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October 23, 2012 MinutesCOUNTY COUNCIL MINUTES Tuesday, October 23, 2012 The Elgin County Council met this day at the Administration Building at 9:00 a.m. with all members present except Councillor Ens (regrets). Warden Walters in the Chair. ADOPTION OF MINUTES Moved by Councillor Mennill Seconded by Councillor McIntyre THAT the minutes of the meeting held on September 25, 2012 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF — None. DELEGATION Steve Knipe, Vice President, St. Thomas Elgin General Hospital Foundation Board presented a PowerPoint titled "Request for Support, Elgin County ". He presented a letter of request for funding to the Warden. Moved by Councillor McIntyre Seconded by Councillor Marr THAT County Council refer the presentation and gift request for funding of $4.5 million over five years from the St. Thomas Elgin General Hospital Foundation Board to the Joint County /City Hospital Redevelopment Ad Hoc Committee. - Carried. Moved by Councillor McIntyre Seconded by Councillor Mennill THAT, in an effort to assist the Foundation in its important fundraising efforts, Elgin County Council release $500,000 of the hospital redevelopment reserve as a first installment toward Council's total contribution. - Carried Unanimously. Warden Walters stressed the importance of demonstrating a tacit commitment to the redevelopment project through the release of funds. Moved by Councillor Jenkins Seconded by Councillor McWilliam THAT we do now move into Committee Of The Whole Council. - Carried. REPORTS Accessible Web Site — Accessibility Coordinator The report outlined that the County had to ensure that all web content complies with applicable legislation for accessibility purposes. County Council Moved by Councillor Mennill Seconded by Councillor Mc William THAT the report titled "Accessible Web Site" dated October 16, 2012 be received and filed. - Carried. Multi-Year Accessibility Planning — Accessibility Coordinator The coordinator presented a report on the requirement for creating and updating a multi-year accessibility plan. 2 October 23, 2012 Moved by Councillor Couckuyt Seconded by Councillor Jenkins THAT the report titled "Multi-Year Accessibility Planning" dated October 16, 2012 be received and filed. - Carried. 2012/2013 Excess Indemnity Coverage and Occupational Accident Insurance Renewals — Director of Human Resources The director presented the report regarding indemnity insurance. Moved by Councillor Mennill Seconded by Councillor Marr THAT both Occupational Accident and Excess Indemnity Insurance polices with Chubb not be renewed; and, THAT a project be established in the amount of $130,000 funded from the savings of not renewing the insurance. - Carried. Employee Performance Management — Director of Human Resources The director presented a report on a new revised performance form. Moved by Councillor Jenkins Seconded by Councillor McIntyre THAT County Council approve the revised and streamlined performance appraisal document titled "Employee Performance Management" for use effective immediately. - Carried. Bobier Villa - Kitchen HVAC Unit Replacement — Building Sciences Technologist The Building Sciences Technologist presented the report on the need to purchase kitchen equipment for Bobier Villa. Moved by Councillor Marr Seconded by Councillor McIntyre THAT the single source purchase of the kitchen HVAC unit from Engineered Air be approved at a total price of $34,385 exclusive of H.S.T.; and, THAT County-contracted electrical and mechanical contractors be approved to replace the unit; and, THAT the funds required to complete the project be allocated from the approved 2012 capital budget. - Carried. County Council 3 October 23, 2012 Ambulance Rental Agreement — Director of Engineering Services The Deputy Director of Engineering Services presented a report outlining an agreement between Thames Emergency Medical Services and the Middlesex-London Emergency Medical Services Authority to rent ambulances from each other. Moved by Councillor Mc William Seconded by Councillor Jenkins THAT the Warden and Chief Administrative Officer be authorized and directed to sign the Ambulance Rental Agreement. - Carried. Memorandum of Understanding: Base Hospital and Emergency Service Provider — Director of Engineering Services The Deputy Director of Engineering Services presented the report on an agreement for emergency service provision between the London Health Sciences Centre Southwest Ontario Regional Base Hospital Program and Elgin-St. Thomas Emergency Medical Services. Moved by Councillor Mennill Seconded by Councillor McIntyre THAT the Director of Engineering Services be authorized and directed to sign the Memorandum of Understanding between Elgin-St. Thomas Emergency Medical Services and the London Health Sciences Centre Southwest Ontario Regional Base Hospital. - Carried. General Insurance and Risk Management Services Program — Purchasing Coordinator The coordinator presented the report outlining details of insurance coverage for the county. Moved by Councillor McIntyre Seconded by Councillor Mennill THAT Frank Cowan Insurance Company be selected to provide General Insurance and Risk Management Program commencing November 15, 2012 to November 14, 2013 at the proposed annual premium of $273,587 plus applicable taxes; and, THAT the Warden and Chief Administrative Officer be directed and authorized to enter into an agreement for the provision of a General Insurance and Risk Management Program. - Carried. Budget Comparison: September 2012 YTD — Director of Financial Services The director presented the report highlighting budget performances including the sale of 99 Edward Street, St. Thomas. Moved by Councillor Mennill Seconded by Councillor McWilliam THAT the report titled "Budget Comparison: September 2012 YTD" dated October 15, 2012 be received and filed. - Carried. Elgin County Council Student Day — Director of Community and Cultural Services The director presented the report recommending that Council host a Student Day. County Council Moved by Councillor McIntyre Seconded by Councillor Jenkins THAT County Council's Student Day session be held on November 27, 2012; and, THAT the Department of Community and Cultural Services make the appropriate arrangements. - Carried. 4 October 23, 2012 Courthouse Redevelopment Time Capsule Committee — Director of Community and Cultural Services The director presented the report, outlining that the County has been asked to take the lead to develop a new time capsule for the consolidated Elgin County Courthouse. Moved by Councillor Couckuyt Seconded by Councillor Jenkins THAT the Director of Community and Cultural Services serve as Chair of the St. Thomas Consolidated Courthouse Time Capsule Committee on behalf of the County of Elgin based on the terms of reference in the report; and, THAT the Curator and Manager of Archives serve as ad hoc members of the committee as required. - Carried. Access to Information and Privacy Policy — Director of Community and Cultural Services The director presented the report outlining the County's commitment to meeting the terms of the Access to Information Act and Privacy Policy. Moved by Councillor Wiehle Seconded by Councillor Marr THAT the attached Access to Information and Privacy Policy be adopted in accordance with the Municipal Freedom of Information and Protection of Privacy Act; and, THAT the Director of Community and Cultural Services act as coordinator under the terms of the Act. - Carried. Review of Strategic Vision, Mission Statement and Corporate Goals — Chief Administrative Officer The Chief Administrative Officer presented the information to council for review. Staff was directed to set aside time at a future council meeting to review the original vision, mission statement and goals in detail. Moved by Councillor Mennill Seconded by Councillor Wiehle THAT the report titled "Review of Strategic Vision, Mission Statement and Corporate Goals" be received and filed. - Carried. Council recessed at 9:45 a.m. for 20 minutes. CORRESPONDENCE Items for Consideration 1. Karen Leibovici, President, Federation of Canadian Municipalities, informing Council of launch of second round of nominations for Jubilee Medal Program in celebration of the 60th anniversary of Her Majesty Queen Elizabeth with December 31, 2012 being the new deadline for nominations. County Council 5 October 23, 2012 2. Rebecca McLean, Supervisor of Planning, London District Catholic School Board, offering St. Gabriel's Catholic Elementary School, 15 Parish Street, St. Thomas, Ontario as surplus school property. 3. Hon. Bob Chiarelli, Minister of Infrastructure, Minister of Transportation, encouraging Council's participation in the federal long -term infrastructure plan consultation process. 4. Monika Turner, Director of Policy, Association of Municipalities of Ontario, requesting the County consider supporting arbitration reform in the form of a resolution to the Ontario Legislature. The following recommendation was adopted in regard to Correspondence Item #1: Moved by Councillor Marr Seconded by Councillor McIntyre THAT Correspondence Item #1 be received and filed. - Carried. The following recommendation was adopted in regard to Correspondence Item #2: Moved by Councillor Mennill Seconded by Councillor Couckuyt THAT Correspondence Item #2 be received and filed. - Carried. The following recommendation was adopted in regard to Correspondence Item #3: Moved by Councillor Marr Seconded by Councillor Jenkins THAT correspondence from the Minister of Infrastructure and Minister of Transportation regarding the new infrastructure program be referred to staff for consideration. Staff direction was given to bring a report forward to council. - Carried. The following recommendation was adopted in regard to Correspondence Item #4: Moved by Councillor Jenkins Seconded by Councillor Mennill THAT Elgin County Council requests the provincial government to work collectively in the best interest of Ontario municipalities and Ontario taxpayers by passing arbitration reform legislation. - Carried. Items for Information (Consent Agenda) 1. Closure of the St. Thomas Ontario Disability Support Program Office (ODSP): a) Matt Smale, Administrative Clerk, City of St. Thomas, endorsing Elgin County's resolution concerning the closure of the ODSP office. b) Hon. Dalton McGuinty, Premier, thanking council for their resolution regarding the ODSP office closure. c) Arlene Berday, Regional Director /A, South West Region, Ministry of Community and Social Services with contact information for relocation of ODSP office. 2. Hon. Deb Matthews, Minister of Health and Long -Term Care with a further update on the St. Thomas Elgin General Hospital (STEGH) redevelopment project. 3. Elgin St. Thomas Public Health Strategic Plan 2013 -2015. County Council 6 October 23, 2012 4. Nancie Irving, Clerk /Lottery Licensing Officer, Town of Aylmer, with resolution advising that Aylmer has no concerns or additional comments with regards to the County of Elgin Official Plan. 5. Margaret Underhill, Planning Coordinator /Deputy Clerk, Municipality of Bayham, with a resolution requesting modifications to the County of Elgin Adopted Official Plan. 6. David Warden, Chair, Board of Health, Elgin St. Thomas Public Health with copy of correspondence to Chief Medical Officer of Health, Ministry of Health and Long Term Care, concerning position of Medical Officer of Health at Elgin St. Thomas Public Health. 7. Ontario Association of Non - Profit Homes and Services for Seniors with information on the context and challenges of Municipal Delivery of Long Term Care Services. In response to an inquiry regarding Correspondence Item #1, the Warden responded that there would be a transition process for closure. Barbara Arbuckle, Director, St. Thomas -Elgin Ontario Works, reported her office was working closely with the ODSP office in St. Thomas and on protocols regarding communications with clients, stressing that ODSP services cannot be handled by the Service Ontario office. A direct phone line to ODSP in London from the Service Ontario office is being considered in case of an emergency. Moved by Councillor Jenkins Seconded by Councillor Marr THAT correspondence Items #1 - 7 be received and filed. - Carried. OTHER BUSINESS Statements /Inquiries by Members Councillor McIntyre thanked county staff for the open house held October 19, 2012 at Shedden Library. He noted that there was a strong response to the survey being circulated in the community regarding the future of the library. Councillor McIntyre requested a certificate of congratulations in honour of the 50th anniversary of the family business, Walker Holsteins. Councillor Jenkins supported the request. The Warden agreed to provide a certificate from the county. Notice of Motion - None Matters of Urgency - None Closed Meeting Items Moved by Councillor Mennill Seconded by Councillor Marr THAT we do now proceed into closed meeting session in accordance with the Municipal Act to discuss matters under Section 240.2 (d); two items: labour relations or employee negotiations — Confirmation of Contract & SEIU Grievance to Arbitration; and, Section 240.2 (a) the security of the property of the municipality or local board - Graham Scott Enns - Memorandum of Understanding and Marianne Barrie - Lease; and, Section 240.2 (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board — Insurance Opinion re: Insurance Proposals. - Carried. The Chief Administrative Officer presented the report on Confirmation of Contract. The Director of Human Resources presented the report on SEIU Grievance to Arbitration. The Deputy Director of Engineering Services presented the report on the Graham Scott Enns Memorandum of Understanding, and, the Marianne Barrie Lease. County Council 7 October 23, 2012 The Warden indicated the Insurance Proposals confidential letter had already been dealt with when the Purchasing Coordinator gave a report on the insurance matter earlier. Moved by Councillor McIntyre Seconded by Councillor Jenkins THAT we do now rise and report. - Carried. Moved by Councillor Mennill Seconded by Councillor McIntyre THAT Steve Evans be appointed as the County Planner; and, THAT the Chief Administrative Officer be authorized and directed to sign the contract extension to December 31, 2014 according to the terms and conditions of the existing employment agreement. - Carried. Moved by Councillor Jenkins Seconded by Councillor Marr THAT the confidential report titled "SEIU Grievance to Arbitration" dated October 16, 2012 be received and filed. - Carried. Moved by Councillor Marr Seconded by Councillor Mc William THAT the Director of Engineering be authorized and directed to sign the Memorandum of Understanding with Graham Scott Enns for Room #246; and, THAT the lease commence October 1, 2012 with the following lease rates: October 1, 2012 to December 31, 2012 - $14.50/sq.ft., plus H.S.T.; January 1, 2013 to December 31, 2013 - $14.75 sq./ft., plus H.S.T.; January 1, 2014 to April 30, 2014 - $15 sq./ft., plus H.S.T.; and, THAT the Warden and Chief Administrative Officer be authorized and directed to sign a lease agreement with Marianne Barrie for Room #236; and, THAT the lease commence October 1, 2012 for a lease rate of $14.80 sq./ft. for the term of the lease, plus the H.S.T. ($3,774 annual payment). - Carried. Moved by Councillor Wiehle Seconded by Councillor Jenkins THAT the confidential correspondence titled "Insurance Proposals" dated September 12, 2011 be received and filed. - Carried. The meeting recessed at 10:40 a.m. and reconvened at 11:20 a.m. Employment Land Strategy — General Manager of Economic Development The manager presented a brief report which contains an analysis of employment lands in the county and introduced the delegate. DELEGATION Lauren Millier of millierdickinsonblais, presented a Power Point on the "County of Elgin, Employment Land Strategy." County Council 8 October 23, 2012 (The Warden excused himself from Chambers at 11:25 a.m. Deputy Warden McIntyre assumed the chair for the remainder of the meeting). Moved by Councillor Couckuyt Seconded by Councillor Mc William THAT County Council endorse the "County of Elgin Employment Land Strategy" dated October 12, 2012; and, THAT recommendations from the strategy that have financial and/or resource implications for the County of Elgin be considered through Council's budgetary process. - Carried. Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor Mennill Seconded by Councillor Marr THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. BY-LAWS Moved by Councillor Jenkins Seconded by Councillor Wiehle THAT By-Law No. 12-29 "Being a By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the October 23, 2012 Meeting" be read a first, second and third time and finally passed. - Carried. ADJOURNMENT Moved by Councillor Marr Seconded by Councillor McWilliam THAT we do now adjourn at 11:55 a.m. and meet again on November 13, 2012 at the County Administration Building Council Chambers at 9:00 a.m. MaLk McDonald Chief AdminiStratiCiebfficer. - Carried. /James McIntyr,p, Deputy Warderr--