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February 15, 2005 Minutes COUNTY COUNCIL Tuesday, February 15,2005 The Elgin County Council met this day at the Administration Building, at 9:04 AM. in accordance with adjournment, with all members present except Councillor Hofhuis (on vacation). Warden Mcintyre in the Chair. Warden Mcintyre commended the persons involved with the Ontario Visual Heritage Project depicting the history of Elgin County and the City of St. Thomas, which had recently been viewed by Officials and staff. Warden Mcintyre noted that the Township of Southwold has one room available for the upcoming OGRAlROMA conference and if anyone is interested please contact Southwold prior to the end of the week. Moved by Councillor Faulds Seconded by Councillor Acre THAT the minutes from the meeting held on January 25, 2005 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF- None. DELEGATIONS Mr. Terry Carroll and Ms. Junee Monteith, Elgin-St. Thomas Community Foundation, attended at 9:05 AM. to present an overview of the Foundation's mandate and activities. The Foundation is a locally run, independent public foundation that supports charitable activities; builds and manages permanent funds; invests funds; and distributes earnings as grants to charities. Correspondence from the Foundation had been received requesting that Warden Mcintyre or designate sit as a member on the nominating committee, for selecting persons to serve on the Board of Directors. Warden Mcintyre thanked the delegation for the presentation and the delegation left at 9:31 AM. Councillor Baldwin introduced Ms. Merrillee Hoffman, Ventin Group, and Mr. Dan Dale, Building Inspector, who attended at 9:31 AM. to present proposed plans for expansion of the Aylmer Library. The report entitled "Aylmer Old Town Hall Library Proposed Expansion" from the Director of Library Services was presented. The Director of Library Services noted that a new lease would be required for the expanded Library and would increase the payment to the Aylmer Library by approximately $57,000 per year. Councillors asked questions, some of which were: cost-effectiveness of renovating the old building and structural soundness; accessibility issues; and square footage numbers to be leased. Moved by Councillor Rock Seconded by Councillor Vowel THAT the expansion of the Aylmer Old Town Hall Library, on or before 2009, be approved in principle; and, THAT the proposed expansion would result in a library that encompasses approximately 11,000 square feet of leased space, in total; and, THAT the County of Elgin agree to mutually terminate the Library lease with the Town of Aylmer at the appropriate time, provided the Town of Aylmer agrees with the terms and conditions of the Standard Elgin County Municipal Library Lease with payments set at $7.00 per square foot; and, County Council 2 February 15, 2005 THAT staff be directed to present a financial plan that would enable the Library to accommodate the increased lease payments incrementally between now and completion of the expansion. - Carried Unanimously. The Warden thanked the delegation for the presentation and Ms. Hoffman and Mr. Dale left at 10:00 AM. Council took a break at 10:00 AM. and reconvened at 10:12 AM. Moved by Councillor Acre Seconded by Councillor Faulds THAT we do now move into Committee Of The Whole Council. - Carried. REPORTS Woodlands Conservation By-Law - Tree Commissioner Councillor Warwick provided background on the preparation of the Woodlands Conservation By-Law, and on the expertise of the Working Committee to produce a more workable by-law to benefit the County and woodlot owners. Mr. Brian Kingdon and Mr. Brent Clutterbuck, Working Committee members, were introduced to Council. The Tree Commissioner reviewed the concerns raised and resolutions reached by the Committee members. A thirty-day public review period will commence shortly and the results would be brought forward to Council for review. Moved by Councillor Wilson Seconded by Councillor Warwick THAT the Draft Woodlands Conservation By-Law be approved for public review and written comment, with the review period being thirty days, after which time the Tree Commissioner will report back to County Council; and, THAT the Draft Woodlands Conservation By-Law be read a first and second time. - Carried Unanimously. Warden Mcintyre thanked the Committee members who were in attendance and staff for their hard work to develop the draft by-law. Museum Stakeholder MeetinQ - Director of Library Services The Director of Library Services highlighted the findings of Ms. Christine Castle, Consultant, on the outcome of the Museum Stakeholder meeting, held on January 12, 2005, and introduced Mrs. Mary Clutterbuck, Mrs. Joan Mansell, and Ms. Lorraine Vallee- Moczulski, Pioneer Museum Executive Board members. Councillors expressed their appreciation to the persons that attended the meeting to voice their input, and indicated that the spirit of open communication would continue. The outcome of the funding application to renovate space on the fourth floor to house a Museum is still unknown and is being actively pursued. Councillors discussed the use of tax dollars to fund a museum and the Director explained sharing of resources throughout the County is envisioned which would be transitioned over a period of time, and funded at the 2004 budget appropriation level. The Director further noted that arrangements have been made to move the Museum from 449 Talbot Street back to 32 Talbot before the end of February. County Council 3 February 15, 2005 Moved by Councillor Acre Seconded by Councillor Rock THAT staff be directed to review the responses from participants of the January 12, 2005 Museum Stakeholder Meeting regarding the expectations for the operation of a County of Elgin Museum; and, THAT staff develop a plan to incorporate any or all recommendations deemed appropriate and affordable within the established budget of the Elgin County Pioneer Museum and report to County Council. - Carried. Circulation Statistics for November and December 2004 - Director of Library Services Moved by Councillor Rock Seconded by Councillor Faulds THAT the County Library Services Circulation Statistics for November and December 2004 be received and filed. - Carried. Sf. Thomas/EIQin Home Builder Association SiQn ReQuest - Director of EnQineerinQ Services Councillors discussed the pros and cons and a risk/benefit analysis of allowing this type of signage. As this signage promotes the community, an exception to the practice restricting signage on County Roads would be allowed. Moved by Councillor Warwick Seconded by Councillor Baldwin THAT the request from the St. Thomas-Elgin Home Builder Association to erect a sign on the County Road allowance on Highbury Avenue near Carr Road, at the lease rate of $500 per year for an initial period of five years, with an option to renew, be approved; and, THAT the Municipality of Central Elgin be contacted for their approval for erection of the slgnage. - Carried. ReQuest to Establish a Community Safety Zone at SprinQfield School - Director of EnQineerinQ Services Councillor Wilson advised that the Township of Malahide was willing to pay for the cost of the signage. Moved by Councillor Wilson Seconded by Councillor Warwick THAT County Council grants permission to the Township of Malahide to implement a Community Safety Zone at Springfield Public School, with all costs being borne by the requesting municipality. - Carried Unanimously. Amendment to Policy 3.30 Employment of Relatives - Director of Human Resources Moved by Councillor Faulds Seconded by Councillor Baldwin THAT Policy 3.30 Employment of Relatives be amended to meet the requirements of the Municipal Act as it relates to members of Council. - Carried. County Council 4 February 15, 2005 Amendment to Policy 2.10 Hours of Work/Alternative Work ArranQement - Director of Human Resources Moved by Councillor Faulds Seconded by Councillor Acre THAT Policy 2.10 Hours of Work/Alternative Work Arrangement be amended effective February 15, 2005. - Carried. Non-Union Orthodontic CoveraQe - Director of Human Resources The Director of Human Resources advised that usage of the plan would not be extensive, as it would apply only to persons 21 years of age or less. Council discussed lowering coverage to 18 years of age and reducing the reserve fund due to estimated usage. Moved by Councillor Baldwin Seconded by Councillor Rock THAT orthodontic dental coverage for the non-union group be approved and a reserve account of $10,000 be established. - Carried. Ambulance InQuest and Additional Costs - Ambulance and EmerQency ManaQement Co-Ordinator The Ambulance and Emergency Management Co-Ordinator informed Council these additional costs might not be recoverable from the Ministry, and although hearings are not a common occurrence, the reserve for legal costs may need increasing. The Director of Financial Services noted the expenditure could be funded from a reserve to avoid over- expenditure on the budget line, however these costs should be split with our funding partners, as it is a cost of doing business. Moved by Councillor Rock Seconded by Councillor Faulds THAT the report titled "Ambulance Inquest and Additional Costs" dated February 3,2005, from the Ambulance and Emergency Management Co-Ordinator be received and filed. - Carried. Ambulance Vehicle Purchase - Ambulance and EmerQency ManaQement Co-Ordinator Moved by Councillor Wilson Seconded by Councillor Acre THAT the purchase of two ambulance vehicles as per the replacement schedule in our Land Ambulance Grant Agreement with the Ministry of Health and Long-Term Care and the trade-in of one ambulance vehicle to the vendor be approved. - Carried. Ambulance Base BudQet Update - Director of Financial Services Councillors reminded staff that the project was not to include bonding and was assured the bid awarded was less bonding costs. Moved by Councillor Rock Seconded by Councillor Baldwin THAT the report titled" Ambulance Base Budget Update" dated January 31,2005, from the Director of Financial Services, be received and filed. - Carried. County Council 5 February 15, 2005 Moved by Councillor Rock Seconded by Councillor Baldwin THAT the report titled" Ambulance Base Budget Update" dated January 31,2005, from the Director of Financial Services, be received and filed. - Carried. Current FinancinQ Debt Position - Director of Financial Services Council raised concerns at the last meeting and this report responds to those questions. Moved by Councillor Warwick Seconded by Councillor Faulds THAT the report titled "Current Financing Debt Position" dated January 28, 2005, from the Director of Financial Services, be received and filed. - Carried. Formal Grant Policy - Director of Financial Services Council discussed the various types of social service grant requests and application of a set policy to cover the range of requests received. Some of the options and categories require more study; therefore the report was tabled. Moved by Councillor Baldwin Seconded by Councillor Rock THAT the report titled "Formal Grant Policy" dated January 28,2005 from the Director of Financial Services, be tabled. - Carried. LeasinQ ArranQements - Director of Financial Services Council requested that next year's report summarize communication cost of the fibre-optic network, wireless connections to Libraries, and phone costs, for ease of review. Moved by Councillor Faulds Seconded by Councillor Acre THAT the report titled "Leasing Arrangements" dated January 19,2005, from the Director of Financial Services be received and filed. - Carried. EIQin Manor Rebuild Update - Director of Financial Services Moved by Councillor Vowel Seconded by Councillor Rock THAT the report titled "Elgin Manor Rebuild Update" dated January 31,2005, from the Director of Financial Services, be received and filed. - Carried. London Hospital Linen Service - Chief Administrative Officer Moved by Councillor Faulds Seconded by Councillor Acre THAT the report titled "London Hospital Linen Service" dated February 3,2005, from the Chief Administrative Officer, be received and filed. - Carried. County Council 6 February 15, 2005 Land Division Committee Per Diem - ManaQer of Administrative Services Moved by Councillor Rock Seconded by Councillor Warwick THAT the full-day/half-day per diem differential paid to Land Division Committee members for attending meetings of the Committee be eliminated; and, THAT the per diem paid to Land Division Committee members for attending meetings of the Committee be increased to $110.00 per meeting, effective February 1, 2005, and the necessary by-law be prepared. - Carried. Councillor Faulds, on behalf of the Township of Malahide, presented a picture to Council commemorating four generations of service by the Wilson Family and requested it be hung in the Administration Building. Warden Mcintyre accepted the print and commended the Wilson Family for their service to the community. Council recessed for lunch at 12: 1 0 P.M. and reconvened at 1 :00 P.M. Moved by Councillor Rock Seconded by Councillor Vowel THAT we do now proceed In-Camera to discuss personnel and legal matters. - Carried. Mr. Don Hutcheson from Wood Wyant attended at 1 :00 P.M. and left at 1 :35 P.M. Moved by Councillor Rock Seconded by Councillor Vowel THAT we do now rise and report. - Carried. Moved by Councillor Baldwin Seconded by Councillor Acre THAT staff be directed to implement the appropriate recommendations as deemed feasible in the confidential reports on housekeeping services from Wood Wyant. - Carried. Moved by Councillor Baldwin Seconded by Councillor Warwick THAT discussion of a contract position of Special Projects Officer be tabled to budget considerations with staff providing a detailed budget and job description in consultation with the Foundation for Rural Living and report to the next Council meeting. - Carried. Moved by Councillor Baldwin Seconded by Councillor Faulds THAT the confidential report "Ambulance Labour Update" dated February 7,2005 from the Emergency Management Co-Ordinator be received and filed. - Carried. County Council 7 February 15, 2005 Moved by Councillor Acre Seconded by Councillor Faulds THAT the proposed 2005 Ambulance Budget be adjusted to take into consideration the new estimates provided by Thames EMS; and, THAT the 2005 draft Operations Budget be adjusted accordingly. - Carried. Moved by Councillor Wilson Seconded by Councillor Faulds THAT the contract with the County Prosecutor be renewed for a further three years, effective February 27, 2005, at the rate of $130 per hour for year one, $135 per hour for year two, and $140 per hour for year three, and the Warden and the Chief Administrative Officer be authorized to sign the contract. - Carried. Moved by Councillor Vowel Seconded by Councillor Rock THAT the confidential report entitled "POA Revenue Split Update" dated February 2,2005 from the Director of Financial Services be received and filed. - Carried. Moved by Councillor Acre Seconded by Councillor Rock THAT the staffing changes in the confidential report entitled "2005 Budget Terrace Lodge Staffing Requirements" dated February 7, 2005 from the Director of Senior Services for Terrace Lodge be approved. - Carried. Moved by Councillor Baldwin Seconded by Councillor Faulds THAT the staffing changes in the confidential report entitled "Bobier Villa Staffing Requirements 2005 Budget" dated February 7, 2005 from the Director of Senior Services for Bobier Villa be approved. - Carried. Moved by Councillor Warwick Seconded by Councillor Vowel THAT the staffing changes in the confidential report entitled "Elgin Manor Staffing 2005" dated February 1, 2005 from the Director of Senior Services for Elgin Manor be approved. - Carried. Moved by Councillor Acre Seconded by Councillor Baldwin THAT the status of the Library driver/maintenance position be changed from part-time to full-time in 2005; and, THAT the wages be paid from the Library's 2005 operating budget. - Carried. County Council 8 February 15, 2005 Moved by Councillor Wilson Seconded by Councillor Warwick THAT the position of Assistant Archivist reporting to the Manager of Archives be approved on a one-year contract basis with funds drawn from the Archives' 2005 operating budget; and, THAT funds for the position of Archivist Assistant - Summer Student be reallocated to support this new position; and, THAT the Human Resources Department proceed with a job description, job posting, and evaluation in accordance with the Archives' 2005 budget request. - Carried. CORRESPONDENCE Items for Consideration 1. Elaine McGregor-Morris, Chairperson, Elgin-St. Thomas Community Foundation, advising members of the Nominating Committee of the upcoming 2005 meeting. 2. Tom Vandertuin, President, Norfolk Federation of Agriculture, requesting support for a grassroots project called the Ontario Agriculture Value-Added Innovation Network. 3. Cliff Nordal, President & Chief Executive Officer, St. Joseph's Health Care, with an update on plans for the Regional Mental Health Care and Forensic Psychiatry facility. 4. Lynda Millard, Clerk, Municipality of Bayham, with a resolution requesting the County strive to limit the 2005 tax rate increase to a minimum amount, suggested not to exceed 3%. 5. Dianne Wilson, Municipality of Central Elgin, supporting the Municipality of Bayham's resolution regarding limiting the 2005 tax rate increase. The following recommendation was adopted respecting Correspondence Item #1 : Moved by Councillor Baldwin Seconded by Councillor Faulds THAT Correspondence Item #1 be received and filed. - Carried. The following recommendation was adopted respecting Correspondence Item #2: Moved by Councillor Baldwin Seconded by Councillor Warwick THAT Correspondence Item #2 from the Norfolk Federation of Agriculture, requesting support for a grassroots project called the Ontario Agriculture Value-Added Innovation Network, be forwarded to the Elgin Federation of Agriculture for their consideration. - Carried. The following recommendation was adopted respecting Correspondence Item #3: Moved by Councillor Baldwin Seconded by Councillor Wilson THAT Correspondence Item #3 be received and filed. - Carried. County Council 9 February 15, 2005 The following recommendation was adopted respecting Correspondence Items #4 and #5: Moved by Councillor Wilson Seconded by Councillor Baldwin THAT Correspondence Items #4 and #5 be received and filed. - Carried. Items for Information (Consent AQenda) 1. Hon. Andy Mitchell, Minister of Agriculture and Agri-Food, acknowledging the County's support of the resolution by the Town of Perth concerning support for the red meat producers and the issue of reopening of the US/Canada border. 2. Norma Bryant, Clerk, Municipality of West Elgin, with a resolution concerning OPP contract discussions. 3. Hon. Greg Sorbara, Minister of Finance and Hon. John Gerretsen, Minister of Municipal Affairs and Housing, with information concerning status of the governments' review of the Community Reinvestment Fund. 4. Colin Andersen, Deputy Minister, Ministry of Finance, and John Burke, Deputy Minister, Ministry of Municipal Affairs and Housing, regarding the stable funding guarantee for 2005. Colin Andersen, Deputy Minister, Ministry of Finance, advising of the first installment of the 2005 stable funding guarantee. 5. Hon. Dr. Marie Bountrogianni, Minister of Citizenship and Immigration, responding to Council's concerns regarding accessibility time frames and funding under the proposed Accessibility for Ontarians with Disabilities Act. 6. Jennifer Kirkness, City of St. Thomas; Phyllis Ketchabaw, Clerk, Town of Aylmer; Norma Bryant, Municipality of West Elgin; supporting the County's resolution regarding the relocation of the Concurrent Disorder Program to London. 7. Mary Raithby, Chair, and Paul W. Huras, Executive Director, Thames Valley District Health Council, with correspondence requiring District Health Councils to cease operations by March 31,2005 by the Ministry of Heath and Long-Term Care. 8. Mayor Jeff Kohler, City of St. Thomas, with copy of correspondence to Hon. Steve Peters, M.P.P., Elgin-Middlesex-London, and Hon. George Smitherman, Minister of Health and Long-Term Care, concerning the St. Thomas Elgin General Hospital not receiving funding from the Province. 9. Susan Johnston, Manager, Port Operations, Divestiture & Property Program Ontario, Transport Canada, with update on Port Stanley Harbour divestiture. 10. Roger Anderson, AMO President, Member Communication ALERT, "CRF Update". 11. John Sealey, General Manager, London Hospital Linen Service Inc., re: 2005 Energy Savings. 12. Federation of Canadian Municipalities, MEMBERS' ADVISORY, "Government takes a Major Step toward New Deal". 13. Ontario Good Roads Association, News and Information, "Gas Tax Announcement - Federal Funds to Flow to All Municipalities". County Council 10 February 15, 2005 14. Association of Municipalities of Ontario, News Release, "AMO Welcomes Federal Gas Tax Allocation Announcement". AMO Member Communication ALERT, "AMO Presentation on Accessibility for Ontarians with Disabilities Act". 15. M. Bredeson, Executive Correspondence Officer, Office of the Prime Minister, acknowledging Council's support of the City of Pickering's resolution regarding the voting age in Canada. 16. Mark Hallman, Director, Public Affairs, Canadian National Railway Company, advising that CN will arrange for a joint inspection after the spring thaw, of the decommissioned CN crossings to determine the condition of the road surface after removal of rail lines. 17. Hon. David Caplan, Minister of Public Infrastructure Renewal and Hon. Joe Fontana, Minister of Labour and Housing, with copy of correspondence to Ann Mulvale, AMO Affordable Housing and Homelessness Task Force, with an update of the Affordable Housing Program. 18. Hon. George Smitherman, Minister of Health and Long-Term Care, with an update on Nursing Strategy funding. Moved by Councillor Warwick Seconded by Councillor Rock THAT Correspondence Items # 1-18 be received and filed. - Carried. OTHER BUSINESS Statements/InQuiries by Members The Director of Financial Services handed out revised Homes' Budgets to replace the information in the binders and noted that with the changes made today, the draft budget increase sits at 6.63%. Due to the lateness of the day, Council consensus was that the 2005 budget would be presented at a special budget meeting to be held on March 1 st. Councillor Faulds noted that the arrangements are mostly completed for the hospitality suite at the OGRAlROMA Conference. Notice of Motion - None. Matters of UrQency - None. Moved by Councillor Wilson Seconded by Councillor Acre THAT we do adopt the recommendations of the Committee Of The Whole Council. - Carried. BY-LAWS Moved by Councillor Warwick Seconded by Councillor Faulds THAT By-Law No. 05-03 "Being A By-Law To Prohibit or Regulate the Harvest, Destruction, or Injuring of Trees in the County of Elgin" be read first and second time. - Carried. County Council 11 February 15, 2005 Moved by Councillor Faulds Seconded by Councillor Acre That By-Law No. 05-04 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the February 15th, 2005 Meeting" be read a first and second time. - Carried. Moved by Councillor Wilson Seconded by Councillor Baldwin THAT By-Law No. 05-04 be read a third time and finally passed. - Carried. Council set a special meeting to discuss the 2005 budget for Tuesday, March 1, 2005 at 9:00 AM. Moved by Councillor Acre Seconded by Councillor Faulds THAT we do now adjourn at 4:05 P.M. to meet again on March 1,2005 at 9:00 AM. - Carried. Mark G. McDonald, Chief Administrative Officer. James Mcintyre, Warden.