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02 - January 22, 2019 County Council Minutes COUNTY COUNCIL MINUTES Tuesday, January 22, 2019 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 McPhail in the Chair. ADOPTION OF MINUTES Moved by Councillor Mennill Seconded by Councillor Marks THAT the minutes of the meeting held on January 8, 2019 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF - None DELEGATIONS Ontario Federation of Agriculture — Producing Prosperity in Ontario — President, Elgin Federation of Agriculture and Senior Policy Analyst, Ontario Federation of Agriculture Melissa Schneider, President of Elgin Federation of Agriculture, and Ben Le Fort, Senior Policy Analyst for Ontario Federation of Agriculture, presented a PowerPoint presentation providing information on the importance of creating an advocacy campaign to promote rural Ontario and the agri-food sector. Fons Vandenbroek, Vice-President of Elgin Federation of Agriculture, quickly spoke on behalf of the Elgin Federation of Agriculture explaining the importance of the program. Moved by Councillor Martyn Seconded by Councillor Jones THAT the PowerPoint presentation titled "Producing Prosperity in Ontario" from the Ontario Federation of Agriculture's Senior Policy Analyst and the President of Elgin Federation of Agriculture, be received and filed. - Carried. Ontario Federation of Agriculture— Farm Assessments and Taxes (Elgin Focused)— Senior Policy Analyst, Ontario Federation of Agriculture Ben Le Fort, Senior Policy Analyst for Ontario Federation of Agriculture, presented a PowerPoint presentation providing information on the farm assessments and taxes and how it has impacted Elgin County in the past and what to expect in the future. Moved by Councillor Ketchabaw Seconded by Councillor Jones THAT the PowerPoint presentation titled "Farm Assessments and Taxes" from the Ontario Federation of Agriculture's Senior Policy Analyst, be received and filed. - Carried. Council recessed at 9:58 a.m. and reconvened at 10:07 a.m. County Council 2 January 22, 2019 Elgin Business Resource Centre — EBRC & County of Elgin: A Perfect Partnership — General Manager, Elgin Business Resource Centre Kevin Jackson, General Manager for the Elgin Business Resource Centre, presented a PowerPoint presentation that highlighted many statistics depicting the results the EBRC has achieved from 2011 to 2018 and requested a renewal of funding for the EBRC in the amount of $190,000 per year for three years commencing March 1, 2019. Moved by Councillor Mennill Seconded by Councillor French THAT the PowerPoint presentation titled "EBRC & County of Elgin: A Perfect Partnership" from the EBRC's General Manager, be received and filed. - Carried. Medavie EMS Elgin Ontario — 2018 Annual Review — General Manager & EMS Chief, Medavie Health Services Pauline Meunier, General Manager and EMS Chief for Medavie Health Services, presented a PowerPoint presentation that underscored the different successes of Medavie in Elgin County for 2018. Moved by Councillor Marks Seconded by Councillor Martyn THAT the PowerPoint presentation titled "2018 Annual Review" from Medavie Health Services General Manager and EMS Chief, be received and filed. - Carried. Moved by Councillor Ketchabaw Seconded by Councillor Mennill THAT we do now move into Committee of the Whole Council. - Carried. REPORTS Final Approval of Plan Subdivision Little Creek Phase 3— Manager of Planning The Manager of Planning, Steve Evans, presented a report to Council advising them that the final approval for a plan of subdivision (Little Creek Phase 3) in the Municipality of Central Elgin occurred on December 19, 2018. Moved by Councillor Marks Seconded by Councillor Jones THAT the report titled "Final Approval for a Plan of Subdivision, Little Creek Phase 3" submitted by the Manager of Planning, dated December 19, 2018, be received and filed. - Carried. 2019 Events Calendar Supplemental—Senior Financial Analyst & Chair of Elgin County Special Events Committee The Senior Financial Analyst and Chair of Elgin County Special Events Committee, Jennifer Ford, presented a report to Council that provided contextual information to clarify for Council the benefits and costs of supporting the United Way. This information was requested by Council during the January 8, 2019 County Council Meeting. County Council 3 January 22, 2019 Moved by Councillor French Seconded by Councillor Giguere WHEREAS County Council supports the organizational benefits created through the work of the Special Events Committee; and; WHEREAS County Council supports the principles of community involvement and fundraising initiatives on behalf of County Council provided that these initiatives are undertaken in a transparent way; NOW THEREFORE BE IT RESOLVED, THAT the Special Events Committee eliminate draws for paid days off, gift card draws and work on lowering the fundraising cost ratio; and; THAT the Policy Review Committee draft a Special Events Committee Terms of Reference for Council's consideration; and; THAT the report titled "2019 Events Calendar Supplemental" submitted by the Senior Financial Analyst and Chair of the Elgin County Special Events Committee, dated January 14, 2019, be received and filed. - Carried. Land Division Committee Appointments (4-Year Terms)—Legislative Services Coordinator The Legislative Services Coordinator, Dan Scheid, presented a report to Council informing them of the Land Division Committee Appointments spanning from January 1, 2019 to December 31, 2022. Moved by Councillor Purcell Seconded by Councillor Jones THAT By-Law 15-03 titled "Being a By-Law to Appoint a Land Division Committee and to Repeal By-Law No. 11-02" be repealed; and; THAT By-Law 19-02 titled "Being a By-Law to Appoint a Land Division Committee and to Repeal By-Law No. 15-03" be enacted. - Carried. Quarterly Information Report — Contract Awards October 1, 2018 to December 31, 2018 — Purchasinq Coordinator The Purchasing Coordinator, Mike Hoogstra, presented a report to Council highlighting the details relevant to the exercise of delegated authority for all contracts awarded that exceed $15,000 including amendments and renewals is to be prepared and reported to Council between October 1, 2018 to December 31, 2018. Moved by Councillor Mennill Seconded by Councillor Martyn THAT the report titled "Quarterly Information Report - Contract Awards, October 1, 2018 to December 31, 2018" from the Purchasing Coordinator, dated January 14, 2019, be received and filed. - Carried. Terrace Lodge Redevelopment Project Update — Director of Financial Services and Purchasing Coordinator The Director of Financial Services, Jim Bundschuh, and the Purchasing Coordinator, Mike Hoogstra, presented a report to Council providing updates on the Terrace Lodge Redevelopment County Council 4 January 22, 2019 project following Council's approval to proceed with a renovation and addition option as considered at the January 8, 2019 County Council Meeting. Moved by Councillor Marks Seconded by Councillor Purcell THAT the report titled "Terrace Lodge Redevelopment Project Update" from the Director of Financial Services and the Purchasing Coordinator, dated January 11, 2019, be received and filed. - Carried. Farm Tax Ratio— Director of Financial Services The Director of Financial Services, Jim Bundschuh, presented a report to Council discussing the Farm Tax Ratio history and reasoning behind the current rate to help Council make a decision for the February 12, 2019 Budget Report. Moved by Councillor Purcell Seconded by Councillor Marks THAT staff be directed to provide a report to County Council that considers farm tax ratios of .23, .24 and .25 for Council's consideration at the February 12, 2019 meeting. - Carried. Council recessed at 11:27 a.m. and reconvened at 11:37 a.m. Dementia Care in Long-Term Care (LTC)— Director of Homes & Senior Services The Director of Homes and Seniors Services, Michele Harris, provided a report to Council which discussed the diagnoses, causes, and different treatments regarding dementia. Moved by Councillor Jones Seconded by Councillor Martyn THAT the report titled "Homes — Dementia Care in Long-Term Care (LTC)" by the Director of Homes and Seniors Services, dated January 15, 2019, be received and filed. - Carried. Council Remuneration - Chief Administrative Officer The Chief Administrative Officer, Julie Gonyou, presented a report to Council regarding Council and Warden remuneration. Moved by Councillor Martyn Seconded by Councillor Jones THAT the report from the Chief Administrative Officer titled "Council Remuneration" dated January 16, 2019 be received and filed; and; THAT staff be directed to provide a follow up report to County Council in regard to Council and Warden remuneration at an upcoming meeting of County Council. - Carried. County Council 5 January 22, 2019 CORRESPONDENCE Items for Information (Consent Agenda) 1. Alzheimer Society Elgin-St. Thomas Invitation to Music for Memories 2. St. Thomas & District Chamber of Commerce Invitation to the State of the Municipalities Luncheon 3. Southwestern Public Health — Committee Appointments Notification Moved by Councillor Jones Seconded by Councillor Giguere THAT Correspondence Items#1 - 3 be received and filed. - Carried. Council Recessed for Lunch at 12:04 p.m. and reconvened at 12:51p.m. OTHER BUSINESS Statements/Inquiries by Members The Director of Finance asked for a date to be picked for the Terrace Lodge Building Committee. Meeting will be held on Monday, February 4th, 2019. Public notice will be provided. The Warden is presenting to the Ministry of Finance — Minister Fideli on Wednesday, January 23, 2019 and noted that he would discuss OMPF on behalf of Elgin's constituent municipalities, as well as the rising costs of Long Term Care, Emergency Medical Services and the need for stable and sustainable funding sources to reduce the burden on Elgin's taxpayers. Notice of Motion — None Matters of Urgency Moved by Councillor Jones Seconded by Councillor Ketchabaw THAT by motion of the Warden, the SouthWestern Integrated Fibre Technology (SWIFT) contract be discussed as closing meeting item #5 [(i) a trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence to the municipality or local board, which, if disclosed, could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a person, group of persons, or organization — Municipal Act Section 239 (2)]. Closed Meeting Items Moved by Councillor Martyn 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); In-Camera Item #1 (b) personal matters about an identifiable individual, including municipal or local board employees (VERBAL) In-Camera Item #2 (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 - Economic Development Corporation Considerations County Council 6 January 22, 2019 In-Camera Item #3 (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 — EBRC Satellite Office Contract In-Camera Item #4 (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 — Medavie EMS Contract Update In-Camera Item #5 (i) a trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence to the municipality or local board, which, if disclosed, could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a person, group of persons, or organization - SWIFT Moved by Councillor Mennill Seconded by Councillor Marks THAT we do now rise and report. - Carried. In-Camera Item #1 —Verbal Moved by Councillor Marks Seconded by Councillor Giguere THAT the verbal report be received. - Carried. In-Camera Item #2— Economic Development Corporation Considerations Moved by Councillor Ketchabaw Seconded by Councillor Jones THAT staff proceed as directed. - Carried. In-Camera Item #3— EBRC Satellite Office Contract Moved by Councillor Martyn Seconded by Councillor Marks THAT staff proceed as directed. - Carried. In-Camera Item #4— Medavie EMS Contract Update Moved by Councillor French Seconded by Councillor Jones THAT staff proceed as directed. - Carried. In-Camera Item #5— SWIFT (Verbal) Moved by Councillor Martyn Seconded by Councillor Mennill County Council 7 January 22, 2019 THAT staff proceed as directed. - Carried. REPORTS CONTINUED: Satellite Offices: Elgin Business Resources Centre Contract—Chief Administrative Officer and General Manager, Economic Development The Chief Administrative Officer, Julie Gonyou, and General Manager of Economic Development, Alan Smith provided a report to Council highlighting the history of satellite offices in Elgin County under the Elgin Business Resource Centre to help Council make an informed decision on funding going forward. Moved by Councillor Marks Seconded by Councillor Ketchabaw THAT County Council withdraw supplementary funding for the two satellite offices. Notice must be given by January 31, 2019 of a decision to withdraw funding. The availability of loans available through the CFDC will not change. Finding efficiencies in service delivery to include remote or in-person outreach will be the responsibility of the EBRC. - Carried. PRESENTATIONS 2019 Capital Budget— Brian Lima, Director of Engineering Services, and, Jim Bundschuh, Director of Financial Services Brian Lima, Director of Engineering Services, presented a PowerPoint presentation to Council reviewing the 10 year plan from 2019 to 2028. The Director provided a high-level overview of the different projects that will need to be completed, the process involved in the completion process, and how much money these projects will cost over various options depending on what route Council takes. Jim Bundschuh, Director of Financial Services, also spoke to the same PowerPoint presentation providing budgetary explanation to Council on total costs of all projects and highlighted the major projects and their subsequent costs. The Director also provided a detailed spreadsheet with all costs for Council to reference. Moved by Councillor Jones Seconded by Councillor Marks THAT the 2019 capital budget be approved in principal and finally considered in conjunction with the 2019 operating budget. - Carried. Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor Martyn Seconded by Councillor Giguere THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. BY-LAWS Moved by Councillor Ketchabaw Seconded by Councillor Purcell THAT By-law No. 19-02 "Being a By-law to Appoint a Land Division Committee and to Repeal By-law No. 15-03" be read a first, second and third time and finally passed. County Council 8 January 22, 2019 - Carried. Moved by Councillor Jones Seconded by Councillor Martyn THAT By-law No. 19-03 "Being a By-law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the January 22, 2019 Meeting" be read a first, second and third time and finally passed. - Carried. ADJOURNMENT Moved by Councillor Jones Seconded by Councillor Marks THAT we do now adjourn at 3:58 p.m. to meet again on February 12, 2019 at the County Administration Building Council Chambers at 9:00 a.m. - Carried. 9u.),,,LL. .c--- .‘.@ Oa Al Julie G.' you, - Duncan McPhal Chief Administrative Officer. Warden.