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09 - County Council Minutes - April 6, 2021E 1nj D-run_ w - Progressive by Nature April 6, 2021 ELGIN COUNTY COUNCIL MINUTES Council Present: Warden Tom Marks (in -person) Deputy Warden Dave Mennill (electronic) Councillor Duncan McPhail (electronic) Councillor Bob Purcell (electronic) Councillor Sally Martyn (electronic) Councillor Grant Jones (electronic) Councillor Mary French (electronic) Councillor Dominique Giguere (electronic) Councillor Ed Ketchabaw (electronic) Page 1 April 6, 2021 Staff Present: Julie Gonyou, Chief Administrative Officer (in -person) Brian Lima, Director of Engineering Services (electronic) Stephen Gibson, County Solicitor (electronic) Jim Bundschuh, Director of Financial Services (electronic) Nancy Pasato, Manager of Planning (electronic) Jeff VanRybroeck, CEMC/Fire Training Officer (in -person) Katherine Thompson, Manager of Adminstrative Services (in -person) Carolyn Krahn, Legislative Services Coordinator (in -person) 1. CALL TO ORDER Elgin County Council met this 6th day of April, 2021 in the Council Chambers, at the County Administration Building, St. Thomas at 9:00 a.m. with Warden Marks in the chair. Some Councillors and staff participated electronically by video conference. 2. ADOPTION OF MINUTES Moved by: Councillor Mennill Seconded by: Councillor Jones RESOLVED THAT the minutes of the meetings held on March 22, 2021 and March 23, 2021 be adopted. 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 I Yes 9 0 0 Motion Carried. 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF None. 4. PRESENTING PETITIONS, PRESENTATIONS AND DELEGATIONS 4.1 Development Charges Background Study and By -Law — Stefan Krzeczunowicz, Hemson Page 2 April 6, 2021 Stefan Krzeczunowicz, Associate Partner — Hemson, presented the results of the Development Charges Background Study including the development forecast, historical service levels, growth -related capital programs, draft development charge rates, rate comparisons, and next steps. Moved by: Councillor Mennill Seconded by: Councillor Purcell RESOLVED THAT Hemson Consulting Ltd. be directed to prepare a Development Charge Background Study pursuant to section 10 of the Development Charges Act, 1997, based on the growth -related capital program including a phased approach to implementation and associated costs; and THAT staff be directed to discuss development charges and mechanisms to compensate municipalities for administration and report back to Council. 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 Mar y French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. 5. COMMITTEE OF THE WHOLE Moved by: Councillor Jones Seconded by: Councillor French 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 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. 6. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF 6.1 Warden's Activity Report (March) and COVID-19 Update — Warden Marks Warden Marks provided a summary of the County's response to the pandemic as well as a list of events and meetings he attended and organized on behalf of County Council. Page 3 April 6, 2021 Moved by: Councillor Purcell Seconded by: Councillor Ketchabaw RESOLVED THAT the March 31, 2021, report titled, Warden's Activity Report (March) and COVID-19 Update submitted by the Warden, 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 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. 6.2 Review of Environmental Impact Studies — Manager of Planning The Manager of Planning provided information regarding Environmental Impact Studies (EIS). An EIS Study is required in circumstances where development proposals may impose adverse effects on natural heritage features. The Manager of planning presented an option for reviewing these studies. Moved by: Councillor Giguere Seconded by: Councillor Purcell RESOLVED THAT staff be directed to provide a follow up report that details options for the provision of EIS study reviews and fees associated with each option. 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. 6.3 Hot Mix Asphalt Paving and Surface Treatment Tender Awards — Director of Engineering Services The Director of Engineering Services presented a report regarding the tender for hot mix asphalt paving and surface treatment. Three (3) contractors submitted electronic bids for this tender which closed on March 16, 2021. Coco Paving Inc. and Duncor Enterprises submitted the lowest compliant bids for the projects at a total price of $4,623,000 and $49,896 respectively. Moved by: Councillor Ketchabaw Seconded by: Councillor Jones Page 4 April 6, 2021 RESOLVED THAT Coco Paving Inc. be awarded Hot Mix Asphalt Paving on various roads, Tender No. 2021-T11 at a total price of $4,623,000.00 inclusive of a $50,000 contingency allowance and exclusive of HST; and, THAT Duncor Enterprises Inc. be awarded Surface Treatment on Avon Drive, Tender No. 2021-T12 at a total price of $49,896.00 exclusive of HST; and, THAT the Warden and Chief Administrative Officer be authorized to sign the respective contracts. 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 Domini ue Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. 6.4 2020 County Road Maintenance Expenditures — Director of Engineering Services The Director of Engineering Services presented a report summarizing County Road maintenance expenditures as reported by Elgin's member municipalities for the 2020 calendar year. Moved by: Councillor Mennill Seconded by: Councillor McPhail RESOLVED THAT the report titled "2020 County Road Maintenance Expenditures" report 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 Marlyn Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks I Yes 9 0 0 Motion Carried. RECESS — COUNCIL RECESSED AT 10:15 A.M. AND RECONVENED AT 10:20 A.M. 6.5 Elgin / Riddell — Approval of Commercial Lease — Elgin County Administration Building (Suites 223, 225, and 227) — County Solicitor The County Solicitor provided information regarding the consensus reached with Mervin L. Riddell as to the terms of a new two-year commercial lease for the premises currently occupied by Mr. Riddell, as tenant, save and except for storage Page 5 April 6, 2021 space no longer available due to the consequences of the pending elevator improvement project within the County Administration Building. Moved by: Councillor Marlyn Seconded by: Councillor Mennill RESOLVED THAT the March 30, 2021, report titled, Elgin /Riddell —Approval of Commercial Lease — Elgin County Administration Building, submitted by the County Solicitor, be received and filed for information; THAT Elgin County Council approve a new commercial Lease Agreement between Mervin L. Riddell and Elgin County in relation to Suites 223, 225, and 227 in the County Administration Building at 450 Sunset Drive, St. Thomas, Ontario, such Lease Agreement to provide for, amongst other terms, a two-year Term commencing May 1, 2021, and annual rents of $13,640.29 and $13,912.94, respectively, for the included lease years; and THAT Elgin County Council authorize the Warden and Chief Administrative Officer to execute the said Lease Agreement under the guidance of the County Solicitor. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton DumMch 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. 6.6 Corporate Intranet Development RFP — Project Award — Supervisor of Legislative Services The Supervisor of Legislative Services provided background information along with the details regarding the procurement process undertaken regarding the Request for Proposal to build a new password protected portal and intranet site for employees and County Councillors. Moved by: Councillor Jones Seconded by: Councillor Giguere RESOLVED THAT the provision of services associated with the Corporate Intranet Development, Request for Proposal 2021-P03 submission received from Sandbox Software Solutions in the amount of $57,156.19 (one-time cost) and $17,495.00 (annual cost) be awarded; and, THAT the Warden and Chief Administrative Officer be authorized to sign the supporting agreement. 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 Page 6 April 6, 2021 Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. 6.7 COVID-19 Emergency Team Planning — March Update — Chief Administrative Officer The Chief Administrative Officer provided an update on the County's COVID-19 response. The health and safety of staff remains a top priority, and the Chief Administrative Officer provided details of a survey which was recently issued to staff to help determine how staff are faring a year into the pandemic. Moved by: Councillor Ketchabaw Seconded by: Councillor Mennill RESOLVED THAT the March 31 st, 2021, report titled, COVID-19 Emergency Team Planning — March Update, submitted by the Chief Administrative Officer, 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 Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin I Warden Marks Yes 9 0 0 Motion Carried. 7. COUNCIL CORRESPONDENCE 7.1 Items for Consideration 7.1.1 The Municipality of Central Elgin with a letter regarding Temporary Signal Improvements at Carlow Road and Sunset Road Intersections. 7.1.2 The Township of Malahide with a letter regarding the Avon Drive and Putnam Road Intersection. Item #1 Moved by: Councillor Ketchabaw Seconded by: Councillor Marlyn RESOLVED THAT the Director of Engineering Services be directed to provide a follow up report regarding Central Elgin's request that the County of Elgin make the temporary signal improvements at the Carlow Road and Sunset Road intersections of Warren Street permanent and that the permanent signal improvements at the Carlow Road and Sunset Road intersections of Warren Street be funded, installed and maintained at the expense of the County of Elgin. Recorded Vote Yes No Abstain Malahide Dave Mennill I Yes Page 7 April 6, 2021 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. Item #2 Moved by: Councillor Mennill Seconded by: Councillor Giguere RESOLVED THAT the Director of Engineering Services investigate speed warrants and/or the potential implementation of other traffic calming measures and intersection control devices at the intersection of Avon Drive (Elgin Road 37) and Putnam Road (Elgin Road 47); and THAT the Director of Engineering Services report back to Council. Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Central Elgin SaIIV 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. 7.2 Items for Information (Consent Agenda) 7.2.1 The South West LHIN with a Memorandum to Health Service Providers regarding the Transfer Order Notice issued by the Deputy Premier and Minister of Health. 7.2.2 The Ontario Recreation Facilities Association Inc. (ORFA) with an open letter to OFRA Members and Industry Employers. 7.2.3 The County of Elgin and the Ministry of Transportation with a Notice of Online Public Information Centre for the Wonderland Road / Ron McNeil Line / Ford Road / Highway 3 Environmental Assessment Study & Preliminary Design. 7.2.4 Elgin Unifor Local 302 with a letter regarding Community Paramedicine Programs. Moved by: Councillor Mennill Seconded by: Councillor Marlyn RESOLVED THAT Correspondence Item #1-4 be received and filed. Recorded Vote Yes I No I Abstain Page 8 April 6, 2021 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 Warden Marks commented on the work being done by SWIFT to improve connectivity in Elgin County, and provided details of a conversation with a resident of Shedden regarding the inconsistencies of fibre deployment in the County. 8.2 Notice of Motion None. 8.3 Matters of Urgency None. 9. CLOSED MEETING ITEMS Moved by: Councillor Purcell Seconded by: Councillor French 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 (b) personal matters about an identifiable individual, including municipal or local board employees — Fire Training Officer Organizational Update (verbal). In -Camera Item #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 — Service Delivery Review — Road Maintenance Agreement Study. In -Camera Item #3 (h) information explicitly supplied in confidence to the municipality or local board by Canada, a province or territory or a Crown agency of any of them — Correspondence. 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 — Employment Lands Update (verbal). Recorded Vote Yes No Abstain Malahide Dave Mennill Yes West Elgin Duncan McPhail Yes Dutton Dunwich Bob Purcell Yes Page 9 April 6, 2021 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. 10. MOTION TO RISE AND REPORT Moved by: Councillor Ketchabaw Seconded by: Councillor French 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 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. In -Camera Item #1 —Fire Training Officer Or Update (verbal) Moved by: Councillor Jones Seconded by: Councillor McPhail RESOLVED THAT the report from the CEMC/Fire Training Officer 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 Martyn 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 — Service Delivery Review — Road Maintenance Agreement Study Moved by: Councillor Mennill Seconded by: Councillor Purcell RESOLVED THAT staff proceed as directed. Page 10 April 6, 2021 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 Domini ue Gi uere No Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 8 1 0 Motion Carried. In -Camera Item #3 — Correspondence Moved by: Councillor Jones Seconded by: Councillor Marlyn RESOLVED THAT the correspondence be received. 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. In -Camera Item #4 — Employment Lands Update Moved by: Councillor Jones 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 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. Page 11 April 6, 2021 11. MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE WHOLE Moved by: Councillor French Seconded by: Councillor Mennill 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 Sallv Mart n Yes Southwold Grant Jones Yes Aylmer Mary French Yes Malahide Dominique Gi uere Yes Ba ham I Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. 12. CONSIDERATION OF BY-LAWS 12.1 By -Law 21-16 — Fees and Charges BEING a By -Law to Provide a Schedule of Services and Activities Subject to Fees and Charges by the County of Elgin and to Repeal By -Law No. 20-09 as Amended. Moved by: Councillor Jones Seconded by: Councillor Martyn RESOLVED THAT By -Law No. 21-16 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 Mart n Yes Southwold Grant Jones Yes Aylmer Ma French Yes Malahide Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 1 0 0 Motion Carried. 12.2 By -Law 21-17 — 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 6, 2021 Meeting. Moved by: Councillor Mennill Seconded by: Councillor McPhail RESOLVED THAT By -Law No. 21-17 be now read a first, second and third time and finally passed. Page 12 April 6, 2021 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. 13. ADJOURNMENT Moved by: Councillor French Seconded by: Councillor Giguere RESOLVED THAT we do now adjourn at 11:14 a.m. to meet again on April 20, 2021 at 9:00 a.m. 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 Dominique Gi uere Yes Ba ham Ed Ketchabaw Yes Central Elgin Warden Marks Yes 9 0 0 Motion Carried. Julie Gorigou,` Chief Administrative Officer. Tom Marks, Warden.