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October 25, 2005 Minutes COUNTY COUNCIL Tuesday, October 25, 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 except Councillor Warwick (arrived 9:04 A.M.). Warden Mcintyre in the Chair. Moved by Councillor Rock Seconded by Councillor Hofhuis THAT the minutes for the meeting held on September 27,2005 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF- None. DELEGA TION Ms. Kate Demare, Program Manager, and Ms. Elizabeth Sebestyen, Housing Administrator, St. Thomas-Elgin Ontario Works, attended at 9:02 A.M. to present the 2005 Third Quarter Report. A massive "Best Start" childcare initiative to be provided in schools has been mandated by the Province and will be fully funded by Provincial and Federal Governments. Due to increased workload to manage this program, a childcare supervisor would be hired. The Warden thanked the delegation for attending and the representatives left at 9:28 a.m. Moved by Councillor Acre Seconded by Councillor Faulds THAT the St. Thomas-Elgin Ontario Works 2005 Third Quarter Report, presented by the Program Manager and the Housing Administrator, St. Thomas-Elgin Ontario Works, be received and filed. - Carried. Moved by Councillor Wilson Seconded by Councillor Baldwin THAT we do now move into Committee Of The Whole Council. - Carried. REPORTS Putnam Road. Avon Drive Intersection - Director of Enaineerina Services Mrs. Tammy Proctor, representing residents of Avon, addressed Council at 9:33 A.M., to present a report on Traffic Speed Control Measures for Avon, which contained twelve recommendations for consideration by Council. Council consensus was that the Director of Engineering Services arrange a meeting with all municipalities that have jurisdiction over the issues raised and report back. Warden Mcintyre thanked the delegation for the presentation and the representatives left at 9:55 A.M. Moved by Councillor Wilson Seconded by Councillor Baldwin THAT the report entitled "Putnam Road/Avon Drive Intersection" dated September 27,2005 from the Director of Engineering Services, be forwarded to the Community Association in Avon and Mr. Paul and Mrs. Lisa Musclow; and, County Council 2 October 25, 2005 THAT this report also be forwarded to the Ontario Provincial Police; and, THAT staff review the practice of installing "playground ahead" signs on Elgin County Roads and report to County Council; and, THAT the obstructions be removed as practicable and as possible to improve the sight distance at the northeast and southwest quadrants; and, THAT the Director of Engineering Services convene a meeting of the affected municipalities to help co-ordinate a response to resident concerns. - Carried. St. Thomas-Elain Tourist Association - Councillor Hofhuis Councillor Hofhuis highlighted items in the report and noted the efforts of the Tourism Director. She further noted that the "Incredible Elgin" tourism brochure supply has run out and the Association would be looking for sponsors for an updated version. Moved by Councillor Rock Seconded by Councillor Vowel THAT the annual report on activities of the St. Thomas-Elgin Tourist Association be received and filed. - Carried. Elain County Pioneer Museum - Councillor Warwick Councillor Warwick highlighted items in the report and responded to questions from Cou nci I. Moved by Councillor Warwick Seconded by Councillor Rock THAT the annual report on activities of the Elgin County Pioneer Museum be received and filed. - Carried. Donations Received bv the County as at SeDtember 30. 2005 - Financial Analvst and Director of Financial Services Moved by Councillor Rock Seconded by Councillor Hofhuis THAT the report "Donations Received by the County as at September 30,2005" dated October 3, 2005, presented by the Financial Analyst, be received and filed. - Carried. Council took a break at 10:05 A.M. and reconvened at 10:21 A.M. Recovery of Collection Aaencv Costs - Director of Financial Services (Dresented in the Director's absence bv the Chief Administrative Officer) Moved by Councillor Wilson Seconded by Councillor Rock THAT an application be made to the Ministry of the Attorney General to add the collection agency fees to the amount owing by the defendant in relation to defaulted POA fines. - Carried Unanimously. County Council 3 October 25, 2005 Underoround Fuel Lines. Whites Station - Director of Enoineerino Services Moved by Councillor Warwick Seconded by Councillor Rock THAT Middlesex Supply and Maintenance Limited be awarded the contract to remove, dispose and replace underground fuel lines at Whites Station at their quoted price of $15,515.00 (inclusive of taxes); and, THAT the Municipality of Central Elgin provide all equipment, labour and materials for the excavating, backfilling and restoration of the trench at the County expense; and also, THAT the funds for this project be allocated from the Whites Station Facilities Capital Budget. - Carried. Maodala Road. Chevron Warnino Sions - Director of Enoineerino Services Warden Mcintyre requested the report be deferred pending additional information to come from the Township of Southwold. Moved by Councillor Baldwin Seconded by Councillor Rock THAT the report "Magdala Road - Chevron Warning Signs" dated September 28,2005, from the Director of Engineering Services, be deferred to a future Council meeting. - Carried. Railwav Crossino Decommissionino CN - Director of Enoineerino Services Moved by Councillor Wilson Seconded by Councillor Rock THAT a meeting between Mr. Hunter Harrison of Canadian National Railway, Transport Canada and members of Elgin County Council (Warden and Mayors and Deputy Mayors of Central Elgin and Malahide) be requested, to discuss the restoration of all railway crossings within Elgin County. - Carried. Culloden Road. Railwav Section House at Corinth - Director of Enoineerino Services Moved by Councillor Hofhuis Seconded by Councillor Baldwin THAT if the Municipality of Bayham supports the transfer of land from the County of Elgin to the Municipality of Bayham, then the County of Elgin will: - declare a portion of the lands on the southeast corner of Culloden Road and Best Line as surplus to its requirements, - complete an appraisal on the property, notify the public of the surplus property, - transfer the jurisdiction of the railway crossing on Best Line (abutting the surplus property) to the Municipality of Bayham; and, THAT the Municipality of Bayham assume all costs to transfer the property from the County of Elgin to the Municipality of Bayham. - Carried. County Council 4 October 25, 2005 2005 AORS Provincial Safety Truck Roadeo - Manaoer of Road Infrastructure Moved by Councillor Faulds Seconded by Councillor Wilson THAT the report "2005 AORS Provincial Safety Truck Roadeo" dated October 4,2995, from the Manager of Road Infrastructure, be received and filed - Carried. Stream Gauoe at Silver Creek Culvert. Nova Scotia Line - Manaoer of Road I nfrastructu re Moved by Councillor Hofhuis Seconded by Councillor Faulds THAT the Warden and the Chief Administrative Officer be authorized to sign an agreement to permit Environment Canada to erect a stream gauge and shelter on Nova Scotia Line at the Silver Creek Crossing; and, THAT the County Solicitor approve the agreement before it is executed. - Carried. Lower-Tier Partnershios. Miscellaneous Caoital Proiects - Manaoer of Road I nfrastructu re Moved by Councillor Wilson Seconded by Councillor Vowel THAT County Council consider increasing the Miscellaneous Capital Projects account from $50,000 to $100,000 annually during 2006 budget deliberations; and, THAT the County Procurement Policy be amended to include the following: The County of Elgin may acquire goods for services for road maintenance projects, without the solicitation of bids, from the lower-tier municipalities within Elgin County, as an extension of the existing Road Maintenance Agreements, and when it is deemed to be in the best interest of the Corporation. - Carried Unanimously. Hot Water Tank - Director of Senior Services/Manaoer Resident Care - Bobier Villa. Manaoer of Coroorate Facilities and Purchasino Co-Ordinator Moved by Councillor Faulds Seconded by Councillor Rock THAT the report entitled "Hot Water Tank, Bobier Villa" dated October 7,2005, from the Director of Senior Service/Manager of Resident Care - Bobier Villa, be received and filed. - Carried. Reimbursement Rates - Chief Administrative Officer Moved by Councillor Rock Seconded by Councillor Baldwin THAT the kilometric rate to be used for reimbursement of costs associated with the use of privately owned vehicles to conduct County business be amended effective January 1 , 2006 and adjusted annually each December (for implementation each January thereafter) according to the reimbursement rates established by the Treasury Board of Canada Secretariat. - Carried County Council 5 October 25, 2005 Librarv Services and Enoineerino Services Leased Vehicles - Director of Librarv Services. Director of Enaineerina Services and Purchasina Co-Ordinator Moved by Councillor Hofhuis Seconded by Councillor Rock THAT a 2006 GMC Savana Cargo Van be leased from Disbrowe effective December 17, 2005 for a 36 month term paying $601.38 per month ($21,649.68 three year term) for Library Services, with the understanding that the lease rates are subject to change before delivery of the vehicle, and funds to be allocated from the Library Services Budget; and, THAT a 2006 Ford F150 XL T Crew Cab Pick Up Truck be leased from St. Thomas Ford Lincoln for the submitted up-front one lease payment price of $16,435.25 inclusive of all taxes and fees, with the understanding that the lease rates are subject to change before delivery of the vehicle, and funds to be allocated from Capital Vehicle Replacement Fund. - Carried. MOH Cost Share for Ambulance Mobile Comouters - Ambulance and Emeraencv Manaoement Co-Ordinator Councillors noted map books may still need to be provided in the event of equipment failure. Moved by Councillor Faulds Seconded by Councillor Rock THAT the Corporation of the County of Elgin participate in the cost sharing opportunity with the Ministry of Health and Long-Term Care for the implementation of Mobile Locator Computers in ambulance vehicles and that the County portion of funds be paid from Capital - Ambulance Equipment. - Carried. Corresoondence for Consideration: 1. AMO Member Communication ALERT: "Private Member's Bill Could Impose New Prescriptive Rules on Municipal Government Outside of the Municipal Act". 2. J.W. Tiernay, Executive Director, Ontario Good Roads Association, with "Nomination/ Consent Form" to nominate Candidates to the 2006-2007 OGRA Board of Directors. 3. Pam Gilroy, Regional Clerk, Regional Municipality of Niagara, with a resolution supporting cost-effective policies and programs to enhance security of the border and facilitate the cross-border passage of people and goods; and not supporting the requirement of a passport or another document until that document is easily accessible and affordable by all citizens. 4. Laura Moy, Clerk, Town of Tecumseh, and Nancy Wright-Laking, City Clerk, City of Peterborough, with a resolution requesting that the Ministry of Community Safety and Correctional Services re-affirm their support of the Community Emergency Response Volunteers (CERV) Funding and to reinstate the envelope funding to municipalities to provide training and certification for residents. 5. Laura Moy, Clerk, Town of Tecumseh, with a resolution requesting the Federal Government extend the expiration date of passports and that the cost of acquiring passports be maintained. 6. Hon. John Gerretsen, Minister of Municipal Affairs and Housing, with information and forms for the "Long-Standing Service Recognition of Municipal Officials". County Council 6 October 25, 2005 The following recommendation was adopted respecting Correspondence Item #1 : Moved by Councillor Baldwin Seconded by Councillor Warwick WHEREAS the provincial Standing Committee on Regulations and Private Bills is currently debating Private Members Bill 123 the Transparency in Public Matters Act; and, WHEREAS the proposed legislation includes municipal council and committees; and, WHEREAS the proposed legislation adds requirements to notice provisions, open meetings, minutes, forms of meetings, among other matters all of which are addressed in the Municipal Act, which would create confusion for council, administration and the public; and, WHEREAS the Municipal Act is currently under review and is being informed by input from the municipal and private sectors among others; and, WHEREAS AMO and others have urged the Standing Committee to remove any reference to municipal councils or council committees from this legislation and allow transparency and accountability issues to continue to be regulated under the Municipal Act; THEREFORE BE IT RESOLVED that Corporation of the County of Elgin urges the Ministry of Municipal Affairs and Housing to vote against the Bill if the reference to 'municipal councils' is not deleted in the Bill as reported by the Standing Committee; and that the Hon. Steve Peters, M.P.P., Elgin-Middlesex-London, and all provincial members of the legislature be advised of the lack of this council's support of the inclusion of 'municipal councils' in Bill 123. - Carried. The following recommendation was adopted respecting Correspondence Item #2: Moved by Councillor Rock Seconded by Councillor Hofhuis THAT Correspondence Item #2 be received and filed. - Carried. The following recommendation was adopted respecting Correspondence Item #3: Moved by Councillor Rock Seconded by Councillor Hofhuis THAT Correspondence Item #3 be received and filed. - Carried. The following recommendation was adopted respecting Correspondence Item #4: Moved by Councillor Hofhuis Seconded by Councillor Vowel THAT the Corporation of the County of Elgin supports the resolution from the Town of Tecumseh and the City of Peterborough requesting that the Ministry of Community Safety and Correctional Services reaffirm their support of the Community Emergency Response Volunteers (CERV) Funding and to reinstate the envelope funding to municipalities to provide training and certification for residents. - Carried. County Council 7 October 25, 2005 The following recommendation was adopted respecting Correspondence Item #5: Moved by Councillor Rock Seconded by Councillor Faulds THAT the Corporation of the County of Elgin supports the resolution from the Town of Tecumseh requesting the Federal Government to extend the expiration date of passports and that the cost of acquiring passports be maintained. - Carried. The following recommendation was adopted respecting Correspondence Item #6: Moved by Councillor Rock Seconded by Councillor Baldwin THAT Correspondence Item #6 be received and filed. - Carried. Items for Information (Consent Aoenda) 1. Multi-Service Centre (MSC), The MSC Voice Newsletter, Autumn 2005. 2. Hon. Steve Peters, M.P.P., Elgin-Middlesex-London, with correspondence to Hon. David Caplan, Minister of Public Infrastructure Renewal, concerning the County's Canada-Ontario Municipal Rural Infrastructure Fund Intake 2 program application. 3. Denis Merrall, Director, County of Middlesex Emergency Services Department, thanking neighbouring EMS Services for their assistance to allow employees to attend the funeral of a colleague. 4. Elgin-St. Thomas Health Unit News Release "Elgin-St. Thomas Health Unit Discontinues the Delivery of the Part 8 Program. Moved by Councillor Rock Seconded by Councillor Baldwin THAT Correspondence Items #1-4 be received and filed. - Carried. OTHER BUSINESS Statements/lnauiries bv Members Councillor Faulds reminded Councillors to prepare for their part in the Programme for the Warden's Banquet. Councillor Warwick is unable to attend the Banquet and requested a replacement for his duties. Notice of Motion - None. Matters of Uroencv - None. Council took a break at 11 :23 A.M. and reconvened at 11 :30 A.M. Moved by Councillor Acre Seconded by Councillor Baldwin THAT we do now proceed In-Camera to discuss property matters. - Carried. County Council 8 October 25, 2005 Mr. Ken Marchant, Mr. Jerry Dowding, Mr. Murray Pink and Ms. Rebecca Canty, representatives from the Canadian Food Inspection Agency, attended at 11 :45 A.M. and left the Chambers at 12:42 P.M. Moved by Councillor Baldwin Seconded by Councillor Wilson THAT we do now rise and report - Carried. Moved by Councillor Baldwin Seconded by Councillor Acre THAT the County of Elgin partner in a joint public meeting to be held on November 17, 2005, respecting proposed boundary adjustments, to be hosted by the Municipality of Central Elgin and the City of St. Thomas. - Carried. Moved by Councillor Faulds Seconded by Councillor Hofhuis THAT the Warden and the Chief Administrative Officer be authorized and directed to sign a Lease Agreement with Tony Brooks for Room #301-2 in the County Administration Building for a two year term, commencing November 1, 2005, at a rate of $13.00 per square foot. - Carried. Moved by Councillor Vowel Seconded by Councillor Rock THAT the confidential correspondence dated October 6,2005 from Inpartnr Inc. regarding the Elgin Manor redevelopment be received and filed. - Carried. Moved by Councillor Hofhuis Seconded by Councillor Baldwin THAT we do now adopt the recommendations of the Committee Of The Whole Council. - Carried. BY-LAWS Moved by Councillor Rock Seconded by Councillor Hofhuis THAT By-Law No. 05-37 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the October 25th, 2005 Meeting" be read a first and second time. - Carried. Moved by Councillor Vowel Seconded by Councillor Warwick THAT By-Law No. 05-37 be read a third time and finally passed. - Carried. County Council 9 October 25, 2005 Warden Mcintyre announced that a presentation would be made during lunch to Blair Schweitzer, an employee of West Elgin who has won the AORS Safety Truck Roadeo Competition for three consecutive years. Moved by Councillor Acre Seconded by Councillor Faulds THAT we do now adjourn at 12:44 P.M. to meet again on November 8th, 2005 at 9:00 A.M. - Carried. Mark G. McDonald, Chief Administrative Officer. James Mcintyre, Warden.