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October 22, 2013 Minutes COUNTY COUNCIL MINUTES Tuesday, October 22, 2013 The Elgin County Council met this day at Elgin Manor at 9:03 a.m. with all members present. Warden McWilliam in the Chair. Warden McWilliam welcomed Councillor McIntyre following his treatment. ADOPTION OF MINUTES Moved by Councillor Walters Seconded by Councillor Mennill THAT the minutes of the meeting held September 24, 2013 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF — None. DELEGATION Jeremy Locke, President, Elgin County Railway Museum presented a PowerPoint on the museum. Moved by Councillor Ens Seconded by Councillor Marr THAT the PowerPoint presentation titled "Elgin County Railway Museum" dated October 22, 2013 be received and filed. - Carried. Moved by Councillor Jenkins Seconded by Councillor McIntyre THAT we do now move into Committee Of The Whole Council. - Carried. REPORTS Programs and Therapy Services Policy and Procedure Manual (Revised) — Manager of Programs and Therapy Services The manager presented a PowerPoint on the revised policy. Moved by Councillor Walters Seconded by Councillor Couckuyt THAT Council approve the County of Elgin Homes and Seniors Services Program and Therapy Policy and Procedure manual as presented; and, THAT the report titled "Programs and Therapy Services Policy and Procedure Manual — Revised" dated October 5, 2013 be received and filed. - Carried. Additional One-Time Fundin• for Fire Safet Im•rovements - Terrace Lode — Director of Homes and Seniors Services The director presented the report regarding additional provincial funding for fire safety at Terrace Lodge. County Council 2 October 22, 2013 Moved by Councillor Marr Seconded by Councillor Mennill THAT the report titled "Additional One-Time Funding for Fire Safety Improvements - Terrace Lodge" dated September 16, 2013 be received and filed; and, THAT a letter of appreciation be forwarded to the Ontario Minister of Health for the additional 2013-2014 funding. - Carried. Joint Accessibility Advisory Committee Terms of Reference - Update —Accessibility Coordinator The coordinator presented the report outlining the new terms of reference for the advisory committee. Moved by Councillor Jenkins Seconded by Councillor McIntyre THAT Council approve the updated Joint Accessibility Advisory Committee Terms of Reference; and, THAT the report titled "Joint Accessibility Advisory Committee Terms of Reference — Update" dated October 1, 2013 be received and filed. - Carried. Elgin County Archives - Recent Projects and Activities — Manager of Archives The manager presented the report on the recent activities undertaken in archives through the medium of PowerPoint. Moved by Councillor Marr Seconded by Councillor Ens THAT the report titled "Elgin County Archives - Recent Projects and Activities" dated October 8, 2013 be received and filed. - Carried. Elgin County Council Student Day— Director of Community and Cultural Services The director presented the report on council hosting a student day in November. Moved by Councillor Marr Seconded by Councillor McIntyre THAT Elgin County's "Student Day" session be held on November 26, 2013; and, THAT the Department of Community and Cultural Services make the appropriate arrangements. - Carried. Progress Report 1- Proposed New Facility For Museum and POA/ Multi-Purpose Council Chamber— Director of Community and Cultural Services The director presented the report regarding progress on the new facility and a recent tour of facilities in other counties. Moved by Councillor Walters Seconded by Councillor Jenkins THAT the report titled "Progress Report 1- Proposed New Facility for Museum and POA/ Multi-Purpose Council Chamber" dated October 7, 2013 be received and filed. - Carried. County Council 3 October 22, 2013 The meeting was recessed for 20 minutes in order to retake the official photograph of County Council and the County's Management Team. Health Recruitment Activities — Chief Administrative Officer The Chief Administrative Officer presented the report outlining a couple of recommendations regarding health recruitment. The information included a report titled "St. Thomas— Elgin Health Recruitment Partnership" from the City of St. Thomas dated October 21, 2013. Moved by Councillor Ens Seconded by Councillor McIntyre THAT Elgin County Council concur with the City of St. Thomas to authorize that a representative of the Elgin Medical Association be appointed to serve on the Health Recruitment Partnership Committee; and, THAT Council acknowledge that Dr. Kellie Scott has fulfilled her obligations to recruit three new physicians into the area as contemplated under an agreement dated April 21, 2008. - Carried. Road User Agreement - Clearbeach Resources Inc. — Deputy Director of Engineering Services The deputy director presented the report regarding the installation of two oil and gas lines across Shackleton Line. Moved by Councillor Marr Seconded by Councillor Jenkins THAT the Warden and Chief Administrative Officer be directed and authorized to execute the road user agreement with Clearbeach Resources to install two pipelines under Shackleton Line. - Carried. Bridge Weight By-Law— Director of Engineering Services The director presented the report on the Vienna Bridge which has been reduced to a weight limit of five tonnes per vehicle. Moved by Councillor Wiehle Seconded by Councillor Mennill THAT no vehicle or any class thereof, whether empty or loaded shall be operated over any bridge designated on Schedules No. 1 and No. 2 forming part of this by-law with a weight in excess of the weight limited prescribed in the schedule for such bridge and that this by-law become effective until October 22, 2015; and, THAT this by-law become effective once the weight postings have been posted; and, THAT By-Law No. 11-22 be repealed; and, THAT the report titled "Bridge Weight By-Law" dated September 26, 2013 be received and filed. - Carried. Plains Baptist Church - Request for Transfer of Road Right-Of-Way Property on Sparta Line at Fairview Road — Director of Engineering Services The director presented the report regarding property options at Plains Baptist Church. County Council 4 October 22, 2013 Moved by Councillor Walters Seconded by Councillor Marr THAT the report titled "Plains Baptist Church: Request for Transfer of Road Right-Of-Way Property on Sparta Line at Fairview Road" dated September 26, 2013 be received and filed; and, THAT the trustees be formally notified of the County's authorization to continue to utilize the identified area for an indefinite period. - Carried. Small, Rural and Northern Municipal Infrastructure Program - Capital Program — Director of Engineering Services The director presented the report outlining the provincial government's $100 million infrastructure fund program. Moved by Councillor Mennill Seconded by Councillor Ens THAT the report titled "Small, Rural and Northern Municipal Infrastructure Program - Capital Program" dated October 8, 2013 be received and filed; and, THAT the County of Elgin make an Expression of Interest application for the construction of Dexter Line as a joint application with the Port Burwell Area Secondary Water Supply System; and, THAT the County seek the maximum $2 million on the project; and, THAT the County certifies that the information in the Expression of Interest is factually accurate; that the Corporation of the County of Elgin has a comprehensive management plan that includes all of the information and analysis described in "Building Together: Guide for Municipal Asset Management Plans" in place; that the comprehensive asset management plan will be publicly available, including online on the County's website by May 30, 2014; and that the construction of Dexter Line project will be completed by December 21, 2015; and, THAT a copy of the report and approved recommendation be sent to Jeff Yurek, MPP, Elgin-Middlesex-London. - Carried. Budget Comparison — September 2013 — Chief Administrative Officer The Chief Administrative Officer presented the report noting favourable performance. Moved by Councillor Couckuyt Seconded by Councillor Jenkins THAT the report titled "Budget Comparison — September 2013" dated October 8, 2013 be received and filed. - Carried. West Lorne Heritaie Homes Not for Profit Cor•oration Communit Centre — Tax Reduction — Chief Administrative Officer The Chief Administrative Officer presented the report on the request from the Municipality of West Elgin to apply the residential tax rate to West Lorne Heritage Homes. Moved by Councillor Wiehle Seconded by Councillor McIntyre THAT Council approve a tax ratio of one (1) for West Lorne Heritage Homes Community Centre, known as "The Hub" located at 146 Munro Street in the former Village of West Lorne, now in the Municipality of West Elgin; and, County Council 5 October 22, 2013 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, THAT a by-law be prepared with an effective date of January 1, 2011; and, THAT the Municipality of West Elgin be requested to keep the County of Elgin apprised as to the status of assessment on this property. - Carried. CORRESPONDENCE Items for Consideration — None Items for Information (Consent Agenda) 1. Honourable Shelly Glover, Minister of Canadian Heritage and Official Languages responding to correspondence dated June 13, 2013 regarding reinstatement of the National Archive Development Program. 2. Melanie Knapp, Corporate Administrative and Accessibility Clerk, City of St. Thomas, regarding elimination of the City/County Hospital Appointment. 3. Small, Rural and Northern Ontario Municipal Infrastructure Fund: a) AMO communications announcement b) Martin Bohl, Director, Ontario Ministry of Agriculture and Food with information on how to apply to the fund. 4. Serge Lavoie, SWEA with an email regarding the Regional Transportation Summit. 5. Elgin Manor with an invitation to its 10 year Anniversary Celebration and Open House on October 22, 2013. 6. Keri Selkirk, Executive Director, Thames Valley Family Health Team with a copy of the 2013 Annual Report. 7. Bruce Curtis, Manager, Community Planning and Development, Ministry of Municipal Affairs and Housing with a notice of approval of the new Elgin County Official Plan. 8. Invitation to the Mental Health Care Program Update on October 29, 2013 at the Elgin County Administration Building. Moved by Councillor Walters Seconded by Councillor Mennill THAT Correspondence Items #1 — 8 be received and filed. - Carried. OTHER BUSINESS Statements/Inquiries by Members The Warden acknowledged the recent receipt of three awards from the International Economic Development Council for the Elginlicious program, the Heritage Guide and the partnership with the Elgin Business Resource Centre regarding the Aylmer satellite office. The Chief Administrative Officer presented the awards. The Warden congratulated the staff and a round of applause followed. Councillor Marr declared his intention to seek the office of Warden for 2014. Councillor McIntyre thanked council and the staff for their support during his period of recovery from health challenges. He was given best wishes by the Warden. County Council 6 October 22, 2013 The Director of Community and Cultural Services thanked the Warden for attending the 20th anniversary event at the Dutton Library. The director outlined events taking place during Ontario Library Week. Councillor Marr reported that he and Councillor Jenkins attended a meeting at Thames Valley District School Board (TVDSB) on behalf of council in regard to declining enrolment in schools while there was demands from increasing enrolment in French immersion, which is only offered currently in one school in St. Thomas. The TVDSB is going to seek public response to how this issue will affect some schools in the Council. Councillor Marr and Councillor Jenkins encouraged council to read the report which is posted online. Notice of Motion — None Matters of Urgency— None Closed Meeting Items Moved by Councillor Wiehle Seconded by Councillor Jenkins THAT we do now proceed into closed meeting session in accordance with the Municipal Act to discuss matters under Section 240.2 (d) labour relations or employee negotiations — 2013 Labour Relations Climate; and Section 240.2 (b) personal matters about an identifiable individual, including municipal or local board employees —verbal report by the Director of Homes and Seniors Services. - Carried. The Director of Human Resources presented the report. The Director of Homes and Seniors Services gave a verbal report. Moved by Councillor Jenkins Seconded by Councillor McIntyre THAT we do now rise and report. - Carried. Moved by Councillor Walters Seconded by Councillor Mennill THAT staff be authorized and directed to pursue the various labor relations matters as described in the report and to report back to Council; and, THAT the report titled "2013 Labor Relations Climate" dated October 10, 2013 be received and filed. - Carried. Council acknowledged receipt of the verbal update from the Director of Homes and Seniors Services regarding a personal matter involving identifiable individuals. The Warden reminded council of the annual Warden's Banquet and the Induction Ceremony of the late John Wise into the Canadian Agricultural Hall of Fame. He requested council wear official county apparel to the event. Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor Wiehle Seconded by Councillor Jenkins THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. County Council 7 DELEGATION — (continued) October 22, 2013 The Director of Engineering Services introduced Paula Poirier, Vice President of EMS Operations, Medavie, and Doug Sabean, Vice President Corporate Services and CFO, Medavie to council. They provided background information on their roles at Medavie. OTHER BUSINESS — (continued) The Chief Administrative Officer presented an update on policing services regarding the new proposed funding model by the province for the OPP. The Chief Administrative Officer and Councillor Marr, a member of the Elgin Group Police Services Board will represent the Board at a regional meeting in London on November 14, 2013. The Chief Administrative Officer reported that the police services board does not support the proposed new model. Councillor Marr credited the Elgin OPP commander for finding efficiencies in the budget. Moved by Councillor Marr Seconded by Councillor Ens THAT By-Law No. 13-22 "Being a By-Law To Restrict the Weight of Vehicles Passing Over Bridges and to Repeal By-Law No. 11-22" be read a first, second and third time and finally passed. - Carried. Moved by Councillor Wiehle Seconded by Councillor Jenkins THAT By-Law No. 13-23 "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 Mennill Seconded by Councillor Couckuyt THAT By-Law No. 13-24 "Being a By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the October 22, 2013 Meeting" be read a first, second and third time and finally passed. - Carried. Keluflywam Moved by Councillor Walters Seconded by Councillor Wiehle THAT we do now adjourn at 11:34 a.m. and meet again on November 26, 2013 at the County Administration Building at 9:00 a.m. - Carried. Uark McDonald, Cameron McWilliam, Chief Adm'kTistrative,Offic4." Warden.