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04 - March 14, 2017 County Council MinutesCOUNTY COUNCIL MINUTES Tuesday, March 14, 2017 The Elgin County Council met this day at the Administration Building at 9:00 a.m. with all members present. (8 Members) Warden Jones in the Chair. ADOPTION OF MINUTES Moved by Councillor Mennill Seconded by Councillor Currie THAT the minutes of the meeting held on February 14, 2017 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF — None. Moved by Councillor Martyn Seconded by Councillor Marr THAT we do now move into Committee Of The Whole Council. - Carried. CAO Succession Planning Update - CAO Selection Committee — Warden Jones, Councillors Mennill and Wiehle The CAO Selection Committee presented the report informing Council of the process being undertaken to recruit a replacement for retiring CAO Mark McDonald. Moved by Councillor Mennill Seconded by Councillor Marr THAT County Council approve the form and content of the attached by-law to amend the position of CAO/Clerk and to define the duties with the understanding that the by-law will be presented for formal adoption once the successful candidate has been determined. - Carried. Council and Outside Boards Remuneration and Expenses — Senior Financial Analyst The analyst presented the report summarizing the Council and Outside Boards remuneration and expenses for the year 2016. Moved by Councillor Currie Seconded by Councillor Wiehle THAT the Treasurer's Statement of Remuneration and Expenses for County Council for 2016 be received and filed by Council; and, THAT the report titled "Council and Outside Boards Remuneration and Expenses" from the Financial Analyst, dated January 18, 2017 be received and filed by Council. - Carried. 2016 Library Usage and Statistics Report — Library Coordinator The coordinator presented the report summarizing the 2016 usage statistics for Elgin's ten library branches. County Council 2 Moved by Councillor Marr Seconded by Councillor Currie March 14, 2017 THAT the report titled "2016 Library Usage and Statistics Report" from the Library Coordinator, dated February 27, 2017 be received and filed; and, THAT a copy of this report be submitted to all municipalities in the County of Elgin. - Carried. 2016 Census for Elgin County — Director of Community and Cultural Services The director presented the report informing Council of the results of the 2016 Census profile for Elgin County. Moved by Councillor Currie Seconded by Councillor Marlyn THAT the report "2016 Census for Elgin County" from the Director of Community and Cultural Services, dated February 15, 2017, be received and filed. - Carried. Increased Hours of Operation - Southwold Township Library, Shedden — Director of Community and Cultural Services The director presented the report recommending that Council approve an increase from 19 hours per week to 21 hours per week effective May 1, 2017, at the new facility to be known as Southwold Township Library, Shedden. Moved by Councillor Currie Seconded by Councillor Mennill THAT the hours of operation for Southwold Township Library, Shedden as outlined in the report titled "Increased Hours of Operation — Southwold Township Library, Shedden" dated February 15, 2017 be hereby approved effective as soon as May 1, 2017. - Carried. Approval to Award Tender - Elgin County Heritage Centre Construction — Director of Community and Cultural Services The director presented the report requesting permission for staff to award the tender for construction of the Elgin County Heritage Centre as soon as feasible in order to meet grant requirements under the Canada Cultural Spaces Program. Moved by Councillor Currie Seconded by Councillor Mennill THAT the tender result for the construction of the Elgin County Heritage Centre be presented for Elgin County Council's consideration and decision; and, THAT the report titled "Approval to Award Tender — Elgin County Heritage Centre Construction" from the Director of Community and Cultural Services, dated March 1, 2017, be received and filed. - Carried. Aylmer Town Council Request for Feedback on Aylmer Library Re -Location to East Elgin Community Complex — Director of Community and Cultural Services The director presented the report informing Council that the Town of Aylmer had requested feedback regarding the proposed relocation of the Aylmer Library to the East Elgin Community Complex. The report recommended that Council maintain the position that any future location of the Aylmer Library should be at the direction of Aylmer Town Council in accordance with past precedent and the County's "Library Branch Construction Policy". County Council Moved by Councillor Ens Seconded by Councillor Mennill March 14, 2017 THAT the report titled "Request for Feedback on Aylmer Library Re -Location to East Elgin Community Complex" from the Director of Community and Cultural Services, dated February 17, 2017, be received and filed; and, THAT a copy of this report be circulated to Aylmer Town Council. - Carried. Councillor Currie announced that the Town of Aylmer passed a motion on March 13, 2017 that made the decision to move the Aylmer Library to the East Elgin Community Complex. Joint Accessibility Advisory Committee Terms of Reference Update — Accessibility Coordinator The coordinator presented the report requesting that Council approve and update to the Terms of Reference of the Joint Accessibility Advisory Committee to allow individual members the opportunity to receive an accommodation, should they be unable to attend scheduled committee meetings in person. Moved by Councillor Martyn Seconded by Councillor Marr THAT the recommended changes to the Joint Accessibility Advisory Committee Terms of Reference as outlined in the report titled "Joint Accessibility Advisory Committee Terms of Reference Update" be approved. - Carried. Accessibility Procedures — Accessibility Coordinator The coordinator presented Council with a status update on the implementation of the Corporate Accessibility Policy (HR # 2.130). Moved by Councillor Marr Seconded by Councillor Mennill THAT County Council approve the accessibility procedures as outlined in the report titled "Accessibility Procedures" from the Accessibility Coordinator, dated February 23, 2017. - Carried. Employee Benefits Renewal — Director of Human Resources The director presented the report recommending that Council approve the negotiated renewal rate with Manulife Financial for the County of Elgin group benefits plan. Moved by Councillor Currie Seconded by Councillor Mennill THAT County Council approve the negotiated renewal rate adjustments with Manulife Financial for the County of Elgin, effective March 1, 2017. - Carried. 2017 Non -Union Economic Adjustment — Director of Human Resources The director presented the report seeking Council's approval to implement a 1.8% wage increase for non-union staff and Council in 2017. County Council 4 Moved by Councillor Currie Seconded by Councillor Ens March 14, 2017 THAT the Council approve a non-union economic adjustment of 1.8% effective on the first full pay period of 2017; and, THAT the necessary by-law be prepared. - Carried. Award of Seven Tenders - Cold In -Place Recycling with Expanded Asphalt Material, Hot Mix Asphalt Paving, Microsurfacing, Asphalt Crack Sealing, Culvert Sliplining, Brooks Bridge Replacement and Heritage Line Storm Sewer Rehabilitation — Deputy Director of Engineering Services The deputy director presented the report recommending that Council award seven tenders as part of the approved 2017 Capital Budget, and advertised and issued as per the County's Procurement Policy. Moved by Councillor McWilliam Seconded by Councillor Currie THAT Roto -Mill Inc. be selected for the Cold In -Place Recycling with Expanded Asphalt Material (CIREAM) Tender, Contract No. 6200-17 at a total price of $1,197,304.00, inclusive of a contingency allowance and exclusive of H.S.T.; and, THAT Walmsley Bros. Ltd. be selected for the Hot Mix Asphalt Tender, Contract No. 6220-17 at a total price of $3,489,182.50, inclusive of a contingency allowance and exclusive of H.S.T.; and, THAT Duncor Enterprises Inc. be selected for the MicrosurFacing (Type 3) and Surface Treatment Tender, Contract No. 6250-17 at a total price of $686,125.75, inclusive of a contingency allowance and exclusive of H.S.T.; and, THAT Niagara Crack Sealing be selected for the Asphalt Crack Sealing Tender, Contract No. 6090-17-08 at a total price of $132,600.00, exclusive of H.S.T.; and, THAT Gary D. Robinson Contracting be selected for the Culvert Sliplining and Culvert Replacement Tender, Contract No. 6290-17-02 at a total price of $191,717.00, exclusive of H.S.T.; and, THAT Facca Incorporated be selected for the Brooks Bridge Replacement Tender, Contract No. 6290-17-01 at a total price of $296,940.00, inclusive of a contingency allowance and exclusive of H.S.T.; and, THAT Cassidy Construction be selected for the Heritage Line Storm Sewer Rehabilitation Tender, Contract No. 6200-17-01 at a total price of $811,547.90, inclusive of a contingency allowance and exclusive of H.S.T.; and, THAT the Warden and Chief Administrative Officer be authorized to sign the contracts. - Carried. County Road Maintenance Agreement — Deputy Director of Engineering Services The deputy director presented the report informing Council that the current County Road Maintenance Agreement expires on December 31, 2017 and therefore a revised agreement must be prepared and executed. Moved by Councillor Ens Seconded by Councillor Currie THAT the report titled "County Road Maintenance Agreement" from the Deputy Director of Engineering Services, dated February 15, 2017, be received and filed. - Carried. County Council March 14, 2017 2016 County Road Maintenance Expenditures — Deputy Director of Engineering Services The deputy director presented the report summarizing County Road maintenance expenditures as reported by the municipalities for the 2016 calendar year. Moved by Councillor Mennill Seconded by Councillor Marr THAT the report titled "2016 County Road Maintenance Expenditures" from the Deputy Director of Engineering Services, dated March 14, 2017, be received and filed. - Carried. Oversize/Overweight Moving Permits — Deputy Director of Engineering Services The deputy director presented the report seeking approval for changes to the Oversize/ Overweight Moving Permits. These changes will clarify requirements and simplify the fee structure. Moved by Councillor Marr Seconded by Councillor Ens THAT the fees and charges by-law be amended to include the following fees: Single Move Fee (Oversize) - approval in 10 or more business days - $200, Single Move Fee (Oversize) - approval in less than 10 business days - $400, Single Move Fee (Overweight) - approval requires a minimum of 10 business days $1,000. - Carried. Council recessed at 10:13 a.m. and reconvened at 10:24 a.m. School Zone Signage - Update — Deputy Director of Engineering Services The deputy director presented the report updating Council on the responses received from Elgin's Partner Municipalities regarding school zone signage. Moved by Councillor Martyn Seconded by Councillor Marr THAT this report titled "School Zone Signage - Update" from the Deputy Director of Engineering Services, dated March 7, 2017, be received and filed. - Carried. Homes — Long -Term Care Home Service Accountability (L -SAA) — Schedule E — Director of Homes and Seniors Services The director presented the report seeking Council's approval to sign the Long -Term Care Homes Service Accountability (L -SAA) Agreement — Schedule E with the South West Local Health Integration Network (SWLHIN) as per annual reporting requirements. Moved by Councillor Currie Seconded by Councillor Mennill THAT Council authorize staff to sign the "Long -Term Care Home Service Accountability Agreement — Schedule E" for the Homes for January 1, 2016 — December 31, 2016. - Carried. Homes — Policy Manual Review and Revisions - Maintenance — Director of Homes and Seniors Services The director presented the report recommending that Council approve revisions to the Homes Maintenance Policy Manual. County Council 6 March 14, 2017 Moved by Councillor Marr Seconded by Councillor Currie THAT Council approve the County of Elgin Homes and Seniors Services Policy Manual Review and Revisions for Maintenance, dated February 13, 2017. - Carried. Approval of Official Plan Amendment No. 2, Township of Southwold, File No. SO-OPA2-16 — Manager of Planning The manager presented the report providing County Council with the information required in order to consider granting approval to the above noted Official Plan Amendment. Moved by Councillor Marr Seconded by Councillor Currie THAT the Council of the Corporation of the County of Elgin gives approval to Official Plan Amendment No. 2 to the Township of Southwold Official Plan, File No.SO-OPA2-16 (Talbotville Gore Road); and, THAT staff are directed to provide notice of this decision in accordance with the Planning Act. - Carried. Approval of Official Plan Amendment No. 3, Township of Southwold, File No. SO-OPA3-16, 776480 Ontario Ltd. — Manager of Planning The manager presented the report providing County Council with the information required in order to consider granting approval to the above noted Official Plan Amendment. Moved by Councillor Marlyn Seconded by Councillor Currie THAT the Council of the Corporation of the County of Elgin gives approval to Official Plan Amendment No. 3 to the Township of Southwold Official Plan, File No.SO-OPA3-16 (Talbotville Park); and, THAT staff are directed to provide notice of this decision in accordance with the Planning Act. - Carried. CORRESPONDENCE Items for Consideration 1. Kelly Elliott, Ward 1 Councillor, Municipality of Thames Centre with a resolution seeking endorsement for AEDs (Automated External Defibrillators) to be placed in every Thames Valley District School Board school as well as support resolutions from: a) Jim Maudsley, Mayor, Municipality of Thames Centre. b) Karen Martin, Clerk, Township of Zorra. 2. Janet Janes, Deputy City Clerk, City of Kingston with a resolution seeking support for Parliament to adopt Bill C-323 an Act to Amend the Income Tax Act (Rehabilitation of Historic Property). The following recommendation was adopted in regard to Correspondence Item #1: Moved by Councillor Mennill Seconded by Councillor Marlyn THAT The Corporation of the County of Elgin supports the resolutions from the Municipality of Thames Centre and the Township of Zorra seeking endorsement for AEDs (Automated Electronic Defibrillators) to be placed in every Thames Valley District School Board school. - Carried. County Council 7 March 14, 2017 The following recommendation was adopted in regard to Correspondence Item #2: Moved by Councillor Martyn Seconded by Councillor Mennill THAT the Corporation of the County of Elgin support the resolution from the City of Kingston requesting Parliament adopt Bill C-323, An Act to Amend the Income Tax Act (Rehabilitation of Historic Property). - Carried. Councillor Martyn left the meeting at 10:43 a.m. Items for Information (Consent Agenda) 1. Hon. Laura Albanese, Minister of Citizenship and Immigration informing County Council of successful approval for funding for up to $75,000 over three fiscal years to the County of Elgin's Immigration Initiative project under the Ministry's Municipal Fund — Innovative Immigration Initiatives. 2. Katharine Myrans, Project Manager, Stantec Consulting Ltd. with Notice of a Proposal and Notice of First Public Meetings by Strong Breeze Wind Power Partnership to Engage in a Renewable Energy Project. 3. David Mihlik, Project Planner, Spriet Associates with Notice of Completion, Proposed Bayham Drive Bridge Closure, Class Environmental Assessment, Municipality of Bayham. 4. Margaret Bird, with invitation to May 6th, 2017 Book Launch Event Special Anthology Celebrating Canada's 150th birthday to be held from 1 — 4 p.m. at the Aamjiwnaang Community Centre, 1972 Virgil Avenue, Sarnia. 5. M. Casavecchia-Somers, Chief Administrative Officer, Township of Malahide with a resolution expressing concerns regarding the proposed Elementary Pupil Accommodation Review. 6. Hon. Mitzie Hunter, Minister of Education with an update on new government initiatives to support education in rural and remote communities. 7. Carla Y. Nell, Vice President, Municipal & Stakeholder Relations, Municipal Property Assessment Corporation with an update on Assessing Properties in Proximity to Industrial Wind Turbines. 8. Notice of "Rural Transportation Workshop" on Thursday, March 23, 2017 from 9:00 a.m. — 12:00 p.m. at the Elgin St. Thomas Public Heath. 9. AMO Communications titled "AMO Policy Update — Highlights of Bill 68: Modernizing Municipal Legislation". Moved by Councillor Wiehle Seconded by Councillor Marr THAT Correspondence Items #1 —9 be received and filed. - Carried. OTHER BUSINESS Statements/Inquiries by Members The Director of Financial Services received a letter from Ministry of Finance regarding 2017 Property Tax decisions. The County in response issued a letter to the Minister of Finance expressing concern about the disruption of tax season. The Ministry wrote back apologizing for the inconvenience and now have passed several regulations but have not yet passed the landfill regulation which is significant to Elgin municipalities. MPAC has moved landfills in Dutton and Southwold from exempt to landfill class; however, Elgin can exempt the municipalities from this tax. Elgin hopes that the Ministry will have this regulation in place by April 11, 2017 so that it can pass the budget by-law. County Council 8 Notice of Motion — None. Matters of Urgency — None. Closed Meeting Items — None. Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor Marr Seconded by Councillor Ens THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. BY-LAWS Moved by Councillor Mennill Seconded by Councillor Currie March 14, 2017 THAT By -Law No. 17-06 "Being a By -Law to Authorize the Execution of a Collective Agreement Between the Corporation of the County Of Elgin and Service Employees International Union Local 1 Canada with Respect to the Corporation's Full and Part -Time Employees at Elgin Manor, Terrace Lodge and Bobier Villa" be read a first, second and third time and finally passed. - Carried. Moved by Councillor Currie Seconded by Councillor Wiehle THAT By -Law No. 17-07 "A By -Law to Provide a Schedule of Services and Activities Subject to Fees and Charges by the County Of Elgin and to Repeal By -Law No. 16-14" be read a first, second and third time and finally passed. - Carried. Moved by Councillor Currie Seconded by Councillor Mennill THAT By -Law No. 17-08 "Being a By -Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the March 14, 2017 Meeting" be read a first, second and third time and finally passed. - Carried. ADJOURNMENT Moved by Councillor Wiehle Seconded by Councillor McWilliam THAT we do now adjourn at 10:50 a.m. and meet again on April 11, 2017 at the County Administration Building Council Chambers at 9:00 a.m. Chief Administrative Officer. - Carried.