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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. qvL�_,) L20440jz Julie Go you, Chief Administrative Officer. J� 4 /_ David Marr, (2018) Warden.