October 25, 2011 MinutesCOUNTY COUNCIL
Tuesday, October 25, 2011
The Elgin County Council met this day at the Administration Building at 9:00 a.m. with all
members present.
Warden Mennill in the Chair.
ADOPTION OF MINUTES
Moved by Councillor McIntyre
Seconded by Councillor Walters
THAT the minutes of the meeting held on September 27, 2011 be adopted.
- Carried.
DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF —
Councillors Couckuyt, Walters 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, Councillors vacated the Council Chambers and refrained from discussing
and voting on the item.
Moved by Councillor Marr
Seconded by Councillor Mc William
THAT we do now move into the Committee Of The Whole Council.
- Carried.
REPORTS
Hospitality Suite: ROMA/OGRA — Councillors Mc William and McIntyre
Councillor Mc William outlined the background on the option of hosting a hospitality suite at the
annual Rural Ontario Municipal Association/Ontario Good Roads Association Conference.
Moved by Councillor Mc William
Seconded by Councillor McIntyre
THAT Elgin County Council discontinue hosting a hospitality suite during the annual 2012 Rural
Ontario Municipal Association/Ontario Good Roads Association Conference in Toronto; and,
THAT the report titled "Hospitality Suite at ROMA/OGRA" dated October 11, 2011 be received
and filed.
- Carried.
Local Food Awareness Program, Trillium Application — Business Development
Coordinator
The General Manager of Economic Development presented the report outlining a partnership
with Elgin St. Thomas Public Health to apply for funding for a local food awareness program.
It was suggested a potential partner in the program may be the Ontario Vegetable Growers'
Association.
Moved by Councillor Marr
Seconded by Councillor Walters
THAT Elgin County Council enter into a collaborative partnership for the Trillium application for
funding for the Local Food Awareness Program in partnership with Elgin St. Thomas Public
Health.
- Carried.
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October 25, 2011
Appointment of Closed Meeting Investigator for the County of Elgin and Constituent
Municipalities — Chief Administrative Officer
The Chief Administrative Officer presented the report outlining the recommendation that local
administrators approve the re-appointment of the closed meeting investigator.
Moved by Councillor McIntyre
Seconded by Councillor Jenkins
THAT Mr. John Maddox (JGM Consulting) be re-appointed as Closed Meeting Investigator for
the County of Elgin for a four-year term ending on December 31, 2015; and,
THAT Elgin County agrees to pay Mr. Maddox's retainer fee for Elgin County and its seven
constituent municipalities ($3,100); and,
THAT the Warden and Chief Administrative Officer be authorized and directed to sign the
necessary documents and agreements; and further,
THAT the necessary by-law and agreement be prepared.
- Carried.
Establishing an Elgin County Planning Office — Manager of Planning
The manager presented the report on proposed options regarding the establishment of a
planning office.
Moved by Councillor Walters
Seconded by Councillor McIntyre
THAT the report on "Establishing an Elgin County Planning Office" dated October 7, 2011,
be deferred until Council has had the opportunity to review the draft county Official Plan.
- Carried.
Elgin County Council Student Day — Manager of Archives
The Director of Community and Cultural Services presented the schedule of events for the
Student Day to be hosted by Council on November 8, 2011.
Moved by Councillor McIntyre
Seconded by Councillor Mc William
THAT Council approve the proposed agenda of activities for student participants in Council's
Student Day session on November 8, 2011.
- Carried.
Budget Comparison - September 2011 — Director of Financial Services
The director presented the report, showing the County performance was favourable.
Moved by Councillor Jenkins
Seconded by Councillor Couckuyt
THAT the report titled "Budget Comparison, September 2011" dated October 13, 2011 be
received and filed.
- Carried.
2010 Performance Measures Details for Roads Maintenance Costs — Director of Financial
Services
The director presented the report, providing explanations for performance measures versus the
actual maintenance payment to municipalities.
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October 25, 2011
Moved by Councillor Mc William
Seconded by Councillor Ens
THAT the report titled "2010 Performance Measures Details for Roads Maintenance Costs"
dated October 13, 2011 be received and filed.
- Carried.
Roof Replacement: Terrace Lodge — Director of Engineering Services
The director presented the report, outlining the roof replacement tender that is to be issued.
Moved by Councillor Jenkins
Seconded by Councillor Ens
THAT staff award the Roof Replacement - Terrace Lodge, Contract No. 4502-11-02(A) tender,
as long as the County's purchasing policy is followed; and,
THAT the lowest bid is selected and the bid received is within the budget allocations; and,
THAT staff report the results of the award at the November 8, 2011 Council meeting.
- Carried.
King George Lift Bridge: Repairs to Hatch Cover — Director of Engineering Services
The director presented the report outlining that emergency repairs are required for the hatch
cover.
Moved by Councillor Marr
Seconded by Councillor Walters
THAT Comstock Canada be directed and authorized to complete repairs to the King George
Lift Bridge hatch at their estimated price of $16,500; and,
THAT the funds be allocated from the Lift Bridge roof project, 6290-10-10.
- Carried.
Exterior Improvements to the King George Lift Bridge: Re-award — Director of
Engineering Services
The director presented the report, noting the project required re-tendering since the company
initially awarded the contract had withdrawn its bid.
Moved by Councillor Walters
Seconded by Councillor Marr
THAT Elgin County Council affirm that The Cobrell Company Limited be awarded the contract
for the exterior improvements of the King George Lift Bridge — Re-Award, Contract No. 6290-
10-10 at a total price of $83,938.37, exclusive of HST; and,
THAT if the cost increases above the tender amount approved by Council by more than 10 per
cent, the director shall prepare a further report to Council outlining the expenditures; and,
THAT the Warden and Chief Administrative Officer be authorized to sign the contract.
- Carried.
Custodial Maintenance Service — Director of Engineering Services
The director presented the report outlining bids received for the tender of custodial services at
the County Administration Building.
County Council 4 October 25, 2011
Moved by Councillor McIntyre
Seconded by Councillor Jenkins
THAT J&A Cleaning Solutions be selected for the Custodial Maintenance Tender, Contract No.
5850-200-11 for a three-year term, commencing November 1, 2011 to October 31, 2014 with
an option to renew for an additional two-year term at a total price of $231,216, exclusive of HST.
- Carried.
Council recessed at 10:00 a.m. and reconvened at 10:15 a.m.
2012 Changes to Ontario Municipal Employees Retirement System — Director of Human
Resources
The director presented the report outlining a contribution rate increase for employers and
employees.
Moved by Councillor Marr
Seconded by Councillor Jenkins
THAT the report titled "2012 Changes to Ontario Municipal Employees Retirement System"
dated October 11, 2011 be received and filed.
- Carried.
2011 Excess Indemnity Coverage and Occupational Accident Insurance Renewals -
Director of Human Resources
The director presented the report, noting insurances are to be renewed on November 1, 2011.
Moved by Councillor Walters
Seconded by Councillor Ens
THAT Elgin County Council approve the Excess Indemnity and Occupational Accident
coverages with Chubb Insurance Company of Canada for the period of November 1, 2011 to
October 31, 2012.
- Carried.
CORRESPONDENCE
Items for Consideration
1. Andrew Murie, Chief Executive Officer, MADD Canada, seeking support for opposition to any
government plan to put liquor, beer or wine into community convenience stores.
2. Berry Vrbanovic, Federation of Canadian Municipalities (FCM) President, requesting renewal
of annual FCM membership fee totaling $6,790.18.
3. Ron Eddy, Mayor, County of Brant, seeking support for the Provincial Government to amend
the Municipal Tax Act to remove grain elevators from the industrial property class and include
in the commercial property class.
4. Elizabeth VanHooren, General Manager/Secretary Treasurer, Kettle Creek Conservation
Authority, seeking letter of support for the four Elgin Conservation Authorities to apply to the
Ontario Trillium Foundation for establishment of Clean Water Program.
5. Mayor Heather Jackson-Chapman, City of St. Thomas and Mayor Bill Walters, Municipality of
Central Elgin requesting County Council appoint a member to liaise with St. Thomas and
Central Elgin in the Centennial Avenue Area Traffic Impact Investigation Project.
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October 25, 2011
6. Kevin Bushell, Executive Officer, Facility Services and Capital Planning, Thames Valley
District School Board, with information on Disposition of the following properties:
• Central Education Centre South, Central Elgin
• Elmdale Public School, St. Thomas
• Myrtle Street Public School, St. Thomas
• Scott Street Public School, St. Thomas
7. Dan Mathieson, Chair, Southwest Economic Alliance, seeking support for the Provincial
Government to create a multi-year economic development fund specifically for South-western
Ontario in its next budget.
8. Bill Walters, Chair, Board of Health, Elgin St. Thomas Public Health requesting an extension
to current County of Elgin lease with the Elgin St. Thomas Public Health Unit.
The following recommendation was adopted in regard to Correspondence Item #1:
Moved by Councillor Marr
Seconded by Councillor Ens
THAT Correspondence Item #1 be received and filed.
- Carried.
The following recommendation was adopted in regard to Correspondence Item #2:
Moved by Councillor McIntyre
Seconded by Councillor Couckuyt
THAT Council renew the annual membership fee of $6,790.18 to the Federation of Canadian
Municipalities.
- Carried.
The following recommendation was adopted in regard to Correspondence Item #3:
Moved by Councillor Jenkins
Seconded by Councillor Mc William
THAT Council support the resolution from the County of Brant for the provincial government to
amend the Municipal Tax Act to remove grain elevators from the industrial property class and
include them in the commercial property class.
- Carried.
The following recommendation was adopted in regard to Correspondence Item #4:
Moved by Councillor McIntyre
Seconded by Councillor Walters
THAT the County of Elgin support the four Elgin Conservation Authorities (CAs) application to
the Ontario Trillium Foundation for the establishment of a Clean Water Program for Elgin
County.
- Carried.
The following recommendation was adopted in regard to Correspondence Item #5:
Moved by Councillor McIntyre
Seconded by Councillor Wiehle
THAT Correspondence Item #5 be received and filed.
- Carried.
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October 25, 2011
The following recommendation was adopted in regard to Correspondence Item #6:
Moved by Councillor Wiehle
Seconded by Councillor McIntyre
THAT Correspondence Item #6 be received and filed.
- Carried.
The following recommendation was adopted in regard to Correspondence Item #7:
Moved by Councillor Walters
Seconded by Councillor Couckuyt
THAT, in keeping with its campaign promise under the rural platform, the Provincial Government
be strongly encouraged to establish a multi-year rural and small urban economic development
fund for Southwestern Ontario in its next budget; and,
THAT Western Ontario Wardens' Caucus (WOWC), Southwest Economic Alliance (SWEA) and
South Central Ontario Region Economic Development Corp. (SCOR) be so advised.
Moved by Councilor Wiehle
Seconded by Councillor Jenkins
THAT Correspondence Item #7 be received and filed.
- Carried.
- Carried.
Councillor Walters, Chair of the Board of Health and co-author of the letter, introduced the
correspondence providing background to the Board's request.
The following recommendation was adopted in regard to Correspondence Item #8.
Moved by Councillor Marr
Seconded by Councillor McIntyre
THAT Correspondence Item #8 be referred to the Closed Meeting portion of Elgin County
Council for consideration.
- Carried.
CORRESPONDENCE — October 25, 2011
Items for Information (Consent Agenda)
1. Bill Tucker, Director of Education, Thames Valley District School Board, providing a copy of
the Thames Valley District School Board's 2010-2011 Report to the Community. (a copy of
the report is available for viewing in Administrative Services or online at www.tvdsb.on.ca).
2. Melanie Knapp, Administrative Clerk, City of St. Thomas, with letter of support re:
St. Thomas Elgin General Hospital President and C.E.O. appointment.
3. Letters of support re: Highway 3 By-Pass Traffic Assessment Study from:
• Donna Either, CAO/Clerk, Township of Southwold;
O Melanie Knapp, Administrative Clerk, City of St. Thomas;
O Dianne Wilson, Deputy Clerk, Municipality of Central Elgin.
The following recommendation was adopted in regard to Correspondence Items #1 - 3.
County Council
Moved by Councillor Walters
Seconded by Councillor McIntyre
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THAT Correspondence Items #1 - 3 be received and filed.
- Carried.
OTHER BUSINESS
October 25, 2011
Statements/Inquiries by Members
Councillor McIntyre invited council and the media to attend the Southwold Township-hosted
presentation on the Ford Impact Study at the County Administration Building on October 25,
2011 at 1:30 p.m.
Notice of Motion — None.
Matters of Urgency — None.
Closed Meeting Items
Moved by Councillor Marr
Seconded by Councillor Walters
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, St. Thomas; and, Section 240.2 (e) litigation or potential litigation, including matters
before administrative tribunals, affecting the municipality or local board — Elgin v. Brown Tree
By-Law Matter.
- Carried.
The Chief Administrative Officer presented a verbal report on Elgin v. Brown tree by-law matter.
Councillors Couckuyt, Walters and Wiehle departed from Council Chambers at 10:40 a.m.
The Chief Administrative Officer presented the report on the Request for Lease Extension -
Public Health at 99 Edward Street.
Councillors Couckuyt, Walters and Wiehle returned to Council Chambers at 11:20 a.m.
Motion to Rise and Report
Moved by Councillor McWilliam
Seconded by Councillor Marr
THAT we do now rise and report.
- Carried.
Moved by Councillor Ens
Seconded by Councillor McIntyre
THAT the request from Elgin St. Thomas Public Health for a lease extension be deferred
pending further information and providing Council more time to consider the request.
- Carried.
Councillors Couckuyt, Walters and Whiele took their seats.
Moved by Councillor Jenkins
Seconded by Councillor Walters
THAT the confidential advice from the County Solicitor regarding the withdrawal of a tree
by-law matter be accepted and supported.
- Carried.
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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 McIntyre
Seconded by Councillor Couckuyt
October 25, 2011
THAT By-Law No. 11-24 "Being a By-Law to Re-Appoint JGM Consulting as the Investigator
Pursuant to Sections 8, 9,10 and 239.1 of The Municipal Act, 2001, S.O. 2001, C-25, As
Amended and to Amend By-Law No. 09-31" be read a first, second and third time and finally
passed.
- Carried.
Moved by Councillor Ens
Seconded by Councillor Couckuyt
THAT By-Law No. 11-25 "Being a By-Law to Confirm Proceedings of the Municipal Council of
the Corporation of the County of Elgin at the October 25, 2011 Meeting" be read a first, second
and third time and finally passed.
- Carried.
ADJOURNMENT
Moved by Councillor Walters
Seconded by Councillor McIntyre
THAT we do now adjourn at 11:30 a.m. and meet again on November 8, 2011 at the County
Administration Building Council Chambers at 9:00 a.m.
- Carried.
Chief Administrative Officer.
Dave Mennill,
Warden.