ELGIN COUNTY COUNCIL

MINUTES

Tuesday, August 08, 2023 at 9:00 A.m. - 1:00 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 Todd Noble
• Councillor Mike Hentz
• Councillor Richard Leatham

Members Absent:

• Councillor Andrew Sloan

Staff Present:

• Don Shropshire, Chief Administrative Officer/Clerk
• Brian Masschaele, Director of Community & Cultural Services
• Jennifer Ford, Director of Financial Services/Treasurer
• Nicholas Loeb, Director of Legal Services
• Stephen Gibson, General Counsel
• Peter Dutchak, Acting Director of Engineering Services
• Jenna Fentie, Manager of Administrative Services/Deputy Clerk
• Paul Hicks, Acting Manager of Planning (virtual)
• Ryan Terpstra, Manager of Corporate Facilities
• 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.

2.

ADOPTION OF MINUTES

• Moved by: Councillor Leatham
  Seconded by: Councillor Noble

  RESOLVED THAT the minutes of the meeting held on July 25, 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: Deputy Warden Jones
  Seconded by: Councillor Hentz

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

  Motion Carried.

6.

REPORTS OF COUNCIL, OUTSIDE BOARDS AND STAFF

6.1

Warden Ketchabaw - Warden's Activity Report July 2023

Warden Ketchabaw presented the report detailing his activities for the month of July 2023. Warden Ketchabaw noted that he also attended the Rodney Canada Day celebrations.

• Moved by: Councillor Noble
  Seconded by: Councillor Widner

  RESOLVED THAT the report titled "Warden's Activity Report July 2023" dated July 31, 2023 from Warden Ketchabaw be received and filed.

  Motion Carried.

6.2

Acting Manager of Planning - Township of Malahide Official Plan Amendment No. 22, Part of Lot 21, Concession 3 South, Part 1 of Registered Plan 11R-10194, Geographic Township of Malahide, 50896 Vienna Line

The Acting Manager of Planning presented the report that provides County Council with the required information in order to consider approving Official Plan Amendment No. 22 to the Official Plan of the Township of Malahide. 

• Moved by: Councillor Giguère
  Seconded by: Councillor Noble

  RESOLVED THAT the Council of the Corporation of the County of Elgin approves Official Plan Amendment No. 22 to the Official Plan of the Township of Malahide, File No. MA OPA 2-23; and
  
  THAT staff be directed to provide notice of this decision in accordance with the requirements of the Planning Act.

  Motion Carried.

6.3

Acting Manager of Planning - Municipality of Bayham Official Plan Amendment No. 33, Part of Lots 10 and 11, Concession 2 Municipality of Bayham, 55106 Vienna Line

The Acting Manager of Planning presented the report that provides County Council with the required information in order to consider approving Official Plan Amendment No. 33 to the Official Plan of the Municipality of Bayham. 

• Moved by: Councillor Noble
  Seconded by: Councillor Hentz

  RESOLVED THAT the Council of the Corporation of the County of Elgin approves Official Plan Amendment No. 33 to the Official Plan of the Municipality of Bayham; and
  
  THAT staff be directed to provide notice of this decision in accordance with the requirements of the Planning Act.

  Motion Carried.

6.4

Director of Legal Services - Addendum to Population, Housing and Employment Forecasts and Associated Land Need Analysis

The Director of Legal Services presented the report seeking authorization to expend approximately $18,000.00 plus disbursements and applicable taxes to single source an addendum to the Hemson Consulting Ltd. report titled "Population, Housing and Employment Forecasts and Associated Land Needs Analysis" for the purposes of updating the report to include projections associated with the proposed industrial development recently announced by the Federal and Provincial governments. 

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

  RESOLVED THAT the report titled "Addendum to Population, Housing and Employment Forecasts and Associated Land Needs Analysis" dated August 1, 2023 from the Director of Legal Services be received and filed; and

  THAT the Council of the Corporation of the County of Elgin approve an expenditure of $18,000.00 plus taxes and disbursements for Hemson Consulting Ltd. to provide an addendum to its final report dated November 23, 2022 titled "Population, Housing and Employment Forecasts and Associated Land Needs Analysis" as a single sourced proposal (the "Addendum"); and

  THAT the Council of the Corporation of the County of Elgin authorize the Warden and Chief Administrative Officer to execute any agreement or amending agreement necessary to give effect to the Addendum.

  Motion Carried.

6.5

Manager of Corporate Facilities - Progress Update - Administration Building - Accessibility Elevator Addition

The Manager of Corporate Facilities presented the report that provides County Council with an update on the status of the Administration Building Elevator Addition Project. 

• Moved by: Councillor Hentz
  Seconded by: Councillor Leatham

  RESOLVED THAT the report titled "Progress Update - Administration Building Accessibility Elevator Addition" dated July 24, 2023 from the Manager of Corporate Facilities be received and filed.

  Motion Carried.

6.6

General Counsel - County Roads Maintenance Agreement (2023)

The General Counsel presented the report that informs Council that consensus was reached with Elgin's Local Municipal Partners as to the form and content of a new County Roads Maintenance Agreement, that seeks Council's direction to prepare and present Agreements of such form and content to each Local Municipal Partner, and that Council authorize the execution of the Agreements by the Warden and Chief Administrative Officer. 

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

  RESOLVED THAT the report titled "County Roads Maintenance Agreement (2023)" dated July 27, 2023 from the General Counsel be received and filed; and
  
  THAT County Council approve the County Roads Maintenance Agreement attached as Schedule "A" to the report titled "County Roads Maintenance Agreement (2023)" as the format for a new County Roads Maintenance Agreements with Elgin's Local Municipal Partners; and

  THAT County Council direct staff to prepare and present draft County Roads Maintenance Agreements based upon the said approved format to each of Elgin's Local Municipal Partners; and
  
  THAT County Council authorize the Warden and Chief Administrative Officer to execute all County Road Maintenance Agreements prepared and presented in accordance with Recommendation 3 above on behalf of the Corporation of the County of Elgin.

6.7

Acting Director of Engineering Services - Road Maintenance Allocations

The Acting Director of Engineering Services presented the report seeking Council's approval for new road maintenance allocations. 

• Moved by: Councillor Leatham
  Seconded by: Councillor Hentz

  RESOLVED THAT the report titled "Road Maintenance Allocations" dated July 25, 2023 from the Acting Director of Engineering Services be received and filed; and

  THAT new road maintenance allocation rates and resulting annual allocation funding as recommended in the report be utilized for the Road Maintenance Agreement effective January 1, 2023.

  Motion Carried.

6.8

Director of Community and Cultural Services - Installation of Photographs and Plaques in County Council Chambers and Entrance to Elgin County Administration Building

The Director of Community and Cultural Services presented the report seeking Council's approval for the reinstallation of photographs and plaques in the Council Chambers and in the Administration Building entrance. 

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

  RESOLVED THAT County Council approve of the installation of photographs and plaques in Elgin County Council Chambers and in the entrance to the Elgin County Administration Building subject to the plan laid out in the report titled "Installation of Photographs and Plaques in County Council Chambers and Entrance to the Elgin County Administration Building" dated July 28, 2023 from the Director of Community and Cultural Services; and
  
  THAT staff be directed to hang the portrait of Queen Elizabeth II until the portrait of King Charles III is received. 

  Motion Carried.

6.9

Director of Financial Services/Treasurer - 1st Quarter Operating Financial Report

The Director of Financial Services presented the report that provides a summary of departmental performance for the months of January through March of 2023. 

• Moved by: Councillor Noble
  Seconded by: Councillor Hentz

  RESOLVED THAT the report titled "1st Quarter Operating Financial Report" dated August 1, 2023 from the Director of Financial Services/Treasurer be received and filed for Council information.

  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 Widner

  RESOLVED THAT Correspondence Item 7.2.1 be received and filed for information.

  Motion Carried.

7.2.1

Letter and 2023 Annual Report from Victorian Order of Nurses for Canada (VON) Middlesex-Elgin

8.

OTHER BUSINESS

8.1

Statements/Inquiries by Members

None.

8.2

Notice of Motion

None.

8.3

Matters of Urgency

None.

9.

CLOSED MEETING ITEMS

• Moved by: Councillor Giguère
  Seconded by: Councillor Leatham

  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 25, 2023

  Closed Meeting Item #2 -  Road User Agreement Negotiations (verbal)
  
  (f) advice that is subject to solicitor-client privilege, including communications necessary for that purpose; and (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

Closed Meeting Minutes - July 25, 2023

9.2

Director of Legal Services - Road User Agreement Negotiations (verbal)

10.

MOTION TO RISE AND REPORT

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

  RESOLVED THAT we do now rise and report.

  Motion Carried.

• Closed Meeting Item #1 - Closed Meeting Minutes - July 25, 2023

  Moved by: Councillor Hentz
  Seconded by: Councillor Giguère

  RESOLVED THAT the Closed Meeting Minutes from the July 25, 2023 meeting be adopted as amended.

  Motion Carried.

• Closed Meeting Item #2 - Road User Agreement Negotiations (verbal)

  Moved by: Councillor Noble
  Seconded by: Deputy Warden Jones

  RESOLVED THAT the confidential verbal report from the Director of Legal Services be received for information; and
  
  THAT staff proceed as directed.

  Motion Carried.

11.

MOTION TO ADOPT RECOMMENDATIONS FROM THE COMMITTEE OF THE WHOLE

• Moved by: Councillor Noble
  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. 23-35

BEING a By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the August 8, 2023 Meeting.

• Moved by: Councillor Noble
  Seconded by: Councillor Hentz

  RESOLVED THAT By-Law No. 23-35 be now read a first, second, and third time and finally passed.

  Motion Carried.

13.

ADJOURNMENT

• Moved by: Councillor Widner
  Seconded by: Councillor Leatham

  RESOLVED THAT we do now adjourn at 9:54 a.m. to meet again on September 12, 2023 at 9:00 a.m.

  Motion Carried.