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.