THE CORPORATION OF NORFOLK COUNTY COUNCIL-IN-COMMITTEE MEETING TUESDAY, APRIL 18, 2006 The following are the minutes of the Council-In-Committee Meeting held on Tuesday, April 18, 2006, at 5:00 p.m. in the Council Chambers, County Administration Building, 50 Colborne Street South, Simcoe, Ontario. MEMBERS PRESENT: ALSO PRESENT: Councillor Peter Black, Chair Mayor Rita Kalmbach Councillor Michael Columbus Councillor Roger Geysens Councillor C. H. Luke Councillor Dean Morrison Councillor Harold Sonnenberg Councillor John Wells Councillor Ted Whitworth Bill Allcock, County Manager Beverley Wood, Clerk/Manager of Council Services Cathy Balcomb, Deputy Clerk/Licensing Coordinator Eric D'Hondt, General Manager, Public Works & Environmental Services Department Denys Prevost, Fire Chief, Community Services Department Chris Baird, General Manager, Planning & Economic Development Services Department Frank Gelinas, General Manager, Corporate Services Department Kandy Webb, General Manager, Human Resources and Staff Development Services Department Patti Moore, General Manager, Health & Social Services Department Frank Sams, Manager, Recreation Services Division Steve Scheers, Superintendent, Forestry & Cemeteries Brent Wallace, Manager, Information Systems Services Division 1. DISCLOSURE OF A PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF None were reported.
Tuesday, April 18, 2006 Page 2 of 14 2. DEPUTATIONS AND RELATED REPORTS A) Honey Cornfoot, Sprucedale Youth Centre, Re: Volunteer Week in Norfolk County and the presentation of the Values Statement from the Canadian Code of Volunteer Involvement. Honey Cornfoot, President of NOVA (Network of Volunteers Association) and Sharon Judd, Leslie Kern and Keith Ashley, appeared before Committee to discuss Volunteer Week in Norfolk County and to present the Values Statement from the Canadian Code of Volunteer Involvement and ask that Council adopt this code. The Values Statements will be placed on the Council agenda of April 25 th for adoption. Chairman Black thanked Ms. Cornfoot for her deputation. No. 1: Moved by Councillor Luke THAT the Deputation of Honey Cornfoot, Sprucedale Youth Centre, regarding Volunteer Week in Norfolk County and the presentation of the Values Statement from the Canadian Code of Volunteer Involvement, be received as information. B) Jim Oliver, General Manager, Long Point Region Conservation Authority, Re: Presentation of 2005 LPRCA Annual Report. Jim Oliver, General Manager, Long Point Region Conservation Authority appeared before Committee to present of 2005 LPRCA Annual Report and respond to questions of Committee. Chairman Black thanked Mr. Oliver for his deputation. No. 2: Moved by Councillor Wells THAT the Deputation of Jim Oliver, General Manager, Long Point Region Conservation Authority, regarding presentation of the 2005 LPRCA Annual Report be received as information.
Tuesday, April 18, 2006 Page 3 of 14 2. DEPUTATIONS AND RELATED REPORTS (Cont d) C) Warren Burger and Evelyn Thomson, Community Living Access Support Services, Re: Request to fly the Flag at Governor Simcoe Square for the month of May. Warren Burger and Evelyn Thomson, Community Living Access Support Services, appeared before Committee to request to fly the Community Living Flag at Governor Simcoe Square for the month of May. Chairman Black thanked Mr. Burger and Ms Thomson for their deputation. No. 3: Moved by Councillor Columbus THAT the deputation of Warren Burger and Evelyn Thomson, Community Living Access Support Services be received and that Norfolk County Council grant the request to fly the Community Living Flag at Governor Simcoe Square for the month of May. D) Jim and Joe McManamy, Port Dover, Re: Property Standards Matter 13 Drayton Street, Port Dover. Mr. McManamy, Port Dover advised the Clerk that he is requesting a deferral for at least two weeks. No. 4: Moved by Mayor Kalmbach THAT Staff Report P.E.D. 06-49, Re: McManamy Property Clean-up Port Dover be deferred.
Tuesday, April 18, 2006 Page 4 of 14 3. HEALTH & SOCIAL SERVICES DEPARTMENT A) Staff Report H.S. 06-43, Re: Quarterly Statistical Report January, February and March 2006. Health & Social Services General Manager, Patti Moore, explained the report and answered questions of Committee. No. 5: Moved by Councillor Sonnenberg THAT Staff Report H.S. 06-43, Re: Quarterly Statistical Report January, February and March 2006 be received as information. B) Staff Report H.S. 06-44, Re: Quarterly Sanitary Conditions Report January, February and March 2006. Health & Social Services General Manager, Patti Moore, explained the report and answered questions of Committee. No. 6: Moved by Councillor Luke THAT Staff Report H.S. 06-44, Re: Quarterly Sanitary Conditions Report January, February and March 2006 be received as information. 4. HUMAN RESOURCES & STAFF DEVELOPMENT SERVICES DEPARTMENT
Tuesday, April 18, 2006 Page 5 of 14 5. CORPORATE SERVICES DEPARTMENT A) Staff Report C.R.S. 06-16, Re: 2006 Municipal Election. Corporate Services General Manager, Frank Gelinas explained the report and Clerk Bev Wood answered questions of Committee. No. 7: Moved by Mayor Kalmbach THAT Staff Report C.R.S. 06-16, Re: 2006 Municipal Election be received; AND FURTHER THAT the draft By-laws for Advance Poll Voting, Reduced Hours of Voting at Nursing Homes and the use of Optical Scanning Vote Tabulators for the 2006 Municipal Election of Norfolk County be presented to Council for adoption. B) Staff Report C.R.S. 06-15, Re: Automated Election Equipment System Proposals. Corporate Services General Manager, Frank Gelinas explained the report and answered questions of Committee. No. 8: Moved by Councillor Morrison THAT Staff Report C.R.S. 06-15, Re: Automated Election Equipment System Proposals be received; AND FURTHER THAT staff be authorized to proceed with the rental of automated election equipment and the tally & display software from Dominion Voting for use in the 2006 Municipal Election.
Tuesday, April 18, 2006 Page 6 of 14 5. CORPORATE SERVICES DEPARTMENT (Cont d) C) Staff Report C.R.S. 06-20, Re: Financial Transactions and Signing Authority. Corporate Services General Manager, Frank Gelinas explained the report and answered questions of Committee. No. 9: Moved by Mayor Kalmbach THAT Staff Report C.R.S. 06-20, Re: Financial Transactions and Signing Authority be received; AND FURTHER THAT Council adopt the Financial Transactions Signing Authority and Separation of Duties Policy CRS-52; AND FURTHER THAT Council adopt the Spending Authority Policy CRS 53 and the levels of delegated spending authority included therein with the addition of the following clause: THAT the Mayor of Norfolk County approve the expenses of the County Manager and vice versa ; AND FURTHER THAT a by-law be passed authorizing the delegation for the above listed spending authority. D) Staff Report C.R.S. 06-22, Re: Application for Taxi Cab Owners License - Zenon Korczak. Corporate Services General Manager, Frank Gelinas explained the report and answered questions of Committee. No. 10: Moved by Councillor Wells THAT Staff Report C.R.S. 06-22, Re: Application for Taxi Cab Owners License - Zenon Korczak be received; AND FURTHER THAT Council grant a new Taxicab Owners License to Zenon Korczak of Port Dover, subject o the fulfillment of the requirements of the Taxicab Licensing By-law 2003-32, as amended.
Tuesday, April 18, 2006 Page 7 of 14 6. PLANNING AND ECONOMIC DEVELOPMENT SERVICES DEPARTMENT 7. COMMUNITY SERVICES DEPARTMENT A) Staff Report C.S.D. 06-24, Re: Alternative Land Use Services (ALUS) Opportunities for Norfolk County Budget Amendment. Steve Scheers, Superintendent of Forestry and Cemeteries, explained the report and answered questions of Committee. No. 11: Moved by Councillor Morrison THAT Staff Report C.S.D. 06-24, Re: Alternative Land Use Services (ALUS) Opportunities for Norfolk County be received; AND FURTHER THAT Norfolk County, through the signature of the attached letter, notifies the ALUS Partnership Advisory Committee and its partners of Norfolk County s continued support of the ALUS concept and applications for funding the proposed pilot as well as the continued support of staff to assist within existing levels of administrative, technical and financial services; AND FURTHER THAT Community Services staff be authorized to support the implementation of the ALUS pilot administratively through the extension of existing services presently in place supporting the mandate of the Norfolk Land Stewardship Council; AND FURTHER THAT to facilitate the extension of these services, the Community Services Department be granted a budget amendment in the amount of or not to exceed $8,500, to hire a qualified post-secondary co-operative education business student, equivalent to 0.33 FTE, for 2006; AND FURTHER THAT Norfolk County support the ALUS Partnership Advisory Committee, in designing the opportunity to secure funding (i.e. HRDC funding) for the hiring of an administrative assistant, at a no net levy impact, to assist Norfolk County and Partnership Advisory Committee with facilitating administrative, technical and financial services for the ALUS pilot.
Tuesday, April 18, 2006 Page 8 of 14 7. COMMUNITY SERVICES DEPARTMENT (Cont d) B) Staff Report C.S.D. 06-25, Re: Joint Use Agreement Brant Haldimand Norfolk Catholic District School Board and Norfolk County. Frank Sams, Manager, Recreation Services explained the report and answered questions of Committee. No. 12: Moved by Councillor Geysens THAT Staff Report C.S.D. 06-25, Re: Joint Use Agreement Brant Haldimand Norfolk Catholic District School Board and Norfolk County be received; AND FURTHER THAT authorization be given to the Mayor and Clerk to execute the Joint Use Agreement between the Brant Haldimand Norfolk Catholic District School Board and Norfolk County. 8. PUBLIC WORKS & ENVIRONMENTAL SERVICES DEPARTMENT A) Staff Report P.W. 06-41, Re: No Parking Fire Routes 309/315 Cedar Street. Public Works & Environmental Services General Manager, Eric D'Hondt, explained the report and answered questions of Committee. No. 13: Moved by Councillor Sonnenberg THAT Staff Report P.W. 06-41, Re: No Parking Fire Routes 309/315 Cedar Street be received; AND FURTHER THAT the request from Reitter Management Corporation be received;
Tuesday, April 18, 2006 Page 9 of 14 8. PUBLIC WORKS & ENVIRONMENTAL SERVICES DEPARTMENT (Cont d) No. 13: (Cont d) A) Staff Report P.W. 06-41, Re: No Parking Fire Routes 309/315 Cedar Street. (Cont d) AND FURTHER THAT Schedule A to Norfolk County By-Law 2003 214 be amended to add the following: 3.1 Fire Routes Simcoe Location Area of Fire Routes 309 Cedar Street Along the east side of the building 315 Cedar Street Along the west side of the building B) Staff Report P.W. 06-42, Re: Petition to Legalize and Repair Outlet Pipe. Public Works & Environmental Services General Manager, Eric D'Hondt, explained the report and answered questions of Committee. No. 14: Moved by Councillor Morrison THAT Staff Report P.W. 06-42, Re: Petition to Legalize and Repair Outlet Pipe be received; AND FURTHER THAT the General Manager of Public Works & Environmental Services be authorized to retain the firm of Spriet Associates under Section 4(1) of the Drainage Act R.S.O. 1990 to establish a report for the new drainage system.
Tuesday, April 18, 2006 Page 10 of 14 8. PUBLIC WORKS & ENVIRONMENTAL SERVICES DEPARTMENT (Cont d) C) Staff Report P.W. 06-44, Re: Household Hazardous Waste Program 2006 Tender Results. Public Works & Environmental Services General Manager, Eric D'Hondt, explained the report and answered questions of Committee. No. 15: Moved by Councillor Luke THAT Staff Report P.W. 06-44, Re: Household Hazardous Waste Program 2006 Tender Results be received; AND FURTHER THAT the tender for the Household Hazardous Waste Collection Program for 2006, as outlined Contract No. PW-ES-06-02 be awarded to Hotz Environmental Services Inc. at the fixed administration costs of $12,600 (excluding GST) plus an estimated waste disposal cost of $40,480 (net of GST rebate); AND FURTHER THAT the total budget of $81,900 be approved as outlined in Report P.W. 06-44; AND FURTHER THAT fluorescent lamp lights be included in the Household Hazardous Waste Program as part of the list of materials collected from the households at the events. D) Staff Report P.W. 06-49, Re: Award of Contract No. PW-E-06-030 Hot Mix Paving - Budget Amendment Public Works & Environmental Services General Manager, Eric D'Hondt, explained the report and answered questions of Committee. No. 16: Moved by Councillor Morrison THAT Staff Report P.W. 06-49, Re: Award of Contract No. PW-E-06-030 Hot Mix Paving be received;
Tuesday, April 18, 2006 Page 11 of 14 8. PUBLIC WORKS & ENVIRONMENTAL SERVICES DEPARTMENT (Cont d) D) Staff Report P.W. 06-49, Re: Award of Contract No. PW-E-06-030 Hot Mix Paving - Budget Amendment. (Cont d) No. 16: (Cont d) AND FURTHER THAT a by-law be prepared authorizing the Mayor and Clerk/Manager of Council Services to execute a contract with the firm of Cayuga Materials & Construction Co. Ltd. for Contract No. PW-E-06-030 in the tendered amount of $402,850.55 (net of GST rebate); AND FURTHER THAT $14,000 for sidewalk replacement on County Road #9 be financed from the 2006 Capital Sidewalk Program; AND FURTHER THAT a further $29,600 for the County Road #1 project be financed from the Roadway Reconstruction Reserve. E) Staff Report P.W. 06-50, Re: Award of Contract PW-E-06-032 Reconstruction of Elm Park Drive & Inglewood Drive, Port Dover. Public Works & Environmental Services General Manager, Eric D'Hondt, explained the report and answered questions of Committee. No. 17: Moved by Councillor Wells THAT Staff Report P.W. 06-50, Re: Award of Contract PW-E-06-032 Reconstruction of Elm Park Drive & Inglewood Drive, Port Dover be received; AND FURTHER THAT a By-law be prepared authorizing the Mayor and Clerk/Manager of Council Services to execute a contract with the firm of Robert M. Simon Construction Ltd. for Contract No. PW-E-05-032, Reconstruction of Elm Park Drive and Inglewood Drive, Port Dover in the tendered amount of $455,309.06 net of G.S.T. rebate.
Tuesday, April 18, 2006 Page 12 of 14 8. PUBLIC WORKS & ENVIRONMENTAL SERVICES DEPARTMENT (Cont d) F) Staff Report P.W. 06-52, Re: Award of Contract PW-R-06-022 - Supply & Deliver Class 1 Aggregate. Public Works & Environmental Services General Manager, Eric D'Hondt, explained the report and answered questions of Committee. No. 18: Moved by Councillor Luke THAT Staff Report P.W. 06-52, Re: Award of Contract PW-R-06-022 - Supply & Deliver Class 1 Aggregate be received; AND FURTHER THAT Contract PW-R-06-022 for the supply and delivery of Class 1 aggregate be awarded to Norfolk Quarries Company, to Regional Road 45 Operations Facility at a price of $14,46 per tone (net of GST rebate), to Courtland Operations Facility at a price of $14.77 per tonne (net of GST rebate), to Central Operations Facility at a price of $14.21 per tonne (net of GST rebate), to Walsh Material Storage Dome at a price of $13.22 per tonne (net of GST rebate), to Facility Operations at a price of $12.54 per tonne (net of GST rebate ) and to Villa Nova Yard at a price of $13.44 per tonne (net of GST rebate); AND FURTHER THAT the Mayor and Clerk/Manager of Council Services be authorized to execute the contract document. 9. COMMUNICATIONS A) Milly Coulthart, General Manager, Port Dover Board of Trade, Special Occasion Permit for CorVette FeVer, new annual event held the first Sunday in June. No. 19: Moved by Councillor Wells THAT the Corporation of Norfolk County has no objection to the Port Dover Board of Trade applying for a Special Occasion Permit for CorVette FeVer, a new annual event held the first Sunday in June, to be held in Powell Park, Port Dover, subject to the approval of the Health, Fire, Community Services and By-Law Enforcement Departments and O.P.P.
Tuesday, April 18, 2006 Page 13 of 14 10. OTHER BUSINESS A) General Manager D Hondt clarified there is no spring leaf collection however leaves can be taken to the transfer station. B) Fire Chief, Denys Prevost noted the letter in the Information Package regarding EMS funding. C) General Manager Baird reminded Council that the Toyotetsu ground breaking ceremony will be held on Monday, May 15, 2006 at 2:00 p.m. D) General Manager Webb reminded Council that the Staff Recognition Program will be held in Courtland on April 19, 2006 at 6:30 p.m. E) Councillor Whitworth questioned if a one half mile section of gravel road on the 3 rd Concession of South Walsingham between Highway 59 and Houghton Townline could be paved. General Manager D Hondt will look at this situation. F) Mayor Kalmbach noted she had received a call from Cliff Casey regarding the pond at St. Cecilia s, Separate School, Port Dover not having been fenced. Acting General Manager, Denys Prevost will follow up with Kevin Lichach regarding a letter to the Brant, Haldimand-Norfolk Separate School Board outlining Council s decision. G) Councillor Columbus questioned if there was a cost savings for snow removal this year. General Manager D Hondt will bring back a report. H) Councillor Geysens questioned when the Property Standards By-Law is coming forward. General Manager Baird noted that it is currently being reviewed by the Simcoe and Delhi Revitalization Committees, with the focus of the by-law on the downtown areas. He will bring a report to Council in one to two months.
Tuesday, April 18, 2006 Page 14 of 14 10. OTHER BUSINESS (Cont d) I) Councillor Geysens questioned if any of the additional funding which the County has recently received could be used to reduce the tax levy increase in this year. No. 20: Moved by Mayor Kalmbach THAT the Treasurer be requested to prepare a report regarding the additional funding received, the status of reserves and some options for Council s consideration. 11. CLOSED "IN-CAMERA" SESSION 12. ADJOURNMENT 8:55 p.m. Chairman Clerk/Manager of Council Services