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13 - November 22, 2016 County Council MinutesCOUNTY COUNCIL MINUTES Tuesday, November 22, 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 Mennill THAT the minutes of the meeting held on October 18, 2016 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF — None. PRESENTATION Elgincentives Planning Award Bruce Curtis, Director of Ontario Professional Planners Institute Council presented Warden Wiehle and County Council with an Excellence in Planning Award for the Elgincentives Community Improvement Plan. The award was originally presented at a press conference at Queen's Park on November 10, 2016. Warden Wiehle thanked Mr. Curtis for his presentation. DELEGATIONS SCOR EDC Update Stephen Molnar, Chair of SCOR EDC/Mayor of Tillsonburg and Oxford County Warden David Mayberry presented a history and mandate of SCOR EDC, a summary of the organization's recent activities and requested a two-year commitment for partner support in the amount of $25,000/year. Moved by Councillor Currie Seconded by Councillor Ens THAT the presentation titled "SCOR EDC Update" from the Chair of SCOR EDC and the Warden of Oxford County, dated October 14, 2016, be received and filed. - Carried. Elgin Clean Water Program and Request for 2017 Funding Consideration Betsy McClure, Stewardship Program Supervisor, Kettle Creek Conservation Authority with a PowerPoint Presentation updating Council on the organization's progress to -date on restoration projects across the County and on its efforts in education and outreach. The organization also requested that $40,000 in funding from the County of Elgin continue in 2017 as a line item in the budget. Moved by Councillor Marlyn Seconded by Councillor McWilliam THAT as a matter of policy, staff be directed to include $40,000 each and every year as a line item in the composite budget for the Elgin Clean Water Program. - Carried. County Council 2 EBRC Satellite Offices Year End Report November 22, 2016 Kevin Jackson, General Manager, Elgin Business Resource Centre with a presentation on the organization's activities, programs and business successes in 2016. Moved by Councillor Mennill Seconded by Councillor Marr THAT the presentation titled "EBRC Satellite Offices Year End Report" from the General Manager of the Elgin Business Resource Centre, dated November 22, 2016, be received and filed. - Carried. Moved by Councillor Marlyn Seconded by Councillor Currie THAT we do now move into Committee Of The Whole Council. - Carried. REPORTS General Insurance and Risk Management Services Program for 2017 — Purchasing Coordinator The coordinator presented the report recommending that the County of Elgin continue to use the Frank Cowan Company to provide General Insurance and Risk Management Services. Moved by Councillor Jones Seconded by Councillor Currie THAT Frank Cowan Company be selected to provide General Insurance and Risk Management Services at the proposed annual premium cost of $367,140 plus taxes commencing December 15, 2016 until December 15, 2017; and, THAT the Warden and Chief Administrative Officer be authorized to sign the contract. - Carried. Quarterly Information Report - Contract Awards July 1, 2016 to September 30, 2016 — Purchasing Coordinator The coordinator presented the report summarizing the contracts awarded between July 1, 2016 and September 30, 2016 that exceeded $15,000, as per the County of Elgin's Procurement Policy. Moved by Councillor Marr Seconded by Councillor Wolfe THAT the report titled "Quarterly Information Report - Contract Awards, July 1, 2016 to September 30, 2016" from the Purchasing Coordinator, dated November 7, 2016, be received and filed. - Carried. Corporate Accessibility Policy Update - HR Policy #2.130 — Accessibility Coordinator The coordinator presented the report requesting Council's approval of updates to the Corporate Accessibility Policy in accordance with changes made to the Integrated Accessibility Standards Regulation (O. Reg 191/11) in July 2016. Moved by Councillor Marlyn Seconded by Councillor Mennill THAT the Corporate Accessibility Policy — HR Policy #2.130 be approved; and, County Council 3 November 22, 2016 THAT the report titled "Corporate Accessibility Policy Update — HR Policy #2.130" from the Accessibility Coordinator, dated November 1, 2016, be received and filed. - Carried. Accessibility Plan - Annual Status Update — Accessibility Coordinator The coordinator presented the annual status report on the progress of measures taken to implement the strategies outlined in the multi-year accessibility plan. Moved by Councillor Marr Seconded by Councillor Ens THAT the report titled "Accessibility Plan — Annual Status Report" from the Accessibility Coordinator, dated November 1, 2016, be received and filed. - Carried. Accessibility Training Plan for 2017 — Accessibility Coordinator The coordinator presented the report seeking Council's approval of an Accessibility Training Plan for 2017. Moved by Councillor Martyn Seconded by Councillor Currie THAT the report titled "Accessibility Training Plan for 2017", from the Accessibility Coordinator, dated November 1, 2016, be approved by County Council. - Carried. Elgin County Library 2016 Project Updates — Library Coordinator The coordinator presented the report providing Council with a review of current projects and improvements to the Elgin County Library system. These improvements include longer loan periods for DVD box sets, a card campaign to raise awareness of library services, the Food for Fines Program, and the Android version of the MyLibrary App. Moved by Councillor Marr Seconded by Councillor Currie THAT the Elgin County Library's annual "Food for Fines" campaign take place in December 2016; and, THAT the report titled "Elgin County Library 2016 Project Updates" from the Library Coordinator, dated November 7, 2016 be received and filed. - Carried. Recent Programs, Partnerships and Activities - May to October 2016 — Manager of Library Programming and Community Development The manager presented the report updating Council on recent programs, partnerships and activities of the Elgin County Library. These included the Books 2 Go program, the Youth Internship Program (YIP), the TD Summer Reading Club, Culture Days, Ontario Public Library Week, and the library's participation in in the Elgin Children's Network, the Local Immigration Partnership, and the STEAM Technology Centre. Moved by Councillor Wolfe Seconded by Councillor Currie THAT the report titled "Elgin County Library — Recent Programs, Partnerships and Activities — May to October 2016" from the Manager of Library Programming and Community Development, dated November 1, 2016, is received and filed. - Carried. County Council 4 November 22, 2016 Council recessed at 10:20 a.m. and reconvened at 10:30 a.m. Museum Facility Funding Approval and Authorization to Proceed — Director of Community and Cultural Services The director presented the report informing Council that the County of Elgin has been approved for $485,800 from the Department of Canadian Heritage under the Canada Cultural Space Program for the construction of a new museum facility and requesting permission to proceed with the construction. Moved by Councillor Mennill Seconded by Councillor Martyn THAT the Warden and Chief Administrative Officer be hereby authorized to enter into a funding agreement with the Department of Canadian Heritage under the Canada Cultural Spaces Program in the amount of $485,800 for the purposes of developing a new facility for the Elgin County Museum on property adjacent to the Elgin County Administration Building; and, THAT the County contribute $514,200 towards this project as outlined in the report titled "Museum Facility Funding Approval and Authorization to Proceed" dated November 4, 2016 as well as annual building operating costs of approximately $30,000 beginning in 2017; and, THAT the Warden and Chief Administrative Officer be authorized to sign an amended contract with +VG Architects (The Ventin Group Ltd.) as the prime architect for the museum facility project for design, engineering, tendering and contract administration services at a total fee of 8.8% of total project costs or an upset limit of $88,000, plus HST; and, THAT a design concept, authorization for construction tender and operational details such as staffing and hours of operation be presented for Council's approval as soon as feasible; and, THAT the Warden on behalf of Council issue a letter of appreciation to the Federal Minister of Canadian Heritage and the Member of Parliament for Elgin -Middlesex -London. - Carried. 2016-2017 Ontario Libraries Capacity Fund Grant — Director of Community and Cultural Services The director presented the report informing Council that the library has been approved for $13,831 in funding from the Ontario Libraries Capacity Fund. Moved by Councillor Currie Seconded by Councillor Martyn THAT funding in the amount of $13,831 from the Province of Ontario under the Ontario Libraries Capacity Fund be hereby accepted with a project established in the 2016 and/or 2017 budgets of the Elgin County Library according to the terms of the contribution agreement; and, THAT the Warden on behalf of Council issue a letter of appreciation to the Ontario Minister of Tourism, Culture and Sport and the Member of Provincial Parliament for Elgin -Middlesex -London. - Carried. Emergency Response Vehicle Replacement — Director of Engineering Services The director presented the report recommending that Council approve the contract for the scheduled replacement of one Emergency Response Vehicle as approved in the 2016 Capital Budget. Moved by Councillor Mennill Seconded by Councillor Jones THAT County Council approve a single source contract award for the Supply and Delivery of one (1) Emergency Response Vehicle from Rowland Emergency and Specialty Vehicles for a total price of $78,050 plus taxes; and, County Council November 22, 2016 THAT the 2010 Ford Expedition ERV be auctioned once delivery of the new ERV is received and put into service. - Carried. Wonderland Road Assumption — Director of Engineering Services The director presented the report recommending that Council approve the transferring of Wonderland Road to the County of Elgin from the Township of Southwold in exchange for three County roads (Mill Road, Southdel Drive and Mandala Road). Moved by Councillor Jones Seconded by Councillor Marr THAT Wonderland Road between Ron McNeil Line and Southminister Bourne be transferred from the Township of Southwold to the County of Elgin on January 1, 2017; and, THAT Mill Road (from Talbot Line to Southdel Drive), Southdel Drive (from Mill Road to Carriage Road) and Mandala Road (from Third Line to Southdel Drive) be transferred to the Township of Southwold on January 1, 2017; and, THAT the County's insurance provider be notified of these changes; and, THAT the appropriate By -Laws be prepared and amended. - Carried. Council directed staff to write MP Jeff Yurek to ask that he approach the Ministry of Transportation on Elgin's behalf to request a meeting with the Minister to explore the option of a Provincial contribution to the capital investment required on Wonderland Road as a result of the construction of a new interchange at Highway 401. School Zone Signage — Deputy Director of Engineering Services The deputy director presented the report providing options for school zone signage to create a consistent system for schools adjacent to County roads and recommended the following: THAT a consistent roadway signing policy be implemented at each school zone along an Elgin County road as follows: All school zones adjacent to a county road are posted at 50km/h, have oversized (80cm x 80cm) florescent yellow School Area signs and are signed as Community Safety Zones from September 1st to June 30th annually; and, THAT each municipality be requested to provide a list of schools along County roads in their communities; and, THAT each municipality indicates the need and desire to have a Community Safety Zone established at schools in their communities adjacent to County roads. Moved by Councillor Jones Seconded by Councillor Martyn THAT the motion be amended to insert: "unless otherwise directed by the municipality to lower the speed limit to 40 km/h" (in paragraph 2) and "and whether or not 50 km/h or 40km/h speed zones are required." (in paragraph 4) - Carried. The main motion was then voted on as amended as follows: Moved by Councillor Marr Seconded by Councillor Wolfe THAT a consistent roadway signing policy be implemented at each school zone along an Elgin County road as follows: County Council 6 November 22, 2016 All school zones adjacent to a county road are posted at 50km/h, unless otherwise directed by the municipality to lower the speed limit to 40km/h, have oversized (80cm x 80cm) florescent yellow School Area signs and are signed as Community Safety Zones from September 1st to June 30th annually; and, THAT each municipality be requested to provide a list of schools along County roads in their communities; and, THAT each municipality indicate the need and desire to have a Community Safety Zone established at schools in their communities adjacent to County roads, and whether or not 50km/h or 40km/h speed zones are required. - Carried. 911 Primary Public Safety Answering Position (PPSAP) Contract Extension (2017-2019) — Deputy Director of Engineering Services The deputy director presented the report recommending that the contract for 911 Primary Public Safety Answering Position (PPSAP) be extended from 2017-2019. Moved by Councillor Mennill Seconded by Councillor Jones THAT the report titled "911 Primary Public Safety Answering Position (PAPA) Contract Extension (2017-2019)" be received and filed for information; and, THAT the report be circulated to the City of St. Thomas and the County's Municipal Partners for their information; and, THAT the Warden and Chief Administrative Officer be authorized to sign the amending agreement. - Carried. Preventative Maintenance for Mobility Devices - Contract Award — Director of Homes and Seniors Services The director presented the report recommending that Yurek Pharmacy be selected to provide Preventative Maintenance Services for Mobility Devices at Terrace Lodge, Elgin Manor and Bobier Villa. Moved by Councillor Marr Seconded by Councillor Marlyn THAT Yurek Pharmacy be selected to provide Preventative Maintenance Services for Mobility Devices at Terrace Lodge, Elgin Manor and Bobier Villa for a three year term commencing December 1, 2016 with the option to renew for up to an additional two years; and, THAT the Warden and Chief Administrative Officer be authorized to enter into an agreement with Yurek Pharmacy for the services to the Homes. - Carried. One-year Multi -Sector Accountability Agreement (MSAA) Extension for Terrace Lodge and Bobier Villa Adult Day Programs for 2014-2017 — Director of Homes and Seniors Services The director presented the report seeking Council's approval to enter into a service accountability agreement for the Adult Day Program at Terrace Lodge and Bobier Villa as required by the Local Health System Integration Act, 2006 (LHSIA). County Council 7 November 22, 2016 Moved by Councilor Menial Seconded by Councillor Currie THAT the Warden signs the approval for the revised Multi -Service Accountability Agreement for the Adult Day Programs 2014/18 upon receipt of the authorizing letter from the South West Local Health Integration Network. - Carried. Year End Report for 2016 — Tree Commissioner/Weed Inspector The commissioner/inspector presented a a summary of activity related to the Elgin Woodlands Conservation By -Law for the period of November 1, 2015 to October 31, 2016 and weed inspection activity for the 2016 season. Moved by Councillor Currie Seconded by Councillor Ens THAT the report titled "Tree Commissioner/Weed Inspector Year End Report for 2016" from the Tree CommissionerANeed Inspector, dated November 3, 2016 be received and filed. - Carried. CORRESPONDENCE Items for Consideration 1. Jenny Reynaert, Administrator, Town of Aylmer with a resolution seeking support for Cherry Street in their future development on Anne Street in Aylmer as an affordable housing project. 2. Pupil Accommodation Review: a) Michelle Casavecchia-Somers, Chief Administrative Officer/Clerk, Township of Malahide requesting a Moratorium relating to the Pupil Accommodation Review. b) Brenda Gibbons, Clerk's Assistant, Municipality of Bayham with resolution supporting correspondence from the County of Elgin regarding the Elementary Pupil Accommodation Review. 3. Matt Brown, Mayor, City of London responding to correspondence dated September 29, 2016 from the County of Elgin relating to Wonderland Road Improvements. 4. Rob Morton, Executive Assistant, Office of Lorne Coe, MPP Whitby -Oshawa with a resolution seeking support for Bill 9 regarding stroke victims receiving care regardless of their age. The following recommendation was adopted in regard to Correspondence Item #1: Moved by Councillor Marlyn Seconded by Councillor Jones THAT Elgin County Council supports the resolution from the Town of Aylmer seeking support for Cherry Street in their development of 8-9 apartments on Anne Street in Aylmer as an Affordable Housing Project, noting endorsement of the request for tax relief for the project set at the single residential rate for the area. - Carried. The following recommendation was adopted in regard to Correspondence Item #2: Moved by Councillor Mennill Seconded by Councillor Wolfe THAT Correspondence Item #2 (a) and (b) be received and filed. - Carried. County Council 8 November 22, 2016 The following recommendation was adopted in regard to Correspondence Item #3: Moved by Councillor Marlyn Seconded by Councillor Marr THAT Correspondence Item #3 be received and filed. - Carried. The following recommendation was adopted in regard to Correspondence Item #4: Moved by Councillor Jones Seconded by Councillor Martyn THAT the Corporation of the County of Elgin support Bill 9, End Age Discrimination Against Stroke Recovery Patients Act, 2016, which states that all stroke victims receive care regardless of their age. - Carried. Items for Information (Consent Agenda) 1. Ontario Energy Board with notice to Union Gas Limited customers regarding a rate change that is effective January 1, 2017. 2. Premier Kathleen Wynne, thanking Council for their Hydro Costs resolution. 3. Ken Loveland, Chief Administrative Officer/Clerk, Township of Southwold supporting the request for a meeting with TVDSB to discuss the proposed accommodation review. 4. Inspector Brad Fishleigh, Ontario Provincial Police thanking Council for raising their traffic safety concerns regarding the speed limit on Carlow Road in Port Stanley. 5. Jeff Yurek, MPP, Elgin -Middlesex -London, supporting Council's letter dated September 29, 2016 to the Minister of transportation regarding the expansion of Wonderland Road. 6. Premier Kathleen Wynne, responding to letter sent in regards to Certified Crop Advisors. 7. Premier Kathleen Wynne, thanking Council for their resolution supporting the Grey County resolution regarding Hydro structure in terms of access and delivery. 8. Monica Laprise, Manager of Finance, Elgin St. Thomas Public Health notifying Council that the County of Elgin's total Levy for 2016 has been reduced. 9. Certificate of Appreciation for Supporting the Military Service Recognition Book —Volume III of the Royal Canadian Legion Ontario Command. 10. Hon. Charles Sousa, Minister of Finance with the release of the Ontario Municipal Partnership Fund (OMPF) municipal allocations for 2017. 11. Ken Loveland, Chief Administrative Officer/Clerk, Township of Southwold with resolution regarding the Southwold Library Project Loan. Moved by Councillor Mennill Seconded by Councillor Currie THAT Correspondence Items #1 —11 be received and filed. - Carried. County Council 9 November 22, 2016 OTHER BUSINESS Statements/Inquiries by Members Councillor McWilliam informed Council that the Ministry of Health and Long -Term Care has raised a discussion paper on firefighters providing paramedic services. If this type of activity goes forward there will be a direct cost to municipalities. The Chief Administrative Officer let Council know that staff are aware of this discussion paper and will keep a close watch on the issue as it develops. Notice of Motion — None. Matters of Urgency — None. DELEGATIONS (continued) 2016 Land Division Committee Report Graham Warwick, Vice Chair, Elgin County Land Division Committee with a presentation on the Elgin County Land Division Committee's activities in 2016. Moved by Councillor Currie Seconded by Councillor Mennill THAT the presentation titled "2016 Land Division Committee Report" from the Vice Chair of the Elgin County Land Division Committee, dated November 3, 2016, be received and filed. - Carried. Closed Meeting Items Moved by Councillor Marr 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; (b) two items: personal matters about an identifiable individual including municipal or local board employees — 2016 Service Employees International Union (SEIU) Negotiations Mandate and Succession Planning 2016. - Carried. All members of staff except the Director of Human Resources and the Chief Administrative Officer left the Council Chambers. Moved by Councillor Marlyn Seconded by Councillor Currie THAT we do now rise and report. - Carried. Moved by Councillor Wolfe Seconded by Councillor Jones THAT County Council support the suggested negotiations mandate for the upcoming bargaining of a new collective agreement with SEIU included in this report; and, THAT staff apprise County Council of the status of negotiations and the progress being made. - Carried. Moved by Councillor Marlyn Seconded by Councillor McWilliam THAT the confidential report titled "Succession Planning 2016" from the Director of Human Resources be received and filed; and, County Council 10 November 22, 2016 THAT the contract of the current County Planner position be extended until June 30th, 2018 under the existing terms and conditions of the present arrangement; and, THAT the processes for recruitment of the Director of Engineering Services and the County - Chief Administrative Officer/Clerk be implemented following confirmation of retirement dates by the incumbents. - 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. BY-LAWS Moved by Councillor Jones Seconded by Councillor Mennill THAT By -Law No. 16-29 "To Amend the Schedule to By -Law No. EG1 (15-32) Being a By -Law to Authorize Speed Limits" be read a first, second and third time and finally passed. - Carried. Moved by Councillor Ens Seconded by Councillor Wolfe THAT By -Law No. 16-30 "To Amend the Schedule to By -Law No. EG1 (15-32) Being a By -Law to Authorize Speed Limits" be read a first, second and third time and finally passed. - Carried. Moved by Councillor Mennill Seconded by Councillor Marr THAT By -Law No. 16-31 "Being a By -Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the November 22, 2016 Meeting" be read a first, second and third time and finally passed. - Carried. ADJOURNMENT Moved by Councillor Wolfe Seconded by Councillor McWilliam THAT we do now adjourn at 12:28 p.m. and meet again on December 6, 2016 at the County Administration Building Council Chambers at 7:00 p.m. TUFTi' ZIZI.,� . . . Chief Administrative Officer. - Carried.