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September 14, 2010 MinutesPRESENTATIONS COUNTY COUNCIL Tuesday, September 14, 2010 The Elgin County Council met this day at the Administration Building, 450 Sunset Drive, St. Thomas, at 9:00 a.m. with all members present except Councillor McIntyre (regrets) and Councillor Acre (regrets). Warden Vowel in the Chair. ADOPTION OF MINUTES Moved by Councillor Marks Seconded by Councillor Mennill THAT the minutes of the meeting held on August 31, 2010 be adopted. Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF Warden Vowel and Councillors Marks and Wilson declared a conflict of interest with regard to the report concerning 99 Edward Street, St. Thomas, as it might prejudice their position as Council appointees on the Elgin St. Thomas Public Health Board. Councillor Wilson also declared a conflict of interest regarding the awarding of the dietitian contract. At the appropriate time, the Warden and Councillors vacated the Council Chambers and refrained from discussing and voting on the items. Retirement Recognition: Warden Vowel recognized the contributions made by retiring Bobier Villa registered nurse Grace Ford and thanked her for her dedication and hard work. Mrs. Ford was then excused from the Council Chambers. Presentation of Plaque: Warden Vowel provided information on the historical significance of the new media table, a former county council table, and unveiled a plaque, with the assistance of Laurence Grant, donator of the table. Mr. Grant commented on the tradition of past councillors signing council tables. Mr. Grant was thanked by the Warden and excused from Council Chambers. DELEGATION Dr. Greg Johnson of the Elgin-St. Thomas United Way gave a presentation, thanking council and the county for past support and encouraging support for the 2010 United Way campaign. Donna Riddell, United Way Campaign Associate was also in attendance and was recognized by the Warden. A campaign video was presented to County Council. Councillor Mennill suggested that the county challenge the City of St. Thomas once again in fundraising. The delegation was thanked by the Warden and they were excused from Council Chambers. Bryce Sibbick of Frank Cowan Insurance was on hand to answer questions about the county's renewal of insurance in reference to the report titled "General Insurance and Risk Management Services" by the Purchasing Coordinator. The Director of Finance presented background information. General Insurance and Risk Management Services Program Purchasing Coordinator Moved by Councillor Wilson Seconded by Councillor Marks THAT Frank Cowan Insurance Company be selected to provide General Insurance and Risk Management Program commencing November 15, 2010 to November 14, 2011, at their proposed annual premium of $264,841 plus applicable taxes; and, County Council 2 September 14, 2010 THAT the Warden and Chief Administrative Officer be directed and authorized to enter into an agreement for the provision of General Insurance and Risk Management Program. Carried. Mr. Sibbick left the Council Chambers following the vote. Moved by Councillor Mennill Seconded by Councillor Marks THAT we do now move back into Committee Of The Whole Council. Carried. REPORTS Rural Initiatives An Update Councillor Wilson The Rural Initiatives Committee met September 3, 2010, to discuss two matters: Canada Post's announcement of a safety assessment of rural mail delivery; and, the opportunity to participate in a consultation protocol with the Thames Valley District School Board regarding school accommodation challenges in Elgin County. Moved by Councillor Marr Seconded by Councillor Marks THAT actions of the Rural Initiatives Committee to: write to Canada Post and request an update on the policy, remind Canada Post to notify each municipality prior to any changes in mail delivery is implemented, and offer to meet with Canada Post to communicate information, be approved; and, THAT the Warden be directed and authorized to sign the Letter of Agreement between the County of Elgin and the Thames Valley District School Board; and further, THAT a letter of appreciation be sent on behalf of County Council to the Chair of the Board and the Director of Education thanking them for including municipalities in the consultation process. Carried Unanimously. Savour Elgin Program Marketing Communications Coordinator The Marketing and Communications Coordinator presented an update on the launch of the Savour Elgin Program, one of the top tourism and economic development programs for the County. Moved by Councillor Marks Seconded by Councillor Warwick THAT the report titled "Savour Elgin Program" dated August 30, 2010 be received and filed. Carried. Quarterly Information Report April 1, 2010 to June 30, 2010 Purchasing Coordinator The Director of Finance presented the report which outlines information on contracts awarded that exceed $10,000 and are to be reported to County Council every quarter. Moved by Councillor Mennill Seconded by Councillor Habkirk THAT the "Quarterly Information Report April 1, 2010 to June 30, 2010" dated August 11, 2010 be received and filed. Carried. County Council 3 September 14, 2010 Budget Comparison July 2010 Director of Finance The Director of Finance presented the monthly financial report showing $290,000 favourable performance for July. Moved by Councillor Wilson Seconded by Councillor Marks THAT the report titled "Budget Comparison July 2010" dated August 30, 2010 be received and filed. Carried. 99 Edward Street Lease Extension Director of Finance The Chief Administrative Office informed council that due to the absence of two councillors and the conflict of pecuniary interest declared by three councillors, the report would have to be deferred to the next meeting since there was not a quorum to vote on the recommendation, contained in the report. Council took a 10-minute recess. Ministry of Labour Safe At Work Ontario Inspection Terrace Lodge Director of Senior Services BV TL The Ministry of Labour conducted a complete inspection of Terrace Lodge on July 26, 2010. Items listed in the report were immediately corrected. Moved by Councillor Warwick Seconded by Councillor Marr THAT the report titled "Ministry of Labour Safe At Work Ontario Inspection Terrace Lodge" dated September 1, 2010 be received and filed. Carried. Registered Dietitian Services Contract Award Director of Senior Services EM The Registered Dietitian Service agreement expires September 30, 2010. The report reviews the proposal response to the county's Request for Proposal, which closed August 11, 2010. Councillor Wilson declared a conflict of interest and departed Council Chambers while the vote was taken. Moved by Councillor Marks Seconded by Councillor Mennill THAT Barker, Blagrave and Associates be selected to provide Registered Dietitian Services at Terrace Lodge, Elgin Manor and Bobier Villa for a two-year term commencing October 1, 2010 with the option to renew for up to an additional three years; and, THAT the Warden and Chief Administrative Officer be authorized to enter into an agreement with Barker, Blagrave and Associates. Carried. Long Term Care Homes Sector 2010-2011 Funding Support Director of Senior Services The Minister of Health and Long Term Care announced in June 2010 the funding for long term care homes, including funding to Terrace Lodge, Elgin Manor and Bobier Villa. County Council 4 September 14, 2010 Moved by Councillor Habkirk Seconded by Councillor Marr THAT the report titled "Long Term Care homes Sector 2010/2011 Funding Support" dated August 31, 2010 be received and filed. Carried. Committee Members Required for Joint Elgin/Central Elgin Accessibility Advisory Committee Director of Engineering Services The report outlines requirements of volunteers to serve on the Joint Elgin/Central Elgin Accessibility Advisory Committee and the need to recruit new volunteers. Jenny Phillips, chairperson of the committee, was in attendance and made brief remarks. The Warden thanked Mrs. Phillips for her work on the committee. Moved by Councillor Marks Seconded by Councillor Warwick THAT Elgin County Council encourage support of the Joint Accessibility Advisory Committee (JAAC); and, THAT Elgin County Council approve remuneration of $150 to JAAC members per meeting for attendance; and, THAT said remuneration be shared equally between the County of Elgin and Municipality of Central Elgin, as agreed to by the Municipality of Central Elgin. Carried Unanimously. Speed Limit Update Engineering Technologist/Emergency Management Coordinator The by-law to authorize speed limits is updated every five years to consolidate any additions. However, the Director of Engineering Services indicated a new speed limit is to be designated in the near future and requested that Council defer the report so that this addition could be made. Moved by Councillor Mennill Seconded by Councillor Wilson THAT the report titled "Speed Limit Update" and "By-law to Authorize Speed Limits" be deferred until the October 27, 2010 County Council meeting, in order to accommodate an anticipated new speed limit addition. Carried. Traffic Signals Tender Award Deputy Director of Engineering Services The report outlines council's approval from July 13, 2010, to authorize staff to award the John Street and Beech Street traffic signal tender to the lowest bidder. Moved by Councillor Habkirk Seconded by Councillor Warwick THAT County Council affirm the traffic signal tender award for the intersection of John Street and Beech Street, Aylmer, contract number 6200-10-01 to CRU Solutions in the amount of $221,851.77; and, THAT the Warden and Chief Administrative Officer be authorized to sign the agreement. Carried. County Council 5 September 14, 2010 Warren Street Bridge Joint Replacement Deputy Director of Engineering Services As outlined in the County's Procurement Policy, the Warren Street bridge joint replacement project was advertised until September 1, 2010. The submitted bid exceeded the amount of $80,000 budgeted in the 2010 capital budget allocation. Moved by Councillor Marks Seconded by Councillor Marr THAT since the Warren Street Bridge Joint Replacement Tender is not within the 2010 Capital Budget allocation, the 2010 tender will be cancelled and retendered in 2011 with other required bridge works projects. Carried. Terrace Lodge Enabling Accessibility Fund Director of Engineering Services The report outlines the County's proposal to apply for a grant under the Federal Government's Enabling Accessibility Fund for improvements to 39 washrooms at Terrace Lodge. Moved by Councillor Habkirk Seconded by Councillor Wilson THAT the Chief Administrative Officer be authorized to apply for the grant under the Enabling Accessibility Fund for renovations to the washrooms at Terrace Lodge, and to allocate the County's financial contribution to the 2011 Capital Budget. Carried. Lecture by Dr. James Galbraith Director of Community and Cultural Services Economist Dr. James Galbraith will present a lecture on October 15, 2010, at the Elgin County Museum, St. Thomas, an event sponsored by Friends of Dutton-Dunwich and the County of Elgin. Jenny Phillips of the Friends of Dutton-Dunwich was also in attendance. A new book of John Kenneth Galbraith's essays from the days when he was a reporter at St. Thomas Times-Journal, titled "Does It Pay" and edited by Mrs. Phillips, will be released shortly. Moved by Councillor Mennill Seconded by Councillor Marr THAT the report titled "Lecture by Dr. James Galbraith" dated August 11, 2010 be received and filed. Mrs. Phillips vacated the Council Chambers. Carried. Municipal Installation of Tourism Signage General Manager of Economic Development Installation of new tourism signs is taking place across Elgin County. The report requests some assistance for installation with its municipal partners. The Director of Community Cultural Services reported an update will be coming to council soon on the gateway sign project. Moved by Councillor Marks Seconded by Councillor Warwick THAT, in the spirit of cooperation, County Council members make the recommendation to their respective municipal councils that their roads departments install individual orders of Elgin County tourism signage. Carried. County Council 6 September 14, 2010 CORRESPONDENCE Items for Consideration 1. Hon. Steve Peters, M.P.P., Elgin-Middlesex-London, with copy of correspondence to: Hon. Linda Jeffrey, Minister of Natural Resources, Hon. Rick Bartolucci, Minister of Municipal Affairs and Housing; and Hon. Peter Fonseca, Minister of Labour, requesting a review of erosion issues affecting Dexter Line. 2. Joanne Groch, Administrator/Treasurer, Municipality of West Elgin, submitting Elgin County tourism directional signage grant application. 3. Susan Tanton, General Manager, Port Stanley Festival Theatre, submitting Elgin County tourism directional signage grant application. 4. Harold MacNeil, President, Water for People, requesting County join Water for People sponsorship program. The following recommendation was adopted in regard to Correspondence Item #1: Moved by Councillor Marks Seconded by Councillor Marr THAT correspondence Item #1 be received and filed. Carried. The following recommendation was adopted in regard to Correspondence Item #2: Moved by Councillor Warwick Seconded by Councillor Marr THAT the Corporation of the County of Elgin approve the grant for tourism directional signage for the Municipality of West Elgin. Carried. The following recommendation was adopted in regard to Correspondence Item #3: Moved by Councillor Warwick Seconded by Councillor Marr THAT the Corporation of the County of Elgin approve the grant for tourism directional signage for the Port Stanley Festival Theatre. Carried. The following recommendation was adopted in regard to Correspondence Item #4: Moved by Councillor Mennill Seconded by Councillor Warwick THAT correspondence Item #4 be received and filed. Items for Information (Consent Agenda) 1. Elgin County 4-H Newsletter July 2010. Carried. 2. Ken Verrell, Chairperson, Seniors Picnic in the Park, thanking council for support of the 2010 Seniors event. 3. William Hett, Executive Director and CEO, Tillsonburg and District Multi-Service Centre (MSC) thanking Council for the grant to support Adult Basic Literacy Program. County Council 7 September 14, 2010 4. T. Lewkowicz, Executive Correspondence Officer, Office of the Prime Minister, acknowledging Council's concern regarding the closure of the prison farm program by Correctional Service of Canada. 5. Hon. Tony Clement, Minister of Industry, acknowledging Council's concern regarding the Community Access Program (CAP). 6. Municipal Employer Pension Centre of Ontario with information on Second Phase of Pension Reform. 7. Highlights of the June 2010 AMO Board Meeting. 8. Dennis Travale, Chair, SCOR executive committee, South Central Ontario Region with update on activities. 9. Grace McGartland, Chair, The Arts Cookery Bank, thanking Council and staff for including The Arts Cookery Bank in the 'Today in America' Fox TV show. 10. Sandra Datar Bere, Director, Ontario Works and Social Housing, with information on the Housing Success Conference on November 9, 2010. Moved by Councillor Marks Seconded by Councillor Warwick THAT correspondence Items #1 10 be received and filed. Carried. OTHER BUSINESS Statements/Inquiries by Members Councillor Warwick said he appreciated receiving a get well card from County Council. Councillor Marks reported the divestiture of the Port Stanley harbour from the Federal Government was completed last week. Councillor Habkirk reported on the SCOR presentation to the Southwest Conservative Caucus of the Ontario Legislature on long-term funding for Sand Plains projects. Warden Vowel commended the County's library staff on the Growing With Books project and event held recently at Pinafore Park and she noted that Savour Elgin at Freshfest was a resounding success. Notice of Motion None. Matters of Urgency None. Closed Meeting Item Moved by Councillor Marks Seconded by Councillor Mennill THAT we now proceed into closed meeting session in accordance with the Municipal Act to discuss matters under Section 240.2 (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board Tree By-Law Prosecution Update. Carried. The Tree Commissioner presented an update on Tree By-Law Prosecutions. County Council 8 September 14, 2010 Motion to Rise and Report Moved by Councillor Wilson Seconded by Councillor Marr THAT we do now rise and report. Moved by Councillor Warwick Seconded by Councillor Mennill THAT the report titled "Elgin County Tree By-law Prosecution Update" dated August 23, 2010 be received and filed; and, THAT a news release be issued, in consultation with the County Solicitor, emphasizing the County's commitment to prosecute property owners who break tree by-laws. Verbal Update on Tree Issues Tree Commissioner The Tree Commissioner reported that the Province of Ontario has now designated the giant hogweed as a noxious weed and this designation will permit him to address some local issues. The Tree Commissioner reported a new tree plot development at the corner of Wellington and Ron McNeil Line, a planting partnership with a number of groups regarding Carolinean species. Signage to the plot is being installed. Councillor Warwick excused himself from the meeting at 11:30 a.m. Update on Elgin County Official Plan Project Manager of Planning The Manager of Planning updated Council on the establishment of a steering committee, technical committee, public focus group, and hiring of consultants to prepare the Official Plan (OP) in consultation with the County and the Ministry of Municipal Affairs and Housing. The Manager of Planning introduced Nick McDonald and Mark Stone of Meridian Planning Consultants Inc., the new planning consultants. Mr. McDonald made brief remarks, emphasizing the understanding that the OP will provide an overview and that local planning issues will continue to be dealt with by municipal councils. Moved by Councillor Habkirk Seconded by Councillor Marks THAT Elgin County Council endorse the establishment of both the Technical Committee and the Public Focus Group as integral to the County of Elgin Official Plan process and acknowledge those individuals who are taking an active role in this important project. Health Unit Building Plans Carried. Carried. Carried. Councillor Marr asked members if council appointees to the Elgin-St. Thomas Health Board would comment on a motion put forward at the last Health Board meeting on moving forward on a new building, as noted in a recent newspaper article. Warden Vowel asked Councillor Wilson to respond. Councillor Wilson said the 4 3 vote in support of a new building may not be the final result of the decision. Councillor Wilson reported that the request was made for a delay so the next new board could make the decision, but was defeated. Councillor Marks noted that the county pays $900,000 to the board every year and that a potential deduction in the rent of 99 Edward Street could go into health programs. He also stressed that the provincial government is calling for fiscal restraint in the public sector. The Chief Administrative Officer asked county representatives to invite County Council 9 September 14, 2010 the Health Board Executive Director to come to County Council, and to St. Thomas City Council, to inform Council on important decisions being made and the rationale behind the decisions. Councillor Wilson suggested an official request be made for presentation to both County and St. Thomas councils by the Health Board Executive Director. Date Change for Next Council Councillor Marks requested a date change for the October 26, 2010 meeting. Council agreed that the meeting be changed to Wednesday, October 27, 2010. Motion to Adopt Recommendations from the Committee of the Whole Moved by Councillor Marr Seconded by Councillor Habkirk THAT we do now adopt recommendations of the Committee Of The Whole Council. BY-LAWS Moved by Councillor Marks Seconded by Councillor Mennill THAT By-Law No. 10-31 "Being a By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the September 14, 2010 Meeting" be read a first, second and third time and finally passed. ADJOURNMENT Moved by Councillor Marks Seconded by Councillor Wilson Carried. Carried. THAT we do now adjourn at 12:17 p.m. to meet again on October 27, 2010 at 9:00 a.m. Carried. Mark G. McDonald Chief Administrative Officer. aQnie Vowel, Warden.