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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.