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
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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.
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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
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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
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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.
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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.
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Blaine Parkin,
Ed Ketchabaw,
Chief Administrative Officer/Clerk. Warden.