05 - April 22, 2014 MinutesCOUNTY COUNCIL MINUTES
Tuesday, April 22, 2014
The Elgin County Council met this day at the Administration Building at 9:00 a.m. with all
members present.
Warden Marr in the Chair.
ADOPTION OF MINUTES
Moved by Councillor Mennill
Seconded by Councillor Walters
THAT the minutes of the meeting held on March 25, 2014 be adopted.
- Carried.
DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF —
None.
PRESENTATIONS
City of St. Thomas Mayor Heather Jackson presented the Mayor's Charity Hockey Game
trophy to Elgin County Warden David Marr who graciously accepted it. The Mayor thanked
Council and staff for helping to raise over $2,500 for the Caring Cupboard.
Retirement of Chris Mayhew: The Warden presented Chris Mayhew with a retirement
certificate for 31 years of exemplary service with the Elgin County Library. In this time Chris
implemented numerous partnerships and programs, mentored countless staff and led the
Elgin County Library to two provincial awards. Chris leaves a lasting impact on the residents
of Aylmer and on the Elgin County Library system.
DELEGATIONS
Randy Denning, President, Elgin St. Thomas EMS with a presentation on the EMS 2013
Annual Report.
The President of Elgin St. Thomas EMS presented the report outlining EMS call volumes,
station utilization, response and reaction times, and personnel statistics.
Moved by Councillor Jones
Seconded by Councillor Couckuyt
THAT the presentation on the Elgin St. Thomas EMS 2013 Annual Report from the
President of Elgin St. Thomas EMS be received and filed.
- Carried.
Ida Tigchelaar, RN, CHPCN with Power Point titled, "Empowering Health Care Decision
Making in Elgin County Homes: A Quality Assurance Journey".
The presentation introduced a new process for advanced care planning in Elgin County
Homes that is designed to increase communication amongst the health care team, residents
and their families.
Moved by Councillor Jenkins
Seconded by Councillor Walters
THAT the presentation titled "Empowering Health Care Decision Making in Elgin County
Homes: A Quality Assurance Journey" from Ida Tigchelaar RN, CHPCN be received and
filed.
- Carried.
Stephen Francom, Manager of Archives, County of Elgin with presentation on the Courthouse
Virtual Exhibit.
County Council
2
April 22, 2014
The manager of archives provided an overview of the new Courthouse Virtual Exhibit
available online at wwvv.eliincount .ca/archives. The exhibit includes the history of the Elgin
County Courthouse from its original construction to its reconstruction after a fire and finally
the new consolidated courthouse project.
Moved by Councillor Wiehle
Seconded by Councillor Jenkins
THAT the presentation on the Courthouse Virtual Exhibit by the Manager of Archives be
received and filed.
- Carried.
Council recessed at 10:00 a.m. for a ceremonial tree planting in honour of Arbor Week and
reconvened at 10:21 a.m.
Moved by Councillor Mennill
Seconded by Councillor Ens
THAT we do now move into Committee Of The Whole Council.
- Carried.
REPORTS
Notice of Motion 3 Year Terms — Councillor Walters
The councillor presented a notice of motion requesting that Council consider petitioning the
province to reduce the Council term from four years to three.
Moved by Councillor Mc William
Seconded by Councillor Wiehle
THAT the notice of motion be deferred until the three-part series in Municipal World regarding
length of council terms is available for consideration.
Commun t Paramedicine — Director of En
ineer n
- Carried.
Services
The director presented the report detailing the benefits and risks of entering into a Community
Paramedicine program.
Moved by Councillor Walters
Seconded by Councillor Mennill
THAT the decision to adopt and implement the Community Paramedicine program be at
Council's discretion, subject to further information and testimonials from those that currently
offer the program.
- Carried.
Human Resources Polic Maintenance — Director of Human Resources
The director presented a report seeking council's approval to delete policies that are no longer
relevant or applicable.
Moved by Councillor Jenkins
Seconded by Councillor Jones
THAT County Council approve the deletion of Human Resources policies 8.110, 8.260, and
the un-numbered policy dealing with the treatment of sewage lagoons; and,
THAT the report titled "Policy Maintenance" dated April 2, 2014 from the Director of Human
Resources be received and filed.
- Carried.
County Council
3
Reduction of Authorized Positions — Director of Human Resources
April 22, 2014
The director presented the report, sharing with County Council some of the recent net
efficiency actions taken by staff across the organization.
Moved by Councillor Ens
Seconded by Councillor Mc William
THAT the report titled "Reduction of Authorized Positions" dated April 11, 2014 from the
Director of Human Resources be received and filed.
- Carried.
Elgin County Council Promotional Strategy — Marketing and Communications
Coordinator
The coordinator presented the report outlining several ways in which Elgin County Council
and administration can promote their activities to the public through social media and new
technologies.
Moved by Councillor Walters
Seconded by Councillor Jones
THAT staff be authorized to create corporate social media accounts for Elgin County in
order to promote the activities of Elgin County under the condition that the sites are
monitored on a daily basis for appropriate content in accordance with the County's
"Acceptable Use Policy for Computer Equipment, Software, Internet Access and Internet
E-mail" and "Communications Policy"; and,
THAT staff be authorized to undertake promotional efforts on behalf of Elgin County Council
as described in the report titled "Elgin County Council Promotional Strategy" dated April 1,
2014.
Fundin
Economic Develo
ment Plannin
- Carried.
and Local Food Promotion — General
Manager of Economic Development
The general manager presented the report on funding that Elgin County Economic
Development received from the Local Food Fund and Rural Economic Development Program.
Moved by Councillor Mennill
Seconded by Councillor Couckuyt
THAT the County Warden and the Chief Administrative Officer enter into an agreement with
the Ministry of Rural Affairs for Rural Economic Development program funding of $45,000;
and,
THAT the County Warden and the Chief Administrative Officer enter into an agreement with
the Ministry of Agriculture and Food for $40,000 under the Local Food Fund; and,
THAT the necessary by-laws be drafted.
- Carried.
Amendment to Council's Code of Conduct — Chief Administrative Officer
The Chief Administrative Officer presented the report on an amendment to the County of
Elgin's Code of Conduct.
Moved by Councillor Walters
Seconded by Councillor Mennill
THAT Policy Number 2.100 regarding the Code of Conduct of Council Members and
Outside Boards and Committee Members be amended to include a new section titled
"Complaints and Reports Prior to an Election" which authorizes the Integrity Commissioner
County Council
4
April 22, 2014
to hold complaints in abeyance during an election period and report on the complaint following
the inaugural meeting of the new Council.
- Carried.
Elgin County Cultural Map Update — Director of Community and Cultural Services
The director demonstrated the updated Elgin County Cultural Map.
Moved by Councillor Jenkins
Seconded by Councillor Jones
THAT the Warden issue a letter of appreciation to the Township of Malahide for facilitating
improvements to the Elgin County Cultural Map; and,
THAT the report titled "Elgin County Cultural Map update" dated April 7, 2014 from the
Director of Community and Cultural Services be received and filed.
- Carried.
Award of Tenders — Culvert Sli lin n • and Granular 'A' Shoulderin • De • u
Director of En ineerin
Services
The deputy director presented the report outlining the tender award recommendation for
culvert sliplining and granular 'A' shouldering.
Moved by Councillor Ens
Seconded by Councillor Mennill
THAT Gary D. Robinson Contracting Ltd. be selected for the Culvert Sliplining Tender,
Contract No. 6290-14-01 at a total price of $231,469.70 exclusive of HST; and,
THAT D&D Trucking & Construction Services be selected for the Granular 'A' Shouldering
Tender, Contract No. 6250-14B at a total price of $82,095.00, exclusive of HST; and,
THAT the Warden and Chief Administrative Officer be authorized to sign the contracts.
Sole Source A
Services
II
royal — Bonded Wear Course — De
- Carried.
ut Director of En
ineerin
The deputy director presented the report seeking Council's approval to sole source bonded
wear course for installation on a section of Eden Line.
Moved by Councillor Ens
Seconded by Councillor Wiehle
THAT as per section 3.9 (5) of the County's Procurement Policy, the quotation from Norjohn
Contracting and Paving Limited in the total amount of $95,850 plus HST be accepted to
supply and install Bonded Wearing Course on Eden Line as part of the approved 2014 capital
budget; and,
THAT the Warden and Chief Administrative Officer be authorized to enter into an agreement
with Norjohn Contracting and Paving Limited to perform the work.
2013 Count Road Maintenance Ex
Services
•
enditures — De
- Carried.
ut
Director of En
ineerin
The deputy director presented the report summarizing the expenditures as reported by Elgin
County municipal partners who are contracted to maintain County roads.
County Council
Moved by Councillor Jenkins
Seconded by Councillor Couckuyt
5
April 22, 2014
THAT this report titled "2013 County Road Maintenance Expenditures" dated March 28, 2014
from the Deputy Director of Engineering Services be received and filed.
- Carried.
Vienna Bridge — Director of Engineering Services
The director presented the report detailing the options available to the County and
recommending the transfer of the bridge asset to Bayham.
Moved by Councillor Walters
Seconded by Councillor Mc William
THAT the report on the Vienna Bridge be deferred and staff and the Warden be directed to
meet with representatives of Bayham Council and staff to explain the report and to fully
discuss the available options and report back to Council.
- Carried.
Advance Directives (Level of Care Forms); Palliative and End-of-Life Care; Plan of
Treatment for Cardiopulmonary Resuscitation (CPR) — Director of Homes and
Seniors Services
The director presented the report on changes made to current Elgin County Homes' policies
and new policies that have been developed. These policies support the processes and
concepts required to assist the Elgin County Homes in moving towards meeting requirements
of the "Advancing High Quality, High Value Palliative Care in Ontario — A Declaration of
Partnership and Commitment to Action" document.
Moved by Councillor Jenkins
Seconded by Councillor Jones
THAT the new and revised policies listed within the report titled "Advance Directives (Level of
Care Forms); Palliative and End-of-Life Care; Plan of Treatment for Cardiopulmonary
Resuscitation (CPR)" be approved; and,
THAT the report titled "Advance Directives (Level of Care Forms); Palliative and End-of-Life
Care; Plan of Treatment for Cardiopulmonary Resuscitation (CPR)" dated April 22, 2014,
from the Director of Homes and Seniors Services be received and filed.
- Carried.
Service Agreement with the Regional Municipality of Durham for the Collection of
Default POA Fines — Director of Financial Services
The director presented the report seeking Council's approval to renew the service agreement
with the Regional Municipality of Durham for the collection of defaulted POA fines.
Moved by Councillor Mennill
Seconded by Councillor Couckuyt
THAT the service agreement with the Regional Municipality of Durham for the collection of
defaulted Elgin POA fines by the Region on the County's behalf be renewed for five years,
from January 2014 to December 2018, with the option for one additional five years; and,
THAT the Warden and Chief Administrative Officer be authorized to sign the agreement.
- Carried.
County Council
6
Ambulance Funding — Director of Financial Services
April 22, 2014
The director presented the report on ambulance funding. As a result of recently announced
provincial funding, revenue for ambulance will see $22,000 of favourable performance over
the course of 2014.
Moved by Councillor Jenkins
Seconded by Councillor Walters
THAT the report titled "Ambulance Funding" dated April 8, 2014, from the Director of
Financial Services be received and filed.
- Carried.
2013 Council Remuneration — Senior Financial Analy_st
The director of financial services presented the report outlining the remuneration, mileage,
and expenses for Council and Outside Boards.
Moved by Councillor Jones
Seconded by Councillor Ens
THAT the Treasurer's Statement of Remuneration and Expenses for County Council for
2013 be received and filed by Council; and,
THAT the Treasurer's Statement for Remuneration and Expenses for Outside Boards for
2013 be received and filed by Council; and,
THAT the report titled "Council and Outside Boards Remuneration and Expenses" dated
February 12, 2014, from the Senior Financial Analyst be received and filed by Council.
Central El
•
in Munici
al Non-Profit Housin
•
Cor
- Carried.
oration-Tax Reduction Re
ort and
By-Law — Director of Financial Services
The director presented The Municipality of Central Elgin's request that the County of Elgin
apply the residential ratio of one (1) to a property that would otherwise carry the multi-
residential ratio of 2.3458.
Moved by Councillor Couckuyt
Seconded by Councillor Mennill
THAT Council approve a tax ratio of one (1) for the Central Elgin Municipal Non-Profit
Housing Corporation project (289 Frances Street in Port Stanley, Municipality of Central
Elgin); and,
THAT this tax ratio shall apply to taxation as of the effective date of the first supplementary
or omitted assessment notice on the property; and,
THAT a by-law be prepared; and,
THAT the Municipality of Central Elgin be requested to keep the County of Elgin apprised as
to the status of the assessment on this property.
- Carried.
March Budget Performance — Director of Financial Services
The director presented the budget comparison through March 2014 for the County with
favourable performance for the month of $90 thousand bringing the year-to-date to $178
thousand favourable.
County Council
Moved by Councillor Jenkins
Seconded by Councillor Walters
7
April 22, 2014
THAT the report titled "March Budget Performance" dated April 11, 2014, from the Director of
Financial Services be received and filed.
- Carried.
CORRESPONDENCE
Items for Consideration
1. Gerry Marshall, Mayor, Town of Penetanguishene seeking support for a resolution
regarding Funding for Small Town Ontario Schools.
2. Niagara Region seeking support for a resolution regarding the Long Term Energy Plan.
The following recommendation was adopted in regard to Correspondence Item #1:
Moved by Councillor Mc William
Seconded by Councillor Mennill
THAT the Corporation of the County of Elgin support the resolution from the Town of
Penetanguishene calling for a review of funding for Small Town Ontario Schools.
- Carried.
The following recommendation was adopted in regard to Correspondence Item #2:
Moved by Councillor Walters
Seconded by Councillor Wiehle
THAT the Corporation of the County of Elgin support the resolution from the Niagara Region
requesting immediate action to prevent increases in energy rates.
- Carried.
Items for Information (Consent Agenda)
1. Colette Roy Laroche, Mayor, Lac-Megantic with thank you response to Elgin County's
donation to the Lac-Megantic tragedy.
2. Linda Staudt, Director of Education, London District Catholic School Board with
information regarding trustee distribution for the upcoming 2014 municipal and school
board election.
3. Backus Page House Museum with brochure on the 2014 Tyrconnell Heritage Society
Memberships and sponsorships.
4. Serge Lavoie, Southwest Economic Alliance (SWEA) with notice of Dufferin County
joining SWEA.
5. Serge Lavoie, SWEA with notice titled, "SWEA Appoints Community Engagement
Leader",
6. Linda Jeffrey, Minister of Municipal Affairs and Housing with response to Ontario
Municipal Partnership Fund (OMPF) correspondence from Warden Marr.
7. Eric D'Hondt, General Manager, Public Works & Environmental Services Department,
Norfolk County with resolution regarding Alternatives Technologies for Management
Waste.
8. Town of Aylmer with resolution regarding the Aylmer Branch Library.
County Council
8
9. Parcel Correction and Realignment Project:
April 22, 2014
a) Jennifer Reynaert, Administrator, Town of Aylmer with memo re: Parcel Correction
and Realignment Project.
b) Nancie Irving, Clerk, Town of Aylmer resolution regarding the Parcel Correction and
Realignment Project.
10. Claude Dauphin. President, Federation of Canadian Municipalities (FCM) with
information on Elgin County's FCM Membership.
11. Patricia Li, Assistant Deputy Minister, Ministry of Health and Long-Term Care with further
information on the Land Ambulance Services Grant.
12. AMO Communications with press release titled, "Premier Announces $29 Billion for Transit
and Transportation Infrastructure.
13. Ian Johnson, citizen of Aylmer with a concerned view on the Aylmer Library moving to the
East Elgin Community Complex.
14. Land Division Committee Future Considerations:
a) Margaret Underhill, Planning Coordinator, Municipality of Bayham with a resolution
regarding the Land Division Committee.
b) Michelle Casavecchia-Somers, Chief Administrative Officer, Township of Malahide
with a resolution regarding the Land Division Committee.
c) Municipality of Dutton/Dunwich with a resolution regarding the Land Division
Committee.
Moved by Councillor Mennill
Seconded by Councillor Jenkins
THAT Correspondence Items #1 — 14 be received and filed.
- Carried.
OTHER BUSINESS
Statements/In uiries by Members — Councillor McWilliam inquired as to whether or not
Elgin County had received all correspondence from municipal partners regarding land division.
The Chief Administrative Officer explained that all have been received but one, which is
forthcoming and will be brought forward at a future meeting.
Notice of Motion — None.
Matters of Urgency — None.
Closed Meeting Items
Moved by Councillor Mennill
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 (a) the security of the property of the municipality or
local board — Alzheimer Society Lease, Arc Financial Planning Group Ltd. Lease, Scott D.
Avery Lease, Marianne Barrie Lease, 1342961 Ontario Inc. Lease, Mervin Riddell Lease,
Clinical Associates Lease; Section 240.2 (c) a proposed or pending acquisition or disposition
of land by the municipality or local board — Vienna - Emergency Services Base.
- Carried.
County Council
9
April 22, 2014
The Director of Engineering Services presented the confidential reports on the following
lease renewals: i) Alzheimer Society, ii) Arc Financial Planning Group Ltd., iii) Scott D. Avery,
iv) Marianne Barrie, v) 1342961 Ontario Inc., vi) Clinical Associates.
The Director of Engineering Services presented the confidential report on the Vienna -
Emergency Services Base.
Moved by Councillor Couckuyt
Seconded by Councillor Mennill
THAT we do now rise and report.
- Carried.
Moved by Councillor Jones
Seconded by Councillor Walters
THAT the Warden and Chief Administrative Officer be authorized and directed to sign a lease
agreement with the Alzheimer Society of Elgin -St. Thomas for Rooms #229, 232, 237 -1, and
344; and,
THAT the lease start on May 1, 2014 for a lease rate of $15.20 per square foot for one -year,
($17,677.60 annual payment), plus the HST, and the lease rate for Room #344 remain
constant at $300.00 annual payment; and,
THAT the Warden and Chief Administrative Officer be authorized and directed to sign a lease
agreement with ARC Financial Planning Group Ltd. for Rooms #237, 238, 239; and,
THAT the lease start on May 1, 2014 for a lease rate of $15.40 per square foot for one -year,
($7,700.00 annual payment), plus the HST; and,
THAT the Warden and Chief Administrative Officer be authorized and directed to sign a lease
agreement with Scott D. Avery Ltd. for Room #223; and,
THAT the lease start on May 1, 2014 for a lease rate of $15.15 per square foot for year one
($3,636.00 annual payment), plus the HST, and $15.45 per square foot for year two
($3,708.00 annual payment), plus the HST; and,
THAT the Warden and Chief Administrative Officer be authorized and directed to sign a lease
agreement with Marianne Barrie for Room #246 and Room #343 -A; and,
THAT the lease for Room #246 start on May 1, 2014, for a lease rate of $15.10 per square
foot for year one, ($3,850.50 annual payment), plus the HST, and $15.40 per square foot for
year two, ($3,927.00 annual payment), plus the HST; and that the lease for Room #343 -A
remain constant at $4.00 per square foot ($400.00 annual payment) for year one and year
two; and,
THAT the Warden and Chief Administrative Officer be authorized and directed to sign a lease
agreement with 1342961 Ontario Inc. (Hennessey & Hogan LLP) for Room #313, and Room
#34; and,
THAT the lease for Room #313 start on May 1, 2014, for a lease rate of $15.80 per square
foot for year one ($30,351.80 annual payment), plus the HST, and $16.10 per square foot for
year two ($37,996.00 annual payment), plus the HST; and that the lease for Room #34
remain constant at $7.50 per square foot ($750.00 annual payment) for year one and year
two; and,
THAT the abatement in rent for the unoccupied office space (439 square feet) continue until
one of the following conditions is satisfied: for one additional year; or until such time as the
company is able to employ additional staff; or the County has a prospective tenant for the
entire office space of 2,360 square feet, Hennessey and Hogan LLP will have the first right of
refusal; and,
County Council
10
April 22, 2014
THAT the Warden and Chief Administrative Officer be authorized and directed to sign a lease
agreement with Mervin Riddell for Rooms #225 and #227; and,
THAT the lease start on May 1, 2014 for a lease rate of $15.15 per square foot for year one
($8,165.85 annual payment), plus the HST and $15.45 per square foot for year two
($8,327.55 annual payment), plus the HST; and,
THAT the Warden and Chief Administrative Officer be authorized and directed to sign a one-
year lease agreement with Clinical Associates for Room #345; and,
THAT the lease start on May 1, 2014 for a lease rate of $15.15 per square foot ($7,650.75
annual payment), plus the HST.
- Carried.
Moved by Councillor Mennill
Seconded by Councillor Jenkins
THAT the County of Elgin direct Medavie EMS Elgin Ontario Incorporated to sign a one-year
lease for an land ambulance station in Vienna, Ontario with an upset cost of $1,500 per
month and a one-time cost of $2,000 for incidentals; and,
THAT this report titled "Vienna - Emergency Medical Services Base" dated March 25, 2014
from the Director of Engineering Services be received and filed.
- Carried.
Motion to Adopt Recommendations of the Committee of the Whole
Moved by Councillor Wiehle
Seconded by Councillor Couckuyt
THAT we do now adopt recommendations of the Committee Of The Whole.
- Carried.
BY-LAWS
Moved by Councillor Ens
Seconded by Councillor Mennill
THAT By-Law No. 14-06 "Being a By-Law to Establish a Pay Schedule for Employees
Covered by the Job Evaluation Scale" be read a first, second and third time and finally
passed.
- Carried.
Moved by Councillor Jenkins
Seconded by Councillor Couckuyt
THAT By-Law No. 14-07 "Being a By-Law to Authorize the Warden and Chief Administrative
Officer to Enter into a Funding Agreement with the Ontario Ministry of Rural Affairs, Under
the Rural Economic Development (red) Program to Update the County's Economic Strategy,
to Develop an On-line Marketing Strategy and to Introduce Community Improvement Plans"
be read a first, second and third time and finally passed.
- Carried.
Moved by Councillor Jones
Seconded by Councillor Wiehle
THAT By-Law No. 14-08 "Being a By-Law to Authorize the Warden and Chief Administrative
Officer to Enter into a Funding Agreement with the Ontario Ministry of Agriculture and Food,
Under the Local Food Fund to Increase the Awareness of the Savour Elgin Program Across
Southern Ontario" be read a first, second and third time and finally passed.
- Carried.
County Council
Moved by Councillor Mennill
Seconded by Councillor Ens
11
April 22, 2014
THAT By-Law No. 14-09 "Being a By-Law to Authorize Tax Exemption in Respect of a
Municipal Capital Facility Pursuant to Section 110 of the Municipal Act" be read a first,
second and third time and finally passed.
- Carried
Moved by Councillor Jenkins
Seconded by Councillor Mc William
THAT By-Law No. 14-10 "Being a By-Law to Confirm Proceedings of the Municipal Council of
the Corporation of the County of Elgin at the April 22, 2014 Meeting" be read a first, second
and third time and finally passed.
- Carried.
ADJOURNMENT
Moved by Councillor Walters
Seconded by Councillor Jones
THAT we do now adjourn at 12:08 p.m. and meet again on May 13, 2014 at the County
Administration Building Council Chambers at 1:30 p.m.
Chief Administrative Officer.
- Carried.
David Marr,
Warden.