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12 - October 21, 2014 MinutesCOUNTY COUNCIL MINUTES Tuesday, October 21, 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. The Warden began the meeting by informing Council that Eastern Ontario Warden's Caucus Chair Jean Paul St. Pierre had recently passed away. ADOPTION OF MINUTES Moved by Councillor Walters Seconded by Councillor Jenkins THAT the minutes of the meeting held on September 9, 2014 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF — None. DELEGATIONS Port Burwell's Market Square 1830 Ms. Start presented a PowerPoint with information about a property in downtown Port Burwell referred to as Market Square. Moved by Councillor Mennill Seconded by Councillor Jones THAT the PowerPoint presentation titled "Port Burwell's Market Square 1830" from Susan Start be received and filed. *(see accompanying resolution on page 2) - Carried. Community Paramedicine Initiative Program Overview Randy Denning of Medavie EMS presented a PowerPoint with information regarding the Community Paramedicine Initiative Program. He also spoke briefly about what EMS is doing to be prepared for potential cases of the Ebola virus. Moved by Councillor Ens Seconded by Councillor Couckuyt THAT the PowerPoint presentation titled "Community Paramedicine Initiative Program Overview" from Randy Denning, Medavie EMS be received and filed. **(see accompanying resolution on page 2) - Carried. Moved by Councillor Wiehle Seconded by Councillor McWilliam THAT we do now move into Committee Of The Whole Council. - Carried. County Council 2 October 21, 2014 REPORTS * Approval for Official Plan Amendment No. 12 (Market Square), Municipality of Barham - Manager of Planning The manager presented the report providing County Council with information required in order to consider granting approval to Official Plan Amendment No. 12, Municipality of Bayham. Moved by Councillor Walters Seconded by Councillor Jenkins THAT Official Plan Amendment No. 12 (Market Square), the Municipality of Bayham be deferred; and, THAT staff review information presented at the October 21, 2014 meeting given the questions raised concerning the Title to the land which may be a road allowance. - Carried. ** Community Paramedicine Update — Director of Enaineerina Services The director presented the report outlining the benefits and potential barriers of implementing a Community Paramedicine program in Elgin County. The information presented included testimonials from other organizations currently implementing this program. Moved by Councillor Mennill Seconded by Councillor Wiehle THAT the Warden and Chief Administrative Officer be authorized and directed to sign an agreement with the Province of Ontario for $80,000 Community Paramedicine funding for the County of Elgin and the City of St. Thomas; and, THAT a two-year pilot project be initiated in the Municipality of Bayham; and, THAT the necessary by-law be drafted. - Carried. Council recessed at 10:10 a.m. and reconvened at 10:25 a.m Supply of Thirteen Defibrillators - Contract Award Update — Director of Engineering Services Having previously been authorized to award the contract, the director presented the report informing Council that the successful proponent of the Request for Proposal to supply 13 defibrillators was Physio -Control Inc. Moved by Councillor Mennill Seconded by Councillor Jenkins THAT the report titled "Supply of Thirteen Defibrillators - Contract Award Update" from the Director of Engineering Services dated October 2, 2014 be received and filed. - Carried. Award of Tender - Administration Building Contract Cleaning Services — Director of Engineering Services The director presented the report recommending that Council award Innovative Group the tender for Administration Building contract cleaning services. Moved by Councillor Jones Seconded by Councillor Ens THAT Innovative Group be selected for the Administration Building Contract Cleaning Services Tender, Contract No. 2014-31 at a total price of $204,555.00 exclusive of H.S.T. for a three (3) year term expiring October 31, 2017; and, County Council 3 October 21, 2014 THAT staff be authorized to extend the contract with Innovative Group for a further two years effective November 1, 2017 to October 31, 2019 subject to successful delivery of services and favourable rate negotiations for the two-year extension; and, THAT the Warden and Chief Administrative Officer be authorized to sign the contract. - Carried. Final Approval for a Plan of Subdivision (Avlmer). Doua Tarry Ltd. — Manaaer of Plannin The manager presented the report advising Council that final approval was given for a Plan of Subdivision in the Town of Aylmer on September 5, 2014. Moved by Councillor Couckuyt Seconded by Councillor Jenkins THAT the report titled "Final Approval for a Plan of Subdivison (Doug Tarry Ltd.)" from the Manager of Planning dated September 18, 2014 be received and filed. - Carried. Ontario Municipal Board Hearing, Town of Aylmer — Manager of Planning The manager presented the report recommending that Council direct the Manager of Planning to provide planning evidence if required at the OMB hearing regarding Official Plan Amendment No. 12 for the Town of Aylmer. Moved by Councillor Mennill Seconded by Councillor Couckuyt THAT the Manager of Planning attend the OMB hearing and provide planning evidence if required by the presiding Ontario Municipal Board Member. - Carried. Source Protection Municipal Implementation Fund (SPMIF) — Collaboration Incentive — Manager of Planning The manager presented a report recommending that Council support a proposal from the Kettle Creek Conservation Authority to provide assistance to the County of Elgin and three other municipalities and utilize a collaboration incentive under the Source Protection Implementation Fund provided by the Province. Moved by Councillor Walters Seconded by Councillor Jones THAT County Council endorses the proposal submitted by Kettle Creek Conservation Authority titled "Kettle Creek Source Protection Plan Implementation" and authorizes the Chief Administrative Officer to sign the collaboration agreement on behalf of the County of Elgin. - Carried. Planning Activities Report — Manager of Planning The manager presented the report outlining planning activities that County staff has been involved in since the Elgin County Official Plan was approved and those activities that staff will be engaged in over the next year. Moved by Councillor Walters Seconded by Councillor Couckuyt THAT the report titled "Planning Activities Report' from the Manager of Planning dated October 7, 2014 be received and filed. - Carried. County Council October 21, 2014 Elgin County Archives - Recent Acquisitions, Projects and Activities — Manager of Archives The manager presented the report with a corresponding photo presentation giving Council an overview of recent archival projects, activities and acquisitions. Notable acquisitions include the John Wise Papers and the Burwell Family Collection. Moved by Councillor Jenkins Seconded by Councillor Mennill THAT the report titled "Elgin County Archives - Recent Acquisitions, Projects and Activities" from the Manager of Archives dated October 3, 2014 be received and filed. - Carried. Elgin County Library Supervisory Staff Update — Director of Community and Cultural Services The director presented the report introducing three new library supervisory staff members to Council. Moved by Councillor Couckuyt Seconded by Councillor Walters THAT the report titled "Elgin County Library Supervisory Staff Update" from the Director of Community and Cultural Services dated September 30, 2014 be received and filed. - Carried. Resolution to Investigate Public Library Pricing for eBooks and eMagazines — Director of Community and Cultural Services The director presented the report explaining that public libraries in Canada are being charged exorbitant prices for electronic books and magazines in comparison to print rates and are struggling to find a workable model for loan of these materials. The report sought Council's support for a resolution from the Ottawa Public Library Board expressing its frustration with the slow pace of progress on this issue. Moved by Councillor McWilliam Seconded by Councillor Couckuyt THAT Elgin County Council endorses recent action taken by the Ottawa Public Library Board regarding publishers' restrictive practices in making electronic content available to public libraries by supporting the following resolution: WHEREAS the Elgin County Library is committed to providing equitable access to information and services regardless of format and customer demand for eBooks and eMagazines is increasing; and, WHEREAS Elgin County Library staff are working together with publishers to find mutually beneficial solutions so that public library customers have access to the wide range of eBooks and eMagazines they have available to them in a physical printed copy; and, WHEREAS the specialized market terms for libraries provided by some publishers for the purchase of eBooks and eMagazines restrict the Elgin County Library's ability to purchase these materials for public use, resulting in an inequity of access to electronic content, significant constraints on the Elgin County Library budget, and an undermining of the Elgin County Library's ability to fulfill its role; THEREFORE BE IT RESOLVED THAT Elgin County Council: 1. Request that the Department of Canadian Heritage and the Ontario Ministry of Tourism, Culture and Sport investigate publishers' restrictive practices in making eBooks and eMagazines available to public libraries, including the higher prices charged to public libraries; and, County Council October 21, 2014 2. That the Warden on behalf of Elgin County Council bring the issues faced by libraries in obtaining access to eBooks and eMagazines to the attention of the Competition Bureau of Canada. - Carried. Code of Conduct Policy for Library Patrons — Director of Community and Cultural Services The director presented the report recommending that Council adopt a Code of Conduct to govern appropriate behaviour for library patrons. Moved by Councillor Jenkins Seconded by Councillor Mennill THAT the "Code of Conduct for Library Patrons" be hereby adopted. - Carried. Palmer Estate Donation to Aylmer Library — Director of Community and Cultural Services The director presented the report recommending that Council accept a donation of $40,000 from the Dorothy Fay Palmer Estate in order to create a MakerSpace area at the Aylmer Library. Funds will go to the purchase and maintenance of 3D printing technology that will benefit youth in the area. Moved by Councillor Couckuyt Seconded by Councillor Jones THAT the Warden and Chief Administrative Officer enter into an agreement with the Trustee of the Estate of Dorothy Fay Palmer for the donation of $40,000 to the Elgin County Library for the purposes of purchasing technology and equipment to benefit youth at the Aylmer Library; and, THAT a capital project in the amount of $40,000 be established in the budget of the Elgin County Library according to the terms of the agreement; and, THAT the Warden issue a letter of appreciation to the Trustee of the Estate of Dorothy Fay Palmer to acknowledge this generous donation. - Carried. 2014 - 2016 Victorian Order of Nurses Meals on Wheels Contract Renewal — Director of Homes and Seniors Services The director presented the report recommending that Council renew the Meals on Wheels contract with the Victorian Order of Nurses (VON). Moved by Councillor Wiehle Seconded by Councillor Walters THAT the current price of VON Meals on Wheels remain $6.50 for the 2014 - 2016 contract year(s); and, THAT Council authorize the Chief Administrative Officer to sign the 2014 - 2016 VON Meals on Wheels agreement. - Carried. Homes - Bed Safety - Prevention Entrapment Policy — Director of Homes and Seniors Services The director presented the policy outlining the steps taken at Elgin County Homes to prevent bed entrapment. County Council Moved by Councillor Jenkins Seconded by Councillor Mennill October 21, 2014 THAT Council approve the policy titled "Bed Safety — Prevention of Entrapment". - Carried. Auaust Budaet Performance — Director of Financial Services The director presented the report outlining a favourable budget performance of $100,000 for the month of August. Moved by Councillor Jones Seconded by Councillor Ens THAT the report titled "August Budget Performance" from the Director of Financial Services dated September 22, 2014 be received and filed. - Carried. 2013 Audited Consolidated Financial Statements — Director of Financial Services The director presented the 2013 Audited Consolidated Financial Statements in a user-friendly format. Moved by Councillor Mennill Seconded by Councillor Couckuyt THAT the 2013 Audited Consolidated Financial Statements be approved for publication. - Carried. 2014 IT Security Audit— Manager of Information Technology The manager presented the report summarizing the results of the 2014 IT Security Audit. Moved by Councillor Jones Seconded by Councillor Ens THAT the report titled "2014 IT Security Audit" from the Manager of Information Technology dated October 21, 2014 be received and filed. - Carried. Countv of Elain Email Address — Manaaer of Information Technolo The manager presented the report recommending that Council accept the change of employee email domains from elgin-county.on.ca to elgin.ca. Moved by Councillor Jenkins Seconded by Councillor Couckuyt THAT the report titled "County of Elgin Email Address" from the Manager of Information Technology dated October 21, 2014 be received and filed. - Carried. Councillor iPADS — Manager of Information Technology The manager presented the report recommending that Councillors return their iPADS at the end of their term to be repurposed for use in the County's long-term care homes and library branches. County Council Moved by Councillor Mennill Seconded by Councillor Walters October 21, 2014 THAT iPads currently being used by County Councillors be returned to staff for redistribution to County of Elgin long-term care homes and libraries. - Carried. CORRESPONDENCE Items for Consideration 1. Allison Holtzhauer, CAO, Clerk -Treasurer, Township of Greater Madawaska, with a resolution seeking support for the Protection of Public Participation Act, 2014 (Bill 83) and requesting Bill 83 be re -introduced in the Provincial Legislature. 2. John Bolognone, City Clerk, City of Kingston, with a resolution seeking support urging the Ontario Attorney -General and Labour Minister to ensure that Crown attorneys are educated, trained and directed to apply the "Westray" Bill C-45 amendments when charges are warranted. 3. Grant Jones, Deputy Mayor, Township of Southwold, with a resolution responding to Shedden Library Building Issues. The following recommendation was adopted in regard to Correspondence Item #1: Moved by Councillor Wiehle Seconded by Councillor Jenkins THAT Correspondence Item #1 be received and filed. - Carried. The following recommendation was adopted in regard to Correspondence Item #2: Moved by Councillor Jones Seconded by Councillor Mennill THAT Correspondence Item #2 be received and filed. - Carried. The following recommendation was adopted in regard to Correspondence Item #3: Moved by Councillor Walters Seconded by Councillor McWilliam THAT Correspondence Item #3 be received and filed. - Carried. Items for Information (Consent Agenda) 1. Robin Williams, Interim Chief Medical Officer of Health, Ministry of Health and Long -Term Care congratulating Elgin Manor Staff for increasing overall health care worker influenza immunization rate for the 2013/2014 season. 2. Dianne Wilson, Deputy Clerk, with resolution endorsing the Elgin -St. Thomas Cycling Master Plan. 3. Elizabeth VanHooren, General Manager, Kettle Creek Conservation Authority announcing approval by the Ministry of the Environment of the Kettle Creek Source Protection Plan. 4. Backus -Page House Museum event and sponsorship information. County Council 8 October 21, 2014 5. Federation of Canadian Municipalities (FCM) President's Corner Update — September 2014. 6. Brad Woodside, President, Federation of Canadian Municipalities (FCM) thanking Council for passing resolution supporting FCM's nationwide Fixing Canada's Housing Crunch campaign. 7. Michele Lant, Treasurer, Green Lane Community Trust Fund with copy of 2013 Financial Statements. 8. David Marr, Warden, County of Elgin responding to proposed rural internet services changes by Industry Canada. Moved by Councillor Jones Seconded by Councillor Ens THAT Correspondence Items #1 — 8 be received and filed. - Carried. OTHER BUSINESS Statements/Inquiries by Members — Councillor McWilliam talked about an Arts & Cookery Bank initiative to chronicle 100 families in the West Elgin area in a book. A presentation was made to the families and the books will be available in December. Councillor McWilliam also reminded Council that Ryan's Law would have a second reading debate before the Ontario Legislative Assembly on Thursday October 23, 2014. Council agreed to reiterate their support for this bill and to notify Jeff Yurek, M.P.P. immediately of this support. Moved by Councillor McWilliam Seconded by Councillor Ens THAT Elgin County Council supports and affirms the private members bill, Bill 20, Ryan's Law (Ensuring Asthma Friendly Schools), 2014. - Carried. Warden Marr reminded everyone that the Municipal Election is on Monday October 27, 2014 and that it is very important to exercise our democratic rights through voting. Notice of Motion — None. Matters of Urgency — None. Closed Meeting Items Moved by Councillor Mennill Seconded by Councillor Jenkins 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 — IT Contract Resource & IT Support Services. Moved by Councillor Jones Seconded by Councillor McWilliam THAT we do now rise and report. - Carried. - Carried. County Council Moved by Councillor Mennill Seconded by Councillor McWilliam October 21, 2014 THAT staff be authorized to enter into a one-year pilot with Graham Scott Enns to provide information technology services; and, THAT the purchased service agreement be converted into a short-term employment contract with an upset limit of $23,500 to provide specific services for Information Technology; and, THAT the cost of the contract be contained within the existing Information Technology operational budget; and, THAT an operational review be done and reported back to Council at select intervals; and, THAT the reports titled "IT Contract Resource" and "Graham Scott Enns IT Support Services Request Update" from the Manager of Information Technology dated October 21, 2014 be received and filed. - Carried. Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor Wiehle Seconded by Councillor Jones 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. 14-24 "Being a By -Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the October 21, 2014 Meeting" be read a first, second and third time and finally passed. - Carried. ADJOURNMENT Moved by Councillor Walters Seconded by Councillor Wiehle THAT we do now adjourn at 12:02 p.m. and meet again on November 25, 2014 at the County Administration Building Council Chambers at 9:00 a.m. - Carried. Mark McDonald, David Marr, Chief Administrative Officer. Warden.