18 - County Council Minutes - September 14, 2021Progressive by Nature
ELGIN COUNTY COUNCIL
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September 14, 2021
Page 1
September 14, 2021
Elgin County Council met this 14th day of September 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 (Council Chambers)
Councillor Duncan McPhail (Council Chambers)
Councillor Bob Purcell (Council Chambers)
Councillor Sally Martyn (Council Chambers)
Councillor Grant Jones (Council Chambers)
Councillor Mary French (Council Chambers)
Councillor Dominique Giguere (Council Chambers)
Councillor Ed Ketchabaw (Council Chambers)
Staff Present: Julie Gonyou, Chief Administrative Officer (Council Chambers)
Brian Lima, General Manager of Engineering, Planning & Enterprise
(Council Chambers)
Jim Bundschuh, Director of Financial Services (Council Chambers)
Michele Harris, Director of Homes and Seniors Services (Council
Chambers)
Amy Thomson, Director of Human Resources (Council Chambers)
Brian Masschaele, Director of Community and Cultural Services (Council
Chambers)
Jeff Brock, Director of Information Technology Services (electronic)
Stephen Gibson, County Solicitor (Council Chambers)
Nick Loeb, Senior Legal Counsel (Council Chambers)
Jeff VanRybroeck, Fire Training I CEMC (Council Chambers)
Katherine Thompson, Manager of Administrative Services (Council
Chambers)
Mike Hoogstra, Purchasing Coordinator (electronic)
Jenna Fentie, Legislative Services Coordinator (Council Chambers)
Carolyn Krahn, Legislative Services Coordinator (Council Chambers)
1. CALL TO ORDER
The meeting convened at 9:02 a.m. with Warden Marks in the chair.
2. ADOPTION OF MINUTES
Moved by: Councillor Purcell
Seconded by: Deputy Warden Mennill
RESOLVED THAT the minutes of the meetings held on July 23, 2021 and August 10,
2021 be adopted.
Motion Carried.
3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF
Councillor Martyn disclosed a conflict with In -Camera Item #2 — Property Matter.
Councillor Martyn will leave the Council Chambers and abstain from discussion and voting
on this item.
4. PRESENTING PETITIONS, PRESENTATIONS AND DELEGATIONS
Warden Marks presented a jacket to Staff Sergeant Mike Butler, Detachment Manager,
and thanked him for his years of dedicated public service to the County of Elgin.
Page 2
September 14, 2021
5. COMMITTEE OF THE WHOLE
Moved by: Councillor Jones
Seconded by: Councillor McPhail
RESOLVED THAT we do now move into Committee of the Whole Council.
- Motion Carried.
6. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF
6.1 Warden's Activity Report (August) 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.
Moved by: Councillor Martyn
Seconded by: Councillor French
RESOLVED THAT the September 2, 2021, report titled, Warden's Activity Report
(August) and COVID-19 Update submitted by the Warden, be received and filed for
information.
- Motion Carried.
6.2 Health Recruitment Partnership Committee -
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Councillor Jones presented an update from the Health Recruitment Partnership
Committee. The Committee has requested additional funding to support Dr. Bolzon,
who will take over the practice of Dr. Morrison.
Moved by: Deputy Warden Mennill
Seconded by: Councillor McPhail
RESOLVED THAT the report titled Health Recruitment Partnership Committee —
Request for Additional Funding dated September 8, 2021 from Councillor Grant
Jones be received and filed; and
THAT in response to growing local demand for primary physicians in the
community Elgin County Council approve an additional $19,800 in funding for the
Elgin -St. Thomas Health Recruitment Partnership to support grant funding for a
local physician who will assume the practice of a retiring physician in Elgin County.
- Motion Carried.
6.3 Revisions to Library Branch Hours — Director of Community & Cultural
Services
The Director of Community & Cultural Services presented a report recommending
that open hours at eight (8) branch libraries be revised effective September 20,
2021.
Moved by: Councillor Giguere
Seconded by: Councillor Jones
RESOLVED THAT library branch hours at Port Burwell, Springfield, Belmont, Port
Stanley, Shedden, Dutton, West Lorne and Rodney be revised effective September
20, 2021 as outlined in the report titled "Revisions to Library Branch Hours" from
the Director of Community and Cultural Services dated September 7, 2021, and;
THAT Local Municipal Partners be informed of the change of hours wherever
applicable.
- Motion Carried.
Page 3
September 14, 2021
6.4 Procurement Activity Report (April 1, 2021 to June 30, 2021) — Purchasing
Coordinator
The Purchasing Coordinator presented a report regarding the details relevant to
the exercise of delegated authority for all contracts awarded that exceed $15,000,
including amendments and renewals for the period from April 1, 2021 to June 30,
2021.
Moved by: Councillor Jones
Seconded by: Councillor Martyn
RESOLVED THAT the August 26, 2021 report titled, Procurement Activity Report
(April 1, 2021 to June 30, 2021), submitted by the Purchasing Coordinator, be
received and filed for information.
Motion Carried.
6.5 2021 2nd Quarter Performance — Director of Financial Services
The Director of Financial Services presented the 2nd Quarter budget performance
with a favourable performance of $225,000 bringing year-to-date performance to
$402, 000.
Moved by: Deputy Warden Mennill
Seconded by: Councillor Giguere
RESOLVED THAT the September 14, 2021, report titled, 2021 2nd Quarter
Performance, submitted by the Director of Financial Services, be received and filed
for information.
Motion Carried.
6.6 Final Plan of Subdivision Approval Meadows Phase 1 — Manager of Planning
The General Manager of Engineering, Planning & Enterprise advised Council that
final approval was given for Talbotville Meadows Phase 1 plan of subdivision, Part
of Lots 39 and 40, Concession SNBTR, Owner: Farhi Holdings Corp., File No.:34T-
SO1802, in the Township ofSouthwold on July 21, 2021.
Moved by: Councillor Jones
Seconded by: Councillor Purcell
RESOLVED THAT the report titled "Final Plan of Subdivision Approval Talbotville
Meadows Phase 1" from the Manager of Planning, dated September 14, 2021, be
received and filed.
Motion Carried.
6.7 Elgin (County) / North Frontenac Telephone Corporation Limited —
Telecommunication Equipment Consent and Road User Agreement — General
Manager of Engineering, Planning & Enterprise
The General Manager of Engineering, Planning & Enterprise presented a report
seeking Council's approval and authorization for execution of a proposed
Telecommunications Equipment Consent and Road User Agreement between
Elgin County and North Frontenac Telephone Corporation Limited.
Moved by: Councillor Ketchabaw
Seconded by: Councillor McPhail
RESOLVED THAT the report, dated August 12, 2021, and entitled "Elgin (County)
North Frontenac Telephone Corporation Limited - Telecommunication Equipment
Consent and Road User Aareement" be received and filed: and.
Page 4
September 14, 2021
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 North Frontenac Telephone
Corporation Limited in the form and of the content attached.
Motion Carried.
6.8 Amendment to FireTraining Officer
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The County Solicitor informed Council of Central Elgin's request to be added as a
signatory and contracting local municipality to the Fire Training Officer Cost Sharing
Agreement and to seek approval and authorization for execution of the Amending
Agreement.
Moved by: Councillor Jones
Seconded by: Deputy Warden Mennill
RESOLVED THAT the within report dated August 31, 2021, and entitled
"Amendment to Fire Training Officer Cost Sharing Agreement -Addition of Central
Elgin (Municipality) as Contracting Local Municipality" be received and filed;
THAT Elgin County Council approve addition of The Corporation of the Municipality
of Central Elgin, as both a signatory and Contracting Local Municipality, to the Fire
Training Officer Cost Sharing Agreement as originally effective June 1, 2021; and,
THAT Elgin County Council further approve and authorize execution of the draft
Amending Agreement to the said Fire Training Officer Cost Sharing Agreement as
attached as Schedule "A' hereto by the Warden and Chief Administrative Officer on
behalf of the Corporation of the County of Elgin.
Motion Carried.
6.9 Crane Conservation Area Plaque — Chief Administrative Officer
The Chief Administrative Officer presented to Council Mr. Jim Crane's request that
the monument (brass plaque) previously displayed at the former Crane
Conservation Area located in Iona Station, Southwold be relocated to Elgin
County's Administration Building property.
Moved by: Councillor McPhail
Seconded by: Councillor Martyn
RESOLVED THAT the report titled "Crane Conservation Area Plaque — Request to
Relocate Monument" from the Chief Administrative Officer, dated September 8,
2021 be received and filed; and
THAT the Director of Community and Cultural Services be directed to provide
additional information for Council's consideration at a future meeting including, but
not limited to, confirmation of ownership, acquisitions process, risks, and financial
implications associated with accepting this donation.
Motion Carried.
6.10 COVID-19 Emergency Team Planning — August Update — Chief Administrative
Officer
The Chief Administrative Officer provided an update on the County's COMD-19
response.
Moved by: Councillor Jones
Seconded by: Councillor Giguere
Page 5
September 14, 2021
RESOLVED THAT the September 8, 2021, report titled, "COVID-19 Emergency
Team Planning — August Update", submitted by the Chief Administrative Officer, be
received and filed for information.
- Motion Carried.
6.11 Vaccination Administration Policy —Chief Administrative Officer
The Chief Administrative Officer presented a Draft Vaccination Administration
Policy for Council's consideration (attached).
Moved by: Deputy Warden Mennill
Seconded by: Councillor Martyn
RESOLVED THAT Council hereby approve Health and Safety Policy Number
8.390, "COVID-19 Vaccination Verification Policy."
- Motion Carried.
Council recessed at 10:36 a.m. and reconvened at 10.49 a.m.
Moved by: Councillor Martyn
Seconded by: Deputy Warden Mennill
RESOLVED THAT staff be directed to prepare a draft Long -Term Care Homes
Mandatory Vaccine Policy for consideration by Council at its meeting on September
28, 2021
- Motion Carried.
6.12 Economic Development Presentation — Chief Administrative Officer
Moved by: Councillor Jones
Seconded by: Councillor Ketchabaw
RESOLVED THAT the Economic Development Presentation be deferred until the
next meeting on September 28, 2021.
- Motion Carried.
7. COUNCIL CORRESPONDENCE
7.1 Items for Consideration
7.1.1 Letter from the Township of Malahide regarding road safety concerns at
the intersection of Ron McNeil Line and Imperial Road.
Moved by: Councillor Giguere
Seconded by: Deputy Warden Mennill
RESOLVED THAT staff be directed to review the intersection of Ron McNeil Line
and Imperial Road to determine if any safety enhancements could be implemented
during the reconstruction of Imperial Road and during the completion of the
County's Transportation Master Plan; and
THAT staff report back to Council with the results of their review.
- Motion Carried.
7.2 Items for Information (Consent Agenda)
7.2.1 The Ministry of Health with a letter regarding public health funding for
Southwestern Public Health.
Page 6
September 14, 2021
7.2.2 The Ministry of Transportation with a letter regarding the removal of land
holding provisions 1976 Order -In -Council 228/76.
7.2.3 Western Ontario Warden's Caucus (WOWC) with their monthly newsletter
for August 2021.
7.2.4 County of Elgin Homes with their August newsletter.
7.2.5 County of Elgin Homes with their September newsletter.
7.2.6 SWIFT with their Monthly Project Update for July 2021.
Moved by: Councillor Jones
Seconded by: Councillor Ketchabaw
RESOLVED THAT Correspondence Item #1-6 be received and filed.
- Motion Carried.
8. OTHER BUSINESS
8.1 Statements/Inquiries by Members
8.1.1 In response to a request made by local library staff to Councillor Martyn,
Councillor Martyn requested more information about Truth and
Reconciliation awareness programming in Elgin County. The Chief
Administrative Officer provided an overview of programming planned by the
Elgin County Library in support of Truth and Reconciliation Day in Elgin
County.
8.1.2 Councillor Purcell announced his intention to run for the position of Warden
for 2022.
8.2 Notice of Motion
04
8.3 Matters of Urgency
8.3.1 The Chief Administrative Officer requested Council's consent for the
addition of the following matter of urgency to the Closed Meeting Agenda:
Municipal Act Section 239 (2)(e) litigation orpotential 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; (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 —
Litigation Matters.
Moved by: Councillor McPhail
Seconded by: Councillor Purcell
RESOLVED THAT the matter of urgency be added to the September 14th, 2021
Closed Meeting Items.
- Motion Carried.
9. CLOSED MEETING ITEMS
Moved by: Deputy Warden Mennill
Seconded by: Councillor Ketchabaw
Page 7
September 14, 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 orpotential litigation, including matters before administrative tribunals,
affecting the municipality or local board; (t) advice that is subject to solicitor -client
privilege, including communications necessary for that purpose, (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 — Litigation Matters.
In -Camera Item #2
(b) personal matters about an identifiable individual, including municipal or local board
employees, labour relations or employee negotiations; (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 — Human Resources.
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; (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 — Litigation Matters.
In -Camera Item #4
(a) the security of the property of the municipality or local board, (c) a proposed or
pending acquisition or disposition of land by the municipality or local board, (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 — Property Matter.
In -Camera Item #5
(d) labour relations or employee negotiations, (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 — Emergency Services
In -Camera Item #6
(b) personal matters about an identifiable individual, including municipal or local board
employees —Award Application
Motion Carried.
Councillor Martyn left the meeting at 12:42 p.m.
10. MOTION TO RISE AND REPORT
Moved by: Councillor Ketchabaw
Seconded by: Deputy Warden Mennill
RESOLVED THAT we do now rise and report.
Motion Carried.
In -Camera Item #1 — Litiaation Matters
Moved by: Councillor Jones
Seconded by: Councillor McPhail
RESOLVED THAT staff be directed to communicate to provincial authorities to advocate
for revisions to the oil and gas licensing process.
Motion Carried.
Page 8
September 14, 2021
In -Camera Item #2 — Human Resources
Moved by: Councillor Giguere
Seconded by: Councillor Ketchabaw
RESOLVED THAT the report from the Director of Human Resources be received; and
THAT staff proceed as directed.
- Motion Carried.
In -Camera Item #3 — Litigation Matters
Moved by: Councillor French
Seconded by: Councillor Jones
RESOLVED THAT the report from the County Solicitor be received; and
THAT staff proceed as directed.
In -Camera Item #4 — Property Matter
Moved by: Deputy Warden Mennill
Seconded by: Councillor Purcell
RESOLVED THAT the report from the General Manager of Engineering, Planning and
Enterprise/Deputy CAO be received.
- Motion Carried.
In -Camera Item #5 — Emergency Services
Moved by: Councillor Jones
Seconded by: Councillor French
RESOLVED THAT the report from the Chief Administrative Officer be received.
- Motion Carried.
In -Camera Item #6 — Award Application
Moved by: Councillor McPhail
Seconded by: Councillor Giguere
RESOLVED THAT the report from the Chief Administrative Officer be received; and
THAT staff proceed as directed.
- Motion Carried.
11. MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE WHOLE
Moved by: Councillor Jones
Seconded by: Councillor Purcell
RESOLVED THAT we do now adopt recommendations of the Committee Of The Whole.
- Motion Carried.
Page 9
September 14, 2021
12. CONSIDERATION OF BY-LAWS
12.1 By -Law 21-34 — Respecting Filming on Property Owned by the County of
Elgin
BEING a By -Law Respecting the Permitting, Regulating, and Governing of Filming
on Property Owned by or under the Jurisdiction of the Corporation of the County of
Elgin.
Moved by: Councillor Jones
Seconded by: Councillor Giguere
RESOLVED THAT By -Law No. 21-34 be now read a first, second and third time
and finally passed.
- Motion Carried.
12.2 By -Law 21-35 — 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 14, 2021 Meeting.
Moved by: Councillor French
Seconded by: Councillor McPhail
RESOLVED THAT By -Law No. 21-35 be now read a first, second and third time
and finally passed.
- Motion Carried.
13. ADJOURNMENT
Moved by: Councillor Purcell
Seconded by: Councillor Jones
RESOLVED THAT we do now adjourn at 1:10 p.m. to meet again on September 28, 2021
at 9:00 a.m.
Motion Carried.
Julie Go ! you,
Chief Administrative Officer.
Tom Marks,
Warden.
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