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12 - County Council Minutes - May 25, 2021ty Progressive by Nature ELGIN COUNTY COUNCIL MINUTES May 25, 2021 Page 1 May 25, 2021 Elgin County Council met this 25th day of May 2021. The meeting was held in a hybrid in-person/electronic format with Councillors and staff participating as indicated below. Council Present: Warden Tom Marks (Council Chambers) Deputy Warden Dave Mennill (electronic) Councillor Duncan McPhail (electronic) Councillor Bob Purcell (electronic) Councillor Sally Marlyn (electronic) Councillor Grant Jones (electronic) Councillor Mary French (electronic) Councillor Dominique Giguere (electronic) Councillor Ed Ketchabaw (electronic) Staff Present: Julie Gonyou, Chief Administrative Officer (Council Chambers) Brian Lima, Director of Engineering Services (electronic) Stephen Gibson, County Solicitor (electronic) Jim Bundschuh, Director of Financial Services (electronic) Michele Harris, Director of Homes and Seniors Services (electronic) Amy Thomson, Director of Human Resources (electronic) Jeff Brock, Director of Information Technology Services (electronic) Nancy Pasato, Manager of Planning (electronic) Stephanie Godby, Manager of Human Resources (electronic) Mike Hoogstra, Purchasing Coordinator (electronic) Katherine Thompson, Manager of Administrative Services (electronic) Carolyn Krahn, Legislative Services Coordinator (Council Chambers) 1. CALL TO ORDER The meeting was convened at 9:00 a.m. with Warden Marks in the chair. 2. ADOPTION OF MINUTES Moved by: Councillor Mennill Seconded by: Councillor Purcell RESOLVED THAT the minutes of the meeting held on May 11, 2021 be adopted. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin SalIV Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF None. Page 2 4. PRESENTING PETITIONS, PRESENTATIONS AND DELEGATIONS May 25, 2021 4.1 Moment of Silence County Council observed a moment of silence in memory of former Warden Larry Shaw. 4.2 Staff Introduction/Welcome Warden Marks welcomed Stephanie Godby, the new Manager of Human Resources, to Elgin County. Stephanie brings with her more than eight (8) years of human resources experience in the municipal and health care sectors. 5. COMMITTEE OF THE WHOLE Moved by: Councillor Jones Seconded by: Councillor Martyn RESOLVED THAT we do now move into Committee of the Whole Council. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sallv Ma n Yes Southwold Grant Jones Yes Aylmer Ma French Yes Malahide Domini ue Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks I Yes 9 0 0 Motion Carried. 6. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF 6.1 Homes — Multi -Sector Service Accountability Agreement (MSAA) — Schedule G — Director of Homes and Seniors Services The Director of Homes and Seniors Services presented information regarding the County of Elgin's current Multi -Sector Service Accountability Agreement (MSAA) with the South West Local Health Integration Network (SWLHIN). As part of the agreement, the SWLHIN requires the submission of a signed annual Declaration of Compliance — Schedule G. Moved by: Councillor Giguere Seconded by: Councillor McPhail RESOLVED THAT the report titled: "Homes — Multi -Sector Service Accountability Agreement (MSAA) — Schedule G" dated May 18, 2021 be received and filed; and, THAT Council authorize the Chief Administrative Officer (CAO) to sign the "Multi - Sector Service Accountability Agreement (MSAA) — Schedule G" for the period of April 1, 2020 — March 31, 2021. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martn Yes Page 3 Mav 25, 2021 Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. 6.2 Procurement Activity Report (January 1, 2021 to March 31, 2021) — Purchasing Coordinator The Purchasing Coordinator provided information regarding the details relevant to the exercise of delegated authority for all contracts awarded that exceed $15,000, including amendments and renewals, from January 1, 2021 to March 31, 2021. Moved by: Councillor Mennill Seconded by: Councillor Jones RESOLVED THAT the May 14, 2021 report titled, Procurement Activity Report (January 1, 2021 to March 31, 2021), submitted by the Purchasing Coordinator, be received and filed for information. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martn Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Domini ue Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. 6.3 Official Plan Review - What We Heard Report #1 — Public Engagement Feedback — General Manager of Engineering, Planning, & Enterprise The General Manager of Engineering, Planning, & Enterprise provided details of all public engagement feedback received to date as part of the County's Official Plan Review as well as responses provided by staff. Moved by: Councillor Jones Seconded by: Councillor Ketchabaw RESOLVED THAT the report titled "Official Plan Review - What We Heard Report #1 — Public Engagement Feedback", from the General Manager of Engineering, Planning, & Enterprise (EPE) / Deputy CAO, dated May 19, 2021 be received and filed. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martn Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Page 4 May 25 2021 Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. 6.4 Amendment to Approved Format Telecommunication Equipment Consent and Road User Agreement — County Solicitor The County Solicitor presented a report seeking formal approval to amend specified provisions in the previously -approved format of the Telecommunication Equipment Consent and Road User Agreement ("Telecommunication Agreement") in keeping with the direction of Council given May 11, 2021. Moved by: Councillor McPhail Seconded by: Councillor Purcell RESOLVED THAT the report dated May 14, 2021, and entitled "Amendment to Approved Format — Telecommunication Equipment Consent and Road User Agreement' be received and filed; and, THAT effective May 25, 2021, the approved format to the Telecommunication Equipment Consent and Road User Agreement, and in particular Sections 10.6 through 10.8 therein, be amended to provide as set forth in Schedule "A" hereto. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martn Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin I Warden Marks Yes 9 0 0 Motion Carried. 6.5 Elgin (County) / Uplink Communications Inc. - Telecommunication Equipment Consent and Road User Agreement — County Solicitor The County Solicitor presented a proposed Telecommunication Agreement with Uplink in keeping with the revised format as directed by County Council. Moved by: Councillor Mennill Seconded by: Councillor French RESOLVED THAT the report dated May 14, 2021 and entitled "Elgin (County) / Uplink Communications Inc. -Telecommunication Equipment Consent and Road User Agreement" be received and filed; and, THAT County Council approve and authorize the Warden and Chief Administrative Officer to execute a proposed Telecommunication Equipment Consent and Road User Agreement as between Elgin (County) and Uplink Communications Inc. in the form and of the content attached. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Page 5 May 25 2021 Dutton Dunwich Bob Purcell Yes Central EI in Sally Mart n Yes Southwold Grant Jones Yes Aylmer Maa French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. 6.6 Elgin County Council Strategic Plan — Staff Action Plan Update — May 2021 — Chief Administrative Officer The Chief Administrative Officer presented Council with an updated Action Plan, originally developed by staff in February/March 2020 and more recently updated on March 9, 2021. Moved by: Councillor Jones Seconded by: Councillor Giguere RESOLVED THAT the Elgin County Council Strategic Plan — Staff Action Plan Update — May 2021 report from the Chief Administrative Officer, dated May 19, 2021, be received and filed. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central EI in Sally Martyn Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Domini ue Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. 7. COUNCIL CORRESPONDENCE 7.1 Items for Consideration None. 7.2 Items for Information (Consent Agenda) 7.2.1 SWIFT with their monthly project update for April 2021. 7.2.2 The Community Schools Alliance with a memo to all members regarding the 2021 Annual Meeting to be held virtually on August 14, 2021. 7.2.3 Elgin County with a poster promoting the 2021 International Plowing Match Scholarship. 7.2.4 HoOPLA with their monthly newsletter for May 2021 including an article on the Elgin County Library partnership with the Ontario Ministry of the Solicitor General. 7.2.5 The Office of the Solicitor General with a letter responding to Elgin County's concerns regarding the closure of the Gravenhurst Fire College. Moved by: Councillor Ketchabaw Seconded by: Councillor Jones RESOLVED THAT Correspondence Item #1-5 be received and filed. Recorded Vote Page 6 May 25, 2021 Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martn Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks - Yes 9 0 0 - Motion Carried. 8. OTHER BUSINESS 8.1 Statements/Inquiries by Members None. 8.2 Notice of Motion None. 8.3 Matters of Urgency 8.3.1 In accordance with Municipal Act Section 239 (2)(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, the Chief Administrative Officer requested Council's consent for the addition of the following item to the Closed Meeting Agenda: Contract Negotiations. Moved by: Councillor Purcell Seconded by: Councillor Giguere RESOLVED THAT the matter of urgency be added to the May 25t", 2021 Closed Meeting Agenda. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Ma French Yes Malahide Domini ue Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 - Motion Carried. 9. CLOSED MEETING ITEMS Moved by: Councillor Martyn Seconded by: Councillor French Page 7 May 25, 2021 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 (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board, (0 advice that is subject to solicitor -client privilege, including communications necessary for that purpose — Phillmore Bridge. In -Camera Item #2 (b) personal matters about an identifiable individual, including municipal or local board employees — Human Resources Matter. 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 — Contract Negotiations. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martn Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. 10. MOTION TO RISE AND REPORT Moved by: Councillor Ketchabaw Seconded by: Councillor Jones RESOLVED THAT we do now rise and report. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martyn Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Domini ue Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. In -Camera Item #1 — Phillmore Bridge Moved by: Councillor Mennill Seconded by: Councillor Jones Page 8 May 25, 2021 RESOLVED THAT the report from the General Manager of Engineering, Planning & Enterprise be received; and THAT staff proceed as directed. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin -Sally Mart n Yes Southwold Grant Jones Yes --- Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. In -Camera Item #2 — Human Resources Matter Moved by: Councillor French Seconded by: Councillor Purcell RESOLVED THAT the report from the Chief Administrative Officer be received. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sallv Martn Yes Southwold Grant Jones Yes Aylmer Ma French Yes Malahide Domini ue Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. In -Camera Item #3 — Contract Negotiations Moved by: Councillor Giguere Seconded by: Councillor Martyn RESOLVED THAT staff proceed as directed. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central EI in Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Domini ue Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes Page 9 May 25, 2021 9 0 0 Motion Carried. 11. MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE WHOLE Moved by: Councillor Martyn Seconded by: Councillor French RESOLVED THAT we do now adopt recommendations of the Committee Of The Whole. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martyn Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Domini ue Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. 12. CONSIDERATION OF BY-LAWS 12.1 By -Law 21-24 — Approving and Authorizing Execution of a Collective Agreement between Elgin County and the Ontario Nurses' Association Being a By -Law to Approve and Authorize Execution of a Collective Agreement Between the Corporation of the County of Elgin and the Ontario Nurses' Association, with Respect to all Nurses at Elgin Manor, Terrace Lodge and Bobier Villa. Moved by: Councillor Jones Seconded by: Councillor Mennill RESOLVED THAT By -Law No. 21-24 be now read a first, second and third time and finally passed. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Martn Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. 12.2 By -Law 21-25 — Confirming all Actions and Proceedinqs BEING a By-law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the May 25, 2021 Meeting. Moved by: Councillor McPhail Seconded by: Councillor Ketchabaw Page 10 May 25, 2021 RESOLVED THAT By -Law No. 21-25 be now read a first, second and third time and finally passed. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Marlyn Yes Southwold Grant Jones Yes --- Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. 13. ADJOURNMENT Moved by: Councillor Jones Seconded by: Councillor Mennill RESOLVED THAT we do now adjourn at 10.02 a.m. to meet again on May 26, 2021 at 7:00 p.m. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin Sally Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. C)A� -&-tywo Julie Gon ou, ahief Administrative Officer. fom Marks, Warden.