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21 - October 2, 2024 County Council Special Meeting Agenda PackageOZ5 ElgmCounty Elgin County Council Special Council Meeting Orders of the Day Wednesday, October 2, 2024, 9:00 a.m. Masonic Centre of Elgin 42703 Fruit Ridge Line St. Thomas ON Note for Members of the Public: The meeting will not be livestreamed. Accessible formats available upon request. Pages 1. Call to Order 2. Adoption of Minutes 3. Disclosure of Pecuniary Interest and the General Nature Thereof 4. Presenting Petitions, Presentations and Delegations 5. Committee of the Whole 6. Reports of Council, Outside Boards and Staff 6.1 Michael Howes, Managing Director 2WA Consulting - Elgin County 2 Strategic Plan Staff Input - Mission, Vision, Values, and Strategy 7. Council Correspondence 7.1 Items for Consideration 7.2 Items for Information (Consent Agenda) 8. Other Business 8.1 Statements/Inquiries by Members 8.2 Notice of Motion 8.3 Matters of Urgency 9. Closed Meeting Items 10. Motion to Rise and Report 11. Motion to Adopt Recommendations from the Committee of the Whole 12. Consideration of By -Laws 12.1 By -Law No. 24-35 Confirmation 73 13. Adjournment Elgin County Strategic Planning Project Council / Executive Leadership Team Meeting October 2, 2024 a M-TIM6717 • Review the document that summarizes the staff input into the draft strategic plan, dated September 27, 2024 • Review the questions below • Come prepared to offer your ideas on mission, vision, values and strategies Meeting Objectives • Gather sufficient information to create the next draft of the strategic plan Agenda 9:00 am Welcome, Introductions, Meeting Objectives, Methodology 9:15 am Introduction to the Day (Warden & CAO) • What we aim to accomplish today • Where this meeting fits into the larger project / work plan • Questions of clarification from participants 9:25 am Overview of the Strategic Planning Presentation, dated September 27, 2024 • Process leading up to the creation of that document • How it will be used in today's session 9:35 am Discussion of Mission, Vision and Values • As a large group, discuss and provide input into the mission, vision and values statements • How do we address the: o Strengths, Key Concerns, Enablers and Obstacles identified by staff • What should be done with the points to improve the mission, vision, values • What input do you have on improving the suggested rewording of the draft mission statement? 10:30 am Break 10:45 am Strategy Discussion • Working in 5 groups, discuss the staff input to each strategy • How do we address the: o Key Concerns, Obstacles, Enablers • What do we do with the points made to improve the strategy? 1 Page 2 of 73 Elgin County Strategic Planning Project Council / Executive Leadership Team Meeting October 2, 2024 11:55 am Report out from Groups on Mission, Vision, Values • What are two or three discussion points that stood out in the discussions? • Questions from the larger group to each presenter • Hand in the discussion guide note document 12:10 pm Next Steps 12:15 pm Meeting ends, lunch begins F Page 3of73 Elgin County Strategic Planning Project Council / Executive Leadership Team Meeting October 2, 2024 Discussion Guide on Corporate Culture Statements Corporate culture statements are formal declarations that encapsulate the values, beliefs, norms, and practices that define the environment and ethos of an organization. They serve as guiding principles for behavior and decision -making within the company and help to shape the overall identity and culture. These statements typically include the following elements: 1. Mission Statement: Defines the core purpose of the organization and its primary objectives. It answers the question, "Why do we exist?" 2. Vision Statement: Describes the desired future position of the organization. It outlines what the organization aspires to become or achieve in the long term. 3. Core Values: Lists the fundamental beliefs and ethical standards that guide the behavior of employees and the organization as a whole. These values often include aspects like integrity, respect, innovation, and teamwork. 4. Behavioral Expectations: Provides specific guidelines on how employees are expected to behave and interact with each other, customers, and other stakeholders. This can include aspects like communication style, customer service standards, and teamwork. 5. Commitment to Stakeholders: Highlights the organization's dedication to various stakeholders, including employees, customers, shareholders, and the community. This section often outlines the company's approach to corporate social responsibility (CSR). 6. Cultural Aspirations: Describes the type of work environment and organizational culture the company aims to foster. This might include aspirations for collaboration, diversity, inclusion, and continuous improvement. Mission - General Understanding An organizational mission is a statement that defines the core purpose, focus, and direction of an organization. It typically outlines the organization's goals, values, and overall aim, providing a framework for decision -making and guiding the actions of the organization and its members. A well -crafted mission statement communicates the organization's purpose to its stakeholders, including employees, customers, investors, and the community, helping to align efforts and inspire commitment to the organization's objectives. A mission statement serves as a foundation for strategic planning and helps ensure that all organizational activities are aligned with its overarching goals and values. 1. What is the primary mission or purpose or role of the Corporation of the County of Elgin (hereafter Elgin County)? 3 Page 4 of 73 Elgin County Strategic Planning Project Council / Executive Leadership Team Meeting October 2, 2024 Community Engagement and Impact 2. How does Elgin County engage with the community to understand their needs and expectations? Challenges and Opportunities 3. What are the biggest challenges Elgin County faces in fulfilling its mission? Governance and Leadership 4. What role does transparency and accountability play in Elgin County's operations? Collaboration and Partnerships 5. How does Elgin County collaborate with other local governments, organizations, and stakeholders to achieve its mission? Vision - General Understanding A corporate vision is a clear, inspiring, and aspirational statement that outlines what an organization aims to achieve in the long-term future. It serves as a guiding star for the company's strategic direction, reflecting its core values, purpose, and the impact it intends to make in its industry or community. A well -crafted corporate vision motivates employees, aligns stakeholders, and helps steer the company towards its ultimate goals. Long-term Goals and Aspirations 1. What are the primary objectives / key areas of focus for future development that Elgin County aims to achieve in the next 10-20 years? Community and Environmental Impact 2. How does Elgin County plan to improve the quality of life for its residents in the future? Innovation and Modernization 3. How does Elgin County plan to incorporate technology and innovation to achieve its vision? 4. What initiatives are in place to modernize municipal services and infrastructure? C! Page 5of73 Elgin County Strategic Planning Project Council / Executive Leadership Team Meeting October 2, 2024 Inclusivity and Diversity 5. What measures are being taken to ensure all community members are considered in Elgin County's long-term planning? Challenges and Opportunities 6. What are the biggest challenges Elgin County anticipates in achieving its vision? Collaboration and Partnerships 7. How does Elgin County plan to work with other local governments, businesses, and organizations to achieve its vision? Values - Core Principles and Ethics Organizational values are the fundamental beliefs and guiding principles that dictate the behavior, culture, and decision -making processes within a company or organization. These values serve as a moral compass for the organization, helping to shape its identity and influence how it interacts with employees, customers, stakeholders, and the broader community. Organizational values often include aspects such as integrity, respect, innovation, teamwork, excellence, and customer focus. They are essential for creating a cohesive and motivated workforce, fostering a positive work environment, and ensuring alignment between the organization's actions and its strategic goals. 1. What values are demonstrated in how employees go about the business of Elgin County? These would be behaviours that can be seen or words that can be heard on a consistent basis. 2. What seem to be the core values that guide the operations and decision -making processes of Elgin County? Employee Expectations and Culture 3. How would you describe the corporate culture? 4. What - if anything - needs changing? 5. What - if anything - needs to be reinforced? 5 Page 6 of 73 Elgin County Strategic Planning Project Council / Executive Leadership Team Meeting October 2, 2024 Accountability and Transparency 6. What measures are in place to ensure accountability and transparency in alignment with the apparent values? Conflict Resolution and Ethics 7. How are ethical dilemmas or conflicts resolved in a manner consistent with the apparent municipal values? Public Trust and Responsibility 8. How does Elgin County build and maintain public trust through its values? I Page 7 of 73 i � � � 0 cn cn � � re _0 a) c c C.- _0 cn 0 ...C- a)4- 1 0 0 -0 c.m cn :3 . . .,,,,,,,,,I C. cn :3 ........... .0 > a) C.- -f-j 4- E 0 0 C 0 w - ............ cn C\l E E a) cn 0 C.) ..... . .... ) C C. U) > a) cu 0 0 ........... 4 . . . . ............ E E Ca L- a) a) Ca cn -f-j > :3 4- C. 0 a) Lo a) cn........... 0 cn Ca C- C. C- m........... ........... C. 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' V / Q 0. I co ti O N 0) m 0- U_ c O CL � a) U V) +C� c % L 7o o cu O C �+ O w ` (IW' w cu L > O to O �/� cu i5 C_ ./ / 0 cu L � Vcu a) V a) \ N cu C O 4— m> E N O •> �✓=' L _ cu m •L m O cn U cu Q� U m O EL O a) yam+ c n O OL U U a) v, a) O O�+ ;c cu cu O (a L N a) O rvn, +>+ O C cB O) E cu c . o L co cn 0) E O 11 V co 0 0 (B U L 70 - � O O cu Q X O - U w 0 C O L w cu Q U C U U N a) 70 0) c •L O` O (1) 70 E cU > N cu 0) N (B c N c O O L 0) W E U U � a) E 0) O U 0 a) L H- 70 70 O a) cCU CU O � 0- 0 0- w a O cu c c c C: Oo O O c 0) cu cu a) 70 O a) 0- (B •N O -0 cn O L � s- O cu (B O U E a) >, m 0) 0) O 0 70 •N U a) 'c c � O ;� O C a) u C O C: O E w 6- C O 0- cu 0 cu O c O a) 0) 0) cu O L 4- U) a) U cu CL cn Z 4- 0 O �F+ L O Al I cu U) cu _>1 cu C cu c a) E O L c a) 0) O) � .0 O N a) � U r-- O o- O cu IL c O cu O a) � U O a) cu N O) C_ O (D O >' c O E U O U �O o a) L cv CU 0- -0 a) Q O _0 (D .0 cr U) (D > 0 C: .0 L:3 U) U) =3 o cli _r_ ui cn cn 0 Co 7ffi4-0 cn o -0 0 0 E 0 a) 0 E cn E O 0 cn a) cn U:3 o Co -0 3: C: cn cu c cn cn a) 0 U— 0 cn cn Co Ca a) s— =3 0 cn a) 0 C- 4-0 co O 0 cu cn =3 0 4-0 cm C: 2>2 4-0 cn 0 �fIU�Oi i u� a) rl- o N N COUNTY OF ELGIN By -Law No. 24-35 "A BY-LAW TO CONFIRM PROCEEDINGS OF THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE COUNTY OF ELGIN AT THE OCTOBER 2, 2024 MEETING" WHEREAS, pursuant to Section 5.1 of the Municipal Act, 2001, S.O.2001, c.25, as amended, the powers of a municipality shall be exercised by its Council; AND WHEREAS pursuant to Section 5.3 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, the powers of every Council shall be exercised by by-law; AND WHEREAS it is deemed expedient that the proceedings of the Municipal Council of the Corporation of the County of Elgin at this meeting be confirmed and adopted by by-law NOW THEREFORE the Municipal Council of the Corporation of the County of Elgin enacts as follows: THAT the actions of the Municipal Council of the Corporation of the County of Elgin, in respect of each recommendation contained in the reports and each motion and resolution passed and other action taken by the Municipal Council of the Corporation of the County of Elgin, at its meeting held on October 2, 2024 be hereby adopted and confirmed as if all such proceedings were expressly embodied in this by-law. 2. THAT the Warden and appropriate officials of the Corporation of the County of Elgin are hereby authorized and directed to do all things necessary to give effect to the actions of the Municipal Council of the Corporation of the County of Elgin referred to in the preceding section hereof. 3. THAT the Warden and the Chief Administrative Officer, or alternate, are authorized and directed to execute all documents necessary in that behalf and to affix thereto the seal of the Corporation of the County of Elgin. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 2ND DAY OF OCTOBER, 2024. Blaine Parkin, Ed Ketchabaw, Chief Administrative Officer/Clerk. Warden. Page 73 of 73