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18 - November 26, 2019 County Council MinutesElgin ir�� ty Progressive by Nature November 26, 2019 Council Present: ELGIN COUNTY COUNCIL MINUTES Warden Duncan McPhail Deputy Warden Grant Jones Councillor Bob Purcell Councillor Sally Martyn Councillor Tom Marks Councillor Dave Mennill Councillor Dominique Giguere Councillor Ed Ketchabaw Councillor Mary French Page 1 November 26, 2019 Staff Present: Julie Gonyou, Chief Administrative Officer Jim Bundschuh, Director of Financial Services Brian Lima, Director of Engineering Services Amy Thomson, Director of Human Resources Brian Masschaele, Director of Community & Cultural Services Michele Harris, Director of Homes and Seniors Services Alan Smith, General Manager of Economic Development Stephen Gibson, County Solicitor Steve Evans, Manager of Planning Jenna Fentie, Legislative Services Coordinator Megan Shannon, Tourism Services Coordinator Mike Hoogstra, Purchasing Coordinator (report only) 1. CALL TO ORDER Elgin County Council met this 26t" day of November, 2019 in the Council Chambers, at the County Administration Building, St. Thomas at 9:00 a.m. with Warden McPhail in the chair. 2. ADOPTION OF MINUTES Moved by: Councillor Ketchabaw Seconded by: Councillor Martyn Resolved that the minutes of the meeting held on October 22, 2019 be approved as amended. - Motion Carried. 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF None. 4. PRESENTING PETITIONS, PRESENTATIONS AND DELEGATIONS None. 5. COMMITTEE OF THE WHOLE Moved by: Councillor Marks Seconded by: Councillor Mennill Resolved that we do now move into Committee Of The Whole Council. - Motion Carried. Stephen Gibson, County Solicitor, introduced the County of Elgin's new Prosecutor/Solicitor Jack Huber. 6. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF 6.1 Provincial Offences Administration Building Committee — Annual Report — Warden McPhail The Warden provided a summary of the Provincial Offences Administration Building Committee's activities and accomplishments of 2019. Moved by: Councillor Ketchabaw Seconded by: Councillor Marks Resolved that the report titled "Provincial Offences Administration Building Committee — Annual Report" from Warden McPhail dated November 6, 2019 be received and filed; and that the Provincial Offences Administration Building Committee hereby dissolve having successfully completed the Committee's mandate. - Motion Carried. 6.2 Warden Activity Report — September and „October 2019 — Warden McPhail Warden McPhail presented the report detailing official functions that he attended as Warden in September and October 2019. Moved by: Councillor Marlyn Seconded by: Councillor Purcell Resolved that the report titled "Warden Activity Report — September and October 2019" from Warden McPhail dated November 1, 2019 be received and filed. - Motion Carried. 6.3 Health Recruitment Partnership Committee — Annual Report — Deputy Warden Jones Deputy Warden Jones presented the report updating Council on the 2019 activities of the Health Recruitment Partnership Committee. Moved by: Councillor Jones Seconded by: Councillor Mennill Resolved that the report titled "Health Recruitment Partnership Committee — Annual Report" from Deputy Warden Jones dated November 6, 2019 be received and filed. - Motion Carried. 6.4 Terrace Lodge Redevelopment Buildina Committee Annual Report 2019 — Councillor Purcell Councillor Purcell, Chair of the Terrace Lodge Redevelopment Building Committee, presented an overview of the Committee's activities over the past year. Moved by: Councillor Purcell Seconded by: Councillor Mennill Resolved that the report titled "Terrace Lodge Redevelopment Building Committee Annual Report 2019" from Councillor Purcell on behalf of the Terrace Lodge Redevelopment Building Committee dated November 19, 2019 be received and filed. - Motion Carried. Page 3 November 26, 2019= =�t 6.5 Quarterly Information Report — Contract Awards — July 1, 2019 to September 30, 2019 — Purchasing Coordinator The Purchasing Coordinator presented the report detailing contracts awarded between July 1, 2019 and September 30, 2019 exceeding $15,000. Moved by: Councillor Marks Seconded by: Councillor French Resolved that the report titled "Quarterly Information Report — Contract Awards, July 1, 2019 to September 30, 2019" dated November 8, 2019 be received and filed. - Motion Carried. 6.6 Amendments to Human Resources Policy 8.60 — Asbestos in Buildings Human Resources Assistant The Human Resources Assistant presented the report outlining the revisions to Human Resources Policy 8.60 —Asbestos in Buildings. Moved by: Councillor Martyn Seconded by: Councillor Ketchabaw Resolved that Council approve the changes to the Asbestos in Buildings Policy 8.60 as amended. - Motion Carried. 6.7 Social Media Policy Approval — Director of Community and Cultural Services The Director of Community and Cultural Services presented the report recommending that Council approve a policy governing the establishment and use of County social media accounts. Moved by: Councillor Jones Seconded by: Councillor Purcell Resolved that the Social Media Policy be hereby adopted effective immediately. Motion Carried. YWCA Pool Agreement Renewal — Director of Homes and Seniors Services The Director of Homes and Seniors Services presented the report recommending that staff be directed to sign the one (1) year agreement with the YWCA St. Thomas -Elgin for use of the Terrace Lodge pool for community supervised aquatic programs. Moved by: Councillor Martyn Seconded by: Councillor Gigu6re Resolved that Council authorize staff to sign the one (1) year agreement with YWCA St. Thomas -Elgin for the use of the Terrace Lodge pool; and that the report titled "YWCA Pool Agreement Renewal" from the Director of Homes and Seniors Services dated November 1, 2019 be received and filed. - Motion Carried. Homes — Dietary Policv Manual Review and Revisions — Director of Homes and Seniors Services The Director of Homes and Seniors Services presented the report detailing changes to the Elgin County Homes and Seniors Services Dietary Policy Manual. k Page 4 November 26, 2019 j Moved by: Councillor Marks Seconded by: Councillor French Resolved that Council approve the County of Elgin Homes and Seniors Services Dietary Policy Manual review and revisions for 2019; and that the report titled "Homes — Dietary Policy Manual Review and Revisions" from the Director of Homes and Seniors Services dated November 1, 2019 be received and filed. - Motion Carried. 6.10 Housekeeping and Laundry Policy Manual Review and Revisions — Director l; of Homes and Seniors Services is The Director of Homes and Seniors Services presented the report detailing changes to the Elgin County Homes and Seniors Services Housekeeping and Laundry Policy Manual. Moved by: Councillor Purcell Seconded by: Councillor Mennill 1' Resolved that Council approve the County of Elgin Homes and Seniors Services Housekeeping and Laundry Policy Manual review and revisions for 2019; and that K t the report titled "Housekeeping and Laundry Policy Manual Review and Revisions" from the Director of Homes and Seniors Services dated November 1, 2019 be received and filed. a Motion Carried. }. 6.11 Homes — Nursing Policy Manual Review and Revisions — Director of Homes and Seniors Services The Director of Homes and Seniors Services presented the report detailing changes to the Elgin County Homes and Seniors Services Nursing Policy Manual. i Moved by: Councillor Jones Seconded by: Councillor Giguere Resolved that Council approve the County of Elgin Homes and Seniors Services Nursing Policy Manual review and revisions for 2019; and that the report titled "Homes — Nursing Policy Manual Review and Revisions" from the Director of Homes and Seniors Services dated November 8, 2019 be received and filed. - Motion Carried. 6.12 T:GO Intercommunity Transit Pilot Project in the Municipality of Bayham — Director of Engineering Services The Director of Engineering Services presented the report detailing a proposed new transit route extension into Elgin County within the Municipality of Bayham. Moved by: Councillor Purcell Seconded by: Councillor Marks Resolved that the report titled "T:GO Intercommunity Transit Pilot Project in the Municipality of Bayham" from the Director of Engineering Services dated October 30, 2019 be received and filed; and that it be noted that a road user agreement is not required if a transit structure is not located within the County road allowance. Motion Carried. 6.13 Contract Award of Tender— Village of Sparta Reconstruction Contract No. 2019-36 - Director of Engineering Services and Purchasing Coordinator The Director of Engineering Services presented the report detailing the results of the tender issued for the Village of Sparta Reconstruction project in the Page 5 November 26, 2019 Municipality of Central Elgin and recommended that Bre-Ex Construction Inc. be awarded the contract. Moved by: Councillor Martyn Seconded by: Councillor Marks Resolved that Bre-Ex Construction Inc. be selected for the Village of Sparta Reconstruction Project, Contract No. 2019-36 at a total price of $2,108,457,08 exclusive of HST; and that additional project funds in the amount of $275,000 (excluding HST) be preapproved for inclusion in the 2020 Capital Budget to fund the County's proportionate project cost in partnership with the Municipality of Central Elgin; and that the Warden and Chief Administrative Officer be directed an authorized to sign the contract. - Motion Carried. I 6.14 Land Severances — Unsolicited Conveyance of Lands — Director of Engineering Services, County Solicitor, and Manag er of Planning The Director of Engineering Services presented the follow-up report as requested by Elgin County Council detailing the potential repercussions on repealing the County's current policy not to accept unsolicited lands to accommodate Land Division Consent applications, as well as a legal opinion and report which considers an exemption for Notice of Application for Consent Application No. E 21119 made by Vanquaethem Farms Ltd. Moved by: Councillor Purcell Seconded by: Councillor Marks Resolved that Elgin County grant an exemption for Consent Application E 21/19 made by Vanquaethem Farms Ltd. for the conveyance of a one -foot by one -foot parcel to the County; and that any costs associated with this conveyance or future reconveyance be borne by the applicant; and further that a letter be sent to the Ministry of Municipal Affairs and Housing relaying Elgin County Council's concerns with Planning Act Section 50 (12). Motion Carried. 6.15 Imperial Road Transportation Impact Study Follow-uD Site Visit— Director of Engineering Services The Director of Engineering Services presented the report summarizing additional updated data received from IBI Group in the fall of 2019 following their review of Imperial Road at Moore's Flower & Garden Centre and Clovermead Adventure Farm. Moved by: Councillor Giguere Seconded by: Councillor Marks Resolved that the report titled "Imperial Road Transportation Impact Study Follow- up Site Visit" from the Director of Engineering Services dated November 18, 2019 be received and filed. Motion Carried. 6.16 Tourism Value Proposition and Investment Attraction Plan — General Manager of Economic Developmen# 2 The General Manager of Economic Development presented the report recommending that a Request for Proposal (RFP) be issued to retain a consultant to assist in the development of a tourism value proposition and investment attraction plan. Page 6 November 26, 2019 Moved by: Councillor Jones Seconded by: Councillor Marlyn 01 Resolved that the report titled "Tourism Value Proposition and Investment Attraction Plan" from the General Manager of Economic Development dated November 18, 2019 be received and filed; and that a Request for Proposal (RFP) be issued to retain consultancy services to assist with the development of a Tourism Value Proposition and Investment Attraction Plan, as described in the November 18, 2019 Council report. - Motion Defeated. Council recessed at 9:58 a.m, and reconvened at 10:13 a.m. 6.17 Lake Erie Region Source Protection Committee Appointment — Legislative Services Coordinator The Legislative Services Coordinator presented the report notifying Council of the resolutions passed by municipalities supporting the re -appointment of Lloyd Perrin to the Lake Erie Region Source Protection Committee. Moved by: Councillor Marks Seconded by: Councillor Jones Resolved that the recommendations supporting the re -appointment of Lloyd Perrin to the Lake Erie Region Source Protection Committee from the Township of Southwold, Township of Malahide, City of St. Thomas, and Municipality of Middlesex Centre be received and filed. - Motion Carried. 6.18 Bridginq the Digital Divide Rural Broadband Conference — Chief Administrative Officer The Chief Administrative Officer advised that this report will be presented at the December 12, 2019 Elgin County Council meeting. 6.19 Ontario Cannabis Legalization Fund OCLIF — Chief Administrative Officer The Chief Administrative Officer presented the report recommending that the funding received through the Ontario Cannabis Legalization Implementation Fund (OCLIF) be designated as one-time funding and be applied to the resources utilized to develop County policies, complete research and provide training and education with respect to recreational cannabis legalization. Moved by: Councillor Purcell Seconded by: Councillor Giguere Resolved that the report titled "Ontario Cannabis Legalization Fund (OCLIF)" from the Chief Administrative Officer dated October 24, 2019 be received and filed; and that the funding received through the Ontario Cannabis Legalization Implementation Fund (OCLIF) in the amount of $56,092 be designated as one- time funding and be applied to the resources utilized to develop County policies, complete research and provide training and education with respect to recreational cannabis legalization. - Motion Carried. 6.20 Active Health Services Ltd. — Provision of Physiotherapy Services. Long Term Care — Chief Administrative Officer The Chief Administrative Officer presented the report seeking Council's authorization for the Warden and Chief Administrative Officer to execute the Page 7 November 26, 2019 agreement for services that have been provided by Active Health Services Ltd. since the award of RFP No. 2015-11. Moved by: Councillor Mennill Seconded by: Councillor Marks Resolved that the Warden and Chief Administrative Officer be directed to execute the agreement with Active Health Services Ltd. (Bayshore Healthcare Ltd.) for a term ending June 19, 2020. Motion Carried. 6.21 Highway 3 Transportation Needs Assessment Study— Chief Administrative Officer The Chief Administrative Officer presented the report recommending that the County of Elgin no longer proceed with the Highway 3 Transportation Needs Assessment Study from St. Thomas to Aylmer. Moved by: Councillor French Seconded by: Councillor Martyn Y Resolved that the Warden be directed to send a letter to the Ministry of Transportation, MPP Yurek, City of St. Thomas, Municipality of Central Elgin, Township of Southwold, Town of Aylmer, and Township of Malahide with notice that the County is not interested in pursuing the Highway 3 Transportation Needs Assessment Study from St. Thomas to Aylmer. Motion Carried. 6.22 Terrace Lodge Redevelopment Fundraising Committee Annual Report — Chief Administrative Officer The Chief Administrative Officer presented the report summarizing the Terrace Lodge Redevelopment Fundraising Committee's activities for 2019. Moved by: Councillor Mennill Seconded by: Councillor French Resolved that the report titled "Terrace Lodge Redevelopment Fundraising Committee Annual Report" from the Chief Administrative Officer dated November 6, 2019 be received and filed. Motion Carried. 6.23 Draft Fund Development Gift Acceptance PolicN —Chief Administrative Officer The Chief Administrative Officer presented the report recommending approval of the Fund Development Gift Acceptance Policy which will ensure that informed decisions are made regarding the acceptance of gifts to benefit Elgin County and the donor, and that such gifts are receipted in accordance with the Canada Revenue Agency (CRA) and the Canadian Income Tax Act. Moved by: Councillor Giguere Seconded by: Councillor Marks Resolved that the Fund Development Gift Acceptance Policy be approved as presented. Motion Carried. Ik Page 8 November 26, 201.9i;'' 6.24 Community Engagement — Strateaic Plan Survey Distribution Update — Chief Administrative Officer R The Chief Administrative Officer presented the report providing County Council with the information with respect to the promotion and distribution of Council Council's Draft Strategic Plan Survey. Moved by: Councillor Jones Seconded by: Councillor Mennill Resolved that the report titled "Community Engagement — Strategic Plan Survey Distribution Update" from the Chief Administrative Officer dated November 6, 2019 be received and filed. - Motion Carried. 6.25 Council Committee By-law and Revisions to Council's Procedural B -law — ChiefAdministrative Officer The Chief Administrative Officer presented three (3) documents for Council's review: 1) By-law 19-40 being a By-law "To Define the Mandate and Meeting Procedures for Committees Established by the Corporation of the County of Elgin'; 2) Revisions to By-law 18-38 being a By-law "To Regulate the Proceedings in the Municipal Council of the Corporation of the County of Elgin and Committees Thereof, and to Repeal By-law No. 11-06"; and 3) By-law 19-41 being a By-law "To Regulate the Proceedings in the Municipal Council of the Corporation of the County of Elgin and to Repeal By-law No. 18-38". Moved by: Councillor Ketchabaw Seconded by: Councillor Marks WHEREAS pursuant to Procedural By-law 18-38, Section 35 (b) which states that "Council shall adopt terms of reference and these terms of reference shall be reviewed with each term of Council and prior to any new Committee appointments", - AND WHEREAS Council directed that a By-law be drafted to define the mandate and meeting procedures for Committees established by the Corporation of the County of Elgin; be it therefore resolved THAT Council hereby enact By-law 19-40 being a By-law "To Define the Mandate and Meeting Procedures for Committees Established by the Corporation of the County of Elgin"; AND THAT Council review changes to Council's Procedural By-law 18-38 and consent to changes made with respect to Council Committees; AND THAT Council repeal By-law 18-38 being a By-law "To Regulate the Proceedings in the Municipal Council of the Corporation and Committees thereof, and To Repeal By-law No. 11-06" and hereby enact By-law 19-41 being a By-law "To Regulate the Proceedings in the Municipal Council of the County of Elgin, and to Repeal By-law No. 18-38; AND THAT Council appoint Councillor Marlyn to the Community Safety and Well - Being Coordinating Committee to serve along with Councillor French; AND THAT Council appoint Councillor Giguere, Councillor Ketchabaw and Councillor French to the Council Budget Committee to serve along with the Warden; AND FURTHER THAT the report titled "Council Committee By-law and Revisions to Council's Procedural By-law" from the Chief Administrative Officer dated October 28, 2019 be received and filed. Motion Carried 6.26 Community Safety and Well -Bean Plan Issuance of RFP — Chief Administrative Officer The Chief Administrative Officer provided County Council with a copy of the Request for Proposal (RFP) 2019-40 issued on November 18, 2019 seeking Page 9 November 26, 2019 proposals from qualified proponents to develop a Community Safety and Well - Being (CSWB) Plan in accordance with the Police Services Act. Moved by: Councillor Jones iR Seconded by: Councillor Mennill THAT the report titled "Community Safety and Well -Being Plan Issuance of RFP" from the Chief Administrative Officer dated November 17, 2019 be received and filed. - Motion Carried. 6.27 Municipal Modernization Program — 2020 Service Review Chief Administrative Officer The Chief Administrative Officer presented the report in order to assess whether Council wishes to complete a Municipal Service Review in 2020 and to seek direction for the Chief Administrative Officer to apply for the Municipal Modernization Program funding by the December 6, 2019 deadline, and to seek Council's direction for the use of the Improving Service Delivery and Efficiency Funding received earlier this year. Moved by: Councillor Marks Seconded by: Councillor Mennill WHEREAS Elgin County Council is committed to making informed, strategic choices about how municipal services are delivered; AND WHEREAS Elgin County Council wishes to examine how to improve services and assess service levels in the face of competing priorities and/or decreasing revenues and reduce costs; AND WHEREAS Elgin County Council wishes to set priorities and, where possible, reduce the cost of delivery while maintaining of improving services and service levels, - THEREFORE, BE IT RESOLVED THAT Elgin County Council conduct a Municipal Services Review to identify actions and directions that could result in a more efficient and effective service delivery, organizational and operation arrangements and associated savings; AND THAT the CAO be directed to finalize and issue a Request for Proposal for a Service Delivery Review no later than mid -December 2019; AND THAT the Chief Administrative Officer be directed to submit an Expression of Interest Form and applicable supporting documentation to the Municipal Modernization Program no later than December 6, 2019; AND THAT the $725,000 in funding received from the Province of Ontario through the Improving Service Delivery and Efficiency Funding be reserved for future use related to the Community Safety and Well -Being planning process and actions resulting from the recommendations of the Municipal Services Review or service efficiencies recommended by staff prior to the completion of the Municipal Services Review; AND FURTHER THAT the report titled" Municipal Modernization Program — 2020 Service Review" from the Chief Administrative Officer dated November 16, 2019 be received and filed. - Motion Carried. 6.28 Elgin County Land Division Activities for 2019 — Land Division Committee Chairman The Land Division Committee Chairman presented the report highlighting the 2019 activities of the Elgin County Land Division Committee. Moved by: Councillor Purcell Seconded by: Councillor Mennill 7 Page 10 November 26, 2019 Resolved that the report titled "Elgin County Land Division Activities for 2019" from the Elgin County Land Division Committee Chairman and the Manager of Planning dated November 6, 2019 be received and filed. - Motion Carried. COUNCIL CORRESPONDENCE 7.1 Items for Consideration 7.1.1 Municipality of Dutton Dunwich requesting Elgin County to investigate the feasibility and costs associated with the installation of traffic lights at the Currie Road/Talbot Line intersection. 7.1.2 Town of Aylmer requesting support and endorsement of a request for tax relief for the development of an affordable housing apartment building on Brown Street in Aylmer. The following resolution was adopted in regards to Correspondence Item #7.1.1: Moved by: Councillor Purcell Seconded by: Councillor Marks Resolved that the Director of Engineering Services be directed to provide an assessment and a follow-up report to County Council with respect to the feasibility and costs associated with the installation of traffic lights at the Currie Road/Talbot Line intersection in the Municipality of Dutton Dunwich. - Motion Carried. The following resolution was adopted in regards to Correspondence Item #7.1.2: Moved by: Councillor Purcell Seconded by: Councillor Ketchabaw Resolved that staff be directed to provide additional information with respect to the ways in which Elgin County can support the Town of Aylmer and other local municipal partners in their affordable housing strategies. - Motion Carried. 7.2 Items for Information (Consent Agenda) 7.2.1 Ministry of Finance announcing the release of the 2020 Ontario Municipal Partnership Fund (OMPF) allocations. 7.2.2 Grants Ontario Funding Opportunities — Investing in Canada Infrastructure Program: Green Stream. 7.2.3 Grey Sauble Conservation with a resolution requesting that the Minister of the Environment, Conservation and Parks gives clear direction as to what services are considered mandatory and non -mandatory and that no programs or services of the GSCA be wound down at this time. 7.2.4 Deputy Minister, Small Business and Red Tape Reduction, Ministry of the Economic Development, Job Creation and Trade announcing the launch of the Job Site Challenge. 7.2.5 Ministry of Economic Development, Job Creation and Trade announcing a package of over 80 proposed actions to eliminate unnecessary or outdated rules and streamline regulations that need updating. 7.2.6 Ministry of Natural Resources and Forestry responding to Warden McPhail's letter regarding invasive phragmites. Page 11 November 26, 2019 7.2.7 Ministry of the Attorney General providing an update with respect to the transfer of the prosecution of Part I II matters under the Provincial Offences Act to municipalities. 7.2.8 Ministry of Natural Resources and Forestry with an Environmental Registry notice regarding proposal to amend three statutes and make a new regulation under the Lakes and Rivers Improvement Act. 7.2.9 Bill Hatanaka, Ontario Health Board Chair and Susan Fitzpatrick Ontario Health Interim CEO with a letter regarding Ontario Health Transitional Regional Leadership. 7.2.10 Township of Ramara with a resolution expressing the Township's desire that an exit clause be provided in any new Conservation Authorities Act. i The following resolution was adopted in regards to Correspondence Item #7.2.8: Moved by: Councillor Purcell Seconded by: Councillor Mennill Resolved that staff be directed to coordinate with staff of the Township of Malahide and the Municipality of Bayham to communicate with the Ministry of Natural Resources to advocate for changes to well licences pursuant to the Oil, Gas and Salt Resources Act to require payment of annual municipal taxes as a condition of licence renewal. Motion Carried. The following resolution was adopted in regards to Correspondence Item #7.2.9: Moved by: Councillor Purcell Seconded by: Councillor Jones Resolved that the Chief Administrative Officer be directed to prepare an update regarding Ontario Health Teams for Council's review at the December 12, 2019 meeting. - Motion Carried. Moved by: Councillor Marlyn Seconded by: Councillor French Resolved that Correspondence Items #7.2.1-7.2.7, 7.2.10 be received and filed. Motion Carried. 8. OTHER BUSINESS 8.1 Statements/Inquiries by Members 8.1.1 Councillor Jones noted that the Township of Southwold is thrilled that the vacant building located next to Elgin Manor Long -Term Care Home has been purchased. 8.1.2 Warden McPhail informed Councillors that the County had completed their emergency management exercise last week and he recognized the Fire Training Officer/Community Emergency Management Coordinator for his expertise in the area of emergency management. 8.1.3 Councillor Marks relayed to Council how impressed he was with the new Provincial Offences Administration Building and associated Grand Opening last week. Additionally, Councillor Marks noted that he felt the 2019 Warden's Banquet was a great success. Page 12 November 26, 2019 8.1.4 Councillor Martyn reported that both she and Councillor Mennill attended the November 12, 2019 meeting of the Thames Valley District School Board to advocate against local school closures (Springfield Public School and New Sarum Public School). 8.2 Notice of Motion None. 8.3 Matters of Urgency 8.3.1 A Rural Education Task Force is being created by Thames Valley District School Board and they are seeking the appointment of a member of Council. The first meeting will be held on Monday, January 13, 2020 at 5:30 p.m. at the Thames Valley District School Board office. Councillor Martyn volunteered to participate as a member of this committee. Moved by: Councillor Purcell Seconded by: Councillor French Resolved that Elgin County Council support the nomination of Councillor Martyn to the Thames Valley District School Board Rural Education Task Force; and that Councillor Giguere be appointed as an alternate; and further that a letter be sent to Thames Valley District School Board notifying them of this appointment. - Motion Carried. 8.3.2 Warden McPhail requested Council's review and approval of a letter to be sent to Lord Elgin, 11th Earl of Elgin, Andrew Douglas Alexander Thomas Bruce, 15th Earl of Kincardine. Moved by: Councillor Mennill Seconded by: Councillor Marks Resolved that the Warden be directed to send an update on behalf of Elgin County Council to Lord Elgin, 11th Earl of Elgin, Andrew Douglas Alexander Thomas Bruce, 15th Earl of Kincardine. Motion Carried. Council recessed at 11:09 a.m. and reconvened at 11:12 a.m. 9. CLOSED MEETING ITEMS Moved by: Councillor Ketchabaw Seconded by: Councillor Marks Resolved that we do now proceed into closed meeting session in accordance with the Municipal Act to discuss matters under Municipal Act Section 239 (2): In -Camera Item #1 (b) personal matters about an identifiable individual, including municipal or local board employees — CAO Evaluation 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— Fire Training Officer/Community Emergency Management Coordinator Agreement Page 13 November 26, 2019 In -Camera Item #3 (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 Matters 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 - Central Elgin Short Term Lease In -Camera Item #5 (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 — Ambulance Services In -Camera Item #6 (b) personal matters about an identifiable individual, including municipal or local board employees — Western Ontario Wardens Caucus In -Camera Item #7 (b) personal matters about an identifiable individual, including municipal or local board employees In -Camera Item #8 (b) personal matters about an identifiable individual, including municipal or local board employees — Organizational Review - Motion Carried. 10. RECESS Council recessed at 12:00 p.m. and reconvened at 12:47 p.m. 11. MOTION TO RISE AND REPORT Moved by: Councillor Purcell Seconded by: Councillor Jones - Resolved that we do now rise and report. - Motion Carried. In -Camera Item #1 — CAO Evaluation Moved by: Councillor Marks Seconded by: Councillor Ketchabaw Resolved that the Warden proceed as directed. - Motion Carried. In -Camera Item #2 — Fire Training Officer/Community Emergency Management Coordinator Agreement Moved by: Councillor Jones Seconded by: Councillor French Page 14 November 26, 2019 Resolved that the Chief Administrative Officer and the County Solicitor proceed as directed. - Motion Carried. In -Camera Item #3 — Property Matters Moved by: Councillor Giguere Seconded by: Councillor Jones Resolved that the Chief Administrative Officer proceed as directed. Motion Carried. In -Camera Item #4 — Central Elgin Short Term Lease Moved by: Councillor Purcell Seconded by: Councillor Ketchabaw Resolved that the Warden and Chief Administrative Officer proceed as directed. Motion Carried, In -Camera Item #5 —Ambulance Services Moved by: Councillor French Seconded by: Councillor Jones Resolved that the Chief Administrative Officer proceed as directed. - Motion Carried. In -Camera Item #6 — Western Ontario Wardens Caucus Moved by: Councillor Marlyn Seconded by: Councillor Giguere tt Resolved that the report from the Chief Administrative Officer be received. i Motion Carried. In -Camera Item #7 Moved by: Councillor French Seconded by: Councillor Marks Resolved that the Chief Administrative Officer proceed as directed. 1 Motion Carried. In -Camera Item #8 Moved by: Councillor Marks 1 Seconded by: Councillor Jones Resolved that the verbal report from the Chief Administrative Officer be received. - Motion Carried. Page 15 November 26, 2019 12. MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE WHOLE Moved by: Councillor Purcell Seconded by: Councillor Martyn Resolved that we do now adopt recommendations of the Committee Of The Whole. Motion Carried. 13. CONSIDERATION OF BY-LAWS 13.1 By-law No. 19-40 — Council Committee By-law BEING a By-law to Define the Mandate and Meeting Procedures for Committees Established by the Corporation of the County of Elgin. Moved by: Councillor Mennill Seconded by: Councillor Marks Resolved that By-law No. 19-40 be now read a first, second and third time and finally passed. Motion Carried, 13.2 By-law No. 19-41 — Council Procedural By-law BEING a By-law to Regulate the Proceedings of the Municipal Council of the Corporation of the County of Elgin and to Repeal By-law No. 19-38. Moved by: Councillor Giguere Seconded by: Councillor Jones Resolved that By-law No. 19-41 be now read a first, second and third time and finally passed. Motion Carried, 13.3 By-law No. 19-42 - 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 November 26, 2019 Meeting. Moved by: Councillor Mennill Seconded by: Councillor Giguere Resolved that By-law No. 19-42 be now read a first, second and third time and finally passed. Motion Carried. 14. ADJOURNMENT Moved by: Councillor Marks Seconded by: Councillor Ketchabaw Resolved that we do now adjourn at 1:55 p.m. to meet again on December 10, 2019 at the County Administration Building Council Chambers at 7:00 p.m. JulievGonyou, Chief Administrative Officer. Motion Carried. �' Dave Mennill, Warden.