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07 - County Council Minutes - April 14, 2020`9 Elgin Progressive by Nature April 14, 2020 ELGIN COUNTY COUNCIL MINUTES Council Present: Warden Dave Mennill (electronic) Deputy Warden Duncan McPhail (electronic) Councillor Bob Purcell (electronic) Councillor Sally Martyn (electronic) Councillor Tom Marks (electronic) Councillor Mary French (electronic) Councillor Grant Jones (electronic) Councillor Dominique Giguere (electronic) Councillor Ed Ketchabaw (electronic) Page 1 April 14, 2020 Staff Present: Julie Gonyou, Chief Administrative Officer (in -person) Amy Thomson, Director of Human Resources (electronic) Jim Bundschuh, Director of Financial Services (electronic) Brian Lima, Director of Engineering Services (electronic) Brian Masschaele, Director of Community and Cultural Services (electronic) Steve Evans, Manager of Planning (electronic) Steve Gibson, County Solicitor (in -person) Alan Smith, General Manager of Economic Development (electronic) Tanya Tilton -Reid, Manager of Human Resources (electronic) Mike Hoogstra, Purchasing Coordinator (report only) (electronic) Carolyn Krahn, Legislative Services Coordinator (in -person) 1. CALL TO ORDER 2. 3. Elgin County Council met this 14t" day of April, 2020 in the Council Chambers, at the County Administration Building, St. Thomas at 9:00 a.m. with Warden Mennill in the chair. The Councillors and some staff participated electronically by video conference. WARDEN'S OPENING REMARKS — COVID-19 The Warden acknowledged the community's efforts to slow the spread of COVID-19 and thanked residents for their strict adherence to physical distancing. With the recent spike in positive cases in Ontario, the Warden highlighted the importance of practicing physical distancing and emphasized that staying home is the safest thing people can do for themselves and their families. The Warden also encouraged residents to follow the directives and guidelines set out by the Province and Southwestern Public Health. ADOPTION OF MINUTES Moved by: Councillor Purcell Seconded by: Councillor Jones Resolved that the minutes of Special Meeting #1 and Special Meeting #2 held on March 24, 2020 be adopted. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Marlyn Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 Motion Carried. Page 2 April 14, 2020 4. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF None. 5. COMMITTEE OF THE WHOLE Moved by: Councillor Marks Seconded by: Councillor Ketchabaw Resolved that we do now move into Committee of the Whole Council. L0=0• 0� l7•T�! Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Marlyn Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 Motion Carried. 6. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF 6.1 Warden's Activity Report — March 2020 - Warden The Warden presented a report to County Council with a list of official functions attended in March 2020. The Warden provided a correction to the report. The Town of Aylmer declared a State of Emergency on March 18, 2020. Moved by: Councillor French Seconded by: Councillor Martyn Resolved that the report titled "Warden's Activity Report — March 2020" from Warden Dave Mennill dated March 31, 2020 be received and filed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 Motion Carried. 6.2 Elgin County 2020 Grant and Festival Events Partnership Program Allocations — Councillor Ketchabaw Councillor Ketchabaw reviewed the 2020 Grant and Festival Events Partnership Program allocations as recommended by the Rural Initiatives and Planning Advisory Committee, with amendments as suggested by the Chief Administrative Officer (CAO). Page 3 April 14, 2020 Moved by: Councillor Ketchabaw Seconded by: Councillor Marlyn Resolved that the report titled "Elgin County 2020 Grant and Festival Events Partnership Program Allocations" from Councillor Ed Ketchabaw, dated April 4, 2020 be received and filed; and that the following funds be granted as part of the Elgin County 2020 Grant and Festival Partnership Program Allocations: Tillsonburg and District Multi -Service Centre $4780 Quad County Support Services $2000 Second Stage Housing $13400; and That the aforementioned allocations be paid 90% up front, with the remaining funds to be paid upon receipt of the final report; and finally, that the Rural Initiatives and Planning Advisory Committee meet in May -June 2020 to reassess the remaining requests for grants and make additional recommendations to County Council at that time. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Marlyn Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 Motion Carried. 6.3 Final Plan Approval, Helen M. Spriet and Red Lion Properties Ltd., Part of Lots 7, 8,10,11,12,13,14,17 and 21 and all of Lot 9, Reg. Plan 292 (C), Geographic Township of Former Village of Belmont, Municipality of Central Elgin, File No.:34T-CE1802 — Manager of Planning The Manager of Planning presented a report to advise County Council that final approval was given for a plan of subdivision in Belmont on March 5, 2020. Moved by: Councillor Marks Seconded by: Councillor Purcell Resolved that the report titled "Final Plan Approval, Helen M. Spriet and Red Lion Properties Ltd...." from the Manager of Planning, dated March 5, 2020, be received and filed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martn Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 Motion Carried. Page 4 April 14, 2020 6.4 Electronic Bidding Update — Purchasing Coordinator The Purchasing Coordinator presented an update on electronic bidding. The presentation provided data demonstrating that electronic bidding offers a reduced workload for County staff and prospective bidders and that the uptake of information technology to a level sufficient to partake in e-bidding is virtually universal among large and small businesses. Moved by: Councillor Jones Seconded by: Councillor McPhail Resolved that the procurement policy be approved as a pilot; and, that the Purchasing Coordinator be directed to provide a follow-up report to County Council in one year to update Council on the pilot policy and electronic bidding. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martn Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Abstained Malahide Warden Dave Mennill Yes 8 0 1 Motion Carried. 6.5 Tourism Membership and Program Fees — General Manager of Economic Development The General Manager of Economic Development presented a report on the economic impact of COVID-19 on local businesses. Because the tourism industry has been hit particularly hard, Elgin County Tourism will be postponing and cancelling some of its tourism programming and services for 2020. Moved by: Councillor Marlyn Seconded by: Councillor Jones Resolved that the report titled, "Tourism Membership and Program Fees", be received and filed for information; and that the fees associated with tourism programming and membership be waived for the year 2020. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Marlyn Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 Motion Carried. Page 5 April 14, 2020 6.6 Cycling Master Plan Update — Director of Engineering Services The Director of Engineering Services updated Council on the progress to date with respect to the implementation of cycling facilities as well as proposed future projects and minor revisions to the current plan. Moved by: Councillor Purcell Seconded by: Councillor McPhail Resolved that the report titled, "Cycling Master Plan Update", be received and filed; and, that staff be authorized and directed to implement cycling facilities and revisions to the Cycling Master Plan (2014) as detailed in this report; and that staff be directed to undertake a comprehensive revision of the Cycling Master Plan after anticipated revisions to the Ontario Traffic Manual — Book 18 are made. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martn Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 Motion Carried. 6.7 Roadside Environments — Director of Engineering Services The Director of Engineering Services presented a report on the intent and options for municipalities to manage roadside environments. The current Road Maintenance Agreement includes a responsibility to remove vegetation to the road property limits once every 3 years. Flexibility exists for member municipalities to perform mechanical cutting or to allow naturalization of the right of way. The eradication of invasive species and noxious weeds can be managed following the County's spraying policy. Moved by: Councillor French Seconded by: Councillor Jones Resolved that the report titled, "Roadside Environments", be received and filed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 Motion Carried. Page 6 April 14, 2020 6.8 Contract Award of Three Tenders — Asphalt Crack Sealing, Cold In -Place Recycling with Expanded Asphalt Material, and Granular `A' Shouldering — Director of Engineering Services The Director of Engineering Services presented a report on the contract award of tenders for Asphalt Crack Sealing, Cold In -Place Recycling with Expanded Asphalt Material, and Granular `A' Shouldering. These three tender awards represent nine (9) different projects within the Capital Budget. All of the low tenders submitted were within the approved budget amounts, and no capital surplus is anticipated at this time. Moved by: Councillor Ketchabaw Seconded by: Councillor Martyn Resolved that Niagara Crack Sealing be selected for the Asphalt Crack Sealing Project, Tender No. 2020-T10 at a total price of $136,000.00, exclusive of H.S.T.; and, that Roto-Mill Inc. be selected for the Cold In -Place Recycling with Expanded Asphalt Material (CIREAM) Project, Tender No. 2020-T12 at a total price of $1,041,090.00, inclusive of a contingency allowance and exclusive of H.S.T.; and, that D&D Trucking and Construction Service Inc. be selected for the Granular `A' Shouldering Project, Tender No. 2020-T14 at a total price of $144,150.00 exclusive of H.S.T.; and, that the Warden and Chief Administrative Officer be authorized to sign the contracts. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martn Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 Motion Carried. 6.9 Tender No. 2020-T09 Results — Wonderland Road Reconstruction — Director of Engineering Services The Director of Engineering Services provided an update on the tender results for the Wonderland Road Reconstruction. As directed by Council at its meeting on March 10, 2020, staff have awarded the contract to L82 Construction Ltd. following confirmation that the total anticipated project cost is within the approved budget allocation. Moved by: Councillor Jones Seconded by: Councillor French Resolved that the report titled "Tender No. 2020-T09 Results — Wonderland Road Reconstruction" be received and filed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martn Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Page 7 April 14, 2020 Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 ZA . .1 OFTri061 6.10 Contract Award —Warren Street Intersection Improvements Tender No. 2020- T20 — Director of Engineering Services The Director of Engineering presented a report regarding the contract award of the Warren Street Intersection Improvements. Three (3) contractors submitted bids for the tender, which closed on March 31, 2020. R. Russell Construction submitted the lowest compliant bid for the project. Work on the project is tentatively scheduled to start on April 15, 2020 with substantial completion anticipated to be achieved by May 22, 2020. Moved by: Councillor Marks Seconded by: Councillor Giguere Resolved that 598424 Ontario Ltd. o/a R. Russell Construction be selected for the Warren Street Intersection Improvements Project, Tender No. 2020-T20 at a total price of $505,745.19 (inclusive of a $90,000 contingency allowance and exclusive of HST), and; that the Warden and Chief Administrative Officer be directed and authorized to sign the contract. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martn Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 Motion Carried. 6.11 COVID-19: Changes to Fees and Charges —Director of Financial Services The Director of Financial Services presented a report outlining the hardships COVID-19 will impose on businesses, families and individuals as normal economic activity has been restricted in an attempt to slow the progression of the virus. Providing levy penalty relief will assist the local municipalities in offering tax relief to their residents as they deal with the financial ramifications of the COVID-19 crisis. Moved by: Councillor Purcell Seconded by: Councillor Marlyn Resolved that the Fees and Charges By -Law be amended to grant relief of interest and penalties on levy remittances as detailed in By -Law 20-18. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martn Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Page 8 April 14, 2020 Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 Motion Carried. 6.12 Clearing Exemption Application — Pt Lot 40, Concession SE of the North Branch of Talbot Road, Township of Southwold — County Solicitor The County Solicitor presented an update on the Clearing Exemption Application identified above. The County Solicitor received some information inconsistent with statements made during the course of the Hearing, and he directed the Tree Commissioner to hold any Permit authorizing clearing of the woodlands until the issue could be investigated. The County Solicitor was later advised that the Developer had resolved the tree removal dispute to the satisfaction of both involved Objectors, and as a result, the Tree Commissioner completed and released the Tree Clearing Exemption Permit to the Developer. Moved by: Councillor Ketchabaw Seconded by: Councillor Giguere Resolved that the report titled "Clearing Exemption Application — Pt Lot 40, Concession SE of the North Branch of Talbot Road, Township of Southwold", dated April 2, 2020, be received and filed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 91 0 0 Motion Carried. 6.13 Proposed Amendment to By -Law 18-35, Being a By -Law Establishing Meeting Procedures for Elgin County Land Division Committee — Provision for Electronic Participation in Committee Meetings During a Declared State of Emergency — County Solicitor The County Solicitor presented a report informing Council of a need to amend the existing Land Division Committee Procedure By -Law to permit electronic participation of Members in Committee Meetings during a declared state of emergency. Moved by: Councillor Marks Seconded by: Councillor McPhail Resolved that the report, dated April 4, 2020, and entitled "Proposed Amendment to By -Law 18-35, Being a By -Law Establishing Meeting Procedures for Elgin County Land Division Committee -Provision for Electronic Participation in Land Division Committee Meetings During a Declared State of Emergency", be received and filed; and, that Council consider enacting the draft By -Law attached as Schedule "A" to this Report. Page 9 April 14, 2020 Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 Motion Carried. 6.14 Proposed Amendment to By -Law 19-40, Being a By -Law Establishing Meeting Procedures for Committees — Provision for Electronic Participation in Committee Meetings During a Declared State of Emergency — County Solicitor The County Solicitor presented a report to inform Council of a need to amend the existing Committee Procedure By -Law to permit electronic participation of Members in Committee Meetings during a declared state of emergency. Moved by: Councillor Jones Seconded by: Councillor Giguere Resolved that the report, dated April 4, 2020, and entitled "Proposed Amendment to By -Law 19-40, Being a By -Law Establishing Meeting Procedures for Committees - Provision for Electronic Participation in Committee Meetings During a Declared State of Emergency", be received and filed; and, that Council consider enacting the draft By -Law attached as Schedule "A" to this Report. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martn Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 1 0 0 Motion Carried. 6.15 Frustration of Terrace Lodge Pool Use Agreement — Elgin (County) — YWCA of St. Thomas -Elgin — County Solicitor The County Solicitor presented a report to inform Council of the legal frustration of the current Terrace Lodge Pool Use Agreement ("Agreement") between the Corporation of the County of Elgin ("Elgin") and YWCA of St. Thomas -Elgin ("YWCA"). Moved by: Councillor Jones Seconded by: Councillor McPhail Resolved that the report to Council, dated April 4, 2020, and entitled "Frustration of Terrace Lodge Pool Use Agreement - Elgin (County) / YWCA of St. Thomas - Elgin" be accepted and filed; and that the draft Acknowledgement and Termination Page 10 April 14, 2020 Agreement attached as Schedule "A" to this Report to Council be approved; and that the Warden and Chief Administrative Officer be authorized to execute the said Acknowledgement and Termination Agreement on behalf of the Corporation of the County of Elgin. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 Motion Carried. 6.16 Frustration of Meals -On -Wheels Supply Agreement — Elgin (County) — Victorian Order of Nurses for Canada — Ontario Branch — County Solicitor The County Solicitor presented a report to inform Council of the legal frustration of the current Meals -On -Wheels Supply Agreement ("Agreement") between the Corporation of the County of Elgin ("Elgin") and Victorian Order of Nurses for Canada — Ontario Branch ("VON"). Moved by: Councillor Purcell Seconded by: Councillor Ketchabaw Resolved that the report to Council, dated April 4, 2020, and entitled "Frustration of Meals -On -Wheels Supply Agreement - Elgin (County) - Victorian Order of Nurses for Canada — Ontario Division" be accepted and filed; and that the draft Acknowledgement and Suspension Agreement attached as Schedule "A" to this Report to Council be approved; and that subject to the satisfaction of the County Solicitor, the Warden and Chief Administrative Officer be authorized to execute the said Acknowledgement and Suspension Agreement on behalf of the Corporation of the County of Elgin. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martn Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 1 0 0 Motion Carried. 6.17 Frustration of Meals -On -Wheels Supply Agreement — Elgin (County) — West - Elgin Community Health Centre — County Solicitor The County Solicitor presented a report to inform Council of the legal frustration of the current Meals -On -Wheels Supply Agreement ("Agreement") between the Corporation of the County of Elgin ("Elgin") and West Elgin Community Health Centre (WECHC). Page 11 April 14, 2020 Moved by: Councillor Marks Seconded by: Councillor Giguere Resolved that the report to Council, dated April 4, 2020, and entitled "Frustration of Meals -On -Wheels Supply Agreement - Elgin (County) / West Elgin Community Health Centre" be accepted and filed; and that the draft Acknowledgement and Suspension Agreement attached as Schedule "A" to this Report to Council be approved; and that subject to the satisfaction of the County Solicitor, the Warden and Chief Administrative Officer be authorized to execute the said Acknowledgement and Suspension Agreement on behalf of the Corporation of the County of Elgin. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 1 0 0 Motion Carried. 6.18 COVID-19: Business Continuity Planning — Chief Administrative Officer The Chief Administrative officer provided an overview of the County's response to the COVID-19 pandemic. During this time, the County is offering essential services only. Staff will continue to monitor the financial impacts of COVID-19 and will provide updates to Council. Moved by: Councillor French Seconded by: Councillor Martyn Resolved that the report titled "COVID-19: Business Continuity Planning" from the Chief Administrative Officer dated March 2020 be received and filed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Marlyn Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 Motion Carried. 7. COUNCIL CORRESPONDENCE 7.1 Items for Consideration 7.1.1 Anita Provoost, Vice President, Elgin Federation of Agriculture, with a letter Page 12 April 14, 2020 requesting that Elgin County Council show support for Bill 156 by sending the attached letter to Ontario's Minister of Agriculture, Food and Rural Affairs, the Honourable Ernie Hardeman. Moved by: Councillor Martyn Seconded by: Councillor Jones Resolved that the Warden be directed to send a letter to Ontario's Minister of Agriculture, Food and Rural Affairs, the Honourable Ernie Hardeman, expressing Elgin County Council's support for Bill 156; and, that Correspondence Item # 7.1.1 be received and filed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martn Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 7.2 Items for Information (Consent Agenda) 7.2.1 The Canadian National Railway with a letter regarding the discontinuance of the Cayuga Line. 7.2.2 Dr. Merrilee Fullerton, Minister of Long -Term Care, with a letter announcing the investment of $243 million in 2020-21 for additional surge capacity in homes, 24/7 screening, and more staff, supplies and equipment to help tackle the COVID-19 outbreak. 7.2.3 The Association of Municipalities of Ontario with an update on the AMO Conference 2020 scheduled for August 16-19. Moved by: Councillor Purcell Seconded by: Councillor McPhail Resolved that Correspondence Items #7.2.1 — 7.2.3 be received and filed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martn Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. Page 13 April 14, 2020 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 French Seconded by: Councillor Marks 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 — Port Bruce Bridge In -Camera Item #2 (b) personal matters about an identifiable individual, including municipal or local board employees, (d) labour relations or employee negotiations — COVID-19: Corporate Staffing Plan. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martn Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 10. RECESS Council recessed at 10:05 a.m. and reconvened at 10:10 a.m. 11. MOTION TO RISE AND REPORT Moved by: Councillor Jones Seconded by: Councillor Martyn Resolved that we do now rise and report. Recorded Vote Yes No Abstain West Elgin Duncan McPhail I Yes Page 14 April 14, 2020 Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martn Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. In -Camera Item #1 — Port Bruce Bridge Moved by: Councillor Purcell Seconded by: Councillor Marks Resolved that staff proceed as directed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. In -Camera Item #2 — COVID-19: Corporate Staffing Plan Moved by: Councillor McPhail Seconded by: Councillor Giguere Resolved that the confidential report from the Chief Administrative Officer and the Director of Human Resources be received. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martn Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer -Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 12. MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE WHOLE Moved by: Councillor Martyn Seconded by: Councillor Marks Page 15 April 14, 2020 Resolved that we do now adopt recommendations of the Committee Of The Whole. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martn Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 13. CONSIDERATION OF BY-LAWS 13.1 By-law 20-07 — Procurement of Goods and Services BEING a By-law to Adopt a Policy for the Procurement of Goods and Services for - the Corporation of the County of Elgin and to Repeal By-law no. 13-19. Moved by: Councillor Giguere Seconded by: Councillor Jones Resolved that By-law No. 20-07 be now read a first, second and third time and finally passed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martn Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Abstained Malahide Warden Dave Mennill Yes 8 0 1 - Motion Carried. 13.2 By-law 20-18 — Fees and Charges BEING a By-law to Amend the Fees and Charges By-law No. 20-09 to Defer the Imposition of Interest and Penalties on Levy Payments. Moved by: Councillor Ketchabaw Seconded by: Councillor Purcell Resolved that By-law No. 20-18 be now read a first, second and third time and finally passed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Page 16 April 14, 2020 Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 13.3 By-law 20-19 — Land Division Committee BEING a By -Law to Amend By -Law No. 18-35, as a By -Law to Prescribe Procedures for Governing the Calling, Place, and Proceedings of the Elgin County Land Division Committee. Moved by: Councillor French Seconded by: Councillor Ketchabaw Resolved that By-law No. 20-19 be now read a first, second and third time and finally passed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martn Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 13.4 By-law 20-20 — Procedures for Committees BEING a By-law to Amend By-law No. 19-40, Being a By-law to Define the Mandate and Meeting Procedures for Committees Established by the Corporation of the County of Elgin. Moved by: Councillor Giguere Seconded by: Councillor Marlyn Resolved that By-law No. 20-20 be now read a first, second and third time and finally passed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Marlyn Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Domini ue Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. Page 17 April 14, 2020 13.5 By-law 20-21 — 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 April 14, 2020 Meeting. Moved by: Councillor Jones Seconded by: Councillor Marks Resolved that By -Law No. 20-21 be now read a first, second and third time and finally passed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 14. ADJOURNMENT Moved by: Councillor Purcell Seconded by: Councillor Marks Resolved that we do now adjourn at 10:52 a.m. to meet again on April 28, 2020 at 9:00 a.m. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Marlyn Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 Jdlie Gonyou, Chief k&inistrative Officer. Motion Carried. 7Z Dave Mennill, Warden.