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24 - November 26, 2024 County Council MinutesElgin County Council Minutes November 26, 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 (virtual) 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 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 Andrea Loughlean, Manager of Emergency Management & Elgin -Middlesex Regional Fire School (virtual) Diana Morris, Senior Planner Jenna Fentie, Legislative Services Coordinator Stefanie Heide, Legislative Services Coordinator Jeff Lawrence, Tree Commissioner/Weed Inspector 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 Sloan Seconded by: Councillor Noble RESOLVED THAT the minutes of the meeting held on November 12, 2024 be adopted. Motion Carried. 3. Disclosure of Pecuniary Interest and the General Nature Thereof 1 4. Presenting Petitions, Presentations and Delegations None. 5. Committee of the Whole Moved by: Deputy Warden Jones Seconded by: Councillor Noble RESOLVED THAT we do now move into Committee of the Whole. Motion Carried. 6. Reports of Council, Outside Boards and Staff 6.1 Tree Commissioner/Weed Inspector - Tree Commissioner/Weed Inspector Quarterly Report January — March 2024 and Quarterly Report April — June 2024 The Tree Commissioner/Weed Inspector presented a summary of activity related to the Elgin County Woodlands Conservation By -Law for the period of January 1, 2024 to March 31, 2024, and April 1, 2024 to June 30, 2024, and weed inspection activity for the same two periods. Moved by: Councillor Widner Seconded by: Councillor Noble RESOLVED THAT the report titled "Tree Commissioner/Weed Inspector Quarterly Report January — March 2024 and Quarterly Report April — June 2024" from the Tree Commissioner/Weed Inspector dated November 26, 2024 be received and filed. Motion Carried. 6.2 Manager of Procurement & Risk - General Insurance and Risk Management Services Program for 2025 The Manager of Procurement & Risk presented the report that provides details regarding General Insurance and Risk Management Services for 2025. Moved by: Councillor Hentz Seconded by: Deputy Warden Jones RESOLVED THAT the General Insurance and Risk Management Services Program proposed by Marsh Canada Limited ("Marsh") be approved at the annual premium cost of $618,652 plus taxes commencing December 15, 2024 and expiring on December 15, 2025; and, THAT the Manager of Procurement & Risk and Director of Financial Services/Treasurer be authorized to renew the policy. Motion Carried. 6.3 Senior Planner - Draft Plan of Subdivision 34T-WE2301, Municipality of West Elgin, Lot 30, Registered Plan No. 202 22003 Queen's Line The Senior Planner presented the report that provides Council with the information required in order to consider granting approval to the Draft Plan of Subdivision 34T WE2301 by Monteith Brown Planning Consultants on behalf of KLM Holdings. Moved by: Councillor Leatham Seconded by: Councillor Noble RESOLVED THAT the Council of the Corporation of the County of Elgin grants draft plan approval to Draft Plan of Subdivision by Monteith Brown Planning Consultants on behalf of KLM Holdings dated June 5, 2024; and 16 THAT staff be directed to provide notice of decision subject to the conditions of final approval in accordance with the requirements of the Planning Act. Motion Carried. 6.4 Senior Planner - Municipality of Bayham Official Plan Amendment No. 38, Part of Lot 1, Part of Snow Street, Registered Plan 54 The Senior Planner presented the report that provides Council with the information required in order to consider approving Official Plan Amendment No. 38 to the Official Plan of the Municipality of Bayham. Moved by: Deputy Warden Jones Seconded by: Councillor Hentz RESOLVED THAT the Council of the Corporation of the County of Elgin approves Official Plan Amendment No. 38 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 - County Planning Application Fees Amendment The Director of Planning and Development presented the report seeking Council's approval for increases in planning fees and an amendment to the County's Fees and Charges By -Law No. 24-26. Moved by: Deputy Warden Jones Seconded by: Councillor Sloan RESOLVED THAT the report titled "County Planning Application Fees Amendment" from the Director of Planning and Development dated November 26, 2024 be received and filed; and THAT the Council of the Corporation of the County of Elgin approves the increase in planning fees listed in attachment #1; and THAT an amendment to the Fees and Charges By -Law (By -Law No 24- 26) be brought forward for Council's consideration at a future meeting. Motion Carried. 6.6 Manager of Administrative Services/Deputy Clerk - 2025 ROMA Delegation Requests Update The Manager of Administrative Services/Deputy Clerk presented the report prepared as a follow-up to Council's request that staff prepare delegation materials for the 2025 Rural Ontario Municipal Association (ROMA) Conference. Moved by: Councillor Widner Seconded by: Councillor Giguere RESOLVED THAT the report titled "2025 ROMA Delegation Requests Update" from the Manager of Administrative Services/Deputy Clerk dated November 26, 2024, be received and filed; and THAT Elgin County submit a delegation request to the Ministry of Health regarding health unit budgets, participate in a joint delegation with the Township of Southwold regarding vehicle emissions regulations for public 3 service vehicles, and THAT Elgin County explore other channels to continue the discussion with the Province of Ontario regarding the proposed development of the former psychiatric hospital lands in Central Elgin. Motion Carried. 7. Council Correspondence 7.1 Items for Consideration 7.1.1 Letter from Andrew Sloan, Chair, Elgin OPP Detachment Board seeking Council's consent for the County of Elgin to continue its role as administrator for the Detachment Board until March 31, 2025. Moved by: Councillor Noble Seconded by: Councillor Giguere RESOLVED THAT Council support the request from the Elgin OPP Detachment Board and direct staff to continue to provide administrative support to the Board until March 31, 2025. Motion Carried. 8. Reports of Council, Outside Boards and Staff - Continued 8.1 Chief Administrative Officer/Clerk - Elgin County Corporate Mission, Vision, Values and Strategic Plan Council recessed at 9:58 a.m. and reconvened at 10:16 a.m. The Chief Administrative Officer/Clerk presented the corporate Mission, Vision, Values, and Strategic Plan for Council's review and approval. Councillor Couckuyt left the meeting. Moved by: Councillor Leatham Seconded by: Councillor Giguere RESOLVED THAT the report titled "Elgin County Corporate Mission, Vision, Values and Strategic Plan" from the Chief Administrative Officer/Clerk dated November 26, 2024 be received and filed; and THAT the Mission as outlined in the report herein be adopted; and THAT the Vision as amended be adopted; and THAT the Corporate Values as outlined in the report herein be adopted; and THAT the Strategic Priorities and accompanying goals as outlined in the report herein be adopted. Motion Carried. 9. Council Correspondence - Continued 9.1 Items for Information (Consent Agenda) Moved by: Councillor Widner Seconded by: Councillor Hentz RESOLVED THAT Correspondence Items #7.2.1 - 7.2.4 be received and filed. 0 Motion Carried. 9.1.1 Ontario Library Association and Federation of Ontario Public Libraries July 2024 Newsletter: Supporting Ontario's Public Libraries to Empower Local Economic Growth 9.1.2 Ontario Library Association and Federation of Ontario Public Libraries August 2024 Newsletter: Ontario Digital Public Library - Bridging the Digital Divide 9.1.3 Resolution from the City of Toronto expressing opposition to proposed amendments to Part XII of the Highway Traffic Act contained in Bill 212 Moved by: Councillor Giguere Seconded by: Deputy Warden Jones RESOLVED THAT the Corporation of the County of Elgin support the resolution from the City of Toronto expressing opposition to proposed amendments to Part XI of the Highway Traffic Act contained in Bill 212. Motion Carried. 9.1.4 Resolution from the Township of Russell requesting the redistribution of the Provincial Land Transfer Tax and GST to municipalities for sustainable infrastructure funding 10. Other Business 10.1 Statements/Inquiries by Members 10.1.1 Warden Ketchabaw - Festive Parades Warden Ketchabaw asked Council to let him know if Councillors wish to join him at the upcoming parades in the county cruiser. He noted that the Dickens Day parade in Port Stanley is this Friday, the West Lorne parade is on Saturday, and Fingal and Belmont parades are taking place on Sunday. 10.1.2 Warden Ketchabaw - End of Term Remarks Warden Ketchabaw expressed his gratitude for Council's support over the last year during his term as Warden. He noted that 2024 was an enjoyable year and Council overcame a lot of challenges, and he looks forward to working with the next Warden and Council to advance the issues for Elgin County and residents. Warden Ketchabaw also thanked staff for their support. 10.2 Notice of Motion 10.2.1 Councillor Sloan - Notice of Motion Moved by: Councillor Sloan Seconded by: Councillor Noble WHEREAS across the province municipalities serviced by the Ontario Provincial Police (OPP) are experiencing significant increases in the cost of utilizing the province's police services in 2025 including municipalities across Elgin County; WHEREAS all but one municipality in the County of Elgin have a contract with the OPP for the delivery of police services in Elgin County; WHEREAS as an example, the OPP submitted their 2025 Annual Billing Statement to the Municipality of Central Elgin on October 4, 2024 that identifies a $656,890 or 30% increase in the cost for services. The increase of $656,890 includes $254,269 price adjustment from 2023. The total increase results in a 4.1 % budgeted tax levy increase. WHEREAS municipalities were not consulted or provided any advanced notice from the Commissioner regarding the significant cost increase received for OPP services; WHEREAS the unexpected increases cannot be absorbed by municipalities in Elgin County without impacting taxpayers; NOW THEREFORE BE IT RESOLVED THAT the County of Elgin request that the 2025 OPP Annual Billing Statements for local area municipalities be reduced and/or relief be provided by the province for the impacted municipalities; AND THAT a copy of the resolution be provided to the Honourable Michael Kerzner, Solicitor General, the Honourable Rob Flack, MPP Elgin -Middlesex -London, local area Elgin County municipalities and the Association of Municipalities of Ontario. Defeated. 10.3 Matters of Urgency None. 11. Closed Meeting Items Councillor Sloan and Councillor Noble left the meeting. Moved by: Councillor Giguere Seconded by: Deputy Warden Jones 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 Meetinq Item #1 - Closed Meeting Minutes - November 12, 2024 Closed Meeting Item #2 - Labour Relations Matter (d) labour relations or employee negotiations Closed Meeting Item #3 - Chief Administrative Officer/Clerk Performance Review (b) personal matters about an identifiable individual, including municipal or local board employees Closed Meetinq Item #4 - Personnel Matter (b) personal matters about an identifiable individual, including municipal or local board employees Motion Carried. 11.1 Closed Meeting Minutes - November 12, 2024 11.2 Director of Human Resources - Labour Relations Matter 11.3 Warden Ketchabaw - Chief Administrative Officer/Clerk Performance Review (verbal) 11.4 Chief Administrative Officer/Clerk - Personnel Matter (verbal) N 12. Motion to Rise and Report Moved by: Councillor Hentz Seconded by: Councillor Widner RESOLVED THAT we do now rise and report. Motion Carried. Closed Meeting Item #1 - Closed Meeting Minutes - November 12, 2024 Moved by: Deputy Warden Jones Seconded by: Councillor Giguere RESOLVED THAT the closed meeting minutes from the meeting held on November 12, 2024 be adopted. Motion Carried. Closed Meetinq Item #2 - Labour Relations Moved by: Councillor Hentz Seconded by: Councillor Widner RESOLVED THAT the confidential report from the Director of Human Resources be received for information. Motion Carried. Closed Meeting Item #3 - Chief Administrative Officer/Clerk Performance Review Moved by: Deputy Warden Jones Seconded by: Councillor Hentz RESOLVED THAT the Warden and Director of Human Resources proceed as directed. Motion Carried. Closed Meetinq Item #4 - Personnel Matter Moved by: Councillor Giguere Seconded by: Councillor Widner RESOLVED THAT the Chief Administrative Officer/Clerk proceed as directed. Motion Carried. 13. Motion to Adopt Recommendations from the Committee of the Whole Moved by: Deputy Warden Jones Seconded by: Councillor Hentz RESOLVED THAT we do now adopt recommendations of the Committee of the Whole. Motion Carried. 14. Consideration of By -Laws 14.1 By -Law No. 24-40 Procedural By -Law Amendment - Inaugural Meeting and Election of Warden BEING a By -Law to Amend By -Law No. 19-41, Referred to as the Procedural By -Law. 7 Moved by: Councillor Giguere Seconded by: Councillor Widner RESOLVED THAT By -Law No. 24-40 be now read a first, second, and third time and finally passed. Motion Carried. 14.2 By -Law No. 24-41 Confirmation BEING a By -Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the November 26, 2024 Meeting. Moved by: Councillor Hentz Seconded by: Deputy Warden Jones RESOLVED THAT By -Law No. 24-41 be now read a first, second, and third time and finally passed. Motion Carried. 15. Adjournment Moved by: Councillor Widner Seconded by: Deputy Warden Jones RESOLVED THAT we do now adjourn at 2:25 p.m. to meet again on December 10, 2024 at 7:00 p.m. Motion Carried. Blaine Parkin, Chief Administrative Officer/Clerk. Ed Ketchabaw, Warden.