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May 27, 2008 Minutes THAT the Through Highway By-Law No. 02-21 repealed; and, Moved by Councillor Mcintyre Seconded by Councillor Marks any by-law inconsistent with it be hereby Throu -Law - Director of En Services Carried THAT the report "Asbestos Management Update" dated May 6,2008, from the Director of Engineering Services and the Human Resources Co-ordinator be received and filed. Moved by Councillor Habkirk Seconded by Councillor Warwick date - Director of En Services. Human Carried THAT Human Resources Policy "Safe Use and Care of Scaffolds" be approved for implementation Moved by Councillor Habkirk Seconded by Councillor Menn Councillors requested illustrations be included in the policy or accompany each apparatus and suggested the Safety Council of Canada may have illustrations available that could be used Staff will ensure illustrations are included. Safe Use and Care of Scaffolds Policv - Human Resources Co-ordinator Reports Carried THAT we do now proceed in Committee Of The Whole Counci Moved by Councillor Mcintyre Seconded by Councillor Acre DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF- None Carried THAT Moved by Councillor Habkirk Seconded by Councillor Marks the minutes of the meeting held on May 13. 2008 be adopted Warden Hofhuis asked Council to stand in a Moment of Silence In memory of the passing of Melissa Lewis, Director of Seniors Services for Elgin Manor. Warden Hofhuis In the Chair. The Elgin County Council met this day at the Administration Building, at accordance with adjournment, with all members present. 9:00 a.m ., In Tuesday, May 27. 2008 COUNTY COUNCIL Carried THAT THAT the County of Elgin request the City of St. Thomas to direct their consultant to create an aerial photograph mosaic at a cost of $1 ,750: and, these costs be allocated from the Information Technologies Department budget. THAT the County of Elgin enter into a licence agreement with Teranet Enterprises to obtain digital Ontario parcel data for a five year term at an annual cost of $2,900; and THAT the Warden and the Chief Administrative Officer be authorized and directed to enter into an agreement with the City of St. Thomas to host digital property data and aerial photography and to make it accessible through the Internet on the C-Map web server annual service fee of $500; and, at an Moved by Councillor Habkirk Seconded by Councillor Mcintyre Teranet - Ontario Parcel Fabric Ma er of Road Infrastructure Carried THAT the tourism signage request from the Municipality of Bayham be referred back to staff for further investigation and discussion of other installation options with the Municipality of Bayham. Moved by Councillor Mcintyre Seconded by Councillor Marks Motion Lost. THAT the tourism signage request from the Municipality of Bayham be recognized as an exceptional circumstance and the current County of Elgin signage policy be waived to accommodate the installations. Moved by Councillor Warwick Seconded by Councillor Acre Councillor Acre indicated that the Municipality of Bayham has already purchased the tourism destination signs and, on behalf of the Municipality, requested County Council's consideration for an exception to the signage policy to allow the installation to proceed. Much discussion ensued regarding the pros and cons of authorizing an exception to the policy. Reauest for Tourism Si!maae Infrastructure Munici of Road Carried THAT these works form part of the Lyons Line Resurfacing project included in the 2008 Capital Budget. THAT the intersection sight line improvements be completed at the south west corner of Imperial Road and Lyons Line; and Moved by Councillor Wilson Seconded by Councillor Habkirk Lvons Line and 1m Infrastructure erial Road Intersection 1m rovement - Manaaer of Road Carried THAT County Council the necessary replacement by-law be prepared 2 May 27, 2008 Carried THAT THAT each year any surplus realized from the closing of capital projects be set aside to be utilized to fund future. one-time capital projects; and, the Capital Budget be Increased annually by 5% Moved by Councillor Habkirk Seconded by Councillor Vowel Annual ita - Director of Financial Services Carried THAT the report "Budget Comparison - March 31,2008" dated April 18, 2008. from Director of Financial Services be received and filed Moved by Councillor Mcintyre Seconded by Councillor Wilson the Bud arison March 31 2008 - Director of Financial Services Carried THAT, as long as the Procurement Policy is followed, Council authorizes staff to continue the partnership with ADT Security Services and Chubb Security Services for monitoring and maintaining the fire alarm panels on an ongoing basis, as long as the procurement policy is followed and performance and fees remain favourable. THAT the Warden and the Chief Administrative Officer be authorized and directed to sign an agreement with Chubb Security Services for monitoring and maintaining the fire alarm panels from July 1,2008 to June 30, 2013 for the County Administration Building and the Waste Water Treatment Plant; and also, THAT the Warden and the Chief Administrative Officer be authorized and directed to sign an agreement with ADT Security Services for monitoring and maintaining the fire alarm panels from July 1, 2008 to June 30, 2013 for Elgin Manor, Terrace Lodge and Bobier Villa; and, Moved by Councillor Mennill Seconded by Councillor Marks Monitorina of Fire Alarm Panels - Purchasin Services Co-Ordinator Director of En Carried THAT Moved by Councillor Vowel Seconded by Councillor Mcintyre the amendments to the County's Procurement Policy be approved Procurement Polic - Purchasin Co-Ordinator Carried THAT one 2008 F150XL be purchased for the County Tree CommissionerlWeed Inspector from St. Thomas Ford Lincoln Sales for the submitted price of $17,722.35 inclusive of all taxes, with funds allocated from the Capital- Vehicle Replacement fund. Moved by Councillor Marks Seconded by Councillor Wilson Tree CommissionerlWeed Inspector Leased Vehicle Manaaer of Administrative Services County Council 3 Purchasin Co-Ordinator May 27, 2008 THAT the Warden and the Chief Administrative Officer be authorized to sign an agreement between the Corporation of the County of Elgin, the Township of Malahide and the Town of Aylmer authorizing the connection to, and provision of, potable water, sewage and storm water services to the County-owned Terrace Lodge Ambulance Base; and, Moved by Councillor Mennill Seconded by Councillor Mcintyre reement for Services for Terrace Lodae Ambulance Base - Ambulance & Manaaement Coordinator Carried THAT the report "Bobier Villa's Annual Compliance Review" dated May Director of Senior Services, Bobier Villa be received filed. 14. 2008 from THAT the Warden, on behalf of Council, forward a letter to the staff of Bobier Villa congratulating them for their efforts on behalf of the residents and the County to ensure that Bobier Villa met all compliance standards; and, the Moved by Councillor Wilson Seconded by Councillor Marks Bobier Villa's Annual Com Villa iance Review - Director of Seniors Services Bobier Carried September to June: Tuesday to Saturday 10:00 a.m. - 4:00 p.m July and August: Tuesday to Sunday 10:00 a.m. - 4:00 p.m. THAT Moved by Councillor Habkirk Seconded by Councillor Warwick the Elgin County Museum's public hours be amended to the following schedule: Museum Hours of Operation - Director of Cultura Museum Services. Curator of EI Carried THAT staff proceed with installing County photographs In the hallways adjacent to Counci Chambers using artist's grade Velcro strips. Moved by Councillor Mennill Seconded by Councillor Acre Services. Director of Carried THAT the report entitled "Assistance to Municipalities - Assessment Appeals" be referred back to staff to examine using a minimum limit of $1 ,000,000 on total assessment and report back to Council. Moved by Councillor Habkirk Seconded by Councillor Wilson Assistance to Municipalities - Assessment A eals - Director of Financial Services Counci County Council took a break at 9:58 a.m. and reconvened at 10 4 15 a.m May 27, 2008 Pat Shantz, Administrative Assistant, Office of the Mayor/CAO, City of Stratford, with an invitation to Civic Night on June 26, 2008, for the Stratford Festival performance of "Cabaret". 4 Steve Peters, M.P.P., Elgin-Middlesex-London, with copy of correspondence to the Hon. Donna Cansfield, Minister of Natural Resources, concerning a Sparta resident's ongoing concern about erosion along the north shore of Lake Erie. 3 Peter Van Loan, Leader of the Government in the House of Commons and Minister for Democratic Reform, acknowledging Council's support of Niagara Region's resolution concerning Bill C-22, fair representation in the House of Commons. 2 Raven & Shaw, Chartered Accountants, with the Auditors' Report for the Elgin-St. Thomas Health Unit Financial Statements for the year Ended December 31, 2007. 1 Items for nformation Consent THAT the West Elgin Citizens' Group for behalf of the residents of Elgin County. Carried Unanimously. Rura THAT the Corporation of the County of Elgin supports the position of the West Elgin Citizens' Group for Rural Education regarding concerns that the Thames Valley District School Board is unfairly targeting rural schools for closure; and, Education be thanked for their efforts on Moved by Councillor Warwick Seconded by Councillor Marks The following recommendation was adopted respecting Correspondence Item #2 THAT a copy of this Advisory Committee Carried reSOlution be forwarded to the Joint Elgin/Central Elgin Accessibility THAT the Corporation of the County of Elgin supports the resolution from the City of Port Colborne seeking provincial funding to offset the financial burden imposed by O.Reg 429/07 (Accessibility Standards for Customer Service); and Moved by Councillor Acre Seconded by Councillor Habkirk The following recommendation was adopted respecting Correspondence Item #1 Norma Schnekenburger, Chair, West Elgin Citizens' Group for Rural Education, regarding concerns that the Thames Valley District School Board is unfairly targeting rural schools for closure 2 Dianne Wilson, Co-Secretary, Joint Elgin/Central Elgin Accessibility Advisory Committee, requesting support for the resolution from the City of Port Colborne seeking provincial funding to offset the financial burden imposed by O.Reg. 429/07 (Accessibility Standards for Customer Service). 1 Items for Consideration CORRESPONDENCE Carried THAT the $10,000 lump sum payment budget. County Council be acqUired from 5 the Ambulance Base Construction May 27, 2008 THAT By-Law No. 08-16 "Being a By-Law second and third time and finally passed Carried Moved by Councillor Habkirk Seconded by Councillor Wilson to Designate Through Highways" be read a first, Bv-Laws Carried THAT we do adopt the recommendations of the Committee Of The Whole Counci Moved by Councillor Mcintyre Seconded by Councillor Vowel Matters of Ur, - None. Notice of Motion - None. Councillor Mcintyre noted that the Museum needed better signage at the front of the Administration Building to direct visitors. County staff advised that this issue is being investigated. Warden Hofhuis announced that Mayor Barwick is joining Council for Emery will be recognized for her retirement from Tourism Services unch at The Chief Administrative Officer reminded Council of the Trash Talkin' Seminar, tentatively scheduled for September 24th and, in conjunction with the seminar, there is a possibility of a tour of the Green Lane facilities on September 25th. which Marg The Director of Seniors Services for Bobier Villa highlighted the Annual Resident Family Summer Meal events to be held at the three County Homes. and The Manager of Cultural Services noted that the Archives had co-sponsored an exhibition being held in June at the St. Thomas Elgin Public Art Centre by providing artefacts from the Alma College collection Councillor Mcintyre announced that he had attended the Agricultural Innovations Awards ceremony in Glencoe on May 16th at which three recipients from Elgin County, among others, received awards. He requested that Council recognize the Elgin recipients with a certificate at a future Council meeting The Warden reminded Councillors of the Planning Meeting on May 28th at 7:00 p.m. in the lunchroom/lounge and encouraged lower-tier and upper-tier Councils and staff to attend Warden Hofhuis thanked the many participants of the May 21st Emergency Exercise, noting that better communication methods are needed between the levels of government. Councillors thanked all who were involved in the event. Statements/In Members - OTHER BUSINESS Carried THAT Correspondence Moved by Councillor Habkirk Seconded by Councillor Menn Items #1-5 be received and filed Peggy Sattler, Chairperson, Thames Valley District School Board, acknowledging Council's support of the Municipality of Central Elgin's request to the Director of Education - TVDSB, to establish an Accommodation Review Committee to complete a study of the Westminster Central School and South Dorchester Public School. 5 County Council 6 May 27, 2008 Ma , Chief Administrative Officer. Carried THAT we do now adjourn at 11 Moved by Councillor Marks Seconded by Councillor Mcintyre 10 a.m to meet again on June 10,2008 at 9:00 a.m Carried THAT By-Law No. 08-17 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the May 27, 2008 Meeting" be read a first, second and third time and finally passed. Moved by Councillor Marks Seconded by Councillor Menn County Council 7 May 27, 2008