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September 28, 2004 Minutes COUNTY COUNCIL Tuesday, September 28, 2004 The Elgin County Council met this day at the Administration Building, at 9:01 AM. in accordance with adjournment, with all members present except Councillors Hofhuis (illness) and Wilson (vacation). Warden Rock in the Chair. Moved by Councillor Vowel Seconded by Councillor Acre THAT the minutes for the meeting held on September 14, 2004 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF- None. DELEGATIONS A delegation from Hydro One Networks Inc. was to appear at Council at 9:00 AM., but due to the destruction in Florida caused by hurricane Jeanne, staff has been deployed to assist with restoring power and were unable to attend this meeting. The Delegation has been rescheduled to appear at the November 9, 2004 Council meeting. Mr. Chester Hinatsu, Director Ontario Works, attended at 9:03 AM. to present the 2nd Quarterly Report. Mr. Hinatsu advised that two initiatives, the Energy Emergency Fund and the Rent Bank Fund, proposed to address increased energy costs and rental arrears should begin implementation within the next month once criteria has been established. Mr. Hinatsu would like to make a presentation to Council and interested municipalities when the criterion is known to access the funds. Lower-Tier Administrators would be invited to this meeting as well. The Province is setting up benchmarks for social housing units in municipalities. This should not impact the 2005 budget but in later years it could mean a small increase, however, the need for this type of housing is increasing. Warden Rock thanked the delegation for attending and Mr. Hinatsu left Chambers at 9:25 AM. Moved by Councillor Mcintyre Seconded by Councillor Warwick THAT the Second Quarterly Report on Ontario Works presented by Mr. Hinatsu, Director, St. Thomas-Elgin Ontario Works, be received and filed. - Carried. Moved by Councillor Faulds Seconded by Councillor Baldwin THAT we do now move into Committee Of The Whole Council. - Carried. REPORTS TillsonburQ District Memorial Hospital Annual Report - Councillor Acre Councillor Acre presented the Annual Report on activities of the Tillsonburg District Memorial Hospital. County Council 2 September 28, 2004 Moved by Councillor Acre Seconded by Councillor Baldwin THAT the annual report on activities of the Tillsonburg District Memorial Hospital be received and filed. - Carried. Warden's BanQuet - Councillor Acre Councillor Acre presented the report on the 2004 Warden's Banquet, noting it has become increasingly difficult for the SociallEntertainment Committee to plan for the Warden's Banquets with the funding that has been allocated for the event. Moved by Councillor Faulds Seconded by Councillor Acre THAT the allocation for the Warden's Banquet expenditures be increased by $1,000 for 2004 with funds to be acquired from within the 2004 Warden's Budget; and, THAT the Warden's Banquet line in the Warden's Budget be increased by $2,500 effective in 2005 to more appropriately provide for expenditures; and, THAT the annual Warden's Banquet be held at St. Anne's Centre on Saturday, November 6,2004, with the social hour from 5:30 - 6:15 P.M. and the banquet beginning at 6:30 P.M.; and, THAT all other costs and items be approved as detailed on the spreadsheet; and, THAT the charge for each purchased ticket be set at $20.00, to cover the cost of the meal, taxes and gratuities; and further, THAT County Councillors and Officials dress in standard Council attire. - Carried. Terrace LodQe - Financial Update 2004 Construction Proiect - Director of EnQineerinQ Services Councillor Faulds spoke to the importance of Resident morale emphasizing the impact a fresh coat of paint on rooms would have on the residents in the Home. The Director of Engineering Services advised that previously approved projects would be delayed to provide for the $120,000 that is required for more resident focussed improvements. Moved by Councillor Faulds Seconded by Councillor Acre THAT the monies from the following projects be allocated to Terrace Lodge Compliance Requirements/2004 Construction: door and wall protection at Terrace Lodge, $6,900; front reception area at Terrace Lodge, $61,900; Lounge furniture replacement at Terrace Lodge, $12,400; replace old pipes at Terrace Lodge, $16,300; concrete walks gazebo at Terrace Lodge, $2,500; paint interior of Terrace Lodge, $10,000; carpet Malahide Room at Terrace Lodge, $10,000. - Carried. Terrace LodQe Door Replacements for Clean Utility Rooms - Director of EnQineerinQ Services Moved by Councillor Mcintyre Seconded by Councillor Baldwin THAT the money from the Door Operators for Serveries at Bobier Villa, $20,000, be allocated for clean utility room doors at Terrace Lodge. - Carried. County Council 3 September 28, 2004 Administration BuildinQ Carpet for 2nd and 3rd Floor Hallways - Director of EnQineerinQ Services Moved by Councillor Baldwin Seconded by Councillor Acre THAT Alexanian Carpet & Flooring be awarded the project to remove and install carpet on the second and third floors of the Administration Building at the quoted price of $8,300 (including taxes). - Carried. Salt ManaQement Plan Letter of Intent - Director of EnQineerinQ Services The Director of Engineering Services advised that the local Road Superintendents had provided input into the plan and that the County is being pro-active before the Province legislates new guidelines. Moved by Councillor Mcintyre Seconded by Councillor Vowel THAT the Corporation of the County of Elgin develops a Salt Management Plan in accordance with the Code of Practice for the Environmental Management of Road Salts, published April 3, 2004. - Carried. Natural Gas Pipeline AQreement Amendment - Director of EnQineerinQ Services Councillor Mcintyre noted that an abandoned pipeline left in the ground of which the municipality is unaware can cause extra expense to the municipality when construction is being done on roadways. Moved by Councillor Baldwin Seconded by Councillor Faulds THAT the following resolution passed at the September 9, 2003 Meeting of County Council be rescinded: "THAT the Warden and the Chief Administrative Officer be authorized and directed to enter into an agreement with Echo Energy Inc. to utilize County Roads #45 and #55 in the Municipality of Bayham to install natural gas gathering pipelines."; and, THAT the Warden and the Chief Administrative Officer be authorized and directed to enter into an agreement with Pecho Pipelines Inc. to utilize County Road allowances in the Township of Malahide and the Municipality of Bayham. - Carried. United Way CampaiQn 2004-2005 - United Way Committee. Financial Services Clerk The Financial Services Clerk informed Council that the United Way Campaign begins on October 18, 2004, with various activities planned, noting a barbecue would be held at the Administration Building on October 21, 2004. Moved by Councillor Faulds Seconded by Councillor Vowel THAT the United Way Committee members be afforded reasonable time away from their regular work schedules to attend United Way functions throughout the various facilities during the 2004-2005 campaign; and THAT as in previous campaign years, the County approve a draw for one paid day off for payroll deduction amounts of $2.00 per pay for 26 pays, and a draw for two paid days off for payroll deduction amounts of $4.00 per pay for 26 pays. - Carried Unanimously. County Council 4 September 28, 2004 Structure Inspections - Director of EnQineerinQ Services Moved by Councillor Acre Seconded by Councillor Mcintyre THAT Spriet Associates London Limited be selected for structure Inspections of various Elgin County owned bridges and culverts at their quoted price of $13,401.75 (including taxes) . - Carried. Well (DrinkinQ Water) at White's Station (42343 Fruit RidQe Line) - Director of EnQineerinQ Services The Director of Engineering Services advised Council that it would take 3-4 days to complete this project and it has not been started yet. The Chief Administrative Officer provided background on decommissioning the well and negotiations with Central Elgin, the tenant at White's Station. Central Elgin had difficulties in meeting the Provincial deadline and the County assisted them by seeking quotations for the project. Moved by Councillor Mcintyre Seconded by Councillor Vowel THAT the report "Well (Drinking Water) at White's Station (42343 Fruit Ridge Line)" dated September 27, 2004, from the Director of Engineering Services, be received and filed. - Carried. Council took a break at 10:06 AM. and reconvened at 10:18 AM. Health Unit - Surplus Funds - Director of Financial Services Moved by Councillor Faulds Seconded by Councillor Baldwin THAT the refund of surplus reserve funds from the Elgin-St. Thomas Health Unit, in the amount of $36,132.84 be credited to other revenue. - Carried. Bobier Villa's Annual Compliance Review - Director of Seniors Services The Director of Senior Services for Bobier Villa reported that there was one unmet standard identified and measures have been taken to alleviate the situation. Moved by Councillor Warwick Seconded by Councillor Faulds THAT the report "Bobier Villa's Annual Compliance Review" dated September 13,2004, from the Director of Seniors ServiceslManager of Resident Care, be received and filed. - Carried. Fanshawe ColleQe PSW ProQram - Chief Administrative Officer Moved by Councillor Acre Seconded by Councillor Faulds THAT Elgin County Council endorse the letter of commendation from Fanshawe College and congratulate the staff of our Long-Term Care facilities for earning such high regard in the education community. - Carried. County Council 5 September 28, 2004 Correspondence for Consideration 1. Louise Gartshore, City Clerk, City of Woodstock, with a resolution concerning the development of a Municipal Property Tax Deferral Program. The following recommendation was adopted respecting Correspondence Item #1 : Moved by Councillor Warwick Seconded by Councillor Baldwin THAT Correspondence Item #1 be received and filed. - Carried. Correspondence for Information (Consent AQenda) 1. Lisa Guthrie, Inspector, Barrie District Officer, Ministry of the Environment, concerning the Provincial Officer's Order regarding the well at the Whites Station Municipal Works Yard. 2. Hon. Leona Dombrowsky, Minister of the Environment, acknowledging Council's resolution concerning the Drinking Water System Regulations (OReg. 170103). 3. Debbie Zimmerman, Municipal Property Assessment Corporation (MPAC), announcing MPAC's 2004 Annual Meeting at the AMO Counties and Regions and Single- Tier Municipalities, and District Social Services Administration Board Conference in Waterloo on Monday, October 4 at 1 :15 P.M. Moved by Councillor Mcintyre Seconded by Councillor Vowel THAT Correspondence Items #1, 2 and 3 be received and filed. - Carried. OTHER BUSINESS StatementsllnQuiries by Members Councillor Baldwin announced that he would be running in a fundraiser towards recreation projects in the Town of Aylmer and requested the support of Council and Staff. Councillor Acre announced that she would be running for the Office of Warden for 2005. Notice of Motion - None. Matters of UrQency - None. Moved by Councillor Baldwin Seconded by Councillor Mcintyre THAT we do proceed In-Camera to discuss property and personnel issues. - Carried. Council recessed at 11:47 AM. and reconvened at 11 :58 AM. Moved by Councillor Baldwin Seconded by Councillor Faulds THAT we do rise without reporting. - Carried. County Council 6 September 28, 2004 Warden Rock introduced Mr. Joe Preston, M.P. Elgin-Middlesex-London, to Council and congratulated him on his recent election. Mr. Preston provided Council with background information on his community and political involvement in Elgin County. A discussion followed on the decline in the tobacco industry; the rail level crossing on County Road 48; status of infrastructure funding; Dexter Line erosion control and the construction of roadway; timeline for opening the CanadalUS borders for the beef cattle industry; Port Stanley Harbour divestiture and the status of the Cleveland-Cuyahoga ferry service. Mr. Preston's staff will be embarking on an advertising campaign to promote contact numbers for his office out to the general public and encouraged Councillors to contact his office with issues they may have in their local areas. The Warden thanked Mr. Preston for appearing before Council and invited him to join Council for lunch. Council recessed at 12:28 P.M. and reconvened at 1 :00 P.M. All staff, except the Chief Administrative Officer, was excused from the Council Chambers. Moved by Councillor Acre Seconded by Councillor Baldwin THAT we do proceed In-Camera to discuss personnel and property matters. - Carried. Moved by Councillor Mcintyre Seconded by Councillor Baldwin THAT we do now rise and report. - Carried. Moved by Councillor Acre Seconded by Councillor Faulds THAT Conestoga-Rovers & Associates (CRA) complete the design and tendering, construction management, Certificate of Authorization amendment and decommissioning to replace the existing temporary Waste Water Treatment at Elgin Manor at an estimated cost of $175,000.00; and, THAT the cost of the project be financed from our Annual Financing Budget. - Carried. Moved by Councillor Faulds Seconded by Councillor Warwick THAT the confidential report entitled "Bobier Villa Drainage" from the Director of Engineering Services dated July 29,2004 be received and filed. - Carried. Moved by Councillor Baldwin Seconded by Councillor Acre THAT the elimination of the base wage step for all levels in the County of Elgin compensation grid be approved. - Carried. Staff was directed to withdraw the previously allocated 2004 grant of $5,000 to the Royal Canadian Legion and encourage the Legion to request advertising support from the County in three years' time. County Council 7 September 28, 2004 Moved by Councillor Baldwin Seconded by Councillor Faulds THAT the confidential report on the Central Elgin Lease be deferred to the next Council meeting. - Carried. Councillor Vowel left Council Chambers at 1 :35 P.M. Moved by Councillor Faulds Seconded by Councillor Acre THAT staff be directed to review the "Emergency Purchases" procedures in the current purchasing by-law with a view to building in more checks and balances and report. - Carried. Moved by Councillor Mcintyre Seconded by Councillor Baldwin THAT we do adopt the recommendations of the Committee Of The Whole Council. - Carried. BY-LAWS Moved by Councillor Warwick Seconded by Councillor Acre THAT By-Law No. 04-24 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the September 28th, 2004 Meeting" be read a first and second time. - Carried. Moved by Councillor Baldwin Seconded by Councillor Faulds THAT By-Law No. 04-24 be read a third time and finally passed. - Carried. Moved by Councillor Warwick Seconded by Councillor Mcintyre THAT we do now adjourn at 2:13 P.M. to meet again at 9:00 AM. on October 19,2004. - Carried. Mark G. McDonald, Chief Administrative Officer. David Rock, Warden.