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09 - July 11, 2017 County Council Minutes COUNTY COUNCIL MINUTES Tuesday, July 11, 2017 Accessible formats available upon request. The Elgin County Council met this day at the Administration Building at 9:00 a.m. with all members present except Councillor Jenkins (vacation). Warden Jones in the Chair. ADOPTION OF MINUTES Moved by Councillor Currie Seconded by Councillor Mennill THAT the minutes of the meeting held on June 13, 2017 and the Special meeting held on June 27, 2017 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF — None. The Warden introduced Julie Gonyou, new CAO/Clerk for the County of Elgin effective September 5, 2017. DELEGATION Concerns re: Ministry of Education's recent announcement to overhaul the existing Pupil Accommodation Review Guidelines Heather Derks, Kate Hurst, and Johnny Wilson presented their concerns regarding the Ministry of Education's recent announcement to overhaul the existing Pupil Accommodation Review Guidelines. It is the opinion of the delegation that a retroactive moratorium should be placed on decisions to close Springfield, Sparta and New Sarum Public Schools as those decisions were made using guidelines that are now under review. Moved by Councillor Marr Seconded by Councillor Currie THAT Elgin County Council support MPP Jeff Yurek's statement of June 29th, 2017 urging, among other items, the Thames Valley District School Board to revisit their decisions to close Sparta, Springfield and New Sarum Public Schools and authorize the Warden to issue a letter delineating all of Council's concerns with this matter. - Carried. Moved by Councillor Wiehle Seconded by Councillor Ens THAT we do now move into Committee Of The Whole Council. - Carried. REPORTS Annual Warden's Dinner— Councillors David Marr and Jim Jenkins Councillor Marr presented the report outlining the program for the annual Warden's Dinner to be held in November. Moved by Councillor Wiehle Seconded by Councillor Marr THAT the report titled "Annual Warden's Dinner 2017" from Councillors Marr and Jenkins, dated June 23, 2017, be received and filed. - Carried. County Council 2 July 11, 2017 Elgin County Archives — Recent Acquisitions, Projects and Activities —June 2016 to June 2017 — Manager of Museum and Archives The manager presented the report summarizing the acquisitions, projects, and activities undertaken by the Elgin County Archives over the past 12 months. Highlights included the digitization of the Talbot Maps, processing of the Ken Verrell Railway collection, and updates regarding the Archives' social media accounts. Moved by Councillor Martyn Seconded by Councillor Currie THAT the report titled "Elgin County Archives — Recent Acquisitions, Projects and Activities- June 2016 to June 2017" from the Manager of Museum and Archives, dated June 23, 2017 be received and filed; and, THAT the Warden issue a letter of appreciation to the Elgin County Branch of the Ontario Genealogical Society in recognition of a $5,000 donation to the Elgin County Archives to assist with digitization projects. - Carried. STEAM Centre "Mission 150" Sponsorship — Director of Community and Cultural Services The director presented the report recommending that Council sponsor the STEAM Centre "Mission 150" event in the amount of$1,000. Moved by Councillor Mennill Seconded by Councillor Currie THAT a $1,000 sponsorship of the STEAM Centre's "Mission 150" event taking place on September 30, 2017 be hereby approved with funds drawn from the unspecified grant line of the 2017 Operating Budget. - Carried. Final Approval for a Plan of Subdivision, Craigholme Estates Ltd. (Stage 2), Central Elgin, File No. 34T-01002 — Manager of Planning The manager presented the report informing Council that final approval for a Plan of Subdivision has been granted to Craigholme Estates Ltd. located in the Village of Belmont, Central Elgin. Moved by Councillor Marr Seconded by Councillor Currie THAT the report titled "Final Approval for a Plan of Subdivision Craigholme Estates Ltd. (Stage 2)" from the Manager of Planning, dated June 13, 2017, be received and filed. - Carried. Approval for Official Plan Amendment No. 19, Bayham, File No. BA-OPA19-17, Owner: Edgar Floyd Matthews — Manager of Planning The manager presented the report providing County Council with information required in order to consider granting approval to the above noted Official Plan Amendment. Moved by Councillor Ens Seconded by Councillor Martyn THAT the Council of the Corporation of the County of Elgin gives approval to Official Plan Amendment No.19 to the Municipality of Bayham Official Plan, File No. BA-OPA19-17; and, THAT staff be directed to provide notice of this decision in accordance with the Planning Act. - Carried. County Council 3 July 11, 2017 Approval for Official Plan Amendment No. 20, Bayham, File No. BA-OPA20-17, Owner: Municipality of Bayham — Manager of Planning The manager presented the report providing County Council with information required in order to consider granting approval to the above noted Official Plan Amendment. Moved by Councillor Currie Seconded by Councillor Mennill THAT the Council of the Corporation of the County of Elgin gives approval to Official Plan Amendment No. 20 to the Municipality of Bayham Official Plan, File No. BA-OPA20-17; and, THAT staff be directed to provide notice of this decision in accordance with the Planning Act. - Carried. Draft Approval for a Vacant Land Plan of Condominium, West Elgin, File No. 34CD-WE1401, Owner: Lighthouse Waterfronts Inc. — Manager of Planning The manager presented the report providing County Council with information required in order to consider granting draft plan approval to the above noted plan of condominium located in the Municipality of West Elgin. Moved by Councillor Wiehle Seconded by Councillor Ens THAT the Council of the Corporation of the County of Elgin grants draft plan approval to Lighthouse Waterfronts Inc. Draft Plan of Condominium in the Municipality of West Elgin File No. 34CD-WE1401; and, THAT staff be directed to provide notice of this decision subject to the conditions for final approval in accordance with the Planning Act. - Carried. Extension to the Waste Disposal Agreement— Chief Administrative Officer The Chief Administrative Officer presented the report seeking Council's approval to sign an extension to a Waste Disposal Agreement with the City of Toronto for Green Lane Landfill. Moved by Councillor Marr Seconded by Councillor Mennill THAT the Warden and Chief Administrative Officer be authorized and directed to sign the Waste Disposal Extension Agreement with the City of Toronto and participating local municipalities; and, THAT the necessary by-law be prepared. - Carried. Council recessed at 10:04 a.m. and reconvened at 10:15 a.m. Highlights of Bill 68, Modernizing Ontario's Municipal Legislation Act, 2017 PowerPoint— Chief Administrative Officer The Chief Administrative Officer presented the PowerPoint report highlighting changes to municipal legislation under Bill 68. Changes to the Municipal Act and the Municipal Conflict of Interest Act will be most relevant to Elgin County. Moved by Councillor Martyn Seconded by Councillor Marr THAT the PowerPoint report titled "Bill 68, Modernizing Ontario's Municipal Legislation Act, 2017" from the Chief Administrative Officer, dated July 11, 2017 be received and filed. - Carried. County Council 4 July 11, 2017 Homes - Multi-Sector Service Accountability Agreement— Schedule G — Form of Compliance Declaration — Director of Homes and Seniors Services The director presented the report recommending that Council authorize staff to sign the Multi- Sector Service Accountability Agreement - Schedule G Form of Compliance Declaration and submit it to the Southwest Ontario Local Health Integration Network. Moved by Councillor Mennill Seconded by Councillor Currie THAT staff be directed to sign the 2016 —2017 Multi-Sector Service Accountability Agreement Declaration of Compliance — Schedule G. - Carried. Homes -Annual Laundry and Housekeeping Policy and Procedure Review 2017 — Director of Homes and Seniors Services The director presented the report recommending that Council approve the revised laundry and housekeeping policies. Moved by Councillor Currie Seconded by Councillor Marr THAT County Council reviews and approves the Housekeeping and Laundry policies for the County of Elgin Homes and Seniors Services dated May 2017. - Carried. Hair Care Services at Bobier Villa - Contract Award— Director of Homes and Seniors Services The director presented the report recommending that Council approve a new Hair Care Provider for Bobier Villa. Moved by Councillor Martyn Seconded by Councillor Currie THAT Nancy Voros be selected to provide Hair Care Services at Bobier Villa for a two year term, at the proposed fee structure, with the option to renew for up to three additional one-year terms; and, THAT the Warden and Chief Administrative Officer be authorized to sign the contract. - Carried. Ride Across County of Elgin in Support of United Way (RACE) — Director of Engineering Services The Chair of the Elgin County United Way Special Events Committee presented the report recommending that Council support a new event as a collaborative effort with Railway City Cycling Club in the form of a bicycle Ride Across the County of Elgin (RACE). This ride will support the United Way and is scheduled for September 24, 2017. Moved by Councillor Marr Seconded by Councillor Mennill THAT Council endorse the use of the County Administration Building by the Railway City Cycling Club for the Ride Across County of Elgin (RACE) in support of United Way; and, THAT the Warden sponsor a Yellow Jersey competition to further encourage participants to fundraise for United Way. - Carried. County Council 5 July 11, 2017 Ontario Municipal Commuter Cycling Program (OMCC) — Deputy Director of Engineering Services The deputy director presented the report recommending that Council declare its interest in participating in the Ontario Municipal Commuter Cycling Program by this year's August 18, 2017 deadline. Moved by Councillor Mennill Seconded by Councillor McWilliam THAT County Council declare participation in the Ontario Municipal Commuter Cycling Program (OMCC); and, THAT the first project proposed to the Province under the OMCC Program be an update of the current Cycling Master Plan as it relates to County roads. - Carried. Engineering Services for Wonderland Road — Deputy Director of Engineering Services The deputy director presented the report providing details on the Request for Proposal (RFP) for Engineering Services for the reconstruction of Wonderland Road in Southwold Township and seeking Council's approval to award the contract. Moved by Councillor Ens Seconded by Councillor Martyn THAT Spriet Associates be selected to provide Engineering Services for Wonderland Road, Contract#60901701 at a total price of$229,770.00 plus HST; and, THAT the Warden and Chief Administrative Officer be authorized to sign the contracts. - Carried. Moved by Councillor Marr Seconded by Councillor Currie THAT staff be directed to explore various options and strategies to address potential safety concerns at the south end of Wonderland Road. - Carried. Council Chambers Presentation Equipment Modernization — Deputy Director of Engineering Services The deputy director presented Council with two options for modernizing presentation equipment in the Council Chambers. Moved by Councillor Mennill Seconded by Councillor Currie THAT a three monitor display cluster be installed in Council Chambers as detailed in this report; and, THAT the estimated cost of$10,000 be allocated from the Misc. Capital Projects account (26601514). - Carried. Capping and Clawback— Director of Financial Services The director presented the report requesting that Council approve the recommended Capping and Clawback options for 2017. County Council 6 July 11, 2017 Moved by Councillor Martyn Seconded by Councillor Marr THAT County tax policy set the annualized tax limit increase at 10%; the prior years current value assessment (CVA) tax limit increase at 10%; the CVA threshold for protected (increasing) properties at $500; the CVA threshold for clawed back (decreasing) properties at $500; exclude properties that were at CVA tax in the previous year from the capping and clawback calculation in the current year; and exclude properties that would move from being capped in the previous year to be clawed back in the current year or from being clawed back in the previous year to be capped in the current year as a result of the changes to the CVA tax; and, THAT the necessary by-laws be adopted. - Carried. May 2017 Budget Performance — Director of Financial Services The director presented the May budget comparison for the County with a positive performance of$24,000 for the month. Moved by Councillor Mennill Seconded by Councillor Marr THAT the report titled "May 2017 Budget Performance" from the Director of Financial Services, dated June 26, 2017, be received and filed. - Carried. 2016 Annual Report— Director of Financial Services The director presented the 2016 Annual Report including accomplishments for 2016 and a summary of the County's financial files. Moved by Councillor Ens Seconded by Councillor Martyn THAT the 2016 Annual Report and Financial Information Return (FIR) be approved for publication. - Carried. International Plowing Match (IPM) Legacy Agricultural Scholarship — 2017 Winners — Warden Jones The Warden presented the report on behalf of the IPM Legacy Scholarship Committee announcing that Yasmine Farhan and Bradley van Kasteren were the successful recipients of the 2017 IPM Legacy Agricultural Scholarship. Both recipients received $2,500 to use towards their studies. Moved by Councillor Mennill Seconded by Councillor Currie THAT the Warden, County Council and 2010 IPM Executive Committee hereby acknowledge and congratulate Ms. Yasmine Farhan of the City of St. Thomas ($2,500) and Mr. Bradley van Kasteren of the Township of Malahide ($2,500) as the 2017 winners of the International Plowing Match Legacy Agricultural Scholarship. - Carried. CORRESPONDENCE Item for Consideration 1. Kevin Powers, Director, Public Affairs, Ontario Power Generation (OPG) Nuclear seeking support for the creation of a Deep Geologic Repository (DGR). County Council 7 July 11, 2017 The following recommendation was adopted in regard to Correspondence Item #1: Moved by Councillor Marr Seconded by Councillor Wiehle THAT Correspondence Item #1 be received and filed. - Carried. Items for Information (Consent Agenda) 1. Jennifer Reynaert, Administrator/Deputy Clerk, Town of Aylmer with resolution from the June 12, 2017 Aylmer Council meeting related to the County Road Maintenance Agreement. 2. Kathleen Vukovics, Environmental Coordinator, HATCH with information on the Eleven (11) Solar Projects proposed in Elgin County. 3. Cathy Crane, Chair, Board of Governors, with St. Thomas Elgin General Hospital Board of Governors Highlights dated June 2017. 4. Linda Long, Executive Director, Quad County Support Services thanking Council for grant of$2,000. 5. Elgin County Press Release titled "High Speed Fibre Internet now at John Kenneth Galbraith Reference Library in Dutton". Moved by Councillor Marr Seconded by Councillor Mennill THAT Correspondence Items #1 — 5 be received and filed. - Carried. OTHER BUSINESS Statements/Inquiries by Members Councillor Marr announced that in a survey done by Maclean's Magazine Central Elgin was voted 15th best place to live in Canada. The Warden acknowledged that it was the last Council meeting for both Chief Administrative Officer Mark McDonald and Director of Engineering Services Clayton Watters who will both be retiring in the next few months. Council applauded Mr. McDonald and Mr. Watters for their years of service. Notice of Motion — None. Matters of Urgency— None. Closed Meeting Items Moved by Councillor Marr Seconded by Councillor Currie 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 —Theft/Conversion of County Property. (b) personal matters about an identifiable individual, including municipal or local board employees — Update on Succession Planning in the Engineering Services Department - Carried. County Council 8 July 11, 2017 Moved by Councillor Marr Seconded by Councillor Martyn THAT we do now rise and report. - Carried. Staff Direction The County Solicitor was directed to pursue the potential theft of County property by referring the matter to the O.P.P. Moved by Councillor Mennill Seconded by Councillor Currie THAT the confidential verbal information on the succession plan regarding the Engineering Services Department from the Director of Human Resources be received and filed. - Carried. Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor Marr Seconded by Councillor Wiehle THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. BY-LAWS Moved by Councillor Martyn Seconded by Councillor Currie THAT By-Law No. 17-21 "Being a By-Law to Authorize the Warden and the Chief Administrative Officer to Sign an Extension Agreement with the City of Toronto relating to Waste Disposal with a Common Tipping Fee for Participating Municipalities" be read a first, second and third time and finally passed. - Carried. Moved by Councillor Marr Seconded by Councillor Currie THAT By-Law No. 17-22 "Being a By-Law to Establish Revenue Neutral Clawback Percentages for Certain Property Classes" be read a first, second and third time and finally passed. - Carried. Moved by Councillor Mennill Seconded by Councillor Currie THAT By-Law No. 17-23 "Being a By-Law to Adopt Optional Tools for the Purposes of Administering Limits for the Commercial, Industrial and Multi-Residential Property Classes" be read a first, second and third time and finally passed. - Carried. Moved by Councillor Mennill Seconded by Councillor Currie THAT By-Law No. 17-24 "Being a By-Law to Appoint Julie Gonyou as Chief Administrative Officer/Clerk and to Define the Duties Thereof' be read a first, second and third time and finally passed. - Carried. County Council 9 July 11, 2017 Moved by Councillor Marr Seconded by Councillor Ens THAT By-Law No. 17-25 "Being a By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the July 11, 2017 Meeting" be read a first, second and third time and finally passed. - Carried. ADJOURNMENT Moved by Councillor McWilliam Seconded by Councillor Currie THAT we do now adjourn at 12:30 p.m. and meet again on September 12, 2017 at the County Administration Building Council Chambers at 9:00 am. - Carried. .01 ()II-AA-4 Julie Gonyo , G(ant Jones, Chief Administrative Officer. Warden.