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11 - September 9, 2014 Minutes COUNTY COUNCIL MINUTES Tuesday, September 9, 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 Jenkins Seconded by Councillor Jones THAT the minutes of the meeting held on July 22, 2014 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF None. Moved by Councillor Ens Seconded by Councillor Walters THAT we do now move into Committee Of The Whole Council. - Carried. REPORTS Report of the Terrace Lodge Building Committee Warden David Marr, Councillors Couckuyt and Mennill The Warden presented the Terrace Lodge Building Committee report. Moved by Councillor Mennill Seconded by Councillor Couckuyt In view of the many constructive suggestions provided by Terrace Lodge and East Elgin residents, families, staff and others at the recent open house on the Terrace Lodge building project; and, eight years old and out of date; and, In recognition that the design standards and building requirements and resident preferences should be reviewed and updated as well; and, Knowing that an opportunity exists, with a provincial majority government, to lobby for adequate NOW THEREFORE BE IT RESOLVED THAT: 1) MMMC Architects be directed to design a new Terrace Lodge long-term care facility on land 2) New and updated cost estimates be determined by the architects based on the new facility design; and, 3) When these estimates are available, that Elgin County Council develop a strategy to lobby the provincial government for adequate partnership funding for the full rebuild; and, 4) That staff be directed to present the budget implications of this new rebuild to the incoming Council for its consideration in 2015. - Carried Unanimously. County Council 2 September 9, 2014 -Term Care Best Practices Initiative - 2014/2015 Director of Homes and Seniors Services The director presented the report recommending that Council renew an agreement with the ost a satellite location for a Best Practice Coordinator within the Elgin County Homes. Moved by Councillor Couckuyt Seconded by Councillor Ens THAT Council authorizes staff to sign a one year agreement with the RNAO for Elgin Manor to continue to be the host site for a Best Practice Coordinator; and, -Term Care Best Practices Initiative- September 1, 2014 be received and filed. - Carried. Homes - Oral Hygiene Policy - Revisions Director of Homes and Seniors Services The director presented the revised Oral Hygiene Policy. Moved by Councillor Mennill Seconded by Councillor Jones - Carried. Homes - Admin. 2.10 - Missing Resident - Draft Revisions Director of Homes and Seniors Services The director presented the revised Missing Resident Policy. Moved by Councillor Walters Seconded by Councillor Wiehle THAT the revised policy titled "Admin. 2.10 - . - Carried. Tuberculosis Screening, Skin Testing and Guidelines for Management of Tuberculosis Director of Homes and Seniors Services The director explained changes to the current tuberculosis screening procedures as provided to the homes by Elgin St. Thomas Public Health. Moved by Councillor Walters Seconded by Councillor Jones THAT the noted policies contained within the report titl Skin Testing . - Carried. Documentation, Care Plans and Conference Director of Homes and Seniors Services The director presented policy and procedural updates relating to the homes electronic documentation system. Moved by Councillor Jenkins Seconded by Councillor Ens THAT the noted policies contained within the report titled Plans and . - Carried. County Council 3 September 9, 2014 Responsive Behaviours Policy- New Director of Homes and Seniors Services The director presented Council with the new Responsive Behaviours Policy, a requirement of the Long-Term Care Homes Act (LTCH). Moved by Councillor Jenkins Seconded by Councillor Couckuyt THAT the noted policies contained within the report titl be approved and deleted as indicated. - Carried. Changes to Policy 8.200 Smoking in the Workplace Manager of Human Resources The manager presented changes to the Smoking in the Workplace Policy pertaining to the use of electronic cigarettes and devices that simulate smoking. Moved by Councillor Jones Seconded by Councillor Couckuyt THAT amendments to the policy 8.200 Smoking in the Workplace be approved as submitted. - Carried. Changes to Policy 2.110 Violence in the Workplace Manager of Human Resources The manager presented changes to the Violence in the Workplace Policy. Moved by Councillor Walters Seconded by Councillor Mennill THAT amendments to the policy 2.110, Violence in the Workplace, be approved as submitted. - Carried. 2014/2015 Events Calendar Elgin County United Way Special Events Committee Chair The committee chair presented the fundraising events calendar for September 2014 - August 2015. Moved by Councillor Mennill Seconded by Councillor McWilliam 2014/2015 activities. - Carried. FedDev Funding Application Business Development Coordinator The coordinator through the Investing in Regional Diversification Fund, in partnership with The Arts & Cookery Bank, to support the agri-food sector in the region. Moved by Councillor Jones Seconded by Councillor McWilliam THAT a FedDev Investing in Regional Diversification application be submitted by Economic Development staff for $461,750 to support The Arts & Cookery Bank in order to enhance local and regional economic development. - Carried. Restructuring: Economic Development General Manager of Economic Development The general manager presented the report outlining changes to staffing in the Economic Development Department. County Council 4 September 9, 2014 Moved by Councillor Couckuyt Seconded by Councillor Walters THAT the staffing realignment within the Economic Development Department proceed, as described in the August 26, 2014 report, with the allocation of the approximate efficiency of $50,000.00 being determined during the 2015 budget deliberations. - Carried. Quarterly Information Report - Contract Awards April 1, 2014 to June 30, 2014 Purchasing Coordinator The coordinator presented the report outlining all contract awards exceeding $15,000 between April 1, 2014 and June 30, 2014. Moved by Councillor Jones Seconded by Councillor Jenkins - Contract Awards, April 1, 2014 to June 30, from the Purchasing Coordinator dated August 21, 2014 be received and filed. - Carried. Development Charge RFP Award Director of Financial Services The director presented the report recommending that Hemson Consulting Ltd. be awarded the contract to conduct a Development Charge Background Study for Elgin County. Moved by Councillor Walters Seconded by Councillor Couckuyt THAT the contract for the Development Charge Background Study (RFP# 2014-29) be awarded to Hemson Consulting Ltd. for a total cost of $29,940.00 plus HST; and, THAT the Warden and Chief Administrative Officer be authorized to sign the contract. - Carried. July Budget Performance Director of Financial Services The director presented the budget comparison for July 2014 for the County with favourable performance of $219 thousand bringing the year-to-date to $547 thousand favourable. Moved by Councillor Jones Seconded by Councillor Wiehle from the Director of Financial Services dated August 20, 2014 be received and filed. - Carried. Ontario Community Infrastructure Fund and New Building Canada Fund/Small Communities Fund Director of Engineering Services The director presented the report recommending that the County apply for funding under the OCIF program for the Dexter Line Relocation Project and the SCF Program for the Mapleton Bridge replacement. Moved by Councillor Mennill Seconded by Councillor Ens THAT the County of Elgin submit an Expression of Interest (EOI) for the construction of Dexter Line as a joint application with the Township of Malahide and the Municipality of Bayham for the Ontario Community Infrastructure Fund (OCIF) Program; and, County Council 5 September 9, 2014 THAT the County of Elgin submit an EOI for the Mapleton Bridge replacement, on Belmont Road for the Small Communities Fund (SCF) Program; and, THAT MP Joe Preston and MPP Jeff Yurek be forwarded a copy of this report and approved recommendation. - Carried. Approval to Award a Request for Proposal - Supply of 13 Defibrillators Director of Engineering Services The director presented the report requesting permission to award the request for proposal for 13 defibrillators for Elgin St. Thomas EMS prior to the October 21, 2014 Council meeting in an effort to expedite the process. Moved by Councillor Jenkins Seconded by Councillor McWilliam THAT staff be authorized to award the proposal for the supply of thirteen (13) defibrillators (RFP# 2014- budget allocations; and, THAT staff report back to Council with the results at the October 21, 2014 Council meeting. - Carried. Ambulance Vehicle Replacements in 2014, 2015 and 2016 Director of Engineering Services The director presented the report on Elgin County ambulance fleet replacements scheduled for 2014, 2015 and 2016. Moved by Councillor Mennill Seconded by Councillor Ens THAT the contract for the supply and Delivery of Type III Ambulances (RFP# 2014-26) be awarded to Crestline Coach Limited; and, THAT two ambulances be purchased in 2014 at their quoted price of $246,312, inclusive of the trade in allowance and exclusive of taxes, which have been approved in the 2014 Capital Budget; and, THAT the additional funds required for 2014 be sourced from the Capital Reserve; and, THAT the County accept the trade in offered by Crestline Coach Limited for the vehicle noted in this report; and, THAT staff be authorized to purchase and trade in two ambulances in 2015 and two ambulances in 2016 from Crestline Coach Ltd., using firm pricing obtained in this contract, all subject to capital budget approval and sufficient funding; and, THAT the Warden and Chief Administrative Officer be authorized to sign the contract. - Carried. Speed Zone Amendment: Dexter Line and Culloden Road Deputy Director of Engineering Services The deputy director presented the report recommending reducing the speed limit on Dexter Line to 60 km/h for 400 meters east of East Road and extending the existing 60km/h reduced speed zone on Culloden Road south of Eden Line for a distance of 100m. County Council 6 September 9, 2014 Moved by Councillor Walters Seconded by Councillor Jones THAT the existing speed zone by-law be amended as follows: A reduced speed zone of 60km/h be established on Dexter Line from East Road, extending 400m east, and, The existing reduced speed zone on Culloden Road be extended from Eden Line to 100m south of Eden Line; and, THAT the O.P.P. be notified of the changes to the speed zone by-law. - Carried. Cycling Master Plan Adoption Deputy Director of Engineering Services The deputy director presented the report recommending that Council adopt the Cycling Master Plan. Moved by Councillor Couckuyt Seconded by Councillor McWilliam THAT the Elgin - St. Thomas Cycling Master Plan (Sept. 2014) be adopted as a planning and resource tool; and, THAT the roads identified under Option #3 of this report (Sunset Road, Imperial Road and East Road) receive paved bicycle lane shoulders and be included in the 2015 Capital Budget; and, THAT the Cy Management Plan in 2019. - Carried. Elgin County Council Student Day Director of Community and Cultural Services The director presented the report recommending that Council postpone Council Student Day until early 2015 to avoid conflict with the upcoming municipal election. Moved by Councillor Mennill Seconded by Councillor Walters THAT Council postpone hosting Student Day until 2015 in view of the pending Municipal Election in 2014. - Carried. Council recessed at 10:12 a.m. for the annual Council photo and reconvened at 10:40 a.m. Approval for Official Plan Amendment No. 10 - J. G. Walker Land and Cattle Co. Inc. Manager of Planning The manager Moved by Councillor Mennill Seconded by Councillor Jenkins THAT the Council of the Corporation of the County of Elgin gives approval to Official Plan Amendment No. 10 to the Township of Malahide Official Plan, File No. MA-OPA10-14 for J. G. Walker Land and Cattle Co. Inc.; and, THAT staff is directed to provide notice as required by the Planning Act. - Carried. County Council 7 September 9, 2014 Final Approval for a Plan of Subdivision - West Lorne Holdings Ltd. Manager of Planning The manager presented the report advising Council that final approval for a plan of subdivision in Dutton-Dunwich was given on August 11, 2014. Moved by Councillor McWilliam Seconded by Councillor Walters THAT thion (West Lorne Holdings Ltd.) from the Manager of Planning dated August 28, 2014 be received and filed. - Carried. CORRESPONDENCE Items for Consideration 1. Yvonne Brooks, Chamber President, Dutton-Dunwich Chamber of Commerce requesting a financial contribution to assist with expenses for the annual Business Showcase titled Christmas Market on Saturday, November 29, 2014. 2. Brent Kennedy, Director/A, Rural Programs Branch, Ministry of Agriculture, Food and Rural Affairs, with information on how to obtain infrastructure project funding from the Ontario Community Infrastructure Fund (OCIF) and Small Communities Fund (SCF) with a deadline of September 19, 2014 to submit Expressions of Interest. The following recommendation was adopted in regard to Correspondence Item #1: Moved by Councillor McWilliam Seconded by Councillor Wiehle THAT Correspondence Item #1 be referred to the Economic Development Department to fund the event to the extent possible within its 2014 Budget. - Carried. The following recommendation was adopted in regard to Correspondence Item #2: Moved by Councillor Mennill Seconded by Councillor Jenkins THAT Correspondence Item #2 be received and filed. - Carried. Items for Information (Consent Agenda) 1. Laurie Spence Bannerman, CAO/Clerk, Municipality of Dutton Dunwich, with a resolution regarding Review of Term Limits of Municipal Councils. 2. Ministry of Health and Long-Term Care advising County of Elgin of funding support for the expansion of community paramedicine initiatives. 3. David Catt, IPM Scholarship recipient thanking County Council for funds received to pursue his education. Moved by Councillor Mennill Seconded by Councillor Walters THAT Correspondence Items #1 3 be received and filed. - Carried. County Council 8 September 9, 2014 OTHER BUSINESS Statements/Inquiries by Members Councillor McWilliam spoke about the ICE Bucket Challenge that was undertaken by Dutton-Dunwich staff and council in honour of the former fire chief who suffered from ALS. Councillor McWilliam issued the challenge to County Council members. Moved by Councillor Mennill Seconded by Councillor Couckuyt THAT Elgin County Council donates $1000 to a local ALS Charity. - Carried. Notice of Motion None. Matters of Urgency None. Closed Meeting Items Moved by Councillor Couckuyt Seconded by Councillor Mennill 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 or employee negotiations Contract Considerations; 240.2 (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board - Service Agreement and Technical Standards Evaluation. - Carried. Moved by Councillor Walters Seconded by Councillor Jenkins THAT we do now rise and report. - Carried. Moved by Councillor Walters Seconded by Councillor Mennill THAT the Chief Administrative Officer be authorized and directed to sign a contract extension to December 31, 2015 with the incumbent County Planner (Part-time) under the existing terms of conditions of the present contract. - Carried. The Chief Administrative Officer provided a verbal update to Council about the joint service agreement with the City of St. Thomas which is still in legal hands. Moved by Councillor Jenkins Seconded by Councillor Jones THAT staff be directed to complete the works as required by the Technical Standards & Safety Authority (TSSA) for a variety of items (such as hot water tanks) at the long-term care facilities; and, THAT the $100,000 be reallocated from the Capital Reserve; and, THAT the County Solicitor review this file to determine if there is any method of recovering these costs and report back. - Carried County Council 9 September 9, 2014 Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor Walters Seconded by Councillor McWilliam THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. BY-LAW Moved by Councillor Jenkins Seconded by Councillor Ens THAT By-Law No. 14-23 -Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the September 9, 2014 second and third time and finally passed. - Carried. ADJOURNMENT Moved by Councillor Walters Seconded by Councillor Jones THAT we do now adjourn at 11:35 a.m. and meet again on October 21, 2014 at the County Administration Building Council Chambers at 9:00 a.m. - Carried. Mark McDonald, David Marr, Chief Administrative Officer. Warden.