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July 23, 2013 MinutesCOUNTY COUNCIL MINUTES Tuesday, July 23, 2013 The Elgin County Council met this day at the Administration Building at 9:02 a.m. with all members present except Councillors Jenkins and McIntyre, who sent their regrets. Warden McWilliarn in the Chair. ;. 1 � 41111110 Se A ft 1111,111111 Moved by Councillor Walters Seconded by Councillor Couckuyt THAT the minutes of the meeting held June 25, 2013 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF — V o ii e. Elgin County Crier, Dave Phillips, presented a cry regarding the 2013 World Invitational Town Crier Competition, August 1 — 5, 2013, in Kingston, at which he will be a competitor, representing the County. The Warden wished him well and presented him with gifts to be given to the mayor of Kingston. Retirement Recognition: The intended recipient was unable to attend. Elizabeth Sebestyen, Housing Services Administrator, St. Thomas-Elgin Ontario Works and Tim Welch of Tim Welch Consulting Inc., presented a report titled "Draft 10 -year Housing and Homelessness Plan" and a PowerPoint titled "Housing and Homelessness Plan for the City of St. Thomas — Elgin County." Moved by Councillor Mennill Seconded by Councillor Marr THAT the report titled "Draft 10 -year Housing and Homelessness Plan" dated July 23, 2013; and, THAT the presentation titled "Housing and Homelessness Plan for the City of St. Thomas — Elgin County" dated July 23, 2013 be received and filed. MOTITi 0 1 Moved by Councillor Ens Seconded by Councillor Walters THAT we do now move into Committee Of The Whole Council. 1:414291:4! 11117111M Mime: r..Ldyffaeg a 181 The Warden presented the report on the two recipients of the 2013 scholarships. Moved by Councillor Walters Seconded by Councillor Couckuyt THAT the Warden and County Council acknowledge and congratulate Jessica Dryfhout of the Township of Southwold and Kyle Krebs of the Municipality of West Elgin as the 2013 winners of the International Plowing Match Legacy Agricultural Scholarship. SINFMMG County Council A July 23, 2013 The Director of Community and Cultural Services presented the report outlining new hours of operation at the two libraries. Moved by Councillor Wiehle Seconded by Councillor Marr THAT the hours of operation for the Rodney and West Lorne Libraries as outlined in the report titled "Rodney and West Lorne Libraries: Revised Hours of Operation" dated June 26, 2013 be approved, effective September 30, 2013. Cultural Services The director presented the report outlining the proposal for the County's contribution to the time capsule at the redeveloped Elgin County Courthouse. Moved by Councillor Mennill Seconded by Councillor Ens THAT the report titled "Acceptance of Courthouse Time Capsule Proposal" dated June 27, 2013 be received and filed. - Carried. Community and Cultural Services The director presented the report on the levels of interest-free loans available for library construction. Moved by Councillor Mennill Seconded by Councillor Couckuyt THAT the "Library Branch Construction Policy" be further amended to provide for interest- free loan limits of $100,000 for small libraries, $200,000 for medium libraries and $400,000 for large libraries and to eliminate restrictions on the number of projects that may be approved in a calendar year. - Carried. [107M Purchasing Coordinator The purchasing coordinator presented the report on the contracts awarded for the first quarter of 2013. Moved by Councillor Marr Seconded by Councillor Ens THAT the report titled "Quarterly Information Report: Contract Awards, January 1, 2013 to March 31, 2013" dated July 4, 2013 be received and filed. EEO@= 111!111 111111li•ili !1`11IIIIIIIIIII i 1, : 11 : 11 1111111; The director presented the report, noting highlights of 2012. Moved by Councillor Walters Seconded by Councillor Couckuyt THAT the report titled "2012 Annual Report" dated July 16, 2013 be received and filed; and, County Council 3 July 23, 2013 THAT the 2012 Annual Report be approved-, and, THAT the 2012 Annual Report, Consolidated Financial Statements, Financial Information Return and Municipal Performance Measures Program be issued once the financial statements have been audited. - Carried. T__TTr1TZ,=1 The director presented the report outlining the change in the Gas Tax Fund. Moved by Councillor Marr Seconded by Councillor Mennill THAT the report titled "Gas Tax Indexing" dated July 16, 2013 be received and filed. 910711=2 4 =- :9 U1LL4,W — The director presented the report regarding the review of the County's current tax policy and the resulting capping and clawbacks. Moved by Councillor Walters Seconded by Councillor Ens THAT the County tax policy set the annualized tax limit increase at 10 percent, the prior year's current value assessment tax limit increase at five percent, and the CVA threshold for protected (increasing) properties at $250, and the "Stay at CVA Tax" to yes; and, THAT the necessary by-law be prepared. - Carried. The meeting recessed for 10 minutes. The manager presented the report on the proposal to provide accrual mapping for partner municipalities. Moved by Councillor Ens Seconded by Councillor Couckuyt THAT County Council endorse the recommendation of local municipal CAO's and direct the Manager of Planning and the Purchasing Coordinator to prepare a Request for Proposal to proceed with a parcel realignment and correction project on behalf of Elgin's seven local municipalities, effective in 2014, and that the costs be allocated to each local municipality based on parcel counts and that private sector contributions be pursued in order to reduce overall costs; and, THAT County Council direct staff to advise and seek approval from all local municipal Councils of all costs associated with such project prior to the County of Elgin entering into any agreement(s) with vendors; and, THAT County Council direct staff to renew a multi-end user agreement with Teranet for the delivery of Digital Assessment Parcel Fabric on behalf of local municipalities. The manager presented the report, outlining the decision on the County of Elgin's Official Plan issued by the Ontario Ministry of Municipal Affairs and Housing and the modifications proposed by the province. He noted the attachments sent out in the original report on July 18, 2013 had been replaced in an addendum, sent out separately, on July 22, 2013. County Council 4 Moved by Councillor Walters Seconded by Councillor Ens July 23, 2013 THAT Council of the Corporation of the County of Elgin accepts the decision of the Ministry of Municipal Affairs and Housing dated July 19, 2013 which includes 57 modifications to the County of Elgin Official Plan which was adopted by By-Law 12-17 on July 24, 2012; and, THAT County Council requests the Ministry of Municipal Affairs and Housing to approve the County of Elgin Official Plan. - Carried. WrTls! _41 and Seniors Services The director presented the report outlining the annual increase in funding from the Ministry of Health and Long-Term Care for the County's Homes. Moved by Councillor Marr Seconded by Councillor Wiehle THAT the report titled "2013/2014 Annual Long-Term Care Homes Funding Announcement" dated July 4, 2013 be received and filed. �Ili IN The director presented the report outlining the County's success in securing funding through the Municipal Infrastructure Investment Initiative Asset Management Program, and the recommendation to hire one company to complete the program. Moved by Councillor Mennill Seconded by Councillor Marr THAT Dillon Consulting Limited Request for Proposal, dated May 15, 2013 be selected for the Asset Management Plan, Contract No. 6290-13-05 at a total price of $39,685, exclusive of taxes. - Carried. @a 0 a A, mr, ligl! I t 0 tuffirl".821M !_ N1.1111:1116-1. "OT1,111: The Tree Commissioner presented the report recommending that the exemption be approved. Moved by Councillor Walters Seconded by Councillor Wiehle THAT Council approve an Exemption for Woodlands Clearing conditional on the applicant contributing an amount of $3 per seedling to a local planting agency. The number of seedlings in the replanting agreement as per the "No Net Loss" policy is 3,500. 1111100FIM 00 Amanda Gubbels, Deputy Clerk/Deputy Administrator, Township of Warwick with a resolution titled "Not A Willing Host Community" for Industrial Wind Turbine Projects. The following recommendation was adopted in regard to Correspondence Item #1: County Council 5 July 23, 2013 Moved by Councillor Walters Seconded by Councillor Marr THAT Correspondence Item #1 be received and filed. Patricia Li, Assistant Deputy Minister, Ministry of Health and Long-Term Care with correspondence regarding the land ambulance service grant for the 50:50 partnership for the 2013 calendar year. 2. Bonnie Vowel, President, Ex-Warden's Association with appreciation correspondence regarding the County of Elgin sponsoring the cost of the annual luncheon. 3. Cathy Fox, Communications and Public Relations Specialist, St. Thomas Elgin General Hospital with media release titled "STEGH Captures Two SW LHIN Quality Awards Improving Patient Care with the Home First Initiative, and Reducing ER Wait Times." 4. Courtney Bell, Executive Assistant, St. Thomas Elgin General Hospital with media release titled "STEGH Foundation Announces New Foundation Executive Director." 5. Minutes of the Rural Initiatives Committee Meeting held on July 2, 2013. 6. Backus Page House Museum's brochure and poster. 7. Maureen Beatty, Municipal Advisor, Ministry of Municipal Affairs and Housing with notice of date change for the ministry's 2013 Ontario West Municipal Conference from November 22, 2013 to November 15, 2013. 8. Kim Eitel, Executive Assistant, Elgin St. Thomas Public Health with correspondence regarding the 2012 Annual Report. 9. Claude Dauphin, President, Federation of Canadian Municipalities (FCM) with his first message as FCM's new President. 10. Elgin Federation of Agriculture Farm Adventure Tour with invitation to join the tour of farms and agri-businesses in Central Elgin, Southwold, Dutton/Dunwich and West Elgin on September 7, 2013. 11. Dan Mathieson, Chair, Municipal Property Assessment Corporation (MPAC) with an update on MPAC. 12. Federation of Canadian Municipalities with sympathies to Lac-Megantic. In regard to Correspondence Item #5: The Warden spoke to the Minister of the Rural Initiatives Committee and highlighted the various discussions points, noting the specification items under consideration. Moved by Councillor Marr Seconded by Councillor Ens THAT Correspondence Items #1 — 12 be received and filed. - Carried. The Warden announced that the nomination of the late John Wise to the Canadian Agricultural Hall of Fame by the County of Elgin and the Elgin Holstein Club had been accepted. The induction ceremony will take place on November 3, 2013 at the kickoff of the Royal Agricultural Winter Fair, Toronto. He thanked the members of the nomination committee for their input. County Council 6 July 23, 2013 , The Warden asked council to consider making a donation to the community of Lac-Megantic which experienced a terrible loss of life and fire in a train explosion. Council agreed to consider this request. Moved by Councillor Mennill Seconded by Councillor Wiehle THAT Elgin County Council provide grant assistance in the amount of $5,000 to Lac- Megantic, Quebec; and, THAT Council express its deep sympathy to the Mayor and her citizens in view of the tragic events in her community. - Carried Unanimously. Moved by Councillor Marr Seconded by Councillor Couckuyt THAT we do now proceed into closed meeting session in accordance with the Municipal Act, Section 240.2 (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board On-going Litigation with a Consulting Firm; Section 240.2 (b); two items: personal matters about an identifiable individual, including municipal or local board employees — SEIU Arbitration Outcome & Elgin County Homes — Operational Requirements and Restructuring Needs; and, Section 240.2 (c); two items: a proposed or pending acquisition or disposition of land by the municipality or local board — POA Property Options: Continued & Facility Plan for Museurn and Provincial Offences Court: Next Steps. - Carried. The Director of Engineering Services presented the report titled "On-going Litigation with a Consulting Firm". The Director of Human Resources presented the report titled "SElU Arbitration Outcome". The Director of Homes and Seniors Services presented the report titled "Elgin County Homes — Operational Requirements and Restructuring Needs". The Director of Financial Services presented the report titled "Provincial Offences Act (POA) Property Options: Continued". The Director of Community and Cultural Services received permission from County Council to bring the report titled "Facility Plan for Museum and Provincial Offences Court: Next Steps" into the open session for discussion. Moved by Councillor Marr Seconded by Councillor Couckuyt THAT we do now rise and report. Moved by Councillor Mennill Seconded by Councillor Ens THAT the confidential report titled "Ongoing Litigation With a Consulting Firm" dated July 8, 2013 be received and filed. - Carried. County Council 7 July 23, 2013 Moved by Councillor Walters Seconded by Councillor Marr THAT staff be authorized and directed to ratify the agreement with SEIU, Local 1 Canada regarding an arbitration settlement as described in the confidential report dated July 2, 2013. SWUMS Moved by Councillor Mennill Seconded by Councillor Wiehle THAT County Council approve the new position of Resident Care Coordinator effective immediately; and, THAT the confidential report titled "Elgin County Homes: Operational Requirements and Restructuring Needs" dated July 8, 2013 be received and filed; and, THAT Elgin County Council continue to lobby the Ministry of Health and Long-Term Care for increased funding in the Nursing Envelope to meet the new requirements and regulations. - Carried. Moved by Councillor Ens Seconded by Councillor Walters THAT the confidential report titled "Provincial Offences Act Property Options: Continued" dated July 8, 2013 be received for information purposes and retained for future reference. - Carried. I i ; rii� III 9 � 111 11 1 1, 1 1 1 1 dtel _"d Cultural Services Community The director presented the report on the construction of a new facility on County property to house a museum and Provincial Offences Act Court. Councillor Walters requested consideration be given to new Council Chambers. Moved by Councillor Walters Seconded by Councillor Marr THAT the recommendations be amended to include: THAT these plans include an investigation of the feasibility of creating a new council chambers to permit adequate attendance and representation from the public. - Carried. The main motion, as amended, was then put to a vote as follows: Moved by Councillor Mennill Seconded by Councillor Walters THAT County Council support in principle the development of a new facility by the year 2017 on County property south of the Elgin County Administration Building in order to meet the identified space needs of the Provincial Offences Act Court (POA) and Elgin County Museum; and, THAT the Provincial Offences Act Court space needs proceed regardless of the outcome of Museum funding with a targeted completion date of January 1, 2017; and, THAT an architect be directed to develop plans that would encompass a new POA court facility to be built on County property by 2017 and be scalable to permit the construction of a new Elgin County Museum provided targeted fund raising/grant levels can be achieved to offset construction costs of the Museum ($2 million); and, County Council July 23, 2013 THAT these plans include an investigation of the feasibility of creating a new council chambers to permit adequate attendance and representation from the public; and, THAT staff be authorized to further develop cost estimates and detailed architectural drawings for Council's consideration with funds drawn from "Building Improvements/Space Needs" (Project #2660-1307); and, THAT staff be authorized to develop a more detailed financial plan, including a fundraising strategy and future operational costs, in support of this project for Council's approval as part of 2014 budget deliberations; and, THAT staff be authorized to apply for funding from federal, provincial and private sources in support of the Museum project as opportunities arise; and, THAT Council dedicate the proposed Museum project in honour of the 150th Anniversary of the Confederation of Canada and Ontario in the year 2017. 91Z! The Warden introduced the recipients of the International Plowing Match (IPM) Legacy Agricultural Scholarships for 2013: Jessica Dryfhout of the Township of Shedden, and Kyle Krebs of the Municipality of West Elgin. They both thanked council and the IPM Committee for the scholarships. Moved by Councillor Marr Seconded by Councillor Ens THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. Moved by Councillor Walters Seconded by Councillor Couckuyt THAT By-Law No. 13-15 "Being a By-Law to Adopt Optional Tools for the Purpose of Administering Limits for the Commercial, Industrial and Multi-Residential Property Classes" be read a first, second and third time and finally passed. - Carried. Moved by Councillor Mennill Seconded by Councillor Marr THAT By-Law No. 13-16 "Being a By-Law to Establish Revenue Neutral Clawback Percentages for Certain Property Classes" be read a first, second and third time and finally passed. - Carried. Moved by Councillor Couckuyt Seconded by Councillor Wiehle THAT By-Law No. 13-17 "Being a By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the July 23, 2013 Meeting" be read a first, second and third time and finally passed. - Carried. County Council 9 July 23, 2013 Moved by Councillor Walters Seconded by Councillor Wiehle THAT we do now adjourn at 12:15 p.m. and meet again on September 24, 2013 at the County Administration Building Council Chambers at 9:00 a.m. Mark Chief Administrative Officer. WORTURTO Cameron McWilliam, Warden.