04 - February 13, 2024 County Council MinutesElgin County Council
Minutes
February 13, 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
Councillor Mark Widner
Councillor Jack Couckuyt (virtual)
Councillor Todd Noble
Councillor Mike Hentz (virtual)
Members Absent: Councillor Andrew Sloan (with notice)
Councillor Richard Leatham (with notice)
Staff Present: Blaine Parkin, Chief Administrative Officer/Clerk
Brian Masschaele, Director of Community & Cultural Services
Amy Thomson, Director of Human Resources
Nicholas Loeb, Director of Legal Services
Jenna Fentie, Manager of Administrative Services/Deputy Clerk
Mike Hoogstra, Manager of Purchasing and Risk
Ryan Terpstra, Manager of Corporate Facilities
Paul Clarke, Planning Technician/Secretary-Treasurer of the
Land Division Committee
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 Widner
Seconded by: Councillor Noble
RESOLVED THAT the minutes of the January 30, 2024 Regular Meeting of
Council and the February 6, 2024 Special Meeting of Council be adopted.
Motion Carried.
3. Disclosure of Pecuniary Interest and the General Nature Thereof
None.
4. Presenting Petitions, Presentations and Delegations
4.1 William Vanraes, Inclusive Communities Consulting & Life Skills -
Project Lifesaver Funding Request
William Vanraes from Inclusive Communities Consulting & Life Skills
provided a presentation to Council on Project Lifesaver, and requested
funding in the amount of $6,000 to purchase equipment for the program.
Moved by: Deputy Warden Jones
Seconded by: Councillor Widner
RESOLVED THAT the presentation from William Vanraes from Inclusive
Communities Consulting and Life Skills be received and filed; and
THAT the request for funding for Project Lifesaver be referred to the Elgin
County Rural Initiatives & Planning Advisory Committee for consideration.
Motion Carried.
5. Committee of the Whole
Moved by: Deputy Warden Jones
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 - Warden's Activity Report (January 2024)
Warden Ketchabaw presented the report detailing his activities for the
month of January 2024.
Moved by: Councillor Noble
Seconded by: Deputy Warden Jones
RESOLVED THAT the report titled "Warden's Activity Report (January
2024)" dated February 13, 2024 from Warden Ketchabaw be received and
filed.
Motion Carried.
6.2 2023 Land Division Committee Chairman - Elgin County Land
Division Activities for 2023
The Planning Technician/Secretary-Treasurer of the Elgin County Land
Division Committee (LDC) presented the report detailing the activities of
the LDC in 2023 on behalf of the 2023 Chair of the LDC.
Moved by: Councillor Noble
Seconded by: Councillor Hentz
RESOLVED THAT the report titled "Elgin County Land Division Activities
for 2023" from the Elgin County Land Division Committee Chair and the
Secretary -Treasurer, dated February 13, 2024 be received and filed for
information.
Motion Carried.
6.3 Director of Human Resources - Annual Council Committee Update —
Joint Accessibility Advisory Committee
The Director of Human Resources presented the report that details the
activities of the Elgin/Central Elgin Joint Accessibility Advisory Committee
in 2023.
Moved by: Deputy Warden Jones
Seconded by: Councillor Widner
RESOLVED THAT the report titled "Annual Council Committee Update —
Joint Accessibility Advisory Committee" dated January 30, 2024 from the
Director of Human Resources be received and filed.
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Motion Carried.
6.4 Manager of Procurement & Risk - Procurement Activity Report Q4
(October 1, 2023 to December 31, 2023)
The Manager of Procurement & Risk presented the report containing the
details relevant to the exercise of delegated authority for all contracts
awarded that exceed $15,000 during the period of October 1, 2023 to
December 31, 2023.
Moved by: Councillor Noble
Seconded by: Councillor Hentz
RESOLVED THAT the report titled "Procurement Activity Report Q4
(October 1, 2023 to December 31, 2023)" dated February 13, 2024 from
the Manager of Procurement & Risk be received and filed.
Motion Carried.
6.5 Manager of Corporate Facilities - Contract Award - Corporate Facility
Contract Cleaning Services
The Manager of Corporate Facilities presented the report seeking
Council's approval to award the contract for cleaning services for the
Administration Building, Heritage Centre, and POA Courthouse to
Corporate Mirror Inc.
Moved by: Deputy Warden Jones
Seconded by: Councillor Giguere
RESOLVED THAT Contract Cleaning Services for the Administration
Building, Heritage Centre and POA Courthouse be awarded to Corporate
Mirror Inc. for a two-year term at a total price of $248,583 plus HST; and
THAT staff be authorized to extend the cleaning contract for an additional
three (3) one-year terms, in accordance with section 7.6 of the
Procurement Policy, subject to satisfactory performance during the initial
two-year contract term; and
THAT the Warden and Chief Administrative Officer be authorized to sign
the contract.
Motion Carried.
7. Council Correspondence
7.1 Items for Consideration
None.
7.2 Items for Information (Consent Agenda)
Moved by: Councillor Noble
Seconded by: Deputy Warden Jones
RESOLVED THAT Correspondence Items #7.2.1 and 7.2.2 be received
and filed.
Motion Carried.
7.2.1 Elgin Ontario Health Team Quarterly Report
7.2.2 Elgin County Drowning Prevention Coalition 2023 Recap
8. Other Business
8.1 Statements/Inquiries by Members
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8.2 Notice of Motion
None.
8.3 Matters of Urgency
None.
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 Meetinq Minutes - January 30, 2024
Closed Meetinq Item #2 - Organizational Update
(b) personal matters about an identifiable individual, including municipal or local
board employees.
Closed Meeting Item #3 - Advice re Potential Litigation
(e) litigation or potential litigation, including matters before administrative
tribunals, affecting the municipality or local board; and (f) advice that subject to
solicitor -client privilege, including communications necessary for that purpose.
Motion Carried.
9.1 Closed Meeting Minutes - January 30, 2024
9.2 Director of Community & Cultural Services - Organizational Update
9.3 Director of Legal Services - LS-3 — Advice re Potential Litigation
10. Motion to Rise and Report
Moved by: Councillor Giguere
Seconded by: Councillor Couckuyt
RESOLVED THAT we do now rise and report.
Motion Carried.
Closed Meeting Item #1 - Closed Meetinq Minutes - January 30, 2024
Moved by: Councillor Widner
Seconded by: Councillor Noble
RESOLVED THAT the Closed Meeting Minutes from the meeting held on
January 30, 2024 be adopted.
Motion Carried.
Closed Meeting Item #2 - Organizational Update
Moved by: Councillor Giguere
Seconded by: Councillor Noble
RESOLVED THAT the confidential report from the Director of Community and
Cultural Services be received for information.
Motion Carried.
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Closed Meeting Item #3 - Advice re Potential Litigation
Moved by: Deputy Warden Jones
Seconded by: Councillor Widner
RESOLVED THAT the confidential report from the Director of Legal Services be
received for information; and
THAT the Director of Legal Services proceed as directed.
Motion Carried.
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.
Consideration of By -Laws
12.1 By -Law No. 24-06 Confirmation
BEING a By -Law to Confirm Proceedings of the Municipal Council of the
Corporation of the County of Elgin at the February 13, 2024 Meeting.
Moved by: Councillor Giguere
Seconded by: Councillor Hentz
RESOLVED THAT By -Law No. 24-06 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 9:51 a.m. to meet again on February
27, 2024 at 9:00 a.m.
Motion Carried.
Blaine Parkin,
Chief Administrative Officer/Clerk.
Ed Ketchabaw,
Warden.
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