Elgin County public meetings in 2023
16 substantive meetings from 2023, with official agendas or minutes and plain-English summaries.
Regular Council Meeting
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 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
Human Resources Committee
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
Rural Initiatives and Planning Advisory Committee
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
Regular Council Meeting
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 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 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
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
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
Regular Council Meeting
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
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 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
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 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 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
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