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04 - County Council Minutes - March 10, 2020, Pt Progressive by Nature March 10, 2020 Council Present: ELGIN COUNTY COUNCIL Warden Dave Mennill Deputy Warden Duncan McPhail Councillor Bob Purcell Councillor Grant Jones Councillor Sally Marlyn Councillor Tom Marks Councillor Mary French Councillor Dominique Giguere Councillor Ed Ketchabaw Page 1 March 10, 2020 Staff Present: Julie Gonyou, Chief Administrative Officer Brian Lima, Director of Engineering Services Amy Thomson, Director of Human Resources Brian Masschaele, Director of Community & Cultural Services Alan Smith, General Manager of Economic Development Stephen Gibson, County Solicitor Jennifer Ford, Deputy Treasurer/Senior Financial Analyst Steve Evans, Manager of Planning (report only) Carolyn Krahn, Legislative Services Coordinator Sam McFarlane, Accessibility Coordinator (report only) Mike Hoogstra, Purchasing Coordinator (report only) Lisa Czupryna, Senior Financial Analyst (report only) Jeff Lawrence, Tree Commissioner/Weed Inspector (report only) i _4 M 0exelc4_ IN Elgin County Council met this 10t" day of March, 2020 in the Council Chambers, at the County Administration Building, St. Thomas at 9:00 a.m. with Warden Mennill in the chair. 2. ADOPTION OF MINUTES Moved by: Councillor Ketchabaw Seconded by: Councillor Purcell Resolved that the minutes of the meeting held on February 11, 2020 be adopted. Motion Carried. Page 2 March 10, 2020 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF None. 4. PRESENTING PETITIONS, PRESENTATIONS AND DELEGATIONS 4.1 Retirement Recognition — Inspector Brad Fishleigh, OPP Detachment Commander Warden Mennill presented a certificate of retirement to Inspector Brad Fishleigh, OPP Detachment Commander and thanked him for 10 years of dedicated service to the County of Elgin. Inspector Brad Fishleigh thanked Council for their support. 5. HEARING OF APPLICATION FOR COUNCIL EXEMPTION FOR WOODLANDS CLEARING PURSUANT TO WOODLANDS CONSERVATION BY-LAW NO. 05-03 Moved by: Councillor Jones Seconded by: Councillor Ketchabaw WHEREAS, pursuant to Elgin By -Law 05-03 (Woodlands Conservation By -Law), as amended, 1873828 Ontario Limited made Application for a Council Exemption to permit clearing of Woodlands on lands comprising Part of Lot 40, Southeast of the North Branch of Talbot Road in the Township of Southwold and County of Elgin as associated with an approved subdivision development thereon; AND WHEREAS the said Application for Council Exemption was objected to by Residents Jade Petty, Derek Howey, Kattie Usher and Sean Usher; AND WHEREAS Elgin County Council conducted a hearing in respect of the said Application and Objections thereto on March 10, 2020, and, in the course of such hearing, considered, among other things, the Application for Council Exemption No. 04- 19, Letters of Objection from the Objectors referred to above, the Report to County Council by Elgin Tree Commissioner Jeff Lawrence dated February 20, 2020, as well as oral comments from County Solicitor Stephen Gibson, Tree Commissioner Jeff Lawrence, and by or on behalf of the Objectors as well as any other person in attendance at such meeting and expressing a wish to speak to the said Application or Objections thereto; BE IT NOW RESOLVED THAT Elgin County Council permits and allows the Application, as submitted, subject to the terms and conditions set forth on Schedule "A" hereto. SCHEDULE "A" TERMS AND CONDITIONS 1. In respect of any works to harvest, destroy, injure or clear trees as permitted by this decision, the Applicant shall comply strictly with all requirements of Elgin County By- Page 3 March 10, 2020 Law 05-03 (Woodlands Conservation By -Law), including but not limited to any and all notification and signage requirements. 2. The Applicant shall reforest 1.6 hectares of land within the area set forth on Map 1 hereto (which area is the same as that set forth on Schedule "G" to the Report to County Council by the Tree Commissioner as dated February 20, 2020), such reforestation to be accomplished by planting of 2800 trees of species and stock acceptable to the Tree Commissioner and to be completed on or before June 30, 2021. 3. In respect of the reforestation work required pursuant to item 2 above, (a) The Applicant shall utilize only site preparation and tree planting methods acceptable to the Tree Commissioner; and (b) Within 48 hours of such completion, the Applicant shall provide and deliver to the Tree Commissioner written notification of completion of tree -planting work as required in item 2 above as well as evidence that such work satisfied the species and stock requirements of such approved reforestation. 4. For the period of 5 years following the date of completion of tree -planting as required pursuant to item 2 above, the Applicant shall use best efforts, including Good Forestry and Conservation Practices, to achieve survival of at least 70% of the trees planted pursuant to item 2 above. 5. For the period of 5 years following the date of completion of tree -planting required pursuant to item 2 above but at all times upon at least 24 hours verbal notice, the Applicant shall grant and allow the Tree Commissioner free and unencumbered access to the lands upon which trees were planted pursuant to item 2 above to assess the survival rate of trees planted thereon, the efforts of the Applicant to achieve the target survival rate, and compliance with these terms and conditions. Motion Carried. 6. COMMITTEE OF THE WHOLE Moved by: Councillor Giguere Seconded by: Councillor French Resolved that we do now move into Committee of the Whole Council. Motion Carried. 7. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF 7.1 Warden's Activity Report — February 2020 — Warden The Warden presented the report to County Council with a list of official functions attended in February 2020. Page 4 March 10, 2020 Moved by: Councillor Marlyn Seconded by: Councillor Purcell Resolved that the report titled "Warden's Activity Report — February 2020" from Warden Dave Mennill dated February 27, 2020 be received and filed. Motion Carried. 7.2 Elgin County Strategic Plan Endorsement — Warden The Warden presented the report regarding the 2020-2022 Elgin County Strategic Plan and seeks Council's endorsement of the plan as presented. Moved by: Councillor Jones Seconded by: Councillor Giguere Resolved that Council endorse the "2020-2022 Elgin County Strategic Plan" as presented; and, that the Chief Administrative Officer be directed to provide a comprehensive follow up report which includes Council Actions, Staff Operational Plan and a general overview of Council's strategic planning process at the April 14, 2020 meeting of County Council. Motion Carried. 7.3 Terrace Lodge Redevelopment March 2020 Update — Councillor Purcell, Chair — Terrace Lodge Redevelopment Steering Committee The Chair of the Terrace Lodge Redevelopment Steering Committee presented a report sharing the following steps that the Steering Committee has taken in their careful planning for the success of the redevelopment of Terrace Lodge. Moved by: Councillor Marks Seconded by: Councillor French Resolved that the report titled "Terrace Lodge Steering Committee March 2020 Update" from Councillor Bob Purcell, Chair — Terrace Lodge Steering Committee dated March 10, 2020 be received and filed. Motion Carried. 7.4 Multi -Year Accessibility — 2019 Status Report — Accessibility Coordinator The Accessibility Coordinator presented the report regarding the Annual Accessibility Status Report on the progress of measures taken to implement the strategies outlined in the Multi -Year Accessibility Plan. Moved by: Councillor McPhail Seconded by: Councillor Marlyn Page 5 March 10, 2020 Resolved that the report titled "Multi -Year Accessibility Plan — 2019 Status Report" dated March 10, 2020 be received and filed. Motion Carried. 7.5 2021-2026 Multi Year Accessibility Plan Update — Accessibility Coordinator The Accessibility Coordinator presented the report regarding the 2021-2026 Multi Year Accessibility Plan Update. Moved by: Councillor Jones Seconded by: Councillor Giguere Resolved that the report titled "2021-2026 Multi Year Accessibility Plan Update" dated March 10, 2020 be received and filed. Motion Carried. 7.6 Public Release of Request for Proposal Scores — Director of Community and Cultural Services The Director of Community and Cultural Services presented the report outlining the County's procedures for providing proponent feedback in relation to proposals received for Request for Proposals (RFPs) where scoring results and not necessarily lowest price are used to determine the successful applicant. The report also outlined options that RFP proponents have to seek further information about scoring within the confines of the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). Moved by: Councillor Purcell Seconded by: Councillor Martyn Resolved that the report titled "Public Release of Request for Proposal Scores" from the Director of Community and Cultural Services dated February 19, 2020 be received and filed. Motion Carried 7.7 Electronic Bidding — Purchasing Coordinator The Purchasing Coordinator presented additional information with respect to the bidding platform proposed by staff, along with options for Council's consideration. Moved by: Councillor Purcell Seconded by: Councillor Giguere Resolved that the PowerPoint presentation titled "Electronic Bidding" dated March 10, 2020 be received; and, that the Procurement Policy be amended to include options with respect to electronic bidding and the continued acceptance of paper submissions; and, that options be presented to Council at an upcoming meeting. Motion Carried. Page 6 March 10, 2020 7.8 Approval for Official Plan Amendment No. 18 — Manager of Planning The Manager of Planning presented the report providing County Council with information required in order to consider granting approval to the above noted Official Plan Amendment. Moved by: Councillor Jones Seconded by: Councillor Giguere Resolved that the Council of the Corporation of the County of Elgin approves Official Plan Amendment No.18 to the Township of Malahide Official Plan, File No. MA-OPA18-20; and, that staff be directed to provide notice of this decision in accordance with the Planning Act. Motion Carried. 7.9 Approval for Official Plan Amendment No. 25 — Manager of Planning The Manager of Planning presented the report providing County Council with information required in order to consider granting approval to the above noted Official Plan Amendment. Moved by: Councillor Ketchabaw Seconded by: Councillor Purcell Resolved that the Council of the Corporation of the County of Elgin approves Official Plan Amendment No.25 to the Municipality of Bayham Official Plan, File No. BA-OPA25-20; and, that staff be directed to provide notice of this decision in accordance with the Planning Act. Motion Carried. 7.10 2019 Economic Development Department Highlights — General Manager of Economic Development The General Manager of Economic Development presented the report providing highlights and outcomes of the department's yearly activities. A detailed overview can be found in Appendix One. Moved by: Councillor Martyn Seconded by: Councillor Giguere Resolved that the February 27, 2020, report titled, "2019 Economic Development Department: Highlights," submitted by the General Manager of Economic Development, be received and filed for information; and, that the General Manager of Economic Development be directed to prepare an interim report on departmental activities to be provided to County Council in July 2020. Motion Carried. Page 7 March 10, 2020 7.11 Homes — Administration Policy 1.34 — Student Educational Placements & Orientation — Director of Homes and Seniors Services The Chief Administrative Officer presented the report regarding the Homes — Administration Policy 1.34 — Student Educational Placements & Orientation. Moved by: Councillor Jones Seconded by: Councillor Martyn Resolved that Council approve the County of Elgin Homes and Seniors Services Administration Policy 1.34 — Student Educational Placements & Orientation; and, that the report titled "Homes — Administration Policy 1.34 — Student Educational Placements & Orientation" dated March 2, 2020 be received and filed. Motion Carried. 7.12 2020 Non -Union Economic Adiustment — Director of Human Resources The Director of Human Resources presented the report seeking County Council's approval to implement a 1.9% wage increase for non -union staff and Council in 2020. Moved by: Councillor Purcell Seconded by: Councillor Jones Resolved that County Council approve a non -union economic adjustment of 1.9% effective the first full pay period of 2020; and, that the necessary by-law be prepared. - Motion Carried. 7.13 Amendments to Human Resources Policy 9.90 — Pregnancy and Parental Leave — Director of Human Resources The Director of Human Resources presented the report regarding Amendments to Human Resources Policy 9.90 — Pregnancy and Parental Leave. Moved by: Councillor French Seconded by: Councillor Martyn Resolved that Council approve the changes to HR Policy 9.90 Pregnancy and Parental Leave as attached. Motion Carried. Page 8 March 10, 2020 7.14 HR Policy: 12.130 Exit Interview — Director of Human Resources The Director of Human Resources presented the report regarding HR Policy: 12.130 Exit Interview. Moved by: Councillor Jones Seconded by: Councillor McPhail Resolved that Council approve the new HR Policy: "12.130 Exit Interview" and updated Exit Interview procedure. Motion Carried. 7.15 Contract Award —King George VI Lift Bridge Rehabilitation Contract No. 2020- T03 — Director of Engineering Services The Director of Engineering Services presented the report regarding the Contract Award — King George VI Lift Bridge Rehabilitation Contract No. 2020-T03. Moved by: Councillor Martyn Seconded by: Councillor Marks Resolved that Landform Civil Infrastructure Inc. be selected for the King George VI Bridge Rehabilitation Project, Tender No. 2020-T03 at a total price of $5,843,640.00 (inclusive of a $650,000 contingency allowance and exclusive of HST), and that the funding deficit be identified in the 2021 Capital Budget; and, that the provision of additional contract administration and inspection engineering services associated with the Rehabilitation of the King George IV Lift Bridge previously awarded to GM BluePlan Engineering Limited be increased in the amount of $270,000.00 (excluding HST); and, that the Warden and Chief Administrative Officer be directed and authorized to sign the contract. Motion Carried. 7.16 St. George Street Bridge Deck Rehabilitation — Proiect Award — Director of Engineering Services The Director of Engineering Services presented the report providing details regarding the joint project between the City of St. Thomas and County of Elgin for the St. George Street Bridge rehabilitation; the Bridge is jointly owned by both municipalities. Moved by: Councillor Jones Seconded by: Councillor Ketchabaw Resolved that the report titled St. George Street Bridge Deck Rehabilitation — Project Award, be received for information. Motion Carried. Page 9 March 10, 2020 7.17 Contract Award — Kimble Bridge Replacement Contract No. 2020-T02 — Director of Engineering Services The Director of Engineering Services presented the report regarding the Contract Award — Kimble Bridge Replacement Contract No. 2020-T02. Moved by: Councillor French Seconded by: Councillor Purcell Resolved that Sterling Ridge Infrastructure Inc. be selected for the Kimble Bridge Replacement Project, Contract No. 2020-T02 at a total price of $495,500 inclusive of a $40,000 contingency allowance and exclusive of H.S.T.; and, that projected surplus funds from the St. George Street Bridge Deck Rehabilitation Project in the amount of $50,000 be reallocated towards the Kimble Bridge Replacement Project capital budget to offset a funding deficit; and, that the Warden and Chief Administrative Officer be directed and authorized to sign the contract. Motion Carried. 7.18 Avon Drive (CR 37) — Boundary Road Agreement — Director of Engineering Services The Director of Engineering Services presented the report seeking Council's approval to enter into the new Avon Drive (CR 37) — Boundary Road Agreement. Moved by: Councillor Giguere Seconded by: Councillor French Resolved that the Warden and Chief Administrative Officer be directed and authorized to sign the contract. Motion Carried. 7.19 Approval to Award Tender No. 2020-T09 — Wonderland Road Reconstruction — Director of Engineering Services The Director of Engineering Services presented the report requesting permission for staff to award one tender prior to the April 28, 2020 Council Meeting in an effort to expedite the project. Moved by: Councillor Purell Seconded by: Councillor Ketchabaw Resolved that staff award Tender No. 2020-T09 — Wonderland Road Reconstruction according to the County's Purchasing Policy and within budget allocations; and, that the Warden and Chief Administrative Officer be directed and authorized to sign the contract; and, that staff report back to Council with the results at the April 28, 2020 Council meeting. Motion Carried. Page 10 March 10, 2020 7.20 2020 Annual Repayment Limit — Director of Financial Services The Deputy Treasurer/Senior Financial Analyst presented the report regarding the 2020 Annual Repayment Limit (ARL). Moved by: Councillor Ketchabaw Seconded by: Councillor Jones Resolved that the report titled "2020 Annual Repayment Limit" dated February 26, 2020 be received and filed. Motion Carried. 7.21 Council and Outside Board Remuneration and Expenses — Senior Financial Analyst The Senior Financial Analyst presented the report regarding remuneration, mileage, and expenses for Council and Outside Boards. Moved by: Councillor Jones Seconded by: Councillor McPhail Resolved that the Treasurer's Statement of Remuneration and Expenses for County Council for 2019 be received and filed by Council; and, that the Treasurer's Statement for Remuneration and Expenses for Outside Boards for 2019 be received and filed by Council; and, that the report titled "Council and Outside Boards Remuneration and Expenses" from the Senior Financial Analyst dated February 23, 2020 be received and filed. Motion Carried. 7.22 Landfill Revenue Neutral Tax Ratio — Director of Financial Services The Deputy Treasurer/Senior Financial Analyst presented the report regarding the Landfill Revenue Neutral Tax Ratio. Moved by: Councillor Ketchabaw Seconded by: Councillor Jones Resolved that Schedules A and C of the February 11, 2020 budget presentation be amended to reflect the revised landfill tax ratio and rates in -line with the provincially calculated revenue neutral ratio for landfills; and, that the necessary 2020 budget by-law be read for approval. Motion Carried. Page 11 March 10, 2020 7.23 Approval Fees and Charges — Chief Administrative Officer The Chief Administrative Officer presented the report regarding the fees and charges levied for administrative activities within each department to reflect cost recovery for material, activities and services. Moved by: Councillor Purcell Seconded by: Councillor Giguere Resolved that By-law 19-31, "A By-law to Provide a Schedule of Services and Activities Subject to Fees and Charges by the County of Elgin", passed on August 13, 2019, is hereby repealed; and, that the changes to fees and charges identified in red and the fees and charges listed in the attached by-law are approved and imposed for the associated commencing date of March 10, 2020. Motion Carried. 7.24 Community Safety and Well -Being Plan Update — Chief Administrative Officer The Chief Administrative Officer presented the report providing details regarding the joint project between the City of St. Thomas, Town of Aylmer, County of Elgin, along with Police Services (City of St. Thomas Police, Town of Aylmer Police and Elgin Ontario Provincial Police) for the development of a joint Community Safety and Well -Being (CSWB) Plan in accordance with the Police Services Act and Bill 175 — The Safer Ontario Act. There will be one (1) joint CSWB Plan, and it will include the following municipalities: City of St. Thomas, County of Elgin, Town of Aylmer, Municipality of Bayham, Municipality of Central Elgin, Municipality of Dutton-Dunwich, Township of Southwold, Township of Malahide, and Municipality of West Elgin. The planning process will be led by Elgin County, the City of St. Thomas, and the Town of Aylmer. Moved by: Councillor Purcell Seconded by: Councillor McPhail Resolved that the report titled "Community Safety and Well -Being Plan Update" from the Chief Administrative Officer dated February 26, 2020 be received and filed. Motion Carried. 7.25 Provincial Offences Part III Prosecutions Update — Chief Administrative Officer The Chief Administrative Officer presented the report informing County Council of the implications of the Stronger, Fairer Ontario Act, 2017 regarding the downloading of responsibility for prosecuting Part III offences under the Provincial Offences Actfrom the Province. Part III matters are currently being prosecuted by the Ministry's Crown Attorney's office and will be transferred to municipalities. Page 12 March 10, 2020 Moved by: Councillor Jones Seconded by: Councillor Giguere Resolved that the report titled "Provincial Offences Part III Prosecutions Update" from the Chief Administrative Officer dated March 3, 2020 be received and filed. Motion Carried. 7.26 Service Delivery Review Progress Report No. 1 — Chief Administrative Officer The Chief Administrative Officer presented the report to provide Council with an update on the Service Delivery Review (SDR) process to date, and to seek Council's endorsement, in principle, of the Project Charter and High Opportunity Areas proposed for review. Moved by: Councillor Purcell Seconded by: Councillor Ketchabaw Resolved that the report titled "Service Delivery Review Progress Report No. 1" from the Chief Administrative Officer dated March 3, 2020 be received and filed; and, that Council endorse, in principle, the Project Charter provided by Strategy Corp Inc. as presented; and, that, without limiting the ultimate scope of the review process or recommendations thereof, Council acknowledge the High Opportunity Areas identified by the Management Team as presented. Motion Carried. 8. COUNCIL CORRESPONDENCE 8.1 Items for Consideration (Consent Agenda) 1. Chair Martyn, Elgin Group Police Services Board with a letter to the Ministry of the Solicitor General requesting that a new member of the Elgin Group Police Services Board be appointed by the Lieutenant Governor in Council pursuant to Section 27 of the Police Services Act, as amended, as soon as possible noting that a vacancy has existed on the Board since July 26, 2019. 2. Lindsey Gray, Manager, Operations Unit, Public Safety Division, Ministry of the Solicitor General with a letter to Chair Martyn, Elgin Group Police Services Board regarding the provincial vacancy on the Elgin Group Police Services Board. 3. Dianne Wilson, Deputy Clerk/Records Management Coordinator, Municipality of Central Elgin with a letter requesting Elgin County Council to maintain continuing dialogue with the Hospice Steering Committee to look for creative financial and other in -kind measures to support the development of an Elgin hospice and continue to explore available sources of funding for the hospice, particularly when current funding commitments to the St. Thomas -Elgin General Hospital are met in the near future, with the objective that in the future Page 13 March 10, 2020 Elgin County will not be the lone southwestern Ontario county without a hospice. Moved by: Councillor Ketchabaw Seconded by: Councillor Jones Resolved that the Warden be directed to send a letter to the local MPP, in support of the Elgin Group Police Services Board requesting that the Order in Council vacancy be filled as soon as possible; and, that Correspondence Items #1-3 be received and filed. Motion Carried. 8.2 Items for Information (Consent Agenda) 1. Warden Mennill with a letter to the Honourable Steve Clark, Minister of Municipal Affairs and Housing regarding Elgin County Council's support of the proposed development of affordable housing in the Town of Aylmer by Walter Otojic & Sons Ltd. 2. Jim Adams, Director of Housing Programs Branch, Ministry of Municipal Affairs and Housing with a letter regarding Elgin County Council's support for the Walter Otojic & Sons Ltd. proposal to develop affordable housing in the Town of Aylmer. 3. Douglas Browne, Chief of Emergency Management, Office of the Fire Marshal and Emergency Management, Ministry of the Solicitor General with a letter congratulating the municipality's efforts in achieving compliance in 2019. 4. Betsy McClure, Program Coordinator, Elgin Clean Water Program with a letter regarding the 2019 Year End Report. 5. Larry Martin, Chair, Board of Health, Southwestern Public Health with a letter regarding the Board's approval of the purchase of replacement HVAC units at our 1230 Talbot Street location in St. Thomas. 6. The Honourable Steve Clark, Minister of Municipal Affairs and Housing with a letter regarding the Provincial Policy Statement (PPS), 2020. Moved by: Councillor Purcell Seconded by: Councillor Giguere Resolved that Correspondence Items #1-6 be received and filed. Motion Carried. Page 14 March 10, 2020 9. OTHER BUSINESS 9.1 Statements/inquiries by Members None. 9.2 Notice of Motion None. 9.3 Matters of Urgency 9.3.1 The Chief Administrative Officer requested that an item be added to the Closed Meeting Agenda — Municipal Act Section 239 2(e) litigation or potential litigation, including matters before administrative tribunals affecting the municipality or local board— Port Bruce Bridge. Moved by: Councillor McPhail Seconded by: Councillor Purcell Resolved that the Port Bruce Bridge litigation/potential litigation item as requested by the Chief Administrative Officer be added to the agenda for the Closed Meeting. - Motion Carried. 9.3.2 The Chief Administrative Officer presented information about the Call for Community Expressions of Interest (EOI) for Rural Ontario Residential Broadband Project #1. On February 28, 2020, Centre of Excellence in Next Generation Networks (CENGN) announced funding under the Next Generation Network Program (NGNP). CENGN will fund projects across Northern and Rural Ontario that demonstrate technology solutions that offer lower cost, higher performance residential broadband access for Northern and Rural Ontario communities. These technology projects will be funded for 3-6 months. They will be designed to test new technologies and solutions to improve high-speed internet access to Northern and Rural Ontario communities. CENGN will fund 50% of the expenses, and the technology applicant must be willing to fund up to 50% of the project. There is no cost to the host community participating in the project. The deadline for EOI submissions is March 13, 2020. One rural Ontario community, and a number of technology company applicants will be selected using the CENGN EOI evaluation process. Moved by: Councillor Jones Seconded by: Councillor Giguere Resolved that the Chief Administrative Officer be directed to prepare and submit an Expression of Interest. Motion Carried. Page 15 March 10, 2020 9.3.3 The Chief Administrative Officer recommended that a regular meeting of County Council be scheduled for April 14, 2020 at 9:00 a.m. in the Council Chambers. Moved by: Councillor Purcell Seconded by: Councillor Ketchabaw Resolved that a regular meeting of County Council be scheduled for April 14, 2020 at 9:00 a.m. in the Council Chambers. Motion Carried. 10. CLOSED MEETING ITEMS Moved by: Councillor Jones Seconded by: Councillor French Resolved that we do now proceed into closed meeting session in accordance with the Municipal Act to discuss matters under Municipal Act Section 239 (2): In -Camera Item #1 (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board — Philmore Bridge In -Camera Item #2 (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board — Port Bruce Bridge In -Camera Item #3 (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 — Transfer Payment Municipal Modernization Program In -Camera Item #4 (b) — personal matters about an identifiable individual, including municipal or local board employees, (d) labour relations or employee negotiations — Non -union and Council Benefits Plan recommended amendments In -Camera Item #5 (b) — personal matters about an identifiable individual, including municipal or local board employees — Organizational Review (to be handed out at meeting) Motion Carried. Page 16 March 10, 2020 11. RECESS None. 12. MOTION TO RISE AND REPORT Moved by: Councillor Jones Seconded by: Councillor Purcell Resolved that we do now rise and report. - Motion Carried. In -Camera Item #1 — Philmore Bridge Moved by: Councillor Ketchabaw Seconded by: Councillor Jones Resolved that the confidential report titled "Philmore Bridge" be received and filed; and, that the Warden be directed to send a follow-up letter to John Hueston; and, that a copy of the letter be included in the April 14, 2020 County Council Agenda. - Motion Carried. In -Camera Item #2 — Port Bruce Bridge Moved by: Councillor French Seconded by: Councillor Marlyn Resolved that the County Solicitor proceed as directed. Motion Carried. In -Camera Item #3 — Transfer Payment Municipal Modernization Program Moved by: Councillor Martyn Seconded by: Councillor Giguere Resolved that the Warden and Chief Administrative Officer be authorized and directed to enter into the Transfer Payment Agreement to receive $125,000 from the Municipal Modernization Program; and, that By -Law 20-11 to authorize the Warden and Chief Administrative Officer to execute the Transfer Payment Agreement on behalf of Elgin County be enacted. - Motion Carried. Page 17 March 10, 2020 In -Camera Item #4 — Non -union and Council Benefits Plan recommended amendments Moved by: Councillor Purcell Seconded by: Councillor McPhail Resolved that County Council approve the confidential report entitled "Non -union and Council Benefits Plan recommended amendments"; and that, staff be directed to implement recommended plan adjustments; and, that staff be directed to present amended Human Resources Policies to County Council for consideration at a future date. Motion Carried. In -Camera Item #5 — Organizational Review (to be handed out at meeting) Moved by: Councillor French Seconded by: Councillor Martyn Resolved that the Chief Administrative Officer proceed as directed. Motion Carried. 13. MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE WHOLE Moved by: Councillor Martyn Seconded by: Councillor Jones Resolved that we do now adopt recommendations of the Committee Of The Whole. Motion Carried. 14. CONSIDERATION OF BY-LAWS 14.1 By-law 20-08 — 2020 Budget BEING a By-law to Provide for the Adoption of the 2020 Budget of the Corporation of the County of Elgin and to Establish the 2020 Tax Ratios, and to Establish the 2020 Tax Rates for the County Constituent Municipalities. Moved by: Councillor Ketchabaw Seconded by: Councillor French Resolved that By -Law No. 20-08 be now read a first, second and third time and finally passed. Motion Carried. Page 18 March 10, 2020 14.2 By-law 20-09 — Fees and Charges BEING a By-law to Provide a Schedule of Services and Activities Subject to Fees and Charges by the County of Elgin and to Repeal By-law No. 19-31. Moved by: Councillor Giguere Seconded by: Councillor Jones Resolved that By -Law No. 20-09 be now read a first, second and third time and finally passed. Motion Carried. 14.3 By-law 20-10 —Land Division Committee Appointment - BEING a By-law to Appoint a Land Division Committee and to Repeal By-law No.19-02. Moved by: Councillor McPhail Seconded by: Councillor Jones Resolved that By -Law No. 20-10 be now read a first, second and third time and finally passed. Motion Carried. 14.4 By-law 20-11 — Municipal Modernization Program Transfer Payment Agreement BEING a By-law to Approve a Transfer Payment Agreement for the Municipal Modernization Program with Her Majesty the Queen in Right of the Province of Ontario as Represented by the Minister of Municipal Affairs and Housing to fund an Independent Third -Party Reviewer to Conduct a Service Delivery and Modernization Review and, further thereto, to Authorize the Warden and Chief Administrative Officer to Execute the said Transfer Payment Agreement on behalf of Elgin County. Moved by: Councillor French Seconded by: Councillor Giguere Resolved that By -Law No. 20-11 be now read a first, second and third time and finally passed. Motion Carried. Page 19 March 10, 2020 14.5 By-law 20-12 — Confirming all Actions and Proceedings BEING a By-law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the March 10, 2020 Meeting. Moved by: Councillor Martyn Seconded by: Councillor Jones Resolved that By -Law No. 20-12 be now read a first, second and third time and finally passed. - Motion Carried. 15. ADJOURNMENT Moved by: Councillor French Seconded by: Councillor Jones Resolved that we do now adjourn at 12:11 p.m. to meet again on April 14, 2020 at the County Administration Building Council Chambers at 9:00 a.m. Motion Carried. Julie Gony u, Chief Administrative Officer. Dave Mennill, Warden.