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February 15, 2011 MinutesCOUNTY COUNCIL Tuesday, February 15, 2011 The Elgin County Council met this day at the Administration Building, 450 Sunset Drive, St. Thomas, at 9:00 a.m. with all members present. Warden Mennill in the Chair. ADOPTION OF MINUTES Moved by Councillor Walters Seconded by Councillor McIntyre THAT the minutes of the meeting held January 25, 2011 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF — None. PRESENTATION The Director of Financial Services and staff gave a PowerPoint presentation overview of the Financial Services Department. Moved by Councillor McIntyre Seconded by Councillor Ens THAT the PowerPoint presentation titled "Overview of Financial Services" dated February 15, 2011 be received and filed. - Carried. Moved by Councillor Marr Seconded by Councillor Jenkins THAT we do now move into Committee Of The Whole Council. - Carried. REPORTS 2011 EDCO Awards — Marketing and Communications Coordinator The coordinator presented a report outlining the recent presentation of awards to the County of Elgin by the Ontario Economic Development agency. Moved by Councillor Couckuyt Seconded by Councillor McIntyre THAT the report titled "2011 EDCO Awards" dated February 4, 2011 be received and filed. - Carried. Letter of Support: Professor Varma — Economic Development Coordinator The General Manager of Economic Development presented the report outlining the economic department's goals of working with academic institutions in the energy and environment field, and requested permission for a letter of support for Professor Varma's STATCOM technology. County Council Moved by Councillor Mc William Seconded by Councillor Walters 2 February 15, 2011 THAT Elgin County Council provide a letter of support for Professor Varma's STATCOM technology. - Carried. Health Recruitment Partnership — Chief Administrative Officer The Chief Administrative Officer presented a report outlining the partnership between the County and the City of St. Thomas to recruit health professionals. Moved by Councillor Jenkins Seconded by Councillor McIntyre THAT Councillor Mc William be appointed to serve as Elgin County's representative on the Health Recruitment Partnership; and, THAT $75,000 be set aside in the 2011 operational budget to fund the County's financial obligations for this endeavour. - Carried. Procedural Bv-Law Update — Chief Administrative Officer The draft by-law was presented to council by the Chief Administrative Officer for review. Moved by Councillor Marr Seconded by Councillor Walters THAT the procedural by-law as amended, be approved and the necessary by-law be prepared. - Carried. Results of Visioning Exercise — Chief Administrative Officer The Chief Administrative Officer presented a report on the consolidation of the goals and objectives set by council and subsequent responses and plans from county staff. Through successive reports and recommendations, staff will present action plans to move the priority items forward. Moved by Councillor McIntyre Seconded by Councillor Wiehle THAT the report titled "Results of Visioning Exercise" dated February 9, 2011 be received and filed. - Carried. Compensation Review of Council and Outside Boards — Director of Human Resources The director presented a report informing Council on the results of a salary and benefit survey for Council and outside boards, conducted by Human Resources. Moved by Councillor Jenkins Seconded by Councillor Mc William THAT County Council defer consideration of a compensation review of Council and outside boards until 2013; and, THAT any future Council wage increases remain tied to non-union economic adjustments, as they have in the past, such that Council compensation remains competitive and any spikes or gaps in compensation practices are avoided. - Carried. County Council 3 February 15, 2011 Annual Manulife Benefits Renewal 2011 — Director of Human Resources The report outlined the benefits package renewal for 2011 for the County and member municipalities. Moved by Councillor Wiehle Seconded by Councillor Couckuyt THAT County Council approve the negotiated renewal rate adjustments with Manulife Financial for the County of Elgin, effective March 1, 2011. - Carried. Council recessed at 10:05 a.m. and reconvened at 10:20 a.m. Bayham Library Hours and Staffing — Director of Community & Cultural Services The director presented a report outlining the increase in circulation activity at the library and staff follow-up on direction by County Council to review the hours of operation and staffing complement at the library. Moved by Councillor McIntyre Seconded by Councillor Ens THAT the hours of operation at the Bayham/Port Burwell branches of the Elgin County Library be increased by 15 hours/week effective May 1, 2011 and subject to approval of the 2011 County budget; and, THAT the staffing complement for Bayham/Port Burwell be adjusted according to the recommendations in this report, subject to the approval of the 2011 County budget; and, THAT staff inform Council of the final revised hours of operation, resulting from this report. - Carried. Library 2010 Food for Fines Campaign — Library Coordinator The Library Coordinator presented a report updating Council on the success of the 2010 Food for Fines Campaign, which benefitted a local charity. Moved by Councillor Wiehle Seconded by Councillor Marr THAT the report titled "Library 2010 Food for Fines Campaign" dated January 31, 2011 be received and filed. - Carried. Provincial Funding for Online Library Resources — Library Coordinator The Library Coordinator presented a report outlining the beneficial funding of online resources for libraries by the Provincial Government. Moved by Councillor McWilliam Seconded by Councillor Couckuyt THAT the Warden, on behalf of Council, issue a letter of appreciation to the Southern Ontario Library Service for funding support of library databases with copies to the Minister of Tourism and Culture and MPP; and, THAT the report titled "Provincial Funding for Online Library Resources" dated January 31, 2011 be received and filed. - Carried. County Council 4 February 15, 2011 Community Use of Library Meeting Rooms — Director of Community & Cultural Services The director presented a report with recommendations on the use of library meeting rooms by community groups and individuals. Moved by Councillor McIntyre Seconded by Councillor McWilliam THAT the policy titled "Elgin County Library Facilities Use Policy" dated January 21, 2011 be approved and put into effect immediately. - Carried. Computer Purchase Plan Program Review — Manager of Information Technology The Director of Human Resources presented the report with revisions to the purchase plan for County employees. Moved by Councillor McWilliam Seconded by Councillor Ens THAT the report titled "Computer Purchase Plan Program Review" dated February 1, 2011 and policy revisions be approved. - Carried. 2011-2013 Community Accountability Planning Submission — Financial Analyst The analyst presented a report outlining a budget submission and service plan for 2011- 2013 that is required by the provincial government to support programs at Terrace Lodge and Bobier Villa. Moved by Councillor McIntyre Seconded by Councillor Walters THAT the report titled "2011-2013 Community Accountability Planning Submission" dated February 1, 2011 be approved. - Carried. Municipal Infrastructure Agreement: EAPWSS — Director of Engineering Services The director presented a report outlining the twinning of the supply water line from the treatment plant on Lake Erie to St. Thomas by the Elgin Area Primary Water Supply System (EAPWSS). Moved by Councillor Marr Seconded by Councillor Couckuyt THAT the Warden and Chief Administrative Officer be authorized and directed to sign the Municipal Infrastructure Agreement between the County of Elgin and the Elgin Area Primary Water Supply System. - Carried. Administrative Building Energy Audit — Director of Engineering Services The director presented the conclusion of an evaluation of energy conservation opportunities for the Administration Building. County Council Moved by Councillor McIntyre Seconded by Councillor Walters 5 February 15, 2011 THAT the report titled "Administrative Building Energy Audit" dated January 14, 2011 be received and filed. - Carried. County Roads and Library Branches Bus Tour — Deputy Director of Engineering Services The deputy director presented a report with proposed dates for County Council and senior staff to tour the roads system and library branches. Moved by Councillor Couckuyt Seconded by Councillor Marr THAT the 2011 Council and Senior Staff bus tour of county roads and library branches be held on September 29-30, 2011. - Carried. Ten Year Capital Plan - Roads — Deputy Director of Engineering Services The deputy director presented a report outlining road projects to be considered in the Ten Year Capital budget. Moved by Councillor Wiehle Seconded by Councillor Mc William THAT the report titled "Ten Year Capital Plan - Roads" dated January 24, 2011 be referred to the "Ten Year Business Plan" report. - Carried. CA Pool Usage Fee — Director of Seniors Services The director presented a report outlining a proposal by the St. Thomas-Elgin YWCA for fees for use of the pool at Terrace Lodge. Moved by Councillor McIntyre Seconded by Councillor Jenkins THAT Council direct staff to conduct a review of market rates for pool usage fees in the London and St. Thomas area, reporting recommendations back to Council; and, THAT Council agree to accept the YWCA's offer of $10/session as a pool usage fee for the `Encore' program to commence in February 2011; and, THAT the report titled "YWCA Pool Usage Fee" dated January 31, 2011 be received and filed. - Carried. Terrace Lodge Redevelopment — Director of Seniors Services The director presented a background document regarding potential redevelopment of Terrace Lodge. Moved by Councillor McWilliam Seconded by Councillor Ens THAT staff be directed to prepare an options report on the various redevelopment opportunities available at Terrace Lodge including estimated costs, and report back to Council; and, THAT this report be referred to the "Ten Year Business Plan" report; and, County Council 6 February 15, 2011 THAT the report titled "Terrace Lodge Redevelopment" dated February 3, 2011 be received and filed. - Carried. Ten Year usiness Plan The Director of Financial Services gave a Power Point presentation on the Ten Year Business Plan. Moved by Councillor McIntyre Seconded by Councillor Marr THAT the Long-Term Business Plan include: A Capital Budget allocation for county roads that is to be increased by $400,000 annually above the rate of inflation until 2020; and also include: up to $25 million for the rebuild of Terrace Lodge; $0.8 million for a new ambulance base in Dutton; and four per cent annual tax increase on residential properties; and, THAT further strategic alternatives, including options regarding the rebuild of Terrace Lodge, be developed as part of the Business Plan; and, THAT the recommendations in the Business Plan be incorporated into the 2011 budget deliberations. - Carried. PRESENTATION Staff Recognition: The Warden congratulated County Librarian Emily Finch for her recent graduation from the Advancing Public Library Leadership Program. CORRESPONDENCE Items for Consideration 1. Federation of Canadian Municipalities 2011 Membership Invoice. 2. Nancie Irving, Clerk, Town of Aylmer, with a resolution requesting County Council to consider the appointment of two Elgin County staff representatives to be members of the Library Facility Review Committee. The following recommendation was adopted in regard to Correspondence Item #1: Moved by Councillor Wiehle Seconded by Councillor Ens THAT the Corporation of the County of Elgin approve the renewal of the revised annual membership fee to join the Federation of Canadian Municipalities. - Carried. The following recommendation was adopted in regard to Correspondence Item #2: Moved by Councillor Couckuyt Seconded by Councillor McIntyre THAT two members of the County's staff be appointed to the Library Facility Review Committee in Aylmer, one being the Director of Community and Cultural Services plus a designate staff member as an alternate attendee. - Carried. County Council Items for Information (Consent Agenda) 7 February 15, 2011 1. Hon. Tony Clement, Minister of Industry, replying to Council's concern regarding the 2011 Census of Population. 2. Doug Reycraft, Chair, Municipal Employer Pension Centre of Ontario (MEPCO), with the 2009 MEPCO Annual Report. 3. Julie White, South West Local Health Integration Network (LHIN) announcing the appointment of Jeffrey Low as Chair of the South West LHIN Board of Directors. Moved by Councillor Walters Seconded by Councillor Marr THAT Correspondence Items #1 - 3 be received and filed. - Carried. OTHER BUSINESS Statements/Inquiries by Members — None. Notice of Motion — None. Matters of Urgency — None. Council recessed at 12:15 p.m. and reconvened at 12:50 p.m. Closed Meeting Items Moved by Councillor Marr Seconded by Councillor Walters 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 — Tree By-Law Prosecution; and, Section 240.2 (b) personal matters about an identifiable individual, including municipal or local board employees — Retirement of Director of Elgin Manor, A Succession Plan. - Carried. The Chief Administrative Officer presented his report on the succession plan. The County Solicitor presented his report on tree by-law prosecution. Motion to Rise and Report Moved by Councillor Walters Seconded by Councillor Wiehle THAT we do now rise and report. - Carried. Moved by Councillor Mc William Seconded by Councillor McIntyre THAT the confidential report and the recommendations contained therein titled "Retirement of Director of Elgin Manor, A Succession Plan" dated February 9, 2011 be approved for implementation; and, THAT staff be directed to commence recruiting a Manager of Resident Care/Nurse Educator located at Bobier Villa; and, County Council 8 February 15, 2011 THAT the Administrator of Bobier Villa, Michele Harris, be promoted to the dual responsibility of Administrator at Elgin Manor and at Bobier Villa, effective upon the retirement of the incumbent Director at Elgin Manor; and, THAT the Director of Terrace Lodge and Bobier Villa, Rhonda Roberts, provide administrative oversight at Elgin Manor in addition to her regular duties commencing upon the retirement of the incumbent Director at Elgin Manor. - Carried. Moved by Councillor Walters Seconded by Councillor Couckuyt THAT staff direction be given to the County Solicitor to appeal the Woodlands Conservation By-Law decision, ordered January 26, 2011, regarding R. vs Ken Elku to the Superior Court of Justice. - Carried. Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor Marr Seconded by Councillor Ens THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. BY-LAWS Moved by Councillor Walters Seconded by Councillor Wiehle THAT By-Law No.11-04 "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. 10.16" be read a first, second and third time and finally passed. - Carried. Moved by Councillor Jenkins Seconded by Councillor McIntyre THAT By-Law No. 11-05 "Being a By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the February 15, 2011 Meeting" be read a first, second and third time and finally passed. - Carried. ADJOURNMENT Moved by Councillor Marr Seconded by Councillor Couckuyt THAT we do now adjourn at 1:40 p.m. to meet again on March 8, 2011 at 9:00 a.m. - Carried. A Mark G. McDonald, Chief Administrative Officer. Dave Mennill, Warden.