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14 - July 24, 2018 County Council MinutesCOUNTY COUNCIL MINUTES Tuesday, July 24, 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. An additional verbal Addendum Item was added to the IN -CAMERA Agenda under Municipal Act Section 239.2; (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 — Contract Negotiations. ADOPTION OF MINUTES Moved by Councillor Jenkins Seconded by Councillor Mennill THAT the minutes of the meeting held on June 26, 2018 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF — Councillor Jones declared a conflict of interest with regard to an item on the IN -CAMERA Agenda relating to property matters. At the appropriate time, Councillor Jones vacated the Council Chambers and refrained from discussing the item. Warden Marr and Councillor Martyn declared a conflict of interest with regard to an item on the IN -CAMERA Agenda relating to Central Elgin Fire. At the appropriate time, Warden Marr and Councillor Marlyn vacated the Council Chambers and refrained from discussing the item. DELEGATIONS Medium -Sized Hospitals — Funding Advocacy Robert Biron, President and CEO, St. Thomas Elgin General Hospital with a presentation re: Medium -Sized Hospitals Funding Advocacy. The presentation included an explanation as to how provincial funding models create inequities and cost pressures for medium-sized hospitals. Moved by Councillor Mennill Seconded by Councillor Jenkins THAT the County of Elgin join advocacy efforts with other medium-sized hospitals' municipalities at the 2018 AMO Conference; and, THAT the Warden write a letter of support to the Ministry of Health and to MPP Jeff Yurek advocating for equitable and fair medium-sized hospital funding; and, THAT the County of Elgin join STEGH in its advocacy efforts for fair funding for medium-sized hospitals. - Carried. Moved by Councillor Jones Seconded by Councillor Ens THAT the presentation from the President and CEO of the St. Thomas Elgin General Hospital re: Medium -Sized Hospital Funding be received and filed. - Carried. County Council 2 July 24, 2018 St. Thomas/Elgin Long -Term Affordable & Social Housing Strategy Elizabeth Sebestyen, Director, St. Thomas -Elgin Social Services and Josh Warkentin of Tim Welch Consulting Inc. with a report and PowerPoint presentation re: St. Thomas/Elgin Long - Term Affordable and Social Housing Strategy. Moved by Councillor Martyn Seconded by Councillor Mennill THAT the presentation titled "St. Thomas/Elgin Long -Term Affordable and Social Housing Strategy", from the Director of St. Thomas -Elgin Social Services and Welch Consulting Inc., 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. REPORTS Elgin County Library 2018 Service Update — Library Coordinator The coordinator presented the report summarizing library services that are expanding to the benefit of library patrons. Some of these services include apps, movie licenses and online membership services. Moved by Councillor Martyn Seconded by Councillor Ens THAT the report titled "Elgin County Library 2018 Service Update" from the Library Coordinator, dated June 28, 2018 be received and filed. - Carried. Clearing Exemption Application for S Pt. Lot 9, Concession 2 Duff Line, Municipality of Dutton Dunwich — Tree Commissioner/Weed Inspector The Chief Administrative Officer presented the report recommending that Council reconsider the request for Exemption for Woodlands Clearing Application originally submitted by Fieldstone Investments Inc. at the meeting held on April 10, 2018. Moved by Councillor Jones Seconded by Councillor Mennill WHEREAS Elgin County Council considered the Clearing Exemption Application received for 3.2 hectares of woodland from Fieldstone Investments Inc., for S Pt Lot 9, Concession 2, Duff Line, Dutton Dunwich at their meeting held on July 24, 2018; and, WHEREAS a number of objections were received; and, WHEREAS By -Law 05-03 Elgin County Woodlands Conservation By -Law requires that reasons for rejecting a request for clearing exemption of woodland property must be provided to the applicant within 10 days; NOW THEREFORE, BE IT RESOLVED; THAT Elgin County Council reject the request for clearing exemption received from Fieldstone Investments Inc., for the clearing of 3.2 hectares of woodland for the following reasons: a. The request is inconsistent with the Elgin County Woodlands Conservation By -Law; and, County Council July 24, 2018 b. The request is inconsistent with the no net loss policy followed by County Council, notwithstanding the offer to contribute to the County tree planting fund; and, c. The request does not promote good forestry and utilization of practices that sustain healthy woodlands; and, d. The woodlot is substantial and will take decades to replenish; and, e. This will impact on the habitat for woodland species. - Carried. Amended Councillors' Remuneration — One -Third Tax Allowance — Financial Analyst The analyst presented the report outlining the decisions made by other Ontario municipalities regarding the federal decision to eliminate the one-third tax allowance for Councillors. Moved by Councillor Ens Seconded by Councillor Jones THAT Council's remuneration be changed to account for the elimination of the 1/3 tax exemption by the Federal Government, effective December 1, 2018, to fully taxable and grossed up total remunerations of: Warden - $69,918 and Council - $25,607. Councillor Martyn requested a recorded vote. These were recorded as follows: YEAS NAYS ABSENT Wiehle McWilliam Martyn Jones Currie Mennill Jenkins Ens Marr TOTAL: 8 1 0 As a result of the Recorded Vote the motion was Carried. Farm Tax Ratio — Director of Financial Services The director presented the report in response to the SFA's request for a reduction in the Farm Tax Ratio from 25% to 23%. Moved by Councillor Jenkins Seconded by Councillor Ens THAT the 2019 tax ratios be set by the newly elected council as part of the 2019 budget deliberations. - Carried. 2017 Annual Report and Audited Financial Statement — Director of Financial Services The director presented the Annual Report, a document that allows Council to communicate the achievements, financial results and performance measures for the corporation for 2017. Moved by Councillor Wiehle Seconded by Councillor Jones THAT the 2017 Annual Report, Financial Information Return (FIR) and Audited Consolidated Financial Statements be approved for publication. - Carried. Council recessed at 10:43 a.m. and reconvened at 10:52 a.m. County Council 4 July 24, 2018 West Elgin Community Health Centre (WECHC) — Meals on Wheels (MOW) Contract — 2018-2020 — Director Homes and Seniors Services The director presented the report recommending that Council authorize staff to enter into an agreement with the West Elgin Community Health Centre to provide Meals on Wheels services to seniors in West Elgin. Moved by Councillor Jones Seconded by Councillor Martyn THAT the current price of West Elgin Community Health Centre Meals on Wheels increase to $6.65 in 2018 and $6.75 in 2019 with a two (2) year contract from 2018-2020; and, THAT Council authorize staff to sign the 2018-2020 Meals on Wheels contract with the West Elgin Community Health Centre. - Carried. Homes — Dietary (Section 1-7) Policy Manual Review and Revisions — Director of Homes and Seniors Services The director presented the report recommending that Council approve annual revisions to the County of Elgin Homes and Seniors Services Dietary Policy Manual. Moved by Councillor Jenkins Seconded by Councillor Ens THAT Council approve the County of Elgin Homes and Seniors Services Dietary (Section 1-7) Policy Manual review and revisions for 2018; and, THAT the report titled "Homes — Dietary (Section 1-7) Policy Manual Review and Revisions" dated July 4, 2018 be received and filed. - Carried. Homes — Housekeeping and Laundry (Section 1-7) Policy Manual Review and Revisions — Director of Homes and Seniors Services The director presented the report recommending that Council approve annual revisions to the County of Elgin Homes and Seniors Services Housekeeping and Laundry Policy Manual. Moved by Councillor Mennill Seconded by Councillor Jones THAT Council approve the County of Elgin Homes and Seniors Services Housekeeping and Laundry (Section 1-7) Policy Manual review and revisions for 2018; and, THAT the report titled "Homes — Housekeeping and Laundry (Section 1-7) Policy Manual Review and Revisions" dated July 4, 2018 be received and filed. - Carried. Homes — Maintenance Policy Manual Review and Revisions — Director of Homes and Seniors Services The director presented the report recommending that Council approve annual revisions to the County of Elgin Homes and Seniors Services Maintenance Policy Manual. Moved by Councillor Martyn Seconded by Councillor McWilliam THAT Council approve the County of Elgin Homes and Seniors Services Maintenance Policy Manual review and revisions for 2018; and, County Council July 24, 2018 THAT the report titled "Homes — Maintenance Policy Manual Review and Revisions" dated July 4, 2018 be received and filed. - Carried. Elgin County Official Plan Five (5) Year Review — Natural Heritage Study — Manager of Planning The manager presented the report providing County Council with information about the Elgin Natural Heritage System Study (ENHSS) that is required as part of the County's Official Plan 5 Year Review in accordance with Section 26 of the Planning Act. Moved by Councillor Jones Seconded by Councillor Marlyn THAT the report titled "Elgin County Official Plan Five (5) year Review — Natural Heritage System Study", from the Manager of Planning, dated July 12, 2018 be received and filed. - Carried. Duff Line/Third Line Rehabilitation Strategy Change — Director of Engineering Services The director presented the report recommending that Council defer the work originally proposed for Third Line and the funds made available used to complete the rehabilitation of Duff Line from Dunborough Road easterly to Currie Road. Moved by Councillor McWilliam Seconded by Councillor Mennill THAT the report titled "Duff Line/Third Line Rehabilitation Strategy Change" from the Director of Engineering Services, dated July 18, 2018, be received and filed; and, THAT the rehabilitation work on Duff Line be extended to include double surface treatment from Dunborough Road easterly to Currie Road for a total length of 7 km; and, THAT the proposed rehabilitation work on Third Line be deferred from the 2018 Capital Program; and, THAT, at the request of Southwold Township, further investigation be undertaken to determine a more appropriate strategy for Third Line from Lawrence Road easterly to Union Road. - Carried. Commercial Signs within County Road Allowances — Director of Engineering Services The director presented the report raising the issue of unauthorized commercial signs within County Road Allowances and seeking Council's direction for preparation of a policy for prohibition and removal of such signs. Moved by Councillor Jones Seconded by Councillor Martyn THAT the report titled "Commercial Signs within County Road Allowances", from the Director of Engineering Services and the County Solicitor, dated July 17, 2018, be received and filed; and, THAT staff be directed to develop a policy for prohibition and removal of commercial signs from County Road Allowances and report back to Council. - Carried. Port Bruce Temporary Bridge Update — Director of Engineering Services The director presented the report updating Council on the installation of a temporary bridge in Port Bruce. Moved by Councillor Jenkins County Council 6 Seconded by Councillor Mennill July 24, 2018 THAT the report titled "Port Bruce Temporary Bridge Update", from the Director of Engineering Services, dated July 17, 2018, be received and filed. - Carried. EMS Medavie Update to Deployment Plan — Director of Engineering Services The General Manager/Chief of Medavie EMS Elgin Ontario presented the report informing Council of an update to the Medavie EMS Elgin Deployment Plan in order to provide efficiency in the movement of vehicles across the County. Moved by Councillor Jones Seconded by Councillor McWilliam THAT County Council consent to the proposed deployment plan outlined in the report from the Director of Engineering Services and the General Manager/Chief of Medavie EMS Elgin Ontario on the condition that this revised deployment strategy will not increase County expenditures; and, THAT County Council reserves the right to review the outcome of the revised deployment strategy in 3 months to determine the impact upon service for Elgin County residents. - Carried. Terrace Lodge Redevelopment Update — Chief Administrative Officer The Chief Administrative Officer presented the report providing Council with an update on the recent Request for Proposal (RFP) issued by the County for a Design and Operational Review for Terrace Lodge. Moved by Councillor Mennill Seconded by Councillor Jenkins THAT the report titled "Terrace Lodge Redevelopment Update", from the Chief Administrative Officer and Purchasing Coordinator, dated July 17, 2018, be received and filed. - Carried. Illegal Dumping in Elgin County — Chief Administrative Officer The Chief Administrative Officer presented the report providing Council with a background on illegal dumping in Elgin County and recommending that Council authorize staff to contact partner municipalities in regard to illegal dumping along County road allowances and report back to County Council at a future date with more information. Moved by Councillor Martyn Seconded by Councillor Wiehle THAT the Chief Administrative Officer be directed to contact partner municipalities in regard to illegal dumping along County road allowances and report back to County Council at a future date with a summary report and recommendations. - Carried. CORRESPONDENCE Items for Consideration Melissa Schneider, President, Elgin County Federation of Agriculture urging County Council to implement a farm tax ratio of 0.23 for the 2019 tax year which would slow the farm tax increase to a more manageable and equitable pace and reduce the tax burden on local farmers. County Council 7 July 24, 2018 2. Donna and Norm Vick expressing their concerns with the speed signage on Centennial Avenue in the Municipality of Central Elgin. 3. Cameron McWilliam, Mayor, Municipality of Dutton Dunwich expressing their council's disappointment in the decision to build a new court facility and recommends that long-term lease negotiations with the Ministry of the Attorney General be revisited. In regard to Correspondence Item #1 Council recommended that: In accordance with the above report titled "Farm Tax Ratio", the 2019 tax ratios be considered and set by the newly elected Council as part of the 2019 budget deliberations. The following recommendation was adopted in regard to Correspondence Item #2: Moved by Councillor Martyn Seconded by Councillor Mennill THAT staff be directed to evaluate speed signage on Centennial Avenue in the Municipality of Central Elgin in conjunction with the Ministry of Transportation and the Municipality of Central Elgin; and, THAT a letter be sent to Donna and Norm Vick to notify them of this decision. - Carried. The following recommendation was adopted in regard to Correspondence Item #3: Moved by Councillor Jones Seconded by Councillor Wiehle THAT correspondence from the Municipality of Dutton Dunwich be received and filed. - Carried. Items for Information (Consent Agenda) 1. Certificate of Congratulations to Elgin County from Jeff Yurek, MPP Elgin -Middlesex -London on the occasion of the Grand Opening of the Elgin County Heritage Centre. 2. Tom Jeffery, FCHS Foundation Chair, with Media Release titled "FCHS Foundation hosts Building Ties event with area counties". 3. Allan Jones, Chairman, National Wall of Remembrance Association (NWORA) with invitation to visit their website www.worassociation.ca for information on their plan to build a memorial in Kingston Ontario to recognize every Canadian who fell in every conflict of record. 4. Connie Mallory, Chief Inspector, Ontario SPCA seeking Council's support in the form of a by- law for their "2018 No Hot Pets Campaign". 5. James Collard, Secretary -Treasurer, Community School Alliance inviting nominations to the Executive Committee of the Alliance. Deadline August 10, 2018. 6. The College of Physicians and Surgeons (CPSO) inviting nominations for the College of Physicians and Surgeons of Ontario Council Award. Deadline October 1, 2018. 7. Hon. Steve Clark, Minister of Municipal Affairs and Housing announcing that his ministry will consult with AMO and the municipal sector on areas of mutual interest and welcomes municipal input. Moved by Councillor Jenkins Seconded by Councillor Wiehle THAT Correspondence Items #1- 7 be received and filed. - Carried. County Council OTHER BUSINESS Statements/Inquiries by Members July 24, 2018 Councillor McWilliam announced that the new provincial government had cancelled the Strong Breeze Wind Project in Dutton Dunwich. This is good news as the municipality had declared itself an unwilling host. This project was extremely divisive in the community and Councillor McWilliam hopes to work towards healing the rift in the community that this project caused. Councillor Jones announced that a solar project in Southwold had also been cancelled and this project had been divisive as well. Warden Marr announced that a small project was cancelled in Central Elgin as well. Central Elgin looks forward to continuing dialogue with MPP Jeff Yurek regarding Elgin's position on a host of topics including green energy. Notice of Motion — None. Matters of Urgency — None. PRESENTATION International Plowing Match Legacy Scholarship — 2018 Winners Warden Marr and 2010 IPM Chairman Duncan McPhail presented Ms. Abbey Taylor of the Municipality of Central Elgin and Ms. Alex Oswell of the Town of Aylmer with the International Plowing Match Legacy Scholarships for 2018. Linda Oswell, Mother of Alex, was in attendance on behalf of her daughter who was in British Columbia on a school placement. The Warden congratulated both recipients for their accomplishments and wished them well in their future agricultural endeavours. Closed Meetinq 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; Additional Verbal In -Camera Addendum Item (see page 1) (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 — Contract Negotiations. In -Camera Addendum Item #1 (c) a proposed or pending acquisition or disposition of land by the municipality or local board; (h) information explicitly supplied in confidence to the municipality or local board by Canada, a province or territory or a Crown agency of any of them — Property Matters. In -Camera Addendum Item #2 (a) the security of the property of the municipality or local board; (c) a proposed or pending acquisition or disposition of land by 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 — Central Elgin Fire. In -Camera Item #1 (b) personal matters about an identifiable individual, including municipal or local board employees — Organizational Developments. In -Camera Item #2 (e) litigation or potential litigation, including matters before administrative tribunals, affecting County Council 9 July 24, 2018 the municipality or local board; (f) advice that is subject to solicitor -client privilege, including communications necessary for that purpose; (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. In -Camera Item #3 (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board; (f) advice that is subject to solicitor -client privilege, including communications necessary for that purpose; (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 — Status Report Enforcement of Reforestation. In -Camera Item #4 (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board; (f) advice that is subject to solicitor -client privilege, including communications necessary for that purpose; (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. In -Camera Item #5 (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board; (f) advice that is subject to solicitor -client privilege, including communications necessary for that purpose. Moved by Councillor Martyn Seconded by Councillor Jenkins THAT we do now rise and report. - Carried. - Carried. Additional Verbal In -Camera Addendum Item (see page 1) Moved by Councillor Mennill Seconded by Councillor Wiehle THAT staff proceed as directed. - Carried. In -Camera Addendum Item #1 Councillor Jones left the Council Chambers at 12:18 p.m. during the discussion of the following agenda item. He returned after discussions had concluded. Moved by Councillor Jenkins Seconded by Councillor Mennill THAT staff proceed as directed. - Carried. In -Camera Addendum Item #2 Warden Marr and Councillor Martyn left the Chambers at 12:35 p.m. Deputy Warden Jones Chaired the meeting in the Warden's absence. The Warden and Councillor Martyn returned after the discussion regarding Central Elgin Fire had concluded. Moved by Councillor Jones Seconded by Councillor Wiehle THAT the verbal report from the Chief Administrative Officer be received and filed. - Carried. County Council 10 July 24, 2018 In -Camera Item #1 Moved by Councillor Jenkins Seconded by Councillor Martyn THAT staff proceed as directed. - Carried. In -Camera Item #2 Moved by Councillor Mennill Seconded by Councillor Ens THAT the correspondence be received and filed. - Carried. In -Camera Item #3 Moved by Councillor Jones Seconded by Councillor Mennill THAT the verbal report from the County Solicitor be received and filed. - Carried. Councillor Currie left the meeting. In -Camera Item #4 Moved by Councillor Mennill Seconded by Councillor Jenkins THAT County Council provide authorization to proceed with the construction of a temporary boat launch for use by North Erie Marina at the cost of $75,000; and, THAT the report from the County Solicitor be received and filed. - Carried. In -Camera Item #5 Moved by Councillor Jones Seconded by Councillor Wiehle THAT correspondence provided by the Chief Administrative Officer be received and filed. - Carried. REPORTS (continued) Restriction of Right of Public Passage and Access — Lewis Street (South of Rush Creek Line) Malahide Township (Port Bruce) — County Solicitor The solicitor presented the report recommending that Council enact a by-law temporarily removing and suspending public access to and passage over a portion of the unopened Lewis Street road allowance, to facilitate construction of a temporary boat launch to be leased to North Erie Marina as a mitigation measure against negative consequences of installation of the temporary bridge spanning Catfish Creek. Moved by Councillor Mennill Seconded by Councillor Martyn THAT the report titled "Restriction of Right of Public Passage and Access — Lewis Street (South of Rush Creek Line), Malahide Township (Port Bruce)" from the County Solicitor, dated July 19, 2018, be received and filed; and, County Council 11 July 24, 2018 THAT County Council enact the proposed by-law attached as Schedule "A" hereto. - Carried. Closed Meeting Item — Councillor Jenkins requested information about a confidential matter of potential litigation affecting the municipality. Moved by Councillor Jenkins Seconded by Councillor Mennill 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. - Carried. Moved by Councillor Jenkins Seconded by Councillor Ens THAT we do now rise and report - Carried. Moved by Councillor Ens Seconded by Councillor Jenkins THAT the verbal report from the Chief Administrative Officer be received and filed. - Carried. Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor Wiehle Seconded by Councillor Jones THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. AWKIEW Moved by Councillor Mennill Seconded by Councillor Jones THAT By -Law No. 18-25 "Being a By -Law to Appoint Alternate Persons to Carry Out the Duties of the Secretary -Treasurer of the Elgin County Land Division Committee when the Secretary - Treasurer is Unable, for Any Reason, to Carry Out His or Her Duties" be read a first, second and third time and finally passed. - Carried. Moved by Councillor Mennill Seconded by Councillor Jenkins THAT By -Law No. 18-26 "Being a By -Law to Remove and Prohibit the Right of Passage Over a Portion of the Lewis Street Road Allowance (South of the Travelled Portion of Rush Creek Line) in the Township of Malahide in The County of Elgin as Amended Pursuant to the Corresponding Report" be read a first, second and third time and finally passed. - Carried. County Council 12 Moved by Councillor Marlyn Seconded by Councillor Ens July 24, 2018 THAT By -Law No. 18-27 "Being a By -Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the July 24, 2018 Meeting" be read a first, second and third time and finally passed. - Carried. ADJOURNMENT Moved by Councillor McWilliam Seconded by Councillor Jones THAT we do now adjourn at 1:23 p.m. to meet again on August 14, 2018 (tentative) at the County Administration Building Council Chambers at 9:00 a.m. &nco Julie G nyou, Chief Administrative Officer. - Carried. David Marr, Warden. Moved by Councillor Ens Seconded by Councillor Jones MOTION: THAT Council's remuneration be changed to account for the elimination of the 1/3 tax exemption by the Federal Government, effective December 1, 2018, to fully taxable and grossed up total remunerations of: Warden - $69,918 and Council - $25,607. RECORDED VOTE July 24, 2018 CARRIED / DEFEATED TOTAL NUMBER OF VOTES = 9 YEAS NAYS ABSENT WEST ELGIN BERNIE WIEHLE X DUTTON DUNWICH CAMERON McWILLIAM X CENTRAL ELGIN SALLY MARTYN X SOUTHWOLD GRANT JONES X AYLMER GREG CURRIE X MALAHIDE DAVE MENNILL X JIM JENKINS X BAYHAM PAUL ENS X CENTRAL ELGIN WARDEN DAVID MARR X TOTAL 8 1 0 CARRIED / DEFEATED TOTAL NUMBER OF VOTES = 9