10 - September 12, 2017 County Council MinutesCOUNTY COUNCIL MINUTES
Tuesday, September 12, 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.
Warden Jones in the Chair.
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Moved by Councillor Martyn
Seconded by Councillor Mennill
THAT the minutes of the meeting held on July 11, 2017 be adopted.
- Carried.
DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF —
None.
DELEGATION
Social Services 2016 Year in Review
Elizabeth Sebestyen, Acting Director, St. Thomas -Elgin Social Services with a PowerPoint
presentation (Addendum) and report updating Council on the department's activities in 2016
including the name change from Ontario Works to St. Thomas -Elgin Social Services. The
report included a summary of children's services, affordable housing, and Ontario Works.
Moved by Councillor Marr
Seconded by Councillor Ens
THAT the report titled "Social Services 2016 Year in Review", from the Acting Director, St.
Thomas -Elgin Social Services be received and filed.
- Carried.
Moved by Councillor Jenkins
Seconded by Councillor Wiehle
THAT we do now move into Committee Of The Whole Council.
- Carried.
REPORTS
Clearinq Exemption Application for Plan 117 Part Lots 5-7 Range 1 South of Lake Road,
Municipality of Central Elgin — Tree Commissioner/Weed Inspector
The tree commissioner presented the report recommending that Council approve a proposed
Exemption for Woodlands Clearing on a property located on George Street in Port Stanley.
Moved by Councillor Mennill
Seconded by Councillor Marr
THAT County Council approve the Council Exemption for Woodlands Clearing conditional on
the applicant contributing an amount of $3.00 per seedling to a local tree planting agency. The
number of seedlings in the replanting agreement as per the "No Net Loss" Policy is 650.
- Carried.
County Council 2 September 12, 2017
50th Anniversary of Fanshawe College of Applied Arts and Technology — Director of
Community and Cultural Services
The director presented the report recommending that Council acknowledge Fanshawe College's
50th Anniversary and its significant contribution to the community. Ross Fair, Regional Chair of
the St. Thomas Elgin Campus was in attendance to receive congratulations from County Council
on this milestone achievement.
Moved by Councillor Marr
Seconded by Councillor Jenkins
THAT the Warden on behalf of Elgin County Council hereby congratulate the Board of
Governors and President of Fanshawe College of Applied Arts and Technology on the College's
50th anniversary and its importance to the economy of Elgin County.
- Carried.
Elgin County Library — New Services for 2017 — Library Coordinator
The coordinator presented the report outlining several new services that the Elgin County Library
will be launching in 2017. Some of these services include additions to the online magazine
collection, access to digital media content, a new app designed to streamline access to library
content, makerspace items, and e-commerce options for paying library fines.
Moved by Councillor Martyn
Seconded by Councillor Jenkins
THAT the report titled "Elgin County Library — New Services for 2017", from the Library
Coordinator, dated August 21, 2017 be received and filed.
- Carried.
Collection Development Policy Update — Library Coordinator
The coordinator presented the report recommending that Council approve an update to the
Collection Development Policy for the Elgin County Library. This policy provides a framework
for staff to review materials for both purchase and removal from the Library's collection.
Moved by Councillor Marr
Seconded by Councillor Wiehle
THAT the Elgin County Library's Collection Development Policy be hereby approved.
- Carried.
2017/2018 Events Calendar — Elgin County United Way and Special Events Committee
The committee chair presented the report updating Council on the internal fundraising activities
and other social events planned by the Elgin County United Way and Special Events Committee
for 2017/2018.
Moved by Councillor Mennill
Seconded by Councillor Marr
THAT Council support the Elgin County United Way and Special Events Committee's 2017/
2018 planned activities as presented in the report titled "2017/2018 Events Calendar'.
- Carried.
Ministry of Health Funding Increase for 2017 — Senior Financial Analyst
The Director of Financial Services presented the report informing Council of the total 2017
increases for base level of care funding from the Ministry of Health and Long -Term Care.
County Council 3 September 12, 2017
Moved by Councillor Jenkins
Seconded by Councillor Wiehle
THAT the report titled "Ministry of Health Funding Increase for 2017", from the Senior Financial
Analyst, dated July 19, 2017 be received and filed.
- Carried.
July 2017 Budget Performance — Director of Financial Services
The director presented the budget comparison for the County of Elgin for July 2017 with a
favourable performance of $15,000 for the month.
Moved by Councillor Mennill
Seconded by Councillor Marr
THAT the report titled "July 2017 Budget Performance", from the Director of Financial Services,
dated August 22, 2017 be received and filed.
- Carried.
Provincial Offences Act (POA) Facilities and Prosecution — Provincial Offences
Administration Supervisor
The supervisor and the County Solicitor presented the report recommending that staff be
directed to develop a job description and associated cost estimate for a new position of
Assistant Prosecutor for consideration by Council to meet the demands placed on POA as a
result of the provincial transfer of Part III Offences. The report also sought approval for staff to
proceed with architectural services to refine the POA facility needs and prepare construction
drawings and cost estimates to be considered by Council.
Moved by Councillor Marr
Seconded by Councillor Mennill
THAT staff be directed to develop a job description and associated cost estimate for a new
position of Assistant Prosecutor/County Solicitor for consideration by Council; and,
THAT staff be directed to proceed with architectural services to refine the POA facility needs
(one court room and POA/legal offices) and prepare construction drawings and cost estimates
for council's consideration.
- Carried.
Approval of Substitute Prosecutors — Memorandum of Understanding — County Solicitor
The solicitor presented the report recommending that Council approve the execution of a new
substitute prosecutor's memorandum of agreement.
Moved by Councillor Martyn
Seconded by Councillor Marr
THAT County Council approve negotiation and preparation of a Substitute Prosecutors
Memorandum of Agreement for prosecution services in Provincial Offences Court for an initial
three (3) year term, followed by up to three (3) successive one (1) year renewal terms; and,
THAT County Council authorize the execution of such Substitute Prosecutors Memorandum of
Agreement as drafted by the County Solicitor and the necessary by-law be prepared.
- Carried.
Final Approval Plan of Subdivision, Ashbrook Country Estates — Phase 3, Part Lot 13,
Concession 11, Geographic Township of South Dorchester, Township of Malahide
County of Elgin, File No. 34T-88006 — Manager of Planning
The manager presented the report informing Council that final approval was given for a plan of
subdivision in the Township of Malahide on July 11, 2017. The subject lands are located in the
hamlet of Lyons.
County Council 4 September 12, 2017
Moved by Councillor Mennill
Seconded by Councillor Jenkins
THAT the report titled "Final Approval for a Plan of Subdivision, Ashbrook Country Estates Phase
3", from the Manager of Planning, dated August 29, 2017 be received and filed.
- Carried.
Approval for Official Plan Amendment No. 5, Part of Lot 3 Concession 2, 5144 East Road,
Village of Port Stanley, Municipality of Central Elgin, File No. CE-OPA5-17, Owner:
1739667 Ontario Ltd., c/o David Russell — Manager of Planning
The manager presented Council with the information required in order to consider granting
approval to the above noted Official Plan Amendment. The lands subject to this application for
Official Plan Amendment are located in Port Stanley.
Moved by Councillor Marr
Seconded by Councillor Martyn
THAT the Council of the Corporation of the County of Elgin gives approval to Official Plan
Amendment No. 5 to the Municipality of Central Elgin Official Plan, File No. CE-OPA5-17; and,
THAT staff be directed to provide notice of this decision in accordance with the Planning Act.
- Carried.
Rural Economic Development Funding — Marketing and Communications Coordinator
The coordinator presented the report informing Council that the County of Elgin will receive
$15,850 from the Ontario Ministry of Agriculture Food and Rural Affairs' Rural Economic
Development (RED) program. These funds have been designated for a video marketing
campaign to promote Elgin's existing tourism content.
Moved by Councillor Jenkins
Seconded by Councillor Mennill
THAT the Warden and Chief Administrative Officer be authorized to sign a contribution
agreement with the Ontario Ministry of Agriculture, Food and Rural Affairs for Rural Economic
Development Funding in the amount of $15,850; and,
1 11 THAT the necessary by-law be prepared; and,
THAT the Warden send a letter of appreciation to the Minister of Agriculture, Food and Rural
Affairs.
- Carried.
Southwestern Integrated Fibre Technology (SWIFT) Capital Agreement — Chief
Administrative Officer
The Chief Administrative Officer presented the report updating Council on changes to the
Southwestern Integrated Fibre Technology (SWIFT) Capital Agreement and recommending the
execution of this newly amended agreement.
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 with Southwestern Integrated Fibre Technology Inc. dated March 10th,
2017, noting Elgin's portion of the initial costs of Phase 1 of the Network project is $527,793;
and,
THAT By -Law 17-13 and authorizing recommendation from the April 11th, 2017 council
meeting regarding an earlier Capital Funding Agreement be hereby rescinded; and,
County Council 5 September 12, 2017
THAT the necessary by-law be prepared to execute this new agreement.
- Carried.
Purchase of Ambulance and Computers —Acting Director of Engineering Services
The acting director presented the report recommending that Council approve the purchase of
one replacement ambulance and 16 laptop computers, and that these expenses be paid from
the anticipated surplus from the Brooks Bridge Replacement Project.
Moved by Councillor Ens
Seconded by Councillor Marlyn
THAT approximately $154,000 be allocated from the anticipated surplus from the Brooks Bridge
Replacement Project (# 6290-17-01) to the Ambulance Capital Replacement account (# 2800-
17-01) to fund the purchase of one ambulance vehicle and 16 laptop computers for the current
rolling stock.
- Carried.
No Parking By -Law Amendment Miller Road — Acting Director of Engineering Services
The acting director presented the report recommending Council approve an amendment to the
existing No -Parking By -Law to prohibit parking on Miller Road (County Road 15) as requested
by the Municipality of Dutton Dunwich.
Moved by Councillor McWilliam
Seconded by Councillor Marr
THAT the existing No Parking By -Law be amended to include Miller Road (County Road #15),
between Currie Road and Pioneer Line; and,
THAT the Municipality of Dutton Dunwich be requested to install the revised signage; and,
THAT the Ontario Provincial Police be notified of this revised no parking zone.
- Carried.
County Road 55 — Boundary Agreement — Acting Director of Engineering Services
The acting director presented the report recommending that Council authorize a new boundary
agreement with Norfolk County for the operational and capital responsibilities associated with
County Road 55.
Moved by Councillor Ens
Seconded by Councillor McWilliam
THAT the Warden and Chief Administrative Officer be directed and authorized to sign the
agreement once approved by the County Solicitor.
- Carried.
Transfer of Wonderland Road to the County of Elgin — Acting Director of Engineering
Services
The acting director presented the report informing Council that the necessary by-laws for the
transfer of Wonderland Road to the County of Elgin have been prepared and seeking approval
to sign the transfer documents in order to officially register the transfers with the Land Registry
Office.
Moved by Councillor Marlyn
Seconded by Councillor McWilliam
THAT the Warden and the Chief Administrative Officer be authorized to sign the necessary
documents to register the transfers of Wonderland Road to the County of Elgin and Mill Road,
Southdel Drive, and Magdala Road to the Township of Southwold; and,
County Council
THAT the necessary by-laws be approved.
- Carried.
September 12, 2017
Wonderland Road Reconstruction Update — Acting Director of Engineering Services
The acting director presented the report updating Council on the progress of a design for the
reconstruction of Wonderland Road.
Moved by Councillor McWilliam
Seconded by Councillor Wiehle
THAT the report titled "Wonderland Road Reconstruction Update" from the Acting Director of
Engineering Services dated August 9, 2017, be received and filed; and,
THAT the Warden issue a letter to the Minister of Transportation requesting the reconsideration
of funding requirements associated with the reconstruction of Wonderland Road and requesting
a meeting with the Minister of Transportation.
- Carried.
Human Resources Policy 4.70 Update — Director of Human Resources
The director presented the report recommending that Council approve updates to Human
Resources Policy 4.70.
Moved by Councillor Mennill
Seconded by Councillor Ens
THAT County Council approve the report titled "Human Resources Policy 4.70 Update", from the
Director of Human Resources, dated August 31, 2017; and,
THAT County Council approve and adopt the attached corresponding policy changes (Human
Resources Policy 4.70), as soon as practicable.
- Carried.
DELEGATION (continued)
Concerns Regarding Clearing Exemption Application for Plan 117, Part Lots 5-7, Range 1
South of Lake Road, Municipality of Central Elgin — Lorraine Reid
Council considered a letter from Lorraine Reid a resident of Central Elgin with concerns regarding
a proposed Exemption for Woodlands Clearing in Port Stanley. Ms. Reid was not in attendance at
Council.
Moved by Councillor Mennill
Seconded by Councillor Ens
THAT correspondence from Lorraine Reid regarding concerns related to Clearing Exemption
Application for Plan 117, Part Lots 5-7, Range 1 South of Lake Road, Municipality of Central Elgin
be received and filed.
- Carried.
CORRESPONDENCE
Item for Consideration
1. Ontario Fair Workplaces, Better Jobs Act 2017:
- a) Lynn Fawn, Deputy Clerk, Peterborough County seeking Council's support requesting
that the Ontario government withdraw the proposed changes to the Act until such time that a
comprehensive economic impact analysis is conducted.
b) AMO Email titled "AMO Submission on Bill 148 — Fair Workplaces, Better Jobs Act, 2017"
County Council 7 September 12, 2017
The following recommendation was adopted in regard to Correspondence Item #1 a):
Moved by Councillor Marr
Seconded by Councillor Mennill
THAT the Corporation of the County of Elgin support the resolution from Peterborough County
requesting that the Ontario government withdraw the proposed changes to the Fair Workplaces,
Better Jobs Act, 2017 until such a time that comprehensive economic impact analysis is
conducted.
- Carried.
The following recommendation was adopted in regard to Correspondence Item #1 b):
Moved by Councillor Marr
Seconded by Councillor Wiehle
THAT Correspondence Item #1 b) be received and filed.
- Carried.
Items for Information (Consent Agenda)
1. Responses to Elgin County Council's concerns regarding the Trudeau Liberals' removal of
the tax-exempt portion of remuneration paid to local officials from their 2017 Federal Deficit
Budget:
a) Federal Department of Finance Correspondence Unit
b) B. Funes, Executive Correspondence Officer, Office of the Prime Minister
c) Elliot Hughes, Senior Policy Advisor, The Office of the Hon. Bill Morneau, Minister of
Finance
2. Kathleen Vukovics, Environmental Coordinator, HATCH with Notice of a Public Meeting on
September 13, 2017 from 6:00 — 9:00 p.m. at the Shedden Keystone Complex re: Eleven
Renewable Solar Energy Projects proposed in Elgin County.
3. The Southwestern Integrated Fibre Technology (SWIFT) Network email announcing the list
of pre -qualified service providers to participate in the next stage of the procurement process
for the SWIFT Network Project.
4. Terry Young, Vice President, Conservation and Corporate Relations, Independent Electricity
System Operator (IESO) with information on the future direction of the electricity sector.
5. Elementary Pupil Accommodation Review:
a) Matt Reid, Chair of Thames Valley District School Board thanking Warden Grant Jones
for sharing Council's views.
b) Matt Reid, Chair responding to Township of Malahide's correspondence re: Closure of
Springfield Public School.
c) Karen Martin, Clerk, Township of Zorra with resolution supporting Elgin County Council's
resolution for Thames Valley District School Board to revisit closure of rural schools.
d) Matt Reid, Chair responding to Township of Zorra's correspondence re: closure of rural
schools.
e) Dianne Wilson, Deputy Clerk, Municipality of Central Elgin with resolution urging Thames
Valley District School Board to revisit closure of Sparta, Springfield and New Sarum Schools.
6. Stantec Consulting Ltd. with Notice of a Second Public Meeting and Notice of Draft Renewable
Energy Approval Documents Release by Strong Breeze Wind Power Partnership.
7. John Maddox, JGM Consulting, advising Council of intention to not provide Closed Meeting
Investigator and Integrity Commissioner services beyond December 31st, 2017.
8. Irvin Glasberg, Deputy Attorney General, Ministry of the Attorney General with an update on
the Ministry of the Attorney General's Provincial Offences Act (POA) modernization efforts.
9. Allan Jones, Chairman, National Wall of Remembrance Association (NWORA) with information
on their plan to build a memorial in Kingston, Ontario.
County Council
September 12, 2017
10. AMO Communications with information on how to download a copy of the "AMO 2016 Annual
Report".
11. Drina Silva, Communications Coordinator, Thames Valley Family Health Team with copy of
their 2017 Community Report.
12. Thank you cards from Warden Grant Jones and family for the plant/flowers and kindness
shown during the loss of the Warden's father and mother.
13. Elgin County Library Press Release titled "Library Pleased to Announce New Branch
Supervisors".
14. "Doors Open East Elgin" Flyer announcing locations for this event on September 16, 2017
from 10:00 a.m. to 4:00 p.m.
15. "Age Friendly Community Workshop" Flyer announcing workshop at Elgin St. Thomas Public
Health on Thursday, September 21, 2017 from 1:00 p.m. to 4:00 p.m.
16. Elgin Historical Society announcing presentation of "Erland Lee Award" to Mike Baker,
Curator and Manger Elgin County Museum & Archives on Wednesday, September 27, 2017
at 7:30 p.m. at the Elgin County Administration Building.
Moved by Councillor Wiehle
Seconded by Councillor Mennill
THAT Correspondence Items #1 — 16 be received and filed.
- Carried.
OTHER BUSINESS
Statements/Inquiries by Members
Councillor Marr announced his intention to run as Warden for 2018.
Notice of Motion — None.
Matters of Urgency — None.
Closed Meeting Items
Moved by Councillor Wiehle
Seconded by Councillor Jenkins
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 of County Property.
(b) personal matters about an identifiable individual, including municipal or local board employees
— Engineering Succession Planning (Follow up).
- Carried.
Moved by Councillor Marlyn
Seconded by Councillor Marr
THAT we do now rise and report.
- Carried.
-- Moved by Councillor Ens
Seconded by Councillor Mennill
THAT the confidential report from the County Solicitor be received and filed and the Solicitor be
directed to proceed with further action.
- Carried.
County Council 9 September 12, 2017
Moved by Councillor Marr
Seconded by Councillor Martyn
THAT the confidential report from the Director of Human Resources be received and filed and the
Director proceed with further action.
- Carried.
Motion to Adopt Recommendations of the Committee of the Whole
Moved by Councillor Martyn
Seconded by Councillor Marr
THAT we do now adopt recommendations of the Committee Of The Whole.
- Carried.
Moved by Councillor Marr
Seconded by Councillor McWilliam
THAT By -Law No. 17-26 "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 and to Rescind By -Law 17-13" be read a first, second and third time and finally passed.
- Carried.
Moved by Councillor Mennill
Seconded by Councillor Wiehle
THAT By -Law No. 17-27 "Being a By -Law to Authorize the Transfer of Certain Road Allowances
from the Township of Southwold and the Addition of said Road Allowances, being County Road
29 (Wonderland Road),to the County Highway System and to Amend By -Law 10-10 as
previously amended" be read a first, second and third time and finally passed.
- Carried.
Moved by Councillor Martyn
Seconded by Councillor Marr
THAT By -Law No. 17-28 "Being a By -Law to Authorize the Removal of Certain Road Allowances,
being County Road 20 (Magdala Road), from the County Highway System and to Transfer said
Road Allowances to the Township of Southwold and to Amend By -Law 10-10 as previously
amended" be read a first, second and third time and finally passed.
- Carried.
Moved by Councillor Jenkins
Seconded by Councillor Mennill
THAT By -Law No. 17-29 "Being a By -Law to Authorize the Removal of Certain Road Allowances,
being County Road 119 (Mill Road), from the County Highway System and to Transfer said Road
Allowances to the Township of Southwold and to Amend By -Law 10-10 as previously amended"
be read a first, second and third time and finally passed.
- Carried.
Moved by Councillor Marr
Seconded by Councillor Ens
THAT By -Law No. 17-30 "Being a By -Law to Authorize the Removal of Part of the Road
Allowance between Township of Delaware and Township of Southwold, being County Road 17
(Southdel Drive) from the County Highway System and to Transfer said Road Allowance to the
Township of Southwold and to Amend By -Law 10-10 as previously amended" be read a first,
second and third time and finally passed.
- Carried.
County Council 10 September 12, 2017
Moved by Councillor Martyn
Seconded by Councillor Jenkins
THAT By -Law No. 17-31 "Being a By -Law to Authorize the Warden and Chief Administrative
Officer to Enter into a Funding Agreement with the Ontario Ministry of Agriculture Food and Rural
Affairs, Under the Rural Economic Development (Red) Program to Implement Elgin County
Tourism Promotional Video Marketing and Outreach" be read a first, second and third time and
finally passed.
- Carried.
Moved by Councillor Mennill
Seconded by Councillor Marr
THAT By -Law No. 17-32 "Being a By -Law to Authorize Elgin County to Execute a Memorandum
of Agreement with Jack Huber and Amy Dale to Provide Substitute Prosecutorial Services" be
read a first, second and third time and finally passed.
- Carried.
Moved by Councillor McWilliam
Seconded by Councillor Martyn
THAT By -Law No. 17-33 "Being A By -Law To Designate Through Highways" be read a first,
second and third time and finally passed.
- Carried.
Moved by Councillor Ens
Seconded by Councillor Marr
THAT By -Law No. 17-34 "Being a By -Law to Amend the Schedule to By -Law No. EG1 (16-11)
being a By -Law for the Regulation of Traffic" be read a first, second and third time and finally
passed.
- Carried.
Moved by Councillor Marr
Seconded by Councillor Jenkins
THAT By -Law No. 17-35 "Being a By -Law to Confirm Proceedings of the Municipal Council of
the Corporation of the County of Elgin at the September 12, 2017 Meeting" be read a first,
second and third time and finally passed.
- Carried.
ADJOURNMENT
Moved by Councillor McWilliam
Seconded by Councillor Wiehle
THAT we do now adjourn at 12:00 p.m. and meet again on September 26, 2017 at the County
Administration Building Council Chambers at 9:00 a.m.
Julie Gony ,
Chief Administrative Officer.
- Carried.