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08 - County Council Minutes - April 28, 2020` Page 1 April 28, 2020 Elgin _ Progressive by Nature ELGIN COUNTY COUNCIL MINUTES April 28, 2020 Council Present: Warden Dave Mennill (electronic) Deputy Warden Duncan McPhail (electronic) Councillor Bob Purcell (electronic) Councillor Sally Martyn (electronic), Councillor Marlyn joined the meeting at 9:22 a.m. Councillor Tom Marks (electronic) Councillor Mary French (electronic) Councillor Grant Jones (electronic) Councillor Dominique Giguere (electronic) Councillor Ed Ketchabaw (electronic) Staff Present: Julie Gonyou, Chief Administrative Officer (in -person) 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) Natalie Marlowe, Library Coordinator (electronic) Carolyn Krahn, Legislative Services Coordinator (in -person) 1�07111w1ieZelzip] =IN 3. Elgin County Council met this 28th day of April, 2020 in the Administrative Boardroom, at the County Administration Building, St. Thomas at 9:07 a.m. with Warden Mennill in the chair. The Councillors and some staff participated electronically by video conference. ADOPTION OF MINUTES Moved by: Councillor Purcell Seconded by: Councillor Marks Resolved that the minutes of the meeting held on April 14, 2020 be adopted. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dt{uttjo}}n Dunwic{h[h Bob Purcell 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 8 0 0 11i . . 6 OR M 091 DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF None. 4. COMMITTEE OF THE WHOLE Moved by: Councillor French Seconded by: Councillor Giguere Resolved that we do now move into Committee of the Whole Council. Page 2 April 28, 2020 Recorded Vote Yes No Abstain West EI in Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes 1111,Y;entrYalr lh)ki �i k}kf it,lf# ,J4 r # 2` Central Elgin ,, `,l) 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 8 0 0 Motion Carried. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF 5.1 Warden's COVID-19 Update —Warden The Warden provided an update on the COVID-19 situation in Elgin County, and he acknowledged the tremendous work that is underway in Elgin's three (3) Long -Term Care Homes. He also highlighted the work of the Economic Development Department in reaching out to businesses to gather data on the economic impact of the crisis. Moved by: Councillor Marks Seconded by: Councillor Jones Resolved that the April 22, 2020 report from Warden Dave Mennill, entitled "Warden's COVID-19 Update" be received and filed. Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes rfi+31SY} � 4 r�24;�<J1.}1}J�U 2lv4}��ie 11,Central E7=rna ,4}tr z;.;£j, t } ti z }},1rrt�O �{!}Ut � 4 �j�.3�.�HF�2 (('lll .ri .n 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 8 0 0 Motion Carried. 5.2 COVID-19 Business Development Fund — General Manager of Economic Development The General Manager of Economic Development presented a report regarding a grant program which has been developed to help local business owners meet the challenges of the COVID-19 situation. The St. Thomas Economic Development Corporation and the County's Economic Development Department have assisted the Elgin St. Thomas Small Business Enterprise Centre (SBEC) in developing this grant program. Moved by: Councillor McPhail Seconded by: Councillor Gigubre Resolved that the April 20, 2020, report titled, "COVID-19 Business Development Fund," submitted by the General Manager of Economic Development, be received and filed for information; and that $15,000 be transferred from the Economic Development Department's 2020 operating budget to the Elgin -St. Thomas Small Page 3 April 28, 2020 Business Enterprise Centre to be included as the County's financial contribution to the COVID-19 Business Development Fund, as described in the April 20, 2020, report submitted by the General Manager of Economic Development. 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 ubre Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 Motion Carried. 5.3 Job Site Challenge: An Update — General Manager of Economic Development The General Manager of Economic Development provided an update on the Province of Ontario's Job Site Challenge. The Ford Motor Company submitted an application that met the original deadline of March 31, and another landowner is currently showing interest in applying to the Challenge. The Province has indicated that submissions received after the original deadline will be accepted, due to the COVID-19 pandemic. Moved by: Councillor Purcell Seconded by: Councillor Marlyn Resolved that the April 20, 2020, report titled, "Job Site Challenge: An Update," submitted by the General Manager of Economic Development, be received and filed for information. 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 ubre Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 Motion Carried. 5.4 2019 Annual Library Performance Measurements — Library Coordinator The Library Coordinator presented Elgin County Library's 2019 annual usage trends within the context of a five-year analysis from 2015 to 2019, both for the system as a whole and for the ten (10) branches. Moved by: Councillor Marks Seconded by: Councillor Gigubre Resolved that the report titled "2019 Annual Library Performance Measurements" from the Library Coordinator dated April 28, 2020 be received and filed; and, that a copy of this report be submitted to all municipalities in the County of Elgin. Page 4 April 28, 2020 Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central EI in 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. 5.5 Contract Award of Two Tenders — Hot Mix Asphalt Paving and Microsurfacing/Surface Treatment — Director of Engineering Services The Director of Engineering Services presented a report regarding the contract award of two (2) tenders. Walmsley Bros. submitted the lowest compliant bid for the Hot Mix Asphalt Paving tender, and Duncor Enterprises Inc. submitted the lowest compliant bid for the Microsurfacing and Surface Treatment tender. The low tenders submitted are within the approved budget amounts and no capital surplus is anticipated at this time. Moved by: Councillor Marlyn Seconded by: Councillor Jones Resolved that Walmsley Bros. Ltd. be selected for the Hot Mix Asphalt Paving Project, Tender No. 2020-T15 at a total price of $2,974,838.00, inclusive of a contingency allowance exclusive of H.S.T.; and, that Duncor Enterprises Inc. be selected for the Microsurfacing and Surface Treatment Project, Tender No. 2020- T16 at a total price of $691,820.00, inclusive of a contingency allowance and 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 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. 5.6 Engineering Services for Wonderland Road / Highway 3 Environmental Assessment Study and Preliminary Design Services — Director of Engineering Services The Director of Engineering Services presented a report regarding the Request for Proposal 2019-33 for Engineering Services to address the long-term transportation needs in the vicinity of Highway 3 and Ron McNeil Line to provide an improved connection to Wonderland Road, within the Township of Southwold. Moved by: Councillor Jones Seconded by: Councillor Purcell Page 5 April 28, 2020 Resolved that the provision of engineering services associated with the Engineering Services for Wonderland Road / Highway 3 Environmental Assessment Study and Preliminary Design Services, Request for Proposal 2019-33 submission received from GHD Limited in the amount of $250,805.00 (excluding HST) be awarded; and, that approval be conditional upon receipt of confirmation from the Ministry of Transportation that they concur with the selection of the Consultant, and, that the Warden and Chief Administrative Officer be authorized to sign the supporting engineering service agreement. 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. 5.7 COVID-19 Cash Flow Analysis — Director of Financial Services The Director of Financial Services presented a report on the anticipated financial performance and cash flow for 2020. As experience is gained in this new situation, refinements will be made to the forecast model. This iterative process will improve the financial preparedness of the County, and it will ensure that Council is well situated to address any challenges. Moved by: Councillor Ketchabaw Seconded by: Councillor French Resolved that the report titled "COVID-19 Cash Flow Analysis" dated April 22, 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. 5.8 March 2020 Year -To -Date (YTD) Budget Performance — Director of Financial Services The Director of Financial Services presented a report on the March YTD budget comparison for the County. The comparison shows a favourable performance of $207,000 for the first quarter of the year, partially explained by the Homes COVID funding received. It is anticipated that this favourable performance will be offset during the year as the COVID associated costs are incurred. Page 6 April 28, 2020 Moved by: Councillor Marlyn Seconded by: Councillor McPhail Resolved that the report titled Performance" dated April 22, 2020 Recorded Vote "March 2020 Year -To -Date (YTD) Budget be received and filed. 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. 5.9 Increase in Billing Rate — County Prosecutor — Chief Administrative Officer The Chief Administrative Officer presented a report regarding the billing rate of the County Prosecutor. Moved by: Councillor Marks Seconded by: Councillor Ketchabaw Resolved that Elgin County Council authorize an increase in the Billing Rate for the County Prosecutor to $140.00 per hour; and that the Chief Administrative Officer be directed to send notification of this increase to the City of St. Thomas and Elgin's Local Municipal Partners. 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. 5.10 Service Delivery Review Progress Report No. 2 — Legislative Services Coordinator The Legislative Services Coordinator presented a progress report on the County's Service Delivery Review. The timeline originally established for the SDR has been impacted by the COVID-19 pandemic. County staff and StrategyCorp Inc. hold weekly strategy meetings, and adjustments to the project schedule are made weekly to ensure the Service Delivery Review continues. Moved by: Councillor Purcell Seconded by: Councillor Jones Page 7 April 28, 2020 Resolved that the report titled "Service Delivery Review Progress Report No. 2" from the Legislative Services Coordinator dated April 22, 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. 6. COUNCIL CORRESPONDENCE 6.1 Items for Consideration None. 6.2 Items for Information (Consent Agenda) 6.2.1 The Ministry of Natural Resources and Forestry with a letter announcing the release of "Protecting People and Property: Ontario's Flooding Strategy," a strategy introducing a series of action that will help Ontario prepare for, respond to, and recover from significant flood events. 6.2.2 Cynthia St. John, Chief Executive Officer of Southwestern Public Health, with a letter regarding Southwestern Public Health's audited Financial Statements for the period ending December 31, 2019. 6.2.3 Elgin County with a poster announcing the 2020 International Plowing Match Scholarship. 6.2.4 Elgin County OPP with their 2019 Year End Report. 6.2.5 Western Ontario Wardens Caucus with a letter and survey regarding the Impacts of COVID-19 Pandemic on Businesses in Western Ontario. Moved by: Councillor Marlyn Seconded by: Councillor Ketchabaw Resolved that Correspondence Items #1-5 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 8 April 28, 2020 7. OTHER BUSINESS 7.1 Statements/Inquiries by Members None. 7.2 Notice of Motion ►7L"M 7.3 Matters of Urgency 7.3.1 The Chief Administrative Officer requested that an item be added to the Closed Meeting Agenda — Municipal Act Section 239 (2)(c) a proposed or pending acquisition or disposition of land by the municipality or local board — 1342961 Ontario Inc. Lease CLOSED MEETING ITEMS Moved by: Councillor Giguere Seconded by: Councillor Jones Resolved that we do now proceed into closed meeting session in accordance with the Municipal Act to discuss the following matters, as amended, under Municipal Act Section 239 (2): In -Camera Item #1 (c) a proposed or pending acquisition or disposition of land by the municipality or local board— 1342961 Ontario Inc. Lease In -Camera Item #2 (a) the security of the property of the municipality or local board— Mervin Riddell Lease 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 — Medavie EMS Contract In -Camera Item #4 (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 — Integrity Commissioner and Closed Meeting Investigator Agreement In -Camera Item #5 (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 — Southwestern Integrated Fibre Technology Funding In -Camera Item #6 (b) personal matters about an identifiable individual, including municipal or local board employees, (d) labour relations or employee negotiations (VERBAL) Recorded Vote Yes No Abstain West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Page 9 April 28, 2020 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. 9. RECESS Council recessed at 10:14 a.m. and reconvened at 10:20 a.m. 10. MOTION TO RISE AND REPORT Moved by: Councillor Giguere Seconded by: Councillor Marlyn Resolved that we do now rise and report. 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. In -Camera Item #1—1342961 Ontario Inc. Lease Moved by: Councillor Martyn Seconded by: Councillor Ketchabaw Resolved that the Elgin County Council approve a 2-year lease between the Corporation of the County of Elgin and 1342961 Ontario Inc. for Suite 314 located at 450 Sunset Drive, St. Thomas for the term commencing May 1, 2020 and ending April 30, 2022. 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 10 April 28, 2020 In -Camera Item #2 — Mervin Riddell Lease Moved by: Councillor Gigubre Seconded by: Councillor Marks Resolved that Council approve a proposed Lease Amending Agreement between the Corporation of the County of Elgin, as Landlord, and Mervin Riddell, as Tenant, and for the Term commencing May 1, 2020 and ending April 30, 2021, and; that Council authorize the Warden and Chief Administrative Officer to execute the said Lease Amending 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 Martyn Yes Central Elgin Tom Marks Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi ubre Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 Motion Carried. In -Camera Item #3 — Medavie EMS Contract Moved by: Councillor Ketchabaw Seconded by: Councillor Martyn 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 ubre Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 Motion Carried. In -Camera Item #4 — Integrity Commissioner and Closed Meeting Investigator Agreement Moved by: Councillor Purcell Seconded by: Councillor McPhail Resolved that staff be directed to send a letter to Elgin County's partner municipalities and the County of Middlesex formally inviting them to participate in the joint renewal of the contract for Integrity Commissioner and Closed Meeting Investigator, with Independent Resolutions Inc. commencing January 1, 2021 and ending December 31, 2022. Page 11 April 28, 2020 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 French Yes --Mary Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 Motion Carried. In -Camera Item #5 — Southwestern Integrated Fibre Technology Funding Moved by: Councillor Jones Seconded by: Councillor Giguere Resolved that staff proceed as directed. 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. In -Camera Item #6 —Verbal Report Moved by: Councillor Marks Seconded by: Councillor Martyn Resolved that the verbal report from the Chief Administrative Officer 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. Page 12 April 28, 2020 11. MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE WHOLE Moved by: Councillor French Seconded by: Councillor Ketchabaw 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 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. 12. CONSIDERATION OF BY-LAWS 12.1 BV-law 20-22 — 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 28, 2020 Meeting. Moved by: Councillor Marlyn Seconded by: Councillor Jones Resolved that By -Law No. 20-22 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 Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Malahide Warden Dave Mennill Yes 9 0 0 - Motion Carried. 13. ADJOURNMENT Moved by: Councillor Purcell Seconded by: Councillor Marks Resolved that we do now adjourn at 11:12 a.m. to meet again on May 12, 2020 at 9:00 a.m. Recorded Vote Yes No Abstain West EI in Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Page 13 April 28, 2020 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. Julie Go you, Chief Administrative Officer.