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February 12, 2013 MinutesCOUNTY COUNCIL MINUTES Tuesday, February 12, 2013 The Elgin County Council met this day at the Administration Building at 9:00 a.m. with all members present except Councillor Ens (vacation). Warden McWilliam in the Chair. ADOPTION OF MINUTES Moved by Councillor Mennill Seconded by Councillor Jenkins THAT the minutes of the meeting held January 22, 2013 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF — None. PRESENTATION Councillor Mennill introduced and provided background of the Joint County and St. Thomas Public Arts Centre exhibition "Parade of Elephants" on display in the Council Chambers. DELEGATION Barbara Arbuckle, Director, St. Thomas -Elgin Ontario Works department and Irma Pedersen, Supervisor, Children's Services Division, presented a report regarding funding guidelines for Ontario child care service. The director reported that meetings are underway with community partners to help implement the funding. Moved by Councillor Walters Seconded by Councillor Marr THAT the report titled "2013 Ontario Child Care Service Management and Funding Guideline" dated January 28, 2013 be received and filed. - Carried. Moved by Councillor McIntyre Seconded by Councillor Wiehle THAT we do now move into Committee Of The Whole Council. - Carried. Closed Meeting Items Moved by Councillor Walters Seconded by Councillor Couckuyt 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 Matters: Collective Agreement Approval, Service Employees International Union; and, Section 240.2 (b) personal matters about an identifiable individual, including municipal or local board employees — Confidential Nomination Request. The Director of Human Resources presented the report on Collective Agreement Approval, Service Employees International Union. The confidential correspondence was discussed. County Council 2 February 12, 2013 Moved by Councillor Wiehle Seconded by Councillor Couckuyt THAT we do now rise and report. - Carried. Moved by Councillor Mennill Seconded by Councillor Walters THAT County Council approve the confidential report titled "Labour Relations Matters — Seeking Approval for New Collective Agreement with Service Employees International Union (SEIU — Homes Employees)" dated February 4, 2013, subject to being ratified, and the recommendations contained therein; and, THAT the necessary by -law be prepared. - Carried. Moved by Councillor McIntyre Seconded by Councillor Marr THAT the Warden on behalf of Elgin County Council be authorized and directed to initiate a committee comprised of the Warden and Councillors Jenkins and Walters to support the nomination of a prominent county representative to the Canadian Agricultural Hall of Fame. - Carried. 4• The supervisor presented the annual report regarding donations made to local Christmas care drives in lieu of fines to the library for overdue items. Moved by Councillor Mennill Seconded by Councillor McIntyre THAT the report titled "Library 2012 Food For Fines Campaign" dated January 18, 2013 be received and filed. - Carried. The coordinator presented the report regarding usage trends at the 10 library branches in Elgin County. Councillor Couckuyt noted the Aylmer Library will celebrate its 100th anniversary this year. Councillor McIntyre requested the report be forwarded to the Southwold Library Committee. Moved by Councillor McIntyre Seconded by Councillor Couckuyt THAT the report titled "2012 Library Usage and Statistics" dated January 28, 2013 be received and filed. - Carried. - _ - Law —Manager of Planning The planner presented the report regarding the establishment of planning fees for the county, in light of the pending approval by the Province of Ontario of the county's first Official Plan. County Council Moved by Councillor Mennill Seconded by Councillor Marr 3 February 12, 2013 THAT County Council amend its fees and charges by -law to include planning fees under Section 69 of the Planning Act and that the following fees be approved: Plans of Subdivision $4,000.00 - deposit for appeal $2,000.00 (returnable if no appeal) Extension to draft plan approval $ 500.00 Plans of Condominium $4,000.00 - deposit for appeal $2,000.00 (returnable if no appeal) (no deposit for exemption) County Official Plan Amendment $4,000.00 Local Official Plan Amendment $1,000.00 (municipally - initiated OPA exempt) Part Lot Control Exemption $ 500.00; and, THAT the report titled "Planning Fees: Proposed Amendments to the County of Elgin Fees and Charges By -Law" dated January 17, 2013 be received and filed. - Carried. Council and Outside Boards Remuneration and Expenses: Senior Financial Analyst The analyst presented the annual report regarding the payment of remuneration, mileage and expenses for council and outside boards. Moved by Councillor Jenkins Seconded by Councillor Walters THAT the Treasurer's Statement of Remuneration and Expenses for County Council for 2012 be received and filed; and, THAT the Treasurer's Statement for Remuneration and Expenses for Outside Boards for 2012 be received and filed; and, THAT the report titled "Council and Outside Boards Remuneration and Expenses" dated January 24, 2013 be received and filed. - Carried. Awarding Tenders: Fire Sprinklers, Terrace Lodge and Engineering Services for the Larqie Bridge Replacement, Dutton /Dunwich — Director of Engineering Services The director presented the report regarding the two projects. Moved by Councillor Mennill Seconded by Councillor Walters THAT the report titled "Awarding Tenders: Fire Sprinklers, Terrace Lodge & Engineering Services for the Largie Bridge Replacement, Dutton /Dunwich" dated January 28, 2013 be received and filed; and, THAT staff award the following tenders as long as the County's Purchasing Policy is followed, lowest tenders are selected and within budget allocations: Supply and Install Fire Sprinklers for Terrace Lodge, and Largie Bridge Replacement, Dutton /Dunwich; and, THAT staff report back to council with the results at the March 12, 2013 Council meeting. - Carried. Road Maintenance Agreement — Deputy Director of Engineering Services The deputy director presented the agreement that outlines maintenance responsibilities between the County and partner municipalities. County Council Moved by Councillor Walters Seconded by Councillor Wiehle 4 February 12, 2013 THAT the report titled "Road Maintenance Agreement" dated January 28, 2013 be received and filed; and, THAT the agreement be circulated to municipal councils requesting their adoption of the agreement before April 26, 2013. - Carried. Revisions: Attending Physicians Agreement — Director of Homes and Seniors Services The director presented the report regarding changes in the agreement for attending physicians for the county's homes for seniors. It was noted the revisions were approved by the county solicitor. Moved by Councillor Jenkins Seconded by Councillor McIntyre THAT Council approve the revisions and direct staff to forward the Attending Physician Agreement to all Homes' current and future attending physicians; and, THAT the report titled "Revisions: Attending Physicians Agreement" dated January 30, 2013 be received and filed. - Carried. Case Mix Index Results for 2013/2014 — Director of Homes and Seniors Services The director presented the report showing the Case Mix Index results for funding for the Homes by the Ontario Ministry of Health and Long -Term Care. Moved by Councillor Marr Seconded by Councillor Mennill THAT the report titled "Case Mix Index Results for 2013/2014" dated January 29, 2013 be received and filed. - Carried. Accessible Procurement — Accessibility Coordinator The coordinator presented the report outlining processes to be considered in regard to accessibility when procurements are made by the county. Moved by Councillor Mennill Seconded by Councillor Wiehle THAT the attached guide be utilized by staff to ensure accessibility criteria are considered when making purchases under the County's Procurement Policy; and, THAT the report titled "Accessible Procurement" dated January 23, 2013 and the attached guide be received and filed. - Carried. 2013 Non -Union Compensation: Director of Human Resources The director presented the report regarding a wage increase for non -union staff. County Council Moved by Councillor Marr Seconded by Councillor Jenkins 5 February 12, 2013 THAT Council approve a non -union economic adjustment of 1.9 per cent effective on the first pay period of 2013; and, THAT the necessary by -law be prepared. - Carried. CORRESPONDENCE Items for Consideration 1. David Marit, Chair, Rural Forum, Federation of Canadian Municipalities, Communique with an update on the Rural Infrastructure Campaign. 2. Mayor John Lessif, Chair, South Central Ontario Region Economic Development Corporation (SCOR EDC) requesting the County of Elgin continue to participate in the discussion on SCOR's business model. The following recommendation was adopted in regard to Correspondence Item #1: Moved by Councillor Walters Seconded by Councillor Mennill THAT Elgin County Council support the Federation of Canadian Municipalities (FCM) Rural Infrastructure Campaign and forward a letter to the FCM. - Carried. The following recommendation was adopted in regard to Correspondence Item #2: Moved by Councillor Jenkins Seconded by Councillor Walters THAT Councillors Couckuyt and Ens be appointed in an advisory capacity to SCOR in order to participate in the refocus and redefinition of that organization, with the understanding that the County's position remains unchanged from that which was communicated on January 9, 2013; and, THAT the Warden be authorized and directed to communicate this matter to SCOR's membership. - Carried. Items for Information (Consent Agenda) 1. Deb Coring, Project Lead, Mental Health Transformation, St. Joseph's Regional Mental Health Care providing an update on the short term contingency plan for Elgin County mental health services. 2. Invitation to the 2013 Farmland Forum: The Farm Economy and Rural Resilience: Coping with Climate Change and Rising Energy Prices to be held on February 15, 2013. 3. Jeff Yurek, MPP, Elgin- Middlesex- London with a letter of support for the development of a second affordable housing building in the Town of Aylmer. 4. Marianne Campbell, Executive Assistant, St. Thomas Elgin General Hospital (STEGH) with a press release titled "Ambulatory Centre Opens at STEGH February 5, 2013 Improved Services for Patients with Booked Appointments." 5. Michael Barrett, CEO, South West Local Health Integration Network announcing release of new Three -Year Plan for local health care system. County Council 6 February 12, 2013 6. Renewable Energy: Wind, Solar and Biogas Public Information Meeting and Workshop to be held on February 28, 2013. Thames Valley District School Board (TVDSB) with an invitation to the official unveiling of TVDSB's new Mission and Vision to be held on March 4, 2013. 8. Ontario's South Coast Wineries and Growers Association with notice of Annual General Meeting to be held on March 7, 2013. 9. Dave Warden, Chair, Board of Health, Elgin St. Thomas Public Health with copy of the Elgin St. Thomas Public Health approved 2013 Mandatory Program Budget and Related Services Budget. Moved by Councillor Mennill Seconded by Councillor McIntyre THAT Correspondence Items #1 - 9 be received and filed. - Carried. OTHER BUSINESS Statements /Inquiries by Members The Warden announced that the county was the recipient of an award from the Economic Developers Council of Ontario in recognition of the combined 2012 Savour Elgin /Elgin Arts Trail Guide. The county also received two plaques for "honourable mention" in other categories. He congratulated staff on their work and council for its investment in economic development. Notice of Motion - None Matters of Urgency - None The meeting recessed for 15 minutes. REPORTS Preliminary 2012 Year -End Financials and Closed Proiect Report — Director of Financial Services The director presented the report. Moved by Councillor McIntyre Seconded by Councillor Couckuyt THAT the completed Capital projects, as presented in the report titled "Preliminary 2012 Year -End Financials and Closed Project Report" dated January 31, 2013 be closed and placed into service; and, THAT the report titled "Preliminary 2012 Year -End Financials and Closed Project Report" dated January 31, 2012 be received and filed. - Carried. Request for Grants — Director of Financial Services The director presented the report recommending grants to community groups. The warden noted that investment by the county in the agricultural sector was acknowledged when Giles Hume, an Elgin agricultural leader, was presented with a Queen's Golden Jubilee medal by Elgin 4 -H, one of the groups sponsored by the county. County Council Moved by Councillor McIntyre Seconded by Councillor Mennill 7 THAT grant items 18, 19 and 20 be deleted from the list ($20,000); and, THAT $5,000 in non - specific grants be added; and, THAT the list of grants as amended be approved; and, February 12, 2013 THAT the report titled "2013 Request for grants" dated February 5, 2013 be received and filed. - Carried. Councillor Walters was excused from the meeting at 10:45 a.m. 2013 Proposed Budget — Director of Financial Services The director presented the 2013 proposed budget. Moved by Councillor Mennill Seconded by Councillor McIntyre THAT the 2013 Proposed Budget, which includes the Operating Budget, the Capital Budget and Grants, be approved. - Carried Unanimously. Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor Wiehle Seconded by Councillor Marr THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. BY -LAWS Moved by Councillor Mennill Seconded by Councillor McIntyre THAT By -Law No. 13 -04 "Being a By -Law to Provide for the Adoption of the 2013 Budget of the Corporation of the County of Elgin and To Establish the 2013 Tax Ratios, and To Establish the 2013 Tax Rates for the County Constituent Municipalities" be read a first, second and third time and finally passed. - Carried. Moved by Councillor Jenkins Seconded by Councillor Marr THAT By -Law No. 13 -05 "Being a By -Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the February 12, 2013 Meeting" be read a first, second and third time and finally passed. - Carried. County Council ADJOURNMENT Moved by Councillor McIntyre Seconded by Councillor Couckuyt 8 February 12, 2013 THAT we do now adjourn at 10:55 a.m. and meet again on March 12, 2013 at the County Administration Building Council Chambers at 9:00 a.m. - Carried. Mark�ll • • , Cameron McWilliam, Chief Administrative Officer. Warden.