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10 - May 22, 2018 County Council MinutesCOUNTY COUNCIL MINUTES Tuesday, May 22, 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 McWilliam (regrets). Warden Marr in the Chair. ADOPTION OF MINUTES Moved by Councillor Jones Seconded by Councillor Jenkins THAT the minutes of the meeting held on May 8, 2018 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF — None. DELEGATION Assessment Base Management Bob Heil, VP, Paralegal, MTAG Paralegal Professional Corporation and Greg Webb, Senior Consultant, Municipal Tax Advisory Group with a PowerPoint explaining how to understand and work with MPAC to manage assessment and summarizing the services offered by MTAG. Moved by Councillor Mennill Seconded by Councillor Wiehle THAT the PowerPoint presentation titled "Assessment Base Management" from the Municipal Tax Advisory Group, be received and filed. - Carried. Moved by Councillor Marlyn Seconded by Councillor Ens THAT we do now move into Committee of the Whole Council. - Carried. -•- Assessment Base Management — Director of Financial Services The director presented the report recommending that Council engage the services of MTAG to provide sourcing for new assessment and assessment appeal services. Moved by Councillor Jones Seconded by Councillor Mennill THAT the services of the Municipal Tax Advisory Group (MTAG) be procured for an upset limit of $30,000 to provide Sourcing New Assessment service to enhance the County's tax base; and, THAT the services of the Municipal Tax Advisory Group (MTAG) be procured for an upset limit of $25,000 to provide Appeals Management service to protect the County's tax base. - Carried. County Council 2 May 22, 2018 Homes — Multi -Sector Service Accountability Agreement - Schedule G — Form of Compliance Declaration — Director of Homes and Seniors Services The director presented the report informing Council that the St. Thomas -Elgin Adult Day Program has satisfied the requirements of Schedule G — Form of Compliance Declaration and recommended that this form be signed. Moved by Councillor Jenkins Seconded by Councillor Marlyn THAT Council authorize staff to sign the "Multi -Sector Service Accountability Agreement Declaration of Compliance — Schedule G" for April 1, 2017 — March 31, 2018. - Carried. Port Stanley Visitors Centre — General Manager of Economic Development The general manager presented the report recommending that Council enter into a new lease agreement with the Municipality of Central Elgin for use of space for a new visitor's centre in Port Stanley. Moved by Councillor Wiehle Seconded by Councillor Mennill THAT the County Warden and Chief Administrative Officer be directed to sign the lease agreement for the purposes of operating a Tourism Information Centre, between the County of Elgin and the Municipality of Central Elgin for the period of June 1, 2018 to May 23, 2023, at a cost of $3,852.00 plus HST annually, according to the terms and conditions described in the May 15, 2018 report. - Carried. Final Approval, Plan of Subdivision, Craigholme Estates Ltd., Part of Lot 1 Concession 7 Parts of Lots 1,2,3,4 West of West Street, Plan No. 292 and Block 169 Registered Plan 33M-292, Municipality of Central Elgin, former Village of Belmont County of Elgin, File No. 34T-06003 — Manager of Planning The manager presented the report to advise County Council that final approval was given to the above noted plan of subdivision in the Village of Belmont on March 22, 2018. Moved by Councillor Jenkins Seconded by Councillor Jones THAT the report titled "Final Approval for a Plan of Subdivision (Craigholme Estates Ltd.)" from the Manager of Planning, dated May 2, 2018, be received and filed. - Carried. Councillors' Remuneration - One -Third Tax Allowance — Financial Analyst The analyst presented the report explaining that the one-third tax exemption for non -accountable allowance paid to municipal officers will be eliminated effective January 2019. The report also outlined the potential impact on councillor remuneration, and sought direction from Council on this matter. Moved by Councillor Mennill Seconded by Councillor Jenkins THAT the decision to consider Council remuneration be deferred; and, THAT the next Council consider this matter in November 2018. - Defeated. County Council 3 Moved by Councillor Jones Seconded by Councillor Martyn May 22, 2018 THAT staff prepare a report summarizing decisions made by other municipal councils in regards to Council remuneration. - Carried. Quarterly Information Report - Contract Awards, January 1, 2018 to March 31, 2018 — Purchasing Coordinator The coordinator presented the report outlining all contracts awarded between January 1, 2018 and March 31, 2018 that exceeded $15,000. Moved by Councillor Jones Seconded by Councillor Ens THAT the report titled "Quarterly Information Report - Contract Awards, January 1, 2018 to March 31, 2018" from the Purchasing Coordinator, dated May 1, 2018, be received and filed. - Carried. Council recessed at 10:02 a.m. and reconvened at 10:17 a.m. Port Bruce Bridge Update — Director of Engineering Services The director presented the report updating Council on activities related to the Port Bruce Bridge including a public information session for the residents of Port Bruce to be held on June 11, 2018. Moved by Councillor Ens Seconded by Councillor Mennill THAT staff be directed to continue to provide updates related to the installation of the temporary modular bridge installation and Port Bruce bridge installation as information is available; and, THAT the report titled "Port Bruce Bridge Update" from the Director of Engineering Services, dated May 16, 2018, be received and filed. - Carried. Terrace Lodge Redevelopment Update — Chief Administrative Officer The Chief Administrative Officer requested that this report be deferred until feedback from all Terrace Lodge Building Committee members could be included. Moved by Councillor Wiehle Seconded by Councillor Ens THAT the report be deferred until all members of the Terrace Lodge Building Committee can be brought up to speed on the events of the last building committee meeting. - Carried. CORRESPONDENCE Items for Consideration 1. Neil Zohorsky, P.Eng., Regional Director, Ministry of Transportation offering to cost share 50% of a planning and environmental assessment study regarding the Highway 3/Ron McNeil Line intersection and connection to Wonderland Road if the County leads this study. 2. Kim Jewell with a petition concerning the installation of LED street lights as part of the 2016 Miller Road Reconstruction Project in the Municipality of Dutton Dunwich. County Council 4 May 22, 2018 3. John Groenewegen, President, Fieldstone Investments Inc. with a Request for Re - Consideration — Council Exemption for Woodlands Clearing Application S. Pt. Lot 9, Concession 2, Municipality of Dutton Dunwich. 4. Barb and Gary Scrivens, Sandcastle Restaurant, Port Bruce with concerns regarding Catfish Creek Bridge failure in Port Bruce. The following recommendation was adopted in regard to Correspondence Item #1: Moved by Councillor Jones Seconded by Councillor Ens THAT Staff be directed to negotiate the terms of reference and the cost sharing agreement with the Ministry of Transportation in regard to the EA of Highway 3/Ron McNeil Line and Wonderland Road with the Minister of Transportation; and, THAT the agreement be provided to County Council for approval prior to initiating the EA process. - Carried. The following recommendation was adopted in regard to Correspondence Item #2: Moved by Councillor Ens Seconded by Councillor Martyn WHEREAS it is acknowledged that Miller Road is a County Road and reconstruction of the road was an upper -tier project; and, WHEREAS street lights are the responsibility of the lower -tier municipalities in the County of Elgin, as set out under the Municipal Act; NOW, THEREFORE, BE IT RESOLVED BY COUNTY COUNCIL: THAT County Council forward the petition received from Kim Jewell concerning the installation of the LED street lights on Miller Road to the Municipality of Dutton Dunwich for their consideration; and, THAT the Chief Administrative Officer be directed to send a letter to Kim Jewell providing notification of County Council's resolution regarding the petition considered on May 22, 2018. - Carried. The following recommendation was adopted in regard to Correspondence Item #3: Moved by Councillor Mennill Seconded by Councillor Jones WHEREAS County Council considered the request for tree clearance from Mr. Groenewegan at their meeting on April 17, 2018; and, WHERAS section 40) By -Law No. 05-03 states that reasons for denial of tree clearance requests be provided to the applicant; and, WHEREAS no such reasons were provided to the applicant in correspondence sent to the applicant on April 18, 2018; and, WHEREAS the Ontario Municipal Board is undergoing change to name and jurisdiction; and, WHEREAS the appeal process for tree clearance has been deleted from the Municipal Act. NOW, THEREFORE, BE IT RESOLVED BY COUNTY COUNCIL: THAT the Chief Administrative Officer be directed to have the request for reconsideration be forwarded to the County Solicitor for a review process; and, County Council 5 May 22, 2018 THAT the Chief Administrative Officer be directed to inform the applicant, Mr. Groenewegan of County Council's direction. - Carried. The following recommendation was adopted in regard to Correspondence Item #4: Moved by Councillor Jenkins Seconded by Councillor Ens THAT staff consider feedback from Barb and Gary Scrivens when evaluating existing detour signage in Port Bruce; and, THAT the Chief Administrative Officer be directed to send a letter on behalf of County Council acknowledging receipt of the correspondence received from Barb and Gary Scrivens dated May 11, 2018 and to inform them that their feedback in regard to signage will be considered. - Carried. Items for Information (Consent Agenda) 1. John Roberts, Chief Privacy Officer and Archivist of Ontario, Ministry of Government and Consumer Services informing Council of important updates to the Freedom of Information (FOI) and Protection Manual. 2. Dr. Helena Jaczek, Minister of Health and Long -Term Care: a) Responding to Council's concerns surrounding the changing nature of long-term care and Council's request for increased funding to deal with these challenges. b) Advising of additional base funding up to $141,127 with respect to the Land Ambulance Services Grant for the cost sharing partnership and provision of land ambulance services for 2018. c) Advising of one-time funding up to $43,943 with respect to Bill 163: Posttraumatic Stress Disorder expenditures for 2017. 3. Kathleen Vukovics, Environmental Coordinator, Hatch Ltd. with Notice of Proposal and Notice of Posting to Environmental Registry by MNO Solar FIT LP to Engage in: a) Ten Renewable Energy Projects located within an abandoned railway corridor within the Township of Southwold. b) Centennial Road Solar Project located within an abandoned railway corridor between Centennial Avenue and Yarmouth Centre Road in the Municipality of Central Elgin. 4. Vinay Sharda, Executive Director, Transit Policy and Programs Group, Ministry of Transportation informing Council that our application for the Community Transportation Grant Program funding was not selected. 5. Western Ontario Wardens' Caucus (WOWC) Update. 6. Four Counties Health Services (FCHS) Spring/Summer Newsletter. Moved by Councillor Jenkins Seconded by Councillor Martyn THAT Correspondence Items #1 — 6 be received and filed. - Carried. OTHER BUSINESS Statements/Inquiries by Members The Warden congratulated the Municipality of Bayham and the Municipality of West Elgin for recently being awarded Blue Flag status for the beaches in Port Burwell and Port Glasgow. These beaches join Port Stanley Main Beach in this honour and there are now three of these prestigious beaches in Elgin County. County Council 6 May 22, 2018 The Warden presented the Chief Administrative Officer Julie Gonyou with a 15 year pin for municipal service from the Canadian Association of Municipal Administrators. The Warden congratulated Ms. Gonyou on this significant milestone. Notice of Motion — None. Matters of Urgency — None. Closed Meeting Items Moved by Councillor Wiehle Seconded by Councillor Jones THAT we do now proceed into closed meeting session in accordance with the Municipal Act to discuss matters under Municipal Act Section 239.2; (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board; (k) a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board — Port Bruce Bridge (f) advice that is subject to solicitor -client privilege, including communications necessary for that purpose (b) personal matters about an identifiable individual, including municipal or local board employees — Organizational Review (b) personal matters about an identifiable individual, including municipal or local board employees — Organizational Update Moved by Councillor Jenkins Seconded by Councillor Jones THAT we do now rise and report. - Carried. Moved by Councillor Mennill Seconded by Councillor Jenkins THAT staff proceed as directed by Council. - Carried. Moved by Councillor Jones Seconded by Councillor Martyn THAT the report from Chief Administrative Officer and County Solicitor be received and filed. - Carried. Moved by Councillor Jones Seconded by Councillor Mennill THAT the Chief Administrative Officer proceed as directed. - Carried. Moved by Councillor Jenkins Seconded by Councillor Ens THAT the Chief Administrative Officer proceed as directed. - Carried. County Council 7 May 22, 2018 Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor Jones Seconded by Councillor Mennill THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. BY-LAW Moved by Councillor Mennill Seconded by Councillor Wiehle THAT By -Law No. 18-17 "Being a By -Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the May 22, 2018 Meeting" be read a first, second and third time and finally passed. - Carried. 0911L6111 Moved by Councillor Jones Seconded by Councillor Jenkins THAT we do now adjourn at 12:02 p.m. and meet again on June 12, 2018 at the County Administration Building Council Chambers at 9:00 a.m. JJulie Gony u, Chief Administrative Officer. - Carried. David Marr, Warden.