Elgin County Council

Minutes

Wednesday, December 06, 2023 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:

• Don Shropshire, Chief Administrative Officer/Clerk
• Amy Thomson, Director of Human Resources
• Michele Harris, Director of Homes and Seniors Services
• Nicholas Loeb, Director of Legal Services
• Peter Dutchak, Director of Engineering Services
• Jenna Fentie, Manager of Administrative Services/Deputy Clerk
• Andrea Loughlean, Manager of Emergency Management & Elgin-Middlesex Regional Fire School
• Stefanie Heide, Legislative Services Coordinator
• Jessica Silcox, Corporate Communications and Engagement Coordinator

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1.

CALL TO ORDER

The meeting convened at 9:00 a.m. with Warden Ketchabaw in the Chair.

2.

ADOPTION OF MINUTES

• Moved by: Councillor Hentz
  Seconded by: Councillor Couckuyt

  RESOLVED THAT the minutes of the Regular Council Meeting and the Special Council Meeting held on November 28, 2023 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 Noble
  Seconded by: Councillor Leatham

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

  Motion Carried.

6.

REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF

6.1

Warden Ketchabaw - Warden’s Activity Report November 2023

2023 Warden Ketchabaw presented the report detailing his Warden's activities for November 2023.

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

  RESOLVED THAT the report titled “Warden’s Activity Report November 2023” dated December 6, 2023 from 2023 Warden Ed Ketchabaw be received and filed.

  Motion Carried.

6.2

Director of Homes and Seniors Services - Homes – Policies and Procedures

The Director of Homes and Seniors Services presented the report seeking Council's approval for delegation of approval of Homes policies and procedures for the three County of Elgin Homes.

• Moved by: Councillor Sloan
  Seconded by: Councillor Giguère

  RESOLVED THAT the report titled “Homes – Policies and Procedures” dated December 6, 2023 from the Director of Homes and Seniors Services be received and filed; and

  THAT Council authorize the Director of Homes and Seniors Services to approve legislatively required, mandatory Homes policies and procedures provided that the appropriate persons have reviewed and provided approval.

  Motion Carried.

6.3

Manager of Emergency Management & Elgin-Middlesex Regional Fire School - Request for additional resource

The Manager of Emergency Management & Elgin-Middlesex Regional Fire School presented the report to Council seeking approval to add a Fire Training Coordinator FTE position to balance the workload and improve efficiency and productivity within the department.

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

  RESOLVED THAT Elgin County Council approve the addition of a Fire Training Coordinator position in the Emergency Management department.

  Motion Carried.

6.4

Corporate Communications & Engagement Coordinator and Accessibility Coordinator - Refreshing the Elgin County Brand: Addressing Accessibility Requirements

The Corporate Communications and Engagement Coordinator provided a presentation seeking Council's approval of a refreshed Elgin County Logo that addresses accessibility requirements.

• Moved by: Councillor Hentz
  Seconded by: Councillor Leatham

  RESOLVED THAT the report titled "Refreshing the Elgin County Brand: Addressing Accessibility Requirements" dated December 6, 2023, from the Corporate Communications & Engagement Coordinator, and Accessibility Coordinator, be received and filed; and

  THAT the refreshed County of Elgin logo be approved as presented.

  Motion Carried.

6.5

Director of Engineering Services - Geotechnical Services – Slope Rehabilitation Works (Fingal Line and Glen Erie Line)

The Director of Engineering Services presented a report to Council with the information supporting a recommendation of awarding geotechnical investigative works on Fingal Line and Glen Erie Line as a single source purchase of services as supported by the County's Procurement Policy.

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

  RESOLVED THAT Englobe Corporation be retained to provide geotechnical investigative, slope stability analysis and remediation design services for the rehabilitation of unstable road slopes on Fingal Line and Glen Erie Line in accordance with Section 4.7c(iii) of the County’s Procurement Policy.

  Motion Carried.

6.6

Director of Engineering Services - Talbotville Bypass and Highway 3 Twinning – Public Information Centre 2 - Update

The Director of Engineering Services presented a report to Council identifying a list of public comments for Council's consideration to be sent to the Ministry of Transportation's Study Design Team.

• Moved by: Councillor Noble
  Seconded by: Councillor Sloan

  RESOLVED THAT the report titled “Talbotville Bypass and Highway 3 Twinning – Public Information Centre 2 – Update” dated December 6, 2023 from the Director of Engineering Services be received and filed; and

  THAT the list of comments identified in this report be sent to the Ministry of Transportation’s Study Design Team for consideration and inclusion in their Transportation Environmental Study Report (TESR).

  Motion Carried.

6.7

Director of Legal Services - Parts III & IX POA Interim Transfer Agreement Extension

The Director of Legal Services presented a report seeking Council's authorization of an extension of the Parts III and IX POA Interim Transfer Agreement, extending the transfer of responsibility for Parts III and IX prosecutions to January 3, 2026.

• Moved by: Councillor Leatham
  Seconded by: Councillor Noble

  RESOLVED THAT the report titled “Parts III & IX POA Interim Transfer Agreement Extension” dated December 6, 2023 from the Director of Legal Services be received and filed; and

  THAT the Council of the County of Elgin authorize the Warden and CAO/Clerk to execute the Parts III and IX Provincial Offences Act Interim Transfer Agreement Extension.

  Motion Carried.

6.8

Director of Legal Services - Elgin / Re:Public Urbanism Agreement 2024 – Single Source

The Director of Legal Services presented a report seeking Council's authorization to enter into an agreement with a planning consultant for the delivery of planning services for 2024.

• Moved by: Councillor Widner
  Seconded by: Councillor Hentz

  RESOLVED THAT the report titled “Elgin / Re:Public Urbanism Agreement 2024 – Single Source” dated December 6, 2023 from the Director of Legal Services be received and filed; and

  THAT Council of the County of Elgin authorize the Warden and CAO/Clerk to execute an agreement for planning services between Elgin County and 10042986 Canada Inc. o/a Re:Public Urbanism for 2024.

  Motion Carried.

6.9

Director of Legal Services - Extension of Medavie EMS Services Agreement

The Director of Legal Services presented the report seeking Council's authorization of an extension of the in-force Land Ambulance Services Agreement with Medavie EMS Elgin Ontario Incorporated for a period of up to six (6) months while the parties complete negotiations regarding a new, longer term contract.

• Moved by: Councillor Giguère
  Seconded by: Councillor Hentz

  RESOLVED THAT the report titled “Extension of Medavie EMS Services Agreement” dated December 6, 2023 from the Director of Legal Services be received and filed; and

  THAT Council authorize an extension of the Elgin County / Medavie EMS Elgin Ontario Incorporated agreement for Land Ambulance Services for a period of up to six (6) months, with the parties agreeing that adjustments retroactive to January 1, 2024 may occur subsequent to the completion of negotiations between the parties; and

  THAT Council authorize the CAO/Clerk to execute extension(s) of any ambulance base lease or land ambulance vehicle lease as between Elgin and Medavie EMS Elgin Ontario Inc. that may be required to conform to the extension of land ambulance services.

  Motion Carried.

7.

COUNCIL CORRESPONDENCE

7.1

Items for Consideration

None.

7.2

Items for Information (Consent Agenda)

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

  RESOLVED THAT correspondence items 7.2.1 - 7.2.2 be received and filed; and
  
  THAT the Warden be directed to send a letter to the chair of the Thames Valley District School Board detailing Elgin County Council's concerns regarding the pause of the school resource officer program in schools.

  Motion Carried.

7.2.1

Letter to TVDSB Chair from Dave Jenkins, Elgin Group Police Services Board Chair expressing concerns regarding the pause of School Resource Officer program in schools.

7.2.2

St. Thomas-Elgin Second Stage Housing Newsletter, Fall/Winter 2023

8.

OTHER BUSINESS

8.1

Statements/Inquiries by Members

8.1.1

Councillor Giguere - National Day of Remembrance and Action on Violence Against Women

Councillor Giguère stated that today marks the anniversary of the massacre at École Polytechnique Montréal, encouraged those in the room to reflect on how they will commit to contributing to the solution to violence against women, and stated that all forms of violence against women must end.

8.1.2

Warden Ketchabaw - Committee Appointments

Warden Ketchabaw stated that the Committees of Council are one (1) year appointments, with the exception of the Rural Initiatives and Planning Advisory Committee which is established for a four (4) year term. Warden Ketchabaw asked Council to consider their appointments and to let him know of any desired changes in the next few weeks so adjustments can be made for early January 2024.

8.1.3

Warden Ketchabaw - Holiday Greetings

Warden Ketchabaw wished a happy and safe holiday season to all on behalf of County Council.

8.2

Notice of Motion

None.

8.3

Matters of Urgency

None.

9.

CLOSED MEETING ITEMS

• Moved by: Councillor Widner
  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 - Closed Meeting Minutes - November 28, 2023, Regular Meeting of Council and Special Meeting of Council
  
  Closed Meeting Item #2 -  Advice re Potential Litigation
  
  (b) personal matters about an identifiable individual, including municipal or local board employees; and (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board; and (f) advice that is subject to solicitor-client privilege, including communications necessary for that purpose.

  Motion Carried.

9.1

Closed Meeting Minutes - November 28, 2023, Regular Meeting of Council and Special Meeting of Council

9.2

Director of Legal Services - Advice re Potential Litigation

10.

MOTION TO RISE AND REPORT

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

  RESOLVED THAT we do now rise and report.

  Motion Carried.

• Closed Meeting Item #1 - Closed Meeting Minutes - November 28, 2023, Regular Meeting of Council and Special Meeting of Council

  Moved by: Councillor Giguère
  Seconded by: Councillor Noble

  RESOLVED THAT the closed meeting minutes of the Regular Meeting of Council and the Special Meeting of Council held on November 28, 2023 be adopted.

  Motion Carried.

• Closed Meeting Item #2 - Advice re Potential Litigation

  Moved by: Councillor Sloan
  Seconded by: Councillor Leatham

  RESOLVED THAT the report titled "Advice re Potential Litigation" dated December 6, 2023 from the Director of Legal Services be received for information; and

  THAT the Director of Legal Services proceed as directed.

  Motion Carried.

11.

MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE WHOLE

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

  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. 23-47 Chief Administrative Officer/Clerk Appointment

BEING a By-Law to Appoint Blaine Parkin as Chief Administrative Officer/Clerk and to Repeal By-Law No. 23-25.

• Moved by: Councillor Widner
  Seconded by: Councillor Couckuyt

  RESOLVED THAT By-Law No. 23-47 be now read a first, second, and third time and finally passed.

  Motion Carried.

12.2

By-Law No. 23-48 Confirmation

BEING a By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the December 5 & 6, 2023 Meetings.

• Moved by: Councillor Sloan
  Seconded by: Councillor Leatham

  RESOLVED THAT By-Law No. 23-48 be now read a first, second, and third time and finally passed.

  Motion Carried.

13.

ADJOURNMENT

• Moved by: Councillor Widner
  Seconded by: Councillor Hentz

  RESOLVED THAT we do now adjourn at 11:01 a.m. to meet again on January 9, 2024 at 9:00 a.m.

  Motion Carried.