10 - July 28, 2015 MinutesCOUNTY COUNCIL MINUTES
Tuesday, July 28, 2015
The Elgin County Council met this day at the Administration Building at 9:00 a.m. with all
members present except Councillor Martyn (regrets) and Councillor Jones (regrets).
Warden Ens in the Chair.
ADOPTION OF MINUTES
Moved by Councillor Mennill
Seconded by Councillor Currie
THAT the minutes of the meeting held on June 23, 2015 be adopted.
- Carried.
DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF —
Councillors Currie and Marr declared, at the appropriate time, a conflict of interest with regard
to the report titled "Award of Tenders - Traffic Signal Replacement/Intersection Control Beacon
Installation and Calton Line Slope Stabilization" as the Municipality of Central Elgin and the
Town of Aylmer are shareholders in ERTH Corps Holdings, one of the bidders on the tender.
At the appropriate time Councillor Currie and Councillor Marr abstained from voting and
participating in the discussion.
DELEGATION
Health System Planning Update Elgin County
Michael Barrett, CEO, South West LHIN, presented a PowerPoint explaining changes that are
being made under Clinical Services Planning (a system designed to help hospitals work better
together) and how these changes will affect Stroke, Vision Care, Endoscopy, Complex
Continuing Care and Rehabilitation Services at the St. Thomas Elgin General Hospital.
Moved by Councillor Currie
Seconded by Councillor Marr
THAT the PowerPoint titled "Health System Planning Update" from the South West LHIN, St.
Thomas Elgin General Hospital and Middlesex Hospital Alliance, dated July 28, 2015 be
received and filed.
- Carried.
Moved by Councillor Wiehle
Seconded by Councillor Wolfe
THAT we do now move into Committee Of The Whole Council.
- Carried.
REPORTS
International Plowing Match (IPM) Legacy Agricultural Scholarship - 2015 Winners —
Warden Paul Ens
The Warden presented the report informing Council that Ms. Anita Rastapkevicius, Mr. Michael
Jenkins and Mr. Travis Caughell had been selected to receive the International Plowing Match
Legacy Agricultural Scholarship for 2015.
County Council
Moved by Councillor Marr
Seconded by Councillor McWilliam
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July 28, 2015
THAT the Warden, County Council and 2010 IPM Executive Committee hereby acknowledge
and congratulate Ms. Anita Rastapkevicius of the Municipality of West Elgin ($2,500),
Mr. Michael Jenkins of the Township of Malahide ($1,250) and Mr. Travis Caughell of the
Township of Southwold ($1,250) as the 2015 winners of the International Plowing Match
Legacy Agricultural Scholarship.
- Carried.
Council Exemption for Woodlands Clearing Application Lot 40, SNBTR, Township of
Southwold — Tree Commissioner/Weed Inspector
The tree commissioner/weed inspector presented the report recommending that Council
approve the exemption for Woodlands Clearing Application Lot 40, SNBTR, Township of
Southwold.
Moved by Councillor Mennill
Seconded by Councillor Currie
THAT the Council Exemption for Woodlands Clearing application pertaining to Lot 40,
Concession SNBTR in the Township of Southwold as submitted by 1873828 Ontario Limited
be hereby approved, conditional on the applicant:
1) Replanting 2537 trees in order to meet the requirements of the "No Net Loss" policy.
2) Providing a "Certificate of Clearance" from a qualified biological consultant immediately
before commencement of tree removal works during breeding season, indicating that
no breeding birds are utilizing the area to be cleared.
- Carried.
Changes to the Schedule of Noxious Weeds - Weed Control Act — Tree Commissioner/
Weed Inspector
The tree commissioner/weed inspector presented the report providing Council with a summary
of recent changes to the Schedule of Noxious Weeds governed by the Weed Control Act,
R.S.O. 1990.
Moved by Councillor Marr
Seconded by Councillor McWilliam
THAT the report titled "Changes to the Schedule of Noxious Weeds - Weed Control Acf' from
the Tree Commissioner/Weed Inspector, dated July 21, 2015 be received and filed.
- Carried.
Belmont and Springfield Libraries - Survey Feedback and Revised Hours of Operation —
Library Supervisor
The supervisor presented the report to Council summarizing the results of surveys conducted at
the Springfield and Belmont Library Branches. The surveys sought feedback on popular library
services, hours of operation and programming preferences.
Moved by Councillor Mennill
Seconded by Councillor Marr
THAT the hours of operation for the Belmont and Springfield Libraries as outlined in the report
titled "Belmont and Springfield Libraries - Survey Feedback and Revised Hours of Operation"
dated July 7, 2015 be hereby approved effective January 1, 2016; and,
County Council
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July 28, 2015
THAT the survey results outlined herein be utilized to plan for future library programming and
services at both branches.
- Carried.
Approval for Official Plan Amendment No. 13 Aylmer Cemetery Board — Manager of
Planning
The manager presented the report providing Council with information required in order to
consider granting approval to Official Plan Amendment No. 13 Owner/Applicant Aylmer
Cemetery Board.
Moved by Councillor Mennill
Seconded by Councillor Wolfe
THAT the Council of the Corporation of the County of Elgin gives approval, with modifications,
to Official Plan Amendment No.13 to the Township of Malahide Official Plan, File No. MA-
OPA13-15 and that staff be directed to provide notice of this decision in accordance with the
Planning Act.
- Carried.
Approvals for Official Plan Amendments for each Lower -Tier Partner Municipality in
Elgin County — Manager of Planning
The manager presented the report providing Council with information required to consider
granting approval to the official plan amendments that will allow Elgin's Municipal Partners to
adopt individual Community Improvement Plans that will fit within the framework of a County-
wide Community Improvement Plan.
Moved by Councillor Marr
Seconded by Councillor McWilliam
THAT the Council of the Corporation of the County of Elgin gives approval to Official Plan
Amendment No.16 to the Municipality of Bayham Official Plan, File No. BA-OPA16-15,
Official Plan Amendment No. 14 to the Township of Malahide Official Plan, File No. MA-
OPA14-15, Official Plan Amendment No. 4 to the Municipality of Central Elgin Official Plan,
File No. CE-OPA4-15, Official Plan Amendment No. 1 to the Township of Southwold Official
Plan, File No. SO-OPA1-15, Official Plan Amendment No. 1 to the Municipality of Dutton
Dunwich Official Plan, File No. DD-OPA1-15, Official Plan Amendment No. 1 to the Municipality
of West Elgin Official Plan, File No. WE-OPA1-15 and that staff be directed to provide notice of
this decision in accordance with the Planning Act.
- Carried.
Quarterly Information Report - Contract Awards — Purchasing Coordinator
The coordinator presented the report outlining all contracts awarded that exceed $15,000 for
the period from April to June 2015.
Moved by Councillor Currie
Seconded by Councillor Wolfe
THAT the report titled "Quarterly Information Report - Contract Awards, April 1, 2015 to
June 30, 2015" from the Purchasing Coordinator, dated July 13, 2015 be received and filed.
- Carried.
Compensation Review - Non -Union Staff, Council and Boards — Director of Human
Resources
The director presented the report recommending that Council award the contract for the
Compensation Review (RFP#2015-24) to Gallagher McDowall Associates.
County Council
Moved by Councillor Currie
Seconded by Councillor McWilliam
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July 28, 2015
THAT the contract for the Compensation Review (RFP#2015-24) be awarded to Gallagher
McDowall Associates for a total cost of $32,960.00 plus H.S.T.; and,
THAT the Warden and Chief Administrative Officer be authorized to sign the contract.
- Carried.
Council recessed at 10:06 a.m. and reconvened at 10:22 a.m.
Ontario Municipal Cycling Infrastructure Program — Deputy Director of Engineering
Services
The deputy director presented the report recommending that Council approve the submission
of an expression of interest for funding to pave 1.7m wide shoulders on Dexter Line between
East Road and Imperial Road as identified in the Cycle Master Plan.
Moved by Councillor Mennill
Seconded by Councillor Currie
THAT staff submit an Expression of Interest to the Ontario Municipal Cycling Infrastructure
Program (OMCIP) to install paved shoulders on Dexter Line between East Road and
Imperial Road; and,
THAT if successful, the County's portion of the project's cost ($325,000) be allocated from
the capital surplus.
- Carried.
Award of Tenders - Traffic Signal Replacement/Intersection Control Beacon Installation
and Calton Line Slope Stabilization — Deputy Director of Engineering Services
The deputy director presented the report informing Council that tenders were advertised and
issued, as per the County's Procurement Policy, for Traffic Signal Replacement (Sunset Road
and John Wise Line), Intersection Control Beacon Installation (Ron McNeil Line and Dalewood
Road) and, Calton Line Slope Stabilization.
Moved by Councillor Wiehle
Seconded by Councillor Mennill
THAT TM3 Inc. be selected for the Traffic Signal Replacement and Intersection Control Beacon
Installation Tender, Contract No. 6090-15-04/05 at a total price of $237,033.50 exclusive of
H.S.T.; and,
THAT Gary D. Robinson Contracting be selected for the Calton Line Slope Stabilization Tender,
Contract No. 6090-15-02 at a total price of $319,015.00, exclusive of H.S.T.; and,
THAT the additional funds required for the Traffic Signal Replacement and Intersection Control
Beacon Installation contract be funded from the 2015 capital budget surplus; and,
THAT the Warden and Chief Administrative Officer be authorized to sign the contracts.
- Carried.
Ministry of Health Funding Increase for 2015 — Director of Homes and Seniors Services
The director presented the report informing Council that the Ministry of Health and Long -Term
Care announced the 2015 increases for base level of care funding resulting in a budget
increase of $81,741 favourable.
County Council
Moved by Councillor Marr
Seconded by Councillor Currie
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July 28, 2015
THAT the report titled "Ministry of Health Funding Increase for 2015" from the Director of
Homes and Seniors Services, dated July 8, 2015 be received and filed.
- Carried.
Homes - Dietitian - Contract Award — Director of Homes and Seniors Services
The director presented the report recommending that the contract for Dietitian Services for
Elgin County Long -Term Care Homes be awarded to Barker, Blagrave and Associates.
Moved by Councillor Currie
Seconded by Councillor Wolfe
THAT the contract for Dietitian Services for the Homes be awarded to Barker, Blagrave and
Associates for an estimated monthly cost of $7,200.00; and,
THAT the Warden and Chief Administrative Officer be authorized to sign the contract.
- Carried.
Architectural Design Services for the New Terrace Lodge — Director of Homes and
Seniors Services
The director presented the report recommending that Council retain MMMC Architects Inc.
as the prime architect for the complete rebuild of Terrace Lodge at a total price of $1,267,803,
plus applicable taxes.
Moved by Councillor Mennill
Seconded by Councillor Currie
THAT subject to satisfactory Ministry funding and approval of the project, MMMC Architects Inc.
be confirmed as the Prime Architect for the complete rebuild of Terrace Lodge at a total price of
$1,267,803, plus applicable taxes; and,
THAT the Warden and Chief Administrative Officer be authorized to sign the amended contract.
- Carried.
Final Close-out Costs for Thames EMS Ambulance Service — Chief Administrative Officer
The Chief Administrative Officer presented the report recommending that Council accept the
invoice for close-out costs from Thames EMS Ambulance Service.
Moved by Councillor Currie
Seconded by Councillor Marr
THAT County Council approve the invoice from Thames EMS in the amount of $99,887.04
(includes H.S.T.) for final close-out costs related to the land ambulance contract, which ended
in December of 2013.
- Carried.
Council's Vision 2015-2018 — Chief Administrative Officer
The Chief Administrative Officer presented the report seeking confirmation from Council that its
vision had been accurately captured in the "Council's Vision 2015-2018" document.
County Council
Moved by Councillor Marr
Seconded by Councillor Wolfe
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July 28, 2015
THAT the attached document titled "Elgin County's Strategic Vision 2015-2018" be approved
for implementation.
- Carried.
CORRESPONDENCE
Items for Consideration
1. Doug Reycraft, Chair, Community Schools Alliance requesting membership as an
organization, as individual or both into the Community Schools Alliance.
2. Shelly Reed, Chairperson, Tweed Disaster Relief Committee, requesting donation to
support their fundraising efforts to provide assistance to homeowners whose property was
damaged from the 2014 Stoco Lake flood.
3. Federation of Canadian Municipalities (FCM) seeking action to propel their campaign to
make local issues federal election issues.
4. Cindy Anne Maher, CMO, Clerk/Director of Administration Services, New Tecumseth, with
a resolution seeking support for the Government of Ontario to examine the proposal for
Farm and Industrial Electricity Rates and enact that proposal, or a reasonable modification
of it, with a view to returning competitive electricity rates to Ontario farms, industry and all
hydro users.
The following recommendation was adopted in regard to Correspondence Item #1:
Moved by Councillor McWilliam
Seconded by Councillor Marr
THAT the Corporation of the County of Elgin become a member of the Community Schools
Alliance.
- Carried.
The following recommendation was adopted in regard to Correspondence Item #2:
Moved by Councillor Mennill
Seconded by Councillor Marr
THAT Elgin County Council donate $1,000 to the Tweed Disaster Relief Committee.
- Carried.
PRESENTATION
The Warden congratulated the three 2015 recipients of the International Plowing Match
Scholarship for their accomplishments and presented them with their scholarship cheques.
The students were invited to join Council for lunch following the meeting.
CORRESPONDENCE (continued)
The following recommendation was adopted in regard to Correspondence Item #3:
Moved by Councillor Marr
Seconded by Councillor Currie
THAT Correspondence Item #3 be received and filed.
- Carried.
County Council
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July 28, 2015
The following recommendation was adopted in regard to Correspondence Item #4:
Moved by Councillor Marr
Seconded by Councillor McWilliam
THAT the Corporation of the County of Elgin support the resolution from the Municipality of
New Tecumseth asking the Government of Ontario to restore competitive electricity rates to
Ontario farms, industry and all hydro users.
- Carried.
Items for Information (Consent Agenda)
1. Hon. Bob Chiarelli, Minister of Energy, with an update on initiative the Ontario government
is taking to give municipalities more information and control around local energy planning.
2. Hon. Michael Coteau, Minister of Tourism, Culture and Sport, with thank you for County's
expression of appreciation for electronic databases offered by the Southern Ontario Library
Service as a resource for Elgin County residents.
3. Maureen Beatty, Ministry of Municipal Affairs and Housing with a reminder of the 2015
Ontario West Municipal Conference to be held November 20, 2015, in London, Ontario.
4. Jennifer Graham Harkness, P. Eng., Regional Director, West Region, Ministry of
Transportation responding to Elgin County Council's resolution requesting that the
Glanworth Drive Overpass remain in use.
5. Sale of Hydro One Elgin County Council resolution thank you from:
a) Premier Kathleen Wynne;
b) Monika Turner, Director of Policy, Association of Municipalities Ontario (AMO).
6. Hon. Liz Sandals, Minister of Education, responding to Elgin County Council's concerns
re: the recently revised Pupil Accommodation Review Guideline (PARG).
7. SouthWestern Integrated Fibre Technology (SWIFT) Newsletter titled "New Chair and
Funding Negotiations Update".
8. Eric Harvey, Senior Counsel -Regulatory CN with information re: Proposed discontinuance
of Railway Line, Cayuga Subdivision in the Province of Ontario from mile 87.27, near
Courtland Cayuga Subdivision to mile 114.55, near Yarmouth, Cayuga Subdivision.
9. Jennifer Keyes, Manager, Water Resources Section, Natural Resources Conservation
Branch, Policy Division, Ministry of Natural Resources and Forestry with Notification of the
Conservation Authorities Act Review Discussion Paper.
Moved by Councillor Marr
Seconded by Councillor Currie
THAT Correspondence Items #1 — 9 be received and filed.
- Carried.
OTHER BUSINESS
Statements/Inquiries by Members
Councillor Marr spoke about the Food Fight Extravaganza at the Arts and Cookery Bank. A lot
of fun was had by Council representatives who participated. West Elgin won the government
officials competition.
Port Stanley has been voted one of the top 8 beaches in Ontario by the Ruralist.ca. Councillor
Marr is pleased Port Stanley has been recognized and mentioned in the article and in a myFM
Radio report on the same topic.
County Council
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July 28, 2015
Councillor McWilliam updated Council on the activities of the SWIFT Steering Committee. The
Warden of Simcoe has just been elected Chair of the Steering Committee and Lambton County
has confirmed its participation. Federal funding has recently been issued making SWIFT's case
for fast and reliable Internet in rural areas stronger.
The Chief Administrative Officer explained to Council that Elgin County is still waiting to receive
the application from the Ministry of Health and Long -Term Care so that Elgin can make a formal
request for funding to rebuild Terrace Lodge.
Notice of Motion — None.
Matters of Urgency — None.
Closed Meeting Item — None.
Motion to Adopt Recommendations of the Committee of the Whole
Moved by Councillor Currie
Seconded by Councillor Wiehle
THAT we do now adopt recommendations of the Committee Of The Whole.
- Carried.
BY-LAW
Moved by Councillor Mennill
Seconded by Councillor Currie
THAT By -Law No. 15-22 "Being a By -Law to Confirm Proceedings of the Municipal Council of
the Corporation of the County of Elgin at the July 28, 2015 Meeting" be read a first, second
and third time and finally passed.
- Carried.
ADJOURNMENT
Moved by Councillor McWilliam
Seconded by Councillor Currie
THAT we do now adjourn at 11:16 a.m. and meet again on September 8, 2015 at the County
Administration Building Council Chambers at 9:00 a.m.
Chief Administrative Officer.
- Carried.
Paul Ens,
Warden.
ELGIN COUNTY'S STRATEGIC VISION 2015-2018
July 2015
TOP 6 PRIORITIES FOR THE TERM:
1) Financial sustainability/self sufficiency — following the 10 year financial plan with
modest tax increase(s)
2) Rebuild Terrace Lodge
3) Strengthen upper-tier/lower-tier partnerships (i.e. economic development, fire
inspection services, aerial fire truck in east and west)
4) Invest in (rebuild) County infrastructure and maintain assets
5) Promote Elgin for business and attract people to communities — measure success
of this through outcomes
6) Health Recruitment across the County
TOP 4 GOALS FOR 2015-2016:
1) Stay within approved budget with reasonable tax increase
2) Rebuild Terrace Lodge
3) Relocate Dexter Line
4) Convince School Boards of importance of rural schools to local communities
USE OF RESERVES TO REDUCE COUNTY LEVY:
• Council demonstrated a moderate to high propensity to use reserves to lower the
County levy
WILLINGNESS TO CUT SERVICES TO ACHIEVE A BUDGET TARGET:
• Low to moderate inclination to cut services
TWO THINGS YOU WOULD LIKE TO CHANGE ABOUT COUNTY OPERATIONS:
• Better communication and interaction with local municipal partners
• Discuss fire services across the County
SWOT ANALYSIS RESULTS:
Primary Strength: Unified Council/Staff and common local interests
Primary Weakness: Low assessment/tax base
Primary Opportunity: Growing the business sector, particularly agri-business
Primary Threat: Lack of predictable and sustainable funding