30 - December 6, 2023 County Council Meeting MinutesElginCounty
Elgin County Council
Minutes
December 6, 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 Jack Couckuyt
Councillor Andrew Sloan
Councillor Todd Noble
Councillor Mike Hentz
Councillor Richard Leatham
Staff Present: Don Shropshire, Chief Administrative Officer/Clerk
Amy Thomson, Director of Human Resources
Michele Harris, Director of Homes and Seniors Services
Nicholas Loeb, Director of Legal Services
Peter Dutchak, Director of Engineering Services
Jenna Fentie, Manager of Administrative Services/Deputy Clerk
Andrea Loughlean, Manager of Emergency Management &
Elgin -Middlesex Regional Fire School
Stefanie Heide, Legislative Services Coordinator
Jessica Silcox, Corporate Communications and Engagement
Coordinator
1. CALL TO ORDER
The meeting convened at 9:00 a.m. with Warden Ketchabaw in the Chair.
2. ADOPTION OF MINUTES
Moved by: Councillor Hentz
Seconded by: Councillor Couckuyt
RESOLVED THAT the minutes of the Regular Council Meeting and the Special
Council Meeting held on November 28, 2023 be adopted.
Motion Carried.
3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE
THEREOF
None.
4. PRESENTING PETITIONS, PRESENTATIONS AND DELEGATIONS
I"M
5. COMMITTEE OF THE WHOLE
Moved by: Councillor Noble
Seconded by: Councillor Leatham
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 November 2023
2023 Warden Ketchabaw presented the report detailing his Warden's
activities for November 2023.
Moved by: Councillor Leatham
Seconded by: Deputy Warden Jones
RESOLVED THAT the report titled "Warden's Activity Report November
2023" dated December 6, 2023 from 2023 Warden Ed Ketchabaw be
received and filed.
Motion Carried.
6.2 Director of Homes and Seniors Services - Homes — Policies and
Procedures
The Director of Homes and Seniors Services presented the report seeking
Council's approval for delegation of approval of Homes policies and
procedures for the three County of Elgin Homes.
Moved by: Councillor Sloan
Seconded by: Councillor Gigu6re
RESOLVED THAT the report titled "Homes — Policies and Procedures"
dated December 6, 2023 from the Director of Homes and Seniors
Services be received and filed; and
THAT Council authorize the Director of Homes and Seniors Services to
approve legislatively required, mandatory Homes policies and procedures
provided that the appropriate persons have reviewed and provided
approval.
Motion Carried.
6.3 Manager of Emergency Management & Elgin -Middlesex Regional Fire
School - Request for additional resource
The Manager of Emergency Management & Elgin -Middlesex Regional
Fire School presented the report to Council seeking approval to add a Fire
Training Coordinator FTE position to balance the workload and improve
efficiency and productivity within the department.
Moved by: Deputy Warden Jones
Seconded by: Councillor Noble
RESOLVED THAT Elgin County Council approve the addition of a Fire
Training Coordinator position in the Emergency Management department.
Motion Carried.
6.4 Corporate Communications & Engagement Coordinator and
Accessibility Coordinator - Refreshing the Elgin County Brand:
Addressing Accessibility Requirements
The Corporate Communications and Engagement Coordinator provided a
presentation seeking Council's approval of a refreshed Elgin County Logo
that addresses accessibility requirements.
Moved by: Councillor Hentz
Seconded by: Councillor Leatham
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RESOLVED THAT the report titled "Refreshing the Elgin County Brand:
Addressing Accessibility Requirements" dated December 6, 2023, from
the Corporate Communications & Engagement Coordinator, and
Accessibility Coordinator, be received and filed; and
THAT the refreshed County of Elgin logo be approved as presented.
Motion Carried.
6.5 Director of Engineering Services - Geotechnical Services — Slope
Rehabilitation Works (Fingal Line and Glen Erie Line)
The Director of Engineering Services presented a report to Council with
the information supporting a recommendation of awarding geotechnical
investigative works on Fingal Line and Glen Erie Line as a single source
purchase of services as supported by the County's Procurement Policy.
Moved by: Councillor Noble
Seconded by: Deputy Warden Jones
RESOLVED THAT Englobe Corporation be retained to provide
geotechnical investigative, slope stability analysis and remediation design
services for the rehabilitation of unstable road slopes on Fingal Line and
Glen Erie Line in accordance with Section 4.7c(iii) of the County's
Procurement Policy.
Motion Carried.
6.6 Director of Engineering Services - Talbotville Bypass and Highway 3
Twinning — Public Information Centre 2 - Update
The Director of Engineering Services presented a report to Council
identifying a list of public comments for Council's consideration to be sent
to the Ministry of Transportation's Study Design Team.
Moved by: Councillor Noble
Seconded by: Councillor Sloan
RESOLVED THAT the report titled "Talbotville Bypass and Highway 3
Twinning — Public Information Centre 2 — Update" dated December 6,
2023 from the Director of Engineering Services be received and filed; and
THAT the list of comments identified in this report be sent to the Ministry
of Transportation's Study Design Team for consideration and inclusion in
their Transportation Environmental Study Report (TESR).
Motion Carried.
6.7 Director of Legal Services - Parts III & IX POA Interim Transfer
Agreement Extension
The Director of Legal Services presented a report seeking Council's
authorization of an extension of the Parts III and IX POA Interim Transfer
Agreement, extending the transfer of responsibility for Parts III and IX
prosecutions to January 3, 2026.
Moved by: Councillor Leatham
Seconded by: Councillor Noble
RESOLVED THAT the report titled "Parts III & IX POA Interim Transfer
Agreement Extension" dated December 6, 2023 from the Director of Legal
Services be received and filed; and
THAT the Council of the County of Elgin authorize the Warden and
CAO/Clerk to execute the Parts III and IX Provincial Offences Act Interim
Transfer Agreement Extension.
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Motion Carried.
6.8 Director of Legal Services - Elgin / Re:Public Urbanism Agreement
2024 — Single Source
The Director of Legal Services presented a report seeking Council's
authorization to enter into an agreement with a planning consultant for the
delivery of planning services for 2024.
Moved by: Councillor Widner
Seconded by: Councillor Hentz
RESOLVED THAT the report titled "Elgin / Re:Public Urbanism Agreement
2024 — Single Source" dated December 6, 2023 from the Director of Legal
Services be received and filed; and
THAT Council of the County of Elgin authorize the Warden and CAO/Clerk
to execute an agreement for planning services between Elgin County and
10042986 Canada Inc. o/a Re:Public Urbanism for 2024.
Motion Carried.
6.9 Director of Legal Services - Extension of Medavie EMS Services
Agreement
The Director of Legal Services presented the report seeking Council's
authorization of an extension of the in -force Land Ambulance Services
Agreement with Medavie EMS Elgin Ontario Incorporated for a period of
up to six (6) months while the parties complete negotiations regarding a
new, longer term contract.
Moved by: Councillor Giguere
Seconded by: Councillor Hentz
RESOLVED THAT the report titled "Extension of Medavie EMS Services
Agreement" dated December 6, 2023 from the Director of Legal Services
be received and filed; and
THAT Council authorize an extension of the Elgin County / Medavie EMS
Elgin Ontario Incorporated agreement for Land Ambulance Services for a
period of up to six (6) months, with the parties agreeing that adjustments
retroactive to January 1, 2024 may occur subsequent to the completion of
negotiations between the parties; and
THAT Council authorize the CAO/Clerk to execute extension(s) of any
ambulance base lease or land ambulance vehicle lease as between Elgin
and Medavie EMS Elgin Ontario Inc. that may be required to conform to
the extension of land ambulance services.
Motion Carried.
7. COUNCIL CORRESPONDENCE
7.1 Items for Consideration
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7.2 Items for Information (Consent Agenda)
Moved by: Councillor Couckuyt
Seconded by: Deputy Warden Jones
RESOLVED THAT correspondence items 7.2.1 - 7.2.2 be received and
filed; and
THAT the Warden be directed to send a letter to the chair of the Thames
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Valley District School Board detailing Elgin County Council's concerns
regarding the pause of the school resource officer program in schools.
Motion Carried.
7.2.1 Letter to TVDSB Chair from Dave Jenkins, Elgin Group Police
Services Board Chair expressing concerns regarding the pause of
School Resource Officer program in schools.
7.2.2 St. Thomas -Elgin Second Stage Housing Newsletter, Fall/Winter
2023
8. OTHER BUSINESS
8.1 Statements/Inquiries by Members
8.1.1 Councillor Giguere - National Day of Remembrance and Action on
Violence Against Women
Councillor Giguere stated that today marks the anniversary of the
massacre at Ecole Polytechnique Montreal, encouraged those in the
room to reflect on how they will commit to contributing to the solution to
violence against women, and stated that all forms of violence against
women must end.
8.1.2 Warden Ketchabaw - Committee Appointments
Warden Ketchabaw stated that the Committees of Council are one (1)
year appointments, with the exception of the Rural Initiatives and
Planning Advisory Committee which is established for a four (4) year
term. Warden Ketchabaw asked Council to consider their
appointments and to let him know of any desired changes in the next
few weeks so adjustments can be made for early January 2024.
8.1.3 Warden Ketchabaw - Holiday Greetings
Warden Ketchabaw wished a happy and safe holiday season to all on
behalf of County Council.
8.2 Notice of Motion
None.
8.3 Matters of Urgency
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9. CLOSED MEETING ITEMS
Moved by: Councillor Widner
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 - Closed Meeting Minutes - November 28, 2023, Regular
Meetinq of Council and Special Meeting of Council
Closed Meeting Item #2 - Advice re Potential Litigation
(b) personal matters about an identifiable individual, including municipal or local
board employees; and (e) litigation or potential litigation, including matters before
administrative tribunals, affecting the municipality or local board; and (f) advice
that is subject to solicitor -client privilege, including communications necessary for
that purpose.
Motion Carried.
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9.1 Closed Meeting Minutes - November 28, 2023, Regular Meeting of
Council and Special Meeting of Council
9.2 Director of Legal Services - Advice re Potential Litigation
10. MOTION TO RISE AND REPORT
Moved by: Deputy Warden Jones
Seconded by: Councillor Hentz
RESOLVED THAT we do now rise and report.
Motion Carried.
Closed Meeting Item #1 - Closed Meeting Minutes - November 28, 2023 Regular
Meeting of Council and Special Meeting of Council
Moved by: Councillor Giguere
Seconded by: Councillor Noble
RESOLVED THAT the closed meeting minutes of the Regular Meeting of Council
and the Special Meeting of Council held on November 28, 2023 be adopted.
Motion Carried.
Closed Meeting Item #2 - Advice re Potential Litigation
Moved by: Councillor Sloan
Seconded by: Councillor Leatham
RESOLVED THAT the report titled "Advice re Potential Litigation" dated
December 6, 2023 from the Director of Legal Services be received for
information; and
THAT the Director of Legal Services proceed as directed.
Motion Carried.
11. MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE
WHOLE
Moved by: Deputy Warden Jones
Seconded by: Councillor Noble
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. 23-47 Chief Administrative Officer/Clerk Appointment
BEING a By -Law to Appoint Blaine Parkin as Chief Administrative
Officer/Clerk and to Repeal By -Law No. 23-25.
Moved by: Councillor Widner
Seconded by: Councillor Couckuyt
RESOLVED THAT By -Law No. 23-47 be now read a first, second, and
third time and finally passed.
Motion Carried.
12.2 By -Law No. 23-48 Confirmation
BEING a By -Law to Confirm Proceedings of the Municipal Council of the
Corporation of the County of Elgin at the December 5 & 6, 2023 Meetings.
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Moved by: Councillor Sloan
Seconded by: Councillor Leatham
RESOLVED THAT By -Law No. 23-48 be now read a first, second, and
third time and finally passed.
Motion Carried.
ADJOURNMENT
Moved by: Councillor Widner
Seconded by: Councillor Hentz
RESOLVED THAT we do now adjourn at 11:01 a.m. to meet again on January 9,
2024 at 9:00 a.m.
Motion Carried.
Blaine Parkin,
Chief Administrative Officer/Clerk.
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Ketchabaw,
Warden.
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