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14 - November 24, 2015 MinutesCOUNTY COUNCIL MINUTES Tuesday, November 24, 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 Currie Seconded by Councillor Wolfe THAT the minutes of the meeting held on October 27, 2015 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF — At the appropriate time, two members declared a conflict of interest prior to discussing an in -camera item. DELEGATIONS Elgin County Council Presentation Ms. Jessica Jaremchuk, Regional Manager of Frank Cowan Company presented an overview of the municipal insurance program that is up for renewal in 2016. Moved by Councillor Marr Seconded by Councillor Mennill THAT the PowerPoint titled "Elgin County Council Presentation" from the Regional Manager of the Frank Cowan Company, dated November 24, 2015 be received and filed. - Carried. Town Crier Annual Report 2015 Mr. Dave Phillips, Elgin County Town Crier, informed Council of the events and activities he participated in 2015. Moved by Councillor Martyn Seconded by Councillor Jones THAT the presentation titled "Town Crier Annual Report 2015" from the Elgin County Town Crier, be received and filed. - Carried. Elgin County Shoreline Management Plan Concerns Mr. Kyle Cronk, Dexter Line Resident, informed Council of his concerns regarding the Elgin County Shoreline Management Plan. Mr. Cronk requested that a review of the plan and an investigation of the consultation process be undertaken prior to council making a disposition on the plan. Moved by Councillor Wiehle Seconded by Councillor Mennill THAT the presentation titled "Elgin County Shoreline Management Plan Concerns" from Mr. Kyle Cronk, dated November 2, 2015 be received and filed. - Carried. County Council 2 November 24, 2015 Elgin County Shoreline Management Plan Concerns Ms. Dominique Giguere, Resident, informed Council of her concerns regarding the Elgin County Shoreline Management Plan. Ms. Giguere requested the plan be deferred to allow more input, discussion and analysis. Moved by Councillor Jones Seconded by Councillor Wolfe THAT the presentation titled "Elgin County Shoreline Management Plan Concerns" from Ms. Dominique Giguere, dated November 10, 2015 be received and filed. - Carried. Elgin County Shoreline Management Plan Concerns (Addendum Item) Mr. Ron Allensen, Resident, informed Council of his concerns regarding the Elgin County Shoreline Management Plan. Mr. Allensen requested more time to give feedback about the contents of the plan and challenged the Conservation Authorities to design a plan that mitigates erosion. Moved by Councillor Marlyn Seconded by Councillor Mennill THAT the presentation titled "Elgin County Shoreline Management Plan Concerns" from Mr. Ron Allensen, dated November 2, 2015 be received and filed. - Carried. Elgin County Shoreline Management Plan Ms. Elizabeth VanHooren, General Manager Kettle Creek Conservation Authority with a PowerPoint presentation outlining the findings contained within the Elgin County Shoreline Management Plan and the process that was undertaken in developing the plan. Moved by Councillor Mennill Seconded by Councillor Wiehle THAT consideration of the Elgin County Shoreline Management Plan be deferred. - Carried. Council recessed at 10:48 a.m and reconvened at 11:17 a.m. St. Thomas -Elgin Public Art Centre — Annual Community Report 2015 Ms. Laura Woermke, Executive Director, St. Thomas - Elgin Public Art Centre presented Council with an update on the organization's activities, exhibits in 2015, and recent visitation numbers. Moved by Councillor Currie Seconded by Councillor Marr THAT the presentation titled "St. Thomas -Public Art Centre — Annual Community Report 2015 " from the Executive Director of the St. Thomas -Elgin Public Art Centre, be received and filed. - Carried. Moved by Councillor Jones Seconded by Councillor Wolfe THAT we do now move into Committee Of The Whole Council. - Carried. County Council 3 November 24, 2015 REPORTS General Insurance and Risk Management Services Program for 2016 — Purchasing Coordinator The coordinator presented the report recommending that Council approve the Frank Cowan Company to provide General Insurance and Risk Management Services to the County of Elgin between December 2015 and December 2016. Moved by Councillor Wiehle Seconded by Councillor Jones THAT Frank Cowan Company be selected to provide General Insurance and Risk Management Services at the proposed annual premium cost of $361,762 plus taxes commencing December 15, 2015 until December 15, 2016; and, THAT the deductible limits for Environmental Liability or Errors and Omissions Liability be increased to $25,000 from $10,000 resulting in a credit of $1,315 to be applied to the annual premium cost; and, THAT the Warden and Chief Administrative Officer be authorized to sign the contract. - Carried. Quarterly Information Report - Contract Awards July 1, 2015 to September 30, 2015 — Purchasing Coordinator The coordinator presented Council with a list of all contracts awarded that exceed $15,000 including amendments and renewals between July and September 2015. Moved by Councillor Marr Seconded by Councillor Currie THAT the report titled "Quarterly Information Report - Contract Awards, July 1, 2015 to September 30, 2015" from the Purchasing Coordinator, dated October 23, 2015 be received and filed. - Carried. Transfer of Responsibility for Property Assessment Appeals — Director of Financial Services The director presented the report recommending that Council approve the transfer of responsibility for managing consulting firms during the property tax assessment appeal process from municipal treasurers to the County Treasurer. Moved by Councillor Mennill Seconded by Councillor Wolfe THAT, pending unanimous approval by all Municipal Councils in the County of Elgin, the County Treasurer take the lead role in managing the consulting firms during the property tax assessment appeal process, and bill the local municipality 50% of the incurred appeal costs. - Carried. Finance Employee Extended Sick Time — Director of Financial Services The director presented the report recommending that a special purpose rate be used to compensate employees taking on an increased workload for a period of time during the extended absence of another employee. County Council 4 November 24, 2015 Moved by Councillor Currie Seconded by Councillor Marr THAT the special purpose rate be used to compensate those employees identified in the report titled "Finance Employee Extended Sick Time", from the Director of Financial Services, dated November 4, 2015. - Carried. Launch of New Library Software — Library Coordinator The coordinator presented the report updating Council on the upcoming launch of the new library catalogue software in December and recommending that the "Food for Fines" campaign be moved to February to avoid conflict with this launch. Moved by Councillor Martyn Seconded by Councillor Currie THAT the Elgin County Library's annual "Food for Fines" campaign take place in February 2016 due to the launch of new library software in December 2015. - Carried. Elgin County Library - Recent Program, Partnerships and Activities - May to November 2015 — Manager of Programming & Community Development The manager presented an overview of recent programs, partnerships, and activities being implemented through the Library since the last report presented to Council on May 12, 2015. Notable events included a Canadian Film Festival and a Culture Days Celebration. Moved by Councillor Mennill Seconded by Councillor Martyn THAT the report titled "Elgin County Library - Recent Programs, Partnerships and Activities - May to November 2015" from the Manager of Programming & Community Development, dated November 4, 2015 be received and filed. - Carried. Elgin County Archives - Recent Acquisitions, Projects and Activities — Manager of Archives The manager of archives presented a report updating Council on the recent acquisitions, projects and partnership initiatives at the Elgin County Archives. Notable acquisitions included the Clachan Tweedsmuir History Collection, a repatriation of St Thomas - Elgin General Hospital records, and St. Thomas Times Journal publication negatives. Moved by Councillor Marr Seconded by Councillor Currie THAT the report titled "Elgin County Archives - Recent Acquisitions, Projects and Activities" from the Manager of Archives, dated November 3, 2015 be received and filed. - Carried. DELEGATIONS (continued) 2015 Land Division Committee PowerPoint Mr. Graham Warwick, Vice Chair, Land Division Committee, presented an update on the current membership of the Land Division Committee, the Committee's responsibilities, and the Committee's activities in 2015. County Council 5 November 24, 2015 Moved by Councillor Mennill Seconded by Councillor Martyn THAT the PowerPoint titled "2015 Land Division Committee PowerPoint" from the Vice Chair of the Land Division Committee be received and filed. - Carried. Year End Report for 2015 Mr. Jeff Lawrence presented Council with a summary of activity related to the Elgin Woodlands Conservation By -Law for the period of November 1, 2014 to October 31, 2015 and weed inspection activity for the 2015 season. Moved by Councillor Jones Seconded by Councillor McWilliam THAT the report titled "Tree Commissioner/Weed Inspector Year End Report for 2015" from the Tree Commissioner/Weed Inspector, dated November 5, 2015 be received and filed. - Carried. REPORTS (continued) Approval for Official Plan Amendment (Aylmer) AY-OPA15-15 — Manager of Planning The manager presented the report providing Council with the information required to consider granting the above noted Official Plan Amendment. Moved by Councillor Currie Seconded by Councillor Marr THAT the Council of the Corporation of the County of Elgin gives approval to Official Plan Amendment No. 15 to the Town of Aylmer Official Plan, File No. AY-OPA15-15; and, THAT staff be directed to provide notice of this decision in accordance with the Planning Act. - Carried. Exemption from Approval (Official Plan Amendments) Ontario Regulation 320/15 — Manager of Planning The manager presented the report advising Council that the Minister of Municipal Affairs and Housing signed Ontario Regulation 230/15 exempting the County of Elgin from requiring the approval of the Minister for all amendments to the Elgin County Official Plan. Moved by Councillor McWilliam Seconded by Councillor Jones THAT the report titled "Exemption from Approval (Official Plan Amendments) Ontario Regulation 320/15" from the Manager of Planning, dated November 5, 2015 be received and filed. - Carried. Re -Appointment of Integrity Commissioner (2016) — Chief Administrative Officer The Chief Administrative Officer presented the report recommending that JGM Consulting be re -appointed as Integrity Commissioner for 2016 with an option to renew for a further one-year term. County Council 6 November 24, 2015 Moved by Councillor Jones Seconded by Councillor Martyn THAT JGM Consulting be re -appointed as Integrity Commissioner for 2016 (with an option to renew for a further one-year term subject to mutual agreement) according to the terms and conditions of the existing agreement as amended; and, THAT each constituent municipality be requested to inform the County if the services of JGM Consulting as Integrity Commissioner are required with the understanding that the County will supply the retainer fee; and, THAT the necessary by-law be prepared. - Carried. Re -appointment of Closed Meeting Investigator (2016) — Chief Administrative Officer The Chief Administrative Officer presented the report recommending that Mr. John Maddox of JGM Consulting be re -appointed as Closed Meeting Investigator for the County of Elgin for 2016 with a renewal option for a further one-year term. Moved by Councillor Mennill Seconded by Councillor Martyn THAT Mr. John Maddox (JGM Consulting) be re -appointed as Closed Meeting Investigator for the County of Elgin for 2016 with a renewal option for a further one-year term subject to mutual agreement; and, THAT Elgin County agrees to pay the retainer fee for each participating lower -tier municipality in Elgin County; and, THAT the Warden and Chief Administrative Officer be authorized and directed to sign the necessary documents and agreements; and, THAT the necessary by-law be amended. - Carried. Homes - Approval - Policy Manual Review and Revisions - Nursing Sections N -W — Director of Homes and Seniors Services The director presented the report recommending that Council approve revisions to Nursing Sections N -W of the Elgin County Homes and Seniors Services Policy Manual. Moved by Councillor Marr Seconded by Councillor McWilliam THAT Council approve the County of Elgin Homes and Seniors Services Policy Manual review and revisions for Nursing Sections N -W effective November 3, 2015. - Carried. Homes - Policy Revisions: Immunization - Influenza Vaccine Administration - Staff and Residents Director of Homes and Seniors Services The director presented the report recommending that Council approve the policy revisions for Immunization - Influenza Vaccine Administration - Staff and Residents. Moved by Councillor Currie Seconded by Councillor Marr THAT Council approve the policy revisions for Immunization - Influenza Vaccine Administration - Staff and Residents and corresponding attachments. - Carried. County Council 7 November 24, 2015 Homes - Wander Alert System Policy Approval — Director of Homes and Seniors Services The director presented the report recommending that Council approve a policy for use of a "Wander Alert System" in Elgin County's Long -Term Care Homes to ensure the safety of residents with wandering and exit seeking behaviours. Moved by Councillor Marr Seconded by Councillor Jones THAT the Wander Alert System Policy dated November 3, 2015 be hereby approved for use in the County of Elgin's Long -Term Care Homes. - Carried. Homes - Employee Extended Leaves and Vacancy — Director of Homes and Seniors Services (Addendum Item) The director presented the report requesting that Council approve a special purpose rate to compensate the employee providing additional coverage at Elgin County Homes due to unforeseen staffing shortages. Moved by Councillor McWilliam Seconded by Councillor Currie THAT the special purpose rate be used to compensate the employee identified in the report titled "Homes Employee Extended Leaves and Vacancy" dated November 19, 2015; and, THAT Council approve the additional staffing costs as identified above to be contained within the Homes' budget. - Carried. CORRESPONDENCE Items for Consideration 1. Jeff Yurek, MPP, Elgin -Middlesex -London requesting that the approval process for the Lake Erie Shoreline Management Plan is put on hold to allow for public input. 2. Hon. Steve Del Duca, Minister of Transportation, responding to MP Jeff Yurek's letter expressing concern regarding adjustments to Highway 3 & Ron McNeil Line intersection (where Wonderland road connects to Highway 3). 3. Jim Gibson, Mayor, The United Townships of Head, Clara & Maria with a resolution seeking support for the province to assume responsibility for auto -extrication on provincial highways not protected by local fire departments. The following recommendation was adopted in regard to Correspondence Items #1 and #3: Moved by Councillor Mennill Seconded by Councillor McWilliam THAT Correspondence Items #1 and #3 be received and filed. - Carried. The following recommendation was adopted in regard to Correspondence Item #2: Moved by Councillor Marr Seconded by Councillor Jones THAT the Corporation of the County of Elgin supports the letter from the Minister of Transportation indicating the Ministry's willingness to participate in any future study that includes adjustments to the Highway 3 and Ron McNeil intersection. - Carried. County Council 8 November 24, 2015 Items for Information (Consent Agenda) 1. Jim Banman, President, Great Lakes International Airshow with information on the June 17-19, 2016 Great Lakes International Airshow. 2. Brenda Gibbons, Clerk's Assistant, Municipality of Bayham with a resolution approving the replacement of the existing Vienna Bridge with a modular bridge as the preferred solution to the Class EA Problem Statement. Moved by Councillor Currie Seconded by Councillor Wolfe THAT Correspondence Items #1 — 2 be received and filed. - Carried. OTHER BUSINESS Statements/Inquiries by Members — None. Notice of Motion — None. Matters of Urgency — None. Councillors Marr and Martyn declared a conflict regarding Item #3 of the closed meeting agenda, Municipality of Central Elgin — Short-term Lease. Both Councillors left the meeting when this issue was discussed and abstained from voting and participating in the discussion of this item. Closed Meeting Items Moved by Councillor McWilliam 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 (a); three items: the security of the property of the municipality or local board - Graham, Scott, Enns Lease, Clinical Associates Lease, and Municipality of Central Elgin — Short Term Lease. - Carried. Moved by Councillor Currie Seconded by Councillor Martyn THAT we do now rise and report. - Carried. Moved by Councillor Mennill Seconded by Councillor Currie THAT the Warden and Chief Administrative Officer be authorized and directed to sign a two year lease agreement with Graham, Scott, Enns for Rooms #217, #246, and #23; and, THAT the lease start on January 1, 2016 for a lease rate of $15.65 per square foot for year one, ($77,498.80 annual payment), plus the HST, $16.00 per square foot for year two ($79,232.00 annual payment), plus the HST, and the lease rate for Room #23 remain constant at $1,140 annual payment. - Carried. Moved by Councillor Jones Seconded by Councillor Wolfe THAT the Warden and Chief Administrative Officer be authorized and directed to sign a five month lease agreement with Clinical Associates for Room #345; and, County Council 9 November 24, 2015 THAT the lease start on December 1, 2015 for a lease rate of $15.45 per square foot for five months, ($650.19 monthly payment), plus the HST. - Carried. Moved by Councillor McWilliam Seconded by Councillor Wiehle THAT the Warden and Chief Administrative Officer be authorized to sign a short term lease agreement with the Municipality of Central Elgin for the lease of Suite #305 for a four month period beginning November 17, 2015 to March 16, 2016; and, THAT the lease rate be the same as the rate charged for the leased space on the first floor ($16.14 per square foot, $1,002.03 monthly payment) and is subject to the annual increase in accordance with October CPI for Ontario (All Goods). - Carried. The evaluation of the Chief Administrative Officer was postponed until the next meeting. 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. BY-LAW Moved by Councillor Wolfe Seconded by Councillor Jones THAT By -Law No. 15-28 "Being a By -Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the November 24, 2015 Meeting" be read a first, second and third time and finally passed. - Carried. Councillor McWilliam on behalf of County Council thanked Warden Ens for all of his hard work over the past year. ADJOURNMENT Moved by Councillor McWilliam Seconded by Councillor Currie THAT we do now adjourn at 12:40 p.m. and meet again on December 8, 2015 at the County Administration Building Council Chambers at 7:00 p.m. Mark G. McDonald, Chief Administrative Officer. - Carried. Bernie Wiehle (2016) Warden.