April 23, 2013 MinutesCOUNTY COUNCIL MINUTES
Tuesday, April 23, 2013
The Elgin County Council met this day at the Administration Building at 9:00 a.m. with all
members present.
Warden McWilliam in the Chair.
Moved by Councillor McIntyre
Seconded by Councillor Mennill
THAT the minutes of the meeting held March 26, 2013 be adopted.
- Carried.
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Councillor Marr declared, at the appropriate time, a conflict of interest with regard to the
report titled "Central Elgin Information Technology Support Request" as a family member
may be involved. At the appropriate time, Councillor Marr vacated his council seat and
refrained from discussing and voting on the item.
John Kelly, Vice President, Erie Innovation and Commercialization, PowerPoint Presentation
titled "The Path to the Future".
The update about the work being done by Erie Innovation and Commercialization was
presented.
Moved by Councillor Ens
Seconded by Councillor Couckuyt
THAT the presentation titled "The Path to the Future" dated April 23, 2013 be received and
filed.
- Carried.
Moved by Councillor Jenkins
Seconded by Councillor Marr
THAT we do now move into Committee Of The Whole Council.
- Carried.
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Development
The general manager presented the report regarding memberships in regional associations.
Moved by Councillor McIntyre
Seconded by Councillor Couckuyt
THAT Elgin County Council appoints the General Manager of Economic Development, and
the following two members of County Council: Councillor Walters and Warden McWilliam as
2013 voting members on the Southwest Economic Alliance; and,
THAT the General Manager of Economic Development, be appointed to the Southwest
Economic Alliance Advisory Council for 2013.
- Carried.
County Council 2 April 23, 2013
The coordinator presented the report outlining revisions in the County's Procurement Policy.
Moved by Councillor Mennill
Seconded by Councillor Wiehle
THAT the report titled "Procurement Policy Revisions" dated April 2, 2013 be approved.
- Carried.
• .. •;. ..
Technology
The manager presented the report regarding a proposal to extend technology support from
the County of Elgin to the Central Elgin municipal staff. Councillor Marr had previously
declared a conflict of interest on this item and did not participate in the discussion or vote.
Moved by Councillor McIntyre
Seconded by Councillor Walters
THAT staff be authorized to proceed with the negotiation of a one-year Service Level
Agreement for the pilot partnership with the Municipality of Central Elgin for information
technology services.
- Carried.
The supervisor presented the report, updating Council on recently introduced pending
legislation to improve the ability of municipalities to collect unpaid Provincial Offences fines.
Moved by Councillor Walters
Seconded by Councillor Couckuyt
THAT the report titled "Provincial Offences Act (POA) Unpaid Fines — Legislation" dated April
8, 2013 be received and filed.
- Carried.
The director presented the report, highlighting budget performance.
Moved by Councillor Mennill
Seconded by Councillor Marr
THAT the report titled "Budget Comparison - March 2013" dated April 17, 2013 be received
and filed.
- Carried.
The manager presented the report updating Council on recent initiatives for the Elgin County
Archives. Councillor Jenkins congratulated the staff on the work done in the department.
Moved by Councillor Jenkins
Seconded by Councillor McIntyre
THAT the report titled "Elgin County Archives — Recent Acquisitions and Activities" dated
April 2, 2013 be received and filed.
- Carried.
County Council 3 April 23, 2013
2013 International Plowing Match Agricultural Legacy Scholarship — Director of
Community and Cultural Services
The director presented the report outlining that applications are being accepted now for the
2013 scholarships.
Moved by Councillor Walters
Seconded by Councillor Marr
THAT the report titled "2013 International Plowing Match Agricultural Legacy Scholarship"
dated April 5, 2013 be received and filed.
- Carried.
Generator Repiacement; and Largie Bridq Repinement, Dufton/Dunwich — Director
of Engineering Services
The director presented the report regarding tenders to be awarded for three projects.
Moved by Councillor Ens
Seconded by Councillor Mennill
THAT the report titled "Awarding Tenders: New Dutton Emergency Medical Services (EMS)
Base; Bobier Villa Generator Replacement; and Largie Bridge Replacement, Dutton/Dunwich"
dated April 5, 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: New Dutton EMS Base and Bobier
Villa Generator Replacement; and Largie Bridge Replacement in Dufton/Dunwich; and,
THAT staff report back to Council with the results at the June 11, 2013 County Council
meeting.
- Carried.
Se-iiices
The director presented the report on the tender that was advertised for signage removal and
installation on county roads.
Moved by Councillor Marr
Seconded by Councillor Jenkins
THAT Gary D. Robinson Contracting Limited be selected for the 2013 Signage Removal and
Installation, Contract No. 6260-13-10A at the total price of $224,450.00 plus applicable taxes.
- Carried.
Agreement — Director of Engineering Services
The director presented the agreement regarding the sharing of non -confidential medical data.
Moved by Councillor McIntyre
Seconded by Councillor Couckuyt
THAT the report titled "Emergency Medical Services Chiefs of Canada National Database
Data Sharing Agreement" dated March 26, 2013 be received and filed; and,
THAT the Warden and Chief Administrative Officer be authorized and directed to sign the
Data Sharing Agreement with the Emergency Medical Services Chiefs of Canada (EMSCC).
- Carried.
County Council 4 April 23, 2013
The director presented the report which outlined revisions to the recognition program.
Moved by Councillor Mennill
Seconded by Councillor Walters
THAT County Council approve the report titled "Service Recognition Awards" dated April 4,
2013; and,
THAT the corresponding policy changes be adopted (Human Resources Policy Numbers
10.130 and 12.100) and made effective January 1, 2014.
- Carried.
The director presented the report outlining the activities required at Terrace Lodge, resulting
from a fire safety inspection.
Moved by Councillor Mennill
Seconded by Councillor Marr
THAT Council direct staff to meet requirements of the Office of the Ontario Fire Marshal TG -
02 -2012 Staffing Levels for the Emergency Evacuation of Residents in Care Occupancies;
and,
THAT upon installation of the fire sprinkler system and inspection by the Director of Fire and
Emergency Services for Malahide Township, staff report back to Council concerning the
staffing level requirements; and,
THAT the report titled "Terrace Lodge Fire Safety Inspection" dated April 8, 2013 be received
and filed.
- Carried.
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Seniors
The director presenting the report recommending Council authorize an electronic data
sharing agreement for the receipt of placement applications for Long Term Care Homes,
referred by the Community Care Access Centre.
Moved by Councillor Jenkins
Seconded by Councillor McIntyre
THAT the Chief Administrative Officer be authorized to execute the Community Integration:
Network Services Agreement on behalf of the County's long-term care homes; and,
THAT the Director of Homes and Seniors Services be listed as the primary contact and the
Director of Community and Cultural Services as the privacy officer for the purposes of this
agreement.
- Carried.
1. Scott Luey, CAO/Deputy Clerk, Township of Wainfleet, with a resolution seeking support
which declares that the Township of Wainfleet is not a "willing host" for wind turbine
development.
2. Information from St. Thomas District Chamber of Commerce for MP/MPP Luncheon to be
held on Friday, May 24, 2013 at St. Anne's Centre.
County Council
April 23, 2013
3. Rebecca McLean, Supervisor of Planning, London District Catholic School Board,
informing Council of the Board's surplus property available in the Town of Aylmer at the
southeast corner of Queen Street and South Street.
The following recommendation was adopted in regard to Correspondence Item #1:
Moved by Councillor Mennill
Seconded by Councillor Marr
THAT Correspondence Item #1 be received and filed.
- Carried.
The following recommendation was adopted in regard to Correspondence Item #2:
Moved by Councillor Wiehle
Seconded by Councillor Couckuyt
THAT Correspondence Item #2 be received and filed.
- Carried.
(A show of hands was given to indicate who would attend the Chamber event).
The following recommendation was adopted in regard to Correspondence Item #3:
Moved by Councillor Couckuyt
Seconded by Councillor Jenkins
THAT Correspondence Item #3 be received and filed.
- Carried.
Correspondence Unit, Ontario Ministry of Citizenship and Immigration, responding to the
County of Elgin's resolution supporting the request from the County of Essex requesting
reconsideration of closure of the Visa and Immigration Sections at the Canadian
Consulate General in Detroit.
2. Laurie Collins, Administrative/Planning Assistant, Township of Southwold and Nancie
Irving, CMO, Town of Aylmer, with resolutions endorsing the Township of Malahide's
Ontario Drive Clean Program resolution.
3. Heather Jackson, Mayor, City of St. Thomas, informing Council that there is no additional
funding available for the development of the affordable housing project proposed by
Walter Ostojic & Sons on Brown Street in the Town of Aylmer.
4. Margaret Underhill, Planning Coordinator/Deputy Clerk, Municipality of Bayham, with
resolution supporting the County of Elgin Official Plan modifications.
5. Mayor Cameron McWilliam, Municipality of Dutton/Dunwich, with resolution supporting
the County of Elgin Official Plan.
6. David Marit, Chair, FCM Rural Forum, with information on the 2013-14 Federal Budget
as it relates to Rural Infrastructure.
7. Wendell Graves, Chief Administrative Officer/Clerk, announcing Cheryl Fish as the new
Health Recruiter for the City of St. Thomas - County of Elgin Health Recruitment
Partnership.
8. Tanya Noble, Manager of Programs & Therapy Services, Elgin County Homes and
Seniors Services, with an invitation to drop-in volunteer recognition event on Tuesday,
April 23, 2013 from 3:00 p.m. to 5:30 p.m. at Terrace Lodge, St. Thomas Public Library,
and Bobier Villa.
9. Hon. Gerry Ritz, PC, MP, Minister of Agriculture and Agri -Food, recognizing the County's
support of Mr. Clinton Shane Ekdahl's efforts to promote the Day of the Honeybee.
County Council 6 April 23, 2013
10. AMO Communications Email regarding:
a) Ontario PC's Interest Arbitration Private Members' Bill Lost on Vote.
b) 2010 OMPF Reconciliation Announced Amid Future Funding Uncertainty.
11. South West Local Health Integration (LHIN) Network Newsletter.
12. The Mayors' Coalition Steering Committee with information on the Mayors' Coalition for
Affordable, Sustainable and Accountable Policing (ASAP) and an invitation to an Update
& Strategy Meeting on Thursday, May 2, 2013 at the Ontario Small Urban Municipalities
Conference.
In regard to Correspondence Item #9: Councillor Wiehle reported that he wanted to draw
attention to the issues faced by the Canadian Beekeeping Association. He noted that the
population of bees in North America is drastically dwindling, an estimated 25-30 per cent this
year. He said there is a drive across Canada for small beekeepers and hobbyists to report
the number of bees they keep.
In regard to Correspondence Item #7: Council was informed that a corrected telephone
number for the new health recruiter had been provided: 519-631-7365.
In regard to Correspondence Item #3: Councillor Couckuyt thanked council for its support of
affordable housing in Aylmer now and in the future.
Moved by Councillor Walters
Seconded by Councillor Ens
THAT Correspondence Items #1 — 12 be received and filed.
- Carried.
Council recessed for 15 minutes for the Arbor Week tree planting ceremony.
The Warden, C. Frank Lattanzio, Chairperson of the St. Thomas -Elgin Arbor Week
Committee and Jeff Lawrence, Elgin County Tree Commissioner presided over a ceremonial
tree planting of a red oak on the south side of the County Administration Building.
Moved by Councillor Ens
Seconded by Councillor Marr
THAT we do now proceed into closed meeting session in accordance with the Municipal Act
to discuss matters under Section 240.2 (f) advice that is subject to solicitor -client privilege,
including communications necessary for that purpose — SCOR Partnership Consideration;
Section 240.2 (e) litigation or potential litigation including matters before administrative
tribunals, affecting the municipality or local board — Negotiated Agreements Review; Section
240.2 (c) a proposed or pending acquisition or disposition of land by the municipality or local
board — Provincial Offences Act (POA) Facilities; Section 240.2 (d) labour relations or
employee negotiations — Land Ambulance Services; Section 240.2 (a) the security of the
property of the municipality or local board — 1342961 Ontario Inc. (Hennessy Hogan) Lease
and ARC Financial Planning Group Ltd. (Brad Bedford) Lease.
- Carried.
The Chief Administrative Officer presented correspondence from SCOR.
County Council 7 April 23, 2013
The Chief Administrative Officer presented the Review of Negotiated Agreements report.
The Director of Financial Services presented the Provincial Offences Act Facilities report.
The Director of Engineering Services presented the report on Land Ambulance Services; the
1342961 Ontario Inc. (Hennessy Hogan) Lease; and the ARC Financial Planning Group Ltd.
(Brad Bedford) Lease reports.
Moved by Councillor Ens
Seconded by Councillor Jenkins
THAT we do now rise and report.
- Carried.
Moved by Councillor Couckuyt
Seconded by Councillor Ens
THAT the Warden be authorized and directed to respond to the letter from SCOR dated
March 28, 2013 according to the confidential draft correspondence presented.
- Carried Unanimously.
Moved by Councillor Jenkins
Seconded by Councillor Marr
THAT the Warden and Chief Administrative Officer be given direction on a specific approach
to negotiate the confidential agreement; and,
THAT the confidential report titled "Review of Negotiated Agreements" dated April 9, 2013
be received and filed.
- Carried.
Moved by Councillor Mennill
Seconded by Councillor Wiehle
THAT staff direction was provided on exploring options for the Provincial Offences Act (POA)
Facilities; and,
THAT the confidential report titled "Provincial Offences Act (POA) Facilities" dated April 5,
2013 be received and filed.
- Carried.
Moved by Councillor Walters
Seconded by Councillor Ens
THAT staff be directed to enter into negotiations with Medavie Emergency Medical Services
Ontario for the provision of land ambulance services; and,
THAT a further report to Council will follow.
- Carried.
Moved by Councillor Jenkins
Seconded by Councillor McIntyre
THAT the Warden and Chief Administrative Officer be directed and authorized to sign a lease
agreement with 1342961 Ontario for the County of Elgin Administration Building Suite #313,
3rd floor and Room #34 lower level, be extended for a 12 -month period as per the proposal;
and,
THAT the lease start on May 1, 2013 for Suite #313 — 1,921 sq/ft. for a lease rate of $15.53
per sq/ft ($29,833.13 annual payment) plus HST and Room #34 — 100 sq/ft for a lease rate of
$7.50 per sq/ft $750.00 annual payment), plus HST.
- Carried.
County Council
Moved by Councillor Couckuyt
Seconded by Councillor Mennill
April 23, 2013
THAT the Warden and Chief Administrative Officer be directed and authorized to sign a lease
with ARC Financial Planning Group Ltd., for Rooms #237, #238 and #239 at the County of
Elgin Administration Building for a one-year term commencing on May 1, 2013 and
terminating on April 30, 2014; and,
THAT the lease rate for the year is $15.10 per sq/ft ($7,550.00 annual payment) for the 500
sq/ft plus HST.
- Carried.
Moved by Councillor Ens
Seconded by Councillor Walters
THAT we do now adopt recommendations of the Committee Of The Whole.
- Carried.
Statements/Inquiries by Members
Councillor Walters congratulated the staff on the April 14, 2013 annual hockey game
between the County and the City of St. Thomas to raise money for United Way.
Councillor Jenkins reported that a confidential nomination to a national association was going
ahead as planned.
Moved by Councillor Mennill
Seconded by Councillor Marr
THAT By -Law No. 13-10 "Being a By -Law to Provide a Schedule of Services and Activities
Subject to Fees and Charges By The County of Elgin and To Repeal By -Law No. 12-05" be
read a first, second and third time and finally passed.
- Carried.
Moved by Councillor Wiehle
Seconded by Councillor Jenkins
THAT By -Law No. 13-11 "Being a By -Law to Confirm Proceedings of the Municipal Council of
the Corporation of the County of Elgin at the April 23, 2013 Meeting" be read a first, second
and third time and finally passed.
- Carried.
Moved by Councillor McIntyre
Seconded by Councillor Mennill
THAT we do now adjourn at 11:57 a.m. and meet again on May 28, 2013 at the County
Administration Building Council Chambers at 9:00 a.m.
Mar iald,
Chief Administrative Officer.
- Carried.
Cameron McWilliam,
Warden.