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02 - January 30, 2018 County Council MinutesCOUNTY COUNCIL MINUTES Tuesday, January 30, 2018 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 Marr in the Chair. ADOPTION OF MINUTES Moved by Councillor Jones Seconded by Councillor Mennill THAT the minutes of the meetings held on December 12 & 14, 2017 and January 9, 2018 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF — None. PRESENTATION The Warden presented Mary Jenken of Terrace Lodge with a Retirement Certificate and congratulated her on her retirement after 40 years with the County as an employee of Terrace Lodge. Mary was one of the first employees hired to work at an Elgin County long-term care home starting in 1977, the year that Terrace Lodge opened its doors. Warden Marr praised Mary's exceptional work ethic and her care for residents and their well-being. DELEGATIONS Four Counties Health Services Foundation Presentation to County of Elgin Tom Jeffery, Four Counties Health Services (FCHS) Foundation Board Chair and Steph Ouellet, FCHS/MHA VP Strategic Partnerships, with a PowerPoint presentation providing Council with an overview of the hospital's activities and statistics and asking that Council provide funding in the amount of $60,000 towards the purchase of a new scope system for the facility. Moved by Councillor Mennill Seconded by Councillor Jones THAT the PowerPoint presentation titled "Four Counties Health Services Foundation Presentation to County of Elgin", be received and filed; and, THAT Elgin County Council consider funding $60,000 towards the purchase of a new scope system for the Four Counties Health Services Foundation as part of the 2018 budget deliberations. - Carried. Wallacetown Agricultural Society and Elgin Countv Pavilion Project Grant Proposal Ron Ross, Representative Wallacetown Fair Board, with PowerPoint presentation asking Council to contribute $20,000 funding towards a new pavilion at the Wallacetown Fairgrounds. Moved by Councillor Jenkins Seconded by Councillor McWilliam THAT the PowerPoint presentation titled "Wallacetown Agricultural Society and Elgin County Pavilion Project Grant Proposal" be received and filed; and, THAT Elgin County Council consider funding $20,000 towards the purchase of a new pavilion at the Wallacetown Fairgrounds as part of the 2018 budget deliberations. - Carried. County Council 2 January 30, 2018 Request for Support from Sparta Parent Committee regarding TVDSB's 2017 FI AAR Heather Derks and Meagan Ruddock, Vice Presidents, Sparta Home & School Association with a PowerPoint presentation outlining the committee's concerns and requesting that Council support their request to the TVDSB to stay the closure of Sparta Public School until an accurate review of enrollment data can be undertaken. Moved by Councillor Mennill Seconded by Councillor Marlyn THAT Elgin County Council support Sparta Parent Committee's presentation of January 30, 2018, urging, among other items, the TVDSB to delay the closure of Sparta Public School until a review of enrollment data and implications of this move can be undertaken; and, THAT Elgin County Council authorize the Warden to issue a letter by January 31, 2018 delineating all of Council's concerns with this matter in support of the Sparta Parent Committee. - Carried. Council recessed at 10:08 a.m. and reconvened at 10:18 a.m. Moved by Councillor Jenkins Seconded by Councillor Ens THAT we do now move into Committee Of The Whole Council. - Carried. -•; Elgin County Council Personal Support Worker Leadership Award — Warden David Marr Warden Marr presented the report recommending that Council approve a donation of $500 annually to the Personal Support Worker Program at Fanshawe College for a 5 year term (totaling $2,500). He also asked Council to consider sponsoring the annual Fanshawe Award Ceremony in the amount of $1,000. Moved by Councillor Mennill Seconded by Councillor Jones THAT the request for a $2,500 sponsorship over 5 years of the Fanshawe College "Elgin County Council Warden's Personal Support Worker Leadership Award" be hereby approved with funds drawn from the unspecified grant line of the 2018 Operating Budget; and, THAT a one-time $1,000 sponsorship of the annual ceremony to be held at the CASO Station taking place in 2018 be hereby approved with funds drawn from the unspecified grant line of the 2018 Operating Budget; and, THAT the Chief Administrative Officer be directed to execute the draft agreement. - Carried. Public Health Merge Verbal Report — Councillor Bernie Wiehle Councillor Wiehle provided a verbal update on the potential merger between Elgin St. Thomas Public Health and Oxford Public Health. At this time there are still several issues that need to be considered including the amalgamation of two different IT systems, reserve contributions, and governance structure. Moved by Councillor Ens Seconded by Councillor Jenkins THAT the verbal report titled "Public Health Merge Report" from Councillor Wiehle be received and filed. - Carried. County Council 3 January 30, 2018 Healthcare Beds and Mattresses — Contract Award — Purchasing Coordinator The coordinator presented the report recommending that Council award the contract to supply healthcare beds and mattresses at the Elgin County Homes to Specialty Furniture. Moved by Councillor Mennill Seconded by Councillor Jones THAT Specialty Furniture be selected as the supplier of Healthcare Beds and Mattresses for Bobier Villa, Elgin Manor and Terrace Lodge for a three year term commencing January 30, 2018 through to January 30, 2021; and, THAT the Warden and Chief Administrative Officer be authorized to sign the contract. - Carried. Ontario Municipal Commuter Cycling Program (OMCC) — Transfer Payment Agreement — Acting Director of Engineering Services The acting director presented the report informing Council that the County will receive $322,533.85 in funding from the Ontario Municipal Commuter Cycling Program for the installation of paved shoulders on Pioneer Line between Furnival Road and the village of West Lorne. This funding will also be used to update the County of Elgin Master Cycle Plan. The acting director requested approval to enter into an agreement for said funding with the Ontario Ministry of Transportation. Moved by Councillor Wiehle Seconded by Councillor Martyn THAT the Warden and Chief Administrative Officer be authorized and directed to enter into the Transfer Payment Agreement to receive $322,533.85 from the Ontario Municipal Commuter Cycling Program (OMCC); and, THAT the appropriate by-law be prepared. - Carried. Elgin County Heritage Centre Opening and Statutory Holidays — Director of Community and Cultural Services The director presented the report informing Council that the Elgin County Heritage Centre is now open to the public and also recommending a plan to open on certain statutory holidays in 2018 and beyond in fulfilment of Council's direction on this matter. Moved by Councillor Jenkins Seconded by Councillor Ens THAT the Elgin County Heritage Centre be open on statutory holidays subject to the recommendations in the report titled "Elgin County Heritage Centre Opening and Statutory Holidays", from the Director of Community and Cultural Services, dated January 24, 2018. - Carried. 2017 Out -of -Province Travel — Director of Community and Cultural Services The director presented the annual report summarizing out -of -province travel in 2017. Moved by Councillor Jones Seconded by Councillor Ens THAT the report titled "2017 Out -of -Province Travel", from the Director of Community and Cultural Services, dated January 10, 2018 be received and filed. - Carried. County Council 4 January 30, 2018 Accessibility Plan — 2017 Status Report — Director of Human Resources The director presented the annual status report on the progress of measures taken to implement the strategies outlined in the multi-year accessibility plan. Moved by Councillor Marlyn Seconded by Councillor Jenkins THAT the report titled "Accessibility Plan — 2017 Annual Status Report", from the Director of Human Resources, dated January 5, 2018 be received and filed. - Carried. Accessibility Compliance Reports for 2017 — Director of Human Resources The director presented the report outlining what the County of Elgin has done to be in compliance with the legislative requirements of the Accessibility for Ontarians with Disabilities Act (AODA). Moved by Councillor Martyn Seconded by Councillor Mennill THAT the report titled "Accessibility Compliance Reporting for 2017", from the Director of Human Resources, dated January 5, 2018, be received and filed. - Carried. Bill 148 — Forecasted 2018 Financial Impact — Director of Human Resources The director presented the report outlining the financial implications for the County of Elgin as a result of the province passing Bill 148. Moved by Councillor Mennill Seconded by Councillor Wiehle THAT the report titled "Bill 148 — Forecasted 2018 Financial Impact", from the Director of Human Resources, dated January 9, 2018, be received and filed. - Carried. Employee Benefits Renewal 2018 — Director of Human Resources The director presented the report recommending Council approve the renewal of the employee benefits program for 2018 with the existing carrier Manulife Financial. Moved by Councillor Mennill Seconded by Councillor Jones THAT County Council approve the negotiated renewal rate adjustments with Manulife Financial for the County of Elgin, effective March 1, 2018. - Carried. Follow up to the Request to Name the Elgin -St. Thomas Ambulance Headquarters in Memory of Charles (Chuck) Leverne Brubaker (1937 - 2017) — Chief Administrative Officer The Chief Administrative Officer presented the report following up on the request to name the Elgin -St. Thomas Ambulance Headquarters in memory of Charles (Chuck) Leverne Brubaker. The report included a discussion on next steps associated with this request and provided County Council with options and recommendations related to this dedication. County Council 5 Moved by Councillor Martyn Seconded by Councillor Ens January 30, 2018 THAT the Chief Administrative Officer be directed to draft a Municipal Naming Policy for County Council's review and approval; and, THAT the Chief Administrative Officer be directed to continue to explore options related to naming the Elgin -St. Thomas Ambulance Headquarters in memory of Charles (Chuck) Leverne Brubaker (1937-2017) for review and approval by County Council. - Carried. Addressing Affordable Access to Transportation in Elgin County — Chief Administrative Officer The Chief Administrative Officer presented the report recommending that Council authorize staff to prepare a grant application under the Community Transportation Grant Program in order to undertake a feasibility study and pilot project in Elgin. Moved by Councillor Jones Seconded by Councillor Mennill THAT the Chief Administrative Officer prepare a grant application for the Community Transportation Grant Program; and, THAT the Chief Administrative Officer present the application to County Council during the March County Council meeting; and, THAT the Chief Administrative Officer be directed to solicit interest from our neighbouring counties in participating in the feasibility study and pilot project. - Carried. Terrace Lodge Rebuild — Director of Financial Services The director presented the report detailing the status of the Terrace Lodge rebuild, and some unanticipated challenges that the project has faced during the planning process. Moved by Councillor Mennill Seconded by Councillor Jenkins THAT the 2018 Capital Budget include a $5 million incremental provision for the construction of a new Terrace Lodge facility funded from the Mill Rate Stabilization Reserve; and, THAT a detailed review of existing construction plans of the new Terrace Lodge be completed during the first half of 2018, providing Council with options for consideration. - Carried. 2018 Grant Requests — Director of Financial Services The director presented the 2018 grant requests for Council's consideration. Moved by Councillor Ens Seconded by Councillor Jones THAT Elgin County Council reject the $20,000 capital funding request from the Wallacetown Fair for the construction of a pavilion. - Defeated. County Council 6 Moved Councillor McWilliam Seconded Councillor Marlyn January 30, 2018 THAT Council support a one-time capital contribution of $5,000 to the Wallacetown Fair for the construction of a pavilion. - Carried. Moved by Councillor Mennill Seconded Councillor McWilliam THAT Elgin County Council commit to one-time funding in the amount of $50,000 to be funded from the 2017 operating surplus for the purchase of a new scope for Four Counties Health Services Foundation. - Carried. Ten -Year Capital Plan — Director of Financial Services The director presented the report outlining the ten-year capital plan for 2018 and seeking Council's approval of the 2018 Capital Budget. Moved by Councillor Mennill Seconded by Councillor Jones THAT the 2018 capital budget be approved in principle and finally considered in conjunction with the 2018 operating budget. - Carried. CORRESPONDENCE Items for Consideration Kim Smale, General Manager/Secretary-Treasurer, Catfish Creek Conservation Authority requesting Council consider renewing the Memorandum of Understanding to provide legal services for a further 2 year term. 2. Federation of Canadian Municipalities (FCM) seeking renewal of Elgin County's 2018-2019 FCM annual membership with an optional Legal Defense Fund charge. 3. Lynn Dollin, AMO President with information regarding the 2018 renewal of Elgin County's AMO membership and Elgin County's Municipal Employer Pension Centre Ontario (MEPCO)'s 2018 Employee Municipal Contribution. The following recommendation was adopted in regard to Correspondence Item #1: Moved by Councillor Ens Seconded by Councillor Marlyn THAT the Chief Administrative Officer and Warden be authorized to renew the Memorandum of Understanding to provide legal services to Catfish Creek Conservation Authority for a period of two years. - Carried. The following recommendation was adopted in regard to Correspondence Item #2: Moved by Councillor Mennill Seconded by Councillor McWilliam THAT Elgin County Council renew its 2018-2019 Federation of Canadian Municipalities annual membership with the exclusion of the optional Legal Defense Fund charge. - Carried. County Council 7 January 30, 2018 The following recommendation was adopted in regard to Correspondence Item #3: Moved by Councillor Jones Seconded by Councillor Jenkins THAT Elgin County Council renew its 2018 AMO membership. - Carried. Items for Information (Consent Agenda) SWIFT with announcement titled "Canada's largest, publicly funded, regional broadband project prepares for construction". 2. Hon. Jeff Leal, Minister of Agriculture, Food and Rural Affairs with a save the date invitation for the 2018 Rural Summit on Thursday, February 15, 2018 at the Newcastle Village Community Town Hall. 3. South West LHIN with Health System Renewal Update. 4. Hon. Allan Doheny, Assistant Deputy Minister, Provincial, Local Finance Division, Ministry of Finance advising Municipal Treasurers of a number of important decisions for the 2018 taxation year in regards to property tax policy and education property tax rates. 5. Lowell Hunking, Director of Crown Operations, West Region, Ministry of the Attorney General announcing the passing of the Stronger, Fairer Ontario Act (Budget Measures) 2017 and POA Amendments. 6. Ontario Plowmen's Association extending invitation to attend a Community Information Meeting re: hosting the International Plowing Match and Rural Expo. 7. Melanie Knapp, Corporate Administrative & Accessibility Clerk, City of St. Thomas with resolution appointing Mayor Jackson to the Green Lane Community Trust Fund for 2018. 8. Statistics Canada with Consumer Price Index for the provinces and for Whitehorse, Yellowknife and Igaluit. Moved by Councillor Mennill Seconded by Councillor Wiehle THAT Correspondence Items #1 — 8 be received and filed. - Carried. OTHER BUSINESS Statements/Inquiries by Members Councillor Currie announced that he has been feeling fatigue and frustration lately due to his Multiple Sclerosis and will no longer be attending County Council social events or circulating the room to shake hands at the beginning of Council meetings. Other Councillors are welcome to shake hands with him at his chair. There is a public meeting being held by Dillion Consulting at the Stoneridge Inn on February 1, 2018 concerning the configuration of the Colonel Talbot and Glanworth Drive Underpass replacement. Councillor Jones and Warden Marr will be in attendance. Council recessed at 11:51 a.m. and reconvened at 11:55 a.m. Notice of Motion — None. Matters of Urgency — None. County Council Closed Meeting Items Moved by Councillor Martyn Seconded by Councillor Currie January 30, 2018 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 Update (d) labour relations — CUPE Settlement - Carried. Moved by Councillor Martyn Seconded by Councillor Wiehle THAT we do now rise and report. - Carried. Moved by Councillor Jenkins Seconded by Councillor Jones THAT the confidential report from the County Solicitor titled "Theft of County Property", be received and filed and that staff proceed as directed. - Carried. Moved by Councillor Martyn Seconded by Councillor Wiehle THAT the confidential report from the Director of Human Resources titled "CUPE Settlement", be received and filed and that staff proceed as directed. - Carried. Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor Jones Seconded by Councillor Wiehle THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. BY-LAWS Moved by Councillor Wiehle Seconded by Councillor Ens THAT By -Law No. 18-03 "Being a By -Law to Authorize the Warden and Chief Administrative Officer to Enter into a Transfer Payment Agreement with the Ontario Ministry of Transportation, under the Ontario Municipal Commuter Cycling (OMCC) Program to install Commuter Cycling Lanes along Pioneer Line" be read a first, second and third time and finally passed. - Carried. County Council 9 Moved by Councillor Mennill Seconded by Councillor Jones January 30, 2018 THAT By -Law No. 18-04 "Being a By -Law to Authorize the Execution of a Collective Agreement between the Corporation of the County of Elgin and Canadian Union of Public Employees with Respect to the Corporation's County Library Employees" be read a first, second and third time and finally passed. - Carried. Moved by Councillor Jenkins Seconded by Councillor Martyn THAT By -Law No. 18-05 "Being a By -Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the January 30, 2018 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 12:13 p.m. and meet again on February 13, 2018 at the County Administration Building Council Chambers at 9:00 a.m. - Carried. Julie Gonyo , ief Administrative Officer. David Marr, Warden.