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05 - March 11, 2025 County Council MinutesElgin County Council Minutes March 11, 2025, 9:00 a.m. Council Chambers 450 Sunset Drive St. Thomas ON Members Present: Warden Grant Jones Deputy Warden Ed Ketchabaw Councillor Dominique Giguere Councillor Mark Widner Councillor Jack Couckuyt Councillor Todd Noble Councillor Mike Hentz Councillor Richard Leatham Members Absent: Councillor Andrew Sloan 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 Jennifer Ford, Director of Financial Services/Treasurer Mat Vaughan, Director of Planning and Development Holly Hurley, Director of People & Culture Andrea Loughlean, Manager of Emergency Management & Elgin -Middlesex Regional Fire School (virtual) Andrew Case, Solicitor Katherine Thompson, Manager of Administrative Services/Deputy Clerk Natalie Marlowe, Manager of Library Services Jenna Fentie, Legislative Services Coordinator Stefanie Heide, Legislative Services Coordinator Call to Order The meeting was called to order at 9:01 a.m. with Warden Jones in the chair. 2. Adoption of Minutes Moved by: Councillor Leatham Seconded by: Councillor Noble RESOLVED THAT the minutes of the meeting held on February 25, 2025 be adopted. Motion Carried. 3. Disclosure of Pecuniary Interest and the General Nature Thereof 1► rem 4. Presenting Petitions, Presentations and Delegations None. 5. Committee of the Whole The Chief Administrative Officer/Clerk introduced Holly Hurley, the new Director of People & Culture. Moved by: Councillor Hentz Seconded by: Councillor Couckuyt RESOLVED THAT we do now move into Committee of the Whole. Motion Carried. 6. Reports of Council, Outside Boards and Staff 6.1 Warden Jones - Warden's Activity Report (February 2025) Warden Jones presented a report detailing his activities during the month of February 2025. Moved by: Councillor Noble Seconded by: Councillor Hentz RESOLVED THAT the report titled "Warden's Activity Report (February 2025) dated March 11, 2025, from Warden Jones be received and filed. Motion Carried. 6.2 Councillor Giguere - Terrace Lodge Redevelopment Fundraising Committee Final Report and Change to Terms of Reference Councillor Giguere, Chair of the Terrace Lodge Redevelopment Fundraising Committee, presented the Terrace Lodge Redevelopment Fundraising Committee final report that details the Committee's activities over the past five years of the campaign. Additionally, Councillor Giguere presented an updated Terms of Reference for the Committee for Council's review and approval. Moved by: Councillor Widner Seconded by: Councillor Leatham RESOLVED THAT the report titled "Terrace Lodge Redevelopment Fundraising Committee Final Report and Change to Terms of Reference" from the Chair of the Terrace Lodge Redevelopment Fundraising Committee dated March 11, 2025 be received and filed; and THAT Elgin County Council approve the recommended changes to the Terrace Lodge Redevelopment Fundraising Committee Terms of Reference as contained in Appendix 'A'; and THAT updated Terms of Reference be included in the Committee By -Law. Motion Carried. 6.3 Director of Community and Cultural Services - Community Consultation Process for Relocation of Aylmer Library Branch The Director of Community and Cultural Services presented the report that seeks Council's authorization for library staff to lead a community consultation process regarding the future location of the Aylmer Branch of the Elgin County Library. Moved by: Councillor Couckuyt Seconded by: Councillor Noble RESOLVED THAT the motion be amended to include an additional public consultation at a different time than the East Elgin Community Complex consultation with regard to the future accommodation of the Aylmer library branch in a downtown location. 2 Defeated. Moved by: Deputy Warden Ketchabaw Seconded by: Councillor Hentz RESOLVED THAT Elgin County Library staff be authorized to lead a community consultation process regarding future accommodation of the Aylmer branch of the Elgin County Library at the East Elgin Community Complex before the end of May 2025 as outlined in the March 11, 2025 report titled "Community Consultation Process for Relocation of Aylmer Library Branch" from the Director of Community and Cultural Services and in response to the resolution on this matter approved by Township of Malahide Council; and THAT a summary of the outcome of this consultation process be provided to County Council and Councils of the Township of Malahide and Town of Aylmer as soon as feasible, and THAT recommendations received from Aylmer Town Council as contained in Town of Aylmer CAO Report 09-25 as attached be received and filed; and THAT copies of this report be circulated to the Councils of the Town of Aylmer and Township of Malahide. Motion Carried. 6.4 Warden Jones and Director of Planning and Development - Updated growth forecasts and land needs assessment for County of Elgin Council recessed at 10:04 a.m. and reconvened at 10:18 a.m. The Director of Planning and Development presented the report that seeks Council's approval to update Elgin County's Official Plan with new population and employment projections as prepared by Hemson Consulting Ltd. Moved by: Councillor Giguere Seconded by: Councillor Noble RESOLVED THAT the report titled "Updated growth forecasts and land needs assessment for County of Elgin" from the Chair of the Growth Planning Steering Committee and Director of Planning and Development dated March 11, 2025 be received and filed; and THAT County Council direct planning staff to update the County's adopted Official Plan with the new population and employment projections by requesting that the Ministry of Municipal Affairs and Housing incorporate the changes as part of their Elgin County Official Plan approval process; and THAT correspondence to the Ministry of Municipal Affairs and Housing be brought forward to County Council for approval. Motion Carried. 6.5 Director of Planning and Development - Update on County Planning Service The Director of Planning and Development presented the report seeking Council's direction regarding the implementation of a by -the -hour fee structure for County planning services to support the local partner municipalities. 3 Moved by: Councillor Widner Seconded by: Councillor Hentz RESOLVED THAT the report titled "Update on County Planning Service" from the Director of Planning and Development, dated March 11, 2025 be received and filed; and THAT County Council direct planning staff to continue working with the County's Local Municipal Partners through a by -the -hour fee structure to help implement the County's planning service. Motion Carried. 6.6 Manager of Administrative Services/Deputy Clerk - Committee By - Law Update The Manager of Administrative Services/Deputy Clerk presented the report that recommends updates to the County's Committee By -Law for Council's consideration. Moved by: Deputy Warden Ketchabaw Seconded by: Councillor Giguere RESOLVED THAT the report titled "Committee By -Law Update" from the Manager of Administrative Services/Deputy Clerk, dated March 11, 2025 be received and filed; and THAT County Council approve the proposed updates to the Committee By -Law as amended and direct staff to prepare the By -Law for consideration at the March 25, 2025 meeting. Motion Carried. 7. Council Correspondence 7.1 Items for Consideration 7.1.1 Letter from the Green Lane Landfill Public Liaison Committee requesting that County Council appoint Jack Vanderkooy to the Committee as the County representative. Moved by: Councillor Hentz Seconded by: Councillor Leatham RESOLVED THAT Elgin County Council appoint Jack Vanderkooy to the Green Lane Landfill Public Liaison Committee as the County representative. Motion Carried. 7.2 Items for Information (Consent Agenda) Moved by: Councillor Hentz Seconded by: Councillor Widner RESOLVED THAT Correspondence Items #7.2.1, 7.2.3 - 7.2.5 be received and filed. Motion Carried. - 7.2.1 Report from the South Central Ontario Region Economic Development Corporation (SCOR EDC) detailing its activities at the recent Rural Ontario Municipal Association (ROMA) conference. 0 7.2.2 Resolution from the City of Woodstock regarding the Rural Road Safety Program. Moved by: Councillor Widner Seconded by: Councillor Giguere RESOLVED THAT Council support the resolution from the City of Woodstock requesting that the Government of Ontario take action to implement the rural road safety program that Good Roads has committed to lead. Motion Carried. 7.2.3 Motion from the Town of Aylmer regarding Opposition to Provincial Legislation on Cycling Lanes and Support for Municipal Authority in Transportation Planning. 7.2.4 Letter from Association of Municipalities Ontario (AMO) to the Secretary of the Cabinet regarding a coordinated approach to dealing with Tariffs. 7.2.5 Letter from Association of Municipalities Ontario (AMO) to the Honourable Doug Ford, Premier of Ontario regarding Tariffs and the Municipal Provincial Fiscal Relationship. 8. Other Business 8.1 Statements/Inquiries by Members 8.2 Notice of Motion 8.3 Matters of Urgency Moved by: Councillor Widner Seconded by: Councillor Giguere RESOLVED THAT an additional item regarding a construction contract be considered in closed session under Municipal Act Section 239 (2) (f) advice that is subject to solicitor -client privilege, including communications necessary for that purpose; and (k) a position, plan, procedure, criteria or instruction to be applied to any negotiation carried on or to be carried on by or on behalf of the municipality or local board. Motion Carried. 9. Closed Meeting Items Moved by: Councillor Hentz Seconded by: Councillor Leatham 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 - Construction Contract (walk-on) (f) advice that is subject to solicitor -client privilege, including communications necessary for that purpose; and (k) a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board. Motion Carried. 9.1 Construction Contract (walk-on) 10. Motion to Rise and Report 5 Moved by: Councillor Hentz Seconded by: Councillor Widner RESOLVED THAT we do now rise and report. Motion Carried. Closed Meetinq Item #1 - Construction Contract (walk-on) Moved by: Councillor Leatham Seconded by: Deputy Warden Ketchabaw RESOLVED THAT the King Bridge Project project must commence imminently in order for the project to be completed in 2025 as intended by Council; and THAT Council declares the contract awarded to Gary D. Robinson Contracting Ltd. for RFT No. 2024-T29 in breach if the outstanding conditions of the contract are not met by a deadline set by the Director of Engineering Services; and THAT Council directs the Director of Engineering Services, in the event of such a breach, to negotiate directly with other compliant respondents to RFT 2024-T29, beginning with the respondent that submitted the next to lowest bid, on the terms and conditions directed by Council; and THAT the Director of Engineering Services, notwithstanding anything to the contrary in By -Law No. 20-07, be authorized to award the King Bridge project and execute an agreement with the respondent if negotiations between the Director of Engineering Services and respondent to RFT No. 2024-T29 are successfully concluded; and THAT staff are directed to re -tender the project for 2026 if negotiations are unsuccessful. Motion Carried. 11. Motion to Adopt Recommendations from the Committee of the Whole Moved by: Councillor Hentz Seconded by: Councillor Giguere 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. 25-10 2025 Budget BEING a By -Law to Provide for the Adoption of the 2025 Budget of the Corporation of the County of Elgin and to Establish the 2025 Tax Ratios and Tax Rates for the said Corporation of the County of Elgin and its Constituent Lower Tier Municipalities. Moved by: Deputy Warden Ketchabaw Seconded by: Councillor Leatham RESOLVED THAT By -Law No. 25-10 be now read a first, second, and third time and finally passed. Motion Carried. 12.2 By -Law No. 25-11 Non -Union Employee Remuneration Rates BEING a By -Law to Establish Remuneration Rates for Employees Covered by the Job Evaluation Scale. N Moved by: Councillor Hentz Seconded by: Councillor Giguere RESOLVED THAT By -Law No. 25-11 be now read a first, second and third time and finally passed. Motion Carried. 12.3 By -Law No. 25-12 Confirmation BEING a By -Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the March 11, 2025 Meeting. Moved by: Councillor Leatham Seconded by: Deputy Warden Ketchabaw RESOLVED THAT By -Law No. 25-12 be now read a first, second and third time and finally passed. Motion Carried. 13. Adjournment Moved by: Councillor Widner Seconded by: Councillor Hentz RESOLVED THAT we do now adjourn at 11:26 a.m. to meet again on March 25, 2025 at 9:00 a.m. Motion Carried. Blaine Parkin, Chief Administrative Officer/Clerk. 7