15 - June 13, 2023 County Council Meeting Minutes4EI100� ,
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ELGIN COUNTY COUNCIL
MINUTES
June 13, 2023, 9:00 a.m.
Council Chambers
450 Sunset Drive
St. Thomas ON
Members Present: Warden Ed Ketchabaw
Deputy Warden Grant Jones (virtual)
Councillor Dominique Giguere
Councillor Mark Widner
Councillor Jack Couckuyt
Councillor Andrew Sloan
Councillor Todd Noble
Councillor Mike Hentz
Councillor Richard Leatham
Staff Present: Don Shropshire, Chief Administrative Officer/Clerk
Nicholas Loeb, Director of Legal Services
Amy Thomson, Director of Human Resources
Jennifer Ford, Director of Financial Services/Treasurer
Stephen Gibson, General Counsel
Jenna Fentie, Manager of Administrative Services/Deputy Clerk
Mike Hoogstra, Manager of Purchasing and Risk
Peter Dutchak, Manager of Transportation
Ryan Terpstra, Manager of Corporate Facilities
Paul Hicks, Acting Manager of Planning (virtual)
Andrew Case, Solicitor (virtual)
Paul Clarke, Planning Technician and Secretary Treasurer of the
Land Division Committee
Stefanie Heide, Legislative Services Coordinator
Sarah Savoie, Accessibility Coordinator (virtual)
1. CALL TO ORDER
The meeting was called to order at 9:00 am with Warden Ketchabaw in the chair.
Warden Ketchabaw welcomed interim Chief Administrative Officer/Clerk Don
Shropshire. Warden Ketchabaw thanked Stephen Gibson for his support as
Acting Chief Administrative Officer.
2. ADOPTION OF MINUTES
Moved by: Councillor Hentz
Seconded by: Councillor Sloan
RESOLVED THAT the minutes of the meetings held on May 23, 2023 and June
8, 2023 be adopted.
Motion Carried.
3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE
THEREOF
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4. PRESENTING PETITIONS, PRESENTATIONS AND DELEGATIONS
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5. COMMITTEE OF THE WHOLE
Moved by: Councillor Noble
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 - Warden's Activity Report May 2023
Warden Ketchabaw presented the report detailing the meetings and
events he attended during the month of May 2023.
Moved by: Councillor Leatham
Seconded by: Councillor Noble
RESOLVED THAT the report titled "Warden's Activity Report May 2023"
dated June 5, 2023 from Warden Ketchabaw be received and filed.
Motion Carried.
6.2 Accessibility Coordinator - Joint Annual Accessibility Status Report
2022
The Accessibility Coordinator presented the Joint Annual Accessibility
Status Report for Council's approval.
Moved by: Councillor Couckuyt
Seconded by: Deputy Warden Jones
RESOLVED THAT the report titled "Joint Annual Accessibility Status
Report 2022" dated June 13, 2023 from the Accessibility Coordinator be
received and filed; and
THAT Elgin County Council approve the Joint Annual Accessibility Status
Report 2022.
Motion Carried.
6.3 Accessibility Coordinator - Additions to Joint MYAP for Elgin County
Heritage Centre
The Accessibility Coordinator presented the report seeking County
Council's approval to amend the Joint Multi -Year Accessibility Plan to
include recommended amendments specific to the Heritage Centre.
Moved by: Councillor Hentz
Seconded by: Councillor Noble
RESOLVED THAT Elgin County Council approve the amendments to the
Elgin County and Local Municipal Partners' Joint Multi -Year Accessibility
Plan 2021-2026 to include accessibility progress, goals, and timelines
specific to the Elgin County Heritage Centre; and
THAT the amendments be forwarded to Local Municipal Partner Councils
to be approved and filed.
Motion Carried.
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6.4 Manager of Procurement & Risk - Operation of the Elgin Manor
Wastewater Treatment Plant - Elgin (County) / Ontario Clean Water
Agency
The Manager of Procurement & Risk presented the report recommending
Council approve the extension of the current service arrangement with
Ontario Clean Water Agency (OCWA) for the operation of the Elgin Manor
Wastewater Treatment Plant.
Moved by: Councillor Leatham
Seconded by: Councillor Hentz
RESOLVED THAT the report titled "Operation of the Elgin Manor
Wastewater Treatment Plant - Elgin (County) / Ontario Clean Water
Agency" dated May 30, 2023 from the Manager of Procurement & Risk be
received and filed; and
THAT staff be authorized to extend the current service arrangement with
Ontario Clean Water Agency for the operation of the Elgin Manor
Wastewater Treatment Plant for the six-month term commencing July 1,
2023, and ending December 31, 2023; and
THAT the Chief Administrative Officer be authorized to sign a change
order with Ontario Clean Water Agency to implement the said extension of
service agreement.
Motion Carried.
6.5 Manager of Corporate Facilities - Humidifier Replacement at Bobier
Villa - Contract Award
The Manager of Corporate Facilities presented the report recommending
that 9079653 Canada Corporation o/a Combustion Techs be selected for
the Humidifier Replacement Project at Bobier Villa.
Moved by: Councillor Noble
Seconded by: Councillor Couckuyt
RESOLVED THAT 9079653 Canada Corporation o/a Combustion Techs
be selected for the Humidifier Replacement Project at Bobier Villa,
Contract No. 2023-Q23 at a total price of $72,888.00 exclusive of H.S.T.;
and
THAT the additional funding required be reallocated as detailed in the staff
report; and
THAT the Warden and Chief Administrative Officer be directed and
authorized to sign the contract.
Motion Carried.
6.6 Manager of Transportation Services - Village of Vienna Speed Limit
The Manager of Transportation Services presented the report
recommending an amendment to the County's reduced speed zone by-law
to include a 60km/hr reduced speed zone on County Road 19.
Moved by: Councillor Noble
Seconded by: Councillor Sloan
RESOLVED THAT the report titled "Village of Vienna Speed Limit" dated
May 25, 2023 from the Manager of Transportation Services be received
and filed; and
THAT the Reduced Speed Zone By -Law, Schedule C, be amended as
follows:
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- County Road 19, section C, from 755 metres south of the north property
line of Light Line to 200 metres north of the north property line of Light
Line.
Motion Carried.
6.7 Manager of Transportation Services - Imperial Road and Ron McNeil
Line - Status Update
The Manager of Transportation Services presented the report that
provides an update on the intersection of Imperial Road (CR 73) at Ron
McNeil Line (CR 52) and the progress of the County's Transportation
Master Plan.
Moved by: Councillor Widner
Seconded by: Deputy Warden Jones
RESOLVED THAT the report titled "Imperial Road and Ron McNeil Line -
Status Update" dated June 5, 2023 from the Manager of Transportation
Services be received and filed.
Motion Carried.
6.8 Director of Financial Services/Treasurer - 2022 Annual Report for
Investments
The Director of Financial Services/Treasurer presented the report detailing
the 2022 investment activities.
Moved by: Councillor Sloan
Seconded by: Councillor Noble
RESOLVED THAT the report titled "2022 Annual Report for Investments"
dated June 5, 2023 from the Director of Financial Services/Treasurer be
received and filed.
Motion Carried.
6.9 Director of Financial Services/Treasurer - 2023 Borrowing By -Law
The Director of Financial Services/Treasurer presented the report
recommending Council authorize a borrowing by-law to support the
maintenance of the County's credit facility annually in order to provide
business continuity.
Moved by: Councillor Leatham
Seconded by: Councillor Giguere
RESOLVED THAT the report titled "2023 Borrowing By -Law" dated June
5, 2023 from the Director of Financial Services/Treasurer be received and
filed; and
THAT the Borrowing By -Law for 2023 be read for approval.
Motion Carried.
6.10 Planning Technician and Secretary Treasurer of the Land Division
Committee - Agricultural Impacts from Proposed Agricultural Lot
Creation Changes to the Provincial Policy Statement
The Planning Technician and Secretary Treasurer of the Land Division
Committee presented the report detailing the potential impacts of new
residential lot creation on existing farm operations in Elgin County.
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Moved by: Councillor Leatham
Seconded by: Deputy Warden Jones
RESOLVED THAT the report titled "Agricultural Impacts from Proposed
Agricultural Lot Creation Changes to the Provincial Policy Statement"
dated June 13, 2023 from the Planning Technician and the GIS
Technician be received and filed.
Motion Carried.
6.11 Acting Manager of Planning - Draft Plan Approval for Draft Plan of
Subdivision, File No. 34T-CE2102
The Acting Manager of Planning presented the report that provides
Council with the information required to consider granting approval to the
draft plan of subdivision submitted by Strik Baldinelli Moniz on behalf of
James Glover, File No. 34T-CE2102.
Moved by: Councillor Sloan
Seconded by: Councillor Noble
RESOLVED THAT the Council of the Corporation of the County of Elgin
grants draft plan approval to Draft Plan of Subdivision submitted by Strik
Baldinelli Moniz on behalf of James Glover and dated August 4, 2022; and
THAT staff be directed to provide notice of this decision subject to the
conditions of final approval in accordance with the requirements of the
Planning Act.
Motion Carried.
6.12 Acting Manager of Planning - Revised Exemption from Draft Plan
Approval for Plan of Condominium, File No. 34CD-CE2202
The Acting Manager of Planning presented the report that provides
Council with the information required to consider issuing final approval to
the plan of condominium submitted by CJDL Engineering, File No. 34CD-
CE2002.
Moved by: Councillor Sloan
Seconded by: Councillor Hentz
RESOLVED THAT the Council of the Corporation of the County of Elgin
grants, in accordance with Section 9 of the Condominium Act, an
exemption to draft plan approval for a draft plan of a phased condominium
on Block 65, Plan 11M-241, Part of Lot 1, Concession 1, Geographic
Village of Port Stanley, Municipality of Central Elgin for lands contained in
Block 65 for the development of a further 16 units; and
THAT staff be directed to prepare and issue a certificate of exemption,
and sign and submit the final plans to the Land Registry Office in
accordance with the requirements of the Planning Act and Condominium
Act.
Motion Carried.
6.13 Acting Manager of Planning - Municipality of Bayham Official Plan
Amendment No. 31, File No. BA-OPA 1-23
The Acting Manager of Planning presented the report recommending that
County Council approve Official Plan Amendment No. 31 to the Official
Plan of the Municipality of Bayham.
Moved by: Councillor Widner
Seconded by: Councillor Noble
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RESOLVED THAT the Council of the Corporation of the County of Elgin
approves, as modified, Official Plan Amendment No. 31 to the Official Plan
of the Municipality of Bayham; and
THAT staff be directed to provide notice of this decision in accordance
with the requirements of the Planning Act.
Motion Carried.
6.14 Acting Manager of Planning - Municipality of Bayham Official Plan
Amendment No. 32, File No. BA OPA 2-23
The Acting Manager of Planning presented the report recommending that
County Council approve Official Plan Amendment No. 32 to the Official
Plan of the Municipality of Bayham.
Moved by: Deputy Warden Jones
Seconded by: Councillor Leatham
RESOLVED THAT the Council of the Corporation of the County of Elgin
deny the Official Plan Amendment No. 32 to the Official Plan of the
Municipality of Bayham; and
THAT staff be directed to provide notice of this decision in accordance
with the requirements of the Planning Act.
Defeated.
Moved by: Councillor Giguere
Seconded by: Councillor Noble
RESOLVED THAT staff be directed to provide more information on Official
Plan Amendment No. 32 to the Official Plan of the Municipality of Bayham
for Council's consideration at a future meeting.
Motion Carried.
6.15 Director of Legal Services - Delegation of Approval Authority
The Director of Legal Services presented the report requesting that
Council delegate authority for various planning approvals to the Director of
Legal Services and the Chief Administrative Officer/Clerk in the absence
of the officers of the corporation that already have such authority
delegated to them.
Moved by: Councillor Leatham
Seconded by: Councillor Sloan
RESOLVED THAT the report titled "Delegation of Approval Authority"
dated June 8, 2023 from the Director of Legal Services be received and
filed; and
THAT County Council pass By -Law No. 23-29 to delegate various
planning authority, as set out therein, to the Director of Legal Services and
the Chief Administrative Officer/Clerk, in the absence of the Manager of
Planning and General Manager of Engineering, Planning and
Enterprise/Deputy CAO.
Motion Carried.
6.16 General Counsel - Elgin / Hawthorne - Approval of Commercial Lease
- Elgin County Administration Building (Suite 345-1)
The General Counsel presented the report informing Council that
consensus has been reached with Carol Hawthorne, carrying on business
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as "Clinical Associates" as to the terms of a new one-year commercial
lease for Suite 345-1 in the Elgin County Administration Building.
Moved by: Councillor Hentz
Seconded by: Councillor Noble
RESOLVED THAT the report titled "Elgin / Hawthorne - Approval of
Commercial Lease - Elgin County Administration Building (Suites 345-1)"
dated June 6, 2023 from the General Counsel be received and filed; and
THAT Elgin County Council approve a new commercial Lease Agreement
between Carol Hawthorne, carrying on business as "Clinical Associates",
and Elgin County in relation to Suite 345-1 in the County Administration
Building at 450 Sunset Drive, St. Thomas, Ontario, such Lease Agreement
to provide for, amongst other terms, a one-year Term commencing May 1,
2023, and annual rent of $4,360.80; and
THAT Elgin County Council authorize the Warden and Chief
Administrative Officer to execute the said Lease Agreement.
Motion Carried.
7. COUNCIL CORRESPONDENCE
7.1 Items for Consideration
7.1.1 Letter from Darlene Smith, OAPSB Zone 6 Chair requesting
Council's approval of the appointment of Carolyn Krahn to the
position of OAPSB Zone 6 Secretary Treasurer
Moved by: Councillor Sloan
Seconded by: Councillor Couckuyt
RESOLVED THAT Elgin County Council support the appointment of
Carolyn Krahn to the position of Secretary Treasurer for the Ontario
Association of Police Services Boards (OAPSB) Zone 6.
Motion Carried.
7.2 Items for Information (Consent Agenda)
Moved by: Deputy Warden Jones
Seconded by: Councillor Leatham
RESOLVED THAT Correspondence Items 7.2.1 - 7.2.6 be received and
filed; and -
THAT County Council support the resolution from the Township of
Puslinch urging relevant taxation bodies to reinstate previous legislation
that permitted a municipality to apply for and retain the surplus proceeds
from a tax sale in their jurisdiction.
Motion Carried.
7.2.1 Article from The Globe and Mail titled "Meet the collector with
hundreds of vintage bicycles", highlighting the Elgin County
Heritage Centre's current exhibit.
7.2.2 Resolution from the Corporation of the Town of Fort Erie - Urging
the Province to Pause Proposed New Provincial Planning
Statement (PPS)
7.2.3 Town of Evanturel resolution supporting Bill 5 - Stopping
Harassment and Abuse by Local Leaders Act
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7.2.4 Letter from Elgin Federation of Agriculture regarding Helping
Homebuyers, Protecting Tenants Act & the Proposed 2023
Provincial Policy Statement
7.2.5 Resolution from the Corporation of the Town of Fort Erie
supporting the City of Cambridge's resolution regarding Highway
Traffic Act Amendments
7.2.6 Resolution from the Township of Puslinch urging relevant
taxation bodies to reinstate previous legislation that permitted a
municipality to apply for and retain the surplus proceeds from a
tax sale in their jurisdiction
8. OTHER BUSINESS
8.1 Statements/Inquiries by Members
None.
8.2 Notice of Motion
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8.3 Matters of Urgency
8.3.1 Request for Volkswagen Plant Contract Negotiations Update
Councillor Sloan requested an update on the Elgin County Volkswagen
Plant negotiations. Warden Ketchabaw noted that with the assistance
of the County Solicitor, correspondence was prepared and sent to the
Minister inquiring as to where Elgin's place was in the negotiations,
stating that as an independent tax authority that we have interest in the
negotiations. The Warden has been contacted by the Provincial
Facilitator to set up a meeting to discuss. The Warden advised that we
currently do not have a place at the negotiation table yet. Councillor
Giguere requested regular updates to County Council in order to
discuss Council's strategy going into the conversations. Warden
Ketchabaw suggested adding a closed session meeting item on the
next Council agenda for an update and discussion.
9. CLOSED MEETING ITEMS
Moved by: Councillor Sloan
Seconded by: Councillor Noble
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 - Human Resources Update
(b) personal matters about an identifiable individual, including municipal or local
board employees, and (f) advice that is subject to solicitor -client privilege,
including communications necessary for that purpose.
Closed Meeting Item #2 - Advice re Personnel Matter
(b) personal matters about an identifiable individual, including municipal or local
board employees, and (f) advice that is subject to solicitor -client privilege,
including communications necessary for that purpose.
Motion Carried.
9.1 Director of Human Resources - Human Resources Update
9.2 Director of Legal Services - Advice re Personnel Matter
10. MOTION TO RISE AND REPORT
Moved by: Deputy Warden Jones
Seconded by: Councillor Noble
RESOLVED THAT we do now rise and report.
Motion Carried.
Closed Meeting Item #1 - Human Resources Update
Moved by: Councillor Widner
Seconded by: Councillor Leatham
RESOLVED THAT the confidential report from the Director of Human Resources
be received for information.
Motion Carried.
Closed Meeting Item #2 - Advice re Personnel Matter
Moved by: Councillor Sloan
Seconded by: Councillor Couckuyt
RESOLVED THAT the confidential report from the Director of Legal Services be
received for information.
Motion Carried.
11. MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE
WHOLE
Moved by: Councillor Sloan
Seconded by: Councillor Giguere
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. 23-27 Speed Zone Amendment
To Amend the Schedule to By -Law No. 20-58 Being a By -Law to
Authorize Speed Limits.
Moved by: Councillor Sloan
Seconded by: Councillor Noble
RESOLVED THAT By -Law No. 23-27 be now read a first, second, and
third time and finally passed.
Motion Carried.
12.2 By -Law No. 23-28 Borrowing By -Law
BEING a By -Law to Authorize the Warden and Treasurer to Borrow from
Time to Time to Meet Current Expenditures during the Fiscal Year Ending
December 31, 2023.
Moved by: Councillor Leatham
Seconded by: Councillor Sloan
RESOLVED THAT By -Law No. 23-28 be now read a first, second, and
third time and finally passed.
Motion Carried.
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12.3 By -Law No. 23-29 Delegation of Approval Authority
BEING a By -Law to Delegate Certain Authorities Vested in the Council of
the Corporation of the County of Elgin as the Approval Authority with
Respect to Plans of Subdivision, Plans of Condominium and Part Lot
Control By -Laws Pursuant to Section 22 and 51 of the Planning Act, to
Officers of the Corporation of the County of Elgin and to Repeal By -Law
No. 22-01.
Moved by: Councillor Sloan
Seconded by: Councillor Hentz
RESOLVED THAT By -Law No. 23-29 be now read a first, second, and
third time and finally passed.
Motion Carried.
12.4 By -Law No. 23-30 Confirmation
BEING a By -Law to Confirm Proceedings of the Municipal Council of the
Corporation of the County of Elgin at the June 13, 2023 Meeting.
Moved by: Councillor Sloan
Seconded by: Councillor Noble
RESOLVED THAT By -Law No. 23-30 be now read a first, second, and
third time and finally passed.
Motion Carried.
13. ADJOURNMENT
Moved by: Councillor Widner
Seconded by: Councillor Couckuyt
RESOLVED THAT we do now adjourn at 11:26 am to meet again on June 27,
2023 at 9:00 a.m.
Motion Carried.
DonTSr'ops ire,
Chief Administrative Officer/Clerk.
d Ketchabaw
Warden.
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