June 12 2007 Minutes
Carried
THAT the Terms of Use, Website Privacy Policy and Dispute Resolution Policy be adopted
and posted on the ElginConnects Portal upon completion of the transfer of ownership to
the County of Elgin.
Moved by Councillor Hofhuis
Seconded by Councillor Vowe
Portal Terms of Use. Dispute Resolution and Privac
Information Technolo
- Director of
Carried
'This email may contain confidential information. If you are not one of the intended
recipients, if you receive this email or if it is forwarded to you without the express
authorization of The County of Elgin, please destroy this email and contact us
immediately."
THAT
Moved by Councillor Habkirk
Seconded by Councillor Menn
the County of Elgin add
the following disclaimer to all ema
messages
Ema
Disclaimers - D
rector of
nformation Technolo
REPORTS
Carried
THAT we do now move Into Committee Of The Whole Counci
Moved by Councillor Habkirk
Seconded by Councillor Hofhuis
None
DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF -
Carried
THAT
Moved by Councillor Marks
Seconded by Councillor Menn
the minutes of the meeting held on May 22.2007. as amended. be adopted
Councillor Mcintyre noted that under Statements on Page 7 of the May 22, 2007 Minutes
regarding attendance at a recent Chamber of Commerce Evening, that Councillor Hofhuis
should be included as well
Warden Acre In
The Elgin County Council met this day at the Administration Building, at 9:00 A.M
accordance with adjournment, with all members present.
the ChaIr.
n
Tuesday, June
COUNTY COUNCIL
12.2007
Council discussed the necessity to conduct an inspection for asbestos materials at Elgin
Manor, which is only five years old, especially since all building materials are previously
approved by senior governments before construction begins
Asbestos - Reaulation 278/05 - Director of En
Services
THAT
the necessary by-law be prepared
Carried
THAT the County's one-third contribution of the project in the amount
allocated from the approved 2007 Capital Budget; and also
of $10.503 be
THAT the Warden and the Chief Administrative Officer are authorized and directed to
execute the funding agreement for the County of Elgin's Asset Management Project under
the Canada-Ontario Municipal Rural Infrastructure Fund (COMRIF) Asset Management
Program (AMP); and,
Moved by Councillor Wilson
Seconded by Councillor Vowe
COMRIF - Asset
Manaaement
Pro
ram - Manaaer of Road Infrastructure
Carried
THAT the report "Budget Comparison - April 30, 2007". dated May 28.2007
Director of Financial Services be received and filed
Moved by Councillor Mcintyre
Seconded by Councillor Habkirk
from
the
arison
A
ri
30. 2007 - Director of Financial Services
Carried
THAT this current review be funded from the previously approved 2006 surplus allocation
and that compensation adjustments. if any, be implemented in 2008
THAT the firm of Gazda, Houlne and Associates Incorporated be retained to carry out said
reviews provided their original quotation is not exceeded by the rate of inflation
accumulated since the adoption of this review; and further,
THAT staff be directed to ensure said compensation review of Council and outside boards
is conducted once in every term of Council to remain competitive and to avoid potential
spikes/gaps in compensation practices; and further,
THAT the firm of Gazda, Houlne and Associates Incorporated be retained to conduct a
review of Council and outside boards remuneration at a cost of $5865.00 plus GST; and
THAT the County of Elgin become a participant in the annual Compensation and
Organization Survey of Counties with the firm of Gazda, Houlne and Associates
Incorporated, at an annual fee of $5100.00 plus GST for the years 2007 through 2009
and,
Moved by Councillor Mennill
Seconded by Councillor Habkirk
Total Compensation Review (Waaes. Benefits. Vacation. etc
Resources
County Council
2
- Director of Human
June
12,2007
2
Norma Bryant, Clerk, Municipality of West Elgin
Lynda Millard, Clerk, Municipality of Bayham; -
supporting the County's position on rural roadside mail delivery services
Hon. Donna Cansfield, Minister of Transportation, with information regarding
Ontario Good Road Association Municipal DataWorks initiative
1
the
Items for
nformation (Consent
CORRESPONDENCE
Carried
THAT the report "Student Volunteer Criminal Checks" dated May 28, 2007, from
Director of Cultural Services be deferred until the first meeting in September.
Moved by Councillor Warwick
Seconded by Councillor Marks
the
Councillor
Warwick requested
the report be deferred for
more research to be undertaken
Student Volunteer Criminal Checks - Director of Cultural Services
Carried
THAT staff proceed with renovating the third floor of the Administration Building for the
Warden's Office and the Administrative Services Department at an estimated cost of
$200,000, the costs of which shall be allocated from the previously established capital
account ($150,000) with the balance drawn from the Mill Rate Stabilization Reserve.
Moved by Councillor Habkirk
Seconded by Councillor Marks
Council discussed the merits of moving Library Services to the third floor and options
available for future relocation of the Human Resources Department to the south end of the
building. Staff explained that Tourism and Economic Development offices were best
suited to a location on the first floor due to the amount of public interest and anticipated
traffic patterns.
Carried
THAT the Warden and the Chief Administrative Officer be authorized to sign the amending
by-law, known as By-Law No. 07-16 to the Elgin County Road System, in order to
consolidate land transfers and other acquisitions.
Moved by Councillor Wilson
Seconded by Councillor Mcintyre
Consolidation B
-Law - Director of En
Services
Carried
THAT staff conduct the required studies for all County-owned buildings except
Manor, pending a response from the Ministry.
Elgin
THAT the Corporation of the County of Elgin object to being required to conduct an
asbestos study on a building two years old or older given that the products used for new
construction are approved for use by government regulation in the first place; and
Moved by Councillor Marks
Seconded by Councillor Hofhuis
County Counci
3
June
12,2007
Counci
took a break at 10:07 AM. and reconvened at 10:26 AM
Matters of Ur
- None
Notice of Motion - None
Councillor Habkirk announced that MedQuest for 2007 had been cancelled and that
Oxford County has offered to host it next year for the surrounding counties. A request
may come forward this year for the purchase of mannequins.
Councillor Warwick asked for an update on refinishing of Furnival Road and the outcome
of reparation of rail crossings. The Director of Engineering Services advised that Furniva
Road is scheduled for repair in approximately two years and would provide an update on
rail crossings at a future Council meeting.
Councillor Mcintyre enquired about the type of curbing used at the Sunset Road and Fruit
Ridge Line intersection, which could cause problems for large farm machinery and
snowplowing. The Director of Engineering Services advised that stand up curbs rather
than rollover curbs are warranted at a mostly urban intersection such as this. Council
directed the Director of Engineering Services to report on the curb policy at a future
Council meeting.
Councillor Marks requested an update on the Sunset Road rehabilitation. The Director of
Engineering Services advised that paving should be completed by the end of July.
Statements/In
Members
OTHER BUSINESS
Carried
THAT Correspondence
Moved by Councillor Habkirk
Seconded by Councillor Mcintyre
Items #1-7 be received and filed
Councillors spoke to Correspondence Item #6, regarding roadside mail delivery service to
rural County residents. Concerns with safety, accessibility and the requirement for County
residents to pick up their mail from a superbox were discussed. The matter was referred
to the Rural Initiatives Committee for further investigation and any written complaints
received from residents from Central Elgin would be forwarded to the Committee for
review.
AMO with registration for "Heads of Council Training
2007, at the Westin Ottawa Hotel
7
to be held Sunday, August 19
Moya Greene, President and Chief Executive Officer, Canada Post Corporation
acknowledging Council's concerns regarding rural mail delivery in the County.
6
5
Wendell Graves, City Clerk, City of St. Thomas, with correspondence concerning a
proposed boundary adjustment between the City of St. Thomas and the Municipality of
Central Elgin.
Hon. John Gerretsen, Minister of Municipal Affairs and Housing, notifying stakeholders
and municipalities the effective date of January 1, 2008 for the remaining sections of
the Municipal Statute Law Amendment Act, 2006, which were delayed to allow time for
development of policies and appointment of a meeting investigator by municipalities
4
William Day, City Treasurer, City of St.
St. Thomas Connects Portal transfer.
3
County Council
Thomas
4
with a reSOlution regarding the Elgln-
June
12.2007
Carried
THAT By-Law No. 07-18 "A By-Law to Confirm Proceedings of the Municipal Council of
the Corporation of the County of Elgin at the June 1 ih, 2007 Meeting" be read a first and
second time.
Moved by Councillor Habkirk
Seconded by Councillor Menn
Carried
THAT By-Law No. 07-17 be read a third time and finally passed
Moved by Councillor Hofhuis
Seconded by Councillor Marks
Carried
THAT By-Law No. 07-17 "A By-Law to Execute an Agreement Under the Asset
Management Program (AMP) Project of the Canada-Ontario Municipal Rural Infrastructure
Fund (COMRIF) Initiative.
Moved by Councillor Mennill
Seconded by Councillor Mcintyre
Carried
THAT By-Law No. 07-16 be read a third time and finally passed
Moved by Councillor Wilson
Seconded by Councillor Menn
Carried
THAT By-Law No. 07-16 "Being a By-Law to Amend By-Law No. 06-02, Adopting a Plan of
County Road Improvement and Establishing a County Road System in the County of
Elgin" be read a first and second time.
Moved by Councillor Warwick
Seconded by Councillor Hofhuis
BY-LAWS
Carried
THAT we do adopt recommendations of the Committee Of The Whole Counci
Moved by Councillor Mcintyre
Seconded by Councillor Vowe
Carried
THAT we do now
Moved by Councillor Marks
Seconded by Councillor Menn
rise without reporting
Mr.
Steve Gibson attended at 10:55 a.m
and left at 11
27a.m
Carried
THAT we do now proceed in a Closed Meeting to discuss a potential disposition of land
and advice that is subject to solicitor-client privilege regarding a negotiating strategy on a
property matter.
Moved by Councillor Mcintyre
Seconded by Councillor Marks
County Council
5
June
12.2007
County Council 6 June 12, 2007
Moved by Councillor Mcintyre
Seconded by Councillor Warwick
THAT By-Law No. 07-18 be read a third time and finally passed
- Carried,
Moved by Councillor Mennill
Seconded by Councillor Habkirk
THAT we do now adjourn at 11 :29 AM. to meet again on June 26,2007 at 9:00 AM.
Carried
~
Mark G. McDonald,
Chief Administrative Officer.