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11 - May 24, 2022 County Council MinutesElginCoun- Progressive by Nature ELGIN COUNTY COUNCIL MINUTES May 24, 2022 Page 1 May 24 2022 Elgin County Council met this 24t" day of May 2022 at the Elgin County Administration Building. The meeting was held in -person. Council Present: Warden Mary French Deputy Warden Tom Marks Councillor Duncan McPhail Councillor Bob Purcell Councillor Grant Jones Councillor Sally Marlyn Councillor Dave Mennill Councillor Dominique Giguere Councillor Ed Ketchabaw Staff Present: Julie Gonyou, Chief Administrative Officer Brian Lima, General Manager of Engineering, Planning & Enterprise/Deputy - CAO Michele Harris, Director of Homes and Seniors Services Amy Thomson, Director of Human Resources Jennifer Ford, Director of Financial Services Stephanie Godby, Manager of Human Resources Stephen Gibson, County Solicitor Nicholas Loeb, Senior Counsel Katherine Thompson, Manager of Administrative Services/Deputy Clerk Jenna Fentie, Legislative Services Coordinator Delany Leitch, Legislative Services Coordinator 1. CALL TO ORDER The meeting convened at 9:00 a.m. with Warden French in the chair. 2. ADOPTION OF MINUTES Moved by: Councillor Mennill Seconded by: Councillor Jones RESOLVED THAT the minutes of the meeting held on May 10, 2022 be adopted. - Motion Carried. 3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF None. 4. PRESENTING PETITIONS, PRESENTATIONS AND DELEGATIONS 5. COMMITTEE OF THE WHOLE Moved by: Councillor Martyn Seconded by: Councillor Purcell RESOLVED THAT we do now move into Committee of the Whole Council. - Motion Carried. Page 2 May 24, 2022 6. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF 6.1 Homes — Multi -Sector Service Accountability Agreement (MSAA) — Schedule F — Director of Homes and Seniors Services The Director of Homes and Seniors Services presented the report recommending that the Chief Administrative Officer be directed to sign the Multi -Sector Service Accountability Agreement (MSAA) — Schedule F for the Period of April 1, 2021 to March 31, 2022. The MSAA agreement is in place between the Corporation of the County of Elgin and the Ontario Health West Region for adult day program services at Bobier Villa and Terrace Lodge, and requires the submission of a signed annual Declaration of Compliance — Schedule F. Moved by: Councillor Ketchabaw Seconded by: Councillor Giguere RESOLVED THAT the report titled "Homes — Multi -Sector Service Accountability Agreement (MSAA) — Schedule F" dated May 13, 2022 from the Director of Homes and Seniors Services be received and filed; and THAT Council authorize the Chief Administrative Officer to sign the "Multi -Sector Service Accountability Agreement (MSAA) — Schedule F" for the period of April 1, 2021 — March 31, 2022. - Motion Carried. 6.2 Homes — Infection Control Policy 2.10 — Immunization — Staff COVID-19 and 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 the report recommending amendments to the Homes Administration Policy 1.35 — Visitors and Resident Absences During a Pandemic, as well as a review and the continuation of the Homes Infection Control Policy 2.10 — Immunization — Staff COVID-19. Moved by: Deputy Warden Marks Seconded by: Councillor Jones RESOLVED THAT the report titled "Homes — Infection Control Policy 2.10 — Immunization — Staff COVID-19 and Administration Policy 1.35 Visitors and Resident Absences During a Pandemic" dated May 17, 2022 be received and filed; and THAT Council approve the amendments to the "Homes Administration Policy 1.35 Visitors and Resident Absences During a Pandemic" policy and the review/continuation of the "Homes — Infection Control Policy 2.10 — Immunization — Staff — COVID-19"; and THAT staff be directed to provide an updated report to Council no later than ninety (90) days time, including, but not limited to, such items as pandemic trends, scientific/medical evidence, updated ministry and public health guidance, resident and family council feedback, labour relations outcomes, and policy and procedure revision recommendations. Motion Carried. 6.3 Laundry and Linen Services for Elgin County Homes — Contract Award — Director of Homes and Seniors Services and Purchasing Coordinator The Director of Homes and Seniors Services presented the report that provides details on the Request for Proposal (RFP) for Laundry and Linen Services for the County of Elgin's three (3) Long -Term Care Homes and seeks Council's approval to award the contract. Page 3 May 24, 2022 Moved by: Councillor Mennill Seconded by: Deputy Warden Marks RESOLVED THAT the contract for Laundry and Linen Services for Elgin County Homes be awarded to Brite Healthcare Laundries/ProClean Canada for a two- year term; and THAT staff be authorized to extend the contract for an additional three (3) one- year terms, in accordance with section 7.6 of the Procurement Policy, subject to satisfactory performance during the initial two-year contract term; and THAT the Warden and Chief Administrative Officer be authorized to sign the contract. Motion Carried. 6.4 New HR Policy: 2.170 Disconnecting from Work — Director of Human Resources The Director of Human Resources presented the report recommending the approval of HR Policy 2.170 Disconnecting from Work as required through the Provincial Government's passing of Bill 27 "Working for Workers Act, 2021 ". Moved by: Councillor Jones Seconded by: Councillor Giguere RESOLVED THAT County Council approve HR Policy 2.170 Disconnecting from Work; and THAT the report titled "New HR Policy: 2.170 Disconnecting from Work" dated May 24, 2022 from the Director of Human Resources be received and filed. Motion Carried. 6.5 Compensation and Pay Equity Review Final Report — Non -Union Staff, Council and Boards — Director of Human Resources and Manager of Human Resources Council deferred consideration of the Motion until after Closed session. 6.6 Council and Outside Boards Remuneration and Expenses — Director of Financial Services The Director of Financial Services presented the report outlining Council and Outside Board remuneration and expenses paid in 2021. Moved by: Councillor Mennill Seconded by: Councillor Jones RESOLVED THAT the report titled "Council and Outside Boards Remuneration and Expenses" dated March 22, 2022 from the Senior Financial Analyst be received and filed. Motion Carried. 6.7 2021 Annual Report for Investments — Director of Financial Services The Director of Financial Services presented the Annual Investment Report that is required to be submitted according to Section 8 (1) of Ontario Regulation 438/97 issued under section 418(6) of the Municipal Act, 2001. Moved by: Deputy Warden Marks Seconded by: Councillor McPhail Page 4 May 24, 2022 RESOLVED THAT the report titled "2021 Annual Report for Investments" dated May 18, 2022 from the Director of Financial Services be received and filed. - Motion Carried. 6.8 2022 Tax Ratio and Tax Rate Amendments — Director of Financial Services The Director of Financial Services presented the reported recommending an amendment to the 2022 Budget By -Law in order to finalize the tax rates and ratios for the 2022 Budget cycle. Moved by: Councillor Ketchabaw Seconded by: Councillor Purcell RESOLVED THAT Schedules A and C of the previous 2022 Budget By -Law 22-15 be amended to reflect the revised 2022 tax rates for the Small -Scale On -Farm Business second subclasses for the commercial and industrial property classes; and THAT the necessary amended 2022 Budget By -Law be read for approval. Motion Carried. 6.9 Amendment to the Approved Format Telecommunications Equipment Consent and Road User Agreement — Senior Counsel The Senior Counsel presented the report recommending Council approve and authorize an amendment to the approved format of the Telecommunications Equipment Consent and Road User Agreement that is presented to telecommunication service providers interested in providing services to Elgin County. Moved by: Councillor Mennill Seconded by: Councillor Martyn RESOLVED THAT the report titled "Amendment to the Approved Format Telecommunications Equipment Consent and Road User Agreement" dated May 17, 2022 from the Senior Counsel be received and filed; and THAT County Council approve, effective May 24, 2022, the Approved Format Telecommunications Equipment Consent and Road User Agreement. Motion Carried. 6.10 Agenda Management Software RFP —Project Award —Manager of Administrative Services/Deputy Clerk The Manager of Administrative Services/Deputy Clerk presented the report seeking Council's approval to award the contract for the provision of Agenda Management Software. Moved by: Councillor Jones Seconded by: Councillor McPhail RESOLVED THAT the provision of services associated with the Agenda Management System, Request for Proposal 2022-P05 submission received from eSCRIBE Software Ltd. in the amount of $25,900 (annual cost) be awarded; and THAT the Warden and Chief Administrative Officer be authorized to sign the supporting agreement. Motion Carried. Page 5 May 24, 2022 6.11 Elgin/Re:Public Urbanism —Amendment to Planning Services Agreement — Expansion of Scope of Services — General Manager of Engineering, Planning & Enterprise/Deputy CAO and County Solicitor The General Manager of Engineering, Planning & Enterprise/Deputy CAO presented the report recommending that Council amend the existing Planning Service Agreement with Re:Public Urbanism to account for an expansion of the Scope of Services to include planning services in relation to Land Severance Applications and related processes and decision -making by the Elgin County Land Division Committee. Moved by: Councillor Jones Seconded by: Councillor McPhail RESOLVED THAT the report titled "Elgin/Re:Public Urbanism — Amendment to Planning Services Agreement — Expansion of Scope of Services" dated May 17, 2022 from the General Manager of Engineering, Planning & Enterprise/Deputy CAO and the County Solicitor be received and filed; and THAT Elgin County Council approve an Amending Agreement to the Planning Services Agreement with Re:Public Urbanism to expand the Scope of Services contemplated herein to that set forth in Schedule `A' hereto, and further thereto, that Elgin County Council authorize the Warden and Chief Administrative Officer to execute such Amending Agreement at the direction and under the guidance of the County Solicitor. Motion Carried. 6.12 Approval of the Malahide Official Plan Amendment 20 File No.: MA OPA-01- 22, Applicant: Township of Malahide — General Manager of Engineering, Planning & Enterprise/Deputy CAO The General Manager of Engineering, Planning & Enterprise/Deputy CAO presented the report that provides Council with further information required to consider granting approval to the Township of Malahide Official Plan Amendment 20. Moved by: Councillor Mennill Seconded by: Councillor Giguere RESOLVED THAT the Council of the Corporation of the County of Elgin modify and approve the Official Plan Amendment No. 20 to the Township of Malahide Official Plan as adopted by By -Law 21-95; and THAT staff be directed to provide notice of this decision in accordance with the requirements of the Planning Act. Motion Carried. 6.13 Parking By -Law Amendment — Port Stanley — General Manager of Engineering, Planning & Enterprise/Deputy CAO The General Manager of Engineering, Planning & Enterprise/Deputy CAO presented the report detailing the request received from the Municipality of Central Elgin regarding the establishment of a two (2) hour parking time limit restriction upon various County roads within the Village of Port Stanley, and recommends that Council amend By -Law 20-05 to accommodate the request. Moved by: Councillor Marlyn Seconded by: Councillor Jones RESOLVED THAT the report titled "Parking By -Law Amendment — Port Stanley" dated May 24, 2022 from the General Manager of Engineering, Planning & Enterprise/Deputy CAO be received and filed; and Page 6 May 24, 2022 THAT By -Law 20-05 "BEING a Consolidated By -Law for the Regulation of Traffic including Parking on County Roads" be amended to establish two (2) hour limited parking where parking is permitted within the following road sections: - Bridge Street (CR #4) from the west property limits of Carlow Road to the east limits of Colborne Street, being a distance of 290 metres. - Colborne Street (CR #4) from the south limit of Bridge Street to the north limit of Warren Street being a distance of 1,140 metres. - Joseph Street (CR #23) from the east limits of Colborne Street to the east limits of East Road being a distance of 280 metres. Motion Carried. 6.14 Whites Station Operations Centre Antenna Communications Tower Structural Inspection — General Manager of Engineering, Planning & Enterprise/Deputy CAO The General Manager of Engineering, Planning & Enterprise/Deputy CAO presented the report that provides a summary of the recently completed structural inspection undertaken on the County's Whites Station Operations Centre antenna communication tower. Moved by: Councillor Giguere Seconded by: Councillor Jones RESOLVED THAT the report titled "Whites Station Operations Centre Antenna Communications Tower Structural Inspection" dated May 17, 2022 from the General Manager of Engineering, Planning & Enterprise/Deputy CAO be received and filed. Motion Carried. 6.15 Request to Install Prohibiting Engine Brakes Signs — Village of Springfield — General Manager of Engineering, Planning & Enterprise/Deputy CAO The General Manager of Engineering, Planning & Enterprise/Deputy CAO presented the report detailing the request received from the Township of Malahide requesting truck traffic data on County roads within the Village of Springfield as well as the installation of signage prohibiting truck engine brake use on the County roads entering the Village of Springfield and the Hamlet of Lyons. Moved by: Councillor Mennill Seconded by: Councillor Jones RESOLVED THAT the report titled "Request to Install Prohibiting Engine Brake Signs — Village of Springfield" dated May 24, 2022 from the General Manager of Engineering, Planning & Enterprise/Deputy CAO be received and filed. Motion Carried. 6.16 Updated COVID-19 Measures —Chief Administrative Officer The Chief Administrative Officer presented the report updating Council on current COVID-19 protocols and health and safety measures in places at County facilities (excluding Long -Term Care Homes). Moved by: Councillor Martyn Seconded by: Councillor Giguere RESOLVED THAT the report titled "Updated COVID-19 Measures" dated May 17, 2022 from the Chief Administrative Officer be received and filed; and Page 7 May 24, 2022 THAT County Council support the ongoing implementation of the COVID-19 Vaccination Verification Policy No. 8.390 for a minimum of 90 days. - Motion Carried. 7. COUNCIL CORRESPONDENCE 7.1 Items for Consideration 7.1.1 Letter from the Town of Aylmer and press release from the Aylmer-Malahide Museum and Archives requesting consideration for a fundraising challenge in support of the Aylmer — Malahide Museum and Archives' move to a new facility. Moved by: Councillor Giguere Seconded by: Councillor Ketchabaw RESOLVED THAT information regarding the Community Grant Program, which is administered through the Rural Initiatives and Planning Advisory Committee, be sent to the Town of Aylmer in response to their correspondence. - Motion Carried. 7.1.2 Letter from the South Central Ontario Region Economic Development Corporation (SCOR EDC) requesting a letter of support and financial commitment to the revitalization of the Cayuga Sub Division Line. Moved by: Councillor Purcell Seconded by: Councillor Ketchabaw RESOLVED THAT the Warden be directed to send a letter of support in principle to for the shortline rail project to revitalize the Cayuga Subdivision line, and THAT staff be directed to prepare a follow-up report for presentation to the Budget Committee regarding SCOR's request and including an analysis of County infrastructure, and THAT the Budget Committee, following its review of the report, prepare recommendations for County Council's consideration. - Motion Carried. 8. OTHER BUSINESS 8.1 Statements/Inquiries by Members Councillor Mennill — Request for Warden's consideration of hosting a summer 2022 Golf Tournament fundraiser. Councillor Ketchabaw — Invitation to Edisonfest in Vienna on June 4, 2022. 8.2 Notice of Motion None. 8.3 Matters of Urgency - None. 9. CLOSED MEETING ITEMS Moved by: Councillor Mennill Seconded by: Councillor Giguere Page 8 May 24, 2022 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 board employees — Organizational Update In -Camera Item #2 (a) the security of the property of the municipality or local board — Security of Property 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 — Financial Services - Motion Carried. 10. MOTION TO RISE AND REPORT Moved by: Councillor McPhail Seconded by: Councillor Jones RESOLVED THAT we do now rise and report. - Motion Carried. In -Camera Item #1 — Organizational Update Moved by: Councillor Purcell Seconded by: Councillor McPhail RESOLVED THAT staff proceed as directed. - Motion Carried. In -Camera Item #2 — Security of Property Moved by: Councillor Ketchabaw Seconded by: Deputy Warden Marks RESOLVED THAT staff proceed as directed. - Motion Carried. In -Camera Item #3 — Financial Services Moved by: Councillor Jones Seconded by: Councillor Ketchabaw RESOLVED THAT staff proceed as directed. - Motion Carried. 11. REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF -CONTINUED 11.1 Compensation and Pay Equity Review Final Report— Non -Union Staff Council and Boards — Director of Human Resources and Manager of Human Resources The Manager of Human Resources presented the County of Elgin Non -Union Market Review Final Report as prepared by Gallagher Benefit Services Page 9 May 24, 2022 (Canada) Group Inc. Jane Mazinski from Gallagher Benefit Services (Canada) Group Inc. also provided a brief presentation. Moved by: Councillor Purcell Seconded by: Councillor McPhail RESOLVED THAT the report titled "Compensation and Pay Equity Review Final Report — Non -Union Staff, Council, and Boards dated May 24, 2022 from the Director of Human Resources and the Manager of Human Resources be received and filed; and THAT Council approve Option 1 as outlined in the County of Elgin Elected Officials Remuneration Final Report; and THAT Council approve the proposed 2022 adjusted salary grid for implementation retroactive to January 1, 2022. Motion Carried. 12. MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE WHOLE Moved by: Deputy Warden Marks Seconded by: Councillor Jones 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. 22-22 — Amendment to Budget By -Law BEING a By -Law to Amend By -Law No. 22-15 BEING a By -Law to Provide for the Adoption of the 2022 Budget of the Corporation of the County of Elgin and to Establish the 2022 Tax Ratios, and to Establish the 2022 Tax Rates for the County Constituent Municipalities. Moved by: Councillor Ketchabaw Seconded by: Councillor Mennill RESOLVED THAT By -Law No. 22-22 be now read a first, second and third time and finally passed. Motion Carried. 13.2 By -Law No. 22-23 — Parking By -Law Amendment BEING a By -Law to Amend the Schedule to By -Law No. 20-05 BEING a Consolidated By -Law for the Regulation of Traffic Including Parking on County Roads. Moved by: Councillor Martyn Seconded by: Deputy Warden Marks RESOLVED THAT By -Law No. 22-23 be now read a first, second and third time and finally passed. Motion Carried. 13.3 By -Law No. 22-24 — 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 May 24, 2022 Meeting. Page 10 May 24, 2022 Moved by: Councillor Mennill Seconded by: Councillor Jones RESOLVED THAT By -Law No. 22-24 be now read a first, second and third time and finally passed. - Motion Carried. 14. ADJOURNMENT Moved by: Deputy Warden Marks Seconded by: Councillor Ketchabaw RESOLVED THAT we do now adjourn at 11:38 a.m. to meet again on June 14, 2022 at 9:00 a.m. Motion Carried. s° JulicPGonyou, Mary French, Chief Administrative Officer. Warden.