Council-in-Committee

THAT the agenda be approved with the following amendments:  The recommendation and attachment A was amended on Consent item 4.4 Summary of Bid Awards for the Period Ending November 22nd 2022, CS-22-182  Item 8.6.1 New Procedure By-law – Attachment 6 was replaced due to clerical errors  The following Deputations were added: o 5.4 Murray Porteous, Norfolk Family Health Team Re: Port Rowan Medical Centre o 5.5 Jordan Gawley, Project Microphone Task Force  The following presentation was added: o 6.2 Dallas Waldie Re: Project Microphone

THAT Committee enter into closed session at 1:04 p.m. pursuant to Section 239 (2) of the Municipal Act, 2001 as amended as the subject matter pertains to: (f) advice that is subject to solicitor-client privilege, including communications necessary for that purpose to discuss: 3.1 Litigation Update

THAT Council reconvene in open session at 2:30 p.m.

THAT the Litigation Update as provided in closed session be received as information.

THAT the following motions be approved on consent: 4.1 Information Memo - Integrity Commissioner Appointment THAT the Information Memo regarding the Integrity Commissioner Appointment be received as information; AND THAT ADR Chambers be appointed as Norfolk County’s Integrity Commissioner; AND THAT a by-law be passed to appoint ADR Chambers as the Integrity Commissioner for County Council, in accordance with the Municipal Act, 2001. 4.2 Information Memo - Rescheduling of January 14, 2023 Council Meeting THAT the Information Memo regarding the Rescheduling of the January 24, 2023 Council Meeting be received as information; AND THAT Council approve rescheduling the January 24, 2023 Council meeting to Thursday, January 26, 2023 commencing at 1:00 p.m. 4.3 Simcoe Parking Pilot Project Update, CAO-22-162 THAT Staff Report CAO 22-162 Re: Simcoe Parking Pilot Project Update be received for information. 4.6 Information Memo - Investment Strategy Plan Update THAT the Information Memo regarding the investment strategy update be received as information. 4.7 Information Memo - 2022 Grant Funding Update THAT the Information Memo regarding the 2022 Grant Funding Update be received as information. 4.8 Information Memo - Emergency Response Plan THAT the Information Memo regarding the Emergency Response Plan be received as information; AND THAT the proposed By-Law to replace By-Law 2021-159 be approved.

THAT Staff Report CS 22-182, Summary of Bid Awards for the period ending November 22, 2022, be received as information; AND THAT the Chief Executive Officer be authorized to execute a contract with Adias Impex Ltd. for Request for Tender OPS-FAC-22-14 Palmieri Library Shelving at Simcoe Branch in the amount of $286,871.00 (excluding HST); AND FURTHER THAT the Approved Capital Budget associated with Request for Tender OPS-FAC-22-14 Palmieri Library Shelving at Simcoe Branch be amended from $189,000 to $292,000 (rounded, incl. net HST) to accommodate the required increase of $103,000 to be funded from the Library Reserve; AND THAT the General Manager, Operations be authorized to execute a contract with Carrier Centers for Request for Tender OPS-FLT-22-06 The Supply and Delivery of Three (3) New Tandem Axle Trucks Generation III Complete with Plow Appurtenances in the amount of $1,214,397.00 (excluding HST); AND FURTHER THAT the Approved 2022 Capital Budget associated with Request for Tender OPS-FLT-22-06 The Supply and Delivery of Three (3) New Tandem Axle Trucks Generation III Complete with Plow Appurtenances be amended from $1,095,000 to $1,236,000 (rounded, incl. net HST) to accommodate the required increase of $141,000 to be funded from the Capital Equipment Pool Reserve; AND THAT the General Manager, Operations be authorized to execute a contract with Doughty & Williamson for The Supply and Delivery of One (1) New or Demonstrator Loader Backhoe via a Co-Operative with LAS/

THAT the Director, Engineering be authorized to execute a contract with Morley ContrInterim (Brantford) Ltd. for Request for Tender EIS-ENG-22- 60 Norfolk Avenue and Eagle Street Reconstruction in the amount of $1,128,496.59 (excluding HST);

THAT Staff report CS-22-191 Drain Construction Billing – December 2022 be received as information; AND THAT the levying By-Law, as provided in Attachment A, be brought forward at the next Council meeting to levy and collect drainage assessments to all properties affected; AND FURTHER THAT the County’s portion of the assessment be funded by the Drainage Construction Reserve.

THAT the deputation provided by Jean Montgomery regarding Community Policing be received as information

THAT staff be directed to bring back a report in Q1 related to community safety within Norfolk County including options related to public engagement and volunteer committees in 2023.

THAT the deputation provided by Murray Porteous be received as information.

THAT the presentation from the Haldimand-Norfolk Housing Corporation be received as information.

WHEREAS, the Corporation of Norfolk County is a shareholder of the Haldimand-Norfolk Housing Corporation by way of Share Certificate Number 3 dated July 12, 2001, for a total of 60 shares, and; WHEREAS the Haldimand-Norfolk Housing Corporation has presented the audited financial statements for the fiscal year ended December 31, 2021, to the Shareholders, and; WHEREAS the auditors, Millard, Rouse & Rosebrugh LLP has provided an unqualified opinion on those financial statements, therefore; BE IT RESOLVED that the financial statements for the fiscal year ended December 31, 2021, of the Haldimand-Norfolk Housing Corporation be approved and received by the Shareholder.

WHEREAS, the Corporation of Norfolk County is a shareholder of the Haldimand-Norfolk Housing Corporation by way of Share Certificate Number 3 dated July 12, 2001, for a total of 60 shares, and; WHEREAS the Corporation of Norfolk County, as a shareholder of the Haldimand-Norfolk Housing Corporation is required to appoint the auditor for the Haldimand-Norfolk Housing Corporation in accordance with Section 149 of the Ontario Business Corporations Act; THEREFORE BE IT RESOLVED by the Corporation of Norfolk County that it hereby appoints the firm of Millard, Rouse and Rosebrugh, Chartered Accountants, Simcoe, Ontario as the auditors of the Haldimand- Norfolk Housing Corporation for the fiscal year ending December 31, 2022.

WHEREAS, the Corporation of Norfolk County is a shareholder of the Haldimand-Norfolk Housing Corporation by way of Share Certificate Number 3 dated July 12, 2001, for a total of 60 shares; BE IT RESOLVED by the Corporation of Norfolk County: THAT Jeff Miller of Norfolk County be re-appointed to the Board of Directors of the Haldimand-Norfolk Housing Corporation effective December 15, 2022 for a term of three years, and; THAT Brian Snyder of Haldimand County be re-appointed to the Board of Directors of the Haldimand-Norfolk Housing Corporation effective December 15, 2022 for a term of three years.

THAT the deputation by Jordan Gawley and the presentation by Dallas Waldie, Project Lead, regarding Project Microphone be received as information.

THAT the Information Memo regarding January 2023’s Friday the 13 th event be received as information.

THAT Report CD-22-122 regarding Project Microphone Update be received as information; AND THAT Council Member Duthie be appointed to the ongoing Project Microphone Planning Committee; AND that the Mayor and Clerk be authorized to sign Project Microphone- related grant agreements with partner organizations; AND FURTHER THAT staff provide a bi-monthly update to Council on the project status.

THAT Staff Report OPS-22-045 Request for Further Information on Electric Vehicle Charging Stations be received as information; AND THAT Council approve Option 3 as stated in the report, and that staff be directed to pivot the proposed EV Charging Stations funding to include projects as identified in Table 1.0; AND THAT Staff be to upgrade the County Administration Building EV Charging station to a pay-per-use eligible station, and impose a charging fee of $2.00 per hour for the duration of the pilot project; AND THAT the inclusion of an EV Charging Stations Project at County facilities (6 in total) be

THAT Staff Report CS-22-203 2023 Insurance Program Renewal be received as information; AND THAT the General Manager, Corporate Services be authorized to execute the necessary documents with Intact Public Entities Inc. for the 2023 Insurance Program Renewal in the amount of $2,549,826 plus applicable taxes.

THAT CS-22-85 Proposed 2023 User Fees and Service Charges be received as information; AND THAT Council approves the revised User Fees and Service Charges as outlined in Report CS-22-185 with the following amendments:  T1.11- to NOT change the fee to a two hour rental for the meeting spaces or small rooms … Exempt not for profit groups and senior groups from the two hour requirement in all spaces.  T1.14 – Vittoria fee; do not change classification (remain status quo)  T3.01- Clerks expedited fee for Municipal Significance and Letters of No Objection … $0 for general charge and increase the expedited cost to go to “cost recovery” fee of $145 instead of $75  T3.02- Municipal Information Form move to the suggested full cost recovery fee of $80.00  T3.10- should read $16.00 not 14.00 AND FURTHERTHAT staff be directed to prepare the revised User Fees and Service Charges By-Law.

THAT the new proposed Procedure By-law not include the following clause in Part 13.1:  No member shall engage in engage in private or public communications while in the Council or Committee Meeting via email, social media, text, phone or other outside communication device.

THAT the new proposed Procedure By-law include the following clause in Part 12:  If a Member has any pecuniary interest, direct or indirect, in any matter in which the Council or Committee is concerned and if he/she is present at a Meeting at which the matter is the subject of consideration, he/she shall disclose his/her interest and the general nature thereof and may leave the room and shall not take part in the consideration or the discussion of the matter nor vote on any motion in regard to the matter. The Member shall submit a written declaration of interest upon the form, prescribed by the Clerk, prior to the meeting or as soon as possible after declaring

THAT the new Procedure Bylaw include the following clause in Part 18:  A Member may call for a

THAT the new Procedure By-law continue to include the following clause in Part 18:  A Member may call for a

THAT the new proposed Procedure By-law include the following clause under Part 19:  After a matter has been decided by Council, a member who voted in the majority may, present a Notice of Motion to reconsider that matter. Such Notice of Motion to Reconsider shall be

THAT the new proposed Procedure By-law be amended to include the following clauses: Part 14  A Member may provide a 1 minute introduction to a motion that the Member introduces that will not count towards their opportunity to speak twice to any motion. Part 16  The Member may read out the Notice of Motion as written and/or submitted on the agenda and provide up to a 1 minute introduction of the notice, but not may not introduce any other matter or enter into debate of the Notice

THAT the new proposed Procedure By-law include an amended clause under Part 18 as follows:  After a motion is put to a vote by the Mayor, no Member shall speak on that motion, with the exception of the Mayor who may speak prior to calling the vote or after the result of the vote is announced. No other motion shall be made until after the result of the vote is announced.

THAT the Information Memo regarding the New Procedure By-law be received as information; AND THAT Council approve the new Procedure By-law as outlined in Attachment 5 and as amended by Committee; AND FURTHER that Council approve the Closed Meeting Protocol as presented/amended in Attachment 6.

THAT Committee enter closed session at 7:57 p.m. pursuant to Section 239 (2) of the Municipal Act, 2001 as amended as the subject matter pertains to (c) a proposed or pending acquisition or disposition of land by the municipality or local board; (e) litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board and (k) a position, plan, procedure, criteria or instruction to be applied to any negotiations

THAT Committee reconvene in open session at 8:55 p.m.

THAT Staff Report OPS 22-C20 Proposed Property Acquisition Ward 4, be received for information; AND FURTHER THAT staff be directed to proceed as directed in closed session.

THAT Staff Report OPS 22-C21 Ward 1 Property Lease be received for information; AND THAT staff be directed to proceed as directed in closed session.

THAT the Confidential Information Memo - 2023 Insurance Deductible Levels be received for information.

THAT the meeting be adjourned at 9:00 p.m.