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March 13, 2012 MinutesCOUNTY COUNCIL MINUTES Tuesday, March 13, 2012 The Elgin County Council met this day at the Administration Building at 9:03 a.m. with all members present. (Warden Walters absent, attending a funeral). Deputy Warden Mennill in the Chair. ADOPTION OF MINUTES Moved by Councillor McIntyre Seconded by Councillor Marr THAT the minutes of the meeting held on February 21, 2012 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF — Councillors Couckuyt and Wiehle 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. Moved by Councillor Ens Seconded by Councillor Jenkins THAT we do now move into Committee Of The Whole Council. - Carried. REPORTS You Town: Mobile App for Smart Phones — Business Development Coordinator The coordinator presented the report on the application program for Smart Phones. Moved by Councillor Couckuyt Seconded by Councillor McWilliam THAT Council agree to purchase the You Town application for Elgin County at a cost of $150/monthy, being contained within the IT Web Development Project budget; and, THAT the pilot program be tried for a one-year period to be extended if positive results are shown at the end of the year. - Carried. Business Retention and Expansion: Energy Sector — Business Development Coordinator The coordinator presented the report regarding the results of a survey of energy sector businesses. Moved by Councillor Marr Seconded by Councillor Wiehle THAT the report titled "Business Retention and Expansion: Energy Sector" dated February 27, 2012 be received and filed. - Carried. County Council 2 March 13, 2012 County of Elgin Local Food Plan — Business Development Coordinator The coordinator presented the report on the development of a local food plan. Moved by Councillor McIntyre Seconded by Councillor Jenkins THAT the report titled "County of Elgin Local Food Plan" dated February 27, 2012 be received and filed. - Carried. Southwest Economic Alliance: Appointment of Voting Members — General Manager of Economic Development The manager presented the report regarding the county's appointments to the alliance. Moved by Councillor McIntyre Seconded by Councillor Marr THAT the County appoints the General Manager of Economic Development and the following two members of County Council: Warden Walters and Councillor Mc William as 2012 voting members of the Southwest Economic Alliance; and, THAT the General Manager of Economic Development be appointed to the Southwest Economic Alliance Advisory Council for 2012. - Carried. Tweedsmuir History Digitization Project Funding — Manager of Archives The Director of Community & Cultural Services presented the report regarding the donation of $1,000 from the Elgin Historical Society to further extend the project. Moved by Councillor Ens Seconded by Councillor Jenkins THAT the Warden, on behalf of Council, send a letter of appreciation to the president of the Elgin Historical Society; and, THAT the report titled "Tweedsmuir History Digitization Project Funding" dated February 23, 2012 be received and filed. - Carried. ARUPLO Library Guidelines: 2nd Edition — Director of Community & Cultural Services The director presented the report outlining the recommendations it contained regarding library planning. Moved by Councillor Ens Seconded by Councillor Couckuyt THAT the "Guidelines for Rural/Urban Public Library Systems: 2nd Edition" dated February 22, 2012 be received and filed as a reference document; and. THAT the Library Branch Construction Policy (January 2011) be further revised. - Carried. County Council 3 March 13, 2012 2011 Census for Elgin County — Director of Community & Cultural Services The director presented the report outlining the new population statistics. Moved by Councillor Marr Seconded by Councillor Jenkins THAT the report titled "2011 Census for Elgin County" dated February 28, 2012 be received and filed. - Carried. Cold In-Place Recycled Expanded Asphalt Mixes — Deputy Director of Engineering Services The deputy director presented the report with the recommendation for a recently tendered project. Moved by Councillor McIntyre Seconded by Councillor Jenkins THAT Roto-Mill Inc., be selected for the Cold In-Place Recycled Asphalt Mixes (Contract. No. 6200-12) at a total price of $605,800, inclusive of a $40,000 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 Warden and Chief Administrative Officer be authorized to sign the contract. - Carried. County of Elgin and Municipal Partners Accessibility Coordinator — Director of Human Resources The director presented the report on the County's plan to recruit an accessibility coordinator, in cooperation with the county's municipal partners. Moved by Councillor McWilliam Seconded by Councillor Marr THAT Human Resources staff commence recruitment efforts to obtain a qualified and experienced professional skilled in accessibility matters; and, THAT a successful candidate be selected and commence employment as soon as practical; and, THAT related personnel costs do not exceed the approved amount of $70,000. - Carried. 2012 Non-Union Compensation — Director of Human Resources The director presented the report outlining a proposal for a salary increase for non-union staff. Moved by Councillor McIntyre Seconded by Councillor Marr THAT Council approve a non-union economic adjustment of two per cent effective on the first pay period of 2012; and, THAT the necessary by-law be prepared. - Carried. County Council 4 March 13, 2012 Health and Safety Policy on Musculoskeletal Disorders — Director of Human Resources The director presented the report regarding an update for the county policy on Musculoskeletal Disorders. Moved by Councillor Marr Seconded by Councillor Jenkins THAT the report titled "Health and Safety Police on Musculoskeletal Disorders" dated February 27, 2012 be approved. - Carried. Ministry of Labour Safe At Work Inspection: Elgin Manor — Director of Homes & Seniors Services The director presented the report outlining the positive results of a recent inspection. Moved by Councillor Ens Seconded by Councillor Wiehle THAT the report titled "Ministry of Labour Safe At Work Inspection: Elgin Manor" dated February 24, 2012 be received and filed. - Carried. Back Care Lift/Transfer Program: Policy Revision — Director of Homes & Seniors Services The director presented the report and revisions to the policy regarding back care. Moved by Councillor McIntyre Seconded by Councillor McWilliam THAT the policy titled "Administration 1.12 — Back Care, Lift/Transfer Program" be approved as revised. - Carried. CORRESPONDENCE Item for Consideration 1. Berry Vrbanovic, President, Federation of Canadian Municipalities (FCM) requesting renewal of the annual membership with the FCM. The following recommendation was adopted in regard to Correspondence Item #1: Moved by Councillor Wiehle Seconded by Councillor Ens THAT Council approve the annual FCM membership fee of $6,790.18. - Carried. Items for Information (Consent Agenda) 1. Transport Canada with information on the consultation process for the development of the Railway-Roadway Grade Crossings Regulations. 2. Alan Smith, General Manager of Economic Development requesting Mayor Heather Chapman and Warden Walters to speak at Ontario's Southwest Spring Launch on Wednesday, March 14, 2012 at 5:00 p.m. County Council 5 March 13, 2012 3. Invitation to St. Thomas Elgin Local Immigration Settlement Strategy on March 20, 2012 from 5:00 — 7:00 p.m. 4. AMO Conference Registration information for 2012 AMO Annual Conference to be held August 19 — 22, 2012. 5. Serge Lavoie, Southwest Economic Alliance (SWEA) President, with information on SWEA Intelligent Community Initiative. Moved by Councillor Jenkins Seconded by Councillor Marr THAT Correspondence Items #1 — 5 be received and filed. - Carried. OTHER BUSINESS Statements/Inquiries by Members Councillor Ens announced that the Straffordville Watermelon Festival was listed as one of the top 100 events/festivals in Ontario by the provincial government and the Municipality of Bayham also received an Ontario achievement award for innovation. Notice of Motion — None. Matters of Urgency — None. Council recessed until 10:25 a.m. Closed Meeting Items Moved by Councillor Mc William Seconded by Councillor Ens THAT we do now proceed into closed meeting session in accordance with the Municipal Act, Section 240.2 (d): labour relations or employee negotiations — Ontario Nurses' Association Grievance; and Section 240.2 (a) the security of the property of the municipality or local board — 99 Edward Street. - Carried. The Director of Human Resources presented the report on the Ontario Nurses' Association. Moved by Councillor Marr Seconded by Councillor McIntyre THAT Council direct Human Resources staff to resolve the subject grievance with the Ontario Nurses' Association without the need for arbitration, in a manner that is not setting a precedent or being prejudicial to either party. - Carried. Councillors Couckuyt and Wiehle vacated the Council Chambers at 10:42 a.m. The Chief Administrative Officer presented a report on 99 Edward Street, St. Thomas. Motion to Rise and Report Moved by Councillor Jenkins Seconded by Councillor Mc William THAT we do now rise and report. - Carried. County Council 6 March 13, 2012 The following recommendation was adopted in regard to Correspondence Item #1: It was noted that staff direction was given in regard to the confidential report regarding the Ontario Nurses' Association grievance. Moved by Councillor McIntyre Seconded by Councillor Marr THAT the confidential report titled "Sale of 99 Edward Street" dated February 26, 2012 be received and filed. - Carried. Councillors Couckuyt and Wiehle returned to Chambers at 10:50 a.m. Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor Ens Seconded by Councillor Jenkins THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. BY-LAWS Moved by Councillor Mc William Seconded by Councillor Couckuyt THAT By-Law No. 12-04 "Being a By-Law to Authorize the Execution of a Collective Agreement between the Corporation of the County of Elgin and Canadian Union of Public Employees with Respect to the Corporation's County Library Employees" be read a first, second and third time and finally passed. - Carried. Moved by Councillor Ens Seconded by Councillor Jenkins THAT By-Law No. 12-05 "Being a By-Law to Provide a Schedule of Services and Activities Subject to Fees and Charges by the County of Elgin and to Repeal By-Law. No. 11-04" be read a first, second and third time and finally passed. - Carried. Moved by Councillor McIntyre Seconded by Councillor Marr THAT By-Law No. 12-06 "Being a By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the March 13, 2012 Meeting" be read a first, second and third time and finally passed. - Carried. Council recessed until 11:15 a.m. DELEGATIONS Jeff Yurek, Elgin-Middlesex-London Member of Provincial Parliament, updated council on provincial issues. His update included the following topics: the Southwest Economic Development Fund; the Drummond report; current budget deficit; cost of energy; the horse racing industry; coming budget; and, collection of outstanding provincial offences fines. He was questioned regarding the hospital redevelopment campaign and said he was working to ensure the county receives its meeting with the Minister of Health. County Council 7 March 13, 2012 Moved by Councillor McIntyre Seconded by Councillor IVIcWilliam THAT the verbal report from Jeff Yurek, M.P.P., Elgin-Middlesex-London be received. - Carried. Frank Deutsch, Chief Financial Officer, Interim Co-Chief Executive Officer, Tillsonburg District Memorial Hospital (TDMH) presented the annual report. Duaine Nelson, Vice-Chair, TDMH Board, was also in attendance. Moved by Councillor Ens Seconded by Councillor Jenkins THAT the Power Point presentation titled "TDMH Presentation to Elgin County Council" dated March 13, 2012 be received and filed. - Carried. PRESENTATIONS The Marketing & Communications Coordinator presented the recent awards from the Economic Developers Council of Ontario to the county for its marketing successes. The Deputy Warden thanked the staff for their work. The Director of Community & Cultural Services presented the recent Ontario Minister's Award for Innovation for the Aylmer Library's radio campaign. On behalf of Warden Walters, the director relayed the Warden's delight in attending the award dinner and how proud he was of staff and their good work. The director introduced the staff and partners involved with the project. The Deputy Warden congratulated the partners for their hard work. ADJOURNMENT Moved by Councillor McIntyre Seconded by Councillor Wiehle THAT we do now adjourn at 11:55 a.m. and meet again on March 27, 2012 at the County Administration Building Council Chambers at 9:00 a.m. - Carried. Mark Y cDonald, Chief Administrative Officer. Dave Mennill, Deputy Warden.