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02 - April 22, 2025 Committee of the Whole MinutesSki sa,. ElginCounty Elgin County Council Committee of the Whole Meeting Minutes April 22, 2025, 9:30 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 Andrew Sloan Councillor Todd Noble Councillor Mike Hentz 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 Jennifer Ford, Director of Financial Services/Treasurer Peter Dutchak, Director of Engineering Services Mat Vaughan, Director of Planning and Development Holly Hurley, Director of People & Culture Katherine Thompson, Manager of Administrative Services/Deputy Clerk Jenna Fentie, Legislative Services Coordinator Stefanie Heide, Legislative Services Coordinator 1. Meeting Call to Order The meeting was called to order at 9:57 a.m. with Warden Jones in the chair. 2. Approval of Agenda Resolution Number: CW25-5 Moved by: Councillor Leatham Seconded by: Councillor Giguere RESOLVED THAT the agenda for the April 22, 2025 Committee of the Whole Meeting be approved as presented. Motion Carried. 3. Adoption of Minutes Resolution Number: CW25-6 Moved by: Deputy Warden Ketchabaw Seconded by: Councillor Sloan RESOLVED THAT the minutes of the meeting held on April 8, 2025 be adopted. Motion Carried. 4. Disclosure of Pecuniary Interest and the General Nature Thereof None. 5. Members' Motions ►I?"M 6. Reports of Council, Staff or Outside Boards 6.1 Manager of Administrative Services -Approval of Fees and Charges 2025 The Manager of Administrative Services presented a report with proposed changes to the Fees and Charges By -Law for 2025. Resolution Number: CW25-7 Moved by: Councillor Hentz Seconded by: Councillor Leatham RESOLVED THAT the report titled "Approval of Fees and Charges 2025" from the Manager of Administrative Services/Deputy Clerk dated April 22, 2025 be received and filed; and THAT the changes to fees and charges identified in "Schedule A" of the aforementioned report be approved and imposed to commence on May 13, 2025; and THAT the corresponding By -Law be considered for approval by Council. Motion Carried. 6.2 Director of Financial Services/Treasurer - Elgin County Grant & Sponsorship Program: Wallacetown Agricultural Society Grant Application The Director of Financial Services/Treasurer presented a report seeking Council's approval to award a capital grant to the Wallacetown Agricultural Society based on their application in alignment with the County's Grant and Sponsorship Policy. Resolution Number: CW25-8 Moved by: Councillor Couckuyt Seconded by: Councillor Hentz RESOLVED THAT Elgin County Council approve a grant in the amount of $5,727.79 to the Wallacetown Agricultural Society towards their 2025 office building project; and THAT the Chief Administrative Officer/Clerk and the Warden be authorized to execute the Grant and Sponsorship Policy Agreement with the Wallacetown Agricultural Society. Motion Carried. 6.3 Director of Engineering Services - Microsurfacing and Surface Treatment (Tender No. 2025-T13) and Culvert Rehabilitations (Tender No. 2025-T12) - Tender Awards The Director of Engineering Services presented a report to Council summarizing the two (2) tenders that were advertised and issued for Microsurfacing / Surface Treatment and Culvert Rehabilitations on various roads as per the County's Procurement Policy. Resolution Number: CW25-9 Moved by: Deputy Warden Ketchabaw Seconded by: Councillor Noble RESOLVED THAT Duncor Enterprises Inc. be selected to complete Microsurfacing and Surface Treatment on various roads, Tender No. 2025- T13 at a total price of $839,495 (County Portion) exclusive of H.S.T, and THAT Laemers Excavating be selected to complete Culvert Rehabilitations on various roads, Tender No. 2025-T12 at a total price of $394,063.51 inclusive of a $50,000 contingency allowance and exclusive of H.S.T.; and THAT the Warden and Chief Administrative Officer/Clerk be directed and authorized to sign the contracts. Motion Carried. 6.4 Director of Engineering Services - Transportation Master Plan — Cycle Master Plan The Director of Engineering Services presented a report on a draft Cycling Master Plan for Council's approval as part of the development of the County's first Transportation Master Plan. Resolution Number: CW25-10 Moved by: Councillor Sloan Seconded by: Councillor Hentz RESOLVED THAT consideration of the Cycle Master Plan (CMP) be deferred to a future Committee of the Whole meeting to include results of a public consultation; and THAT a report be brought forward giving separate consideration to works proposed for 2025. Motion Carried. 6.5 Director of Engineering Services - Transportation Master Plan Initiatives — Road Rationalization The Director of Engineering Services presented a report seeking Council's endorsement of the road rationalization recommendations and seeking Council's direction to develop an implementation action plan to advance road transfers as part of Phase 2 of the development of a County Transportation Master Plan. Resolution Number: CW25-11 Moved by: Councillor Hentz Seconded by: Deputy Warden Ketchabaw RESOLVED THAT the County's Road and Bridge Rationalization Study be received and filed; and THAT staff be directed to develop an implementation action plan and asset transfer protocol to facilitate the transfer of approximately twenty-four kilometres of County road sections to local jurisdictional ownership as identified in the study for approval by County Council at a future meeting in 2025; and THAT staff be directed to begin the planning process for the permanent closure and subsequent removal of the Fulton Line Bridge and the Jamestown Line Bridge; and THAT the following five (5) bridges be removed from the County's jurisdiction: 1. Edison Drive Bridge — Municipality of Bayham 3 2. Lings Bridge — Township of Southwold 3. McGinnis Bridge — Municipality of Central Elgin 4. Harkness Bridge — Municipality of Central Elgin 5. Fleming Creek Bridge — Municipality of West Elgin Motion Carried. 6.6 Director of Community and Cultural Services -Aylmer Library Expansion - Lease and Space Needs Analysis Council recessed at 11:40 a.m. and reconvened at 11:45 a.m. The Director of Community and Cultural Services and the Director of Legal Services presented a report on the County authority of library locations and a space needs and leasing analysis for future expansion opportunities to be considered for the Aylmer Branch of the Elgin County Library. Cynthia Grant, a Member of the Public, spoke to the report voicing her preference for a downtown location for the Aylmer Library. Resolution Number: CW25-12 Moved by: Councillor Widner Seconded by: Deputy Warden Ketchabaw RESOLVED THAT Elgin County Council hereby adopts the leasing and space needs analysis as criteria for the consideration of proposals to expand, relocate or construct premises for the Aylmer Library as contained in the report titled "Aylmer Library Expansion - Lease and Space Needs Analysis" from the Director of Community and Cultural Services and Director of Legal Services dated April 22, 2025; and THAT a copy of this report be circulated to the Councils of the Town of Aylmer and the Township of Malahide and the Board of Directors of the East Elgin Community Complex. Yes (7): Warden Jones, Deputy Warden Ketchabaw, Councillor Giguere, Councillor Widner, Councillor Noble, Councillor Hentz, and Councillor Leatham No (2): Councillor Couckuyt, and Councillor Sloan Motion Carried. (7 to 2) 7. Adjournment Resolution Number: CW25-13 Moved by: Councillor Widner Seconded by: Councillor Sloan RESOLVED THAT we do now adjourn at 12:23 p.m. to meet again on May 13, 2025 at 9:00 a.m. Motion Carried. lame Parkin, Chief Administrative Officer/Clerk. Il