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March 12, 2013 MinutesCOUNTY COUNCIL MINUTES Tuesday, March 12, 2013 The Elgin County Council met this day at the Administration Building at 10:00 a.m. with all members present. Warden McWilliam in the Chair. A moment of silence was observed on behalf of the late Marian Millman, Past Warden of Elgin County. Councillor Wiehle introduced Colby, a working guide dog he is currently taking care of on behalf of a family with an autistic child. Colby sat quietly and observed the proceedings. ADOPTION OF MINUTES Moved by Councillor Mennill Seconded by Councillor Marr THAT the minutes of the meeting held February 12, 2013 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF — None. DELEGATION Liz Brown, Executive Director and Diane Storey, Treasurer of the Board of Directors, Violence Against Women Services Elgin County, requested that council send a letter of support to the Ontario government for their new capital building project of a women's shelter. Moved by Councillor Walters Seconded by Councillor Mennill THAT Elgin County Council support the Violence Against Women's capital building project and strongly encourage the Province of Ontario to provide the much - needed funding assistance for the building campaign. - Carried Unanimously. Moved by Councillor Jenkins Seconded by Councillor Wiehle THAT we do now move into Committee Of The Whole Council. - Carried. REPORTS Elgin County Museum 2012 Annual Report — Councillor Jenkins and Museum Curator Councillor Jenkins provided background to the report followed by the curator who outlined the highlights of the 2012 year of exhibits and projects. Councillor Jenkins thanked the county staff for their work. Moved by Councillor Jenkins Seconded by Councillor McIntyre THAT the report titled "Elgin County Museum 2012 Annual Report" dated February 19, 2013 be received and filed. - Carried. Intellectual Freedom and the Public Library - Library Coordinator County Council 2 March 12, 2013 The coordinator presented the PowerPoint report on Intellectual Freedom and its impact on the library policies and collections. Moved by Councillor Ens Seconded by Councillor Couckuyt THAT the PowerPoint presentation titled "Intellectual Freedom and the Public Library 2012" dated March 12, 2013 be received and filed. - Carried. Business Retention and Expansion: Agri -food Sector — General Manager of Economic Development The general manager presented the report regarding the undertaking by staff to review the agri -food sector, as well as the survey findings of stakeholders. The Chief Administrative Officer drew attention to the next steps for staff, included in the report. Moved by Councillor McIntyre Seconded by Councillor Wiehle THAT the report titled "Business Retention and Expansion: Agri -food Sector" dated February 13, 2013 be received and filed; and, THAT the report titled "Elgin County Agri -food Business Expansion and Retention Study" dated November 2012 be received and filed. - Carried. Funding Agreement: Elgin Business Resource Centre Satellite Offices — General Manager of Economic Development The general manager presented the report and the agreement between the county and the Elgin Business Resource Centre regarding the satellite business office in Aylmer and the soon -to -open satellite office in Dutton /Dunwich. Moved by Councillor Walters Seconded by Councillor Wiehle THAT County Council directs the Chief Administrative Officer to sign the funding agreement with the Elgin Business Resource Centre (EBRC) pertaining to an EBRC satellite office in Aylmer and a satellite office in Dutton /Dunwich. - Carried. Quarterly Information Report: Contract Awards (October 1, 2012 to December 31, 2012) and Direct Negotiation and Expenditures (January 1, 2012 to December 31, 2012) — Purchasing Coordinator The coordinator presented the report regarding the awarding of various contracts. Moved by Councillor Marr Seconded by Councillor Mennill THAT the report titled "Quarterly Information Report - Contract Awards (October 1, 2012 to December 31, 2012) and Direct Negotiation and Expenditures (January 1, 2012 to December 31, 2012)" be received and filed. - Carried. Behavioural Supports Ontario (BSO) Long -Term Care Home Staffing Resources: Additional Funding Announcement for Personal Support Worker - Director of Homes and Seniors Services The director presented the report outlining additional funding from the Province of Ontario for the Behavioural Supports Ontario program staffing in the county's three homes for seniors. County Council 3 March 12, 2013 Moved by Councillor Mennill Seconded by Councillor Ens THAT the Chief Administrative Officer be directed to sign the Behavioural Supports Ontario (BSO) additional funding agreement for 2013 - 2014; and, THAT the report titled "Behavioural Supports Ontario (BSO) Long -Term Care Home Staffing Resources: Additional Funding Announcement for Personal Support Worker" dated March 4, 2013 be received and filed. - Carried. Housekeeping /Laundry Policy — Director of Homes and Seniors Services The director presented the report regarding changes in policy 2.23.1 and 2.23.2 for housekeeping and laundry services in the county's three homes for seniors. Moved by Councillor Jenkins Seconded by Councillor Couckuyt THAT County Council approve the revisions to the Housekeeping /Laundry Policy 2.23.1; and, THAT County Council approve the new policy Housekeeping /Laundry 2.23.2 - Personal Clothing Item: Missing; and, THAT the report titled "Housekeeping /Laundry Policy" dated February 19, 2013 be received and filed. - Carried. Employee Benefits Renewal 2013 — Director of Human Resources The director presented the report showing the analysis of group benefits under consideration for renewal. Moved by Councillor Marr Seconded by Councillor Jenkins THAT County Council approve the negotiated renewal rate adjustments with Manulife Financial for the County of Elgin, effective March 1, 2013. - Carried. Silvercreek Solar Farm Agreement — Deputy Director of Engineering Services The deputy director presented the report and the agreement between the county and Silvercreek Solar Farm for the use of county roads to install a buried hydro transmission line. Moved by Councillor Mennill Seconded by Councillor Ens THAT the Warden and Chief Administrative Officer be authorized and directed to enter into an agreement with Silvercreek Nominee Inc., to install transmission infrastructure on portions of Imperial Road and Glencolin Line. - Carried. Asset Management Funding Agreement — Deputy Director of Engineering Services The deputy director presented the report regarding the county's successful application through the Municipal Infrastructure Investment Initiative (MII) Asset Management Program and the next steps in the process. County Council 4 March 12, 2013 Moved by Councillor Jenkins Seconded by Councillor McIntyre THAT the Chief Administrative Officer be authorized and directed to enter into an agreement with the Province of Ontario to receive funding under the Municipal Infrastructure Investment Initiative (MII) Asset Management Program. - Carried. Award of Largie Bridge Replacement, Dutton /Dunwich and Fire Sprinkler: Terrace Lodge — Director of Engineering Services The director presented the results of tender bids under consideration for the two projects. Moved by Councillor Walters Seconded by Councillor Couckuyt THAT Western Fire Protection Inc., be selected for the supply and installation of the fire sprinkler system at Terrace Lodge, Contract No. 4502 -12 -03 at a total price of $124,950 plus applicable taxes; and, THAT Spriet Associates be selected for the engineering services for Largie Bridge Replacement, Proposal No. 6290 -13 -04 at the proposed fee of $44,800 plus applicable taxes. - Carried. Thames Valley District School Board: Connection to Elgin Manor Waste Water Treatment Plant — Director of Engineering Services The director presented the report outlining the hook -up of Southwold Public School to the Elgin Manor Waste Water Treatment Plant (WWTP), to accommodate an increase in student enrolment. Moved by Councillor McIntyre Seconded by Councillor Mennill THAT the report titled "Thames Valley District School Board: Connection to Elgin Manor Waste Water Treatment Plant" dated February 13, 2013 be received and filed; and, THAT staff be directed to give notice to Elgin Limited Partnership 1 indicating that the waste water treatment agreement will be revised; and, THAT staff be directed to forward correspondence to the Thames Valley District School Board to confirm they are permitted to connect to the county's WWTP, subject to the acceptance of the terms and conditions as approved by the County Solicitor; and, THAT a one -time connection fee of $10,000 and consumption charge of $11 /meter to treat the sewage, and the consumption charge be reviewed periodically and adjusted if required. - Carried. Dexter Line — Environmental Study Report and Municipal Class Environmental Assessment Notice of Completion — Director of Engineering Services The director presented the report noting the county is ready to finalize the Municipal Class Environmental Assessment (EA) planning process for the Dexter Line relocation project located west of Port Bruce. He introduced Dave Malik, Project Planner, Dexter EA, who was in attendance to respond to any inquiries. Moved by Councillor Mennill Seconded by Councillor Couckuyt THAT the report titled "Dexter Line: Environmental Study Report and Municipal Class Environment Assessment Notice of Completion" dated February 18, 2013 be received and authorized for circulation as part of the EA for the project; and, County Council 5 March 12, 2013 THAT the Municipal Class EA Notice of Completion for the Elgin County Road 24 project (Dexter Line) dated March 12, 2012 is authorized to be issued and circulated. - Carried. Energy Management Tool Services Agreement: Local Authority Services — Director of Enqineerinq Services The director presented the report and the agreement regarding an Ontario regulation that requires public agencies to annually report on energy use and greenhouse gas emissions. Moved by Councillor Jenkins Seconded by Councillor Ens THAT the report titled "Energy Management Tool Services Agreement Local Authority Services" dated February 13, 2013 be received and filed; and, THAT the Director of Engineering Services be authorized and directed to sign the service agreement with the Local Authority Services. - Carried. CORRESPONDENCE Items for Consideration 1. David Warden, Chair, Elgin St. Thomas Board of Health requesting County Council's support of the Elgin St. Thomas Public Health Unit's new headquarters on Talbot Street, St. Thomas. 2. Mary Brennan, Director of Council Services /Clerk, County of Essex with a resolution petitioning the Government of Canada to reconsider the closure of the Visa and Immigration sections at the Canadian Consulates General in Detroit. 3. Russ Powers, AMO President, updating Council on Interest Arbitration and the need to press our local MPPs for stronger amendments to current legislation. 4. Clinton Shane Ekdahl, Founder of "Day of the Honey Bee" seeking Council's endorsement of the establishment of a "National Day of the Honey Bee" by the Federal and Provincial Government. The following recommendation was adopted in regard to Correspondence Item #1: Moved by Councillor Walters Seconded by Councillor Couckuyt THAT Elgin County Council write a letter of support regarding the construction of a new Board of Health headquarters in St. Thomas. - Carried. The following recommendation was adopted in regard to Correspondence Item #2: Moved by Councillor Marr Seconded by Councillor Wiehle THAT Elgin County Council support the resolution from the County of Essex petitioning the government to reconsider the closure of the Visa and Immigration Sections at the Consulates General in Detroit. - Carried. The following recommendation was adopted in regard to Correspondence Item #3: Moved by Councillor Mennill Seconded by Councillor Marr THAT Correspondence Item #3 be received and filed. - Carried. County Council 6 March 12, 2013 The following recommendation was adopted in regard to Correspondence Item #4: Moved by Councillor Wiehle Seconded by Councillor Mennill THAT Elgin County Council supports the "National Day of the Honey Bee" and expresses its support in a letter to the Federal and Provincial Government. - Carried. Items for Information (Consent Agenda) 1. City /Council Liaison Meeting Minutes from January 31, 2013 meeting. 2. Linda Li -Chee -Ming, Awards and Recognition Programs Lead, requesting nominations for Earth Day Canada's 2013 Hometown Heroes Award Program. 3. Judy Berkin, Business Services Officer, Thames Valley District School Board, informing Council of Board's adoption of "Encouraging Facility Partnerships Policy" and related procedure; and, surplus space available for Cooperative Undertaking at Arthur Voaden Secondary School, St. Thomas. 4 Margaret Neufeld, Administrative Assistant, Intech Clean Energy Inc., informing Council of the Ministry of Environment's renewable energy approval for a 500kW ground - mounted solar facility planned for Rodney. 5. Municipality of Central Elgin informing Council of Notice of Completion of Municipal Class Environmental Assessment to develop a strategy to implement stormwater conveyance and stormwater management measures for a portion of the East Side Development Area. Moved by Councillor McIntyre Seconded by Councillor Ens THAT Correspondence Items #1 — 5 be received and filed. - Carried. OTHER BUSINESS Statements /Inquiries by Members Councillor McIntyre expressed his appreciation for the 2012 Year in Review Report. Notice of Motion Councillor Wiehle noted that the Ontario Bee Keepers' Association may seek support of Elgin County Council in the future regarding the Provincial Government's plan to repeal the Ontario Bees Act. Matters of Urgency - None Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor Jenkins Seconded by Councillor Ens THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. BY -LAWS Moved by Councillor Walters Seconded by Councillor Couckuyt THAT By -Law No. 13 -06 "Being a By -Law to Establish a Pay Schedule for Employees Covered by the Job Evaluation Scale" be read a first, second and third time and finally passed. - Carried. County Council 7 March 12, 2013 Moved by Councillor McIntyre Seconded by Councillor Jenkins THAT By -Law No. 13 -07 "Being a By -Law to Authorize the Execution of a Collective Agreement Between the Corporation of the County of Elgin and Service Employees International Union Local 1 Canada with Respect to the Corporation's Full and Part -Time Employees at the Elgin Manor, Terrace Lodge and Bobier Villa" be read a first, second and third time and finally passed. - Carried. Moved by Councillor Mennill Seconded by Councillor Wiehle THAT By -Law No. 13 -08 "Being a By -Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the March 12, 2013 Meeting" be read a first, second and third time and finally passed. - Carried. ADJOURNMENT Moved by Councillor Walters Seconded by Councillor McIntyre THAT we do now adjourn at 11:30 a.m. and meet again on March 26, 2013 at the County Administration Building Council Chambers at 9:00 a.m. - Carried. Mark McDonald, Cameron McWilliam, Chief Administrative Officer. Warden.