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08 - March 28, 2023 County Council MinutesELGIN COUNTY COUNCIL MINUTES March 28, 2023, 9:00 a.m. Council Chambers 450 Sunset Drive St. Thomas ON Members Present: Warden Ed Ketchabaw Councillor Dominique Giguere Councillor Mark Widner Councillor Jack Couckuyt Councillor Andrew Sloan Councillor Todd Noble Councillor Grant Jones (virtual) Councillor Mike Hentz Staff Present: Julie Gonyou, Chief Administrative Officer/Clerk Brian Lima, General Manager of Engineering, Planning, & Enterprise(EPE)/Deputy CAO Brian Masschaele, Director of Community & Cultural Services Amy Thomson, Director of Human Resources Michele Harris, Director of Homes and Seniors Services Jennifer Ford, Director of Financial Services/Treasurer Nicholas Loeb, Director of Legal Services Stephen Gibson, General Counsel Jenna Fentie, Manager of Administrative Services/Deputy Clerk Mike Hoogstra, Manager of Purchasing and Risk (virtual) Carolyn Krahn, Manager of Economic Development, Tourism & Strategic Initiatives Natalie Marlowe, Manager of Library Services Andrew Case, Solicitor Stefanie Heide, Legislative Services Coordinator Jeff Lawrence, Tree Commissioner/Weed Inspector (virtual) 1. CALL TO ORDER The meeting was called to order at 9:00 a.m. with Warden Ketchabaw in the chair. The Warden welcomed Richard Leatham, Acting Mayor of the Municipality of West Elgin. Acting Mayor Leatham will be sworn in as the Council representative for the Municipality of West Elgin at the next meeting. 2. ADOPTION OF MINUTES Moved by: Councillor Noble Seconded by: Councillor Hentz RESOLVED THAT the minutes of the meeting held on March 14, 2023 be adopted. Motion Carried. 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF None. 4. PRESENTING PETITIONS, PRESENTATIONS AND DELEGATIONS 4.1 Bernia Wheaton, Vice Chair, Southwestern Public Health - A Public Health Unit for the Future Moved by: Councillor Sloan Seconded by: Councillor Widner RESOLVED THAT the presentation titled "A Public Health Unit for the Future" from Southwestern Public Health be deferred. Motion Carried. 5. COMMITTEE OF THE WHOLE Moved by: Councillor Couckuyt Seconded by: Councillor Noble RESOLVED THAT we do now move into Committee of the Whole. Motion Carried. 6. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF 6.1 Tree Commissioner/Weed Inspector - Quarterly Report October - December 2022 The Tree Commissioner/Weed Inspector presented the report summarizing the activity related to the Elgin County Woodlands Conservation By -Law for the period of October 1, 2022 to December 31, 2022, and weed inspection for the same period. Moved by: Councillor Hentz Seconded by: Councillor Sloan RESOLVED THAT the report titled "Tree Commissioner/VVeed Inspector Quarterly Report October - December 2022" dated March 23, 2023 from the Tree Commissioner/Weed Inspector be received and filed. Motion Carried. 6.2 Tree Commissioner/Weed Inspector - Year End Report 2022 The Tree CommissionerNVeed Inspector presented the report summarizing the activity related to the Elgin County Woodlands Conservation By -Law and weed inspection for 2022. Moved by: Councillor Sloan Seconded by: Councillor Hentz RESOLVED THAT the report titled "Tree CommissionerNVeed Inspector Year End Report 2022" dated March 23, 2023 from the Tree Commissioner/Weed Inspector be received and filed. Motion Carried. 6.3 Director of Human Resources - 2023 Employee Benefit Plan Renewal The Director of Human Resources presented the report summarizing the review of the County of Elgin's group benefit renewal negotiated on the County's behalf by Mosey and Mosey with Manulife Financial. The Director of Human Resources was joined by Harold Yoon of Mosey and Mosey to address questions from Council. 0 Moved by: Councillor Giguere Seconded by: Councillor Widner RESOLVED THAT County Council approve the 2023 negotiated renewal rate adjustments with Manulife Financial for the County of Elgin. Motion Carried. 6.4 Chief Administrative Officer and Manager of Procurement & Risk - Emergency Response Vehicle (ERV) Replacement - Contract Award The Chief Administrative Officer presented the report that provides details on the Request for Proposal (RFP) for two (2) Emergency Response Vehicles (ERVs) for Elgin -St. Thomas EMS. Moved by: Councillor Noble Seconded by: Councillor Sloan RESOLVED THAT the contract for the supply and delivery of two (2) Emergency Response Vehicles (ERV) be awarded to Rowland Emergency Vehicle Products Inc.; and THAT the additional funding required be utilized as detailed in the staff report; and THAT the Manager of Procurement & Risk be authorized to issue a purchase order for the purchase; and THAT the existing Emergency Response Vehicles be declared surplus and disposed of via the Asset Disposal Policy once the new ERVs are placed into service. Motion Carried. 6.5 Director of Homes and Seniors Services - Homes - Long -Term Care Homes Quality Improvement Plan (QIP) - 2023 - 2024 Submission to Health Quality Ontario The Director of Homes and Seniors Services presented the report recommending that County Council approve the submission of three Quality Improvement Plans to Health Quality Ontario for Elgin's three Long -Term Care Homes. Moved by: Councillor Couckuyt Seconded by: Councillor Noble RESOLVED THAT the report titled "Homes - Long -Term Care Homes Quality Improvement Plan (QIP) - 2023-2024 Submission to Health Quality Ontario" dated March 20, 2023 from the Director of Homes and Seniors Services be received and filed; and THAT Council approve submission of the three (3) Quality Improvement Plans (QIPs) to Health Quality Ontario. Motion Carried. 6.6 Director of Homes and Seniors Services - Homes - Administration, Housekeeping & Laundry, Infection Prevention and Control, Maintenance and Nursing Policy Updates The Director of Homes and Seniors Services presented the report detailing updates of the County of Elgin Long -Term Care Homes' Administration, Housekeeping & Laundry, Infection Prevention and Control, Maintenance, and Nursing Policy manuals. W Moved by: Councillor Noble Seconded by: Councillor Couckuyt RESOLVED THAT the report titled "Homes - Administration, Housekeeping & Laundry, Infection Prevention and Control, Maintenance and Nursing Policy Updates" dated March 20, 2023 from the Director of Homes and Seniors Services be received and filed; and THAT Council approve the County of Elgin Homes and Seniors Services Administration, Housekeeping & Laundry, Infection Prevention and Control, Maintenance and Nursing Policy Manual updates to ensure alignment with current Ministry of Long -Term Care legislation. Motion Carried. 6.7 Manager of Library Services - 2022 Library Performance The Manager of Library Services provided a presentation highlighting the 2022 performance of the Elgin County Libraries. Moved by: Councillor Sloan Seconded by: Councillor Giguere RESOLVED THAT the presentation titled "2022 Library Performance" dated March 28, 2023 from the Manager of Library Services be received and filed; and THAT a copy of this presentation be submitted to local municipal partners in the County of Elgin. Motion Carried. 6.8 Director of Community and Cultural Services - Library, Museum and Archives 2023 Service Update The Director of Community and Cultural Services presented the report detailing the recent service and project updates for the Elgin County Library, Museum, and Archives. Moved by: Councillor Sloan Seconded by: Councillor Hentz RESOLVED THAT the report titled "Library, Museum and Archives 2023 Service Update" dated March 21, 2023 from the Director of Community and Cultural Services be received and filed. Motion Carried. 6.9 Manager of Economic Development, Tourism & Strategic Initiatives - Elgincentives 2022 Year End Review The Manager of Economic Development, Tourism & Strategic Initiatives presented the report detailing the outcomes of the Elgincentives program for 2022. Moved by: Councillor Widner Seconded by: Councillor Jones RESOLVED THAT the report titled "Elgincentives 2022 Year End Review" dated March 22, 2023 from the Manager of Economic Development, Tourism & Strategic Initiatives be received and filed. Motion Carried. 6.10 Solicitor- County Council Composition El The Solicitor presented the report detailing the origins of County Council's composition and Council's powers to amend the composition and its obligations. Moved by: Councillor Widner Seconded by: Councillor Jones RESOLVED THAT the report titled "County Council Composition" dated March 28, 2023 from the Solicitor be received and filed. Motion Carried. 6.11 Director of Financial Services - Budget By -Law The Director of Financial Services/Treasurer presented the 2023 budget by-law for Council's consideration. Moved by: Councillor Sloan Seconded by: Councillor Couckuyt RESOLVED THAT the 2023 Budget By -Law 23-12 be adopted by Council in order to finalize the 2023 budget process. Motion Carried. 6.12 Director of Financial Services - Farm Tax Ratio Comparison The Director of Financial Services/Treasurer presented the report detailing comparator Farm Tax Ratios from surrounding area Counties for Council's information. Moved by: Councillor Noble Seconded by: Councillor Giguere RESOLVED THAT the report titled "Farm Tax Ratio Comparison" dated March 22, 2023 from the Director of Financial Services/Treasurer be received and filed. Motion Carried. 6.13 General Manager of Engineering, Planning, & Enterprise/Deputy CAO - Draft Plan Approval, Plan of Subdivision File No. 34T-BA2201 The General Manager of Engineering, Planning & Enterprise/Deputy CAO presented the report that provides Council with the information required to consider granting draft plan approval to the Draft Plan of Subdivision proposed by CJDL Engineering Ltd., File No. 34T-BA2201. Moved by: Councillor Noble Seconded by: Councillor Couckuyt RESOLVED THAT Council grant draft plan approval to the Draft Plan of Subdivision proposed by CJDL Engineering Ltd. File No. 34T-BA2201; and THAT staff be directed to provide notice of this decision subject to the conditions for final approval in accordance with the Planning Act. Motion Carried. 6.14 General Manager of Engineering, Planning & Enterprise/Deputy CAO - Parking By -Law Amendment - Bridge Street The General Manager of Engineering, Planning & Enterprise/Deputy CAO presented the report recommending an amendment to the County's parking by-law to allow for the establishment of three hour parking on Bridge Street in Port Stanley. Moved by: Councillor Sloan Seconded by: Councillor Noble RESOLVED THAT the report titled "Parking By -Law Amendment - Bridge Street" dated March 22, 2023 from the General Manager of Engineering, Planning & Enterprise/Deputy CAO be received and filed; and THAT By -Law 20-05, "being a consolidated By -Law for the regulation of traffic including parking on County roads" be amended to establish three (3) hour limited parking where parking is permitted between 10am and 5pm on Friday, Saturday, Sunday, and Monday, and within the following road section: - Bridge Street (CR 4), from the west property limits of Carlow Road to the east limits of Colborne Street, being a distance of 290 metres. Motion Carried. 6.15 General Manager of Engineering, Planning & Enterprise/Deputy CAO - Phillmore Bridge Deck Replacement (Tender No. 2023-T03) - Tender Award The General Manager of Engineering, Planning & Enterprise/Deputy CAO presented the report recommending that the Phillmore Bridge Deck Replacement project tender be awarded to Lancoa Contracting. Moved by: Councillor Jones Seconded by: Councillor Hentz RESOLVED THAT Lancoa Contracting Inc. be selected to complete the Phillmore Bridge Deck Replacement project, Tender No. 2023-T03 at a total price of $1,991,709.10 inclusive of a $150,000 contingency allowance and exclusive of H.S.T.; and THAT the recommended contract award be subject to approval of the 2023 Capital Budget; and THAT the Warden and Chief Administrative Officer be directed and authorized to sign the contract. Motion Carried. 6.16 General Manager of Engineering, Planning & Enterprise/Deputy CAO - Elgin Manor Boiler Replacement Project - Tender Award The General Manager of Engineering, Planning & Enterprise/Deputy CAO presented the report recommending that Stonehouse Mechanical Ltd. be selected for the Elgin Manor Boiler Replacement Project. Moved by: Councillor Widner Seconded by: Councillor Sloan RESOLVED THAT Stonehouse Mechanical Ltd. be selected for the Elgin Manor Boiler Replacement Project, Contract No. 2023-Q07 at a total price of $91,000.00 exclusive of H.S.T.; and THAT unspent available funds in the amount of $40,000.00 from the ongoing 2022 Elgin Manor HVAC Replacement Project (No. 45012150) be reallocated to fund the projected project deficit; and THAT the Warden and Chief Administrative Officer be directed and authorized to sign the contract. Motion Carried. 0 6.17 General Manager of Engineering, Planning & Enterprise/Deputy GAO - Terrace Lodge Air Handling Unit/Condenser Replacement Project - Tender Award The General Manger of Engineering, Planning & Enterprise/Deputy CAO presented the report recommending that Cimco Refrigeration be selected for the Terrace Lodge Air Handling Unit/Condenser Replacement Project. Moved by: Councillor Sloan Seconded by: Councillor Giguere RESOLVED THAT Cimco Refrigeration, a Division of Toromont Industries Ltd., be selected for the Terrace Lodge Air Handling Unit/Condenser Replacement Project, Contract No. 2022-T54 at a total price of $184,000.00 exclusive of H.S.T.; and THAT the Terrace Lodge Concrete Flat Work and Electrical Component Replacement Projects identified in the 2023 Budget for a total budget value of $101,700.00 be reallocated to fund the projected funding deficit as detailed in the staff report; and THAT the Warden and Chief Administrative Officer be directed and authorized to sign the contract. Motion Carried. 6.18 Chief Administrative Officer - Environmental Initiatives The Chief Administrative Officer presented the report detailing the County's ongoing environmental initiatives. Moved by: Councillor Sloan Seconded by: Councillor Couckuyt RESOLVED THAT the report titled "Environmental Initiatives" dated March 18, 2023 from the Chief Administrative Officer be received and filed. Motion Carried. 6.19 Chief Administrative Officer - Managed Information Technology Services ("ITS") Agreement - Stronghold Services Corporation The Chief Administrative Officer presented the report seeking Council's approval and authorization of a Managed Information Technology Services (ITS) Agreement with Stronghold Services Corporation for the purposes of delivering ITS operations for Elgin. Moved by: Councillor Noble Seconded by: Councillor Couckuyt RESOLVED THAT the report titled "Managed Information Technology Services ("ITS") Agreement - Stronghold Services Corporation" dated March 22, 2023 from the Chief Administrative Officer be received and filed; THAT Elgin County Council approve a single -source Managed ITS Agreement between the Corporation of the County of Elgin ("Elgin") and Stronghold Services Corporation for a term of three (3) years, in the estimated amount of $719,940.00 per year; and THAT Elgin County Council authorize the Warden and Chief Administrative Officer to execute a Managed ITS Agreement with Stronghold Services Corporation on behalf of the Corporation of the County of Elgin, provided that the said agreement is satisfactory to the Chief Administrative Officer and Director of Legal Services. N Motion Carried. 7. COUNCIL CORRESPONDENCE 7.1 Items for Consideration 7.1.1 Resolution from the Township of Malahide requesting that Elgin County conduct speed and traffic counts on Lyons Line. Moved by: Councillor Giguere Seconded by: Councillor Widner RESOLVED THAT staff be directed to conduct speed and traffic counts at Lyons Line, west of Imperial Road to determine the necessity of extending the 60km/hr speed limit westerly beyond the built-up residential area and report the findings to County Council at a future meeting. Motion Carried. 7.2 Items for Information (Consent Agenda) 7.2.1 WOWC Media Release - WOWC supports permanent Mobile Crisis Response Team (MCRT) Funding Moved by: Councillor Couckuyt Seconded by: Councillor Sloan RESOLVED THAT the media release from the Western Ontario Wardens Caucus be received and filed. Motion Carried. 8. OTHER BUSINESS 8.1 Statements/Inquiries by Members Warden Ketchabaw reminded Council to vote for West Lorne Arena in the Kraft Hockeyville contest. Postcards with voting information were distributed to Council members. Councillor Hentz noted that West Lorne is the representative of Ontario, and events are planned at West Lorne Arena throughout the weekend. Councillor Hentz thanked Councillors for assisting in spreading the word about the vote. 8.2 Notice of Motion None. 8.3 Matters of Urgency 8.3.1 Resolution Appointing Councillor Jones as Deputy Warden Moved by: Councillor Hentz Seconded by: Councillor Couckuyt RESOLVED THAT Councillor Jones be appointed as Deputy Warden for the remainder of 2023. Motion Carried. 9. CLOSED MEETING ITEMS Moved by: Councillor Sloan Seconded by: Councillor Giguere RESOLVED THAT we do now proceed into closed meeting session in accordance with the Municipal Act to discuss the following matters under Municipal Act Section 239 (2): Closed Session Item #1: Organizational Update (verbal) (b) personal matters about an identifiable individual, including municipal or local board employees. Motion Carried. 9.1 Chief Administrative Officer - Organizational Update (verbal) 10. MOTION TO RISE AND REPORT Moved by: Councillor Noble Seconded by: Councillor Sloan RESOLVED THAT we do now rise and report. Motion Carried. Closed Session Item #1 - Organizational Update (verbal) Moved by: Councillor Noble Seconded by: Councillor Giguere RESOLVED THAT the report from the Chief Administrative Officer be received for information. Motion Carried. 11. MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE WHOLE Moved by: Councillor Noble Seconded by: Councillor Hentz RESOLVED THAT we do now adopt recommendations of the Committee of the Whole. Motion Carried. 12. CONSIDERATION OF BY-LAWS 12.1 By -Law No. 23-12 Budget BEING a By -Law to Provide for the Adoption of the 2023 Budget of the Corporation of the County of Elgin and to Establish the 2023 Tax Ratios, and 2023 Tax Rates for the Said Corporation of the County of Elgin and its Constituent Lower Tier Municipalities. Moved by: Councillor Widner Seconded by: Councillor Noble RESOLVED THAT By -Law No. 23-12 be now read a first, second, and third time and finally passed. Motion Carried. 12.2 By -Law No. 23-13 Declaration of Vacancy A By -Law to Declare a Vacancy of the Office of County Councillor Held by the Mayor of West Elgin. Moved by: Councillor Widner Seconded by: Councillor Jones 9 RESOLVED THAT By -Law No. 23-13 be now read a first, second, and third time and finally passed. Motion Carried. 12.3 By -Law No. 23-14 Parking By -Law Amendment - Bridge St. To Amend the Schedule to By -Law No. 20-05 Being a Consolidated By - Law for the Regulation of Traffic Including Parking on County Roads and to Repeal By -Law No. 22-31. Moved by: Councillor Noble Seconded by: Councillor Jones RESOLVED THAT By -Law No. 23-14 be now read a first, second, and third time and finally passed. Motion Carried. 12.4 By -Law No. 23-15 Confirmation BEING a By -Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the March 28, 2023 Meeting. Moved by: Councillor Hentz Seconded by: Councillor Couckuyt RESOLVED THAT By -Law No. 23-15 be now read a first, second, and third time and finally passed. Motion Carried. 13. ADJOURNMENT Moved by: Councillor Widner Seconded by: Councillor Jones RESOLVED THAT we do now adjourn at 10:54 a.m. to meet again on April 11, 2023 at 9:00 a.m. Motion Carried. Julie G nyou, Chief Administrative Officer/Clerk Ed Ketchabaw, Warden 10