16 - September 11, 2018 County Council MinutesCOUNTY COUNCIL MINUTES
Tuesday, September 11, 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 meeting held on August 14, 2018 be adopted.
- Carried.
DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF —
Councillor Martyn declared a conflict regarding the East Road Traffic Study; however, the
Chief Administrative Officer advised her that no direct pecuniary interest was involved due to
the potential impact on other lower -tier municipalities as well.
DELEGATION
SWIFT Prosect Update and Membership
Geoff Hogan, CEO, SWIFT, with a PowerPoint presentation updating Council on the SWIFT
Project and explaining membership fees associated.
Moved by Councillor Jones
Seconded by Councillor McWilliam
THAT the County of Elgin become a member of SWIFT on behalf of Elgin and Elgin's constituent
municipalities at the cost of $3,400 annually to be reviewed on an annual basis.
- Carried.
Moved by Councillor Martyn
Seconded by Councillor Ens
THAT we do now move into Committee of the Whole Council.
- Carried.
Homes — Personal Support Worker Education Fund for Long -Term Care — Director of
Homes and Seniors Services
The director presented the report informing Council that Bobier Villa and Elgin Manor were
successful in receiving funding from the Personal Support Worker Education Fund for Long -
Term Care (LTC) for the Excellence in Resident -Centred Care (ERCC) training program.
Moved by Councillor Jenkins
Seconded by Councillor Jones
THAT the report titled "Homes — Personal Support Worker Education Fund for Long -Term
Care" from the Director of Homes and Seniors Services, dated September 4, 2018, be received
and filed.
- Carried.
County Council 2 September 11, 2018
Quarterly Information Report — Contract Awards April 1, 2018 — June 30, 2018 —
Purchasing Coordinator
The coordinator presented the report summarizing contracts awarded that exceeded $15,000
between April 1, 2018 and June 30, 2018.
Moved by Councillor Mennill
Seconded by Councillor Jones
THAT the report titled "Quarterly Information Report - Contract Awards, April 1, 2018 to
June 30, 2018" from the Purchasing Coordinator, dated August 10, 2018, be received and filed.
- Carried.
Terrace Lodge Redevelopment Update — Purchasing Coordinator
The coordinator presented the report recommending that Council award the contract for the
Terrace Lodge Design and Operational Review to the Ventin Group. The draft report is expected
to be presented to Council at the December 13, 2018 meeting.
Moved by Councillor Mennill
Seconded by Councillor Jenkins
THAT the Terrace Lodge Design and Operational Review be awarded to Ventin Group for
$83,000 plus Disbursements and H.S.T.
- Carried.
July 2018 Budget Performance — Director of Financial Services
The director presented the budget comparison for the County with favourable performance of
$115,000 for the month of July.
Moved by Councillor Wiehle
Seconded by Councillor Martyn
THAT the report titled "July 2018 Budget Performance" from the Director of Financial Services,
dated August 23, 2018, be received and filed.
- Carried.
Contract Award — Miscellaneous Bridge and Culvert Repairs Contract No. 6290-18-04 —
Deputy Director of Engineering Services
The deputy director presented the report recommending that Council award the contract for
Miscellaneous Bridge and Culvert Repairs to Gary D. Robinson Contracting.
Moved by Councillor Mennill
Seconded by Councillor Jones
THAT Gary D. Robinson Contracting be selected for the Miscellaneous Bridge and Culvert
Repairs Tender, Contract No. 6290-18-04 at a total price of $305,810.00, exclusive of H.S.T.;
and,
THAT the Warden and Chief Administrative Officer be authorized to sign the contract.
- Carried.
Approval for Official Plan Amendment No. 4, Part of Lots 17, 18 & 19 Concession SNBTR,
Shedden, Township of Southwold, File No. SO-OPA4-18 — 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 in the Township of
Southwold.
County Council 3 September 11, 2018
Moved by Councillor Jones
Seconded by Councillor Martyn
THAT the Council of the Corporation of the County of Elgin modifies and approves Official Plan
Amendment No.4 to the Township of Southwold Official Plan, File No. SO-OPA4-18; and,
THAT staff be directed to provide notice of this decision in accordance with the Planning Act.
- Carried.
Council recessed at 10:07 a.m. and reconvened at 10:19 a.m.
Land Severances — Unsolicited Conveyance of Lands — Manager of Planning
The manager presented the report recommending that Council make it the County's policy to
accept only solicited lands to accommodate Land Division Consent applications and not those
that are unsolicited.
Moved by Councillor Jones
Seconded by Councillor Mennill
THAT it shall be the policy of the County of Elgin to not accept unsolicited lands to accommodate
Land Division Consent applications that have otherwise not been previously requested or
- required by the County, and,
THAT County Council provide formal direction to allow for this information to be shared with Land
Division.
- Carried.
Council directed staff to prepare a letter to the Province of Ontario expressing concerns with
certain aspects of the Planning Act which govern Land Severances.
Port Bruce Temporary Bridge Project Overview New Imperial Road Bridge and Jamestown
Bridge Updates — Director of Engineering Services
The director presented the report updating Council on the installation of the temporary bridge in
Port Bruce, the progress to replace the original Imperial Road Bridge and repairs completed on
the Jamestown Bridge.
Moved by Councillor Mennill
Seconded by Councillor Jenkins
THAT the report titled "Port Bruce Temporary Bridge Project Overview; New Imperial Road
Bridge and Jamestown Bridge Updates" from the Director of Engineering Services, dated
September 4, 2018, be received and filed; and,
THAT County Council approve the use of a Request for Proposal process to acquire the services
of an engineering consultant firm to replace the collapsed Imperial Road Bridge.
- Carried.
Traffic on Imperial Road, North of Aylmer — Director of Engineering Services
The director presented the report informing Council that the Township of Malahide has written
to Elgin County requesting the County review Imperial Road in the vicinity of Moore's Flower &
Garden Centre and Clovermead Adventure Farm after traffic concerns were raised to township
council.
Moved by Councillor McWilliam
Seconded by Councillor Wiehle
THAT the report titled "Traffic on Imperial Road, North of Aylmer" from the Director of
Engineering Services, dated August 31, 2018, be received and filed; and,
County Council 4 September 11, 2018
THAT the Chief Administrative Officer write a letter to the Township of Malahide Chief
Administrative Officer acknowledging the traffic concerns the township has raised; and,
THAT the County of Elgin recommend a traffic study of Imperial Road (Elgin Road 73) be
undertaken jointly by the County of Elgin and the Township of Malahide with costs to be shared
at a percentage to be determined.
- Carried.
Council directed staff to prepare a report allowing for a consistent approach, procedures and
parameters with which the County will consider undertaking shared traffic studies.
East Road — Sunset Road Traffic Study Cost Sharing Proposal with Central Elgin —
Director of Engineering Services
The director presented the report recommending that Council authorize Elgin County and
Central Elgin to jointly lead and fund the cost to complete an overall traffic impact study at the
intersection of East Road and Sunset Road that will review traffic volumes, turning movements
and identify both future intersection locations and intersection improvements.
Moved by Councillor Wiehle
Seconded by Councillor Jones
THAT County Council authorize the expenditure of a joint traffic study of East Road (Elgin Road
23) and Sunset Road (Elgin Road 4), led by the County of Elgin and the Municipality of Central
Elgin, at a percentage to be determined.
- Carried.
Deputy Warden Position Review — Chief Administrative Officer
The Chief Administrative Officer presented the report summarizing the Deputy Warden Pilot
Project and requesting direction from Council regarding making this position permanent.
Moved by Councillor Mennill
Seconded by Councillor McWilliam
THAT staff be directed to amend the Procedural By-law to include a provision whereby the
Deputy Warden will be the most immediate past Warden who is a member of Council as part
of a broader Procedural By-law amendment which will be reviewed by County Council.
- Carried.
Rough Railway Crossings in Elgin County — Chief Administrative Officer
The Chief Administrative Officer presented the report raising the issue of a formal complaint
that was received in regard to rough railway crossings in Elgin County. Although these railway
crossings are not under the jurisdiction of Elgin County, the Chief Administrative Officer is
recommending that the County play a role in advocating for repairs through Transport Canada.
Moved by Councillor McWilliam
Seconded by Councillor Mennill
THAT the Engineering Services staff be directed to evaluate the safety of railway crossings on
County roads in Elgin County against the Grade Crossing Regulations under the Railway Safety
Act and identify which railway crossings do not meet minimum standards and investigate whether
it is the road approach that is the issue or the railway crossing itself; and,
THAT this information be provided to County Council for their information at a future meeting;
and,
THAT County Council invite a representative from Transport Canada to present to Council
about Grade Crossings Regulations and the Railways Safety Act in an effort to clarify roles and
responsibilities; and,
County Council 5 September 11, 2018
THAT Engineering Services staff be directed to follow up with Transport Canada notifying them
of unsafe and rough railway crossings in Elgin County to advocate for immediate repair of these
issues; and,
THAT the Chief Administrative Officer be directed to follow up with the complainant, notifying
them of the direction provided by County Council.
- Carried.
Civil Enforcement of Reforestation Orders — County Solicitor
The solicitor presented the report advising Council of an option for enforcement of Reforestation
Orders made by Provincial Offences Court through civil proceedings and in particular through
contempt proceedings commenced in the Superior Court of Justice.
Moved by Councillor Jones
Seconded by Councillor Wiehle
THAT the report titled "Civil Enforcement of Reforestation Orders" from the County Solicitor
and County Prosecutor/Solicitor, dated September 5, 2018, be received and filed; and,
THAT subject to approval by Council prior to commencement of any specific proceeding, the
County Solicitor including any legal staff, be authorized to pursue civil enforcement of
Reforestation Orders issued by the St. Thomas Provincial Offences Court (or any successor
thereto) for non-compliance with the terms thereof.
- Carried.
CORRESPONDENCE
Items for Consideration
Peter Crockett, P. Eng., Chief Administrative Officer, Oxford County seeking support of
Oxford County's SouthwestLynx proposal for the development of an Integrated High -
Performance Public Transportation Solution for Southwestern Ontario.
2. M. Casavecchia-Somers, Chief Administrative Officer/Clerk, Township of Malahide with
concerns regarding Traffic on Imperial Road, North of Aylmer and response from Julie
Gonyou, Chief Administrative Officer, County of Elgin.
The following recommendation was adopted in regard to Correspondence Item #1:
Moved by Councillor Jones
Seconded by Councillor Martyn
THAT Elgin County Council support Oxford County's SouthwestLynx Proposal for the
development of an Integrated High -Performance Public Transportation Solution for
Southwestern Ontario.
- Carried.
The following recommendation was adopted in regard to Correspondence Item #2:
Moved by Councillor Jenkins
Seconded by Councillor Mennill
THAT correspondence from the Township of Malahide be received and filed.
- Carried.
County Council 6
Items for Information (Consent Agenda)
September 11, 2018
1. Fran Bell, Chair, Tillsonburg & District MSC (Multi -Service Centre) and Val Foerster, Chair,
Stonebridge Community Services announcing appointment of Kathryn Leatherland as
Executive Director and Chief Executive Officer of the MSC and Stonebridge organizations.
2. Fanshawe Foundation Summer 2018 Newsletter and 2017/18 Annual Report.
3. Elgin Residential Hospice Status Report from the Elgin Residential Hospice Planning
Committee June 2018.
Moved by Councillor Mennill
Seconded by Councillor Wiehle
THAT Correspondence Items #1 & 2 be received and filed.
- Carried.
Moved by Councillor Martyn
Seconded by Councillor Jenkins
THAT the County of Elgin support a hospice location in Elgin County and request funding for
this hospice from the Ministry of Health and Long -Term Care.
- Carried.
OTHER BUSINESS
Statements/Inquiries by Members
Councillor McWilliam was appointed an Executive Member on the Community Schools Alliance.
Maintaining schools in rural communities is an important cause to Councillor McWilliam and he
hopes that the new Provincial Government will be open to strategies that preserve these schools.
Farm Tax Rebate Report —Warden Marr
The Warden presented the report recommending that Council advocate to the Provincial
Government to provide a tax rebate to farmers.
Moved by Councillor McWilliam
Seconded by Councillor Jones
THAT a meeting be organized with Minister Yurek in regard to the request that the provincial
government consider funding a farm tax rebate program; and,
THAT the Warden, on behalf of County Council engage in conversations with Elgin Federation
of Agriculture, the Ontario Federation of Agriculture, National Farmers' Association, the Christian
Farmers and ROMA; and,
THAT the Warden and Chief Administrative Officer meet with neighbouring counties to discuss
this initiative; and,
THAT the Warden solicit support from the Western Ontario Warden's Caucus for a provincially
funded farm tax rebate program.
- Carried.
Notice of Motion — None.
Matters of Urgency — None.
Council recessed at 11:44 a.m. reconvened at 11:49 a.m.
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