Essex County Council Regular Meeting Minutes

Wednesday, December 07, 2022

Meeting Time:

Council Chambers, 2nd Floor

360 Fairview Avenue West

Essex, Ontario N8M 1Y6

https://video.isilive.ca/countyofessex/live.html

Council:

• Michael Akpata, Deputy Mayor - Town of LaSalle
• Joe Bachetti, Deputy Warden / Deputy Mayor - Town of Tecumseh
• Tracey Bailey, Mayor - Municipality of Lakeshore
• Sherry Bondy, Mayor - Town of Essex
• Kimberly DeYong, Deputy Mayor - Town of Kingsville
• Chris Gibb, Deputy Mayor - Town of Amherstburg
• Hilda MacDonald, Warden / Mayor - Municipality of Leamington
• Gary McNamara, Mayor - Town of Tecumseh
• Crystal Meloche, Mayor - Town of LaSalle
• Michael Prue, Mayor - Town of Amherstburg
• Dennis Rogers, Mayor - Town of Kingsville
• Rob Shepley, Deputy Mayor - Town of Essex
• Larry Verbeke, Deputy Mayor - Municipality of Leamington
• Kirk Walstedt, Deputy Mayor - Municipality of Lakeshore

Administration:

• Mary Birch, Director, Legislative and Community Services/Clerk
• Allan Botham, Director, Infrastructure & Planning Services
• Jayne Brooks Keller, Administrator - Sun Parlor Home
• Adam Craig, CEO and Chief Librarian - Essex County Library
• Kristie Cronin, Director of Human Resources
• Jeanie Diamond Francis, Manager, Community Services
• Mike Galloway, Chief Administrative Officer
• Katherine Hebert, Deputy Clerk
• Bruce Krauter, Chief, Essex Windsor Emergency Medical Services
• Don McArthur, Manager, Communication and Organizational Development
• David Sundin, County Solicitor
• Crystal Sylvestre, Administrative Assistant, Legislative and Community Services
• Sandra Zwiers, Director, Financial Services/Treasurer
• Heidi McLeod, Manager of Accounting/Deputy Treasurer
• Karyn Templin, Manager, Design & Construction

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1.

Closed Meeting

There was a Closed Meeting held at 3:30 PM on December 7, 2022.

• 242-2022
  Moved By Michael Akpata
  Seconded By Larry Verbeke

  That Council move into a closed meeting pursuant to Section 239 (2) (d) of the Municipal Act, 2001, as amended for the following reason:

  • Labour Relations and Employee Negotiations
  Carried

2.

Moment of Reflection

3.

Singing of ‘O Canada’

4.

Land Acknowledgement Statement

We begin by acknowledging that the land on which we gather is the traditional territory of the Three Fires Confederacy of First Nations, comprised of the Ojibway, Odawa and Potawatomie Peoples.

To recognize the land is an expression of gratitude to those whose territory you reside on, and a way of honouring the Indigenous people who have been living and working on the land from time immemorial.

We value the significant historical and contemporary contributions of local and regional First Nations and all the Original Peoples of Turtle Island.

5.

Recording of Attendance

Warden MacDonald and all members of Council attended the meeting at the Essex County Civic Centre, Council Chambers.

6.

County Warden’s Welcome and Remarks

Warden MacDonald welcomed the members of County Council, Administration and members of the public and delivered the following greeting:

"Welcome, everyone, to the first regular meeting this term of Essex County Council!

We like to hit the ground running here at the County and we are the first area municipality to undertake budget deliberations. We will deliberate tonight and again, if necessary, at our regular meeting on December 21^st.

These are challenging budgetary times in terms of significant inflation and ongoing costs related to the pandemic, but I’m confident this Council will have robust discussions and pass a fiscally responsible budget that improves the quality of life for Essex County residents and lays the foundation for future prosperity and growth.

I would like to thank administration, especially Treasurer Sandra Zwiers and her team, for all the hard work you have done in preparing this Budget and for all the work they have done over the years to safeguard the County’s finances. Earlier this year, those efforts were rewarded when Standard and Poor’s affirmed the County’s credit rating to AAA with a stable outlook.

Preparing a $125-million Budget for a corporation like the County with so many unique departments is a daunting task. But Sandra and her team always deliver a detailed and easy-to-digest document that highlights the County’s financial position along with our successes and potential challenges.

This Budget cycle, those challenges include soaring inflation, ongoing pandemic-related costs, the recruitment and retention of employees, particularly in the health care sector, and the need for accelerated infrastructure improvements to accommodate the new battery plant and regional hospital.

I have no doubt this Council will meet those challenges head on with this Budget while ensuring the continued delivery of quality services to the residents of Essex County."

7.

Disclosure of Pecuniary Interest

Sherry Bondy declared a conflict of interest on item 12.8 due to her former employment with the Essex County Library Board and entitlement to retroactive compensation due to a pay equity settlement.

8.

Adoption of Regular Meeting Minutes

County Council minutes of October 19, 2022 and November 23, 2022

• 246-2022
  Moved By Gary McNamara
  Seconded By Rob Shepley

  That the minutes of the October 19, 2022 Regular Meeting and November 23, 2022 Inaugural Meeting of Essex County Council be adopted as presented.

  Carried

9.

Delegations and Presentations

There were no delegations scheduled for December 7, 2022.

10.

Communications

10.1

Correspondence

There were no items listed under correspondence for the December 7, 2022 meeting.

10.2

Resolutions

There were no resolutions for Council consideration for December 7, 2022.

11.

Consent Agenda

There were no items for the Consent Agenda for December 7, 2022.

12.

Reports and Questions

12.1

2022 County of Essex Credit Rating – Standard and Poor’s

Report number 2022-1207-R16-FIN-SZ, 2022 County of Essex Credit Rating – Standard and Poor’s, dated December 7, 2022, from Sandra Zwiers, Director of Financial Services/Treasurer.

• 247-2022
  Moved By Tracey Bailey
  Seconded By Sherry Bondy

  That Essex County Council receive the 2022 County of Essex Credit Rating – Standard and Poor’s report as information.

  Carried

12.2

Chief Administrative Officer's Summary - 2023 County of Essex Budget

Mike Galloway, Chief Administrative Officer to provide remarks regarding the development and planning of the 2023 County of Essex Budget. 

Mike Galloway opened the budget proceeding, indicating that it was a challenging budget with increasing costs and staff recruitment and retention challenges.

He offered gratitude to staff that participated in the budget process that took months to develop in order to provide the information presented.  He stated it required many months of work to prepare the budget that was being presented, which was fair, equitable and reasonable.

12.3

2023 Budget Overview - Treasurer's Report

Report Number 2022-1207-FIN-R015-SZ, 2023 Budget Overview -Treasurer's Report, dated December 7, 2022, from Sandra Zwiers, Director of Financial Services/Treasurer.

Sandra Zwiers opened the proceedings with the overview of the proposed 2023 budget, explaining a high level list of inherent challenges and risks.

She thanked former manager Paula Beattie who had moved on to a new role after providing two decades of service to the County of Essex.  Her contributions were greatly appreciated.  She further thanked Heidi McLeod, Manager of Accounting and Budgets, along with Financial Analysts Hoa Du and Terry Deehan. She also acknowledged the work of the Department Heads in the budget process.

• 248-2022
  Moved By Crystal Meloche
  Seconded By Dennis Rogers

  That Essex County Council receive the 2023 Budget package as information and for public deliberation.

  Carried

12.4

2023 Budget - Community Services/Housing with Supports

Jeanie Diamond-Francis, Manager, Community Services, to provide a presentation of the Housing with Supports/Community Services 2023 Budget Estimates.

Jeanie Diamond-Francis delivered the report to Council regarding the proposed 2023 budget for the Housing with Supports Program. 

Dennis Rogers questioned whether there was any discussion with the City of Windsor as the Consolidated Regional Service Manager, about increasing the value of the daily per diem, given the increasing cost of food and other living expenses.

Ms. Diamond-Francis indicated that several of the homes which Council contracts with had expressed that they were facing substantial challenges continuing operations, given the inflationary increases.  She advised that the City had been requested to reevaluate the per diem.  She further noted that the City was doing an internal review to determine how they could raise the per diem without it impacting the number of residents that could be served. since reducing the number of people in the program is not the desired outcome.

Dennis Rogers further asked if County Council should be considering contributing more funding, if the City was not going to increase the per diem.

Ms. Zwiers advised that this program was not a core service for the County of Essex, so prior to making a decision to contribute more money, Council should exhaust all advocacy efforts, then escalate the request to the Province. She noted that County Council can approve additional funding if desired but advocating for additional funding before enacting that option to ensure the long-term sustainability of the service was essential.

Tracey Bailey questioned whether it was possible to match the needs of people in the program with contracted homes best suited to them, including the supports they require with daily living.  Ms. Diamond-Francis indicated that did occur currently.

• 249-2022
  Moved By Rob Shepley
  Seconded By Gary McNamara

  That the presentation for the proposed 2023 Community Services/Housing with Supports budget be received and further that the 2023 Budget Estimates for Community Services/Housing with Supports be approved.

  Carried

12.5

2023 Budget - Sun Parlor Home (SPH)

Jayne Brooks-Keller, Administrator, to provide a presentation of the Sun Parlor Home 2023 Budget Estimates.

Jayne Brooks-Keller provided Council with the report outlining challenges in preparing the 2023 Sun Parlor Home Budget, particularly due to legislation increasing the in per person, per day rate of care.

Questions were raised regarding whether there was enough money proposed in the 2023 SPH budget, given inflationary costs, staffing challenges and the possibility of no further COVID resiliency funding.  In response, Ms. Zwiers indicated that the County was in receipt of Safe Restart funding which the SPH has been a benefactor of.  She felt there would still be funds available in 2023 that would assist with inflationary costs at SPH.

• 250-2022
  Moved By Larry Verbeke
  Seconded By Crystal Meloche

  That the presentation for the 2023 proposed Sun Parlor Home budget be received and further that the 2023 Departmental Budget Estimates for Sun Parlor Home be approved.

  Carried

12.6

2023 Budget - Emergency Services

Bruce Krauter, Chief Essex-Windsor Emergency Medical Services, to provide a presentation of the Emergency Services 2023 Budget.

Chief Krauter provided the 2023 EMS budget for consideration. He explained the increase included increases due to asset management, high call volumes COVID expenses, overtime and inflationary cost of supplies including fuel fleet vehicle repairs and maintenance.

Chief Krauter reviewed the service demands organized by call type and showed the impacts to the system when projections fluctuate.  He advised that innovative pre-hospital solutions have done well to mitigate strains to the system but some challenges persist with off-load delays.  Call volumes were reviewed by municipality and by City/ County and CTAS response time targets were also reviewed.  Chief Krauter explained the targets were not being met and there were efforts being undertaken to improve dispatch prioritization.

He also reviewed the Emergency Management proposed 2023 budget.

The funding model for the split in EMS costs between the City/County and Province were questioned.  It was explained that the funding model was established in Provincial legislation when Land Ambulance service delivery was downloaded by the Province to municipalities, and could only be changed by the Province.  Chief Krauter indicated he would bring a report back to Council in the future providing statistics on the division of services versus the division of costs.

Following some discussion on the status of the emergency declaration in effect due to the lack of ambulance services available at some times because of off-load delays, Chief Krauter indicated that he would provide a further report in January regarding the declaration.

Questions were raised regarding EMS staff retention and well -being.  Chief Krauter advised he would bring forward a report in the new year with information on staff recruitment, retention and mental health and peer support programs in place.

• 251-2022
  Moved By Tracey Bailey
  Seconded By Chris Gibb

  That the presentation for the 2023 proposed Essex-Windsor Emergency Medical Services and Emergency Management Coordination budgets be received and further that the 2023 Departmental Budget Estimates for Essex-Windsor Emergency Medical Services and Emergency Management Coordination be approved.

  Carried

12.7

2023 Budget - Infrastructure and Planning Services

12.7.1

2023 State of Good Repair Program Report

Report number 2022-1207-IPS-R22-KT, 2023 State of Good Repair Program Report, dated December 7, 2022, from Karyn Templin, Manager, Design and Construction.

Karyn Templin provided Council with the presentation regarding the State of Good Repair program, focusing on preservation of County Road infrastructure throughout the County.

Discussions took place regarding rising costs of labour, fuel and construction materials contributing to substantial increases.  Further, it was noted that new legislation regarding practices for handling excess soils would increase construction costs for testing, trucking and disposal costs.

It was explained that the early release of construction tenders secures contractors work early in the season which attracts off season prices.

Discussion took place regarding whether the number of kilometres in the proposed rehabilitation program should be reduced to lower the proposed increase in that budget for 2023.  It was explained that delaying rehabilitation of roads identified for 2023 would make it difficult to catch up in future years and there was no guarantee that the prices would not continue to increase in future years.  Further, it was noted that municipal road authorities were required to meet minimum standards for road maintenance and not doing that poses risks to insurance and causes increased premiums.

• 252-2022
  Moved By Dennis Rogers
  Seconded By Michael Prue

  That Essex County Council receive Report Number 2022-1207-IPS-R22-KT, being the State of Good Repair Program Report, and refer it to the December 21, 2022 meeting.

  Lost
• 253-2022
  Moved By Joe Bachetti
  Seconded By Rob Shepley

  That Essex County Council receive Report Number 2022-1207-IPS-R22-KT, being the State of Good Repair Program Report, and approve the proposed 2023 Rehabilitation Program, having an estimated value of $18,630,300, with pre -budget approval authorization to release tenders prior to final budget approval; and further that the Paved Shoulder Program as presented herein, having an estimated value of $2,800,000, be approved to coincide with the 2023 Rehabilitation Program.

  Carried

12.7.2

2023 Budget - Infrastructure and Planning Services

Allan Botham, Director, Infrastructure and Planning Services, to provide a presentation of the 2023 Budget Estimates.

Allan Botham provided the budget report to Council highlighting challenges for 2023 including labour shortages, population growth expansion of roadwork including CR 43 and 42 and inflationary increases to the industry.

In response to questions regarding road assets, Ms. Zwiers advised that the Asset Management Plan would be presented to Council in February 2023 which would indicate the future replacement costs for those assets.

• 254-2022
  Moved By Larry Verbeke
  Seconded By Gary McNamara

  That the presentation for the 2023 proposed Infrastructure and Planning Services budget be received and further that the 2023 Departmental Budget Estimates for Infrastructure and Planning Services be approved.

  Carried

12.8

2023 Budget - Essex County Library Board

Adam Craig, Chief Librarian/Chief Executive Officer, to provide a presentation of the Essex County Library 2023 Budget Estimates.

Adam Craig indicated the Library proposed a budget with less than a 1 % increase for 2023 and provided a summary of the achievements and challenges in 2022.

It was noted that an outstanding item not included in the proposed budget related to a recent Pay Equity settlement and the cost associated with retro payments and future costs were being calculated.  He advised that the proposed budget and further information on the Pay Equity costs would be presented to the Library Board in January, along with a plan to fund the additional pay equity associated costs.

Sherry Bondy declared a conflict of interest, as she was a former employee of the Essex County Library Board and impacted by the Pay Equity retro payment.

• 255-2022
  Moved By Michael Prue
  Seconded By Dennis Rogers

  That the presentation for the 2023 proposed Essex County Library Board be received, pending Essex County Library Board approval.

  Carried
• 256-2022
  Moved By Michael Prue
  Seconded By Kimberly DeYong

  That Essex County Council backstop the Pay Equity retro pay for the Essex County Library from the County Pay Equity Reserve.

  Carried

12.9

2023 Budget - General Government Services

Sandra Zwiers, Director, Financial Services/Treasurer, to provide a presentation of General Government Services 2023 Budget Estimates.

Sandra Zwiers provided the report for General Government services that included CAO's office, Council Services, Financial Services, IT and Human Resources.

Questions were raised regarding the need for new positions in Human Resources and Records Management to be in place for the full year.  Council was advised that the intent was to have those positions for the entire year.

• 257-2022
  Moved By Crystal Meloche
  Seconded By Larry Verbeke

  That the presentation for the 2023 proposed General Government budget be received and further that the 2023 Departmental Budget Estimates for General Government including Council Services, Corporate Management, Financial and Information Technology Services and Human Resources be approved.

   

  Carried

12.10

2023 Budget - External Commitments

Sandra Zwiers, Director, Financial Services/Treasurer, to provide a presentation of the 2023 External Commitments Budget Estimates.

Sandra Zwiers provided the report regarding the County's external financial obligation both those that are legislated and discretionary requirements.

A discussion ensued regarding the proposed increase in the contribution to the reserve established to fund the new acute care hospital.  Ms. Zwiers advised that currently, the amount contributed to the reserve was greater than what had been anticipated originally and by the end of 2026 $68 million would have been contributed, rather and the originally anticipated amount of $50 million.  Gary McNamara suggested continuing with the 2022 contribution to that reserve, rather than increasing it in 2023.  He further indicated that $100,000 could be removed from the allocation to SWIFT.  He also questioned the amount of investment income anticipated in the 2023 budget and Ms. Zwiers confirmed that very recent information indicated that investment income could be increased in the 2023 budget by $400,000.

Questions were raised regarding the need for the physician recruiter position and the possibility of discontinuing funding for that position. 

• 258-2022
  Moved By Gary McNamara
  Seconded By Kirk Walstedt

  That Essex County Council reduce the contribution to the acute care hospital reserve to the 2022 level, reducing the proposed budget by $580,000;

  And further that the proposed 2023 investment income be adjusted to reflect an additional $400,000;

  And further that the contribution to SWIFT be reduced by $100,000, resulting in reductions in the proposed 2023 budget by $1,080,000.

  Carried
• 259-2022
  Moved By Tracey Bailey
  Seconded By Rob Shepley

  That Essex County Council discontinue funding for the physician recruitment position and remove that contribution from the External Commitments.

  Carried
• 260-2022
  Moved By Joe Bachetti
  Seconded By Rob Shepley

  That the presentation for the 2023 proposed External Commitments budget be received and further that the 2023 Budget Estimates for External Commitments be approved, as amended.

  Carried

12.11

2023 Budget - Net Operating Requirements

Sandra Zwiers, Director, Financial Services/Treasurer, Reporting of the 2023 Net Operating Requirement for the County of Essex

Ms. Zwiers calculated the revised Net Operating requirement, taking into consideration the amendments made to External Commitments, investment income and excluding the Library Board estimates.

• 261-2022
  Moved By Rob Shepley
  Seconded By Tracey Bailey

  That the 2023 Net Operating requirement for the County of Essex in the amount of $117,569,630 (excluding the Proposed Essex County Library Budget) be referred to the January 18^th, 2023 meeting of Essex County Council for further deliberation.

  Carried

13.

Unfinished Business

There was no unfinished business for December 7, 2022.

14.

New Business

14.1

Staff Masking Requirement in Essex County Owned Facilities

Council discussed the administrative policy for face masks to be worn by County of Essex staff in County owned facilities

• 262-2022
  Moved By Sherry Bondy
  Seconded By Crystal Meloche

  That Essex County Council direct the County CAO to rescind the policy requiring County staff to wear masks in County owned facilities immediately as this is not currently mandated by the Provincial government.

  Carried

14.2

Public Reporting of Closed Meeting

A Closed Meeting was held prior to the regular meeting of Council pursuant to Sections 239 (2) (d) of the Municipal Act, 2001 as amended. 

Council discussed a matter related to labour relations and provided Administration with direction on how they wished to proceed.

15.

Adoption of By-Laws

• 263-2022
  Moved By Joe Bachetti
  Seconded By Sherry Bondy

  That By-law 2022-34, having been read a first, second and third time, be finally passed and enacted. 

  Carried

15.1

By-law Number 2022-34

Being a By-law to confirm the proceedings of the Council of the Corporation of the County of Essex, for December 7, 2022.

16.

Notice of Motion

There were no Notices of Motion for December 7, 2022.

17.

Adjournment

• 264-2022
  Moved By Gary McNamara
  Seconded By Rob Shepley

  That the Essex County Council meeting for December 7, 2022 be adjourned at 10:45 PM.

  Carried