October 16, 2007 Minutes
Councillor Habkirk highlighted the report, commenting on promotion efforts of staff and
that museum volunteers seemed happy with the new premises.
E
Museum - Councillor Habkirk
THAT the annual report on activities of the St.
received and filed
Carried
Moved by Councillor Mcintyre
Seconded by Councillor Warwick
Thomas-Elgin Tourist
Association be
Councillor Mennill commented on the efforts of the Tourism Coordinator and highlighted
projects that the Association had undertaken
St.
Thomas-E
n Tourist
Association - Councillor Menn
REPORTS
Carried
THAT we do now move Into Committee Of The Whole Counci
Moved by Councillor Marks
Seconded by Councillor Mcintyre
Mr. Bryce Sibbick, Regional Manager, Frank Cowan Company Ltd., attended at 9:00 a.m.
to present the 2007-2008 Municipal Insurance Program. Mr. Sibbick noted the premiums
have reduced slightly, and if Council wished to increase the deductible on programs from
$10,000 to $25,000, a further premium reduction could be realized. Upon questioning from
Council, Mr. Sibbick advised that enhanced boiler coverage was included in the premium
The Warden thanked the delegation for attending and Mr. Sibbick left at 9:10 a.m.
DELEGATIONS
Councillors Hofhuis and Marks declared a conflict with regard to Closed Meeting Item #3
regarding a property matter at 450 Sunset Drive, as it may prejudice their position as a
Municipality of Central Elgin tenant in the building.
Councillors Vowel, Mcintyre and Wilson declared a conflict with regard to Closed Meeting
Item #4 regarding a property matter at 99 Edward Street, as it may prejudice their position
as a Council appointee on the Health Unit Board.
Councillor Vowel declared a conflict with regard to Closed Meeting Item #1 regarding a
temporary position in Financial Services as a family member might apply for the position
DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF -
Carried
THAT
Moved by Councillor Wilson
Seconded by Councillor Habkirk
the minutes of the meeting held on September 25. 2007 be adopted
Warden Acre In
The Elgin County Council met this day at the Administration Building, at 9:02 a.m
accordance with adjournment, with all members present
the Chair.
n
Tuesday, October 16. 2007
COUNTY COUNCIL
2008
Carried
THAT
THAT
the practice be changed effective January
the costs of providing
this changed practice be budgeted for
1
n 2008: and
THAT reasonable costs of medical support forms required by the County's third party
disability management provider be borne by the employee and reimbursed by the
department once supported by the adjudication process; and
Moved by Councillor Habkirk
Seconded by Councillor Mcintyre
Payment of Eli
Human Resources
for Absences and Sick Leave Pa
THAT the report titled "Budget Comparison - August 31, 2007" dated September 26. 2007
from the Director of Financial Services be received and filed.
Carried
ment Forms - Director of
Moved by Councillor Mennill
Seconded by Councillor Habkirk
Bud
THAT a certified copy of this resolution be forwarded to the Ministry of the Attorney
General requesting their consent to add the Council approved costs associated with the
use of collection agencies to the total amount owed by a defendant.
Carried
arison
Au
2007 - Director of Financial Services
THAT the Council for the Corporation of the County of Elgin endorses the current use of
collection agencies for the purpose of collection of defaulted POA fines, with commission
fees in the range of 10% to 45%; and
Moved by Councillor Hofhuis
Seconded by Councillor Vowel
Recove of Collection A
Financial Services
Commission Fees - Financial Analvst
D
rector of
Carried
THAT Frank Cowan Insurance Company Ltd. be selected to provide the General
Insurance and Risk Management Services Program commencing November 15, 2007 to
November 14,2008, for the proposed annual premium of $236,479 plus taxes, with an
option to renew up to and including an additional three-year term provided that the
premium increase, if any, does not exceed 10% of the previous year's insurance premium
exclusive of any program changes.
Moved by Councillor Habkirk
Seconded by Councillor Wilson
General Insurance and Risk Manaaement Services Pro
ordinator and Manaaer of Administrative Services
ram - Purchasin
Warden Acre reminded Councillors to set cell phones to vibrate so as not to disturb the
Council meeting
Co-
Carried
THAT
Moved by Councillor Mennill
Seconded by Councillor Marks
the annua
report on activities of the Elgin County Museum be received and filed
County Council
2
October
6,2007
THAT subject to approval of the County SOlicitor, the necessary agreement( s)
for execution; and further,
be prepared
THAT County Council supports, in principle, the various requests from the Dutton &
District Lions Non-Profit Housing Inc. regarding the construction of Caledonia II; and
Moved by Councillor Wilson
Seconded by Councillor Mcintyre
The Director of Engineering Services reported to Council that the Lions Club has
requested co-operation from the County on joint projects envisioned between Bobier Villa
and Caledonia II, when the building is being constructed. Discussion ensued as to why
these projects were not included in the funding application Staff advised that fine details
were not known when funding was being pursued.
Bobier Villa - Caledonia
Services Bobier Villa
-D
rector of En
Services. Director of Senior
Carried
THAT all affected by-laws be amended as they are reviewed
THAT Wellington Street
Moved by Councillor Hofhuis
Seconded by Councillor Mcintyre
n Port Burwel
County Road 42. be renumbered
to
142: and
Wellm
ton Street
Port Burwe
- Director of En
Services
THAT Spriet
replacement
taxes
Carried
Associates London Limited be selected to complete engineering services for
of the Black Bridge, at their total tendered price of $73,564.00 inclusive of
Moved by Councillor Wilson
Seconded by Councillor Warwick
Tender - Director of En
Services
Carried
THAT staff be directed to write the various landlords of premises leased by the County
requesting proof of compliance with Ontario Regulation 278/05 regarding asbestos.
Moved by Councillor Vowel
Seconded by Councillor MCintyre
Upon questions from Council, the Director of Engineering Services advised that the
wording in the Act states that if one knows asbestos is contained in buildings it must be
tested. New information is now available and Elgin Manor, being a fairly new building. wi
not require testing.
Asbestos ReaUlation 278/05 Update - Director of En
Services
Carried
THAT County Council approved the changes to the Human Resources Policies 5.60-
Short-Term Disability; 8.320 - Modified Work; 9.10 - Reporting & Records; and 9.120-
Return to Work
Moved by Councillor Marks
Seconded by Councillor Menn
Human Resources Policies 5.60. 8.320. 9.10. 9.120 - Human Resources Co-ordinator
County Counci
3
October 16, 2007
The Manager of Economic Development highlighted the report for Council. The Chief
Administrative Officer noted that the donation is not in support of a ferry service but for a
feasibility study to determine the feasibility of a ferry service. Councillors discussed the
need for a policy to be developed before allocating any funding for economic development
projects in the municipalities, the perceived competition between municipalities who also
have harbours, an infrastructure study of needs on Bayham roads, and the need for a
policy to provide guidelines when considering such a project.
Contribution Reauest -
Manaaer of Economic
Carried
THAT the report entitled "BizPal Business Permits and Licences" dated September 27,
2007 from the Manager of Economic Development and Tourism Services, be received for
information.
Moved by Councillor HofhUls
Seconded by Councillor Vowe
BizPal Busmess Permits and Licences - Manaaer of Economic Development
Carried
THAT the policy in the draft by-law respecting
duties be adopted, as amended
Moved by Councillor Habkirk
Seconded by Councillor Menn
the delegation of the Council's powers and
Council questioned the delegated signing authority for OMERS and was assured the
signing authority was for administrative matters only. The draft policy was amended to
include weed inspection services as a delegated power.
A Policv for the Deleaation of Councils Powers and Duties - Manaaer of
Administrative Services
Carried
THAT the policy detailed in the draft by-law
land by the Council be adopted
Moved by Councillor Hofhuis
Seconded by Councillor Mcintyre
respecting
the sale and other disposition of
A Polic
Services
for Sale and Other Disposition of Land - Manaaer of Admmlstrative
Carried
THAT the policy detailed in the draft by-law respecting the circumstances and manner
which the Council will provide notice to the public be adopted.
Moved by Councillor Mennill
Seconded by Councillor Marks
n
A POIICV for Provision of Notice to the Public - Manaaer of Admmistrative Services
Carried
THAT staff determine
County Counci
the most
logical location for access to
4
the Bobier
Villa
October 16, 2007
Council questioned whether the County would be required to continue the project once the
funding ends. The Director advised the information regarding this point was vague and
unclear. However, Council will have an opportunity to review the details of the project
when they become available
Health Human Resource Plannm Provincial Pilot Proiect - Demonstration Site
Partnershi - Director of Senior Services - Elain Manor
Carried
THAT the report "Elgin Manor and the Ontario Early Years Program" dated October 4
2007. from the Director of Senior Services for Elgin Manor, be received and filed
Moved by Councillor Hofhuis
Seconded by Councillor Marks
:5
E
n Manor and the Ontario Earl
n Manor
Years Pro
ram - Director of Senior Services -
Carried
THAT the report "Student VOlunteer Criminal Checks" dated September 26. 2007
Director of Cultural Services. be received and filed.
Moved by Councillor Habkirk
Seconded by Councillor Warwick
from
the
Student VOlunteer Crimmal Checks - Director of Cultural Services
Carried
THAT funds for this project be drawn from Ministry of Culture funding
Cultural Services Department with an upset limit of $15,000.
received by the
THAT the black and white photographs be reproduced in black and white and the coloured
photographs be reproduced in colour; and
THAT a new system for displaying County Council photographs be adopted under the
direction of the Manager of Cultural Services, with each year framed to a consistent size
and placed in the main hallway of the Administration Building; and,
Moved by Councillor Vowel
Seconded by Councillor Marks
The Manager of Cultura
for Council to view.
Services displayed a sample of the proposed photograph system
Council
Services
- Director of Cultural Services. Manaaer of Cultura
Counci
took a break at 10:36 a.m. and reconvened at 10:48 a.m
Carried Unanimously.
THAT the Manager of Economic Development and Tourism Services be directed to
develop a process and funding criteria to deal with requests of financial support involving
economic development initiatives impacting the region.
THAT the Council of the County of Elgin supports the economic development efforts of
both the Municipality of Bayham and the Municipality of Central Elgin to explore the
establishment of a cross-lake ferry between Ohio and Elgin County; and,
Moved by Councillor Wilson
Seconded by Councillor Mcintyre
County Council
5
October 16. 2007
Ken Loveland, Clerk-Treasurer, Administrator, Municipality of Dutton/Dunwich, with
the nomination of Brent Clutterbuck as the West Elgin, Dutton/Dunwich, Southwold
and County of Elgin municipal representative to the Thames-Sydenham Source
Water Protection Committee
2
Denise McLeod, Deputy Clerk, Township of Southwold, with the nomination of Brent
Clutterbuck as the West Elgin, Dutton/Dunwich, Southwold and County of Elgin
municipal representative to the Thames-Sydenham Source Water Protection
Committee.
1
Correspondence for Consideration
CORRESPONDENCE
Carried Unanimously.
That the necessary by-law be prepared
THAT the Warden and the Chief Administrative Officer be authorized and directed
the necessary agreement and documentation; and further,
THAT the County's composite budget for 2008 make provision for said fees
$4,600 plus an allowance for possible investigation[s]);
to sign
(estimated at
THAT Elgin County agrees to pay Mr. Maddox's retainer fee for each of the participating
lower-tier municipalities for the first year of the program and further,
THAT the Council of the County of Elgin appoint Mr. John Maddox as Closed Meeting
Investigator for a one-year term commencing on January 1, 2008 for the County of Elgin
and,
Moved by Councillor Habkirk
Seconded by Councillor Mcintyre
The Chief Administrative Officer highlighted the report for Council, emphasizing that the
downside to option one would be paying the $2500 retainer and not requiring the service
of the investigator. After one year, Council could reassess the appointment to determine
it wishes to continue in this manner. The County would also investigate the potential of
charging a fee to the person requesting an investigation into Closed Meeting proceedings
if
Closed Meetin
ator - Chief Admmistrative Officer
Carried
THAT upon the completion of successful negotiations, the Warden and the Chief
Administrative Officer be authorized to enter into a contract with Amtelecom Cable LP
THAT staff be directed to enter into negotiations with Amtelecom Cable LP for
broadband access in under serviced areas of the County of Elgin: and,
Moved by Councillor Habkirk
Seconded by Councillor Menn
mproved
Rural Broadband Proposal Acce
tance - D
rector of
nformation Technolo
Carried
THAT County Council support the participation of Elgin Manor, along with OANHSS and
several partner not-for-profit long-term care homes. as a demonstration site for the Health
Human Resource nursing strategy
THAT County Council support the continued participation of the Elgin County Homes In
nursing strategy provincial programs and
Moved by Councillor Habkirk
Seconded by Councillor Marks
County Council
6
October 16. 2007
5
Hon. Donna Cansfield, Minister of Transportation, with copy of correspondence to
Mayor Dennis Travale. County of Norfolk, concerning discussions with Mayors
Dr. John A. LaPorta, C.E.O., Thames Valley Children's Centre. with an update on the
successful conclusion of its expansion project.
4
Wendell Graves, City Clerk, City of St. Thomas, with a resolution from the City of St.
Thomas endorsing the two-year medical recruitment partnership with the County of
Elgin and the St. Thomas-Elgin General Hospital.
3
2
Douglas A. Maguire, Provincial Constable #5088, Coroner's Constable, advising that
the inquest into the death of Michael Hipson will commence on November 13, 2007 at
10:00 a.m. at the Best Western Stoneridge Inn.
Premier Dalton McGuinty, acknowledging Council's resolution concerning meters on
private residential wells
1
Items for
nformation (Consent
Carried
THAT Correspondence
Moved by Councillor Wilson
Seconded by Councillor Mcintyre
Item #4 be received and filed
The following recommendation was adopted
Councillor Hofhuis again advised Council that the Joint Elgin/Central Elgin Accessibility
Advisory Committee has had a difficult time recruiting people and encouraged Councillors
to forward names for membership on the Committee.
respecting Correspondence
Item #4
Carried
THAT the Corporation of the County of Elgin supports the resolution of the Joint Elgin/
Central Elgin Accessibility Advisory Committee concerning approval for an amendment to
the JAAC Terms of Reference regarding continuity of service, subject to concurrence by
the Council of the Municipality of Central Elgin.
Moved by Councillor Habkirk
Seconded by Councillor Wilson
The following recommendation was adopted
respecting Correspondence
Item #3
Carried
THAT Correspondence
Moved by Councillor Mcintyre
Seconded by Councillor Wilson
Items #1
2 and 5 be received and filed
The following recommendation was adopted
Donald N. Leitch, Chief Administrative Officer and Clerk, Municipality of Central Elgin
with the nomination of Lloyd Perrin as municipal representative on the Lake Erie
Region Source Protection Committee, Group 7.
respecting Correspondence
Items #1
2 and 5
5
Kyle Kruger, Administrator, Municipality of Bayham, seeking support and
endorsement from County Council in proceeding with their proposed feasibility and
impact study for the potential International Ferry Service at Port Burwell Harbour.
4
Jenny Phillips, Chair, Joint Elgin/Central Elgin Accessibility Advisory Committee,
requesting the Committee Terms of Reference be amended to include a continuity of
service clause.
3
County Counci
7
October 16, 2007
Council recessed for
unch at 11
Notice of Motion - None
Matters of Ur - None
51
a.m
and
reconvened at 12:30 p.m
Councillor Marks requested that the curbing being installed by the new gas station at Ron
McNeil Line be the rollover type and the Director of Engineering Services noted he would
meet on site to discuss the issue
The Director of Cultural Services updated Council on the progress of the Shedden Library
alterations and would be re-opening to the public this afternoon. All terms and conditions
for the re-opening have been met by Southwold Township and Councillor Mcintyre
thanked staff for their assistance
Councillor
HofhUls announced
that she would be
running for
Office of Warden for 2008
Councillors Wilson, Mcintyre and Warden Acre advised that a meeting has been
scheduled in Simcoe with ginseng producers for an alternative crop fact-finding and
information session
Councillor Wilson advised that the Rura nitiatives Committee is continuing with
discussions with Canada Post regarding rural postal delivery and the installation of super
boxes. Councillors discussed concerns with snow removal maintenance of the community
mail boxes and site safety issues
Councillor Habkirk advised that they he had received commitment from senior government
advisors to attend a meeting on October 26th regarding the need for funding economic
development to offset the financial losses suffered by the tobacco industry.
Councillor Mennill announced that a copy of the Warden's Banquet program was placed
on their desk and reminded Councillors to review and prepare for their role in the program
Statements/ln
Members
OTHER BUSINESS
Carried
THAT Correspondence
Moved by Councillor Marks
Seconded by Councillor MCintyre
Items #1-8 be received and filed
Regarding Correspondence Item #3, it was noted that the first meeting of the group had
been held and another is scheduled for early November. The City of St. Thomas would
again ask the St. Thomas-Elgin General Hospital to locate the recruitment professional at
that location and if the Hospital does not agree, then the City of St. Thomas would provide
space, payroll, administrative support and reporting supervision for the position.
Norma Bryant, Clerk, Municipality of West Elgin
appointment of a closed meeting investigator.
8
7
with a resolution of support for the
Denise McLeod, Deputy Clerk, Township of Southwold
for the appointment of a closed meeting investigator.
with a resolution of support
Deputy Attorney General, Murray Segal, acknowledging receipt of Council's letter
regarding court security funding and forwarding the letter to the Ministry of
Community Safety and Correctional Services for consideration
6
Trainer, Eddy, Molnar and Warden Acre at the AMO Conference concerning the
declining tobacco industry, highway network in the municipalities and the proposed
ambulance access onto Highway #3 in Aylmer.
County Council
8
October 16, 2007
THAT the lease start on February 1, 2008 and expires on January 31, 2013 with a lease
rate of $13.50 per square foot per year in year one (annual payment of $15,282.00, pll..lS
GST); lease rate of $13.75 per square foot per year in year two (annual payment of
$15,565.00, plus GST); lease rate of $14.00 per square foot per year in year three
(annual payment of $15,848.00, pll.J!~ii<sSjID; lease rate of $14.25 per square foot per year
in year four (annual payment of$16,131.00, 00, pll.J~($$T); and a lease rate of $14.50 per
THAT the Warden and the Chief Administrative Officer be authorized and directed to sign
a lease agreement with TOPIGS Canada Incorporated for Room 345 in the County
Administration Building and
Moved by Councillor MCintyre
Seconded by Councillor Marks
Carried
THAT
Moved by Councillor Wilson
Seconded by Councillor Habkirk
the confidential report on 450 Sunset
Drive and White's Station be received and filed
A staff direction regarding a negotiation matter at
99 Edward Street
was issued
Carried
THAT the Director of Human Resources proceed with hiring a temporary employee for
Financial Services.
Moved by Councillor Marks
Seconded by Councillor Menn
Carried
THAT we now
Moved by Councillor Hofhuis
Seconded by Councillor Warwick
rise at 1
50 p.m. and report
Staff except for the Chief Administrative Officer, the Director of Human Resources and
Director of Long-Term Care Homes at Bobier Villa were excused at 1 :09 p.m
the
Councillors Hofhuis and Marks
Councillors Hofhuis and Marks, having previously declared a conflict regarding a property
matter at 450 Sunset Drive. left the Council Chambers at 12:43 p.m
returned
to
the Council Chambers at 12:58 p.m
Councillors Mcintyre. Vowel and Wilson
returned
to the Council Chambers at 12:43 p.m
Councillors Mcintyre, Vowel and Wilson, having previously declared a conflict regarding a
property matter at 99 Edward Street, left the Council Chambers at 12:36 p.m
Councillor Vowel, having previously declared a conflict regarding a temporary position In
Financial Services, left the Council Chambers at 12:33 p.m
Carried
THAT we do now proceed in a Closed Meeting at 12:31 p.m. to discuss the security of the
property of the municipality at 99 Edward Street and at 450 Sunset Drive and persona
matters about an identifiable individual at Bobier Villa
Moved by Councillor Warwick
Seconded by Councillor HofhUls
County Council
9
October 16. 2007
Carried
THAT By-Law No. 07-28 be read a third time and finally passed
Moved by Councillor Mcintyre
Seconded by Councillors Marks
Carried
THAT By-Law No. 07-28 "Being a By-Law to Establish a Policy Respecting the Delegation
of Minor Council Powers and Duties to Staff and Local Boards" be read a first and second
time
Moved by Councillor Marks
Seconded by Councillor Hofhuis
BY-LAWS
Carried
THAT we do now adopt the recommendations of the Committee Of The Whole Counci
Moved by Councillor Wilson
Seconded by Councillor Menn
THAT County Counci
confidential report on
Carried
endorses and supports the Human Resources plan Indicated
the Bobier Villa dated October 1,2007.
Moved by Councillor Marks
Seconded by Councillor Menn
n the
Carried
THAT the lease start on November 1,2007, for a one-year term, at
$14.00 per square foot, plus GST, (annual payment of $8,190.00).
a lease payment of
THAT the Warden and the Chief Administrative Officer be authorized and directed to sign a
lease agreement with Alzheimer Society of St. Thomas-Elgin for offices 229 and 234: and
and
THAT the lease start on November 1, 2007, for a three-year term, at a rate of: first year
$13.25 per square foot ($7,950.00 yearly payment, plus GST); second year $13.50 per
square foot ($8,100.00 yearly payment, plus GST); third year $13.75 per square foot
($8,250.00 yearly payment, plus GST).
THAT the Warden and the Chief Administrative Officer be authorized and directed
a lease agreement with Larry Craig for Suite #305; and
to sign
and
THAT the renovation costs shall be allocated from
Account.
square foot
also,
the Office Improvements Capita
per year
County Council
n
the final year (annual payment
10
of $16.414.0000, plus GST)
October 16, 2007
and
Mar a,
Chief Administrative Officer.
Carried
THAT we do now adjourn at 1
Moved by Councillor Marks
Seconded by Councillor Vowe
20 p.m
to meet again on November 13. 2007 at 9:00 AM
Carried
THAT By-Law No. 07-31
Moved by Councillor Hofhuis
Seconded by Councillor Wilson
be read a third
time and finally passed
Carried
THAT By-Law No. 07-31 "A By-Law to Confirm Proceedings of the Municipal Council of
the Corporation of the County of Elgin at the October 16, 2007 Meeting" be read a first and
second time.
Moved by Councillor Mennill
Seconded by Councillor Vowe
Carried
THAT By-Law No. 07-30 be read a
Moved by Councillor Mcintyre
Seconded by Councillor Marks
third time and finally passed
Carried
THAT By-Law No. 07-30 "Being a By-Law to Establish a Policy Respecting the Sale and
Other Disposition of Land and to Repeal By-Law No. 95-11" be read a first and second
time.
Moved by Councillor Habkirk
Seconded by Councillor Marks
Carried
THAT By-Law No. 07-29 be read a
Moved by Councillor Vowel
Seconded by Councillor Wilson
third time and finally passed
Carried
THAT By-Law No. 07-29 "Being a By-Law to Establish a Policy Respecting the
Circumstances and Manner in Which Notice will be Provided to the Public" be read a first
and second time.
Moved by Councillor Mennill
Seconded by Councillor HofhUls
County Council
11
October 16. 2007