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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 2 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 3 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 12 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. 61 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 0 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 7 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.