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March 27, 2007 Minutes Carried THAT Councillor Wilson be authorized to represent Elgin County and attend a meeting with the Municipality of Grey Highlands to provide input regarding the Joint Police Services contract in Elgin qounty. Moved by Councillor Marks Seconded by Councillor MCintyre Councillor Wilson reviewed the request from Grey Highlands, indicating he was the Chair of the Elgin Group Police Service Board at its inception and could offer insight into the formation of the Joint Board. Councillor Wilson requested Council's consideration for him to attend a meeting at Grey Highlands to provide input on the subject. Correspondence from Municipalit the Joint Police Services Contract REPORTS Carried THAT we do now move Into Committee Of The Whole Counci Moved by Councillor Hofhuis Seconded by Councillor Mcintyre Warden Acre thanked the delegation for the presentation and indicated a report would be dealt with shortly if Ms. LeFrank would like to listen to Council's deliberations on the matter. Ms. Helen LeFrank, General Manager, Elgin Community Development Corporation, attended at 9:02 AM. to update Council on the ElginConnects Portal. Ms. LeFrank highlighted the development and infrastructure aspects of the project since its inception to the present. Ms. LeFrank requested Council to defer a decision on whether or not to take over management of ElginConnects to allow time for discussion and negotiation between the involved parties. Ms. LeFrank indicated there is money left over for replacement of software $20,000-$30,000 and could provide it to the County. DELEGATIONS None DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF - Carried THAT Moved by Councillor Habkirk Seconded by Councillor Menn the minutes of the meeting held on March 13. 2007 be adopted Warden Acre In the Chair. The Elgin County Council met this day at the Administration Building, at 9:01 accordance with adjournment, with all members present. AM n Tuesday, March 27. 2007 COUNTY COUNCIL Carried THAT the report entitled "Bayham Ambulance Correspondence" dated March 15,2007 from the Ambulance & Emergency Management Co-ordinator, be forwarded to the Municipality of Bayham in response to the various inquiries contained therein. Moved by Councillor Wilson Seconded by Councillor Marks Bavham AmbUlance Correspondence - Ambulance & Emer Coordinator Counci took a break at 10 12 AM. and reconvened at 10:25 AM Carried THAT the increases to fees and charges contained in the report entitled "Amendments to the Fees and Charges By-Law - Summary" from the Manager of Administrative Services be adopted and the necessary by-law be prepared. Moved by Councillor Hofhuis Seconded by Councillor Marks Council discussed moving towards cost recovery for Engineering and Human Resources services provided by the County to the Lower-Tier Municipalities. Staff stressed the importance of cooperation between the County and Municipalities and that placing a cost on the time expended to provide these services would be difficult to determine. Amendments to the Fees and Char Administrative Services -Law Summa ort - Manaaer of Carried THAT the negotiated renewal rate adjustments with Manulife Financial for the County of Elgin and the Elgin Member Municipalities be accepted, effective April 1 , 2007 Moved by Councillor Mcintyre Seconded by Councillor Vowe Annual 2007 Benefit Human Resources Renewal - Pa ro & Benefits Coordinator and Director of Ms. LeFrank left at 10:03 AM Carried Unanimously. THAT the report on the management and operation of the ElginConnects Portal be deferred and staff be directed to explore with Elgin Community Futures Development Corporation and the City of St. Thomas ways and means of addressing the identified concerns and report back to Council at a later date with a view to continuing a portal presence in the Elgin catchment area. Moved by Councillor Wilson Seconded by Councillor Habkirk After much discussion of the report from the Director of Information Technology, Council directed staff to investigate further funding/ownership options and to approach the City of St. Thomas suggesting the usual 60/40 split on costs. Staff noted that no funds were placed in the 2007 budget for this project and that funding from Elgin Community Futures Development Corporation would finish in September 2007. As well, the Portal software should be redeveloped to make it more user friendly and that liability and damage to the County's image are of concern E nConnects Portal Manaaement - Director of Information Technolo Staff Reports County Council 2 March 27, 2007 THAT $33,000.00 of the requested $100,00.00 be allocated during the 2007 budget deliberations with the understanding if the request to host the International Plowing Match & Rural Expo is denied by County Council, the allocated funds will be redirected as per recommendation by the County's Chief Administrative Officer; and THAT the CEEDAC recommendation in response to the Ontario Plowmen's Association March 13, 2007 request be submitted to County Council no later than June 2007; and, THAT the request by the Ontario Plowmen's Association for the County of Elgin to contribute $100,000 for hosting of the International Plowing Match & Rural Expo in 2010 be referred to the County of Elgin Economic Development Advisory Committee (CEEDAC) with a recommendation that considers, but is not limited to, the implications discussed in the March 27, 2007 report from the Manager of Economic Development; and, Moved by Councillor Mcintyre Seconded by Councillor Vowe The Manager of Economic Development suggested a review of the potential impact this event would have on the County be referred to CEEDAC with a report coming back to Council by the end of June. The OPA would be asked to approach the City of St. Thomas for funding, perhaps on a 50/50 basis. While Councillors felt hosting the plowing match would be good for the community as a whole, the involvement and commitment to provide services, staff and recruitment of volunteers would require a great deal of time and resources. 2010 International Plowln Development Match and Rural Expo - Manaaer of Economic Carried THAT the consulting firm Millier, Dickinson, Blais, be engaged to develop an Economic Development Plan for the County of Elgin at a cost of $59,913.00 (excluding taxes) as described in the March 27, 2007, report from the Manager of Economic Development. Moved by Councillor Habkirk Seconded by Councillor HofhUls The Manager of Economic Development advised completed by the end of August 2007. that the Plan IS expected to be Economic Development Plan Development Selection of Consultant - Manaaer of Economic Carried THAT THAT City of St. and, the Resolution of Council be affixed to the renewal contract as required Thomas Council be encouraged THAT staff be directed to provide notice of the renewal within the Agreement; and, to concur with these recommendations the time period stipUlated in THAT the renewal of the existing Agreement with the OPP for the Provision of 911 Emergency Reporting Bureau (CERB) services, as provided for in the Letter of Understanding dated June 9, 2004, and as per the renewal clause in the existing Agreement, for a further term of three years, on the same terms and conditions, at an annual per capita cost of $0.561 and annual cost of $43,455.62 be approved; and, Moved by Councillor Mcintyre Seconded by Councillor Habkirk Centra 911 Central Emer Ambulance & Emer County Counci 3 opp Contract Renewal - March 27, 2007 Carried THAT THAT $20,000 be added to panel at Elgin Manor; and, these funds be allocated from the 2006 Capital surplus the Nurse Ca Moved by Councillor Habkirk Seconded by Councillor HofhUls Upgrade Capital Budget for upgrades to the fire Fire Panel U rade at E n Manor- D rector of En Services THAT the addition of four hours of Health Care Aide year's budget for Bobier Villa. Carried Moved by Councillor Habkirk Seconded by Councillor Warwick time be approved for nclusion In this Com of Care for Homes Residents - Director of Senior Services - Bobier Villa Carried THAT the Home's Director request that the County Solicitor provide a lega standard Physician Contract document. review of the THAT the Warden and the Chief Administrative Officer be directed and authorized to enter into a renewal Attending Physician Agreement with Dr. Ken Morrison for Elgin Manor; and Moved by Councillor Wilson Seconded by Councillor Habkirk reements In the Homes - Director of Senior Services Carried THAT the report "Annual Compliance Review - Elgin Manor" dated March the Director of Senior Services - Elgin Manor, be received and filed Moved by Councillor Mcintyre Seconded by Councillor Marks 15.2007 from Annual Com iance Review - D rector of Senior Services E n Manor Carried THAT Moved by Councillor Habkirk Seconded by Councillor Marks the Visual/Audio Image Release Form be adopted for use In a County Departments VisuallAudio Imaae Release Form - Director of Cultural Services Carried THAT the Manager of Economic Development encourage the Ontario Plowmen's Association to approach the City of St. Thomas to assist the County of Elgin with funding towards the 2010 International Plowing Match & Rural Expo County Counci 4 March 27, 2007 Carried THAT a proceeds cOllected be donated to the United Way Campaign THAT THAT the United Way Committee be authorized to register Cell Phone Collection Program and, the program be open to all staff and public and Moved by Councillor HofhUls Seconded by Councillor Vowe with Pitch-In Canada's Nationa Ce Phone Collection Pro ram - Purchasln Coordinator Carried THAT the Warden and the Chief Administrative Officer be directed and authorized to enter into agreements with these companies to complete these projects THAT Facca Inc. be selected to complete the Replacement their total tendered price of $1 ,292,589.44 inclusive of taxes of the New Sarum Bridge. at and THAT Alexman Contracting Inc. be selected to complete the Graham Road Culvert lining at their total tendered price of $44,414.00 inclusive of taxes and THAT Weslake Inc. be selected to complete Engineering Services for Talbot Elgin, at their total tendered price of $122,960.00 inclusive of taxes and, Moved by Councillor Marks Seconded by Councillor Menn Line - West Capital Proiects Tender Awards - Manaaer of Road Infrastructure and Purchasin Co-ordinator Carried THAT the report "2006 Lower-Tier Operations Cost Summary" dated March the Manager of Road Infrastructure. be received and filed. Moved by Councillor Mcintyre Seconded by Councillor Hofhuls 10.2007 from 2006 Lower-Tier 0 erations Cost Summa nfrastructure Carried THAT the report "Accident Review - 2005" dated January Engineering Services, be received and filed. Moved by Councillor Mennill Seconded by Councillor Marks 12.2007 from the Director of Accident Review 2005 - Director of En Services Carried THAT the comments be reviewed by County Council for final approval and circulation to the municipalities for signature THAT the Solicitor for the County of Elgin prepare a for comment by the constituent municipalities; and, Moved by Councillor Hofhuis Seconded by Councillor Menn MUnicipal Infrastructure Agreement" MUniCiPal Infrastructure A County Counci reement - Director of En 5 Services March 27, 2007 THAT the report "POA and 401 Officer, be received and filed Carried Moved by Councillor Marks Seconded by Councillor Hofhuls dated March 21 2007 from the Chief Administrative Carried THAT collection of fines for Provincial Offences on Highway 401 that have gone through the Elgin County Court on or after January 1,2006, be transferred amongst the Township of Southwold, the Municipality of Dutton/Dunwich, and the Municipality of West Elgin, in accordance with Clause 3.3 of the Agreement, and only where the location of the ticket on Highway 401 is unknown will the funds be split equally between the three western municipalities. Moved by Councillor Mcintyre Seconded by Councillor Marks The Chief Administrative Officer indicated that a dispute resolution process is contained within the Agreement should disputes occur regarding Provincial Offences revenue matters and suggested this process be explored. Staff noted it would be difficult to apply tickets issued on Highway 401 to specific areas as the OPP officers patrolling the highway may not know in which Municipality the incident occurs. POA and 401 - Chief Administrative Officer Carried THAT the matter of providing a $1 M on grant to the St. Thomas-Elgin General Hospita be deferred to 2008 pending a response to this resolution from the Minister of Health for Ontario THAT Elgin County Council object to the provincial government's capital funding policy as it applies to hospital improvements and infrastructure needs and strongly encourages the McGuinty government to fully fund such worthy projects using provincial coffers instead of local municipal taxes; and further, Moved by Councillor Mennill Seconded by Councillor Marks Councillor Habkirk distributed a handout with suggested points for Councillors to consider before adopting a recommendation and requested Council's support. Councillors spoke to the accountability practices of the hospital and its vital role in the community. St. Thomas-EI n General Hos Director of Financial Services ital Grant Reauest - Chief Administrative Officer and Carried THAT the report "Semi Annual Information Report - Contract Awards (August 1,2006 to December 31,2006) and Direct Negotiation Expenditures (January to December 2006) dated March 16,2007, from the Purchasing Coordinator, be received and filed. Moved by Councillor Vowel Seconded by Councillor Wilson County Counci 6 March 27, 2007 Hon. Steve Peters, M.P.P., Elgin-Middlesex-London, with copy of correspondence to the Honourable Greg Sorbara, Minister of Finance concerning Council's resolution regarding the Ontario Municipal Partnership Fund 1 Correspondence for nformation Carried THAT Correspondence Moved by Councillor Habkirk Seconded by Councillor Marks Item #2 be received and filed The fOllowing recommendation was adopted respecting Correspondence Item #2 THAT Correspondence granted. Carried Item #1 Moved by Councillor Marks Seconded by Councillor Habkirk be received and filed as the request has previously been The following recommendation was adopted respecting Correspondence Hon. Jim Bradley, Minister Responsible for Semors 2007 Senior of the Year Award. Item #1 2 with a nomination form for the Debra Seabrook-Page, Secretary, The Elgin Military Museum, with a request to borrow the original Victoria Cross awarded to Ellis Sifton to display for a special exhibition on April 9, 2007. 1 Items for Consideration CORRESPONDENCE Carried THAT as a result of the 2004 to 2006 GST Audit, the balance of the reassessment amount of $22,098.31 be funded from the 2006 anticipated surplus. Moved by Councillor Habkirk Seconded by Councillor Menn n the GST Audit - D rector of Financial Services Carried THAT the report "Budget Comparison to December 31,2007" dated March 7. 2007 the Director of Financial Services, be received and filed Moved by Councillor Habkirk Seconded by Councillor Vowe from Council recessed at except for Councillor arison to December 31 12:12 P.M. and Marks (arrived reconvened at 12:57 P.M. with a 1 :01 P.M.) 2006 - Director of Financial Services n attendance The Manager of Cultural Services introduced Mr. Mike Baker the new Curator for the Elgin County Museum and highlighted Mr. Baker's career and achievements. Warden Acre welcomed Mr. Baker to the County of Elgin and invited him to lunch. County Counci 7 March 27, 2007 Carried THAT we do proceed In a Closed Meeting at 1:10 P.M. to discuss a pending acquisition of land; labour relations: and personal matters about an identifiable individual. Moved by Councillor Marks Seconded by Councillor Habkirk Matters of Ur - None Notice of Motion - None The Chief Administrative Officer reminded Council that one of the recommendations from the 2006 Visioning Session was to hold joint meetings between the County and City at least twice per year. The County would host the next meeting, which has been set for Thursday, May 24,2007 at 5:00 P.M. Councillor Habkirk asked how many Councillors were planmng to attend meeting at Norfolk County on March 28,2007. the tobacco Statements/ln Members OTHER BUSINESS Carried THAT Correspondence Moved by Councillor Habkirk Seconded by Councillor Wilson Items # 1-9 be received and filed 9 Hon. David Caplan, Minister of Public Infrastructure Renewal, announcing the funding grant to the County of Elgin of $1 ,500.000.00 under the Rill (Rural Infrastructure Investment Initiative). 8 Hon. Steve Peters, M.P.P., Elgin-Middlesex-London, with copy of correspondence to the Hon. Chuck Strahl regarding an exit strategy for tobacco farmers 7 Hon. Leona Dombrowsky, Minister of Agriculture, Food and Rural Affairs, acknowledging Council's support for a regional resolution with regard to an exit plan for tobacco growers 6 Cynthia St. John, Chief Administrative Officer, Elgin-St. Thomas Health Unit, with an update on the West Nile Virus Budget and a breakdown of the County of Elgin's share of the 2007 funding Hon. Leona Dombrowsky, Minister of Agriculture, Food and Rural Affairs, with a copy of the 2007 edition of Ontario's Rural Plan Update - "Strong Rural Communities: Working Togetherfor Success...and Getting Results". 5 4 Norm Vocino, Special Assistant, Office of the Minister of Agriculture and Agri-Food and Minister of the Canadian Wheat Board, acknowledging Council's resolution endorsing the exit strategy proposed by the Ontario Flue-Cured Tobacco Growers' Marketing Board. 3 Tena Michiels, Deputy Clerk, Township of Southwold, supporting Council's resolution requesting the Federal and Provincial Governments to commit to a complete exit strategy for tobacco growers AMO Member Communication: 1) Notification Process for Permits Seized under MTO's Accessible Parking Permit Program 2) HealthForce Ontario Recruitment Centre 2 County Counci 8 March 27, 2007 THAT the St. Thomas-Elgin Tourist and devotion to tourism over the years their service. Carried Association be commended for their excellent work and Members. past and present, be thanked for 8 THAT the disbanding of the St. Thomas-Elgin Tourist 2007 be acknowledged by Council; and, 7 Association by December 31 THAT County staff approach St. Thomas City Council requesting a commitment to continue to fund the delivery of tourism services within the County's Economic Development and Tourism Services Department for 2008 based on the customary split on costs as per population and assessment; and, 6 THAT in order to reflect the addition of tourism services the County of Elgin Economic Development Advisory Committee's name be changed as of April 1 ,2007, to the County of Elgin Economic Development and Tourism Advisory Committee; and 5 4. THAT the terms of reference for the County of Elgin Economic Development Advisory Committee be changed accordingly to reflect the addition of tourism services, and the Committee's membership be increased to nine individuals to include two representatives of the tourism sector with the initial candidates being appointed from the St. Thomas-Elgin Tourist Association's Board of Directors; and, THAT the name of the Economic Development Office be officially changed on January 1,2008, to Economic Development and Tourism Services to reflect the addition of the tourism component; and, 3 2. THAT the current Executive Director of the St. Thomas-Elgin Tourist Association be offered a fourteen (14) month non-renewable contract as the County's Tourism Co- ordinator beginning April 1 ,2007, and ending on May 31,2008, with applicable benefits; and, THAT tourism services be delivered within the County's Economic Development Office with the retaining of a Tourism Co-ordinator position, reporting directly to the Manager of Economic Development, as described in the report entitled "Tourism Coordinator" dated March 27, 2007, from the Manager of Economic Development; and, 1 Moved by Councillor Mennill Seconded by Councillor Habkirk Carried THAT the Collective Agreement between the County of Elgin and the Ontario Nurses' Association as depicted in the Arbitration Award of March 13, 2007 be acknowledged and the necessary by-law be prepared Moved by Councillor Habkirk Seconded by Councillor Marks Carried THAT a part-time 24 hour per week Branch Assistant position at the John Kenneth Galbraith Library be approved for consideration with 2007 budget deliberations Moved by Councillor Mcintyre Seconded by Councillor Vowe Carried THAT we do now Moved by Councillor Marks Seconded by Councillor Habkirk rise at 1 :47 P.M. and report. County Counci 9 March 27, 2007 Carried THAT By-Law No. 07-06 be read a third time and finally passed Moved by Councillor Mennill Seconded by Councillor Habkirk Carried THAT By-Law No. 07-06 "A By-Law to Provide a Schedule of Services and Activities Subject to Fees and Charges by the County of Elgin and to Repeal By-Law No. 06-04" be read a first and second time. Moved by Councillor Hofhuis Seconded by Councillor Marks Carried THAT By-Law No. 07-05 be read a third Moved by Councillor Habkirk Seconded by Councillor Vowel time and finally passed Carried THAT By-Law 07-05 "Being a By-Law to Authorize the Execution of a Collective Agreement between the Corporation of the County of Elgin and the Ontario Nurses' Association, with Respect to All Nurses at Elgin Manor, Terrace Lodge and Bobier Villa" be read a first and second time. Moved by Councillor Mennill Seconded by Councillor Mcintyre BY-LAWS Carried THAT we do adopt recommendations of the Committee Of The Whole Counci Moved by Councillor Vowel Seconded by Councillor Menn Carried THAT the 2007 County Composite Budget be approved resulting In a Net $20,232,571.00 representing a tax levy increase of 5% over 2006 rates. Moved by Councillor Mennill Seconded by Councillor Mcintyre Levy of The Director of Financial Services highlighted budget items line by line. With Council's decision earlier in the day regarding application of revenue for Highway 401 tickets to the three western municipalities, the proposed budget sits at a 3.96% increase, however Reserves and Capital and Road Infrastructure needs require more funding. Council directed that staff adjust the budget to a 5% increase over 2006 rates with $47,549 added to the Information Technology line for ElginConnects activities and the balance added to the Capital line. 2007 Proposed Count County Council et- D rector of Financial Services 10 March 27, 2007 Carried THAT we do now adjourn at 2:29 P.M Moved by Councillor Marks Seconded by Councillor Hofhuis to meet again on Apri 10.2007 at 9:00 AM Carried THAT By-Law No. 07-08 be read a Moved by Councillor Marks Seconded by Councillor Wilson third time and finally passed Carried THAT By-Law No. 07-08 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the March 27,2007 Meeting" be read a first and second time. Moved by Councillor Vowel Seconded by Councillor Wilson Carried THAT By-Law No. 07-07 be read a third Moved by Councillor Mcintyre Seconded by Councillor Vowe ti me and finally passed Carried THAT By-Law No. 07-07 "Being a By-Law to Provide for the Adoption of the 2007 Budget of the Corporation of the County of Elgin and to Establish the 2007 Tax Ratios, and to Establish the 2007 Tax Rates for the County Constituent Municipalities" be read a first and second time Moved by Councillor Warwick Seconded by Councillor Menn County Counci 11 March 27, 2007