Elgin County public meetings in 2024

Terrace Lodge Redevelopment Fundraising Committee

The Terrace Lodge Redevelopment Fundraising Committee is meeting to review financial updates and plan the final campaign report for January 2025. The body is considering the details of a donor recognition event scheduled for May 2025 and the governance of funds for purchases.

• Discussion of a Donor Recognition Event in May 2025
• Proposal for permanent plaques for donations of $10,000+
• Review of 2024 tax receipts and donor thank you cards
• Consideration of governance of funds and decision-making on purchases
• Planning for a final report in January 2025 including total funds raised

Regular Council Meeting

Elgin County Council will meet to adopt emergency management bylaws, approve the West Elgin Official Plan, and consider various committee reports and by-law amendments.

• Approval of West Elgin Official Plan
• Emergency Management Bylaw and Plan Update
• By-Law No. 24-45 Fees and Charges By-Law Amendment
• By-Law No. 24-44 To Appoint ADR Chambers Inc
• Village of Fingal Reconstruction Contract Award

Elgin County Council approved the West Elgin Official Plan, repealing the 2008 plan and adopting the 2023 version with modifications. Council also awarded a $628,039 engineering contract for the Village of Fingal Reconstruction project to AECOM Canada Ltd. and approved several by-laws, including parking restrictions and an emergency management plan.

• Approved West Elgin Official Plan, repealing By-law 2008-13 and approving By-law 2023-75 with modifications
• Awarded $628,039 engineering contract for Village of Fingal Reconstruction to AECOM Canada Ltd.
• Awarded Integrity Commissioner and Closed Meeting Investigator contract to ADR Chambers Inc. (Jan 2025-May 2027)
• Approved parking restrictions on St. George Street (1,290m) and Fulton Street (190m) via By-law 24-42
• Dissolved Elgin County Museum Advisory Committee
• Approved new one-year lease with Ontario Clean Water Agency for Suites 305 and 370 at $41,202 annual rent
• Approved planning services agreement for county staff to serve local municipalities
• Passed By-law 24-43 adopting Emergency Management Program and Emergency Response Plan

Land Division Committee

The agenda contains no listed items. No decisions or discussions are recorded.

Warden's Election

The Elgin County Council will hold its annual Warden's Election on December 10, 2024. Candidates will speak in alphabetical order and the council will proceed with the election by ballot or resolution. The meeting will also include the signing of the Declaration of Office, a gowning ceremony, a presentation by the past Warden, and a possible resolution to destroy the ballots.

• Election of Warden – candidates speak and a ballot or resolution will select the Warden
• Administration and signing of the Declaration of Office
• Gowning ceremony for the new Warden
• Presentation by past Warden (Chain of Office, Lord Elgin Watch, Gavel)
• Resolution to destroy the ballots (if required)

Council elected Councillor Grant Jones as the 2025 Elgin County Warden by secret ballot, defeating Councillor Mark Widner. Councillor Ed Ketchabaw was appointed Deputy Warden. The meeting also approved destroying the ballots and recessed to December 12.

• Elected Grant Jones as 2025 Warden (secret ballot)
• Appointed Ed Ketchabaw as 2025 Deputy Warden
• Approved destruction of ballots (motion carried)
• Approved recess to December 12, 2024, 9:00 a.m. (motion carried)

Land Division Committee

The Elgin County Land Division Committee will consider three consent applications for land division: E 87‑24 from Claire Burks (50275 Wilson Line, Township of Malahide), E 89‑24 from David Roe (49888 Nova Scotia Line, Township of Malahide), and E 90‑24 from James Murray (27685 Marsh Line, Municipality of Dutton Dunwich). The agenda also includes routine items such as call to order, minutes, correspondence, and setting the date for the next meeting.

• Consent Application E 87‑24 – Claire Burks, 50275 Wilson Line, Township of Malahide
• Consent Application E 89‑24 – David Roe, 49888 Nova Scotia Line, Township of Malahide
• Consent Application E 90‑24 – James Murray, 27685 Marsh Line, Municipality of Dutton Dunwich

Regular Council Meeting

Elgin County Council will consider an amendment to the County Planning Application Fees. The council will also review the Draft Plan of Subdivision 34T‑WE2301 on Queen’s Line in West Elgin and the Official Plan Amendment No. 38 for Snow Street in Bayham. A procedural by‑law amendment (By‑Law No. 24‑40) to set the inaugural meeting and election of the Warden will be considered, along with the General Insurance and Risk Management Services Program for 2025.

• County Planning Application Fees Amendment (attachment: County Planning application fees amendment.pdf)
• Draft Plan of Subdivision 34T‑WE2301, Lot 30, Queen’s Line, West Elgin (attachments: plan PDF and maps)
• Municipality of Bayham Official Plan Amendment No. 38 for part of Snow Street (attachments: OPA report and maps)
• By‑Law No. 24‑40 Procedural By‑Law Amendment – inaugural meeting and election of Warden (attachment: Procedural By‑Law Wardens Election Amendment - By‑Law 24‑40.pdf)
• General Insurance and Risk Management Services Program for 2025 (attachments: program report and premium comparison)

Council approved the 2025 General Insurance and Risk Management Services Program with Marsh Canada Limited at an annual premium of $618,652 plus taxes, effective December 15, 2024 to December 15, 2025. They also granted draft plan approval for a subdivision in West Elgin, approved Official Plan Amendment No. 38 for Bayham, and increased planning fees. A motion requesting provincial relief for OPP billing increases was defeated.

• Approved 2025 insurance program with Marsh at $618,652 premium (carried)
• Granted draft plan approval for subdivision 34T-WE2301 in West Elgin (carried)
• Approved Official Plan Amendment No. 38 for Bayham (carried)
• Approved planning fee increases, amendment to By-Law 24-26 to come later (carried)
• Adopted new corporate Mission, Vision, Values, and Strategic Plan (carried)
• Supported Toronto resolution opposing Bill 212 Highway Traffic Act amendments (carried)
• Continued administrative support for Elgin OPP Detachment Board until March 31, 2025 (carried)
• Defeated motion requesting reduction/relief for 2025 OPP billing increases (defeated)

Finance Committee

The Finance Committee meeting on November 20, 2024 will address routine items such as call to order, agenda approval, and adoption of minutes. A report will be given by the Director of Financial Services/Treasurer about the 2025 Budget Open House. The committee will also consider other business, correspondence, and a motion to rise and report before adjourning.

• Report/briefing – Director of Financial Services/Treasurer: 2025 Budget Open House

The Finance Committee approved incorporating feedback into the 2025 Budget Open House presentation, adding FAQs, levy details, and prompting questions. No other substantive decisions were made; the meeting was otherwise procedural.

• Approved agenda as presented
• Adopted minutes of October 8, 2024 Budget Committee meeting
• Approved incorporating feedback into 2025 Budget Open House presentation
• Adjourned at 2:00 p.m.

Homes Committee of Management

The Elgin County Homes Committee of Management will meet to approve minutes from August and review long-term care operational updates for the period of July 1 to September 30, 2024.

• Approval of August 2024 meeting minutes
• Review of Long-Term Care Director's Update
• Review of Long-Term Care Operational Report

The Elgin County Homes Committee of Management approved the meeting agenda, adopted previous minutes from August 13, 2024, and received operational and director update reports for the county's three long-term care homes covering July 1 to September 30, 2024. The meeting was adjourned at 12:11 p.m.

• Approved November 12, 2024 agenda
• Adopted August 13, 2024 minutes
• Received and filed Long-Term Care Director's Update (July 1 - Sept 30, 2024)
• Received and filed Long-Term Care Operational Report (July 1 - Sept 30, 2024)
• Adjourned meeting at 12:11 p.m.

Regular Council Meeting

Elgin County Council will meet to discuss infrastructure projects, including a bridge rehabilitation contract and a software feasibility study. The body will also review the 2025 meeting schedule and updates to Warden election procedures.

• Mapleton Bridge Rehabilitation (Tender No. 2024-T34) contract award
• Asset and Work Order Management Software System feasibility study
• Elgin County Fire Radio Communications System presentation
• Updates to Warden’s Election Procedures (By-Law 24- NL)
• Whites Station Lease (closed meeting item)

Council awarded the Mapleton Bridge Rehabilitation contract to Facca Incorporated for $828,000, including a $75,000 contingency, and authorized signing. It also approved a $30,000 feasibility study for a county-wide work order software system, appointed Carleen Green to the accessibility committee, and approved the 2025 meeting schedule. Staff were directed to prepare delegation materials for the ROMA conference and to draft by-law changes for warden election procedures.

• Awarded Mapleton Bridge Rehabilitation (Tender 2024-T34) to Facca Incorporated for $828,000
• Approved $30,000 feasibility study for county-wide work order software system
• Appointed Carleen Green to Joint Accessibility Advisory Committee
• Approved 2025 County Council meeting schedule
• Directed staff to prepare ROMA delegation materials on public health, diesel sensor overrides, and psych lands development
• Directed staff to draft by-law amendments for warden election procedures
• Adopted closed meeting minutes and directed appraisal of #42343 Fruit Ridge Line for potential sale
• Passed By-Law 24-39 to confirm proceedings

Special Council Meeting

Elgin County Council will hold a Special Council Meeting to discuss strategic planning and review committee recommendations. The meeting will not be livestreamed.

• Strategic planning session with 2WA Consulting
• Committee of the Whole recommendations
• By-Law No. 24-38 confirmation
• Public presentations and delegations
• Closed meeting items

The meeting was a special session focused on strategic planning, with a consultant presenting draft Mission, Vision, Values, and Strategies for feedback. No substantive decisions were made; the only formal action was adopting By-Law No. 24-38 to confirm the meeting's proceedings.

• Adopted By-Law No. 24-38 confirming proceedings (carried)
• Moved into Committee of the Whole for strategic planning discussion (carried)
• Adopted recommendations from Committee of the Whole (carried)

Land Division Committee

The agenda for the Elgin County Land Division Committee on 2024-10-23 contains no listed items. The document appears to be procedural boilerplate with no decisions or discussions recorded.

Regular Council Meeting

Elgin County Council will consider confirming By-Law No. 24‑37. The meeting also includes reports on the Warden’s activity, finance committee terms of reference, and a 2023 investment summary. Staff will present updates to the Procedural By‑Law (19‑41) and discuss a petition from Good Roads about an Ontario Rural Road Safety Program. Provincial funding for outdoor spaces in the county will be reviewed.

• By‑Law No. 24‑37 Confirmation
• Letter from Good Roads requesting support for an Ontario Rural Road Safety Program
• Provincial Funding for Outdoor Spaces in Elgin County
• Recommended updates to the Procedural By‑Law (19‑41)
• Updated Finance Committee Terms of Reference

Council approved evolving the Budget Committee into a Finance Committee with a broader mandate and adopted its amended Terms of Reference, including all councillors as members. It also authorized the Elgin County Library to accept a $36,300 provincial grant for outdoor accessibility projects. Council received the 2023 Investment Summary Report and directed staff to incorporate feedback into a draft Procedural By-Law update. A resolution supporting an Ontario Rural Road Safety Program was passed.

• Approved evolution of Budget Committee to Finance Committee with broader mandate (carried)
• Adopted amended Finance Committee Terms of Reference including all councillors (carried)
• Authorized Elgin County Library to accept $36,300 provincial grant for outdoor accessibility (carried)
• Received and filed 2023 Investment Summary Report (carried)
• Directed staff to incorporate feedback into draft Procedural By-Law update (carried)
• Passed resolution requesting Ontario implement rural road safety program (carried)
• Approved By-Law 24-37 confirming proceedings (carried)

Joint Accessibility Advisory Committee

The Elgin/Central Elgin Joint Accessibility Advisory Committee will meet to review the 2024 Annual Accessibility Report and consider applications for new committee members. The public can watch the meeting via a provided link.

• Manager of Human Resources to present 2024 Annual Accessibility Report
• Consideration of new member applications for the committee
• Meeting held in Council Chambers at 450 Sunset Drive, St. Thomas

The Joint Accessibility Advisory Committee approved its agenda and adopted the July 9, 2024 minutes. It received a verbal update on the 2024 Annual Accessibility Status Report, noting it will likely come to the committee in early 2025. The committee also recommended that the County of Elgin and Central Elgin councils appoint Carleen Green to the committee.

• Approved agenda as presented
• Adopted July 9, 2024 minutes
• Recommended appointment of Carleen Green to the Joint Accessibility Advisory Committee

Growth Planning Steering Committee

The Growth Planning Steering Committee will approve its agenda, adopt minutes from the previous meeting, and disclose any pecuniary interests. It will consider delegations, receive reports and other business, and review the closed meeting minutes from August 8, 2024. The committee will also move to rise and report and set the date for its next meeting.

• Approval of the agenda
• Adoption of minutes
• Disclosure of pecuniary interest
• Review of closed meeting minutes – August 8, 2024
• Motion to rise and report

The Growth Planning Steering Committee met on October 18, 2024 and approved its agenda and the minutes of its August 8, 2024 meeting. It then moved into a closed meeting under the Municipal Act to discuss the August 8, 2024 closed meeting minutes and a verbal item on Sunset Provincial Lands. After rising, the committee adopted the August 8 closed minutes and resolved that staff proceed as directed on Sunset Provincial Lands. No public reports, delegations, or other business were recorded.

• Approved the October 18, 2024 agenda (moved Jones, seconded Noble; carried)
• Adopted the minutes of the August 8, 2024 meeting (moved Giguère, seconded Jones; carried)
• Moved into closed session under Municipal Act Section 239(2)(h) for closed meeting minutes and Sunset Provincial Lands (moved Jones, seconded Noble; carried)
• Adopted the August 8, 2024 Closed Meeting Minutes (moved Jones, seconded Noble; carried)
• Resolved that staff proceed as directed on Sunset Provincial Lands (moved Giguère, seconded Noble; carried)
• Adjourned at 3:37 p.m. to meet again at the call of the Chair (moved Jones, seconded Giguère; carried)

Regular Council Meeting

Council will consider contract awards for road and culvert work and review the 2023 year-end financial statements. The meeting also includes a discussion on a new county website and a planning amendment for the Municipality of Bayham.

• Contract award for Glen Erie Line Slope Rehabilitations
• Contract award for Calton Line Culvert Replacement (Tender No. 2024-T28)
• Municipality of Bayham Official Plan Amendment No. 37 for 55942 Maple Grove Line
• Review of 2023 Year End and Financial Statement Review
• Extension of agreement for Integrity Commissioner and Closed Meeting Investigator Services

Elgin County Council awarded engineering and construction contracts for slope rehabilitation and culvert replacement, approved the 2023 financial statements, and authorized a population projection study update. Council also approved a new grant and sponsorship policy for the 2025 budget process and deferred the 2023 annual investment report.

• Awarded Glen Erie Line slope rehabilitation engineering contract to Planmac Engineering Inc. for $252,151.00
• Awarded Calton Line culvert replacement tender to Cassidy Construction London Ltd. for $474,779.50
• Approved Municipality of Bayham Official Plan Amendment No. 37 at 55942 Maple Grove Line
• Approved hiring Hemson Consulting Ltd. to update population and employment projections
• Issued RFP for Integrity Commissioner and Closed Meeting Investigator services for a 2.5-year term ending May 31, 2027
• Approved Grant and Sponsorship Policy 05-06 (2) for use during the 2025 budget process
• Approved 2023 Financial Statements and authorized publication
• Deferred the Investments 2023 Annual Report for additional information

Finance Committee

The Elgin County Finance Committee meeting on October 8, 2024 will handle standard agenda items such as call to order, approval of agenda, and adoption of minutes. It will receive reports on the committee's terms of reference and a discussion of budget public open houses. The committee will also consider any other business, correspondence, and closed‑meeting items before adjourning.

• Report – Chief Administrative Officer/Clerk – Finance Committee Terms of Reference
• Report – Chief Administrative Officer/Clerk – Budget Public Open Houses Discussion
• Closed Meeting Items

The Budget Committee voted to evolve into a Finance Committee with an expanded mandate. This recommendation will be forwarded to the County Council for final adoption. The committee also discussed plans for three upcoming public budget open houses.

• Approved agenda (Carried)
• Adopted June 11, 2024 minutes (Carried)
• Recommended Finance Committee transition to County Council (Carried)
• Adopted Finance Committee Terms of Reference (Carried)
• Adjourned meeting at 11:48 a.m. (Carried)

Special Council Meeting

The Elgin County Council special meeting on Oct 2, 2024 will review and vote on the confirmation of By‑Law No. 24‑35. Staff will present input on the Elgin County Strategic Plan, covering mission, vision, values and strategy. The meeting also includes standard items such as petitions, a Committee of the Whole, and notices of motion.

• Confirmation of By‑Law No. 24‑35
• Presentation of Elgin County Strategic Plan staff input (Mission, Vision, Values, Strategy)
• Presentation of petitions, presentations and delegations
• Committee of the Whole discussion
• Notice of Motion and matters of urgency

The special meeting was largely procedural, with Council moving into Committee of the Whole to discuss the draft strategic plan. No formal decisions were made; the group will meet again to review collated feedback. The only binding action was passing a by-law to confirm the meeting's proceedings.

• Moved into Committee of the Whole to discuss strategic plan (carried)
• Adopted recommendations from Committee of the Whole (carried)
• Passed By-Law 24-35 to confirm proceedings (carried)

Regular Council Meeting

Elgin County Council will consider confirming By‑Law No. 24‑34. The meeting includes reports on ambulance vehicle replacements for 2025‑2026, proposed modifications to the Provincial Planning Statement, and participation in the REDI pilot program. Presentations from economic development, emergency management, and policing officials are also on the agenda.

• By‑Law No. 24‑34 Confirmation
• Ambulance Vehicle Replacements for 2025 and 2026 – Sole Source
• Proposed Provincial Planning Statement Official Plan Modifications
• Participation in the Regional Economic Development through Immigration (REDI) Pilot
• Community Safety and Policing Act – OPP Detachment Board Transition

Elgin County Council approved several staff recommendations, including purchasing two ambulances and related equipment for 2025-2026, revising Heritage Centre operating hours, endorsing Official Plan modifications, and directing staff to assist the new Elgin OPP Detachment Board. Council also declined participation in the REDI immigration pilot and passed a resolution urging continued provincial funding for Southwest Community Transit. All motions carried unanimously.

• Approved submission of second Legacy Wells funding application (carried)
• Revised Heritage Centre hours: May-Thanksgiving Tue-Sat 10-4; Thanksgiving-Apr Mon-Fri 10-4 (carried)
• Endorsed Official Plan modifications to align with Provincial Planning Statement (carried)
• Declined REDI Pilot participation, expressed interest later (carried)
• Directed staff to assist Elgin OPP Detachment Board with inaugural meeting and offer ongoing admin help (carried)
• Authorized purchase orders for two ambulances ($478,046) and Stryker equipment ($152,890) for 2025, plus 2026 purchases (carried)
• Approved resolution urging province to continue funding Southwest Community Transit beyond March 2025 (carried)
• Approved lease renewals for County Administration Building suites (carried)

Regular Council Meeting

Council will review reports on library performance and potential expansions in Rodney and West Lorne. The meeting includes discussions on centralized planning services, a new tourism wayfinding strategy, and a grant and sponsorship policy.

• Rodney Library relocation support and West Lorne Library expansion opportunity
• Elgin County Centralized Planning Services report
• Tourism Wayfinding Strategy and Elgin Wayfinding Policy
• Grant and Sponsorship Policy review
• By-Law No. 24-32 for the appointment of Land Division Secretary

Council affirmed support in principle for expanding the West Lorne Library by up to 1,000 square feet, subject to the County's Library Branch Construction Policy, and directed staff to work with West Elgin on a Letter of Intent. Council also supported West Elgin's process to relocate the Rodney Library, endorsed the Planet Youth model, replaced the Tourism Signage Policy with a new Wayfinding Strategy, and deferred a decision on centralized planning services pending feedback from local municipalities. Several correspondence items were supported, including a flag raising for Welcoming Week and resolutions on federal funding and long-service medals.

• Approved support in principle for West Lorne Library expansion up to 1,000 sq ft
• Approved support for West Elgin's Rodney Library relocation process
• Endorsed Planet Youth model for substance use prevention
• Replaced Tourism Signage Policy with revised Wayfinding Strategy
• Deferred centralized planning services decision pending municipal feedback
• Approved flag raising for Welcoming Week on Sept 24, 2024
• Supported Quinte West resolution to double Canada Community-Building Fund allocations
• Supported Bradford West Gwillimbury resolution for long-service medals for police and paramedics

Terrace Lodge Redevelopment Steering Committee

The Terrace Lodge Redevelopment Steering Committee will receive briefings on the latest construction cost figures, the August 2024 project progress including family‑suite HVAC work, and Phase 3 kitchen servery cooling. A motion to rise and report will be considered, and closed‑meeting minutes from June 25, 2024 will be reviewed. No formal approvals or policy changes are listed on the agenda.

• Construction Costs Update – August 20, 2024
• August 2024 Project Update and Family Suite HVAC
• Phase 3 Kitchen Servery Cooling
• Motion to Rise and Report
• Closed Meeting Minutes – June 25, 2024

Regular Council Meeting

Elgin County Council will consider and vote on the confirmation of By‑Law No. 24‑31. The meeting also includes presentations and reports on economic development, housing services, transportation planning, and procurement activities. Items for information and public comments are listed, and the council will address any motions or urgent matters raised by members.

• By‑Law No. 24‑31 Confirmation (attachment: confirmation.pdf)
• Terrace Lodge Pool licence agreement with YWCA (attachments: Homes - Terrace Lodge Pool Agreement.pdf; Licence Agreement - YWCA and Terrace Lodge Final.pdf)
• Transportation Master Plan – Project Resumption (attachment: Transportation Master Plan - Project Resumption.pdf)
• 2024 Business Retention and Expansion Program – Final Report and Action Plan (attachments: 2023-2024 Business Retention and Expansion Program - Final Report and Action Plan.pdf; BR and E Final Report.pdf)
• Procurement Activity Report Q2 (April 1 – June 30 2024) (attachment: Procurement Activity Report Q2 - April 1, 2024 to June 30, 2024.pdf)

Council approved a scope change order for Arcadis Professional Services to resume the Transportation Master Plan, adding $109,641 (plus HST) to the original contract and approving a $75,000 budget shortfall for the 2025 Capital Budget. They also endorsed the 2024 Business Retention and Expansion Program Report and Action Plan, authorized a one-year agreement with YWCA St. Thomas-Elgin for Terrace Lodge pool use, and received several reports. All motions carried unanimously.

• Approved $109,641 scope change order for Transportation Master Plan with Arcadis
• Approved $75,000 budget shortfall for 2025 Capital Budget
• Endorsed 2024 Business Retention and Expansion Program Report and Action Plan
• Authorized one-year agreement with YWCA St. Thomas-Elgin for Terrace Lodge pool
• Received and filed Warden's Activity Report July 2024
• Received and filed Procurement Activity Report Q2 2024
• Received and filed Emergency Management & Civil Protection Act feedback report
• Adopted By-Law No. 24-31 confirming proceedings

Homes Committee of Management

The Homes Committee of Management will receive a Director’s Update and an Operational Report covering long‑term care from April 1 to June 30, 2024. Attachments include a pre‑occupancy inspection report for Terrace Lodge, a Ministry of Labour compliance notice for Elgin Manor, and a description of the Terrace Lodge art‑therapy project for 2024. No decisions are listed; the meeting is primarily for briefing and discussion.

• Long‑Term Care Director’s Update (April 1‑June 30, 2024)
• Long‑Term Care Operational Report (April 1‑June 30, 2024)
• Terrace Lodge Pre‑Occupancy Inspection Report (April 2024)
• Elgin Manor Ministry of Labour Notice of Compliance (April 2024)
• Terrace Lodge Art Therapy Project 2024

The Homes Committee of Management met on August 13, 2024, and approved its agenda and adopted the minutes from June 25, 2024. The committee received and filed two reports from the Director of Homes and Seniors Services covering long-term care updates and operations for April 1 to June 30, 2024. No other substantive decisions were made; the meeting adjourned at 12:09 p.m.

• Approved agenda as presented (moved by Widner, seconded by Leatham)
• Adopted minutes of June 25, 2024 meeting (moved by Hentz, seconded by Couckuyt)
• Received and filed Long-Term Care Director's Update April 1-June 30, 2024 (moved by Couckuyt, seconded by Jones)
• Received and filed Long-Term Care Operational Report (moved by Widner, seconded by Leatham)

Growth Planning Steering Committee

The committee will approve the agenda, adopt the July 18, 2024 meeting minutes, and handle standard disclosures and delegations. It will review closed‑meeting minutes from July 18, 2024 and discuss a verbal item on Sunset Provincial Lands. The meeting also includes a motion to rise and report, sets the date for the next meeting, and then adjourns.

• Adoption of July 18, 2024 meeting minutes
• Review of closed‑meeting minutes (July 18, 2024)
• Sunset Provincial Lands (verbal discussion)
• Motion to rise and report
• Setting date for next meeting

Regular Council Meeting

Elgin County Council will discuss a resolution from the Municipality of Bayham proposing additional on‑street No Parking Zones. The meeting also includes reports on the East Road (CR 23) pedestrian crossing, the Calton Line (CR 45) culvert replacement, and updates to the County’s Growth Reserve Policy. Several correspondence items, such as Central Elgin’s request to explore a work‑order management software purchase, will be reviewed.

• Resolution from Bayham on additional on‑street No Parking Zones
• Correspondence from Central Elgin to explore purchase of asset and work‑order management software
• Director of Engineering Services – East Road (CR 23) Pedestrian Crossing report
• Director of Engineering Services – Calton Line (CR 45) Culvert Replacement report
• Director of Financial Services – County of Elgin Growth Reserve Policy update

Elgin County Council approved the replacement of a culvert on Calton Line in Bayham at an estimated cost of $400,000, funded from the Reserves Capital Projects account. Council also approved Official Plan Amendment No. 24 for the Township of Malahide, two new reserve policies, and directed staff on several items including a pedestrian crossing in Port Stanley and a no-parking zone in Vienna. A resolution urging the Province to address the physician shortage was carried.

• Approved Calton Line culvert replacement at $400,000 from Reserves Capital Projects (carried)
• Approved Official Plan Amendment No. 24 for Township of Malahide (carried)
• Approved Finance Policy 05-04 Reserve and Reserve Fund Policy (carried)
• Approved Finance Policy 05-05 Growth Reserve Policy (carried)
• Approved submission of application for Legacy Wells Municipal Transfer Payment Program Year 2 and 3 (carried)
• Directed staff to explore no-parking zone on Fulton Street, Vienna (carried)
• Directed staff to bring asset/work order management software discussion to CAO level (carried)
• Adopted resolution urging Province to address physician shortage (carried)

Terrace Lodge Redevelopment Fundraising Committee

The Terrace Lodge Redevelopment Fundraising Committee will receive a financial update from the Director of Financial Services. Members will review and discuss fundraising strategies, including a charity bowling tournament and other initiatives. A donor outreach update will also be presented, and a motion to rise and report will be considered.

• Fundraising Financial Update (Director of Financial Services/Treasurer)
• Charity Bowling Tournament proposal
• Discussion of other fundraising strategies
• Donor Outreach Update
• Motion to Rise and Report

The Terrace Lodge Redevelopment Fundraising Committee approved a verbal financial update, confirming $23,082 raised from the Gala and the purchase of whisper glide wheelchair swings for $21,176 via wire transfer. They discussed upcoming fundraising events, including a charity bowling tournament and a Pampered Chef campaign, and planned donor letters and website promotions. No formal decisions were made on these strategies beyond receiving the update.

• Approved agenda as presented (carried)
• Adopted June 24, 2024 minutes (carried)
• Received and filed verbal Fundraising Financial Update (carried)
• Proceeded into closed session for closed minutes and donor outreach (carried)
• Adopted June 24, 2024 closed meeting minutes (carried)
• Received confidential donor outreach update for information (carried)

Growth Planning Steering Committee

The Growth Planning Steering Committee will conduct its regular procedural business, including call to order, agenda approval, adoption of minutes, disclosures, delegations, reports, other business, and correspondence. A closed portion of the meeting will address Sunset Provincial Lands verbally. The meeting will not be livestreamed; minutes will be posted on the county website.

• Call to Order
• Approval of the Agenda
• Adoption of Minutes (May 7 and May 10 2024)
• Closed meeting discussion of Sunset Provincial Lands (verbal)
• Motion to Rise and Report

Joint Accessibility Advisory Committee

The committee will review updates to its Terms of Reference and receive a report on AccessAbility Open House feedback. Members will also hear about the completion of the Administration Building elevator project and member recruitment.

• Updates to JAAC Terms of Reference
• Administration Building Elevator Project Completion report
• AccessAbility Open House Feedback Summary
• Introduction of Human Resources Manager
• Member recruitment discussion

The Joint Accessibility Advisory Committee approved changes to its Terms of Reference for further consideration by Central Elgin and Elgin County Councils. The committee also directed staff to recruit additional members.

• Approved changes to the Joint Accessibility Advisory Committee Terms of Reference
• Directed staff to advertise for the recruitment of additional committee members
• Received verbal report on the June 1, 2024 AccessAbility Open House
• Received and filed verbal update on the County Administration Building Elevator Project completion

Regular Council Meeting

The Elgin County Council will meet to confirm By-Law No. 24-29 and adopt minutes from the June 25, 2024 meeting. Michael Howes of 2WA Consulting is scheduled to provide information regarding strategic planning during a closed session.

• Confirmation of By-Law No. 24-29
• Strategic planning presentation by Michael Howes (2WA Consulting)
• Adoption of June 25, 2024 meeting minutes

Council adopted the minutes from the June 25, 2024, regular and closed meetings. Members also received strategic planning information presented by Michael Howes of 2WA Consulting during a closed session.

• Adopted June 25, 2024 meeting minutes (Carried)
• Adopted June 25, 2024 closed meeting minutes (Carried)
• Received strategic planning information from Michael Howes of 2WA Consulting (Carried)
• Passed By-Law No. 24-29 to confirm proceedings of the July 9, 2024 meeting (Carried)

Regular Council Meeting

The meeting includes discussions on the Corporate Asset Management Plan Phase 2 and updates to appointment by-laws. Council will consider a resolution from the Municipality of Dutton Dunwich regarding sidewalks on Currie Road and Pioneer Line. Proposed by-laws include 2024 fees and charges and a Canada Community Building Fund transfer agreement.

• Sidewalk requests for Currie Road and Pioneer Line
• Approval of 2024 Fees and Charges (By-law 24-26)
• Corporate Asset Management Plan – Phase 2 report
• Canada Community Building Fund Transfer Agreement (By-law 24-27)
• Appointment of Deputy Clerk (By-law 24-23)

Council approved the 2024 Fees and Charges By-Law and updated several appointment by-laws regarding administrative roles. A proposal to establish a $1.8M healthcare fund for the St. Thomas-Elgin General Hospital and Hospice of Elgin was defeated. Additionally, Council authorized the creation of a new part-time prosecutor position.

• Approved 2024 Fees and Charges By-Law
• Defeated $1.8M healthcare fund proposal (3-6)
• Approved creation of a part-time prosecutor position
• Updated Deputy Clerk and Land Division Secretary appointment by-laws
• Directed staff to investigate sidewalk requests for Currie Road and Pioneer Line
• Delegated specific Planning Act authorities to the Director of Planning

Terrace Lodge Redevelopment Steering Committee

The committee will review a June 2024 project update regarding the Terrace Lodge redevelopment, including humidity concerns in the home kitchen. Members will also receive an update on construction costs. A closed meeting is scheduled to discuss a legal matter related to a construction issue.

• June 2024 project update including humidity concerns and servery drain updates
• Construction costs update
• Closed meeting regarding construction issue LS 24-9

Homes Committee of Management

The committee will review the Long-Term Care Director’s Update covering January 1 to March 31, 2024. The agenda also includes a review of Policy and Procedure Manuals and a Long Term Care Operational Report.

• Long-Term Care Director’s Update (January 1 – March 31, 2024)
• Review and revision of Policy and Procedure Manuals
• Long Term Care Operational Report

The Elgin County Homes Committee of Management approved the meeting agenda, received several departmental updates, and authorized staff to sign and submit a compliance declaration for the MSAA with one exception. The committee also received reports detailing policy and procedure manual revisions and day-to-day operations for county long-term care homes.

• Approved the June 25, 2024 meeting agenda
• Received and filed the Long-Term Care Director's Update for January 1 to March 31, 2024
• Authorized staff to sign and submit Schedule F - Form of Compliance Declaration for the MSAA for April 1, 2023 to March 31, 2024 with one training/work plan exception
• Received and filed the Policy and Procedure Manuals Review and Revision report
• Received and filed the Long Term Care Operational Report for January 1 to March 31, 2024

Terrace Lodge Redevelopment Fundraising Committee

The committee will review financial updates regarding fundraising efforts. Discussions include the date, details, and communication strategy for a charity bowling tournament. A closed session is also scheduled to discuss donor outreach.

• Fundraising financial update from the Director of Financial Services/Treasurer
• Charity Bowling Tournament planning (date, details, and communication strategy)
• Closed meeting item regarding donor outreach update

Finance Committee

The committee will receive verbal briefings on several administrative matters. These include reviews of the Budget Committee Terms of Reference, public engagement, a proposed budget survey, and the Finance Department status.

• Budget Committee Terms of Reference briefing
• Public Engagement Review briefing
• Proposed Budget Survey Review briefing
• Finance Department Status Review briefing

The Budget Committee voted to transition into a Finance Committee with a new focus on long-range financial planning and policy development. The committee also approved plans for budget town hall events and continuous email feedback for the 2025 budget process.

• Approved evolution of Budget Committee into Finance Committee (Motion Carried)
• Approved development of updated Terms of Reference for the Finance Committee (Motion Carried)
• Approved plan for budget town hall events and continuous email feedback for 2025 budget (Motion Carried)
• Received and filed Public Engagement Review report (Motion Carried)
• Received and filed Finance Department Status Review presentation (Motion Carried)

Regular Council Meeting

The Elgin County Council will review planning exemptions for the Compass Trail Phase 3 and Kokomo Beach Club condominium projects. The agenda also includes discussing speed management options for Plank Road in Vienna. Additionally, council will consider a new municipal flag protocol and proclamation policy.

• Condominium exemption for Compass Trail Phase 3
• Condominium exemption for Kokomo Beach Club (100 The Promenade)
• Speed management options for Plank Road (Vienna)
• Approval of Elgin County Museum Collections Management Policy
• Municipal Flag Protocol and Proclamation Policy

Elgin County Council approved exemptions from draft plan approval for two phased condominium developments in Port Stanley: 13 additional units at Compass Trail Phase 3 and a 68-unit building at Kokomo Beach Club (100 The Promenade). Council also adopted a revised Municipal Flag Protocol and Proclamation Policy, replacing the previous Community Flag Raising and Flag Protocol Policy, and directed staff to install speed signage, markings, and edge line painting on Plank Road in Vienna as a pilot trial. All recorded motions carried; no delegations, petitions, or items of other business were presented.

• Adopted minutes of the May 28, 2024 regular and closed meetings
• Received and filed Warden's Activity Report (May 2024)
• Adopted updated Elgin County Museum Collections Management Policy
• Granted condominium draft plan exemption for Compass Trail Phase 3, Block 65, Port Stanley (13 units)
• Granted condominium draft plan exemption for Kokomo Beach Club, 100 The Promenade, Port Stanley (68 units)
• Directed staff to install speed signage, markings, and edge line painting on Plank Road in Vienna as a pilot trial
• Replaced Community Flag Raising and Flag Protocol Policy (1.3) with revised Municipal Flag Protocol and Proclamation Policy (1.3)
• Passed By-Law No. 24-22 confirming proceedings of the June 11, 2024 meeting

Regular Council Meeting

Elgin County Council will decide on a Tax Increment Equivalent Grant for Guenther Homes, award a reconstruction contract for St. George Street (CR 26), and consider a reduced speed zone on Ron McNeil Line at Kingsmill Corner. The meeting also includes a review of the Elgincentives program and by-laws to adjust LDC remuneration and speed limits.

• Guenther Homes Tax Increment Equivalent Grant (TIEG) application
• St. George Street (CR 26) Reconstruction contract award (Tender No. 2024-T09)
• Reduced speed zone amendment on Ron McNeil Line (Kingsmill Corner)
• By-Law 24-20 to amend LDC remuneration (By-Laws 23-03 and 23-05)
• Elgincentives 2023 year-end review and 10-year program review

Elgin County Council approved a $3,279,205 contract for the St. George Street reconstruction and granted a Tax Increment Equivalent Grant to Peter Letkeman Guenther Inc. The council also allocated $40,000 for a 10-year review of the Elgincentives program and passed by-laws adjusting speed limits and Land Division Committee remuneration.

• Approved $3,279,205 contract for St. George Street (CR 26) reconstruction
• Approved Tax Increment Equivalent Grant for Peter Letkeman Guenther Inc.
• Allocated $40,000 from Elgincentives budget for 10-year program review
• Amended Reduced Speed Zone By-Law for Kingsmill Corner on Ron McNeil Line
• Passed By-Law No. 24-20 adjusting Land Division Committee remuneration
• Passed By-Law No. 24-19 authorizing speed limits
• Proclaimed July 21-27, 2024 as Drowning Prevention Week
• Adopted May 14, 2024 closed meeting minutes

Human Resources Committee

The Human Resources Committee is meeting to approve previous minutes and then move into a closed session. The closed meeting will discuss the recruitment of a Director of Planning, citing personal matters and negotiation criteria. No other substantive public business is listed.

• Closed meeting item: Director of Planning recruitment (Municipal Act Section 239(2)(b) and (k))
• Adoption of minutes from October 11, 2023 HR meeting

Regular Council Meeting

Council will consider adopting the new Elgin County Official Plan (By-Law 24-17), a key land-use policy document. Other decisions include a land ambulance agreement with Medavie EMS for 2024-2026, a draft plan for 4431 Union Road, and an official plan amendment for 14000 Belmont Road. Council will also allocate 2024 Community Grant Program funds and receive a procurement activity report for Q1 2024.

• Adoption of Elgin County Official Plan 2024 (By-Law 24-17)
• Land Ambulance Agreement with Medavie EMS Ontario Inc. for 2024-2026
• Draft plan of subdivision for 4431 Union Road (34T-SO2401)
• Official Plan Amendment for 14000 Belmont Road (CE OPA 1-24)
• 2024 Community Grant Program Allocations

Council approved a new Official Plan for the County of Elgin and awarded a single-source land ambulance contract to Medavie EMS Ontario Inc. The board also granted draft plan approval for a subdivision on Union Road and approved a municipal Official Plan Amendment for Central Elgin.

• Awarded land ambulance contract to Medavie EMS Ontario Inc. for $12,708,248 annually (2024-2026)
• Adopted new Elgin County Official Plan via By-Law No. 24-17
• Approved Official Plan Amendment No. 2 for the Municipality of Central Elgin
• Granted draft plan approval for subdivision at 4431 Union Road
• Approved 2024 Community Grant Program allocations
• Directed staff to investigate traffic safety measures on Plank Road from Edison to Oak
• Proclaimed August 5-11, 2024 as Elgin County Pride Week
• Proclaimed September 2024 as Childhood Cancer Awareness month

Terrace Lodge Redevelopment Fundraising Committee

The Terrace Lodge Redevelopment Fundraising Committee is meeting to review fundraising finances, a flower sale update, and discuss strategies including a bowling tournament and other ideas. The agenda is largely procedural, with reports to be circulated and a closed session for donor outreach and personal matters.

• Fundraising Financial Update from Director of Financial Services/Treasurer
• Flower Sale Update
• Discussion of Bowling Tournament fundraising idea
• Closed meeting for Donor Outreach Update (personal matters)
• Adoption of April 15, 2024 minutes

Growth Planning Steering Committee

This is a procedural meeting of the Growth Planning Steering Committee. The agenda includes a presentation on Elgin County Infrastructure Planning Needs. No decisions or substantive items are listed.

• Elgin County Infrastructure Planning Needs Presentation (walk-on)

Growth Planning Steering Committee

The Growth Planning Steering Committee is meeting to approve previous minutes and discuss a boundary adjustment matter in closed session under solicitor-client privilege. The agenda is largely procedural with no substantive public reports or decisions listed.

• Closed meeting to discuss boundary adjustment matter (verbal, under Municipal Act confidentiality)
• Adoption of minutes from April 18, 2024 meeting
• Closed meeting minutes from February 1 and April 18, 2024 to be considered

Rural Initiatives and Planning Advisory Committee

The Rural Initiatives and Planning Advisory Committee will meet to discuss and potentially approve recommendations for the Community Grant Program allocation. The agenda also includes standard procedural items such as approval of minutes and disclosure of interests.

• Community Grant Program Allocation Recommendations (Item 6.1)

The Rural Initiatives and Planning Advisory Committee reviewed and endorsed the recommended funding allocations for the 2024 Community Grant Program. The Committee directed the Chair to present these proposed allocations to County Council for final approval.

• Endorsed 2024 Community Grant Program allocations (Motion Carried)
• Directed Chair to present grant allocations to County Council (Motion Carried)
• Approved meeting agenda (Motion Carried)
• Adopted April 3, 2024 meeting minutes (Motion Carried)

Regular Council Meeting

Elgin County Council approved a $355,500 contract for culvert rehabilitations and passed a new by-law updating public notice procedures. The council also declared intimate partner violence an epidemic in the county and submitted comments to the province regarding proposed changes to settlement area boundaries.

• Awarded $355,500 culvert rehabilitation contract to Hornblower Earthboring Inc.
• Passed By-Law No. 24-15 updating public notice policies
• Declared intimate partner violence an epidemic in Elgin County
• Proclaimed June 15 as World Elder Abuse Awareness Day
• Proclaimed June 8 as LemonAID Day
• Sent comment letter to Province regarding PPS 2024 settlement boundaries
• Reappointed Jamie Chapman to Terrace Lodge Fundraising Committee
• Received and filed 2023 Library Performance report

Growth Planning Steering Committee

This is a procedural meeting of the Growth Planning Steering Committee. The agenda includes approval of previous minutes and a closed session to discuss a boundary adjustment matter under solicitor-client privilege. No substantive decisions or public discussions are listed on the agenda.

• Closed meeting item: Director of Legal Services to provide verbal update on a boundary adjustment matter, citing Municipal Act sections on solicitor-client privilege and confidential information
• Approval of minutes from the February 1, 2024 meeting

The committee met to receive a confidential verbal report from the Director of Legal Services regarding a boundary adjustment matter. No other substantive decisions were made during the meeting.

• Approved the April 18, 2024 agenda
• Adopted the February 1, 2024 meeting minutes
• Received confidential verbal report from Director of Legal Services for information

Terrace Lodge Redevelopment Fundraising Committee

The Terrace Lodge Redevelopment Fundraising Committee is meeting to review fundraising finances, discuss donations from the 'Comforts of Home' program, and follow up on fundraising strategies from February. The agenda includes reports from the Director of Financial Services and a discussion of gala results.

• Financial update from Director of Financial Services/Treasurer
• Comforts of Home donation purchases report
• Final update from gala results
• Follow-up on fundraising strategies from February meeting
• Closed session for donor outreach update (personal matters)

Regular Council Meeting

Elgin County Council is meeting to decide on several operational and planning items, including an official plan amendment for a property in Bayham, contract awards for multiple bridge rehabilitations and asphalt paving, and a shared service agreement for geographic information systems. The agenda also includes a closed session for a boundary adjustment matter and solicitor-client privileged advice.

• Municipality of Bayham Official Plan Amendment No. 36 for 55032 Vienna Line
• Contract award for engineering services for multiple bridge rehabilitations
• Tender awards for Cold In-Place Asphalt Recycling (Tender 2024-T11) and Hot Mix Asphalt Paving (Tender 2024-T12)
• Geographic Information Systems (GIS) Shared Service Agreement
• Closed meeting item: Boundary Adjustment Matter Update (verbal)

Council approved several infrastructure contracts, including asphalt paving and bridge rehabilitation. The board also approved an Official Plan Amendment for the Municipality of Bayham and authorized a GIS shared service agreement with local partners.

• Approved $4,567,904.30 contract to Brantco Construction for Hot Mix Asphalt Paving
• Approved $2,628,071.93 contract to Roto-Mill Inc. for Cold In-Place Asphalt Recycling
• Awarded $279,900.00 contract to Spriet Associates London Limited for bridge rehabilitation engineering
• Approved Official Plan Amendment No. 36 for the Municipality of Bayham
• Authorized Geographical Information Systems Shared Service Agreement with local municipal partners
• Directed staff to prepare by-law amendments for Land Division Committee remuneration and procedure
• Supported Township of Adelaide Metcalfe resolution to increase Tile Drain Load Limit

Rural Initiatives and Planning Advisory Committee

The Rural Initiatives and Planning Advisory Committee meets to discuss eligibility for the Community Grant Program. The agenda includes standard procedural items such as approval of the agenda, adoption of minutes, and disclosure of interests. No other substantive items are listed.

• Community Grant Program Eligibility Discussion

The committee reviewed eligibility criteria for the Community Grant Program. Following a closed session regarding personal matters about identifiable individuals, the committee voted to have staff proceed as directed.

• Approved August 18, 2023 meeting minutes
• Directed staff to proceed regarding closed meeting item on identifiable individuals

Regular Council Meeting

Elgin County Council will hear a 2024 budget presentation from Southwestern Public Health and consider several by-laws, including a borrowing by-law and a road closing by-law. The meeting also includes reports on benefit plan renewal, council remuneration, and a committee of management for homes.

• Southwestern Public Health 2024 budget levy presentation
• 2024 borrowing by-law (By-Law No. 24-11)
• Road closing by-law for a portion of Union Road (By-Law No. 24-12)
• 2024 benefit plan renewal report
• Council and outside boards remuneration and expenses report

Elgin County Council approved the establishment of a Committee of Management for its three Long-Term Care Homes and passed a borrowing by-law to maintain a credit facility for 2024. The council also authorized the closing of a small portion of Union Road in Southwold to transfer land to a developer. Additionally, the 2024 benefit plan renewal rates with Manulife Financial were approved.

• Approved Terms of Reference and By-Law No. 24-10 for Long-Term Care Homes Committee of Management
• Designated County Council as Committee of Management for Bobier Villa, Elgin Manor, and Terrace Lodge
• Approved 2024 benefit plan renewal rate adjustments with Manulife Financial
• Passed Borrowing By-Law No. 24-11 to support credit facility for 2024
• Passed Road Closing By-Law No. 24-12 for part of Union Road in Southwold
• Received and filed Southwestern Public Health 2024 budget presentation
• Received and filed 2023 Council and Outside Boards remuneration report
• Passed Confirmation By-Law No. 24-13

Elgin County Public Meeting

Elgin County Council is holding a public meeting to consider an update to the County's Official Plan. The agenda includes a presentation from the Acting Manager of Planning and an opportunity for public questions and comments. No specific proposed changes or decisions are listed in the agenda text.

• Public meeting on the Elgin County Official Plan
• Presentation by Acting Manager of Planning
• Public comments and questions on the Official Plan

Terrace Lodge Redevelopment Steering Committee

The committee will receive an update on construction costs for the Terrace Lodge redevelopment from the Director of Financial Services/Treasurer, and a 2024 project update covering servery drains and additional asbestos abatement from the Manager of Corporate Facilities and Director of Homes and Seniors Services. The meeting includes approval of previous minutes and standard procedural items.

• Terrace Lodge Redevelopment – Construction Costs Update March 18, 2024
• Terrace Lodge Redevelopment - 2024 Project Update, Servery Drains, and Additional Asbestos Containing Material (ACM) Abatement
• Adoption of minutes from October 10, 2023 meeting

Elgin County Official Plan Open House

This is a public open house for the Elgin County Official Plan Review. The agenda includes welcome and introductions, presentations and Q&A, and closing remarks. No decisions are being made; it is an informational session.

• Public open house for Elgin County Official Plan Review
• Presentations and Q&A session
• Held at Council Chambers, 450 Sunset Drive, St. Thomas, ON

Regular Council Meeting

Elgin County Council is meeting to consider several reports and by-laws, including the 2024 budget by-law, a purchasing card policy, and a tourism signage program review. Council will also hear delegations on social services and the upcoming total solar eclipse, and will discuss correspondence on energy costs and a climate crisis resolution. Several items will be discussed in closed session, including land ambulance and emergency preparedness.

• By-Law No. 24-07: 2024 Budget
• By-Law No. 24-09: Confirmation
• Purchasing Card Policy (Financial Services 2.3)
• Elgin County Tourism Signage Program Review
• Delegation: St. Thomas-Elgin Social Services 2023 Review

Council passed By-Law No. 24-07 to adopt the 2024 Budget and establish tax ratios and rates. The council also approved a 12-hour ambulance shift at the Bayham Land Ambulance Station for 2024 and paused the current tourism signage program.

• Passed By-Law No. 24-07 adopting the 2024 Budget and tax rates
• Approved 12-hour ambulance shift at Bayham Land Ambulance Station for 2024
• Placed Elgin County Tourism Signage Program on hold pending a new program
• Directed staff to create a new Tourism Signage Program aligning with Option #1
• Supported nomination of Alex Piggott to the Lake Erie Region Source Protection Committee
• Adopted February 27, 2024 meeting minutes
• Adopted February 27, 2024 closed meeting minutes

Regular Council Meeting

Council approved the 2024 draft budget including a 3.79% tax rate increase and specific membership funding. The board also adopted a new flexible work HR policy and an emergency planning agreement with the Dutton Co-operative Child Care Centre Inc.

• Approved 2024 draft budget with 3.79% tax rate increase
• Approved $30,000 for SCOR membership for 2024
• Approved $10,000 for additional STEPAC membership costs for 2024
• Adopted HR Policy 2.10 'Alternative and Flexible Work Arrangements' and rescinded HR Policy 2.21
• Authorized MOU for emergency planning with Dutton Co-operative Child Care Centre Inc.
• Adopted Growth Planning Steering Committee Terms of Reference
• Deferred $15,000 donation request for Port Stanley 200 celebrations
• Tabled funding for Hospice and St. Thomas-Elgin General Hospital MRI until later in 2024

Terrace Lodge Redevelopment Fundraising Committee

This is a routine meeting of the Terrace Lodge Redevelopment Fundraising Committee. The agenda includes approval of prior minutes, a financial update from the Director of Financial Services, and a verbal update on a fundraising gala. A closed session is scheduled for personal matters and donor outreach.

• Director of Financial Services – Fundraising Financial Update (to be circulated)
• Fundraising Gala Update (Verbal)
• Closed meeting for personal matters (Municipal Act Section 239(2)(b)) and donor outreach

Finance Committee

The Budget Committee will meet to receive a presentation on the 2024 budget and conduct a public consultation session. The agenda includes approval of minutes, disclosure of interests, and delegations.

• 2024 Budget Presentation and Public Consultation Session by Director of Financial Services

Regular Council Meeting

Elgin County Council will consider awarding a contract for corporate facility cleaning services and hear a funding request from Project Lifesaver. The agenda also includes reports on land division activities, procurement, and the Joint Accessibility Advisory Committee. Several items are for information only, including an Ontario Health Team quarterly report and a drowning prevention coalition recap.

• Contract award for corporate facility cleaning services (no dollar amount specified in agenda)
• Project Lifesaver funding request from Inclusive Communities Consulting & Life Skills
• 2023 Elgin County Land Division Activities report
• Procurement Activity Report Q4 2023 (October 1 to December 31, 2023)
• Annual Council Committee Update – Joint Accessibility Advisory Committee

Council approved a two-year contract for cleaning services at the Administration Building, Heritage Centre, and POA Courthouse. A funding request for Project Lifesaver was referred to a committee for further consideration. Several administrative and activity reports were received and filed.

• Awarded cleaning services contract to Corporate Mirror Inc. for $248,583 plus HST (two-year term)
• Referred $6,000 Project Lifesaver funding request to Rural Initiatives & Planning Advisory Committee
• Adopted minutes from January 30 and February 6, 2024
• Received and filed Warden’s Activity Report (January 2024)
• Received and filed 2023 Land Division Activities report
• Received and filed Joint Accessibility Advisory Committee annual update
• Received and filed Q4 Procurement Activity Report
• Passed By-Law No. 24-06 to confirm meeting proceedings

Special Council Meeting

Council met with Associate Minister Rob Flack to discuss infrastructure, financial planning, and business development related to provincial investment in the manufacturing sector. The meeting focused on regional collaboration and the creation of a liaison team to coordinate growth. No substantive policy decisions were made.

• Adopted recommendations from the Committee of the Whole (Carried)
• Passed By-Law No. 24-05 to confirm proceedings of the February 6, 2024 meeting (Carried)

Growth Planning Steering Committee

This is a procedural meeting of the Growth Planning Steering Committee. Members will review and potentially adopt the committee's terms of reference and hold a verbal discussion to prepare for a visit from Minister Flack. The agenda is largely administrative with no substantive decisions or public hearings listed.

• Review of draft Growth Planning Steering Committee Terms of Reference
• Verbal discussion to prepare for Minister Flack's visit
• Adoption of minutes from January 18, 2024 meeting

Regular Council Meeting

Elgin County Council will discuss several reports and requests, including sponsorship for local events, updated library guidelines, and a request for additional capacity at the Elgin Manor wastewater treatment plant. The meeting also includes closed sessions on land disposition and collective bargaining.

• Sponsorship requests for Impact Awards, Elgin Women’s Leadership Conference, and International Women’s Day Celebration
• Request for additional capacity at Elgin Manor Waste Water Treatment Plant from TVDSB
• By-Law No. 24-03 Non-Union Economic Adjustment
• Closed meeting items: potential disposition of land and collective bargaining update
• Letter from Elgin Federation of Agriculture requesting farm class tax rate remain at 0.23% for 2024

Council approved several community sponsorships and granted a sewage flow increase for Southwold Public School. The board also authorized the disposal of land in Dutton to the Dutton Lions and passed a by-law regarding non-union employee remuneration.

• Approved $2,500 sponsorship for Impact Awards
• Approved $250 sponsorship for Elgin Women’s Leadership Conference
• Approved $4,000 sponsorship for International Women's Day Celebration
• Approved sewage flow increase for Southwold Public School at Elgin Manor Waste Water Treatment Plant
• Approved disposal of lands in Dutton to the Dutton Lions for nominal cost
• Passed By-Law No. 24-03 establishing remuneration rates for non-union employees
• Adopted Guidelines for Rural/Urban Public Library Systems (4th Edition, 2023) as a reference document
• Directed staff to develop a sponsorship request policy

Finance Committee

The Committee approved Option #1 as the basis for the 2024 budget levy tax rate increase and included recommended discretionary items. The budget document will be posted online for one week of public consultation followed by a hybrid meeting. The Committee also recommended that County Council advocate for the Province to meet its 75% funding obligation for Southwestern Public Health.

• Approved Option #1 for 2024 budget levy tax rate increase calculation
• Approved inclusion of recommended discretionary budget items
• Decided no changes to Ratios or Landfill Grants for West Elgin or Dutton Dunwich for 2024
• Approved posting budget online for one week of public consultation
• Recommended County Council send advocacy letter to Province regarding Southwestern Public Health funding
• Recommended no contingency fund be established for additional budget asks

Growth Planning Steering Committee

The Elgin County Growth Planning Steering Committee is meeting to discuss and potentially approve its own Terms of Reference. The agenda also includes standard procedural items such as approval of minutes, disclosure of interests, and a closed session for legal advice on strategy options. No specific projects, budgets, or votes are listed in the agenda.

• 6.1 Committee Terms of Reference Discussion
• 9.1 Closed meeting for Director of Legal Services - Strategy Options (solicitor-client privilege and confidential information from Canada or a province)

The committee elected Warden Ed Ketchabaw as Chair. Members discussed high-level topics for the committee's Terms of Reference, including sustainable growth and cost management, to inform a staff draft. A confidential report on strategy options was received during a closed meeting session.

• Agenda amended to include Chair election (Carried)
• Warden Ed Ketchabaw elected as Committee Chair (Carried)
• Discussed Terms of Reference topics for staff draft
• Closed meeting session opened for strategy options (Carried)
• Confidential Legal Services report received for information (Carried)
• Meeting adjourned to meet at call of Chair (Carried)

Terrace Lodge Redevelopment Fundraising Committee

This is a routine meeting of the Terrace Lodge Redevelopment Fundraising Committee. The agenda includes approval of minutes, a financial update from the Director of Financial Services, and updates on the Kinsmen Gala, silent auction, and chocolate sales. A closed session is scheduled for donor outreach under the Municipal Act.

• Director of Financial Services - Fundraising Financial Update (to be circulated)
• Kinsmen Gala update
• Terrace Lodge Silent Auction update / results
• Chocolate Sales update
• Closed meeting: Donor Outreach Update (personal matters)

The committee received a financial report on the Terrace Lodge Fundraising Campaign as of December 31, 2023. Members discussed ongoing fundraising efforts including chocolate sales and an upcoming Kinsmen Gala.

• Approved agenda for January 15, 2024 meeting
• Adopted minutes from November 27, 2024 meeting
• Received and filed Fundraising Financial Update report dated January 14, 2024
• Received confidential Donor Outreach Update for information

Regular Council Meeting

Elgin County Council will review and potentially adopt the final draft of the County Official Plan, including an addendum on the impact of the VW battery plant. The council will also consider several planning applications, including draft plans of subdivision for Talbotville Meadows and properties on Thomas Road in Southwold, and an official plan amendment for a property on Nova Scotia Line in Bayham. Other business includes contract awards, by-law updates, and a closed session for land disposition and a boundary adjustment matter.

• Final draft of Elgin County Official Plan, with addendum on VW battery plant impact
• Draft plan of subdivision for Talbotville Meadows
• Draft plan of subdivision for 4000-4324 Thomas Road, Township of Southwold
• Municipality of Bayham OPA No. 35 for 53921 Nova Scotia Line
• Contract award for budget software solution

Elgin County Council endorsed the Final Draft Elgin County Official Plan and directed staff to schedule a statutory public open house and public meeting, to be hosted virtually with a hybrid option. Council granted draft plan approval to two subdivision applications — one by Callon Dietz on behalf of Farhi Holdings Corporation and one by CJDL Consulting Engineers on behalf of Mr. Allan Rickwood at 4000-4324 Thomas Road in the Township of Southwold. Council also approved Official Plan Amendment No. 35 to the Municipality of Bayham Official Plan, awarded a five-year budget software contract to Questica Inc., approved a 3% non-union economic adjustment for 2024, and passed four by-laws. All recorded motions carried.

• Endorsed Final Draft Elgin County Official Plan; directed staff to schedule statutory public open house and public meeting (virtual with hybrid option)
• Granted draft plan approval to subdivision by Callon Dietz on behalf of Farhi Holdings Corporation (File No. 34T-SO2302)
• Granted draft plan approval to subdivision by CJDL Consulting Engineers on behalf of Mr. Allan Rickwood, 4000-4324 Thomas Road, Township of Southwold (File No. 34T-SO2301)
• Approved Official Plan Amendment No. 35 to the Municipality of Bayham Official Plan (53921 Nova Scotia Line)
• Awarded budget software contract to Questica Inc. for a five-year term, with option to extend by two, two-year terms
• Approved 3% non-union economic adjustment effective first full pay period of 2024
• Declared 8776 Centennial Road surplus; directed sale proceeds to Elm Street/Centennial Road Roundabout project (60901917)
• Passed By-Law 23-43 (Indemnification), By-Law 23-44 (Delegation of Authority), By-Law 24-01 (Committee By-Law Amendment), By-Law 24-02 (Confirmation)