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07 - May 12, 2015 MinutesCOUNTY COUNCIL MINUTES Tuesday, May 12, 2015 The Elgin County Council met this day at th-A• • ding at '11. with all members present except Councillor McWilliam (regrets). Warden Ens in the Chair. Moved by Councillor Wiehl- • •-. onded by Councillor Jonel THAT the minutes of the meeting held on April 14, 2015 be adopted. 111:1111 a:4 Ms. Shirley Biro, Volunteer Member of VON Community Relations & Advocacy Committee and Ms. Julie Simpson, VON Fund Development Coordinator presented a PowerPoint giving an overview of the VON in Middlesex -Elgin, the organization's impact on community health in Elgin, and inviting Council to participate in the VON Great Community Run, Walk'n'Roll event in Mt. Brydges on June 28, 2015. Moved by Councillor4T,'Iarr Seconded by Councillor Currie THAT the PowerPoint titled "VON Middlesex -Elgin" from the VON, dated May 12, 2015 be received and filed. Mr. Jason Bevan, Hemson Consulting Ltd. presented the results of a development charges study done for Elgin County. The presentation included the background of development charges in Elgin, an overview of the Development Charges Act, a proposed development charges rate structure for Elgin County and development charges comparisons with neighbouring municipalities. Some members of Council expressed concerns regarding the total cost of these charges when combined with lower -tier development fees making Elgin less competitive with neighbouring jurisdictions. Moved by Councillor Marr Seconded by Councillor Mennill THAT the PowerPoint titled "Elgin County 2015 Development Charges Study Council Information Session" from Hemson Consulting Ltd., dated May 12, 2015, be received and filed with no further action being taken. il 111i llll�pllplli�llll 1`1111111111rnlrll I liq i r 1!111111101 Mr. Kevin Jackson, EBRC General Manager presented a report summarizing the activities of the Elgin Business Resource Centre from March 2014 — March 2015. The summary included fiscal year-end numbers, economic impact, and business success stories. County Council 2 Moved by Councillor Jones Seconded by Councillor Wolfe May 12, 2015 THAT the presentation titled "Elgin Business Resource Centre County of Elgin Council Presentation" from the Elgin Business Resource Centre, dated May 12, 2015 be received an filed. I Em A Every Staqe Ms. Ronda Stewart, Manager of the Elgin / St. Thomas Small Business Enterprise Centre presented a PowerPoint outlining the objectives of the Small Business Enterprise Centre, its activities, upcoming events and an overview of the Summer Company and Starter Company programs. Moved by Councillor Martyn Seconded by Councillor Marr THAT the presentation titled "Elgin / St. Thomas Small Business Enterprise Centre — Helping Small Business at Every Stage" from the Small Business Enterprise Centre, dated May 12, 2015 be received and filed. 91NIMMI Council recessed at 10: 18 a.m. for a ceremonial tree planting in honour of Arbor Week anit' reconvened at 10:37 a.m. Moved by Councillor Currie Seconded by Councillor Jones lrllg 111111 190-rew imp lZ44:011 11 1 1 Pill I � 1 11 1 11111 1: A, Manager of Planning The Chief Administrative Officer presented the report advising County Council that final approval was given for a plan of vacant land condominium in the Municipality of Central Elgin on April 15, 2015. Moved by Councillor Marr Seconded by Councillor Jonel THAT the report titled "Final Approval for Plan of Vacant Land Condominium, File Number 34CD-1 3002 (Prespa Construction Ltd.)" from the Manager of Planning, dated April 16, 2015 be received and filed. 11roy-=11- 411 ITSTRIM&F 2015 — Purchasing Coordinator The coordinator presented the report outlining contracts awarded that exceeded $15,000 between January 1, 2015 to March 31, 2015 as per the County's Purchasing Policy. County Council 3 Moved by Councillor Wolfe Seconded by Councillor Mennill May 12, 2015 THAT the report titled "Quarterly Information Report - Contract Awards, January 1, 2015 to March 31, 2015" from the Purchasing Coordinator, dated April 22, 2015 be received and filed. 1040=2 011 q Selection of Consultant — Director of Engineering Services The director presented the report providing details on the Request for Proposal (RFP) process and is seeking Council's approval to award the contract for the Highway 3 Transportation Needs Assessment Study to the recommended Consultant. Moved by Councillor Currie Seconded by Councillor Jones THAT MMM Group Ltd. be selected to complete the Highway 3 Transportation Needs Assessment Study from St. Thomas to Aylmer at a total price of $239,000, plus HST; and, THAT approval be conditional upon receipt of confirmation from the Ministry of Transportation that they concur with the selection of the Consultant and agree to fund 50% of the cost; and, THAT the County's share of the project cost be allocated from the 2015 capital surplus; and, THAT the Warden and Chief Administrative Officer be authorized to sign the contract. u= • III i 11% 111111111111 11 �,v of Engineering Services The deputy director presented the report recommending that Gary D. Robinson Contracting Lt e awarded o the cntract p for the Culvert Slilining Tender. I b i M. ice] i TO FE -16, 0 0=0101M 11 rem IVA V M I I THAT Gary D. Robinson Contracting Ltd. be selected for the Culvert Sliplining Tender, Contract No. 6290-15-03 at a total price of $208,588.27 exclusive of HST; and, 11111111`11115 190-57=2 ej 111i p P Mrs M=6 !��11 I r �lI I r—x,, 10,611, 1 M, 5&Z"Imm Me` Engineering Services The deputy director presented the report providing details on the Request for Proposal (RFP) process and is seeking Council's approval to award the Engineering Services contract for the Realignment of Dexter Line (County Road 24) in the Municipality of Central Elgin and Township of Malahide to WSP Canada. Moved by Councillor Mennill Seconded by Councillor Jones THAT WSP Canada be selected to provide Engineering Services for the Dexter Line project at a total price of $396,377.00, plus HST; and, THAT approval be conditional upon receipt of confirmation from the Township offfilalahide tha-f they concur with the selection of the Consultant; and, County Council 4 May 12, 2015 THAT the Warden and Chief Administrative Officer be authorized to sign the contract. Services The deputy director presented the report summarizing road maintenance expenditures as reported by Elgin's municipal partners. Moved by Councillor 11larr Seconded • Councillor Currie THAT the report titled "2014 County Road Maintenance Expenditures" from the Deputy Director of Engineering Services, dated April 22, 2015 be received and filed. Q4&I I .f A Programs and Community Develo The manager presented the report providing Council with an overview of recent library programs, partnerships and activities including the "Love • Library" program, March Break programming, Maker Space programming and the Mini Canadian Film Festival. Moved by Councillor Wolfe Seconded by Councillor Currie THAT the -•• titled • • Library — Recent Programs, Partnerships and Activities )) from the Manager of Programs and Community Development, dated April 7, 2015 be received • filed. �IpIl 111pliq I Cultural Services The director presented a report updating Council on the progress of the regional partnership with London Public Library and St. Thomas Public Library for the implementation of Sierra library services platform provided by Innovative Interfaces. Moved by Councillor Mennill Seconded by Councillor Martyn THAT the report titled "Library Software Regional Partnership Update" from the Director of Community and Cultural Services, dated April 20, 2015 be received and filed. Cultural Services The director presented the report informing Council that the Province of Ontario's funding contribution that supports on-line library resources is currently under examination for renewal and recommending that Council voice support for the continuation of this funding. County Council 5 Moved by Councillor Martyn Seconded by Councillor Wiehle May 12, 2015 THAT the Warden on behalf of Council issue a letter of support to the Minister of Tourism, Culture and Sport with copies to the Minister of Finance and the Southern Ontario Library Service to ensure on-going funding for provincially supported on-line resources of the Elgin County Library in light of their usage and value to the public. The director presented the budget comparison for the County through March 2015 with a year-to- date performance of $146,000 favourable. Moved by Councillor Mennill Seconded by Councillor Marr THAT the report titled "First Quarter Budget Performance" from the Director of Financial Services, dated April 23, 2015 be received and filed. The director presented the report requesting Council's permission to reallocate $15,000 from the Capital Budget to make safety modifications to Terrace Lodge. Moved by Councillor Jones Seconded by Councillor Currie THAT Council authorize the reallocation of capital funds for the purchase and installation of safety measures for Terrace Lodge; and, THAT staff report back to Council upon completion of the safety measures. WV =M- Vesources The director presented the report informing Council of a change to Human Resources Policy 12.100 (Payments on Retirement). Moved by Councillor Jones Seconded by Councillor Currie THAT County Council approve the recommended change to Human Resources Policy 12.100 regarding the elimination of invitations to the Warden's Banquet upon staff retirements. Councillor Mennill discussed Ex -Warden John Wilson's comments from the Ex -Warden's Association Luncheon regarding changes to the Warden's Dinner. abi. 0, 1 Lice] UTMITTVTKOO• �*- Miew 1. St. Thomas & District Chamber of Commerce Membership Invoice for 2015-2016 with Building Fund Contribution Option. i County Council 6 May 12, 2015 2. Tammy Sikma, Manager of GIS, County of Peterborough, with a resolution seeking supporl. for the Province of Ontario to maintain and continue the current imagery update cycle and renew the Ontario Imagery Strategy beyond 2017. 3. Randy Hope, Mayor, Municipality of Chatham -Kent requesting a $20,000 interim payment to move the SWIFT project forward by completing the technical and outreach work which will help complete the business plan. 111 � � � � � � � 11 111p, � 0111111M IIUG�Vi•- - - - Moved by Councillor Marr Seconded by Councillor Mennill THAT the Corporation of the County of Elgin renew its membership in the St. Thomas and District Chamber of Commerce and make a contribution to the building fund. 900=_ 43 The following recommendation was adopted in regard to Correspondence Item #2: Moved by Councillor Martyn Seconded by Councillor Jones THAT the Corporation of the County of Elgin support the resolution from the County of Peterborough requesting that the Province maintain Land Information Ontario's (LIO) curre aerial imagery update cycle and renew the Imagery Strategy beyond 2017. 1 Moved by Councillor Marr Seconded by Councillor Wiehle THAT Corporation of the County of Elgin approve a $20,000 interim payment to the Western Ontario Warden's Caucus for the SWIFT project. immmr i I iii, 1. M. Casavecchia-Somers, Chief Administrative Officer/Clerk, Township of Malahide with resolution regarding the relocation of students from Pierre Elliott Trudeau French Immersion Public School to Port Stanley Public School. 2. Hon. Jeff Leal, Minister of Agriculture, Food and Rural Affairs, responding to Council's concerns regarding Ontario's Pollinator Health Strategy. 3. Hon. Bill Mauro, Minister of Natural Resources and Forestry, with response to Elgin County's Phragmites australis concerns. 4. J. Bee Oke, with thank you note to Director of Community and Cultural Services, commending the John Kenneth Galbraith Reference Library staff for their pleasant and efficient service. 5. Media Release from St. Thomas Elgin General Hospital re: Decentralized Patient Registration Process. 6. Norma I. Bryant, Clerk, The Municipality of West Elgin with resolution re: Pupil Accommodation Review Guidelines (PARC). 7. Mon. Bob Chiarelli, Minister of Energy, announcing intention to proceed with an Initial Publig. Offering of shares in Hydro One Inc. I 8. Media Release from MPP Jeff Yurek's office announcing the passing of "Ryan's Law" County Council 7 May 12, 2015 9. Mayor Dan Mathieson & Stratford City Council with an invitation to "Sound of Music" performance at the Festival Theatre on Civic Night, Wednesday, June 24, 2015. 10. A thank you from the family of the late Hon. Fletcher S. (Tommy) Thomas for letter of support nominating Mr. Thomas into the Ontario Agricultural all of Fame. 11. Vinothini Kajendran, Municipal Programs and Education Branch, Ministry of Municipal Affairs and Housing with a notice announcing the process for Ministers' and Parliamentary Assistants' Delegations at the AMO Combined Conference on August 16 — 18, 2015 in Niagara Falls. 12. Ontario Energy Board Notice to Customers of Union Gas Limited. Moved by Councillor Mennill Seconded by Councillor Currie THAT Correspondence Items #1 - 12 be received and filed. I I 1006=2 q I OTHER BUSINESS Statements/Inguiries by Members Councillor Martyn commended Councillor Wiehle and the Municipality of West Elgin for being recognized by the Architectural Conservancy of St. Thomas for restoration work in West Lorne. Warden Ens reminded Councillors to submit their visioning surveys to the Chief Administrative Officer at their earliest convenience. Notice of Motion — one. Matters of Urgency — one. Closed Meeting Items Moved by Councillor Wiehle Seconded by Councillor Wolfe 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 — Clinical Associates — Lease Extension and Arc Financial Planning Group Ltd. — Lease Extension; Section 240.2 (d): labour relations or employee negotiations — Tentative Collective Agreement — Ontario Nurses' Association; Section 240.2 (c): a proposed or pending acquisition or disposition of land by the municipality or local board — Update #4 Dexter Line Land Purchases; Section 240.2 (f): advice that is subject to solicitor client privilege, including communications necessary for that purpose — Regional Rideshare Advice. Moved by Councillor Martyn Seconded by Councillor Currie THAT we do now rise and report. 9w-�- 0 Moved by Councillor Jones Seconded by Councillor Martyn 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, County Council 8 May 12, 2015 THAT the lease start on May 1, 2015 for a lease rate of $15.45 per square foot for one year, ($7,802.25 annual payment), plus the HST; 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 commence on May 1, 2015 for a lease rate of $15.70 per square foot for one year, ($7,850.00 annual payment), plus the HST. Moved by Councillor Mennill Seconded by Councillor Marr THAT County Council approves the confidential report titled "Tentative Collective Agreement — Ontario N u rses' Association" from the Director of Human Resources, dated May 1, 2015 and 'the recommendations contained therein; and, THAT the Warden and Chief Administrative Officer be authorized and directed to sign the Collective Agreement between the parties, subject to ratification. Moved by Councillor Currie Seconded by Councillor Wolfe THAT the confidential update on the acquisition of lands along the preferred route for tht relocation of parts of Dexter Line from the County Solicitor be received and filed. 111106=12 011 The County Solicitor provided advice as requested by Council, concerning liability and other legal matters regarding the County's participation in the Regional Rideshare Program. It is further noted that discussions are still ongoing. " ••' 11117 11• IR•I"' I - 1, Moved by Councillor Wiehle Seconded by Councillor Jones THAT By -Law No. 15-16 "Being a By -Law to Confirm Proceedings of the Municipal Council the Corporation of the County of Elgin at the May 12, 2015 Meeting" be read a first, second and third time and finally passed. I County Council 9 May 12, 2015 Moved by Councillor Currie Seconded by Councillor Wolfe THAT we do now adjourn at 12:04 p.m. and meet again on May 26, 2015 at the County Administration Building Council Chambers at 9:00 a.m. Chief Administrative Officer.