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.
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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.
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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.
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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.
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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.
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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.
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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.