02 - January 30, 2024 County Council MinutesElgin County Council
Minutes
January 30, 2024, 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 Jack Couckuyt (virtual)
Councillor Andrew Sloan (virtual)
Councillor Todd Noble
Councillor Mike Hentz
Councillor Richard Leatham
Staff Present: Blaine Parkin, Chief Administrative Officer/Clerk
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
Peter Dutchak, Director of Engineering Services
Jenna Fentie, Manager of Administrative Services/Deputy Clerk
Carolyn Krahn, Manager of Economic Development, Tourism &
Strategic Initiatives
Stefanie Heide, Legislative Services Coordinator
Dave Colvin, CEMC
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 Hentz
Seconded by: Councillor Leatham
RESOLVED THAT the minutes of the meeting held on January 9, 2024 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 Widner
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 Warden Ketchabaw - Annual Council Committee Update — Terrace
Lodge Redevelopment Steering Committee
Warden Ketchabaw presented the report detailing the activities of the
Terrace Lodge Redevelopment Steering Committee in 2023.
Moved by: Deputy Warden Jones
Seconded by: Councillor Noble
RESOLVED THAT the report titled "Annual Council Committee Update —
Terrace Lodge Redevelopment Steering Committee" dated January 30,
2024 from Warden Ketchabaw be received and filed.
Motion Carried.
6.2 Warden Ketchabaw - Annual Council Committee Update — Human
Resources Committee
Warden Ketchabaw presented the report detailing the activities of the
Human Resources Committee in 2023.
Moved by: Councillor Noble
Seconded by: Councillor Giguere
RESOLVED THAT the report titled "Annual Council Committee Update
Human Resources Committee" dated January 30, 2024 from Warden
Ketchabaw be received and filed.
Motion Carried.
6.3 Warden Ketchabaw - Annual Council Committee Update — Rural
Initiatives and Planning Advisory Committee 2023
Warden Ketchabaw presented the report detailing the activities of the
Rural Initiatives and Planning Advisory Committee in 2023.
Moved by: Councillor Leatham
Seconded by: Councillor Noble
RESOLVED THAT the report titled "Annual Council Committee Update —
Rural Initiatives and Planning Advisory Committee 2023" dated January
30, 2024 from Warden Ketchabaw be received and filed.
Motion Carried.
6.4 Manager of Economic Development, Tourism & Strategic Initiatives -
Sponsorship Requests — Impact Awards, Elgin Women's Leadership
Conference, and the International Women's Day Celebration
The Manager of Economic Development, Tourism & Strategic Initiatives
presented the report that recommends Council support sponsorship
requests received for three events in Elgin County, and recommends that
staff develop a policy to provide clear guidelines for evaluating and
responding to sponsorship requests.
Moved by: Deputy Warden Jones
Seconded by: Councillor Giguere
RESOLVED THAT staff be directed to obtain additional event budget
information from the St. Thomas & District Chamber of Commerce, the
Elgin Women's Leadership Conference, and the Elgin Business Resource
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Centre in advance of Council's consideration of providing sponsorship
funding; and
THAT staff be directed to develop and present to Council a policy to
govern how the department responds to requests for sponsorships.
Defeated.
Moved by: Councillor Widner
Seconded by: Councillor Hentz
RESOLVED THAT Elgin County Economic Development supports the
Impact Awards with a sponsorship of $2,500; and
THAT Elgin County Economic Development supports the Elgin Women's
Leadership Conference with a sponsorship of $250; and
THAT Elgin County Economic Development support the Elgin Business
Resource Centre's International Women's Day Celebration with a
sponsorship of $4,000; and
THAT staff develop and present to Council a policy to govern how the
department responds to requests for sponsorships.
Motion Carried.
6.5 Manager of Emergency Management & Elgin -Middlesex Regional Fire
School - Legacy Wells Initiative
The Chief Administrative Officer/Clerk presented the report on behalf of
the Manager of Emergency Management & Elgin -Middlesex Regional Fire
School that details the Ontario government's strategy to address the issue
of Legacy Wells.
Moved by: Councillor Hentz
Seconded by: Councillor Leatham
RESOLVED THAT the report titled "Legacy Wells Initiative" dated January
30, 2024 from the Manager of Emergency Management & Elgin -Middlesex
Regional Fire School be received and filed.
Motion Carried.
6.6 Director of Community and Cultural Services - Guidelines for
Rural/Urban Public Library Systems, 4th Edition
The Director of Community and Cultural Services presented the report that
provides an overview of the Guidelines for Rural/Urban Public Library
Systems (4th Edition, 2023) and the changes made to the guidelines since
County Council received the 3rd edition in 2017, and recommends that the
guidelines be used as a reference document for future library planning.
Moved by: Councillor Noble
Seconded by: Councillor Giguere
RESOLVED THAT the Guidelines for Rural/Urban Public Library Systems
(4th Edition, 2023) be received as a reference document for Elgin County
Library planning purposes.
Motion Carried.
6.7 Director of Engineering Services - Elgin Manor Waste Water
Treatment Plant - Request for Additional Capacity
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The Director of Engineering Services presented the report detailing the
request received from the Thames Valley District School Board to
increase the sewage allocation for Southwold Public School at the Elgin
Manor Wastewater Treatment Plant, and recommends that Council
support the request.
Moved by: Deputy Warden Jones
Seconded by: Councillor Noble
RESOLVED THAT the County of Elgin accept an increase in sewage flow
from the Southwold Public School to be treated at the Elgin Manor Waste
Water Treatment Plant as requested by the Thames Valley District School
Board; and
THAT staff be directed to update the existing service agreement between
the County of Elgin and the Thames Valley District School Board in order
to be consistent with other agreements and to reflect the current cost
recovery formula.
Motion Carried.
7. Council Correspondence
7.1 Items for Consideration
None.
7.2 Items for Information (Consent Agenda)
Moved by: Councillor Hentz
Seconded by: Councillor Leatham
RESOLVED THAT Correspondence Items #7.2.1 - 7.2.4 be received and
filed.
Motion Carried.
7.2.1 AMCTO MFIPPA Working Group Advocacy Package and Letter of
Appreciation
7.2.2 Quad County Support Services Annual Report and Newsletter
7.2.3 Kinsmen Club of Aylmer - Fundraising Gala in support of the
Terrace Lodge Comforts of Home Fundraising Campaign
7.2.4 Greg Fentie, President, Elgin Federation of Agriculture with a
letter requesting that County Council maintain the Farm Class Tax
Rate at 0.23 per cent for the 2024 Property Tax year.
8. Other Business
8.1 Statements/Inquiries by Members
8.1.1 Councillor Widner - Joint Planning
Councillor Widner asked whether there is any interest in centralized
planning among the local municipalities. The Chief Administrative
Officer/Clerk noted that staff have developed a job description for a
Director of Planning, and pending final budget approval, recruitment
will move forward as quickly as possible, and he will be reaching out to
member municipalities to continue to build a plan for centralized
planning services. Councillor Hentz stated that it is difficult for small
municipalities to hire the expertise required and fully supports the
centralized planning initiative, and that Dutton Dunwich looks forward
to participating. Deputy Warden Jones stated that Southwold is on
board as well.
8.1.2 Councillor Noble - Southwestern Public Health Budget
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Councillor Noble recommended that, during budget deliberations, it is
important that the County look closely at the budget increase from
Southwestern Public Health, and noted that the increase this year is
55%, which is approximately 4% of the County budget and a 300%
increase since 2018. Warden Ketchabaw noted that the Budget
Committee will be meeting later today and it will be part of the agenda.
8.1.3 Warden Ketchabaw - ROMA Conference Update
Warden Ketchabaw stated that members of Elgin County and the Local
Municipal Partners attended the Rural Ontario Municipal Association
(ROMA) Conference last week, and noted that representatives from
the County had the opportunity to meet with Minister Flack and had
worthwhile discussions. Warden Ketchabaw stated that while Elgin
County did not participate in delegations on its own, SCOR was
involved in nine (9) with various ministries and Party Leaders, and the
Western Ontario Wardens Caucus (WOWC) were involved in eight (8)
delegations. The Warden noted that he participated in about eight (8)
delegations between these two organizations. Warden Ketchabaw
stated that the delegations involved discussions regarding electrical
systems, and community transit programs.
8.2 Notice of Motion
None.
8.3 Matters of Urgency
None.
9. Closed Meeting Items
Moved by: Councillor Noble
Seconded by: Councillor Widner
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 - January 9, 2024
Closed Meeting Item #2 - Potential Disposition of Land
(c) a proposed or pending acquisition or disposition of land by the municipality or
local board.
Closed Meeting Item #3 - Collective Bargaining Update
(d) labour relations or employee negotiations.
Motion Carried.
9.1 Closed Meeting Minutes - January 9, 2024
9.2 Director of Engineering Services - Potential Disposition of Land
9.3 Director of Human Resources - Collective Bargaining update
9.4 Director of Financial Services/Treasurer - Advice re Potential
Property Litigation (additional item added by Council resolution)
10. Motion to Rise and Report
Moved by: Councillor Widner
Seconded by: Councillor Noble
RESOLVED THAT we do now rise from Closed Session in order to add an item
to the Closed Meeting Agenda.
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Motion Carried.
Moved by: Deputy Warden Jones
Seconded by: Councillor Noble
RESOLVED THAT Council consider an additional item in Closed Session under
Municipal Act Section 239 (2) (e) (f) for the purposes of advice regarding
potential property litigation.
Motion Carried.
Moved by: Councillor Leatham
Seconded by: Deputy Warden Jones
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 - January 9, 2024
Closed Meeting Item #2 - Potential Disposition of Land
(c) a proposed or pending acquisition or disposition of land by the municipality or
local board.
Closed Meeting Item #3 Collective Bar aq ininq Update
(d) labour relations or employee negotiations.
Closed Meeting Item #4 - Advice re Potential Property Litigation
(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.
Moved by: Councillor Leatham
Seconded by: Councillor Widner
RESOLVED THAT we do now rise and report.
Motion Carried.
Closed Meetinq Item #1 - Closed Meeting Minutes - January 9, 2024
Moved by: Councillor Noble
Seconded by: Deputy Warden Jones
RESOLVED THAT the January 9, 2024 Elgin County Council Closed Meeting
Minutes be adopted.
Motion Carried.
Closed Meeting Item #2 - Potential Disposition of Land
Moved by: Councillor Hentz
Seconded by: Councillor Noble
RESOLVED THAT Council dispose of lands in Dutton for nominal cost to the
Dutton Lions provided that the Dutton Lions are responsible for all out of pocket
expenses of the County; and
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THAT the Director of Engineering is authorized to execute any documents
necessary to give effect to the transfer.
Motion Carried.
Closed Meeting Item #3 - Collective Bargaining Update
Moved by: Deputy Warden Jones
Seconded by: Councillor Widner
RESOLVED THAT the confidential report from the Director of Human Resources
be received for information; and
THAT staff proceed as directed.
Motion Carried.
Closed Meeting Item #4 - Advice re Potential Property Litigation
Moved by: Councillor Noble
Seconded by: Councillor Sloan
RESOLVED THAT the confidential report from the Director of Financial
Services/Treasurer be received for information.
Motion Carried.
11. Motion to Adopt Recommendations from the Committee of the Whole
Moved by: Councillor Sloan
Seconded by: Deputy Warden Jones
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. 24-03 Non -Union Economic Adjustment
BEING a By -Law to Establish Remuneration Rates for Employees
Covered by the Job Evaluation Scale.
Moved by: Deputy Warden Jones
Seconded by: Councillor Sloan
RESOLVED THAT By -Law No. 24-03 be now read a first, second, and
third time and finally passed.
Motion Carried.
12.2 By -Law No. 24-04 Confirmation
Being a By -Law to Confirm Proceedings of the Municipal Council of the
Corporation of the County of Elgin at the January 30, 2024 Meeting.
Moved by: Councillor Leatham
Seconded by: Councillor Hentz
RESOLVED THAT By -Law No. 24-04 be now read a first, second, and
third time and finally passed.
Motion Carried.
13. Adjournment
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Moved by: Councillor Widner
Seconded by: Councillor Noble
RESOLVED THAT we do now adjourn at 10:39 a.m. to meet again on February
13, 2024 at 9:00 a.m.
Motion Carried.
Blaine Parkin,
Chief Administrative Officer/Clerk.
Ed Ketchabaw,
Warden.