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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. 11� 1571=51117 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. - 1111111011111 ir. - i- , 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. • 11 111 1 -e • • y • •; r • • 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.