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September 11, 2012 Minutes (2) COUNTY COUNCIL MINUTES Tuesday, September 11, 2012 The Elgin County Council met this day at the Administration Building at 9:00 a.m. with all members present. (Regrets: Councillor Couckuyt). Warden Walters in the Chair. Addendum Moved by Councillor Wiehle Seconded by Councillor Ens THAT the walked-in addendum: Attachment to the report "2012-2013 Revised Annual Long Term Care Homes Funding;" and, correspondence item from the Ministry of Municipal Affairs and Housing acknowledging receipt of the council-adopted County of Elgin Official Plan - be included in the September 11, 2012 council package. - Carried. ADOPTION OF MINUTES Moved by Councillor McIntyre Seconded by Councillor Jenkins THAT the minutes of the meeting held on July 24, 2012 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF — None. DELEGATION Active Elgin: Erica Arnett, Health Promoter, Elgin St. Thomas Public Health and Theresa Klachan, General Manager, East Elgin Community Complex, presented a PowerPoint on Active Elgin programs. The Warden thanked them for their positive program. Moved by Councillor Mennill Seconded by Councillor Marr THAT the PowerPoint presentation titled "Active Elgin" dated September 11, 2012 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 Ministerial Brief on the Proposed Closure of the Ontario Disability Support Program Office —Warden The Warden presented the material that had been provided to the Honourable John Milloy, Minister of Community and Social Services, at a recent meeting held during the Association of Ontario Municipalities conference. He noted that Minister Milloy had sent a letter dated September 7, 2012 which is included as an addendum in this package, stating that the closure of the office in St. Thomas would go ahead as planned. Barbara Arbuckle, Director, Elgin-St. Thomas Ontario Works, reported her office would continue to advocate on behalf of the clients and is looking at how services can be offered to clients locally. County Council 2 September 11, 2012 Moved by Councillor Mennill Seconded by Councillor Mc William THAT the presentation titled "Ministerial Brief on the Proposed Closure of the Ontario Disability Support Program Office in St. Thomas" dated August 20, 2012 be received and filed. - Carried. Employee Workplace Emergency Response Policy—Accessibility Coordinator The new coordinator was introduced by the Director of Human Resources. She presented a report detailing the requirements to provide workplace emergency response information to employees with disabilities upon request. Moved by Councillor Marr Seconded by Councillor Jenkins THAT the report titled "Employee Workplace Emergency Response Policy" dated August 23, 2012 be approved. - Carried. Image Banners for Administration Building Training Room — Manager of Archives The manager presented a report on the new promotional banners on display in the training room, focusing on the Women's Institute Tweedsmuir Histories. Moved by Councillor McIntyre Seconded by Councillor Ens THAT the report titled "Image Banners for Administration Building Training Room" dated August 16, 2012 be received and filed. - Carried. Records Transfer Agreement with Thames Valley District School Board — Manager of Archives The manager presented the report outlining an agreement with the school board to transfer records from the board to the County archives. Moved by Councillor McIntyre Seconded by Councillor Marr THAT the Elgin County Archives be authorized to enact a records transfer agreement with Thames Valley District School Board for the purpose of acquiring and providing public access to Elgin County and St. Thomas schools registers and records of the former Elgin County Board of Education. - Carried. Adult Day Program — Director of Community and Cultural Services The director presented a report on a data sharing agreement for the operation of the Adult Day Program administered within county long term care homes through a partnership with the City of St. Thomas and Valleyview Home. Moved by Councillor Mennill Seconded by Councillor Wiehle THAT the Chief Administrative Officer be authorized to execute the "Integrated Assessment Record — Data Sharing Agreement" on behalf of the County's Long Term Care Homes for the administration of the Adult Day Program; and, THAT the Adult Day Program Coordinator be listed as the primary contact and the Director of Community and Cultural Services as the privacy officer for the purposes of the agreement. - Carried. County Council 3 September 11, 2012 Award of Tender: Joseph Street Reconstruction, Port Stanley— Director of Engineering Services The director presented the tender results for the reconstruction of Joseph Street in Port Stanley. Moved by Councillor Marr Seconded by Councillor Jenkins THAT L82 Construction Limited be selected for the Joseph Street, Port Stanley, reconstruction, Contract No. 6220-12-03 at a total price of$100,112.23, inclusive of$20,000 contingency allowance and exclusive of HST; and, THAT if the cost increases above the tender amount approved by Council by more than 10 per cent, the director will prepare a further report to Council outlining the expenditures; and, THAT the Warden and Chief Administrative Officer be authorized to sign the contract. - Carried. Audit Services — Purchasing Coordinator The coordinator presented a report on the need to update the County's Procurement Policy and a recommendation for a Request for Proposal for audit services. Moved by Councillor McWilliam Seconded by Councillor Ens THAT staff be directed to issue a Request for Proposal for External Audit Services for up to a five-year term; and, THAT staff review the Procurement Policy and forward recommendations to Council for consideration. - Carried. Quarterly Information Report: Contract Awards, April 1, 2012 - June 30, 2012 — Purchasinq Coordinator The coordinator presented the quarterly report. Moved by Councillor McIntyre Seconded by Councillor Mennill THAT the report titled "Quarterly Information Report, Contract Awards, April 1, 2012 - June 30, 2012" dated July 12, 2012 be received and filed. - Carried. Tax Relief— Director of Financial Services The director presented the report outlining the deadline for applications to be submitted for tax relief by qualified applicants. Moved by Councillor Jenkins Seconded by Councillor Marr THAT the application deadline for tax relief for low income seniors, low income persons with disabilities and charitable organizations be November 30 of the tax year in which tax relief is being sought. - Carried. 2012-2013 Revised Annual Long Term Care Homes Funding — Director of Financial Services The director presented a report noting the August 2012 payment to homes was higher than originally anticipated but still below expected revenues. An addendum was walked into the meeting showing provincial and federal funding received by the county. County Council 4 September 11, 2012 Moved by Councillor Mennill Seconded by Councillor Ens THAT the report titled "2012-2013 Revised Annual Long Term Care Homes Funding" dated August 20, 2012 be received and filed. - Carried. Budget Comparison: July 2012 — Director of Financial Services The director presented the report noting the year-to-date performance to budget is $474,000. Moved by Councillor McIntyre Seconded by Councillor Wiehle THAT the report titled "Budget Comparison: July 2012" dated August 17, 2012 be received and filed. - Carried. 2011 Draft Annual Report— Director of Financial Services The director presented the draft annual report, including the Consolidated Financial Statements. Moved by Councillor Mennill Seconded by Councillor McWilliam THAT the 2011 Annual Report, Consolidated Financial Statements, Financial Information Return and the Municipal Performance Measures Program be approved for publication. - Carried. CORRESPONDENCE Items for Consideration 1. Monty McNaughton, M.P.P. Lambton-Kent-Middlesex, PC Critic, Economic Development and Innovation, seeking the County's support for his private member's bill, Bill 76, an Act to Amend the Ontario Lottery and Gaming Act of 1999. 2. Michelle Casavecchia, Chief Administrative Officer, Township of Malahide with a resolution requesting that the County of Elgin County Council roll back the County Council wages to the rate at the beginning of the council term, for the remainder of this Council term. 3. Lynn Peterson, Co-Chair, Thunder Bay and Area Disaster Relief Committee requesting financial support to the Disaster Relief Fund to assist those affected by flooding this past spring. 4. Randy Denning, President, Thames EMS Inc. with an invitation to a special celebration on September 25, 2012 to honor a number of cardiac arrest survivors from 2010-2011. 5. Hon. John Milloy, Minister of Community and Social Services with a response to the County and City of St. Thomas regarding the pending closure of the ODSP office, St. Thomas. (Addendum item). The following recommendation was adopted in regard to Correspondence Item #1: Moved by Councillor Marr Seconded by Councillor Mennill THAT the request for support of the Private Member's Bill #76, Ontario Lottery and Gaming Act, be received and filed. - Carried. The following recommendation was adopted in regard to Correspondence Item #2: County Council 5 September 11, 2012 Moved by Councillor Ens Seconded by Councillor McIntyre THAT the letter from the Township of Malahide regarding a request to roll-back County Council wages be received and filed. - Carried. The following recommendation was adopted in regard to Correspondence Item #3: Moved by Councillor Mennill Seconded by Councillor Ens THAT the request for a donation to the Thunder Bay and Area Disaster Relief Fund be received and filed. - Carried. The following recommendation was adopted in regard to Correspondence Item #4: Moved by Councillor McIntyre Seconded by Councillor Jenkins THAT the invitation from the Elgin-St. Thomas EMS be received and filed. - Carried. The following recommendation was adopted in regard to Correspondence Item #5: Moved by Councillor Marr Seconded by Councillor McIntyre THAT Elgin County Council express its disappointment in the Minister's response to the community concerns and reiterate Council's recommendations to postpone the transfer of services to London from the ODSP office in St. Thomas and to work with the Ministry while it conducts a thorough review of the impact on local clients; and, THAT copies of this resolution be sent to the Premier, the Minister, the City of St. Thomas and the Elgin-Middlesex-London M.P.P. - Carried. Items for Information (Consent Agenda) 1. Hon. Christian Paradis, Minister of Industry with follow up regarding the Community Access Program (CAP). 2. Information from St. Thomas-Elgin Local Immigration Partnership regarding "Walk With Me" on Thursday, September 27, 2012 from 9:00 am — 3:00 pm. 3. St. Thomas Elgin General Hospital Redevelopment Project; a) Update from Susan O'Brian, President, St. Thomas Elgin General Hospital Foundation. b) Press release from Cathy Fox, Communications and Public Relations Specialist, St. Thomas Elgin General Hospital. c) Paul Collins, President and CEO, St. Thomas Elgin General Hospital with an update regarding the response from the Ministry of Health and Long Term Care to the STEGH capital project "re-scoping" proposal. 4. Gary McNamara, President, AMO thanking Mark McDonald for agreeing to be the AMO representative on the Administration and Infrastructure Working Group, a subgroup of the Future of Policing Advisory Committee (FPAC). 5. Jeff Yurek, MPP, Elgin-Middlesex-London with copy of correspondence to Hon. John Milloy, Minister of Community and Social Services concerning the planned closure of the Ontario Disability Support Program (ODSP) office in St. Thomas. 6. Dan Mathieson, Chair, MPAC Board of Directors providing an update on activities for the first and second quarters of 2012. County Council 6 September 11, 2012 7. Hon. James Moore, Minister of Canadian Heritage and Official Languages thanking Warden Walters for his letter regarding the cancellation of Library and Archives Canada's National Archival Development Program. 8. Pam Dyck, Administrative Assistant, Violence Against Women Services Elgin County with information regarding the 3rd Annual "Walk a Mile in Her Shoes" event on September 23, 2012. 9. Kimberly Earls, Business Development Officer, SCOR EDC, informing Council of the new SCOR EDC executive. 10. Stacey Griffen, Executive Office Coordinator, South West Local Health Integration Network with information regarding its Integrated Health Service Plan for 2013-2016. 11. Hugh Shields, Executive Director, Great Lakes International Airshow with information regarding the Great Lakes International Air Show in June 2013. 12. Erica Arnett, Health Promoter, Elgin St. Thomas Public Health with information regarding the Healthy Communities Partnership. 13. Tammie Ryall, Planner, Municipal Services Office, Western, Ministry of Municipal Affairs and Housing acknowledging receipt of the council-adopted County of Elgin Official Plan. (Addendum item, walked in). In regard to Correspondence Item #1: The Director of Community and Cultural Services addressed the letter, saying losing the funding was difficult and the response from the Minister of Industry was disappointing. The following recommendation was adopted in regard to Correspondence Item #1: Moved by Councillor Wiehle Seconded by Councillor Jenkins THAT the Warden write a letter to the Minister expressing council's disappointment with cessation of the Community Access Program and reiterate the particularly negative impact this cancellation has on rural communities. - Carried. In regard to Correspondence Item #3: The Warden reported that he had attended the ribbon cutting for the "rescoping" of the Capital Redevelopment Project at St. Thomas Elgin General Hospital and noted that the project is now official. He anticipates the hospital Foundation will be addressing Council on funding needs in the near future. In regard to Correspondence Item #4: Councillor McIntyre expressed his appreciation that the county's Chief Administrative Officer (CAO) is serving on the Future of Policing Advisory Sub- committee. The Warden also added his thanks for the CAO's work on behalf of the Western Ontario Warden's Caucus. Moved by Councillor McIntyre Seconded by Councillor Mennill THAT correspondence Items #2 - 13 be received and filed. - Carried. Council took a brief recess and reconvened at 10:25 a.m. OTHER BUSINESS Statements/Inquiries by Members Councillor Marr invited members to attend the Snow Birds Air Show events in Port Stanley on September 11-12, 2012. County Council 7 September 11, 2012 Councillor McIntyre reported that the RCMP Musical Ride on September 6, 2012 in Shedden was a success and thanked the county's economic department staff for their participation. Warden Walters reported the Ministry of Health and Long Term Care was advocating for a full- time Medical Officer of Health (MOH) at St. Thomas Elgin Public Health and a letter from the Board of Health will be coming to council. He reported implementation of a full-time MOH would have financial implications. Notice of Motion - None Matters of Urgency - None Closed Meeting Items Moved by Councillor Jenkins Seconded by Councillor Mennill THAT we do 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 Violations; Section 240.2 (a) the security of the property of the municipality or local board — Clinical Associates Lease; and, Section 240.2 (d) labour relations or employee negotiations — Labour Relations Matter: Update of Collective Bargaining with Ontario Nurses' Association. - Carried. The Chief Administrative Officer presented the County Solicitor's advice on Tree By-Law Violations. The Director of Engineering Services presented the report on the lease. The Director of Human Resources presented the report on the Ontario Nurses' Association. Moved by Councillor Marr Seconded by Councillor Mennill THAT we do now rise and report. - Carried. Moved by Councillor Ens Seconded by Councillor Wiehle THAT the confidential letter dated August 23, 2012 from the County Solicitor regarding the appeal of a Woodland Conservation By-law judgement be received and filed. - Carried. Moved by Councillor McIntyre Seconded by Councillor Jenkins THAT the Warden and Chief Administrative Officer be authorized and directed to sign a lease agreement with Clinical Associates for Suite 345; and, THAT the lease start on September 1, 2012 for a lease rate of$14.55 sq/ft for year one ($7,347.75 annual payment) and $14.85 per sq/ft for eight months, year two ($4,999.52 for eight months) plus the HST. - Carried. It was noted that staff direction had been given in regard to the confidential Ontario Nurses' Association report updating a bargaining mandate. County Council 8 September 11, 2012 Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor Marr Seconded by Councillor Jenkins THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. BY-LAWS Moved by Councillor Jenkins Seconded by Councillor Mennill THAT By-Law No. 12-25 "Being a By-Law to Establish Revenue Neutral Clawback Percentages for Certain Property Classes" be read a first, second and third time and finally passed. - Carried. Moved by Councillor Ens Seconded by Councillor Wiehle THAT By-Law No. 12-26 "Being a By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the September 11, 2012 Meeting" be read a first, second and third time and finally passed. - Carried. PRESENTATION Members of the Elgin County United Way Special Events Committee gave a presentation on the money raised by the county in 2012 at various events: the total was $51,500. The Warden thanked the committee for its hard work for this worthy cause. It was announced that the annual Warden's Golf Tournament will be held on June 27, 2013 at St. Thomas Golf and Country Club. Moved by Councillor Mennill Seconded by Councillor Wiehle THAT the presentation titled "United Way 2012 Campaign" dated September 11, 2012 be received and filed. - Carried. ADJOURNMENT Moved by Councillor McIntyre Seconded by Councillor Jenkins THAT we do now adjourn at 10:55 a.m. and meet again on September 25, 2012 at the County Administration Building Council Chambers at 9:00 a.m. - Carried. , ‘‘,......} F Mark lC©enatcL— � Bill Walters, Chief Administrative Officer. Warden.