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13 - May 23, 2023 County Council Meeting MinutesArl progremw by Nature ELGIN COUNTY COUNCIL I►Ti11ki Ili I�+� May 23, 2023, 9:00 a.m. Council Chambers 450 Sunset Drive St. Thomas ON Members Present: Warden Ed Ketchabaw Deputy Warden Grant Jones Councillor Dominique Giguere Councillor Mark Widner Councillor Andrew Sloan Councillor Todd Noble Councillor Mike Hentz Councillor Richard Leatham Members Absent: Councillor Jack Couckuyt (absent with notice) Staff Present: Stephen Gibson, Chief Administrative Officer (Acting) 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 Jenna Fentie, Manager of Administrative Services/Deputy Clerk Mike Hoogstra, Manager of Purchasing and Risk (virtual) Peter Dutchak, Manager of Transportation Stefanie Heide, Legislative Services Coordinator Jesse McPhail, Planner, Re:Public Urbanism (virtual) 1. CALL TO ORDER The meeting was called to order at 9:01 a.m. with Warden Ketchabaw in the chair. 2. ADOPTION OF MINUTES Moved by: Councillor Leatham Seconded by: Councillor Noble RESOLVED THAT the minutes of the meeting held on May 9, 2023 be adopted. Motion Carried. 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF None. 4. PRESENTING PETITIONS, PRESENTATIONS AND DELEGATIONS None. 5. COMMITTEE OF THE WHOLE Moved by: Councillor Hentz Seconded by: Councillor Sloan RESOLVED THAT we do now move into Committee of the Whole. Motion Carried. 6. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF 6.1 Warden Ketchabaw - 2023 Community Grant Program Allocations Warden Ketchabaw presented the report recommending that Council approve the 2023 Community Grant Program allocations. Moved by: Deputy Warden Jones Seconded by: Councillor Widner RESOLVED THAT the report titled "2023 Community Grant Program Allocations" dated May 17, 2023 from the Rural Initiatives and Planning Advisory Committee Chair be received and filed; and THAT Council approve the 2023 Community Grant Program allocations as referenced in Appendix A: 2023 Community Grant Program Allocations. Motion Carried. 6.2 Acting Manager of Planning - Township of Malahide Official Plan Amendment No. 21 File No. MA OPA 1-23 Jesse McPhail, Planner from Re:Public Urbanism presented a report on behalf of the Acting Manager of Planning that provides Council with the information necessary to consider approving the Township of Malahide Official Plan Amendment No. 21, File No. MA OPA 1-23. Moved by: Councillor Giguere Seconded by: Councillor Sloan RESOLVED THAT the Council of the Corporation of the County of Elgin approves Official Plan Amendment No. 21 to the Official Plan of the Township of Malahide, File No. MA OPA 1-23; and THAT staff be directed to provide notice of this decision in accordance with the requirements of the Planning Act. Motion Carried. 6.3 Director of Homes and Seniors Services - Homes - Multi -Sector Service Accountability Agreement (MSAA) - Schedule F The Director of Homes and Seniors Services presented the report seeking authorization for the Acting Chief Administrative Officer to sign the Multi - Sector Service Accountability Agreement - Schedule F for the period of April 1, 2022 - March 31, 2023 for adult day programs at Bobier Villa and Terrace Lodge. Moved by: Councillor Noble Seconded by: Councillor Sloan RESOLVED THAT the report titled "Homes - Multi -Sector Service Accountability Agreement (MSAA) - Schedule F" dated May 15, 2023 from the Director of Homes and Seniors Services be received and filed; and THAT Council authorize the Acting Chief Administrative Officer (CAO) to sign the "Multi -Sector Service Accountability Agreement (MSAA) - Schedule F" for the period of April 1, 2022 to March 31, 2023. Motion Carried. iN 6.4 Director of Homes and Seniors Services - Sole Sourcing Report - Contract, Long -Term Care Transition Coordinator The Director of Homes and Seniors Services presented the report recommending Council approve a six-month agreement with Gail Kaufman Carlin Consulting for the position of Long -Term Care Transition Coordinator to support the Terrace Lodge redevelopment project. Moved by: Councillor Hentz Seconded by: Deputy Warden Jones RESOLVED THAT Council approve the six-month proposed agreement with Gail Kaufman Carlin Consulting for the Long -Term Care Transition Coordinator in support of the Terrace Lodge Redevelopment Project; and THAT the Warden and Acting Chief Administrative Officer be authorized to sign the agreement. Motion Carried. 6.5 Director of Homes and Seniors Services - Terrace Lodge Redevelopment Project - Advocacy for Construction Funding Subsidy (CFS) Top -up The Director of Homes and Seniors Services provided a report to Council detailing the County's funding advocacy efforts for the Terrace Lodge Redevelopment Project. Moved by: Councillor Leatham Seconded by: Deputy Warden Jones RESOLVED THAT Council authorize staff to collaborate with relevant association(s) to support advocacy efforts for Construction Funding Subsidy top -up funding; and THAT staff prepare additional correspondence for the Warden's signature that will be utilized to support continued advocacy for increased Construction Funding Subsidy (CFS) funding for the Terrace Lodge capital redevelopment project. Motion Carried. 6.6 Manager of Procurement & Risk - Procurement Activity Report Q1 (January 1, 2023 to March 31, 2023) The Manager of Procurement & Risk presented the report summarizing the County's procurement activity for the first quarter of 2023. Moved by: Councillor Widner Seconded by: Councillor Noble RESOLVED THAT the report titled "Procurement Activity Report Q1 (January 1, 2023 to March 31, 2023) dated May 15, 2023 from the Manager of Procurement & Risk be received and filed. Motion Carried. 6.7 Manager of Transportation Services - Imperial Road (Port Bruce) - Request for Guard Rail The Manager of Transportation Services presented the report recommending the installation of Chevron alignment signs on Imperial Road within the Village of Port Bruce. Moved by: Councillor Sloan Seconded by: Councillor Widner 3 RESOLVED THAT the report titled "Imperial Road (Port Bruce) - Request for Guard Rail" dated May 15, 2023 from the Manager of Transportation Services be received and filed; and THAT staff be directed to install Chevron alignment signs on Imperial Road as per the Ontario Traffic Manual along the horizontal roadway curve immediately north of Rush Creek Line. Motion Carried. 6.8 Director of Community and Cultural Services - Installation of Oneida Settlement Story Mural at Elgin County Heritage Centre The Director of Community and Cultural Services presented the report seeking Council's approval for the installation of a mural on the west - facing exterior wall of the Elgin County Heritage Centre which will depict the 1840 settlement journey of the Oneida Nation of the Thames. Moved by: Deputy Warden Jones Seconded by: Councillor Hentz RESOLVED THAT County Council hereby approve the installation of an interpretive mural depicting the settlement story of Oneida Nation of the Thames on the exterior of the Elgin County Heritage Centre subject to the terms and conditions contained in the May 16, 2023 report titled Installation of Oneida Settlement Story Mural at Elgin County Heritage Centre. Motion Carried. 6.9 Director of Financial Services/Treasurer - Council and Outside Boards Remuneration and Expenses The Director of Financial Services/Treasurer presented the report detailing the 2022 Council and Outside Board remuneration and expenses. Moved by: Deputy Warden Jones Seconded by: Councillor Hentz RESOLVED THAT the report titled "Council and Outside Boards Remuneration and Expenses" dated May 17, 2023 from the Director of Financial Services/Treasurer be received for information. Motion Carried. 6.10 General Counsel - Elgin/Diamond Senior Living Corp. -Waste Water Treatment Services Agreement - Elgin Manor Waste Water Treatment Plant The General Counsel/Acting Chief Administrative Officer presented the report informing Council of the compliance status of the Elgin Waste Water Treatment Services Agreement between Elgin (County) and Diamond Senior Living Corp. (DSL), and seeks Council's approval for an instalment payment proposal for outstanding fees to treat waste water discharged from Royal Oak Senior Living to the Elgin Manor Waste Water Treatment Plant for the period of April 1, 2021 to September 30, 2022. Moved by: Councillor Widner Seconded by: Councillor Sloan RESOLVED THAT the report titled "Elgin/Diamond Senior Living Corp. - Waste Water Treatment Services Agreement - Elgin Manor Waste Water Treatment Plant" dated May 15, 2023 from the General Counsel be received and filed; and C! THAT Council approve the instalment payment proposal made by Diamond Senior Living Corp. and detailed in the report for treatment fees for waste water discharge to the Elgin Manor Waste Water Treatment Plant from the Royal Oak Senior Living Facility; and THAT Council direct staff to continue efforts to ensure compliance of Diamond Senior Living Corp. with its obligations pursuant to the Elgin Manor Waste Water Treatment Services Agreement as made effective December 23, 2020. Motion Carried. 7. COUNCIL CORRESPONDENCE 7.1 Items for Consideration 7.1.1 Resolution from the Municipality of Bayham recommending that the County of Elgin complete a traffic and speed study to address speed limit concerns in the village of Vienna. Moved by: Councillor Leatham Seconded by: Councillor Giguere RESOLVED THAT staff be directed to conduct a speed and traffic study on Plank Road at Chute Line in Vienna; and THAT staff be directed to review the 50km/hr speed limit zone on Plank Road at Light Line in Vienna; and THAT staff be directed to report its findings to County Council at a future meeting. Motion Carried. 7.1.2 Resolution from the Town of Aylmer requesting that Elgin County Council review and comment on the proposed Thames Valley District School Board boundary changes for East Elgin Secondary School in Aylmer. Councillor Giguere read a statement on behalf of Councillor Couckuyt. Moved by: Deputy Warden Jones Seconded by: Councillor Leatham RESOLVED THAT the Warden be directed to send a letter to the Thames Valley District School Board of Trustees expressing County Council's concerns regarding the proposed school boundary changes affecting the East Elgin Secondary School catchment area. Motion Carried. 7.2 Items for Information (Consent Agenda) Moved by: Deputy Warden Jones Seconded by: Councillor Giguere RESOLVED THAT Correspondence Items 7.2.1 to 7.2.14 be received and filed. Motion Carried. 7.2.1 Resolution from the United Counties of Stormont, Dundas & Glengarry regarding the proposed changes to the Provincial Policy Statement. 5 7.2.2 Resolution from the City of Cambridge regarding Highway Traffic Act Amendments. 7.2.3 Letter from Robert Weare, resident of St. Thomas ON, regarding suggestions for the use of the excess topsoil and fill from the Volkswagen Battery Plant. 7.2.4 Correspondence from Environment and Climate Change Canada regarding the proposed Recovery Strategy for the Louisiana Waterthrush. 7.2.5 Letter from Tay Valley Township to Hon. Doug Ford, Premier of Ontario, regarding school bus stop arm cameras. 7.2.6 Resolution from Prince Edward County regarding Declaring Intimate Partner Violence an Epidemic. 7.2.7 Resolution from the Municipality of Tweed regarding reducing municipal insurance costs. 7.2.8 Resolution from the Town of Lincoln regarding the Municipal Heritage Register. 7.2.9 Letter from Region of Peel to the Hon. David Lametti, PC, MP, Minister of Justice and Attorney General of Canada expressing support for Bill C-321 'An Act to amend the Criminal Code'. 7.2.10 Resolution from the Municipality of Tweed regarding Bell -Hydro Infrastructure. 7.2.11 Resolution from the City of Cambridge regarding legislative amendments to improve municipal codes of conduct. 7.2.12 Resolution from the County of Oxford expressing support for Bill 5 - Stopping Harassment and Abuse by Local Leaders Act. 7.2.13 Letter from the Ministry of Transportation regarding an invitation to discuss transportation planning study for southwestern Ontario. 7.2.14 Letter from the Minister of Environment, Conservation and Parks regarding the Provincial Day of Action on Litter. 8. OTHER BUSINESS 8.1 Statements/Inquiries by Members 8.1.1 Safety Concerns Regarding Ron McNeil Line & Imperial Road Councillor Widner shared concerns regarding the frequency of accidents at the intersection of Ron McNeil Line and Imperial Road in the Township of Malahide. Councillor Widner noted that the Township of Malahide will be submitting a resolution to County Council requesting that the County address these concerns. The Acting Chief Administrative Officer noted that the matter will be referred to Engineering Services and a report will be brought forward at a future meeting. 8.1.2 Warden Ketchabaw Congratulates Councillor Leatham on Appointment to Mayor of West Elgin Warden Ketchabaw congratulated Councillor Leatham on his recent appointment as Mayor of West Elgin. 8.2 Notice of Motion None. 8.3 Matters of Urgency None. N 9. CLOSED MEETING ITEMS Moved by: Councillor Widner Seconded by: Councillor Sloan 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 Meeting Item #1 - Shared Tower Inc. Access to Highways (f) advice that is subject to solicitor -client privilege, including communications necessary for that purpose; and (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. Closed Meeting Item #2 - Organizational Update (b) personal matters about an identifiable individual, including municipal or local board employees. Closed Meeting Item #3 - Interim CAO Recruitment (b) personal matters about an identifiable individual, including municipal or local board employees; and (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. Motion Carried. 9.1 Director of Legal Services - Shared Tower Inc. Access to Highways 9.2 Director of Human Resources - Organizational Update 9.3 Director of Human Resources - Interim CAO Recruitment 10. MOTION TO RISE AND REPORT Moved by: Councillor Sloan Seconded by: Councillor Noble RESOLVED THAT we do now rise and report. Motion Carried. Closed Meetinq Item #1 - Shared Tower Inc. Access to Highways Moved by: Councillor Sloan Seconded by: Councillor Noble RESOLVED THAT the Warden and Chief Administrative Officer be authorized to execute a Telecommunication Equipment Consent and Road User Agreement substantially in the standard form approved by County Council. Motion Carried. Closed Meeting Item #2 - Organizational Update Moved by: Councillor Sloan Seconded by: Councillor Hentz RESOLVED THAT the report from the Director of Human Resources be received for information. Motion Carried. 7 12 13. Closed Meeting Item #3 - Interim CAO Recruitment Moved by: Deputy Warden Jones Seconded by: Councillor Sloan RESOLVED THAT staff proceed as directed. Motion Carried. MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE WHOLE Moved by: Councillor Noble Seconded by: Councillor Leatham RESOLVED THAT we do now adopt recommendations of the Committee of the Whole. Motion Carried. CONSIDERATION OF BY-LAWS 12.1 By -Law No. 23-24 Confirmation BEING a By -Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the May 23, 2023 Meeting. Moved by: Councillor Noble Seconded by: Deputy Warden Jones RESOLVED THAT By -Law No. 23-24 be now read a first, second, and third time and finally passed. Motion Carried. ADJOURNMENT Moved by: Councillor Widner Seconded by: Councillor Giguere RESOLVED THAT we do now adjourn at 10:42 a.m. to meet again on June 13, 2023. Motion Carried. Jenna Fentie, Manager of Administrative Services/Deputy Clerk KRONE 0-. • . Warden n.