Regular Council Meeting

RESOLVED THAT the minutes of the meeting held on February 25, 2025 be adopted.

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

RESOLVED THAT the report titled “Warden’s Activity Report (February 2025) dated March 11, 2025, from Warden Jones be received and filed.

RESOLVED THAT the report titled “Terrace Lodge Redevelopment Fundraising Committee Final Report and Change to Terms of Reference” from the Chair of the Terrace Lodge Redevelopment Fundraising Committee dated March 11, 2025 be received and filed; and THAT Elgin County Council approve the recommended changes to the Terrace Lodge Redevelopment Fundraising Committee Terms of Reference as contained in Appendix ‘A’; and THAT updated Terms of Reference be included in the Committee By-Law.

RESOLVED THAT the motion be amended to include an additional public consultation at a different time than the East Elgin Community Complex consultation with regard to the future accommodation of the Aylmer library branch in a downtown location.

RESOLVED THAT the report titled “Update on County Planning Service” from the Director of Planning and Development, dated March 11, 2025 be received and filed; and THAT County Council direct planning staff to continue working with the County’s Local Municipal Partners through a by-the-hour fee structure to help implement the County’s planning service.

RESOLVED THAT Elgin County Council appoint Jack Vanderkooy to the Green Lane Landfill Public Liaison Committee as the County representative.

RESOLVED THAT Correspondence Items #7.2.1, 7.2.3 - 7.2.5 be received and filed.

Giguère RESOLVED THAT Council support the resolution from the City of Woodstock requesting that the Government of Ontario take action to implement the rural road safety program that Good Roads has committed to lead.

Giguère RESOLVED THAT an additional item regarding a construction contract be considered in closed session under Municipal Act Section 239 (2) (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 negotiation

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 - Construction Contract (walk-on) (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

RESOLVED THAT we do now rise and report.

Ketchabaw RESOLVED THAT the King Bridge Project project must commence imminently in order for the project to be completed in 2025 as intended by Council; and THAT Council declares the contract awarded to Gary D. Robinson Contracting Ltd. for RFT No. 2024-T29 in breach if the outstanding conditions of the contract are not met by a deadline set by the Director of Engineering Services; and THAT Council directs the Director of Engineering Services, in the event of such a breach, to negotiate directly with other compliant respondents to RFT 2024-T29, beginning with the respondent that submitted the next to lowest bid, on the terms and conditions directed by Council; and THAT the Director of Engineering Services, notwithstanding anything to the contrary in By-Law No. 20-07, be authorized to award the King Bridge project and execute an agreement with the respondent if negotiations between the Director of Engineering Services and respondent to RFT No. 2024-T29 are successfully concluded; and THAT staff are directed to re-tender the project for 2026 if negotiations are unsuccessful.

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

Giguère RESOLVED THAT By-Law No. 25-11 be now read a first, second and third time and finally passed.

Ketchabaw RESOLVED THAT By-Law No. 25-12 be now read a first, second and third time and finally passed.

RESOLVED THAT we do now adjourn at 11:26 a.m. to meet again on March 25, 2025 at 9:00 a.m.