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January 22, 2008 Minutes Carried THAT the report "Marketing the Elgin County Library System" dated January from the Director of Cultural Services be received and filed Moved by Councillor Warwick Seconded by Councillor Acre 10.2008 Marketin System - Director of Cultural Services Carried THAT the report "CAW Request to Film", dated January 10. 2008 Emergency Management Coordinator be received and filed Moved by Councillor Acre Seconded by Councillor Mcintyre from the Ambulance & CAW Request to Film - Ambulance & Emer Carried Coordinator THAT the report "County Prosecutor Contract Renewal" dated January 8. 2008. from Manager of Administrative Services be received and filed. Moved by Councillor Wilson Seconded by Councillor Marks the Coun Prosecutor Contract Renewal - ManaCler of Administrative Services REPORTS Carried THAT we do now move into Committee Of The Whole Council Moved by Councillor Vowel Seconded by Councillor Mcintyre None. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF- the minutes of the meeting held on December 11 and 13, 2007 be adopted Carried. THAT Moved by Councillor Habkirk Seconded by Councillor Marks Warden Hofhuis in the Chair. The Elgin County Council met this day at the Administration Building, at 9:01 accordance with adjournment, with all members present. a.m in Tuesday, January 22. 2008 COUNTY COUNCIL Carried THAT staff be authorized to proceed with renovations to the John Kenneth Galbraith Reference Library-Dutton Public Library with an upset limit of $40,000 and with funds drawn from the Cultural Services Department's Ministry of Cultural funding Moved by Councillor Vowel Seconded by Councillor Acre Dutton Libra Services Renovations - Director of Cultural Services. ManaCler of Cultural Carried THAT the report entitled "Request for Students at Dutton and Port Stanley Libraries" dated December 12, 2007 from the Director of Cultural Services be referred to the 2008 budget deliberations. Moved by Councillor Warwick Seconded by Councillor Mennill Request for Students at Dutton and Port Stanle Services Libraries - Director of Cultural Carried THAT the report entitled "Request for Additional Staff Hours at the Aylmer Branch Library" dated December 12, 2007 from the Director of Cultural Services be referred to the 2008 budget deliberations Moved by Councillor Habkirk Seconded by Councillor Wilson Request for Additional Staff Hours at the Avlmer Branch Libra Cultural Services - Director of Carried THAT permission be granted for a sleepover event at the West Lorne Library on Friday, February 29, 2008 to Saturday, March 1, 2008 on a trial basis under the supervision of staff provided the participants receive signed consent from a parent or legal guardian prior to participating. Moved by Councillor Marks Seconded by Councillor Warwick Girls' Book Club Sleepover - West Lome Libra Director of Cultural Services Cultura Services Carried THAT Human Resources be authorized to proceed with job postings and recruitment under the terms of the agreement. THAT the Warden and Chief Administrative Officer be authorized to sign a contribution agreement with Human Resources and Social Development Canada for the purposes of employing two individuals for a 40 week period to work in Economic Development and Tourism Services and in the Elgin County Museum respectively at no direct cost to the County; and, Moved by Councillor Mcintyre Seconded by Councillor Wilson Job Creation Partnershi Positions - ManaCler of Economic Development and Tourism Services and ManaCler of Cultural Services County Council 2 January 22, 2008 Discussion ensued regarding a review of the policy for determining travel reimbursement as the Treasury Board Secretariat does not necessarily represent local economics. The consensus of Council was that the policy stands and no changes will be made at this time MileaCle Reimbursement - 2008 Director of Financial Services Carried THAT the amendments to the Asset Disposal Policy, dated January 22.2008, presented by the Director of Financial Services be approved Moved by Councillor Mcintyre Seconded by Councillor Habkirk Asset Disposal Polic - Purchasin Co-Ordinator Carried THAT the report "Sale of Surplus Items Report" dated January Director of Financial Services be received and filed Moved by Councillor Wilson Seconded by Councillor Acre 10.2008, presented by the Sale of Sur us Items - Purchasm Co-Ordinator THAT the report Electricity Review dated January Financial Services be received and filed. Carried Moved by Councillor Wilson Seconded by Councillor Marks 10. 2008, presented by the Director of Electricit Review - Purchasin Co-Ordinator Carried THAT the report "Homes 2008/2009 CMI Results" dated January 7,2008 Directors of Senior Services be received and filed. Moved by Councillor Mennill Seconded by Councillor Mcintyre from the Bobier Villa has requested a review of the Home's CMI Case Mix Index results shared rooms skews the CMI index. as spousa Homes 2008/2009 CMI Results - Directors of Senior Services. Bobier Villa. EI Manor and Terrace LodCle Carried n THAT the report "Annual Review" dated January Bobier Villa, be received and filed Moved by Councillor Marks Seconded by Councillor Acre 14.2008 from the Director of Homes Bobier Villa Annual Review - Director of Senior Services County Council 3 Bobier Villa January 22, 2008 Carried THAT the report "Chubb Insurance Company of Canada" dated January 22.2008, presented by the Director of Human Resources be received and filed Moved by Councillor Acre Seconded by Councillor Wilson Chubb Insurance Com an of Canada - Human Resources Coordinator Carried THAT the report "Budget Comparison - November 30,2007" dated January 8.2008 the Director of Financial Services be received and filed Moved by Councillor Mcintyre Seconded by Councillor Marks from arison - November 30. 2007 - Director of Financial Services Carried THAT the report "Leasing Arrangements" dated January 7.2008, from Financial Services be received and filed. Moved by Councillor Vowel Seconded by Councillor Menn the Director of Leasin ements - Director of Financial Services Carried THAT the report "Provincial Grant - Ambulance" dated January 7,2008 of Financial Services be received and filed Moved by Councillor Acre Seconded by Councillor Mcintyre from the Director Provincial Grant - Ambulance - Director of Financial Services Carried THAT the County of Elgin agree to support up to $5,000 towards the participation of Municipal Tax Equity Consultants in a large industrial assessment appeal in the Township of Southwold. Moved by Councillor Mcintyre Seconded by Councillor Acre Councillor Mcintyre discussed the large impact this appeal would have to both the Township of Southwold and the County. Councillors noted planning by municipalities for unforeseen appeals, as well as the impact to the County Levy which would affect all municipalities, if this appeal was won. Assessment Review Board eal - Director of Financial Services Carried THAT the report Mileage Reimbursement - 2008, dated December 12. 2007 Director of Financial Services be received and filed. Moved by Councillor Marks Seconded by Councillor Wilson from the County Council 4 January 22, 2008 THAT the report "2008 Proposed Capital Budget" of Financial Services be received and filed. Carried Moved by Councillor Warwick Seconded by Councillor Menni dated January 9. 2008 from the Director Councillor Wilson requested more Information on priorities and needs given the large infrastructure deficit. The Director of Financial Services reviewed the 2008 Capital Budget request of $6,450,328. Services Council took a break at 10:25 and reconvened at 10:38 a.m Carried THAT THAT a letter be forwarded to Steve Peters, M.P.P. thanking him for supporting this program and assisting municipalities with infrastructure needs; and further, the appropriate by-law be prepared THAT staff complete and submit an application to Infrastructure Ontario for the Municipal Infrastructure Investment Initiative (Mill) to rehabilitate Calton Line; and THAT the rehabilitation of Calton Line in the Municipality of Bayham is the County of Elgin's highest infrastructure priority; and, Moved by Councillor Acre Seconded by Councillor Wilson In response to questions from Council, the Director of Engineering Services explained technical engineering and safety rationale process used to determine the highest infrastructure priority when grants are announced. The importance to have engineering studies completed for infrastructure requirements to demonstrate the need for the grant when programs arise was emphasized. the Municipal Infrastructure Investment nitiative - Director of Carried THAT the upcoming renewal date be changed to November on an annual basis. THAT THAT the Excess Indemnity coverage and Occupational Accident amount of $72,267.12 be approved; and, the premium be funded from the WSIB Reserve Account; and Moved by Councillor Vowel Seconded by Councillor Habkirk coverage for 2008 in the The Director of Human Resources spoke to the difficulties encountered in receiving the renewal information too late for Council to consider prior to the end of the year. Staff was directed to alter the renewal date, if possible, to avoid this practice in the future. Excess Indemni Renewal 2008. Occupational Accident Insurance - Payroll & Benefits Coordinator County Council 5 January 22, 2008 Carried THAT the Corporation of the County of Elgin supports the resolution from North Grenville requesting the Provincial Government to commit 1/8th of the current 8% Provincial Sales Tax to municipalities to fund municipal infrastructure programs THAT the Corporation of the County of Elgin supports the resolution from the City of Waterloo requesting the Province of Ontario to fully exempt all Ontario municipalities from paying PST and that the savings realized be mandated to fund existing infrastructure renewal in local municipalities and calling on the Provincial and Federal governments to re-examine how municipalities are funded in regards to infrastructure and to provide long- term sustainable infrastructure funding programs; and, Moved by Councillor Habkirk Seconded by Councillor Mcintyre The following recommendation was adopted respecting Correspondence Items #3 and 6 Carried THAT the Corporation of the County of Elgin supports the resolution of the City of Owen Sound regarding the One Cent NOW! Campaign concerning funding gained from the reduction of the GST to be transferred to municipalities for infrastructure projects. Moved by Councillor Habkirk Seconded by Councillor Menn The following recommendation was adopted respecting Correspondence Item #2 Carried THAT Correspondence Moved by Councillor Habkirk Seconded by Councillor Mcintyre Item #1 be received and filed The following recommendation was adopted respecting Correspondence Item #1 6. Cahl Pominville, Clerk, North Grenville, with a resolution requesting the Provincial Government to commit 1/8th of the current 8% Provincial Sales Tax to municipalities to fund municipal infrastructure programs Pat M. Madill, Regional Clerk, Durham Region, with a resolution asking the Federal Government to revamp the criteria for Employment Insurance benefits to ensure that Ontario workers are eligible for benefits under the program 5 4 Federation of Canadian Municipalities with Susan Greatrix, City Clerk, City of Waterloo, with a resolution: 1) requesting the Province of Ontario to fully exempt all Ontario municipalities from paying PST and that the savings realized be mandated to fund existing infrastructure renewal in local municipalities; 2) calling on the Provincial and Federal governments to re-examine how municipalities are funded regarding infrastructure and to provide long-term sustainable infrastructure funding programs. the invoice for 2008 Membership. 3 Marion I. Koepke, City Clerk, City of Owen Sound, with a resolution supporting the One Cent NOW! Campaign concerning funding gained from the reduction of the GST to be transferred to municipalities for infrastructure projects. 2. Enza Cancilla, Manager, Public Affairs, Hydro One Networks Inc.. with an update on the Rodney Area Transformer Station. 1 Items for Consideration CORRESPONDENCE County Council 6 January 22, 2008 Hon. Dwight Duncan, Minister of Finance and the Hon. Jim Watson, Minister of Municipal Affairs and Housing, with memo concerning information regarding the Ontario Municipal Partnership Fund 2008 and the 2008 Stable Funding Guarantee Notice for the County of Elgin. 11 Norma I. Bryant, Clerk, Municipality of West Elgin; Denise McLeod, Deputy Clerk, Township of Southwold R. Millard, C.A.O.lClerk, Township of Malahide; supporting Council's resolution encouraging the Province of Ontario to maintain the Elgin County Court House as a functioning Court facility. 10 Nancie J. Irving, Clerk, Town of Aylmer, with copy of correspondence to the City of Waterloo supporting their resolution concerning cosmetic use of pesticides. 9. Tony Woolgar, Chief Executive Officer, South West Local Health Integration Network, announcing the approved new funding allocations for 2008/09. 8 William Shurish, Executive Director, Council for the grant of $2,000.00. 7. Quad County Support Services Hon. George Smitherman, Minister of Health and Long-Term Care, announcing increase to the 2008 planned grant funding for land ambulance. thanking County 6 the Association of Municipalities of Ontario, Member Communication ALERT, "House of Commons Motion calls for Permanent Federal Gas Tax Funding for Municipalities". 5 Premier Dalton McGuinty, Premier of Ontario, acknowledging Council's resolutions regarding 1) a tire rebate program and 2) pesticide use. 4. 3 Moya Greene, President, Norma I. Bryant, Clerk, Municipality of West Elgin; Ken Loveland, Clerk Treasurer Administrator, Municipality of DuttonlDunwich Lynda Millard, Clerk, Municipality of Bayham; supporting the County's resolution opposing the creation and installation of community mailboxes. Canada Post, concerning rural mail delivery. 2. Carllsenburg, President and Chief Administrative Officer, Municipal Property Assessment Corporation, with details of the 2008 funding requirements for MPAC. 1 Correspondence for nformation - (Consent AClenda Carried THAT the Corporation of the County of Elgin supports the resolution from Durham Region asking the Federal Government to revamp the criteria for Employment Insurance benefits to ensure that Ontario workers are eligible for benefits under the program Moved by Councillor Habkirk Seconded by Councillor Acre The following recommendation was adopted respecting Correspondence Item #5 Carried THAT the 2008 Membership Renewal to the Federation of Canadian Municipalities in the amount of $5,910.43 be approved for payment. Moved by Councillor Habkirk Seconded by Councillor Acre The following recommendation was adopted respecting Correspondence County Council 7 Item #4: January 22, 2008 Councillor Marks entered Council Chambers at 12:55 p.m Carried THAT we do proceed in a Closed Meeting to discuss labour relations or employee negotiations regarding Public Holidays; a Grievance Resolution; and Settlement Negotiations. Moved by Councillor Mcintyre Seconded by Councillor Habkirk Council reconvened at 12:46 p.m Council recessed at 11 lunch The Director of Cultural Services introduced library staff members Janet Given, Terri Vansevenant, Emily Finch, Colleen DeVos, Susan Lamont, and Marina Surette who worked on the materials for marketing the Elgin County Library System. The Director reviewed the promotional materials and showed a CD highlighting the services available at the County Libraries. Council expressed their appreciation for the efforts of staff in producing the informative materials. The materials will be promoted throughout the County and the CD would be available on the website as soon as can be accommodated Warden Hofhuis thanked the staff for their efforts and invited them to lunch with Council. 50a.m to tour the new Administrative Services Office and for DELEGATIONS Matters of Ur, - None Notice of Motion - None. Councillor Marks noted the Municipality of Central Elgin had a Road Needs Study prepared by a third party and suggested the County may wish to look into a study for its roads. Staff will discuss this project when they are reviewing the recommendations from the Hipson Inquest with the Solicitor. Warden Hofhuis offered her copy of Central Elgin's Road Needs Study for Councillors to review if they wished. Statementslln Members - OTHER BUSINESS Carried THAT Correspondence Moved by Councillor Habkirk Seconded by Councillor Marks Items #1-2 and 4-11 be received and filed Carried THAT Correspondence Moved by Councillor Wilson Seconded by Councillor Mcintyre Item #3 be referred to the Rural Initiatives Committee. - Regarding Correspondence Item #3, Councillor Wilson noted that municipalities have not received much co-operation from Canada Post regarding concerns over community mailboxes and requested this correspondence be referred to the Rural Initiatives Committee. County Council 8 January 22, 2008 Carried THAT By-Law No. 08-02 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the January 22nd, 2008 Meeting" be read a first, second and third time and finally passed this 22nd day of January 2008. Moved by Councillor Acre Seconded by Councillor Warwick Carried THAT By-Law No. 08-01 "A By-Law to Authorize the Submission of an Application to the Ontario Infrastructure Projects Corporation (OIPC) for Funding from the Municipal Infrastructure Investment Initiative for a New Eligible Capital Project of the Corporation of the County of Elgin (The Municipality) and to Approve the Expenditure of Funds on Said Eligible Capital Project" be read a first, second and third time and finally passed this 22nd day of January 2008. Moved by Councillor Wilson Seconded by Councillor Marks BY-LAWS Carried THAT we do now adopt the recommendations of the Committee Of The Whole Council Moved by Councillor Vowel Seconded by Councillor Warwick Councillor Mcintyre left Chambers at 1 32p.m to attend another meeting Carried Unanimously. THAT any resolution contrary THAT the confidential report entitled "Health Professional Recruiter - Another Option" dated January 18, 2008 be approved for implementation subject to the agreement of the funding partners; and, to this one be and is hereby rescinded Moved by Councillor Acre Seconded by Councillor Menn Carried THAT the resolve to a Human Resources matter regarding an Attendance Management issue at Terrace Lodge be accepted and endorsed THAT in keeping with recently negotiated letters of understanding, Family Day be observed by all County of Elgin employees on the third Monday of February; and, THAT the confidential report entitled 'Various Human Resources Matters" dated January 15, 2008 from the Director of Human Resources regarding the grievance settlement concerning a labour relations matter at Bobier Villa be accepted and endorsed; and, Moved by Councillor Marks Seconded by Councillor Habkirk Carried THAT we do now Moved by Councillor Marks Seconded by Councillor Menn rise and report. County Council 9 January 22, 2008 County Council 10 January 22, 2008 Moved by Councillor Marks Seconded by Councillor Vowel THAT we do now adjourn at 1 :33 p.m. to meet again on February 12, 2008 at 9:00 a.m Carried - Mar cDonald, uis, Chief Administrative Officer.