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07 - May 10, 2016 County Council Minutes COUNTY COUNCIL MINUTES Tuesday, May 10, 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. The Councillors recognized Student Day and introduced the students present at the meeting. ADOPTION OF MINUTES Moved by Councillor Mennill Seconded by Councillor Jones THAT the minutes of the meeting held on April 12, 2016 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF None. DELEGATION 2016 Anniversary Celebrations Brent Smith, Membership Chairman for the Elgin Regiment Association with a presentation regarding the 2016 Anniversary Celebrations happening June 24-26, 2016. The Curator of the Elgin County Museum spoke about Elgin contributions to this event. Moved by Councillor Currie Seconded by Councillor Marr THAT the presentation titled 2016 Anniversary Celebrations from the Membership Chairman for the Elgin Regiment be received and filed. - Carried. Moved by Councillor Wolfe Seconded by Councillor Martyn THAT we do now move into Committee Of The Whole Council. - Carried. REPORTS Elgin County Archives - Change of Public Service Hours Manager of Archives The manager presented the report requesting that Council approve a change in the public services hours of the Elgin County Archives to include Mondays. This will not require any changes to the current Archives staffing level. Moved by Councillor Martyn Seconded by Councillor Jones THAT the reference room for the Elgin County Archives be open to the public without appointment from Monday to Friday, 10:00 a.m. to 4:00 p.m. effective immediately. - Carried. County Council 2 May 10, 2016 Elgin County Archives - Recent Acquisitions, Projects and Activities - December 2015 - May 2016 Manager of Archives The manager presented the report outlining the acquisitions, projects, and activities of the Elgin County Archives between December 2015 and May 2016. This included the recent acquisition of the Boxall Tweedsmuir histories, Engineering Services records, the Harley Lashbrook Collection documenting West Elgin history, and a time capsule corner stone from Alma College. stth Other projects included the 91 Battalion 100 anniversary, and the digitization of the Talbot Maps. Moved by Councillor Mennill Seconded by Councillor Currie THAT the report titled County Archives Recent Acquisitions, Projects and Activities December 2015 to May 2016 dated April 18, 2016 from the Manager of Archives be received and filed. - Carried. Elgin County Library - Recent Programs, Partnerships and Activities - November 2015 - April 2016 Manager of Library Programming and Community Development The manager presented the report which gave an update on the programs, partnerships, and activities of the Elgin County Library between November 2015 and April 2016. Highlights included the Books 2 Go Program, IT Youth Interns, March Break Programs, and National Canadian Film Day. Moved by Councillor Marr Seconded by Councillor Wolfe THAT the report titled County Library - Recent Programs, Partnerships and Activities - November 2015 to April 2016 from the Manager of Library Programming and Community Development dated April 26, 2016 be received and filed. - Carried. CCAC Data Sharing Agreements Authorization Director of Community and Cultural Services The director presented the report recommending that Council approve the network services and data sharing agreements with the Ontario Association of Community Care Access Centres. Moved by Councillor Marr Seconded by Councillor Mennill THAT the Chief Administrative Officer be authorized to execute network services and data sharing agreements with the Ontario Association of Community Care Access Centres subject to final review by the County Solicitor for the purposes of sharing electronic health information under the County of jurisdiction as a health information custodian; and, THAT the Director of Community and Cultural Services be listed as the Privacy Officer for the purposes of these agreements. - Carried. Final Approval for a Plan of Subdivision, Donwest Construction Ltd., Sunset Bluffs, File No. 34TCE1501 Manager of Planning The manager presented the report advising County Council that final approval was given for a plan of subdivision in the Village of Port Stanley on April 25, 2016. County Council 3 May 10, 2016 Moved by Councillor Marr Seconded by Councillor Martyn THAT the report titled Approval for a Plan of Subdivision, Donwest Construction Ltd., Sunset from the Manager of Planning dated April 25, 2016 be received and filed. - Carried. Approval for Official Plan Amendment No. 16, (Town of Aylmer), Malcom Ross, Shire Consulting, File No. AY-OPA16-16Manager of Planning The manager presented the report providing Council with the information required to consider granting approval to the above mentioned Official Plan Amendment. Moved by Councillor Currie Seconded by Councillor Jones THAT the Council of the Corporation of the County of Elgin gives approval to Official Plan Amendment No. 16 to the Town of Aylmer Official Plan, File No. AY-OPA16-16; and, THAT staff are directed to provide notice of this decision in accordance with the Planning Act. - Carried. Council took a short recess and reconvened at 10:35 a.m. Annual Programs and Therapy Policy and Procedure Review and RevisionsManager of Programs and Therapy Services The Director of Homes and Seniors Services presented the report seeking approval for revisions to the Programs and Therapy Policy and Procedure Manual. Moved by Councillor Martyn Seconded by Councillor Currie THAT the revisions to the Programs and Therapy Policy and Procedure Manual as outlined in the report titled Programs and Therapy Policy and Procedure Review and from the Manager of Programs and Therapy Services dated April 30, 2016 be hereby approved. - Carried. Homes - Adult Day Program Multi-Sector Accountability Agreement (MSAA) Amendment - Terrace Lodge Director of Homes and Seniors Services The director presented the report recommending that Council authorize staff to sign the amended Multi-Sector Accountability Agreement (MSAA) for 2016-17. Moved by Councillor Wolfe Seconded by Councillor Ens THAT Council authorize staff to sign the amended Multi-Sector Accountability Agreement (MSAA) for 2016-17. - Carried. Ministry of Health and Long-Term Care VisitDirector of Homes and Seniors Services The director presented the report informing Council of a site visit conducted by the Ministry of Health and Long-Term Care (MOHLTC) following up with the Critical Incident System (CIS) report. County Council 4 May 10, 2016 Moved by Councillor Jones Seconded by Councillor Mennill THAT the report titled, of Health and Long-Term Care from the Director of Homes and Seniors Services dated April 30, 2016 be received and filed. - Carried. Homes - Administration Policy Manual Review and Revisions 2016Director of Homes and Seniors Services The director presented the report seeking Council approval of revisions to the Administration Policy and Procedure Manual. Moved by Councillor Martyn Seconded by Councillor Marr THAT the revisions to the Administration Policy and Procedure Manual as outlined in the report titled Policy Manual Review and Revisions dated April 30, 2016 be hereby approved. - Carried. 2016 First Quarter Budget PerformanceDirector of Financial Services The director presented the budget comparison for the County of Elgin through March 2016 with a year-to-date performance of $28,000 favourable. Moved by Councillor Currie Seconded by Councillor Wolfe THAT the report titled First Quarter Budget from the Director of Financial Services dated May 5, 2016 be received and filed. - Carried. Quarterly Information Report - Contract Awards January 1, 2016 to March 31, 2016 Purchasing Coordinator The coordinator presented the report outlining contracts awarded between January and March 2016 that exceeded $15,000. Moved by Councillor Mennill Seconded by Councillor Currie THAT the report titled Information Report - Contract Awards, January 1, 2016 to March 31, from the Purchasing Coordinator dated April 25, 2016 be received and filed. - Carried. Tender Results for Miller Road (County Road 15) ReconstructionDeputy Director of Engineering Services The deputy director presented the report seeking approval to award the contract for construction of Miller Road (County Road 15) to Clarke Construction Inc. Moved by Councillor McWilliam Seconded by Councillor Currie THAT Clarke Construction Inc. be selected for the Miller Road (County Road 15) Reconstruction Project, Contract No. 6090-15-06 at a total price of $2,463,000 exclusive of H.S.T.; and, THAT approval be conditional upon receipt of confirmation from the Municipality of Dutton Dunwich that they concur with the award of this contract to Clarke Construction Inc.; and, County Council 5 May 10, 2016 THAT the Warden and Chief Administrative Officer be authorized to sign the contract. - Carried. County Road #55 - Boundary Road AgreementDeputy Director of Engineering Services The deputy director presented the report informing Council that Norfolk County and Elgin County have agreed in principle to a new boundary road agreement for County Road #55 and asking them to approve the agreement subject to the Municipality of concurrence. Moved by Councillor Jones Seconded by Councillor Ens THAT the report titled County Road #55 - Boundary Road Agreement be circulated to the Municipality of Bayham for its concurrence; and, THAT upon concurrence from the Municipality of Bayham, the County Solicitor be directed to prepare a revised boundary road agreement and deliver the draft agreement to Norfolk County for its review. - Carried. Elgin County Tourism VideoMarketing and Communications Coordinator The coordinator presented the new Elgin County Tourism promotional video. Moved by Councillor Currie Seconded by Councillor Wolfe THAT the report titled County Tourism from the Marketing and Communications Coordinator and the Tourism Services Coordinator dated April 20, 2016 be received and filed. - Carried. CORRESPONDENCE Items for Consideration 1. Township of North Stormont seeking support for their resolution requesting the Ontario Energy Board expand natural gas services to Eastern Ontario rural areas. 2. Mayor Conrad Lamadeleine, Village of Casselman, requesting the Ontario Government change the ARL (Annual Repayment Limit) formula and Municipal Act in order for Ontario to prosper. 3. Mayor Cameron McWilliam, Municipality of Dutton Dunwich, with a resolution seeking support for change in the requirements for the awarding of Wind Project contracts. 4. Mayor Evonne Delegarde, Municipality of South Dundas, with a resolution requesting that the Government of Ontario reconsider the suspension of the integration of the Rural Economic Development Program into the Jobs and Prosperity Fund. 5. Support Resolutions for correspondence from Laurie Scott, MPP, Haliburton-Kawartha Lakes-Brock re: Municipal Resolution on Anti-Human Trafficking Task Force and Bill 158, Saving the Girl Next Door Act, 2016 from; a) Kari Stevenson, Acting Clerk/Planning Technician, Municipality of Trent Lakes b) Pamela Fettes, Director, Legislative Services/Clerk, Township of Clearview c) Kimberley Casselman, Town of Prescott 6. Alison Collard, Clerk, Township of Champlain, with a resolution seeking support for the Green Energy Act Province of Ontario to complete an extensive review of the in order to provide affordable electricity. 7. Gary McNamara, AMO President, with a challenge to all municipal government to donate to the Fort McMurray wildfire emergency situation. County Council 6 May 10, 2016 8. Ontario Energy Board Notice to Union Gas Limited customers re: Public hearing for Case EB-2016-0118 2015 Deferral Account Balances and 2015 Utility Earnings. The following recommendation was adopted in regard to Correspondence Item #1: Moved by Councillor Marr Seconded by Councillor McWilliam THAT the Corporation of the County of Elgin support the resolution from the Township of North Stormont requesting that the Ontario Energy Board expand natural gas services to Eastern Ontario rural areas and requests similar consideration for all of rural Ontario. - Carried. The following recommendation was adopted in regard to Correspondence Item #2: Moved by Councillor Mennill Seconded by Councillor Martyn THAT Correspondence Item #2 be received and filed. - Carried. The following recommendation was adopted in regard to Correspondence Item #3: Moved by Councillor Jones Seconded by Councillor Currie THAT the Corporation of the County of Elgin support the resolution from the Municipality of Dutton Dunwich calling for a change in the requirements for the awarding of Wind Project contracts. - Carried. The following recommendation was adopted in regard to Correspondence Item #4: Moved by Councillor Mennill Seconded by Councillor Martyn THAT the Corporation of the County of Elgin support the resolution from the Municipality of South Dundas requesting that the Government of Ontario reconsider the suspension of the Rural Economic Development Program and its integration into the Jobs and Prosperity Fund. - Carried. The following recommendation was adopted in regard to Correspondence Item #5: Moved by Councillor McWilliam Seconded by Councillor Currie THAT the Corporation of the County of Elgin support the request from Laurie Scott, MPP, Haliburton-Kawartha Lakes-Brock, for a Municipal Resolution on an Anti-Human Trafficking Saving the Girl Next Door Act, 2016 Task Force and Bill 158, . - Carried. The following recommendation was adopted in regard to Correspondence Item #6: Moved by Councillor Mennill Seconded by Councillor Wolfe THAT the Corporation of the County of Elgin support the resolution from the Township of Champlain requesting that the Province of Ontario complete an extensive review of the Green Energy Act in order to provide affordable energy. - Carried. County Council 7 May 10, 2016 The following recommendation was adopted in regard to Correspondence Item #7: Moved by Councillor Mennill Seconded by Councillor Marr THAT the Corporation of the County of Elgin donate $3,000 to Canadian Red Cross to support the Fort McMurray wildfire emergency relief effort. - Carried. The following recommendation was adopted in regard to Correspondence Item #8: Moved by Councillor Marr Seconded by Councillor Jones THAT Correspondence Item #8 be received and filed. - Carried. Items for Information (Consent Agenda) 1. Ontario Trillium Foundation announcing $150,000 grant to Township of Southwold to build new library addition to the Keystone Complex in Shedden. 2. Carrie Ford, St. Thomas Elgin General Hospital Foundation thanking Council for continued support for St. Thomas Elgin General Hospitals Great Expansion project. 3. Melanie McLeod, President, Rodney Aldborough Agricultural Society thanking council for nd grant and inviting County Council to their 162 fair on September 16, 17 and 2016. 4. Jeff Arp, Supervisor, Corporate Correspondence Unit, Ministry of the Environment and Climate Change acknowledging receipt of correspondence sent to Minister Glen Murray re: Environmental Compliance Application Approvals. Supporting Ontarios First 5. Hon. Kevin Flynn, Minister of Labour announcing that Bill 163, Responders Act, 2016 , has passed third reading and received Royal Assent on April 6, 2016. 6. Paul Poirier, Vice-President, Operations, Medavie EMS Elgin announcing permanent appointment of Pauline Meunier to the roll of General Manager of Medavie EMS Elgin. 7. Roji Seevachandran, Municiipal Programs and Education Branch, Ministry of Municipal Affairs and Housing with a notice announcing the process for Ministers' and Parliamentary Assistants' Delegations at the AMO Conference on Auygust 14-17, 2016 in Windsor. 8. Cynthia St. John, Executive Director, Elgin St. Thomas Public Health with email re: more information on one of the business cases approved at January board meeting. 9. Carla Nell, Vice-President, Municipal and Stakeholder Relations re: Multi-Residential Assessment Methodology Change. 10. Cottage Life article titled 10 of the Quaintest Towns in Ontario which includes Sparta. 11. Ontario Planning Journal article titled Creating Elgincentives. Moved by Councillor Mennill Seconded by Councillor Martyn THAT Correspondence Items #1 11 be received and filed. - Carried. County Council 8 May 10, 2016 OTHER BUSINESS Statements/Inquiries by Members Councillor McWilliam commented on the notice that the OGRA and ROMA conferences will be separating for 2017. The conferences have split because rural issues are not being given the attention they deserve at the joint conference. When a resolution is passed at the lower or upper tier level it goes first to AMO and not to ROMA causing it to get overshadowed by larger urban issues. Councillor Marr voiced his concern that two separate conferences two weeks apart will cause reduced attendance at ROMA possibly causing rural issues to be further ignored. Councillor Mennill believes that eventually diluted attendance at both conferences might cause them to rethink their decision to split. Councillor Martyn agrees that currently rural issues are not being addressed to the degree that they should be; however, she worries that having two separate conferences will make it difficult to attend both. It was noted that County Councillors are encouraged to attend ROMA to send a message that rural issues should be made a priority. Notice of Motion None. Matters of Urgency None Closed Meeting Item Moved by Councillor Jones 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; (c) a proposed or pending acquisition or disposition of land by the municipality or local board Land Acquisition and Sale of Property A Concept Plan. - Carried. Ms. Grace McGartland attended and presented a concept plan which involves the potential acquisition of land and buildings. Moved by Councillor Mennill Seconded by Councillor Ens THAT we do now rise and report. - Carried. Moved by Councillor Mennill Seconded by Councillor Martyn THAT Elgin County Council embraces and encourages the Concept Plan titled The Rail as espoused by Grace McGartland in the confidential presentation dated May 10, 2016 and looks forward to further updates on this important initiative. - Carried. Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor Ens Seconded by Councillor Marr THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. County Council 9 May 10, 2016 BY-LAW Moved by Councillor Currie Seconded by Councillor Wolfe THAT By-Law No. 16-13 -Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the May 10 third time and finally passed. - Carried. The Warden thanked the attendees of Student Day. ADJOURNMENT Moved by Councillor McWilliam Seconded by Councillor Marr THAT we do now adjourn at 11:57 a.m. and meet again on June 14, 2016 at the County Administration Building Council Chambers at 9:00 a.m. - Carried. Mark McDonald, Bernie Wiehle, Chief Administrative Officer. Warden.