14 - November 28, 2017 County Council MinutesCOUNTY COUNCIL MINUTES
Tuesday, November 28, 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 Martyn
THAT the minutes of the meeting held on November 14, 2017 be adopted.
- Carried.
DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF —
None.
DELEGATIONS
Tree Commissioner/Weed Inspector Year End Report
Jeff Lawrence, Tree Commissioner/Weed Inspector presented a report summarizing activities
related to the Elgin Woodlands Conservation By -Law for the period of November 1, 2016 to
October 31, 2017 and weed inspection activity for the 2017 season.
Moved by Councillor Marr
Seconded by Councillor Ens
THAT the report titled "Tree Commissioner/Weed Inspector Year End Report for 2017"from the
Tree CommissionerM/eed Inspector, dated November 10, 2017, be received and filed.
- Carried.
Moved by Councillor Jenkins
Seconded by Councillor Mennill
THAT we do now move into Committee Of The Whole Council.
- Carried.
REPORTS
Elgin County Library Projects, Programs, Partnerships and Activities — May to October
2017 — Manager of Library Programming & Community Development
The manager presented the report summarizing the projects, partnerships and activities of the
Elgin County Library between May and October 2017. Highlights included the TD Summer
Reading Club, the Books 2 Go Program, the Growing with Books program, Ontario Library Week,
and Culture Days.
Moved by Councillor Marr
Seconded by Councillor Wiehle
THAT the report titled "Elgin County Library Projects, Programs, Partnerships and Activities —
May to October 2017" from the Manager of Library Programming & Community Development,
dated November 1, 2017, be received and filed.
- Carried.
County Council 2 November 28, 2017
General Insurance and Risk Management Services Program for 2018 — Purchasing
Coordinator
The coordinator presented the report providing details on the County's discussions regarding
General Insurance and Risk Management Services for 2018 and recommended that Frank
Cowan Company be selected to provide General Insurance and Risk Management Services for
the County of Elgin.
Moved by Councillor Marlyn
Seconded by Councillor Mennill
THAT Frank Cowan Company be selected to provide General Insurance and Risk Management
Services at the proposed annual premium cost of $385,229 plus taxes commencing December
15, 2017 until December 15, 2018; and,
THAT the Warden and Chief Administrative Officer be authorized to sign the contract.
- Carried.
Quarterly Information Report — Contract Awards July 1, 2017 to September 30, 2017 —
Purchasing Coordinator
The coordinator presented the report summarizing the contracts awarded in excess of $15,000
between July 1, 2017 and September 30, 2017.
Moved by Councillor Marr
Seconded by Councillor Ens
THAT the report titled "Quarterly Information Report - Contract Awards, July 1, 2017 to
September 30, 2017" from the Purchasing Coordinator, dated November 14, 2017, be received
and filed.
- Carried.
Ambulance Station Lease Agreement Renewals — Acting Director of Engineering
Services
The acting director presented the report recommending that Council renew ambulance station
lease agreements between the County of Elgin and Medavie EMS Elgin Ontario.
Moved by Councillor Jenkins
Seconded by Councillor Mennill
THAT the Warden and Chief Administrative Officer be directed and authorized to execute the
Ambulance Station lease agreements between the County of Elgin and Medavie EMS Elgin
Ontario Inc.
- Carried.
Western Ontario Wardens' Caucus (WOWC) Update — Chief Administrative Officer
The Chief Administrative Officer presented an overview of the Western Ontario Wardens'
Caucus, its recent achievements and its current focus.
Moved by Councillor Marr
Seconded by Councillor McWilliam
THAT the report titled "Western Ontario Wardens' Caucus Update" from the Chief Administrative
Officer, dated November 19, 2017, be received and filed.
- Carried.
County Council 3 November 28, 2017
Terms of Office of Warden — Chief Administrative Officer
The Chief Administrative Officer presented the report analyzing the various options and the best
practices from Counties across Ontario in regards to the Warden's term of office, as requested
by Council at the November 14, 2017 meeting.
Moved by Councillor Marr
Seconded by Councillor Mennill
THAT the report titled "Terms of Office of Warden" from the Chief Administrative Officer,
dated November 19, 2017 be received and filed; and,
THAT the Chief Administrative Officer be directed to prepare a report considering options related
to a Deputy Warden Position.
- Carried.
Proposed Elgin County Sidewalk Grant Program PowerPoint — Chief Administrative
Officer
The Chief Administrative Officer presented the report outlining the request for Elgin to provide
a sidewalk grant as received from Elgin's Municipal Partners. The report included the reasoning
behind such a request, a jurisdictional break down, and the financial and liability implications of
granting such a request.
Moved by Councillor Marr
Seconded by Councillor Ens
THAT the report titled "Proposed Elgin County Sidewalk Grant Program PowerPoint" from the
Chief Administrative Officer, dated November 28, 2017, be received and filed; and,
THAT the Chief Administrative Officer be directed to prepare a detailed report on the request,
including an inventory of existing sidewalks along County roads and their current conditions.
- Carried.
Council recessed at 10:31 a.m. and reconvened at 10:47 a.m.
2017 Land Division Committee Report
Lorne McLeod, Chair, Land Division Committee with a report outlining the activities of the Elgin
County Land Division Committee in 2017.
Moved by Councillor Ens
Seconded by Councillor Jenkins
THAT the report titled "2017 Land Division Committee Report", from the Chair of the Elgin
County Land Division Committee, dated November 9, 2017, be received and filed.
- Carried.
CORRESPONDENCE
Items for Information (Consent Agenda)
Yasir Naqvi, Attorney General announcing that the Stronger, Fairer Ontario Act (Budget
Measures), 2017, was introduced in the Legislature on November 14, 2017.
2. Hon. Charles Sousa, Minister of Finance and Hon. Bill Mauro, Minister of Municipal Affairs
announcing the release of the Ontario Municipal Partnership Fund (OMPF) municipal
allocations for 2018 and 2018 Allocation Notice.
County Council 4
Moved by Councillor Marlyn
Seconded by Councillor Jenkins
THAT Correspondence Items #1 & 2 be received and filed.
- Carried.
OTHER BUSINESS
Statements/Inquiries by Members — None
Notice of Motion — None.
Matters of Urgency — None.
Closed Meeting Items
Moved by Councillor Marr
Seconded by Councillor Mennill
November 28, 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;
(a) the security of the property of the municipality or local board — Lease Extension
(b) personal matters about an identifiable individual, including municipal or local board
employees — Integrity Commissioner
- Carried.
Moved by Councillor Marlyn
Seconded by Councillor Mennill
THAT we do now rise and report.
- Carried.
Moved by Councillor Mennill
Seconded by Councillor Jenkins
THAT the Warden and Chief Administrative Officer be authorized and directed to sign a lease
agreement with Clinical Associates for Room #345-1; and,
THAT the lease commence on December 1, 2017 for a lease rate of $16.15 per square foot
($1,547.71 for five months), plus the HST for the period of December 1, 2017 to April 30, 2018,
and $16.50 per square foot ($3,795.00 annually), plus the HST for the period of May 1, 2018 to
April 30, 2019.
- Carried.
Moved by Councillor Martyn
Seconded by Councillor Ens
THAT the Chief Administrative Officer be directed to prepare a report providing options for an
alternate Integrity Commissioner/Closed Meeting Investigator/Ombudsman.
- Carried.
Motion to Adopt Recommendations of the Committee of the Whole
Moved by Councillor Marr
Seconded by Councillor Jenkins
THAT we do now adopt recommendations of the Committee Of The Whole.
- Carried.
County Council
BY-LAWS
Moved by Councillor Ens
Seconded by Councillor Marlyn
November 28, 2017
THAT By -Law No. 17-39 "Being a By -Law to Adopt a Code of Conduct Policy for Council and
Local Boards to Promote Accountability and Transparency in Municipal Governance and to
Rescind By -Law 12-19" be read a first, second and third time and finally passed.
- Carried.
Moved by Councillor Jenkins
Seconded by Councillor McWilliam
THAT By -Law No. 17-40 "Being a By -Law to Confirm Proceedings of the Municipal Council of
the Corporation of the County of Elgin at the November 28, 2017 Meeting" be read a first,
second and third time and finally passed.
- Carried.
ADJOURNMENT
Moved by Councillor McWilliam
Seconded by Councillor Ens
THAT we do now adjourn at 11:37 a.m. and meet again on December 12, 2017 at the County
Administration Building Council Chambers at 7:00 p.m.
- Carried.
Immediately after the meeting adjourned, Council applauded Warden Jones for all of his hard
work and leadership during 2017. In turn Warden Jones thanked Council for all of their help
over the past year.
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Julie Go you,
Chief Administrative Officer.
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David Marr,
(2018) Warden.