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07 - April 10, 2018 County Council MinutesCOUNTY COUNCIL MINUTES Tuesday, April 10, 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. Warden Marr announced that an addendum would be added to the agenda at the end of the Reports section. ADOPTION OF MINUTES Moved by Councillor Jenkins Seconded by Councillor Jones THAT the minutes of the meeting held on March 27, 2018 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF — None. DELEGATIONS Proposed Location of Temporary Bailey Bridge, Port Bruce Jerry Lee, Chair of the Port Bruce Rate Payers Association with a presentation regarding concerns around a potential location of a temporary bridge in Port Bruce. Moved by Councillor Wiehle Seconded by Councillor Martyn THAT the presentation from the Port Bruce Rate Payers Association regarding the proposed location of a temporary Bailey Bridge in Port Bruce be received and filed. - Carried. Ontario Age Friendly Communities Symposium Jessica Lang, Health Promoter, Healthy Communities, Elgin St. Thomas Public Health and Elizabeth Sebestyen, Director, St. Thomas — Elgin Social Services with a PowerPoint presentation sharing the highlights from the Age Friendly Community Symposium in Toronto and congratulating Elgin County for receiving the AFC Award in Category 1 — Community Action Plan in Planning for an Age Friendly Community. Moved by Councillor Jones Seconded by Councillor McWilliam THAT the PowerPoint presentation titled "Ontario Age Friendly Communities Symposium" from Elgin St. Thomas Public Health and St. Thomas — Elgin Social Services, be received and filed; and, THAT the Warden issue a letter on behalf of County Council congratulating the Age Friendly Network for receiving the AFC Award. - Carried. Assessment Base Management Part 1: Mastering the Assessment and Property Tax Equation in Your Community Amanda MacDougall, Regional Manager, Municipal Stakeholder Relations, from the Municipal Property Assessment Corporation with a PowerPoint presentation summarizing MPAC's assessment system. The presentation also included a breakdown of how properties of different classifications are assessed, information regarding the four-year assessment cycle and phase-in process and how these assessments are related to taxation. County Council 2 Moved by Councillor Mennill Seconded by Councillor Jones April 10, 2018 THAT the PowerPoint presentation titled "Assessment Base Management Part 1: Mastering the Assessment and Property Tax Equation in Your Community", from MPAC, be received and filed. - Carried. Moved by Councillor Jenkins Seconded by Councillor Wiehle THAT we do now move into Committee of the Whole Council. - Carried. Clearing Exemption Application for S Pt Lot 9, Concession 2, Duff Line, Municipality of Dutton Dunwich — Tree Commissioner/Weed Inspector The commissioner presented the report recommending that Council approve the Clearing Exemption Application from Fieldstone Investments Inc. requesting permission to clear 3.2 - hectares of woodland for the purpose of converting woodland to farmland, conditional on the applicant contributing $16,800 to a tree planting fund administered by the County for the planting of 5,600 seedling trees within the municipality of Dutton Dunwich. Moved by Councillor Jones Seconded by Councillor Wiehle THAT County Council reject the Exemption for Woodlands Clearing Application from Fieldstone Investments Inc. to clear 3.2 hectares of woodland. - Carried. February 2018 Budget Performance — Director of Financial Services The director presented the February budget comparison for the County with year-to-date (YTD) performance of $58,000. Moved by Councillor Jenkins Seconded by Councillor Marlyn THAT the report titled "February 2018 Budget Performance", from the Director of Financial Services, dated March 31, 2018 be received and filed. - Carried. Council recessed at 10:03 a.m. and reconvened at 10:17 a.m. Aylmer Library Expansion Update — Director of Community and Cultural Services The director presented the report informing Council that a motion was recently approved by Aylmer Town Council to expand the Aylmer Library through an addition to the current building. It also informs Council of improvements that will be taking place in the current space in 2018. Moved by Councillor Ens Seconded by Councillor Jones THAT the report titled "Aylmer Library Expansion Update", from the Director of Community and Cultural Services, dated February 22, 2018, be received and filed. - Carried. County Council April 10, 2018 Contract Award of Five Tenders — Cold In -Place Recycling with Expanded Asphalt Material, Hot Mix Asphalt Paving, Microsurfacing, Asphalt Crack Sealing and Culvert Sliplining — Deputy Director of Engineering Services The deputy director presented the report recommending that Council approve tenders for the above mentioned projects. Moved by Councillor Ens Seconded by Councillor Mennill THAT Roto -Mill Inc. be selected for the Cold In -Place Recycling with Expanded Asphalt Material (CIREAM) Tender, Contract No. 6200-18 at a total price of $1,769,530.00, inclusive of a contingency allowance and exclusive of H.S.T.; and, THAT Coco Paving Inc. be selected for the Hot Mix Asphalt Tender, Contract No. 6220-18 at a total price of $3,494,000.00, inclusive of a contingency allowance and exclusive of H.S.T.; and, THAT Duncor Enterprises Inc. be selected for the Microsurfacing (Type 3) and Surface Treatment Tender, Contract No. 6250-18 at a total price of $878,193.00, inclusive of a contingency allowance and exclusive of H.S.T.; and, THAT Niagara Crack Sealing be selected for the Asphalt Crack Sealing Tender, Contract No. 6090-18-08 at a total price of $125,800.00, exclusive of H.S.T.; and, THAT Gary D. Robinson Contracting be selected for the Culvert Sliplining and Culvert Replacement Tender, Contract No. 6290-18-02 at a total price of $396,900.00, exclusive of H.S.T.; and, THAT the Warden and Chief Administrative Officer be authorized to sign the contracts. - Carried. Community Transportation Pilot Grant Program Application Summary — Chief Administrative Officer The marketing and communications coordinator presented the report to Council summarizing an application submitted to the Community Transportation Pilot Grant Program. Moved by Councillor Jones Seconded by Councillor Ens THAT the report titled, "Community Transportation Pilot Grant Program Application Summary", from the Chief Administrative Officer, dated April 3, 2018, be received and filed. - Carried. Land Division (VERBAL) — Chief Administrative Officer The Chief Administrative Officer informed Council that she is currently working on a report analyzing Land Division. The report will include best practices, governance, customer service, an evaluation of Elgin's current service, and feedback from the public, lower tiers and members of the Land Division Committee. Moved by Councillor Jenkins Seconded by Councillor McWilliam THAT the verbal report on Land Division from the Chief Administrative Officer be received and filed. - Carried. Port Bruce Bridge Collapse Update (VERBAL) — Deputy Director of Engineering Services The deputy director presented a verbal update on the Port Bruce Bridge collapse. Demolition at bridge site is progressing well. The contractor has been working closely with the Catfish Creek County Council 4 April 10, 2018 Conservation Authority to ensure all requirements are met. All bridge components are now removed from the water to meet environmental timelines. Moved by Councillor Mennill Seconded by Councillor Jenkins THAT the verbal report regarding the Port Bruce Bridge Collapse from the Deputy Director of Engineering Services be received and filed. - Carried. Appointment of Two New Health Unit Representatives for the Merger of Elgin -St. Thomas and Oxford County Health Units (VERBAL) — Warden and Chief Administrative Officer (Addendum Item) The Warden and Chief Administrative Officer recommended that Council appoint two new representatives for the Board of Health of the newly merged Elgin -St. Thomas and Oxford County Health Units. Moved by Councillor Jones Seconded by Councillor Mennill THAT County Council approve the appointments of Councillor Wiehle and Warden Marr to the Board of Health for the newly merged Elgin -St. Thomas Oxford County Public Health effective May 1, 2018 until the end of the current Council term. - Carried. CORRESPONDENCE Items for Information (Consent Agenda) Hon. Dipika Damerla, Minister of Seniors Affairs announcing that the County of Elgin has been selected to receive the 2018 Ontario Age -Friendly Community Recognition Award. 2. Betsy McClure, Program Coordinator, Elgin Clean Water Program thanking Council for continued support and providing their 2017 Year End Annual Report. 3. Hon. Amarjeet Sohi, Minister of Infrastructure and Communities responding to MP Karen Vecchio's notification to various ministries dated February 26, 2018 re: Port Bruce Bridge Collapse. 4. Tom Jeffery, Four Counties Health Services Foundation thanking Elgin County Council for generous financial support towards their campaign for Endoscopy equipment. 5. School Board Trustee information for the upcoming 2018 municipal and school board election from: a) Linda Staudt, Director of Education, London District Catholic School Board. b) Bonnie Williams, Supervisor, Corporate Services, Thames Valley District School Board. 6. Mayor Dan Mathieson and Stratford City Council inviting Municipal Staff, Elected Officials, their friends and families to Civic Night on Tuesday, June 12th, 2018 where "The Music Man" will be playing at the Festival Theatre, 55 Queen Street, Stratford. 7. SouthWestern Integrated Fibre Technology Inc. (SWIFT) with Provincial Broadband Position Paper titled "Broadband: An Investment in Innovation". 8. South West LHIN with media release titled "South West LHIN Welcomes New Board Member. Moved by Councillor Jenkins Seconded by Councillor Mennill THAT Correspondence Items #1 — 8 be received and filed. - Carried. County Council OTHER BUSINESS Statements/Inquiries by Members April 10, 2018 Councillor Jones suggested that Elgin County revisit its Tree By -Law in order to give it more authority. Councillor McWilliam suggested that all relevant stakeholders be consulted in this process. Moved by Councillor Jones Seconded by Councillor Marlyn THAT Chief Administrative Officer conduct a review of the County of Elgin Tree By -Law and bring it back to Council for review. - Carried. Notice of Motion — None. Matters of Urgency — None. Closed Meeting Items Moved by Councillor Jenkins Seconded by Councillor Wiehle 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 (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board — Potential Litigation. - Carried. Moved by Councillor Jenkins Seconded by Councillor Marlyn THAT we do now rise and report. - Carried. Moved by Councillor Jenkins Seconded by Councillor Jones THAT the confidential report regarding a lease be received and filed and that staff proceed as directed. - Carried. Moved by Councillor Marlyn Seconded by Councillor McWilliam THAT the confidential verbal report from Chief Administrative Officer on April 10, 2018 be received and filed. - Carried. Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor Jones Seconded by Councillor Ens THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. County Council BY-LAW Moved by Councillor Mennill Seconded by Councillor Jenkins April 10, 2018 THAT By -Law No. 18-13 "Being a By -Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the April 10, 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 11:49 a.m. and meet again on April 24, 2018 at the County Administration Building Council Chambers at 9:00 a.m. - Carried. I' Julie Gonyou, Chief Administrative Officer. David Marr, Warden.