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25 - November 12, 2024 County Council Agenda PackageElgmCounty Elgin County Council Regular Council Meeting Orders Of The Day Tuesday, November 12, 2024, 9:00 a.m. Council Chambers 450 Sunset Drive St. Thomas ON Note for Members of the Public: Please click the link below to watch the Council Meeting: https://www.facebook.com/ElginCountyAdmin/ Accessible formats available upon request. 1. Call to Order Pages 2. Adoption of Minutes 3 3. Disclosure of Pecuniary Interest and the General Nature Thereof 4. Presenting Petitions, Presentations and Delegations 4.1 Elgin County Fire Chiefs - Elgin County Fire Radio Communications 12 System 5. Committee of the Whole 6. Reports of Council, Outside Boards and Staff 6.1 Warden Ketchabaw - Warden's Activity Report (October 2024) 17 6.2 Councillor Noble - Joint Accessibility Advisory Committee (JAAC) - 19 Committee Appointment 6.3 Director of Engineering Services - Asset and Work Order Management 22 Software System — Feasibility Study 6.4 Director of Engineering Services - Mapleton Bridge Rehabilitation 25 (Tender No. 2024-T34) — Contract Award 6.5 Manager of Administrative Services/Deputy Clerk - 2025 County Council 28 Meeting Schedule 6.6 Manager of Administrative Services/Deputy Clerk - Rural Ontario 32 Municipal Association (ROMA) Delegation Requests 6.7 Manager of Administrative Services/Deputy Clerk - Updates to Warden's 35 Election Procedures 7. Council Correspondence 7.1 Items for Consideration 7.2 Items for Information (Consent Agenda) 7.2.1 The Inn St. Thomas -Elgin Newsletter Fall 2024 41 7.2.2 Resolution from the Council of the Township of Whitewater 45 Region re: Ontario Provincial Police Notice of Motion for funding support 7.2.3 County of Elgin Emergency Management - Crisis & Emergency 47 Communications Workshops 7.2.4 Letter from Innovation, Science and Economic Development 49 Canada - Prime Minister's Awards Call for Nominations 8. Other Business 8.1 Statements/Inquiries by Members 8.2 Notice of Motion 8.3 Matters of Urgency 9. Closed Meeting Items 9.1 Closed Meeting Minutes - October 22, 2024 9.2 Director of Engineering Services - Whites Station Lease Municipal Act Section 239 (2) (c) a proposed or pending acquisition or disposition of land by the municipality or local board 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. 24-39 Confirmation 53 13. Adjournment Page 2 of 53 Elgin County Council Minutes October 22, 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 Councillor Andrew Sloan Councillor Todd Noble Councillor Mike Hentz Councillor Richard Leatham Staff Present: Blaine Parkin, Chief Administrative Officer/Clerk Brian Masschaele, Director of Community & Cultural Services Amy Thomson, Director of Human Resources Michele Harris, Director of Homes and Seniors Services (virtual) Jennifer Ford, Director of Financial Services/Treasurer Nicholas Loeb, Director of Legal Services Mat Vaughan, Director of Planning and Development Katherine Thompson, Manager of Administrative Services/Deputy Clerk Emily Waldick, Manager of Human Resources Jenna Fentie, Legislative Services Coordinator Stefanie Heide, Legislative Services Coordinator 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 Leatham Seconded by: Councillor Noble RESOLVED THAT the minutes of the meeting held on October 8, 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 Hentz Seconded by: Councillor Couckuyt Page 3 of 53 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 (September 2024) Warden Ketchabaw presented the report that details his activities during the month of September 2024. Moved by: Deputy Warden Jones Seconded by: Councillor Noble RESOLVED THAT the report titled "Warden's Activity Report (September 2024)" from Warden Ketchabaw dated October 22, 2024 be received and filed. Motion Carried. 6.2 Warden Ketchabaw - Finance Committee Terms of Reference Warden Ketchabaw, Chair of the Elgin County Budget Committee, presented the report seeking Council's approval to evolve the Budget Committee into a Finance Committee in order to focus on the broader financial condition of Elgin County. The report also seeks Council's approval for a new Terms of Reference for the Finance Committee. Moved by: Councillor Couckuyt Seconded by: Councillor Sloan RESOLVED THAT the Committee Terms of Reference be amended to include all Councillors as Members of the Finance Committee. Motion Carried. Moved by: Councillor Giguere Seconded by: Deputy Warden Jones RESOLVED THAT the report titled "Finance Committee Terms of Reference" from Warden Ketchabaw dated October 22, 2024, be received and filed; and THAT the Budget Committee evolve to a Finance Committee with a broader mandate as described herein this report; and THAT County Council adopt the amended Committee Terms of Reference for the Finance Committee as recommended by the Committee; and THAT an updated version of the Committee By -Law, incorporating these changes, be brought forward for Council consideration at a future meeting. Motion Carried. 6.3 Director of Financial Services/Treasurer - 2023 Investment Summary Report The Director of Financial Services/Treasurer presented the report that details the County of Elgin's investments for 2023. Moved by: Councillor Widner Seconded by: Councillor Hentz RESOLVED THAT the report titled "2023 Investment Summary Report" from the Director of Financial Services/Treasurer dated October 22, 2024 be received and filed. Page 4 of 53 Motion Carried. 6.4 Director of Community and Cultural Services - Provincial Funding for Outdoor Spaces in Elgin County The Director of Community and Cultural Services presented the report that seeks Council's approval to accept the terms and conditions of a funding agreement with the Province of Ontario for $36,600 to support projects that will create accessible, age -friendly outdoor leisure experiences at various locations in Elgin County. Moved by: Councillor Leatham Seconded by: Deputy Warden Jones RESOLVED THAT Elgin County Library be authorized to accept the terms and conditions of a funding agreement with the Province of Ontario for a contribution of $36,300 under the Inclusive Community Grants Program, 2024-25 for a project called "Enhancing Access to Outdoor and Cultural Spaces for Rural Residents in Elgin County" as outlined in the October 22, 2024 report titled "Provincial Funding for Outdoor Spaces in Elgin County"; and THAT the Warden on behalf of Elgin County Council issue letters of appreciation to the Otter Valley Naturalists and West Lorne and Community Horticultural Society for their support of these projects. Motion Carried. 6.5 Manager of Administrative Services/Deputy Clerk - Recommended Updates to the Procedural By -Law (19-41) The Manager of Administrative Services/Deputy Clerk presented the report seeking Council's direction regarding proposed changes to the Elgin County Council Procedural By -Law No. 19-41. Council recessed at 9:59 a.m. and reconvened at 10:09 a.m Moved by: Councillor Leatham Seconded by: Deputy Warden Jones RESOLVED THAT the report titled "Recommended Updates to the Procedural By -Law (19-41)" from the Manager of Administrative Services/Deputy Clerk dated October 22, 2024, be received and filed; and THAT Council review proposed changes to the Procedural By -Law and provide feedback and direction, and THAT Council feedback be incorporated into a draft Procedural By -Law to be brought forward for Council consideration at the future meeting. Motion Carried. 7. Council Correspondence 7.1 Items for Consideration 7.1.1 Letter from Good Roads seeking Council's support for the establishment of an Ontario Rural Road Safety Program Moved by: Deputy Warden Jones Seconded by: Councillor Widner WHEREAS official statistics from the Government of Ontario confirm that rural roads are inherently more dangerous than other roads; Page 5 of 53 AND WHEREAS, despite only having 17% of the population, 55% of the road fatalities occur on rural roads; AND WHEREAS, rural, northern, and remote municipalities are fiscally strained by maintaining extensive road networks on a smaller tax base; AND WHEREAS, preventing crashes reduces the burden on Ontario's already strained rural strained health care system; AND WHEREAS, roadway collisions and associated lawsuits are significant factors in runaway municipal insurance premiums. Preventing crashes can have a significant impact in improving municipal risk profiles; THEREFORE, BE IT RESOLVED THAT the County of Elgin requests that the Government of Ontario take action to implement the rural road safety program that Good Roads has committed to lead. It will allow Ontario's rural municipalities to make the critical investments needed to reduce the high number of people being killed and seriously injured on Ontario's rural roads; and FURTHER THAT a copy of this resolution be forwarded to Premier Doug Ford, Hon. Prabmeet Sarkaria, Minister of Transportation, Hon. Kinga Surma, Minister of Infrastructure, Hon. Rob Flack, Minister of Agriculture, Hon. Lisa Thompson, Minister of Rural Affairs, Hon. Trevor Jones, Associate Minister of Emergency Preparedness and Response, and Hon. Sylvia Jones, Minister of Health, and Good Roads; and FURTHER THAT this resolution be circulated to all municipalities in Ontario requesting their support. Motion Carried. 7.2 Items for Information (Consent Agenda) None. 8. Other Business 8.1 Statements/Inquiries by Members None. 8.2 Notice of Motion None. 8.3 Matters of Urgency None. 9. Closed Meeting Items Moved by: Councillor Widner 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 - Labour Relations Matters (d) labour relations and employee negotiations. Closed Meeting #2 - Sunset Provincial Lands (verbal) (h) information explicitly supplied in confidence to the municipality or local board Page 6 of 53 by Canada, a province or territory or a Crown agency of any of them Closed Meetina Item #3 - LS 24-11 Sunset Provincial Lands (f) advice that is subject to solicitor -client privilege, including communications necessary for that purpose; and (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. Closed Meeting Item #4 - 3rd Quarter Organizational Review (b) personal matters about an identifiable individual, including municipal or local board employees. Motion Carried. 9.1 Director of Human Resources and Director of Community and Cultural Services - Labour Relations Matters 9.2 Chief Administrative Officer/Clerk - Sunset Provincial Lands (verbal) 9.3 Director of Legal Services - LS 24-11 Sunset Provincial Lands 9.4 Chief Administrative Officer/Clerk - 3rd Quarter Organizational Review (verbal) 10. Motion to Rise and Report Moved by: Councillor Noble Seconded by: Councillor Hentz RESOLVED THAT we do now rise and report. Motion Carried. Closed Meeting Item #1 - Labour Relations Matters Moved by: Deputy Warden Jones Seconded by: Councillor Leatham RESOLVED THAT staff proceed as directed. Motion Carried. Closed Meeting Item #2 - Sunset Provincial Lands (verbal) Moved by: Councillor Noble Seconded by: Councillor Hentz RESOLVED THAT the confidential report from the Chief Administrative Officer/Clerk be received and filed. Motion Carried. Closed Meeting Item #3 - LS 24-11 Sunset Provincial Lands Moved by: Councillor Widner Seconded by: Councillor Leatham RESOLVED THAT staff proceed as directed. Motion Carried. Closed Meeting Item #4 - 3rd Quarter Organizational Review Moved by: Councillor Noble Seconded by: Deputy Warden Jones Page 7 of 53 RESOLVED THAT the confidential report from the Chief Administrative Officer/Clerk be received for information. Motion Carried. 11. Motion to Adopt Recommendations from the Committee of the Whole Moved by: Councillor Noble Seconded by: Councillor Hentz 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. 24-37 Confirmation BEING a By -Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the October 22, 2024 Meeting. Moved by: Councillor Noble Seconded by: Deputy Warden Jones RESOLVED THAT By -Law No. 24-37 be now read a first, second, and third time and finally passed. Motion Carried. 13. Adjournment Moved by: Councillor Widner Seconded by: Councillor Couckuyt RESOLVED THAT we do now adjourn at 12:26 p.m. to meet again on November 12, 2024 at 9:00 a.m. Motion Carried. Blaine Parkin, Ed Ketchabaw, Chief Administrative Officer/Clerk. Warden. E^ Page 8 of 53 Elgin(.ou it ty Elgin County Council Special Meeting Minutes November 5, 2024, 1:00 p.m. Masonic Centre of Elgin 42703 Fruit Ridge Line St. Thomas ON Members Present: Warden Ed Ketchabaw Deputy Warden Grant Jones Councillor Dominique Giguere Councillor Mark Widner Councillor Jack Couckuyt Councillor Todd Noble Councillor Mike Hentz Members Absent: Councillor Andrew Sloan Councillor Richard Leatham Staff Present: Blaine Parkin, Chief Administrative Officer/Clerk Nicholas Loeb, Director of Legal Services Michele Harris, Director of Homes and Seniors Services Brian Masschaele, Director of Community & Cultural Services Amy Thomson, Director of Human Resources Jennifer Ford, Director of Financial Services/Treasurer Peter Dutchak, Director of Engineering Services Katherine Thompson, Manager of Administrative Services/Deputy Clerk 1. Call to Order The meeting was called to order at 1:02 p.m. with Warden Ketchabaw in the chair. 2. Adoption of Minutes None. 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 Hentz 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 Michael Howes, Managing Director 2WA Consulting - Agenda for Council/Executive Leadership Team Strategic Planning Session 1 Page 9 of 53 The Managing Director of 2WA Consulting, presented Council and the Executive Leadership Team with the proposed Agenda for the day. This included reviewing the most recent version of the draft Mission, Vision, Values, and Strategies, and breaking into two groups to discuss the roles that Council and Senior Management will play in implementing the strategy. 6.2 Michael Howes, Managing Director 2WA Consulting - Mission, Vision, Values, and Strategies Draft #3 The Managing Director presented the draft Mission, Vision, Values and Strategies and collected feedback from Council and the Executive Leadership Team. Council and the Executive Leadership Team then broke into two groups to discuss the various roles that Councillors and Senior Management will play in ensuring the Strategic Plan is implemented and remains on track. 7. Council Correspondence 7.1 Items for Consideration None. 7.2 Items for Information (Consent Agenda) None. 8. Other Business 8.1 Statements/Inquiries by Members None. 8.2 Notice of Motion None. 8.3 Matters of Urgency None. 9. Closed Meeting Items None. 10. Motion to Rise and Report None. 11. Motion to Adopt Recommendations from the Committee of the Whole Moved by: Councillor Noble Seconded by: Deputy Warden Jones 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. 24-38 Confirmation BEING a By -Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the November 5, 2024 Meeting. Moved by: Councillor Noble Seconded by: Councillor Giguere RESOLVED THAT By -Law No. 24-38 be now read a first, second, and third time and finally passed. E Page 10 of 53 Motion Carried. 13. Adjournment Moved by: Councillor Widner Seconded by: Councillor Hentz RESOLVED THAT we do now adjourn at 3:02 p.m. to meet again on November 12, 2024 at 9:00 a.m. Motion Carried. Blaine Parkin, Ed Ketchabaw, Chief Administrative Officer/Clerk. Warden. Page 11 of 53 alw pmww , pmw% alw E I g *I r �I a r «���11 a 11� 8I imuummmu imuummmu um� N(Werriber 11.21 2024 Page 12 of 53 Slide 1 Background In 2014/15, a new simulcast radio system, one of the first in Ontario, was installed in Elgin County to ensure safe and reliable radio communications for the Elgin County Fire Departments of Aylmer, Bayham, Central Elgin, Dutton Dunwich, Malahide, Southwold and West Elgin Page 13 of 53 Slide 2 Current • System operating at an estimated 90% capacity. • One tactical channel unusable in a portion of the County. • Limited spare components. • Increasing frequency of repairs. o2.a .reMMaa 11 nexrva OPS RECEIVER GPSRE£EI1ER___1 A'6 Gn12. Typical Tower Inf 4I OPS 1112 TRANSMfITTER... - 4,_._._._.'� OPS W RECEWEii........ f k cc l--- ,EM,Ury VEIT ...... ANTENNA IAULTICOUPLER ROUTER TAC 1'.. RECEIVER TAC Z RECEIVER 'CAC 3. RECEIVER ......... .... .... 'xz ..... eM ®unn�.r f .... C 1 1 E Page 14 of 53 Slide 3 Site Locations 1. 2. 3. 4. 5. 6. 7. 8. 9. 10 11 John Wise Line at Imperial Road - master site Straffordville - feed mill Belmont - water tower Ford - water tower Oneida - water tower Port Stanley - water tower Wallacetown - water tower Rodney - water tower Dutton - grain elevator Tillsonburg - town reservoir Tillsonburg - fire comm Page 15 of 53 Slide 4 Future Considerations • County Fire Chiefs to bring collaborative reports to respective councils • Request for Proposal options which may include: — Complete replacement of current system — Major upgrade of current system — Minor upgrade of current system IJA CO 11114 .LW ML Jw .HILL %k�y�p . I ry% "Pw qy /� J� f 4 Page 16 of 53 Slide 5 ElginCounty Report to County Council From: Ed Ketchabaw, Warden Date: November 12, 2024 Subject: Warden's Activity Report (October 2024) Recommendation(s): THAT the report titled "Warden's Activity Report (October 2024) dated November 12, 2024 from Warden Ketchabaw be received and filed. Introduction: The purpose of this report is to provide a high-level summary of the meetings and official functions I have attended during the month of October 2024 as Elgin County Warden. Background and Discussion: Events/Meetings Attended by Warden: October 2024: • Joint Council/Executive Leadership Team Strategic Planning Session (October 2) • STEGH MRI Grand Opening (October 2) • Legend Fleet Grand Opening (October 2) • Western Ontario Warden's Caucus Meeting (October 4) • County Council (October 8) • Budget Committee (October 8) • Agriculture Resiliency Funding Announcement with Minister Flack (October 9) • Long -Term Care Webinar (October 9) • Tisdale Conservation Area Opening (October 17) • Community Safety and Well -Being Plan Review with Mayor Preston (October 17) • Growth Planning Steering Committee (October 18) • County Council (October 22) • Community Safety and Well -Being Plan Review (October 22) • Strategic Plan Steering Committee (October 23) • Ontario West Municipal Conference (October 25) Page 17 of 53 Financial Implications: None. Alignment with Strategic Priorities: Serving Elgin Growing Elgin Investing in Elgin ❑ Ensuring alignment of ❑ Planning for and ❑ Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, and resources, and need. agricultural growth. infrastructure to deliver programs and services ❑ Exploring different ways ❑ Fostering a healthy now and in the future. of addressing community environment. need. ❑ Delivering mandated ❑ Enhancing quality of programs and services ® Engaging with our place. efficiently and effectively. community and other stakeholders. Local Municipal Partner Impact: Elgin County continues to work with and find ways to collaborate with Elgin's municipal partners. Communication Requirements: None. Conclusion: I look forward to representing Elgin County Council at various events throughout my term as 2024 Warden. All of which is Respectfully Submitted Ed Ketchabaw Warden Approved for Submission Blaine Parkin Chief Administrative Officer/Clerk Page 18 of 53 ElginCounty Report to County Council From: Todd Noble, Councillor Date: November 12, 2024 Subject: Joint Accessibility Advisory Committee (JAAC) - Committee Appointment Recommendation(s): THAT the report titled "Joint Accessibility Advisory Committee (JAAC) - Committee Appointment" from Councillor Noble dated November 12, 2024 be received and filed; and THAT Carleen Green be appointed to the Elgin/Central Elgin Joint Accessibility Advisory Committee for the remainder of the 2023-2026 term, subject to the approval of the Council of the Municipality of Central Elgin. Introduction: The Elgin/Central Elgin Joint Accessibility Advisory Committee (JAAC) was created in 2002 with the intent to advise members of Council on the implementation of the Accessibility for Ontarians with Disabilities Act (AODA) and the Integrated Accessibility Standards Regulation (IASR). The AODA requires that municipalities with a population of 10,000 or more establish an accessibility advisory committee, with the option of establishing a joint committee with multiple municipalities. At its meeting on July 09, 2024, the JAAC adopted the following resolution: "Moved by: Jenn Salverda Seconded by Councillor Noble RESOLVED THAT staff be directed to advertise for the recruitment of additional members to the Committee. Motion Carried." Following this meeting, staff advertised for community membership on the Committee and received one (1) application from interested community members. Page 19 of 53 The purpose of this report is to seek Council's approval for the appointment of one (1) community member to the JAAC for the remainder of the 2023-2026 term. Background and Discussion: Pursuant to the Committee Terms of Reference, the JAAC shall consist of five (5) members and shall be comprised of: Four residents with disabilities, from the County, at large OR three residents with disabilities, plus a member of the community who is a person interested in issues relating to persons with disabilities (through work, school or caregiver role), or a parent/guarding representing children with disabilities • Mayor or Deputy Mayor from Central Elgin A majority of members must have a disability as defined by the Ontarians with Disabilities Act and the Accessibility for Ontarians with Disabilities Act. The Committee is recommending that County Council consider appointing the following applicant to the JAAC: Carleen Green: Ms. Green is a licensed audiologist who works with young children and adults living with hearing loss, auditory processing disorders, and other auditory disorders. Ms. Green has lived with a severe to profound hearing loss since a young age, wears bilateral amplification, and identifies as a person with a disability. Ms. Green also has a history of working and/or volunteering with mental health services, employment services, and other community -focused efforts. Ms. Green is experienced and compassionate regarding the needs for inclusion and support for all members of our community, including those who have illnesses and disabilities that may not be visible, but still require thoughtful supports and accommodations. Appointing Ms. Green will fulfill the requirements of the Committee to be comprised of five (5) persons and will add further representation of community members with a disability to the Committee. Financial Implications: There are no direct costs associated with appointing Committee members. Alignment with Strategic Priorities: Page 20 of 53 Serving Elgin Growing Elgin Investing in Elgin ® Ensuring alignment of ® Planning for and ® Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, and resources, and need. agricultural growth. infrastructure to deliver programs and services ® Exploring different ways ® Fostering a healthy now and in the future. of addressing community environment. need. ® Delivering mandated ® Enhancing quality of programs and services ® Engaging with our place. efficiently and effectively. community and other stakeholders. Local Municipal Partner Impact: As the JAAC is a shared committee with Central Elgin, this appointment would also be subject to approval by the Council of the Municipality of Central Elgin. Communication Requirements: Should County Council approve the recommended Committee appointment, staff will forward a copy of the Council resolution and report to the Municipality of Central Elgin for endorsement. Once approval from both Councils is received, the County's Manager of Human Resources will contact the successful applicant to provide onboarding. Conclusion: The Committee has received one (1) application from a community member interested in serving on the Elgin/Central Elgin Joint Accessibility Advisory Committee, and the Committee is recommending that County Council approve the appointment of Carleen Green to the JAAC subject to the endorsement from the Municipality of Central Elgin. All of which is Respectfully Submitted Todd Noble Councillor Approved for Submission Blaine Parkin Chief Administrative Officer/Clerk Page 21 of 53 ElginCounty Report to County Council From: Peter Dutchak, Director of Engineering Services Date: November 12, 2024 Subject: Asset and Work Order Management Software System — Feasibility Study Recommendation(s): THAT the report titled "Work Order Software — Feasibility Study" from the Director of Engineering Services dated November 12, 2024 be received and filed, and; THAT a project be included within the 2025 budget deliberations to complete a County wide works order software solution feasibility and implementation study, estimated to be valued at $30,000. Introduction: The County of Elgin received a resolution from the Municipality of Central Elgin requesting the County to explore the purchase of an asset and work order management software system to achieve consistency and accurate reporting between all lower tier municipalities in Elgin County. This report will discuss this request and recommend completing a feasibility study to guide purchasing and implementation decisions going forward. Background and Discussion: The idea of a County -wide work order management system has been discussed for many years as municipalities have transitioned towards digital solutions to complete their business processes. Recently, County Council retained StrategyCorp in 2021 to review the County's Road Maintenance Agreement (RMA) and this report recommended to implement a standard format of service categories for LMPs to report their expenditures to establish consistencies for comparative purposes. A financial reporting standard is now included in the RMA. The review also concluded, "Beyond the scope of the 2022 RMA, the County and LMPs should investigate the feasibility of leveraging an Asset and Work Order Management System to facilitate financial reporting by road class to allow for evaluation of the existing funding model in the future." This recommendation was discussed with the local road supervisors at the time Page 22 of 53 and deferred since some municipalities were already implementing their own local solutions. In June 2024, the Municipality of Central Elgin has requested that the County explore the purchase of an asset and work order management software system so that all LMPs would be equipped with the necessary tools to track activities and generate accurate reports. This topic has been discussed at the Public Works Supervisor's meeting this summer and it was acknowledged that most LMPs have different software tools and some have recently implemented new systems. It was also noted that any asset and work order management system will extend beyond providing maintenance services along County roads, but will also likely integrate with all municipal services, reporting and financial software solutions. This topic was deferred to the RMA's Governance Committee (Elgin CAO working group) for further discussion. The Governance Committee believed the best path forward was to solicit support from County Council to fund an Asset and Work Order Feasibility Study. A feasibility study would gather input from all stakeholders, including different service sectors at each municipality, as well as those responsible for asset management and finance to determine key system requirements and functionality. The study would recommend technological and staff resources that would be required as well as create an implementation roadmap and timeline. A shortlist of vendors would then be developed and requests for proposals be issued. Initial hardware and software costs as well as maintenance and technical support service contracts would also be considered. Once the study is completed, each of Elgin's LMPs would be requested to support and participate in its implementation to achieve the goals of financial reporting accuracy and consistency. There may be a number of legal and technical challenges that will also need to be addressed. From a County Road Maintenance Agreement perspective, implementation of a work order management system would provide insight into costs, efficiencies and inefficiencies. County staff could review typical road maintenance activities across municipalities to make comparisons to help inform funding models and report to the Governance Committee with recommendations. Financial Implications: The feasibility study is estimated to cost $30,000. The fulsome Asset and Work Order Software Solution implementation and maintenance cost will vary significantly depending on the scope of use and how broadly the system is implemented (i.e. tied to local financial reporting, tied to automatic vehicle locating (AVL) systems, citizen service requests, development of custom RMA financial reporting by road classification, capital asset management and planning tools, staff time tracking, inventory control, technical support/maintenance, number of users/training, etc.). Total implementation of a system is anticipated to cost well over $1 M plus additional staff resources. Once a feasibility study is completed and delivered to County Council, decisions regarding how the initial and ongoing costs of the system will be funded could be made. Page 23 of 53 Alignment with Strategic Priorities: Serving Elgin Growing Elgin Investing in Elgin ❑ Ensuring alignment of ❑ Planning for and ® Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, and resources, and need. agricultural growth. infrastructure to deliver programs and services ❑ Exploring different ways ❑ Fostering a healthy now and in the future. of addressing community environment. need. ® Delivering mandated ❑ Enhancing quality of programs and services ® Engaging with our place. efficiently and effectively. community and other stakeholders. Local Municipal Partner Impact: Every LMP will be requested to participate in interviews with a consultant completing a feasibility and implementation study to implement a County -wide Asset and Work Order Management system. Once completed, each LMP will be requested to confirm their support to implement the recommended system locally. Communication Requirements: A copy of this report is to be circulated to each of Elgin's LMPs. Conclusion: The Municipality of Central Elgin has requested that the County of Elgin explore the purchase of an asset and work order management software system to achieve consistency and accuracy between all lower tier municipalities. The County's Public Works Supervisors has discussed this topic and noted that implementation of such a system would be tied to other local services and financial activities and deferred further discussion to the RMA Governance Committee. The Governance Committee recommended that County Council be informed and seek their support to implement a County -wide asset and work order management system. If supported, the first recommended activity is to complete a feasibility study with input from all stakeholders for Council's information and consideration. All of which is Respectfully Submitted Peter Dutchak Director, Engineering Services Approved for Submission Blaine Parkin Chief Administrative Officer/Clerk Page 24 of 53 ElginCounty Report to County Council From: Peter Dutchak, Director of Engineering Services Mike Hoogstra, Manager of Procurement & Risk Date: October 31, 2024 Subject: Mapleton Bridge Rehabilitation (Tender No. 2024-T34) — Contract Award Recommendation(s): THAT Facca Incorporated be selected to complete the Mapleton Bridge Rehabilitation, Tender No. 2024-T34 at a total price of $828,000, inclusive of a $75,000 contingency allowance and exclusive of H.S.T.; and, THAT the Warden and Chief Administrative Officer be directed and authorized to sign the contract. Introduction: As part of the proposed 2025 Capital Budget, a tender was advertised and issued as per the County's Procurement Policy for the Rehabilitation of the Mapleton Bridge, located on Belmont Road (CR74) approximately 590m north of Ron McNeil Line. This section of Belmont Road will form part of the detour route necessary to accommodate the replacement of the King Bridge (located on Ron McNeil Line, east of Dorchester Road), planned in 2025. Therefore, this rehabilitation project has been scheduled in advance to coordinate with other work and to minimize disruption to the travelling public. Background and Discussion: Mapleton Bridge (Structure No. B14) is a 13.7m single span concrete rigid frame bridge with an asphalt wearing surface constructed in 1951. The current structure is nearing the end of its useful life and requires significant rehabilitation work in order to extend its lifecycle. Spriet Associates was contracted by the County through RFP 2024-P07 to complete engineering and inspection services for this project. Page 25 of 53 A total of twenty (20) contractors downloaded tender documents for this project from the ������1����.���i�;h���� i,-^� . Ten (10) contractors submitted electronic bids ounty s bidding system I�°�ii�;,�h..���:�:�:��....:.':�:�`".L::L....... for this tender which closed on October 30, 2024. Bids were received as follows: Company Bid Price' (exclusive of HST) Facca Incorporated $828,000 KB Civil Constructors Inc. $895,594 Gary D. Robinson Contracting Ltd. $895,750 Weathertech Restoration Services Inc. $938,050 Urbanlink Civil Ltd. $974,500 Lancoa Contracting Inc. $982,358 2585284 Ontario Inc. o/a Beton $1,099,500 Sierra Bridge Inc. $1,184,550 2274084 Ontario Ltd. o/a GMP Contracting $1,247,498 Clearwater Structures Inc. $1,266,055 ' Inclusive of a $75,000 contingency allowance. Facca Incorporated submitted the lowest compliant bid for the project at a total price of $828,000 exclusive of HST. Financial Implications: The following summary of projected estimated costs is provided for review and will be confirmed throughout the project: Bridge Rehabilitation Tender Value $ 828,000.00 Net HST (1.76%) $ 14,572.80 Total Projected Costs' $ 842,572.80 Proposed 2025 Capital Budget Allocation $ 936,000.00 Forecast Budget Surplus/(Deficit) $ 93,427.20 ' Inclusive of a $75,000 contingency allowance. The 2025 capital budget will now be modified to reflect actual tendered results. Alignment with Strategic Priorities: Page 26 of 53 Serving Elgin Growing Elgin Investing in Elgin ® Ensuring alignment of ❑ Planning for and ® Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, and resources, and need. agricultural growth. infrastructure to deliver programs and services ❑ Exploring different ways ❑ Fostering a healthy now and in the future. of addressing community environment. need. ® Delivering mandated ❑ Enhancing quality of programs and services ❑ Engaging with our place. efficiently and effectively. community and other stakeholders. Local Municipal Partner Impact: Project schedule details will be shared with the Municipality of Central Elgin and Township of Malahide. Communication Requirements: Standard project notifications will be issued in advance of the project as well as posting on the Municipal 511 platform. The project will be completed in two stages and one lane of traffic will remain open at all times with temporary traffic signals and concrete barriers. Conclusion: A tender was issued and bids received for the Mapleton Bridge Rehabilitation project on Belmont Road (CR74) north of Ron McNeil Line in the Municipality of Central Elgin. Work on this project is expected to commence in November with completion anticipated to be achieved by the end of April 2025. As per the County of Elgin's Purchasing Policy, if change orders are required and the cost increases above the tender amount approved by Council by less than 10%, and the amount is within the overall budgeted project amount, work will proceed upon authorization by the Director. However, if the cost increases above the tender amount approved by Council by more than 10%, the Director will prepare a further report to Council outlining the expenditures. All of which is Respectfully Submitted Peter Dutchak Director of Engineering Services Approved for Submission Blaine Parkin Chief Administrative Officer/Clerk Page 27 of 53 ElginCounty Report to County Council From: Katherine Thompson, Manager of Administrative Services/Deputy Clerk Date: November 12, 2024 Subject: 2025 County Council Meeting Schedule Recommendation(s): THAT the report titled "2025 County Council Meeting Schedule" dated November 12, 2024 from the Manager of Administrative Services/Deputy Clerk be received and filed; and THAT the 2025 County Council Meeting schedule be approved as presented; and THAT notice of the 2025 schedule of County Council Meetings and any special meetings outside of the adopted schedule of regular meetings of Council be made available from the Municipal Office and posted on the County's website in accordance with Elgin County Council's Procedural By -Law. Introduction: The purpose of this report is to review and approve a schedule of regular meetings for County Council for 2025. County Council must approve a schedule of regular meetings of Council for each calendar year. Once approved, the schedule may be amended with notice as provided for in the Municipal Act, 20011 and pursuant to Elgin County Council's Procedural By -Law No. 19-41 as amended2. Special Meetings of Council may be scheduled at any time, as provided for in the Municipal Act, 20013. A draft schedule for 2025 is attached to the report for Council's review and approval. Background and Discussion: Pursuant to County Council's Procedural By -Law No. 19-41 as amended, Council endeavours to meet in the Council Chambers of the Elgin County Administration Building, 450 Sunset Drive, St. Thomas ON, or other designated location, at a time Section 238 (2) (2.1) Municipal Act, 2001 2 Section 11, Elgin County Council Procedural By -Law No. 19-41, as amended by By -Law 20-47 and 21- 42 3 Section 240, Municipal Act, 2001 Page 28 of 53 designated by the Warden (typically 9.00 a.m.) on the second and fourth Tuesday of each month, or as amended and when notice is given. Furthermore, the annual Warden's Election shall be held on the second Tuesday of December of each year at 7.00 p.m. Following the election of the Warden, the meeting will recess and resume on the second Thursday of December at 9.00 a.m. As much as possible, the attached schedule facilitates a meeting schedule of holding Council meetings on the second and fourth Tuesday of each month. As per Council direction, staff have proposed only one scheduled meeting in July and one scheduled meeting in August on the second Tuesdays. Should a time sensitive issue arise, the Warden has the discretion to call a Special Meeting of Council. The draft schedule suggests holding a meeting on Wednesday, November 12, 2025, instead of Tuesday, November 11, 2025. November 11 is Remembrance Day and is a holiday for County Administration Staff, additionally, the Warden and Council are generally occupied attending various Remembrance Day Ceremonies across the County. Financial Implications: None. Alignment with Strategic Priorities: Serving Elgin Growing Elgin Investing in Elgin ❑ Ensuring alignment of ❑ Planning for and ❑ Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, and resources, and need. agricultural growth. infrastructure to deliver programs and services ❑ Exploring different ways ❑ Fostering a healthy now and in the future. of addressing community environment. need. ® Delivering mandated ❑ Enhancing quality of programs and services ❑ Engaging with our place. efficiently and effectively. community and other stakeholders. Local Municipal Partner Impact: A copy of the approved 2025 meeting schedule of County Council will be circulated as information to the County's Local Municipal Partners. Page 29 of 53 Communication Requirements: The 2025 meeting schedule of County Council will be available at the County's Municipal Office and will be posted on the County's website. Any changes to the meeting schedule will be communicated through the County's website and social media platforms. Conclusion: Each year, County Council approves a meeting schedule for the calendar year. The draft schedule for 2025 is attached to the report for Council's review and approval. All of which is Respectfully Submitted Approved for Submission Katherine Thompson Blaine Parkin Manager of Administrative Services/Deputy Clerk Chief Administrative Officer/Clerk Page 30 of 53 SCHEDULE OF COUNTY COUNCIL MEETINGS FOR 2025 Meeting Type Date 2025 Time Notes County Council Meeting January 14 9:00 a.m. Rural Ontario Municipal Association January 28 9:00 a.m. (ROMA) Conference is January 19- 21, 2025. County Council Meeting February 11 9:00 a.m. February 25 9:00 a.m. County Council Meeting March 11 9:00 a.m. March 25 9:00 a.m. County Council Meeting April 8 9:00 a.m. Good Roads Conference is March 30 April 22 9:00 a.m. —April 2, 2025 County Council Meeting May 13 9:00 a.m. May 27 9:00 a.m. County Council Meeting June 10 9:00 a.m. June 24 9:00 a.m. County Council Meeting July 8 9:00 a.m. 9:00 a.m. County Council Meeting August 12 9:00 a.m. Association of Municipalities of 9:00 a.m. Ontario (AMO) conference is August 17-20, 2025 County Council Meeting September 9 9:00 a.m. September 23 9:00 a.m. County Council Meeting October 14 9:00 a.m. October 28 9:00 a.m. County Council Meeting November 12 (Wednesday) 9:00 a.m. 2nd Tuesday of November conflicts November 25 9:00 a.m. with Remembrance Day stat holiday County Council Meeting December 9 (Tues) 7:00 p.m. Warden's Election — December 9, December 11 (Thurs) 9:00 a.m. 2025. Page 31 of 53 ElginCounty Report to County Council From: Katherine Thompson, Manager of Administrative Services/Deputy Clerk Date: November 12, 2024 Subject: ROMA Delegation Requests Recommendation(s): THAT the report titled "ROMA Delegation Requests" from the Manager of Administrative Services/Deputy Clerk dated November 12, 2024, be received and filed; and THAT Council provide staff direction regarding which, if any, delegation requests will be submitted for the annual ROMA Conference in January 2025. Introduction: The Rural Ontario Municipal Association (ROMA) will hold its annual conference from January 19-21, 2025, in Toronto. The Ministry of Municipal Affairs and Housing (MMAH) has launched the delegation forms to request meetings at the 2025 ROMA Annual Conference. Any registered ROMA Conference delegates are eligible to request meetings with the Provincial Government. Delegation requests must be submitted by November 27, 2024. This report summarizes the delegation activities of the County of Elgin in 2024 and seeks Council's direction regarding delegations at the upcoming ROMA Conference in January of 2025. Background and Discussion: The Rural Ontario Association of Municipalities (ROMA), Ontario Good Roads Association (OGRA), and Association of Municipalities of Ontario (AMO) Conferences offer Municipal Councils the opportunity to engage with Ministers, Parliamentary Assistants, and senior Ontario Government officials on local matters that impact their municipalities. Municipalities may request delegations with various ministries several months prior to the conference and await notice that their request has been accepted. Once a request has been accepted, elected officials work with staff to develop advocacy Page 32 of 53 packages and to prepare for these delegations. Delegations occur during the course of the conference and last up to fifteen (15) minutes each. The County of Elgin has both led delegations and participated in joint delegations led by other municipalities or organizations. In 2024 participated in the following delegations at the AMO Conference: • Delegation with Ministry of Transportation Transit Division • Delegation with Ministry of Transportation with City of St. Thomas and Middlesex County • Delegation with Ministry of Health regarding Physician Recruitment • Delegation with Ministry of Infrastructure • Delegation with Ministry of Health regarding Planet Youth • SCOR Delegation to Ministry of Infrastructure • SCOR Delegation to Ministry of Rural Affairs • WOWC Delegation to Solicitor General • SCOR Delegation to Ministry of Economic Development, Job Creation and Training ROMA is now accepting delegation requests which must be submitted by November 27, 2024. Staff are seeking Council direction regarding Council's interest in submitting delegation requests for the upcoming ROMA Conference and soliciting potential topics for delegation. Financial Implications: None. Alignment with Strategic Priorities: Serving Elgin Growing Elgin Investing in Elgin ❑ Ensuring alignment of ❑ Planning for and ❑ Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, and resources, and need. agricultural growth. infrastructure to deliver programs and services ❑ Exploring different ways ❑ Fostering a healthy now and in the future. of addressing community environment. need. ❑ Delivering mandated ❑ Enhancing quality of programs and services ® Engaging with our place. efficiently and effectively. community and other stakeholders. Page 33 of 53 Local Municipal Partner Impact: The County often requests and engages in delegations on topics that are of importance to Elgin's Local Municipal Partners. Communication Requirements: Should Council wish to request a delegation on a particular issue, staff will ensure that applications are submitted by the deadline of November 27, 2024. Conclusion: The Ministry of Municipal Affairs and Housing is now accepting delegation requests for the ROMA Conference in January 2025. These requests are due on November 27, 2024. Staff are seeking Council's direction regarding whether to apply for delegations and what issues of importance Council would like to discuss with one or more Provincial ministries. All of which is Respectfully Submitted Approved for Submission Katherine Thompson Blaine Parkin Manager of Administrative Services/Deputy Clerk Chief Administrative Officer/Clerk Page 34 of 53 ElginCounty Report to County Council From: Katherine Thompson, Manager of Administrative Services/Deputy Clerk Date: November 12, 2024 Subject: Updates to Warden's Election Procedures Recommendation(s): THAT the report titled "Updates to Warden's Election Procedures" from the Manager of Administrative Services/Deputy Clerk dated November 12, 2024, be received and filed; and THAT Elgin County Council provide direction regarding the proposed changes to the procedures for the Inagural Meeting and Annual Election of the Warden; and THAT this report act as Notice of the intent to repeal By -Law 21-42 and adopt an amendment to By -Law 19-41 that governs the Inaugural Meeting and Annual Election of the Warden at the November 26, 2024 Regular Meeting of Council. Introduction: At its meeting held on October 22, 2024, Elgin County Council provided staff with feedback on proposed updates to the County of Elgin's Procedural By -Law. Council requested that staff provide suggestions regarding changes to the Council Meeting structure as well as to the Warden's Election procedure. Proposing a change to the Council structure is a considerable undertaking with many different elements to consider. Staff have already begun this important work; however, in order to ensure that amended procedures to the annual Warden's Election are in place in advance of December 10, 2024, staff are recommending that at this time Council consider only changes to the Warden's Election procedure so that the by-law amendment can be considered on November 26, 2024, and be in place for December 10, 2024. A draft by-law amendment is attached for Council's consideration. Background and Discussion: Section 9 — Inaugural Meeting and Annual Election of the Warden Page 35 of 53 The procedural changes within this section are limited to the subsections that deal with tie -breaking situations. Staff are proposing that in all situations where a tie must be broken, an open (verbal) vote be added after two (2) rounds of balloting and before names are drawn. The following explains in detail the process for breaking a tie in the three scenarios presented in Section 9 viii, ix, and x: Section 9 viii In this scenario, there are more than two (2) candidates and after the first round of balloting no candidate has achieved a majority, but there is a tie between two (2) or more candidates who have achieved the second highest number of votes. If this occurs there would then be another round of voting including only the candidates who are tied. After this round of voting, the candidate with the highest number of votes would move on to another round of balloting against the candidate with the highest number of votes from the previous round. If the round of balloting between the tied candidates still results in a tie, an open vote will be called. The candidate with the highest number of votes after the open vote will then move on to another round of balloting against the candidate with the highest number of votes from the first round. If after the open vote there is still a tie, the Clerk will place the names of the tied candidates into a box and one name will be drawn. The name drawn will be the candidate to continue in the balloting with the candidate who received the highest number of votes in the first round of balloting. During this process, the candidate who received the highest number of votes during the first round of balloting shall not participate in the tie breaking process. Section 9 ix This section deals with a scenario where there are more than two (2) candidates and the result after one round of balloting is a tie among all candidates. In this situation, another round of balloting ensues and if the result is still a tie, an open vote is taken. The candidate that receives the least number of votes will be eliminated. If after an open vote, the result is still a tie, the names of all candidates will be placed in a box and one drawn out. The name drawn out shall be the candidate eliminated, and the remaining candidates will enter into another round of balloting. Section 9 x If there are two (2) candidates and the result of a round of balloting is a tie, another round of balloting will occur. If the result is still a tie, an open vote will ensue. If after the open vote, the result is still a tie, the names of both candidates will be placed in a box and one drawn out. The name drawn out shall be the candidate selected for position of the Warden. Additional Considerations Staff have not recommended any consecutive term limits for the office of Warden. As Council may be aware, from the years 2003-2007 there were consecutive term limits for Page 36 of 53 the office of Warden that limited any Member from holding the office for more than two (2) consecutive years. That term limit was removed in 2007 on staff recommendation, having consulted with legal counsel. Financial Implications: None. Alignment with Strategic Priorities: Serving Elgin Growing Elgin Investing in Elgin ❑ Ensuring alignment of ❑ Planning for and ® Ensuring we have the current programs and facilitating commercial, necessary tools, services with community industrial, residential, and resources, and need. agricultural growth. infrastructure to deliver programs and services ❑ Exploring different ways ❑ Fostering a healthy now and in the future. of addressing community environment. need. ❑ Delivering mandated ❑ Enhancing quality of programs and services ❑ Engaging with our place. efficiently and effectively. community and other stakeholders. Local Municipal Partner Impact: A copy of this amendment will be sent to the Local Municipal Partners for information. Communication Requirements: None. Conclusion: Council requested staff provide recommendations for changes to the Inaugural Meeting and Annual Election of Warden. Should Council wish to have updated procedures in place for the election on December 10, 2024, a by-law amendment will need to be adopted on November 26, 2024. All of which is Respectfully Submitted Katherine Thompson Manager of Administrative Services/Deputy Clerk Approved for Submission Blaine Parkin Chief Administrative Officer/Clerk Page 37 of 53 COUNTY OF ELGIN By -Law No. 24-?? "BEING A BY-LAW TO AMEND BY-LAW NO. 19-41, REFERRED TO AS THE PROCEDURAL BY-LAW" WHEREAS the Municipal Act, 2001, S.O. 2001, c. M. 46, as amended ("Act"), and in particular section 238 thereof, requires a municipal corporation to enact a procedure by- law governing, among other things, the calling, place, and proceedings of meetings of its Council; AND WHEREAS Council for the Corporation of the County of Elgin previously enacted By - Law No. 19-41, referred to as the Procedural By -Law, to satisfy the said requirement of the Act; AND WHEREAS the County of Elgin deems it necessary and appropriate to amend By - Law No. 19-41, as previously amended by By -Law 20-47 and 21-42, in particular section 9 (f) thereof, providing provisions for the appointment of the Warden; NOW THEREFORE, the Corporation of the County of Elgin, by its Council, hereby enacts as follows: 1. By -Law 19-41, as amended by By -Law 20-47, and 21-42 is hereby amended by repealing By -Law 21-42 in its entirety and replacing it with: 9. Inaugural Meeting and Annual Election of Warden a. A person elected or appointed as a Member of Council shall not take a seat on Elgin County Council until the Clerk has received the certificate from the constituent municipality certifying the name of each person elected or appointed. b. No business shall be conducted at the first meeting of Council until after the declarations of office have been made by all members who present themselves for that purpose. c. The first Meeting of County Council after a regular election shall be held in the evening of the second Tuesday of the month of December, or at such hour and on such day thereafter as the majority of the members of the Council are present in the Council Chambers but in any case, not later than 31 days after its term commences, as provided for in the Act. d. The annual election of the Warden shall be held in the evening of the second Tuesday of the month of December, or at such hour and on such day thereafter as the majority of the Members of Council are present in the Council Chambers. e. Section 233 of the Act requires Council to appoint the Head of Council ("Warden") at its first Meeting. No other business shall be conducted until the Head of Council is confirmed. f. For the appointment of the Warden, the following regulations and procedures shall be followed: i. The Clerk shall take the Chair at seven o'clock in the evening of the second Tuesday of the month of December in each year, or at such hour and on such day thereafter as the majority of the members of Council are present in the Council Chambers; ii. The Clerk shall prepare ballots for voting; iii. The Clerk shall inform the members that they are ready to proceed with the election of Warden, unless only one member indicates their intention to run for the Office, in Page 38 of 53 which case the election procedure is dispensed with in favour of a resolution appointing the Warden; iv. The Clerk shall ask those members of Council seeking the Office of Warden to stand; V. The Clerk shall announce that any person aspiring to the position of Warden shall be granted an opportunity, not exceeding five (5) minutes, to address Council. Candidates will address Council in alphabetical order; vi. Subject to any specific rule to the contrary herein, voting shall be by secret ballot. Balloting will continue until a candidate obtains a majority of votes, except in the scenario described in section 9(f)(x). The Clerk shall count the votes, in the presence of a representative/witness to be chosen by the Clerk; vii. In the event there are more than two (2) candidates and if, following a round of balloting, the candidate with the most votes does not have a majority, then the candidate receiving the lowest number of votes shall retire. A subsequent round(s) of balloting will be taken until one candidate has a majority of votes, unless the situation in section 9(f)(x) occurs. At no time shall the actual number of votes received by any candidate be announced, only the name or names of the successful candidate during such round of voting; viii. If there are more than two (2) candidates and following a round of balloting no candidate has a majority of the votes, and there is not a tie among all candidates, but there is a tie between two or more candidates with the second highest number of votes, there will be a round of balloting including only the candidates with the second highest number of votes. The candidate receiving the highest number of votes during this round of balloting will then move on to another round of balloting with the candidate who received the highest number of votes in the first round of balloting. In the event that the round of balloting between candidates with the second highest number of votes results in a tie, an open vote will be conducted. In conducting the open vote, the Clerk shall call the names of the members at random, and each member shall, after their name is called, verbally indicate the name of the nominee they are supporting. The candidate that receives the highest number of votes in the open vote shall move on to another round of balloting with the candidate who received the highest number of votes in the first round of balloting. If the open vote results in a tie, the Clerk will by lot pick a candidate by placing the names of the candidates on equal sized pieces of paper in a box and one name being drawn by the Clerk. The name picked shall be the candidate to continue in the balloting with the candidate who received the highest number of votes in the first round of balloting. During this process, the candidate who received the highest number of votes during the first round of balloting shall not participate in the tie breaking process. ix. If there are more than two (2) candidates and the result of a round of balloting is a tie among all candidates, there will be another vote, and if the result remains a tie, an open vote will be conducted. In conducting the open vote, the Clerk shall call the names of the members at random, and each member shall, after their name is called, verbally indicate the name of the nominee they are supporting. The candidate that receives the least number of votes shall be eliminated. If the open vote results in a tie, the Clerk will by lot pick a candidate by placing the names of the candidates on equal sized pieces of paper in a box and one name being drawn by the Clerk. The name drawn shall be eliminated and the remaining candidates will move to a new round of balloting. If there are two candidates and the result of a round of balloting is a two-way tie, there will be another round of balloting, and if the result remains a two-way tie, an open vote will be conducted. In conducting the open vote, the Clerk shall call the names of the members at random, and each member shall, after their name is called, verbally indicate the name of the nominee they are supporting. The candidate that receives the highest number of votes shall be the declared the successful candidate for the position of Warden. If the open vote results in a tie, the Clerk will by lot pick the candidate for the position of Warden by placing the names Page 39 of 53 of the candidates on equal sized pieces of paper in a box and one name being drawn by the Clerk. The name drawn shall be the successful candidate for the position of Warden. xi. By Motion, the Clerk shall be directed to destroy the ballots after the election has been completed; xii. For the purposes of electing the Warden, each Member of County Council shall have one vote; xiii. The Warden -Elect shall forthwith sign and declare and read aloud the Declaration of Office and, on completion thereof, they shall take the Chair. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 12th DAY OF NOVEMBER 2024. Blaine Parkin, Ed Ketchabaw, Chief Administrative Officer/Clerk. Warden. Page 40 of 53 FALL 2024 IIII"' ii ul�� it Our story of Resilience, Success, Dreams, Needs, and Gratitude Hello everyone, and welcome to our 2024 Newsletter. It is time to connect again for 2025. We have had a busy year as you will see when you read our statistics. It was busy and productive. Our Case Managers this year were directly involved in the housing of 38 people. This is the pride of our team the reason we keep doing what we do. -there are so many people that need the services we provide at The INN. There always seems to be someone to fill the spaces freed up by people who have been housed. We would not be able to do our jobs or keep the doors open without the Support we receive from the community. We are so grateful for your generosity and the compassion we see and feel. We will be holding our 12th Annual Shamrock ShufflIe in March 22, 2025. Be sure to save the date and plan to come out and join us for a day of fun and fresh air. Always a good time and we have decided to make a couple of changes based on some welcomed feedback to make the day even better. Hope to see you there! Margaret Barrie 905-864-9298 1 board @ inn elgin. ca * We are honored to be recognized by the Canadiian AlIlliance to End Homelessness as a. leader in Homelessness Prevention across Canada. This recognition reflects our commitment to innovative programs that not only support individuals experiencing homelessness but also work to prevent it from happening in the first place, * The INN St. Thomas Elgin was named a finalist for the St. Thomas Chamber of Commerce RBC Impact Award 2024 for Unsung Heroes. "this recognition celebrates our dedicated team and volunteers who work tirelessly behind the scenes to make a difference in our community * We have expanded our facility to include 40 beds, along with 15 emergency warming and cooling spaces * This year, we're thrilled to partner with St. Thomas Gaming Association .- Jackpot Time for Charitable Garning, providing us with an exciting ew avenue Nye funds and support our programs. �age 41 o El FLU_ 2024 mmoim000minnonnnnnnininoonooimimmmoouoimmm000000000000000mmmmnoimnimi I visit us at www.hindgin.ca FALL 2024 4—, Urft d Way U"=b, c� lily S'r.THQMAS Iior�Ml —3111 Foundation oj ixrrJ.'R-DAV SAIM c V LONDON P5 REAU015 iqll,� IN f" "p, ecdesiasticaL "0 I% "S 11 ENTE'IBRUS' -U "I TARRY 43MI, Funce by th� " V/ Central Community Mgp/�%," 11, H..Kh Asa.,A.Wn 011 Health Centre A VictimServices 'On EIglnM tario ARQJASW� MM [rY dwe Alf 7-17T -77 R.gi.n.1 STTHQMAS IIIV/AIf)S Corniection N-A, . ...... d S1 Hhonj",v) ,qm PEOPLE YUREK, I 31101 PHAR.AC & HOME HWI ICARP visit us at mm.lirinelgin.ca oonate Today., Support The INN with Your Generosity Every Dollar Counts! Your contribution can make an immense difference in the lives of those facing homelessness insecurity. Each dollar paves the way for vital support, providing comfort, warmth, and hope. Your generosity goes beyond the amount — it creates positive ripples that touch lives in ways unimaginable. Join us in making a lasting impact today! U I I 01111WOF a n' o 0 0 ins n ai/'�,ns, It i o provides over the counter medication and prescription ;upport to 10 people provides food, clothing, laundry and medical to 100 people provides medical transportation for a month Mts� Scan the QR code or visit innelgin.ca to make your donation Council Members Certified True Copy Mayor Neil Nicholson Deputy Mayor Cathy Wednesday, October 16, 2024 Regier Councillors: Re: Resolution - OPP Notice of Motion for funding support Mark Bell - Municipality of Tweed Michael Moore Chris Olmstead Connie Tabbert At its meeting of October 16, 2024, the Council of the Township Joey Trimm of Whitewater Region adopted the following resolution: WHEREAS it is apparent that the Ontario Government has overlooked the needs of small rural Ontario; AND WHEREAS Ontario's small rural municipalities face insurmountable challenges to fund both upfront investments and ongoing maintenance of their capital assets including roads, bridges, water/ wastewater and municipally owned buildings including recreational facilities, libraries and other tangible capital assets: AND WHEREAS small rural Ontario's operating needs consume the majority of property tax revenue sources; AND WHEREAS small rural municipalities (of 10,000 people or less) are facing monumental infrastructure deficits that cannot be adequately (613) 646-2282 addressed through property tax revenue alone; AND WHEREAS in 2015 the provincial government moved to standardized billing for all non -contract P.O. Box D.P.P. (5.1) locations; 44 Main Street Cobden, ON AND WHEREAS the Ontario Government has committed KOJ 1 KO $9.1 billion to Toronto alone to assist with operating deficits and the repatriation of the Don Valley and Gardner Expressway; and $534 million to Ottawa for the repatriation of Hwy 174; whitewaterregion.ca Page 45 of AND WHEREAS the annual cost of the Ontario Provincial Police, Municipal Policing Bureau for small rural non -contract (5.1) municipalities is approximately $428 million; AND WHEREAS this annual cost is significantly less than the repatriation costs of the Gardiner Express Way, the Don Valley Parkway and Highway 174 (Ottawa Region) but provides a greater impact to the residents of the Province overall; AND WHEREAS this will afford relief to small rural municipalities for both infrastructure and operating needs while having a minimal impact on the provincial budget; NOW THEREFORE BE IT RESOLVED THAT The Township of Whitewater Region call on the Ontario Government to immediately implement sustainable funding for small rural municipalities by reabsorbing the cost of the Ontario Provincial Police Force back into the provincial budget with no cost recovery to municipalities: AND FURTHER, that Council direct staff to circulate this resolution to Premier Doug Ford (premier@ontario.ca). Minister of Solicitor General, Minister of Finance, and to the Association of Municipalities of Ontario (amo@amo.on.ca), MPP John Yakabuski (john.yakabuskico(&12c.ola.org) and all Municipalities in Ontario. Sincerely, Carmen Miller Clerk/CEMC Carried as amended - Resolution #2024 - 5187 Page 46 of am��"�,,' %/„FYI 1,(,�arn risk and visis communications best practices Build an P,,,ff(,,),r,,tive Crisis Communications Plan Develop ge Maps Own yotit media interview — rparpant workbook, templates and roe! M.D. BRUCE 9 IE LID, Page 47 of 53 In this short session, I will share el three °� rti s an ow your interview it year 1k,,,e and infofmied duringyour riext ci sis. 1 hour - Crisis and Media Session Page 48 of 53 M.D. BRUCE 9 01CIAT .. Innovation, Science and Innovation, Sciences et Economic Development Canada D6veloppernent 6conomique Canada Hello, We are seeking your help in soliciting nominations of outstanding teachers and educators for the Prime Minister's Awards for Teaching Excellence, for Teaching Excellence in Science, Technology, Engineering and Math, and for Excellence in Early Childhood Education. These long-standing awards celebrate educators for their leadership and their commitment to preparing youth for a digital and innovation -based economy. Anyone can nominate an educator for the award. You can help us raise awareness for the awards by putting up the enclosed posters in areas where people will see it. As well, you can promote the initiative on your website or social media accounts by using our shareables found in the promotional tools section of the Prime Minister's Awards website https,://www.canada.ca/pM.-awards. If you have any questions you can email us at primeministersawaLdrd slp ixdu rernierministreftised- isde.9c.ca. Thank you in advance for your help in making this initiative an ongoing success! Kristina Dixie Manager, Prime Minister's Awards Innovation, Science and Economic Development Canada / Government of Canada N*N Canada Page 49 of 53 Innovation, Sciences et Innovation, Science and D6veloppernent 6conomique Canada Economic Development Canada Bonjour, Nous souhaitons obtenir votre aide quant a la sournission de candidatures d'enseignants et d'6ducateurs exceptionnels pour le Prix du premier ministre pour 1'excellence dans 1'enseignement, le Prix du premier ministre pour 1'excellence dans 1'enseignement des sciences, de la technologie, de l'ing6nierie et des math6matiques (STIM), et le Prix du premier ministre pour 1'excellence en education de la petite enfance. Ces prix, qui existent depuis longtemps, rendent hommage aux enseignants et aux 6ducateurs pour leur leadership et leur d6vouement 'a preparer les jeunes a une 6conomie num6rique ax6e sur ('innovation. N'importe qui pent soumettre la candidature d'un enseignant ou d'un 6ducateur pour les prix. Vous pouvez nous aider a faire connalltre les prix en posant les affiches ci-jointes dans des endroits ou les gens pourront les voir. De plus, vous pouvez faire la promotion de ('initiative sur votre site Web ou dans vas comptes de m6dias sociaux en utilisant notre contenu partageable qui se trouve dans la section des outils promotionnels du site Web des Prix du premier ministre (www.canada.ca/prix-du-pm). Si vous avez des questions, vous pouvez nous envoyer un courriel a I'adresse i)rimeministersawardS-DrixdUDremierministre6a)ised-isde.ac.ca. Merci d'avance de votre aide pour continuer a faire de cette initiative un succbs! Kristina Dixie Gestionnaire, Prix du premier ministre Innovation, Sciences et D6veloppement 6conomique Canada/Gouvernement du Canada 1*M Canada Page 50 of 53 IIV"' IIIIIIIIIIIII of Ca adant du Canada ent Canada Teaching Excellence Nomination Deadline: Teaching Excellence in Science, January 15, 2025 Technology, Engineering and Math (11:59 PM Pacific (STEM) standard time) Excellence in Early Childhood Education VISIT , . 111114 u,M��-A,WA,RDS #PMAWARDS Canada IIIIIIIIIIIII IIIIIIIIIIIII of Canada d � Canada uvernement Teaching Excellence Nomination Deadline: Teaching Excellence in Science, January 15, 2025 Technology, Engineering and Math (11:59 PM Pacific (STEM) standard time) Excellence in Early Childhood Education VISIT , . 111114 u,MI�-A,WA,RDS #PMAWARDS COUNTY OF ELGIN By -Law No. 24-39 "A BY-LAW TO CONFIRM PROCEEDINGS OF THE MUNICIPAL COUNCIL OF THE CORPORATION OF THE COUNTY OF ELGIN AT THE NOVEMBER 12, 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 November 12, 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 12TH DAY OF NOVEMBER, 2024. Blaine Parkin, Ed Ketchabaw, Chief Administrative Officer/Clerk. Warden. Page 53 of 53