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December 10 & 12, 2013 Minutes COUNTY COUNCIL MINUTES Tuesday, December 10, 2013 The Elgin County Council met this day at the Administration Building at 7:00 p.m. with all members present with the exception of Councillor McIntyre (regrets). The Chief Administrative Officer asked that members of Council wishing to run for the Office of Warden to please stand. Councillor Marr offered his candidacy for the position of Elgin County Warden for 2014. ELECTION OF WARDEN The Chief Administrative Officer explained that since the position for Warden remains uncontested, the normal election procedures would be dispensed with, as prescribed by by-law, and that a resolution appointing Councillor Marr to the position of Warden would be in order. Moved by Councillor Mennill Seconded by Councillor Couckuyt THAT David Marr be appointed as Warden for Elgin County Council for the Year 2014. - Carried Unanimously. RESULTS The Chief Administrative Officer announced that the Warden of Elgin County for 2014 is David Marr, Deputy Mayor of the Municipality of Central Elgin. Warden Marr took the Declaration of Office, administered by the Chief Administrative Officer. The Warden left the room, was gowned, and re-entered the Council Chambers where he was officially presented with the Chain of Office, the Lord Elgin Watch and the Gavel of Office, by the immediate Past Warden Cameron Mc William. Warden Marr gave his Inaugural Address to Council, thanked them for their support, and outlined the items of interest and importance for consideration in 2014. COMMITTEE APPOINTMENTS Moved by Councillor Jenkins Seconded by Councillor Mc William THAT the appointments to Outside Boards and Committees for 2014 be confirmed as follows: Dispute Resolution — 3 appointees Warden Marr Councillor Ens Councillor Mc William Elgin County Museum — 1 appointee Councillor Jenkins Elgin Economic Development Advisory Group Councillor Couckuyt (EEDAG) — 2 appointees Councillor Mennill Elgin St. Thomas Public Health — 3 appointees Councillor Couckuyt Councillor Walters Councillor Wiehle Health Recruitment Partnership — 1 appointee Councillor Mc William Joint Elgin/Central Elgin Accessibility Advisory Warden Marr Committee — 1 appointee Rural Initiatives — 3 appointees Councillor Ens Councillor McIntyre Councillor Mc William County Council 2 December 10 & 12, 2013 Social/Entertainment—2 appointees Councillor Walters Councillor Wiehle St. Thomas Elgin General Ad Hoc Committee Councillor McIntyre — 2 appointees Councillor Mennill St. Thomas Elgin General Hospital — 1 appointee Tom Marks (Citizen Appointment) SWEA—2 appointees Warden Marr Councillor Jenkins Waste Management/Liaison Committee of the Whole Council Water Advisory Committee — 1 appointee Councillor Jenkins - Carried. OTHER BUSINESS — None. Moved by Councillor Walters Seconded by Councillor Ens THAT we do now recess at 7:15 p.m. until Thursday, December 12, 2013, at 9:00 a.m. - Carried. COUNTY COUNCIL Thursday, December 12, 2013 The Elgin County Council resumed the meeting at the Administration Building at 9:00 a.m. with all members present except Councillor McIntyre (regrets). Warden Marr in the Chair. ADOPTION OF MINUTES Moved by Councillor Walters Seconded by Councillor Wiehle THAT the minutes of the meeting held on November 26, 2013 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF None. PRESENTATIONS Retirement Recognition: Gloria Hiddink and Rhonda Rieger. The warden congratulated and thanked both of them for their service. He presented them with certificates. Vicki Luke, Agriculture and Rural Economic Development Adviser presented the 2013 Premier's Award for Agri-Food Innovation Excellence to Ryan Howe, Howe Family Farms, Aylmer. DELEGATIONS Marilyn Crewe, Interim General Manager, Elgin Business Resource Centre presented a PowerPoint on the satellite business office pilot projects in Dutton and Aylmer. County Council 3 December 10 & 12, 2013 Moved by Councillor Mennill Seconded by Councillor Ens THAT the Power Point presentation from the Elgin Business Resource Centre outlining the success of the Dutton and Aylmer Satellite Office Pilot Projects be received and filed. - Carried Paul Jenkins and Ken Monteith of the St. Thomas Elgin General Hospital (STEGH) Foundation presented a Power Point titled "Elgin County and STEGH". This was followed by John Bod, STEGH Redevelopment Manager, who presented a Power Point titled "Elgin County Council Report and Update." Paul Collins, President and CEO, STEGH was also in attendance. Moved by Councillor Mennill Seconded by Councillor Walters THAT the Power Points titled "Elgin County & STEGH" and "Elgin County Council Report and Update" on the hospital's redevelopment project be received and filed. - Carried. Moved by Councillor Jenkins Seconded by Councillor Mc William THAT we do now move into Committee Of The Whole Council. - Carried. REPORTS Elgin Business Resource Centre: Dutton Satellite Office — General Manager of Economic Development The manager presented a report on the activities at the West Elgin Satellite Office. Moved by Councillor Mc William Seconded by Councillor Wiehle 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. - Carried. Progress Report 2 — Proposed New Facility for Museum and POA/Multi-Purpose Council Chamber—Architectural Design Services Contract Award — Purchasing Coordinator The coordinator presented the report outlining the responses to a Request for Proposal for architectural design services for the new facility. Moved by Councillor Walters Seconded by Councillor Jenkins THAT +VG Architects (The Ventin Group Ltd.) be selected for Architectural Design Services for the new facility for Museum and POA/Multi-Purpose Council Chamber project at a total price of $231,000, plus applicable taxes; and, THAT if the cost for Architectural Design Services increases above the amount approved by Council by more than 10%, the Director will prepare a further report to Council outlining the expenditures; and, THAT the Warden and Chief Administrative Officer be authorized to sign the contract. - Carried. County Council 4 December 10 & 12, 2013 General Insurance and Risk Management Program — Purchasing Coordinator The coordinator presented the report regarding the results of the County's Request for Proposal for insurance coverage. Moved by Councillor Mennill Seconded by Councillor Wiehle THAT in support of Armour Riley's recommendation, Frank Cowan Company be selected to provide General Insurance and Risk Management Services at the proposed annual premium cost of$334,553 plus taxes commencing December 15, 2013 until December 15, 2014 with options to renew for up to four, one year terms provided that the premium increase does not exceed 10% of the previous years' insurance program, exclusive of any program changes; and, THAT in support of Armour Riley's recommendation, the County's principal 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 to sign the contract. - Carried. Municipality of Central Elgin IT Support Update — Manager of Information Technology The manager presented the report regarding the provision of support IT services to Central Elgin. Moved by Councillor Ens Seconded by Councillor Mc William 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. - Carried. Port Stanley Library Construction Update — Director of Community and Cultural Services The director presented the report on the construction/renovation project at the Port Stanley Festival Theatre and its impact on the Port Stanley Library. Moved by Councillor Mennill Seconded by Councillor Walters THAT the report titled "Port Stanley Library Construction Update" dated November 28, 2013 be received and filed. - Carried. 2013-2014 Late Career Nurse Initiative — Director of Homes and Seniors Services The director presented the report regarding funding from the Ministry of Health and Long- Term Care for each County home. Moved by Councillor Mc William Seconded by Councillor Ens THAT the report titled "2013-2014 Late Career Nursing Initiative" dated December 4, 2013 be received and filed. - Carried. Wheelchair Seating Assessment Fees — Director of Homes and Seniors Services The director presented the report regarding changes in seating assessments in physiotherapy programs in the County homes. County Council 5 December 10 & 12, 2013 Moved by Councillor Jenkins Seconded by Councillor Mennill 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. - Carried. West Elgin Community Health Centre Meals on Wheels Agreement Renewal, 2013/2014— Director of Homes and Seniors Services The director presented the report regarding the renewal of an agreement to assist in providing Meals on Wheels to the West Elgin area through Bobier Villa. Moved by Councillor Wiehle Seconded by Councillor Walters THAT the current price of Meals on Wheels remain $6.50 for the 2013/2014 contract year; and, THAT Council authorize the Chief Administrative Officer to sign the 2013/2014 meals on Wheels agreement for the West Elgin Community Health Centre. - Carried. The meeting recessed for 15 minutes. Elgin Federation of Agriculture's Request to Join the Rural Initiatives Committee — Chief Administrative Officer (addendum item) The Chief Administrative Officer presented the report, outlining the options available to council regarding the request. Moved by Councillor Walters Seconded by Councillor Mennill THAT, in recognition of the importance of the Elgin Federation of Agriculture, the EFA be invited to the Rural Initiatives Committee (as a non-voting member) when topics of mutual interest are being discussed. - Carried CORRESPONDENCE Items for Consideration 1. Dennis Travale, Mayor, Norfolk County requesting the County of Elgin support SWEA and affected Counties of WOWC re: VIA Rail Closure. 2. News Release from MPP, Toby Barrett, Haldimand-Norfolk titled "Barrett calls on government to keep rail alive in Norfolk". (Addendum Addition) 3. Jeff Yurek, MPP, Elgin-Middlesex-London seeking support for Private Member's Bill, Bill 135, Ryan's Law (Ensuring Asthma Friendly Schools), 2013. (Addendum Addition) 4. Jennifer Bousfield, Manager, Program Operations, Ministry of Agriculture and Food informing Council that the county's project proposal for the Small, Rural and Northern Municipal Infrastructure Fund (SRNMIF) Capital Program was not selected. (Addendum Addition) The following recommendation was adopted in regard to Correspondence Item #1 and Item #2 (Addendum Addition): County Council 6 December 10 & 12, 2013 Councillor Couckuyt linked Correspondence Item #1 to Correspondence Item #2 (Addendum Addition) reporting that he was in meetings with Joe Preston, MP, Elgin-Middlesex-London to ensure rail lines were kept in the County. Moved by Councillor Jenkins Seconded by Councillor Couckuyt THAT Elgin County Council strongly opposes the pending closure of the Trillium Railway; and, THAT the Minister of Transportation be encouraged to investigate the impact of said closure and review alternatives that would allow this vital transportation service to continue for the benefit of the respective communities it serves. - Carried. The following recommendation was adopted in regard to Correspondence Item #3 (Addendum Addition). Moved by Councillor Walters Seconded by Councillor Ens THAT Elgin County Council supports the private members bill, Bill 135, Ryan's Law (Ensuring Asthma Friendly Schools), 2013; and, THAT the Warden write a letter to the Minister of Education expressing to the Minister the need for this bill to become a priority and for it to be passed in a timely manner. - Carried Unanimously. The following recommendation was adopted in regard to Correspondence Item #4 (Addendum Addition). Moved by Councillor Mennill Seconded by Councillor Mc William THAT the Warden write a letter to the Minister of Agriculture and Food expressing disappointment that Elgin County's project proposal for the Small, Rural and Northern Municipal Infrastructure Fund (SRNMIF) Capital Program (Dexter Line and Waterline relocation) was not selected; and, THAT the Minister be requested to review our application and reconsider the decision. - Carried Unanimously. Items for Information (Consent Agenda) 1. Elgin Federation of Agriculture with their November 2013 Newsletter. 2. Rebecca McLean, Supervisor of Planning, London District Catholic School Board with notice of Facility Partnership Opportunity. 3. Chris Ripley, Manager, Regulatory Applications, Union Gas Ltd. with notice of 2014 Rates Application. 4. Bernie Wiehle, Mayor, Municipality of West Elgin urging Thames Valley District School Board to find a alternative for the French Immersion Accommodation Plan. 5. The Honourable Bob Chiarelli, Minister of Energy with the release of Ontario's updated Long- Term Energy Plan titled "Achieving Balance". In regard to Correspondence Item #4: The Warden thanked the Municipality of West Elgin for supporting the County on urging the Thames Valley District School Board to find an alternative for the French Immersion Accommodation Plan. County Council 7 December 10 & 12, 2013 Moved by Councillor Walters Seconded by Councillor Wiehle THAT Correspondence Items #1 - 5 be received and filed. - Carried. OTHER BUSINESS Statements/Inquiries by Members Councillor Mc William reported he had attended the public meeting hosted by the board on the issue of French Immersion Accommodation Plan by the Thames Valley District School Board with Jeff Yurek, MPP, Elgin-Middlesex-London. He noted that there was a lot of support from Elgin residents and solid suggestions were presented. He hopes the school board will reconsider their plan. Notice of Motion — None Matters of Urgency Councillor Wiehle cautioned Council that Ontario is about to lose another agricultural industry: beekeeping. He provided information on the provincial committee reviewing the issue and the Ontario Beekeepers' Association inability to be included in the discussions or obtain meetings with the Premier/Minister of Agriculture and Food. Moved by Councillor Mennill Seconded by Councillor Ens THAT the beekeeping matter be accepted as a matter of emergency. - Carried. Councillor Wiehle declared a conflict of interest, as he is a member of the Ontario Beekeepers' Association, and refrained from voting on the issue. Moved by Councillor Mennill Seconded by Councillor Walters THAT Elgin County strongly encourage the Premier and Minister of Agriculture and Food to meet the President of the Ontario Beekeepers' Association to discuss potential solutions to support the viability of commercial beekeeping in Ontario. - Carried. Moved by Councillor Mc William Seconded by Councillor Jenkins THAT the matter respecting the continued viability of commercial beekeeping in Ontario be referred back to the Rural Initiatives Committee for consideration and more complete research. - Carried. Closed Meeting Items Moved by Councillor Mennill Seconded by Councillor Couckuyt THAT we do now proceed into closed meeting session in accordance with the Municipal Act to discuss matters under Section 240.2 (b) personal matters about an identifiable individual, including municipal or local board employees— Consolidate Services Delivery Discussions; and, Section 240.2 (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board — Confidential Insurance Opinion re: Insurance Proposals. County Council 8 December 10 & 12, 2013 The Chief Administrative Officer and Councillor Mc William presented an update on Consolidated Service Delivery Discussions. It was agreed that discussions continue. The Director of Financial Services presented a confidential letter on an Insurance Opinion. Moved by Councillor Mc William Seconded by Councillor Jenkins THAT we do now rise and report. - Carried. The meeting recessed for five minutes. Moved by Councillor Wiehle Seconded by Councillor Mennill THAT the confidential correspondence on Consolidated Service Delivery Discussions; and, confidential Insurance Opinion re: Insurance Proposals be received and filed. - Carried REPORTS — (continued) County of Elgin Official Plan — Final Approval — Manager of Planning The manager presented the report on the approval of the Official Plan and the authority responsibilities now assigned to the County. He introduced Bruce Curtis, Manager, and Tammy Ryall, Planner, both of the Community Planning and Development, Municipal Services Office, Western Ontario, Ministry of Municipal Affairs and Housing. Mr. Curtis spoke about the role of council in the Official Plan process and congratulated Elgin County. Moved by Councillor Ens Seconded by Councillor Walters THAT the report titled "County of Elgin Official Plan — Final Approval" dated November 28, 2013 be received and filed. - Carried. Official Plan — Delegation By-Law and Consultation By-Law— Manager of Planning The manager presented the report regarding the requirement for by-laws under the Official Plan. Moved by Councillor Mennill Seconded by Councillor Walters THAT County Council approve a Delegation By-Law pursuant to Section 5 (1) of the Planning Act; and, THAT County Council approved a Consultation By-Law pursuant to Sections 22 (3.1) and 51 (16.1) of the Planning Act; and, THAT the by-laws be prepared. - Carried. DELEGATIONS — (continued) Paula Poirer, Vice President of EMS Operations, Medavie presented a Power Point on Medavie EMS operations across North America. Randy Denning, President, Thames EMS presented a Power Point titled "Municipality of Bayham Response Situation". The Director of Engineering Services introduced Dr. Michael Lewell, Regional Medical Director, Southwest Ontario Regional Base Hospital Program, London Health Sciences Centre. Dr. Lewell responded to questions from council on response times. County Council 9 December 10 & 12, 2013 Moved by Councillor Ens Seconded by Councillor Mc William THAT Elgin County Council accept the recommendations in the attached Briefing Note dated December 6, 2013 from Medavie EMS to improve ambulance response times in the Municipality of Bayham. - Carried Unanimously. Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor Mennill Seconded by Councillor Jenkins THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. DELEGATIONS — (continued) Grace McCartland of The Arts & Cookery Bank presented a Power Point titled "A snapshot of rural culture...stirred". A verbal presentation was given by Twan Dieker, and Sarah deWit, both participants in the Bank's cooking boot camps and both West Elgin Secondary School students and members of the Students' Council. Moved by Councillor Walters Seconded by Councillor Mc William THAT the Power Point titled "A snapshot of rural culture...stirred" regarding a cooking boot camp held at The Arts & Cookery Bank be received and filed. - Carried. BY-LAWS Moved by Councillor Jenkins Seconded by Councillor Ens THAT By-Law No. 13-27 "Being a By-Law to Require Applicants to Consult with the Approval Authority" be read a first, second and third time and finally passed. - Carried. Moved by Councillor Mennill Seconded by Councillor Couckuyt THAT By-Law No. 13-28 "Being 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 Subdivisions, 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" be read a first, second and third time and finally passed. - Carried. Moved by Councillor Wiehle Seconded by Councillor Mc William THAT By-Law No. 13-29 "Being a By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the December 10 and 12, 2013 Meeting" be read a first, second and third time and finally passed. - Carried. County Council 10 December 10 & 12, 2013 ADJOURNMENT Moved by Councillor Walters Seconded by Councillor Jenkins THAT we do now adjourn at 12:16 p.m. and meet again on January 14, 2014 at the County Administration Building Council Chambers at 2:00 p.m. - Carried. LONG SERVICE AWARDS Following adjournment, council recognized the following recipients with Long Service Awards, as presented by Warden Marr during a luncheon celebration: BOBIER VILLA Candice Campbell 10 years Irene Kydd 10 years Kelly Roberts 10 years Kimberly Martin 15 years Marianne Merks 25 years Jacoba Pennings 25 years ELGIN MANOR Jill Carter 10 years Sylvie Davey 10 years Rebecca Higgs 10 years Kerry Lynch 10 years Sheri Wright 10 years Karen Chapman 15 years Nancy Cole 25 years Robin Fleming 25 years Barbara Pressey 25 years TERRACE LODGE Rhonda Gordon 10 years Grace Hertner 10 years Maria Reis 10 years Taunyha Roberts-Neef 10 years Margorie Smith 15 years Kathy Somerville 20 years Julie Acre 25 years Yvonne Gavey 30 years Linda Pinchak 35 years ADMINISTRATIVE SERVICES Mark McDonald 20 years COMMUNITY AND CULTURAL Kelle Tomczyk 15 years SERVICES Lorelei Gloor 20 years Carol Robson 25 years Chris Mayhew 30 years Mary Lou McMillan 35 years ENGINEERING SERVICES Clayton Watters 25 years FINANCIAL SERVICES Allan Reitsma 10 years 7' IIIIIIIIh r. Miliall11111111111W Ari,..A is; Mark I' •- e ' David Marr, Chief Administrative Officer. Warden. Miff ELGIN ONTARIO Briefing Note 1.0 ISSUE Land ambulance response times in the Municipality of Bayham. 2.0 BACKGROUND & CURRENT SITUATION > Response times have been an ongoing concern in the Municipality of Bayham. > During 2012, Elgin County Council approved funding to temporarily provide a First Response Unit (FRU) to the area for ten hours, five days per week (0700h - 1700h) with the goal of lowering response times to meet a standard of 17'30" (90% of the time). > 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 during the FRU's hours of operation; • The FRU is stationed in Alymer 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. 3.0 PROPOSED OPERATIONAL MODIFICATIONS > Opportunities have been identified for operational modifications to the FRU. It is anticipated that these modifications will improve the effectiveness of the FRU and further decrease the response times in Bayham: • Increase the service level by stationing the FRU in Straffordville and having staff report directly to this location to eliminate the travel time back and forth to Aylmer; • 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. 4.0 RECOMMENDATIONS 1. The current FRU initiative in Bayham be extended until October 2014 with the operational modifications outlined in Section 3.0. 2. The FRU is closely monitored and reviewed with respect to the impact on response times in Bayham. If there is limited impact on the overall response times, then potential options will be formulated for unit hour reallocation for Council consideration commencing in 2015. These options will be reinforced with comprehensive data analysis. Date: December 6th, 2013th Submitted by:Paula Poirier, Doug Sabean, Mac Gilpin & Randy Denning