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03 - February 9, 2016 County Council Minutes COUNTY COUNCIL MINUTES Tuesday, February 9, 2016 The Elgin County Council met this day at the Administration Building at 9:00 a.m. with all members present except Councillor Ens (vacation - regrets). Warden Wiehle in the Chair. ADOPTION OF MINUTES Moved by Councillor Mennill Seconded by Councillor Martyn THAT the minutes of the meeting held on January 26, 2016 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF At the appropriate time, Councillor Martyn declared a conflict of interest regarding a specific 2016 Grant Request; and, Councillors Marr and Martyn declared a conflict of interest prior to discussing an in- from discussing and voting on the items. Moved by Councillor Currie Seconded by Councillor Wolfe THAT we do now move into Committee Of The Whole Council. - Carried. REPORTS Victorian Order of Nurses - Meals on Wheels Contract Director of Homes and Seniors Services The director presented the report recommending that Council renew the contract with the Victorian Order of Nurses (VON) to provide affordable meals to community residents. Moved by Councillor Jones Seconded by Councillor Marr THAT the current price of Victorian Order of Nurses - Meals on Wheels remain $6.50 for regular portions and an upcharge of $3.25 for double portions for the 2016-2017 contract year; and, THAT Council authorize staff to sign the 2016/2017 Meals on Wheels contract with the Victorian Order of Nurses. - Carried. Ministry of Labour - Homes Site Visit Director of Homes and Seniors Services The director presented Council with a summary of a site visit to Terrace Lodge that was conducted by the Ministry of Labour in December 2015. Moved by Councillor Currie Seconded by Councillor Mennill THAT the report titled of Labour - Homes Site from the Director of Homes and Seniors Services, dated January 22, 2016 be received and filed. - Carried. County Council 2 February 9, 2016 Homes - Long-Term Care Home Services Accountability Agreement (L-SAA) - Schedule E Director of Homes and Seniors Services The director presented the report recommending that Council authorize staff to sign the Long- Term Care Home Service Accountability Agreement with the Local Health Integration Network (LHIN). Moved by Councillor Marr Seconded by Councillor Martyn THAT Council authorize staff to sign the Long-Term Care Home Service Accountability Agreement Schedule for the Homes for January 1, 2015 December 31, 2015. - Carried. Electrical Infrastructure Locate Services Contract Deputy Director of Engineering Services The director presented the report seeking Cou approval to enter into a contract with G-Tel Engineering to provide underground utility locate services for the County of Elgin. Moved by Councillor Jones Seconded by Councillor Marr THAT the Warden and Chief Administrative Officer be authorized and directed to enter into a contract with G-Tel Engineering to provide underground utility locate services. - Carried. County of Elgin 2016 Mileage Rate Director of Human Resources The director presented the report recommending that the current mileage rate of 49.5 cents per kilometre remain unchanged in 2016. Moved by Councillor Currie Seconded by Councillor Mennill THAT County Council direct staff to freeze the mileage rate for 2016 at the current level of 49.5 cents per kilometre. - Carried. Human Resources Policy 5.60 Amendments Director of Human Resources The director presented the report recommending that Council approve amendments to Human Resources Policy 5.60 (Short-Term Disability). Moved by Councillor Martyn Seconded by Councillor Wolfe THAT County Council approve the report titled Resources Policy 5.60 dated January 20, 2016; and, THAT County Council approve and adopt the corresponding policy changes (Human Resources Policy Number 5.60), as soon as practicable. - Carried. Employee Benefits Renewal 2016 Director of Human Resources The director presented the report recommending that Council approve a renewal of the employee benefits program for 2016 with Manulife Financial, as negotiated by Mosey and Mosey, Benefit Consultants. County Council 3 February 9, 2016 Moved by Councillor Mennill Seconded by Councillor Marr THAT County Council approve the negotiated renewal rate adjustments with Manulife Financial for the County of Elgin, effective March 1, 2016. - Carried. Memorandum of Understanding (MOU) for Legal Services County Solicitor The County Solicitor presented the report recommending that Council approve a Memorandum of Understanding (MOU) to be used to govern legal services provided by the County Solicitor to select clients. The MOU includes the clarification of roles, responsibilities, and fees associated with these legal services. Moved by Councillor Marr Seconded by Councillor Currie THAT the Memorandum of Understanding (MOU) for Legal Services be approved; and, THAT the County Solicitor be authorized and directed to execute said document with select clients as directed by the Chief Administrative Officer. - Carried. Approval of Replacement Substitute Prosecutors Agreement County Solicitor The County Solicitor presented the report seeking approval of a Substitute Prosecutors Agreement. Moved by Councillor Wolfe Seconded by Councillor Jones THAT County Council approve a Substitute Prosecutors Agreement for Parts I and II charges in Provincial Offences Court for the balance of the Term, plus renewals, of the previous Prosecutorial Services Contract; and, THAT County Council authorize the execution of the Substitute Prosecutors Agreement, as drafted by the County Solicitor. - Carried. Economic Development 2015 Year In Review Marketing and Communications Coordinator The coordinator presented the report outlining Elgin County Economic initiatives, programs, and successes in 2015. The General Manager of Economic Development presented a PowerPoint on the same topic. Moved by Councillor Marr Seconded by Councillor Currie THAT the report titled Economic Development Year In from the Marketing and Communications Coordinator, dated January 21, 2016 be received and filed. - Carried. Quarterly Information Report - Contract Awards October 1, 2015 - December 31, 2015 Purchasing Coordinator The coordinator presented the report summarizing all contracts awarded that exceed $15,000 including amendments and renewals from October to December 2015. County Council 4 February 9, 2016 Moved by Councillor Jones Seconded by Councillor Currie THAT the report titled Information Report - Contract Awards, October 1, 2015 to December 31, from the Purchasing Coordinator, dated January 25, 2016 be received and filed. - Carried. CORRESPONDENCE Items for Information (Consent Agenda) 1. Petrusia Hontar, St. Thomas-Elgin Local Immigration Partnership with invitation to Moving Forward 2016 Event on February 24, 2016. 2. Alexia Touralias, Director, Canada 150 Community Infrastructure Program, Federal Economic Development Agency for Southern Ontario advising that our application to the Canada 150 Community Infrastructure Program (CIP 150) has been denied. 3. Mathew Waite, Financial Analyst (Payroll) with memo regarding 2015 T4 information. Moved by Councillor Mennill Seconded by Councillor Currie THAT Correspondence Items #1 3 be received and filed. - Carried. OTHER BUSINESS Statements/Inquiries by Members Councillor Wolfe informed Council that Fanshawe College and the Aylmer and Area Chamber of Commerce would be hosting a Job Fair at the East Elgin Community Complex on February 10, 2016. Notice of Motion None. Matters of Urgency None. Council recessed at 9:56 a.m. and reconvened at 10:07 a.m. Councillors Marr and Martyn declared a conflict regarding Item #2 of the closed meeting agenda, Municipality of Central Elgin - Short-term Lease Extension of Suite #305. 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 Wolfe Seconded by Councillor Currie THAT we do now proceed into closed meeting session in accordance with the Municipal Act to discuss matters under Section 239.2; (a) two items: the security of the property of the municipality or local board Marianne Barrie - Lease Extension; and Municipality of Central Elgin - Short Term Lease Extension of Suite #305. - Carried. Moved by Councillor Currie Seconded by Councillor Mennill THAT we do now rise and report. - Carried. County Council 5 February 9, 2016 Moved by Councillor Currie Seconded by Councillor Wolfe THAT the Warden and Chief Administrative Officer be authorized and directed to sign a lease agreement with Marianne Barrie for Room #246 and Room #343-A; and, THAT the lease for Room #246 start on May 1, 2016, for a lease rate of $15.75 per square foot, ($4,016.25 annual payment), plus the HST; and that the lease for Room #343-A remain constant at $4.00 per square foot ($400.00 annual payment), plus the HST. - Carried. Councillors Marr and Martyn left the Council Chambers. Moved by Councillor Mennill Seconded by Councillor Jones THAT the Warden and Chief Administrative Officer be authorized to sign a short term lease agreement with the Municipality of Central Elgin that extends the current lease of Suite #305 to April 30, 2016, for a five and a half month period; and; THAT the lease rate be the same as the rate charged for the currently leased space on the third floor ($16.14 per square foot, $1002.03 monthly payment) and is subject to the annual increase in accordance with October CPI for Ontario (All Goods); and; THAT the Director of Engineering Services be authorized to approve any additional lease extension requests from the Municipality of Central Elgin for Suite #305. - Carried. Councillors Marr and Martyn returned to the Council Chambers. REPORTS (continued) Councillor Martyn declared a conflict regarding the grant request from the Sparta Church Museum and abstained from voting and participating in the discussion regarding this item as she is a member of the museum board. 2016 Grant Requests Director of Financial Services Moved by Councillor Mennill Seconded by Councillor Currie THAT the $7,500 grant request from the Great Lakes International Airshow be received and filed. - Carried. Moved by Councillor McWilliam Seconded by Councillor Mennill THAT the $5000 grant request from Safe Communities St. Thomas-Elgin be received and filed. - Carried. The director presented the list of grant requests for 2016 to be considered by Council. Following extensive discussion, staff was directed to remove the grant requests from the Great Lakes International Airshow and Safe Communities St. Thomas-Elgin. In addition, Council directed that financial information, including reserves and bank balances be provided for the next meeting where grants will be finally considered. Ten-Year Capital Plan Director of Financial Services The director presented the proposed Ten-Year Capital Plan. Council expressed the desire to see more options in regards to applying surplus to the tax rate. County Council 6 February 9, 2016 Moved by Councillor Mennill Seconded by Councillor Marr THAT the 2016 capital budget be approved in principal and finally considered in conjunction with the 2016 operating budget with the overall goal of an increase to the levy of 4.0% or less. - Carried. Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor Martyn 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 Currie THAT By-Law No. 16-05 a By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the February 9, 2016 be read a first, second and third time and finally passed. - Carried. ADJOURNMENT Moved by Councillor McWilliam Seconded by Councillor Jones THAT we do now adjourn at 10:56 a.m. and meet again on March 8, 2016 at the County Administration Building Council Chambers at 9:00 a.m. - Carried. ___ Mark G. McDonald, Bernie Wiehle, Chief Administrative Officer. Warden.