November 13, 2012COUNTY COUNCIL MINUTES
Tuesday, November 13, 2012
The Elgin County Council met this day at the Administration Building at 9:00 a.m. with all
members present.
Warden Walters in the Chair.
ADOPTION OF MINUTES
Moved by Councillor Mennill
Seconded by Councillor Couckuyt
THAT the minutes of the meeting held on October 23, 2012 be adopted.
- Carried.
DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF —
None.
DELEGATION
John Lessif, Chair of SCOR EDC and Art Lawson, SCOR General Manager, with South Central
Region Economic Development, gave a presentation on SCOR activities. Jim Oliver, SCOR
Vice - Chairperson and Vicki Lucas from the Ontario Ministry of Agriculture and Food were also in
attendance. The warden was presented with a framed map of the SCOR region.
Moved by Councillor Couckuyt
Seconded by Councillor Jenkins
THAT County Council receive and file the presentation; and,
THAT Council refer the request for funding of $35,000 to Council's budget deliberations.
- Carried.
John Regan, General Manager, and Marilyn Crewe, Development Officer, Elgin Business
Resource Centre, gave a PowerPoint presentation on continuation of the one -year pilot project
satellite office in Aylmer, and the proposed development of a business satellite office in Western
Elgin.
Moved by Councillor Marr
Seconded by Councillor Ens
THAT the presentation be received and filed; and,
THAT the requests for funding of satellite offices be referred to Council's budget deliberations.
- Carried.
Moved by Councillor Jenkins
Seconded by Councillor Wiehle
THAT we do now move into Committee Of The Whole Council.
- Carried.
REPORTS
Information Technology Long Term Capital Plan — Manager of Information Technology
The manager presented the report outlining a proposed 10 -year capital budget plan.
County Council 2 November 13, 2012
Moved by Councillor Mennill
Seconded by Councillor Marr
THAT the report titled "Information Technology Long Term Capital Plan" dated October 29, 2012
be received and filed.
- Carried.
2012 Information Technology Capital Budget Reallocation Request — Manager of Information
Technology
The manager presented the report on the requirement for purchasing public access computers
for the libraries to replace aging equipment.
Moved by Councillor Jenkins
Seconded by Councillor Couckuyt
THAT $30,000 be reallocated from the Information Technology Accounts Payable capital project
to the Information Technology Hardware capital project for the purchase of public access
computers.
- Carried.
External Audit Services — Purchasing Coordinator
The coordinator presented the report about the results of a proposal for requests on audit
services for the county.
Moved by Councillor Marr
Seconded by Councillor McIntyre
THAT Graham, Scott, Enns be selected for the provision of external audit services at the
proposed five -year contract fee of $111,250 plus taxes commencing with the December 31,
2012 fiscal audit and terminating with the December 31, 2016 fiscal audit.
- Carried.
Contractor Performance Appraisal System — Purchasing Coordinator
The coordinator presented the report outlining a new appraisal system to be used when
evaluating contractors doing work for the county.
Moved by Councillor McIntyre
Seconded by Councillor Ens
THAT the Contractor Performance Appraisal System be implemented effective January 1, 2013.
- Carried.
Purchase of Ambulance for 2013 — Director of Engineering Services
The director presented the report on the purchase of two ambulances for Emergency Medical
Services.
Moved by Councillor Mennill
Seconded by Councillor McWilliam
THAT the Warden and Chief Administrative Officer be authorized and directed to order in 2012
for 2013 delivery, two ambulance vehicles from Crestline Coach Limited at a quoted price of
$244,908 exclusive of trade -in allowance and exclusive of taxes; and,
THAT County Council approve the allocation of $260,000 in the 2013 budget for the purchase of
the two ambulances ordered in 2012 for delivery in 2013.
- Carried.
The meeting recessed for 10 minutes.
County Council 3 November 13, 2012
Ministry of Municipal Affairs and Housing Request: Comments on the Township of
Malahide Five -Year Official Plan Review and Official Plan Amendment No. 11 for the Town
of Aylmer — Manager of Planning
The manager presented the report on the requirement by the Ministry to review the amendments.
Moved by Councillor Mennill
Seconded by Councillor Couckuyt
THAT the Manager of Planning proceed to send comments to the Ministry of Municipal Affairs
and Housing expressing Elgin County's support of Official Plan Amendment No. 11 for the
Township of Malahide and Official Plan Amendment No. 11 for the Town of Aylmer; and,
THAT the report titled "Ministry of Municipal Affairs and Housing Request: Comments on the
Township of Malahide Five -Year Official Plan Review and Official Plan Amendment No. 11 for
the Town of Aylmer" dated November 5, 2012 be received and filed.
- Carried.
Provincial Policy Statement: Five -Year Review — Manager of Planning
The manager presented the report on a submission to the Ontario Ministry of Municipal Affairs
and Housing on the draft revised policy.
Moved by Councillor McIntyre
Seconded by Councillor Marr
THAT County Council endorse the responses to questions prepared by the Manager of
Planning; and,
THAT County Council direct the Manager of Planning to forward the responses on the draft
Provincial Policy Statement to the Ontario Ministry of Municipal Affairs and Housing to meet the
November 23, 2012 deadline.
- Carried.
Bathing System Replacement: Bobier Villa — Director of Homes and Seniors Services
The director presented the report outlining the need to replace the system at Bobier Villa.
Moved by Councillor Mennill
Seconded by Councillor Jenkins
THAT the single source purchase of two Rhapsody Hydromassage Bathing Systems for Bobier
Villa to ArjoHuntleigh Getinge Group be approved at a total price of $51,784 exclusive of H.ST.;
and,
THAT $20,000 be reallocated from various 2012 projects to complete this project.
- Carried.
Long Term Care Service Accountability Agreement: 2013 -2016 — Director of Homes and
Seniors Services
The director presented the report regarding funding from the Ministry of Health and Long Term
Care for the county's three homes for seniors.
Moved by Councillor Marr
Seconded by Councillor Ens
THAT County Council approve the Long Term Care Service Accountability Agreement for Bobier
Villa, Elgin Manor and Terrace Lodge; and,
THAT the report titled "Long Term Care Service Accountability Agreement: 2013 - 2016" dated
October 31, 2012 be received and filed.
- Carried.
County Council 4 November 13, 2012
Residents' Handbook — Director of Homes and Seniors Services
The director presented the new handbook for residents in the county's three homes for seniors.
Moved by Councillor McIntyre
Seconded by Councillor Wiehle
THAT the report titled "Residents' Handbook" dated October 31, 2012 be approved.
- Carried.
Completion of Renovations to the Straffordville Library — Director of Community &
Cultural Services
The director presented the report, outlining improvements made to the library and that the library
had re- opened at its permanent location. The director invited everyone to the grand reopening
event on November 20, 2012 from 2:00 p.m. — 4:00 p.m.
Moved by Councillor Ens
Seconded by Councillor Couckuyt
THAT the report titled "Completion of Renovations to the Straffordville Library" dated October 23,
2012 be received and filed.
- Carried.
Compensation Review Deferral — Director of Human Resources
The director presented the report, following up on a directive from council to consider
undertaking a compensation review of Council, non -union staff and outside boards.
Moved by Councillor Mennill
Seconded by Councillor McIntyre
THAT Human Resources staff defer issuing a Request for Proposals for a compensation review
of Council, outside boards and non -union staff until the next term of County Council.
- Carried.
2012 -2013 Excess Indemnity Coverage Revised Quote — Director of Human Resources
The director presented the report regarding a revised quote for excess indemnity insurance.
Moved by Councillor Marr
Seconded by Councillor Jenkins
THAT the report titled "2012 -2013 Excess Indemnity Coverage Revised Quote" dated November
1, 2012 be received and filed.
- Carried.
Year End Report for 2012 — Tree Commissioner/Weed Inspector
The commissioner presented the annual report as well as a new educational brochure for
woodlot owners.
Moved by Councillor McWilliam
Seconded by Councillor Marr
THAT the report titled "Year End Report for 2012" dated October 29, 2012 be received and filed.
- Carried.
County Council 5 November 13, 2012
CORRESPONDENCE
Item for Consideration
1. Christina Baranik, Program Coordinator, Elgin Clean Water Program, advising of the funding
received to establish the Elgin Clean Water Program.
The following recommendation was adopted in regard to Correspondence Item #1:
Moved by Councillor Mennill
Seconded by Councillor Marr
THAT Councillor Jim Jenkins be appointed to serve on the Elgin Clean Water Review
Committee.
- Carried.
Items for Information (Consent Agenda)
1. Art Lawson, General Manager, SCOR EDC, with a recommendation that the request to each
partner county for a financial contribution be deferred until project funding is secured.
2. Karen Leibovici, President Federation of Canadian Municipalities, with an update of recent
activities.
3. Cathy Fox, Communications and Public Relations Specialist, St. Thomas Elgin General
Hospital (STEGH) with a media release announcing that the STEGH won the Platinum
Award for Quality Healthcare Workplace.
4. Monika Turner, Director of Policy, Association of Municipalities Ontario, thanking council for
the supportive resolution regarding arbitration reform.
5. Solange Desautels, Supervisor (A) Northern /southwest/WC Unit of the Environmental
Assessment Services Section, Environmental Approvals Branch, with correspondence
regarding the Municipal Engineers Association's five year review report.
6. Derek Dudek, MCIP, RPP, Associate Consulting Planner to the Municipality of Bayham with
copy of correspondence to Ministry of Municipal Affairs and Housing of Bayham's comments
to the County of Elgin Official Plan.
Councillor Ens drew council's attention to Correspondence Item #6 from the Municipality of
Bayham to the Ontario Ministry of Municipal Affairs and Housing regarding the County of Elgin's
proposed Official Plan.
Moved by Councillor Wiehle
Seconded by Councillor McIntyre
THAT correspondence Items #1 - 6 be received and filed.
- Carried.
OTHER BUSINESS
Statements /Inquiries by Members
Councillor McWilliam thanked councillors and staff for participating in the annual Warden's
Banquet on November 9, 2012. The Warden also thanked council and the staff for the
Warden's Banquet and expressed his appreciation on behalf of his wife and family.
The Director of Community and Cultural Services reminded county council that the next meeting
on November 27, 2012 is Students' Day. Councillor McIntyre clarified that staff are also welcome
to bring students for the day, as are council members.
County Council 6 November 13, 2012
Notice of Motion - None
Matters of Urgency - None
Closed Meeting Items
Moved by Councillor Mennill
Seconded by Councillor Ens
THAT we do now proceed into closed meeting session in accordance with the Municipal Act to
discuss matters under Section 240.2 (d); labour relations or employee negotiations — Labour
Relations Matter — Update of Collective Bargaining with the Ontario Nurses' Association; and
Section 240.2 (b); two items: personal matters about an identifiable individual, including
municipal or local board employees — Solicitor's Announcement; and, Chief Administrative
Officer.
- Carried.
The Director of Human Resources presented the report on the Ontario Nurses' Association.
The Chief Administrative Officer presented the correspondence regarding the Solicitor's
Announcement.
The Chief Administrative Officer and all others, with the exception of Council, left the Council
Chambers at 11:25 a.m. Council undertook the annual performance evaluation of the Chief
Administrative Officer.
The Chief Administrative Officer, staff and the public, returned to Council Chambers at 11:55
a.m. The Chief Administrative Officer was informed the review had been undertaken, the details
of which would be discussed directly with the Warden.
Moved by Councillor McIntyre
Seconded by Councillor Mennill
THAT we do now rise and report.
- Carried.
Moved by Councillor Marr
Seconded by Councillor Ens
THAT staff be directed to continue negotiating with the Ontario Nurses' Association in the
manner recommended by the director.
- Carried.
Moved by Councillor Ens
Seconded by Councillor Jenkins
THAT the confidential correspondence regarding the Solicitor's Announcement be received and
filed.
- Carried.
PRESENTATION
Tom Marks, County representative on the St. Thomas Elgin General Hospital Board of Governors
presented the annual report to Elgin County Council, noting some highlights of the past year at the
hospital.
Moved by Councillor McIntyre
Seconded by Councillor Jenkins
THAT the report titled "St. Thomas Elgin General Hospital Annual Report to Elgin County
Council" dated October 2012 be received and filed.
- Carried.
County Council 7 November 13, 2012
Motion to Adopt Recommendations of the Committee of the Whole
Moved by Councillor Marr
Seconded by Councillor McWilliam
THAT we do now adopt recommendations of the Committee Of The Whole.
- Carried.
BY -LAWS
Moved by Councillor Wiehle
Seconded by Councillor Couckuyt
THAT By -Law No. 12 -30 "Being a By -Law to Confirm Proceedings of the Municipal Council of
the Corporation of the County of Elgin at the November 13, 2012 Meeting" be read a first,
second and third time and finally passed.
- Carried.
ADJOURNMENT
Moved by Councillor McIntyre
Seconded by Councillor Ens
THAT we do now adjourn at 12:03 p.m. and meet again on November 27, 2012 at the County
Administration Building Council Chambers at 9:00 a.m.
- Carried.
Bill Walters,
Chie •' ive Officer. Warden.