04 - March 8, 2016 County Council Minutes
COUNTY COUNCIL MINUTES
Tuesday, March 8, 2016
The Elgin County Council met this day at the Administration Building at 9:00 a.m. with all
members present.
Warden Wiehle in the Chair.
ADOPTION OF MINUTES
Moved by Councillor Wolfe
Seconded by Councillor Jones
THAT the minutes of the meeting held on February 9, 2016 be adopted.
- Carried.
DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF
At the appropriate time, Councillor McWilliam declared a conflict of interest on a specific in-
camera item; regarding the Hennessey & Hogan LLP Lease Extention. The Councillor
refrained from discussing and voting on this item as he does business with this firm.
PRESENTATION
Retirement Recognition: Dianne McFadden
The Warden presented a certificate of retirement to Dianne McFadden for 41.7 years of
service at Bobier Villa. He thanked her for years of quality patient care, high standards, and
active contributions.
DELEGATION
Source Water Protection
Ms. Jennifer Cole, Watershed Resource Technician, Kettle Creek Conservation Authority
with a PowerPoint presentation about the Source Water Protection Plan.
Moved by Councillor Marr
Seconded by Councillor Currie
THAT the PowerPoint presentation titled "Source Water Protection" dated March 8, 2016
from the Watershed Resource Technician, Kettle Creek Conservation Authority be received
and filed.
- Carried.
Moved by Councillor Mennill
Seconded by Councillor Currie
THAT we do now move into Committee Of The Whole Council.
- Carried.
REPORTS
Accessibility Directorate of Ontario - File Review Notice Accessibility Coordinator
The coordinator presented a report informing Council of a file review notice Elgin County
received from the Accessibility Directorate of Ontario. Documentation was provided and the
file was closed.
County Council 2 March 8, 2016
Moved by Councillor Martyn
Seconded by Councillor Jones
THAT the report titled Directorate of Ontario File Review from the
Accessibility Coordinator, dated February 10, 2016 be received and filed.
- Carried.
Homes - Infection Control Policy and Procedure Manual Director of Homes and Seniors
Services
The director presented the report recommending that Council approve revisions made to the
County of Elgin Homes and Seniors Services Infection Control Policy and Procedure Manual.
Moved by Councillor Wolfe
Seconded by Councillor Ens
THAT Council approve the County of Elgin Homes and Seniors Services Infection Control
Policy and Procedure Manual review and revisions effective March 8, 2016.
- Carried.
Homes - Long-Term Care (LTC) Case Mix Index (CMI) Results for 2016-17 Funding
Director of Homes and Seniors Services
The director presented the report outlining results for the 2016-17 Nursing and Personal Care
(NPC) envelope funding, referred to as the CMI.
Moved by Councillor Marr
Seconded by Councillor Mennill
THAT the report titled - Long-Term Care (LTC) Case Mix Index (CMI) Results for
2016-17 from the Director of Homes and Seniors Services, dated February 23, 2016
be received and filed.
- Carried.
Homes - Long-Term Care Home Service Accountability Agreement (L-SAA) 2016-19 -
Bobier Villa, Elgin Manor and Terrace Lodge Director of Homes and Seniors Services
The director presented the report recommending that Council approve the Long-Term Care
Home Service Accountability Agreement 2016-19 with the Local Health Integration Network
(LHIN) for Bobier Villa, Elgin Manor and Terrace Lodge.
Moved by Councillor Jones
Seconded by Councillor McWilliam
THAT Council approve and direct staff to sign the 2016-2019 Long-Term Care Service
Accountability Agreements for Bobier Villa, Elgin Manor and Terrace Lodge.
- Carried.
2015 Library Usage and Statistics ReportLibrary Coordinator
The coordinator presented the report outlining the 2015 library statistics and usage trends
within the context of a five year analysis from 2011 to 2015, both for the system as a whole
and for each of the ten branches. Topics of discussion included active library users, circulation
statistics (both physical and online usage), internet usage, and program statistics.
Moved by Councillor Martyn
Seconded by Councillor Mennill
THAT the report titled Library Usage and Statistics from the Library Coordinator,
dated February 22, 2016 be received and filed; and,
County Council 3 March 8, 2016
THAT a copy of this report be submitted to all municipalities in the County of Elgin.
- Carried.
Elgin County Museum Advisory Committee 2016 MembershipDirector of Community
and Cultural Services
The director presented the report recommending that Council appoint Mr. Charles Jenkins of
the Township of Malahide to serve on the Elgin County Museum Advisory Committee in the
capacity of agricultural representative for a four-year term.
Moved by Councillor Mennill
Seconded by Councillor Marr
THAT Mr. Charles Jenkins of the Township of Malahide be appointed to the Elgin County
Museum Advisory Committee on behalf of the agricultural community in Elgin County
according to the terms of By-Law No. 16-03; and,
THAT the report titled County Museum Advisory Committee 2016 dated
February 19, 2016 be received and filed.
- Carried.
Regional Rideshare Initiative UpdateDirector of Engineering Services
The director presented the report updating Council on the status of the Regional Rideshare
Initiative as originally proposed by the City of London in April, 2015.
Moved by Councillor Marr
Seconded by Councillor Currie
THAT the invitation for Elgin County to participate in the Regional Rideshare Program from the
City of London be received and filed.
- Carried.
Transfer of Creek Road to the Municipality of BayhamDirector of Engineering Services
The director presented the report recommending that Council, at the request of the Municipality
of Bayham, approve the transfer of Creek Road to the aforementioned municipality.
Moved by Councillor Ens
Seconded by Councillor Jones
THAT the County of Elgin remove a parcel of Creek Road (parcel F-5 Section 54, being part
of Block F, Plan 54 in the Township of Bayham, P.I.N. 35332-0255, known as Creek Road, set
out as Part 1 on reference plan 11R-9986) from the highway system; and,
THAT the ownership of Creek Road be transferred to the Municipality of Bayham; and,
THAT the Oil & Gas lease registered with The Medina Natural Gas Company Limited be
terminated prior to the transfer of Creek Road to the Municipality of Bayham.
- Carried.
No Parking By-Law Amendment - Sunset Road at Warren Street Director of Engineering
Services
The director presented the report seeking approval of an amendment to the No Parking
By-Law that would see no parking signs installed near the intersection of Sunset Road (County
Road 4) and Warren Street (County Road 21) in Port Stanley in order to eliminate hazards posed
by sightline restrictions.
County Council 4 March 8, 2016
Moved by Councillor Marr
Seconded by Councillor Currie
THAT the No Parking By-Law (By-Law No. 15-12) be amended to include a section of Sunset
Road from the north property limits of Warren Street, northerly for 105 metres; and,
THAT the Municipality of Central Elgin be requested to install the signs supplied by the County;
and,
THAT the OPP be notified of the establishment of this no parking zone.
- Carried.
OCIF Intake #2 Miller Road ReconstructionDeputy Director of Engineering Services
The deputy director presented the report informing Council that the County of Elgin and the
Municipality of Dutton Dunwich will receive funding to reconstruct Miller Road under the OCIF
Intake #2 Program.
Moved by Councillor McWilliam
Seconded by Councillor Currie
THAT the Warden and Chief Administrative Officer be authorized and directed to enter into a
Contribution Agreement with the Province of Ontario to receive funding through the Ontario
Community Infrastructure Fund (OCIF) Application Based Component, Intake Two for the
Reconstruction of Miller Road; and,
THAT the Warden and Chief Administrative Officer be authorized and directed to enter into
the Ontario Community Infrastructure Fund (OCIF) Application Based Component Intake
Two, Partnership Agreement with the Municipality of Dutton Dunwich; and,
THAT the Warden on behalf of Council issue a letter of appreciation to the Minister of the
Ministry of Agriculture Food and Rural Affairs.
- Carried.
Award of Tender for Bradley Creek Culvert Replacement on John Street South in Aylmer
(Contract No. 6290-14-02B)Deputy Director of Engineering Services
The deputy director presented the report recommending that Council approve the selection of
Gary D. Robinson Contracting Ltd. for the Bradley Creek Culvert Replacement on John Street
South in Aylmer.
Moved by Councillor Martyn
Seconded by Councillor Currie
THAT Gary D. Robinson Contracting Ltd. be selected for the Bradley Creek Culvert
Replacement on John Street South in Aylmer (Contract No. 6290-14-02B) at a total price of
$464,950.00 exclusive of H.S.T; and,
THAT the Warden and Chief Administrative Officer be authorized to sign the contract.
- Carried.
Council recessed at 10:01 a.m. and reconvened at 10:15 a.m.
Alternate Deputy Clerk and Deputy TreasurerChief Administrative Officer
The Chief Administrative Officer presented the report recommending that Council appoint an
Alternate Deputy Clerk and an Alternate Deputy Treasurer.
County Council 5 March 8, 2016
Moved by Councillor Martyn
Seconded by Councillor Currie
THAT Mr. Stephen Gibson, County Solicitor, be also appointed as Deputy Clerk (alternate) and
Mrs. Jennifer Ford, Senior Financial Analyst be appointed as Deputy Treasurer (alternate); and,
THAT the necessary by-law be prepared.
- Carried.
Draft Approval for a Vacant Land Condominium, Prespa Construction Ltd. Jacklin Farm
Phase 3 Condominium File No. 34D - CE1401Manager of Planning
The manager presented Council with information required in order to consider granting draft
plan approval to the above noted plan of condominium.
Moved by Councillor Marr
Seconded by Councillor Currie
THAT the Council of the Corporation of the County of Elgin grants draft plan approval to
Prespa Construction Ltd. Draft Plan of Vacant Land Condominium (Jacklin Farm Phase 3) in
the Municipality of Central Elgin (Lynhurst) File No. 34CD-CE1401; and,
THAT staff be directed to provide notice of this decision subject to the conditions for final
approval in accordance with the Planning Act.
- Carried.
Review of Environmental Impact Studies (EIS)Manager of Planning
The manager presented the report requesting that Council approve a roster listing of firms that
are qualified to undertake Environmental Impact Studies (EIS).
Moved by Councillor Martyn
Seconded by Councillor Jones
THAT Elgin County Council authorize and direct staff to advise the three firms of their selection
to the roster through the RFP process; and,
THAT staff use its best efforts to present EIS peer review assignments on a rotational basis.
- Carried.
On a related topic, Council discussed the frustration on waiting for certain approvals from the
Ministry of the Environment and Climate Change.
Moved by Councillor Marr
Seconded by Councillor Mennill
THAT the Warden be authorized and directed to write AMO, the Minister of the Environment
and Climate Change, the M.P.P, and local municipalities respectfully requesting that these
Environmental Compliance Application Approvals be processed more expeditiously.
- Carried.
Council and Outside Boards Remuneration and ExpensesDirector of Financial Services
The director presented the report summarizing remuneration, mileage, and expenses for Council
and Outside Boards.
Moved by Councillor Marr
Seconded by Councillor Currie
THAT the Statement of Remuneration and Expenses for County Council for 2015
be received and filed by Council.
County Council 6 March 8, 2016
THAT the Treasurers Statement for Remuneration and Expenses for Outside Boards for 2015
be received and filed by Council.
- Carried.
2015 Full Year Financial PerformanceDirector of Financial Services
The director presented the report outlining the financials for 2015. Revenue for the year was
$64.1 million and expenses were $60.6 million for a net income of $3.5 million and a favourable
performance of $1.2 million.
Moved by Councillor McWilliam
Seconded by Councillor Currie
THAT the $1.2 million of preliminary 2015 operating year-end budget performance be applied
to the 2016 budget to offset tax increases by 0.4%.
- Carried.
CORRESPONDENCE
Items for Consideration
1. The Town of Northeastern Manitoulin and the Islands with a resolution seeking support
for the Province of Ontario to increase funding to Long-Term Care Facilities.
2. Stephen M. A. Huycke, Town Clerk, Town of Aurora with a resolution seeking support for
the Government of Ontario to limit the jurisdiction of the Ontario Municipal Board.
3. Louis Antonakos, Mayor, The Corporation of the Town of Carleton Place with a resolution
seeking support for the Province of Ontario to discontinue the use of the current
infrastructure funding evaluation criteria and instead distribute all future infrastructure
grants to all municipalities utilizing a fair and equitable formula.
4. Elana Arthurs, Clerk, Township of Cavan Monaghan requesting Municipal Councils send
the AMO Senior Advisor any input or concerns re: The Ministry of
Consultation on Primary, Home, and Community Health Care document.
5. Tammy Fowkes, Deputy Clerk, The Corporation of the Town of Amherstburg requesting
support of the Township of resolution requesting the Ontario Government to
cancel RFP for added wind power generation.
6. Brian Weaver, President of The Royal Canadian Legion Ontario Command inviting Elgin
County to support the Royal Canadian Legion with a Veterans Support/Remembrance
Advertisement in the Service Recognition
The following recommendation was adopted in regard to Correspondence Item #1:
Moved by Councillor Ens
Seconded by Councillor Marr
THAT the Corporation of the County of Elgin support The Town of Northeastern Manitoulin
and the Islands resolution seeking support for the Province of Ontario to increase funding to
Long-Term Care Facilities.
- Carried.
The following recommendation was adopted in regard to Correspondence Item #2:
Moved by Councillor Martyn
Seconded by Councillor Jones
THAT Correspondence Item #2 be received and filed.
- Carried.
County Council 7 March 8, 2016
The following recommendation was adopted in regard to Correspondence Item #3:
Moved by Councillor Ens
Seconded by Councillor Marr
THAT The Corporation of the County of Elgin support the resolution from The Town of Carleton
Place requesting that the Province of Ontario discontinue the use of the current infrastructure
funding evaluation criteria and instead distribute all future infrastructure grants to all
municipalities utilizing a fair and equitable formula.
- Carried.
The following recommendation was adopted in regard to Correspondence Item #4:
Moved by Councillor Marr
Seconded by Councillor Ens
THAT Correspondence Item #4 be received and filed.
- Carried.
The following recommendation was adopted in regard to Correspondence Item #5:
Moved by Councillor Mennill
Seconded by Councillor Currie
THAT Correspondence Item #5 be received and filed.
- Carried.
The following recommendation was adopted in regard to Correspondence Item #6:
Moved by Councillor Jones
Seconded by Councillor Currie
THAT a quarter page, full colour ad be taken out in the Royal Canadian Legion Military Service
Recognition Book at the cost of $545.00.
- Carried.
Items for Information (Consent Agenda)
1. Hon. Jeff Leal, Minister of Agriculture, Food and Rural Affairs with information on the
Award for Agri-Food Innovation Excellence Application Process. Deadline is
April 15, 2016.
2. Cynthia St. John, Executive Director, Elgin St. Thomas Public Health with resolution
approving the return of the 3% 2015 budget payment.
3. St. Thomas Times Journal article titled Workers Overcome
In Line of dated February 18, 2016.
4. Ryan DeSutter, Senior Engineering Technologist & Drainage Superintendent, Municipality
of Central Elgin re: Appointment of Engineer Dexter Line Municipal Drain Outlets.
5. Ken Loveland, CAO/Clerk, Township of Southwold, with Notice of Study Completion
Talbotville WWTP Class EA.
6. Maureen Vandenberghe, MSC Communications & Development Coordinator announcing
Multi-Service Centre Community Champions Week 2016.
7. Email from OPP News Portal announcing (Elgin County) Ontario Provincial Police Varsity
Athlete Symposium.
County Council 8 March 8, 2016
Moved by Councillor Martyn
Seconded by Councillor Ens
THAT Correspondence Items #1 7 be received and filed.
- Carried.
OTHER BUSINESS
Statements/Inquiries by Members
None.
Notice of Motion
None.
Matters of Urgency
None
Councillor McWilliam declared a conflict regarding Item #2 of the closed meeting agenda,
1342961 Ontario Inc. (Hennessy & Hogan LLP) Lease Extension as he does business with
this firm. The Councillor 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 Currie
Seconded by Councillor Marr
THAT we do now proceed into closed meeting session in accordance with the Municipal Act to
discuss matters under Municipal Act Section 239.2;
(a) three items: the security of the property of the municipality or local board ARC Financial
Planning Group Ltd. - Lease Extension; 1342961 Ontario Inc. (Hennessy & Hogan LLP) -
Lease Extension; Mervin Riddell - Lease Extension;
(c) a proposed or pending acquisition or disposition of land by the municipality or local board
Edison Drive Bridge Replacement EA - Creek Road Temporary Access Lane.
- Carried.
Moved by Councillor Martyn
Seconded by Councillor Jones
THAT we do now rise and report.
- Carried.
Moved by Councillor Marr
Seconded by Councillor Mennill
THAT the Warden and Chief Administrative Officer be authorized and directed to sign a lease
agreement with ARC Financial Planning Group Ltd. for Rooms #237, 238, 239; and,
THAT the lease commence on May 1, 2016 for a lease rate of $16.05 per square foot for one
year, ($8,025.00 annual payment), plus the HST.
- Carried.
Councillor McWilliam left the Council Chambers.
Moved by Councillor Jones
Seconded by Councillor Ens
THAT the Warden and Chief Administrative Officer be authorized and directed to sign a lease
agreement with 1342961 Ontario Inc. (Hennessey & Hogan LLP) for Room #313, and Room
#34; and,
County Council 9 March 8, 2016
THAT the lease for Room #313 start on May 1, 2016, for a lease rate of $16.45 per square foot
for year one ($38,822.00 annual payment), plus the HST, and $16.80 per square foot for year
two ($39,648.00 annual payment), plus the HST; and that the lease for Room #34 remain
constant at $7.50 per square foot ($750.00 annual payment) for year one and year two.
- Carried.
Councillor McWilliam returned to the Council Chambers.
Moved by Councillor Martyn
Seconded by Councillor McWilliam
THAT the Warden and Chief Administrative Officer be authorized and directed to sign a lease
agreement with Mervin Riddell for Rooms #225 and #227; and,
THAT the lease start on May 1, 2016 for a lease rate of $15.80 per square foot ($8,516.20
annual payment), plus the HST; and that the lease rate for Room #19 remain constant at $4.00
per square foot ($1,080 annual payment) plus the HST.
- Carried.
Moved by Councillor Ens
Seconded by Councillor Currie
THAT the Warden and Chief Administrative Officer be authorized and directed to sign an
agreement with the owners of property 6475 Creek Road for the construction of a temporary
access lane during the Edison Drive Bridge Replacement project.
- Carried.
REPORTS
(continued)
2016 Grant RequestsDirector of Financial Services
The director presented the report recommending that Council approve the 2016 grant requests.
Moved by Councillor McWilliam
Seconded by Councillor Mennill
THAT Council approve the 2016 grant requests as presented.
- Carried.
Moved by Councillor Marr
Seconded by Councillor Martyn
THAT staff be directed to research municipal grant policies and report back to Council with
recommendations for consideration.
- Carried.
2016 BudgetDirector of Financial Services
The director presented the proposed 2016 composite budget.
Moved by Councillor Mennill
Seconded by Councillor McWilliam
THAT the 2016 proposed budget, which includes the operating budget, the capital budget
and grants, be approved with a tax increase on the average household of 2.9%; and,
THAT the necessary by-law be prepared.
- Carried Unanimously.
County Council 10 March 8, 2016
Motion to Adopt Recommendations of the Committee of the Whole
Moved by Councillor Ens
Seconded by Councillor Currie
THAT we do now adopt recommendations of the Committee Of The Whole.
- Carried.
BY-LAWS
Moved by Councillor Currie
Seconded by Councillor Ens
THAT By-Law No. 16-06 a By-Law to Appoint a Deputy Clerk (Alternate) and Deputy
Treasurer (Alternate) for the County of Elgin and to Amend By-Laws 09-09 and 09- be read
a first, second and third time and finally passed.
- Carried.
Moved by Councillor Mennill
Seconded by Councillor Jones
THAT By-Law No. 16-07 a By-Law to Provide for the Adoption of the 2016 Budget of the
Corporation of the County of Elgin and to Establish the 2016 Tax Ratios and to Establish the
2016 Tax Rates for the County Constituent Municipalities be read a first, second and third time
and finally passed.
- Carried.
Moved by Councillor Currie
Seconded by Councillor Marr
THAT By-Law No. 16--Law to Confirm Proceedings of the Municipal Council of
and third time and finally passed.
- Carried.
ADJOURNMENT
Moved by Councillor McWilliam
Seconded by Councillor Wolfe
THAT we do now adjourn at 11:40 a.m. and meet again on March 22, 2016 at the County
Administration Building Council Chambers at 9:00 a.m.
- Carried.
___________________________
Mark McDonald, Bernie Wiehle,
Chief Administrative Officer. Warden.