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20 - December 11 & 13, 2018 County Council Minutes COUNTY COUNCIL MINUTES Tuesday, December 11, 2018 Accessible formats available upon request The Elgin County Council met this day at the Administration Building, 450 Sunset Drive, St. Thomas at 7:00 P.M. with all members present. The Chief Administrative Officer presided as Chair of the meeting. The Chief Administrative Officer welcomed all in attendance to Elgin County Council's Inaugural Meeting/Annual Warden's Election. The Chief Administrative Officer announced that pursuant to County Council's Procedural By-law 18-38, the Deputy Warden position is held by the most immediate past Warden on Council. The 2019 Deputy Warden is Grant Jones. The Chief Administrative Officer called the meeting to order. The Chief Administrative Officer introduced members of Council and all Council Members repeated the Declaration of Office simultaneously and signed the declaration. ELECTION OF WARDEN The Chief Administrative Officer asked that members of Council wishing to run for the Office of Warden to stand. Councillors McPhail and Mennill offered their candidacy for the position of Elgin County Warden for 2019. Each candidate was then given an opportunity to address Council. BALLOTING PROCEDURES Ballots were cast and counted by the Chief Administrative Officer in the presence of Mr. Rob Foster from Graham Scott Enns who had been appointed as a scrutineer. RESULTS The Chief Administrative Officer announced that the Warden of Elgin County for 2019 is Duncan McPhail, Mayor of West Elgin. Moved by Councillor Marks Seconded by Councillor Purcell THAT Councillor McPhail be elected as Warden for 2019. - Carried. Warden McPhail took the Declaration of Office, administered by the Chief Administrative Officer. The Warden left the room, was gowned and re-entered the Council Chambers, where he was officially presented with the Chain of Office, the Lord Elgin Watch, and the Gavel of Office, by Past Warden Dave Marr. Warden McPhail delivered his Inaugural Address to Council, thanked his family and friends for their support, and outlined the items of interest and importance for consideration in 2019. Moved by Councillor Martyn Seconded by Councillor Mennill THAT the ballots used for the election of the 2019 Warden be destroyed. - Carried. OTHER BUSINESS Warden McPhail invited all those in attendance to the Warden's Reception, following recess, to be held in the County Administration Building lower level. County Council 2 December 11 & 13, 2018 Moved by Councillor Purcell Seconded by Councillor Marks THAT we do now recess at 7:33 p.m. until Thursday, December 13, 2018 at 9:00 a.m. - Carried. COUNTY COUNCIL MINUTES Thursday, December 13, 2018 The Elgin County Council met this day at the Administration Building at 9:00 a.m. with all members present. Warden McPhail in the Chair. ADOPTION OF MINUTES Moved by Councillor Jones Seconded by Councillor Mennill THAT the minutes of the meeting held on November 27, 2018 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF — None DELEGATIONS Presentations on Terrace Lodge Redevelopment Study The Chief Administrative Officer and Director of Homes and Senior Services provided information to Council in regard to the Terrace Lodge Redevelopment project chronology, the history of decision making and introduced VG+ Architects (Ventin Group) who are completing a study which compares and contrasts a renovation/addition to the option of a new-build. Moved by Councillor Mennill Seconded by Councilor Marlyn That the joint presentation delivered by Administration and Ventin Group in regard to the Terrace Lodge Redevelopment, dated December 13, 2018, be received and filed; and, THAT the Chief Administrative Officer be directed to send copies of the presentation to Aylmer and Malahide Councils; and, THAT questions and feedback be incorporated into the presentation scheduled for January 8, 2019; and, THAT staff be directed to include today's presentation and reports in the minutes; and, THAT the Chief Administrative Officer be directed to schedule a Terrace Lodge Building Committee meeting as soon as possible. - Carried. County Council recessed at 10:03 a.m. and reconvened at 10:08 a.m. Presentation on Provincial Offences Act (POA) Facilities Ventin Group provided a presentation to Council on the progress being made at the construction site of the new Provincial Offences Act Facilities. County Council 3 December 11 & 13, 2018 Moved by Councillor French Seconded by Councillor Marks That the verbal presentation from Ventin Group regarding the POA facility, dated December 13, 2018, be received and filed. - Carried. ATTACHMENT (presentation) REPORTS Draft 2019 Committee Appointments —Warden McPhail Warden McPhail presented his recommendations for appointments to Boards, Committees and Associations for 2019. Moved by Councillor Marks Seconded by Councillor Jones THAT the appointments to Outside Boards and Committees for 2019 be confirmed as follows: DRAFT 2019 COMMITTEE APPOINTMENTS Dispute Resolution Warden Renamed: City-County Relations (3) Councillor French Councillor Ketchabaw Elgin County Museum (1) Councillor Martyn Southwestern Public Health (2) Councillor Jones Councillor Marks Health Recruitment Partnership (1) Councillor Jones Human Resources Committee (as needed) (3) Warden Councillor Mennill Councillor Ketchabaw Joint Elgin/Central Elgin Accessibility Advisory Councillor Marks Committee (1) POA Court Facility (3) Warden Councillor Jones Councillor Mennill Councillor Purcell *new* Policy Review Councillor Giguere Councillor French Councillor Purcell Rural Initiatives (3) Councillor Ketchabaw Councillor Martyn Councillor Giguere St. Thomas-Elgin Public Art Centre (1) Councillor Giguere Terrace Lodge Building Committee (4) Warden Councillor Mennill Councillor French Councillor Marks Councillor Purcell Waste Management/Liaison Committee of the Whole Council Water Advisory Committee (1) Councillor French Western Ontario Wardens Caucus Warden/Deputy Warden Community Leaders Cabinet Warden/Deputy Warden Laserfiche Consulting / Support Services — Purchasing Coordinator The Purchasing Coordinator provided a report that details the Request for Proposal (RFP) for Laserfiche Consulting and Support Services. The existing five (5) year contract has expired and a new three year contract with a two year option is proposed. Based on the measuring criteria, Thinkdox was the highest scoring bid. County Council 4 December 11 & 13, 2018 Moved by Councillor Jones Seconded by Councillor Ketchabaw THAT Thinkdox Inc. be selected for Laserfiche Consulting and Support Services for a three year term commencing January 1, 2019 through to December 31, 2021; and, THAT the County at its discretion extend the contract for an additional two (2) years, upon mutual agreement between both parties; and, THAT the Warden and Chief Administrative Officer be authorized to sign the contract. - Carried. Traffic Signal Maintenance Agreement— Contract Extension — Director Of Engineering Services The Director of Engineering Services provided details of the partnership between Elgin County and Middlesex County for contracted services providing the maintenance and inspection of traffic signals, intersection beacons and luminaries. The Director recommends that a three (3) year extension with Guild Electric Ltd. at a pricing increase of approximately 1.5% per annum. Moved by Councillor Mennill Seconded by Councillor Giguere THAT the County of Elgin enter into an agreement with Guild Electric Limited to service all electrical traffic control devices for the period of January 1, 2019 to December 31, 2021; and; THAT the Warden and Chief Administrative Officer be authorized to sign the contract. - Carried. Homes — Long-Term Care Service Accountability Agreement (L-SAA) 2019-2022 — Director of Homes and Senior Services The Director of Homes and Senior Services reported to Council that it is a requirement of the Local Health System Integration Act, 2006 (LHSIA) that Local Health Integration Networks (LHINs) enter into a service accountability agreement (SAA) with each Health Service Provider (HSP) that it funds. The 2019-2022 L-SAA agreement will focus on reducing cost across the health care system while ensuring quality care is accessible to all. Moved by Councillor Jones Seconded by Councillor Martyn THAT Council approves the Long-Term Accountability Planning Submission (LAPS) for 2019- 2022 with the Southwest LHIN for Bobier Villa, Elgin Manor and Terrace Lodge; and, THAT the report entitled "Homes — Long-Term Care Service Accountability Agreement (L-SAA) 2019-2022" from the Director of Homes and Services, dated December 3, 2018, be received and filed. - Carried. Elgin County Library- Recent Projects, Programs, Partnerships and Activities — May to October 2018 — Manager of Library Programming and Community Development The Manger of Library Programming and Community Development presented Council with an overview and update of projects, programs, partnerships, and activities that have occurred from May to October 2018. Moved by Councillor Mennill Seconded by Councillor Purcell THAT the report titled "Elgin County Library- Recent Projects, Programs, Partnerships and Activities — May to October 2018" from the Manager of Programming and Community Development, dated November 16th, 2018, be received and filed. - Carried. County Council 5 December 11 & 13, 2018 Elgin County Museum 2018 Annual Report The Manager of Museum and Archives presented the 2018 annual report of the Elgin County Museum. Reports and issues over the last year were highlighted. Moved by Councillor Mennill Seconded by Councillor Jones THAT the report entitled "Elgin County Museum 2018 Annual Report" from the Manager of Museum and Archives, dated December 13, 2018, be received and filed. - Carried. County Council recessed at 11:01 a.m. and reconvened at 11:07 a.m. Elqincentives 2018 Year End Review— Economic Development Coordinator and General Manager of Economic Development The Economic Development Coordinator and the General Manager of Economic Development presented a year-end review of the Elgincentives program highlighting its achievements over the past year and since its inception in 2015. Moved by Councillor French Seconded by Councillor Martyn THAT the report titled "Elgincentives 2018 Year End Review" from the Economic Development Coordinator and the General Manager of Economic Development, dated November 27, 2018, be received and filed. - Carried. Approval for Official Plan Amendment No.5 — Manager of Planning The report from the Manager of Planning provided County Council with information required in order to consider granting approval to the noted Official Plan Amendment. Moved by Councillor Purcell Seconded by Councillor Jones THAT the Council of the Corporation of the County of Elgin approve the Official Plan Amendment No. 5 to the Township of Southwold Official Plan. File No. SO-OPA5-18; and, THAT staff be directed to provide notice of this decision in accordance with the Planning Act. - Carried. Proposed Draft Plan of Subdivision Farhi Talbotville Subdivision — Manager of Planning The report from the Manager of Planning provided County Council with information required in order to consider granting draft plan approval to the Farhi Talbotville Subdivision. Moved by Councillor Purcell Seconded by Councillor Mennill THAT the Council of the Corporation of the County of Elgin grants draft plan approval to Farhi Holdings Corp. - Talbotville Subdivision Draft Plan of Subdivision in the Township of Southwold (Talbotville) File No. 34T-SO1802; and, THAT staff be directed to provide notice of this decision subject to the conditions for final approval in accordance with the Planning Act. - Carried. County Council 6 December 11 & 13, 2018 Schedule of Council Meetings for 2019 — Chief Administrative Officer The Chief Administrative Officer presented a proposed schedule for Council Meetings in 2019 for Council to approve. Moved by Councillor Marks Seconded by Councillor Ketchabaw THAT the report titled "Schedule of Council Meetings for 2019" from the Chief Administrative Officer, dated December 1, 2018 be adopted; and, THAT if a single meeting is required in July and August, the preferred dates be July 9th and August 13, 2019; and, THAT notice of the annual schedule of regular meetings and any special meetings outside of the annual schedule of regular meetings of Council shall be available from the Municipal Office and posted on County's website in accordance with Procedural By-Law 18-38. - Carried. Organizational Developments in Response to Local Municipal Needs — County Fire Training Officer/Community Emergency Management Coordinator Position — Chief Administrative Officer The Chief Administrative Officer presented Council with a report and discussion regarding the practical need for a County Fire Training Officer/Community Emergency Management Coordinator position. Discussion included the proposed job guidelines and the cost to fill the position. Moved by Councillor Mennill Seconded by Councillor Martyn THAT the position of Fire Trainer/Community Emergency Management Coordinator be approved by County Council; and, THAT related personnel costs of approximately $95,000 be included in the 2019 budget deliberations; and, THAT County Council provide direction to staff regarding the preferred funding model for the position on a go-forward basis, commencing in 2020. - Carried. Elgin County School Board Proposal — Chief Administrative Officer The Chief Administrative Officer presented a copy of the presentation material from the delegation that Ms. Derks presented to County Council at the November 27, 2018 meeting and to seek the support of current Council for this initiative including direction to arrange a meeting with MPP Yurek. Moved by Councillor Martyn Seconded by Councillor Purcell THAT the Chief Administrative Officer be directed to request a meeting with MPP Yurek and Warden McPhail to discuss initiatives related to Elgin County schools that will better protect and support local interests. - Carried. PRESENTATIONS Years of Service Employee Recognition —Warden McPhail Council and staff joined together in the basement to recognize employees for milestone years of service. County Council 7 December 11 & 13, 2018 Moved by Councillor French Seconded by Councillor Marks THAT we do now recess at 12:00 p.m. for lunch and to present employees with certificates for their milestone years of service to Elgin County. - Carried. Council reconvened from the presentation at 1:10 p.m. CORRESPONDENCE Items for Information (Consent Agenda) 1. Ontario Plowman's Association IPM Scholarship Website Publicity 2. Ministry of Municipal Affairs and Housing re: Planning Act Concerns 3. Western Ontario Wardens' Caucus November 2018 Monthly Newsletter Moved by Councillor Purcell Seconded by Councillor Martyn THAT Correspondence Items #1-3 be received and filed. - Carried. OTHER BUSINESS Statements/Inquiries by Members — None Notice of Motion — None Matters of Urgency— None Closed Meeting Items Moved by Councillor Marks 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; In-Camera Item #1 (b) personal matters about an identifiable individual, including municipal or local board employees; (d) labour relations or employee negotiations — ONA Arbitration Update In-Camera Item #2 (b) personal matters about an identifiable individual, including municipal or local board employees; (d) labour relations or employee negotiations — ONA Labour Relations Matters - Carried. Moved by Councillor Ketchabaw Seconded by Councilor French THAT we do now rise and report. - Carried. In-Camera Item #1 Moved by Councillor Mennill Seconded by Councillor Jones THAT staff proceed as directed. - Carried. County Council 8 December 11 & 13, 2018 In-Camera Item #2 Moved by Councillor French Seconded by Councillor Giguere THAT the report from the Director of Human Resources be received. - Carried. Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor Marks Seconded by Councillor Ketchabaw THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. BY-LAWS Moved by Councillor Jones Seconded by Councillor Martyn THAT By-Law No. 18-41 "Being a By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the December 11 & 13, 2018 Meeting" be read a first, second and third time and finally passed. - Carried. ADJOURNMENT Moved by Councillor Marks Seconded by Councillor Jones THAT we do now adjourn at 1:31 pm. - Carried. i!Zei,V/PlA Julie Gonyou, Duncan McPhail, Chief Administrative Officer Warden