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March 8, 2005 Minutes 3443 COUNTY COUNCIL Tuesday, March 8, 2005 --\, The Elgin County Council met this day at the Administration Building, at 9:02 A.M. in accordance with adjournment, with all members present. Warden Mcintyre in the Chair. Warden Mcintyre requested that Council stand for a Moment of Silence in memory of the four RCMP Officers that recently died in the line of duty. Moved by Councillor Acre Seconded !by Councillor Wilson THAT the minutes from the meeting held on February 15 and March 1, 2005 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF- None. DELEGA 1110NS Ms. Susan McConnell, Fund Development, Junior Achievement, London & District, attended <1t 9:00 A.M. to present an overview of the 50th Anniversary of Junior Achievement in Canada. Mr. Barry Fitzgerald, President, sent regrets that he was unable to attend this morning. Ms. McConnell reviewed the mandate and activities of the youth programs undertaken by Junior Achievement. Councillors noted that Junior Achievement has become more visible and involved in activities in the Elgin County area. Warden Mcintyre thanked Ms. McConnell for the presentation and the delegation left at 9:09 A.M. I' Ms. Donna Lunn, Elgin-St. Thomas Connects, attended at 9:09 A.M. A.M. to present an update and website tour of Elgin-St. Thomas Connects activities. Ms. Lunn reviewed the Project, w(1ich provides connectivity from the East to the West portions of the County, and noted areas that have poor reception will be revisited. The infrastructure is totally built, the Portal Home Pages are completed, information has been migrated, and the site will be ready for on-line visitors by the end of April. Warden Mcintyre commended Ms. Lunn and her team for their considerable efforts over the past five years, to bring this project to fruition. Councillors noted that more promotion of the high-speed service is needed to alert the public .and businesses of the potential for on-line visitors. Warden Mcintyre thanked Ms. Lunn for her presentation and the delegation left at 9:36 A.M. Moved by!Councillor Faulds Seconded by Councillor Acre THAT we do now move into Committee Of The Whole Council. - Carried. REPORTS Warden rv)clntyre noted the Directors of Senior Services for Elgin Manor and for Bobier Villa are attending a conference and the Director of Senior Services for Terrace Lodge would present all Homes' reports. Bobier Villa Steamer - Director of Senior Services. Bobier Villa Moved by Councillor Faulds Seconded by Councillor Rock THAT a new convection steamer for Bobier Villa be purchased from Longo Food Service Equipment at the quoted price of $7,724.00 (taxes and installation extra); and, 3444 County Council 2 March 8, 2005 THAT the purchase be funded from the 2005 Operation Budget. - Carried. n Nursina StrateQV Fundina - Director of Senior Services. EIQin Manor Moved by Councillor Hofhuis Seconded by Councillor Rock THAT the report "Nursing Strategy Funding", dated February 22,2005, from the Director of Senior Services, Elgin Manor, be received and filed. - Carried. Service Improvement - Ambulance and EmerQencv ManaQement Coordinator Moved by Councillor Vowel Seconded by Councillor Faulds THAT the report entitled "Service Improvement", be accepted as written and provided to the public for information as prescribed in the Municipal Act. (~ - Carried. Hvdro One Joint Use AQreement - Director of EnQineerinQ Services Moved by Councillor Rock Seconded by Councillor Vowel THAT the Warden and the Chief Administrative Officer be authorized and directed to sign the Hydro One Joint Use Agreement. - Carried. One-Foot Reserve - County Road #19 (Plank Road) - Director of EnQineerinQ Services Moved by Councillor Wilson Seconded by Councillor Baldwin ~ ( \ THAT Parts #1, #2 and #3 on Plan 11 R-6461 be declared as surplus; and, THAT the County of Elgin transfer the one-foot reserve on Parts #1 , #2 and Part #3 on Registered Plan #11 R-6461 to be abutting landowners; and, THAT a public notice be advertised regarding the transfer; and, THAT the costs associated with this transfer be paid by the property owner; and also, THAT the land be sold to the owner for the sum of $7,000.00 per hectare, being the price used by the County to purchase property in the Municipality of Bayham. - Carried. Overhead Door at Whites Station GaraQe - Director ofEnaineerinQ Services Moved by Councillor Faulds Seconded by Councillor Acre ~, THAT Stewart Overhead Doors be awarded the contract to remove, dispose and replace the south door and safety reverse system at Whites Station at their quoted price of $6,115.05 (GST included). - Carried. 3445 County Council 3 March 8, 2005- Clachan Road Reconstruction. Phase II - Director of EnQineerinQ Services n In response to a question from Council, the Director noted that a public meeting was held, which Councillors from West Elgin had attended, and a debriefing was held to review the concerns raised at the meeting. Councillor Warwick noted that Chatham-Kent seems to be attentive to the concerns raised. A well on one property will be monitored and tested during and after construction to ensure it is not being affected by construction. Councillors suggested a legal agreement be entered into with the property owner, regarding the well, and that meetings be held often with Chatham-Kent on the progress of the project. Moved by Councillor Hofhuis Seconded by Councillor Baldwin THAT the County of Elgin approve the contractor, Henry Heyink Construction and the contract for Phase II reconstruction of Clachan Road, at their submitted tender price of $1,524,750.00 (including taxes); and, THAT the funds be allocated from the 2004-2005 Capital Budget. - Carried. Ontario land Surveyor Services - ManaQer of Road Infrastructure Moved by Councillor Faulds Seconded by Councillor Acre THAT Archibald, Gray & McKay Limited be selected for the legal survey of two existing road allowances in the south part of the Municipality of Bayham and the creation of a survey reference plan to describe the extent of the road allowance at the quoted price of $19,222.55 (including taxes) which is included in the 2004 Capital Budget. - Carried. Supplv and Installation of Traffic Signals - Manaaer of Road Infrastructure Council discussed the justification for two traffic lights in quick succession. Staff advised that traffic volume dictated the need for the lights and would contact the Ministry of Transportation regarding co-ordination of signal changes. 0' Moved by Councillor Wilson Seconded by Councillor Warwick THAT Erie Thames Services Corporation be selected to provide labour, equipment and material required to install a traffic signal on County Road #25 (Wellington Road) at the intersection of County Road #52 (Ron McNeil Line), north of the City of St. Thomas, and on the boundary between the Township of Southwold and the Municipality of Central Elgin, at the quoted price of $84,500.04 inclusive of all taxes. - Carried. Road Maintenance Aareements with Boundary Municipalities - Manaaer of Road Infrastructure Moved by Councillor Warwick Seconded by Councillor Wilson THAT the Warden and the Chief Administrative Officer be directed and authorized to execute road maintenance agreements with our bordering municipalities. /'~-"" ( '\ - Carried. Council took a break at 10:03 A.M. and reconvened at 10:18 A.M. 3446 County Council 4 March 8, 2005 Electrical Work. Terrace Lodae ResidC:lnt Rooms - Director of EnQineerinQ Services (', Moved by Councillor Wilson Seconded by Councillor Faulds THAT Pro Electric be selected to provide labour, equipment and material for supplying and installing four electrical panels (one on each wing) and two electrical circuits for each of the sixty rooms at Terrace Lodge at the quoted price of $21 ,057.60 inclusive of all taxes. - Carried. GST Rebate Within the 2004 Capital Proiects BudQet - Director of Financial Services Moved by Councillor Hofhuis Seconded by Councillor Vowel THAT the 2004 GST rebate shortfall of $35,635 be covered by the surplus in project 9000- 01 "Carryover from Surplus Projects". - Carried. WSIB Final 2004 OveraQe - Director of Financial Services ,"'- The Director of Human Resources noted staff is researching firms to assist with claims management, who may be able to expedite medical services and testing required before an employee can return to work. As well a cost analysis would be carried out to determine if it would be advantageous to move into another claims category. Moved by Councillor Hofhuis Seconded by Councillor Warwick THAT the shortfall in the 2004 WSIB Reserve be offset by funds from the Special Circumstances Reserve; and, THAT staff make the appropriate adjustment to the General Ledger. - Carried. POA Revenues. Share to Municipalities - Director of Financial Services Moved by Councillor Rock Seconded by Councillor Acre THAT the same ratios as determined from Provincial Offences tickets that identify the issuing municipality be utilized to determine each municipality's share of 2004 net fines revenues; and, THAT staff be directed to release the funds. - Carried. Procurement Policv - Purchasing Co-Ordinator r-I ( , Council discussed among other items: that procurements under $50,000 would not be reported and questioned the accountability process for purchases; rights are given to staff which should be Council's decision; informal quotes and formal quotes reported to Council semi-annually; reporting of all quotations over $5,000; shopping locally if prices are reasonable; and that the Chief Administrative Officer should be aware of all bid awards as well as the Director involved. Staff noted that a semi-annual report to Council could be tested listing the project, the successful bidder, and the amount, and the process could be reviewed at that time. 3447 County Council 5 March 8, 2005 Moved by Councillor Rock Seconded by Councillor Faulds (1 THAT the Procurement Policy for the County of Elgin as presented be adopted for all County procurements; and, THAT the appropriate by-law be prepared. - Carried. Statement of Council Remuneration and Expenses: Statement on Convention Expenses: Statement on Remuneration and Expenses for Outside Boards - Director of Financial Services Moved by Councillor Acre Seconded by Councillor Vowel THAT the 2004 Treasurer's Statement of Council Remuneration and Expenses; Director of Financial Services Statement on Convention Expenses; Treasurer's Statement on Remuneration and Expenses for Outside Boards be received and filed. - Carried. CORRESPONDENCE Correspondence for Consideration 1. R. Graham, Clerk, Municipality of Kincardine, requesting support for their resolution petitioning the Provincial Government to ensure that fair, equitable and sustainable funding be made available to conservation authorities in order to deliver their existing programs and the challenges of the future. The following recommendation was adopted respecting Correspondence Item #1 : Moved by Councillor Rock Seconded by Councillor Warwick THAT the Corporation of the County of Elgin supports the resolution from the Municipality of Kincardine petitioning the Provincial Government to ensure that fair, equitable and sustainable funding be made available to conservation authorities in order to deliver their existing programs and the challenges of the future. (' - Carried Unanimously. Items for Information (Consent Agenda) 1. Steve Peters, M.P.P., Elgin-Middlesex-London, with a copy of correspondence: 1) to Hon. George Smitherman, Minister of Health and Long-Term Care, regarding the relocation of the Concurrent Disorders Program to London; 2) to Hon. Jim Watson, Minister of Consumer & Business Services, regarding the fair distribution of revenues generated by the Western Fair Raceway slots to St. Thomas and Elgin municipalities; 3) to Hon. David Caplan, Minister of Public Infrastructure Renewal, concerning funding under the COMRIF initiative for the Sunset Road reconstruction and improvement project. 2. B. Funes, Executive Correspondence Officer, Office of the Prime Minister, acknowledging Council's resolution concerning distribution of gas tax revenues. 3. Hon. Dalton McGuinty, Premier of Ontario, acknowledging Council's support of the (' City of Kingston's resolution regarding the National Child Benefit Supplement. County Council 3448 6 March 8, 2005 4. Norma I. Bryant, Clerk, Municipality of West Elgin; Denise McLeod, Deputy Clerk, Township of Southwold; supporting County Council's recommendation requesting the Elgin Group Police Services Board solicit a change to provincial legislation to enable the Ontario Provincial Police to permit emergency service personnel to access closed roadways. (~ 5. Kathy Bunting, Deputy Clerk, County of Middlesex, with a copy of the Cross-border Billing Agreement for the County files and a cheque in the amount of $254,739.53 representing payment for cross border billings for 2001, 2002 and 2003. 6. Dave McAdams, President, St. Thomas-Elgin Tourist Association, with a Notice of the Annual General Meeting on Tuesday, March 29, 2005 at 7:00 p.m. at the St. Thomas- Elgin Public Art Centre. 7. Hon. John Gerretsen, Minister of Municipal Affairs and Housing, with information on the Greenbelt Act, 2005, which gives the government the authority to establish a plan that contains broad objectives for the protection of environmental and agricultural land in the Golden Horseshoe and healthy growth in Ontario. Moved by Councillor Rock Seconded by Councillor Faulds i':; THAT Correspondence Items #1-7 be received and filed. - Carried. OTHER BUSINESS Statementsllnauiries bv Members Councillor Faulds reminded Council of the Elgin-St. Thomas Municipal Association Dinner Meeting on April 6th and that tickets are available for purchase in the local offices. Notice of Motion - None. Matters of UrQencv - None. Moved by Councillor Rock Seconded by Councillor Hofhuis f\ ! THAT we do now move In-Camera to discuss a property matter. - Carried. Moved by Councillor Rock Seconded by Councillor Vowel THAT we do now rise and report. - Carried. Moved by Councillor Faulds Seconded by Councillor Baldwin THAT a confidential property proposal from a County resident be received and filed. - Carried. (' Moved by Councillor Acre Seconded by Councillor Wilson THAT we do adopt the recommendations of the Committee Of The Whole Council. - Carried. I' County Council 3449 7 March 8, 2005 BY-LAWS Moved by Councillor Faulds Seconded by Councillor Acre THAT By-Law No. 05-06 "Being a By-Law for the Adoption of the 2005 Budget of the Corporation of the County of Elgin and to Establish the 2005 Tax Ratios, and to Establish the 2005 Tax Rates for the County Constituent Municipalities" be read a first and second time. - Carried. Moved by Councillor Baldwin Seconded by Councillor Acre THAT By-Law No. 05-06 be read a third time and finally passed. - Carried. Moved by Councillor Wilson Seconded by Councillor Warwick THAT By-Law No. 05-07 "Being a By-Law to Amend By-Law No. 03-23 Designating (\ Community Safety Zones on County Roads" be read a first and second time. , (\ (\ - Carried. Moved by Councillor Acre Seconded by Councillor Faulds THAT By-Law No. 05-07 be read a third time and finally passed. - Carried. Moved by Councillor Wilson Seconded by Councillor Vowel THAT By-Law No. 05-08 "A By-Law to Amend By-Law No. 03-44 Appointing a Land Division Committee" be read a first and second time. - Carried. Moved by Councillor Hofhuis Seconded by Councillor Faulds THAT By-Law No. 05-08 be read a third time and finally passed. - Carried. Moved by Councillor Hofhuis Seconded by Councillor Rock THAT By-Law No. 05-09 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the March 8th, 2005 Meeting" be read a first and second time. - Carried. Moved by Councillor Acre Seconded by Councillor Vowel THAT By-Law No. 05-09 be read a third time and finally passed. - Carried. n (~\ n (/\ County Council Moved by Councillor Faulds Seconded by Councillor Rock 8 3450 March 8, 2005 THAT we do now adjourn at 11 :51 A.M. to meet again at 9:00 A.M. on March 22, 2005. Mai'I\6-:-Me8crrrara,- Chief Administrative Officer. - Carried. James Mcintyre, Warden.