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March 26, 2013 MinutesCOUNTY COUNCIL MINUTES Tuesday, March 26, 2013 The Elgin County Council met this day at the Administration Building at 10:30 a.m. with all members present. Warden McWilliam in the Chair. ADOPTION OF MINUTES Moved by Councillor Walters Seconded by Councillor McIntyre THAT the minutes of the meeting held March 12, 2013 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF — None. DELEGATION William Funston, Advisor, Port Bruce Ratepayers Association, outlined the Association's concerns about the future of Dexter Line. Moved by Councillor McIntyre Seconded by Councillor Jenkins THAT the presentation titled "Concerns Re: Closure of Dexter Line" be received and filed. - Carried. Moved by Councillor Mennill Seconded by Councillor Marr THAT we do now move into Committee Of The Whole Council. - Carried. REPORTS Community Improvement Planning in Elgin County — General Manager of Economic Development The general manager presented the report regarding the formation of improvement planning areas in the county. Moved by Councillor Wiehle Seconded by Councillor Couckuyt THAT County Council endorse this report in principle; and, THAT the General Manager of Economic Development be directed to consult with local municipalities and the province and report back with his findings including the estimated costs of developing a Master Community Improvement Plan for Elgin County. - Carried. Elgin County Multi-Year Accessibility Plan — Accessibility Coordinator The coordinator presented the plan outlining the county's next steps to provide accessible services to the public. County Council 2 March 26, 2013 Moved by Councillor Marr Seconded by Councillor Mennill THAT the County of Elgin Multi-Year Accessibility Plan be adopted and posted on the county's website. - Carried. Tariff of Fees for Land Division Consent Applications — Secretary-Treasurer, Land Division Committee The Director of Engineering Services presented the report regarding proposed new fees for the processing of Land Division Consent Applications. Moved by Councillor Mennill Seconded by Councillor McIntyre THAT the report titled "Tariff of Fees for Land Division Consent Applications" dated March 14, 2013 be received and filed; and, THAT the Tariff of Fees for processing Land Severance Applications be amended as follows: a) Increase fees for Application of Consent and Validation of Title from $750.00 to $1,000.00; Increase fees for Application Deferrals from $100.00 to $300.00; and, Increase fees for Changes to Conditions from $50.00 to $100.00 to reflect increased administrative costs associated with the processing of the application; and, b) All other associated fees shall remain the same as those contained in the present fee structure; and, THAT the necessary by-law be prepared. - Carried. Provision of Land Ambulance Services, Proposal No. 02-01-2013 — Purchasing Coordinator The Director of Financial Services presented the report, indicating only one proposal was submitted to the county during the Request for Proposals process. Moved by Councillor Walters Seconded by Councillor Ens THAT the report titled "Provision of Land Ambulance Services, Proposal No. 02-01-2013" dated March 19, 2013 be received and filed. - Carried. Budget Comparison: February 2013 Year-To-Date — Director of Financial Services The director presented the report, highlighting budget performance. Moved by Councillor Jenkins Seconded by Councillor Marr THAT the report titled "Budget Comparison: February 2013 Year-To-Date" dated March 18, 2013 be received and filed. - Carried. CA Agreement Renewal — Director of Homes and Seniors Services The director presented the report outlining the terms of agreement for renewal of a contract with the YWCA regarding the use of the pool at Terrace Lodge. County Council 3 March 26, 2013 Moved by Councillor Mennill Seconded by Councillor Couckuyt THAT County Council direct staff to negotiate at minimum a three per cent inflationary increase for the 2013-2014 agreement with the YWCA; and, THAT County Council direct staff to sign the 2013-2014 agreement with the YWCA; and, THAT the report titled "YWCA Agreement Renewal" dated March 18, 2013 be received and filed. - Carried. Policy Revision: Minimizing Restraining of Residents; Use of Restraints and Use of Personal Assistance Devices — Director of Homes and Seniors Services The director presented the report regarding changes in policy on the use of restraints and personal assistance devices in the county's homes for seniors. Moved by Councillor McIntyre Seconded by Councillor Marr THAT County Council approve the policy regarding Restraints: Minimizing Restraining of Residents: Use of Restraints and Use of Personal Assistance Devices; and, THAT the report titled "Policy Revision: Minimizing Restraining of Residents; Use of Restraints and Use of Personal Assistance Devices" dated March 18, 2013 be received and filed. - Carried. Medication Administration Policy: New and Medication - Self Administration by a Resident: Revised — Director of Homes and Seniors Services The director presented the report on policies regarding medication at the county's homes for seniors. Moved by Councillor Jenkins Seconded by Councillor Wiehle THAT County Council approve the "Medication Administration" Policy; and, THAT County Council approve the Medication — Self-Administration by a Resident Policy; and, THAT the report titled "Medication Administration Policy: New and Medication Self- Administration by a Resident: Revised" dated March 18, 2013 be received and filed. - Carried. Centennial Avenue Rehabilitation, Central Elgin, East Side Development Area — Director of Engineering Services The director presented the report on the county's potential involvement in the Centennial Avenue project in the East Side Development Area of Central Elgin. Moved by Councillor McIntyre Seconded by Councillor Marr THAT the report titled "Centennial Avenue Rehabilitation, Central Elgin, East Side Development Area" dated March 19, 2013 be received and filed; and, THAT staff be directed to confirm in writing that the County of Elgin will contribute $1.61 million (estimated cost) for the Centennial Avenue Rehabilitation; and, County Council 4 March 26, 2013 THAT the $0.75 million allocated for Centennial Avenue in the 2017 capital budget be advanced to 2013; and, THAT the 10-year capital plan be adjusted by deferring the resurfacing of John Street ($0.55 million); and, THAT $0.31 million be re-allocated by applying efficiencies from favourable tender results as listed in this report and within the 2013 capital budget to fund the remaining Centennial Avenue project. - Carried. Award of Tenders - Engineering Capital Projects — Deputy Director of Engineering Services The deputy director presented the report regarding eight tenders to be reviewed by County Council on various engineering projects. Moved by Councillor Walters Seconded by Councillor Jenkins THAT MSO Construction Limited be selected for the Asphalt Crack Sealing Tender, Contract No. 6090-13-01 at a total price of $52,800.00, exclusive of contingency allowance and exclusive of HST; and, THAT Roto-Mill Incorporated be selected for the Cold In-Place Recycling with Expanded Asphalt Material Tender, Contract No. 6200-13 at a total price of $1,269,177.00, inclusive of a $40,000 contingency allowance and exclusive of HST; and, THAT Birnam Excavating Limited be selected for the Culvert Sliplining Tender, Contract No. 6290-13-01 at a total price of $139,975.64, inclusive of a $10,000 contingency allowance and exclusive of HST; and, THAT Norjohn Contracting and Paving Limited be selected for Fibreglass Reinforced Chip Seal Tender, Contract No. 6250-13A at a total price of $101,850.00, exclusive of contingency allowance and exclusive of HST; and, THAT D&D Trucking and Construction Services be selected for the Granular A Shouldering Tender, Contract No. 6250-13B at a total price of $98,279.50, exclusive of contingency allowance and exclusive of HST; and, THAT Walmsley Bros. Limited be selected for the Hot Mix Asphalt Tender, Contract No. 6220-13 at a total price of $1,531,182.00, inclusive of a $50,000 contingency allowance and exclusive of HST; and, THAT Duncor Enterprises Incorporated be selected for the Microsurfacing (Type 3) Tender, Contract No. 6250-13 at a total price of $598,830.08, inclusive of a $25,000 contingency allowance and exclusive of HST; and, THAT Elgin Construction be selected for the St. George Street Reconstruction Tender, Contact No. 6200-13-01 at a total price of $342,744.19, inclusive of a $25,000 contingency allowance and exclusive of HST; and, THAT Gary D. Robinson Contracting Limited be selected for the Glencolin Line Bridge Rehabilitation Tender, Contract No. 6290-12-01 at a total price of $264,620.00, inclusive of a $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 contracts. - Carried. County Council 5 March 26, 2013 CORRESPONDENCE Items for Consideration 1. Vienna Road Intersection Improvements: The following expressed concerns related to the Highway 3 and Highway 19 (Vienna Road) Intersection Improvements. a) Peter Crocket, Chief Administrative Officer, Oxford County. b) Kyle Kruger, Administrator, Municipality of Bayham. c) C. Valerie Donnell, President, Otter Valley Chamber of Commerce. 2. Western Ontario Wardens' Caucus, Media Release, titled "Western Ontario Warden's Caucus launches new web site to capture local broadband needs." 3. Michelle Casavecchia, Chief Administrative Officer, Township of Malahide, requesting support of a resolution regarding the Ontario Drive Clean Program. The following recommendation was adopted in regard to Correspondence Item #1: Moved by Councillor Ens Seconded by Councillor McIntyre THAT Elgin County Council write a letter of support to the Municipality of Bayham regarding Bayham's concerns of the proposed Vienna Road intersection improvements and the impact on the community; and, THAT correspondence from Oxford County and from the Otter Valley Chamber of Commerce regarding the proposed Vienna Road intersection improvements be received and filed. - Carried. The following recommendation was adopted in regard to Correspondence Item #2: Moved by Councillor Walters Seconded by Councillor McIntyre THAT Elgin County Council support the initiative by the Western Wardens' Caucus and encourage public participation in the survey regarding local broadband needs; and, THAT the Warden send a letter to member municipalities to encourage participation in the survey by residents, staff and councillors. - Carried. The following recommendation was adopted in regard to Correspondence Item #3: Moved by Councillor Mennill Seconded by Councillor Jenkins THAT Elgin County Council support the Township of Malahide's resolution regarding the dissolution of the Ontario Drive Clean Program. - Carried. Items for Information (Consent Agenda) 1. John Lessif, Chair, South Central Ontario region Economic Development Corporation (SCOR EDC) acknowledging receipt of the County's response regarding continued participation in SCOR's business model discussions. 2. Joanne Beaton, Acting Executive Director, St. Thomas Elgin General Hospital Foundation, thanking council for its $750,000 installment to the hospital's Capital Redevelopment Project. County Council 6 March 26, 2013 3. Melanie Knapp, Assistant Secretary, City of St. Thomas Committee of Adjustment with information regarding a public meeting concerning property of the London District Catholic School Board, 84 Park Avenue, St. Thomas. 4. Michael Barrett, Chief Executive Officer, South West Local Health Integration Network, providing information regarding the new Integrated Health Service Plan 2013-2106. 5. AMO Communications: Breaking News: Provincial Government applauded for improving municipal POA fine collection. Moved by Councillor Marr Seconded by Councillor Couckuyt THAT Correspondence Items #1 — 5 be received and filed. - Carried. DELEGATION Randy Denning, President, Elgin St. Thomas Emergency Medical Services (EMS), presented the 2012 Annual EMS report. Councillor Mennill expressed his appreciation for the quality of service, as did Warden Mc William. Moved by Councillor Marr Seconded by Councillor Mennill THAT the Elgin St. Thomas Emergency Medical Services 2012 Annual report be received and filed. - Carried. OTHER BUSINESS Statements/Inquiries by Members Warden Mc William reported he had attended the Ontario Volunteer Service Awards where the county's Director of Community and Cultural Services was recognized for his service, among others. He expressed his appreciation for the volunteers in the Elgin community. Notice of Motion — None. Matters of Urgency — None. Closed Meeting Item Moved by Councillor McIntyre 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 Violation. - Carried. The Tree Commissioner presented the confidential report on a Tree By-law Violation. Moved by Councillor Jenkins Seconded by Councillor Mennill THAT we do now rise and report. - Carried. County Council 7 March 26, 2013 Moved by Councillor Ens Seconded by Councillor Marr THAT the confidential report titled "Tree Clearing in Municipality of West Elgin, Lot 19, Concession 8" dated March 22, 2013 be received and filed. - Carried. Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor Couckuyt Seconded by Councillor Walters THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. BY-LAW Moved by Councillor Mennill Seconded by Councillor Wiehle THAT By-Law No. 13-09 "Being a By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the March 26, 2013 Meeting" be read a first, second and third time and finally passed. - Carried. ADJOURNMENT Moved by Councillor McIntyre Seconded by Councillor Walters THAT we do now adjourn at 11:58 a.m. and meet again on April 23, 2013 at the County Administration Building Council Chambers at 9:00 a.m. - Carried. rk McDonal. Cameron McWilliam, Chief Administrative Officer. Warden.