October 19, 2004 Minutes
COUNTY COUNCIL
Tuesday, October 19, 2004
The Elgin County Council met this day at the Administration Building, at 9:06 AM. in
accordance with adjournment, with all members present.
Warden Rock in the Chair.
Moved by Councillor Acre
Seconded by Councillor Mcintyre
THAT the minutes for the meeting held on September 28, 2004 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 9:00 AM.
to discuss rural school issues. Ms. Stevenson discussed the additional funds allocated to
rural schools and the $1.1 M available that must be spent on 54 identified schools within the
District. She indicated the accommodation study in the East Elgin area may be dismissed,
following a final vote by the Board, however the matter of West Elgin has not been resolved.
Council discussed many issues, some of which were: retention of youth in communities;
plans for future growth; accessibility in school facilities; enrollment projections; and the cost
of maintaining unused space in facilities. It was noted that West Elgin has an increase in
enrollment not a decrease as indicated and Ms. Stevenson acknowledged that the Board is
aware of this matter and may hire a consultant to review enrollment projections. Ms.
Stevenson, in her capacity as a citizen, recommended the establishment of a Mayors' Task
Force on Rural Schools. She will contact the County Chief Administrative Officer with her
ideas on mandate, responsibilities, etc., and a report will come forward to Council. The
Warden thanked the Delegation for the presentation and Ms. Stevenson left at 9:25 AM.
Mr. Peter Hentz, Chair, and Mr. Duncan McPhail, Vice-Chair, Elgin County Land Division
Committee, attended at 9:25 AM. to request that representation be sent to Ontario
Municipal Board (OM B) Appeals against Land Division Decisions. Mr. Hentz and Mr.
McPhail noted Decisions are based on good planning, in accordance with Sections 51 and
53 of the Planning Act, the Provincial Policy Statement, and information received from
commenting agencies. Historically only one appeal has been defended and the OMB
ruled in the County's favour. Council discussed the need to defend Appeals to the OMB
either by a Solicitor or Planner depending on circumstance; retaining a professional
Planner on call to assist with the Committee Decisions; review of the mandate and need
for written policies and procedures of the Land Division Committee. Warden Rock
thanked the Delegation for attending and the gentlemen left at 10:25 a.m.
Moved by Councillor Hofhuis
Seconded by Councillor Acre
THAT the request from the Elgin County Land Division Committee that all Consent
Appeals to the Ontario Municipal Board (OM B) be referred to a Solicitor and/or
Professional Planner, as deemed appropriate, in order that the Decision of the Land
Division Committee be defended at OMB hearings be approved; and
THAT the 2005 budget be so adjusted to cover costs without altering the current fee
schedule.
- Carried.
It was understood that sufficient funds presently exist in the Land Division Budget to
defend other Appeals that may occur in 2004.
County Council
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October 19, 2004
Moved by Councillor Wilson
Seconded by Councillor Mcintyre
THAT the mandate and purpose of the Land Division Committee be presented in written
form for review by Council at a future meeting.
- Carried.
Council took a break at 10:25 AM. and reconvened at 10:33 AM.
Moved by Councillor Faulds
Seconded by Councillor Acre
THAT we do now move into Committee Of The Whole Council.
- Carried.
Application for Minor Exception. lot 19 & 20. Concession 11. Municipality of
Bayham - Tree CommissionerlWeed Inspector
The Tree Commissioner provided clarification that an equivalent donation could be made
to a local conservation/ heritage association in lieu of replanting trees on the property,
however those funds were used to plant trees in Elgin County.
Moved by Councillor Baldwin
Seconded by Councillor Acre
THAT the Application for Minor Exception to the Trees Act from Mr. Graydon, Part Lot 19
and 20, Concession 11, Municipality of Bayham, to clear 1.0 hectares of woodlands to
create an industrial building lot be approved, subject to 1700 trees being replanted or an
equivalent donation being made to a local conservation/heritage association.
- Carried.
The Tree CommissionerlWeed Inspector left Chambers at 10:40 AM.
Annual Museum Report - Director of Financial Services
Moved by Councillor Warwick
Seconded by Councillor Baldwin
THAT the "Annual Museum Report" dated October 5, 2004, presented by the Director of
Financial Services be received and filed.
- Carried.
Computer Network Infrastructure Plan Update - Director of Information TechnoloQY
Moved by Councillor Hofhuis
Seconded by Councillor Faulds
THAT the report "Computer Network Infrastructure Plan Update" dated October 19, 2004,
from the Director of Information Technology, be received and filed.
- Carried.
Conversion to Microsoft ExchanQe Email System - Director of Information
TechnoloQY
Councillors discussed security issues with the Microsoft programs; new technology and
life span; and future IT requirements, among other items.
County Council
3
October 19, 2004
Moved by Councillor Faulds
Seconded by Councillor Baldwin
THAT the County of Elgin email system be migrated to Microsoft Exchange/Outlook; and,
THAT this project be funded from the IT Special Projects Capital Budget.
- Carried.
Five-Year Broadband Service AQreement with Amtelecom - Director of Information
TechnoloQY
Moved by Councillor Wilson
Seconded by Councillor Faulds
THAT the Warden and the Chief Administrative Officer be authorized to enter into a five-
year agreement with Amtelecom for broadband services to the County's Homes, Libraries
and Administration Building.
- Carried.
Policy 13.10 Acceptable Use for Computer EQuipment. Software Internet Access and
Internet E-mail - Director of Information TechnoloQY
The Director of Information Technology advised that an appeal process is available to
employees if they should disagree with an unacceptable use finding.
Moved by Councillor Warwick
Seconded by Councillor Hofhuis
THAT the Policy 13.10 entitled "Acceptable Use for Computer Equipment, Software
Internet Access and Internet E-mail" be approved for implementation.
- Carried.
Policy 13.20 TechnoloQY Entitlement - Director of Information TechnoloQY
Moved by Councillor Vowel
Seconded by Councillor Hofhuis
THAT Policy 13.20 entitled "Technology Entitlement" be approved for implementation.
- Carried.
Remembrance Day Display - Director of Financial Services
Moved by Councillor Faulds
Seconded by Councillor Acre
THAT the report "Remembrance Day Display" dated October 7,2004, from the Director of
Financial Services be received and filed.
- Carried.
Collections - Revenue Split - Director of Financial Services
Councillor Baldwin noted an item in the report may have legal implications and requested
it be referred to the In-Camera portion of the meeting. Council concurred by agreeing to
refer the matter to the In-Camera portion of the meeting.
FundinQ for Homes - Financial Analyst
Councillors questioned Provincial funding formulas per Resident and why Elgin Manor is
operating at a cost of $881 ,000 when private facilities seem to end the year with a surplus?
County Council
4
October 19, 2004
Council requested that a year-end report be prepared for each Home detailing 2004 funding
in time for 2005 budget deliberations and that staff research the public/private financial
Issue.
Moved by Councillor Faulds
Seconded by Councillor Vowel
THAT the report entitled "Funding for Homes", dated October 1,2004, from the Financial
Analyst be received and filed.
- Carried.
BudQet Comparison. AUQust 31. 2004 - Director of Financial Services
Moved by Councillor Faulds
Seconded by Councillor Acre
THAT the report entitled "Budget Comparison - August 31,2004", dated October 1,2004,
from the Director of Financial Services be received and filed.
- Carried.
Council Remuneration - One-Third Tax Free Allowance - Deputy Clerk
Moved by Councillor Mcintyre
Seconded by Councillor Vowel
THAT the Council of the Corporation of the County of Elgin, in accordance with Section
283(7) of the Municipal Act, shall continue to apply a one-third tax free allowance on
remuneration paid to its Warden and Councillors deemed to be for expenses incidental to
the discharge of duties as a member of the Councilor its local boards.
- Carried.
EmerQency Purchases and the County PurchasinQ By-law - Chief Administrative
Officer
Councillors determined that the recommendation should be clarified to indicate that the
Warden or Deputy Warden be asked for prior approval to emergency purchases and that
the Chief Administrative Office be involved in the discussions.
Moved by Councillor Faulds
Seconded by Councillor Baldwin
THAT section 5(a) "Emergency Purchases" of the County's purchasing by-law be
amended as follows:
THAT the Department Head obtain the approval of the Warden or Deputy Warden prior to
making an emergency purchase.
- Carried.
Disposal of County of EIQin Surplus Items - Director of Financial Services
Moved by Councillor Hofhuis
Seconded by Councillor Vowel
THAT, due to the cost of continuing to maintain the old Elgin Manor, the total proceeds
generated from the Disposal of Assets in the amount of $7,181.41 be applied to the 2004
Elgin Manor Operating Budget.
- Carried.
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October 19, 2004
Non-Union Position Titles - Director of Human Resources
Moved by Councillor Acre
Seconded by Councillor Mcintyre
THAT Schedule "A" of the report entitled "Non-Union Position Titles", dated October 1,
2004, presented by the Director of Human Resources be adopted.
- Carried.
Proposed New Performance Appraisal System - Director of Human Resources
The Director of Human Resources noted that the training being conducted by the Ontario
Municipal Management Institute for supervisory employees would adapt its training
session to utilize this Policy at upcoming workshops.
Moved by Councillor Hofhuis
Seconded by Councillor Vowel
THAT Human Resources Policy 4.80 entitled "Performance Appraisal for all Staff' be
adopted.
- Carried.
Beecroft Culvert Repairs - Technical Services Officer
Moved by Councillor Faulds
Seconded by Councillor Mcintyre
THAT the Engineering Department continue to monitor the Beecroft Culvert located south
of Springfield; and,
THAT the Beecroft Culvert Repair Capital Project be cancelled for 2004 due to the
escalated cost of the project.
- Carried.
ReQuest to Fund Traffic SiQnals - Technical Services Officer
Council also discussed Beech Street traffic problems when turning onto John Street at
busy times. The Technical Services Officer will investigate the situation and report back to
Council.
Moved by Councillor Mcintyre
Seconded by Councillor Acre
THAT the County of Elgin reimburse the Town of Aylmer for their share (estimated at
$35,000) of intersection improvements completed at John Street and Progress Drive; and
THAT the funds be allocated from the Town of Aylmer reserve.
- Carried.
PaintinQ Exterior of Administration BuildinQ - Director of EnQineerinQ Services
Moved by Councillor Faulds
Seconded by Councillor Mcintyre
THAT Annen Painting be awarded the project to paint the exterior of the Administration
Building at the quoted price of $8,774.00 (including taxes).
- Carried Unanimously.
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6
October 19, 2004
Installation of Traffic SiQnals - WellinQton Road at Ron McNeil Line - Technical
Services Officer
The Technical Services Officer reported that one bid only was received and Engineering
Services would like to re-tender in the Spring. Council discussed the competitiveness of
the firm that tendered on the project, as the bid is public knowledge. The project would be
re-tendered after an appropriate period of time has passed.
Moved by Councillor Acre
Seconded by Councillor Warwick
THAT the capital project to install traffic control signals at the intersection of Wellington
Road and Ron McNeil Line, Contract No. 6200-04 be re-tendered in the Spring of 2005.
- Carried.
Edward Street Ambulance Station AQreement Between the City of Sf. Thomas and
the County of EIQin - Director of EnQineerinQ Services
Moved by Councillor Mcintyre
Seconded by Councillor Warwick
THAT the Warden and the Chief Administrative Officer be authorized and directed to sign
the agreement between the City of St. Thomas and the County of Elgin for the
development of the Ambulance Station on Edward Street.
- Carried.
HiQhway #19 Plank Road (Verbal Report) - Director of EnQineerinQ Services
The Director of Engineering Services reported on the slope instability on Highway #19 and
that contractors have indicated this is not an appropriate time of the year to do remedial
work safely and should be delayed. The Director of Engineering Services will prepare a
report explaining the situation to be presented at the next Council meeting. As an interim
safety measure, Engineering Services requested approval to install signage and Jersey
Barriers, at an upset cost of $20,000. Council directed that the most cost-effective solution
be employed (lease versus purchase).
Moved by Councillor Hofhuis
Seconded by Councillor Wilson
THAT Engineering Services be authorized to lease or purchase sufficient Jersey Barriers
and signage to warn the travelling public of a hazardous section of roadway on Plank
Road at an upset limit of $20,000.
- Carried.
Council recessed at 12:03 P.M. for the annual Council photo, then for lunch, and
reconvened at 1 :00 P.M.
CORRESPONDENCE
Correspondence for Consideration
1. Susan Galloway, Secretary-Treasurer, County Land Division Committee, with a
resolution recommending that all Consent Appeals to the Ontario Municipal Board be
referred to the County Solicitor.
2. Raymond Ormerod, City of St. Thomas Community Emergency Management
Coordinator requesting the use of the Council Chambers on November 26, 2004 for
the City's annual emergency exercise.
3. Dianne Wilson, Secretary, Joint Accessibility Advisory Committee (JAAC), requesting
consideration of the appointment of Ms. Linda Vank to JAAC.
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October 19, 2004
The following recommendation was adopted respecting Correspondence Item #1 :
Moved by Councillor Vowel
Seconded by Councillor Hofhuis
THAT Correspondence Item #1 be received and filed.
- Carried.
The following recommendation was adopted respecting Correspondence Item #2:
Moved by Councillor Warwick
Seconded by Councillor Baldwin
THAT the request from the City of St. Thomas Community Emergency Management
Coordinator to use the Council Chambers on November 26, 2004 as the Emergency
Operations Centre for testing the City's Emergency Response Plan be approved.
- Carried.
The following recommendation was adopted respecting Correspondence Item #3,
Moved by Councillor Hofhuis
Seconded by Councillor Mcintyre
THAT Elgin County Council approve the application of Ms. Linda Vank to serve on the
Elgin/Central Elgin Joint Accessibility Advisory Committee.
- Carried.
Councillor Wilson indicated he may know someone who might be interested in serving on
the Accessibility Advisory Committee and requested information from staff.
Correspondence for Information - Consent AQenda
1. Ontario News Release Communique, "Ontario Government Improves Access to Civil
Marriage - Municipal Clerks Have Authority to Solemnize Marriage".
2. Hon. John Gerretsen, Minister of Municipal Affairs and Housing, announcing the
Ontario Regional Municipal Portal Northwest (OnRAMP-NW), an online information
and advisory service for clients in the Northwestern region of Ontario.
3. Catherine Axford, Executive Assistant to Honourable Lincoln M. Alexander,
Chairman, Ontario Heritage Foundation, inviting councils to participate in Ontario
Heritage Foundation's Young Heritage Leaders Program 2004.
4. Premier Dalton McGuinty responding to Emergency Management Act resolutions.
5. Hon. Jim Bradley, Minister of Tourism and Hon. John Gerretsen, Minister of Affairs
and Housing, announcing $20 million Community Use of Schools Program.
6. Hon. George Smitherman, Minister of Health and Long-Term Care, announcing
Development of Local Health Integration Networks.
7. Hon. John Gerretsen, Minister of Municipal Affairs and Housing, with Open Letter to
Stakeholders re: McGuinty government accomplishments.
8. Hon. Steve Peters, Minister of Agriculture and Food, acknowledging Council's
resolution of support for the Canadian red meat producers and advising of programs
for financial assistance available to the farmers suffering financial loss.
9. Prime Minister Paul Martin, with a copy of October 5, 2004 Speech from the Throne.
County Council
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October 19, 2004
10. Thames Valley District Health Council and St. Thomas Elgin General Hospital, with
information for a meeting on October 19, 2004 re: Impact and Implications of the
Transformational Health Care Agenda.
11. Norma I. Bryant, Clerk, Municipality of West Elgin, re: OPP Police Services Contract.
Moved by Councillor Wilson
Seconded by Councillor Warwick
THAT Correspondence Items # 1-11 be received and filed.
- Carried.
OTHER BUSINESS
Statements/InQuiries by Members
Councillor Mcintyre, on behalf of Southwold Township Council, thanked Council for
allowing the Chief Administrative Officer to assist in recruiting senior positions at the
Township and thanked the Chief Administrative Officer for his advice and assistance in the
recruitment process.
Notice of Motion - None.
Matters of UrQency - None.
Moved by Councillor Warwick
Seconded by Councillor Mcintyre
THAT we do proceed In-Camera to discuss personnel and property issues.
- Carried.
Staff, except the Chief Administrative Officer and the Director of Finance, were excused
from the Council Chambers at 2:40 P.M.
Moved by Councillor Wilson
Seconded by Councillor Acre
THAT we do now rise and report.
- Carried.
Moved by Councillor Baldwin
Seconded by Councillor Warwick
THAT the staff direction on lease negotiations with Central Elgin be approved.
- Carried.
Moved by Councillor Faulds
Seconded by Councillor Acre
THAT the Chief Administrative Officer be authorized and directed to negotiate and hire a
Medical Director for Elgin County.
- Carried.
Moved by Councillor Mcintyre
Seconded by Councillor Wilson
The confidential correspondence from an environmental lawyer dated August 23, 2004
regarding the Elgin Manor Wastewater Facility was received and filed.
- Carried.
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October 19, 2004
Warden Rock updated Council on a Federal matter.
The report entitled "Collections - Revenue Split" deferred from earlier in meeting was
further discussed.
Moved by Councillor Baldwin
Seconded by Councillor Faulds
THAT the report entitled "Collections - Revenue Split" dated May 28, 2004 from the
Director of Financial Services was deferred to a future Council meeting pending review of
the original agreement by the County Solicitor.
- Carried.
The Warden and the Chief Administrative Officer were directed to carry out Council's
directions regarding a Human Resources matter at the Pioneer Museum.
Councillor Hofhuis left Chambers at 3:35 P.M.
Moved by Councillor Vowel
Seconded by Councillor Warwick
THAT we do adopt the recommendations of the Committee Of The Whole Council.
- Carried.
BY-lAWS
Moved by Councillor Mcintyre
Seconded by Councillor Warwick
THAT By-Law No. 04-25 "A By-Law to Confirm Proceedings of the Municipal Council of
the Corporation of the County of Elgin at the October 19th, 2004 Meeting" be read a first
and second time.
- Carried.
Moved by Councillor Vowel
Seconded by Councillor Warwick
THAT By-Law No. 04-25 be read a third time and finally passed.
- Carried.
Moved by Councillor Warwick
Seconded by Councillor Vowel
THAT we do now adjourn at 3:40 P.M. to meet again at 9:00 AM. on November 9,2004.
- Carried.
Mark G. McDonald,
Chief Administrative Officer.
David Rock,
Warden.