20 - September 12, 2023 County Council Meeting Minutest
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ELGIN COUNTY COUNCIL
MINUTES
September 12, 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 (virtual)
Councillor Mark Widner
Councillor Andrew Sloan
Councillor Todd Noble
Councillor Mike Hentz
Members Absent: Councillor Jack Couckuyt (with notice)
Councillor Richard Leatham (with notice)
Staff Present: Don Shropshire, Chief Administrative Officer/Clerk
Michele Harris, Director of Homes and Seniors Services
Nicholas Loeb, Director of Legal Services
Peter Dutchak, Acting Director of Engineering Services
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
Ryan Terpstra, Manager of Corporate Facilities
Paul Hicks, Acting Manager of Planning (virtual)
Stefanie Heide, Legislative Services Coordinator
1. CALL TO ORDER
The meeting was called to order at 9:00 a.m. with Warden Ketchabaw in the
Chair.
2. ADOPTION OF MINUTES
Moved by: Councillor Sloan
Seconded by: Councillor Noble
RESOLVED THAT the minutes of the meeting held on August 8, 2023 be
adopted.
Motion Carried.
3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE
THEREOF
None.
4. PRESENTING PETITIONS, PRESENTATIONS AND DELEGATIONS
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5. COMMITTEE OF THE WHOLE
Moved by: Deputy Warden Jones
Seconded by: Councillor Hentz
RESOLVED THAT we do now move into the Committee of the Whole Council.
Motion Carried.
6. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF
6.1 Warden Ketchabaw - Warden's Activity Report August 2023
Warden Ketchabaw presented the report detailing his activity for the
month of August 2023.
Moved by: Councillor Noble
Seconded by: Councillor Widner
RESOLVED THAT the report titled "Warden's Activity Report August
2023" dated September 12, 2023 from Warden Ketchabaw be received
and filed.
Motion Carried.
6.2 Acting Manager of Planning - Town of Aylmer Official Plan
Amendment No. 24, 245 and 249 John Street South, Aylmer
The Acting Manager of Planning presented the report that provides
County Council with the information required in order to consider granting
approval to Official Plan Amendment No. 24 to the Town of Aylmer Official
Plan.
Moved by: Deputy Warden Jones
Seconded by: Councillor Noble
RESOLVED THAT the Council of the Corporation of the County of Elgin
approve Official Plan Amendment No. 24 to the Official Plan of the Town
of Aylmer; and
THAT staff be directed to provide notice of this decision in accordance
with the requirements of the Planning Act.
Motion Carried.
6.3 Acting Manager of Planning - Redline Revision, Creek's Edge
Subdivision, Municipality of West Elgin, County of Elgin
The Acting Manager of Planning presented the report that provides
County Council with information required to consider granting approval to
a proposed modification to the existing draft plan of subdivision.
Moved by: Councillor Noble
Seconded by: Deputy Warden Jones
RESOLVED THAT the Council of the Corporation of the County of Elgin
grant approval to a revised Draft Plan of Subdivision, as prepared by Strik
Baldinelli Moniz, and dated June 28, 2023.
Motion Carried.
6.4 Manager of Procurement & Risk - Procurement Activity Report Q2
(April 1, 2023 to June 30, 2023)
The Manager of Procurement & Risk presented the report that
summarizes the County's procurement activity for the second quarter of
2023 in accordance with the reporting requirements as set out in section
12.2 of the Procurement Policy.
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Moved by: Councillor Hentz
Seconded by: Councillor Sloan
RESOLVED THAT the report titled "Procurement Activity Report Q2 (April
1, 2023 to June 30, 2023)" dated August 21, 2023 from the Manager of
Procurement & Risk be received and filed.
Motion Carried.
6.5 Manager of Economic Development, Tourism and Strategic Initiatives
- Request for Support - Fanshawe Corporate Training Solutions
(CTS)
The Manager of Economic Development, Tourism and Strategic Initiatives
presented the report detailing the request for support from Fanshawe
Corporate Training Solutions for their application to the Ontario Vehicle
Innovation Network's (OVIN) Content Partnerships (CP) Program, and for
County staff to participate on a program advisory committee.
Moved by: Deputy Warden Jones
Seconded by: Councillor Widner
RESOLVED THAT the Warden be directed to provide a letter of support
for Fanshawe Corporate Training Solutions' (CTS) application to the
Ontario Vehicle Innovation Network's (OVIN) Content Partnerships (CP)
Program; and
THAT staff be directed to participate in the program advisory committee.
Motion Carried.
6.6 Director of Homes and Seniors Services - Homes - Pharmacy
Services
The Director of Homes and Seniors Services presented the report seeking
Council approval for the execution of an amending agreement with
CareRx Pharmacy to extend pharmacy services until January 29, 2024.
Moved by: Councillor Noble
Seconded by: Councillor Hentz
RESOLVED THAT the report titled "Homes — Pharmacy Services" dated
September 5, 2023 from the Director of Homes and Seniors Services be
received and filed, and
THAT Council authorize the Warden and Interim Chief Administrative
Officer to execute an amending agreement with CareRx Holdings Inc. to
extend pharmacy services for a term ending on January 29, 2024.
Motion Carried.
6.7 Director of Homes and Seniors Services - Meals on Wheels
Agreement Elgin/VON
The Director of Homes and Seniors Services presented the report seeking
Council approval for execution of the Meals on Wheels Supply Agreement
between Elgin (County) ("Elgin") and Victorian Order of Nurses for Canada
— Ontario Branch ("VON").
Moved by: Councillor Noble
Seconded by: Councillor Sloan
RESOLVED THAT the report titled "Meals on Wheels Agreement
Elgin/VON" dated September 5, 2023 from the Director of Homes and
Seniors Services be received and filed; and
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THAT Council authorize the Warden and Interim Chief Administrative
Officer to execute the agreement between Elgin and Victorian Order of
Nurses (VON) for the time period of October 1, 2023 to September 30,
2025.
Motion Carried.
6.8 Director of Homes and Seniors Services - Revised HR Policy 8.60:
Asbestos in Buildings
The Director of Homes and Seniors Services presented a revised HR
Policy 8.60 for Council's consideration. The revisions to the policy flow
from requirements of the Ministry of Labour arising out of a field visit.
Moved by: Councillor Sloan
Seconded by: Councillor Noble
RESOLVED THAT the report titled "Revised HR Policy 8.60: `Asbestos in
Buildings"' dated September 12, 2023 from the Director of Homes and
Seniors Services, Director of Human Resources, and Manager of
Corporate Facilities be received and filed; and
THAT County Council approve the revised HR Policy: 8.60 Asbestos in
Buildings.
Motion Carried.
6.9 Manager of Corporate Facilities - Terrace Lodge Asbestos Abatement
- Tender Award
The Manager of Corporate Facilities presented the report recommending
that Schouten Environmental Inc. be selected for the Terrace Lodge
Asbestos abatement.
Moved by: Councillor Widner
Seconded by: Councillor Sloan
RESOLVED THAT Schouten Environmental Inc. be selected for the
Terrace Lodge Asbestos abatement, Contract No. 2023-Q35 at a total
price of $113,350.00 exclusive of H.S.T.; and
THAT Funds from the Terrace Lodge Redevelopment Project contingency
budget be allocated towards the Terrace Lodge Asbestos abatement.
Motion Carried.
6.10 Acting Director of Engineering Services -Environmental Assessment
- Highway 3 and 4 Widening and Talbotville Bypass
The Acting Director of Engineering Services presented the report that
discusses recommended design alternatives and other study
considerations to be presented to the MTO for consideration as part of
their public consultation phase of the Preliminary Design, Detailed Design
and Class Environmental Study (Class EA) for improvements to Highway
3 from Highway 4 to Centennial Avenue within the City of St. Thomas. The
report also discusses staff's remarks regarding the preliminary design
options for County Council's consideration and input so that a formal
submission can be provided to the MTO during the study's public
comment period.
Moved by: Deputy Warden Jones
Seconded by: Councillor Hentz
RESOLVED THAT the report titled "Environmental Assessment — Highway
3 and 4 Widening and Talbotville Bypass", dated July 25, 2023 from the
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Acting Director of Engineering Services be received and filed; and
THAT the interchange alternative preferences and other study design
considerations identified in the report and by County Council regarding
Wonderland Road at its September 12, 2023 meeting be forwarded to the
Ministry of Transportation's study design team and for inclusion in their
Transportation Environmental Study Report (TESR).
Motion Carried.
6.11 Manager of Administrative Services/Deputy Clerk - December 2023
Council Meeting Schedule Amendment
The Manager of Administrative Services/Deputy Clerk presented the
report seeking Council's approval to change the December 7, 2023
County Council meeting to December 6, 2023 as requested by a member
of Council.
Moved by: Councillor Sloan
Seconded by: Councillor Hentz
RESOLVED THAT the report titled "December 2023 Council Meeting
Schedule Amendment" dated September 12, 2023 from the Manager of
Administrative Services/Deputy Clerk, be received and filed; and
THAT County Council consent to amending the 2023 Council Meeting
schedule by changing the second meeting in December from December 7,
2023 to December 6, 2023 at 9:00 a.m.; and
THAT staff be directed to provide public notice of the schedule change.
Motion Carried.
6.12 Chief Administrative Officer/Clerk - Physician Recruitment
The Chief Administrative Officer/Clerk presented the report seeking
Council's support for the request to collaborate with several neighbouring
Ontario Health Teams on a proposal aimed at international physician
recruitment.
Moved by: Councillor Sloan
Seconded by: Deputy Warden Jones
RESOLVED THAT the report titled "Physician Recruitment" dated
September 6, 2023 from the Chief Administrative Officer/Clerk be received
and filed; and
THAT Council approve the invitation to collaborate on the international
physician recruitment.
Motion Carried.
7. COUNCIL CORRESPONDENCE
7.1 Items for Consideration
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7.2 Items for Information (Consent Agenda)
Moved by: Councillor Widner
Seconded by: Councillor Noble
RESOLVED THAT Correspondence Items #7.2.1 - 7.2.5 be received and
filed.,
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Motion Carried.
7.2.1 Resolution from the Township of Malahide regarding road safety
concerns on Imperial Road between Glencolin Line and College
Line
7.2.2 Resolution of the Municipality of Bayham regarding dangerous
driving on Plank Road, Eden
7.2.3 Association of Municipalities Ontario 2022 Annual Report
7.2.4 Quad County Support Services Summer Newsletter
7.2.5 Letter from OPP Municipal Policing Bureau regarding the
distribution of police record check revenue to municipalities
8. OTHER BUSINESS
8.1 Statements/Inquiries by Members
8.1.1 Warden Ketchabaw - Birthday Wishes
Warden Ketchabaw wished Councillor Noble a happy birthday.
8.1.2 Warden Ketchabaw - 2023 Warden's Golf Tournament
Warden Ketchabaw congratulated and thanked all participants and
sponsors for their involvement in the Warden's Charity Golf
Tournament. The Warden informed Council that the tournament raised
$19,000 for four local charities across Elgin County who address the
worthy causes of homelessness and inclusivity. The Warden thanked
staff volunteers who contributed their time to this effort.
8.2 Notice of Motion
None.
8.3 Matters of Urgency
None.
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 - August 8, 2023 Closed Meeting Minutes
Closed Meeting Item #2 - Advice - Facilities
(f) advice that is subject to solicitor -client privilege, including communications
necessary for that purpose.
Motion Carried.
9.1 Closed Meeting Minutes - August 8, 2023
9.2 Director of Legal Services - Advice - Facilities
10. MOTION TO RISE AND REPORT
Council recessed at 9:59 a.m. and reconvened at 10:12 a.m.
Moved by: Councillor Hentz
Seconded by: Councillor Sloan
RESOLVED THAT we do now rise and report.
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Motion Carried.
Closed Meeting Item #1: August 8, 2023 Closed Meeting Minutes
Moved by: Councillor Noble
Seconded by: Councillor Widner
RESOLVED THAT the August 8, 2023 closed meeting minutes be adopted.
Motion Carried.
Closed Meeting Item #2 - Advice - Facilities
Moved by: Councillor Sloan
Seconded by: Deputy Warden Jones
RESOLVED THAT the confidential report from the Director of Legal Services be
received for information.
Motion Carried.
MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE
WHOLE
Moved by: Councillor Widner
Seconded by: Councillor Hentz
RESOLVED THAT we do now adopt recommendations of the Committee of the
Whole.
Motion Carried.
CONSIDERATION OF BY-LAWS
12.1 By -Law No. 23-36 Confirmation
BEING a By -Law to Confirm Proceedings of the Municipal Council of the
Corporation of the County of Elgin at the September 12, 2023 Meeting.
Moved by: Deputy Warden Jones
Seconded by: Councillor Noble
RESOLVED THAT By -Law No. 23-36 be now read a first, second, and
third time and finally passed.
Motion Carried.
ADJOURNMENT
Moved by: Councillor Widner
Seconded by: Deputy Warden Jones
RESOLVED THAT we do now adjourn at 10:42 a.m. to meet again on
September 26, 2023 at 9:00 a.m.
Motion Carried.
Don ropshire,
Chief Administrative Officer/Clerk.
Ketchabaw,
Warden.
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