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September 24, 2013 MinutesCOUNTY COUNCIL MINUTES Tuesday, September 24, 2013 The Elgin County Council met this day at the Administration Building at 9:02 a.m. after the annual official council and management team photograph was taken, with all members present except Councillor McIntyre, who sent his regrets. Warden McWilliam in the Chair. I • 1 •' : • , • lyi I 1 "01111 � Moved by Councillor Mennill Seconded by Councillor Walters THAT the minutes of the meeting held July 23, 2013 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF — None. m • Elizabeth VanHooren, General Manager, Kettle Creek Conservation Authority on behalf of Long Point, Catfish Creek and Lower Thames Valley Conservation Authorities presented a PowerPoint on the "Proposed Joint Shoreline Management Plan." Don Pearson, General Manager, Lower Thames Valley Conservation Authority and Kim Smale, General Manager, Catfish Creek Conservation Authority were also in attendance. Moved by Councillor Jenkins Seconded by Councillor Marr THAT staff be directed to include $75,000 in the 2014 preliminary County budget for the Proposed Joint Shoreline Management Plan; and, THAT Elgin County Council consider this allocation during budget deliberations. - Carried. Dan McNeil, Central Elgin Ward One Councillor, Member, Healthy Communities Partnership Committee and Erica Arnett, Health Promoter, Elgin St. Thomas Public Health and Coordinator, Healthy Communities Partnership Committee, presented a PowerPoint titled "Elgin St. Thomas Active Transportation Initiative". Moved by Councillor Ens Seconded by Councillor Wiehle THAT the PowerPoint presentation titled "Elgin St. Thomas Active Transportation Initiative" dated September 24, 2013 be received and filed; and, THAT Elgin County Council support in principle the Active Transportation Initiative. 9166=2 61 Moved by Councillor Marr Seconded by Councillor Couckuyt THAT we do now move into Committee Of The Whole Council. - Carried. County Council 2 September 24, 2013 1 :1 1:161:41 &*1 Warden McWilliam The Warden presented the resolution regarding the late John Wise. Moved by Councillor Jenkins Seconded by Councillor Walters WHEREAS the late John Clayton Wise has been accepted into the Canadian Agricultural Hall of Fame for 2013; and, WHEREAS Elgin County Council and Elgin County Holstein Association were honoured to co-nominate Mr. Wise for this prestigious honour given his past service to Elgin including his tenure as Warden and leader in the Agricultural Community; and, WHEREAS it is customary and appropriate to commission a portrait of the successful nominee for inclusion into the Canadian Agricultural Hall of Fame in commemoration of Mr. Wise's outstanding contributions to his county, community and the many organizations in which he served; NOW THEREFORE BE IT RESOLVED THAT Elgin County Council and the Elgin County Holstein Association jointly fund the portrait and attendant costs (estimated at $4,000 — $5,000) to complete the nomination process and provide an indelible reminder of a great and selfless leader in Mr. John Clayton Wise. - Carried Unanimously. N and Walters Councillor Walters presented the report outlining the formal program for the annual Warden's banquet and a recommendation regarding the hosting of a conference common meeting room. Moved by Councillor Walters Seconded by Councillor Ens THAT Elgin County Council approve the formal program for the banquet for Warden McWilliam on November 15, 2013; and, THAT in keeping with policy and past practice, the Social/Entertainment Committee recommends that the sponsorship of a common meeting room at the Ontario Good Roads Association and the Rural Ontario Municipal Association be discontinued in 2014 due to budgetary considerations. 9106=2 0 The director presented the report outlining the renovations to the library in conjunction with improvements being made at Port Stanley Festival Theatre. Brian Welsh and Robert Halle of the Port Stanley Festival Theatre were in attendance and made brief presentations on the renovation project. Moved by Councillor Walters Seconded by Councillor Marr THAT Elgin County Library be considered a collaborative partner on renovations taking place to the Port Stanley Festival Theatre property; and, THAT the report titled "Renovations to Port Stanley Library" dated August 19, 2013 be received and filed. County Council September 24, 2013 • a • • 1 • •`,• ••� r �. • Director of • and Cultural The director presented the report on receipt of $4,112 funding from the province as a one- time grant to support library projects. Moved by Councillor Mennill Seconded by Councillor Jenkins THAT the Elgin County Library be authorized to expend $4,112 in one -time capacity building funding from the Ontario Ministry of Tourism, Culture and Sports by February 1, 2014 for the general purposes as outlined in this report; and, THAT the Warden on behalf of Council issue a letter of appreciation to the Minister of Tourism, Culture and Sport and the Southern Library Service in acknowledgement of this one time funding and the significant financial contribution to on -line resources of the Elgin County Library. - Carried. • . . • 41 T , The coordinator presented the report on recent acquisitions to the library's collection of remote - access resources and gave a PowerPoint presentation on the resources. Moved by Councillor Jenkins Seconded by Councillor Couckuyt THAT the report titled "Library On -line Resource Update" dated September 4, 2013 be received and filed. - Carried. The coordinator presented the report regarding the purchase of software to assist staff in ways of maximizing the use of library materials. Moved by Councillor Mennill Seconded by Councillor Marr THAT Elgin County Library staff be authorized to purchase collectionHQ software at a cost of $2,500 from funds in the library's donations account (2680- 13 -01); and, THAT the report titled "Purchase of collectionHQ Software from Library Donations" dated August 29, 2013 be received and filed. - Carried. The meeting was recessed at 10:00 a.m. for a ceremonial tree planting on the County Administration Building grounds in honour of National Tree Day. The meeting resumed at 10:20 a.m. 11 - 1111M 11MV111 Njwi nz'; � 0 - E, 0 . 11, 0 - I The director presented the report outlining the County's support of affordable housing projects. Moved by Councillor Couckuyt Seconded by Councillor Marr THAT Council approve a tax ratio of one for the Walter Ostojic and Sons General Construction Ltd., affordable housing project (Roll #3411- 010 - 06405, PLAN 164 PT BLKS L and M RP, 11 R2782 PART 3 and PT PART 2, Town of Aylmer); and, THAT this tax ratio shall apply to taxation as of the effective date of the first supplementary or omitted assessment notice on the property; and, County Council 4 THAT a by-law be prepared; and, September 24, 2013 THAT the Town of Aylmer be requested to keep the County of Elgin apprised as to the status of the assessment on this property. - Carried. The director presented the report noting favourable performances. Moved by Councillor Walters Seconded by Councillor Jenkins THAT the report titled "Budget Comparison — August 2013" dated September 4, 2013 be received and filed. - Carried. The director presented the report on the audited statements for the annual report. Moved by Councillor Wiehle Seconded by Councillor Ens THAT the report titled "2012 Audited Financial Statements" dated September 5, 2013 be received and filed; and, THAT the 2012 Annual Report, Consolidated Financial Statements, Financial Information Return and Municipal Performance Measures Program be approved for publication. - Carried. The director presented the report regarding a tender being awarded for the Union Road slope rehabilitation project. Moved by Councillor Marr Seconded by Councillor Mennill THAT 2153592 Ontario Limited o/a Elgin Construction be selected for the Union Road Slope Rehabilitation Tender, Contract No. 6090-13-02 at a total price of $474,212.79, inclusive of a contingency allowance and exclusive of HST; and, THAT additional funding required in the amount of $80,000 be re-allocated from the surplus of the Largie Bridge Replacement Project, Contract No. 6290-13-04 to Contract No. 6090-13-02; and, THAT if the cost increases above the tender amount 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. III I The director presented the report outlining the replacement of the two original hot water tanks at Terrace Lodge. Moved by Councillor Wiehle Seconded by Councillor Couckuyt THAT the report titled "Terrace Lodge Hot Water Tank Replacement" dated August 26, 2013 be received and filed; and, County Council 5 September 24, 2013 THAT the two hot water tanks be replaced at Terrace Lodge at an estimated price of $30,000 and the monies be re- allocated from three projects: 4502 -13 -51 Terrace Lodge Window Replacement; 4503 -12 -03 Bobier Villa Kitchen Heating Ventilation and Air - Conditioning; and 4503 -12 -04 Bobier Villa Insulate Garage. - Carried. .- -. �:.. .: . 1 11 -.:. . .i Engineering Services The director presented the report recommending the awarding of the contract for Emergency Medical Services to Medavie EMS Ontario. Moved by Councillor Marr Seconded by Councillor Walters THAT the report titled "Emergency Medical Services - Approval of Medavie EMS Ontario" dated August 26, 2013 be received and filed; and, THAT the Warden and Chief Administrative Officer be directed and authorized to sign the agreement for Land Ambulance Emergency Services for the County of Elgin and the City of St. Thomas; and, THAT the necessary by -law be prepared. - Carried. Engineering Services The director presented the report on the proposed reduced speeds at three locations. Moved by Councillor Wiehle Seconded by Councillor Mennill THAT the existing speed zone by -law be amended to include: Graham Road from the north property limit of Marsh Line southerly 1,049 meters from 80 km /hr to 60 km /hr; Talbot Line from west property limit of Union Road westerly 506 meters to 60 km /hr; and Dexter Line be reduced to 50 km /hr from the west property limit of Imperial Road westerly 2,485 meters; and, THAT the Ontario Provincial Police be notified of the changes to the speed limit by -law. Engineering Services The director presented the report regarding the extension of the original agreement to operate the lift bridge. Moved by Councillor Wiehle Seconded by Councillor Couckuyt THAT the report titled "King George VI Lift Bridge - Operating Agreement with Central Elgin" dated August 26, 2013 be received and filed; and, THAT the Warden and Chief Administrative Officer be directed and authorized to sign the agreement. - Carried County Council 6 September 24, 2013 The director presented the report regarding a centralized registry for the number and locations of Automated External Defibrillators. Moved by Councillor Jenkins Seconded by Councillor Marr THAT the report titled "Automated External Defibrillators" dated August 26, 2013 be received and filed; and, THAT our municipal partners within the County and City of St. Thomas be encouraged to cooperate with Thames Emergency Medical Services to supply the required information. - Carried. — Director of Homes and Seniors Services The director presented the report regarding support to Long -Term Care Best Practice Coordinators. Moved by Councillor Walters Seconded by Councillor Ens THAT Council authorize staff to sign a one -year agreement with the Registered Nurses' Association of Ontario for Elgin Manor to continue to be a host site for a Best Practice Coordinator; and, THAT the report titled "Registered Nurses' Association of Ontario's Long -Term Care Best Practices Initiative" dated August 19, 2013 be received and filed. - Carried. General Manager of Economic Development The general manager presented the report regarding revision of the fees and charges for members of the Tourism Membership Program. Moved by Councillor Mennill Seconded by Councillor Couckuyt THAT the suggested tourism membership fee structure of $388 plus H.S.T. for members outside of Elgin County; and the $100 plus H.S.T. for Elgin County members, be approved and the necessary by -law be prepared. - Carried. I- .. Coordinator The coordinator presented the report noting that Elgin has been selected as the pilot community for the sustainable food project by the Southwest Economic Alliance. Moved by Councillor Walters Seconded by Councillor Couckuyt THAT Elgin County Council endorse the Local Sustainable Food System Pilot Project. - Carried. County Council 7 September 24, 2013 Laura Elliott, Director of Education, Thames Valley District School Board, inviting elected officials to attend an information meeting on Wednesday, October 2, 2013 from 12:00 p.m. to 3:00 p.m. at the Thames Valley District School Board. 2. Serge Lavoie, President, Southwest Economic Alliance, with a resolution seeking support of a regional passenger transportation initiative for the communities of Southwestern Ontario. 3. Dennis Purcell, DCR chair, Bancroft & Hastings Highlands Disaster Relief Committee, requesting a donation to assist in disaster relief for severe flooding in the area. The following recommendation was adopted in regard to Correspondence Item #1: Moved by Councillor Walters Seconded by Councillor Jenkins THAT Correspondence Item #1 be received and filed. - Carried. The following recommendation was adopted in regard to Correspondence Item #2: Moved by Councillor Jenkins Seconded by Councillor Marr THAT Elgin County Council support the Southwest Economic Alliance's resolution to support a regional passenger transportation initiative for Southwestern Ontario. - Carried. The following recommendation was adopted in regard to Correspondence Item #3: Moved by Councillor Mennill Seconded by Councillor Couckuyt THAT Elgin County Council donate $1,000 to the Bancroft & Hastings Highlands Disaster Relief Committee. - Carried. 1. Claude Dauphin, President, Federation of Canadian Municipalities (FCM) with emails re: a) FCM Membership renewal thank you; b) First meeting of the National Municipal Rail Safety Working Group information and update. 2. Charlotte McDonald, Community Coordinator, Elgin Community Nutrition Partnership (ECNP) thanking Council for the 2013 grant. 3. Kelly Hughes, Education and Outreach Specialist, Greenbelt Fund with a blog titled "Elgin County Homes Local Berry Back -off Hits The Sweet Spot." 4. Jeff Leal, Minister of Rural Affairs, announcing the launch of the renewed Rural Economic Development (RED) program. 5. Municipal Property Assessment Corporation (MPAC) Summer 2013 Newsletter. 6. James Reaney, Reporter, London Free Press, with an article on the Alma College Elgin County Exhibit. County Council 8 September 24, 2013 7. Association of Municipal Managers, Clerks and Treasurers of Ontario (AMCTO) Legislative Express Newsletter. 8. Kathleen Wynne, Minister of Agriculture and Food, responding to the County of Elgin's resolution to support the establishment of a nationwide Day of the Honey Bee. 9. St. Thomas & District Chamber of Commerce with its 2013 -2018 Strategic Plan. Moved by Councillor Walters Seconded by Councillor Jenkins THAT Correspondence Items #1 — 9 be received and filed. - Carried. StatementslInguiries by Members The Warden reported he had visited Councillor McIntyre and he was feeling upbeat. afters of Urgency — None Moved by Councillor Walters Seconded by Councillor Ens THAT we do now proceed into closed meeting session in accordance with the Municipal Act to discuss matters under Section 240.2 (c) a proposed or pending acquisition or disposition of land by the municipality or local board — Purchase Opportunity Regarding Surplus CN Rail Lines. - Carried. The General Manager of Economic Development presented the confidential report. Moved by Councillor Marr Seconded by Councillor Mennill THAT we do now rise and report. - Carried. Moved by Councillor Mennill Seconded by Councillor Wiehle THAT the letters from CN regarding the surplus railway lines at Paynes Subdivision and the Southwold Spur be received and filed; and, THAT the proponents of acquiring the Ford property be offered letters of support from Elgin County Council in pursuing surplus railway lines; and, THAT Elgin County strongly objects to the removal of valuable railway lines in the community and requests that this practice be discontinued and that this resolution be copied to Joe Preston, MP, Elgin- Middlesex- London. - Carried. The meeting was recessed for 15 minutes at 11:15 a.m. County Council •' • -r: Commiftee Chair September 24, 2013 A Committee Member presented the report on activities planned by the Elgin County United Way Special Events Committee. The total amount raised by the County for United Way for 2013 is $51,000. Moved by Councillor Marr Seconded by Councillor Mennill THAT Elgin County Council support the Elgin County United Way and Special Events Committee's 2013 -2014 activities. - Carried. The Warden at this time presented a ceremonial cheque in the amount of $51,000 from the County to Dr. Greg Johnston of the St. Thomas- Elgin United Way campaign committee. Dr. Johnston thanked the County for its support, enthusiasm, generosity and hard work. Moved by Councillor Marr Seconded by Councillor Mennill THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. Moved by Councillor Jenkins Seconded by Councillor Couckuyt THAT By -Law No. 13 -18 "Being a By -Law to Authorize Tax Exemption in Respect of a Municipal Capital Facility Pursuant to Section 110 of the Municipal Act" be read a first, second and third time and finally passed. - Carried. Moved by Councillor Wiehle Seconded by Councillor Walters THAT By -Law No. 13 -19 "Being a By -Law to Adopt a Policy for the Procurement of Goods and Services for the Corporation of the County of Elgin and to Amend By -Law No. 05 -10" be read a first, second and third time and finally passed. - Carried. Moved by Councillor Ens Seconded by Councillor Marr THAT By -Law No. 13 -20 "Being a By -Law to Amend By -Law No. 12 -27 being a By -Law to Authorize Speed Limits" be read a first, second and third time and finally passed. - Carried. Moved by Councillor Mennill Seconded by Councillor Walters THAT By -Law No. 13 -21 "Being a By -Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the September 24, 2013 Meeting" be read a first, second and third time and finally passed. - Carried. County Council 10 September 24, 2013 Moved by Councillor Jenkins Seconded by Councillor Wiehle THAT we do now adjourn at 11:35 a.m. and meet again on October 22, 2013 at Elgin Manor at 9:00 a.m. Chief Administrative Officer. - Carried. Cameron McWilliam, Warden.