18 - County Council Minutes - September 22, 2020g j
Progrmlm by Nature
September 22, 2020
ELGIN COUNTY COUNCIL
MINUTES
Council Present: Warden Dave Mennill (in -person)
Deputy Warden Duncan McPhail (in -person)
Councillor Bob Purcell (electronic)
Councillor Sally Martyn (in -person)
Councillor Tom Marks (in -person)
Councillor Mary French (electronic)
Councillor Dominique Giguere (in -person)
Councillor Ed Ketchabaw (in -person)
Page 1
September 22, 2020
Staff Present: Julie Gonyou, Chief Administrative Officer (in -person)
Jim Bundschuh, Director of Financial Services (electronic)
Stephen Gibson, County Solicitor (in -person)
Brian Lima, Director of Engineering Services (electronic) (report only)
Michele Harris, Director of Homes and Senior Services (electronic)
Nancy Pasato, Manager of Planning (electronic)
Jeff Lawrence, Tree Commissioner/Weed Inspector (electronic) (report only)
Al Reitsma, Manager of Information Technology (electronic) (report only)
Katherine Thompson, Supervisor of Legislative Services (in -person)
Carolyn Krahn, Legislative Services Coordinator (in -person)
Regrets: Councillor Grant Jones, absent with notice
1. CALL TO ORDER
2.
3.
Elgin County Council met this 22nd day of September, 2020 in the Administrative
Boardroom, at the County Administration Building, St. Thomas at 9:00 a.m. with Warden
Mennill in the chair. Some Councillors and staff participated electronically by video
conference.
ADOPTION OF MINUTES
Moved by: Councillor Marks
Seconded by: Councillor Ketchabaw
Resolved that the minutes of the meeting held on September 22, 2020 be adopted.
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
Aylmer
Mary French
Yes
Malahide
Dominique Gi uere
Yes
Ba ham
Ed Ketchabaw
Yes
Malahide
Warden Dave Mennill
Yes
8
0
0
Motion Carried.
DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF
►70 0 iT:7
4. COMMITTEE OF THE WHOLE
Moved by: Councillor Martyn
Seconded by: Councillor Giguere
Page 2
September 22, 2020
Resolved that we do now move into Committee of the Whole Council.
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
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 Tree Commissioner/Weed Inspector_ Quarterly Report JanuarV — June zuzu —
The Tree Commissioner provided a summary of activity related to the Elgin
Woodlands Conservation By -Law for the period of April 1, 2020 to June 30, 2020
and weed inspection activity for the second quarter.
Moved by: Councillor McPhail
Seconded by: Councillor Marks
RESOLVED THAT the July 21st, report titled, Tree CommissionerlWeed Inspector
Quarterly Report April — June 2020, submitted by the Tree Commissioner/Weed
Inspector, 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
Aylmer
Mary French
Yes
Malahide
Dominique Gi ubre
Yes
Ba ham
Ed Ketchabaw
Yes
Malahide
Warden Dave Mennill
Yes
8
0
0
Motion Carried.
5.2 Homes — Administration Policy 1.35 — Visitors and Resident Absences During
a Pandemic — Director of Homes and Seniors Services
The Director of Homes and Seniors Services presented a draft policy regarding
visitor and resident absences during a pandemic. The policy provides opportunities
for visitors to attend the Homes and for residents to access absences from the
Homes, while working to support the safety of residents, visitors and staff during a
pandemic.
Moved by: Councillor Purcell
Seconded by: Councillor Marlyn
RESOLVED THAT the report titled: "Homes — Administration Policy 1.35 — Visitors
and Resident Absences During a Pandemic" dated September 15, 2020 be
received and filed; and,
THAT Council approve the Homes — Administration Policy 1.35 — Visitors and
Resident Absences During a Pandemic policy.
Page 3
September 22, 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
Aylmer
Mary French
Yes
Malahide
Dominique Gi uere
Yes
Ba ham
Ed Ketchabaw
Yes
Malahide
Warden Dave Mennill
Yes
8
0
0
Motion Carried.
5.3 Server Room UPS Review — Manager of Information Technolo-gy
The Manager of Information Technology reviewed the March 29th hydro outage at
the County of Elgin Administration Building, which eventually caused a loss of
computing services including internet access, and provided recommendations to
lessen the impact of any future incidents.
Moved by: Councillor Martyn
Seconded by: Councillor French
RESOLVED THAT the incremental cost of $10,264 (plus taxes) to install a server
room UPS capable of providing 222 minutes of runtime be added to the IT capital
budget in 2021; and,
THAT the cost of installing the electrical circuit required to locate the server room
UPS in the Administration Building basement, estimated at from $6,500 to $7,500
be added to the 2021 administration building maintenance budget; and,
THAT the incremental cost of $7,000 for regular battery maintenance every five (5)
years be added to the IT capital budget starting in 2026.
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
Aylmer
Mary French
Yes
Malahide
Dominique Gi uere
Yes
Ba ham
Ed Ketchabaw
Yes
Malahide
Warden Dave Mennill
Yes
8
0
0
Motion Carried.
5.4 2019 Annual Report and Audited Financial Statements — Director of Financial
Services
The Director of Financial Services presented the 2019 Annual Report, speaking to
the achievements, financial results and performance measures for 2019.
Moved by: Councillor Ketchabaw
Seconded by: Councillor Giguere
RESOLVED THAT the 2019 Annual Report, Financial Information Return (FIR) and
Audited Consolidated Financial Statements be approved for publication.
Page 4
September 22, 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
Aylmer
Mary French
Yes
Malahide
Dominique Gi uere
Yes
Ba ham
Ed Ketchabaw
Yes
Malahide
Warden Dave Mennill
Yes
8
0
0
Motion Carried.
5.5 Borrowing By -Law — Director of Financial Services
The Director of Financial Services presented a report on revisions to the borrowing
by-law approved on September 8, 2020 as required by the Ontario Infrastructure and
Lands Corporation (OILC).
Moved by: Councillor Giguere
Seconded by: Councillor Marks
RESOLVED THAT the September 15th, 2020, report titled, Borrowing By -Law,
submitted by the Director of Financial Services, be received and filed for
information; and,
THAT the Borrowing By -Law 20-44 approved to submit a long-term financing
application with Ontario Infrastructure and Lands Corporation (OILC) for $12 million
be amended to address corrections required by Ontario Infrastructure and Lands
Corporation (OILC).
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
Mary French
Yes
-Aylmer
Malahide
Dominique Gi uere
Yes
Ba ham
Ed Ketchabaw
Yes
Malahide
Warden Dave Mennill
Yes
8
0
0
W-1
Motion Carried.
The Director of Engineering Services presented a report regarding the use of off -
road vehicles (ORV) on public roads. Effective January 1, 2021, for municipalities
listed in Regulation 8/03, all ORV types, will automatically be permitted to use
municipal roads unless a municipality passes a by-law restricting or prohibiting their
use. Staff solicited feedback from the OPP, the County Solicitor and the County's
Insurer. All parties endorsed the prohibition of ORV use on County roads based
upon their experience and professional fields of expertise.
Moved by: Councillor Purcell
Seconded by: Councillor McPhail
RESOLVED THAT the matter be deferred until the Director of Engineering Services
has solicited feedback from the local municipalities, the Elgin Group Police
Page 5
September 22, 2020
Services Board, and the Ontario Federation of Agriculture regarding the use of Off -
Road Vehicles on Elgin County roads, and;
THAT the Director of Engineering Services report back to Council with an overview
of alternative options and a draft by-law, which incorporates stakeholder feedback.
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
Aylmer
Mary French
Yes
Malahide
Dominique Gi uere
Yes
Ba ham
Ed Ketchabaw
Yes
Malahide
Warden Dave Mennill
Yes
8
0
0
Motion Carried.
5.7 COVID-19: Body Holdinq Services — Chief Administrative Officer
The Chief Administrative Officer presented a report regarding efforts to improve the
region's capacity to respond to crisis situations involving significant mass mortality
situations.
Moved by: Councillor Marlyn
Seconded by: Councillor Ketchabaw
RESOLVED THAT the September 10, 2020, report titled, COVID-19: Body Holding
Services, submitted by the Chief Administrative Officer and Community Emergency
Management Coordinator/Fire Training Officer, be received and filed for
information.
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 SWIFT with their Monthly Project Update for August 2020.
6.2.2 Community Schools Alliance with a letter giving a brief update on the
activities of the Executive Committee.
Moved by: Councillor Marks
Page 6
September 22, 2020
Seconded by: Councillor Giguere
Resolved that Correspondence Items #1-2 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
A Imer
Mary French
Yes
Malahide
Dominique Gi uere
Yes
Ba ham
Ed Ketchabaw
Yes
Malahide
I Warden Dave Mennill
Yes
8
0
0
Motion Carried.
OTHER BUSINESS
8.1 Statements/Inquiries by Members
Councillor Marlyn announced her intention to run for the position of Warden for
2021.
8.2 Notice of Motion
None.
8.3 Matters of Urgency
None.
8. CLOSED MEETING ITEMS
Moved by: Councillor Marks
Seconded by: Councillor Ketchabaw
Resolved that we do now proceed into closed meeting session in accordance with the
Municipal Act to discuss the following matters under Municipal Act Section 239 (2):
In -Camera Item #1
(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 — Enabling
Accessibility Funding Agreement.
In -Camera Item #2
(c) a proposed or pending acquisition or disposition of land by the municipality or local
board, (f) advice that is subject to solicitor -client privilege, including communications
necessary for that purpose — Improvements at Centennial and Elm.
In -Camera Item #3
(e) litigation or potential litigation, including matters before administrative tribunals,
affecting the municipality or local board, (f) advice that is subject to solicitor -client
privilege, including communications necessary for that purpose — Reforestation Orders.
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 —
Page 7
September 22, 2020
Community Emergency Management Support for the Municipality of West Elgin and
Southwold.
In -Camera Item #5
(b) personal matters about an identifiable individual, including municipal or local board
employees, (d) labour relations or employee negotiations — LTCH Staff Testing Option.
In -Camera Item #6
(b) personal matters about an identifiable individual, including municipal or local board
employees; (d) labour relations or employee negotiations — Service Delivery Review.
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
Aylmer
Mary French
Yes
Malahide
Dominique Gi uere
Yes
Ba ham
Ed Ketchabaw
Yes
Malahide
Warden Dave Mennill
Yes
8
0
0
Motion Carried.
RECESS
Council recessed at 10:16 a.m. and reconvened at 10:27 a.m.
10. MOTION TO RISE AND REPORT
Moved by: Councillor Marlyn
Seconded by: Councillor Ketchabaw
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 Mart n
Yes
Central Elgin
Tom Marks
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.
In -Camera Item #1 — Enablinq Accessibility Funding Agreement
Moved by: Councillor Marks
Seconded by: Councillor McPhail
Resolved that staff proceed as directed.
Recorded Vote
Yes I No I Abstain
Page 8
September 22, 2020
West Elgin
Duncan McPhail
Yes
Dutton Dunwich
Bob Purcell
Yes
Central Elgin
Sally Martn
Yes
Central Elgin
Tom Marks
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.
In -Camera Item #2 — Improvements at Centennial and Elm
Moved by: Councillor Martyn
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 Marlyn
Yes
Central Elgin
Tom Marks
Yes
Aylmer
Mary French
Yes
Malahide
Dominique Gi ubre
Yes
Ba ham
Ed Ketchabaw
Yes
Malahide
Warden Dave Mennill
Yes
8
0
0
Motion Carried.
In -Camera Item #3 — Reforestation Orders
Moved by: Councillor Ketchabaw
Seconded by: Councillor Marks
Resolved that the verbal report from the County Solicitor be received and 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
Aylmer
Mary French
Yes
Malahide
Dominique Gi uere
Yes
Ba ham
Ed Ketchabaw
Yes
Malahide
Warden Dave Mennill
Yes
8
0
0
Motion Carried.
In -Camera Item #4 — Community Emergency Management Support for the Municipality of
West Elgin and Southwold
Moved by: Councillor McPhail
Seconded by: Councillor Marks
Page 9
September 22, 2020
RESOLVED THAT the September 10, 2020, report titled, Community Emergency
Management Support for the Municipality of West Elgin and the Township of Southwold,
submitted by the Chief Administrative Officer and Community Emergency Management
Coordinator/Fire Training Officer, be received and filed for information; and
THAT staff be directed to develop an Agreement to be executed by the County of Elgin,
the Municipality of West Elgin and Township of Southwold effective for a one-year period
commencing October 1, 2020; and
THAT the Warden and Chief Administrative Officer be directed to execute the Agreement
following review by County Solicitor.
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
Aylmer
Mary French
Yes
Malahide
Dominique Gi uere
Yes
Ba ham
Ed Ketchabaw
Yes
Malahide
Warden Dave Mennill
Yes
8
0
0
Motion Carried.
In -Camera Item #5 — LTCH Staff Testing Option
Moved by: Councillor Martyn
Seconded by: Councillor Giguere
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 Marlyn
Yes
Central Elgin
Tom Marks
Yes
Aylmer
Mary French
Yes
Malahide
Dominique Gi uere
Yes
Ba ham
Ed Ketchabaw
Yes
Malahide
I Warden Dave Mennill
Yes
8
0
0
Motion Carried.
In -Camera Item #6 — Service Delivery Review
Moved by: Councillor Ketchabaw
Seconded by: Councillor Purcell
Resolved that the report from the Chief Administrative Officer be received and that staff
proceed as directed.
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
Page 10
September 22, 2020
A Imer
Mary French
Yes
Malahide
Dominique Gi uere
Yes
Ba ham
Ed Ketchabaw
Yes
Malahide
Warden Dave Mennill
Yes
8
0
0
Motion Carried.
11. MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE WHOLE
Moved by: Councillor Marks
Seconded by: Councillor McPhail
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
Aylmer
Mary French
Yes
Malahide
Dominique Gi uere
Yes
Ba ham
Ed Ketchabaw
Yes
Malahide
Warden Dave Mennill
Yes
8
1 0
0
Motion Carried.
12. CONSIDERATION OF BY-LAWS
12.1 BV-law 20-47 — Amending the Procedural By -Law
BEING a By -Law to Amend By -Law No. 19-41, Referred to as the
Procedural By -Law and to Repeal By -Law No. 20-13.
Moved by: Councillor Martyn
Seconded by: Councillor Marks
Resolved that By -Law No. 20-47 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 Martyn
Yes
Central Elgin
Tom Marks
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.
12.2 By-law 20-48 —Amending and Restating By -Law 20-44
BEING a By -Law to Amend and Restate By -Law 20-44 to Approve the Submission
of an Application to Ontario Infrastructure and Lands Corporation ("OILC") for the
Long -Term Financing of Certain Capital Work(s) of Corporation of the County of
Page 11
September 22, 2020
Elgin (The "Municipality"); and to Authorize the Entering into of a Rate Offer Letter
Agreement Pursuant to which the Municipality Will Issue Debentures to OILC.
Moved by: Councillor Martyn
Seconded by: Councillor Marks
Resolved that By -Law No. 20-48 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 Martyn
Yes
Central Elgin
Tom Marks
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.
12.3 By -Law 20-49 — 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 September 22, 2020 Meeting.
Moved by: Councillor McPhail
Seconded by: Councillor Ketchabaw
Resolved that By -Law No. 20-49 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
Aylmer
Mary French
Yes
Malahide
Dominique Gi uere
Yes
Ba ham
Ed Ketchabaw
Yes
Malahide
Warden Dave Mennill
Yes
8
0
0
Motion Carried.
13. ADJOURNMENT
Moved by: Councillor Marks
Seconded by: Councillor Giguere
Resolved that we do now adjourn at 11:21 a.m. to meet again on October 13, 2020 at 9:00
a.m.
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
Aylmer
Mary French
Yes
Page 12
September 22, 2020
Malahide
Dominique Gi uere
Yes
Ba ham
Ed Ketchabaw
Yes
Malahide
Warden Dave Mennill
Yes
8
0
0
Motion Carried.
&t—L A.
Julie Gony u,
Chief Administrative Officer.