March 25, 2008 Minutes
WHEREAS representatives of municipalities in Brant, Elgin, Middlesex, Norfolk and
Oxford, have been exploring a regional partnership over the past year to develop
community transition strategies for the economic growth and diversification of the region in
collaboration with provincial and federal representatives, BE IT THEREFORE RESOLVED;
Moved by Councillor Habkirk
Seconded by Councillor Acre
The Manager of Economic Development and Tourism Services noted that funding would be
sought from combined sources.
South Central Ontario ReQion (SCORI - ManaQer of Economic Development &
Tourism Services
Reports
Carried
THAT we do now proceed in Committee Of The Whole Council
Moved by Councillor Marks
Seconded by Councillor Mcintyre
Carried
THAT the 2008 St. Thomas-Elgin Ontario Works Operating Budget Update presented by
the Director of St. Thomas-Elgin Ontario Works be received and filed.
Moved by Councillor Acre
Seconded by Councillor Habkirk
Ms. Sandra Datars Bere, Director of Ontario Works and Social Housing, St. Thomas-Elgin
Ontario Works, attended at 9:00 a.m. to present the 2008 Ontario Works Operating
Budget. Ms. Datars Bere noted a reduction in costs for 2008 from the 2007 budget,
although the figures are still being finalized with the Province and revised numbers would
be forwarded shortly. More reductions would be realized over the next few years as the
Province takes over 100% of benefit costs, however case loads are growing and
administrative costs are expected to rise. Warden Hofhuis thanked Ms. Datars Bere for
the presentation and the delegation left at 9:11 a.m
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 February
12.2008 be adopted
Warden Hofhuis in the Chair.
The Elgin County CounCil met this day at the Administration Building, at 9:00 a.m
accordance with adjournment, with all members present.
in
Tuesday, March 25. 2008
COUNTY COUNCIL
THAT, in response to the recommendations from the Hipson Inquest and the desire to
review the road maintenance system after ten years of operation, County Council
authorize and direct that a comprehensive review of the County's road maintenance
system be conducted; and
Moved by Councillor Mcintyre
Seconded by Councillor Wilson
Ju
Recommendations from
the H
uest - Chief Admmistrative Officer
Council took a break at 10:02 and reconvened at 10
13 a.m
Carried
THAT a meeting be convened with the Lower-Tier Councils and staff to which a professional
planner would be invited to discuss this matter more completely.
THAT the report entitled "County Land Use Planning" dated March 6. 2008
Administrative Officer be deferred; and
Moved by Councillor Warwick
Seconded by Councillor Menn
from
the Chief
Council discussed the report in detail and deferred the matter pending an information
meeting being convened with the Lower-Tier Administrators to discuss the initiative more
fully.
Coun
Land Use Plannm
- Chief Admmistrative Officer
Carried
THAT the Chief Administrative Officer and/or the Deputy County Clerk be authorized to
sign grant applications and contracts for Tourism Services summer students on an annual
basis beginning in 2008.
THAT on an annual basis the level of staffing of tourist information booths be at the
discretion of the Manager of Economic Development and Tourism Services in consultation
with the Director of Human Resources; and,
THAT the hiring of temporary summer students to staff tourist information booths be
recognized as part of the regular operational and staffing component of the Economic
Development and Tourism Services department as described in the report entitled
"Tourism Summer Students" dated February 26, 2008, from the Manager of Economic
Development and Tourism Services; and,
Moved by Councillor Habkirk
Seconded by Councillor Menn
Tourism Summer Students - Manaaer of Economic Development & Tourism Services
Carried Unanimously.
THAT the report entitled "South Central Ontario Region (SCOR)", dated March 6,2008,
from the Manager of Economic Development and Tourism Services, be forwarded to Elgin
County's lower-tier municipalities for information purposes.
THAT the County of Elgin (and municipal staff) provide support to the initiatives within
existing staffing levels; and,
THAT the County of Elgin provide seed funding of $5,000.00 from the Economic
Development and Tourism Services budget towards the initiatives contained therein
and
THAT the County of Elgin endorse the recommendations contained in the South Central
Ontario Region (SCOR) action plan; and
County Council
2
March 25, 2008
County Council 3 March 25, 2008
THAT, concurrently, a capital needs study be commissioned and
THAT the County Solicitor be engaged as lead manager of the projects; and further,
THAT the cost of these studies, including those of the County Solicitor, be allocated to the
Millrate Stabilization Reserve; and,
THAT the County Solicitor report to Council at appropriate junctures during the review
process.
- Carried.
Execulink 911 Aareement - Ambulance & Emeraency Manaaement Coordinator
Moved by Councillor Habkirk
Seconded by Councillor Mennill
THAT the Warden and the Chief Administrative Officer be authorized and directed to sign
an Agreement for Provision of E9-1-1 Emergency Calling Service with Execulink Telecom
commencing on the date of signing of the parties and expiring on September 1, 2011.
- Carried.
Reauest for Evacuation Site - Ambulance & Emeraency Manaaement Coordinator
Moved by Councillor Marks
Seconded by Councillor Mcintyre
THAT Council consents to Thames EMS for the additional use of the Ambulance Base
premises located at 31 Shaw Valley Drive as an emergency evacuation site for the Forest
Ave. Child Care Centre's specific needs; and,
THAT the Liability and Indemnity Clauses in the Lease Agreement are in force and effect
with regard to this use and the County shall not be liable or responsible in any way for any
injury of any kind as a result of this use.
- Carried.
"Volunteer Elain" Annual Event - County of Elain Homes Participation - Director of
Senior Services Terrace Lodae. Manaaer of Proarams and Therapy Services
Moved by Councillor Mennill
Seconded by Councillor Vowel
THAT the report entitled "Volunteer Elgin" Annual Event - County of Elgin Homes
Participation", dated March 6, 2008, from the Director of Senior Services, Terrace Lodge,
be received and filed.
- Carried.
Budaet Comparison to December 31. 2007 - Director of Financial Services
Moved by Councillor Acre
Seconded by Councillor Marks
THAT the report entitled "Budget Comparison to December 31, 2007", dated March 11,
2008, from the Director of Financial Services be received and filed.
- Carried.
Appropriate Level of Unreserved Fund Balance - Director of Financial Services
Moved by Councillor Wilson
Seconded by Councillor Warwick
THAT staff be directed to develop a Reserve Policy to be presented to Council later in 2008.
Carried
Further, it recognizes the historical association of the Regiment with the County of Elgin
and the debt the County and Canada owe to those sacrifices so willingly and unhesitatingly
made in the cause of freedom.
THAT the County of Elgin hereby confers upon 31 Combat Engineer Regiment (The
Elgins) "Freedom of the County"; and the Right to march throughout the County of Elgin
with bayonets fixed, drums beating and Colours flying in perpetuity. This privilege is
granted in grateful recognition of the special trust earned as a result of long and faithfu
service in South Africa, Italy, North-West Europe, the Balkans, the Middle East, and
Afghanistan by 31 Combat Engineer Regiment (The Elgins) and its predecessors.
Moved by Councillor Habkirk
Seconded by Councillor Wilson
The Manager of Cultural Services advised that Lord Elgin wi
however, the Minister of Defence is unable to attend
be attending the event,
Freedom of the Coun
date - ManaQer of Cultura
Services
Carried
THAT this partnership be reviewed by staff on an annual basis with any change In status
reported to County Council
THAT the County of Elgin enter into a collaborative partnership with "The Arts & Cookery
Bank...A Community Heritage Centre" in West Lorne through the provision of in-kind
support in the areas of economic development, tourism, marketing and heritage
interpretation; and,
Moved by Councillor Warwick
Seconded by Councillor Vowel
Collaborative Partnershi - The Arts & Cooke Bank - Manaaer of Cultural
Services. Manaaer of Economic Development and Tourism Services
Carried
THAT the Semi-Annual Information Report - Contract Awards (July 1,2007 to December
31, 2007), and Direct Negotiation Expenditures Report dated July 1, 2007 to December
31, 2007 from the Purchasing Co-ordinator be received and filed
Moved by Councillor Mennill
Seconded by Councillor Habkirk
Council discussed placement of an expenditure over $100,000 on the Schedule of
Expenditures up to $100,000 and staff will ensure expenditures over $100,000 are placed
on the appropriate Schedule to avoid confusion
Semi Annual Information Report - Contract Awards (July 1. 2007 to December 31. 2007
and Direct Neaotiation Expenditures (Jan. to Dec. 2007\ - Purchasin Co-ordinator
Carried
THAT the Treasurer's Statement of Remuneration and Expenses - County Council;
Treasurer's Statement of Remuneration and Expenses - Outside Boards; and Statement
of Convention Expenses be received and filed.
Moved by Councillor Marks
Seconded by Councillor Mcintyre
Treasurer's Statement of Remuneration and Expenses - Coun Counci
Treasurer's Statement of Remuneration and Expenses - Outside Boards
of Convention Expenses - Director of Financial Services
Statement
County Council
4
March 25, 2008
Carried
THAT the negotiated renewal rate adjustment with Manulife Financial for the County of
Elgin and the Elgin Member Municipalities, effective April 1 , 2008, be approved.
Moved by Councillor Warwick
Seconded by Councillor Habkirk
Annual Benefit Renewal 2008 - Payrol
Resources
& Benefits Coordinator
Director of Human
Carried
THAT Ms. Lynda Hunter (representing the lODE) and Mrs. Leta West (representing the
museums of Elgin County) be appointed to the Elgin County Museum Advisory Committee
for a three-year tenm beginning in 2008.
Moved by Councillor Habkirk
Seconded by Councillor Mcintyre
ointees - ManaQer of Cultural Services. Curator of
Carried
THAT
THAT $18,000 be allocated to purchase a coloured photocopier/fax/scanner for the Library
Administration Office in 2009; and,
the funds be drawn from
the Library Reserve.
THAT $28,000 be allocated to fund the Library Promotions Coordinator position from
January 1, 2009 to September 5, 2009; and,
THAT $13,000 be allocated to fund the Library Promotions Coordinator position from
September 5, 2008 to December 31, 2008; and,
Moved by Councillor Mennill
Seconded by Councillor Marks
Cultural Services Grant Fundin
of Cultural Services
Carried
THAT
THAT the Human Resources Department proceed with developing a contract for a Library
Promotions Coordinator position from September 5, 2008 to September 5, 2009; and,
the position assists with re-designing County Departmental web pages.
Moved by Councillor Mcintyre
Seconded by Councillor Vowel
Libra
Promotions Coordinator - ManaQer of Cultural Services
Carried
THAT a reception be held at the Elgin County Administration Building on that afternoon in
honour of this occasion with members of County Council attending in full County dress with
funds drawn from Cultural Services 2008 budget
THAT "Freedom of the County of Elgin" be granted to the 31
(The Elgins) on Saturday, April 19th, 2008; and,
Combat
Engineer
Regiment
This Freedom is to be exercised in memory of all ranks who served and earned for their
comrades and the soldiers who stand in their places, the honours now secured to them by
their fellow citizens and here recorded; and
County Council
5
March 25, 2008
Carried
THAT the report "Accident Review on County of Elgin Roads - 2006" dated February
2008, from the Director of Engineering Services be received and filed
Moved by Councillor Marks
Seconded by Councillor Menn
12
Accident Review on Coun
Services
n Roads - 2006 - Director of En
Carried
THAT the report "Road Master Plan" dated February 27,2008, from
Engineering Services be received and filed.
Moved by Councillor Wilson
Seconded by Councillor Mcintyre
the Director of
Road Master Plan - Director of En
Services
Carried
THAT the report entitled "Mill Creek Culvert - Sparta" dated March 7, 2008
Manager of Road Infrastructure be received and filed
THAT the funding for the replacement of the Mill
$300,000) be added to the 2008 Capital Budget;
from
Creek Culvert - Sparta (approximately
and,
the
Moved by Councillor Warwick
Seconded by Councillor Marks
The Manager of Road Infrastructure noted that the Buck's Bridge deck replacement
scheduled for 2008 would need to be deferred to 2009 unless more funds were added
the capital budget, to allow for the repairs to the Mill Creek Culvert.
to
Mill Creek Culvert - Sparta - Manaaer of Road Infrastructure
Carried
THAT the Warden and the Chief Administrative Officer be directed and authorized to enter
into an agreement with Henry Heyink Construction Limited to complete the rehabilitation of
Talbot Line, County Road #3, from Dunborough Road to McPherson Road - Contract
#6200-06-03.
THAT Henry Heyink Construction Limited be selected for the supply of all labour, material
and equipment required for the Rehabilitation of Talbot Line at the quoted price of
$2,091,600.00 (including taxes); and,
Moved by Councillor Warwick
Seconded by Councillor Acre
Capital Proiect - Talbot Line Rehabilitation Contract #6200-06-03 - Construction
TechnoloQist. Purchasin Co-Ordinator
Carried
THAT as salaries continue to increase annually, coverage's for Life Insurance, Long Term
Disability and Accidental Death and Dismemberment Insurance be increased
automatically as well.
Moved by Councillor Marks
Seconded by Councillor Vowel
Life and Accidental Death and Dismemberment
Benefits Coordinator. Director of Human Resources
County Council
6
roll &
March 25, 2008
Carried
THAT we do now
Moved by Councillor Marks
Seconded by Councillor Vowel
rise at 2:39 p.m
and report.
Mr.
Mr. Tom Gazda of Gazda, Houlne & Associates Inc. attended
a report on compensation for non-union staff and Council.
Gazda left
the meeting at 2:38 p.m
the meeting and presented
Staff was excused except for Director of Human Resources and Chief Administrative
Officer at 1 :16 p.m. Staff returned to Council Chambers at 2:35 p.m
Carried
THAT we do proceed in a Closed Meeting at 1 :00 p.m. in accordance with the Municipal
Act Section 240(2)(b) personal matters about an identifiable individual, regarding a tenant
lease matters, and under Section 240(2)(d) labour relations or employee negotiations
regarding a compensation and organization presentation, and negotiations with Ontario
Nurses Association.
Moved by Councillor Vowel
Seconded by Councillor Habkirk
Council recessed at 12
18 p.m
and reconvened at 1
00 p.m
Carried
THAT the report "2008 IT Plans" dated March 25, 2008
Technology be received and filed.
Moved by Councillor Habkirk
Seconded by Councillor Mcintyre
from
the Director of Information
2008 IT Plans - Director of
nformation Technolo
Carried
THAT the report "Highway #3 Planning Study - Update" dated March 6. 2008
Director of Engineering Services be received and filed
Moved by Councillor Marks
Seconded by Councillor Wilson
from
the
Councillors agreed to meet on April 1 at 12:00 noon, to discuss a unified approach
regarding the study, prior to meeting with the Province at 1 :00 p.m
H
#3 Plannm
date - Director of En
Services
Carried
THAT the Warden and the Chief Administrative Officer be authorized and directed to sign
the Municipal Infrastructure Agreements.
THAT the Municipal Infrastructure Agreement be endorsed and forwarded to the
municipalities for their execution; and,
Moved by Councillor Habkirk
Seconded by Councillor Mcintyre
Municipal Infrastructure A
County Council
reement - Director of En
7
Services
March 25, 2008
Louise Gartshore, City Clerk, City of Woodstock, with a resolution requesting the
Province of Ontario to eliminate tax capping and replace it with an equitable system
based on current value assessment.
5
Pam Gilroy, Regional Clerk, Niagara Region, with a resolution calling on the Federal
Government to amend Bill C-22 to provide Ontarians with their fair share of seats in
the House of Commons.
4
Town of Milton, with a resolution recommending the Ontario Minister of Natural
Resources review the role of security deposits for pit/quarry rehabilitation, reinstate
the security deposits and review the role and effectiveness of OSSGA and TOARC in
promoting rehabilitation.
3
Warden John Oosterhof, Chair, Western Ontario Wardens' Caucus, requesting
support of former WOWC Chair, Warden Jim Burns' resolution petitioning the
Province of Ontario to provide compensating revenue to municipalities that have
been negatively impacted by the transition from the Farm Tax Rebate Program to the
agricultural property tax rate reduction program.
2.
Natalie Garnett, Clerk, Township of Galway-Cavendish & Harvey, with a resolution
petitioning the Government of Canada and Province of Ontario to ban ownership of
handguns.
1
Correspondence for Consideration
Correspondence
THAT staff keep County Council apprised on
agreement.
Carried
the progress of bargaining for a new collective
THAT the suggested negotiations mandate for the Ontario Nurses Association Included in
the confidential report dated March 25, 2008 be supported: and
Moved by Councillor Vowel
Seconded by Councillor Menn
Carried
THAT the lease start on March 1,2008 for a one-year term at a lease payment of $14.25
per square foot per year (annual payment of $2,094.75 plus GST)
THAT the Warden and the Chief Administrative Officer be authorized and directed to sign
a Lease Agreement with Mind Over Matter Hypnosis for Room 301-2 in the County
Administration Building; and,
Moved by Councillor Acre
Seconded by Councillor Habkirk
Carried
THAT, in order to remain competitive in the market place, County Council supports the
recommendations presented by Mr. Tom Gazda in the confidential document known as
"County of Elgin Survey of 2006 Compensation and Organization of Selected Ontario
Municipalities" effective January 1, 2008.
Moved by Councillor Marks
Seconded by Councillor Mcintyre
Staff was directed to carry out Council's instructions regarding a confidential lease
extension for a further two months with a tenant in the Administration Building
Staff Direction
County Council
8
March 25, 2008
Jayne Carman, Clerk, County of Brant;
Warden Albert Bannister, County of Middlesex;
Dianne Wilson, Deputy Clerk, Municipality of Central Elgin
R. Millard, CAO.lClerk, Township of Malahide;
Denise McLeod, Deputy Clerk, Township of Southwold;
Wendell Graves, City Clerk, City of St. Thomas;
Norma I. Bryant, Clerk, Municipality of West Elgin;
Ken Whiteford, CAO.lClerk, Oxford County;
with resolutions of support for the brief to the Ministers of Energy and Agriculture
Food and Rural Affairs respecting the proposed IGPC ethanol plant.
1
Items for
nformation
Consent A
Carried
THAT the Corporation of the County of Elgin supports the resolution of the Town of
Tecumseh requesting the Provincial and Federal Governments enter into an agreement for
delivering Ontario's share of the $64 million Municipal Rural Infrastructure Program top-up
funds and committing Ontario government to contribute its previously agreed-to matching
funds.
and
THAT the Corporation of the County of Elgin supports the resolution of the City of
Woodstock requesting the Province of Ontario to eliminate tax capping and replace
an equitable system based on current value assessment.
it
with
and
THAT the Corporation of the County of Elgin supports the resolution of the Niagara Region
calling on the Federal Government to amend Bill C-22 to provide Ontarians with their fair
share of seats in the House of Commons.
and
THAT the Corporation of the County of Elgin supports the resolution of the Town of Milton
recommending the Ontario Minister of Natural Resources review the role of security
deposits for pit/quarry rehabilitation, reinstate the security deposits and review the role and
effectiveness of OSSGA and TOARC in promoting rehabilitation.
and
THAT the Corporation of the County of Elgin supports the resolution from former Western
Ontario Wardens' Caucus Chair, Warden Jim Burns, petitioning the Province of Ontario to
provide compensating revenue to municipalities that have been negatively impacted by the
transition from the Farm Tax Rebate Program to the agricultural property tax rate reduction
program
Moved by Councillor Habkirk
Seconded by Councillor Marks
Carried
THAT Correspondence Item #1
Moved by Councillor Habkirk
Seconded by Councillor Warwick
be received and filed
The following recommendation was adopted respecting Correspondence
Laura Moy, Director Staff Services/Clerk, Town of Tecumseh, requesting the
Provincial and Federal Governments enter into an agreement for delivering Ontario's
share of the $64 million Municipal Rural Infrastructure Program top-up funds and
committing Ontario government to contribute its previously agreed-to matching funds
Items #1
6.
County Council
9
March 25, 2008
The Director of Financial Services reviewed the changes made by Council to the budget
today. Council discussed making reductions in some lines of the budget to reduce the
overall increase.
2008 Com
Services
Carried
THAT Correspondence Items #1-14 be received and filed
Moved by Councillor Habkirk
Seconded by Councillor Acre
13
14.
Minister of Finance and Minister of Municipal Affairs and Housing, with infonmation on
the 2008 Stable Funding Guarantee and the 2008 OMPF allocations for County of
Elgin.
AMO Member Communication ALERT:
Provincial Budget Surplus to Municipal
Partnership Fund Increased for 2008.
1) "Proposed Bill
nfrastructure"; 2)
would Direct 2007/08
"Ontario Municipal
Debra Bagshaw, commending Marg Emery and the Elgin Tourist Association on the
recently published 2008 Visit and Tour Guide
12
Jay C. Hope, Deputy Minister, Emergency Planning and Management, Ministry of
Community Safety and Correctional Services, acknowledging and commending the
County for its achievement in fulfilling the 2007 municipal requirements of the
Emergency Management and Civil Protection Act.
11
Rob Roberti, Associate Director, Macquarie Capital Funds, Erie Shores Wind Farm
Limited Partnership, announcing that Dennis Haggerty has joined Erie Shores Wind
Farm as a full-time Plant Manager.
10.
R. Millard, C.A.O.lClerk, Township of Malahide, with infonmation concerning the
timely dispatching of Ambulance Dispatch Services/Fire Services - First Response/
Police
9
Hon. David Caplan, Minister of Public Infrastructure Renewal, expressing concern
about recent federal decisions impacting the Canada-Ontario Municipal Rural
Infrastructure Fund (COMRIF).
8
M. Bourque, Executive Correspondence Officer, Office of the Prime Minister,
acknowledging Council's resolution pertaining to Canada's municipal infrastructure.
7
Hon. Chris Bentley, Attorney General, Province of Ontario, authorizing consent to the
County of Elgin to add collection agency commission rates to defaulted fines.
6.
Jennifer Reynaert, Director of Finance and Human Resources, Town of Aylmer with
copy of correspondence to 1) Cathy Bishop, Director of Cultural Services, thanking
her for assisting the Town with preparing for the OEB hearing; 2) Suzanne Edwards
thanking her for assistance to the Town with preparing for the OEB hearing.
5
A. Opalick, Executive Correspondence Officer, Office of the Prime Minister,
acknowledging Council's endorsement of the City of Waterloo's resolution concerning
chemical pesticides.
4.
Premier Dalton McGuinty, Premier of Ontario, acknowledging Council's support of
Durham Region's resolution regarding Employment Insurance benefits.
3
Luc Rouleau, Director, Ministerial Correspondence Secretariat, Canadian Heritage
acknowledging Council's support of the City of Waterloo's resolution regarding the
Canadian Broadcasting Corporation's request for federal funding to establish new
regional CBC radio stations.
2
County Council
10
March 25, 2008
Mark G. cuonald,
Chief Administrative Officer.
Carried
THAT we do now adjourn at 3:08 p.m
Moved by Councillor Marks
Seconded by Councillor Wilson
to meet again on April 8. 2008 at 9:00 a.m
Carried
THAT By-Law No. 08-07 "A By-Law to Confirm Proceedings of the Municipal Council of
the Corporation of the County of Elgin at the March 25th, 2008 Meeting" be read a first,
second and third time and finally passed.
Moved by Councillor Mcintyre
Seconded by Councillor Acre
Carried
THAT By-Law No. 08-06 "Being a By-Law to Provide for the Adoption of the 2008 Budget
of the Corporation of the County of Elgin and to Establish the 2008 Tax Rate, and to
Establish the 2008 Tax Rates for the County Constituent Municipalities" be read a first,
second and third time and finally passed.
Moved by Councillor Marks
Seconded by Councillor Menn
BY-LAWS
Carried
THAT we do now adopt the recommendations of the Committee Of The Whole Council
Moved by Councillor Marks
Seconded by Councillor Mcintyre
Matters of Ur
- None
Notice of Motion - None.
Councillor
Paris.
Habkirk advised that a meeting of the SCOR would be held on Apri
3, 2008 in
Statements/In
Members
OTHER BUSINESS
THAT any resolution contrary
to
- Carried
this one be and is hereby rescinded
THAT $200,000 from the expected 2007 surplus be allocated to the Mill Creek Culvert-
Sparta project, thereby resulting in the approval of the 2008 County Composite Budget at
an approximate increase of 5.5%; and
Moved by Councillor Mennill
Seconded by Councillor Marks
County Council
11
March 25, 2008