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05 - March 13, 2018 County Council MinutesCOUNTY COUNCIL MINUTES Tuesday, March 13, 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 except Councillor Ens (vacation) and Councillor Currie (regrets). Warden Marr in the Chair. The Warden announced that there will be one Matter of Urgency added to the Closed Meeting Agenda regarding potential litigation. ADOPTION OF MINUTES Moved by Councillor Mennill Seconded by Councillor Jones THAT the minutes of the meetings held on February 13, 2018 and February 28, 2018 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF — None. Warden Marr and Councillor Martyn declared a conflict of interest with regard to an item on the Closed Meeting Agenda relating to Central Elgin Fire. At the appropriate time, Warden Marr and Councillor Martyn vacated the Council Chambers and refrained from discussing the item. Councillor Jones was designated to take the Chair during this item. DELEGATION Elgin County Critical Incident Stress Management (CISM) Team Funding Request Brent Smith, Elgin Critical Incident Stress Management (CISM) Team, with a presentation asking Council to provide funding for the CISM Team. Moved by Councillor Jones Seconded by Councillor Mennill THAT the report from Brent Smith on behalf of Elgin Critical Incident Stress Management Team on March 13, 2018, be received and filed; and, THAT County Council provide $10,000 in funding to the CISM Team from surplus; and, THAT the Warden be directed to provide a letter to the CISM Team notifying them of Council's support. - Carried. Moved by Councillor Jenkins Seconded by Councillor Martyn THAT we do now move into Committee of the Whole Council. - Carried. The Warden welcomed Michele Harris as Director of Homes and Seniors Services. He also pointed out the new television screens installed for presentations to Council. These screens will make it easier for visitors and the media seated in the gallery to see presentations from staff and delegations. County Council 2 March 13, 2018 Port Bruce Bridge Collapse — Chief Administrative Officer The Chief Administrative Officer presented a PowerPoint presentation regarding the status of the Port Bruce Bridge Collapse including an executive summary of the preliminary engineering report and a request for Council to approve a sole sourcing option for the removal of the bridge and the installation of a temporary bridge. Moved by Councillor Jenkins Seconded by Councillor Mennill WHEREAS Elgin County Council has received a preliminary analysis of the cause of the Port Bruce Bridge collapse; and, WHEREAS Elgin County Council recognizes the need for continued engineering review of the collapsed bridge in Port Bruce; and, WHEREAS Elgin County Council recognizes the urgent need to proceed with planning for removal of the remnants of the bridge structure within timeframes governed in part by environmental regulation; and, WHEREAS Elgin County Council recognizes the immediate need for the installation of a temporary bridge in Port Bruce at the request of the Township of Malahide; and, NOW, THEREFORE, BE IT RESOLVED BY COUNTY COUNCIL: THAT the summary presentation delivered by the Chief Administrative Officer on March 13, 2018 be received and filed; and, THAT County Council consent to a continued engineering review of the collapsed structure to be completed; and, THAT County Council consent to sole sourcing a demolition contractor for the removal of the collapsed bridge; and, THAT the Warden and Chief Administrative Officer be authorized to enter into negotiations with sole sourced demolition contractor; and, THAT County Council consent to sole sourcing a temporary bridge for an expedited bridge installation; and, THAT staff be directed to obtain cost and delivery estimates, potential installation dates for the installation of a temporary bridge in Port Bruce; and, THAT the Warden and Chief Administrative Officer be authorized to proceed with the procurement and installation of the temporary bridge, subject to Township of Malahide's permission to redirect traffic, and our ability to obtain a permit to use the waterway; and, THAT staff be directed to work with Malahide Township to formulate any necessary agreements and other related matters for the installation of the temporary bridge; and, THAT staff be directed to provide a report detailing all costs associated with the Port Bruce Bridge demolition and rebuild at the March 27th, 2018 meeting of County Council. - Carried Unanimously. Warden Marr provided the following remarks regarding the issue: I would like to thank the senior administration for their efforts to bring timely information to County Council for consideration. I know that our entire team has worked very diligently on this important community project to ensure that the myriad of considerations for removal, reconstruction and reporting are well researched and their commitment to finding the best solution for this unique challenge is evident in their recommendations to Council. County Council 3 March 13, 2018 1 would also like to extended sincere thanks to MP Karen Vecchio and MPP Jeff Yurek for their quick assistance with this matter. Dillon Consulting was retained by Elgin County shortly after the bridge collapse to perform an initial review of the site, determine any immediate safety concerns, begin an investigation into the possible causes of the collapse and provide recommendations for moving forward. This bridge is a single -load path structure and the anchor rods constitute a primary component of the bridge which means that if the anchor rods fail, a collapse of this nature can happen. Although the initial source of the failure cannot be concluded without further investigation, at this phase, the focus is on anchor rod failure as the most likely cause of the collapse. Now that we know more information about the collapse, we can assure the public that this type of bridge design doesn't exist anywhere else in Elgin County. Staff are waiting to review a plan for removal provided by the truck owner's insurer. There are a number of considerations related to the removal of the truck that range from environmental to logistics. At this point a timeline for the removal of the truck is not available. Council considered several options for the installation of a temporary bridge. At the conclusion of our discussions, we agreed that the best of course of action is to proceed with the purchase and installation of a temporary bridge from a private provider. A temporary structure could be operational within 2-3 months of project initiation barring any unforeseen circumstances. The Township of Malahide has proposed a location and route for the temporary bridge and County Council will be receiving an additional report on this proposed installation site. Council did give consideration to the suggestion that a military bridge could be utilized. However, after numerous discussions with several ministries, it was determined that the County is not eligible for this solution for this circumstance. Military assistance is reserved for situations where access to Fire and EMS services are completely severed for residents. The County will proceed with planning for the removal of the remnants of the existing bridge structure within timeframes governed in part by environmental regulations. The safety of our residents is of paramount importance and we remind the public to keep a safe distance away from the bridge structure during the removal and reconstruction efforts. Council recessed at 9:43 a.m. and reconvened at 9:51 a.m. Revised Treasurer's Statement of Remuneration and Expenses for Outside Boards — Senior Financial Analyst The analyst presented Council with a revised summary of remuneration and expenses for outside boards. A report presented at the February 13, 2018 meeting was missing numbers for one Land Division member. Moved by Councillor Mennill Seconded by Councillor Jones THAT the revised Treasurer's Statement for Remuneration and Expenses for Outside Boards for 2017 be received and filed. - Carried. 2017 Annual Library Performance Measurement — Library Coordinator The coordinator presented the Elgin County Library's (ECL) 2017 annual usage trends within the context of a five year analysis from 2013 to 2017, both for the system as a whole and for the ten branches. County Council 4 Moved by Councillor McWilliam Seconded by Councillor Mennill March 13, 2018 THAT the report titled "2017 Annual Library Performance Measurements" from the Library Coordinator, dated February 26, 2018, be received and filed; and, THAT a copy of this report be submitted to all municipalities in the County of Elgin. - Carried. Elgin County Museum Advisory Committee 2018 Membership — Director of Community and Cultural Services The director presented the report recommending new appointments to the Elgin County Museum Advisory Committee for 2018 and until further appointments are required. It was noted that Charlie Jenkins is the agricultural representative on the Museum Advisory Committee and this was accidentally omitted from the report provided in the agenda package. Moved by Councillor Jenkins Seconded by Councillor Wiehle THAT County Council confirm the membership of the Elgin County Museum Advisory Committee as outlined in the report titled "Elgin County Museum Advisory Committee 2018 Membership" from the Director of Community and Cultural Services, dated February 22, 2018; and, THAT the Warden on behalf of County Council issue a letter of appreciation to Ms. Marie Nancarrow for her past service to the committee. - Carried. Elgin County Museum Gift Shop and Exhibition Policy — Director of Community and Cultural Services The director presented the report recommending that Council adopt a policy to govern procedures and types of items that will be sold and/or displayed in the gift shop of the new Elgin County Heritage Centre. The director also noted that more information regarding a grand opening for the Elgin County Heritage Centre would be forthcoming. Moved by Councillor Jones Seconded by Councillor Mennill THAT the Gift Shop and Exhibition Policy as attached to the report titled "Elgin County Museum Gift Shop and Exhibition Policy" from the Director of Community and Cultural Services, dated March 2, 2018 be hereby approved. - Carried. County Road Maintenance Agreement — Acting Director of Engineering Services The Chief Administrative Officer presented the report seeking Council's authority for the Warden and Chief Administrative Officer to execute the County Road Maintenance Agreement with Elgin County's municipal partners. Moved by Councillor Jenkins Seconded by Councillor Martyn THAT the Warden and Chief Administrative Officer be authorized and directed to execute the redrafted County Road Maintenance Agreement. - Carried. County of Elgin 2018 Mileage Rate — Director of Human Resources The Chief Administrative Officer presented the report recommending that Council maintain the County mileage rate at 49.5 cents per kilometre. County Council Moved by Councillor Mennill Seconded by Councillor Jones March 13, 2018 THAT County Council direct staff to freeze the mileage rate for 2018 at the current level of 49.5 cents per kilometre. - Carried. 2018 Non -Union Economic Adjustment — Director of Human Resources The Chief Administrative Officer presented the report recommending that Council approve the 2018 non-union economic adjustment. Moved by Councillor McWilliam Seconded by Councillor Wiehle THAT the Council approve a non-union economic adjustment of 1.8% effective on the first full pay period of 2018; and, THAT the necessary by-law be prepared. - Carried. Elgin County Official Plan Five (5) Year Review — Natural Heritage Study Single Sourcing Request — Manager of Planning The manager provided County Council with information about updating the County's Official Plan as required in accordance with Section 26 of the Planning Act. The Elgin County Official Plan was approved on October 9, 2013 and the document is now approaching the 5 year time frame in which it should be reviewed and updated. Moved by Councillor Martyn Seconded by Councillor Jones THAT the Council of the Corporation of the County of Elgin agrees to single source the necessary work to be carried out to complete a Natural Heritage System Study; and, THAT an agreement between the County of Elgin and the Upper Thames River Conservation Authority be drafted and brought back before County Council for consideration and approval; and, THAT the cost of the work to be completed will not exceed $60,000.00. - Carried. Parcel Mapping Maintenance Agreement between the County of Elgin and The Township of Malahide — Manager of Planning The manager presented the report recommending that Council authorize staff to enter into an agreement with the Township of Malahide for Parcel Maintenance and related GIS mapping services. Moved by Councillor Mennill Seconded by Councillor Jenkins THAT the Council of the Corporation of the County of Elgin approves the "GIS Mapping Services" agreement. - Carried. Approval for Official Plan Amendment No. 6,14020 Belmont Road, Central Elgin, File No. CE-OPA6-17— Manager of Planning The manager presented the report providing County Council with information required in order to consider granting approval to the above noted Official Plan Amendment. County Council 6 Moved by Councillor Jenkins Seconded by Councillor Jones March 13, 2018 THAT the Council of the Corporation of the County of Elgin gives approval to Official Plan Amendment No.6 to the Municipality of Central Elgin Official Plan, File No. CE-OPA6-17; and, THAT staff be directed to provide notice of this decision in accordance with the Planning Act. - Carried. New Horizon for Seniors Grant "Farm to Table Gathering" — Director of Homes and Seniors Services The director informed Council that the Elgin County Homes have been awarded the Government of Canada, New Horizon for Seniors Grant 2018 in the amount of $25,000. The program will support seniors as they make a difference in the lives of others in their communities through their input, leadership and participation in a quarterly "Farm to Table Gathering" in each of the County of Elgin Homes. Moved by Councillor McWilliam Seconded by Councillor Martyn THAT the County of Elgin approve the New Horizon for Seniors Grant project "Farm to Table Gathering". - Carried. Homes — Resident Quality Inspection (RQI) - Report for Bobier Villa, Elgin Manor and Terrace Lodge — Director of Homes and Seniors Services The director presented the report outlining the results of the annual 2017 Resident Quality Inspections (RQI) for Bobier Villa, Elgin Manor and Terrace Lodge as required under the Long - Term Care Act, (LTCHA) 2007. Moved by Councillor Martyn Seconded by Councillor Mennill THAT the report titled "Homes — Resident Quality Inspection (RQI) — Report for Bobier Villa, Elgin Manor and Terrace Lodge" from the Director of Homes and Seniors Services, dated February 22, 2018, be received and filed. - Carried. Homes — Long -Term Care Home Service Accountability Agreement (L -SAA) — Schedule E — Director of Homes and Seniors Services The director presented the report recommending that Council authorize staff to sign the Long - Term Care Home Service Accountability Agreement (L -SAA) — Schedule E. Moved by Councillor Jones Seconded by Councillor Jenkins THAT Council authorize staff to sign the "Long -Term Care Home Service Accountability Agreement — Schedule E" for the Homes for January 1, 2017 — December 31, 2017. - Carried. Homes — Long -Term Care (LTC) Case Mix Index (CMI) Results for 2018-2019 — Director of Homes and Seniors Services The director presented the report summarizing the results of the 2018-2019 Nursing and Personal Care (NPC) envelope funding, referred to as the Case Mix Index. County Council 7 Moved by Councillor Mennill Seconded by Councillor Martyn March 13, 2018 THAT the report titled "Long -Term Care (LTC) Case Mix Index (CMI) Results for 2018-2019 Funding" from the Director of Homes and Seniors Services, dated February 22, 2018, be received and filed. - Carried. 2018-2019 Multi -Sector Service Accountability Agreement — Director of Homes and Seniors Services The director presented the report seeking Council's authorization to sign the Multi -Sector Service Accountability Agreement for 2018-2019 with the Southwest Local Health Integration Network. Moved by Councillor Jones Seconded by Councillor Wiehle THAT the Chief Administrative Officer be authorized to sign the Multi -Sector Service Accountability Agreement for 2018-2019 with the Southwest Local Health Integration Network for Bobier Villa and Terrace Lodge. - Carried. Deputy Warden Considerations — Chief Administrative Officer The Chief Administrative Officer presented the report further outlining options for the role of a Deputy Warden as previously requested by Council. The report recommended that Council approve a pilot whereby the past Warden act as Deputy Warden for the remainder of the Council term. Moved by Councillor Mennill Seconded by Councillor McWilliam THAT County Council implement a pilot whereby the past Warden act as Deputy Warden for the remainder of the Council term, subject to the willingness of past Warden Jones to fill this position. - Carried. Moved by Councillor McWilliam Seconded by Councillor Wiehle THAT the reports from the Chief Administrative Officer titled "Municipal Property and Building Commemorative Naming Policy", "Overview of Elgin County Long -Term Care (LTC)" and "Procedural By -Law Review PowerPoint" be tabled until the next meeting held on March 27, 2018. - Carried. CORRESPONDENCE The letter from Dutton Dunwich Recreation Advisory Committee was walked in and did not appear on the March 13, 2018 agenda package. Items for Consideration Bernie Wiehle, Chair, Board of Health, Elgin St. Thomas Public Heath with 2018 Elgin St. Thomas Public Health Budget. 2. a) Bayham Beachfest Committee, Municipality of Bayham requesting donations for the support of this year's Bayham Beachfest occurring on the Civic long weekend in Port Burwell, Ontario b) Allie Gosnell, Dutton Dunwich Recreation Advisory Committee requesting a donation to enhance the Canada Day fireworks display and community celebration in Dutton. County Council 8 March 13, 2018 The following recommendation was adopted in regard to Correspondence Item #1: Moved by Councillor Jones Seconded by Councillor Marlyn THAT the correspondence from Elgin St. Thomas Public Health be received and filed. - Carried. The following recommendation was adopted in regard to Correspondence Item #2 a) & b): Moved by Councillor Jenkins Seconded by Councillor Jones THAT the correspondence from the Bayham Beachfest Committee and the Dutton Dunwich Recreation Advisory Committee be received and filed and that these organizations be directed to apply to the Festival and Event Partnership Program through Elgin County Economic Development. - Carried. Items for Information (Consent Agenda) 1. Richard Hein, Parsons Project Manager, Parsons with Notice of Design Build Project Commencement, Contract 2017-3009, Reconstruction of Highway 401 from 4.1 km west of Elgin Road 20 (Union Road) to 3.7km west of Highway 4 (Colonel Talbot Road). 2. Karen Vecchio, MP, Elgin -Middlesex -London notifying various ministries of the Port Bruce Bridge Collapse. 3. Oliver Jerschow, Director, Municipal Finance Policy Branch, Ministry of Municipal Affairs with a report of the County of Elgin's 2018 Annual Repayment Limit. Moved by Councillor McWilliam Seconded by Councillor Wiehle THAT Correspondence Items #1 — 3 be received and filed. - Carried. OTHER BUSINESS Statements/Inquiries by Members — None. Notice of Motion — None. Matters of Urgency — An additional Closed Meeting item regarding potential litigation was added to the agenda. Closed Meeting Items Moved by Councillor Wiehle Seconded by Councillor Jenkins THAT we do now proceed into closed meeting session in accordance with the Municipal Act to discuss matters under Municipal Act Section 239.2; (c) a proposed or pending acquisition or disposition of land by the municipality or local board — Central Elgin Fire. (b) personal matters about an identifiable individual, including municipal or local board employees — Organizational Restructure. (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board — Potential Litigation. - Carried. County Council 9 March 13, 2018 Council recessed at 11:07 a.m. and reconvened at 11:15 a.m. Warden Marr and Councillor Martyn vacated the Council Chambers at 11:41 a.m. Councillor Jones took the Chair. Warden Marr and Councillor Martyn returned to the chambers at 11:48 a.m. after the item related to Central Elgin Fire had been discussed. Moved by Councillor Jones Seconded by Councillor Martyn THAT we do now rise and report. - Carried. Sam Edwards owner of North Erie Marina came in to the Council Chambers to demand that Council speak to her regarding their decision to install a temporary bridge in Port Bruce. Warden Marr told her that in order to address Council she must come and asked to speak as a delegation at the next Council meeting to be held on March 27, 2018. Moved by Councillor Mennill Seconded by Councillor Wiehle THAT the confidential verbal report from the County Solicitor be received and filed. - Carried. Moved by Councillor Martyn Seconded by Councillor Jones THAT the confidential report regarding organizational structure be received and filed and that the Chief Administrative Officer proceed as directed. - Carried. Moved by Councillor Jenkins Seconded by Councillor Wiehle THAT the confidential report regarding Central Elgin Fire be received and filed and that staff proceed as directed. - Carried. Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor Mennill Seconded by Councillor McWilliam THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. BY-LAW Moved by Councillor Jenkins Seconded by Councillor Jones THAT By -Law No. 18-10 "Being a By -Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the March 13, 2018 Meeting" be read a first, second and third time and finally passed. - Carried. County Council 10 March 13, 2018 ADJOURNMENT Moved by Councillor McWilliam Seconded by Councillor Jones THAT we do now adjourn at 12:08 p.m. and meet again on March 27, 2018 at the County Administration Building Council Chambers at 9:00 a.m. DnAltx t-111 Julie Gonyou, ---Y-Chief Administrative Officer. - Carried. Warden.