Elgin County Council

Minutes

Tuesday, June 25, 2024 at 9:00 A.m. - 12:00 P.m.

Council Chambers

450 Sunset Drive

St. Thomas ON

Members Present:

• Warden Ed Ketchabaw
• Deputy Warden Grant Jones
• Councillor Dominique Giguère
• Councillor Mark Widner
• Councillor Jack Couckuyt
• Councillor Andrew Sloan
• Councillor Todd Noble
• Councillor Mike Hentz
• Councillor Richard Leatham

Staff Present:

• Blaine Parkin, Chief Administrative Officer/Clerk
• Michele Harris, Director of Homes and Seniors Services (virtual)
• Jennifer Ford, Director of Financial Services/Treasurer
• Nicholas Loeb, Director of Legal Services
• Peter Dutchak, Director of Engineering Services
• Mat Vaughan, Director of Planning and Development
• Katherine Thompson, Manager of Administrative Services/Deputy Clerk
• Andrew Parker, Manager of Roads and Asset Management
• Jenna Fentie, Legislative Services Coordinator
• Stefanie Heide, Legislative Services Coordinator

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1.

Call to Order

The meeting was called to order at 9:00 a.m. with Warden Ketchabaw in the chair.

Warden Ketchabaw welcomed Mat Vaughan, the County's new Director of Planning and Development.

2.

Adoption of Minutes

• Moved by: Councillor Hentz
  Seconded by: Councillor Leatham

  RESOLVED THAT the minutes of the meeting held on June 11, 2024 be adopted.

  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 Couckuyt
  Seconded by: Councillor Sloan

  RESOLVED THAT we do now move into Committee of the Whole.

  Motion Carried.

6.

Reports of Council, Outside Boards and Staff

6.1

Director of Engineering Services - Corporate Asset Management Plan – Phase 2

The Director of Engineering Services presented the report that details Phase Two (2) of the County's Asset Management Plan. The supplemental plan includes information on Information Technology and Cultural Services assets. 

• Moved by: Deputy Warden Jones
  Seconded by: Councillor Giguère

  RESOLVED THAT the report titled “Corporate Asset Management Plan - Update” from the Director of Engineering Services dated June 25, 2024 be received and filed; and
  
  THAT staff provide a follow-up report on the use of reserves as related to the Corporate Asset Management Plan in conjunction with previous direction regarding a Growth Reserve Management Policy.

  Motion Carried.

6.2

Manager of Administrative Services/Deputy Clerk - Appointment By-Laws Update

The Manager of Administrative Services/Deputy Clerk presented the report that seeks Council's approval to amend multiple appointment by-laws to reflect changes to staffing and current back-up procedures.

• Moved by: Councillor Hentz
  Seconded by: Councillor Noble

  RESOLVED THAT the report titled “Appointment By-Laws Update” from the Manager of Administrative Services/Deputy Clerk dated June 10, 2024 be received and filed; and
  
  THAT County Council approve updated versions of the Deputy Clerk and Deputy Clerk Alternate Appointment By-Law, the Land Division Secretary Alternate Appointment By-Law, and the By-Law delegating certain authorities under the Planning Act.

  Motion Carried.

6.3

Manager of Administrative Services/Deputy Clerk - Approval of Fees and Charges 2024

The Manager of Administrative Services/Deputy Clerk presented the report that seeks Council's approval to adopt the County's Fees and Charges By-Law for 2024. 

• Moved by: Deputy Warden Jones
  Seconded by: Councillor Noble

  RESOLVED THAT the report titled “Approval of Fees and Charges 2024” dated June 25, 2024 from the Manager of Administrative Services/Deputy Clerk be received and filed; and
  
  THAT the changes to fees and charges identified in “Schedule A” of the aforementioned report be approved and imposed to commence on June 25, 2024; and
  
  THAT the corresponding By-Law be considered for approval by Council.

  Motion Carried.

7.

Council Correspondence

7.1

Items for Consideration

7.1.1

Resolution from the Municipality of Dutton Dunwich regarding requests for sidewalks along Currie Road and Pioneer Line west of Currie Road.

• Moved by: Councillor Widner
  Seconded by: Councillor Leatham

  RESOLVED THAT staff be directed to work with staff at Dutton Dunwich to investigate a request for sidewalks along Currie Road and Pioneer Line west of Currie Road and that a report be presented to County Council at a future meeting.

  Motion Carried.

7.2

Items for Information (Consent Agenda)

• Moved by: Councillor Noble
  Seconded by: Councillor Sloan

  RESOLVED THAT Correspondence Items #7.2.1 - 7.2.2 be received and filed.

  Motion Carried.

7.2.1

Doug Reycraft, Chair and Patricia Greig, Secretary-Treasurer with a memo calling for nominations to the Community Schools Alliance Executive Committee

7.2.2

Email Correspondence from Association of Municipalities Ontario (AMO) regarding the Funding Agreement for the Renewed Canada Community-Building Fund, 2024-2034

8.

Other Business

8.1

Statements/Inquiries by Members

8.1.1

Warden Ketchabaw - Strategic Planning

Warden Ketchabaw informed Council that work has begun on preparations for the first strategic planning session for Council. The Chief Administrative Officer/Clerk advised Council that a consultant has been hired to help develop a Mission, Vision, and Values for the Corporation, to support Council's strategic planning process, and to assist with the development of a comprehensive business planning process. The Chief Administrative Officer/Clerk advised that the next session of Council on July 9 will be a working session with Council and the Executive Team to walk through the strategic planning exercise with the consultant. The Chief Administrative Officer/Clerk noted that the Executive Team met offsite last week to begin the process of developing a Mission, Vision, and Values and started to work through the business planning process for the remainder of this year leading into 2025. 

8.1.2

Warden Ketchabaw - Chief Administrative Officer/Clerk Performance Review

Warden Ketchabaw advised Council that the Chief Administrative Officer/Clerk has reached the six (6) month milestone of employment, and as per his employment contract, a review is required. Warden Ketchabaw advised that he has been working with the Director of Human Resources on the process, and advised that the review will likely take place in July. 

8.2

Notice of Motion

8.2.1

Notice of Motion - Councillor Sloan

• Moved by: Councillor Sloan
  Seconded by: Councillor Couckuyt

  WHEREAS the County of Elgin has historically provided financial support for major projects and initiatives of the St Thomas Elgin General Hospital;
  
  WHEREAS the County of Elgin provides approximately $6M annually to top-up long-term care services in Elgin County homes as part of its commitment to ensuring a high level of care for our community members and loved ones;
  
  And WHEREAS access to healthcare services and support within our community and across the healthcare continuum is a critical component of quality of life in Elgin County;
  
  NOW, THEREFORE BE IT RESOLVED THAT the County of Elgin establish the Elgin County Healthcare Fund of $1.8M over a minimum of six (6) years to support resident access to high-quality, localized care; and
  
  THAT the fund be divided between the Transforming Tomorrow Diagnostic Imaging Campaign for the St. Thomas-Elgin General Hospital ($1.3M) and Hospice of Elgin ($500,000); and
  
  THAT payments begin in 2025; and
  
  THAT Staff be directed to provide annual reports to Council with an update on fund amounts and disbursements.

  Yes (3)	Councillor Couckuyt, Councillor Sloan, and Councillor Noble
  No (6)	Deputy Warden Jones, Councillor Giguère, Warden Ketchabaw, Councillor Widner, Councillor Hentz, and Councillor Leatham

  Defeated. (3 to 6)

8.3

Matters of Urgency

None.

9.

Closed Meeting Items

• Moved by: Councillor Sloan
  Seconded by: Councillor Noble

  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):
  
  Closed Meeting Item #1 - LS 24-7 Staffing Update
  
  (b) personal matters about an identifiable individual, including municipal or local board employees.
  
  Closed Meeting Item #2 - LS 24-8 Telecommunications Agreement
  
  (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.

  Motion Carried.

9.1

Director of Legal Services - LS 24-7 Staffing Update

9.2

Director of Legal Services - LS 24-8 – Telecommunications Agreement

10.

Motion to Rise and Report

• Moved by: Councillor Sloan
  Seconded by: Councillor Widner

  RESOLVED THAT we do now rise and report.

  Motion Carried.

• Closed Meeting Item #1 - LS 24-7 Staffing Update

  Moved by: Deputy Warden Jones
  Seconded by: Councillor Leatham

  RESOLVED THAT report titled "LS 24-7 Staffing Update and Request for Resources" from the Director of Legal Services dated June 25, 2024 be received and filed; and
  
  THAT Council approve the creation of a part-time Prosecutor position.

  Motion Carried.

• Closed Meeting Item #2 - LS 24-8 Telecommunications Agreement

  Moved by: Councillor Hentz
  Seconded by: Councillor Noble

  RESOLVED THAT staff proceed as directed.

  Motion Carried.

11.

Motion to Adopt Recommendations from the Committee of the Whole

• Moved by: Councillor Sloan
  Seconded by: Councillor Couckuyt

  RESOLVED THAT we do now adopt recommendations of the Committee of the Whole.

  Motion Carried.

12.

Consideration of By-Laws

12.1

By-Law No. 24-23 Deputy Clerk and Deputy Clerks (Alternate) Appointment

BEING a By-Law to Appoint a Deputy Clerk and Deputy Clerks (Alternate) for the Corporation of the County of Elgin and to Repeal By-Law No. 22-37.

• Moved by: Councillor Leatham
  Seconded by: Councillor Noble

  RESOLVED THAT By-Law No. 24-23 be now read a first, second, and third time and finally passed.

  Motion Carried.

12.2

By-Law No. 24-24 Appointment of Alternate Land Division Secretary-Treasurer

BEING a By-Law to Appoint Alternate Persons to Carry out the Duties of the Secretary-Treasurer of the Elgin County Land Division Committee when the Secretary-Treasurer is Unable, for any Reason, to Carry Out His or Her Duties.

• Moved by: Councillor Noble
  Seconded by: Councillor Sloan

  RESOLVED THAT By-Law No. 24-24 be now read a first, second, and third time and finally passed.

  Motion Carried.

12.3

By-Law No. 24-25 Delegated Approval Authorities

BEING a By-Law to Delegate Certain Authorities Vested in the Council of the Corporation of the County of Elgin as the Approval Authority with Respect to Plans of Subdivision, Plans of Condominium and Part of Lot Control By-Laws Pursuant to Section 22 and 51 of the Planning Act to the Director of Planning and Development for the County of Elgin and to Repeal By-Law No. 22-01.

• Moved by: Councillor Sloan
  Seconded by: Councillor Widner

  RESOLVED THAT By-Law No. 24-25 be now read a first, second, and third time and finally passed.

  Motion Carried.

12.4

By-Law No. 24-26 Fees and Charges 2024

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. 23-33.

• Moved by: Councillor Noble
  Seconded by: Deputy Warden Jones

  RESOLVED THAT By-Law No. 24-26 be now read a first, second, and third time and finally passed.

  Motion Carried.

12.5

By-Law No. 24-27 Canada Community Building Fund Transfer Agreement

A By-Law to Amend By-Law No. 14-14 Being a By-Law to Authorize the County of Elgin to Enter into an Agreement with the Association of Municipalities of Ontario Respecting the Transfer of the Canada Community Building Fund (Formerly Federal Gas Tax Revenues)

• Moved by: Councillor Noble
  Seconded by: Councillor Sloan

  RESOLVED THAT By-Law No. 24-27 be now read a first, second, and third time and finally passed.

  Motion Carried.

12.6

By-Law No. 24-28 Confirmation

BEING a By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the June 25, 2024 Meeting. 

• Moved by: Councillor Sloan
  Seconded by: Councillor Noble

  RESOLVED THAT By-Law No. 24-28 be now read a first, second, and third time and finally passed.

  Motion Carried.

13.

Adjournment

• Moved by: Councillor Widner
  Seconded by: Councillor Couckuyt

  RESOLVED THAT we do now adjourn at 10:46 a.m. to meet again on July 9, 2024 at 9:00 a.m.

  Motion Carried.