10 - September 13, 2016 County Council MinutesThe Elgin County Council met this day at the Administration Building at 9:00 a.m. with al',
members present except Councillor Mennill (vacation).
Moved by Councillor Wolfe
Seconded by Councillor Marlyn
At the appropriate time, Councillor Ens declared a conflict of interest on a specific in -camera
item; regarding Road Allowance Agreement — Legal Instructions. Councillor Ens refrained from
discussing and voting on this item as he has dealings with this firm.
Moved by Councillor Marr
Seconded by Councillor Curriq
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Seniors Services
The director presented the report recommending that Council renew the Terrace Lodge Po'
Agreement with the YWCA. I
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THAT Council direct staff to negotiate at minimum a 1.5% increase for the 2016/2017
agreement with the YWCA for the use of the pool at Terrace Lodge; and,
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The director informed Council that the Elgin County Museum has received funding to develop
interpretive kits for programming at Elgin County's Long -Term Care Homes. This funding
comes from the Province of Ontario's Seniors Community Grant Program.
THAT a project in the amount of $2,860 be added to the Elgin County Museum's operating
budget to be expended by March 31, 2017 for the purposes of producing educational kits for
seniors' programming under the terms of the Province of Ontario's Seniors Community Grant
program; and,
County Council 2 September 13, 2016
THAT the Warden issue a letter of appreciation to the Ontario Minister Responsible for Seniors
Affairs and the Member of Provincial Parliament for Elgin -Middlesex -London.
Upgrade to Fibre Internet Service at Dutton Library — Director of Community and Cultural
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The director presented the report recommending that Council approve the installation and
supply of fibre optic internet connectivity to the John Kenneth Galbraith Reference Library in
Dutton.
THAT the Chief Administrative Officer be authorized to enter into a five-year agreement with
Bell Canada for the installation and supply of a dedicated fibre-optic connection to the John
Kenneth Galbraith Reference Library, Dutton as soon as installation can be completed and
subject to the terms and budgetary implications as outlined in the report titled "Upgrade to Fibre
Internet Service at Dutton Library" dated August 18, 2016.
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Quarterly Information Report - Contract Awards April 1, 2016 to June 30, 2016 —
Purchasing Coordinator
The coordinator presented the report summarizing contract awards exceeding $15,000
between April 1, 2016 and June 30, 2016.
Moved by Councillor Currie
Seconded by Councillor Jonel
THAT the report titled "Quarterly Information Report - Contract Awards, April 1, 2016 to Junis
301 2016" from the Purchasing Coordinator, dated August 15, 2016 be received and filed. I
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The director presented the Year -To -Date Budget- comparison with a performance of $299,0011
favourable.
Moved by Councillor Currie
Seconded by Councillor Marlyn
THAT the report titled "2016 July Year -To -Date (YTD) Budget Performance" from the Direct
of Financial Services, dated August 22, 2016 be received and filed. I
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Engineering Services
The deputy director presented the report requesting that Council authorize amendments to
an existing no -parking zone in Sparta to improve sight lines.
Moved by Councillor Martyn
Seconded by Councillor Wolfe
THAT the proposed No Parking By -Law amendment be deferred for further investigation and
a site visit.
County Council 3 September 13, 2016
Services
The deputy director presented the report informing Council that Facca Incorporated had beer,
selected for the Edison Drive Bridge replacement. This tender was pre -approved by Council
at the July 26th meeting to expedite the project schedule.
Moved by Councillor Ens
Seconded by Councillor Currie
THAT the report titled "Tender Results — Edison Drive Bridge Replacement" from the Deput
Director of Engineering Services, dated August 15, 2016 be received and filed. I
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The director presented the report recommending that Council discontinue the Adopt -A -Highway
Program since no insurance firm will provide liability coverage for participants and participation
in the program has been steadily declining in recent years.
Moved by Councillor Currie
Seconded by Councillor McWillial
THAT due to the unavailability of proper insurance coverage and due to a lack of interest in the
program, the Adopt -A -Highway Program be discontinued.
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The director presented the report recommending that the Township of Southwold transfer
Wonderland Road to the County of Elgin in exchange for a similar section of less travelled
County road.
THAT the report titled "Transfer of Wonderland Road to I of Elgin" from the Director
of Engineering Services, dated August 9, 2016, be deferred for more fulsome discussion on
financial implications and timelines for expected 10 year capital plan project deferrals; and,
THAT the Township of Southwold be asked to comment on the proposed road assumption and
transfers.
- Carried.
The director presented the report requesting that Council approve amendments to the Road
Consolidating By -Law 10-10 in order to assume the reconstructed portion of Dext-
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public highway.
Moved by Councillor Jones
Seconded by Councillor Currie
THAT the Road Consolidating By -Law 10-10 be amended to include the lands and premises
hereinafter described:
Part of Lot 23, Concession 1, Geographic Township of Yarmouth, Municipality of Central Elgin,
County of Elgin, designated as Part 24, Plan 11 R-9880;
Part of Lot 24, Concession 1 , Geographic Township of Yarmouth, Municipality of Central Elgin,
County of Elgin, designated as Parts 18, 20, 22 & 23, Plan 11 R-9880;
County Council 4 September 13, 2016
Part of Lot 25, Concession 1, Geographic Township of Yarmouth, Municipality of Central Elgin,
County of Elgin, designated as Part 16, Plan 11 R-9880;
Part of Lot 26, Concession 1, Geographic Township of Yarmouth, Municipality of Central Elgin,
County of Elgin, designated as Part 12 & 14, Plan 11 R-9880;
Part of Lot 27 & 28, Concession 1, Geographic Township of Yarmouth, Municipality of Centra -
Elgin, County of Elgin, designated as Part 8 & 10, Plan 11 R-9880;
Part of Lot 28, Concession 1, Geographic Township of Yarmouth, Municipality of Central Elgin,
County of Elgin, designated as Part 6, Plan 11 R-9880;
Part of a road allowance between the Geographic Townships of Yarmouth and Malahide in
Concession 1 , Municipality of Central Elgin, County of Elgin, designated as Part 4, Plan 11 R-
9880;
Part of a road allowance between the Geographic Townships of Yarmouth and Malahide in
Concession 1 , Municipality of Central Elgin, County of Elgin, designated as Part 25, Plan 11 R-
9880;
]*art of Lot 1, Concession 1, Geographic Township of Malahide, County of Elgin, designated as
art 2, Plan 11 R-9880; and;
THAT the County insurance provider, Frank Cowan Company, be informed of this change.
The director presented the report recommending that Council approve amendments to Humar
Resources Policy 9.80 related to bereavement leave for non-union staff.
Moved by Councillor Wolfe
Seconded by Councillor Currie
THAT County Council approve the report titled "Human Resources Policy 9.80 Amendments"
dated August 18, 2016; and,
THAT County Council approve and adopt the attached corresponding policy changes (Humar
Resources Policy Number 9.80), as soon as practicable.
Council recessed at 9:55 a.m. for the Annual County Council Photograph and reconvened at
10:27 a.m.
Bonnie Adams, Reeve of the Township of Carlow/Mayo requesting the Minister of
Transportation support Bill 171, Highway Traffic Amendment Act (Waste Collection
Vehicles and Snow Plows) 2016.
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2. Kelly McDowell and Sandra Misener with updated information on Autism funding in the
hopes that County Council reconsider and endorse their request for the Provincial
Government to provide additional program and resource funding for individuals of all ages
with Autism and their families.
County Council 5 September 13.2O1S
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- Carried.
No action was taken regarding the Request for Reconsideration as the matter was previously
received and filed by Council.
1. The Arts & Cookery Bank listing Social Media Analytics from July 4 th —26 th 2016.
2. Brent Kennedy, Director, Rural Programs Branch, Ministry of Agriculture, Food and Rural
Affairs with information and highlights of the new formula -based component and the
application -based, top -up component of the Ontario Community Infrastructure Fund (OCIF).
3. Beverly Stevenson, Ministry of Natural Resources and Forestry, Wildlife Research and
Monitoring Section with information on the annual oral rabies vaccine (ORV) summer and
fall bait distribution.
4. Western Ontario Wardens' Caucus (WOWC) with a Media Release titled "Economic
Development Action Plan Underway for Southwestern Ontario
5. Southwestern Integrated Fibre Technology Inc. (SWIFT) announcing newly elected Boar
of Directors' appointments. i
6. M. Casavecchia-Somers, Chief Administrative Officer/Clerk, Township of Malahide with a
resolution regarding the establishment of a Terrace Lodge — Fundraising Committee.
7. J. W. Tiernay, Executive Director, Ontario Good Roads Association (OGRA) with information
Moved by Councillor Marr
Seconded by Councillor Ens
Moved by Councillor Martyn
Seconded by Councillor Wolfe
THAT we do now proceed into closed meeting session in accordance with the Municipal Act to
discuss matters under Municipal Act Section 239.2;
(e) litigation or potential litigation including matters before administrative tribunals; affecting the
municipality or local board and (f) advice that is subject to solicitor -client privilege, including
communications necessary for that purpose — Road Allowance Agreement — Legal Instructions;
(c) a proposed or pending acquisition or disposition of land by the municipality or local board —
Dexter Line Land Acquisitions - Status Update #9;
(a) the security of the property of the municipality or local board — Ontario Clean Water Agency
- New Lease Agreement;
County Council 6 September 13, 2016
(c) two items: a proposed or pending acquisition or disposition of land by the municipality or
local board — Land Valuation & Acquisition for New Terrace Lodge Facility; and Court Facilities
Negotiation.
Moved by Councillor Currie
Seconded by Councillor Jonel
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Councillor Ens left the Council Chambers at the appropriate time and refrained from discussing
and voting on the item.
Moved by Councillor Jones
Seconded by Councillor Currie
THAT the verbal legal update on a potential dispute with a resource energy company b
received and filed as the matter has been resolved. i
Moved by Councillor Ens
Seconded by Councillor Martyr
THAT the verbal Status Update #9 on Dexter Line Acquisitions from the Chief Administrative
Officer be received and filed.
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Moved by Councillor Marr
Seconded by Councillor Wolfe
THAT the Warden and Chief Administrativ-O- be authorized and directed to sign a two
year lease agreement with the Ontario Clean Water Agency for Room #370; and,
THAT the lease start on November 1, 2016 for a lease rate of $16.05 per square foot for year
one, ($21,346.50 annual payment), plus the HST, and $16.35 per square foot ($21,745.50
annual payment), plus the HST, for year two, and will include an option to extend the lease for
an additional five years after the initial two years; and,
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Moved by Councillor Wolfe
Seconded by Councillor Currie
IMMITI
THAT in relation to the 2.889 acres of land required to accommodate the new Terrace Lodge
facility, the Terrace Lodge Redevelopment Building Committee be authorized to negotiate
and finalize an offer based on the appraised value and other fees related to the transfer of
title and report back to Council on the outcome.
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THAT the verbal update from the Director of Financial Services on negotiations regarding
leasing/renting Court Facilities be received and filed.
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County Council 7 September 13, 2016
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Moved by Councillor Currie
Seconded by Councillor Jonel
THAT we do now adopt recommendations of the Committee Of The Whole.
THAT By -Law No. 16-22 "To Amend the Schedule to By -Law No. EG1 (16-11) Being a By -Law
for the Regulation of Traffic" be defeated..
- Carried.
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THAT By -Law No. 16-22 "Being a By -Law to Amend By -Law No. 10-10, Adopting a Plan of
County Road Improvement and Establishing a County Road System in the County of Elgin 7) as it
relates to the assumption of the new road alignment for Dexter Line be read a first, second and
third time and finally passed.
- Carried.
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THAT By -Law No. 16-23 "Being a By -Law to Support and Approve the Restructuring Proposal
for the Annexation of the Elgin Innovation Centre Lands from •I of the Township
of Malahide to the Corporation of the Town of Aylmer" be read a first, second and third time and
finally passed.
- Carried.
Moved by Councillor Jones
Seconded by Councillor Marlyn
THAT By -Law No. 16-24 "Being a By -Law to Confirm Proceedings of the Municipal Council of
the Corporation of the County of Elgin at the September 13, 2016 Meeting" be read a first,
second and third time and finally passed.
- Carried.
THAT we do now adjourn at 11:00 a.m. and meet again on September 27, 2016 at the County
Administration Building Council Chambers at 9:00 a.m.
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Mark McDonald,
Chief Administrative Officer.
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