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October 27, 2010 MinutesMoved by Councillor Warwick Seconded by Councillor McIntyre Moved by Councillor Mennill Seconded by Councillor McIntyre Moved by Councillor Habkirk Seconded by Councillor Marr COUNTY COUNCIL Wednesday, October 27, 2010 The Elgin County Council met this day at the Administration Building, 450 Sunset Drive, St. Thomas, at 9:03 a.m. with all members present. Warden Vowel in the Chair. ADOPTION OF MINUTES Moved by Councillor Wilson Seconded by Councillor Habkirk THAT the minutes of the meeting held on September 14, 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. At the appropriate time, the Warden and Councillors vacated the Council Chambers and refrained from discussing and voting on the item. THAT we do now move into Committee Of The Whole Council. Carried. REPORTS Annual Warden's Banquet Councillors Marks and Mennill The report outlines the roles for Councillors at the December 3, 2010 Warden's banquet. THAT the report titled "Annual Warden's Banquet" dated October 14, 2010 be received and filed. Carried. Community Adjustment Fund, Final Project Report Director of Community Cultural Services The report informs Council that County projects funded under the first round of the Government of Canada's Community Adjustment Fund (CAF) are completed. The Warden thanked the staff for their work. THAT the Warden on behalf of Council issue a letter to the Federal Minister of Industry and Elgin-Middlesex-London Member of Parliament acknowledging the Government of Canada's successful investment in the County of Elgin through the Community Adjustment Fund. Carried. County Council 2 October 27, 2010 Bridge Funding for Knowledge Ontario Director of Community Cultural Services Knowledge Ontario is seeking funding from public libraries and educational institutions to continue its program. Moved by Councillor Mennill Seconded by Councillor Habkirk THAT Elgin County Council reaffirms its support of Knowledge Ontario through a one-time contribution of $1,500 to be drawn from the Community and Cultural Services' department's 2010 operating budget. Carried. Five-Year Review of the Provincial Policy Statement Manager of Planning The Province is conducting a five-year review of the policy statement and requesting input from planners and municipalities. The planner presented report response highlights. Moved by Councillor McIntyre Seconded by Councillor Warwick THAT Elgin County Council endorse the report titled "The Five Year Review of the Provincial Policy Statement" dated October 7, 2010, and direct the Manager of Planning to forward this document to the Ministry of Municipal Affairs and Housing in order to meet the submission deadline of October 29, 2010. Carried. Future Changes to Canada Pension Plan Director of Human Resources Moved by Councillor Mennill Seconded by Councillor Acre THAT the report titled "Future Changes to Canada Pension Plan" dated September 24, 2010 be received and filed. Carried. Future Changes to Ontario Municipal Employees Retirement System Director of Human Resources Moved by Councillor Mennill Seconded by Councillor Warwick THAT the report titled "Future Changes to Ontario Municipal Employees Retirement System" dated September 24, 2010 be received and filed. Carried. Manulife Benefit Renewal Projections for 2011 Director of Human Resources Employee group benefits for the County of Elgin are due to be renewed on March 1, 2011. Moved by Councillor Habkirk Seconded by Councillor Warwick THAT the report titled "Manulife Benefit Renewal Projections for 2011" dated September 24, 2010 be received and filed. Carried. 2011 Excess Indemnity Coverage and Occupational Accident Insurance Renewals Director of Human Resources The county's Occupational Accident and Excess Indemnity Insurances are to be renewed on November 1, 2010 for a one-year period. County Council 3 October 27, 2010 Moved by Councillor Warwick Seconded by Councillor Habkirk THAT County Council approve the Excess Indemnity and Occupational Accident coverages with Chubb for the period November 1, 2010 to October 31, 2011 at a combined premium cost of $105,162 plus 8 per cent PST for a total cost of $113,574.96 (approximately $19,000 in excess of budget); and, THAT the excess amount be funded through surplus (currently $754,000); and, THAT Human Resources staff be directed to complete an analysis during the 2010-2011 policy year to determine if the County should move to a self-funded excess indemnity model in the future; and, THAT Human Resources staff invite our insurer, Chubb Insurance Company of Canada, to work with the County for the purposes of improving risk and occupational claims management; and, THAT Human Resources staff keep Council informed of progress with regular informational updates. Carried. Council recessed for a 15 minute break and resumed at 10:30 a.m. Administration Building: Digital Directory Board Director of Engineering Services The County's current directional boards in the administration building are 30 years old and require updating. Moved by Councillor Warwick Seconded by Councillor Marks THAT staff replace the existing directory boards at the County's Administration Building with digital directory boards at an estimated cost of $15,000; and, THAT the funds for the project be allocated from the Capital Budget Basement Training Room. Speed Zone Amendments: lona Road and Eden Line Director of Engineering Services Two areas: lona Road and Eden Line, require a reduction in the speed limit. Moved by Councillor Acre Seconded by Councillor Habkirk Carried. THAT the existing speed zone by-law be amended to include a 60 km/h reduced speed zone on lona Road (County Road 14) from the northwest corner of the intersection northerly to a point that is 400 metres north of the northeast property line; and, THAT the existing speed zone by-law be amended to include a 50 km/h reduced speed zone on Eden Line from the east property limit of Culloden Road to the west property limit of Talbot Line and, THAT the OPP be notified of the establishment of these reduced speed zones. Carried. Sunset Road and Karen Street Sanitary Sewer Pumping Station Director of Engineering Services The report outlines the undertaking of a project for a sanitary service outlet for the County's Administration Building, as required by the province, in cooperation with the County Council 4 October 27, 2010 Municipality of Central Elgin. Staff was directed to determine if the Ontario Realty Corporation wants to contribute financially to the project. Moved by Councillor Marks Seconded by Councillor Marr THAT Elgin County Council reaffirm its commitment to the Municipality of Central Elgin to fund the Karen Street pumping station project at the estimated cost of $1,435,000; and THAT the Chief Administrative Officer be authorized to proceed with the project. Carried. Road Culvert Crossing Improvements Tender Award Deputy Director of Engineering Services As part of the approved 2010 capital budget, tenders were advertised and received until October 26, 2010, for road culvert crossing improvements. Moved by Councillor McIntyre Seconded by Councillor Wilson THAT Gary D. Robinson Contracting Ltd. be selected for road culvert crossing improvements, contract No. 6290-10-01 at a total price of $182,000 exclusive of HST and no contingency allowance; and, THAT if the cost increases above the tender amount approved by Council by more than 10 per cent, the Director will prepare a further report to Council outlining the expenditures; and, THAT the Warden and Chief Administrative Officer be authorized to enter into an agreement with Gary D. Robinson Contracting Ltd. for the road culvert crossing improvements, contract No. 6290-10-01. Carried. Building Automation Services Director of Engineering Services The service for heating, ventilation and air-conditioning sat the County's Administration Building, Elgin Manor, Terrace Lodge and Bobier Villa, is scheduled for renewal. Moved by Councillor Habkirk Seconded by Councillor Marks THAT Johnson Controls be awarded the contract for the Building Automation Services for the HVAC systems for the County Administration Building, Terrace Lodge, Elgin Manor and Bobier Villa, effective January 1, 2011 to December 31, 2013, at their quoted price of $11,596.44 for 2011, $11,944.32 for 2012 and $12,302.64 for 2013, exclusive of HST; and, THAT the Warden and Chief Administrative Officer be authorized to execute a three-year service agreement effective January 1, 2011 to December 31, 2013, with Johnson Controls for the Building Automation Services for the HVAC systems. Carried. Meals on Wheels Agreement Renewal Directors of Senior Services The agreement for the County of Elgin homes to provide Meals on Wheels for the Victorian Order of Nurses and the West Elgin Community Health Centre is up for renewal for 2010-2011. County Council 5 October 27, 2010 Moved by Councillor Habkirk Seconded by Councillor Wilson THAT the report titled "Meals on Wheels Agreement Renewal" dated October 15, 2010 be received and filed. Carried. Budget Comparison: September 2010 Director of Financial Services The year-to-date budget comparison for September 2010 shows a favourable performance. Moved by Councillor Acre Seconded by Councillor Mennill THAT the report titled "Budget Comparison September 2010" dated October 18, 2010 be received and filed. CORRESPONDENCE Items for Consideration 1. Barbara Wilson, CMO, County Clerk, County of Huron, with a resolution requesting changes to the Ontario Power Authority's microFlT Program approval process. 2. P.M. Madill, AMCT, CMM III, Regional Clerk, Municipality of Durham, with a resolution requesting the Federal Government reinstate the mandatory Census Long-Form Questionnaire for the 2011 census. 3. George South, Director, Transfer Disposal Operations, Solid Waste Management Services, City of Toronto, extending an offer to the county to locate a Private Sector Mixed Waste Processing Facility on county lands. 4. John R. Wilson, Mayor, Township of Malahide, requesting the Minister of Agriculture, Food and Rural Affairs, meet with local officials regarding the closure of Smucker's Pickling Plant in Dunnville and Tank Farm in Delhi. 5. Carolyn J. Kett, Town Clerk, Town of Fort Erie, with a resolution requesting the Minister of Natural Resources improve the delivery of Land Conservation Services in Ontario. 6. Steve Peters, Elgin-London-Middlesex MPP, letter to the Honourable Carol Mitchell, Minister of Agriculture, Food and Rural Affairs, asking her to meet with local stakeholders regarding the Smucker Company. Moved by Councillor Habkirk Seconded by Councillor Warwick Carried. The following recommendation was adopted in regard to Correspondence Item #1: THAT the Corporation of the County of Elgin support the resolution requesting changes to the Ontario Power Authority's microFIT Program process. Carried. The following recommendation was adopted in regard to Correspondence Item #2: Moved by Councillor Warwick Seconded by Councillor Habkirk THAT the Corporation of the County of Elgin support the resolution from the Municipality of Durham requesting the federal government reinstate the long form census. Carried. County Council 6 October 27, 2010 The following recommendation was adopted in regard to Correspondence Item #3: Moved by Councillor McIntyre Seconded by Councillor Mennill THAT Correspondence Item #3 be received and filed. Carried. The following recommendation was adopted in regard to Correspondence Item #4: Moved by Councillor Wilson Seconded by Councillor Marks THAT the Corporation of the County of Elgin support the request by Malahide Township to the Minister of Agriculture, Food and Rural Affairs, to meet with local officials over the closure of Smucker. Carried Unanimously. The following recommendation was adopted in regard to Correspondence Item #6: Moved by Councillor Marks Seconded by Councillor McIntyre THAT correspondence Item #6 be received and filed. Carried. The following recommendation was adopted in regard to Correspondence Item #5: Moved by Councillor Habkirk Seconded by Councillor Warwick THAT the Corporation of the County of Elgin support the resolution from the Town of Fort Erie requesting improvement in the delivery of Conservation Services. Items for Information (Consent Agenda) Carried. 1. Eric VanTwuiver, Coxswain, Longpoint Coast Guard, with concerns regarding changes to services offered by the Canadian Coast Guard search and rescue station at Longpoint. 2. E. Van Allen, Assistant Commissioner, Public Affairs and Parliamentary Relations, Correctional Service Canada, responding to Council's concerns regarding closure of prison farm operations. 3. Hon. Rick Bartolucci, Minister of Municipal Affairs and Housing, responding to request for provincial support through legislation to undertake shoreline erosion project. 4. Malcolm Bates, Director Emergency Health Services Branch, Ministry of Health and Long-Term Care announcing extension of deadline for the implementation of Response Time Performance Plans for land ambulance services in Ontario. 5. Hon. Rick Bartolucci, Minister of Municipal Affairs and Housing, with copy of 2010 reporting requirements for the Municipal Performance Measurement Program. 6. John Klunder, Program Coodinator, Sand Plains Community Development Fund announcing Project Selection Committee Decision re: Request for Reconsideration. County Council 7 October 27, 2010 7. Hon. Steve Peters, M.P.P., Elgin-Middlesex-London, with copy of correspondence to Hon. Chuck Strahl, Minister of Transport, Infrastructure Communities, concerning reductions to postal services in rural Ontario. 8. Diane Belanger, Administrative Coordinator, Policy Research, Federation of Canadian Municipalities, with copy of correspondence from Hans Cunningham, President, Federation of Canadian Municipalities, urging Industry Canada to provide long-term and sustainable funding for the Community Access Program (CAP). 9. Laura Woermke, Executive Director, St. Thomas-Elgin Public Art Centre thanking Council for continued support. Moved by Councillor Habkirk Seconded by Councillor Mennill THAT correspondence Items #1 9 be received and filed. OTHER BUSINESS Statements/Inquiries by Members Carried. Councillor Habkirk informed council that SCOR will require two new county appointees to the board, as a result of the October 25, 2010 municipal election. Councillor Habkirk presented a statement, issuing a challenge to all seven Elgin municipalities and the City of St. Thomas, to set aside reserves for the St. Thomas Elgin General Hospital capital fund. Councillor McIntyre put his name forward to run for Warden of Elgin County for the year 2011. Councillor Mennill put his name forward to run for Warden of Elgin County for the year 2011. Councillor Marks thanked council for their hard work and the initiatives this council has undertaken. He reported that he found serving on the St. Thomas Elgin Health Board challenging and that there has not been a complete response to questions asked previously about the financial structure. He invited council to attend the November 3, 2010 health board meeting. He also wished the future council success. Councillor Habkirk suggested an audit be undertaken of the Health Board. Councillor Wilson said one of the highlights of his past service was the letter of agreement with the Thames Valley District School Board (TVDSB) to set up a process between the county and board to discuss the future of rural schools. Councillor McIntyre paid credit to Councillor Wilson for his initiatives with the rural schools. He also informed council about the recent meeting of the Rural Initiatives Committee with Canada Post and the improvement in communications. Warden Vowel also emphasized the importance of the agreement with the TVDSB. Warden Vowel received agreement from council to hold only one council meeting in November, on the 23th, at 9:00 a.m. Notice of Motion None. Matters of Urgency None. County Council 8 October 27, 2010 Closed Meeting Items Moved by Councillor Habkirk Seconded by Councillor Acre THAT we now proceed into closed meeting session in accordance with the Municipal Act to discuss matters under Section 240.2 (d) labor relations or employee negotiations Collective Bargaining Ontario Nurses' Association; Section 240.2 (a) the security of the property of the municipality or local board Larry W. Craig, Tenstar Financial Services lease; and, Section 240.2 (a) the security of the property of the municipality or local board Lease at 99 Edward Street. Carried. The Director of Human Resources presented a report on the Ontario Nurses' Association. The Director of Engineering Services presented a report on the Larry W. Craig (Tenstar Financial Services) lease. Warden Vowel and Councillors Marks and Wilson, having already declared a conflict of interest in regard to 99 Edward Street, left the Council Chambers at 11:35 a.m. Councillor Habkirk, as agreed by council, took the Warden's seat. The Director of Finance presented a report on the lease at 99 Edward Street. Warden Vowel and Councillors Marks and Wilson returned to Council Chambers at 11:40 a.m. Motion to Rise and Report Moved by Councillor Habkirk Seconded by Councillor Mennill THAT we do now rise and report. Moved by Councillor Habkirk Seconded by Councillor Mennill THAT County Council approve the confidential report titled "Collective Bargaining Ontario Nurses' Association" dated September 24, 2010, and the recommendations contained within; and, THAT the necessary by-law be prepared; and, Carried. THAT the Warden and Chief Administrative Officer be authorized and directed to sign the Collective Agreement between the parties. Moved by Councillor Acre Seconded by Councillor Marr Carried. THAT the Warden and Chief Administrative Officer be directed and authorized to sign a lease with Larry W. Craig for Suite 305 at the County of Elgin Administration Building for a two-year term starting on November 1, 2010 and terminating on October 31, 2012; and, THAT the office lease rates for year one of $10,243.75 (annual payment) and year two of $10,430 (annual payment) for the 745 sq. ft. Carried. County Council 9 October 27, 2010 Moved by Councillor Warwick Seconded by Councillor McIntyre THAT the Warden and Chief Administrative Officer be authorized to sign a lease extension with the Elgin St. Thomas Public Health Board for 99 Edward Street ending December 31, 2012. Carried. Motion to Adopt Recommendations from the Committee of the Whole Moved by Councillor Mennill Seconded by Councillor Marr THAT we do now adopt recommendations of the Committee Of The Whole Council. Carried. PRESENTATIONS Volunteer Recognition: Warden Vowel recognized the contributions made by International Plowing Match volunteer Grace McCartland, Chairperson of the County's Exhibit Committee, and presented her with a plaque of appreciation. Staff Recognition: Warden Vowel extended council's congratulations to Georgia Sifton and family for Georgia's son Blake, who recently won an Emmy award for best documentary. The Warden also extended congratulations and best wishes to departing engineering services staff member, Meredith Goodwin, who recently accepted a promotion and new position at the Town of Innisville. BY-LAWS Moved by Councillor Warwick Seconded by Councillor McIntyre THAT By-Law No. 10-32 "Being a By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the October 27, 2010 Meeting" be read a first, second and third time and finally passed. ADJOURNMENT Moved by Councillor Marks Seconded by Councillor Acre Carried. THAT we do now adjourn at 11:50 a.m. to meet again on November 23, 2010 at 9:00 a.m. Mark G. Chief Administrative Officer. Carried. Bonnie Vowel, Warden.