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May 28, 2013 MinutesCOUNTY COUNCIL MINUTES Tuesday, May 28, 2013 The Elgin County Council met this day at the Administration Building at 9:03 a.m. with all members present with the exception of Councillor McIntyre (regrets). Warden Mc William in the Chair. ADOPTION OF MINUTES Moved by Councillor Walters Seconded by Councillor Mennill THAT the minutes of the meeting held April 23, 2013 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF — None. DELEGATION Lindsay Rice and Kellie Coelho, Project Coordinators, and Petrusia Hontar, Research Consultant, all of Pathways to Prosperity, gave a presentation titled "Pathways to Prosperity, Community Planning for Women's Economic Security in Elgin - St. Thomas". Moved by Councillor Marr Seconded by Councillor Jenkins THAT the presentation titled "Pathways to Prosperity, Community Planning for Women's Economic Security in Elgin - St. Thomas" dated May 28, 2013 be received and filed. - Carried. Moved by Councillor Ens Seconded by Councillor Couckuyt THAT we do now move into Committee Of The Whole Council. - Carried. REPORTS Elgin County Homes Dietary Policy and Procedure Manual: Revised — Manager of Support Services — Bobier Villa The manager presented the revised policy and manual report regarding dietary services in the County's three homes for seniors. Moved by Councillor Mennill Seconded by Councillor Jenkins THAT Council approve the Elgin County Homes Dietary Policy and Procedure Manual as presented; and, THAT the report titled "Elgin County Homes Dietary Policy and Procedure Manual: Revised" dated May 13, 2013 be received and filed. - Carried. Alarms: Bed/Chair: New — Director of Homes and Seniors Services The director presented the report outlining the use of alarms as part of the fall prevention and management program in the County's three homes for seniors. County Council Moved by Councillor Marr Seconded by Councillor Couckuyt THAT Council approve the Alarms: Bed/Chair Policy; and, THAT the report titled "Alarms: Bed/Chair: New" dated May 1, 2013 be received and filed. - Carried. Bed Rails: Policy Revision — Director of Homes and Seniors Services 2 May 28, 2013 The director presented the report, revising the policy regarding the use of bed rails to protect residents in the County's three homes for seniors. Moved by Councillor Walters Seconded by Councillor Wiehle THAT Council approve the Bed Rails policy revisions; and, THAT the report titled "Bed Rails: Policy Revision" dated May 1, 2013 be received and filed. - Carried. Resident Abuse: Policy Revisions — Director of Homes and Seniors Services The director presented the revised policy regarding the policy to promote resident safety and well-being in the County's three homes for seniors. Moved by Councillor Marr Seconded by Councillor Jenkins THAT Council approve the Resident Abuse policy revisions; and, THAT the report titled "Resident Abuse: Policy Revisions" dated May 13, 2013 be received and filed. - Carried. Approval in Principal for a New Shedden Library Facility — Director of Community and Cultural Services The director presented the report outlining next steps for a new library facility for the Shedden Library in Southwold Township. Moved by Councillor Mennill Seconded by Councillor Couckuyt THAT the Warden, on behalf of Elgin County Council, commend the Township of Southwold Council for the vision and pro-active approach being taken to provide a new library facility in Shedden, indicating Elgin County Council's strong support for this project; and, THAT the report titled "Approval in Principal for a New Shedden Library Facility" dated May 1, 2013 be received and filed. - Carried. Elgin County Library Mission and Vision Document — Director of Community and Cultural Services The director presented the report outlining the results of a visioning process by library staff. County Council Moved by Councillor Walters Seconded by Councillor Ens 3 May 28, 2013 THAT the following mission statement for Elgin County Library be adopted: "Elgin County Library provides a welcoming, inclusive and supportive environment that fosters life-long learning, creative expression, community engagement and cultural vitality in harmony with a rural way of life"; and, THAT the document titled "Elgin County Library: Our Vision" be approved for use in library project and planning purposes. - Carried. Low-Cost Access to Computers Through Renewed Computer Technologies — Director of Community and Cultural Services The director presented the report outlining a not-for-profit organization that refurbishes computers for re-use from government agencies to libraries, schools and individuals. Moved by Councillor Marr Seconded by Councillor Couckuyt THAT the report titled "Low-Cost Access to Computers Through Renewed Computer Technologies" dated May 2, 2013 be received and filed. - Carried. Elgin Economic Development Advisory Group — General Manager of Economic Development The manager presented the report on the formation of a new committee to provide advice on municipal and business perspectives to the County's Economic Development department. Moved by Councillor Jenkins Seconded by Councillor Mennill THAT the County of Elgin Economic Development and Tourism Advisory Committee (CEEDTAC) be dissolved and the members thanked for their service; and, THAT the terms of reference for the Elgin Economic Development Advisory Group be approved; and, THAT the General Manager of Economic Development be directed to begin the process of appointing members to the Elgin Economic Development Advisory Group as described in the May 7, 2013 report; and, THAT the two County Council positions previously named to CEEDTAC for 2013 be appointed to the Elgin Economic Development Advisory Group. - Carried. Elgin Tourism Cruiser: Summer Student Operations — General Manager of Economic Development The manager presented the report outlining policies regarding the use of a mobile kiosk during the summer's tourism season. Moved by Councillor Walters Seconded by Councillor Marr THAT County Council directs staff to implement the proposed risk management measures and the Tourism Student(s) Driver Policy Manual associated with the operation of the Elgin Tourism Cruiser. - Carried. County Council 4 May 28, 2013 Foreign Direct Investment: Agri-business Sector — General Manager of Economic Development The manager presented the report regarding funding from the Invest Canada Community Initiatives Program for the development of an investment action plan for the agri-business sector. Moved by Councillor Mennill Seconded by Councillor Ens THAT staff be authorized to accept the contribution of up to $22,500 from the Invest Canada Community Initiatives Program for the development of the Lead Generation and Targeted Investment Action Plan for the Agri-business sector; and, THAT County Council directs the Chief Administrative Officer to sign the Contribution Agreement for Invest Canada Community Initiatives Program pertaining to the Lead Generation and Targeted Investment Action Plan for the Agri-business sector; and, THAT the consulting firm Millier, Dickinson, Blais Inc., be retained to complete the Lead Generation and Targeted Investment Action Plan for the Agri-business sector; and, THAT the Warden be authorized to send letters of thanks to Joe Preston, M.P., Middlesex- Elgin-London and Ed Fast, Minister of International Trade (and Minister for the Asia-Pacific Gateway) for their support. - Carried. Motor Vehicle Collision Review on County of Elgin Roads - 2012 — Director of Engineering Services The director presented the report, reviewing statistics from 2012 on county roads. Moved by Councillor Wiehle Seconded by Councillor Mennill THAT the report titled "Motor Vehicle Collision Review on County of Elgin Roads - 2012" dated May 14, 2013 be forwarded to the Elgin County OPP and Aylmer Police Services Boards for their information; and, THAT letters from the County of Elgin be forwarded to the Elgin Group Police Services and the Aylmer Police Services Board thanking them for their support in providing motor vehicle collision information to the County of Elgin. - Carried. Award of Tenders: Engineering Capital Projects — Director of Engineering Services The director presented the report regarding the awarding of tenders for three projects: Campbell West Culvert Replacement, Largie Bridge Replacement and Construction of a Two-Bay Ambulance Base and Standby Generator Building. Moved by Councillor Walters Seconded by Councillor Jenkins THAT AAR-Con Excavating be selected for the Campbell West Culvert Replacement Tender, Contract No. 6090-13-03 at a total price of $55,650.00, inclusive of a $5,000.00 contingency allowance and exclusive of H.S.T.; and, THAT Intrepid General Limited be selected for the Largie Bridge Replacement Tender, Contract No. 6290-13-04 at a total price of $364,951.56 inclusive of a $15,000.00 contingency allowance and exclusive of H.S.T.; and, THAT Graceview Enterprises be selected for the Construction of a Two-Bay Ambulance Base at Dutton/Dunwich and Standby Generator Replacement at Bobier Villa tender, Contract No. 2800-12-03 at a total price of $973,300.00 inclusive of a $10,000.00 contingency allowance and exclusive of H.S.T.; and, County Council 5 May 28, 2013 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. 2013 Elgin County Motorcycle Ride for United Way — Director of Engineering Services The director presented the report outlining a fund-raising event for the United Way. Moved by Councillor Marr Seconded by Councillor Couckuyt THAT the County of Elgin endorse the 2013 Elgin County Motorcycle Ride in support of the Elgin St. Thomas United Way; and, THAT the report titled "2013 Elgin County Motorcycle Ride" dated May 15, 2013 be received and filed. - Carried. Budget Comparison: April 2013 — Director of Financial Services The director presented the report, highlighting budget performance. Moved by Councillor Mennill Seconded by Councillor Marr THAT the report titled "Budget Comparison — April 2013" dated May 16, 2013 be received and filed. - Carried. The meeting recessed for five minutes. CORRESPONDENCE Items for Consideration 1. Susan Sheridan, CMO, Deputy CAO Clerk-Treasurer, Township of Killaloe-Hagarty- Richards, with a letter of support to ensure the timely implementation of the Provincial Government's proposed measures to stop the spread of contraband tobacco. 2. Erica Arnett, Health Promoter, Elgin St. Thomas Public Health, with Save the Date notice for Elgin St. Thomas Bike Summit to be held on June 14, 2013 at the St. Thomas Timken Centre. The following recommendation was adopted in regard to Correspondence Item #1: Moved by Councillor Mennill Seconded by Councillor Marr THAT Elgin County Council supports the timely implementation of the Provincial Government's proposed measures to stop the spread of contraband tobacco. - Carried. The following recommendation was adopted in regard to Correspondence Item #2: Moved by Councillor Walters Seconded by Councillor Jenkins THAT Correspondence Item #2 be received and filed. - Carried. County Council Items for Information (Consent Agenda) 6 May 28, 2013 1. Lower Tier municipal authorization to sign road maintenance agreement with the County of Elgin from: Township of Southwold, Town of Aylmer, Municipality of Dutton/Dunwich, Municipality of West Elgin, Municipality of Bayham, Municipality of Central Elgin, and the Township of Malahide. 2. Brad Fishleigh, Detachment Commander, Elgin County OPP, addressing concerns regarding Highway 401 closures and Elgin County emergency detour routes. 3. Michelle Casavecchia, CAO/Clerk, Township of Malahide, with resolution supporting initiative of Western Ontario Wardens' Caucus Survey on Broadband Needs. 4. Ontario Municipal Social Services Association Quick Connect with Ontario Budget 2013 information. 5. Heather Jackson, Mayor, City of St. Thomas, thanking Council for support of 3rd Annual Mayor's Charity Hockey Game. 6. Cathy Fox, Communicatons and Public Relations Specialist, St. Thomas Elgin General Hospital (STEGH) with a press release titled "Raising a Flag for Mental Health — A Project Milestone for STEGH". 7. Ted McMeekin, Minister of Community and Social Services, responding to letter of support from the County of Elgin for the Violence Against Women, Services Elgin County's capital building project. 8. The Mayors' Coalition Steering Committee with resolutions announcing the: Affordable, Sustainable and Accountable Policing (ASAP) Executive Committee for 2013; and the mandate for the ASAP Executive Committee to affect positive change to the rising costs of policing. 9. Kettle Creek Conservation Authority with a news release titled "Local Artists Supporting the Watershed's Living Forest". 10. Information regarding Bridges Out of Poverty Workshop to be held on June 8, 2013. 11. Theresa Levschuk, Executive Assistant to the Director, Thames Valley District School Board, with an invitation to the retirement celebration for Bill Tucker, Director of Education, to be held on June 17, 2013. 12. Dan Mathieson, Mayor, City of Stratford, in cooperation with the Stratford Shakespeare Festival, with an invitation to Civic Night at the Festival Theatre on June 19, 2013. 13. Marilyn Robbins, Executive Office Assistant, South West Local Health Integration Network with an email titled "South West LHIN — IHSP Board Governance Discussion Questions." 14. MaryJo Sullivan, Manager, Operations Unit, Ministry of Agriculture and Food, informing Council that the Dexter Line Relocation project application for funding under the Municipal Infrastructure Investment Initiative was denied. 15. Federation of Canadian Municipalities (FCM) Communique regarding budget highlights and what happens next. In regard to Correspondence Item #11: The Chief Administrative Officer reported Mr. Tucker and his wife will attend the June 25, 2013 session of council to be recognized and then join council for lunch to follow. Moved by Councillor Wiehle Seconded by Councillor Ens THAT Correspondence Items #1 — 15 be received and filed. - Carried. County Council OTHER BUSINESS Statements/Inquiries by Members — None Notice of Motion — None Matters of Urgency — None Closed Meeting Items Moved by Councillor Marr Seconded by Councillor Couckuyt 7 May 28, 2013 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 — Reforestation Agreement; and, Section 240.2 (c) a proposed or pending acquisition or disposition of land by the municipality or local board — Provincial Offences Act (POA) Property Options. - Carried. The Chief Administrative Officer presented the Reforestation Agreement. The Director of Financial Services presented the Provincial Offences Act (POA) Property Options report. The Director of Community and Cultural Services presented the addendum to the POA Property report. Moved by Councillor Mennill Seconded by Councillor Jenkins THAT we do now rise and report. - Carried. Moved by Councillor Walters Seconded by Councillor Ens THAT the Warden and Chief Administrative Officer be authorized and permitted to execute the reforestation agreement for lands on the south side of Talbot Road East in the Township of Southwold more particularly described in the confidential agreement signed and dated on May 28, 2013. - Carried. Moved by Councillor Marr Seconded by Councillor Mennill THAT staff be directed to commission an appraisal of the subject property for future consideration; and, THAT the Warden be directed to write a letter of appreciation to Jeff Yurek, M.P.P., Elgin- Middlesex-London thanking him for his assistance in exploring various property options; and, THAT staff be directed to investigate funding opportunities for cultural facility improvements; and, THAT the confidential report titled "Provincial Offences Act (POA) Property Options" dated May 13, 2013 be received and filed. - Carried. County Council 8 Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor Jenkins Seconded by Councillor Wiehle THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. DELEGATION May 28, 2013 Barbara Arbuckle, Director of Ontario Works & Social Housing, with a report titled "Ontario Works — Proposed Provincial Budget 2013 Potential Implications" dated May 28, 2013. The director was not able to attend the council meeting. Moved by Councillor Walters Seconded by Councillor Couckuyt THAT the report titled "Ontario Works — Proposed Provincial Budget 2013 Potential Implications" dated May 28, 2013 be deferred. - Carried. BY-LAWS Moved by Councillor Ens Seconded by Councillor Marr THAT By-Law No. 13-12 "Being a By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the May 28, 2013 Meeting" be read a first, second and third time and finally passed. - Carried. ADJOURNMENT Moved by Councillor Walters Seconded by Councillor Jenkins THAT we do now adjourn at 11:00 a.m. and meet again on June 25, 2013 at the County Administration Building Council Chambers at 9:00 a.m. - Carried. --Mark---MeDon.ard—, Cameron McWilliam, Chief Administrative Officer. Warden.