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13 - November 14, 2017 County Council MinutesCOUNTY COUNCIL MINUTES Tuesday, November 14, 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. The Warden called the meeting to order and a moment of silence was observed in honour of Jim McIntyre former Warden of Elgin County. ADOPTION OF MINUTES Moved by Councillor Mennill Seconded by Councillor Marr THAT the minutes of the meeting held on October 17, 2017 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF — None. DELEGATIONS Elgin St. Thomas Age Friendly Community Plan Deb Ballak, Shercon Associates Inc. and Dr. Joyce Lock, Medical Officer of Health, Elgin St. Thomas Public Heath with a PowerPoint presentation summarizing the needs assessment findings and goals emerging from the Elgin St. Thomas Age Friendly Community Plan. Moved by Councillor Mennill Seconded by Councillor Marr THAT the Elgin County Council endorse the Elgin St. Thomas Age Friendly Community Plan and prepare a letter of support for the organization; and, THAT the PowerPoint titled "Elgin St. Thomas Age Friendly Community Plan", from Elgin St. Thomas Public Health be received and filed. - Carried. EBRC & County of Elgin, A Perfect Partnership Kevin Jackson, General Manager of the Elgin Business Resource Centre with a PowerPoint presentation providing Council with an update on the on-going partnership between the EBRC and the County of Elgin. The presentation included a summary of businesses helped at the two satellite offices in Aylmer and Dutton as well as examples of businesses that have used the EBRC's services to successfully open or expand their operations. Moved by Councillor Marr Seconded by Councillor McWilliam THAT the PowerPoint titled "EBRC & County of Elgin, A Perfect Partnership", from the General Manager of the Elgin Business Resource Centre be received and filed. - Carried. Request to Desiqnate/Name the Elgin/St. Thomas Ambulance Headquarters on Edward Street, St. Thomas in memory of Charles (Chuck) Leverne Brubaker (1937 — 2017) Dave Rock with a request to name the Edward Street Elgin/St. Thomas Ambulance Headquarters in memory of Chuck Brubaker to honour his outstanding commitment to paramedicine in the Province of Ontario. County Council 2 November 14, 2017 Moved by Councillor Mennill Seconded by Councillor Marr THAT the Chief Administrative Officer be directed to undertake a review of existing policies regarding the naming of facilities and complete a report for Council's consideration. - Carried. Council recessed at 9:55 a.m. and reconvened at 10:10 a.m. Moved by Councillor Wiehle Seconded by Councillor Jenkins THAT we do now move into Committee Of The Whole Council. - Carried. REPORTS Term of Office of Warden — Warden Grant Jones The Warden presented the report asking Council to consider increasing the term of Elgin County Warden from one year to two years. Moved by Councillor Marr Seconded by Councillor Ens THAT the Chief Administrative Officer be directed to complete a report considering options related to the Warden's term of office. - Carried. ARUPLO Library Guidelines — Director of Community and Cultural Services The director presented the report informing Council that ARUPLO's Guidelines for Rural/Urban Public Libraries had recently been revised and provided a summary of some of the changes under these revised guidelines. Moved by Councillor Jenkins Seconded by Councillor Marlyn THAT Guidelines for Rural/Urban Public Library Systems (3rd Edition, 2017) be received and filed as a reference document for Elgin County Library planning purposes. - Carried. Graham Road Paved Shoulders - Reallocation of Capital Funds — Acting Director of Engineering Services The acting director presented the report recommending that Council approve the reallocation of available capital funds towards paving shoulders along Graham Road in order to take advantage of the project timing and create cycle lanes in accordance with recommendations in the adopted Elgin -St. Thomas Cycling Master Plan. Moved by Councillor Wiehle Seconded by Councillor Ens THAT Graham Road, between Talbot Line and Marsh Line (4.14km) receive paved shoulders as designated cycling lanes during resurfacing operations proposed in 2018; and, THAT $170,000 of additional funding be allocated to the Graham Road Resurfacing Project (2018) from the Philmore Bridge Deck Replacement (62901601) and Road 9 Slope Repair (60901703) projects. - Carried. County Council 3 November 14, 2017 September 2017 Budget Performance — Director of Financial Services The director presented the budget comparison for September with performance for the month of $33,000 favourable. Moved by Councillor Jenkins Seconded by Councillor Martyn THAT the report titled "September 2017 Budget Performance" from the Director of Financial Services, dated October 31, 2017, be received and filed. - Carried. Updated Grant Policv — Director of Financial Services The director presented the report recommending that Council approve updates to the grant policy. Moved by Councillor Mennill Seconded by Councillor Marr THAT the 2018 Grant Notification letters inform the potential grant recipients of the revised Grant Policy; and, THAT grant applications be reviewed by the Rural Initiatives Committee; and, THAT Council approve the revised Grant Policy as outlined in the report titled "Updated Grant Policy" dated October 30, 2017 to take effect with the 2019 Grant submissions. - Carried. Draft Approval for a Plan of Subdivision, Liftle Creek Subdivision Phase 3, Central Elgin, File No.: 34T-CE1701, Platinum Developments — Manager of Planning The manager presented the report providing Council with information required in order to consider granting draft plan approval to the above noted plan of subdivision. Moved by Councillor Marr Seconded by Councillor Jenkins THAT the Council of the Corporation of the County of Elgin grants draft plan approval to Platinum Developments (Elgin) Inc. Draft Plan of Subdivision (Little Creek Subdivision Phase 3) in the Municipality of Central Elgin (Port Stanley) File No. 34T-CE1701; 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. Final Approval for a Plan of Subdivision, Florence Court, Southwold Township, File No.: 34T-11001 — Manager of Planning The manager presented the report advising County Council that final approval was given for a plan of subdivision in the Township of Southwold on October 30, 2017. Moved by Councillor Marr Seconded by Councillor Wiehle THAT the report titled "Final Approval for a Plan of Subdivision, Florence Court" from the Manager of Planning, dated November 2, 2017, be received and filed. - Carried. County Council 4 November 14, 2017 Revised Code of Conduct — Chief Administrative Officer The Chief Administrative Officer presented the report recommending that Council approve revisions to the Code of Conduct. Moved by Councillor Marr Seconded by Councillor Jenkins THAT Elgin County Council approve the Code of Conduct for Members of County Council and Council's Local Boards and Committee Members; and, THAT the appropriate By -Law be prepared. - Carried Unanimously. Non -Union Vacation Scheduling — Director of Human Resources The director presented the report recommending Council approve changes to Human Resources Policy 7.0 regarding Non -Union vacation scheduling procedures. Moved by Councillor Marr Seconded by Councillor Martyn THAT the report titled "Non -Union Vacation Scheduling" from the Director of Human Resources, dated November 7, 2017 be approved; and, THAT County Council approve and adopt the attached corresponding policy changes (Human Resources Policy Number 7.10), as soon as practicable. - Carried. Items for Information (Consent Agenda) Jeff Matthews, Project Manager, Dillon Consulting with Project Update on Highway 401 and Highway 4 (Colonel Talbot Road) Interchange Improvements including the Glanworth Drive Underpass. 2. Briefing Note re: AMO's Response to the Expert Panel on Public Health. Moved by Councillor Mennill Seconded by Councillor Marr THAT the Corporation of the County of Elgin support AMO's position in rejecting the recommendations of the Expert Panel on Public Health as outlined in the report "Public Health within an Integrated Health System", released on July 20, 2017 by the provincial government. - Carried. 3. Patricia Li, Assistant Deputy Minister, Ministry of Health and Long -Term Care providing the County of Elgin with its 2017 LASG calculation. 4. AMD's Federal Gas Tax Fund Annual Report for the year ending December 31, 2016. Moved by Councillor Ens Seconded by Councillor Marr THAT Correspondence Items #1, 3 & 4 be received and filed. - Carried. County Council 5 OTHER BUSINESS Statements/Inquiries by Members — None. Notice of Motion — None. Matters of Urgency — None. Council recessed at 11:14 a.m. reconvened at 11:23 a.m. Closed Meeting Items Moved by Councillor Marr Seconded by Councillor Martyn November 14, 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; (b) personal matters about an identifiable individual, including municipal or local board employees —Two Items: Organizational Review. (d) labour relations — Two Items: Labour Relations Matter and Intergovernmental Partnership Agreement. - Carried. Moved by Councillor Mennill Seconded by Councillor Marr THAT we do now rise and report. - Carried. Moved by Councillor Mennill Seconded by Councillor Marr THAT staff proceed as directed and the confidential report from the Director of Finance be received and filed. - Carried. Moved by Councillor Jenkins Seconded by Councillor Ens THAT staff proceed as directed and the confidential report regarding labour relations from the Director of Human Resources be received and filed. - Carried. Moved by Councillor Martyn Seconded by Councillor Marr THAT the Chief Administrative Officer proceed as directed and the confidential report regarding Organizational Review, dated November 14, 2017, be received and filed. - Carried. Moved by Councillor Marr Seconded by Councillor Wiehle THAT the confidential discussion regarding the proposed merger of Elgin St. Thomas Public Health and Oxford County Public Health be received and filed. - Carried. County Council 6 November 14, 2017 Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor Marr Seconded by Councillor Mennill THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. 7;,J �1 Moved by Councillor Mennill Seconded by Councillor Ens THAT By -Law No. 17-38 "Being a By -Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the November 14, 2017 Meeting" be read a first, second and third time and finally passed. - Carried. ADJOURNMENT Moved by Councillor Marr Seconded by Councillor McWilliam THAT we do now adjourn at 1:10 p.m. and meet again on November 28, 2017 at the County Administration Building Council Chambers at 9:00 a.m. - Carried. � r1 Julie donyou, Chief Administrative Officer. Grant Jones, Warden.