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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.