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May 22, 2007 Minutes Carried THAT the presentation concerning the Capital Plan and Accommodation Review Committee Activities by Ms. Tracy Grant and Mr. Frank Exley, Trustees, Thames Valley District School Board, be received and filed. Moved by Councillor Mcintyre Seconded by Councillor Menn Warden Acre thanked Ms left at 9:35 AM. Grant and Mr. Ms. Tracy Grant and Mr. Frank Exley, Trustees, Thames Valley District School Board, attended at 9:15 AM. to present an update of the Draft Capital Plan and Accommodation Review Committee activities. In order to accommodate population shifts and growth, and restructuring of schools, two new schools are planned for St. Thomas. Accommodation Review Committees are being established to gather input from the public respecting the activities. Mr. Exley emphasized the importance of ongoing communication between the Trustees and municipal councils to better serve the community and its residents. Exley for their presentation and the delegation Carried THAT the presentation of the 2007 1 st Quarterly Report by Ms. Sandra Datars-Bere Director of St. Thomas-Elgin Ontario Works, be received and filed. Moved by Councillor Hofhuis Seconded by Councillor Mcintyre The Warden thanked Ms AM Datars-Bere for her presentation and the delegation left at 9 Ms. Sandra Datars-Bere, Director, St. Thomas-Elgin Ontario Works, attended at 9:00 AM to present the 2007 First Quarter Report. Ms. Datars-Bere noted that the Ministry of Housing has approved additional funding for 30 units for the Dutton Lions proposal resulting in a total commitment to St. Thomas-Elgin of 81 new affordable housing units. St. Thomas-Elgin Ontario Works and the London Homeless Coalition are working together to provide shelter and services to homeless people in the St. Thomas-Elgin area. As well, staff is working with community stakeholders in the development of the Best Start community plan for submission to the Ministry of Children and Youth services. 15 DELEGATIONS None DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF - Carried THAT Moved by Councillor Habkirk Seconded by Councillor Marks the minutes of the meeting held on Apri 24, 2007 be adopted Warden Acre In the Chair. The Elgin County Council met this day at the Administration Building, at 9:00 AM. In accordance with adjournment, with all members present except Councillor Vowel (arrived at 9:40 AM.) Tuesday, May 22. 2007 COUNTY COUNCIL Mr. Andy Paterson, Communications Manager and Larry Pearson, Delivery Safety Officer, Canada Post, attended at 9:45 AM. to speak to provision of safe rural mail service. Mr. Paterson stressed that Canada Post is very aware of the importance of rural mail service to the community and Canada Post is committed to rural mail delivery and to the safety of its rural mail carriers. All individual mailboxes across Canada will be tested for safety concerns. Council discussed the lack of communication when service changes are DELEGATION THAT the project be assessed in fa regarding future feasibility. Carried Unanimously. 2007 with a report presented THAT funds to support this Initiative be drawn from Services Department; and, to County Counci the operating budget of the Cultura THAT a "Memorandum of Understanding" be established between the County of Elgin and Port Stanley Terminal Railway Inc. to facilitate a stop at the Elgin County Museum on Thursdays during the months of July and August 2007; and, Moved by Councillor Wilson Seconded by Councillor Warwick Councillors noted that stopping the train at the County Building to allow passengers to tour the County Museum would promote tourism and benefit both the railway and the Museum Services. Director of Councillor Vowel attended the meeting Carried THAT Policy 13.10 "Acceptable Use Policy for Computer Equipment" be modified to incorporate the "Electronic Communications Retention Policy" with said modifications integrated into the County's Records Management procedures Moved by Councillor Mennill Seconded by Councillor Marks The Director of Cultural Services noted that in order to mitigate lega communications must be managed like any other corporate record risks. electronic Itural Services and THAT the changes to the Human Resources Policy 8 approved. Carried Moved by Councillor Hofhuis Seconded by Councillor Marks 100 - Flammable Liquids be Update to Policv 8.100 Flammable Liauids - Human Resources Co-ordinator and Director of Human Resources REPORTS Carried THAT we do now move Into Committee Of The Whole Counci Moved by Councillor Mcintyre Seconded by Councillor Warwick County Council 2 May 22, 2007 THAT the Elgin County Road Maintenance Amending Agreement, to incorporate the Maintenance Best Practices. be approved and circulated to the lower-tier municipalities for execution; and Moved by Councillor Wilson Seconded by Councillor Vowel The Manager of Road Infrastructure noted the agreement would ensure continuity and quality of road service throughout the County and was approved by lower-tier municipa road supervisors last year. Maintenance Best Practices - Amendin Infrastructure A reement - Manaoer of Road Carried that the property be declared surplus - an appraisal for the property be completed - that the land transfer price be the appraised value - that the surplus property be advertised in the local paper - that all costs to transfer the property be borne by the Sparta South Cemetery Board THAT the County of Elgin transfer property known as Part of Lot 21, Concession 3, Part #3 on 11 R-8677, Quaker Road, to the Sparta South Cemetery Board, subject to the following conditions and actions: Moved by Councillor Hofhuis Seconded by Councillor Warwick Council discussed the need to reconsider this resolution due to involved and show flexibility in our consideration the small amount of and Sparta South Cemete Board - Manaoer of Road Infrastructure Carried THAT THAT the Warden and the Chief Administrative Officer be authorized to sign the temporary lease for program rental space at the Bethany United Church in Shedden and the cost of the lease be taken from the 2007 Library Operating Budget. Moved by Councillor Mcintyre Seconded by Councillor Marks The Director of Cultural Services explained that with the closure of the Shedden Library In January, other accommodations were made for the children's program. Program attendance has continued to grow since moving to Bethany United Church and staff would like to continue offering the program at the Church. Councillor Mcintyre commended staff for their efforts. Shedden Libra ram - Director of Cultural Services Counci took a break at 10 15 AM. and reconvened at 10:30 AM Carried THAT the presentation by Mr. Andy Paterson, Communications Manager, concerning Traffic Safety Assessment Criteria, be received and filed. Moved by Councillor Mcintyre Seconded by Councillor Warwick Canada Post, considered. If a safety matter on a County Road is identified, the Rural Initiatives Committee and the County are willing to discuss the problem and be part of the sOlution County Council 3 May 22. 2007 Council questioned whether there is a time-frame in which the funding for capital projects budgets must be spent and staff advised there are no set time-frames and some of the smaller projects could run over a number of years. Council discussed the rationale and necessity concerning inspections and costly testing of new buildings for asbestos. Staff were directed to look into this matter and report to Council. Analvst Carried D rector of THAT the report entitled "Budget Comparison to March 31,2007". dated May 8.2007 from the Director of Financial Services be received and filed. Moved by Councillor Habkirk Seconded by Councillor Mcintyre arison - March 31 2007 - Director of Financial Services Carried THAT $2000.00 be allocated from the Strategic Planning Reserve Account for the extension of facilitation services as described in the report entitled "Economic Development Plan - Focus Group Sessions", dated May 9,2007 from the Manager of Economic Development. Moved by Councillor Vowel Seconded by Councillor Hofhuis The Manager of Economic Development advised that the County of Elgin Economic Development and Tourism Advisory Committee had requested that focus groups sessions be conducted and done on a geographical basis. Economic Development ment Carried THAT the Warden and the Chief Administrative Officer be authorized to enter into an agreement for Hot Mix Asphalt Paving No. 6220-07, Asphalt Crack Sealing Contract No 6090-07-03 and Polymer Modified Slurry Seal Type 2, Contract No. 6250-07. THAT Duncor Enterprises Inc. be selected for the application of Polymer Modified Slurry Seal Type 2, Contract No. 6250-07 at their submitted price of $615,552.60 inclusive of al taxes; and further, THAT Niagara Crack Sealing (788893 Ont. Ltd.) be selected to apply Asphalt Crack Sealing, Contract No. 6090-07-03 at their submitted price of $169,335.00 inclusive of a taxes; and, THAT Walmsley Bros. Ltd. be selected to provide Hot Mix Asphalt Paving, Contract No 6220-07 at their submitted price of $1,116,066.58 inclusive of all taxes and, Moved by Councillor Hofhuis Seconded by Councillor Mcintyre Carried Unanimously. THAT the Warden and the Chief Administrative Officer be authorized and directed the County Road Maintenance Amending Agreement. County Council 4 to sign May 22, 2007 Mayor Ron Eddy, County of Brant, with a resolution supporting the invitation from Mayors and Wardens of the communities in the tobacco growing regions to key decision makers from the federal and provincial governments and the tobacco growing industry to negotiate a tobacco industry exit and community transition program. 3 the Hon. Leona Dombrowsky, Minister of Agriculture, Food and Rural Affairs, with copy of correspondence to John R. Wilson, Chair of the Rural Initiatives Committee, concerning its meeting with the Minister to discuss a tobacco exit strategy. 2 Premier Dalton McGuinty acknowledging Council's support of: 1) the Township of King's resolution regarding municipal funding and program review; 2) Council's resolution regarding the need for a tobacco exit strategy. 1 Items for Information (Consent A Carried Unanimously. THAT the Corporation of the County of Elgin supports the resolution from Norfolk County in support of the proposal from Fruit Wines of Ontario to sell Ontario Fruit Wines at seasonal farmers markets Moved by Councillor Wilson Seconded by Councillor Marks The following recommendation was adopted respecting Correspondence Beverley D. Wood, Clerk/Manager of Council Services, Norfolk County, with a resolution of support for the proposal to sell Ontario fruit wines at seasonal farmers markets. Item #1 1 Correspondence for Consideration CORRESPONDENCE Carried THAT should the contracted pharmacy services be in agreement, the Warden and the Chief Administrative Officer be authorized to sign the declaration for Ontario Government Pharmaceutical and Medical Supply Services to allow the direct delivery, receipt and dispensing of non-prescription medications at the Elgin County Homes. Moved by Councillor Marks Seconded by Councillor Vowe Stock from Government Su - Director of Senior THAT the surplus funds from the Elgln-St. the Mill Rate Stabilization Reserve Carried Moved by Councillor Mcintyre Seconded by Councillor Wilson Thomas Health Unit of $114 145 be credited to Health Unit Refund of Sur us-D rector of Financial Services Carried THAT the report entitled "Capital Projects Budget as at April 16, 2007". dated May 2007 from the Director of Financial Services be received and filed Moved by Councillor Vowel Seconded by Councillor Menn 14 County Council 5 May 22, 2007 Ministry of Municipal Affairs and Housing, with information on a workshop "Improving Your Services - Putting the Municipal Performance Measurement Program and Service Delivery Review to Work for You!" on Tuesday, May 29th, 2007. 20 19 Thank you from the Family of Past Warden Sydney J Glover. Erin McClintock, Customer Service Assistant, Farm Credit Canada, with information concerning the AgriSpirit fund designed to better the life of people in rural communities 18 David Kingston Report. 17 16 Cha Hon. Michael Bryant Budget. r, Attorney Genera OMERS Board with a copy of the 2006 OMERS Annua with highlights from the 2007 Provincia 15 Ken Loveland, Clerk Treasurer Administrator, Municipality of Dutton/Dunwich Tena Michiels, Deputy Clerk, Township of Southwold; R. Millard, C.AO./Clerk, Township of Malahide; supporting the County's resolution objecting to Canada Post Corporation's recent announcement to select County residents to discontinue roadside mail delivery service due to apparent safety concerns Hon. Monte Kwinter, Minister of Community Safety and Correctional Services, acknowledging Council's support of the Township of Scugog's resolution on the funding formula and application process for the JEPP program 14 Debbie Zimmerman, Chair, MPAC Board of Directors, with an update of the changes to property assessment announced in the March 22, 2007 Ontario Budget. 13 Staff Sergeant Ryan Cox, Detachment Commander, Elgin County OPP, concerning support by the Elgin County OPP of the planned Shore-to-Shore Road Race June 1 2007. 12 Hon. Donna Cansfield, Minister of Transportation, acknowledging Council's endorsement of the Town of Newmarket's resolution regarding fluorescent yellow- green school signs. 11 Ms. Rebecca McLean, Supervisor of Planning, London District Catholic School Board, concerning an offer of surplus school property located at 307 Furnival Road Rodney. 10 Ontario Good Roads Association ALERT, "OGRA Meets with Ministers to Discuss Key Municipal Issues" . 9 Mark Cousins, Ontario Family Fishing Weekend Steering Committee, announcing the 2007 Ontario Family Fishing Weekend and the 2008 Ontario Family Ice Fishing Weekend. 8 Cynthia St. John, Executive Director, Elgin-St. Thomas Health Unit, with correspondence and cheque for $114,145.43 reflecting the County of Elgin's portion of the Elgin-St. Thomas Health Unit's 2006 mandatory program surplus. 7 Andrew Walasek, Special Assistant - Ontario, Office of the Minister of Transport, acknowledging Council's support of the Town of Minto's resolution regarding reimbursement of application fees paid by municipalities who were unsuccessful in receiving COMRIF funding 6 Wm. Bryant, thanking Staff and Management of Bobier given to members of his family. 5 Villa for the quality of care Association of Municipalities of Ontario with 2007 Conference preview and registration information. 4 County Council 6 May 22, 2007 Carried THAT we do now Moved by Councillor Habkirk Seconded by Councillor Menn rise and report. THAT we do now proceed in a Closed Meeting Defibrillator Purchases. Carried Moved by Councillor Mcintyre Seconded by Councillor Vowe to discuss negotiations regarding Matters of Ur - None Notice of Motion - None Councillor Mcintyre announced that he and Warden Acre had attended a recent Chamber of Commerce Evening at which Premier Dalton McGuinty was the guest speaker. Warden Acre reminded Council of the "Trash Talkin' Symposium" to be held on Friday June 22, 2007 at the Stoneridge Inn and Conference Centre and announced that the County has nine free registrations available for those interested. Councillor Hofhuis noted she had attended a recent graduation ceremony for medical students and that student numbers had increased. Councillor Habkirk added that five area students had graduated and enrolled in the family physician program and were looking at a rural practice Councillor Habkirk indicated that he had attended the funeral for Past Glover. Warden Acre noted her presence at a visitation Warden Sydney Statements/lnau Members OTHER BUSINESS Carried THAT the funds for this position be allocated from the Mill Rate Stabilization Reserve THAT THAT Human Resources staff develop a complete job description for a summer student as outlined in the report titled "Summer Student", dated May 16, 2007; and, recruitment begin as soon as possible: and Moved by Councillor Hofhuis Seconded by Councillor Menn The Director of Financial Services explained that a summer student would assist staff in completing a comprehensive inventory listing of tangible capital assets to be incorporated into the financial statements, by helping to set up the inventory, barcode moveable assets and input preliminary information. Summer Student - Director of Financial Services Carried THAT Correspondence Moved by Councillor Hofhuis Seconded by Councillor Marks Items #1-20 be received and filed County Council 7 May 22, 2007 Carried THAT Moved by Councillor Vowel Seconded by Councillor Hofhuis the By-Law No. 07-15 be read a third time and finally passed Carried THAT By-Law No. 07-15 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the Countyof Elgin at the May 22,2007 Meeting" be read a first and second time. Moved by Councillor Marks Seconded by Councillor Wilson BY-LAWS Councillor Wilson noted the recent tour of ambulance bases by the Ambulance Base Building Committee, had provided an opportunity to look at the location for the new station at Terrace Lodge in Aylmer and that it seems to be a very good site. Warden Acre reminded Council of the Joint County/City Liaison Meeting on Thursday, May 24, 2007 at the Shedden Keystone Complex and that the dress would be casual. Carried THAT we do adopt recommendations of the Committee Of The Whole Counci Moved by Councillor Hofhuis Seconded by Councillor Mcintyre As a resu It of the Recorded Vote the resolution was Carried TOTAL 8 Vowel Mcintyre Hofhuis Marks Habkirk Wilson Mennill Acre 1 o Warwick YEAS Councillor NAYS Warwick requested a recorded vote ABSENT These were recorded as follows THAT the necessary defibrillators funds be set aside over a five-year ife span for the next purchase of THAT staff be authorized to negotiate THAT the purchase of defibrillators as a single source purchase as per Section 3 County's Procurement Policy be approved; and, the purchase of the defibrillator; and Moved by Councillor Habkirk Seconded by Councillor Menn 12 of the County Council 8 May 22. 2007 Carried THAT we do now adjourn at 11 Moved by Councillor Marks Seconded by Councillor Hofhuis :52 AM to meet again on June 12, 2007 at 9:00 AM. County Council 9 May 22, 2007