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02 - January 27, 2015 MinutesCOUNTY COUNCIL MINUTES Tuesday, January 27, 2015 The Elgin County Council met this day at the Administration Building at 9:00 a.m. with all members present. Warden Ens in the Chair. ADOPTION OF MINUTES Moved by Councillor Wiehle Seconded by Councillor Mennill THAT the minutes of the meetings held on December 9 & 11, 2014 and January 13, 2015 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF — None. DELEGATIONS Report and Update on "The Great Expansion" Hospital Redevelopment Project Mr. Jenkins and Mr. Bod of the St. Thomas Elgin General Hospital Foundation presented an update on the hospital expansion project. Moved by Councillor Martyn Seconded by Councillor Jones THAT the PowerPoint titled "Report and Update on "The Great Expansion" Hospital Redevelopment Project" from the St. Thomas Elgin General Hospital Foundation dated January 27, 2015 be received and filed. - Carried. Moved by Councillor Mennill Seconded by Councillor Currie THAT we do now move into Committee of The Whole Council. - Carried. REPORTS Homes - Mobile Dental Services — Director of Homes and Seniors Services The director presented the report recommending that a contract for mobile dental services at Elgin County Homes be awarded to Multi -Gen Health Care. Moved by Councillor Martyn Seconded by Councillor Wolfe THAT the contract for mobile dental services be awarded to Multi -Gen Health Care. - Carried. Homes - 2014/2015 Late Career Nurse Initiative — Director of Homes and Seniors Services The director presented the report informing Council that the Homes had received funding from the Ministry of Health and Long -Term Care for the Late Career Nursing Initiative. This initiative is a retention strategy that allows late career nurses to become involved in project work. County Council 2 January 27, 2015 Moved by Councillor Marr Seconded by Councillor Jones THAT Council accept the 2014 -2015 Late Career Nursing Initiative funding from the Ministry of Health and Long -Term Care. - Carried. Homes - Elgin - St. Thomas Adult Day Program - Stroke Day Funding Announcement — Director of Homes and Seniors Services The director presented the report informing Council that the County will receive funding from the Southwest Local Health Integration Network for the development of a Stroke Day Program at Terrace Lodge. Moved by Councillor Currie Seconded by Councillor Jones THAT Council accept the funding for the development of a Stroke Day Program at Terrace Lodge; and, THAT a letter be forwarded to the Southwest Local Health Integration Network in appreciation of the additional funding for a Stroke Day Program at Terrace Lodge. - Carried. Library 2014 Food for Fines Campaign — Manager of Programming and Community Development The Director of Community and Cultural Services presented the report informing Council of the results of the 2014 Food for Fines summer and winter campaigns coordinated amongst the 10 branches of the Elgin County Library. Moved by Councillor Mennill Seconded by Councillor Currie THAT the report titled "Library 2014 Food for Fines Campaign" from the Manager of Programming and Community Development dated January 9, 2015 be received and filed. - Carried. Library Regional Partnership Recommendation — Library Coordinator The coordinator presented the report recommending that Council approve the transfer of membership from the Ontario Library Consortium to a regional partnership administered by the London Public Library. Moved by Councillor Martyn Seconded by Councillor Marr THAT Council approve the single source purchase of the Sierra library services platform provided by Innovative Interfaces; and, THAT Council approve the library's transfer of membership from the Ontario Library Consortium to a regional partnership administered by London Public Library; and, THAT the Warden and Chief Administrative Officer be authorized to sign the necessary agreements subject to review by the County Solicitor, with associated costs shared between the County of Elgin and St. Thomas Public Library. - Carried. 2014 Out -of- Province Travel — Director of Community and Cultural Services The director presented the report outlining all out -of- province travel undertaken by County staff in 2014. County Council 3 January 27, 2015 Moved by Councillor Wolfe Seconded by Councillor Jones THAT the report titled "2014 Out -of- Province Travel" from the Director of Community and Cultural Services dated January 2, 2015 be received and filed. - Carried. Ontario Library Capacity Fund Grant — Director of Community and Cultural Services The director presented the report informing Council that the Elgin County Library received a provincial funding grant in the amount of $16,558 through the Ontario Library Capacity Fund. The fund is to be used for supporting information technology and service capacity improvements to library branches. Moved by Councillor Currie Seconded by Councillor McWilliam THAT the Warden and Chief Administrative Officer enter into a funding agreement with the Province of Ontario in the amount of $16,558 under the Ontario Library Capacity Fund and that a project be established in the 2015 budget of the Elgin County Library according to the terms of the agreement; and, THAT the Warden on behalf of Council issue a letter of appreciation to the Ontario Minister of Tourism, Culture and Sport. - Carried. Rental of Aylmer Theatre for Library Programming Purposes — Director of Community and Cultural Services The director presented the report requesting that additional funds be added to the 2015 operating budget for rental of the Aylmer Old Town Hall Theatre to be used periodically for library programming. Moved by Councillor Currie Seconded by Councillor Mennill THAT $2,000 be added to the 2015 operating budget of the Elgin County Library for the purposes of renting the Aylmer Old Town Hall Theatre for library programming purposes. - Carried. Future of Elgin County Matters Newsletter — Director of Community and Cultural Services The director presented the report recommending that the Elgin County Matters Newsletter be discontinued as the monthly Economic Development Newsletter and Elgin County Council Highlights Document currently serve the purpose of disseminating information. Moved by Councillor Jones Seconded by Councillor Currie THAT the County newsletter Elgin County Matters cease publication with content disseminated through tools utilized by the Department of Economic Development and Tourism. - Carried. Business Retention and Expansion: Manufacturing Sector — Business Development Coordinator The coordinator presented a report outlining the results of the recent Manufacturing Sector Business Retention and Expansion program undertaken by the Economic Development department. County Council 4 January 27, 2015 Moved by Councillor Mennill Seconded by Councillor McWilliam THAT the report titled "Business Retention and Expansion: Manufacturing Sector" from the Business Development Coordinator dated January 12, 2015 be received and filed. - Carried. Council recessed at 9:54 a.m. and reconvened at 10:06 a.m. DELEGATIONS (continued) Parcel Mapping — Report on Re- alignment Prolect Mr. Mak of Van Harten Surveying Inc. presented a PowerPoint outlining the process undertaken to survey, map and re -align land parcels in Elgin County. Moved by Councillor Mennill Seconded by Councillor McWilliam THAT the PowerPoint titled "Parcel Mapping — Report on Re- alignment Project" from Van Harten Surveying Inc. be received and filed. - Carried. REPORTS (continued) Fundraising Options for Terrace Lodge Rebuild — Chief Administrative Officer The Chief Administrative Officer presented a report outlining the activities undertaken in the past regarding fundraising for the rebuild of Bobier Villa and Elgin Manor. Council discussed forming a community committee from eastern Elgin County in order to undertake fundraising efforts for the Terrace Lodge rebuild, pending funding announcements from the province. Moved by Councillor Wolfe Seconded by Councillor Martyn THAT the report titled "Fundraising Options for Terrace Lodge Rebuild" from the Chief Administrative Officer dated January 20, 2015 be received and filed. - Carried. Land Division Committee Appointments (4 -year term) — Chief Administrative Officer The Chief Administrative Officer presented the report recommending Council appoint seven municipal representatives to the Elgin County Land Division Committee. Moved by Councillor Marr Seconded by Councillor Currie THAT the following be appointed to the Elgin County Land Division Committee for the term January 1, 2015 to December 31, 2018: Mr. Graham Warwick Mr. Ken Loveland Mr. Stan Lidster Mr. Bill Walters Ms. Kathleen Schaper Mr. Jim Jenkins Mr. Brent Stewart THAT the necessary by -law be prepared. - Municipality of West Elgin - Municipality of Dutton /Dunwich - Township of Southwold - Municipality of Central Elgin - Town of Aylmer - Township of Malahide - Municipality of Bayham; and, - Carried. County Council 5 January 27, 2015 County of Elgin 2015 Mileage Rate — Director of Human Resources The director presented the report recommending the County of Elgin mileage rate remain unchanged at 49.5 cents per kilometre in 2015. Moved by Councillor Jones Seconded by Councillor Mennill THAT County Council direct staff to freeze the mileage rate for 2015 at the current level of 49.5 cents per kilometre. - Carried. Provincial Offenses Act (POA) Facilities — Director of Financial Services The Director of Financial Services and Supervisor of Provincial Offenses presented a report explaining the accessibility, safety and space deficiencies of the current Provincial Offenses facilities and the options that have been considered to date to address these deficiencies. Moved by Councillor Marr Seconded by Councillor McWilliam THAT the province be requested to conduct a threat assessment of the Elgin POA facilities; and, THAT a request to lease space at the Wellington Street Courthouse be made to the province; and, THAT MPP Jeff Yurek be requested to assist in the County in pursuing these two initiatives. - Carried. 2015 Grants Requests — Director of Financial Services The director presented a list of 2015 grant requests for Council's consideration. Moved by Councillor Mennill Seconded by Councillor Jones THAT the Elgin County Railway Museum's grant request be denied; and, THAT the 2015 grants as amended be approved in principal as directed by Council and finally considered in conjunction with the 2015 operating budget. - Carried. Ten -Year Capital Plan — Director of Financial Services The director presented the plan which provides key infrastructure improvements for the County including major roads projects, $24 million for a new Terrace Lodge, a Community Improvement Plan and investment in the SWIFT Broadband project. Moved by Councillor Mennill Seconded by Councillor Currie THAT the 2015 capital budget be approved in principal and finally considered in conjunction with the 2015 operating budget with the overall goal of a 5.3% increase in each of the next two years. - Carried. County Council 6 January 27, 2015 CORRESPONDENCE Items for Consideration Brad Woodside, Mayor, City of Fredericton, Federation of Canadian Municipalities (FCM) President with information regarding the 2015 -16 renewal of Elgin County's FCM annual membership. Judy Berkin, Business Services Officer, Thames Valley District School Board informing Council of surplus space available for Co- operative Undertaking at Arthur Voaden Secondary School and West Elgin Secondary School. The following recommendation was adopted in regard to Correspondence Item #1: Moved by Councillor Mennill Seconded by Councillor Currie THAT the Corporation of the County of Elgin renew its membership with the Federation of Canadian Municipalities (FCM) for 2015. - Carried. The following recommendation was adopted in regard to Correspondence Item #2: Moved by Councillor Marr Seconded by Councillor Jones THAT the Correspondence Item #2 be received and filed. - Carried. Items for Information (Consent Agenda) Melanie Knapp, Corporate Administrative Clerk, City of St Thomas: a) Advising of City of St. Thomas Council's 2015 Dispute Resolution Committee appointments b) Confirming County's appointment to the Green Lane Community Trust Fund Gabriel Israel, Vice - President, Strategy & Operations, Parachute Preventing Injuries Saving Lives, with a letter of congratulations on re- designation as a Canadian Safe Community. Jeff Yurek, MPP, Elgin- Middlesex- London informing Council of his request to the Minister of Agriculture, Food & Rural Affairs to review Ontario Municipal Partnership Fund (OMPF) reductions and to provide 3 -5 year projections of OMPF funding for municipal budgeting purposes. Hon. Bob Chiarelli, Minister of Energy, with an overview of the Ontario government's local energy planning initiatives. Thank you from the Believe In a Cure, Walk for Lou Gehrig's Disease Team. Doug Reycraft, Chair, Municipal Employer Pension Centre Ontario (MEPCO) Board seeking continued support in 2015. Carolyn Kuntz, Director Health Promotion, Elgin St. Thomas Public Health with information on 2014 Nutritious Food Basket annual survey. Responses to Elgin County Library's concerns regarding availability of electronic content to public libraries from: a) Hon. Michael Coteau, Provincial Minister of Tourism, Culture and Sport b) Hon. Shelly Glover, Federal Minister of Canadian Heritage c) Anthony Durocher, Deputy Commissioner, Civil Matters Branch County Council 7 January 27, 2015 9. Western Ontario Wardens' Caucus (WOWC) Press Release announcing Chatham -Kent Mayor Randy R. Hope Acclaimed as Chair of Western Ontario Wardens' Caucus. 10. Norma Bryant, Clerk, Municipality of West Elgin, with a resolution supporting the reinstatement of mandatory long -form census. 11. Ministry of Education Proposed New Process for School Closures with resolutions of concern from: a) The Municipality of West Elgin b) The Township of Malahide c) The Municipality of Bayham d) The Township of Southwold 12. Brenda Gibbons, Administrative Assistant, Municipality of Bayham, with resolution approving Class EA Notice of Commencement. 13. Peter Kaftarian, Director, Ministry of Health and Long -Term Care with information on the Enhanced Long -Term Care Home Renewal Strategy. 14. Grant Request from Wallacetown Agricultural Society. (see 2015 Grants Requests Report) Moved by Councillor Mennill Seconded by Councillor Wiehle THAT Correspondence Items #1 — 14 be received and filed. - Carried. OTHER BUSINESS Statements /Inquiries by Members The Director of Community and Cultural Services informed Council that the Elgin County Museum will be hosting a lecture on the Avro Arrow on Friday, February 26, 2015 at 2:00 p.m. Councillor Martyn noted that Council Chambers are often quite cold. The heat generated by the projector used for presentations causes the air conditioning in the room to turn on. Councillor Martyn wondered if there is a way that the thermostat can be moved away from the projector to prevent this problem. The Director of Engineering Services stated that options for wireless thermostats are being investigated at this time, which should solve this issue. Notice of Motion — None. Matters of Urgency — None. Council recessed at 11:17 a.m. and reconvened at 11:25 a.m. Closed Meeting Items Moved by Councillor Marr Seconded by Councillor Wiehle THAT we do now proceed into closed meeting session in accordance with the Municipal Act to discuss matters under Section 240.2 (a) security of the property of the municipality or local board — OPP Court Security Plan; Section 240.2 (d) labour relations or employee negotiations — Homes Medical Director — Contract Renewal Considerations; Section 240.2 (c) a proposed or pending acquisition or disposition of land by the municipality or local board — Dexter Line Relocation; and Section 240.2 (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board — Woodlands Clearing Application. - Carried. County Council 8 January 27, 2015 Moved by Councillor Marr Seconded by Councillor Wolfe THAT we do now rise and report. - Carried. The Tree Commissioner attended and explained the first item regarding an application for exemption. Moved by Councillor Currie Seconded by Councillor Martyn THAT Council approve the Application for Council Exemption subject to the following terms and conditions: 1) Replanting /reforestation of the area of the adjacent parcel so identified in the Application with 525 trees of species /stock acceptable to the Tree Commissioner; and, 2) Prior to the commencement of any harvest or replanting procedures as contemplated herein, full payment of all outstanding charges, including collection charges, as arising from the previous prosecution of violations for illegal harvest along the existing right -of -way lands; and, 3) Compliance with all signage and notification requirements for the harvest of trees as established under Woodlands Conservation By -Law 05 -03. - Carried. The Tree Commissioner left the meeting. Moved by Councillor Marr Seconded by Councillor Jones THAT the confidential report titled "Elgin County Court Security Plan" from the OPP dated August 2014 be received and filed. - Carried. There was a staff direction regarding the County's negotiations with the Homes Medical Directors regarding their contracts. Moved by Councillor Currie Seconded by Councillor Jones THAT the Chief Administrative Officer be authorized and directed to present formal offers to purchase lands required for the relocated Dexter Line to the property owners affected; and, THAT the appraised top of range value plus $500 (for legal counsel) be offered to each land owner. - Carried. Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor Marr Seconded by Councillor Currie THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. County Council 9 January 27, 2015 BY-LAWS Moved by Councillor Mennill Seconded by Councillor Jones THAT By -Law No. 15 -02 "Being a By -Law to Authorize Elgin County to Enter Into a One Year Pilot with Graham Scott Enns to Provide Information Technology Services" be read a first, second and third time and finally passed. - Carried. Moved by Councillor Wiehle Seconded by Councillor Currie THAT By -Law No. 15 -03 "Being a By -Law to Appoint a Land Division Committee and to Repeal By -Law No. 11 -02" be read a first, second and third time and finally passed. - Carried. Moved by Councillor Jones Seconded by Councillor Marr THAT By -Law No. 15 -04 "Being a By -Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the January 27, 2015 Meeting" be read a first, second and third time and finally passed. - Carried. ADJOURNMENT Moved by Councillor Currie Seconded by Councillor McWilliam THAT we do now adjourn at 12:00 p.m. and meet again on February 10, 2015 at the County Administration Building Council Chambers at 9:00 a.m. Mark McDonald, Chief Administrative Officer. - Carried. Paul Ens, Warden.