07 - May 27, 2014 MinutesCOUNTY COUNCIL MINUTES
Tuesday, May 27, 2014
The Elgin County Council met this day at the Administration Building at 9:00 a.m. with all
members present except Councillor Walters (regrets).
Warden Marr in the Chair.
ADOPTION OF MINUTES
Moved by Councillor Mennill
Seconded by Councillor Mc William
THAT the minutes of the meetings held on April 22 and May 13, 2014 be adopted.
- Carried.
DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF —
None.
PRESENTATION
Retirement Recognition: Linda Irvine
The Warden presented Linda Irvine with a retirement certificate for 30 years of exemplary
service as a dietary aide at Elgin Manor. Linda's dedication, hard work and professionalism
will be missed by staff and residents alike.
DELEGATIONS
Luc Begin, Dillon Consulting Ltd. with a Power Point presentation titled "Corporate Strategic
Plan for Asset Management County of Elgin".
He outlined the Elgin County Asset Management Plan. The plan evaluates the current state
of Elgin County assets, identifies their value, and determines the cost to keep these assets at
current levels of service.
Moved by Councillor Jones
Seconded by Councillor Jenkins
THAT the presentation titled "Corporate Strategic Plan for Asset Management County of
Elgin" from Dillon Consulting Ltd. be received and filed.
- Carried.
Elizabeth Sebestyen, Acting Director, St. Thomas - Elgin Ontario Works presented a report
titled "2014 Ontario Works Budget Review".
Moved by Councillor Wiehle
Seconded by Councillor Ens
THAT the report titled "2014 Ontario Works Budget Review" from the Acting Director of St.
Thomas - Elgin Ontario Works be received and filed.
- Carried.
Fons Vandenbroek, President & Donna Lunn, Vice President, Elgin Federation of Agriculture
to discuss changes to the Land Division process.
The vice president explained the Federation of Agriculture's involvement with the Elgin
County Land Division Committee and indicated their support for Elgin County's Land Division
Committee to oversee land division requests from all townships and municipalities.
County Council
Moved by Councillor Mennill
Seconded by Councillor Jenkins
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May 27, 2014
THAT the discussion with the Elgin Federation of Agriculture on changes to the Land Division
process be received and filed.
- Carried.
Moved by Councillor Ens
Seconded by Councillor Couckuyt
THAT we do now move into Committee Of The Whole Council.
- Carried.
REPORTS.
Land Division Committee — Responses from Elgin Municipalities — Chief Administrative
Officer
The Chief Administrative Officer presented the report on the responses from Elgin County
Municipalities regarding their opinions on the make-up and operation of the Elgin County
Land Division Committee.
Moved by Councillor Mennill
Seconded by Councillor Jenkins
THAT the discussion be deferred until the June 10, 2014 Council meeting so options may be
reviewed and all Councillors are present for the discussion.
- Carried.
Council recessed at 10:04 a.m. and reconvened at 10:25 a.m.
Asset Management Plan — Deputy Director of Engineering Services
The deputy director further explained the County of Elgin County Asset Management Plan.
This plan is available for review on the Elgin County website and printed copies are available
in Engineering Services.
Moved by Councillor Couckuyt
Seconded by Councillor Jones
THAT the County of Elgin Asset Management Plan be adopted.
- Carried.
Award of Quotation — Chatham Street (CR#39) Slope Drainage — Deputy Director of
Engineering Services
The deputy director presented the report outlining the tender award recommendation for
Chatham Street Slope Drainage project.
Moved by Councillor Jenkins
Seconded by Councillor Ens
THAT Birnam Excavating Ltd. be selected for the Chatham Street (CR#39) Slope
Drainage, Contract No. 6090-14-01 at a total price of $85,643.37, inclusive of a $2,500
contingency allowance and exclusive of H.S.T; and,
THAT additional funding required in the amount of $32,151.37 be re-allocated from the
anticipated surplus from the Eden Line Rehabilitation Project, Contract No. 6200-14-01 to
Contract No. 6090-14-01; and,
THAT the Warden and Chief Administrative Officer be authorized to sign the contracts.
- Carried.
County Council
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May 27, 2014
Award of Tender — Administration Building Parking Lot — Storm and Sanitary Sewer
Replacement —Deputy vices
The deputy director presented the report outlining the tender award recommendation for the
Administration Building Parking Lot — Storm and Sanitary Sewer Replacement.
Moved by Councillor Jones
Seconded by Councillor Ens
THAT Greenfield Contracting be selected for the Administration Building Parking Lot —
Storm and Sanitary Sewer Replacement Tender, Contract No. 2660-13-06 at a total price
of $192,520.00, inclusive of a $15,000 contingency allowance and exclusive of H.S.T.; and,
THAT the Warden and Chief Administrative Officer be authorized to sign the contract.
- Carried.
Restricted Acts after Nomination Day (September 12, 2014) - Lame Duck — Chief
Administrative Officer
The Chief Administrative Officer outlined Section 275 of the Municipal Act, as amended, that
provides Council with directions for the period after Nomination Day (September 12, 2014) as
it relates to the municipal election. Depending on the nominations filed, the sitting council
may face restrictions during this period, as outlined in the by-law.
Moved by Councillor Wiehle
Seconded by Councillor Jenkins
THAT the necessary by-law be prepared delegating authority to municipal officials in the
event that council's actions become restricted under Section 275 of the Municipal Act, as
amended.
2014 Provincial Polic Statement — Mana
- Carried.
er of Plannin
The manager explained the new Provincial Policy Statement. Highlights include: a
distinction between rural areas and rural land, removal of the five lot rule in areas where
there are not sufficient sewage services and a new definition for secondary uses, now called
on-farm diversified uses.
Moved by Councillor Ens
Seconded by Councillor Couckuyt
THAT the report titled "2014 Provincial Policy Statement" dated May 13, 2014 from the
Manager of Planning be received and filed.
- Carried.
Approval for Official Plan Amendment No. 3, Part of Lot 14, Concession 9, 9823
Yarmouth Centre Road, Municipality of Central Elgin, File No.: CE-OPA3-14 Owner:
Stephen Michael Pineo — Manager of Planning
The manager presented the report providing Council with the information required to consider
granting approval for Official Plan Amendment No. 3, Part of Lot 14, Concession 9, 9823
Yarmouth Centre Road, Municipality of Central Elgin, File No.: CE-OPA3-14 Owner:
Stephen Michael Pineo.
Moved by Councillor Jenkins
Seconded by Councillor Jones
THAT the Council of the Corporation of the County of Elgin gives approval to Official Plan
Amendment No. 3 to the Municipality of Central Elgin Official Plan, File No. CE-OPA3-14
(Stephen Michael Pineo, 9823 Yarmouth Centre Rd.); and,
County Council
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May 27, 2014
THAT staff be directed to provide notice of this decision in accordance with the Planning Act.
- Carried.
A • • royal for Official Plan Amendment No. 12 West Part Lot 5 Re• istered Plan 164
37 Water Street, Town of Aylmer, Ministry File No.: 34-OP-12000-012, Owner: Rob and
Rose Ann Kuiper — Manager of Planning
The manager presented the report providing Council with the information required to consider
granting approval for Official Plan Amendment No. 12 West Part Lot 5, Registered Plan 164,
37 Water Street, Town of Aylmer, Ministry File No.: 34-OP-12000-012, Owner: Rob and
Rose Ann Kuiper.
Moved by Councillor Couckuyt
Seconded by Councillor Wiehle
THAT the Council of the Corporation of the County of Elgin gives approval to Official Plan
Amendment No. 12 to the Town of Aylmer Official Plan, File No. 34-OP-12000-12 (Rob and
Rose Ann Kuiper, 37 Water St.); and,
THAT staff be directed to provide notice of this decision in accordance with the Planning Act.
- Carried.
Approval for Official Plan Amendment No. 13, Lots 9, 10, 21 and 22, Registered Plan
164, 344 Talbot St East, 249 and 253 Sydenham Street, Town of Aylmer, File No.: AY-
OPA13-14, Owner: Aylmer Full Gospel Church — Manager of Planning
The manager presented the report providing Council with the information required to
consider granting approval for Official Plan Amendment No. 13, Lots 9, 10, 21 and 22,
Registered Plan 164, 344 Talbot St East, 249 and 253 Sydenham Street, Town of Aylmer,
File No.: AY-OPA13-14, Owner: Aylmer Full Gospel Church.
Moved by Councillor McWilliam
Seconded by Councillor Jones
THAT the Council of the Corporation of the County of Elgin gives approval to Official Plan
Amendment No. 13 to the Town of Aylmer Official Plan, File No. AY-OPA13-14 (Aylmer Full
Gospel Church, 344 Talbot St. East); and,
THAT staff be directed to provide notice of this decision in accordance with the Planning Act.
- Carried.
Accessibility Coordinator Training Services — Accessibility Coordinator
The coordinator presented the report informing Council of training activities provided by Elgin
County to Bruce County, the City of Cambridge and the City of London. The County is
reimbursed for time and expenses incurred.
Moved by Councillor Ens
Seconded by Councillor Jenkins
THAT the report titled "Accessibility Coordinator Training Services" from the Accessibility
Coordinator be received and filed.
- Carried.
Accessibility Plan — Annual Status Report — Accessibility Coordinator
The coordinator presented the annual status report on the progress of measures taken to
implement the strategies outlined in the multi-year accessibility plan.
County Council
Moved by Councillor Jenkins
Seconded by Councillor Couckuyt
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May 27, 2014
THAT the report titled "Accessibility Plan — Annual Status Report" from the Accessibility
Coordinator be received and filed.
- Carried.
Southwest Local Health Integration Network/Adult Day Program Re-Design New Fee
Structure Director of Homes and Seniors Services.
The Chief Administrative Officer, in the absence of the director, presented a report outlining
the new fee structure for the Adult Day Program that has been established by the Southwest
Local Health Integration Network.
Moved by Councillor Jones
Seconded by Councillor Mc William
THAT the report titled "Southwest Local Health Integration Network/Adult Day Program re-
design new fee structure" from the Director of Homes and Seniors Services dated May 27,
2014 be received and filed.
- Carried.
Laserfiche Run Smarter Award — Director of Community and Cultural Services
The director presented the report informing Council that the County of Elgin was the recipient
of a 2013 "Run Smarter" award from Laserfiche, the County's document management
software.
Moved by Councillor Ens
Seconded by Councillor Wiehle
THAT the report titled "2013 Laserfiche Run Smarter Award" from the Director of Community
and Cultural Services dated May 5, 2014 be received and filed.
- Carried.
Renovations to the John Kenneth Galbr ith Reference Library — Director of
Community and Cultural Services
The director explained that the County is about to embark upon renovations to the John
Kenneth Galbraith Reference Library in partnership with the Municipality of Dutton/Dunwich.
The director praised the Municipality of Dutton/Dunwich for their maintenance of the facility.
Moved by Councillor McWilliam
Seconded by Councillor Ens
THAT the report titled "Renovations to the John Kenneth Galbraith Reference Library, Dutton"
from the Director of Community and Cultural Services dated May 5, 2014 be received and
filed.
Com
- Carried.
letion of Renovations to Port Stanle Librar Director of Communit and
Cultural Services
The director presented the report informing Council that renovations to the Port Stanley
Library have been completed. A grand re-opening celebration will be held on June 24, 2014
at 2:00 p.m.
County Council
Moved by Councillor Jenkins
Seconded by Councillor Jones
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May 27, 2014
THAT the Warden on behalf of County Council issue letters of appreciation to Braam's
Custom Cabinets and the Board of Directors of the Port Stanley Festival Theatre to
acknowledge their respective contributions to renovations of the Port Stanley Library; and,
THAT the report titled "Completion of Renovations to Port Stanley Library" from the Director
of Community and Cultural Services dated May 5, 2014 be received and filed.
- Carried.
Ca in and Clawback — Director of Financial Services
II •
•
The director presented the report recommending that the Current Value Assessment
threshold for clawed-back (decreasing) properties be set at $250.
Moved by Councillor Jones
Seconded by Councillor Wiehle
THAT County tax policy set the annualized tax limit increase at 10%; the prior years current
value assessment (CVA) tax limit increase at 5%; the CVA threshold for protected
(increasing) properties at $250; the CVA threshold for clawed-back(decreasing) properties
at $250; exclude properties that were at CVA tax in the previous year from the capping and
claw-back calculation in the current year; and exclude properties that would move from being
capped in the previous year to be clawed back in the current year or from being clawed back
in the previous year to be capped in the current year as a result of the changes to the CVA
tax; and,
THAT the necessary by-laws be adopted once all municipalities have set their tax rates.
- Carried.
A • ril YTD Bud • et Performance — Director of Financial Services
The director presented the budget comparison through April 2014 for the County with a
favourable performance of $123 thousand.
Moved by Councillor Jenkins
Seconded by Councillor Mc William
THAT the report titled "April YTD Budget Performance" from the Director of Financial
Services dated May 20, 2014 be received and filed.
- Carried.
CORRESPONDENCE
Items for Consideration
1. J.W. Tiernay, Executive Director, Ontario Good Roads Association (OGRA) informing
the County of $2,253.25 refund from OGRA's litigation fund and requesting Council
consider leaving the refund in OGRA's MMS Litigation Reserve.
2. Pat Vanini, Executive Director, Association of Municipalities Ontario (AMO) requesting
consent from Ontario municipalities in order for AMO to send commercial electronic
messages (CEMs) which will comply with the recently passed Canadian Anti-Spam
Legislation (CASL).
3. Mayor Ron Eddy, County of Brant, with a resolution regarding review of the Emergency
Detour Routes for the 400-Series Highways.
County Council
7
The following recommendation was adopted in regard to Correspondence Item #1:
Moved by Councillor Wiehle
Seconded by Councillor Ens
May 27, 2014
THAT the Corporation of the County of Elgin requests a refund of 50.1% of the $4,497.50
originally contributed to OGRA's litigation fund. This will amount to $2,253.25.
- Carried.
The following recommendation was adopted in regard to Correspondence Item #2:
Moved by Councillor Jones
Seconded by Councillor Couckuyt
THAT the Corporation of the County of Elgin gives consent to AMO to continue sending
email correspondence.
- Carried.
The following recommendation was adopted in regard to Correspondence Item #3:
Moved by Councillor Mc William
Seconded by Councillor Wiehle
THAT the Corporation of the County of Elgin supports the resolution from the County of
Brant with the addition that all roads in the municipalities affected by these detours be
subject to additional compensation.
- Carried.
Items for Information (Consent Agenda)
1. Mayor Dan Mathieson, City of Stratford with invitation to Civic Night at the Festival
Theatre on June 25, 2014.
2. Hon. Bob Chiarelli, Minister of Energy with an update on the Provincial Government's
initiatives re: local energy planning.
3. Mayor Heather Jackson, City of St. Thomas thanking Council for support of 4th Annual
Mayors' Charity Hockey Game.
4. Anne Ashfield, Interim Manager, The Caring Cupboard Food Bank of St. Thomas
thanking Council for the monetary and food donations made during the Mayor's
Charity Hockey Game.
5. St. Thomas Elgin General Hospital with information package on the hospital's Great
Expansion project.
6. Julie Simpson, Fund Development Coordinator, VON Middlesex-Elgin inviting Council
and staff to join them in the VON Great Community Run, Walk 'n' Roll event at Lions
Park in Mt. Brydges on June 22, 2014.
7. AMO Communications requesting nominations for the 2014 - 2016 AMO Board of
Directors.
8. Western Ontario Wardens' Caucus (WOWC) newsletter.
9. Premier Kathleen Wynne, responding to the County of Elgin's resolutions regarding:
a) Energy rates
b) Funding for small town Ontario schools.
County Council
Moved by Councillor Jenkins
Seconded by Councillor Couckuyt
THAT Correspondence Items #1 — 9 be received and filed.
- Carried.
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OTHER BUSINESS
May 27, 2014
Statements/Inquiries by Members — The second installment of the three-part series on
council terms was published in the latest edition of Municipal World. Staff is collecting articles
and additional information to send to Council.
Notice of Motion — None.
Matters of Urgency — None.
Closed Meeting Item
Moved by Councillor Wiehle
Seconded by Councillor Jones
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 — Summary of
Convictions — Woodland Conservation By-Law.
- Carried.
The Elgin County prosecutor presented a summary of convictions —Woodland Conservation
By-Law.
Moved by Councillor Jones
Seconded by Councillor Wiehle
THAT we do now rise and report.
- Carried.
Moved by Councillor Jenkins
Seconded by Councillor Ens
THAT the confidential report providing a summary of convictions affecting the Woodland's
Conservation By-Law from the County Solicitor be received and filed.
- Carried.
Motion to Ado t Recommendations of the Committee of the Whole
GI
Moved by Councillor Couckuyt
Seconded by Councillor Ens
THAT we do now adopt recommendations of the Committee Of The Whole.
- Carried.
BY-LAWS
Moved by Councillor Ens
Seconded by Councillor Wiehle
THAT By-Law No. 14-12 "Being a By-Law to Delegate Authority to Municipal Officials to Act in
the Event that the Council's Actions Become Restricted Under Section 275 of the Municipal
Act, 2001" be read a first, second and third time and finally passed.
- Carried.
County Council
Moved by Councillor Jones
Seconded by Councillor Jenkins
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May 27, 2014
THAT By-Law No. 14-13 "Being a By-Law to Confirm Proceedings of the Municipal Council of
the Corporation of the County of Elgin at the May 27, 2014 Meeting" be read a first, second
and third time and finally passed.
- Carried.
ADJOURNMENT
Moved by Councillor McWilliam
Seconded by Councillor Ens
THAT we do now adjourn at 12:10 p.m. and meet again on June 10, 2014 at the County
Administration Building Council Chambers at 9:00 a.m.
McDonald
Chief Adriiiirsi
v.- •
fficer.
- Carried.
David Marr,
Warden.