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December 13, 2007 Minute St. St. Thomas-Elgin General Hospital - 1 Thomas-Elgin Public Art Centre - 1 appointee appointee Social/Entertainment -2 appointees Rural Initiatives - 3 appointees Elgin County Museum - 1 appointee Elgin St. Thomas Public Health - 3 appointees County of Elgin Economic Development & Tourism Advisory Committee (CEEDTAC) - Warden plus 1 appointee Dispute Resolution - Warden and 2 appointees Warden Hofhuis Councillor Acre Warden Hofhuis Councillor Habkirk Councillor Mennill Councillor Habkirk Councillor Mcintyre Councillor Vowel Councillor Wilson Councillor Mcintyre Councillor Warwick Councillor Wilson Councillor Marks Councillor Mennill Councillor Marks Warden Hofhuis THAT Moved by Councillor Marks Seconded by Councillor Wilson the following appointments to boards and committees for 2008 be confirmed Warden Hofhuis presented her recommendations for appointment to Boards, Committees and Associations for 2008. COMMITTEE APPOINTMENTS Warden Hofhuis took the Declaration of Office, administered by the Chief Administrative Officer. The Warden left the room, was gowned and re-entered the Council Chambers, where she was officially presented with the Chain of Office, the Lord Elgin Watch and the Gavel of Office, by Immediate Past Warden Lynn Acre. Warden Hofhuis delivered her Inaugural Address to Council, thanked them for their support, and outlined the items of interest and importance for consideration in the Year 2008. Carried Unanimously. THAT Sylvia Hofhuis be appointed as Warden for Moved by Councillor Habkirk Seconded by Councillor Mcintyre Elgin County Council for the Year 2008. The Chief Administrative Officer explained that since the position for Warden remains uncontested, the normal election procedures would be dispensed with, as prescribed by by-law, and that a resolution appointing Councillor Hofhuis to the position of Warden would be in order. APPOINTMENT BY RESOLUTION The Chief Administrative Officer asked members of Council wishing to run for the Office of Warden to please stand. Councillor Hofhuis offered her candidacy for the position of Warden of Elgin County for the Year 2008. ELECTION OF WARDEN The Chief Administrative Officer called the meeting to order and welcomed al attendance to the Annual Warden's Election n The Elgin County Council met this day at the Administration Building, 450 Sunset St. Thomas, at 7:00 P.M., as required by by-law. Drive Tuesday, December 11 COUNTY COUNCIL 2007 THAT the report from the County Solicitor on the Coroner's Inquest for dated December 4, 2007, be received and filed; and, Moved by Councillor Wilson Seconded by Councillor Vowel Mr. Michael Hipson Mr. Steve Gibson, County Solicitor, attended at 9:04 a.m. to present the recommendations from the Coroner's Inquest for Mr. Michael Hipson. The affected parties have one year after the official verdict is issued by the Chief Coroner to implement recommendations. Council discussed a review of the entire County Road operational system and checks and balances for reporting road maintenance. DELEGATIONS None DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF- Carried THAT Moved by Councillor Mcintyre Seconded by Councillor Marks the minutes of the meeting held on November 27. 2007 be adopted Warden Hofhuis welcomed everyone to Council Chambers. Warden Hofhuis in the Chair. The Elgin County Council met this day at the Administration Building, at 9:00 a.m accordance with recess, with all members present. in Thursday, December 13. 2007 COUNTY COUNCIL Carried THAT we do now recess Moved by Councillor Marks Seconded by Councillor Habkirk (7 16 p.m.) to meet again on December 13. 2007 at 9:00 a.m Warden Hofhuis invited all those in attendance to the Warden's Reception, following recess, in the County Administration Building lower level. Warden Hofhuis spoke to the considerable efforts of Immediate Past her term of office in 2007 and thanked her on behalf of Council. Warden Acre during OTHER BUSINESS Carried Unanimously. THAT Warden Hofhuis be re-appointed as the Council appointee to the Joint Elgin Accessibility Advisory Committee. Elgin/Centra and Tillsonburg District Memorial Hospital - Waste Management/Liaison Councillor Acre Committee of the Whole Council County Council 1 appointee 2 December 13, 2007 Council took at break at 10:23 a.m. and reconvened at 10:37 a.m Warden Hofhuis thanked the delegation for the presentation and Mr. Alderman Campbell left at 10:23 a.m de la Penotiere and Carried Unanimously. THAT THAT the Corporation of the County of Elgin encourages the Province of Ontario to maintain the Elgin County Court House as a functioning Court facility in its present location, and supports the City of St. Thomas in its efforts to accomplish this goal; and the County's constituent municipalities be encouraged to support this endeavour. Moved by Councillor Marks Seconded by Councillor Menn Mr. Bob de la Penotiere and City of St. Thomas Alderman Gord Campbell attended at 10:02 a.m. to update Council on efforts to keep the court facilities at the current Elgin County Court House. Alderman Campbell noted the Province of Ontario has approached various landholders in the City of St. Thomas to solicit interest for construction of a new court facility even though the City of St. Thomas has offered to maintain the Court facilities and lease the building to the Province. Mr. de la Penotiere presented a petition to maintain the court operations in the Elgin County Court House, which is being circulated throughout Elgin County for signatures. Hopefully, an open house would be held at the Court House on the weekend between Christmas and New Year's. Warden Hofhuis thanked the delegation for attending and Mr. Vendrig left at 10:02 a.m Carried THAT the report on the Global Vision Economic Mission presented by Mr. be received and filed Moved by Councillor Acre Seconded by Councillor Menn Tucker Vend rig Mr. Tucker Vendrig attended at 9:50 a.m. to present an update on the Global Vision Economic Mission. Mr. Vend rig thanked Council for its generous donation provided to him to travel to the various countries as an ambassador for Elgin County and presented slides depicting the learning skills and personal growth acquired from this experience. Warden Hofhuis thanked Mr. Gibson for his informative presentation and the delegation left Council Chambers at 9:50 a.m Carried The correspondence from Mr. Steve Gibson, Solicitor for the County of Elgin, concerning Committee Membership Term Limits be received and filed Moved by Councillor Mcintyre Seconded by Councillor Marks Warden Hofhuis noted that as Mr. Gibson had provided a detailed opinion on term limits applicable to Councillors who are appointed to various outside committees and boards, a formal presentation would not be required. Carried Unanimously. THAT staff be directed to report on options to address the recommendations emanating from the inquest including any other recommendations that may improve the County Road System. County Council 3 December 13, 2007 THAT a by-law appointing Mr. John Maddox (JGM Consulting) Investigator for the County of Elgin be adopted; and, Moved by Councillor Mcintyre Seconded by Councillor Acre as Closed Meeting Council discussed the merits of charging a relatively low fee for investigations. Staff explained that the fee suggested of $25.00 was a balance between remaining open and accountable to the public and to discourage frivolous complaints. Fee for Closed Meetin ations - Manaaer of Admmistrative Services Carried THAT THAT the Warden and the Chief Administrative Officer be authorized to enter into an agreement with the Regional Municipality of Durham to provide POA collection services for defaulted fines; and, the above be subject to review and approval by the County's solicitor. THAT staff report back to Council on the outcome of negotiations regarding the minimum fee for collections as requested in the draft agreement; and, Moved by Councillor Marks Seconded by Councillor Warwick Collections A reement with the Reaion of Durham - Director of Financial Services Carried THAT the report titled Budget Comparison to October 31,2007, dated November 21 from the Director of Financial Services be received and filed Moved by Councillor Mcintyre Seconded by Councillor Menn 2007, arison to October 31 2007 - Director of Financial Services THAT the Municipality of West Elgin be requested to the status of the assessment on this property. Carried THAT a by-law be prepared; and to keep the County of Elgin apprised as THAT this ratio shall apply to taxation as of the effective date of the first supplementary or omitted assessment notice on the property; and THAT Council approve a tax ratio of one and, Moved by Councillor Warwick Seconded by Councillor Acre (1) for the West Lorne Heritage Homes project; West Lome Herita e Homes - Director of Financial Services REPORTS Carried THAT we do now move Into Committee Of The Whole Council Moved by Councillor Acre Seconded by Councillor Mennill County Council 4 December 13, 2007 Carried THAT the report entitled "Ambulance Call Information Request" dated November 29,2007 from the Ambulance and Emergency Management Co-ordinator be received and filed. Moved by Councillor Vowel Seconded by Councillor Mcintyre Councillor Warwick handed out a spreadsheet detailing the type of ambulance calls and areas of usage from 2004 to 2007 and commented that a triage type system should be in place to evaluate type of calls and reduce expenditures. Staff was directed to investigate a better screening process that may be used in other jurisdictions and report back to Council. Ambulance Cal Coordinator nformation Reauest - Ambulance & Emer Carried THAT the report "Schedule of Council Meetings for 2008" dated November 19, 2007 from the Manager of Administrative Services, be adopted Moved by Councillor Mcintyre Seconded by Councillor Marks Schedule of Council Meetinas for 2008 - Manaaer of Admmistrative Services Carried THAT the Policy for Accountability and Transparency of the Actions of the Council and its Administrative Staff policy, as amended, respecting the manner in which the municipality will endeavour to ensure that it is accountable to the public for its actions and that its actions are transparent to the public, be adopted. Moved by Councillor Mennill Seconded by Councillor Acre Carried THAT the Policy for Accountability and Transparency of the Actions of the Council and Administrative Staff be amended by deleting the second and third bullet points under Clause #3 "Policy Statement". Moved by Councillor Warwick Seconded by Councillor Marks its A Policv for Accountabili Administrative Staff - Mana and its Carried THAT the Policy for Municipal Closed Meeting Investigator be adopted THAT THAT in the event that the closed meeting investigator concludes that either an item discussed in a closed meeting ought not to have been discussed in such closed meeting or that Council did not act in accordance with its Procedural By-Law, then the administrative/ processing fee shall be refunded to the submitting Complainant; and further, the County's Fees and Charges by-law be amended accordingly; and THAT an administrative/processing fee of $25.00 be charged meeting investigations; and, County Council 5 to complainants for closed December 13, 2007 Carried THAT the road infrastructure deficit be considered during deliberations. Moved by Councillor Warwick Seconded by Councillor Wilson the 2008 composite budget Staff noted areas where improvements are required and the significant costs involved to make the improvements. Much discussion ensued and Council directed staff to bring back the previous reports on the road needs study and on road rationalizations prior to budget considerations. The State of the Road Infrastructure - Director of En Services Carried THAT the necessary by-law be prepared THAT all associated costs be borne by THAT the request from the Municipality of Dutton/Dunwich Miller Road at John Street be approved: and, the Municipality of DuttonlDunwich and Moved by Councillor Vowel Seconded by Councillor Acre to Install a four-way stop on Reauest to Instal Infrastructure Four at Miller Road. Dutton - Manaaer of Road Carried THAT the amended Human Resources Policies 9.40 Approval Procedure and 9.110 Other Leaves with or without Pay be approved. Moved by Councillor Habkirk Seconded by Councillor Mennill roval Procedure and 9.110 Leaves of Absence A Carried roval - Director of THAT the report "Summer Student Subsidy Reimbursement" dated December 13, 2007 from the Human Resources Assistant be received and filed. Moved by Councillor Mcintyre Seconded by Councillor Wilson Summer Student Subsid Reimbursement - Human Resources Assistant Carried THAT the report entitled "London Employee Assistance Consortium" dated November 29 2007 from the Payroll and Benefits Coordinator be received and filed Moved by Councillor Acre Seconded by Councillor Marks London Em County Council lovee Assistance Consortium 6 LEAC) - Pa roll & Benefits Coordinator December 13, 2007 The following recommendation was adopted respecting Correspondence Item #4 THAT the 2008 membership renewal approved for payment. Carried Moved by Councillor Mcintyre Seconded by Councillor Wilson to the Association of Municipalities of Ontario be The following recommendation was adopted respecting Correspondence Item #3 Carried THAT Correspondence Moved by Councillor Marks Seconded by Councillor Warwick Item #2 received and filed The following recommendation was adopted respecting Correspondence Item #2 Carried THAT Moved by Councillor Habkirk Seconded by Councillor Vowel the invoice for the AMO OMERS Support Fund for 2008 be approved for payment. The following recommendation was adopted respecting Correspondence Item #1 Township of West Lincoln, Planning Department, requesting support for its concerns against the proposed changes to the Regulatory Framework for Non-Agricultural Source Materials, and said support to be forwarded to the MOE and OMAFRA. 4. Association of Municipalities of Ontario with 2008 membership Invoice for $3,783.60 3 Janice Willett, MD, FRCSC, President, Ontario Medical Association, requesting support from Council for a ban on smoking in cars transporting children 2 Pat Vanini, Executive Director, Association of Municipalities of Ontario, with invoice for AMO OMERS Support Fund for 2008. 1 Items for Consideration CORRESPONDENCE Carried THAT all costs to transfer the 27 foot widening from the Township of Southwold to the County of Elgin be borne by the Township of Southwold THAT all costs to transfer the properties from the County of Elgin to Southwold be borne by the County of Elgin; and also, the Township of THAT a 27 foot widening where Ford Road intersects Wellington Road be transferred from the Township of Southwold to the County of Elgin and, THAT the County of Elgin transfer portions of Ford Road under the ownership of the County of Elgin to the Township of Southwold described by Property Identifier Numbers 35167-0184 (LT), 35168-0211 (LT) and 3516000242 (LT); and, Moved by Councillor Mcintyre Seconded by Councillor Acre WellinQton Road and Ford Road - Director of En County Council 7 Services December 13, 2007 THAT Correspondence for Consideration Item #4 from the Township of West Lincoln, Planning Department, requesting support for its concerns against the proposed changes to Moved by Councillor Wilson Seconded by Councillor Marks Uraencv - Councillor Wilson requested consideration to reconsider Consideration Item #4 from the Township of West Lincoln None Correspondence for Motion The Director of Engineering services noted a public meeting had been held regarding plans for Talbot Line and formal letters would most likely be forthcoming Councillor Mcintyre advised that Mr. Don Ciparis has filled the position as the County's Acting Tree Commissioner and asked staff to review options for the position. Councillor Mcintyre commented on the exemplary conduct and efforts of Engineering Staff at the Hipson Inquest Hearing. Statements/In Members OTHER BUSINESS Carried THAT Correspondence Moved by Councillor Marks Seconded by Councillor Menn Items #1-7 be received and filed Thank you card from the Hennessey Family. 7. Debbie Zimmerman, Chair, MPAC Board of Directors, with update on the Municipal Property Assessment Corporation's activities for 2007. 6 Hon. Jim Watson, Minister of Municipal Affairs and Housing, introducing himself and presenting an update on the Provincial-Municipal Fiscal and Service Delivery Review. 5 Nancie J. Irving, Clerk, Town of Aylmer, supporting the County's resolution regarding the appointment of John Maddox as Meeting Investigator for a one-year term and charging a $25.00 application fee upon submission of a request for investigation. 4. OGRAlROMA 2008 Conference, Registration Form and Conference and Companion Program highlights. 3 Kevin Ramchandar, MD, President, Professional Associations of Interns and Residents of Ontario and Brad Sinclair, Executive Director, HealthForce Ontario, Marketing and Recruitment Agency, with an update on the transfer of operations of HFOJobs to the Health ForceOntario Marketing and Recruitment Agency. 2 Lorrie Minshall, Director, Source Protection Program, Lake Erie Source Protection Authority, c/o Grand River Conservation Authority, announcing the members of the Lake Erie Region Source Protection Committee and advising of the inaugural meeting to be held on Thursday, December 20, 2007. 1 Items for nformation (Consent AQenda Carried THAT Correspondence Moved by Councillor Warwick Seconded by Councillor Marks Item # 4 be received and filed County Council 8 December 13, 2007 Counci Long-Term Care Homes Marg Harder Gloria Hiddink Mary Jenken Phyllis Maertens Sandra Tapsell Marg Ashton Barbara Gammon Marjorie Gibson Carolyn Howey Anna Young Karen Johnson Michele Harris Joan Lale Tammy Payne Susan Shackelton Katherine Sheeller Tina Teichroeb Patricia Vandevenne Francine Vankoughnett Rejeanne Allaire Andrea DeNeire Amy Doolittle Marjorie Ford Kelly Griffin Luci Lyons Mary Jane Palmer Sheri Willcocks Lisa Zinkan reconvened at 1 08 p.m. with a Members present except 30 years 30 years 30 years 30 years 30 years 25 years 25 years 25 years 25 years 25 years 20 years 15 years 15 years 15 years 15 years 15 years 15 years 15 years 15 years 10 years 10 years 1 0 years 1 0 years 10 years 10 years 10 years 10 years 10 years Elgin Manor Elgin Manor Terrace Lodge Terrace Lodge Elgin Manor Elgin Manor Elgin Manor Bobier Villa Elgin Manor Bobier Villa Terrace Lodge Terrace Lodge Terrace Lodge Bobier Villa Terrace Lodge Terrace Lodge Terrace Lodge Bobier Villa Elgin Manor Bobier Villa Terrace Lodge Terrace Lodge Terrace Lodge Elgin Manor Bobier Villa Elgin Manor Bobier Villa Bobier Villa Councillor Warwick. Human Resources Dorothy Schaap Gail Driscoll Emily Finch Deanna Hindley Susan Morrell Jane Grass 20 years 20 years 20 years 20 years 20 years 10 years Dutton Port Stanley/Shedden Main Office Aylmer Bayham/Port BurwellNienna Cultural Services Administrative Services Council recessed at 11 :58 a.m. for lunch, at which Long Service Awards were presented by Warden Hofhuis to the following: Sandra Heffren 30 years Carried THAT Item for Consideration #4 from Township of West linCOln be supported and any motion contrary to this one be and is hereby rescinded. Moved by Councillor Wilson Seconded by Councillor Marks Councillor Wilson noted that the Township of Malahide had very undesirable materials deposited in agricultural areas in their municipality without prior consultation and requested the correspondence be supported. Carried the Regulatory Framework for Non-Agricultural Source Materials, and resolutions of support be forwarded to the MOE and OMAFRA, which was previously received and filed be reconsidered County Council 9 December 13, 2007 Carried THAT By-Law No. 07-41 "Being a By-Law to Authorize Tax Exemption in Respect of a Municipal Capital Facility Pursuant to Section 110 of the Municipal Act" be read a first, second and third time and finally passed this 13th day of December 2007. Moved by Councillor Marks Seconded by Councillor Acre Carried THAT By-Law No. 07-40 "A By-Law to Amend By-Law No. 07-22 to Provide a Schedule of Services and Activities Subject to Fees and Charges by the County of Elgin" be read a first, second and third time and finally passed this 13th day of December 2007. Moved by Councillor Habkirk Seconded by Councillor Mcintyre Carried THAT By-Law No. 07-39 "Being a By-law to Establish a Policy Respecting the Accountability and Transparency of the Actions of the Council and Its Administrative Staff' be read a first, second and third time and finally passed this 13th day of December 2007. Moved by Councillor Mennill Seconded by Councillor Wilson Carried THAT By-Law No. 07-38 "Being a By-Law to Appoint JGM Consulting as the Investigator Pursuant to Sections 8, 9, 10 and 239.1 of the Municipal Act, 2001, S.O. 2001, C.25, as Amended" be read a first, second and third time and finally passed this 13th day of December 2007. Moved by Councillor Marks Seconded by Councillor Acre BY-LAWS Carried THAT we do now adopt the recommendations of the Committee Of The Whole Council Moved by Councillor Mcintyre Seconded by Councillor Marks A staff direction was provided holiday matter. to the Director of Human Resources regarding a public Carried THAT we do now Moved by Councillor Acre Seconded by Councillor Habkirk rise without reporting Carried THAT we do now proceed in a Closed Meeting to discuss labour relations holidays Moved by Councillor Vowel Seconded by Councillor Menn regarding public County Council 10 December 13, 2007 County Council 11 December 13, 2007 Moved by Councillor Marks Seconded by Councillor Acre THAT By-Law No. 07-42 "Being a By-Law to Authorize the Warden and the Treasurer to Borrow Up to the Sum of Fifteen Million Dollars" be read a first, second and third time and finally passed this 13th day of December 2007. - Carried. Moved by Councillor Mcintyre Seconded by Councillor Mennill THAT By-Law No. 07-43 "A By-Law to Authorize the Removal of Part of Ford Road, as Described on Schedule "A", from the County of Elgin Highway System, and Further to Authorize the Warden and the Chief Administrative Officer to Execute a Transfer/Deed of Land of such Highway in Favour of the Corporation of the Township of Southwold as a Lower-Tier Highway" be read a first, second and third time and finally passed this 13th day of December 2007. - Carried Moved by Councillor Wilson Seconded by Councillor Acre THAT By-Law No. 07-44 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the December 11th and 13th, 2007 Meeting" be read a first, second and third time and finally passed this 13th day of December 2007. - Carried Move by Councillor Mcintyre Seconded by Councillor Vowel THAT we do now adjourn at 1 :24 p.m. to meet again on January 22,2008 at 9:00 a.m Carried nald, Chief Administrative Officer.