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November 26, 2013 Minutes COUNTY COUNCIL MINUTES Tuesday, November 26, 2013 The Elgin County Council met this day at the County Administration Building at 9:03 a.m. with all members present except Councillors Couckuyt and McIntyre (regrets). Warden Mc William in the Chair. STUDENT EDUCATION DAY The Warden welcomed the students and the students were then introduced by their sponsors. Warden Mc William's guest was Taryn Tufford of West Elgin Secondary School; Councillor Walters' guest was Reagan Campbell of Parkside Collegiate Institute; Councillor Marr's guest was Liam Hutchin of Central Elgin Collegiate Institute; Councillor Wiehle's guest was John Dunn of West Elgin Secondary School; Councillor Ens' guest was Tie Fortune of Glendale Secondary School; Councillor Mennill's guest was Tanner Kyle of East Elgin Secondary School, and on behalf of Councillor Couckuyt introduced Aaron Friesen and Dallas Neufeld of East Elgin Secondary School; Councillor Jenkins' guest was Conner Dockstader and Michael Jenkins of East Elgin Secondary School; The Director of Community and Cultural Services' guest was Laura O'Gorman of ecole secondaire Monseigneur Bruyere. ADOPTION OF MINUTES Moved by Councillor Marr Seconded by Councillor Mennill THAT the minutes of the meeting held October 22, 2013 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF — None. DELEGATIONS The County's Town Crier, Dave Phillips, presented the 2013 Town Crier's Annual Report. Moved by Councillor Wiehle Seconded by Councillor Jenkins THAT the report titled "Report to County Council 2013" from the County's Town Crier be received and filed. - Carried. Laura Woermke, Executive Director, St. Thomas-Elgin Public Art Centre presented the Centre's annual report. She thanked council for its continued support of the Centre. She also thanked Councillor Mennill for his service as a member on the St. Thomas-Elgin Public Art Centre Board of Directors. Moved by Councillor Marr Seconded by Councillor Mennill THAT the 2013 Annual Report of the St. Thomas-Elgin Public Art Centre titled "A Year in Review 2013" be received and filed. - Carried. County Council 2 November 26, 2013 Moved by Councillor Walters Seconded by Councillor Ens THAT we do now move into Committee Of The Whole Council. - Carried. REPORTS 2014 and the Western Ontario Wardens' Caucus -Warden The Warden presented the minutes from the Western Ontario Wardens' Caucus held on October 18, 2013. He noted in particular the reference to the broadband project and proposed funding for this project. Moved by Warden Mc William Seconded by Councillor Walters THAT the report titled "2014 and the Western Ontario Wardens' Caucus" dated November 4, 2013 be received and filed. - Carried. Library Coordinator Nomination to President, Ontario Public Library Association — Director of Community and Cultural Services The director presented the report regarding the library coordinator's nomination to become president of the Ontario Public Library Association for a four-year term. He noted that there is competition for the position. Moved by Councillor Marr Seconded by Councillor Jenkins THAT Elgin County Council wholeheartedly supports the nomination of the Library Coordinator to the position of President of the Ontario Public Library Association based on the terms outlined in the report titled "Library Coordinator Nomination to President, Ontario Public Library Association" dated November 4, 2013. - Carried. Accessibility Compliance Reporting —Accessibility Coordinator The coordinator presented the report outlining the steps the County has taken to be in compliance with government accessibility regulations. Moved by Councillor Wiehle Seconded by Councillor Ens THAT the report titled "Accessibility Compliance Reporting" dated November 1, 2013 be received and filed. - Carried. Joint Accessibility Advisory Committee Vacancy Appointment—Accessibility Coordinator The coordinator presented the report on the recruitment of a new member to the Joint Accessibility Advisory Committee. Councillor Marr thanked retiring member Jenny Phillips for her service on the committee. Moved by Councillor Marr Seconded by Councillor Wiehle THAT County Council approve the appointment of Douglas Mayer to serve on the County of Elgin/Central Elgin Joint Accessibility Advisory Committee (JAAC) effective immediately for a three year term. - Carried. County Council 3 November 26, 2013 County of Elgin 2014 Mileage Rate — Director of Human Resources The director presented the report on the recommended mileage rate. Moved by Councillor Mennill Seconded by Councillor Jenkins THAT County Council direct staff to freeze the mileage rate for 2014 at the current level of 49.5 cents per kilometre. - Carried. Information Report: Contract Awards April 1, 2013 to September 30, 2013 — Purchasing Coordinator The coordinator presented the report outlining contracts awarded from April 1, 2013 to September 30, 2013. Moved by Councillor Walters Seconded by Councillor Ens THAT the report titled "Information Report: Contract Awards April 1, 2013 to September 30, 2013" dated November 8, 2013 be received and filed. - Carried. Budget Comparison: October 2013 — Director of Financial Services The director presented the report outlining favourable performance. Moved by Councillor Jenkins Seconded by Councillor Walters THAT the report titled "Budget Comparison — October 2013" dated November 8, 2013 be received and filed. - Carried. Ontario Municipal Partnership Fund (OMPF) — Director of Financial Services The director presented the report regarding the 2014 allocation of the Ontario Municipal Partnership Fund to the County. Councillor Wiehle requested that a report be completed on the net loss across the County and including the lower tier. The Director of Financial Services agreed to undertake the report. Moved by Councillor Marr Seconded by Councillor Mennill THAT the report titled "Ontario Municipal Partnership Fund (OMPF)" dated November 20, 2013 be received and filed. - Carried. Capital Fund Reallocation: Transfer Lifts and Bathing Systems —Administrator, Bobier Villa and Elgin Manor The Director of Homes and Seniors Services presented the report on the replacement of mechanical lifts and bathing systems for the three County homes for seniors. Moved by Councillor Jenkins Seconded by Councillor Walters THAT Council approve the reallocation of capital funds as identified to procure the Lift and Tub replacements; and, THAT the report titled "Capital Fund Reallocation - Transfer Lifts and Bathing Systems" be received and filed. - Carried. County Council 4 November 26, 2013 Homes Policy Revision: I.C. #3.4 Immunizations: Staff Influenza — Director of Homes and Seniors Services The director presented the report regarding immunization of staff in the homes for seniors. Moved by Councillor Mennill Seconded by Councillor Marr THAT Council approve the changes to Homes policy I.C. #3.4 Immunization — Staff Influenza and corresponding form titled Health Practitioner Influenza Vaccination Exclusion Form; and, THAT the report titled "Homes Policy Revision — I.C. #3.4 Immunization — Staff Influenza" dated November 4, 2013 be received and filed. - Carried. Summary of Amendments to Regulation 79/10 (Regulation) Under the Long-Term Care Homes Act, 2007 The director presented the report outlining amendments to the qualifications for home staff, critical incident reporting, locking of doors to non-residential areas and specialized unit admissions and discharges. Moved by Councillor Walters Seconded by Councillor Ens THAT the report titled "Summary of Amendments to Regulation 79/10 (Regulation) Under the Long-Term Care Homes Act, 2007" dated November 14, 2013 be received and filed. - Carried. Schedule of Council Meetings for 2014—Administrative Services Coordinator The Warden presented the County Council meeting schedule for 2014. Moved by Councillor Marr Seconded by Councillor Wiehle THAT the report titled "Schedule of Council Meetings for 2014" dated November 7, 2013 be adopted. - Carried. Cycling Master Plan — Manager of Planning The manager presented the report regarding a plan being promoted through the Healthy Communities Partnership and a request for funding in the amount of$5,000 (a letter from the Elgin St. Thomas Public Health dated October 16, 2013, requesting the funding was included in the report). Councillor Marr said discussions with the City are important on this issue. Councillor Walters recommended that the request go to the Elgin St. Thomas Public Health board for further discussion. The Warden urged the Health Board to ensure this proposed plan isn't duplicating existing plans such as the City's and Central Elgin's master recreational plan. Moved by Councillor Marr Seconded by Councillor Mennill THAT participation in the development of a Cycling Master Plan and the staff report be deferred until discussions with City Council representatives and the Board of Health are undertaken and the outcome of these discussions is reported back to Council for consideration during 2014 budget deliberations. - Carried. County Council 5 November 26, 2013 Health Recruitment Partnership Update: East Elgin Family Health Team — Chief Administrative Officer The Chief Administrative Officer presented the report and the request for funding assistance. He noted that existing funding is available to service this request. Moved by Councillor Ens Seconded by Councillor Jenkins THAT Elgin County Council concur that the Health Recruitment Partnership (through the City of St. Thomas) enter into an agreement with the East Elgin Family Health Team for the recruitment of 2 physicians according to the terms and conditions of the Partnership Agreement; and, THAT the report titled "Health Recruitment Partnership Update — East Elgin Family Health Team" dated November 8, 2013 be received and filed. - Carried. Signing of the Courthouse Scroll The meeting was recessed for 15 minutes in order for the Warden to sign the County's scroll document, part of the County's contribution to the Consolidated St. Thomas Courthouse time capsule. Elgin Arts Trail: St. Thomas-Elgin Public Art Centre Membership — General Manager of Economic Development The general manager presented the report regarding a fee increase for some members of the Elgin Arts Trail, including the St. Thomas-Elgin Public Art Centre. Moved by Councillor Mennill Seconded by Councillor Jenkins THAT the St. Thomas-Elgin Public Art Centre be exempt from the Elgin Arts Trail membership fee and be subject only to the Elgin County Tourism membership fee of$100 (+ HST). - Carried. Economic Development Progress Report: January— August 2013 — General Manager of Economic Development The members of the Economic Development and Tourism department presented the report showing the progress that was made in economic development and tourism over the past year. Councillor Walters congratulated the staff on their work and the awards the county has received over the years. Moved by Councillor Walters Seconded by Councillor Wiehle THAT the report titled "Economic Development Progress Report: January—August 2013" dated November 6, 2013 be received and filed. - Carried. Year End Report for 2013 — Tree Commissioner/Weed Inspector The tree commissioner presented his annual report on activities related to the Elgin Woodlands Conservation By-Law and weed inspections. County Council 6 November 26, 2013 Moved by Councillor Mennill Seconded by Councillor Ens THAT the report titled "Year End Report for 2013" regarding the Elgin Woodlands Conservation By-law and weed inspections dated November 6, 2013 be received and filed. - Carried. DELEGATIONS - (continued) Tom Marks, County representative on the St. Thomas Elgin General Hospital Board of Governors, presented the annual report. Moved by Councillor Mennill Seconded by Councillor Jenkins THAT the report titled "St. Thomas Elgin General Hospital Annual Report to Elgin County Council-November 2013 Highlights" be received and filed. - Carried. CORRESPONDENCE Items for Consideration 1. Denis Lemelin, National President, Canadian Union of Postal Workers with a resolution seeking support to Improve the Canadian Postal Service Charter, "Why Canada Needs Postal Banking" 2. Claude Dauphin, President, Federation of Canadian Municipalities (FCM) with information regarding the renewal of Elgin County's annual membership. 3. Michael Jacek, Senior Advisor, Association of Municipalities Ontario (AMO) Communications with a resolution seeking support for the Development of a New Long-Term Federal Plan to Fix Canada's Housing Crunch. 4. Russ Powers, President, Association of Municipalities Ontario (AMO) with a letter of support for Federal Gas Tax Fund. 5. Cameron Mc William, Mayor, Municipality of Dutton/Dunwich to the Thames Valley District School Board regarding the reorganization of school boundaries in the western end of Elgin County. (Addendum addition) The following recommendation was adopted in regard to Correspondence Item #1: Moved by Councillor Marr Seconded by Councillor Wiehle THAT Correspondence Item #1 be received and filed. - Carried. The following recommendation was adopted in regard to Correspondence Item #2: Moved by Councillor Mennill Seconded by Councillor Walters THAT Council approve the payment of$7,104.27 to renew the annual membership in the Federation of Canadian Municipalities. - Carried. County Council 7 November 26, 2013 The following recommendation was adopted in regard to Correspondence Item #3: Moved by Councillor Walters Seconded by Councillor Mennill THAT the suggested resolution from AMO regarding the development of a new Long-Term Federal Plan to fix Canada's Housing Crunch be referred to the City of St. Thomas, the County's delivery agent, for consideration. - Carried. The following recommendation was adopted in regard to Correspondence Item #4: Moved by Councillor Jenkins Seconded by Councillor Marr THAT Elgin County Council send a letter using the template provided by AMO to Joe Preston, MP, Elgin-Middlesex-London outlining the impact the federal Gas Tax Fund has made in Elgin County. - Carried. The following recommendation was adopted in regard to Correspondence Item #5: Moved by Councillor Marr Seconded by Councillor Jenkins THAT Elgin County Council strongly agrees with the position of Dutton/Dunwich Council on the need to retain students in the County of Elgin, and, indeed, encourages the Thames Valley District School Board to maintain existing school board boundaries by exploring other alternatives such as greater utilization of schools within Elgin County. - Carried. Items for Information (Consent Agenda) 1. The Honourable Michael Chan, Minister of Tourism, Culture and Sport: a) Informing Council of 2013-14 Public Library Operating, Pay Equity and First Nation Salary Supplement Grants. b) Expressing appreciation for Elgin County Library's capacity building funding. 2. Stacey Griffin, Executive Office Coordinator, South West Local Health Integration Network (LHIN) with a copy of highlights from the October 23, 2013 Board Meeting. 3. Ashleigh Weeden, Communications & Accessibility Coordinator, Grey County with a media release titled "Western Ontario Wardens' Caucus Takes SWIFT Action". 4. Melanie Knapp, Corporate Administrative &Accessibility Clerk, City of St. Thomas endorsing Elgin County's resolution relating to Removal of Railway Lines. 5. Bruce Curtis, Manager, Community Planning & Development, Ministry of Municipal Affairs and Housing notifying Council of approval of the new Official Plan for the County of Elgin. 6. Cathy Cox, Communications and Public Relations Specialist, St. Thomas Elgin General Hospital (STEGH), with media releases titled: a) "STEGH Increasing Patient Safety with a New Masking Procedure During Flu Season". b) "St. Thomas Elgin General Hospital Wins Platinum Award for Quality Healthcare Workplace Fourth Year in a row to receive highest distinction". c) "STEGH to Launch Patient Experience Council as it opens its new Patient Experience Office". 7. Dianne Wilson, Deputy Clerk, Municipality of Central Elgin, endorsing County of Elgin's resolution regarding updated Joint Accessibility Advisory Committee Terms of Reference. 8. AMO Communications — 2013 Fall Economic Statement Highlights. County Council 8 November 26, 2013 9. Additional correspondence from the Ministry of Finance in regard to Ontario Municipal Partnership Fund (OMPF) and program allocations for 2014. (Addendum Addition) Moved by Councillor Walters Seconded by Councillor Mennill THAT Correspondence Items #1 — 9 be received and filed. - Carried. DELEGATIONS — (continued) Brent Stewart, Chairman, Elgin County Land Division Committee, presented the committee's 2013 Land Division annual report. Councillor Mennill noted that he will be attending a Land Division Committee meeting in December to work on improving communications between the Township of Malahide and the committee. Moved by Councillor Marr Seconded by Councillor Ens THAT the report titled "Land Division Committee Report" for 2013 dated November 26, 2013 be received and filed. - Carried. OTHER BUSINESS Statements/Inquiries by Members The Warden announced that Mark Wales was re-elected as Ontario Federation of Agriculture president. A letter of congratulations is to be sent to him from council. The Warden thanked Councillors for their support over the past year. He also thanked staff for support and vision in moving Elgin County forward. He said he was pleased to work with a team that is focused on its goals and he wished the incoming Warden the best of luck. He was given a round of applause. Notice of Motion — None Matters of Urgency — None REPORTS — (continued) Ten Year Business Plan — Director of Financial Services The director gave a Power Point presentation on the highlights of the Ten Year Business Plan. Moved by Councillor Walters Seconded by Councillor Mennill THAT, in keeping with the directives provided in Council's Ten Year Financial Plan, staff be directed to examine alternatives to maintain a 4% residential property tax increase for consideration in January 2014. - Carried. PRESENTATION Ann Wise presented council with a copy of the video of the induction of the late John Wise, former Elgin County Warden, into the Canadian Agricultural Hall of Fame for 2013. She thanked council and the Elgin Holstein Club for co-nominating Mr. Wise. The Warden thanked her for her remarks and congratulated her and her husband, the late John Wise, for their contributions to the community. The video from the Canadian Agricultural Hall of Fame induction ceremony was played and when it was finished, council and guests gave a standing ovation. County Council 9 November 26, 2013 Council recessed at 11:55 a.m. and was called to order at 12:50 p.m. Closed Meeting Items 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 (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board — Mediation #2 and the Wastewater Treatment Plant Failure (Elgin Manor); Section 240.2 (b); two items: personal matters about an identifiable individual, including municipal or local board employees — Library Non-Union Staffing Plan and Chief Administrative Officer's Annual Performance Evaluation. - Carried. The Chief Administrative Officer presented the report on the Wastewater Treatment Plant failure. The Director of Community and Cultural Services presented the report on the library non- union staffing plan. The Chief Administrative Officer and all others, with the exception of Council left the Council Chambers at 1:02 p.m. Council undertook the annual performance evaluation of the Chief Administrative Officer and then returned to open session with the Chief Administrative Officer present. Moved by Councillor Walters Seconded by Councillor Mennill THAT we do now rise and report. - Carried. Moved by Councillor Walters Seconded by Councillor Ens THAT the Warden and Chief Administrative Office be authorized and directed to instruct legal counsel on satisfactory terms for conclusion of a legal matter affecting the County as described in the confidential report dated November 4, 2013. - Carried. Moved by Councillor Marr Seconded by Councillor Mennill THAT staff be directed to proceed with the staffing plan as outlined in the confidential report "Library Non-Union Staffing Plan" dated November 7, 2013. - Carried. Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor Walters Seconded by Councillor Ens THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. County Council 10 November 26, 2013 BY-LAWS Moved by Councillor Jenkins Seconded by Councillor Wiehle THAT By-Law No. 13-25 "Being a By-Law To Authorize the Warden and the Treasurer To Borrow Up to the Sum of Fifteen Million Dollars" be read a first, second and third time and finally passed. - Carried. Moved by Councillor Mennill Seconded by Councillor Marr THAT By-Law No. 13-26 "Being a By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the November 26, 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 1:48 p.m. and meet again on December 10, 2013 at the County Administration Building at 7:00 p.m. - Carried. D on a Id, Dave Marr, Chief Administrative Officer. 2014 Warden.