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13 - December 12, 2013 County Council Agenda Package ORDERS OF THE DAY FORTHURSDAY, DECEMBER 12, 2013 – 9:00 A.M. ORDER 1st Meeting Called to Order 2nd Adoption of Minutes – November 26, 2013 3rd Disclosure of Pecuniary Interest and the General Nature Thereof 4th Presenting Petitions, Presentations and Delegations PRESENTATIONS: 9:00 a.m. Retirement Recognition: Rhonda Rieger Gloria Hiddink 9:05 a.m. VickiLuke, Agriculture & Rural Economic Development Advisor presenting 2013 Premier’s Award for Agri-Food Innovation Excellence to Ryan Howe, Howe Family Farms. 12:00 noon Years of Service Employee Recognition – employees will join Council for lunch at which time the presentations will be made. DELEGATIONS: 9:15 a.m. Marilyn Crewe, Interim General Manager, Elgin Business Resource Centre with PowerPoint on the Satellite Offices. (attached separately) 9:30 a.m. Paul Jenkins, Foundation Executive Director, St. Thomas Elgin General Hospital Foundation with PowerPoint titled “Elgin County & STEGH” and John Bod, Redevelopment Manager, St. Thomas Elgin General Hospital with PowerPoint titled “Elgin County Council Report and Update”. (attached separately) 11:30 a.m. Paula Poirier, Vice President of EMS Operations, Medavie and Doug Sabean, Vice President Corporate Services & CFO, Medavie with PowerPoint and Briefing note. (attached separately) 11:45 a.m. Grace McGartland, The Arts & Cookery Bank with PowerPoint titled “A snapshot of rural culture….stirred”. (attached separately) 5thMotion to Move Into “Committee Of The Whole Council” 6th Reports of Council, Outside Boards and Staff 7th Council Correspondence 1) Items for Consideration 2) Items for Information (Consent Agenda) OTHER BUSINESS 8th 1) Statements/Inquiries by Members 2) Notice of Motion 3) Matters of Urgency 9th Closed Meeting Items (see separate agenda) 10th Recess 11th Motion to Rise and Report 12th Motion to Adopt Recommendations from the Committee Of The Whole 13th Consideration of By-Laws 14th ADJOURNMENT LUNCH WILL BE PROVIDED NOTICE: Christmas Schedule – All County Departments in the Administration Building will be closed from 12:00 noon on December 24, 2013 to January 2, 2014 at 8:30 a.m. (Branch Libraries located throughout the County will close on December 24, 2013 at 1:00 P.M. and reopen on January 3, 2014 – contact your local Branch for hours) January 14, 2014 Special County Council - 2:00 p.m. 1 November 7, 2014 2014 Warden’s Banquet – St. Anne’s Centre Draft 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 McWilliam in the Chair. STUDENT EDUCATION DAY The Warden welcomed the students and the students were then introduced by their sponsors. Warden McWilliam’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. 2 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 McWilliam 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. 3 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. 4 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. 5 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. 6 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 McWilliam, Mayor, Municipality of Dutton/Dunwich to the Thames Valley District School Board regarding the reorganization of school boundaries in the western end of Elgin (Addendum addition) County. 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. 7 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. 8 County Council 8 November 26, 2013 9. Additional correspondence from the Ministry of Finance in regard to Ontario Municipal (Addendum Addition) Partnership Fund (OMPF) and program allocations for 2014. 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 PowerPoint 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. 9 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. 10 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. Mark McDonald, Chief Administrative Officer. Warden. 11 Elgin Business Resource Centre Ec. D. , C.Ec. D. Marilyn Crewe Interim General Manager 1 Overview Background Dutton Satellite Office YTD Stats Aylmer Satellite Office YTD Stats Recommendation 2 EBRC Services -Business loans up to $250,000, plus Sand Plains loans up to $250,000 -Business counselling business plans, marketing, cash flow, business registration, etc -Self Employment and Youth programs -Networking and events -Business incubation -Start up, expansion and succession 3 Pilot Project Background EBRC partnered with the County of Elgin to help meet the identified business development need in the east and west of Elgin County Partnership was forged between Elgin County, Municipality of Dutton/Dunwich and EBRC to provide a one year pilot satellite office in the West of Elgin County 4 EBRC Dutton 5 Economic Impact - Dutton Businesses Started 7 Businesses Expanded 2 Jobs Created 12 Loan Inquiries 2 6 Inquiries 120 102 100 80 63 60 48 37 40 26 20 13 7 0 AprilMayJuneJulyAugustSeptemberOctober 7 In Depth Consultations 18 17 1616 16 14 13 12 10 10 10 8 7 6 4 2 0 AprilMayJuneJulyAugustSeptemberOctober 8 In-Depth Consultations by Sector Accommodation & Food Services Agriculture, Forestry, Fishing & Hunting Retail Trade Education Services Manufacturing Other Services (Except Public Administration) Professional, Scientific & Techinical Services 9 10 Economic Impact - Aylmer Businesses Started 13 Businesses Expanded 4 Jobs Created 37 Loan Inquiries 11 11 Cost per job For the current fiscal year April to October Based on $210,000 investment in the satellite office project We created 49 jobs = $4,286 per job 50% (8 of 16) loans this year are in the County 12 Recommendation Continue the satellite office in Dutton The project will remain subject to the terms and conditions contained in the March 25, 2013, three year funding agreement between the County of Elgin and the Elgin Business Resource Centre. 13 Questions 14 ELGIN COUNTY & STEGH patient care excellence at our award- 15 $13,000,000 16 17 THE. PUBLIC. LAUNCH. Coming Spring, 2014 18 UPDATE 19 20 21 22 OUR TEAM Martha Jefferson Hospital Monroe Clinic Mayo Clinic Health System St. Marys Hospital 23 PROJECTS: Kahler Slater Centre for Addiction & Mental Health Phase 1B Holland Bloorview Kids Rehab Hospital Sister Margaret Smith Addictions Treatment Centre Centre for Addiction & Mental Health Phase 1A 24 PROJECTS: Montgomery Sisam 25 PREFERRED SITE DEVELOPMENT OPTION Site Plan Update 26 NOVEMBER 18, 2013 NEWEXISTING VEHICULAR ED DROP-OFFENTRANCE / EXIT AREA EXISTING BUS ELM STREET STOP NEW ED PARKING EXISTING PARKING NEW ADDITION: SPD / ED / SS / MH NEW (ESTIMATED COMPLETION 2016) ED ENTRANCE EXISTING VEHICULAR ENTRANCE / EXIT NEW AMBULANCE DROP OFF EXISTING EXISTING PARKING HISTORICAL ENTRANCE NEW LINK (NON ACCESSIBLE) EXISTING BUILDING’S WEST WING MAIN EXISTING PUBLIC EAST ENTRANCE ELEVATORS EXISTING SERVICE RECEIVING ENTRANCE EXISTING ATRIUM EXISTING VEHICULAR ENTRANCE / EXIT CCC BUILDING / AMBULATORY CARE NEW AMBULATORY ENTRANCE AND EXISTING SOUTH DROP-OFF PARKING Partial Site Plan-PH1 / NEW ADDITION COMPLETE NOVEMBER 18, 2013 27 28 HOSPITAL REDEVELOPMENT OPTIONS 29 Mech/Elec Options Meeting with SPA Process ICT Kick-off CITY Due Diligence Costing User Group Meeting Studies/Report Schematic Stage 2 Stage 3.1 Block User Group Right-sizing Design Submission Submission Diagrams F.P. Validation Functional Program 30 SCHEDULE 31 32 Corporate Highlights The Medavie EMS Group of Companies represents: A workforce of approximately 3600 (either directly employed or managed) including unionized, management and administrative staff A total fleet of over 540 vehicles including ground ambulances and support units Combined our operations receive over 400,000 requests for service on an annual basis 33 Municipality of Bayham Response Situation In the six months following the implementation of the FRU, response times in Bayham have marginally decreased. The effectiveness of this initiative has been impacted by three key factors: Less than 39.0% of the calls in Bayham are occurring The FRU is stationed in Aylmer resulting in lost hours of service due to travel during the start and end of each shift; The location in the Straffordville Fire Hall is convenient but not ideally situated to cover all calls in Bayham. 34 September 1 2012 to May 31 2013 st 35 June 1 2013 to August 30 2013 th 36 % of Calls Captured based on Mon-Fri Jan 1-Nov 30 2013 Call Volume Data 66.0 64.1 64.0 61.5 62.0 60.0 58.1 58.0 56.4 56.4 56.0% of Calls Captured 53.8 53.8 54.0 52.0 50.0 48.0 0600-16000700-17000800-18000900-19001000-20001100-21001200-2200 Proposed Unit Hours 37 Proposed Operational Modifications Anticipated Response Improvements by : Stationing the FRU in Straffordville and having staff report directly to this location Search for a physical location to house the FRU in the Vienna area; Continuously review staffing patterns (i.e. shift start and end times) to maximize the call volume that is captured by the FRU. 38 QUESTIONS? 39 .©z;Ez“m bš·; 1.0 ISSUE 2.0 BACKGROUND & CURRENT SITUATION 3.0 PROPOSED OPERATIONAL MODIFICATIONS 4.0 RECOMMENDATIONS 5·;t 5;-;’,;© ·w r ·w {Ò,’z··;7 ,ät tҌ tšz©z;©r 5šÒm {,;“r a- DzŒ¦z“ µ w“7ä 5;““z“m 40 41 42 5 Intense Days 43 Lots of Excited Boot Campers 44 45 46 47 48 Fresh Pasta 49 50 51 52 We learned about Eggs 53 54 55 We Butchered Meat 56 57 58 We ate our veggies!!! 59 60 We even left room for dessert. 61 We Worked Hard 62 63 64 65 66 67 68 69 REPORTS OF COUNCIL AND STAFF December 12, 2013 Staff Reports – (ATTACHED) General Manager of Economic Development – Elgin Business Resource Centre – Dutton Satellite Office Manager of Information Technology – Municipality of Central Elgin IT Support Update Purchasing Coordinator – Progress Report 2 – Proposed New Facility for Museum and POA/Multi-Purpose Council Chamber – Architectural Design Services Contract Award Purchasing Coordinator – General Insurance and Risk Management Services Program Director of Community and Cultural Services – Port Stanley Library Construction Update Director of Homes and Seniors Services – 2013/2014 Late Career Nurse Initiative Director of Homes and Seniors Services – Wheelchair Seating Assessment Fees Director of Homes and Seniors Services – West Elgin Community Health Centre Meals on Wheels Agreement Renewal – 2013-2014 Manager of Planning – County of Elgin Official Plan - Final Approval Manager of Planning – Delegation By-Law and Consultation By-Law 12 REPORT TO COUNTY COUNCIL FROM: Alan Smith, General Manager of Economic Development DATE: November 25, 2013 SUBJECT: Elgin Business Resource Centre: Dutton Satellite Office INTRODUCTION: In March of this year, the County of Elgin and the Elgin Business Resource Centre (EBRC) entered into a funding agreement to operate a EBRC satellite office in Aylmer and a satellite office in Dutton/ Dunwich. The funding agreement is for three years. The County does have the right to terminate the agreement on 60 days’ advance written notice to the EBRC for either location. If for some reason that it is determined that the one- year Dutton pilot project in the west should be discontinued, then funding would continue for the Aylmer site. The performance of the Dutton site indicates that the pilot project status be removed and operations continue. DISCUSSION: The EBRC and the County of Elgin have a successful history on partnering on initiatives that have resulted in enhancing entrepreneurism, business development, and th employment in the area. On July 14, 2009, County Council passed resolutions that led to the establishment of the Elgin-St.Thomas Small Business Enterprise Centre (SBEC). The SBEC is a partnership among the County, the St. Thomas Economic Development Corporation, and the Ministry of Economic Development and Trade, with the Elgin Business Resource Centre being the delivery agent. The SBEC has been in operation since April 2010 and has proven to be very successful. In March of 2012 an EBRC satellite office in Aylmer was established that continues to assist entrepreneurs in the Eastern portion of the County with business start-ups, loans, and counselling services. Building upon the success of the Aylmer model, and given the demand for such services in the western portion of the County, an EBRC satellite office was opened in Dutton in April 2013. Like the Aylmer office, the Dutton location is helping to maintain and create jobs, start new businesses, and expand existing ones in Elgin County– see Appendix one. As indicated in Appendix 1, the Dutton location is experiencing a great deal of activity with 296 enquiries and 89 consults from April to October 2013. With the support of the Economic Development department, 7 new businesses have been started, 2 businesses expanded, with 12 jobs created and 58 maintained. These figures which represent 6 months of operations already exceed the projections for the one pilot project as outlined in Appendix two. The current 89 consults, as of October 31, 2013, is expected to meet or even succeed the 100 that is projected. It should also be noted that the Aylmer office continues to perform well with 13 businesses started, 4 businesses 13 expanded, with 37 jobs created and 71 maintained, during the same time period. Appendix three contains a summary of the Aylmer office statistics. Given the positive performance of the Dutton EBRC satellite office, staff is recommending that the “pilot” status be removed and that operations continue as per the three year funding agreement between the County and the EBRC. Total funding for both the Aylmer and Dutton is $210,000.00 per year. For inflationary purposes a 1.5% increase has been included for 2014. Funding for both sites continues to be contained in the Economic Development department’s operating budget. CONCLUSION: The County of Elgin has a history of entrepreneurism and business innovation. In these challenging economic times, it is of particular importance to nurture this tradition of entrepreneurship in order to retain and expand local business. The County of Elgin in partnership with the EBRC is creating programing and an environment for those individuals seeking to start a new business or expand an existing one. These individuals in the County now have the appropriate resources available to them: easy access to business consulting services and information covering management, marketing, technology, and financing including access to business planning and loans. By continuing to support the EBRC satellite office in Dutton, the County will ensure that new and existing businesses in the western portion of the County will have greater access to all of the possible support to survive and thrive during this difficult economic climate and beyond. RECOMMENDATION: That the Elgin Business Resource Centre satellite office in Dutton continue beyond its pilot project status and remain subject to the terms and conditions contained in the March 25, 2013, three year funding agreement between the County of Elgin and the Elgin Business Resource Centre. All of which is Respectfully Submitted Approved for Submission Alan Smith Mark G. McDonald General Manager of Economic Development Chief Administrative Officer 14 5Ò··š“ hEEz-; AprilMay JuneJulyAugustSeptemberOctoberTotal Consults131617161010789 Inquiries10248633726137296 Businesses Started - City0 Businesses Started - County11320007 Businesses Expanded - City0 Businesses Expanded - County00110002 Jobs Created - City0 Jobs Created - County134400012 Jobs Maintained29109914558 Loan Inquiries00020002 Opened April 4th for business 15 Dutton EBRC Satellite Office: Projections 2013-2014 EBRC West Pilot Projections Indicators2013-14 Consults 100 Inquiries 100 Business Started 3 Jobs Created 10 16 Aylmer Office AprilMay JuneJulyAugustSeptemberOctoberTotal Consults30182137281519168 Inquiries53384366633136330 Businesses Started - City0 Businesses Started - County312510113 Businesses Expanded - City0 Businesses Expanded - County10200014 Jobs Created - City0 Jobs Created - County61151020337 Jobs Maintained116914423471 Loan Inquiries412220011 *Consult spike in July & August due to Summer Company 17 REPORT TO COUNTY COUNCIL FROM: Al Reitsma, Manager of Information Technology DATE: December 2, 2013 SUBJECT: Municipality of Central Elgin IT Support Update INTRODUCTION: The County of Elgin has been providing Information Technology (IT) support to the Municipality of Central Elgin since June of this year on a one year pilot project basis. The County has received the attached request from Central Elgin to enter into a longer term relationship for IT support services. DISCUSSION: The County of Elgin is providing IT support services to the Municipality of Central Elgin including: Network monitoring and problem resolution. Software system upgrades. Operating system upgrades (i.e. servers, routers, access points). Hardware maintenance and upgrades. The initial term of the service agreement was for a one year pilot to conclude in May of 2014. The Municipality has requested that the pilot be concluded on December 31, 2013 and that a long term arrangement be negotiated. Such an arrangement will: Assist the Municipality in developing 2014 budget estimates and service delivery plans and Provide financial saving through economies of scale by co-locating server, data storage and network equipment. Allow for the further development of a common system architecture and infrastructure that will increase the efficiency of the IT department in servicing both the County and the Municipality. IT staff has maintained a satisfactory level of customer service to County of Elgin staff during the term of the pilot. The pilot has generated $14,600 in revenue during six months. This revenue has been used to bring in consulting services in order to deliver specialized expertise and to balance the workload, thereby improving service to County departments. 18 CONCLUSION: The one year pilot for County of Elgin staff to provide IT support services to the Municipality of Central Elgin was to end May of 2014. However, the Municipality has been pleased with the services provided and, in order better prepare for the 2014 budget and to develop service deliver plans, has asked that a long term arrangement be negotiated. The partnership has been beneficial to both parties and County staff recommends entering into a long term arrangement. RECOMMENDATION: THAT staff be authorized to proceed with the negotiation of a long term arrangement for the partnership with the Municipality of Central Elgin for information technology services. All of which is Respectfully Submitted Approved for Submission Al Reitsma Mark G. McDonald Manager of Information Technology Chief Administrative Officer Jim Bundschuh Director of Financial Services 19 20 REPORT TO COUNTY COUNCIL FROM: Mike Hoogstra, Purchasing Coordinator Brian Masschaele, Director of Community and Cultural Services Leesa Shanley, Provincial Offences Supervisor DATE: November 25, 2013 SUBJECT: Progress Report 2 - Proposed New Facility for Museum an Purpose Council Chamber Architectural Design Services Contract Award INTRODUCTION: This is a follow-up report to Progress Report 1 and provides det Proposal (RFP) approval to award the Architectural Design Services contract to the recommended Architect. DISCUSSION: Elgin County Council at its July 23, 2013 meeting approved the f recommendations regarding a facility plan for the Museum and Pro THAT an architect be directed to develop plans that would encomp facility to be built on County property by 2017 and be scalable of a new Elgin County Museum provided targeted fundraising / gra achieved to offset construction costs of the Museum ($2 million) THAT these plans include an investigation of the feasibility of chambers to permit adequate attendance and representation from t THAT staff be authorized to further develop cost estimates and d Space Ne-1307), As noted in Progress Report 1, Staff issued an Expression of Int firms prior to proceeding to a Request for Proposals given the d project. A total of twelve firms made submissions and the Staff qualified four firms to proceed to the RFP stage. The Request for Proposal for Architectural Design Services was i 2013 and closed on November 8, 2013. All four pre-qualified fir submitted a proposal for this project. - Moriyama & Teshima Architects - Reich + Petch Architects - Rounthwaite, Dick & Hadley Architect (RDH) - +VG Architects (The Ventin Group) 21 A two envelope system was used for this RFP where the Architects submit their price for the project in a separate sealed envelope scored on the following criteria: i) Demonstrated understanding of Work Program / Approach and Meth ii) Responsiveness to the RFP / Completeness of Submission iii) Firms Experience and Key Individuals Experience iv) Key Personnel Availability The Staff Building Committee met on November 19 to evaluate the achieving a minimum score of 45 out of 60 had their pricing enve did not achieve the minimum score of 45. The Purchasing Coordin price envelopes and factored the cost into the overall score. The firm that achieved the highest overall score is +VG Architec +VG Architects, based in Brantford had the highest technical sco cost submission. Staff is very familiar with +VG Architects and they have an exte portfolio of municipal projects including over 100 courthouse, m council chamber projects across the province. Recent experience proposal is as follows: - Grey County, Waterloo Region and Wellington County POA Courtho - Woolwich, Wilmot and Clearview Township Administration Centres - Annandale House, Castle Kilbride and Wellington County Museums The proposed contract with +VG Architects includes the following - Preparation and Pre-Design - Schematic Design - Final Design Development - Construction Document and Tendering - Contract Administration and Construction Inspection - Post Construction Services The total cost for Architectural Services is $231,000 plus appli can be accommodated in the approved capital budget for this proj CONCLUSION: Staff are very pleased at the outcome of the RFP process and we working with +VG Architects as soon as possible to begin the des facility. As noted in Progress Report 1, the Warden and members to be involved in an expanded committee once the design concept plan have been presented in 2014. Furthermore, staff will arrange for the firm to make an introductory presentation to Council as soon as it can be arr 22 RECOMMENDATION: THAT +VG Architects (The Ventin Group Ltd.) be selected for Arch Services for the new facility for Museum and POA/Multi-Purpose C project at a total price of $231,000, plus applicable taxes; and THAT if the cost for Architectural Design Services increases abo by Council by more than 10%, the Director will prepare a further outlining the expenditures; and, THAT the Warden and Chief Administrative Officer be authorized t All of which is Respectfully Submitted Approved for Submission Mike Hoogstra Mark G. McDonald Purchasing Coordinator Chief Administrative Officer Brian Masschaele Director of Community and Cultural Services Leesa Shanley Provincial Offences Supervisor 23 REPORT TO COUNTY COUNCIL FROM: Mike Hoogstra, Purchasing Coordinator DATE: December 6, 2013 SUBJECT: General Insurance and Risk Management Services Program INTRODUCTION: Request for Proposal process regarding General Insurance and Risk Management 2014. DISCUSSION: current insurance provider, regarding the extension of the contr program for 2014. Staff were notified that increases would be i increases are based on recent liability awards across the country. Cowan on this topic is attached as Appendix A. 2013 insurance coverage was set to expire on November 15, however due to a delay in rece information from Frank Cowan, our coverage was extended one mont, 2013. As a result of the proposed increase, staff issued a Request for General Insurance and Risk Management Services Program for 2014. The RFP document was issued on November 6, 2013 and closed on No 2013. The following three companies submitted a proposal to the - Frank Cowan Company - Jardine Lloyd Thompson Canada Inc. - Ontario Municipal Insurance Exchange Prior to the closing of the RFP, staff retained the services of independent Risk Management Services Consultant, to review the p complex policy terms and conditions. This firm has been used pr and by many other municipalities across the province. As per the RFP document, proposals were scored on the following i) Cost effectiveness of proposal based on quoted fees and other c ii) Company Profile iii) Comprehensive Approach to County Requirements iv) Proposal Clarity/Innovation/Additional Services v) Qualifications/Experience vi) References/Past Performance 24 vii) Staff reviewed the proposals and also considered the advice of Armour Riley Inc. which is confidential and submitted under separate cover. The highest scoring firm is Frank the lowest cost proposal, which is $334,553 for 2014. The one major change associated with this new policy agreement i deductible for Liability claims which will increase from $10,000 consistent with what Cowan proposed in our renewal discussions. many others) no longer offer a $10,000 deductible. In addition, based on the advise of Armour Riley, staff recommend increasing the principal Liability Insurance limits (including Automobile Liabi million to $25 million. The additional premium cost for this increase is $4,494. Staff will also investigate the two policy enhancements (Legal Expense Prot Management Services Program provider for many years. Staff are . The 2014 rate as quoted represents a 22% increase plus additional costs a change in deductible from $10,000 to $25,000. CONCLUSION: Recent court decisions regarding claims have resulted in increas municipalities across the province. Staff believe that given th process, the cost to the County for insurance and risk managemen competitive and represents the fair cost of providing insurance. RECOMMENDATION: selected to provide General Insurance and Risk Management Servic annual premium cost of $334,553 plus taxes commencing December 1 December 15, 2014 with options to renew for up to four, one year terms; and, THAT in support of Armour Rileprincipal Liability Insurance limits (including Automobile Liability) be increased from $20 million to $25 million for an additional cost of $4,494; and, THAT the Warden and Chief Administrative Officer be authorized t 25 All of which is Respectfully Submitted Approved for Submission Mike Hoogstra Mark G. McDonald Purchasing Coordinator Chief Administrative Officer Jim Bundschuh Director of Financial Services 26 Municipal Liability Crisis: Court Decisions Are Impacting Your Insurance Premium Claims costs, frequency and severity impact premiums. Other fact also play a large role in how insurance costs are calculated. Th companies are seen as having deep pockets that can afford to foo circumstances. The courts are showing more sympathy for plaintif very high standard of care. Here is the crux of the situation: premiums are based on frequen The problem with this situation is that municipalities are not b Frank Cowan Company believes in advocating on behalf of municipa about change. This is what sets us apart from other insurers. Court Decisions Historically, municipalities have been maintainers of roads, not of the Supreme Court of Canada, in Fafard v. City of Quebec (191 corporation is not an insurer of travelers using its streets; itnably safe condition for ordinary travel by persons exercising ordinar originally established to help set a baseline for accountability user of their roads. Were seeing large settlements across the board  slip and falls substantially. Severity Years ago it was very rare to see a catastrophic claim settlemen would see the municipality being all or partially responsible fo claims, 400 of which are road claims and 55 are reserved in exce fees, interest, home renovation, loss of future earnings, loss o relationship and the burden on municipalities is staggering. Liability two or more wrongdoers, they may collect their full damages from even if they are only found 1% negligent. This legislation is ve have the funds to support the court award. conditions and then bring actions against the at-fault driver an 27 Recent Liability Deering v. Scugog Stratford City Cost: $20,000,000 Claim Examples Road design cited as reason for faultSewer back-up, class action United Counties of Prescott and RussellMuir v. Brantford Cost: $1,949,000 Road maintenance was cited as reason for faultTrail claim Fordham v. Dutton-Dunwich Leamington Cost: $5,500,000Cost: $1,884,000 Road design and signage cited as reason for faultSlip and fall on town sidewalk Ferguson v. Brant County Cost: $4,000,000 Road design cited as reason for fault Action marketplace. Frank Cowan Company believes in advocating and lobb country. We have recently taken the following action: Received a commitment to start a working group. and Housing. Summary rates. This is why Frank Cowan Companys experience in the munic the expertise and history to understand how to provide municipal product in the municipal marketplace. For more information, please contact your Company representative www.frankcowan.com Built with integrity, leading through innovation. 28 http://excellence.frankcowan.com REPORT TO COUNTY COUNCIL FROM: Brian Masschaele, Director of Community and Cultural Services DATE: November 28, 2013 SUBJECT: Port Stanley Library Construction Update INTRODUCTION: This report informs Council that the scope and timeline of renovations impacting Port Stanley Library have changed considerably since Council was first informed of this project in September 2013. The library will now need to vacate its leased space entirely and operate from temporary premises within the Port Stanley Festival Theatre (PSFT) building at least until May 1, 2014. DISCUSSION: PSFT has had to amend construction plans and timelines for the organization’s expansion plans to the building that houses the Port Stanley Library. These changes now require the library to vacate the premises entirely at least until May 1, 2013. The library will now be operating from a vacant space on the second floor of the building for circulation, periodicals and public computer usage. Programs will continue to operate from the Harbourview Room as previously arranged. All additional costs for this dislocation will be paid by PSFT. The scope of proposed improvements to the library as previously outlined remains unchanged. The move to this new, temporary area has already taken place. CONCLUSION: Public notices of the move and extended period of service reductions have been posted. Staff will continue to inform Council and the public regarding progress on this project as construction unfolds. RECOMMENDATION: THAT the report titled “Port Stanley Library Construction Update” dated November 28, 2013 be received and filed. All of which is Respectfully Submitted Approved for Submission Brian Masschaele Mark G. McDonald Director of Community and Chief Administrative Officer Cultural Services 29 REPORT TO COUNTY COUNCIL FROM: Rhonda L. Duffy, Director Homes and Seniors Services DATE: December 4, 2013 SUBJECT: 2013/2014 Late Career Nurse Initiative INTRODUCTION: The Ministry of Health and Long-Term Care (MOHLTC) has awarded funding for the Late Career Nurse Initiative (LCNI) to each County home. This Initiative provides additional funding for the specific purpose of enabling late career RNs and RPNs to perform alternative duties in the homes which will focus on continuous quality improvement initiatives. DISCUSSION: The MOHLTC has again awarded additional funding support to homes with the intent to focus on the retention of late career nurses ages 55 and older, through the LCNI. This year the funding announcement letter continues to speak to fiscal accountability and the provincial goal of keeping on track to balance the budget by 2017-2018. The funding letter references wage freezes through the collective bargaining process including performance pay and benefits. The MOHLTC has awarded the Elgin County Homes the following one time funding for 2013-2014: Bobier Villa - $17,772 Elgin Manor - $22,727 Terrace Lodge - $16,945 Funding amounts are based upon number of late career nurses and approved projects. CONCLUSION: The LCNI continues to be a positive retention strategy within the County homes. The LCNI will provide additional assistance through the implementation and monitoring of Quality Improvement Initiatives which are tied to the funding requirements within the Long Term Care Service Accountability Agreements with the Southwest Local Health Integration Network. RECOMMENDATION: THAT the report titled “2013-2014 Late Career Nursing Initiative” dated December 4, 2013 , be received and filed. 30 All of which is Respectfully Submitted Approved for Submission Rhonda L. Duffy Mark G. McDonald Director of Homes and Seniors Services Chief Administrative Officer 31 REPORT TO COUNTY COUNCIL FROM: Rhonda L. Duffy, Director Homes and Seniors Services DATE: December 4, 2013 SUBJECT: Wheelchair Seating Assessment Fees INTRODUCTION: Effective August 2013, the Ministry of Health and Long-Term Care (MOHLTC) changed the means and amount of funding for physiotherapy services in long-term care homes which has impacted wheelchair seating assessments. DISCUSSION/CONCLUSION: The MOHLTC initiated a change in the way in which physiotherapy services were funded in long term care homes. As a result of this change, physiotherapy service providers to the homes can no longer provide complimentary wheelchair seating assessments. Residents and/or their personal representatives have the right to choose who they will contact to conduct the seating assessments. The County Homes will provide a list of available vendors upon request. RECOMMENDATION: THAT Wheelchair Seating Assessment Fees at Market Rate be added to the 2014 by- law for fees and services; and, THAT the report titled "Wheelchair Seating Assessment Fees" dated December 4, 2013 be received and filed. All of which is Respectfully Submitted Approved for Submission Rhonda L. Duffy Mark G. McDonald Director of Homes and Seniors Services Chief Administrative Officer 32 REPORT TO COUNTY COUNCIL FROM: Rhonda L. Duffy, Director Homes and Seniors Services DATE: December 4, 2013 SUBJECT: West Elgin Community Health Centre Meal On Wheels Agree Renewal-2013-2014 INTRODUCTION: The Elgin County Homes, in partnership with West Elgin Community (WECHC) which serviced by Bobier Villa, provides meals on wheels area. DISCUSSION: The Homes have aimed to keep the MOW program affordable to indiv s increased from $6.00 to $6.50. This amount continues to provide of the program. CONCLUSION: Providing nutritional meal service to community residents contin and needed service. In discussion with WECHC the homes staff is increase for the 2013-2014 contract year and the cost be reviewe contract year. RECOMMENDATION: THAT the current price of Meals on Wheels for remain $6.50 for t year; and, THAT Council authorize the CAO to sign the 2013/2014 Meals on Wh for the WECHC. All of which is Respectfully Submitted Approved for Submission Rhonda L. Duffy Mark G. McDonald Director of Homes and Seniors Services Chief Administrative Off 33 REPORT TO COUNTY COUNCIL FROM: Steve Evans, Manager of Planning DATE: November 28, 2013 SUBJECT: County of Elgin Official Plan Final Approval INTRODUCTION: This report will provide County Council with information about t County Official Plan and the approval authority responsibilities that have now been ass to Elgin County Council. DISCUSSION: The Elgin County Official Plan was approved on October 9, 2013 b that was signed by the Assistant Deputy Minister of Municipal Af Harding. Following the required appeal period the County was ad lodged and as a result the Official Plan came into full force an Now that the Elgin County Official Plan is in force, Council is assigned the responsibility for approval authority. This means that new plans of subdivision, p municipal official plan amendments and County Official Plan amen year reviews) are approved by Council. This is a significant re taking on which will require some help and guidance. The Manage the Ontario Ministry of Municipal Affairs and Housing are availa and to respond to any questions Council may have today and in th In preparing for these new responsibilities Council has amended to incorporate new planning application fees. In addition staff has drafted new application forms and guidance documents in an effort to be able to respond It is anticipated that over the next few weeks the Manager of Pl municipal staff, planning consultants and area developers to dis authority protocols and answer any questions that may arise as a responsibility. CONCLUSION: The completion and approval of development well into the future. As a result provincially-led land use planning system has delegated new responsibilities to Elgin whic closer to those that Council serves. This is a positive step th Elgin County. 34 RECOMMENDATION: THAT n Official Plan 2013 be received and filed. All of which is Respectfully Submitted Approved for Submission Steve Evans Mark G. McDonald Manager of Planning Chief Administrative Officer 35 REPORT TO COUNTY COUNCIL FROM: Steve Evans, Manager of Planning DATE: November 28, 2013 SUBJECT: Official Plan- Delegation By-Law and Consultation By-Law INTRODUCTION: This report will provide County Council with information about t required to be enacted following the approval of the Elgin Count DISCUSSION: The Elgin County Official Plan was approved on October 9, 2013 a and effect on November 5, 2013. Now that the Official Plan is i and takes on the responsibility of administering what is County Council will now be responsible for approving Official Pl Plans of Subdivision and Draft Plans of Condominium. The two by intended to help facilitate the process by delegating certain ad to staff. The purpose of a delegation by-law is to transfer certain authorities vested in County Council to an appointed officer. These authorities are administr signing authority and some decision-making authority as required The purpose of a consultation by-law is to require an applicant to meet with the approval authority prior to submitting an application for an Official Pla subdivision/condominium. Pre-consultation is intended to expedite the application process by bringing together the various parties to determine the scale and scope of a proposed development and the studies that may be required as a result. Tis by-law is necessary in requirements of the Planning Act and additionally to implement Section F8.4 of the Elgin County Official Plan. CONCLUSION: As mentioned previously the two by-laws submitted to Council for necessary to streamline the approvals process. The delegation by-law names the Manager of Planning and the Gene Economic Development as the appointed officers, who will have authority for those administrative matters as listed in the by-Law. 36 The consultation by-law is necessary to Elgin County Official Plan and to ensure that County Council can decision on any Planning Act application. RECOMMENDATION: THAT County Council approve a Delegation By-Law pursuant to Sect Planning Act; and , THAT County Council approve a Consultation By-Law pursuant to se51 (16.1) of the Planning Act; and, THAT the by-laws be prepared. All of which is Respectfully Submitted Approved for Submission Steve Evans Mark G. McDonald Manager of Planning Chief Administrative Officer 37 38 39 40 41 42 43 44 45 46 47 48 49 50 52 54 55 56 57 58 59 60 61 62 63 64 65 66 COUNTY OF ELGIN By-Law No13-27 . -LAW TO REQUIRE APPLICANTS TO CONSULT WITH THE WHEREAS the Council of the Corporation of the County of Elgin ha approved Official Plan is the approval authority for Official Pl Subdivision/Condominium; and WHEREAS Sections 22 (3.1) and 51 (16.1) of the Planning Act RSO amended provide that a Council may by by-law require applicants Approval Authority before submitting requests for Official Plan Subdivision/Condominium; and WHEREAS, Sections 22 (5) and 51 (18) of the Planning Act RSO 199 amended provide that a Council may require applicants to provide that the Council considers it may need; NOW THEREFORE, the Council of the Corporation of the County of E as follows: 1. THAT this By-Law to -law is hereby adopted. 2. THAT prior to the submission of an application for a Plan of Su Condominium or a County Official Plan Amendment , applicants are the County (Approval Authority) to determine what studies, plans Sections 22 and 51 of the Planning Act. 3. THAT until the approval authority has received the information in Section F8 of the County of Elgin Official Plan to approve a of Condominium or to support an application to amend the County Official Plan and fee under Section 69 of the Planning Act, the approval authority may refuse to accept or further consider the application and the time period as prescrib not begin. 4. THAT this by-law shall come into force and effect on the date o County of Elgin Official Plan. TH READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 12 DAY OF DECEMBER 2013. __________________________________ M. G. McDonald, Chief Administrative Officer. Ward 67 68 69 70 71 72 COUNTY OF ELGIN By-Law NO. 13-28 “A BY-LAW TO DELEGATE CERTAIN AUTHORITIES VESTED IN THE COUNCIL OF THE CORPORATION OF THE COUNTY OF ELGIN AS THE APPROVAL AUTHORITY WITH RESPECT TO PLANS OF SUBDIVISION, PLANS OF CONDOMINIUM AND PART LOT CONTROL BY-LAWS PURSUANT TO THE SECTION 22 AND 51 OF THE PLANNING ACT, TO THE MANAGER OF PLANNING FOR THE COUNTY OF ELGIN.” WHEREAS Section 4 (1) of the Planning Act, Chapter P 13, R.S.O. 1990, as amended, provides that the Minister may by order delegate to the Council of the Corporation of the County of Elgin the authority to approve plans of subdivision, plans of condominium and part lot control by-laws; and WHEREAS Section 5 (1) of the Planning Act, Chapter P 13, R.S.O. 1990, as amended, provides that the Council may by by-law delegate all or any of the authority to approve plans of subdivision, plans of condominium and part lot control by-laws to a Committee of Council or to an Appointed Officer identified in the by-law by name or position occupied; and WHEREAS County Council considers it advisable to delegate certain powers to the Manager of Planning for the County of Elgin; NOW THEREFORE, the Council of the Corporation of the County of Elgin enacts as follows: 1. THAT the Council of the County of Elgin delegates to the Manager of Planning and in his/her absence, the General Manager of Economic Development, the authority to: a) Sign draft plans of subdivision for the purpose of indicating draft approval. b) Sign draft plans of condominium for the purpose of indicating draft approval. c) Sign local municipal Official Plan Amendments indicating approval d) Sign County Official Plan Amendments indicating approval e) refuse to accept or further consider any application for plan of subdivision or plan of condominium until the prescribed information and material and the required fee and the draft plan are received, pursuant to section 51 (19) of the Planning Act as amended. f) Enter into negotiations/dispute resolution with those parties involved in an objection to a draft plan of subdivision or condominium or conditions thereof. g) Decide whether a change to conditions of draft approval is minor for the purpose of giving notice and to approve such minor changes. h) Extend draft plan approval time periods. i) Approve and sign final plans of subdivision and final plans of condominium for the purpose of indicating that final approval has been granted by the approval authority and is acceptable for registration purposes. j) Approve part lot control by-laws for local municipalities passed under Section 50 of the Planning Act, as amended. 2. THAT this by-law shall come into force and effect on the date of its final passing by the Council of the Corporation of the County of Elgin. TH READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 12 DAY OF DECEMBER 2013. M. G. McDonald, Chief Administrative Officer. Warden. 73 CLOSED MEETING AGENDA December 12, 2013 Correspondence: 1) Chief Administrative Officer – Municipal Act, Section 240.2 (b) personal matters about an identifiable individual, including municipal or local board employees – Consolidate Services Delivery Discussions. 2) Attachment to Purchasing Coordinator’s General Insurance and Risk Management Services Program Report – Municipal Act, Section 240.2 (e) litigation or potential litigation, including matters before administrative tribunals, affecting themunicipality or local board – Confidential Insurance Opinion re: Insurance Proposals.