Elgin County Council

Minutes

Tuesday, August 13, 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 (virtual)
• Amy Thomson, Director of Human Resources
• Michele Harris, Director of Homes and Seniors Services
• Peter Dutchak, Director of Engineering Services
• Katherine Thompson, Manager of Administrative Services/Deputy Clerk
• Mike Hoogstra, Manager of Purchasing and Risk
• Carolyn Krahn, Manager of Economic Development, Tourism & Strategic Initiatives
• Andrew Case, Solicitor
• Jenna Fentie, Legislative Services Coordinator
• Stefanie Heide, Legislative Services Coordinator (virtual)

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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.

2.

Adoption of Minutes

• Moved by: Councillor Leatham
  Seconded by: Councillor Noble

  RESOLVED THAT the minutes of the meeting held on July 23, 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 Hentz
  Seconded by: Deputy Warden Jones

  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 July 2024

Warden Ketchabaw presented the report detailing his activities as Elgin County Warden for July 2024.

• Moved by: Councillor Widner
  Seconded by: Councillor Couckuyt

  RESOLVED THAT the report titled “Warden’s Activity Report July 2024” from Warden Ketchabaw dated August 13, 2024 be received and filed.

  Motion Carried.

6.2

Manager of Procurement & Risk - Procurement Activity Report Q2 (April 1, 2024 to June 30, 2024)

The Manager of Procurement & Risk presented the report that contains details relevant to the exercise of delegated authority for all contracts awarded that exceed $15,000 for the period of April 1, 2024 to June 30, 2024.

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

  RESOLVED THAT the report titled “Procurement Activity Report Q2 (April 1, 2024 to June 30, 2024)” from the Manager of Procurement & Risk dated July 30, 2024 be received and filed.

  Motion Carried.

6.3

Manager of Emergency Management & Elgin-Middlesex Regional Fire School - Modernization of Emergency Management & Civil Protection Act Feedback

The Chief Administrative Officer on behalf of the Manager of Emergency Management & Elgin-Middlesex Regional Fire School presented the report detailing the feedback on the proposed modernization of the Emergency Management and Civil Protection Act (EMCPA) as prepared by the County's Emergency Management Department.

• Moved by: Councillor Hentz
  Seconded by: Councillor Noble

  RESOLVED THAT the report titled "Modernization of Emergency Management & Civil Protection Act Feedback" from the Manager of Emergency Management & Elgin-Middlesex Regional Fire School dated August 13, 2024 be received and filed.

  Motion Carried.

6.4

Manager of Economic Development, Tourism & Strategic Initiatives - 2024 Business Retention and Expansion Program – Final Report and Action Plan

The Manager of Economic Development, Tourism & Strategic Initiatives and the Business Enterprise Facilitator presented the report seeking Council's endorsement of the 2024 Business Retention and Expansion Program Report and Action Plan.

• Moved by: Councillor Leatham
  Seconded by: Councillor Couckuyt

  RESOLVED THAT the report titled “2024 Business Retention and Expansion Program - Final Report and Action Plan” from the Manager of Economic Development, Tourism & Strategic Initiatives dated August 13, 2024 be received and filed; and
  
  THAT Council endorse the "2024 Business Retention and Expansion Program Report and Action Plan."

  Motion Carried.

6.5

Director of Homes and Seniors Services - Homes – Terrace Lodge Pool

The Director of Homes and Seniors Services presented the report seeking Council's authorization to sign a one (1) year agreement with the YWCA St. Thomas-Elgin for the use of the Terrace Lodge pool for aquatic programming.

• Moved by: Councillor Giguère
  Seconded by: Councillor Couckuyt

  RESOLVED THAT the report titled “Homes – Terrace Lodge Pool” from the Director of Homes and Seniors Services dated August 13, 2024, be received and filed; and
  
  THAT Council authorize staff to sign the one (1) year agreement with the YWCA St. Thomas-Elgin for the use of the Terrace Lodge pool.

  Motion Carried.

6.6

Director of Engineering Services - Transportation Master Plan – Project Resumption

The Director of Engineering Services presented the report seeking Council's approval to reengage Arcadis Professional Services (Canada) Inc. to complete the County's Transportation Master Plan. 

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

  RESOLVED THAT the report titled “Transportation Master Plan – Project Resumption” from the Director of Engineering Services, dated August 13, 2024 be received and filed; and
  
  THAT the Scope Change Order proposal from Arcadis Professional Services (Canada) Inc., in the additional amount of $109,641 (plus HST) to the original contract be approved; and
  
  THAT a project budget shortfall of $75,000 be approved to be included within the 2025 Capital Budget.

  Motion Carried.

7.

Council Correspondence

7.1

Items for Consideration

None.

7.2

Items for Information (Consent Agenda)

• Moved by: Councillor Noble
  Seconded by: Councillor Sloan

  RESOLVED THAT Correspondence Item #7.2.1 be received and filed.

  Motion Carried.

7.2.1

Letter from the Rodney Aldborough Agricultural Society President expressing appreciation to County Council for the 2024 Community Grant allocation and inviting Council to attend the opening of the Rodney Fair.

8.

Other Business

8.1

Statements/Inquiries by Members

8.1.1

Councillor Sloan - Budget Inquiry

Councillor Sloan inquired what the surplus was for the 2023 budget and asked when Council would be provided information on current cost versus budget.

The Chief Administrative Officer/Clerk stated that the Director of Financial Services/Treasurer and the finance team are still working through the 2023 audit. The Chief Administrative Officer/Clerk stated that the future goal is to have the year-end audit completed and presented to Council by May-June by making some changes to the budget cycle which will allow the finance team to work on year-end earlier in the calendar year. The Chief Administrative Officer/Clerk stated that the surplus details for the 2023 Budget should be available within the next month and that he will keep Council updated.

8.1.2

Councillor Couckuyt - Aylmer Industrial Manufacturing (AIM) Park Ceremonial Groundbreaking in Aylmer

Councillor Couckuyt welcomed all to attend a groundbreaking ceremony in Aylmer on August 13, 2024, at 4:00 p.m. for the Aylmer Industrial Manufacturing (AIM) Park, a new business development and industrial park.

8.1.3

Warden Ketchabaw - Association of Municipalities of Ontario (AMO) Conference Delegations

Warden Ketchabaw stated that the County will be participating in three (3) delegations at the upcoming Association of Municipalities of Ontario (AMO) conference. Warden Ketchabaw stated that the delegations will be with the Minister of Infrastructure, the Ministry of Transportation and the Minister of Health, and that the County will also be involved indirectly with supporting the Planet Youth initiative that St. Thomas Mayor Joe Preston will be taking the lead on. Warden Ketchabaw stated that Councillors are welcome to join these delegations and the delegation schedule will be out to Council shortly.

8.1.4

Warden Ketchabaw - Straffordville Watermelon Fest 2024

Warden Ketchabaw invited all to attend the 2024 Straffordville Watermelon Fest on Saturday, August 24, including a parade beginning at 10:00 a.m.

8.2

Notice of Motion

None.

8.3

Matters of Urgency

None.

9.

Closed Meeting Items

Council took at 5 minute break at 10:06 a.m.

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

  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 - July 23, 2024
  
  Closed Meeting Item #2 - Chief Administrative Officer/Clerk Performance Appraisal
  
  (b) personal matters about an identifiable individual, including municipal or local board employees; and
  
  THAT the Director of Human Resources be appointed as Deputy Clerk for the purposes of Closed Meeting Item #2 - Chief Administrative Officer/Clerk Performance Appraisal.

  Motion Carried.

9.1

Closed Meeting Minutes - July 23, 2024

9.2

Chief Administrative Officer/Clerk Performance Appraisal

10.

Motion to Rise and Report

• Moved by: Councillor Sloan
  Seconded by: Councillor Giguère

  RESOLVED THAT we do now rise and report.

  Motion Carried.

• Closed Meeting Item #1 - Closed Meeting Minutes - July 23, 2024

  Moved by: Councillor Sloan
  Seconded by: Councillor Couckuyt

  RESOLVED THAT the July 23, 2024 Closed Meeting Minutes be adopted.

  Motion Carried.

• Closed Meeting Item #2 - Chief Administrative Officer/Clerk Performance Appraisal

  Moved by: Councillor Sloan
  Seconded by: Councillor Widner

  RESOLVED THAT the Director of Human Resources proceed as directed.

  Motion Carried.

11.

Motion to Adopt Recommendations from the Committee of the Whole

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

  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. 24-31 Confirmation

BEING a By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the August 13, 2024 Meeting.

• Moved by: Councillor Sloan
  Seconded by: Councillor Leatham

  RESOLVED THAT By-Law No. 24-31 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 11:18 a.m. to meet again on September 10, 2024 at 9:00 a.m.

  Motion Carried.