Loading...
20 - October 8, 2024 County Council MinutesElgin County Council Minutes October 8, 2024, 9:00 a.m. Council Chambers 450 Sunset Drive St. Thomas ON Members Present: Warden Ed Ketchabaw Deputy Warden Grant Jones Councillor Mark Widner Councillor Jack Couckuyt Councillor Andrew Sloan Councillor Mike Hentz Councillor Richard Leatham Members Absent: Councillor Dominique Giguere (with notice) Councillor Todd Noble (with notice) Staff Present: Blaine Parkin, Chief Administrative Officer/Clerk Brian Masschaele, Director of Community & Cultural Services Michele Harris, Director of Homes and Seniors Services (virtual) Jennifer Ford, Director of Financial Services/Treasurer Nicholas Loeb, Director of Legal Services Peter Dutchak, Director of Engineering Services Mat Vaughan, Director of Planning and Development Katherine Thompson, Manager of Administrative Services/Deputy Clerk Mike Hoogstra, Manager of Purchasing and Risk Natalie Marlowe, Manager of Library Services Diana Morris, Senior Planner Seanin Steele, Digital Services Librarian Jenna Fentie, Legislative Services Coordinator 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 Hentz Seconded by: Councillor Leatham RESOLVED THAT the Open and Closed minutes of the meeting held on September 24, 2024 and the minutes of the Special Meeting of Council on October 2, 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: Deputy Warden Jones RESOLVED THAT we do now move into Committee of the Whole. Motion Carried. 6. Reports of Council, Outside Boards and Staff 6.1 Digital Services Librarian and Director of Community and Cultural Services - Launch of the Next Generation of the County's Website The Digital Services Librarian and Director of Community and Cultural Services presented the report informing Council that the next generation of the County's website is now live. The Digital Services Librarian led a demonstration of the site's features. Moved by: Councillor Hentz Seconded by: Councillor Couckuyt RESOLVED THAT the report titled "Launch of the Next Generation of the County's Website" from the Digital Services Librarian and Director of Community and Cultural Services dated October 8, 2024 be received and filed. Motion Carried. 6.2 Director of Engineering Services and Manager of Procurement and Risk — Engineering Services - Glen Erie Line Slope Rehabilitations — Contract Award The Director of Engineering presented the report providing Council with details on the Request for Proposal (RFP) that was issued to solicit proposals from firms to provide engineering services for the Glen Erie Line Slope Rehabilitation project and seeking approval from Council to award the contract. Moved by: Deputy Warden Jones Seconded by: Councillor Leatham RESOLVED THAT the contract for Engineering Services associated with the Glen Erie Line Slope Rehabilitation project, Request for Proposal 2024-P24 be awarded to Planmac Engineering Inc. in the amount of $252,151.00 (excluding HST); and THAT the Warden and Chief Administrative Officer/Clerk be directed and authorized to sign the contract. Motion Carried. 6.3 Director of Engineering Services - Calton Line Culvert Replacement (Tender No. 2024-T28) — Contract Award The Director of Engineering Services presented the report to Council providing information on the bids received for Tender No. 2024-T28 issued for a culvert replacement project on Calton Line (CR45) immediately east of Mitchell Road in the Municipality of Bayham and seeking Council's direction on awarding this tender. Moved by: Councillor Hentz Seconded by: Deputy Warden Jones RESOLVED THAT Cassidy Construction London Ltd. be selected to complete the Calton Line Culvert Replacement, Tender No. 2024-T28 at a 4 total price of $474,779.50, inclusive of a $35,000 contingency allowance and exclusive of HST.; and THAT the Warden and Chief Administrative Officer/Clerk be directed and authorized to sign the contract. Motion Carried. 6.4 Senior Planner - Municipality of Bayham Official Plan Amendment No. 37, Part of Lot 19, Concession 8, Municipality of Bayham, 55942 Maple Grove Line The Senior Planner presented the report providing Council with the information required to make a decision on Official Plan Amendment Number 37 (OPA No. 37) adopted by the Council of the Municipality of Bayham. Moved by: Councillor Widner Seconded by: Deputy Warden Jones RESOLVED THAT the Council of the Corporation of the County of Elgin approves Official Plan Amendment No. 37 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. 6.5 Director of Planning and Development - Population and Employment Projection Update The Director of Planning and Development presented the report seeking Council's approval to hire Hemson Consulting Ltd to update the County's Population and Employment projection study in order to account for the potential impact of the proposed development of the St. Thomas Psychiatric hospital lands. Moved by: Councillor Hentz Seconded by: Councillor Leatham RESOLVED THAT the report titled "Population and Employment Projection Update" from the Director of Planning and Development dated October 8, 2024 be received and filed; and THAT County Council approves to proceed with hiring Hemson Consulting Ltd., to update the County's Population and Employment Projections as a Single Source Procurement as permitted under section 4.7(c) of the County's Procurement Policy. Motion Carried. 6.6 Chief Administrative Officer/Clerk - Integrity Commissioner and Closed Meeting Investigator Services — Extension of Agreement The Chief Administrative Officer presented the report to Council providing details on the extension of the contract with Aird & Berlis LLP for Integrity Commissioner and Closed Meeting Investigator Services and for Council's consideration regarding authorizing the contract extension for an amended term. Moved by: Councillor Sloan Seconded by: Councillor Widner RESOLVED THAT the report titled "Integrity Commissioner and Closed Meeting Investigator Services - Extension of Agreement" from the Chief Administrative Officer/Clerk and Manager of Procurement & Risk dated 9 October 8, 2024 be received; and THAT the County of Elgin issue a Request for Proposal for Integrity Commissioner and Closed Meeting Investigator Services for a 2.5 year term to end on May 31, 2027. Motion Carried. 6.7 Director of Financial Services/Treasurer - 05-06 (2) Grant and Sponsorship Policy The Director of Financial Services/Treasurer presented the report providing more information as follow-up to questions from Council at the September 10, 2024 meeting of Council regarding the new Grant and Sponsorship Policy being developed. Moved by: Councillor Couckuyt Seconded by: Councillor Leatham RESOLVED THAT the report titled "05-06 (2) Grant and Sponsorship Policy" from the Director of Financial Services/Treasurer dated October 8, 2024 be approved for use during the 2025 budget process. Motion Carried. 6.8 Director of Financial Services/Treasurer - 2024 Quarter 2 Financial Review — Follow up Council recessed at 9:53 a.m. and reconvened at 10:06 a.m. The Director of Financial Services/Treasurer presented the report to Council providing follow up information relating to the amount of Wage Performance existing in the overall Quarter Financial Review in 2024, relative to Council's request at the September 24, 2024 Council meeting. Moved by: Deputy Warden Jones Seconded by: Councillor Widner RESOLVED THAT the report titled "2024 Quarter 2 Financial Review Follow up" from the Director of Financial Services/Treasurer dated October 8, 2024 be received and filed. Motion Carried. 6.9 Director of Financial Services/Treasurer - 2023 Year End and Financial Statement Review The Director of Financial Services/Treasurer presented the report providing information related to the year end results and the 2023 Financial Statements for Council's consideration. Rob Foster, CPA, CA, Partner of Graham Scott Enns LLP provided an overview of the Independent Auditor's Report on pages two (2) and three (3) in the Consolidated Financial Statements. Mr. Foster read the statement of the Auditor's Opinion and stated that the report would be dated as of today if it is approved by Council. Mr. Foster also answered questions from Council. Moved by: Councillor Couckuyt Seconded by: Deputy Warden Jones RESOLVED THAT the report titled "2023 Year End and Financial Statement Review" from the Director of Financial Services/Treasurer dated October 8, 2024 be received and filed; and 0 THAT County Council approve the 2023 Financial Statements as presented in Appendix B and authorize the Warden, the Chief Administrative Officer/Clerk, and the Director of Financial Services/Treasurer to sign for distribution and publication; and THAT the signed 2023 Financial Statements from Appendix B be posted separately and added to the 2023 Annual Report in Appendix A all of which will be published on the County of Elgin's website for public information. Motion Carried. 6.10 Director of Financial Services/Treasurer - Investments — 2023 Annual Report The Director of Financial Services/Treasurer presented the "Investments - 2023 Annual Report" to Council in alignment with section 8(1) of Ontario Regulation 438197, issued under section 418(6) of the Municipal Act 2001, that requires the Treasurer to produce and submit to Council an Annual Investment Report. Moved by: Councillor Leatham Seconded by: Councillor Widner RESOLVED THAT the report titled "Investments — 2023 Annual Report" be deferred until the Director of Financial Services/Treasurer provides additional information at a later meeting. Motion Carried. 7. Council Correspondence 7.1 Items for Consideration None. 7.2 Items for Information (Consent Agenda) Moved by: Councillor Widner Seconded by: Deputy Warden Jones RESOLVED THAT Correspondence Items #7.2.1 - 7.2.2 be received and filed. Motion Carried. 7.2.1 Letter from the Honourable Rob Flack, Minister of Agriculture, Food and Agribusiness re: Agricultural Workforce Equity and Diversity Initiative (AWEDI) 7.2.2 Letter from the Township of Brock re: Rideshare Services 8. Other Business 8.1 Statements/Inquiries by Members 8.1.1 Candidate Announcements for 2025 Warden Deputy Warden Jones announced his intention to run for 2025 Warden. Councillor Widner announced his intention to run for 2025 Warden. 8.2 Notice of Motion None. 8.3 Matters of Urgency -01 5 9. Closed Meeting Items None. 9.1 Closed Meeting Minutes - September 24, 2024 10. Motion to Rise and Report None. 11. Motion to Adopt Recommendations from the Committee of the Whole Moved by: Councillor Sloan Seconded by: Councillor Couckuyt 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. 24-36 Confirmation BEING a By -Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the October 8, 2024 Meeting. Moved by: Councillor Leatham Seconded by: Councillor Hentz RESOLVED THAT By -Law No. 24-36 be now read a first, second, and third time and finally passed. Motion Carried. 13. Adjournment Moved by: Councillor Sloan Seconded by: Councillor Widner RESOLVED THAT we do now adjourn at 11:22 a.m. to meet again on October 22, 2024 at 9:00 a.m. Blaine Parkin, Chief Administrative Officer/Clerk. Ed Ketchabaw, Warden. C