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November 23, 2010 MinutesThe Elgin County Council met this day at the Administration Building, 450 Sunset Drive, St. Thomas, at 9:00 a.m. with all members present. (Councillor Habkirk joined the meeting later). Warden Vowel in the Chair. ADOPTION OF MINUTES Moved by Councillor McIntyre Seconded by Councillor Mennill THAT the minutes of the meeting held on October 27, 2010 be adopted. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF None PRESENTATIONS Warden Vowel recognized retiring county staff employees, Beth Shields and Edna Scott, both from Terrace Lodge, and congratulated them upon their retirements. Moved by Councillor Marr Seconded by Councillor Mennill THAT we do now move into Committee Of The Whole Council. Carried. DELEGATIONS Interim Tree Commissioner Don Ciparis presented the annual report on weed orders/complaints and logging and clearing activities. Moved by Councillor McIntyre Seconded by Councillor Acre COUNTY COUNCIL Tuesday, November 23, 2010 Carried. THAT the report from the Interim Tree Commissioner/Weed Inspector titled "Year End Report for 2010" dated November 16, 2010 be received and filed. Carried. The County's official Town Crier, Dave Phillips, presented the 2010 Town Crier Annual Report. Councillor McIntyre requested that staff profile the Town Crier for the public. The Chief Administrative Officer suggested having a profile appear in a future edition of the county's newsletter. Moved by Councillor Wilson Seconded by Councillor Marks THAT the report titled "Town Crier Annual Activities" dated November 23, 2010 be received and filed. Carried. County Council 2 REPORTS Archive's Contribution to Lord Elgin Videos Manager of Archives The report outlines the collaboration between the Canadian Friends of Scotland Foundation, associated groups, and the County Archives in a web video featuring Lord Elgin. The video was played for council. Moved by Councillor Marr Seconded by Councillor McIntyre November 23, 2010 THAT the report titled "Archives' Contribution to Lord Elgin Videos" dated October 26, 2010 be received and filed. Carried. Provincial Offences Court Staffing 2011 Court Services Supervisor The Director of Financial Services presented this report which recommended hiring additional staff to handle the increasing number of court cases. Moved by Councillor Mennill Seconded by Councillor Marr THAT a full-time Provincial Offences Clerk be hired at the estimated annual cost of $58,000 plus an estimated one-time cost of $17,000 for renovations; and, THAT the student hiring program that was started in the summer of 2010 be continued into future years; and, THAT a freelance French-speaking clerk be hired when required for French Court sittings at an estimated cost of $250 per day with those costs being applied for reimbursement through French Language Services funding. Carried. GIS Mapping System Update Manager of Planning The Manager of Planning presented a report on a proposal for GIS mapping with partner municipalities. Moved by Councillor Mennill Seconded by Councillor Acre THAT Elgin County enter into a GIS partnership with Malahide, Aylmer and Bayham at a cost of $15,557 funded from the 2010 Information Technology Licensing Budget; and, THAT the Warden and Chief Administrative Officer be directed and authorized to sign the necessary agreements. Carried. Councillor MFPs and FAX Lines Manager of Information Technology Councillors were asked to make a decision to retain or return county-supplied technology installed at their residences for county business. Moved by Councillor McIntyre Seconded by Councillor Wilson THAT councillors inform Administrative Services before December 1, 2010 as to whether or not they wish to retain county-supplied multi-function printers; and, THAT councillors inform Administrative Services before December 1, 2010, as to whether or not they wish to retain county-supplied fax lines to their residences. Carried. County Council 3 November 23, 2010 Third Bank Signing Officer Director of Financial Services The report recommended a third officer be designated, in the case of the other signing officer's absence. Moved by Councillor Warwick Seconded by Councillor Marks THAT the Director of Human Resources be appointed as a bank signing officer. Carried. 2009 Audited Statements Director of Financial Services The Director of Financial Services presented a report based on the new mandatory Tangible Capital Asset Reporting system. Moved by Councillor Marr Seconded by Councillor Mennill THAT the report titled "2009 Audited Statement" dated November 16, 2010 be received and filed; and, THAT the WSIB reserve be folded into the Mill Rate Stabilization Reserve; and, THAT the Unfunded Employee Benefits be closed out to the Mill Rate Stabilization Reserve; and, THAT Capital Funding and amortization adjustments in this report be reflected in the 2010 budgets. Moved by Councillor Marks Seconded by Councillor Acre Carried. Relocation of Maintenance Workshop and Storage Modifications Director of Community Cultural Services The report outlines recommendations for a new location for the workshop and storage modifications. THAT the Elgin County Administration Building maintenance workshop be relocated to a suitable location within the south end of the basement; and, THAT a Request for Proposals be issued for a mobile shelving system to accommodate necessary renovations with an upset limit of $35,000 funded from Engineering Services' 2010 capital surplus. Carried. Council recessed for a 10 minute break and reconvened at 10:15 a.m. Enabling Accessibility Fund Director of Engineering Services The County of Elgin has applied to a federal government grant program for capital funds to improve accessibility at the County Administration Building. Moved by Councillor Marks Seconded by Councillor Acre THAT the Corporation of the County of Elgin endorse the application to the Enabling Accessibility Fund for two new elevators for the administration building; and, THAT the County's one-third contribution ($700,000) to the project be referred to the 2011 capital budget deliberations. Carried. County Council 4 November 23, 2010 Sand Plains Application ICE2 General Manager of Economic Development The General Manager of Economic Development presented the report, noting the application for ICE2 had been turned down by the Sand Plains funding body. Moved by Councillor Wilson Seconded by Councillor Warwick THAT the report titled "Sand Plains Application ICE2" dated October 28, 2010 be received and filed. Out-of-Province Travel, Annual Report General Manager of Economic Development The annual report outlines expenses incurred by County Council or staff at conferences and meetings out of Ontario. Moved by Councillor Acre Seconded by Councillor Marks THAT the report titled "Out-of-Province Travel, Annual Report" dated November 10, 2010 be received and filed. Carried. South West Economic Alliance Membership Request General Manager of Economic Development The General Manager of Economic Development presented background on benefits of membership to this alliance. Moved by Councillor Warwick Seconded by Councillor Mennill Moved by Councillor McIntyre Seconded by Councillor Wilson Carried. THAT the Corporation of the County of Elgin join the South West Economic Alliance at a membership cost of $4,000 per year, subject to 2011 budget approval; and, THAT renewal of membership for 2012 be evaluated at the end of the 2011 calendar year. Carried. Economic Development Strategy Plan and Marketing Plan Updates General Manager of Economic Development The General Manager of Economic Development updated council on rollout of the strategic and marketing plans. He also presented two awards, recently won by the County of Elgin, from the International Economic Development Council 2010 Excellence awards: 1) honourable mention for the county's tourism website 2) honourable mention for the county's community profile. THAT the County of Elgin Economic Development Plan 2007-2011, and the County of Elgin Marketing and Branding Strategy 2008-2011 both be updated at an upset limit of $60,000.00 (including taxes); and, THAT $40,000 is utilized from the 2010 Economic Development budget with the remaining funds being drawn from the 2011 economic development budget. Carried. (Councillor Bob Habkirk arrived at the meeting at 11:00 a.m.) County Council 5 November 23, 2010 2010 International Plowing Match County Showcase Conclusion IPM Coordinator The IPM Coordinator presented the showcase report and highlighted the county's involvement in the September 2010 International Plowing Match (IPM). The coordinator was thanked for her work for the IPM. In addition, the County's Final Report for the 2010 Exhibit to the Ontario Plowmen's Association was presented for information purposes. Moved by Councillor Mennill Seconded by Councillor McIntyre THAT the report titled "2010 IPM Elgin County Showcase Conclusion" dated November 19, 2010 be received and filed. CORRESPONDENCE Items for Consideration Carried. 1. M. Casavecchia, Chief Administrative Officer/Clerk, Township of Malahide, with a resolution requesting the Government of Ontario provide municipalities with a portion of HST generated through the sale of gasoline and diesel fuel. 2. Jim McDonell, Chair, Farm Tax Rebate Working Group, United Counties of Stormont, Dundas and Glengarry, with a resolution requesting the Province of Ontario reimburse all municipalities for their lost property tax revenue on farmland and managed forest properties through the Ontario Municipal Partnership Fund. The following recommendation was adopted in regard to Correspondence Item #1: Moved by Councillor McIntyre Seconded by Councillor Acre THAT the Corporation of the County of Elgin support the resolution from the Municipality of Malahide requesting the provincial government return to municipalities a portion of the HST generated on the sale of gasoline and diesel fuel. Carried. The following recommendation was adopted in regard to Correspondence Item #2: Moved by Councillor Habkirk Seconded by Councillor Marr THAT the Corporation of the County of Elgin endorse the resolution from the United Counties of Stormont, Dundas Glengarry regarding the impact of the Ontario Municipal Partnership Fund Farmland Tax Program and the Managed Forest Tax Incentive Program. Items for Information (Consent Agenda) Carried. 1. Michael Garrett, Chair, Board of Directors, Ontario Clean Water Agency, announcing Jane Pagel as the Agency's new President and CEO. 2. Injasuti Developments and MHBC Planning are hosting, on January 6 2011, a drop-in public information session for Proposed Solar Farms on Fruit Ridge Line and Centennial Road. 3. Dan Mathieson, Chair, MPAC Board of Directors, with information regarding the Toronto Bank Towers Court of Appeal Decision. 4. Sabrina Stanlake, RPP, Dillon Consulting Limited, with project information on the Rehabilitation of Two Bridges on Highway 401 in Elgin County. County Council 6 November 23, 2010 5. Newspaper Advertisement requesting applications from County of Elgin citizens to serve on the County of Elgin/Central Elgin Joint Accessibility Advisory Committee. Barbara Wilson, CMO, County Clerk, County of Huron, with a resolution requesting changes to the Ontario Power Authority's microFlT Program approval process. Moved by Councillor Habkirk Seconded by Councillor Marks THAT correspondence Items #1 5 be received and filed. OTHER BUSINESS Statements/Inquiries by Members Councillor Habkirk expressed his appreciation to council. Carried. Councillor Marks expressed best wishes to the new council and appointees to serve on the Health Unit Board. The Director of Homes and Seniors Services, Elgin Manor announced her retirement on May 3, 2011, and thanked council for its dedication and support to the homes. The Director of Community and Cultural Services presented each councillor with a copy of the recently produced county book "Harvest of Memories, Elgin's History Through a Photographer's Lens Volume II" and thanked them for their support of cultural initiatives. He also thanked the Curator of the Elgin County Museum and his committee for their work on the project. Councillor Wilson talked about the changes at council over the years and thanked his colleagues and county staff. Councillor Acre expressed her appreciation to council and thanked council and staff. Councillor Warwick expressed his appreciation to staff, council and incoming council. He also announced that County Councillor-Elect Bill Walters was recently awarded an University of Guelph alumni award at Ridgetown. Warden Vowel wished her colleagues well and thanked the staff and encouraged departing councillors to continue to serve in their communities. Notice of Motion None. Matters of Urgency None. DELEGATION Land Division Committee Chairperson Paul Ens presented the Land Division annual report detailing the number of severances dealt with by the Land Division Committee from November 1, 2009 to October 31, 2010. The Warden thanked the committee and presented members with a token of council's appreciation. Moved by Councillor Warwick Seconded by Councillor McIntyre THAT the year-end report titled "Land Division Committee Report" dated November 23, 2010 be received and filed. Council recessed from 11:45 a.m. 12:30 p.m. Carried. County Council 7 November 23, 2010 Closed Meeting Items Moved by Councillor Marks Seconded by Councillor McIntyre 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 Elgin H.I.R.A; Section 240.2 (a), two items: the security of the property of the municipality or local board Claims Pro and GSE leases. Carried. The Chief Administrative Officer spoke to a confidential memorandum regarding Elgin ats. H.I.R.A. The Director of Engineering Services presented a report on the ClaimsPro Lease. The Director of Engineering Services presented a report on the Graham Scott Enns Lease. The Chief Administrative Officer and county staff left the Council Chambers while council undertook the annual performance evaluation of the Chief Administrative Officer. The Chief Administrative Officer returned to Council Chambers at 1:15 p.m. and was informed of a successful review, the details of which would be discussed directly with Warden Vowel. Motion to Rise and Report Moved by Councillor Marks Seconded by Councillor Marr THAT we do now rise and report. Moved by Councillor Warwick Seconded by Councillor Mennill Moved by Councillor McIntyre Seconded by Councillor Acre Moved by Councillor Marks Seconded by Councillor Marr Carried. THAT the memorandum from Frank Cowan Insurance dated October 22, 2010 regarding H.I.R.A. be received and filed. Carried. THAT the Warden and Chief Administrative Officer be directed and authorized to sign a lease with ClaimsPro Incorporated, Suite 370, at the County of Elgin Administration Building for a five-year term, starting on January 1, 2011 and to terminate on December 31, 2015; and, THAT the lease rates, Suite 370 for year one is $14.25 (annual lease payment of $18,952.50), year two is $14.50 (annual lease payment of $19,285.00), year three is $14.75 (annual lease payment of $19,617.50), year four is $15.00 (annual lease payment of $19,950.00) and year five is $15.30 (annual lease payment of $20,349.00); and, THAT TOPIGS Canada Incorporate lease be terminated on December 31, 2010, for a fee of $15,000.00. Carried. THAT the Warden and Chief Administrative Officer be directed and authorized to sign a lease with Graham Scott Enns for Suite 217 at the County of Elgin's Administration Building for a five-year term, starting on January 1, 2011 and terminating on December 31, 2015; and, County Council 8 November 23, 2010 THAT the office lease rates for Suite 217 for year one is $14.25 (annual lease payment of $69,932.25) and year two is $14.50 (annual lease payment of $68,106.50), year three is $14.75 (annual lease payment of $69,280.75), year four is $15.00 (annual lease payment of $70,455.00) and year five is $15.30 (annual lease payment of $71,864.10); and, THAT the storage lease rate, Room 23, for all five years is $4.00 (annual lease payment of $1,140.00). Carried. Motion to Adopt Recommendations from the Committee of the Whole Moved by Councillor Wilson Seconded by Councillor Mennill THAT we do now adopt recommendations of the Committee Of The Whole. Carried. BY-LAWS Moved by Councillor Warwick Seconded by Councillor Habkirk THAT By-Law No. 10-33 "Being a By-Law to Authorize the Execution of a Collective Agreement between the Corporation of the County of Elgin and the Ontario Nurses' Association, with Respect to all Nurses at Elgin Manor, Terrace Lodge and Bobier Villa", be read a first, second and third time and finally passed. Moved by Councillor Warwick Seconded by Councillor McIntyre THAT By-Law No. 10-34 "Being a Bylaw to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the November 23, 2010 meeting" be read a first, second and third time and finally passed. ADJOURNMENT Moved by Councillor Habkirk Seconded by Councillor Acre THAT we do now adjourn at 1:25 p.m., sinedie. Chief Administrative Officer. Carried. Carried. Carried. Dave Mennill, (3,01.) Warden.