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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.