepted and authorized by the Warden and the Chief Administrative Officer; and, THAT the Amending Agreements be forwarded to the Ministry of Health by the required deadline of November 10, 2004. - Carried. Renovations - Council Chambers - Director of EnQineerinQ Services Councillors noted that accessibility issues needed to be considered during the renovations and that the budget seemed high in comparison to the work being proposed. Moved by Councillor Acre Seconded by Councillor Baldwin THAT the Council Chambers seating be reconfigured to accommodate additional staff at an estimated cost of $15,000.00; and, THAT the funds be allocated from the Administration Building Renovations Capital Budget. - Carried. Plank Road Slope Stabilization - Director of EnQineerinQ Staff noted that the Department of Fisheries would dictate when the work could be done due to habitat issues. Moved by Councillor Hofhuis Seconded by Councillor Acre THAT Golder Associates and Spriet Associates continue to be retained for the Plank Road Slope Stabilization project on an as-need basis; and, THAT the Plank Road Stabilization Project be deferred until the spring of 2005. - Carried. County Council 4 November 9, 2004 Donor RecoQnition - St. Thomas-EIQin General Hospital Foundation - Director of Financial Services Councillor Mcintyre noted that invitations were sent out to Officials for the unveiling ceremony on December 12, 2004. Moved by Councillor Hofhuis Seconded by Councillor Wilson THAT the wording "County of Elgin" be forwarded for inscription on the St. Thomas-Elgin General Hospital Foundation Donor Recognition Board. - Carried. Municipality of Trent Hills - Director of Financial Services The Director of Financial Services presented a request from the Municipality of Trent Hills to support a resolution endorsing a submission from the Canadian Advocates for Tax Awareness. Council discussed the tax shift onto residential properties and inconsistencies in the resolution. Moved by Councillor Warwick Seconded by Councillor Wilson THAT the report entitled "Municipality of Trent Hills" dated October 22,2004, from the Director of Financial Services be received and filed. - Carried. MailinQ System and Letter Folder/Inserter - PurchasinQ Co-Ordinator Moved by Councillor Faulds Seconded by Councillor Baldwin THAT Pitney Bowes be selected as the vendor for the purchase of a DM230 Digital Semi Automatic Mailing System at the purchase price of $1 ,899.00 plus monthly charge of $55.37 for the meter rental and maintenance, plus $7.00 per month for the Pitney Works fee for postage advance and a one-time charge of $122.00 for a customized address plate; and, THAT Neopost be selected as the vendor for the 36-month lease for the S 130 Discovery Compact Desktop Letter Folderllnserter at a lease price of $276.56 per month. - Carried. Snow PlowinQ. Removal and SaltinQ of County of EIQin Owned ParkinQ Lots - PurchasinQ Co-Ordinator and ManaQer of Corporate Facilities Moved by Councillor Hofhuis Seconded by Councillor Acre THAT Jim's Lawn Care be selected for Snow Plowing, Removal and Salting for the County Administration Building, the new Elgin Manor and the vacant Elgin Manor at their submitted price of $13,824.40 (inclusive of all taxes); and, THAT Geo. Wilson & Son Excavating be selected for Snow Plowing, Removal and Salting for Terrace Lodge at their submitted price of $7,074.60 (including taxes); and, THAT Dave Simmons Auto be selected for Snow Plowing, Removal and Salting for Bobier Villa at their submitted price of $1 ,059.30 (including taxes). - Carried. County Council 5 November 9, 2004 EmerQency ManaQement ProQram By-Law - Ambulance and EmerQency ManaQement Co-Ordinator Moved by Councillor Warwick Seconded by Councillor Faulds THAT By-Law No. 98-41 regarding the adoption of an Emergency Response Plan be repealed; and, THAT a by-law adopting an Emergency Management Program including all of its legislated components be passed. - Carried. Correspondence for Consideration 1. Susan Johnston, Manager, Port Operations, Divestiture & Property Programs Ontario, Transport Canada, advising of the deadline date of November 30, 2004, for response by interested parties re: Divestiture of Port Stanley Harbour. 2. Ken Loveland, Clerk Treasurer Administrator, Municipality of Dutton/Dunwich, advising that the Municipal Council opposes the Elgin County Road Network Study as outlined in the original report. 3. B.K. Hickey, regarding Port Burwell Harbour Sand & Glen Erie Line Reconstruction. 4. Jenny Phillips, Chair, Joint Elgin/Central Elgin Accessibility Advisory Committee, regarding the lengthy time frame municipalities will have to make municipal buildings barrier free being proposed in the new legislation. The following recommendation was adopted respecting Correspondence Item #1 : Moved by Councillor Mcintyre Seconded by Councillor Hofhuis THAT Correspondence Item #1 be received and filed - Carried. The following recommendation was adopted respecting Correspondence Item #2: The Director of Engineering Services noted that only two responses have been received regarding the road rationalization study and expected more letters by the deadline of November 2004. Staff indicated that a report would be forthcoming once all responses and suggestions have been received. Moved by Councillor Hofhuis Seconded by Councillor Mcintyre THAT Correspondence Item #2 be received and filed. - Carried. The following recommendation was adopted respecting Correspondence Item #3: Council discussed the suitability of the material for road usage that would be removed from the Harbour, as well as transportation costs. Moved by Councillor Hofhuis Seconded by Councillor Vowel THAT Elgin County Council agrees in principle to accept the material obtained from dredging the Port Burwell Harbour for use on County Road reconstruction according to the County's construction timetable and in quantities determined by the County; and County Council 6 November 9, 2004 THAT provided said material is approved for distribution by the appropriate authorities. - Carried. The following recommendation was adopted respecting Correspondence Item #4: Council discussed the expense to municipalities to make their buildings barrier free under the Ontarians With Disabilities Act, and the need for Provincial funding to assist the municipalities in this endeavour. Moved by Councillor Baldwin Seconded by Councillor Warwick THAT the Council of the County of Elgin approve an accelerated timeframe to provide barrier-free buildings, as requested by the Joint Elgin/Central Elgin Accessibility Advisory Committee, provided that the Provincial Government, in the spirit of a true partnership, contributes financially to the capital program required to meet compliance under this accelerated process. - Carried. Correspondence for Information - Consent AQenda 1. Honourable Dalton McGuinty, Premier of Ontario: 1) acknowledging Council's resolution concerning the municipal drainage grants; 2) acknowledging Council's resolution concerning gas tax availability to all municipalities in Ontario. 2. W.R. (Wayne) Burke, Inspector, Manager, Traffic and Marine Safety, Ontario Provincial Police, responding to the County of Elgin's concern regarding Highway 401 lost revenues to Municipality of Chatham-Kent. 3. Bernard Made, Director, Chemicals Control Branch, Environment Canada, acknowledging the County's intent to prepare a salt management plan. 4. Maria Konefal, Assistant to City Clerk, City of St. Thomas, advising City Council adopted the County's resolution regarding upstaffing the Dutton Ambulance Base. 5. Hon. Jean C. Lapierre, Minister of Transport, responding to the County's concerns regarding the need to install automated protection devices at the Canadian National railway crossing on County Road 48. 6. R. Millard, C.AO.lClerk, Township of Malahide; Ken Loveland, Clerk-Treasurer Administrator, Municipality of Dutton/Dunwich; Donald N. Leitch, Chief Administrative Officer, Municipality of Central Elgin; with resolutions adopting continuation of the County's role in the renewal of the O.P.P. Police Services Contract. 7. Marlene Pink, Executive Director, Tillsonburg & District Multi-Service Centre, with a report on the Centre's activities this year. 8. Kyle Kruger, Administrator, Municipality of Bayham, with a resolution approving continuation of the County's role in the renewal of the O.P.P. Police Services Contract. 9. Hon. John Gerretsen, Minister of Municipal Affairs and Housing, regarding Long Standing Service Recognition of Municipal Politicians. 10. ROMAlOGRA Conference, February 20-23, 2005, accommodation and registration information. The Director of Engineering Services speaking to Correspondence Item #5 noted a meeting was held by CNR this morning to discuss the rail crossing issue. County Council 7 November 9, 2004 Moved by Councillor Hofhuis Seconded by Councillor Mcintyre THAT Correspondence Items #1-10 be received and filed. - Carried. OTHER BUSINESS Statements/InQuiries by Members Warden Rock thanked Council and staff for their efforts and attendance at the Annual Warden's Banquet and commented on the enjoyable evening. Warden Rock expressed his best wishes to the Councillors who are running for the Office of Warden for 2005. Notice of Motion - None. Matters of UrQency - None. The Director of Library Services introduced the volunteers from the Elgin Photographic Society and turned over the presentation to Mr. Ken Verrell. Mr. Verrell explained that enough funds have been raised from the sale of the Scott-Sefton book to repay the $30,000 loan, granted 3 years ago to the Society and presented a symbolic cheque to Warden Rock in the amount of $30,000. Warden Rock commended the Society for their hard work and outstanding efforts on the County's behalf and invited the attendees to lunch with Council. Warden Rock noted that Thames EMS and the OPP are having promotional photos taken today at the front of the Building and invited Councillors to join in. Council recessed for lunch at 11:47 AM. and reconvened at 1 :01 P.M. Moved by Councillor Warwick Seconded by Councillor Faulds THAT we do proceed In-Camera to discuss personnel and property matters. - Carried. Mr. Bob Purcell, Mr. Claire Oldham and Mr. Bob Smith, Dutton Lion's Club, attended at 1 :03 P.M. and left at 1 :30 P.M. All Staff were excused with the exception of the Human Resources Officer at 2:58 P.M. Moved by Councillor Mcintyre Seconded by Councillor Warwick THAT we do now rise and report. - Carried. Moved by Councillor Vowel Seconded by Councillor Acre THAT Elgin County Council agree in principle with the confidential land proposal from the Dutton & District Lion's Club and that staff be directed to report on the implications of the proposal for consideration by Council. - Carried. County Council 8 November 9, 2004 Moved by Councillor Acre Seconded by Councillor Faulds THAT the Policy regarding the Annual Warden and Councillor Remuneration adjustment be reviewed with respect to the annual inflation rate and in comparison to stipends paid to elected officials in comparable Counties. - Carried. Moved by Councillor Warwick Seconded by Councillor Vowel THAT Council concurs that the Ontario Health Premium is not a cost to be borne by the County and staff be directed to take appropriate actions to defend the employer in such matters and that Council be kept abreast of all proceedings in a timely fashion. - Carried. Staff was directed to proceed in a legal/Human Resources matter in accordance with Council's instructions. Moved by Councillor Acre Seconded by Councillor Warwick THAT the participation of Wood Wyant Inc. in a thorough review of the Housekeeping Departments in the three County Homes be approved; and, THAT the Directors of Seniors Services and the Director of Human Resources meet with the Union Committees in the respective Homes to share information related to the review. - Carried. Moved by Councillor Mcintyre Seconded by Councillor Faulds THAT the Warden and the Chief Administrative Officer be authorized and directed to sign lease agreements with prospective tenants within the parameters established by Council. - Carried. Moved by Councillor Warwick Seconded by Councillor Acre THAT the Warden and the Chief Administrative Officer be authorized to carry out Council's directions regarding an appeal to the Ontario Municipal Board. - Carried. Council discussed a local federal matter and directed staff to carry out its instructions. Councillors Hofhuis and Baldwin left Chambers at 3: 15 P.M. The Chief Administrative Officer entered Council Chambers at 3:50 p.m. Council conducted the annual performance evaluation of the Chief Administrative Officer. Moved by Councillor Mcintyre Seconded by Councillor Faulds THAT we do adopt the recommendations of the Committee Of The Whole Council. - Carried. County Council 9 November 9, 2004 BY-LAWS Moved by Councillor Faulds Seconded by Councillor Acre THAT By-Law No. 04-26 "A By-Law to Repeal By-Law No. 98-41 and to Adopt an Emergency Management Program for the County of Elgin" be read a first and second time. - Carried. Moved by Councillor Warwick Seconded by Councillor Wilson THAT By-Law No. 04-26 be read a third time and finally passed. - Carried. Moved by Councillor Acre Seconded by Councillor Faulds THAT By-Law No. 04-27 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the November 9, 2004 Meeting" be read a first and second time. - Carried. Moved by Councillor Vowel Seconded by Councillor Mcintyre THAT By-Law No. 04-27 be read a third time and finally passed. - Carried. Moved by Councillor Warwick Seconded by Councillor Wilson THAT we do now adjourn at 4:15 P.M. to meet again at 9:00 AM. on November 23,2004. - Carried. Mark G. McDonald, Chief Administrative Officer. David Rock, Warden.