19 - November 27, 2018 County Council Minutes COUNTY COUNCIL MINUTES
Tuesday, November 27, 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 Mennill
Seconded by Councillor Jenkins
THAT the minutes of the meeting held on October 16, 2018 be adopted.
- Carried.
DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF
— None.
PRESENTATIONS
Paramedic Services Exemplary Service Awards
Pauline Meunier (General Manager/Chief of Medavie EMS Elgin Ontario) spoke to council about
the gala which is held each year to recognize many awards such as Paramedic acts of bravery,
leadership, as well as the Governor General's award for Exemplary Service. Paramedics Snell,
Fehr and Roberts (now retired) were awarded this most prestigious honour at the Ontario
Association of Paramedic Chiefs Gala that was held in London on September 20th 2018. Chief
Meunier was presented with three certificates from the County to recognize the accomplishments
of the recipients.
Moved by Councillor Ens
Seconded by Councillor Marlyn
THAT the report titled "Paramedic Services — Exemplary Service Awards" from the General
Manager of Medavie EMS Elgin Ontario, dated November 27, 2018, be received and filed.
- Carried.
DELEGATIONS
Elgin County & ERBC 2018 Year-in-Review
Kevin Jackson (General Manager, ERBC) presented a year-in-review for Council regarding the
partnership between the ERBC and the County. He highlighted many of the years activities,
such as numbers of businesses assisted, new loans advanced, total active loans, and presented
some pictures and context for different business that the ERBC and County have impacted
across the short, medium, and long term.
Moved by Councillor Mennill
Seconded by Councillor McWilliam
THAT the PowerPoint titled "EBRC & County of Elgin —A Perfect Partnership" from the General
Manager of the Elgin Business Resource Centre be received and filed.
- Carried.
Taking Back the Schools — Envisioning School Board Reform in Elgin County
Heather Derks (Sparta PAR Committee Chair) presented on the topic of school board reform in
Elgin County. The purpose of the delegation was to seek County Council's support to investigate
the possibility of an Elgin County or Regional Board of Education to protect local interest. In
going over the history of the school board, she discussed how the system ran prior to
County Council 2 November 27, 2018
amalgamation and afterwards. The presenter believes that amalgamation has not allowed for the
proper autonomy that is needed to separate the urban and rural differences. The presenter
suggested an Education Advisory Committee be formed to help offset potential cost associated
with any potential changes.
Moved by Councillor Mennill
Seconded by Councillor Ens
THAT the PowerPoint titled "Taking Back the Schools — Envisioning School Board Reform in
Elgin County" from the Chair of the Sparta PAR Committee, be received and filed; and;
THAT County Council investigate the possibility of an Elgin County or Regional Board of
Education to protect local interest.
- Carried.
Insurance Review Report
Joy Jackson (Cunnart Associates) presented the Insurance Review Report of Elgin for Council.
This report was commissioned to examine the proposals received in response to the County of
Elgin's RFP 2018-26 General Insurance and Risk Management Services Program. Specifically,
the work is to evaluate the risk management services offered by each proponent and the
accompanying risk financing options provided through insurance coverage.
Moved by Councillor Mennill
Seconded by Councillor Martyn
THAT the report titled "Insurance Review Report to Elgin" from Cunnart Associates be received
and filed.
- Carried.
Council recessed at 10:01 a.m. and reconvened at 10:11 a.m.
THAT we do now move into Committee of the Whole Council.
Moved by Councillor Jenkins
Seconded by Councillor Jones
- Carried.
REPORTS
General Insurance and Risk Management Services Program — Purchasing Coordinator
This report provided details on the Request for Proposal (RFP) for General Insurance and Risk
Management Services. The existing five year contract is expiring and a new five year contract is
required. Four (4) firms provided a proposal. Before close of the RFP, Cunnart Associates was
hired as an independent consultant to review the proposals. The evaluation process has
identified Jardine Lloyd Thompson Canada (JLT) as the highest scoring firm. The total premium
proposed for 2019 is $305,611 which represents a 26% savings from the 2018 premium cost of
$385,229. JLT Canada has also offered a three year rate guarantee for the General Liability
policy which represents about 50% of the premium cost. During this Lame Duck Period, the CAO
will be delegated authority to consent pursuant to By-law 18-23.
Moved by Councillor Wiehle
Seconded by Councillor Jones
THAT the report titled "General Insurance and Risk Management Services Program", from the
Purchasing Coordinator, dated November 14, 2018 be received and filed.
- Carried.
County Council 3 November 27, 2018
External Audit Services - Director of Financial Services
This report provides details on the Request for Proposal (RFP) for External Audit Services. The
existing five year contract has expired and a new five year contract is required for the 2018
annual audit beginning at the end of this year. Four (4) firms submitted a proposal. Based on an
evaluation from the Director of Finance and three (3) financial analysts, Graham Scott Ens was
determined to receive the highest score. The pricing for the five year term is $143,500. During
this Lame Duck Period, the CAO will be delegated authority to consent pursuant to By-law 18-23.
Moved by Councillor Jenkins
Seconded by Councillor Mennill
THAT the report titled "External Audit Services", from the Director of Financial Services, dated
October 31, 2018 be received and filed.
- Carried.
Quarterly Information Report - Contract Awards (July 1, 2018 to September 30, 2018) —
Purchasinq Coordinator
The Purchasing Coordinator presented the report that details relevant to the exercise of
delegated authority for all contracts awarded in the excess of$15,000 from the period of July 1,
2018 to September 30, 2018.
Moved by Councillor Jones
Seconded by Councillor Ens
THAT the report titled "Quarterly Information Report- Contract Awards, July 1, 2018 to
September 30, 2018", from the Purchasing Coordinator, dated November 5, 2018 be received
and file.
- Carried.
Award of Tender—Winter Maintenance Services — Purchasing Coordinator
A tender was advertised and issued as per the County's Procurement Policy for Winter
Maintenance Services for Bobier Villa, Dutton EMS (Part A); Elgin Manor and Final Line Waste
Water Treatment Plant (Part B); Terrace Lodge and Aylmer EMS Station (Part C); Administration
Building (Part D); and, Heritage Centre (Part E). Three companies submitted their proposals.
Elgin Clean Cut Lawn Care provided the lowest compliant bid with an estimated price of$142,
310 for a two-year term. During this Lame Duck Period, the CAO will be delegated authority to
consent pursuant to By-law 18-23.
Moved by Councillor Martyn
Seconded by Councillor McWilliam
THAT the report titled "Award of Tender—Winter Maintenance Services", from the Purchasing
Coordinator, dated November 9, 2018 be received and filed.
- Carried.
Proposed Draft Plan of Subdivision Seaglass in Port Stanley, Wastell Developments Inc. —
Manager of Planning
The report provided County Council with information required in order to consider granting draft
plan approval to the above noted plan of subdivision. The manager's report highlighted that
application meets planning standards in accordance with the Planning Act, and that a statutory
public meeting was held on June 18, 2018 to address concern. Affordable housing was also
discussed. The manager was satisfied with conditions of the plan of subdivision.
Moved by Councillor Wiehle
Seconded by Councillor Jones
County Council 4 November 27, 2018
THAT the Council of the Corporation of the County of Elgin grants draft plan approval to
Seaglass in Port Stanley Draft Plan of Subdivision (Wastell Homes) in the Municipality of Central
Elgin (Port Stanley) File No. 34T-CE1801; and;
THAT staff be directed to provide notice of this decision subject to the conditions for final
approval in with the Planning Act.
Councillor Martyn requested a recorded vote. These were recorded as follows:
YEAS NAYS ABSTAINED
Wiehle
McWilliam
Martyn
Jones
Currie
Mennill
Jenkins
Ens
Marr
TOTAL: 7 1 1
As a result of the Recorded Vote the motion was Carried.
- Carried.
Land Division Committee Appointments —Manager of Planning
The CAO presented a report that highlighted many different directions that the Land Division
Committee could go. With expected turnover to be high, it is of the opinion of the CAO and
Manager of Planning to revoke the sunset clause on a one-time basis and allow for an additional
term to be served by those who have previously served two consecutive terms. It was also
suggested by the Warden and a Councillor that the Committee be temporarily suspended until a
full review and recommendations can be completed by County Council.
Moved by Councillor Mennill
Seconded by Councillor Ens
THAT the report titled "Land Division Committee Appointments"from the Chief Administrative
Officer and Manager of Planning, dated November 7, 2018, be received and filed; and;
THAT the Chief Administrative Officer and Manager of Planning provide supplementary reports to
the next term of Council in regard to the ongoing review of Land Division in Elgin County; and;
THAT County Council proceed with local appointments to the Land Division Committee as
requested by County CAO on October 2, 2018 and continue with the ongoing review of the Land
Division Committee, land division process and fees and report the results to the next term of
County Council; and;
THAT County Council permit the three (3) members who have served two consecutive terms to
reapply to the committee, forgoing the sunset clause in Council's Procedural By-law 18-38
(Section 37).
- Carried.
Ride Elgin Bike Share Program: Dropbike— Director of Economic Development
The director presented the report to update Council on the latest advancements in the Ride Elgin
Bike Share Program. After receiving three (3) proposal ranging between $34,000 and $80,800
per year, staff identified Dropbike, Canada's largest smart bike-share-system, as the preferred
vendor based on price ($36,500 per year), and the prominent features that they offer
(smartphone unlocking system, hub locations, etc.). The two year contract would cost the County
and partner municipality, Central Egin, $5,750 each for year one. The cost estimate is based on
Southwestern Public Health and Southwest Ontario Tourism Corporation donating $10,000 and
County Council 5 November 27, 2018
$15,000 respectively for year one. With no outside funding secured for year two, the County and
Central Elgin would share cost at $18,250 each. The next step is to present the preferred vendor
to Central Elgin's Council on December 10, 2018.
Moved by Councillor Martyn
Seconded by Councillor Mennill
THAT the County Warden and Chief Administrative Officer be directed to sign a contract with
Dropbike for bike sharing services as described in the November 16, 2018, report conditional on
the Municipality of Central Elgin agreeing to the services provided by Dropbike.
- Carried.
2018 Library Branch Facility Improvements— Director of Community and Cultural Services
The director's report focused on renovations and improvements that have been completed in
2018 at Fred Bodsworth Public Library of Port Burwell, Aylmer Library, Southwold Township
Library, Shedden and John Kenneth Galbraith Reference Library, and Dutton during the past
year. This report provides an overview of these projects for Council's information.
Moved by Councillor Jones
Seconded by Councillor Ens
THAT the report titled "2018 Library Branch Facility Improvements" from the Director of
Community and Cultural Services, dated October 15, 2018, be received and filed.
- Carried.
Library Guidelines Performance—Director of Community and Cultural Services
The director presented the report as an update to council on the ARUPLO Guidelines. With the
exception of facilities, all other areas follow the guidelines. Staff will continue to follow guidelines
and advocate for benchmarking data to ensure that performance can be assessed against other
systems.
Moved by Councillor Wiehle
Seconded by Councillor Mennill
THAT the report titled "Library Guidelines Performance" from the Director of Community and
Cultural Services, dated September 27, 2018, be received and filed.
- Carried.
10 Year Capital Plan — Museum and Archives — Director of Community and Cultural
Services
The director provided background information to support inclusion of a 10 year capital plan for
Elgin County Archives and Elgin County Museum in the County's overall 10 year capital plan. It
was recommended that $40,000 be integrated into the County's 10 year capital plan on an
annual basis. This remuneration will allow for needed storage space, upgrades, and repairs to
HVAC system. If approved, the proposed capital plan would be funded by a 0.1% increase in
property taxes.
Moved by Councillor Martyn
Seconded by Councillor Jenkins
THAT the recommendations in the report "10 Year Capital Plan — Museum and Archives" dated
November 19, 2018, be referred to the 2019 capital budget review and 10-year capital plan.
- Carried.
County Council 6 November 27, 2018
Homes — Infection Prevention and Control Policy and Procedure Manual Review and
Revisions — Director of Homes and Seniors Services
As per the Long-Term Care Homes Act, 2007, policies and procedures are to be reviewed
annually. All revisions were minor in nature which dealt with an updated name change for
Southwestern Public Health Unit, an updated name change from CCAC to LHIN, and minor word
changes. The policy manual in its entirety and the noted policy revisions may be reviewed
through the County Website http://www.elgincounty.ca/homes-seniors-services/employee-portal/.
Moved by Councillor Jenkins
Seconded by Councillor Jones
THAT Council approve the County of Elgin Homes and Seniors Services Infection Prevention
and Control Policy Manual review and revisions for 2018; and;
THAT the report titled "Homes—Infection Prevention and Control Policy and Procedure Manual
Review and Revisions" from the Director of Homes and Seniors Services, dated November 16,
2018, be received and filed.
- Carried.
Homes —YWCA Pool Agreement Renewal — Director of Homes and Seniors Services
The current pool rental agreement between the Corporation of the County of Elgin (Terrace
Lodge) and YWCA St. Thomas-Elgin expires December 31, 2018. The County Solicitor and
Purchasing Coordinator reviewed the current agreement, release and waiver, and insurance
documents and provided recommendations for change. Negotiations with YWCA St. Thomas-
Elgin were successful in securing a one (1) year renewal agreement based on simultaneous work
being done to outline options for Terrace Lodge redevelopment/rebuild, and an increase of three
(3) % to the annual fees paid by YWCA for the period of this agreement was successfully
negotiated.
Moved by Councillor Jones
Seconded by Councillor Mennill
THAT Council authorize staff to sign the one (1) year agreement with YWCA St. Thomas-Elgin
for the use of the Terrace Lodge pool; and, the 3 % increase to the annual fees; and;
THAT the report entitled "Homes —YWCA Pool Agreement Renewal" from the Director of Homes
and Seniors Services, dated November 12, 2018, be received and filed.
- Carried.
Homes — Laboratory Service Agreements— Director of Homes and Seniors Services
Long-term care homes (LTCH) contract with licensed labs to ensure the collection and
transportation of specimens for the purposes of diagnostic testing and timely access to resident
specific laboratory results. As a result of staff negotiations with Life Labs, they have proposed a
three-year term contract and no increase in fees.
Moved by Councillor Martyn
Seconded by Councillor McWilliams
THAT Council authorize staff to sign the three (3) year agreement with Life Labs for the provision
of laboratory services to residents of Elgin County Homes (subject to approval by the County
solicitor); and, the EHR practice agreement for Launchpad; and;
THAT the report entitled "Homes — Laboratory Service Agreements" from the Director of Homes
and Seniors Services, dated November 20, 2018, be received and filed.
- Carried.
County Council 7 November 27, 2018
Emergency Management Program Committee Terms of Reference— Chief Administrative
Officer
The CAO presented the report to highlight the updates provided to the County's Emergency
Management Plan. The new Plan has an updated program committee and control group that are
requires by The Emergency Management and Civil Protection Act. By-law 18-37 that was
presented will replace by-law 04-26 to reflect these updates. This committee must be appointed
by Council in an official by-law.
Moved by Councillor Jenkins
Seconded by Councillor Mennill
THAT Elgin County Council approve the Terms of Reference for the Elgin County Emergency
Management Program Committee, as attached; and;
THAT By-Law 04-26 be repealed and any other By-Laws that are inconsistent with the
"Emergency Management Program By-law"; and;
THAT the "Emergency Management Program By-law" as presented be approved and By-law 18-
37 be enacted.
- Carried.
Transportation Funding from Southwestern Public Health —Chief Administrative Officer
The CAO presented the report to inform council that Southwestern Public Health has offered
$25,000 to go towards an Elgin County transportation study which will be entered into if the
Memorandum of Understanding is signed. The County currently is waiting on OMAFRA Rural
Economic Development Program (RED) to make a decision regarding funding for a
transportation study. The County is seeking $50,000 from RED to offset the costs of a County-
wide feasibility study. The application status will not be known until late January/early February.
Should funding not be granted by RED, the $25,000 contributed by Southwestern Public Health
will be used for a similar scale, transportation study as per the Memorandum of Understanding.
Moved by Councillor Jones
Seconded by Councillor Martyn
THAT Elgin County Council authorize the CAO to enter into a Memorandum of Understanding
with Southwestern Public Health to accept $25,000 in funding to be used towards an Elgin
County transportation study, following a review of the Memorandum of Understanding by the
County Solicitor.
- Carried.
Final Draft of Elgin County Council Procedural By-Law— Chief Administrative Officer
The CAO presented the report which highlighted changes to the County's Procedural By-law.
The two main areas of focus were electronic participation and closed meetings. A new provision
in Bill 68 allows Members to participate electronically in a meeting that is open to the public. This
new provision does not allow Members who participate electronically to be counted towards
quorum and electronic participation is not allowed during closed meetings.
Moved by Councillor Mennill
Seconded by Councillor Ens
THAT the report titled "Final Draft of Elgin County Council's Procedural By-Law" from the Chief
Administrative Officer, dated November 21, 2018, be received and filed; and;
THAT the CAO/Clerk be directed to contact the Ministry of Municipal Affairs to bring to their
attention the lack of clarity associated with the provision in regard to Electronic Participation
introduced by Bill 68; and;
County Council 8 November 27, 2018
THAT By-law 11-06 be repealed and any other By-laws that are inconsistent with the "Elgin
County Council Procedural by-Law"; and;
THAT the "Elgin County Council Procedural By-Law" as presented be approved and By-law 18-
38 be enacted.
- Carried.
Additional Long Term Care Beds Follow Up Report—Chief Administrative Officer
The CAO presented the report which requested that Council advocate for a change in LTC beds
assignments and the need for better funding from the Ministry. The regional model for LTC bed
assignments means that Elgin County's investment, which is disproportionately larger than our
neighbouring municipalities, will be supporting residents outside of our County. Changes to the
provincial funding model are needed before additional beds are added to Elgin's current
complement.
Moved by Councillor Ens
Seconded by Councillor Jones
THAT the report titled "Additional Long Term Care Home Beds Follow Up Report" from the Chief
Administrative Officer, Director of Homes and Seniors Services and Director of Financial Services,
dated November 7, 2018, be received and filed; and;
THAT County Council direct the Chief Administrative Officer, Director of Homes and Seniors
Services and Director of Financial Services to share this report with the next term of County
Council and request their commitment to advocating for a change to the manner in which LTC
beds are assigned by way of governance and producing cost neutral funding in Elgin County.
- Carried.
Proposed Amendment to the Woodlands Conservation By-Law 05-03—Chief
Administrative Officer
The CAO presented the report pursuant to Section 135 of the Municipal Act, 2001, County
Council enacted By-law No. 05-03 (Woodlands Conservation By-Law) to prohibit or regulate the
harvest, destruction, or injury of trees in the County of Elgin. The Municipality of Central Elgin
has requested an amendment to its Woodland Conservation By-law to regulate the harvest,
destruction or injury of trees upon specified slopes within its territorial limits. Extensive work has
been undertaken on the part of the Municipality of Central Elgin regarding revisions to the
Woodlands Conservation By-law.
Moved by Councillor Martyn
Seconded by Councillor Jones
THAT By-Law No. 18-39 "Being a By-law to amend By-Law 05-03 (Woodlands Conservation By-
Law)" be approved and enacted.
- Carried.
DELEGATIONS CONTINUED...
Elgin County Land Division Activities for 2018
Lorne McLeod (Chairman, Elgin County Land Division Committee), presented the County's Land
Division Activities for 2018.
County Council 9 November 27, 2018
Moved by Jenkins
Seconded by Jones
THAT the report titled "Elgin County Land Division Activities for 2018" from the Chairman of the
Land Division Committee, dated November 15, 2018 be received and filed.
- Carried.
CORRESPONDENCE
Items for Information (Consent Agenda)
1. Dillon Consulting MTO Notice of Completion Transportation Environmental Study
Report Addendum Highway 401 & Highway 4 Interchange Improvements and Highway
4 & Glanworth Drive Underpass Replacements.
2. Paul Jenkins, Executive Director, STEGH Foundation with a request to come as a
delegation to Council in 2019 to provide foundation updates.
The following recommendation was adopted in regard to Correspondence Item #1:
Moved by Councillor Jones
Seconded by Councillor Ens
THAT the County Solicitor and County Engineer provide further review and provide comments to
MTO if warranted.
- Carried.
The following recommendation was adopted in regard to Correspondence Item #2:
Moved by Councillor Jones
Seconded by Councillor Ens
THAT the request from the Executive Director, STEGH Foundation, be received and filed.
- Carried.
Items for Information (Consent Agenda)
1. Dave Phillips, Town Crier 2018 Report to Elgin County Council
2. AMO, Federal Gas tax Fund 2017 Annual Report
3. Township of Southwold, 2018 Recognition of Shedden Library Committee
4. TVDSB, School and Child Care Projects Delayed in Government Review Process
Moved by Councillor Jones
Seconded by Councillor Marlyn
THAT Correspondence Items #1 —4 be received and filed.
- Carried.
OTHER BUSINESS
Statements/Inquiries by Members
Councillor Mennill lets it be known that he will be running for Warden at this election and will be
seeking the support of the returning Councillors.
The Warden thanked everyone for the Warden's Dinner and for serving on Council over the past
4 years.
County Council 10 November 27, 2018
Councillors McWilliam, Currie, Jenkins, Wiehle and Ens provided comments on the previous
term.
Notice of Motion — None.
Matters of Urgency— None.
Closed Meeting Items
Moved by Councillor Mennill
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;
In-Camera Item #1
(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 #2
(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 — Notification of
Breach of Contract/Road Allowance Agreement.
- Carried.
Moved by Councillor Jones
Seconded by Councillor Mennill
THAT we do now rise and report.
- Carried.
In-Camera Item #1
Moved by Councillor Marlyn
Seconded by Councillor Jenkins
THAT staff proceed as directed.
- Carried.
In-Camera Item #2
Moved by Jones
Seconded by Wiehle
THAT staff proceed as directed.
- 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 11 November 27, 2018
BY-LAWS
Moved by Councillor Mennill
Seconded by Councillor Martyn
THAT By-Law No. 18-37 "A By-Law to Repeal By- Law No. 04-26 and to Adopt an Emergency
Management Program tor The County Of Elgin" be read a first, second and third time and finally
passed.
- Carried.
Moved by Councillor Jones
Seconded by Councillor Jenkins
THAT By-Law No.18-38 "To Regulate the Proceedings in the Municipal Council of The
Corporation of The County Of Elgin and Committees Thereof, and to Repeal By-Law No. 11-06"
be read a first, second and third time and finally passed.
- Carried.
Moved by Councillor Jones
Seconded by Councillor Martyn
THAT By-Law No.18-39 "Being a By-Law to Amend By-Law 05-03 (Woodlands Conservation By-
Law)" be read a first, second and third time and finally passed.
- Carried.
Moved by Councillor McWilliam
Seconded by Councillor Wiehle
THAT By-Law No. 18-40 "Being a By-Law to Confirm Proceedings of the Municipal Council of
the Corporation of the County of Elgin at the November 27, 2018 Meeting" be read a first, second
and third time and finally passed.
- Carried.
ADJOURNMENT
Moved by Councillor McWilliam
Seconded by Councillor Weihle
THAT we do now adjourn at 12:08 p.m. sine die.
- Carried.
Julie Gorfirou, Duncan McPhail,
Chief Administrative Officer Warden