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03 - February 11, 2014 MinutesThe Elgin County Council met this day at the Administration Building at 9:00 a.m. with all members present except Councillor Ens (vacation). Moved by Councillor Walters Seconded by Councillor Jenkins THAT the minutes • the meeting held on January 28, 2014 • adopted. Correspondence from the Township of Southwold recommending an alternate appointment • replace James McIntyre as Southwold's representative on County Council, for medical reasons. Moved • Councillor Mennill Seconded • Councillor McWilliam HAT at the request of the Township of Southwold and in accordance with Article 13 of the Minister's restructuring order, Mr. Grant Jones be authorized to replace Councillor James McIntyre as Southwold's representative • County Council, for medical reasons, commencing on February 11, 2014 and terminating upon Councillor McIntyre's return; and, THAT the correspondence from the Township of Southwold be received and filed. 11106=- 41,11 Councillor Jones took the Oath of Office, administered by the Chief Administrative Officer. The Councillor then took his seat on County Council. DISCLOSURE • PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF — None. Andrew Gray and Mary Lou McMillan, Elgin County Library with a Power Point presentation titled "Youth Internships at Community Access Sites, 2013-2014". Mr. Gray and Ms. McMillan described what a youth intern does, how the youth internship program helps library patrons and how it helps youth in Elgin to develop important employment skills. Moved • Councillor Couckuyt Seconded • Councillor Jenkins THAT the PowerPoint presentation titled "Youth Internship at Community Access Sites, 2013 — 2014" be received and filed. Paul Sapounzi, Project Manager, The Ventin Group Ltd. with a Power Point presentation titled "Architectural Services for POA Court and Elgin County Museum". Mr. Sapounzi summarized some of The Ventin Group's previous projects and discussed tkaw upcoming POA/Museum building construction project. County Council 2 February 11, 2014 Serge Lavoie, President, Southwest Economic Alliance with a PowerPoint presentation titled "The Connected Region: CISCO Benchmarking the Grey County Experience" The Southwest Economic Alliance (SWEA) is undertaking an Intelligent Region Project that is designed to bridge the broadband con n ectivity/ca pa city gap in rural areas. The project involves surveying the community to determine its connectivity needs in comparison to what is currently available. am, tg47gelgo ESzn4JL111g4"J1w*1w0 THAT the presentation titled "The Connected Region: CISCO Benchmarking the Grey County Experience" be received and filed. Sa1*914910 MAITAM614100111M 0 111liq 61 ATA T jT fferr—"I�� AEAP [4441,4 — General Manager of Economic Development The general manager explained that the Southwest Economic Alliance (SWEA) is requesting participation from its members in the Benchmarking and Community Engagement Phase of its Intelligent Region Project. This project will assist with the business case to support the fibre optic infrastructure required for broadband connectivity throughout the southwest region- 0 I'll MER'slito WTSK*10 rem THAT County Council support in principle the Intelligent Region Project as described in the January 28, 2014 report from the General Manager of Economic Development; and, THAT County Council direct the Chief Administrative Officer to sign the Memorandum of Understanding for the Benchmarking and Community Engagement Phase of the SWEA Intelligent Region Project. lip P4,141"11,11 1111' 177111597 The coordinator presented Council with two Awards of Excellence from the Economic Developers Council of Ontario for the 2012 Year in Review Report and the Artastic Elgin Event. STMONG 18121"IM1191W THAT the report titled "2014 EDCO Awards" from the Marketing and Communications Coordinator dated January 27, 2014 be received and filed. County Council 3 February 11, 2014 I NJ I -M '4`1­1711 The director brought forward the annual report concerning union and non-union vacation carry-over for Council's information. Moved by Councillor Walters Seconded by Councillor Jenkins THAT the report titled "2013 Annual Report of Vacation Carry-Over" from the Director of Homes and Seniors Services dated January 28, 2014 be received and filed; and, THAT the need to report on vacation carry-overs, be discontinued and the relevant policy be deleted. iqji 1 1 re= 11 and Seniors.Services The director presented the report on the Request for Proposal (RFP) process and sought Council's approval to award the Architectural Design Services contract for Terrace Lodge t the recommended Architect. 0: SUB&STSINTO 1520111LOMI11LOIJ -1 HAT MMMC Architects Inc. be selected for Architectural Design Services at Terrace Lodgt at a total price of $359,200, 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, EMS= THAT Warden Marr and Councillors Couckuyt and Mennill be appointed to the building comittittee. 2013 — Purchasing Coordinator I he coordinator presented the report • contracts awarded under $100,000 between September 1 and December 31, 2013. Moved • Councillor Jones Seconded by Councillor Jenkins THAT the report titled "Quarterly Information Report - Contract Awards, September 1, 2013 to December 31, 2013" from the Purchasing Coordinator dated January 27, 2014 be received and filed. gal IV, or, Cultural Services The director presented the report informing Council that the Dutton and District Lions Club has made a donation in the amount of $1,500 each to the Dutton and West Lorne branches • the Elgin County Library. County Council S5.519 WO February 11, 2014 THAT the Warden issue a letter of appreciation to the Dutton and District Lions Club on behalf of Council to acknowledge the donation of $1,500 each to the Dutton and West Lorne branches • the Elgin County Library; and, THAT the donated funds amounting to $3,000 be allocated to a project within the Library's 2014 budget to support the purchase • furnishings and shelving at Dutton and West Lorne libraries. WE —me ff T, 1111111M r7folil, 11!11 11111"Or'I - The coordinator presented the report summarizing the usage trends at the 10 library branches in Elgin County. Figures included general use of materials, downloadable collections, public computers, wireless internet, interlibrary loan, reference services, and membership activities. 18-2-Owe THAT the report titled "2013 Library Usage and Statistics Report" from the Library Coordinator dated January 23, 2014 be received and filed; and, THAT a copy of this report be submitted to all municipalities in the County of Elgin. 9 wl(-�,- I Pli TVI1111`1111 ;1 F111111011 OT The director presented the report on the long term solution to relocate Dexter Line away from lake shore erosion which will take many years to implement. A two phase approach gives Council the ability to plan and prepare for construction today, while deferring road constructior to seek funding through future infrastructure programs. IBM THAT the Implementation Plan for the Relocation of Dexter Line as identified in this report be approved; and, THAT $500,000 be allocated from the Capital Reserve to fund Phase 1 of the Dexter Lin Relocation Project. i �• gu,ee, =-; • 1. Nancie Irving, Clerk, Town of Aylmer seeking Council's endorsement of the Town of Aylmer's resolution re: Railmark Canada's bid to purchase, rehabilitate and operate the railroad that runs through the Town of Aylmer. 3. Claude Dauphin, President, Federation of Canadian Municipalities (FCM) with an update on Canada Post's plan to phase out home delivery. County Council 5 February 11, 2014 The following recommendation was adopted in regard to Correspondence Item #1: N r. NO] I Up 'SM4069111 M I e THAT the Corporation of the County of Elgin support the Town of Aylmer's resolution re: Railmark Canada's bid to purchase, rehabilitate and operate the railroad that runs through the Town • Aylmer; and, 1 11 1 pill IIFII I ��� I 11OWFA �w " 1111 ,j][Ur- IIIIIIIIIII IIIIIIIIII! 9 NI -- 4 Moved • Councillor Mennill Seconded • Councillor Jenkins Nq -my-xo T. 01 re 9 0 M-4 IJURMT, MM M,1,q=- =1001M TIONTIN R-T, IMN 1 Mayor Peter Politis, Coalition Chair, Mayors' Coalition with briefing note from the Executive Steering Committee meeting held on January 20, 2014. It was noted that Warden Marr will represent Elgin County on the OPP Billing/Steerini-e- ILI Committee initiated by AMO. 2. Doug Reycraft, Chair, Municipal Employer Pension Centre Ontario (MEPCO) with notice of the 2012 Annual Report, available at www.mepco.ca. 3. The Honourable Lisa Raitt, Minister of Transport, responding to letter of support from the County of Elgin regarding a regional passenger transportation initiative for Southwestern Ontario. 5. Kettle Creek Conservation Authority with invitation to their Annual General Meeting to be held February 19, 2014 at 10:00 a.m. at the St. Thomas Public Library. County Council 6 S T..-I i go 0 am =0 w 1114 q I I Le I'm M110 M M February 11, 2014 Councillor McWilliarn noted that February 7, 2014 was Food Freedom Day — Food Freedom Day is the day that the average Canadian has earned enough to pay for their food needs for the year. The Director of Community and Cultural Services reminded Council that the Elgin County Courthouse dedication ceremony and open house were scheduled tentatively for mid-March. MTAI= I SI LOI K THAT we do now proceed into closed meeting session in accordance with the Municipal Act to discuss matters under Section 240.2 (d) labour relations — Prosecution Services - Contract Renewal Negotiations; Section 240.2 (b) personal matters about an identifiable individual, including municipal or local board employees — Land Division Committee — Future Considerations (Revisited from March, 2011). The Purchasing Coordinator presented the confidential report on Prosecution Services — Contract Renewal Negotiations. The Chief Administrative Officer presented the confidential report on the Land Divisio Committee — Future Considerations (Revisited from March, 2011). 1 ii a Lei a to 1,T*X4 f*7TN11TQ I WM 1, W1. 0 A SIMENN47114 SM-10 -me THAT staff be directed • renew the contract with the County Prosecutor for a further three year term commencing March 1, 2014 to February 28, 2017 at the rate of $165.00 per hour for year one, $170.00 per hour for year two and three with options to renew for up to three, one year terms provided that the rate increase does not exceed the rate of inflation; and, IIIIIn li I; Staff was directed to write to Elgin's partner municipalities to determine the preferred option for the operation of the Land Division function. The deadline for response is mid-April. County Council 7 February 11, 2014 I • ffz� MUS 101 =9 • -1 511 LMJ�m 10 , THAT the 2014 Proposed Budget, which includes the Operating Budget, the Capital Budget and Grants, be approved. • MOM 111!1111� I I l�1111 mn uiriii ''TINVII 1111 1 11111y, III 11�' 1­- 1 �N�,agej go THAT we do now adopt recommendations • the Committee • The Whole. Moved by Councillor Jones Seconded • Councillor Couckuy) THAT By-Law No. 14-03 "Being a By-Law to Provide for the Adoption of the 2014 Budget of the Corporation of the County of Elgin and To Establish the 2014 Tax Ratios, and To Establish the 2014 Tax Rates for the County Constituent Municipalities" be read a first, second and third time and finally passed. • I - a 0 M W -01 i 10 • 2 M_ THAT By-Law No. 14-04 "Being a By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the February 11, 2014 Meeting" be read a first, second and third time and finally passed. MOVE M Moved by Councillor Walters Seconded • Councillor McWilliam THAT we do now adjourn at 12:00 p.m. and meet again on March 25, 2014 at the County Administration Building Council Chambers at 9:00 a.m. KOF.IM00 I I LUT111411 M-I