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05 - April 11, 2017 County Council MinutesCOUNTY COUNCIL MINUTES Tuesday, April 11, 2017 Accessible formats available upon request. The Elgin County Council met this day at the Administration Building at 9:00 a.m. Councillor Martyn (ill) regrets. Warden Jones in the Chair. Council considered correspondence from the Township of Malahide recommending the appointment of Jim Jenkins as one of Malahide's representatives on County Council. This Council position was left vacant as a result of the recent passing of Councillor Mike Wolfe. Moved by Councillor Marr Seconded by Councillor Currie THAT at the request of the Township of Malahide and in accordance with Article 13 of the Minister's restructuring order, Mr. Jim Jenkins be authorized to replace Councillor Mike Wolfe as one of Malahide's representatives on County Council, commencing on April 11, 2017 and terminating upon the end of the current Council term; and, THAT the correspondence from the Township of Malahide be received and filed. - Carried. OATH OF OFFICE Councillor Jenkins took the Oath of Office, administered by the Chief Administrative Officer. The Councillor then took his seat on County Council. ADOPTION OF MINUTES Moved by Councillor Mennill Seconded by Councillor Ens THAT the minutes of the meeting held on March 14, 2017 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF — None. Moved by Councillor Currie Seconded by Councillor Ens THAT we do now move into Committee Of The Whole Council. - Carried. REPORTS Terrace Lodge Long Term Care Home Redevelopment Update — Chairman Terrace Lodge Redevelopment Building Committee The Director of Homes and Seniors Services presented the report updating Council on the progress of the redevelopment of the Terrace Lodge Long Term Care Home in regards to the project schedule, peer review of the schematic design, and the Request for Expression of Interest (RFEI) for repurpose options for the current Terrace Lodge facility. County Council 2 Moved by Councillor Marr Seconded by Councillor Mennill April 11, 2017 THAT the report titled "Terrace Lodge Long Term Care Home Redevelopment Update" from the Chairman of the Terrace Lodge Redevelopment Building Committee, dated March 14, 2017 be received and filed. - Carried. Ontario Ministry of Citizenship and Immigration Funding Update — Economic Development Coordinator The coordinator presented the report informing Council that Elgin County was awarded a grant of $75,000 from the Municipal Innovation Fund; Innovative Immigration Initiatives by the Ontario Ministry of Citizenship and Immigration. Elgin County Economic Development will partner with the YWCA to use the funding to develop a protocol for fielding inquiries related to the new Welcome to St. Thomas -Elgin Portal as well as identifying and addressing gaps for hiring internationally trained immigrants to fill work gaps in the County. Moved by Councillor Currie Seconded by Councillor Ens THAT the report titled "Ontario Ministry of Citizenship and Immigration Funding Update" from the Economic Development Coordinator, dated March 27, 2017 be received and filed. - Carried. Connect to Innovate RFP Results — Manager of Information Technology The manager presented the report informing Council that the RFP seeking partnerships in order to apply for funding through the Connect to Innovate Program has closed and that Packetworks responded to the RFP with a proposal to build backbone fibre infrastructure from Dutton to Wallacetown. Staff is recommending that Council provides a letter of support for Packetworks. Moved by Councillor McWilliam Seconded by Councillor Currie THAT County Council provide a letter of support to Packetworks for their Connect to Innovate funding application. - Carried. Provincial Offences Administration (POA) Facilities — Provincial Offences Administration Supervisor The supervisor presented the report providing Council with an update on negotiations with the Ministry of the Attorney General (MAG) regarding additional POA courtroom space. The report recommended that Council authorize staff to enter into negotiations with MAG for per diem courtroom usage for lengthy trials or emergency situations. Moved by Councillor Marr Seconded by Councillor Mennill THAT staff be directed to enter into discussions and negotiations with Ministry of the Attorney General (MAG) for per diem courtroom usage; and, THAT staff evaluate the facility needs for Provincial Offences Administration (POA) for both function and security and provide recommendations to Council once the outcomes of POA Modernization are known. - Carried. County Council 3 April 11, 2017 Landfill Tax Ratio from Province and 2017 Budget By-law — Director of Financial Services The director presented the report informing Council that the Province had issued the landfill tax ratio allowing for Elgin to adopt its budget by-law. With the establishment of the new landfill class, MPAC has moved two local municipally owned landfills in Dutton Dunwich and West Elgin from the exempt class into the new landfill class. The landfill ratio would unfairly penalize these municipalities that previously have not paid taxes on these properties; therefore, staff recommended that Council grant relief on the full portion of the County property taxes on landfills in the municipalities of Dutton Dunwich and West Elgin. Moved by Councillor Mennill Seconded by Councillor Wiehle THAT the large industrial class be chosen as an optional property class. 2. THAT the multi -residential ratio be reduced to 1.9999 to avoid provincially imposed levy restrictions; and, 3. THAT the municipalities of Dutton Dunwich and West Elgin be granted relief on the full portion of the County property taxes on the landfills that these municipalities use for local resident waste. 4. THAT the 2017 tax ratios for the County of Elgin set out on Schedule "A", attached hereto and forming part of this by-law, be approved and adopted by Council. 5. THAT the 2017 budget of the County of Elgin set out on Schedule "B", attached hereto and forming part of this by-law, which incorporates estimates for revenue and for expenditures be approved and adopted by Council. 6. THAT the 2017 tax rates for the assessment in each property class set out in Schedule "C", attached hereto and forming part of this by-law, be approved and adopted by Council. - Carried. Homes —West Elgin Community Health Centre (WECHC) Meals on Wheels (MOW) Contract — 2017-2018 — Director of Homes and Seniors Services The director presented the report recommending that Council authorize staff to sign a contract for Meals on Wheels services with the West Elgin Community Health Centre for the 2017-2018 year. Moved by Councillor Currie Seconded by Councillor Mennill THAT the current price of West Elgin Community Health Centre Meals on Wheels increase to $6.60 for regular portions and $3.30 double portions for the 2017-2018 contract year; and, THAT Council authorize staff to sign the 2017-2018 Meals on Wheels contract with the West Elgin Community Health Centre. - Carried. Homes — Long -Term Care Service Accountability Agreement for 2017-2018 — Director of Homes and Seniors Services The director presented the report seeking Council authorization to sign the Long -Term Care Service Accountability Amending Agreement for 2017-2018 with the South West Local Health Integration Network. Moved by Councillor Ens Seconded by Councillor Jenkins THAT Council authorizes staff to sign the Long -Term Care Service Accountability Amending Agreement for 2017-2018 with the South West Local Health Integration Network for Bobier Villa, Elgin Manor and Terrace Lodge. - Carried. County Council 4 April 11, 2017 Homes — Administration Policy Manual Review and Revisions 2017 — Director of Homes and Seniors Services The director presented the report recommending that Council approve revisions to the Homes Administration Policy Manual. Moved by Councillor Marr Seconded by Councillor Currie THAT Council approve the County of Elgin Homes and Seniors Services Administration Policy Manual review and revisions effective April 11, 2017. - Carried. Homes — Infection Control Policy and Procedure Manual — Director of Homes and Seniors Services The director presented the report seeking Council's approval of the Infection Control Policy and Procedure Manual. Moved by Councillor Ens Seconded by Councillor Wiehle THAT Council approve the County of Elgin Homes and Seniors Services Infection Control Policy and Procedure Manual review and revisions effective March 31, 2017. - Carried. Homes — Long -Term Care Homes Quality Improvement Plan (QIP) — 2017-2018 Submission to Health Quality Ontario — Director of Homes and Seniors Services The director presented the report informing Council that the annual Long -Term Care Homes Quality Improvement Plans (QIP) have been submitted. Moved by Councillor Currie Seconded by Councillor Mennill THAT the report titled: "Homes — Long -Term Care Homes Quality Improvement Plan (QIP) — 2017-2018 Submission to Health Quality Ontario" from the Director of Homes and Seniors Services dated April 11, 2017 be received and filed. - Carried. County Road #54 — Boundary Road Agreement — Director of Engineering Services The director presented the report informing Council that the boundary road agreement for County Road #54 between Elgin and Oxford Counties has expired and a new agreement is required. Moved by Councillor Mennill Seconded by Councillor Jenkins THAT the Warden and Chief Administrative Officer be directed and authorized to sign the agreement once approved by the County Solicitor. - Carried. Reduced Speed Zone and Community Safety Zone By -Law Amendments — Deputy Director of Engineering Services The deputy director presented the report summarizing amendments to speed zone and community safety zone by-laws. County Council Moved by Councillor Marr Seconded by Councillor Currie April 11, 2017 THAT By -Law 17-11, being a by-law to authorize speed limits, and By -Law 17-12, being a by-law to designate Community Safety Zones be adopted; and, THAT the OPP be circulated a copy of these by-laws. - Carried. Opening Date for Southwold Township Library, Shedden — Director of Community and Cultural Services The director presented the report informing Council that the Southwold Township Library, Shedden will open April 25, 2017 for use by the public. Moved by Councillor Currie Seconded by Councillor Wiehle THAT the report "Opening Date for Southwold Township Library, Shedden" from the Director of Community and Cultural Service, dated March 23, 2017 be received and filed. - Carried. Upgrades to County Website to 2019 — Director of Community and Cultural Services The director presented the report to Council seeking authorization to engage in activities that would result in a new version of the County's website to be launched as soon as fall 2017. Moved by Councillor Ens Seconded by Councillor Mennill THAT staff be authorized to utilize commercial content management software for the creation of the next generation of the County website subject to the terms and conditions outlined in the report "Upgrades to County Website to 2019" dated March 15, 2017; and, THAT a contract position be created to facilitate the necessary work to re -develop the County's website; and, THAT all associated costs, including wages and software, be contained within the approved budget of $43,510 for the period April 1, 2017 to December 31, 2019. - Carried. Tender Award — Elgin County Heritage Centre Construction — Director of Community and Cultural Services The director presented the report recommending that Council award the tender for the Elgin County Heritage Centre to Elgin Contracting and Restoration. Moved by Councillor Mennill Seconded by Councillor Jenkins THAT Elgin Contracting and Restoration be selected for the Elgin County Heritage Centre Construction Project, Contract No. 2790-16-07 at a total price of $893,000 exclusive of H.S.T.; and, THAT the separate prices noted in the report be added to the contract at a total price of $44,000 exclusive of H.S.T.; and, THAT additional funding required in the amount of $46,100 be re -allocated from the surplus from the Brooks Bridge Replacement project, Project No. 62901701; and, THAT the Warden and Chief Administrative Officer be authorized to sign the contract. - Carried. County Council 6 April 11, 2017 The Warden took a moment to recognize Mike Baker, Curator of the Elgin County Museum for the work that went into the Centennial Commemoration for Ellis Sifton and the Vimy Lecture that was held at St. Peter's Anglican Church in Tyrconnell on April 9, 2017. The event included the unveiling of a new headstone for Ellis Sifton, with a full pipe band in attendance. The Ellis Sifton Victoria Cross (part of the Museum's collection) was on hand for the event. The turnout was excellent and the event well organized. Council recessed at 10:03 a.m. and reconvened at 10:15 a.m. CORRESPONDENCE Items for Consideration Geoff Hogan, Executive Director, Southwestern Integrated Fibre Technology Inc. (SWIFT) seeking execution of the Municipal Capital Funding Agreement for Elgin County to contribute their portion of the Initial Costs of Phase 1 of the SWIFT Network project in the amount of $527,793. 2. Michael Andrews, President, Packetworks seeking a one-time grant of $10,000 or more from Elgin County to support their Connect to Innovate (CTI) program application. 3. M. Casavecchia-Somers, Chief Administrative Officer, Township of Malahide notifying Council of the appointment of Rosemary Kennedy as the Malahide representative to the Elgin County Land Division Committee. The following recommendation was adopted in regard to Correspondence Item #1: The Chief Administrative Officer cautioned Council about the risks associated with signing this agreement. It has not been indicated how many points of presence will be in Elgin nor has it been determined what will happen to Elgin's contribution if no local telecommunications companies bid on the project. There is also no indication as to when these projects might begin in Elgin. There are many municipalities that are signing and some are contributing while others are waiting to sign the agreement when the business plan has been developed and the RFPs are done. Signing this contract constitutes a leap of faith on the part of Elgin County. Moved by Councillor Mennill Seconded by Councillor Wiehle THAT the Corporation of the County of Elgin approve the execution of the Municipal Capital Funding Agreement for Elgin County to contribute their portion of the Initial Costs of Phase 1 of the SWIFT Network project in the amount of $527,793; and, THAT a letter of concern be issued along with the expected contribution towards Phase 1. - Carried. The following recommendation was adopted in regard to Correspondence Item #2: Moved by Councillor McWilliam Seconded by Councillor Jenkins THAT staff be directed to provide in-kind assistance to the project where feasible; and, THAT the request for financial contribution be received and filed. - Carried. The following recommendation was adopted in regard to Correspondence Item #3: Moved by Councillor Mennill Seconded by Councillor Jenkins THAT the Corporation of the County of Elgin appoint Rosemary Kennedy to the Land Division Committee as a representative for the Township of Malahide for the duration of the current term ending in 2018. - Carried. County Council 7 Items for Information (Consent Agenda) April 11, 2017 1. Nancie Irving, CMO, Town of Aylmer with Town of Aylmer council resolutions regarding Relocation of the Aylmer Library to the East Elgin Community Complex (EECC). 2. Matt Reid, Chair, Thames Valley District School Board responding to County Council's resolution regarding Elementary Pupil Accommodation Review -01 (SPAR -01) as well as providing the link to view the Final Senior Administration Report for Elementary Pupil Accommodation Review -01 from the TVDSB Planning Department. 3. The Southwestern Integrated Fibre Technology (SWIFT) Network with a press release titled "SWIFT to Release a Two Stage Request for Pre -Qualification (RFPQ) in May 2017". 4. Lori Van Opstal, interim Board Chair and Michael Barrett, CEO, South West Local Health Integration Network announcing that recruitment is underway for South West LHIN groups to support Patients First Action Plan for Health Care. 5. Automated External Defibrillator (AEDS) School Policy response from Thames Valley District School Board and support resolutions from: a) Township of East Zorra-Tavistock b) Town of Ingersoll 6. Kathleen Vukovics, Environmental Coordinator, Hatch Ltd. with Notice of a Proposal and Notice of a Public Meeting on April 25th, 2017 at the Shedden Keystone Complex and April 27th 2017 at the Belmont Arena and Community Centre regarding the MNO Solar FIT 4 LP — Twelve Solar Projects Proposed in Elgin County. 7. Dr. Eric Hoskins, Minister, Health and Long -Term Care announcing approval to the County of Elgin for the operation of 100 beds for the Terrace Lodge redevelopment project. 8. Grace McGartland, Director, The Arts & Cookery Bank thanking Council for continued support for the Savour the Flavour Boot Camp. 9. Nancie Irving, CMO, Town of Aylmer with resolution receiving for information the 2016 Library Usage and Statistics Report. 10. AMO Communications with Breaking News re: AMD's Key Amendment to Bill 68 — Municipal Act and Municipal Conflict of Interest Act; and School Review as well as AMO's Bill 68 Standing Committee Submission. Moved by Councillor Wiehle Seconded by Councillor Marr THAT Correspondence Items #1 —10 be received and filed. - Carried. OTHER BUSINESS Statements/Inquiries by Members Councillor Marr requested that staff investigate and bring forward a report regarding the modernization of Council Chambers to improve issues of sight lines for the media and members of the public in the gallery. Councillor Currie informed Council that the Town of Aylmer had an update from Spriet and Associates regarding putting the Aylmer Library in the East Elgin Community Complex. A resolution has been passed to create a committee to study the options provided and come back with recommendations. The Town will likely be asking for County input on this committee. Notice of Motion — None. Matters of Urgency —None. County Council Closed Meeting Items Moved by Councillor Marr Seconded by Councillor Jenkins April 11, 2017 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) the security of the property of the municipality or local board; two items — ARC Financial Planning Group Ltd. - Lease Extension; and, Potential Land Acquisition: Business Case. (d) labour relations or employee negotiations — Labour Relations Matters - Seeking Approval for New Collective Agreement with the Ontario Nurses' Association. (c) a proposed or pending acquisition or disposition of land by the municipality or local board — Dexter Line Land Acquisitions - Final Update (#10). - Carried. Moved by Councillor Mennill Seconded by Councillor Currie THAT we do now rise and report. - Carried. Moved by Councillor Currie 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, 2017 for a lease rate of $16.40 per square foot for year one, ($8,200.00 annual payment), plus the HST, and $16.75 per square foot for year two ($8,375.00 annual payment) plus the HST. - Carried. Moved by Councillor Jenkins Seconded by Councillor Currie THAT County Council approve the confidential report titled "Labour Relations Matters — Seeking Approval for New Collective Agreement with the Ontario Nurses' Association", from the Director of Human Resources, dated March 27, 2017, subject to being ratified, and the recommendations contained therein; and, THAT the necessary by-law be prepared. - Carried. Moved by Councillor McWilliam Seconded by Councillor Marr THAT the General Manager of Economic Development be authorized and directed to undertake a business case that would inform County Council on the potential acquisition of lands for recreational purposes as proposed in the in -camera report dated March 24, 2017. - Carried. Moved by Councillor Currie Seconded by Councillor Ens THAT the confidential report titled "Dexter Line Land Acquisitions — Final Update (#10)", from the Chief Administrative Officer, dated March 20, 2017 be received and filed. - Carried. County Council Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor Currie Seconded by Councillor Jenkins THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. BY-LAWS Moved by Councillor Currie Seconded by Councillor Wiehle April 11, 2017 THAT By -Law No. 17-09 "Being a By -Law to Establish a Pay Schedule for Employees Covered by the Job Evaluation Scale" be read a first, second and third time and finally passed. - Carried. Moved by Councillor Marr Seconded by Councillor Ens THAT By -Law No. 17-10 "Being a By -Law to Provide for the Adoption of the 2017 Budget of the Corporation of the County of Elgin and to Establish the 2017 Tax Ratios, and to Establish the 2017 Tax Rates for the County Constituent Municipalities" be read a first, second and third time and finally passed. - Carried. Moved by Councillor Mennill Seconded by Councillor Currie THAT By -Law No. 17-11 "Being a By -Law to Authorize Speed Limits" be read a first, second and third time and finally passed. - Carried. Moved by Councillor Currie Seconded by Councillor Marr THAT By -Law No. 17-12 "Being a By -Law to Designate Community Safety Zones on County Roads" be read a first, second and third time and finally passed. - Carried. Moved by Councillor Mennill Seconded by Councillor McWilliam THAT By -Law No. 17-13 "Being a By- Law to Authorize a Municipal Capital Agreement between the Corporation of the County of Elgin and the Southwestern Integrated Fibre Technology Network" be read a first, second and third time and finally passed. - Carried. Moved by Councillor Currie Seconded by Councillor Marr THAT By -Law No. 17-14 "Being a By -Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the April 11, 2017 Meeting" be read a first, second and third time and finally passed. - Carried. County Council 10 April 11, 2017 ADJOURNMENT Moved by Councillor McWilliam Seconded by Councillor Currie THAT we do now adjourn at 11:27 a.m. and meet again on May 9, 2017 at the County Administration Building Council Chambers at 9:00 a.m. - Carried. Chief Administrative Officer. ant Jones, Warden.