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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.