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11 - September 26, 2017 County Council MinutesCOUNTY COUNCIL MINUTES Tuesday, September 26, 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. ADOPTION OF MINUTES Moved by Councillor Mennill Seconded by Councillor Ens THAT the minutes of the meeting held on September 12, 2017 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF — None. Moved by Councillor Marr Seconded by Councillor McWilliam THAT we do now move into Committee Of The Whole Council. - Carried. REPORTS Homes — Nursing (Section A — M) Policy Manual Review and Revisions — Director of Homes and Seniors Services The director presented the report recommending that Council approve updates to Nursing Policy Manual (Section A — M). As per the Long -Term Care Homes Act (LTCHA), 2007, policies and procedures are to be reviewed annually. Moved by Councillor Marlyn Seconded by Councillor Jenkins THAT Council approve the County of Elgin Homes and Seniors Services Nursing (Section A — M) Policy Manual review and revisions for 2017. - Carried. Homes — Enhanced Behavioural Supports Ontario (BSO) — Additional Base Funding — Director of Homes and Seniors Services The director presented the report recommending that Council accept the increase in the base funding for provision of care related to responsive behaviours. This funding has broadened staff's ability to provide this type of care through recreational means. Moved by Councillor Marr Seconded by Councillor Mennill THAT the Warden on behalf of Council accept the increase in the base funding for Behavioural Supports from the Southwest Local Health Integration Network; and, THAT the Warden on behalf of Council send a letter to the Southwest Local Health Integration Network in appreciation of the additional funding. - Carried. County Council 2 September 26, 2017 Naming of the New Museum Facility and Project Update — Director of Community and Cultural Services The director presented the report recommending that Council approve the proposed name for the Elgin County Heritage Centre. Moved by Councillor Jenkins Seconded by Councillor Martyn THAT the facility being constructed at 460 Sunset Drive to house exhibit and programming functions of the Elgin County Museum be hereby known as the Elgin County Heritage Centre. - Carried. Improving Library Digital Services Fund Grant — Director of Community and Cultural Services The director presented the report informing Council that the Elgin County Library has received a grant in the amount of $16,755 through the Improving Library Digital Services Fund. These funds are to be used to help people stay connected through increased access to technology, digital services, and training at public libraries. Moved by Councillor Martyn Seconded by Councillor Ens THAT the Warden and Chief Administrative Officer be authorized to enter into a funding agreement in the amount of $16,755 with the Province of Ontario under the Improving Library Digital Service Fund; and, THAT a project be established in the 2017 and/or 2018 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. Municipal Disaster Response Agreement Renewal — Canadian Red Cross — Acting Director of Engineering Services The acting director presented the report seeking Council's approval to enter into a revised agreement with the City of St. Thomas and the Canadian Red Cross Society for the provision of disaster relief services as required. Moved by Councillor Mennill Seconded by Councillor Ens THAT the County of Elgin enter into the attached agreement with the City of St. Thomas and the Canadian Red Cross Society for the provision of Disaster Relief Services; and, THAT the Warden and Chief Administrative Officer are authorized and directed to enter into this agreement; and, THAT the annual fees be allocated from the Emergency Measures budget. - Carried. Quarterly Information Report — Contracts Awards, April 1, 2017 to June 30, 2017 — Purchasing Coordinator The coordinator presented the report summarizing all contracts in excess of $15,000 between April 1, 2017 and June 30,, 2017 as per the County of Elgin's Procurement Policy. County Council 3 September 26, 2017 Moved by Councillor Jenkins Seconded by Councillor Marr THAT the report titled "Quarterly Information Report - Contract Awards, April 1, 2017 to June 30, 2017" from the Purchasing Coordinator, dated September 6, 2017, be received and filed. - Carried. 2016 Audited Consolidated Financial Statements — Director of Financial Services The director presented the report recommending that Council approve the 2016 Audited Consolidated Financial Statements for publication. Moved by Councillor Marr Seconded by Councillor Mennill THAT the 2016 Audited Consolidated Financial Statements be approved for publication. - Carried. Vacancy/Excess Land Reduction/Rebate — Director of Financial Services The director presented the report recommending that Council approve the elimination of the vacancy/excess land reduction rebate and that the increased taxation revenue of approximately $80,000 be used to provide ongoing annual funding for the County's Community Improvement Plan. Moved by Councillor Marr Seconded by Councillor Wiehle THAT the vacancy/excess land rebate program be eliminated starting with the 2018 taxation year; and, THAT the tax ratio on vacant/excess land commercial and industrial properties be set to the same ratio as the occupied classes starting with the 2018 taxation year; and, THAT Council notify the province of the elimination of the vacancy/excess land rebate/reduction programs starting with the 2018 taxation year; and, THAT copies of the resolutions from the Vacancy/Excess Land Reduction/Rebate report dated September 8, 2017 be forwarded to local municipalities; and, THAT the local municipalities be requested to send out a notification immediately notifying vacant/excess land property owners of the elimination of the rebate/reduction program; and, THAT information/education seminars be conducted to inform local businesses of the availability of Community Improvement Plan (CIP) grant funding to upgrade vacant facilities funded by the elimination of the vacancy rebate; and, THAT $80,000 be added to the Community Improvement Plan (CIP) budget for consideration in the 2018 budget deliberation. - Carried. Service Recognition Awards — Director of Human Resources The director presented the report recommending that Council approve changes to Human Resources Policy Number 10.130. This will address identified issues with the current service recognition policy while ensuring that service milestones continue to be celebrated. County Council 4 September 26, 2017 Moved by Councillor Mennill Seconded by Councillor McWilliam THAT County Council approve the report titled "Service Recognition Awards" from the Director of Human Resources, dated September 11, 2017 and the corresponding policy changes be adopted (Human Resources Policy Number 10.130) and made retroactive to October 1, 2014; and, THAT Human Resources staff take necessary steps to provide eligible 2014-2016 part-time employees and eligible retirees with a letter of recognition from the Warden, an award, a lapel pin and a recognition certificate. - Carried. 2018 Manulife Benefits Renewal Forecast — Director of Human Resources The director presented the report informing Council of the 2018 projected rates for the County's group benefits program with Manulife Financial. Moved by Councillor Mennill Seconded by Councillor Jenkins THAT the report titled "2018 Manulife Benefits Renewal Forecast" from the Director of Human Resources, dated September 12, 2017, be received and filed. - Carried. OTHER BUSINESS Statements/Inquiries by Members — None Notice of Motion — None Matters of Urgency — None Closed Meeting Item Moved by Councillor Marr Seconded by Councillor Ens 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 — Non -Disclosure Agreement. - Carried. Moved by Councillor Wiehle Seconded by Councillor Jenkins THAT we do now rise and report. - Carried. Moved by Councillor McWilliam Seconded by Councillor Martyn THAT the Warden and Chief Administrative Officer be directed to sign a Non -Disclosure Agreement as part of the business case development to inform County Council on the potential acquisition of lands for recreational purposes as proposed in the in -camera report dated September 11, 2017. - Carried. County Council Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor Jenkins Seconded by Councillor Marr THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. BY-LAW Moved by Councillor Mennill Seconded by Councillor Ens September 26, 2017 THAT By -Law No. 17-36 "Being a By -Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the September 26, 2017 Meeting" be read a first, second and third time and finally passed. - Carried. ADJOURNMENT Moved by Councillor Marr Seconded by Councillor Marlyn THAT we do now adjourn at 9:50 a.m. and meet again on October 17, 2017 at the County Administration Building Council Chambers at 10:00 a.m. Julie Go you, Chief Administrative Officer. - Carried.