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04 - March 12, 2019 County Council Minutes COUNTY COUNCIL MINUTES Tuesday, March 12, 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 with the exception of Grant Jones (regrets). Warden McPhail in the Chair. ADOPTION OF MINUTES Moved by Councillor French Seconded by Councillor Mennill THAT the minutes of the meeting held on February 12, 2019 be adopted. - Carried. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF - None DELEGATIONS Ross Whalls — Concerns re. Wastell Homes Seaglass Development in Port Stanley Ross Whalls shared his concerns with Council regarding the Wastell Homes Seaglass Development in Port Stanley. Moved by Councillor Marks Seconded by Councillor Martyn THAT the presentation from Ross Whalls to County Council be received. - Carried. Victorian Order of Nurses Middlesex Elgin, VON Middlesex Elgin Update — Co-Chair of the Community Relations and Advocacy Committee Jo Bevan, Co-Chair of the VON Community Relations and Advocacy Committee, Jill Ouimette, Care and Service Manager, VON Elgin County and Thames Centre, and Shirley Biro, VON Community Relations and Advocacy Committee Member presented an update to Council regarding VON Middlesex Elgin. Moved by Councillor Purcell Seconded by Councillor Mennill THAT the PowerPoint Presentation titled "VON Middlesex Elgin Update" from the Co-Chair of the Community Relations and Advocacy Committee, Care and Services Manager for Elgin County and Thames Centre, and a member of the Community Relations and Advocacy Committee, be received and filed; and, THAT the Warden send a letter on behalf of County Council to MPP Yurek and the Minister of Health and Long Term Care in support of effective and efficient home care and community support and the need for stable and sustainable funding required to meet patient-centered program needs in the community. - Carried. St. Thomas Elgin General Hospital (STEGH) Foundation PowerPoint Presentation to Council — Executive Director Paul Jenkins, Executive Director of the Foundation, presented a PowerPoint to Council highlighting the St. Thomas Elgin General Hospital Foundations' 2018 activities and upcoming events for 2019. County Council 2 March 12, 2019 Moved by Councillor Martyn Seconded by Councillor Giguere THAT the PowerPoint presentation titled "PowerPoint to Council" from the Executive Director of the St. Thomas Elgin General Hospital Foundation, be received and filed. - Carried. Elgin-St. Thomas Social Services, Orientation Presentation to Council - Director of Social Services Elizabeth Sebestyn, Director of Social Services, presented an overview of the services offered by Elgin-St. Thomas Social Services and the major projects that are currently in progress. Moved by Councillor Marks Seconded by Councillor Mennill THAT the PowerPoint presentation titled "Orientation Presentation to Council" from the Director of Social Services for Elgin-St. Thomas Social Services, be received and filed. - Carried. Municipal Tax Advisory Group (MTAG) Paralegal Professional Corporation, Assessment Base Management Update —Vice-President Bob Heil, Vice-President of Municipal Tax Advisory Group Paralegal Professional Corporation, presented a PowerPoint to Council highlighting the different aspects of best practices for the Assessment Base Management Programs.- Moved by Councillor French Seconded by Councillor Purcell THAT the PowerPoint presentation titled "Assessment Base Management Update" from the Vice-President of Municipal Tax Advisory Group Paralegal Professional Corporation, be received and filed. - Carried. Council recessed at 10:24 a.m. and reconvened at 10:39 a.m. PRESENTATION Economic Development and Tourism Overview — General Manager of Economic Development Alan Smith, General Manager of Economic Development, provided an overview of Elgin County's Economic Development and Tourism Department. Moved by Councillor Mennill Second by Councillor Purcell THAT the PowerPoint presentation titled "Economic Development and Tourism Overview" from the General Manager of Economic Development, dated March 12, 2019 be received and filed; and THAT County Council decline the request from South Central Ontario Region Economic Development Corporation (SCOR) received at the January 8, 2019 County Council meeting for Elgin County's membership in the South Central Ontario Region Economic Development Corporation in the amount of$25K. - Carried. County Council 3 March 12, 2019 COMMITTEE OF THE WHOLE Moved by Councillor Purcell Seconded by Councillor Ketchabaw THAT we do now move into Committee of the Whole Council. - Carried. REPORTS Warden Activity Report— February 2019 —Warden The Warden presented a list of events attended in February 2019. Moved by Councillor Ketchabaw Seconded by Councillor Marks THAT the report "Warden Activity Report- February 2019"from the Warden, dated March 1, 2019, be received and filed. - Carried. 2019 Grant Allocation —Warden The Warden presented an overview of the grant allocation process and highlighted how the funds will be distributed for 2019. Moved by Councillor Ketchabaw Seconded by Councillor Purcell THAT the 2019 grant allocation be approved as presented; and, THAT the Town Crier's request be considered outside of the 2019 grant allocation and be approved for funding in 2019. - Carried. Terrace Lodge Building Committee March Update — Councillor Purcell Councillor Purcell presented an update from the Terrace Lodge Building Committee. Moved by Councillor Mennill Seconded by Councillor Marks THAT the report titled "Terrace Lodge Building Committee March Update" dated March 5, 2019 be received and filed. - Carried. Elgin County Heritage Centre Operational Review — Director of Community and Cultural Services The Director of Community and Cultural Services, Brian Masschaele, presented a report to Council with recommendations to changes to the operation of the Heritage Centre. Moved by Councillor Purcell Seconded by Councillor Marlyn THAT the report titled "Elgin County Heritage Centre Operational Review" from the Director of Community and Cultural Services, dated February 28, 2019, be received and filed; and, County Council 4 March 12, 2019 THAT the regular open hours of the Elgin County Heritage Centre on Tuesdays, Wednesdays and Thursdays be set at 9am to 5pm and opening hours on Fridays and Saturdays remain at 10am —4 pm effective immediately; and, THAT the Elgin County Heritage Centre be generally closed on statutory holidays, with discretion granted to the Manager of Museum and Archives to open the facility on a strategic basis should programming opportunities arise; and, THAT the Elgin County Heritage Centre continue be open to the public free of charge with donations encouraged; and, THAT the Elgin County Museum Gift Shop and Exhibition Policy and procedures be maintained as approved by County Council March 13, 2018. - Carried. AWARD PRESENTATION Councillor Martyn took a moment to congratulate Mike Baker, Manager of Museums and Archives on behalf of County Council for his recent ACO-HLF London Heritage Award which recognizes "his broad knowledge and outstanding research on area history as well as his energetic advocacy for heritage over many years." Multi-Year Accessibility Plan —2018 Status Report—Accessibility Coordinator The Accessibility Coordinator, Sam McFarlane, presented an Accessibility Status report updating Council on the progress of measures taken to implement the strategies outlined in the Multi-Year Accessibility Plan. Moved by Councillor Martyn Seconded by Councillor Purcell THAT the report titled "Multi-Year Accessibility Plan —2018 Status Report" from the Accessibility Coordinator, dated March 12, 2019, be received and filed. - Carried. Council and Outside Boards Remuneration and Expenses —Senior Financial Analyst The Director of Financial Services presented the remuneration, mileage, and expenses for Council and Outside Boards for 2018. Moved by Councillor Marks Seconded by Councillor Ketchabaw THAT the Treasurer's Statement of Remuneration and Expenses for County Council for 2018 be received and filed by Council; and, THAT the Treasurer's Statement for Remuneration and Expenses for Outside Boards for 2018 be received and filed by Council; and, THAT the report titled "Council and Outside Boards Remuneration and Expenses" from the Senior Financial Analyst dated February 13, 2019 be received and filed. - Carried. Cyber Liability— Manager of Information Technology The Director of Finance presented a report to Council in regard to Cyber Insurance. County Council 5 March 12, 2019 Moved by Councillor French Seconded by Councillor Purcell THAT staff be directed to accept the Cyber Liability proposal from Jardine Lloyd Thompson Canada Inc. for $15,250 annually. - Carried. Approval for Official Plan Amendment No. 16 — Manager of Planning The Manager of Planning, Steve Evans, presented a report to Council with information required for consideration of an amendment to the Township of Malahide Official Plan. Moved by Councillor Mennill Seconded by Councillor Purcell THAT the Council of the Corporation of the County of Elgin modifies and approves Official Plan Amendment No.16 to the Township of Malahide Official Plan, File No.MA-OPA16-19; and, THAT staff be directed to provide notice of this decision in accordance with the Planning Act. - Carried. Draft Approval for a Plan of Subdivision Part Lot 1, Concession 7 — Manager of Planning The Manager of Planning, Steve Evans, presented a report to Council with information required for consideration of draft plan approval for a Plan of Subdivision in the Municipality of Central Elgin. Moved by Councillor Marlyn Seconded by Councillor Marks THAT the Council of the Corporation of the County of Elgin grants draft plan approval to Draft Plan of Subdivision for Helen Mary Ann Spriet & Red Lion Properties do Paul Spriet in the Municipality of Central Elgin (Belmont) File No. 34T-CE1802; 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. Proposed Draft for a Plan of Subdivision McBain Farm Subdivision — Manager of Planning The Manager of Planning, Steve Evans, presented a report to Council with information required for consideration of draft plan approval for a Plan of Subdivision in the Township of Southwold. Moved by Councillor Mennill Seconded by Councillor French THAT the Council of the Corporation of the County of Elgin grants draft plan approval to Southside Construction Management Ltd. — McBain Farm Draft Plan of Subdivision in the Township of Southwold (Ferndale) File No. 34T-SO1801; 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 March 12, 2019 Borrowing By-law— Director of Financial Services The Director of Financial Services, Jim Bundschuh, presented a report recommending that Council pass the annual by-law to allow the Warden and Treasurer to borrow up to $15 million for cash flow and emergency purposes. Moved by Councillor Marks Seconded by Councillor Giguere THAT up to $15 million of borrowing in 2019 be authorized through the necessary by-law. - Carried. Homes — Lonq-Term Care Best Practice Spotlight Organization — Director of Homes and Seniors Services The Director of Homes and Seniors Services, Michele Harris, presented a report informing Council that the County has been accepted into the Long-Term Care Best Practice Spotlight Organization (LTC-BPSO). Moved by Councillor Purcell Seconded by Councillor Giguere THAT the report titled "Homes— Long-Term Care Best Practice Spotlight Organization (LTC- BPSO)" from the Director of Homes and Seniors Services, dated March 4, 2019 be received and filed; and, THAT Council authorize staff to sign the 2019-2020 (and annually thereafter) LTC-BPSO agreement with the Registered Nurses' Association of Ontario; and, THAT Council authorize staff to sign the NQuIRE Data System Usage agreement with the Registered Nurses' Association of Ontario. - Carried. Council recessed for lunch at 12:01 p.m. and reconvened at 12:50 p.m. Councillor Marlyn sends her regrets for the afternoon portion of the meeting. Homes - Lonq-Term Care Home Service Accountability Agreement (L-SAA) —Schedule E — Director of Homes and Seniors Services The Director of Homes and Seniors Services, Michele Harris, presented a report informing Council the three (3) County of Elgin Homes have satisfied the requirements of Schedule E — Form of Compliance Declaration. Moved by Councillor Marks Seconded by Councillor Ketchabaw THAT Council authorize staff to sign the "Long-Term Care Home Service Accountability Agreement— Schedule E" for the Homes for January 1, 2018 — December 31, 2018. - Carried. Contract Award of Five Tenders —Asphalt Crack Sealing, Cold In-Place Recycling with Expanded Asphalt Material, Guide Rail Replacement, Hot Mix Asphalt Paving and Microsurfacinq/Surface Treatment— Director of Engineering Services and the Purchasing Coordinator The Director of Engineering Services, Brian Lima, presented a report informing Council that five tenders have been selected for a total of 12 projects. County Council 7 March 12, 2019 Moved by Councillor Purcell Seconded by Councillor French THAT Niagara Crack Sealing be selected for the Asphalt Crack Sealing Tender, Contract No. 6090-19-08 at a total price of$123,165.00, exclusive of H.S.T.; and, THAT Roto-Mill Inc. be selected for the Cold In-Place Recycling with Expanded Asphalt Material (CIREAM) Tender, Contract No. 6200-19 at a total price of$1,645,811.50, inclusive of a contingency allowance and exclusive of H.S.T.; and, THAT Royal Fence be selected for the Guide Rail Replacement Tender, Contract No. 6290-19- 07 at a total price of$164,540.00 exclusive of H.S.T.; and, THAT Walmsley Bros be selected for the Hot Mix Asphalt Paving Tender, Contract No. 6220-19 at a total price of$3,205,238.00, inclusive of a contingency allowance and exclusive of H.S.T.; and, THAT Duncor Enterprises Inc. be selected for the Microsurfacing (Type 3) and Surface Treatment Tender, Contract No. 6250-19 at a total price of$239,489.00, inclusive of a contingency allowance and exclusive of H.S.T.; and, THAT the Warden and Chief Administrative Officer be authorized to sign the contracts. - Carried. County Development Charges — Director of Engineering Services and the Manager of Planning Moved by Councillor Mennill Seconded by Councillor Marks THAT the report titled "County Development Charges" from the Director of Engineering Services and Manager of Planning dated February 28, 2019 be deferred and reconsidered by County Council on March 26, 2019. - Carried. Engineering Services for the Rehabilitation of King George VI Lift Bridge — Director of Engineerinq Services and the Purchasing Coordinator The Director of Engineering Services, Brian Lima, presented a report to Council which provided details on the Request for Proposal (RFP) 2019-02 for Engineering Services for the rehabilitation of the King George VI Lift Bridge. Moved by Councillor Marks Seconded by Councillor Mennill THAT the provision of engineering services associated with the Rehabilitation of the King George VI Lift Bridge Request for Proposal 2019-02 submission received from GM BluePlan Engineering Limited in the amount of$465,615.00 (excluding HST) be awarded; and, THAT the Warden and Chief Administrative Officer be authorized to sign the supporting engineering service agreement. - Carried. Donating Decommissioned Ambulances —Chief Administrative Officer The Chief Administrative Officer, Julie Gonyou, presented a report to Council outlining the current process of the disposal of decommissioned and surplus ambulances and options for handling requests for the donation of decommissioned and surplus ambulances on an ongoing basis. County Council 8 March 12, 2019 Moved by Councillor Marks Seconded by Councillor Ketchabaw THAT the report from the Chief Administrative Officer titled "Donating Decommissioned Ambulances" be received and filed; and, THAT due to current budget constraints, County Council decline requests to donate or offer a grant program to offset the purchase of decommissioned or surplus ambulances to not-for-profit organizations locally or internationally until November 2019 for consideration in the 2020 budget deliberation process. - Carried. Cannabis Funding Allocation — Chief Administrative Officer Moved by Councillor Purcell Seconded by Councillor Giguere THAT the report from the Chief Administrative Officer, titled "Cannabis Funding Allocation" dated March 3, 2019 be deferred and reconsidered by County Council on March 26, 2019. - Carried. Elgin County Fundraising and Social Committee Update — Chief Administrative Officer The Chief Administrative Officer, Julie Gonyou, presented the Terms of Reference for the Fund Development and Social Committee which are designed to provide enhanced structure, oversight and accountability for the Committee. Moved by Councillor Ketchabaw Seconded by Councillor Giguere THAT Council approve the interim Terms of Reference for the Fund Development and Social Committee; and, THAT Council support the Warden's desire to select his charity of choice for the Warden's Golf Tournament and provide additional information to County Council on March 26, 2019 in regard to his selection. - Carried. CORRESPONDENCE Items for Consideration 1. Peter Crockett, Western Ontario Wardens' Caucus/Southwestern Integrated Fibre Technology (SWIFT) Liaison requesting that County of Elgin Council nominate a member of Council for appointment to the SWIFT Board. Moved by Councillor Giguere Seconded by Councillor Purcell THAT Elgin County Council nominate Councillor Tom Marks to the SouthWestern Integrated Fibre Technology (SWIFT) Board of Directors. - Carried. Items for Information (Consent Agenda) 1. Elgin County Economic Development and Tourism Year In Review 2. Ontario Farmland Trust 2019 Farmland Forum Flyer and Program County Council 9 March 12, 2019 3. Southwestern Public Health 2019 Budget Levy and General Programs and Related Services 2019 Budget 4. Southwestern Public Health's letter to Renu Kulendran, Executive Director, Legalization of Cannabis Secretariat, regarding the regulatory framework for cannabis storefronts in Ontario. 5. Elgin Business Resource Centre announcing Rural Economic Development Initiative (REDi) 6. Elgin Clean Water Program 2018 Year End Report (REDi) 7. Mike Baker Heritage Award Certificate 8. Ministry of Municipal Affairs and Housing 2019 Annual Repayment Limit Report Moved by Councillor Mennill Seconded by Councillor Marks THAT Correspondence Items #1 — 8 be received and filed. - Carried. OTHER BUSINESS Statements/Inquiries by Members 1. Councillor Purcell suggested that letter be sent to Hon. Jeff Yurek MPP and Christine Elliott, Minister of Health and Long Term Care to advocate for an enhanced ability to influence the bed allocations for our Long Term Care Homes in such a way that there is some assurance that Elgin County residents are prioritized on the waitlist for our three homes. THAT the CAO be directed to prepare a report, letter and resolution in regard to Long Term Care Home bed allocations for the March 26, 2019 meeting. Moved by Councillor Purcell Seconded by Councillor Ketchabaw 2. Councillor Marks received an inquiry from a resident who resides on Ferguson Line and has seen degradation of her road as a result of the reconstruction of Highbury Avenue and questioned why only a stretch of road was paved near the former Ford Automotive Plant. Councillor Marks also asked the Director of Engineering Services to provide follow up information in regard to why a turning lane at Mapleton Line was not considered as part of the 2018 Highbury Avenue Reconstruction Project. Notice of Motion — none Matters of Urgency Moved by Councillor Marks Seconded by Councillor Mennill THAT an additional item be considered as a Closed Meeting item pursuant to Municipal Act Section 239 (2) (c) a proposed or pending acquisition or disposition of land; (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 — Library Lease Rates - Carried. County Council 10 March 12, 2019 Closed Meeting Items Moved by Councillor Purcell Seconded by Councillor French THAT we do now proceed into closed meeting session in accordance with the Municipal Act to discuss matters under Municipal Act Section 239 (2); - Carried. In-Camera Items #1 - #4 were considered by Council. Moved by Councillor Marks Seconded by Councillor Purcell THAT we do now rise and report. - Carried. In-Camera Item #1 Chief Administrative Officer— Municipal Act Section 239 (2) (c) a proposed or pending acquisition or disposition of land in regard to Library Lease Rates; (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 — Library Lease Rates Moved by Councillor Mennill Seconded by Councillor Ketchabaw THAT staff proceed as directed. - Carried. In-Camera Item #2 Director of Financial Services — Municipal Act Section 239 (2) (e) litigation or potential litigation, including matters before administrative tribunals, affecting 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 —Asset Base Management Moved by Councillor Marks Seconded by Councillor French THAT staff proceed as directed. - Carried. In-Camera Item #3 Chief Administrative Officer— 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 —ARC Financial Terminable Licence Moved by Councillor Giguere Seconded by Councillor Purcell THAT staff proceed as directed. - Carried. In-Camera Item #4 Chief Administrative Officer— Municipal Act Section 239 (2) (b) personal matters about an identifiable individual, including municipal or local board employees — Organizational Update (verbal) County Council 11 March 12, 2019 Moved by Councillor Giguere Seconded by Councillor French THAT staff proceed as directed. - Carried. Director of Financial Services — Report on MTAG Moved by Councillor Mennill Seconded by Councillor French THAT the services of the Municipal Tax Advisory Group (MTAG) be procured at a base cost of $1,250 per month exclusive of taxes to provide Appeals Management service to protect the County's tax base, plus additional services for active appeals management at an hourly rate of $250 for paralegal and $450 for counsel. - Carried. Motion to Adopt Recommendations of the Committee of the Whole Moved by Councillor Ketchabaw Seconded by Councillor Mennill THAT we do now adopt recommendations of the Committee Of The Whole. - Carried. BY-LAWS Moved by Councillor Ketchabaw Seconded by Councillor Mennill THAT By-law No. 19-06 "Being a By-law to Authorize The Warden and the Treasurer to Borrow Up to the Sum of Fifteen Million Dollars" be read a first, second and third time and finally passed. - Carried. Moved by Councillor Mennill Seconded by Councillor French THAT By-law No. 19-07 "Being a By-law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the March 12, 2019 Meeting" be read a first, second and third time and finally passed. - Carried. ADJOURNMENT Moved by Councillor Marks Seconded by Councillor Purcell THAT we do now adjourn at 2:19 p.m. to meet again on March 26, 2019 at the County Administration Building Council Chambers at 9:00 a.m. - Carried. A-rbrupiA ,Julie Gonyou, Duncan McP ail, Chie Administrative Officer. Warden.