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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