Elgin County public meetings in 2023

Regular Council Meeting

Elgin County Council will consider several reports and by-laws, including the appointment of Blaine Parkin as Chief Administrative Officer/Clerk, an extension of the Medavie EMS Services Agreement, and an update on the Talbotville Bypass and Highway 3 Twinning project. Council will also discuss slope rehabilitation works on Fingal Line and Glen Erie Line, and a single-source agreement with Re:Public Urbanism for 2024. A closed session is scheduled for legal advice and potential litigation.

• By-Law No. 23-47 appointing Blaine Parkin as Chief Administrative Officer/Clerk
• Extension of Medavie EMS Services Agreement (dollar amount not specified)
• Update on Talbotville Bypass and Highway 3 Twinning Public Information Centre 2
• Geotechnical services for slope rehabilitation works on Fingal Line and Glen Erie Line
• Single-source agreement with Re:Public Urbanism for planning services in 2024

Council appointed a new Chief Administrative Officer/Clerk and approved several service extensions, including a six-month extension for Medavie EMS services. The board also authorized a new Fire Training Coordinator position and approved a refreshed County logo for accessibility.

• Appointed Blaine Parkin as Chief Administrative Officer/Clerk (By-Law No. 23-47)
• Approved six-month extension of Land Ambulance Services Agreement with Medavie EMS Elgin Ontario Incorporated
• Approved addition of a Fire Training Coordinator position in the Emergency Management department
• Retained Englobe Corporation for geotechnical works on Fingal Line and Glen Erie Line
• Approved refreshed County of Elgin logo for accessibility requirements
• Authorized agreement with 10042986 Canada Inc. o/a Re:Public Urbanism for 2024 planning services
• Extended Parts III & IX POA Interim Transfer Agreement to January 3, 2026
• Authorized Director of Homes and Seniors Services to approve mandatory Homes policies and procedures

Warden's Election

This is the annual Warden's election meeting for Elgin County Council. The council will hear from candidates, hold a vote, and administer the oath of office. The agenda is procedural and contains no policy decisions or public hearings.

• Election of Warden by ballot or resolution
• Administering and signing of Declaration of Office
• Presentation by Past Warden (Chain of Office, Lord Elgin Watch, Gavel of Office)
• Warden's Address
• Resolution to destroy ballots (if required)

Elgin County Council held its annual election for the Office of the Warden. Councillor Ed Ketchabaw was elected to the position via secret ballot. Following the election, Warden Ketchabaw took the Declaration of Office.

• Elected Councillor Ed Ketchabaw as 2024 Elgin County Warden
• Approved destruction of ballots per Procedural By-Law No. 19-41
• Approved recess at 7:42 p.m.

Finance Committee

The Committee approved several departmental operating and capital budget proposals to be included for consideration in the final 2024 Budget. One request for an additional Fire Training Coordinator was forwarded to County Council for a December 6 meeting.

• Included Homes and Seniors Services budget for 2024 consideration
• Included Corporate Facilities budget for 2024 consideration
• Included Human Resources budget for 2024 consideration
• Included Library, Museum, and Archives budgets for 2024 consideration
• Included Provincial Offences Administration budget for 2024 consideration
• Included Planning budget (Scenario 2 revised to begin June 1, 2024) for 2024 consideration
• Included Land Division, Administrative Services, and Economic Development budgets for 2024 consideration
• Forwarded request for additional Fire Training Coordinator to County Council for Dec 6

Regular Council Meeting

Elgin County Council will consider a draft plan for a development by Donwest Construction (file 34T-WE2301) and vote on by-laws for indemnification and delegation of authority. The agenda also includes adoption of a library membership policy, a joint diversity, equity, and inclusion plan for 2024-2026, and the 2023 annual report for the Elgin County Museum.

• Draft plan decision for 34T-WE2301; applicant CJDL Engineering, owner Donwest Construction
• Adoption of Elgin County Library Membership and Circulation Policy (2023)
• Joint Diversity, Equity, and Inclusion Plan 2024-2026 for Elgin County and its local municipalities
• By-Law No. 23-43 (Indemnification) and By-Law No. 23-44 (Delegation of Authority)
• General Insurance and Risk Management Services Program for 2024

Council approved a general insurance and risk management program for 2024 and adopted a new membership and circulation policy for the Elgin County Library. The board also granted draft plan approval for a subdivision by Donwest Construction and approved a joint diversity, equity, and inclusion plan for 2024-2026.

• Approved General Insurance and Risk Management Services Program via Marsh Canada Limited for $573,931 plus taxes
• Adopted Elgin County Library Membership and Circulation Policy
• Granted draft plan approval to Draft Plan of Subdivision by CJDL Consulting Engineers for Donwest Construction
• Approved Joint Diversity, Equity, and Inclusion Plan 2024-2026
• Approved 2024 County Council Meeting Schedule
• Read Indemnification By-Law (No. 23-43) first and second time
• Read Delegation of Authority By-Law (No. 23-44) first and second time
• Directed Director of Legal Services to provide more information on indemnification and delegation by-laws by January 9, 2024

Special Council Meeting

Council is holding a special meeting to discuss infrastructure growth in a closed session. The meeting also includes the confirmation of By-Law No. 23-46.

• Closed session discussion on Infrastructure Growth
• Confirmation of By-Law No. 23-46

Council met in a special session to discuss infrastructure growth in a closed meeting. The only substantive action taken was to receive a confidential presentation for information.

• Received confidential infrastructure growth presentation for information (Motion Carried)
• Passed By-Law No. 23-46 to confirm proceedings of the November 28, 2023 meeting (Motion Carried)

Terrace Lodge Redevelopment Fundraising Committee

The committee is reviewing financial updates and various fundraising initiatives. Discussions include progress on chocolate sales, a February gala, Christmas ornament sales, and a silent auction.

• Fundraising financial update from the Director of Financial Services/Treasurer
• Chocolate sales update
• February Gala update
• Christmas ornaments sale
• Silent Auction at Terrace Lodge

The committee received a financial update stating that approximately 70% of the $470,000 target for essential items has been reached. Members discussed updates on chocolate and ornament sales, as well as an upcoming silent auction. The committee entered a closed session to discuss donor outreach.

• Approved the November 27, 2023 agenda
• Adopted the November 6, 2023 minutes
• Received and filed the Fundraising Financial Update dated November 26, 2023
• Approved entering a closed session to discuss donor outreach

Finance Committee

The Elgin County Budget Committee is meeting to consider funding requests for the 2024 budget and to review a presentation on transportation capital projects from Engineering Services. The agenda includes routine items such as approval of minutes and disclosure of interests, but the main business is the budget discussions.

• Consideration for Funding Budget 2024
• Engineering Services - Transportation Capital Projects presentation

The Committee decided that staff will compile the 2024 budget based on Scenario A. It also approved the inclusion of the Engineering Services Operating and Capital Budget for later confirmation as part of the 2024 Budget.

• Approved using Scenario A to compile the 2024 budget
• Denied providing an optional scenario for the 2024 budget once the levy increase is known
• Denied the creation of a draft policy for non-core funding activities
• Approved inclusion of Engineering Services Operating and Capital Budget in 2024 Budget for later confirmation

Regular Council Meeting

Elgin County Council is meeting to consider several staff reports, including contract awards for the Terrace Lodge veneer replacement and the operation of the Elgin Manor wastewater treatment plant, as well as updates to accessibility policies and two official plan amendments. The council will also receive updates from the Warden and the South Central Ontario Region Economic Development Corporation, and consider correspondence items including a resolution about safety concerns on Plank Road and notices about highway projects.

• Tender award for Terrace Lodge veneer replacement
• Contract award for operation of Elgin Manor wastewater treatment plant
• Official Plan Amendment No. 34 for Municipality of Bayham (55106 Vienna Line)
• Official Plan Amendment No. 23 for Township of Malahide
• Emergency road slope repair on Talbot Line in Port Glasgow

Council approved a five-year contract for the operation of the Elgin Manor Wastewater Treatment Plant and a veneer replacement project for Terrace Lodge. The board also approved two Official Plan Amendments for the Municipality of Bayham and the Township of Malahide.

• Awarded Elgin Manor Wastewater Treatment Plant operation contract to Ontario Clean Water Agency for $553,680 plus HST (Motion Carried)
• Awarded Terrace Lodge Veneer Replacement contract to DFT Exteriors Inc. for $95,275.00 exclusive of HST (Motion Carried)
• Approved Official Plan Amendment No. 34 for the Municipality of Bayham (Motion Carried)
• Approved Official Plan Amendment No. 23 for the Township of Malahide (Motion Carried)
• Directed Budget Committee to consider $30,000 SCOR membership fee for 2024 Budget (Motion Carried)
• Approved updates to Accessibility, Emergency Response, and Accommodations policies (Motion Carried)
• Authorized reallocation of funds from Road 4 Resurfacing to cover Talbot Line slope repair costs (Motion Carried)
• Supported City of Cambridge resolution regarding Bill 21, Fixing Long-Term Care Amendment Act (Motion Carried)

Joint Accessibility Advisory Committee

The committee is reviewing a draft Joint Diversity, Equity, and Inclusion Plan for 2024-2026. Members will also review several draft accessibility policies regarding workplace accommodations and emergency responses.

• Joint DEI Plan 2024-2026 (Draft)
• Elgin County Accessibility Policy (Draft)
• Emergency Workplace Response for Employees with Disabilities (Draft)
• Accommodations in the Workplace (Draft)
• Tetra Society of North America presentation

The Joint Accessibility Advisory Committee reviewed a joint diversity, equity, and inclusion plan and updates to three accessibility-related policies. Both items were approved to be forwarded to Council for final approval. The committee also received a presentation from the Tetra Society of North America.

• Forwarded Joint Diversity, Equity, and Inclusion Plan 2024-2026 to Council for approval
• Forwarded updates to Accessibility, Emergency Response, and Accommodations policies to Council for approval
• Received and filed presentation from Tetra Society of North America
• Adopted minutes from June 1, 2023 meeting

Terrace Lodge Redevelopment Fundraising Committee

The Terrace Lodge Redevelopment Fundraising Committee is meeting to discuss and decide on fundraising strategies for fall 2023 and winter 2024. Items include a financial update from the Director of Financial Services and decisions on specific events such as a black-tie event, chocolate sales, and a poinsettia sale. The committee will also review minutes and correspondence.

• Director of Financial Services to provide a fundraising financial update
• Discussion and decisions on fall 2023/winter 2024 strategies including a black-tie event, Aylmer Santa Claus Parade, Christmas ornament sale, and murder mystery event
• Chocolate sales as a fundraising activity
• Silent auction at Terrace Lodge
• Closed meeting item on donor outreach update under personal matters

The committee reviewed financial updates and decided which fundraising activities to pursue for the winter season. Members approved continuing chocolate sales and partnering with the Resident Council for a silent auction, while deciding against a murder mystery event.

• Approved 'Fundraising Financial Update' report (Motion Carried)
• Directed staff to print 100 brochures
• Agreed to continue chocolate sales until after Christmas
• Decided not to proceed with a murder mystery event
• Decided to partner with Resident Council for silent auction items
• Directed staff to proceed with a sticker for cards rather than a full card insert
• Directed staff to confirm colouring book inventory for distribution at parades

Regular Council Meeting

Elgin County Council is meeting to discuss several items including a resolution supporting updates to the Municipal Freedom of Information and Protection of Privacy Act, a specialized physician agreement for neurotoxin treatments at long-term care homes, an extension of physiotherapy services, a pharmacy services contract award, and additional funding requests for Southwestern Public Health and the St. Thomas-Elgin Public Art Centre. The meeting also includes closed session items on boundary adjustment, human resources, and labour relations.

• Resolution in support of updating the Municipal Freedom of Information and Protection of Privacy Act
• Specialized physician agreement for neurotoxin (Botox, Dysport, Xeomin) for spasticity management at Bobier Villa, Elgin Manor, and Terrace Lodge
• Extension of physiotherapy services agreement at Elgin County Homes
• Contract award for pharmacy services at Elgin County Homes
• Request for additional funding from Southwestern Public Health

Council approved new medical, physiotherapy, and pharmacy service contracts for County long-term care homes. They also authorized $99,657 in additional funding for Southwestern Public Health and supported revisions to the Municipal Freedom of Information and Protection of Privacy Act.

• Approved 2-year agreement with Dr. Adam Kassam for spasticity management at Bobier Villa, Elgin Manor, and Terrace Lodge
• Approved 2-year extension of physiotherapy services with Achieva Health including fee increases
• Awarded 3-year pharmacy services contract to Advantage Care Pharmacy
• Approved $99,657 in additional funding for Southwestern Public Health
• Supported revisions to the Municipal Freedom of Information and Protection of Privacy Act
• Forwarded St. Thomas-Elgin Public Art Centre funding request to Budget Committee
• Adopted minutes from October 10 and October 18, 2023 meetings
• Passed By-Law No. 23-41 to confirm meeting proceedings

Finance Committee

The Elgin County Budget Committee is meeting to review the results of the 2024 Budget Survey, which will inform the upcoming budget process. The agenda also includes routine items such as approval of the agenda, adoption of previous minutes, and disclosure of pecuniary interests. No other substantive reports or discussions are listed.

• Review of 2024 Budget Survey Results (report and appendices)
• Adoption of minutes from September 12, 2023 meeting

The Budget Committee met to review the results of the 2024 Elgin County Budget Survey. The Director of Financial Services/Treasurer noted an error in one presentation slide and stated an amended version would be posted online. No other substantive decisions were made.

• Received and filed the '2024 Budget Survey Results' report (Motion Carried)
• Approved the October 24, 2023 meeting agenda (Motion Carried)
• Adopted the September 12, 2023 meeting minutes (Motion Carried)

Special Council Meeting

This is a closed session meeting of Elgin County Council and will not be livestreamed. The only substantive item is a closed discussion on CAO recruitment (walk-on item). The rest of the agenda is procedural.

• Closed session under Municipal Act Section 239 (2) (b) and (k)
• CAO Recruitment (walk-on) discussed in closed session
• By-Law No. 23-40 Confirmation

Council met in a special session and entered a closed meeting to discuss CAO recruitment. Following the closed session, Council voted to have the recruiter proceed as directed.

• Approved direction for recruiter to proceed with CAO recruitment
• Passed By-Law No. 23-40 to confirm meeting proceedings

Terrace Lodge Redevelopment Fundraising Committee

The Terrace Lodge Redevelopment Fundraising Committee is meeting to review a donation update from the Director of Financial Services/Treasurer and discuss fundraising strategies for fall 2023 and winter 2024. Items include follow-ups on the October 28 Union United Church Bazaar, a Terrace Lodge sign, and communication materials. The committee will also discuss chocolate sales and potential events like a black-tie affair and a murder mystery event. A closed session is scheduled for donor outreach under personal matters.

• Donation update from Director of Financial Services/Treasurer
• October 28 Union United Church Bazaar details
• Terrace Lodge sign follow-up
• Chocolate sales updates and next steps
• Fall 2023/Winter 2024 strategies including black-tie affair, Aylmer Santa Claus Parade, Christmas ornaments sale

The committee received a financial report on donations and campaign costs. Members discussed various fundraising activities including chocolate sales, a potential black-tie event, and a murder mystery event. The committee also reviewed updates on promotional materials and donor outreach.

• Approved agenda as modified
• Adopted September 18, 2023 meeting minutes
• Received and filed Fundraising Financial Update dated October 15, 2023

Human Resources Committee

The Human Resources Committee is meeting to handle routine procedural items and will enter a closed session to discuss the recruitment of a Chief Administrative Officer, including personal matters about an identifiable individual and negotiation criteria. No other substantive business is listed on the agenda.

• Closed meeting item: Chief Administrative Officer and Recruiter - CAO Recruitment (walk-on) under Municipal Act Section 239 (2) (b) and (k)

The committee met to discuss the recruitment of a Chief Administrative Officer in a closed session. Following the session, the committee voted to have the recruiter proceed as directed.

• Approved the meeting agenda
• Approved entering a closed session to discuss CAO recruitment
• Resolved that the Recruiter proceed as directed regarding CAO recruitment

Human Resources Committee

The Human Resources Committee is meeting to handle routine procedural items and will enter a closed session to discuss the recruitment of a Chief Administrative Officer (CAO). The closed session is justified under the Municipal Act for personal matters and negotiation criteria. No other substantive public business is listed.

• Closed meeting minutes from September 29, 2023
• CAO recruitment discussion (walk-on item) in closed session

The committee met to approve previous minutes and enter a closed session. During the closed session, the committee decided to have the recruiter proceed as directed regarding CAO recruitment.

• Approved agenda for October 10, 2023
• Adopted September 29, 2023 meeting minutes
• Adopted September 29, 2023 closed meeting minutes
• Approved for recruiter to proceed as directed regarding CAO recruitment

Regular Council Meeting

Elgin County Council is meeting to consider several staff reports, including a proposed official plan amendment for West Elgin, adoption of a library programming policy, and the 2022 consolidated financial statements. The agenda also includes a delegation from the St. Thomas Elgin General Hospital Foundation, a FedDev grant application for investment attraction, and updates on digitization projects. A closed session is scheduled to discuss financial statements and personal matters.

• West Elgin Official Plan Amendment No. 4, Part of Lot 7, Concession 8
• Elgin County Library Programming and Partnership Policy adoption
• FedDev grant application for investment attraction
• Office 365 implementation and accounting software priorities
• 2022 consolidated financial statements review

Elgin County Council approved the 2022 Financial Statements and Official Plan Amendment No. 4 for West Elgin. They also adopted a new library programming policy and directed staff to seek a federal grant for an investment attraction strategy. A $2.5 million request for a hospital campaign was forwarded to the Budget Committee for 2024 consideration.

• Approved Official Plan Amendment No. 4 for Municipality of West Elgin
• Approved 2022 Financial Statements and surplus reallocation
• Adopted Elgin County Library Programming and Partnership Policy
• Forwarded $2.5M hospital campaign request to Budget Committee
• Approved Office 365 implementation at no extra cost
• Approved Sage 300 accounting software updates at no extra cost
• Authorized delegation of medical directive approvals for County Homes
• Directed staff to submit FedDev Ontario grant application

Terrace Lodge Redevelopment Steering Committee

The committee will receive a financial update on Terrace Lodge redevelopment construction costs as of Oct 1, 2023, and a 2023 year-end project update including a wall partition change order. The meeting also includes routine items such as approval of agenda and minutes from the Aug 1, 2023 meeting.

• Director of Financial Services/Treasurer report on Terrace Lodge Redevelopment Construction Costs Update
• Manager of Corporate Facilities and Director of Homes and Seniors Services report on 2023 Project Update/Wall Partition Change Order

The Terrace Lodge Redevelopment Steering Committee approved a change order to extend wall partitions to the underside of the roof. The committee also received updates on construction costs and 2023 project progress.

• Approved $67,749.89 plus unrebated HST for wall partition change order from contingency budget
• Received and filed Terrace Lodge Redevelopment Construction Costs Update report
• Received and filed Terrace Lodge Redevelopment 2023 Project Update report

Human Resources Committee

The Human Resources Committee is meeting to review recruitment for the Chief Administrative Officer and the Director of Engineering. These items are scheduled as closed meeting discussions regarding personal matters and negotiation criteria.

• CAO Recruitment (Closed Meeting)
• Director of Engineering Recruitment (Closed Meeting)

The committee met in a closed session to discuss personnel recruitment and previous minutes. It approved directions for the recruitment of the Chief Administrative Officer and the Director of Engineering.

• Approved agenda for September 29, 2023
• Adopted minutes from September 5, 2023
• Adopted closed meeting minutes from September 5, 2023
• Directed recruiter to proceed with CAO recruitment
• Directed staff to proceed with Director of Engineering recruitment

Regular Council Meeting

Elgin County Council is meeting to discuss a Code of Conduct complaint report and award contracts for website redevelopment and standby power generators. The body will also consider ambulance vehicle replacements and support for entrepreneurship initiatives.

• Integrity Commissioner Report on Code of Conduct Complaint 2023-01 regarding Warden Ketchabaw
• County Websites Hosting and Redevelopment Project Award
• Ambulance Vehicle Replacements for 2023 & 2024
• Tender Award for Natural Gas Standby Power Generators at POA Courthouse and EMS Headquarters
• By-Law No. 23-37 for the appointment of a Community Emergency Management Coordinator

Elgin County Council received an Integrity Commissioner report finding Warden Ed Ketchabaw violated the Code of Conduct. A motion to suspend his pay for 10 days was defeated, but a formal reprimand with no monetary penalty was approved. The council also authorized contracts for website redevelopment, ambulance replacements, and generator installations.

• Integrity Commissioner report on Warden Ketchabaw received
• Motion to suspend Warden Ketchabaw's pay for 10 days defeated
• Formal reprimand issued to Warden Ketchabaw with no monetary penalty
• Website redevelopment contract with Sandbox Software Solutions approved ($114,725 + HST)
• Ambulance purchase from Crestline Coach Ltd. approved ($524,705 + taxes)
• Generator installation contract with Clark-Haasen Electric approved ($258,300 + HST)
• Sponsorship for 'The Pitch' business competition approved ($1,000)
• Sponsorship for Young Entrepreneurs Initiative approved ($1,000)

Special Council Meeting

This special meeting is dedicated to education and training for council members. The sessions focus on planning for growth and available planning options for Elgin County.

• Education session on Planning for Growth led by the Manager of Economic Development, Tourism & Strategic Initiatives
• Education session on Planning Options led by the Chief Administrative Officer/Clerk

Council received informational presentations regarding expected regional growth and options for County-level planning services. No substantive decisions or votes were taken on these items.

• Adjourned meeting at 12:18 p.m.

Terrace Lodge Redevelopment Fundraising Committee

The Terrace Lodge Redevelopment Fundraising Committee is meeting to review donation updates and plan upcoming fundraising activities. The session includes brainstorming fall strategies and reviewing progress on specific sales and events.

• Donation update from the Chief Administrative Officer
• Union United Church Bazaar scheduled for October 28
• Updates and next steps for chocolate sales
• Discussion on Terrace Lodge signage and communication materials
• Closed session regarding donor outreach updates

The Committee received a financial update on funds raised for the Terrace Lodge redevelopment. Members discussed several upcoming promotional activities, including chocolate sales, a church bazaar, and a potential float for the Aylmer Santa Claus Parade.

• Received and filed Fundraising Financial Update reporting $320,216 raised (Motion Carried)
• Approved continuing chocolate sales for October and November
• Directed staff to check if $442 for sign refurbishment fits within the budget
• Directed staff to establish a Facebook page to promote the campaign

Finance Committee

The Budget Committee will discuss the 2024 budget process, including a draft survey, proposed schedule, department presentation format, and budget pressures and rate increases. They will also review the committee's terms of reference.

• Review of Budget Committee Terms of Reference
• Discussion of 2024 Draft Budget Survey and questionnaire
• Proposed 2024 Budget Schedule
• Department Budget Presentation Format review
• 2024 Budget Pressures and Rate Increase report

The committee approved the release of the 2024 Budget Survey and advertising campaign for public consultation from September 13 to October 13, 2023. Members also established a meeting schedule for budget deliberations and requested a standardized department budget presentation template.

• Approved 2024 Budget Survey and advertising campaign for public consultation (Motion Carried)
• Approved Budget Committee meeting dates for October 24, November 14, and November 15, 2023 (Motion Carried)
• Directed Director of Financial Services/Treasurer to prepare a standardized budget presentation template (Motion Carried)
• Resolved that the targeted rate increase remains unprescribed at this time (Motion Carried)
• Adopted minutes from November 1, 2022 (Motion Carried)
• Received and filed Terms of Reference Review report (Motion Carried)

Regular Council Meeting

Elgin County Council is meeting to discuss infrastructure projects, healthcare recruitment, and senior services. The agenda includes reviews of planning amendments, procurement reports, and environmental assessments for road widening.

• Environmental Assessment for Highway 3 and 4 Widening and Talbotville Bypass
• Town of Aylmer Official Plan Amendment No. 24 for 245 and 249 John Street South
• Tender award for Terrace Lodge Asbestos abatement
• Meals on Wheels Agreement between Elgin and VON for 2023-2025
• Physician recruitment via the Southern Ontario Physician Recruitment Alliance (SOPRA)

The council adopted the August 8, 2023 minutes and approved several planning and service items. It approved Official Plan Amendment No. 24 to the Town of Aylmer Official Plan and a revised Draft Plan of Subdivision for Creek's Edge in West Elgin. The council also selected Schouten Environmental Inc. for the Terrace Lodge asbestos abatement contract worth $113,350.00 (exclusive of H.S.T.). Additional approvals included a letter of support for Fanshawe CTS, extensions of pharmacy services, and a Meals on Wheels agreement with the VON.

• Adopted minutes of the August 8, 2023 council meeting (motion carried)
• Approved Official Plan Amendment No. 24 to the Town of Aylmer Official Plan (motion carried)
• Approved revised Draft Plan of Subdivision for Creek's Edge, prepared by Strik Baldinelli Moniz (motion carried)
• Selected Schouten Environmental Inc. for Terrace Lodge asbestos abatement, Contract No. 2023‑Q35, $113,350.00 exclusive of H.S.T. (motion carried)
• Directed the Warden to provide a letter of support for Fanshawe Corporate Training Solutions’ OVIN program application (motion carried)
• Authorized execution of an amending agreement with CareRx Holdings Inc. to extend pharmacy services to Jan 29 2024 (motion carried)
• Authorized execution of the Meals on Wheels agreement with the Victorian Order of Nurses (VON) for Oct 1 2023‑Sep 30 2025 (motion carried)
• Approved the revised HR Policy 8.60 “Asbestos in Buildings” (motion carried)

Human Resources Committee

The Human Resources Committee is meeting to conduct general business and review minutes. A closed session is scheduled to discuss the recruitment of the Chief Administrative Officer.

• Closed meeting item: Chief Administrative Officer & Recruiter - CAO Recruitment

The committee approved the meeting agenda and the minutes from August 18, 2023. During a closed session, the committee adopted the previous closed meeting minutes and received a confidential report regarding CAO recruitment.

• Approved September 5, 2023 meeting agenda
• Adopted August 18, 2023 meeting minutes
• Adopted August 18, 2023 closed meeting minutes
• Received and filed confidential report on CAO recruitment

Rural Initiatives and Planning Advisory Committee

The Rural Initiatives and Planning Advisory Committee is meeting to review the 2023 Community Grant Program, including draft application forms and program criteria for community services and festivals/events. The agenda also includes routine items like approving minutes and disclosing interests. No other substantive decisions are listed.

• Community Grant Program Review 2023 report
• Draft Community Services application form
• Draft Festivals and Events application form
• Program information criteria and eligibility documents
• 2023 Grant Final Report template

The Rural Initiatives and Planning Advisory Committee reviewed the Community Grant Program and directed staff to amend the 2024 intake process. Changes include updated eligibility criteria and a requirement for programs to align with the County's Strategic Plan.

• Approved the August 18, 2023 agenda
• Adopted the May 16, 2023 meeting minutes
• Directed staff to require applicants to select two of three eligibility criteria
• Directed Tourism staff to poll event attendees to gather resident attendance data
• Directed that grant information be amended to emphasize alignment with Council's strategic goals
• Approved receiving and filing the Community Grant Program 2023 report

Human Resources Committee

The Human Resources Committee is meeting to conduct business including the adoption of previous minutes. A closed session is scheduled to discuss the recruitment of the Chief Administrative Officer.

• Closed meeting item: Chief Administrative Officer & Recruiter - CAO Recruitment

The committee approved the agenda and the minutes from the August 3, 2023 meeting. During a closed session, the committee adopted the August 3 closed meeting minutes and received a confidential report regarding CAO recruitment.

• Approved August 18, 2023 agenda
• Adopted August 3, 2023 meeting minutes
• Adopted August 3, 2023 closed meeting minutes
• Received and filed confidential report on CAO Recruitment

Regular Council Meeting

Elgin County Council will consider two official plan amendments: Township of Malahide OPA No. 22 for 50896 Vienna Line and Municipality of Bayham OPA No. 33 for 55106 Vienna Line. Council will also review a road maintenance agreement, road maintenance allocations, a first-quarter operating financial report, and a progress update on the administration building elevator addition. The meeting includes a closed session for road user agreement negotiations.

• Township of Malahide Official Plan Amendment No. 22, Part of Lot 21, Concession 3 South, 50896 Vienna Line
• Municipality of Bayham Official Plan Amendment No. 33, Part of Lots 10 and 11, Concession 2, 55106 Vienna Line
• Addendum to Population, Housing and Employment Forecasts and Associated Land Need Analysis
• County Roads Maintenance Agreement (2023)
• 1st Quarter Operating Financial Report

Council approved two Official Plan Amendments for the Township of Malahide and Municipality of Bayham. The board also authorized a new County Roads Maintenance Agreement and funding for a population and housing forecast addendum.

• Approved Official Plan Amendment No. 22 for Township of Malahide
• Approved Official Plan Amendment No. 33 for Municipality of Bayham
• Approved $18,000 plus taxes and disbursements for Hemson Consulting Ltd. report addendum
• Approved new County Roads Maintenance Agreement format for local municipal partners
• Approved new road maintenance allocation rates effective January 1, 2023
• Approved installation of photographs and plaques in Council Chambers and Administration Building
• Adopted July 25, 2023 meeting minutes
• Passed By-Law No. 23-35 to confirm proceedings

Human Resources Committee

The Human Resources Committee will meet to discuss the recruitment of a Chief Administrative Officer. The meeting includes a closed session regarding previous minutes and personnel matters.

• CAO Recruitment discussion
• Review of May 26, 2023, Closed Meeting Minutes

The committee met to discuss CAO recruitment in a closed session. Following that session, the committee decided to move forward with a recruiter.

• Approved contracting the Recruiter for CAO recruitment

Terrace Lodge Redevelopment Steering Committee

The Terrace Lodge Redevelopment Steering Committee is meeting to receive updates on project progress and construction costs. The body will also discuss roof insulation for the existing building's North and South resident home areas.

• Construction costs update from the Director of Financial Services/Treasurer
• Project update from the Director of Homes and Seniors Services
• Roof insulation for existing building North and South resident home areas
• Closed meeting regarding solicitor-client privileged advice on development progress

The Terrace Lodge Redevelopment Steering Committee approved the use of contingency funds for roof insulation in resident home areas. The committee also received updates on redevelopment project progress and construction costs.

• Approved allocation of $160,005.10 plus HST from contingency budget for north and south building resident home area roof insulation
• Received verbal Redevelopment Project Update from Director of Homes and Seniors Services
• Received and filed Terrace Lodge Redevelopment Construction Costs Update report
• Received confidential report from Director of Legal Services regarding redevelopment progress

Regular Council Meeting

Elgin County Council will consider an official plan amendment for 34 Sydenham Street East in Aylmer, approve updated fees and charges for 2023, and discuss renewal of the Elgin Group Policing Agreement. Council will also review requests from Bayham for disaster mitigation funding and from Southwestern Public Health regarding its revised budget levy.

• Town of Aylmer Official Plan Amendment No. 23 for 34 Sydenham Street East
• Approval of By-law 23-33 Fees and Charges for 2023
• Elgin Group Policing Agreement contract renewal
• Bayham request for support for Disaster Mitigation and Adaptation Fund application
• Southwestern Public Health revised budget approval and municipal levy

Council approved a planning amendment for 34 Sydenham Street East in Aylmer and passed a new by-law for 2023 fees and charges. The board also authorized payments to Southwestern Public Health and supported a funding application for storm water infrastructure in Port Burwell.

• Approved Official Plan Amendment No. 23 for 34 Sydenham Street East, Aylmer
• Passed By-Law No. 23-33 approving 2023 fees and charges as amended
• Approved sending the Elgin Group Policing Agreement to local councils for a two-year extension
• Approved letter of support for Municipality of Bayham's DMAF application for Port Burwell storm water infrastructure
• Approved monthly payments of $15,313.50 to Southwestern Public Health starting September 1, 2023
• Approved delegation request from STEGH Foundation for October 10, 2023
• Directed staff to prepare a submission for the Legacy Oil & Gas Wells Municipal Transfer Payment Program
• Adopted minutes from July 11, 2023 meeting

Regular Council Meeting

Elgin County Council will vote on a proposed official plan amendment for the Town of Aylmer (File No. AY OPA 23-01) and a redline revision for Belmont Estates Phase 6 in Central Elgin. Council will also decide on a contract for cloud hosting services for the county's archives and museum database. The meeting includes closed-session items on litigation, a financial anomaly, boundary adjustment, and contract negotiations.

• Town of Aylmer Official Plan Amendment No. 22, File No. AY OPA 23-01
• Redline revision for Belmont Estates Phase 6, Municipality of Central Elgin
• Cloud hosting services for Archives and Museum Database (Andornot proposal)
• Warden's Activity Report June 2023 and community flag raising requests
• Closed session: litigation (OLT cases), financial update, boundary adjustment, contract negotiations

Council approved Official Plan Amendment No. 22 for the Town of Aylmer and a subdivision modification for Belmont Estates Phase 6. The board also authorized a five-year cloud hosting agreement for archives and museum databases and supported childcare regulation changes.

• Approved Town of Aylmer Official Plan Amendment No. 22
• Approved revised Draft Plan of Subdivision for Belmont Estates Phase 6 (removed Block 183)
• Authorized five-year cloud hosting agreement with Andornot Consulting Inc. for archives and museum database
• Supported Town of Petrolia resolution to increase allowable spaces for licensed home-based childcare operators
• Approved flag raising and proclamation requests for Childcan and Elgin County Drowning Prevention Coalition
• Appointed Deputy Warden Jones to Human Resources Committee
• Appointed Councillor Leatham to Rural Initiatives and Planning Advisory Committee

Terrace Lodge Redevelopment Fundraising Committee

The Terrace Lodge Redevelopment Fundraising Committee is meeting to review donation updates and staffing support. The body will discuss 2023 fundraising strategies and specific upcoming events.

• Donation update from Director of Financial Services/Treasurer
• Staffing support and next steps meeting with Interim CAO
• Selection of events to attend
• Union United Church Bazaar on October 28
• Proposed sign at Terrace Lodge

Regular Council Meeting

Elgin County Council is meeting to discuss long-term care policy updates and staffing requests. The session includes a report on a planning amendment for the Municipality of Bayham and a fundraising report for Terrace Lodge.

• Municipality of Bayham Official Plan Amendment No. 32
• Terrace Lodge Comforts of Home Campaign 2022 Fundraising Report
• Request for temporary part-time clerical support for Homes and Seniors Services
• Policy updates related to Fixing Long-Term Care Act, 2021, Phase II
• Staff COVID-19 update for Infection Prevention and Control Policy 2.10 Immunization

Council approved $55,106 for temporary clerical support and updated nursing, maintenance, and COVID-19 immunization policies for senior services. A proposed official plan amendment for the Municipality of Bayham was defeated. Council also directed staff to review a $300,000 annual funding request from Hospice of Elgin for the 2024 budget.

• Approved $55,106 for temporary part-time clerical support until January 31, 2024
• Approved updates to Homes and Seniors Services Nursing and Maintenance Policy manuals
• Approved updates to Infection Prevention and Control Policy 2.10 Immunization - Staff COVID-19
• Defeated Official Plan Amendment No. 32 to the Official Plan of the Municipality of Bayham
• Directed staff to consider Hospice of Elgin's request for $300,000 annually over four years in 2024 budget
• Directed staff to investigate ways to promote adherence to the building inspection process
• Directed CAO/Clerk to initiate recruitment for County Engineer and permanent CAO
• Adopted minutes from June 13, 2023

Regular Council Meeting

Council is meeting to discuss a variety of administrative and infrastructure items, including a 2023 borrowing by-law and speed limit changes in the Village of Vienna. The body will also review several planning applications and official plan amendments for the Municipality of Bayham.

• By-Law No. 23-28 Borrowing By-Law
• By-Law No. 23-27 Speed Zone Amendment for the Village of Vienna
• Contract award for humidifier replacement at Bobier Villa
• Municipality of Bayham Official Plan Amendments No. 31 and No. 32
• Approval of commercial lease for Elgin County Administration Building (Suite 345-1)

Elgin County Council approved a $72,888 humidifier replacement at Bobier Villa and extended the Elgin Manor Wastewater Treatment Plant service agreement. The council also granted draft plan approval for a subdivision and approved Official Plan Amendment No. 31 for the Municipality of Bayham.

• Approved $72,888 humidifier replacement contract for Bobier Villa (9079653 Canada Corporation o/a Combustion Techs)
• Authorized six-month service extension with Ontario Clean Water Agency for Elgin Manor Wastewater Treatment Plant
• Amended Reduced Speed Zone By-Law to include 60km/hr zone on County Road 19 in Village of Vienna
• Approved Joint Annual Accessibility Status Report 2022 and amendments for Elgin County Heritage Centre
• Granted draft plan approval for subdivision File No. 34T-CE2102 (James Glover)
• Granted exemption from draft plan approval for 16 units in Port Stanley (File No. 34CD-CE2202)
• Approved Municipality of Bayham Official Plan Amendment No. 31
• Tabled Municipality of Bayham Official Plan Amendment No. 32 for further information

Terrace Lodge Redevelopment Fundraising Committee

The Terrace Lodge Redevelopment Fundraising Committee will meet to receive a donation update from the Director of Financial Services/Treasurer, review results from events attended in May and June, and discuss the annual report. The committee will also consider fundraising strategies for 2023, including a letter for return donors and other options such as auctions, grants, and events.

• Donation Update - Director of Financial Services/Treasurer (to be circulated)
• Update: Results and learning from events attended in May and June
• Annual Report
• Fundraising Strategies 2023: Letter for return donors, auction, grants, event

The committee approved the 2022 Annual Fundraising Report for submission to County Council and Local Municipal Partner Councils. Members decided to prioritize partnerships with service clubs over hosting their own fundraising events. The committee also selected several summer community events to attend for campaign promotion.

• Approved 2022 Annual Fundraising Report to be forwarded to County Council and Local Municipal Partner Councils
• Received and filed the June 12, 2023 Fundraising Financial Update
• Decided to pursue partnerships with service clubs and organizations instead of hosting independent events
• Agreed to attend Aylmer Fair, Elgin Historical Show, and Straffordville Watermelon Fest
• Approved the June 12, 2023 meeting agenda
• Adopted minutes from the May 15, 2023 meeting
• Received confidential Donor Outreach Update in closed session

Special Council Meeting

Elgin County Council is meeting to appoint an Interim Chief Administrative Officer, based on a recommendation from the Human Resources Committee. The meeting includes consideration of By-Law No. 23-25 for the appointment and a closed session to discuss personal matters about an identifiable individual. No other substantive decisions or discussions are listed on the agenda.

• Appointment of an Interim Chief Administrative Officer (CAO) based on HR Committee recommendation
• Consideration of By-Law No. 23-25 - Chief Administrative Officer/Clerk Appointment
• Closed meeting to discuss personal matters about an identifiable individual (Municipal Act Section 239(2)(b))
• Consideration of By-Law No. 23-26 - Confirmation

Council appointed Don Shropshire as the Interim Chief Administrative Officer effective immediately. This appointment remains in place until a permanent Chief Administrative Officer is recruited and on-boarded.

• Appointed Don Shropshire as Interim Chief Administrative Officer (Motion Carried)
• Authorized Warden and Acting CAO to execute temporary employment contract for Don Shropshire (Motion Carried)
• Passed By-Law No. 23-25 to appoint Don Shropshire as Interim Chief Administrative Officer/Clerk and repeal By-Law No. 17-24 (Motion Carried)
• Passed By-Law No. 23-26 to confirm proceedings of the June 8, 2023 meeting (Motion Carried)

Joint Accessibility Advisory Committee

The Elgin/Central Elgin Joint Accessibility Advisory Committee will meet on June 1, 2023, to consider a report on amendments to the Joint Multi-Year Accessibility Plan for the Elgin County Heritage Centre. The meeting will also include approval of the agenda and minutes from the previous meeting.

• Report on additions to the Joint MYAP for Elgin County Heritage Centre
• Approval of minutes from April 20, 2023 meeting
• Meeting held at St. Thomas Seniors Centre, 225 Chestnut St., St. Thomas

The Joint Accessibility Advisory Committee approved amendments to the Joint Multi-Year Accessibility Plan 2021-2026. These changes add specific accessibility progress, goals, and timelines for the Elgin County Heritage Centre. The amendments will now be forwarded to Elgin County Council and Central Elgin Council for final approval.

• Approved amendments to the Joint Multi-Year Accessibility Plan 2021-2026 regarding the Elgin County Heritage Centre
• Approved the June 1, 2023 meeting agenda
• Adopted the April 20, 2023 meeting minutes

Human Resources Committee

The Human Resources Committee is meeting to consider routine procedural items and one substantive closed-session item. The closed meeting will discuss the recruitment of an interim Chief Administrative Officer, citing personal matters and negotiation strategy exemptions under the Municipal Act.

• Closed session item 9.1: Director of Human Resources report on Interim CAO Recruitment, citing personal matters (Section 239(2)(b)) and negotiation strategy (Section 239(2)(k)).
• Meeting will not be livestreamed; minutes will be posted to the Elgin County website afterward.
• Agenda includes standard items: call to order, approval of agenda and minutes, disclosure of pecuniary interest, delegations, reports, other business, and correspondence.

The committee met to discuss the recruitment of an Interim CAO in a closed session. Following the discussion, the committee voted to forward its recommendation and the closed session minutes to County Council for consideration.

• Approved suspension of the four-day meeting notice requirement
• Approved the May 26, 2023 meeting agenda
• Approved entering a closed session to discuss Interim CAO Recruitment
• Approved forwarding the Interim CAO recruitment recommendation to County Council

Regular Council Meeting

The Council will review several staff reports including community grant allocations and a planning amendment for the Township of Malahide. Discussions also include redevelopment advocacy for Terrace Lodge and requests for guardrails on Imperial Road.

• 2023 Community Grant Program Allocations
• Township of Malahide Official Plan Amendment No. 21 (File No. MA OPA 1-23)
• Long-Term Care Transition Coordinator contract
• Terrace Lodge Redevelopment Project construction funding subsidy advocacy
• Imperial Road (Port Bruce) guard rail request

Council approved a zoning amendment for the Township of Malahide and authorized several contracts and funding advocacy efforts for the Terrace Lodge redevelopment. The board also approved community grant allocations and a mural installation at the County Heritage Centre.

• Approved 2023 Community Grant Program allocations
• Approved Township of Malahide Official Plan Amendment No. 21 (File No. MA OPA 1-23)
• Authorized signing of Multi-Sector Service Accountability Agreement - Schedule F for adult day programs
• Approved six-month agreement with Gail Kaufman Carlin Consulting for Terrace Lodge redevelopment
• Authorized staff to advocate for Construction Funding Subsidy (CFS) top-up for Terrace Lodge
• Directed installation of Chevron alignment signs on Imperial Road in Port Bruce
• Approved Oneida Nation of the Thames settlement story mural at Elgin County Heritage Centre
• Approved instalment payment proposal from Diamond Senior Living Corp. for waste water treatment fees

Rural Initiatives and Planning Advisory Committee

The Rural Initiatives and Planning Advisory Committee will meet to consider the proposed 2023 Community Grant Program allocations. The agenda includes approval of previous minutes and a presentation on the grant program. No other substantive items are listed.

• 2023 Community Grant Program proposed allocations
• Approval of February 24, 2023 meeting minutes

The Rural Initiatives and Planning Advisory Committee endorsed the 2023 Community Grant Program allocations. The Committee Chair was directed to present these proposed allocations to County Council for final approval.

• Endorsed 2023 Community Grant Program allocations
• Directed Chair to present grant allocations to County Council for approval
• Approved May 16, 2023 meeting agenda
• Adopted February 24, 2023 meeting minutes

Terrace Lodge Redevelopment Fundraising Committee

The Terrace Lodge Redevelopment Fundraising Committee is meeting to discuss a donation update, results of recent fundraising events, and a donation from the Knights of Columbus. The committee will also select events to attend, finalize a volunteer schedule, and review a draft annual report.

• Donation Update from Director of Financial Services/Treasurer (to be circulated)
• Update: Results of Swans Roast Beef Dinner + Explore Belmont
• Our Lady of Sorrows - Knights of Columbus Donation
• Selection of Events to Attend (list of events)
• Animal Display: May 20, 2023 - finalize volunteer schedule

The Committee received a financial update on donations and reported new funds from a roast beef dinner and the Knights of Columbus. Members selected several community events to attend in June and discussed booth strategies for future fundraising.

• Approved May 15, 2023 Fundraising Financial Update report
• Adopted April 24, 2023 meeting minutes
• Decided not to attend Military From the Talbot Settlement event
• Agreed to continue using Google Sheets for event tracking and scheduling
• Approved moving into closed session to discuss donor outreach and personal matters

Regular Council Meeting

Elgin County Council is meeting to discuss land development plans and road safety improvements. The body will consider subdivision and condominium plans for Willow Run and safety zone amendments near Aldborough Public School.

• Willow Run Draft Plan of Subdivision and Draft Plan of Condominium (File No. 34T-AY22001 and 34CD-AY22002)
• By-Law No. 23-21 and 23-22 regarding Community Safety Zone and Speed Zone amendments for County Road 103
• Magdala Road Widening Parcel(s) Transfer
• Request for guardrail placement on the Northwest side of Imperial Road at Rush Creek Line
• Draft Motion in Support of Bill 5 - Stopping Harassment and Abuse by Local Leaders Act

Council granted draft plan approval for the Willow Run subdivision and condominium projects. The board also approved a road safety zone near Aldborough Public School and the transfer of land parcels to the Township of Southwold.

• Approved draft plan for Willow Run Subdivision and Condominium (Performance Communities Realty Inc.)
• Approved revised Draft Plan of Subdivision for 11:28 Properties Inc.
• Extended reduced speed zone and established Community Safety Zone on Furnival Road (CR 103) at Aldborough Public School
• Authorized transfer of land parcel PIN 35146-0201 and related Magdala Road widening parcels to Township of Southwold at nominal cost
• Passed resolution supporting Bill 5 - Stopping Harassment and Abuse by Local Leaders Act
• Approved proclamation and flag raising requests from Elder Abuse Elgin and Elgin County Pride
• Directed staff to prepare comments on the Draft 2023 Provincial Policy Statement regarding Agricultural and Urban Settlement Boundary Policies
• Directed staff to report on guardrail requirements for Imperial Road at Rush Creek Line

Terrace Lodge Redevelopment Steering Committee

The Terrace Lodge Redevelopment Steering Committee is meeting to adopt previous minutes and conduct a closed session. The closed session involves receiving legal advice from the Director of Legal Services regarding development progress.

• Closed meeting item: Director of Legal Services advice regarding development progress

The committee approved the agenda and previous minutes, then moved into closed session to receive legal advice on development progress. No public reports, delegations, or other business were discussed. No substantive decisions were made in open session.

• Approved agenda as presented (carried)
• Adopted March 14, 2023 minutes (carried)
• Moved into closed session for solicitor-client privileged advice on development progress (carried)
• Received confidential legal report for information (carried)
• Adjourned at 11:25 a.m. (carried)

Special Council Meeting

The council is holding a special meeting to address a few specific items. The agenda includes a closed session regarding human resources and the formal confirmation of one by-law.

• Confirmation of By-Law No. 23-20
• Closed meeting: HR Update from Director of Legal Services and Director of Human Resources

The special meeting was largely procedural: council moved into closed session to discuss a verbal HR update under the Municipal Act, then rose and approved staff to proceed as directed. No substantive decisions were made in open session; the only formal action was passage of a confirmation by-law.

• Moved into closed session for HR update (verbal) under Municipal Act s. 239(2)(b) and (f)
• Approved staff to proceed as directed on closed session item
• Passed By-Law 23-20 confirming proceedings of the May 4, 2023 meeting

Regular Council Meeting

The Council is meeting to decide on several tender awards for road and bridge repairs and to review land use amendments. The session includes discussions on public health budgets and lease agreements for county administration space.

• Tender awards for Culvert Rehabilitations (2023-T11), Bridge and Culvert Repairs (2023-T12), and Granular Road Shouldering (2023-T15)
• Central Elgin Official Plan Amendment for 4980 Sunset
• Draft Plan of Condominium Approval for 279 Hill Street
• Lease extension for Alzheimer Society Southwest Partners/Elgin
• By-Law No. 23-18 regarding No-Parking amendments on County Road 74

Council approved several infrastructure tenders for culvert and road work and adopted a new Access to Information and Privacy Policy. Additionally, Council approved an Official Plan Amendment for the Municipality of Central Elgin and granted draft plan approval for a vacant land condominium.

• Awarded $1,115,300.00 culvert rehabilitation contract to Hornblower Earthboring Inc.
• Awarded $1,604,951.50 bridge and culvert repair contract to Weathertech Restoration Services Inc.
• Awarded $502,500.00 granular road shouldering contract to D&D Trucking and Construction Service Inc.
• Approved single source contract to Guild Electric Limited for traffic signal modernization
• Adopted the Access to Information and Privacy Policy
• Approved Official Plan Amendment No.1 for the Municipality of Central Elgin (File No. CE OPA 1-23)
• Granted draft plan approval for vacant land condominium at 279 Hill Street (File No. 34CD-CE2201)
• Approved one-year lease extension with Alzheimer Society Southwest effective May 1, 2023

Terrace Lodge Redevelopment Fundraising Committee

The Terrace Lodge Redevelopment Fundraising Committee is meeting to review donation updates and fundraising targets. The body will discuss event attendance, volunteer needs for specific dinners and displays, and booth set-up strategies.

• Donation update from Director of Financial Services/Treasurer
• Fundraising target update and list of remaining items
• Volunteer recruitment for Swans Roast Beef Dinner
• Volunteer recruitment for Animal Display on May 20, 2023
• Closed meeting item regarding Donor Outreach Update

The committee received a financial update and established fundraising targets of $245,000 for the current year and $560,000 for future reports. Members coordinated volunteer schedules for upcoming community events and discussed strategies to increase booth interactivity.

• Approved agenda for April 24, 2023 meeting
• Adopted minutes from March 20, 2023 meeting
• Received and filed Fundraising Financial Update report
• Confirmed Committees of Council are ineligible for lottery licenses

Joint Accessibility Advisory Committee

The Elgin/Central Elgin Joint Accessibility Advisory Committee is meeting to elect a chair and review several accessibility reports. The body will discuss snow removal in parking lots and the 2022 Accessibility Status Report.

• East Road Multi-Use Path in Port Stanley
• Snow removal in parking lots report
• 2022 Accessibility Status Report
• Review of JAAC Terms of Reference
• Election of Chair

The Joint Accessibility Advisory Committee approved the 2022 Annual Accessibility Status Report and the East Road Multi-Use Path. The committee also recommended that the County of Elgin and Municipality of Central Elgin enable closed captions for recorded public meetings and prohibit snow deposits in accessible parking spaces.

• Elected Tom Marks as Chair for the 2023-2026 term
• Recommended that Municipality of Central Elgin and County of Elgin enable closed captions for recorded public meetings
• Approved the East Road Multi-Use Path as presented
• Requested Municipality of Central Elgin prohibit depositing cleared snow in accessible parking spaces in contracts
• Approved the Joint Annual Accessibility Status Report 2022 and forwarded it to Elgin County Council

Regular Council Meeting

Council is reviewing several administrative reports regarding long-term care agreements and human resources policies. The meeting includes discussions on city-county shared services and a request from the Town of Aylmer regarding a special reserve for payment-in-lieu funds.

• By-Law No. 23-16 to amend the speed zone on Lyons Line
• Long-Term Care Home Service Accountability Agreement (LSAA) and Multi-Sector Service Accountability Agreement (MSAA)
• Amended HR Policy 8.20 regarding Safety Equipment & Programs
• Town of Aylmer resolution to establish a special reserve for historical Payment-In-Lieu funds
• 2022 County Road Maintenance Agreement financial reporting

Council authorized staff to sign two service accountability agreements with Ontario Health for long-term care and multi-sector homes. They also approved updates to infection control policies and an amendment to the HR policy regarding safety equipment. Additionally, a new 60km/hr speed zone was established on Lyons Line.

• Authorized signing of Long-Term Care Service Accountability Agreement (LSAA) for April 1, 2023 - March 31, 2024
• Authorized signing of Multi-Sector Service Accountability Agreement (MSAA) for April 1, 2023 - March 31, 2024
• Approved updates to Homes Administration and Infection Prevention and Control Policy Manual
• Approved HR Policy 8.20 amendment providing up to $200 annually for certified safety footwear
• Passed By-Law No. 23-16 establishing a 60km/hr zone on County Road 73 (Lyons Line)
• Appointed Deputy Warden Jones to the Southwestern Public Health Board of Health
• Directed staff to provide follow-up reports on Payments-in-Lieu and TVDSB development charges
• Directed staff to draft a resolution regarding Bill 5 - Stopping Harassment and Abuse by Local Leaders Act

Regular Council Meeting

Council will review the 2023 Budget By-Law and several contract awards for infrastructure and equipment. The meeting includes discussions on long-term care quality plans and a parking by-law amendment for Bridge Street.

• By-Law No. 23-12 Budget
• Tender awards for Phillmore Bridge Deck Replacement, Elgin Manor Boiler Replacement, and Terrace Lodge Air Handling Unit/Condenser Replacement
• Contract award for Emergency Response Vehicle (ERV) Replacement
• By-Law No. 23-14 Parking By-Law Amendment for Bridge Street in Port Stanley
• Draft Plan Approval for Subdivision File No. 34T-BA2201

Council finalized the 2023 budget process and approved several infrastructure and service contracts. Key actions included awarding a bridge replacement contract and approving a new IT services agreement. The council also updated parking regulations for Bridge Street in Port Stanley.

• Adopted 2023 Budget By-Law 23-12
• Awarded Phillmore Bridge Deck Replacement to Lancoa Contracting Inc. for $1,991,709.10
• Approved 3-year Managed ITS Agreement with Stronghold Services Corporation for approx. $719,940.00 per year
• Awarded Elgin Manor Boiler Replacement to Stonehouse Mechanical Ltd. for $91,000.00
• Awarded Terrace Lodge Air Handling Unit/Condenser Replacement to Cimco Refrigeration for $184,000.00
• Approved contract for two Emergency Response Vehicles from Rowland Emergency Vehicle Products Inc.
• Amended By-Law 20-05 to establish 3-hour limited parking on Bridge Street (CR 4)
• Appointed Councillor Jones as Deputy Warden for the remainder of 2023

Terrace Lodge Redevelopment Fundraising Committee

The committee is meeting to elect a chair and treasurer and review the 2022 annual report. Members will discuss fundraising strategies for 2023 and receive updates on donations and item purchasing.

• Election of Chair and Treasurer
• Review of Terms of Reference (January 2023)
• Considerations for the 2022 Annual Report
• Discussion of 2023 preliminary fundraising ideas
• Closed meeting item regarding Donor Outreach Update

The Terrace Lodge Redevelopment Fundraising Committee elected a Chair and Treasurer and approved the 2021 report format for the 2022 annual report. Members discussed updating promotional materials and identified potential 2023 fundraising opportunities, including a partnership with the Springfield Swans Beef Dinner.

• Elected Councillor Dominique Giguère as Chair
• Appointed Sarah Leitch as Treasurer
• Approved the March 20, 2023 meeting agenda
• Adopted the October 3, 2022 meeting minutes
• Consented to use the 2021 fundraising report format for the 2022 report
• Agreed to update the purchasing spreadsheet to track required, funded, and purchased items

Regular Council Meeting

Council is meeting to discuss the 2023 Budget and award tenders for asphalt paving and recycling. The session includes a presentation on property assessment from MPAC and a progress report on library fines.

• 2023 Budget presentation and document
• Tender awards for Cold In-Place Asphalt Recycling (No. 2023-T01) and Hot Mix Asphalt Paving (No. 2023-T02)
• Review of By-Law EC-1 Parking By-Law
• 2023 Terrace Lodge Redevelopment Fundraising Committee appointments
• Property tax relief request for Vienna Lions Community Centre

Council approved two major road construction tenders and authorized the elimination of library overdue fines by late 2024. The board also appointed members to the Terrace Lodge Redevelopment Fundraising Committee and maintained the 2023 Farm Tax Ratio at 23%.

• Awarded $8,285,375.80 Hot Mix Asphalt Paving contract to Brantco Construction
• Awarded $2,482,881.26 Cold In-Place Asphalt Recycling contract to Roto-Mill Inc.
• Approved elimination of all library overdue fines effective December 31, 2024
• Maintained Farm Tax Ratio at 23% for the 2023 Tax year
• Appointed 6 members to the Terrace Lodge Redevelopment Fundraising Committee (2023-2026)
• Authorized Access and Use Agreement with Municipality of Central Elgin for asphalt stockpiling at 42343 Fruit Ridge Line
• Deferred property tax relief request for Vienna Lions Community Centre
• Directed staff to seek expanded skilled trade definitions and Construction Fund Subsidy at the Good Roads Conference

Terrace Lodge Redevelopment Steering Committee

This is a procedural meeting of the Terrace Lodge Redevelopment Steering Committee. The agenda includes approval of minutes and a closed session for verbal contract negotiations. No substantive decisions or public reports are listed.

• Closed meeting item: General Manager of Engineering, Planning & Enterprise/Deputy CAO - Contract Negotiations (verbal)

The Committee decided to keep the existing $25,000 threshold for staff-approved project change orders. Staff are gathering information on a potential $28,000 change order for a paging system to be reported at a future meeting.

• Maintained $25,000 staff approval limit for project change orders
• Requested regular updates on required project change orders
• Approved agenda for March 14, 2023 meeting
• Adopted minutes from February 28, 2023 meeting
• Received report from Chief Administrative Officer regarding contract negotiations

Terrace Lodge Redevelopment Steering Committee

The committee is meeting to receive an overview and progress update regarding the Terrace Lodge Redevelopment. The session includes a closed meeting to discuss contract negotiations.

• Chief Administrative Officer report on Terrace Lodge Redevelopment Steering Committee Overview
• General Manager of Engineering, Planning & Enterprise project update on Terrace Lodge Redevelopment
• Closed meeting regarding contract negotiations

The committee appointed a chair for 2023 and received presentations regarding the Terrace Lodge Redevelopment Project. A confidential report on contract negotiations was received for information during a closed session.

• Appointed Warden Ed Ketchabaw as Committee Chair for 2023
• Approved February 28, 2023 meeting agenda
• Adopted January 4, 2022 meeting minutes
• Received and filed Terrace Lodge Redevelopment Project Overview Presentation
• Received and filed Terrace Lodge Redevelopment Project Update report
• Received confidential report on contract negotiations for information

Regular Council Meeting

Elgin County Council will hear a presentation on the 2023 budget, including public engagement results and options for the budget. Council will also consider reports on long-term care home service agreements, tourism initiatives, and committee appointments. A closed session is scheduled for contract negotiations and a personnel matter.

• 2023 Budget Public Engagement and Options Presentation
• Long-Term Care Home Service Accountability Agreement (L-SAA) – Schedule E declarations for Bobier Villa, Elgin Manor, and Terrace Lodge
• Tourism Cruiser presentation
• Joint Accessibility Advisory Committee (JAAC) appointments
• Closed session: contract negotiations and organizational update (personnel matter)

Council directed staff to finalize the 2023 budget using a specific option that maintains project deferrals and allocates $245,000 to the capital reserve fund. Other decisions included the purchase of a new tourism vehicle and appointments to the Joint Accessibility Advisory Committee.

• Directed staff to prepare final 2023 budget reflecting option 1b (Motion Carried)
• Authorized purchase of 2023 Honda CRV LX as tourism cruiser for up to $40,000 (Motion Carried)
• Appointed George Corrin, Jenn Salverda, and Tom Marks to Joint Accessibility Advisory Committee for 2023-2026 (Motion Carried)
• Authorized Warden and CAO to sign Long-Term Care Home Service Accountability Agreement Schedule E for 2022 (Motion Carried)
• Directed staff to provide follow-up report on parking on Bridge St. in Port Stanley (Motion Carried)
• Directed staff to arrange a delegation from Southwestern Public Health regarding 2023 initiatives (Motion Carried)

Rural Initiatives and Planning Advisory Committee

The Rural Initiatives and Planning Advisory Committee will elect a chair and review two major items: a Community Grant Program overview and the draft Elgin County Official Plan. The meeting includes adoption of minutes from July 2022 and discussion of the Official Plan review.

• Election of Chair for the committee
• Chief Administrative Officer presenting the 2023 Elgin County Community Grant Program
• General Manager of Engineering, Planning & Enterprise presenting the draft Elgin County Official Plan for review
• Adoption of minutes from July 12, 2022

The Rural Initiatives and Planning Advisory Committee endorsed the Draft Elgin County Official Plan. Staff were directed to begin technical circulation and public posting before submitting a final version to County Council.

• Elected Warden Ed Ketchabaw as Chair for 2023
• Endorsed the Draft Elgin County Official Plan
• Directed staff to begin technical circulation and public posting of the draft official plan
• Directed staff to submit the Draft Official Plan to County Council after incorporating feedback from circulation and posting

Special Council Meeting

This special council meeting is primarily procedural. The agenda includes a closed session to discuss a property matter with the General Manager of Engineering, Planning & Enterprise/Deputy CAO.

• Closed meeting item: Property Matter (walk-on)
• By-Law No. 23-09 Confirm Proceedings

Council met in a special session to review a confidential property matter. The only substantive action taken was to receive a report from the General Manager of Engineering, Planning & Enterprise/Deputy CAO for information.

• Received confidential report from General Manager of Engineering, Planning & Enterprise/Deputy CAO for information
• Passed By-Law No. 23-09 to confirm proceedings

Regular Council Meeting

Elgin County Council is meeting to discuss proposed project deferrals for 2023 and a non-union economic adjustment by-law. The body will also review a subdivision draft plan for the Municipality of Bayham and a request to rescind the COVID-19 vaccination verification policy.

• By-Law No. 23-07: Non-Union Economic Adjustment
• Draft Plan Approval for Municipality of Bayham, File No. 34T-BY2201
• Recommendation to rescind HR Policy 8.390 (COVID-19 Vaccination Verification Policy)
• Proposed 2023 Deferrals
• Local Municipality Road Maintenance Agreement Additional Administration Fee

Council granted draft plan approval for a subdivision in the Municipality of Bayham and rescinded the COVID-19 Vaccination Verification Policy. The board also approved $47,234 for temporary clerical support for Long-Term Care homes and passed a by-law for non-union economic remuneration rates.

• Approved draft plan for CJDL Engineering Ltd. subdivision (File No. 34T-BY2201)
• Rescinded HR Policy 8.390 - COVID-19 Vaccination Verification Policy
• Approved $47,234 for temporary part-time clerical support for Long-Term Care homes
• Requested Municipality of Central Elgin waive $13,524.42 in administrative fees
• Passed By-Law No. 23-07 regarding non-union economic adjustment remuneration rates
• Approved Land Assembly Project proceedings (7-2)
• Directed staff to review Parking By-Law with local municipal partners
• Tabled Tourism Cruiser and 2023 project deferrals for follow-up reports

Regular Council Meeting

Council is meeting to discuss the 2023 proposed budget and non-union economic adjustments. The body will also consider a procedural by-law for the Land Division Committee and an easement for the John Street Bridge Culvert.

• Budget Deliberations - Meeting #2 regarding the 2023 Proposed Budget
• By-Law No. 23-05 Land Division Committee Procedural By-Law
• Easement for the John Street Bridge Culvert
• 2023 Non-Union Economic Adjustment Recommendation
• Elgin County Standard Contract Documents - Supplemental Specifications

Council approved a 2.5% economic adjustment for non-union employees and passed a procedural by-law for the Land Division Committee. The 2023 proposed budget was adjusted, with public consultation on roundabout savings scheduled for February 1 to 14, 2023.

• Approved 2.5% non-union economic adjustment effective first full pay period of 2023 (8-0)
• Approved adjustments to 2023 proposed budget and public consultation on roundabout savings (8-0)
• Passed By-Law 23-05 regarding Land Division Committee procedures (8-0)
• Authorized easement for John Street Bridge Culvert in Aylmer (8-0)
• Received and filed report on Elgin County Standard Contract Documents (8-0)
• Directed staff to follow-up on correspondence regarding COVID-19 vaccination policy for Long-Term Care Homes (8-0)
• Instructed legal counsel to proceed regarding Financial Services contract negotiations
• Directed staff to proceed with IT Services and EMS contract negotiations

Special Council Meeting

Elgin County Council is meeting to discuss and decide on appointments for the Land Division Committee for a four-year term. The meeting also includes the consideration of two by-laws.

• Land Division Committee Appointments (4-Year Term)
• By-Law No. 23-03 - Land Division Committee Appointment
• By-Law No. 23-04 Confirming Actions and Proceedings

Council appointed seven representatives to the Elgin County Land Division Committee for the 2022-2026 term. The council also enacted By-Law 23-03 to formalize these appointments and repeal a previous by-law.

• Appointed seven members to the Land Division Committee for the 2022-2026 term (Motion Carried)
• Enacted By-Law 23-03 to appoint the Land Division Committee and repeal By-Law No. 20-10 (Motion Carried)
• Passed By-Law No. 23-04 confirming proceedings of the January 12, 2023 meeting (Motion Carried)

Regular Council Meeting

Elgin County Council will decide on approving the Municipality of Central Elgin's Official Plan, award a tender for the Centennial Road/Elm Line roundabout construction, and receive the 2023 budget presentation. The agenda also includes reports on committee appointments, procurement, accessibility, and policy updates, as well as correspondence on provincial housing legislation and lower-tier representation.

• Approval of the Official Plan for the Municipality of Central Elgin
• Tender award for Centennial Road/Elm Line roundabout construction
• 2023 Budget Deliberations Presentation
• Community Paramedicine Agreement with Medavie EMS Elgin Ontario Inc.
• Commercial lease approval for Medavie EMS at Elgin County Administration Building (Suite 153)

Elgin County Council awarded a construction contract for the Centennial Road and Elm Line roundabout and approved the Official Plan for the Municipality of Central Elgin. Council also authorized a new community paramedicine agreement and lease with Medavie EMS Elgin Ontario Inc.

• Approved $1,784,314.94 contract to L82 Construction Ltd. for Centennial Road / Elm Line Roundabout
• Approved the Official Plan for the Municipality of Central Elgin (By-law 2732)
• Approved new Community Paramedicine Agreement with Medavie EMS Elgin Ontario Inc.
• Approved commercial lease for Medavie EMS Elgin Ontario Inc. at 450 Sunset Drive (Suite 153)
• Passed By-Law 23-01 defining mandate and procedures for Council Committees
• Approved updates to Homes and Seniors Services Administration and Infection Prevention and Control policies
• Approved amendments to Joint Accessibility Advisory Committee Terms of Reference
• Endorsed the Wonderland Road, Ron McNeil Line, Ford Road and Highway 3 Environmental Assessment draft