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08 - April 9, 2024 County Council MinutesElgin County Council Minutes April 9, 2024, 9:00 a.m. Council Chambers 450 Sunset Drive St. Thomas ON Members Present: Warden Ed Ketchabaw Deputy Warden Grant Jones Councillor Dominique Gigu6re Councillor Mark Widner Councillor Jack Couckuyt Councillor Andrew Sloan Councillor Todd Noble Councillor Mike Hentz Councillor Taraesa Tellier Members Absent: Councillor Richard Leatham Staff Present: Blaine Parkin, Chief Administrative Officer/Clerk Nicholas Loeb, Director of Legal Services Brian Masschaele, Director of Community & Cultural Services Peter Dutchak, Director of Engineering Services Paul Hicks, Acting Manager of Planning (virtual) Katherine Thompson, Manager of Administrative Services/Deputy Clerk Natalie Marlowe, Manager of Library Services 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: Deputy Warden Jones Seconded by: Councillor Couckuyt RESOLVED THAT the minutes of the meeting held on March 26, 2024 be adopted. Motion Carried. 3. Disclosure of Pecuniary Interest and the General Nature Thereof Councillor Widner declared a pecuniary interest in regards to Item 6.6 - Director of Engineering Services - Engineering Services for Multiple Bridge Rehabilitations - Contract Award. Councillor Widner will not participate in the discussion or vote on this item. 4. Presenting Petitions, Presentations and Delegations 0 5. Committee of the Whole Moved by: Councillor Hentz Seconded by: Councillor Sloan 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 (March 2024) Warden Ketchabaw presented the report detailing his activities for the month of March 2024. Moved by: Councillor Tellier Seconded by: Councillor Noble RESOLVED THAT the report titled "Warden's Activity Report (March 2024)" dated March 26, 2024 from Warden Ketchabaw be received and filed. Motion Carried. 6.2 Acting Manager of Planning - Municipality of Bayham Official Plan Amendment No. 36, Part of Lot 10, Concession 3, Municipality of Bayham, 55032 Vienna Line Council considered Item 6.2 following Item 6.3. The Acting Manager of Planning presented the report providing Council with the information necessary to provide direction as "Approval Authority" on Official Plan Amendment No. 36 adopted by the Council of the Municipality of Bayham. Moved by: Councillor Noble Seconded by: Deputy Warden Jones RESOLVED THAT the Council of the Corporation of the County of Elgin approves Official Plan Amendment No. 36 to the Official Plan of the Municipality of Bayham; and THAT staff be directed to provide notice of this decision in accordance with the requirements of the Planning Act. Motion Carried. 6.3 Director of Legal Services - PS 24-5 Land Division Committee Remuneration / Procedural Change The Director of Legal Services presented the report that advises Council of correspondence received from the Chair of the Land Division Committee ("LDC") requesting that Council consider adjustments to the LDC remuneration in order to seek direction on whether Council wishes to change the compensation of the LDC. Moved by: Councillor Widner Seconded by: Councillor Hentz RESOLVED THAT the report titled "PS 24-5 Land Division Committee Remuneration" dated April 9, 2024 from the Director of Legal Services be received and filed; and THAT the Director of Legal Services prepare the necessary amendments to By -Law No. 23-03 to adjust the remuneration of LDC members and By - Law No. 23-05 to revise the procedure of the LDC to be considered by Council at a future meeting. 2 Motion Carried. 6.4 Director of Community & Cultural Services - Library, Museum and Archives 2024 Service Update The Director of Community & Cultural Services and the Manager of Library Services presented the report providing County Council and the public with recent service and project updates for Elgin County Library, Elgin County Museum, and Elgin County Archives. Moved by: Councillor Couckuyt Seconded by: Councillor Tellier RESOLVED THAT the report titled "Library, Museum and Archives 2024 Service Update" dated April 9, 2024 from the Director of Community and Cultural Services be received and filed. Motion Carried. 6.5 Director of Engineering Services - Geographical Information Systems — Shared Service Agreement The Director of Engineering Services presented the report to Council on the shared service agreement that has been prepared to formalize the current arrangement between the County and the local municipal partners (LMPs), to define service expectations, and to provide mechanisms for additional services that could be provided by the County, all in regards to the web -based Geographic Information System (GIS) platform (called "Elgin GeoHub") that the County has established and operated since 2021 to meet the County's needs, and provide a service to our LMPs and the public. Moved by: Councillor Giguere Seconded by: Deputy Warden Jones RESOLVED THAT the report titled "Geographical Information Systems — Shared Service Agreement" dated April 9, 2024 from the Director of Engineering Services and the GIS and Asset Management Coordinator be received and filed; and THAT the Warden and Chief Administrative Officer be authorized and directed to execute the Geographical Information Systems Shared Service Agreement with Elgin's local municipal partners. Motion Carried. 6.6 Director of Engineering Services - Engineering Services for Multiple Bridge Rehabilitations — Contract Award Councillor Widner abstained from discussion and voting on Item 6.6. The Director of Engineering Services presented the report to Council to provide details on the Request for Proposal (RFP) that was issued to solicit proposals from firms to provide engineering services for the rehabilitation of multiple bridges and to seek Council's approval to award the contract. Moved by: Deputy Warden Jones Seconded by: Councillor Hentz RESOLVED THAT the contract for Engineering Services associated with the Rehabilitation of Multiple Bridges, Request for Proposal 2024-P07 be awarded to Spriet Associates London Limited in the amount of $279,900.00 (excluding HST); and 3 THAT the Warden and Chief Administrative Officer be directed and authorized to sign the contract. Motion Carried. 6.7 Director of Engineering Services - Cold In -Place Asphalt Recycling (Tender No. 2024-T11) and Hot Mix Asphalt Paving (Tender No. 2024- T12) - Tender Awards The Director of Engineering Services presented the report to Council summarizing the tenders that were advertised and issued as per the County's Procurement Policy for Cold In -Place Asphalt Recycling and Hot Mix Asphalt Paving on various roads as part of the 2024 Capital Budget and outlining the expenditures seeking Council's approval. Moved by: Councillor Widner Seconded by: Councillor Noble RESOLVED THAT Roto-Mill Inc. be selected to complete Cold In -Place Asphalt Recycling on various roads, Tender No. 2024-T11 at a total price of $2,628,071.93 inclusive of a $100,000 contingency allowance and exclusive of H.S.T.; and THAT Brantco Construction be selected to complete Hot Mix Asphalt Paving on various roads, Tender No. 2024-T12 at a total price of $4,567,904.30 inclusive of a $250,000 contingency allowance and exclusive of H.S.T.; and THAT the Warden and Chief Administrative Officer be directed and authorized to sign the contracts. 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 Widner RESOLVED THAT Correspondence Item #7.2.1 be received and filed; and THAT Elgin County Council support the resolution from the Township of Adelaide Metcalfe requesting the Province to increase Tile Drain Load Limit. Motion Carried. 7.2.1 St.Thomas-Elgin Public Art Centre 2023 Annual Report Councillor Giguere congratulated the St. Thomas -Elgin Public Arts Centre on another successful year and also noted that limited tickets are available for $50 for their fundraising event on Saturday, May 18, 2024 at the Red Tail Golf Course. 7.2.2 Resolution from the Township of Adelaide Metcalfe requesting the Province to increase Tile Drain Load Limit 8. Other Business 8.1 Statements/Inquiries by Members 8.1.1 Warden Ketchabaw - Solar Eclipse Emergency Operations L� Warden Ketchabaw expressed appreciation for all staff across Elgin County for smooth operations for the emergency management of the Total Solar Eclipse yesterday, Monday, April 8, 2024. The Chief Administrative Officer stated that a tremendous amount of people flowed into Elgin County and thanked Elgin's Local Municipal Partners for their outstanding work in managing their specific situations for the eclipse. The Chief Administrative Officer thanked the Elgin County Tourism Department, the Emergency Management Department, the Engineering Department, Central Elgin Fire Chief Ormerod, Southwold Fire Chief MacArthur, OPP Staff Sergeant Ian George and OPP Sergeant Mike Bradley. The Chief Administrative Officer stated that Elgin County was one of the only places advertised for eclipse viewing that had clear skies. Councillor Hentz stated that the Municipality of Dutton Dunwich was busy with thousands of people during the eclipse and that he hopes the visitors from out of the area will return in the future. Councillor Giguere stated that she saw many visitors in the area and thanked the public as everyone she observed were very respectful of property and contributed to a nice atmosphere. Councillor Tellier also thanked the public for their cooperation and the local partners, emergency services, and staff for their collaborative efforts. Councillor Widner stated the traffic at Port Bruce was unprecedented and that the washroom that was set up worked really well and that the local restaurants were busy over the supper hour. 8.1.2 Councillor Widner - Elgin County Women's Leadership Conference Councillor Widner promoted the Elgin County Women's Leadership Conference at the East Elgin Community Complex on Saturday, April 27, 2024 and noted that the ticket cut off date is April 19, 2024. 8.2 Notice of Motion None. 8.3 Matters of Urgency None. 9. Closed Meeting Items Moved by: Councillor Noble Seconded by: Councillor Giguere 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 - March 12, 2024 Closed Meeting Item #2 - Boundary Adjustment Matter Update (verbal) (f) advice that is subject to solicitor -client privilege, including communications necessary for that purpose; (h) information explicitly supplied in confidence to the municipality or local board by Canada, a province or territory or a Crown agency of any of them; and (k) a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board. Motion Carried. 5 9.1 Closed Meeting Minutes - March 12, 2024 9.2 Warden Ketchabaw - Boundary Adjustment Matter Update (verbal) 10. Motion to Rise and Report Moved by: Councillor Sloan Seconded by: Councillor Noble RESOLVED THAT we do now rise and report. Motion Carried. Closed Meeting Item #1 - Closed Meeting Minutes - March 12, 2024 Moved by: Deputy Warden Jones Seconded by: Councillor Sloan RESOLVED THAT the March 12, 2024 Closed Meeting Minutes be adopted. Motion Carried. Closed Meeting Item #2 - Boundary Adjustment Matter Update (verbal) Moved by: Councillor Widner Seconded by: Councillor Hentz RESOLVED THAT the verbal report from Warden Ketchabaw regarding Boundary Adjustment Matter be received and filed; and THAT staff proceed as directed. Motion Carried. 11. Motion to Adopt Recommendations from the Committee of the Whole Moved by: Councillor Giguere 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. 24-14 Confirmation BEING a By -Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the April 9, 2024 Meeting. Moved by: Councillor Tellier Seconded by: Deputy Warden Jones RESOLVED THAT By -Law No. 24-14 be now read a first, second, and third time and finally passed. Motion Carried. 13. Adjournment Moved by: Councillor Tellier Seconded by: Councillor Sloan RESOLVED THAT we do now adjourn at 11:03 a.m. to meet again on April 30, 2024 at 9:00 a.m. Motion Carried. 0 Blaine Parkin, Ed Ketchabaw, Chief Administrative Officer/Clerk. Warden.