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December 13 & 15, 2011 MinutesCOUNTY COUNCIL Tuesday, December 13, 2011 The Elgin County Council met this day at the Administration Building at 7:00 p.m. with all members present. The Chief Administrative Officer called the meeting to order and welcomed all in attendance to the annual Warden's election. ELECTION OF WARDEN The Chief Administrative Officer asked that members of Council wishing to run for the Office of Warden to please stand. Councillor Walters offered his candidacy for the position of Elgin County Warden for 2012. BALLOTING PROCEDURE The Chief Administrative Officer explained that since the position for Warden remains uncontested, the normal election procedures would be dispensed with, as prescribed by by-law, and that a resolution appointing Councillor Walters to the position of Warden would be in order. Moved by Councillor McIntyre Seconded by Councillor Mennill THAT Bill Walters be appointed as Warden for Elgin County Council for the Year 2012. - Carried Unanimously. RESULTS The Chief Administrative Officer announced that the Warden of Elgin County for 2012 is Bill Walters, Mayor of the Municipality of Central Elgin. Warden Walters took the Declaration of Office, administered by the Chief Administrative Officer. The Warden left the room, was gowned, and re-entered the Council Chambers, where he was officially presented with the Chain of Office, the Lord Elgin Watch and the Gavel of Office, by the Immediate Past Warden Dave Mennill. Warden Walters delivered his Inaugural Address to Council, thanked them for their support, and outlined the items of interest and importance for consideration in 2012. COMMITTEE APPOINTMENTS Moved by Councillor Marr Seconded by Councillor Jenkins THAT the appointments to Outside Boards and Committees for 2012 be confirmed as follows: County of Elgin Economic Development & Tourism Advisory Committee (CEEDTAC) — 2 appointees Dispute Resolution — Warden and 2 appointees Elgin County Museum — 1 appointee Elgin St. Thomas Public Health — 3 appointees Health Recruitment Partnership — 1 appointee Councillor Couckuyt Councillor Marr Warden Walters Councillor McIntyre Councillor Mennill Councillor Jenkins Warden Walters Councillor Couckuyt Councillor Wiehle Councillor McWilliam County Council Official Plan Committee — 3 appointees Rural Initiatives — 3 appointees 2 December 13 & 15, 2011 South Central Ontario Region (SCOR) — 2 appointees Social/Entertainment —2 appointees St. Thomas Elgin General Hospital — 1 appointee St. Thomas-Elgin Public Art Centre — 1 appointee Tillsonburg District Memorial Hospital — 1 appointee Waste Management/Liaison and, Councillor Marr Councillor Mennill Councillor Wiehle Councillor McIntyre Councillor McWilliam Councillor Mennill Councillor Couckuyt Councillor Ens Councillor Marr Councillor McWilliam Tom Marks (Citizen Appointee) Councillor Jenkins Councillor Ens Committee of the Whole Council THAT Councillor Dave Marr be re-appointed as the Council appointee to the Joint Elgin/Central Elgin Accessibility Advisory Committee. - Carried. CORRESPONDENCE Item for Consideration 1. Melanie Knapp, Administrative Clerk, Municipality of the City of St. Thomas, informing council that Mayor Heather Jackson-Chapman was appointed to the Green Lane Community Trust Fund for 2012. The following recommendation was adopted in regard to Correspondence Item #1: Moved by Councillor Wiehle Seconded by Councillor McWilliam THAT Elgin County Council concur with the appointment to the Green Lane Community Trust Fund. - Carried. OTHER BUSINESS - None. Moved by Councillor McIntyre Seconded by Councillor Marr THAT we now do recess at 7:15 p.m. until Thursday, December 15, 2011, at 9:00 a.m. - Carried. DRAFT COUNTY COUNCIL Thursday, December 15, 2011 The Elgin County Council resumed the meeting at the Administration Building at 9:00 a.m. with all members present except Councillor Wiehle (attending to municipal business). Warden Walters in the Chair. County Council 3 December 13 & 15, 2011 ADOPTION OF MINUTES Moved by Councillor Mennill Seconded by Councillor Couckuyt THAT the minutes of the meeting held on November 22, 2011 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF — Warden Walters and Councillor Couckuyt declared, at the appropriate time, a conflict of interest with regard to the Closed Meeting 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, they vacated the Council Chambers and refrained from discussing and voting on the item. DELEGATION Dave Phillips, the County's official Town Crier, presented his annual report. Warden Walters thanked the Town Crier for his work. Moved by Councillor Marr Seconded by Councillor McIntyre THAT the report titled "Town Crier Annual Report" be received and filed. - Carried. Moved by Councillor Jenkins Seconded by Councillor Ens THAT we do now move into the Committee Of The Whole Council. - Carried. REPORTS Health Recruiter Resource Position: Activity Update — Chief Administrative Officer The Chief Administrative Officer gave an update on the activities of the health recruiter. Moved by Councillor Mc William Seconded by Councillor Mennill THAT the report titled "Health Recruiter Resource Position: Activity Update" dated December 9, 2011 be received and filed. - Carried. Request for Proposals for County Website — Marketing and Communications Coordinator The coordinator presented the report, outlining the proposed recommendation to call for Request for Proposals to update the county's website. Moved by Councillor Couckuyt Seconded by Councillor Ens THAT County Council direct staff to call for proposals to update the County's website; and, THAT the report titled "Request for Proposals for County Website" dated November 10, 2011 be received and filed. - Carried. County Council 4 December 13 & 15, 2011 Tax Ratios — General Manager of Economic Development The general manager presented the report, outlining various levels of property assessment. Moved by Councillor McIntyre Seconded by Councillor Marr THAT County Council maintain the current level of tax ratios for Commercial and Industrial classifications; and, THAT the report titled "Tax Ratios" dated November 28, 2011 be received and filed. - Carried. Utilization of Web-Based Survey Tool 'Survey Monkey' — Director of Homes & Seniors Services The director presented the report, outlining the survey tool's capabilities of collecting data, necessary for operation of the Homes. Moved by Councillor Mennill Seconded by Councillor Mc William THAT the report titled "Utilization of Web-Based Survey Tool 'Survey Monkey' " dated November 29, 2011 be received and filed. - Carried. Preventative Maintenance Program for Mobility Devices — Director of Homes & Seniors Services The director presented the report, noting that maintenance of mobility devices is mandated by the Province of Ontario. The director informed council that the date the agreement would be in effect was January 1, 2012. Moved by Councillor McIntyre Seconded by Councillor Jenkins THAT Shoppers Home Health Care be selected as the current vendor to provide preventative maintenance for wheelchairs, walkers and other related devices to the Elgin County Homes; and, THAT the Warden and Chief Administrative Officer be authorized and directed to enter into a one-year agreement with Shoppers Home Health Care commencing January 1, 2012 to December 31, 2012. - Carried. Security Camera Updates — Director of Engineering Services The director outlined the proposal to call for security camera updates for the Homes. Moved by Councillor Couckuyt Seconded by Councillor McWilliam THAT staff may award the Security Camera Upgrades, Contract No. 4502-11-28 provided that the County's Purchasing Policy is followed, the lowest quotation is selected and that the lowest quotation accepted is within 10 per cent budget allocation; and, THAT staff will report the result of the award at the January 24, 2012 County Council meeting. - Carried. County Council 5 December 13 & 15, 2011 Plank Road Slope Stabilization — Director of Engineering Services The director presented the report regarding the awarding of a contract for stabilization of Plank Road. Moved by Councillor Ens Seconded by Councillor Marr THAT Gary D. Robinson Contracting Limited be selected for the Plank Road Slope Stabilization, Contract No. 6200-11-04 at a total price of $385,079.45 inclusive of a $35,000.00 contingency allowance, exclusive of HST; 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 funds be allocated from the 2011 Capital Budget surplus with the remainder allocated from the 2012 Capital Program; and, THAT the Warden and Chief Administrative Officer be authorized to sign the contract. - Carried. Membership in Federation of Ontario Public Libraries — Director of Community & Cultural Services The director presented the report regarding membership. Moved by Councillor McIntyre Seconded by Councillor Mennill THAT Elgin County Library decline membership in the Federation of Ontario Public Libraries. - Carried. Library Public Internet Policy & Procedure — Director of Community & Cultural Services The director presented his update on the policy and procedure for the Elgin County Library. Moved by Councillor Couckuyt Seconded by Councillor Ens THAT the "Public Internet Policy & Procedure" and "Code of Ethics" be adopted and previous versions be rescinded. - Carried. County of Elgin and Municipal Partners Accessibility Coordinator — Director of Human Resources The director presented the report outlining changes by the Provincial Government's introduction to the Accessibility for Ontarians with Disabilities Act. Moved by Councillor Marr Seconded by Councillor McWilliam THAT partner municipalities be contacted by staff for the purpose of determining interest in receiving from the County advisory and coordinating assistance in all matters related to accessibility; and, THAT upon receipt of such information, Human Resources staff report back to Council with recommendations on how best to proceed in the matter; and, THAT related personnel costs of approximately $70,000 be included in the 2012 budget deliberations. - Carried. County Council 6 December 13 & 15, 2011 Laserfiche Upgrade — Manager of Information Technology The manager presented options to Council on how to upgrade the system. There was discussion about the cost-effectiveness of other partners coming on board to share the system. Moved by Councillor Jenkins Seconded by Councillor Mennill THAT MC Imaging Technologies be selected as the vendor of record to provide and support Laserfiche RIO to the County of Elgin; and, THAT the request for funds to purchase Laserfiche RIO be included in the 2012 budget deliberations. - Carried. Council recessed at 10:10 a.m. and reconvened at 10:25 a.m. Streamlining of Accounts Payable Process — Director of Financial Services The director presented the report outlining opportunities to make the payment of invoices more effective and efficient. Moved by Councillor Mennill Seconded by Councillor Marr THAT the alternatives of in-house automation or outsourced processing be further investigated with the goal of achieving savings in the Accounts Payable function; and, THAT the associated cost savings and one-time costs be included in the 2012 budget submissions. - Carried. Ford Property Assessment — Director of Financial Services The director presented an update on the efforts of Ford to have its property re-assessed regarding taxes. Moved by Councillor McIntyre Seconded by Councillor Mc William THAT the report titled "Ford Property Assessment" dated November 29, 2011 be received and filed. - Carried. CORRESPONDENCE Items for Consideration 1. Barbara Wilson, County Clerk, County of Huron, urging the Provincial Government to review and include the losses sustained by woodlot owners in the applications for eligible assistance under the Ontario Disaster Relief Assistance Program (ODRAP). 2. Barbara Wilson, County Clerk, County of Huron, objecting to the direction from the Fire Marshal's Office to restrict use of farm buildings for shed parties, barn parties and family functions leaving the responsibility to the owners of such private buildings and property. 3. Bonnie O'Neill, Manager, Regional Economic Development Programs with copy of the Southwestern Ontario Development Fund Consultation Paper. 4. Chris Ripley, Manager, Regulatory Applications Union Gas, with a copy of the Notice of Application issued by the Ontario Energy Board. 5. Rebecca McLean, Supervisor of Planning, London District Catholic School Board, with a notice regarding Facility Partnership Opportunity. County Council 7 December 13 & 15, 2011 The following recommendation was adopted in regard to Correspondence Item #1: Moved by Councillor Mennill Seconded by Councillor Jenkins THAT the Corporation of the County of Elgin support the resolution by the County of Huron urging the Provincial Government to review and include the losses sustained by wood lot owners in the applications for eligible assistance under the Ontario Disaster Relief Assistance Program. - Carried. The following recommendation was adopted in regard to Correspondence Item #2: Moved by Councillor Marr Seconded by Councillor Mennill THAT Correspondence Item #2 be received and filed. - Carried. The following recommendation was adopted in regard to Correspondence Item #3: Moved by Councillor Mc William Seconded by Councillor McIntyre THAT Correspondence Item #3 be deferred pending a resolution from the Western Ontario Wardens Caucus. - Carried. The following recommendation was adopted in regard to Correspondence Item #4: Moved by Councillor Mennill Seconded by Councillor Marr THAT Correspondence item #4 be received and filed. - Carried. The following recommendation was adopted in regard to Correspondence Item #5: Moved by Councillor Couckuyt Seconded by Councillor Marr THAT Elgin County Council invite the London District Catholic School Board to discuss the policy and its implications and potential building uses. - Carried. CORRESPONDENCE Items for Information (Consent Agenda) 1. Joe Preston, MP, Elgin-Middlesex-London informing Council of Community War Memorial Program, application deadline January 4, 2012. 2. Laurie Collins, Administrative Assistant, with a resolution regarding the Ford Closure Impact Study. 3. Duncan Jewell, Chairperson, Goderich and Area Disaster Relief Committee thanking Council for financial support. 4. Ted McMeekin, Minister of Agriculture, Food and Rural Affairs thanking Council for concerns about property tax classification. County Council 8 December 13 & 15, 2011 5. Invitation to participate in Pre-Budget Consultation with MP Joe Preston and special guest MPP Jeff Yurek on Thursday, January 5, 2012 from 9:30 a.m. — 11:30 a.m. 6. Invitation to Four Counties Health Services Foundation Open House Information Session on January 11, 2012 or February 8, 2012 from 5:00 p.m. — 6:00 p.m. Moved by Councillor McIntyre Seconded by Councillor Jenkins THAT Correspondence Items #1 - 6 be received and filed. - Carried. OTHER BUSINESS Statements/Inquiries by Members Councillor McIntyre reported there was an open house today at the CASO Station for MPP Jeff Yurek's office. The Director of Engineering Services provided an update on repairs to an area on Glen Erie Line. The director will report back to council on the project. Councillor Jenkins said he has had concerns expressed about the use of heavy trucks on Avon Line. The Director of Engineering Services will check into the matter. Notice of Motion — None. Matters of Urgency — None. Closed Meeting Items Moved by Councillor Marr Seconded by Councillor Mc William THAT we do now proceed into closed meeting session in accordance with the Municipal Act Section 240.2 (a) the security of the property of the municipality or local board — 99 Edward Street; and, Section 240.2 (b) personal matters about an identifiable individual, including municipal or local board employees — Confidential POA Law Enforcement Matter — Update. - Carried. The POA Supervisor presented the confidential POA Law Enforcement Matter update. Warden Walters and Councillor Couckuyt vacated the Council Chambers at 11:08 a.m., during the discussion of 99 Edward Street. Councillor Marr took the Chair as Deputy Warden. The Chief Administrative Officer and the Director of Financial Services presented an update on 99 Edward Street regarding the lease. Motion to Rise and Report Moved by Councillor Mennill Seconded by Councillor McIntyre THAT we do now rise and report. - Carried. Moved by Councillor Jenkins Seconded by Councillor Ens THAT the letter accepting the terms and conditions of the Board of Health's one year lease extension (to December 31, 2013) at 99 Edward Street be received and filed. - Carried. County Council 9 December 13 & 15, 2011 Warden Walters and Councillor Couckuyt took their seats in Council Chambers. Closed Meeting Item (continued) Moved by Councillor Marr Seconded by Councillor McIntyre THAT we do now enter into closed session in accordance with the Municipal Act Section 240.2 (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board — Update of Ford Motor Company Tax Assessment Considerations. - Carried. DELEGATION Carla Nell and Paul Yeoman of MTE Consultants Inc. presented a Power Point update on the assessment and appeal history situation with the Ford Motor Company. Motion to Rise and Report Moved by Councillor Marr Seconded by Councillor McIntyre THAT we do now rise and report. - Carried. Moved by Councillor Marr Seconded Councillor Ens THAT the confidential POA Law Enforcement matter be received and filed. - Carried. Moved by Councillor McIntyre Seconded by Councillor Marr THAT The confidential Ford Assessment Appeal information provided by MTE Consultants Inc. on December 15, 2011 be received and filed; and, THAT MTE Consultants Inc. be requested to prepare a strategy/work plan and cost estimates for the consideration of councils in time for their January meetings. - Carried. PRESENTATIONS Elgin County retirees Marg Ashton and Dave McDonald were presented with certificates and thanked for their dedication by the Warden. Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor McIntyre Seconded by Councillor Jenkins THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. County Council 10 December 13 & 15, 2011 BY-LAWS Moved by Councillor Mennill Seconded by Councillor Mc William THAT By-Law No. 11-28 "Being a By-Law to Authorize the Warden and the Treasurer to Borrow Up to the Sum of Fifteen Million Dollars" be read a first, second and third time and finally passed. - Carried. Moved by Councillor Couckuyt Seconded by Councillor Ens THAT By-Law No. 11-29 "Being a By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the December 13 and 15, 2011 Meeting" be read a first, second and third time and finally passed. - Carried. ADJOURNMENT Moved by Councillor McIntyre Seconded by Councillor Marr THAT we do now adjourn at 12:05 p.m. and meet again on January 10, 2012 at the County Administration Building Council Chambers at 10:00 a.m. - Carried. LONG SERVICE AWARDS Following adjournment, Council recognized the following recipients with a luncheon and Long Service Awards, as presented by Warden Walters and Past Warden Dave Mennill: BOBIER VILLA Heather McDowell 10 years Bev Drouillard 15 years Sharon Gordon 15 years Stephanie Rieger 15 years Deb Petrushevsky 20 years Dianne Uitvlugt 20 years Nancy Hunter 30 years COMMUNITY Brian Masschaele 10 years AND CULTURAL Magdalena Van Zyl 10 years SERVICES Bonnie Barons 25 years Shelley Fleming 25 years Maria McLellan 25 years Sharon Podeszwa 25 years ELGIN MANOR Janice Guindon Kelley Johnson Joyce Lockyer Pat Vowel Sharon Wilson Carol Adams Carol Boyle Dorothy Fife Douglas Pearce Melinda Deziel Servat Sobhani Helena Kyle Rhonda Rieger 10 years 10 years 10 years 10 years 10 years 20 years 20 years 20 years 20 years 25 years 25 years 30 years 30 years County Council TERRACE LODGE 11 Julie Bohm Jessica Dance Helena Hamm Leanne Pearson Angie Vanderwyst Kelly Wright Tina Back Jennifer Groot-Zevert Sandra Grylicki Carletta Slaght Loree Vandemaele Ernie Schned ADMINISTRATIVE Marilyn Pay ler SERVICES FINANCIAL SERVICES December 13 & 15, 2011 10 years 10 years 10 years 10 years 10 years 10 years 15 years 15 years 15 years 20 years 25 years 30 years 20 years Sonia Beavers 30 years ark-&':1/1cDonald-, Chief Administrative Officer. Bill Walters, Warden