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February 21, 2012 MinutesCOUNTY COUNCIL MINUTES Tuesday, February 21, 2012 The Elgin County Council met this day at the Administration Building at 9:03 a.m. with all members present. Warden Walters in the Chair. ADOPTION OF MINUTES Moved by Councillor McIntyre Seconded by Councillor Mennill THAT the minutes of the meeting held on January 24, 2012 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF — Councillors Couckuyt and Wiehle and Warden Walters 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. PRESENTATIONS Retirement Recognition: Anne Murray and Barb Shackleton. The Warden thanked the two retiring employees and presented them with certificates. Moved by Councillor Marr Seconded by Councillor Jenkins THAT we do now move into Committee Of The Whole Council. - Carried. REPORTS Elgin Community Access Program — CAP Coordinator and Library Supervisor The coordinator of the Community Access Program (CAP), presented a Power Point on CAP activities. Moved by Councillor Ens Seconded by Councillor Mennill THAT the Power Point report titled "Elgin Community Access Program: Plugging Rural Communities into the Online World" dated February 21, 2012 be received and filed. - Carried. 2011 Library Usage and Statistics — Library Coordinator The Library Coordinator provided statistics of library use from the past year. Moved by Councillor Jenkins Seconded by Councillor Couckuyt THAT the report titled "2011 Library Usage and Statistics" dated January 23, 2012 be received and filed. - Carried. County Council 2 Library 2011 Food For Fines Campaign — Library Supervisor The Library Supervisor presented the report on the charity campaign. Moved by Councillor Marr Seconded by Councillor Mennill February 21, 2012 THAT the report titled "Library 2011 Food For Fines Campaign" dated January 17, 2012 be received and filed. - Carried. Funding for Aylmer Library Expansion Study — Director of Community & Cultural Services The director presented the report regarding the county's funding of a portion of the expansion study. Moved by Councillor McIntyre Seconded by Councillor Marr THAT the County fund 41.9 per cent of the costs incurred by the Town of Aylmer for architectural and engineering services for a new or expanded facility for the Aylmer Library with an upset limit of $20,000 pending approval of the 2012 County budget; and, THAT payment to the Town of Aylmer proceed upon presentation of actual costs to the County prior to the end of 2013. - Carried. Review of Code of Conduct for Municipal Council and Outside Boards — Chief Administrative Officer The Chief Administrative Officer presented the report on the review of the code of conduct policy noting the policy is traditionally reviewed every five years. Moved by Councillor McIntyre Seconded by Councillor Couckuyt THAT staff be directed and authorized to engage a professional to review and update Council's code of conduct policy; and, THAT the cost of said review be allocated to an existing project account under "legal professional services"; and, THAT an invitation be extended to constituent municipalities to attend the presentation of the revised policy with a view to adopting a similar policy for their own use. - Carried. 2012-13 Case Mix Index Results — Director of Homes and Seniors Services The director presented the report on the Case Mix Index funding from the Ontario government. Moved by Councillor Jenkins Seconded by Councillor Mennill THAT the report titled "2012-13 Case Mix Index Results" dated February 7, 2012 be received and filed. - Carried. County Council 3 February 21, 2012 CA Agreement and Pool Usage Fees Review — Director of Homes and Seniors Services The director presented the report outlining proposals for fees at the Terrace Lodge pool. Moved by Councillor Marr Seconded by Councillor Mc William THAT Council direct staff to sign the 2012-13 agreement with the YWCA in the amount of $2,000/year; and, THAT staff prepare and advertise an expression of interest to explore additional revenue opportunities for pool usage and report the results back to Council; and, THAT the report titled "YWCA Agreement and Pool Usage Fees Review" dated January 31, 2012 be received and filed. - Carried. Falls Prevention and Management Policy (New) — Director of Homes & Seniors Services The director presented the report on the new policy changes for falls prevention and management. Moved by Councillor Mennill Seconded by Councillor Wiehle THAT the policy be approved as drafted; and, THAT the report titled "Falls Prevention and Management Policy (New)" dated January 31, 2012 be received and filed. - Carried. Tree Planting Initiatives — Director of Engineering Services The director presented the report on the County's tree planting program. Moved by Councillor McIntyre Seconded by Councillor Couckuyt THAT Council support the partnership with the Kettle Creek Conservation Authority in the County's ongoing tree planting initiative, part of the property maintenance program; and, THAT staff be directed to seek funding opportunities for tree plantings; and, THAT the report titled "Tree Planting Initiatives" dated February 6, 2012, be received and filed. - Carried. Centennial Avenue Servicing — Director of Engineering Services The director presented the report outlining a proposal for a project for Centennial Avenue Servicing (East Side Servicing Area) in Central Elgin. Moved by Councillor Mennill Seconded by Councillor Wiehle THAT the report titled "Centennial Avenue Servicing" dated January 16, 2012 be deferred; and, THAT staff be directed to provide additional information including a more accurate projected traffic count; an account of actual costs of the project to the county; and to determine if there is information in older reports on the project; while the Environmental Assessment of the project is carried out by the municipality. - Carried. County Council 4 February 21, 2012 Glen Erie Slope Failure— Director of Engineering Services The director presented the report regarding a partial slope failure caused by rainfall. Moved by Councillor Mennill Seconded by Councillor Jenkins THAT the report titled "Glen Erie Slope Failure" dated January 16, 2012 be received and filed. - Carried. Council recessed at 10:15 a.m. and resumed at 10:30 a.m. Motor Vehicle Collision Review on Elgin County Roads — Director of Engineering Services The director presented the report outlining statistics from across Elgin County from 2011. Moved by Councillor Mc William Seconded by Councillor Ens THAT the report titled "Motor Vehicle Collision Review on Elgin County Roads: 2011" dated February 8, 2012 be forwarded to the Elgin Group OPP Police Services Board and the Aylmer Police Services Board for their information; and, THAT letters of thanks be forwarded to Elgin OPP and Aylmer Police Services for their support in providing information to the County of Elgin; and, THAT the report titled "Motor Vehicle Collision Review on Elgin County Roads: 2011" dated February 8, 2012 be received and filed. - Carried. Employee Benefits Renewal 2012 — Director of Human Resources The director presented the report, showing the results from benefit consultants. Moved by Councillor Marr Seconded by Councillor Mennill THAT Council approve the negotiated renewal rate adjustments with Manulife Financial for the County of Elgin, effective March 1, 2012. - Carried. Council and Outside Boards Remuneration and Expenses — Financial Analyst The Financial Analyst presented the annual report, regarding remuneration and expenses in 2011. Moved by Councillor McIntyre Seconded by Councillor Wiehle THAT the Treasurer's Statement of Remuneration and Expenses for County Council for 2011 be received and filed; and, THAT the Treasurer's Statement of Remuneration and Expenses for Outside Boards for 2011 be received and filed; and, THAT the report titled "Council and Outside Boards Remuneration and Expenses" dated February 9, 2012 be received and filed. - Carried. County Council 5 February 21, 2012 Quarterly Report: Contract Awards and Direct Negotiations and Expenditures — Purchasing Coordinator The Purchasing Coordinator presented the report outlining contract awards from October 1, 2011 to December 31, 2011, and negotiations and expenditures, January 1, 2011 to December 13, 2011. Moved by Councillor Mennill Seconded by Councillor McWilliam THAT the report titled "Quarterly Report: Contract Awards and Direct Negotiations and Expenditures" dated February 1, 2012 be received and filed. - Carried. CORRESPONDENCE Items for Information (Consent Agenda) 1. Hon. Dwight Duncan, Minister of Finance and Hon. Kathleen Wynne, Minister of Municipal Affairs and Housing, announcing the Ontario Municipal Partnership Fund (OMPF) allocations for 2012. 2. Lynda Millard, Clerk, Municipality of Bayham, with 18 letters of support requesting that the provincial government reconsider the recent policing services contract agreement and include municipalities in contract negotiations. 3. Email from Jenny Phillips with information on postponement of "World Invitational Town Criers Championship". 4. Duncan Jewell, Chairperson, Goderich and Area Disaster Relief Committee, thanking Council for donation to the Goderich and Area Disaster Relief Fund. 5. Kevin Bushell, Executive Officer, Facility Services and Capital Planning, Thames Valley District School Board informing council of surplus space available for Co-operative undertaking. 6. SCOR Media Release titled "SCOR Members meet with Regional MPs". 7. Dr. Ing. Hansjorg Vollmer, CEO, Intech Clean Energy Inc. with Notice of a Proposal for renewable energy project in Rodney, Ontario. 8. Neal DeRuyter, BES, MHBD Planning, advising of Ministry of Environment's issuance of Renewable Energy Approval for Beaver Creek Solar Farm in the Municipality of Central Elgin. 9. Thank you card from Laura Caverly and family. 10. Invitation to grand opening of the Elgin Business Resource Centre at the Elgin Innovation Centre, 516 John Street N., Aylmer, Ontario on March 2, 2012. 11. AMO Communication Email re: Drummond Recommendations. Moved by Councillor Jenkins Seconded by Councillor Ens THAT Correspondence Items #1 — 11 be received and filed. - Carried. OTHER BUSINESS Statements/Inquiries by Members The Warden reminded members of coming events: OGRA/ROMA conference in Toronto, February 26 - 29, 2012 and the March 4, 2012 Charity hockey game with the City of St. Thomas to raise funds for the United Way. Recruitment of hockey players is continuing. County Council 6 February 21, 2012 Councillor McIntyre noted the State of the Municipalities address will be held on February 22, 2012, an event hosted by the St. Thomas Chamber of Commerce. 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 (d): labour relations or employee negotiations — Museum Hours of Operation; Labour Relations Matters; Ontario Nurses' Association; Implications of Changes in Provincial Funding; and Section 240.2 (a) the security of the property of the municipality or local board — 99 Edward Street. - Carried. The Director of Community & Cultural Services presented a report on the museum hours of operation. The Director of Human Resources presented two reports: Labour Relations Matter; and, Ontario Nurses' Association. The Director of Homes and Seniors Services presented a report on the Implications of Changes in Provincial Funding. Councillors Couckuyt and Wiehle and Warden Walters vacated Council Chambers at 11:17 a.m. Deputy Warden Ens took the chair. The Director of Financial Services presented a report on 99 Edward Street, St. Thomas. Motion to Rise and Report Moved by Councillor Marr Seconded by Councillor Mennill THAT we do now rise and report. - Carried. Moved by Councillor McIntyre Seconded by Councillor Mennill THAT the County-owned assets at 99 Edward Street be declared as surplus property; and, THAT staff be directed to negotiate the final sale of the asset(s) in keeping with Council's guidelines and instructions, and report back. - Carried. The Deputy Warden vacated the chair. Councillors Couckuyt and Wiehle and Warden Walters returned to Chambers at 11:35 a.m. Warden Walters in the chair. Moved by Councillor Jenkins Seconded by Councillor Ens THAT the Elgin County Museum be open to the public during the following hours, effective March 1, 2012: Regular Hours - Monday to Friday, 10:00 a.m. - 4:00 p.m., Summer Hours (Victoria Day Weekend to Labour Day Weekend) - Tuesday to Saturday, 10:00 a.m. - 4:00 p.m.; and, County Council 7 February 21, 2012 THAT the confidential report titled "Museum Hours of Operation" dated January 17, 2012, be received and filed. - Carried. Moved by Councillor Mc William Seconded by Councillor Wiehle THAT Council support the confidential report titled "Seeking Approval for new Collective Agreement with the Canadian Union of Public Employees" (CUPE Library Employees) dated February 8, 2012 subject to being ratified, and the recommendations contained therein; and, THAT the necessary by-law be prepared. - Carried. Moved by Councillor McIntyre Seconded by Councillor Mennill THAT staff direction be given in regard to a grievance with the Ontario Nurses' Association; and, THAT the confidential report be received and filed. - Carried. Moved by Councillor Marr Seconded by Councillor McIntyre THAT the confidential report regarding Case Mix Index and Loss of Funding dated February 7, 2012 be received and filed. - Carried. REPORTS (continued) Preliminary Budget Comparison, 2011 Full Year — Director of Financial Services The director presented the report, highlighting favourable performances. Moved by Councillor Marr Seconded by Councillor Mennill THAT report titled "Preliminary Budget Comparison, 2011 Full Year " dated February 2, 2012 be received and filed. - Carried. 2012 Proposed Budget — Director of Financial Services The director presented the proposed budget for 2012. Moved by Councillor McWilliam Seconded by Councillor Ens THAT the 2012 Proposed Budget, which includes the Operating Budget, the Capital Budget and Grants, be approved in principal and finally considered once Council determines the grant amount, if any, to the St. Thomas Elgin General Hospital redevelopment; and, THAT the report titled "2012 Proposed Budget" dated February 6, 2012 be received and filed. - Carried. County Council 8 February 21, 2012 Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor Marr Seconded by Councillor Jenkins THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. BY-LAWS Moved by Councillor Wiehle Seconded by Councillor McIntyre THAT By-Law No. 12-03 "Being a By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the February 21, 2012 Meeting" be read a first, second and third time and finally passed. - Carried. ADJOURNMENT Moved by Councillor Couckuyt Seconded by Councillor Ens THAT we do now adjourn at 12:04 p.m. and meet again on March 13, 2012 at the County Administration Building Council Chambers at 9:00 a.m. Chief Administrative Officer. - Carried. Dave Mennill, Deputy Warden.